Hi Glena- I’ve moved the Council to bcc.
Thanks for taking the time to provide input on this item. I’m including the City Clerk in this response so she can include your email in the public record.
Warmly,
Kate
Kate Colin
Mayor, City of San Rafael
From: Glena Coleman
Sent: Monday, September 5, 2022 7:45:34 AM
To: Mayor Kate <[email protected]>; Maika Llorens Gulati <[email protected]>; Eli Hill <[email protected]>; Rachel Kertz <[email protected]>; Maribeth Bushey <[email protected]>
Subject: Combining Oversight Committees
The undersigned members of the Friends of the San Rafael Library Board of Directors request that the Library Parcel Tax Oversight Committee not be included in a proposed consolidation of city tax oversight committees.
Bundling four oversight committees into one will inevitably include members who will not be as familiar with the history and intent of the parcel tax for the library. We feel particularly strongly about this as the Friends provided the funding for both parcel tax measures and actively campaigned for the original measure and the measure to extend it. Measure C would not have appeared on the ballot at all if Friends had not collected signatures to place it there because the city council refused to do so. The Friends took this action due to news that the library, which had previously seen hours cut, would have to further reduce hours as well as other library funding.
Voters who supported Measure C and D were assured that the new revenue from the tax would not replace current level of support from the City, but would instead provide funds for expanded hours and more library services. This statement has been upheld by the oversight committee and the City by careful attention to yearly budgets and many hours of work.
A committee overseeing the use of four different funds under four different measures may not be able to focus on the separate issues. It appears that the committee will meet four times a year, then prepare four different reports on how the money for each was spent. Over the years, at different times, preparing the Library report took quite a while…and now it will be four reports by one committee composed of members who may or may not have any knowledge or interest in the library. Staff reported that it is difficult to recruit volunteers to work on these committees. We cannot imagine that increasing the work load and the level of accountability that the citizens of San Rafael expect will make that task any easier.
The library, which was once a department on its own, has now been included in a single department with recreation and childcare, making the budget process even more challenging for an oversight committee. For these reasons we respectfully ask that the Library Oversight Committee be a separate committee.
Karen Nielsen, President Peter Lee, Vice President
Phyllis Brinckerhoff, Treasurer Glena Coleman, Secretary Pam Dixon, Annex Coordinator Jana Fleming, Bookstore Coordinator Tom Kroeber, Office Manager Madeline Mork, Children’s Books Sean Prendiville, Donations Manager Whitney O’Neill, Bookstore Sent from my iPad
From: Mayor Kate <[email protected]>
Sent: Friday, September 2, 2022 12:44 PM
To: Glena Coleman
Cc: Lindsay Lara <[email protected]>
Subject: Re: Combining Oversight Committees
Hi Glena - Thanks for reaching out and providing your input on this item. I’ve cc’d the city clerk so she can include your email in the public record.
I recognize it is always difficult when we try to evolve systems and processes. That is what we are suggesting here in order to provide accountability of the city and also best utilize the volunteers time and input. I believe this is the best way forward and, if we are not having the accountability or the input that we need, we can always revisit any changes.
Thanks for your years of serving City. It is very much appreciated! Warmly,
Kate
Kate Colin
Mayor, City of San Rafael
From: Glena Coleman
Sent: Thursday, September 1, 2022 6:56:16 PM
To: Mayor Kate <[email protected]>
Subject: Combining Oversight Committees
Dear Kate,
I am very concerned about the proposed combination of the four oversight committees into one committee. I served on the Measure C committee from its inception until Measure D passed. I also served on the Library Board of Trustees for many years. Now I am on the Friends of the Library Board. I tell you this only to give you my experience with the San Rafael Library.
With this experience I tell you that I would have no desire to serve on a committee that combines four oversight responsibilities. I know from experience that one committee required a lot of work, and there were times when The City and the committee did not agree with what was being done. That was our purpose—to hold the City of San Rafael accountable to what had been promised in the wording of the proposition itself.
The Friends Board will send a message signed by all members of the board but I wanted you to understand my objections, because you have been a library supporter too.
Thank you,
Glena Coleman
San Rafael
Then there's the requirement that the one committee will meet more frequently and has to produce an annual report for all four measures. And, the staff liaison will be from the Finance Dept, not from the Library.
So maybe it makes more sense to keep the Library separate, and combine the other Measures.
I finished this email...and now I'm not sure.. but I did answer the question about seeing the budget.
Phyllis
On Sunday, September 4, 2022 at 08:58:46 AM PDT, Glena Coleman wrote:
Wasn’t it written in the ballot measure that the Library Oversight Committee would see that the monies were spent on the promises within the measure? Also that the new money would not replace the money already allocated to the library from the general fund? Then the City’s contribution was based on the percentage of the general fund when the measure was passed. How can you not see a budget to oversee this promise? Our one hassle when I was on the committee was holding their feet to the fire on that issue. I would assume that the passage of those measures by the voters is law.
Sent from my iPad
On Sep 3, 2022, at 5:31 PM, Sean Prendiville wrote:
The Mayor's reply doesn't address any of your concerns Glena.
As part of the "evolution" of systems and processes, the City of San Rafael's Snapshot has this item buried in it - "City Council to Hear Resolution and Ordinance Changes to Existing City Boards and Commissions".
I'm including the PDF. Proposed changes to the duties of both the Board of Library Trustees and the Fire Commission:
Present: duty to review, comment, and recommend department operating budget Proposed: Removes this duty as it is a function of the San Rafael City Council It also says that of the five members (of the Library Trustees and Fire Commission) one may be a council member. I don't recall that being allowed before but it's been a long time since I was on the Board of Library Trustees.
But staff is adding this for both the Library Trustees and Fire Commission:
The City Council may establish compensation for members by resolution.
If this is passed by the City Council it's unlikely that the Library Board or Fire Commission will ever see another department budget. Why bother if it's not their duty to review, comment, or review the budget? Combined with the proposed changes for jumbling together the four oversight committees (which are not in this staff report) it appears that staff is making it much more difficult for citizens to have any oversight over any budget.
Sean
On Fri, Sep 2, 2022 at 6:51 PM Glena Coleman wrote:
Begin forwarded message:
From: Mayor Kate <[email protected]>
Date: September 2, 2022 at 12:45:03 PM PDT
To: Glena Coleman
Cc: Lindsay Lara <[email protected]>
Subject: Re: Combining Oversight Committees
Hi Glena - Thanks for reaching out and providing your input on this item. I’ve cc’d the city clerk so she can include your email in the public record.
I recognize it is always difficult when we try to evolve systems and processes. That is what we are suggesting here in order to provide accountability of the city and also best utilize the volunteers time and input. I believe this is the best way forward and, if we are not having the accountability or the input that we need, we can always revisit any changes.
Thanks for your years of serving City. It is very much appreciated! Warmly,
Kate
Kate Colin
Mayor, City of San Rafael
From: Glena Coleman
Sent: Thursday, September 1, 2022 6:56:16 PM
To: Mayor Kate <[email protected]>
Subject: Combining Oversight Committees
Dear Kate,
I am very concerned about the proposed combination of the four oversight committees into one committee. I served on the Measure C committee from its inception until Measure D passed. I also served on the Library Board of Trustees for many years. Now I am on the Friends of the Library Board. I tell you this only to give you my experience with the San Rafael Library.
With this experience I tell you that I would have no desire to serve on a committee that combines four oversight responsibilities. I know from experience that one committee required a lot of work, and there were times when The City and the committee did not agree with what was being done. That was our purpose—to hold the City of San Rafael accountable to what had been promised in the wording of the proposition itself.
The Friends Board will send a message signed by all members of the board but I wanted you to understand my objections, because you have been a library supporter too.
Thank you,
Glena Coleman
San Rafael