Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Library Board of Trustees Regular Meeting Wednesday, September 27, 2017 5:00 PM LIBRARY COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Lambert Hamrick, Petty, Yamanishi, Widmar Trustees Absent: Koenig Staff Members Library Director Waite, Museums, Cultural Arts and Archives Present: Manager Copeland, Youth, Reference, and Outreach Services Manager Anderson, Technology, Readers, and Technical Services Manager Smith, Fund Development Officer Thongchua, Administrative Assistant Garibaldi, Circulation Section Supervisor Egipciaco, Library Assistant Cruickshank CALL TO ORDER Chair Petty called the meeting to order at 5:01 p.m. ROLL CALL Trustee Koenig was absent. PRESENTATIONS 1. Receive Presentation from Anderson Brule Architects (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Pamela Anderson Brule presented a report about work that has been completed to date at the Library, options for moving forward, opportunities, and examples of a feasibility study. CONSENT ITEMS On a motion by Library Trustee Widmar, seconded by Library Trustee Yamanishi, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: AYES: 4 TRUSTEES: Lambert Hamrick, Petty, Widmar, Yamanishi NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Koenig ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 2. August 23, 2017 (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved ***End of Consent Agenda***  Library Board of Trustees Minutes Wednesday, September 27, 2017 PUBLIC COMMENTS Chair Petty opened public comments: no comments. PUBLIC APPEARANCE New Business 3. Receive a Report on the 2017 International Public Library Fundraising Conference (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Fund Development Officer Thongchua distributed a copy of the Conference’s schedule and provided an overview of what she, Trustee Koenig, and Director Waite learned and how it will be applied in the Fund Development Plan. A spring appeal will be included during National Library Week testing social marketing and texting. A second focus will be offering a behind-the-scenes tour and lunch for community VIPs. A project emphasizing stories of local community members will be launched as well. 4. Receive a Six-Month Report on Etta’s Eats and Provide Direction to Staff (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and provided direction Circulation Section Supervisor Egipciaco provided a 6-month review of Etta’s Eats including revenues, expenditures, top-selling items, as well as changes the staff have made in response to customers. Waite noted that the snack bar was funded as a pilot project and if the Board was supportive, she would return with a request to fund 6 additional months. Trustee Petty inquired about the possibility of Etta’s Eats remaining open during select evening Library programs. The Board requested a follow-up report next month. 5. Receive Report on 2016-2017 Fund Development Activities and Approve 2017-2018 Fund Development Plan (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and approved 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 2017-2018 Fund Development Plan (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 4 TRUSTEES: Lambert Hamrick, Petty, Widmar, Yamanishi NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Koenig ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Waite provided a review of the 2017-2018 Fund Development Plan. Thongchua added that she would like to see a focus on recruiting more Endowment Committee members. Library Board Meeting Minutes Wednesday, September 27, 2017 2  Library Board of Trustees Minutes Wednesday, September 27, 2017 Old Business 6. Receive Report from Ad Hoc Facilities Master Plan Subcommittee (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed and provided direction Waite provided an overview of meetings with Anderson Brule Architects. Widmar stated that creating a framework for a funding plan would be important for moving forward. The Board provided direction to staff to make a recommendation for a scope of work and costs at the December Library Board meeting. INFORMATIONAL REPORTS & STAFF COMMENTS 7. Receive Library Activity Report Action: Received and discussed Waite shared that the librarian recruitment is underway. 56 applications that met minimal qualifications were received and interviews will begin October 13. Petty asked for more information about the teen librarian’s Adulting 101 program. 8. Receive Financial Report Action: Received and discussed Yamanishi inquired about using salary savings from the two vacant librarian positions and asked for a list of how funds may be spent. Waite shared that some of the savings have been spent on on-call personnel and ergonomic work stations. 9. Receive Statistical Report Action: Received and discussed Petty pointed out that last month the Library had the highest number of visitors to the library in the past 12 months. 10. Receive Volunteer Report Action: Received and discussed Waite shared, and Manager Copeland concurred, that volunteer hours are down by 41% in the History Room due to the absence of two volunteers. TRUSTEE COMMENTS Lambert Hamrick shared that she appreciated receiving the Library’s annual report in her email earlier this afternoon. Petty also noted that he received the annual report and said that it is outstanding. Library Board Meeting Minutes Wednesday, September 27, 2017 3 Library Board of Trustees Minutes Wednesday, September 27, 2017 ADJOURNMENT Having no further business to come before the Library Board, Chair Petty adjourned the meeting at 6:49 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant II Library Board of Trustees Library Board Meeting Minutes Wednesday, September 27, 2017 4