Board of Library Trustees Meeting

MINUTES LIBRARY BOARD REGULAR MEETING CITY OF MONTEREY Thursday, April 22, 2021 4:00 PM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Fellguth, Joshi, Moroh, Petty, Thomson Trustees Absent: None Staff Members Library & Museums Director, Assistant City Manager, Interim Present: Fund Development Officer, Librarian CALL TO ORDER Chair Moroh called the meeting to order at 4:02 p.m. She pointed out that the agenda format has changed. The headings “old business” and “new business” have been removed with the assistance of the City Clerk. Those headings are outmoded, and not in use by the City Council and Commissions. ROLL CALL Trustee Joshi joined the Zoom meeting at 4:07 p.m. after attending as an observer for the first few minutes. CONSENT ITEMS Librarian Kim Smith explained to the public how to participate in the virtual meeting and provide public comment. There was no public comment on the Consent Items. On a motion by Trustee Fellguth, seconded by Trustee Thomson, and carried by the following vote, which was conducted by roll call, the Board of Library Trustees approved the Consent Items: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 1. March 25, 2021 (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 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 ***End of Consent Agenda***  Library Board Meeting Minutes April 22, 2021 PUBLIC COMMENTS Chair Moroh opened public comments: no public comments. PUBLIC APPEARANCE 3. Receive Quarterly Report on 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 Staff provided an overview of Trust Fund activity for the third quarter of the fiscal year and summarized fund development activities as outlined in the written staff report. Staff pointed out two needed corrections. In the chart at the bottom of packet page 12, the total trust fund number should be $8,500.69, not $18,500.69. On packet page 13, the heading which reads “Fundraising Initiative and Projects During Q2” should be “Q3” instead. During the discussion of Budget expenditures Trustees asked if unexpended funds would be lost. Staff responded that unlike the General Fund, unexpended funds in the Trust Fund Budget can be reappropriated in a subsequent year. The Board complimented staff on their fundraising approach noting that the current direction adopted a couple of years ago seems to be paying off. There was no public comment on the matter. 4. Approve Proposed Trust Fund Budgets for FY22 and FY23 and Provide Direction to Staff (Not Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved in concept, subject to final approval at the May 2021 meeting Staff provided an overview of the proposed Trust Fund budgets for Fiscal Year 2021-22 and 2022-23 as outlined in the written staff report. Trustees noted that the numbers in the charts were confusing and that some sections didn’t seem to add up. The Board directed staff to return in May with a corrected spreadsheet for final approval. There was no public comment on the matter. On a motion by Trustee Thomson, seconded by Trustee Fellguth, and carried by the following vote conducted by roll-call, the Library Board of Trustees approved in concept the proposed Trust Fund budgets for FY22 and FY23 as presented but requested a follow-up clarification of some of the numbers for final approval at their next meeting: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 5. Approve Report on Potentially Charging Non-Resident Fees for MPL Cards from the 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: Approved 2  Library Board Meeting Minutes April 22, 2021 Trustee Thomson provided context for why the Committee prepared the report, the analysis used, and the report recommendations. The report examines the benefits and negative impacts of charging non-resident fees and concludes that the potential revenue generated by such fees would be outweighed by the negative impacts and recommends against them. Instead the Committee recommends that the Library Board focus on other strategies for generating revenue and reducing costs. A draft of the report was shared with the City Manager and Assistant City Manager and they expressed their concurrence with the report’s conclusions and recommendations. There was no public comment on the matter. On a motion by Trustee Petty, seconded by Trustee Joshi, and carried by the following vote, the Board of Library Trustees approved the Recommendations of the Report on Potentially Charging Non-Resident Fees for MPL Cards from the Ad Hoc Benchmarking Library Services and Costs Committee: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 6. Receive Quarterly Report on Library Director’s Work Plan (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Library Director Waite summarized progress on the work plan as outlined in the staff report. The Board noted that staff have been able to move forward on a number of fronts despite limited resources. There was no public comment on the matter. 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 The Committee provided an update on the RFID Project. Staff and volunteers have finished tagging the book collection, and have nearly completed AV materials as well. Encoding carts have arrived, and encoding has commenced. The vendor conducted a site visit earlier in the month in preparation for installing equipment in June. There was no public comment 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 There was no public comment on the matter. 3  Library Board Meeting Minutes April 22, 2021 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 It was reported that the Ad Hoc Benchmarking Library Services and Costs Committee will be suggesting revisions to the monthly statistical report so that it is more useful to the Board. Trustees are encouraged to share any suggested improvements with the Library Director. There was no public comment on the matter. TRUSTEE COMMENTS Trustees Petty and Fellguth thanked Chair Moroh for her letter to the editor in the April 22 issue of the Monterey County Weekly. The letter affirmed that we are planning to open in the near future, and provided information on the services that are available meanwhile. They also acknowledged the Friends & Foundation for the full-page ad promoting the Monterey Learns! campaign in the same issue. As Friends & Foundation Liaison, Trustee Joshi reported on the April 7 meeting of that body. The Friends & Foundation have done a good job raising funds for the Library under difficult circumstances. Trustees thanked the Library’s skeleton crew for their hard work and positive attitude. ADJOURNMENT Seeing no further business to come before the Board of Library Trustees, Chair Moroh adjourned the meeting at 6:17 p.m. Respectfully Submitted, Approved, Inga Waite Marsha Moroh, Chair Library & Museums Director Board of Library Trustees 4