Board of Library Trustees Meeting

MINUTES LIBRARY BOARD SPECIAL MEETING CITY OF MONTEREY Thursday, June 25, 2020 4:00 PM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Joshi, Moroh, Petty, Thomson, Widmar Trustees Absent: None Staff Members Director, Administrative Assistant, Interim Fund Development Present: Coordinator, Librarian CALL TO ORDER Chair Petty called the meeting to order at 4:05 p.m. ROLL CALL PRESENTATIONS 1. Recognize Trustee Widmar for Service to the Monterey Public Library and the City of Monterey (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Recognized Library & Museums Director Waite thanked Trustee Widmar for his dedicated service to the Monterey Public Library and City of Monterey. Waite shared the following: Trustee Ralph Widmar was appointed to the Library Board of Trustees in July 2017 to serve the remaining three years of outgoing Trustee Kathi Wojtkowski’s term. Trustee Widmar brought with him over 20 years of experience serving on City commissions, having served first on the Architectural Review Committee from 1996 to 2002, and then as a member and Chair of the Planning Commission from 2002 to 2017. Trustee Widmar also brought his business acumen with over 30 years of experience as a consultant and advisor to telecommunications and technology firms, and venture capital and investment firms. His interpersonal skills, combined with his experience as a strategist, analyst, and negotiator served us well on the Library’s administrative board where policy and direction are set through group deliberation. Two of Trustee Widmar’s many accomplishment during his tenure on the Board include his work on the Ad Hoc Library and Museums & Cultural Arts Committee, which led to the merging of the Museums & Cultural Arts Division with the Library Department, and his work on the Ad Hoc Fund Development Committee, which brought in the consulting firm Library Strategies and planted the seed that led to the formation of a Friends & Foundation. Perhaps Trustee Widmar’s greatest contribution however, for which we are eternally grateful has been his promotion of the Monterey Public Library Endowment Fund held with the Community Foundation of Monterey County. Trustee Widmar served as the Endowment Committee Chair from 2016 to 2019. Under his leadership, the Endowment Committee launched a popular series of Financial Literacy Seminars featuring panels of local financial professionals including tax consultants, estate planning attorneys, investment advisors, financial planners, trust officers, and life coaches. The series not only furthered the Library’s mission to inspire and educate, it helped raise public awareness of the Library Endowment amongst customers and professionals alike. The goal of building the Endowment Fund is not to support ongoing programs, but rather, in Widmar’s own words, “to build a permanent capital base to generate continuous income.” During his term, the number of members in the 1849 Society increased  Library Board Meeting Minutes June 25, 2020 from 40 to 54; donors were encouraged to pledge ongoing support of the Endowment through an automatic giving plan; $97,562 was raised for Endowment through individual gifts; and the market value of the fund doubled from $149,000 to $300,000. We thank Ralph Widmar for his vision, and his dedicated service. Staff recommends that the Board and staff recognize and appreciate Trustee Widmar’s service and support to the Library and the City of Monterey, as a valued advisor, fundraiser, friend-raiser, and Library Trustee. Trustee Widmar expressed the joy and satisfaction he had received from serving on the Library Board as well as the Endowment Committee among other commission appointments. He thanked everyone. Trustee Thomson thanked Widmar noting his appreciation for his service to the City, his service on the Planning Commission and Architectural Review Committee, and his recent focus on the Endowment Fund. Trustee Moroh expressed her pleasure working with Widmar. Trustee Joshi thanked Widmar and recounted being introduced to the 1849 Society, and later the Board, by the outgoing trustee. Chair Petty commented that he is looking forward to keeping in touch with Widmar and hoped that he would stay involved in some capacity. Assistant City Manager Rojanasathira thanked Widmar for his many years of service to the City of Monterey. Interim Fund Development Coordinator Perna expressed her gratitude for Widmar’s service. CONSENT ITEMS 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 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 2. May 22, 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. 2  Library Board Meeting Minutes June 25, 2020 New Business 3. Receive Report from Ad Hoc Planning Committee (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Petty noted that the Library had moved to the first phase of the reopening plan. The Committee determined that the Library is not yet ready to move into stage 2. Moroh added that the additional work and expense to reopen the library did not make it a responsible decision as COVID19 cases climbed. She highlighted data from the recent community survey that indicated the majority of people want access to circulating materials. Waite commented that there would be a reduction in the number of people who would be served because of health restrictions, requirements to clean between each visit, and other protocols. Appointments would serve approximately 100 customers per day in comparison to 50 customers per hour during sidewalk service. Approximately 200-400 hold requests are received per day and between 200-300 are served customers per day. The survey highlighted that before COVID closures, accessing the collection was the number one priority and it remains the most important when reopening. The library still remains important in bridging the technology divide. Thomson inquired about virtual programming and how the reopening plan adjust with funds. The City Council set aside funds for Library & Museums and Parks & Recreation. Rojanasathira reported that over $2 million has now been allocated for bringing back employees. The City is bringing back staff in a gradual, cautious, and responsible fiscal approach. Thomson commented that he was supportive of the Ad Hoc Planning Committee meeting with City management to move the Library forward toward reopening in a more efficient manner. Trustees concurred. Moroh added the importance of maintaining virtual programming as a way to stay connected, especially with the older population. She and Thomson stated the value of keeping the community connected through programs. Trustees discussed the various aspects of reopening and funding priorities. 4. Receive Report from Ad Hoc Library Funding Committee (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Joshi provided the Library Funding Committee report and reviewed various revenue generating ideas and cost-saving examples. Thomson reemphasized that the Committee aimed to be thorough and complete in considering all revenue avenues and welcomed additional ideas. Moroh added that Interim Fund Development Coordinator Perna reviewed the donors who live outside of the City of Monterey and that it would do more harm to consider charging for library cards. Moroh added the vision that leadership from the Monterey Public Library Friends & Foundation Board and Library Board will meet with City management to coordinate next steps of the Library with fundraising activities. 5. Review Council Policy on Selection of Officers and Select Chair and Vice-Chair for 2020-21 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Reviewed and selected Vice Chair Moroh accepted the role of chair. Thomson accepted the role of vice chair. Waite expressed her appreciation to Chair Petty for serving as chair and vice chair for 3 years. 3  Library Board Meeting Minutes June 25, 2020 INFORMATIONAL REPORTS & STAFF COMMENTS Assistant City Manager Rojanasathira, on behalf of the City Manager, expressed appreciation for the Board’s leadership and commented that the library continues to be a core service in our community with a great leader at the helm. He thanked Trustee Widmar for his service and congratulated the new Board leadership. 6. Financial Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received TRUSTEE COMMENTS Widmar commented that it has been a great experience serving on the Library Board. Joshi thanked Widmar for introducing him to the Library Board. Thomson thanked WIdmar for his magnificent work and Petty for his years as chair and vice chair; Moroh for accepting position of Chair; Waite and library staff for all their seamless work; to Rojanasathira, Uslar, and the budget team. Moroh thanked Widmar for his service to the City; Petty for being Chair; and Thomson for serving alongside her in the upcoming term; Waite for all her work; Perna for assisting us through; and Garibaldi for library support. Petty commented that in the midst of this challenging time there are ultimately opportunities that wouldn’t have previously been faced. He asserted that the Library will make it through and ultimately come out better. He thanked Garibaldi for technology support. ADJOURNMENT Seeing no further business to come before the Library Board, Chair Petty adjourned the meeting at 5:36 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Marsha Moroh, Chair Administrative Assistant Library Board of Trustees 4