Board of Library Trustees Meeting

MINUTES LIBRARY BOARD REGULAR MEETING CITY OF MONTEREY Thursday, May 27, 2021 4:00 PM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Fellguth, Joshi, Moroh, Petty, Thomson Trustees Absent: None Staff Members Library & Museums Director, Administrative Assistant, Interim Present: Fund Development Officer, Librarian CALL TO ORDER Chair Moroh called the meeting to order at 4:01 p.m. PRESENTATIONS 1. Receive a Presentation from Library Staff Members (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Staff presented information about the 2021 Summer Reading Program and the grant funded Book to Action program. 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 Library Board of Trustees approved the Consent Item: 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 2. April 22, 2021 (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 The administrative assistant explained to the public how to participate in the virtual meeting and provide public comment. Chair Moroh opened public comments: no public comments.  Library Board Meeting Minutes May 27, 2021 PUBLIC APPEARANCE 3. Approve Proposed Trust Fund Budgets for Fiscal Years 2021-22 and 2022-2023 and Provide Direction to Staff (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Waite reviewed the Trust Fund budgets for fiscal years 2021-22 and 2022-23 and provided revised budget numbers. She highlighted that there are unspent funds being rolled over from the current year into next year’s budget. Trustees discussed which expenses were previously paid from the General Fund. There was no public comment on the matter. On a motion by Trustee Thomson, seconded by Trustee Fellguth, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees approved the proposed fiscal year 2021-22 and 2022-23 Library Trust Fund budgets with the clear understanding that the 2022-23 budget would be reviewed further next year and throughout the year: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 4. Receive Update on Budget Process for Fiscal Years 2021-22 and 2022-23 and Provide Direction to Staff (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite provided an update on the budget process for fiscal years 2021-22 and 2022-23. City staff will propose a one-year budget rather than a two-year budget to the City Council for adoption on June 15. The budget approved by the Library Board will show a higher cost for staff positions because of personnel costs that departments do not calculate. If the City Council does not adopt the budget on June 15, a second reading will occur on June 29. Reopening and staff positions are dependent upon Council adopting the budget. Mayor Clyde expressed his appreciation to the Board and thanked Trustees for their service. He also highlighted and thanked Museums staff and commissioners. There was no public comment on the matter. 5. Approve Revised Reopening Plan and Provide Direction to Staff (Not Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved; Direction provided Waite reviewed the reopening plan that was completed with the planning committee and noted the committee will be dissolved with the approval of this reopening plan. The plan takes into consideration patron and staff safety, compliance of health orders and guidelines, community needs and priorities, and fiscal constraints. The plan will be phased in gradually. Community members have expressed their number one priority is access to the collections followed by assistance from friendly and knowledgeable staff. Sidewalk service will continue with reduced 2 Library Board Meeting Minutes May 27, 2021 hours and evaluated for continuation; phone and email assistance will continue as will virtual programs for all-ages; in-person hours will be Tuesdays-Saturday, 10:00 am – 6:00 pm; outdoor programs may take place in July with the possibility of hybrid programs; California History Room access may be limited by appointment if overcrowding occurs; wi-fi, computer and laptop use, and printing will be available; seating will initially be reduced to prevent overcrowding; public meeting room use will not immediately resume due to limited staffing. It is anticipated that quarantining materials will cease when the Governor lifts restrictions on June 15. Installation of sneeze guards in public areas is being considered. Trustees discussed numerous factors that were necessary to reopen. A reopening date could not be set since it is dependent upon Council adopting the budget and increased staffing. Waite, Moroh, and Petty were complimented on their work developing the reopening plan. Chair Moroh opened public comment: Ms. Pagano asked about the rehiring process for furloughed staff and commented that furloughed staff should take precedence in returning to benefited positions. Thomson made a motion to approve the revised reopening plan and that the Board request the Library Director to convey to the City Manager’s Office and the Human Resources Department that the Board requests to work with the Director to do any preliminary work that would be helpful to allow the Library to reopen in a timely basis and not wait until the City Council adopts the final budget to complete such preliminary work. Fellguth seconded. Petty proposed a friendly amendment to modify the proposed motion into two separate motions - one to approve the reopening plan and one to provide Board direction. Fellguth seconded as amended. On a motion by Trustee Thomson, seconded by Trustee Fellguth, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees approved the reopening plan as submitted: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None On a motion by Trustee Thomson, seconded by Trustee Fellguth, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees directed the Library Director to communicate a request of the Board to the City Manager’s Office and the Human Resources Department that they work with the Director to do any preliminary work that would be helpful to allow the Library to hire the staff necessary for the reopening of the Library in order to establish a date for the reopening of the Library: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 3  Library Board Meeting Minutes May 27, 2021 6. Receive Update from the Ad Hoc Survey Committee on a Potential Reopening Survey (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Fellguth reported that she and Waite met to discuss possible service concerns and survey options. Given the lack of funding and staff, it is recommended to wait a period of time after the Library reopens with its new service hours and staffing model to conduct a user survey. The goal will be to fine-tune library offerings to better align with community needs. In the interim, feedback will be encouraged and welcomed. This recommendation is to avoid creating false expectations and possible friction between City staff and library users who may want more services or service hours. A Trustee requested the survey include whether to continue sidewalk service. 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: Discussed and approved The committee provided an update on the RFID Project. Staff and volunteers have nearly completed encoding AV materials; it is expected to be finished next week. The delivery of the gates and construction of the ramp is behind schedule. As a result, the original installation scheduled for June 8 and 9 has been delayed. The installation is still expected to occur in June. Trustees discussed the ramifications of the delayed installation and asked whether the contract has penalties if not installed by the end of 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 There was no public comment 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 remarked that this is the first time the statistics reflect a comparison between monthly data from when the building was closed in 2020 and 2021. Trustees discussed the data discrepancies that will occur as a result of comparing when the building was closed or opened and whether to compare three years to provide greater insight into normal patterns. Trustees agreed that including the data would be beneficial either by adding an additional column or including a sentence that provides the data comparison. There was no public comment on the matter. TRUSTEE COMMENTS Fellguth expressed her excitement for the reopening plan and the Summer Reading Program. 4 Library Board Meeting Minutes May 27, 2021 Joshi commented that he is looking forward to the Library’s reopening and meeting in-person. Petty commented that he is looking forward to the reopening with the new use of technologies and innovations. Thomson echoed fellow Board member comments and expressed his appreciation for the reopening plan. Moroh thanked Board members for their dedication and commitment serving on committees. ADJOURNMENT Seeing no further business to come before the Library Board of Trustees, Chair Moroh adjourned the meeting at 6:00 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Marsha Moroh, Chair Administrative Assistant Board of Library Trustees 5