Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Library Board of Trustees Regular Meeting Wednesday, January 23, 2019 5:00 PM COMMUNITY ROOM, 625 PACIFIC ROOM MONTEREY, CALIFORNIA Trustees Present: Koenig, Moroh, Petty, Widmar Trustees Absent: Thomson Staff Members Library Director Waite, Acting Community Services Director Present: Copeland, Administrative Assistant Garibaldi, Manager Smith, Manager Anderson, Fund Development Officer Thongchua CALL TO ORDER Chair Petty called the meeting to order at 5:01 p.m. ROLL CALL Trustee Thomson was absent. PRESENTATIONS 1. Introduction of Library Assistant II Chanomi Maxwell-Parish (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Introduced Manager Smith introduced Library Assistant II Maxwell-Parish. 2. Recognize Reference Librarian Victor Henry for 28 Years of Service to the Monterey Public Library and the City of Monterey (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Recognized Manager Anderson provided accolades and praise for Librarian Henry’s nearly 30 years of service. 3. Receive Report from Doug Holtzman, President of the Board of the Friends of the Monterey Public Library (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received Friends President Douglas Holtzman reported that the Friends Board is enthusiastic about exploring options to improve fund development efforts. Several Friends Board members wished to have Endowment member input. The Friends Board needs additional information before making a decision regarding having a separate foundation or a combined Friends and Foundation – pros/cons, costs and benefits for the implementation of either model. They also want to make sure that current donors are informed of any possible changes. He reminded the Board about the Friends Chocolate & Wine Tasting Benefit taking place on February 22.  Library Board of Trustees Minutes Wednesday, January 23, 2019 CONSENT ITEMS On a motion by Library Trustee Koenig, 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, Widmar NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Thomson ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 4. December 5, 2018 (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Other Consent Items 5. 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: Appropriated ***End of Consent Agenda*** PUBLIC COMMENTS Seeing no members of the public present, Chair Petty continued to Item 6. PUBLIC APPEARANCE New Business 6. Receive Report on the Zip Books Project (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Manager Smith reported that MPL began participating in the Zip Books project in July 2018 and that the first six months of the project has been successful. The State Library has provided $9,500 this fiscal year for MPL to participate. Approximately 65 California public libraries are participating. The Program is meant as a time and cost-effective substitute for Interlibrary Loan Service. Books or CDs that cost $35 or less are purchased on Amazon and sent directly to the customer. Customers keep the book for 6 weeks and then return it to the Library. 84 customers have made requests for 114 items from July – December 2018. Funding for the project has been extended through June 2022. Waite corrected packet page 18 noting that Interlibrary Loan Service was suspended in 2009. Library Board Meeting Minutes Wednesday, January 23, 2019 2  Library Board of Trustees Minutes Wednesday, January 23, 2019 7. Receive Report on Library Trust Fund Activities (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite reported that the Friends MC Gives campaign raised $27,300 for the Summer Reading Program. Petty asked if it was typical that there were no Trust Fund monies spent on the California History Room. Copeland responded that it was usual. Petty inquired about new items in the Library Bookstore. Anderson responded that new items include literary themed tote bags, mugs, and pencil cases. Waite shared that $1,700 is budgeted from the Trust Fund for the store and revenue is approximately $2,400. The funds available to purchase merchandise could increase, however this would require Board approval and an appropriation of funds. 8. Discuss Options for a Fund Development Study Session and Provide Direction to Staff (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Discussed Petty shared that a follow-up meeting would take place with Library Strategies on a date to be determined. Trustees agreed to meet on Sunday, February 10 from 9:00 a.m. – 12:00 p.m. Petty stated that the February 27 meeting date needed to be changed and asked for alternate meeting dates. Trustees agreed to meet on Wednesday, March 6 at 5:00 p.m. in the Learning Lab. Waite explained that the February meeting date needed to be rescheduled because it coincides with a City Council budget study session scheduled for 4:00 – 6:00 p.m. Proposed budget figures for FY2019-20 and FY2020-21 need to be submitted by March 22. Old Business 9. 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, discussed, and appointed new ad hoc committee Waite reported that the kick-off meeting is this Friday, January 25. Petty disbanded the Ad Hoc Facility Master Plan Committee and in its place formed an Ad Hoc Feasibility Study Committee comprised of the same trustees appointed to the Ad Hoc Facility Committee (Petty and Thomson). 10. Conduct a Second Reading and Adopt 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 second reading and approved On a motion by Library Trustee Widmar, seconded by Library Trustee Moroh, and carried by the following vote, the Library Board of Trustees adopted the 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) : AYES: 4 TRUSTEES: Koenig, Moroh, Petty, Widmar NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Thomson ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Library Board Meeting Minutes Wednesday, January 23, 2019 3  Library Board of Trustees Minutes Wednesday, January 23, 2019 11. Receive Progress Report on 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 and discussed Waite highlighted recently completed items. Trustee Koenig exited the meeting at 6:00 p.m. INFORMATIONAL REPORTS & STAFF COMMENTS 12. Receive Library Activity Report Action: Received and discussed Waite reminded Trustees that the Bookmobile turned 10 years old in November. The birthday celebration events were popular. Harwood Conversations will soon take place with more community members. Anderson shared that Librarian Nolan coordinated a public screening of the films created with Story Center in June 2018. Petty asked where the recordings are archived. Anderson shared that the location has yet to be determined. 13. Receive Financial Report Action: Received and discussed Waite noted that underspent funds in Library Administration are a result of the Special Services Coordinator position vacancy. Circulation expenditures are also less than 50% at mid-year due to the Circulation Section Supervisor position vacancy. Petty asked if salary savings would again be spent on other library needs. Waite noted that some savings has been spent for on-call hours to staff the library due to the vacancies. It is unknown whether use of salary savings towards other projects will be encouraged. The City is working on a Fiscal Health Plan and has asked all departments to identify potential savings as well as new or enhanced revenue streams. Library fines as a source of revenue continues to decline. Waite shared that meeting room rentals to for-profit entities is a possible consideration. 14. Receive Statistical Report Action: Received and discussed Moroh commented that database use is down by 22%. Waite responded that half of the databases have been cut since salary savings used in previous years had not been available. Petty asked how database searches are counted for reporting. Widmar asked if the numbers reported were searches or views. 15. Receive Volunteer Report Action: Received and discussed Petty asked that staff pass on kudos to Nolan for her impressive work with the volunteer program. TRUSTEE COMMENTS Petty reminded Trustees that Victor’s retirement party is next Thursday from 4:00 – 6:00 p.m. in the Library’s Community Room. A joint Fund Development Study Session is tentatively scheduled for Sunday, February 10 from 9:00 a.m. – 12:00 p.m. with the Library Board, Friends, and Endowment Committee. The February 27 Library Board meeting will be on March 6. Library Board Meeting Minutes Wednesday, January 23, 2019 4 Library Board of Trustees Minutes Wednesday, January 23, 2019 AJOURNMENT Having no further business to come before the Library Board, Chair Petty adjourned the meeting at 6:31 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees Library Board Meeting Minutes Wednesday, January 23, 2019 5