TO: Board of Supervisors
FROM: Anthony Halstead - Director of Library Services and Community Outreach
REPORT BY: Anthony Halstead - Director of Library Services and Community Outreach
SUBJECT: Approve and authorize Agreement No. 260226B between County, Court and Law Library Trustees
RECOMMENDATION
title
Approve and authorize Agreement No. 260226B and establish a new Division within the Napa County Library Fund to administer the Napa County Law Library; approve the transfer of the balance of funds currently in the Agency Fund to the Library Fund; and approve a Budget Amendment to increase appropriations for the new Division for Fiscal Year 2025-26. (Fiscal Impact: $150,000 Expense; Library Fund; Not Budgeted; Discretionary)
[4/5 vote required]
body
BACKGROUND
The Napa County Law Library Trust Fund receives a specific portion of certain court civil filing fees. This figure is determined by the State of California. These funds are deposited by the State to the Law Library Trust Fund on a monthly basis, which is administered by the Court. Expenses are currently paid by the Court from the Law Library Trust fund using these funds. The Court pays for law library staffing and legal materials with court funds. Per the Court-County Memorandum of Understanding (MOU), the County transfers $22,000 annually back to the Court to cover a portion of the staffing costs. An additional $3,000 funds the Court’s cost to support the law library’s facility. Law Library staffing costs paid by the Court above the $22,000 are reimbursed to the court from the Law Library Trust Fund.
In discussions with the Courts, it has been determined that these funds would be better accounted for if they were overseen by the Napa County Library as part of the County Library Fund. The fees, other funding resources, services and staffing would remain the same. This will provide better transparency of the Law Library activity, including all revenues and costs, as well as provide proper budgetary controls and reporting. In addition, the change will allow the County Library to assign staff to the Law Library and pay for these hours directly from this Division.
This action will eliminate the Trust (Agency) Fund, creating a new operational Library Division within the County Library Fund that will allow the County to receive funding and pay expenses directly as a County entity. The Auditor-Controller will close the Agency Fund and transfer any remaining cash balance (approximately $246,000) to the new Library Division, with restriction on use of the funds for the Law Library Trust purposes only.
The County General Fund will continue to contribute $25,000 annually to support a portion of the Law Library staffing ($22,000), and the Court to support the Law Library facility ($3,000). These funds will now be contributed from the County General Fund to the County Library - Law Library Trust division to be disbursed to pay for these services directly.
This new Division will require appropriation authority to pay for staffing, books, electronic resources, and supplies for total of $150,000 annually.
Requested action:
1. Approve and authorize Agreement No. 260226B with the effective date of July 1st, 2025;
2. Approve and authorize the establishment of a new Division (20210) within the Napa County Library Fund (2020) to administer the Napa County Law Library Trust transactions directly;
3. Approval of a Budget Amendment to establish appropriations for the Fiscal Year 2025-2026 in the amount of $150,000 for the new Division (20210), Law Library Trust, with use of fund balance. Increase Napa Library, division (20200) appropriations, Extra Help (Account 51110) $64,000, offset by an Intrafund Transfer-In of the same amount from Law Library Trust.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
No |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
This change will update the MOU between the County and Courts and streamline payment and accounting processes for the Law Library. |
|
Is the general fund affected? |
No |
|
Future fiscal impact: |
Each year the Library will establish a budget for the Law Library activity in this new Division. |
|
Consequences if not approved: |
Napa County Law Library Trust Fund will remain under County Court; Napa County will not be able to staff Law Library using Trust funds. |
|
Additional Information: |
Strategic Initiative: Elevate County Service and Workforce Excellence |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.