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Home My WebLink About2024-04-22 LT Regular Meeting Agenda Packet and Supplemental 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/85098925509 or call (213) 338-8477, Zoom Meeting ID: 850 9892 5509 • Written public comment may also be submitted to cityclerk@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 March 25, 2024. B. RECOMMENDATION TO CITY COUNCIL OF LOCATION FOR NEW LIBRARY BUILDING RECOMMENDATION: Recommend location of new library building to City Council. Monday April 22, 2024 12:30 p.m. Regular Meeting Library Taskforce Agenda April 22, 2024 City of Palm Desert Page 2 5. INFORMATIONAL REPORTS & COMMENTS A. CITY STAFF 1. Existing facility update 2. Integrated Library System (ILS) & opening day collection update 3. Community partnerships & engagement update 4. Provision of alternate spaces for library groups 5. Programming during and after the closure 6. Staffing update 7. Library polices overview 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 City Clerk Mejia on Monday, March 25, 2024, at 12:30 p.m. in the North Wing Conference Room, City Hall, located at 73-510 Fred Waring Drive, Palm Desert, California 2. ROLL CALL Present: Taskforce Members Jann Buller, Randy Bynder, Gustavo Gomez, Karen Gonzales, Matt Johnson, John Maldonado, Carol Marcuse, Paul Murphy and Ralph Perry Absent: None. Liaison(s) Present: Jan Harnik and Evan Trubee, Councilmember Liaisons Staff Present: Gary Shaffer, Director of Library Services; Anthony Mejia, City Clerk/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 BYNDER, CARRIED 9-0; to approve the Library Taskforce Regular Meeting minutes of January 22, 2024, as amended. Monday, March 25, 2024 12:30 p.m. Regular Meeting Page 3 Library Taskforce Minutes March 25, 2024 City of Palm Desert Page 2 5.INFORMATIONAL REPORTS & COMMENTS A.CITY STAFF Director of Library Services Shaffer, provided updates on the following items and answered member inquiries: •New staff introductions; •Project timeline update; •County to City transition update; and •Library services programs and outreach. B. LIBRARY TASKFORCE MEMBERS None. C.CITY COUNCIL LIAISONS None. D. ATTENDANCE REPORT – Report provided; no action taken on this item. 6.ADJOURNMENT The Library Taskforce adjourned at 1:26 p.m. Respectfully submitted, Anthony J. Mejia, City Clerk Recording Secretary ATTEST: Gary Shaffer, Director of Library Services Staff Liaison APPROVED BY THE LIBRARY TASKFORCE: __/__/____ Page 4 Page 1 of 1 CITY OF PALM DESERT LIBRARY TASKFORCE STAFF REPORT MEETING DATE: April 22, 2024 PREPARED BY: Ryan Lamb, Project Manager Gary Shaffer, Director of Library Services Chris Escobedo, Assistant City Manager REQUEST: RECOMMENDATION TO CITY COUNCIL OF LOCATION FOR NEW LIBRARY BUILDING RECOMMENDATION: Recommend location of new library building to City Council. BACKGROUND/ANALYSIS: On October 12, 2023, the City Council voted to withdraw from the Riverside County Library System so that the City may operate it as a municipal library, effective July 1, 2024. The City will operate from this facility beginning on July 1, 2024, until a new facility can be designed, constructed, and outfitted on city-owned land. The City has entered into a 5-year lease with the Desert Community College District on the existing library, which should be sufficient time to design and fully construct the new City library. On September 27, 2023 and October 30, 2023 the Library Taskforce met and discussed potential sites for the library. At that time, the location of the current Sheriff substation was preferred. Recently, another site on Civic Center Campus adjacent to the park has become a viable option. This initial design effort will be for Richärd Kennedy Architects (RKA) to finalize a building program, then develop 3 budget-tiered conceptual designs, low/middle/high. Concept designs, cost estimates, and Library Taskforce recommendation will be presented to City Council for approval. RKA analyzed the site options and will walk through the new Civic Center Campus site. The architect will then complete Schematic Design of the approved concept. Programming through Schematic Design is anticipated to take approximately 7 months. Following the completion of Schematic Design, City Staff will solicit Bids for Design-Build services. Along with the architect’s design services, other pre-construction services will include, but are not limited to, site surveys and analyses, soils report, and cost estimating services. FINANCIAL IMPACT: The New Library Facility Project was not included in the City’s approved Capital Improvement Project (CIP) List for FY 2023-24. As part of the separation agreement with the County, the City received $4,000,000 to use toward library capital projects. Funds have been deposited into the Library Capital Project Fund in order to offset costs absorbed by the General Fund. Page 5 LIBRARY TASK FORCE Gary Shaffer City Manager's Office- Library April 22, 2024 Page 6 EXISTING FACILITY UPDATE •The City will gain access to the building in 9 days (May 1). •We will inventory the current furniture, identifying which furniture stays, which is to be reupholstered, and which is to be deaccessioned. •New flooring will be placed in the entry area,new carpet and wallcoverings in the community room, and many walls will receive a fresh coat of paint. •New security cameras and access panels will be installed. •The library team plans to handle and evaluate all 75,000 items in the current collection. Page 7 ILS SYSTEM & OPENING DAY COLLECTION UPDATE •We have chosen the Polaris Vega Integrated Library System. This system is an off-shoot of the RCLS catalog. •A related ILS product system was chosen as it is the most efficient way to migrate the data from RCLS to the new Palm Desert Library ILS. •Test migrations have been successful, a final migration is scheduled the first week of May •Several materials vendors have been set up to purchase an opening day collection of books and DVD's •After opening we will continue with regular purchasing of materials for the collection Page 8 COMMUNITY PARTNERSHIPS & ENGAGEMENT UPDATE Established Partnerships First Contact YMCA (joint programming & use of space)Palm Desert Historical Society The Shops at Palm Desert (joint programming & use of space) Certified Farmer's Market Read With Me (book donations)Desert Sands Unified School District Joslyn Center (joint programming & use of space) UC Riverside, Palm Desert Campus (joint programming) Friends of the Palm Desert Library City Public Affairs (joint outreach) Page 9 PROVISION OF ALTERNATE SPACES FOR LIBRARY GROUPS •The City has made available an office suite in a city-owned building adjacent to the park (Parkview Building) for use by groups that regularly meet at the library. •The City has reached out to the Portola Community Center to see if they can accommodate groups that meet outside of City Hall hours. Page 10 MAY & JUNE PROGRAMMING •Weekly Storytimes will be offered during the remodel. Storytimes will most likely be at The Shops at Palm Desert from 10-11 am in front of Macys. Summer Reading will launch June 10th. The theme is Adventure Awaits! Summer Reading will run for 6-8 weeks; the first three weeks are during the remodel. Programming will include craft and performer programs, and book g iveaways. •One Book-One Palm Desert reading program centered on The Library Book by author Susan Orlean. Ms. Orlean will be interviewed at a culminating, free-to- attend event at UCR-Palm Desert, Tuesday evening,June 18. Page 11 JULY-SEPTEMBER PROGRAMMING PREVIEW •Reopening welcome activities: Scavenger Hunt, Bingo, Meet & Greet. “Get to know your new Library.” •Weekly Storytimes for c hildren and families •Summer Reading continued in person- July-August •Back-to-School events such as class visits, afterschool crafternoons, library resource/database highlights, library card sign-ups, welcome events for teachers, families, and children •Welcoming back previous groups that have previously met at the library (Mahjong, Veterans, Friends, etc.) Page 12 STAFFING UPDATE •Offers have been made to 3 Librarians. We welcome one today!Two other Librarians will start May 6th. •The Library Assistant posting received over 90 applications and interviews are being held this week. Page 13 Library Polices Overview Policies in Draft Circulation Programming Code of Conduct Public Distribution of Materials and Posting of Public Notices Collection Development Records Retention Community Room (meeting room)Library Card Registration Computer Use, Booking and Printing Request to Reconsider Library Materials Displays Surveillance (follows city ordinance) Filming and Photography Study Rooms Interlibrary Loan Use of Library Facilities and Grounds Mobile Library Privacy and Confidentiality Page 14 THANK YOU Gary Shaffer Gshaffer@palmdesert.gov 760.776.6460 Page 15 [This page has intentionally been left blank.] Page 16 CITY OF PALM DESERT ATTENDANCE REPORT Advisory Body: Prepared By: Year 2023 2023 2023 2023 2023 2024 2024 Month Aug Sep Oct Nov Dec Jan Mar Date 28-Aug 27-Sep 30-Oct N/A 4-Dec 22-Jan 25-Mar Buller, Jann -P P -P P P 0 0 Bynder, Randy -E A -P P P 2 1 Gomez, Gustavo -E P -A P P 2 1 Gonzales, Karen -E P -P A P 2 1 Johnson, Matt -P P -P P P 0 0 Maldonado, John -P P -P P P 0 0 Marcuse, Carol -P P -P P P 0 0 Murphy, Paul -P P -P P P 0 0 Perry, Ralph -P 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 Page 17 CONCEPTUAL DESIGN OF MUNICIPAL LIBRARY CI TY OF P AL M DE S E RT April 22, 2024 Library Task Force – Site Discussion Existing Library Sheriff Station Site Fred Waring Drive Magnesia Falls Drive Visitor Center Site PALM DESERT MUNICIPAL LIBRARY SITE OPTIONS Fred Waring Drive Magnesia Falls DriveA B PALM DESERT MUNICIPAL LIBRARY SITE OPTIONS Parkview Building Parkview Building •Due to the investment necessary to maintain and upgrade the building, the City is exploring options to repurpose this building and site •Repurposing includes the possible demolition of the building to make way for other uses Existing Library Fred Waring Drive Magnesia Falls Drive Parkview Site Library + Visitor Center PALM DESERT MUNICIPAL LIBRARY SITE Fred Waring Drive Magnesia Falls Drive D A B CENTRY •Civic Center Park has prominent community-focused buildings adjacent to the park green space at major entry points •Locating the Library & Visitor Center at the Parkview site reinforces the plan by continuing this planning strategy •Library + Visitor Center experiences are enhanced via direct connection to the park •This planning approach provides additional community amenities connected within the park, allowing visitors to access each within the civic center park setting REINFORCE CIVIC CENTER PARK PLANNINGPalm Desert Aquatic Center Palm Desert Community Center Family YMCA of the Desert Future Palm Desert Library A B C D LEGEND Parkview Site •Increased buildable area better accommodates both Library & Visitor Center programs Parkview Site 2.17 Acres Fred Waring Drive Dept. of Rehabilitation / State of California Palm Desert City Hall Current Visitor Center Visitor Center Site .43 Acres SITE AREA Sheriff Station Site 1.04 Acres H EA V Y T R AF F I C N O I S E (O v e r 1 0 0 de c i be l ) TRAFFIC NOISE Parkview Site Sheriff Station Site Parkview Site •Provides distance from traffic noise and is buffered by building to the south Sheriff Station Site •Traffic noise of over 100 decibel along Fred Waring Drive is not ideal for Library functions Desert Holocaust Memorial Amphitheatre Messenger of the Puul The Walter H. Snyder Lagoon CONNECTION TO THE PARK Fred Waring Drive Parkview Site Sheriff Station Site The Dreamer Midstream Parkview Site •Provides direct access between the park and Library •Provides opportunities for indoor/outdoor Library spaces shared with the park •New Library art would add to the existing public art in the park further knitting the Library into the park experience Sheriff Station Site •Does not provide a direct connection to the park •Creates a potential safety risk for patrons walking between the park and Library Parkview Site •Options for vehicle access on the west, south, and east edges of the site •Provides multiple options for locating patron drop off, service loading dock, and drive- up book drop Sheriff Station Site •Vehicle access is limited to the north edge of site •Limits potential locations for patron drop off, service loading dock, and drive-up book drop VEHICLE ACCESS ENTRY Parkview Site Sheriff Station Site Fred Waring Drive Parkview Site •Options for pedestrian access on the west, north, and east edge of the site Sheriff Station Site •Pedestrian access is limited to the north and east edges of site PEDESTRIAN ACCESS Parkview Site Sheriff Station Site Fred Waring Drive Parkview Site •Direct views to the park add to patron and staff experience •Distant mountain views to west provide visual connection to larger context VIEWS FROM SITE Fred Waring Drive Parkview Site VIEW LOOKING NORTHWEST TO CIVIC CENTER PARK FROM PARKVIEW SITE VIEW LOOKING SOUTHWEST TO DISTANT MOUNTAINS FROM PARKVIEW SITE Parkview Site •Although the Sheriff Station site provides a prominent view from Fred Waring Drive, the Parkview site provides additional opportunities for views to the Library from multiple locations including Civic Center entry drives, adjacent neighborhood, and from within the park VIEWS TO THE SITE Parkview Site Sheriff Station Site Fred Waring Drive VIEW LOOKING TOWARDS PARKVIEW SITE FROM SOUTH ENTRY DRIVE VIEW LOOKING TOWARDS PARKVIEW SITE FROM THE PONDS & BRIDGES VIEW LOOKING TOWARDS PARKVIEW SITE FROM AMPHITHEATER Parkview Site •Site allows for 25,000sf or more •Allows room for potential future expansion Sheriff Station Site •Although a 25,000sf program fits on the site, a two-level option may need to be considered due to site constraints & would be more expensive than a single level option •Does not allow for potential future expansion BUILDING AREA Fred Waring Drive 20,000 SF 5,000 SF 20,000 SF 5,000 SF •BOTH the Sheriff Site and Parkview Site have existing utility connections & infrastructure that can be utilized for the future library CONCEPTUAL DESIGN OF MUNICIPAL LIBRARY CI TY OF P AL M DE S E RT April 22, 2024 Library Task Force – Site Discussion