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HomeMy WebLinkAboutBoard of Library Trustees 2021-02-09 Agenda Packet SAN RAFAEL PUBLIC LIBRARY BOARD OF TRUSTEES AGENDA Tuesday, February 9, 2021 6:00 P.M. Virtual via Zoom 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/BLT-2021-2-9 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 95880220937# CALL TO ORDER • Roll Call AGENDA AMENDMENTS MINUTES 1. Approve regular meeting minutes of January 12, 2021 MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations • Presentation by Supervising Librarian Jamie Poirier on Marin County Emergency Rental Assistance for COVID 19 3. Public Comment from the audience regarding items not listed on the agenda. Speakers are encouraged to limit comments to 3 minutes. MATTERS BEFORE THE BOARD OF TRUSTEES If necessary to assure completion of the following items, the Chairperson may establish time limits for the presentations by individual speakers. 4. Review of FY 2020-2021 Second Quarter Library Budget Report Library Board of Trustees Agenda Page 2 of 2 5. Review of Proposed Library Board of Trustees Workplan for 2021 BOARD REPORTS AND COMMENTS 6. Other brief reports on any meetings, conferences, and/or seminars attended by Board members. STAFF REPORTS AND COMMENTS 7. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff: A. Measure D Parcel Tax Committee B. Friends of the San Rafael Public Library C. San Rafael Public Library Foundation D. MARINet Board E. NorthNet Board F. New Library Building Update G. City Librarian Update NEXT MEETING: March 9, 2021 FUTURE AGENDA TOPICS • Master Fee Schedule Update ADJOURNMENT 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 the Library, 1100 E Street. 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 atte nd the meeting/hearing, individuals are requested to refrain from wearing scented products. Minutes subject to approval at the meeting of February 9, 2021 1 BOARD OF LIBRARY TRUSTEES MINUTES _____________________________________________________________________________________________ San Rafael Library – 1100 E Street, San Rafael, CA January 12, 2021 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=k23Z2MGncas CALL TO ORDER Acting Chair Cortes called the meeting to order at 6:00 P.M. Roll Call Present: Chair Cortes Trustee Duque Hughes Trustee Han Trustee Lentini Trustee Ross Absent: None Also Present: Susan Andrade-Wax, Library & Recreation Director Henry Bankhead, Assistant Library & Recreation Director/City Librarian Jinder Banwait, Administrative Analyst Jill Harris, Supervising Librarian AGENDA AMENDMENTS None. MINUTES 1. Approve Regular Meeting Minutes of December 8, 2020 The minutes of December 8, 2020 were approved as submitted. Trustee Han moved, and Trustee Lentini seconded to approve the minutes of the December 8, 2020 meeting. Ayes: Trustees: Duque Hughes, Han, Lentini, Ross, & Cortes Noes: Trustees: None Minutes subject to approval at the meeting of February 9, 2021 2 Absent: Trustees: None Abstain: Trustees: None Minutes approved as submitted. MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations Presentation on Book to Action Program by Supervising Librarian Jill Harris Jill Harris, Supervising Librarian, presented the staff report. Staff responded to questions from the Trustees. Chair Cortes invited public comment; however, there was none. Trustees provided comments. 3. Public Comment from the audience regarding items not listed on the agenda None. MATTERS BEFORE THE BOARD 4. MARINet RFID Update Presentation by Henry Bankhead, Assistant Library and Recreation Director/City Librarian, requested that the Board have a discussion as to the selection of the Chair Staff responded to questions from the Trustees. Chair Cortes invited public comment; however, there was none. Trustees provided comments. BOARD REPORTS AND COMMENTS 5. None STAFF REPORTS AND COMMENTS 6. Staff provided updates regarding the following meetings and events: A. Measure D Parcel Tax Committee The Committee’s final Fiscal Year 19/20 Report was approved by City Council on Monday, December 2, 2020. The next meeting will be scheduled in the first quarter of 2021. A new member joined the Committee, Gail Grasso. The Committee now has five members. Minutes subject to approval at the meeting of February 9, 2021 3 B. Friends of the San Rafael Public Library The Friends will not be closing their book store. They now have a new business model and their next meeting is Wednesday, January 13, 2021. C. San Rafael Public Library Foundation The Foundation met on Friday, December 11, 2020. They received an update on the progress of the Albert Park option new library conceptual design process. They discussed fundraising options. D. MARINet Board The Board met on Thursday, December 17, 2020. They agreed on RFID tagging. They will be meeting later this month for their annual retreat. The topic this year will be universal borrowing, particularly for e-resources. Equity and collaborative collection development approach for the consortium. E. NorthNet Board Has not met. F. New Library Building Update An architectural firm has been selected for the Albert Park option new library conceptual design. The contract will be presented to City Council this month. G. City Librarian Update The Library is continuing to offer curb-side service during the purple tier County pandemic status. NEXT MEETING: February 9, 2021 FUTURE AGENDA TOPICS Master Fee Schedule Quarterly Budget Report ADJOURNMENT The meeting was adjourned at 7:04 P.M. LIBRARY BOARD OF TRUSTEES AGENDA REPORT February 9, 2021 Item #4 TITLE: REVIEW OF FY 2020-2021 SECOND QUARTER LIBRARY BUDGET REPORT SUMMARY: Quarterly, the Library Board of Trustees reviews the library’s budget expenditures for the fiscal year. RECOMMENDATION: It is recommended that the Board receive the Library budget for FY 2020/21 2nd quarter. BACKGROUND: 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 second quarter of 2020/2021. As of this report, 50% of the fiscal year has elapsed. The overall activity was 46% expended. General Fund expenditures ended at 51% of budget. This is due to MARINet costs for the year that have been paid during the first quarter. The Parcel Tax expenditures ended at 35% of budget. Revenue Highlights • The General Fund provides approximately 70% of the Library’s total operations budget. Revenue this year 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 approximately $10,000 for FY 20/21. • The Parcel Tax revenue provides approximately 29% of the Library’s total operations budget. The Parcel Tax revenue for 20/21 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. 2. Extra Hire expenditures are underspent as the Parcel Tax funds are expended/depleted first. Page 2 of 3 3. Building Maintenance Contracts expenditures are slightly overspent due to annual service contract payments that were due in the first and second quarters. 4. Maintenance Building Improvement expenditures are underspent as some of the regular services have not occurred/scheduled at this time. Some invoices are outstanding for services rendered. This line may be underspent overall for the FY due to the absence of public traffic in the facility, thereby reducing maintenance cost. 5. Utilities-Gas & Electricity expenditures are underspent as the service payment for the latter part of the second quarter hasn’t been paid. In addition, the energy costs reduce during the winter months. There may also be an impact from not having public traffic in the facility as the doors remain closed. 6. Contract Services expenditures are overspent (90% 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 GF percentage expended for Q2 20/21 drops to 45%, and the combined budget expenditure drops to 42%. 7. The following lines are underspent due to budget constraints because of the pandemic: a. Office Supplies, conservative approach, the absence of public traffic in the facility has also resulted in less usage of supplies b. Periodicals, planning to move these funds via mid-year budget adjustment ($7,000) to Audio/Video Materials c. Digital Branch Resources (e-Books grant budget) expenditures are underspent as the grant money has not been disbursed d. Professional Dues & Subscriptions, staff have not been involved with library organizations, therefore, have not renewed memberships e. Credit Card Fees decrease in transactions 8. Books expenditure is underspent as the Parcel Tax funds for books are expended/depleted first in order to more fully utilize Parcel Tax funding. 9. Audio/Video Materials expenditures are overspent due to an influx of orders that were released once the new fiscal year started. These orders had been placed on hold when the pandemic began. See Periodicals notes above. • Parcel Tax expenditures: 1. County Administration Fee expenditures are overspent; however, this line should not go over budget as the total fee for FY19/20 was $25,834, 91% of budget. This line is budgeted by the Finance Department. 2. Programming Supplies expenditures are underspent due to a reduction in programming. The programming that is occurring, is currently occurring virtually. 3. Books expenditures are underspent as the ordering didn’t begin until mid - quarter due to City budgetary concerns. The approach here has also been conservative. However, if it is determined during the later discussion that these funds can be expended as budgeted, we’d like to increase this budget by $15,000 using funds from the Measure D Fund Balance as part of our mid - year budget adjustment. Page 3 of 3 4. Periodicals expenditures are underspent as physical periodicals are unnecessary at this time and have been cancelled for the fiscal year. We are planning on moving these funds ($6,250) to Digital Branch Resources as part of our mid-year budget adjustment. 5. Digital Branch Resources expenditures are underspent as the library has not been invoiced for some annual services at this time (e.g. Kanopy, Orange Boy). 6. Technology Supplies & Materials, A conservative approach and the absence of public traffic in the facility has resulted in less usage of supplies (e.g. 3D printing). However, these funds may be utilized to upgrade existing 3D printing equipment with new 3rd generation equipment. 7. Training & Instruction expenditures are underspent at this time, due to a conservative approach in spending, however this budget will be utilized as opportunities arise. 8. New Library Conceptual Design Cost, $81,924 will be moved to account number 215-51-11001-9270 to support the approved contract for the Library & Community Center Conceptual Design Project at Albert Park. FISCAL IMPACT: None ALTERNATIVE ACTION: Any other action as determined by the Board. Submitted by: Henry Bankhead Assisant Library & Recreation Director / City Librarian Attachment: 1. FY 2020-2021-Q2-Library Budget Spreadsheet AS OF: 1/21/2021 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 Revenue (estimated)18,581 1,092,091 1,110,672 Regular Hire Salaries & Benefits 2,462,723 1,861,870 988,494 878,589 40%47%753,370 743,320 347,410 276,485 46%37%3,216,094 2,605,190 1,335,904 1,155,074 42%44% Extra Hire 80,325 57,748 38,179 109 48%0%115,636 115,636 99,161 36,862 86%32%195,961 173,384 137,341 36,971 70%21% Personnel Services 2,543,048 1,919,618 1,026,674 878,699 40%46%869,006 858,956 446,571 313,347 51%36%3,412,054 2,778,574 1,473,245 1,192,045 43%43% Bldg.Maint.Contracts 39,493 33,805 25,378 18,030 64%53%0 0 0 0 0%0%39,493 33,805 25,378 18,030 64%53% Maint.Bldg.Improv.20,000 17,000 2,648 2,141 13%13%0 0 0 0 0%0%20,000 17,000 2,648 2,141 13%13% Maintenance & Repair;Equp & Machine 1,000 0 0 0 0%0%0 0 0 0 0%0%1,000 0 0 0 0%0% Utilities-Gas & Electricity 44,245 47,455 25,882 18,921 59%40%0 0 0 0 0%0%44,245 47,455 25,882 18,921 59%40% County Administrative Fee 0 0 0 0 0%0%28,342 28,342 19,376 19,267 68%68%28,342 28,342 19,376 19,267 68%68% Contract Services (MARINet, security, etc.)305,134 312,764 304,134 281,085 100%90%0 0 0 0 0%0%305,134 312,764 304,134 281,085 100%90% Internal Service Charges (IT, phone, ins)234,323 217,694 117,161 108,847 50%50%0 0 0 0 0%0%234,323 217,694 117,161 108,847 50%50% Programming Supplies 0 0 0 0 0%0%15,000 10,000 3,971 966 26%10%15,000 10,000 3,971 966 26%10% Office Supplies 34,308 23,073 15,419 4,552 45%20%0 0 0 0 0%0%34,308 23,073 15,419 4,552 45%20% Books 60,736 15,845 393 0 1%0%137,983 137,983 50,979 34,685 37%25%198,719 153,828 51,372 34,685 26%23% Periodicals 7,000 7,000 4,162 0 59%0%6,250 6,250 6,250 0 100%0%13,250 13,250 10,412 0 79%0% Digital Branch Resources 3,000 15,681 3,000 0 100%0%56,343 45,000 20,873 18,002 37%40%59,343 60,681 23,873 18,002 40%30% Audio/Video Materials 27,000 10,000 9,346 11,493 35%115%0 0 0 0 0%0%27,000 10,000 9,346 11,493 35%115% Technology Supplies & Materials 0 0 0 0 0%0%6,000 6,000 202 823 3%14%6,000 6,000 202 823 3%14% Travel & Conference 8,640 0 3,298 0 38%0%0 0 0 0 0%0%8,640 0 3,298 0 38%0% Training & Instruction 4,000 0 0 0 0%0%5,000 5,000 3,499 183 70%4%9,000 5,000 3,499 183 39%4% Professional Dues & Subscriptions 1,545 1,000 365 0 24%0%0 0 0 0 0%0%1,545 1,000 365 0 24%0% Credit Card Fees 600 400 125 60 21%15%0 0 0 0 0%0%600 400 125 60 21%15% Unbudgeted items 0 0 0 0 0%0%0 0 0 0 0%0%0 0 0 0 0%0% Non-Personnel Services 791,024 701,717 511,312 445,129 65%63%254,918 238,575 105,150 73,926 41%31%1,045,942 940,292 616,462 519,055 59%55% Total 3,334,072 2,621,335 1,537,986 1,323,828 46%51%1,123,924 1,097,531 551,721 387,272 49%35%4,457,996 3,718,866 2,089,707 1,711,100 47%46% Other Budget Sources Budget Sources % of Total Friends of the Library (books, programs)General Fund 70.30% TOTAL Parcel Tax 29.43% Other 0.27% Special Funds TOTAL 100.00% Estimated 214 Fund Balance Copy Fund Donations Fund Budget Sources + Special Funds:6,911,864 Kay Corlett Memorial Fund Kenneth Edlin Memorial Fund Robert and Lorraine Joses Memorial Fund MC Parcel Tax Capital Set-Aside Balance MD Parcel Tax Fund Balance as of 6/30/20 Donation for New Building Immigration Services Grant NOTE: MARINet removed from GF Contract Services budget & expenditure, would equate 45%, total 42% TOTAL NOTE: Revenue - Expenses + Prior Year Fund Balance = Current Fund Balance SAN RAFAEL PUBLIC LIBRARY BUDGET - FISCAL YEAR 20/21 GENERAL FUND - Q2 BUDGET EXPENDITURE STATUS PARCEL TAX - Q2 BUDGET EXPENDITURE STATUS GENERAL FUND & PARCEL TAX TOTAL - Q2 BUDGET EXPENDITURE STATUS 609 111,028 495,233 422,613 1,399,565 353,335 378,886 300 -3 3,182,998 21,432 Annual 2,621,335 1,097,531 10,000.00 3,728,866 10,000.00 10,000.00 ATTACHMENT 1 LIBRARY BOARD OF TRUSTEES AGENDA REPORT February 9, 2021 Item #5 TITLE: REVIEW OF PROPOSED LIBRARY BOARD OF TRUSTEES WORK PLAN FOR 2021 SUMMARY In the previous year, the Library Board of Trustees had requested the opportunity to discuss and provide input on short-term and long-term objectives for the San Rafael Library. These objectives are provided in the form of a workplan that helps the Board and staff anticipate and balance items to be discussed on the agenda of each monthly meeting. Staff has drafted a proposed one-year work plan for 2021 designed to inform the community of the Board of Trustees “shared vision” and to provide the board with ongoing feedback regarding the Library’s facilities, programs and services, policies, and allocation of resources during the continuing pandemic situation. RECOMMENDATION: That the Board of Trustees review the draft work plan and provide input. Page 2 of 2 BACKGROUND: In February 2020, the Library Board of Trustees had requested the opportunity to discuss and provide input on short-term and long-term objectives for the San Rafael Library. As a result of the Covid-19 Shelter-in-Place (SIP), the 2020 workplan was further revised. Staff has drafted a new one-year work plan for 2021 designed to inform the community of the Board of Trustees “shared vision” and to provide the board with ongoing feedback regarding the Library’s facilities, programs and services, policies, and allocation of resources during the continuing pandemic situation. At this time, City staff is seeking the Board of Trustees assistance in refining or amending the draft work plan. The Work Plan will help to facilitate and generate agenda items that will be scheduled for future Library Board of Trustees meetings. FISCAL IMPACT: There is no financial impact associated with the review of this item. ALTERNATIVE ACTION Any other action as determined by the Board. Submitted by: Henry Bankhead Assistant Library & Recreation Director / City Librarian Attachment: 1. Library Board of Trustees Draft Work Plan for 2021 Library Board of Trustees Workplan – 2021 Possible topics: MARINet, Holds Limit, Car-accessible Book drop, Fees/Fines, Cooperative Behavior Incentivization, Open Forum with Invitees from other Boards & Commissions Meeting Date Agenda Items Presentations January 12 • RFID Update Book to Action February 9 • Review of Library Budget FY 2020/21, 2nd Quarter • Review of the Library Board of Trustees Workplan 2021 Marin County Emergency Rental Assistance COVID 19 March 9 • Review of City Master Fee Study Recommendations (Library) • Book Industry Standards and Communications (BISAC) Virtual Programming Recap April 13 • Ranganathan and the 5 laws of Library Science • National Library Week Beatty Awards May 11 • Raspberry Pi for library OPACs pilot project • Savannah Messaging Platform Leadership for Equity and Opportunity Report June 8 • Review of Library Budget FY 2020/21, 3rd Quarter • Cultivating Racial Equity Program Report Summer Reading July 13 • Update on Universal Borrowing • Chromebooks for Library Computing Curbside Update August 10 • Services to Spanish Speaking Families • Lucas Road Book Drop Cultivating Racial Equity September 14 • Review of Library Budget FY 2020/21, 4th Quarter Books Beyond Borders October 12 • Little Free Libraries • Preferred, Not Required (Change to not require MLIS for Librarian position) November 9 • Review of Library Budget FY 2021/2022, 1st Quarter Senior Outreach update December 8 • Selection of Commission Chair, Vice Chair and Committee Assignments • Review of Board of Trustees Meeting Schedule 2022 Staff Training Overview ATTACHMENT 1