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HomeMy WebLinkAboutLibrary Promo Cmte - 03-21-2012 �!�� CITY OF PALM DESERT �`•�� PALM DESERT LIBRARY PROMOTION COMMITTEE � � APPROVED MINUTES • Wednesday, March 21, 2012— 3:00 p.m. Administrative Conference Room 73-510 Fred Waring Drive, Palm Desert, CA 92260 L CALL TO ORDER Chairman Kermode called the meeting to order at 3:06 p.m. II. ROLL CALL Present: Absent: Member Joan Beasley Member Aaron Bonner Member Lois Cardona CITY CnUNCILACTION Member Marilyn Hahn APYROVF.D nt�.lvirD Member Ella Manor RECEIVED � F����- OTHCR Vice Chair Bobbie Rosenberg Chairman Louise Kermode MI:F.TING DATE - - ��� 3 AYF,S: F�ea15o�,t,�`� � ,I .Icxr��iP,� � � cc.�i1�� K. Also Present: Nnr�; �c�� A13SENT: ►���1 e-- Jean M. Benson, Councilmember AT3STAIN: N a Rachelle D. Klassen, City Clerk VERIFIED 13Y: �� Barbara Bowie, Desert Zone ManagBrG;�j�r���p�#gt��k�r�},r}�s� ftice Barbara Williams, County Librarian Jeannie Kays, City Librarian Robin Stewart, Palm Desert Library Special Events Coordinator Eileen Strain, Palm Desert Library Volunteer Coordinator Mary P. �aCross, Recording Secretary III. ORAL COMMUNICATIONS Chairman Kermode introduced new County Librarian Barbara Williams. Ms. Williams noted she was pleased to be at the meeting and looked forward to meeting everyone and talking about the Library. APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 21, 2012 IV. CONSENT CALENDAR A. MINUTES of the Adjourned Palm Desert Library Promotion Committee Meeting of October 5, 2011. Rec: Approve as presented. Chairman Kermode noted a correction to Page 17 of the Minutes, Item G, which read, "Staff took their days to run it..." She asked that it be corrected to read, "Staff took three days to run it..." Member Beasley moved to approve the Minutes as amended. Motion was seconded by Vice Chairman Rosenberg and carried by a 6-0 vote, with Member Bonner ABSENT. V. NEW BUSINESS A. ELECTION OF COMMITTEE CHAIR AND VICE CHAIR FOR 2012 Upon question by Chairman Kermode as to procedure, Mrs. Klassen noted that it was specifically the City's practice to declare the position of Chairman to be vacant and request nominations from the floor. Member Manor moved to keep the same Chair and Vice Chair as last year and appoint Louise Kermode and Bobbie Rosenberg respectively to those positions for 2012. Motion was seconded by member Beasley and carried by a 6-0 vote, with Member Bonner ABSENT. B. CONSIDERATION OF PROPOSED FY 2012/2013 LIBRARY FUND BUDGET. Ms. Klassen noted that the City found itself in the position of having lost its Redevelopment Agency, which was one of the major sources of funding for projects and infrastructure in the City as well as some of the City's overhead costs. City staff was currently working on the budget for Fiscal Year 2012/2013, with direction to not request any increases but to decrease budget amounts if possible. She said she had discussed with the City Manager the desire for the Library budget to remain at its current level, and he had agreed; however, the Committee could make changes to specific categories within the Library budget, as long as the total stayed the same. 2 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 21, 2012 Upon question by Member Manor, Ms. Kays responded that it looked fine to her and that she did not anticipate any shortages at this point in any of the categories. Ms. Bowie agreed. Councilmember Benson asked whether there was anything we needed to anticipate for the move or while the Library was closed. Ms. Klassen responded that if something comes up, staff will take a special request to the Council for approvaL Chairman Kermode asked if costs would actually be less during closure of the Library. Ms. Klassen responded that there would still be the same staffing expenses because the current staff will be working in other branches and other areas. Ms. Stewart noted that the special events budget had been decreased by $2,000 because of the pending remodel, which had not yet happened, and she asked if that $2,000 would be put back in. Ms. Kays stated that the additional funds would have to be taken from the book budget or somewhere else. Ms. Klassen added that things could be moved internally just to see how things go, but hopefully in the future as things improve for everyone, that might make a difference. She added that the County might be able to be in a position to help as well. She noted that the City had a pass-through account, and because of the dissolution of the Redevelopment Agency, all of that funding has been sent to the County, and they may be able to kick in a portion as well if we find ourselves running a little short. With Committee concurrence, the proposed 2012/2013 Library Fund Budget was received and filed. VI. CONTINUED BUSINESS None VII. OLD BUSINESS A. UPDATE ON LIBRARY REFRESH PROJECT Ms. Kays noted that approval had been received from DSA (Division of State Architect) to go forward with the remodel project. She said she had met with the project architect, Holt, on March 5tn and set a closing date of Saturday, April 7th, at the close of business. She anticipated the Library would be closed approximately six months (two weeks to move out, four to five 3 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 21, 2012 months for construction, two weeks to move back in and get set up). The College of the Desert Library would continue to run on its regular schedule. A meeting was scheduled for March 27th to work on the timeline and figure out when they are planning to rip out the restrooms and do the lobby area. The tentative plan was to do that section in August when the College of the Desert Library is closed. Member Beasley asked what the options were for the public during the time the Library is closed. Ms. Williams noted that the Palm Desert Library was the 2"d busiest in the County Library System. She noted that she had grown up with neighborhood public libraries and believed that people needed to have access to that service. The idea that Palm Desert residents would not have library service for some time was not acceptable to her, especially once the Bookmobile started having some challenges and with the new Bookmobile not expected to be ready in time to provide any kind of service during the remodel. She said she, some of her staff members, and the mover had come to Palm Desert to look at the Westfield Shoppingtown space the Library had used last year to get an estimate of costs. While she was not ready to announce it yet, it looked like there would definitely be a Library at WestField, although there were still details to be worked out. She felt it was a wonderful space that would allow for both public services and storage. She said the public space would only last so long, but if the remodel was not completed by the time that space was no longer available, the Bookmobile would be utilized as had been previously planned with four hours per day. She added that her boss wanted the Library to reopen by Halloween; however, she herself would like to have a soft opening in September, with a Grand Opening in October. She said LSSI (Library Systems and Services) believed they could get the temporary library up and running by May 1 St, leaving the month of April for packing and moving. Upon question by Councilmember Benson, Ms. Kays responded that the temporary library would be located in the same place as last year, on the lower level of WestField Shoppingtown next to Coffee Bean & Tea Leaf. Ms. Klassen added that it was the former location of the Macy's Home and Men's Store. Ms. Kays noted there was a new Project Manager for the Library Remodel, as Sergio Pena had transferred it to Ana Rodriguez, and she worked out of the Indio office. Ms. Klassen added that Ms. Rodriguez was the 4�' District Project Manager for the Riverside County Economic Development Agency. Ms. Bowie noted that Ms. 4 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 21, 2012 RodrigueZ had experience managing library projects and had actually managed the County's Thousand Palms Library project. Ms. Cardona stated that she was approached by someone recently who had some magazines such as National Geographic and wanted to donate them to the Library. She asked if they would still be accepted. Ms. Kays responded that the Friends of the Desert Library had decided they would only take donations through the end of March. After that time, they should be taken to other branches. Councilmember Benson stated that if the City's Public Information Officer is writing an article for the BrightSide newsletter about the Library remodel and the move, perhaps he could also include suggestion that any donations be saved until the fall when the new Library opens or be donated to another library. VIII. REPORTS AND REMARKS A. Council Liaison (Councilmember Jean Benson) None B. Librarian (Jeannie Kays) Ms. Kays distributed Palm Desert Public Library Statistics for January to December 2011 and for January 2012. ■ Door count for February 2012 was 26,000 people. ■ Some of the traditional Library programming for the fall, such as the Halloween party and the Gingerbread activities in December, were not held in 2011 because staff thought the Library would be closed for the remodel. ■ 14th Annual Libraries are Fun Festival was scheduled for the Wednesday before the remodel closure, and there were usually 300-350 attendees. The theme for this year's Festival is Tour of Europe, and each activity would be for a different country of Europe. There would also be face painting and games, and every child would receive a free book. There would also be a storyteller stage this year in the Children's Room, and Grandma Micki and a lady who dresses as Mother Goose would be there. ■ Summer Reading Program items have been ordered. ■ The Library is partnering with the Desert Recreation District next month to do the annual Dia de Los Ninos/Dia de Los Libros 5 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 21, 2012 Program at the Community Center, and the YMCA had also been invited to participate. . ■ Geek Academy Computer Grant -- $13,000 grant was received from the California State Library to purchase 13 new laptop computers. ■ Most popular class was the Kindle Boot Camp, where Kindle users were shown how to download free e-books from the Library website. Four classes were scheduled for January, and that was immediately increased to eight classes. There were also more than 30 people on the waiting list. It was so much in demand that classes were held in February and March as well. ■ Committee Member Ella Manor and The Lock Shop had donated a bucket of things for a teen program at the Library — keys, doorknobs, locks, etc. The teens were very creative and took these items and made different pieces of art out of them. C. Special Events Coordinator(Robin Stewart) Ms. Stewart noted they had 1,215 people come to the Chefs Program and 894 to the Sunday Sounds. She added that the staff members at the Palm Desert Community Center were great to work with. D. Volunteer Coordinator(Eileen Strain) Ms. Strain noted the following Volunteer statistics: ■ 483 total hours for January, up from October, November, and December; 398 hours for February ■ Homebound program is down, but it's coming up due to the efforts of the coordinator at Atria ■ Number of volunteers has increased by six ■ December Holiday Party for the volunteers was held at Ruth's Chris Steakhouse, with just under 50 people attending. Ms. Klassen noted that the City Volunteers (Library Volunteers, Visitor Center, Citizens on Patrol, Public Art Docents) would be recognized on April 13, 2012. Due to budgetary concerns, the City had planned a small program in the Council Chamber in the afternoon with light refreshments to follow. E. Friends of the Palm Desert Library (Joan Beasley) Ms. Beasley distributed the Financial Report dated March 21, 2012. She stated that for the approximate six months the Library would be closed for remodeling, she had estimated those were the months 6 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING MARCH 21, 2012 that would have brought in about $20,000; however, right now the account was healthy, so she did not think it was going to be an issue. The programs would continue, so the Friends would be paying for those (i.e., Summer Reading). She added that the on- line sales program would continue. Ms. Kays suggested that the Friends consider having a big book blow-out sale closer to the time when the Library is going to close for the remodel and charge $1/bag. F. Committee Members None G. Staff None IX. ADJOURNMENT Vice Chair Rosenberg moved to adjourn the meeting at 4:00 p.m. Motion was seconded by Member Beasley and carried by a 6-0 vote of the Committee. �� Mary P. a ross, Recording Secretary 7