Board of Library Trustees Meeting
Regular MeetingMonterey, CA · September 26, 2018
Minutes
MINUTES
LIBRARY BOARD OF TRUSTEES
Library Board of Trustees Regular Meeting
Wednesday, September 26, 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, Technology, Readers, and Technical Services
Manager Smith, Administrative Assistant Garibaldi, Fund
Development Officer Thongchua
CALL TO ORDER
Chair Petty called the meeting to order at 5:03 p.m.
ROLL CALL
Trustee Moroh 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 and discussed
Adult & Outreach Services Librarian Nolan presented on the Harwood Workspace that she,
Director Waite, and Manager Anderson attended in Pasadena on September 17 and 18.
CONSENT ITEMS
On a motion by Library Trustee Widmar, seconded by Library Trustee Thomson, and
carried by the following vote, the Library Board of Trustees approved the Consent
Agenda:
AYES: 4 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. August 22, 2018 (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 of Trustees Minutes Wednesday, September 26, 2018
PUBLIC COMMENTS
Seeing no members of the public present, Chair Petty continued to Item 3.
PUBLIC APPEARANCE
New Business
3. Receive Report on 2017-2018 Fund Development Activities and Approve the July –
December 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 Thomson, seconded by Library Trustee Koenig, and
carried by the following vote, the Library Board of Trustees approved the July –
December 2018 Fund Development Plan:
AYES: 4 TRUSTEES: Koenig, Petty, Thomson, Widmar
NOES: 0 TRUSTEES: None
ABSENT: 1 TRUSTEES: Moroh
ABSTAIN: 0 TRUSTEES: None
RECUSED: 0 TRUSTEES: None
Petty inquired about the Books in Bloom event. Fund Development Officer Thongchua shared
that the financial workshops took precedence and that results have been successful. The
workshops are accessible on the Library’s website and stream on Access Monterey Peninsula.
Widmar noted that cultivating legacy gifts has been a long process and that momentum is
increasing. Thomson commented that there might be confusion about the various options to
donate to the Trust Fund, Endowment, and Friends. Widmar agreed. Thongchua acknowledged
the confusion. As a result, one solicitation was created that describes all three giving options to
the recipient allowing the donor to choose which one they prefer to give to.
Old Business
4. Receive Report 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 and discussed
Waite reported that the Ad Hoc Fund Development Committee met on September 14. The
Friends have retained consultant Library Strategies to conduct a study of the Library’s fund
development practices. The fund development budget will cover a portion of the cost. Waite is
working with the Friends on a grant to submit to the Community Foundation for Monterey
County to fund a portion of the Library Strategies contract. A joint workshop of Friends,
Trustees, Endowment Committee and staff will take place in November.
5. Conduct a Second Reading and Adopt 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: Approved revisions
On a motion by Library Trustee Widmar, seconded by Library Trustee Thomson, and
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Library Board of Trustees Minutes Wednesday, September 26, 2018
carried by the following vote, the Library Board of Trustees approved the 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):
AYES: 4 TRUSTEES: Koenig, Petty, Thomson, Widmar
NOES: 0 TRUSTEES: None
ABSENT: 1 TRUSTEES: Moroh
ABSTAIN: 0 TRUSTEES: None
RECUSED: 0 TRUSTEES: None
Widmar thanked Thomson for bringing this to the Board’s attention.
6. Conduct a Second Reading and Adopt 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: Approved revisions
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 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):
AYES: 4 TRUSTEES: Koenig, Petty, Thomson, Widmar
NOES: 0 TRUSTEES: None
ABSENT: 1 TRUSTEES: Moroh
ABSTAIN: 0 TRUSTEES: None
RECUSED: 0 TRUSTEES: None
7. Receive Report from Ad Hoc Facilities Master Plan Committee (Not a Project under
CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061)
Action: Received and discussed
Waite reminded the Board that the Library’s Request for Proposals opened September 6. Waite
received questions from prospective applicants inquiring if awarded this study, whether it would
preclude them from future work that might come as result of the study. Due to the time required
to discuss questions with the City Attorney’s Office, and receive responses, the RFP deadline is
now October 4 at 4:00 p.m.
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Wednesday, September 26, 2018
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Library Board of Trustees Minutes Wednesday, September 26, 2018
Thomson reviewed a draft timeline of the process: The Evaluation Committee (EC), comprised
of two Library staff members, two Board members, and a City staff member, will review and
rank the proposals. The EC will set a meeting to determine the short list of the firms to invite to
present to the Library Board. A Special Board meeting during the week of November 12-16
where the Library Board and EC receive presentations and interview the finalists. The Library
Board will provide input and comments to the EC. The EC will then meet separately to formally
rank candidates based on the information provided in the presentation and proposal. After the
ranking, the sealed fee schedule(s) will be opened. The fee schedule is in a sealed envelope to
prevent early influence. Negotiations, if needed, will take place with the finalist. If an agreeable
price is determined, the EC will seek approval of the successful candidate from the Library
Board at the December 5 meeting with an aim that City Council approve at their December 18
meeting. Trustees discussed identifying a meeting date to interview the top candidates.
8. 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 reported that her one-on-one meetings with staff have kicked off. Last night the School
Board approved the MOU for the Student Success Initiative. This Initiative will allow student
data to be transferred electronically to the Library and as a result, library cards can be
generated for each student who attends public school within the City limits of Monterey.
Progress is underway on both the November and January goals. Petty inquired about the
progress of informing staff how decisions are made. Waite responded that she has begun
addressing this and it is an ongoing process.
INFORMATIONAL REPORTS & STAFF COMMENTS
9. Receive Library Activity Report (Not a Project under CEQA Article 20, Section 15378 and
under General Rule Article 5, Section 15061)
Action: Received and discussed
Waite highlighted that in August Technical Services staff catalogued 985 items, including 426
youth books. Most of the children’s books were bilingual titles purchased with funds from the
California State Library’s California Immigrant Alliance Project. Indie Author Day, coordinated by
Reference & Teen Services Librarian Harris, will take place in conjunction with Pacific Grove
and Carmel Public Libraries. Waite pointed out the newly installed carpet in the Community
Room. Waite asked Copeland to speak about the upcoming History Fest. Copeland highlighted
that this will be the first Monterey Peninsula Archives Crawl with a wide assortment of archival
materials, and a special IPA brewed by Alvarado Street Brewery.
Petty commented on the $5,000 gift to the Trust Fund. Waite shared that the gift was a bequest
from a longtime Stories for Adults supporter who designated the fund for cultural programs.
Thomson asked if any additional plumbing issues had occurred. Waite shared that the upstairs
restrooms remain closed until the installation of hand dryers and new toilet paper dispensers.
10. Receive Financial Report (Not a Project under CEQA Article 20, Section 15378 and
under General Rule Article 5, Section 15061)
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Library Board of Trustees Minutes Wednesday, September 26, 2018
Action: Received and discussed
Thomson asked if it was possible to include notation of the percent of the fiscal year remaining
on future financial reports. Waite will inquire if this can be generated in Eden.
11. Receive Statistical Report (Not a Project under CEQA Article 20, Section 15378 and
under General Rule Article 5, Section 15061)
Action: Received and discussed
Waite shared that the managers discussed why customer visits were down by 15% in August
2018 compared to August 2017. Managers speculated that customers were deterred by
construction on Pacific Street and the children’s programming hiatus. Petty commented that he
was pleased to see the adult program statistics high. Waite shared that the August financial
workshops coordinated by Thongchua had high attendance.
12. Receive Volunteer Report (Not a Project under CEQA Article 20, Section 15378 and
under General Rule Article 5, Section 15061)
Action: Received and discussed
Waite was pleased to report that volunteer hours had increased.
TRUSTEE COMMENTS
Thomson reminded trustees of the necessity to schedule a date for the RFP presentation
interviews. He gave compliments to everyone involved.
Widmar shared that the 1849 Society Cooper-Molera Adobe tour and reception was a great
success. Thongchua did an excellent job coordinating.
ADJOURNMENT
Having no further business to come before the Library Board, Chair Petty adjourned the meeting
at 6:37 p.m.
Respectfully Submitted, Approved,
Francesca Garibaldi Bob Petty, Chair
Administrative Assistant Library Board of Trustees
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Wednesday, September 26, 2018
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Agenda
Library Board of Trustees
Board of Trustees
Agenda Bob Petty, Chair
Ralph Widmar, Vice Chair
Library Board of Trustees Lisa Koenig
Regular Meeting Marsha Moroh
Jim Thomson
Wednesday, September 26,
Library Director
Community Room 2018 Inga Waite
625 Pacific Room
Monterey, California 5:00 PM
CALL TO ORDER
ROLL CALL
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)
CONSENT ITEMS
CONSENT ITEMS allow for a review of those items recommended for approval on consent or
recommended to be continued, tabled or withdrawn, etc. Consent items consist of those items
which are routine and for which a staff recommendation has been prepared. A member of the
public or a Trustee may request that an item recommended for approval on consent be heard on
the regular agenda for further discussion.
Approval of Minutes
2. August 22, 2018 (Not a Project under CEQA per Article 20, Section 15378 and under
General Rule Article 5, Section 15061)
***End of Consent Agenda***
PUBLIC COMMENTS
PUBLIC COMMENTS allows you, the public, to speak for a maximum of three minutes on any
subject which is not on the agenda. Any person or group desiring to bring an item to the attention
of the Library Board may do so during Public Comments or by addressing a letter of explanation
to: Library Director, Monterey Public Library, 625 Pacific Street, Monterey, CA 93940. The
appropriate staff person will contact the sender concerning the details.
PUBLIC APPEARANCE
PUBLIC APPEARANCE items are reports on action or informational issues that might stimulate
public discussion, but that do not require formal noticing as public hearings. You are welcome to
offer your comments after being recognized by the Chair. The Chair may limit the time allocated to
each speaker.
New Business
3. Receive Report on 2017-2018 Fund Development Activities and Approve the July –
December 2018 Fund Development Plan (Not a Project under CEQA Article 20, Section
15378 and under General Rule Article 5, Section 15061)
Old Business
4. Receive Report from Ad Hoc Fund Development Committee (Not a Project under CEQA
Article 20, Section 15378 and under General Rule Article 5, Section 15061)
5. Conduct a Second Reading and Adopt 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)
6. Conduct a Second Reading and Adopt 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)
7. Receive Report from Ad Hoc Facilities Master Plan Committee (Not a Project under
CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061)
8. 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)
INFORMATIONAL REPORTS & STAFF COMMENTS
INFORMATIONAL REPORTS & STAFF COMMENTS is used by the Library Director to make a
brief report on activities or a brief announcement. The Director may also ask for clarification or
direction regarding scheduling of Board meetings and study sessions.
9. Receive Library Activity Report (Not a Project under CEQA Article 20, Section 15378 and
under General Rule Article 5, Section 15061)
10. Receive Financial Report (Not a Project under CEQA Article 20, Section 15378 and under
General Rule Article 5, Section 15061)
11. Receive Statistical Report (Not a Project under CEQA Article 20, Section 15378 and
under General Rule Article 5, Section 15061)
12. Receive Volunteer Report (Not a Project under CEQA Article 20, Section 15378 and
under General Rule Article 5, Section 15061)
TRUSTEE COMMENTS
Trustees may ask a question for clarification, make a brief announcement or make a brief report
on his or her activities. In addition, the Board may provide a referral to staff or other resources for
factual information, request staff to report back to the body at a subsequent meeting concerning
any Library matter, or direct staff to place a request to agendize a matter of business on a future
agenda. (G.C. 54954.2)
ADJOURNMENT
“The Board of Monterey Public Library Trustees provides stewardship for Monterey Public Library
assets and services on behalf of all residents, ensures adaptability to a diverse population, changing
environment and advancing technology. Trustees advise the City Council on matters pertaining to the
Library, and advocate on the Library’s behalf, while ensuring an ongoing flow of information between
the Library, the community and the City Council, in accordance with Section 7.1 of the Monterey City
Charter and in support of the mission statement of the Monterey Public Library.”
-adopted by Library Board of Trustees, April 25, 2007
The Library Board of Trustees meeting packet may be reviewed by the public in the Library. Information
distributed to the Library Board at the Board meeting becomes part of the public record. A copy of
Library Board of Trustees
Wednesday, September 26, 2018
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written material, pictures, etc. should be provided for this purpose.
The City of Monterey is committed to including the disabled in all of its services, programs and
activities. In compliance with the Americans with Disabilities Act, if you need special assistance to
participate in this meeting, please contact the City Clerk’s Office at (831) 646-3935. Notification 30
hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility
to this meeting [28 CFR 35.102-35.104 ADA Title II]. Later requests will be accommodated to the
extent feasible. For communication-related assistance, dial 711 to use the California Relay Service (CRS)
to speak to City offices. CRS offers free text-to-speech, speech-to-speech, and Spanish-language services
24 hours a day, 7 days a week. If you require a hearing amplification device to attend a meeting, dial 711 to
use CRS to talk to the City Clerk's Office at (831) 646-3935 to coordinate use of a device.
UPCOMING MEETINGS AT CITY HALL
Sep 27 Zoning Administrator Meeting, Council Chamber - 4:00 pm
Sep 27 Council Subcommittee BCC, Council Chambers - 10:00 AM
Sep 27 MP Regional Water Authority Meeting, Monterey Council Chambers - 7:00 PM
Sep 27 Library Board Meeting, Library Community Room - 5:00 PM
Oct 2 Council Regular Meeting, Council Chamber - 4:00 PM
Oct 3 Architectural Review Committee Meeting, Council Chamber - 4:00 pm
Oct 4 Zoning Administrator Meeting, Council Chamber - 4:00 pm
Oct 9 Planning Commission Meeting, Council Chamber - 4:00 pm
Oct 11 Historic Preservation Commission Meeting, Council Chamber - 4:00 pm
Oct 11 MP Regional Water Authority Meeting, TBD - 7:00 PM
Oct 16 Council Regular Meeting, Council Chamber - 4:00 PM
Oct 17 Architectural Review Committee Meeting, Council Chamber - 4:00 pm
Oct 18 Parks and Recreation Commission Meeting, Council Chamber - 7:00 PM
Oct 18 Zoning Administrator Meeting, Council Chamber - 4:00 pm
Oct 22 Museums and Cultural Arts Commission Meeting, Council Chamber - 4:00 pm
Oct 23 Planning Commission Meeting, Council Chamber - 4:00 pm
Oct 24 Library Board Meeting, Library Community Room - 5:00 PM
Oct 31 Council Study Session, Council Chamber - 4:00 PM
Nov 1 Zoning Administrator Meeting, Council Chamber - 4:00 pm
Nov 6 Council Regular Meeting, Council Chamber - 4:00 PM
MORE INFORMATION IS AVAILABLE BY CALLING 646-5669
Library Board of Trustees
Wednesday, September 26, 2018
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