This meeting of the Board of Library Trustees.

And uh we may see you run through roll call.

Chair Delorier.

Trustee Silvera.

Here.

Vice Chair Petty.

Present.

Trustee Moreau.

Trustee Joshi present.

All of our trustees are present.

And from the staff side, and myself, Brian Edwards, assistant library director, Melissa McGee.

We have our intern Ariana.

And Julie and Neil here.

So table today.

Well, I'm sorry, do you say Ariana?

We can come with it.

I think all I need to do are.

Well, I'm not going to go to our our bad first name is Ariana.

So Ariana in English, yeah.

Are you from one of those?

Yes, I do.

Yeah.

Well, welcome.

We're lucky to have you.

Thank you.

Okay.

So there is so public presence.

And no.

I meant to start, so we would begin with the presentations.

Right.

We'll start with the presentation, but I don't have one in there.

Yeah, yeah.

So I just wanted to go over.

I don't have the physical items in here, but just wanted to let you guys know.

I don't want to screen.

But if you guys want me to share or talk more about this, but essentially our plan for what we call the memory, and this was part of what was in our MC Gibbs proposal for last fiscal year.

Last year, yeah.

And so last fiscal year, we I got a program called Memories of Monterey.

And with that uh raised funding and we received our new microfilm reader.

And one of the things for the background of that is that when we went to Windows 11, the last microfilm reader only worked up to Windows 10.

It didn't wasn't going to work with Windows 11.

And so this city was updating all that, so we had to get a new microfilm reader for all of that.

Um we then have gotten into agreements with MC Weekly to scan all of their old digital, all of their bound copies of Coast Weekly, coasting Monterey County weekly and have those hosted on our newspaper site.

And then the Monterey Peninsula Herald will be digitizing those as well.

But one of the projects we talked about in the MC GIFs proposal was to do a memory lab.

Now memory labs um started off with different public libraries up and across the state, the state of California.

Oftentimes these are what we call like a DIY memory lab where you just go into the library and there's equipment there for you to use.

But um we are looking at having it somewhat facilitated because what happens with technology and different devices right there is that often people get frustrated and get locked up.

We even have that with our public computers, public computers is pretty often printers, all of that copiers.

So, and it takes time to do this.

Most of these things you are doing a one-to-one conversion, meaning if you want to digitize an old VHS tape, you play the VHS tape at one-to-one speed, sit there and record it, right?

It's not like a fast forward and it just goes through a thing like microfilm best.

That's one thing I was wondering when I was reading about this.

Will it be possible on this for somebody who has I saw eight millimeter in the couple lines there?

So I'm just wondering, does that mean that either old super eight or eight millimeter filmed activities can be at least put on a disk, if not on a jump drive?

Yes.

So we already have the real time, not it real time.

So you would actually have it, and the way it works, the eight millimeter reader has a small screen on on it.

So it plays it, you see it on the device right in front of you, and then you're it records it out onto um whether you have your you know your HDMI cable to your own laptop or a hard drive or a USB drive, but you would have it on there.

So what we plan to do is like have basically one hour or two hour sessions because we know people are going to be recording like periods of time, but yeah, we have an eight millimeter super eight film reader, as well as the um so if your movie on the reel is an hour long, you'll have to sit there for an hour to transfer it.

Yeah, exactly.

So then there are things in phone, you know, I mean that's where some of these things, like where people have, and we're looking at this as we are not a professional service, right?

So if you want a professional service, we will say, you know, go online, go to these sites that if you want to have it expedited or pay for it, you'll pay extra.

But we want the we don't want the people also to come in and just say, here you go.

Yeah, this is for you, do it.

It's going to be facilitated in terms of the staff being there or volunteers to be there to set up, help them set up the equipment, take it down because um part of this would ends up happening the formats was buying items like the high eight and eight millimeter.

There are some of those things which are eight millimeters, a different type of cassette too.

We had those, you know, camcorders.

There's eight millimeter camcorder.

Yeah.

And so uh we bought what's called a photo print feed scanner.

Also, that's going to come in.

What those are great because if you have just like four by six photos, you slide them in like 30 at a time and it feeds them through scanning them in.

Suppose you have uh slides.

You know, people have those carousels of slides.

Yeah.

Can you do those?

Yes, you can digitize those, but you have to do one at a time.

You do them one at a time, you run it through, and it and it gives you a digital file for each one that you run through.

You can just mount a castle and say go.

No.

No, no, I think there are there may be some services that do that, which are very high-end feeders, but like I said, for us, we don't we just don't have that level of it.

We just pretend you're doing a presentation and you'd go one at a time to the audience, right?

Exactly.

And um exactly, and that's happens in this room.

Most likely, yes, in this room.

So we'll have we have already bought the cabinet.

I'm just gonna put it together.

The cabinet, we have basically um the the document scanner and the feed scanner for the and the film and the photos, the last thing, but we have the mini DV, which is a mini DV is one of like a high definition um cassette, and that one when the city was recording a lot of the videos 10 plus years ago.

So we have like in my office right now, I have two cassettes that are Ed Rickett's junior interviews, and that the city had done.

And so those ones are like we have stacks of these videos, but they're all kind of uh different ones that we're gonna try out on the VHS player, and like I said, it'll come in there, people come in, digitize their stuff, we'll put it on the program calendars, set aside times, and we're hoping that it will be really like a you know really a great service for people.

Wonderful.

And so we're really excited to do something like that, just putting it together.

Um is this mirror what other libraries have, I mean the equipment and the and the process.

Yeah, so I guess it's being done.

Yeah, I can say, like, you know, prior to this year, like a couple years ago when we had another local history librarian, Andres Garza, Andres was here.

Andres and I met several times to actually go over stuff, and I had actually built a memory lab at my last library, and that one we did slightly different because I had a larger grant.

I actually bought what's called a large format printer.

If you've seen large format printers allow you to do like up to 54 inch wide on reels, so you could do like maps, large posters, and we booked times for that.

So it's like a bigger copy machine.

Yeah, well, it's a plotter, it's like we know, but it'll take a big piece of paper.

Yeah, like a roll.

And you could just do like posters.

Um, but we had a lot more funding for that kind of thing in there, and but that one also what we did is we printed out guides, and I would have people check out a room in a space, and then it'd be like, Do you want to do a podcast?

Here's the equipment, you do it.

Yeah, but it was that side of like going back to it of like people going in the room and then saying, like, I don't know how to use this equipment, even though we have we did a step-by-step guides for everybody, but people would still have problems.

So that's why talking with Melissa and Kathy, um, Dennis, um, we were saying like let's have it, at least this really to start off with, we need to have this facilitated with volunteer or staff and have it not just any time of the day.

Because if we do it any time of the day, what happens is somebody comes to the desk and says, Hey, my VHS type is stuck.

Right, you have to drop everything.

Back up some work because there's a there'll be a lot of downtime just waiting for it to happen.

So we have to have something to do while they're in here, yeah.

So you can do it with volunteers, because it seems like it's a pretty big time sink for a standing member.

Yes.

Well, we're looking at it as like a program schedule.

So the same way, like for example, um, one of the ideas that we've had out there is like because we need to have funding for makerspace hours too.

You know, and that's something I will can look over later too.

But talking with the friends and foundation, one of the things that I've said with them is that you know, if we go to the friends and foundation and pitch what your dollars go to.

Like if I say to people, your dollars go to makerspace activities, your dollars go to craft programs, your dollars that you donate donate to this, and we can set aside staff budget and hours that pay for that.

And then the friends, when they're going out, friends of foundation are going out to ask for money.

They're saying, Did you know that you could do this service at the library because your dollars support that?

I think it's taken.

And that that's kind of like where I was, you know, thinking of that.

But you place the bucket right now and you fill it up, yeah.

And the other part is like we do have um, what do you call that?

Service learners or yes, yeah, CMB.

CSUMB, but the the issue happens is that those are cyclical, those are basically 30 hours.

Like right now, we have a a bunch of service learners all asking for service at the exact same time.

Right.

They want their 30 hours within this period of time and then they're done.

Yeah.

And then in the summer we really need them, they're not here.

Exactly.

So it's just as that's why that's why I think it has to be somebody that that's a regular volunteer or regular staff that we could rely on.

Right.

And on that you could have only specific hours that the equipment was available per that staff member's work schedule.

Exactly.

Yeah.

So that's part of it is we would just have it um in there.

And oh go ahead another question.

Uh you say here that copyrighted materials won't be digitized and how are you going to monitor that track that or so make sure that doesn't happen.

So part of that I think what Kathy Lowe, our local history librarian was looking at was she was looking at the form side of people filling out the form work and saying that we we attest that this is not that one of the one of the key devices that I bought that's for that actually the way the way that like if I have like the eight millimeter um like if I have like you know like a home cassette a VHS cassette and some of these other things it actually reads it from the feed of the of the unit and will actually not record anything that's copyrighted.

I don't know if you remember like scramble just used to scramble and you try to report to another one.

So it actually reads the the the material okay it reads the signal from it and it won't record material that's been that's on the copy written VHS.

So that would be that's where we're going but we are saying like to folks like you know we're gonna have like a a waiver our plan is to have like a waiver that's based on like Los Angeles public library and some of these other libraries it comes in there to say when you're scanning I mean we hope because things like you know people will scan um photos and documents you know just in the library also just photocopy you just never know exactly what they're using it for.

But we do our best to say fair use or what are you using.

Well like you were saying in the past there were maybe it was with DVDs and not music but you know if it was something that it would be like a sign or or something at the beginning of it saying if you're trying to copy this forget it in so many words.

Forget it because we've uh imprinted on it something that will prohibit you from making a copy.

Yeah because it's copyrighted or something.

If you bought something but I wonder about should you not be able to copy it even though it's copy protected I don't make it a copy of resale but it's my personal no no personal use yeah yeah so we're the IP just to right yeah so we'll I mean we're we're gonna we're gonna abide by I think as much as possible like trying to get personal use of like really focus on people's like personal right things you know exactly so that we can get on and try to avoid in my mind like as much as possible try to avoid those issues as possible you know and then refer people like if they want to try to do that somewhere else.

So I think it's uh when you announce it it's really good to say this is what this is for it's really clear in people's minds.

Sure what you can do.

Yeah this is this is it's it's a it's as you calling it a memory lab helps a lot because it kind of says this is for family memoirs and then those kinds of photographs and video home movies or whatever.

Yeah I was thinking of the words yes and make it pretty clear.

Yeah exactly so we're gonna put that on there I think in the piece of the last kind of paragraph on this here um the goal is to start this and call it Copeland memory lab after Dennis recently passed.

We are looking at possibly doing some kind of plaque or something like we want to do something inside of the California history room as well because how much he contributed to that.

Um, but I have I talked to his wife as well.

She's very they're both very private people, but I talked with um her as well, you know, just about this idea of like recognize them.

She does would love to see some recognition of him inside the California history room yeah but also to have like a recognition like this and a service because Dennis worked on shades and stories in Monterey and Dennis worked on um there was the book he worked on with Gene McCombs, which was about the you know, history the picture history of Monterey of Monterey residents.

So this where we're focusing specifically on our local residents and collecting their own personal stories, I think that really fits with Dennis and what he did here in this time.

How about you know, like this space here is used for a bunch of things?

Us sitting here as an example.

Yeah, what if it was uh Dennis Copeland Memorial California history room?

Because that was really his thing.

I mean, if I associate him with anything, it's that room and the contents of it and how things were made available to just the average person like me, um, that wouldn't have been accessible easily otherwise.

And I mean, I'd I'd love to just name the California history room, the Dennis Copeland Memorial California history.

I mean, if I had a motion or suggestion, that would be it.

And I and I think that was where like when I was writing this because this happened, his passing happened fairly recently.

Oh yeah, this was that I talked with the family and saying, come back at another time, you know, at another at another moment, because the city we do have a um we do have a don't uh like a naming and donating kind of policy protocol in our board right now, right?

So there are things that we could do related to this, but I think it would be good to come back at another meeting and bring bring something like that forward.

And I do want to talk with the family more and then bring it forward.

But I I think it's yeah, you contributed quite you know so much to the local history and elevating the California history room, so yeah, yeah.

Good on and there any other questions on this.

Otherwise, I can I don't think there's there's no one else besides him online.

Okay.

And if Derek, anything that we need to do this was just presentation.

Is it just presentation?

There's no double comment.

Okay.

All right.

Well, thank you.

No questions.

We're we'd like to move on to the fund development trends.

Yeah, so I'm going to present this up on our screen.

So hopefully this is good for you guys.

And I'm gonna do this.

Let me see if I can go here and also let me see if I can do this.

What item are we on?

Number two.

We are on uh oh, never mind.

I just skipped as I was my finger on the down button here.

I would just hard too long.

Let me see if I can share this so that this way um hopefully so people online can see this as well, if anyone knows.

Okay, so it's already in here.

Oh, there's no one.

All right, so I just want I'm kind of going through, um, share Chair Delorme brought this up.

I've done this presentation before.

And one of the things is this is slightly different than the one I did in 2024, and part of that was because I was using in the 2024 one, I used quite a few numbers that were also from the Friends and Foundation, where they're they're raising fundraising activities and funds, but those ones, not all of those checks have been sent to us directly because they still have funds in their account regarding when they've raised funds, right?

So if they raise funds for let's say um dine around town, you know, six hundred dollars or or something like this.

Not all of that six hundred dollars doesn't go automatically into our account on there.

So I'm using trust.

I was using specifically, I'm using our trust fund data.

So this is actually hits the library.

It actually hits the library.

So I wanted to just kind of give you guys a sense of this.

So can I just ask a question about that?

So, where does the line around funds go?

It does go, it's it's in the Friends and Foundation, but when we do the wish lists or when they do the funds, that's the funds that they raise that then they've transfer over.

So there's times when they we put it in and they will set they will give it to the library, sitting in a separate account is what you're saying.

It's currently it's currently in the Friends and Foundation account.

And it that's where, say, the wine and chocolate money goes and the MC Gibbs money and all those.

Yeah, MC Gives passes through right away, but the check comes to the Friends and Foundation, but that gets turned over.

And that any that goes to the community foundation account.

No, but I can go over that too in a little bit too.

Yeah, I forgot.

Thanks for the reminder, because I'll have to pull that one up because I did download that one and I'll have to find it real quick.

I think I printed it, but it might be in my office.

But I did the CFMC one as well.

Okay, would be nice.

Um here we've got um basically, so you've got 2025, that's our most recent year, where we raised 85,764.

The match, the percentage match coming from CFMC was 12,537.

So our total was 98,301.

That's what we received from this last MC Gibbs campaign.

As you'll see 2024, 63,000 368.

We then were at 73,000, that's for children's um 2022 is 55,000, then 65,000, 50,000, then back to 2019.

That's the last one I had the record of was 31,000 40.

So we've seen a pretty um substantial increase over time on the year.

Uh appeal letter revenues.

So this was something that I know um bringing discussing with trustees multiple times about appeals, just to see kind of where it's going on there, right?

Um, 2021, you'll see right there at the top 13,495, 1966, then 2022, the spring appeal was 10,000.

2022 follow appeal, that's when I first started.

We did the first and follow appeal right when I started 18,250.

Around that same time, the MPLFF also had another letter came out 9,213.

So we got a pretty you know, 27,000, 275 around that time.

2023, there was a limited send out of a fall appeal.

So that's where you see um 2,757.

But I think it hit some time because we did not send an appeal in 2024.

So that's the where you see that the 2,292, I believe that basically 23 money.

That's 23 money that basically people had the letter and it came in later.

So it was around 5,000 in 2023.

And then the fall appeal in 2025.

Um, the Friends sent that only to people that had not given in the past several years.

So that's was a limited send out that was four thousand and one dollars.

So that's why a number of people did not receive the 2024 because they decided to send it to a limited scope rather than to a larger group of donors.

Does that amount in the fall or actually any season of the year there?

Do any of those numbers include donations that aren't directly the result of uh an appeal letter, but just came in anyway?

No, no.

These are these are tied specifically to appeal.

So we track them based on the specific appeals.

And Julie and I were working on um, thank you, Julia, for that, to get the numbers and all of that so that we tie it in.

But when we put in the notes in our donor system, we put in where tracking like was it solicited, was it unsolicited?

Was were we, you know, asking for a letter?

That way we can track those numbers later on.

There are codes for everything.

Okay, donor perfect to track.

Oh, yeah, there's codes for everything to track it.

And so this one, and I'll point this out right here.

I'll move my screen just a little bit here.

Year to date.

So this is as of uh reminders of July 1 through um June 30th, right now with this is the cleared.

So this is we have not um this is what we've seen in our trust fund year today, 81,008.

I put in some of the larger numbers in terms of what we've gotten from the groups in the next in the past several years, but you'll notice on their MC Gibbs has not been added to the trust fund.

It's not the check is not cleared inside our account, but we did get the the check did recently come in, so that will be added onto there.

So you'll see it come up to about 179,000 shortly, like that that should be clearing fairly soon.

Um, but the investment in interest so far this fiscal year, we've made 17 thousand dollars off of our trust fund interest, just the interest off the account off of in there.

Um, library store, the Carnegie grant, that was the Carnegie Foundation grant and MPLFF writing the the check on on there for different um items including on the wish list 20 yeah is that um include the the last that was for the vehicle i believe it did it was a check altogether do you remember julia i thought it was four is the fair defense defense check up on the wish list the four yeah because of that i i thought it was i i but it because of like how the sometimes what our reporting system yeah maybe our reporting system is sometimes behind right and so i thought it was but it's the one i thought it was the one check on there and that's why it was a larger it was a larger amount right it was a large single amount and that's why i thought it was that brand single check i have a question about the investment and interest uh line item there um who is it a member of the friends who does that or do we give it to uh the community foundation and they invested on our behalf or so this one is these are actually I would have to find out from our from our finance this is actually these this funds go from our finance department our city finance department not from the Friends and Foundation investment I asked is because being a nonprofit I'm sure it has to make available to anybody in the public who asked to see it um where the money goes that is invested um just be I think that's the case and um otherwise you can't be a public nonprofit if you don't make that available right but this is all library this is library this isn't the not this isn't the Friends and Foundation oh this is all trust this is this is this is trust in the trust right so this is the fund this is what I mean where the the city finance department this is the investment because we I'm sorry I thought that was like in olden days it might have been somebody from the friends board investing in a mutual fund on our yeah but it's not that okay that's not that yeah so this but this is specifically what we're getting investment yeah investments been the per you know the um investments from this past year have been quite high in terms of the percentage of what we're getting there 2025 you'll see right here so we're going to about as I mentioned we're about 179 so far last fiscal year 257 thousand dollars some of the larger donations we had a um person pass away um I believe it was David Elgin I believe and they donated 48,253 um that went into the trust fund we had the the wish list different wish lists of the year 52 thousand um Richard Carr and Barbara Schilling donated 25 000 for the summer reading program and our investment in interest last year was $33,000 um the PLP we had a technology grant of eight thousand dollars some of those things are the PLP technology grant those are things like when we bought the charging lockers and we've bought different devices or things like that that's for the PLP specific library partnerships.

Zip books grant 4,327 um and photocopies was we actually made two thousand a little bit over two thousand dollars last year just in photo for the photo oh no so this is the revenue of this year what's the balance I know it changes a lot I'll get I'll show you up well it's not on this but I'm gonna go after that because I'm gonna find that the balance of it as well as the the CFMC because I had print I printed those out I think I left them in my office honestly so I'm gonna have to look it up and but I'll get that um I I would say off the top of my head I think it's around 7500 but I had to get the actual number the 2020 fiscal year 2024 you'll see it was 337 thousand but part of that was we had uh children's area grant part of that grant came in at 75,000 um MC gives a time 73,000 investment interest again 33000 the wish list 25000 Richard Carr and Barber Shilling 25,000 bookmobile, we had additional grant funds given up 14,400.

That was to make up the additional costs where the bookmobile costs came in higher, and the state had additional funding.

So we came in there, sale of bookmobile.

Our last bookmobile, you may recall that the city sold the old bookmobile.

And then I thought they sent them on it.

No, they I asked I told them to put it in the trust.

So the funding went to us in the trust fund.

They represented it.

No.

I I mentioned that the bookmobile was purchased with library trust funds.

So that the funds should the sale of the bookmobile should in 100% should come back to the library.

Yeah.

So that was a small point.

And the PLP innovation grant 12,000.

That actually paid for like the cabinets in here, a lot of the tools, the um the Glowforge, you know, um, sorry, the X tool, not the Glow Force.

X tool, um, sewing machines, those things.

That was the 12,000.

So PLP innovation grants.

So some of those things were those renovations like you'd see the children's area grant 75 480.

We spent all of that.

That didn't, you know, that was a pass through.

Same thing PLP Innovation Grant, 12,000.

We spent all of the money.

It just goes into the trust fund and then we expand.

Um and then also that one of the highest years of this year 2023, that's when we uh the bookmobile grant, the MC Gives, um, which was but you'll see the book 183,000.

So those the kind of things where the a large percentage of the trust fund around that time comes in, but it gets spent out because we had this spend the entire year.

Yeah, yeah.

Um, investment in interest at that time was lower, as you'll see.

The investment 15,733, Pebble Beach Foundation grant.

That was 7500, but that paid for those um early learning computers, which are over next to the um the little boat table, those paid for those kind of things there, and zip books 22.

So going back to around um 22.

Oh, you know, I might have had part of that wrong on this one.

I'll have to look at it again.

Six, it might have been different.

But there's another state grant, 64,000.

MC Gibbs, um, MPL AppEP gave 66,000 that year.

Um, the book sales were earmarked specifically on this one.

So marked as 15,641.

Um, that's yeah, so and investment in interest you'll see is much lower of 6,458.

And Canary Road days, we had a canary road days donation of $5,000 a year.

So just to show that, and just kind of a trend of this.

The um just a reminder, fiscal year is July 1st through June 30th.

I don't have fiscal year 2026 in here because as I mentioned, we're it's not up to date.

Um, but I would land it at about 170 so far, and we're about seven months in out of 12 months, and so we have and that doesn't include like if the funds coming over for chocolate and wine, or you know, the next kind of wish list.

So that 25 is for fiscal year 2425.

Yes, so it's a landing.

Correct.

So like July 14 is not on this year, and I can send this out to you all after this too.

Okay, that's great.

250.

So you'll see like 257.

Um, the two years of 337 and 381, those are where I mentioned that we had the high years because we had the grants that Kim and myself had worked on, which were the children's area and the bookmobile, which we had a large influx of state funds that came in there for those, but we were averaging fiscal year 22, 260, fiscal year 21, 237, 2020 during the pandemic, 295.

I believe there was a push for um funding for materials learns.

Library learns so that came in, but before that was 133,119.

So it's been slowly going up, and um, I just want to mention also that IMLS funding, which is an instituted museum and library services.

Most of those grants have been canceled by federal government.

I know that they're talking back about IMLS funds the California State Library grant programs quite a bit, and this California State Library has not had as large of grants because of state budget issues as well as IMLS issues.

So we haven't seen the same.

The most recent California State Library grants were actually for stuff that we already have, which were like the um study booths.

They just had released a study booth.

They had a makerspace one, they've had some other ones, and it was all stuff that we have already received.

So we were not eligible for that.

So I too they were purchased specific for CEOs.

Yeah, they had some very specific like grants that said these are four of these type of items, and they're there's are essentially kind of like a piggyback grant where they have a grant that they know we're gonna work with this platform.

So we're too far ahead of the curve.

No, so that was that.

I'm gonna go, I'm gonna minimize this just a moment to see if I can find the um some of this on here.

Is this report or those numbers?

Would that be available to Allie?

I can definitely send that.

I can definitely send that to Allie.

Um, now come by date, over seal.

Oh, yes, this is a public meeting, right?

Yeah, I think about kind of that.

So that's one.

So okay, I won't pull this up.

That was one.

And what can we do?

That's not either as opposed to just adding out raising taxes or reasoning pregnant fees or something.

That's just a band-aid.

I'm not going to share this on this career fully.

I'm just gonna verbally mention for people anybody online.

Our ending balance on our CFMC, we do have this uh count through the community foundation right now.

Um that portfolio is at 486,000, as you'll see.

This is the interest.

Um, and I believe this is that interest that you know, I mean it goes into this account right here, and this is one of the the um long-term donor funds that we have from specifically through CFMC.

So when people give donations, just writing your regular check, it goes into this.

This is different.

So this is one that we had set up, I think several years ago, and that was specifically.

I think some I think it was tied to some 1849, and there's some other donations.

Yeah, that's what this is.

Right.

Exactly.

Yeah, so this is where like this is like the endowment.

This is managed by um CFMC.

So this is where right now we're at 486,000.

Um this fiscal, right?

So, and then also what I wanted to say back to uh trustee petty's um question right now, I believe earlier on about the year to date balance.

This is where we're at right now.

Um we're at 800 and right here, 806, 143.

So we've had it and a little bit of uh that's the trust fund business.

That's the trust fund balance.

So that's where we see, and that's where um that's where the interests see.

This is where this is managed by the city.

So this is what I was mentioning before.

Where this is the city, and then we have like the interest accounts um and on things on here, and so we have so it's somebody that works for the city across the street who's taking the money that ends up being in the line item for uh interest in the all that.

So this does not include the endowment, but that is at uh see I couldn't see.

Yeah, correct.

So what is that again?

This is not included.

These are two separate one that we just saw that had four 4800,000 something, that is a community foundation, and it's different from this, which is at the city.

Okay, right.

So and the idea is that the endowment money is not to be touched.

The idea of an endowment is that you leave it there and so yeah, so but so the interest reported the 17,000.

That was uh interest.

Is that on this account or on the other account?

That's on this one.

So that's what get interest, right?

Yeah, they both get interest, but the other one is where if you looked at this one here, the fund statement here, I'll show you here.

So this is like beginning statement January one.

Yeah, they got it.

This is for the calendar year of this is the calendar year of January 1 2020.

Not a fiscal year.

This is the calendar year from January one to December 2025.

We had started with 420,000 with that.

Contributions were, as I mentioned.

There's some there's a couple of people that still have a uh dedicated um donation line, there's 935.

So that was a small amount that goes into the endowment.

Interest on that one was 18,146.

So the realized gains, unrealized gains, uh foundation support, admin, investment consulting, other these are decreases.

These are some of the fees, but so the long term after all of the and all of the investment and interest went up to 486,453.

Um, just on the desk.

So we've got so this is where we have that's where that's where the the balance is at right now.

So essentially from the last year, we saw we saw you know around a 66,000 dollar increase in the CFMC endowment.

And this one, as I mentioned here, this is the the trust fund is the this is the one where when we are pulling funds out for our budget for the for the fiscal year or budgeting for the fiscal year, we are using the money coming from this account right here.

This is the account that like if we needed a large purchase, we would go like and if it was not planned, we had something that was not planned, we would go to council and say we need money from the trust fund for this object, and it would come out of here.

So this is then we are able to do that, we are able to do that, and we have not done that in my time at all, right?

Mostly just we planned ahead.

We just basically plan for what we need for the fiscal year, unless there's been times when it was, for example, the bookmobile, we had to go to council to say this grant put it in this account, put it in, pull the money out, and then so we could we could budget and expend that account.

Okay, so that is a process we go through, but they they approve it.

Exactly.

Okay, yeah, yeah, just six minutes.

Okay, so the revenue balance that you give us that includes the trust fund.

Um what's the comparison?

I mean, between so that's where you'll have like here, which is like up on the top, year-to-date credits, year-to-date debits.

Okay, right.

Um, so that's is where this is where you know, a lot of your your changes are on here.

Um, like as I mentioned, you know, interest accounts payable, we have different ones.

Um, there are some different there are some other balances that are in here too.

Just for example, um reserve for bookmobile.

There are some funds specifically earmarked for the book mobile to come in there that we do that.

That follow under the guest fund.

Yes, yeah, yeah, okay.

Yeah, there was a donation that was um there was a donation that was years back that was that was an estate donation specifically for for a book mobile.

And so some of that, yeah.

So some of that funding, that's where that goes.

But typically what happens is most of it goes if it's in here, this like the cash is like this is what we have available fully and and all of those accounts here for the for the trust in here.

So anything that we're donating on here, it lands in here.

It looks like you know, it's this is not what we use on our budget for fiscal, like our next fiscal year.

We don't put this full account in our budget, but this is this is just what's on the ledger.

I'll say this is this is our ledger of the city ledger of like how much funds is sitting in our in our trust fund cash.

Is there any pressure due to the structural deficit and cash flow issues with the city for us to continue to sit on that?

I mean, what if we had something we wanted to do?

Yeah, so I'll I think I could be found off.

I can mention more of that in the budget.

Um, I'll mention more of that in the budget um discussion later on.

Okay, all right.

About that.

Yeah, we got some interesting.

Yeah, um, yeah.

Any other questions on but basically we can through one kind of process or another, we can uh have access to that amount, right?

To buy anything that's justifiable and everything, right?

And so it's it's basically it goes back to like when if we needed something that there was a large something came up, and really we're like we need X dollars for this the trust fund.

Let's say there was a I'll give an example of let's say we have the NCIP project goes forward and we have a project and we say oh you know what we're short on the bathroom remodels and we need X number of dollars on that we would then be able to go and say look people have donated from the trust fund the board recommends it we take that board recommendation I then go to council let's say the board recommended on this date now let's go and request the council appropriates that money to pull that money because if it's not budgeted in this in the fiscal year budget I can't pull out of it.

You know only if it's an account so if I go into and do an adjustment to council council can appropriate it we get a council resolution that allows us to make that the understanding is that because it was donated for library use it can only be used for library use.

It can only be used for library use and it can only be pulled out based on use by recommendation from the board of library trustees to then the council.

So if there if there's this large bit right there it can't be just said okay we're gonna take out this money.

That's what I mean but we use it for the operating budget right now we could say moderate library is deficient in X type of equipment looking around at other libraries that are similar I mean we're you know on the low end there and we want to uh get a certain kind of that's the sort of thing we could ask for out of this right yeah so that's where that those kind of funds lie on there.

Like for example if we had no laptop computers to loan out right and and the other libraries are you know sort of keeping up with the with the trend we could have said we need to buy half dozen laptops or something.

Exactly okay yeah exactly that that is definitely it like that's where we come in and we say with a large purchase so usually we try not to do anything that's a small number from council because if it says a small number it's a lot of work on that but if there's a large purchase where we say there's a large purchase we needed something up and with the bookmobile or something happened there and we said there's a large purchase we need that's when we would go there.

See I say that because you used the bathrooms and right yeah we need more money to spruce up or bring bathrooms up to standard to me that's something that the city because this is a city owned building ought to be paying for and it should not be something that we have to pay for out of out of that right which is I mean when any one of us here donates to the library we're not donating for buying a toilet true well I don't think we that's probably right but that's that's that's that's yeah that's another discussion I just mean like when we have it on there like we have we'll have to figure out what's going to be on there and that would be another discussion about like what would we fund with it if another some people would say you know maybe it's gonna fund and I've mentioned this before it's the FF F F and E furniture fixtures and equipment we maybe we say on there we go in there and we say hey we need new shelving all new stacks.

We want all new stacks exactly because we're doing all this other work right we want to have something you know nicer in this area for the public we want nicer seating in here because of that that's I think what the pleasure as you're uh as you're talking yes like that's where we go back and we have this discussion bring that forward I mean we wouldn't use it to say we want to paint the walls finally no we wouldn't because the city ought to be paying for painting the walls well and we'd want to keep it in the spirit of what donors gave their money for exactly sure yeah so does that mean that the things that we buy from this the city has no control if you want to sell it and get something new we should be able to just the city council has to approve we go we go before them but but they would in theory they would approve it.

Even though it's not with the city money that we lauded.

What which one do you mean?

And anything that comes from the uh trust fund the trust fund.

So no so way of way it works is essentially um and I can go over this later and in terms of the budget process too.

The way it works is that when we submit a budget, and I've done this in the past when I do the budget presentation for the board is basically like this is what we want to do for the budget.

The budget gets submitted that document right there there.

There's a there's a there's a what we call a council resolution number.

Council resolution is approving the budget.

With that, we say, okay, we're we're setting aside 25,000 for summer reading program in there.

We're setting aside $30,000 for um library materials like physical materials.

That's an assessment, right?

We set aside X number of dollars for uh staff hours or something like that.

Council, the board does not come back line item by line item or approve or disapprove any kind of thing on there because it's it goes back to that resolution, it's a total number of of that's that's what we reflect off of.

But what does happen is that when an item because the funding comes in once an item is purchased, it becomes essentially city property, right?

That's library slash city, so like when we're it becomes not a you know, the trust is a the library's in charge of the trucks, right?

So I'm just saying like I just made the the comment with the with the um old bookmobile because I felt if they're selling that I think we should get the revenue.

That was that was my take.

Was that because it was a large purchase, was a large amount of money that you know let's make sure we get reimbursement for that.

So that that was my that was my my take.

And if there are any any other questions or give me, I don't think there's there's no other attendees online, besides amp.

All right.

Well thank you.

That was a lot of good information and a better understanding.

We appreciate it.

Yeah, we'll also appreciate seeing it and I'll get that.

Okay.

All right, then we would be ready to move on to the consent agenda.

Um we have a couple items here.

Was there anything that anyone wanted to pull or discuss and pull for discussion?

Um, I just had a question about um the library museums update, but it's just a switch question.

So I don't know if we need to pull it for that.

What is that on the oh, I see the library museum director activity, you mean yeah, I have this I guess so if we want, yeah.

If we want to discuss something there, that was all right.

Okay.

Well, I would just ask where are the minutes from the last meeting.

They're always part of the consent agenda.

They haven't been completed, and I wasn't here at the last meeting.

So those we I didn't receive them by the time that to put this in here, so I haven't received them yet.

I wasn't I wasn't I didn't attend the last meeting, so I mean, but yeah, no, that wasn't the impetus behind my comment.

Yeah, no, it was just that's usually first item in the consent agenda.

No, the uh minutes from the previous meeting.

I sent it to Julie, yeah.

So we I just didn't receive them by time for the the packet was due and I haven't received them yet.

So that's just to say that they will be on the next meeting.

The next one will have two.

The next one will have two minutes for the right of change.

So yeah, how do we move on?

Do we pull that?

Just want you to know I'm reading things carefully.

Oh, yeah.

Yeah, I think if you want to put a motion or if you want to just have a if you just have a question, then we'll go for it.

And that was um get count.

C monitor trying to figure out how that fits into everything.

Oh, so now you're in charge of C letter right now.

Well, I think that's that's on my weekend job.

Oh, that's something I do like on so it's extra on top of everything else.

So, you can take that on a second, sort of a consultant kind of thing, yeah.

That's just the evening.

I'm just so that doesn't gig.

Yeah, that's another time.

That's keeping that's just keeping it busy.

It's so much extra time.

Yeah, I think decide that's what I do on the week on the weekends on the evening.

So, withdraw my because it does a deep second.

Okay.

Well, then do we have a motion to I move to a free and then I think so.

Do we have a second second, I'll second it.

Okay, all in favor, say aye.

All right.

Yes.

Any opposed, no, we are good.

Thank you.

Okay.

Okay.

Yeah, so this one um I'll say this next one.

So the trust fund budget, the um coming in here.

So this is that page packet number 14.

You'll see.

This is how the this is how the budget um comes in here.

You go to item five now.

Yeah, yeah.

Item five.

Oh, here it is.

12 13 14.

Page 12 13 14.

So essentially what we have right now is the finance department put out their budget guidelines January 30th.

Um last Friday had to put in our revenue estimates.

We put in our revenue estimates, what we think we're going to make, you know, regarding different trust fund donations, um, sales and different things, museums activities.

So the um those are done separately though, the museums separate from the yeah, we have a different trust fund for that too.

So that's a different um so what I mentioned here is that last fiscal year during the when we had our process, I had a little bit more time in terms of like the to come forward to the board and we discussed at that time the recommendation of one of the things that I had asked was what are the recommendations from the board regarding general fund proposals as well as trust fund.

Um general fund, we had discussed at the time different um positions, including extending the library hours to six to eight p.m.

And additional um staffing on there.

I am not requesting that this year in the general fund because of the the city deficit.

And that's back to the question about what's going on recommendations.

It's somewhere between possibly a five to ten percent um reduction in general fund is what we may be looking at.

So I have to look at those numbers closely on the next um day or two just to kind of look at where we can make any.

Is there not any value in if we still do, and I imagine we would uh want to have at least this is only for one night per week, not every single night.

If we still wanted, wanted it, even if we realized we wouldn't bet a penny that it would be supported because there's not enough money in the kitty to uh pay for it.

Wouldn't it be good to show that that's our forward thinking that we want to provide the evening hours, even though we know that it's not gonna be approved, it's not gonna go to council.

Um I'm just gonna say it's not going to council.

That's the problem.

That's I would I the what I what I what I propose on the general fund goes to the city manager only and the finance department and HR, they put together the packet that goes to council.

So I propose it.

They'll cut it.

That's gonna be cut.

So I it doesn't make sense.

It doesn't, it doesn't, it's not on there.

It'd be your 10% cut, huh?

Right.

So they're basically, so for example, last year, last year we did do a seven percent cut was a general fund, and that was done by the finance department.

So I've made recommendations, they did different some of the different numbers than what I projected.

So that's just to say that like if I put in there additional um on call hours, additional funding for this kind of things, and that's what we're following instructions.

Okay, so that's where we are.

There isn't a bargaining or they're gonna be kind of going back and forth.

No, no, the library manager didn't so we'll we'll look at it.

I just meant that like I did not do what we call like add positions on the position control list.

I'm not adding that because I know that they're gonna come back and reduce those numbers.

Like if I put it up higher, it's their numbers will just be reduced, especially general fund.

And if not, if then's going to say, okay, if you do want that, do you pull that from the trust fund?

Yeah, you would then because then it becomes a staffing that sets another precedence every year.

We don't want to do that.

So that's that's that's my concern if we if we go on that angle of of trying to trying to go forward with there.

Um, is that what the counter would be?

I'm not sure.

But I but it's open to like available to them as a counter offer or resolution.

I understand that.

That's we're we're still trying to get back some of the hours and stacking that we had before the pandemic, and you know, okay, it's a bad situation now, but we've been at a very low level for years, six years now.

And so we should be asked to cut more from that low level.

I you know, just really uh speed, yeah.

Well, I think we would need to be real clear that if the sales tax comes through, that's what I'm gonna do.

That's the top of the list of things that we do need and want.

If we can show a lot of people are using the library, you know, which we get data on, that I think should be a way of justifying no further drastic cuts.

No, we're per umy's point.

Yeah, and and also I mean it was it's essentially all departments, so it's not even it's not just the library at this point in terms of us.

Everybody across the board, yeah.

They're they're looking just well, they're looking at cutting expenditures across the board, like on that.

Well, what I will say is that looking at for our first six months, and I was um talking to Kim about this earlier today.

We've been um we've been good at during like if I look at the numbers in the past several years in terms of the funding on here, we're at you know, if we're looking at um, you know, from July through the end of December, we had spent 43% of the budget.

So within the first you know, six months, we're typically we should have been at 50%.

We've been we've been pretty good, which is good on my part on my part and on our part, because what that means is that if we need to cut percentage, we're gonna cut it to accurately meet where we're at.

And if we look back at like fiscal year 24-25, we spent um basically 86% of our general fund budget.

Which means we could have survived a 14%.

Right.

I'm telling that, yes.

No, but that's that maybe that's the wash.

Right.

And so there are some things.

There are some like inter service charges and things like that, which could have been charged.

They didn't we actually didn't get um that year, some of the things got charged higher, some are lower.

The um fiscal year 2324, we are at 89 percent, 21.

This and then 2122.

So the years that I've been here have been 2324, um, um, around that's a 22.

Sounds like we should spend more money then.

I mean, to show that we really need it.

I mean, I mean, what one thing you hear all the time in budgeting is, well, you don't spend it this year, we're gonna cut it out for next year because you must not have needed it.

Well, so that's where that's where we're going paying most of our stuff off a general fund.

So, the staff is like go for like we're doing materials when we're doing programs, things like that, our items do it off of the general fund first.

Absolutely, because we want to spend the fund up there because the trust fund that we don't spend was back in the pot.

And then we're able to save that for the next fiscal year.

So that's where I think we've been um I think we've been really good at that.

So I think that you know, 2324 was getting 9%.

2223 when I first started here, we were at 97%.

And that was um, I think a lot of services there was a big purchase at that time.

So I just know from having been on the board a long time that uh whenever it looked like we were underspending the the board said, Well, hey, we don't get any points for underspending, let's spend right.

And um, you know, and then if later on the city says, well, we're gonna cut 10%, okay.

Well, we spent 99%.

Uh instead, you know, instead of only 90 this year, it's it's not it doesn't hurt as much.

Right, so I and I think we're we're just going to be you know pretty diligent in terms of the budget side, but I will say that like adding services on there is gonna be difficult at this to this stage for it for the budget, but coming in when those other projects are coming in, that's where the the next the next topic about advocacy, I think does come in.

The advocacy component, because if I just put it in as a budget topic of like add position or add hours, that's not what's going to still cut it.

Yeah, um, and so the other parts.

I I mentioned that just that's like a lot of the general funds and then the trust fund budget on here one piece that I would say that in the topic here is an approved library trust fund budget for fiscal year 2027.

And I what I would like to see as a recommendation that we look at that we approve the budget with the option or the availability for um me during budget discussion to increase the trust fund appropriately if necessary for specific items including the library materials services and supplies certain things on there and I'll I can mention that before here because um you'll see on the on the page 14 of your packet it starts off the I have to count string right there 810 810 that's always what we count for trust fund account code everything is tied in there specific um fiscal year 2027 proposed and you'll see 2500 staff support and I can go over these at one by one this is that would them what we had a question about that specifically is that what if we wanted to make the case for evening hours could we just go with once a month just to see how well used it is that's that's really I think that's really difficult to do it one once a week if we if it were regular.

So a month is a quarter of that it's it's really difficult because people's habits the habits are they don't I understand it takes a while to build it up anyway.

Right.

Because like you know I still hear that something that might be able to be underwritten by the friends or well the thing is we can't we can't use the trust fund for salaries and things can we or I guess it was filmed partially with we did that once due to COVID time those are exceptional times.

Yeah that's when we need part of uh funding the fund developmentary jane and yeah and partially Siri so over time the fund the fund development person has been done at different points 75% 50% and 100% so the fund development person was paid a different percentage and then it went to a hundred percent on there.

But the other hours of regular positions there's basically the trust fund should not fund full-time staff and what we call regular part-time I could fund contract for part-time seasonal work.

So the other one they had funded before was Dennis when Dennis was rehired there was a Dennis was hired for a six month stint initially that was done out of the trust fund out of that was out of a wish list item so that was a contract six months and then there is a maximum number of hours that he's able to first thing but I mean like he was only there was only six months and then after that six months I transitioned his hours to general fund.

As I said this is actually we should be funding his work off of the general fund because of it's needed it's necessary work.

So this one this 25000 staff support is not specifically um evening hours but what it was was looking at either a funding activities for programs like we were talking about earlier.

So if we were to say like we want funding for activities for makerspace hiring interns doing something that's a a programming to support staff activities here in the library that gives us the the opportunity to have funding there that's um ongoing because otherwise what we will end up having is that people will be pulled off and go to the desk and well that's sort of what I've just been thinking because we we were talking about the um the memory project and you're going to get a lot of equipment and I mean we don't know until we make it available how popular it's going to be but let's say it is really popular.

And we're not going to just let people walk in here sort of unattended.

Uh the schedule yeah they have to schedule it, and we're gonna have uh a staff person come in and maybe show them how to hook it up and all that stuff.

And that's taking that staff person away from the front desk or whatever else they might be doing, right?

Right.

And um, you know, it's robbing Peter to PayPal.

And I think we ought to be able to point out to the city that we have a really good activity here.

And um we need uh the you know, the funding to pay for staff, that might be another a new part-time, the equivalent of a new part-time position, just so that um, you know, four days a week from um three o'clock till closing or something, this thing is open, and we have a staff person who's more or less dedicated to that.

Now they're sitting here twiddling their thumbs, they can do something else.

But um, you know, I just hate to see ongoing functions suffer because we have a new offering that is really good, but it's taking some staff to sort of like run it.

Well, that's why I wanted to dedicate funding and also just to say that's we're going back in here in the makerspace and maker activities.

So, like things like like the X tool, the laser cutter, having the sewing machines.

You want people that are that is their work, yeah, that is their expertise, and that's what they're going to do, and host specific hours and specific times with the staff so that we have that kind of thing, and that's where I go back to also, which is conversation with the Friends and Foundation, which is having conversation points where they say our donations, your donations, trust fund donations go to support the service and have funded this service.

So that's where the funds come in via the friends, come into the trust fund, they expend out here on the expense side.

So that's where the staff support comes in.

So this is where like where we come in about coming up with the messaging is that you know, where where is it going?

But that's where we'll see here.

Um, you know, we have the mailings, library supplies.

I'll say library supplies is a very, very generic term, but like pretty much anything you'll see on the walls in here.

Like if you see stuff that you buy, craft kits, you know, oftentimes like TV or something like that, the stand furniture, a lot of times that's 4205.

That's a that's a general general one.

Um the 4209 travel and meetings, I think.

Crease that again.

We have a small year today, but 7500 for library conferences.

I misspelled philanthropy day, but national philanthropy day, ALA, CLA, but I feel like um that might be one of the ones that gets cut from the general fund is is staff and training budget, but we like to have our staff attend different regional conferences and being up to date on what's going on.

So that's just this is a support uh for that to help us out there.

Being 4285, the special projects that's like the MC Gibbs fund.

So that's where we have that 98,000 coming in.

That's where, and I mentioned about like getting the library vehicle.

So that would be coming out of the the revenue comes in already at the $98,000 through MC Gives.

So the $100,000 proposed is the is basically that that money coming in, spending that.

The um equipment outlay 4500, that's often either that is larger furniture, that's larger desks.

So sometimes that's like bigger pieces of of equipment that we buy.

I don't have anything on that right now.

Um, because that's the administration side, the the 000-0-4205.

That's just like kind of a string account, and I'm that's zeroed out in the 4240 right there is also zeroed out because those codes still live there, but they're not ones we actively use and it causes confusion because we use what's called an activity code of between ATM and being phased out.

They're being phased out, they're things, yeah, being put into RFE, which means reference.

So it's basically that there was a string that was created and it still lives there.

Um, the advertising and printing, that's where we advertise, like when we pay for advertisements for um printing in the weekly or printing different things like printing out flyers or different things, that's where the advertising and printing advertising costs come in there.

Library programs and um prop program supplies is their preference.

That's 4205.

And that was down.

I that was when I tagged this being down quite a bit from last year.

Is that well adopted, but that's because what the what we've had year today is 1,378 because we've been paying out a general fund haven't been spending we haven't been spending it because we've been focusing on spending that money out of the general fund rather than spending it out of out of the trust fund right now okay so that's not a huge sacrifice right it's still going to be fine.

Yeah um the online this the one that I want to tag just based on kind of recent conversations with the city is possibly it could be the 4205 to 42 to zero and the 4240 just to kind of highlight those as I mentioned about maybe making a motion about allowing me to increase up to a certain amount when I go to doing budget discussions because those are going to be very timely and I have to make those before the next board of library trustees meeting but like for example the 4220 contractual services that's like our um some of our e-resources and online programs like when we have brainfuse which is the online help program.

We have Mango languages the international like learning languages programs are on there it's also cataloging fees for our trust fund books or two four zero are our programs so this is where right now it's at 4000 so typically we do about 25 thousand dollars budgeted 20 to 25 thousand for summer reading program for all the prizes the events performers all of that comes off for that 4240 this allows an additional 15 thousand dollars for us to have funding for other programs throughout the year in the library just throughout the year when we have different programs there.

The 4254 that is your library materials those are your books those are your CD books you know those those kind of items there that's thirty thousand dollars is what you'll see that we have budgeted but as I mentioned also asterisk that in place we get a decrease and they if we see a decrease of percentage in our general fund I would recommend that we increase that on the trust side and there's a because this 3000 is in addition to what's already 125 for collections so you you may recall like um that was one thing that I did was able to get the city to approve in the past I believe a year and two years was to re um increase our general fund expenditures on collections.

So we were able to get a a first a larger percentage of general fund increase on library materials.

How nice and I think it was around 35 thousand dollars in the last fiscal year.

So with that that changes over what we're spending on on the on the trust fund.

But if we saw a larger decrease on that I would want to resume spending more on the trust fund on there to make that is inflation hitting books.

Good question Kim what are your thoughts on there is it um not dramatically but yeah they're not cheap though.

Right, right yeah I'd say that the the getting materials has been yeah getting material because one of the biggest library vendors are baker and tailor closed and so the other library vendors have been inundated with new clients and so oh so you actually have supply problem yes there's that ever since the pandemic it seems like there's been supply chain issues and then with that big vendor closing it's causing bad luckily we had already switched to like we used Baker Taylor years ago and now we're with Red art but then road art is getting a lot more work these days.

So it's not the basic price of an item like of a book going up that I don't know it's these other it's gone up a little bit of sure yeah but not dramatically but that's not the reason that it's also yeah because we get a discount for the vendor, but we're also paying for them to put the labels and the covers and do all that stuff too.

Yeah.

And so it's taking more time to have the books delivered.

So.

Okay.

Yeah.

All right.

Thanks.

Yeah.

And then we have our the last item this is on the expenditure and this is the equipment outlay on reference um push list items and that's thirty thousand dollars for next year, which I do think would be good unless we have another larger wish list item.

But that's those are things like we had asked a wish list item um prior and I have funding and I have quotes right now for some new furniture and things like that which are going to be supported basically past wish lists.

But if for example if we wanted to get new reference stacks like new like stacks of shelving and things like that, we would put that most likely here in the 4500 but this is going to pay for things like our periodic like the replacing the periodical the hold shelves like doing some of that work that we plan on doing that's where this is going to be because some of the balance in the trust fund is from earlier wish lists income that has not been spent even though it was already it's been allocated for something yeah exactly okay.

And then the bottom lines are the revenues um that we have on there and we still put in kind of change on there in terms of you'll see the you know the fiscal year actuals 23 182 24 was the 300 that's because from the larger grants 25 221 208 we're currently this fiscal year 63,764 but as I mentioned that doesn't include the 98,000 that's coming in from um MC Gives.

So that you know really should be more like 1616 around that right now is around what we have on the revenue side.

So I'm proposing our rev I propose our revenue is about 2200 next year.

That includes um I did decrease the revenue coming from state grants just because state grants have decreased the um increase in library fees for printing because we changed from 10 cents to 25 cents.

So we are getting as you'll see right there right now at right 3,422 so far.

So we probably we might land at six to seven thousand dollars in revenue from that and then library store revenue is around two thousand and increased donations around two hundred thousand dollars.

So that's where we're at with all of our revenues and expenditures but as I mentioned this is what I would like to propose with the potential option of increasing the um REFE 422 um basically the four what I call the 4200 series of 42s 4205 4204 two four zero and 4254 if the general fund decreases that to up to a certain amount these would bump up to compensate for that right and I don't plan on I would not plan on saying okay I'm gonna increase a hundred thousand dollars without going back you know something like that but I wanted to see if there's a threshold of with this recommendation how the how the board feels with this right because this is this is showing that we plan to spend a hundred thousand dollars more than we're gonna bring in or eighty thousand right and but it is because of like as I mentioned some of those things are because we have the the funding we have the funding allocated we're not actually we're typically not actually spending it's not gonna happen but yeah right.

So if you look like when we look at the actual so you look at the fiscal year actual rev um expenditure versus revenue 77,000 versus 1824 266 versus 300 fiscal year 25 we we spent 127 versus our revenue was 221 fiscal year 26 of the adopted was quite high but that we could have some other ones that were on there that were um setting aside what that would happen with that one is that the city put and I mentioned that also on that four RAFE 4285 and I've zeroed it out they added a hundred and thirty six thousand dollars for two MC gives mistakenly on that account.

Oh, so that actually I you know, I I drew a lineup to the MC gives where it was.

Yeah.

Yeah.

So that's really not even supposed to be there.

It's not supposed to that's it should have it should have been something different.

Okay.

So that that's just to say that you know what we have.

So the year to date right now.

Um yeah so as as of year to date, we're at 33 out of, you know, versus um, you know, 63 revenue or essentially 162.

So I think we're doing pretty good.

So I just mean like I think this is this allows us the movement if we need to make a large purchase and everything like that off of there right now.

But an accountant would look at that and it would say, well, if you keep that up, you're gonna have no money left in that trust fund in another five years, right?

Um, but it's a good way to make the case that well, general fund isn't cutting it.

Yeah, okay.

I like it.

One more hypothetical question.

If an individual donor, I mean, obviously they're giving their targeting.

Some people are targeting their donations, like for the submarine program every year.

Could an individual donor say, I would really like the library to be open at that, and I'm willing to give X amount, so that'll help.

Um I think it would happen.

I just the the practical side of it, I I will just say the practical side just on there, is that I do think there would need to be a shift in full-time or regular staff to work on there to actually open lock and do that thing, because typically the funding, as as I mentioned, like we we wouldn't put like myself or Melissa's position funded by trust, like a trust fund because it that's again against kind of the what's in this the role of the actual trust fund.

But if it's a special project, like you can list that as kind of like this is a special project where I want to do this part-time seasonal.

So we would have to say between us and Kim Melissa and myself.

Okay, are we going to adjust our one of our schedules to work there, you know, to be there, but the the hourly staff are going to be there to do that.

So the background you may recall when we increased Monday, when we open Monday to two to six, what what I what I pitched at the city at the time is Kim and I worked out the dollar amount for how much it would cost for the part-time seasonal hours.

How much, you know, if we need X number of library pages, library assistant, librarians to staff the desk, and then I said we need a regular, we had what's called an RPT, which is a 30 hour position of a of a library assistant, and I packaged that to say that person now does outreach.

And because of this, we're also gonna do library lockers.

So it was like I did it kind of a like because the thought was, well, if one day a week, what else is that person going to do?

You know, if we're going to be on there, and so I do think at the time the city did want us to open more, like in terms of can you open six hours with that single person?

And I just said no, because I wasn't budgeted the other component.

We can go back and look at that and and do that, but I do think it's like um if we were to increase the budget for the part-time seasonal and we adjusted internally our some of our staff schedules, that's where the fees.

Because the majority of the fees for I'll just say the majority of staff fees, the building is the building is here.

You're not paying for, you know, you may pay for a little more electricity and power, things like that, but you're not paying for more materials, you're not paying for not like buying another bookmobile.

Exactly.

You're your the your cost is dependent on that staff time to do, you know, to do that service.

So there's a number that we could figure out, but I do feel like we would have to adjust what our staff's roles are if that were to happen.

That was a long answer, but that's where that's essentially what we're gonna do.

Yeah, but if if it was our regular staff person, they could have if they work Monday night that may have a longer weekend.

Yeah.

And yeah, anyway, I think any any um it's just classic.

I didn't this is uh item that requires a vote.

So I'll move that we approve the trust on budget as presented.

Second.

Who's the second?

Marcia, okay, thank you.

All in favor, five.

First, is there a discussion.

Any more?

Oh no, and there's no no um other attendees on the slide.

That's a discussion.

Okay, so motion passes.

That's it.

Yeah, it does say that this is due tomorrow.

Is that true?

Yeah, to work on it.

I work on it today and tomorrow.

Oops.

No, it was, but it was like I like I said the timeline came out January 30th, which was after our last trust last trustee meeting.

I was out, so the timeline is pretty short timeline.

Right, right.

And so that's why I wanted to make sure to bring it forward today.

Okay, well, then we are ready to move on to the uh advocacy talking points.

Janey and I have been working on um a message, and then pass I didn't make enough of the I don't make another thing, but we got a thing in the email.

Are we talking about that?

Or are you talking about the one not the one here in the there isn't any on the agenda?

It was uh Janie emailed it.

So it's not in the packet, but we are talking about this.

No, there's nothing in the package, background, it's just background, just the yeah, just the idea.

Yeah, so the talking ports, we didn't call it talking points when we did it, but that's what it appears in the agenda.

It was the advocacy messaging, like the numbers, books something or that we've been talking about for a while.

Item six, and if you already have it, that's around.

You have it printed out.

Anybody need your own copy?

Yeah, can you print it out?

It does say that uh tonight we're supposed to discuss talking points and then bring it back to another meeting.

Right, yes, and um this represents a lot of work and it's an important thing to create the the whole and uh so I personally would like to open for not discussion, but ask uh the creators of all of this, you two um any questions we have, and then discuss it in uh I guess it'd be March.

I don't want to do it prematurely, okay.

Well that was why you said it yesterday, but that yes, that's fine, but I would like to put uh put a little bit of a deadline on it because we do need to.

So it does say at the next meeting, right?

Actually, I think maybe there are some suggestions we could put that.

Right, because then they could work on it for the next meeting.

Yes, if you have ideas about right because I think yeah, because we don't want to wait all the time.

Should or shouldn't be part of the message, we would love to hear that the under community the NPL patron.

Is that something we can actually cite?

Is that something that we have?

We're we're yes, the quote, uh huh.

Is that documented somewhere that we can actually say yes?

What are we talking about?

This is I think we're talking about the the visits, right?

Oh, yeah.

Starts with a quote from a patron.

Yeah, and patron exists and I can show it.

Oh, that was from the LA, right?

Yeah, there are a route, and I'm assuming that you just read that's a call.

That's it.

Last year, I think it was a unique program.

Chocolate and wine, we asked, we asked questions at chocolate online.

There was uh we asked people to comment, and that was one of them.

Oh, for one of the comments.

But you know, this is it's a real person.

Um Frank says, Oh, it's a central necessity is redundant.

You should take that out.

I said it's a quote.

Somebody said that we're gonna get it.

Anyway.

Yeah, so it is.

I just want to make sure that it's pretty good.

I mean, this is just putting in tiny form what we have on our piece of circle here.

And condensing it somewhat.

We're probably gonna have to cut back on some of the quotes or something.

Right.

Yeah.

We had we had wanted to have something that people could have in their wallets.

So what I would like to do for our next meeting is look at this and knowing that for example, if Marsha and I were going and talking to two different groups, even if we have something like this as a guide, we're not going to use the exact same words because we're two different people.

Of course not.

Right, right.

But we do want to have a core of words, if you will, or thoughts that uh comes out no matter who is talking to whatever group.

Consistency, I think we know.

Yes, is it?

Well, um, sorry, common thread.

Yeah, yeah, and so what I would like to do is look at all this before our next meeting so that when I come back, I could say, well, under access, let's say this one and this one and this one I think are so important, they ought to be almost universal in a discussion or presentation, and then anything else that fits is up to whichever of us is the speaker at the time.

But I'm not at the point where I could do that in a group tonight.

Okay, I do agree with that, because it should be in the in the speaker's cadence and interpret it and just given the um the bullet points of what is important for us to share.

Marsha, you were talking, so you had to actually spend some time with it.

And I did have just um a couple of suggestions.

So, so for example, under community, I'm not sure why people need to know about the board of library trustees, but under community, things like you know, we stay open during power outages and provide things to the people.

We're you know, we do things for kids, we have pause to read, we you know, those those kinds of it seems it seems to me that you want to talk more about what the library does rather than I mean, really, does anybody care that there's a library board of custody that you want to after a donation?

I mean, those are your I'm just not staying.

I'm trying to ask to go away.

Yeah, I'm just trying to understand um what the audience is and five thirty, well you know, see, like what what I might do is in front of a group, not use the words that are right here, but on the website it says in about the same number of words, a couple sentences maybe, what the um board of trustees is um entrusted with doing.

And so in front of a group, I might say, well, uh the board is managed and directed um by our uh executive director and assistant director and the staff and the board is by charter of the city um entrusted with doing XYZ, and I'm lucky enough to be one of those people, and so that's why I'm talking to you all, and I want to point out to you that um even though there's only 27,000 people in the city population, I'll do a little arithmetic before I say this, but looking at 134 visits, that's X number.

Let's see, that's for that's like 30 visits per person.

That's almost every single week, or you know, 60% of the weeks, every single person in the city or a number equivalent to that comes.

That's how important the library is.

See, that's sort of where I see myself coming right uh from.

And somebody else might not use the numbers at all.

Well, that's one of the residents, not the only ones who come here.

Well, yeah, we talk about outreach and I understand what being available as a bunch of precedent.

That's not accurate.

I just I was just I'm just trying to unpack the end what we want each with one the purpose of each category, yeah.

I don't agree with Marsha that this and then all the things that we do, yeah.

I don't know, just maybe like little bullet points at the library.

We do this for children.

We do this for we're under education and under light access.

Having a place open when the file goes out, that should be on the community no and again rather than saying we do this I mean we the library do this I would phrase it the flip side of that coin saying uh children come here to um learn or to take part in this or to have this kind of activity.

Yeah.

So you know talk about what the they come for and do as opposed to the activity what we put on the menu.

Yeah I I don't know um so you're right Bob that people you'll phrase it the way you phrase it but it has to be like a memory job so we have stuff for teams after school and author talks for adults and you know that I don't know just just so that somebody who's talking will have be able to say you're allowed to have cheat sheets like this.

Yeah but that has to be on the cheat sheet.

Well in my case to remember yeah whenever you do a PowerPoint it's basically a visual cheat sheet.

Yeah yeah but that's what you want on it I mean it's I hate it when a speaker reads right the PowerPoint to me.

But if I have the keywords or a graph or something on there and then I'm talking um and I I I I something is slipping my mind I can look up on the visual cheat sheet and it will refresh my memory and I keep going.

Yeah so maybe uh for example under the education one you've got the quotes which are brilliant but you might all under that put here's the some lists of stuff that are bullets and stuff that you do for kids.

Yeah well I don't know toddler reading you know pause to read um so yeah I said that give details and info on MPL programs but then yeah I did not do the list yeah yeah yeah yeah exactly I was very so you would like to see what we do under each of these four categories.

Yeah I think so I I mean I'm trying to think if if you're talking to people or they're seeing this I think it means more to when they can say wow you got kit you know I got a b uh toddler you got something for them.

And I would say uh parents bring their toddlers to the library for XYZ.

Yeah as opposed to implying that toddlers are banging on the door to try to get XYZ.

They're being brought here to do it already and we need to support that and expand it because but I love this this uh little here I mean well and it's uh we've put it in the reason I printed it that small was to illustrate how much we have to trim down what it's saying not increase what it's saying and I have because it's already too small to read and I have a um a guide access to that one at a time maybe the quick I I can't hear anybody I was gonna say I have a guide that I'll be happy to find again and share with uh basically it's how big a print do you need if you want to reach an older age yes I mean in simple terms that's what it is.

Issue with a little magnifying magnifying glass attached to it right I used to give those out all the time oh my gosh pocket magnifying the size of a let's not let's have trusty Josh.

Both under accent support half of the page is in the quote so I think that would be a good place to because it's hard to read the rest of it.

Yeah that I need my magnifying glass with Sherlock Holmes right I know well that's why I printed it was to go show everybody that we have work to do to trim it down and yeah and that maybe it's two different things the quotes are great for you you want to go out and talk to people but they take up too much room on the little thing.

So maybe you have a big thing animal.

Well, that's what we sort of talk yeah.

We have we have the big thing that it's not complete because it's got you know things that need to be in there, but we don't have the info, like budget info and we can help them here.

It's hard to add on other page too.

This is already the right size.

So if you were to take the quotes and it's because you like them, but put on the page, that would become unreading.

Yeah, yeah, yeah, yeah.

So I'm sorry, I thought that this was the same thing as that, but it's not.

It is it it's sort of it's it's condense somewhat.

Okay, uh it's already one stems from the other, but yeah, this is what we were working from, and it needs it needs to have more information and it's like here under education.

Like I said, I did not list all or make a list of the programs, yeah.

That is something TBD, and um, I think that's like in the quotes try to take up all the rooms.

If you want to vote on this in March, then you'll be sending updates on the thing by email.

That's why we had hoped to get some good input tonight.

Yeah, but we did enter that out in time, I guess.

I want to make a point that we didn't state anywhere on the agenda that we're voting on this.

No, right now, it's just that we brought back at a future meeting, and so I think this doesn't state that we have to bring in a single meeting or not.

But I put a couple of points that I do think which would be good.

Number one, I do think it'd be good if um Chair Delorme and Trustee Silvera met with Melissa and myself and just set up a couple, like two or three hours, and then we go through like what this would be, how this would look.

Um, there are a couple of things that I think of on here, which is pieces like what's the difference between Board of Library Trustees and NPL F board, which I do think are are important because there are times when people have said, Oh, I my friend is on the board.

Right, and that you know, there's a different role of the Friends and Foundation, and I think having a clear, even just clear documents.

It doesn't have to be this, but I feel we should sit down and do this.

Things like the quotes, what makes me think of is that if we recorded quotes, so you're not listing them as print for people to read.

If we recorded quotes recorded people, and then we have a link, and then so that's either on our website or something where you could link on your phone and basically say you want to list your talking to somebody, you could show the child talking about it, you know, rather than rather than have it.

Exactly, but rather than printing the quote on there, you have something that shows it.

And I think that it shows the person saying, but so yeah, so somebody say saying the quote for that, you know, you see that person saying this in the setting in the settings, right?

You go and you ask like Mayor Clyde, like what is the library meant to you over all the years here?

That's you know, I'm sure the person like that would be willing to come out and have a quote a quote and then the trustees record quotes and those things.

I feel like we could come and provide that and back to your point, Bob.

I think some of the things of like rather than you know, population member of the sense, like for every we have our visitor count is five times the population.

You know, it's just like a very simple like you say like a we don't need the number, right?

But you something like that's a it's a sure like a generic thing that we can touch on.

So I think we come in there and we have to, you know, like because I think that I do think it's a good thing for people to have the understanding of like what is your role as a trustee, right?

We oversee this and then like the funding coming in, like we let's talk about some of these things.

We come back, um, and then even things like charts of the age, like something that is like a visual chart of the age of facilities in there.

So if we were to say, like, you know, the the oldest non-restored building in the county library in the county for all of our libraries is is Harrison Memorial, but that's going to be rebuilt.

Right, that's gonna be restored.

So ours is going to be the oldest by probably 25 30 years.

So if we had a chart that just showed like age of restorations, and visual means showing need by doing that.

It was in that power.

Yeah, yeah, exactly.

It's still it's still accurate.

So I just think I think that that's what I said before before our next meeting.

Um, my recommendation is that the four of us sit down.

To input this here today too.

Come back and bring another one, not for final adoption, but for another review point.

Yeah, that would be that's a really well to get input from the rest of us, exactly to bring it back for more input.

And then and then have a big discussion next time and then not necessarily vote on it, but until April if we had to have a discussion that will continue the whole um creation of this.

Right.

Do you think that uh Friends and Foundation should have some input also?

Or would they be helpful?

I think having a number or two in there would be great because I think that yeah, because Allie or Carrie might be good to work with.

Okay, that's good.

Thanks for working on it.

I know these things are not easy.

Well, right, and we're so much information and trying to make it centralized and yeah, it's just a lot of process.

I'll defend this than wait for the new one.

Hold on.

Like it says in in the uh agenda packet.

We this whole process that we've started now.

We want to include communication of the needs of the library, but at the same time, I want to communicate the achievements of the library.

And um, you know, that we we can increase the achievements by eliminating a bunch of needs.

And uh if that means dollars, it means people, if it means square footage, whatever it means, and depending on the thing, it might mean something different.

It's not all dollars.

And then speaking of dollars, we earlier we talked about pretty big numbers of dollars.

I mean, hundreds of thousands of dollars.

You say something like that to the average citizen, they're gonna think we're well funded, we're fat cats, I believe.

I mean, they won't know how that compares to anything else.

So I think we ought to maybe this is for next time we discuss this, but I think we ought to refrain from saying, Well, we spend, you know, 300, we spend almost a half a million dollars on below.

You know, I'd I'd rather just point out the needs and achievements and show why um whoever we're talking to ought to get on board.

Yeah, okay.

All right.

So that is that our plan then that's our plan.

All right.

Then we will close the item and move on to uh trusty comments.

Anybody?

I'm all out of comments.

Okay, okay.

Well, I'll just say that we had a great chocolate and wine, and and thanks to everybody for coming.

I thought that was um nice to see everyone and we were all there, yeah.

We were all there.

We didn't hit the photo booth, uh, and I'd be initially.

You know, I was thinking when somebody when uh Harish was saying, well, where did these quotes come from?

And somebody said, Well, one of these came from somebody at a previous chocolate and wine.

And then, and then Brian says, Well, let's should make little videos or something that we can show people.

So we're gonna have somebody with a glass of wine in one hand and a hers.

I think it's all okay.

Well that I think trustee Joshi at the chocolate found, I believe.

I think should somebody important to pass it on, so it was it was a great one.

But all right, um, director comment.

Yeah, just that we have our um we have our intern, and is our um working with us from Middlebury College and Ariana.

Look at that.

She'll be what's that?

Oh, this is sticking your finger in the chocolate.

Yeah, it was being respectful.

Oh, the video jumped off, it's okay.

Um, but Ariana joined us from from Middlebury as a uh work study intern, and it's gonna be working with us on a number of projects, but also the a public art policy is something that's been on our list.

So with that, yeah, we're things and I thanks to our good evening.

The time is now 5 45, and the library will be closing in 15 minutes.

I'll be out of here.

And we'll be good and thank you for and thank you to our um, yeah, to the um friends and foundation and all the volunteers and the board and everyone for the chocolate and wine event and I think we'll just make it even better next year.

I don't know if Melissa if you have any comments um yeah I mean it was my first chocolate and wine as a as a staff member so that was a good experience and um yeah we were definitely very tired by the end of the day that's a management I also worked the whole day so um but yeah just we're also um preparing for Dennis's memorial on Sunday so that's an you sent that in here because that okay so yeah that's happening on Sundays so where is it?

It's here in the library community room in the middle of the library.

The middle oh well it'll be center of the library near the near the help desk yeah yeah so we'll be working on that should we since it's technically when the library's closed should we is there a door that is preferable for us to no either one it'll have me open or open both yeah okay yeah yeah sometimes uh our instructions are we'll make sure you come in the side doors and we'll we'll be there so yeah that's that's all I think we'll well welcome Ariana yeah to have you here I'm glad to be here thank you so much for letting me attend I took lots of advice I'm dying to know would you like to give a minute for our next agenda I mean please you guys have a lot of good information so I I love just brainstorming and uh hearing all of the knowledge that you guys have and how it impacts the library and the public I think it was just great to be here.

So that's we like to talk about it then the meeting will be adjourned.

Thank you.