Board of Library Trustees Meeting

MINUTES LIBRARY BOARD SPECIAL MEETING CITY OF MONTEREY Friday, May 22, 2020 4:00 PM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Joshi, Moroh, Petty, Thomson, Widmar Trustees Absent: None Staff Members Director Waite, Manager Copeland, Manager Anderson, Present: Administrative Assistant Garibaldi, Fund Development Coordinator Perna, Manager Smith CALL TO ORDER Chair Petty called the meeting to order at 4:05 p.m. ROLL CALL PRESENTATIONS 1. Recognize Dennis Copeland for 21 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 Trustees, Library & Museums Director Waite, and City Manager Uslar showered accolades and appreciation for the tremendous dedication, professionalism, and impact that Museums & Cultural Arts Manager Copeland made during his tenure to make history come alive in Monterey. Chair Petty invited comments from the public: Kathy Nielsen, an on-call librarian with the Monterey Public Library, thanked Dennis for his amazing contributions and shared that it had been a privilege and honor to work with him. Douglas Holtzman expressed the sincere pleasure it was to work with Copeland and his amazing accomplishments. Copeland thanked Hans, Kathy, Doug and the Library Board for their comments. Thanked the Library Board for their continued support. He remembers and appreciates the most is the collaboration and friendships established in the history and cultural resources community and also at the Library and Museums. Especially cherish and thanked the Library and Museums staff noting the great teams, programs, and services. He expressed this as a tough parting with the current challenging times and that he hopes to return to work and complete unfinished projects with the historical treasures. The following information was requested to be included in the minutes: Dennis Copeland joined the library staff as a contract employee in 1997. He became our full time Archivist in July 1999. He 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. Library Board Meeting Minutes May 22, 2020 Over the past 21 years Dennis Copeland’s contributions to the Library, Museums, the City, our community, and our State have been invaluable. Through the years Dennis 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 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. He has published two books on Monterey history so far, and penned many articles on regional history topics. 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 Trust. In 2001 he helped establish Historic Monterey, a collaboration of the City, State Parks the Monterey History & Art Association, the 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.” The collaborative organizes an annual History Fest, which draws hundreds of visitors to Monterey every fall for a re- enactment of the first California Constitutional Convention debates in Colton Hall, a Civil War encampment and maneuvers at the Lower Presidio Historic Park, and tours of the Pacific Biological Lab. This successful example of heritage tourism has been studied by other communities. Dennis coestablished a second collaborative, the Monterey Regional Collections Roundtable, to build strong ties between regional agencies and to “assist students, scholars, researchers and the public in their quest to uncover the Monterey region’s rich heritage.” The group meets monthly, and thanks to Dennis has initiated an annual “Archives Crawl” at History Fest. The crawl not only showcase local archival collections, but ends with a celebratory brew, created for the event by a downtown Monterey brewery. Many of the projects Dennis has spearheaded promote heritage tourism. 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. This cell phone tour brings visitors to the downtown area to learn about Monterey history, and to visit local businesses as well. Dennis’ projects have helped draw visitors, and have helped strengthen our sense of community as well. 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 grants 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) 2  Library Board Meeting Minutes May 22, 2020  An additional $150,000 in funding for Colton Hall ADA Improvements Project (2017)  An assessment of the PBL for ADA compliant expanded accessibility (FY2018-19) Dennis is gifted at maintaining positive professional relationships with a wide variety of community members, City staff and stakeholders. He has worked closely with the Army and the Old Monterey Foundation on the Lower Presidio Historic Park Improvement Project, resulting in historic interpretive signs, and two pathways. He worked on numerous Neighborhood Improvement Program-funded art and historical site projects including as the Sloat Monument conversation, stables evaluation and recommendations, the Vizcaino-Serra Oak mural, the Monterey Mural restoration and removal for rededication. Over the years, Dennis Copeland has earned a reputation as a knowledgeable, respected, and collegial leader. 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. We will miss him, and we wish him all the best in his retirement. 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 Items: 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 2. February 26, 2020 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Other Consent Items 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 ***End of Consent Agenda*** PUBLIC COMMENTS Chair Petty opened public comments: no public comments. New Business 4. Receive Report of Library Services During Shelter-in-Place (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed 3  Library Board Meeting Minutes May 22, 2020 Thomson commented that he was not in favor of supplementing the ZIP Book program with Trust or General Fund monies. Very impressed with the work of staff during this month noting the creativity has enhanced our virtual branch library. He gave a kudos to staff for the many accomplishments during this period. Assistant City Manager Rojanasathira commented that he was proud of staff to pull all the programs together Moroh asked which programs would cease in June. Waite responded that there would be no local history programs and that the virtual yoga class series ends May 29. Moroh commented the importance of remembering seniors who do not use the internet and ways to keep them connected. 5. Receive Report on Library Fund Development Activities (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and appointed Ad Hoc Funding Committee Waite provided an overview of the financials. Fund Development Coordinator Perna highlighted the spring appeal. She noted that recent direct mail appeals have recently broadened reach by including more past donors. The spring appeal was mailed to nearly all previous Friends members. Perna shared that one-on-one meetings scheduled between her, Inga, and donors had to be rescheduled due to shelter-in-place. Widmar commented that it would be helpful to see the actual financial numbers versus the statistics. Thomson commented on the recent accomplishment of the Friends of the Monterey Public Library transitioning into a Friends & Foundation. Right when they achieved this, shelter-in-place began. Chair Petty appointed Joshi and Thomson to an Ad Hoc Funding Committee to further research and look broadly on how we might provide auxiliary and supplemental funding to the General Fund. 6. Approve Recommended Amendments to FY21 Operating and Trust Fund Budgets (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and approved Assistant City Manager Rojanasathira provided an overview of the City’s budget in relation to the COVID19 crisis and the far reaching devastating impact. City Manager Uslar added additional comments pertaining to projected losses, the challenges in rethinking what services can financially be sustained, and the reopening of services and programs. Waite reviewed the recommended amendments to the FY21 operating and trust fund budgets. Priorities are providing phone and email reference service; digital materials; literacy programs for children and teens; and when possible, providing circulation of library materials; workforce development; and providing a sense of community connection via virtual programs. Waite pointed out that the Bookmobile and a dedicated local history staff member are not included in the budget, both which are very important services to the Library and community. Thomson highlighted that the Trust Fund Policy outlines that it will not be used except in severe and financial distress as determined by the Board. Trustees concurred that the City Council’s formal proclamation of a fiscal emergency would suffice as authorization to use the Trust Fund. Chair Petty opened public comments: David Kuhn agreed that there is a financial crisis. 4  Library Board Meeting Minutes May 22, 2020 On a motion by Library Trustee Joshi, seconded by Library Trustee Moroh, and carried by the following vote, the Library Board of Trustees recognized the City is in severe financial distress, will look at other proposed means to fund services, and approved the recommended FY21 Operating and Trust Fund budget amendments: AYES: 5 TRUSTEES: Joshi, Moroh, Petty, Thomson, Widmar NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 7. Receive Draft Covid-19 Library Reopening Plan and Provide Direction to Staff (Not Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and appointed Ad Hoc Library Planning Committee Waite reviewed the phased reopening plan. Each phase introduces additional staffing and services. As a result, the cost of each phase progressively increases. Petty pointed out that Waite performed excellent work in a short time by developing the plan and reminded the Board that this is a working document; it will be a lengthy time between phases. Waite reminded the Board of the necessity to be attentive to future waves of the virus that might necessitate temporary closures or suspension of services. Widmar commented that the plan outlining the different phases is well thought out. It includes enough room for flexibility as there are bound to be adjustments that won’t need Board approval and will be determined by the Director and staff as to how they can best operate under current circumstances. Trustees asked clarifying questions pertaining to the report and plan for reopening. Chair Petty appointed himself and Moroh to an Ad Hoc Library Planning Committee to assist with planning the Library’s reopening. Chair Petty opened public comments: Joanne White emphasized the importance of Bookmobile service to those who live in Montecito Park and La Mesa Village, especially Montecito Park. She encouraged finding a way to deliver books to low-income neighborhoods as it is unlikely that they are accessing online programs. INFORMATIONAL REPORTS & STAFF COMMENTS 8. Receive Financial Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received The financial report parameters are through May 21 versus April 30, 2020 as noted in the agenda report. Assistant City Manager Rojanasathira thanked the Board of Trustees for their support during this difficult time noting their leadership is valued, appreciated, and needed. He also thanked Library staff and expressed his hope that the temporary layoffs will be as temporary as possible. TRUSTEE COMMENTS Thomson, reflecting on the overall budget situation in the City and Library, informed the Board that he will waive his monthly meeting stipend through next fiscal year and suggested that Trustees and other City legislative bodies also consider doing so. More importantly, he 5 Library Board Meeting Minutes May 22, 2020 thanked all employees of the library for their work during this time and added a special note of honor and appreciation to those who are temporarily laid off and that he looks forward to their return. Moroh echoed Thomson’s accolades to the staff and to Waite for pulling the Library through these times. She concurred to waive the meeting stipend. Joshi agreed to waive the meeting stipend. Widmar also agreed to waive the meeting stipend. Petty concurred to waive the meeting stipend. ADJOURNMENT Seeing no further business to come before the Library Board, Chair Petty adjourned the meeting at 6:15 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Bob Petty, Chair Administrative Assistant Library Board of Trustees 6