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Home My WebLink About2021-04-07 LBOT Board PacketLIBRARY BOARD OF TRUSTEES CITY OF PALM SPRINGS, CALIFORNIA www.palmspringslibrary.gov REGULAR MEETING AGENDA WEDNESDAY, APRIL 7, 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/82759094611 or call 1-669-900-6833, Meeting ID: 827 5909 4611 • 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., March 31, 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. Library Board of Trustees, April 7, 2021, pg. 1 Library Board of Trustees Wednesday, April 7, 2021 Page 2 of 4 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 address the Library Board of Trustees on Agenda items; and items of general interest within the subject matter within jurisdiction of the City. Although the Library Board of Trustees values your comments, pursuant to the Brown Act, it generally cannot take any action on items not listed on the posted Agenda. Three (3) minutes are assigned to each speaker. IV. CONSENT AGENDA A. Meeting Minutes of March 3, 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. Discuss Treasurer Kelly’s memo regarding Investment Policy Statement Motion: Second: Approved: Opposed: Abstention Names(s): B. Discuss and set meeting date in May. Current date is May 5, 2021, Cinco de Mayo. Motion: Second: Approved: Opposed: Abstention Names(s): Library Board of Trustees, April 7, 2021, pg. 2 Library Board of Trustees Wednesday, April 7, 2021 Page 3 of 4 C. Consider approval of Mobile Hotspot Lending Policy. Once approved, policy will be translated to Spanish. Adopt Resolution 21-001. Motion: Second: Approved: Opposed: Abstention Names(s): D. Acknowledge donations from Alpha Delta Kappa and Anne Rodgers-Rhyme and Richard Rhyme. 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, May 5, 2021 (or date set in Item 8B) 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, April 7, 2021, pg. 3 Library Board of Trustees Wednesday, April 7, 2021 Page 4 of 4 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. P U B L I C N O T I C E S Jeannie Kays, MLIS Director of Library Services 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 March 31, 2021, and posted on the City’s website as required by established policies and procedures. ) ) ss. ) State of California County of Riverside City of Palm Springs AFFIDAVIT OF POSTING Library Board of Trustees, April 7, 2021, pg. 4 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library March 3, 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, Anthony Mejia, City Clerk. PUBLIC PRESENT: David Sidley. 2.PRESENTATIONS – CITY CLERK DISCUSSING BROWN ACT Item 8. C. moved up at this time. 8. C. Committee Structure – Standing and Ad Hoc Committees Anthony Mejia gave the presentation. Standing Committees and Ad-Hoc Committees are both less than a majority of the entire board. The difference between the two are whether there is ongoing jurisdiction regarding the matter or if the matter is going terminate when the project is completed. An example of a Standing Committee would be a sub-committee for Library Policies that periodically reviews policies and procedures and provides input for years and years to come. An Ad-Hoc Committee is focused on a particular project, issue, or policy; that is not perpetual at some point it will conclude typically within a year but it can go on longer. Standing Committees are subject to the Brown Act (includes posting of agendas and taking of minutes) and Ad-Hoc Committees are not. Looking at the Library Boards standing committees: if the Budget Sub-Committee is ongoing and looks at the budget every quarter or every six months then it should be a standing committee. But if the committee only meets three months out of the year to work on the budget for the upcoming year that could be an ad-hoc committee. If the City Council takes action to form a Committee and appoints members, it is subject to the Brown Act. The Library Board bylaws state that the Board has standing committees and the Board is appointing the members to the standing committees. Because the Advocacy and Policies Committees have continuing subject matter jurisdiction, are less than a quorum of the members and the bylaws call them standing committees they fall under the jurisdiction of the Brown Act. The Budget sub- committee could be considered an ad-hoc if the Library Board bylaws were amended. President McBride said that the Board should have more discussion to further define what each of the committees do and then determine if they are really standing committees or if they should be ad-hoc committees. Trustee Borba proposed that the meeting the Treasurer and the Board President have with Director Kays be viewed as an ad-hoc committee and not as a standing committee. Treasurer Kelly said there are two options: one would be public notice that meeting and Library Board of Trustees, April 7, 2021, pg. 5 DRAFT Library Board of Trustees, April 7, 2021, pg. 5 the other option is next year the president asks for volunteers to serve on an ad-hoc fiscal year 2022 committee. President McBride said the latter makes more sense especially since that is what City Council does. The bylaws do not need to be rewritten because they say “Standing Committees may consist of Advocacy, Budget, Buildings, and Policies committees”. Since it says “may” it does not require the committees to be formed every year. If an issue arises where input from the public is needed the President may appoint members at any time. 3. CHANGES OR ADDITIONS TO THE AGENDA: None. 4.PUBLIC COMMENTS: None. 5. CONSENT AGENDA MOTION: (Garner/Cronin, 5-0) To approve the consent agenda. 5. A. Meeting Minutes of February 3, 2021 5. B. Library Statistics 6. ADMINISTRATIVE REPORTS 6. A. Friends of the Palm Springs Library Director Kays gave the report. The Friends are hosting an online auction March 15-21 you can find more information on www.friendsofthepalmspringslibrary.org. The auction will include gift baskets and sponsorship opportunities. 6. B. Palm Springs Public Library Foundation David Sidley gave the report. The Foundation had a meeting with the Friends and the Library Director to discuss funding priorities. The finance committee is working on cleaning up the finances and they are going to start making monthly payments on the loan from the Library Board. They applied for a grant from Palm Springs Rotary. 6. C. Library Staff During the month of February, we had 1,254 pickup appointments in our Library-A-Go-Go service. Library staff have completed inventory of the adult collection and is now working to inventory the children’s collection. This will help us run reports to clear out cataloging records of items that are no longer on the shelf but taking up space in our online catalog. We also found a few items on the shelf with no cataloging record. Inventory is an effective tool and we worked very hard to get this done while the library was closed. We hold roughly 100,000 items in our collection so this was a large endeavor. Blu-ray collection: We have started to add Blu-ray discs to our collection of movies. Friends online auction runs March 15-21 on 32Auctions. Virtual Programming: We encourage you to check out our online programs for the month of March. Book clubs remain active and are seeing large turnout. Story times are on Facebook Thursdays at 10:00 a.m. Teen live events are on Tuesdays at 4:00 p.m. on Instagram Live. Library Board of Trustees, April 7, 2021, pg. 6 DRAFT Library Board of Trustees, April 7, 2021, pg. 6 This month’s Youth activity is “Craft Along: Teacup Planter.” The video premieres on Facebook and our YouTube channel Tuesday, March 9. Kits are available March 9-31, or while supplies last. Teen To-Go: Coronavirus Piñata kits. Pick up kits March 8-31. Commemorate the one year anniversary of the pandemic lock down in the US. Adult Program: Rock Painting 101. Library Director Jeannie Kays demonstrates the basics on getting started with rock painting. Craft kits are available now, while supplies last. This program premieres March 4 on Facebook and YouTube. In-N-Out Burger Cover to Cover Reading Program runs March 6-April 17 for children ages 4-12. For every five books read, the child earns a free burger certificate. Children can earn up to three free burgers. This year, we are going to allow people to register online through our Beanstack app. Look for details on our library website, www.pslibrary.org. 7. TREASURERS REPORT Treasurer Kelly reported the Library Trust Fund balance is $1,820,933.99. This an increase from last month because there was another interest allocation from the City. Director Kays included in the packet the December 2020 Treasurer’s Monthly Report from the City. Treasurer Kelly said that this looks like a monthly report and having a quarter report would give us better information on rate of return. 8.DISCUSSION/ACTION ITEMS 8. A. Information regarding Library Trust Fund Finances and Friends of the Library Transactions. Director Kays gave the report. The Friends transactions and account lines will be pulled out of the Trust Fund. 8.B. Request for $5000 from Kropitzer Trust account to spend on nonfiction books. Director Kays requested $5000 from Kropitzer Trust account to spend on nonfiction books. MOTION: (Borba/Garner, 5-0) To approve this request. 8.D. Treasurer Kelly’s January 25, 2021 memo regarding Library Trust Fund: Postponed to April meeting. 9.TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS None. 10. ADJOURNMENT The March meeting adjourned at 7:03 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services Library Board of Trustees, April 7, 2021, pg. 7 DRAFT Library Board of Trustees, April 7, 2021, pg. 7 LIBRARY STATISTICS 2021 2020 %CHANGE MATERIALS CHECKED OUT (Total)13,715 44,183 -78% Print 5,139 21,413 -76% Media 3,571 17,499 -80% Other (Downloadable & In-house)5,005 5,271 -5% LIBRARY CARD REGISTRATIONS (Total)105 385 -73% Palm Springs Resident 54 215 -75% California Resident 48 116 -59% Out of State and/or Fee Cards 3 54 -94% DOOR COUNT (Main) 0 17,331 - DOOR COUNT (WMML)0 n/a 0% PUBLIC COMPUTER SESSIONS (Main)0 3,359 - PUBLIC COMPUTER SESSIONS (WMML)0 1,550 - WiFi COMPUTER SESSIONS (Main)180 2,266 -95% WiFi COMPUTER SESSIONS (WMML)15 275 -95% PROGRAM ATTENDANCE 0 586 - Pre-School 0 130 - School Age 0 108 - Family 0 42 - Teen 0 50 - Adult 0 256 - NO.OF PROGRAMS (Total)0 25 - Pre-School 0 4 - School Age 0 4 - Family 0 2 - Teen 0 4 - Adult 0 9 - VIRTUAL PROGRAMMING (Total)15 0 - Pre-School 4 0 - School Age 1 0 - Family 0 0 - Teen 4 0 - Adult 6 0 - LIVE ATTENDANCE (Total)76 0 - Pre-School 0 0 - School Age 0 0 - Family 0 0 - Teen 0 0 - Adult 76 0 - ON-DEMAND VIEWING (Total)1,415 0 - Pre-School 1,327 0 - School Age 13 0 - Family 0 0 - Teen 56 0 - Adult 19 0 - VOLUNTEER HOURS 0 303 - ILL REQUESTS FROM OTHER LIBRARIES 69 144 -52% NO. OF DAYS OPEN (Main)0 24 - NO. OF DAYS OPEN (WMML)0 29 - NO. OF PASSPORTS PROCESSED 0 n/a - PHOTOS 0 n/a - February 2021 vs. February 2020 Library Board of Trustees, April 7, 2021, pg. 8Library Board of Trustees, April 7, 2021, pg. 8 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 03/22/21 CITY OF PALM SPRINGS STATMN11TIME: 16:08:55 PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 8/21 FUND - 151 - LIBRARY ENDOWMENT ACCOUNT - - - - - TITLE - - - - - DEBITS CREDITS 11010 Cash 1,820,392.34 11110 Unrealized Investments .00 TOTAL RETAINAGE 1,820,392.34 .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 1,903,318.00 .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 196,308.36 2,099,626.36 TOTAL EQUITIES 196,308.36 2,099,626.36 TOTAL LIBRARY ENDOWMENT 2,099,626.36 2,099,626.36 TOTAL REPORT 2,099,626.36 2,099,626.36 RUN DATE 03/22/21 TIME 16:08:55 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERLibrary Board of Trustees, April 7, 2021, pg. 9Library Board of Trustees, April 7, 2021, pg. 9 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 03/22/21 CITY OF PALM SPRINGS AUDIT41TIME: 16:10:01 REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/21 THRU 8/21 (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 4725 8,093.07 CORRECT FY21 Q1 INT ALLOC 10/31/20 19-4 4723 -16,374.96 RVRSE FY21 Q1 INT ALLOC TOTAL PERIOD 4 .00 -8,281.89 .00 -8,093.07 01/01/21 19-7 5046 3,076.39 FY21 Q2 INTEREST ALLOCS TOTAL PERIOD 7 .00 3,076.39 .00 -11,169.46 TOTAL INTEREST INCOME .00 11,169.46 .00 -11,169.46 TOTAL 1ST SUBTOTAL - USE OF MONEY .00 11,169.46 .00 -11,169.46 TOTAL DEPARTMENT - .00 11,169.46 .00 -11,169.46 TOTAL FUNCTION - SPECIAL REVENUE FUNDS .00 11,169.46 .00 -11,169.46 TOTAL FUND - LIBRARY ENDOWMENT .00 11,169.46 .00 -11,169.46TOTAL REPORT .00 11,169.46 .00 -11,169.46* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees, April 7, 2021, pg. 10Library Board of Trustees, April 7, 2021, pg. 10 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 03/22/21 CITY OF PALM SPRINGS EXPSTA11TIME: 16:10:57 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and orgn.orgn1=’50’ and orgn.orgn2=’2752’ACCOUNTING PERIOD: 8/21SORTED 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 .00 -176.25 .00 .00 .00 .00 TOTAL MTRLS, SUPPLIES & SVCS 3,802.81 -176.25 .00 .00 3,802.81 .0050004 FUTURE LIBRARY PROJECTS 1,535,895.59 .00 .00 .00 1,535,895.59 .0051026 TRUST FUND BOOKS 48,282.22 2,422.15 42,577.85 2,422.15 3,282.22 93.2051031 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 2,422.15 55,339.99 139,968.37 1,756,107.01 10.01 TOTAL LIBRARY TRUST 1,955,218.18 2,245.90 55,339.99 139,968.37 1,759,909.82 9.99 TOTAL LIBRARY 1,955,218.18 2,245.90 55,339.99 139,968.37 1,759,909.82 9.99 TOTAL LIBRARY ENDOWMENT 1,955,218.18 2,245.90 55,339.99 139,968.37 1,759,909.82 9.99TOTAL REPORT 1,955,218.18 2,245.90 55,339.99 139,968.37 1,759,909.82 9.99Library Board of Trustees, April 7, 2021, pg. 11Library Board of Trustees, April 7, 2021, pg. 11 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 03/22/21 CITY OF PALM SPRINGS AUDIT21TIME: 16:12:17 EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/21 THRU 8/21SORTED 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, April 7, 2021, pg. 12Library Board of Trustees, April 7, 2021, pg. 12 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 03/22/21 CITY OF PALM SPRINGS EXPSTA11TIME: 16:13:15 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 8/21SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-001 GENERAL FUND 2ND SUBTOTAL-400 EMPLOYEE COMPENSATIONFUNCTION-50 LIBRARY DEPARTMENT-2710 LIBRARY 1ST SUBTOTAL-4000 PERSONNEL COSTS PERIOD ENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - - BUDGET EXPENDITURES OUTSTANDING EXP BALANCE BUD40000 REGULAR EMPLOYEES 898,575.27 70,651.50 .00 580,236.37 318,338.90 64.5740008 EX SALARY OFFSET -15,891.12 .00 .00 .00 -15,891.12 .0040050 VACATION/SICK CONVERSION .00 .00 .00 15,738.56 -15,738.56 .0040200 TEMPORARY EMPLOYEES 45,400.00 .00 .00 .00 45,400.00 .0040800 OVERTIME 2,500.00 .00 .00 422.45 2,077.55 16.9041110 MED INSURANCE WITHDRAWAL .00 150.00 .00 1,650.00 -1,650.00 .0041210 EDUC/CERT/LICENSE 26,053.81 .00 .00 .00 26,053.81 .0041230 BILINGUAL 8,513.25 .00 .00 .00 8,513.25 .0041450 TELECOMMUNICATION ALLOWA 1,500.00 106.68 .00 106.68 1,393.32 7.1141600 PERS CONTRIBUTIONS 335,067.24 24,164.85 .00 215,226.20 119,841.04 64.2341620 PERS - POB 36,600.00 .00 .00 18,300.00 18,300.00 50.0041700 MEDICARE TAX 13,495.91 1,010.65 .00 9,393.08 4,102.83 69.6041900 FRINGE BENEFITS 248,625.00 15,997.20 .00 124,694.06 123,930.94 50.1541920 WORKERS COMPENSATION 61,700.00 .00 .00 30,850.00 30,850.00 50.0041930 RHS HEALTH BENEFIT 11,700.00 875.00 .00 7,450.00 4,250.00 63.6841940 RETIREE HEALTH BENEFIT 112,200.00 .00 .00 56,100.00 56,100.00 50.00 TOTAL PERSONNEL COSTS 1,786,039.36 112,955.88 .00 1,060,167.40 725,871.96 59.3642010 GAS AND OIL (HEAT) 5,000.00 1,001.32 .00 1,297.58 3,702.42 25.9542015 COMMUNICATIONS 12,000.00 4,127.52 .00 4,748.44 7,251.56 39.5742100 OFFICE SUPPLIES 7,000.00 587.45 .00 3,162.48 3,837.52 45.1842115 POSTAGE 1,000.00 .00 .00 .00 1,000.00 .0042195 SPECIAL DEPT SUPPLIES 15,000.00 1,549.98 .00 9,809.62 5,190.38 65.4042490 NON CAPITAL EQUIPMENT 3,000.00 115.48 583.94 953.22 1,462.84 51.2442530 DUES & SUBSCRIPTIONS 3,300.00 .00 .00 1,312.00 1,988.00 39.7642570 PRINTING & PUBLISHING 5,500.00 76.48 .00 191.20 5,308.80 3.4842580 ELECTRONIC DATABASES 56,371.00 7,250.00 .00 48,617.70 7,753.30 86.2542900 OFFICE EQUIP OPS & MAINT 1,000.00 .00 .00 884.00 116.00 88.4042920 PC/HARD/SOFTWARE MAINT 103,150.00 49.98 .00 74,353.49 28,796.51 72.0843200 CONTRACTUAL SERVICES 1,000.00 .00 .00 .00 1,000.00 .0044000 BOOKS 61,500.00 13,192.68 8,068.51 49,569.69 3,861.80 93.7244010 MAGAZINES & PUBLICATIONS 1,000.00 .00 .00 450.95 549.05 45.1044020 AUDIO VISUAL MATERIALS 55,000.00 2,133.88 13,577.97 41,422.03 .00 100.0044040 CONTRACTUAL CATALOGING 31,000.00 .00 .00 30,107.88 892.12 97.1244050 LIBRARY SPECIAL CHARGES 15,000.00 275.00 2,442.92 400.06 12,157.02 18.9544051 FRIENDS OF THE LIBRARY 395.75 176.25 .00 176.25 219.50 44.5445520 ADVERTISING 9,000.00 378.00 .00 378.00 8,622.00 4.20 TOTAL MTRLS, SUPPLIES & SVCS 386,216.75 30,914.02 24,673.34 267,834.59 93,708.82 75.7449000 INSURANCE 73,200.00 .00 .00 36,600.00 36,600.00 50.0049040 FACILITIES MAINT SERVICE 116,600.00 .00 .00 58,300.00 58,300.00 50.0049070 BENEFITS ADMIN 11,600.00 .00 .00 5,800.00 5,800.00 50.00 TOTAL SPECIAL CHARGES 201,400.00 .00 .00 100,700.00 100,700.00 50.00 TOTAL LIBRARY 2,373,656.11 143,869.90 24,673.34 1,428,701.99 920,280.78 61.23Library Board of Trustees, April 7, 2021, pg. 13Library Board of Trustees, April 7, 2021, pg. 13 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 2DATE: 03/22/21 CITY OF PALM SPRINGS EXPSTA11TIME: 16:13:15 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 8/21SORTED 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 2,373,656.11 143,869.90 24,673.34 1,428,701.99 920,280.78 61.23 TOTAL GENERAL FUND 2,373,656.11 143,869.90 24,673.34 1,428,701.99 920,280.78 61.23TOTAL REPORT 2,373,656.11 143,869.90 24,673.34 1,428,701.99 920,280.78 61.23Library Board of Trustees, April 7, 2021, pg. 14Library Board of Trustees, April 7, 2021, pg. 14 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 7B Library Board of Trustees, April 7, 2021, pg. 15Library Board of Trustees, April 7, 2021, pg. 15 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, April 7, 2021, pg. 16Library Board of Trustees, April 7, 2021, pg. 16 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, April 7, 2021, pg. 17Library Board of Trustees, April 7, 2021, pg. 17 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: March 29, 2021 Re: Investment Policy Statement – Library Board of Trustees In my memo to you dated January 25, 2021 re: Library Trust Fund/Endowment, I reviewed the legislative history of the Library Trust Fund/Endowment and set a list of discussion points including: 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. To begin this discussion, I am asking the Trustees to view two short videos: Charity Investments: Top 10 Tips: This is produced by a Scottish company (OSCR Scottish Charity Regulator) which should preclude any conflicts, and the tips are general enough and useful for discussion purposes. (https://youtu.be/7FcpqBWUWcY) 1. Understand your finances, including investments 2. Check your investment powers 3. Know your charity trustee duties 4. Consider your charity’s reputation 5. Get help and advice if you need it 6. Create an investment policy statement 7. Think about your charity’s purposes 8. Think about the range of investments 9. Understand your responsibilities 10. Keep up to speed Library Board of Trustees, April 7, 2021, pg. 18Library Board of Trustees, April 7, 2021, pg. 18 What is an Investment Policy Statement: A 3 minute video by Alliance Benefit Group Rocky Mountain (no conflicts). (https://youtu.be/lPSwfC8aruk) 1. Purpose: “What is the purpose of an IPS?” a. Attitudes b. Expectations c. Objectives d. Guidelines i. Establishing the number and characteristics of investment options ii. Establishing procedures for the selection, monitoring and replacement of investment options iii. Providing performance and risk characteristics for each asset class presented by various investment options. 2. Investment Objectives – What are the goals of the plan? 3. Duties and Responsibilities – What roles and responsibilities do each of the following groups have in helping the plan meet its goals and IPS criteria? a. Plan committee b. Investment advisor c. Investment managers d. Custodian e. Record keeper/Administrator 4. Asset Class Guidelines – What broad asset classes should be used to meet the risk tolerance preferences of the plan? a. Stable value and/or money market b. Bond funds c. Hybrid d. Equity funds e. Specialty funds f. Self-directed brokerage accounts g. Company stock or other individual securities 5. Monitoring and control procedures a. How often should the investment committee meet? b. What monitoring criteria will be used to monitor the investment manager? c. When will funds be replaced, if warranted? Library Board of Trustees, April 7, 2021, pg. 19Library Board of Trustees, April 7, 2021, pg. 19 MOBILE HOTSPOT LENDING POLICY Palm Springs Public Library is committed to providing free and open access to informational, educational, recreational and cultural resources for library users of all ages and backgrounds. In fulfilling this mission, Palm Springs Public Library lends mobile wireless hotspots to Library patrons through the “Internet to Go” service. Terms and Conditions A “hotspot” consists of the mobile wireless hotspot device itself, as well as its charger and case. When a patron borrows a mobile hotspot, the patron’s use of the equipment is available under the following terms and conditions. These terms and conditions are in addition to the standard Library policies and other terms and conditions described below for which the user is responsible. In order to borrow a hotspot, patrons must be 18 years of age or older and have a Palm Springs Public Library card (in good standing.) At the time of checkout, the borrowing patron must present their library card. Upon checkout, Library staff will confirm, in the presence of the borrowing patron, that all items are present in the hotspot kit. By checking out the hotspot, the patron agrees to all the terms and conditions and accepts responsibility for the equipment, up to and including replacement costs of the hotspot, charging cable, or case if they are lost or damaged. Only one hotspot may be borrowed on a patron’s account at any given time. The loan period for the hotspot is 14 days with no grace period and no renewals. The Library will accept holds on the hotspot. Patrons will be notified by phone or email when their hold is ready for pick-up. Patrons will have five days from the time of this notification to check out the hotspot, after such time it will be released to another patron. Overdue hotspots will be deactivated at closing on the day the hotspot is due. Patrons may return hotspots in the library book return or may return hotspots directly to a Library staff member, who will verify that all components of the hotspot are accounted for before checking it in from the borrowing patron’s account. Hotspots that are deactivated and not returned will be considered lost after 14 days and the patron will be charged full replacement cost of the item and all library lending privileges will be suspended. If the deactivated device is returned, lost fees will be waived. Damaged item charges may still apply if the hotspot, charger, or case is returned damaged. By borrowing and initiating use of the Library’s hotspot, the user agrees to abide by the Library’s policies and rules, and agrees to hold the Library and its agents harmless from any and all claims, losses, damages, obligations, or liabilities, directly or indirectly, relating to the use of the Library’s hotspot and internet access provided by the Library. The Library is not responsible for any information accessed or action taken by a patron while using a hotspot. Hotspot users are encouraged to use safe Internet practices. Using the hotspot to access any online content determined to be illegal or obscene according to federal, state, or municipal law will result in revocation of hotspot borrowing privileges and potentially criminal EXHIBIT A Library Board of Trustees, April 7, 2021, pg. 20Library Board of Trustees, April 7, 2021, pg. 20 prosecution. Deliberate altering of any files or modifying the configuration of Library-owned equipment is strictly prohibited. Internet service relies on cell tower technology and coverage. Service outside the continental United States is prohibited; any fees associated with use outside of this area will be the responsibility of the borrower. User experience can vary based on location. The Library is not responsible for personal information shared over the Internet or for information or websites accessed. The Library is not responsible for any liability, damages, or expense resulting from the use of the hotspot. A hotspot can provide internet access for up to 10 devices. The borrowing patron will be responsible for lost or damaged hotspots and accessories (includes theft thereof.) Patrons must be mindful of current replacement costs of mobile hotspots and accessories before borrowing, as he or she will be responsible for paying the actual replacement cost of a damaged or lost hotspot device or accessory. Hotspots must be kept in a temperature-controlled environment (not left in vehicles or in extreme temperatures.) Parents/guardians are responsible for the use of the hotspot by minors. Unlawful use of the Internet or use that violates the Palm Springs Public Library’s Administrative Policy Manual is prohibited and may result in the loss of privileges. For assistance in the operation of the Library’s hotspots, borrowers may call the Library during normal business hours. Adopted by Library Board of Trustees: _________________________ EXHIBIT A Library Board of Trustees, April 7, 2021, pg. 21Library Board of Trustees, April 7, 2021, pg. 21 RESOLUTION NO. 21-001 A RESOLUTION OF THE BOARD OF LIBRARY TRUSTEES OF THE CITY OF PALM SPRINGS, CALIFORNIA, ADOPTING BYLAWS. NOW THEREFORE THE BOARD OF LIBRARY TRUSTEES OF THE CITY OF PALM SPRINGS DETERMINES, RESOLVES AND APPROVES: SECTION 1. The Mobile Hotspot Lending Policy of the Board of Library Trustees (attached as Exhibit A and incorporated herein) are hereby approved. SECTION 2. This Resolution shall be effective upon adoption by the Board. PASSED, APPROVED AND ADOPTED BY THE BOARD OF LIBRARY TRUSTEES OF THE CITY OF PALM SPRINGS THIS 7TH DAY OF APRIL, 2021. Director of Library Services ATTEST: Board Secretary CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF PALM SPRINGS ) I, Jeannie Kays, Board Secretary, to the Board of Library Trustees of the City of Palm Springs, hereby certify that Resolution No. 21-001 is a full, true and correct copy, and was duly adopted at a regular meeting of the Board on April 7, 2021, by the following vote: AYES: NOES ABSTAIN ABSENT Board Secretary City of Palm Springs, California Library Board of Trustees, April 7, 2021, pg. 22Library Board of Trustees, April 7, 2021, pg. 22 March 24, 2021 Alpha Delta Kappa Jackie Dillon Palm Desert, CA 92260 Dear Ms. Dillon, On behalf of the Palm Springs Public Library and the Library Board of Trustees, I want to thank the members of Alpha Delta Kappa very much for their February 10, 2021 contribution to the Library of $100.00. Without the generous support of donors, the Palm Springs Public Library would not be able to offer all that we do. We cannot thank you enough for your donation. With gratitude, Jeannie Kays Director of Library Services Palm Springs Public Library City of Palm Springs Library Board of Trustees, April 7, 2021, pg. 23Library Board of Trustees, April 7, 2021, pg. 23 March 31, 2021 Anne Rodgers-Rhyme and Richard Rhyme Dear Ms. Rodgers-Rhyme and Mr. Rhyme, On behalf of the Palm Springs Public Library and the Library Board of Trustees, I want to thank you very much for your March 24, 2021 contribution to the Library of $50.00. Without the generous support of donors, the Palm Springs Public Library would not be able to offer all that we do. We cannot thank you enough for your donation. With gratitude, Jeannie Kays Director of Library Services Palm Springs Public Library City of Palm Springs Library Board of Trustees, April 7, 2021, pg. 24Library Board of Trustees, April 7, 2021, pg. 24