Board of Library Trustees Meeting

MINUTES LIBRARY BOARD OF TRUSTEES Regular Meeting Wednesday, January 29, 2020 3:00 PM ORCA CONFERENCE ROOM, 735 PACIFIC STREET MONTEREY, CALIFORNIA Trustees Present: Moroh, Petty, Thompson, Widmar Trustees Absent: Staff Members Director Waite, Manager Anderson, Manager Copeland, Present: Manager Smith, Administrative Assistant Garibaldi, Interim Fund Development Officer Perna CALL TO ORDER Chair Petty called the meeting to order at 3:03 p.m. ROLL CALL Trustee Widmar was absent. PRESENTATIONS 1. Receive Presentation from City Manager Uslar on Fiscal Emergency and Budget Planning Impact (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Assistant City Manager Rojanasathira reviewed Measure G and the fiscal emergency. The half- cent sales tax would increase the current 8.75% sales tax to 9.25%. 62% of the sales tax revenue is received from non-residents and visitors. He commented that it will take approximately 20 years to pay off the pension liability. In addition, sales tax revenue has decreased. The goal is to budget in such a way that is fiscally sustainable and to prevent another tax measure. The sales tax measure is to sustain programs rather than add more; it sunsets in 9 years. Waite asked the impact to the budget if Measure G fails. Rojanasathira responded that difficult conversations would need to follow. It is the reason staff recruitments have been frozen - to prevent having to lay off new staff. If the Measure passes, the City will continue to review ways to sustain. Thomson commented that the library has a higher vacancy rate than other departments. He asked Rojanasathira if he was aware of any groups formally opposing or advocating for the Measure. Monterey Peninsula Taxpayers Association has voted to support. Waite noted that Monterey Herald staff writer Dennis Taylor interviewed Waite and Rojanasathira. Trustee Widmar arrived at 3:05 pm. Consent Agenda On a motion by Library Trustee Moroh, seconded by Library Trustee Thomson, and carried by the following vote, the Library Board of Trustees approved the Consent Items: AYES: 4 TRUSTEES: Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None  Library Board of Trustees Minutes Wednesday, January 29, 2020 2. December 4, 2019 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Thomson abstained due to his absence at the December 4, 2019 meeting. 3. Request Appropriation of Donated Funds in the FY20 Library Trust Fund Budget (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Appropriated PUBLIC COMMENTS Chair Petty opened public comments: no public comments. PUBLIC APPEARANCE New Business 4. Receive Report on Library Trust Fund Activities (Not Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Director Waite reviewed the process of the Trust Fund budget and the revenue and expenditure status reports. Trustees discussed use of the mail house and the benefits. Moroh commented that the data clearly showed which campaign had the biggest result. Thomson noted donations in response to emails have a reduced open rate though are more economical. Discussion continued about the average email open rate. He asked about the funds used for the ZIP Book program and advocated to refrain from using Trust Fund monies to fund the program. Waite agreed and reported that the State Library funds the program in entirety noting that the Board gave direction to explore viable alternative to ILL after it was suspended due to budget reductions years ago. Trustee Widmar exited at 3:57 p.m. 5. Receive Second Quarter (October-December 2019) Activity Report of the Museums and Cultural Arts Division (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Manager Copeland reviewed the report. Thomson inquired if any of the original Pacific Biological Lab (PBL) club members were alive. Copeland responded that the original club members are deceased. There is a sentiment to recreate the Rickett’s era in the front room and to maintain the bar. There is an interpretive plan. Thomson highlighted the Saturday PBL tour he attended was excellent. 6. Receive Report from Ad Hoc Director Review Committee (Not Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Chair Petty met with Moroh. They have revised and shortened the standard survey that is provided to library staff. In discussion with CAO and HR, Petty has written a brief email to be sent in advance of the survey to encourage a high response rate. The survey will be sent from Human Resources and the process will be modeled after other executive evaluations. The plan  Library Board of Trustees Minutes Wednesday, January 29, 2020 is for the director’s evaluation to take place in a closed session meeting following the regular adjournment of the March 2020 Board meeting. Old Business 7. 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 Waite commented that on January 8, 2020 the Friends approved new bylaws as the Friends & Foundation. Thomson highlighted bullet point 4 that formalizes a person may not simultaneously serve on both the Library Board and Friends & Foundation Board. Moroh added in the development of the communication plan that Friends & Foundation President Douglas Holtzman is designing a new logo. The Steering Committee is still working on recruiting board members and once complete, the Steering Committee will dissolve. Discussion continued about the transition of the Friends to the Friends & Foundation. 8. Receive Report from 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 reviewed the report and announced that Group 4 will return in the Spring to present to City Council. Thomson added that the Board will be asked to final approve the report at their March 25 meeting. 9. 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 Waite reviewed highlights from her progress report. Petty inquired who was on the Harwood Team. Waite replied that Manager Anderson coordinates and team members include Francesca, Sarah, Sean, Orquidea and Katie. Discussion continued about Harwood. Petty inquired about use of the 3D printer. Waite shared that currently adult and teen classes are held for the community. Thomson asked about the status of using Harwood with staff. Anderson provided an overview of the past year. Trustees asked to read staff responses to the public knowledge report and the Library Help Desk meetings. INFORMATIONAL REPORTS & STAFF COMMENTS 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 and discussed Waite highlighted under programming highlights that Copeland gave an amazing program and that Bookmobile Coordinator Olvera hosted a very successful cookie decorating event at Montecito Park. The exciting news in Fund Development was receiving a $143,000 bequest. 11. Receive Financial Report (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, January 29, 2020 12. 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 Thomson asked if the 8% reduction in customer visits was a continuing trend. Waite responded that it is a concern and is uncertain why community members are not visiting as frequently. Petty noted that wireless sessions in both months are also reduced. Discussion continued about technology trends. 13. Receive Volunteer Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Trustees discussed the similar statistics between the previous and current years. Waite commented the consistency was a result of Librarian Nolan coordinating the program for the past two years. TRUSTEE COMMENTS No trustee comments. ADJOURNMENT Seeing no further business to come before the Library Board, Chair Petty adjourned the meeting at 5:19 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant II Library Board of Trustees