Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, December 4, 2019 5:00 PM COMMUNITY ROOM, 625 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Moroh, Petty, Widmar Trustees Absent: Thomson Staff Members Director Waite, Manager Copeland, Manager Anderson, Present: Administrative Assistant Garibaldi, Interim Fund Development Coordinator Perna CALL TO ORDER Chair Petty called the meeting to order at 5:02 p.m. ROLL CALL Trustee Thomson was absent. PRESENTATIONS 1. Receive Presentation from Dennis Copeland, Museums, Cultural Arts & Archives Manager on History Fest and Monterey Public Library’s Living History Series (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received presentation and discussed Museums, Cultural Arts & Archives Manager Copeland presented a report on History Fest and distributed the 2020 Living History Series promotional flyer celebrating Monterey’s 250th anniversary. Librarian Sean Briscoe has been the lead in coordinating the Series. Approval of Minutes 2. October 23, 2019 (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 October 23, 2019 minutes: AYES: 3 TRUSTEES: Moroh, Petty, Widmar NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Thomson ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None PUBLIC COMMENTS Chair Petty opened public comments: no public comments. PUBLIC APPEARANCE  Library Board of Trustees Minutes Wednesday, December 4, 2019 New Business 3. Receive Introduction to Museums and Cultural Arts Division and the First Quarter (July-Sept 2019) Report on Museums and Cultural Arts Activities (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Museums, Cultural Arts & Archives Manager Copeland presented an introduction to the Museums and Cultural Arts Division and the first quarter report on Museums and Cultural Arts Activities. He showed the photograph of a family’s reunion at Rickett’s Lab during open hours. Widmar asked if Cannery Row Foundation primarily focuses on the Rickett’s era. Petty inquired if the music series in Colton Hall would continue. Copeland responded that there are devoted followers who are generous with their contributions. 4. Receive Update on Library Staffing (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 City Manager had imposed a hiring chill across the City. Currently the Library has 4.75 vacancies comprised of the full-time fund development coordinator, senior librarian position created as a public services librarian, two children’s services librarians, and a 30-hour library assistant II who also drives the Bookmobile. Waite commented that personnel is both the greatest cost and also the greatest asset; postponing hiring these positions results in a savings of a half million dollars. Of the 491 citywide positions, Library & Museums represent 4% of these positions. There are currently 33 vacancies across the City. City Manager Uslar asked Waite to determine the minimum number of employees necessary to responsibly staff the building. Uslar was supportive of expending one-time monies that would improve staff efficiencies such as installing RFID and improved pagers. Moroh added that even if the March 2020 tax measure was successful it does not mean it will result in filling vacancies. Widmar suggested an educational campaign that promotes the library is staffed by trained professionals. Old Business 5. 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 on the November 15, 2019 Friends & Foundation Steering Committee meeting. 6. Receive Report from the Ad Hoc Feasibility Study Committee (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 she, Chair Petty, Vice Chair Moroh, the Assistant City Manager and the City Manager met. They were asked to postpone presenting the Library Facility Feasibility Study Report to City Council until after the tax measure is voted on in March 2020. The plan is to present the report to the Library Board in April 2020 and then to City Council on May 19, 2020. 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  Library Board of Trustees Minutes Wednesday, December 4, 2019 Waite reported on her annual work plan. Under Organizational Excellence she noted the Party Planning Committee recently wrote a thank you card to every staff member and decorated the staff lounge. Waite shared that she is working with a donor who is underwriting a quarterly children’s program series and another donor who will underwrite the Summer Reading Program. Moroh asked about the fall appeal being timed differently to not coincide with the MC Gives! campaign and wondered if other donors are torn between whether to give directly to the Library or to MC Gives! Perna commented her preference of sending the appeal at an earlier date. Petty commented that the Board had discussed a midterm evaluation of the Library Director and appointed himself and Moroh to the Ad Hoc Director Review Committee to asses and review the procedure. Widmar agreed that it is useful to improve the process and also for the director to receive more frequent feedback. The Committee will revise the previous staff survey for the midterm review. INFORMATIONAL REPORTS & STAFF COMMENTS 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 and discussed Manager Anderson reported that a significant amount of outreach occurred in October. Manager Copeland highlighted the wonderful support of the history volunteers. Petty inquired about the use of the mail house for the fall newsletter and appeal. 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 and discussed Waite commented that the reduction in adult program attendance was due to the financial literacy series held in October 2018 and none held in 2019. 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 Moroh announced that the Friends are hosting a book sale this Saturday at the Library. Petty wished all happy holidays. ADJOURNMENT Seeing no further business to come before the Library Board, Chair Petty adjourned the meeting at 7:22 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant II Library Board of Trustees