Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, October 28, 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, Fund Development Coordinator Thongchua, Bookmobile Services Coordinator White, Technical Services Supervisor Cunha, Library Assistant II Morris, Library Assistant I Weirick CALL TO ORDER Chair Koenig called the meeting to order at 5:00 p.m. ROLL CALL PRESENTATIONS 1. Introduction of Technical Services Library Assistant Julie Weirick Action: Introduced Technical Services Supervisor Cunha introduced Library Assistant I Weirick. 2. Recognize Meg Morris for 15 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 Interim Library Director Waite thanked Library Assistant Morris. Technical Services Supervisor Cunha shared the following with trustees and staff: Meg began her career at Monterey Public Library as a Reference Page, a position she held for seven years, during which time she was recognized as an “Employee of the Moment” for service over and above her regularly assigned duties. In September 2000, Meg was promoted to an RPT Library Assistant I position in Technical Services, where her diligence, attention to detail and dependability made her an effective team member. When I joined the Technical Services staff in 2008, Meg trained me in many cataloging and processing procedures, and was also my go-to person for any historic information about Technical Services, or the library in general. In November 2014, Meg was promoted to a full-time Library Assistant II position. In addition to doing nearly all the copy cataloging for Technical Services, a huge job and even larger responsibility, Meg has successfully added some new capabilities to her repertoire.  Library Board of Trustees Minutes Wednesday, October 28, 2015  She trained and supervised three pages in processing materials, ensuring the workflow in our department kept moving steadily and our output kept close to normal even though we were down a staff member.  She also became my backup in acquisitions. Her new skills in ordering and receiving were recently put to the test when I went on a 3-week vacation. Naturally, she fulfilled expectations with flying colors. What I appreciated most about Meg is that she is always thinking, whether it is about creating a more efficient workflow, streamlining a process or improving our service to customers. Meg’s contributions to our department and the library over the past fifteen years have been too numerous to mention. She is resourceful, reliable, dedicated and the backbone of the Technical Services team. It gives me great pleasure to recognize Meg for her fifteen years of service to the Monterey Public Library and a job not just well, but superbly done. Please join me in congratulating her. 3. Receive Report from Library Staff Members Action: Received and discussed Bookmobile Services Coordinator White presented her report to the Library Board. CONSENT ITEMS On a motion by Library Trustee Yamanishi, seconded by Library Trustee Castagna, 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 4. September 23, 2015 Action: Approved Other Consent Items 5. Request Appropriation of Donation Funds in the 2015-16 Library Trust Fund Budget Action: Appropriated ***End of Consent Agenda*** PUBLIC COMMENTS Chair Koenig opened the floor for public comments: No public comments. PUBLIC APPEARANCE New Business Library Board Meeting Minutes Wednesday, October 28, 2015 2  Library Board of Trustees Minutes Wednesday, October 28, 2015 6. Receive Report on 2014-2015 Fund Development Activities and Approve 2015-2016 Fund Development Plan Action: Received, discussed, and approved 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 2015-2016 Fund Development Plan: 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 Interim Library Director Waite noted the importance of fund development. 7. Receive Report on Library Trust Fund Activities Action: Received and discussed Trustee Yamanishi commended Fund Development Coordinator Thongchua for fiscally conservative spending. 8. Receive Report from the Ad Hoc Strategic Plan Subcommittee Action: Received and discussed Interim Library Director Waite shared that the Ad Hoc Strategic Plan Subcommittee met on October 9 and provided direction to develop Strategic Plan priorities through the end of 2016. Trustee Yamanishi attended Harrison Memorial Library’s community workshop on reimagining the library. She encouraged goals placed under the topics of create, explore, and experience, and reflected on the 21st century library which she expressed would consist of reaching the community outside library walls. Old Business 9. Receive Report on Neighborhood Improvement Program (NIP) Projects and Capital Improvement Program (CIP) Projects Action: Received and discussed Interim Library Director Waite shared that the winter weatherizing of the roof was complete and that the NIP kitchen and lighting projects are delayed due to funding. 10. Receive Report on Progress of Proposed Reorganization Action: Received and discussed Interim Library Director Waite reviewed the proposed reorganization chart and position changes which included adding one full-time Grants & Volunteer Coordinator, one full-time Executive Assistant II, reclassifying two Library Assistant I’s to Library Assistant II, adding one full-time Technology & Digital Access Manager and one full-time Public Engagement & Programs Manager. She noted that these were not fixed titles. Library Board Meeting Minutes Wednesday, October 28, 2015 3  Library Board of Trustees Minutes Wednesday, October 28, 2015 The Ad Hoc Finance Subcommittee was unable to meet with the finance team, which has been providing guidance on the Library’s reorganization, due to last-minute cancellations from the City Manager, Assistant City Manager, and Finance Director. The Subcommittee met with the newly hired Human Resources Director. INFORMATIONAL REPORTS & STAFF COMMENTS Interim Library Director Waite shared that she attended Internet Librarian at the Monterey Conference Center. Librarian Henry also attended as well as Administrative Assistant Garibaldi who took a preconference workshop on staff development and creating a learning culture. 11. Receive Library Activity Report Action: Received and discussed 12. Receive Financial Report Action: Received 13. Receive Statistical Report Action: Received 14. Receive Volunteer Report Action: Received TRUSTEE COMMENTS Trustee Yamanishi: Stated the necessity to continue the finance subcommittee meetings. She commented that City departments could strengthen communication. Trustee Castagna: As the liaison for the Friends, he attended the October Friends Board meeting and reported that Claire Rygg was selected as the new president and that the October wish list that will fund the California History Room’s window treatment was approved. Upcoming events include the Giant Used Book Sale and the Big Sur International Marathon on November 6 & 7, 2015. The next Little Free Library will be installed at Montecito Park. Trustee Koenig: Commended staff for the Library remaining open during the power outage, especially maintaining the ability to check-out books. ADJOURNMENT Having no further business to come before the Library Board, Chair Koenig adjourned the meeting at 6:57 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Lisa Koenig, Chair Administrative Assistant II Library Board of Trustees Library Board Meeting Minutes Wednesday, October 28, 2015 4