Loading...
HomeMy WebLinkAboutAPPROVED 2018-05-21 CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library 1000 Avocado Avenue, Newport Beach 92660 Meeting Minutes May 21, 2018 - 4:30 p.m. I. CALL MEETING TO ORDER – Chair Johnson-Tucker called the meeting to order at 4:30 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 Jerry King (arrived at 5:08 p.m.), Board Member Douglas Coulter Trustees Absent: None Staff Present: Library Services Director Tim Hetherton Administrative Support Specialist Elaine McMillion Assistant City Manager Carol Jacobs Library Services Manager Natalie Basmaciyan Circulation & Technical Processing Coordinator Melissa Hartson Support Services Coordinator Melissa Kelly Branch & Youth Services Coordinator Debbie Walker Senior Civil Engineer Peter Tauscher Associate Civil Engineer Kathryne Cho III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS None V. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the April 16, 2018 Board of Library Trustees Meeting Chair Johnson-Tucker corrected "Johnston" in the fourth paragraph of page 3 to "Johnson." Board of Library Trustees Meeting Minutes May 21, 2018 Page 2 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Chair Johnson-Tucker and Vice Chair Ray indicated all customer comments are positive and wonderful. Board Member Watkins appreciated staff's thorough response to Greg Johnson's inquiry regarding the Sound Lab. 3. Library Activities Monthly update of library events, services and statistics. 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 with the amendment to the Minutes of April 16, 2018. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King VI. CURRENT BUSINESS A. Items for Review 6. Corona del Mar Branch Project Update Library Services Director Tim Hetherton and Peter Tauscher of Public Works will update the Board on the Corona del Mar Branch Library replacement project. Senior Civil Engineer Peter Tauscher reported the contractor has removed soil from underground utilities, compacted soil for the base, and begun digging for utilities. Work is approximately two weeks ahead of schedule. He agreed to provide a full set of plans to staff. In response to questions, Senior Civil Engineer Tauscher advised that noise should not be a concern for the Branch because dorm rooms and other quiet spaces for fire personnel are located above the Branch. In addition, materials between the two floors will dampen sound. Flooring in the fire station varies from athletic flooring to carpeting to tile. The weight room is located on the second floor but not over the Library. He could compare plans for the Corona del Mar Branch with plans for other Library Branches to ensure noise Board of Library Trustees Meeting Minutes May 21, 2018 Page 3 would be eliminated as much as possible. He agreed to relay concerns about noise to the architect during their meeting on Thursday and to provide a floor-over-floor schematic showing floor coverings for each room. The architect works with subcontractors who mitigate noise problems frequently. The City has worked with an acoustical engineer on other projects. Library Services Director Hetherton reported patrons of the Corona del Mar Branch have followed programs to the Community Youth Center and to Central Library. Materials can be returned to the drop box or OASIS Senior Center. 7. Carpet Replacement Project for Central and Mariners Branch Library Staff requests that the Board review and approve a plan for the re-carpeting of the Central Library and Mariners Branch Library. Staff recommends completing the carpet installation for Central Library in phases during normal working business hours. Staff recommends closing the Mariners Library for the duration of the installation project. Associate Civil Engineer Kathryne Cho provided a proposed work schedule for Mariners Branch and carpet samples. Closure is tentatively scheduled to begin on July 14. Staff worked with contractors to find a way for work to occur at night; however, none could be found. An abrasive carpeting will be installed at the entrance area to reduce wear and soiling. In reply to questions from the Board and from the public, staff reported the Summer Reading Program will be offered at Mariners Branch on Mondays. Books can be brought into the Branch for the program while the Branch is closed. Librarians will be present during the closure to check out books placed on hold and books they can access. Tandus Centiva will produce the carpet, Interfinish will install the carpet, and Steel Installers West will move furniture. In an effort to accelerate the project, Steel Installers West will be onsite daily. Contractors will work eight-hour days on consecutive days for two weeks. Staff at Mariners Branch will work at Central or Balboa during the closure. Staff will take patrons' requests for books and have them ready for pickup at Mariners Branch. Motion made by Board Member Watkins, seconded by Vice Chair Ray, and carried (5-0-0-0) to approve the proposed schedules for re-carpeting Central Library and Mariners Branch Library. AYES: Johnson-Tucker, Ray, Watkins, King, Coulter NOES: ABSTENTIONS: ABSENCES: 8. Media Lab Update Library Services Manager Natalie Basmaciyan will report on Media and Sound Lab usage, resources, and management. Library Services Manager Natalie Basmaciyan reported the Media Lab and Sound Lab have different equipment, but the name Media Lab encompasses the Sound Lab. Patrons use the Sound Lab all day every day. Few public programs have been held in the Media Lab in 2018; she is planning to retool and rebrand programs for 2019. Library Services Board of Library Trustees Meeting Minutes May 21, 2018 Page 4 Manager Basmaciyan continues to search for a certified genealogist to resume classes. The newest program is Digital Tuesday, during which staff assists patrons with technology. In answer to questions, Library Services Manager Basmaciyan advised that she has not learned of any staff interest in becoming a certified genealogist. 9. 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. Assistant City Manager Carol Jacobs reported all parties have agreed to the terms of the contract for design of a lecture hall. The architect will prepare three conceptual designs and evaluate the location. Once the Board chooses one design, it will be presented to the Council for input. Board Member Watkins was impressed with Chair Johnson-Tucker's presentation to the Council. Chair Johnson-Tucker advised that the next step is a meeting with the architect to discuss a plan, schedule, and expectations. 10. Policy Review Staff will propose a plan for the Board of Library Trustees to regularly review and revise Library policies. Library Services Director Hetherton concurred with both Chair Johnson-Tucker's and Board Member Watkins' suggestions to review Library policies regularly. A regular review will educate Board Members and the public about policies and allow the Board to determine effectiveness and need of existing policies. The Board can determine the frequency of reviews. Staff can add review of policies to the Board's Monitoring List with the dates of the last and next review. In addition, the dates of the last review and last amendment should be noted on each policy document. Chair Johnson-Tucker suggested a review occur more frequently than every three or four years. The list of policies and their last review dates is not accurate. Board Member Watkins remarked that other libraries require policies be reviewed every five years or as circumstances justify. The final page of policies could state "as of [date], the foregoing policy was reevaluated." Chair Johnson-Tucker suggested a review period of two years, so that one policy is reviewed every couple of months. Staff can continue to present policies to the Board when updates are needed. Board Member Watkins requested staff return in June with language for a two-year review period, language for a notation on policy documents including the last date of reevaluation or amendment, and, a list of policies that need review in the next few months. Ronnie Watkins suggested the policy notation state the date last reviewed and the date last amended. Board of Library Trustees Meeting Minutes May 21, 2018 Page 5 11. Library Services Report of Library issues regarding services, customers, and staff. Library Services Director Hetherton corrected the date of the Dorothy Larson reception to July 9. A patron had complained about the exuberance of children leaving Story Time. These complaints are difficult to address with parents and the complaining party, but staff uses their best judgment and errs on the side of customer service. Board Member Coulter felt staff handles noisy children well, and no other action is needed. Ronnie Watkins remarked that staff does an excellent job of keeping children focused and active during programs. B. Monthly Reports 12. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member Coulter reported a gentleman donated six boxes of vinyl records, which are on sale for $1 each or $2 for a bonus set. Year-to-date income increased 8.6 percent, and membership increased to 883. Income through April totals $880. Amazon sales netted $2,128 for the Friends. The Friends' annual meeting is scheduled for June 12, where author Lisa Wingate will speak. In May, the Friends will honor teachers, moms, and military personnel with books. Every barbecue book is priced at $1 during May and will be buy-one-get-one-free on June 9. The Friends will not meet in June. 13. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Chair Johnson-Tucker advised that Tracy Keys is no longer with the Foundation. Library Services Manager Natalie Basmaciyan indicated she presented the Library's Wish List to the Foundation and heard a discussion of employee vacation time. 14. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Ray reported the Witte Lectures Committee proposed five groupings of speakers, which they will evaluate for the 2019 lecture series. The committee will not meet in July and August. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None Board of Library Trustees Meeting Minutes May 21, 2018 Page 6 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) Board Member Watkins expressed regret at the retirement of Melissa Kelly, who is a very capable employee. IX. ADJOURNMENT – 5:45 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes