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Home My WebLink AboutBoard of Library Trustees 2022-05-10 Agenda Packet SAN RAFAEL PUBLIC LIBRARY BOARD OF TRUSTEES AGENDA Tuesday, May 10, 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://bit.ly/BLT-05-10-2022 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 861-6494-3820# CALL TO ORDER • Roll Call AGENDA AMENDMENTS MINUTES 1. Approve regular meeting minutes of April 12, 2022 MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations Presentation by Paul Cohen: Library Facilities Planning Update Presentation by Matthew Hurley: Outreach to the Services Support Area (SSA) 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 3rd Quarter Annual Revenue and Expenditure Budget Report Library Board of Trustees Agenda Page 2 of 2 BOARD REPORTS AND COMMENTS 5. Other brief reports on any meetings, conferences, and/or seminars attended by Board members. • Parks & Recreation Master Plan Steering Committee STAFF REPORTS AND COMMENTS 6. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff: NEXT MEETING: June 14, 2022 FUTURE AGENDA TOPICS 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 May 10, 2022 1 BOARD OF LIBRARY TRUSTEES MINUTES ________________________________________________________ San Rafael Library – 1100 E Street, San Rafael, CA April 12, 2022 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=2TSi5FM1lyU CALL TO ORDER Chair Duque Hughes called the meeting to order at 6:02 P.M. Roll Call Present: Trustee Cortes Chair Duque Hughes Trustee Han Trustee Lentini Trustee Vahdat – entered meeting at 6:05 Absent: None Also Present: Susan Andrade-Wax, Library & Recreation Director Henry Bankhead, Assistant Library & Recreation Director/City Librarian Catherine Quffa, Assistant Library & Recreation Director Jinder Banwait, Administrative Analyst Katie Port, Supervising Librarian AGENDA AMENDMENTS None MINUTES 1. Approve Regular Meeting Minutes of March 8, 2022 Chair Duque Hughes invited public comment; however, there was none. Trustees provided comments. The minutes of March 8, 2022 were approved as submitted. Minutes subject to approval at the meeting of May 10, 2022 2 Trustee Cortes moved, and Trustee Han seconded to approve the minutes of the March 8, 2022 meeting. 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 Park Pass Program Update by Supervising Librarian Katie Port Staff responded to questions from the Trustees. Chair Duque Hughes 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 Radio Frequency Identification (RFID) Update Presentation by Henry Bankhead, Assistant Library and Recreation Director/City 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. Trustee Lentini provided an update from the Parks & Recreation Master Plan Steering Committee. STAFF REPORTS AND COMMENTS 6. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff Minutes subject to approval at the meeting of May 10, 2022 3 Presentation by Henry Bankhead, Assistant Library and Recreation Director/City Librarian, Susan Andrade-Wax, Library & Recreation Director, and Catherine Quffa, Assistant Library & Recreation Director Staff responded to questions from the Trustees. Chair Duque Hughes invited public comment; however, there was none. Trustees provided comments. NEXT MEETING: May 10, 2022 FUTURE AGENDA TOPICS • None (other than what is on the workplan) ADJOURNMENT The meeting was adjourned at 7:04 P.M. LIBRARY BOARD OF TRUSTEES AGENDA REPORT May 10, 2022 Item #4 TITLE: REVIEW OF FY 2021/22 THIRD 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 third 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 third quarter of 2021-2022. As of this report, 75% of the fiscal year has elapsed. The overall activity was 70% expended. General Fund expenditures ended at 74% of budget. The General Fund expenditure is slightly lower due to staff vacancies. The Parcel Tax expenditures ended at 59% 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 $33,815. • 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 lower due to staff vacancies. 2. Extra Hire expenditures are fully expended as the General Fund is being depleted before the Parcel Tax. The savings from the Regular Hire Salaries & Benefits line will be utilized for additional funding for this line. 3. Building Maintenance Contracts expenditures are on target. 4. Maintenance Building Improvement expenditures are significantly higher due to HVAC maintenance/repairs. However, there is enough remaining to pay for the one quarterly preventative maintenance service 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 higher due to higher energy costs. 6. Contract Services expenditures are overspent as majority of this budget was paid to MARINet at the start of the fiscal year. The balance 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 slightly lower, but on target. 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. The current periodicals levels in the library are adequate, therefore, the remaining funds will be used for books. 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 fully expended. However, funds from the Books/Periodicals lines are available to pay for outstanding/future A/V orders. 13. Travel & Conference expenditures are underspent, but there may be upcoming local conferences where these funds will 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. However, these funds may be used for upcoming training opportunities or to augment the Travel & Conference line. 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 expenditure are lower as fees are minimal due to higher online payment transactions. • Parcel Tax expenditures: 1. Regular Hire Salaries & Benefits expenditures are lower due to staff vacancies. 2. Extra Hire expenditures are significantly higher due to coverage for vacant positions. The General Fund savings from the Regular Hire Salaries & Benefits line will be utilized once this line is fully depleted. Page 3 of 3 3. County Administration Fee expenditures are underspent. This line is budgeted and managed by the City Finance Department and historically has never gone overbudget at the end of the previous fiscal years. 4. Contract Services expenditures line is not budgeted. However, this line will continue to be used for the New Library Conceptual Design Project related expenditures. The Measure C Parcel Tax Capital Set-Aside balance will be reduced at the end of the fiscal year by the amount paid to the various contractors. 5. 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. Unspent funds are added to the Parcel Tax Fund Balance at the end of the fiscal year. 6. Office Supplies expenditures are lower, however there are plans to use some of these funds to pay for additional public computers. 7. Books expenditures are underspent, but these funds are continually monitored by selectors and will be fully expended by the end of the fiscal year. 8. Periodicals expenditures are fully expended as the Parcel Tax was being depleted before the General Fund at the start of the fiscal year. 9. Digital Branch Resources expenditures are underspent, but these funds are continually monitored and will be fully expended by the end of the fiscal year (eBooks). 10. Technology Supplies & Materials expenditures are overspent due to the recent upgrade of small/outdated staff monitors. The remaining funds will be used for 3D printer parts/supplies. 9. Training & Instruction expenditures are underspent due to the many free trainings available online. However, these funds may be used for upcoming training opportunities or to augment the Travel & Conference line. 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-Q3-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: 4/19/2022 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 1,319,883 1,632,123 71% 70% 743,320 865,689 414,123 501,585 56% 58% 2,605,190 3,202,444 1,734,006 2,133,708 67% 67% 9 Extra Hire 57,748 58,090 28,426 58,090 49%100%115,636 115,636 42,326 100,309 37%87%173,384 173,726 70,752 158,399 41%91% 10 Personnel Services 1,919,618 2,394,845 1,348,309 1,690,213 70% 71% 858,956 981,325 456,448 601,894 53% 61% 2,778,574 3,376,170 1,804,758 2,292,107 65% 68% 11 12 Bldg.Maint.Contracts 33,805 36,628 23,303 26,568 69% 73% 0 0 0 0 0% 0% 33,805 36,628 23,303 26,568 69% 73% 13 Maint.Bldg.Improv. 17,000 12,000 2,275 10,825 13%90%0 0 0 0 0% 0% 17,000 12,000 2,275 10,825 13%90% 14 Utilities-Gas & Electricity 47,455 47,455 26,249 39,994 55%84%0 0 0 0 0% 0% 47,455 47,455 26,249 39,994 55%84% 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.) 312,764 329,050 296,768 320,173 95%97%0 0 0 6,353 0%-312,764 329,050 296,768 326,526 95%99% 17 Internal Service Charges (IT, phone, ins) 217,694 214,431 163,270 160,823 75% 75% 0 0 0 0 0% 0% 217,694 214,431 163,270 160,823 75% 75% 18 Programming Supplies 0 0 0 0 0% 0% 10,000 10,000 1,416 3,359 14% 34% 10,000 10,000 1,416 3,359 14% 34% 19 Office Supplies 23,073 7,764 14,839 5,564 64% 72% 0 10,396 0 943 0% 9% 23,073 18,160 14,839 6,507 64% 36% 20 Books 15,845 15,845 15,862 15,845 100%100%137,983 137,983 40,388 65,893 29% 48% 153,828 153,828 56,250 81,738 37% 53% 21 Periodicals 7,000 7,000 0 1,989 0% 28% 6,250 12,500 0 6,250 0% 50% 13,250 19,500 0 8,239 0% 42% 22 Digital Branch Resources 15,681 10,000 3,400 10,000 22%100%45,000 45,000 18,002 13,912 40% 31% 60,681 55,000 21,402 23,912 35% 43% 23 Audio/Video Materials 10,000 10,000 18,773 10,000 188%100%0 0 0 0 0% 0% 10,000 10,000 18,773 10,000 188%100% 24 Technology Supplies & Materials 0 0 0 0 0% 0% 6,000 6,000 823 5,539 14%92%6,000 6,000 823 5,539 14%92% 25 Travel & Conference 0 2,500 0 220 0% 9% 0 0 0 0 0% 0% 0 2,500 0 220 0% 9% 26 Training & Instruction 0 2,500 210 332 0% 13% 5,000 5,000 183 499 4% 10% 5,000 7,500 393 831 8% 11% 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 400 400 90 100 23% 25% 0 0 0 0 0% 0% 400 400 90 100 23% 25% 29 Non-Personnel Services 701,717 696,573 565,040 602,839 81%87%238,575 255,221 80,078 122,001 34% 48% 940,292 951,794 645,118 724,839 69%76% 30 31 Total 2,621,335 3,091,418 1,913,349 2,293,052 73% 74% 1,097,531 1,236,546 536,527 723,895 49% 59% 3,718,866 4,327,964 2,449,876 3,016,947 66% 70% 32 33 Other Budget Sources Budget Sources % of Total 34 Estimated Friends of the Library Contrib. General Fund 70.88% 35 TOTAL Parcel Tax 28.35% 36 Other 0.78% 37 Special Funds TOTAL 100.00% 38 Estimated 214 Fund Balance 39 Copy Fund Budget Sources + Special Funds: 7,909,368 40 Donations for New Building 41 General Donations Fund 42 Kay Corlett Memorial Fund 43 Kenneth Edlin Memorial Fund 44 Robert and Lorraine Joses Memorial Fund 45 MC PT Capital Set-Aside Bal. (6/30/2021)NOTE: GF & PT, as directed during the Q1 meeting with Finance, the GF is being spent down first where possible before the PT 46 MD PT Fund Bal. (6/30/2021)NOTE: PT & 214, Revenue - Expenses + Prior Year Fund Balance = Current Fund Balance 47 48 TOTAL 712 Memorial Funds 215 PT Funds 21,669 Annual 3,091,418 1,236,546 33,815.00 4,361,779 33,815.00 33,815.00 214 Project Accounts 1,400,887 281,382 730,581 3,547,589 1,706 300 125,708 495,717 489,640 SAN RAFAEL PUBLIC LIBRARY BUDGET - FISCAL YEAR 21/22 GENERAL FUND - Q3 BUDGET EXPENDITURE STATUS PARCEL TAX - Q3 BUDGET EXPENDITURE STATUS GENERAL FUND & PARCEL TAX TOTAL - Q3 BUDGET EXPENDITURE STATUS