Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, June 26, 2019 5:00 PM COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Moroh, Petty, Thomson, Widmar Trustees Absent: Koenig Staff Members Director Waite, Manager Copeland, Manager Anderson, Present: Manager Smith, Administrative Assistant Garibaldi CALL TO ORDER Trustee Petty called the meeting to order at 5:02 p.m. ROLL CALL Trustee Koenig was absent. 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: Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Koenig ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 1. May 16, 2019 (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved 2. May 22, 2019 (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved ***End of Consent Agenda*** PUBLIC COMMENTS Chair Petty opened public comments: no public comments. PUBLIC APPEARANCE  Library Board of Trustees Minutes Wednesday, June 26, 2019 New Business 3. Receive and Discuss Progress Report on Library Facility Renovation and Expansion Options from Group 4 Architecture, Research + Planning, Inc. (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Group 4 Architecture, Research + Planning, Inc. Principal Dawn Merkes reported on the feasibility study status, community needs findings, program options, site alternatives, funding strategies, input on options, and next steps. G4 recommended they return to the August Board meeting before presenting their recommendation to City Council. The PowerPoint slides were distributed. Moroh asked the estimated time before a remodeled building would need to again have improvements. Waite noted that library branches were also a possibility, reminding that years ago a library branch existed in New Monterey. Widmar commented of the difficulty in knowing the needed space with print materials increasingly transitioning to a digital format. The Library Project Team’s support was noted as 11 people supporting Option A, 10 people supporting Option B, 8 people supporting Option C, and 7 people supporting an alternative location site. Moroh commented that B and D looked more appealing. Widmar commented that the alternate site seemed the best choice. Petty didn’t favor Option C as the building would be too large and would remove the coziness; B or the alternative is favored. Merkes emphasized the importance of being strategic with funding possibilities. Elections are a prime opportunity for ballot measures. There is a need to move swiftly if looking at a voter-backed measure in 2020. 4. Review Council Policy on Selection of Officers and Select Chair and Vice-Chair for 2019- 20 (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Reviewed, discussed, and selected FY20 appointments Trustees reviewed and discussed the rotation of Board Officers. Widmar, Moroh, and Thomson declined serving as Library Board Chair. Petty reported that Koenig informed him that she was unable to serve as Chair. Petty volunteered to continue serving as Board Chair. Moroh accepted the role as Vice Chair. Thomson thanked Petty and Moroh. Old Business 5. 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 Friends President Douglas Holtzman is leading a Friends meeting on July 2 to discuss options. Ideally, the Friends will vote on the model they approve at their quarterly board meeting on July 10. The options include having a separate Friends and Foundation, a combined Friends & Foundation, or lastly, to remain status quo which is unlikely. Fund Development Officer Library Board Meeting Minutes Wednesday, June 26, 2019 2 Thongchua will attend the July 2 meeting. Moroh referenced documents from St. Helena Public Library who recently formed a Friends & Foundation.  Library Board of Trustees Minutes Wednesday, June 26, 2019 6. Receive Update on FY19-21 Budget Process and Provide Direction to Staff (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite reported that Council approved the FY20-21 budget. An updated budget spreadsheet will be provided at the August meeting. She reported that the Finance Director asked about the financial analysis that corresponded with the feasibility study. G4’s scope of work does not include a financial analysis. The City has a financial analyst who will provide funding possibilities with the remaining monies set aside for the feasibility study. Waite reported that City Manager Uslar stated that G4’s proposal should not be presented to City Council without the financial analysis. Waite reported that the financial analysis would be completed by the August meeting. Petty asked for the Board to receive monthly reports from the Community Foundation for Monterey County pertaining to the Endowment Fund. Thomson recommended receiving quarterly reports and to increase to monthly if necessary. Trustees agreed that quarterly reports would suffice. Waite noted that a representative from the Community Foundation for Monterey County is slated to present at the September 2019 Library Board meeting. Thomson asked to learn about any alternative investing strategies that could potentially be adopted. 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) Received and discussed Petty asked if Waite would reduce her public service desk hours upon hiring the two vacant librarian positions. Waite confirmed affirmatively. Petty asked about receiving the community public knowledge summary. Anderson commented that it was in the final draft stage and could soon be shared. Moroh asked if more 1:1 director-staff meetings were scheduled. Waite responded that as of June 10 all staff had provided workplace feedback either through direct meetings or by participating in Harwood staff conversations. INFORMATIONAL REPORTS & STAFF COMMENTS 8. Receive Library Activity Reports (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite highlighted that 1,783 library cards were distributed to students via the Student Success Initiative; the Library Trust Fund is one of the beneficiaries of the Chandler Charitable Remainder Trust, receiving 20%. Anderson distributed flyers for the upcoming quarterly history lecture series discussing the Dawn of the 17-Mile Drive presented by John Saunders. Petty asked whether there were any known donor outcomes of Thongchua attending the varied social gatherings. Waite responded that there was nothing immediate to report. Petty asked for more detailed outcomes on Thongchua’s meetings and event attendance and proposed she possibly present quarterly. Library Board Meeting Minutes Wednesday, June 26, 2019 3 9. Receive Financial Reports (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received  Library Board of Trustees Minutes Wednesday, June 26, 2019 10. Receive Statistical Reports (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Petty commented on the stark drop in visits from last year. Waite noted the drop might be attributed to the faulty door counter, or the increased 3-week loan periods. Thomson asked for notation to be marked on future statistical reports when there is a known reason for a variation. Widmar asked for clarification on the statistics for wireless sessions. Waite reminded the Board that Wi-Fi is now turned off at night, reducing the statistical count. 11. Receive Volunteer Reports (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received TRUSTEE COMMENTS Moroh asked about the status of the bike rack installation in front of the Library. ADJOURNMENT Seeing no further business to come before the Library Board, Chair Petty adjourned the meeting at 7:16 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees Library Board Meeting Minutes Wednesday, June 26, 2019 4