Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, March 25, 2015 5:00 PM LIBRARY COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Yamanishi, Castagna, Koenig, Ramaswamy, Wojtkowski Trustees Absent: None Staff Members Library Director Michael, Reference and Reader Services Present: Manager Waite, Museums, Cultural Arts and Archives Manager Copeland, Administrative Assistant Garibaldi, Special Services Coordinator McCombs, Fund Development Coordinator Thongchua, Youth Librarian Brown, Librarian Henry CALL TO ORDER Chair Castagna called the meeting to order at 5:00 p.m. ROLL CALL Trustee Wojtkowski absent. PRESENTATIONS 1. Recognize Fund Development Coordinator Sirie Thongchua for 5 Years of Service to the Monterey Public Library and the City of Monterey Action: Recognized On behalf of the Library Board and Library, Chair Castagna and Library Director Bill Michael thanked Fund Development Coordinator Sirie Thongchua. Library Director Michael shared the following with trustees and staff: Fundraising for Monterey Public Library is a complicated endeavor. Contributions to support the Library can be made to one of three vehicles - the Friends organization, a trust fund managed by the City, or the endowment fund managed by the Community Foundation for Monterey County. Support can take numerous forms including sponsorships or grants from non-profits or corporations, one time gifts by individuals, and legacy gifts through wills, life insurance, trusts, or property. Fundraising is not just about dollars and cents, it is primarily about people – cultivating relationships with people who wish to connect with the mission of the library through monetary contributions or by volunteering their time and ideas. It takes an extremely organized, energetic, and focused individual to lead such a complex endeavor. It also requires a deep belief in our Library, strong people skills, and fiscal intelligence. Monterey Public Library was incredibly lucky to find these skills combined in Sirie Thongchua. Sirie Thongchua joined the Monterey Public Library staff in March 2010 as our first Fund Development Coordinator. Sirie came with an impressive background in fundraising and event planning. She also brought a deep commitment to libraries and our library in particular, having frequented the library as a child. When Sirie started in March 2010, she hit the ground running. Within the first three months she had turned a reference question into a check for $100,000 designated to the Trust Fund for a school library/public library partnership. In an email  Library Board of Trustees Minutes Wednesday, March 25, 2015 announcing the gift the Library Director wrote “I am particularly grateful that the Library Board chose to invest Trust Fund monies to support a part-time Fund Development Coordinator (Sirie) for three years. Sirie has already taken our fund-raising efforts to the next level- as this tremendous donation shows.” Within the first six months, Sirie had established a fund development plan and a 12 month action calendar. The list of Sirie’s accomplishments in her first annual report to the Board demonstrates her high level of performance: an Endowment Committee was formed to solicit donors to the endowment fund, an Advisory Council was created to provide input, ideas, and expertise on endowment building, the 1849 Society of endowment donors was founded, and the “Next Chapter” lecture series was established as a tool for donor cultivation. Three Endowment/Friends special donor events were held including a reception and talk by author Graham Kerr, the “Galloping Gourmet.” Sirie continued to gallop ahead, working only part-time, on a three year contract. By 2013, Sirie had completed the silent phase and organized a public kick-off to our endowment campaign and had raised over $100,000 for the fund. She had organized 7 more special Endowment/Friends events reaching 975 attendees, and the the 1849 Society membership had grown to 32 members. She had scheduled 43 “Next Chapter” lectures reaching 1033 participants. She had worked closely with the Friends on each of their major fundraisers as well, helping to keep each fundraising vehicle steered in the same direction. The Board and City Council enthusiastically extended her contract two additional years to June 2015. With Sirie in the lead, our fundraising reach continues to grow. Each year she works with the Library Director to establish a Fund Development action plan which clearly lays out goals and objectives for donor cultivation and income targets for the trust fund and endowment fund. Taking into consideration the previous year’s achievements, the plan outlines time frame, goals, methods, staffing, and costs for the coming year, and is approved by the Library Board. Using this as her road map, Sirie coordinates the fundraising efforts of our Board, staff, Friends, and Endowment Committee – scheduling personal solicitations, direct mailings, general events, special events, and fundraisers to help grow our trust fund, endowment fund, and pool of supporters. Over the past two years Sirie has focused on phase two of endowment building - legacy giving. Working closely with Endowment Committee member David Spradling, Sirie created a legacy brochure, a slogan “Monterey Library Forever, and a website, www.montereylibraryforever.org This past August the legacy-giving brochure was mailed to professional financial advisors throughout the county. With her professionalism, energy and warmth Sirie Thongchua has established a first-rate fund development program at MPL in five short years. Sirie’s commitment to the importance of MPL is rooted in her own childhood experience. She knows, first-hand, how MPL provides a sense of belonging, sparks the imagination of a young child, and can guide us all towards a brighter future. 2. Receive Report from Library Staff Member on Activities Action: Received and discussed report from Librarian Victor Henry Trustee Wojtkowski arrived to the meeting at 5:23 p.m. CONSENT ITEMS On a motion by Library Trustee Yamanishi, seconded by Library Trustee Ramaswamy, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: Library Board Meeting Minutes Wednesday, March 25, 2015 2  Library Board of Trustees Minutes Wednesday, March 25, 2015 AYES: 5 TRUSTEES: Ramaswamy, Yamanishi, Castagna, Koenig, Wojtkowski NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 3. February 25, 2015 Action: Approved 4. March 19, 2015 Action: Approved as corrected ***End of Consent Agenda*** PUBLIC COMMENTS Chair Castagna opened the floor for public comments: No public comments. PUBLIC APPEARANCE New Business 5. Recommend Extension of Fund Development Coordinator Contract Position through June 30, 2016 Action: Approved 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 extension of the fund development coordinator contract position through June 30, 2016: AYES: 5 TRUSTEES: Ramaswamy, Yamanishi, Castagna, Koenig, Wojtkowski NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 6. Discuss Options to Form a Financial Coordinating Committee Pursuant to Presentation and Discussion at the January 13 Library Board Retreat Action: Discussed; Chair Castagna appointed Trustee Koenig and Trustee Yamanishi to an ad hoc finance subcommittee. Old Business 7. Discussion of January 13, 2015 Board Retreat Action: Discussed INFORMATIONAL REPORTS & STAFF COMMENTS Library Board Meeting Minutes Wednesday, March 25, 2015 3  Library Board of Trustees Minutes Wednesday, March 25, 2015 Library Director Michael: Provided an update on Library facilities. In the Koha partnership with Pacific Grove Public Library, a database has been created to access the Herald obituary index. The City’s mid-year budget review and the review of the NIP proposed project list is scheduled for April 7. Museums, Cultural Arts and Archives Manager Copeland: Added that the NIP Committee will meet on April 2 at 7:00 p.m. to review citywide projects that includes the Library. 8. Receive Library Activity Report Action: Received report and discussed Trustee Ramaswamy exited the meeting at 6:17 p.m. 9. Receive Financial Report Action: Received report and discussed 10. Receive Statistical Report Action: Received revised report and discussed 11. Receive Volunteer Report Action: Received report and discussed TRUSTEE COMMENTS Trustee Wojtkowski: Inquired with staff about Koha. Trustee Koenig: Reported that the Friends Chocolate & Wine benefit raised nearly $23,000. The Friends will meet on April 8; the April wish list submitted by Library staff will be reviewed. The Friends next fundraiser will be hosting a table at the Big Sur International Marathon. ADJOURNMENT Having no further business to come before the Library Board, Chair Castagna adjourned the meeting at 6:28 p.m. Respectfully Submitted, Approved, Francesca Garibaldi John Castagna, Chair Administrative Assistant II Library Board of Trustees Library Board Meeting Minutes Wednesday, March 25, 2015 4