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HomeMy WebLinkAbout2020-03-04 LBOT Minutes AmendedBoard of Library Trustees Minutes: March 4, 2020 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES AMENDED MINUTES Palm Springs Public Library March 4, 2020 City Hall Large Conference Room 1. CALL TO ORDER President McBride called the meeting to order at 5:30 p.m. ROLL CALL PRESENT Craig Borba Yes Harry Courtright No David Kelly Yes Ed McBride Yes Kathy Weremiuk Yes STAFF PRESENT: Jeannie Kays, Director of Library Services. CITY STAFF PRESENT: Julie Warren, Library Services and Public Relations Manager; Lisa Brock, Library Operations and Collection Manager. PUBLIC PRESENT: Robert Engel, David Sidley, and Juanita Garner. 2. CHANGES OR ADDITIONS TO THE AGENDA: None. 3. PUBLIC COMMENTS: None. 4. CONSENT AGENDA 4. A. Meeting Minutes of January 28, 2020 MOTION: (Weremiuk/Borba, 4-0) To approve the consent calendar with the exception of items 4.B. and 4.C. which have been pulled for further discussion. 4. B. Library Statistics Hold discussion for 7.C. 4. C. Donations to Library Going forward a document will be included in the packet with a list of donations to the Library. MOTION: (Weremiuk/Borba, 4-0) To accept item 4.C. 5. ADMINISTRATIVE REPORTS 5. A. Friends of the Palm Springs Library Julie Warren gave the report. The Friends had three events during Modernism Week. Their annual book sale is March 13-15 in the Frey building. The Friends Annual Meeting will be May 3 at Smoke Tree Ranch in Disney Hall. Board of Library Trustees Minutes: March 4, 2020 2 5. B. Palm Springs Public Library Foundation Hold report for 7.A. 5. C. Library Staff Director Kays gave the report. Palm Springs Speaks event featuring Bob Woodward is this Friday, March 6. Passports: February was the first month. Had 38 passports and 27 photos. Many interesting programs coming in March, April, May. The Library is taking precautions to stop the spread of germs. Have hand sanitizer and wipes out at service desks and public computer room. Washing children’s toys, tables, chairs, service counters, etc. We remind everyone to wash their hands. St. Theresa student exhibit of models of historic buildings around Palm Springs at the Library for a few more days. Career Online High School: 3 graduates, 10 active students, 11 openings. Teen Librarian, Sean Corbin and the library receiving the Shiny Apple Award from Palm Springs Unified School District, March 10. The award is in recognition of Sean’s service to students, with a special tour and access time when the library was closed. Drag Queen Story Hour, Tuesday March 10. ONE-PS Picnic: Saturday, March 21. Friends and Foundation participating. Desert Regional Medical Center NICU Reunion: Saturday, March 28. Library staff participating. Family Fun Fest: April 8, 10-12. PSPL Comic Con: Saturday, May 9, 10-2. 6. TREASURERS REPORT Treasurer Kelly reported the Library Trust Fund balance is $1,943,999.47. MOTION: (Borba/Kelly, 4-0) To accept the Treasurers report. 7. DISCUSSION 7. A. Library Foundation annual report The Foundation President David Sidley gave the report. In the last year, the Foundation Board has grown to 15 members and they met with consultants Library Strategies to create a 36-month development plan. They are looking to hire staff, secure office space, and doing an annual fund with a goal of raising $50,000. They still have $87,000 of the loan given to them by the Library Board. The Foundation is requesting that the Library Board considers forgiving the loan and is asking for another loan. The additional funds they are requesting would be used to hire an executive director, rent office space, and create the annual fund campaign. Amended to remove: The Library Board members are open to forgiving the loan but would like a more detailed budget and a plan before approving it. Amended to add: The Foundation asked the Library Board to forgive the loan and agree to provide a more detailed budget and a plan before seeking approval. Director Kays will schedule a meeting with the City Attorney to see if the note can be modified. The Foundation will report back to the Library Board in May. Board of Library Trustees Minutes: March 4, 2020 3 7. B. Building Committee update Director Kays gave the report. At the February 27th City Council meeting there was a staff report request for approval to proceed with conceptual planning of the Sunrise Park Master Plan and redevelopment of the Library. One part of the proposal was to amend the agreement with Library Strategies to start visioning and programming services for the Library. The second part was with Rios Clementi Hale Studios to create the Sunrise Park Plan. City Council approved amending the agreement with Library Strategies but pulled the Sunrise Park Plan to bring back at a later time. Director Kays will do a change order and submit it to the procurement department. 7. C. Library Annual Reports and Questions of Further Discussion (memo) Director Kays gave the report. The California State Library collects statistics from every library jurisdiction and compiles it online. Using the statistics available, she prepared a statistical comparison based on population. The report compared Palm Springs Public Library with nine libraries with similar populations and looked at operating expenses, print materials expenditures, staff expenditures, hours open, staff FTE, door count, circulation, reference questions, internet use, total number of programs, and program attendance. 8. ACTION ITEMS 8. A. Board agenda layout review and approval Director Kays spoke to the City Clerk about #2 on the agenda and he said that the part about posting the agenda should be an affidavit at the end of the agenda so that will be changed on the next agenda. For #3 the wording about public comments needs to be on the agenda. President McBride requested more space for writing on the agenda. Trustee Weremiuk said the minutes are too long and typically just actions taken are included. Trustee Borba suggested that when a Trustee asks for information it is included in the minutes. Treasurer Kelly disagrees he feels the more details the better. Director Kays and Trustee Borba looked at several other boards to see what they are doing and it varied widely. Treasurer Kelly suggested more detailed reports in the board packets. Trustee Weremiuk gave an example of the staff report that went to City Council as a report that should have been in the board packet to give background on 7.B. of the agenda. The Foundations and Friends should provide a written report to include in the packet. MOTION: (Kelly/Weremiuk, 4-0) To accept Board agenda layout. 8. B. Budget requests for Library Trust Fund Director Kays gave the report. The Finance Committee met to determine the requests from the Trust Fund for next fiscal year. For fiscal year 2020-2021, the library is requesting $10,000 for e-books and $250 for CPLA membership. MOTION: (Kelly/Weremiuk, 4-0) To accept the fiscal year 20-21 spending requests totaling $10,250. Board of Library Trustees Minutes: March 4, 2020 4 9. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS On the upcoming agenda: the Library Foundation will report in May, an update on work with Library Strategies. The City informed the public that the trees at Welwood would be coming down. The City decided to wait on any remodel to the Frey building until the S unrise Park Master Plan is completed. In future agendas differentiate between building committee and new library. 10. ADJOURNMENT The March meeting adjourned at 7:42 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services