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Library staff: budget on track for midyear after encumbrances and Friends support
Summary
Library staff presented a midyear fiscal update showing salaries slightly above midyear benchmark, major book and e‑resource line items largely encumbered, and separate funding from the Friends of the Library for books and eBooks for 2025.
Kathy (Library staff) told the City of South Pasadena Library Board of Trustees on Feb. 13 that the library’s first two quarters of fiscal-year spending were generally on track and that several large line items are encumbered, which makes available balances appear low.
"We're at about 55%" of the salary subtotal six months into the fiscal year, Kathy said, adding the library expects vacancies and year-end adjustments to balance the line. She told trustees that the book materials line is largely encumbered to vendors — the packet shows encumbrances of about $81,000 against the main materials budget and an encumbrance figure of roughly $110,000 for overall book-related commitments.
Kathy said digital resources and subscriptions have been paid at differing times of year, and noted the library received Southern California Library Cooperative funds toward Kanopy. She summarized the Friends of the Library’s expected 2025 support: about $3,000 for books, $6,000 for eBooks (including consortium membership costs), and about $8,000 per year from a book endowment fund; those Friends funds are handled separately from the city operating budget.
Trustees asked whether encumbered funds were sufficient for eBook subscriptions and purchases; Kathy answered that staff who select materials manage the encumbered amounts and choose purchases to match available funds. On out-of-state library cards, Kathy said California state rules require libraries that take state funding to allow in-state residents to request service; the library does not generally offer out-of-state cards because it cannot afford that level of service.
Kathy also noted limited capital requests this year (about $1,500 requested for audiovisual improvements) and that some small building maintenance costs have been used for one-off repairs. The board received the report and did not take any budget-altering action at the meeting.
Clarifying details included the large encumbered book/vendor commitments and Friends-provided funding for 2025. Staff said part-time wages have been used more during vacancies but anticipated year-end balances would be manageable.
No vote was required; the update was an informational report to the trustees.
