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Home My WebLink About2023-10-30 LT Special Meeting Agenda Packet and Supplemental PacketCity of Palm Desert Page 1 LIBRARY TASKFORCE CITY OF PALM DESERT, CALIFORNIA AGENDA City Hall, Administrative Conference Room 73-510 Fred Waring Drive Palm Desert, CA 92260 Pursuant to Assembly Bill 2449, this meeting will be conducted as a hybrid meeting and there will be in-person access to this location. •To participate via Zoom, use the following link: https://palmdesert.zoom.us/j/81145945281 or call (213) 338-8477, Zoom Meeting ID: 811 4594 5281 •Written public comment may also be submitted to mnance@palmdesert.gov. Emails received by 8:00 a.m. prior to the meeting will be distributed to the Taskforce. Any correspondence received during or after the meeting will be distributed to the Taskforce as soon as practicable and retained for the official record. Emails will not be read aloud except as an ADA accommodation. 1.CALL TO ORDER 2.ROLL CALL 3.NON-AGENDA PUBLIC COMMENT: This time has been set aside for the public to address the Library Taskforce on issues that are not on the agenda for up to three minutes. Because the Brown Act does not allow the Taskforce to act on items not listed on the agenda, members may briefly respond or refer the matter to staff for a report and recommendation at a future meeting. 4.DISCUSSION/ACTION CALENDAR A.APPROVAL OF MINUTES RECOMMENDATION: Approve the Library Taskforce Meeting minutes of September 27, 2023. 5.INFORMATIONAL REPORTS & COMMENTS A.CITY STAFF 1.Introduction of Library Director, Gary Shaffer 2.Introduction and workplan overview with Gary Shaffer and Consultant team 3.Library site location update 4.Subcommittee schedule Monday October 30, 2023 3:00 p.m. Special Meeting 1 Library Taskforce Agenda October 30, 2023 City of Palm Desert Page 2 B. LIBRARY TASKFORCE MEMBERS C.CITY COUNCIL LIAISONS D. ATTENDANCE REPORT 6.ADJOURNMENT: The next Meeting will be held on December 4, 2023, at 1:00 p.m. AFFIDAVIT OF POSTING I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda for the Library Taskforce was posted on the City Hall bulletin board and City website not less than 72 hours prior to the meeting. /s/ Michelle Nance Recording Secretary PUBLIC NOTICES Agenda Related Materials: Pursuant to Government Code §54957.5(b)(2) the designated office for inspection of records in connection with this meeting is the City Clerk’s Office, City Hall, 73-510 Fred Waring Drive, Palm Desert. Staff reports for all agenda items and documents provided to a majority of the legislative bodies are available for public inspection at City Hall and on the City’s website at www.palmdesert.gov. Americans with Disabilities Act: It is the intention of the City of Palm Desert to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, or in meetings on a regular basis, you will need special assistance beyond what is normally provided, the City will attempt to accommodate you in every reasonable manner. Please contact the Office of the City Clerk, (760) 346-0611, at least 48 hours prior to the meeting to inform us of your needs and to determine if accommodation is feasible. 2 City of Palm Desert Page 1 LIBRARY TASKFORCE CITY OF PALM DESERT, CALIFORNIA MINUTES Click HERE to review the meeting audio. Click HERE to access the meeting agenda packet. 1.CALL TO ORDER A Regular Meeting of the Library Taskforce was called to order by Deputy Clerk Nance on Wednesday, September 27, 2023, at 12:32 p.m. in the Administrative Conference Room, City Hall, located at 73-510 Fred Waring Drive, Palm Desert, California. 2.ROLL CALL Present: Taskforce Members Jann Buller, Matt Johnson, John Maldonado, Carol Marcuse, Paul Murphy, and Ralph Perry Absent: Taskforce Members Randy Bynder, Gustavo Gomez, Karen Gonzales Liaison(s) Present: Jan Harnik and Evan Trubee, Councilmember Liaisons Staff Present: Chris Escobedo, Assistant City Manager; Anthony Mejia, City Clerk; and Michelle Nance, Recording Secretary 3.NON-AGENDA PUBLIC COMMENT None 4.DISCUSSION/ACTION CALENDAR A.APPROVAL OF MINUTES MOTION BY TASKFORCE MEMBER MURPHY, SECOND BY TASKFORCE MEMBER MARCUSE, CARRIED 6-0, to approve the Library Taskforce Regular Meeting minutes of July 17, 2023. Wednesday, September 27, 2023 12:30 p.m. Regular Meeting 3 Library Taskforce Minutes September 27, 2023 City of Palm Desert Page 2 ALL ACTIONS ARE DRAFT, PENDING APPROVAL OF THE MINUTES B.REVIEW OF SITES FOR CITY LIBRARY Assistant City Manager Escobedo, Consultant Ryan Lamb, and Architect David Prest presented four potential sites for the City Library. The four options include: 1.Renovate and continue to use a portion of College of the Desert’s building. 2.Build new on SE Corner of San Pablo and Fred Waring Drive. 3.Renovate soon-to-be vacated Sheriff Substation. 4.Tear down soon-to-be vacated Sheriff Substation and build new. Discussion items included: •Pros and cons of each option; •Current location is on state-owned land; •Cost of maintenance and renovations vs. new build; •Potential use of parcels near Desert Willow Golf Resort; •Potential for additional Library sites in North Palm Desert; and •Public transit availability. MOTION BY TASKFORCE MEMBER JOHNSON, SECOND BY TASKFORCE MEMBER BULLER, CARRIED 6-0, to recommend moving forward with Option No. 4, with the suggestion that be library building be oriented towards the lot corner where the existing Sheriff substation parking is located. 5.INFORMATIONAL REPORTS & COMMENTS A.LIBRARY TASKFORCE MEMBERS In response to member inquiries, Assistant City Manager Escobedo provided an update on the hiring of the new Library Director, Gary Shaffer; advised that the City’s public art at the existing library will be reviewed for reuse or disposition. B.CITY COUNCIL LIAISONS None. C.CITY STAFF Assistant City Manager Escobedo provided updates on the following items: •Update on withdrawal process with County; and •Engage Palm Desert website update. D. ATTENDANCE REPORT – Report provided; no action taken on this item. 4 Library Taskforce Minutes September 27, 2023 City of Palm Desert Page 3 ALL ACTIONS ARE DRAFT, PENDING APPROVAL OF THE MINUTES 6.ADJOURNMENT The Library Taskforce adjourned at 1:33 p.m. Respectfully submitted, Michelle Nance, Deputy City Clerk I Recording Secretary ATTEST: Chris Escobedo, Assistant City Manager Staff Liaison APPROVED BY THE LIBRARY TASKFORCE: __/__/2023 5 [This page has intentionally been left blank.] A powerpoint presentation will be distributed and updated on the City's website prior to the meeting Item 5A3 - Library site location update 6 [This page has intentionally been left blank.] CITY OF PALM DESERT ATTENDANCE REPORT Advisory Body: Prepared By: Year 2023 2023 2023 2023 2023 2023 2024 Month Jul Aug Sep Oct Nov Dec Jan Date 17-Jul 28-Aug 27-Sep 30-Oct Buller, Jann P -P 0 0 Bynder, Randy P -E 1 0 Gomez, Gustavo P -E 1 0 Gonzales, Karen P -E 1 0 Johnson, Matt P -P 0 0 Maldonado, John E -P 1 0 Marcuse, Carol P -P 0 0 Murphy, Paul P -P 0 0 Perry, Ralph P -P 0 0 Palm Desert Municipal Code 2.34.010: P Present A Absent E Excused -No meeting Bimonthly: Two unexcused absences from regular meetings in any twelve-month period shall constitute an automatic resignation of members holding office on boards that meet bimonthly. Total Absences Total Unexcused Absences Library Taskforce Michelle Nance 7 [This page has intentionally been left blank.] Palm Desert LibraryLibrary Task Force October 30, 2023 Introductions 2 Recap: New Palm Desert Library Site Goals City-owned Comparable size to existing library Identify first location and plan for an additional site Recap: Library Site Options Option 1: Renovate portion of COD’s building Option 2: Build new on vacant site across Fred Waring Option 3: Renovate soon-to-be vacated Sheriff Substation Option 4: Tear down soon-to-be vacated Sheriff Substation and build new Taskforce requested revised conceptual diagram with a 20,000 SF building placed on East side of site and verify public transportation. Analyze mid-to-north Palm Desert sites for future facilities. Verify Public Transportation: Verify Public Transportation: Existing bus stop 800’ from project site Conceptual Site Diagram Conceptual Site Diagram What's Next Transition plan Will layout opening plan, year-1, 3, and 5 expectations Determine service levels Staffing plan Policies Questions & Comments PALM DESERT LIBRARY TASK FORCE MEETING Oct 30, 2023 WHO WE ARE NATIONAL EXPERTISE EXPERTISE Strategic Planning Master Facility Planning Staffing, Policies, Budget Community Engagement Programming Owner’s Representation, Architecture & Interiors Margaret Sullivan Studio (MSS) in collaboration with Maxine Bleiweis & Associates and Advancing with Purpose is pleased to present the following fee proposal to develop a community -driven strategic vision, service model and operating model to ensure the successful transition to a city-funded and operated library system for the City of Palm Desert. The three firms and their principals collectively provide the following expertise for the work: Margaret Sullivan Studio: Visioning. Programming, Facilities Planning and Project Management Maxine Bleiweis & Associates: Expertise as a Director leading libraries of a similar size and community. Leading in establishing staff roles, competencies for cross-functional team design. Advancing with Purpose: Kim Zablud is the industry leader in generating future business and organizational scenarios for the public library's 21st century service model. ABOUT THE TEAM THE 21ST CENTURY LIBRARY NURTURES THE SOCIAL, ECONOMIC, AND EDUCATIONAL WELL BEING OF COMMUNITIES AND INDIVIDUALS Consider the Library as a Community Platform GovernmentPartnering Non-profits Youth & Education Families Health and Wellness Local Enterprises Civic, Social and Faith COMMUNITY ALIGNMENT We want to have our Babies… Ready for Kindergarten We want to have our Children… Our community needs to… Our tweens like to… Our teens want to… Business & Career Success Build crazy inventions Get afterschool tutoring Find jobs! Be the next star DJ! Start your next business! COMMUNITY OUTCOMES CREATING CONDITIONS TO FLOURISH November 2023 •Weekly Project Team Calls •Virtual Sub Committee Meetings •Virtual Task Force Meeting •Deadlines and Milestones December 2023 •Weekly Project Team Calls •Virtual Sub Committee Meetings •In-Person Task Force Meeting •Deadlines and Milestones January 2024 Council Presentation February - April 2024 Reopening Implementation May -June 2024 All Hands on Deck July 2024 Opening! THE IMMEDIATE FUTURE 1.The Library’s Aspirations for the Community in the Future Strategic Vision for the Future 1.Vision Mission, Values 2.Strategic Initiatives 3.Impact Goals 4.Assessment Techniques 2.The Library’s Facilities for the Future Facilities Vision for the Future 1.Development Study 2.Applications and growth for the next 20 years 1.Guiding Principles 2.Facilities Strategy 3.Service Model 3.The Library’s Business Model for the Future 1.Assessment and Options for Key Functions 2.Projected Operational Costs 3.Org. Chart & Key Roles 4.Timeline and Next Steps 5.Case Studies and Models Success will look like: 1.A seamless customer experience transition A.Materials Check out B.Summer Reading C.Technology D.Policies & Procedures 2. An invigorated refresh experience A.Staffing and Partners B.Marketing, Communications & Branding C.Facilities re-fresh D.A “Launch Program”: One Book One Town 3. Build on Strengths and Assets A.City’s Commitment and Support Infrastructure B.Socio-Economic Diversity C.Friends Groups/ Veterans Programs LONG-TERM STRATEGIC FOUNDATION THE TRANSITION PLAN: JULY 1ST A TWO -PRONGED APPROACH Community Dialogue at Charter Middle School Rancho Mirage Library Tour Palm Desert Library Tour Community Dialogue at The Joslyn Center Meeting with Public Affairs Meeting with Finance, IT, HR Meeting with Facilities “We all want to design the library not just for now, but for the future.” --Finance IT, HR “Our current library is outdated, when I walked in, it tells me technology is not there with it.” --Facilities “We have a pretty robust group of residents who are involved in different capacities in the city through these volunteer committees and commissions. --Public Affairs DISCOVERY TRIP 1.Take the survey 2.Help us with the FAQ 3.Think about questions 4.How will our library reflect our community? 5.Look out for subcommittee and task force invites WHAT WE NEED From you! Budget and Communications / Facilities NEXT STEPS