2014-02-25 Infrastructure & Services Committee Meeting Agenda

INFRASTRUCTURE & SERVICES COMMITTEE MEETING AGENDA                             25 FEBRUARY 2014


    Communicating with every library member via email and mail and providing them with fact
     sheets and help sheets;
    Providing comprehensive information via the Noosa Library Service website and regular
     updates through the Library Facebook site;
    Establishing an electronic newsletter as soon as the data is available to staff;
    Liaising with key stakeholder organisations to explain changes to operations; and
    Working with local media outlets to inform the community of the proposed changes and
     promote the positive aspects of the new Noosa Library Service.

FINANCE & RISK

Finance

There are five areas of financial impact relating to the separation of library systems:

1.     Migration of data and commissioning new Noosa Spydus system - $20,000 ex GST;
2.     Civica managed services for Spydus which includes annual licensing and hosting - $18,372
       per annum ex GST;
3.     Sunshine Coast Council related Civica costs for copying Noosa data and undertaking
       system cleanup on SCC Spydus system – estimated at $14,000 ex GST;
4.     Sunshine Coast Council costs associated with sharing library services from 01 January,
       2014 – 17 March, 2014 and undertaking the de-amalgamation work. We do not yet have an
       estimation of these costs; and
5.     Noosa Library Service costs to undertake separation work, establish collections and
       implement new membership card. These are all being managed within the existing budget.

When the 6 month budget was developed no decision had been made regarding the Libraries
regional business model. As such the costs of the subsequent decision to separate were not
included in the library budget. The direct costs for items 1, 2 and 3 above therefore require
consideration to be included in the March budget review.

Queensland public library services receive financial support via the State Library of Queensland
in the form of a grant to be used for collections and special projects. We are expecting that
amount to be approximately $104,500 for the six months 01 January – 30 June 2014. We are
awaiting information on the grant funding for the 2014/15 financial year.

Risks

There are a range of risks and challenges associated with the separation of library services,
including:

    tight project timeframe and minimal testing phase;
    potential for larger than expected gaps in data;
    challenges of communicating with and educating all library members within timeframe; and
    potential customer dissatisfaction following separation.

The measures outlined throughout this report aim to limit the impact of these risks.




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