City of Palm Springs Board / Commission / Committee, 1 Feb 2023

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From YouTube: Library Board of Trustees | FEB 1 2023

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Regular Meeting of the Palm Springs Library Board of Trustees, held February 1st, 2023

A

Okay, okay, you look like you're in the dark. Yes,.

B

I am the lighting is not good tonight, uh see what I can do here. um Roll call please.

C

Okay, so it's February 1st 5 30 p.m. uh The roll call Craig Orba present.

D

C

Garner here Al Jones here.

E

C

Mcbride present.

E

C

Norgaard president.

A

C

B

uh Roman numeral two acceptance of the agenda can I have a motion. Please.

F

B

A second can I have a second second.

A

B

You uh any discussion on the agenda. Okay, roll call, please Craig.

C

Borbo, yes, Juanita Garner, yes, Al Jones! Yes,.

G

C

Ed McBride.

G

A

C

Norgaard, yes,.

G

Ed and I do look alike, so we get confused frequently.

C

That's two letters, just look, you have accepted the agenda and the agenda was posted on for 5, 30 p.m. On January, 25th.

B

Great, thank you. A Roman numeral three public comments. uh Genie, do we have anybody there? Besides Bill, we.

C

Have some guests and um if you are attending- and you would like to give public comment, use the raise hand, icon and I'll. Let you um I'll call on YouTube and.

B

Juni I may not see that. So, if you can give me a heads up, I've.

C

Got two people watching so um I'm just wanting to make sure if they want to give public comment that they have the opportunity.

B

F

B

Four consent agenda can I, have a motion. Please.

E

B

Second, please.

D

B

One thank You, Juanita, okay, uh any discussion on the consent agenda. Any questions concerns okay, hearing none roll call. Please.

C

H

Craig Barba.

C

Yes, Ava Garner, yes, Al Jones, yes, Ed McBride,.

E

Approved yes, David.

C

Norgard, yes, five to zero passes. Thank you. Thank.

B

You a Roman numeral. Five administrative reports uh is Nancy here. Yes, I, don't see yes, okay! Nancy! Do you want to start on representing the friends of the library? Please, foreign.

C

Off mute, so can you try again okay.

F

F

F

Second, your friends.

C

You can see you're cutting out real bad.

F

G

So she dropped well, maybe she's, going to call back in I'm guessing.

C

Yeah we'll see if she can get back on if you want to um pass her up and then come back.

B

uh Let's go to uh 5B Palm Springs Public, Library Foundation.

I

Yes, thanks: uh Craig um David is out of town on uh on a business trip, so he asked me to fill in and I appreciate you giving me the opportunity um we have spent the last month, primarily um assimilating uh new members and I. Think Ed and uh Al at the last meeting uh saw some of the uh the folks that we brought in and this uh uh this week uh we had another orientation session.

I

Last week we had three uh other people, so there'll be six more new faces uh at our next meeting on February 9th. That brings the board membership to 18.. uh We think we're we're uh in pretty good shape in terms of critical mass.

I

um It would be nice to have someone with a legal background, uh but uh we think we've got some really talented people I had the opportunity to sit in on the last two orientations, and we've got a really good mixture of some younger people. Some experienced people, so everybody is very enthusiastic about the renovation project and I know Genie's met with all of them. So we thank her, forgive participating, giving a tour and a nice presentation at those orientation sessions.

I

um We did form uh well the the the the next big challenge, of course, is getting uh everyone uh channeling that enthusiasm and that experience and putting them in the right spots where they feel they can contribute and and they will contribute, um and so our committee structure um is very important to us now and you'll probably start to see some of that coming out after the 9th of February.

I

uh But um we did create a new committee uh at the January uh meeting and that's the advocacy committee and I think that's going to be a great shot in the arm for all of us uh to have a person.

I

um Rebecca olarty is our uh chairperson and she's going to spearhead, along with with David and some others, um the activities that we want to promote uh the renovation. We want to promote uh the library's fundraising and we want to make sure that the city and the community is um knowledgeable about our enthusiasm and the need to um to keep things moving as best as as we can. uh So.

I

That's that and then uh I think Craig mentioned earlier before the formal meeting started, that we have a uh interesting fundraising opportunity that um Robin from our board brought to us uh uh with two gentlemen who are opening their home over by the um the the tennis club near Spencer's restaurant there's going to be a brunch on April, 1st I hope you all got a save the date uh email and um it's it looks to be a nice um sort of informal brunch uh activity.

I

um Obviously the that committee uh is doing a great job and getting things organized and um uh the promotion out there and they're brainstorming around how we fundraise in that type of a format, but we're we're enthusiastic about um the fact that we're doing something, different and and we're moving forward on that. So um you know more to follow and uh appreciate all your support and um we're looking forward to the next months.

B

Thank you, Bill questions for Bill uh Bill. uh When you're uh new members are confirmed, can you send us a list of your uh membership of the foundation? Yes,.

I

Absolutely we're we just got. uh We just got the um details from the three the last three yesterday and we'll be putting together the master list, and once we do that, we'll get it we'll get it over to you guys great.

B

Appreciate it thank.

I

B

Any other comments or concerns or questions for Bill all right. Thank you. Bill appreciate it.

C

David has a comment, a question. Oh.

A

um Yeah, I simply wanted to uh congratulate you bill on the uh arrival of six new board members. That sounds very encouraging and uh very good news. So again, congratulations thank.

I

You David appreciate that um I think uh Robin Metcalf who's in charge of our nominating committee, with her HR background and and her bias towards action and David sidley have really done a great job and you know what happens of course is when you get a couple new members on and then they think about who else might be good at that that they know in their own personal Network, and so it that one person has led to others and, uh and so far, are so good I think all of them are I, don't think we have a clunker in the bunch.

I

F

I

B

C

Craig Craig and Nancy is back. Oh.

B

Great so we'll go back to a 5A, Nancy yeah, okay,.

H

Well, we'll try this again. You are hi Nancy hi, how you doing great okay, so we'll try this again uh as I was saying. uh Jenny had already mentioned, we're having Palm Spring speaks for the first time since covid we have an Al, Franken, March 31st. Hopefully all of you will be interested in buy tickets. They are selling fast, as she mentioned already. I think it just came out uh yesterday uh and already a hundred tickets have been sold so we're off to a great start. So there you go.

H

Then let's see, what's your capacity uh uh 800 and approximately 800., and let's see we had a uh book sale last Saturday and uh it was just a quick a week just to unload some of the books that we have over at the fry building. So we just did a quick sale and um bring a tote bag. You get three dollars to fill up the tote bag. You bring a box, you got five dollars, so the Box people loved it.

H

We had over 50 people waiting in line when it opened and um we sold about twelve hundred dollars worth of books in um three hours. So that was great. We also have a modernism event coming up, uh it's going to be in Indian Wells, the tickets are selling a little slow for that I, don't know if it's, because it's not in Palm Springs and it's a little further out.

H

um However, you know we've done Rancho Mirage before and it sold out, but Indian Wells is a little bit further. So we'll see how that goes. We still have uh you know three weeks or so to sell tickets. So if any of you are interested in that tickets are available other than that um we have our annual meeting. We haven't actually set the date yet, but it's coming up soon. So we'll let you all know about that and I think. That's all I have to say today.

B

Great thank you. Nancy questions for Nancy.

B

Okay, we're good and the tickets for the uh the home is how much I.

H

Think they're 65 dollars all right. Thank.

B

H

B

That brings us to Roman numeral 5c Library staff Genie. This is.

J

You um Genie uh just quick: uh the tickets are 60 Nancy, oh.

H

I'm sorry, thank you.

J

C

Five dollars now yeah.

H

Yeah they're on sale tonight only forever.

C

Modernism week.com I think um so uh yeah Palm Springs speaks is uh ticket. Sales are going great. um You can get your tickets at Palm springspeaks.org, you can. uh We have a link on our library website or we will we don't, but we will um you click through um very excited about this. It's a fundraiser that completely benefits the friends of the Palm Springs Library, which completely benefits the library. So um we're excited to get the speaker series going again and I'm very happy about the um the quick ticket sales.

C

So um yay very excited very, very, very excited.

C

um Just a reminder: uh President's Day is this month and uh Monday February 20th, the main library will be closed and Wellwood Murray, Memorial Library will be open and um just always like to mention holiday closures. We've got uh Mahjong open, Play we've started that last week and we had 14 people, and today we had 17 people.

C

So uh if you are, uh if you've taken any any, if you know how to play mahjong or you're interested, this is a great opportunity to sharpen your skills and have a good time Wednesdays from two to four and at the same time we had our children's program after school program and our team time, and the place was that it was lovely I, loved it I loved, seeing all the kids and the excitement so um I. That's! What's really going on. We we've got another program.

C

We are partnering with the Human Rights Commission to do a special Story Time on February 18th at 11 A.M and we'll get some more information about that at some point soon, but that's a partnership with the Human Rights Commission to do a special national day of reading story time.

C

So that will be happening and then uh February 22nd we've got Michael McCarty coming at 1, 30 p.m and he is a fabulous storyteller and that is in celebration of black history month and I. I have known him for 20 years. He's an amazing Storyteller. So um any all ages would enjoy this program and then Julie do you? Have um any other you've got a program next week. I know for sure. That's interesting.

J

Yeah, thank you. um So several things cup we have a great speaker coming. Her name is Barbara Gothard she's, an artist as well as a speaker um and she's going to be um sharing about, um and that's on, Tuesday the 7th I should say at six o'clock um and she's going to be sharing about the African-American homesteaders in the Mojave Desert. So that should be very interesting she's going to bring some of her artwork.

J

So it's a multimedia kind of presentation, so that'll be fun um and then later this month we have um we're gonna host home movie day again.

J

So if you have old home movies in various forms in Super 8 or on VCR, or whatever bring them in, because they're going to bring um experts over from Los Angeles and they're going to bring all sorts of equipment and they're going to look at your films, um tell you ways to keep them safe and take care of them, they're going to screen bits and pieces of it for you, it's really a fun activity, um and it's it's amazing, all the fun little tidbits you all find when people bring out their home movies.

J

So that's a free event at the library on Saturday, the 20, uh SEC, 25th 25th, um and then the people that are presenting that are actually going to do a lecture on February 22nd here at the library on Wednesday evening and they're just going to talk about. You know why home movies are so important and their impact on communities, and so, if you're kind of just wondering about that whole process come to the lecture on Wednesday the 22nd and then come to home movie day.

J

Bring your home movies uh starts at one o'clock at the library that Saturday so um lots of great things coming up and of course we have our virtual author events, so lots of programs to partake of here at the library in February.

J

C

You and I remembered one more thing.

F

C

I will put this out for all of you. I am uh going to be one of several presenters at the Deep Well Estates neighborhood organization's annual meeting, so I too can do your neighborhood organization in your meeting and tell a little bit about the library and um I think it's a great way to get get out in the community and um just answer questions, but also tell them about all the well in three minutes or less all the great things we have to offer at the library.

C

Great. Just keep that in mind. If you or your neighborhood has a meeting, and you want me to come and give a presentation I'd be happy to do that or your service organization.

J

And I did have one more thing um not yet um announced, but I'm gonna tell you now so you're the first to know where I'm going to be installing uh in later in November um later in February. Excuse me um an exhibit down at the Wellwood. It's going to be a two-month exhibit about the author, Edgar Rice Burroughs.

F

J

For his Tarzan uh story, so um stay tuned to learn more about that, but that is coming at the Wellwood very soon later this month. Okay,.

B

Any questions for Library staff- okay, thank you. So much for that information. um Let's go to Roman numeral six uh Treasures report; okay,.

G

Yes, most of what we have to say is going to be under item 7A. That's what by Juanita and I spent a lot of time with Julie, uh but the the summary sheets you have is on page nine, there's nothing remarkable in terms of changing from the last month to this month, unless I've missed something Julie. But uh it's it's been pretty much cleaned up, but it's about the same, just regular, normal, nothing, nothing unusual!.

F

C

F

B

Okay, I think uh we need a motion to accept.

G

Can I motion the make the motion to accept this treasure? I, don't know I.

B

Don't think so.

G

Pardon me I am I'm.

B

Hoping one of our other board members will step forward I.

A

Move to accept the treasurer's report as presented thank.

B

You David David, um someone else uh give me a second, please I'll, second, that Thank You Juanita. Okay, any further discussion on the treasures report, preparing none uh roll call, please Mr,.

C

B

C

Juanita Garner, yes, Kyle Jones, yes,.

G

C

A

C

A

C

To zero, thank you.

B

Okay, that brings us to the item. That's somewhat connected, which is uh Roman, numeral, seven discussion item regarding the 2324 Library budget or Juanita. Can you speak to this.

G

Do you want me to start Juanita, and then you pick it up yeah, very quick.

G

You you have the one page summary that uh Jeannie sent out to you where we actually met as an ad hoc group with a Juanita and I did and you'll find that we made a number of recommendations both under the library, trust funds and the main library funds, uh no change to the Wellwood uh Murray Library, uh but only to the the two ronita. You want to speak to the library, trust fund, recommendations.

D

Hell I'm trying to find my notes: I'm sorry, okay,.

G

Well, I'll, keep you want me to keep going? Okay, all right, uh the library, trust funds, uh we zeroed out travel, training and dues, we zeroed out materials and supplies. We created a new account Library renovation, and we transferred one million dollars into that account, and that is listed when you have the other form you'll find it is for the library renovation. If you look, you've got three documents: you've got the detail. I can't don't know how quick I don't know where to show this anyway. This is the one I'm referring to.

G

You can see uh the one million dollars right there into the trust fund, um specifically for the renovation, which is all it can be used for anyway, and uh we allocated ten thousand for the uh for the trust fund book account from the croatster trust account. I can never say that name and you'll see the other editions allocating an additional 10 000 for library books for the future. Library projects account we set aside almost 82 000 for the future.

G

Library projects account to be saved for future projects for those things that we can identify that we know will occur and 500 000 for the library Foundation support. um I. Think the library foundation will be very pleased with that, and the balance of all all of the Trust online items would be to match the trust fund. Balance, of course, uh shall I continue Juanita, or did you want to pick okay pick up you wanna no.

D

That's that's fine! Keep going I'm just watching.

G

Okay uh on the main library funds, um um Jeannie convinced us that she needed an administrative secretary. She pleaded actually, she was unbended knee. Wasn't she Juanita? So we reluctantly not rely I'm really kidding about that, but she needs assistance, so that was 141 uh thousand dollars, and that includes benefits. That's salary and benefits annually, requesting a new office setup for the new position and the unfunded Library Arc librarian archivist position of ten thousand and dedicating 25 000 annually for the Palm Spring speaks speaker series and holding funds and Material supplies for that.

G

You know for the account for the library and requesting 10 million for non-grant funded Renovations at the main library and then they're into no budgetary changes. So that's really our recommendation. You've got all of that summarized the big street one thing I would add the big sheet that you had with the blue columns.

G

Again, I don't know if I you can see anyway, uh when you look across the only items over which the library has really any control are those that are highlighted in blue uh everything else is pretty much set by the city, uh so we have very you know very little authority uh and Janie does very little authority over a whole lot uh of the the line items they just come out um fairly: straightforward, like contractual Services, Union utilities and um salaries and leaves and so forth.

G

So just wanted you to to know that so that was it I think that is in a nutshell, I, don't know Genie or Juanita. If you have anything to add to that.

D

I I just wanted to say that um you know going through this with Genie and um her real her real need for an administrative assistant. I mean that's, definitely something that that has to happen. There's no doubt about that. um She needs that extra help, so she can do all the other things that are coming uh with this renovation.

D

Hopefully, renovation at the library is going to be even more important that she have that Administrative Assistant, but um also uh something that we learned when we were with uh Genie was that the money that that she doesn't spend um goes back to the general fund. So it doesn't. Actually the library doesn't get to it doesn't roll over it. Doesn't you know so um and she's telling us that she always comes in under budget I'm like no? No, no.

D

We got to spend that money, so um that was something that I just wanted to mention um and that that's all, that's really all I have to add, but.

G

Can let me follow up on what Juanita, because I made a note when we met with with the gd2 this whole issue of the unspent funds returning to the general fund, as opposed to rolling over into a library account, we had some thoughts. You know. Is it possible for us to make a proposal under the budget to present to retain a percentage uh in recognition of good stewardship of the funds I mean?

G

Can we present some type of a a motion or recommendation to the city to consider, particularly in an anticipation of the renovation and they're going to need some a few there? Is there a way to keep not only all of it that would be my preference, um but also or to roll over a percentage, allow us to keep 75 or 80 90 anyway. That was something we had. We wanted to present for your consideration as well. Thank you for reminding me that was my last page.

F

G

um Genie has raised her hand to speak I'll.

B

Open it up for questions, uh I'm, gonna, say Ed. First, please.

E

I think I have four questions for the committee uh first question: first thing: let me say: I I think it looks very good. The budget looks wonderful. Thank you for the work you did on that um I. Think my first question slash discussion. I noticed that the library Foundation half a million dollars um and then is that in response to their request to us for a grant earlier this year, or is that what you guys think that seems reasonable? Where did that number come from I? Guess is my question about that.

D

That number came from their request, so that was their request for their their huge, um their their fundraising. Okay,.

E

The million dollars for the library, renovation um and and Jeannie I think that you're going to have to chime in on this one as well. So we have a million dollars in the trust fund that we're saying to the city that we're going to take towards the library renovation. Would that money be the traditional expenditure where we, uh the the city, sends us a bill? We pay it or are we thinking that?

E

That's a million dollars that we would give to the foundation because of their flexibility and have them uh spend that money for projects by the way? What I mean by that is I, don't mean just like give it to them, but say this money is to go towards blank. It's in more of a reserved account. What's the thoughts on that.

C

Oh, my thought was that it would just go into the city's renovation project fund and be spent with the project, but you all can decide this. This was really a suggestion and um first draft for you all to discuss and just and say what you wanted to do. I felt like um in my recommendation, I felt like it was important to pledge money to the renovation and, however, you want to do it.

C

If you want to pledge it to the foundation as part of their Capital campaign kickoff, you could say we pledge a million and that would be a nice start. You can do whichever you want and then the half a million too it was um last year- I mean well currently this year. What do we lose? Thirty thousand dollars in investment, so it would be nice to before it's all lost. You know it's not gonna lose it all, but you know my.

E

My thoughts to you all is I think that this presents an opportunity that we haven't had in some time where the half a million dollars I'm, not so much I mean they've, asked us for this grant I think that we we've heard from them on how they would use this and that's a whole different discussion, but I think it would be. Maybe something we say to them is that we're we'd like to give you a million dollars to go out and find some another match of a million dollars to go towards this project.

E

You know because they would have that flexibility more so than just writing a check to the city right. They might be able to go out into the community and ask a major donor. We go to a million dollars from the trustees. Let's match that right um and double that money for projects I mean so that that's just my thoughts but I like to plant that seed I guess my last question: Genie is the the the narrative says that you're requesting 10 million for non-grant funded Renovations at the main library, so that's 10 million.

E

On top of what the state has given us, what our trust fund will give us so that the is, is that your thought, so is there a number that this all adds up to that you've got in your mind, okay,.

C

Thank you because that was why I had.

C

My hair so um I'm putting in a request but I I've, gotten feedback already from um City manager's office, that that my request Needs to Go a different.

I

C

I feel that it is very important that the city the city has to know. We have to tell them, and everybody knows the funds only cover infrastructure, it doesn't even include storage or movers or any of the things. So we need to budget this year next year and probably the year after that money to finish this project because we're going to be bare concrete floors. If we don't, you know, find money, pay for the carpet or whatever you know there. There will be no cabinets and no desks or anything for the staff and no shelving.

C

So we've got to find the money and we have to budget it. So my request is a placeholder to start the discussion until we can find out a cost, so I feel I know it's going to cost at least 10 million. More I mean it has I.

F

C

Tells me it's going to cost more than 10 million dollars on top of the 13 million for infrastructure, at least so we have to start the discussion. So I put a number in just to get us going.

C

The city council will have to decide if that's the number they want to approve this year or if they can afford it this year or if they want to say no, we'll do five this year, five next year, five the year after that, and then you know whatever, but we've got to do something so I I put in a number to say, I need to ask for some money.

C

um Speaking about my other items here, um uh I am requesting administrative secretary. The library used to have one a long time ago uh before the 2008 economic downturn, and we haven't had one and I haven't had one in 10 years since I've been here, and it was time uh I need to have like, like I said, I need help because getting ready to do this giant renovation and I I need some office help.

C

um The number two item on there is office furniture. So when we get new employees, we now have to also budget a one-time expense to buy them computers and desks and a cell phone or whatever it is so um a chair. So.

F

They actually call it out.

C

Now, in when people ask for new positions, so 5 000 of that would be for the administrative secretary and then 5000 would be for the position that was already funded this year, but we haven't hired, which is the librarian archivist position.

C

So um that's what that is, and it'll be five thousand for each position and then I'm asking the city to consider dedicating uh 25 000 in my budget and my operating budget for programs to pump spring speaks instead of us having to do um the grants and sponsorship application every year, because um it's really uh hard to plan. If you don't know, if you're going to get the Grant and we did not get the grant one year, and so that was um tough, so we had to figure out some way to make it work.

C

So it would be that we could have some stability in our in our budget and I just am asking for that. So that's what.

F

That just explaining.

C

What it was and uh other questions yeah that.

B

F

B

Other trustees, do you have questions before I? Have my questions? Okay, uh I have a number of questions uh Genie uh when you uh close out your budget every year. How much is unexpended annually.

C

I should have gotten that number from my reports, but.

B

C

A hundred thousand dollars a three million dollar budget.

B

C

Years A lot of it is out of my control, like I was saying. If you look at that chart and you see all the the line items that are highlighted blue those are the ones that I can control um the other ones. I cannot. So if there are salary savings, I don't get that that money doesn't really mine to spend or transfer out. I can't transfer that money.

B

um All the ones that are highlighted you do have control over.

G

Those are the only ones we have control over. Yes,.

B

So it's when you, when you do the budget, are you in a situation that you can cut in each of those line, items to come up to pay for the administrative assistant.

F

C

Wouldn't want to do that because, every year, a lot of our our services that we pay for they they escalate and I, haven't even accounted for escalation in some of my expenses, so I make it work. So.

B

Maybe the carryover is not an issue Maybe. Maybe there's not enough money there to worry about right.

C

I try to spend as much as I can so.

B

um But what I'm saying is, if you're able to come up with enough money by being tighter on your budget, can you afford that administrative position.

C

I'm going to ask the city to pay for it, whether um I could scrape it out of my budget or it's that important to me. So.

B

You're, this is going to be an ask on your behalf. When we look at the main library funds, it's.

C

B

In the city, correct.

C

Yes, yes, so it doesn't impact you as trustees or the trust fund at all.

B

Okay, I I've been in your position many many times as assistant superintendent, where I had to go back and cut my budget for things. I wanted and I ended up having to prioritize so a lot of times. I got no, so then I had to cut my budget, but maybe you might have some flexibility here, not true.

G

But I think the question is too is she's a good Steward I mean. While we don't have control over a lot of the line items she does spin I mean she does end up with a a significant amount. A hundred thousand is significant, um and but in a budget that big with operation this complex, that's great I mean you want to come in under budget. uh You don't want to exceed your budget because there's no money to fund it. Yeah.

B

My concern is the city's going to see this request and say no and then Genie is in the same position that she's in now and still giving money back to the city or she cut within her budget. She might have control over and getting them no.

F

Yeah I understand yeah.

D

Say that 100.

D

Anyway, yeah so I don't see why the city would say no to me if they're going to get the savings back anyway, they really shouldn't object. Well, they.

B

Shouldn't, but they will so it's just another way of looking at it, Genie that if they say no.

J

B

Cut the budget and and fund the position within what you have.

C

Sometimes the money goes back because we get a grant, so I mean there. There are so many different factors um with my some of the money that goes back. I know for a fact is my communication money because uh we get 90 rebates, but we have to pay for it up front so and then, um 18 months later we get the rebate. So sometimes the it's. It's little little weird things like I I. Don't you don't understand that happens or um an example this year is that our homework help database?

C

We got a grant, so I get to save 8 600., so I took that money and I moved it to the book budget.

F

C

To pay for some other things right so.

G

But I I am I, am intrigued by Craig's I've been looking now at the budget. More I am intrigued by his suggestion. You know you would have to carve out 141 000, basically to cover it um and there's only a couple of items. The materials and supplies that would cover uh everything else is pretty well said. You know you wouldn't want to cut printing or advertising the grants. We have zero anyway.

G

um I'm, not sure where you would pull it from Communications is kind of a bare bones: I think it's like 28 000. the materials and supplies 434 000 and you spent last year and that's an increase I'm looking for that. The actuals were like 122 000. If I'm recalling are projected actuals for it, that was last year, so I mean you come close, I I, don't know I I guess as I go through it. Craig I'm, not sure where you cut right in order to get up to 141 000 to fund the position. Yeah.

B

And that was my other question: the 141 000 I'm, assuming that's benefits and.

G

B

Up and everything so.

G

B

Is the actual salary for that position.

C

It's about um fully fully when they've reached all seven steps, it's um it's 67 or seventy thousand dollars.

B

So we're paying twice as much. Oh.

G

C

Our budget, our um benefits, are very expensive. Yeah.

G

And most Publications.

C

G

Even when I was at the State University system- and we were always budgeting about 35 percent of benefits, yeah.

F

G

You had to pay the Calpers and everything else and that really jacks up the cost of a position almost and.

B

In the school district we're at 35 percent, but this is 50 and so that's the only reason.

C

um It's usually about 48 to 54, it's almost more to pay the benefits. um I can tell you exactly what they've told me from Finance. um The position is: uh oh: if, when it's fully when they've fully stepped out of the.

F

C

Top top salary, 78, 800, plus 62 000, with benefits and.

B

Afford is it, how long does it take them to get to that final step? Seven.

C

B

C

Start at step one and every year you get if you perform. According you get five percent. You get a five percent raise every year for the seven steps and.

B

Looking at that, you really you have no person now, but you have to have a full time if they're not going to give it to you. Yes,.

C

Support me on this one: okay, I.

B

Support you I just know how City sometimes times Works.

F

B

Give them any ideas, they don't put us on a burner.

G

But but in this case, I think we have a good argument there's out of the norm, and that is with the pretending uh renovation and all the additional workload associated with that that Genie simply can't handle uh and do it effectively with all of the other stuff that she needs to do. I I, just I I'm, like you Craig you've heard me talk already to this for many times: I, don't trust City Hall when it comes to budgets uh or pledges until they write the check, I'm, really skeptical you.

G

You know that uh I'm hoping for the best on this one too I I'm I could share your skepticism and and uh but it is what it is and we work within the structure. As best we can yeah.

B

I just want to make sure it happens. That's a.

G

Concern yeah. Well, yes, I know.

B

All right, um then, Jenny I have a question for you relating to the work that was done on this document. Have we ever allocated out the money from the trust? Oh.

C

um Yes, in the um in the past, we haven't done it to this level, um but our finance new Finance system wants us to budget and allocate all of the money. That's in the cash account uh in the past, we just would say: well, we just want to spend some money on books and then leave the rest of future Library projects.

C

So this one this one's really- um and this was really special because of the renovation, because that um normally that money would just sit into your library projects, and we really would- we really would just say 20 000 for books and um 10 000 of that from the crop at sir trust right, then, you all could decide on the.

B

You saw it the same way: correct, okay,.

C

And um back to my sorry, um we've got the carpet. Cleaners are here to try to do some work, so I'm getting interrupted, but um just so you know Craig and all of you. um My uh FTE count at the library is 15.25 employees counting me so um pre-2008, the FTE count I think was 25.

C

So in all of those years we we were really cut back to nothing. We've never recovered, but we've gotten busier and busier at this library and we serve more people and we do more things and there's more technology and more more things. So we need the people to be able to do the things.

F

C

And so um I just yeah asking for that administrative help, but because I've got.

B

I'd like to couch it in this way, if possible, that administrative sector is needed because of the renovation coming up and expanded programs in the future.

F

B

They don't cut back after the renovation's done, mm-hmm.

F

C

We're going to be busier than ever when we, when we become new and refreshed there's a library, I, don't know where it was, um but somebody did a drone shot of a new library that opened somewhere and the line was around the block to get in for the first day. So it just tell you. Libraries are important.

B

That's why we're here.

C

B

Okay, um other questions or concerns. Yes, David.

A

Thanks Frank um I'm, looking at the main library budget and I'm, looking specifically at the line uh for materials and supplies, my question is this and I guess that's to either the committee or the Genie or at all, um so if I'm reading this correctly, the projected actual at the end of 22 is 264.

A

23 budget 399 and a modest proposed increase from that to 24 of 434..

A

um Here's here's what I'm curious about! Does this line materials and supplies? Is it entirely outward facing in the sense that these are books and CDs and whatever else they're circulated or reference or whatever, or does it also include, uh or even primarily include what would be administrative in nature?.

C

To answer your question, it is all um outward facing so, um and it includes 50 line items of details. What used to happen in the past is that we would have an office supply account and we would have a special events account and all these things and um with our new Finance system, they put it into one account, which is why it looks huge.

C

um But it's office supplies postage, library, cards, media processing, supplies our movie license I'll just reading some highlights for you, okay,.

A

uh What you've said so far sounds administrative in nature, yeah.

C

Well, it serves the public, it's not Staffing or things like that, but.

A

No I understand it's not stabbing, but um I, I guess what I'm getting at is besides book acquisition and really purchase of other materials for circulation and reference, how much of the 434 it is non-programmatic, maybe that's a way to put it.

C

Okay, just we do have our programs in there we spend I'm looking at this current year, programming, 28 500, just for programming um for books, media, let's see books, DVDs.

C

We spent 240 000 on books and media. um We spent on databases in databases, 75 600, um but then, if we need to replace a printer or a PC, we've got a little bit of money in there.

C

Outreach supplies, yeah CBD, cleaning supplies, I. Think I said that already, but.

B

Genie, when I'm looking at that line item when I'm looking at that line item the actuals for 2022 was 241 000. and then you're projected for the 2023 budget is almost 400 000., that is over a 60 increase.

C

I'm wondering why that number it looks the way it does, because there I don't know that that's well I, don't know why that's the way it is because I don't believe that that's accurate, but.

G

But it takes you back to Craig's and that's what the one I was looking at earlier: the materials and supplies. Theoretically, based upon our actual expenditures, you could fund the 141 000 and still have more money left over well I mean you only spent 264 000. I.

C

I think it was because my budget was cut my uh when we were doing during the pandemic. My budget was slashed in half and um we our budget was cut in half and we um we laid off staff. It was a mess so right we were slashed in our budget, but.

G

All of that would come in terms of the the the I mean uh salaries and benefits. I, don't know, I'm still I've been once Craig. You raised it. I I keep looking at that particular item and thinking. That's a rather significant increase. um It's.

C

Because they had cut our budget and um and all of our accounts were separated and they marched it all together. It's please.

F

C

Numbers and think that we can operate on that. It's it's heartbreaking to have I'm asking honestly, um you have you, don't have any um control over the library budget. The city council does but I I bring it to you as my trustees to to offer your support, and um for that not necessarily to ask me to cut my budget.

A

Just one follow-up: uh if I may, uh before we move on Craig, um so I know, you've had experience in other places, and you know you're knowledgeable about libraries in general. Would you say that the money for this uh for for acquisition, related expenditures is typical for a library our size or is it underfunded or is it overly generous I mean? Where would you line it up in terms of comparison to other other Library systems of our City's size? That's.

C

A really great question, um where we're we're typical um for a government-funded um Library. If, if you look at our neighbors that are outsourced, their budgets are really low um and you could find this information on the California State Library.

C

um They they do, they give us um they. They calculate our rates. We we submit all of our statistics. They calculate how much we spend per per resident in.

F

C

Population we we spend about four I want to say our numbers 40, give or take per person. uh Riverside County spends about twelve dollars, Rancho Mirage spins three hundred dollars- something like that. um So it's hard to compare to our neighbor Rancher Mirage, it's hard for us to compare to Riverside County. But if you, if you go to the California State Library um statistical database and you find libraries of similar populations where we're very average on on our level that we provide service for people as.

E

The other librarian on this call I I, just have to say that it's it's a terribly slippery slope. When you start talking or negotiating the materials budget, the materials budget is the heart and core of the budget. It should always. We should always be advocating for more money spent in that area, not less or even negotiate that amount of money, because materials keep going up every year and the moment we start sliding behind even the National Standard or the state standard we get in trouble. I think that that is one.

E

That is one pot of money. We should just always stand over and ask for more if anything well,.

A

Ed I'm glad you, you said that because the intent of my question along these lines was to Port was to support that very point right. The heart of the library is its Collections and if we don't continue to invest in updating and for that matter, expanding our collections, you know, what's what's the.

F

Point ultimately so.

A

I I heartily agree with you, and that really is the thrust of my point in even asking about this.

G

The only question I have and I I, you know I'm fiscal conservative, even though everything else is social, liberal, but uh very conservative physically. When I look at the trend of what was spent every year and I don't know was that a re is that because the budget was cut and that's all they gave you then and I guess the real question now is it's it's really a jump to go from? Well, not that much from 399 to 434., um but I mean.

G

If, if the city council were to ask you to show the the the expenditure sheet, totaling, 434 000 or something close to it, could you do that reasonably well, I mean, can you can you document or Justify not document? Can you justify that request with expenditures, I guess I'll.

C

Tell you what that is, that's 25, 000 for Palm Spring speaks and ten thousand dollars for the furniture. That's really what we're talking about in. In my increase in that line. Item okay,.

G

C

What that is, it's not add anything else really, but.

E

Jamie, if you I mean, if you talk to all of your your where you buy your materials, they've got to be going up in price they've already started, quoting you increases right. So how are you, how are you, including those I'm.

C

Being fiscally conservative because I know that I can make it work in that in that budget with those other items when, as an example one database, we got a grant so I'm saving, 8 600, so I'll move that around to to fill in.

F

C

Three and a half percent annual increases on my databases and um so I I'm I'm, very confident that that I can make this work because I always do and.

E

um I think you I mean, as an advisor to you, I I, worry that you and by the way, I appreciate that, but on the other hand, when we're trying to become a world-class Library I think we need to be clear what it's going to cost to be a world-class library and I. Think that the moment you start finding ways to save the city money they're going to look at this request and go well Judy find the money if you want a secretary instead of them paying for it.

E

So I think that we need to be really clear that this is what we need. This is how much it's going to cost and we all get behind it along with the community that we'll get behind it. That's.

D

You know this. The other thing is that the Library needed a new roof a few years back, and so the city said take it out of the trust fund right that those are the types of things that the library trust funds should not be used for. That's housekeeping, that's the city's problem. They need to take care of those things. So I think that the more we try and make Genie budget her money and save money. It only gives the city uh more opportunity to say.

D

Well, you can budget, you can work on less and less and less and what they did when they cut during the pandemic. What she's asking for now is just bringing us up to really normal right to what we should have been and, like you said Ed, we have these grand grand wishes for this wonderful library, and then you know then we're gonna worry about. You know this budget we're going to need to expand the number of people working in the library. Personnel is going to get bigger, we're going to have even better programs coming right.

D

I mean we want this. We want our library to be amazing and so we're going to need more money. That's just the facts. We can't operate on. You know last year's budget or the year before that every year it's got to increase, it has to I.

C

Will also say that um I I see that the renovation is coming so I also know that some of our costs yeah.

F

C

Have some savings when we're closed and well there will be some things that will happen so stop.

E

Saying that no.

C

I I feel I I'm I'm I've been doing this I've been doing this for 20 years, I've been doing.

E

It I've done it too I'm just saying that you're doing their jobs for them and I think that by the way, you're a good citizen and I appreciate that. I think that that we need to be clear. This is what it's going to cost and if they say we need you to sharpen your pencil Genie and find other ways to come up with them. Okay, that's right, but I think I, think you're doing I, think the best Services say: here's what it will cost for us to achieve the goals of the community right.

E

You know and yeah.

A

I I I don't want to sacrifice elections and circulating materials, and reference works for the sake of anything else, because that's the heart of the program I've said my piece I'll: let it go and act right all.

B

Right, thank you. Dave and I agree with what everybody's saying the only thing is and right Gene, we don't have any say on the main library budget, but I'm sure. Maybe one of the council people might ask why the actuals in 2022 they've gone up. 60 percent, if not more, for your 2023, your 2023 to your 2024.

B

It's just that that one is a jump and you were fully staffed for 2022, except for your administrative assistant, but I think everybody was brought back from the cutbacks. You just need to explain it it. Just to me it's a large Channel I.

C

Did add a position that I added a position this year so My my salary did go up this year, um the materials and supplies that one I I'm we lost about a hundred and twenty thousand dollars in our budget. So we've we've slowly put that back. We didn't put it all back immediately. I asked for a little bit and then I asked for the rest. So that may be what you're seeing.

E

Well, the last the last few years we've sat through budget discussions at city council I've, been there I mean I think that the everybody, including city council, recommends there are some things even out of their control. There are negotiated contracts when it comes to uh Personnel that are pushing this budget number up as well too, that you have to include I, mean 40 thousand dollars alone. That I'm sure you you had no say in that has to go to fringe benefits and to the increased cost of having staff.

E

So I think that there that's a big argument there and then you add, on top of having been a publisher for 30 years of my life. They go up every year and everything they have to. So just the core of your budget is going to increase and you're you've been you've been programmed to find ways to make that happen. So you can have it I think you have an opportunity with our community the foundation, the friends people on this phone call to stand before city council and give it a good old try of.

E

We need the money. You know I really do and before you start trying to find ways to save it. At least let us try to get the message across that we need this money to achieve this. This goal, and.

C

This isn't I and I will just also add this isn't completely hard set in stone either. This is the first draft, so um I haven't even input these numbers in to have them viewed.

G

By this well but but the philosophy.

C

F

G

Espousing and you've converted me in this call Ed, so you're, a good preacher. uh You've convinced me that that's exactly the position we need.

F

To take and I see.

G

Other heads nodding as you're talking um and and it's really it's just philosophically Genie- how you put the budget together and make the request as opposed and I know, it's tough It's, almost like not being a good Steward. You know, but at the same time you want to push the city to find what they should be funding, and this is really what Ed is saying and and I I'm I. Okay I come around to your way of thinking: Ed, okay, you're on.

B

E

The other thing we have to think about guys is that if we've got a foundation charged out there with raising money from our community they're gonna first question is well: what's the city paying, for you know, if I'm going to give you a million dollars, I, don't I, don't want to buy toilets, I want to buy things that are going to contribute to the overall benefit of this community. That's the city's responsibility is to pay for the the basic part of any service, whether it be a park, whether it be a police station whatever.

E

So, we've got to be very careful, I think about this, because it could get out that you know we're we're saying the foundation I think we could hamper the foundations of fundraising as well around this, but were you suggesting earlier.

G

A modification I think Ed that 100 or the million dollars we were talking about not go to the city but go to the foundation and be encouraged to be a match. I mean that's one major recommendation you made to this: that's a significant recommendation and and I think Craig. We have to consider that yeah as an.

B

Amendment I want to close off on the main library any more discussion and then we'll move to the library trust fund.

B

Okay, let's move to library trust fund, because I have some comments and Ed just made his comment, and you are now speaking out.

G

Oh, no, that I already did the outline of it. uh I think it was sufficient in terms of what was outlined there with one exception, and that would be Ed's suggestion earlier.

G

um I can support that not give it to the city but give it to the foundation and Juanita who is on the task force of the ad hoc group with me is not in yes that we would agree with that. Then move that to the foundation instead of the city and and and with the somehow description. We can't tell them how to spend the money but to try to use that as a matching to raise an additional amount. So um that would be a that would be a major change from what was presented here.

G

B

I have a number of concerns one. uh According to this, we've expended all the money in the trust.

F

B

Our responsibilities.

G

Well, we had that discussion too, and let me turn to Genie. We have no control we're supposed to spend it down anyway, so uh Genie, why don't you explain it better or Juanita? You can explain it even better than I can because.

C

We had the very.

G

Same question and discussion, but which one of you has the better handle on explaining this Genie or Juanita.

C

Well, I'll just um I'll say that the city asks that we budget and budget just means each dollar a place to be not just in the cash account unallocated.

C

um So the future Library projects account is technically your unallocated funds, just funds that don't really have an assignment or a project um and the profits or trust donation is earmarked. So it has to stay separate and it's all going to show up as profits or trust donation. It's just it's got its own account number because they have a special restriction on their donation.

G

Well, but I think what what Craig is saying and once and the question we all discussed is we're we're spending it down to 176 000., there's very little left to a rainy day where the balance right now is close to 2 million, so I mean that's really I. Think his question is: what happens if something happens, and we only have 176 000 left? Is that kind of capturing your question Craig or yes,.

B

G

Yeah, that's really the question.

D

But this money really wasn't intended as a rainy day fund. This was something to improve the library people donated this because they wanted a better Library. They wanted to improve what we have now not rainy day. A rainy day fund is a new roof that the city of Palm Springs should be responsible for Juanita.

B

I'm not arguing with that, but Genie may come to us next week and say our systems are all down. We need to get new systems, we need them now. You don't have the money to do that, because it's allocated out what happens if all the computers went down.

C

I would ask my city, who is responsible for that stuff to take care of it and what's happening now, is that they are leaning hard on you to take care of things that are really their responsibility. You're you're.

D

C

To be the supplement, not the yeah.

D

The thing is: if, if the fire department's computers all went down, there's no trust fund to jump in and save them, the city will have to jump in and save them right and I feel like. We are just as important um as all the other um City facilities that the city funds so I, just don't I. Just don't believe in that idea that this trust fund should be for used for that yeah.

B

Yeah I think it should be used for a variety of things, but this is not leaving us enough money to do. If something else comes up. There may be some other new invention or something out there. That Genie would like to have that. It's not typical for other libraries, but we're going to be special and we're going to want to purchase that thing.

G

Craig I'm just curious: do you have a number in mind that you would be comfortable with I, as you as I, would have expected? I raised this question, but what number okay.

B

G

Number are you comfortable with.

B

The library Foundation amount I I'm uncomfortable with 500 000., because I'm saying that's this year's budget. Are they expecting a check from us for 500 000 this year, I'm not comfortable doing that, giving them one quarter of the budget when they have a new board. That's kind of forming together, I'd like to give them a little bit of money each year and and see how they do and have them come to us and say hey. We want to do this. This is going to cost 50 000.

B

as opposed to writing them a check for five hundred thousand. The other thing is I'd like or it says, Library renovation I would like to put that under matching and it could be matching with the foundation. It could be matching with somebody else. It could be even be matching with the city where they're going to give us x amount of dollars. We want them to give us more dollars, so we can say We'll match you one to three.

B

Would you be willing to put in three if we put in one do something a little bit more creative so that we can squeeze more money out of the city, because we know this infrastructure money we're going to be spending, which is how much now 18 000 18 million Genie Genie it's to be determined? How much money right now is it.

F

C

F

B

Okay and that's just the inside, if we can get some more money out of the city and maybe use the trust money for that, and maybe we can do some more enhancement, part.

G

Juanita has a comment.

D

Yeah we talked about I mean we've talked about already about the foundation using it as a way to get more money matching fund, which is what Ed said right. I mean I. Think that's a wonderful thing, the five the the 500 000 that we were talking about. We didn't talk about specifics, so certainly there can be something in place where the money is given in increment. It's not given all at once and that wasn't my idea. I, don't know about you Al, but I. Didn't I, wasn't saying: let's write him a check for 500 000..

D

We were just saying this is something they're asking for and probably something the amount it's going to take for them to get this endeavor off the ground, but we never talked about specifically giving them 500 000, all at once, I mean it could be done in increments. It.

F

D

Happen and all at once, that's.

F

D

Not opposed to doing anything like that um also not opposed to that million being used, like Ed, said to see if we can get people to match that amount, but I, but I I do believe that this money needs to be used to the benefit of the renovation and, however, whatever form it's.

G

D

G

Agree with Juanita on all of those points, yeah.

B

Other comments.

A

Well, uh to follow up on what Juanita just said: um we've touched over this lightly in previous conversations, and perhaps we need to actually put it on the agenda. That is a discussion about how, in the ongoing fundraising for the new or renewed Library, that we also replenish a trust fund.

A

um You know in all my years of nonprofit I've preached the gospel of endowments which people you know regularly evade and invade. You know whether they have it or want to have it, uh and you know this is in a sense the the library's endowment. Well, um you know don't hold too strictly to that term. The point is, uh we should really be thinking not only about getting the library done, but in the long run, how can we re refresh renew this trust fund as well.

A

B

I hear Ed: okay, Ed did you I I just want to say, I agree with you David on the endowment concept. uh The organizations I belong to all have.

F

B

And when you hit the hard times that that helps you out and.

G

I've always argued for endowments. The problem is the return on endowments of what we have is would be minuscule. We we wouldn't have much that's the problem right now with endowments, all you can do is spend the earnings from it the interest basically- uh and you don't really have a good return at this point, and that's that's the argument against endowments at the current time. So.

E

Yeah well, there's no reason why we can't charge our foundation with helping us replenish that trust fund once this project is starting to move on. There is no reason why we can't ask the foundation. You know we need to continue to feed that trust fund, maybe it that would cause us to find a different purpose for the trust fund once we feel really confident that our foundation is going to take care of those things that maybe the city always expected us to do like roofs and things.

E

You know we can say that that trust fund is defined as a different type of of investment that we've never had before. If that makes sense- and you know, then we ask our foundation to help us go out and find people that want to invest in that trust fund or whatever endowment whatever you want to call it, but I I agree that it's I don't think we want to spend it down by any means. I think that I think the next phase for this board is to talk about what does that trust fund?

E

Look like once we have this one: wonderful, Foundation, pumping money into the OR into the library meeting the needs that we have for the library, infrastructure and Facilities. What what's our role here um and what do we need to to focus on so good point.

D

Well, I mean I think that the foundation would be the perfect entity to put more money into the trust. I personally, don't want to do. You know, become a a foundation that is also doing fundraising, I mean not a foundation I'm, sorry, a AKA, a trust that is also doing fundraising. We're not going to go into fundraising, it has to be the foundation or, if the friends wanted to, you know, contribute to the um the trust to bring that up.

D

That would be something else, but I personally, don't think that the live that the trust fund members need to go out and start raising money that doesn't make any sense to me.

C

um I just wanted to add I I feel like um historically. The long-term goal of the trust fund, like Juanita, was to really um for the benefit of the library and I feel like raising the we have 1.7 million dollars and we need to allocate some of it to the renovation. Because that's the point, the point of the money was to raise money to renovate this Library.

C

We need to tell the city we are committed to this project and put put the money behind it and then the the long-term goal is that the foundation eventually takes the place fund. The foundation becomes the fundraiser, the one who develops the endowment, the one who supports all the all of our needs that are supplemental to our existing budget. So the goal of this of the trust fund is to spend it or the library and not hold it. um Like Juanita said it's not a rainy day fund.

C

It's it's a well, you all can say what it's for, but I believe it needs to be for the renovation and we need to, and we've got three years to spend it. So um you know you either pledge it now and um decide where which place is going to go or or whatever you know you pledge money for the Wellwood, Murray, Memorial, Library renovation as well, so I think uh it's you need to say what it's for and how much you're willing to punch.

A

My understanding, though, of the strategy, this group, as a body has taken to address the renovation to to show its commitment to that is by investing in the work of the foundation, which, in turn, will uh do fundraising to you know, multiply those talents to use a Biblical metaphor.

A

um So it's not as if we're uninterested or not doing anything about it, I mean that's the really the point of whether it's 500 or 100, or 1 million in the in the um on the foundation line.

F

B

um I, don't know if there's any support for this, but uh I'd like to recommend that we lower the amount of money going to the foundation and move the money into the library renovation. This would be a fluid budget. This would be a temporary move and then, if we want to give more money to the foundation, then we can give more money to the foundation.

G

How much are you recommending we give to the foundation I'm.

B

Saying in the line item right now give them 200 000.. They can come back to us with other proposals for additional funds, but I also want to see some proof for the money we have if we're getting a dollar per dollar turn back. It's to me, it's a not a good investment.

G

You made a matching dollar for dollar.

B

We give them 200 000 and they give us 200 000 back right.

G

B

Not what we want to.

G

Be well no, no, you would expect 400 000 if it's a match. Yeah. Okay, a minimum of four hundred thousand right.

B

D

We're going to so we're telling the foundation we're going to give you 200 000 to begin with, and but you can always come back and ask for more right.

B

D

So then, at that time we would decide whether we want to give them more or not, but they have that option. It's not just 200 000 do what you can with it.

G

Yeah based upon their performance, basically right, yeah I'm, fine with that proposal, Craig I I, don't know about Juanita, but I'm. Fine with that.

B

Other board members trustees, Ed.

E

I don't know if I support that um I feel like not so much. The dollar amount correct for the the foundation, I I'm, I. Think I'm. Okay, with that I think that um from I think that we should, if I'm understanding this document, that came from the committee, we're setting aside a half a million dollars of our budget to fulfill. That's. Why I asked that question early on to fulfill a foundation request if you're worried that the foundation is going to say?

E

Oh, they budgeted a half a million dollars, we're going to ask for a half a million dollars.

E

um I I understand that, but I mean they may come back and say we need 250 000 and we give them the 250 000 dollars. Are you concerned that they're going to ask for a half a million because we have it in the budget and that's why you want to reduce it or what? What's your concern about? Reducing it? I, don't I! Guess I'm not following you! He.

G

Wants more money I think about the abandoned imbalance? Is what you're, after you're worried about ending up with 179 000 or whatever, uh as too little? Is that an accurate reflection.

B

That's part of it. The other thing is um I, don't know if it's good motivation for them to know that they have a half a million dollars in their pocket already.

B

I would think better motivation is that we will support different activities as they come forward that we feel are going to be successful, because when we looked at that original quest for five hundred thousand dollars, we had some concerns and questions about it.

E

B

Now, with this budget, we're giving them a check.

E

I, don't see it that way, I I, don't see it. That way. I still think that that discussion is not done yet. If they came in tonight and said, we need a half a million dollars. I, don't see anybody on this. These pictures in front of me that would write them a check for a half a million dollars without scrutinizing that request and making sure it's what they really need and what we feel they they should get so I I'm, not as worried about that.

E

If that's your concern, I think that um but I think you're saying the same thing we're going to put 300 and if you come back and ask for more we're going to consider more. What's the difference, I I, don't that's where I guess: I'm struggling yeah.

A

Well, it seems to me there's a difference between a budget like this. That shows an intended maximum possible allocation and uh the approval of a given expense at any. Given time- and we might say, let's say we kept 500 in there, but we might actually only disperse 224.

E

Right right, I guess: that's what I'm I'm I'm by the way I'm I'm not trying to be difficult. Craig at all, I I, know: you're, you've always been concerned about the request from the foundation, but I think that I I don't think that we would just simply write them a check without fully agreeing that the check we write is what they, what they should get and what we should be able to give them now, with our restrictions with our direction or how they should spend it.

E

uh Whether it's a hundred thousand or five hundred thousand I'm I feel like we're more in control of than.

G

That are, we allowed to tell them how to spin it. I thought we.

E

Weren't well, if it's our money, I think we can give them a restrictive fund. We say you know you can use this hundred thousand dollars for this purpose. That's anybody who gives them money it could be restrictive and how they.

G

Use it I just was under a different Impressions, but that's fine I, like.

B

Your interpretation: how to invested.

D

I, don't know that we are going to actually tell them how they can spend it right, they're, going to present what they're going to do, how they plan on spending it, and then we can say: well, we think that's a terrible plan or we can say. Yes, we think that's a great idea here you go: here's your 200, 000 or whatever it is that they're requesting at that moment, but not telling them how to do it. Just agreeing with their method or not agreeing with their method of raising money. Well,.

E

I remember the discussion we had on the last request. I mean we were very concerned about some of their things and went and sent that back to them and said: no we're not we're not going to pay for this. We're not going to pay for that right. So I mean we've already kind of had this exercise where we just didn't write them a check for their request. We we told we sent them back to the drawing board and we now have an mou.

E

That's going to be in place, it's going to even be a better tool for us and that's true to uh give them money, but I mean I I, just whether if we close the door to the full amount, Craig I just want to make sure that we understand that it is our foundation. I've said that a million times you're sick of me saying it, but if they come back and and they have a worthwhile that we're still going to consider giving them more money, I mean I.

E

Just don't I think that we need to support the program if it's going to meet the needs of the library.

B

And I agree with you, but when I looked at that five hundred thousand dollars earlier, there was a lot of question marks. I had that.

C

B

That I didn't want to fund so.

H

B

Saying giving them the 500? Now it's not looking like we were making any cuts on that 500 original request.

G

But we're not, but at the same time we're holding them accountable. We're not writing the check until they present a plan that we agree to is what I'm understanding both Juanita and and uh Ed had said. I'm fine with that uh subject to a plan on how they do it with the understanding the intent is to use it as a matching, whatever incentive uh to get more money, but yeah, I, I. Guess with the caveats that both Juanita.

F

G

Ed have outlined I'm comfortable with it, so, okay.

B

All right uh can I have a motion. Please.

E

Well, Craig did: are you going to amend the? Are you amending the budget I mean because you're on the table right now we have that you I.

B

Did not have a second.

G

Okay, it died; no, it died, then I would propose I guess on behalf of what we did, uh that we accept the budget changes or the budget of the changes. I, don't know how best that to word.

G

This is outline in the February 1st memorandum uh from Genie to the library Board of Trustees, based upon the meeting that Juanita and I had with her that you uh and we adopt those recommendations with one exception, um and that is that the 500 000 for that was that was rather than going to the city go to the foundation. That would be the one one change to that: I can clean the wording up to that, but that's the distance. That's.

B

C

B

C

Was the last part you said about I'm sure I understand was.

D

G

C

Sort of million dollars or.

G

No, no I'm, sorry, the 500, 000. I, I'm, really, sorry, yeah! No, oh wait a minute! Yes, no, we did talk it. No, it does say the five hundred thousand no I'm I'm confusing myself. Now this meetings.

D

Never going to the city.

B

Yeah, the concern was about what to do with the library renovation money who that.

G

Was that was it the library, and that was the.

B

One yeah I just think if we leave it as Library renovation, I, think that gives us the flexibility. Okay,.

G

Fine that makes it easier. Yes,.

B

I

G

Yep and then basically it's it's a green or or endorsing or uh recommending the budget changes, as suggested in the proposed budget. um As outlined in that memorandum of February 1st.

B

All right, so it's uh your page three of.

G

B

uh Material 7A page three.

G

Oh wait: did we have a motion on that.

B

Yeah, you made the motion right.

G

Did we have a second throw on the vote? I guess.

B

What in for the second foreign.

C

On the library renovation, um the million dollars did you say where you would like to direct that or just create an account? That's earmarking that money for the renovation.

G

Yes, create an account that here marks money like.

C

The memo says, okay, but it doesn't say who it goes to. It just said: it's their March.

A

Right, that's the critical difference. Yeah.

B

That's it's written here, yeah! Okay! So while you have a first and David gave a second any further discussion.

B

Okay, roll call.

C

Okay, uh Craig borbaum.

B

C

Juanita Garner, yes,.

C

um Al Jones, yes, Ed McBride, yes,.

A

C

A

C

So the motion passed four two one was um Craig borba voting now right.

B

And I just wanted to put more money into the area of renovation. So explanation of my quote: okay, so let's go to 7B.

B

Library infrastructure renovation discuss and approve a scope of service to be listed and request for qualifications. That is in your agenda and it is huge.

C

Page 17. in your packet: yes, the.

F

C

B

Oh Jenny, do you want to take us through this? Please sure.

C

um The um the city has uh wants to be absolutely clear or get your Clarity to make sure that we have included all of the uh recommendations that you have when we create the scope of work for a request for qualifications for the pro for the renovation project. So uh I just just want to make sure that, um as it's listed here, that that I've captured all of the things that you all are interested in having designed and price quoted from Architects and designers, um and does that make sense.

G

I just want to I I thought it was a pretty complete list. I I, don't personally have anything to add, but.

C

I wanted to make sure that I captured what you wanted.

I

C

Necessarily mean that this work will all happen, but at least it will become part of the scope of service.

F

C

Will design for it and then come up with a price that we can then we, the city, the city, can then decide that's the way they want to go or if, if they need to face some of that and.

G

Whoever bids also can expand Beyond just what the minimum requirements are as well, so yeah.

C

They can give their professional recommendations too.

G

C

B

C

B

Genius I had brought up earlier that can the design include that the facility be plumbed electrical and everything else so that, if we want to add an additional building, it would be an easy hookup.

C

Yes, um you did say that.

C

I think I can say something about future.

F

C

Proof If, you will the um electrical and plumbing services.

F

C

Essential expansions.

F

C

I did request an expansion expansion, though yeah I see it under s.

B

F

B

Yeah, as you have it, I just want to make sure that the with the money that we have we can design it so it'd be easy to add to the building right.

B

um The other thing uh I'm, sorry to bring up a horse, we beat to death. um Does the library trust fund a budget that we just made? um Would Library renovation?

B

Does that leave out the frey building, or does that include the frey building.

C

um The city has budgeted the money from measure J for the JC Pride building renovation, so they're they're responsible for that building renovation. That includes the budgeted in their Five-Year.

B

Plan does that include the interior? Yes, okay, good.

C

Yeah so um there's a different price point: um okay,.

B

So I'll figure that.

C

D

B

Can add you can add my concern in there with the permission of the other trustees is, is that okay? Yes,.

G

Oh absolutely yeah, all.

B

Right, thank you. So if you can make that addition to this memorandum- and we need to vote on this- is that correct? Yes, we do.

F

C

Yes and then what I'll just tell you, what what will happen next is that uh I will work with uh I will work on a staff report, um I'll work with procurement and engineering and we'll we'll we're going to then ask the city for permission to put out an RFQ with these items in the scope of service and then they'll get uh either a chance to just approve it or um comment and make changes of their own. So we want to make sure that you all have um put in your.

C

You know everything that you've asked for well,.

G

I I make motion to adopt this or approve that list with Craig's Edition.

B

Is there a second I'll.

D

Second, that Thank.

B

You Juanita any further discussion on this any other additions. Anybody would like to make okay see none. Okay, um roll call, please Craig.

C

B

C

Garner, yes, Al Jones, yes,.

G

C

G

C

E

C

Motion past five to zero I think that was the fastest easiest motion. I've ever seen.

G

Because it was so completely written out with the level of detail, alphabetically.

C

G

Add I, like the alphabetical Arrangement, quite frankly,.

C

B

C

That's the librarian I.

B

Mean your presentation, yeah.

F

B

You, okay, uh Roman numeral. Eight trustees staff comments, future agenda items uh Genie, you have one future agenda item mou. Thank you.

B

Okay, uh with the uh discussion that we had at our last trustees, meeting uh number of concerns were brought up by the foundation uh to change the mou. So uh Genie has sent the mou to the attorneys they're gonna consolidate it, and then we need to review it now. The question is: do we want to review it in the subcommittee first or the ad hoc committee first and bring it to the trustees or bring it directly to the trustees I.

G

Would bring it directly to the trustees? I think we're a small enough group, but.

B

Ed on that, because you were on the sub the ad.

E

Hoc I, agree, I think the subcommittee's work probably is done at this point so and we've all been familiar with it. Why not bring it back and let's move it along and yeah what the feedback is? I, don't know if you and I would have any changes to that without wanting to come to the full board anyway, right.

B

Okay, uh any other comments on this Juanita is your hand up I'm, sorry,.

D

No, no, no I'm, fine.

B

Okay, okay, um then, let's do that uh Genie, let's put it on the next board agenda and if we can get that out to the trustees ASAP, so that discussion will go smoothly. Sure no problem, all right! Thank you.

B

um Other items uh there is a ad hoc committee being set up for I. Think it's next week, Genie uh with the friends and the foundation regarding naming rights. So we will report that information back to the trustees at our upcoming board meeting. uh There's a couple of things we need to to hammer out so that both groups work successfully together and nobody step on anybody else's toes any other comments from trustees or staff.

C

I would say thank you thank you for supporting me and my budget and the library and you're right. We're gonna make this a great place, and it's going to be even better when we're finished.

B

Yes, you are okay, all right uh hearing, nothing I will adjourn the meeting. Our next meeting is March 1st at 5 30, and will that still be zooming or can we meet in person? So I can see what these trustees look like.

G

And person's fine with me.

C

I'll see we'll see, we've still got a lot of um a lot of issues, I'm actually on a covet exposure myself again, so it's not um I test. A negative I just have to wear masks but um yeah. It's it's still going around. So uh we're still having issues and amongst ourselves.

G

But it's going to go around for the rest of our lives, we're going to end up with annual vaccinations! That's what's coming out of Washington.

C

They know say no.

G

F

C

I'm going to stop recording but um we'll see if we can be in person I'm not sure, but thank you.