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HomeMy WebLinkAbout2019-03-28 LBOT MinutesBoard of Library Trustees Minutes: March 28, 2019 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library March 28, 2019 City Hall Large Conference Room 1. CALL TO ORDER President McBride called the meeting to order at 3:00 p.m. 2. ROLL CALL PRESENT Harry Courtright No David Kelly Yes Ed McBride Yes Kathy Weremiuk Yes STAFF PRESENT: Jeannie Kays, Director of Library Services. CITY STAFF PRESENT: Lisa Brock, Library Operations and Collection Manager; Julie Warren, Library Services and Public Relations Manager. PUBLIC PRESENT: Nanci Morrison, Norman Kerewsky, David Gray, Peter Moruzzi. 3. POSTING OF AGENDA: Jeannie Kays reported that the agenda was posted on the Library’s website and at City Hall on or before March 21, 2019. 4. APPROVAL OF MINUTES OF: In section 7. Amended to add: Treasurer Kelly reported that the Library trust fund balance as of February 12, 2019 is $2,047,386.55. The amended minutes of February 28, 2019 meeting were accepted. The approval of the March 13, 2019 meeting minutes was tabled to add more information and comments to them. MOTION: (Kelly/Weremiuk, 3-0) To table the approval of the March 13, 2019 minutes. 5. ADDED STARTERS: Modify 10. B. and10. C. to action items. 6. PUBLIC COMMENTS: Norman Kerewsk y introduced himself to the Library Board. He is a 20-year resident of Palm Springs and very interested in the Strategic Plan. 7. TREASURER’S REPORT: Treasurer Kelly reported that the Library trust fund balance is $2,047,386.55. Treasure Kelly asked about meeting with the Finance Director to discuss earned interest income; Director Kays will schedule a meeting with the Finance Director to discuss this. 8. REPORT FROM FOPSL LIAISON: Nanci Morrison gave the report. The Friends will be setting up a meeting with the Foundation. The Annual Book Sale is March 29th-31st. 9. REPORT FROM LIBRARY FOUNDATION LIAISION: President McBride gave the report. The Foundation voted to bring five new members to the Board. Nanci Morrison has been added as a voting member to represent the Friends. They are planning to have a joint meeting with the Friends group with a facilitator to teach them how organizations can come together to achieve a common goal. Treasurer Kelly asked if the Foundation asks for fundraising commitments from new members. The current Foundation Board members are committed to fundraising and they would like to hire a professional to come in and help them organize a capital campaign. Once the strategic plan is finalized, they wil l start looking at what the next steps are and looking into capital campaign consultants. Board of Library Trustees Minutes: March 28, 2019 2 10. LEGISLATIVE ACTION 10. A. Welwood Patio Update Director Kays reported; a staff report went to City Council on March 6, 2019 and they approved the extension of the contract. Once the new design is done we will start working with the design company and public works to get the new drawings done. Once the new drawings are done an d the Library Board approves them they will need to go back HSPB, then it will go to City Council to go out to bid. 10. B. Strategic Plan review The Board members would like to see the redline notes to be able to easily see the changes made. President McBride is confident that the changes requested have been made. He said it is very clear in the new draft that there is no preferred end result to a building and that it includes all of the options. Director Kays felt very comfortable with the new draft as well. Trustee Weremiuk said on page two under Leadership the Friends of the Palm Springs Library should be added to the line: “…supported by the Library Foundation.” She also mentioned that the phra se “premier cultural institution” should be added to the focus section. She felt the rest of the draft mirrored her understanding of what people commented on. She would like to adopt the strategic plan and present it to City Council sub-committee. Treasurer Kelly did not receive a copy of the revised draft before the meeting so he does not feel comfortable voting at this time. Trustee Weremiuk asked if it was possible to have a special meeting before the next scheduled meeting to go over the strategic plan. President McBride said he will request a redline copy from the consultants so everyone has a chance to review them. Treasurer Kelly asked what City Council needs at this stage to move forward on this. President McBride said that City Council can have input into this and they could make changes to it. Trustee Weremiuk suggested a special meeting with the City Council sub- committee to review the strategic plan with them. Director Kays said if schedules work, it might be best to have both special meetings on the same day. Director Kays will work with City Council members to plan a special meeting. 10. C. Measure J ad hoc committee report Director Kays reported that there are two categories of money set aside and approved by Measure J: $125,294 for Library Planning and $497,789 for Library Infrastructure Phase 1. The ad hoc committee met and recommends a redistribution of funds in the following way: 1. $300,000 for Planning and feasibility study for an updated library, and 2. $323,083 for Refresh JC Frey Building a Library annex building. Refreshing the JC Frey Building would free up two rooms in the library that could then be used as study rooms and provide additional meeting spaces in the JC Frey building. David Gray from Measure J Commission said the Library Director would need to send a memorandum to Jim Gazan the Chair of the Measure J Commission and CC the sub-committee. If Measure J approved the budget allocation changes, they would then need to go City Council for approval. On the topic of a new or renovated building David Gray said we need to start looking at what funds will be requested and what years will they need to start. If a dollar amount is in mind a request needs to be made, the money needs to already be set aside before something goes out to bid. They are working on the 2020-2021 budget right now and will start working on the 2021-2022 budget in July so that they can go to City Council in May of 2020. David Gray suggested meeting with the City Council sub-committee to discuss the funding needed. Measure J probably would not do more than a 5 year plan, he said that they don’t have that much money so that if you say we need $3 million for five years he doesn’t think that would happen. A request to Measure J should come from the City Council sub-committee and the Finance Director. MOTION: (Weremiuk/Kelly, 3-0) To approve this request and ask staff to forward it to the Measure J Chair and sub-committee. Board of Library Trustees Minutes: March 28, 2019 3 10. D. Set dates for April and May meetings. Possible dates April 18 and May 30.* Treasurer Kelly asked if when we have a meeting with the City Council sub-committee if we can add future projects to the agenda. Trustee Weremiuk suggested adding four items to the agenda: 1. Presenting the Strategic Plan, 2. Current Budget including new i tems that came out of the strategic plan, 3. request for their support with reallocation of Measure J funds, 4. how much do they anticipate the City would put in for a future building project and their support for an ask to Measure J. April meeting is to be determined, Director Kays will check with the City Council members in their availability. In May we will meet on May 30th in the City Hall Large Conference Room. 10. E. Discuss joint organization meeting: Friends, Foundation, and Trustees President McBride met with the Foundation and the Friends to discuss a joint meeting. The joint meeting would be a chance for the groups to come together to be on the same page and have the same message. The Library Strategies consultants suggested doing a presentation to the boards on Friends, Foundations, and Trustees come together to work on capital campaigns and discuss a possible merger. At this time the Foundation is not interested in merging but would rather have the Friends represented on the Board. The Friends agree with the Foundation and they both agree they have different sources of funding. 11. REPORT FROM STAFF REPRESENTATIVE  Friends of the Library received a $2,500 donation from Literary Society of the Desert. It will go toward Career Online High School.  Received a $13,509.79 donation from the Claudia Hellmann Estate for the Library Trust Fund.  Family Fun Fest is April 17, 10:00 a.m. to 12:00 p.m. Every child or teen receives a free book. Many organizations will be there with games or activities for children. Palm Springs Stadium.  Spring Break Crafts: Will have crafts every day during Palm Springs Unified School District’s spring break.  Día de los niños/día de los libros (Day of the Child/Day of the Book), April 30 at 6:00 p.m. Wacko the Magician performing. Every child receives a free book.  NUSA Annual Conference: Neighborhoods USA, Palm Springs Convention Center, May 15 - 18. Jeannie Kays and Lisa Brock presenting a workshop on Career Online High School. Jeannie Kays and Eric Chiel presenting a workshop on researching your neighborhood history.  Serving with a Purpose, May 23, Ontario Convention Center. One-day conference for Library Trustees, Friends, Foundation, and the staff who support them.  Library app: The library will be m igrating to the City’s new mobile app when it goes live. 12. TRUSTEE COMMENTS & REQUESTS None. 13. ADJOURNMENT The March meeting adjourned at 5:01 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services