Title
Library Department recommending the Board:
1) Approve and authorize the Chair to sign a Fiscal Year 2025-26 Budget Transfer decreasing Library Operating Transfers Out by $122,187 and increasing Fixed Asset appropriations by $122,187 and decreasing Operating Transfers In and Fixed Assets appropriations by $122,187 in the Accumulative Capital Outlay Fund due to the Security Camera Upgrade Project being appropriated out of the Library Budget (4/5 vote required); and
2) Approve the addition of a $122,187 Security Camera Upgrade Project to the Fiscal Year 2025-26 Fixed Asset List for the Library.
FUNDING: 66% State Library Grants and 34% County Match.
Body
DISCUSSION / BACKGROUND
On December 10, 2024, with Legistar file 24-1967, the Board adopted plans and specifications for the purchase and installation of security camera systems for various County departments; approved and authorized the Chair to sign the construction bid documents; and authorized advertisement for construction bids.
On September 30, 2025, with Legistar file 25-1466, the Board awarded Bid 24-0062 to Surveillance Systems Integration, Inc., the lowest responsive, responsible bidder and authorized the Purchasing Agent to sign the Agreements. The Purchasing Agent signed Agreement 9796 for the Library Department in the amount of $122,186.90.
The Fiscal Year 2025-26 Budget included the transfer of funding from the Library Department to the Accumulative Capital Outlay (ACO) Fund for this project. It was later determined that the Library Department would be directly paying for the project and not transferring the funding to the ACO fund. The recommended budget transfer cancels the transfer of funding to the ACO fund and adds fixed asset appropriations for the project in the Library Department. This transfer and the addition of the fixed assets in the Library Department is necessary to process payment for Agreement 9786.
ALTERNATIVES
The Board could choose not to approve the budget transfer or addition of the Fixed Asset.
PRIOR BOARD ACTION
The Board approved authorized the Chair to sign Resolution 025-2023 accepting Building Forward grant award BF-1-21-103 in the amount of $276,000 for the Cameron Park Library from the California State Library on 2/7/2023, Legistar item 23-0142.
The Board approved and authorized the Chair to sign Resolution 026-2023 accepting Building Forward grant award BF-1-21-105 in the amount of $410,000 for the South Lake Tahoe Library from the California State Library on 2/7/2023, Legistar item 23-0143.
The Board approved and authorized the Chair to sign Resolution 027-2023 accepting Building Forward grant award BF-1-21-104 in the amount of $85,333 for the Pollock Pines Library from the California State Library on 2/7/2023, Legistar item 23-0144.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
The Facilities Division of the Chief Administrative Office has reviewed and approved the proposed budget transfer.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The total cost of the security upgrade project for the Library is $122,186.90 and will be funded with State Grants in Fiscal Year 2025-26. The State Grants require a 34% County match, which was included in the Fiscal Year 2025-26 Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain Board Chair signature on the Budget Transfer and forward the budget transfer to the Chief Administrative Office for processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Bryce Lovell, Director of Library Services