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HomeMy WebLinkAboutMinutes - Library Promotion Committee 03/02/2016CITY OF PALM DESERT - -- ADJOURNED MEETING PALM DESERT LIBRARY PROMOTION COMMITTEE APPROVED MINUTES Wednesday, March 2, 2016 — 3:00 p.m. Administrative Conference Room 73-510 Fred Waring Drive, Palm Desert, CA 92260 CALL TO ORDER Chairman Kermode called the meeting to order at 3:05 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 Barbara Howison, County Librarian Kaz Akers, Palm Desert Library Special Events Coordinator Eileen Strain, Palm Desert Library Volunteer Coordinator Cloe Woods, Youth Committee Member Grace L. Mendoza, Recording Secretary III. ORAL COMMUNICATIONS Chairman Kermode introduced Youth Committee Member Cloe Woods who will be attending the Library Promotion Committee meetings until she graduates, at which time another member will be assigned. Ms. Woods stated the City of Palm Desert Youth Committee meets the 1st Monday of every month. APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 Vice Chair Rosenberg commented she was never aware of the City's Youth Committee. She asked about its membership. Ms. Klassen responded the Youth Committee has a maximum of 15 members and it was established in 2002. She said students serve from junior high through high school, some have served since they were in the 7th grade until they graduated. She noted Samantha Cortese who was on KESQ, a local girl, was on the Youth Committee. IV. CONSENT CALENDAR A. MINUTES of the Palm Desert Library Promotion Committee Meeting of October 21, 2015. Upon a motion by Member Beasley, second by Vice Chair Rosenberg, and 5-0 vote of the Committee (AYES: Beasley, Hahn, Manor, Rosenberg, and Kermode; NOES: None; ABSENT: Cardona), the Minutes of the Library Promotion Committee Meeting of October 21, 2015, were approved as presented. V. NEW BUSINESS A. INTRODUCTION OF NEW PALM DESERT BRANCH MANAGER/CITY LIBRARIAN JANICE AKEL. Ms. Akel introduced herself as the new Librarian at the Palm Desert Library, stating she started on February 1. She said that by her accent one could tell she was not entirely an American, although she is an American Citizen. She is a New Zealand American and has lived in this Country for 35 years. She has been a professional librarian since 1969; it was her first job after obtaining her Masters Degree in 1976. She's worked at different kinds of libraries and understands the whole gambit. Before coming to Palm Desert, she was a librarian at Rancho Mirage. Therefore, she is familiar with a lot of people and many of the users, stating the same kinds of issues are shared everywhere. She was delighted to join the Palm Desert Library and hoped to make it the best it can be. Going forward she will be working on how to make the Library work for its patrons, in terms of outreach programming. 2 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 B. ELECTION OF COMMITTEE CHAIR AND VICE CHAIR FOR 2016. Vice Chair Rosenberg nominated Louise Kermode to serve as Chair of the Library Promotion Committee, and upon question, agreed to serve as Vice Chair for the coming year. Motion was seconded by Member Beasley and carried by a 5-0 vote (AYES: Beasley, Hahn, Manor, Rosenberg, and Kermode; NOES: None; ABSENT: Cardona). C. CONSIDERATION OF A REQUEST BY WESTFIELD PALM DESERT FOR DONATION OF ANY OLD BOOKS OR MATERIALS FOR A NEW ART/MUSIC/LENDING LOUNGE AT THE MALL. Ms. Akel stated that Westfield has a large vacated space within the mall and they want to make it into a Music/Art/Lending Lounge. She was called and was reminded of how Westfield provided space while the Library was being renovated, stating she felt they were now calling in the favor. Ms. Klassen said the space is on the lower level, right outside of Macy's where the Forever 21 store used to be. Ms. Akel added that Westfield asked for any books the Library could give them to put in this lounge. It was explained to her that the lounge would also include art, music, and would run through the summer or longer, depending on the response, but there wouldn't be anyone monitoring the lending library. She said Westfield plans to have a soft opening in a couple of weeks, where they would be happy to promote the City and the Library. Her reply was that it sounded okay, but she would seek the approval of the City and others. Her suggestion was to have Story Time there and include signs promoting the Library or the Summer Reading Program. Her first thought was to check with Ms. Klassen on whether this would be possible since it was City -related. Additionally, she mentioned to them that the Library made a large profit from books sold by the Friends Book Store; however, they did have boxes of books that would have been discarded, which can now be sent over to Westfield. She said this was a good opportunity to go beyond advertising the City or the Library. Member Beasley agreed that Westfield has been very supportive, and the community loved that it had programs at the mall while the Library was closed for renovations. She said people who had never come to the Palm Desert Library, have now become new 3 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 members. She added that Westfield was very accommodating of the space and set up, welcoming of staff, and they were pleased with the response from the community. She pointed out that last summer the Library programs were held at Westfield, so they've helped a lot and continue to do so whenever called upon. She felt it was a reasonable request and it would be a great place to put out information about the Library and its programs. Vice Chair Rosenberg was concerned about how it could affect the Friends bookstore. Member Beasley replied that the Friends went through the books first, and she trusted staff at selecting which books would be appropriate. Vice Chair Rosenberg shared that she lives in a gated community and the homeowner's association office has shelves full of books that are dropped off by its residents. She suggested Westfield contact some of the HOA's for donation of some of those books. Ms. Akel agreed to pass that information along. She was also interested in the Committee's input on ideas for how to go beyond the donation of books from the Library. For instance, this was an opportunity to promote some of its programs. Councilman Jonathan asked about Westfield's expectations for this lounge and whether they expected shoppers to stop by to read a book or check one out, and would this be like a mini -library. Ms. Akel answered it wouldn't, stating that once the books are donated, they won't be coming back to the Library. The thought is that instead of having a vacant space, this could be something extra for children. The books will be available to read and if someone wanted to take one, they would be able to do so. She said children's books may very well go home with a child that doesn't have access to them. Also, she didn't believe the mall had the staffing to make it anything large, other than to have one person on site. Councilman Jonathan suggested that if the Committee went forward with this, that it keep a close eye on it for two reasons: 1) Where materials are offered for free, they are likely to disappear; 2) whatever material is offered should not give a perception of it being a Library satellite, because if it's not done properly or at a ►I APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 high standard, he wouldn't want people to think it was part of the Palm Desert Library. He shared that banks learned that people weren't going to banks, so they put satellite banks in grocery stores and other standalone places. Therefore, if the Library wanted to use that space as a satellite, which may not be feasible from a cost standpoint, because it would need to be staffed, perhaps it could be done for limited hours. He made the remark that "if people don't go to the Library, we'll go to the people," because the mall has a lot of traffic. Member Manor stated the Library had too many books that had to be thrown away, so taking them to the mall was a great idea. However, she believed someone should be in charge of having them checked out; otherwise people will just walk away with them. Ms. Klassen believed it would probably run on an honor system where books may or may not be returned, and if they are, it would be great. Member Beasley agreed that once the books are donated to the mall, they no longer belong to the Library, and it would be up to Westfield to monitor. She added that the mall received books from Sun City as well. Ms. Akel stated she will talk again with her contact at the mall and physically check out the space, then proceed cautiously. Member Manor moved to, by Minute Motion, authorize the Palm Desert Public Library, operating within established parameters of the Riverside County Library System, to work with Westfield's Coordinator on a project to provide donated materials for the purpose of stocking a new Art/Music/Lending Lounge at the Mall. Vice Chair Rosenberg commented that she could see this as something that would be very special, especially if they are able to get a lot of children's books, because kids love to read. She pointed out that many children don't grow up with the benefit of having access to books. Member Beasley agreed, noting, however, the Friends get very few children's books as donation. 5 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 Ms. Akel added that maybe instead of having Story Time at the Library, perhaps they could read to children at the mall and provide handouts about Story Time at the Library. Member Beasley seconded the motion and it carried on a 5-0 vote (AYES: Beasley, Hahn, Manor, Rosenberg, and Kermode; NOES: None; ABSENT: Cardona). Councilman Jonathan believed there was a great opportunity here, in terms of outreach. If that center is successful for the mall, maybe the Library will want a greater presence and schedule satellite events to give people reasons to visit the Library. He said this was an opportunity to educate the public, because the mall gets a lot of traffic. While he was previously asking that the Library proceed cautiously, he also saw an opportunity for a very huge positive, stating it's a great relationship to cultivate with the Westfield folks. D. CONSIDERATION OF AN EVENT IN APRIL 2016 TO CELEBRATE THE PALM DESERT PUBLIC LIBRARY'S 20TH ANNIVERSARY AT THE MULTI -AGENCY LIBRARY, 73300 FRED WARING DRIVE. Ms. Akel announced that Tuesday, April 19 is the 20th Anniversary of the Library. In some of her informal conversations with members of the Committee, some felt a 25th would be more impressive than a 201h anniversary, since it celebrated the 10th. Therefore, she proposed not making as big a deal, but she didn't want to overlook the opportunity to promote the Library since a lot of things have happened in the last two years. An outline of what she was proposing for the 20th Anniversary was included with the agenda. Her vision is to have a low-key and laid back open house with the theme of "How your Library works for you," reminding people of the different functions and services available at the Library. It will be a day -long event, but the focus will be from 2:00-3:00 p.m. where she hopes City Council representatives will attend. She said the press will be invited, there will be a guitarist playing a couple of times in the afternoon, and dessert will be provided. Also, tables will be set up representing a service or function of the Library. For example, the reference desk will provide fun facts about the Library, in the Community Room, data base demonstrations will be provided, and in the Children's Room there will be craft tables. She came up with a budget of $2,500, which was half of what they had for the 10th Anniversary. She reviewed the programming and felt it was doable with the budgeted amount, in fact, it may come under. Her main 0 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 objective was to call this event to the Committee's attention and get some feedback. Aside from the 20th Anniversary event, going forward, she will be making some changes in programming and adding some services. For example, they have a Veteran's Resource Center, which is starting next Friday at the Library. Also, she recently joined the Sister Cities Foundation with her New Zealand ties, and they are thinking about having teen leaders Skype between the two cities. She added they have quite a few more programs and ideas to implement to draw publicity and awareness of the Library. Also, they have a nice banner that has already been drawn up that will be outside the Library, and posters. She said all these things can be done within the Library inexpensively. She asked for the Committee's input and invited everyone to attend. Member Manor suggested having a table for the Volunteer Coordinator to sign up volunteers. Ms. Akel agreed, stating volunteers were needed and there is always something that can be found for them to do. She added it was important to attract volunteers of all ages, perhaps partnering with the Friends table. With Committee concurrence and no objections, authorized Palm Desert Public Library and Riverside County Library System staff to plan and organize a 20th Anniversary Celebration of the Palm Desert Public Library's existence at the Multi -Agency Library, 73300 Fred Waring Drive during the month of April 2016 — utilizing the Events line item of the Library Budget for this purpose. VI. CONTINUED BUSINESS None VII. OLD BUSINESS None Vlll. REPORTS AND REMARKS Chairman Kermode introduced County Librarian Barbara Howison who was in attendance. Ms. Howison stated she has been part of the system for decades; she's been a Zone Manager, a Deputy, Library Administrator, and now the 7 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 County Librarian. Responding to question, she explained that she was an employee of the Library Systems and Services Incorporated (LSSI), stating it was unique that the County Board of Supervisors appointed her as the County Librarian and she is currently wearing two hats. She said LSSI has operated the County library system for over 18 years, but they did have County Librarian Gary Christmas, and then Nancy Johnson who worked on the Palm Desert remodel as did she, along with Tonya Kennon, Barbara Morrow -Williams, and then her. The County decided to stop bringing all these people, so she is actually the contact person that works closely with County staff for the entire contract. Member Beasley inquired as to the status of the Zone Manager position. Ms. Howison said Sherry Martinez had resigned, and her last day was at the end of January. She recalled for the Committee that prior to Sherry Martinez, Barbara Bowie held the position of Zone Manager. She said interviews have taken place with internal and external candidates, pointing out that this Zone Manager position oversees 11 libraries, a bookmobile, participates on the management team, and creates system -wide projects. Further responding, she said the position should be filled within the month. Member Beasley questioned whose duty it was to oversee the Veteran's Center at the Library. Ms. Akel explained it was a California Library Association and CalVets partnership, and Ms. Howison could probably speak as to why Palm Desert was chosen, especially, because there is already a Veteran's Center at the College of the Desert Campus. She said the Library's Center will be manned by volunteers, but they do have a gentleman starting next Friday. He is a 20-year veteran, who was in the medical field in Afghanistan and other places, and he is very passionate about trying to help veterans obtain their benefits and pointing them in the right direction. She added that this volunteer would not be providing any counseling; he would be more of a conduit for information. She noted the Library has computers and printers ready to go for this Center. Member Beasley said it was her understanding that it was a Zone Manager project for the purpose of serving the Desert. Ms. Howison said it started out as a grant funded by the California State Library with the first center established in Meade Valley, which has been in place for three years. The California State Library offered to fund a second center, and they were interested in having one in the Desert, and at the time, Palm Desert seemed a reasonable place. However, a better E:j APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 location could be entertained. There is a recommendation to get volunteers, but if that step is skipped, staff ends up being it, which is what occurred here. Ms. Akel said it could be quite time-consuming, so she's glad that a volunteer came forward, who seems like the ideal candidate. However, her only concern is that before he arrives, it has to be set up every Friday and taken down afterwards. At this point in time, they are looking for a volunteer to do just that -- set it up and take it down. Responding to question about its budget, she said there was funding primarily for the equipment, videos, materials, banner, etc. Member Beasley said she wasn't aware of any public relations done to attract veterans in the Desert to this resource center. Ms. Akel responded that this volunteer was a good one, who obviously has contacts all around, and said he could bring some veterans in. If she had any concerns, it's that the community room could become more of a social gathering place. Member Beasley agreed, stating it's what's happening at College of the Desert. Councilman Jonathan asked what the intention is for the Center. Ms. Akel said it was her understanding that it's supposed to help veterans get information about where to go for their benefits and/or referrals. Councilman Jonathan said he was in favor of anything one can do for veterans, but there is a certain level of duplication here, because College of the Desert provides the same for students. Additionally, Cal State has an amazing facility complete with computers and anything and everything they may need. He went on say that he had toured the facility, it is just for veterans, and they do have a lot of traffic. Ms. Howison added that the original intent was to find a small contained location. Ms. Akel said a lot of the veterans don't want to talk about what's going on in their lives, and the Library has a quiet study room, but the acoustics are bad and do not provide the necessary privacy. She said it was something that was never resolved when the building was being refurbished. 01] APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING Chairman Kermode said this wa MARCH 2, 2016 s Ms. Klassen stated she believed it had to do with the California Library Association. Ms. Howison agreed, but she didn't know why Palm Desert Library was selected over any other that might be more appropriate. Member Beasley suggested a review of all the Desert Libraries was needed, stating a center at the east end of the Valley where Spanish- speaking veterans don't have transportation or access would be more appropriate. She added that Sherry Martinez put her time in for this but was in a location where no one could see it, even though there is good material and brochures. She asked whose job it would be to investigate this issue since there was currently no Zone Manager. Ms. Howison said she would. Councilman Jonathan encouraged Ms. Howison to coordinate a tour of the Cal State facility with Dr. Sharon Brown -Welty, and see if in fact, there is duplication. He agreed the east valley could be a candidate, but so would Palm Springs and Desert Hot Springs. Ms. Howison pointed out that Palm Springs was not part of the region. Responding to the suggestion of checking with the Coachella Library, she said they are building a new facility several years down the road, but recalls that Indio has a small enclosed space where people can talk confidentially. Vice Chair Rosenberg asked if the veterans had to be enrolled at COD or Cal State in order to use the Centers. Ms. Klassen confirmed that any veteran can go to the Center at COD, but it's for the purpose of getting them enrolled. Vice Chair Rosenberg agreed it sounded like a duplication of services. Councilman Jonathan said it was why he was encouraging Ms. Howison to confirm the information he shared, because when he toured the facility, it was his understanding that it was something Cal State was offering to the veteran community, and they didn't have to be students nor were they being enticed to become students. I ts] APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 Ms. Akers concurred, stating her husband is a 29-year veteran and he's been using that facility as a non -student. A. Council Liaison (Sabby Jonathan) Councilman Jonathan said he felt this was a great meeting and it was very productive. Please see New Business Item C — for further comments made about the subject item. B. Librarian (Janice Akel) Ms. Akel reported on the following children's programming: • Libraries are Fun Festival- this event is held March 30, 2016, with the expectation of 600 children throughout the course of the day. Various activities are planned from stories and crafts, raffles, children's musicians, mascots, and giveaways. • Teddy Bears Party — attended by approximately 90 children. She said children brought in their teddy bears and stories were read to them, and there were other activities as well. • Story Time - this is for very small children and preschoolers, and is well attended. • Summer Reading Program - the theme for this year is "Go for the Win," it dovetails with the Olympic Games. • Teen Podcast Team - the Library has an excellent member of staff who has the magic touch with teenagers. He teaches teens to write something and put it into a podcast. She said it was a constant goal to bring more youth into the Library, so she would be happy to partner with others on this endeavor. • Sister City Teen Leaders — she is excited about this partnership, because teens can Skype with others in another Country. One idea is to have their community youth leaders talk to people like Youth Committee Member Cloe Woods from the Palm Desert Youth Committee. She said the Sister Cities Program is a humanitarian program that shares art, culture, and diversity issues. She went on to say that she would like to do more work with the Hispanic group in the Palm Desert area in the future. She shared that coming from working in other public libraries, it's great to come into the Palm Desert Library in the afternoon, 11 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 because you will be lucky to find any available table space. You will find kids coming in with their parents, students with their tutors, COD students doing their homework, and all the computers are being used; it's a real credit to the Library staff there that has accomplished such a great response. C. Special Events Coordinator (Kaz Akers) Ms. Akers shared that the Library was growing by leaps and bounds, noting that in January 2015, there were 915 attendees to the events, and in January 2016, there were 1,538 attendees. Therefore, she felt advertising has been successful, stating she has a great relationship with The Desert Sun. She advertises in the BrightSide, has a prominent Facebook page, and a 600 person E- Blast email list. She said she used to have nine programs, but they are now down to eight, two of which are seasonal -- the Chef's Table and Sunday Sounds. She distributed printed materials and provided an update on activities and programs at the Library, including: • Chefs Table — attendees ranged between 85 and 200 per event. • Sunday Sounds — attendees ranged between 85 and 230 per event. • Knitting Club — this club is on hiatus due to attendance. However, it's not being left in the lurch, because there are a lot of opportunities to knit in the Valley. • Coloring Group — attended by more than 25 people regularly. • TED Talks — the format was changed from one video to being a theme. She said three videos are screened and then there is a lively discussion, and it's been successful. • T is for Titles Book Club — at the last Library Promotion Committee meeting she had expressed her support for the existing book club format. However, the book club had not changed since inception, and it had become a club that had become very niche with small attendance. It also became a club that had a bit of an ownership issue. Therefore, in discussing with Ms. Akel, they agreed it would be conducive to the Club to have it become more of a traditional book club, but the news was not well received. The book club is temporarily on hiatus, but will resume in May with a new format. She added that this was all about expansion and change, which can be very positive. Also, she will be using 12 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 inter -library personnel to advise her on trending and noteworthy books, including ways that they can be obtained. • Write -On Club — this Club is designed to support people who are at the stage of writing their memoirs. As a published writer herself, she has a lot of contacts and network she could share. She said there was already lot of interest and it will start in April. She was thinking about announcing it at the 20th Anniversary to kick it off. • Meditations Monday — there have been 50 attendees, so obviously there are people that want to work on their stress, peace of mind, and bliss. She's pleased this program is doing very well. • Silver Screens — this is a new film screening program, which has 40 to 50 people attending. This month it's "Bridge of Spies" with Tom Hanks. People are encouraged to have conversations, interviews, a film presentation, etc. So far, it's been fantastic, and the program has come in under budget. • Additionally, the Library was approached by Irish Author Patrick Taylor who asked to speak for free. He came out on the 29th of January and spoke about his 16 books, two of which are coming out next year. He is very funny and endearing, and he got a very good crowd. She was surprised to see a large Irish population here in the desert, and a lot of them turned out. Ms. Akers stated she constantly promotes the Friends, always letting people know that all these things wouldn't be happening without their support, adding that in the past month she's received four donations. With respect to the Chefs Table and Sunday Sounds, the programming is so spread out over five months that it's impossible to do this job in a 20-hour a week job; taking work home. Therefore, she is considering honing it down to the cream of the crop in the best time of the year, which would free up some money that would be beneficial to the Library. Ms. Ake] added that the Library should do programming that is unique to Palm Desert, such as the Chefs Table, Sunday Sounds, and the writers "Write -On," that have the Palm Desert Library stamp. Vice Chair Rosenberg agreed, because the Desert has an incredible amount of talented people that live here in Palm Desert. 13 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 For example, she's glad that Wayne Abravanel, an amazing musician, is part of the Sunday Sounds program. Ms. Akers pointed out that this year she mandated that the performers all be local professional talent, and there has been a great response. She said some had never heard of Milton Merlos, an amazing Spanish guitarist who impressed everyone and sold out on his CD's, and will be playing at the 20th Anniversary event. Responding to question about the advertising of the Chefs Table Series in The Desert Sun where Palm Desert Library was not mentioned, she explained that she provides full information, but they choose the amount of space they have to announce such events, and it's done for free. Committee members expressed their appreciation for all the good work being done on the events and brochures. Ms. Akers shared the credit with Ysenia from the LSSI home office, whom she collaborates with on the handouts and brochures. D. Volunteer Coordinator (Eileen Strain) • Library Statistics Report - Ms. Strain reported that for January and February there were 42 adult volunteers, and five visits for the homebound. She was able to check out 25 books to the homebound. She provided a presentation at Segovia, thanks to the referral of a 90+ year -old World War II veteran, who in the past five years checked out two books. Unfortunately, of the 24 people that attended, only three were homebound. She wrote a letter to the activity director requesting to do it again, focusing on needs of the homebound. • Volunteers Breakfast — After discussions with Janice, it was agreed to provide a breakfast for the volunteers. She explained that prior to the Library renovation, the volunteers were a big group, but now with the new computers that check the books in automatically, that need had decreased. Therefore, today's volunteers don't interact as much, mainly due to the different schedules. She hopes that by doing this breakfast many will reconnect and network. The plan is to have breakfast in the community room around the 23rd of March; coffee, donuts, bacon and eggs will be provided. 14 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 Ms. Akel said it would be good for the existing volunteers to get acquainted, and the breakfast could also serve as a drive for more volunteers by asking that they bring a friend. She added that volunteers bring a range of skills; however, the challenge was that many of them didn't want to do certain things. Additionally, the recruitment for teen volunteers is work in progress as well. Ms. Strain said there was potential for sending volunteers to assist with the Chef's table. Ms. Akers said she could use a volunteer at every event, including the book club. • Libraries are Fun Festival — Ms. Strain shared that last year there were tents that had to be put up, and Robin Stewart was running trying to get things ready, when Ms. Klassen's son came in to help. He assisted with putting the tents up and offered to help with anything else; he was with the College of the Desert veterans. She's made a call to them for assistance, but she hadn't heard back. She went on to say that they were very valuable to the event, and the little kids just loved them and were comfortable around them. E. Friends of the Palm Desert Library (Joan Beasley) Member Beasley shared the January through December 2015 Budget Financial Statement of revenues and expenditures. She pointed out that this year she added categories to specifically show where the money was spent. She explained that the Friends' first priority is to sponsor the Summer Reading Program and Children's Programs throughout the year; the second priority is the Large Print Books for seniors. Currently, the Friends membership is 70, and about half of them are life members. She said the statement includes the names of the board members at the bottom of the page. Also, Ms. Akel will be assisting her in finding a membership chair person to help energize the Friends' involvement. Vice Chair Rosenberg praised Member Beasley for doing such a great job. Member Manor suggested having the Petty Cash expenditure itemized into different categories as well. 15 APPROVED MINUTES ADJOURNED PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 2, 2016 Member Beasley assured the Committee she had receipts for everything, stating funds are never used to pay any of the performers as they are always given a personal check. She added anything that staff orders, for instance, teddy bears or the bird houses, she writes a check to that company. As for the rest, the bills come in for the large print books and DVD's purchased. Another example is that when staff asks for $25 to have materials printed for a program, the petty cash is available to meet those types of needs. Ms. Akel stated that one of the things she will be doing to help in this regard, in particular for the Summer Reading Program, is asking staff for a detailed budget to avoid last-minute purchases. She believed this will help with accountability with the Friends, and also provide better planning for the programs. F. Committee Members None G. Staff None IX. ADJOURNMENT With Committee concurrence, the meeting was adjourned at 3:34 p.m. Gr—a�& L. Mendoza, Recording Skretary 16