Board of Library Trustees Meeting

MINUTES LIBRARY BOARD REGULAR MEETING CITY OF MONTEREY Wednesday, February 26, 2020 5:00 PM LIBRARY COMMUNITY ROOM MONTEREY, CALIFORNIA Trustees Present: Joshi, Moroh, Petty, Thomson, Widmar Trustees Absent: None 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 5:02 p.m. ROLL CALL Chair Petty welcomed new Trustee Harish Joshi. PRESENTATIONS 1. Recognize Sandre Cunha for 13 Years of Service (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Recognized The Library Board thanked Technical Services Supervisor Cunha for her service. Manager Smith read the following into the minutes: Sandre Cunha joined Monterey Public Library in July 2006 as a Library Assistant II in Technical Services. She had worked previously as a paralegal/bookkeeper in a Monterey law firm, and had managed Career Services, including the Career Library at Monterey Institute of International Studies. Her experience managing financial software, tracking payments, organizing library materials, and supervising staff made her well suited for the Technical Services position. Sandre also brought an enthusiasm for Monterey Public Library, artistic talents and years of experience working back stage in community theater. Her enthusiasm, fiscal skills, attention to detail, and “show must go on” attitude served her well in her new career at Monterey Public Library. One month into the new job, Sandre learned that her supervisor was leaving the country for 6 weeks. Sandre quickly learned the key components of her supervisor’s job – Acquisitions, which entailed ordering and receiving new library materials, vendor relations, and maintaining library accounts. Sandre proved a quick study, and the show did go on, even while the Technical Services division was down a third of its staff. Sandre would repeat her performance as acting technical services head several times in the years ahead, as her supervisor traveled the globe. When her supervisor retired in 2014, Sandre was promoted to the position, and was immediately plunged into the Library’s transition to Koha, a whole new cataloging and acquisitions system. This was an enormous undertaking as almost every workflow had to be recreated for the new system. In addition to cataloging, Sandre learned the Koha acquisitions system, one of the less documented modules, and soon was more familiar with it than some of the tech support! Sandre often draws parallels between working in Technical Services and working back stage in a theater. Customers never notice you  Library Board Meeting Minutes February 26, 2020 when things go right. They only notice Technical Services when things go wrong. Thankfully, with Sandre in the lead, things have gone right most of the time. Over the past 13 years, Sandre has been involved in many Library-wide projects outside of Technical Services, from designing props for the Summer Reading Program, to redesigning work spaces, to serving on the Signage Committee. Her artistic creations are often featured at staff gatherings. She has been a team player, and an asset no matter the task at hand. In 2015 Sandre established a popular Adult Craft Club. Using her crafty know-how, she teaches and facilitates a workshop on a new craft method each month. Customers have learned to make everything from snow globe cards, to exploding gift boxes, to custom magnets, and have shown their appreciation through unsolicited monetary donations. We thank Sandre for her leading role in Technical Services, and for keeping things running so smoothly behind the scenes. Sandre, you’ll be missed, but we hope you enjoy your retirement! 2. Receive Presentation from Library Staff Member (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Teen Librarian Eboni Harris reviewed current partnership and outreach programs for teens. She displayed a few donated prom dresses that will be given away to local teens in April at the Marina Branch Library. Attendance at teen programs in the library has been steadily increasing. CONSENT ITEMS 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 Item: AYES: 5 TRUSTEES: Joshi, Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 3. January 29, 2020 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved ***End of Consent Agenda*** PUBLIC COMMENTS Chair Petty opened public comments: no public comments. New Business 4. Receive Update on Fiscal Year 2020-2021 Budget Process and Provide Direction to Staff (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed 2  Library Board Meeting Minutes February 26, 2020 Waite reviewed the budget calendar noting that City Council had already approved the FY20- 21 budget. There will be severe cuts to services if the Measure G tax measure does not pass. Trustees discussed financial costs of vacant positions and filling them with new-hires. Petty asked for a list of vacant positions and their job descriptions. Thomson asked for a current organization chart noting vacant positions and any known alternatives to reduce the budget rather than laying off staff. 5. Discuss and Approve Change of Library Board of Trustees Regular Meeting Time, Day, and Location (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Petty presented the justification to change the regular monthly meeting day and time. The Board discussed and approved rescheduling the monthly meeting to the third Wednesday of the month at 4:00 pm beginning in April. The March meeting will begin at 4:00 pm. On a motion by Library Trustee Thomson, seconded by Library Trustee Moroh, and carried by the following vote, the Library Board of Trustees approved changing the regular monthly meeting to the third Wednesday of the month at 4:00 p.m.: AYES: 5 TRUSTEES: Joshi, Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Old Business 6. Receive Report from Ad Hoc Director Review 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 Human Resources emailed the 6-question survey to all staff last week. Petty sent a personal email to all staff encouraging participation. He will provide the results to trustees. A closed session meeting will be part of the March 25 meeting. 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 Widmar asked if Waite could only highlight one activity, which one she would share. Waite said that she was pleased with shortening the turnaround time for suspending chronic or repeatedly disruptive customers. 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 Petty is impressed to learn of the varying and specific research requests in the California History Room. Manager Copeland highlighted the ongoing Living History Series hosted by 3  Library Board Meeting Minutes February 26, 2020 Librarian Briscoe. He and Briscoe have developed an outreach strategy to connect with the neighborhood associations by hosting research programs at the Library. Members of the Old Town Neighborhood Association will participate in a workshop on how to research their historical home. Manager Anderson highlighted the Winter Reading Program. 9. 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 Waite noted that the report is a result of a new financial system. 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 provided the correct numbering for the statistical footnotes. Trustees discussed the children’s program statistics and the children’s librarian vacancies. Widmar suggested we discuss the impact of not having children’s librarians at a future meeting, and encouraged that we consider all the reasons why we want to of bring community members to the library for programs. 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 Thomson welcomed Trustee Joshi. ADJOURNMENT Seeing no further business to come before the Library Board, Chair Petty adjourned the meeting at 6:59 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees 4