HomeMy WebLinkAboutAPPROVED 2018-02-27 CITY OF NEWPORT BEACH
Board of Library Trustees
Newport Beach Public Library
1000 Avocado Avenue, Newport Beach 92660 Meeting Minutes
February 27, 2018 - 5:00 p.m. I. CALL MEETING TO ORDER – Chair Johnson-Tucker called the meeting to order at
5:00 p.m.
II. ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion
Trustees Present: Chair Jill Johnson-Tucker, Vice Chair Janet Ray, Secretary Paul
Watkins, Board Member Douglas Coulter
Trustees Absent: Board Member Jerry King
Staff Present: Library Services Director Tim Hetherton Administrative Support Specialist Elaine McMillion
Library Services Manager Natalie Basmaciyan Branch & Youth Services Coordinator Debbie Walker Circulation & Technical Processing Coordinator Melissa Hartson
Support Services Coordinator Melissa Kelly Library Clerk II Emily Chiu Librarian I Helen Medina
III. NOTICE TO THE PUBLIC
IV. PUBLIC COMMENTS
Resident Jim Mosher noted that he would like to share his comments on the Circulation
Policy Review agenda item after the Board has reviewed it.
V. CONSENT CALENDAR
A. Consent Calendar Items
1. Minutes of the January 16, 2018 Board of Library Trustees Meeting
2. Customer Comments
Monthly review of evaluations of library services through suggestions and requests received from customers.
Chair Johnson-Tucker read a comment thanking Janet and Hannah for exemplary service.
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3. Library Activities
Monthly update of library events, services and statistics. Board Member Watkins advised that Library Services Director Hetherton gave an
excellent presentation regarding the relevance of libraries in the internet age to the Newport Beach Chamber of Commerce Government Affairs Committee. 4. Expenditure Status Report Monthly expenditure status of the library's operating expenses, services,
salaries and benefits by department.
5. Board of Library Trustees Monitoring List
List of agenda items and dates for monthly review of projects by the Board
of Library Trustees.
Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried (4-0-0-1) to approve the Consent Calendar.
AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS:
ABSENCES: King VI. CURRENT BUSINESS
A. Items for Review
6. Annual Budget Review Staff requests that the Board review the preliminary Library budget for
Fiscal Year 2018/2019.
Support Services Coordinator Melissa Kelly presented a draft operating budget for fiscal
year 2018-2019. The personnel budget will be provided at the March meeting. There are
few increases in funding, but a few amounts have been reallocated. Staff requested additional funding for maintenance of Mariners Branch. Because of the potential
temporary closure of the Corona del Mar Branch, staff requested funding for the Branch be reallocated to the Central Library. Reallocating the funds will ensure funds are available for the reopening of the Corona del Mar Branch. Monies for a new Library van
and a new integrated library system will be taken from vehicle and IT internal service
funds. Additional revenue from the increase in passport fees will be used to fund the Lucky Day Collection.
In response to Vice Chair Ray's inquiries, Support Services Coordinator Kelly explained that the City has a Memorandum of Understanding (MOU) with the School District for joint
use of Mariners Branch. In accordance with the MOU, the City maintains the building, and the School District funds the Media Clerk position. The City will prepare the specifications
and issue a bid for the van.
The Board discussed the possibility of segregating Cultural Arts funding as it is under the
purview of the City Arts Commission rather than the Board of Library Trustees.
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In reply to Jim Mosher's questions, Support Services Coordinator Kelly indicated she was awaiting clarification of who would be responsible for Corona del Mar Branch utility expenses while the Branch is closed. Staff does not expect any charges or expenses
related to use of the Community Youth Center or the OASIS parking lot. 7. Circulation Policy Review
Staff requests that the Board review and approve the Circulation Policy as reviewed and revised at the January 16, 2018 meeting.
Circulation and Technical Processing Coordinator Melissa Hartson reported that the Circulation Policy has been revised since the January meeting to include the Lucky Day
Collection and further define the Periodicals loan period and to delete Rental Books.
Mr. Mosher noted the list of fees does not contain the copy fee of 15¢. He questioned the
Library's copy fee being significantly higher than the City Clerk's copy fee of 3¢.
Library Services Director Hetherton indicated the City's Finance Department determines the copy fee.
Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried (4-0-0-1) to approve the Circulation Policy.
AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES:
ABSTENTIONS:
ABSENCES: King 8. Corona del Mar Branch Project Update Library Services Director Tim Hetherton will update the Board on the Corona del Mar Branch library replacement project.
Library Services Director Hetherton reported that the contract for the Corona del Mar
project will be presented to the City Council that evening for approval. If the contract is
approved, staff expects to close the Branch in two weeks so that staff can vacate the building by the end of March. Staff will plan an event to close the Branch and will invite
Board Members to the groundbreaking ceremony for the new Branch.
Chair Johnson-Tucker thanked Library Services Director Hetherton, staff, and the Friends
of the Corona del Mar Library for their efforts to retain a Branch in Corona del Mar. Mr. Mosher commented that he would inquire at the City Council meeting about the cost
of the Library project under the current bid versus the previous bid.
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9. Central Library and Mariners Branch Library Re-Carpeting Project
Staff requests that the Board review and approve a plan for the re-carpeting of the Central Library and Mariners Branch Library.
Library Services Director Hetherton indicated Central Library will remain open during carpet replacement. Areas will be cordoned off while work is in process. There may be some noise. At Mariners Branch, carpet will be replaced at night so that the Branch can
remain open. There will be an additional cost of approximately $11,000. When he receives work dates, he will update the Board. Library Services Director Hetherton
provided carpet samples for review.
Vice Chair Ray felt the additional amount was low for after-hours work over eight or nine
days. Staff suggested the workers could be working nights rather than days and not be
eligible for overtime.
Motion made by Vice Chair Ray, seconded by Board Member Coulter, and carried (4-0-0-1) to approve the plan to replace carpet at Central Library during business hours and to replace carpet at Mariners Branch after hours.
AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES:
ABSTENTIONS: ABSENCES: King 10. Arts & Cultural Update Staff will update the Board of Library Trustees on City Arts Commission
activities.
Library Services Director Hetherton reviewed Cultural Arts activities of art exhibits in
Central Library, the Newport Beach Art Exhibition, Concerts on the Green, concerts by
Pacific Symphony, Cultural Arts Grants, and the Sculpture Exhibition in Civic Center Park. The Newport Beach Arts Foundation supports the City Arts Commission through
fundraising activities including Art in the Park. 11. Donation to the Newport Beach Public Library
Staff requests that the Board accept a $25 donation made to the Newport Beach Public Library. 12. Donation to the Newport Beach Library Adult Literacy Program Staff requests that the Board accept a $23,459 donation made to the Newport Beach Library Adult Literacy Program.
Library Services Director Hetherton recommended the Board of Library Trustees accept
the $25 donation in honor of Wendy Frankel and the $23,459 grant from the California
Library Literacy Services.
In response to Chair Johnson-Tucker's questions, Support Services Coordinator Kelly
explained that a previous Board directed staff to present all donations to the Board. The California Library Literacy Services grant is awarded in two checks. The amount of the
first check is the same for all literacy programs in California. The amount of the second
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Page 5
check is based on the total amount of grant funds available and the use and local support
of each library. Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried
(4-0-0-1) to accept donations in the amounts of $25 and $23,459. AYES: Johnson-Tucker, Ray, Watkins, Coulter
NOES: ABSTENTIONS:
ABSENCES: King
13. Lecture Hall Update
Chair Johnson-Tucker will provide an update on activities related to efforts
to integrate a lecture hall on the Central Library site.
Chair Johnson-Tucker reported the lecture hall group will travel to Los Angeles to view facilities at USC and UCLA. Architect Carl Meyer will attend the Witte Lecture on Friday to view the function and flow of the current space. In addition, Mr. Meyer will meet with
Public Works to finalize a contract to prepare conceptual drawings. 14. Library Services
Report of Library issues regarding services, customers and staff. Library Services Director Hetherton remarked that the City's funding of the Library per
capita is equivalent to an adult checking out five books. Based on the estimated cost of services, the Library provides an excellent return on investment for the City and excellent
value for customers.
B. Monthly Reports
15. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board
meeting.
Board Member Coulter advised that the Friends' sales for January 2018 were $15,184.60
which included $523 from a special vintage sale. The February quarterly book sale raised $2,611.84. In January, the Friends sold 133 books through Amazon which was a record amount for them. A meeting was scheduled for February 27 with three members of the
Friends Board and eight other local Friends of the Libraries to share ideas. As of the end
of January, the Friends had 862 members. The upcoming May 4th and 5th Friends Book Sale was also noted.
15. Library Foundation Liaison Report
Trustee update of the most recently attended Library Foundation Board
meeting.
Chair Johnson-Tucker reported the Library Foundation's last meeting focused on its
retreat. The Foundation also discussed running or assisting with a capital campaign for a lecture hall.
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Toby Larson, Library Foundation Board Member, explained that the purpose of the retreat
was strategic planning. 16. Witte Lectures Committee Liaison Report
Trustee update of the most recently attended Witte Lectures Committee's monthly meeting.
Vice Chair Ray announced the March 2 lecture by Dr. Edelman is sold out, but tickets are available for his March 3 lecture. The Committee is attempting to balance the number of
guest lecturers perceived as conservative, liberal, and neutral. The next lectures are April
6, 7, 27, and 28.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Mr. Mosher reported his concerns about trash, as shared in the January meeting, have
been resolved. With the five new trash receptacles and the two concrete receptacles,
Mariners Branch now has seven trash containers.
VIII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION,
ACTION OR REPORT (NON-DISCUSSION ITEM)
Chair Johnson-Tucker requested future agenda items to discuss formation of a capital campaign committee for a lecture hall and tabulation of Wi-Fi usage by the Library Journal
staff. She also suggested a Library Board Member occasionally attend a Literacy Board meeting. The next Literacy Board meeting is scheduled for March 13 at 6:00 p.m.
Support Services Coordinator Kelly announced the annual Literacy Luncheon will be held on May 16 at the Pacific Club.
Board Member Watkins had requested Library Services Director Hetherton research and share information regarding collection of fines and frozen Library accounts.
IX. ADJOURNMENT – 6:10 p.m.
Submitted by: Jill Johnson-Tucker
Chair Approval of Minutes