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Home My WebLink About2020-09-02 LBOT Board PacketLIBRARY BOARD OF TRUSTEES CITY OF PALM SPRINGS, CALIFORNIA www.palmspringslibrary.gov REGULAR MEETING AGENDA WEDNESDAY, SEPTEMBER 2, 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. •To view/listen to the meeting live, please use the following link: https://us02web.zoom.us/j/84673472031 or call 1-669-900-6833, Meeting ID: 846 7347 2031. •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 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., August 27, 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. Library Board of Trustees September 2, 2020, pg. 1 3.PUBLIC COMMENTS: This time has been set aside for members of the public to addressthe Library Board of Trustees on Agenda items; and items of general interest within thesubject matter within jurisdiction of the City. Although the Library Board of Trusteesvalues your comments, pursuant to the Brown Act, it generally cannot take any action onitems not listed on the posted Agenda. Three (3) minutes are assigned to each speaker. 4.CONSENT AGENDA 4. A. Meeting Minutes of July 1, 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. Thank outgoing Trustees Courtright and Weremiuk 7. B. Welcome Trustees Cronin and Garner 7. C. Next phase of Library Strategies plan: a discussion of Trust Funds paying for planning phase of library project Motion: Second: Approved: Opposed: Abstention Names(s): 7. D. COVID updates-statistics Library Board of Trustees September 2, 2020, pg. 2 7. E. Welwood Patio project update-Receive and File 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, October 7, 2020 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 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 August 27, 2020, and posted on the City’s website as required by established policies and procedures. ____________________________ Jeannie Kays, MLIS Director of Library Services Library Board of Trustees September 2, 2020, pg. 3 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 September 2, 2020, pg. 4 PALM SPRINGS PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES MINUTES Palm Springs Public Library July 1, 2020 Teleconference via Zoom 1.CALL TO ORDER President McBride called the meeting to order at 5:30 p.m. ROLL CALL PRESENT Craig Borba Yes David Kelly Yes Ed McBride Yes Kathy Weremiuk Yes ST AFF PRESENT: Jeannie Kays, Director of Library Services. CITY STAFF PRESENT: Lisa Brock, Library Operations and Collection Manager. PUBLIC PRESENT: David Sidley. 2.CHANGES OR ADDITIONS TO THE AGENDA: 7.G. Discussion of promissory note MOTION: (Borba/Weremiuk, 4-0) To add an item to discuss promissory note draft document. 3.PUBLIC COMMENTS: None. 4.CONSENT AGENDA MOTION: (Borba/Weremiuk, 4-0) To approve the consent agenda, with removal of 4.A. for discussion. 4.A. Meeting Minutes of June 3, 2020 This item was excluded from the consent agenda. 4.B. Meeting Minutes of June 24, 2020 4. C. Library Statistics EXCLUDED CONSENT AGENDA 4.A. Meeting Minutes of June 3, 2020 Treasurer Kelly requested that the June 3, 2020, meeting minutes be amended as follows: In 7.B. change the line “…he did not get a response from her.” to “…he did not get the assurances he was seeking.” MOTION: (Weremiuk/Borba, 4-0) To approve the June 3, 2020 minutes as amended. Library Board of Trustees September 2, 2020, pg. 5 5. ADMINISTRATIVE REPORTS 5.A. Friends of the Palm Springs Library Director Kays gave the report. The Friends received a grant of $11,500 from the Anderson Children’s Foundation. The money will be used to purchase books for the Summer Reading Program. 5. B. Palm Springs Public Library Foundation David Sidley gave the report. The Foundation formed a fundraising committee, their finance committee met to discuss forming the endowment, and they have two new Board candidates. 5. C. Library Staff Director Kays reported that there were 793 people enrolled so far in our first virtual Summer Reading Program. This includes 432 Youth, 187 Teens, and 174 Adults with readers logging 50,377 minutes as of Week 4. There is still time to participate in the 6-week program. Grand prizes include four bicycles, a Nintendo Switch Lite with Animal Crossing game, $50 Amazon Gift Card, and a Kindle Fire Tablet. Friends of the Library sponsored Summer Reading along with Anderson Children’s Foundation granting us funds to purchase giveaway books. The Library started a contact-free service for picking up library materials, Library-A-Go-Go. In the month of June, we served 1,068 appointments. Although the library is not allowing customers inside due to COVID-19 risks, the library checked out and renewed 7,021 items. If anyone is looking to help the library, you can do User Text Correction for our Desert Sun newspaper archive. When a computer deciphers the text on the screen there are sometimes mistakes made. This is where people go in, review the text, and correct it. Visit www.accessingthepast.org and create a free account. Call the library if you need assistance getting started. 6.TREASURERS REPORT Treasurer Kelly reported the Library Trust Fund balance is $1,932,701.18. Treasurer Kelly asked about the $300 in the Friends of the Library account. Director Kays said that the account always starts with a $100 balance but in September 2019 a credit adjustment of $200 was done on the account. At the end of the fiscal year the money will be rolled back into the cash account. 7.DISCUSSION/ACTION ITEMS 7.A. Update on Library Budget approved by City - information available after posting of agenda Directory Kays gave the report. The City passed the budget. The Library’s operating budget was impacted with the largest cuts coming from the book and media budgets. The Library lost one full time position the Library Services and Public Relations Manager and a one part-time position a Library Assistant. The Library Assistant retired and that position will not be filled so we were able to fund two quarter-time Pages. The Library wrote a grant that, if awarded, would fund the full time position. The Welwood Library will not be open for the current fiscal year. 7. B. Trust Fund Role - discussion on how funds held within the City (Resolutions) President McBride gave the report. Included in the Board packet is Resolution 17288 which formally established the Library within the City, and the relationship between the City and the Library Board of Trustees. Section 2A of the Resolution says that the Board of Trustees manages and controls the Library Trust Fund. Treasurer Kelly said that when he joined the Board he received a different Resolution then what was included in the packet. Trustee Weremiuk said it looks like an authorizing resolution and it gives certain powers to the Library Trustees but wonders if it has been amended. Director Kays will Library Board of Trustees September 2, 2020, pg. 6 email the City Clerk to ask if there has been an amendment to the resolution or if they are written into the current budget. President McBride feels leaving the Trust Fund with the City is the best option. The City has $22 million in restricted reserves; they used all of their rainy day funds. 7. C. Library Reopening Plan - safety measures established Director Kays gave the report. Included in the packet is the Reopening Plan Memorandum Director Kays prepared. Trustee Borba asked about temperature checks. The Library will most likely require temperature checks. Masks will be required. Treasurer Kelly is concerned about the capacity of 44 people he thinks the number is too low. He is concerned about access by children and thinks they should be monitored because they are messy. At this time, the Library is not allowing volunteers; however, a few Friends members are tending to the book donations on a very limited basis. He mentioned that the memo does not mention the homeless population. He also recommended the Library should only sanitize youth and teen books but the adult books do not need to quarantined or sanitized. 7. D. Update on REALM Project/IMLS Battelle Study on COVID-19 on Library Materials Director Kays shared findings from a study done to see how long COVID-19 can live on different types of Library Materials. 7. E. PR Campaign update - upcoming TV ads for awareness campaign Director Kays said that the Library has a commercial that will be airing for three months on KESQ. 7.G. moved up at this time. 7.G. Discussion of promissory note Trustee Borba said that David’s name needed to be corrected. President McBride will work with David Sidley, Directory Kays, and the City Attorney to finalize the document. 7.F. Boards/Commissions dark in August - confirm next meeting date of September 2 No meeting in August. The next meeting will be September 2, 2020. 8.TRUSTEE/STAFF COMMENTS/FUTURE AGENDA ITEMS None. 9.ADJOURNMENT The July meeting adjourned at 7:15 p.m. RESPECTFULLY SUBMITTED, Jeannie Kays Director of Library Services Library Board of Trustees September 2, 2020, pg. 7 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/19/20CITY OF PALM SPRINGSSTATMN11TIME: 17:37:02PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 12/20FUND - 151 - LIBRARY ENDOWMENTACCOUNT - - - - - TITLE - - - - -DEBITSCREDITS11010 Cash1,930,241.1811110 Unrealized Investments.00TOTAL Cash1,930,241.18.0012120 Accounts Receivable.0012215 Accrued Interest Rec4,981.6912418 Notes Receivable90,000.00TOTAL Receivables94,981.69.0016151 Prepaid Expenses.00TOTAL Other Assets.00.00TOTAL ASSETS2,025,222.87.0021100 Accounts Payable - System.0021112 Sales Tax Payable.00TOTAL Accounts Payable.00.0021201 Accrued Wages Payable.00TOTAL Wages Payable.00.0023287 Deposits Payable.00TOTAL Other Liabilities.00.00TOTAL LIABILITIES.00.0029306 Budgeted Transfers-Out.0029322 Transfers to Other Funds.0029341 Reserves for Encumbrances.0029342 Resrv for Continuing Appr.0029348 RESERVE FOR LIB ENDOWMENT.00TOTAL Fund Balance255,124.63 2,280,347.50TOTAL EQUITIES255,124.63 2,280,347.50TOTAL LIBRARY ENDOWMENT2,280,347.50 2,280,347.50TOTAL REPORT2,280,347.50 2,280,347.50RUN DATE 08/19/20 TIME 17:37:03SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERLibrary Board of Trustees September 2, 2020, pg. 8 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/19/20CITY OF PALM SPRINGSAUDIT41TIME: 17:37:56REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/20 THRU 12/20(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,DEPARTMENTCUMULATIVEACCOUNT DATE T/C RECEIVE REFERENCE PAYER/VENDOR BUDGETRECEIPTS RECEIVABLES DESCRIPTION BALANCE36101 INTEREST INCOME151-2 - LIBRARY ENDOWMENT36101 INTEREST INCOME.00.00.00 BEGINNING BALANCE06/28/19 12-1.00POSTED FROM BUDGET SYSTEMTOTAL PERIOD 1.00.00.00.0009/30/19 19-3340110,440.24FY20 Q1 INTEREST ALLOCS TOTAL PERIOD 3.0010,440.24.00-10,440.2412/31/19 19-6366510,644.62FY20 Q2 INTEREST ALLOCS TOTAL PERIOD 6.0010,644.62.00-21,084.8603/31/20 19-939008,360.11Q3 INTRST ALLOCTOTAL PERIOD 9.008,360.11.00-29,444.97TOTAL INTEREST INCOME.0029,444.97.00-29,444.97TOTAL 1ST SUBTOTAL - USE OF MONEY.0029,444.97.00-29,444.97TOTAL DEPARTMENT -.0029,444.97.00-29,444.97TOTAL FUNCTION - SPECIAL REVENUE FUNDS.0029,444.97.00-29,444.97TOTAL FUND - LIBRARY ENDOWMENT.0029,444.97.00-29,444.97TOTAL REPORT.0029,444.97.00-29,444.97* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees September 2, 2020, pg. 9 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/19/20CITY OF PALM SPRINGSEXPSTA11TIME: 17:40:08EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and orgn.orgn1=’50’ and orgn.orgn2=’2752’ACCOUNTING PERIOD: 12/20SORTED 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 SUPPLIES125.16.00.0072.3552.81 57.8142530 DUES & SUBSCRIPTIONS3,750.00.00.00.003,750.00 .0044051 FRIENDS OF THE LIBRARY6,323.80.00.006,023.80300.00 95.26TOTAL MTRLS, SUPPLIES & SVCS10,198.96.00.006,096.154,102.81 59.7750004 FUTURE LIBRARY PROJECTS 1,545,441.27.00.00.00 1,545,441.27 .0051026 TRUST FUND BOOKS42,356.54.00.00 29,074.3213,282.22 68.6451031 KROPITZER TRUST DONATION 216,665.74.00.00.00 216,665.74 .0051036 WELWOOD PATIO151,128.36.00 147,308.363,820.00.00 100.0051039 STRATEGIC PLANNING67,180.78.00.00 46,926.4620,254.32 69.8551040 PR LIBRARY CAMPAIGN25,000.002,460.00.00 15,875.549,124.46 63.50TOTAL CAPITAL2,047,772.692,460.00 147,308.36 95,696.32 1,804,768.01 11.87TOTAL LIBRARY TRUST2,057,971.652,460.00 147,308.36 101,792.47 1,808,870.82 12.10TOTAL LIBRARY2,057,971.652,460.00 147,308.36 101,792.47 1,808,870.82 12.10TOTAL LIBRARY ENDOWMENT2,057,971.652,460.00 147,308.36 101,792.47 1,808,870.82 12.10TOTAL REPORT2,057,971.652,460.00 147,308.36 101,792.47 1,808,870.82 12.10Library Board of Trustees September 2, 2020, pg. 10 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/19/20CITY OF PALM SPRINGSAUDIT21TIME: 17:40:33EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/21 THRU 12/21SORTED 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 13-1-1,545,441.27CORRECT CO 19-20 TO 20-21 07/27/20 13-120,454.32CARRYOVER 19-20 TO 20-21 TOTAL FUTURE LIBRARY PROJECTS1,565,895.59.00.00 1,565,895.59TOTAL 1ST SUBTOTAL - CAPITAL1,565,895.59.00.001,565,895.59TOTAL DEPARTMENT - LIBRARY TRUST1,565,895.59.00.001,565,895.59TOTAL FUNCTION - LIBRARY1,565,895.59.00.001,565,895.59TOTAL FUND - LIBRARY ENDOWMENT1,565,895.59.00.001,565,895.59TOTAL REPORT1,565,895.59.00.001,565,895.59* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees September 2, 2020, pg. 11 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/19/20CITY OF PALM SPRINGSEXPSTA11TIME: 17:41:17EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 12/20SORTED 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 EMPLOYEES999,100.0069,958.43.00 956,214.1842,885.82 95.7140050 VACATION/SICK CONVERSION 11,107.4311,478.73.00 24,776.16 -13,668.73 223.0640200 TEMPORARY EMPLOYEES41,700.00.00.00.0041,700.00 .0040800 OVERTIME5,000.00.00.00986.994,013.01 19.7441110 MED INSURANCE WITHDRAWAL.00150.00.004,500.00-4,500.00 .0041210 EDUC/CERT/LICENSE32,200.00.00.00.0032,200.00 .0041450 TELECOMMUNICATION ALLOWA75.00.00.0075.00.00 100.0041600 PERS CONTRIBUTIONS347,900.0019,223.57.00 334,407.2713,492.73 96.1241620 PERS - POB36,000.00.00.00 36,000.00.00 100.0041700 MEDICARE TAX15,000.001,224.56.00 15,194.44-194.44 101.3041900 FRINGE BENEFITS210,200.0016,503.44.00 188,732.9221,467.08 89.7941920 WORKERS COMPENSATION59,900.00.00.00 59,900.00.00 100.0041930 RHS HEALTH BENEFIT13,800.001,075.00.00 12,325.001,475.00 89.3141940 RETIREE HEALTH BENEFIT106,800.00.00.00 106,800.00.00 100.00TOTAL PERSONNEL COSTS1,878,782.43 119,613.73.00 1,739,911.96 138,870.47 92.6142010 GAS AND OIL (HEAT)8,000.0072.03.005,643.972,356.03 70.5542015 COMMUNICATIONS26,425.005,908.78.00 25,385.681,039.32 96.0742100 OFFICE SUPPLIES12,011.60259.02.00 10,612.461,399.14 88.3542115 POSTAGE1,000.00.00.00646.90353.10 64.6942195 SPECIAL DEPT SUPPLIES27,600.00.00.00 14,793.7312,806.27 53.6042490 NON CAPITAL EQUIPMENT16,000.00.00.00 10,226.285,773.72 63.9142500 TRAVEL & TRAINING8,500.00.00.007,082.701,417.30 83.3342520 CONFERENCES14,100.00.00.007,426.636,673.37 52.6742530 DUES & SUBSCRIPTIONS5,900.00.00.002,064.003,836.00 34.9842570 PRINTING & PUBLISHING20,300.00.00.00 10,562.459,737.55 52.0342580 ELECTRONIC DATABASES55,515.00.001,596.00 46,996.606,922.40 87.5342900 OFFICE EQUIP OPS & MAINT1,000.00.00.00.001,000.00 .0042920 PC/HARD/SOFTWARE MAINT87,000.00.00.00 84,318.362,681.64 96.9243200 CONTRACTUAL SERVICES12,809.60.00.00418.0012,391.60 3.2643203 CONTRACTUAL TEA5,000.00.00.003,028.321,971.68 60.5744000 BOOKS123,000.00.002,536.34 94,624.7825,838.88 78.9944010 MAGAZINES & PUBLICATIONS 12,312.97.00.00 10,104.002,208.97 82.0644020 AUDIO VISUAL MATERIALS110,000.001,960.15 15,509.95 91,606.542,883.51 97.3844040 CONTRACTUAL CATALOGING30,108.00.00.00 30,107.94.06 100.0044050 LIBRARY SPECIAL CHARGES31,500.00.00.00 15,670.9515,829.05 49.7545520 ADVERTISING11,000.00.00.008,735.602,264.40 79.41TOTAL MTRLS, SUPPLIES & SVCS 619,082.178,199.98 19,642.29 480,055.89 119,383.99 80.7249000 INSURANCE70,600.00.00.00 70,600.00.00 100.0049040 FACILITIES MAINT SERVICE 115,400.00.00.00 115,400.00.00 100.0049070 BENEFITS ADMIN11,300.00.00.00 11,300.00.00 100.00TOTAL SPECIAL CHARGES197,300.00.00.00 197,300.00.00 100.00TOTAL LIBRARY2,695,164.60 127,813.71 19,642.29 2,417,267.85 258,254.46 90.42Library Board of Trustees September 2, 2020, pg. 12 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 2DATE: 08/19/20CITY OF PALM SPRINGSEXPSTA11TIME: 17:41:17EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 12/20SORTED 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 LIBRARY2,695,164.60 127,813.71 19,642.29 2,417,267.85 258,254.46 90.42TOTAL GENERAL FUND2,695,164.60 127,813.71 19,642.29 2,417,267.85 258,254.46 90.42TOTAL REPORT2,695,164.60 127,813.71 19,642.29 2,417,267.85 258,254.46 90.42Library Board of Trustees September 2, 2020, pg. 13 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/13/20CITY OF PALM SPRINGSSTATMN11TIME: 15:16:48PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 13/20FUND - 151 - LIBRARY ENDOWMENTACCOUNT - - - - - TITLE - - - - -DEBITSCREDITS11010 Cash1,930,241.1811110 Unrealized Investments.00TOTAL Cash1,930,241.18.0012120 Accounts Receivable.0012215 Accrued Interest Rec4,981.6912418 Notes Receivable90,000.00TOTAL Receivables94,981.69.0016151 Prepaid Expenses.00TOTAL Other Assets.00.00TOTAL ASSETS2,025,222.87.0021100 Accounts Payable - System861.0021112 Sales Tax Payable.00TOTAL Accounts Payable.00861.0021201 Accrued Wages Payable.00TOTAL Wages Payable.00.0023287 Deposits Payable.00TOTAL Other Liabilities.00.00TOTAL LIABILITIES.00861.0029306 Budgeted Transfers-Out.0029322 Transfers to Other Funds.0029341 Reserves for Encumbrances.0029342 Resrv for Continuing Appr.0029348 RESERVE FOR LIB ENDOWMENT.00TOTAL Fund Balance255,985.63 2,280,347.50TOTAL EQUITIES255,985.63 2,280,347.50TOTAL LIBRARY ENDOWMENT2,281,208.50 2,281,208.50TOTAL REPORT2,281,208.50 2,281,208.50RUN DATE 08/13/20 TIME 15:16:48SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERLibrary Board of Trustees September 2, 2020, pg. 14 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/13/20CITY OF PALM SPRINGSAUDIT41TIME: 15:17:16REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/20 THRU 13/20(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,DEPARTMENTCUMULATIVEACCOUNT DATE T/C RECEIVE REFERENCE PAYER/VENDOR BUDGETRECEIPTS RECEIVABLES DESCRIPTION BALANCE36101 INTEREST INCOME151-2 - LIBRARY ENDOWMENT36101 INTEREST INCOME.00.00.00 BEGINNING BALANCE06/28/19 12-1.00POSTED FROM BUDGET SYSTEMTOTAL PERIOD 1.00.00.00.0009/30/19 19-3340110,440.24FY20 Q1 INTEREST ALLOCS TOTAL PERIOD 3.0010,440.24.00-10,440.2412/31/19 19-6366510,644.62FY20 Q2 INTEREST ALLOCS TOTAL PERIOD 6.0010,644.62.00-21,084.8603/31/20 19-939008,360.11Q3 INTRST ALLOCTOTAL PERIOD 9.008,360.11.00-29,444.97TOTAL INTEREST INCOME.0029,444.97.00-29,444.97TOTAL 1ST SUBTOTAL - USE OF MONEY.0029,444.97.00-29,444.97TOTAL DEPARTMENT -.0029,444.97.00-29,444.97TOTAL FUNCTION - SPECIAL REVENUE FUNDS.0029,444.97.00-29,444.97TOTAL FUND - LIBRARY ENDOWMENT.0029,444.97.00-29,444.97TOTAL REPORT.0029,444.97.00-29,444.97* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees September 2, 2020, pg. 15 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/13/20CITY OF PALM SPRINGSEXPSTA11TIME: 15:15:54EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and expledgr.key_orgn=’2752’ACCOUNTING PERIOD: 13/20SORTED 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 SUPPLIES125.16.00.0072.3552.81 57.8142530 DUES & SUBSCRIPTIONS3,750.00.00.00.003,750.00 .0044051 FRIENDS OF THE LIBRARY6,323.80.00.006,023.80300.00 95.26TOTAL MTRLS, SUPPLIES & SVCS10,198.96.00.006,096.154,102.81 59.7750004 FUTURE LIBRARY PROJECTS 1,545,441.27.00.00.00 1,545,441.27 .0051026 TRUST FUND BOOKS42,356.54.00.00 29,074.3213,282.22 68.6451031 KROPITZER TRUST DONATION 216,665.74.00.00.00 216,665.74 .0051036 WELWOOD PATIO151,128.36.00 147,308.363,820.00.00 100.0051039 STRATEGIC PLANNING67,180.78.00.00 46,926.4620,254.32 69.8551040 PR LIBRARY CAMPAIGN25,000.00861.00.00 16,736.548,263.46 66.95TOTAL CAPITAL2,047,772.69861.00 147,308.36 96,557.32 1,803,907.01 11.91TOTAL LIBRARY TRUST2,057,971.65861.00 147,308.36 102,653.47 1,808,009.82 12.15TOTAL LIBRARY2,057,971.65861.00 147,308.36 102,653.47 1,808,009.82 12.15TOTAL LIBRARY ENDOWMENT2,057,971.65861.00 147,308.36 102,653.47 1,808,009.82 12.15TOTAL REPORT2,057,971.65861.00 147,308.36 102,653.47 1,808,009.82 12.15Library Board of Trustees September 2, 2020, pg. 16 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/13/20CITY OF PALM SPRINGSAUDIT21TIME: 15:18:17EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/20 THRU 13/20SORTED BY: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTAL,2ND SUBTOTAL,ACCOUNTTOTALED ON: FUND,FUNCTION,DEPARTMENT,1ST SUBTOTALPAGE BREAKS ON: FUND,FUNCTION,DEPARTMENTFUND - 151 - LIBRARY ENDOWMENTDEPARTMENT - 2752 - LIBRARY TRUSTACCOUNTCUMULATIVE 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 06/28/19 11-14,900.00POSTED FROM BUDGET SYSTEM 09/23/19 13-31,648,041.27BUD ADJ 9/23-1CA LIB 151 10/01/19 25-310/1-08B-23,500.00BUD ADJ 10/1-08B 10/01/19 25-310/1-09B-39,000.00BUD ADJ 10/1-09B 10/16/19 25-410/16-14-20,000.00BUD ADJ 10/16-14B 10/16/19 25-410/16-15-25,000.00BUD ADJ 10/16-15BTOTAL FUTURE LIBRARY PROJECTS1,545,441.27.00.00 1,545,441.27TOTAL 1ST SUBTOTAL - CAPITAL1,545,441.27.00.001,545,441.27TOTAL DEPARTMENT - LIBRARY TRUST1,545,441.27.00.001,545,441.27TOTAL FUNCTION - LIBRARY1,545,441.27.00.001,545,441.27TOTAL FUND - LIBRARY ENDOWMENT1,545,441.27.00.001,545,441.27TOTAL REPORT1,545,441.27.00.001,545,441.27* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees September 2, 2020, pg. 17 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 08/13/20CITY OF PALM SPRINGSEXPSTA11TIME: 15:19:06EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 13/20SORTED 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 EMPLOYEES999,100.0035,756.47.00 991,970.657,129.35 99.2940050 VACATION/SICK CONVERSION 11,107.43.00.00 24,776.16 -13,668.73 223.0640200 TEMPORARY EMPLOYEES41,700.00.00.00.0041,700.00 .0040800 OVERTIME5,000.00.00.00986.994,013.01 19.7441110 MED INSURANCE WITHDRAWAL.00.00.004,500.00-4,500.00 .0041210 EDUC/CERT/LICENSE32,200.00.00.00.0032,200.00 .0041450 TELECOMMUNICATION ALLOWA75.00.00.0075.00.00 100.0041600 PERS CONTRIBUTIONS347,900.001,200.33.00 335,607.6012,292.40 96.4741620 PERS - POB36,000.00.00.00 36,000.00.00 100.0041700 MEDICARE TAX15,000.0051.50.00 15,245.94-245.94 101.6441900 FRINGE BENEFITS210,200.00420.89.00 189,153.8121,046.19 89.9941920 WORKERS COMPENSATION59,900.00.00.00 59,900.00.00 100.0041930 RHS HEALTH BENEFIT13,800.00.00.00 12,325.001,475.00 89.3141940 RETIREE HEALTH BENEFIT106,800.00.00.00 106,800.00.00 100.00TOTAL PERSONNEL COSTS1,878,782.4337,429.19.00 1,777,341.15 101,441.28 94.6042010 GAS AND OIL (HEAT)8,000.0015.92.005,659.892,340.11 70.7542015 COMMUNICATIONS26,425.00.00.00 25,385.681,039.32 96.0742100 OFFICE SUPPLIES12,011.60124.25.00 10,736.711,274.89 89.3942115 POSTAGE1,000.00.00.00646.90353.10 64.6942195 SPECIAL DEPT SUPPLIES27,600.00.00.00 14,793.7312,806.27 53.6042490 NON CAPITAL EQUIPMENT16,000.00.00.00 10,226.285,773.72 63.9142500 TRAVEL & TRAINING8,500.00.00.007,082.701,417.30 83.3342520 CONFERENCES14,100.00.00.007,426.636,673.37 52.6742530 DUES & SUBSCRIPTIONS5,900.00750.00.002,814.003,086.00 47.6942570 PRINTING & PUBLISHING20,300.00.00.00 10,562.459,737.55 52.0342580 ELECTRONIC DATABASES55,515.00.003,192.00 46,996.605,326.40 90.4142900 OFFICE EQUIP OPS & MAINT1,000.00.00.00.001,000.00 .0042920 PC/HARD/SOFTWARE MAINT87,000.00.00.00 84,318.362,681.64 96.9243200 CONTRACTUAL SERVICES12,809.60.00.00418.0012,391.60 3.2643203 CONTRACTUAL TEA5,000.00.00.003,028.321,971.68 60.5744000 BOOKS123,000.00.00.00 94,624.7828,375.22 76.9344010 MAGAZINES & PUBLICATIONS 12,312.97.00.00 10,104.002,208.97 82.0644020 AUDIO VISUAL MATERIALS110,000.001,032.91.00 92,639.4517,360.55 84.2244040 CONTRACTUAL CATALOGING30,108.00.00.00 30,107.94.06 100.0044050 LIBRARY SPECIAL CHARGES31,500.00160.00.00 15,830.9515,669.05 50.2645520 ADVERTISING11,000.00.00.008,735.602,264.40 79.41TOTAL MTRLS, SUPPLIES & SVCS 619,082.172,083.083,192.00 482,138.97 133,751.20 78.4049000 INSURANCE70,600.00.00.00 70,600.00.00 100.0049040 FACILITIES MAINT SERVICE 115,400.00.00.00 115,400.00.00 100.0049070 BENEFITS ADMIN11,300.00.00.00 11,300.00.00 100.00TOTAL SPECIAL CHARGES197,300.00.00.00 197,300.00.00 100.00TOTAL LIBRARY2,695,164.6039,512.273,192.00 2,456,780.12 235,192.48 91.27Library Board of Trustees September 2, 2020, pg. 18 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 2DATE: 08/13/20CITY OF PALM SPRINGSEXPSTA11TIME: 15:19:06EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and expledgr.key_orgn=’2710’ACCOUNTING PERIOD: 13/20SORTED 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 LIBRARY2,695,164.6039,512.273,192.00 2,456,780.12 235,192.48 91.27TOTAL GENERAL FUND2,695,164.6039,512.273,192.00 2,456,780.12 235,192.48 91.27TOTAL REPORT2,695,164.6039,512.273,192.00 2,456,780.12 235,192.48 91.27Library Board of Trustees September 2, 2020, pg. 19 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 07/30/20CITY OF PALM SPRINGSSTATMN11TIME: 08:31:27PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 1/21FUND - 151 - LIBRARY ENDOWMENTACCOUNT - - - - - TITLE - - - - -DEBITSCREDITS11010 Cash1,929,380.1811110 Unrealized Investments.00TOTAL Cash1,929,380.18.0012120 Accounts Receivable.0012215 Accrued Interest Rec4,981.6912418 Notes Receivable90,000.00TOTAL Receivables94,981.69.0016151 Prepaid Expenses.00TOTAL Other Assets.00.00TOTAL ASSETS2,024,361.87.0021100 Accounts Payable - System861.0021112 Sales Tax Payable.00TOTAL Accounts Payable861.00.0021201 Accrued Wages Payable.00TOTAL Wages Payable.00.0023287 Deposits Payable.00TOTAL Other Liabilities.00.00TOTAL LIABILITIES861.00.0029306 Budgeted Transfers-Out.0029322 Transfers to Other Funds.0029341 Reserves for Encumbrances.0029342 Resrv for Continuing Appr.0029348 RESERVE FOR LIB ENDOWMENT.00TOTAL Fund Balance3,000.00 2,028,222.87TOTAL EQUITIES3,000.00 2,028,222.87TOTAL LIBRARY ENDOWMENT2,028,222.87 2,028,222.87TOTAL REPORT2,028,222.87 2,028,222.87RUN DATE 07/30/20 TIME 08:31:27SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERLibrary Board of Trustees September 2, 2020, pg. 20 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 07/30/20CITY OF PALM SPRINGSAUDIT41TIME: 08:33:17REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIOD: 1/21(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,DEPARTMENTCUMULATIVEACCOUNT DATE T/C RECEIVE REFERENCE PAYER/VENDOR BUDGETRECEIPTS RECEIVABLES DESCRIPTION BALANCE36101 INTEREST INCOME151-2 - LIBRARY ENDOWMENT36101 INTEREST INCOME.00.00.00 BEGINNING BALANCE07/06/20 12-1.00POSTED FROM BUDGET SYSTEMTOTAL PERIOD 1.00.00.00.00TOTAL INTEREST INCOME.00.00.00.00TOTAL 1ST SUBTOTAL - USE OF MONEY.00.00.00.00TOTAL DEPARTMENT -.00.00.00.00TOTAL FUNCTION - SPECIAL REVENUE FUNDS.00.00.00.00TOTAL FUND - LIBRARY ENDOWMENT.00.00.00.00TOTAL REPORT.00.00.00.00* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees September 2, 2020, pg. 21 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 07/30/20CITY OF PALM SPRINGSEXPSTA11TIME: 08:36:36EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and orgn.orgn1=’50’ and orgn.orgn2=’2752’ACCOUNTING PERIOD: 1/21SORTED 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 LIBRARY100.00.00.00.00100.00 .00TOTAL MTRLS, SUPPLIES & SVCS3,902.81.00.00.003,902.81 .0050004 FUTURE LIBRARY PROJECTS 1,565,895.59.00.00.00 1,565,895.59 .0051026 TRUST FUND BOOKS13,282.22.00.00.0013,282.22 .0051031 KROPITZER TRUST DONATION 216,665.74.00.00.00 216,665.74 .0051040 PR LIBRARY CAMPAIGN8,263.46.003,000.00.005,263.46 36.30TOTAL CAPITAL1,804,107.01.003,000.00.00 1,801,107.01 .17TOTAL LIBRARY TRUST1,808,009.82.003,000.00.00 1,805,009.82 .17TOTAL LIBRARY1,808,009.82.003,000.00.00 1,805,009.82 .17TOTAL LIBRARY ENDOWMENT1,808,009.82.003,000.00.00 1,805,009.82 .17TOTAL REPORT1,808,009.82.003,000.00.00 1,805,009.82 .17Library Board of Trustees September 2, 2020, pg. 22 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 07/30/20CITY OF PALM SPRINGSAUDIT21TIME: 08:38:11EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIOD: 1/21SORTED 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 13-1-1,545,441.27CORRECT CO 19-20 TO 20-21 07/27/20 13-120,454.32CARRYOVER 19-20 TO 20-21 TOTAL FUTURE LIBRARY PROJECTS1,565,895.59.00.00 1,565,895.59TOTAL 1ST SUBTOTAL - CAPITAL1,565,895.59.00.001,565,895.59TOTAL DEPARTMENT - LIBRARY TRUST1,565,895.59.00.001,565,895.59TOTAL FUNCTION - LIBRARY1,565,895.59.00.001,565,895.59TOTAL FUND - LIBRARY ENDOWMENT1,565,895.59.00.001,565,895.59TOTAL REPORT1,565,895.59.00.001,565,895.59* THERE IS A NOTE ASSOCIATED WITH THIS TRANSACTIONLibrary Board of Trustees September 2, 2020, pg. 23 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 07/30/20CITY OF PALM SPRINGSEXPSTA11TIME: 08:39:55EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 1/21SORTED 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 EMPLOYEES896,175.27.00.00.00 896,175.27 .0040008 EX SALARY OFFSET-15,891.12.00.00.00 -15,891.12 .0040200 TEMPORARY EMPLOYEES45,400.00.00.00.0045,400.00 .0040800 OVERTIME2,500.00.00.00.002,500.00 .0041210 EDUC/CERT/LICENSE26,053.81.00.00.0026,053.81 .0041230 BILINGUAL8,513.25.00.00.008,513.25 .0041450 TELECOMMUNICATION ALLOWA1,500.00.00.00.001,500.00 .0041600 PERS CONTRIBUTIONS335,067.24.00.00.00 335,067.24 .0041620 PERS - POB36,600.00.00.00.0036,600.00 .0041700 MEDICARE TAX13,495.91.00.00.0013,495.91 .0041900 FRINGE BENEFITS248,625.00.00.00.00 248,625.00 .0041920 WORKERS COMPENSATION61,700.00.00.00.0061,700.00 .0041930 RHS HEALTH BENEFIT11,700.00.00.00.0011,700.00 .0041940 RETIREE HEALTH BENEFIT112,200.00.00.00.00 112,200.00 .00TOTAL PERSONNEL COSTS1,783,639.36.00.00.00 1,783,639.36 .0042010 GAS AND OIL (HEAT)5,000.00.00.00.005,000.00 .0042015 COMMUNICATIONS12,000.00.00.00.0012,000.00 .0042100 OFFICE SUPPLIES7,000.00.00.00.007,000.00 .0042115 POSTAGE1,000.00.00.00.001,000.00 .0042195 SPECIAL DEPT SUPPLIES15,000.00.00.00.0015,000.00 .0042490 NON CAPITAL EQUIPMENT3,000.00.00.00.003,000.00 .0042530 DUES & SUBSCRIPTIONS3,300.00.00.00.003,300.00 .0042570 PRINTING & PUBLISHING12,000.00.00.00.0012,000.00 .0042580 ELECTRONIC DATABASES56,371.001,596.00 39,771.701,596.0015,003.30 73.3842900 OFFICE EQUIP OPS & MAINT1,000.00.00.00.001,000.00 .0042920 PC/HARD/SOFTWARE MAINT86,650.00.00 40,062.22.0046,587.78 46.2343200 CONTRACTUAL SERVICES1,000.00.00.00.001,000.00 .0044000 BOOKS61,500.00.00 61,500.00.00.00 100.0044010 MAGAZINES & PUBLICATIONS9,000.00.00.00.009,000.00 .0044020 AUDIO VISUAL MATERIALS55,000.00.00 55,000.00.00.00 100.0044040 CONTRACTUAL CATALOGING33,000.00.00 30,107.88.002,892.12 91.2444050 LIBRARY SPECIAL CHARGES15,000.00.00.00.0015,000.00 .0045520 ADVERTISING9,000.00.00.00.009,000.00 .00TOTAL MTRLS, SUPPLIES & SVCS 385,821.001,596.00 226,441.801,596.00 157,783.20 59.1049000 INSURANCE73,200.00.00.00.0073,200.00 .0049040 FACILITIES MAINT SERVICE 116,600.00.00.00.00 116,600.00 .0049070 BENEFITS ADMIN11,600.00.00.00.0011,600.00 .00TOTAL SPECIAL CHARGES201,400.00.00.00.00 201,400.00 .00TOTAL LIBRARY2,370,860.361,596.00 226,441.801,596.00 2,142,822.56 9.62TOTAL LIBRARY2,370,860.361,596.00 226,441.801,596.00 2,142,822.56 9.62Library Board of Trustees September 2, 2020, pg. 24 SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 2DATE: 07/30/20CITY OF PALM SPRINGSEXPSTA11TIME: 08:39:55EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 1/21SORTED 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 GENERAL FUND2,370,860.361,596.00 226,441.801,596.00 2,142,822.56 9.62TOTAL REPORT2,370,860.361,596.00 226,441.801,596.00 2,142,822.56 9.62Library Board of Trustees September 2, 2020, pg. 25 LIBRARY STATISTICS June 2020 June 2019 %CHANGE MATERIALS CHECKED OUT (Total)7,021 35,752 -66% Print 3,894 16,234 -76% Non-Print 3,127 17,798 -82% Other (Downloadable & In-house)5,209 1,720 203% LIBRARY CARD REGISTRATIONS (Total)104 344 -70% (Palm Springs) Resident 61 203 -70% (Outside of Palm Springs) Non Resident 43 131 -67% (Paid/Fee Card) Visitor/Snow Bird 0 10 - DOOR COUNT (Main) 0 16,043 - DOOR COUNT (WMML)0 2,970 - PUBLIC COMPUTER SESSIONS (Main)0 3,340 - PUBLIC COMPUTER SESSIONS (WMML)0 2,318 - WiFi COMPUTER SESSIONS (Main)141 2,294 -94% WiFi COMPUTER SESSIONS (WMML)11 284 -96% PROGRAM ATTENDANCE (Total)0 957 - Pre-School 0 157 - School Age 0 99 - Teen 0 101 - Family 0 412 - Adult 0 188 - NO.OF PROGRAMS (Total)0 21 - Pre-School 0 3 - School Age 0 3 - Teen 0 3 - Family 0 5 - Adult 0 7 - VOLUNTEER HOURS 0 254 - MATERIAL REQUESTS FROM OTHER LIB.0 135 - NO. OF DAYS OPEN (Main)0 25 - NO. OF DAYS OPEN (WMML)0 30 - NO. OF PASSPORTS PROCESSED 0 n/a - PHOTOS 0 n/a - Library Board of Trustees September 2, 2020, pg. 26 DATABASE USAGE (TOTAL)2020 2019 % CHANGE ANCESTRY.COM Library Edition 9 43 -79% EBSCO 0 125 - HELPNOW Database Usage by Brainfuse 187 31 503% HELPNOW Tutoring Sessions by Brainfuse 0 18 - HERITAGE QUEST 51 34 50% JOBNOW by Brainfuse 4 0 - MANGO 147 103 43% WORLD BOOK 0 0 - KANOPY 1,125 234 381% VALUE LINE 408 164 149% ACORN TV 490 40 1125% NY TIMES ONLINE 1,022 74 1281% TOTAL DATABASE USAGE 3,443 866 298% CIRCULATION IN-HOUSE CIRCULATION 0 -1,860 - DOWNLOADABLE AUDIOBOOKS 1,414 956 48% E-BOOKS 2,377 1,394 71% MUSIC DOWNLOAD (FREEGAL)1,094 965 13% E-MAGAZINES DOWNLOAD (RBdigital)324 265 22% TOTAL OTHER CIRCULATION 5,209 1,720 203% WEB PAGE HITS 2020 2019 % CHANGE LIBRARY HOMEPAGE 6,030 8,703 -31% E-LEARNING/RESEARCH 771 716 8% LOCAL NEWS 4 7 -43% EVENT CALENDAR 150 912 -84% KIDS OASIS 37 428 -91% TEEN ZONE 18 183 -90%LIBRARY SERVICES 98 179 -45% ABOUT US 60 86 -30% FAQ 79 96 -18% BOOK CLUBS 29 100 -71% DOWNLOADABLE EBOOKS, MUSIC, EMAGS 1,382 687 101% DIPLOMA 47 67 -30% WELWOOD HOMEPAGE 137 3,028 -95% TOTAL WEB PAGE HITS 8,842 15,192 -42% OTHER - YOUTUBE SUBSCRIBERS*79 n/a - * running total as of end of month Library Board of Trustees September 2, 2020, pg. 27 June 2020 Extra stats LIBRARY STATISTICS July 2020 July 2019 %CHANGE MATERIALS CHECKED OUT (Total)7,097 36,399 -81% Print 3,992 16,879 -76% Media 3,105 19,520 -84% Other (Downloadable & In-house) 5,393 2,055 162% LIBRARY CARD REGISTRATIONS (Total)111 357 -69% Palm Springs Resident 60 187 -68% California Resident 51 163 -69% Out of State and/or Fee Cards 0 7 - DOOR COUNT (Main) 0 17,059 -100% DOOR COUNT (WMML)0 3,099 0% PUBLIC COMPUTER SESSIONS (Main)2 3,223 -100% PUBLIC COMPUTER SESSIONS (WMML)0 2,469 -100% WiFi COMPUTER SESSIONS (Main)28 217 -87% WiFi COMPUTER SESSIONS (WMML)0 258 -87% PROGRAM ATTENDANCE 0 1,657 -100% Pre-School 0 102 -100% School Age 0 119 -100% Family 0 887 -100% Teen 0 75 -100% Adult 0 474 -100% NO.OF PROGRAMS (Total)0 15 -100% Pre-School 0 4 -100% School Age 0 3 -100% Family 0 2 -100% Teen 0 2 -100% Adult 0 4 -100% VIRTUAL PROGRAMMING (Total)30 - Pre-School 2 0 - School Age 0 0 - Family 1 0 - Teen 0 0 - Adult 0 0 - LIVE ATTENDANCE (Total)14 0 - Pre-School 6 0 - School Age 0 0 - Family 8 0 - Teen 0 0 - Adult 0 0 - ON-DEMAND VIEWING (Total)307 0 - Pre-School 135 0 - School Age 0 0 - Family 172 0 - Teen 0 0 - Adult 0 0 - VOLUNTEER HOURS 0 258 -100% ILL REQUESTS FROM OTHER LIBRARIES 0 143 - NO. OF DAYS OPEN (Main)0 26 -100% NO. OF DAYS OPEN (WMML)0 31 -100% NO. OF PASSPORTS PROCESSED 0 n/a - PHOTOS 0 n/a - July 2020 vs. July 2019 Library Board of Trustees September 2, 2020, pg. 28 DATABASE USAGE (TOTAL)2020 2019 % CHANGE ANCESTRY.COM Library Edition 87 38 129% EBSCO 8 48 -83% HELPNOW Database Usage by Brainfuse 90 18 400% HELPNOW Tutoring Sessions by Brainfuse 1 2 -50% HERITAGE QUEST 120 0 JOBNOW by Brainfuse 0 0 MANGO 172 128 34% WORLD BOOK 0 16 -100% KANOPY 1,185 318 273% VALUE LINE 332 164 102% ACORN TV 592 58 921% NY TIMES ONLINE 159 74 115% TOTAL DATABASE USAGE 2,746 864 218% CIRCULATION-OTHER 2020 2019 % CHANGE IN-HOUSE CIRCULATION 0 -1,660 - DOWNLOADABLE AUDIOBOOKS 1,539 1,020 51% E-BOOKS 2,303 1,537 50% MUSIC DOWNLOAD (FREEGAL)1,185 864 37% E-MAGAZINES DOWNLOAD (RBdigital)366 294 24% TOTAL OTHER CIRCULATION 5,393 2,055 162% WEB PAGE HITS 2020 2019 % CHANGE LIBRARY HOMEPAGE 5,635 8,933 -37% E-LEARNING/RESEARCH 647 803 -19% LOCAL NEWS 7 14 -50% EVENT CALENDAR 256 815 -69% KIDS OASIS 43 411 -90% TEEN ZONE 14 185 -92% LIBRARY SERVICES 122 169 -28% ABOUT US 67 79 -15% FAQ 78 93 -16% BOOK CLUBS 63 112 -44% DOWNLOADABLE EBOOKS, MUSIC, EMAGS 1,481 776 91% DIPLOMA 35 72 -51% WELWOOD HOMEPAGE 117 3,774 -97% TOTAL 8,565 16,236 -47% Library Board of Trustees September 2, 2020, pg. 29 July 2020 Extra stats AGREEMENT AND PROMISSORY NOTE Borrower: PALM SPRINGS PUBLIC Lender: BOARD OF LIBRARY TRUSTEES , LIBRARY FOUNDATION, a California non-PALM SPRINGS PUBLIC LIBRARY, a profit corporation municipal library board organized W1der Section 609 of the Palm Springs City Charter Maturity Date: July 1, 2022 Interest Rate: One Quarter Percent (0.25%) Principal Amount: $80 ,000 Date of Note: June 30 , 2020 FOR VALUE RECEIVED , the undersigned Palm Springs Public Library Foundation, a California non-profit corporation ("Maker"), with its principal place of business located at 300 South Sunrise Way , Palm Springs , Cali fornia 92262 , promises to pay to the Board of Library Trustees of the Palm Springs Public Library , a municipal library board organized under Section 609 of the Palm Springs City Charter ("Board"), located at 300 South Sunrise Way , Palm Springs , Californ ia 92262 , or such place as the Board may , from time to time , designate by written notice to the Maker, the principal sum of Eighty Thousand Dollars ($80 ,000), as set forth in this Promissory Note. This Promissory Note is made and given for the purpose of further providing "seed " funds for the start- up of the Foundation and the initial solicitations , receipt, and administration of funds and property , and to disburse such funds , property , and income to , or for the benefit of, the City of Palm Springs Public Library System in order to provide and enhance the free access to information, educational , cultural, and recreational materials and activities , and lifelong learning opportunities of its patrons. The principal sum is derived solely from Board's Trust Funds and the Board specifically finds that the expenditure of these funds for the purposes provided in this Note are in furtherance of and consistent with policies and goals of the Board. The Maker acknowledges that the Note is funded from such Trust Funds and that these funds will only be used for the purposes described in this Note . The April 23 , 2015 Agreement and Promissory Note between the Maker and the Board is hereby terminated by the parties. 1. 2. Disbursements. a. This Promissory Note is made to evidence the Board 's loan of Eighty Thousand Dollars ($80 ,000) (hereafter, "Board Loan "). The Board Loan shall be deemed disbursed upon transfer of funds from the Board to the Foundation. Term of Loan, Loan Payment, Right of Prepayment, and Annual Reports. a. Maturity Date. All accrued interest , if any , and any remaining principal that is due shall be due and payable in full without any further demand or notice on July 1, 2022 ("Maturity Date "). -1 - 55575 .18 20 0\33 185614 .1 Library Board of Trustees September 2, 2020, pg. 30 ,., _,. b. Prepayment. This Promissory Note may be prepaid in whole or part without penalty or premium, but such prepayment shall not relieve Maker of its obligation to use the Board Loan for the purposes provided in this Agreement and Promissory Note . c . Reports. Maker shall provide monthly and annual reports on solicitation activities undertaken and revenues , including funds , assets , and properties received , and the disposition thereof, during each reporting period. Security for Note; No Recourse. a. This Promissory Note is unsecured. b. The indebtedness evidenced by this Note shall be nonrecourse to the individual members of the Board of Directors of the Maker. 4. Costs Paid by Maker. If Maker is adjudged to be in default , Maker agrees to pay the following costs incurred by the Board , or as adjudged by a court of competent jurisdiction: (a) reasonable costs , fees and expenses of collection, including attorneys ' fees paid or incurred in connection with the collection or enforcement of this Promissory Note , whether or not suit is filed; and (b) costs , fees and expenses of suit in such sum as the court may adjudge reasonable , including attorneys' fees in any action to enforce payment of this Promissory Note. ~ Waiver. Maker hereby waives diligence , presentment, protest and demand , notice of protest, dishonor and nonpayment of this instrument, and expressly agrees that , without in any way affecting the liability of Maker hereunder, the Board may extend any maturity date or the time for payment of any installment due hereunder, accept additional security, release any party liable hereunder or release any security now or hereafter securing this Promissory Note. 6. Indemnification. Maker shall indemnify , defend , protect and hold the Board harmless from and against any and all loss , damage , liability , action , cause of action, cost or expense , including , without limitation, reasonable attorneys ' fees and expenses incurred by the Board hereof, arising as a result of any (i) fraud or material misrepresentation by the Maker under or in connection with any solicitation, receipt, payment, or disbursement of the Board Loan under the terms of this Note ; (ii) any waste or inappropriate use of all or a portion of the Board Loan; and (iii) losses resulting from Maker's use of the Board. 7. Loan Severability. If any provision of this Promissory Note is determined by a court of competent jurisdiction to be void or unenforceable , such determination shall not affect any other provision of this instrument, and all other provisions hereof shall remain valid and in full force and effect. - 2 - 5557 5.18200 \33 185 6 14 .1 Library Board of Trustees September 2, 2020, pg. 31 8. Non -Waiver. No delay in demanding or failure to demand performance hereunder shall constitute a waiver by the Board hereof of its right to subsequently demand such performance or to exercise any other rights or remedies for any default hereunder. Fmther, in order to be effective, any waiver of any of the Board's rights and remedies hereunder shall be expressed in a writing signed by a duly appointed representative of the Board hereof. MAKER: BOARD: 55575 . I 82 00 \33 185 6 14 .1 PALM SPRINGS PUBLIC LIBRARY FOUNDATION By: ~ , David Sidley , President BOARD OF LIBRARY TRUSTEES PALMS SPRINGS PUBLIC LIBRARY By fd JV] 0 13 ~ Ed McBride , President ,., -.) - Library Board of Trustees September 2, 2020, pg. 32 Statement of Direction For the Establishment of an Endowment Fund Palm Springs Public Library Foundation Board August 2020 Executive Summary In concert with its mission, the Palm Springs Public Library Foundation will establish and oversee an Endowment Fund to provide long term financial support to the Library. Funds will be raised through the Foundation Board’s Fundraising Committee and will be managed through the Board’s Finance Committee. Disbursement of proceeds from the fund will be carried out by the Treasurer and President, coordinating with the Library Trustees and Library management. The Foundation Board has set a goal to build a $10,000,000 fund balance over time. Fundraising and management of the endowment fund will adhere to strong transparency and conflict of interest practices. Endowment Definition and Purpose In concert with the Foundation’s mission to support the Palm Springs Public Library and to increase and broaden the Public Library’s use as a cultural and educational institution, the PSPL Foundation will establish an Endowment Fund. The Foundation understands that an endowment fund is an investment fund established by a foundation that makes consistent withdrawals from invested capital. The capital in endowment funds is generally utilized for specific needs or to further an organization’s operating process. The primary purpose of the fund is to ensure the long-term financial health of a non-profit organization and its beneficiaries, in this case the Palm Springs Public Library. Therefore, this endowment fund is created to provide a source of long-term funding for Library needs independent of allocated tax revenues and Friends of the Library efforts. Further, the Endowment itself is separate from other Foundation fundraising efforts, notably a Capital Campaign for the planning and construction of a new or refurbished facility. Structure The Endowment will be funded by private sources. The Foundation Board has formed a Fundraising Committee to stimulate donations. The Board has also created a Finance Committee to determine investments for the fund and manage those investments. Disbursement of proceeds from the Endowment will be carried out in accordance with the Foundation Board by-laws and under the Library Board of Trustees September 2, 2020, pg. 33 direction of the Treasurer and President. Coordination as to the use of funds from the endowment will be realized between the Trustees, Library management and Foundation Board officers. Investment Principles •Invest for the Long Term •Be great custodians of donors’ contributions •Protect investment principal while creating sufficient growth to fulfill the Endowment’s purpose •Operate transparently and without conflict of interest •Coordinate and communicate with the Trustees and Library and Friends management. Initial Thoughts on Fund Investment The Average Annual Growth Rate of the Standard and Poor’s’ 500 index (including dividends) from 2000 through 2019 was 7.65%. We expect that the Endowment Fund would return between 4% to 6% per year, although there is no guarantee of this return level and there will likely be fluctuations in the return up or down from year to year. As a long-term financial support arm of the Public Library, and respectful of the endowment’s donors, the protection of principal will be a lynchpin of the fund’s investment approach. The Foundation may seek to retain a financial advisor when the fund balance would justify advisory expenses. Alternatively, the Finance Committee may identify one or several mutual fund companies that present sound opportunities for investment in a diversified portfolio of US and international stocks, bonds, and cash equivalents. The Finance Committee will develop an Investment Policy Statement further describing the Committee’s approach to investing and managing the fund. Example of Potential Returns Endowment: $1,000,000 $5,000,000 $10,000,000 Return: 4% $40,000 $200,000 $400,000 5% $50,000 $250,000 $500,000 6% $60,000 $300,000 $600,000 This chart assumes reasonable returns for the Endowment considering the 7.65% return of the S&P 500 over the past 20 years. Estimating payouts from the fund at the annual levels of between 4% to 6% would serve to protect the endowment’s funding levels. The chart indicates that at a level of a $5,000,000 fund balance, meaningful annual contribution to the Library becomes practical. At a level of $10,000,000 a significant year over year contribution is possible. Library Board of Trustees September 2, 2020, pg. 34 Goal Therefore, the Foundation sets an internal objective to raise sufficient donor contributions and manage investments to achieve $10,000,000 in the fund. Timing for achievement of this funding goal will clarify as fund-raising results and early investment returns are realized. The Foundation is excited about the prospect of embarking on this important project and we look forward to further developments in the near term. Library Board of Trustees September 2, 2020, pg. 35 7C. Next phase of Library Strategies plan: a discussion of Trust Funds paying for planning phase of library project The City has requested the Library Board of Trustees to consider funding the next phase of the Library Building Program. The contract had been negotiated, approved by City Council and ready for execution when the City put a hold on all Measure J funded projects due to the COVID 19 Epidemic impact on City resources. The Trustees are under no obligation to fund this project but should at least review and discuss this next phase highlights, the contractual agreement and the funding necessary to continue the project to the next phase. The scope of activities for Developing the Library Building Program has changed somewhat due to the limitations created by COVID-19, but the outcome of the project is the same; namely, a vision for library programs and services that will inform the design of a new library building. This project will include working with a small Building Program Committee who will serve as local advisors to the project. In a data gathering process more reliant on technology, the consultants will conduct research and gather input through four activities: -An onsite-inventory of the current buildings (including the Library, the Frey Building andthe Wellwood);-A community wide online survey (there may be an opportunity for a limited number ofpaper surveys to be collected);-Zoom sessions with select groups of stakeholders;-Interviews with Library staff.The consultants will also review library trends that are emerging in response to pre/post-COVID program and service delivery. Once the data gathering is complete, the consultants will present a summary report of findings and recommendations to the Board of Library Trustees. This agenda item is intended to start the discussion, identify any further decisions points needed by the Trustees and to schedule a vote at the October meeting. Library Board of Trustees September 2, 2020, pg. 36 Library Strategies Revised Scope of Activities AMENDMENT NO. 3 To Consulting Services Agreement for Library Strategic Planning Services (Agreement No. A7157) This THIRD AMENDMENT to the Consulting Services Agreement No. A7157 is made and entered into this _________ day of _______, 2020, by and between the City of Palm Springs, California, a California Charter City (hereinafter referred to as the City), and Library Strategies Consulting Group, Inc., (herein referred to as the Consultant) collectively , the “Parties”. RECITALS A.City and Consultant previously entered into a Consulting Services Agreement (“Agreement”) on June 20, 2018 for professional Library strategic planning consultation services (“the Project”) for a term of nine months, commencing on July 31, 2018 and ending on May 1, 2019 in the amount of $37,000. B.Section 3.3 “Changes” allows for additional services not included in the original contract to be added to the agreement via a written Amendment. C.Section 4.4 “Term” allows for the term of the Agreement to be extended by the mutual written agreement of the Parties. D.The City and Consultant desire to amend the Agreement (Amendment 3) to add additional “Phase 2 of Building Project: Building Program Planning Services” as more fully described in the consultant’s proposal attached as Exhibit A for an additional cost not-to-exceed $90,000 and a revised total contract amount not-to-exceed $189,500; and to extend the term of the agreement to August 31, 2020. NOW THEREFORE, in consideration of these promises and covenants contained herein, the Parties agree as follows: AGREEMENT 1). SECTION 1.1 “Scope of Services” is hereby amended to the following: Consultant shall provide “Program Planning Services for the Building Project – Phase 2 only” under this Amendment as more fully described in Exhibit A. 2). SECTION 3.1 “Compensation of Consultant” is hereby amended to the following: Consultant shall be compensated and reimbursed for the services rendered under this Agreement in accordance with the schedule of fees set forth in Exhibit “A”. The total amount of Compensation for Phase 2 shall not exceed $90,000. 3). SECTION 4.4 “Term” is hereby amended to the following: Unless earlier terminated in accordance with Section 4.5 of this Agreement, this Agreement that commenced on July 31, 2018 shall continue in full force and effect until September 1, 2020 unless extended by mutual written agreement of the parties. Library Board of Trustees September 2, 2020, pg. 37 4). Full Force and Effect. This modifying Amendment is supplemental to the Agreement and is by reference made part of said Agreement. All of the terms, conditions, and provisions, thereof, unless specifically modified herein, shall continue in full force and effect. In the event of any conflict or inconsistency between the provisions of this Amendment and any provisions of the Agreement, the provisions of this Amendment shall in all respects govern and control. 5). Corporate Authority. The persons executing this Amendment on behalf of the Parties hereto warrant that (1) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment on behalf of said party, (iii) by so executing this Amendment, such party is formally bound to the provisions of this Amendment, and (iv) the entering into this Amendment does not violate any provision of any other agreement to which said party is bound. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates stated below. “CITY” City of Palm Springs, A Municipal Corporation ATTEST By:__________________________ By: _______________________________ Anthony J. Mejia, City Clerk David H. Ready, City Manager APPROVED AS TO FORM: By: ___________________________ Jeffrey S. Ballinger, City Attorney “CONSULTANT” Library Strategies Consulting Group, Inc. Date: __________________________ By: ______________________________ Beth Burns Principal / President Library Board of Trustees September 2, 2020, pg. 38 Exhibit “A" A Proposal to the Board of Trustees of the Palm Springs Public Library Presented by Library Strategies February 14, 2020 UPDATE This Proposal addresses Phase 2 of the Library Building Project: Developing the Library Building Program. Phase 1 included working with an appointed Building Committee to select an appropriate site for a new or renovated Library (referred to as “the new Library”.) Phase 1 also included working with the Friends of the Library and the Library’s Foundation to prepare these two organizations for raising private funds to support the building of a new Library. BACKGROUND The Consultant initially began its work with the City by facilitating a comprehensive strategic planning process which culminated in a major goal to build a new or renovated Library building to serve the 21st century needs of Palm Springs library users. Following the strategic planning process, the Consultant facilitated a building planning process to identify site options for locating the new Library. Working with an appointed Building Committee, six sites (including the current site) were reviewed, discussed and analyzed for appropriateness and desirability. The culmination of this project was a Library Board of Trustees September 2, 2020, pg. 39 recommendation to the City to build a new Library, or renovate the current facility, on the current site. Before the process of building the new Library can begin, the City must create a vision for what the new Library will encompass in terms of programming and space. Library Strategies is proposing to design and facilitate a process to identify stakeholders’ needs for the new facility and present a Vision Statement and “Building Program” which will serve as the foundational vision for the new Library. This Building Program will shape the Library’s space as well as the programs and services the Library will provide in the future. SCOPE OF THE WORK IN PHASE 2 (Note: Some of the steps listed below may be conducted simultaneously.) STEP 1: CREATE A BUILDING PROGRAM COMMITTEE The Consultant will work with the City to recruit a Building Program Committee comprised of Library staff, Trustees and stakeholder groups. The role of this Committee will be to provide critical information and perspective that will inform the program planning process. Once the Committee has been created, the Consultants will conduct an onsite meeting with the Committee to: •Present an overview of the program planning process; •Identify major issues/challenges with the current Library facility and site; •Present current trends in new library buildings; •Discuss the Committee’s concepts for a new Library; •Identify stakeholders who will be invited to participate in Community Input Sessions or interviews; •Agree on a timeline and workplan for the Program Planning process. Library Board of Trustees September 2, 2020, pg. 40 STEP 2: ACQUIRE AND ASSESS RELEVANT DATA The Consultant will gather information and usage data and conduct a physical inventory of the current facility including (but not limited to): •Collection inventory and turnover rate; •Usage statistics (circulation, computer usage, programs, services, etc.) •Physical inventory of the building and satellite facility(ies); •Assessment of current and future technology; •Relevant demographic profiles and population projections. STEP 3: CONDUCT ONLINE COMMUNITY SURVEY The Consultants will gather community input from three sources: a community survey, community input sessions and individual interviews with key stakeholders. In order to gather the broadest (and most cost-effective) community input, the Consultant will conduct an online survey, administered through SurveyMonkey. The Consultant will work with the Program Planning Committee to design a survey that will elicit input on key issues that will inform the vision for the new Library. Issues to be addressed may include (but not be limited to): •Awareness and perception of the current Library facility; •Obstacles to using the current Library and gaps in programs and spaces; •Opportunities for new programs or services; •Other issues suggested by the Program Committee. The survey will be posted online but paper copies will be available in the Library (and possibly other sites in the community). The survey can be available in Spanish, as well as English. Library Board of Trustees September 2, 2020, pg. 41 STEP 4: FACILITATE INPUT SESSIONS The Consultants will design and facilitate meetings with Library staff and community groups. The purpose of these sessions will be to identify the constraints of the current Library and share ideas about the possibilities of a vision for the new Library. Specifically, the Consultants will: •Convene and facilitate meetings will Library staff, at all levels of the organization, to gather information and perspectives on how the current Library serves the community and supports the work of Library staff. The Consultants will also pursue ideas for how improved space could expand the Library’s programs and services, as well as be more efficient for staff. •Convene and facilitate community input sessions (4-6 sessions, a combination of town hall meetings and focus groups), inviting Library users and non-users to identify the current Library’s strengths and weaknesses and create a shared vision for a new Library. These sessions will lead with a presentation of trends in new libraries across the country to stimulate thinking and idea-sharing among the groups. •Conduct in-person or phone interviews with key individuals identified by the Planning Committee. The Consultant will analyze data from all of the above activities and present a summary report of Steps 2-4 to the Program Planning Committee for their review. STEP 5: DEVELOP THE VISION AND BUILDING PROGRAM In this final step, the Consultants will develop the Vision Statement and Building Program that will drive the next phase of the building project: hiring the design firm and designing the facility; and raising private funds to build the new Library. To lead into the next phase, the Consultant will: Library Board of Trustees September 2, 2020, pg. 42 •Prepare a draft version of the Building Program that will include public and staff space, furnishings, fixtures, equipment, parking, etc., with an accompanying narrative of these spaces. •Present the draft version of the Vision Statement and Building Program to the Committee for review. •Make suggested revisions and present the final Vision Statement and Building Program to the City. DELIVERABLES: The Consultant will present the following deliverables: •Summary Report of data gathering from Library inventory, community surveys, community and staff input sessions and interviews; •Draft and final versions of the Vision Statement and Building Program. RESPONSIBILITIES & CONSIDERATIONS The Consultant will be responsible for designing and facilitating all steps outlined in this Proposal as well as drafting and presenting all project deliverables. The Library, or another representative of the City, will be responsible for: •Scheduling all meetings with the Program Planning Committee; •Producing all data and documents relevant to the process in a timely manner; •Posting and promoting the community survey and gathering paper versions of the survey; •Scheduling, promoting and coordinating the logistics for all community input sessions. •Other tasks, as needed, to expedite the progress of the Building Program process. Library Board of Trustees September 2, 2020, pg. 43 These tasks will require a significant, dedicated time commitment. Since the Library staff is already working at full capacity, we suggest that either the City appoint a staff member outside the Library staff to take on the work of being an onsite project manager, or hire/contract with an individual who would serve in this position. This individual could potentially coordinate all logistical activities throughout the next phases of the building project. Should the City not wish to add this position to City payroll at this time, Library Strategies may be able to subcontract and manage this position at an additional cost that is indicated in this proposal. Also in consideration is the Master Planning project for the entire Sunrise Park. It will be critical that Library Strategies project team coordinate with this project to ensure that data collection (stakeholder input) and project activities are not replicated. TIMELINE AND BUDGET The Building Program process can be completed in four to six months. It will require three site visits by Toni Garvey and Sue Hall. Consulting fees for Toni Garvey and Sue Hall would be based on a daily rate of $1,500 (per consultant) and would not exceed a total of 40 consultant days. Consulting fees for an onsite project manager would be billed at $1,000 per day. We would make every effort to manage and complete tasks in a manner that would be economical without sacrificing the needs of this important phase of the project. Budget Projections: Consulting fees (Garvey & Hall) : Steps 1-5 Not to exceed 40 consultant days - $60,000 Consulting fees (Onsite Project Manager): Steps 1-5 Not to exceed to exceed 20 consultant days - $20,000 Library Board of Trustees September 2, 2020, pg. 44 Travel expenses: Travel expenses include airfare, ground transportation, meals, printing and translation (if needed). This assumes the City will continue to provide lodging. Expenses will be billed at their actual cost with a not-to-exceed limit of $10,000. Total cost for Phase 2 (Per Amendment 3 to the Agreement) is not to exceed $90,000. Library Strategies will invoice the Library monthly for fees and expenses. CONCLUSION: This Phase of the Library building project is where the community will come together to build the vision for the new Library – for the facility itself and for the activities that will be held inside the Library - that will ensure that it is a premiere information, archival and cultural institution, part of the rich fabric of buildings and spaces that make Palm Springs a unique architectural city.” Library Board of Trustees September 2, 2020, pg. 45 Library Board of Trustees September 2, 2020, pg. 46 Library Board of Trustees September 2, 2020, pg. 47 Library Board of Trustees September 2, 2020, pg. 48 Library Board of Trustees September 2, 2020, pg. 49 Library Board of Trustees September 2, 2020, pg. 50