HomeMy WebLinkAbout2020-06-24 LBOT Board Agenda Packet Special MeetingThe 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.
LIBRARY BOARD OF TRUSTEES
CITY OF PALM SPRINGS, CALIFORNIA
www.palmspringslibrary.gov
SPECIAL MEETING AGENDA
RESCHEDULED: WEDNESDAY, JUNE 24, 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/84404463873 or call 1-669-900-6833.
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. Ed McBride
Vacant Kathy Weremiuk
David Kelly, J.D., M.B.A.
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.PUBLIC COMMENTS: This time has been set aside for members of the public to address
the Library Board of Trustees only on Agenda items. Three (3) minutes are assigned to
each speaker.
3.LEGISLATIVE ACTION
3. A. Consideration of extending due date of Promissory Note to Library Foundation in
the amount of $90,000 for the purpose of fundraising in support of Palm Springs
Public Library.
4.ADJOURNMENT: The meeting of the Library Board of Trustees will adjourn to its next
regularly scheduled meeting at 5:30 p.m. on Wednesday, July 1, 2020 in the Large
Conference Room at Palm Springs City Hall or virtually.
THE PUBLIC IS INVITED TO PARTICIPATE
Page 2 of 2 Library Board of Trustees-Special Meeting
Wednesday, June 24, 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 June 11, 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.
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PALM SPRINGS
FUBU6 TIBRARY
TOUNDATION
June 5,2020
Mr. Ed McBride
President, Palm Springs Public Library Board of Trustees
300 S. Sunrise Way
Palm Springs, CA,92262
RE: REQUEST FOR CONSIDERATION AND DISCUSSION REGARDING CURRENTAGREEMENTAND
PROMISSORY NOTE
Dear Ed and Honorable Trustees,
ln response to the request and discussion atthe Trustee Meeting on March Ath,2OZA and June 3'd,2OZA,
the Executive Board and Board of the Palm Springs Public Library Foundation apologizes for the delay in
providing an update to our report. As you are aware the COVID 19 Quarantine prohibited the
Foundation from meeting and formulating this report and request.
The Executive Committee of the Foundation met on June 2, 2020 and based on input from the Board we
are requesting the following financial support from the Board of Trustees:
The PSPL Foundation and the Board of Trustees have the same common interest which is a world-class
Library for the citizens of Palm Springs! Because, over the last five years the New Library Project has
been postponed and delayed these delays have restricted our ability to execute on fundraising goals. ln
addition, the delays have resulted in rebuildinB the Board and updating our goals and objectives.
Unfortunately The PSPL Foundation still remains in the infancy stages of the reorganization but we are in
a strong position to execute on a modified fundraising goal. The impact of the COVID 19 Pandemic on
the Library budget has in our understanding delayed a new Library facility.
As you are aware an Agreement and Promissory Note executed on April 23,2AL5 for St00,000 provided
the funding to start the PSPL Foundation. The current balance of this agreement is 590,000. That note is
now due as of July 1,2O2O and the PSPL Foundation Board is respectfully requesting that the agreement
be forgiven so that we may now turn our focus to the next phase of fundraising. Knowing this note is
due in July, The PSPL Foundation has not spent any funds towards our Development Plan and forgiving
this note would allow us to quickly start executing and implementing the plan. The PSPL Foundation
currently has approximately $86,130.00 of the original loan remaining and has repaid $1O,OOO. At this
time The Foundation has not specified or spent the balance for any fundraising or organizational goals.
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The Foundation is significantly more organized and now has a clear 36 month Development Plan. The
organization is poised to raise money as soon as the national situation warrants, including funds to help
establish an endowment for the Library that will potentially replace the Trust Fund. The Board of
Directors feels that this is a tremendous opportunity and a wise investment for the Trustees. With a
new facility being postponed, we will turn our focus on fundraising for an endowment that may be used
to supplement or complement the Library budget and to be the foundation for future fundraising goals
and programs. The Board's Fundraising Committee is now fleshing out this program and we hope to
present details in the coming weeks. The Board will establish the endowment in July 2020 with an initial
deposit of $30,000 and will seek matching funds from the community.
lf this request is not acceptable, the PSPL Foundation is requesting an extension of 35 months in order
to pay the agreement. ln good faith I am authorized to make a payment on July \,2A20 of $5,000 to
reduce the balance to 585,000. We are confident in our fundraising plan and will execute that plan in
the fall of 2020 or as soon as possible thereafter if COVID-19, etc. cause further delays, and we are also
confident we can replace this payment and deposit even more in to our endowment.
The Palm Springs Public Library Foundation is ready to begin the next phase of fundraising and to secure
funds that will allow the Library to meet facility, service and program goals in the coming years. We
believe this request shows our progress and commitment and we welcome questions and comments
from the Board ofTrustees.
Palm Springs Public Library Foundation
Palm Springs Public Library Foundation Executive Board
David Sidley, President-Pacific Sotheby's Real Estate Executive and Community Leader
Ed McBride, Vice President-Local Business Owner and Library Trustee Representative
David Engen, Treasurer-Community Leader
Terry Dean, Secretary-Community Leader
Palm Sprines Public Librarv Foundalion Bo3rd of Directors
Sha ron Appelbaum-Community Leader
Craig Borba, Ed. D.*Educator and Library
Trustee Representative
Michael Braun-Local Business Developer
Tracy Conrad, ex officio-Community Leader
Eula Harris-Community Leader
Sean Heslin-Edward Jones Financial Advisor
Doug Hudson-Retired Librarian and
Community Activist
Nanci Morrison-US Bank Executive and
President of the Friends of PSPL
Robyn Metzler-Community Leader
Ken Pengelly*Retired Libraria n/Educator and
Community Leader
William "Bill" Wylie-Community Leader
Respectfully Submi
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SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 06/10/20CITY OF PALM SPRINGSSTATMN11TIME: 11:01:36PRINT BALANCE SHEETS BY FUNDSELECTION CRITERIA: genledgr.fund=’151’ACCOUNTING PERIOD: 11/20FUND - 151 - LIBRARY ENDOWMENTACCOUNT - - - - - TITLE - - - - -DEBITSCREDITS11010 Cash1,932,701.1811110 Unrealized Investments.00TOTAL Cash1,932,701.18.0012120 Accounts Receivable.0012215 Accrued Interest Rec4,981.6912418 Notes Receivable90,000.00TOTAL Receivables94,981.69.0016151 Prepaid Expenses.00TOTAL Other Assets.00.00TOTAL ASSETS2,027,682.87.0021100 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 Balance270,844.63 2,298,527.50TOTAL EQUITIES270,844.63 2,298,527.50TOTAL LIBRARY ENDOWMENT2,298,527.50 2,298,527.50TOTAL REPORT2,298,527.50 2,298,527.50RUN DATE 06/10/20 TIME 11:01:36SUNGARD PENTAMATION - FUND ACCOUNTING MANAGER6.20 Special Meeting 8
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 06/10/20CITY OF PALM SPRINGSEXPSTA11TIME: 11:02:25EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’151’ and orgn.orgn1=’50’ and orgn.orgn2=’2752’ACCOUNTING PERIOD: 11/20SORTED 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 BOOKS42,356.54.00925.68 29,074.3212,356.54 70.8351031 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 17,254.32 46,926.463,000.00 95.5351040 PR LIBRARY CAMPAIGN25,000.00400.00.00 13,415.5411,584.46 53.66TOTAL CAPITAL2,047,772.69400.00 165,488.36 93,236.32 1,789,048.01 12.63TOTAL LIBRARY TRUST2,057,971.65400.00 165,488.36 99,332.47 1,793,150.82 12.87TOTAL LIBRARY2,057,971.65400.00 165,488.36 99,332.47 1,793,150.82 12.87TOTAL LIBRARY ENDOWMENT2,057,971.65400.00 165,488.36 99,332.47 1,793,150.82 12.87TOTAL REPORT2,057,971.65400.00 165,488.36 99,332.47 1,793,150.82 12.876.20 Special Meeting 9
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 06/10/20CITY OF PALM SPRINGSAUDIT41TIME: 11:02:02REVENUE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ and revledgr.account=’36101’ACCOUNTING PERIODS: 1/20 THRU 11/20(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 TRANSACTION6.20 Special Meeting 10
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 06/10/20CITY OF PALM SPRINGSEXPSTA11TIME: 11:03:30EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 11/20SORTED 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 EMPLOYEES999,100.0054,410.36.00 886,255.75 112,844.25 88.7140050 VACATION/SICK CONVERSION 11,107.43.00.00 13,297.43-2,190.00 119.7240200 TEMPORARY EMPLOYEES41,700.00.00.00.0041,700.00 .0040800 OVERTIME5,000.00.00.00986.994,013.01 19.7441110 MED INSURANCE WITHDRAWAL.00150.00.004,350.00-4,350.00 .0041210 EDUC/CERT/LICENSE32,200.00.00.00.0032,200.00 .0041450 TELECOMMUNICATION ALLOWA75.00.00.0075.00.00 100.0041600 PERS CONTRIBUTIONS347,900.0026,825.75.00 315,183.7032,716.30 90.6041620 PERS - POB36,000.009,000.00.00 36,000.00.00 100.0041700 MEDICARE TAX15,000.001,162.36.00 13,969.881,030.12 93.1341900 FRINGE BENEFITS210,200.0016,698.75.00 172,229.4837,970.52 81.9441920 WORKERS COMPENSATION59,900.0014,975.00.00 59,900.00.00 100.0041930 RHS HEALTH BENEFIT13,800.001,075.00.00 11,250.002,550.00 81.5241940 RETIREE HEALTH BENEFIT106,800.0026,700.00.00 106,800.00.00 100.00TOTAL PERSONNEL COSTS1,878,782.43 150,997.22.00 1,620,298.23 258,484.20 86.2442010 GAS AND OIL (HEAT)8,000.00288.13.005,571.942,428.06 69.6542015 COMMUNICATIONS26,425.00173.315,767.80 19,476.901,180.30 95.5342100 OFFICE SUPPLIES12,011.60.00.00 10,353.441,658.16 86.2042115 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 & TRAINING8,500.0013.80.007,082.701,417.30 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 & PUBLISHING20,300.001,817.92.00 10,562.459,737.55 52.0342580 ELECTRONIC DATABASES55,515.00300.00.00 46,996.608,518.40 84.6642900 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 BOOKS123,000.001,365.586,592.82 94,624.7821,782.40 82.2944010 MAGAZINES & PUBLICATIONS 12,312.97.00.00 10,104.002,208.97 82.0644020 AUDIO VISUAL MATERIALS110,000.00.00 18,353.61 89,646.392,000.00 98.1844040 CONTRACTUAL CATALOGING30,108.00.00.00 30,107.94.06 100.0044050 LIBRARY SPECIAL CHARGES31,500.003,384.59.00 15,670.9515,829.05 49.7545520 ADVERTISING11,000.00905.60.008,735.602,264.40 79.41TOTAL MTRLS, SUPPLIES & SVCS 619,082.178,248.93 30,714.23 471,855.91 116,512.03 81.1849000 INSURANCE70,600.0017,650.00.00 70,600.00.00 100.0049040 FACILITIES MAINT SERVICE 115,400.0028,850.00.00 115,400.00.00 100.0049070 BENEFITS ADMIN11,300.002,825.00.00 11,300.00.00 100.00TOTAL SPECIAL CHARGES197,300.0049,325.00.00 197,300.00.00 100.00TOTAL LIBRARY2,695,164.60 208,571.15 30,714.23 2,289,454.14 374,996.23 86.096.20 Special Meeting 11
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 2DATE: 06/10/20CITY OF PALM SPRINGSEXPSTA11TIME: 11:03:30EXPENDITURE STATUS REPORTSELECTION CRITERIA: orgn.fund=’001’ and orgn.orgn1=’50’ and orgn.orgn2=’2710’ACCOUNTING PERIOD: 11/20SORTED 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 LIBRARY2,695,164.60 208,571.15 30,714.23 2,289,454.14 374,996.23 86.09TOTAL GENERAL FUND2,695,164.60 208,571.15 30,714.23 2,289,454.14 374,996.23 86.09TOTAL REPORT2,695,164.60 208,571.15 30,714.23 2,289,454.14 374,996.23 86.096.20 Special Meeting 12
SUNGARD PENTAMATION - FUND ACCOUNTING MANAGERPAGE NUMBER: 1DATE: 06/10/20CITY OF PALM SPRINGSAUDIT21TIME: 11:02:57EXPENDITURE AUDIT TRAILSELECTION CRITERIA: orgn.fund=’151’ expledgr.key_orgn=’2752’ and expledgr.account=’50004’ACCOUNTING PERIODS: 1/20 THRU 11/20SORTED 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 TRANSACTION6.20 Special Meeting 13
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June 8, 2020
Mr. David Sidley
President, Palm Springs Library Foundation
VIA EMAIL
Dear Mr. Sidley,
I am in receipt of your letter to Ed McBride and the Library Board of Trustees dated June 5, 2020 and as
Treasurer of the Trustees, I feel it is my responsibility to respond in kind.
Like you with the Foundation, I am relatively new to the Trustees. In my review of the minutes of the
Trustees, it was announced in September 2018 your predecessor resigned. The next month I attended
my first Trustee meeting before being sworn in as a Trustee and Treasurer in January of 2019. It was an
exciting time for the Library. On January 29, 2019, The City of Palm Springs and the Library held a Library
Retreat at the Convention Center. Participants included representatives from nearly every imaginable
constituency. This community engagement and a legal settlement propelled the City Council
appointment of a committee to examine possible sites for a new library. By the end of the year, all
parties agreed to renovate and perhaps expand the Library’s existing site.
It was in April of that year that you first came before the Trustees with plans to “reestablish the
[Foundation] Board and to organize and update all formal filings and required financial reports” (from
the Palm Springs Public Library Foundation 2018 Annual Report, July 1, 2017 through June 30, 2018).
The report noted that Foundation Board members participated in the January Library Retreat and
provided feedback in the final plan document. It further stated that the Foundation expected to accept a
request for a “preliminary design of a capital campaign” following action by the City Council. Finally, the
report stated that $10,000 of the $100,000 loan from the Trustees has been repaid.
A year later, at the March 2020 Trustee meeting, we received he Foundation’s 2019 Annual Report. The
report stated a fundraising goal of $50,000 in 2020 and $100,000 in 2021. Among the $13,500 in
expenditures to attain these goals $1,000 is attributed to database development and management;
$10,000 to hire a contractor (Buzz Factory) for an awareness campaign, marketing plan, and Annual
Fund collateral materials; and $2,500 for Annual Fund solicitation letters. Financial statements dated
February 16, 2020 showed $33,779 in checking and money market balances and an annuity
(Forethought) valued at $53,436.29. Assuming the $86,130 referenced in your letter of June 2, 2020 is
the current total of your combined assets, the Foundation has reduced total assets by $1,085.47 since
your February 16, 2020 statement date.
Further, the report showed total income of $1,308.29 for the period of 1/1/2019 through 2/16/2020 and
expenses of $2,813.40 for a total deficit of $1,505.11.i The report shows no cash donations from
Foundation Board members. Expenses included payments to President David Sidley--likely consisting of
reimbursements for other expenses of the Foundation (e.g. advertising, postage and delivery, and
taxes).
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2
The 2019 Annual Report states the Foundation “is on track with its timeline to be ready when the City
announces its final plans.” Among the accomplishments stated in the report are: (1) appointment of
three new board members; (2) formation of a Finance Committee; (3) the election of a new Treasurer
and Secretary; (4) sponsorship of the Foundation’s participation in The Legacy Wall at the Library by two
Foundation Board members; (5) the same board members donated 10 children’s magazine subscriptions
for a Foundation promotion; (6) and preliminary discussions with Buzz Factory on an awareness and
marketing campaign.
FOUNDATION’S REQUEST
Your letter of June 2 asks the Trustees to either (1) forgive the remaining $90,000 owed on the existing
$100,000 note or (2) accept a payment of $5,000 towards the balance owed and extend the note an
additional 36 months to July 1, 2023 (the current note is due on July 1, 2020).
The letter references Foundation plans to place $30,000 in an endowment fund and have the public
match it. The Foundation currently has an annuity (Forethought) valued at $53,436.29 as of 2/16/20
which could be set aside for such a purpose. If matched, this would complete the Foundation’s 2020
fundraising goal of $50,000. The current checking and money market balance of $33,779.18 (as of
2/16/20) could be used to finance debt reduction and the $13,500 in fundraising expenses already
anticipated for 2020.
RECOMMENDATION
The Foundation experienced management challenges over the five-year life of the loan. In your recent
letter and the 2019 Annual Report, the Foundation expressed confidence the management issues are
part of its past. However, the Foundation is an all-volunteer organization and there is no guarantee that
any agreement made today will be completed by current management within a 36-month time frame.
The two years of financial statements show no cash donations directly to the Foundation from past or
present board members. Past marketing campaigns have been financed to raise community awareness
of the Foundation, but without any fundraising effort behind them. Past Foundation fundraising has
been promised primarily in response to City Council proposals which have yet to materialize. The
Foundation has now set fundraising benchmarks of $50,000 for 2020 and $100,000 in 2021. It should be
held accountable for those benchmarks.
I am recommending the Library Board of Trustees accept a second $10,000 payment towards the
original note of $100,000 due July 1, 2020. I also recommend that upon receipt of payment, a new note
in the amount of $80,000 be agreed to between the Foundation and the Trustees to retire the old note
with a new expiration date of July 1, 2021 (one-year maturity, again without provision for interest). The
new note will give the Foundation the flexibility to continue its current operations, finance its initial
fundraising plans, and provide much-needed experience for its Board to perform the functions intended
to benefit the Library.
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I expect upon execution of the new note, the Foundation will continue to make periodic reports to the
Trustees about its operations, fundraising, and financial reports. I also expect the Foundation will make
a timely presentation of its 2020 annual report for the period July 1, 2019 through June 30, 2020 at the
March 2021 Board of Trustees meeting, if not sooner.
It is my hope that the Foundation grows into the organization it was always meant to be. These are
challenging times. Draw strength from the knowledge that in the recent City Council budget meetings,
dozens of citizens wrote letters and testified in public in support of the Library. Our Library is a beloved
institution and deserves the energy and attention an actively-run Foundation can provide. I wish you
well and will continue to provide counsel and support.
Sincerely,
David Kelly
Treasurer, Library Board of Trustees
cc: Ed McBride, President, Library Board of Trustees
Jeannie Kays, Director of Library Services, Palm Springs Public Library
i The 2019 report has three columns: one for the period 1/1/19-12/31/19, the second for the period 1/1/2020-
2/16/20. To get my figures these two columns need to be added together for a representation of the period
1/1/19 to 2/16/20 expressed in the title of the chart. The third column shows “Amount Difference” between the
first two columns and is not used in my discussion.
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