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Hi, good afternoon. 00:00:05
Welcome to our meeting of the Library Advisory Board. 00:00:08
I would welcome Tom Odom, who is newly appointed to the board and attending his first meeting. 00:00:14
I'm at Tama over chair and. 00:00:21
Alicia Perez is also in attendance. We have a quorum. 00:00:24
Our secretary, Carla Nielsen, is attending by Zoom but not participating, So she's here in her role as secretary to take our 00:00:29
notes. But the three of us comprise the Quorum and the active participants in this meeting. 00:00:36
Umm. 00:00:45
I. 00:00:47
Ask as the next item on our agenda for any comments for changes or additions to the agenda. 00:00:49
Hearing none. 00:00:59
I believe without objection, our agenda is approved. 00:01:01
We have Commission and staff announcements and I will start as a member of the Commission. 00:01:06
Just. 00:01:12
Make sure everybody's aware that our meeting format newly implemented for the City Council and for this board in concert. 00:01:13
Is that members of the public are who are in the room will be able to make public comments on in general public comments or on any 00:01:22
agenda item. 00:01:29
Well, we welcome people to join by Zoom. We will not make commenting available to those folks, and we always welcome e-mail 00:01:36
comments received prior to the meeting. 00:01:42
Does anyone else on the Commission have an announcement? 00:01:50
Hearing none, I'll pass it over to staff for their announcements. 00:01:55
Thank you, Tama. 00:02:04
So this is Diana Godwin, Library Director and I want to talk about staffing initially. And the first item is that I have announced 00:02:07
my retirement. 00:02:13
From the City of Pacific Grove and the library. 00:02:19
My last day at the library will be December 29th. 00:02:23
There is currently a recruitment for a library director we're hoping to recruit from. 00:02:28
Within the library an internal promotion. 00:02:33
The boosting closes on Friday. 00:02:38
Actually Sunday the 12th of November. 00:02:41
In addition, we have one of our library clerks whose husband is in the Naval Postgraduate School and he's finished his program and 00:02:45
they are sending him to DC. 00:02:51
So she will be giving notice in December. We were hoping she would be able to stay through the school year because they have two 00:02:58
school age children. 00:03:01
More on that at the beginning of the year. 00:03:08
The library will be closed on Friday. It's the city holiday observation of veteran's day and we will be open on Saturday. 00:03:12
November 11th Monterey Public Library is doing the exact opposite. So they will be open on Friday and closed on Saturday. And 00:03:21
that's great for our patrons because. 00:03:27
They'll be able to go to one library or the other. 00:03:34
The library is also closed, uh, Thanksgiving, November 23rd through 25th. Both Mary and I will be out that entire week, the 18th 00:03:37
through the 25th. 00:03:43
Our children's programs have been going really well. We had the Haunted library. 00:03:50
Right before Halloween. 00:03:57
At least 300 and. 00:04:00
People go through the haunted library very, very well attended and actually the dueling. 00:04:03
Excitement of having the haunted library inside the library and outside. They were demolishing the building across the street, so 00:04:11
we had people running over to go through the library and then running back out and watching the machinery was quite exciting. 00:04:18
On Lego Night, November 1st, our youth ambassador Vanessa helped us out, which was really great. We have bilingual story time 00:04:26
coming up this Saturday and also the 2nd Saturday in December. We're not doing build it in November because of the Thanksgiving 00:04:34
holiday. 00:04:41
Our teen programs today. 00:04:49
Banana sushi. 00:04:52
My fact right. 00:04:53
And in December she's got a Teen Holiday bingo as well as a Teen paint party on the 13th and that is full. We've had space for 10 00:04:56
and. 00:05:01
Signed. 00:05:08
The Youth Ambassadors are staffing teen tech and assisting us with getting the word out at the High School for Teen Events and our 00:05:10
Fall series. 00:05:15
In the gallery is the Ourselves We Sing exhibits. The closing reception for that is January 5th, 2024. 00:05:21
We have the Monterey Bay Poetry Consortium. They met in October with Osama Esper and Farnaz Fatimi. 00:05:30
And they meet the 2nd Saturday of each month. November 11th we have Marie Butcher and Elliot Rukowitz Roberts. In December it's 00:05:38
Jeff Irwin and Heather Fletcher. 00:05:44
As part of our Fall series, we had Daniel Summer. 00:05:52
On October 20th, with about 49 people, November 3rd, we had Georgina Marie Guadalo. 00:05:56
And had about 63, which was. 00:06:04
November 17th we'll have Watsonville. 00:06:06
Poet Laureate Robert Gomez. 00:06:10
Our Move or mobile outreach vehicle Electric. 00:06:13
They came up with a design that we approved and our partners at California State Library also approved. It had to follow, you 00:06:19
know, the logos and everything had to be just right. 00:06:26
We're waiting to hear from Sign Works when we can deliver the vehicle for the final wrap. It's at Public Works currently. 00:06:34
And has a designated parking and charging spot behind the fire department when it is already it's going to, we're going to bring 00:06:44
it here for a City Council meeting so that the mayor and the council can. 00:06:50
Get credit for it. 00:06:57
And show it off to everybody. 00:06:59
And have a kind of a big kickoff, so that'll be fun. 00:07:02
The generator we've discussed before and nothing has come up with that now that we have an interim city manager, Robert Perrault. 00:07:06
I will be speaking with him. 00:07:16
Next week about that. 00:07:18
And then the last thing I have is I know I brought this up before, but a decision wasn't really made yay or nay. 00:07:22
Kathy Chief Madeleine. 00:07:31
Has thought it would be good to have a joint working group with representatives of all the different boards to meet, just to see 00:07:33
that everybody's on the same page. And so if you want to have a representative on that group, you can let me know and then I can 00:07:40
let Chief Madeline know. 00:07:46
OK, that's all I. 00:07:53
Any questions? 00:07:56
Does the board have any involvement in the recruitment of the new director or do we have any? 00:08:10
Not really. 00:08:18
They usually for city employees, especially at the director level, they usually. 00:08:21
Have another director of a another city department be on the panel. 00:08:27
Myself, I will be on the panel and then we usually try to get somebody else in that same field, so maybe we'll have Monterey's 00:08:34
director, Brian Edwards. 00:08:39
And you know, that's, that's. 00:08:45
I will note. 00:08:56
I highly recommend retirement. I've enjoyed mine a great deal and and I hope you enjoy yours as well and if there is something 00:08:58
that is. 00:09:04
Planned to give you a send off. Please let everyone know so that we can participate. We would appreciate that a lot. 00:09:10
Thank you and as I. 00:09:19
Mention to everybody when this comes up because I get a lot of, you know, really sweet. 00:09:21
Feelings. They help people, you know care. And I live in Pacific Grove, so I'm not going anywhere and I will be continuing to do 00:09:28
the outreach. 00:09:33
The very next week I will be doing it, so I will be volunteering for the library and then that's all I'm agreeing to at this 00:09:40
point. 00:09:44
I've been counseled by various people not to take too much on right away. 00:09:49
Give it some time. Thank you. 00:09:55
You're quite welcome. Thank you. 00:10:01
I have to go back to. 00:10:06
Agenda here and. 00:10:09
Device went to sleep. 00:10:11
Paper never does that, so that's one of the advantages of. 00:10:13
Of using paper. Legal pads are not bad either. 00:10:17
So the next item on our agenda is council liaison announcements. So welcome. 00:10:23
Lori. 00:10:28
McDonald to. 00:10:29
Hello. Good to see you guys again and welcome. It's so great to see you, Tom. Welcome to the board. So yeah, we've had kind of a 00:10:32
lot going on since we had our last meeting 2 weeks ago as Diana. 00:10:38
Mentioned, we have now approved the city, the interim city manager contract and so Robert Pearl, he started actually yesterday. So 00:10:44
we're happy to have him on board and working with us. And we've also in our long term search for the permanent city manager, we've 00:10:50
directed this city attorney to prepare the resolution establishing the job description for that. So we have that process beginning 00:10:56
as well. 00:11:02
And we also welcome Lou Bauman as our Interim CDD Director. So we're really happy to have him on board. And in a related note, we 00:11:10
did submit our housing element. The City Council approved the draft housing element. 00:11:16
And then that was submitted on November 11th. So we're on our way in that process. So I know everybody's very happy to have that 00:11:22
at least proceeding through the steps. 00:11:27
We also approved the memorandum of understanding with a general employee employees association and the management employees 00:11:33
association and the salary and benefits enhancements for the department heads, the non represented management and the confidential 00:11:39
group employees. So those are all basically. 00:11:45
Starting to join up on the same tracks now and then. We also held the first reading on 2 ordinances related to cannabis. One was 00:11:51
establishing the licensing regulations and the other the business zoning regulations. So we directed that that summary be 00:11:58
published via the City Manager and I expect it will be back for a second reading probably soon. 00:12:05
So those are our key points. Any questions? 00:12:13
OK. Thanks for your update. Appreciate it a lot. 00:12:20
So next on our agenda are general public comments. 00:12:24
And we have no members of the public present in the room. I will note that I got a. 00:12:27
An e-mail comment from. 00:12:35
Inger Lawrence. 00:12:38
Who expressed concern for our format where we are not permitting people who join our meetings by Zoom to make comments in the 00:12:41
general comment period or on any of the agenda items. 00:12:47
And she indicated that she feels she has lost her voice in this process. 00:12:54
Moving on to. 00:13:02
Our next agenda item is approval of the minutes which Carlos so beautifully prepared from our prior meeting. 00:13:04
Are there any comments or questions or corrections related to the Minutes? 00:13:11
So on this item, I will hear a motion for approval of the minutes of our meeting of September 11th. I move that the minutes be 00:13:20
approved. That's Tom. 00:13:25
And seconded by Carla. 00:13:32
All in favor. 00:13:35
Aye. 00:13:37
So that passes unanimously 30. 00:13:38
On our regular agenda, unfinished and ongoing business. 00:13:44
First item is this non monetary contribution? 00:13:48
Project that we've had going and it was my action for from the last meeting. 00:13:53
To draft a policy and a form for implementing that process. 00:14:00
I will note that in reading the agenda packet, I've already found 4 typos in those documents. 00:14:05
Which I? 00:14:13
Note fairly quickly. 00:14:15
In the. 00:14:25
The. 00:14:31
First line in the last paragraph should read Meeting at a meeting of the City Council rather than a meetings. 00:14:35
The. 00:14:48
First sentence under. 00:14:49
It should read contribution to the library rather than contribution to library. 00:14:51
Um. 00:15:03
There is a the instead of they instead of. 00:15:06
In. 00:15:11
The last sentence of the second to the last paragraph. 00:15:14
And then on the nomination? 00:15:20
There is. 00:15:27
In the last sent. 00:15:36
Right before the paren. 00:15:39
Ten years or the equivalent is how it should read, so I apologize for for these. I'll blame it on typing with one hand, but. 00:15:42
I still should be able to pre read my own documents, so with those corrections I'd like to open up. 00:15:50
Discussion for any clarifying questions from the Commission. 00:15:59
Are there any questions you have for clarification? 00:16:06
At that point we would take it out for public comment, but we have no members of the public here and now we can bring it back for 00:16:09
discussion. 00:16:13
What discussion do you have? Would you like to have over over these? 00:16:18
Fairly basic draft documents. 00:16:23
Well, I'm, I'm sorry Tim, I I don't recall the merits of the determination. So, So what could you briefly describe the standards 00:16:26
that are being proposed and who's going to determine whether the standards are met so the I didn't have. 00:16:34
So all we've said in terms of standards is very general extraordinary. 00:16:44
Contribution over 10 years over a decade of service. 00:16:50
Or equivalent and contributions to. 00:16:54
Get my document out here. 00:16:59
So what we've talked about extraordinary contributions to programs, services, growth or innovation. 00:17:02
So it's relatively general and it the deciding body would be the. 00:17:09
Chair of this board. The chair of. 00:17:16
And the library director. 00:17:20
So if there were interest in someone trying to flesh out the criteria more, we could. 00:17:26
And then we discussed how the recognition might be to bring you up to speed. Tom, we have quite a discussion about. 00:17:35
Whether we would put this recognition on a plaque, you know and decided that. 00:17:42
It's the nature of the library and its spaces that a plaque like this is. 00:17:48
Not a great fit. So the idea is to create something like a little iPad display. 00:17:57
Because I've seen this at. 00:18:07
Institutions where an honored volunteer there would be a little write up, you know, photograph. 00:18:10
Much more detailed language about the contribution they'd. 00:18:20
Umm. 00:18:24
And. 00:18:28
You know, make it, make it colorful, make it exciting. Make it something people be interested in reading. 00:18:30
In our. 00:18:35
Do you have a comment? 00:18:37
I did want to say that and I thought we talked about this, but I didn't see it in the the documents that. 00:18:41
The iPad or screen or something like that is a great idea because you can flesh it out. You can put more information on there and 00:18:49
change it, but for something more permanent. 00:18:54
There is an area of the window. 00:18:59
Above the door to the kids room that it's, you know, it's right there and I think that would be another place that you could 00:19:02
actually. 00:19:07
You know. 00:19:11
Put the title, you know what what you were thinking of, and then people's names along there, and there may even be more room on 00:19:13
the next side to the right. 00:19:19
Where currently it's all the people who contributed to the Joe Rock Children's Room, which already has. 00:19:25
A name you know it's already there, so in future. 00:19:32
That area could. 00:19:36
Also used. 00:19:38
So are you recommending? Is that what you're recommending is that we make a permanent display on a window as well? I think that's 00:19:40
up to you, but it just would be something that would be. 00:19:45
You know, it's there. I think people like seeing their names on the window. 00:19:50
And. 00:19:55
Yeah. 00:19:57
So but again it's it would be up to the board to decide just because we can't as we discussed the plaques. 00:19:59
I'm open to that to add to this that we would also. 00:20:07
Display the name somewhere permanently on a window. I'm open to that. Yeah, I think that would be nice. 00:20:12
The other thing that occurred to me is, is there an opportunity to name this award in a colorful way? 00:20:19
So like the Lucille Packard Award is the equivalent volunteer award at the aquarium. 00:20:26
Have. 00:20:34
Perhaps you could put some thought into some early librarian, or sure, I don't know if you could call it the Carnegie Award, if 00:20:36
that would be allowed or suitable Carnegie or the, you know, just there's like the. 00:20:41
The first librarian, the, you know, the several librarians who were very instrumental. That would be great. And they're also, I'll 00:20:48
talk to Judy Wills at the Friends and Foundation because there are funds that are in a volunteer kind. 00:20:56
To support and appreciate volunteers, so there could be some funds that could help set something like this up. 00:21:04
So it sounds as if since this is not an emergency. 00:21:13
What we could do is bring this back to the board one more time with the suggestions that we've heard from this discussion. 00:21:20
And and cram this into Diana's last six weeks. 00:21:28
At. 00:21:35
At the library and just, you know, rather than try to make those decisions and craft the document today, why don't we bring it 00:21:37
back one more time So we'd be bringing it back in January after you're gone, but we could get all of your contributions into it 00:21:42
before then. 00:21:47
Any other comments, concerns, questions? Yeah, in the section where it's discussed how the nominees will be reviewed, Do do we 00:21:54
want to put in some contingencies if those three named positions can't be there? The director of the library. 00:22:02
Chair of this Commission and the chair of the Friends. Would we want to do it with fewer people? Do we wait for those people? 00:22:12
Do we find, you know, the next best person from that? Because there's going to be some vacancies or I could say, or their 00:22:21
designees? Sure. 00:22:25
Yeah, why don't I do that? I did. The reason we didn't talk about this board doing it is. 00:22:29
The nature of the process. 00:22:37
You don't want a public discussion of a nomination like this. 00:22:39
Before. 00:22:44
Know whether it's going to be accepted or not. That's just very, very awkward. So the simple thing to do was to have one 00:22:46
representative, but we could Another change we could make is those three people. 00:22:53
They seem to be the right people, yes. The director, the and the two supporting organizations and we could say or their designees, 00:23:00
Yeah, yeah, I think that's good. 00:23:05
I have another thought. 00:23:12
Oh, is would it behoove us to put? 00:23:14
Numbers around this like no more than so many per year. I know this is new. We might have more people at the Advent. I'm not. I'm 00:23:22
not sure there's going to be like an overrun on nominees, but. 00:23:27
Is there, you know, I'm looking over in Diana's direction because I don't have enough familiarity with. 00:23:35
With the volunteer. 00:23:41
You know, if we were doing at this at the museum where I am more familiar, there might be as many as three people you could think 00:23:47
of in the first year. 00:23:51
Well, I think you reached out to Sandra and weren't she didn't have records going back, right, You know, so we would just have to 00:23:55
use what we had, you know in the last 10. 00:24:01
So it might take a little while to figure out, but I don't think it would be a lot of people that would meet the criteria that 00:24:10
you're describing. I think it'd be good to give everyone discretion about how many people they wanna honor. I'd be, yeah, I don't 00:24:16
think there's any reason to limit it. 00:24:21
Yeah. And you know, if you kick this off in the first year and you had three, that would be a nice problem to have, right? 00:24:26
And I didn't say it was going to be an annual award. I don't think that your volunteer crew is big enough to to justify that 00:24:34
necessarily. 00:24:39
So. 00:24:44
Yeah, sounds like. 00:24:46
Reaching some sort of consensus on the next step here. 00:24:48
Well, now I just our our volunteers for the friends or the foundation also. 00:24:51
Eligible for this award, I guess. I don't totally understand the scope of volunteering that. 00:24:58
Would be within this I mean the the friends and the foundation also support the library. 00:25:04
Right. Do you think, do you think have you been, I had been thinking of this as a pooled? 00:25:11
Volunteer core for friends and the. 00:25:16
Why? And the city volunteers. But again, I can talk to the friends and Foundation. They have a meeting on Thursday. 00:25:19
And in the past like we've I guess saying we have this fund. 00:25:29
Started out in probably 20/15/2016 to try to create a volunteer coordinator. 00:25:35
Because it was just a staff member who was doing it at the library and it was very time consuming. 00:25:43
But then around the time they got this grant money to try to bring in somebody to organize things, the city got. 00:25:50
Volunteer coordinator. 00:25:58
And that eliminated, you know, really the needs. We've been trying to figure out ways to use that those funds to appreciate the 00:26:00
volunteers or you know something like that And whenever I talk to Judy. 00:26:07
About. 00:26:13
The Friends and Foundation volunteers, even like the people who work at the book sale, don't really want to be they they consider 00:26:16
themselves something different than the people who volunteer. 00:26:22
Every week at the library. 00:26:28
So I'd have to talk to the friends to. 00:26:30
What their thoughts would be, I think they're just all very self effacing. And yeah, it would seem to me that it wouldn't be 00:26:33
inappropriate to consider, for example, those who are actively involved. 00:26:39
The. 00:26:45
Fundraising for the renovation of the library or something, I mean that was a very important. 00:26:45
Step of the library and I I don't know if any of those people have been recognized in any significant way, so. 00:26:50
I don't know. Most of the people who were involved in that have been recognized, at least on the window because they gave. 00:26:59
You know, a quantity of money. OK, yeah. But again, this is something we can, right? And I had been thinking about this as as 00:27:07
broader than. 00:27:12
You know, sometimes when we talked about this before, sometimes a volunteer who does a remarkable amount of. 00:27:18
Creates A Markov benefit for an organization. Isn't a formal volunteer. 00:27:29
It could be a community member who helped. 00:27:34
You know the fundraising events for years, or a board member even. 00:27:37
Um. 00:27:43
So I had been thinking about this kind of broadly, so if you could. 00:27:44
So that so that I can bring this detail back to this. 00:27:49
If you could check in with the friends and see if they. 00:27:53
See this as something inclusive. 00:27:58
That would be ideal in my mind is if it's, you know, an inclusive kind of thing, I will do that. 00:28:01
It's funny I you know, I made this broad assumption about how this is going to work and. 00:28:09
Any other good questions? Good discussion. 00:28:15
And. 00:28:21
We have. 00:28:25
So we have two other. 00:28:27
Items we need to. 00:28:31
Deal. 00:28:33
Quickly, plus our future agenda. 00:28:35
The next item on our agenda is just a quick update I think, on the art collection. 00:28:41
Yes, and I must admit that my notes failed me. 00:28:47
I failed myself upon my notes last I wrote down. Angela will post the list on the website of the art DVD commissioned, and a 00:28:51
critical part of that was I was going to work with her to do that. I failed to do that. I will do that imminently. 00:28:58
There were some art pieces for sale at the at the Saturday Book sale last weekend, so maybe I don't know if those were some of 00:29:09
those or not, but yes. 00:29:13
Yes, those were. And based on our last meeting here where we were, I was directed. 00:29:19
Have things posted? We came up with actually a poster like a wanted poster. 00:29:27
And we asked the public if they knew of these pieces. 00:29:34
And we. 00:29:38
No response, except for the former director of the library remembered several pieces had been purchased. 00:29:39
Just. 00:29:48
To beautify the library. 00:29:49
You know no other reason and so at that. 00:29:52
You had directed me to carry on with the deaccession. 00:29:58
Which we did, and we sent things down to the book. 00:30:05
And. 00:30:10
Have been selling things, so it's helping helping the library in that way. 00:30:11
Good. I think that was where you know where where our intent was so. 00:30:18
Things were handled even in, yes. 00:30:23
Fantastic. I'm so glad to hear that. Thank you. You're welcome. 00:30:27
And. 00:30:32
Next item on the agenda? Oh. 00:30:34
I am not going out for public comment on each of these items. There being no member of the public here, I think that's OK 00:30:38
hopefully. 00:30:41
UMM outreach, communications and community involvement. This is Carla's UH effort that has been joined by Tom. So Carla and Tom 00:30:46
are our subcommittee and I will ask for an update. 00:30:53
Yeah. So Carla and I'm being relatively newbies here, we we basically were just engaged in some kind of a factual investigation 00:30:59
about what the library currently is doing. And so we sent Diana a number of questions and she very hopefully tried to answer all 00:31:07
of her questions. And so, for example, we tried to ask who is in charge of. 00:31:15
Various outreach programs and and Diana confirms that she is the one in charge of adult. 00:31:24
Programs and. 00:31:30
Another staff person is in charge. 00:31:32
Children's programs and and that Diana apparently is also in contact with senior residences, I guess Canterbury Woods and. 00:31:35
Pacific Views and apparently she goes there on a regular basis and tries to provide some library services. 00:31:44
For those people as well as some local hospitals. 00:31:52
Mary goes to preschools and elementary schools to try to encourage children to come to the library. 00:31:56
And Diana informed us that during the COVID period, all the programs including children's programs were virtual obviously, but now 00:32:04
the programs are coming back into the library and. 00:32:11
I guess Dan is also perceiving a need for more adult programs in the library as well. 00:32:18
Apparently there are plans to add two more computer stations. 00:32:25
In the early next year, although apparently the demand for computers does not seem to be. 00:32:31
Over rounding, but apparently two more computers could be could be used by the public. 00:32:37
Diana currently is the person who is planning adult evening adult programs and these topics apparently are are discussed with 00:32:44
other staff with Diana and they make some determination and screening of what? 00:32:51
What would be the best? I wondered whether there was any means of. 00:32:59
Determining how many people come to events or how many people come to the library. Apparently they have some system that counts 00:33:04
the number of people who come through the door. So as Diana was reporting tonight, had some pretty specific information about some 00:33:09
of the recent adult events at. 00:33:15
At the library and she informs me that they publicize events in many different ways, including social media, newspapers, Flyers. 00:33:22
Posters, so they make an effort to try to publicize. 00:33:30
All the events. So anyway, those are just some of the things that we were asking Diane about and she gave us. 00:33:34
Some pretty helpful information. 00:33:39
Wonder. 00:33:42
Questions or. 00:33:44
Thank you for the update. This is very interesting for me. 00:33:47
Very good education. 00:33:52
And. 00:33:53
I. 00:33:55
Well, I'm pleased that members of the board are able to contribute. 00:33:56
Especially Carla with a marketing background in figuring out systematically how we can figure out. 00:34:02
What's happening And then? 00:34:08
If there are any, identify any gaps we might be able to fill. 00:34:11
Hearing no further comments, are we move on to new business? 00:34:16
And the first item is. 00:34:22
We're revisiting meeting schedule because when we agreed on the 1st Tuesday. 00:34:24
We I was unaware that I created a collision with library board meeting. I'm sorry, museum board meetings that occur at every 00:34:32
quarter. 00:34:37
So in November and July with our schedule, we would need to have a short meeting in order to be done for the library board to 00:34:42
start at 5:00. 00:34:47
Yeah. Same, you're you're right. May, November and May. Thank you, November and May. 00:34:56
So. 00:35:03
One possibility, a simple one that might get us out of this potential collision or need to rush our meetings. 00:35:05
Is to hold our board meetings earlier. 00:35:13
Say it. 00:35:17
So I wanted to test the idea of whether 3:00 on the 1st Tuesday, having agreed it doesn't work for Carla. 00:35:19
I'm sorry, it doesn't work for Alicia. 00:35:28
Alicia is not eligible for retirement yet, so she's working. I can make it work. 00:35:31
OK, so another possibility. 00:35:37
We agreed that the the Tuesday was better than the Mondays, so and you know, I'd really like to keep it on a Tuesday, so one 00:35:41
possibility that's a little more complicated. 00:35:46
Is. 00:35:52
Or 6 * a year, but to avoid the conflict with the museum board by meeting two months in a row. 00:35:55
And then having a two-month gap so we could. 00:36:05
And another possibility would be to meet only four times a year and avoid those conflicts. 00:36:13
And another possibility is to go back to the drawing board and try to find a date and time that works that is not on a first 00:36:18
Tuesday. 00:36:23
So I'm opening it up for discussion. 00:36:29
I think the least invasive change would just have make it at 3:00. 00:36:32
Make it at 3:00 can you as long as yeah if if Carla. 00:36:38
If that works for her and we'll definitely. 00:36:41
So is that going to work for people? I'm sorry for the inconvenience for you. 00:36:45
And appreciate you being a volunteer, given that you are not one of the retired people. 00:36:52
We appreciate volunteers like you a great deal, but let's go forward with the 3:00 timing. 00:36:57
And. 00:37:04
Go ahead, Diana. 00:37:04
Is that for every meeting then will be 3:00. Not just the two that are conflicting. Every meeting would be 3:00. 00:37:06
And that keeps it simple. That gives us the opportunity to meet six times a year and I'm confident starting at three that we will 00:37:16
be out of here ahead of the museum board. 00:37:20
Or we could call a special meeting and for whatever reason, we had a marathon meeting. 00:37:26
Thank you all for your patience with this. It's difficult to move. 00:37:32
Obligations like this, but I the one thing I did learn from. 00:37:38
The prior discussion is the Tuesday timing is better for the staff at the library. It's better for most of us. So I'm glad that 00:37:43
we're able to hang in there and do a Tuesday. 00:37:49
So do you think I think I should probably do this by motion? 00:37:55
So I'll entertain a motion to move our meeting time on the first Tuesday of every other month to 3:00 PM. 00:38:00
Can I hear motion? So moved, so moved by Tom? Did seconded by Alicia, all in favor? 00:38:09
Did we hear from Carlo or what What her vote is? She isn't voting today but before the the. 00:38:20
Meeting her first choice was to move to three of the options I outlined. OK, good. I checked it out with her before the meeting. 00:38:27
Thank you. 00:38:31
Yeah. 00:38:36
So thank you for. 00:38:37
Your help as we lurch through some of these changes in my my language. 00:38:40
And then future agenda. 00:38:45
For. 00:38:48
To get you up to speed, it's been my practice in other arenas, like outside the public. 00:38:50
To collect agenda items offline in advance of the meeting, but I've been educated that for these public meetings. 00:38:59
We want to set our agendas in public, so the one thing I would like to add to a future agenda is that question that you brought 00:39:07
up, Diana. 00:39:12
That is flown out of my mind about participating in. 00:39:18
A group that would have representatives from every. 00:39:23
Board. 00:39:27
And I didn't let that get away from me. I think we need to do it with an agenda item that needs to be on a future agenda. 00:39:29
So I will add that to the agenda for our next meeting and we can have a discussion make a decision about whether we want to 00:39:36
participate in that activity. 00:39:40
Any other thoughts for a future agenda? 00:39:45
Anything, Diana. Excuse me, you'll have assuming. 00:39:55
Do all my homework and get all this to you. You can discuss the volunteer. 00:40:00
I'll carry that forward under outgoing business. So we'll carry forward that we may. 00:40:06
I. 00:40:13
Umm. 00:40:14
I think it sounds like the art got to. 00:40:15
Despite my best efforts. 00:40:19
It's always good. It's it's all good. 00:40:23
You can go on to Saint Mary's now and go pick up a piece of art. We will carry forward the discussion of outreach. 00:40:26
And marketing Carlos and Tom's committee and we'll carry forward maybe just one more time the. 00:40:36
Extraordinary contribution by volunteer recognition thing do we have now in Diana or anyone? Do we have a workable policy 00:40:43
regarding? 00:40:48
Donations of artwork going forward. 00:40:54
We do, OK. 00:41:01
OK, so the the only issue was deaccessioning. 00:41:02
Work. We were fine about future work pieces that. 00:41:08
That we didn't have provenance, didn't know the artist, didn't know the donor. You know, now we have it in place. If anyone wants 00:41:12
to donate art, there's a form, There's a process. 00:41:18
So that we won't be in this situation. 00:41:25
Again. 00:41:28
And it probably that that does raise a question because these items that. 00:41:31
We could identify had been purchased, not donated. So do we have it? Does purchased art go through that same process so we have 00:41:36
all the records and remember why we did it? 00:41:41
I think because. 00:41:49
The accession, they were donated to the Friends. Oh, I see. So I mean, we do have that inventory of items that were deaccessioned 00:41:51
and we can. 00:41:57
Add in the note column that. 00:42:04
Don. 00:42:07
To the friends and so I'm sorry. 00:42:08
I assumed very clearly. 00:42:12
It sounded as if in those items to be deaccess. 00:42:14
A prior library director. 00:42:18
Excuse me, remembered that they had actually been purchased. 00:42:21
Rather than donate it. 00:42:25
Right. 00:42:27
There were just three that had been that he identified as having been purchased. So now my question is our form. 00:42:29
Governs, donations, Do we also have something in our procedures? 00:42:39
To keep the right records if we buy something. 00:42:44
I'll have to look into that. Thank you for adding that one. Yeah, let's follow up on that one because that could, you know, they 00:42:49
could that could fall through the cracks. The library's been around a long time. 00:42:55
And unless we have some record keeping process. 00:43:00
It could. You know things. 00:43:04
Fall through the cracks, OK? This has been a good meeting for finding things falling through. 00:43:07
It's been very good. So on that note. 00:43:13
Having reached the end of our Umm. 00:43:18
Meeting, I'd like to thank everybody and we'll look forward to meeting. 00:43:22
On the 2nd of January 2024. 00:43:28
We are adjourned. 00:43:32
Yes, we're adjourned. 00:43:37
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Hi, good afternoon. 00:00:05
Welcome to our meeting of the Library Advisory Board. 00:00:08
I would welcome Tom Odom, who is newly appointed to the board and attending his first meeting. 00:00:14
I'm at Tama over chair and. 00:00:21
Alicia Perez is also in attendance. We have a quorum. 00:00:24
Our secretary, Carla Nielsen, is attending by Zoom but not participating, So she's here in her role as secretary to take our 00:00:29
notes. But the three of us comprise the Quorum and the active participants in this meeting. 00:00:36
Umm. 00:00:45
I. 00:00:47
Ask as the next item on our agenda for any comments for changes or additions to the agenda. 00:00:49
Hearing none. 00:00:59
I believe without objection, our agenda is approved. 00:01:01
We have Commission and staff announcements and I will start as a member of the Commission. 00:01:06
Just. 00:01:12
Make sure everybody's aware that our meeting format newly implemented for the City Council and for this board in concert. 00:01:13
Is that members of the public are who are in the room will be able to make public comments on in general public comments or on any 00:01:22
agenda item. 00:01:29
Well, we welcome people to join by Zoom. We will not make commenting available to those folks, and we always welcome e-mail 00:01:36
comments received prior to the meeting. 00:01:42
Does anyone else on the Commission have an announcement? 00:01:50
Hearing none, I'll pass it over to staff for their announcements. 00:01:55
Thank you, Tama. 00:02:04
So this is Diana Godwin, Library Director and I want to talk about staffing initially. And the first item is that I have announced 00:02:07
my retirement. 00:02:13
From the City of Pacific Grove and the library. 00:02:19
My last day at the library will be December 29th. 00:02:23
There is currently a recruitment for a library director we're hoping to recruit from. 00:02:28
Within the library an internal promotion. 00:02:33
The boosting closes on Friday. 00:02:38
Actually Sunday the 12th of November. 00:02:41
In addition, we have one of our library clerks whose husband is in the Naval Postgraduate School and he's finished his program and 00:02:45
they are sending him to DC. 00:02:51
So she will be giving notice in December. We were hoping she would be able to stay through the school year because they have two 00:02:58
school age children. 00:03:01
More on that at the beginning of the year. 00:03:08
The library will be closed on Friday. It's the city holiday observation of veteran's day and we will be open on Saturday. 00:03:12
November 11th Monterey Public Library is doing the exact opposite. So they will be open on Friday and closed on Saturday. And 00:03:21
that's great for our patrons because. 00:03:27
They'll be able to go to one library or the other. 00:03:34
The library is also closed, uh, Thanksgiving, November 23rd through 25th. Both Mary and I will be out that entire week, the 18th 00:03:37
through the 25th. 00:03:43
Our children's programs have been going really well. We had the Haunted library. 00:03:50
Right before Halloween. 00:03:57
At least 300 and. 00:04:00
People go through the haunted library very, very well attended and actually the dueling. 00:04:03
Excitement of having the haunted library inside the library and outside. They were demolishing the building across the street, so 00:04:11
we had people running over to go through the library and then running back out and watching the machinery was quite exciting. 00:04:18
On Lego Night, November 1st, our youth ambassador Vanessa helped us out, which was really great. We have bilingual story time 00:04:26
coming up this Saturday and also the 2nd Saturday in December. We're not doing build it in November because of the Thanksgiving 00:04:34
holiday. 00:04:41
Our teen programs today. 00:04:49
Banana sushi. 00:04:52
My fact right. 00:04:53
And in December she's got a Teen Holiday bingo as well as a Teen paint party on the 13th and that is full. We've had space for 10 00:04:56
and. 00:05:01
Signed. 00:05:08
The Youth Ambassadors are staffing teen tech and assisting us with getting the word out at the High School for Teen Events and our 00:05:10
Fall series. 00:05:15
In the gallery is the Ourselves We Sing exhibits. The closing reception for that is January 5th, 2024. 00:05:21
We have the Monterey Bay Poetry Consortium. They met in October with Osama Esper and Farnaz Fatimi. 00:05:30
And they meet the 2nd Saturday of each month. November 11th we have Marie Butcher and Elliot Rukowitz Roberts. In December it's 00:05:38
Jeff Irwin and Heather Fletcher. 00:05:44
As part of our Fall series, we had Daniel Summer. 00:05:52
On October 20th, with about 49 people, November 3rd, we had Georgina Marie Guadalo. 00:05:56
And had about 63, which was. 00:06:04
November 17th we'll have Watsonville. 00:06:06
Poet Laureate Robert Gomez. 00:06:10
Our Move or mobile outreach vehicle Electric. 00:06:13
They came up with a design that we approved and our partners at California State Library also approved. It had to follow, you 00:06:19
know, the logos and everything had to be just right. 00:06:26
We're waiting to hear from Sign Works when we can deliver the vehicle for the final wrap. It's at Public Works currently. 00:06:34
And has a designated parking and charging spot behind the fire department when it is already it's going to, we're going to bring 00:06:44
it here for a City Council meeting so that the mayor and the council can. 00:06:50
Get credit for it. 00:06:57
And show it off to everybody. 00:06:59
And have a kind of a big kickoff, so that'll be fun. 00:07:02
The generator we've discussed before and nothing has come up with that now that we have an interim city manager, Robert Perrault. 00:07:06
I will be speaking with him. 00:07:16
Next week about that. 00:07:18
And then the last thing I have is I know I brought this up before, but a decision wasn't really made yay or nay. 00:07:22
Kathy Chief Madeleine. 00:07:31
Has thought it would be good to have a joint working group with representatives of all the different boards to meet, just to see 00:07:33
that everybody's on the same page. And so if you want to have a representative on that group, you can let me know and then I can 00:07:40
let Chief Madeline know. 00:07:46
OK, that's all I. 00:07:53
Any questions? 00:07:56
Does the board have any involvement in the recruitment of the new director or do we have any? 00:08:10
Not really. 00:08:18
They usually for city employees, especially at the director level, they usually. 00:08:21
Have another director of a another city department be on the panel. 00:08:27
Myself, I will be on the panel and then we usually try to get somebody else in that same field, so maybe we'll have Monterey's 00:08:34
director, Brian Edwards. 00:08:39
And you know, that's, that's. 00:08:45
I will note. 00:08:56
I highly recommend retirement. I've enjoyed mine a great deal and and I hope you enjoy yours as well and if there is something 00:08:58
that is. 00:09:04
Planned to give you a send off. Please let everyone know so that we can participate. We would appreciate that a lot. 00:09:10
Thank you and as I. 00:09:19
Mention to everybody when this comes up because I get a lot of, you know, really sweet. 00:09:21
Feelings. They help people, you know care. And I live in Pacific Grove, so I'm not going anywhere and I will be continuing to do 00:09:28
the outreach. 00:09:33
The very next week I will be doing it, so I will be volunteering for the library and then that's all I'm agreeing to at this 00:09:40
point. 00:09:44
I've been counseled by various people not to take too much on right away. 00:09:49
Give it some time. Thank you. 00:09:55
You're quite welcome. Thank you. 00:10:01
I have to go back to. 00:10:06
Agenda here and. 00:10:09
Device went to sleep. 00:10:11
Paper never does that, so that's one of the advantages of. 00:10:13
Of using paper. Legal pads are not bad either. 00:10:17
So the next item on our agenda is council liaison announcements. So welcome. 00:10:23
Lori. 00:10:28
McDonald to. 00:10:29
Hello. Good to see you guys again and welcome. It's so great to see you, Tom. Welcome to the board. So yeah, we've had kind of a 00:10:32
lot going on since we had our last meeting 2 weeks ago as Diana. 00:10:38
Mentioned, we have now approved the city, the interim city manager contract and so Robert Pearl, he started actually yesterday. So 00:10:44
we're happy to have him on board and working with us. And we've also in our long term search for the permanent city manager, we've 00:10:50
directed this city attorney to prepare the resolution establishing the job description for that. So we have that process beginning 00:10:56
as well. 00:11:02
And we also welcome Lou Bauman as our Interim CDD Director. So we're really happy to have him on board. And in a related note, we 00:11:10
did submit our housing element. The City Council approved the draft housing element. 00:11:16
And then that was submitted on November 11th. So we're on our way in that process. So I know everybody's very happy to have that 00:11:22
at least proceeding through the steps. 00:11:27
We also approved the memorandum of understanding with a general employee employees association and the management employees 00:11:33
association and the salary and benefits enhancements for the department heads, the non represented management and the confidential 00:11:39
group employees. So those are all basically. 00:11:45
Starting to join up on the same tracks now and then. We also held the first reading on 2 ordinances related to cannabis. One was 00:11:51
establishing the licensing regulations and the other the business zoning regulations. So we directed that that summary be 00:11:58
published via the City Manager and I expect it will be back for a second reading probably soon. 00:12:05
So those are our key points. Any questions? 00:12:13
OK. Thanks for your update. Appreciate it a lot. 00:12:20
So next on our agenda are general public comments. 00:12:24
And we have no members of the public present in the room. I will note that I got a. 00:12:27
An e-mail comment from. 00:12:35
Inger Lawrence. 00:12:38
Who expressed concern for our format where we are not permitting people who join our meetings by Zoom to make comments in the 00:12:41
general comment period or on any of the agenda items. 00:12:47
And she indicated that she feels she has lost her voice in this process. 00:12:54
Moving on to. 00:13:02
Our next agenda item is approval of the minutes which Carlos so beautifully prepared from our prior meeting. 00:13:04
Are there any comments or questions or corrections related to the Minutes? 00:13:11
So on this item, I will hear a motion for approval of the minutes of our meeting of September 11th. I move that the minutes be 00:13:20
approved. That's Tom. 00:13:25
And seconded by Carla. 00:13:32
All in favor. 00:13:35
Aye. 00:13:37
So that passes unanimously 30. 00:13:38
On our regular agenda, unfinished and ongoing business. 00:13:44
First item is this non monetary contribution? 00:13:48
Project that we've had going and it was my action for from the last meeting. 00:13:53
To draft a policy and a form for implementing that process. 00:14:00
I will note that in reading the agenda packet, I've already found 4 typos in those documents. 00:14:05
Which I? 00:14:13
Note fairly quickly. 00:14:15
In the. 00:14:25
The. 00:14:31
First line in the last paragraph should read Meeting at a meeting of the City Council rather than a meetings. 00:14:35
The. 00:14:48
First sentence under. 00:14:49
It should read contribution to the library rather than contribution to library. 00:14:51
Um. 00:15:03
There is a the instead of they instead of. 00:15:06
In. 00:15:11
The last sentence of the second to the last paragraph. 00:15:14
And then on the nomination? 00:15:20
There is. 00:15:27
In the last sent. 00:15:36
Right before the paren. 00:15:39
Ten years or the equivalent is how it should read, so I apologize for for these. I'll blame it on typing with one hand, but. 00:15:42
I still should be able to pre read my own documents, so with those corrections I'd like to open up. 00:15:50
Discussion for any clarifying questions from the Commission. 00:15:59
Are there any questions you have for clarification? 00:16:06
At that point we would take it out for public comment, but we have no members of the public here and now we can bring it back for 00:16:09
discussion. 00:16:13
What discussion do you have? Would you like to have over over these? 00:16:18
Fairly basic draft documents. 00:16:23
Well, I'm, I'm sorry Tim, I I don't recall the merits of the determination. So, So what could you briefly describe the standards 00:16:26
that are being proposed and who's going to determine whether the standards are met so the I didn't have. 00:16:34
So all we've said in terms of standards is very general extraordinary. 00:16:44
Contribution over 10 years over a decade of service. 00:16:50
Or equivalent and contributions to. 00:16:54
Get my document out here. 00:16:59
So what we've talked about extraordinary contributions to programs, services, growth or innovation. 00:17:02
So it's relatively general and it the deciding body would be the. 00:17:09
Chair of this board. The chair of. 00:17:16
And the library director. 00:17:20
So if there were interest in someone trying to flesh out the criteria more, we could. 00:17:26
And then we discussed how the recognition might be to bring you up to speed. Tom, we have quite a discussion about. 00:17:35
Whether we would put this recognition on a plaque, you know and decided that. 00:17:42
It's the nature of the library and its spaces that a plaque like this is. 00:17:48
Not a great fit. So the idea is to create something like a little iPad display. 00:17:57
Because I've seen this at. 00:18:07
Institutions where an honored volunteer there would be a little write up, you know, photograph. 00:18:10
Much more detailed language about the contribution they'd. 00:18:20
Umm. 00:18:24
And. 00:18:28
You know, make it, make it colorful, make it exciting. Make it something people be interested in reading. 00:18:30
In our. 00:18:35
Do you have a comment? 00:18:37
I did want to say that and I thought we talked about this, but I didn't see it in the the documents that. 00:18:41
The iPad or screen or something like that is a great idea because you can flesh it out. You can put more information on there and 00:18:49
change it, but for something more permanent. 00:18:54
There is an area of the window. 00:18:59
Above the door to the kids room that it's, you know, it's right there and I think that would be another place that you could 00:19:02
actually. 00:19:07
You know. 00:19:11
Put the title, you know what what you were thinking of, and then people's names along there, and there may even be more room on 00:19:13
the next side to the right. 00:19:19
Where currently it's all the people who contributed to the Joe Rock Children's Room, which already has. 00:19:25
A name you know it's already there, so in future. 00:19:32
That area could. 00:19:36
Also used. 00:19:38
So are you recommending? Is that what you're recommending is that we make a permanent display on a window as well? I think that's 00:19:40
up to you, but it just would be something that would be. 00:19:45
You know, it's there. I think people like seeing their names on the window. 00:19:50
And. 00:19:55
Yeah. 00:19:57
So but again it's it would be up to the board to decide just because we can't as we discussed the plaques. 00:19:59
I'm open to that to add to this that we would also. 00:20:07
Display the name somewhere permanently on a window. I'm open to that. Yeah, I think that would be nice. 00:20:12
The other thing that occurred to me is, is there an opportunity to name this award in a colorful way? 00:20:19
So like the Lucille Packard Award is the equivalent volunteer award at the aquarium. 00:20:26
Have. 00:20:34
Perhaps you could put some thought into some early librarian, or sure, I don't know if you could call it the Carnegie Award, if 00:20:36
that would be allowed or suitable Carnegie or the, you know, just there's like the. 00:20:41
The first librarian, the, you know, the several librarians who were very instrumental. That would be great. And they're also, I'll 00:20:48
talk to Judy Wills at the Friends and Foundation because there are funds that are in a volunteer kind. 00:20:56
To support and appreciate volunteers, so there could be some funds that could help set something like this up. 00:21:04
So it sounds as if since this is not an emergency. 00:21:13
What we could do is bring this back to the board one more time with the suggestions that we've heard from this discussion. 00:21:20
And and cram this into Diana's last six weeks. 00:21:28
At. 00:21:35
At the library and just, you know, rather than try to make those decisions and craft the document today, why don't we bring it 00:21:37
back one more time So we'd be bringing it back in January after you're gone, but we could get all of your contributions into it 00:21:42
before then. 00:21:47
Any other comments, concerns, questions? Yeah, in the section where it's discussed how the nominees will be reviewed, Do do we 00:21:54
want to put in some contingencies if those three named positions can't be there? The director of the library. 00:22:02
Chair of this Commission and the chair of the Friends. Would we want to do it with fewer people? Do we wait for those people? 00:22:12
Do we find, you know, the next best person from that? Because there's going to be some vacancies or I could say, or their 00:22:21
designees? Sure. 00:22:25
Yeah, why don't I do that? I did. The reason we didn't talk about this board doing it is. 00:22:29
The nature of the process. 00:22:37
You don't want a public discussion of a nomination like this. 00:22:39
Before. 00:22:44
Know whether it's going to be accepted or not. That's just very, very awkward. So the simple thing to do was to have one 00:22:46
representative, but we could Another change we could make is those three people. 00:22:53
They seem to be the right people, yes. The director, the and the two supporting organizations and we could say or their designees, 00:23:00
Yeah, yeah, I think that's good. 00:23:05
I have another thought. 00:23:12
Oh, is would it behoove us to put? 00:23:14
Numbers around this like no more than so many per year. I know this is new. We might have more people at the Advent. I'm not. I'm 00:23:22
not sure there's going to be like an overrun on nominees, but. 00:23:27
Is there, you know, I'm looking over in Diana's direction because I don't have enough familiarity with. 00:23:35
With the volunteer. 00:23:41
You know, if we were doing at this at the museum where I am more familiar, there might be as many as three people you could think 00:23:47
of in the first year. 00:23:51
Well, I think you reached out to Sandra and weren't she didn't have records going back, right, You know, so we would just have to 00:23:55
use what we had, you know in the last 10. 00:24:01
So it might take a little while to figure out, but I don't think it would be a lot of people that would meet the criteria that 00:24:10
you're describing. I think it'd be good to give everyone discretion about how many people they wanna honor. I'd be, yeah, I don't 00:24:16
think there's any reason to limit it. 00:24:21
Yeah. And you know, if you kick this off in the first year and you had three, that would be a nice problem to have, right? 00:24:26
And I didn't say it was going to be an annual award. I don't think that your volunteer crew is big enough to to justify that 00:24:34
necessarily. 00:24:39
So. 00:24:44
Yeah, sounds like. 00:24:46
Reaching some sort of consensus on the next step here. 00:24:48
Well, now I just our our volunteers for the friends or the foundation also. 00:24:51
Eligible for this award, I guess. I don't totally understand the scope of volunteering that. 00:24:58
Would be within this I mean the the friends and the foundation also support the library. 00:25:04
Right. Do you think, do you think have you been, I had been thinking of this as a pooled? 00:25:11
Volunteer core for friends and the. 00:25:16
Why? And the city volunteers. But again, I can talk to the friends and Foundation. They have a meeting on Thursday. 00:25:19
And in the past like we've I guess saying we have this fund. 00:25:29
Started out in probably 20/15/2016 to try to create a volunteer coordinator. 00:25:35
Because it was just a staff member who was doing it at the library and it was very time consuming. 00:25:43
But then around the time they got this grant money to try to bring in somebody to organize things, the city got. 00:25:50
Volunteer coordinator. 00:25:58
And that eliminated, you know, really the needs. We've been trying to figure out ways to use that those funds to appreciate the 00:26:00
volunteers or you know something like that And whenever I talk to Judy. 00:26:07
About. 00:26:13
The Friends and Foundation volunteers, even like the people who work at the book sale, don't really want to be they they consider 00:26:16
themselves something different than the people who volunteer. 00:26:22
Every week at the library. 00:26:28
So I'd have to talk to the friends to. 00:26:30
What their thoughts would be, I think they're just all very self effacing. And yeah, it would seem to me that it wouldn't be 00:26:33
inappropriate to consider, for example, those who are actively involved. 00:26:39
The. 00:26:45
Fundraising for the renovation of the library or something, I mean that was a very important. 00:26:45
Step of the library and I I don't know if any of those people have been recognized in any significant way, so. 00:26:50
I don't know. Most of the people who were involved in that have been recognized, at least on the window because they gave. 00:26:59
You know, a quantity of money. OK, yeah. But again, this is something we can, right? And I had been thinking about this as as 00:27:07
broader than. 00:27:12
You know, sometimes when we talked about this before, sometimes a volunteer who does a remarkable amount of. 00:27:18
Creates A Markov benefit for an organization. Isn't a formal volunteer. 00:27:29
It could be a community member who helped. 00:27:34
You know the fundraising events for years, or a board member even. 00:27:37
Um. 00:27:43
So I had been thinking about this kind of broadly, so if you could. 00:27:44
So that so that I can bring this detail back to this. 00:27:49
If you could check in with the friends and see if they. 00:27:53
See this as something inclusive. 00:27:58
That would be ideal in my mind is if it's, you know, an inclusive kind of thing, I will do that. 00:28:01
It's funny I you know, I made this broad assumption about how this is going to work and. 00:28:09
Any other good questions? Good discussion. 00:28:15
And. 00:28:21
We have. 00:28:25
So we have two other. 00:28:27
Items we need to. 00:28:31
Deal. 00:28:33
Quickly, plus our future agenda. 00:28:35
The next item on our agenda is just a quick update I think, on the art collection. 00:28:41
Yes, and I must admit that my notes failed me. 00:28:47
I failed myself upon my notes last I wrote down. Angela will post the list on the website of the art DVD commissioned, and a 00:28:51
critical part of that was I was going to work with her to do that. I failed to do that. I will do that imminently. 00:28:58
There were some art pieces for sale at the at the Saturday Book sale last weekend, so maybe I don't know if those were some of 00:29:09
those or not, but yes. 00:29:13
Yes, those were. And based on our last meeting here where we were, I was directed. 00:29:19
Have things posted? We came up with actually a poster like a wanted poster. 00:29:27
And we asked the public if they knew of these pieces. 00:29:34
And we. 00:29:38
No response, except for the former director of the library remembered several pieces had been purchased. 00:29:39
Just. 00:29:48
To beautify the library. 00:29:49
You know no other reason and so at that. 00:29:52
You had directed me to carry on with the deaccession. 00:29:58
Which we did, and we sent things down to the book. 00:30:05
And. 00:30:10
Have been selling things, so it's helping helping the library in that way. 00:30:11
Good. I think that was where you know where where our intent was so. 00:30:18
Things were handled even in, yes. 00:30:23
Fantastic. I'm so glad to hear that. Thank you. You're welcome. 00:30:27
And. 00:30:32
Next item on the agenda? Oh. 00:30:34
I am not going out for public comment on each of these items. There being no member of the public here, I think that's OK 00:30:38
hopefully. 00:30:41
UMM outreach, communications and community involvement. This is Carla's UH effort that has been joined by Tom. So Carla and Tom 00:30:46
are our subcommittee and I will ask for an update. 00:30:53
Yeah. So Carla and I'm being relatively newbies here, we we basically were just engaged in some kind of a factual investigation 00:30:59
about what the library currently is doing. And so we sent Diana a number of questions and she very hopefully tried to answer all 00:31:07
of her questions. And so, for example, we tried to ask who is in charge of. 00:31:15
Various outreach programs and and Diana confirms that she is the one in charge of adult. 00:31:24
Programs and. 00:31:30
Another staff person is in charge. 00:31:32
Children's programs and and that Diana apparently is also in contact with senior residences, I guess Canterbury Woods and. 00:31:35
Pacific Views and apparently she goes there on a regular basis and tries to provide some library services. 00:31:44
For those people as well as some local hospitals. 00:31:52
Mary goes to preschools and elementary schools to try to encourage children to come to the library. 00:31:56
And Diana informed us that during the COVID period, all the programs including children's programs were virtual obviously, but now 00:32:04
the programs are coming back into the library and. 00:32:11
I guess Dan is also perceiving a need for more adult programs in the library as well. 00:32:18
Apparently there are plans to add two more computer stations. 00:32:25
In the early next year, although apparently the demand for computers does not seem to be. 00:32:31
Over rounding, but apparently two more computers could be could be used by the public. 00:32:37
Diana currently is the person who is planning adult evening adult programs and these topics apparently are are discussed with 00:32:44
other staff with Diana and they make some determination and screening of what? 00:32:51
What would be the best? I wondered whether there was any means of. 00:32:59
Determining how many people come to events or how many people come to the library. Apparently they have some system that counts 00:33:04
the number of people who come through the door. So as Diana was reporting tonight, had some pretty specific information about some 00:33:09
of the recent adult events at. 00:33:15
At the library and she informs me that they publicize events in many different ways, including social media, newspapers, Flyers. 00:33:22
Posters, so they make an effort to try to publicize. 00:33:30
All the events. So anyway, those are just some of the things that we were asking Diane about and she gave us. 00:33:34
Some pretty helpful information. 00:33:39
Wonder. 00:33:42
Questions or. 00:33:44
Thank you for the update. This is very interesting for me. 00:33:47
Very good education. 00:33:52
And. 00:33:53
I. 00:33:55
Well, I'm pleased that members of the board are able to contribute. 00:33:56
Especially Carla with a marketing background in figuring out systematically how we can figure out. 00:34:02
What's happening And then? 00:34:08
If there are any, identify any gaps we might be able to fill. 00:34:11
Hearing no further comments, are we move on to new business? 00:34:16
And the first item is. 00:34:22
We're revisiting meeting schedule because when we agreed on the 1st Tuesday. 00:34:24
We I was unaware that I created a collision with library board meeting. I'm sorry, museum board meetings that occur at every 00:34:32
quarter. 00:34:37
So in November and July with our schedule, we would need to have a short meeting in order to be done for the library board to 00:34:42
start at 5:00. 00:34:47
Yeah. Same, you're you're right. May, November and May. Thank you, November and May. 00:34:56
So. 00:35:03
One possibility, a simple one that might get us out of this potential collision or need to rush our meetings. 00:35:05
Is to hold our board meetings earlier. 00:35:13
Say it. 00:35:17
So I wanted to test the idea of whether 3:00 on the 1st Tuesday, having agreed it doesn't work for Carla. 00:35:19
I'm sorry, it doesn't work for Alicia. 00:35:28
Alicia is not eligible for retirement yet, so she's working. I can make it work. 00:35:31
OK, so another possibility. 00:35:37
We agreed that the the Tuesday was better than the Mondays, so and you know, I'd really like to keep it on a Tuesday, so one 00:35:41
possibility that's a little more complicated. 00:35:46
Is. 00:35:52
Or 6 * a year, but to avoid the conflict with the museum board by meeting two months in a row. 00:35:55
And then having a two-month gap so we could. 00:36:05
And another possibility would be to meet only four times a year and avoid those conflicts. 00:36:13
And another possibility is to go back to the drawing board and try to find a date and time that works that is not on a first 00:36:18
Tuesday. 00:36:23
So I'm opening it up for discussion. 00:36:29
I think the least invasive change would just have make it at 3:00. 00:36:32
Make it at 3:00 can you as long as yeah if if Carla. 00:36:38
If that works for her and we'll definitely. 00:36:41
So is that going to work for people? I'm sorry for the inconvenience for you. 00:36:45
And appreciate you being a volunteer, given that you are not one of the retired people. 00:36:52
We appreciate volunteers like you a great deal, but let's go forward with the 3:00 timing. 00:36:57
And. 00:37:04
Go ahead, Diana. 00:37:04
Is that for every meeting then will be 3:00. Not just the two that are conflicting. Every meeting would be 3:00. 00:37:06
And that keeps it simple. That gives us the opportunity to meet six times a year and I'm confident starting at three that we will 00:37:16
be out of here ahead of the museum board. 00:37:20
Or we could call a special meeting and for whatever reason, we had a marathon meeting. 00:37:26
Thank you all for your patience with this. It's difficult to move. 00:37:32
Obligations like this, but I the one thing I did learn from. 00:37:38
The prior discussion is the Tuesday timing is better for the staff at the library. It's better for most of us. So I'm glad that 00:37:43
we're able to hang in there and do a Tuesday. 00:37:49
So do you think I think I should probably do this by motion? 00:37:55
So I'll entertain a motion to move our meeting time on the first Tuesday of every other month to 3:00 PM. 00:38:00
Can I hear motion? So moved, so moved by Tom? Did seconded by Alicia, all in favor? 00:38:09
Did we hear from Carlo or what What her vote is? She isn't voting today but before the the. 00:38:20
Meeting her first choice was to move to three of the options I outlined. OK, good. I checked it out with her before the meeting. 00:38:27
Thank you. 00:38:31
Yeah. 00:38:36
So thank you for. 00:38:37
Your help as we lurch through some of these changes in my my language. 00:38:40
And then future agenda. 00:38:45
For. 00:38:48
To get you up to speed, it's been my practice in other arenas, like outside the public. 00:38:50
To collect agenda items offline in advance of the meeting, but I've been educated that for these public meetings. 00:38:59
We want to set our agendas in public, so the one thing I would like to add to a future agenda is that question that you brought 00:39:07
up, Diana. 00:39:12
That is flown out of my mind about participating in. 00:39:18
A group that would have representatives from every. 00:39:23
Board. 00:39:27
And I didn't let that get away from me. I think we need to do it with an agenda item that needs to be on a future agenda. 00:39:29
So I will add that to the agenda for our next meeting and we can have a discussion make a decision about whether we want to 00:39:36
participate in that activity. 00:39:40
Any other thoughts for a future agenda? 00:39:45
Anything, Diana. Excuse me, you'll have assuming. 00:39:55
Do all my homework and get all this to you. You can discuss the volunteer. 00:40:00
I'll carry that forward under outgoing business. So we'll carry forward that we may. 00:40:06
I. 00:40:13
Umm. 00:40:14
I think it sounds like the art got to. 00:40:15
Despite my best efforts. 00:40:19
It's always good. It's it's all good. 00:40:23
You can go on to Saint Mary's now and go pick up a piece of art. We will carry forward the discussion of outreach. 00:40:26
And marketing Carlos and Tom's committee and we'll carry forward maybe just one more time the. 00:40:36
Extraordinary contribution by volunteer recognition thing do we have now in Diana or anyone? Do we have a workable policy 00:40:43
regarding? 00:40:48
Donations of artwork going forward. 00:40:54
We do, OK. 00:41:01
OK, so the the only issue was deaccessioning. 00:41:02
Work. We were fine about future work pieces that. 00:41:08
That we didn't have provenance, didn't know the artist, didn't know the donor. You know, now we have it in place. If anyone wants 00:41:12
to donate art, there's a form, There's a process. 00:41:18
So that we won't be in this situation. 00:41:25
Again. 00:41:28
And it probably that that does raise a question because these items that. 00:41:31
We could identify had been purchased, not donated. So do we have it? Does purchased art go through that same process so we have 00:41:36
all the records and remember why we did it? 00:41:41
I think because. 00:41:49
The accession, they were donated to the Friends. Oh, I see. So I mean, we do have that inventory of items that were deaccessioned 00:41:51
and we can. 00:41:57
Add in the note column that. 00:42:04
Don. 00:42:07
To the friends and so I'm sorry. 00:42:08
I assumed very clearly. 00:42:12
It sounded as if in those items to be deaccess. 00:42:14
A prior library director. 00:42:18
Excuse me, remembered that they had actually been purchased. 00:42:21
Rather than donate it. 00:42:25
Right. 00:42:27
There were just three that had been that he identified as having been purchased. So now my question is our form. 00:42:29
Governs, donations, Do we also have something in our procedures? 00:42:39
To keep the right records if we buy something. 00:42:44
I'll have to look into that. Thank you for adding that one. Yeah, let's follow up on that one because that could, you know, they 00:42:49
could that could fall through the cracks. The library's been around a long time. 00:42:55
And unless we have some record keeping process. 00:43:00
It could. You know things. 00:43:04
Fall through the cracks, OK? This has been a good meeting for finding things falling through. 00:43:07
It's been very good. So on that note. 00:43:13
Having reached the end of our Umm. 00:43:18
Meeting, I'd like to thank everybody and we'll look forward to meeting. 00:43:22
On the 2nd of January 2024. 00:43:28
We are adjourned. 00:43:32
Yes, we're adjourned. 00:43:37
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