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Home My WebLink AboutBoard of Library Trustees 2021-09-14 Agenda Packet SAN RAFAEL PUBLIC LIBRARY BOARD OF TRUSTEES AGENDA Tuesday, September 14, 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-09-14-2021 The City is not responsible for any interrupted service. Want to listen to the meeting and comment in real-time over the phone? Call: (253) 215-8782 and enter 827-1116-7618# CALL TO ORDER • Roll Call AGENDA AMENDMENTS MINUTES 1. Approve regular meeting minutes of August 10, 2021 MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations • Presentation, Webstars Drop-in Tech Support and 3D Printing: 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 2020-2021 3rd Quarter Annual Revenue and Expenditure Budget Report 5. Update on Universal Borrowing Library Board of Trustees Agenda Page 2 of 2 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: October 12, 2021 FUTURE AGENDA TOPICS • Realignment of library open hours to public use patterns and needs 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 attend the meeting/hearing, individuals are requested to refrain from wearing scented products. Minutes subject to approval at the meeting of September 14, 2021 1 BOARD OF LIBRARY TRUSTEES MINUTES _____________________________________________________________________________________________ San Rafael Library – 1100 E Street, San Rafael, CA August 10, 2021 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=frvt7A0nWd8 CALL TO ORDER Chair Cortes called the meeting to order at 6:02 P.M. Roll Call Present: Chair Cortes Trustee Duque Hughes Trustee Han Trustee Lentini Trustee Vahdat Absent: None Also Present: Susan Andrade-Wax, Library & Recreation Director Henry Bankhead, Assistant Library & Recreation Director/City Librarian Jinder Banwait, Administrative Analyst Jamie Poirier, Supervising Librarian AGENDA AMENDMENTS None. MINUTES 1. Approve Regular Meeting Minutes of June 8, 2021 Chair Cortes invited public comment; however, there was none. Trustees provided comments. The minutes of June 8, 2021 were approved as submitted. Trustee Lentini moved, and Trustee Han seconded to approve the minutes of the June 8, 2021 meeting. Minutes subject to approval at the meeting of September 14, 2021 2 Ayes: Trustees: Duque Hughes, Han, Lentini, Vahdat, & Cortes Noes: Trustees: None Absent: Trustees: None Abstain: Trustees: None Minutes approved as submitted. MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations Introduction of new Board of Trustee member Alex Vahdat Chair Cortes invited public comment; however, there was none. Trustees provided comments. Presentation - San Rafael Library’s New Staff Presentation by Jamie Poirier, Supervising Librarian, 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. Selection of Library Board of Trustees Vice Chair Chair Cortes invited public comment; however, there was none. Trustees provided comments. Trustee Duque Hughes was selected as the Vice Chair. Trustee Han moved, and Trustee Lentini seconded to approve the selection of Trustee Duque Hughes as the Vice Chair. Ayes: Trustees: Duque Hughes, Han, Lentini, Vahdat, & Cortes Noes: Trustees: None Absent: Trustees: None Abstain: Trustees: None Trustee Duque Hughes selected as the Vice Chair. 5. Selection of One (1) Trustee to Serve on the Parks and Recreation Master Plan Steering Committee and One (1) Trustee to Serve as the Alternate Minutes subject to approval at the meeting of September 14, 2021 3 Chair Cortes invited public comment; however, there was none. Trustees provided comments. Trustee Lentini was selected as the primary representative to serve on the Parks and Recreation Master Plan Steering Committee and Trustee Vahdat was selected as the alternate representative to serve on the Parks and Recreation Master Plan Steering Committee. Trustee Duque Hughes moved, and Chair Cortes seconded to approve the selection of Trustee Lentini as the primary and Trustee Vahdat as the alternate. Ayes: Trustees: Duque Hughes, Han, Lentini, Vahdat, & Cortes Noes: Trustees: None Absent: Trustees: None Abstain: Trustees: None Trustee Lentini selected as the primary and Trustee Vahdat selected as the alternate to serve on the Parks and Recreation Master Plan Steering Committee. 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: September 14, 2021 Minutes subject to approval at the meeting of September 14, 2021 4 FUTURE AGENDA TOPICS Update on Universal Borrowing ADJOURNMENT The meeting was adjourned at 7:16 P.M. LIBRARY BOARD OF TRUSTEES AGENDA REPORT September 14, 2021 Item #4 TITLE: REVIEW OF FY 2020-2021 FOURTH 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 4th 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 fourth quarter of 2020-2021. As of this report, 100% of the fiscal year has elapsed. The overall activity was 91% expended. General Fund expenditures ended at 99% of budget. The Parcel Tax expenditures ended at 72% of budget. The Parcel Tax expenditure is significantly lower than 100% as City Finance provided additional funding in the General Fund and directed the Library to spend down the General Fund before the Parcel Tax. NOTE: The City Finance is undergoing an annual audit which will complete in late September. Therefore, the numbers in this report are unofficial. Revenue Highlights • The General Fund provides approximately 70% of the Library’s total operations budget. Revenue this year was estimated to be $18,581, however the year ended with an approximate revenue of $9,542. Which is mainly due to the reduction/elimination of library fines. Other revenue 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 was approximately $23,710 for FY 20/21. The actual contribution was $24,301. Page 2 of 3 • The Parcel Tax revenue provides approximately 29% of the Library’s total operations budget. The Parcel Tax revenue (property tax) for FY 20/21 was estimated to be $1,092,091. The actual revenue was $1,075,007. The slight reduction in the revenue is due to additional senior exemptions and the marginally overestimated revenue for FY 20/21. Expenditure Highlights • General Fund expenditures: 1. Regular Hire Salaries & Benefits expenditures were slightly lower due to personnel vacancies. In addition, the budget for these vacancies was reduced as the positions were frozen due to uncertainty because of the ongoing pandemic. 2. Extra Hire expenditures were on target. 3. Building Maintenance Contracts AND Maintenance Building Improvement expenditures were lower, but the funds were used elsewhere as FY 20/21 was an exception year where it was treated as a “Bottom Line Budget”. A Bottom Line Budget allows the use of all available funds no matter the intended purpose, while staying within the overall budget. 4. Utilities-Gas & Electricity expenditures are underspent as the building was not open on Sundays, due to reduced hours from Monday-Saturday, and the building was closed to public traffic for part of the fiscal year. 5. Contract Services expenditures were on target. 6. Internal Service Charges expenditures were on target. 7. Office Supplies expenditures were higher as FY 20/21 was a Bottom Line Budget. 8. Books expenditure were overspent by a substantial amount as City Finance authorized additional funds, specifically due to personnel vacancies savings (Bottom Line Budget). 9. Periodicals were unnecessary during most of FY 20/21 due to the ongoing pandemic. These funds were used for Audio/Video Materials. 10. Digital Branch Resources (e-Books grant budget) expenditures are underspent as the grant money received was significantly less than anticipated. In addition, digital resources were purchased through the Books budget instead of this budget line. The additional funds were approved by City Finance toward the end of the FY. Therefore, it was less feasible to purchase physical copies of books in a short window of time. E-Books can be purchased more efficiently and can become available immediately. Since the library services were limited during the ongoing pandemic, e-resources have continued to be in high demand. 11. 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 (Bottom Line Budget). 12. Travel & Conference AND Training & Instruction expenditures are overspent as City Finance had directed the Library to spend down the General Fund, overall (Bottom Line Budget). Page 3 of 3 13. Professional Dues & Subscriptions expenditure are underspent as staff have not been involved with library organizations . Therefore, have not renewed memberships. 14. Credit Card Fees expenditures are underspent due to a decrease in transactions. • Parcel Tax expenditures: 1. County Administration Fee expenditures are slightly underspent. This is budgeted by City Finance. 2. Contract Services expenditures were not budgeted, but these funds were approved to pay for the New Library Conceptual Design Project. The MC Parcel Tax Capital Set-Aside Balance will be reduced from $353,335 to $281,382. As a result, the MD Parcel Tax Fund Balance will increase for FY 21/22 by the same amount of $71,953. 3. Programming Supplies expenditures are underspent due to a reduction in programming. Almost all programming occurred virtually. In addition, City Finance had directed the Library to spend down the General Fund, overall. 4. Books expenditures are underspent as City Finance had directed the Library to spend down the General Fund and had approved additional funds. 5. Periodicals expenditures were underspent as physical periodicals were unnecessary and were cancelled for the FY. 6. Digital Branch Resources expenditures were underspent as City Finance had directed the Library to spend down the General Fund, overall . 7. Technology Supplies & Materials, A conservative approach and the absence of public traffic in the facility resulted in less usage of supplies (e.g. 3D printing). 8. Training & Instruction expenditures were underspent due to a conservative approach in spending. However, staff took advantage of many free online training opportunities. 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 2020-2021-Q4-Library Budget Spreadsheet AS OF: 8/25/2021 (UNOFFICIAL) FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 FY20 FY21 Revenue 27,114 9,542 1,082,648 1,075,007 1,109,762 1,084,550 Regular Hire Salaries & Benefits 2,462,723 1,861,870 1,913,863 1,762,528 78%95%753,370 743,320 623,540 539,941 83%73%3,216,094 2,605,190 2,537,403 2,302,469 79%88% Extra Hire 80,325 57,748 89,683 57,852 112%100%115,636 115,636 111,818 84,271 97%73%195,961 173,384 201,501 142,123 103%82% Personnel Services 2,543,048 1,919,618 2,003,546 1,820,379 79%95%869,006 858,956 735,358 624,212 85%73%3,412,054 2,778,574 2,738,904 2,444,592 80%88% Bldg.Maint.Contracts 39,493 33,805 31,908 29,058 81%86%0 0 0 0 0%0%39,493 33,805 31,908 29,058 81%86% Maint.Bldg.Improv.20,000 17,000 13,094 12,743 65%75%0 0 0 0 0%0%20,000 17,000 13,094 12,743 65%75% Maintenance & Repair;Equp & Machine 1,000 0 763 0 76%0%0 0 0 0 0%0%1,000 0 763 0 76%0% Utilities-Gas & Electricity 44,245 47,455 50,867 41,989 115%88%0 0 0 0 0%0%44,245 47,455 50,867 41,989 115%88% County Administrative Fee 0 0 0 0 0%0%28,342 28,342 25,834 25,689 91%91%28,342 28,342 25,834 25,689 91%91% Contract Services (MARINet, pre-pro., etc.)305,134 312,764 300,956 313,834 99%100%0 0 0 71,953 0%-305,134 312,764 300,956 385,787 99%123% Internal Service Charges (IT, phone, ins)234,323 217,694 234,323 217,694 100%100%0 0 0 0 0%0%234,323 217,694 234,323 217,694 100%100% Programming Supplies 0 0 0 0 0%0%15,000 10,000 6,306 1,416 42%14%15,000 10,000 6,306 1,416 42%14% Office Supplies 34,308 23,073 20,729 27,420 60%119%0 0 0 0 0%0%34,308 23,073 20,729 27,420 60%119% Books 60,736 15,845 393 113,530 1%717%137,983 137,983 81,401 52,988 59%38%198,719 153,828 81,794 166,518 41%108% Periodicals 7,000 7,000 4,099 0 59%0%6,250 6,250 6,250 0 100%0%13,250 13,250 10,349 0 78%0% Digital Branch Resources 3,000 15,681 3,000 7,411 100%47%56,343 45,000 38,815 18,002 69%40%59,343 60,681 41,815 25,413 70%42% Audio/Video Materials 27,000 10,000 18,783 18,773 70%188%0 0 0 0 0%0%27,000 10,000 18,783 18,773 70%188% Technology Supplies & Materials 0 0 0 0 0%0%6,000 6,000 1,448 823 24%14%6,000 6,000 1,448 823 24%14% Travel & Conference 8,640 0 6,029 150 70%-0 0 0 0 0%0%8,640 0 6,029 150 70%0% Training & Instruction 4,000 0 0 614 0%-5,000 5,000 8,456 183 169%4%9,000 5,000 8,456 797 94%16% Professional Dues & Subscriptions 1,545 1,000 780 355 50%36%0 0 0 0 0%0%1,545 1,000 780 355 50%36% Credit Card Fees 600 400 255 120 43%30%0 0 0 0 0%0%600 400 255 120 43%30% Unbudgeted items 0 0 0 0 0%0%0 0 0 0 0%0%0 0 0 0 0%0% Non-Personnel Services 791,024 701,717 685,979 783,692 87%112%254,918 238,575 168,510 171,053 66%72%1,045,942 940,292 854,489 954,745 82%102% Total 3,334,072 2,621,335 2,689,525 2,604,072 81%99%1,123,924 1,097,531 903,868 795,265 80%72%4,457,996 3,718,866 3,593,393 3,399,337 81%91% Other Budget Sources Budget Sources % of Total Actual Friends of the Library General Fund 70.03% TOTAL Parcel Tax 29.32% Other 0.65% Special Funds TOTAL 100.00% Estimated 214 Fund Balance as of 6/30/21 Copy Fund Donations Fund Budget Sources + Special Funds:6,950,730 Kay Corlett Memorial Fund Kenneth Edlin Memorial Fund Robert and Lorraine Joses Memorial Fund NOTE: GF & PT, Unlike previous years, FY21 was a "Bottom Line Budget" ,i.e., spend the lines as MC Parcel Tax Capital Set-Aside Balance desired without going over the budget OR over the additional funds approved by Finance MD Parcel Tax Fund Balance as of 6/30/21 NOTE: GF, Approximately $98,000 of additional funds were approved by Finance to spend for Books Donation for New Building NOTE: PT, $71,953 of the Parcel Tax Capital Set-Aside was used for the New Library Conceptual Design Project, Immigration Services Grant the Capital Set-Aside AND Fund Balance figures on left will be adjusted for FY22 TOTAL NOTE: PT & 214, Revenue - Expenses + Prior Year Fund Balance = Current Fund Balance SAN RAFAEL PUBLIC LIBRARY BUDGET - FISCAL YEAR 20/21 GENERAL FUND - Q4 BUDGET EXPENDITURE STATUS PARCEL TAX - Q4 BUDGET EXPENDITURE STATUS GENERAL FUND & PARCEL TAX TOTAL - Q4 BUDGET EXPENDITURE STATUS 1,024 115,088 495,717 440,613 1,400,887 353,335 378,886 300 -3 3,207,563 21,716 Annual 2,621,335 1,097,531 24,301.00 3,743,167 24,301.00 24,301.00 Page 1 of 3 LIBRARY BOARD OF TRUSTEES AGENDA REPORT September 14, 2021 Item #5 TITLE: UPDATE ON UNIVERSAL BORROWING FOR E-RESOURCES SUMMARY The best practices of California Public Libraries are to allow any person who lives in the state to have the ability to get a library card and use the resources of any library. The common practice in the San Francisco Bay area is to extend universal borrowing to physical and e-resources. In the past, MARINet restricted access to electronic resources that are purchased by one library but not for the entire consortium, as well as restricting access to all cardholders who do not reside in Marin County. MARINet has recently allowed universal access to shared e-resources, namely the MARINet Overdrive ebook, e-audio, and video collection. In addition, it appears that greater universal access will be coming for the Kanopy streaming video collection shared by Larkspur, Marin County Free Library and San Rafael. RECOMMENDATION: That the Board of Trustees receive and provide feedback. BACKGROUND: In the past, MARINet restricted all access to electronic resources that are purchased by one library but not for the entire consortium. For example, San Rafael might purchase a database that the entire consortium does not want to have as a group. MARINet then denies access to members from other cities who have not purchased this database. The reasoning is that the City would have paid a reduced cost just for its members to have access, not the whole county. The practice called “Universal Borrowing” in California is to allow any person who lives in the state to have the ability to get a library card and use the resources of any library. The common practice in the San Francisco Bay area is to extend universal borrowing to physical and e-resources. For example, a San Rafael resident can go to Berkeley or San Francisco and obtain a library card that gives them access to the full suite of e- resources those libraries provide. At the same time, a local resident who lives in an unincorporated portion of San Rafael would be denied access to a resource that the San Rafael Library pays for separate from the Marin County Free Library. Page 2 of 3 In the past, this policy has been particularly unfortunate when a person who is a teacher at one of San Rafael schools is denied access to the San Rafael Public Library eBook collection because their home address is in Petaluma. As a result, they are denied access to online community resources which impacts their ability to teach the use of these public resources the City owns. DISCUSSION: Recent changes made by MARINet have opened access to our most overwhelmingly popular shared resource, the MARINet Overdrive collection. This collection, as well as a core of general shared databases, is shared equally by all the libraries in Marin County, but denied to registered users outside the County. Recently the board approved changes toward making this collection available to anyone in California with a MARINet library card, aligning with the “best-practices” with regards to universal borrowing. With this change library card holders who live outside of Marin will be able to access the Overdrive collection. If you refer to the map below you see that a significant number of San Rafael cardholders live outside of San Rafael and Marin County, as far South as Los Angeles and as far north as Crescent City. San Rafael’s Kanopy streaming video service was recently acquired by Overdrive. San Rafael, Larkspur and Marin County Free Library share a subscription to this service. We have recently been discussing opening access to this resource to anyone with a MARINet library card. The uncertainty with regards to how Kanopy will be combined with Overdrive’s existing streaming video element has delayed possible implementation of universal borrowing for Kanopy. MARINet still continues a practice rarely seen in any other California libraries which is to deny access internally, except for Overdrive and the group of shared databases, to the online resources uniquely held by each member. The accepted practice among both Page 3 of 3 vendors and libraries is to allow universal borrowing of digital resources to anyone with a state of California address. Even with the changes to the Overdrive collection and potential changes to Kanopy, and despite the core of shared databases, MARINet is still not in alignment with the rest of the state’s library systems. 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