HomeMy WebLinkAboutAPPROVED 2018-06-18
CITY OF NEWPORT BEACH
Board of Library Trustees
Newport Beach Public Library
1000 Avocado Avenue, Newport Beach 92660 Meeting Minutes
June 18, 2018 - 5:00 p.m. I. CALL MEETING TO ORDER – Chair Johnson-Tucker called the meeting to order at
5:03 p.m.
II. ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion
Trustees Present: Chair Jill Johnson-Tucker, Secretary Paul Watkins, Board Member
Jerry King, Board Member Douglas Coulter
Trustees Absent: Vice Chair Janet Ray (excused)
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 Corona del Mar Librarian Annika Helmuth Public Works Deputy Director Mark Vukojevic
Senior Civil Engineer Peter Tauscher Marketing Specialist Katherine Mielke
III. NOTICE TO THE PUBLIC
IV. PUBLIC COMMENTS
None
V. CONSENT CALENDAR
A. Consent Calendar Items
1. Minutes of the May 21, 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 noted several comments regarding relocating the Lucky Day
Collection and public parking.
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In response to comments, CDM Plaza employees parking in the Library lot was a concern
because of the lack of parking. 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. AYES: Johnson-Tucker, Watkins, King, Coulter
NOES: ABSTENTIONS: ABSENCES: Ray
VI. CURRENT BUSINESS
[The Library Board of Trustees heard Current Business items in the following order: 7, 6, 16, 17, 18, 8, 9, 11, 10, 12, 13, 14, 15.]
A. Items for Review
6. Corona del Mar Branch Project Update
Public Works Deputy Director Mark Vukojevic will update the Board on the Corona del Mar Branch Library replacement project.
Public Works Deputy Director Mark Vukojevic reported the height of first-floor ceilings will vary to highlight entrances, the reception desk, and the children's area. Ambient sound in
a library typically measures 40-60 decibels. The fire station exercise room is located over the fire station entrance, which is on the opposite side of the building from the Library. The fire station bathrooms and a portion of the living room will be located above the Library
bathrooms. The fire station's office and laundry room will be located over the Library's
adult area and entrance respectively. Rubber flooring will be placed in the weight room, vinyl tile in the office, concrete in the laundry and storage rooms, carpeting in the
dormitories, vinyl in the hallways, and tile in the restrooms. The hallway, laundry room, office, and bathrooms will have the most sound impact on the Library. The distance between first-story ceilings and second-story floors will be 3-4 feet, which will be
comprised of flooring, a 1-1/2-inch layer of special concrete to dampen sound, 3/4-inch plywood sheathing, a wood and metal truss system, R-30 insulation, two layers of
acoustically enhanced drywall, and ceiling tiles or dropped ceiling. All penetrations
between the first and second floors will be caulked and sealed. Kitchen ventilation for the fire station will be located 30 feet away from any air intake for the Library. Bathrooms will
share plumbing and exhaust ventilation. An acoustic engineer stated the building design
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contains as many sound-reducing components as possible short of altering the structural
aspect of the building. The building is not soundproof. The fire station's alert system is less noisy than a smoke alarm, and its volume is adjustable. City inspectors will focus on sound issues and recommendations for the building. Staff does not recommend
conducting a sound study but does recommend changing the fire station hallway flooring from vinyl to carpeting, to which the Fire Department agreed. Staff is considering additional material beneath the laundry and office flooring and white noise machines. Staff
will notify the Board of Library Trustees of adjustments they recommend.
Library Services Director Hetherton obtained noise measurements at the reference desk,
children's room, and circulation in the Central Library. Noise at the reference desk varied from 43 dB (HVAC only) to 50 dB (conversation or ringing phone); the children's area
varied from 43 dB to 63 dB (one exuberant toddler); and the circulation desk varied from
51 dB to 59 dB because of almost continuous noise from printers, telephones, and conversations.
Board Member Watkins recommended staff explore adding a layer of cork beneath second-story flooring to reduce noise.
7. Marketing Update and Social Networking Update
Marketing Specialist Katherine Mielke will provide the annual briefing on
library marketing and social media activities. Marketing Specialist Katherine Mielke reported staff implemented website accessibility
standards, which required a considerable amount of time and effort. Updates will be an ongoing project as more standards will be added over time. Staff has added graphics in
the computer area. NBTV has been filming more Library programs, which increases the
exposure of programs. In addition, NBTV is working on public service announcements (PSA) for the Library and Cultural Arts. The Library is a Star Library and was voted Best
Orange County Library in OC Weekly and best story hour in OC Parenting. Website
demographics are mostly the same as in the prior year; however, the number of active users has increased slightly, and the number of users accessing the eBranch and ebook
webpages has increased. Publicity efforts continue around press releases, online listings, electronic flyers for schools, and providing a list of monthly events to local publications. New retractable signs have been effective for Teen Services and Tech Talk. Design of
the e-blast is more mobile-friendly. Staff recently began posting events to Nextdoor. The number of Facebook followers has not increased, but the number of Instagram followers has grown. Twitter engagement is highest for tech news. The Library receives good
comments on Yelp and Google. Opportunities for increasing public awareness of the Library include a new Star Wars/Digital Saturday program, a series of talks by local authors, the Central Library's 25th anniversary, opening of the Corona del Mar Branch,
and the new Sculpture Exhibition. Marketing Specialist Mielke encourages staff to submit ideas for social media posts, videos, and photos and wants to develop a Library video in
time for the 25th anniversary celebration. Regular social media posts include Meet the
Staff Mondays and Throwback Thursdays. A committee is working on improving wayfinding through signage, graphics, and a directory kiosk.
In reply to Board Member questions, Marketing Specialist Mielke advised that graphics are not displayed in multiple languages. Newport Beach and Company covers events
when its staff is available.
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Board Member Watkins suggested installation of wayfinding signage for Library parking. 8. Financial Report Comparison of Beginning Budget to End of Year Amended Budget Support Services Coordinator Melissa Kelly will report on Budget Amendments for FY 2017/2018.
Support Services Coordinator Melissa Kelly reported donations and grants increased the
budget by $478,110. The Library Foundation donated $163,900, and the Friends donated
$250,000. Private donations totaled $125 and were used to purchase materials. The California State Library Literacy grant totaled $41,459. The prior fiscal year's grant from
Newport/Mesa ProLiteracy carried into the current fiscal year and covered the program's
annual cost. Donations that are not expended in the current fiscal year will be carried into the next fiscal year.
In response to queries, Support Services Coordinator Kelly explained that the Foundation passes donations designated for specific Library programs or special collections to the
Library outside the wish list. Donations to the Foundation for the Literacy program are allocated to the Literacy program as part of the wish list. Dorothy Larson, Library Foundation Board President, added that the Foundation donates funds for the wish list
and for programming separately. Donations given to the Foundation for specific programs are listed separately in the Foundation's financial statement and allocated to the specific programs.
9. Adult and Reference Services Update
Library Services Manager Natalie Basmaciyan will provide an update on
adult Library services.
Library Services Manager Natalie Basmaciyan reported much of the work of the reference
desk is teaching customers how to utilize databases and online resources and providing technical assistance with equipment. Staff began a monthly service called "Let's Talk
Tech," added two new digital services, and attended several offsite events. In addition, staff has focused on programming for adults including seven author events.
10. Board of Library Trustees Policy Review Staff recommends that the Board of Library Trustees review each Library policy every two years from the date of adoption or last review/amendment.
Library Services Director Hetherton requested the Board of Library Trustees approve a policy requiring review of Library policies every two years and to note on the policy the
date it was last amended or reviewed. Staff will track the review of policies through the Monitoring List.
Motion made by Board Member Watkins and seconded by Board Member King to approve the Board of Library Trustees Policy Review.
Jim Mosher noted City Council Policy I-1 was not included in the list of policies to be reviewed. He hoped the Library maintained copies of previous policies so that Board
Members could review the evolution of policies.
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Chair Johnson-Tucker requested the Bylaws be added to the list of policies to be reviewed. Library Services Director Hetherton clarified that Library policies are offered to the Council
for information, but the Council does not approve Library policies. Mr. Mosher clarified that the City Council did not have the authority to approve or veto Library administrative policies.
Library Support Services Coordinator Kelly recommended the Board of Library Trustees
review the previous version of Council Policy I-1 to determine whether provisions should
be included in Library policies.
Board Member Watkins withdrew his motion, and the Board of Library Trustees agreed to
continue the item so that Chair Johnson-Tucker and Board Member Watkins could clarify a discrepancy between Council Policy I-1 and the City of Newport Beach Charter.
11. Newport Beach Public Library Collection Development Policy
Staff requests that the Board review, make suggested revisions, and
approve the Newport Beach Public Library Collection Development Policy. Circulation and Technical Processing Coordinator Melissa Hartson recommended
changing the paper form entitled "Request for Book Purchase Form" to an electronic form entitled "Suggest a Title." The Library participates in universal borrowing, which means customers have access to other libraries and the services of those libraries. Policy
information about universal borrowing should include language of the California Library Services Act and list the implications for Library customers. The Freedom to Read
Statement should also be added to the policy.
In reply to Board Member questions, Circulation and Technical Processing Coordinator
Hartson explained that Library customers have access to other libraries through universal
borrowing, but customers first have to obtain a library card for other libraries.
Chair Johnson-Tucker felt universal borrowing may need to be included in a policy other than the Collection Development Policy. Perhaps, the Collection Development Policy should refer to the Freedom to Read Statement and contain a link to the statement.
The Board of Library Trustees agreed to continue this item to the July meeting.
Jim Mosher remarked that universal borrowing information may be more appropriate in a circulation policy, and should more explicitly state customers' rights in other libraries. The term “customers” seems more appropriate for a business entity and Mr. Mosher prefers
that the term “patrons” be used throughout the Library Policies and otherwise. Mr. Mosher also stated that the Library's restriction of unaccompanied adults from children's areas
does not comply with the Library Bill of Rights.
12. Friends of the Library Wish List
Staff requests that the Board of Library Trustees review and approve the
wish list.
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Library Services Director Hetherton noted the Friends of the Library will provide separate
donations to the Corona del Mar Branch and the Literacy program and recommended the Board of Library Trustees approve the wish list totaling $175,000.
Motion made by Board Member Coulter, seconded by Board Member Watkins, and carried (4-0-0-1) to approve the Friends of the Library wish list.
AYES: Johnson-Tucker, Watkins, King, Coulter NOES:
ABSTENTIONS:
ABSENCES: Ray
13. Library Foundation Wish List
Staff requests that the Board of Library Trustees review and approve the wish list.
Library Services Director Hetherton appreciated the Library Foundation's donation and recommended the Board of Library Trustees approve the wish list.
Motion made by Board Member Coulter, seconded by Board Member King, and carried (4-0-0-1) to approve the Library Foundation wish list totaling $153,125.
AYES: Johnson-Tucker, Watkins, King, Coulter NOES:
ABSTENTIONS: ABSENCES: Ray
14. 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 advised that the conceptual design study will begin August 6. She
is attempting to organize a trip to view facilities in San Diego. Library Services Director Hetherton is preparing a list of desired features for the lecture hall.
15. Library Services Report of Library issues regarding services, customers, and staff.
Library Services Director Hetherton announced Melissa Kelly's retirement effective June 28 and thanked her for her many contributions to the Library.
Chair Johnson-Tucker thanked Board Member King for eight years of service on the Board of Library Trustees.
Board Member Watkins expressed regret at the retirement of Melissa Kelly, who is a very capable employee.
B. Monthly Reports
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16. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting.
Board Member Coulter reported the Friends held their annual members luncheon in June. The Friends donated $175,000 to the Library and $5,000 to the Literacy program. The
Friends will make another donation, which will go towards materials etc. for the new Corona del Mar branch and will work with Tim & his staff to determine exactly what the
donation will cover. The Friends earned $17,621 in May. Chair Johnson-Tucker added
that the sale of art books went well and totaled $1,549.
17. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board
meeting. Dorothy Larson, Library Foundation Board President, reported the Foundation was
preparing contracts for the Witte Lecture Series and the Library Live series, planning events, and preparing budgets.
Kathy McCarrell, Library Foundation Interim Executive Director, introduced herself. 18. Witte Lectures Committee Liaison Report
Trustee update of the most recently attended Witte Lectures Committee's monthly meeting.
Dorothy Larson, Library Foundation Board President, advised that contracts are being prepared for the next series of lectures.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Toby Larson, Library Foundation Board Member, announced a reception for outgoing
Board President Dorothy Larson will be held at 6:00 p.m. on July 9.
Jim Mosher favorably commented regarding his use of the Library's digital newspaper collection and the ability to search it.
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)
None
IX. ADJOURNMENT – 6:53 p.m.
Submitted by: Jill Johnson-Tucker
Chair Approval of Minutes