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HomeMy WebLinkAbout2020-03-04 LBOT Board PacketPalm Springs City Hall Large Conference Room 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 LIBRARY BOARD OF TRUSTEES CITY OF PALM SPRINGS, CALIFORNIA www.palmspringslibrary.gov REGULAR MEETING AGENDA TRUSTEES Craig Borba, Ed. D. Ed McBride Harry Courtright Kathy Weremiuk David Kelly 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 Please TURN OFF all cell phones during this meeting. Thank you! 1. CALL TO ORDER - ROLL CALL 2. CHANGES OR ADDITIONS TO 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 6:00 p.m., February 26, 2020. 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. 3. 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. 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, you will need special assistance beyond what is normally provided, the City will attempt to accommodate you in every reasonable manner. Please contact Julie Warren at 760-416-6731 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. Wednesday, March 4, 2020 5:30 p.m. Library Board of Trustees Page 2 of 3 Wednesday, March 4, 2020 4. CONSENT AGENDA 4. A. Meeting Minutes of January 28, 2020 4. B. Library Statistics 4. C. Donations to Library Acceptance of Consent Agenda: Motion: Second: Approved: Opposed: Abstention Names(s): 5. ADMINISTRATIVE REPORTS 5. A. Friends of the Palm Springs Library 5. B. Palm Springs Public Library Foundation 5. C. Library Staff 6. TREASURERS REPORT Acceptance of Treasurers Report: Motion: Second: Approved: Opposed: Abstention Names(s): 7. DISCUSSION/POSSIBLE ACTION ITEMS 7. A. Library Foundation annual report 7. B. Building Committee update 7. C. Library Annual Reports and Questions of Further Discussion (memo) 8. ACTION ITEMS 8. A. Board agenda layout review and approval Acceptance of Board agenda layout: Motion: Second: Approved: Opposed: Abstention Names(s): 8. B. Budget requests for Library Trust Fund Acceptance of Budget requests of Trust Fund: Motion: Second: Approved: Opposed: Abstention Names(s): 9. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS 10. ADJOURNMENT: The meeting of the Library Board of Trustees will adjourn to its next regularly scheduled meeting at 5:30 p.m. on Wednesday, April 1, 2020 in the Large Conference Room at Palm Springs City Hall. The Palm Springs Public Library Board of Trustees meets at 5:30 p.m. on the 1st Wednesday of every month, unless noted otherwise, in the Large Conference Room at Palm Springs City Hall, 3200 East Library Board of Trustees Page 3 of 3 Wednesday, March 4, 2020 Tahquitz Canyon Way, Palm Springs, CA. THE PUBLIC IS INVITED TO ATTEND COMMITTEES: STANDING: ADVOCACY KELLY BUDGET KELLY/MCBRIDE BUILDINGS BORBA/WEREMIUK POLICIES/BYLAWS BORBA/MCBRIDE AD HOC: FOUNDATION BORBA/MCBRIDE FRIENDS KELLY MEASURE J KELLY/MCBRIDE Board of Library Trustees Minutes: January 28, 2020 1 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library January 28, 2020 The Learning Center 1. CALL TO ORDER President McBride called the meeting to order at 3:00 p.m. 2. ROLL CALL PRESENT Craig Borba, Ed. D. Yes Harry Courtright Yes David Kelly Yes Ed McBride Yes Kathy Weremiuk Yes STAFF PRESENT: Jeannie Kays, Director of Library Services. CITY STAFF PRESENT: Julie Warren, Library Services and Public Relations Manager; Lisa Brock, Library Operations and Collection Manager. PUBLIC PRESENT: David Gray and Juanita Garner. 3. POSTING OF AGENDA: Jeannie Kays reported that the agenda was posted on the Library’s website and at City Hall on or before January 21, 2020. 4. APPROVAL OF MINUTES OF: The minutes of the December 19, 2019 meeting were accepted. 5. ADDED STARTERS: None. 6. PUBLIC COMMENTS: None. 7. TREASURER’S REPORT: Treasurer Kelly gave the report. The Library Trust Fund balance is $1,955,787.31. Trustee Weremiuk asked what had been spent out of the Welwood patio account; Director Kays will check on this. David Gray suggested the Library Board create a Measure J Ad Hoc committee that would meet with the Measure J Library subcommittee on a regular basis. President McBride said we will add this on the next agenda. 8. REPORT FROM FOPSL LIAISON: Julie Warren gave the report. The Friends will be hosting three events during Modernism W eek: a house tour, a lecture, and an exhibit featuring mid -century modern pottery and dinnerware. The house tour has sold out. The annual meeting will be on May 3 and will be held at Smoketree Ranch. Their Annual book sale is March 13-15. 9. REPORT FROM LIBRARY FOUNDATION LIAISION: President McBride gave the report. The Foundations goal is to have 20 board members by the end of 2020. They have done an analysis on the current board to identify strengths and weaknesses and are looking for candidates who can fill in the weak areas. For example, they are looking for someone with a financial services background. They are having an executive board meeting to start working on their annual report. They will be participating at the One P.S. picnic on March 21. Board of Library Trustees Minutes: January 28, 2020 2 10. Annual Report 10. A. Report by Nominating Committee, Borba and Courtright Trustee Borba reported that the Nominating Committee nominates Ed McBride as President and David Kelly as Treasurer. 10. B. Election of President Trustee Courtright reported that the Nominating Committee nominates Ed McBride as President. MOTION: (Borba/Courtright, 5-0) To elect Ed McBride as President of the Library Board of Trustees. 10. C. Presidential appointment of President Pro Tem President McBride appointed Craig Borba as President Pro Tem. 10. D. Election of Treasurer David Kelly was elected as Treasurer of the Library Board of Trustees. MOTION: (Borba/Courtright, 5-0) To elect David Kelly as Treasurer of the Library Board of Trustees. 10. E. Appointment to Friends Liaison, Foundation Liaison, and Committees President McBride appointed the following:  Standing committees: o Advocacy – David Kelly o Budget – David Kelly and Ed McBride o Buildings – Craig Borba and Kathy Weremiuk o Policies/Bylaws – Ed McBride and Craig Borba  Ad hoc committees: o Foundation Liaison – Ed McBride and Craig Borba o Friends Liaison – David Kelly o Literacy – suspend o Strategic Plan – suspend o Welwood, including patio – suspend o Measure J – David Kelly and Ed McBride President McBride closed the annual meeting. President McBride opened the regular meeting. 11. Legislative Action 11. A. Set meeting dates to first Wednesday of the month at 5:30 p.m. The Library Board meetings will change to the first Wednesday of the month at 5:30 p.m . starting in March. MOTION: (Courtright/Weremiuk, 5-0) To set the regular meeting date to the first Wednesday of the month at 5:30 p.m. Board of Library Trustees Minutes: January 28, 2020 3 11. B. Building Committee update The Building Committee will meet with the City Council Library Sub Committee on February 4th at 5:00 p.m. They will discuss the next steps for the Building Committee recommendation, the Mark Rios Sunrise Park study, and the Frey Building remodel. Director Kays said that the Staff Report for the Frey Building was pulled because the City wants to wait until the master plan for the park is completed. This is an ad hoc meeting so it is not open to the public. Parks and Recreation Commission is spearheading the Sunrise Park master plan and have invited the stakeholders. Trustee Weremiuk said an assessment of the library needs to be done to determine what the cost would be to remodel the building because we cannot have the discussion of new library or remodel without knowing the magnitude of repairs that need to be done. T reasurer Kelly agrees an assessment needs to be done but that you have to first look at the whole property first by doing a master plan of the park. Trustee Weremiuk and President McBride are worried the master plan will delay the Library project. 11. C. Welwood Patio update Director Kays said the charge to the Welwood Patio account was a charge from David Volz Design that was carried over from last fiscal year. Engineering is working on the contract to get the project started. They do not have an update yet but Director Kays thinks it will be done by summer 2020. 11. D. JC Frey Building update Reported. 11. E. Review Board practices: what are we including in the packet Discussion on what should be included in board packets and meeting minutes. Director Kays and Trustee Borba will meet to discuss. Trustee Weremiuk said the meeting minutes can be shortened to report on action taken. Director Kays said that we are making sure every meeting is recorded so that it can be posted on YouTube. Treasurer Kelly said he thinks the more information we include in the board packet the better because it might encourage people to attend our meetings or make donations. Trustee Courtright left at this time. 11. F. Library Annual Reports and Questions of Further Discussion (memo) Treasurer Kelly prepared a memo with questions about the annual report statistics. Trustee Weremiuk asked how class visits are counted. Director Kays explained that we do not have a category for class visits but they are counted them using the door count. We determine what we are going to track based on what the state library asks us to report. Treasurer Kelly believes it is the duty of the trustees to understand the operations of the Library and be able to interpret that for the public. He thinks one of detriments to having an annual report that only looks at the last year without looking at trends is you miss things that need to be addressed. Looking at this we might realize we should be reporting different numbers or numbers that are more representative of our successes. President McBride said we should start by looking at what the State Library requires and see if those numbers make sense to what the Library Board is looking for. Going into the next phase of our building plan we also need to look at what affects our community needs. Director Kays said that the reports that are given to the Library Board are just a snapshot of the monthly statistics that the Library gathers and maybe different statistics should be included. President McBride said he would like this topic to be on the agenda for the next three meetings. He would like to know what Library is required to submit to the State Library and why and what statistics are important to ensure the Library is meeting the needs of the community. Trustee Borba suggested the Library include more information on outreach in the statistics. Board of Library Trustees Minutes: January 28, 2020 4 11. G. Interest Income Allocations from previous years Director Kays gave the report. Included in the packet was a quarter one and quarter t wo interest allocation report, the number is up from previous years. Treasurer Kelly asked why that money is not showing up in the cash account. He also wanted to discuss if it is appropriate to use interest income for Library operating expenses and if it has already been spent that is fine but because the accounts can’t be reconciled he doesn’t know. Director Kays said the finance department assured her that the money is there. She said that any money spent would show up on the expenditure report and that the only money spent so far this period is a charge to the PR Library Campaign. Money cannot be spent out of a revenue account where the interest income is. Director Kays will follow up with the Deputy Finance Director. Treasure Kelly asked about the reimbursement of Measure J funds. Director Kays said it is her understanding that Measure J does not intend to reimburse the trust fund. 12. REPORT FROM STAFF REPRESENTATIVE Joan Collins event was this past Sunday with a great turnout of fans. Actor Tembi Locke, Feb. 5. And Andrea Bernstein, Jan. 31. Bob Woodward March 6. Library closed February 17 for President’s Day. The Library is an official Passport Acceptance Facility. Many interesting programs coming in February. Check the event brochure for details. Cut the Cord: Streaming Basics-Feb 7, 3:00. Free Modernism Exhibit: Feb. 10-March 7. Black History Month storyteller, Michael D. McCarty. Career Day at St. Theresa. Teen Librarian and Library Director were guest speakers. 13. TRUSTEE COMMENTS & REQUESTS Trustee Weremiuk said the Planning Commission is doing a general plan update and will be doing a survey asking people if they still agree with the general plan goals that came out of the 2007 report. She asked the board members to take the survey and if the Library could have the survey out for the community. 14. ADJOURNMENT The January meeting adjourned at 5:01 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services January 2020 Statistics vs January 2019 Statistics LIBRARY STATISTICS January 2020 January 2019 %CHANGE MATERIALS CHECKED OUT (Total)41,931 47,973 -13% Print 18,961 22,277 -15% Non-Print 18,676 21,622 -14% Other (Downloadable & In-house)4,294 4,074 5% LIBRARY CARD REGISTRATIONS (Total)444 413 8% (Palm Springs) Resident 225 217 4% (Outside of Palm Springs) Non Resident 142 129 10% (Paid/Fee Card) Visitor/Snow Bird 77 67 15% DOOR COUNT (Main) 17,418 18,779 -7% DOOR COUNT (WMML)5,504 5,559 -1% PUBLIC COMPUTER SESSIONS (Main)3,476 4,025 -14% PUBLIC COMPUTER SESSIONS (WMML)1,893 1,987 -5% WiFi COMPUTER SESSIONS (Main)2,623 2,567 2% WiFi COMPUTER SESSIONS (WMML)311 341 -9% PROGRAM ATTENDANCE (Total)768 965 -20% Pre-School 71 116 -39% School Age 364 219 66% Teen 31 25 24% Family 45 299 -85% Adult 257 306 -16% NO.OF PROGRAMS (Total)33 32 3% Pre-School 3 3 0% School Age 12 12 0% Teen 5 3 67% Family 2 3 -33% Adult 11 11 0% VOLUNTEER HOURS 318 313 2% MATERIAL REQUESTS FROM OTHER LIB.207 230 -10% NO. OF DAYS OPEN (Main)25 25 0% NO. OF DAYS OPEN (WMML)30 30 0% SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 02/26/20 CITY OF PALM SPRINGS STATMN11TIME: 17:53:49 PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 7/20 FUND - 151 - LIBRARY ENDOWMENT ACCOUNT - - - - - TITLE - - - - - DEBITS CREDITS 11010 Cash 1,943,999.47 11110 Unrealized Investments .00 TOTAL Cash 1,943,999.47 .00 12120 Accounts Receivable .00 12215 Accrued Interest Rec 4,981.69 12418 Notes Receivable 90,000.00 TOTAL Receivables 94,981.69 .00 16151 Prepaid Expenses .00 TOTAL Other Assets .00 .00 TOTAL ASSETS 2,038,981.16 .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 108,069.29 2,147,050.45 TOTAL EQUITIES 108,069.29 2,147,050.45 TOTAL LIBRARY ENDOWMENT 2,147,050.45 2,147,050.45 TOTAL REPORT 2,147,050.45 2,147,050.45 RUN DATE 02/26/20 TIME 17:53:49 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 02/26/20 CITY OF PALM SPRINGS AUDIT41TIME: 17:52:25 REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/20 THRU 7/20 (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 06/28/19 12-1 .00 POSTED FROM BUDGET SYSTEM TOTAL PERIOD 1 .00 .00 .00 .00 09/30/19 19-3 3401 10,440.24 FY20 Q1 INTEREST ALLOCS TOTAL PERIOD 3 .00 10,440.24 .00 -10,440.24 12/31/19 19-6 3665 10,644.62 FY20 Q2 INTEREST ALLOCS TOTAL PERIOD 6 .00 10,644.62 .00 -21,084.86 TOTAL INTEREST INCOME .00 21,084.86 .00 -21,084.86 TOTAL 1ST SUBTOTAL - USE OF MONEY .00 21,084.86 .00 -21,084.86 TOTAL DEPARTMENT - .00 21,084.86 .00 -21,084.86 TOTAL FUNCTION - SPECIAL REVENUE FUNDS .00 21,084.86 .00 -21,084.86 TOTAL FUND - LIBRARY ENDOWMENT .00 21,084.86 .00 -21,084.86TOTAL REPORT .00 21,084.86 .00 -21,084.86* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTION SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 02/26/20 CITY OF PALM SPRINGS EXPSTA11TIME: 17:54:38 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and expledgr.key_orgn=’2752’ACCOUNTING PERIOD: 7/20SORTED 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 125.16 .00 .00 72.35 52.81 57.8142530 DUES & SUBSCRIPTIONS 3,750.00 .00 .00 .00 3,750.00 .0044051 FRIENDS OF THE LIBRARY 300.00 .00 .00 .00 300.00 .00 TOTAL MTRLS, SUPPLIES & SVCS 4,175.16 .00 .00 72.35 4,102.81 1.7350004 FUTURE LIBRARY PROJECTS 1,545,441.27 .00 .00 .00 1,545,441.27 .0051026 TRUST FUND BOOKS 42,356.54 16,048.21 12,344.04 17,655.96 12,356.54 70.8351031 KROPITZER TRUST DONATION 216,665.74 .00 .00 .00 216,665.74 .0051036 WELWOOD PATIO 151,128.36 .00 .00 3,820.00 147,308.36 2.5351039 STRATEGIC PLANNING 67,180.78 .00 17,254.32 46,926.46 3,000.00 95.5351040 PR LIBRARY CAMPAIGN 25,000.00 6,399.00 2,597.16 7,399.00 15,003.84 39.98 TOTAL CAPITAL 2,047,772.69 22,447.21 32,195.52 75,801.42 1,939,775.75 5.27 TOTAL LIBRARY TRUST 2,051,947.85 22,447.21 32,195.52 75,873.77 1,943,878.56 5.27 TOTAL LIBRARY 2,051,947.85 22,447.21 32,195.52 75,873.77 1,943,878.56 5.27 TOTAL LIBRARY ENDOWMENT 2,051,947.85 22,447.21 32,195.52 75,873.77 1,943,878.56 5.27TOTAL REPORT 2,051,947.85 22,447.21 32,195.52 75,873.77 1,943,878.56 5.27 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 02/26/20 CITY OF PALM SPRINGS AUDIT21TIME: 17:56:12 EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/20 THRU 7/20SORTED 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 06/28/19 11-1 4,900.00 POSTED FROM BUDGET SYSTEM 09/23/19 13-3 1,648,041.27 BUD ADJ 9/23-1CA LIB 151 10/01/19 25-3 10/1-08B -23,500.00 BUD ADJ 10/1-08B 10/01/19 25-3 10/1-09B -39,000.00 BUD ADJ 10/1-09B 10/16/19 25-4 10/16-14 -20,000.00 BUD ADJ 10/16-14B 10/16/19 25-4 10/16-15 -25,000.00 BUD ADJ 10/16-15B TOTAL FUTURE LIBRARY PROJECTS 1,545,441.27 .00 .00 1,545,441.27 TOTAL 1ST SUBTOTAL - CAPITAL 1,545,441.27 .00 .00 1,545,441.27 TOTAL DEPARTMENT - LIBRARY TRUST 1,545,441.27 .00 .00 1,545,441.27 TOTAL FUNCTION - LIBRARY 1,545,441.27 .00 .00 1,545,441.27 TOTAL FUND - LIBRARY ENDOWMENT 1,545,441.27 .00 .00 1,545,441.27TOTAL REPORT 1,545,441.27 .00 .00 1,545,441.27* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTION SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 02/26/20 CITY OF PALM SPRINGS EXPSTA11TIME: 17:55:22 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 7/20SORTED 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 999,100.00 119,218.81 .00 593,277.82 405,822.18 59.3840050 VACATION/SICK CONVERSION 11,107.43 .00 .00 13,297.43 -2,190.00 119.7240200 TEMPORARY EMPLOYEES 41,700.00 .00 .00 .00 41,700.00 .0040800 OVERTIME 5,000.00 .00 .00 652.10 4,347.90 13.0441110 MED INSURANCE WITHDRAWAL .00 150.00 .00 3,750.00 -3,750.00 .0041210 EDUC/CERT/LICENSE 32,200.00 .00 .00 .00 32,200.00 .0041450 TELECOMMUNICATION ALLOWA 75.00 .00 .00 75.00 .00 100.0041600 PERS CONTRIBUTIONS 347,900.00 39,289.47 .00 208,282.23 139,617.77 59.8741620 PERS - POB 36,000.00 .00 .00 18,000.00 18,000.00 50.0041700 MEDICARE TAX 15,000.00 1,721.68 .00 9,339.06 5,660.94 62.2641900 FRINGE BENEFITS 210,200.00 17,006.21 .00 103,879.97 106,320.03 49.4241920 WORKERS COMPENSATION 59,900.00 .00 .00 29,950.00 29,950.00 50.0041930 RHS HEALTH BENEFIT 13,800.00 1,025.00 .00 7,050.00 6,750.00 51.0941940 RETIREE HEALTH BENEFIT 106,800.00 .00 .00 53,400.00 53,400.00 50.00 TOTAL PERSONNEL COSTS 1,878,782.43 178,411.17 .00 1,040,953.61 837,828.82 55.4142010 GAS AND OIL (HEAT) 8,000.00 1,059.30 .00 1,134.25 6,865.75 14.1842015 COMMUNICATIONS 26,425.00 .00 11,445.85 12,759.14 2,220.01 91.6042100 OFFICE SUPPLIES 12,011.60 854.80 .00 6,653.23 5,358.37 55.3942115 POSTAGE 1,000.00 .00 .00 .00 1,000.00 .0042195 SPECIAL DEPT SUPPLIES 27,600.00 -114.00 2,069.20 8,386.34 17,144.46 37.8842490 NON CAPITAL EQUIPMENT 16,000.00 3,530.93 3,962.28 6,129.80 5,907.92 63.0842500 TRAVEL & TRAINING 8,500.00 .00 .00 6,879.09 1,620.91 80.9342520 CONFERENCES 14,100.00 .00 .00 3,726.81 10,373.19 26.4342530 DUES & SUBSCRIPTIONS 5,900.00 .00 .00 1,466.00 4,434.00 24.8542570 PRINTING & PUBLISHING 20,300.00 .00 1,986.97 5,990.64 12,322.39 39.3042580 ELECTRONIC DATABASES 55,515.00 .00 .00 36,696.60 18,818.40 66.1042900 OFFICE EQUIP OPS & MAINT 1,000.00 .00 .00 .00 1,000.00 .0042920 PC/HARD/SOFTWARE MAINT 87,000.00 28,655.00 7,250.00 71,088.90 8,661.10 90.0443200 CONTRACTUAL SERVICES 12,809.60 418.00 809.60 418.00 11,582.00 9.5843203 CONTRACTUAL TEA 5,000.00 .00 .00 3,028.32 1,971.68 60.5744000 BOOKS 123,000.00 6,708.25 34,489.27 66,728.33 21,782.40 82.2944010 MAGAZINES & PUBLICATIONS 12,312.97 .00 .00 10,104.00 2,208.97 82.0644020 AUDIO VISUAL MATERIALS 110,000.00 3,104.99 37,045.26 70,954.74 2,000.00 98.1844040 CONTRACTUAL CATALOGING 30,108.00 .00 .00 30,107.94 .06 100.0044050 LIBRARY SPECIAL CHARGES 31,500.00 .00 3,384.59 8,339.35 19,776.06 37.2245520 ADVERTISING 11,000.00 625.00 1,145.00 4,777.50 5,077.50 53.84 TOTAL MTRLS, SUPPLIES & SVCS 619,082.17 44,842.27 103,588.02 355,368.98 160,125.17 74.1449000 INSURANCE 70,600.00 .00 .00 35,300.00 35,300.00 50.0049040 FACILITIES MAINT SERVICE 115,400.00 .00 .00 57,700.00 57,700.00 50.0049070 BENEFITS ADMIN 11,300.00 .00 .00 5,650.00 5,650.00 50.00 TOTAL SPECIAL CHARGES 197,300.00 .00 .00 98,650.00 98,650.00 50.00 TOTAL LIBRARY 2,695,164.60 223,253.44 103,588.02 1,494,972.59 1,096,603.99 59.31 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 2DATE: 02/26/20 CITY OF PALM SPRINGS EXPSTA11TIME: 17:55:22 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 7/20SORTED 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 2,695,164.60 223,253.44 103,588.02 1,494,972.59 1,096,603.99 59.31 TOTAL GENERAL FUND 2,695,164.60 223,253.44 103,588.02 1,494,972.59 1,096,603.99 59.31TOTAL REPORT 2,695,164.60 223,253.44 103,588.02 1,494,972.59 1,096,603.99 59.31 TRUST FUND BALANCE 1,943,999.47$ AS OF JANUARY 31, 2020 Trust Fund Books $12,356.54 Balance 1/31/20. Not yet spent. Welwood Patio $147,308.36 Balance 1/31/20. Strategic Planning $3,000.00 Balance 1/31/20. Project complete. Will close account 6/30/20. PR Library Campaign $15,003.84 Balance 1/31/20. Expect to complete by 6/30/20. e-Books $10,000.00 Capital Campaign ??Discuss CPLA membership $250.00 PROJECTED BUDGET FY 19-20 $10,250.00 Suggested by: Jeannie Kays, Director of Library Services, 3/4/20 These expenditures would be utilized during the fiscal year, July 1, 2020-June 30, 2021. Unanticipated exceptions and emergency requests may arise. Library Board of Trustees Spending Request 2020-2021 FISCAL YEAR 20-21 SPENDING REQUESTS FISCAL YEAR 19-20 ACTIVE PROJECTS 1 Location County Size Square Mile Population Borrowers-All Children Borrowers SAN BRUNO PUBLIC LIBRARY San Mateo 6.00 46,085 21,764 4,332 EL CENTRO PUBLIC LIBRARY Imperial 8.00 46,315 5,325 363 PALM SPRINGS PUBLIC LIBRARY Riverside 106.00 47,706 23,108 2,292 LINCOLN PUBLIC LIBRARY Placer 6.00 48,591 14,700 2,743 COVINA PUBLIC LIBRARY Los Angeles 7.00 49,006 37,927 5,509 AZUSA CITY LIBRARY Los Angeles 9.00 49,954 50,581 9,391 CERRITOS PUBLIC LIBRARY Los Angeles 9.00 50,058 28,574 5,347 GLENDORA LIBRARY & CULTURAL CEN- TER Los Angeles 19.00 52,703 30,824 6,650 ALTADENA LIBRARY DISTRICT Los Angeles 9.00 53,445 19,055 3,743 BEAUMONT LIBRARY DISTRICT Riverside 60.00 53,603 40,945 10,023 RANCHO MIRAGE PUBLIC LIBRARY Riverside 25.00 18,738 39,094 3,911 Location Operating Expense Total Print Materials Expenditures Total Staff Expenditures Hours Open, All Outlets SAN BRUNO PUBLIC LIBRARY $2,388,717 $120,912 $1,331,741 2,752 EL CENTRO PUBLIC LIBRARY $706,500 $54,291 $502,986 3,600 PALM SPRINGS PUBLIC LIBRARY $2,773,453 $136,188 $1,819,936 6,854 LINCOLN PUBLIC LIBRARY $700,218 $39,916 $359,690 1,581 COVINA PUBLIC LIBRARY $948,504 $37,228 $637,695 1,890 AZUSA CITY LIBRARY $1,294,925 $52,500 $1,075,400 2,916 CERRITOS PUBLIC LIBRARY $5,774,797 $316,500 $4,971,917 3,365 GLENDORA LIBRARY & CULTURAL CEN- TER $2,294,611 $84,664 $1,283,946 2,609 ALTADENA LIBRARY DISTRICT $3,586,130 $120,551 $1,522,867 5,096 BEAUMONT LIBRARY DISTRICT $1,519,181 $81,683 $1,010,069 3,068 RANCHO MIRAGE PUBLIC LIBRARY $3,018,224 $125,187 $2,067,045 2,865 Palm Springs Public Library Statistical Comparison Based on Population FY: 2017-18 Full report available: ca.countingopinions.com 2 Location Librarian FTEs Total persons employed Staff FTE Visits-Door Count Total Circulation Reference Questions SAN BRUNO PUBLIC LIBRARY 5.00 20.00 7.50 190,466 353,955 24,710 EL CENTRO PUBLIC LIBRARY 1.00 11.00 11.00 91,068 40,065 407 PALM SPRINGS PUBLIC LIBRARY 6.00 18.00 14.30 256,191 464,129 15,616 LINCOLN PUBLIC LIBRARY 1.50 11.00 5.83 238,312 228,628 15,632 COVINA PUBLIC LIBRARY 1.00 23.00 12.93 189,201 108,392 28,120 AZUSA CITY LIBRARY 3.00 26.00 18.00 192,527 101,461 11,517 CERRITOS PUBLIC LIBRARY 7.00 100.00 44.00 2,781,673 396,010 67,375 GLENDORA LIBRARY & CULTURAL CEN- TER 5.63 33.00 21.97 286,541 289,883 36,533 ALTADENA LIBRARY DISTRICT 7.00 33.00 24.00 180,718 191,321 2,358 BEAUMONT LIBRARY DISTRICT 6.50 24.00 12.25 150,000 134,231 12,627 RANCHO MIRAGE PUBLIC LIBRARY 7.00 42.00 20.00 263,889 411,390 52,893 Location Internet Use # PCs Books Held Total # of Programs Total Program Attendance SAN BRUNO PUBLIC LIBRARY 19,494 17 73,865 487 13,425 EL CENTRO PUBLIC LIBRARY 20,080 24 98,291 190 8,107 PALM SPRINGS PUBLIC LIBRARY 80,387 42 103,799 271 10,475 LINCOLN PUBLIC LIBRARY -1 38 92,182 268 9,500 COVINA PUBLIC LIBRARY 19,848 36 92,276 252 6,419 AZUSA CITY LIBRARY 36,417 38 98,070 376 12,112 CERRITOS PUBLIC LIBRARY 141,485 155 267,420 539 20,877 GLENDORA LIBRARY & CULTURAL CEN- TER 24,629 16 99,752 493 30,255 ALTADENA LIBRARY DISTRICT 32,522 66 69,951 784 18,518 BEAUMONT LIBRARY DISTRICT 7,407 8 55,624 331 11,640 RANCHO MIRAGE PUBLIC LIBRARY 27,652 32 91,179 1,155 40,202 3 Location # of Pre School Pro- grams # of Children's Pro- grams # of School Aged Pro- grams # of Young Adult Pro- grams # of Adult Pro- grams SAN BRUNO PUBLIC LIBRARY 242 449 207 4 34 EL CENTRO PUBLIC LIBRARY 48 148 100 0 42 PALM SPRINGS PUBLIC LIBRARY 44 121 77 44 106 LINCOLN PUBLIC LIBRARY 75 238 163 0 30 COVINA PUBLIC LIBRARY 88 225 137 6 21 AZUSA CITY LIBRARY 48 176 128 2 198 CERRITOS PUBLIC LIBRARY 235 453 218 31 55 GLENDORA LIBRARY & CULTURAL CENTER 162 411 249 34 48 ALTADENA LIBRARY DISTRICT -1 366 367 133 285 BEAUMONT LIBRARY DISTRICT 133 231 98 61 39 RANCHO MIRAGE PUBLIC LIBRARY 192 494 302 7 654 Location Pre-School Program Attendance Childrens Program Attendance School Aged Program Attendance Young Adult Program Attendance Adult Program At- tendance SAN BRUNO PUBLIC LIBRARY 7,982 13,184 5,202 69 172 EL CENTRO PUBLIC LIBRARY 1,685 7,918 6,233 0 189 PALM SPRINGS PUBLIC LIBRARY 1,373 6,459 5,086 1,210 2,806 LINCOLN PUBLIC LIBRARY 4,500 8,791 4,291 0 709 COVINA PUBLIC LIBRARY 2,194 6,054 3,860 145 220 AZUSA CITY LIBRARY 1,905 8,089 6,184 47 3,976 CERRITOS PUBLIC LIBRARY 9,916 17,846 7,930 808 2,223 GLENDORA LIBRARY & CULTURAL CENTER 10,551 28,115 17,564 998 1,142 ALTADENA LIBRARY DISTRICT -1 8,233 8,234 1,085 9,200 BEAUMONT LIBRARY DISTRICT 5,681 9,949 4,268 824 867 RANCHO MIRAGE PUBLIC LIBRARY 3,840 17,235 13,395 74 22,893 Palm Springs Library Benchmark 2012 Size Pop BorrowersPer CapSq. Ft. Per CapLIBNs TOTSTAFF Per 1K PCs Per 1KSan Bruno 5.9 41,842 27,925 0.67 15,600 0.37 6 15 0.35 13 0.31Lincoln 6.3 43,248 31,782 0.73 42,300 0.98 1 4 0.09 45 1.04Palm Springs 105.5 45,002 22,680 0.50 34,100 0.76 5 15 0.34 30 0.67Azusa 9.1 46,399 31,497 0.68 18,500 0.40 5 17 0.37 15 0.32Covina 6.8 47,931 24,538 0.51 20,144 0.42 2 11 0.23 37 0.77Cerritos 8.9 49,181 22,882 0.47 88,000 1.79 7 56 1.14 155 3.15Glendora 19.0 50,260 40,217 0.80 30,000 0.60 8 24 0.47 15 0.30Benchmark Avg 46,266 0.62 0.76 0.43 0.94Statewide Mean0.53Rancho Mirage 1.56 2.01 1.12 1.78OP Exp Per Cap Staff Exp % BudgetPrint% BudgetHours Cost/Hour Books Held Per CapSan Bruno $1,847,226 $44 $1,097,933 59% $82,403 4% 2,416 $765 75,134 1.80Lincoln $814,222 $19 $410,709 50% $171,744 21% 1,734 $470 99,592 2.30Palm Springs $1,863,555 $41 $1,352,998 73% $105,500 6% 1,840 $1,013 98,996 2.20Azusa $1,295,234 $28 $1,102,827 85% $66,270 5% 2,461 $526 83,498 1.80Covina $936,835 $20 $553,956 59% $40,769 4% 1,905 $492 85,297 1.78Cerritos $4,811,914 $98 $4,092,552 85% $303,293 6% 3,339 $1,441 230,797 4.69Glendora $2,113,096 $42 $1,380,105 65% $123,077 6% 2,414 $875 108,925 2.17Benchmark Avg $1,954,583 $42 68% 0% 2,301 $797 2.39Statewide Mean$321.88Rancho Mirage $157 $1,259 3.38Visits Per Cap Ref Per CapCirc Per Cap TurnoverProg AttPer CapInt Use Per CapSan Bruno 239,916 5.73 21,688 0.52 374,496 8.95 4.98 8,507 0.20 37,067 0.89Lincoln 255,290 5.90 12,982 0.30 323,484 7.48 3.25 23,517 0.54 24,179 0.56Palm Springs 235,507 5.23 18,044 0.40 399,965 8.89 4.04 5,599 0.12 67,245 1.49Azusa 153,419 3.31 6,962 0.15 107,906 2.33 1.29 5,904 0.13 29,379 0.63Covina 234,562 4.89 18,044 0.38 157,886 3.29 1.85 4,900 0.10 20,941 0.44Cerritos 1,066,492 21.69 104,938 2.13 695,897 14.15 3.02 25,469 0.52 307,195 6.25Glendora 264,454 5.26 46,284 0.92 434,038 8.64 3.98 23,977 0.48 30,831 0.61Benchmark Avg 7.43 0.69 7.67 3.20 0.30 1.55Statewide Mean 4.41 0.7 6.41 0.22 0.91Rancho Mirage 14.13 3.82 27.18 1.39 0.86 Library Board of Trustees Memo To: Jeannie Kays, Director, Palm Springs Library From: David “Jax” Kelly, Treasurer, Library Board of Trustees cc: Date: January 6, 2020 Re: Review of Library Annual Reports and Questions for Further Discussion Annual Report figures for seven years including 2012-13 through 2018-19 are presented below. 2018-19 2017-18 2016-17 2015-16 2014-15 2013-14 2012-13 Library Visits/ Door Count 195,520 201,201 223,218 232,175 272,056 252,442 225,480 Circulation/Checked Out# 517,018 500,093 431,283 397,087 434,625 429,910 391,209 # of eBooks Checked Out 16,244 14,483 13,527 14,200 11,995 9,273 6,158 Public Service Hours 2,498 2,520 2,520 2,512 2,526 2,515 1,885 New Library Cards # 3,821 4,132 4,212 4,062 5,142 6,312 5,660 Public Computer Sessions 42,894 53,701 57,448 62,335 85,541 73,877 58,077 Public WiFi Sessions 31,962 28,350 31,234 25,549 0 0 0 # of Programs (Youth/Teen/Adult) 281 310 310 379 359 296 273 # Program Attendees 10,511 10,475 8,779 8,001 8,555 10,694 6,771 # Volunteer Hours 3,393 4,157 2,382 2,398 903 657 744 Inter-Library Loans to Others 842 783 797 598 1,456 786 636 Inter-Library Loans Requested 869 949 1,462 720 645 1,530 1,668 # of Reference Questions 14,705 15,616 27,120 30,539 32,973 31,508 25,051 # of Downloaded Music 11,662 12,939 10,029 8,867 17,414 5,164 0 I obtained the figures from my copies of the 2018 -19 and 2017-18 annual reports issued by the Library. All other figures came from similar annual reports available online. 2 7-year Trends Although the number of books checked out of the Library has increased 32% since 2012-13 (and up 34% if you add eBooks to the totals), most other measures of activity in the Library have declined. The issuance of new library cards has declined 33% to 3,821 in 2018 -19 from 6,312 in 2012-13. The number of computer sessions was reported at 42,894 a 50% decline from its peak in 2014 - 15. Adding WiFi sessions to computer sessions significantly offsets this decrease in library - based access to the internet for a total reduction in sessions to 74,856 from 85,541 (12% decline) since the peak year of 2014-15. Programming totals trended flat over the seven years, but the 2018 -19 figure of 281 programs is down by 98 or 25% from the peak year of 2015-16. For 2018-19, the number of volunteer hours were down 764 or 18% to 3,393 from the pr ior year. Volunteer hours spiked upwards in 2015 -16 to 2,398 from 903 in the prior year and have consistently remained high with a peak of 4,157 hours in 2017 -18. The number of reference questions are down 55% (18,268) to 14,705 in 2018-19 from the peak of 32,973 in 2014-15. The decline seems to correlate with the introduction of WiFi services at the Library. Trends at Welwood Murray Memorial Library 2018-19 2017-18 2016-17 2015-16 2014-15 2013-14 2012-13 WMML Visits/Door Count 49,196 54,989 64,989 73,882 30,517 WMML Public Service Hours 4,344 4,334 4,320 4,332 1,584 WMML Public Computer Sessions 23,878 26,686 24,808 31,265 6,688 WMML WiFi Sessions 4,054 7,230 8,435 6,562 0 Welwood Murray Memorial Library (WMML) was re-opened after extensive renovations in February 2015 and the numbers for 2014-15 are inclusive of the opening date to the end of the fiscal year (approximately 5 months) at June 30, 2015. These figures are avail able from the same annual reports that were reported for the Library. The trends in these figures suggest that reduced visits to WMML have resulted in an overall decline in activity. The door count at WWML is down 33% (24,686 decrease) from its peak in 20 15-16, the first full year figures are available following the renovation. No books are available to be checked out at WWML. Therefore, no Library cards are issued at this branch. Data for program events, such as book club meetings, is not measured in this report. No data is available for volunteer hours at this branch. Without books to lend, there are no figures for inter -library loans or reference questions. 3 Computer sessions have declined 23% (7,387) to 23,878 in 2018 -19 from the peak year in 2015-16, the first full year figures are available following the renovation. With the inclusion of the count of WiFi sessions, total internet use declined 27% (10,255) to 27,932 in 2018 -19 from 38,187 in the peak year of 2015 -16. Questions for Further Discussion 1. What are the opportunities to reduce the downward trends in activity at the Library and WMML? Are we measuring activity accurately when a bus load of school children visiting the recent Legacy Project is treated as one visit instead of counting each of the visitors? 2. A follow-up to this memo should include figures on the total number of employee hours in each year to show where volunteers have filled in for lost employee hours due to past downsizing. If we counted volunteers as employees , how many full-time staff would the library have? What would be the financial impact of this increase in full-time staff? 3. Library public service hours are up 33% (613 hours) to 2,498 hours in 2018 -19 from 1,885 in 2012-13 without an increase in door count or issuance of new c ards. This may correlate with the increase in the number of books and eBooks that have been checked out. Internet access as measured by the number of computer and WiFi sessions seems to match the trend in door count. What segment of the public are we serving with increased hours? Book readers, internet users or others? 4. The number of Library programs is essentially flat over the past seven years, down 25% (98) in 2018-19 (281) from the peak year of 2015 -16 (379). Why? What are the number of calendar days (evenings and/or business days) that sports leagues take out of potential programming days each year (because of limited Sunrise Park parking)? Is it likely that events that were popular in 2015 -16 could not be repeated in subsequent years because of the inability to accommodate an increase in attendance likely to result from the popularity of the event? Currently programming is measured by age groups (Youth, Teen, Adult). Would it be useful to measure the number of events based on size? (10 or less, 25-50, and 50 and above, for example?) 5. What is a true measure of success for the Library? If the measure of success is the greater number of checked out books and eBooks, what caused the increase last year? Did fewer people check out more books? If an increasing Library door count is a measure of success, why has the door count decreased? 6. The Library benefits substantially from volunteer service hours . What is sustaining those numbers and should we set a goal to increase volunteer participation? How has the volume of volunteers been managed by staff?