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Home My WebLink About2022-10-19 LBOT Board PacketLIBRARY BOARD OF TRUSTEES CITY OF PALM SPRINGS, CALIFORNIA www.palmspringslibrary.gov REGULAR MEETING AGENDA WEDNESDAY, OCTOBER 19, 2022 5:30 P.M. Pursuant to Assembly Bill 361, this meeting will be conducted by teleconference and there will be no in-person public access to the meeting location. •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. •You may provide telephonic comments by calling the Library Director at (760) 322- 8375 to be added to the public comment queue. At the appropriate time, a staff member will call you so that you may provide your public testimony to the Board. •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 Ed McBride, Trustee David Norgard, 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., October 12, 2022. 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. Library Board of Trustees, October 19, 2022, pg. 1 Acceptance of Agenda: Motion: Second: Approved: Opposed: Abstention Names(s): 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 September 7, 2022 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.DISCUSSION OF MEMORANDUM OF UNDERSTANDING BETWEEN TRUSTEES AND FOUNDATION-REPORT OF MEETING WITH CITY ATTORNEY BY BORBA/MCBRIDE Motion: Second: Approved: Opposed: Abstention Names(s): Library Board of Trustees, October 19, 2022, pg. 2 B.INFRASTRUCTURE GRANT AWARD: DISCUSSION OF LIBRARY RENOVATION SCOPE OF WORK, PRESENTATION OF ITEMS FUNDED AND NOT FUNDED-DIRECTOR KAYS Motion: Second: Approved: Opposed: Abstention Names(s): C.JC FREY BUILDING RENOVATION DISCUSSION Motion: Second: Approved: Opposed: Abstention Names(s): D.APPROVAL OF LIBRARY ANNUAL REPORT Motion: Second: Approved: Opposed: Abstention Names(s): VIII.TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS IX.ADJOURNMENT: The meeting of the Library Board of Trustees will adjourn to its next scheduled meeting virtually on Zoom at 5:30 p.m. on Wednesday, November 9, 2022. The Palm Springs Public Library Board of Trustees meets via Zoom at 5:30 p.m. on the 1st Wednesday of every month, unless noted otherwise. THE PUBLIC IS INVITED TO PARTICIPATE COMMITTEES: STANDING: ADVOCACY MCBRIDE/BORBA BUDGET JONES/GARNER BUILDINGS BORBA/NORGARD POLICIES/BYLAWS GARNER/NORGARD AD HOC: FOUNDATION LIAISON JONES/MCBRIDE FRIENDS LIAISON BORBA MEASURE J LIAISON JONES Library Board of Trustees, October 19, 2022, pg. 3 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 October 12, 2022, and posted on the City’s website as required by established policies and procedures. ____________________________ Jeannie Kays, MLIS Director of Library Services 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, October 19, 2022, pg. 4 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library September 7, 2022 Teleconference via Zoom 1.CALL TO ORDER Chair McBride called the meeting to order at 5:30 p.m. ROLL CALL PRESENT Craig Borba Yes Juanita Garner Yes Al Jones No Ed McBride Yes David Norgard Yes STAFF PRESENT: Jeannie Kays, Director of Library Services. CITY STAFF PRESENT: Julie Warren, Library Services and Public Relations Manager. PUBLIC PRESENT: Robert Engel, David Sidley, Bill Wiley. 2.ACCEPTANCE OF THE AGENDA: MOTION: (Borba/Norgard, 4-0) To accept the agenda. 3.PUBLIC COMMENTS: None. 4. CONSENT AGENDA MOTION: (Borba/Garner, 4-0) To approve the consent agenda. 4. A. Meeting Minutes of July 13, 2022 4. B. Library Statistics 4. C. Donation Report 5. ADMINISTRATIVE REPORTS 5. A. Friends of the Palm Springs Library Julie Warren gave the report. The Friends elected Gary Maehara as Vice President and assigned committees. The Friends are starting to plan for 2023 Modernism Week; they are planning on hosting at least one house tour. Their Annual Meeting will be on Sunday, April 23, 2023. 5. B. Palm Springs Public Library Foundation David Sidley gave the report. The Foundation has five new Board members starting in September. They approved $10,000 for the Hotspot program at the Library. 5. C. Library Staff Two new Library Assistants starting mid-September. Library Board of Trustees, October 19, 2022, pg. 5 Resuming full operating hours week of September 19, 2022. Hours will be: Monday: 10 am-6 pm Tuesday: 10 am -8 pm Wednesday: 10 am -8 pm Thursday: 10 am -6 pm Friday: 10 am -5 pm Saturday: 10 am -5 pm Will also expand passport appointment availability once new Library Assistants get licensed. Zip Books coming back using Friends-sponsored funds, until we know more about California State Library grant application status. New rules: Only five items at a time. No longer supporting the purchase of audio books as we have struggled to find viable copies in the right format. New Teen Program: Life Skills. Includes sessions by US Bank and City of Palm Springs Human Resources. See website pslibrary.org for details and dates. New Tween Programs: Typically 4th Thursday of the month. See website for details and dates. Virtual Author Series: Multiple authors each month. September: Bestselling author and Internationally Renowned Educational Psychologist Dr. Michele Borba, NY Times Bestselling Author Simon Winchester, and Pulitzer Prize Finalist and PEN/Faulkner Award Winner Hernan Diaz. See website for details and dates. You can view the recorded events after the event. City Manager Justin Clifton’s last day in the office was September 1, 2022. Teresa Gallavan is Interim City Manager. 6. TREASURERS REPORT Director Kays gave the report. The City has not closed out the previous fiscal year or balanced the accounts fully. The trust fund balance being reported is $1,864,384.90. 7.DISCUSSION/ACTION ITEMS 7. A. Election of the Library Board of Trustees Chairperson and Vice Chairperson The ad hoc committee represented by Trustee Norgard nominated Craig Borba as Chairperson and Juanita Garner as Vice Chairperson. There were no objections and no other nominations so both positions were elected by unanimous consent. MOTION: (Norgard/McBride, 4-0) To accept the election with Craig Borba elected to the office of Chair and Juanita Garner elected to the office of Vice Chair. Chair Borba took over the meeting at this time. 7.B. Appointment of Library Board of Trustees Treasurer Chair Borba appointed Al Jones to Treasurer of the Library Board of Trustees. MOTION: (McBride/Garner, 4-0) To accept the appointment of Al Jones to Treasurer. 7. C. Trustee Consideration of and Volunteer for Committee Assignments Standing committees: Advocacy: Craig Borba, Ed McBride Budget: Al Jones, Juanita Garner Buildings: Craig Borba, David Norgard Library Board of Trustees, October 19, 2022, pg. 6 Policies/Bylaws: Juanita Garner, David Norgard Ad hoc committees: Foundation Liaison: Al Jones, Ed McBride Friends Liaison: Craig Borba Measure J Liaison: Al Jones 7. D. Discuss Library Foundation Request for Funds David Sidley gave the report. The Foundation submitted a response to the Library Board memo from July. The next step is to work on a memorandum of understanding between the Library Board and the Foundation. Director Kays will set up a meeting with Chair Borba, Trustee McBride, and the City Attorney. 8.TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS Director Kays thanked Trustee McBride for his service on the Library Board. 9. ADJOURNMENT The September meeting adjourned at 6:23 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services Library Board of Trustees, October 19, 2022, pg. 7 LIBRARY STATISTICS Aug-22 Aug-21 %CHANGE MATERIALS CHECKED OUT 24,299 25,886 -6% Print 11,055 11,633 -5% Media 7,729 7,977 -3% Electronics 83 23 261% Downloads & In-house 5,432 6,253 -13% LIBRARY CARD REGISTRATIONS 188 165 14% Palm Springs Resident 116 99 17% California Resident 68 65 5% Out of State 4 1 300% DOOR COUNT 8,803 8,084 9% DOOR COUNT (WMML)1,764 1,337 32% COMPUTER SESSIONS 1,576 1,426 11% COMPUTER SESSIONS (WMML)1,764 165 160% WiFi SESSIONS 1,135 1,134 0% WiFi SESSIONS (WMML)90 135 -33% PASSPORTS PROCESSED 30 64 -53% PROGRAMMING PRESCHOOL In Person Programs 2 0 - Attendance 26 0 - Self- Directed Programs 0 0 - Self- Directed Completed 0 0 - SCHOOL AGE Programs 4 0 - Attendance 72 0 - Self- Directed Programs 1 0 - Self- Directed Completed 35 0 - FAMILY Programs 0 0 - Attendance 0 0 - TEEN Programs 5 0 - Attendance 35 0 - Self- Directed Programs 1 0 - Self- Directed Completed 35 0 - ADULT Programs 0 0 - Attendance 0 0 - Virtual Programs 6 3 100% Virtual Attendance 105 51 106% Self- Directed Programs 0 0 - Self- Directed Completed 0 0 - TOTAL Programs 11 0 - Attendance 133 0 - Self- Directed Programs 6 3 100% Self- Directed Completed 105 51 106% Virtual Programs 2 0 - Virtual Attendance 70 0 - August 2022 vs. August 2021 Library Board of Trustees, October 19, 2022, pg. 8 DATE DONOR AMOUNT DESIGNATION TOTAL -$ PALM SPRINGS PUBLIC LIBRARY 2022-23 DONATIONS LAST UPDATED SEPTEMBER 29, 2022 Library Board of Trustees, October 19, 2022, pg. 9 City of Palm Springs, CA BALANCE SHEET FOR 2023 4 Report generated: 10/04/2022 08:01 User:JeannieK Program ID: glbalsht Page 1 NET CHANGE ACCOUNT FUND: 151 Library Endowment Fund FOR PERIOD BALANCE ASSETS 151 10005 Operating Bank Account .00 1,814,996.74 151 12105 Interest Receivable .00 2,278.92 TOTAL ASSETS .00 1,817,275.66 FUND BALANCE 151 29000 Fund Balance Unreserved .00 -1,816,784.66 151 29310 Revenue Control .00 -491.00 151 29320 Budgetary FB Unreserved .00 1,801,860.27 151 29330 Appropriations .00 -1,801,860.27 151 29335 Encumbrance Control .00 20,000.00 151 29345 Budgetary FB Reserve for Encum .00 -20,000.00 TOTAL FUND BALANCE .00 -1,817,275.66 TOTAL LIABILITIES + FUND BALANCE .00 -1,817,275.66 ** END OF REPORT - Generated by Jeannie Kays ** Library Board of Trustees, October 19, 2022, pg. 10 City of Palm Springs, CA ACCOUNT TRIAL BALANCE FOR FY23/JUL TO OCT Report generated: 10/04/2022 08:03 User:JeannieK 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 10005 Operating Bank Account 151 1,815,988.76 1 230045 APP 07/07/22 070722 .00 230.59 -230.59 1 230109 CRP 07/11/22 CASH RECEIPTS JOURNAL 490.00 .00 259.41 1 230232 APP 07/21/22 072122 .00 1,252.43 -993.02 2 230304 CRP 08/15/22 CASH RECEIPTS JOURNAL 1.00 .00 -992.02 1,815,988.76 491.00 1,483.02 -992.02 1,814,996.74 151 12105 Interest Receivable 151 2,278.92 2,278.92 .00 .00 .00 2,278.92 151 20010 Accounts Payable Control 151 -1,483.02 1 230045 APP 07/07/22 070722 AP CASH DISBURSEMENTS JOURNA 230.59 .00 230.59 1 230232 APP 07/21/22 072122 AP CASH DISBURSEMENTS JOURNA 1,252.43 .00 1,483.02 -1,483.02 1,483.02 .00 1,483.02 .00 151 29000 Fund Balance Unreserved 151 -1,816,784.66 -1,816,784.66 .00 .00 .00 -1,816,784.66 151 29320 Budgetary FB Unreserved 151 .00 1 230488 BUC 07/01/22 2023 B 1,801,860.27 .00 1,801,860.27 .00 1,801,860.27 .00 1,801,860.27 1,801,860.27 151 29330 Appropriations 151 .00 1 230488 BUC 07/01/22 2023 B .00 1,801,860.27 -1,801,860.27 .00 .00 1,801,860.27 -1,801,860.27 -1,801,860.27 151 29335 Encumbrance Control 151 .00 2 230262 POE 08/31/22 10,000.00 .00 10,000.00 3 230523 POE 09/30/22 10,000.00 .00 20,000.00 .00 20,000.00 .00 20,000.00 20,000.00 151 29345 Budgetary FB Reserve for Encum 151 .00 2 230262 POE 08/31/22 .00 10,000.00 -10,000.00 3 230523 POE 09/30/22 .00 10,000.00 -20,000.00 .00 .00 20,000.00 -20,000.00 -20,000.00 TOTALS FOR FUND 151 Library Endowment Fund .00 1,823,834.29 1,823,343.29 491.00 491.00 Library Board of Trustees, October 19, 2022, pg. 11 City of Palm Springs, CA ACCOUNT TRIAL BALANCE FOR FY23/JUL TO OCT Report generated: 10/04/2022 08:03 User:JeannieK 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 .00 1,823,834.29 1,823,343.29 491.00 491.00 Library Board of Trustees, October 19, 2022, pg. 12 City of Palm Springs, CA ACCOUNT TRIAL BALANCE FOR FY23/JUL TO OCT Report generated: 10/04/2022 08:03 User:JeannieK Program ID: glatrbal Page 3 REPORT OPTIONS Print (D)etail or (S)ummary:D Fiscal year-to-date version:N Reporting year:2023 Reporting from period:01 JUL to 04 OCT Journal Detail from 07/01/2022 to 10/04/2022 (B)alance sheet or (A)ll accounts:A Roll up projects to object level:N Omit zero balance accounts:Y Sort by 3 Org-Obj-Project Print Org Code? (Y/N)Y Print Fund Header and Org/Obj N Include page break between funds Y Include page break between each N Print totals N Print report options Y Exclude fund balance YEC/AJE for prior years N Find Criteria Field Name Field Value Fund 151 Department Division Future Character Code Org Object Project Account type Balance sheet Account status ** END OF REPORT - Generated by Jeannie Kays ** Library Board of Trustees, October 19, 2022, pg. 13 ALL LIBRARY EXPENDITURE ACCOUNTS 10/4/22 Org Object Description Budgeted YTD Spent Encumbered Available Budget Percent Used 1514010 50005 Training Travel and Dues 3,750.00 0.00 0.00 3,750.00 0.00 1514010 50035 Materials and Supplies 52.81 0.00 0.00 52.81 0.00 1514010 50201 Future Library Projects 1,527,234.55 0.00 0.00 1,527,234.55 0.00 1514010 50202 Trust Fund Books 84,157.17 0.00 20,000.00 64,157.17 23.77 1514010 50203 Kropitzer Trust Donation 186,665.74 0.00 0.00 186,665.74 0.00 Unallocated Funds 15,415.39 0.00 0.00 15,415.39 TOTALS*1,817,275.66 0.00 20,000.00 1,797,275.66 *lower balance due to waived $46,000 loan to Foundation LIBRARY TRUST FUNDS Library Board of Trustees, October 19, 2022, pg. 14 ALL LIBRARY EXPENDITURE ACCOUNTS 10/4/22 Org Object Description Budgeted YTD Spent Encumbered Available Budget Percent Used 1004000 40000 Salaries Full Time 1,222,320.00 237,597.82 0.00 984,722.18 19.44 1004000 40002 Salaries Overtime 1,768.00 867.66 0.00 900.34 49.08 1004000 40008 Ex Salary Offset 0.00 0.00 0.00 0.00 0.00 1004000 40010 Leave Payoffs 16,272.00 4,381.97 0.00 11,890.03 26.93 1004000 40020 Fringe Benefits 341,066.00 42,969.06 0.00 298,096.94 12.60 1004000 40045 Medical Insurance Withdrawal 0.00 1,500.00 0.00 -1,500.00 0.00 1004000 40050 RHS Health Benefit 18,300.00 2,500.00 0.00 15,800.00 13.66 1004000 40055 PERS Retirement Cost 460,815.00 94,707.25 0.00 366,107.75 20.55 1004000 40060 PERS - POB 38,028.00 0.00 0.00 38,028.00 0.00 1004000 40065 Workers' Compensation 55,742.00 0.00 0.00 55,742.00 0.00 1004000 40095 Medicare Insurance 17,723.00 3,791.20 0.00 13,931.80 21.39 1004000 40100 Retiree Health Benefit 136,617.00 0.00 0.00 136,617.00 0.00 1004000 40105 Contractual Services 37,000.00 34,779.04 0.00 2,220.96 94.00 1004000 50005 Training Travel and Dues 14,000.00 1,153.00 0.00 12,847.00 8.24 1004000 50030 Gas and Lubrications 5,000.00 30.08 0.00 4,969.92 0.60 1004000 50031 Communications 28,400.00 2,864.55 0.00 25,535.45 10.09 1004000 50035 Materials and Supplies 399,325.00 97,537.15 192,659.84 109,128.01 72.67 1004000 50055 Insurance 121,454.00 0.00 0.00 121,454.00 0.00 1004000 50105 Repairs and Maint General 95,900.00 10,850.50 1,235.00 83,814.50 12.60 1004000 50120 Facilities Maintenance Service 183,378.00 0.00 0.00 183,378.00 0.00 1004000 50126 Grants 34,213.80 662.01 2,380.49 31,171.30 8.89 1004000 50135 Administrative Benefits 13,282.44 0.00 0.00 13,282.44 0.00 1004000 50140 Printing 18,000.00 950.48 0.00 17,049.52 5.28 1004000 50145 Advertising 8,900.00 1,788.00 0.00 7,112.00 20.09 1004000 50200 Friends of the Library 6,723.01 3,469.25 0.00 3,253.76 51.60 TOTALS 3,274,227.25 542,399.02 196,275.33 2,535,552.90 Org Object Description Budgeted YTD Spent Encumbered Available Budget Percent Used 1004005 40105 Contractual Services 107,177.00 0.00 0.00 107,177.00 0.00 1004005 50015 Electricity 30,000.00 4,002.95 0.00 25,997.05 13.34 1004005 50020 Water 2,500.00 172.12 0.00 2,327.88 6.88 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 2,180.80 4,626.87 23,217.33 22.67 TOTALS 190,702.00 6,355.87 4,626.87 179,719.26 MAIN LIBRARY WELWOOD MURRAY MEMORIAL LIBRARY Library Board of Trustees, October 19, 2022, pg. 15 Library – Courts Building 916-323-9759 P.O. Box 942837 csl-adm@library.ca.gov Sacramento, CA 94237-0001 www.library.ca.gov September 12, 2022 Justin Clifton City Manager City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 Re: Building Forward Grant Program Jurisdiction: PALM SPRINGS PUBLIC LIBRARY Library: Palm Springs Public Library-Main Project: Palm Springs Public Library Renovation Dear Justin Clifton: Congratulations! Following a rigorous review process, the California State Library is pleased to notify you of our intent to award a Building Forward grant for the project submitted for Palm Springs Public Library-Main. Your grant award will be: $6,569,942 This award is intended to fund the following project outputs and related activities listed in your Supplementary Budget in accordance with allowable costs per the Grant Guidelines: Furnish and Install Fire Sprinkler System Fire Alarm System Control Panel Emergency Egress Hardware Emergency Egress Light, Power Systems Ceiling Finishes (for new sprinkler system) Air Filtration System Security System - CCTV and Alarm System Emergency Backup Generator Skylights - Railings & Fall Protection Anchor Points HVAC Replacement HVAC Terminal and Package Units Electrical Service Seismic Retrofit Library Board of Trustees, October 19, 2022, pg. 16 Item 7B Building Forward Grant Program Page 2 Library – Courts Building 916-323-9759 P.O. Box 942837 csl-adm@library.ca.gov Sacramento, CA 94237-0001 www.library.ca.gov Roof Replacement Replace Carpet and/or Floors Window replacements Replace water lines - includes plumbing Painting (preventative maintenance) Replace Signage, ADA tactile, larger fonts for visually impaired Replace non-emergency lighting Replace interior doors and locks Inclusive Access Based on your Award amount and your Local Income Per Capita (LIPC) level, your organization is required to provide a matching amount of $6,569,942 to support this project. Please note: Match funds must be expended during the grant period and at the same rate as state grant funds. Neither grant funds nor match funds may be spent on unallowable costs, which includes work done outside of the grant period. At this time, please acknowledge receipt of this Intent to Award as soon as possible, and no later than Friday, September 23, by email to buildingforward@library.ca.gov. Your official Award Packet will be issued in the coming weeks after we have received your acknowledgement of this Intent to Award correspondence. The Packet will include the Award Letter confirming the award amount, project period, and required match amount (if applicable), as well as the Grant Agreement, a list of unallowable costs, and templates and guidance for submitting the following items, which are required for us to process your first payment: •Confirmed Project Budget •Final Project Implementation Plan •Certification of Compliance •Letter Certifying Availability of Match Funds (if applicable) •Resolution Authorizing Acceptance of the Grant •Signed Grant Agreement •Completed Fiscal Claim Form for the first award payment Please note: No payment will be made until the above items, free from errors, have been received by the State Library. Awardees may typically expect payment to be issued within 45 days from the date a grant payment request is properly submitted and approved by the Fiscal Analyst. Library Board of Trustees, October 19, 2022, pg. 17 Building Forward Grant Program Page 3 Library – Courts Building 916-323-9759 P.O. Box 942837 csl-adm@library.ca.gov Sacramento, CA 94237-0001 www.library.ca.gov Hard copies of this correspondence will not follow. Please keep this Intent to Award correspondence as part of your official grant files. If you have any questions, please contact the Building Forward Team at buildingforward@library.ca.gov. The State Library looks forward to working to help you complete this project. Respectfully, Rebecca L. Wendt California Deputy State Librarian cc: Annly Roman Reed Strege Library Board of Trustees, October 19, 2022, pg. 18 www.pslibrary.org Jeannie Kays Library Director Library Board of Trustees, October 19, 2022, pg. 19 Item 7B $6,569,942 Matching Grant Funds awarded $7,060,050 City of Palm Springs Measure J budgeted over two years $13,629,992 Total Must be finished March 2026 Library Board of Trustees, October 19, 2022, pg. 20 •Furnish and Install Fire Sprinkler System •Fire Alarm System Control Panel •Emergency Egress Hardware •Emergency Egress Light, Power Systems •Ceiling Finishes (for new sprinkler system) •Air Filtration System •Security System -CCTV and Alarm System •Emergency Backup Generator •Skylights -Railings & Fall Protection Anchor Points •HVAC Replacement •HVAC Terminal and Package Units •Electrical Service •Seismic Retrofit INFRASTRUCTURE GRANT •234 projects funded •#11 most funded library Library Board of Trustees, October 19, 2022, pg. 21 •Roof Replacement •Replace Carpet and/or Floors •Window replacements •Replace water lines -includes plumbing •Painting (preventative maintenance) •Replace Signage, ADA tactile, larger fonts for visually impaired •Replace non-emergency lighting •Replace interior doors and locks •Inclusive Access INFRASTRUCTURE GRANT •234 projects funded •#11 most funded library Library Board of Trustees, October 19, 2022, pg. 22 •Furniture •Fixtures (counters, shelving) •Equipment & Technology (computers) •Exterior (anything) •Landscaping •Parking lot expansion •Expansion •Extra amenities •Study rooms •Koi Pond replacement •New event spaces INFRASTRUCTURE GRANT NOT INCLUDED RAPID FUNDRAISING IS THE KEY Library Board of Trustees, October 19, 2022, pg. 23 •Spacious and Inviting •Comfortable •Acoustically Zoned •Natural Light •Landscaping •Embraces Technology •Celebrate Art •Connections to the Outdoors •Street Presence •Demonstrate Sustainability (write-in) PAST COMMUNITY INPUT Library Board of Trustees, October 19, 2022, pg. 24 PAST COMMUNITY INPUT Cumulative summary Library Board of Trustees, October 19, 2022, pg. 25 NEXT STEPS •City Develops Scope of Work for Architects •City conducts nationwide RFP-Request for Proposals search for Architect •RFP Team reviews proposals and gives recommendation •City Council selects Architect •Design and Development begin •Plans create d •Detailed Construction RFP created •Contractors selected •Library moves to temporary site(s)/storage •Construction begins Library Board of Trustees, October 19, 2022, pg. 26 Building Forward Library Infrastructure Grant Program Supplemental Budget Detail Part 1: Project Information must match orginial application. Organization:City of Palm Springs Project Title:Palm Springs Public Library Renovation Library Facility: Palm Springs Public Library-Main Match Reduction Requested:No Match Reduction Part 2: What will the grant fund? List all major outputs and/or parts of your project that will be funded by the grant request, if awarded. Examples include, but are not limited to, window replacement, flooring repair, security system elements, HVAC system repair or replacement, and elevator repair or replacement. Do not include items that were not submitted as part of the original budget. If necessary, include a brief explanation. Major Outputs Note/Justification Furnish and Install Fire Sprinkler System Cost estimate based on Demuth Community Center Fire Sprinkler installation. Library is 1.5 x larger by SF. Fire Alarm System Control Panel Cost estimate based on Demuth Community Center Fire Sprinkler installation. Library is 1.5 x larger by SF. Emergency Egress Hardware (doors with panic hardware for all exterior doors) Exit doors will need to be replaced with doors that have the appropriate panic bars for quick exit during an emergency Emergency Egress Light, Power Systems (emergency lights, emergency exit signs, strobes) The emergency lights, sometimes called "bug eyes" illuminate during an emergency, strobes for the deaf, and exit signs Library Board of Trustees, October 19, 2022, pg. 27 Item 7B Ceiling Finishes - Acoustic Tile T-bar system, needs to be replaced for new sprinklers Facility never had fire sprinklers so new openings for the sprinkler heads will have to be made. Cheaper to replace the ceiling system. Air Filtration System Current facility does not have one Security System - CCTV and Burgler Alarm System Emegency Backup Generator Current facility does not have one Skylights - Railings and fall protection anchor points The facility never had fall protection and anchor points installed for the 9 large skylights on the roof. This prevents people from falling through the roof. HVAC Replacement - Chiller and Cooling Tower replacement, Distribution system (exhaust system, Central AHU Unit, Chillded Water Distribution Pipes, Hydronic Heating Distribution Pipes, Ductwork) HVAC System will need to be replaced sometime in the next couple of years. End of useful life. Cooling system critial in the hot desert climate during the summer; heating system critical for the cold desert winter months; Ductwork-if we install the new fire sprinkler system, it's best to do the ductwork at the same time. Otherwise rerouting fire lines around the old system. HVAC Terminal and Package Units - Split DX w/Air Cooled Remote Condenser Last major renovation to the system was in 1994 and it has come to the end of its useful life. Electrical Service Several of the low voltage services are original to the building. Even the Main Electrical Service is the original service. Adding the Life Safety Projects above and the HVAC, will require upgraded electrical systems to the building. Seismic Retrofit Estimated at $12/SF x 33,920 SF = $407,040 Inclusive Access - ADA based on $24/SF x 33920 SF = $814,000 Roof Replacement based on City yard project Window replacements Windows are not up to code Replace water lines - includes associated plumbing based on $10/SF = $339,200 Painting preventative maintenance, protects against extreme desert weather Library Board of Trustees, October 19, 2022, pg. 28 Replace Signage, ADA tactile, larger fonts for visually impaired, Repair any damaged signs, include tactile braile for visually impared when possible, wayfinding signs helps improve access Replace non-emergency lighting based on $8/SF x 33920 = $271,360 Replace Carpet and/or floors based on $3/SF x 33920 = $103,116. (Tripping issues with mismatched carpets) Replace interior doors and locks based on 26 singles, 2 doubles, and glazed aluminum doors and partitions. Storefront glazing 2,142 SF, glazed partitions 888 SF. Planning design, other pre-construction/implementation- Consultant Fees Construction Management Library Board of Trustees, October 19, 2022, pg. 29 Part 3: Budget Enter costs associated with the key project outcomes listed above. Administrative Costs Enter any administrative costs which will be incurred. Costs must be evenly split between grant and local funds. Item Building Forward Local Match Total Contracted Project Administration $400,000 $400,000 $800,000 Salaries/Wages/Benefits $181,415 $181,415 $362,830 Administrative Supplies $900 $900 $1,800 Total Administrative Costs $582,315 $582,315 $1,164,630 Project Costs Enter all non-administrative costs associated with each major output listed above. Costs must be evenly split between grant and local funds. Item Building Forward Local Match Total Furnish and Install Fire Sprinkler System $100,000 $100,000 $200,000 Fire Alarm System Control Panel $7,500 $7,500 $15,000 Emergency Egress Hardware (doors with panic hardware for all exterior doors)$125,500 $125,500 $251,000 Emergency Egress Light, Power Systems (emergency lights, emergency exit signs, strobes)$78,000 $78,000 $156,000 Ceiling Finishes - Acoustic Tile T-bar system, needs to be replaced for new sprinklers $170,000 $170,000 $340,000 Air Filtration System $7,500 $7,500 $15,000 Security System - CCTV and Burgler Alarm System $65,000 $65,000 $130,000 Emegency Backup Generator $125,000 $125,000 $250,000 Skylights - Railings and fall protection anchor points $50,000 $50,000 $100,000 HVAC Replacement - Chiller and Cooling Tower replacement, Distribution system (exhaust system, Central AHU Unit, Chillded Water Distribution Pipes, Hydronic Heating Distribution Pipes, Ductwork)$851,000 $851,000 $1,702,000 HVAC Terminal and Package Units - Split DX w/Air Cooled Remote Condenser $15,000 $15,000 $30,000 Electrical Service $700,000 $700,000 $1,400,000 Seismic Retrofit $200,000 $200,000 $400,000 Inclusive Access - ADA $407,000 $407,000 $814,000 Roof Replacement $300,000 $300,000 $600,000 Window replacements $225,000 $225,000 $450,000 Replace water lines - includes associated plumbing $200,000 $200,000 $400,000 Painting $60,000 $60,000 $120,000 Replace Signage, ADA tactile, larger fonts for visually impaired, $7,500 $7,500 $15,000 Replace non-emergency lighting $150,000 $150,000 $300,000 Library Board of Trustees, October 19, 2022, pg. 30 Replace Carpet and/or floors $50,000 $50,000 $100,000 Replace interior doors and locks $225,000 $225,000 $450,000 Planning design, other pre-construction/implementation-Consultant Fees $730,350 $730,350 $1,460,700 Construction Management $486,900 $486,900 $973,800 Total Project Costs $5,336,250 $5,336,250 $10,672,500 Subtotal Item Grant Funded Match Funded Total Subtotal $5,918,565 $5,918,565 $11,837,130 Project Contingency (Maximum 10% of grant subtotal) Item Grant Funded Match Funded Total Project Contingency $591,856 $591,856 $1,183,712 Total Project Contingency $591,856 $591,856 $1,183,712 Grant Total Item Grant Funding Match Funding Grand Total Grand total $6,510,421 $6,510,421 $13,020,842 Eligibility/Review Item Grant Funding Match Funding Status Check Maximum Allowable Administration Costs $651,042 $651,042 Maximum Allowable Contingency $591,857 $591,857 Minimum Allowable Match N/A N/A Library Board of Trustees, October 19, 2022, pg. 31 Library Board of Trustees, October 19, 2022, pg. 32 Item 7C Library Board of Trustees, October 19, 2022, pg. 33 Item 7C