HomeMy WebLinkAbout2020-05-06 LBOT Board PacketLIBRARY BOARD OF TRUSTEES
CITY OF PALM SPRINGS, CALIFORNIA
www.palmspringslibrary.gov
REGULAR MEETING AGENDA
WEDNESDAY, MAY 6, 2020
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.
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.
View the Library Board of Trustees meeting live at the City’s website
www.palmspringsca.gov/pstv, YouTube, or Channel 17 (Spectrum).
TRUSTEES
Craig Borba, Ed. D. Ed McBride
David Kelly Kathy Weremiuk
Vacant
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
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 5:30 p.m., April 30, 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.
May 2020, p. 1
Library Board of Trustees Page 2 of 3
Wednesday, May 6, 2020
4. CONSENT AGENDA
4. A. Meeting Minutes of March 4, 2020
4. B. Library Statistics
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/ACTION ITEMS
7. A. State of the Library since COVID-19 closure
7. B. Support by Friends, Trust Fund, and Foundation
7. C. Memo from Trustee Kelly
7. D. Welwood Patio update
7. E. Building Committee update
8. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS
9. 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 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 Tahquitz Canyon Way, Palm Springs, CA.
THE PUBLIC IS INVITED TO ATTEND
May 2020, p. 2
Library Board of Trustees Page 3 of 3
Wednesday, May 6, 2020
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
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 30, 2020, 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 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.
May 2020, p. 3
Board of Library Trustees Minutes: March 4, 2020 1
PALM SPRINGS PUBLIC LIBRARY
BOARD OF LIBRARY TRUSTEES
MINUTES
Palm Springs Public Library March 4, 2020
City Hall Large Conference Room
1. CALL TO ORDER
President McBride called the meeting to order at 5:30 p.m.
ROLL CALL PRESENT
Craig Borba Yes
Harry Courtright No
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: Robert Engel, David Sidley, and Juanita Garner.
2. CHANGES OR ADDITIONS TO THE AGENDA: None.
3. PUBLIC COMMENTS: None.
4. CONSENT AGENDA
4. A. Meeting Minutes of January 28, 2020
MOTION: (Weremiuk/Borba, 4-0) To approve the consent calendar with the exception of items 4.B.
and 4.C. which have been pulled for further discussion.
4. B. Library Statistics
Hold discussion for 7.C.
4. C. Donations to Library
Going forward a document will be included in the packet with a list of donations to the Library.
MOTION: (Weremiuk/Borba, 4-0) To accept item 4.C.
5. ADMINISTRATIVE REPORTS
5. A. Friends of the Palm Springs Library
Julie Warren gave the report. The Friends had three events during Modernism Week. Their annual book
sale is March 13-15 in the Frey building. The Friends Annual Meeting will be May 3 at Smoke Tree
Ranch in Disney Hall.
May 2020, p. 4
Board of Library Trustees Minutes: March 4, 2020 2
5. B. Palm Springs Public Library Foundation
Hold report for 7.A.
5. C. Library Staff
Director Kays gave the report.
Palm Springs Speaks event featuring Bob Woodward is this Friday, March 6.
Passports: February was the first month. Had 38 passports and 27 photos.
Many interesting programs coming in March, April, May.
The Library is taking precautions to stop the spread of germs. Have hand sanitizer and wipes out at
service desks and public computer room. Washing children’s toys, tables, chairs, service counters, etc.
We remind everyone to wash their hands.
St. Theresa student exhibit of models of historic buildings around Palm Springs at the Library for a few
more days.
Career Online High School: 3 graduates, 10 active students, 11 openings.
Teen Librarian, Sean Corbin and the library receiving the Shiny Apple Award from Palm Springs Unified
School District, March 10. The award is in recognition of Sean’s service to students, with a special tour
and access time when the library was closed.
Drag Queen Story Hour, Tuesday March 10.
ONE-PS Picnic: Saturday, March 21. Friends and Foundation participating.
Desert Regional Medical Center NICU Reunion: Saturday, March 28. Library staff participating.
Family Fun Fest: April 8, 10-12.
PSPL Comic Con: Saturday, May 9, 10-2.
6. TREASURERS REPORT
Treasurer Kelly reported the Library Trust Fund balance is $1,943,999.47.
MOTION: (Borba/Kelly, 4-0) To accept the Treasurers report.
7. DISCUSSION
7. A. Library Foundation annual report
The Foundation President David Sidley gave the report. In the last year, the Foundation Board has
grown to 15 members and they met with consultants Library Strategies to create a 36-month
development plan. They are looking to hire staff, secure office space, and doing an annual fund with a
goal of raising $50,000. They still have $87,000 of the loan given to them by the Library Board. The
Foundation is requesting that the Library Board considers forgiving the loan and is asking for another
loan. The additional funds they are requesting would be used to hire an executive director, rent office
space, and create the annual fund campaign. The Library Board members are open to forgiving the loan
but would like a more detailed budget and a plan before approving it. Director Kays will schedule a
meeting with the City Attorney to see if the note can be modified. The Foundation will report back to the
Library Board in May.
May 2020, p. 5
Board of Library Trustees Minutes: March 4, 2020 3
7. B. Building Committee update
Director Kays gave the report. At the February 27th City Council meeting there was a staff report request
for approval to proceed with conceptual planning of the Sunrise Park Master Plan and redevelopment
of the Library. One part of the proposal was to amend the agreement with Library Strategies t o start
visioning and programming services for the Library. The second part was with Rios Clementi Hale
Studios to create the Sunrise Park Plan. City Council approved amending the agreement with Library
Strategies but pulled the Sunrise Park Plan to bring back at a later time. Director Kays will do a change
order and submit it to the procurement department.
7. C. Library Annual Reports and Questions of Further Discussion (memo)
Director Kays gave the report. The California State Library collects statistics from every library
jurisdiction and compiles it online. Using the statistics available, she prepared a statistical comparison
based on population. The report compared Palm Springs Public Library with nine libraries with similar
populations and looked at operating expenses, print materials expenditures, staff expenditures, hours
open, staff FTE, door count, circulation, reference questions, internet use, total number of programs,
and program attendance.
8. ACTION ITEMS
8. A. Board agenda layout review and approval
Director Kays spoke to the City Clerk about #2 on the agenda and he said that the part about posting
the agenda should be an affidavit at the end of the agenda so that will be changed on the next
agenda. For #3 the wording about public comments needs to be on the agenda. President McBride
requested more space for writing on the agenda. Trustee Weremiuk said the minutes are too long
and typically just actions taken are included. Trustee Borba suggested that when a Trustee asks for
information it is included in the minutes. Treasurer Kelly disagrees he feels the more details the
better. Director Kays and Trustee Borba looked at several other boards to see what they are doing
and it varied widely. Treasurer Kelly suggested more detailed reports in the board packets. Trustee
Weremiuk gave an example of the staff report that went to City Council as a report that should have
been in the board packet to give background on 7.B. of the agenda. The Foundations and Friends
should provide a written report to include in the packet.
MOTION: (Kelly/Weremiuk, 4-0) To accept Board agenda layout.
8. B. Budget requests for Library Trust Fund
Director Kays gave the report. The Finance Committee met to determine the requests from the Trus t
Fund for next fiscal year. For fiscal year 2020-2021, the library is requesting $10,000 for e-books and
$250 for CPLA membership.
MOTION: (Kelly/Weremiuk, 4-0) To accept the fiscal year 20-21 spending requests totaling
$10,250.
May 2020, p. 6
Board of Library Trustees Minutes: March 4, 2020 4
9. TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS
On the upcoming agenda: the Library Foundation will report in May, an update on work with Library
Strategies. The City informed the public that the trees at Welwood would be coming down. The City
decided to wait on any remodel to the Frey building until the Sunrise Park Master Plan is completed. In
future agendas differentiate between building committee and new library.
14. ADJOURNMENT
The March meeting adjourned at 7:42 p.m.
RESPECTFULLY SUBMITTED,
Jeannie Kays
Director of Library Services
May 2020, p. 7
February 2020 Statistics vs February 2019 Statistics
LIBRARY STATISTICS February 2020 February 2019 %CHANGE
MATERIALS CHECKED OUT (Total)44,183 45,296 -2%
Print 21,413 22,229 -4%
Non-Print 17,499 19,663 -11%
Other (Downloadable & In-house)5,271 3,404 55%
LIBRARY CARD REGISTRATIONS (Total)385 405 -5%
(Palm Springs) Resident 215 191 13%
(Outside of Palm Springs) Non Resident 116 125 -7%
(Paid/Fee Card) Visitor/Snow Bird 54 89 -39%
DOOR COUNT (Main) 17,331 18,144 -4%
DOOR COUNT (WMML)n/a*5,926 -
PUBLIC COMPUTER SESSIONS (Main)3,359 3,688 -9%
PUBLIC COMPUTER SESSIONS (WMML)1,550 1,857 -17%
WiFi COMPUTER SESSIONS (Main)2,266 2,614 -13%
WiFi COMPUTER SESSIONS (WMML)275 340 -19%
PROGRAM ATTENDANCE (Total)586 986 -41%
Pre-School 130 155 -16%
School Age 108 122 -11%
Teen 50 25 100%
Family 42 295 -86%
Adult 256 389 -34%
NO.OF PROGRAMS (Total)25 26 -4%
Pre-School 4 4 0%
School Age 4 4 0%
Teen 6 4 50%
Family 2 2 0%
Adult 9 12 -25%
VOLUNTEER HOURS 302.5 277.5 9%
MATERIAL REQUESTS FROM OTHER LIB.144 120 20%
NO. OF DAYS OPEN (Main)24 23 4%
NO. OF DAYS OPEN (WMML)29 28 4%
May 2020, p. 8
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS STATMN11TIME: 16:54:46 PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 8/20 FUND - 151 - LIBRARY ENDOWMENT ACCOUNT - - - - - TITLE - - - - - DEBITS CREDITS 11010 Cash 1,939,196.16 11110 Unrealized Investments .00 TOTAL Cash 1,939,196.16 .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 2,034,177.85 .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 113,551.67 2,147,729.52 TOTAL EQUITIES 113,551.67 2,147,729.52 TOTAL LIBRARY ENDOWMENT 2,147,729.52 2,147,729.52 TOTAL REPORT 2,147,729.52 2,147,729.52 RUN DATE 04/30/20 TIME 16:54:47 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERMay 2020, p. 9
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS AUDIT41TIME: 16:47:01 REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/20 THRU 8/20 (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 TRANSACTIONMay 2020, p. 10
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS EXPSTA11TIME: 16:48:08 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and expledgr.key_orgn=’2752’ACCOUNTING PERIOD: 8/20SORTED 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 2,631.50 2,331.50 .00 2,331.50 300.00 88.60 TOTAL MTRLS, SUPPLIES & SVCS 6,506.66 2,331.50 .00 2,403.85 4,102.81 36.9450004 FUTURE LIBRARY PROJECTS 1,545,441.27 .00 .00 .00 1,545,441.27 .0051026 TRUST FUND BOOKS 42,356.54 1,609.68 10,734.36 19,265.64 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 3,279.38 137.16 10,678.38 14,184.46 43.26 TOTAL CAPITAL 2,047,772.69 4,889.06 28,125.84 80,690.48 1,938,956.37 5.31 TOTAL LIBRARY TRUST 2,054,279.35 7,220.56 28,125.84 83,094.33 1,943,059.18 5.41 TOTAL LIBRARY 2,054,279.35 7,220.56 28,125.84 83,094.33 1,943,059.18 5.41 TOTAL LIBRARY ENDOWMENT 2,054,279.35 7,220.56 28,125.84 83,094.33 1,943,059.18 5.41TOTAL REPORT 2,054,279.35 7,220.56 28,125.84 83,094.33 1,943,059.18 5.41May 2020, p. 11
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS AUDIT21TIME: 16:53:35 EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/20 THRU 8/20SORTED 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 TRANSACTIONMay 2020, p. 12
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS EXPSTA11TIME: 16:52:25 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 8/20SORTED 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 80,326.93 .00 673,604.75 325,495.25 67.4240050 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 5,000.00 201.33 .00 853.43 4,146.57 17.0741110 MED INSURANCE WITHDRAWAL .00 150.00 .00 3,900.00 -3,900.00 .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 26,504.41 .00 234,786.64 113,113.36 67.4941620 PERS - POB 36,000.00 .00 .00 18,000.00 18,000.00 50.0041700 MEDICARE TAX 15,000.00 1,159.64 .00 10,498.70 4,501.30 69.9941900 FRINGE BENEFITS 210,200.00 17,398.19 .00 121,278.16 88,921.84 57.7041920 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 8,075.00 5,725.00 58.5141940 RETIREE HEALTH BENEFIT 106,800.00 .00 .00 53,400.00 53,400.00 50.00 TOTAL PERSONNEL COSTS 1,878,782.43 126,765.50 .00 1,167,719.11 711,063.32 62.1542010 GAS AND OIL (HEAT) 8,000.00 765.16 .00 1,899.41 6,100.59 23.7442015 COMMUNICATIONS 26,425.00 169.44 11,445.85 12,928.58 2,050.57 92.2442100 OFFICE SUPPLIES 12,011.60 1,261.95 .00 7,915.18 4,096.42 65.9042115 POSTAGE 1,000.00 475.50 .00 475.50 524.50 47.5542195 SPECIAL DEPT SUPPLIES 27,600.00 3,484.07 1,448.44 11,870.41 14,281.15 48.2642490 NON CAPITAL EQUIPMENT 16,000.00 4,096.48 .00 10,226.28 5,773.72 63.9142500 TRAVEL & TRAINING 8,500.00 25.00 .00 6,904.09 1,595.91 81.2242520 CONFERENCES 14,100.00 .00 .00 3,726.81 10,373.19 26.4342530 DUES & SUBSCRIPTIONS 5,900.00 373.00 .00 1,839.00 4,061.00 31.1742570 PRINTING & PUBLISHING 20,300.00 .00 5,722.39 5,990.64 8,586.97 57.7042580 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 7,250.00 5,271.07 78,338.90 3,390.03 96.1043200 CONTRACTUAL SERVICES 12,809.60 .00 .00 418.00 12,391.60 3.2643203 CONTRACTUAL TEA 5,000.00 .00 .00 3,028.32 1,971.68 60.5744000 BOOKS 123,000.00 8,091.45 26,397.82 74,819.78 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 4,012.15 33,033.11 74,966.89 2,000.00 98.1844040 CONTRACTUAL CATALOGING 30,108.00 .00 .00 30,107.94 .06 100.0044050 LIBRARY SPECIAL CHARGES 31,500.00 773.88 4,747.48 9,113.23 17,639.29 44.0045520 ADVERTISING 11,000.00 325.50 2,890.00 5,103.00 3,007.00 72.66 TOTAL MTRLS, SUPPLIES & SVCS 619,082.17 31,103.58 90,956.16 386,472.56 141,653.45 77.1249000 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 2,695,164.60 157,869.08 90,956.16 1,652,841.67 951,366.77 64.70May 2020, p. 13
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 2DATE: 04/30/20 CITY OF PALM SPRINGS EXPSTA11TIME: 16:52:25 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 8/20SORTED 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 2,695,164.60 157,869.08 90,956.16 1,652,841.67 951,366.77 64.70 TOTAL GENERAL FUND 2,695,164.60 157,869.08 90,956.16 1,652,841.67 951,366.77 64.70TOTAL REPORT 2,695,164.60 157,869.08 90,956.16 1,652,841.67 951,366.77 64.70May 2020, p. 14
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS STATMN11TIME: 16:55:13 PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 9/20 FUND - 151 - LIBRARY ENDOWMENT ACCOUNT - - - - - TITLE - - - - - DEBITS CREDITS 11010 Cash 1,936,815.92 11110 Unrealized Investments .00 TOTAL Cash 1,936,815.92 .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 2,031,797.61 .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 263,569.28 2,295,366.89 TOTAL EQUITIES 263,569.28 2,295,366.89 TOTAL LIBRARY ENDOWMENT 2,295,366.89 2,295,366.89 TOTAL REPORT 2,295,366.89 2,295,366.89 RUN DATE 04/30/20 TIME 16:55:13 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERMay 2020, p. 15
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS AUDIT41TIME: 16:46:25 REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/20 THRU 9/20 (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 03/31/20 19-9 3900 8,360.11 Q3 INTRST ALLOC TOTAL PERIOD 9 .00 8,360.11 .00 -29,444.97 TOTAL INTEREST INCOME .00 29,444.97 .00 -29,444.97 TOTAL 1ST SUBTOTAL - USE OF MONEY .00 29,444.97 .00 -29,444.97 TOTAL DEPARTMENT - .00 29,444.97 .00 -29,444.97 TOTAL FUNCTION - SPECIAL REVENUE FUNDS .00 29,444.97 .00 -29,444.97 TOTAL FUND - LIBRARY ENDOWMENT .00 29,444.97 .00 -29,444.97TOTAL REPORT .00 29,444.97 .00 -29,444.97* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONMay 2020, p. 16
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS EXPSTA11TIME: 16:49:55 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and expledgr.key_orgn=’2752’ACCOUNTING PERIOD: 9/20SORTED 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 2,631.50 2,309.25 .00 4,640.75 -2,009.25 176.35 TOTAL MTRLS, SUPPLIES & SVCS 6,506.66 2,309.25 .00 4,713.10 1,793.56 72.4450004 FUTURE LIBRARY PROJECTS 1,545,441.27 .00 .00 .00 1,545,441.27 .0051026 TRUST FUND BOOKS 42,356.54 9,414.15 1,320.21 28,679.79 12,356.54 70.8351031 KROPITZER TRUST DONATION 216,665.74 .00 .00 .00 216,665.74 .0051036 WELWOOD PATIO 151,128.36 .00 147,308.36 3,820.00 .00 100.0051039 STRATEGIC PLANNING 67,180.78 .00 17,254.32 46,926.46 3,000.00 95.5351040 PR LIBRARY CAMPAIGN 25,000.00 400.00 137.16 11,078.38 13,784.46 44.86 TOTAL CAPITAL 2,047,772.69 9,814.15 166,020.05 90,504.63 1,791,248.01 12.53 TOTAL LIBRARY TRUST 2,054,279.35 12,123.40 166,020.05 95,217.73 1,793,041.57 12.72 TOTAL LIBRARY 2,054,279.35 12,123.40 166,020.05 95,217.73 1,793,041.57 12.72 TOTAL LIBRARY ENDOWMENT 2,054,279.35 12,123.40 166,020.05 95,217.73 1,793,041.57 12.72TOTAL REPORT 2,054,279.35 12,123.40 166,020.05 95,217.73 1,793,041.57 12.72May 2020, p. 17
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS AUDIT21TIME: 16:54:00 EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/20 THRU 9/20SORTED 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 TRANSACTIONMay 2020, p. 18
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 1DATE: 04/30/20 CITY OF PALM SPRINGS EXPSTA11TIME: 16:51:39 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 9/20SORTED 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 79,569.51 .00 753,174.26 245,925.74 75.3940050 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 5,000.00 133.56 .00 986.99 4,013.01 19.7441110 MED INSURANCE WITHDRAWAL .00 150.00 .00 4,050.00 -4,050.00 .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 26,646.96 .00 261,433.60 86,466.40 75.1541620 PERS - POB 36,000.00 9,000.00 .00 27,000.00 9,000.00 75.0041700 MEDICARE TAX 15,000.00 1,146.52 .00 11,645.22 3,354.78 77.6341900 FRINGE BENEFITS 210,200.00 17,388.91 .00 138,667.07 71,532.93 65.9741920 WORKERS COMPENSATION 59,900.00 14,975.00 .00 44,925.00 14,975.00 75.0041930 RHS HEALTH BENEFIT 13,800.00 1,025.00 .00 9,100.00 4,700.00 65.9441940 RETIREE HEALTH BENEFIT 106,800.00 26,700.00 .00 80,100.00 26,700.00 75.00 TOTAL PERSONNEL COSTS 1,878,782.43 176,735.46 .00 1,344,454.57 534,327.86 71.5642010 GAS AND OIL (HEAT) 8,000.00 2,914.20 .00 4,813.61 3,186.39 60.1742015 COMMUNICATIONS 26,425.00 5,937.24 5,678.05 18,865.82 1,881.13 92.8842100 OFFICE SUPPLIES 12,011.60 1,743.00 .00 9,658.18 2,353.42 80.4142115 POSTAGE 1,000.00 16.40 .00 491.90 508.10 49.1942195 SPECIAL DEPT SUPPLIES 27,600.00 812.90 1,448.44 12,683.31 13,468.25 51.2042490 NON CAPITAL EQUIPMENT 16,000.00 .00 .00 10,226.28 5,773.72 63.9142500 TRAVEL & TRAINING 8,500.00 153.42 .00 7,057.51 1,442.49 83.0342520 CONFERENCES 14,100.00 3,699.82 .00 7,426.63 6,673.37 52.6742530 DUES & SUBSCRIPTIONS 5,900.00 225.00 .00 2,064.00 3,836.00 34.9842570 PRINTING & PUBLISHING 20,300.00 .00 5,722.39 5,990.64 8,586.97 57.7042580 ELECTRONIC DATABASES 55,515.00 .00 10,000.00 36,696.60 8,818.40 84.1242900 OFFICE EQUIP OPS & MAINT 1,000.00 .00 .00 .00 1,000.00 .0042920 PC/HARD/SOFTWARE MAINT 87,000.00 5,271.07 .00 83,609.97 3,390.03 96.1043200 CONTRACTUAL SERVICES 12,809.60 .00 .00 418.00 12,391.60 3.2643203 CONTRACTUAL TEA 5,000.00 .00 .00 3,028.32 1,971.68 60.5744000 BOOKS 123,000.00 10,570.57 15,827.25 85,390.35 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 10,587.98 22,445.13 85,554.87 2,000.00 98.1844040 CONTRACTUAL CATALOGING 30,108.00 .00 .00 30,107.94 .06 100.0044050 LIBRARY SPECIAL CHARGES 31,500.00 728.21 4,288.59 9,841.44 17,369.97 44.8645520 ADVERTISING 11,000.00 .00 3,150.00 5,103.00 2,747.00 75.03 TOTAL MTRLS, SUPPLIES & SVCS 619,082.17 42,659.81 68,559.85 429,132.37 121,389.95 80.3949000 INSURANCE 70,600.00 17,650.00 .00 52,950.00 17,650.00 75.0049040 FACILITIES MAINT SERVICE 115,400.00 28,850.00 .00 86,550.00 28,850.00 75.0049070 BENEFITS ADMIN 11,300.00 2,825.00 .00 8,475.00 2,825.00 75.00 TOTAL SPECIAL CHARGES 197,300.00 49,325.00 .00 147,975.00 49,325.00 75.00 TOTAL LIBRARY 2,695,164.60 268,720.27 68,559.85 1,921,561.94 705,042.81 73.84May 2020, p. 19
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER PAGE NUMBER: 2DATE: 04/30/20 CITY OF PALM SPRINGS EXPSTA11TIME: 16:51:39 EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 9/20SORTED 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 2,695,164.60 268,720.27 68,559.85 1,921,561.94 705,042.81 73.84 TOTAL GENERAL FUND 2,695,164.60 268,720.27 68,559.85 1,921,561.94 705,042.81 73.84TOTAL REPORT 2,695,164.60 268,720.27 68,559.85 1,921,561.94 705,042.81 73.84May 2020, p. 20
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: April 21, 2020
Re: COVID-19 Challenges
The Library Board of Trustees started 2020 anticipating new opportunities for the Palm Springs
Library. We had been given a charge to renovate and/or prepare to build new space at the
Library and we began planning to engage the community in discussing programming for the
improved space. The Welwood-Murray Memorial Library was entering its final phases of
renovation of its patio space. A new passport service had been implemented. And we began a
conversation with the Library Foundation about its mission and outstanding debt to the Board of
Trustees.
Then COVID-19 hit. Since mid-March, the Library and Welwood-Murray have been closed to the
public. The April meeting of the Board of Trustees was cancelled. The purpose of this memo is
to provide thoughts for discussion about the future of the Library and the tasks ahead for its staff
and Board of Trustees.
State of the City
The City of Palm Springs ordered physical distancing, the closing of most public and private
buildings and businesses deemed non-essential, and for its citizens to stay at home. March and
April typically are significant revenue months because of tourist travel to Palm Springs.
However, the COVID-19 outbreak has virtually eliminated tourism as a source of revenue for the
City and its businesses. The City will be looking for ways to cut expenses to match this loss of
revenue. There is no guarantee that the loss of revenue will be recouped later in the year or that
losses will not continue for the rest of the year due to physical distancing restrictions in the
summer, fall or winter of 2020. At a minimum, all City projects to build or improve existing
May 2020, p. 21
buildings, like the Library, will be placed on hold. The Library may be asked to reduce its
operating expenses, as well.
Library Operations
Currently the Library and the Welwood-Murray Memorial Library are closed. Now is a good time
to estimate savings from curtailed operations in anticipation of budget cuts imposed by the City.
COVID-19 and physical distancing requirements are likely to impose challenges even as the
City decides to re-open segments of its operations to the public. Library staff should be working
on plans to ensure the safety of the public when it is permitted to re-open.
In my opinion, the re-opening of the Library should be done in stages to ensure safety of the
staff, volunteers, and the public. I envision a plan that would initially open segments of the
physical space for limited hours, to be followed by access to a broader space during limited
hours. When it is permissible to allow the entire library to re-open, physical distancing should be
enforced by marking table space as usable or unusable, placing tape on the floor next to book
shelves to indicate what six feet of space looks like, limiting the number of people who can be in
the Library at any one time, and offering masks and hand sanitizer to everyone who needs
them.
The most popular items in the Library are the DVD’s. The Library could open up the Learning
Center Space which has its own entrance to give the public access to requesting books and
DVDs which the staff could access and distribute from that space. The Library could promote
this “take-out” service as an initial re-opening of Library services to the public. It could also
distribute flyers of public interest, online Library services and anything else that could serve the
public interest, like masks and hand sanitizer.
At some future point when the Library has taken steps to ensure the rest of the building can be
sanitized frequently and in a manner that prevents COVID-19 spread, the public could resume
access to the rest of the building. Perhaps only to browse what’s available and to check items
out. Later, to permit reading at tables with physical distancing enforced.
I would use the re-opening of public schools and their spaces as a benchmark for the re-
opening of Library public spaces. It may be instructive to observe how the schools re-open and
enforce physical distancing. Will their libraries fully re-open or provide a “take-out” service
instead?
As the Library re-opens, staff should be monitoring where expenses can be minimized. If only
the Learning Center re-opens, what is the financial impact of keeping the rest of the Library
closed? How many volunteers are required to maintain operations? How do we train volunteers
to maintain safety from COVID-19?
I would also like to see innovation in using online resources in Library programming. I serve as
the coordinator for the Friends of the Palm Springs Library Book Club. We had a Zoom meeting
on April 3 which I understand was the first use of online services by any Library affiliated
program. What resources are being utilized to get other programming online?
May 2020, p. 22
Board of Trustees
I would like to continue with the distribution of the financial reports for the Library during the
hiatus of the Board of Trustees. No report was distributed in April. If it is available, it should be
mailed to all the Trustees. The May and subsequent monthly financial reports should be
distributed prior to the dates of scheduled Trustee meetings, whether the meetings are
cancelled or not.
At some point the City must make arrangements for the Trustees to be able to meet without
violating the Brown Act. I imagine the continuous cancellation of public meetings for a
commission which oversees an operating City entity must be a violation of the Brown Act. This
memo and its discussion of COVID-19 challenges points out the immediate need for a meeting
of the Library Trustees.
Library Foundation
The Board of Trustees holds an outstanding note in the amount of $90,000 due in July for the
Library Foundation. At the Trustee’s March meeting, the Library Foundation agreed to report
back about its intentions to repay the note or make arrangements otherwise. Nearly two weeks
later, the City was unexpectedly shut down. Any plans discussed after the March meeting have
likely been revised and the Trustees should be apprised.
Summary
1. Now is a good time to estimate savings from curtailed operations in anticipation of
budget cuts imposed by the City.
2. At a minimum, all City projects to build or improve existing buildings, like the Library, will
be placed on hold. The Library may be asked to reduce its operating expenses, as well.
3. In my opinion, the re-opening of the Library should be done in stages to ensure safety of
the staff, volunteers, and the public.
4. As the Library re-opens, staff should be monitoring where expenses can be minimized.
5. I would also like to see innovation in using online resources in Library programming.
(Zoom, for example.)
6. At some point the City must make arrangements for the Trustees to be able to meet
without violating the Brown Act.
7. I would like to continue with the distribution of the financial reports for the Library during
the hiatus of the Board of Trustees.
8. The Library Foundation has a presentation due to the Board of Trustees regarding the
disposition of its outstanding note.
May 2020, p. 23