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HomeMy WebLinkAboutAPPROVED 2018-10-15 CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library–Mariners Branch 1300 Irvine Avenue, Newport Beach 92660 Meeting Minutes October 15, 2018 - 5:00 p.m. I. CALL MEETING TO ORDER – Vice Chair Watkins called the meeting to order at 5:00 p.m. II. ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion Trustees Present: Vice Chair Paul Watkins, Secretary Douglas Coulter, Board Member Jill Johnson-Tucker, Board Member Kurt Kost Trustees Absent: Chair Janet Ray (excused) Staff Present: Tim Hetherton, Library Services Director Elaine McMillion, Administrative Support Specialist Natalie Basmaciyan, Library Services Manager Melissa Hartson, Circulation & Technical Processing Coordinator Debbie Walker, Branch & Youth Services Coordinator Rebecca Lightfoot, Adult Services Coordinator Andy Kachaturian, Mariners Branch Librarian Liz McKibbin, Mariner's Senior Library Clerk Alex Jenkins Mariners Librarian Bernadette Gilliam, Library Assistant–Children's Department Melinda Vogel, Library Assistant–Children's Department Kristina Bailey, Library Assistant–Children's Department III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS None V. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the September 17, 2018 Board of Library Trustees Meeting Board Member Johnson-Tucker corrected the second paragraph on page 4 to "In response to Chair Ray's query, Board Member Johnson-Tucker was unclear whether the subcommittee work is complete." Vice Chair Watkins indicated he will abstain from voting on the portion of the minutes after 6:09 p.m. as he left the meeting before it adjourned. Board of Library Trustees Meeting Minutes October 15, 2018 Page 2 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Vice Chair Watkins noted the comment from a customer thanking Jeremy Rodriguez and Camille Escareal-Garcia for their assistance with a large print and scan job. 3. Library Activities Monthly update of library events, services and statistics. Vice Chair Watkins appointed Board Members Kost and Coulter to a subcommittee to determine potential Library uses for the credit union space as the credit union will vacate the space in October. Board Member Johnson-Tucker offered to share with the subcommittee the Library's past efforts concerning the space. In response to Board Member Coulter's question, Board Member Johnson-Tucker explained that the space belongs to the City, but securing a tenant is difficult. At one time, the City Manager had requested proposals for use of the space. She understood the City would forego the rent if the Library could utilize the space. Hopefully, the subcommittee can find a Library use for the space. Vice Chair Watkins added that Community Development Director Jurjis had requested the Board of Library Trustees provide input regarding possible Library uses for the space. 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. Vice Chair Watkins suggested review of Library policies be added to the Monitoring List for November and December. Motion made by Board Member Coulter, seconded by Board Member Kost, and carried (3-0-1-1) to approve the Consent Calendar with the amendments to the minutes. AYES: Watkins (Items 2-5), Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: Watkins (Item 1) ABSENCES: Ray VI. CURRENT BUSINESS A. Items for Review 6. Mariners Branch Update Board of Library Trustees Meeting Minutes October 15, 2018 Page 3 Staff will provide the annual overview of Mariners Branch operations, to include review of parking issues. Adult Services Coordinator Rebecca Lightfoot reported on the changes in personnel, the building, and programs. Customer feedback for the new carpet has been positive. The Teen exam prep classes went well, and another is planned for February. Vice Chair Watkins advised that he and Library Services Director Hetherton met with Public Works staff regarding increasing the number of parking spaces. Public Works staff will explore converting landscape and hardscape to parking spaces at Mariners Branch and adding parking spaces at Mariners Park. Toby Larson remarked that he had observed cars without handicap tags or placards parked in the handicapped space. In response to Board Member Johnson-Tucker's question, Adult Services Coordinator Lightfoot related that the parking lot is crowded during Story Time and between 3:15 and 5:00 on weekdays. 7. Youth Services Update Staff will provide the annual overview of Youth Services. Branch & Youth Services Coordinator Debbie Walker shared staffing and programming changes. Over the past year, the Halloween Extravaganza, Butterfly Release, Coding for Kids, Star Wars Digital Saturday, and teen exam prep have been successful. Forty-three percent of Summer Reading Program participants completed the program, which is an increase over the number who completed the program in 2017. Outreach programs include first-grade class visits, Summer Reading Program school visits, attendance at College and Career Nights and the Children's Book Festival, and Scout and private school tours of the Library. Library staff is updating book lists, which are valuable resources. Board books, graphic novels, and DVDs have the highest circulation of Library materials. Library Assistant Bernadette Gilliam introduced herself and described her duties, use of Accelerated Reader levels, and craft times. Library Assistant Melinda Vogel introduced herself and depicted her leading offsite Story Times and preparation of displays and bulletin boards. Library Assistant Kristina Bailey introduced herself and detailed her work in Teen Services and volunteer opportunities for teens. In response to inquiries, Branch & Youth Services Coordinator Walker related that outreach programs are part of Library Services Director Hetherton's initiative. Library Assistant Bailey reported the Library has a waiting list for participation in the Young Adult Advisory Council (YAAC). Teens can and often do participate in YAAC for multiple years and bring their friends into the program. 8. Corona del Mar Branch Project Update Staff will update the Board on the Corona del Mar Branch Library replacement project. Staff recommends that the Board of Library Trustees Board of Library Trustees Meeting Minutes October 15, 2018 Page 4 approve the gift request to the Friends of the Library for $116,400 for an opening day collection and furniture for the reading porch. Library Services Director Hetherton reported the project remains ahead of schedule, and the Branch could open in May 2019 if progress continues. The structure has been waterproofed, and work on the interior has begun. Story Times are back on their regular schedule, and attendance has almost doubled since the summer. Recreation staff at the Community Youth Center has been extremely accommodating for Library programs. At the request of the Friends of the Library, staff prepared a wish list for an Opening Day collection and teak patio furniture. Motion made by Board Member Coulter, seconded by Board Member Johnson-Tucker, and carried (4-0-0-1) to submit a request to the Friends of the Library for an Opening Day collection for $110,000, and teak patio furniture for of $6,400. AYES: Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: ABSENCES: Ray 9. CLLS Literacy Grant Staff requests that the Board accept the California Library Literacy Services (CLLS) grant for Literacy Services. Motion made by Board Member Johnson-Tucker, seconded by Board Member Coulter, and carried (4-0-0-1) to accept a grant in the amount of $18,000 from the California Library Literacy Services to support the Newport Beach Library Adult Literacy Program. AYES: Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: ABSENCES: Ray 10. Donation to the Newport Beach Public Library Staff requests that the Board accept a $25 donation made to the Newport Beach Public Library. Motion made by Board Member Johnson-Tucker, seconded by Board Member Coulter, and carried (4-0-0-1) to accept a donation of $25 from a local chapter of the P.E.O. Sisterhood to enhance the Library's materials collection. AYES: Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: ABSENCES: Ray 11. Lecture Hall Update Trustee Johnson-Tucker will provide an update on activities related to efforts to integrate a lecture hall on the Central Library site. Board of Library Trustees Meeting Minutes October 15, 2018 Page 5 Board Member Johnson-Tucker shared a rendering of the preferred option with the alternate lobby arrangement. The Board of Library Trustees does not have enough information to determine which arrangement will be optimal. Assistant City Manager Carol Jacobs feels strongly that the Board should present the options to the public through homeowners association, board, and commission meetings. She attended the City Arts Commission meeting the prior week to present the options. In reply to questions, Board Member Johnson-Tucker advised that the lobby arrangements have the same number of seats. She and Library Services Director Hetherton will determine the amount of funding remaining before asking the architects to prepare drawings of the two lobby arrangements. The architects have not prepared elevations for the options. The preferred option with the lobby on Avocado could look good; however, it appears to have a big wall. The seating is a maximum of 348, but the Board of Library Trustees needs to discuss whether the lecture hall should be that big or slightly smaller. Assistant City Manager Jacobs recommended the architects prepare for maximum seating. If necessary, the size can be reduced. Regardless of the size of the lecture hall, 18 parking spaces will be lost. Staff is exploring the possibilities for adding parking spaces to replace those lost. During the day, the parking structure is crowded. 12. Library Services Report of Library issues regarding services, customers, and staff. Library Services Director Hetherton reported Cherall Weiss attended the California Library Literacy Services conference and presented on three topics. The Library's possible use of the credit union space is promising. He had contacted Keith Curry Lance about the Library achieving four-star status. Library staff will continue to think of the customer first and to spend money wisely. On October 30, he will hold a meeting with the facilitators of the Library Administration Annual Retreat. The Retreat is scheduled for November 9. At his request, Library Services Manager Natalie Basmaciyan, Adult Services Coordinator Lightfoot, Branch & Youth Services Coordinator Walker, and Circulation and Technical Processing Coordinator Melissa Hartson have drafted customer service initiatives for the reference collection, outreach, and Library card registration. The Wheelhouse List should include the Library volunteer event on October 24 at 10:00 a.m. In answer to Vice Chair Watkins' question, Library Services Director Hetherton suggested Mr. Lance referenced a possible upcoming fifth category for Wi-Fi access. The Library is doing well in that category. Board Member Johnson-Tucker appreciated the new initiatives. B. Monthly Reports 13. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member Coulter reported that the Friends had art book sales of $940 on Saturday, October 13 at Art in the Park. In September, book sales totaled $14,869, $594 of which came from the sale of vintage books. The next quarterly book sale is Friday, November Board of Library Trustees Meeting Minutes October 15, 2018 Page 6 2 for members only and Saturday, November 3 for the public. The Friends are planning their Volunteer Holiday luncheon for December 10 at Newport Rib Company. 14. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Board Member Johnson-Tucker reported that the Foundation continues to search for an Executive Director. Toby Larson, Library Foundation Board Member, added that planning for the Witte Lectures and Library Live is complete. The Board of Library Trustees is invited to the VIP event prior to the October 25 Library Live lecture. Outreach and Library tours are wonderful ways to bring in new members. 15. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Board Member Kost noted that speakers are lined up for the Witte lectures. The Committee has added a sponsor bracket and decreased the number of tickets provided to sponsors. In addition, sponsors must request their tickets or the tickets will be released to the public. Service charges are now incorporated into the ticket price. At the time of ticket purchase, the purchaser may round up the cost with the difference being donated to the Foundation. 16. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board meeting. Vice Chair Watkins noted the next meeting is November 13. Both he and Library Services Director Hetherton will attend the meeting. 17. Library Live Lectures Liaison Report Trustee update of the most recently attended Library Live Lectures Committee's meeting. Toby Larson reported all speakers have been booked for the 2018/2019 series. The first lecture is October 25. Two of the four lectures will be free to the public. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None Board of Library Trustees Meeting Minutes October 15, 2018 Page 7 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 – 6:17 p.m. Submitted by: Paul Watkins Vice Chair Approval of Minutes