HomeMy WebLinkAboutSp. Library Parcel Tax Committee 2020-03-03 Agenda
SPECIAL LIBRARY PARCEL
TAX COMMITTEE AGENDA
Tuesday, March 3, 2020
6:00 P.M.
Library Meeting Room, 1100 E Street
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of December 9, 2019
MEETING OPEN TO THE PUBLIC
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
If necessary to assure completion of the following items, the Chairperson may
establish time limits for the presentations by individual speakers.
2. Review the FY 2019/2020 2nd Quarter Annual Revenue and Expenditure
Budget Report
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 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
_____________________________________________________________________________________________
City Manager’s Conference Room – 1400 Fifth Avenue, San Rafael, CA
December 9, 2019 – 6:00 P.M.
CALL TO ORDER
Chair Brinckerhoff called the meeting to order at 6:01 P.M.
Roll Call
Board Members Present: Phyllis Brinckerhoff, Gregg Kellogg, Peter Lee, Pamela Cook,
and 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 Nov. 19, 2019
A motion was made by Board Member Lee, seconded by Board Member Kellogg, to ap-
prove the minutes of the November 19, 2019 meeting with spelling and capitalization
and grammar corrections. The motion was approved unanimously.
MEETING OPEN TO THE PUBLIC
2
2. Public Comment
none
MATTERS BEFORE THE COMMITTEE
3. Approve FY 2018/2019 Annual Revenue and Expenditure Report from Committee
to City Council
Members reviewed the draft report from the committee to the City Council on measure
D expenditures for Fiscal Year 18/19. Members agreed that the final numbers were cor-
rect as affirmed by the finance director such that the qualifier “preliminary/unaudited”
could be removed. Members commented that the Library’s budgeted general fund ex-
penditure would have produced a higher percentage compared to the overall general
fund if the total budgeted amount had been spent. Member Brinkerhoff asked about the
content of the staff report that will accompany the committee’s report as she had con-
cerns about last year’s staff report. Assistant Director Bankhead shared the general
sense of what the report discussed, including the affirmation that the 4.41 percentage
was a shared goal. Members held a round of applause for member Cook as this was
her last meeting.
ADJOURNMENT
The meeting was adjourned 7:03 P.M.
Tentative date for next meeting – February 18
LIBRARY PARCEL TAX COMMITTEE
AGENDA REPORT
March 3, 2020
Item #3
TITLE: FY 2019/2020 LIBRARY BUDGET MID-YEAR STATUS REPORT
SUMMARY
Annually, the Library Parcel Tax Committee reviews the Library’s budget expenditures
and revenue on a quarterly basis.
RECOMMENDATION:
It is recommended that the Committee review the FY 2019/2020 Library Budget Mid-
Year Status Report and provide comment.
Page 2 of 2
BACKGROUND:
Quarterly, the Parcel Tax Committee 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 a mid-year update on the General Fund and Parcel Tax
expenditures for the first half of FY 2019/2020. As of December 31, 2019, the General
Fund expenditures ended at 46% of budget and Parcel Tax expenditures ended at 49%
of budget.
Expenditure Highlights
• General Fund expenditures:
1. Contract Services expenditures are significantly high as the Library
experienced an increase in MARINet costs and the total amount of the
MARINet costs for the year has been paid during the first quarter.
2. Digital Branch Resources is significantly high as part of the MARINet costs,
paid in full, is paid out of the Digital Resources account. Additional funds in
this budget category are available in the Parcel Tax Fund.
• Parcel Tax expenditures:
1. Extra-hire costs are high as the library has several open positions which have
been backfilled using temporary staffing. It is also high as, contrary to past
practice, Measure D is being expended before the General Fund.
2. Periodical expenditures are significantly high as these are paid on an annual
basis as a lump sum in full, usually in November. Additional funds in this
budget category are available in the General Fund.
• The General Fund provides 74% of the Library’s operational budget.
• Revenue received from the Parcel Tax measure provides 25% of the Library’s
operational budget.
• The Friends of the Library provide 1% of the Library’s operational budget.
FISCAL IMPACT:
There is no financial impact associated with the review of this item.
ALTERNATIVE ACTION
Any other action as determined by the Committee.
Submitted by:
Henry Bankhead
Assistant Library & Recreation Director / City Librarian
Attachment:
1. FY 2019/2020 – 2nd Quarter Library Budget Spreadsheet
AS OF: 1/27/2020
GF Budget GF YTD Q2 GF % Total Spent PT Budget PT YTD Q2 PT % Total Spent Total Total YTD Q2 % Total Spent
Total for Revenue (estimated)38005.00 1082648.00 1120653.00
Regular Hire Salaries & Benefits 2462723.45 988494.39 40.14%753370.15 347409.90 46.11%3216093.60 1335904.29 41.54%
Extra Hire 80324.74 38179.42 47.53%115636.00 99161.47 85.75%195960.74 137340.89 70.09%
Personnel Services 2543048.19 1026673.81 40.37%869006.15 446571.37 51.39%3412054.34 1473245.18 43.18%
Bldg.Maint.Contracts 39493.00 25378.12 64.26%- - - 39493.00 25378.12 64.26%
Maint.Bldg.Improv.20000.00 2648.22 13.24%- - - 20000.00 2648.22 13.24%
Maintenance & Repair;Equp & Machine 1000.00 0.00 0.00%- - - 1000.00 0.00 0.00%
Utilities-Gas & Electricity 44245.00 25881.98 58.50%- - - 44245.00 25881.98 58.50%
County Administrative Fee - - - 28342.00 19375.50 68.36%28342.00 19375.50 68.36%
Contract Services (MARINet, security, etc.)305134.00 304134.00 99.67%- - - 305134.00 304134.00 99.67%
Internal Service Charges (IT, phone, ins)234322.87 117161.41 50.00%- - - 234322.87 117161.41 50.00%
Programming Supplies - - - 15,000 3971.13 26.47%15000.00 3971.13 26.47%
Office Supplies 34308.00 15419.26 44.94%- - - 34308.00 15419.26 44.94%
Books 60736.00 392.86 0.65%137983.00 50979.49 36.95%198719.00 51372.35 25.85%
Periodicals 7000.00 4162.40 59.46%6250.00 6250.00 100.00%13250.00 10412.40 78.58%
Digital Branch Resources 3000.00 3000.00 100.00%56343.00 20873.19 37.05%59343.00 23873.19 40.23%
Audio/Video Materials 27000.00 9346.38 34.62%- - - 27000.00 9346.38 34.62%
Technology Supplies & Materials - - - 6000.00 201.59 3.36%6000.00 201.59 3.36%
Travel & Conference 8640.00 3297.89 38.17%- - - 8640.00 3297.89 38.17%
Training & Instruction 4000.00 0.00 0.00%5000.00 3498.67 69.97%9000.00 3498.67 38.87%
Professional Dues & Subscriptions 1545.00 365.00 23.62%- - - 1545.00 365.00 23.62%
Credit Card Fees 600.00 124.77 20.80%- - - 600.00 124.77 20.80%
Unbudgeted items - - - - - - - - -
Non-Personnel Services 791023.87 511312.29 64.64%254918.00 105149.57 41.25%1045941.87 616461.86 58.94%
Total 3334072.06 1537986.10 46.13%1123924.15 551720.94 49.09%4457996.21 2089707.04 46.88%
Other Budget Sources Budget Sources Annual % of Total
Friends of the Library (books, programs)35,165.00 General Fund $3,334,072.06 74.20%
TOTAL 35,165.00 Parcel Tax $1,123,924.15 25.01%
Other $35,165.00 1%
Special Funds TOTAL $4,493,161.21 100.00%
Estimated 214 Fund Balance 31,592.54
Copy Fund 11,759.39
Donations Fund 106,238.19 Budget Sources + Special Funds:$7,474,708.16
Kay Corlett Memorial Fund 485,943.44
Kenneth Edlin Memorial Fund 415,013.10
Robert and Lorraine Joses Memorial Fund 1,374,231.10
MC Parcel Tax Capital Set-Aside Balance 353,335.00
MD Parcel Tax Fund Balance as of 6/30/19 203,137.27
Donation for New Building 300.00 NOTE: GF Cont. Services, $277,229 YTD Expenditures, $26,905 Barbier Security Encumbrances
Immigration Services Grant -3.08 NOTE: Revenue - Expenses + Prior Year Fund Balance = Current Fund Balance
TOTAL 2,981,546.95 NOTE: MD appropriations are only an estimated budget, actuals are provided at the end of the fiscal year.
San Rafael Public Library Budget - Fiscal Year 19/20
Budget and Expenditures
ATTACHMENT 1