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Home My WebLink About2021-02-03 LBOT Board PacketLIBRARY BOARD OF TRUSTEES CITY OF PALM SPRINGS, CALIFORNIA www.palmspringslibrary.gov REGULAR MEETING AGENDA WEDNESDAY, FEBRUARY 3, 2021 5:30 P.M. Pursuant to Executive Order N-29-20, this meeting may 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/82382249842 or call 1-669-900-6833, Meeting ID: 823 8224 9842 •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 by no later than 4:00 p.m. 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. David Kelly, J.D., M.B.A. Melissa Cronin Ed McBride Juanita Garner 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., January 27, 2021. 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, February 3, 2021, pg. 1 Library Board of Trustees Page 2 of 4 Wednesday, February 3, 2021 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 January 7, 2021 B.Library Statistics 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.History of Harold and Lorraine W. Kropitzer Trust Donation Motion: Second: Approved: Opposed: Abstention Names(s): B.Review, Discussion, and Recommendations for Trust Fund (Kelly) Motion: Second: Approved: Opposed: Abstention Names(s): Library Board of Trustees, February 3, 2021, pg. 2 Library Board of Trustees Page 3 of 4 Wednesday, February 3, 2021 C. Library Operating Budget, Fiscal Year 2021-2022 Budget proposal will be flat or reduced. Update to come at Board meeting. Motion: Second: Approved: Opposed: Abstention Names(s): D. Committee Structure (McBride) 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 regularly scheduled meeting at 5:30 p.m. on Wednesday, March 3, 2021 in the Large Conference Room at Palm Springs City Hall or virtually. The Palm Springs Public Library Board of Trustees meets at 5:30 p.m. on the 1st Wednesday of every month, unless noted otherwise, virtually or in the Large Conference Room at Palm Springs City Hall, 3200 East Tahquitz Canyon Way, Palm Springs, CA. THE PUBLIC IS INVITED TO PARTICIPATE COMMITTEES: STANDING: ADVOCACY CRONIN BUDGET KELLY/MCBRIDE BUILDINGS BORBA POLICIES/BYLAWS BORBA/GARNER AD HOC: FOUNDATION LIAISON BORBA/MCBRIDE FRIENDS LIAISON KELLY/BORBA MEASURE J LIAISON CRONIN Library Board of Trustees, February 3, 2021, pg. 3 Library Board of Trustees Page 4 of 4 Wednesday, February 3, 2021 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 January 27, 2021, 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, February 3, 2021, pg. 4 DRAFT Board of Library Trustees Minutes: January 7, 2021 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library January 7, 2021 Teleconference via Zoom 1. CALL TO ORDER President McBride called the meeting to order at 5:31 p.m. ROLL CALL PRESENT Craig Borba Yes Melissa Cronin Yes Juanita Garner Yes David Kelly Yes Ed McBride Yes STAFF PRESENT: Jeannie Kays, Director of Library Services. CITY STAFF PRESENT: 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: (Borba/Garner, 5-0) To approve the consent agenda with the amendment to the December minutes. 4. A. Meeting Minutes of December 2, 2020 Amended item 6 to add: There were two expenditures during the month, one for Welwood Patio that reduced the balance by $112,606.97 and the second expenditure was for $1,000 for the Library PR Campaign. 4. B. Library Statistics 5. ADMINISTRATIVE REPORTS 5. A. Friends of the Palm Springs Library No Report. 5. B. Palm Springs Public Library Foundation President McBride gave the report. The Foundation received a grant for $10,000; the Library will use the money to start a mobile hot spot lending program. The Foundation had a year-end fundraising campaign that raised over $8,000. They are currently looking for a fundraising management system. 5. C. Library Staff Library Board of Trustees, February 3, 2021, pg. 5 DRAFT Board of Library Trustees Minutes: January 7, 2021 2 The Library is currently closed to all in-person services. The entire city closed most city facilities as part of the statewide stay at home order. Pickup service at the library is suspended. Pickup service is contactless but it takes more employees working together to gather items for pickup. We are happy to help you learn how to use our online services such as Overdrive for eBooks and downloadable audiobooks and RB Digital for downloadable magazines. Telephone service is available six days a week, Monday-Saturday. Hours are Monday-Thursday 10-6 and Friday-Saturday 10-5. Call 760-322-7323. We have divided the library staff into two working teams so that we can keep our staff separated if there happens to be a COVID positive status. We are also having staff alternate and work remotely to reduce the number of employees in the building at one time. We are continuing with our ongoing projects. Projects include an inventory of the library collection, ordering and processing books, DVDS, and other materials, and keeping the collection up to date and organized. We are continuing to record and produce videos for our virtual programming, and are communicating with the public using our monthly newsletter email blast and social media. The library had two new water fountains installed this week with the bottle filler feature. They were provided through a grant from the Sustainability Department. Thank you! Library-A-Go-Go and inside use statistics: During the month of December we served 1,406 people, 93 more than in November. 171 of those came inside in December before we cancelled that service December 7, 2020. Virtual Programming: Story times are on Facebook Thursdays at 10:00 a.m. We are recording our story times and posting them on Thursdays at 10:00 a.m. This allows us more flexibility in our staffing levels. Teen live events have moved to Instagram Live every Tuesday at 4:00 p.m. This month’s Craft Along: Tote Bag Painting. The video premieres on Facebook and our YouTube channel Tuesday, January 12. We will be holding craft kit distribution until we resume our pickup service. Teen Online Event: Community Journaling kicks off January 19. Teens can check out a community journal, add their entries, and then return the journal so that it can be passed along to the next person. This is a yearlong project and quarantine measures will be in place so the only thing shared is the journal. Topics include “Today in school, I…” Short Stories, Free Form, and many more. Adult Program: Job Searching in the time of Quarantine Part 2: Interviews-available now. As always, book clubs continue to be popular. Visit www.pslibrary.org for a full event calendar and list of activities and resources. 6. TREASURERS REPORT Treasurer Kelly reported the Library Trust Fund balance is $1,816,772.85. There was a $21,939.25 expenditure for Welwood Patio and an adjustment of $8,281.89 to the earned interest. Treasurer Kelly asked for an audit of the Kropitzer account. President McBride closed the regular meeting. President McBride opened the annual meeting. 7. Annual Meeting 7. A. Report by Nominating Committee, Kelly and Borba Trustee Borba reported that the Nominating Committee nominates Ed McBride as President for a one-year term and David Kelly as Treasurer from January 2021 through June 2021. Trustee Kelly will be leaving the Library Board in June of 2021. 7. B. Election of President Library Board of Trustees, February 3, 2021, pg. 6 DRAFT Board of Library Trustees Minutes: January 7, 2021 3 MOTION: (Cronin/Garner, 5-0) To accept the nomination Ed McBride as President of the Library Board of Trustees. 7. C. President Appointment of President Pro Tem President McBride appointed Craig Borba as President Pro Tem. 7. D. Election of Treasurer Trustee Kelly was elected as Treasurer of the Library Board of Trustees through June 2021. MOTION: (Garner/Cronin, 5-0) To accept the nomination of David Kelly as Treasurer of the Library Board of Trustees. 7. E. Appointment to Friends Liaison, Foundation Liaison, and Committees Director Kays will clarify with the City Clerk how the new rules on standing committees affect our committees. President McBride appointed the following: • Standing committees: o Advocacy – Melissa Cronin o Budget – David Kelly and Ed McBride o Buildings – Craig Borba o Policies/Bylaws – Juanita Garner and Craig Borba • Ad hoc committees: o Foundation Liaison – Ed McBride and Craig Borba o Friends Liaison – David Kelly, Craig Borba after June o Measure J Liaison – Melissa Cronin President McBride said that the Board should take this time to focus on the Trust Fund and how it is managed. He suggested having a discussion about the Trust Fund at upcoming Board Meetings. He asked Treasurer Kelly to provide a memo of what we have done so that the Board can have a discussion and come up with recommendations. President McBride closed the annual meeting. President McBride opened the regular meeting. 8. DISCUSSION/ACTION ITEMS None. 9. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS Add to the next three agendas: Review, discussion, and recommendations for the Trust Fund. 10. ADJOURNMENT The January meeting adjourned at 7:01 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services Library Board of Trustees, February 3, 2021, pg. 7 LIBRARY STATISTICS Dec-20 Dec-19 %CHANGE MATERIALS CHECKED OUT (Total)14,129 40,304 -74% Print 5,330 17,074 -69% Media 3,920 18,384 -79% Other (Downloadable & In-house)4,879 4,846 1% LIBRARY CARD REGISTRATIONS (Total)94 258 -64% Palm Springs Resident 65 140 -54% California Resident 26 102 -75% Out of State and/or Fee Cards 3 16 -81% DOOR COUNT (Main) 171 12,757 -99% DOOR COUNT (WMML)0 4,441 0% PUBLIC COMPUTER SESSIONS (Main)49 2,524 -98% PUBLIC COMPUTER SESSIONS (WMML)0 1,706 - WiFi COMPUTER SESSIONS (Main)206 2,134 -93% WiFi COMPUTER SESSIONS (WMML)20 302 -93% PROGRAM ATTENDANCE 0 850 - Pre-School 0 69 - School Age 0 225 - Family 0 311 - Teen 0 48 - Adult 0 197 - NO.OF PROGRAMS (Total)0 28 - Pre-School 0 3 - School Age 0 9 - Family 0 2 - Teen 0 4 - Adult 0 10 - VIRTUAL PROGRAMMING (Total)13 0 - Pre-School 5 0 - School Age 1 0 - Family 0 0 - Teen 1 0 - Adult 6 0 - LIVE ATTENDANCE (Total)103 0 - Pre-School 11 0 - School Age 6 0 - Family 0 0 - Teen 0 0 - Adult 86 0 - ON-DEMAND VIEWING (Total)2,385 0 - Pre-School 1,955 0 - School Age 61 0 - Family 0 0 - Teen 34 0 - Adult 335 0 - VOLUNTEER HOURS 0 257 - ILL REQUESTS FROM OTHER LIBRARIES 77 119 -35% NO. OF DAYS OPEN (Main)6 24 -75% NO. OF DAYS OPEN (WMML)0 30 - NO. OF PASSPORTS PROCESSED 0 n/a - PHOTOS 0 n/a - December 2020 vs. December 2019 Library Board of Trustees, February 3, 2021, pg. 8 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 01/20/21 CITY OF PALM SPRINGS STATMN11TIME: 17:13:23 PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 6/21 FUND - 151 - LIBRARY ENDOWMENT ACCOUNT - - - - - TITLE - - - - - DEBITS CREDITS 11010 Cash 1,817,857.60 11110 Unrealized Investments .00 TOTAL RETAINAGE 1,817,857.60 .00 12120 Accounts Receivable .00 12215 Accrued Interest Rec 2,925.66 12418 Notes Receivable 80,000.00 TOTAL Receivables 82,925.66 .00 16151 Prepaid Expenses .00 TOTAL Other Assets .00 .00 TOTAL ASSETS 1,900,783.26 .00 21100 Accounts Payable - System .00 21112 Sales Tax Payable .00 TOTAL Accounts Payable .00 .00 21201 Accrued Wages Payable .00 TOTAL Wages Payable .00 .00 23287 Deposits Payable .00 TOTAL Other Liabilities .00 .00 TOTAL LIABILITIES .00 .00 29306 Budgeted Transfers-Out .00 29322 Transfers to Other Funds .00 29341 Reserves for Encumbrances .00 29342 Resrv for Continuing Appr .00 29348 RESERVE FOR LIB ENDOWMENT .00 TOTAL Fund Balance 150,660.86 2,051,444.12 TOTAL EQUITIES 150,660.86 2,051,444.12 TOTAL LIBRARY ENDOWMENT 2,051,444.12 2,051,444.12 TOTAL REPORT 2,051,444.12 2,051,444.12 RUN DATE 01/20/21 TIME 17:13:23 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERLibrary Board of Trustees, February 3, 2021, pg. 9 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 01/20/21 CITY OF PALM SPRINGS AUDIT41TIME: 17:16:09 REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/21 THRU 6/21 (INACTIVE ACCOUNTS INCLUDED)SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNT,ACCOUNT,PERIODTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,ACCOUNT,PERIODPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENT CUMULATIVEACCOUNT DATE T/C RECEIVE REFERENCE PAYER/VENDOR BUDGET RECEIPTS RECEIVABLES DESCRIPTION BALANCE36101 INTEREST INCOME 151-2 - LIBRARY ENDOWMENT36101 INTEREST INCOME .00 .00 .00 BEGINNING BALANCE 07/06/20 12-1 .00 POSTED FROM BUDGET SYSTEM TOTAL PERIOD 1 .00 .00 .00 .00 09/30/20 19-3 4674 16,374.96 FY21 Q1 INTEREST ALLOCS TOTAL PERIOD 3 .00 16,374.96 .00 -16,374.96 10/31/20 19-4 4723 -16,374.96 RVRSE FY21 Q1 INT ALLOC 10/31/20 19-4 4725 8,093.07 CORRECT FY21 Q1 INT ALLOC TOTAL PERIOD 4 .00 -8,281.89 .00 -8,093.07 TOTAL INTEREST INCOME .00 8,093.07 .00 -8,093.07 TOTAL 1ST SUBTOTAL - USE OF MONEY .00 8,093.07 .00 -8,093.07 TOTAL DEPARTMENT - .00 8,093.07 .00 -8,093.07 TOTAL FUNCTION - SPECIAL REVENUE FUNDS .00 8,093.07 .00 -8,093.07 TOTAL FUND - LIBRARY ENDOWMENT .00 8,093.07 .00 -8,093.07TOTAL REPORT .00 8,093.07 .00 -8,093.07* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees, February 3, 2021, pg. 10 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 01/20/21 CITY OF PALM SPRINGS EXPSTA11TIME: 17:16:57 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and orgn.orgn1=’50’ and orgn.orgn2=’2752’ACCOUNTING PERIOD: 6/21SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-151 LIBRARY ENDOWMENT FUNCTION-50 LIBRARY DEPARTMENT-2752 LIBRARY TRUST 1ST SUBTOTAL-4200 MTRLS, SUPPLIES & SVCS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD42195 SPECIAL DEPT SUPPLIES 52.81 .00 .00 .00 52.81 .0042530 DUES & SUBSCRIPTIONS 3,750.00 .00 .00 .00 3,750.00 .0044051 FRIENDS OF THE LIBRARY 276.25 176.25 .00 176.25 100.00 63.80 TOTAL MTRLS, SUPPLIES & SVCS 4,079.06 176.25 .00 176.25 3,902.81 4.3250004 FUTURE LIBRARY PROJECTS 1,535,895.59 .00 .00 .00 1,535,895.59 .0051026 TRUST FUND BOOKS 48,282.22 .00 .00 .00 48,282.22 .0051031 KROPITZER TRUST DONATION 211,665.74 .00 .00 .00 211,665.74 .0051036 WELWOOD PATIO 147,308.36 .00 12,762.14 134,546.22 .00 100.0051040 PR LIBRARY CAMPAIGN 8,263.46 .00 .00 3,000.00 5,263.46 36.30 TOTAL CAPITAL 1,951,415.37 .00 12,762.14 137,546.22 1,801,107.01 7.70 TOTAL LIBRARY TRUST 1,955,494.43 176.25 12,762.14 137,722.47 1,805,009.82 7.70 TOTAL LIBRARY 1,955,494.43 176.25 12,762.14 137,722.47 1,805,009.82 7.70 TOTAL LIBRARY ENDOWMENT 1,955,494.43 176.25 12,762.14 137,722.47 1,805,009.82 7.70TOTAL REPORT 1,955,494.43 176.25 12,762.14 137,722.47 1,805,009.82 7.70Library Board of Trustees, February 3, 2021, pg. 11 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 01/20/21 CITY OF PALM SPRINGS AUDIT21TIME: 17:17:59 EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/21 THRU 6/21SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENT DEPARTMENT - 2752 - LIBRARY TRUST ACCOUNT CUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE50004 FUTURE LIBRARY PROJECTS 151-50-2752-2752 - LIBRARY TRUST50004 FUTURE LIBRARY PROJECTS .00 .00 .00 BEGINNING BALANCE 07/06/20 11-1 .00 POSTED FROM BUDGET SYSTEM 07/23/20 13-1 1,545,441.27 CARRYOVER 19-20 TO 20-21 07/27/20 13-1 1,545,441.27 CARRYOVER 19-20 TO 20-21 07/27/20 13-1 -1,545,441.27 CORRECT CO 19-20 TO 20-21 07/27/20 13-1 20,454.32 CARRYOVER 19-20 TO 20-21 11/24/20 25-5 111003B -30,000.00 PURCHASE BOOKS TOTAL FUTURE LIBRARY PROJECTS 1,535,895.59 .00 .00 1,535,895.59 TOTAL 1ST SUBTOTAL - CAPITAL 1,535,895.59 .00 .00 1,535,895.59 TOTAL DEPARTMENT - LIBRARY TRUST 1,535,895.59 .00 .00 1,535,895.59 TOTAL FUNCTION - LIBRARY 1,535,895.59 .00 .00 1,535,895.59 TOTAL FUND - LIBRARY ENDOWMENT 1,535,895.59 .00 .00 1,535,895.59TOTAL REPORT 1,535,895.59 .00 .00 1,535,895.59* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees, February 3, 2021, pg. 12 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 01/20/21CITY OF PALM SPRINGSEXPSTA11TIME: 17:18:46EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 6/21SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-001 GENERAL FUND2ND SUBTOTAL-400 EMPLOYEE COMPENSATIONFUNCTION-50 LIBRARYDEPARTMENT-2710 LIBRARY1ST SUBTOTAL-4000 PERSONNEL COSTSPERIODENCUMBRANCESYEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - -BUDGET EXPENDITURES OUTSTANDINGEXPBALANCE BUD40000 REGULAR EMPLOYEES898,575.2767,909.39.00 399,604.86 498,970.41 44.4740008 EX SALARY OFFSET-15,891.12.00.00.00 -15,891.12 .0040050 VACATION/SICK CONVERSION.006,006.20.00 15,738.56 -15,738.56 .0040200 TEMPORARY EMPLOYEES45,400.00.00.00.0045,400.00 .0040800 OVERTIME2,500.00.00.00422.452,077.55 16.9041110 MED INSURANCE WITHDRAWAL.00150.00.001,350.00-1,350.00 .0041210 EDUC/CERT/LICENSE26,053.81.00.00.0026,053.81 .0041230 BILINGUAL8,513.25.00.00.008,513.25 .0041450 TELECOMMUNICATION ALLOWA1,500.00.00.00.001,500.00 .0041600 PERS CONTRIBUTIONS335,067.2423,622.63.00 154,775.20 180,292.04 46.1941620 PERS - POB36,600.009,150.00.00 18,300.0018,300.00 50.0041700 MEDICARE TAX13,495.911,090.62.006,823.706,672.21 50.5641900 FRINGE BENEFITS248,625.0015,142.63.00 92,332.99 156,292.01 37.1441920 WORKERS COMPENSATION61,700.0015,425.00.00 30,850.0030,850.00 50.0041930 RHS HEALTH BENEFIT11,700.00875.00.005,700.006,000.00 48.7241940 RETIREE HEALTH BENEFIT112,200.0028,050.00.00 56,100.0056,100.00 50.00TOTAL PERSONNEL COSTS1,786,039.36 167,421.47.00 781,997.76 1,004,041.60 43.7842010 GAS AND OIL (HEAT)5,000.00.00.0060.654,939.35 1.2142015 COMMUNICATIONS12,000.00106.52.00514.3611,485.64 4.2942100 OFFICE SUPPLIES7,000.00625.03.002,183.824,816.18 31.2042115 POSTAGE1,000.00.00.00.001,000.00 .0042195 SPECIAL DEPT SUPPLIES15,000.00755.212,831.004,435.607,733.40 48.4442490 NON CAPITAL EQUIPMENT3,000.00.00583.94837.741,578.32 47.3942530 DUES & SUBSCRIPTIONS3,300.00.00.001,312.001,988.00 39.7642570 PRINTING & PUBLISHING12,000.00114.72.00114.7211,885.28 .9642580 ELECTRONIC DATABASES56,371.00.00.00 41,367.7015,003.30 73.3842900 OFFICE EQUIP OPS & MAINT1,000.00.00.00884.00116.00 88.4042920 PC/HARD/SOFTWARE MAINT86,650.00113.295,500.00 68,803.5112,346.49 85.7543200 CONTRACTUAL SERVICES1,000.00.00.00.001,000.00 .0044000 BOOKS61,500.007,706.96 30,663.34 30,836.66.00 100.0044010 MAGAZINES & PUBLICATIONS9,000.00.00.00450.958,549.05 5.0144020 AUDIO VISUAL MATERIALS55,000.004,359.51 21,167.50 33,832.50.00 100.0044040 CONTRACTUAL CATALOGING33,000.00.00.00 30,107.882,892.12 91.2444050 LIBRARY SPECIAL CHARGES15,000.00.002,442.92125.0612,432.02 17.1245520 ADVERTISING9,000.00.00.00.009,000.00 .00TOTAL MTRLS, SUPPLIES & SVCS 385,821.0013,781.24 63,188.70 215,867.15 106,765.15 72.3349000 INSURANCE73,200.0018,300.00.00 36,600.0036,600.00 50.0049040 FACILITIES MAINT SERVICE 116,600.0029,150.00.00 58,300.0058,300.00 50.0049070 BENEFITS ADMIN11,600.002,900.00.005,800.005,800.00 50.00TOTAL SPECIAL CHARGES201,400.0050,350.00.00 100,700.00 100,700.00 50.00TOTAL LIBRARY2,373,260.36 231,552.71 63,188.70 1,098,564.91 1,211,506.75 48.95Library Board of Trustees, February 3, 2021, pg. 13 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 2DATE: 01/20/21 CITY OF PALM SPRINGS EXPSTA11TIME: 17:18:46 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 6/21SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-001 GENERAL FUND FUNCTION-50 LIBRARY DEPARTMENT-2710 LIBRARY 1ST SUBTOTAL-4900 SPECIAL CHARGES PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD TOTAL LIBRARY 2,373,260.36 231,552.71 63,188.70 1,098,564.91 1,211,506.75 48.95 TOTAL GENERAL FUND 2,373,260.36 231,552.71 63,188.70 1,098,564.91 1,211,506.75 48.95TOTAL REPORT 2,373,260.36 231,552.71 63,188.70 1,098,564.91 1,211,506.75 48.95Library Board of Trustees, February 3, 2021, pg. 14 MEMORANDUM DATE: February 3, 2021 SUBJECT: ITEM 7A- HISTORY OF KROPTIZER TRUST DONATION TO: Library Board of Trustees FROM: Jeannie Kays, Director of Library Services In 2015 and 2016, the Library Board of Trustees received a series of donations totaling $256,665.74 from the Estate of Harold and Lorraine W. Kropitzer. The gift designates the following: Palm Springs Public Library Trust Fund, to be used by the Palm Springs Public Library for the construction or setting aside of a quiet reading center for senior patrons in the main library or, if this is not feasible, for the purchase of nonfiction adult books written in English. To date, $45,000 has been allocated for the purchase of nonfiction books in English, per the donor’s request. The current balance is $211,665.74. 51026 KROPITZER TRUST DONATION -$ DATE VENDOR DEPOSIT AMOUNT SPENT BALANCE 4/30/2015 DONATION 200,000.00$ 200,000.00$ 5/14/2015 DONATION 26,665.66$ 226,665.66$ 6/1/2015 DONATION 0.08$ 226,665.74$ 11/16/2015 DONATION 30,000.00$ 256,665.74$ 8/31/2016 TRANSFER TO TRUST FUND BOOKS 10,000.00$ 246,665.74$ 8/10/2017 TRANSFER TO TRUST FUND BOOKS 10,000.00$ 236,665.74$ 9/20/2018 TRANSFER TO TRUST FUND BOOKS 10,000.00$ 226,665.74$ 10/16/2019 TRANSFER TO TRUST FUND BOOKS 10,000.00$ 216,665.74$ 11/24/2020 TRANSFER TO TRUST FUND BOOKS 5,000.00$ 211,665.74$ 211,665.74$ Library Board of Trustees, February 3, 2021, pg. 15 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 01/27/21CITY OF PALM SPRINGSAUDIT21TIME: 08:30:34EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’51031’ACCOUNTING PERIODS: 1/15 THRU 13/15SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENTDEPARTMENT - 2752 - LIBRARY TRUSTACCOUNTCUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDORBUDGETEXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE51031 KROPITZER TRUST DONATION 151-50-2752-2752 - LIBRARY TRUST51031 KROPITZER TRUST DONATION.00.00.00 BEGINNING BALANCE 04/30/15 11-10.00 04/30/15 13-10200,000.00BUD ADJ 4/30-7B 05/14/15 13-1126,665.66BUD ADJ 5/14-1B 06/01/15 13-11.08BUD ADJ 5/28-1BTOTAL KROPITZER TRUST DONATION226,665.74.00.00226,665.74TOTAL 1ST SUBTOTAL - CAPITAL226,665.74.00.00226,665.74TOTAL DEPARTMENT - LIBRARY TRUST226,665.74.00.00226,665.74TOTAL FUNCTION - LIBRARY226,665.74.00.00226,665.74TOTAL FUND - LIBRARY ENDOWMENT226,665.74.00.00226,665.74TOTAL REPORT226,665.74.00.00226,665.74* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONITEM 7A: HISTORY OF KROPITZER TRUSTLibrary Board of Trustees, February 3, 2021, pg. 16 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 01/27/21CITY OF PALM SPRINGSAUDIT21TIME: 08:28:01EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’51031’ACCOUNTING PERIODS: 1/16 THRU 13/16SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENTDEPARTMENT - 2752 - LIBRARY TRUSTACCOUNTCUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDORBUDGET EXPENDITURESENCUMBRANCES DESCRIPTION BALANCE51031 KROPITZER TRUST DONATION 151-50-2752-2752 - LIBRARY TRUST51031 KROPITZER TRUST DONATION.00.00.00 BEGINNING BALANCE 07/01/15 13-1226,665.74CONT APPR BUD ADJ 7/1-2 07/01/15 11-1.00POSTED FROM BUDGET SYSTEM 11/16/15 13-530,000.00BUD ADJ 11/16-1BTOTAL KROPITZER TRUST DONATION256,665.74.00.00256,665.74TOTAL 1ST SUBTOTAL - CAPITAL256,665.74.00.00256,665.74TOTAL DEPARTMENT - LIBRARY TRUST256,665.74.00.00256,665.74TOTAL FUNCTION - LIBRARY256,665.74.00.00256,665.74TOTAL FUND - LIBRARY ENDOWMENT256,665.74.00.00256,665.74TOTAL REPORT256,665.74.00.00256,665.74* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONITEM 7A: HISTORY OF KROPITZER TRUSTLibrary Board of Trustees, February 3, 2021, pg. 17 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 01/27/21CITY OF PALM SPRINGSAUDIT21TIME: 08:27:38EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’51031’ACCOUNTING PERIODS: 1/17 THRU 13/17SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENTDEPARTMENT - 2752 - LIBRARY TRUSTACCOUNTCUMULATIVE DATET/C ENCUMBRANC REFERENCE VENDORBUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE51031 KROPITZER TRUST DONATION 151-50-2752-2752 - LIBRARY TRUST51031 KROPITZER TRUST DONATION.00.00.00 BEGINNING BALANCE 07/01/16 13-1256,665.74CONT APPR BUD ADJ 7/1-2 07/01/16 11-1.00POSTED FROM BUDGET SYSTEM 08/31/16 25-28/31-3B-10,000.00BUD ADJ 8/31-3BTOTAL KROPITZER TRUST DONATION246,665.74.00.00246,665.74TOTAL 1ST SUBTOTAL - CAPITAL246,665.74.00.00246,665.74TOTAL DEPARTMENT - LIBRARY TRUST246,665.74.00.00246,665.74TOTAL FUNCTION - LIBRARY246,665.74.00.00246,665.74TOTAL FUND - LIBRARY ENDOWMENT246,665.74.00.00246,665.74TOTAL REPORT246,665.74.00.00246,665.74*THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONITEM 7A: HISTORY OF KROPITZER TRUSTLibrary Board of Trustees, February 3, 2021, pg. 18 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 01/27/21CITY OF PALM SPRINGSAUDIT21TIME: 08:32:12EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’51031’ACCOUNTING PERIODS: 1/18 THRU 13/18SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENTDEPARTMENT - 2752 - LIBRARY TRUSTACCOUNTCUMULATIVE DATET/C ENCUMBRANC REFERENCE VENDORBUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE51031 KROPITZER TRUST DONATION 151-50-2752-2752 - LIBRARY TRUST51031 KROPITZER TRUST DONATION.00.00.00 BEGINNING BALANCE 07/01/17 13-1246,665.74CONT APPR BUD ADJ 7/1-1 07/01/17 11-1.00POSTED FROM BUDGET SYSTEM 08/10/17 25-28/10-3B-10,000.00BUD ADJ 8/10-3BTOTAL KROPITZER TRUST DONATION236,665.74.00.00236,665.74TOTAL 1ST SUBTOTAL - CAPITAL236,665.74.00.00236,665.74TOTAL DEPARTMENT - LIBRARY TRUST236,665.74.00.00236,665.74TOTAL FUNCTION - LIBRARY236,665.74.00.00236,665.74TOTAL FUND - LIBRARY ENDOWMENT236,665.74.00.00236,665.74TOTAL REPORT236,665.74.00.00236,665.74*THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONITEM 7A: HISTORY OF KROPITZER TRUSTLibrary Board of Trustees, February 3, 2021, pg. 19 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 01/27/21CITY OF PALM SPRINGSAUDIT21TIME: 08:32:28EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’51031’ACCOUNTING PERIODS: 1/19 THRU 13/19SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENTDEPARTMENT - 2752 - LIBRARY TRUSTACCOUNTCUMULATIVE DATET/C ENCUMBRANC REFERENCE VENDORBUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE51031 KROPITZER TRUST DONATION 151-50-2752-2752 - LIBRARY TRUST51031 KROPITZER TRUST DONATION.00.00.00 BEGINNING BALANCE 07/01/18 11-1.00POSTED FROM BUDGET SYSTEM 09/01/18 13-2236,665.74CONT APPR BUD ADJ FY18 09/20/18 25-39/20-02B-10,000.00BUD ADJ 9/20-02B 09/23/19 13-13-226,665.74BUD ADJ 9/23-1CA LIB 151 09/24/19 13-13226,665.74CA FY19 UNDO #2TOTAL KROPITZER TRUST DONATION226,665.74.00.00226,665.74TOTAL 1ST SUBTOTAL - CAPITAL226,665.74.00.00226,665.74TOTAL DEPARTMENT - LIBRARY TRUST226,665.74.00.00226,665.74TOTAL FUNCTION - LIBRARY226,665.74.00.00226,665.74TOTAL FUND - LIBRARY ENDOWMENT226,665.74.00.00226,665.74TOTAL REPORT226,665.74.00.00226,665.74*THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONITEM 7A: HISTORY OF KROPITZER TRUSTLibrary Board of Trustees, February 3, 2021, pg. 20 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 01/27/21CITY OF PALM SPRINGSAUDIT21TIME: 08:32:47EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’51031’ACCOUNTING PERIODS: 1/20 THRU 13/20SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENTDEPARTMENT - 2752 - LIBRARY TRUSTACCOUNTCUMULATIVE DATET/C ENCUMBRANC REFERENCE VENDORBUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE51031 KROPITZER TRUST DONATION 151-50-2752-2752 - LIBRARY TRUST51031 KROPITZER TRUST DONATION.00.00.00 BEGINNING BALANCE 06/28/19 11-1.00POSTED FROM BUDGET SYSTEM 09/23/19 13-3226,665.74BUD ADJ 9/23-1CA LIB 151 10/16/19 25-410/16-16-10,000.00BUD ADJ 10/16-16BTOTAL KROPITZER TRUST DONATION216,665.74.00.00216,665.74TOTAL 1ST SUBTOTAL - CAPITAL216,665.74.00.00216,665.74TOTAL DEPARTMENT - LIBRARY TRUST216,665.74.00.00216,665.74TOTAL FUNCTION - LIBRARY216,665.74.00.00216,665.74TOTAL FUND - LIBRARY ENDOWMENT216,665.74.00.00216,665.74TOTAL REPORT216,665.74.00.00216,665.74*THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONITEM 7A: HISTORY OF KROPITZER TRUSTLibrary Board of Trustees, February 3, 2021, pg. 21 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 01/27/21CITY OF PALM SPRINGSAUDIT21TIME: 08:33:12EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’51031’ACCOUNTING PERIODS: 1/21 THRU 7/21SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENTDEPARTMENT - 2752 - LIBRARY TRUSTACCOUNTCUMULATIVE DATE T/C ENCUMBRANC REFERENCE VENDORBUDGETEXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE51031 KROPITZER TRUST DONATION 151-50-2752-2752 - LIBRARY TRUST51031 KROPITZER TRUST DONATION.00.00.00 BEGINNING BALANCE 07/06/20 11-1.00POSTED FROM BUDGET SYSTEM 07/23/20 13-1216,665.74CARRYOVER 19-20 TO 20-21 07/27/20 13-1216,665.74CARRYOVER 19-20 TO 20-21 07/27/20 13-1-216,665.74CORRECT CO 19-20 TO 20-21 11/24/20 25-5BA111002-5,000.00BOOK PURCHASETOTAL KROPITZER TRUST DONATION211,665.74.00.00211,665.74TOTAL 1ST SUBTOTAL - CAPITAL211,665.74.00.00211,665.74TOTAL DEPARTMENT - LIBRARY TRUST211,665.74.00.00211,665.74TOTAL FUNCTION - LIBRARY211,665.74.00.00211,665.74TOTAL FUND - LIBRARY ENDOWMENT211,665.74.00.00211,665.74TOTAL REPORT211,665.74.00.00211,665.74* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONITEM 7A: HISTORY OF KROPITZER TRUSTLibrary Board of Trustees, February 3, 2021, pg. 22 Palm Springs Library Board of Trustees Memo To: Jeannie Kays, Director, Palm Springs Library From: David Kelly, Treasurer, Palm Springs Library Board of Trustees cc: Date: January 25, 2021 Re: Library Trust Fund/Endowment The purpose of this memo is to provide some background on the duties and responsibilities concerning the Library Trust Fund/Endowment. At the end of the memo are items for further discussion. Legislative History According to At Sunrise: The History of the Palm Springs Library by Henry Weiss (1999), the Alleine’s Library of Palm Springs (a/k/a Palm Springs Public Library) opened In late 1925. A fund was established in 1924 for the new library from the donation of $200 by Martha Hitchcock. Palm Springs was incorporated in 1938. On July 5, 1939, the Palm Springs City Council adopted Ordinance Number 60 which established the Library under the California Education Code. The Board of Library Trustees first met under the ordinance on November 9, 1939. Resolution 219 (1939) established the post-incorporation Library Board of Trustees (November 4, 2020 memo to the Trustees from Jeannie Kay, Library Director, Library Trustees Meeting Agenda, dated November 4, 2020, p. 23). According to At Sunrise, the Trustees immediately set upon fundraising for the building of the Welwood Murray Memorial Library. In a memo from Library Director Jeannie Kays to the Trustees dated October 7, 2020 (see Library Trustees Meeting Agenda dated October 7, 2020, pp. 32-47; a request for resolutions concerning the Library Trust Fund), the affirmation of the Library Trust Fund and the roles of the Trustees, Librarian and City Manager are found primarily in two resolutions: 11431 dated May 7, 1975 and 17288 dated October 3, 1990. ITEM 7% Library Board of Trustees, February 3, 2021, pg. 23 2 Resolution 11431 (1975) establishes a special fund to be known as the “Library Trust Fund.” Resolution 17288 (1990) states in its third paragraph “Whereas the City’s Board of Library Trustees has requested that the public library be re-established as a full municipal department” and in the next paragraph “to be managed by the Library Board via the City Librarian.” According to At Sunrise (p. 100), the Library had been an autonomous department until the mid 1970’s “and the magnitude of its budget, staffing facilities, and level of public services warranted full department representation.” Section 1 of Resolution 17288 states the City Council shall retain the following authority over the Library: A)Library Trustees shall be appointed by the Mayor with the consent of the City Council B)The City Council shall annually review, amend as necessary, and adopt the library’s operational budget C)The City Council shall establish the number of and compensation ranges for library paid employees D)The City Council shall act upon library legislative items (Resolutions, appointments, budget amendments, etc., as required Section 2 of Resolution 17288 states the City’s Board of Library Trustees shall retain the following authority over the Library: A)The Library Board shall manage and control the Library Trust Fund B)The Library Board shall establish and amend library policies and procedures as required C)The Library Board shall establish, amend, and periodically review all library fines, fees and charges and ensure such charges are incorporated into the City’s Master Fee Schedule D)The Library Board shall manage the approval of all library purchases from the Library Fund (subsequent to Council’s approval of the literary budget) and the Library Trust Fund E)The Library Board shall develop and amend long and short-range library plans F)The Library Board shall manage all library facilities G)The Library Board shall consult with the City Manager with regard to evaluation and appointments of City Librarians. Section 3 of Resolution 17288 states the City Manager shall retain the following authority over the Library: A)The City Manager shall appoint and evaluate the City Librarian in consultation with the Library Board B)The City Manager shall recommend appropriate amendments to the annual Library Fund operational budget prior to its submission to the City Council C)The City Manager shall apply the provisions of the City’s current Personnel Rules to library paid employees D)The City Manager shall assign departmental duties to the City Librarian as required (subject to the consent of the Library Board) E)The City Manager shall communicate directions from the City Council to the City Librarian as necessary Library Board of Trustees, February 3, 2021, pg. 24 3 Marcus Fuller, Assistant City Manager in a memo to Ed McBride, Trustees President dated June 8, 2020 references Resolution 17288 as establishing the relationship between the City and the Board of Trustees. He noted that Section 2A of the Resolution gives the Trustees control of the Library Trust Fund which is accounted by the City as a Special Revenue Fund (Fund 151). He wrote, “In compliance with Resolution 17288 – the City only approves expenditures from this fund with express approval of the Board of Trustees.” (see Library Trustees Meeting Agenda dated July 1, 2020, pp. 17-30. Fiscal Management A memo from Trustee Treasurer David Kelly to Jeannie Kays, Library Director dated October 29, 2019 (presented in the Trustees November 21, 2019 meeting packet) reported a meeting among Kelly, Kays and David Lacy, Assistant City Finance Director. Mr. Lacy reported the City manages over $200 million in cash and investments, of which the Library Trust Fund is pooled into. An independent investment advisor specializing in the needs of municipalities is responsible for safeguarding the public’s funds while minimizing market risk and maximizing both liquidity and yield. Mr. Lacy reported the City earned $1.1 million in interest at a rate of 1.8% for the fiscal year ending 6/30/2019 and the Library received a proportional credit. Further Information Requests •Request the City Treasurer provide the interest rate for fiscal year ending 6/30//20. Discussion Points 1.The Library Trust Fund should have its own charter with a statement of purpose, objectives, and investment guidelines. The charter should state the type of Library projects it will consider funding, and which need special approval, if any. 2.An independent investment advisor will want to review the charter to establish its role and responsibilities in administering the Library Trust Fund. 3.If the Trustees assign the investment advisor role to the Trustee Treasurer, would it be appropriate for the Board of Trustees to obtain Directors and Officers insurance to protect against potential liabilities? 4.Will we need to engage independent legal counsel to make changes in the management of the Library Trust Fund? What may be required of the City Clerk or City Attorney to make changes to management of the Library Trust Fund? Library Board of Trustees, February 3, 2021, pg. 25 1 | Page BYLAWS BOARD OF LIBRARY TRUSTEES OF THE PALM SPRINGS PUBLIC LIBRARY SYSTEM Article I IDENTIFICATION & AUTHORITY Section I. Name The name of this board shall be the Board of Library Trustees of the City of Palm Springs Public Library System, located in Palm Springs, California ("City"), and is a Charter Board as provided for by the City of Palm Springs Charter ("Charter") §609 and the Palm Springs Municipal Code ("PSMC") §2.32.010 et seq. Section II. Authority As a Charter Board, the Board of Library Trustees ("Board") shall have the powers, duties and authorities, now or hereafter from time to time provided for, and shall be administered pursuant to, the provisions of the general laws of the State of California governing Municipal Libraries (as set forth in California Education Code §18900-18965), unless otherwise provided for by the Charter. Article II TRUSTEES Section I. Appointment The Board of Library Trustees shall consist of five (5) members, and shall be appointed by and with the consent of the Palm Springs City Council in accordance with California Education Code §18910 and PSMC §2.32.030. Section II. Eligibility All Trustees must be residents and registered voters of the City of Palm Springs at the time of, and during their term of service, and may not hold any other city office or employment. Section III. Terms of Office Appointments, terms and vacancies shall comply with PSMC §2.06.Trustees shall hold office for a term of three years, and may be re-appointed for one (1) additional consecutive term. Trustees appointed to fill out the unexpired term of another member are eligible for additional reappointments, provided that the total number of consecutive years on the Board shall not exceed seven (7) years. ITEM 7D Library Board of Trustees, February 3, 2021, pg. 26 2 Article III OFFICERS Section I. Officers The officers shall be the President, President Pro Tem and Treasurer, elected from among the appointed Trustees at the Annual Meeting of the Board. No member shall hold more than one office at a time. Vacancies of an office shall be filled by vote at the next regular meeting of the Board after said vacancy occurs. Section II. Nominations The Nominating Committee shall be appointed by the President one month prior to the Annual Meeting of the Board. The Nominating Committee shall present a slate of officers at the Annual Meeting of the Board. Additional nominations may be made from the floor at that time. Article IV RESPONSIBILITIES Section I. President The President shall preside at meetings of the Board, authorize calls for special meetings, appoint all committees and liaisons through a resolution at the annual meeting in accordance with the Charter and the bylaws, execute all documents authorized by the Board, serve as an ex-officio voting member of all committees, except the Nominating Committee. The President shall co-sign all contracts or agreements authorizing the use of funds held by the Palm Springs Public Library Trust Fund ("Library Trust Fund"), and generally perform all duties associated with the office of President. Section II. President Pro Tem The President Pro Tem, in the event of absence of the President, or of a vacancy in that office, shall assume and perform the duties and functions of the President. Section III. Treasurer In the absence of the President, the Treasurer shall co-sign all contracts or agreements authorizing the use of funds held by the Library Trust Fund, and perform such duties as are generally associated with the office of Treasurer. The Treasurer shall make monthly reports to the Board showing in detail the amount and investment of, and income and disbursements from, the funds in his or her charge. The Treasurer shall serve as the chair of the budget committee. Section IV. Secretary The Director of Library Services for Palm Springs shall serve as the city librarian in accordance with Charter §609. The Director of Library Services shall act as the Library Board of Trustees, February 3, 2021, pg. 27 3 recording secretary to the Board and shall perform all other duties of the office of Secretary. The Director of Library Services shall keep a true and accurate record of all meetings of the Board, issue notice of all regular and special meetings, and perform such other duties as are generally associated with the office of Secretary. The Director of Library Services shall also be considered the executive officer of the library and subject to the policies established by the Board. The Director shall act as technical advisor to the Board, and attend all Board meetings (but may be excused from closed sessions) and shall have no vote. The City sets forth additional duties for the Director of Library Services in accordance with Charter §609. The Board, shall advise the City Manager with respect to the selection and appointment of a properly certified and competent Director of Library Services. Section V. Attendance The Trustees are expected to attend all scheduled meetings. Prior notification of absence should be made to the President or the Director of Library Services. In event of an absence, after having received a meeting packet and minutes from the missed meeting, it is the Trustee’s responsibility to have questions answered and/or obtain needed information from the President. Three consecutive absences will be considered an automatic resignation. Any Board removals or vacancies will be handled in accordance with Charter §605. In the event a Trustee finds that he or she is unable to continue serving actively, he or she shallsubmit a letter to request a leave of absence for a specified amount of time sent to the President or the Director of Library Services. The request will be voted on by the Board and the Trustee will be notified. If a Trustee finds that he or she is unable to continue serving actively, he or she shall submit a letter of resignation to the City Council, along with a copy to the President, for appropriate action by the City Council. Article V MEETINGS AND MINUTES Section I. Agendas and Notices Meeting agendas and notices shall be delivered or mailed to the Board no less than seventy-two (72) hours before a regular meeting, delivered to the City Clerk and City Manager, and posted in a spot freely accessible to the public in accordance with the Brown Act. Said notice shall indicate time, date and place of the meeting, and all subject matters intended for consideration and discussion at the meeting. The order of business shall be as outlined in the Agenda as prepared by the Director of Library Services. Items may not be taken out of order except with majority consent of the Board. No action shall be taken on any item not appearing on the posted agenda except as provided for in accordance with California Government Code §54954. Library Board of Trustees, February 3, 2021, pg. 28 4 Section II. Regular Meetings Regular meetings shall be held each month as required by the California Education Code §18914, the date and hour to be set by the Board at its annual meeting. The Board may cancel any Regular Meeting by a motion that is approved by a majority of its members, in accordance with Article V, Section V of the bylaws, and entered in the Minutes of the Board. Section III. Annual Meeting An Annual Meeting of the Board, which shall be for the purpose of the election of officers, shall be held on and at the time of the Regular Meeting in September of each year, unless otherwise specified. Section IV. Special Meetings Special meetings may be called at the direction of the President, or majority of the Board, as set forth in accordance with California Government Code §54956 for transaction of business as stated in the call for the meeting. Only matters contained in the notice may be considered at said Special Meeting. Except in cases of emergency, at least twenty-four (24) hours’ notice shall be given. Section V. Quorum A quorum for the transaction of business at any meeting shall consist of three (3) members of the Board present in person. To ensure a majority endorses an action, the number of affirmative votes needed to pass a motion is the same number that constitutes a quorum. If there is no affirmative vote on an action by quorum, the item is considered tabled for discussion and action until the next regular, or special, meeting of the Board. Section VI. Open Meetings Law Compliance In accordance with California Education Code §18915, meetings of the Board are governed by the Ralph M. Brown Act as stated in California Government Code §54950 et seq. Section VII. Parliamentary Authority The rules contained in Rosenberg’s Rules of Order, latest revised edition, shall govern the parliamentary procedure of all meetings. However, failure to follow the Rules of Order shall not invalidate any action taken by the Board. Section VIII. Action An affirmative vote of the majority of all members of the Board present at the time shall be necessary to approve any action before the Board. The President may vote upon and may move or second a proposal before the Board. Section IX. Minutes Minutes of all meetings must be kept by the Secretary as the official record of the activities of the Board. Additions and corrections may be made only in Regular Meetings, with the approval of the Board. Minutes shall be bound annually and kept on Library Board of Trustees, February 3, 2021, pg. 29 5 file at the Palm Springs Public Library. A set of minutes shall also be sent to the Palm Springs City Clerk, City Manager, and/or any Library Liaisons from the City Council. Article VI COMMITTEES & LIAISONS Section I. Standing Committees Standing Committees will be appointed by the President. Standing Committees may consist of Advocacy, Budget, Buildings, and Policies committees. Section II. Nominating Committee A Nominating Committee shall be appointed in accordance with Article III, Section II of the Bylaws. The Nominating Committee shall be responsible for drafting a slate of candidates for the officers of the board for the Annual Meeting of the Board. Section III. Ad Hoc Committees Ad hoc committees for the study of special problems or projects shall be appointed by the President, with approval of the Board, to serve until completion or a final report of the work has been filed. These committees may also include City Staff, members of the general public, as well as outside experts. Section IV. Authority Except for the Nominating Committee, no other committee shall have powers other than advisory powers. Section V. Liaisons The President shall, as desired by the Board, appoint a Liaison to the Friends of the Palm Springs Public Library and to the Palm Springs Public Library Foundation, as well as any other organizations associated with or supportive of the Palm Springs Public Library. Article VII DUTIES Section I. Rules, Regulations and Bylaws The Board may make and enforce all rules, regulations, and bylaws necessary for the administration, government, and protection of the City of Palm Springs Public Library System, and all property belonging thereto. Library Board of Trustees, February 3, 2021, pg. 30 6 Section II. Budget The Board may review and make recommendations for the operating budget of the library, prior to its approval by City Council, insuring that adequate funds are provided to finance the approved budget. Section III. Trust Fund The Board shall administer any trust declared or created for the library, and received by gift, devise, or bequest, and hold in trust, property situated in California or elsewhere, and where not otherwise provided, dispose of the property for the benefit of the library. The Board shall utilize a uniform procurement procedure for the use of Library Trust Fund related to the awarding of contracts or purchase orders, in accordance with the procurement and contracting procedures set forth in PSMC Chapter 7.01 et seq. Section IV. Purchase of Materials and Property The Board may purchase necessary books, journals, publications, and other library materials. In addition, the Board may purchase real property, and erect or rent and equip, such buildings as may be necessary. Section V. Buildings The Board shall advise the City Council on the maintenance of all library buildings and grounds, as well as regularly review various physical and building needs in order to ensure that they meet the requirements of the library program. Section VI. Legislation The Board shall study and support legislation that will bring about the greatest good to the greatest number of library users. Section VII. Incidental Powers The Board may do and perform any and all other acts and things necessary or proper to provide library services to the City of Palm Springs, California. Section VIII. Annual Report There shall be an annual report to the City Council and to the California State Librarian on the condition of the library, for the year ending the 30th day of June preceding. The reports shall, in addition to other matters deemed expedient by the Board or Director of Library Services, contain such statistical and other information as is deemed desirable by either the City Council and/or the California State Librarian. Library Board of Trustees, February 3, 2021, pg. 31 7 Article VIII CONFLICT OF INTEREST Section I. Political Reform Act All Board members must abide by the rules and regulations of the California Political Reform Act as set forth in California Government Code §87100 et seq. Section II. Statement of Economic Interests All Board members must submit a California Fair Political Practices Commission Form 700 Statement of Economic Interests, as may be required from time to time to comply with applicable law. Article IX GENERAL Section I. Amendments Amendments to these Bylaws may be proposed at any Regular Meeting of the Board by majority vote of all members of the Board, provided written notice of the proposed amendment shall have been mailed in the board packet to all members prior to the meeting at which such action is proposed to be taken. In the event any word, phrase, clause or sentence of these rules shall be deemed invalid for any reason, the balance hereof shall nevertheless be applicable until duly modified or repealed. # # # Adopted by The Board of Library Trustees of the Palm Springs Public Library System on the 24th day of June, 2011. Am ended and Adopted by The Board of Library Trustees of the Palm Springs Public Library System on 25th day of September, 2014. Am ended and Adopted by The Board of Library Trustees of the Palm Springs Public Library System on 22nd day of October, 2015. Am ended and Adopted by The Board of Library Trustees of the Palm Springs Public Library System on 28 day of June, 2018. Library Board of Trustees, February 3, 2021, pg. 32