Board of Library Trustees Meeting

BOARD OF LIBRARY TRUSTEES MEETING MINUTES CITY OF MONTEREY Thursday, January 27, 2022 4:00 PM ZOOM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Fellguth, Moroh, Petty, Thomson Trustees Absent: Joshi 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 4:02 p.m. He explained that the Monterey City Council recently approved a staff recommendation to return to virtual-only meetings due to the spike of the Omicron variant. It is unknown when hybrid or in-person meetings will resume. The administrative assistant explained to the public how to participate in the virtual meeting and provide public comment. ROLL CALL Trustee Joshi was absent. CONSENT ITEMS Library Director Waite corrected the January 2022 Wish List—Additional Library materials should be $3,642. There was no public comment on the matter. On a motion by Trustee Moroh, seconded by Trustee Fellguth, and carried by the following vote, which was conducted by roll call, the Board of Library Trustees approved the Consent Items: AYES: 4 TRUSTEES: Fellguth, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 1 TRUSTEES: Joshi ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None Approval of Minutes 1. December 9, 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 2021-2022, and 2022-2023 Library Trust Fund Budget (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved with correction ***End of Consent Agenda***  Board of Library Trustees Meeting Minutes January 27, 2022 PUBLIC COMMENTS Chair Thomson opened public comments: no public comments. PUBLIC APPEARANCE 3. Receive Report from Ad Hoc Survey Committee and Provide Direction to Staff (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and provided direction Waite reported that a link to the MPL Reopening Satisfaction Survey will be included in City Focus to broaden and diversify responses. Trustees asked questions about survey results to date and the necessary time to obtain results from Bookmobile users as well as patrons under 20 years old. Thomson thanked staff and Trustees Fellguth and Petty for serving on the committee. There was no public comment on the matter. 4. Discuss and Direct Staff on Fiscal Year 2022-2023 Budget Priorities (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and provided budget priorities Waite reviewed last year’s budget process and asked the Board for direction and priorities in preparation for the FY23 budget proposal. Trustees asked questions about serving the youth population. Waite commented that prior to the pandemic when the budget was healthier, MPL employed a full-time youth manager, one full-time teen librarian, and two full-time youth librarians who focused on pre-school and elementary-age children and outreach to schools. Multiple Trustees voiced the importance of having two librarians focus on teen and youth services. Also mentioned was returning the Bookmobile position to full-time and considering the possibility of increasing operating hours. Waite commented that with the reduced staff it would be easier to add evening hours than to open an additional day. There was no public comment on the matter. 5. Receive Update from Ad Hoc Policy Review Committee (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update Waite updated the Board on the committee’s work [Moroh and Thomson] noting that the primary focus has been the personnel rules. The committee identified 12 policies to consider for revision. There was no public comment on the matter. 6. Conduct a First Reading of Proposed Rescinding of Library Board Policies 122: Special Loans and 135: Interlibrary Loan Services; and Revisions to Policies125: Replacement of Lost Materials, 190: Gifts, Donations, Sponsorships and Fundraising, and 501: Library & Bookmobile Schedule (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Conducted first reading Waite provided an overview of the proposal to rescind two policies and revise three policies. Trustees briefly discussed and suggested minor revisions. There was no public comment on the matter. 2  Board of Library Trustees Meeting Minutes January 27, 2022 7. Receive Update on a Photo Archives Collection (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received update Waite informed that the Library’s February history program will feature a Monterey County Historical Society representative who will share more about their organization. The Board Chair appreciated the gracious letter the Library & Museums Director wrote to the president of the Historical Society congratulating them on being selected to receive the Pat Hathaway Photo Archive. There was no public comment on the matter. 8. Receive Quarterly Report on Trust Fund Activities (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 quarterly Trust Fund report and fund development activities. Interim Fund Development Officer Perna noted a minor error on packet page 80—the grand total in the chart is accurate, however the total restricted funds should be $76,476.41. She commented that MC Gives! raised almost 24% more dollars than last year. The Monterey Learns! campaign met its target goal of $300,000 right before year’s end and will be celebrated after Chocolate & Wine. Party bag sales for Chocolate & Wine are doing extremely well; 78 of 150 bags have been sold. Thomson commended everyone involved in the Monterey Learns! campaign with compliments to Perna, Waite, staff, and particularly the MPL Friends & Foundation and their fund development committee, highlighting Chair Bill Wojtkowski. There was no public comment on the matter. Moroh left the meeting at 5:19 p.m. INFORMATIONAL REPORTS & STAFF COMMENTS Waite reiterated the excitement of receiving a $144,000 grant from the State Library for the replacement of the Bookmobile. She thanked Manager Smith for writing most of the grant and keeping the process on track. 9. 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 It was noted that the budget and expenditure amounts reported each month include unfunded accrued liability numbers. There was no public comment on the matter. 10. 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 reported the volunteer statistics for November 2021 totaled 31 volunteers logging 286 hours—the equivalent of 1.65 FTE. Trustees pointed out noteworthy statistics that have increased. Waite highlighted Librarian Briscoe’s history program in January that had 135 participants in attendance on Zoom. She added that the statistics for Librarian Nolan’s creative take-home programs are not included though have active community participation. 3 Board of Library Trustees Meeting Minutes January 27, 2022 There was no public comment on the matter. TRUSTEE COMMENTS Petty congratulated the MPL Friends & Foundation Board and Perna for their preparation in what seems will be a successful Wine & Chocolate event. He suggested holding a similar event during the summer. Fellguth commented that she is thrilled about the Bookmobile grant and complimented staff. Thomson, on behalf of Trustee Joshi, acknowledged the passing of Barbara Sovereign who actively volunteered with the MPL Friends for many years and served on their board of directors. Joshi had worked alongside Barbara and her husband Mike Sovereign during multiple Chocolate & Wine events and asked the Board to remember all of her contributions to the Library and to send their sympathy to Mike. ADJOURNMENT Seeing no further business to come before the Board of Library Trustees, Chair Thomson adjourned the meeting at 5:40 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Jim Thomson Administrative Assistant Chair, Board of Library Trustees 4