Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, September 25, 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, Administrative Assistant Garibaldi, Technology Services Specialist Kuhn, Librarian Briscoe CALL TO ORDER Chair Petty called the meeting to order at 5:04 p.m. ROLL CALL PRESENTATIONS 1. Introduction of Reference & Local History Librarian Briscoe (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Introduced Manager Copeland introduced Reference & Local History Librarian Sean Briscoe. 2. Recognize Technology Services Specialist David Kuhn for 35 Years of Service to the Monterey Public Library and the City of Monterey (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Recognized The Library Board recognized and thanked Technology Services Specialist Kuhn for 35 years of service. Manager Smith read the following into the minutes: High School student and Library customer David Kuhn began working for the Library four decades ago as a part-time Library Page. He became a full-time Library Aide in August of 1984, a Library Assistant I in 1991, Circulation Supervisor in 1998, and Technology Services Specialist in February 2003. As Circulation Supervisor, David improved or established and documented almost every Circulation procedure. David is frequently called upon by staff across the Library to help come up with ways to use technology to improve procedures and streamline workflows. David has written several programs to fill library needs, including applications for circulating laptops, printing spine labels, printing paging lists, and producing a wide variety of statistics and reports. David has reformatted and redesigned the entire Library Web site several times, including converting the library and museum web sites to use the DotNetNuke (DNN) content management system and completely modified the design and layout of the sites. David also created modules (plugins) for DNN that allow catalog/database searches from the web site,  Library Board of Trustees Minutes Wednesday, June 26, 2019 provide interactive directions to the library (including parking locations) using Google maps, and provide Bookmobile stop dates and interactive directions and maps. David has implemented dozens of enhancements in the Web Catalog and in doing so, he has added expertise in an alphabet soup of technologies such as APIs (Application Programming Interface), CSS (Cascading Style Sheets), SQL (Structured Query Language), and most recently JSON (Javascript Object Notation) to his resumé. David has prepared and presented clear guides to complex subjects for our Pacific Grove Library partners, and our Web Development Team. Even more important, he provides informal technology training and assistance to co-workers and customers on a daily basis. Combining an enthusiasm for the potential of emerging technologies with an ability to recognize their risks and limitations, he plays an essential role in technology planning. In February 2014 the Library Board approved our migration from the Innovative Interfaces ILS to Koha. In order to change to a new computer system, all of the records in the old system needed to be extracted. Luckily, David had been on hand when we first migrated to Innovative. He knew the old system inside and out. Over the next four months he worked tirelessly to wring as much useful data out of the old system as possible. We were told that fines data and serials information usually can’t be captured. David would not take no for an answer. He found a way to do it. In the end, the extraction was so successful that Bywater Solutions (the Koha vendor) asked David to advise Mercyhurst Library in PA, another Library converting from Innovative to Koha. We earned a $500 development credit from Bywater for David’s efforts. David played an integral role in helping to set up and implement Koha. Since then he has submitted several bug fixes and enhancements to the Koha community for incorporation into upcoming releases, and has made many enhancements to our instance of Koha. In September 2017, the Friends of the Library purchased a 3D printer. David immediately learned all the ins and outs of how to use it, including using CAD (computer assisted design) software to create 3D models to be printed. He now facilitates workshops for both adults and teens on creating and printing 3-dimensional objects. In November 2018, David assisted with the implementation of LibCal - a new scheduling program for the meeting rooms. He also wrote software that reads upcoming events from LibCal and displays them on the Library's web site. In April 2019, David created procedures for, and implemented the creation of 1,972 student library cards as part of the Student Success Initiative. Time and again the Library has benefited from David’s remarkable technical skills. His eagerness to explore, his refusal to give up when faced with a technology challenge, and his commitment to public service have contributed so much to the Library and its customers for the past three and a half decades. Thank you, David, for thirty-five years of exceptional full-time service to the Library and the Monterey community. 3. Receive Report from Community Foundation for Monterey County (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received presentation and discussed Library Board Meeting Minutes Wednesday, July 24, 2019 2  Library Board of Trustees Minutes Wednesday, June 26, 2019 Community Foundation for Monterey County Vice President of Philanthropic Services Christine Dawson and Senior Philanthropic Services Officer Brian Thayer provided a report to the Board. 100% of MPL Endowment is in a Long-Term Portfolio. Donations and interest may be withdrawn up to 4.5%. Currently the interest could be designated to a different fund which then grows in an account that may be withdrawn. Organizations choose to have an endowment fund for donors who prefer their money is set aside as a permanent gift. A Stewardship Fund is intended for reserves and permits an organization to access the balance at any time. There are no withdrawal limitations or restrictions, however it’s not designed for operating or ongoing programming, rather for investment. The minimum to open a Stewardship Fund is $50,000. Approval of Minutes 2. August 28, 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 Widmar, and carried by the following vote, the Library Board of Trustees approved the 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: no public comments. PUBLIC APPEARANCE New 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 Moroh and Thomson reported that the Committee is efficient and making progress. The Friends & Foundation will be seeking 5-6 new Board members. Roles and responsibilities have been drafted and the Committee is moving forward with hiring an attorney to review by-laws and other legal items. Waite announced that Mary Jane Perna will assist as Interim Fund Development Coordinator during the recruitment for the full-time position. Christie Balestrieri began on September 16 as an on-call Development Assistant. She will provide administrative support for fundraising activities. 6. Receive Report on the International Public Library Fundraising Conference (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Library Board Meeting Minutes Wednesday, July 24, 2019 3  Library Board of Trustees Minutes Wednesday, June 26, 2019 Action: Received Moroh shared information about Calgary’s Central Library and encouraged Trustees to view the slideshow of photographs linked in the report. The public library fundraising conference was very worthwhile. Moroh discussed two key takeaways: advocacy and building a robust donor database. If seeking to expand the library or build a new facility it is important to create an advocacy strategy so that there is interest and excitement in the community. Marketing and fund development go hand and hand. Marketing is gathering support; fundraising is realizing that support. Advocacy should begin before a capital campaign. Fundraisers and staff should work closely together so that fundraisers can share our story. She highlighted the importance of having a strong donor database for major gift fundraising and capital campaigns. Old Business 7. Receive an Update from the Ad Hoc Feasibility Study Committee and Authorize the Committee to Approve the Feasibility Study Report Prepared by Group 4 Architecture, Research + Planning, Inc. for Presentation to City Council (Not Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received On a motion by Library Trustee Moroh, seconded by Library Trustee Widmar, and carried by the following vote, the Library Board of Trustees authorized the Ad Hoc Feasibility Study Committee to approve the feasibility study report prepared by Group 4 Architecture, Research + Planning, Inc. for presentation to City Council (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 Waite reported that Group 4 was scheduled to complete the plan for approval at this Board meeting. However, the report that the Library received in September was not up to expectation. Due to the October 18th deadline for the November 5 Council meeting, it is recommended that the full board authorize the Ad Hoc Facility Feasible Study Committee to finalize the report. Moroh asked if the report reflects the ideas that were conveyed in the conference call. Waite responded that the priorities were correct, however numerous and significant corrections had to be made. Thomson had 94 comments for the first report. The third version of the report was received earlier today. 8. 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: Received 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 approved the Library Director’s Annual Work Plan (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061): Library Board Meeting Minutes Wednesday, July 24, 2019 4  Library Board of Trustees Minutes Wednesday, June 26, 2019 AYES: 4 TRUSTEES: Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Widmar commented that the reorganized document is great and easy to read. On packet page 28, under Communication Goal, Widmar liked that “communities tell our story back” though asked for further clarification about the mechanism to measure whether there are 4+ articles. Under “Digital Strategies” the follow up survey shows an increase in library customer satisfaction. He inquired about the current measurement and how the survey will be distributed and to whom. An inquiry about Item E – resource sharing with neighboring libraries and doubling the collection size. Waite stated that six local libraries that use Koha have completed a study regarding steps needed to share one catalog. Regarding Item D, Moroh inquired about whether 70% community support for a funding measure was overly ambitious. Trustees agreed and stated that progress is important in areas that are within the Library Director’s control. It was noted that measures should include a clear reference point, such as “a survey conducted by July 2020.” INFORMATIONAL REPORTS & STAFF COMMENTS Waite announced that the Friends are working on trying to reopen Etta’s as an opportunity to provide life-skills training for high school students. An adult supervisor will be required during operating hours. 9. Receive Library Activity Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received Thomson asked about the youth librarian recruitment. Waite reported that the recruitment was reopened because the majority of librarians who applied only had experience working with teens and no experience serving young children. The second recruitment closed yesterday. 10. Receive Financial Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received 11. Receive Statistical Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received 12. 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 No trustee comments Library Board Meeting Minutes Wednesday, July 24, 2019 5 Library Board of Trustees Minutes Wednesday, June 26, 2019 ADJOURNMENT Seeing no further business to come before the Library Board, Chair Petty adjourned the meeting at 7:43 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees Library Board Meeting Minutes Wednesday, July 24, 2019 6