Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, July 24, 2019 5:00 PM COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Koenig, Moroh, Petty, Thomson, Widmar Trustees Absent: Staff Members Director Waite, Manager Copeland, Manager Anderson, Present: Manager Smith, Administrative Assistant Garibaldi CALL TO ORDER Chair Petty called the meeting to order at 5:01 p.m. ROLL CALL PRESENTATIONS 1. Presentation by Library Manager Anderson on Public Knowledge Gained from Harwood Conversations with Teens (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received presentation and discussed Manager Anderson presented the Teen Public Knowledge Summary. Trustees asked questions about the process and next steps. CONSENT ITEMS Approval of Minutes 2. June 26, 2019 (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Trustee Koenig abstained from approving the June 26, 2019 minutes.  Library Board of Trustees Minutes Wednesday, June 26, 2019 OTHER CONSENT ITEMS 3. Request Appropriation of Donation and Grant Funds to the 2019-2020 Library Trust Fund Budget (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Appropriated 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 (Not a Project under CEQA per 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 ***End of Consent Agenda*** PUBLIC COMMENTS Chair Petty opened public comments: no public comments. PUBLIC APPEARANCE By request of Petty, the following staff in attendance introduced themselves: Library Manager Smith, Library Assistant Pagano, Assistant City Manager Rojanasathira, Library Manager Copeland, and Library Manager Anderson. New Business 4. Receive Report on Library Trust Fund Activities (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: received and discussed Waite reported on last quarter’s Trust Fund activities. Widmar suggested using an asterisk to explain any oddities such as the reimbursement to Circulation for the Student Success Initiative. Widmar commented on the lack of correlation between expenditures and revenue, and the large variance between planned and actual expenditures. Waite explained that the revenue received in a quarter is not necessarily intended to offset expenditures in the same quarter. Thomson expressed concern that the Trust Fund balance is steadily declining. He requested, and Trustees agreed, that an annual report be provided that includes the balance from the previous 3 years with a projection for the following year. 5. Receive Report on Library Endowment Fund Activity (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite noted this was the first quarterly Endowment Fund report, provided at the request of the Board. Waite pointed out that the administrative/investment fee charged by the Community Foundation of Monterey County (CFMC) is 1.00% on the first $1 million dollars, not 1.25% as stated in the report. Waite reminded Trustees that the Fund was started in 2005 with a $10,000 2  Library Board of Trustees Minutes Wednesday, June 26, 2019 gift from the Friends. The principal cannot be spent, only the earnings. Discussion ensued regarding the growth from the original donation, accrued interest, not withdrawing funds from the principal, as well as the rate of earnings on the investment. The question was raised about how much to allow the earnings to grow before making a withdrawal, and how to define the principal. CFMC staff will be invited to speak at the September meeting. Waite suggested an appointment might be preferable given the level of detail of Trustee questions. Petty suggested that trustees provide a list of questions for CFMC staff in advance. Trustees will send questions to Waite by August 12 for inclusion in the August Board packet. Old Business 6. Receive Report from Ad Hoc Annual Giving Strategies Committee (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Moroh reported that the Friends voted and approved to become the Monterey Public Library Friends & Foundation during the July Friends Board meeting. The Ad Hoc Committee is working with Friends and Endowment Committee members on a 90-day Planning Committee to outline steps needed for the Friends to become a Friends & Foundation. The Committee is working on a to-do list including revisions to the bylaws, review of the Friend’s articles of incorporation, and recruiting foundation oriented Board members. Thomson added that members recruited to the Foundation would be comfortable asking for gifts and have a wider, varied circle of connections. 7. Discuss and Approve Preferred Program Options and Site Alternatives for the Library Facility Feasibility Report to Council (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Discussed and tabled On a motion by Library Trustee Widmar, seconded by Library Trustee Moroh, and carried by the following vote, the Library Board of Trustees tabled approving the preferred program options and site alternatives for the Library facility feasibility report to Council pending additional information and duly agendizing (Not a Project under CEQA per 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 8. Discuss and Approve Library Administration of Museum and Cultural Arts Division (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Discussed, amended roles and responsibilities, and approved 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 Library administration of the Museum and Cultural Arts Division with amendments to the Library Board of Trustees Roles and Responsibilities (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Koenig, Moroh, Petty, Thomson, Widmar 3  Library Board of Trustees Minutes Wednesday, June 26, 2019 NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Petty introduced the partnership between the Library and Museum and Culture Arts Division noting previously expressed concerns of the Board. Waite commented that it is an incredibly positive opportunity for the Library. Copeland added the partnership offers greater opportunities for collaboration and programming. Koenig stated that her concerns have not changed; although it looks good on paper it is still unclear what benefit the Library will receive other than increased collaborations. Moroh asked if the Board would oversee the Museums budget. Copeland responded that the Library Director would be responsible for budgetary oversight. The advisory and support role of the Museums and Cultural Arts Commission remains unchanged. Copeland reported that the Commission supports the partnership. Thomson clarified that Museums & Cultural Arts staff would now fall under the Library Director. Waite confirmed and added that while there is a separate Library Personnel Policy that needs to be updated, the aim is for those rules to follow the City’s Personnel Rules with minor exceptions. Thomson indicated that he saw aligning the Library policy with the City policy as a high priority. Waite commented that she had met with CAO/HR a year ago. They are in agreement. City Personnel Rules are being updated; then Library personnel rules will be revised to agree with the updated City policy. The “Roles and Responsibilities” document was reviewed. The following responsibilities under Library Board of Trustees were amended as follows: “Approves administration of Museums and Cultural Arts programs and services.” amended to “Monitors Museums and Cultural Arts programs and services.” “Monitors impact of Museums and Cultural Arts administrative responsibilities on Library programs and services, if any.” amended to “Evaluates impact of Museums and Cultural Arts administrative responsibilities on Library programs and services.” INFORMATIONAL REPORTS & STAFF COMMENTS Waite commented that the end of the Summer Reading Program party takes place next Wednesday, July 31 from 6:00 - 8:00 pm at the Monterey Beach House. Trustees are invited to attend and volunteer at the event. 9. Receive Director’s Work Plan Progress Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Petty asked if customers like the new signs. Waite encouraged Trustees to look at new artwork in the children’s picture book area and the youth non-fiction stacks. 10. Receive Library Activity Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received Waite added that Youth Librarian Armstrong’s last day is July 27. Recruitment for a vacant Youth Librarian position was already underway and a second youth librarian will now be hired. 11. Receive Financial Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) 4  Library Board of Trustees Minutes Wednesday, June 26, 2019 Action: Received 12. Receive Statistical Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received Thomson thanked staff for adding footnotes to the statistical report. 13. Receive Volunteer Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received TRUSTEE COMMENTS Widmar commented that he had to leave and departed the meeting. Moroh commented that she will be attending the International Public Library Fundraising Conference taking place in Calgary July 28-30 with Fund Development Officer Thongchua. Petty thanked Moroh for continuing as Library Board liaison to the Friends. ADJOURNMENT Seeing no further business to come before the Library Board, Chair Petty adjourned the meeting at 7:35 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees 5