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Library Department recommending the Board:
1) Approve and authorize the Chair to sign a budget transfer increasing revenues and appropriations in Fiscal Year 2020-2021 for library materials and salary expense in the amount of $20,479 as a result of two grants and a funding opportunity. (4/5 vote required); and
2) Authorize the use of $26,628 in General Fund savings, generated by reimbursement for Coronavirus mitigation and response activities by the Coronavirus Aid, Relief, and Economic Security (CARES) Act in 2020, for the cost of increased cleaning services at library facilities due to the coronavirus pandemic for the period of January through June 2021.
FUNDING: State Library grants and funding opportunity, General Fund savings generated by reimbursement for Coronavirus mitigation and response activities by the CARES Act.
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DISCUSSION / BACKGROUND
The Library received the Youth Connect Online (Virtual Youth) grant of $9,979 from the California State Library for coronavirus pandemic programming supplies and materials. The El Dorado County Library has been awarded this grant so that the library may provide virtual programming with teen communities during the coronavirus pandemic. Our Library Teen Councils have been a vital part of the program design and application, and quite thrilled to be able to offer relevant online virtual activities for their peers this summer. Our focus will be on promoting healthy life choice/styles, support of learning, and reducing social isolation with meaningful connections. Library staff already provide online Zoom teen summer programming so no additional staff will be necessary for this project.
The Library received the Create El Dorado (Copy Cat) grant of $8,000 from the California State Library for coronavirus pandemic programming supplies, materials, and minor staffing costs. The El Dorado County Library has been awarded a Copy Cat grant so that the library may work with the El Dorado Community Foundation, the El Dorado Chamber of Commerce, and with local businesses to provide 14 interactive creative arts Zoom programs over the next 8 months. Local business will provide the local experts and materials, and the libraries will provide the organization and registration and Zoom platforms. The grant will provide funding for the local businesses to create activity kits for the Zoom programs and the businesses will provide the expert leading the Zoom program. The total funds awarded to us are $8,000 with no required matching funds in the award certification. Library staff already provide online Zoom programming so no additional staff will be necessary for this project other than fiscal processes (grant includes these minor staffing costs).
The Library received the Dia de los ninos funding opportunity of $2,500 from the California State Library for coronavirus pandemic programming for supplies and materials. The El Dorado County Library has been awarded this grant so that we may provide Dia de los ninos programming for our communities during coronavirus pandemic. Each Community Hub has been awarded $500 ($500x5 libraries=$2500 total award) for educational materials related to Dia de los ninos activities held virtually with activity packets for each participating family. Library staff already provide online Zoom programming so no additional staff will be necessary for this project.
The library applied for and received the grants and funding opportunity in compliance with Board Policy A-6. This item is being brought to the Board to approve the budget transfer appropriating these grants and funding opportunities into the Library’s FY 2020-21 Budget.
El Dorado County libraries have remained open with modifications related to the coronavirus pandemic. One of these modifications are contracts with cleaning companies to provide increased cleaning services in an effort to mitigate exposure to COVID-19 in the libraries. The cost of these contracts were included in the approved CARES Act spending plan for the period of June through December 2020, with Legistar item 20-1013 on August 4, 2020. On March 16, 2021 with Legistar item 21-0366, the Chief Administrative Office stated that they would return to the Board to discuss the use of the remaining General Fund savings from CARES Act reimbursed activities once the allowable uses of further Federal relief is known. The Chief Administrative Office has not received actionable guidance on the allowable uses of the American Rescue Plan Act, so a date for the discussion of the use of General Fund savings has not been set. The Library Services Department is almost 50% funded by the General Fund with a lean budget that does not have the savings or available appropriations necessary to cover the $26,628 in increased costs for the period of January through June 2021. The Library Services Department is requesting that the $26,628 in coronavirus pandemic cleaning costs be paid with General Fund savings generated by reimbursement for Coronavirus mitigation and response activities by the CARES Act.
ALTERNATIVES
The Board could decline to approve the budget transfer request, and the library would return the funds to the California State Library.
The Board could decline the use of General Fund savings to cover the increased costs of library cleaning, and the Library would return to the Board with a budget transfer to utilize Library Special Revue funds or reduce other library expenses to cover these costs.
PRIOR BOARD ACTION
See above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Chief Administrative Office
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The budget transfer results in $20,479 in increased revenues and appropriations in the FY 2020-21 Budget with no change to Net County Cost.
The use of General Fund savings generated by reimbursement for Coronavirus mitigation and response activities by the CARES Act will reduce the amount of savings the Board can direct for other uses by $26,628, from the approximate amount of $1.34 million.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Obtain the Chair's signature on budget transfer
2) Forward budget transfer to Chief Administrative Office for processing.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Carolyn Brooks, Director of Library Services