Board of Library Trustees Meeting

MINUTES LIBRARY BOARD MEETING CITY OF MONTEREY Thursday, July 22, 2021 4:00 PM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Fellguth, Joshi, Moroh, Petty, Thomson Trustees Absent: None Staff Members Library & Museums Director, Administrative Assistant, Public Present: Services Manager, Interim Fund Development Officer CALL TO ORDER Chair Thomson called the meeting to order at 4:00 p.m. ROLL CALL PRESENTATIONS 1. Receive a Report from President de Lorimier on Friends & Foundation Activities (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Monterey Public Library Friends & Foundation President Diane de Lorimier reported on activities including the Monterey Learns! Campaign, new benefits for Friends members, and the Let’s Learn opportunities first offered at Chocolate & Wine and now available for the community. Thomson acknowledged Trustee Joshi as the MPLFF liaison. Joshi noted that Trustee Moroh is the alternate liaison. 2. Recognize Library Manager Kim Smith for 15 Years of Service to the Monterey Public Library and the City of Monterey (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Recognized Library Director Waite recognized Library Manager Kim Smith for 15 years of service to the Monterey Public Library and the City of Monterey and read the following into the minutes: Kim Smith joined Monterey Public Library as a Reference Librarian in June 2006. She came to us with a background in bookselling, and with library experience in reference, technology, cataloging and acquisitions services. This background would serve us well. “I enjoy challenges and feel that I am quick to learn new things and adapt to new situations” Kim wrote in her cover letter. Little did Kim realize what exciting challenges lay ahead. During her first year at Monterey Public Library Kim worked the Reference Services Desk, and was cross-trained to assist in Youth Services as well. She is quick and competent, and was soon adept at providing reference service to customers of all ages. Kim has since helped MPL customers and colleagues through numerous software transitions and new products. Starting in 2007, Kim helped the library join the world of social media with Flickr and then Facebook. Kim has served on the Library’s Web Team since 2007, and has helped streamline Library Board Meeting Minutes July 22, 2021 menus and de-clutter pages. She is always looking for new ways to enhance customers’ web- based library experience. During the past 15 years Kim has made important contributions to Library programming. She launched MPL’s first Adult Summer Reading Program in 2007. Now in its 14th year, the Adult SRP has an enthusiastic following. During the past two years, Kim has been the lead in coordinating Summer Reading for all ages, quickly transitioning our program to a virtual environment and implementing Beanstack, an online system for logging reading time and earning prizes. This year Kim set up books-to-go collections at three City preschools, so kids that may not be able to come to the Library can still participate in Summer Reading. One of Kim’s biggest contributions to MPL has been in the area of collection development. Selection responsibilities include tracking and purchasing popular materials, monitoring and adding copies of high demand titles, filling in collection gaps, responding promptly to customer suggestions, replacing lost, missing, or damaged items, weeding worn and outdated items, and deciding whether or not, and when to add donated materials. When Kim first joined us collection development decisions for adult, teen and youth materials were distributed among 10 full time staff members. Kim is efficient, decisive, and dialed-in to popular culture. Over time she became the sole selector of adult and teen materials. In 2012 Kim took on eBook selection, first for MPL, then for PGPL, and then for the entire Northern California Digital Libraries consortium. In August 2017 Kim became Library Manager for Technology, Readers, and Technical Services. In 2019 reference services and the public service desk were added to her list of responsibilities. In June 2020 Kim was to navigate the biggest challenge of her career. She was laid off as Library Manager due to Covid-19 budget reductions, and rehired as a Librarian – one of four full-time positions in the Library. Kim’s fearless, can-do approach to set-backs has kept the Library moving forward during a year of uncertainties and challenges. As a member of the City’s Safety Committee Kim has made sure that library and museums’ staff and volunteers have remained up to date, and in compliance with the changing safety and workplace protocols. Kim was rehired as Library Manager effective July 1, 2021. She will be managing Public Service, including programming for all ages, reference, Bookmobile Service, the public desk, and building maintenance. Kim has a lot on her plate, but as she has proved time and again over the past 15 years, she is up for the challenge. Please join me in thanking Kim Smith for 15 years of service to the City and the Library. We look forward to many more years to come. Fellguth congratulated Smith, commenting on the extraordinary amount of work she will be performing. Petty commented that she set the bar high for herself. Thomson expressed they were thankful to have her return in a manager role. Smith shared that she is excited to return to the managerial role and looks forward to learning more. CONSENT ITEMS The administrative assistant explained to the public how to participate in the virtual meeting and provide comment. There were no comments on the matter. On a motion by Trustee Fellguth, seconded by Trustee Moroh, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees approved the Consent Items: 2  Library Board Meeting Minutes July 22, 2021 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 3. June 24, 2021 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved Other Consent Items 4. Request Appropriation of Donated Funds in the Fiscal Year 2021-2022 Library Trust Fund Budget for Staffing and Technology (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 Thomson opened public comments: no public comments. PUBLIC APPEARANCE 5. Receive Update on Library Reopening (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite announced that the Library will reopen on Tuesday, July 27 at 10:00 am. Open hours will be Tuesday-Saturday, 10:00 am – 6:00 pm. The number one priority for public and staff is safety. Masks will be required for everyone regardless of vaccination status. It was suggested to use marketing photos of customers wearing masks. Fines will resume on August 19. Sidewalk Service will continue in the morning. The Bookmobile will resume on Tuesdays and Thursdays beginning in August. Discussion continued about details pertaining to reopening and services. Waite thanked the reopening planning committee for their work. There was no public comment on the matter. 6. 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 reported that the security gates and patron app were installed last week. The self-checks and desk are ready, however there is a minor glitch with the RFID smart bin. Joshi commented that he visited the Library while testing was occurring and feels confident with the RFID system. There was no public comment on the matter. 7. Receive Quarterly Trust Fund Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) 3  Library Board Meeting Minutes July 22, 2021 Action: Received and discussed Waite reviewed the quarterly trust fund report. She commented that the fund development section is always one of the most exciting and invited Interim Fund Development Coordinator Perna to report. Thomson commended Waite, Perna, and Bill Wojtkowski for their work and progress. There was no public comment on the matter. 8. 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 Thomson asked trustees for questions pertaining to each of the five sections of the Director’s work plan. Trustees discussed various components of the plan. The $439 million allocated in the State budget for public library infrastructure has a maximum of $10 million allotment per library. 9. Review Policy and Process for Annual Evaluation of Library Director and Approve Proposed Timeline (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite reviewed Library Board policy 311 on the library director’s annual evaluation. Fellguth and Thomson added additional information and reviewed the timeline. Trustees agreed it was important to provide an opportunity for staff to provide brief and confidential feedback. The Board approved the timeline by consensus. There was no public comment on the matter. 10. Receive Draft Planning Calendar of Board of Library Trustees Meetings (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Thomson reviewed the calendar for the Board of Library Trustee meetings and confirmed the December 9th meeting date. There was no public comment on the matter. INFORMATIONAL REPORTS & STAFF COMMENTS Waite commented that the MPL Friends & Foundation is submitting a MC Gives! application with the identified theme of supporting children, teenagers, and families in developing their social and emotional learning skills. 11. 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 Waite shared the budget overage is due to the UAAL. There was no public comment on the matter. 4  Library Board Meeting Minutes July 22, 2021 12. 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 Waite shared that a staff member’s computer password was comprised earlier this month. Due to the loss of access the updated statistic report was not included. There was no public comment on the matter. TRUSTEE COMMENTS Joshi, Moroh, and Fellguth expressed their excitement for the Library’s reopening. Petty echoed the excitement and encouraged that someone take photographs on Tuesday morning as the building reopens. Thomson reminded Waite that she has support in the trustees if anything is needed on reopening day. He formally announced that Joshi will continue as the MPLFF advisor with Moroh as his alternate. He thanked Joshi for his work on the RFID committee. Seeing no further business to come before the Library Board of Trustees, Chair Thomson adjourned the meeting at 6:11 p.m. ADJOURNMENT Respectfully Submitted, Approved, Francesca Garibaldi Jim Thomson Administrative Assistant Chair, Library Board of Trustees 5