Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Library Board of Trustees Regular Meeting Wednesday, August 22, 2018 5:00 PM COMMUNITY ROOM, 625 PACIFIC ROOM MONTEREY, CALIFORNIA Trustees Present: Koenig, Petty, Thomson, Widmar Trustees Absent: Moroh Staff Members Library Director Waite, Acting Community Services Director Present: Copeland, Youth, Reference, and Outreach Services Manager Anderson, Administrative Assistant Garibaldi CALL TO ORDER Chair Petty called the meeting to order at 5:01 p.m. ROLL CALL Trustee Moroh was absent. PRESENTATIONS 1. Receive Report from Library Staff Member (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received Youth, Reference, & Outreach Services Manager Anderson presented a preview of fall programming. New Early Learning programs coordinated by Librarian Armstrong include a Bilingual Storytime on the 1st and 3rd Thursdays of the month with Bookmobile Services Coordinator Olvera and Musical Storytime with Armstrong on the 2nd and 4th Thursdays. Other preschool offerings include weekly Baby Rhyme Time for infants from birth – 18 months, monthly STEM Storytimes and Little Chef (cooking for toddlers) programs. Kindergarten through 5th grade programs coordinated by Librarian Day include Yoga & Movement, Construction Club, Paws to Read (read to a dog), STEM Afternoon, Loteria Game Afternoon in celebration of Latino heritage month, Halloween Library Campout, Dia de los Muertos Movie Screening & Craft, and seasonal crafts. Teen programs led by Librarian Harris include Teen Gaming on Wednesdays, Teen Chef, Teen Council, Adulting 101, Teen Book Club rotating on Thursdays, and Teen Anime Club on Friday. Monthly 3D printing classes for teens will be led by Technology Specialist Kuhn and Library Assistant II Salbacka, Anderson grouped adult programming into three categories: Learning Together, The Power of Words, and Celebrating History. Offerings in the first category include a monthly 3d adult printing class on Saturdays, Adult Craft Club on Sunday, Next Chapter lectures, weekly eBook and technology help, and a financial awareness lecture series in October. Literary programs include Adult Writer’s Club, Literary Circle Book Club, a poetry writing workshop, Indie Author Day on October 20, the RLS Unbirthday Party, digital storytelling, and Stories for Adults. History programs include an introduction to genealogy research taught in partnership with CSUMB’s  Library Board of Trustees Minutes Wednesday, August 22, 2018 Osher Lifelong Learning Institute and taught by Librarian Kathy Nielsen, and our participation in Monterey History Fest in partnership with a lecture on the First Theater by Michael Green, and a display of historic treasures as part of the Archives Crawl. Petty and Thomson complimented Anderson on her report. CONSENT ITEMS On a motion by Library Trustee Thompson, seconded by Library Trustee Widmar, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: Action: Approved AYES: 5 TRUSTEES: Koenig, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Moroh ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 2. July 25, 2018 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Other Consent Items 3. Approve Library Holiday and Closure Schedule (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 Petty opened public comments: no public comments. PUBLIC APPEARANCE New Business 4. Conduct a First Reading of Revisions to Library Board Policy 501: Operation Schedule for the Library and Bookmobile (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Conducted first reading Trustees reviewed proposed changes to Policy 501 drafted by Waite and Petty. Thomson suggested moving the new sentence at the conclusion of paragraph one to the end of paragraph two. Koenig agreed. The second reading will include this change. The sentence noting that the schedule will be approved no later than May will be revised to no later than August. Library Board Meeting Minutes Wednesday, August 22, 2018 2  Library Board of Trustees Minutes Wednesday, August 22, 2018 5. Conduct a First Reading of Revisions to Library Board Policy 603: Review, Formulation, and Adoption of Policies (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Conducted first reading Thomson suggested deleting the word ‘annually’ from the beginning of the first section. Trustees discussed how future Boards would determine the frequency of reviewing policies based on the verbiage. Thomson then suggested replacing annually with periodically. Trustees agreed. 6. Receive Progress Report on Library Director’s Annual Work Plan (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite corrected that she is working on a list of a questions and scheduling staff interviews and has not yet completed the two items listed under item A. Petty shared that it would be helpful if there were a diagram with staff photos and names. Staff will prepare. Waite provided an update on the Student Success Initiative, a state-wide initiative to provide library cards to all school children. On August 21 the City Council approved that the City enter into an MOU with MPUSD to receive student data so that we can issue Library cards to every MPUSD student in Monterey. The MOU was approved by the City Attorney, and is now pending approval by MPUSD. She reported that the Library received a grant for 18-months of in-depth coaching to implement the Harwood Initiative. Petty asked about the recent Community Conversation. Anderson provided feedback about teen concerns. Old Business 7. Receive Update from Ad Hoc Fund Development Committee (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update and discussed Widmar shared that they had a meeting on August 16. There was a boost in the budget providing more flexibility. The Library will bring in a consultant to audit our fundraising practices. The Friends will pay for a third, and the Friends are applying for a Community Foundation grant to cover up to $5,000. Widmar stated that one aspect of the assessment is to determine whether or not we should establish a foundation versus the three donor streams – Friends, Trust Fund, Endowment - currently in place. Waite added that every September the Board approves a 12-month fund development plan. This year a 6-month plan will instead be proposed due to the study. The goal is that the consultants will help create a 3-year plan. Thomson mentioned that those who are 70 1/2 and above can make a contribution to the Library directly from an IRA. While required minimum distributions are taxed, qualified charitable distributions are not. Petty agreed that it would be good to publicize this. Waite said several gifts of this kind have been received and we can include an article on this topic in the Library’s newsletter. Library Board Meeting Minutes Wednesday, August 22, 2018 3  Library Board of Trustees Minutes Wednesday, August 22, 2018 8. Receive Update on the Monterey Public Library Artistic Bike Rack Neighborhood Improvement Program (NIP) Project (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update and discussed Moroh prepared the artistic bike racks agenda report. The racks are funded partly through NIP and a TAMC grant. Waite shared that the bike racks will spell READ in two different directions: one from Pacific Street leading to Soledad Drive and the other when exiting the front doors of the Library. Petty asked if there was an estimated time for installation. Waite shared there was not. INFORMATIONAL REPORTS & STAFF COMMENTS Waite shared that she, Anderson, and Librarian Nolan will attend the kick-off of the 18-month Harwood training in Pasadena. All Directors are encouraged to attend with an additional staff member. Anderson is the project manager and Nolan was invited by the coordinators because she participated in the 18-month training at her previous library. Travel and accommodation expenses are paid for by the State Library. 9. Receive Library Activity Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update and discussed On July 8th, Dennis, along with Tim Thomas, hosted presentations of the Monterey History Slam winners: Donald Kohrs (Olive Hamilton Steinbeck and the Wanderers Study Group, the growth of women’s organizations in the Progressive Era), Jeff Rothal (Civic Activist and Horticulturist Harry Ashland Greene), and Lewis Rhames (The King of Cannery Row: Knut Hovden). He is excited that the Library will be hosting an Annual History Slam. Petty asked about the Chocolate Olympics. Anderson explained that it was an after-hours program for kids with games and chocolate. She said that two young boys who hadn’t previously known one another ended up asking their mothers to schedule a playdate. Anderson shared that more partnerships are beginning and highlighted recent collaborations with MIRA (telescopes), Carmel Crafts Guild, and the Steinbeck Center. Petty asked about the ZIP Book program. Waite explained that it is a program funded by the State Library which was originally established for rural libraries as an alternative to Interlibrary Loan Service. The State Library provides funds to purchase books under $35 through Amazon, the book is mailed directly to the customer, and libraries decide whether or not to add it to the collection when it is returned. The State Library invited MPL to participate and provided $9,500 for FY19. 10. Receive Financial Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update and discussed 11. Receive Statistical Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update and discussed Waite shared that there was a technical glitch when the reports were generated which caused an error in the adult program statistics. Thomson noted the web renewals was another statistic to check. Waite explained that last year Koha counted web renewals as in-house renewals. The problem has been fixed and this year’s count is correct. Library Board Meeting Minutes Wednesday, August 22, 2018 4  Library Board of Trustees Minutes Wednesday, August 22, 2018 12. Receive Volunteer Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update and discussed Copeland shared that access to the basement had been severely restricted due to the flooding. The interruption resulted in several history room volunteers taking a break and as a consequence fewer hours were logged. TRUSTEE COMMENTS No trustee comments. ADJOURNMENT Having no further business to come before the Library Board, Chair Petty adjourned the meeting at 6:39 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees Library Board Meeting Minutes Wednesday, August 22, 2018 5