City of Palm Springs Board / Commission / Committee, 7 Sep 2022

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From YouTube: Library Board of Trustees | Sept 7 2022

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The City of Palm Springs Library Board of Trustees meeting, held September 7th, 2022

A

17:31:33, let's see, so can we have roll calls, call them in order of the palm spring public library and portal board of trustees. 17:31:43, I have. the time is 5, 31.. Can I.

A

Have roll call,, please, jean,? I need a garner here.

B

17:31:53 david norgard, was it? and al jones is absent.

B

17:31:59 thank you.. Can you please review the acceptance of the agenda?? The agenda was.

B

Posted on it before august 30., 17:32:08 first,, can I get a motion to itself,.

C

Move for acceptance, and I have a second? 17:32:12, please. second,, all in favor may.

A

Have roll call please., edm, bryan great forba, yes, david northard okay,.

A

17:32:29 we're on item number 3. This is always set aside for public comment.

A

17:32:32 jenny, do we have anyone that would like to do?

A

17:32:36? Have any public comment, tonight. no,? I don't think so. We have a few people.

B

In the audience. 17:32:41, if you want to give public comment,, which you usually don't raise, your hand, use the raise hand,, icon, or comment in the chat.

B

17:32:55, we just have servers,, and then we have 2 members from the foundation.

B

17:33:02 okay, no, thank you.. May I have a motion to accept our consent?.

A

17:33:09 agenda. I'll move a second, please roll call for the consent. Agenda, please.

B

17:33:26 jeannie edm brian. yes, yes, 4 to 0.

B

17:33:31 thank you.. It's time for our administrative reports, section 5, friends of the palm springs.

A

Library. 17:33:38 jeannie, is there anyone to give that report? I'm gonna ask julie if she would. 17:33:44. I don't see anyone else. hello!, everyone.

D

The friends had taken august off,, but they met yesterday.

D

17:33:54 as for their september meeting, and they did elect a new vice president.-.

D

17:34:00 gary mahara is their new. Vice president, their past vice.

D

17:34:04 president, richard re. at richard ellis,.

D

17:34:08 retired from the board., and so then they did other business assigning committees.

D

And discussing their upcoming events. 17:34:17, they had discussed,, possibly doing.

D

A fall of fundraiser. 17:34:23, but that did not work out,, so they.

D

Decided not to do it. 17:34:24, but they are in full plans for modernism.

D

Week. events they're going to do at least one house tour.

D

17:34:34 possibly 2 this year,, and so they are hard at working on those details.

D

17:34:41, they did finalize a date for their for annual meeting,, which will be a sunday,.

D

April 20, third, this year. 17:34:53 and they just kind of reviewed currently.

D

Where they were in terms of memberships and their financial finances, and things like that.

D

17:35:02, so it was just sort of a kick off to the year.

D

17:35:05 sort of meeting., but they are- are very excited and enthusiastic, and they have.

D

One board position open,, and they do have one candidate that they're considering and.

D

Other than that, there's nothing else to report,. Unless anyone 17:35:19 has a question: julie, unfortunately,, I must annual meeting last year of the friends.

E

It normally takes place on a sunday, afternoon, or yes, they've done that, for goodness, many,.

D

Many years. 17:35:35 sunday afternoon,, usually towards.

D

The end of april, mid april or the very beginning of may.

D

17:35:39 they don't like to wait that long, but they did have to last year.

D

17:35:44, but this year, yeah, they have set the date for that sunday. and I believe it's.

D

Going to be here at the main, library. hmm:, okay, thanks.

D

17:35:53 any other questions. alright,. I will sign off with the friends.

D

17:36:00 thank you.. Do we have anyone here to give a report for the library foundation?.

A

17:36:07, I am david sinley's coming through 17:36:16 in just a second., and the bill, did.

B

You have anything to report, or you just here for the other item?.

F

17:36:25 no david's gonna give the report and then, when we get to the other agenda, item.

F

17:36:31 I'll just be here in in case there's questions and so on.

B

17:36:35 okay, thanks. thank you., hi, everybody. excuse me.. So in terms of our report.

G

17:36:45 you know I was really prepared to go over this letter that I just sent a genie,.

G

And but I will tell you some exciting things. we do have,, I think, 4 or 5 new, very qualified.

G

Board members that are coming to an 17:36:58 orientation on september twentieth,.

G

And 17:37:05 we have been interviewing advertising.

G

Agencies for awareness campaign, and we, I think, that's it.,.

G

17:37:14 we granted $10,000 for the hotspot program to the library, and I think that's.

G

Just about it for now. 17:37:19, but I've got a lot more to say in a little bit alright. 17:37:23. Thank you very much.. Jeanie, would.

A

You like to give a library, report, please? 17:37:31. We have 2 new library, assistants.

B

Starting this month and we're very happy about that.

B

17:37:38 these positions have been vacant or 2 years.. Now I think we put them on hold.

B

For the pandemic. 17:37:45, but now we're filling in their part.

B

Time, positions. and we're very excited about this. Getting getting back to full staff,, which.

B

Means that we are going to open the library, full operating. hours.

B

17:38:00 so we're gonna starting the week of september nineteenth.

B

17:38:02 we're going to resist. tuesday evenings and wednesday evening. Hours, so mondays will.

B

Be open, 10 to 6, tuesdays and wednesdays will be open. 10 am.

B

17:38:13 to 8 pm. thursdays, 10 to 6 friday and saturday 10 to 5.

B

17:38:19, so this is gonna, be great for us. to be able to do evening, programs, to be able.

B

To have passport appointments after school after work.

B

17:38:30, so we're very glad that we're able to get back to our full operating hours, and.

B

We are going to expand our passport appointment availability once we get those 2 new library.

B

Systems license 17:38:47 as as for acceptance, agents,, so.

B

That'll, take us a little bit of time. 17:38:52, but- and you know it won't- take very.

B

Long and then we'll. 17:38:56 we'll have expanded appointments.

B

Set by the way. saturdays are our busiest days right now for passport appointments,.

B

But we we do have openings all the time., so I want to be sure that the community is aware.

B

Of 17:39:06 this we have passport appointments available almost every day and, if you're struggling to find an appointment.

B

17:39:12 just look to the library because we have appointments, and we can help you.

B

Sometimes. 17:39:17 same day.. If you have your paperwork together,, you need an a passport appointment to get your documentation. Mailed in.

B

17:39:23 check us out. thanks to the friends of the palm springs library,. We have started.

B

Up our zoom books program, again., 17:39:34 so.. We we did do an application, a.

B

Grant application, with the california state library,, but we haven't heard back yet on.

B

That application., but the friends have sponsored sip books, and to get it going. Again.

B

17:39:51 we have changed some of the rules, we're only gonna do let allow 5 items at a.

B

Time. and then we no longer going to be able to do audio books.

B

17:40:04, it's just too complicated for us to try to find the compatible versions of.

B

Audiobooks. 17:40:10, so we're just gonna stick to books on this program for now. 17:40:16. We are grateful to the foundation.

B

For supporting the hot spot, program. 17:40:21, that's great, we've got, we've got.

B

Some replacement hot spots coming pretty soon. We've got some that get grown legs and walked.

B

Away one that's dead, so we're 17:40:35 gonna get some some new ones and.

B

Get that. keep that program. Running. 17:40:38 okay, yeah., not too questions on.

C

The zip books, the funding that you received. 17:40:44. How long will that allow you to continue.

C

That? well,, the friends pledge $10,000. 17:40:50. I asked them for $3,000 now,, just.

B

For accounting 17:40:58 that could last us 6 months, if we.

B

Were really conservative, with our selections. 17:41:03, some of the rule.? There are rules.

B

You can't order anything more than $75 in cost.

B

17:41:10, it has to be new to us.. It cannot be something that we already own, or something.

B

17:41:15 we've already ordered, because we do have money for that. Too.

B

17:41:19 so up there, you know, don't think that this is the only way you can ever get.

B

A book from the library because we have money for books.

B

17:41:27, it just comes to us first., but this program will send the books straight to your.

B

House. 17:41:32 so yeah,, I think their funding. It.

B

Could get us 6 months I don't. 17:41:37. We should be hearing pretty soon.

B

About about that grant- and I requested $24,000 from the state.

B

17:41:44 so yeah, it's a very popular program. and and people love it and it we. We believe.

B

In it. 17:41:53, so we ask the friends to support us on that and and they did. 17:41:56 they stepped up. So that's wonderful.

B

And then our hot spot., yeah. 17:42:01 and the hot spot program is great.

B

It's so popular, so we're very grateful to the foundation for that.

B

17:42:09 we have a new team program coming up. It's a life skill series.. There is going.

B

To be a session. 17:42:16, us. bank, on financial literacy and.

B

Our city of palm springs, team. 17:42:24. The resources department is going to come out and talk about resume skills and energy skills.

B

17:42:28 so that's kind of fun and some other programs. So there's a lot of effort on our.

B

Website. 17:42:35, ps library, org, has details and dates.

B

Where else we've also started a new tweet program,, so those kids that just aren't babies.

B

And just aren't: teens they're in between we've started some programs.

B

17:42:48 for them,, and that's typically on the fourth thursday of the month and again.

B

Check the website for details. 17:42:54 they've they've done some cute things.

B

Like hey? 17:42:57 made restraints., I did a little digit.

B

Digit cube, and some other things,, so lots of fun things for them to do.

B

17:43:06 and with the school schedule being adjusted.

B

17:43:10 our tween program and our children's after school programs are wednesdays at 1.

B

30., so we've done some changes on that team programs. There.

B

17:43:18 4 or 3., so I think the screen programs are 4 30 we're trying to reach the middle.

B

Schoolers. 17:43:25, so it's kinda kind of a tough, tough.

B

To get middle schoolers and high schoolers together,, because their schedules are different.

B

17:43:33 we do have a continuing our virtual author, series.

B

17:43:38- and we that includes multiple authors each month and september, or one of our bestselling.

B

Author and internationally renowned educational, psychologist,, dr.

B

17:43:50 michelle borba is going to be on. We've also got new york times, bestselling.

B

Author, simon winchester and pulitzer prize finalist and pen faultner award, winner.

B

17:44:01 but so see our website for details and dates,, and you can re view the recordings.

B

After the event. 17:44:10, so if you, if it happens, when you're.

B

Busy or not able to watch, just don't worry about that,, because you can go watch the recording.

B

And then finally, city news,, our city manager, has left the building. If city managers.

B

17:44:26 last day in the office was september first, and teresa gallavan,, who is our assistant.

B

City manager, is currently our interim city, manager.

B

17:44:36, so just wanted to. Let you. know about that and then that's really all I have for.

B

My report,, unless julie did it, or something else you wanted to mention.

B

17:44:44 happy to yield to you and also answer any questions.

B

17:44:48 okay, thank you. no.. I mean,. I think you covered the highlights because we are.

D

Getting our evening hours, back. 17:44:55, we are going to have some evening.

D

Speakers again,, so we will be hosting a jose surrey, exhibit at the wellwood, and the head.

D

Of their foundation is actually going to come and give a talk at the main library about.

D

17:45:12 his life, and the exhibit that will be on display at the what would for about.

D

2 months 17:45:18 and then the genealogy society has.

D

Resumed their in-person meetings on saturdays once a month, and we're gonna try some learning.

D

How to play mahjong, and so that should be fun, and so that.

D

17:45:31 is a registration program,, but there's lots of fun things to check out.

D

17:45:35 we have a new book club. so for now fiction, lovers., so lots of things.

D

17:45:40 so yeah, just check our website,. Our calendar come in and get the schedule.

D

And we're excited about having programs, again., 17:45:49 oh,. The question question on the.

C

Mahjan is that the chinese version or the american version.

C

17:45:58 okay, any other., oh, david,. This is actually a question going back for jenny,.

E

If I may. 17:46:09, so I was aware, just from the newspaper,.

E

About the change of the, I should say, the departure of the city manager.

E

17:46:18, could you foresee possibly any impact on our plans over the next year?.

B

17:46:27 no,, I don't think so at all in fact,. I have a meeting next week with.

B

17:46:33, the the city engineer and theresa and we're gonna and procurement,, and I think.

B

We're we're gonna work on a scope of work to kind of talk about what we would want to.

B

Ask for 17:46:45 when we do a request for good or.

B

Request for proposal so we're just getting started, and no, I don't.

B

17:46:53, I don't think that's gonna 2 derailers, that's really the answer.

E

17:47:02, I'm sure we all hope for right. Okay, thanks.

E

17:47:09 and you're on mute.

A

17:47:16 any more comments. alright,. Thank you. We're next to our item. 6 is the treasured.

A

Report, genie. 17:47:29, so our well, I wanted to I I included.

B

A memo in your packet,, because I didn't want you to worry about what the financials look.

B

Like because they're not full and complete, based on the fiscal year,.

B

17:47:43 closing out, and the new year starting., so the city did set up our account, so that.

B

We could actually continue to. 17:47:52 so by the things we need. So that's.

B

Good but they haven't closed out last fiscal year.

B

17:47:58, but currently, what's showing in your balance sheet is $1,864,384 and 90 cents,.

B

And you will see that the notes receivable has not been paid off, but the finance department.

B

Is 17:48:11 aware of that. and it will happen.

B

So., I just want to reassure you that it will happen.

A

17:48:22 any questions unless the financial report. one thing I wanted to mention in your.

B

Consent, agenda, the donation, report. 17:48:32, you might notice the donation report.

B

Is blank you're happy to accept donations and get that started for the year.

B

17:48:41 we want to have a full spreadsheet so eagerly await those donations to fill up.

A

That spreadsheet. 17:48:52, just what's the next step with the.

C

Measure j. 17:48:57 dollars we're receiving that's probably.

A

A janie question: jenny. 17:49:04: it's are they all some of it measures.

B

Some of it not measured, yeah. 17:49:12 so make sure both.. So what happens.

B

Is that we, the city, well cool,, create a project,, and I believe we already have a project number.

B

Assigned. 17:49:23 and then what they will do is they will allocate funds to that project and assign the dollar.

B

17:49:31, so the money is all the city's money. So it's just right. Now,, like your trust, fund,.

B

Is currently sitting in a special fund, measure. 17:49:40 j. is a special fund, and what they'll.

B

Do is they'll just assign it to the project, and and allocate that money there.

B

17:49:49, so when we get ready to start they'll start they'll allocate that money.

B

17:49:55, so it's not gonna get. I say that so I'm gonna get taken away. 3 years, ago.

B

17:50:00, what happened 2 years, ago. so yeah,? That's! The next step is when they they'll.

B

Assign it. 17:50:07 they'll assign the funds to our project.

B

So I don't really have have an exact answer. 17:50:14, but the money's already been assigned.

B

In the city budgeted it and approved it in their budget, process.

B

17:50:22 so will be a line item in the budget under capital improvements.

A

17:50:33 yeah. and the capital improvements. they they do.

B

17:50:34 they assign it a budget. I believe you know, it'll be a a 2, digit, ear dash and.

B

A 2 project,- and I think ours is maybe 12 or 13, dash something.

B

17:50:46 so we've had a project number assigned to the library for many years, and then you.

B

See fry building, too, as its own number, and they'll just assign the money to it.

C

17:50:58 alright, thank you.. Let me know any other questions,. Thank you jeanie.. So we're.

A

Now, down to item number 7, a which is our election, the library, board, trustees, chairperson,.

A

And vice chairperson, as you probably saw from the 17:51:17 packet., there is a process and a actual form and script that I must read to.

A

This process. 17:51:26 I'm going to ask trustee norgard.

A

Since he's the one who submitted the report have a slide of officers to me.

A

17:51:34, I'm gonna ask you some questions and you'll respond that will read into the.

A

Record this will be for the chair and the vice chair, position.

A

17:51:42 only the next item is where the new chair will appoint the new treasurer, or the.

A

Old treasurer,, whichever. 17:51:52, so starting off these bear with me.

A

I've only done this now, the second time. 17:51:54. So it's let me get through this, but.

A

Nominations are now in order for the office chair. 17:52:00 look to trustee, norgard.. Do we have any nominations?.

A

17:52:03 yes, we do on the half of the ad hoc nominating committee.

E

17:52:11 we nominee craig morva for the office of chair of the trustees.

A

17:52:17, are there any further nomination?, so this office of chair 17:52:27, seeing that there's none? It is with my permission that I can declare.

A

17:52:34 craig borba are new chair by unanimous consent.

A

17:52:39, let's move to the vice chair, so nominations are now in order for the office of vice chair.

A

Trustee northern. 17:52:46 do we have any? yes, thank you, ed.

E

On behalf of the ad hoc nominations, committee nominate one need a garner for the office.

E

Of vice chair. 17:52:57 are there any further nominations.

A

For the office of vice chair? 17:53:05, seeing none, and without objection.

A

The this vice chair position to wanting the gardener will be elected by unanimous consent.

A

17:53:16! Congratulations to you both good work, we're very excited.

A

17:53:24 request a motion, please to accept the election and the elected office of chair.

A

And vice chair. 17:53:30 can someone please make a motion.

A

So moved yeah have a second, please I'll make the second, maybe a roll.

A

17:53:39 call. yes,, ed mcbride. yes,, craig borba,, juanita garner.

B

17:53:46 yes, david norfolk. yes,, congratulations, above.

A

17:53:53 so at this point I turn the gavel over to our new chair.

A

17:53:58 craig border. oh, thank you,, but I appreciate it, thanks to support from the.

C

Board of trustees, I'm. 17:54:05, assuming now, we go 7. b. is that.

A

Correct? okay. 17:54:13. I would like to appoint., so we have.

C

Some continuance here, al jones, to be the treasure.

C

17:54:19 but house, not here so I'm concerned about appointing him rat this time. to see.

C

If he had any concerns we did. have. 17:54:30. He did accept the nomination to the.

A

Committee, so I think you're okay. 17:54:34. If you want to go ahead and up with them great, then I'd like to appoint al jones to be the board of trustees, treasurer.

C

17:54:44, can I have a motion for that., so moved have second I'll second, that thank.

C

You. 17:54:51 any further discussion. you're in.

C

Non quiver roll call, please. yes,, I'm just gonna, keep in the same order. This meeting.

B

17:55:01 and then next meeting help rotate goodbye, great gorba, oneita garner.

B

17:55:09 yes, david noorgard., yes, 4 to 0 approved.

E

17:55:13, thank you. Okay, we'll go to item 7 c tryy's, considerations.

C

17:55:20 a volunteer for committee assignments at the bottom of that page on the agenda. Page.

C

17:55:27 3. there's a listing of all the committees that we have, which would be the standing committees.

C

In the ad hoc. 17:55:32 committees. ed, I'm not sure when.

C

You're going to be replaced. 17:55:41, we have city council elections coming.

C

Up, I'm assuming they're, going to put it off till after that. 17:55:46, so hopefully, you'll still participate on some of these committees. Absolutely. okay.

A

17:55:54 so the first committee up there. is advocacy, ed.

C

17:56:01, your name is there: is there anybody else, that's interested in being on that committee.

C

17:56:10 now traditionally correct this, this role, if and correct me, please genie.

A

17:56:17, this would be,, let's say we're about to be called upon. Our topic of the new building,.

A

Or something is happening in city council.- 17:56:26. This person may be called upon to.

A

Testify and speak on behalf of the board of trustees.

A

17:56:31, I think traditionally, you've always had that as the chair,, so it might be that.

A

I'm happy to to help. 17:56:38, but it might be that this is the a role that you would want to play as chair. okay,. Why don't we leave both names? There.

C

For now? 17:56:46 that works., okay, the next one down.

C

Is budget al really doesn't have a choice. 17:56:54. He gets to remain on that committee.

C

Do we have anybody else, that'd be interested on that.

B

17:57:03 and I wanna jump in there,, too, and just say you know you don't have to place.

B

Everything all at once. 17:57:11, but you know you can you can wait.

B

Until you get your new board, member. 17:57:18 oh,, that's right,, you know,, or I.

B

Think the other thing is as long as you all volunteer for positions.

B

17:57:26 they are not,, I think, the standing. They have to have an open meeting.

B

17:57:32, so if you just decide to have a standing subcommittee meeting,, it has to be an open.

B

Meeting with minutes and agenda and 17:57:40 the whole thing., if you volunteer.

B

For an ad hoc position, or an ad hoc, committee,, then, and you're not assigned or appointed,.

B

Then it can truly be an ad hoc gathering of a couple of board members to have a.

B

17:57:55 meeting to talk about something, and and on this one, craig, I'm happy volunteers.

A

Transition until I leave, because I would be the continuity between where we are now, and.

A

Maybe you know if you want to do it or if one either.

A

17:58:11 wants to do it, or whoever wants to do it. I'm happy to serve as the transition.

C

17:58:16 okay. great the rest of the trustees.. Are there any committees that you want to.

C

Be off, or any committees that you want to be on?.

C

17:58:23 presently. yes, juanita, so right here, it's as the foundation.

H

17:58:29 the aids on that that time that they have their meetings just doesn't work for.

H

Me. 17:58:34- I just can't can't do that. Okay and.

B

Then,, who did we have? 17:58:42, was it, craig craig,. Are you now.

B

On the phone? 17:58:50 was., it was al going to .

A

17:59:01, so it's really up to you guys if you want me to consider., continue or go back.

A

To that or whatever I'm,, I'm okay, with that. 17:59:10, whatever you prefer., why don't you.

C

Continue and then we'll work on it changes after year.

A

17:59:20 transfer. david. you're, stuck with me, again, sidley you're, stuck with me, again.

A

17:59:27, we are happy to have you all right. Okay and I'd like to stay on with buildings.

C

And with the friends al's down for measure. j.

C

17:59:37 david, is there a committee that you're on policies and bylosses, or anything.

C

Else, you'd like to 17:59:47 that'd, be perhaps interested in the.

E

Buildings, along with you, okay, great., 17:59:52 yeah.,.

C

18:00:00 and then 1 80, you're gonna, stay on policies and bylaws.

C

18:00:06 yes,, I also, I mean I. I would really like to be on the budget committee only because.

H

I don't know a lot of that, and I would like to learn more if that's acceptable, yeah, absolutely.

C

Genie that. 18:00:22 would give us 3.. Is that gonna be.

B

A problem? okay,, I thought ed. 18:00:32 was gonna. Do it till he transitions.

C

Out. I can transition,, but I certainly can transition faster to what I need is the or.

A

Not at all. 18:00:40, okay,, ,.

B

18:00:48 and we'll work out the logistics? great later on okay, does that meet the needs.

C

Of the trustees? okay, great. 18:01:00 thank you. sure. input that would.

C

Send us. do we need to have a motion on this one?.

C

18:01:07, or is it just state thing I I just leave those on there for placeholders, for.

B

The for the format of the agenda,, so that you don't need to make a motion here.

B

18:01:18 so right? okay,. That brings us down to item 7.

C

18:01:24 d discussed library foundation request for funds david. You have obviously some comments.

C

You'd like to make our presentation. 18:01:34 yeah,, I I sent genie copy. The letter.

G

That I'm, I don't think I want to read the whole thing,, because that'll be horrible for.

G

All of us. 18:01:45, but I just want to kind of formally.

G

Respond to the memo that we got in july from the trustees and the response that I formulated.

G

18:02:04 I want to it to go chronologically in your document.

G

18:02:09 and I pulled out the questions,, and then I tried to answer them as best. I could.

G

In my die, or this document from the foundation 18:02:19 and just to kind of summarize, the.

G

Whole thing,, I mean,, we answered your questions. 18:02:23, we got the numbers and the number.

G

Of donations and blah blah blah!, you know we're not willing to release the names of.

G

The of of our donors. 18:02:32, what we gave you, the numbers and.

G

Then, just to let you know that that I believe the intent of your letter was to find out.

G

If we are capable of raising the among the money that we need to raise and the short,.

G

Answer to 18:02:47 that question is no.. Obviously, this group cannot raise that. money, but we know enough to know that we can't do that, and.

G

We know enough to know how to get the people in place to help. us.

G

18:02:58 do that., so we do have 2 consultants at the ready and we're we're gonna hire more.

G

18:03:12, so let me just kind of go through it. You know we're first of all, we're grateful.

G

For the for the forgiveness of the loan. 18:03:19, you know., thank you very much.. Everybody.

G

You know on the foundation was thrilled to hear that it kind of takes a load off our.

G

Our backs for paying it back,, and I think we can all agree that it. You know it's all.

G

Kind, 18:03:31 of going towards the same thing..

G

The second thing is we. We do agree that a memorandum of understanding is critical to.

G

This endeavor,- and it was our understanding at the last meeting, that that was a document.

G

That trustees we're gonna 18:03:45, prepare after consultation with the.

G

City attorney and so we're we're anxious to see that we are continuing to build our capacity.

G

To fund rates by hiring more people, more qualified people that have.

G

18:03:57 fundraising experience where we're really excited about the new people that have.

G

That we're bringing on. 18:04:03 we've kind of streamlined our nomination.

G

Process and we've also refined it. 18:04:09, so that you know I you guys know.

G

That in the past, if you could fog amir,, you could be on our board, and that isn't true.

G

Anymore. 18:04:15, you know, there's a series of interviews.

G

That people need to go through, and they need to fill the the the portions of our matrix.

G

18:04:24, what we need help, and and we're doing a really good job of doing that.

G

18:04:28, you guys ask for a position, description for an executive director and an overview.

G

Of the public awareness, campaign, and those are attached to the document.

G

18:04:37 the genie has to distribute the next section is the numbers and just the highlights.

G

18:04:45, our current assets are 142,000 18:04:48, some of it's in a mutual fund. Some.

G

Of it's in the bank. 18:04:51 our major expenses over the last.

G

Couple of years have been the $10,000 grant to the library for the hotspot program for.

G

The last 2 years., 18:05:01 fees for our infrastructure, for.

G

Our database management program for annual giving letter, printing and and putting that.

G

Letter together, and then other miscellaneous office expenses,, which are, you know, stamps.

G

And envelopes 18:05:14 and stuff, like that. since 2,017.

G

We've received approximately $250,000 in donations. 18:05:25 70% of those have been received since.

G

July of 2020. 18:05:32, we were also the beneficiary of a.

G

Major request. 18:05:35 in 2021 of $106,000, for which we're.

G

Great, very grateful. 18:05:42 and as an aside., nobody seems to.

G

Know who that. 18:05:47 I mean we have his name,, but nobody.

G

Seems to know who he was,, but we're grateful for his his donation.

G

18:05:53 we've had a 127 individual donations to the foundation.

G

18:05:58, most of them are through our annual giving letter,, which goes out in.

G

18:06:03 towards the end of the year, october, november.

G

18:06:06, those are unrestricted funds, and the average donation per person is $320.

G

18:06:11 the meeting is a $125. okay? 18:06:19. So the next question in your letter.

G

Was:, it would be helpful to see a plan or a broad outline of the proceeded camp.

G

18:06:25 a contemplated campaign., I have it outlined in the letter and the first there.

G

There's 3 things that need to happen before we can begin even planning for our campaign.

G

18:06:41, and the first thing is that we're gonna need a complete budget for the project,.

G

And we're guessing: that's gonna come from the city at some point when we know how much.

G

Money we're gonna get from the state, the 18:06:52 county, if anything. and then,, obviously.

G

We know what we're gonna get from the city 18:06:56 and then we'll need our architectural.

G

Renderings of the final project,, because that's something that's really important.

G

18:07:01 just show to donors,, even if it's just for fixtures, furniture, and equipment.

G

18:07:06, if, if that's, if that's what we're charged with with raising money for we're.

G

Still gonna need to show them the whole project to you know, what's the furniture for it's.

G

For this 18:07:17 beautiful in the library. that those.

G

2 things need to be done first before we can begin what's called the fees of study, and.

G

The feasibility study is is a study that we will hire an outside consultant to do. They.

G

They will meet 18:07:32 with major donors in the community.

G

You know the the people whose names we know, corporate leaders, corporations, and they.

G

Will meet with them, interview them and see if this project is worthwhile. and if they're.

G

Willing to donate the the 18:07:49 feasibility stays the way of testing.

G

Our plan for the goals, and asking advice and opinion of the largest donors, to see.

G

If our goals are realistic and feasible. 18:07:58, if, if we can't, if, if the feasibility.

G

Study determines that we are capable of raising that money. Actually not the we're, not cable.

G

Raising money,, if, if we're not capable of raising the entire.

G

18:08:11 amount, that's needed., then we're either gonna have to go back to the sitting.

G

And and redo the budget and and change the portion that we're charged with raising money.

G

For or recommend reducing the scope of 18:08:26 the project is, is what we're gonna.

G

Have to do then, after that feasibility studies done, the foundation will create a steering.

G

Committee, which will actually contain a few of those major donors and the most qualified.

G

Members of our board that have 18:08:42, fundraising experience, and we have.

G

3 people that have had careers and fundraising. 18:08:47 so we're we're, really excited to.

G

Bring them on the board, and they will form a steering committee and a steering committee.

G

Will stay together for 2 or 3 years,, and they will really be the backbone of our.

G

18:08:56 fundraising efforts., the so the cost so okay,. So that's those are kind of the 2.

G

Huge steps we're gonna need to know. 18:09:07. You know the budget. we're gonna.

G

Need to know what the project looks like we're gonna need to know we're raising money for.

G

It, and then we'll do the feasibility study and the reason I'm telling you 18:09:14 all this is because we know what we need to do. It's just that. We don't know.

G

Why we're doing it, or what we're gonna do? Because we don't have the project in front.

G

Of us. 18:09:23, so that brings us to the grant and the timing of the grant, you know, to back all the way. Up.

G

18:09:30, you know it's possible that our our ask was a little premature because we're not.

G

Ready yet. 18:09:36, but I think what we, what we should do is: let's put the memorandum of understanding in place, and maybe put the grant in place,.

G

And then we could do a draw on the grant as we need it, and- and you know maybe for.

G

18:09:47 each draw,, you know we can., we can show you a budget for that.

G

18:09:51 draw like the feasibility study.. We can present who we hired,, or we want to hire what they're gonna charge. Us. 18:09:58, what the outcome, is,, etc.,, etc.

G

18:10:00 and then we could draw on that grant as we need it.

G

18:10:02, you know., obviously you wanna work hand in hand with you.

G

18:10:06 we all, you know., I mean, this. Is this is, you know, for those of you that know.

G

Where we started. 18:10:12, this is huge,. You know we do have.

G

Our kind of roots growing into the ground, and we're ready to take this on it's just.

G

We need them. 18:10:22, the financial backing to do it and.

G

That's why we're coming to you. 18:10:26, so we don't need any many right now.

G

We will need it. 18:10:31. We actually will need to hire an.

G

Executive director person,, and that will be our main fundraising person.

G

18:10:39 a lot more about how to raise money than then well, then I do I shouldn't.. I can't.

G

Speak to the all board, anymore. 18:10:44 thank god!, so I think that's it bill.

G

I'm sure I missed a whole bunch of stuff 18:10:56, maybe not. you do have that you do.

G

Have the goals of the awareness campaign and the executive director position description,.

G

And gene. 18:11:03, I don't know if you had a chance.

B

To mail that out 18:11:10 okay, but yeah,, I will send those.

B

Out to everyone. okay, at this time. 18:11:18. Are there any questions from the.

C

Trustees for david bill?, it looks like bill. 18:11:25. Do you have some comments? You'd, like.

C

To make at this time? 18:11:29 well,, just just to echo what david.

F

Was saying that you know, there's we're gonna have 16 board members.

F

18:11:34 they're, coming to us with a really good skill, set the set of x, expertise and.

F

18:11:42 we're looking forward to teaming up on the on the big project and and tracking.

F

With what jeannie's working on with, and you are working on with the city.

F

18:11:52- and you know it comes down to you know, what's what the it's gonna be funded.

F

To understand what the, what the full vision is for the project, and how far we wanna run.

F

With it. 18:12:05 and so on. and more up, for the game.

F

Is as as well as 18:12:11, we can be right, now, and and every.

F

Month, it goes by, we get a little bit more prepared to launch into what we need to do.

F

18:12:22 for our part of really realization of of the vision.

F

18:12:25 so, and thanks for you know, being our partner and that's you know we're gonna.

F

We're gonna do it together. 18:12:34, and so it's great from that aspect.

F

Thank you, bill. 18:12:42 ed.. So thank you for the that response.

A

David and bill. 18:12:50, so thinking about where we are tonight.

A

On september, the seventh and the time, that's passed,, what what do you say?.

A

18:12:58, what are you guys? Suggesting?? Is our next steps to get this thing. Rolling?.

A

18:13:02, are you suggesting that we start working on an mou? Is that you think that's.

A

The first step? 18:13:06 yeah, and, if I,, if I remember correctly,.

A

Jeannie, that's that's a process that the city attorney actually offered assistance in having.

A

The trustees, they would work on a document force that we could submit to.

A

18:13:24 the foundation to start the process,. If I remember correctly,, is that remember.

A

That it sounds right. 18:13:29, they probably have.. Some templates.

B

Are created from other cities, right and more and more recently,, the one that they created.

A

For the plaza is another example. 18:13:41. I think that we heard from dr. ready,.

A

For example, he shared that document members a few months, ago.

A

18:13:50, so I I think that craig, we just need to reach out to the city attorney and and.

A

Say we'd like to establish an mou between our foundation to start the process of how.

A

We're going to work with them and how we're 18:14:03 going to not only just give money,.

A

And grants, but also just how we're gonna report, how we're you know, there's a lot of things.

A

To it. 18:14:09, I think that that we we need to identify.

A

That document and get the foundation then to react.

A

18:14:17 now,, I mean so where, where should this I, I wasn't around.

A

18:14:24 I mean this is beyond., so jenny d remember back when the foundation was formed,.

A

It was there, a special committee found it formed by the the trustees to handle that.

A

Process. 18:14:34: do you recall how it was all done??

A

We worked with the city attorney and the city attorney at the time douglas at the time help.

B

To create all of the incorporating documents to get them 18:14:49 their 5, one c. 3,, and then there were 2 representatives,, just like 2 representatives.

B

From the trustees, served on the board, and pretty much the city attorney's office created.

B

The originating documents. 18:15:04 conflict of interest documents that.

B

They all had assigned. 18:15:10. We need to define the scope of this.

C

Mo. 18:15:16 and I'm just wondering I'm gonna.

C

Be packing the desert. 18:15:20, but I'd probably know what kind of shape. I'm gonna be in after I have a surgery. 18:15:27, maybe, ed, you and I could set up.

C

A first meeting with the city attorney agreed. 18:15:33, take input from the other trustees.

C

On maybe the scope and parameters you want us to cover in that, send me an email or send.

C

Add, an email, then we can put that together. 18:15:45. We can also. probably best thing.

B

To do is to meet via zoom, or,, you know,, virtually to at least for an initial meeting.

B

18:15:54 yeah,, we can do that.. I think it's practical to do. That.

B

18:15:59, so we don't have to worry about getting together. I I remember the conversation we.

A

Had with about this. 18:16:10 there., there is a template and there?.

A

Are some questions they will want to ask us, craig,, so they'll just get on the phone and.

A

Say,, you know what are you thinking, here's what we suggest it's kind of a give and take.

A

Kind, 18:16:20, of, and then they'll formulate a document draft for us cause. They had some questions that day I couldn't answer., but.

A

I I think that they, they probably will have done this now, most recently. like,. I said.

A

So. 18:16:31, it's gonna be fresh in their brain, so they can. You know, say, here's what we think you should consider here's what you should.

A

Look at, and then help us formulate., 18:16:42, that. and so, david,. That means that.

A

Then we would submit something to the foundation. Board.

A

18:16:45 and you guys would either agree or you may have changes to it or you'd have something.

A

You might want to do, too. 18:16:50, so yeah., so tomorrow I can send an.

B

Email to the city attorney's office and tell them that we're looking to get something scheduled,.

B

And we can work on that and, and you and I'll team on this one.

C

18:17:06 absolutely bring it back to the trustees for their approval, or of a draft that we.

C

Would then send to the foundation. 18:17:16, but in between, please send me your.

C

Ideas of what concerns you. 18:17:21 have what parameters you want. The.

C

Semu to cover, and- and I think that in my final, I guess my comment would be that I.

A

I think that the foundations response that, once we we get this well on its way.

A

18:17:37 and maybe even finalize., it makes perfect sense for them to be prepared to say,.

A

Okay. 18:17:42: now we have this agreement now. Here's.

A

Here's our scope of what we think we're going to do: here's, how much money we need, and here's.

A

A proposed release of those funds to us as we go.

A

18:17:53 through these,, because I think that we're going to want to have.

A

18:17:59 but the name just the the word just lost my brain, but mile post that we're gonna.

A

Say okay, once you get to here, and you've accomplished this you've you've reported to.

A

Us that you've 18:18:10 done this., then we write a check.

A

You know so it's it really. I think that makes perfect sense to follow that process.

A

18:18:19 and work with them on what a payment, you know.

A

18:18:23 schedule might look like and and tie it to and how they how they met those.

A

Those requirements. 18:18:33 a gene, you'll, get to the trustees.

C

The letter that david is submitted and david., if I was, I think you said 142,000.

C

18:18:45, but is that your balance right now for the foundation?, I believe so.

F

18:18:49 is that true, bill? yes,, that's our net assets. Okay, thank you.

C

18:18:59 hey? any other discussion on this idol? yes, david. yeah., no questions.

E

18:19:05 but just a couple of comments., I wanted to express my appreciation to you.

E

18:19:12 the david,, the other david for this report, tonight., I'm really heartened to hear.

E

The outline that you provided us tonight, and I guess we'll be seeing and writing at.

E

Some point soon. 18:19:26 and let me just know particularly.

E

The importance in this seems like you're would agree about doing an appropriate feasibility.

E

18:19:40 study isn't my own experience of actually doing those. I usually come back with.

E

A range of numbers, just for example,, you know, between 1,000,001 and a quarter,. You.

E

Know. 18:19:57 whatever or if the organization doesn't.

E

Seem ready, no go, you know 18:20:06. So all that goes to say that the.

E

Feasibility study portion of this whole project sometimes seems like kind of a go in the way.

E

Of getting things done., but it's so long as it's done. Right.

E

18:20:21, it's really important, and some so hardened to hear you include that in the in.

E

The outline of how you see this 18:20:31, I can see this coming to pass and.

E

Then the steering committee that you mentioned following that.

E

18:20:38 yeah,, it makes perfect sense., and so I just wanted to. to note that.

E

18:20:43 thank you. thank you. okay,. Any other comments on this item,, which is item number.

H

7. 18:20:52 yes,, we need to again say thank you.

H

To the foundation, for I mean to the 18:21:02 yes, for the the all the work that.

H

You're putting into this., but also I just wanted to share very quickly.

H

18:21:08. I was a member of the church that didn't have a location, didn't have an actual.

H

Church. 18:21:10 we rented, and when we finally hired.

H

The experts to help us, you know, with their capital fund drive,. It made all the difference.

H

In the world, you know. 18:21:21 hiring people who know and how to do this.. You know how to make money. 18:21:26. You know how to raise money makes.

H

All the difference and of course we have a beautiful building now, and we have wonderful.

H

Things to offer the community. 18:21:33 so., I'm so excited for us for the.

H

Library for the city. 18:21:39, I think this is amazing. and thank.

H

You again, david., thank you very much., 18:21:44 okay,, any other comments. okay, hearing.

C

None., that concludes roman number. 8,, we'll move on to 9 any comments from staff or trustees.

C

18:21:59, I have a comment say thank you to everybody.

B

18:22:05 so, first of all,, thank you to ed mcbride for serving as our chair and being.

B

On the board of trustees for 6 plus years. 18:22:15, so thank you. virtual certificate.

A

I'll you see it on my wall, right? 18:22:27 yeah,. It's great looks great suitable.

B

For framing, I would thank all of you. 18:22:34 and thank you, david sinley. bill.

B

Wiley,, the foundation, and I know all of you trustees, ends foundation.

B

18:22:41, you are all volunteers. nobody's getting paid to do this work,, and I appreciate.

B

It. 18:22:47, so I'm gonna double your salaries.

B

Thank you so much it's so appreciated. 18:22:55 and the support that you give to.

B

The library, and the care that you have for this library and the project.

B

18:23:01 you know, you're doing all of this out of the kindness of your heart,, and I know.

B

It's a lot of work,, and so I I think, just wanna say,, thank you and that I appreciate.

B

It very much. 18:23:13 great comments, anything, and bills.

C

Has to say, okay, well, hearing no other comments. 18:23:20 at 6, 23.. We will adjourn this meeting,.

C

And our next meeting is scheduled for october nineteenth., 18:23:29 yes,, it's an it's an unusual date because we had some conflicts of schedules,.

B

So that one's october nineteenth and then the next one, after that is november.

B

18:23:42 ninth got some and I believe that one was just because it was too soon to have.

B

The next meeting, right? 18:23:51, is that what we had talked about?.

C

Yeah,, maybe we can discuss that or next meeting regarding the november meeting, and we have.

C

One scheduled for december. 18:24:00, correct. yep., the december seventh.

B

Same time. santa will be at the library, maybe. 18:24:10 say that can come from any comments.

C

From the city regarding meeting in person. 18:24:19, not yet. okay., so the city council.

C

Still meeting, virtually also, and the last one they had actually every.

B

18:24:27, it was virtual, because they didn't have air conditioning but they're doing like a hybrid meeting at city council,, but the fortune commissions they for us planning commissions.

B

Meeting in person, but for all 18:24:40 the rest, they don't have the capabilities.

B

To do hybrid, meetings,, so they're just saying stay virtual for now.

D

18:24:49 but julie well,, you said adjourn,, so I thought I should stop the recording.

D

18:24:55 but then you were still talking about business., so I didn't stop the report, so.

D

I should. 18:24:59. Should I stop now?? I just have one.

C

Question ? 18:25:04 do we?. Does the library own an owl.

C

So that we could do hybrid meetings, not yet. 18:25:10, but we've talked about it.. I put.

D

It in my budget greg craig. 18:25:15. I asked for that., but we'll see if.

D

I get it have you used one, craig,, because I've used one, and it was kind of weird.

B

18:25:24 but it was okay. yeah, I've been using them for a number of years,, but the.

C

Last 2 years, with the new improvements. they're wonderful, and I run board meetings for rap.

C

18:25:32, we have 23 board members plus staff and it works like they're involved.

C

18:25:37 so we've we've talked about doing that, but I don't know that the city would.

B

Even allow us to just go hybrid for us even with if we bought the device.

B

18:25:50 but talked about it, for the friends meetings and that's another thing: so, and.

C

It might, in the future, help us with having a quorum.

C

18:26:01. Maybe we can. add, when we talk with the attorney,, we can also discuss that item.

C

As a that, we might want to bring up to the city.

C

18:26:08 yeah, great. thank you, craig.. Can I ask 1 one quick, question, please.

F

18:26:14 jeannie, any any further word from the state on the grant.

F

18:26:20 not yet. no,. They asked us for some additional information, and that was due. What's.

B

That, too? 18:26:28 july, we had a passes for additional.

B

Information., which is, made me feel good,, because we already had the information.

B

18:26:39, it was really easy to turn it in.. They wanted some details,, and so we we turn.

B

That turn that around right away and submit it.

B

18:26:47. I believe that was the end of july, nothing yet., but they actually are hiring.

B

A person to manage the price. 18:26:56 so great if they could announce those.

F

Right fingers crossed. 18:27:05 okay,. It is now 6, 26.. I will adjourn.

C