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Home My WebLink About2022-09-07 LBOT Board PacketLIBRARY BOARD OF TRUSTEES CITY OF PALM SPRINGS, CALIFORNIA www.palmspringslibrary.gov REGULAR MEETING AGENDA WEDNESDAY, SEPTEMBER 7, 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 Ed McBride, Chair Craig Borba, Ed. D., Vice-Chair Juanita Garner, Trustee David Norgard, Trustee Al Jones, Treasurer 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., August 31, 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, September 7, 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 July 13, 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.ELECTION OF THE LIBRARY BOARD OF TRUSTEES CHAIRPERSON AND VICE CHAIRPERSON Motion: Second: Approved: Opposed: Abstention Names(s): Library Board of Trustees, September 7, 2022, pg. 2 B. APPOINTMENT OF LIBRARY BOARD OF TRUSTEES TREASURER Motion: Second: Approved: Opposed: Abstention Names(s): C. TRUSTEE CONSIDERATION OF AND VOLUNTEER FOR COMMITTEE ASSIGNMENTS Motion: Second: Approved: Opposed: Abstention Names(s): D. DISCUSS LIBRARY FOUNDATION REQUEST FOR FUNDS 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, October 19, 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 BUDGET JONES/MCBRIDE BUILDINGS BORBA POLICIES/BYLAWS GARNER/NORGARD AD HOC: FOUNDATION LIAISON GARNER/MCBRIDE FRIENDS LIAISON BORBA MEASURE J LIAISON JONES Library Board of Trustees, September 7, 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 August 31, 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, September 7, 2022, pg. 4 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library July 13, 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 Yes Ed McBride Yes David Norgard 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, Kylee Otto, City Attorney’s Office. PUBLIC PRESENT: David Sidley, Bill Wiley. 2. ACCEPTANCE OF THE AGENDA: MOTION: (Borba/Jones, 5-0) To accept the agenda with item 7. C. moved to top of Discussion/Action Items. 3. PUBLIC COMMENTS: None. 4. CONSENT AGENDA MOTION: (Norgard/Borba, 5-0) To approve the consent agenda. 4. A. Meeting Minutes of June 8, 2022 4. B. Library Statistics 4. C. Donation Report 5. ADMINISTRATIVE REPORTS 5. A. Friends of the Palm Springs Library Director Kays and Julie Warren gave the report. The Friends approved a request from the library totaling $115,600 for the new fiscal year. This includes books, fishpond maintenance, Summer Reading, teen book club, subscription boxes for teens, and $10,000 for the Zip Books program. The Palm Springs Cultural Center decided not to continue with Palm Springs Speaks but the Friends voted to fund the program again with the money they earned from the last season. They are looking to do one Palm Springs Speaks event in the first quarter of 2023. 5. B. Palm Springs Public Library Foundation No Report. Library Board of Trustees, September 7, 2022, pg. 5 5. C. Library Staff 2022-23 budget approved. Main Library $3.2 million. Welwood $190,000. Total department: $3.4 million. Hiring two Part-Time, 20-hours/week Library Assistants. Job posting and application link on the City’s website. Palmspringsca.gov. Summer Reading Program concludes Saturday, July 16, 2022. Grand Finale July 20 at 10:30 a.m. Trustees are invited to attend the Grand Finale for the prize drawings. Over 500 registrations for Summer Reading. Zip Books: Friends of the Palm Springs Library agreed to support Zip Books with $10,000 during grant gaps. A grant application is currently open, and we hope to receive more funds. Reminder that Library Board of Trustees and City Council are dark in August, so no meeting next month. Chair McBride asked for clarification on how much City Council budgeted for infrastructure. Director Kays said they budgeted $14.1 million in infrastructure costs. $800,000 for the Frey building. The Library applied for $7 million from the State Library infrastructure grant; so far no updates on the grant. 6. TREASURERS REPORT Treasurer Jones gave the report. The trust fund balance is $1.860 million. MOTION: (Borba/Norgard, 5-0) To accept the Treasurer’s report. 7. DISCUSSION/ACTION ITEMS Item 7. C. moved up at this time. 7. C. Library Board of Trustees Response to Library Foundation request for funds-discuss written response document Director Kays shared the document from the City Attorney’s office. The City Attorney recommends a Memorandum of Understanding that would outline the expectations and timelines of what the Board would be asking of the Foundation or the Friends. Trustee Norgard asked if there is a limit to the amount of funds awarded. Kylee Otto said that as long as the Board can come to the finding that there is a public purpose for the money there is no limitation within state law or Palm Springs municipal code. Chair McBride discussed the Foundation Funding Request document included in the Board packet. He suggested making a change to page three paragraph three to include information about City Council pledging money for the infrastructure project. Trustee Borba has two questions he would like included: how much money the Foundation currently has and how they plan to expend those funds. Chair McBride will now send the document to the Foundation and ask for a response at the September meeting. 7. A. Report of Joint Commission/City Council meeting Chair McBride gave the report. At the meeting Councilmember Garner asked Chair McBride about the Library eventually returning to a branch system. 7. B. Report of PR Awareness Campaign Julie Warren presented the results from the PR Awareness Campaign. Library Board of Trustees, September 7, 2022, pg. 6 7. D. Review and adjust Library Board of Trustees meeting dates for Fiscal Year 2022-23. Reschedule October 5, 2022 meeting currently during Yom Kippur. The October Board meeting will be October 19, 2022. The November Board meeting will be November 9, 2022. 8. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS None. 9. ADJOURNMENT The July meeting adjourned at 6:51 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services Library Board of Trustees, September 7, 2022, pg. 7 LIBRARY STATISTICS July 2022 July 2021 %CHANGE MATERIALS CHECKED OUT 23,907 27,001 -11% Print 11,693 12,305 -5% Media 6,793 8,552 -21% Electronics 95 21 352% Downloads & In-house 5,326 6,123 -13% LIBRARY CARD REGISTRATIONS 204 201 1% Palm Springs Resident 130 108 20% California Resident 74 90 -18% Out of State 0 3 -100% DOOR COUNT 8,459 7,287 16% DOOR COUNT (WMML)1,809 1,218 49% COMPUTER SESSIONS 1,379 1,313 5% COMPUTER SESSIONS (WMML)573 120 378% WiFi SESSIONS 1,033 959 8% WiFi SESSIONS (WMML)104 77 35% PASSPORTS PROCESSED 47 6 683% PROGRAMMING PRESCHOOL In Person Programs 2 0 #DIV/0! Attendance 60 0 #DIV/0! Self- Directed Programs 0 3 -100% Self- Directed Completed 0 43 -100% SCHOOL AGE Programs 2 0 #DIV/0! Attendance 64 0 #DIV/0! Self- Directed Programs 0 3 -100% Self- Directed Completed 0 213 -100% FAMILY Programs 3 0 #DIV/0! Attendance 349 0 #DIV/0! TEEN Programs 3 0 #DIV/0! Attendance 16 0 #DIV/0! Self- Directed Programs 1 3 -67% Self- Directed Completed 82 25 228% ADULT Programs 4 0 #DIV/0! Attendance 41 0 #DIV/0! Virtual Programs 2 4 -50% Virtual Attendance 33 45 -27% Self- Directed Programs 0 3 -100% Self- Directed Completed 0 25 -100% TOTAL Programs 14 0 #DIV/0! Attendance 530 0 #DIV/0! Self- Directed Programs 2 4 -50% Self- Directed Completed 33 45 -27% Virtual Programs 1 12 -92% Virtual Attendance 82 306 -73% July 2022 vs. July 2021 Library Board of Trustees, September 7, 2022, pg. 8 MEMORANDUM DATE: September 7, 2022 SUBJECT: TRUST FUND FISCAL YEAR ROLLOVER TO: Library Board of Trustees FROM: Jeannie Kays, Director of Library Services Each year the City of Palm Springs Finance Department initiates a new Fiscal Year in our financial accounting software. Due to the delay in invoices and other end-of-the-year tasks, this takes time. Our City’s Finance Department has not done a full close-out of the previous fiscal year, therefore, the funds showing in your account are not completely accurate. The Finance Department established accounts with a “budget estimate” of what we thought would be roughly the amount available in your account. They have not closed out the previous year and balanced your accounts fully. Therefore, you will still see reflected the Notes Receivable for the Library Foundation Loan and other items like PR Campaign funds that should not be in your account. We ask for your patience in starting the new fiscal year and hope that the funds will be rectified in the coming weeks. Library Board of Trustees, September 7, 2022, pg. 9 City of Palm Springs, CA BALANCE SHEET FOR 2023 2 Report generated: 08/25/2022 11:53 User:JeannieK Program ID: glbalsht Page 1 NET CHANGE ACCOUNT FUND: 151 Library Endowment Fund FOR PERIOD BALANCE ASSETS 151 10005 Operating Bank Account 1.00 1,814,779.03 151 12105 Interest Receivable .00 3,605.87 151 12300 Notes Receivable .00 46,000.00 TOTAL ASSETS 1.00 1,864,384.90 FUND BALANCE 151 29000 Fund Balance Unreserved .00 -1,863,893.90 151 29310 Revenue Control -1.00 -491.00 151 29335 Encumbrance Control 10,000.00 10,000.00 151 29345 Budgetary FB Reserve for Encum -10,000.00 -10,000.00 TOTAL FUND BALANCE -1.00 -1,864,384.90 TOTAL LIABILITIES + FUND BALANCE -1.00 -1,864,384.90 ** END OF REPORT - Generated by Jeannie Kays ** Library Board of Trustees, September 7, 2022, pg. 10 City of Palm Springs, CA ACCOUNT TRIAL BALANCE FOR FY23/JUL TO EOY Report generated: 08/25/2022 11:56 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 1,815,771.05 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 1,815,771.05 491.00 1,483.02 -992.02 1,814,779.03 151 12105 Interest Receivable 151 3,605.87 3,605.87 .00 .00 .00 3,605.87 151 12300 Notes Receivable 151 46,000.00 46,000.00 .00 .00 .00 46,000.00 151 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 -1,863,893.90 -1,863,893.90 .00 .00 .00 -1,863,893.90 TOTALS FOR FUND 151 Library Endowment Fund .00 1,974.02 1,483.02 491.00 491.00 Library Board of Trustees, September 7, 2022, pg. 11 ALL LIBRARY EXPENDITURE ACCOUNTS 07/31/2022 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 1,521,971.09 0.00 0.00 1,521,971.09 0.00 1514010 50202 Trust Fund Books 84,157.17 0.00 10,000.00 74,157.17 11.88 1514010 50203 Kropitzer Trust Donation 186,665.74 0.00 0.00 186,665.74 0.00 1514010 50207 PR Library Campaign 5,263.46 0.00 0.00 5,263.46 0.00 Unallocated Funds 62,524.63 62,524.63 TOTALS 1,864,384.90 0.00 10,000.00 1,854,384.90 LIBRARY TRUST FUNDS Library Board of Trustees, September 7, 2022, pg. 12 ALL LIBRARY EXPENDITURE ACCOUNTS 07/31/2022 Org Object Description Budgeted YTD Spent Encumbered Available Budget Percent Used 1004000 40000 Salaries Full Time 1,222,320.00 85,132.24 0.00 1,137,187.76 6.96 1004000 40002 Salaries Overtime 1,768.00 441.52 0.00 1,326.48 24.97 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 8,593.14 0.00 332,472.86 2.52 1004000 40045 Medical Insurance Withdrawal 0.00 300.00 0.00 -300.00 0.00 1004000 40050 RHS Health Benefit 18,300.00 500.00 0.00 17,800.00 2.73 1004000 40055 PERS Retirement Cost 460,815.00 31,558.24 0.00 429,256.76 6.85 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 1,309.49 0.00 16,413.51 7.39 1004000 40100 Retiree Health Benefit 136,617.00 0.00 0.00 136,617.00 0.00 1004000 40105 Contractual Services 37,000.00 33,572.64 0.00 3,427.36 90.74 1004000 50005 Training Travel and Dues 14,000.00 925.00 0.00 13,075.00 6.61 1004000 50030 Gas and Lubrications 5,000.00 14.30 0.00 4,985.70 0.29 1004000 50031 Communications 28,400.00 1,993.65 0.00 26,406.35 7.02 1004000 50035 Materials and Supplies 399,325.00 31,144.90 214,969.49 153,210.61 61.63 1004000 50055 Insurance 121,454.00 0.00 0.00 121,454.00 0.00 1004000 50105 Repairs and Maint General 95,900.00 850.50 0.00 95,049.50 0.89 1004000 50120 Facilities Maintenance Service 183,378.00 0.00 0.00 183,378.00 0.00 1004000 50126 Grants 16,213.80 0.00 0.00 16,213.80 0.00 1004000 50135 Administrative Benefits 13,282.44 0.00 0.00 13,282.44 0.00 1004000 50140 Printing 18,000.00 0.00 0.00 18,000.00 0.00 1004000 50145 Advertising 8,900.00 0.00 0.00 8,900.00 0.00 1004000 50200 Friends of the Library 3,742.00 1,429.50 0.00 2,312.50 38.20 TOTALS 3,253,246.24 202,147.09 214,969.49 2,836,129.66 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 0.00 0.00 30,000.00 0.00 1004005 50020 Water 2,500.00 84.92 0.00 2,415.08 3.40 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 30,025.00 350.43 0.00 29,674.57 1.17 TOTALS 190,702.00 435.35 0.00 190,266.65 WELWOOD MURRAY MEMORIAL LIBRARY MAIN LIBRARY Library Board of Trustees, September 7, 2022, pg. 13 DATE DONOR AMOUNT DESIGNATION TOTAL -$ PALM SPRINGS PUBLIC LIBRARY 2022-23 DONATIONS LAST UPDATED AUGUST 29, 2022 Library Board of Trustees, September 7, 2022, pg. 14 NOMINATION & ELECTION PROCEDURES FOR CHAIR & VICE CHAIR NOTE: Nominations do not require a second. 1.NOMINATIONS: Presiding officer: “Nominations are now in order for the office of Chair [Vice Chair].” (Pause for the first nomination) Presiding Officer: “Are there any further nominations for the office of Chair [Vice Chair]?” (Pause to allow for additional nominations) When there appears to be no further nominations for a particular office. Presiding officer: “Seeing none, without objection nominations are closed.” 2.ELECTION PROCEDURES: One Nominee: If only one person is nominated, the presiding officer, after ensuring that no members present wish to make further nominations, simply declares the nominee is elected by unanimous consent. Multiple Nominees: When there is more than one nominee for a given office, the candidates are voted on in the order in which they were nominated. Presiding Officer: “As many as are in favor of Mr./Ms. A for Chair say aye… Those opposed say no…” If the ayes are in the majority: Presiding Officer: “The ayes have it and Mr./Ms. A is elected Chair.” If the noes are in the majority the working is: Presiding Officer: “The noes have it and Mr./Ms. A is not elected. Those in favor of Mr./Ms. B [the next nominee] say aye… Those opposed say no…” As soon as one of the nominees receives a majority vote, the presiding officer declares him elected and no votes are taken on the remaining nominees for that office. 3.MOTION TO ACCEPT THE ELECTION RESULTS: Presiding Officer: “I request a motion to accept the election with Mr./Ms. A elected to the office of Chair and Mr./Ms. B elected to the office of Vice Chair… Is there a second… Secretary please conduct a roll call vote.” Library Board of Trustees, September 7, 2022, pg. 15 Item 7A