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HomeMy WebLinkAboutLib Special Library Parcel Tax Annual Report 2015C'r 01Agenda Item No: 4.d Meeting Date: December 21, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Library r Prepared by: Sarah Houghton, Library Director City Manager Approval: !. SUBJECT: Special Library Parcel Tax Committee's annual report RECOMMENDATION: Staff recommends that the City Council accept the 2015 Special Library Parcel Tax Committee's annual report on the expenditures of the Special Library Parcel Tax funds. BACKGROUND: The Committee was appointed after the passage of the Special Library Services Parcel Tax adopted by Measure C on June 8, 2010. The Committee's sole purpose is to ensure the monies have been expended in accordance with the authorized purposes of Measure C. ANALYSIS: The Committee's 2014 report states that it believes this past Fiscal Year 2014/2015 evidenced an appropriate expenditure of Measure C funds. There is a fund balance of $115,986.68 (as of June 30, 2015) in the Special Library Parcel Tax Fund. This fund balance is a result of three primary factors over the life of the tax: unexpectedly vacant staff positions funded by the Parcel Tax (currently filled), direction from the Finance Department to reserve funds to cover staff cost increases in the remaining years of the tax, and the accumulation of small amounts being underspent in various line items over the life of the tax. The Committee report mentions three areas where the Committee felt these Parcel Tax funds could have been spent, and were not, in 2014/2015. 1. Increased outreach to the public schools 2. Staff development, travel, and training 3. Increased open hours Library staff would like to provide additional information on these issues. Outreach to schools The Library's original plan to increase outreach to the schools, at the start of the parcel tax campaign, involved a majority of the funding for a teacher -librarian position to conduct this work coming from state grants. The Library's application for such grant funding has been rejected multiple times. Library staff have nevertheless dramatically increased outreach to the schools since the passage of the parcel tax. Below are some of the key school outreach efforts from our Downtown and Pickleweed Libraries since the passage of the parcel tax: • Annual visits to all San Rafael elementary and middle schools to promote the summer reading program with a skit and distributing enrollment information to the students • Joint book club with Davidson Middle School FOR CITY CLERK ONLY File No.: 9-2-62 Council Meeting: I% -/:"L16.0 1!; Disposition: a c,.Fp-PPL"^ SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 • Ongoing series of STEAM (Science, Technology, Engineering, Art, and Math) programs at both Downtown and Pickleweed Libraries geared at pre-schoolers and school -aged children • A dozen author visits to schools, particularly those with a higher percentage of lower-income students, sponsored and coordinated by the Library and the Friends of the Library • Created a Curriculum Resources Collection at the Downtown Library for San Rafael teachers to help in their classrooms • Library Director membership on the Steering Committee of Marin Promise College Enrollment Action Board • Had an informational table at the 2015 San Rafael City Schools Community Resources Fair • Regular story time visits to preschools and child care centers throughout the City • Several hosted family nights at the Downtown Library for students and their families from local elementary schools • Ongoing class visits from specific schools (e.g. Laurel Dell) to the libraries (to get library cards, check out books, learn about library services) Library staff are not optimistic that additional staff time will result in successful increased outreach into the schools. Library staff will continue ongoing efforts to reach out to the schools and to build on our successful efforts in the hopes of increased accomplishments in the future. In order to increase outreach to the schools, there are two primary options available to the library: • Contract with a teacher -librarian to attempt to provide additional programming (class visits, book talks, etc.) in San Rafael's schools, as well as programming to bring school -aged children into the libraries, and to attend school board and PTA meetings (20 hours/week = $ 45,178/year)* • Seek City Council approval to create a new position and hire a half-time teacher -librarian to do the same work mentioned above (20 hours/week = $61,381 /year)* • Offer homework help services at one or both libraries (cost flexible but significant) • Ensure every school -aged child in San Rafael schools has a library card ($20,000 or so in staff time) • Creating a Reading Buddies program with high schoolers working with younger children ($10,000 or so in staff time) • Increase events and programs for teens (cost flexible) • Create book and resource kits and classroom collections (cost flexible) • Increase outreach visits to pre-schools, in particular Head Start programs (cost flexible) * Please note that these numbers are very rough guesstimates. If there is interest in pursuing these options the Library staff will work with the Finance Department to obtain final figures. The Library staff will discuss these options with the San Rafael Public Library Board of Trustees, our residents' advisory group that provides guidance and advice on library operations and services. Staff development, travel, and training There is currently $4,580 dedicated to staff development, travel, and training in the Library's General Fund budget. The Library has chronically overspent this budget line, utilizing savings from vacant positions to offset the expenditures. Augmenting the training budget is certainly a possibility. The Library staff will discuss options with the San Rafael Public Library Board of Trustees. Increased open hours The Downtown Library is open 55 hours per week and the Pickleweed Library is open 35 hours per week. At the Downtown Library, 11 hours of these are weekend hours and at the Pickleweed Library 6 of these are weekend hours. The Committee report specifically recommended increasing weekend hours. Below is a list of the weekend open hours of neighboring libraries in Marin County. • Open 12 hours: Belvedere -Tiburon, Corte Madera, Marin City, Novato, Sausalito • Open 11 hours: San Rafael Downtown, Mill Valley • Open 8 hours: Fairfax • Open 7 hours: Larkspur, Bolinas, Civic Center, South Novato, Stinson Beach, San Anselmo • Open 6 hours: San Rafael Pickleweed • Open 4 hours: Point Reyes • Open 3 hours: Inverness SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 Additional open hours will require significant cost increases in staff time and utilities. The Library staff will discuss options with the San Rafael Public Library Board of Trustees. Capital set-aside recommendation Additionally, the Committee states in its report that "the money committed to the Capital reserve set- aside, in excess of $500,000, should, in accordance with the dictates of Measure C, be made automatically available." On December 17, 2012 the City Council accepted a (report/resolution) to cease contributions in future years to the Parcel Tax capital reserve set-aside—leaving the set-aside balance at $541,195, the existing balance. In the same report/resolution, the library pledged to maintain a minimum of a $500,000 balance. The Library staff will discuss options with the San Rafael Public Library Board of Trustees. FISCAL IMPACT: There is no fiscal impact from the acceptance of this report. COMMUNITY ENGAGEMENT: To date the Library has received input on expenditures from the Special Library Parcel Tax Committee through their annual report (enclosed). The Library will bring these issues to the Library Board of Trustees at an upcoming meeting for their feedback. OPTIONS: Staff recommends Option 1. Option 1: City Council accepts the 2015 Special Library Parcel Tax Committee's annual report. Option 2: City Council does not accept the 2015 Special Library Parcel Tax Committee's annual report. ACTION REQUIRED: Accept the 2015 Special Library Parcel Tax Committee's annual report ATTACHMENTS: 2015 Special Library Parcel Tax Committee's annual report Signature page for Special Library Parcel Tax Committee 2015 Annual Report to City Council Phyllis Brinckerhoff Glena Coleman .................. ........................ ........ ... .. Peter Lee .. . ........ Carol Manashil . . ............ iGary Ragghianti Barrett Schaefer City of San Rafael—Special Library Parcel Tax Committee Report 2015 The Committee's sole function is to review expenditures of the revenue for the Special Library Services Parcel Tax adopted by Measure C on June 8, 2010 to ensure that the monies have been spent in accordance with the authorized purposes of Measure C. With regard to monies spent, this Committee believes this past Fiscal Year 2014/2015 showed an appropriate expenditure of Measure C funds. For example, Regular Hire staffing was underspent due to a vacancy in Downtown Circulation. This resulted in the Library having the opportunity to overspend the book budget at 12%, as the staff vacancy money was then used to add to the Library's book collection. Additionally the digital resources budget was under spent, as the Library Director and staff were not able to find enough quality resources on the market to justify utilization of the extra funds. Both the unforeseen expenditure on the book collection and the failure to buy additional digital resources are deemed proper with regard to Measure C requirements. Accordingly the Committee has reviewed the Library Budget for 2014/2015, and also for 2015/2016, and the Committee believes that Measure C actual expenditures for 2014/2015 were appropriate, and reflected the needs and problems which faced the Library during this period. However, it should be pointed out that there were, over the past fiscal year, instances where Measure C funds might appropriately have been spent and were not. This is demonstrated in three specific instances: (1) During the Measure C campaign voters were assured that its passage would result in increased outreach to the public schools by the Library. To date, in spite of the Library Director's efforts, only a pilot program has been implemented; (2) The Library Director has indicated a desire to re -allocate money from the General Fund to invest in staff development, travel and training. The Committee believes that this would be an appropriate use of Measure C revenue; and (3) While Library hours have substantially increased. The Library is only open for six hours on Saturday and four hours on Sunday, thereby limiting its weekend availability. After issuing its report in 2011, the Committee understood that while the capital reserve set-aside would not be allowed to fall below $500,000, any additional money placed in this fund would be available to cover Measure C expenses, should the need arise, and should all other Measure C funds have been spent The Committee believes that outreach to public schools, investment in staff education and an increase in Library hours all comport with the stated purposes of Measure C. It is therefore the view of the Committee that the money committed to the Capital reserve set- aside, in excess of $500,000, should, in accordance with the dictates of Measure C, be made automatically available for these purposes if the opportunity to implement them occurs, and if all other Measure C funds have been spent. It should also be noted that, according to the Library Director, each year of the tax will bring a reduction in revenue, due to the ever increasing exercise of parcel tax exemption requests. The Committee agrees that Measure C has enabled the Library to function at a level which would have been impossible for it to reach and maintain had the measure not passed. Since its implementation, the Library has significantly increased its hours of operation to 90 hours a week. Moreover, the augmented revenue has led to a substantial rise in circulation over the life of the measure to date. Measure C funds are seen as an integral and important part of the continuing vitality of the San Rafael Library. The Committee is also tasked with ensuring that the Library maintains its share of the City's General Fund. The Committee concludes, in accordance with the intent of the resolution, that the Library has continued to maintain its appropriate share. The text of Measure C states that "the parcel tax would augment the capacity of the City of San Rafael to provide quality library services to its residents, over and above the proportional amount of the City's allocated general funds for the Library." The City Attorney has ruled that the "proportional amount" refers to the 2009-10 Fiscal Year, the year in which the measure was drafted and sent to the voters. The Library's share of the 2009-10 General Fund Expenditures was 4.45%. This figure therefore became, and remains a part of the Committee's analysis. Notably, in years of Fiscal Year deficit, the Committee determined that the best methodology to determine "proportionality" was to calculate the percent of the Fiscal Year Deficit that was ameliorated by Library cuts. In fiscal year 2014/2015, the Library's share of the General Fund Budget, including provisions for planned facilities maintenance, was 4.48 %, an appropriate percentage, which the Committee hopes will be sustained. City of San Rafael—Special Library Parcel Tax Committee Report 2015 The Committee's sole function is to review expenditures of the revenue for the Special Library Services Parcel Tax adopted by Measure C on June 8, 2010 to ensure that the monies have been spent in accordance with the authorized purposes of Measure C. With regard to monies spent, this Committee believes this past Fiscal Year 2014/2015 showed an appropriate expenditure of Measure C funds. For example, Regular Hire staffing was underspent due to a vacancy in Downtown Circulation. This resulted in the Library having the opportunity to overspend the book budget at 12%, as the staff vacancy money was then used to add to the Library's book collection. Additionally the digital resources budget was under spent, as the Library Director and staff were not able to find enough quality resources on the market to justify utilization of the extra funds. Both the unforeseen expenditure on the book collection and the failure to buy additional digital resources are deemed proper with regard to Measure C requirements. Accordingly the Committee has reviewed the Library Budget for 2014/2015, and also for 2015/2016, and the Committee believes that Measure C actual expenditures for 2014/2015 were appropriate, and reflected the needs and problems which faced the Library during this period. However, it should be pointed out that there were, over the past fiscal year, instances where Measure C funds might appropriately have been spent and were not. This is demonstrated in three specific instances: (1) During the Measure C campaign voters were assured that its passage would result in increased outreach to the public schools by the Library. To date, in spite of the Library Director's efforts, only a pilot program has been implemented; (2) The Library Director has indicated a desire to re -allocate money from the General Fund to invest in staff development, travel and training. The Committee believes that this would be an appropriate use of Measure C revenue; and (3) While Library hours have substantially increased. the Library is only open for seven hours on Saturday and four hours on Sunday, thereby limiting its weekend availability. After issuing its report in 2011, the Committee understood that while the capital reserve set-aside would not be allowed to fall below $500,000, any additional money placed in this fund would be available to cover Measure C expenses, should the need arise, and should all other Measure C funds have been spent. The Committee believes that outreach to public schools, investment in staff education and an increase in Library hours all comport with the stated purposes of Measure C. It is therefore the view of the Committee that the money committed to the Capital reserve set-aside, in excess of $500,000, should, in accordance with the dictates of Measure C, be made automatically available for these purposes if the opportunity to implement them occurs, and if all other Measure C funds have been spent. It should also be noted that, according to the Library Director, each year of the tax will bring a reduction in revenue, due to the ever increasing exercise of parcel tax exemption requests. The Committee agrees that Measure C has enabled the Library to function at a level which would have been impossible for it to reach and maintain had the measure not passed. Since its implementation, the Library has significantly increased its hours of operation to 90 hours a week. Moreover, the augmented revenue has led to a substantial rise in circulation over the life of the measure to date. Measure C funds are seen as an integral and important part of the continuing vitality of the San Rafael Library. The Committee is also tasked with ensuring that the Library maintains its share of the City's General Fund. The Committee concludes, in accordance with the intent of the resolution, that the Library has continued to maintain its appropriate share. The text of Measure C states that "the parcel tax would augment the capacity of the City of San Rafael to provide quality library services to its residents, over and above the proportional amount of the City's allocated general funds for the Library." The City Attorney has ruled that the "proportional amount" refers to the 2009-10 Fiscal Year, the year in which the measure was drafted and sent to the voters. The Library's share of the 2009-10 General Fund Expenditures was 4.45%. This figure therefore became, and remains a part of the Committee's analysis. Notably, in years of Fiscal Year deficit, the Committee determined that the best methodology to determine "proportionality" was to calculate the percent of the Fiscal Year Deficit that was ameliorated by Library cuts. In fiscal year 2014/2015, the Library's share of the General Fund Budget, including provisions for planned facilities maintenance, was 4.48 %, an appropriate percentage, which the Committee hopes will be sustained. ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda a tem #u�..!I' .... Date of Meeting: 12/21/2015 From: Sarah Houghton Department: Library Date: 12/4/2015 Topic: Special Library Parcel Tax Subject: Special Library Parcel Tax Committee's annual report Type: ❑ Resolution ❑ Ordinance ❑ Professional Services Agreement ® Other: staff report w/ attached committee report APPROVALS ® Finance Director Remarks: Van Bach ® City Attorney Remarks: LG -Approved 12/10/15 with minor change. ® Author, review and accept City Attorney / Finance changes Remarks: SH -minor change approved. ® City Manager Remarks: