- E BENICIA BOARD OF LIBRARY TRUSTEES BOARD OF LIBRARY TRUSTEES AGENDA BENICIA May 13, 2025 Benicia City Hall, Council Chambers 6:30 PM 250 East L Street, Benicia, CA 9451 COURTESY ZOOM PARTICIPATION itps./us02web.zoom.us/a59802970217Pwd-CEMPGDIBEOOFATPHIPM9736xw4s0R3.1 Meeting ID: 859 6029 7021 Password: 078857 Phone: 1 900 9128 1. CALL TO ORDER 2. ROLL CALL 3. PLEDGE OF ALLEGIANCE 4. REFERENCE TO THE FUNDAMENTAL RIGHTS OF PUBLIC The fundamental rights of each member of the public can be found in the municipal code posted on the City's website and on a plaque that is posted at the entrance to this meeting per section 4.04.030 of the City of Benicia's Open Government Ordinance. 5. ADOPTION OF AGENDA 6. OPPORTUNITY FOR PUBLIC COMMENT This portion of the meeting is reserved for persons wishing to address the Board of Library Trustees on any matter not on the agenda that is within the subject jurisdiction of the Board of Library Trustees. State law prohibits the Board of Library Trustees from responding to or acting upon matters not listed on the agenda. Each Speaker has a maximum of three minutes for public comment. If others have already expressed your position, you may simply indicate that you agree with a previous speaker. If applicable, a spokesperson may present the views of your entire group. Speakers may not make personal attacks on the trustees, staff, or members of the public or make comments which are slanderous, or which may invade an individual's personal privacy. A. Public Comments B. Written 7. INFORMATION AND PRESENTATIONS 7.A VOLUNTEER AND OUTREACH RECOMMENDED ACTION: Julia Buttler will give her annual report on volunteers and outreach 1 2024 Volunteer Report - final 7.B REPORT FROM THE PRESIDENT RECOMMENDED ACTION: Carolyn Cadloni will give her monthly report 7.C REPORTIUPDATE BY LIBRARY DIRECTOR RECOMMENDED ACTION: A. Financial Report B. Update on Council Items C. Arts and Culture Commission D. Facilities, staffing, policy and programs E. Correspondence/Aricles/Other Lib Board Financials Apr 2025. 7.D LITERACY REPORT RECOMMENDED ACTION: The Board will review the April report Literacy Report 7.E REPORTS FROM BOARD LIAISONS RECOMMENDED ACTION: A. Art Gallery Liaison B. Friends Liaison C. Library Foundation Liaison D. Poet Laureate Committee Liaison E. Historical Museum/Historical Society Liaison 8. CONSENT CALENDAR 8.A MINUTES RECOMMENDED ACTION: The Board will review and vote on the minutes from the April 14, 2025 minutes April 14, 2025 Minutes - Draft 9. ACTION AND DISCUSSION 10. COMMUNICATIONS FROM STAFF AND MEMBERS 11. ADJOURNMENT 12. NEXT MEETING 12.A June 10, 2025 2 Public Participation The City of Benicia welcomes your interest and involvement in the City's legislative process. Persons wishing to address the Council, Board, Commission or Committee (CBCC) are asked to voluntarily complete a speaker request form, available at the entrance of Council Chambers, and submit it to the meeting Secretary/City Clerk. Speakers, addressing the CBCC at the time the item is considered, are requested to restrict their comments to the item as it appears on the agenda and stay within the three-minute time limit. The Brown Act does not permit the CBCC to take action on tems brought up during the Public Comment period. As a courtesy, and technology permitting, members of the public may participate remotely. Please be advised that those participating in the meeting remotely via Zoom do SO at their own risk. Meetings will not be cancelled due to technical difficulties. The meeting can also be observed on Cable T.V. Broadcast - Check with your cable provider for your local government broadcast channel, or livestream online at odhnsiaausagemdas: Americans with Disabilities Acts The City of Benicia is committed to providing meeting facilities that are accessible to persons with disabilities. Meeting materials in alternative formats, a sign language interpreter, real-time captioning, assistive listening devices or other accommodations can be requested by calling (707) 746-4200 or by emailing ApACaanisgahansais at least four working days prior to a meeting. Assistive listening devices may be obtained at the meeting. Meeting Procedures Pursuant to Government Code Section 65009, if you challenge a decision of the CBCC in court, you may be limited to the issues raised during the meeting or in written correspondence delivered to the CBCC by the meeting. You may also be limited to a ninety (90) day statute of limitations when challenging certain administrative decisions, including any final decisions regarding planning or zoning. The decision of the CBCC is final as of the date of its decision unless judicial review is initiated pursuant to Code of Civil Procedure Section 1094.5. Any such petition for judicial review is subject to the provisions of Code of Civil Procedure Section 1094.6 Public Records and Writings Received After Agenda Posting A printed version of the agenda packet for this meeting is available at the Benicia Public Library during regular working hours. To the extent feasible, the agenda packet and any writing or documents related to an agenda item for this meeting provided to the CBCC, will be made available for public inspection on the City's web page at www.c.benicia.ca.us under the heading 'Agendas and Minutes." A complete recording of each meeting is available online at dhnisacausbganias. Contact Your Council Members Voicemail for Mayor and Council Members: (707) 746-4213 Mayor Steve Young: Young@apencacaus Vice Mayor Trevor Macenski: TNacens-@dbencacaus Council Member Kari Birdseye: KBirdseye@ci.Denicia.ca.us Council Member Lionel Largaespada: LLargaespada@ci.benicia.ca.us Council Member Terry Scott: TScott@cibenicia.caus 3 Benicia Public Library Board Report Subject: 2024 - Volunteerism at Benicia Public Library Date: May 5, 2025 Prepared by: Julia Butler, Library Technician/Volunteer Coordinator Volunteer contributions remain integral to the Library's mission and operations. Volunteers enhance programming, extend staff capacity, and improve patron experiences through a wide range of services. Program Highlights SciStarter Citizen Science Training: Concluded with a volunteer-led program in April. Farmers Market Outreach (Apr-Oct): Volunteersupported library presence. Lawyer on the Line: Four volunteer attorneys served over 100 individuals; program schedule adjusted for year-round access. Book Mending: Two volunteers restored "20 items weekly using new tools and techniques. Benicia Herald Digitization: Nine volunteers advanced OCR-accessible newspaper archiving. Local Obituary Indexing: Ongoing updates aid historical and genealogical research. Tech Help: Weekly digital literacy support for 15-20 patrons/month, led by volunteer Kasumi Ketron and staff. Facilities Support: Supply closet and basement reorganized for functionality; bulk storage and digitization efforts implemented. Year-round Community Seed Library upkeep Volunteer Interest Form: Added online to streamline onboarding. Volunteer Participation In 2024, 130 volunteers contributed over 6,400 service hours: Adult Library Volunteers: 29 individuals, 1,306 hours I Estimated value: $50,424 Teen Volunteers: 30 individuals, 792.5 hours - I Estimated value: $30,598 Literacy & ESL Volunteers: 14 individuals, 1,345 hours - - Estimated value: $51,934 Friends of the Library: 69 members, 2,989 hours - Estimated value: $115,405 in addition to monetary contributions to the Library's operating budget Community Context Despite abundant local volunteer opportunities, the Library continues to attract steady interest (approx. 3 new inquiries/month), reflecting strong community regard and support. Recognition & Appreciation National Volunteer Appreciation Week was observed April 21 - 27 in 2024. The City's Volunteer Coordinators held a city-wide Volunteer Appreciation Event, on April 15, 2025 in recognition of all our many volunteers and their service to the Benicia community. A social mixer was held in the Commission Room and was followed by 4 Mayor Young and City Council's recognition and proclamation reading and ceremony honoring all of the City Department's volunteers and highlighting the elected Volunteers of the Year, Literacy & ESL Volunteer, Marj Hulin (Library), and Gale D. Martini (Benicia Police). Mayor Young was presented with a ginormous check, totaling $845,337.00, representing of the City-wide volunteers' investment in our City. Of note, the Library's volunteers account for roughly 30% of the accumulated City-wide volunteer hours. City Librarian, Jennifer Baker's remarks made to Council honoring Marj Hulin may be found at the end of this report. Additionally, personalized bookplates honoring and recognizing our Adult Library Volunteers' for their 2024 - 2025 service were created and presented to our volunteers in their respective favorite circulating titles, during National Volunteer Appreciation Week. This was a well-received treat to bestow upon our volunteers. Future Initiatives Expansion of roles in shelving, mending, and digitization. Cross-department collaboration within Library & Community Services. Exploration of shared volunteer support with BPD and Recreation. Continued inventory and organization to streamline resource use. Summary In 2024, 142 volunteers contributed 6,383 hours of service -equivalent to $246,448* in value. These efforts significantly strengthen the Library's capacity and community presence. Conclusion The dedication of Benicia Public Library volunteers is essential to our success. Their generosity exemplifies the "Believe in Benicia" spirit, especially in the face of financial and operational challenges. We remain deeply grateful for their continued support. Photographs from the Volunteer Appreciation Event held on April 15, 2025 are shared on the following pages. *$38.61 = The value of a volunteer hour in California was $38.61 in 2024, according to a report by the Independent Sector and the Do Good Institute. California volunteerism received a cost of living allowance increase of $1.29, since 2023's rate of $37.32/hour. 5 City of Benicia Volunteer Appreciation Event - April 15, 2024 A - e EXIT City of Benicia 845337 votal Volunteer Hours 21.894 - 6 a Our adfor GED classes that is published fin the Grapevine VOLUNTEER OF THE YEAR BTB THE CITY OF BENICIA - BNKA CONGRATULATES AND THANKS BENICIA GMay Hulin Faryourd dedicationt totheB Benicial Public Libraryl Literacy Program, ford demonstrating thet trues spirito ofv volunteerism andf forr makingaprofounda differencei inc our community Bille Bayat M-G- 2024 ne Bogart ESLC Conversationg group. lef to right: Cidia (Mexico). Maries Helene (Chtna), Marj (group facifitator). OE: Kyong South Xorea). Gloria (Mexica) Grancel Cindi 7 oU ARDLY ASL AWK For 0 U do, THb - Lu NTE - A UA aMIn % BENICIA PUBLICLIBRARY HONORS AND COMMENDS a JOSEPH GERANI FOR VOLUNTEERS SERVICE DURING 2014 2025 9 BATTLE 8 We are thrilled to have our Adult Literacy a Volunteer Tutor, Marj Hulin, recognized as this INRECOGNITION FOR OU TSTANDING year's Volunteer of the Year! SERIICI TO THECITY OF BENICIA Our Literacy Program Coordinator Bette Bogart TIE RON RICE: couldn't be here this evening, SO she asked me to say a few words. OLU ATCER OF TIE YEAR IW ARD, Marj joined the Library's Adult Literacy and ESL program in 2007, bringing with her a wealth of teaching experience, a deep curiosity about RONRICE BILL CASEY world cultures, and a guiding belief that VOLUNTEER 2010 FIRE e NOLINTEER POLICE e the 2023 "Learning language of one's resident country enables full engagement in society." - ARTIUR OLUSN MAYOIT OL IC OLUNTEER MARJ EVLIN IIBRAKY - Eighteen years later, she continues to be a vital 2024 part of our program. has one-on- 3A Marj provided one tutoring to over a dozen ESL and RON learners ARRANTS VOLNTEERIBR ARY - VOLUNIE LICE a facilitated conversation 012 024 groups and writing workshops for those individuals and many LARKY WHITNEY others. She has also helped to train new tutors, VOLUNTEIRFIRE 0n3 helping them to understand both the joys and challenges of working with learners Marj's enthusiasm, creativity, humor, and empathy--paired with strong organizational skills and a deep understanding of diverse learning styles- --make her an exceptional tutor and group facilitator. Bette asked me to relay that not only do her students benefit from Marj's efforts, but working with Marj is a real pleasure. Her work is both thoughtful and thorough, and she approaches every challenge with professionalism, positivity, and a collaborative spirit. Her energy, patience, and devotion to this work are deeply appreciated by the entire Community Services team. I'd personally like to add that in a time when immigrants are being vilified and their contributions devalued, volunteers and advocates like Marj play a more critical role than ever. Creating a sense of safety and worth for our immigrants is essential to building a thriving, vibrant community, stronger economy, and a society that lives up to its ideals of equity, opportunity, and justice for all. The sense of belonging and the skills learners gain in this program empower them to fully participate in education, employment, and civic life. Marj's dedication uplifts the aspirations of those striving for a better life in a new country, and we are grateful for the opportunity to honor her extraordinary service. 9 City of Benicia : Library FY 2024/25: YTD April 2025 (10/12 = 83%) FUND ACCOUNT DESCRIPTION REVISED BUDGET YTD ACTUAL AVAILABLE % USED General Fund SALARIES-FULL TIME 894,102 721,417.23 172,685 80.70 General Fund SALARIES-PART TIME 385,000 280,618.90 104,381 72.90 General Fund DEFERRED COMPENSATION 39,724 20,096.91 19,627 50.60 General Fund EDUCATION PAY 9,000 2,416.67 6,583 26.90 General Fund LONGEVITY PAY 55,319 30,154.63 25,164 54.50 General Fund LEAVE ALLOWANCE 41,200 41,183.46 17 100.00 General Fund OVERTIME U 337.32 -337 100.00 General Fund HEALTH INSURANCE 187,022 114,038.38 72,984 61.00 General Fund DENTAL INSURANCE 20,278 13,461.66 6,816 66.40 General Fund VISION INSURANCE 2,704 2,170.84 533 80.30 General Fund LIFE NSURANCE 845 748.38 97 88.60 General Fund PERS-EMPLOYER 101,259 98,205.35 3,054 97.00 General Fund PERS-UAL 181,803 181,802.16 1 100.00 General Fund PARS 2,884 2,875.85 8 99.70 General Fund MEDICARE 13,058 16,126.13 -3,068 123.50 General Fund MISC PENSIONS OBLIGATION BOND 28,320 21,240.00 7,080 75.00 General Fund VACANCY FACTOR -66,130 0.00 -66,130 0.00 General Fund CONTRACT SERVICES 135,000 113,074.94 21,925 83.80 General Fund GENERAL MAINTENANCE SERVICE 3,000 1,758.99 1,241 58.60 General Fund PROFESSIONAL SERVICES 35,500 16,601.50 100.00 General Fund CONFERENCE/TRAINING/MEETING 5,000 5,000.00 0 100.00 General Fund PERMITS AND FEES 0 22.77 -23 100.00 General Fund SOFTWARE AS A SERVICE 17,500 16,793.58 706 96.00 General Fund COMPUTER MAINTENANCE 4,250 1,155.36 3,095 27.20 General Fund LIBRARY MATERIALS 130,000 129,583.92 416 99.70 General Fund MOMESAPDUEPURCAPTON 1,500 1,500.00 0 100.00 General Fund PCARD PROCESSING DEFAULT U -371.50 372 100.00 General Fund NONCAPITALIZED EQUIPMENT 6,500 577.14 5,923 8.90 General Fund OFFICE SUPPLIES 27,000 16,904.10 10,096 62.60 General Fund POSTAGE 3,500 2,069.88 1,430 59.10 General Fund TRAVEL. AND MEALS 1,000 896.78 103 89.70 General Fund TELEPHONE 6,750 6,111.30 639 90.50 General Fund LIABILITY INSURANCE 27,800 28,273.71 -474 101.70 General Fund WORKERS COMPENSATION 33,485 0.00 33,485 0.00 General Fund FURNISHINGS & FIXTURES 29,000 515.63 28,484 1.80 Grants SALARIES-FULL TIME 53,964 41,632.72 12,331 77.10 Grants SALARIES-PART TIME 48,400 0.00 48,400 0.00 Grants DEFERRED COMPENSATION 210 175.50 35 83.60 Grants HEALTH INSURANCE 20,559 0.00 20,559 0.00 Grants DENTAL INSURANCE 1,706 513.42 1,193 30.10 Grants VISION INSURANCE 187 166.34 21 89.00 Grants LIFE INSURANCE 39 60.65 -22 155.50 Grants PERS-EMPLOYER 5,930 4,592.12 1,338 77.40 Grants PERS-UAL 10,882 10,881.38 1 100.00 10 Grants MEDICARE 765 603.64 161 78.90 Grants VACANCY FACTOR -2,420 0.00 -2,420 0.00 Grants ADVERTISING 500 0.00 500 0.00 Grants CONTRACT SERVICES 5,000 875.00 4,125 17.50 Grants CONFERENCE/TRAINING/MEETING 1,000 0.00 1,000 0.00 Grants LIBRARY MATERIALS 22,449 3,071.75 19,377 13.70 Grants OFFICE SUPPLIES 4,000 694.31 3,306 17.40 Grants TRAVEL. AND MEALS 500 0.00 500 0.00 Grants WORKERS COMPENSATION 956 0.00 956 0.00 Grants FURNISHINGS & FIXTURES 0 19,273.61 -19,274 100.00 FOL & Donations SALARIES-FULL TIME 11,950 574.66 11,375 4.80 FOL & Donations SALARIES-PART TIME 15,000 20,437.70 -5,438 136.30 FOL & Donations DEFFERED COMPENSATION 46 0.00 46 0.00 FOL & Donations OVERTIME U 45.24 -45 100.00 FOL & Donations HEALTH INSURANCE 4,553 0.00 4,553 0.00 FOL & Donations DENTAL INSURANCE 378 7.08 371 1.90 FOL & Donations VISION INSURANCE 41 2.30 39 5.60 FOL & Donations LIFE INSURANCE 9 0.84 8 9.30 FOL & Donations PERS-EMPLOYER 1,313 63.38 1,250 4.80 FOL & Donations PERS-UAL 2,410 2,409.51 100.00 FOL & Donations PARS 0 266.30 -266 100.00 FOL & Donations MEDICARE 169 305.33 -136 180.70 FOL & Donations VACANCY FACTOR -750 0.00 -750 0.00 FOL & Donations CONTRACT SERVICES 12,500 8,403.83 4,096 67.20 FOL & Donations LIBRARY MATERIALS 39,000 7,045.13 31,955 18.10 FOL & Donations OFFICE SUPPLIES 3,500 3,202.52 297 91.50 FOL & Donations WORKERS COMPENSATION 471 0.00 471 0.00 Expense Totals 2,537,800 1,950,629 567,317 76.86 11 N Benicia Public Library Adult Literacy & ESL Program Literacy Update for Library Board April 2025 As our country continued to face challenges, we have kept building our support systems and programs for our learners and volunteers. April showers have brought May flowers, and as our gardens bloom, several of our students have blossomed! While attendance in our GED classes remained stable. ESL class attendance remained lower, but those who came to class were very productive. We did welcome a few new learners. Also on the up side, one of our GED students earned his diploma, one of our volunteer tutors won a shared City of Benicia Volunteer of the Year Award, and an ESL learner was nominated for an OTAN Students Succeed Award! GED Classes and Resume Writing Sessions: Paula continued to teach four to five GED students, and a few Resume Writing students. GED class starting time on Fridays and Saturdays was changed from 9:00 am to 9:30 am. beginning in April. GED student Jaden Yanez passed all the GED final tests and earned his diploma! He will be honored at the BPL/BUSD graduation ceremony on June 18th. Two other GED students got close to being ready to take their final tests. Sue Reynolds and Erica Dudley from BUSD, three of their teachers, Jennifer, Paula and I, planned to meet for our monthly touch base. Sue continued to register our new learners and administer assessments. ESL Class:New ESL learners included John San Diego from the Philippines and Minday from China, whose sister Hibby, a past student, recommended our class. Shameeda from India, moved to Tampa Florida where her husband found a good job, while her sisters Hameeda and Nasheeda, remained here. Their English skills increased remarkably, even though they had taken some time off. Arun returned from Mexico and his business there, and signed up for the ALLI leadership program. Fatemeh from Iran also signed up for ALLI. Maria, Fanny, Fatemeh, Hayday, Hibby and Pathittha continued meeting with their tutors. We studied about Easter and Earth Day. Tutoring: Thank you to our volunteer tutors for the one-to-one meetings they continued to hold with our ESL learners. nominated Marj Hulin for the City of Benicia Volunteer of the Year Award. Marj and a police department volunteer were tied for the award, sO we had two winners! Thank you to Jennifer Baker who gave the award to Marj in my absence at the ceremony at City Hall on April 15th. In preparation for our next tutor training, I looked into using the comprehensive CLLS tutor training. Literacy Office: Our Director, Jennifer, kept all staff up to date on how to handle any possible attempted visits from I.C.E. She also shared an excellent letter written by the Napa Main Library Director to the CAI legislature about the impact of funding cuts on CA libraries. I continued to tutor Lanzhen from China once a week, and met with tutors Carole, Abbie, Margie. Rami Muth ofthe Benicia Friendship Club came by the office with a wonderful opportunity for one of our GED students to apply for a $500 grant. I passed it on to Paula. Amber caught a big lizard in my office! 150 East L Street & Benicia, CA 94510-3281 & 707-746-4341 & FAX: 707.747.8122 wwbencalbayoplleng $2 F E EET D a EF ELE B NKN Top row: Marj Hulin at Volunteer Recognition Ceremony, Hameeda and Shameeda Second row: Hibby and Minday (from China), 3rd triplet Nasheeda, and Jaden (Philippines). Last picture: Rami Muth MINUTES OF THE BOARD OF LIBRARY TRUSTEES REGULAR MEETING - - April 14, 2025 BENICIA. City Council Chambers, City Hall, 250 East L Street, complete proceedings of which are recorded. These are action minutes; a full video is available online at wwdlbenclncausagenea 1. CALL TO ORDER President Carolyn Cadloni called the meeting to order at 6:30 p.m. 2. ROLL CALL Present: Todd Hickey, trustee Lois Kazakoff, secretary Eric Ruchames, trustee Ruth Workman, trustee Carolyn Cadloni, president Staff Present: Jennifer Baker, city librarian Helaine Bowles Absent: 3. PLEDGE OF ALLEGIANCE 4. REFERENCE TO THE FUNDAMENTAL RIGHTS 5. ADOPTION OF THE AGENDA On a motion of Secretary Kazakoff, seconded by Trustee Workman, the board approved the Adoption of the Agenda, as presented, on a roll call by the following vote: Ayes: Trustees Cadloni, Hickey, Kazakoff, Ruchames and Workman Noes: None 6. OPPORTUNITY FOR PUBLIC COMMENT None 7. INFORMATION AND PRESENTATIONS A. The terms of three of the five trustees are expiring. Applications are due at 8 a.m. on May 12. B. City Librarian Jennifer Baker said the City Council has extended the contract with the architects working on the library basement remodel to complete the proposal. C. The city is looking at allocating funds to replace library lighting, buy new tables and buy armchairs with wheels. 14 The City Council will vote in May or June to reorganize the smaller library staff and reclassify some jobs. The librarian is looking at reducing library hours by five hours as a result of the reduction of staff. The State Library told California librarians that the federal government is cutting federal library funds immediately. D. President Cadloni said the Art Gallery Committee has asked three possible artists to show their work in the gallery in 2026. Secretary Kazakoff said the Friends of the Benicia Library have received a $10,000 anonymous donation. The Friends board asked to be copied if the Library Board prepares a resolution condemning the reduction of federal library funds. Trustee Ruchames reported that the Poet Laureate program has events May 5 and May 14. He will not apply to serve a new term as a trustee SO he will not be able to begin the process of selecting the next Benicia Poet Laureate in July. Trustee Workman said the Benicia Historical Society will hold its annual home tour fundraiser on May 10. The Museum of History Benicia has closed its downtown building. The board president and vice president are leaving. 8. CONSENT CALENDAR On a motion by Trustee Hickey, seconded by Trustee Ruchames, the board unanimously approved the Consent Calendar, as presented, on a roll call by the following vote: Ayes: Trustees Cadloni, Hickey, Kazakoff, Ruchames and Workman Noes: None 9. ACTION AND DISCUSSION A. To celebrate, National Library Week, the library is sponsoring an art contest on the theme of "Drawn to the Library. 1 Submissions will be accepted through May 2. President Cadloni and Secretary Kazakoff will judge the submissions in four age categories. 10. BOARD MEMBER COMMENTS AND STAFF ANNOUNCEMENTS None 11. ADJOURN 7:09 p.m. 12. NEXT MEETING May 13, 2025 15