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HomeMy WebLinkAboutMinutes - Library Promotion Committee 09/21/2016CITY OF PALM DESERT REGULAR MEETING OF THE PALM DESERT LIBRARY PROMOTION COMMITTEE APPROVED MINUTES Wednesday, September 21, 2016 — 3:00 p.m. Administrative Conference Room 73-510 Fred Waring Drive, Palm Desert, CA 92260 I. CALL TO ORDER Chairman Kermode called the meeting to order at 3:02 p.m. II. ROLL CALL Present: Absent Member Joan Beasley Member Lois Cardona Member Marilyn Hahn Member Ella Manor Vice Chair Bobbie Rosenberg Chairman Louise Kermode Also Present: Sabby Jonathan, Councilman Rachelle D. Klassen, City Clerk Janice Akel, City Librarian Eileen Strain, Palm Desert Library Volunteer Coordinator Daria Wood, Youth Committee Member Carol Marcuse, Visitor Grace L. Mendoza, Recording Secretary III. ORAL COMMUNICATIONS Member Beasley requested the Committee consider adding two items under Old Business, an update on the books the Library loaned to the Westfield Mall Program and an update on the Library's Veterans Center. Upon a motion by Vice Chair Rosenberg, second by Chairman Kermode, and 4-0 vote of the Library Promotion Committee (AYES: Beasley, Hahn, Rosenberg, and Kermode; NOES: None; ABSENT: Cardona and Hahn), the above -mentioned items were added to the agenda under Section VII, Items D and E. (Please see that portion of the Minutes for resulting discussion and action.) APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING IV. CONSENT CALENDAR SEPTEMBER 21, 2016 A. MINUTES of the Palm Desert Library Promotion Committee Meeting of March 2, 2016. Upon a motion by Member Beasley, second by Vice Chair Rosenberg, and 4-0 vote of the Committee (AYES: Beasley, Hahn, Rosenberg, and Kermode; NOES: None; ABSENT: Cardona and Hahn), the Minutes of the Library Promotion Committee Meeting of March 2, 2016, were approved as presented. V. NEW BUSINESS A. INFORMATIONAL REPORT ON THE CITY OF PALM DESERT'S MEASURE "T" APPEARING ON THE NOVEMBER 8, 2016, GENERAL MUNICIPAL ELECTION BALLOT. Senior Management Analyst & Public Information Officer David Hermann provided an educational presentation on Measure "T" that will be on the November 8, 2016, General Election ballot. B. INTRODUCTION OF NEW DESERT ZONE MANAGER JAKE BARILLARO. Ms. Klassen noted that Mr. Barillaro was unable to attend the meeting as he had a prior commitment. Ms. Akel stated that Mr. Barillaro has been in the position of Zone Manager since March. He came from the Perris Library and has been with Library Systems & Services (LSS) for a number of years at different libraries. She said the Zone Manager oversees all ten County desert libraries, the Bookmobile, and the La Quinta Museum. This week Mr. Barillaro is attending a Mental Health Workshop in San Diego, which is aimed at helping people in public positions, such as in the Library, on how to deal with people with mental illness. C. CITY LIBRARIAN JANICE AKEL'S UPDATE ON ACTIVITIES, PROGRAMS, AND SERVICES AT THE PALM DESERT PUBLIC LIBRARY. Ms. Akel reported the Library has had a busy summer, in that all the stats show they have been in an upward mode. There has been an increase on book checkouts, number of people using the self -checkout counters, and an increase in the number of new 2 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING SEPTEMBER 21, 2016 Library cards issued every month. There is also an upward trend in attendance, which has been between 20,000 and 25,000 people per month. She said Palm Desert is the second busiest library in the Riverside County system; an 8.3% increase from last year, pointing out that Temecula is the only other library that is busier and bigger. During the Summer Reading Program she had to turn people away because they had reached maximum capacity in the Library Community Room, which is able to accommodate 200. The good news is that the Library is really busy and active, and it's very noticeable. She went on to report the following staff changes: Alice the children's librarian is out on extended leave, so she's trying to cover all the children's programs during her absence; Paige, the youngest staff member, received a full scholarship and has gone to Italy for two years to study; another staff member obtained her teaching credential and got a job in the Valley; and Kaz Akers resigned in early August from her position as Special Events Coordinator. She said the Library lost a number of people, but they are fully staffed again. They hired two UCLA graduates and a teacher, who has had lengthy experience teaching K-12 students, including working with support groups. She noted that although some of the newly hired didn't have direct library experience, they are well educated and have a wide range of experiences. The staff is pretty diverse in that they range from ages 22 to 85 and represent all of the communities. The Library also hired James Gallager to fill the Special Events Coordinator position, stating James went by the name of "Jiggs." He is an experienced public relations and communications director and has spent a long time working in that capacity at the University of California, San Bernardino. He's done music, theatre, critic work, is an ex-news/TV director, and seems to know everybody. He has good connections with The Desert Sun and local TV channels, and will be an excellent addition to the Library. Following is Ms. Akel's report on the Library's programming: Summer Reading Program — The Program had more than 600 kids participating, issued more than 300 new library cards to children, and attendance was beyond full capacity. The program had sponsorship from local businesses; they didn't contribute money, but they did donate prizes, such as bicycles and family trips to the Palm Springs Tramway. 3 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING SEPTEMBER 21, 2016 Palm Desert Library Fall 2016 Brochure - The Library will have full- time programming, with 26 events scheduled for October and 23 in November. She called attention to the brochure, which showcases upcoming events; it includes the Library's Mission Statement and calls for volunteers. Palm Desert Special Events - The tri-fold handout includes the Sunday Sounds and Chef's Table lineup for the 2016-2017 Season, which will include an event in December. She said they decided to do a December program for local residents, which will be about desserts and will include a holiday music performance. Adult Proarams/Fall Films — The Library will run classic political movies in October to coincide with the Elections, starting with Orson Welles' "Citizen Kane." Hooked On Books & Write On — In October, the Library will be starting a new book club and writers club. She passed out bookmarks with the schedule, stating it will be a traditional book club format. For the writers club, she's looking at bringing in speakers who will talk on various writing activities and show TED Talks that are focused on writing, one of them is "President of the Author's Guild of America." Additionally, the Library will hold Thanksgiving raffles to raise money for the Friends of the Library. She said a generous donation was made of leather bound first editions, signed copies, which she will conduct a silent auction for at the December Chef's Table event. Funds raised will go to the Friends and/or some of the programs. She added that she was working with the Sister Cities Foundation to hold an Art Exhibition in January with art from children in Gisborne, New Zealand. The following is a list of concerns she felt the Committee should be made aware of going forward: 1) Security - The Library has security issues due to transients or homeless people with mental illness going into the Library. A couple of months ago there was a fellow throwing trash into the book drop every night. He was eventually caught on security camera causing property damage; then he took a hammer to the book drop. This person was placed in custody and the District Attorney is proceeding with the case, adding that the quote for the repair is just under $10,000. They also have issues with other patrons, some can be quite threatening and aggressive. She has 4 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING SEPTEMBER 21, 2016 spoken to LSS about getting security services, because she knew some libraries have it. The response was that they would not provide it, and it was a matter for the County to consider. She added that sometimes staff felt intimidated, especially if transients are being threatening as some are. Councilman Jonathan asked if these individuals were homeless, because he represents the City on the CVAG Homelessness Committee as the Chair, and this is an issue where he hopes to be of some assistance. He also asked Ms. Akel to send him an email about the issues she's experiencing at the Library. Ms. Akel added that College of the Desert had cut back on security with only one person available on the weekend, but the Library is open seven days a week. During the weekend, security is unable to respond quickly, because it's a big campus for just one person, or he's busy attending to the Street Fair. 2) Buildina Maintenance — The Library has 103 burned -out light bulbs. During the day there is a lot of natural light coming in, so it's not noticeable, but as soon as it gets dark, it's difficult to see in some places. She felt she needed to bring all these issues to the Committee's attention, because she has spoken to COD, Riverside County, EDA, LSS, and they tend to swim around the issue without it actually being resolved. Additionally, the NC is currently not working. There have been times when she's had to close the Library because of problems with the NC or leaks in the building, and when they do close, staff is sent home. However, staff has to take sick leave if they want to get paid. According to LSS, when the temperature reaches 85 degrees, the Library has to be closed. Today the air conditioner is out, but it's raining, so she didn't know how it will interact, but it will be uncomfortable. Councilman Jonathan said he didn't understand, asking whose responsibility it was for the maintenance of the building. Ms. Klassen said it was a toss-up, because it's the State's and College of the Desert's building, which can be an issue with a joint - use building. It has many positives, but then there are some of these negatives, adding that she and Janice have been in constant communication over these past few weeks and she's arranged to meet with the Deputy Director of the Economic Development Agency at the County next Wednesday morning. There is a written 5 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING SEPTEMBER 21, 2016 agreement in place, but there is a dispute about the interpretation thereof. Ms. Akel pointed out that the agreement was signed in 1988, and it's written so that everything is in shades of grey, which is how you get to 103 light bulbs being out. Responding to question, she said she first reported the lights being out months ago. She added that the building also leaks, and there is slime that comes down the wall in the children's area even when it's not raining. For a while the question was who's responsible, and there was litigation over the renovation that took place a couple of years ago, but according to EDA that litigation is over and done with. Therefore, who is responsible going forward is still in dispute. The good news is that people are coming in, they love the Library and the services, but on the back end staff does a lot of patching up to keep things going. 3) Parking — The issue of parking arises particularly when there is a Pete Carlson Golf event, the Street Fair, or at the start of a new term or semester. She said the Library is okay right now, but once the season kicks up again, she hopes some of the issues mentioned can be addressed. Comments from patrons for the most part are good, but mothers coming in for the Children's Story Time are asking for a changing table for their babies somewhere in the building. 4) Purchase of Books — There have been changes at Riverside and LSS in the operation of their libraries. They have initiated a new process for purchasing books, because LSS now runs 188 libraries across the country. However, some of the items purchased don't make sense for Palm Desert. VI. CONTINUED BUSINESS None VII. OLD BUSINESS A. WESTFIELD MALL PROGRAM UPDATE Ms. Akel reported that the Library sent a box of books over to Westfield for their program. However, the space where the program was being held was rented out, and the program wasn't relocated. 6 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING B. VETERANS CENTER UPDATE SEPTEMBER 21, 2016 Ms. Akel explained that the Veterans Center Program is part of a four-year grant obtained by Riverside, and it's currently in year three. Space was found in the Library and the Program is all set up. There are three or four volunteers that assist regularly every week, along with staff, and it's slowly getting traction and becoming a presence. She noted Congressman Raul Ruiz has been promoting it at various places around the Desert. However, her personal fear is that once it's off the ground there won't be any interest for it to continue to be supported by Riverside. If that happens, the Library will continue on its own. VIII. REPORTS AND REMARKS A. Council Liaison (Councilman Sabby Jonathan) Councilman Jonathan stated that Mr. Hermann provided an excellent educational presentation on Measure T earlier in the meeting without advocacy. He explained that Council voted unanimously in favor of the Measure after a rigorous process of questioning staff and evaluating the need. Committee members asked questions, and Councilman Jonathan responded. B. Librarian (Janice Akel) (See expanded report under Section V — New Business, Item C) C. Special Events Coordinator (Vacant) None D. Volunteer Coordinator (Eileen Strain) Ms. Strain reported total figures for the months of June, July, and August: 143 volunteers. Total Hours — 684 (She said most hours came in July when they had teen volunteers.) Homebound Program — Six deliveries for a total of 34 books. At the suggestion of Ms. Akel, she approached Hope Lutheran Church, which advertised the Homebound Program in their 7 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING SEPTEMBER 21, 2016 parish bulletin. She also contacted Desert Recreation and the Joslyn Center, which advertised the program on their bulletin board. There was enthusiasm at first, but then it waned, so she will follow up with them. The Book Club will start on October 4, 2016. The first book being reviewed is "The Last Painting of Sara De Vos." She reported that a lot of young people are applying to be volunteers, but they don't want to work on Saturday and Sunday, and they can't be in the Library during the day because of school, so she suggested they join the Teen Club. E. Friends of the Palm Desert Library (Joan Beasley) Member Beasley reported that Riverside County Supervisors have placed the County Library System under direction of the Economic Development Agency, which oversees the LSS Library Management Company, stating the Library now has more layers of bureaucracy to go through. It used to be that LSS representatives went directly in front of the Supervisors with the County Librarian, now it goes from LSS to EDA, who then may go through the Supervisors. So when there is a request or planning for something, staff has to go through all those agencies to get approval. As of July 1, the company that was LSSI, now known as LSS, decided to change some of their methods to service the libraries by consolidating and centralizing their equipment, vendors, communication systems, clerical procedures, and management. For example, if a local author came to the Library with their books, clerks were able to process them and add them into the collection. Now, clerks are no longer allowed to process them; it will all be done at Riverside headquarters, and the fee will be discounted from the budgeted amount for that library. She was initially upset about the whole thing, but understood it's progress and happening all over the world, so one must adapt. Therefore, she had to make changes in how the Friends operates going forward on the following: Book Sale Room - Staff at the Library has been wonderful in adapting, stating that for the past six months they have been working their hearts out. They went through the entire Library collection, culled old books, and squared up everything; it was a massive job. 8 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING SEPTEMBER 21, 2016 DVD Rentals - Friends can no longer purchase new DVD movies, because there is no way to add them to the collection. DVDs must now be processed through the main office, wait for them to be processed, and by that time, they are no longer new. Therefore, DVD Rental service is no longer being provided. Donated Books — Library stopped accepting donations for the month of July and cleaned the Book Room; shelves are virtually empty. They culled old books in order to implement new system. In the past, staff helped the Friends by going through donated materials and identified books that were worthwhile. However, in looking at staff hours, Riverside decided it wasn't appropriate and that volunteers should be doing that work. Fortunately, the Friends have a wonderful volunteer to review materials and determine what will be placed on the shelves. Online Book Sales — Staff trained a volunteer who now researches books and posts them online for the Friends, so Library staff is no longer doing that work. It will be interesting to see over the next six months if income generation is affected. So far, things are stable, donations are beginning to come in, and shelves starting to fill up. Further, she said a letter was sent to the Friends of the Library Board about all the changes, and she listed the five priorities going forward: Priority 1 - Summer Reading Program The County budget gives no money to this program, so any associated materials, worksheets, videos, etc., are paid for by the Friends. Libraries that don't have a Friends group are on their own. Priority 2 — Large -Print Books These books are ordered through the LSS system. Friends had been paying $8,000 a year for Large -Print Books to serve the senior population, adding that ten years ago the Library chose a company that would send a collection every month; some were great books and others not as great. Therefore, Friends decided to modify their purchase criteria by taking some of that large -print money to buy young -adult books, leaning more toward non-fiction, biographies, and/or better quality of large -print books. Orders will go through the 9 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING SEPTEMBER 21, 2016 centralized office in Riverside, but she will let the Zone Manager know that she needs to see an invoice before paying. Ms. Akel noted that the budget set by Riverside was $1,900 for the year for young -adult materials, which wasn't much. Priority 3 — Sunday Sounds and Chefs Table The City and the Friends fund all the seasonal adult, teen, and family programs; it's not included in the County budget. Priority 4 — Uparade the Laptops With regard to the Computer Program for teaching the public about computers, the City has been paying, but it's not happening. She asked staff to research for appropriate laptops, and the Friends will purchase them, because they are in high demand. Ms. Akel added that there is a three-month wait list. Member Beasley added that Ms. Klassen has been communicating with Riverside about how the City's money is being spent. Priority 5 — Petty Cash Friends supplies money when things are needed for programs, such as prizes, refreshments, or books; the essentials to keeping things going. She went on to share that Friends of the Desert Libraries is the umbrella group that holds the 501(c)(3) that several of the libraries in the Desert use when they get grants and pay taxes. Gayl Biondi ran it for many years but has resigned. She added she serves on the Executive Committee, and they are in the process of reorganizing. She noted that because a library the size of Mecca's or Coachella's doesn't have the money or personnel to apply for a 501(c)(3) status and wouldn't have any grants coming in, but if they did, they need to have an entity help with the taxes. She said this umbrella group looks out for libraries wanting to share in that endeavor. She handed out a copy of her report, pointing out that at the bottom is the Financial Report for the past eight months. They began with $35,500 in January 2016, and at the end of August 2016 they had a balance of $40,700; income was $23,000 and expenses were $17,000. She thanked Ms. Klassen for being supportive and stepping in on their behalf. Ms. Akel agreed, stating that if it wasn't for Ms. Klassen and Member Beasley, life would be an uphill battle for her and staff at the Library. 10 APPROVED MINUTES REGULAR PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING SEPTEMBER 21, 2016 Member Beasley shared the past six months have been chaotic with staff and procedural changes, but she looked ahead, believing they will come out more organized. F. Committee Members Chair Kermode pointed out that Daria Wood was in attendance representing the Palm Desert Youth Committee. Also, Ms. Carole Marcuse was present as a guest who has applied for becoming a Library Promotion Committee member. Hopefully, at the first of the year Council will have an opportunity to interview her. G. Staff No report provided IX. ADJOURNMENT On a motion by Member Beasley, second by Chair Kermode, and 4-0 vote of the Library Promotion Committee, the meeting was adjourned at 4:06 p.m. Grace L. Mendoza, Recording Secretary 11