March 26, 2025
R. Matt Rodriguez, City Manager
City of San Pablo
1000 Gateway Ave.
San Pablo, CA 94806
Re: Library Hours and Technology Costs – Fiscal Year 2025-26
Dear Mr. Rodriguez:
The Contra Costa Library has submitted its budget for fiscal year 2025-26 to the Board of Supervisors for its consideration. Under the proposed budget, the Library will continue to provide a vast array of services to each of the twenty-six libraries it operates, including:
A minimum of 40 hours of operation. The cost to the County for this at the San Pablo Library is approximately $970,471.00.
A collection that includes one million items available for physical checkout, over four million e-books and audiobooks, 35 electronic resources, such as movies, newspapers and online learning tools.
Library administration, which includes back-of-the-house support for computing and networking equipment, hiring and retention, shipping through three delivery routes, budget and finance support, and programs and services designed to meet the specific needs of each community.
Set forth below, and in the accompanying attachments, you will find San Pablo’s options with respect to hours of operation and the cost associated with keeping the same number of hours, as well as information about the estimated cost of leasing new self-check equipment and, if applicable, related equipment and maintenance.
Hours of Operation
Any city may elect to pay for additional hours of operation, above the County-funded 40 base hours, in order to have their library open 46, 52, or 56 hours per week. The schedule of open hours that apply to each of these options is shown on Attachment A.
The annual cost to the City of San Pablo to maintain the existing 52 hours will be $134,544.00.
The annual cost for security services to the City of San Pablo for security provided by the county if the City maintains the existing 52 hours at the San Pablo Library will be $18,000.00.
If the City would like to increase open hours to 56 hours per week, the annual cost to the City of San Pablo will be $223,831.00.
For 56 hours per week, the annual cost for security services will be $22,286.00.
In accordance with the terms of the lease between the City and the County, within 60 days of receipt of the lease supplement, the City is required to notify the Library if the City intends to modify the number of hours of operation at the library in the upcoming fiscal year.
Technology
As agreed by the Library and a subcommittee of the Public Managers Association, in fiscal year 2024-25, the Library leased self-check equipment for most libraries. The new equipment is intended to be cost efficient and improve patron satisfaction. Because the equipment will be leased, the acquisition costs are to be spread over the five-year lease term.
For equipment leased in fiscal year 2024-25, the Library invoiced the City 25% of the estimated annual cost in each of the first three fiscal quarters with a “true-up” amount for the fourth quarter. The fourth quarter invoice captured any variance between the estimated and actual cost of the lease in fiscal 2024-25. In subsequent fiscal years during the lease term, the Library will invoice the City 25% of the actual lease cost in each of the four fiscal quarters.
The cost of any equipment that is purchased for the San Pablo Library, and the cost of any equipment maintenance, will be payable by the City in four installments the fiscal year in which they are acquired.
The estimated cost associated with self-check equipment, related equipment, and maintenance contracts, as applicable, at the San Pablo Library for each year of the self-check lease term is shown in Attachment B. If you determine that the estimated costs are acceptable, please indicate by signing and returning Attachment B to me. If you wish to discuss a payment plan that varies from the one described in this letter, please let me know
Summary
Please sign and return Attachment B (related to equipment) and Exhibit B, the Lease Supplement, to me at your earliest convenience. If you have any questions, please do not hesitate to let me know.
Thank you for your continued partnership in bringing library services to the City of San Pablo.
Sincerely,
Alison McKee
County Librarian
Cc: Caroline Olsen, Sr. Community Library Manager
Sierra Campagna, Library Services Manager
Amy Brunson, Deputy County Librarian
Maria Ojeda, Assistant City Manager
ATTACHMENT A
AVAILABLE HOURS OF OPERATION
The County-funded 40 base open hour weekly schedule is as follows:
Monday CLOSED
Tuesday 12-8
Wednesday 10-6
Thursday 10-6
Friday 9-5
Saturday 9-5
Sunday CLOSED
Any city that would like to fund extra hours has the following standard options:
Option A
46 open hours per week 6 Extra
Hours per week
Monday CLOSED
Tuesday 10-8
Wednesday 10-8
Thursday 10-8
Friday 9-5
Saturday 9-5
Sunday CLOSED
Option B
52 open hours per week 12
Extra Hours per week
Monday 10-8
Tuesday 10-8
Wednesday 10-6
Thursday 10-6
Friday 9-5
Saturday 9-5
Sunday CLOSED
Option C
56 open hours per week 16
Extra Hours per week
Monday 10-8
Tuesday 10-8
Wednesday 10-8
Thursday 10-8
Friday 9-5
Saturday 9-5
Sunday CLOSED
ATTACHMENT B
ESTIMATED SPECIALIZED EQUIPMENT COSTS
AGREED AND ACCEPTED
CITY OF SAN PABLO
By: ___________________________ ____________________________ R. Matt Rodriguez Date Signed
City Manager
San Pablo FY: 2026ITEM AMOUNT Due 25/26 26/27 27/28 28/29 29/30UPS12.C. Data Communications System 1 - UPS Device $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 1 - UPS Battery $0.00 $0.00 $0.00 $972.41 $0.00 $0.00Sub Total $0.00 $0.00 $0.00 $972.41 $0.00 $0.00Switches12.C. Data Communications System 0 - 24 Port Switch $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 0 - 24 Port Switch License $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 0 - 24 Port Switch Support $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 2 - 48 Port Switch $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 2 - 48 Port Switch License $0.00 $0.00 $3,496.03 $0.00 $0.00 $4,047.09 2 - 48 Port Switch Support $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Sub Total $0.00 $0.00 $3,496.03 $0.00 $0.00 $4,047.09Access Points12.C. Data Communications System 4 - Access Points $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 4 - Access Point License Cost $0.00 $0.00 $1,111.32 $0.00 $0.00 $1,286.49 4 - Access Point Support Contract $0.00 $0.00 $0.00 $0.00 $0.00 $0.00$0.00 $0.00 $1,111.32 $0.00 $0.00 $1,286.49Self Checks12.D.1. Specialized Equipment 4 - Self Checks Leased $14,250.88 $14,250.88 $14,250.88 $14,250.88 $14,250.88 $17,380.10 0 - Self Check Maintenance $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Sub Total $14,250.88 $14,250.88 $14,250.88 $14,250.88 $14,250.88 $17,380.10TOTAL $14,250.88 $14,250.88 $18,858.23 $15,223.29 $14,250.88 $22,713.68 5 Year Projection
EXHIBIT B
Lease Supplement for Fiscal Year 2025-26
LEASE SUPPLEMENT No. 8
This Lease Supplement No. 8 is dated July 1, 2025, and supplements the Sublease dated May 24, 2017 (the “Lease”) between the City of San Pablo, a municipal corporation of the State of California (the “City”), and the County of Contra Costa, a political subdivision of the State of California (the “County”).
Unless otherwise defined herein, capitalized terms have the meanings given to such terms in the Lease.
1. The number of Base Hours to be provided by the County in the Fiscal Year beginning July 1, 2025, for the San Pablo Library is forty (40).
2. The number of Extra Hours to be provided in the Fiscal Year beginning July 1, 2025, is Twelve (12).
3. The number of Actual Hours to be provided in the Fiscal Year beginning July 1, 2025, is fifty-two (52).
4. The City’s Obligation for the Fiscal Year beginning July 1, 2025, is $134,544.00.
5. This Lease Supplement No. 8 is effective in accordance with the terms of the Lease.
COUNTY CITY
COUNTY OF CONTRA COSTA, a
Political subdivision of the State of
California
CITY OF SAN PABLO, a Municipal
Corporation of the State of California
Date Signed: March 26, 2025
By: ___________________________
Alison McKee
County Librarian
Date Signed: _________________
By: _________________________
R. Matt Rodriguez
City Manager