Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, July 27, 2016 5:00 PM LIBRARY COMMUNITY ROOM, 625 PACIFIC MONTEREY, CALIFORNIA Trustees Present: Koenig, Lambert Hamrick, Petty, Wojtkowski, Yamanishi Trustees Absent: None Staff Members Library Director Waite, Museums, Cultural Arts and Archives Present: Manager Copeland, Administrative Assistant Garibaldi, Librarian Henry, Librarian Smith CALL TO ORDER Chair Wojtkowski called the meeting to order at 5:00 p.m. ROLL CALL PRESENTATIONS 1. Receive Presentation from Library Endowment Chair Ralph Widmar (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Mr. Widmar presented his report to the Library Board and answered questions. 2. Recognize Acting Manager Kim Smith for 10 Years of Service to the Monterey Public Library and the City of Monterey (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Recognized On behalf of the Library Board and Library, Chair Wojtkowski and Library Director Waite recognized Librarian Kim Smith. Waite read the following into the meeting minutes: Kim Smith joined Monterey Public Library as a Reference Librarian in June 2006. She came to us with a background in bookselling, and with library experience in reference, technology, cataloging and acquisitions services. This background would serve us well. “I enjoy challenges and feel that I am quick to learn new things and adapt to new situations” Kim wrote in her cover letter. Little did Kim realize what exciting challenges lay ahead. During her first year at Monterey Public Library Kim worked the Reference Services Desk, and was cross-trained to assist in Youth Services as well. She is quick and competent, and was soon adept at providing reference service to customers of all ages. Kim had worked in a library with a large computer lab, and was accustomed to helping customers troubleshoot technology. Kim has since helped MPL customers and colleagues through numerous software transitions, from new Internet time-management software to Windows 7 and virtual desktops. In 2014, Kim served on the Koha team, and helped to create a successful workflow for customer purchase suggestions. When we first rolled out eBooks, Kim took the lead in customer training. When we created a technology volunteer position Kim worked with volunteers and launched a monthly eBook program and weekly technology tutoring sessions.  Library Board of Trustees Minutes Wednesday, July 27, 2016 Kim was an early adopter of social media. In 2007 she created the Library’s Flickr account to share images of Library activities on the web. In 2008 Kim established a Facebook page for the Library. She was designated Facebook Coordinator in 2015. In 2009 Kim proposed and launched LibGuides, a web-based application that enables staff to create interactive research guides regardless of their proficiency with HTML. Kim has served on the Library’s Web Team since 2007, and has helped streamline menus and de-clutter pages. She is always looking for new ways to enhance customers’ web-based library experience. During the past 10 years Kim has made important contributions to Library programming. She launched MPL’s first Adult Summer Reading Program in 2007. Now in its 9th year, the Adult SRP has an enthusiastic following. It continues to be a fun way to encourage customers to explore new areas of the collection. In March 2015 we took our first step into the adult “maker” movement when Kim partnered with Sandre to launch a monthly Adult Craft Club. One of Kim’s biggest contributions to MPL has been in the area of collection development. Selection responsibilities include tracking and purchasing popular materials, monitoring and adding copies of high demand titles, filling in collection gaps, responding promptly to customer suggestions, replacing lost, missing, or damaged items, weeding worn and outdated items, and deciding whether or not, and when to add donated materials. When Kim first joined us collection development decisions for adult, teen and youth materials were distributed among 10 full time staff members. Kim is efficient, decisive, and dialed-in to popular culture. Over time she became the sole selector of adult and teen materials. In 2012 Kim took on eBook selection, first for MPL, then for PGPL, and then for the entire Northern California Digital Libraries consortium. Her responsibilities continued to grow until, just before she left for maternity leave in March, she was selecting for the entire collection - a huge and unsustainable feat. Now, with new staff on board, and new assignments for Kim, she coordinates collection development, but selection areas are shared with four other Librarians. In June 2016 Kim became Acting Manager for Technology, Readers, and Technical Services. She helped coordinate end of year technology purchases and installations, allocate collection development funds for the new fiscal year, and is taking on the coordination of the Library Help Desk. Kim’s enthusiasm for challenges continues to serve us well. She is a valuable member of the MPL team. Thank you Kim for all that you have contributed these past 10 years. We look forward to many more years ahead. 3. Recognize Reference Librarian Victor Henry for 25 Years of Service to the Monterey Public Library and the City of Monterey (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Recognized On behalf of the Library Board and Library, Chair Wojtkowski and Library Director Waite recognized Librarian Victor Henry. Waite read the following into the meeting minutes: Victor Henry began his career at Monterey Public Library in April 1990 as a temporary part-time Librarian in the Technical Services Division. When this assignment ended in July, he moved to Reference Services as an on-call Librarian, and was hired as a full-time Librarian the following June. Victor had found his calling. For his first evaluation, his supervisor noted that: "In his first six months, Mr. Henry has received several highly complimentary letters from satisfied customers on his excellent service." Thus began 25 years of enthusiastic and conscientious reference and reader’s advisory service, and volumes of cards, letters and email messages from appreciative customers. Personalized Library reference service is essential in these impersonal days of Google and Wikipedia, and Victor exemplifies it: he knows a remarkable number of the Library's customers by name, and they know him. Library Board Meeting Minutes Wednesday, July 27, 2016 2 Library Board of Trustees Minutes Wednesday, July 27, 2016 Victor is a dedicated professional. He has met innovations in Reference Service models and technology with enthusiasm, from e-mail reference, and cordless telephones, to the predominance of web-based versus print sources, to inviting a customer to stand alongside him as he conducts an information search, a combined service desk where all Library needs are met, to roaming the building to find customers in need of assistance. Victor brings the same energy to Library programs and outreach. In 2014 Victor coordinated a library-wide California Reads “War Comes Home” project centered around Karl Marlantes’ book “What it is like to go to war” and the veteran experience. Then, on Veterans Day, November 11, 2015 Victor’s book of poems, What They Wanted, was published. Jeanne organized a Library reading and 56 braved the rain and cold to attend. Participants were deeply moved. Victor has given several more readings in the community, serving both as both Library Ambassador and Library poet. Victors is our ambassador for a number of City projects. He is our liaison for the Monterey Open Book (MOB) project – an informal coaching program where co-workers help each other build communication skills. Victor provides each participant with a Library card and a personalized tour of Library resources. Victor represents the Library on the Homeless Challenge Committee, and attended a series of programs based on the 10 Year Plan to End Homelessness in Monterey County, gaining knowledge of services available to customers. Victor was selected to represent the Library in Veterans on Point. This partnership with the Mandell Gisnet Center for Conflict Management at Monterey College of Law strives to help homeless veterans find housing, jobs and benefits. Victor’s energy and dedication have contributed much to library service over the past 25 years. Library staff members look to him as a model for the outstanding customer service he provides, his positive attitude under all kinds of circumstances, and his commitment to his job, his colleagues, and the community. We look forward to working with him in the years ahead. In an email, Victor summarized his experience at MPL as follows. “There has never been a day in twenty-five years that I said to myself, “I don't feel like coming to work today." I absolutely love helping people meet their informational needs. Plus, I worked with and work with presently a great group of very talented colleagues.” Victor went on to say “I remember reading this Joseph Campbell quote when I was in college and took him to head and heart in search of its meaning: "Follow your bliss and the universe will open doors for you where there were only walls. I've followed my "bliss" as a reference librarian and it's been fun." Thank you Victor, for opening doors for so many of us at MPL and in our community. 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: AYES: 4 TRUSTEES: Koenig, Lambert Hamrick, Wojtkowski, Yamanishi NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 1 TRUSTEES: Petty RECUSED: 0 TRUSTEES: None Library Board Meeting Minutes Wednesday, July 27, 2016 3  Library Board of Trustees Minutes Wednesday, July 27, 2016 Approval of Minutes 4. June 22, 2016 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved ***End of Consent Agenda*** PUBLIC COMMENTS Chair Wojtkowski opened the floor for public comments: no public comments. PUBLIC APPEARANCE New Business 5. Review a Report on Library Trust Fund Activities (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report Trustee Yamanishi requested a brief agenda report on a sprinter van at a future meeting. 6. Review Policy and Procedure for the Annual Evaluation of the Library Director, Approve Evaluation Form, and Provide Direction (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Reviewed policy and discussed On a motion by Library Trustee Yamanishi, seconded by Library Trustee Petty, and carried by the following vote, the Library Board of Trustees will not perform the Library Director’s annual evaluation between August and September 2016 (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Koenig, Lambert Hamrick, Petty, Wojtkowski, Yamanishi NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Library Trustees and the Director discussed the optimal time for the evaluation. The Director shared her preference that it occurs closer to completion of her first 12-months. Library Board Meeting Minutes Wednesday, July 27, 2016 4  Library Board of Trustees Minutes Wednesday, July 27, 2016 On a motion by Library Trustee Petty, seconded by Library Trustee Yamanishi, and carried by the following vote, the Library Board of Trustees directed staff to provide new language with regard to scheduling the Library Director’s annual evaluation (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Koenig, Lambert Hamrick, Petty, Wojtkowski, Yamanishi NOES: 0 TRUSTEES: None ABSENT: O TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Staff will bring a revision of Policy 311 to the August 2016 Library Board meeting that provides flexibility for scheduling the library director’s annual evaluation. The Library Director shared that the City Attorney provided a suggestion that the Board could change the Policy to state, “The Library Board shall conduct a performance evaluation of the Library Director at least once annually.” Trustee Lambert Hamrick voiced her agreement with the suggested revision. 7. Conduct a First Reading of Revisions to Library Board Policy 125: Replacement of Lost or Damaged Library Materials (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Conducted First Reading and discussed 8. Receive Facilities Master Plan Ad Hoc Subcommittee Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report and discussed The Board recessed at 6:15 p.m. for a 5-minute break. The Board reconvened at 6:20 p.m. Old Business 9. Receive Report on Library Signage (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report and discussed Library Director Waite distributed signage options. 10. Receive Update on Fiscal Year 2016-2017 Budget (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update and discussed Library Director Waite distributed the FY17 operating and trust fund budgets as well as an estimate of salary savings. Chair Wojtkowski exited the meeting at 6:41 p.m. Library Board Meeting Minutes Wednesday, July 27, 2016 5  Library Board of Trustees Minutes Wednesday, July 27, 2016 INFORMATIONAL REPORTS & STAFF COMMENTS Library Director Waite updated the Library Board regarding the basement vault. She announced the annual US-Koha Conference will be hosted by the Monterey Public Library and that 60 people will be attending from as far as Sri Lanka. Waite reminded the Board that the final Summer Reading Program party takes place on Thursday, July 28 from 6:00 – 8:00 p.m. The Director shared that the City of Monterey unveiled its new website. 11. Receive Library Activity Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report and discussed 12. Receive Financial Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report and discussed 13. Receive Statistical Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report and discussed 14. Receive Volunteer Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report and discussed TRUSTEE COMMENTS Trustee Koenig shared that she attended the Monterey Peninsula Chamber of Commerce Business Excellence Awards dinner at last Thursday. Trustee Petty announced that he is giving a Boomer’s presentation on Tuesday, August 16 at the Library. Trustee Yamanishi advocated and encouraged that the Monterey County Free Libraries Literacy Program be implemented at the Monterey Public Library. ADJOURNMENT Having no further business to come before the Library Board, Vice-Chair Lambert Hamrick adjourned the meeting at 7:12 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Kathi Wojtkowski, Chair Administrative Assistant Library Board of Trustees Library Board Meeting Minutes Wednesday, July 27, 2016 6