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Home My WebLink About2024-01-22 LT RegularMeeting Agenda Packet City of Palm Desert Page 1 LIBRARY TASKFORCE CITY OF PALM DESERT, CALIFORNIA AGENDA (HYBRID MEETING) 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/88325400168 or call (213) 338-8477, Zoom Meeting ID: 883 2540 0168 • 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 Regular Meeting minutes of December 4, 2023. 5. INFORMATIONAL REPORTS & COMMENTS A. CITY STAFF AND CONSULTANTS 1. Introduction of new Assistant Director of Library Services 2. Update on library project and timeline 3. Review of design refresh for existing facility 4. Update on project communications and outreach Monday January 22, 2024 12:30 p.m. Regular Meeting Library Taskforce Agenda January 22, 2024 City of Palm Desert Page 2 B. LIBRARY TASKFORCE MEMBERS C. CITY COUNCIL LIAISONS D. ATTENDANCE REPORT 6. ADJOURNMENT 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. 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 Monday, December 4, 2023, at 1:04 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, Randy Bynder, Karen Gonzales, Matt Johnson*, John Maldonado, Carol Marcuse, Paul Murphy*, and Ralph Perry *Taskforce member Johnson arrived at 1:09 p.m. *Taskforce member Murphy arrived at 1:30 p.m. Absent: Taskforce Member Gustavo Gomez Liaison(s) Present: Jan Harnik and Evan Trubee, Councilmember Liaisons Staff Present: Chris Escobedo, Assistant City Manager; Gary Shaffer, Director of Library Services, Ryan Lamb, Senior Project Member; and Michelle Nance, Recording Secretary 3. NON-AGENDA PUBLIC COMMENT None 4. DISCUSSION/ACTION CALENDAR A. APPROVAL OF MINUTES MOTION BY TASKFORCE MEMBER PERRY, SECOND BY TASKFORCE MEMBER MARCUS, CARRIED 5-0-1 (BYNDER ABSTAIN), to approve the Library Taskforce Regular Meeting minutes of October 30, 2023. Monday, December 4, 2023 1:00 p.m. Special Meeting Library Taskforce Minutes December 4, 2023 City of Palm Desert Page 2 ALL ACTIONS ARE DRAFT, PENDING APPROVAL OF THE MINUTES 5. INFORMATIONAL REPORTS & COMMENTS A. CITY STAFF AND CONSULTANTS Taskforce members Matt Johnson and Paul Murphy arrived at this point of the meeting. Jade Esplin, Maxine Bleiweis and Margaret Sullivan, with Margaret Sullivan Design Studios and Director of Library Services Shaffer provided updates and answered member inquires on the following items: • Existing building projects; • Leading trends in public libraries; • Existing and future Palm Desert Library programs, services, and opportunities; and • Task recap and look ahead to July 1, 2024. B. LIBRARY TASKFORCE MEMBERS Taskforce member Bynder spoke in support of various programs and spaces he would like to be considered within the library. C. CITY COUNCIL LIAISONS Councilmember Trubee spoke in support of a space for local authors and artists to be considered within the library. D. ATTENDANCE REPORT – Report provided; no action taken on this item. 6. ADJOURNMENT The Library Taskforce adjourned at 2:17 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: __/__/2024 Palm Desert Public Library Today’s Discussion 1 Introduce the New Library Assistant Director 2 Timeline & Project Updates 3 Library Observation & Service Safari Share Outs 4 Q&A Palm Desert | Task Force Meeting 2 New Library Assistant Director Palm Desert | Task Force Meeting 3 Shannon Vonnegut TIMELINE & PROJECT UPDATES Palm Desert | Task Force Meeting 4 Project Timeline Palm Desert | Task Force Meeting 5 Nov Dec Jan Feb March April May June STAFFING DESIGN & PLANNING SERVICE MODEL COMM FURNITURE DELIVERY/INSTALL BRIGHTSIDE #3 BRAND/LOGO DAY ONE MARKETING ONBOARD / OUTREACH BRIGHTSIDE #2 BUDGET LAUNCH SUMMER OUTREACHSUMMER SERVICES PREP FUTURE STRATEGY DEVELOP LONG-TERM STRATEGY WE ARE HERE! POSITIONS / JOB DESCRIPTIONS DEVELOP POLICIES, PROGRAMS, PARTNERS & SERVICES BENCHMARK/DEVELOP BUDGET CURRENT STATE ANALYSIS & FUTURE VISION BRIGHTSIDE #1 CONCEPT DEVELOPMENT WEBSITE UPDATES FINISH PLANS, PROCUREMENT July DAY ONE! July 1st COUNCIL REVIEW COUNCIL REVIEW INTERVIEWS / HIRING Design Refresh Concept Create digital arts & record podcast/music Collaborate & co-create with friends, family and community Participate in the experimental & passive programs Explore job opportunities through library technology support High Intervention Medium Intervention Low Intervention Grab a cup of coffee & browse the bookstore Palm Desert | Task Force Meeting 6 Library Communications Engage Palm Desert launched library upcoming news and FAQ Brightside Jan/Feb Newsletter released the Library news Palm Desert Community Survey has over 180 responses Palm Desert | Task Force Meeting 7 Community Survey Snapshots Palm Desert | Task Force Meeting 8 Respondent Demographics 80% of respondents are Permanent Residents 17% are Part-time Residents 3% are Regular Visitor (e.g., weekends) The top 5 roles can best describe your community Reader looking to borrow books, attend author readings and book clubs, and/or receive reading recommendations. Individual looking for free educational/cultural activities. Volunteer looking for opportunities in the community. Community member looking for meeting space, internet and/or computer access. Maker looking for access to art/crafting space, tools and equipment. veteran’s services Community Survey Snapshots Palm Desert | Task Force Meeting 9 What makes Palm Desert Unique? an intelligent, diverse and accessible city to live safe strives for balance of services for everyone great services and facilities to enhance the community’s quality of living weather beautiful natures & parks McCallum theater city is inclusive to families and individuals with choices for education and recreation variety of activities and places to hang out people Community Survey Snapshots Palm Desert | Task Force Meeting 10 The top 10 spaces the community request the most are… Community Cafe Library of Things Reading Nooks 'Bookstore' Displays Art Gallery Community Garden Quiet Room Art Making Studio Meeting Rooms Social Club “services for people of all ages” Community Survey Snapshots Palm Desert | Task Force Meeting 11 I am excited that the re-envisioned Palm Desert Library will offer our community... “a place for children to gather and learn outside of school” “resources for teens/students, creative and safe space for teen expression” “more learning options, more social involvement” “o pportunities to interact with other community members and a great selection of books” “An enormous, huge, extensive selection of E- books” “a place to learn, study, experience new things” “new opportunities” Library Observation & Service Safari Share outs Palm Desert | Task Force Meeting 12 Program Debrief Palm Desert | Task Force Meeting 13 Library: Rancho Mirage Library Program Name: Number attendees: over 100 Overall Experience: Key Takeaways: •The Community Room with movable chairs allowed flexible seating, contrasting the previous setup where all chairs faced the stage. •Lack of a welcoming presence at the door was noted. •The room was set up in dark in order to present the deck, but it became hard to read the handouts and take notes. •Most of the attendees had a positive feedback of this event. Culinary Journey Series: Plant-based Italian meals Rancho Mirage Library Observations Palm Desert | Task Force Meeting 14 ACTIVITIES •The Community Room hosted an opera competition with about 2/3 attendance. •A Children's Librarian is always available in the children's area throughout the library's operating hours. ENVIRONMENT •The Children's room is right inside and features book racks, a play area, computer stations, colorful carpeting, an activity/event space with double-tier seating, and a self-checkout kiosk. The Children's Librarian's desk is nearby. •This is a very comfortable area, most inviting, lots to see, so much more than books. •Information design is staffed and helpful to give directions within the library. •Checkout staff is conveniently close to the exit. INTERACTIONS OBJECTS •Christmas tree made of books with red and green dust jackets. •Display cases well used and well lit. •Well signed areas: Information, Checkout, Study Room, Computers, etc… USERS •The Opera Competition attracted a crowd to the Community Room, with many also exploring the library. •There were several children in the play area apparently without parents. •The experience left a positive impression, making it a place worth returning to. How could this experience be related to and/or inform the future public library customer service experience? Logical Library Layout The library should have a logical organization, grouping similar items together. For instance, children's books and DVDs should be in a room with closed doors to contain noise, and a Children's librarian should be present. Grouped Book Racks Book racks should be placed together, accompanied by comfortable reading chairs, avoiding separation at opposite ends of the building. Purposeful Room Placement Rooms with specific purposes, like meetings, cooking classes, and computer instructions, should be in close proximity to avoid patrons searching throughout the building for the right room upon entry. Service Safari Palm Desert | Task Force Meeting 15 Where: Gelson’s Market in Rancho Mirage Interactions: The store lacks communication unless you ask for help. As a first-time shopper, I had to seek assistance for many items on my list, like salmon, which took me to three different places. The store's organization felt odd, with similar items like jam and iced tea scattered in different, distant areas. Spaces: At this store, though well-lit, there is a lack of clear and easily readable signs. Aisles are either numbered or formed by refrigerated compartments and display tables, leading to a confusing atmosphere. It took about an hour to find eight items on my list, and I might decide not to return to this store. Objects: •Similar products in multiple locations •Aisles not arranged in an orderly manner •Lack of signage •Availability of helpful employees Discussion & Share Outs Any insights on how it will be related to and/or inform the future public library customer service experience? How was the overall experience? Any outstanding findings or observations came out from the exercises? Palm Desert | Task Force Meeting 16 Look Ahead 01 Community Open Engagements January 20-22 •Envision the future of the Palm Desert Library •Share the upcoming news about library transition 02 Bring forward a municipal library ordinance & request LIF appropriation January 25 Order furniture, fine-tune design February Approve County Withdrawal and COD Lease agreements By late February 03 Design RFP Mid March Creation of a 501(c)(3) foundation for fundraising upcoming Adoption of library policies and governance structure upcoming Palm Desert | Task Force Meeting 17 Q & A Palm Desert | Task Force Meeting 18 Thank You! [This page has intentionally been left blank.] CITY OF PALM DESERT ATTENDANCE REPORT Advisory Body: Prepared By: Year 2023 2023 2023 2023 2023 2023 Month Jul Aug Sep Oct Nov Dec Date 17-Jul 28-Aug 27-Sep 30-Oct N/A 4-Dec Buller, Jann P - P P - P 0 0 Bynder, Randy P - E A - P 2 1 Gomez, Gustavo P - E P - A 2 1 Gonzales, Karen P - E P - P 1 0 Johnson, Matt P - P P - P 0 0 Maldonado, John E - P P - P 1 0 Marcuse, Carol P - P P - P 0 0 Murphy, Paul P - P P - P 0 0 Perry, Ralph P - P 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 [This page has intentionally been left blank.]