The URL can be used to link to this page

Home My WebLink About2021-05-05 LBOT Board PacketLIBRARY BOARD OF TRUSTEES CITY OF PALM SPRINGS, CALIFORNIA www.palmspringslibrary.gov REGULAR MEETING AGENDA WEDNESDAY, MAY 5, 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., April 28, 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, May 5, 2021, pg. 1 Library Board of Trustees Page 2 of 4 Wednesday, May 5, 2021 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 April 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. Report of Measure J meeting by President McBride. Motion: Second: Approved: Opposed: Abstention Names(s): B. Treasurer Kelly’s January 25, 2021 memo regarding Library Trust Fund: Discussion Item #2 Initial discussion on how to move forward with drafting an investment policy and identifying the roles and responsibilities of the Trustees when it comes to the policy. Motion: Second: Approved: Opposed: Abstention Names(s): Library Board of Trustees, May 5, 2021, pg. 2 Library Board of Trustees Page 3 of 4 Wednesday, May 5, 2021 C. Discuss Setting Joint Meeting with Trustees, Friends, and Foundation 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, June 2, 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, May 5, 2021, pg. 3 Library Board of Trustees Page 4 of 4 Wednesday, May 5, 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 April 28, 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, May 5, 2021, pg. 4 DRAFT Board of Library Trustees Minutes: April 7, 2021 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library April 7, 2021 Teleconference via Zoom 1. CALL TO ORDER President McBride called the meeting to order at 5:35 p.m. INTRODUCTION OF CITY MANAGER: City Manager Justin Clifton joined the meeting and introduced himself. ROLL CALL PRESENT Craig Borba Yes Melissa Cronin No 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, Justin Clifton, City Manager. PUBLIC PRESENT: Robert Engel. 2. CHANGES OR ADDITIONS TO THE AGENDA: None. 3. PUBLIC COMMENTS: None. 4. CONSENT AGENDA MOTION: (Borba/Garner, 4-0) To approve the consent agenda. 4. A. Meeting Minutes of March 3, 2021 4. B. Library Statistics 5. ADMINISTRATIVE REPORTS 5. A. Friends of the Palm Springs Library Director Kays gave the report. The Friends are hosting an annual meeting on April 25th at 2pm. Register and find more information on friendsofthepalmspringslibrary.org. The meeting with feature bestselling local author Wade Rouse. The online auction was a success and the Friends reached their goal of $5000. 5. B. Palm Springs Public Library Foundation Ed McBride gave the report. The Foundation has a new software product to get their donor database organized; they are going through training on using the software. The Foundation received a bequest of $106,000. Library Board of Trustees, May 5, 2021, pg. 5 DRAFT Board of Library Trustees Minutes: April 7, 2021 2 5. C. Library Staff During the month of March, we had 1,525 pickup appointments in our Library-A-Go-Go service. Virtual Programming: We encourage you to check out our online programs for the month of April. Story times are on Facebook and on our YouTube channel Thursdays at 10:00 a.m. Teen live events are on Tuesdays at 4:00 p.m. on Instagram Live. This month’s Youth activity is “Craft Along: Sand Art.” The video premieres on Facebook and our YouTube channel Tuesday, April 13. Kits are available now while supplies last. Teen To-Go: Poetry Month To-Go kits. Pick up kits now while supplies last. Kits include supplies to make poetry magnets and newspaper blackout art. Adult Program: Get Oscar Ready! Top 10 movies of the year with Movie Librarian Scott Biegen. April 19, 2021 at 2:00 p.m. on Facebook and YouTube. To celebrate the Oscars and PSPL's new Blu-ray collection, Movie Librarian Scott Biegen will run down his Top 10 List, show you where and how to watch the major contenders, and tell you what titles are at the Palm Springs Public Library on DVD and Blu- ray. In-N-Out Burger Cover to Cover Reading Program ends 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, parent should register their children online through our Beanstack app. Look for details on our library website, www.pslibrary.org. Friends of the Library Virtual Annual Meeting is April 25 at 2:00 p.m. and features bestselling author Wade Rouse, who writes under the pen name Viola Shipman. Registration is required for this free event: https://www.friendsofthepalmspringslibrary.org/event-4229649 A Zoom link will be emailed to you when you register. El día de los niños/El día de los libros (Children's Day/Book Day), is a celebration of children, families, and reading that culminates yearly on April 30. The celebration emphasizes the importance of literacy for children of all linguistic and cultural backgrounds. Children's Librarian Nancy Validivia reads a special Día story in English and Spanish on Facebook and YouTube to commemorate the 25th anniversary of this beloved day. Each story matters. Every child counts. 6. TREASURERS REPORT Treasurer Kelly reported the Library Trust Fund balance is $1,820,392.34. The only transaction was a debit from the Friends of the Library account. Director Kays said the City is working to take the Friends of the Library account out of the Trust Fund line items and they made a math error. Next month it should be fixed. Treasurer Kelly said this might be his last meeting because he is not sure if his school schedule will conflict with the meeting time. Treasurer Kelly said the reports have gotten to a point where you can tell what’s cash in and cash out and some of the mystery around the interest payments has been cleared up. What might be a challenge is the Future Library Projects line item, Director Kays agrees. 7. DISCUSSION/ACTION ITEMS 7. A. Discuss Treasurer Kelly’s memo regarding Investment Policy Statement Treasurer Kelly gave the report. He showed a video on the top 10 tips for charity investments and briefly discussed the 10 tips. He suggests that going forward there should be goals to work towards setting a policy on the inflows and outflows. The inflows being the existing money and how it should be invested and the outflows to consider are the short-term and long-term funding needs of the Library. He then showed a video about investment policy statements and discussed what the video Library Board of Trustees, May 5, 2021, pg. 6 DRAFT Board of Library Trustees Minutes: April 7, 2021 3 went over. President McBride said our next steps should be deciding what the Boards duties and responsibilities are when it comes to the investment policy. The Board should take what they have learned from Treasurer Kelly and start opening up the discussion on the next agenda and decide if the whole group will work on this or a small group. Trustee Borba said it might be helpful to see the investment policies from other non-profits. He also said the Board might want to look at how much of the fund we want liquid and how much we want to be invested. He says he feels our current investments are too conservative. President McBride asked if the City might have any objections to the Trustees taking the Trust Fund out. Director Kays said in the past the Trustees have been more involved in the investments that were made with the Trust Fund under the City’s umbrella. President McBride suggests a joint meeting between the Trustees, the Foundation, and the Friends of the Library to discuss goals and objectives; he will reach out to the other groups to see about scheduling a meeting. President McBride asked Director Kays to add initial discussion on how to move forward with drafting an investment policy and identifying the roles and responsibilities of the Trustees when it comes to the policy to the next agenda. 7. B. Discuss and set meeting date in May. Current date is May 5, 2021, Cinco de Mayo No change to the May meeting date. 7. C. Consider approval of Mobile Hotspot Lending Policy. Once approved policy will be translated to Spanish. Adopt Resolution 21-001 Director Kays presented the Mobile Hotspot Lending Policy. MOTION: (Borba/Kelly, 5-0) Approve the policy with the understanding that the Board will be provided a final copy of the document. 7. D. Acknowledge donations from Alpha Delta Kappa and Anne Rodgers-Rhyme and Richard Rhyme 9. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS None. 10. ADJOURNMENT The March meeting adjourned at 7:22 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services Library Board of Trustees, May 5, 2021, pg. 7 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/08/21 CITY OF PALM SPRINGS STATMN11TIME: 09:41:57 PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 9/21 FUND - 151 - LIBRARY ENDOWMENT ACCOUNT - - - - - TITLE - - - - - DEBITS CREDITS 11010 Cash 1,807,222.34 11110 Unrealized Investments .00 TOTAL RETAINAGE 1,807,222.34 .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 1,890,148.00 .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 196,547.36 2,086,695.36 TOTAL EQUITIES 196,547.36 2,086,695.36 TOTAL LIBRARY ENDOWMENT 2,086,695.36 2,086,695.36 TOTAL REPORT 2,086,695.36 2,086,695.36 RUN DATE 04/08/21 TIME 09:41:58 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERLibrary Board of Trustees, May 5, 2021, pg. 8 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/08/21 CITY OF PALM SPRINGS AUDIT41TIME: 09:42:55 REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/21 THRU 9/21 (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, May 5, 2021, pg. 9 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 04/08/21CITY OF PALM SPRINGSEXPSTA11TIME: 09:44:26EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and orgn.orgn1=’50’ and orgn.orgn2=’2752’ACCOUNTING PERIOD: 9/21SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-151 LIBRARY ENDOWMENTFUNCTION-50 LIBRARYDEPARTMENT-2752 LIBRARY TRUST1ST SUBTOTAL-4200 MTRLS, SUPPLIES & SVCSPERIODENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - -BUDGET EXPENDITURES OUTSTANDINGEXPBALANCE BUD42195 SPECIAL DEPT SUPPLIES52.81.00.00.0052.81 .0042530 DUES & SUBSCRIPTIONS3,750.00.00.00.003,750.00 .0044051 FRIENDS OF THE LIBRARY.00239.00.00239.00-239.00 .00TOTAL MTRLS, SUPPLIES & SVCS3,802.81239.00.00239.003,563.81 6.2850004 FUTURE LIBRARY PROJECTS 1,536,895.59.00.00.00 1,536,895.59 .0051026 TRUST FUND BOOKS48,282.2215,145.99 27,431.86 17,568.143,282.22 93.2051031 KROPITZER TRUST DONATION 211,665.74.00.00.00 211,665.74 .0051036 WELWOOD PATIO147,308.36.00 12,762.14 134,546.22.00 100.0051040 PR LIBRARY CAMPAIGN8,263.46.00.003,000.005,263.46 36.30TOTAL CAPITAL1,952,415.3715,145.99 40,194.00 155,114.36 1,757,107.01 10.00TOTAL LIBRARY TRUST1,956,218.1815,384.99 40,194.00 155,353.36 1,760,670.82 10.00TOTAL LIBRARY1,956,218.1815,384.99 40,194.00 155,353.36 1,760,670.82 10.00TOTAL LIBRARY ENDOWMENT1,956,218.1815,384.99 40,194.00 155,353.36 1,760,670.82 10.00TOTAL REPORT1,956,218.1815,384.99 40,194.00 155,353.36 1,760,670.82 10.00Library Board of Trustees, May 5, 2021, pg. 10*Still working to correct Friends of the Library account balance. JK 4/28/21* SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 04/08/21CITY OF PALM SPRINGSAUDIT21TIME: 09:45:46EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/21 THRU 9/21SORTED 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 VENDORBUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION BALANCE50004 FUTURE LIBRARY PROJECTS 151-50-2752-2752 - LIBRARY TRUST50004 FUTURE LIBRARY PROJECTS.00.00.00 BEGINNING BALANCE 07/06/20 11-1.00POSTED FROM BUDGET SYSTEM 07/23/20 13-11,545,441.27CARRYOVER 19-20 TO 20-21 07/27/20 13-11,545,441.27CARRYOVER 19-20 TO 20-21 07/27/20 13-120,454.32CARRYOVER 19-20 TO 20-21 07/27/20 13-1-1,545,441.27CORRECT CO 19-20 TO 20-21 11/24/20 25-5111003B-30,000.00PURCHASE BOOKS 03/04/21 13-91,000.0002-02 01B FUTR LIB PRJS TOTAL FUTURE LIBRARY PROJECTS1,536,895.59.00.00 1,536,895.59TOTAL 1ST SUBTOTAL - CAPITAL1,536,895.59.00.001,536,895.59TOTAL DEPARTMENT - LIBRARY TRUST1,536,895.59.00.001,536,895.59TOTAL FUNCTION - LIBRARY1,536,895.59.00.001,536,895.59TOTAL FUND - LIBRARY ENDOWMENT1,536,895.59.00.001,536,895.59TOTAL REPORT1,536,895.59.00.001,536,895.59* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees, May 5, 2021, pg. 11 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 04/08/21CITY OF PALM SPRINGSEXPSTA11TIME: 09:46:35EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 9/21SORTED 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 COSTSPERIODENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - -BUDGET EXPENDITURES OUTSTANDINGEXPBALANCE BUD40000 REGULAR EMPLOYEES898,575.2768,685.34.00 648,921.71 249,653.56 72.2240008 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 EMPLOYEES45,400.00.00.00.0045,400.00 .0040800 OVERTIME2,500.00.00.00422.452,077.55 16.9041110 MED INSURANCE WITHDRAWAL.00150.00.001,800.00-1,800.00 .0041210 EDUC/CERT/LICENSE26,053.81.00.00.0026,053.81 .0041230 BILINGUAL8,513.25.00.00.008,513.25 .0041450 TELECOMMUNICATION ALLOWA1,500.00106.68.00213.361,286.64 14.2241600 PERS CONTRIBUTIONS335,067.2423,905.35.00 239,131.5595,935.69 71.3741620 PERS - POB36,600.00.00.00 18,300.0018,300.00 50.0041700 MEDICARE TAX13,495.91982.17.00 10,375.253,120.66 76.8841900 FRINGE BENEFITS248,625.0015,977.92.00 140,671.98 107,953.02 56.5841920 WORKERS COMPENSATION61,700.0015,425.00.00 46,275.0015,425.00 75.0041930 RHS HEALTH BENEFIT11,700.00875.00.008,325.003,375.00 71.1541940 RETIREE HEALTH BENEFIT112,200.00.00.00 56,100.0056,100.00 50.00TOTAL PERSONNEL COSTS1,786,039.36 126,107.46.00 1,186,274.86 599,764.50 66.4242010 GAS AND OIL (HEAT)5,000.001,060.99.002,358.572,641.43 47.1742015 COMMUNICATIONS12,000.00.00.004,748.447,251.56 39.5742100 OFFICE SUPPLIES7,000.00328.52.003,491.003,509.00 49.8742115 POSTAGE1,000.00.00.00.001,000.00 .0042195 SPECIAL DEPT SUPPLIES15,000.001,081.00.00 10,890.624,109.38 72.6042490 NON CAPITAL EQUIPMENT3,000.00.00583.94953.221,462.84 51.2442530 DUES & SUBSCRIPTIONS3,300.00.00.001,312.001,988.00 39.7642570 PRINTING & PUBLISHING5,500.00.00.00191.205,308.80 3.4842580 ELECTRONIC DATABASES56,371.00.00.00 48,617.707,753.30 86.2542900 OFFICE EQUIP OPS & MAINT1,000.00.00.00884.00116.00 88.4042920 PC/HARD/SOFTWARE MAINT103,150.0011,326.49 15,423.37 85,679.982,046.65 98.0243200 CONTRACTUAL SERVICES1,000.00.00.00.001,000.00 .0044000 BOOKS61,500.003,392.834,675.68 52,962.523,861.80 93.7244010 MAGAZINES & PUBLICATIONS1,000.00.00.00450.95549.05 45.1044020 AUDIO VISUAL MATERIALS55,000.001,650.46 11,927.51 43,072.49.00 100.0044040 CONTRACTUAL CATALOGING31,000.00.00.00 30,107.88892.12 97.1244050 LIBRARY SPECIAL CHARGES15,000.00.002,442.92400.0612,157.02 18.9544051 FRIENDS OF THE LIBRARY395.75-119.50.0056.75339.00 14.3445520 ADVERTISING9,000.00.00.00378.008,622.00 4.20TOTAL MTRLS, SUPPLIES & SVCS 386,216.7518,720.79 35,053.42 286,555.3864,607.95 83.2749000 INSURANCE73,200.0018,300.00.00 54,900.0018,300.00 75.0049040 FACILITIES MAINT SERVICE 116,600.0029,150.00.00 87,450.0029,150.00 75.0049070 BENEFITS ADMIN11,600.002,900.00.008,700.002,900.00 75.00TOTAL SPECIAL CHARGES201,400.0050,350.00.00 151,050.0050,350.00 75.00TOTAL LIBRARY2,373,656.11 195,178.25 35,053.42 1,623,880.24 714,722.45 69.89Library Board of Trustees, May 5, 2021, pg. 12 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 2DATE: 04/08/21CITY OF PALM SPRINGSEXPSTA11TIME: 09:46:35EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 9/21SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND-001 GENERAL FUNDFUNCTION-50 LIBRARYDEPARTMENT-2710 LIBRARY1ST SUBTOTAL-4900 SPECIAL CHARGESPERIODENCUMBRANCES YEAR TO DATE AVAILABLE YTD/ACCOUNT - - - - - TITLE - - - - -BUDGET EXPENDITURES OUTSTANDINGEXPBALANCE BUDTOTAL LIBRARY2,373,656.11 195,178.25 35,053.42 1,623,880.24 714,722.45 69.89TOTAL GENERAL FUND2,373,656.11 195,178.25 35,053.42 1,623,880.24 714,722.45 69.89TOTAL REPORT2,373,656.11 195,178.25 35,053.42 1,623,880.24 714,722.45 69.89Library Board of Trustees, May 5, 2021, pg. 13 LIBRARY STATISTICS 2021 2020 %CHANGE MATERIALS CHECKED OUT (Total)15,177 32,764 -64% Print 5,836 14,719 -60% Media 3,826 12,472 -69% Other (Downloadable & In-house)5,515 5,573 -1% LIBRARY CARD REGISTRATIONS (Total)136 477 -71% Palm Springs Resident 69 80 -14% California Resident 64 369 -83% Out of State and/or Fee Cards 3 28 -89% DOOR COUNT (Main) 0 7,591 - DOOR COUNT (WMML)0 2,110 0% PUBLIC COMPUTER SESSIONS (Main)0 1,401 - PUBLIC COMPUTER SESSIONS (WMML)0 632 - WiFi COMPUTER SESSIONS (Main)204 1,011 -77% WiFi COMPUTER SESSIONS (WMML)37 159 -77% PROGRAM ATTENDANCE 0 148 - Pre-School 0 35 - School Age 0 46 - Family 0 17 - Teen 0 7 - Adult 0 43 - NO.OF PROGRAMS (Total)0 10 - Pre-School 0 2 - School Age 0 2 - Family 0 1 - Teen 0 6 - Adult 0 4 - VIRTUAL PROGRAMMING (Total)20 0 - Pre-School 8 0 - School Age 1 0 - Family 0 0 - Teen 5 0 - Adult 6 0 - LIVE ATTENDANCE (Total)71 0 - Pre-School 0 0 - School Age 0 0 - Family 0 0 - Teen 0 0 - Adult 71 0 - ON-DEMAND VIEWING (Total)177 0 - Pre-School 60 0 - School Age 25 0 - Family 0 0 - Teen 59 0 - Adult 33 0 - VOLUNTEER HOURS 0 111 - ILL REQUESTS FROM OTHER LIBRARIES 96 87 10% NO. OF DAYS OPEN (Main)0 10 - NO. OF DAYS OPEN (WMML)0 12 - NO. OF PASSPORTS PROCESSED 0 n/a - PHOTOS 0 n/a - March 2021 vs. March 2020 Library Board of Trustees, May 5, 2021, pg. 14 MEASURE J COMMISSION CITY OF PALM SPRINGS, CALIFORNIA www.palmspringsca.gov AGENDA MISSION STATEMENT 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. Pursuant to Executive Order N-29-20, this meeting will be conducted by teleconference and there will be no in-person public access to the meeting location. •Join Zoom Meeting https://us02web.zoom.us/j/81916381759 Meeting ID: 819 1638 1759 One tap mobile +16699006833,,81916381759# US (San Jose) •Written public comment may also be submitted to Shantel.Sterling@palmspringsca.gov. Transmittal prior to the meeting is required. Any correspondence received during or after the meeting will be distributed to the Commission as soon as practicable and retained for the official record. •The meeting will be recorded, and the audio file will be available from the Office of the City Clerk and will be posted on the City’s YouTube channel, as soon as practicable. CALL TO ORDER: PLEDGE OF ALLEGIANCE: OATH OF OFFICE OF NEWLY AND RE-APPONTED BOARD MEMBERS: ROLL CALL: Commissioners Bernstein, Futterer, Marshall, Robin, Soto, Vice Chair Craig, and Chair Gazan ACCEPTANCE OF THE AGENDA: The Measure J Commission will discuss the order of the agenda and may amend the order, add items, and may remove items from the agenda for discussion. APPROVAL OF MINUTES: Approve minutes of March 18, 2021. PUBLIC COMMENT: This time has been set aside for members of the public to address the Measure J Commission on agenda items, and items of general interest within the subject matter jurisdiction of the Commission. Although the Commission 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 for each speaker. Thursday April 15, 2021 5:30 P.M. Regular Meeting L___I ___JI f ---, Library Board of Trustees, May 5, 2021, pg. 15 ITEM 7A Regular Meeting Agenda Measure J Commission April 15, 2021 __________________________________________________________________________ City of Palm Springs Page 2 1.WELCOME AND COMMENTS FROM MEASURE J CHAIR. 2.NEW BUSINESS: 2.A. NEW CITY MANAGER JUSTIN CLIFTON INTRODUCTION. 2.B. MEASURE J BUDGET UPDATE. 3.OLD BUSINESS: 3.A. UPDATE ON DOWNTOWN PARK PROJECT. 3.B. UPDATE ON SOCIAL MEDIA ANNOUNCMENTS. 3.C. UPDATE ON MEASURE J COMMISSION MEETINGS BEING BROADCASTED ON CHANNEL 17. 4.COMMISSION MEMBER COMMENTS AND REQUESTS. ADJOURNMENT: The next Regular Measure J Commission meeting will be held on Thursday, May 20, 2021 at 5:30 p.m. AFFIDAVIT OF POSTING I, NANCY A. PAULEY, Director of Finance and Treasurer of the City of Palm Springs, California, hereby certify this Agenda was posted at City Hall before 6:00 p.m., April 12, 2021, and posted on the City’s website as required by established policies and procedures. Nancy A. Pauley Director of Finance and Treasurer PUBLIC NOTICES Pursuant to G.C. Section 54957.5(b)(2) the designated office for inspection of records in connection with the meeting is the Department of Finance and Treasury, City Hall, 3200 E. Tahquitz Canyon Way. Complete Agenda Packets are available for public inspection at: City Hall, Department of Finance and Treasury. 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 Department of Finance and Treasury at (760) 323-8229. 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, or in meetings on a regular basis, you will need special assistance beyond what is normally provided, the City will attempt to accommodate you in every reasonable manner. Please contact the Office of the City Clerk, (760) 323-8204, at least 48 hours prior to the meeting to inform us of your needs and to determine if accommodation is feasible. Library Board of Trustees, May 5, 2021, pg. 16 ITEM 7A City of Palm Springs Mult i-Year Summary of Available Measure J Funds Pro ·ected Adopted Original Revised Mid -Year Recommended Projected Budget Budget Budget Budget Budget 2020-2021 2020-2021 2020-2021 2020-2021 2021-2022 Estimated Re venue $16,126,700 $ 6 ,000 ,000 $ 5 ,069 ,513 $ 16,037,800 $16,500 ,000 Unexpended PY Rea llocated 430 ,183 Total Available Funds 16 ,126,700 6 ,000 ,000 5 ,069 ,513 16,467 ,983 16 ,500 ,000 Ex isting Budget Obligations: Multi-Year Projects: Street Repairs 3 ,000 ,000 3 ,000,000 3 ,000 ,000 Community Projects 1,000 ,000 1,000,000 1,000 ,000 Airport Reserve on Av iation Fuel Sales per FAA* 200,000 200,000 200 ,000 Total Multi-Year Projects (Subtotal) 4 ,200,000 4 ,200,000 4 ,200 ,000 Other Approved Projects and Expen ses: Debt Service 3,200 ,000 3 ,200 ,000 (2 ,416 ,800) 783 ,200 1,395 ,000 Downtown Prop Maint & Other Expenses 575 ,000 1,350 ,000 Shade Structures (15 locations at Various Parks) 283,418 283,418 Restrooms at Sunrise Park 250,000 250,000 Demuth Park Restroom Upgrade 285,764 Desert Highland Park Restrooms 210,000 Transfer to General Fund 2 ,800,000 2 ,800 ,000 Total Existing Budget Obligations 7 ,975,000 6 ,000 ,000 (1 ,883 ,382) 8 ,812 ,382 6 ,945 ,000 Unallocated New Funds Available for Budgeting $ 8 ,151 ,700 $ $ 6 ,952 ,895 $ 7 ,655 ,601 $ 9 ,555,000 * Note: Effective De cember 8 , 2017 , per a Federal Aviation Administration ruling , the City is required to set aside Measure J sales taxes collected on aviation fuel sales for airport project expenses. YTD Revenue Comparison through March 31 : FY 2020-21 FY 2019-20 Increase in Revenue from Previous Fiscal Year 9 ,552 ,819 9 ,367 ,943 184 ,876 Council Approved 2 .0% Library Board of Trustees, May 5, 2021, pg. 17 ITEM 7A DATE : To: FROM : SUBJECT: City of Palm Springs Engineering Division 3200 East Tahquitz Canyon Way• Palm Springs , California 92262 Tel: (760) 323-8253 • Fax : (760) 322-8360 • Website : www .palmspringsca.gov April 15 , 2021 Jim Gazan , Chair-Measure J Commission Joel Montalvo , City Engineer Project Updates and Funding Request MEMORANDUM Project Updates: 1) Downtown Park -Project is ongoing. Structural repairs to the parking garage under the new park have been completed. Contractor is making progress on the park site, items currently being installed include the event stage structure, irrigation, hardscape (sidewalk), lights , the police substation and the water feature . The current schedule provided by the contractors indicated that the project would be substantially complete by the end of July . Event Stage Water Feature Sidewalk Pour 2) Park Restrooms -Council awarded the project for the Sunrise Park restroom on February 25, 2021 . Contracts are being routed for signature. Once all paperwork is complete a pre- construction meeting will be conducted. Demuth Park and Desert Highland Park restrooms are being prepared for bidding in the next few months. 3) Gym floor replacement at JOJ DHUC -The City Council approved the contract for the project on March 25 , 2021. Contract documents are being routed for signatures . 4) Playground equipment resurfacing -Staff walked all sites and are currently working on final pricing for the project. Library Board of Trustees, May 5, 2021, pg. 18 ITEM 7A 5) Shade Structures -Measure J authorized an additional $280 ,000 for the project for a total project cost of $320,000. The City Council awarded the project on January 28, 2021. Project is moving forward and is currently in the design process of the design-build contract. 6) Acoustics at the Pavilion -Pending finalized quote from contractor for review. 7) Ballfield light LED conversion (design funded) -Staff has put out the RFP for design , proposals are due on April 22. FY 20/21 Funding Request On March 18, 2021, Staff presented to the Measure J Commission the summary of available Measure J funds for FY 20/21. At the time , the estimated revenue was $11,069 ,513 of which $7 ,633 ,078 were unallocated new funds available for budgeting. Staff requested $5,000 ,000 of the unallocated funds for the current fiscal year pavement rehabilitation project. The Measure J Commission voted to provide only the $3,000 ,0000 that is typically allocated each year for pavement projects. As reported by the Finance Director, the tax revenue reporting lags about 2-3 months. The most current tax revenue projections have been evaluated by the Finance Department. The current analysis shows that the estimated revenue for Measure J is $16,037,800 for FY 20/21. With the increase in estimated revenue the unallocated new funds available for budgeting is approximately $7 ,655,601. Staff is requesting the Measure J Commission reconsider allocating additional funding for this year's (FY 20/21) pavement rehabilitation project. Last year's pavement project (FY 19/20) used projected Measure J funding from FY 20/21. The construction contract amount for the combined FY 19/20 and FY 20/21 project was $8,585,000 . After the state, County, and City emergency orders issued relating to the COVI 0-19 pandemic, the City directed the Contractor to suspend work. Paving operations were halted on April 7, 2020. The contractor was able to construct about 70% of the project or roughly $5,738,000 of the original contract amount. The current Average Pavement Condition Index (PCI) for the City if 73 . Figure 1 below explains what a PCI score means . The Pavement Condition Index (PCI) is a numerica l index bet ween 0 and l 00 which is used to indicate the genera l condition of a pavement I I Condition PCIRange I Grade A Good 86-100 B Satisfactory 71-85 C Fair 56-70 [) Poor 4Hi5 F Very Poor 0-4 0 ~ ~ 0 ~ ;~!irf~rfi Ji!~'to U \._) ~ g applesbas1s Figure 1. 2 Library Board of Trustees, May 5, 2021, pg. 19 ITEM 7A Measure J funding for pavement reconstruction allows the City to extend the life cycle of the pavement. Figure 2 below shows the pavement life cycle and associated estimate cost of each treatment. The further the pavement deteriorates , the higher the cost to rehabilitate the pavement. 40% ORO P IN QUALllY 4 Pavement Lite Costs 8 40~. DROP IN QUALITY P 41 12 Pulverize & Pave Reconstruction/Pulve & Pave 16 20 24 28 32 I Pavemen t Age (Years) Figure 2 . $0/SY $4/SY $28/SY 40 If the City does not fund any pavement projects in the next 5 yea rs , the City backlog wou ld inc rease from the current $36 million to approximately $113 million and the ave rage PCI score would decrease from 73 to 63. Zero Fun din g -If the City spent no money over the next 5 years on pavement maintenance needs. the amount of deferred maintenance (or '·backlog'") citywide would mcreai e from S.~6 million to $113 million and the citywide an:rnge pa.emem condition mdex would decrea-.e from 73 to 63 . S cenari o C omparison • Deferred Ma intena,ric e a nd PC I Tl 5100 I ~ ~+----'---+---'.,...._.---+--- ~ 5 $0 2018 2019 202 1 2022 207.l Yeair Library Board of Trustees, May 5, 2021, pg. 20 ITEM 7A If the City spends the same amount of funds ($4 Million) on pavement projects in the next 5 years , the City backlog would increase from the current $36 million to approximately $69 million and the average PCI score would decrease from 73 to 70 . CWTent F11ndini: (UY) -If the Cit)• continued to spen.d the same amount ofm.011ey over the next 5 years 011 pavement maiatetWJ.Ce needs, the amount of dd'etred maio.teiwice (or "backlogj citywide would iru:reaGe from $36 millioo. to ~69 million and the citywide avetaie pavement cClflditioo. so.dex wowd dec:rea• . from 73 to 70. s cenario Comparison. Oeifem,d Maintenance and PC I -!Aifff',J df'l!)U If the C ity increases spending to approximately $6 million a year on pavement project s in the next 5 years , the C ity backlog would increase from the current $36 million to approx imately $62 mil lion and the average PCI score would be maintained at 73. ~bmt in Cui·i·ent PCI of 73 (S i\1) -In order to maintain the citywide averag-e PCI at 73 or above over the next S yem. appro,wnately SS .5 million per year would need to be budg;ett-d and the avmtge airJOiwt of defen-ed maintemt11ce citywide would be $62 million . -....into1, tUITMIH'CI 0173 (5UM) li6()--1-----1-----1----+----l-----jf---- "' u C i 1'l ::e S20 .., • j "' • Ii() 201 6 72 201 9 2020 .102·1 2023 Year Library Board of Trustees, May 5, 2021, pg. 21 ITEM 7A Staff is requesting the Measure J Commission approve an additional $3,000 ,000 for the FY 20/21 pavement rehabilitation project for a total of $6,000,000 . The balance of the unallocated funds can be allocated to future fiscal year capital projects noted below. The following is a DRAFT list of our 5-Year CIP Measure J funded projects per Fiscal Year: Project Summary for Fiscal Year 2021-2022 (Year 1) 18-06 Victoria and Ruth Hardy Parks Restroom Renovations 19-26 Emergency Generators at City Facilities 19-27 City Water Treatment Program (HVAC) 19-28 Recreation Fields LED Lighting Upgrades 20-03 Roundabout at Indian Canyon , South Palm Canyon 21-01 Annual Pavement Rehabilitation 21-11 Amico Tract Sewer $ 270,000 $ 600,000 $ 100,000 $ 600,000 $ 100,000 $ 3,000,000 $ 585,000 Total Measure J Projects FY 2021-2022 $ 5,255,000 Project Summary for Fiscal Year 2022-2023 (Year 2) 18-06 Victoria and Ruth Hardy Parks Restroom Renovations $ 371,250 500,000 100,000 300,000 600 ,000 900,000 777 ,500 100,000 602,500 100,000 18-10 Downtown Safety Bollards Phase 2 $ 19-18 JC Frey Building Rehabilitation $ 19-23 Keyless Entry System Phase 2 $ 19-24 Demuth Park ADA Access Phase 2 $ 19-25 Life Safety Improvements -Fire Sprinkler and Alarms $ 19-26 Emergency Generators at City Facilities $ 19-27 City Water Treatment Program (HVAC) $ 19-28 Recreation Fields LED Lighting Upgrades $ 20-03 Roundabout at Indian Canyon, South Palm Canyon $ 21-01 Annual Pavement Rehabilitation $ 3,000,000 7,351,250 Total Measure J Projects FY 2022-2023 $ Project Summary for Fiscal Year 2023-2024 (Year 3) 14-20 Palm Canyon Drive Electrical Backbone 16-08 Main Library Renovation 18-10 Downtown Safety Bollards Phase 2 19-18 JC Frey Building Rehabilitation 19-23 Keyless Entry System Phase 2 19-24 Demuth Park ADA Access Phase 2 19-25 Life Safety Improvements -Fire Sprinkler and Alarms 19-27 City Water Treatment Program (HVAC) 20-03 Roundabout at Indian Canyon, South Palm Canyon , 21-01 Annual Pavement Rehabilitation Total Measure J Projects FY 2023-2024 Project Summary for Fiscal Year 2024-2025 (Year 4) 14-20 Palm Canyon Drive Electrical Backbone 16-08 Main Library Renovation 5 $ 1,000,000 $ 2,000,000 $ 608,750 $ 480,000 $ 368,750 $ 1 ,000,000 $ 1 ,000 ,000 $ 307,500 $ 200,000 $ 3,000,000 $9,965,000 $ 1 ,500,000 $ 4,000,000 Library Board of Trustees, May 5, 2021, pg. 22 ITEM 7A 20-03 Roundabout at Indian Canyon, South Palm Canyon $ 200,000 21-01 Annual Pavement Rehabilitation $ 3,000,000 Total Measure J Projects FY 2024-2025 $ 8,700,000 Project Summary for Fiscal Year 2025-2026 (Year 5) 14-20 Palm Canyon Drive Electrical Backbone $ 14-21 Uptown Treewell Irrigation $ 16-08 Main Library Renovation $ 21-01 Annual Pavement Rehabilitation $ Total Measure J Projects FY 2054-2026 $ 6 1,551 ,418 166 ,000 4 ,000,000 3,000,000 8,717,418 Library Board of Trustees, May 5, 2021, pg. 23 ITEM 7A MEASURE J COMMISSION MEETINGS FOR 2021 CITY OF PALM SPRINGS On January 9, 2020, Ordinance No. 2014 amending various sections of the PSMC related to regular meeting times for Boards and Commissions was introduced and approved by the City Council. Effective March 1, 2020 each Board and Commission is to set its regular meetings to occur no earlier than 5:30 p.m. The Boards and Commissions may conduct adjourned regular, special, adjourned special, and emergency meetings at such times as circumstances may require, subject to approval by the City Manager. On January 30, 2020, the City Council agreed that Boards and Commissions should move forward expeditiously to change its regular meeting time to begin at 5:30 p.m. The Measure J Commission meets every third Thursday* of each month. Effective March 1, 2020, the Measure J Commission Meeting will commence at 5:30 p.m. I MEETING DATES CANCELLATION/RESCHEDULE 3 rd Thursday, December 17, 2020 CANCELLED 3rd Thursday, January 21, 2021 Scheduled Measure J Meeting 3rd Thursday, February 18, 2021 Scheduled Measure J Meeting 3rd Thursday, March 18, 2021 Scheduled Measure J Meeting 3rd Thursday, April 15, 2021 Scheduled Measure J Meeting 3rd Thursday, May 20, 2021 Scheduled Measure J Meeting 3rd Thursday, June 17, 2021 Scheduled Measure J Meeting 3rd Thursday, July 15, 2021 Dark-No Meeting Scheduled 3rd Thursday, August 19, 2021 Dark-No Meeting Scheduled 3rd Thursday, September 16, 2021 Scheduled Measure J Meeting 3rd Thursday, October 21, 2021 Scheduled Measure J Meeting 3rd Thursday, November 18, 2021 * CANCELLED 3 rd Thursday, December 16, 2021 Scheduled Measure J Meeting * November Meeting date has been cancelled due to City Council Meeting schedule. If you have any questions, please contact our office at (760) 323-8257. I Library Board of Trustees, May 5, 2021, pg. 24 ITEM 7A MEASURE J COMMISSION CITY OF PALM SPRINGS, CALIFORNIA www .palmspringsca .gov MEETING MINUTES THURSDAY, MARCH 18 , 2021 5:30 P.M. Pursuant to Executive Order N-29-20, this meeting was conducted by teleconference and there was no in-person public access to the meeting location. CALL TO ORDER: Chair Gazan called the March 18, 2021 Regular Meeting of the Measure J Commission of the City of Palm Springs to order at 5:31 p.m . ROLL CALL: PRESENT: Commissioners Bernstein, Futterer, Robin, Soto , Vice-Chair Craig and Chair Gazan. ABSENT: ALSO, PRESENT: Finance Director, Pauley , Commission Secretary , Sterling , City Engineer, Montalvo , and Senior Civil Engineer , Uyeno . PLEDGE OF ALLEGIANCE: Chair Gazan led the Pledge of Allegiance. ACCEPTANCE OF THE AGENDA: Approve the Agenda as presented . Motion by Commissioner Bernstein, seconded by Commissioner Futterer and unanimously carried. APPROVAL OF MINUTES: Approve the minutes of November 19 , 2020 and February 18 , 2021 as presented. Motion by Commissioner Robin, seconded by Commissioner Bernstein and unanimously carried. PUBLIC COMMENT: None . 1. WELCOME AND COMMENTS FROM MEASURE J CHAIR: Chair Gazan welcomed everyone . Noth i ng to report . ACTION : No action taken . 2. NEW BUSINESS: 2.A. MEASURE J BUDGET UPDATE: Finance Director, Pauley provided a review of the budget and for the months of July 2020 through February 2021 , Measure J received approx imately $8 ,000 ,000 . This amount is due to increases in car sales , home improvements , groceries , and online purchases . ACTION: No action Taken Library Board of Trustees, May 5, 2021, pg. 25 ITEM 7A Measure J Commission Minutes March 18, 2021 Page 2 3. CONTINUED DISCUSSION REGARDING THE PARKS CAPITAL PROJECTS: City Engineer, Montalvo provided an update on Measure J Capital Projects . He started off explaining the 5-year (CIP) Capital Improvement Project list and how it works . Reviewed the projects that have been approved , cancelled , active , inactive and projects that will be coming up in the next 5 years . ACTION: Motion to recommend using $3 ,000 ,000 for street paving , $285 ,764 for Demuth Park Restroom and $210 ,000 for Desert Highland Park Restroom out of current 2020/2021 revised Measure J budget. Funds Pending any transfer back from the general fund will look at additional street paving . Motion by Commissioner Bernstein, seconded by Chair Gazan and unanimously carried. 4. COMMISSION MEMBER COMMENTS AND REQUEST: Commissioner Soto inquired if a flashing crosswalk can be installed in other areas of the City besides downtown. City Engineer, Montalvo explained that requests for crosswalks all over the City come into their office regularly. The first step is completing a Community Action Request forms found on the City Website. Commissioner Bernstein was talking to Amy on how to proceed with the Social Media announcements regarding projects that have been approved by Measure J , including the 3 that were just approved, and the ones approved last month. Commissioner Bernstein will put something together to send to Amy. Chair Gazan inquired if we need to review the Pavilion Landscaping project or table it for the next meeting. City Engineer, Montalvo advised that he attended the prior Parks and Recs Commission meeting and they had decided to go with the lesser version and additional funding from the Measure J Commission is not needed . City Engineer Montalvo also gave a brief update on the Downtown Park . Commissioner Bernstein requested a detailed update on the Downtown Park for the next meeting . V ice Chair Craig wanted to know why Measure J Commission meetings are not broadcasted on the air, Channel 17 , but the Planning Commission meetings are . Finance Director Pauley will look into it. ADJOURNMENT: The Regular Meeting of the Measure J Commission of the C ity of Palm Springs adjourned at 7 :19 p.m. to Thursday , April 15, 2021, at 5 :30 p.m ., via Teleconference. APPROVED BY A MOTION OF THE MEASURE J COMMISSION THIS 15TH DAY OF APRIL 2021. Shantel Sterling , Commission Secretary Library Board of Trustees, May 5, 2021, pg. 26 ITEM 7A 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. Library Board of Trustees, May 5, 2021, pg. 27 ITEM 7B 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, May 5, 2021, pg. 28 ITEM 7B 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, May 5, 2021, pg. 29 ITEM 7B