Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Library Board of Trustees Regular Meeting Wednesday, June 27, 2018 5:45 PM COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Koenig, Moroh, Petty, Widmar, Yamanishi Trustees Absent: None Staff Members Library Director Waite, Acting Community Services Director/ Present: Museums, Cultural Arts and Archives Manager Copeland, Youth, Reference, and Outreach Services Manager Anderson, Administrative Assistant Garibaldi, Technology, Readers, and Technical Services Manager Smith, Library Assistant Cruickshank, Bookmobile Services Coordinator Olvera CALL TO ORDER Chair Petty called the meeting to order at 5:58 p.m. ROLL CALL PRESENTATIONS 1. Introduction of Bookmobile Services Coordinator Orquidea Olvera (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Youth, Reference, and Outreach Services Manager Anderson introduced Bookmobile Services Coordinator Orquidea Olvera. CONSENT ITEMS 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 Consent Agenda: AYES: 5 TRUSTEES: Koenig, Moroh, Petty, Widmar, Yamanishi NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 2. May 30, 2018 (Not Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved  Library Board of Trustees Minutes Wednesday, June 27, 2018 3. June 7, 2018 (Not Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved ***End of Consent Agenda*** PUBLIC COMMENTS Petty opened public comments: Incoming Library trustee Jim Thomson introduced himself. PUBLIC APPEARANCE New Business 4. Review and Approve Request for Proposal (RFP) for Library Facility Feasibility Study (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 Widmar, seconded by Library Trustee Koenig, and carried by the following vote, the Library Board of Trustees approved the Library Facility Feasibility Study Request for Proposal (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Koenig, Moroh, Petty, Widmar, Yamanishi NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Library Director Waite reviewed the Library Board’s level of involvement for each step in the RFP process. Widmar inquired how Trustees participate in the decision process between step 3, the full Board serves on the interview panel, and step 4, the finalist provides a public presentation. Trustees agreed to add an additional step between 3 and 4 that notes “Participate in the decision process.” Waite shared that Library Manager Smith will be assisting with Copeland as her backup, Public Works employee Sarah South, and two Library Trustees. Old Business 5. Receive a Financial Report on Etta’s Eats and Approve Recommendation to Suspend Service (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 Koenig, seconded by Library Trustee Moroh, and carried by the following vote, the Library Board of Trustees accepted the staff recommendation to suspend Etta's Eats service (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Koenig, Moroh, Petty, Widmar, Yamanishi Library Board Meeting Minutes Wednesday, June 27, 2018 2  Library Board of Trustees Minutes Wednesday, June 27, 2018 NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Waite introduced Library Manager Smith who provided an overview of Etta’s Eats history. Moroh asked if there was concern of a drop in teens visiting the Library if it closed. Anderson shared that there were many teenagers that visited the Library before Etta’s existed and that there may be a possibility to continue providing snacks to teens through a federal grant and working with MPUSD’s nutrition department. Moroh asked for follow up information regarding whether this partnership would be possible. Yamanishi recommended that a plan be in place to ensure continued use of the kitchen. She advocated there be a goal and plan to serve the kids adding that the NIP supported the project because it would provide healthy meals to kids. Waite added that Friends member Richard Ruccello saw the kitchen as a great supplement for Friends events and that many libraries have cafes for improved services. She shared that initially Etta’s Eats was intended to serve a broader demographic, not just children visiting the Library after school. Widmar suggested that if service was suspended to inquire with local restaurants for recommendations on what could be possible in developing a plan that is sustainable and would meet the needs of Library customers and the community. Petty noted the goal of Etta’s was to supplement services and preferred that it be a Library service versus leasing to a different entity. Koenig inquired if the Friends had been consulted for assistance. Waite shared that initially the Friends had been consulted and there was minimal response. She noted that a snack bar attendant recruitment would be necessary if it remains open and if not, staff prefers to work on solutions sooner than later. She added that the City recently joined the Healthy Eating Active Living (HEAL) initiative and that the menu would also need to be modified. The Board unanimously agreed to suspend service and directed staff to return to the next meeting with any additional information. Staff will present a plan at the October Board meeting. 6. Discuss Library Administration of Museum and Cultural Arts Program (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Widmar shared that he supported the merge adding that it’s consistent with the Library’s mission. He added the necessity to be mindful of how it’s managed; not just at Copeland’s level, but to the extent programs can be integrated. Moroh inquired if it was possible to agree with the proviso that the archivist position be filled. Koenig agreed overall and that she’s not opposed, however did not see how it would be integrated so that it would be as Interim City Manager Uslar stated, “Operationally successful.” She noted that the Board had a specific budget to work within and questioned priorities. Koenig asked about Museums & Cultural Arts staff and whether the Library Director would also be responsible for the Museums budget. Koenig would like to see what the division of budgets would be. Widmar agreed that an archivist was essential to ensure that integration would be successful and expressed concerns of committing additional library resources. Waite highlighted that the Library Board Meeting Minutes Wednesday, June 27, 2018 3  Library Board of Trustees Minutes Wednesday, June 27, 2018 integration aligns with the Library’s mission of preserving Monterey’s history. Widmar asked about the relationship between the Library Board and the Museums and Cultural Arts Commission. Yamanishi asked why the Library couldn’t accept the merge without sacrificing the Library Director and paying for the Director’s time. Waite shared that disruption would be minimal as the Division is currently well managed. Petty expressed concern that it might be a similar situation to Etta’s where it sounded good, but may not be feasible with staffing in the long run. He added that the amount of “some time” is undefined. Petty inquired who would evaluate the Director’s time that is dedicated to Museums and Cultural Arts. Widmar would like to meet again with Uslar for assurance that the Library can hire both positions. Waite shared that the City Attorney informed her that among the Library Board responsibilities is notation of “other duties as assigned” and accordingly that could mean other City divisions. Petty suggested that they may want to note that the Library Board reserves the right to rescind the decision and return administration of Museums and Cultural Arts to other administering. Widmar encouraged that the Library negotiate for both positions. Chair Petty appointed Koenig and Widmar to an Ad Hoc Library and Museums & Cultural Arts Subcommittee for further evaluation and to meet with Uslar. INFORMATIONAL REPORTS & STAFF COMMENTS Chair Petty called a break at 7:22 p.m. and resumed the meeting at 7:30 p.m. PRESENTATIONS 7. Recognize Trustee Yamanishi for 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, Petty and Waite recognized Yamanishi for her fourteen years of service to the Monterey Public Library and City of Monterey. Mayor Roberson thanked Yamanishi and presented her with a Certificate of Appreciation. TRUSTEE COMMENTS Trustees shared congratulatory remarks and appreciation for Yamanishi’s service. ADJOURNMENT Having no further business to come before the Library Board, Chair Petty adjourned the meeting at 7:38 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees Library Board Meeting Minutes Wednesday, June 27, 2018 4