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Home My WebLink About2023-12-06 LBOT Board PacketLIBRARY BOARD OF TRUSTEES CITY OF PALM SPRINGS, CALIFORNIA www.palmspringslibrary.gov REGULAR MEETING AGENDA WEDNESDAY, DECEMBER 6, 2023 5:30 P.M. Meeting will be held in person at City Hall in the Large Conference Room. 3200 E. Tahquitz Canyon Way, Palm Springs, CA 92262. •To view/listen to the meeting live, please use the following link: https://us02web.zoom.us/j/85958290008?pwd=cUV6NDJuTndZVk1TcEtYUEdSWU dpQT09 or call 1-669-900-6833, Meeting ID: 859 5829 0008, Passcode: 090845 •Submit your public comment to the Library Board of Trustees electronically. Material may be emailed to jeannie.kays@palmspringsca.gov. Transmittal prior to the start of the meeting is required. Any correspondence received during or after the meeting will be distributed to the Board and retained for the official record. •The meeting will be recorded, and the audio file will be available from the Office of the City Clerk and will be posted on the City’s YouTube channel, as soon as practicable. TRUSTEES Craig Borba, Ed. D., Chair Juanita Garner, Vice-Chair Al Jones, Treasurer David Norgard, Trustee Deborah Schwarz, Trustee Palm Springs is an inclusive world-class city dedicated to providing excellent and responsive public services to enhance the quality of life for current and future generations. Staff representative: Jeannie Kays, Director of Library Services, Palm Springs Public Library I.CALL TO ORDER - ROLL CALL II.ACCEPTANCE OF THE AGENDA: In order to meet Brown Act requirements, items may be added to the agenda only upon decision by a majority of the Board of Directors to add the item because of a need for immediate action. This Agenda was available for public access at the City Hall exterior bulletin board (west side of Council Chamber), and City Clerk’s office on or before 5:30 p.m., November 29, 2023. A courtesy posting of this Agenda can be found on the Library’s website at www.palmspringslibrary.org. Pursuant to the Government Code Section 54957.5, the designated office for inspection of public records in connection with the public meeting of the Library Board of Trustees is the office of the City Clerk, City Hall, at 3200 East Tahquitz Canyon Way, Palm Springs, California. Acceptance of Agenda: Motion: Second: Approved: Opposed: Abstention Names(s): Library Board of Trustees, December 6, 2023, pg. 1 Library Board of Trustees Page 2 of 4 Wednesday, December 6, 2023 III.PUBLIC COMMENTS: This time has been set aside for members of the public to addressthe Library Board of Trustees on Agenda items; and items of general interest within thesubject matter within jurisdiction of the City. Although the Library Board of Trusteesvalues your comments, pursuant to the Brown Act, it generally cannot take any action onitems not listed on the posted Agenda. Three (3) minutes are assigned to each speaker. IV.CONSENT AGENDA A. Meeting Minutes of November 1, 2023 B. Library Statistics C. Donation Report Acceptance of Consent Agenda: Motion: Second: Approved: Opposed: Abstention Names(s): V.ADMINISTRATIVE REPORTS A. Friends of the Palm Springs Library B.Palm Springs Public Library Foundation C. Library Staff VI.TREASURERS REPORT Acceptance of Treasurers Report: Motion: Second: Approved: Opposed: Abstention Names(s): VII.DISCUSSION/ACTION ITEMS A. AWARENESS CAMPAIGN GRANT REQUEST BY LIBRARY FOUNDATION Motion: Second: Approved: Opposed: Abstention Names(s): B.UPDATE ON LIBRARY RENOVATION Motion: Second: Approved: Opposed: Abstention Names(s): Library Board of Trustees, December 6, 2023, pg. 2 Library Board of Trustees Page 3 of 4 Wednesday, December 6, 2023 VIII.COMMITTEE REPORTS IX.TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS X.ADJOURNMENT: The meeting of the Library Board of Trustees will adjourn to its next scheduled meeting at 5:30 p.m. on Wednesday, January 3, 2024. The Palm Springs Public Library Board of Trustees meets at 5:30 p.m. on the 1st Wednesday of every month, unless noted otherwise. THE PUBLIC IS INVITED TO PARTICIPATE COMMITTEES: STANDING: ADVOCACY BORBA BUDGET JONES/GARNER BUILDINGS BORBA/NORGARD POLICIES/BYLAWS GARNER/NORGARD AD HOC: FOUNDATION LIAISON JONES/SCHWARZ FRIENDS LIAISON BORBA/SCHWARZ MEASURE J LIAISON JONES AFFIDAVIT OF POSTING State of California ) County of Riverside ) ss. City of Palm Springs ) I, Jeannie Kays, Director of Library Services of the City of Palm Springs, California, hereby certify this Agenda was delivered to each member of the Library Board of Trustees, provided to all parties who have requested such notice, posted at City Hall before 5:30 p.m., on November 29, 2023, and posted on the City’s website as required by established policies and procedures. ____________________________ Jeannie Kays, MLIS Director of Library Services Library Board of Trustees, December 6, 2023, pg. 3 Library Board of Trustees Page 4 of 4 Wednesday, December 6, 2023 P U B L I C N O T I C E S Pursuant to G.C. Section 54957.5(b)(2) the designated office for inspection of records in connection with the meeting is the Office of the Library Director, Palm Springs Public Library, 300 S. Sunrise Way. Complete Agenda Packets are available for public inspection at: Palm Springs Public Library. Agenda and staff reports are available on the City’s website www.palmspringsca.gov. If you would like additional information on any item appearing on this agenda, please contact the Director of Library Services at (760) 322-8375. It is the intention of the City of Palm Springs to comply with the Americans With Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, If you will need special assistance beyond what is normally provided, the City will attempt to accommodate you in every reasonable manner. Please contact Lisa Brock at 760-322-8387 to inform us of your particular needs and to determine if accommodation is feasible. Please advise us at that time if you will need accommodations to attend or participate in meetings on a regular basis. Library Board of Trustees, December 6, 2023, pg. 4 Board of Library Trustees Minutes: November 1, 2023 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library November 1, 2023 City Hall Large Conference Room Teleconference via Zoom 1.CALL TO ORDER Chair Borba called the meeting to order at 5:31 p.m. ROLL CALL PRESENT Craig Borba Yes Juanita Garner Yes Al Jones Yes David Norgard Yes Deborah Schwarz Yes STAFF PRESENT: Jeannie Kays, Director of Library Services. CITY STAFF PRESENT: Julie Warren, Library Services and Public Relations Manager PUBLIC PRESENT: Kendall Balchan, Robert Engel, Zachary Stone, Bill Wiley. 2.ACCEPTANCE OF THE AGENDA: MOTION: (Norgard/Garner, 5-0) To accept the agenda. 3.PUBLIC COMMENTS: Zachary Stone. 4.CONSENT AGENDA MOTION: (Norgard/Schwarz, 5-0) To approve the consent agenda. 4. A. Meeting Minutes of October 4, 2023. 4. B. Library Statistics 4.C. Donation Report 5.ADMINISTRATIVE REPORTS 5.A. Friends of the Palm Springs Library Julie Warren gave the report. 5.B. Palm Springs Public Library Foundation Bill Wiley gave the report. 5.C. Library Staff Director Kays gave the report. 6.TREASURERS REPORT Library Board of Trustees, December 6, 2023, pg. 5 Board of Library Trustees Minutes: November 1, 2023 2 Treasurer Jones gave the report. MOTION: (Schwarz/Norgard, 5-0) To accept the Treasurer’s report. 7.DISCUSSION/ACTION ITEMS 7.A. CONSIDERATION OF COMMITTEE REPORTS EACH MONTH-STANDING COMMITTEES AND AD HOC COMMITTEE LIAISONS Agreed to add item after Section 7 each month. No vote needed. 7.B. UPDATE ON LIBRARY RENOVATION No action. 8.TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS None. 9.ADJOURNMENT The November meeting adjourned at 6:28 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services Library Board of Trustees, December 6, 2023, pg. 6 LIBRARY STATISTICS 2023 2022 %CHANGE MATERIALS CHECKED OUT 27,225 25,426 7% Print 12,943 11,898 9% Media 7,765 7,805 -1% Electronics 48 53 -9% Downloads & In-house 5,707 4,203 36% LIBRARY CARD REGISTRATIONS 234 181 29% Palm Springs Resident 134 94 43% California Resident 93 77 21% Out of State 7 10 -30% DOOR COUNT 12,412 9,684 28% DOOR COUNT (WMML)2,421 0 - COMPUTER SESSIONS 1,815 1,674 8% COMPUTER SESSIONS (WMML)372 188 98% WiFi SESSIONS 2,330 1,304 79% WiFi SESSIONS (WMML)207 161 29% PASSPORTS PROCESSED 45 43 5% PROGRAMMING PRESCHOOL In Person Programs 8 4 100% Attendance 127 53 140% Self- Directed Programs 0 0 - Self- Directed Completed 0 0 - SCHOOL AGE Programs 6 4 50% Attendance 94 109 -14% Self- Directed Programs 0 1 -100% Self- Directed Completed 0 100 -100% FAMILY Programs 2 1 100% Attendance 184 200 -8% TEEN Programs 5 7 -29% Attendance 55 52 6% Self- Directed Programs 0 2 -100% Self- Directed Completed 0 106 -100% ADULT Programs 12 7 71% Attendance 128 61 110% Virtual Programs 3 1 200% Virtual Attendance 102 9 1033% Self- Directed Programs 0 0 - Self- Directed Completed 0 0 - TOTAL Programs 33 23 43% Attendance 588 475 24% Self- Directed Programs 0 1 -100% Self- Directed Completed 0 9 -100% Virtual Programs 3 3 0% Virtual Attendance 102 206 -50% October 2023 vs. October 2022 Library Board of Trustees, December 6, 2023, pg. 7 City of Palm Springs, CA BALANCE SHEET FOR 2024 4 Report generated: 11/20/2023 10:59 User:SherylM Program ID: glbalsht Page 1 NET CHANGE ACCOUNT FUND: 151 Library Endowment Fund FOR PERIOD BALANCE ASSETS 151 10005 Operating Bank Account .00 1,838,438.83 151 10006 Cash - Fair Market Value Adj .00 -42,204.74 151 12105 Interest Receivable .00 5,010.19 TOTAL ASSETS .00 1,801,244.28 FUND BALANCE 151 29000 Fund Balance Unreserved .00 -1,790,983.33 151 29310 Revenue Control .00 -10,912.00 151 29315 Expenditure Control .00 651.05 151 29320 Budgetary FB Unreserved .00 1,681,176.24 151 29325 Estimated Revenue .00 37,000.00 151 29330 Appropriations .00 -1,718,176.24 151 29335 Encumbrance Control .00 11,330.20 151 29345 Budgetary FB Reserve for Encum .00 -11,330.20 TOTAL FUND BALANCE .00 -1,801,244.28 TOTAL LIABILITIES + FUND BALANCE .00 -1,801,244.28 ** END OF REPORT - Generated by Sheryl McMichael ** Library Board of Trustees, December 6, 2023, pg. 8 City of Palm Springs, CA ACCOUNT TRIAL BALANCE FOR FY24/OCT TO OCT Report generated: 11/20/2023 10:56 User:SherylM Program ID: glatrbal Page 1 FUND 151 ACCOUNT ACCOUNT NAME ORG BEG. BALANCE DEBITS CREDITS NET CHANGE END BALANCE PER JNL SRC EFF DATE REFERENCE 151-00-0000-000-10005- Operating Bank Account 151 1,838,438.83 151-10005 1,838,438.83 .00 .00 .00 1,838,438.83 151-00-0000-000-10006- Cash - Fair Market Value Adj 151 -42,204.74 151-10006 -42,204.74 .00 .00 .00 -42,204.74 151-00-0000-000-12105- Interest Receivable 151 5,010.19 151-12105 5,010.19 .00 .00 .00 5,010.19 151-00-0000-000-29000- Fund Balance Unreserved 151 -1,790,983.33 151-29000 -1,790,983.33 .00 .00 .00 -1,790,983.33 151-00-0000-000-29320- Budgetary FB Unreserved 151 1,681,176.24 151-29320 1,681,176.24 .00 .00 .00 1,681,176.24 151-00-0000-000-29325- Estimated Revenue 151 37,000.00 151-29325 37,000.00 .00 .00 .00 37,000.00 151-00-0000-000-29330- Appropriations 151 -1,718,176.24 151-29330 -1,718,176.24 .00 .00 .00 -1,718,176.24 151-00-0000-000-29335- Encumbrance Control 151 11,330.20 151-29335 11,330.20 .00 .00 .00 11,330.20 151-00-0000-000-29345- Budgetary FB Reserve for Encum 151 -11,330.20 151-29345 -11,330.20 .00 .00 .00 -11,330.20 TOTALS FOR FUND 151 Library Endowment Fund 10,260.95 .00 .00 .00 10,260.95 Library Board of Trustees, December 6, 2023, pg. 9 City of Palm Springs, CA ACCOUNT TRIAL BALANCE FOR FY24/OCT TO OCT Report generated: 11/20/2023 10:56 User:SherylM Program ID: glatrbal Page 2 FUND 151 ACCOUNT ACCOUNT NAME ORG BEG. BALANCE DEBITS CREDITS NET CHANGE END BALANCE PER JNL SRC EFF DATE REFERENCE REPORT TOTALS 10,260.95 .00 .00 .00 10,260.95 ** END OF REPORT - Generated by Sheryl McMichael ** Library Board of Trustees, December 6, 2023, pg. 10 City of Palm Springs, CA ACCOUNT DETAIL HISTORY FOR 2024 00 TO 2024 13 Report generated: 11/20/2023 11:02 User:SherylM Program ID: glacthst Page 1 ORG OBJECT PROJ NET LEDGER NET BUDGET YR/PR JNL EFF DATE SRC REF1 REF2 REF3 CHECK # OB AMOUNT BALANCE BALANCE 151 10005 Operating Bank Account SOY BALANCE 1,828,928.27 24/01 240105 07/06/23 APP 070623 -750.39 1,828,177.88 24/01 240352 07/25/23 CRP 35.00 1,828,212.88 24/02 240241 08/17/23 APP 081723 -590.89 1,827,621.99 24/03 240183 09/14/23 APP 091423 -60.16 1,827,561.83 24/03 240443 09/30/23 GEN Q1 INT Q1 INT ALL Q1 INT ALLOC 10,877.00 1,838,438.83 LEDGER BALANCES --- DEBITS: 1,839,840.27 CREDITS:-1,401.44 NET: 1,838,438.83 151 10006 Cash - Fair Market Value Adj SOY BALANCE -42,204.74 LEDGER BALANCES --- DEBITS:.00 CREDITS:-42,204.74 NET:-42,204.74 151 10299 Unrealized Investments SOY BALANCE .00 LEDGER BALANCES --- DEBITS:.00 CREDITS:.00 NET:.00 151 12105 Interest Receivable SOY BALANCE 5,010.19 LEDGER BALANCES --- DEBITS:5,010.19 CREDITS:.00 NET:5,010.19 151 20010 Accounts Payable Control SOY BALANCE -750.39 24/01 240105 07/06/23 APP 070623 750.39 .00 24/02 240107 08/17/23 API B 2650 -590.89 -590.89 24/02 240241 08/17/23 APP 081723 590.89 .00 24/03 240112 09/14/23 API B 2717 -60.16 -60.16 24/03 240183 09/14/23 APP 091423 60.16 .00 LEDGER BALANCES --- DEBITS:1,401.44 CREDITS:-1,401.44 NET:.00 151 29000 Fund Balance Unreserved SOY BALANCE -1,790,983.33 24/00 240002 07/01/23 SOY -1,981.25 -1,790,983.33 LEDGER BALANCES --- DEBITS:.00 CREDITS: -1,790,983.33 NET: -1,790,983.33 Library Board of Trustees, December 6, 2023, pg. 11 City of Palm Springs, CA ACCOUNT DETAIL HISTORY FOR 2024 00 TO 2024 13 Report generated: 11/20/2023 11:02 User:SherylM Program ID: glacthst Page 2 ORG OBJECT PROJ NET LEDGER NET BUDGET YR/PR JNL EFF DATE SRC REF1 REF2 REF3 CHECK # OB AMOUNT BALANCE BALANCE 151 29310 Revenue Control SOY BALANCE .00 24/01 240352 07/25/23 CRP -35.00 -35.00 24/03 240443 09/30/23 GEN Q1 INT Q1 INT ALL Q1 INT ALLOC -10,877.00 -10,912.00 LEDGER BALANCES --- DEBITS:.00 CREDITS:-10,912.00 NET:-10,912.00 151 29315 Expenditure Control SOY BALANCE .00 24/02 240107 08/17/23 API B 2650 590.89 590.89 24/03 240112 09/14/23 API B 2717 60.16 651.05 LEDGER BALANCES --- DEBITS:651.05 CREDITS:.00 NET:651.05 151 29320 Budgetary FB Unreserved SOY BALANCE .00 24/01 240469 07/01/23 BUA 2024 B 1,981.25 1,981.25 24/01 240470 07/01/23 BUC 2024 B 1,679,194.99 1,681,176.24 LEDGER BALANCES --- DEBITS: 1,681,176.24 CREDITS:.00 NET: 1,681,176.24 151 29325 Estimated Revenue SOY BALANCE .00 24/01 240470 07/01/23 BUC 2024 B 37,000.00 37,000.00 LEDGER BALANCES --- DEBITS:37,000.00 CREDITS:.00 NET:37,000.00 151 29330 Appropriations SOY BALANCE .00 24/01 240469 07/01/23 BUA 2024 B -1,981.25 -1,981.25 24/01 240470 07/01/23 BUC 2024 B -1,716,194.99 -1,718,176.24 LEDGER BALANCES --- DEBITS:.00 CREDITS: -1,718,176.24 NET: -1,718,176.24 151 29335 Encumbrance Control SOY BALANCE 1,981.25 24/00 240003 07/01/23 SOY 1,981.25 1,981.25 24/01 240149 07/31/23 POE 10,000.00 11,981.25 24/02 240107 08/17/23 POL B 2650 -590.89 11,390.36 24/03 240112 09/14/23 POL B 2717 -60.16 11,330.20 LEDGER BALANCES --- DEBITS:11,981.25 CREDITS:-651.05 NET:11,330.20 Library Board of Trustees, December 6, 2023, pg. 12 City of Palm Springs, CA ACCOUNT DETAIL HISTORY FOR 2024 00 TO 2024 13 Report generated: 11/20/2023 11:02 User:SherylM Program ID: glacthst Page 3 ORG OBJECT PROJ NET LEDGER NET BUDGET YR/PR JNL EFF DATE SRC REF1 REF2 REF3 CHECK # OB AMOUNT BALANCE BALANCE 151 29340 FB Reserve for Encumbrances SOY BALANCE .00 24/00 240002 07/01/23 SOY 1,981.25 .00 LEDGER BALANCES --- DEBITS:.00 CREDITS:.00 NET:.00 151 29345 Budgetary FB Reserve for Encum SOY BALANCE -1,981.25 24/00 240003 07/01/23 SOY -1,981.25 -1,981.25 24/01 240149 07/31/23 POE -10,000.00 -11,981.25 24/02 240107 08/17/23 POL B 2650 590.89 -11,390.36 24/03 240112 09/14/23 POL B 2717 60.16 -11,330.20 LEDGER BALANCES --- DEBITS:651.05 CREDITS:-11,981.25 NET:-11,330.20 151 36000 Interest Income REVISED BUDGET -27,000.00 24/03 240443 09/30/23 GEN Q1 INT Q1 INT ALL Q1 INT ALLOC -10,877.00 -10,877.00 LEDGER BALANCES --- DEBITS: .00 CREDITS:-10,877.00 NET:-10,877.00 151 37505 Unrestricted Donations REVISED BUDGET -10,000.00 24/01 240352 07/25/23 CRP 10110 86800 -35.00 -35.00 LEDGER BALANCES --- DEBITS:.00 CREDITS:-35.00 NET:-35.00 1514010 50202 Trust Fund Books REVISED BUDGET 21,981.25 24/02 240107 08/17/23 API 100128 24000114 41693 2011787 45.60 45.60 24/02 240107 08/17/23 API 100128 24000114 41694 2011787 119.19 164.79 24/02 240107 08/17/23 API 100128 24000114 41695 2011787 37.95 202.74 24/02 240107 08/17/23 API 100128 24000114 41696 2011787 369.90 572.64 24/02 240107 08/17/23 API 100128 24000114 41697 2011787 18.25 590.89 24/03 240112 09/14/23 API 100128 24000114 42984 2012164 60.16 651.05 LEDGER BALANCES --- DEBITS:651.05 CREDITS:.00 NET:651.05 GRAND TOTAL --- DEBITS: 3,578,362.54 CREDITS: -3,588,623.49 NET:-10,260.95 53 Records printed ** END OF REPORT - Generated by Sheryl McMichael ** Library Board of Trustees, December 6, 2023, pg. 13 ALL LIBRARY EXPENDITURE ACCOUNTS MEETING DATE 12/6/2023 Org Object Description Budgeted YTD Spent Encumbered Available Budget Percent Used 1514010 50201 Future Library Projects 19,529.25 0.00 0.00 19,529.25 0.00 1514010 50202 Trust Fund Books 21,981.25 651.05 11,330.20 10,000.00 54.51 1514010 50203 Kropitzer Trust Donation 176,665.74 0.00 0.00 176,665.74 0.00 1514010 50205 Library Foundation 500,000.00 0.00 0.00 500,000.00 0.00 1514010 50208 Library Renovation 1,000,000.00 0.00 0.00 1,000,000.00 0.00 Unallocated Funds 83,068.04 83,068.04 TOTALS 1,801,244.28 651.05 11,330.20 1,789,263.03 LIBRARY TRUST FUNDS Library Board of Trustees, December 6, 2023, pg. 14 ALL LIBRARY EXPENDITURE ACCOUNTS MEETING DATE 12/6/2023 Org Object Description Budgeted YTD Spent Encumbered Available Budget Percent Used 1004000 40000 Salaries Full Time 1,296,921.78 249,999.78 0.00 1,046,922.00 19.28 1004000 40002 Salaries Overtime 5,000.00 3,329.53 0.00 1,670.47 66.59 1004000 40010 Leave Payoffs 17,502.27 9,314.90 0.00 8,187.37 53.22 1004000 40020 Fringe Benefits 321,613.37 54,547.55 0.00 267,065.82 16.96 1004000 40045 Medical Insurance Withdrawal 4,830.00 2,250.00 0.00 2,580.00 46.58 1004000 40050 RHS Health Benefit 18,300.00 3,150.00 0.00 15,150.00 17.21 1004000 40055 PERS Retirement Cost 343,964.25 100,349.06 0.00 243,615.19 29.17 1004000 40060 PERS - POB 0.00 0.00 0.00 0.00 0.00 1004000 40065 Workers' Compensation 65,450.36 16,362.59 0.00 49,087.77 25.00 1004000 40095 Medicare Insurance 18,805.37 4,191.78 0.00 14,613.59 22.29 1004000 40100 Retiree Health Benefit 119,918.08 29,979.52 0.00 89,938.56 25.00 1004000 40105 Contractual Services 41,000.00 3,572.80 0.00 37,427.20 8.71 1004000 50005 Training Travel and Dues 14,000.00 2,063.25 0.00 11,936.75 14.74 1004000 50030 Gas and Lubrications 5,000.00 276.49 0.00 4,723.51 5.53 1004000 50031 Communications 33,491.00 2,295.73 0.00 31,195.27 6.85 1004000 50035 Materials and Supplies 453,325.00 133,432.65 169,180.77 150,711.58 66.75 1004000 50055 Insurance 115,193.83 28,798.46 0.00 86,395.37 25.00 1004000 50105 Repairs and Maint General 98,755.00 0.00 0.00 98,755.00 0.00 1004000 50117 IT Replacement 0.00 0.00 0.00 0.00 0.00 1004000 50120 Facilities Maintenance Service 237,449.89 59,362.47 0.00 178,087.42 25.00 1004000 50126 Grants Expense 44,700.10 96,955.73 6,375.78 -58,631.41 231.17 1004000 50135 Administrative Benefits 0.00 0.00 0.00 0.00 0.00 1004000 50140 Printing 20,000.00 5,757.98 0.00 14,242.02 28.79 1004000 50145 Advertising 10,475.00 2,445.40 1,350.00 6,679.60 36.23 1004000 50200 Friends of the Library 11,039.05 9,157.80 0.00 1,881.25 82.96 TOTALS 3,296,734.35 817,593.47 176,906.55 2,302,234.33 Org Object Description Budgeted YTD Spent Encumbered Available Budget Percent Used 1004005 40105 Contractual Services 111,000.00 40,251.72 0.00 70,748.28 36.26 1004005 50015 Electricity 30,000.00 11,915.97 0.00 18,084.03 39.72 1004005 50020 Water 2,500.00 367.04 0.00 2,132.96 14.68 1004005 50030 Gas and Lubrications 5,000.00 0.00 0.00 5,000.00 0.00 1004005 50031 Communications 16,000.00 0.00 0.00 16,000.00 0.00 1004005 50038 Welwood Operations 30,025.00 10,800.87 0.00 19,224.13 35.97 TOTALS 194,525.00 63,335.60 0.00 131,189.40 ALL LIBRARY EXPENDITURE ACCOUNTS WELWOOD MURRAY MEMORIAL LIBRARY Library Board of Trustees, December 6, 2023, pg. 15 DATE DONOR AMOUNT DESIGNATION 7/25/2023 ANONYMOUS DONATION 35.00$ TOTAL 35.00$ PALM SPRINGS PUBLIC LIBRARY 2023-24 DONATIONS LAST UPDATED NOVEMBER 29, 2023 Library Board of Trustees, December 6, 2023, pg. 16 Palm Springs Public Library Foundation A Proposal for Support of an Awareness Campaign November 2023 I.Background In accordance with The Foundatfon’s strategic directfon to increase awareness of its primary mission; and recognizing the City of Palm Springs selectfon of an architecture firm and allocatfon of funds for an initfal planning phase; the tfming is appropriate for the Foundatfon to hire a Public Relatfons firm to implement its Awareness Campaign. The Foundatfon believes that the Campaign is necessary to: 1.Make the public aware of and differentfate the Foundatfon from other Palm Springs Public Library (PSPL) support organizatfons, specifically The Friends of the PSPL. 2.Expand and reinforce community awareness that the renovatfon project is underway, and 3. Positfon the Foundatfon as the primary fundraiser for community donatfons to support the renovatfon project as a partner with the city. The Memorandum of Understanding between the City of Palm Springs and the Foundatfon states that the Foundatfon may request a grant from the Library Trustees for the purposes of advancing its mission to raise funds for the betterment of the Library. That proposal should include: 1. The amount of the contributfon sought; 2. A descriptfon of the actfvity, services, or goods that the contributfon will be used for; 3. A specific budget demonstratfng how the contributfon will be allocated; and 4. A descriptfon of the forecasted or antfcipated outcome of the actfvity, services, or goods for which the contributfon will be used. This proposal successfully addresses these requirements. II.Public Relations Firm Selection Process The Communicatfons Committee of the Foundatfon board solicited proposals from PR firms operatfng in the Coachella Valley. Four firms responded to our request for proposal. Of these, three were considered finalists after an analysis and scoring exercise and were subsequently interviewed. The proposal that the committee felt was superior came from Kyle & Co. Planning is underway to fine tune the specifics of the campaign. The initfal focus is on the first six months from kick-off, with an understanding that additfonal effort will be made after that tfme frame, adjusted to the impact created in those first six months. Library Board of Trustees, December 6, 2023, pg. 17 ITEM 7A III.Campaign Overview and Goals A.SCOPE of SERVICE Creatfon a of relevant, strategic, thoughtiul Awareness Campaign. Utflizatfon of a 2-pronged approach that focuses on Community Educatfon: •1ST on The Palm Springs Public Library Foundatfon (PSPLF) •2ND on The Renovatfon Project The scope includes the media and marketfng required to deliver on the Foundatfon’s goals in 2023 and 2024. B.A COMPREHENSIVE MARKETING/PUBLICITY CAMPAIGN Designed to: •Launch PSPLF Brand Awareness •Drive PSPLF Name Recognitfon •Create messaging that supports strong Brand Recall •Leverage Strong Community Support •Clearly artfculate the need for both the Foundatfon and its critfcal Mission C.KEY COMPONENTS The PSPLF brand and storyline will be created from a start-up baseline which will include Corporate Identfty, Taglines, a refined/refreshed Mission Statement, the Marketfng Plan, Strategic Development, and a website that better captures these enhanced elements: •The Creatfve Plan consists of Conceptfng, Message Management, Productfon and Executfon. •The Media Plan considers Paid and Earned Media, as well as media Alliances. •Implementatfon also includes identfficatfon of potentfal success barriers, competftfve landscape, market research, development of shared expectatfons, and creatfon of a scorecard for measurement. •Examples of media produced include, Public Service TV spots, MP4s used for streaming/ social media/web postfngs, print ads, and digital ads. •PSPLF Website and Logo enhancements will align with the Campaign. •Timing for launch would be the first weeks of January 2024. D.KYLE&CO EXPERIENCE Sample Awareness Campaigns: •Palm Springs Public Library •Aerial Tramway Library Board of Trustees, December 6, 2023, pg. 18 •Desert AIDS Project •Revivals •DRMC / Desert Care Kaiser Permanente / Eisenhower •CV market introductfon •Museum of Ancient Wonder •American Advertfsing Federatfon Sample Capital Campaigns: •Xavier College Prep •Palm Springs Air Museum •Desert Aids Project/DAP Health IV.Budget A.Retainer $11,000 B.Media $80,000 C.Creatfve (incl. Logo)$26,000 D.Website (12 mos. updates) $11,000 E.Contfngency (15%)$20,000 Total $148,000 VII.Anticipated Outcome The Palm Springs Public Library Foundatfon expects that this Awareness Campaign will achieve its goals, enhancing the Palm Springs community’s understanding of the library renovatfon project, and most importantly, that the Foundatfon is the key organizatfon in the city to drive and accept donatfons. We believe that this campaign will positfon the organizatfon to raise money from private donors, businesses and other organizatfons in the city. It will provide the Foundatfon with a platiorm to launch fundraising efforts along a broad contfnuum of varying programs and outreach. Also, this campaign will be carried out simultaneously with City of Palm Springs press releases as the architecture firm makes progress, Library newsletters and emailings updatfng the progress of the renovatfons, and other media focus on overall project developments over the first six months of 2024. Kyle & Co. will develop a scorecard to assist in measuring the effectfveness of the campaign. We believe we have conducted a thorough search for the right PR firm to carry out this important element of our fundraising strategy. Kyle & Co. has an excellent track record with these kinds of projects and we antfcipate great success collaboratfng with them. VII.Grant Request The Palm Springs Public Library Foundatfon sincerely appreciates the collaboratfon with the Library Trustees for the betterment of the Library in our community. We are mindful of your antfcipatfon of the Library Board of Trustees, December 6, 2023, pg. 19 successful completfon of the renovatfon project, and we wish to begin moving outwards to the community and set the groundwork for actfve fundraising. We therefore respectiully request a grant of $148,000 to implement our Awareness Campaign and we thank you for your consideratfon. Library Board of Trustees, December 6, 2023, pg. 20 We invite you to see for yourself why Agua Caliente Rancho Mirage was awarded Forbes prestigious star awards for the fourth straight year. There’s something EXTRAORDINARY….(PAUSE) Something LUXURIOUS, Something GLEAMING in the AGUA Experience our 4-star rated luxury hotel and Steakhouse or the lavish Sunstone Spa, which earned the highest 5-star honor. Agua Caliente Casino Rancho Mirage - Forbes Star Commercial Storyboard Plan your stay and experience something truly MESMERIZED in the Agua. YOU. SAMPLE Library Board of Trustees, December 6, 2023, pg. 21 Voiceover Talent - Mitch Ryan https://www.voices.com/profile/mitch87 Music - Waterfall https://artlist.io/song/51860/waterfall We will edit together a different portion of existing campaign track Agua Caliente Casino Rancho Mirage - Forbes Star Commercial Storyboard Library Board of Trustees, December 6, 2023, pg. 22 Library Board of Trustees, December 6, 2023, pg. 23 SAMPLE Library Board of Trustees, December 6, 2023, pg. 24