Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, December 4, 2013 5:00 PM LIBRARY COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Yamanishi, Castagna, Koenig, Wojtkowski, Reneker Trustees Absent: None Staff Members Community Services and Library Director Bui-Burton, Reference Present: and Readers Services Manager Waite, Museums, Cultural Arts and Archives Manager Copeland, Youth Services Manager Brown, Librarian Henry, Circulation Section Supervisor Schwirzke, Library Assistant II White, Administrative Assistant Garibaldi, Librarian Stansbury, Library Assistant Morris, Human Resources Assistant Punkar CALL TO ORDER Chair Yamanishi called the meeting to order at 5:00 p.m. ROLL CALL PRESENTATIONS 1. Recognize Circulation Section Supervisor Katie Schwirzke for 10 Years of Service to the Monterey Public Library and the City of Monterey Katie Schwirzke joined the Monterey Public Library team in January 2002 as an on-call Library Assistant I at the Circulation Desk. She was selected for a regular part-time position in 2003, and became a full-time Library Assistant I in Circulation Services in January 2004. During her first two years at MPL Katie quickly demonstrated her strong customer service skills, a knack for collaborating across Library divisions, and a talent for organizing workspaces and streamlining procedures. These skills have characterized her contributions to the Library and community ever since. During her first interview, Katie told the panelists that one of the tasks she enjoyed the most was turning negative customer interactions into positive experiences. Our Library Director often tells us to "make sure customers hear us say "yes" even when we are telling them "no." Katie has modeled this skill early on and often in her decade of service at MPL. She approaches each customer with kindness, compassion and respect, and emphasizes the positive ways that the Library can help. In 2004 the Library re-organized each of the public service desks as part of a re-invention initiative. Katie's skill at organizing work spaces, and streamlining procedures were quickly put to use. Katie worked tirelessly with her Circulation colleagues to set up an efficient check-in area behind the scenes, and to streamline handling procedures. Katie completed the City's Leadership Academy in 2005, and in May 2006 her position was reclassified to Library Assistant II - Page Supervisor. Katie's new duties included supervising, hiring, and training Library Pages, and monitoring the condition of the shelves. Her love of organizing was put to good use during  Library Board of Trustees Minutes Wednesday, December 4, 2013 the implementation of numerous shelf shifting projects from moving the AV and Large Print collections to the first floor, to moving language instruction materials upstairs, to reorganizing the public serials displays, to last year's basement serials shift, and this year's shift of the entire adult non-fiction collection to make room for the Quiet Study Room. In 2007 Katie took on the additional responsibility of supervising Circulation section activities, and in July 2008 she was promoted to Circulation Section Supervisor. Accomplishments under Katie's leadership include issuing Library cards to all Monterey High students during high school registration, a combined desk schedule for Circulation, Youth and Reference Services staff, ongoing work with David to streamline holds procedures, and cross training all public service staff in basic circulation procedures. Katie's strong interpersonal skills have proved critical in a number of successful cross divisional projects. In 2007 she served on the Library Laptop planning team. Working with the Assistant Library Director, the Automated Systems Coordinator, and the Reference & Readers Services manager, she helped launch our laptop lending program, crafting storage and circulation procedures for this extremely popular service. In 2009 Katie was assigned to a task force whose charge was to propose the desk formation and operational layout of the Library Help Desk. Katie and her Reference colleague then presented on the Library Help Desk project at the annual Hands on Workshop of the Monterey Bay Area Library Consortium (MOBAC) and then the California Library Association Conference in 2010. Most recently, Katie has continued her cross-divisional work by helping the City design an curriculum for staff to become more knowledgeable ambassadors for City services. She then helped test out the curriculum by serving a member of the first graduating class. Throughout her tenure at Monterey Public Library Katie has never lost sight of customer service as our top priority. She clearly recognizes the power the Library has to have a positive impact on our customers' lives. Katie is a tremendous asset to the Library team and our community. Congratulations on 10 years of service. We look forward to working with you for many years to come. 2. Recognize Community Services and Library Director Kim Bui-Burton for 15 Years of Service to the Monterey Public Library and the City of Monterey Kim Bui-Burton’s service to the Library and Community began back in 1975, when she was hired as a Library Page for the Youth Services division. She then returned to the Library in October 1990 as a part-time Library Assistant II in Youth Services. Shortly after, she began working toward her Master of Library Science degree at San Jose State University. Her first performance evaluation notes that she “…has been flexible, enthusiastic, and cooperative through a challenging period.” That flexibility, enthusiasm, and cooperative approach have never flagged in 23 years of challenging periods! After 1993, Kim continued as an on-call Library Assistant II and Librarian at MPL while working as a Community Library Manager, Supervising Librarian, and Managing Librarian at Monterey County Free Libraries. On December 1, 1998, she was hired as Readers Services Manager, responsible for Circulation, the Bookmobile, the facility, and promotion of Library collections. She quickly made this loosely-defined idea a reality, integrating the newly combined work groups (soon followed by Interlibrary Loan, serials, and Library volunteers). Kim also worked with managers to identify the need and implement actions to develop Teen Services as a new service strategy. As facility coordinator, she managed a series of collection and office relocations, including the complex Service and Safety Improvement Project in 2002, which Library Board Meeting Minutes Wednesday, December 4, 2013 2  Library Board of Trustees Minutes Wednesday, December 4, 2013 included new carpeting, bracing shelves for earthquake safety and creating the Teen Zone, Civic Information Center, and Archivist’s office. In the midst of budget reductions, Kim soon assumed leadership of the “reinvention” of MPL, a comprehensive transformation of the Library’s service models and spaces, emphasizing appealing and customer-friendly arrangement of collections and service points, promotion of popular materials, new banners and signs, self-service options at home and in the Library, and more. ““Your leadership in Reinventing MPL has been immeasurable,” said the Director. “You’ve inspired many of us to see library service in new and exciting ways, and you have been a determined advocate for taking bold steps when it would have been easier and safer to stick closer to the status quo” It’s not surprising that Kim was selected by the Board to be the new Library Director in April 2004. A few months later, her responsibilities expanded as the Board agreed to Library administration of the Museums and Cultural Arts Division, including Colton Hall Museum, the Presidio of Monterey Museum, Pacific Biological Laboratories, Alvarado Gallery exhibits and the City art collection. Never happier than when she is learning new things and meeting new people, Kim quickly became a leader in the effort to preserve, promote, and interpret Monterey’s historic resources and encourage heritage tourism. In 2006, Kim worked with the Board to realize a long-standing dream - eliminating non-resident fees for Library cards - and transformed the Library’s relationship with its customers, community, and neighbors. This was a necessary starting point for another effort with long-term and far-reaching implications, the development of a professional fund development program to broaden the Library’s financial support and protect Library programs and services. In 2010 the Library Board agreed to share the Library Director position with the Community Services Department, mitigating the impact of two years of budget and personnel cuts. Kim saw this extraordinarily challenging position as an opportunity to learn more new things, meet more new people, and serve the community in new ways, but she also saw it as a way to protect revenue sources that contribute to Library funding and especially to spread the word about the value of the Library to a wide variety of new audiences. If, like Rip Van Winkle, you fell asleep in the corner of the Library in 1998 and woke up today, you would think you had been transported to a completely different place. You would see popular fiction, new books and non-print collections front and center, beckoning you from the entrance, prominent self-checkout machines and self-service holds, a Teen Zone filled with activity after school, a single Help Desk ready to meet all your Library needs, staff members roaming the building to offer assistance, computers inviting you to a Web Branch with digital collections and services and, most of all, customers of all ages, cultures and conditions, residents and visitors, coming together in an active, diverse, community center. All these things are in whole or in part a result of Kim’s vision over the past 15 year. In the words of City Manager Fred Meurer, Kim is “…an extraordinary leader, a great manager, and an invaluable part of the team that makes Monterey work so well.” We are grateful that she is here to guide us through the “challenging period” of the next few months, and we look forward to working with her as Community Services Director and a best friend of the Library for many years to come. 3. Recognize Automated Systems Coordinator Phyllis Kimber for 35 Years of Service to the Monterey Public Library and the City of Monterey Library Board Meeting Minutes Wednesday, December 4, 2013 3 Library Board of Trustees Minutes Wednesday, December 4, 2013 Thirty-five years! When Phyllis Kimber began working at Monterey Public Library as a Circulation Clerk, what we now call the Internet was a Defense Department demonstration project, the first cell phone was about to be introduced, and the Library was about to install its first major computer system to track circulations. Since 1978, technology has transformed our lives—and every aspect of library service. From that first circulation system to the recent installation of “virtual desktops”, Phyllis has contributed thoughtful planning, careful oversight, hands-on hardware hauling and installation, staff training, and support to all of the Library’s technology innovations. Phyllis was hired in 1978 as overdues clerk in Circulation. Less than a year later, she was promoted to the position of Circulation Supervisor. From 1979 until 1991 Phyllis managed the complex logistics of check-outs, check-ins, sorting, shelving, overdues, fines, holds, training and scheduling to keep customers happy and materials moving without delay. The phrase “unfailing energy” appears in several of her evaluations for this period. In 1991, Phyllis was promoted to the new position of Automated Systems Coordinator. She played a central role in the selection, acquisition, installation, and configuration of the Innovative Interfaces integrated library system, and she remains its system administrator. She is the Library’s technical support “help desk”, and she oversees all hardware and software moves, installations, and upgrades. Phyllis’ most important role is her communication with City Information Services staff, Innovative Interfaces, and other technology vendors, nurturing the relationships that keep Library services running 24 hours a day, seven days a week. When she first assumed this role, the Library’s automation system was clearly defined and self- contained: a central server and hard-wired terminals and printers. Step-by-step, it has become a mosaic of interdependent components, serving customers directly on the Internet, integrated with a variety of third-party systems providing enhanced content and operational efficiencies. The scope and complexity of Phyllis’ job has grown and branched out into new areas along with the system. Since her 30-year recognition in 2008, Phyllis has played a key role in numerous Library operational and service improvements, including the installing the CASSIE/SPOT public computer time, printing, and wireless management system, upgrading staff computers to Windows XP and Office 2007, installing and improving bookmobile computers and network equipment, offering online fine payments and donations, installing technology at the new Library Help Desk, adding Office software and USB ports to the public Internet computers, and migrating staff to Google Enterprise email, calendars, and other applications. Most recently, she worked with Information Services to replace the 22 aging public computers with virtual desktop hardware, dramatically improving performance and earning appreciative comments from dozens of Library customers. Phyllis has also devoted many of her 35 years to leadership in GEM, the General Employees of Monterey. As the Library’s representative to this bargaining group, an officer, and a Board member of the Board, she has given her own time and energy to protecting the needs and interests of her co-workers. We’re grateful for Phyllis’ service to the Library and community, and we hope she will continue to set Library longevity records for years to come. CONSENT ITEMS Approval of Minutes Library Board Meeting Minutes Wednesday, December 4, 2013 4  Library Board of Trustees Minutes Wednesday, December 4, 2013 4. October 23, 2013 ***End of Consent Agenda*** On a motion by Library Trustee Wojtkowski, seconded by Library Trustee Koenig, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda with the minutes as corrected: AYES: 5 TRUSTEES: Yamanishi, Castagna, Koenig, Wojtkowski, Reneker NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None PUBLIC COMMENTS Chair Yamanishi opened the floor for public comments: Youth Librarian Dina Stansbury expressed her gratitude for her time employed at the Monterey Public Library. PUBLIC APPEARANCE New Business 5. Receive Report on City Council Action on Restoration of the Full-time Library Director Position and Provide Direction to Staff Youth Services Manager Karen Brown read a statement regarding the Library Board’s comments at the City Council meeting. “I saw it on television and I can’t remember every word; but I need to tell you that I was surprised and dismayed to hear the language that a couple members of the Board used to describe our Library. I believe those words to be inaccurate and hurtful. Some words stick in my mind: organizational nightmare, a lack of vision, something about not being able to move forward without Doug, and Kim only working 13 hours per week for the Library; there was something about part-timers and projects undone. Problems, challenges, difficulties--yes. But I can testify to the extra work that Kim puts in for the Library and the way that the Library is part of her other work - and that the other work is helpful to us as she brings it back to the Library. I would maintain that projects undone are related to reduced funds in all departments, not to anyone’s lack of hard work, vision, or expertise. I was embarrassed to have my roommate, who was sitting there with me, and the rest of the community, hear these comments and I feel hurt and betrayed for myself and my colleagues. I can’t imagine that your goal was worth achieving through these means. I ask you to review your public comments, and imagine what they sounded like to me. I’m going to close my statement now, because as you can see, tears are close to the surface for me, but I wanted you to know how I felt.” Community Services and Library Director Bui-Burton added concern that her continued presence at the Library during the interim, based on the comments by the Chair and Trustee Reneker, was detrimental to the Library and requested a meeting with the Chair to review the Library Board Meeting Minutes Wednesday, December 4, 2013 5  Library Board of Trustees Minutes Wednesday, December 4, 2013 terms of employment and her continued presence at the Library. The meeting is requested to take place after the City Council meeting recording is published. Trustee Reneker noted that Community Services and Library Director Bui-Burton’s involvement in the recruitment should also be considered at this meeting. 6. Approve Subcommittee Recommendation for Library Director Recruitment On a motion by Library Trustee Castagna, seconded by Library Trustee Wojtkowski, and carried by the following vote, the Library Board of Trustees approved the Subcommittee Recommendation for Library Director Recruitment: Jay Punkar distributed the draft Library Director recruitment flyer and explained the recruitment process to the Library Board. AYES: 5 TRUSTEES: Yamanishi, Castagna, Koenig, Wojtkowski, Reneker NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 7. Receive Report on Planned Operational Review 8. Receive Proposed Topics for Report from the Library Board to the City Council and Provide Input to Chair TRUSTEE COMMENTS Trustee Reneker: Emailed each city councilmember thanking them for the approval of the restoration of the Library Director at yesterday evening’s city council meeting. Councilmember Selfridge responded: “Thank you for all that you and the library board to help make our library the first class library that it is. The idea of the 3 way job share was an experiment that really didn’t work. Now is the time to make changes in our city and start thinking outside the box. The library board is way ahead of the council as to the vision for the library. Your fund-raising ideas are amazing. Thank you for all the time and effort that you put in and please keep up the good work. The activity at the library never ceases to amaze me. THANKS again! All the best, Nancy PS I can hardly wait to see what exciting ideas your group will come up with next!” Councilmember Haffa responded: “Thank you for your work on the Library Board. I am a firm believer that libraries are one of the foundations of a democratic and egalitarian society. You open your doors to people of all social and income classes. You offer the opportunity to improve oneself personally or professionally. You provide knowledge that is essential to an informed electorate. And you do it in a world that is overloaded with misinformation and deception. To be honest, I wanted to wait to take action because I think another reorganization of the city might provide you with what you need and do so in a way that is more comprehensive, but I heard the extreme need and urgency in your voice and others. As a representative of the people, we need to be careful listeners and your words did make an impact. Thank you, Alan" Library Board Meeting Minutes Wednesday, December 4, 2013 6  Library Board of Trustees Minutes Wednesday, December 4, 2013 Trustee Koenig: Shared information about the Friends Giant Book Sale, Big Sur International Marathon volunteer hours, and that Pacific Grove Public Library’s Open House to meet the new library director will take place on Saturday. Trustee Wojtkowski: Responded to Youth Services Manager Brown’s comments regarding the strength of staff presence and wanted staff to know that the Board thinks that the Library is doing a very good job. Anything said to the contrary, she thought, was perhaps taken out of context; she feels that she and the Board feel strongly about the staff doing a good job. INFORMATIONAL REPORTS & STAFF COMMENTS 9. Receive Library Activity Report 10. Receive Financial Report 11. Receive Statistical Report 12. Receive Volunteer Report ADJOURNMENT Having no further business to come before the Library Board, Chair Yamanishi adjourned the meeting at 6:25 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Alice Yamanishi, Chair Administrative Assistant II Library Board of Trustees Library Board Meeting Minutes Wednesday, December 4, 2013 7