Board of Library Trustees Meeting

MINUTES LIBRARY BOARD REGULAR MEETING CITY OF MONTEREY Thursday, August 27, 2020 4:00 PM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Joshi, Moroh, Petty, Thomson Trustees Absent: None Staff Members Director, Administrative Assistant, Interim Fund Development Present: Officer, On-call Library Assistants CALL TO ORDER Chair Moroh called the meeting to order at 4:02 p.m. ROLL CALL PRESENTATIONS 1. Receive Presentation from Library Staff Members Providing Sidewalk Service (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Library staff Sean Briscoe and Carl Salbacka provided an overview of their experience providing sidewalk service to customers. Trustees asked about the technology required to implement the service, quarantining library materials, staff and customer safety, and the plans for inclement weather. Briscoe responded that he felt safe and thought that customers felt safe. Waite noted that returned library materials are quarantined for 4 days per guidance from a national study. The library has two pop-up awnings that can be used during rainy weather to shield customers. Rojanasathira thanked Briscoe, Salbacka, Waite and the entire team for making this service possible. Moroh also thanked Briscoe and Salbacka for their continued work. CONSENT ITEMS 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 Item: 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 2. July 23, 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***  Library Board Meeting Minutes August 27, 2020 PUBLIC COMMENTS Chair Moroh opened public comments: no public comments. Old 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 Moroh, Petty, and Waite serve on the ad hoc Planning Committee. Petty reported that the committee had a number of productive meetings. He stated a key element is the stark budget reality with a continued reduced staff. Petty reported that over 600 people completed the Library’s reopening survey. Results indicated the top 3 customer priorities were access to the book collection and reading materials, assistance and knowledge provided by staff, and the DVD/CD collection. Adult program interest was equal to that of youth and teen programs combined; use of a computer lab was not strongly desired; and that new circulating items and e-books would be the top reasons for customers to donate to the library. 72% of respondents lived in Monterey or Pacific Grove. The largest response was from ages 55-75 followed by ages 35-55. Moroh acknowledged that there were people whose voices weren’t heard, specifically those without internet or computer access and teenagers. Waite added the committee will also review ways technology could provide more efficiency such as installing RFID. Thomson appreciated the focus on enhanced use of technology. He concurred and commented that this could be an opportunity for improved efficiency. 4. Approve Proposed Changes to the Amendments to the Fiscal Year 2020-21 Library Trust Fund Budget (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and approved with the correction to include $12,169 previously allocated for PTS Fund Development expenses 2  Library Board Meeting Minutes August 27, 2020 Waite reviewed the budget spreadsheet on packet pages 14 and 15. The PTS fund development salary/benefit expense at the top of packet page 14 should include an additional $12,169 that was received from the Friends and was previously approved by the Library Board. The monies provide an additional 13 hours per week for the Interim Fund Development Officer totaling 23 hours per week through January 2021. The Trust Fund total changes from $173,688 to $185,857. Waite reported that the allocated funds are from a Summer Reading Program gift and the 2019 MC Gives campaign. Both have unspent remaining funds and will be used as set forth by donors. $19,057 has been allocated under California History Room to fund a PTS reference/history librarian to assist with phone service, reference questions, and California History Room research questions. $19,750 has been allocated to Reference Services to provide up to 14.5 hours of PTS teen librarian service and $26,250 has been allocated to Youth Services to provide up to 20 hours of PTS youth librarian service. Waite added that the funds provide a collection of hours, not a position. Thomson asked for clarification on packet page 15 pertaining to notation of the General Fund. Waite clarified that the referenced budget is the Trust Fund. He referenced the $26,700 for library materials and asked if this was the only funding allocated for acquisitions of library materials. Waite confirmed and added the total is for print and electronic materials. Petty highlighted that none of the allocated funds are from the Council special fund, rather solely donations. He pointed out that budget amendments can occur at any time. Moroh asked about next steps. Waite responded that the City Finance Director asked all department heads to submit their adjustments to the special fund budget. City Council is expected to adopt the special fund budget at the second meeting in September. On a motion by Library Trustee Petty, seconded by Library Trustee Thomson, and carried by the following vote, the Library Board of Trustees approved the amendments to the fiscal year 2020- 21 Library Trust Fund Budget with the correction to include an additional $12,169: AYES: 4 TRUSTEES: Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 5. Potential One-Time Transfer of the Community Foundation Endowment Fund 2020 Earnings to the Library Trust Fund (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite reported that she was not providing a recommendation to transfer funds. She informed the Board the deadline to transfer funds was at the end of the calendar year. Thomson suggested that staff bring back a recommendation in October if necessary. Petty concurred and clarified that the transfer of funds will not be available at the start of 2021. Waite confirmed. 6. Receive Report from the Ad Hoc Feasibility Study Committee and Approve the Monterey Public Library Feasibility Study (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and approved 3  Library Board Meeting Minutes August 27, 2020 Waite presented the report that had originally been slated for fall 2019. Thomson noted that the recommendations the Library Board made last year indicate the proposed recommendations vary in cost from $12 million to $37 million with alternatives up to $50 million. Despite the current financial crisis, he advocated to continue forward with the process before the Group 4 Feasibility Study report becomes stale, and particularly to help include Library improvements in the City’s future capital improvement planning. Petty agreed and commented that using the ideas of what was deemed worthwhile would benefit the library into the future. Moroh commented that it is better to be prepared and plan ahead. On a motion by Library Trustee Thomson, seconded by Library Trustee Petty, and carried by the following vote, the Library Board of Trustees received the report from the ad hoc Feasibility Study Committee and approved the Monterey Public Library Feasibility Study as submitted: AYES: 4 TRUSTEES: Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None INFORMATIONAL REPORTS & STAFF COMMENTS Waite announced Cannery Row Days: A Novel Celebration. The program recognizes the 75th anniversary of Steinbeck’s novel Cannery Row with book discussions, films, virtual tours, and more. The committee working on the program includes herself, Susan Shillinglaw, Tim Thomas, Gregory Cailliet, and Dennis Copeland. 7. 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 pointed out that nearly 22,000 items had been circulated to over 7,000 customers. She thanked Rojansathira for his assistance and highlighted volunteer coordinator Judy Cole who regularly volunteers over 40 hours a week. Moroh thanked the volunteers for their extraordinary work and asked how the Board could formally thank volunteers. Petty suggested the Board publicly thank the volunteers in one of the daily reports sent from the City Manager’s Office. He also suggested a large thank you card signed by Trustees. Thomson concurred. Moroh will work with Waite on the text. TRUSTEE COMMENTS Joshi commented to place the Cannery Row Days event on the Library’s website. Petty commented that this strange new era of the Monterey Public Library will be met with many people giving much of their time. He looks forward to the innovative and worthwhile end result. Thomson thanked Rojanasathira for his work in providing the statistical report, particularly for sidewalk service. Rojanasathira responded that although he set up the framework, Library Technology Services Specialist Kuhn maintains the data. Moroh reminded the Board about two upcoming closed session meetings for the Library Director’s evaluation. She formed an ad hoc committee, Benchmarking Library Services and Costs, to compare other libraries and institutions to cost out current and potential future 4 Library Board Meeting Minutes August 27, 2020 services. Thomson, Waite, and herself serve on the committee and will work with the City Manager’s Office as plans develop from the ad hoc Planning Committee. ADJOURNMENT Seeing no further business to come before the Library Board, Chair Moroh adjourned the meeting at 5:24 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Marsha Moroh, Chair Administrative Assistant Library Board of Trustees 5