Loading...
HomeMy WebLinkAbout2019-07-25 LBOT MinutesBoard of Library Trustees Minutes: July 25, 2019 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library July 25, 2019 The Learning Center 1. CALL TO ORDER President McBride called the meeting to order at 2:59 p.m. 2. ROLL CALL PRESENT Craig Borba Yes Harry Courtright Yes 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; Donn Uyeno, Senior Civil Engineer. PUBLIC PRESENT: Council Member Lisa Middleton. 3. POSTING OF AGENDA: Jeannie Kays reported that the agenda was posted on the Library’s website and at City Hall on or before July 18, 2019. 4. APPROVAL OF MINUTES OF: In section 8 amended to add: Treasurer Kelly asked if at the previous meeting Director Kays had announced an amount that the Friends were donating to the library for the upcoming fiscal year . Directory Kays said the Library submitted a list of requests to Friends that totals about $200,000 and that the Friends had approved the list. The amended minutes of June 27, 2019 meeting were accepted. 5. ADDED STARTERS: None 6. PUBLIC COMMENTS: Donn Uyeno gave an update on the JC Frey building. Two architects are submitting proposals by August 15. Once the proposals are received, he will return to the Library Board for further direction. 7. TREASURER’S REPORT: Treasurer Kelly gave the report. The Print Balance Sheets by Fund is still showing the $100,000 note that should have been adjusted to reflect the $10,000 payment the Foundation has made. On the Revenue Audit Trail report, the Interest Income has not been added for the 3rd or 4th quarter yet. They are still going to follow up with the City on investment options for the endowment. The Library Trust Fund balance is $1,988,536.09. Trustee Weremiuk arrived at this time. 10. A. moved up at this time 10. A. Building Committee update and next steps Councilmember Lisa Middleton thanked Dr. Borba for joining the Library Board. Councilmembers Middleton and Holstege announced the Library Building Committee members to City Council. They are Dr. Sandra Lyon, Maria Song, Michael Hirshbein, Tracy Conrad, Ed McBride, Kathy Weremiuk, David Brinkman, Juanita Garner, Naomi Soto, and Donald Morgan. City Manager, Dr. Ready will also participate in the Committee. The Councilmembers role will be as observers and helpers but not leaders. The role of the committee is to evaluate the three options: expand/refurbish the existing Library, Block G downtown, and a partnership with College of the Desert. City Council will make the final decision. City Council is Board of Library Trustees Minutes: July 25, 2019 2 asking the Building Committee to have the evaluations ready by October. The Building Committee should report to the Library Board at the September meeting; this will give the public an additional opportunity to hear the work of the Building Committee. The City Council supports the decision to hire a consultant to help with the process. 8. REPORT FROM FOPSL LIAISON: No Report. 9. REPORT FROM LIBRARY FOUNDATION LIAISION: President McBride gave the report. Three Library Board members sit on the Foundation so one member needs to leave the Foundation so they don’t violate the Brown Act. A discussion about whether or not this violates Brown Act took place. President McBride will follow up with the City Attorney to clarify the situation. 10. LEGISLATIVE ACTION 10. E. moved up at this time 10. E. Presentation of history of renovation proposals Director Kays gave a presentation on the history of remodels and proposed remodels of the Library. The Library was built in 1975; it was part of Measure R (for recreation). At that time, the entrance was at the south side of the building. In 1977, there was a proposal to expand the parking lot near the south entrance; this project was not done. In 1985, they moved the entrance of the library to its current location. In 1989, they proposed expanding the Story Room, north side of the building, and 20,000 sq . ft. on the south side for “future use”; this project was not done. In 1995, they renovated the library with new carpet, reconfigured the shelving layout, and enclosed the west patio to become a quite reading room. In 2005, there was a proposed expansion of 25,000 sq. ft. at that time a study was done and they said the Library needed replacement of mechanical and electrical systems, fire sprinklers, reader seats, computers, community room, small meeting rooms, and more parking. This project was not done due to the downturn of the economy in 2008. In 2013, Group4 architects were hired to do a proposed renovation; they brought in a consultant to do an evaluation of the Library and had focus groups with staff and the community. When College of the Desert announced they were going to build a campus in Palm Springs this proposal was sidelined to investigate the possibility of a partnership with the college. In 2017, the City put out a request for proposals to the local architects on record. Phase one of the project included preparing drawings, secure approval from necessary committees, have community meetings, prepare technical specifications, and a final cost estimate. The Library Board of Trustees voted to pause this process until plans for a new building could be explored. 10. B. Contract extension scope of work President McBride gave the report, Library Strategies created a proposal for assisting the Board with the strategic plan implementation plan. He worked with the consultants to update the scope of work based on feedback given at the last Board meeting. Director Kays said that if the Library Board approves the contract extension it needs to go to the September City Council meeting. MOTION: (W eremiuk/Borba, 5-0) To approve the scope of work in the contract extension. Director Kays will work with Library Strategies to get the contract extension. 10. C. Contract extension funding from Trust Fund The Library Board discussed who should pay for the contract extension. The Library Strategies consultants suggested that any money that comes out of the Trust Fund for these projects should be considered a loan from the Foundation or the City. Director Kays will look into if these funds could come from Measure J. President McBride recommended the Library Board be prepared to use Trust Funds to pay for the extension with the understanding that they are also going to try to get Measure J funds to pay for it instead. Treasurer Kelly said that the consultants are doing a wonderful job and they probably Board of Library Trustees Minutes: July 25, 2019 3 recognize that we are committed to using them. Councilmember Middleton said the Council is on board with the consultants. Treasurer Kelly thinks that in the past, there were instances where we could have used Measure J funds and we missed the opportunity and that is a habit this Board needs to break. He expressed concern over the logistics and legalities of doing another loan to the Foundation. President McBride said what we are discussing today is that we are asking staff to process this extension requesting that Measure J funds that have been approved will cover the cost; but if they come back and say Measure J Funds cannot be used the Board needs to be prepared to use the Trust Fund to pay for the extension. Trustee Borba asked for clarification on the travel expenses. President McBride said in the previous contract we set a not to exceed amount. Trustee Borba said he would be more comfortable with that and would approve the motion as long as there is room for negotiation. Treasurer Kelly feels this should be covered by Measure J funds and if it is not we should get some very explicit answers as to why; Trustee Weremiuk and President McBride agree. MOTION: (Weremiuk/Borba, 5-0) To use Measure J funds for the contract extension not to exceed $62,500; if Measure J funds are not approved the money will come from the Trust Fund and the Library Board will work with the Foundation to fundraise the funds. Trustee Weremiuk suggested we request Measure J funds for the contract expenses we already paid. President McBride said his only concern is if the Building Committee needs other professional services, the Measure J funds will be gone. Treasurer Kelly and Weremiuk agree it is good to ask for the money to get a response and attempt to conserve the funds they have. MOTION: (Weremiuk/Courtright, 5-0) To be reimbursed from the Measure J planning funds for $37,000 that we expended doing the Strategic Plan. 10. D. Reimburse Trust Fund from Measure J and/or Capital Campaign for original Library Strategies contract and contract extension Reported in 10. C. 11. REPORT FROM STAFF REPRESENTATIVE Director Kays gave the report. Summer Reading Program had a record number of registrations, over 1,500. Thank you to SRP sponsors. Youth programming begins in August. Regular teen and adult programs resume in September. The library is an official cool center with Riverside County. The library is partnering with Desert AIDS Project for free rapid HIV and Hepatitis C testing. Director Kays had a “Valley Voice” article in the Desert Sun. 12. TRUSTEE COMMENTS & REQUESTS In November, the Library Board meeting will be on November 21, in December the Library Board meeting will be on December 19; both meetings will be held at the Library in The Learning Center. The Library Board welcomed Trustee Borba and invited him to share about himself. He moved here in 1986 to work for Palm Springs Unified School District; he retired in 2010 as the Assistant Superintendent of Schools. He is on the executive board of the RAP board and the Mizell Senior Center. Treasurer Kelly thanked President McBride and Trustee Weremiuk for being on the Building Committee. 13. ADJOURNMENT The July meeting adjourned at 4:56 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services