Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, August 24, 2016 5:00 PM LIBRARY COMMUNITY ROOM, 625 PACIFIC MONTEREY, CALIFORNIA Trustees Present: Yamanishi, Koenig, Wojtkowski, Petty, Lambert Hamrick Trustees Absent: None Staff Members Library Director Waite, Museums, Cultural Arts and Archives Present: Manager Copeland, Administrative Assistant Garibaldi, Youth, Reference, & Outreach Services Manager Anderson, Acting Technology, Readers, and Technical Services Manager Smith, Technical Services Supervisor Cunha, Construction Project Manager Williamson CALL TO ORDER Chair Wojtkowski called the meeting to order at 5:00 p.m. ROLL CALL PRESENTATIONS Chair Wojtkowski moved Agenda Item 5 to the beginning of the meeting. 1. Recognize Technical Services Supervisor Sandre Cunha for 10 Years of Service to 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 Technology, Readers, and Technical Services Acting Manager Smith thanked Technical Services Supervisor Cunha for her amazing contributions to the Library. Trustee Yamanishi added that Ms. Cunha was a champion during the transition to Koha. Chair Wojtkowski noted that she and the Library Director discussed briefly recognizing each staff member and including, rather than reading in entirety, each staff member’s recognition report into the meeting minutes. Sandre Cunha joined Monterey Public Library in July 2006 as a Library Assistant II in Technical Services. She had worked previously as a paralegal/bookkeeper in a Monterey law firm, and had managed Career Services, including the Career Library at Monterey Institute of International Studies. Her experience managing financial software, tracking payments, organizing library materials, and supervising staff made her well suited for the Technical Services position. Sandre also brought an enthusiasm for Monterey Public Library, artistic talents and years of experience working back stage in community theater. Her enthusiasm, fiscal skills, attention to detail, and “show must go on” attitude would serve her well in her new career at Monterey Public Library. ”I learn quickly” Sandre wrote in her cover letter, and “am adept at using and training others to use applications.” Sandre’s primary responsibility for the next eight years would be cataloging library materials. One month into the new job, however, we informed Sandre that her supervisor was leaving the country for 6 weeks. Sandre quickly learned the key components of her Library Board of Trustees Minutes Wednesday, August 24, 2016 supervisor’s job – Acquisitions, which entailed ordering and receiving new library materials, vendor relations, and maintaining library accounts. Sandre proved a quick study, and the show did go on, even while the Technical Services division was down a third of its staff. Sandre would repeat her performance as acting technical services head several times in the years ahead, as her supervisor traveled the globe. When her supervisor retired in 2014, Sandre was promoted to the position, and was immediately plunged into the Library’s transition to Koha, a whole new cataloging and acquisitions system. This was an enormous undertaking as almost every workflow had to be recreated for the new system. In addition to cataloging, Sandre learned the Koha acquisitions system, one of the less documented modules, and soon was more familiar with it than some of the tech support! Sandre often draws parallels between working in Technical Services and working back stage in a theater. Customers never notice you when things go right. They only notice Technical Services when things go wrong. Thankfully, with Sandre in the lead, things go right most of the time. During this busy time of transition, Sandre and her short-staffed division, continued to keep up with their daily duties and provide quality service and new materials for the public. Over the past 10 years, Sandre has been involved in many Library-wide projects outside of Technical Services, from designing props for the Summer Reading Program, to redesigning work spaces, to serving on the Strategic Planning Process Internal Planning Team. Her artistic creations are often featured at staff gatherings. An exhibit of her book art appeared in the lobby. She is a team player, and an asset no matter the task at hand. As one colleague wrote in 2013,”Flexible, dedicated, and efficient, Sandre gets library materials where they need to go, and brings her experienced voice of reason to small meetings and large projects alike.” Sandre also co-starred in the 2011 library video, The Secret Lives of Books. Last year Sandre established the successful Adult Craft Club. Using her crafty know-how, she teaches and facilitates a workshop on a new craft method each month. Customers have learned to make everything from upcycling old books, to Shrinky Dink charms, to cookie tin notebooks, and have shown their appreciation through unsolicited monetary donations. This year Sandre initiated and oversaw the historic newspaper digitalization project with BMI’s Digital Reel microfilm conversion platform. She successfully arranged the project, organized, bar-coded and shipped out our microfilm, and then helped staff learn the new system, creating a set of instructions for both staff and the public. Feedback from local and faraway users has been extremely appreciative. In 2012 her supervisor wrote “Ms. Cunha continues to be a highly-valued asset to Technical Services, the Library at large, and the City of Monterey.” We thank Sandre for her leading role in Technical Services, and for keeping things running so smoothly behind the scenes. We look forward to learning from and working alongside Sandre for many years to come. Library Board Meeting Minutes Wednesday, August 24, 2016 2  Library Board of Trustees Minutes Wednesday, August 24, 2016 CONSENT ITEMS On a motion by Library Trustee Lambert Hamrick, seconded by Library Trustee Koenig, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: 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 Approval of Minutes 2. July 27, 2016 (Not a Project under CEQA 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 3. Approve Library Holiday and Closure Schedule for Calendar Year 2017 (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved On a motion by Library Trustee Koenig, seconded by Library Trustee Lambert Hamrick, and carried by the following vote, the Library Board of Trustees approved the Library Holiday and Closure Schedule for calendar year 2017 (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 4. Conduct a First Reading of Revisions to Library Board Policy 311: Evaluation of Library Director (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Conducted First Reading Library Board Meeting Minutes Wednesday, August 24, 2016 3  Library Board of Trustees Minutes Wednesday, August 24, 2016 Chair Wojtkowski inquired with the Board about whether staff should complete an evaluation as part of the Director’s annual evaluation process. Trustee Yamanishi spoke favorably to include a required staff survey. The Board directed staff to include a separate item in Policy 311 that would require a staff evaluation as part of the Director’s annual evaluation. Old Business 5. Receive Report on Capital Improvement Program (CIP) Project (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report and discussed Construction Project Manager Williamson announced that the reroofing project went to bid on August 23, 2016 and distributed a summary of bid results. The proposed awarding of the bid is scheduled for the September 20, 2016 Council meeting. The reroof would begin in October. 6. Second Reading and Adoption 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: Second Reading and adoption On a motion by Library Trustee Petty, seconded by Library Trustee Yamanishi, and carried by the following vote, the Library Board of Trustees adopted the revisions to Library Board Policy 125 (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 7. Receive Report on Library Signage and Provide Direction (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report, discussed, and provided direction On a motion by Library Trustee Petty, seconded by Library Trustee Koenig, and carried by the following vote, the Library Board of Trustees selected the first sign and assigned a Library Trustee to work with the Library Director to finalize any necessary changes (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 Trustees discussed various replacement sign options for the front entrance and selected the first choice, a stained cedar sign with gold lettering. Trustee Petty will work with Waite to finalize the sign. Director Waite distributed examples of banners and will ask the Planning Department to inquire with the owners of Restaurant 1833 regarding signage on the Library’s back wall. Library Board Meeting Minutes Wednesday, August 24, 2016 4  Library Board of Trustees Minutes Wednesday, August 24, 2016 8. Receive Report on Neighborhood Improvement Program (NIP) Projects (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report and discussed INFORMATIONAL REPORTS & STAFF COMMENTS Copeland shared exciting and long-awaited news that the original certificate of election of officers and incorporation of the Monterey Library in 1857, has been returned to the Monterey Public Library. 9. Receive Library Activity Report Action: Received report and discussed Director Waite highlighted the Summer Reading Program’s celebration at the Beach House and noted that more than 1400 kids signed up for the program. She shared that there was a $10,000 anonymous donation to the endowment fund and that a grant application has been submitted to be considered for California Revealed. Copeland added that California Revealed is a joint initiative of the California State Library and Califa that encourages public libraries to digitize their historical and community heritage collections. Waite shared that Copeland submitted an application for a community heritage project focused on the Italian-Americans of Monterey. Chair Wojtkowski noted new 1849 members Bob and Kathy Petty. Trustee Yamanishi shared that she received numerous positive comments from Koha conference attendees about the wonderful work of the Library Director. Trustee Petty asked that the Youth, Reference, and Outreach Services Manager return to a future Board meeting to share information about the Transforming Adult Services InfoPeople course that she is currently taking. 10. Receive Financial Report Action: Received report and discussed 11. Receive Statistical Report Action: Received report and discussed Director Waite shared information regarding the statistical difference of the customer count. 12. Receive Volunteer Report Action: Received report and discussed TRUSTEE COMMENTS Trustee Yamanishi reiterated her accolades for the Director. Trustee Petty commented that he is looking forward to the outcomes of the Library projects currently underway. Trustee Koenig mentioned the news of a prosthetic arm that a 5 year old received from a 3D printer at a Library in Texas. Trustee Hambert Lamrick inquired about the start date for the newly selected Youth Librarian. Library Board Meeting Minutes Wednesday, August 24, 2016 5 Library Board of Trustees Minutes Wednesday, August 24, 2016 Trustee Wojtkowksi shared that she, the Director, and the Director’s husband met with Paul Davis Jr., the architect for the Library’s first addition, and commented that it was interesting to see the originations if and when the Library is expanded or remodeled. She also shared that that she recently visited the Gettysburg Library while on the East Coast and that their Library provides Freegal, an incredible free music app that permits access to millions of songs. ADJOURNMENT Having no further business to come before the Library Board, Chair Wojtkowski adjourned the meeting at 6:45 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Kathi Wojtkowski, Chair Administrative Assistant Library Board of Trustees Library Board Meeting Minutes Wednesday, August 24, 2016 6