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HomeMy WebLinkAbout2019-05-30 LBOT Minutes AmendedBoard of Library Trustees Minutes: May 30, 2019 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES AMENDED MINUTES Palm Springs Public Library May 30, 2019 The Learning Center 1. CALL TO ORDER President McBride called the meeting to order at 3:00 p.m. 2. ROLL CALL PRESENT Harry Courtright Yes David Kelly Yes Ed McBride Yes Kathy Weremiuk Yes (Vacant) 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; Donn Uyeno, Senior Civil Engineer; Joel Montalvo, Assistant Director of Engineering. PUBLIC PRESENT: None. 3. POSTING OF AGENDA: Jeannie Kays reported that the agenda was posted on the Library’s website and at City Hall on or before May 23, 2019. 4. APPROVAL OF MINUTES OF: The minutes of the April 18, 2019 and April 29, 2019 meetings were accepted. Treasurer Kelly abstained from the April 29, 2019 approval. 5. ADDED STARTERS: 10. F. JC Frey Building 6. PUBLIC COMMENTS: None 7. TREASURER’S REPORT: Treasurer Kelly reported that the Library trust fund balance is $2,060,823.99. Treasure Kelly is still working with Director Kays to schedule a meeting with the Finance Director to discuss earned interest income. 8. REPORT FROM FOPSL LIAISON: Director Kays gave the report. The Friends will have a book sale on July 13th from 10am to 4pm in the Frey Building. 9. REPORT FROM LIBRARY FOUNDATION LIAISION: President McBride gave the report. The Foundation is looking to have a Modernism fundraiser event during the October Modernism Preview. They are still recruiting Board Members. 10. LEGISLATIVE ACTION 10. D. moved up at this time. Board of Library Trustees Minutes: May 30, 2019 2 10. D. Welwood Patio Update City Council approved extending the design contract so David Volz Design is working on the revised plans. They expect to receive the revised plans in July. The plans will then come back to the Library Board and then to Ken Lyon to be signed off. 10. F. moved up at this time. 10. F. JC Frey Building Donn Uyeno discussed the project with Marcus Fuller and they agreed that one of the City’s on - call architects could handle this project. This will speed up the project and save money. The first step is developing a scope for the project. Director Kays will schedule a meeting so the engineers can come to the Library to look at the space. Joel Montalvo said the more defined we are with the scope the better, this will save time and money for the architect. The current building committee will work with Director Kays to create the scope. 10. C. moved up at this time. 10. C. Measure J meeting May 23, 2019 update and discussion At the joint meeting between Measure J and City Council, they listed their priorities for this year’s budget. The Library was priority number three and they set aside $1.3 million for the Library. 10. A. Strategic Plan: Implementation One of the first steps is forming the Building Committee. Councilmember Middleton and Councilmember Holstege want to be on the committee. President McBride suggested we look at the people who were invited to the Strategic Plan Retreat and see if some of th em might be right for the committee. Trustee Weremiuk suggested Leo Marmol be involved. Director Kays suggested the committee be made up of a core group of people and, if needed, invite more people for certain tasks. Treasurer Kelly asked what the goals of the building committee are and what authority they have. [Amended] Treasurer Kelly had asked the consultants during the March meeting what the role of finance people, specifically fundraisers should be on the Building Committee. The consultants said that they did not recommend having fundraisers on the Building Committee but the committee could collaborate with the fundraisers. Trustee Courtright asked who is going to appoint the committee. The Strategic Plan says that the City will define the rules and responsibilities and appoint the committee. There was a discussion about whether this meant City staff or City Council. President McBride suggested the Board creates a list of people they recommend for the committee and give that to City Council to review. President McBride will share his list with the other Board Members and they can add, edit, or revise. He will then send the list to Director Kays and she will send it to the Library City Council Subcommittee. Trustee Weremiuk suggested set meeting times for the Committee. Donn Uyeno recommended including a technical person on the committee. Toni Garvey came out and worked with Library staff on the implementation plan for part two of the strategic plan. Staff made task lists and timelines for completing the goals outlined in the strategic plan. Director Kays said that the next step would be to work on the implementation plan for part one of the strategic plan. Any work with the consultants would be through email or phone calls. President McBride will reach out to the consultants and ask for their recommendations for implementation of part one. Trustee Weremiuk suggested we allocate money now so that process can move forward and the consultants could possibly attend the next Board meeting. Director Kays said it is an easy process to extend their contract if needed. The Library Board still has money allocated to the strategic plan so President McBride will reach out to the consultants to see what is needed to move forward. A motion was made but after further discussion, it was withdrawn. Board of Library Trustees Minutes: May 30, 2019 3 10. B. Library Budget update and discussion City Council will be discussing the budget on June 5, 2019. The part -time position for passports is still in the budget. Trustee Weremiuk asked about global entry. 10. E. Joint Organization Meeting – Trustees, Friends, Foundation Postpone for now; possibly have a joint meeting in September. 11. REPORT FROM STAFF REPRESENTATIVE The Library hosted the 5th annual Palm Springs Library Comic Con® May 11, 2019 from 10-4. The event was well received with 800 attendees. Summer Reading Program runs June 10-July 18. We are always looking for volunteers to help with registrations and our events. Library Strategies consultant assisted staff on developing a Strategic Plan implementation schedule. Consultants will then develop a timeline that we can further fine-tune. City Council May 22 “received and filed” our Library Strategic Plan. There was a discussion that there needs to be a building committee. Lisa Middleton and Christy Holstege both volunteered to serve. Director Kays is speaking at Widows or Widowers Club in June at Mizell Senior Center. Her topic is on library services available to the community. 12. TRUSTEE COMMENTS & REQUESTS Treasurer Kelly asked if we have had any further collaboration with the contacts made at the Strategic Plan retreat. This was brought up in the strategic plan implementation plan and will be one of the first priorities. We have spoken to The Center about collaborating. For summer reading, we gave a flyer to every student and we did outreach at several schools. There was a discussion about district elections and candidates. President McBride went to Serving with a Purpose; the State Librarian was the keynote speaker. 13. ADJOURNMENT The May meeting adjourned at 4:29 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services