HomeMy WebLinkAboutBoard of Library Trustees 2022-02-08 Agenda Packet
SAN RAFAEL PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
Tuesday, February 8, 2022
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-2-8-2022
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 880-1453-1177#
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of January 11, 2022
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
• New Library Video Game Collection – Basia Jędruszczak, Librarian
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 2nd Quarter Annual Revenue and Expenditure Budget Report
5. Allergy Awareness Signage Update
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:
NEXT MEETING: March 8, 2022
FUTURE AGENDA TOPICS
• RFID Tagging 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 attend the meeting/hearing, individuals are requested to refrain
from wearing scented products.
Minutes subject to approval at the meeting of February 8, 2022
1
BOARD OF LIBRARY TRUSTEES
MINUTES
_____________________________________________________________________________________________
San Rafael Library – 1100 E Street, San Rafael, CA
January 11, 2022 – 6:00 P.M.
Virtual Meeting Recording Link:
https://www.youtube.com/watch?v=L2p4LAD1skY
CALL TO ORDER
Chair Duque Hughes called the meeting to order at 6:04 P.M.
Roll Call
Present: Trustee Cortes
Chair 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
Katie Port, Supervising Librarian
AGENDA AMENDMENTS
None.
MINUTES
1. Approve Regular Meeting Minutes of November 9, 2021
Chair Duque Hughes invited public comment; however, there was none.
Trustees provided comments.
The minutes of November 9, 2021 were approved as submitted.
Trustee Lentini moved, and Trustee Han seconded to approve the minutes of the
November 9, 2021 meeting.
Minutes subject to approval at the meeting of February 8, 2022
2
Ayes: Trustees: Cortes, Han, Lentini, Vahdat, & Duque Hughes
Noes: Trustees: None
Absent: Trustees: None
Abstain: Trustees: None
Minutes approved as submitted.
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
Reimagining Adult Outreach – Katie Port, Supervising Librarian
Staff responded to questions from the Trustees.
Chair Duque Hughes invited public comment; however, there was none.
Trustees provided comments.
Trustee Cortes suggested reaching out to Rollin’ Root and Marin Child Care Council.
Trustee Vahdat suggested the library’s presence at the Downtown Farmers Market.
Chair Duque Hughes suggested Next Door.
3. Public Comment from the audience regarding items not listed on the agenda
None.
MATTERS BEFORE THE BOARD
4. Review of Proposed Collection and Development Policy and Gift and Donation
Policy
Presentation by Jamie Poirier, Supervising Librarian
Staff responded to questions from the Trustees.
Chair Duque Hughes invited public comment; however, there was none.
Trustees provided comments.
BOARD REPORTS AND COMMENTS
5. Other brief reports on any meetings, conferences, and/or seminars attended by
Board members.
None.
Minutes subject to approval at the meeting of February 8, 2022
3
STAFF REPORTS AND COMMENTS
6. 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.
Chair Duque Hughes invited public comment; however, there was none.
Trustees provided comments.
Trustee Cortes requested the nut allergy sign be emailed to her for review.
Trustee Cortes requested results of the discussion from a previous Library Board of
Trustees meeting where the nut allergy topic was presented.
Trustee Cortes requested the nut allergy topic be placed on the agenda of the next
Library Board of Trustees meeting for further discussion.
Chair Duque Hughes suggested graphics of the various nuts and the reason why the
nuts may be hazardous.
NEXT MEETING: February 8, 2022
FUTURE AGENDA TOPICS
• RFID Tagging Update
ADJOURNMENT
The meeting was adjourned at 7:13 P.M.
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
February 8, 2022
Item #4
TITLE: REVIEW OF FY 2021/22 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 FY 2021/22 second 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 second quarter of 2021-2022. As of this report, 50% of the fiscal year
has elapsed. The overall activity was 49% expended. General Fund expenditures ended
at 53% of budget. The General Fund expenditure is slightly higher due to the large one -
time payment to MARINet. With MARINet removed from the budget/expenditure, the
General Fund overall activity would show 49% expended. The Parcel Tax expenditures
ended at 38% of budget. The Parcel Tax expenditure is significantly lower due to staff
vacancies and due to the General Fund budget being depleted where possible before
the Parcel Tax budget.
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
$1,101,828.
Page 2 of 3
Expenditure Highlights
• General Fund expenditures:
1. Regular Hire Salaries & Benefits expenditures are slightly lower, but on
target.
2. Extra Hire expenditures are higher as General Fund is being depleted before
the Parcel Tax.
3. Building Maintenance Contracts expenditures are slightly higher, but on
target. Some cost savings were realized with the recent contract with a new
janitorial service provider. These savings will be used to pay for some
Maintenance Building Improvement unanticipated expenditures (HVAC).
4. Maintenance Building Improvement expenditures are significantly higher
due to HVAC maintenance/repairs. However, there is enough remaining to
pay for the two quarterly preventative maintenance services in the remainder
of this fiscal year. Additional funds are available from Building Maintenance
Contracts to pay for unforeseen repairs.
5. Utilities-Gas & Electricity expenditures are slightly lower, but on target.
6. Contract Services expenditures are overspent as majority of this budget was
paid to MARINet at the start of the fiscal year. With MARINet removed from
the budget/expenditure, the General Fund overall activity would show 49%
expended in comparison to the 53%. In addition, the balance of $29,307 in
this line is enough to cover all budgeted expenditures in the remainder of the
fiscal year.
7. Internal Service Charges expenditures are on target.
8. Office Supplies expenditures are lower, however there are plans to use
some of these funds to pay for additional public computers/staff monitors.
9. Books expenditures are fully expended as the General Fund is being
depleted before the Parcel Tax.
10. Periodicals expenditures are lower in the General Fund. However, the
overall expenditure for this line between the General Fund and the Parcel Tax
is slightly over, but on target.
11. Digital Branch Resources expenditures are fully expended as the General
Fund is being depleted before the Parcel Tax.
12. Audio/Video Materials expenditures are overspent, but this line will not go
overbudget as it is continually monitored. There may be some funds available
from the Books line to pay for outstanding/future A/V orders.
13. Travel & Conference expenditures are underspent, but there may be
upcoming local conferences where these funds may be utilized. Additionally,
staff who travel between library locations are reimbursed from this line for
mileage.
14. Training & Instruction expenditures are underspent due to the many free
trainings available online.
15. Professional Dues & Subscriptions expenditure are lower 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.
Page 3 of 3
• Parcel Tax expenditures:
1. County Administration Fee expenditures are overspent. This line is
budgeted and managed by City Finance and historically has never gone
overbudget at the end of the previous fiscal years.
2. Contract Services expenditures line is not budgeted. However, a request
has been submitted to Finance for a midyear budget adjustment as this line
will continue to 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 fiscal year by the amount paid to Noll & Tam Architects and Godbe
Research.
3. Programming Supplies expenditures are lower 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 lower, however there are plans to use
some of these funds to pay for additional public computers/staff monitors.
5. Books expenditures are underspent, but these funds are continually
monitored by selectors and will be fully expended by the end of the fiscal
year.
6. Periodicals expenditures are fully expended as the General Fund was being
depleted before the Parcel Tax at the start of the fiscal year. Finance
instructed the opposite approach during the 1st quarter meeting, spend down
the General Fund before the Parcel Tax.
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 fiscal year.
8. Technology Supplies & Materials expenditures are lower, however there
are plans to use some of these funds to pay for additional public
computers/staff monitors/3D printer supplies.
9. Training & Instruction expenditures are underspent due to the many free
trainings available online.
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-Q2-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: 1/18/2022
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 2,336,755 878,589 1,119,444 47%48%743,320 865,689 276,485 338,832 37%39%2,605,190 3,202,444 1,155,074 1,458,276 44%46%
9 Extra Hire 57,748 58,090 109 34,721 0%60%115,636 115,636 36,862 52,031 32%45%173,384 173,726 36,971 86,752 21%50%
10 Personnel Services 1,919,618 2,394,845 878,699 1,154,165 46%48%858,956 981,325 313,347 390,864 36%40%2,778,574 3,376,170 1,192,045 1,545,028 43%46%
11
12 Bldg.Maint.Contracts 33,805 36,628 18,030 19,226 53%52%0 0 0 0 0%0%33,805 36,628 18,030 19,226 53%52%
13 Maint.Bldg.Improv.17,000 12,000 2,141 9,150 13%76%0 0 0 0 0%0%17,000 12,000 2,141 9,150 13%76%
14 Utilities-Gas & Electricity 47,455 47,455 18,921 22,107 40%47%0 0 0 0 0%0%47,455 47,455 18,921 22,107 40%47%
15 County Administrative Fee 0 0 0 0 0%0%28,342 28,342 19,267 19,254 68%68%28,342 28,342 19,267 19,254 68%68%
16 Contract Services (MARINet, pre-pro., etc.)312,764 329,050 281,085 299,743 90%91%0 0 0 6,353 0%-312,764 329,050 281,085 306,095 90%93%
17 Internal Service Charges (IT, phone, ins)217,694 214,431 108,847 107,216 50%50%0 0 0 0 0%0%217,694 214,431 108,847 107,216 50%50%
18 Programming Supplies 0 0 0 0 0%0%10,000 10,000 966 210 10%2%10,000 10,000 966 210 10%2%
19 Office Supplies 23,073 7,764 4,552 1,955 20%25%0 10,396 0 943 0%9%23,073 18,160 4,552 2,898 20%16%
20 Books 15,845 15,845 0 15,845 0%100%137,983 137,983 34,685 33,089 25%24%153,828 153,828 34,685 48,934 23%32%
21 Periodicals 7,000 7,000 0 1,989 0%28%6,250 6,250 0 6,250 0%100%13,250 13,250 0 8,239 0%62%
22 Digital Branch Resources 15,681 10,000 0 10,000 0%100%45,000 45,000 18,002 10,847 40%24%60,681 55,000 18,002 20,847 30%38%
23 Audio/Video Materials 10,000 10,000 11,493 8,435 115%84%0 0 0 0 0%0%10,000 10,000 11,493 8,435 115%84%
24 Technology Supplies & Materials 0 0 0 0 0%0%6,000 6,000 823 265 14%4%6,000 6,000 823 265 14%4%
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 5,000 183 499 4%10%5,000 7,500 183 499 4%7%
27 Professional Dues & Subscriptions 1,000 1,000 0 405 0%41%0 0 0 0 0%0%1,000 1,000 0 405 0%41%
28 Credit Card Fees 400 0 60 61 15%-0 0 0 0 0%0%400 0 60 61 15%-
29 Non-Personnel Services 701,717 696,173 445,129 496,130 63%71%238,575 248,971 73,926 77,711 31%31%940,292 945,144 519,055 573,841 55%61%
30
31 Total 2,621,335 3,091,018 1,323,828 1,650,295 51%53%1,097,531 1,230,296 387,272 468,574 35%38%3,718,866 4,321,314 1,711,100 2,118,869 46%49%
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
39 Copy Fund Budget Sources + Special Funds:7,834,657
40 Donations for New Building
41 General Donations Fund NOTE: GF & PT, as directed during the Q1 meeting with Finance, the GF is being spent down first where possible before the PT
42 Kay Corlett Memorial Fund NOTE: GF, the TOTAL FY22 percentage should be at 50%, however because the MARINet payment of $289,296.27
43 Kenneth Edlin Memorial Fund (of which $22,705.27 was paid by DSOG for CENIC) is paid at the beginning of the FY, it is showing 53%,
44 Robert and Lorraine Joses Memorial Fund however, W/O MARINet ($266,590.91) in budget, GF Budget: $2,824,427, GF Expenditure: $1,383,704, Status: 48.99%
45 MC PT Capital Set-Aside Bal. (6/30/2021)NOTE: PT, the Capital Set-Aside AND Fund Balance figures on left have been adjusted as of 6/30/2021, $6,352.50 will come out set-aside,
46 MD PT Fund Bal. (6/30/2021)midyear budget adjustment requested for the PT Contractual Services line to cover remaining Noll & Tam expend. and the Godbe Research Cont.,
47 also, as a midyear budget adjustment, increase the 214 budget from $40K to $70K for books/eBooks, deplete the General Donations Fund by $30K
48 TOTAL NOTE: PT & 214, Revenue - Expenses + Prior Year Fund Balance = Current Fund Balance
712
Memorial
Funds
215 PT
Funds
21,669
Annual
3,091,018
1,230,296
28,815.00
4,350,129
28,815.00
28,815.00
214
Project
Accounts
1,400,887
281,382
730,581
3,484,528
1,289
300
112,091
495,717
440,613
SAN RAFAEL PUBLIC LIBRARY BUDGET - FISCAL YEAR 21/22
GENERAL FUND - Q2
BUDGET EXPENDITURE STATUS
PARCEL TAX - Q2
BUDGET EXPENDITURE STATUS
GENERAL FUND & PARCEL TAX TOTAL - Q2
BUDGET EXPENDITURE STATUS
ATTACHMENT 1
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
February 8, 2022
Item #5
TITLE: ALLERGY AWARENESS SIGNAGE UPDATE
SUMMARY
At the regular meeting of the Library Board of Trustees on January 11, 2022, staff
presented the finalized version of the nut awareness signs to the Board.
As a result, the Library Board of Trustees requested at their January 2022 meeting to
have the topic be placed on the agenda of the next Library Board of Trustees meeting in
February 2022 for further discussion. There was also a suggestion for the inclusion of
graphics of all the various nuts, a suggestion for an updated Spanish language
translation that was more inclusive of nut types and a suggestion for the inclusion of an
explanation about why the nuts may be hazardous.
RECOMMENDATION
That the Board accept the report and provide feedback.
BACKGROUND
On October 15, 2019, the Library Board of Trustees discussed the Guidelines for
Library Use https://srpubliclibrary.org/about/guidelines-for-library-use/ which allows the
limited consumption of food within the library. A concern was voiced that verbiage be
developed to make library patrons aware of the hazards of consuming peanuts and tree
nuts and related food products in the library children’s area.
Based on their feedback, staff developed some verbiage and presented it to the Board
of Trustees at their November 12, 2019, meeting for their review and consideration. The
Trustees made suggestions as to where to post signage and making it available in both
English and Spanish. Staff notified the Board that they would be having the City
Attorney’s office review the recommendations for their review.
Staff presented a report to the Library Board of trustees at the February 11, 2020,
meeting that summarized the concerns and discussions around nut allergies and
presented the feedback from the City Attorney’s office with regards to r ules regarding
the consumption of nuts and nut-based food products in the library.
There was also a suggestion for the inclusion of graphics of all the various nuts, a
suggestion for an updated Spanish language translation that was more inclusive of nut
types and a suggestion for the inclusion of an explanation about why the nuts may be
hazardous.
DISCUSSION
The Board of Trustees has previously suggested that staff develop some signage that
would serve as a warning and raise awareness both for those who may inadvertently
consume or bring potentially allergenic substances into the library and for those who
may be subject to food allergies.
Draft verbiage was developed and shared with the City Attorney’s Office for their review
and guidance. Upon their review, the City Attorney’s office recommended that the
signage should serve to raise awareness rather than prohibit consumption of peanuts
entirely. The City Attorney shared specific concerns and advised that we do not impose
a prohibition because such a prohibition would be challenging to enforce and would
create an additional liability for the City.
As a result, staff has developed the draft sign below, for the Board’s review and
consideration at the February 11, 2020, Library Board meeting.
Page 3 of 4
In response to the above signs presented to the board, the board shared the following
feedback: (from the minutes of the February 11, 2020, meeting) –
“Board Member Cortes provided examples of signage that emphasized the
message with large font and easy to understand g raphics. She recommended
language such as “nut-free zone” in large font at the top, “please do not bring
items with nuts into this area” in small font at the bottom under a large graphic
(graphic showing various types of nuts) in the middle.”
Subsequently the allergy signs were revised and brought back to the board on January
11, 2022, as part of the City Librarian’s report in the following format:
Page 4 of 4
FISCAL IMPACT
None
ALTERNATIVE ACTION
Any other action as determined by the Board.
Submitted by:
Henry Bankhead
Assistant Library and Recreation Director / City Librarian