Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Library Board of Trustees Regular Meeting Wednesday, December 5, 2018 5:00 PM COMMUNITY ROOM, 625 PACIFIC ROOM MONTEREY, CALIFORNIA Trustees Present: Koenig, Moroh, Petty, Thomson Trustees Absent: Widmar Staff Members Library Director Waite, Manager Smith, Manager Anderson, Present: Manager Copeland, Administrative Assistant Garibaldi, Teen Services Librarian Harris CALL TO ORDER Chair Petty called the meeting to order at 5:01 p.m. ROLL CALL Trustee Widmar was absent. PRESENTATIONS 1. Receive Report from Library Staff Members (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received Director Waite shared that the staff presentation consisted of reports from Bookmobile Services Coordinator Olvera who attended the Association of Bookmobile Outreach Services conference in Raleigh, North Carolina. Olvera was unable to attend the meeting and provided a report in writing. Teen Librarian Harris gave a presentation on her recent attendance at the Young Adult Library Services Association (YALSA) Symposium that took place in Salt Lake City, Utah from November 2-4, 2018. She shared event ideas that she can adapt for our teens programs. CONSENT ITEMS On a motion by Library Trustee Thomson, seconded by Library Trustee Moroh, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: AYES: 4 TRUSTEES: Koenig, Moroh, Petty, Thomson NOES: 1 TRUSTEES: Widmar ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None  Library Board of Trustees Minutes Wednesday, December 5, 2018 Approval of Minutes 2. October 24, 2018 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Petty noted that two lines of the minutes were marred by the automatic text printed on the packet pages and read them aloud. The standalone document contains the entire version. 3. November 2, 2018 (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved 4. November 14, 2018 (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 5. PUBLIC APPEARANCE New Business 5. Conduct a First Reading of Revisions to Library Board Policy 401: Collection Development (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Conducted first reading and discussed Library Manager Smith reviewed the revised Library Board Policy 401. Moroh shared her surprise that the collection had been reduced from 108,000 volumes down to 99,000. Smith responded that reference collections have diminished with the increase in digital resources. Thomson commented that he appreciated the work and review of the policy. He asked if library records are protected. Waite responded that California State law permits access to records only by court order. Smith shared that a new book collection will be implemented called the Lucky Day Collection. The collection will consist of high demand materials for customers to happen upon on their “lucky day” and check-out. Holds and renewals will not be permitted. Koenig asked how the Large Print collection is determined. Smith said that it is often dependent upon requests and a high number of holds. 6. Receive an Update on Potential Impacts of the Pacific Grove Public Library’s Renewal Project (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Library Board Meeting Minutes Wednesday, December 5, 2018 2  Library Board of Trustees Minutes Wednesday, December 5, 2018 Action: Received update and discussed Waite highlighted the strong relationship between Monterey Public Library and Pacific Grove Public Library. PGPL is about to launch a renewal project and is expected to close for one year. PGPL Director Bauer asked if Monterey’s Bookmobile could service Pacific Grove during their closure. Staff is exploring the feasibility of this request. Waite noted that the Bookmobile visits the community 3 days a week void of Monday and Friday. The closure, initially planned for January or February, has been moved to June. Moroh commented that if PGPL staff were to work at the Monterey Public Library during their reconstruction it would be beneficial to open longer hours during the week and on Sunday. Thomson asked which Director the PGPL staff would report to if working from MPL. Waite shared that staff would report to their respective director. Old Business 7. Receive and Discuss Draft Fundraising and Development Plan prepared by Library Strategies (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite shared that Stu Wilson and Kris Watson of Library Strategies led stakeholders through a workshop on November 2, 2018. Moroh asked if the notation of programming funded from the Trust Fund was correct. Thomson noted that it appeared donations raised separately from the Friends or the Endowment were not included. Koenig asked for clarification of the Development and Fundraising Plan on page 9, Strategy 2, under the Database, Tracking, and Evaluation goal. “…De-emphasize (but not eliminate) process-oriented goals”. Friends President Douglas Holtzman said there are two different models of Friends and Foundation structures, highlighting what is best for the Library and community will be of high importance. Thomson shared that he will not be at the January meeting. Unless the Friends were collectively not supportive of a Foundation and Friends, he supports having a foundation; however, the consultants noted the importance of aligning the two. If separate, it could result in friction and resentment, resulting in a collapse. Thomson thought it made more sense for both to be together. He does not support the idea of a major gift requirement for serving on the Library or Friends Board. Moroh asked about the direction to de-emphasize and reduce the focus of the Fund Development Coordinator position from programs and events, and production of extensive print materials, to more personal contacts with major donors, corporate sponsors, and foundations. Thomson commented that it would be helpful if it were specified. Waite shared that she increasingly hears people comment on a Monterey Library foundation because of public perception that Monterey Public Library also has a foundation. Pacific Grove, Monterey County, and Carmel libraries all have foundations. Thomson asked about the structure of foundations at other libraries. Waite shared that Carmel has an active foundation and that more Friends Boards are merging with foundations. Library Board Meeting Minutes Wednesday, December 5, 2018 3  Library Board of Trustees Minutes Wednesday, December 5, 2018 8. Recommend Approval of Award of Professional Services Agreement for a Library Facility Feasibility Study to Group 4 Architecture, Research + Planning Inc. (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: 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 award of professional services agreement for a Library Facility Feasibility Study to Group 4 Architecture, Research + Planning Inc. (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) : AYES: 4 TRUSTEES: Koenig, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Widmar ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Thomson and Waite negotiated with Anderson Brule and then with Group 4. The Library Board recommended the following to City Council: 1. Approval of a Library Trust Fund appropriation in the amount of $4,818 toward the contingency amount; 2. Approval of an award of Professional Services Agreement for a library facility feasibility study to Group 4 Architecture, Research, + Planning, Inc., not to exceed $110,400; and 3. Authorization of the Library Director to expend up to an additional 10% for unforeseen project contingencies. Thomson commented that he has had a positive experience with Group 4 during the past nine days of negotiating and has found the Firm to be very responsive. Waite added that during the interview everyone found them to be very personable. The Assistant City Attorney and Group 4 are finalizing the last details of the contract. 9. 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 Waite announced that Chanomi Maxwell-Parish will begin on December 17 as regular part-time Library Assistant II replacing Cruickshank. Koenig asked about the expected $13,000 savings. Waite shared that one possibility is that the Library would relinquish the savings. Waite asked for support from the Board to bring the recommendation to the Finance committee and move forward. Petty asked if the proposal would make progress toward meeting needs for the California History Room. Copeland affirmed and said he was eagerly awaiting implementation. Thomson inquired if Copeland’s responsibilities had begun to transition. Copeland shared he is still handling some administrative work for the Conference Center and the Harbor/Marina and that it is nearing a close as Harbor will move to Public Works. Copeland shared that on Monday the Cultural Arts Commission will discuss the proposal for the Library to take on administrative responsibility for Museums & Cultural Arts. Library Board Meeting Minutes Wednesday, December 5, 2018 4  Library Board of Trustees Minutes Wednesday, December 5, 2018 Petty asked if there was consensus regarding the staffing changes. Trustees agreed. Thomson asked for clarification regarding if the proposal was to signify cost reductions. Waite shared that it could be helpful to accept the Cultural & Arts Division as a bargaining piece in part of the savings plan. 10. 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 Waite distributed a copy of her original annual work plan for clarification of the goals met. Petty asked about the progress of the signs. Waite shared that the signage committee met and asked Monterey Signs for size appropriate signs. $300 was authorized for preliminary designs that include a mock up sign as well as an image. The signage committee is also working on more visually appealing signage in the youth area. INFORMATIONAL REPORTS & STAFF COMMENTS 11. 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 Anderson shared that Harris coordinated the Second Annual Indie Author Day. It was an exciting and successful day. She also highlighted that Librarian Kathy Nielsen led a four-part genealogy series in partnership with CSUMB’s Osher Lifelong Learning Institute. Librarian Armstrong and Olvera led a Spooky Science event at the Bookmobile. Copeland shared that it was a great year for HistoryFest. Over 2,000 attended the Archives Crawl. Receive Financial Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) 12. Action: Received and discussed Waite followed up on Thomson’s request. It is not possible for Eden to show the percentage status of the budget year at the top of the financial report. 13. Receive Statistical Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received 14. 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 commented that volunteer numbers look strong. She mentioned that the Local History Librarian would oversee the CHR volunteers, thus freeing up more of Copeland’s time for management level functions. Thomson also commented on the strength of the volunteer program. TRUSTEE COMMENTS Thomson reminded the Board that he will be away in January. Koenig thanked Thomson and Waite for serving on the Evaluation Committee Library Board Meeting Minutes Wednesday, December 5, 2018 5 Library Board of Trustees Minutes Wednesday, December 5, 2018 Moroh registered for the OLLI genealogy class and it was wonderful. She is also on the OLLI Board. Petty commented that it was wonderful to work with everyone. ADJOURNMENT Having no further business to come before the Library Board, Chair Petty adjourned the meeting at 7:19 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees Library Board Meeting Minutes Wednesday, December 5, 2018 6