Board of Library Trustees Meeting

BOARD OF LIBRARY TRUSTEES REGULAR MEETING MINUTES CITY OF MONTEREY Thursday, February 24, 2022 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, Assistant City Manager CALL TO ORDER Chair Thomson called the meeting to order at 4:02 p.m. The administrative assistant explained to the public how to participate in the virtual meeting and provide public comment. ROLL CALL CONSENT ITEMS On a motion by Trustee Fellguth, seconded by Trustee Moroh, and carried by the following vote, which was conducted by roll call, the Board of Library Trustees approved the Consent Item: AYES: 4 TRUSTEES: Fellguth, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 1 TRUSTEES: Joshi RECUSED: 0 TRUSTEES: None Approval of Minutes 1. January 27, 2022 (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 2. Receive Report from Ad Hoc Library Director Recruitment Committee and Provide Direction Regarding the Library Director Recruitment and Selection Process (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and provided direction Thomson thanked outgoing Library Director Waite for her service, especially during the past two years of the pandemic, and for providing advance notice of her retirement. Trustees and Assistant City Manager Rojanasathira echoed Thomson’s positive comments.  Board of Library Trustees Meeting Minutes February 24, 2022 Thomson reported that the ad hoc Library Director Recruitment Committee (Thomson and Moroh) recommended hiring an executive recruitment firm. The City Manager’s Office is supportive and will recommend an appropriation of $30,000 at the March 1 City Council meeting for the cost. He thanked Rojanasathira who will serve as the liaison between the City Manager’s Office and Human resources. The Committee and City Manager’s Office recommended that Museums remain under the Library Director’s oversight with the caveat it can be revisited in the future if needed. Trustees asked questions about the recruitment and selection process as well as the factors that determine equivalency of education and work experience. The position title will remain library director in the recruitment materials and the working position title will be library & museums director. The entire Board will be invited to review the final candidate list. Trustees encouraged having staff provide input when logistically possible. Revisions to the RFP letter to the recruitment firms and the class specification include:  Adding ‘and diverse’ to the sentence: “The proposal … proposed strategy for seeking qualified and diverse candidates.”  Adding ‘in an inclusive process’ to the sentence: “The proposal … experience in conducting Library Director recruitments in an inclusive process.”  Revise the sentence ending: “The proposal should include a timeline for conducting … proposed strategy for seeking a qualified and diverse pool of candidates.”  Refer text in the class specification regarding Physical Demands to the Human Resources Department to ensure the requirements are inclusive and ADA compliant. In addition, the Board concurred to delete “help” from the sentence on packet page 9 of the agenda report: “Library Board Chair Jim Thomson has created an ad hoc Library Director Recruitment Committee consisting of Trustee Marsha Moroh and himself to help coordinate the recruitment process with the City Manager’s Office and the Human Resources Department.” There was no public comment on the matter. On a motion by Trustee Joshi, seconded by Trustee Petty, and carried by the following vote, which was conducted by roll call, the Board of Library Trustees accepted the document as it is with the suggested changes by Trustee Petty; Thomson and Moroh clarified the additional modifications to the RFP letter and class specification to also be accepted; the mover and seconder agreed; Petty made a friendly amendment to revise the sentence structure in the RFP letter to seek a qualified and diverse pool of candidates; the mover agreed to the amendment: 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. Receive Update on the Fiscal Year 2022-2023 Budget Process 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 and discussed 2  Board of Library Trustees Meeting Minutes February 24, 2022 Waite reported that there will be an April budget hearing that will provide her with an opportunity to explain the Library budget requests. The Director asked the Board for preliminary input on priorities. She deemed it important to hire a full-time bookmobile coordinator who also speaks Spanish, a full-time youth librarian, and to make the part-time acquisitions position full-time, and a full-time teen librarian. If not all positions are funded, it would be possible to postpone the full- time teen librarian with the understanding that the youth librarian be able to offer teen programs. Trustees expressed the importance of hiring a full-time teen librarian. In addition to staff positions, it was suggested to look at expanding library operating hours and increasing the materials budget. There was no public comment on the matter. 4. First Reading of Proposed Revisions to Library Board Policies 150: Access to the Local History Collection; 175: Loan of Laptops, Telescopes and Other Devices (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Conducted first reading Waite reported that the ad hoc Policy Review Committee (Moroh and Thomson) continues to look at revisions to Board policies. She reviewed the proposed changes to policies 150 and 175. The list of revised dates will note ‘Pending: March 24, 2022’ in the second reading. There was no public comment on the matter. 5. Second Reading and Adoption 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 Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Rescinded Policies 122 and 135; Adopted revisions to 125, 190, and 501 There was no public comment on the matter. On a motion by Trustee Petty, seconded by Trustee Moroh, and carried by the following vote, which was conducted by roll call, the Board of Library Trustees adopted the changes to the Library Board policies listed in Item 5 as presented: 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 Report from Ad Hoc Survey 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 survey ends on February 28, 2022. Upon the survey’s conclusion, the committee (Fellguth and Petty) will meet to review the results and determine if there are recommendations that would impact the library’s budget. Despite a marketing push, there were limited survey responses. Last month, 60% of the survey respondents were 66 or older and this number has now dropped to 57%. 3  Board of Library Trustees Meeting Minutes February 24, 2022 There was no public comment on the matter. 7. Receive Staff Update on Bookmobile Replacement Project and California State Library Grant (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite shared that the grant’s focus was meeting the needs of those who are disadvantaged. It is anticipated that it will be a year before the arrival of the new bookmobile. There was discussion about the decision to move from the current vehicle to a Sprinter Van and providing lobby service at locations such as Park Lane. Thanks were extended to Manager Smith for her continued assistance with the grant and obtaining the funds. There was no public comment on the matter. INFORMATIONAL REPORTS & STAFF COMMENTS The Library Director provided an update about the recent state and county changes to mask requirements for vaccinated and unvaccinated individuals and how they have impacted City facilities. Unvaccinated individuals are required to wear a mask on the honor system. Library staff has generally chosen to continue wearing masks while working with the public. She was asked to seek further information from the City Attorney and/or City Manager about why the City chose to lift the masking requirement as well as what latitude the Library had in adopting different requirements. Interim Fund Development Officer Perna shared that this year’s MC Gives! campaign goal of $55,000 was exceeded. The matching funds were significantly greater this year resulting in a campaign total of $66,450.50. Perna announced that there are 6 of 150 party bags remaining for this weekend’s Chocolate & Wine Benefit. 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 Waite reported that mid-year budget adjustments will be made at the March 1 City Council meeting. There was no public comment on the matter. 9. 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 A question was asked about the high number of check-outs that occur at the Library Help Desk in comparison to the infrequent use of the Library’s mobile app. Waite informed that more promotion needs to occur to increase usage of the Library mobile app. It was recommended that a link be added to the website which then directly links to the app store. There was a discussion about statistical data comparing before and after the pandemic. Before the pandemic, the Library was open 52 hours per week. The Board requested, beginning with the March statistics and moving forward, to receive statistics comparing 2022-2021 with 2020-2019. There was no public comment on the matter. 4 Board of Library Trustees Meeting Minutes February 24, 2022 TRUSTEE COMMENTS Joshi commented that he was pleased the library is operating well and is always impressed when he stops by. Petty offered a reminder to drop off cookies for the Chocolate & Wine Benefit. He is pleased with today’s discussions and movement indicating progress in a handful of directions. He thanked fellow Trustees and staff. Moroh expressed thanks for today’s good meeting. Fellguth commented she is glad to see the statistics showing people returning to use the library and expressed excitement about the future. She congratulated Waite on her impending retirement. Thomson echoed Petty’s comments about accomplishing a significant amount at this meeting. He expressed appreciation for the work of all the Trustees, staff, volunteers and customers. ADJOURNMENT Seeing no further business to come before the Board of Library Trustees, Chair Thomson adjourned the meeting at 6:03 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Jim Thomson Administrative Assistant Chair, Board of Library Trustees 5