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HomeMy WebLinkAboutMINUTES DEC 17 2018 CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library 1000 Avocado Avenue, Newport Beach 92660 Meeting Minutes December 17, 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 Jana Colver, Reference Librarian II Julie Duncan, Senior Library Clerk Stuart Sherman, Library Clerk II Vanessa Magana, Library Clerk I III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS Jim Mosher wanted to hear the Board of Library Trustees' opinion regarding the Library's strengths, weaknesses, opportunities, and threats. Library Services Director Hetherton introduced Reference Librarian Jana Colver, who will retire effective December 20, 2018. Reference Librarian Colver has performed many tasks while employed with the Library. Library Services Director Hetherton thanked Reference Librarian Colver for her service. V. CONSENT CALENDAR A. Consent Calendar Items Board of Library Trustees Meeting Minutes December 17, 2018 Page 2 1. Minutes of the November 13, 2018 Board of Library Trustees Meeting Vice Chair Watkins requested Item VI.B.15 of the minutes reflect the "Lido House hotel" rather than "Lido Hotel" and "… promotions for the first lecture …" rather than "… promotions with the first lecture … ." 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Vice Chair Watkins noted the comment dated November 6, 2018 addresses signage for the Library. Perhaps staff could review signage and determine whether it should be improved. Library Services Director Hetherton agreed to review signage and report to the Board of Library Trustees in February. 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. Vice Chair Watkins concurred with Mr. Mosher's comment to include City Council Policy I-1 in the Monitoring List for review every few years. Library Services Director Hetherton will speak with Assistant City Manager Jacobs to obtain some direction and report to the Board of Library Trustees in January. Vice Chair Watkins suggested the Board of Library Trustees may need to consider a process and timeline for complying with Section B of the Memorandum of Understanding (MOU) between the Board of Library Trustees and the City Manager or disavow the MOU. In response to Board Member Coulter's question, Vice Chair Watkins indicated the MOU is in place; therefore, the Board of Library Trustees should conduct the required reviews or determine the MOU has outlived its usefulness. Board Member Johnson-Tucker suggested Board Members review the MOU before this item is placed on the agenda. Chair Ray requested Board Member Johnson-Tucker consult with Karen Clark regarding the MOU and report to the Board of Library Trustees. Vice Chair Watkins advised that Library Services Director Hetherton has indicated that staff proposed strategies and tactics during the Admin Retreat, but they were not Board of Library Trustees Meeting Minutes December 17, 2018 Page 3 presented to the Board of Library Trustees. If the Library Board of Trustees wishes to comment on the Strengths, Weaknesses, Opportunities, and Threats (SWOT) analysis in January, it should have the strategies and tactics. Library Services Director Hetherton related that he could provide the information during his verbal report unless the Board wishes to defer the issue to January. Motion made by Board Member Coulter, seconded by Board Member Johnson-Tucker, and carried (5-0-0-0) to approve the Consent Calendar with amendments to the minutes as discussed. AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: ABSENCES: VI. CURRENT BUSINESS A. Items for Review 6. Proposed use of the retail space located on the Central Library 2nd floor entrance. Staff will present a formal proposal for relocating the Library’s passport service to the former credit union space. Library Services Director Hetherton reviewed the proposal to provide passport services, notary services, and public faxing, scanning, and device charging, and to sell supplies and gift shop items in the space formerly occupied by the credit union. The space will be open during Library hours, but passport services will be available between 9:00 a.m. and 3:00 p.m. Passport services currently generate a good amount of revenue, and more availability could increase revenue. A notary service in the Library will be more convenient than the City Clerks' Office for the public. The space will need only minor renovations. Additional staff will need training for passport services and notary services. The business center will be a nice public amenity and can be implemented without a great deal of effort. A glass door between the passport office and the business center will be more welcoming. Staff proposes lockers for the charging station so that customers do not have to wait with their device while it charges. Staff will approach support groups for funding for sundry items and the charging station. In reply to questions, Library Services Director Hetherton related that the fax machine and scanner will be moved to the new business center. Staff can develop ideas for the space behind the reference desk once the equipment is moved. The business center will offer a branding opportunity for the Friends and Foundation. Staff will provide passport services and take payment for goods, but the other amenities will be self-service. Paint will be needed to improve the business center. The loud cooling system currently in this space can be removed. The schematic drawing is a suggestion. Until the credit union finishes vacating the space, staff cannot access it to measure for tables, desks, and storage. The ATM will be relocated to outside entrance to the Central Library for 24/7 access. The City Manager wants a plan approved by the Board to place on the City Council's consent calendar. If staff can show that the business center will generate revenue and expand Board of Library Trustees Meeting Minutes December 17, 2018 Page 4 successful service, the Council should support it. The Library will not pay rent for the space. The Library may have surplus furniture that could be utilized in the business center. The existing passport services space could be converted to a meeting room for the public or to an office for Foundation staff. Vice Chair Watkins suggested staff include the cost to renovate the space, potential revenue from the services, and donations from the Friends and Foundation in information provided to the Board. Motion made by Board Member Coulter, seconded by Board Member Kost, and carried (5-0-0-0) for staff to proceed with the ideas presented for the former credit union space, Library Services Director Hetherton to obtain estimates for renovating the space, and staff to present their findings at the January meeting. AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: ABSENCES: Library Services Director Hetherton indicated he would provide the Board of Library Trustees with a monthly update until the business center is open for business. Jim Mosher questioned whether the City's loss of rent revenue will be offset by revenue generated from passport services and whether Library staff would notarize all types of documents. Library Services Director Hetherton explained that the City's rent revenue is approximately $2,500 per month, and passport services currently generates approximately $30,000 per year. With expanded hours and more services, the business center could increase the Library's revenues. Staff clarified that a notary needs a special certification to notarize certain types of documents. Board Member Johnson-Tucker felt increasing the visibility of the passport office and increasing Library space are good ideas. 7. 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 scaffolding will be removed and a biofiltration unit, insulation, and drywall will be installed. Installation of the metal roof should be complete by the end of December. Staff met with a vendor to arrange specific accounts for the Opening Day Collection so that purchases can begin in January. Staff will meet with the Fire Department to coordinate a grand opening event and moving into the facility. The Board of Library Trustees' tour of the project will be rescheduled. The facility could open as soon as April. Board of Library Trustees Meeting Minutes December 17, 2018 Page 5 8. 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 the lecture hall design stalled for a while because people who had seen the plans felt one design crowded the front entry and the other design felt too crowded on the lot. The number of seats may have to be reduced in order to achieve a graceful design. Matt Witte has reviewed the designs and offered some suggestions. Board Member Johnson-Tucker will meet with Robert Coffee on Wednesday to discuss possible revisions of the designs and hopes to meet with the architect in January. The lecture hall can push into the bioswale slightly without reducing its effectiveness or interfering with the LEED certification. In answer to Vice Chair Watkins' question, Board Member Johnson-Tucker believed fundraising at the current time is premature. In the next couple of months, she hopes to develop a concept to present to the City Council. The City Council would probably like to know that a few people have agreed to large donations for the lecture hall. Conversations with potential donors would be good at the current time. Jim Mosher noted the expected lifespan for the Library is another 20 years. He questioned whether the Board of Library Trustees planned to build a temporary lecture hall, to demolish the lecture hall in 20 years and rebuild it along with the Library, or to build the lecture hall now and rebuild the Library around it in 20 years. Board Member Johnson-Tucker felt the City would remodel the Library over the years rather than rebuild it in 20 years. The current design for the lecture hall is a freestanding building; therefore, the Library could be remodeled or rebuilt without affecting the lecture hall. Mr. Mosher suggested the lecture hall could be integrated into a future rebuild of the Library. Vice Chair Watkins agreed that the Board of Library Trustees should consider a future vision for Central Library. However, the Balboa Branch has not been remodeled since 1952. Remodeling or rebuilding the Balboa Branch should be a priority at some point. Perhaps the Board should ask Library Services Director Hetherton to report on the useful life of the Balboa Branch and plans and costs for upgrading it. 9. Library Services Report of Library issues regarding services, customers, and staff. Library Services Director Hetherton indicated the Library was named a Star Library once again. A series of events to commemorate the 25th anniversary of Central Library will begin in January 2019. The event will be held during the week of July 8. The Admin Retreat was held on November 30 where staff identified the need to improve initial and ongoing training for Library Assistants as it was identified as a weakness in the SWOT analysis. To make recruitment and retention of staff a priority, to engender transparency for both the public and staff, and to develop and maintain community partnerships were identified as strategies. Three of the four customer service initiatives for 2019 support the strategies. The overarching goal is to keep the Library relevant. Library strengths are the Board of Library Trustees Meeting Minutes December 17, 2018 Page 6 perceptions of the Library as a safe place and a societal good. The Library's business model and staff's treatment of customers garner customers' faithfulness to the Library. The Library offers services and resources for all ages. Staff identified opportunities to foster the energy and creativity of younger staff, to collaborate with social services regarding homeless patrons, to promote Library services and resources to City staff, and to develop staff as supervisors. Staff wants to adapt established technologies for use in the Library rather than become a beta test site. Economic downturns are both an opportunity and a threat to the Library. Other threats are negative perceptions of government employees and the relevancy of the Library, and viruses, malware, and hackers. During the All Staff Meeting on December 5, staff discussed plans for the 25th anniversary celebration, the new Integrated Library System (ILS), the retail space on the second floor, and the grand opening of the Corona del Mar Branch. In reply to Vice Chair Watkin's query, Adult Services Coordinator Rebecca Lightfoot described the Gale Archives Unbound as a database containing more than 200 collections of primary source material. It is an excellent research tool geared towards college-aged and older customers. The material is historical in nature. B. Monthly Reports 10. 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 received net income of $17,214 in November. The net income between July 1, 2018 and November 30, 2018, totaled $91,529. Net income for both November 2018 and the fiscal year has decreased slightly from the same time periods in 2017. The final buy-one-get-one sale for 2018 was held on December 8. Customers who purchase products through smile.amazon.com can donate 5 percent of their purchase to the Friends of the Newport Beach Library. Sixty-one members attended the holiday luncheon on December 10. The next quarterly book sale is scheduled for Friday, February 1 and Saturday, February 2, 2019. 11. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Board Member Johnson-Tucker advised that the Foundation has been interviewing candidates for Executive Director. Library Services Director Hetherton added that the number of candidates has been narrowed to three, and an offer should be issued soon. 12. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Board Member Kost indicated the next lecture featuring Hanna Rosin is scheduled for January 25. Ticket sales have been brisk. The March lecture featuring Amy Walter has sold the most tickets thus far. The Committee plans to advertise events. The Committee is searching for incremental sponsors for the program and for new members. Board of Library Trustees Meeting Minutes December 17, 2018 Page 7 13. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board meeting. Vice Chair Watkins noted Literacy Services held its holiday potluck lunch on December 8. Fundraising efforts are underway, and Literacy Services' bank balance is $337,000. 14. Library Live Lectures Liaison Report Trustee update of the most recently attended Library Live Lectures Committee's meeting. Chair Ray did not have a report. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Chair Ray stated serving on the Board of Library Trustees is an honor. The next meeting is scheduled for Tuesday, January 22, 2019 instead of Monday due to the Martin Luther King holiday and the City and Library are closed. 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 – 6:05 p.m. Submitted by: Janet Ray Chair Approval of Minutes