HomeMy WebLinkAboutNOV 13 2018 MINUTES CITY OF NEWPORT BEACH
Board of Library Trustees
Newport Beach Public Library—Central Library
1000 Avocado Avenue, Newport Beach 92660 Meeting Minutes
November 13, 2018 - 5:00 p.m. I. CALL MEETING TO ORDER –Chair Ray called the meeting to order at 5:00 p.m.
II. ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion
Trustees Present: Chair Janet Ray, Vice Chair Paul Watkins, Secretary Douglas Coulter, Board Member Jill Johnson-Tucker, Board Member Kurt
Kost
Trustees Absent: None
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 Claire Leach, Librarian II III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS
None
Chair Ray announced Agenda Item Number VI.B.14 will be heard following Agenda Item Number V.
V. CONSENT CALENDAR
A. Consent Calendar Items
1. Minutes of the October 15, 2018 Board of Library Trustees Meeting
2. Customer Comments Monthly review of evaluations of library services through suggestions and
requests received from customers. 3. Library Activities
Monthly update of library events, services and statistics.
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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 Coulter, seconded by Board Member Kost, and carried
(4-0-1-0) to approve the Consent Calendar.
AYES: Ray (Items 2-5), Watkins, Coulter, Johnson-Tucker, Kost
NOES:
ABSTENTIONS: Ray (Item 1) ABSENCES:
VI. CURRENT BUSINESS
A. Items for Review 6. Media Lab Use Policy
Staff requests that the Board review the Media Lab Use Policy and approve
suggested changes.
Library Services Director Hetherton reported the Media Lab Use Policy was first implemented in 2013. Staff recommends deleting the language requiring patrons to provide a photo identification because patrons must use their library cards to log into
media equipment. The Policy is currently working well.
Vice Chair Watkins suggested the Board of Library Trustees consider incorporating Mr.
Mosher's proposed revisions of changing paragraph 3, second sentence, to "[r]eservations will be held for 10 minutes after they are scheduled to begin and, if not used, will be
considered canceled at that time;" changing paragraph 6, third sentence, to "[c]ustomers
using the Media Lab for audio projects must use headphones;" and deleting paragraph 13.
Board Member Coulter disagreed with changing paragraph 3. Board Member Johnson-Tucker concurred with all changes even though she preferred staff continue to obtain
photo identification due to the cost of the equipment. Library Services Director Hetherton advised that security measures were in use.
In reply to Board Member Kost's inquiry, Library Services Manager Natalie Basmaciyan indicated the sound room is booked almost every day from open to close. Two to seven people use the Media Lab at any given time.
Motion made by Vice Chair Watkins, seconded by Board Member Johnson-Tucker, and
carried (4-1-0-0) to approve the Media Lab Use Policy with staff's and Vice Chair Watkins'
revisions.
AYES: Ray, Watkins, Johnson-Tucker, Kost
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NOES: Coulter
ABSTENTIONS: ABSENCES: 7. Sound Lab Use Policy Staff requests that the Board review the Sound Lab Use Policy and approve suggested changes.
Library Services Director Hetherton recommended the Board of Library Trustees delete
the language requiring patrons to provide a photo identification.
Vice Chair Watkins proposed revisions consistent with Mr. Mosher's comments to change
paragraph 3, second sentence, to "reservations will be held for 10 minutes after they are
scheduled to begin and, if not used, will be considered canceled at that time;" and to delete paragraph 14.
In answer to Chair Ray's question, Library Services Manager Basmaciyan indicated few customers under the age of 14 years utilize the room.
Motion made by Vice Chair Watkins, seconded by Board Member Johnson-Tucker, and carried (4-1-0-0) to approve the Sound Lab Use Policy with staff's and Vice Chair Watkins'
revisions. AYES: Ray, Watkins, Johnson-Tucker, Kost
NOES: Coulter ABSTENTIONS:
ABSENCES:
8. Donation to the Newport Beach Public Library
Staff requests that the Board accept a $500 donation made to the Newport
Beach Public Library.
In reply to Chair Ray's inquiry, Library Services Director Hetherton reported Larry and Barbara Spitz are the donors. He agreed to provide contact information for Mr. and Mrs. Spitz so that Chair Ray can send a thank you letter.
Motion made by Board Member Coulter, seconded by Vice Chair Watkins, and carried (5-0-0-0) to accept a donation of $500 to the Newport Beach Public Library.
AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES:
ABSTENTIONS: ABSENCES:
9. Corona del Mar Branch Project Update Staff will update the Board on the Corona del Mar Branch Library
replacement project.
Library Services Director Hetherton reported Public Works has invited the Board of Library
Trustees to tour the building, which he will arrange. Construction could be complete as
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soon as May. The Friends of the Library has made a substantial gift for an opening day
collection and teak furniture. Staff is currently planning the opening day collection. Karen Carlson has also made a gift to the Foundation for the Branch. The project is under budget and ahead of schedule.
10. 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 Member Johnson-Tucker advised that Chair Ray, Library Services Director
Hetherton, Assistant City Manager Carol Jacobs and she will meet to discuss the architect's fees and concepts. She presented the project to the City Arts Commission.
Marketing Specialist Katherine Mielke has developed some initial marketing materials.
The Witte booklet of speakers can be updated, but the cost is more than anticipated.
Vice Chair Watkins disclosed Councilman O'Neill's firm support for a lecture hall and concern about parking.
11. All Staff Meeting Staff requests that the Board of Library Trustees approve opening all NBPL locations at 10:00 a.m. on Wednesday, December 5, for the purpose of an
all staff meeting. Library Services Director Hetherton requested approval of a delayed opening on
December 5 so that staff can attend an all-staff meeting. An all-staff meeting has not been held in a while, and the Library has several new staff members.
Motion made by Board Member Coulter, seconded by Board Member Johnson-Tucker, and carried (5-0-0-0) to approve opening all Branches at 10:00 a.m. on Wednesday,
December 5, 2018, after an all-staff meeting.
AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost
NOES: ABSTENTIONS: ABSENCES:
Vice Chair Watkins questioned whether a representative of the Board of Library Trustees should be present for the meeting. Board Members Coulter and Johnson-Tucker
responded no because of time constraints. Library Services Director Hetherton offered to provide a summary of the meeting and the administrative staff retreat in December. 12. Library Services Report of Library issues regarding services, customers, and staff.
Library Services Director Hetherton related staff's proposal to move passport services and to open a business center in the former credit union site. The Friends have expressed
interest in selling books and gift shop items as well. The Library would staff the area. The
Community Development Department will delay offering the site to the public until the Board of Library Trustees can approve staff's proposal. If the Council approves the
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proposal, it will probably decrease City revenue by $30,000. However, the public
amenities and goodwill could make up for the $30,000 loss In response to questions, Library Services Director Hetherton advised that passport fees
are deposited into the City general fund. Staff could possibly provide notary services. Sale proceeds could be designated for the Friends or the City. Passport services could expand from appointment-only service to walk-in service. Several staff members are
certified for passport services and can obtain notary licenses. Library Services Manager Basmaciyan added that staff processes 8-12 passports on an average day. The space
has a backroom that can be used for situations requiring privacy. Library Services Director
Hetherton explained that a few improvements will be needed. He will present a formal proposal to the Board of Library Trustees in December.
Chair Ray supported the proposal because the services would be visible to Library customers.
Board Member Kost remarked that the current passport services space could be converted to a study room.
Library Services Director Hetherton invited Board Members to attend the Friends' check presentation to the City Council on November 27. The Library will obtain a table at the
Corona del Mar Christmas Walk and share renderings of the new Branch. Festival Ballet will perform an abridged Nutcracker on December 1. Tickets to the performance can be obtained online.
Board Member Coulter advised that he can attend the check presentation.
Vice Chair Watkins noted the Mayor's Reception is scheduled for December 11 at The Dunes. The cost is $40, and he and his wife will attend.
Board Member Johnson-Tucker agreed to forward information regarding the Mayor's Reception to Library Services Director Hetherton, who can forward the information to all
Board Members. Library Services Director Hetherton introduced Librarian II Claire Leach.
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. The quarterly sale in November raised $2,656. In October, membership fees raised $835, and the art sale raised $940. Total sales for 2018
are $339 higher than total sales in 2017. The Friends may change the buy-one-get-one promotion to a 50-percent discount. Sales of 110 books on amazon.com raised $2,700 in
October. The Friends utilize the Library's book rate to ship books sold on amazon.com.
The Friends' member luncheon is scheduled for December 10. He had suggested the Friends promote books sales through the Stu News.
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14. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting.
Kathy McCarrell, Newport Beach Public Library Foundation Interim Executive Director, reported the Foundation Board of Directors has raised the minimum donation from $1,000
to $2,500 for the donor wall effective January 30, 2019. Tablets currently on the wall will remain. The Foundation's Bookmark will announce the new donation tiers. The current
cost of the tablets is approximately $3,000.
Board Member Kost remarked that the increase could cause the number of donations to
increase prior to the effective date. In response to Board Member Kost's query, Chair Ray
advised that the donor wall will remain visible if the lecture hall is built as proposed.
15. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting.
Board Member Kost advised that the first lecture will feature Hanna Rosin on January 25 and 26. Orange Coast magazine will interview Ms. Rosin. The Committee is contacting
the lecturers to ensure the accuracy of promotions. Sponsorships currently total $50,000, which is one-third of the $150,000 goal. The Committee is exploring the Lido House hotel as housing for lecturers; searching for a couple of new members; and considering creating
an advisory board. Ticket sales have been good.
Chair Ray expressed surprise that the Committee had not released promotions for the first
lecture in January.
16. Literacy Services Liaison Report
Trustee update of the most recently attended Literacy Services Advisory Board meeting.
Vice Chair Watkins indicated Library Services Director Hetherton and he would attend the ProLiteracy Board meeting following the Board of Library Trustees meeting.
17. Library Live Lectures Liaison Report
Trustee update of the most recently attended Library Live Lectures
Committee's meeting. Toby Larson, Newport Beach Public Library Foundation Board Member, reported the most
recent speaker talked about food waste. Bracken's Kitchen, who uses donated food items to feed the homeless, provided appetizers following the speaker. Approximately 120
people attended the event. Susan Orlean, the next speaker, is scheduled for February.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
None
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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)
Items for the December meeting include updates regarding the all-staff meeting and the administrative staff retreat and a formal proposal for use of the credit union space. IX. ADJOURNMENT – 5:59 p.m.
Submitted by: Janet Ray
Chair Approval of Minutes