HomeMy WebLinkAboutSp. Library Parcel Tax Committee 2020-10-20 Agenda Packet
SPECIAL LIBRARY PARCEL TAX COMMITTEE
AGENDA
Tuesday, October 20, 2020
6:00 P.M.
Virtual Zoom Meeting
CORONAVIRUS (COVID-19) ADVISORY NOTICE
In response to Executive Order N-29-20, the City of San Rafael will no longer
offer an in-person meeting location for the public to attend. This meeting will be
streamed through a Live Zoom Video Webinar at: https://tinyurl.com/SLPT-2020-
10-20
The City is not responsible for any interrupted service.
Want to listen to the meeting and comment in real-time over the phone? Call:
(669) 900-9128 and enter 915-8369-5781#
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of August 18, 2020
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. Review of FY 2020/2021 1st Quarter Annual Revenue and Expenditure
Budget Report
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.
Minutes subject to approval at the next meeting (TBD)
1
LIBRARY PARCEL TAX COMMITTEE
MINUTES
_____________________________________________________________________________________________
San Rafael Library – 1100 E Street, San Rafael, CA
August 18, 2020 – 6:00 P.M.
Virtual Meeting Recording Link:
https://www.youtube.com/watch?v=F7sWVVSDo4s
CALL TO ORDER
Chair Brinckerhoff called the meeting to order at 6:05 P.M.
Roll Call
Present: Chair Brinckerhoff
Member Kellogg
Member Lee
Absent: Member Pruitt
Also Present: Susan Andrade-Wax, Library & Recreation Director
Henry Bankhead, Assistant Library & Recreation Director/City Librarian
Jinder Banwait, Administrative Analyst
AGENDA AMENDMENTS
None
MINUTES
1. Approve regular meeting minutes of March 3, 2020
The minutes of March 3, 2020 were approved as submitted.
Member Lee moved, and Member Kellogg seconded to approve the minutes of the
March 3, 2020 meeting.
Ayes: Members: Lee, Kellogg, & Libresco
Noes: Members: None
Minutes subject to approval at the next meeting (TBD)
2
Absent: Members: Pruitt
Minutes approved as submitted.
MEETING OPEN TO THE PUBLIC
2. Public Comment from the audience regarding items not listed on the agenda
None
MATTERS BEFORE THE COMMITTEE
3. Library’s COVID19 Response and Service Modifications – Mr. Bankhead
Henry Bankhead, Assistant Library and Recreation Director, presented the staff report.
Staff responded to questions from the Committee Members.
Chair Brinckerhoff invited public comment; however, there was none.
Committee Members provided comments.
4. FY 2020/2021 Library Budget Update – Mr. Bankhead
Henry Bankhead, Assistant Library and Recreation Director, presented the staff report.
Staff responded to questions from the Committee Members.
Chair Brinckerhoff invited public comment; however, there was none.
Committee Members provided comments.
5. Review of FY 2019/2020 4th Quarter Annual Revenue and Expenditure Budget Report –
Mr. Bankhead
Henry Bankhead, Assistant Library and Recreation Director, presented the staff report.
Staff responded to questions from the Committee Members.
Chair Brinckerhoff invited public comment; however, there was none.
Committee Members provided comments.
ADJOURNMENT
The meeting was adjourned at 7:15 P.M.
Tentative date for next meeting – UNKNOWN
SPECIAL LIBRARY PARCEL TAX
COMMITTEE AGENDA REPORT
October 20, 2020
Item #3
TITLE: REVIEW OF THE LIBRARY BUDGET FOR FY 2020/21 1st QUARTER
SUMMARY
Quarterly, the Special Library Parcel Tax Committee reviews the actual Measure D
budget versus the library’s Measure D budget expenditures for the fiscal year.
RECOMMENDATION:
It is recommended that the Committee review the actual Measure D budget versus the
library’s Measure D budget expenditures for FY 2020/21 and provide feedback.
BACKGROUND:
The Library Board of Trustees currently meets on the second Tuesday of each month at
6:00 p.m. Quarterly, the Board of Trustees reviews the library budget and provides
feedback. The Library budget is comprised of the Parcel Tax Budget, The General Fund
Budget and the contributions from the Friends of the Library.
This report provides year-to-date figures on the General Fund and Parcel Tax funding
spending for the first quarter of 2020/2021. As of this report, 25% of the fiscal year has
elapsed. The overall activity was 26.29% expended. This is due to MARINet costs for
the year that have been paid during the first quarter. General Fund expenditures ended
at 30.30% of budget and Parcel Tax expenditures ended at 16.70% of budget.
Revenue Highlights
• The General Fund provides approximately 70% of the Library’s total operations
budget. The revenue is estimated to be $18,581. This includes the contribution from
the Friends of the Library, which provides less than one percent of the Library’s total
operations budget. The expected total is $10,000 for FY 20/21.
• The Parcel Tax revenue provides approximately 29% of the Library’s total operations
budget. The revenue is estimated to be $1,092,091.
Expenditure Highlights
• General Fund expenditures:
1. Regular Hire Salaries & Benefits expenditures are slightly lower due to
personnel vacancies.
Page 2 of 3
2. Extra Hire expenditures are underspent as the Parcel Tax funds are
expended/depleted first.
3. Building Maintenance Contracts expenditures are overspent due to annual
service contract payments that were due in the first quarter.
4. Maintenance Building Improvement expenditures are underspent as some of
the regular services have not occurred/scheduled at this time.
5. Utilities-Gas & Electricity expenditures are underspent as the service payment
for the latter part of the first quarter hasn’t been paid.
6. Contract Services expenditures are overspent (85% expended) due to the
large annual MARINet payment of $280,240.67 ($259,417.14), of which
$20,823.53 for CENIC was paid by the City’s Digital Service & Open
Government Department. Without the MARINet expenditure the overall GF
percentage expended for Q1 20/21 drops to 23%, and the combined budget
expenditure drops to 21%.
7. Audio/Video Materials expenditures are overspent due an influx of orders that
were released once the new fiscal year started. These orders had been
placed on hold when the pandemic began.
8. The following lines are underspent due to budget constraints as a result of the
pandemic:
a. Office Supplies
b. Periodicals
c. Digital Branch Resources (e-Books grant budget) expenditures are underspent
as the grant money has not been issued yet.
d. Professional Dues & Subscriptions
e. Credit Card Fees (decrease in transactions)
• Parcel Tax expenditures:
1. County Administration Fee expenditures are underspent as the Finance
Department has not received the bill for this service at this time .
2. Programming Supplies expenditures are underspent as all programs are
occurring virtually at this time.
3. Books expenditures are underspent as the ordering didn’t begin until mid -
quarter due to City budgetary concerns.
4. Periodicals expenditures are underspent as physical periodicals are
unnecessary at this time and have been cancelled for the fiscal year.
5. Digital Resources expenditures are underspent as the library has not been
invoiced for annual services at this time.
6. Technology Supplies & Materials expenditures are underspent, however there
are plans to use these funds to upgrade existing equipment.
7. Training & Instruction expenditures are underspent at this time, but this
budget will be utilized as opportunities arise.
FISCAL IMPACT:
None
ALTERNATIVE ACTION
Any other action as determined by the Board.
Page 3 of 3
Submitted by:
Henry Bankhead
Assisant Library & Recreation Director / City Librarian
Attachments:
1. FY 2020-2021-Q1-Library Budget Spreadsheet
2. FY 2019-2020-Q1-Library Budget Spreadsheet
AS OF: 10/14/2020
GF Budget GF YTD Q1 GF % Total Spent PT Budget PT YTD Q1 PT % Total Spent Total Total YTD Q1 % Total Spent
Total for Revenue (estimated)18,581.00 1,092,091.00 1,110,672.00
Regular Hire Salaries & Benefits 1,861,869.77 443,822.29 23.84%743,320.26 138,612.44 18.65%2,605,190.03 582,434.73 22.36%
Extra Hire 57,748.07 0.00 0.00%115,636.00 20,502.60 17.73%173,384.07 20,502.60 11.82%
Personnel Services 1,919,617.84 443,822.29 23.12%858,956.26 159,115.04 18.52%2,778,574.10 602,937.33 21.70%
Bldg.Maint.Contracts 33,805.00 11,437.25 33.83%0.00 0.00 - 33,805.00 11,437.25 33.83%
Maint.Bldg.Improv.17,000.00 0.00 0.00%0.00 0.00 - 17,000.00 0.00 0.00%
Utilities-Gas & Electricity 47,455.00 9,573.66 20.17%0.00 0.00 - 47,455.00 9,573.66 20.17%
County Administrative Fee 0.00 0.00 - 28,342.00 0.00 0.00%28,342.00 0.00 0.00%
Contract Services (MARINet, security, etc.)312,764.00 266,496.83 85.21%0.00 0.00 - 312,764.00 266,496.83 85.21%
Internal Service Charges (IT, phone, ins)217,694.00 54,423.47 25.00%0.00 0.00 - 217,694.00 54,423.47 25.00%
Programming Supplies 0.00 0.00 - 10,000.00 599.90 6.00%10,000.00 599.90 6.00%
Office Supplies 23,073.00 509.31 2.21%0.00 0.00 - 23,073.00 509.31 2.21%
Books 15,845.00 0.00 0.00%137,983.00 17,700.28 12.83%153,828.00 17,700.28 11.51%
Periodicals 7,000.00 1,536.98 21.96%6,250.00 0.00 0.00%13,250.00 1,536.98 11.60%
Digital Branch Resources 15,681.00 0.00 0.00%45,000.00 5,752.27 12.78%60,681.00 5,752.27 9.48%
Audio/Video Materials 10,000.00 6,425.87 64.26%0.00 0.00 - 10,000.00 6,425.87 64.26%
Technology Supplies & Materials 0.00 0.00 - 6,000.00 0.00 0.00%6,000.00 0.00 0.00%
Training & Instruction 0.00 0.00 - 5,000.00 140.00 2.80%5,000.00 140.00 2.80%
Professional Dues & Subscriptions 1,000.00 0.00 0.00%0.00 0.00 - 1,000.00 0.00 0.00%
Credit Card Fees 400.00 30.00 7.50%0.00 0.00 - 400.00 30.00 7.50%
Unbudgeted items 0.00 0.00 - 0.00 0.00 - 0.00 0.00 -
Non-Personnel Services 701,717.00 350,433.37 49.94%238,575.00 24,192.45 10.14%940,292.00 374,625.82 39.84%
Total 2,621,334.84 794,255.66 30.30%1,097,531.26 183,307.49 16.70%3,718,866.10 977,563.15 26.29%
Other Budget Sources Budget Sources Annual % of Total
Friends of the Library (books, programs)10,000.00 General Fund $2,621,334.84 70.30%
TOTAL 10,000.00 Parcel Tax $1,097,531.26 29.43%
Other $10,000.00 0.27%312,764 259417.14 53,347
Special Funds TOTAL $3,728,866.10 100.00%266496.83 7079.69
Estimated 214 Fund Balance 21,431.80
Copy Fund 3,349.04
Donations Fund 111,028.11 Budget Sources + Special Funds:$6,912,078.02
Kay Corlett Memorial Fund 494,676.93
Kenneth Edlin Memorial Fund 422,158.68
Robert and Lorraine Joses Memorial Fund 1,398,049.71
MC Parcel Tax Capital Set-Aside Balance 353,335.00
MD Parcel Tax Fund Balance as of 6/30/19 378,885.73
Donation for New Building 300.00
Immigration Services Grant -3.08 NOTE: MARINet removed from Contract Services budget & expenditure, would equate 22.64%, total 20.76%
TOTAL 3,183,211.92 NOTE: Revenue - Expenses + Prior Year Fund Balance = Current Fund Balance
San Rafael Public Library Budget - Fiscal Year 20/21
Budget and Expenditures
ATTACHMENT 1
ATTACHMENT 2