Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, August 28, 2019 5:00 PM COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Moroh, Petty, Thomson, Widmar Trustees Absent: Staff Members Director Waite, Manager Copeland, Manager Anderson, Present: Manager Smith, Library Assistant Hamilton CALL TO ORDER Chair Petty called the meeting to order at 5:02 p.m. ROLL CALL PRESENTATIONS 1. Recognize Museums, Cultural Arts and Archives Manager Dennis Copeland for 20 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) Library Director Waite and Chair Petty recognized Museums, Cultural Arts and Archives Manager Dennis Copeland for 20 years of service and read aloud his following service history. Anderson presented a plant to Copeland. Copeland thanked Museum and Library staff, fellow colleagues, historians and organizations. Dennis Copeland joined the library staff as a contract employee in 1997, and our full time Archivist in July 1999. Dennis was brought on board to help organize priceless historic resources in the Library and Museums. Little did the City realize what an irreplaceable resource Dennis himself would become to our community and our region. Over the past 20 years his contributions to the Library, Museums, the City, our community, and our State have been invaluable. As the Community Services Director wrote in 2012, “Dennis is universally held in very high regard as a knowledgeable, respected, collegial and professional member of the City and the museum/cultural arts/archives community.” Through the years Dennis has established, organized, preserved, and promoted an internationally recognized California History Room and Archives collection, and has assisted thousands of individuals from students to scholars, locally and internationally with their research. He has published books on Monterey history, from The Monterey Album: Life by the Bay with Jeanne McCombs in 2003 to Monterey Waterfront with Tim Thomas in 2006, and published historical articles for Noticias and other publications, including on Tortilla Flat and the Monterey pioneer family Pyburn Papers. He has researched and written extensive reports on historic assets and coordinated and presented many hundreds of history programs from symposia and lectures to reenactments and celebrations for residents and visitors alike. Dennis is a skilled and respected collaborator. He has built partnerships with nearly every organization that holds local historic assets from libraries, museums and history societies to the Catholic Diocese, the United States Army, California State Historic Parks, and the National Library Board of Trustees Minutes Wednesday, August 28, 2019 Trust. In 2001 he helped establish Historic Monterey, a collaboration of the City, State Parks and the Monterey History & Art Association. Later they were joined by Museum of Monterey, and the Cannery Row Company “to promote and interpret Monterey’s rich history to its visitors and citizens, as well as to safeguard Monterey’s cultural heritage by preserving and protecting its historic buildings and collections for the betterment of generations to come.” Dennis now co- chairs the collaborative and oversees City venues for their annual History Fest, including re- enactments of first California Constitutional Convention debates in Colton Hall, Civil War encampment and maneuvers at the Lower Presidio Historic Park, and Pacific Biological Lab tours. He also coordinates the City’s participation in their Christmas in the Adobes program at Colton Hall. In 2002 Dennis co-founded the Monterey Regional Collections Roundtable to build strong collaboration between regional agencies and to “assist students, scholars, researchers and the public in their quest to uncover the Monterey region’s rich heritage.” This group meets monthly. Thanks to this partnership, Dennis initiated the “Archives Crawl” as part of History Fest last year. Many of the projects Dennis has spearheaded are dependent upon his grant writing skills. In 2006 he helped the City secure a Federal Preserve America Grant to establish a signage program and cell phone history tours for publicly and privately owned historic assets in the downtown Monterey business area. At the Library he led multiple Shades of Monterey and Shades & Stories projects collecting thousands of photographs and stories of Monterey life from our residents. Working with the Friends of Monterey Public Library he secured funds through the Community Foundation to lead the Meeting ‘Round the Table: Preserving Community Heritage projects focusing on gathering the stories of Spanish-Americans and Chinese- Americans, and the Voices and Images: Monterey Remembered project to collect interviews and photographs of Monterey's Japanese-American community. In 2010 Dennis assumed management and leadership of the City's Museums and Cultural Arts Division in addition to managing the California History Room and Archives program. His successful grant writing continued, enabling him to direct the following projects:  ADA assessments and improvements: Colton Hall (2015; 2016-2017); Pacific Biological Lab (2019)  Historic structure reports: Pacific Biological Lab (2010), Colton Hall (2012), Old Monterey Jail (2016)  Museum interpretive plans: Pacific Biological Lab (2009-2010) and Colton Hall (2012)  An additional $150,000 in funding for Colton Hall ADA Improvements Project (2017). In 2011-12, he partnered with State Parks, Old Monterey Foundation, and other organizations to host Art in the Adobes, where he was able to showcase selections from the City’s fine art collection. Dennis is gifted at maintaining positive professional relationships with a wide variety of community members, City staff and stakeholders, and has worked with Senior Engineer Jeff Krebs as the staff support for numerous Neighborhood Improvement Program-funded condition reports (for conservation) of Sloat Monument, 1922 Stables, and Colton Hall Repointing. He has successfully led and continues to lead many other NIP projects for Museums and Cultural Arts. Dennis has been an outstanding leader for the Museums Division and for the California History Room & Archives. As a testament to his leadership abilities he was asked to serve as Interim Department Head in 2018-19 while the Community Services Department was disbanded and divisions were redistributed. He kept services as disparate as the Harbor, Recreation, Parking and the Conference Center running smoothly and moving forward during a period of tremendous upheaval and strain.  Library Board of Trustees Minutes Wednesday, August 28, 2019 Please join me in thanking Dennis Copeland for his twenty years of service to the Library, Museums, the City, our community and the State. His passion for local and early California history has preserved priceless resources, and enriched the lives of residents, students, visitors and scholars beyond measure. Dennis is truly a community treasure. 2. July 24, 2019 (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: 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 July 24, 2019 minutes (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 4 TRUSTEES: Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None PUBLIC COMMENTS Chair Petty opened public comments: Museums & Cultural Arts Commissioner Mike Sovereign spoke in thanks to Dennis Copeland and in support of Library and Museums working together. PUBLIC APPEARANCE New Business 3. Receive and Discuss Questions for the Community Foundation for Monterey County Regarding the Library Endowment Fund (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: received and discussed Petty noted that there are fourteen questions on the list and asked if there were any that Board members would like to prioritize to Community Foundation, noting that it is best to send questions in advance to the most complete answers. Widmar mentioned #14. Thomson suggested eliminating #1 and prioritizing #8. Moroh mentioned #11, #12, #14. Thomson requested that the Community Foundation send an investment specialist. 4. Discuss and Approve 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: Discussed and continued On a motion by Library Trustee Moroh, seconded by Library Trustee Thomson, and carried by the following vote, the Library Board of Trustees continued the Library Director’s Annual Work Plan to September 25, 2019 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 4 TRUSTEES: Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None  Library Board of Trustees Minutes Wednesday, August 28, 2019 ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Waite reviewed the Library Director’s updated work plan. Staffing Goal: Widmar suggested increasing the number of responses to the library director survey. Widmar and Moroh suggested that metrics be added for measuring the Library’s progress in addressing staff concerns. Widmar and Thomson asked about turnover and suggested setting a goal for FT/RPT turnover rate. Petty suggested a six-month progress report on how concerns raised in Staff Conversations report are being addressed. Fund Development Goal: Moroh suggested that filling the Fund Development Coordinator vacancy be made a priority. Trustees would like to review and discuss the job description before the recruitment opens. Widmar emphasized the importance of adult programs for future fundraising. Several donors came forward, for example, after attending the Financial Workshops. Communication Goal: Widmar asked what drove this goal and what the community currently thinks our story is. Waite stated that the library means many things to many people, and we need a clearer message. Digital Strategy: Petty recently visited a Community Center that offered technology training. Waite described the current drop-in technology service the Library offers twice a week. 5. Receive Report on the International Public Library Fundraising Conference (Not Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Postponed Petty suggested postponing Agenda Item 5 to September 25 in order to keep the 6:00 p.m. appointment with Group 4 Architecture, Research + Planning, Inc. Trustees agreed unanimously. Old Business 6. Discuss and Approve Concept Options for the Library Facility Feasibility Report to City Council (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Discussed and approved On a motion by Library Trustee Widmar, seconded by Library Trustee Thomson, and carried by the following vote, the Library Board of Trustees recommend, in order of preference, Level 3 unphased with preferred alternatives Level 2 unphased or Level 1 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 4 TRUSTEES: Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None On a motion by Library Trustee Widmar, seconded by Library Trustee Moroh, and carried by the following vote, the Library Board of Trustees give no further consideration to Level Library Board of Trustees Minutes Wednesday, August 28, 2019 4, Lot C, or Stokes Adobe (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 4 TRUSTEES: Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Thomson led the Board through the Facility Feasibility Study slides. Dawn Merkes of Group 4 Architecture, Research + Planning, Inc. participated by phone. Four different options on the existing building site were considered. Petty pointed out that Level 3 (31,000 square feet) increases the building space by 1/3, whereas Level 2 is only about a 15% increase. Thomson pointed out Level 1 is a “band aid” approach. This option would not bring the building into compliance with the current building code. Level 2 allows for achieving the “base program” which is the program goals set by discussions with staff and the community. Breaking construction into phases was discussed. The advantage is that less funding would be needed up front. The disadvantage is that phasing adds 20% to the total cost and is more disruptive to library operations. Thomson pointed out that Level 3 entails more demolition. Merkes confirmed, adding that while the level of intervention is higher, the final result would be full code compliance. Levels 1 and 2 save money by not raising the ceiling height in the adult non-fiction area on the main floor and on the Mezzanine. The low ceiling would be “grandfathered in.” Level 3 brings everything up to code. Thomson touched briefly on Level 4. This option entails significant demolition and cost – over $40 million. Trustees had discussed and dismissed this option previously. They agreed to do so again. Merkes said preservationists would oppose Level 4 since it entails extensive demolition. Copeland agreed. Thomson noted that parking is an issue with any of the options except Level 1. Any expansion requires adding parking. There is a legal requirement and a practical requirement. Shared parking with Monterey County School District was explored, but does not appear to be an option due to the High school’s expansion plans. The cost of modifying parking areas is not included in the cost estimates. Moroh asked about landscaping. Merkes said that landscaping costs are minimal ($15/square foot) and therefore not included. Widmar asked if G4 considered a parking deck on Lot C. Merkes said that they had, but the lot is not big enough. Thomson walked the Board through the off-site options. Stokes Adobe was proposed early on as a site for a California History Institute. A number of limitations, including cost of purchase, ADA improvements, and the renovations needed for storing archival materials eliminated it as a serious option. Construction of a library facility on Lot C was also explored but then eliminated. The size would be smaller than the current library due to lot size and easement requirements. Petty doubted the public would be happy if we replaced the building with one that is smaller. The lot behind City Hall on Madison & Van Buren would likely require a parking deck. This would add significantly to the cost. The Fire/Police parcel is an “iffy alternative” since those Departments have not conducted comparable facility studies. Waite said a library project might proceed more quickly if tied to the needs of Police and Fire. Thomson commented that there are several disadvantages to going off-site. There are emotional and architectural factors. He was surprised to learn how much emotional attachment the public has to the current structure. Also, the Library would be less visible if moved from its location at the corner of Pacific and Madison. In addition, there is the question of what to do with current site. The advantages of going off site include: the community would receive a new building from scratch, no unanticipated problems and costs due to remodeling would occur, and library operations would not be disrupted.  Library Board of Trustees Minutes Wednesday, August 28, 2019 Waite said many staff members would prefer a new building. Staff members feel that the current structure has numerous problems with technology, flexibility, noise management and heating and cooling. Since new construction is less expensive, it seems wiser to build new than to renovate. Merkes responded that Level 2 and 3 would support technology flexibility and mitigate acoustical challenges (quieter areas could be glassed-in from active spaces). Merkes stated that Level 2 and above would be “equivalent to new construction” and would address the physical challenges that staff mentioned including air conditioning throughout the building. Project budgets for the options were reviewed. Thomson discussed funding strategies, and commented that it was not realistic to expect anything on the ballot by 2020. Merkes said she has enough direction from staff and trustees to draft a report. She will have the draft ready to review at the September meeting. Any refinements can be incorporated before it is presented to City Council on November 5. Merkes expressed appreciation to Thomson for leading the discussion. Trustees thanked Merkes for her participation. INFORMATIONAL REPORTS & STAFF COMMENTS 7. Receive 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 8. Receive Library Activity Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received 9. Receive Financial Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received 10. Receive Statistical Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received 11. 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 In the interest of time there were no trustee comments. ADJOURNMENT Library Board of Trustees Minutes Wednesday, August 28, 2019 Seeing no further business to come before the Library Board, Chair Petty adjourned the meeting at 8:05 p.m. Respectfully Submitted, Approved, Katie Hamilton Bob Petty, Chair Library Assistant Library Board of Trustees