Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Library Board of Trustees Regular Meeting Wednesday, July 25, 2018 5:00 PM COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Koenig, Moroh, Petty, Thomson, Widmar Trustees Absent: None Staff Members Library Director Waite, Acting Community Services Director Present: Copeland, Technology, Readers, and Technical Services Manager Smith, Administrative Assistant Garibaldi, Youth, Reference, and Outreach Services Manager Anderson, Fund Development Officer Thongchua CALL TO ORDER Chair Petty called the meeting to order at 5:00 p.m. ROLL CALL PRESENTATIONS 1. Receive Update from City Staff on Sewage Damage and Repairs (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update and discussed General Services Superintendent George Helms updated Trustees on the May 24 sewage incident. It was caused by a plumbing problem in the upstairs restrooms and displaced staff members from their work areas on the floor below. Completed repairs were outlined, and the work that remains to be done was discussed. Staff should be able to return to their workspace in late August. Building Maintenance Supervisor Jonathan Price provided details on the repair work and mentioned that the City will also replace the worn carpet in the Community Room. 2. Receive Update from City Staff on Neighborhood Improvement Program (NIP) Projects (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update and discussed Principal Engineer Jeff Krebs presented an update on three Library related NIP projects: artistic bike racks to be installed at the front of the Library; the expanded Learning Lab that will combine a previous staff office with the current Learning Lab; and the Hartnell Gulch Stream Restoration. Chair Petty asked Trustee Moroh to represent the Library Board to review artistic bike rack options. She will meet with Director Waite and Krebs. CONSENT ITEMS On a motion by Library Trustee Moroh, seconded by Library Trustee Widmar, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda, except Item 5:  Library Board of Trustees Minutes Wednesday, July 25, 2018 AYES: 5 TRUSTEES: Koenig, Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 3. June 27, 2018 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved with revision Trustee Thomson abstained. He was not a Board Member on June 27, 2018. Other Consent Items 4. Receive 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 5. Approve Revisions to the Bookmobile Schedule (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Pulled from Consent Agenda; Received, discussed, and approved On a motion by Library Trustee Thomson, seconded by Library Trustee Widmar, and carried by the following vote, the Library Board of Trustees approved revisions to the Bookmobile schedule (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Koenig, Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Trustee Koenig asked whether changes to the Bookmobile schedule required Board approval and if so, why staff had made a change to the Merrill Gardens schedule before bringing it before the Board. Waite said the change was piloted prior to bringing it to the Board. Discussion continued regarding major versus minor schedule changes and whether the Board was required to approve all changes. Staff were asked to propose revisions to Policy 501. ***End of Consent Agenda*** PUBLIC COMMENTS Petty opened public comments: No public comments. PUBLIC APPEARANCE New Business Library Board Meeting Minutes Wednesday, July 25, 2018 2  Library Board of Trustees Minutes Wednesday, July 25, 2018 6. Discuss and Appoint a 2018/19 Board Liaison with the Friends of the Monterey Public Library (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Discussed and appointed Petty recommended and appointed Trustee Moroh as the Friends liaison. 7. Discuss and Approve Library Director’s Annual Work Plan (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and approved with revisions On a motion by Library Trustee Moroh, seconded by Library Trustee Thomson, and carried by the following vote, the Library Board of Trustees approved the Library Director’s Annual Work Plan with revisions (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Koenig, Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Waite provided background on packet pages 24 and 25. She had submitted a list of Goals & Objectives to the Board as part of her annual evaluation. The list before them was a revision based on the feedback they provided at her annual evaluation. She invited comments and suggestions. Moroh asked about the coordination of Harwood with the feasibility study. Waite shared that the initiatives are separate, however since the Harwood initiative involves community input it will save money by combining it with the feasibility study. Moroh asked for clarification on Item D – “Conduct our Feasibility Study”. Waite agreed a better word would be “coordinate.” She will revise the goal to read “coordinate feasibility study process including consultant selection.” For “Digital Strategy,” Koenig suggested it would be best to think more broadly than just having a Chrome book program. She suggested including outreach as part of digital strategy. She mentioned how customers can send a text to a library phone number and receive information in response as an example. Widmar said a few more bullet points could be added to broaden the plan. Waite said that the Library’s Technology Plan is a much broader document. It was created with an Edge Assessment. The survey, mentioned on page 25 was just one step towards moving the bigger plan along. Customer wants and needs are an important component. Widmar commented that the plan should include alternative media such as the Library’s social media outreach. Waite said she would revise the goal to include customer feedback regarding use of technology to enhance services. Petty suggested including a brief regular monthly report to update the Board on the progress of her plan. Widmar suggested quarterly. Petty said that the expectation would be brief. Widmar asked that the Board receive an updated plan. Petty complimented Waite on her work plan. Library Board Meeting Minutes Wednesday, July 25, 2018 3  Library Board of Trustees Minutes Wednesday, July 25, 2018 8. Receive Update from Endowment Committee Trustees (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and appointed Ad Hoc Committee Widmar reported that Koenig and he met with Fund Development Officer Thongchua and Waite last week to discuss how to improve Fund Development operations. A number of items were discussed including an internal audit of our fundraising practices, whether developing a foundation might be beneficial, the need to clarify tasks of Endowment Committee members, whether more assistance was needed for Thongchua, and the need for more funds to promote the library in the media. Widmar has chaired the Endowment Committee since 2016. Koenig serves on the Endowment Committee as well. They noted that the other three members have not been very active. Waite shared that she met with Thongchua after her evaluation in June when the Board instructed her to strengthen the Fund Development Plan. They concluded that an audit, assessment of current practices, and a new plan based on Library Board, Endowment Committee, Friends Board member input would provide a clear path for moving forward. They requested quotes from several consultants and shared this idea when they met with Widmar and Koenig. One proposal they received was from a public library friends foundation that does consulting and understand firsthand the funding challenges that public libraries face. Waite shared that the Friends can apply for a CFMC grant to help fund part of the assessment. Friends officers met earlier today and are willing to consider funding part of the cost, but not the whole cost estimated at $10,000. Koenig thought the audit was a great idea to look at the Library’s fundraising strategies. The cost of the study was a concern, especially if paid for out of the Trust Fund. She was glad alternative funding sources were being explored. Widmar expressed concern that the annual Fund Development budget was less than the study would cost though noted it was important to bring in a consultant for a fresh perspective. Koenig raised concern of developing a plan and then the inability to carry it out. Thomson added that if looking for more money from the General Fund to provide seed money to raise funds, a credible outside consultant with buy-in from the City Manager’s Office and Finance Department might help with establishing an increased budget for Thongchua’s activities. He encouraged that they be involved if moving forward with the audit. Petty discussed appointing two people to a fund development ad hoc committee to meet more regularly with the Fund Development Officer, Friends, and Endowment Committee and report back to the Board. Widmar suggested for efficiency that the two trustees on the Endowment Committee be appointed. Chair Petty appointed Koenig and Widmar to an Ad Hoc Fund Development Committee. Old Business 9. Receive Update from Library Facilities Master Plan Ad Hoc Subcommittee (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Library Board Meeting Minutes Wednesday, July 25, 2018 4  Library Board of Trustees Minutes Wednesday, July 25, 2018 Action: Received and discussed Waite shared that the LFMP Ad Hoc Committee initially formed because the Library’s 2001 Master Plan is outdated. Meanwhile the opportunity arose to work with Recreation to identify teen needs. Since we will soon be launching a Facility Feasibility Study, Waite recommended that a new subcommittee be formed to work with the Parks & Recreation Commission, and that the LFMP focus on the building. The Board chose to have the LFMP continue to work on both projects for now. Thomson will replace Koenig on the LFMP Ad Hoc Committee. Petty asked why the Teen Community Conversations flyer did not include males in the photograph. Waite shared she initially had put a halt to the flyer depicting a photo with solely female teenagers though after reviewing available options she noted there were no appropriate library or stock images with both males and females. Manager Anderson shared that she will revise future flyers to ensure the image(s) appeal to and represent a variety of teens. 10. Receive Update on Etta’s Eats (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite said that staff have been exploring alternatives for use of the kitchen since the Board suspended Etta’s Eats service in June. She asked the Friends Board if they would consider taking over Etta’s Eats operations at their meeting on July 11. Friends decided they do not have the capacity to run a snack bar. Anderson met with MPUSD Nutrition Director Micha James on July 18. The Library is eligible to host a free afterschool snack program funded by the USDA since over 50% of the students attending Colton Middle School are eligible for free or reduced meals. Since Colton already hosts a program the Library might not be funded due to proximity. James is waiting to hear back on this matter. Anderson reported that the kitchen supported a Little Chef’s cooking program for 3-5 year olds this summer. The program, launched by Youth Librarian Armstrong, has been very popular. Widmar suggested the Cub Scouts may be a great collaborator. Koenig shared that Recreation has cooking classes for young children, and we might offer a one-off to support the programming they provide. 11. 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 yesterday he and Koenig met with Interim City Manager Uslar to review options in merging Museum & Cultural Arts with the Library. Much of the discussion was about the positions and budget--they were assured that if there were key Library positions that needed to be filled then Uslar is supportive. They discussed administrative assistance for fundraising and the library director and possibly creating new positions that aren’t at the current salary levels. Koenig shared that Uslar encouraged the Library Board to be creative in identifying the help needed that doesn’t currently exist. She added that true to his word there is no sense of urgency. Petty inquired about governance and oversight of Museums & Cultural Arts if merged with the Library and how the Library Board of Trustees would interface with the Museums & Cultural Arts Commission. Widmar responded that this first conversation had been more general. Widmar and Koenig will continue to meet with Uslar. INFORMATIONAL REPORTS & STAFF COMMENTS 12. Receive Library Activity Report Library Board Meeting Minutes Wednesday, July 25, 2018 5  Library Board of Trustees Minutes Wednesday, July 25, 2018 Action: Received and discussed Copeland pointed out errors on packet page 45. The former coffee house near Casa Gutierrez was called “Sancho Panza” not “San Panzo” and the phrase “history and makes” in the same sentence should have read “history and maps.” 13. Receive Financial Report Action: Received and discussed Waite commented that Trustees may be surprised to see that the Library spent 98.7% of its General Fund budget in FY18 despite four staff vacancies during the year, only two of which have been filled. The retirement incentive packages offered to two library retirees were deducted from the Library budget. Thomson asked about packet page 51 – where Trust Fund revenues under Library Administration exceeded the adjusted estimate by 2,641%. Waite explained that the account numbers had been reversed and Finance will correct it. The adjusted estimate for Library Administration should be $59,234 not $4,234, and the adjusted estimate for Readers Services should have been $8,600 not $63,600. Revenue was 179% above the total adjusted estimate. As a budgetary precaution, staff try to underestimate revenue projections, and overestimate expenditures. 14. Receive Statistical Report Action: Received and discussed Waite pointed out that “Items checked out at the Library Help Desk” were down by 61% compared to last year, and “web renewals” were up by 2149%. Last year due to a glitch in Koha software, online renewals were recorded as taking place in the building. This glitch has been repaired. 15. Receive Volunteer Report Action: Received and discussed Waite pointed out that the number of volunteer hours increased from May to June thanks to Sarah’s efforts to recruit and train Summer Reading Volunteers. Petty asked if more history volunteers were needed. Copeland said yes. It is a challenge, however since the position that previously oversaw history volunteers has been vacant since December. TRUSTEE COMMENTS Library Board Meeting Minutes Wednesday, July 25, 2018 6 Library Board of Trustees Minutes Wednesday, July 25, 2018 Thomson said that his orientation, as the newest member of the Board, was going well, and he thanked Waite and Petty for their time in meetings. He said that after skimming through Board policies he noted that Policy 603 states that all policies are to be reviewed annually. It doesn’t appear that this is being done, so perhaps Policy 603 should be agendized. He added that updates to Policy 300 should be a priority. There have been some changes to the City’s personnel rules and there could be negative ramifications if Library policy does not keep pace. Waite shared that she has spoken with the City Attorney about language that could be used that would defer the Library’s personnel rules to that of the City’s. Koenig reported back on the Friend’s July 11 Board meeting that she attended: the Friends raised over $1,000 from the 4th of July Book Sale; plans are underway for the 14th Annual Chocolate & Wine Benefit; they are exploring options for less intensive fundraisers; annual Board elections take place in October, they are looking for new recruits; Friends Vice Chair Doug Holtzman will become President. Koenig reminded Trustees that the Summer Reading Finale takes place at the Library tomorrow, 6:30-8:00 p.m. Koenig also shared that while at Merrill Gardens the Bookmobile’s Books-to-Go program (a free book distribution system for those without library cards) delighted visiting foreigners who were able to leave with books. Moroh shared that she stopped by the Library to observe the 3D class and stayed for the duration. She showed her first 3D key tag that she designed and printed. Petty thanked the Board for their work, concern, and commitment to the future of the Library. 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, July 25, 2018 7