Board of Library Trustees Meeting

BOARD OF LIBRARY TRUSTEES REGULAR MEETING MINUTES CITY OF MONTEREY Thursday, August 25, 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* *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 PRESENTATIONS 1. Recognize Library Trustee Jim Thomson for 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 & Museums Director Edwards read the following into the minutes: Library Trustee Jim Thomson was appointed to the Board of Library Trustees on June 27, 2018. With an extensive background in public service, he brought over 30 years of management experience at the city, county, and federal government levels to the Board, including 9 years as assistant city manager of Monterey. His dedication to the Board and Library was immediately evident as he stepped forward to serve on committees, attend library, fundraising and volunteer appreciation events, and provided immeasurable contributions and guidance to the Board and library director. Little did he, the Board, or staff know the extraordinary amount of work he would accomplish during his term. Thomson served on seven ad hoc Board committees—Facilities Master Plan, Feasibility Study, Annual Giving Strategies, Funding, Benchmarking Library Costs and Services, Library Policy, and Library Director Recruitment. He served as the Board’s vice-chair for fiscal year 2020-21 during the height of the pandemic and served as Board Chair in fiscal year 2021-22 as the Library began its recovery and reopened the building to the public in the summer of 2021. The intensive work serving on the Library Director Recruitment committee included a RFP to hire an executive recruitment firm committee, reviewing applications, interviewing semi- finalists with Trustee Moroh and interviewing final candidates with the entire Board. The detailed timeline and advance planning were critical to the success of the library director recruitment that resulted in only a 2-week gap between the outgoing and incoming new library director.  Board of Library Trustees Meeting Minutes August 25, 2022 Additionally, Thomson and Moroh served on the Library Policy committee, reviewing all 34 Board policies, identifying and revising 10 policies, and recommending two for recension. The committee’s primary focus was on Library Board Policy 300: Personnel Rules and Regulations, last revised in 2003. Thomson spent an extraordinary amount of time and painstaking effort combing through the policy and history. They met with the Human Resources Director, City Attorney, and City Manager’s Office. Ultimately, Library Board Policy 300 was rescinded and replaced with a reference to Chapter 25 of the City Code. Trustee Thomson lightheartedly joked that he thought he had retired from public service years ago when he found himself in what felt similar to full-time work. His warmth, keen sense of insight, strategic direction, sharp level of detail, commitment, perseverance, and sincere care for library services improved the community more than may be easily conveyed in this report that just skims the surface of the impact he made. He was incredibly positive, shared kind patience, and instilled a bright demeanor during challenging times. We thank Jim Thomson for his exemplary dedicated service, warmth, good humor, and tremendous support through what will be remembered in history as one of the most challenging and pivotal times. His accomplishments were astounding. As fellow Library Trustee Moroh once complimented, Trustee Thomson left the Monterey Public Library in a far better place than when he first began his term in 2018.” Fellguth expressed her gratitude to Thomson for his mentorship during the past year. Moroh asked what Thomson planned to do in his spare time. Petty commented that it would not have been possible to accomplish all that had been done without Thomson serving on the Board. On behalf of the City Manager’s Office, Rojanasathira thanked Thomson for his service on the Board. Thomson shared his plans and thanked all for their comments. He commented that his time had been very rewarding, especially the sense of team over the last four years. He said that the Board of Trustees worked well together, the staff worked well with the Board, and Rojanasathira helped smooth relations with the City organization. Thomson noted that most of the work he accomplished has been on committees and highlighted the work with Moroh, who made it fun. He also highlighted the volunteers and the Friends & Foundation. He remarked that he felt good about the future status of the Library. The administrative assistant explained to the public how to participate in the virtual meeting and provide public comment. There was no public comment on the matter. CONSENT ITEMS On a motion by Trustee Petty, seconded by Trustee Thomson, 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 2. July 28, 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 August 25, 2022 ***End of Consent Agenda*** PUBLIC COMMENTS Chair Fellguth opened public comments: there were no public comments. PUBLIC APPEARANCE 3. Preliminary Discussion for Calendar Year 2023 Library and Bookmobile Operating Schedule (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Discussed Edwards reviewed the current library and bookmobile operating schedule and staffing. Trustees discussed the schedule, expanding hours and programs, and inquired about data on current visitation traffic. Public Services Manager Smith commented that current staffing levels make a 6-day operating schedule challenging. Smith said that staff are reviewing pre- pandemic Bookmobile locations and noted that the Bookmobile Services Coordinator position recently increased from 30 to 40 hours per week, allowing increased service. Concerns expressed about the Bookmobile were directed to the locations versus the hours. There was no public comment on the matter. 4. Discuss Proposed Community Survey Regarding 2023 Library Operating Schedule (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) Action: Discussed Edwards briefly reviewed some data results from the MPL Reopening Satisfaction Survey that closed in early 2022. He recommended that staff create a short survey specifically focused on operating hours in Spanish and English. Edwards reviewed the questions he had in mind. Trustees shared suggestions. Joshi and Petty were appointed to an ad hoc survey committee. There was no public comment on the matter. INFORMATIONAL REPORTS & STAFF COMMENTS Edwards expressed his thanks to the Board of Library Trustees. He commented that on his first day, August 16, he attended the City Council meeting where both Library consent items— the appropriation of donated funds and the Young Readers mural—were approved. He recently met with the Sovereigns and artist Natalia Corazza about the mural. Edwards has begun one-on-one staff meetings and has met with the Museums & Cultural Arts Commission Chair and Vice Chair, the Friends & Foundation Chocolate & Wine Benefit committee, Pacific Grove Library staff, and community organizations. Dennis Copeland has returned and has been providing insight into history and archives. A Reference and Local History Librarian is scheduled to start on October 1, 2022. He is exploring the possibility of a MIIS intern assisting with community strategic planning in 2023. He also met with CSUMB staff regarding service learning opportunities for local history and museums. New public PCs and network upgrades are coming; currently reviewing public printing options and self-check machines. During the time he was volunteering, before being hired, he submitted two grants. 5. Receive Financial Report (Not a Project under CEQA per Article 20, Section 15378 and under General Rule Article 5, Section 15061) 3  Board of Library Trustees Meeting Minutes August 25, 2022 Action: Received No public comments. 6. 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 Trustees reviewed statistics and the patron app. Volunteer hours were highlighted with appreciation expressed for their time and the staff who work with volunteers. There was no public comment on the matter. TRUSTEE COMMENTS Thomson thanked fellow colleagues for working with him and said that it had been a delight. He complimented Edwards on his impressive volunteer work submitting grant applications and noted today’s meeting was also impressive. Thomson remarked that Edwards was off to a wonderful start and looked forward to him leading MPL forward for many years to come. Moroh commented that Edwards is off to a great start and that she believes the Board made a great choice. She will miss Thomson. Petty commented that they look forward to seeing Thomson at various library events. It is a pleasure to have Edwards here with the broad perspective he brings of what the library has been and could become. Joshi welcomed Edwards and stated he is looking forward to working with him. He is sorry to see Thomson leave and wished him well on his travels. Fellguth commented that it had been a delightful meeting. She is glad to have Edwards onboard and looks forward to working with him this year. Thomson will be missed. She thanked staff for their assistance. ADJOURNMENT Seeing no further business to come before the Board of Library Trustees, Chair Fellguth adjourned the meeting at 5:00 p.m. Respectfully Submitted, Approved, Francesca Garibaldi Jennifer Fellguth Administrative Assistant Chair, Board of Library Trustees 4