Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, August 22, 2012 5:30 PM LIBRARY COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Reneker, Yamanishi, Castagna, Koenig, Wojtkowski Trustees Absent: None Staff Members Community Services and Library Director Bui-Burton, Assistant Present: Library Director Holtzman, Reference and Reader Services Manager Labeaune, Museums, Cultural Arts and Archives Manager Copeland, Youth Services Manager Brown, Librarian Henry, Administrative Assistant Garibaldi CALL TO ORDER Chair Reneker called the meeting to order at 5:30 p.m. ROLL CALL PRESENTATIONS 1. Recognize Administrative Assistant II Francesca Garibaldi for 5 Years of Service to the Monterey Public Library and the City of Monterey Francesca Garibaldi was hired as an On-Call in June 2005 when she first moved to the area. Since that time she has worked as a full-time Office Assistant II at the Monterey Conference Center and on-call in numerous departments including Human Resources, Public Works, the City Attorney’s Office, and the City Clerk’s Office. In August 2007, she accepted an Administrative Assistant I position at the Library, beginning five years of continuous City service in a regular position. Francesca quickly mastered many of the complex administrative support procedures that are still essential parts of her job today: cash handling, donation processing and donor recognition, processing meeting room applications, and Library Board support tasks. In her first evaluation, her supervisor said, “You have become an indispensable member of the Administration team. Your customer service skills are excellent. You have become very effective at keeping the Board packet on track.” Francesca learned to use specialized Library software such as the DonorPerfect fund development software and Evanced calendar and room reservation system. She developed new systems for tracking incident reports and Friends memberships. She also worked up to ten hours per week assisting customers on the Circulation Desk. Until September 2010, Francesca was the part-time member of a two-person administrative support staff. At that time, the part-time Administrative Assistant I position was eliminated as a result of budget reductions. She moved to an Administrative Assistant position in Recreation. Three months later, the Library Executive Assistant II resigned to take another City position, and Francesca returned to the Library as the sole administrative support staff member, responsible for completing many of the tasks that had been assigned to two employees working twice the Library Board of Trustees Minutes Wednesday, August 22, 2012 hours. She more than met this challenge by improving and streamlining procedures, leaving her time to contribute to the Library and City in many more ways. Since returning to the Library, Francesca has transformed our records management and Board support procedures by learning and implementing the City’s Uniform Functional Filing System (affectionately known as UFFS) and Enterprise Content Management systems for agenda and minutes preparation. She took on a substantial role in providing administrative support to the Library volunteer program, learning yet another specialized software application. She assisted the Museums, Cultural Arts, and Archives Manager with preparation of a successful Community Foundation grant proposal for the assessment and future preservation of the California History Room archival collections. She participated in the Strategic Planning process, and she has developed or improved countless calendars, lists, forms, and procedures. From the beginning, Francesca has been interested in events, programming, and community outreach. In 2008, she assisted with the Library volunteer appreciation event. She was a particularly important part of the 2011 Summer Reading Program International Language and Culture Day, contacting and working with many community participants, arranging a loan of twenty international flags from the Monterey Institute of International Studies, and assisting at the event. Francesca was an organizer of the City’s Bike to Work Day activities in 2011. This year, Francesca helped organize Summer Reading Program events and coordinated Library participation in the United Way Stuff the Bus campaign that ended this month. She suggested that MPL initiate a Seed Library, researched model programs in other public libraries, and is currently contacting possible community partners. In February 2012, Francesca began a special assignment increasing her role in Library Board support. In June, she was promoted to Administrative Assistant II, becoming the Board’s administrative support staff on a permanent basis. She gracefully and efficiently produces Board agenda packets from documents completed at the last moment by the Director and Assistant Director, records Board actions in the minutes, and keeps the Board informed. Most recently, she compiled extensive information packets for the incoming Trustees. Francesca Garibaldi remains an indispensible member of the Administration team. We are very grateful for her role in making the Library organization work in complicated times, and for her enthusiasm about all aspects of Library services and outreach. We appreciate her five years of service and look forward to many, many, more. CONSENT ITEMS ***End of Consent Agenda*** On a motion by Library Trustee Yamanishi, seconded by Library Trustee Wojtkowski, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: AYES: 5 TRUSTEES: Reneker, Yamanishi, Castagna, Koenig, Wojtkowski NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None PUBLIC COMMENTS Library Board Meeting Minutes Wednesday, August 22, 2012 2  Library Board of Trustees Minutes Wednesday, August 22, 2012 Chair Reneker opened the floor for public comments: Walter Beam, leader of the Hearing Loss Association of America-Monterey Bay Chapter, spoke about the organization's purpose, upcoming meetings, and distributed the Hearing Loss magazine to each Library Trustee. Approval of Minutes 2. July 21, 2012 3. July 25, 2012 PUBLIC APPEARANCE New Business 4. Receive Report on Collection Development 5. Conduct a First Reading of Revisions to Policy 401: Collection Development Trustee Yamanishi expressed the Board’s gratefulness to Doug and the staff for their work on this policy. 6. Receive Briefing on City and Library Budget Process 7. Review Policy 210: Use of the Trust Fund Trustee Wojtkowski excused herself from the meeting at 7:29 p.m. 8. Conduct a First Reading of Revisions to Policy 175: Loan of Laptop Computers 9. Receive Report on Bookmobile Services Old Business 10. Approve New Vision Statement for Monterey Public Library Strategic Plan 2012-2015 On a motion by Library Trustee Castagna, seconded by Library Trustee Koenig, and carried by the following vote, the Library Board of Trustees approved the new Vision Statement for the Monterey Public Library Strategic Plan 2012-2015: AYES: 4 TRUSTEES: Reneker, Yamanishi, Castagna, Koenig, NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Wojtkowski ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None TRUSTEE COMMENTS Trustee Yamanishi: Attended the Mayor's meeting on August 13. Library Board Meeting Minutes Wednesday, August 22, 2012 3  Library Board of Trustees Minutes Wednesday, August 22, 2012 Spoke at the City Council meeting as part of the Gold Rush Endowment project and publicly thanked all involved. Trustee Reneker: Delightful experience while in London visiting several British libraries. Noted that in the London Times magazine there was an article on the "Book Stops Here" describing the enhancement to books with video and reproductions of the original text, etc. ultimately developing and enhancing the electronic book. INFORMATIONAL REPORTS & STAFF COMMENTS Community Services and Library Director Bui-Burton: Thanked Trustee Yamanishi for attending the Mayor’s meeting and the City Council meeting and Trustee Castagna for going to UC Santa Cruz to join me in presenting the Monterey Public Library's use of collections to more fully engage the community. Following up on two Trustee comments: 1) The comparison of the Summer Reading Programs between last two years will be delayed and 2) June reference statistics showed a 9% decline. Sampling periods are four times per year for two-week periods determined by the State Library. The variation is likely due to a high school visit in the previous year that did not occur this year. Distributed pamphlets about the 21st Century Academy at Monterey High School. 11. Receive Library Activity Report 12. Receive Financial Report 13. Receive Statistical Report 14. Receive Volunteer Report ADJOURNMENT Having no further business to come before the Library Board, Chair Reneker adjourned the meeting at 8:07 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Maxine Reneker, Chair Administrative Assistant II Library Board of Trustees Library Board Meeting Minutes Wednesday, August 22, 2012 4