Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Library Board of Trustees Regular Meeting Wednesday, March 27, 2019 5:00 PM COMMUNITY ROOM, 625 PACIFIC ROOM MONTEREY, CALIFORNIA Trustees Koenig, Moroh, Petty, Thomson, Widmar Present: Trustees Absent: Staff Library Director Waite, Manager Anderson, Museums, Culture Arts, & Archives Members Manager Copeland, Manager Smith, Administrative Assistant Garibaldi, Librarian Nolan Present: CALL TO ORDER Chair Petty called the meeting to order at 5:02 p.m. ROLL CALL PRESENTATIONS 1. Receive Presentation from Adult Services & Outreach Librarian Sarah Nolan on the Digital Storytelling Project (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received presentation CONSENT ITEMS On a motion by Library Trustee Thomson, seconded by Library Trustee Widmar, and carried by the following vote, the Library Board of Trustees approved the Consent Agenda: AYES: 4 TRUSTEES: Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 1 TRUSTEES: Koenig RECUSED: 0 TRUSTEES: None Approval of Minutes 2. March 6, 2019 (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 moved to agenda item 3.  Library Board of Trustees Minutes Wednesday, March 27, 2019 PUBLIC APPEARANCE New Business 3. Receive Report from Ad Hoc Annual Giving Strategies Committee (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Library Director Waite reported that the Ad Hoc Annual Giving Strategies Committee has held two meetings. Their first task is to explore Library foundation options – a combined Friends and Foundation, a separate Library Foundation, or maintain status quo. Friends President Doug Holtzman and Friends Board member Bill Wojtkowski have been invited to these discussions. Fund Development Officer Thongchua will draft a list of California libraries that recently formed foundations. Trustee Moroh added that discussion also included interviewing libraries who chose not to create a foundation. Thomson noted that the primary focus is to determine whether to form a Foundation. He highlighted that April 10 is National Library Giving Day. Waite reported that it is a one-day national fundraising event with the “goal of encouraging people who depend on and enjoy public libraries to donate to their individual library system.” Thongchua and Waite worked with the Friends to use the national campaign publicity for a spring campaign to raise funds for the California History Room & Archives. The Committee will meet again on April 5. 4. Approve Proposed FY20 and FY21 Library Trust Fund Budgets (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved On a motion by Library Trustee Widmar, seconded by Library Trustee Moroh, and carried by the following vote, the Library Board of Trustees approved the proposed FY20 and FY21 Library Trust Fund Budgets (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Koenig, Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Waite reported that Thomson pointed out that Board Policy 210: Use of the Trust Fund stipulates that the trust fund will not be used to pay for regular staff positions. Thomson expressed concern that the Trust Fund balance is being drawn down too quickly. Petty shared that he and Waite discussed ways to make outreach service more flexible. The restricted $160k provided by the Oler Trust is specifically designated for purchasing a new bookmobile. If it cannot be spent as directed, it is to be turned over to other designated organizations. Petty asked if a small electric bookmobile could be purchased with the funds. Waite responded that the money is specifically for replacing the existing Bookmobile. Waite said that the City is willing to consider using other vehicle funds for a mini electric bookmobile and suggested adding the topic to a future agenda. Old Business Library Board Meeting Minutes Wednesday, March 27, 2019 2  Library Board of Trustees Minutes Wednesday, March 27, 2019 5. Receive Update on FY20 and FY21 Budget Process and Provide Direction to Staff (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and provided direction On a motion by Library Trustee Widmar, seconded by Library Trustee Thomson, and carried by the following vote, the Library Board of Trustees approved that Waite be authorized to negotiate budget adjustments of $15,000 or less. Anything higher should be brought back to the Board of Trustees for a vote. (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Koenig, Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 6. Receive Report from Ad Hoc Library Facility Feasibility Study Committee (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite shared there are currently 13 community members in the Library Project Team and 5 Project Management Team members. The intercept panels designed by Group 4 will be brought to community spaces outside of the library. Petty suggested that staff bring the panels to the Colton Hall Evening Music Series. Thomson reminded the Board about their joint study session with City Council on April 24. Trustees agreed to move their regular meeting to 6:00 p.m. on April 24. 7. 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 reported that the Party Planning Committee hosted a potluck; an over the street banner is scheduled to be hung over Alvarado during National Library Week; the first MEarth cooking program took place; the Fund Development Audit was complete; and community conversations are ongoing. INFORMATIONAL REPORTS & STAFF COMMENTS Waite reported that this year’s Chocolate & Wine was the most successful to date netting approximately $25,000. The Shake family again provided an abundance of appetizers. Waite reported that Youth Librarian Day accepted a promotional position with the Monterey County Free Libraries. Her last day at the Library is April 12. 8. Receive Library Activity Reports (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Library Board Meeting Minutes Wednesday, March 27, 2019 3  Library Board of Trustees Minutes Wednesday, March 27, 2019 Action: Received report 9. Receive Financial Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received 10. Receive Statistical Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received report Moroh asked about e-books. Smith shared that one e-book source is the Northern California Digital Library. Overdrive is the company providing e-books, and Libby is the app. Another e- book source is Hoopla; it also has an app. Thomson asked about the drop in material check- outs at the Library Help Desk. Smith shared that last year there was a glitch in the way Koha counted statistics. All web renewals were counted as check-outs at the LHD. Now that the system is fixed, when compared to last year, it appears that LHD checkouts have dropped and web renewals have jumped. 11. Receive Volunteer Report (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received TRUSTEE COMMENTS Moroh reported that the Friends have their quarterly meeting on April 10. Petty reported on Assembly Constitutional Amendment 1 (ACA-1) introduced by Assemblywoman Cecilia Aguiar-Curry which would reduce the local vote threshold for the approval of public infrastructure local bond and special tax measures from the current two- thirds vote to a 55% majority, the same vote threshold currently authorized for school districts. The measure was passed by the Assembly Local Government Committee earlier today, and is now headed to the Assembly Local Appropriations Committee. The California Library Association sent a letter to legislators thanking them for their support. One co-sponsor is Asm. Mark Stone. Petty suggested the Board write a thank you letter to Stone and sponsoring legislators and recommended placing it on the next agenda for consideration. ADJOURNMENT Having no further business to come before the Library Board, Chair Petty adjourned the meeting at 6:36 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees Library Board Meeting Minutes Wednesday, March 27, 2019 4