Board of Library Trustees Meeting

BOARD OF LIBRARY TRUSTEES REGULAR MEETING MINUTES CITY OF MONTEREY Thursday, April 28, 2022 4:00 PM COUNCIL CHAMBER, 580 PACIFIC STREET, AND 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*, Public Services Manager* *Participated remotely by videoconference CALL TO ORDER Chair Thomson called the meeting to order at 4:01 p.m. The administrative assistant explained to the public how to participate in the virtual meeting and provide public comment. ROLL CALL Trustee Joshi was absent at roll call and joined shortly thereafter. CONSENT ITEMS There was no public comment 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 Board of Library Trustees approved the Consent Items: 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 1. March 24, 2022 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved as corrected Other Consent Items 2. Request Appropriation of $40,000 in 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 3. Second Reading and Adoption of Proposed Revisions to Library Board Policies 145: Document Delivery; 425: Reproduction and Use of Archival Materials (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved as corrected ***End of Consent Agenda***  Board of Library Trustees Meeting Minutes April 28, 2022 PUBLIC COMMENTS Chair Thomson opened public comments: no public comments. PUBLIC APPEARANCE 4. Receive Report from Ad Hoc Library Director Recruitment Committee and the Executive Recruiter 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 Chair Thomson introduced Pam Derby, Executive Recruiter for CPS HR Consulting. Ms. Derby reviewed the Library Director recruitment work plan schedule. Applications will be accepted May 2-31 with semi-finalist interviews slated for the week of June 13. Waite explained that City department heads will also participate in the interview process because the library director is part of the City’s executive team. Trustees designated the Library Director Recruitment Committee to interview the semi-finalists. The full Board of Library Trustees will interview finalists and select the new library director. Ms. Derby reviewed the brochure for the library director recruitment. Various components were discussed including the decision to use older photographs. The Board, by consensus, approved the recruitment brochure. There were no objections. Trustees confirmed their availability for the June finalist interview dates. There was no public comment on the matter. Chair Thomson moved agenda item 6 before agenda item 5. 5. Receive Update on the Annual Budget Process 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 reported that she participated in the budget hearing with the City Manager, Assistant City Manager, Finance Director, Assistant Finance Director, and the Human Resources Director. A City Council meeting to review the budget was canceled due to a change in the City’s budget forecast. The City is reviewing one-time funding options. Waite will meet with the Assistant City Manager tomorrow to review the Library’s budget submission and in particular, the staffing positions. There was no public comment on the matter. 6. First Reading of Proposed Revisions to Library Board Policies 110: Reference Service; 120: Library Card Regulations and Fee Schedule; 430: Acquisition of Works of Art (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Conducted first reading of Policies 110, 120, and 430 Waite reviewed the proposed changes to Library Board policies 110, 120, and 430. Trustees briefly discussed the proposed changes. There was no public comment on the matter. 7. Receive Update from the Ad Hoc Policy Review Committee (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) 2  Board of Library Trustees Meeting Minutes April 28, 2022 Action: Received and discussed Thomson referred the Board to the Committee’s summary of policies that outlines which policies have been or will be revised, and those not in need of revisions at this time. The Committee’s time has primarily focused on Library Board Policy 300—Personnel Rules and Regulations— last revised in 2003. They met with the Human Resources Director, City Attorney, and City Manager’s Office to discuss. After a considerable amount of discussion and review, it was concluded that if changes were made to the City’s Personnel Rules acknowledging the unique role of the library director and Library Board, then it would make sense to solely use the City’s Personnel Rules in Chapter 25 of the City Code. Waite acknowledged the work of Thomson, who spent countless, painstaking hours reviewing and updating Policy 300. She thanked Thomson and Moroh for their time in learning the history of the Library’s Personnel Rules and Regulations. The Chair asked if any Trustees objected to rescinding Library Board Policy 300 (after the City Council adopts the ordinance changes to Chapter 25 of the City’s Municipal Code) and replacing it with a reference to Chapter 25 Personnel Rules. There was no objection. There was no public comment on the matter. 8. Receive Draft Justice, Equity, Diversity, Inclusion & Belonging Plan 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 introduced the draft Justice, Equity, Diversity, Inclusion & Belonging (JEDIB) plan. Garibaldi added that the draft plan is proposed for 2022-23 to coincide with the fiscal year. Trustees discussed and asked questions about the draft plan and the City’s DEI efforts. The intention is that the Library and City’s DEI efforts will be in sync. A Trustee expressed hope that the Board would also be involved in training. Thomson suggested that Garibaldi and Waite review the draft plan with staff, incorporate any comments, and then return to a future Board meeting for approval of the plan. 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 Board of Library Trustees referred the JEDIB plan to staff for further internal review and then return to a future Board meeting for approval: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 9. Receive Quarterly Trust Fund Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed Waite briefly introduced the Trust Fund report. Interim Fund Development Officer Perna briefly reviewed sections of the second part of the report and commented on the conclusion of the Monterey Learns! Campaign. She noted that it will be important when creating the 2022-23 Development Plan to have strategies in place for how to maintain as much momentum as possible. Perna shared her optimism about two new hires, Ann Jacobson who is assisting 10- 3  Board of Library Trustees Meeting Minutes April 28, 2022 hours a week as the Development Assistant, and Communications Specialist Ilana Entin, who is also assisting in a part-time capacity providing professional communications and marketing support. Waite reviewed the recruitment process for the Fund Development Coordinator and stated the goal was to have the position filled before her retirement. The Board thanked Perna for her successful work. There was no public comment on the matter. INFORMATIONAL REPORTS & STAFF COMMENTS 10. 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. 11. 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 Library Trustee highlighted the adult programming statistics over the past years. Waite commented that Librarian Nolan’s programs have been great, acknowledged Garibaldi for kicking-off virtual programs at the start of the pandemic, and emphasized Librarian Briscoe for his outstanding work coordinating the popular virtual history and genealogy programs. There was no public comment on the matter. TRUSTEE COMMENTS Petty commented that there is never a dull moment. Everyone is staying busy doing great work in protecting and innovating what the Library is providing for the citizens of Monterey. Joshi echoed Petty’s comments and expressed thanks. Moroh expressed kudos to Librarian Nolan for coordinating the lovely Volunteer Appreciation Picnic on Saturday. Many volunteers joined and Tim Thomas provided a walking tour. She shared that Pacific Grove Public Library eliminated fines and that Monterey Public Library is now the only library in Monterey County continuing to charge fines. Fellguth expressed her sadness about the staff who are leaving and her excitement about the new people who will be hired. She commented that these are challenging times and that it is heartening that the community is behind us and that everyone is working together as a team. She hopes to continue doing so and advocating for the Library’s fair share of the budget to re- staff positions. Thomson echoed Moroh’s comments about the Volunteer Appreciation Picnic and commented that it went very nicely. He appreciated all the staff’s time and effort, and even more so all the great work volunteers have done, especially during these past two years. He echoed Fellguth’s comments about the sadness of staff departures and the excitement of opening new doors. He commented that they are working hard on the library director recruitment. He thanked fellow Trustees for all their work during these difficult challenges and for moving forward in a very exciting way. 4 Board of Library Trustees Meeting Minutes April 28, 2022 ADJOURNMENT Seeing no further business to come before the Board of Library Trustees, Chair Thomson adjourned the meeting at 6:13 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Jim Thomson Administrative Assistant Chair, Board of Library Trustees 5