Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, August 24, 2011 5:30 PM LIBRARY COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Roberson, Castagna, Leyva, Reneker, Yamanishi Trustees Absent: None Staff Members Community Services & Library Director Bui-Burton, Assistant Present: Library Director Holtzman, Reader Services Manager Labeaune, Library Assistant III Harmon, Reference Librarian Kim Smith, Library Assistant II Sandre Cunha CALL TO ORDER Chair Roberson called the meeting to order at 5:31 p.m. ROLL CALL PRESENTATIONS 1. Recognize Library Assistant II Sandre Cunha for 5 years of service to the Monterey Public Library and the City of Monterey It is my pleasure to present Sandre Cunha to the Board of Trustees for recognition of her 5 years of service to the Monterey Public Library and the City of Monterey. It is not well-known that it takes between 3 and 5 years to become fully trained in the various aspects of our section and is a particularly daunting task for someone with no prior experience in Technical Services. I know from my own experience how difficult it was and the tenacity required to be constantly challenged with new tasks, new language, and new systems. Sandre came to the Library with some experience in library services, but none in Technical Services. During her first year, Sandre learned how to process materials for shelf readiness, learned basic cataloging skills, assisted circulation staff by proofreading new library card applications, learned how to enter Recommendations for Purchase into the database, and assumed full responsibility for adding appropriate authority records into the database and running monthly database reports. While acquiring these skills, she also made recommendations which helped improve workflow efficiency. In her second year, Sandre continued to build her cataloging skills. She maintained our Decision Manual and “spare parts” inventory. Sandre developed a system for conducting an inventory of our supplies and has taken on the purchasing of supplies for our division. Sandre developed procedures for our new label printer. She also found time to assist Youth Services with the Summer Reading Program kick-off party. In her third year, Sandre completed her cataloging training and began to learn acquisition skills to serve as my back-up. She has and continues to successfully fill in for me during absences. Sandre also represented Technical Services by giving an excellent safety presentation to the entire library staff. With continuing staff cutbacks, Sandre took on full responsibility for maintaining and processing our newspaper collection. She assisted in the reclassification of the entire reference section to meet our  Library Board of Trustees Minutes Wednesday, August 24, 2011 new spatial needs and helped design, catalog and process our new Travel and Story Time kits. Sandre assisted in the redesign and remodel of our workspace, designed the flyer for our open house, and created our bulletin board. Over the years, she has attended numerous workshops and seminars to enhance her skills and participated in various library activities including most recently the Strategic Planning Process Internal Planning Team. She also co-starred in the library video, The Secret Lives of Books. With ever-increasing demands on staff, Sandre has always maintained a cheerful attitude. Her willingness to learn new tasks and participate in library activities have made her an asset to our library and community. I look forward to working with Sandre for many years to come. 2. Recognize Reference Librarian Kim Smith for 5 years of service to the Monterey Public Library and the City of Monterey Kim Smith joined Monterey Public Library as a Reference Librarian in June 2006. She came to us with a background in bookselling, and with library experience in reference, technology, cataloging and acquisitions services. This background would serve us well. “I enjoy challenges and feel that I am quick to learn new things and adapt to new situations,” Kim wrote in her cover letter. Little did Kim realize what exciting challenges lay ahead. During her first year at Monterey Public Library Kim worked the Reference Services Desk, and was cross-trained to assist in Youth Services as well. She quickly became adept at providing efficient reference service to customers of all ages. Kim had worked in a Library with a large computer lab, and was accustomed to helping customers troubleshoot technology. Her approach to new technologies is fearless. At Monterey Public Library she quickly demonstrated her skill at figuring out unfamiliar programs. Kim enjoys being a go-to person for small computer and technological problems her co-workers may need help with. She has been on hand to provide informal assistance during numerous software transitions from time sheets (VTI), to room bookings (Evanced), and Windows 2007. In 2009 Kim and co-worker Ben Gomberg worked with the Assistant Library Director and Technology staff in order to prepare staff for new time and print management software (Cassie). Together they drafted procedures for public use, and helped train staff in how to assist customers with the new system. Kim is the Reference Services Division’s Readers Advisory specialist. This interest brings together her retail background, her reference skills and her passion for reading. Readers advisory is the service that involves making reading suggestions to customers through active means such as reference interviews, and book talks to more passive methods like book displays, book reviews, and reading lists. In 2006 Kim gave a presentation on using free and subscription based online tools for reader’s advisory at the Monterey Bay Area Regional Cooperative Library System Hands on Workshop. She later repeated this training for staff. In 2007 Kim joined the Library’s web team. She designed and launched an adult reader’s advisory web site “Find a Good Book” populated with resources from her talk The page has since become one of the Library’s most popular subject guides. Kim serves as facilitator for a monthly book discussion group, and helps coordinate several display areas in the Library. Customers who are short on time are grateful to Kim for the “Too Good to Miss” display at the Pacific Street entrance which she keeps well stocked with recent bestsellers, and the works of popular authors. Kim has made important contributions to Library programming. She brought a traveling exhibit, “Times of Dave Brubeck” to the Library to coincide with the Monterey Jazz Festival in 2006. In 2007 she coordinated a Big Read in partnership with the Steinbeck Center. Kim launched Monterey Public Library’s first Adult Summer Reading Program in 2007 - a fun program Library Board Meeting Minutes Wednesday, August 24, 2011 2  Library Board of Trustees Minutes Wednesday, August 24, 2011 designed to encourage adults to explore the Library’s collections and share the joy of reading. In 2008 the theme was “Catch the Reading Bug” and readers who attended informal book discussions shared the joy of meeting Bug himself, Kim’s Dachshund-Basset mix who was granted special permission to attend. Now in its fifth year, the Adult Summer Reading Program continues to grow readers and an enthusiastic following. Kim ran Teen Programming when the Teen Services Librarian position was vacant in 2008, and she has helped plan intergenerational programs such as the Harry Potter Trivia Contest and several Summer Reading Program Kick- off events. Kim adopted social networking early on and doesn’t hesitate to recommend pilot projects. In 2006 she encouraged staff to explore Delicious, a social bookmarking web service. In 2007 she set up a Library Flickr account to enable us to post photos of Library activities on the web. In 2008 Kim created a Facebook page for the Library. She now serves on a committee that is looking at ways to make the page more dynamic. In 2009 Kim recommended that we subscribe to LibGuides, a web-based application that enables staff to create interactive subject guides regardless of their proficiency with HTML code. Perhaps Kim’s most significant contribution lies in the role that she plays in collection development. When Kim first joined Monterey Public Library, selection decisions for adult and teen materials were divided among eight staff members, or selectors. Selection responsibilities include tracking and purchasing popular materials, monitoring and purchasing additional copies of high demand materials, identifying and filling in gaps in the collection, responding to customer and staff suggestions to purchase materials, weeding, screening damaged items and determining whether or not to add donated materials. Kim has gradually taken on more responsibility in collection development. In July 2009 Kim assumed responsibility for selecting all new materials across the adult and teen collections – the work of 8 selectors. Consolidating these tasks under one librarian is possible in large part due to her efficiency, and her strong collection development skills. Kim’s love of a good challenge has led her to some less traditional assignments. In 2008 she ran the Interlibrary Loan service during the Resource Services Coordinator’s extended absence. In 2009 she assumed oversight of the Library Store, and in 2010 Kim was trained to drive the Bookmobile. Over the past five years Kim Smith demonstrated that she is a valuable member of the MPL Team. She is efficient, competent, and ready for a challenge. Thank you Kim for all of your contributions during the past 5 years. We look forward to many more years ahead. 3. Recognize Technical Services Supervisor Diane Harmon for 10 years of service to the Monterey Public Library and the City of Monterey Diane Harmon joined the Monterey Public Library team in October 2000 as an on-call Library Assistant at the Check-Out Desk. In August 2001, she was selected for a full-time Library Assistant I position in Circulation Services. Diane quickly demonstrated flexibility, responsibility, an ability to grasp complex systems, and a talent for streamlining procedures that have characterized her contributions to the Library and community ever since. She was commended by her supervisor for taking the initiative to resolve scheduling problems as soon as they arose. She was an early adopter of the Millennium Circulation software, and assisted in training and supporting her co-workers as they began using the new program. She developed procedures and training to implement self-service holds and related innovations. She served as backup to the Interlibrary Loan coordinator, an Library Board Meeting Minutes Wednesday, August 24, 2011 3 Library Board of Trustees Minutes Wednesday, August 24, 2011 extremely demanding customer service assignment. She honed her planning, coordination, and leadership skills when the Circulation Section was managed as a Self Directed Team. In November 2004, Diane was promoted to the position of Library Assistant II – Technical Services. Library technical services work takes place behind the scenes and is often viewed as mysterious. The work requires mastery of several layers of detailed rules and standards, local practices, and specialized computer skills, all without losing sight of the goal of making Library materials easy for customers to find, choose, and use. Diane entered this realm during a time of great change. The supervisor who had developed and implemented most of the Library's cataloging and processing procedures had retired, and two software programs used for copy cataloging and database maintenance were being replaced. Diane’s tenacity, affinity for complex systems, and ability to innovate and streamline stood her well. She quickly learned copy cataloging, deletion, physical processing, and repair of Library materials. She took charge of specialized procedures for maintaining the consistency of name and subject headings and cross references in the catalog, and for searching and processing lost, missing, and long- overdue items. She sought out training opportunities to understand the background of Library cataloging policies and practices. From the beginning, she made a point of documenting new procedures and updating Division manuals. In 2005 the Acquisitions Coordinator announced her retirement. Diane had less than two months to learn another Millennium module and absorb another set of complex procedures – including responsibility for the Library’s $150,000 Collection Development budget. Again she demonstrated remarkable flexibility, and capacity for growth. Despite the full time vacancy, Diane maintained the acquisition program and helped coordinate cataloging so that staff shortages had no visible impact on Library collections and customer service. Diane accepted the Technical Services Supervisor position in 2006, leaving the Library Assistant II position vacant. Once again she had more to learn and greater responsibility for maintaining cataloging and processing production without full staffing. She rapidly honed her supervisory skills, and took the lead role in selecting a candidate to fill the Library Assistant II position. Under her leadership the Technical Services division has undergone cross training, to strengthen the team’s response during vacations and absences. She has developed cataloging and processing procedures for new collections – Playaways, Travel bags, Storytime kits, digital books – managed major collection shifts such as the reduction and transfer of the adult reference collection, and the downsizing of serials holding, planned and implemented service improvements such as automating spine label creation and new security processing for AV materials using more reliable and customer friendly security labels. In 2010 Diane worked with her staff, to design and implement the renovation of the Technical Services work area – desks, computers, and shelving was realigned to improve efficient workflow. Each change was brought about while keeping daily processes moving, and materials flowing into customer’s hands. During the past five years Diane has helped reduce the mystery of Technical Services – she makes sure that changes in Technical Services are communicated across the Library. She ensures that her staff participate in technical services training, but also Library-wide growth opportunities from helping to plan the Summer Reading Kick-off party to serving on the Strategic Planning Process Internal Team. She has encouraged cooperative problem solving between workgroups, developing new procedures together so that Circulation staff who check out materials to be mended, or Librarians who place orders for new materials understand how their work, and the work of Technical Services impacts customer service. In 2010 Diane worked with the Special Services Coordinator to create a PSA, “The Secret Lives of Books” helping to educate the public about what goes on behind the scenes in the Library as well. Library Board Meeting Minutes Wednesday, August 24, 2011 4  Library Board of Trustees Minutes Wednesday, August 24, 2011 Throughout her tenure at Monterey Public Library Diane has never lost sight of the Library’s goal to serve our customers. Diane is a tremendous asset to the Library team and our community. Congratulations on 10 years of service. I look forward to working with you for many years to come. CONSENT ITEMS On a motion by Library Trustee Castagna, seconded by Library Trustee Reneker, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: AYES: 5 TRUSTEES: Roberson, Castagna, Leyva, Reneker, Yamanishi NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 4. June 22, 2011 Other Consent Items 5. Request Appropriation of Grant Funds in the Library Trust Fund 6. Receive Update on 2011-12 Library and City Budget 7. Receive Quarterly Report on Library Trust Fund Activities 8. Receive Quarterly Review of Monterey Public Library 2012 Strategic Plan ***End of Consent Agenda*** PUBLIC COMMENTS Chair Roberson opened the floor for public comments: No public comments PUBLIC APPEARANCE New Business 9. Select Officers for FY 2011-12 Trustees Leyva, Castagna, Reneker, and Yamanishi declined to serve as Chair in 2011- 12. Trustee Roberson agreed to continue as Chair. Trustee Castagna accepted the office of Vice-Chair. Library Board Meeting Minutes Wednesday, August 24, 2011 5  Library Board of Trustees Minutes Wednesday, August 24, 2011 10. Receive Report on Management Response to Staff Survey on the Shared Library Director Position and Library Management Reorganization Old Business 11. Receive Report on the Strategic Planning Process TRUSTEE COMMENTS Trustee Reneker: During travels around the country inquired at other libraries about interlibrary loan service and learned that several smaller libraries are providing ILL service. Trustee Leyva: Applauded the good work regarding the volunteer hours that are increasing, especially during June and July. Inquiry about when the high school students will be touring the library and whether Bayview charter school needed to be redesignated as a recipient to receive Stuart Day funds. Trustee Castagna: Inquired whether volunteer hours are being counted for the Strategic Planning process. INFORMATIONAL REPORTS & STAFF COMMENTS Community Services & Library Director Bui-Burton: The Monterey Bay Area Cooperative Council (MOBAC) will be having an all day retreat in October regarding the future of MOBAC with the loss of State funding either cut by 50% or completely being eliminated. Asked to be on the steering committee of the California Preservation program, a group funded through the State Library and other funding sources that brings together museum, archival and historic site professionals to speak about the preservation of California's physical collections. Speaking on a panel at the League of California Cities annual conference in September on the topic of Libraries Today, Tomorrow and into the Future. Assistant Library Director Doug Holtzman will be speaking on a panel about non-resident fees at a Pacific Library Partnership conference. Hosting two day Digital Library Director’s summit as part of the Internet Librarian conference that takes place in October; time will be taken off. ***Adjourn to Closed Session*** Board adjourned to closed session at 7:03 p.m. and reconvened in open session at 7:26 p.m. CLOSED SESSION Library Board Meeting Minutes Wednesday, August 24, 2011 6  Library Board of Trustees Minutes Wednesday, August 24, 2011 12. Public Employee Performance Evaluation Title: Library Director ANNOUNCEMENTS FROM CLOSED SESSION Assistant Library Director Holtzman announced that the Board met in closed session to prepare the Library Director's personnel evaluation and instructed staff by unanimous vote on completion and approval of the evaluation document. ADJOURNMENT The meeting adjourned at 7:28 p.m. Respectfully Submitted, Approved, Douglas Holtzman Clyde Roberson, Chair Assistant Library Director Library Board of Trustees Library Board Meeting Minutes Wednesday, August 24, 2011 7