Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Library Board of Trustees Regular Meeting Wednesday, October 24, 2018 5:00 PM COMMUNITY ROOM, 625 PACIFIC ROOM MONTEREY, CALIFORNIA Trustees Present: Koenig, Moroh, Petty, Thomson, Widmar Trustees Absent: None Staff Members Library Director Waite, Acting Community Services Director Present: Copeland, Administrative Assistant Garibaldi, Manager Smith, Manager Anderson, Librarian Henry CALL TO ORDER Chair Petty called the meeting to order at 5:02 p.m. 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) Action: Received and discussed Manager Smith and Librarian Henry reported highlights from the 22nd Internet Librarian conference that took place in Monterey. This year's theme was Community Partners: Beyond Outreach. Henry shared that Nina Simon’s keynote speech was impactful and encouraged trustees to watch her video Of, By, For All. Smith reviewed her favorite sessions including a session that explored Japanese libraries that house bookstores and Starbucks Coffee Shops, and a session that modeled libraries after businesses noting a hallmark of a good brand is that it makes your life better and is memorable. CONSENT ITEMS On a motion by Library Trustee Koenig, seconded by Library Trustee Thomson, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: 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 2. September 26, 2018 (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Other Consent Items 3. Request Appropriation of Donated Funds in the 2018-19 Library Trust Fund Budget (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 Seeing no members of the public present, Chair Petty continued to Item 4. PUBLIC APPEARANCE New Business 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 and discussed Waite reviewed the Library Trust Fund activities. Petty asked if it was typical that the Library would receive less revenue than the planned expenditures. Waite shared that when the budget was approved, it was based on the Trust Fund balance. There is not always a one-to-one correlation between anticipated donations to the Trust Fund and the budgeted expenditures. 5. Receive Report on Library Staffing (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Trustees reviewed the Library organization chart. Waite pointed out the two current vacancies – Special Services Coordinator and Circulation Section Supervisor. The two positions have been kept vacant as part of the City’s hiring chill, and Managers have reviewed service priorities and staffing options. Waite described how public service at the Library Help Desk and in the California History Room has suffered due to these vacancies. Two more vacancies are anticipated. Regular Part Time Library Assistant II Cruickshank, who drives the bookmobile once a week, has resigned effective November 21. Waite indicated that recruitment will begin immediately so that bookmobile service is not interrupted. Reference Librarian Henry is retiring January 31, 2019. Henry’s retirement will have a significant impact on Library Help Desk service and staffing. Waite shared Library Managers’ current recommendation regarding a reorganization. The goal is to focus on service priorities first and to realize salary savings if possible. Instead of filling the current vacant positions - Special Services Coordinator and Circulation Section Supervisor – and the pending vacant position of Reference Librarian, Managers recommend hiring a Local History Librarian and a Senior Librarian as the Public Services Coordinator. The Board’s Ad Hoc Fund Development Committee reviewed this recommendation on October 23. In addition to these changes, the Committee also recommends that the Board accept the City Manager’s proposal that the Library assume administrative oversight of the Museum and Cultural Arts Division on the condition that the Fund Development Officer’s position be paid in its entirety from the General Fund (rather than the current 60/40 split with the General Fund/Library Trust Fund), and that some administrative support for the Fund Development Officer be included. Trustees requested that staff bring a proposal to the December meeting. The proposal will include brief job descriptions and a chart illustrating budget impacts. Old Business 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 Petty reported that the Committee evaluated Library Facility Feasibility Study proposals submitted by four architectural firms. Two finalists will be invited to present to the Board at a Special Meeting on November 14, 2018. Receive Recommendation for Etta’s Kitchen (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Petty asked if the name of Etta’s Eats is instead now Etta’s Kitchen. Waite confirmed that the café’s name, Etta’s Eats, changed to Etta’s Kitchen to continue honoring Monterey’s first librarian, Etta Eckhardt. Waite informed the Board that Smith researched kitchen uses. Smith presented various considerations and recommended the kitchen be used for culinary education—a focus gaining popularity in public libraries. Thomson agreed with the general direction though would still like coffee and snacks available for customers in some way, adding that healthy snacks would be ideal. Smith shared that the City recently signed the HEAL initiative – Healthy Eating, Active Living – and that it fits well. Trustees agreed that the amenity for library customers would be beneficial. 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 asked if trustees had any specific questions. Thomson asked about the two newly installed signs and if they are being reconsidered. Waite confirmed the new signs were too large and will be replaced. Petty asked about her meetings with individual staff members. Waite reported that she had met with approximately 10 staff. She will compile results and then report back to staff. Petty asked if she thought staff were pleased with the opportunity to meet. Waite responded that she felt staff were being candid. Petty asked if there was an estimated timeframe for completion. Waite hoped to have interviews complete before the year’s end. INFORMATIONAL REPORTS & STAFF COMMENTS  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 Bookmobile Services Coordinator Olvera has begun offering bilingual storytimes. HistoryFest was highly successful with over 2,000 people participating in festivities. The Library displayed treasures from the California History Room as part the Archives Crawl. Copeland created an exhibit, Destination Monterey: The Romance of Spanish California, and approximately 83 attendees passed through the California History Room. Receive Financial Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Thomson asked that the balance of the Library’s Trust Fund be reported periodically. Petty inquired how the monies are invested. Moroh asked about the reported interest rate. 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 attributed the low customer visits to the continued construction on Pacific Street during September. Receive Volunteer Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Koenig departed at 7:03 p.m. TRUSTEE COMMENTS No comments. ADJOURNMENT Having no further business to come before the Library Board, Chair Petty adjourned the meeting at 7:04 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees