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HomeMy WebLinkAbout2019-09-26 LBOT MinutesBoard of Library Trustees Minutes: September 26, 2019 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library September 26, 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; Francisco Jaime, Associate Civil Engineer; Donn Uyeno, Senior Civil Engineer. 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 September 19, 2019. 4. APPROVAL OF MINUTES OF: The minutes of July 25, 2019 meeting were accepted. 5. ADDED STARTERS: None. 6. PUBLIC COMMENTS: None. 7. TREASURER’S REPORT: Treasurer Kelly gave the report. The Library Trust Fund balance is $1,988,536.09. Director Kays passed out a handout that shows the trust funds have been rolled into the new fiscal year. They are still working to meet with the Finance Director to discuss interest income. The Print Balance Sheets by Fund is now showing the correct note balance for the Foundation loan. Trustee Weremiuk arrived at this time. 8. REPORT FROM FOPSL LIAISON: Julie Warren gave the report. The Friends will be hosting three events during modernism week: a house tour, a lecture, and an exhibit featuring mid-century modern pottery and dinnerware. There next meeting is on October 8th at 2 pm. 9. REPORT FROM LIBRARY FOUNDATION LIAISION: President McBride gave the report. The Foundation had a working session with the Library Strategies Consultants to develop at strategic/development plan. They have formed a nominating committee and have a goal of increasing their members from 12 to 24. Trustee Courtright has resigned from the Foundation and Trustee Borba has resigned as treasurer of the Foundation. 10. LEGISLATIVE ACTION 10. A. Welwood Patio revised plans Francisco Jaime from the engineering department gave the report. The comments from the January 28, 2019 meeting were used for the new plans. After being approved by the Library Board , the plans Board of Library Trustees Minutes: September 26, 2019 2 will go to the HSPB subcommittee, the City Council subcommittee, and then on to City Council to go out for bid. President McBride asked what change s have been made; the pavers and planter area are the major changes. David Volz Design has requested samples of the materials. The Library Board has approved $147,000 for this project; President McBride confirmed that the City would be providing the additional funds needed. Trustee Weremiuk said that Dr. Ready said that the trust funds would be last in. Francisco said that most likely the project would use up the entire budget but that when it came to making payments trust funds would be used last. President McBride asked for clarification on the alternate bid of $25,000; this is an alternative enclosure around the air conditioner unit. There will be new doors installed on the patio; they will be locking doors with a panic bar. At this time there is no plans to have furniture on the patio, the planter will provide seating. Trustee Weremiuk suggested an old growth olive tree to provide shade. The planting pots on the south side of the patio were eliminated from the revision. There will be lighting in the patio and along the front of the building. Trustee Borba asked about the 90 -day maintenance plan and Trustee Weremiuk suggested a one-year guarantee on the life of the plants. The plans include a planting plan for the front of the building. Francisco expects this to go out to bid in January or February, 2020 and start construction in March or April; he estimates 60 working dates for construction. He will let the Library Board know of any comments or changes HSPB request. Treasurer Kelly asked about the ADA access; these plans correct the grade coming into the patio off Palm Canyon. MOTION: (Courtright/Kelly, 5-0) To approve plans with a request for response to the comments about the tree, the security of the gates, and the one-year maintenance plan. 10. B. Building Committee update President McBride gave the report. The committee is committed to giving a report to City Council by October 23rd. The committee started with three sites to evaluate; they worked with the consultants to identify criteria to evaluate each of the sites. They have discussed the current site and Block G. In upcoming meetings, they will discuss College of the Desert, a lot on North Palm Canyon and Stevens Rd., and Agua Caliente has offered land off Dinah Shore. The community has been very involved and attending meetings. Once all sites are discussed the committee will go into deliberation and come up with their first, second, and maybe third options and why. Director Kays will then write a staff report for City Council. Treasurer Kelly asked when the committee will present to the Library Board; he would like them to present before it goes to City Council. President McBride will check with City Council and Dr. Ready to see if it is a possibility. Treasurer Kelly does not feel that the public has gotten much say in the process and thinks it needs to come to the Board for endorsement. He asked why the Library Board is not getting notified about the meetings and Director Kays said since it is not a Bo ard of Trustees meeting it’s not standard procedure to send it out. He feels out of courtesy it should have been sent because it is an issue the Board of Trustees is monitoring. President McBride thinks it will be possible to discuss it at a meeting before it goes to City Council but it will be information only but the Library Board will not be able to make any changes to the recommendation ; he will verify what role the Trustees play in the process . Treasurer Kelly again said that for the amount of time he is spending reviewing what the Committee is discussing it should come back to the Library Board for a full discussion. Trustee Courtright said the Library Board does not have a say in the recommendation; the committee reports to City Council not to the L ibrary Board. Treasurer Kelly said he does not agree with that. President McBride will take the feedback to City Council to see what they say. Treasurer Kelly said he will go back and look at his notes because he is pretty sure it was supposed to come back to the Library Board before it goes to City Council; Trustee Weremiuk agreed there was discussion about this. The City Council meets on the 23rd. The recommendation will be presented but the City Council probably won’t make a decision that day. Treasurer Kelly said that in listening to the transcripts it seems members of the committee said they would write dissents; he is concerned that the final report will include too many dissents and that will water down the report. President McBride does not remember people saying they will write Board of Library Trustees Minutes: September 26, 2019 3 dissents; he explained their process so far and the deliberation process. He believes the final report will include things to take into consideration. Treasurer Kelly is concerned that the group will not be able to reach a consensus. Trustee Weremiuk agrees the goal is to find consensus and believes the committee will be able to do it. MOTION: (Weremiuk/Courtright, 5-0) To discuss with City Council subcommittee and City Manager about the Boards’ review of the recommendation. 10. C. JC Frey Building update Donn Uyeno from the engineering department gave the report. They received two proposals and each were about $350,000. The Library Board would like this to come from Measure J funding. Director Kays said if we would like to request Measure J funds it needs to be a specific item on the agenda; if the Board approves it then a letter would go to Measure J with a formal request. Trustee Borba asked if the recommendation of the Building Committee would impact this decision. President McBride said that when this was discussed before it was decided that this building would be in use beyond a new facility so it is important to make these updates. Director Kays said she will put it on the agenda after the Building Committee Update so the Board will can discuss it after learning the Building Committees recommendation. Treasure Kelly said that no matter what the Building Committee recommends the timing will probably be so far off that we need to use the JC Frey Building in the meantime, Trustee Courtright agrees. This plan creates meeting rooms in the Library and updates the JC Frey building to make it useable space as extra meeting space and archival materials. MOTION: (Courtright/Weremiuk, 5-0) To bring back on the next agenda to request an adjustment Measure J funds authorized for this project. Treasurer Kelly asked to verify the dates for the upcoming Building Committee meetings. September 26th at 5pm at City Hall, October 3rd at 5pm at City Hall to review a site, October 7th at 6pm at City Hall for deliberations. Treasurer Kelly asked about the status of Measure J funding for the consultants. Director Kays said it will be on the next agenda so the Board can formalize a request. Treasurer Kelly asked how the consultants are being paid and Director Kays said the Trust Fund. Treasurer Kelly is concerned about the timeliness of this because when it was last discuss ed there was a sense of urgency and nothing has happened since then and that three months is a n excessive amount of time. Trustee Weremiuk asked if it is possible for President McBride to make the request from Measure J. Director Kays said that she was told it has to be on the agenda and open for public comment. 10. B. October meeting possible date change Director Kays asked if the meeting could be changed to October 31 st because she will be out of town. The Trustees would like the meeting sooner than that. Treasurer Kelly requested him and Director Kays have a phone call before the meeting to discuss how Measure J funds work. Possible dates for the meeting are October 9th or 10th. Library staff will look at room availability and let the Library Board know. The meeting on October 24th is cancelled. 11. REPORT FROM STAFF REPRESENTATIVE Halloween Party: October 22, 6:00 pm. FREE and open to all ages. Wear your costume. Library Closed Friday, October 25 for All Staff Day. Teen Advisory Group (TAG) is having their first meeting October 26. Students in grades 6-12 are encouraged to participate. PRIDE Parade, Sunday, November 3. Library will participate. Board of Library Trustees Minutes: September 26, 2019 4 Legacy Wall traveling exhibit will be at Palm Springs Library November 12-23 with many school class visits. The wall features mini-biographies of LGBTQ people throughout history. Outreach Highlights: City employee Health and Wellness Fair: September 24. National Night Out: October 1, 5-8 pm, Palm Springs Stadium. Open to the public and free. Agua Caliente College and Career Fair: October 3, 5-8 pm, Agua Caliente Resort Rancho Mirage. 12. TRUSTEE COMMENTS & REQUESTS Trustee Weremiuk will be out of town for the upcoming Building Committee meetings and asked if calling in would be ok. President McBride and Director Kays said calling in is fine or doing a proxy. 13. ADJOURNMENT The July meeting adjourned at 4:37 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services