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HomeMy WebLinkAboutMinutes - Library Promotion Committee 02-21-2018cc yI r- CITY OF PALM DESERT REGULAR MEETING OF THE PALM DESERT LIBRARY PROMOTION COMMITTEE APPROVED MINUTES Wednesday, February 21, 2018 — 3:00 p.m. Administrative Conference Room 73-510 Fred Waring Drive, Palm Desert, CA 92260 I. CALL TO ORDER Chair Kermode convened the meeting at 3:15 p.m. II. ROLL CALL Present: Absent: Member Lois Cardona Member Marilyn Hahn Member Ella Manor Vice Chair Barbara Rosenberg Member Carol Marcuse Chair Louise Kermode Also Present: Kathleen Kelly, Acting City Council Liaison Rachelle D. Klassen, City Clerk Maria Sunio, Director of Operations Sue Duran, Desert Zone Manager Michael Mason, City Librarian James Gallagher, Special Events Coordinator Eileen Strain, Palm Desert Library Volunteer Coordinator Karen Gonzales, Friends of the Library Connie Swanson, Guest Grace L. Rocha, Recording Secretary III. ORAL COMMUNICATIONS Chair Kermode asked about the Economic Development Agency (EDA). Ms. Klassen explained it is an agency in the County of Riverside, and library services were put under the Economic Development Agency at the County. It's their job to promote everything from tourism, jobs, attract and retain businesses and industries in the County, and it was the Board of Supervisors choice that libraries fit into their programming, which is the reason libraries are under their supervision. APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 21, 2018 For example, just as the Library Promotion Committee is overseen by the City Clerk's Office, Library System Services (LSS) is in the County under the Economic Development Agency. IV. CONSENT CALENDAR A. MINUTES of the Palm Desert Library Promotion Committee Meeting of October 18, 2017. Ms. Sunio requested revisions/corrections be made on pages 3, 7, and 8, which will be reflected in the final version. Upon motion by Member Manor, second by Member Marcuse, and 4-0 vote of the Committee (AYES: Cardona, Manor, Marcuse, and Kermode; NOES: None; ABSENT: Hahn and Rosenberg), the Minutes of the Library Promotion Committee Meeting of October 18, 2017, were approved as amended. V. NEW BUSINESS A. ELECTION OF COMMITTEE CHAIR AND VICE CHAIR FOR 2018. Member Manor nominated Carole Marcuse to serve as Chair of the Library Promotion Committee and the motion carried by a 4-0 vote (AYES: Cardona, Manor, Marcuse, and Kermode; NOES: None; ABSENT: Hahn and Rosenberg). Member Manor nominated Lois Cardona to serve as Vice Chair of the Library Promotion Committee and the motion carried by a 4-0 vote (AYES: Cardona, Manor, Marcuse, and Kermode; NOES: None; ABSENT: Hahn and Rosenberg). B. INTRODUCTION OF MARIA SUNIO, DIRECTOR OF OPERATIONS, RIVERSIDE COUNTY LIBRARY SYSTEM. Ms. Klassen reported that Ms. Sunio was announced this past quarter as the Director of Operations with the Riverside County Library System. Ms. Sunio stated that this June she will have been a professional librarian for 25 years. In her previous work, she was an editor for an engineering association, but her first professional job was working for the Queen's Library in New York where she served for 81/2 years. Once married, she and her husband moved west, and she started working for Riverside County in various capacities throughout the years in the cities of Upland, Wildomar, and most E APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING recently in her current position for three say that one of her first tasks was to hire and she selected Ms. Sue Duran. FEBRUARY 21, 2018 months. She went on to a Desert Zone Manager, C. INTRODUCTION OF SUE DURAN, DESERT ZONE MANAGER, RIVERSIDE COUNTY LIBRARY SYSTEM. Ms. Duran shared she has lived in the Coachella Valley all her life, and by chance was able to get a job at the Palm Desert Library at entry level in September 2000. Since then she worked at the Coachella Library for 9'/2 years, received her Bachelor's Degree in Computer Information Systems, worked as the Young Adult Librarian in Palm Desert for 2 years, transferred to Thousand Palms Library, promoted to La Quinta Library and worked there for 3'/2 years. Most recently, she accepted the Interim Zone Manager position, and now she is officially the Zone Manager as of December 1, 2017. She shared she loves her job, knows all the branches, and she has known Ms. Sunio for a long time. She went on to say she recently hired her replacement at the La Quinta Library, Elizabeth Baez who comes from Indiana. Additionally, she hired someone for the Cathedral City Library where they were lacking a manager. Her office is at the Palm Desert Library next to Mr. Mason's office. D. DISCUSSION REGARDING LIBRARY PROMOTION COMMITTEE PROGRAMMING. Ms. Klassen noted the City has had a complete turnover in the City Council in the past four to six years. The members that had served before were long tenured, serving 10-, 20-, or 30 years, and they were the ones that had established most of the standing advisory committees and commissions for the City. Now that the City has new Councilmembers at the helm, they would like to know what the committees are doing, if they're happy with what they are doing and/or would they consider consolidation with another body, etc. Basically, the City Council wants to hear from its standing committees/commissions, the Library Promotion Committee (LPC) being one, which is why it's an item on the agenda. In the packet she provided a copy of the Resolution establishing the LPC adopted in 2001. She hoped the Committee had time to review the documents as they relate to future programming of the LPC. From a City staff perspective, the Library is run by the County, and they take care of things for the City. She acknowledged the Committee didn't always meet monthly, mainly due to lack of agenda items to review. However, when there is something that needs �3 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 21, 2018 programming -type input from the community, City staff brings it forward to the Library Promotion Committee. She asked members if they would ever consider consolidating with another body if there was to be such a thing. Councilmember Kelly added the City Council greatly appreciates members giving of their time to this service and wants to ensure the work is fulfilling and worthwhile, which is the real reason for inviting this discussion. She asked if Committee members had ideas of how to make the work more worthwhile, encouraging them to think big about how they felt this Committee can play an effective role in achieving the mission of the Library. Chair Marcuse questioned what other committee or commission would it be joined with and how. Councilmember Kelly replied it was an open question, but she really didn't want to start the discussion there, because the goal wasn't about consolidating, it's about making sure members' time is well spent. In some cases, there might be committees who decide consolidation is the best way to respect their time to assure that meaningful work is happening. She said no one was starting from the perspective that the Committee has a good consolidation partner. Member Manor shared the Committee is a necessary one because it views the Library from a customer's perspective, who likes things done a certain way, and the Library has changed over the years. The Committee will be needed, especially if the Library expands into the bigger building, when it will want citizen input on how the new space should be utilized. Chair Marcuse said this was a promotion committee, so she wondered what it could do to promote the Library, because one hears about what's going on in Rancho Mirage. Although she recognizes there's a difference in how it's governed and organized, some of the things being done there could possibly be done in Palm Desert to get more people and excitement about the Library, because it's a great resource. Member Kermode stated she didn't know who the Committee could be combined with to be more meaningful. Responding to question, she said she's been a member of the Committee for five years and believed she was doing meaningful work. She added that maybe 2 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 21, 2018 there was more she could do, but she didn't know what that would be. Vice Chair Cardona stated that as she gets older and looks back, she tries to think of more ways to use the Library. However, she didn't quite know what people today need in library services, and she also didn't know what they think they need. Chair Marcuse said technology had a lot to do with it, and kids today know how to use a computer. She personally would like more information on how to use the computer, adding that with e-books and other things, the world is only going to get more technological, and people need help in being able to keep up. Councilmember Kelly asked staff about how this Committee might better support the mission of the Library through its work. Mr. Mason pointed out that Ms. Strain handed out a flyer encouraging people to sign up as volunteers, because the Library values them. He said many volunteers have stepped up in assisting the Library with answering computer and printing questions at special events, programs, etc., and he's going to think about how to approach recruiting volunteers to help with the technology aspect. He said the LPC provides outreach to those demographics that staff can't always reach, and Committee members know of people looking for something to do in their spare time, especially with retirees and snowbirds coming back each and every year. He recalled this same question was posed last June when it was dealing with communication between agencies in the multi -agency facility, those being College of the Desert and the City. He and staff are employees of the Library Systems and Services through EDA of Riverside County; sometimes messages get lost between agencies and things he'd like to see get done, don't happen. He didn't know what this Committee can do in that regard other than to reach out to the parties. Member Kermode remarked that maybe their purpose was to be a liaison between the public and staff. Ms. Duran asked what exactly members do for staff. Member Kermode responded that the Committee provides input on programming, offers suggestions for better timing of shows, and makes suggestions for the set-up of programs. 5 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 21, 2018 Mr. Gallagher stated that brainstorming about audiences would be useful. Because even though the Library provides services to preschoolers, teenagers, seniors, veterans, and computer users, including infants where staff reads and sings songs to them on Monday mornings, he was sure there are different audiences it hasn't thought about in an organized way, which is where he felt there was room for expansion of Library services. Ms. Klassen apologized for talking too much about consolidation, but City staff is very lean and works hard to keep up with demands of the public. Being the City's liaison to the Library Promotion Committee is just one of her hats, which she was happy to wear. She didn't chime in earlier so as not to color the discussion, but the City doesn't receive complaints about the Palm Desert Library, and it was still the second busiest branch in the County System. If there's a notion that the Library is not being fully utilized, that would be mistaken, because it often has to monitor college students or the golf expo folks from using the parking lot so that Library patrons can park there on weekdays and weekends as intended. She hears comments from colleagues that they take their children to the Library for story time, events for the teens and preteens, and they enjoy it very much. The Palm Desert Library gets compared to the one in Rancho Mirage, but she likes to think that one is very glitzy and well endowed, and Palm Desert's is for everyone. She said you didn't have to be a resident of Palm Desert to use the Library, adding the City welcomes everyone to its events, to check-out books, or just cool off on a hot summer day. Her point being that the Palm Desert Library is being well used. Ms. Sunio commented that Library staff was fairly new to the Desert, in that she and Mr. Mason have been in their positions for 1'/2 years, and although Ms. Duran was a local resident, she was just recently hired as the Desert Zone Manager. Therefore, having a long-standing committee provide input was helpful to staff, because members have other networks that staff doesn't. Additionally, it's always helpful to get feedback from residents who are vested in such a service and staff was here to serve. VI. CONTINUED BUSINESS None APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 21, 2018 VII. OLD BUSINESS None Vlll. REPORTS AND REMARKS A. Council Liaison (Councilmember Kathleen Kelly) Councilmember Kelly said she had no City Council action to report, but she did appreciate the discussion and found it informative. B. Librarian (Michael Mason) 1. Library Parkina. — a) He appreciated the City's assistance with parking during Pete Carlson's Golf & Tennis Expo in that there were no complaints; b) he asked if anyone on the Committee can inform the McCallum Theatre to also advise the Library next time they have a big event. Chair Marcuse replied she could assist with that because she happens to know the operations manager there; she will let him know about the parking issue. 2. 2017 Lookina Back and 2018 Lookina Ahead Handout — He went over the 2017 Activities & Events, Operations, Staffing & Volunteers, Outreach, Statistics, and his plans for the Library for 2018. Most notable is the 2018 Summer Reading Program, which this year will not go into August; it will only run during the months of June and July. As far as operations of the facility, he believed the Library needed a maintenance person, even if it was someone that could be on call, which is where the Committee could assist in advocating on staff's behalf. In conclusion, he also pointed out that the Palm Desert Library was the 2"d busiest branch in Riverside County Library Services. 7 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 21, 2018 C. Special Events Coordinator (James Gallagher) Mr. Gallagher provided a handout and reported as follows: Events & Activities Brochure - Expenses for both production and printing, which includes design, layout, and production process was costing $2,800 to $2,850, which was unsustainable. They went out to bid and found a top-notch design man who produced the winter brochure covering December, January, and February; the spring brochure will go out next Thursday morning. The total package is costing about half of what it previously cost, and he was grateful to the Friends of the Library for their willingness to underwrite it. There was discussion about where the brochure is currently distributed and where it can be delivered in the future. 2. Vietnam War 18-Hour Documentary Series — This was the award from the American Library Association (ALA), and he is finishing up his report, which is part of the obligation to the ALA and PBS for providing the grant, stating he was honored that the Palm Desert Library was chosen. 3. Chef's Table and Sundav Sounds Series — Attendance at the two signature series has been in the upper 80's and 100's, stating last year they were in the 50's and 60's. The best - attended Sunday Sounds concert drew 115 people, so attendance is excellent this year. 4. Author Talks — He reported that in a three-month period, they will have 15 speaker events, explaining "The Author Talks" are speakers who have authored books and the "Frankly Speaking" events are speakers without books. He shared that he was pleased with the enthusiasm from members of the public. Also, there is a lot of interest in children's programming, so he will be working with the new Children's Librarian who came on board two weeks ago. D. Volunteer Coordinator (Eileen Strain) Ms. Strain provided the January and February Volunteers Report, pointing out there was a slight change to the January report indicating total volunteers for December 2017 should have been 28 instead of 254, and the total volunteer hours for 2017 is 254 instead A APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 21, 2018 of the 28 hours she indicated. When comparing the 2016 and 2017 numbers, the report shows there has been an increase in volunteers. She went on to say that she has been aggressive with her outreach with the Homebound Program, and the details are in her report. She noted that she added a special dress code for the teens, and it is attached to the Volunteer Application. She asked about working on the Homebound Program after hours, because she recalled Ms. Klassen was hesitant about her doing so. Ms. Klassen explained that she was responding to what would be allowed from the City's perspective, because it was about liability, but it would be up to Ms. Strain's supervisor to give her the clearance. She said the City loves what Ms. Strain is doing, but it wouldn't want anything to go wrong. Mr. Mason confirmed he received the Certificates of Insurance with the individually named parties at stake, like the Recreation District, being included. Ms. Strain thanked Member Manor for arranging to have the Homebound Program put in the Hope Lutheran Church Bulletin. E. Friends of the Palm Desert Library (Karen Gonzales) Ms. Gonzales handed out the Financial Report dated February 21, 2018. She reported the starting balance as of October 6, 2017 was $47,704.40, and the income since that time has been $10,422.03, which was mostly book store sales. She went on to share the successes they have had with the cook book sales, Amazon book sales, and the volunteer picks. Under expenses, the printing of the brochure was probably the highest item, but it will be considerably less going forward. The book store expenses include postage and the newly designed envelopes, adding that the greatest expense went toward adult programming, stating the amounts are indicated in her report. Mr. Gallagher explained that for the adult programming expenses, speakers are paid about $150 per event and sometimes $175 if it's a repeat speaker that has done it many times. As mentioned in his report, they are holding 15 events in a three-month period, plus the Chef's Table. He said Friends of the Library covers the expenses for the Chef's Table, and again, it's $150 per event every Thursday from November to March. He pointed out that the money for the Sunday Sounds Concerts, which are more expensive, is City 9 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 21, 2018 money that goes to EDA and cycles through back to the Library, stating this was separate from Friends of the Library. Ms. Gonzales stated that in January they had a reception to recognize Lifetime Members of Friends of the Library. A presentation was provided informing them about the things that are happening at the Library, and she provided a tour of the facilities. Turnout was not as great as hoped. She's beginning to think that Lifetime Members are aging out, so perhaps younger members need to become Lifetime members. In conclusion she shared Friends spent $1,000 for the lobby display to house the books received from the Literary Society of the Desert. Mr. Mason said he's been so impressed with Ms. Gonzales' bookkeeping and the way she approaches things. He also announced that Ms. Gonzales is President of the Desert Friends of the Library Association. Ms. Strain pointed out that Ms. Gonzales is not volunteering 20 hours a week like so many are, she is putting in 75 hours per month, and this is month after month. Ms. Gonzales reported she had asked former LPC member Joan Beasley to audit the financial records. It was bothering her that she was writing checks to herself, because she was reimbursing purchases made with her credit card. She resolved that issue by obtaining a debit card that takes funds directly out of the Friends Checking Account, so she no longer makes checks out to herself. She's happy to announce that Ms. Beasley went through the books and gave them back to her with a very nice report. Member Manor said she was very pleased with the business model Ms. Gonzales has at the book store, because she was very concerned before, but it all now looks like it's coming out fine, adding she sees her there working all the time. Ms. Gonzales thanked everyone for their kind comments, stating she felt she was making a valid contribution. F. Committee Members None 10 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 21, 2018 G. Staff None IX. ADJOURNMENT With Committee concurrence, the meeting was adjourned at 4:38 p.m. Gra L. Rocha, Recording Secretary 11