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HomeMy WebLinkAboutSp. Library Parcel Tax Committee 2019-12-09 Agenda SPECIAL LIBRARY PARCEL TAX COMMITTEE AGENDA Monday, December 9, 2019 6:00 P.M. City Manager’s Conference Room – 1400 5th Ave. San Rafael, CA 94901 CALL TO ORDER • Roll Call AGENDA AMENDMENTS MINUTES 1. Approve regular meeting minutes of Nov. 19, 2019 MEETING OPEN TO THE PUBLIC 2. Public Comment from the audience regarding items not listed on the agenda. Speakers are encouraged to limit comments to 3 minutes. MATTERS BEFORE THE COMMITTEE 3. Approve FY 2018/2019 Annual Revenue and Expenditure Report from Committee to City Council Notice Any records relating to an agenda item, received by a majority or more of the Board less than 72 hours before the meeting shall be available for inspection in City Hall, 1400 Fifth Avenue. Sign Language interpreters and assistive listening devices may be requested by calling (415) 485-3066 (voice), emailing Lindsay.lara@cityofsanrafael.org or using the California Telecommunications Relay Service by dialing “711”, at least 72 hours in advance of the meeting. Copies of documents are available in accessible formats upon request. Public transportation is available through Golden Gate Transit, Line 22 or 23. Paratransit is available by calling Whistlestop Wheels at (415) 454-0964. To allow individuals with environmental illness or multiple chemical sensitivity to attend the meeting/hearing, individuals are requested to refrain from wearing scented products. 1 LIBRARY PARCEL TAX COMMITTEE DRAFT MINUTES _____________________________________________________________________________________________ Main Library Meeting Room – 1100 E. St. San Rafael, CA 94901 November 19, 2019 – 6:00 P.M. CALL TO ORDER Chair Brinckerhoff called the meeting to order at 6:04 P.M. Roll Call Board Members Present: Phyllis Brinckerhoff, Gregg Kellogg, Peter Lee, Pamela Cook, Gil Pruitt Board Members Absent: None Staff Present: Henry Bankhead, Assistant Library & Recreation Director/City Librarian AGENDA AMENDMENTS None MINUTES 1. Approve regular meeting minutes of Oct 1, 2019 A motion was made by Board Member Cook, seconded by Board Member Lee, to approve the minutes of the October 1, 2019 meeting with spelling and capitalization corrections. The motion was approved unanimously. 2 MEETING OPEN TO THE PUBLIC 2. Public Comment none MATTERS BEFORE THE COMMITTEE 3. Review the FY 2019/2020 1st Quarter Annual Revenue and Expenditure Budget Report Bankhead explained that he contractual services line was overspent as the MARINet charges of approximately 250,000 are paid in the first quarter. Bankhead also pointed out that the library was tending to use more temp staffing, being overspent in extra hire for Measure D, because we have unfilled positions and are using temporary staffing to backfill those positions. Board member Lee inquired as to the number of FTEs (24) versus the number of total temp staff the library employs. Bankhead explained that the combination of temporary staff and regular hire staff allow the library to staff three locations, some open 7 days a week and open some days until 8 pm. Board members were curious as to how many employees were paid from the parcel tax versus from the general fund. Bankhead explained that it was a mix. Board member Kellog asked how many employees were paid from both the library and community services budget – Bankhead explained none were except for the director. Board member Lee reminded staff that the board had wanted an unbundling of the contractual service line which is not reflected in the 1st quarter budget summary. 4. Review Draft FY 2018/2019 Annual Revenue and Expenditure Report from Committee to City Council Board members Lee and Kellogg agreed to draft the Committee Report to City Council based on the previous year’s report. Brinckerhoff provided an updated draft. The committee is awaiting a final percentage calculation from finance comparing the City’s overall general fund expenditure with the library’s general fund allocation – this is despite the agreement that this proportionality is “nonbinding” as stated in the draft report and more of a shred goal. Bankhead agreed to request the updated percentage from the finance department and to solicit feedback 3 on the report from the Library and Recreation Director as well as the Finance Director. If the draft report is acceptable to all another meeting in December may not be necessary. ADJOURNMENT The meeting was adjourned 6:50 P.M. Tentative date for next meeting – February 18 City of San Rafael Special Library Parcel Tax Committee Report FY 2018-2019 The Committee’s sole function shall be to review the expenditures of the revenues from the Special Library Services Parcel Tax, adopted by Measure D on June 7, 2016 to ensure the monies have been expended in accordance with the authorized purposes of Measure D. Measure D replaced Measure C which expired on June 30, 2017. This is the second year of the nine year span for Measure D. The Committee met six times to review library budget and actual expenditures. The Committee agrees that the actual expenditures for the fiscal year are in line with the budgets and stated purpose of Measure D funds as stated on the ballot: “maintain library hours, equipment, materials, and services for children, teens, and adults.” Total expenditures budgeted for Measure D funds for FY 2018-2019 were $1,243,205, which represents 27% of the total library budget of $4,605,761. The amount actually spent was $1,144,663 (preliminary and unaudited). In previous reports of Measures C and D, the committee listed as a task: “to ensure that the Library maintains its share of the general fund.” This was listed because the text of Measure D states that the parcel tax would “provide a critical, consistent, locally– controlled source, augmenting current general fund allocations…” When Measure D passed, the committee used the same method the City Attorney indicated upon passage of Measure C: the proportion of the Library of the General Fund Budget. In both cases, it was 4.4%. However, during the term of Measure C, the percentage was not and could not be maintained each year due to mandated expenses for specific departments. These were noted in the Measure C Committee’s reports as acceptable variances. The City questioned the validity of 4.4% as a continuing proportionality for Measure D. During the year, the Committee/members of the Committee met with the Mayor, City Manager, Community Services Director, and Finance Director. At the July 2, 2019 Library Parcel Tax Committee Meeting, all parties agreed to the following (from the minutes of the meeting): General agreement that the proportionality would remain at 4.4 % but that it is a shared goal that is non-binding. It is the goal of the committee to be in alignment with the ongoing proportionality that has been established. The proportion of the Library General Fund compared to the total General Fund Budget was 4.13% for Fiscal year 2018-2019 which is less than the shared goal. This is largely due to staffing which was 89.3% of budget while non-personnel expenditures were over budget. The Library's budgeted percentage of the General Fund was 4.46%. With the recent establishment of the Library and Recreation department, which merges together the previously independent Library, Community Service, Child Care, and Recreation departments, the Committee will closely monitor the Measure D revenue and expenditures. The Finance Department has assured the Committee that Measure D funds will continue to be used only for the specific Library services for which it is authorized. The committee, therefore, expects that there will be a way to identify and break out the Library’s share of the General Fund. The unaudited parcel tax fund balance for FY 2018 -2019 is reported as $203,137. This includes the remaining balance of $126,376 from Measure C. The remaining balance of the Capital Set Aside (which was created from Measure C funds) as of June 30, 2019 was $353,335. The restrictions for the use of Measure D funds restrict them from being used for facility improvement or replacement. The Committee will be monitoring the ongoing planning for the new and improved Library facilities to ensure that Measure D funds are used appropriately.