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HomeMy WebLinkAbout2020-05-06 LBOT MinutesBoard of Library Trustees Minutes: May 6, 2020 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library May 6, 2020 City Hall Council Chambers and Teleconference 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: None. 2. CHANGES OR ADDITIONS TO THE AGENDA: None. 3. PUBLIC COMMENTS: None. 4. CONSENT AGENDA MOTION: (Weremiuk/Borba, 4-0) To approve the consent agenda, with removal of 4.A. for discussion. 4. A. Meeting Minutes of March 4, 2020 This item was excluded from the consent agenda. 4. B. Library Statistics MOTION: (Weremiuk/Borba, 4-0) To accept the Library Statistics. EXCLUDED CONSENT AGENDA 4. A. Meeting Minutes of March 4, 2020 Treasurer Kelly requested that the March 4, 2020, meeting minutes be amended as follows: Remove the line “The Library Board members are open to forgiving the loan but would like a more detailed budget and a plan before approving it.” Add the line “The Foundation asked the Library Board to forgive the loan and agree to provide a more detailed budget and a plan before seeking approval.” MOTION: (Weremiuk/Borba, 4-0) To approve the March 4, 2020 minutes as amended. Treasurer Kelly requested that his advanced degrees be added to future agendas. Board of Library Trustees Minutes: May 6, 2020 2 MOTION: (Kelly/Borba, 4-0) To amend the trustee listing on the future agendas to include J.D. and M.B.A. after David Kelly’s name. 5. ADMINISTRATIVE REPORTS 5. A. Friends of the Palm Springs Library Nanci Morrison gave the report. The Friends did not meet in April due to COVID-19. They approved funds to continue Kanopy streaming service. The Annual Meeting was cancelled. They were making plans for a graduation ceremony for Career Online High School; that has been postponed for now. In February, 27 passport photos were done and the Friends made $405. In February the book sale made $2,309. They are going to have a sandwich board made to advertise the book sales. The Friends will meet by conference call for their May meeting. Treasurer Kelly said he is using Zoom for the FOPSL book club and offered help if the Board would like to meet over Zoom. Trustee Weremiuk asked for clarification on the Friends role in passports. The Friends sponsor the photo taking process and proceeds from that portion go to them. 5. B. Palm Springs Public Library Foundation David Sidley gave the report. The Foundation Board has not met since the last presentation with the Library Board. They will have a meeting in May and will be discussing the request from the Library Board. 5. C. Library Staff Hold for 7.A. 6. TREASURERS REPORT Treasurer Kelly reported the Library Trust Fund balance is $1,936,815.92. Treasurer Kelly asked why there are expenditures in the Friends of the Library account and where the money comes back to them. Director Kays said the City of Palm Springs uses this line item to pass the book sale proceeds through to the Friends, so the exact amount of money that comes in goes back out in the form of a check to the Friends of the Library. Treasurer Kelly said he does not see where it comes back as income and he would expect to see a credit on the print balance sheets by fund report. Director Kays will look into this and give a report to show the money coming in and going out. Trustee Weremiuk said if it is not possible to provide a report that shows the money going into the trust the Board would like this money handled outside of the trust. MOTION: (Weremiuk/Borba, 4-0) To accept the Treasurers report with the understanding that there will be a report at the next board meeting to discuss how the Friends money is going to be handled. 7. DISCUSSION 7. A. State of the Library since COVID-19 closure Directory Kays gave the report. The Main Library and the Welwood Murray Memorial Library closed on March 13, 2020. Staff created content for the Palm Springs Public Library YouTube channel including videos on downloading music, downloading eBooks, accessing our streaming services, and several virtual story times. The YouTube channel also includes the Prickly Pears Oral History collection, 54 interviews of notable residents done between 1986 and 1987. During the closure, the library has issued over 500 virtual library cards. The library partnered with Palm Springs Unified School District to offer middle school and high school students access to our eBook collection through the app Sora. Due to the financial crisis the operating budget for this fiscal year has been frozen and we have been asked to make significant cuts to next year’s budget, budget decisions will be made by City Council. As of April 30th a majority of the library employees have been deemed non-essential and put on two weeks of COVID leave, these employees are still employed by the City and have full benefits and accrue leave. After two weeks, the employees can chose to use vacation time or apply for unemployment. Four staff Board of Library Trustees Minutes: May 6, 2020 3 members at the Library were deemed essential and are working to cover the Library basics. Staff is answering the phones Monday through Friday, receiving deliveries, issuing virtual library cards, and assisting customers over the phone. Staff is working on creating a virtual summer reading program with the full financial support of the Friends of the Library. The plan is to have an online registration program, provide two – three books just for registering, and reward children with a pack of five paperback books when they reach their reading goal. In lieu of online programs we will have online activities for them to choose from. Staff has been working on developing reopening plans with various scenarios depending on the orders by the State, County, and City. Staff has been participating in meetings with other Library Directors throughout the State of California to develop guidelines that can be recommended to Libraries across the State. We have prepared our own stages of reopening plans and are ready to serve our community at whatever level the City deems allowable. The safety of our community is the most important factor. We are working to develop a COVID code of conduct for staff and patrons. Currently any items returned are placed in quarantine for 72 hours before being checked in. Due dates on checked out items have been extended so there is no need to return items at this time. Our digital library is open 24/7 and anyone with an existing library card or a virtual library card have access to Overdrive for e-books and e- audiobooks, Kanopy for streaming movies, New York Times Online, RB Digital for e-magazines, Freegal for downloading music, Mango Language, Job Now for job searching, and Help Now for homework help and more. Trustee Weremiuk asked about the states phases of opening and what that means for the Library. Director Kays said the Library has been thinking ahead to plan the next steps. If Libraries are included in Phase 2 and the City gives the green light the library would open for a pickup service. This would be a no contact service. In order to offer this service four staff members would be brought back in. The different stages would require different levels of staffing. One option that has been discussed is making Welwood either a cooling center or an employment center. Director Kays believes City Council will need to approve our next phases. Treasurer Kelly said the advocacy committee needs to be prepared to advocate to City Council on behalf of the Library. President McBride would like to form a committee made up of the members from Library Board, Friends of the Library, and Foundation to work with Director Kays on advocacy and funding needs of the Library. They would be able to partner together to see if they have funding or if they need to go out and raise money for the budget shortfalls. Trustee Weremiuk suggested putting in a request to the City Manager for curbside service and a request to open Welwood as an employment center. President McBride said the goal is to make sure the community knows the library is essential. President McBride appointed himself and Treasurer Kelly to the committee. They will invite one member from the Friends, and one member from the Foundation. Trustee Weremiuk suggested inviting two people from the school district. 7. B. Support by Friends, Trust Fund, and Foundation Reported in 7. A. 7. C. Memo from Trustee Kelly Treasurer Kelly reviewed the summary from the memo he sent to the Library Board. City Manager Dr. Ready joined at this time. Dr. Ready said it looks like the building project is on hold for now. Dr. Ready said the logical thing would be open the library for curbside service but that the employment center option would help people who do not have computers get benefits. Dr. Ready explained the budget decisions that City Council would be discussing in upcoming meetings. The Board discussed the logistics and concerns with opening as an employment center to give access to computers. Director Kays will prepare a proposal for Dr. Ready to present to City Council. City Manager Dr. Ready left at this time. Board of Library Trustees Minutes: May 6, 2020 4 Treasurer Kelly finished reviewing the summary from the memo he sent to the Library Board. Trustee Weremiuk asked if all the marketing money was spent and if not could we redirect it to publicize the services the library is offering during the closure. 7. D. Welwood Patio update Director Kays gave the report. There was a notice to proceed on the project; work should begin in May. 7. E. Building Committee update No update. 8. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS None. 9. ADJOURNMENT The May meeting adjourned at 7:09 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services