Board of Library Trustees Meeting

BOARD OF LIBRARY TRUSTEES REGULAR MEETING MINUTES CITY OF MONTEREY Thursday, July 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, Public Present: Services Manager*, Assistant City Manager*, Interim Fund Development Officer*, Library Assistant I, Technology Services Supervisor *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 Fellguth called the meeting to order at 4:00 p.m. ROLL CALL The administrative assistant explained to the public how to participate in the virtual meeting and provide public comment. PRESENTATIONS 1. Recognize Library Assistant I Phoebe Pagano for 5 Years of Service to the Monterey Public Library and the City of Monterey (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Recognized Library Director Waite recognized Library Assistant I Phoebe Pagano for her many years of service to the Monterey Public Library and the City of Monterey. Technology Services Supervisor Kuhn thanked Pagano for her service and read the following into the minutes: Phoebe Pagano was hired as a Regular Part Time Library Assistant I in Technical Services on April 2, 2016. Her five-year anniversary would have been in April 2021, but she was furloughed from June 1, 2020 to June 30, 2021 due to budget reductions resulting from COVID-19. Taking the furlough into account, her five-year anniversary actually fell in May 2022. Phoebe’s duties in Technical Services include copy cataloging and physical processing of new library materials, repair of damaged library materials, and processing magazines. Although the library now receives many of its materials preprocessed, they are still plenty of items requiring Phoebe’s keen attention. Phoebe has taken some cataloging classes and has done some original cataloging. When asked what she enjoys most about her job, her answer was, naturally: “Cataloging!” Phoebe takes pride in knowing that her accurate catalog records lead a patron to the book they are looking for. She also enjoys previewing new materials as they arrive.  Board of Library Trustees Meeting Minutes July 28, 2022 In addition to her Technical Services work, she also works at the Library Help Desk, checks in materials, and assists with the Bookmobile program. She is always willing to take on other duties or additional desk shifts as needed. A previous supervisor wrote of her, “She is conscientious, consistent and thorough in cataloging, processing and her other work tasks”. Phoebe originally joined Monterey Public Library shelving materials as a Library Page in March 1997. She was often noted for her accuracy and neatness in her work, skills she continues to apply to advantage in her Technical Services position. Phoebe gradually assumed on-call Library Assistant responsibilities in Circulation as well. In 2007 her supervisor wrote, “Monterey Public Library is lucky to have Ms. Pagano as an on-call LAI. She is a joy to work with and contributes so much to so many areas of the Library. She is punctual and reliable and has come to our rescue many times… she frequently helps in other Divisions such as working on the Bookmobile and helping Youth Services with Summer Reading Program sign ups and parties. In 2013 a 12-year-old patron sent her the following note: “Thank you for always being at the bookmobile. I always really look forward to coming to the bookmobile. Bookmobile days are one of my favorite days of the week. Thank you for all that you do.” Please join us in echoing the words of 12 –year-old Jeremiah as we thank Phoebe Pagano for all that she does for the Library, the City, and our community. Thank you Phoebe, for 5 years of Regular Part Time service (and 19 years of on–call assignments). We look forward to many more years to come. Pagano said she has loved libraries since childhood and expressed gratitude and joy for working in a place she felt so comfortable in. Ms. Pagano showed respect for Meg Morris, who had a profound impact before her untimely passing, and requested the Board to recognize Ms. Morris for her time and dedicated years of service. There was no public comment on the matter. CONSENT ITEMS There was no public comment on the matter. On a motion by Trustee Moroh, seconded by Trustee Thomson, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees approved the June 23, 2022 and July 14, 2022 meeting minutes as submitted: 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 2. June 23, 2022 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Approved 2  Board of Library Trustees Meeting Minutes July 28, 2022 3. July 14, 2022 (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 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: Requested appropriation as amended Waite stated the Library received another check from the Monterey Public Library Friends & Foundation from Amazon book sale proceeds and that the proceeds will be deposited into the Trust Fund. The total requested amount for the City Council to appropriate is $19,265.12. Petty moved to amend the title to reflect the additional funds and bring the total requested amount to $19,265.12. Thomson seconded the motion. On a motion by Trustee Petty, seconded by Trustee Thomson, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees requested appropriation of donated funds in the Fiscal Year 2022-2023 Library Trust Fund budget: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 5. Second Reading and Adoption 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: Approved 6. Receive Final Report 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) Action: Received On a motion by Trustee Moroh, seconded by Trustee Petty, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees approved Items 5 and 6: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None ***End of Consent Agenda*** PUBLIC COMMENTS Chair Fellguth opened public comments: no public comments. 3  Board of Library Trustees Meeting Minutes July 28, 2022 PUBLIC APPEARANCE 7. Approve Proposal to Install “Young Readers” Mural on the Library Terrace (Exempt from CEQA Requirements Per Article 19, Section 15301, and 15306) Action: Approved as amended Waite introduced the proposed mural in honor of Barbara Sovereign who was a reading specialist in public schools helping kids learn to read. She introduced Mike and John Sovereign who thanked Waite and the Board of Library Trustees for the opportunity. Mr. Sovereign highlighted that the mural is a celebration of reading and youth literature, knowledge passed down through time, explorations and adventure. The mural is in memory of his mother who was dedicated to literacy and supporting the Monterey Public Library. Mural artist Natalia Corraza introduced herself to the Board, further explained the mural, and answered Trustee questions. Trustees provided comments and requested further details. Moroh motioned to approve the proposal. Petty requested that the motion include a written dedication in the mural stating it was created in honor of or in memory of Barbara Sovereign. John Sovereign thanked Petty for the suggestion. Moroh amended the motion and Thomson seconded the amended motion. There was no public comment on the matter. On a motion by Trustee Moroh, seconded by Trustee Thomson, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees approved the Young Readers mural with the added condition that a portion of the mural state that the mural is dedicated to Barbara Sovereign: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 8. 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 budget and staffing. Thomson asked if the additional staff would enable the Library to increase hours of operation. Waite recommended that the incoming Library & Museums Director consider extending Library hours on Monday afternoons or possibly evenings. Staffing discussions continued. There was no public comment on the matter. 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 summarized the Quarterly Trust Fund budget, asked for questions, and mentioned there is a typo in the 3rd column: it should be 4th quarter. Waite explained Library funds are deposited into the Trust Fund because the General Fund is shared with the entire City and is not reserved exclusively for the Library. She provided details regarding how the Library 4  Board of Library Trustees Meeting Minutes July 28, 2022 processes gifts from donors. Interim Fund Development Officer Perna reported that the MPL Friends & Foundation has been quietly rethinking the membership notion and annual solicitation for dues. There was no public comment on the matter. 10. Receive Annual Report on Fund Development Activities for Fiscal Year 2021-2022 and Approve Fund Development Plan for Fiscal Year 2022-2023 (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Received, discussed, and approved Waite introduced the plan. Interim Fund Development Officer Perna further outlined the 2022- 2023 Fund Development Plan. Waite discussed details of the Monterey County Gives program with the Board. Trustees discussed and thanked Perna for her incredible support over the years. There was no public comment on the matter. On a motion by Trustee Thomson, seconded by Trustee Moroh, and carried by the following vote, which was conducted by roll call, the Library Board of Trustees approved the 2022- 2023 Fund Development Plan: AYES: 5 TRUSTEES: Fellguth, Joshi, Moroh, Petty, Thomson NOES: 0 TRUSTEES: None ABSENT: 0 TRUSTEES: None ABSTAIN: 0 TRUSTEES: None RECUSED: 0 TRUSTEES: None 11. 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 Waite reviewed her work plan, asked if there were any questions, and discussed the item with the Board. Clarification was requested regarding the website updates. Assistant City Manager Rojanasathira added that the updates are expected to be beneficial in the long run. There was no public comment on the matter. INFORMATIONAL REPORTS & STAFF COMMENTS 12. 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. 13. 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 Thomson highlighted the high number of total volunteer hours, expressing gratitude and appreciation for the individuals who offered their time. 5  Board of Library Trustees Meeting Minutes July 28, 2022 There was no public comment on the matter. PRESENTATIONS 14. Recognize Library & Museums Director Inga Waite Upon her Retirement (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Recognized Petty, on behalf of the Board of Library Trustees, thanked Waite for her many years of service and support provided to the Monterey Public Library, outlining specific projects Waite has led and participated in during her time with the City. Petty concluded by presenting to Waite a gift of thanks on behalf of the Trustees. Waite thanked the Board for the thoughtful and practical gift and shared a gift she received from the City. There was no public comment on the matter. Moroh delivered a speech thanking Waite and wishing her luck in retirement. Thomson provided background regarding his work with Waite, suggesting she has been a positive and constructive role model. Joshi wished Waite and Perna the best and said they would be missed. Fellguth thanked Waite in leading her though serving on the Library Board with grace and professionalism. Waite thanked the Trustees and showed appreciation for the help they provide to the community. Rojanasathira thanked Waite for her positive and calm presence even when working through difficult situations, and wished her the best in her next steps through life. Trustees asked that the following be included in the minutes: In March of 2016 the BoLT voted on a very important matter, the selection of a new Library Director. As a result, on the 1st of April, 2016, Inga Waite began her tenure as our new Director. But Inga's contributions to the success and growth of the MPL have proved that it wasn't April Fool's Day for us, but the beginning of a noteworthy period in the Library's history. After advancing from servjng as Interim Library Director, Inga not only continued the excellent activities that were in progress, but, even more important, energized the outstanding, innovative services that have prompted Monterey County residents to continue voting MPL the #1 library in Monterey County every, single year. Of course Inga has spent endless hours managing the budget and integrating our City resources with donations from contributors and our wonderful Friends organization. She obtained grants from other sources and maintained our status in local and regional library organizations. Inga assembled a staff of highly competent individuals who have produced outstanding programs and services. Those administrative responsibilities really need no special mention other than to note the skiII with which Inga performed. What is more interesting to me, based on the collaboration of the BoLT with Inga, are the more one-of-a-kind achievements that have been realized during Inga's directorship. While many of these achievements have resulted from impressive efforts by other Library staff as well, "the buck stops at the top". And that means Inga deserves all the praise with which we'll look back and remember her contributions to the MPL. Maybe the most difficult challenge which Inga met with determination and perseverance was during the 2020- 2021 period when the Library went from fully open to fully closed to partially open to gradually reopening which continues today as funding and staffing permit. 6 Board of Library Trustees Meeting Minutes July 28, 2022 To recount the events of the past 6 years, 4 months, I reviewed every Agenda Packet and Report of Minutes for every BoLT meeting since April 1, 2016. And I have a list. Others may cite more or fewer or different items, but these are those that grabbed my attention. Here, in just an approximate, chronological order because sometimes reports appeared after or before an achievement was completed, are some highlights. - Starting in 2016 Inga's self-guiding maxim was "Visualizing the Library of the Future" - Plans for Installation of needed signage; front entrance completed Dec, 2016 - 1400 children attended Summer Reading Program - With Friends of MPL, "Little Library Ribbon Cutting" at Montecito Park - Began extremely successful Financial Literacy workshops in 2017 - Library staff visited "nearly every" elementary school classroom in Monterey - Expanded bookmobile schedule to add Merrill Gardens Senior Living Community - Summer Reading attracted increased number of children plus 85 adults - Collected more "Food for Fines" donations than any other location in Monterey - In 2018 introduced new library cards - Began lending telescopes - New Early Learning Programs including "Musical Storytime" and "Baby Rhymetime" - Began staging History Slams for adults - Bilingual story times were started at the Bookmobile - Voting box for election ballots placed in front of MPL - With MPLFF, most successful Chocolate and Wine event ever - A Student Success Initiative led to distribution of 1783 library cards to students - History Fest, including the Archives Crawl, attracted 3828 participants - Dealt with Citywide fiscal emergency declared November, 2019 - Despite shutdown in 2020, 10 new video programs/week for children and adults - Sidewalk service for circulation materials - Radio Frequency Identification Technology (RFID) system - Despite reduced hours, in-person visitation increased 74% from Oct. 2020 to Oct. 2021. - In 2022 MPL received a California State Library grant to fund a new bookmobile - Looking to the future, a "Justice, Equity, Diversity, Inclusion, and Belonging Plan" was adopted - A quote from a patron sums it all up: "I can see your smile through your mask." TRUSTEE COMMENTS None. ADJOURNMENT Seeing no further business to come before the Board of Library Trustees, Chair Fellguth adjourned the meeting at 6:32 p.m. Respectfully Submitted, Approved, Jennifer Cleary Jennifer Fellguth Administrative Assistant Chair, Board of Library Trustees 7