Board of Library Trustees Meeting

BOARD OF LIBRARY TRUSTEES REGULAR MEETING MINUTES CITY OF MONTEREY Thursday, June 23, 2022 3:30 PM COUNCIL CHAMBER, 580 PACIFIC STREET, AND ZOOM TELECONFERENCE MONTEREY, CALIFORNIA Trustees Present: Fellguth*, Joshi*, Petty*, Moroh*, Thomson* Trustees Absent: None Staff Members Library & Museums Director*, Administrative Assistant, Public Present: Services Manager* *Participated remotely by teleconference This meeting was held with a combination of in-person and teleconference attendance, pursuant to the Ralph M. Brown Act, Calif. Government Code section 54953(e)(1)(C) and the Council's resolution authorizing teleconference attendance at public meetings. CALL TO ORDER Chair Thomson called the meeting to order at 3:30 p.m. The administrative assistant explained to the public how to participate in the virtual meeting and provide public comment. ROLL CALL 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 Item: 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. May 26, 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  Board of Library Trustees Meeting Minutes June 23, 2022 2. Receive Update on the Annual 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 Waite provided an update on the recommended FY23 Library budget and reviewed the original request for staff positions. The final compromise was to reinstate one children’s librarian and to restore two regular part-time library assistant positions to full-time (bookmobile and acquisitions). It was agreed that the Library Trust Fund will pay the difference between a 30 and 40-hour bookmobile position for the first year. There was no public comment on the matter. 3. Receive and Adopt Revised Justice, Equity, Diversity, Inclusion and 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 adopted Waite shared that the plan has been on MPL’s strategic initiatives and was originally proposed in December 2020 when staff brought the suggestion forward to the Board. She noted that Garibaldi had championed the plan and would provide an overview of the changes. Garibaldi provided a brief overview and noted that Library staff, the Assistant City Manager and the City Manager’s DEI Intern Brianna Kennedy reviewed and provided meaningful suggestions. The Board made comments and discussed the plan. It was suggested to include reviewing the issue of Library fines through an equity lens on the last page of future activities. Trustees discussed and concurred to modify the plan to reference this suggestion. All staff were thanked for their time and contributions. There was no public comment on the matter. Trustee Petty made a motion to adopt the JEDIB plan as presented with a revision to the first bullet point. Moroh offered a friendly amendment to revise the first bullet point to specifically include fines for overdue library materials. The mover accepted. 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 JEDIB plan with the revision of the first bullet point to include Policy 130: Fines for Overdue Library Materials: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 4. First Reading of Proposed Revisions to Library Board Policy 300: Library Personnel Rules and Regulations (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Conducted First Reading and discussed Thomson mentioned that the City Council had approved the first reading of the Omnibus Ordinance at their June 21, 2022 meeting, however due to a technical error the vote will need to take place again. The proposal to rescind the existing Library Personnel Rules and replace them with a one-sentence change is supported by the Human Resources Director, City Attorney, and City Manager’s Office. Library Policy 300 would instead state that “The Library Personnel Rules and Regulations shall be as provided in Chapter 25 of the City’s Municipal 2  Board of Library Trustees Meeting Minutes June 23, 2022 Code, which was amended by the City Council in July 2022 to reflect the unique role of the Library Director and the Board of Library Trustees in administering the Personnel Rules and Regulations in accordance with Article 7.1 of the City Charter.” Moroh added that different approaches were evaluated and all agreed this was the best way to ensure that the Library’s personnel rules stay in accordance with the City’s personnel rules. Waite thanked Thomson and Moroh. There was no public comment on the matter. 5. Review Council Policy on Selection of Officers and Select Chair and Vice-Chair for 2022-23 (Not a Project under CEQA Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Reviewed and selected Chair Thomson reviewed the rotation of officers. Vice Chair Fellguth accepted the role of Board Chair. Library Trustee Joshi accepted the role of Vice Chair. There was no public comment on the matter. On a motion by Trustee Moroh, seconded by Trustee Petty, and carried by the following vote, which was conducted by roll call, the Board of Library Trustees approved the 2022-23 selected officers: 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 and Discuss Summary of Stakeholder Input on Qualifications of the Ideal Library Director Candidate (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed CPS Executive Recruiter Pam Derby reviewed the stakeholders who were interviewed as well as the results of these interviews and the community survey. Library Trustees were provided with the Summary of Stakeholder Input compiled by CPS HR Consulting. There was no public comment on the matter. INFORMATIONAL REPORTS & STAFF COMMENTS Waite reported that the City Council approved two consent agenda items at their last meeting pertaining to the Library (it will need to be reapproved due to the technical problem with the agenda). One item was an update to the Master Fee Schedule that raised the out-of-state library card monthly fee from $5 to $10/month. The second item was to appropriate grant and bequest funds for the purchase of a new sprinter van bookmobile. 7. Receive Draft Planning Calendar of 2022-23 Board of Library Trustees Meetings and Topics (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received and discussed 3  Board of Library Trustees Meeting Minutes June 23, 2022 Waite reviewed the draft 2022-23 planning calendar. There was a discussion about the calculation of staff anniversary years for Board recognition. There was no public comment on the matter. 8. Receive Quarterly Report on Library Activities (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received Waite suggested reviewing items 8 through 11 at the same time. Thomson asked for any questions or comments. There were none. There was no public comment on the matter. 9. Receive Quarterly Report on Museums & Cultural Arts Activities (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. 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 There was no public comment on the matter. TRUSTEE COMMENTS Petty expressed happiness about the procurement of the coming sprinter van Bookmobile. Joshi commented that it has been a pleasure working with everyone on the Board and staff. He is looking forward to the next year. Moroh thanked Thomson for his incredible year of service. She highlighted all the reports, updated policies, and in particular his dedicated work on the library director search, all done with good humor, intelligence, and he made it fun. It was a remarkable year. She expressed her appreciation and commented that he has left the place better than he found it. She thanked him for his time and effort noting that he had gone above and beyond. Fellguth expressed her happiness for the draft planning calendar. She commented that Thomson leaves behind big shoes to fill and that he and Moroh were the right people at the right time at the helm. She is looking forward to working with the Board, Joshi, and our new library director. Thomson thanked fellow Trustees for working so well together this past year. He particularly thanked Moroh for being a good role model in serving the prior year. He appreciated all the work of staff and volunteers commenting that the entire organization has been through a difficult couple of years. He expressed immense appreciation for all the work of Trustees, staff, and volunteers who kept the library operating. He remarked that it will be an honor to pass the virtual gavel to Fellguth. 4 Board of Library Trustees Meeting Minutes June 23, 2022 *** Adjourn to Closed Session (See additional agenda) *** Chair Thomson opened public comments for the closed session: no public comments Seeing no further business to come before the Board of Library Trustees, Chair Thomson adjourned to closed session at 4:42 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Jim Thomson Administrative Assistant Chair, Board of Library Trustees 5