Board of Library Trustees Meeting

LIBRARY BOARD MEETING MINUTES CITY OF MONTEREY Thursday, June 24, 2021 4:00 PM ZOOM 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 4:00 p.m. ROLL CALL CONSENT ITEMS The administrative assistant explained to the public how to participate in the virtual meeting and provide public comment. There was no public comment on the matter. On a motion by Trustee Fellguth, seconded by Trustee Joshi, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees approved the Consent Item: AYES: 5 TRUSTEES: Moroh, Petty, Thomson, Joshi, Fellguth NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 1. May 27, 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 Chair Moroh opened public comments: no public comments PUBLIC APPEARANCE 2. Review Council Policy on Selection of Officers and Select Chair and Vice-Chair for 2021-22 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Reviewed and selected  Library Board Meeting Minutes June 24, 2021 Chair Moroh reviewed the selection of officers. Vice-Chair Thomson accepted the role of Chair. Trustee Fellguth accepted the role of Vice Chair. 3. Receive Report from the Ad Hoc Benchmarking Library Services & Costs Committee on Internal Benchmarking and Performance Measurement Data (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 this is the third and final report of the committee. She reviewed the proposed statistical changes for the monthly and annual reports and reviewed the State Public Library Survey. Trustees discussed the statistical data and the frequency of receiving the reports as the data collection begins. The Board concluded to revisit this topic after the City transitions from using Google to Microsoft slated for October 2021. There was no public comment on the matter. 4. Receive Update on Budget and Reopening (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite updated the Board on the budget and reopening. City Council approved the budget as submitted. She reported that the Library’s budget looks higher than the Library Board’s approved budget because of PERS unfunded actuarial accrued liability expenses that are now included in department budgets. One full-time librarian will return in July 2021 and a second librarian will return full-time in January 2022. Additional staff will be returning in different positions. The slated and tentative reopening date is Tuesday, July 20. Trustees discussed doing something special for the volunteers who made it possible for operations to continue during the pandemic and at some point holding a reopening celebration. There was no public comment on the matter. 5. Receive Update from the Ad Hoc RFID Committee and Authorize Letter of Commendation to David Kuhn on Behalf of the Board (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite updated the Board on the RFID project. Next Monday the RFID gates and smart bin will be delivered. The vendor will install the materials that same week. Encoding has been set up to tag Pacific Grove Public Library materials. Moroh commented that David Kuhn did an extraordinary job managing the RFID project. There was no public comment on the matter. On a motion by Trustee Petty, seconded by Trustee Thomson, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees authorized a letter of commendation to David Kuhn on behalf of the Board: AYES: 5 TRUSTEES: Moroh, Petty, Thomson, Joshi, Fellguth NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 2  Library Board Meeting Minutes June 24, 2021 INFORMATIONAL REPORTS & STAFF COMMENTS 6. Receive Financial Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received Waite pointed out that the General Fund expenditures totaled 93.2% for the year, slightly higher than it should be, and that final expenditures may be higher than the allotted budget. The overage is from the unexpected department charge of $237,000 for PERS unfunded actuarial accrued liability expenses. There was no public comment on the matter. 7. Receive Statistical Report (Not a Project under per CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Trustees discussed the statistics and highlighted the high number of volunteer hours. There was no public comment on the matter. TRUSTEE COMMENTS Fellguth commented that she is looking forward to the Board meeting in person and that she looks forward to working with incoming Chair Thomson. She thanked Moroh for providing guidance during the start of her Board term. She downloaded the audiobook of Caste: The Origins of Our Discontents and commented that she was glad MPL was providing adult programming on the timely topic that gives a fresh perspective. Joshi expressed thanks to all the staff and volunteers who kept the Library open during the past difficult year. Petty seconded Fellguth’s remarks and restated that the statistical report continually shows there are fewer adult programs though the drop in attendance is nowhere near the drop in the number of programs. He commented this speaks to the value in the new methodology for presenting adult programs and how important it is to continue providing virtual programs to meet the needs of many seniors. He gave kudos to everything connected to this success. He gave compliments to the ad hoc benchmarking committee. Thomson echoed the kudos of fellow trustees and thanked Waite, staff and volunteers. He especially highlighted Chair Moroh’s service during the past challenging year. She kept the Board stable, calm and moving in the right direction as well as served on two major ad hoc committees—planning and benchmarking. He expressed his sincere appreciation for her work. Moroh thanked incoming Chair Thomson and Vice Chair Fellguth in advance for their work. She commented on the adult programs, highlighting Caste and the weekly drop-in mindfulness practice, and expressed thanks to Garibaldi for her work coordinating programs. Moroh reflected on the extraordinary work of the Board from the past year: forged a strong working relationship with the Monterey Public Library Friends & Foundation, a new organization; developed a new strategic plan that includes equity and social justice; forged a good working relationship with the City Manager and Assistant City Manager who have expressed public appreciation for this positive relationship with the Board; the many committees; RFID, 3  Library Board Meeting Minutes June 24, 2021 benchmarking, the non-resident fee report, reopening plan, the data gathering and more. She expressed each trustee deserved praise and accolades for their service. ADJOURNMENT Seeing no further business to come before the Library Board of Trustees, Chair Moroh adjourned the meeting at 5:56 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Jim Thomson, Chair Administrative Assistant Library Board of Trustees 4