Board of Library Trustees Meeting

MINUTES LIBRARY BOARD REGULAR MEETING CITY OF MONTEREY Thursday, March 25, 2021 4:00 PM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Fellguth, Joshi, Moroh, Petty, Thomson Trustees Absent: None Staff Members Assistant City Manager, Director, Interim Fund Development Present: Officer, Librarian CALL TO ORDER Chair Moroh called the meeting to order at 4:01 p.m. ROLL CALL CONSENT ITEMS On a motion by Trustee Fellguth, seconded by Trustee Thomson, and carried by the following vote, the Library Board of Trustees approved the Consent Items, except for item 2: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None There was no public comment on the matter. Chair Moroh noted that on item 2, the date should read 3/18 instead of 2/18. CONSENT ITEMS Approval of Minutes 1. February 25, 2021 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved 2. March 18, 2021 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved with correction Other Consent Items 3. Request Appropriation of Donated Funds in the Fiscal Year 2020-2021 Library Trust Fund Budget (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved  Library Board of Trustees Minutes March 25, 2021 On a motion by Trustee Fellguth, seconded by Trustee Thomson, and carried by the following vote, the Library Board of Trustees approved the appropriation: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None ***End of Consent Agenda*** PUBLIC COMMENTS Chair Moroh opened public comments: no public comments. New Business 4. Receive Quarterly Report on Museums and Cultural Arts Division Activities (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Trustee Petty inquired if the Artifact Specialist could assist in the California History Room, and Waite shared that three California History Room volunteers had recently returned. Trustee Petty requested clarification regarding if the local history cell phone tours were also available online, and Waite explained the information was available via phone audio or smartphone and computer browsers. Trustee Thomson suggested that if this Quarterly Report was a strain due to limited staffing, that he was open to seeing it less often. Inga shared that it was essentially a compilation of Museum and Cultural Arts Commission reports. Trustee Thomson and Chair Moroh suggested that the reports could be shared instead. It was observed that there were two typos in the report regarding the Art Museum’s exhibition dates, and the title “Archives” Specialist had been used instead of “Artifact Specialist”. 5. Receive Final Report on Survey of Comparable Libraries from Ad Hoc Benchmarking Library Services and Costs Committee (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Chair Moroh shared Trustee Thomson and herself were on the subcommittee, and this task was like comparing apples and oranges even though the goal was to find similar libraries. Monterey Public Library has a higher circulation, though less square footage than the other libraries. Trustee Thomson pointed out we were only one of two libraries with a bookmobile but there is a lot of history behind why we have one. Also that we have an extensive local history collection. It is also difficult to compare finances, as for example, some libraries did not include IT costs in their budget figures. Trustee Petty pointed out that our customer survey results focus on wanting materials most of all, but we are budgeting less in that area than these comparable libraries. He also added that our program attendance figures might be higher if we had more space and didn’t need to cap attendance, and noted none of these libraries charge non-resident fees.  Library Board of Trustees Minutes March 25, 2021 Old Business 6. Approve Proposed Staff Reorganization, Proposed General Fund Budgets for FY22 and FY23 and Provide Direction to Staff (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Discussed and approved Waite reported that the numbers for the same as last presented except $2,500 was added in year two to purchase library cards, and trustees had also requested $10,000 be budgeted for an on- call substitution bank. Additionally, the City Manager requested the Administrative Assistant position be budgeted 75% to the Library and 25% to Museums. Trustee Thomson asked the Board to identify the point at which proposed cut in this process be brought back to the Board, and suggested it would be when cuts might prevent the library reopening. There were no public comments on the matter. On a motion by Library Trustee Petty, seconded by Library Trustee Fellguth, and carried by the following vote, the Library Board of Trustees approved the Staff Reorganization, Proposed General Fund Budgets for FY22 and FY23 and Provide Direction to Staff (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061): AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 7. Receive Update from the Ad Hoc RFID Committee (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite says 28,000 items have been tagged to date out of 100,000 items. The project started March 9, and we have an amazing volunteer and budgeted some staff hours. The contract is signed, the purchase order and invoice have been submitted, and we are just waiting on the carts to be delivered which will allow us to encode the tags. We are hoping to complete the project by early June. Thomson asked the status of Pacific Grove Public Library’s participation. Waite stated they agreed to pay for the tags inserted into their materials when those items are placed for pickup at Monterey Public Library, making the checkout process seamless for customers. There were no public comments on the matter. 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 and discussed Perna reported that the virtual Chocolate and Wine fundraiser had a paid attendance of 80 however that didn’t take into account how many people were attending per household. Waite went over the revenue reports which show a discrepancy due to an incorrect entry in the fines column, and the expenditures budget shows a discrepancy as some staffing funds  Library Board of Trustees Minutes March 25, 2021 were placed in the wrong categories. Thomson pointed out the charts in the packet had been cut off. Waite will look into formatting issues. There were no public comments on the matter. 9. 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 reviewed the report. Trustees discussed virtual program statistics and that remote programming reaches more adults, but fewer children. There were no public comments on the matter. TRUSTEE COMMENTS Fellguth commented that challenges over the past year have really given us an opportunity to drill down what is really important to the community, and discover ways to do things differently in the future. Fellguth is concerned about restoring the budget, especially the materials budget, as it seems to be really high priority for our community. Fellguth is eager to volunteer at the library when finished with her COVID vaccinations. Joshi is looking forward to having more time to help with the RFID tagging process starting next week. Petty agrees with Trustee Fellguth’s comments. Thomson wants to echo Fellguth and Petty, and thank Assistant City Manager Rojanasathira and Librarian Smith for helping with the meeting. Moroh promoted how much fun RFID tagging is. She told how she was able to get her husband to assist, and encourages others to try it. ADJOURNMENT Seeing no further business to come before the Library Board, Chair Moroh adjourned the meeting at 6:42 p.m. Respectfully Submitted, Approved, Kim Smith Marsha Moroh, Chair Librarian Library Board of Trustees