HomeMy WebLinkAbout2023-05-24; Library Board of Trustees; ; FY 2023-24 Library Budget Submittal and Letter of ConcurrenceMay 24, 2024 Item #3 Page 1 of 3
Meeting Date: May 24, 2023
To: Library Board of Trustees
From: Fiona Everett, Senior Management Analyst
Staff Contact: Fiona Everett, Senior Management Analyst
fiona.everett@carlsbadca.gov, 442-339-2014
Subject: FY 2023-24 Library Budget Submittal and Letter of Concurrence
District: All
Recommended Action
Receive a report from staff on the fiscal year 2023-24 library budget submittal and vote to
accept letter of concurrence to be sent to City Council via memo.
Executive Summary/Discussion
On January 25, 2023, the Library Board of Trustees received a presentation summarizing city
direction on preparation of the fiscal year 2023-24 budget. At the May 24, 2023, meeting, the
Library Board of Trustees will receive an update on the resulting library budget submission,
proposed changes to library fees in the master fee schedule and library budget items presented
to City Council on May 23, 2023.
Pursuant to Carlsbad Municipal Code Section 2.16.060, the Library Board of Trustees “…may
make recommendations to the city council and advise the city council in matters pertaining
to…the amounts of monies required to operate the library.” By proper motion and vote the
Library Board will determine its support of the fiscal year 2023-24 library budget submission
and will draft a memo to City Council confirming the decision (Exhibit 1).
Staff will assist the Library Board in finalizing a memo to City Council confirming their vote
whether to support the library’s fiscal year 2023-24 budget submission.
Next Steps
Staff will send the Library Board’s memo to City Council.
Fiscal Analysis
None.
LIBRARY BOARD OF TRUSTEES
Staff Report
May 24, 2024 Item #3 Page 2 of 3
Public Notification
Public notice of this item was posted in keeping with the Ralph M. Brown Act and was available
for public viewing and review at least 72 hours before the scheduled meeting date.
Exhibits
1.Letter of Concurrence from the Library Board of Trustees to City Council
EXHIBIT 1
Library and Cultural Arts
1775 Dove Lane Carlsbad, CA 92011 442-339-2011www.carlsbadlibrary.org
May 24, 2023 Item #3 Page 3 of 3
May 24, 2023
TO: MAYOR AND COUNCIL MEMBERS
FROM: Library Board of Trustees
SUPPORT OF LIBRARY STAFF BUDGET RECOMMENDATIONS FOR FISCAL YEAR 2023-24
On January 25, 2023, the Library Board of Trustees received a presentation summarizing city
direction on preparation of the fiscal year 2023-24 budget. On May 24, 2023, the Library Board
of Trustees received an update on the resulting library budget submission, proposed changes to
library fees in the master fee schedule and library budget items presented to City Council on
May 23, 2023.
Pursuant to Carlsbad Municipal Code Section 2.16.060, the Library Board of Trustees “…may
make recommendations to the city council and advise the city council in matters pertaining
to…the amounts of monies required to operate the library.” At this meeting, by proper motion
and vote, the Library Board of Trustees determined that it supports staff’s budget submission
and proposed fee changes.
Respectfully,
LIBRARY BOARD OF TRUSTEES
Dr. Sherman DeForest, Chair Stan Schatt, Vice-Chair Gina McBride
Laurel Moran William Sheffler
SS: fe
cc: Scott Chadwick, City Manager
Cindie McMahon, City Attorney
Geoff Patnoe, Assistant City Manager
Gary Barberio, Deputy City Manager
LIBRARY BOARD OF TRUSTEES
FY 2023-24
Library Budget Submission
Fiona Everett, Senior Management Analyst
May 24, 2023
1
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City Library
TODAY’S PRESENTATION
•City Budget Directions
•Department Budget Submission
•Recommended Action: Library Board
Concurrence with Library Budget Submission
ITEM 3: FY 2023-24 BUDGET
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City Library
CITY BUDGET GUIDELINES
•Each department was required to reduce their
operating budget by 3%
•This reduction must be ongoing in nature
•Goal is to help city adjust ongoing expenses to
better match ongoing revenues over time
•Explain how reduction will impact service levels
•Cuts should be made in lower priority areas, not
high priority programs
ITEM 3: FY 2023-24 BUDGET
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City Library
LIBRARY BUDGET SUBMISSION
•Not restoring Sunday hours, for personnel savings
•Reducing the number of patron computers, already
not in use
•Increasing utilization of donations and endowments
•Requesting conversion of part time FTE to full time
positions
•Two Infrastructure Requests
•Fee change to eliminate pay to print
ITEM 3: FY 2023-24 BUDGET
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City Library
NO SUNDAY HOURS
•Annual Savings: $185,572
–$119,803 –part-time staff expenses
–$65,770 –full-time staff overtime expenses
•Service reduced by 4 hours per week
•May 8, open at 9 a.m. Mon-Sat increased
service hours by 6 hours per week at each
location, at no additional cost
ITEM 3: FY 2023-24 BUDGET
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City Library
FEWER PATRON COMPUTERS
•Annual Savings: $10,000
•25 fewer patron computers
•Increased use of personal devices by patrons
has reduced demand for library-provided
computers
ITEM 3: FY 2023-24 BUDGET
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City Library
CONVERT PT HOURS TO FULL TIME POSITIONS
•Two new full-time positions
–2nd Senior Librarian for Adult & Teen Services
–2nd Production Technician for venue support
•Reduction of 5.5 part-time FTE
•Add’l Gartner fund support –1/3 of new Production Technician
•Net savings: $100,488
ITEM 3: FY 2023-24 BUDGET
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City Library
INCREASE USE OF DONATIONS/ENDOWMENTS
•18% Increase
–FY 2022-23: $522,196
–FY 2023-24: $618,710
•Still utilizing underspent cash balances from
pandemic years
ITEM 3: FY 2023-24 BUDGET
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City Library
INFRASTRUCTURE REQUESTS
•Capital Improvement Project (CIP) to replace
the sound/lighting/AV in the Schulman
Auditorium and Cannon Gallery
•Strategic Digital Technology Initiative Project
(SDTIP) for technology to aid in people-
counting/use of space metrics at city buildings
ITEM 3: FY 2023-24 BUDGET
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City Library
SUMMARY
Economical Win with Hours of Service
Respond to Changes in Patron Use
Impact of Staffing Conversions
Community Support
ITEM 3: FY 2023-24 BUDGET
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City Library
FEE CHANGE –ELIMINATE PAY FOR PRINTING
•Natural decline in printing/copying over the last five fiscal years
•Declining revenue generated by fiscal year
•FY 2018-19 -$28,000
•FY 2022-23 -approx. $12,000
•Parks & Recreation Department provides free printing/copying at
the Senior Center and Pine Avenue Teen Center
•Eliminating pay-for-printing at libraries would create an
equitable and consistent patron experience at all city facilities
with public computer use
•New service model will keep cost to city unchanged
ITEM 3: FY 2023-24 BUDGET
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City Library
NEXT STEPS
Date
MAY 23
Budget Presentation
to City Council
JULY 1
New Fiscal
Year Begins
JUNE 13
City Council Adopts
FY 2023-24 Budget
MAY 24
•Library Board of
Trustees Meeting
•Vote: Concurrence
with Budget
ITEM 3: FY 2023-24 BUDGET
12
JUNE 1
Citizen Budget Q&A
SEPT 1
New Fee
Schedule
Active
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City Library
RECOMMENDED ACTION
By proper motion and vote the Library Board of
Trustees will determine its support of the fiscal
year 2023-24 library budget submission and
will draft a memo to City Council confirming
the decision.
ITEM 3: FY 2023-24 BUDGET
13
f Carlsbad
City Library