HomeMy WebLinkAboutBoard of Library Trustees 2021-11-09 Agenda Packet
SAN RAFAEL PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
Tuesday, November 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-11-09-2021
The City is not responsible for any interrupted service.
Want to listen to the meeting and comment in real-time over the phone? Call:
(720) 707-2699 and enter 850-2692-1637#
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of October 12, 2021
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
• Presentation: ESL Conversation Club, Supervising Librarian Jill Tokutomi
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. FY 2021- 2022 1st Quarter Annual Revenue and Expenditure Budget Report
5. Selection of Commission Chair and Vice Chair
6. Review of Board of Trustees Meeting Schedule 2022
Library Board of Trustees Agenda Page 2 of 2
BOARD REPORTS AND COMMENTS
7. Other brief reports on any meetings, conferences, and/or seminars attended by Board
members.
STAFF REPORTS AND COMMENTS
8. 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: TBD
FUTURE AGENDA TOPICS
• RFID Tagging Update
• Review of Library Budget FY 2020/21, 2nd Quarter
• Mobile Shelving
• National Library Week
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 (41 5) 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 meeting of November 9, 2021
1
BOARD OF LIBRARY TRUSTEES
MINUTES
_____________________________________________________________________________________________
San Rafael Library – 1100 E Street, San Rafael, CA
October 12, 2021 – 6:00 P.M.
Virtual Meeting Recording Link:
https://www.youtube.com/watch?v=q1HbSVHe2HM
CALL TO ORDER
Chair Cortes called the meeting to order at 6:04 P.M.
Roll Call
Present: Chair Cortes
Trustee Duque Hughes
Trustee Vahdat
Absent: Trustee Han
Trustee Lentini
Also Present: Susan Andrade-Wax, Library & Recreation Director
Henry Bankhead, Assistant Library & Recreation Director/City Librarian
Jinder Banwait, Administrative Analyst
Matthew Hurley, Senior Library Assistant
Jamie Poirier, Supervising Librarian
AGENDA AMENDMENTS
None.
MINUTES
1. Approve Regular Meeting Minutes of September 14, 2021
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
The minutes of September 14, 2021 were approved as submitted.
Trustee Vahdat moved, and Trustee Duque Hughes seconded to approve the minutes
of the September 14, 2021 meeting.
Minutes subject to approval at the meeting of November 9, 2021
2
Ayes: Trustees: Duque Hughes, Vahdat, & Cortes
Noes: Trustees: None
Absent: Trustees: Han & Lentini
Abstain: Trustees: None
Minutes approved as submitted.
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
Memory Lab – Matthew Hurley, Senior Library Assistant/Jamie Poirier, Supervising
Librarian
Staff responded to questions from the Trustees.
Trustees provided comments
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
*Item 2 delayed due to technical difficulties. Items 3 & 4 occurred before item 2,
followed by 5, 6, & 7.
3. Public Comment from the audience regarding items not listed on the agenda
None.
MATTERS BEFORE THE BOARD
4. Review Proposed Library Operational Schedule
Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian,
Staff responded to questions from the Trustees.
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
5. Review of the Library Board Of Trustees Work Plan for 2022
Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian,
Staff responded to questions from the Trustees.
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
Trustee Duque Hughes moved, and Trustee Vahdat seconded to accept the Work Plan
for 2022 with the specified changes.
Ayes: Trustees: Duque Hughes, Vahdat, & Cortes
Noes: Trustees: None
Minutes subject to approval at the meeting of November 9, 2021
3
Absent: Trustees: Han & Lentini
Abstain: Trustees: None
Work Plan for 2022 accepted with specified changes.
*Attachment 1 for the following Meeting Dates, February 8, June 14, September 13,
CORRECTION under Agenda Items, “FY 2020/21” should have been “FY 2021/22”.
*Attachment 1 for Meeting Date of November 8, CORRECION under Agenda Items, “FY
2021/2022” should have been “FY 2022/2023”.
*Attachment 1 for Meeting Date of December 13, CORRECION under Agenda Items,
“2022” should have been “2023”.
BOARD REPORTS AND COMMENTS
6. Other brief reports on any meetings, conferences, and/or seminars attended by
Board members.
None.
STAFF REPORTS AND COMMENTS
7. Other brief program updates or reports on any meetings, conferences, and/or
seminars attended by staff
Presentation by Henry Bankhead, Assistant Library and Recreation Director/City
Librarian and Susan Andrade-Wax, Library & Recreation Director
Staff responded to questions from the Trustees.
Trustees provided comments.
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: November 9, 2021
FUTURE AGENDA TOPICS
Review of Library Budget FY 2021/22, 1st Quarter
Minutes subject to approval at the meeting of November 9, 2021
4
ADJOURNMENT
The meeting was adjourned at 7:12 P.M.
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
November 9, 2021
Item #4
TITLE: REVIEW OF FY 2021/22 FIRST 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 FY 2021/22 first quarter library budget
report.
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 first quarter of 2021-2022. As of this report, 25% of the fiscal year has
elapsed. The overall activity was 28% expended. General Fund expenditures ended at
31% of budget. The General Fund expenditure is significantly higher due to the large
one-time payment to MARINet. With MARINet removed from the budget/expenditure,
the General Fund overall activity would show 25% expended. The Parcel Tax
expenditures ended at 20% of budget. The Parcel Tax expenditure is significantly lower
due to staff vacancies.
Revenue Highlights
• The General Fund provides approximately 71% of the Library’s total operations
budget. Revenue this year is estimated to be $12,200.
Other revenue includes the contribution from the Friends of the Library, which
provides less than 1% of the Library’s total operations budget. The expected
contribution for FY 21/22 is $28,815.
• The Parcel Tax revenue provides approximately 28% of the Library’s total operations
budget. The Parcel Tax revenue (property tax) for FY 21/22 is estimated to be
$1,114,028.
Page 2 of 3
Expenditure Highlights
• General Fund expenditures:
1. Regular Hire Salaries & Benefits expenditures are slightly higher than 25%
due to the furlough reimbursement at the beginning of FY22. City employees
were furloughed in FY21 but ended the year with a surplus. Part of the union
negotiations outcome was a reimbursement of the furloughed hours.
2. Extra Hire expenditures are unspent as Parcel Tax funds were being used
before the General Fund. However, Finance has recently instructed us to
spend down the General Fund before the Parcel Tax funds.
3. Building Maintenance Contracts expenditures are significantly higher due
to annual contract payments paid at the start of FY22 (elevator, alarm, etc.).
4. Maintenance Building Improvement expenditures are slightly overspent
due to HVAC maintenance/repairs.
5. Utilities-Gas & Electricity expenditures are underspent due to reduced
hours from Monday-Saturday and continued Sundays closure.
6. Contract Services expenditures are overspent as majority of this budget was
paid to MARINet at the start of the FY. With MARINet removed from the
budget/expenditure, the General Fund overall activity would show 25%
expended.
7. Internal Service Charges expenditures are on target.
8. Office Supplies expenditures are unspent as Parcel Tax funds were being
used before the General Fund.
9. Books are unspent as Parcel Tax funds were being used before the General
Fund.
10. Periodicals are unspent but have been ordered and invoiced in the second
quarter.
11. Digital Branch Resources expenditures are unspent as Parcel Tax funds
were being used before the General Fund.
12. Audio/Video Materials expenditures are underspent but will be fully expended by
the end of the FY.
13. Travel & Conference expenditures are underspent but there may be
upcoming local conferences where these funds may be utilized.
14. Training & Instruction expenditures are underspent due to the many free
trainings available online. However, we did recently pay for a Librarians Guide
to Homelessness online training for all staff.
15. Professional Dues & Subscriptions expenditure are underspent as only
staff involved with professional organizations are encouraged to pay for
membership.
16. Credit Card Fees line was not budgeted, but fees are minimal.
• Parcel Tax expenditures:
1. County Administration Fee expenditures are unspent as this fee is paid mid
to end of the FY. This line is budgeted by City Finance.
2. Contract Services expenditures line is not budgeted. This line will be used to
pay for the New Library Conceptual Design Project. The MC Parcel Tax
Capital Set-Aside Balance will be reduced at the end of the FY by the amount
paid to Noll & Tam Architects.
Page 3 of 3
3. Programming Supplies expenditures are underspent due to a reduction in
programming. However, programming will continue to increase in FY22 as
staff vacancies are filled and in person programming slowly returns.
4. Office Supplies expenditures are underspent at this time.
5. Books expenditures are underspent, but these funds are continually
monitored by selectors and will be fully expended by the end of the FY.
6. Periodicals are unspent but have been ordered and invoiced in the second
quarter.
7. Digital Branch Resources expenditures are underspent, but these funds are
continually monitored by selectors and will be fully expended by the end of
the FY.
8. Technology Supplies & Materials expenditures are underspent at this time.
9. Training & Instruction expenditures are underspent due to the many free
trainings available online. However, we did recently pay for a Librarians Guide
to Homelessness online training for all staff.
FISCAL IMPACT:
None
ALTERNATIVE ACTION:
Any other action as determined by the Board.
Submitted by:
Henry Bankhead
Assistant Library & Recreation Director / City Librarian
Attachment:
1. FY 2021/22-Q1-Library Budget Spreadsheet
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
2
3 AS OF: 10/13/2021
4 FY21 FY22 FY21 FY22 FY21 FY22 FY21 FY22 FY21 FY22 FY21 FY22 FY21 FY22 FY21 FY22 FY21 FY22
5
6 Revenue (FY21 ACTUAL END OF FY FIG.)9,542 12,200 1,075,007 1,101,828 1,084,550 1,114,028
7
8 Regular Hire Salaries & Benefits 1,861,870 2,336,755 443,822 596,981 24%26%743,320 865,689 138,612 163,602 19%19%2,605,190 3,202,444 2,537,403 760,584 97%24%
9 Extra Hire 57,748 58,090 0 0 0%0%115,636 115,636 20,503 43,894 18%38%173,384 173,726 201,501 43,894 116%25%
10 Personnel Services 1,919,618 2,394,845 443,822 596,981 23%25%858,956 981,325 159,115 207,497 19%21%2,778,574 3,376,170 602,937 804,478 22%24%
11
12 Bldg.Maint.Contracts 33,805 36,628 11,437 12,587 34%34%0 0 0 0 0%0%33,805 36,628 31,908 12,587 94%34%
13 Maint.Bldg.Improv.17,000 12,000 0 3,350 0%28%0 0 0 0 0%0%17,000 12,000 13,094 3,350 77%28%
14 Utilities-Gas & Electricity 47,455 47,455 9,574 10,155 20%21%0 0 0 0 0%0%47,455 47,455 50,867 10,155 107%21%
15 County Administrative Fee 0 0 0 0 0%0%28,342 28,342 0 0 0%0%28,342 28,342 25,834 0 91%0%
16 Contract Services (MARINet, pre-pro., etc.)312,764 329,050 266,497 286,183 85%87%0 0 0 3,554 0%-312,764 329,050 300,956 289,737 96%88%
17 Internal Service Charges (IT, phone, ins)217,694 214,431 54,423 53,608 25%25%0 0 0 0 0%0%217,694 214,431 234,323 53,608 108%25%
18 Programming Supplies 0 0 0 0 0%0%10,000 10,000 600 195 6%2%10,000 10,000 6,306 195 63%2%
19 Office Supplies 23,073 7,764 509 0 2%0%0 10,396 0 469 0%5%23,073 18,160 20,729 469 90%3%
20 Books 15,845 15,845 0 0 0%0%137,983 137,983 17,700 27,043 13%20%153,828 153,828 81,794 27,043 53%18%
21 Periodicals 7,000 7,000 1,537 0 22%0%6,250 6,250 0 0 0%0%13,250 13,250 10,349 0 78%0%
22 Digital Branch Resources 15,681 10,000 0 0 0%0%45,000 45,000 5,752 2,105 13%5%60,681 55,000 41,815 2,105 69%4%
23 Audio/Video Materials 10,000 10,000 6,426 1,926 64%19%0 0 0 0 0%0%10,000 10,000 18,783 1,926 188%19%
24 Technology Supplies & Materials 0 0 0 0 0%0%6,000 6,000 0 0 0%0%6,000 6,000 1,448 0 24%0%
25 Travel & Conference 0 2,500 0 0 0%0%0 0 0 0 0%0%0 2,500 0 0 0%0%
26 Training & Instruction 0 2,500 0 0 0%0%5,000 5,000 140 0 3%0%5,000 7,500 8,456 0 169%0%
27 Professional Dues & Subscriptions 1,000 1,000 0 405 0%41%0 0 0 0 0%0%1,000 1,000 780 405 78%41%
28 Credit Card Fees 400 0 30 30 8%-0 0 0 0 0%0%400 0 255 30 64%-
29 Non-Personnel Services 701,717 696,173 350,433 368,243 50%53%238,575 248,971 24,192 33,366 10%13%940,292 945,144 374,626 401,610 40%42%
30
31 Total 2,621,335 3,091,018 794,256 965,225 30%31%1,097,531 1,230,296 183,307 240,863 17%20%3,718,866 4,321,314 977,563 1,206,088 26%28%
32
33 Other Budget Sources Budget Sources % of Total
34 Estimated Friends of the Library General Fund 71.06%
35 TOTAL Parcel Tax 28.28%
36 Other 0.66%
37 Special Funds TOTAL 100.00%
38 Estimated 214 Fund Balance as of 9/30/21
39 Copy Fund Budget Sources + Special Funds:7,836,028
40 Donations Fund
41 Kay Corlett Memorial Fund NOTE: GF & PT, As in previous non-pandemic years, the PT is being spent down first where possible before the GF
42 Kenneth Edlin Memorial Fund NOTE: GF, the TOTAL FY22 percentage should be at 25%, however because the MARINet payment of $289,296.27
43 Robert and Lorraine Joses Memorial Fund (of which $22,705.27 was paid by DSOG for CENIC) is paid at the beginning of the FY, it is showing 31%
44 MC Parcel Tax Capital Set-Aside Balance W/O MARINet ($266,590.91) in budget, Budget: $2,824,427, Expenditure: $698,634, Status: 24.74%
45 MD Parcel Tax Fund Balance NOTE: GF & PT, the Periodicals line does not show in the budget, but Finance is aware and will fix this error, email to Van on 7/14/2021
46 Donation for New Building NOTE: GF, credit card fees not budgeted, but very minimal
47 Immigration Services Grant NOTE: PT, the Capital Set-Aside AND Fund Balance figures on left have been adjusted as of 6/30/2021, $3,554 will come out set-aside
48 TOTAL NOTE: PT & 214, Revenue - Expenses + Prior Year Fund Balance = Current Fund Balance
SAN RAFAEL PUBLIC LIBRARY BUDGET - FISCAL YEAR 21/22
GENERAL FUND - Q1
BUDGET EXPENDITURE STATUS
PARCEL TAX - Q1
BUDGET EXPENDITURE STATUS
GENERAL FUND & PARCEL TAX TOTAL - Q1
BUDGET EXPENDITURE STATUS
1,031
113,964
495,717
440,613
1,400,887
281,382
730,581
300
-3
3,485,899
21,427
Annual
3,091,018
1,230,296
28,815.00
4,350,129
28,815.00
28,815.00
ATTACHMENT 1
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
November 9, 2021
Item #5
TITLE: SELECTION OF BOARD CHAIR AND VICE CHAIR
SUMMARY
Annually, the Library Board of Trustees selects a Chair and Vice Chairperson to facilitate
meetings. The Commission also reviews any board appointments and makes changes if
needed.
RECOMMENDATION:
It is recommended that the Library Board of Trustees select a new Chair and Vice Chairperson
and review board assignments as needed for the period January – December 2022.
Page 2 of 2
BACKGROUND
Annually, the Library Board of Trustees meets in regular session and selects a chairperson and
vice chairperson. The election shall be by majority vote of the Board, to be held preferably in
December of each year. The term of service for these offices shall be one year, beginning in
January of each year. The intent is that the appointments of the respective Chair and Vice-Chair
offices be rotated among the Board members so that everyone gets an opportunity to
serve. With the establishment of two (2) four-year term limits for all Commissions and Boards,
generally a Board member would not serve as Chair more than once in seven consecutive
years.
FISCAL IMPACT:
None
ALTERNATIVE ACTION
Any other action as determined by the Board.
Submitted by:
Henry Bankhead
Assistant Library & Recreation Director / City Librarian
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
November 9, 2021
Item #6
TITLE: REVIEW OF THE BOARD OF TRUSTEES MEETING SCHEDULE FOR
2022
SUMMARY
Annually, the Library Board of Trustees reviews its annual meeting schedule to consider
canceling or re-scheduling meetings due to holidays or other conflicts.
RECOMMENDATION:
It is recommended that the Board review its meeting schedule for 2022 and revise as
necessary.
Page 2 of 2
BACKGROUND:
The Library Board of Trustees currently meets on the second Tuesday of each month at
6:00 p.m. Annually, the Board of Trustees reviews its annual meeting schedule to
consider canceling or re-scheduling meetings due to holidays or other conflicts.
Board of Trustees Meeting Schedule
January 11, 2022
February 8, 2022
March 8, 2022
April 12, 2022
May 10, 2022
June 14, 2022
July 12, 2022
August 9, 2022
September 13, 2022
October 11, 2022
November 8, 2022
December 13, 2022
FISCAL IMPACT:
None
ALTERNATIVE ACTION
Any other action as determined by the Board.
Submitted by:
Henry Bankhead
Assisant Library & Recreation Director / City Librarian