Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Library Board of Trustees Regular Meeting Wednesday, August 23, 2017 5:00 PM LIBRARY COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Koenig, Lambert Hamrick, Petty, Widmar, Yamanishi Trustees Absent: None Staff Members Library Director Waite, Museums, Cultural Arts and Archives Present: Manager Copeland, Youth, Reference, and Outreach Services Manager Anderson, Administrative Assistant Garibaldi CALL TO ORDER Chair Petty called the meeting to order at 5:03 p.m. ROLL CALL PRESENTATIONS 1. Recognize Administrative Assistant Francesca Garibaldi 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 On behalf of the Library Board and Library, Chair Petty and Library Director Waite thanked Administrative Assistant Francesca Garibaldi. Chair Petty shared highlights and noted the inclusion of the following into the minutes: Francesca Garibaldi joined the Monterey Public Library staff in August 2007 as a regular part- time (RPT) Administrative Assistant I. She quickly mastered many of the complex procedures of the Library’s Administration Office. In 2010 the Admin Team was reduced from 1.5 to .5 FTE. Francesca efficiently took on additional assignments. In June 2012 Francesca was promoted to RPT Administrative Assistant II. In December 2015 her position became full time. Over the past 10 years Francesca’s responsibilities have grown. She handles Library Board and Library Director support tasks, fiscal responsibilities, meeting room services and communications with the public, the processing of legal contracts, and many other support tasks. She coordinates personnel recruitments, new hire appointments, and personnel updates. Most recently she resumed handling Friends donations and memberships. In her last evaluation her supervisor wrote, “Ms. Garibaldi is extremely productive. … I very much appreciate Ms. Garibaldi’s support, creativity, efficiency, and positive approach to her job.” Francesca’s administrative accomplishments are many. She is organized, efficient and has strong public service skills. Each time she takes on new responsibilities, she looks for ways to make use of technology to streamline procedures, allowing time to take on additional Library assignments. Two years ago she proposed and implemented a meeting room reservation schedule that provides fewer conflicts with Library programs, and helped the Board’s Kitchen Addition Ad Hoc Subcommittee recommend procedures for the kitchen by researching and compiling lists of best practices from other libraries. She has calmly maintained administrative office functions during difficult times, from budget cuts, staffing reductions, and workload  Library Board of Trustees Minutes Wednesday, August 23, 2017 increases, to changes in leadership under three different Library Directors. Vendors, customers, and staff alike have praised Francesca for her kind and gracious customer service. Francesca is innovative and dedicated to the Library mission and our community. From the start she has been interested in programming and community outreach. In 2011 she reached out to community partners and helped organize a Summer Reading Kickoff event celebrating International Language and Culture. In 2015 she coordinated a presentation by New York Times bestselling author Dr. Norman Doidge. She keeps abreast of library trends, and has introduced new public programs, including seed sharing, a circulating ukulele collection, singing, and gratitude sharing and letter writing activities. Recognized as an advocate of continuous growth and improvement, she was tasked with being the team lead for our 2017 staff development initiative, “Building an Effective Learning Culture.” Francesca Garibaldi is a vital member of the Library team. We are grateful for her contributions and her enthusiasm for all aspects of Library service. We appreciate her 10 years of service and look forward to many more. 2. Receive Report from Library Staff Member on Activities (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received Youth, Reference, and Outreach Services Manager Anderson shared the importance of reading during the summer and reported on this year’s Summer Reading Program for kids, teens, and adults. 85 adults signed up and a total of 363 adults attended programs. 277 teens signed up, 96 returned their reading logs, and there were 220 blog entries. 1450 children signed up, 475 finished their reading logs, and over 3,000 joined programs. Anderson also shared that 548 meals were served at the summer lunch program that took place for the first time at Montecito Park. Anderson distributed SRP and summer lunch statistics to trustees. 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: Koenig, Lambert Hamrick, Petty, Widmar, Yamanishi AYES: 5 TRUSTEES: NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 3. July 26, 2017 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved ***End of Consent Agenda*** Library Board Meeting Minutes Wednesday, August 23, 2017 2  Library Board of Trustees Minutes Wednesday, August 23, 2017 PUBLIC COMMENTS Chair Petty opened public comments: no comments. PUBLIC APPEARANCE New Business 4. Approve Library Holiday and Closure Schedule for Calendar Year 2018 (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 Yamanishi, seconded by Library Trustee Widmar, and carried by the following vote, the Library Board of Trustees approved the Library Holiday and Closure Schedule for Calendar Year 2018 (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061): Koenig, Lambert Hamrick, Petty, Widmar, Yamanishi AYES: 5 TRUSTEES: NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Old Business 5. Review and Discuss Library Director’s Work Plan for 2017-18 and the Library’s Strategic Priorities 2017-19 (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite reviewed her accomplishments to date including providing more time for the Fund Development Officer to focus on major gifts by transferring Friends membership and donation processing as well as the coordination of the Annual Report and quarterly newsletter mailing to Garibaldi. She attended a class on major gifts, coordinated a review of database offerings by Library managers, implemented Hoopla in July, and filled the manager vacancy in August. Waite pointed out that the word “output” in item 8 should be “outcome.” Trustee Yamanishi asked that Rebecca Perry return to provide an update on staff development progress and asked about the status of the 3D printer. Waite reviewed the strategic priorities and shared that the Learning Lab is slated to move forward before the end of the calendar year INFORMATIONAL REPORTS & STAFF COMMENTS Waite shared that the second external banner is slated to be hung on Tuesday, August 29. Library Board Meeting Minutes Wednesday, August 23, 2017 3  Library Board of Trustees Minutes Wednesday, August 23, 2017 6. Receive Library Activity Report Action: Received and discussed Waite highlighted Youth Librarian Scott Rader’s Coding Club as well as his Harry Potter’s Camp 9 3/4 series. Waite drew attention to the first bullet point under Library Service noting the Library received the Chamber Business Excellence Award in the Government category. She shared that Technical Services Supervisor Sandre Cunha and Library Assistant Meg Morris added 16,930 records to the Koha catalog from Enki, Overdrive, Biblioboard and Hoopla. Waite highlighted Monterey High School’s back-to-school library card registration with thanks to Circulation Section Supervisor Aletia Egipciaco for coordinating. She highlighted that Museums, Cultural Arts and Archives Manager Copeland gave a presentation on the first 4th of July celebration and parade in Monterey in 1850 at the 4th of July press conference. Copeland shared that the Declaration of Independence had been translated into Spanish by an American soldier and in 1850 it was read along with the English Declaration of Independence. Letters from the soldiers were shown. Waite shared that Thongchua did an amazing job coordinating the program about interior designer Francis Elkins as well as the home tour of Sobre La Mesa. As a result, several people expressed interest in joining the 1849 Society. Trustee Koenig, Thongchua, and she attended the International Public Library Fundraising Conference in Seattle. Copeland shared the importance that the California History Room is one of two locations to house Edward F. Rickett’s papers; the other location is at Stanford University. He noted there is a resurgence of interest in Rickett’s career, thinking, and his long time companion Toni Jackson who was instrumental in garnering local citizen support in welcoming back the Japanese from the detention camps. He added that a documentary is being made. Trustee Yamanishi inquired about the progress of the basement archival storage project. Copeland updated the Board. 7. Receive Financial Report Action: Received and discussed Waite provided an overview of the budget. 8. Receive Statistical Report Action: Received and discussed Waite provided an overview of the statistics. 9. Receive Volunteer Report Action: Received and discussed Waite commented on the volunteer hours in comparison to last year. Library Board Meeting Minutes Wednesday, August 23, 2017 4 Library Board of Trustees Minutes Wednesday, August 23, 2017 TRUSTEE COMMENTS Trustee Koenig shared that she was absent from the July Library Board meeting because she hadn’t returned from the International Public Library Fundraising Conference. She noted there was an incredible amount of information that she learned including the importance that the library audits its fundraising and return on investment goals, measuring library outcomes that matter, ways to work with Millennials, grants, capital campaigns, and more. She shared that the Northwest Room’s historical resources were visible and open to passerby. Trustee Petty encouraged more detailed Conference highlights at a future Board meeting. Trustee Lambert Hamrick shared that the next Friends event will take place on September 10 featuring Paul Fingerote, author of Jazz on My Mind. She shared that the Friends Board discussed coordinating a Friends social to encourage member relations. ADJOURNMENT Having no further business to come before the Library Board, Chair Petty adjourned the meeting at 6:41 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant II Library Board of Trustees Library Board Meeting Minutes Wednesday, August 23, 2017 5