Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, September 23, 2015 5:00 PM LIBRARY COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Castagna, Koenig, Lambert Hamrick, Wojtkowski, Yamanishi Trustees Absent: None Staff Members Interim Library Director Waite, Museums, Cultural Arts and Present: Archives Manager Copeland, Administrative Assistant Garibaldi, Special Services Coordinator McCombs CALL TO ORDER Chair Koenig called the meeting to order at 5:00 p.m. ROLL CALL PRESENTATIONS 1. Recognize Jeanne McCombs for 25 Years of Service to the Monterey Public Library and the City of Monterey Action: Recognized On behalf of the Library Board and Library, Chair Koenig and Acting Library Director Inga Waite thanked Special Services Coordinator Jeanne McCombs. Cultural Arts and Archives Manager Copeland shared the following with trustees and staff: Jeanne McCombs has been a valuable and important member of the Library staff since 1982. Through the years she has developed, promoted, and presented many hundreds of community cultural, literary, and musical programs for residents and visitors. Jeanne established and maintained, despite economic challenges, the longest-running “Stories for Adults” program in the United States for 29 years. This year marks the anniversary of the Cover to Cover cable TV (AMP Channel 25) program. Jeanne’s scriptwriting skills and insights on authors and books are widely recognized. She is nationally recognized for her development of a storytelling community which has resulted in national recognition of the Monterey Public Library. Jeanne’s historical research and writing resulted in the first and only history of the Monterey Public Library. Jeanne’s public relations activities—from creating calendars, brochures, newsletters, blogs, web content, posts, posters, and annual reports to building strong and positive relationships with community groups and media staff-- have continued to highlight the Library’s significant role and impact in the community. In 25 years, she has represented the Library exceptionally well. Her talents have benefitted the Library’s Friends group, volunteer program, displays and other exhibits, and many other key Library programs and services. Her work exemplifies and builds on the Library’s mission as “a welcoming community, cultural and learning center,” whose services and programs “inspire, educate and delight.”  Library Board of Trustees Minutes Wednesday, September 23, 2015 Jeanne’s impressive organizational skills and creative approach to projects and tasks have been demonstrated time and again. In her work on the Shades of Monterey and Shades and Stories projects, she organized grant projects to collect our community memory through recorded image and story for the California History Room. With Dennis Copeland, she created the Monterey Album: Life by the Bay book, largely drawn from the Shades collected photographs of community and family celebration and everyday life More recently, Jeanne coordinated the successful Meeting ‘Round the Table: Preserving Community Heritage project focused on recording the memories of Spanish-Americans and Chinese-Americans of Monterey through interviews, photographs, a documentary film, and community gatherings “’round the table,” including a vivid storytelling performance about the first Chinese immigrants to Monterey. This year, Jeanne is helping to coordinate the Voices and Images: Monterey Remembered grant project, working with the Friends of the Library project committee and staff to interview and collect photographs of Monterey’s Japanese-American community. She has also taken on responsibilities assisting with California History Room programs and services, helping the Museums, Cultural Arts, and Archives Manager with collection projects, research inquiries, and the History Volunteers program. Please join me in thanking Jeanne for her twenty-five years of service to the Library, the City of Monterey, and our community. You have shared the wondrous gift of story with many, enriched lives, and inspired countless residents and visitors. CONSENT ITEMS On a motion by Library Trustee Yamanishi, seconded by Library Trustee Lambert Hamrick, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: Castagna, Koenig, Lambert Hamrick, Wojtkowski, Yamanishi AYES: 5 TRUSTEES: NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 2. August 26, 2015 Action: Approved Other Consent Items 3. Second Reading and approval of revised Policy 140: Charges for Printing Action: Approved Policy 140: Charges for Printing ***End of Consent Agenda*** PUBLIC COMMENTS Library Board Meeting Minutes Wednesday, September 23, 2015 2  Library Board of Trustees Minutes Wednesday, September 23, 2015 Chair Koenig opened the floor for public comments: No public comments. PUBLIC APPEARANCE New Business 4. Appoint Inga Waite as Interim Library Director Effective September 23, 2015 Action: Appointed On a motion by Library Trustee Yamanishi, seconded by Library Trustee Wojtkowski, and carried by the following vote, the Library Board of Trustees appointed Inga Waite as Interim Library Director effective September 23, 2015 until a new library director is hired: Castagna, Koenig, Lambert Hamrick, Wojtkowski, Yamanishi AYES: 5 TRUSTEES: NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 5. Approve Library Holiday and Closure Schedule for Calendar Year 2016 Action: Discussed, amended, and approved On a motion by Library Trustee Wojtkowski, seconded by Library Trustee Castagna, and carried by the following vote, the Library Board of Trustees approved the amended Library holiday and closure schedule for calendar year 2016: Castagna, Koenig, Lambert Hamrick, Wojtkowski, Yamanishi AYES: 5 TRUSTEES: NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Library trustees discussed the proposal of increasing total Library operating hours by remaining open during select holidays. All trustees agreed of the importance that the Library remain closed for Veterans’ Day to honor service members and their families. Additionally, trustees agreed that the Library remain closed on Monday, January 2, 2017. 6. Receive Report on Strategic Plan 2012-2015 Action: Received and discussed Chair Koenig appointed Trustee Lambert Hamrick and Trustee Yamanishi to an ad hoc strategic plan subcommittee. Old Business 7. Receive Update and Provide Direction on Fiscal Year 2015-2017 Budget Library Board Meeting Minutes Wednesday, September 23, 2015 3  Library Board of Trustees Minutes Wednesday, September 23, 2015 Action: Received and discussed Interim Library Director Waite updated the Library Board on the Library Assistant I hiring and current recruitments. She met with newly hired Human Resources Director Gina Donnelly and the ad hoc finance subcommittee. The City initiated a classification and compensation study that is currently underway. Trustee Yamanishi asked to agendize the Library trust fund budget and review programs that may instead be funded from the City’s General Fund. 8. Receive Report on Neighborhood Improvement Program (NIP) Projects and Capital Improvement Projects (CIP) Action: Received and discussed Interim Library Director Waite noted that the roof will be weatherized for the winter and the re-roof will take place after winter. 9. Receive Report on August 20, 2015 Staff Workday Action: Received and discussed Interim Library Director Waite shared some of the positive staff comments. Library trustees encouraged that a staff safety training take place before March. INFORMATIONAL REPORTS & STAFF COMMENTS Interim Library Director Waite is working with Fund Development Coordinator Thongchua on a “Meet the Interim Library Director” program on October 21. The Books in Bloom annual author luncheon benefit raised a net of $7,400. The Friends Chair is an honoree at the upcoming National Philanthropy Day on November 20. 10. Receive Library Activity Report Action: Received and discussed 11. Receive Financial Report Action: Received and discussed 12. Receive Statistical Report Action: Received and discussed Interim Director Waite added the increased customer visits on the bookmobile is a direct result of the Library Board’s approval of increasing the bookmobile schedule. She hopes that the Ebsco Discovery Service that permits a concurrent search of the catalog and databases will be released by the end of the year. 13. Receive Volunteer Report Action: Received and discussed TRUSTEE COMMENTS Trustee Castagna: Announced that Mike Sovereign is applying for a Community Foundation of Monterey County grant that would celebrate the bicentennial of the Battle of Monterey. He reminded trustees to visit the newly unveiled mural on the recreation trail and the Little Free Library at Via Paraiso Park. Library Board Meeting Minutes Wednesday, September 23, 2015 4 Library Board of Trustees Minutes Wednesday, September 23, 2015 Trustee Wojtkowski: Noted that amidst the positive staff highlights from the staff workshop that there are a number of comments regarding improvements to take into consideration when planning for the next workshop. Trustee Yamanishi: Expressed appreciation and gratitude for Interim Library Director Waite. Trustee Koenig: Thanked Interim Library Director Waite for again serving as the library director. She and Trustee Castagna will meet with the human resources director to review options for the library director recruitment. ADJOURNMENT Having no further business to come before the Library Board, Chair Koenig adjourned the meeting at 6:28 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Lisa Koenig, Chair Administrative Assistant II Library Board of Trustees Library Board Meeting Minutes Wednesday, September 23, 2015 5