Board of Library Trustees Meeting

Name: Board of Library Trustees Meeting — Monterey, CA
Start: 2020-07-23T16:00:00
End: 2020-07-23T18:00:00
Location: Monterey, CA

Regular Meeting

Monterey, CA · July 23, 2020

Agenda Minutes Packet

Minutes

MINUTES LIBRARY BOARD REGULAR MEETING CITY OF MONTEREY Thursday, July 23, 2020 4:00 PM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Joshi, Moroh, Petty, Thomson Trustees Absent: Staff Members Director, Administrative Assistant, Interim Fund Development Present: Coordinator, Librarian CALL TO ORDER Chair Moroh called the meeting to order at 4:02 p.m. ROLL CALL CONSENT ITEMS Library & Museums Director Waite pulled Item 2. On a motion by Library Trustee Thomson, seconded by Library Trustee Joshi, and carried by the following vote, the Library Board of Trustees approved the Consent Items excluding Item 2: AYES: 4 TRUSTEES: Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 1. June 25, 2020 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Other Consent Items 2. Request Appropriation of Donated Funds in the FY21 Library Trust Fund Budget (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Appropriated On a motion by Library Trustee Thomson, seconded by Library Trustee Petty, and carried by the following vote, the Library Board of Trustees approved the appropriation of donated funds: AYES: 4 TRUSTEES: Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Library Board Meeting Minutes July 23, 2020 ***End of Consent Agenda*** PUBLIC COMMENTS Chair Moroh opened public comments: no public comments. New Business 3. Receive a Report on Monterey Public Library Friends & Foundation Activities (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Trustee Joshi presented the Monterey Public Library Friends & Foundation (MPLFF) Activities report. Joshi and Moroh attended the MPLFF Board meeting on July 8. The MPLFF discussed fundraising in light of COVID19 restrictions. The Chocolate & Wine Benefit will move to fall 2021. Moroh added that the Ad Hoc Steering Committee that assisted the Friends with the recent transition to the Foundation has been disbanded. Two new committees have been established: a Fund Development committee and a Vision committee. A new MPLFF website has been created: www.investinmpl.org. Waite added that the MPLFF will work with the Board on various fundraising campaigns for such initiatives as collection materials and enhancing on- line services for children and teens for the school year. 4. Receive Quarterly Trust Fund Report (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 fourth quarter Trust Fund report and noted to strike the column in the second chart with the heading 3/31/2019 and totaling $550,108. Moroh asked about the recovery campaign timeframe. Interim Fund Development Coordinator Perna commented that that it would likely be in September. Petty asked about the flyers promoting charitable giving and the digital product replacing Hoopla. Waite reported that the flyers were distributed in June and that a bookmark is being created. cloudLibrary will replace Hoopla, since Hoopla is prohibitively expensive for MPL in our new budget reality. Old Business 5. 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 reviewed the report noting the library is currently in phase 1.5 and highlighted the extraordinary number of customers being served by Sidewalk Service. Phase 2 would allow limited internal use of the building once the Governor and City Manager provide approval Phase 1.5 will continue for the foreseeable future. He added the aim is to increase virtual programming. Waite reported that approximately 12,000 items have been checked out since the service began. 6. Receive Report and Approve Recommendations 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, discussed, and approved two recommendations 2 Library Board Meeting Minutes July 23, 2020 Thomson presented the Ad Hoc Funding Committee report. The Committee, consisting of him and Joshi, met with Waite 6 times during the previous two months. He corrected the agenda report that noted there were no fiscal implications to the recommendation stating that of the three specific recommendations, two had direct fiscal impacts. One recommendation transfers funds from the Endowment Fund to the Trust Fund and the other would provide a savings of around $3,500 over two fiscal years. The Committee strongly recommended against charging fees for non-residents which could be implemented, however would have numerous negative consequences including impacting fundraising. It is also against the philosophy of public libraries. Assistant City Manager Rojanasathira thanked Thomson and Joshi for the outstanding and detailed report. Rojanasathira commented on behalf of the City Manager’s Office that although the non-resident fee has been controversial it is worth additional review with the Board and community. He pointed out that Monterey taxpayers are funding a library that serves more non-residents than residents and highlighted that MPL funding per capita is $104 per resident, well above the California average of $50 per resident and the national average of $39. Rojanasathira shared additional statistics and stated that the challenge faced by the Library and City is not just a funding problem, it is also a revenue problem. Some questions were raised about the per capita funding data and its implications. Petty commented that comparison data is important though it needed to be current and kept in perspective of the current fiscal year. He pointed out that the current $1.1 million budget equated to an approximate $37 per capita. He pointed out that public libraries are not expected to generate revenue and are deemed an essential and necessary service for their community. Rojanasathira responded that the past would need to be reviewed in addressing long-term solutions. Thomson added that a different data report he reviewed placed MPL in the median and recommended looking at reports that compare similar cities. Waite added that it is not accurate to state the library is funded solely by Monterey taxpayers since the City of Monterey relies so heavily on TOT revenues. Discussion continued. On a motion by Library Trustee Thomson, seconded by Library Trustee Joshi, and carried by the following vote, the Library Board of Trustees approved the recommendation that the Library Board authorize Chair Moroh to send a letter to the City Council in support of a ballot measure increasing the City’s TOT rate from 10% to 12%: AYES: 4 TRUSTEES: Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Moroh proceeded to the second recommendation that the Library Board direct the Community Foundation to issue a 2020 payment from the MPL Endowment Fund to the MPL Trust Fund, and inform the Community Foundation to revert to reinvesting the 2021 and subsequent annual payments back into the Endowment Fund unless the Board takes subsequent action to request another annual payment to the Trust Fund. Moroh noted that the Endowment had been a long and hard fought fund to build. She emphasized that it should only be used in a dire emergency. Joshi recommended there be a plan to return the funds to the Endowment rather than solely expending the funds. The Board postponed approving the second recommendation until after 3 Library Board Meeting Minutes July 23, 2020 the committee meeting between trustee representatives, the Library Director, and the City Manager’s Office scheduled in early August. On a motion by Library Trustee Joshi, seconded by Library Trustee Thomson, and carried by the following vote, the Library Board of Trustees approved the recommendation that that the Trustees waive the stipends for their service on the Board during both FY 2019-20 and FY 2020-21: AYES: 4 TRUSTEES: Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Rojanasathira noted that waiving stipends would be done on an individual basis rather than by action of the entire Board. Trustees understood and voted on the intent of waiving the stipend. Waite added that the stipend budget had been zeroed out for the current fiscal year. Moroh thanked Thomson, Joshi, and Waite for the work they contributed on the report. Thomson noted the Ad Hoc Funding Committee’s work was complete and suggested that future Endowment Fund updates be brought back as a staff report. INFORMATIONAL REPORTS & STAFF COMMENTS Rojanasathira commented that the City Manager’s Office is grateful and appreciative of the Board’s work and highlighted Thomson and Joshi’s work on the Funding Committee. He also recognized the work of library staff. 7. Receive Summary of Standard Procedures of the Monterey Public Library Board of Trustees (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Petty reviewed the summary of the standard procedures of the Monterey Public Library Board of Trustees. Thomson added that the document might be particularly useful for new trustees and thanked Petty for drafting the procedures. 8. 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 Moroh asked about the budget amendment of $37,075. Waite responded the funds were rolled over for the completion of Group 4 Architecture, Research + Planning, Inc.’s work. TRUSTEE COMMENTS Petty thanked everyone for their excellent work and looks forward to creating new ways of being successful in the new normal. Moroh clarified that Board meetings will continue on the 4th Thursday of the month at 4:00 pm; there is no meeting in November; and in December the Board will meet on the first Thursday, December 3. Moroh commented that the annual review of the library director will be coming up with closed sessions taking place in August and September. 4 Library Board Meeting Minutes July 23, 2020 ADJOURNMENT Seeing no further business to come before the Library Board, Chair Moroh adjourned the meeting at 6:29 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Marsha Moroh, Chair Administrative Assistant Library Board of Trustees 5

Agenda

Library Board of Trustees Board of Trustees Agenda Marsha Moroh, Chair Jim Thomson, Vice Chair Library Board of Trustees Harish Joshi Bob Petty Thursday, July 23, 2020 Library Director Inga Waite Teleconference 4:00 PM Monterey, California IMPORTANT NOTICE: Pursuant to Governor Newsom's Executive Orders N-29-20 and N-33-20, and to do all we can to help slow the spread of COVID-19 (coronavirus):  Meetings of the Monterey City Council and its Boards and Commissions will be conducted with virtual (electronic) participation only. Members of the public may watch the live stream of the City Council and Boards and Commission meetings at https://www.youtube.com/cityofmonterey (up to 10 second delay) or on television on Channel 25 (up to 90 second delay). The YouTube live stream has the shortest delay and is recommended for anyone wishing to provide public comment (see details below).  BEFORE EACH MEETING, members of the public may participate by submitting comment(s) to libraryinfo@monterey.org from an email account or a cell phone's texting app until ½ hour before the start of the meeting. These emails and text messages will be shared with the Council or relevant Board or Commission prior to the start of the meeting, but will not be read aloud during the meeting. All comments received will become part of the record.  DURING EACH MEETING, members of the public may participate by calling and speaking live during the designated time(s), subject to time limits that may be imposed pursuant to the Brown Act. To provide public comment: o Please follow along with the meeting on the YouTube live stream, as it has the shortest delay, and only call when the public comment period is announced. o When the public comment period is announced, call the telephone number that will be provided on-screen and announced by the Mayor. Enter the conference room number, then #. o You will be muted upon joining the call. o Enter *5 to "raise your hand." When it is your turn to speak, you will be unmuted. Please remember to turn the sound off on your television or computer when it is your turn to talk (or as soon as you call in). Leaving your television or computer on will cause interference with the broadcast and the audience will not be able to hear you. o Between comment periods, please hang up the phone. If you wish to comment on another item, please call back when the public comment period is announced. CALL TO ORDER ROLL CALL CONSENT ITEMS CONSENT ITEMS allow for a review of those items recommended for approval on consent or recommended to be continued, tabled or withdrawn, etc. Consent items consist of those items which are routine and for which a staff recommendation has been prepared. A member of the public or a Trustee may request that an item recommended for approval on consent be heard on the regular agenda for further discussion. Approval of Minutes 1. June 25, 2020 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Other Consent Items 2. Request Appropriation of Donated Funds in the FY21 Library Trust Fund Budget (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) ***End of Consent Agenda*** PUBLIC COMMENTS PUBLIC COMMENTS allows you, the public, to speak for a maximum of three minutes on any subject which is not on the agenda. Any person or group desiring to bring an item to the attention of the Library Board may do so during Public Comments or by addressing a letter of explanation to: Library Director, Monterey Public Library, 625 Pacific Street, Monterey, CA 93940. The appropriate staff person will contact the sender concerning the details. New Business 3. Receive a Report on Monterey Public Library Friends & Foundation Activities (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) 4. Receive Quarterly Trust Fund Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Old Business 5. 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) 6. Receive Report and Approve Recommendations from Ad Hoc Library Funding Committee (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) INFORMATIONAL REPORTS & STAFF COMMENTS INFORMATIONAL REPORTS & STAFF COMMENTS is used by the Library Director to make a brief report on activities or a brief announcement. The Director may also ask for clarification or direction regarding scheduling of Board meetings and study sessions. 7. Receive Summary of Standard Procedures of the Monterey Public Library Board of Trustees (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Library Board of Trustees 7/23/2020 4:00:00 PM 2 8. Receive Financial Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) TRUSTEE COMMENTS Trustees may ask a question for clarification, make a brief announcement or make a brief report on his or her activities. In addition, the Board may provide a referral to staff or other resources for factual information, request staff to report back to the body at a subsequent meeting concerning any Library matter, or direct staff to place a request to agendize a matter of business on a future agenda. (G.C. 54954.2) ADJOURNMENT “The Board of Monterey Public Library Trustees provides stewardship for Monterey Public Library assets and services on behalf of all residents, ensures adaptability to a diverse population, changing environment and advancing technology. Trustees advise the City Council on matters pertaining to the Library, and advocate on the Library’s behalf, while ensuring an ongoing flow of information between the Library, the community and the City Council, in accordance with Section 7.1 of the Monterey City Charter and in support of the mission statement of the Monterey Public Library.” -adopted by Library Board of Trustees, April 25, 2007 Information distributed to the Library Board at the Board meeting becomes part of the public record. A copy of written material, pictures, etc. should be provided for this purpose. The City of Monterey is committed to including the disabled in all of its services, programs and activities. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office at (831) 646-3935. Notification 30 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.102-35.104 ADA Title II]. Later requests will be accommodated to the extent feasible. For communication-related assistance, dial 711 to use the California Relay Service (CRS) to speak to City offices. CRS offers free text-to-speech, speech-to-speech, and Spanish-language services 24 hours a day, 7 days a week. MORE INFORMATION IS AVAILABLE BY CALLING 646-5669 Library Board of Trustees 7/23/2020 4:00:00 PM 3

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