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HomeMy WebLinkAboutAPPROVED 2019-07-15 CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes July 15, 2019 – 5:00 p.m. I. CALL MEETING TO ORDER –Chair Ray called the meeting to order at 5:00 p.m. Chair Ray welcomed Board Member Glabman. 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 Barbara Glabman, Board Member Kurt Kost Trustees Absent: None Staff Present: Tim Hetherton, Library Services Director Elaine McMillion, Administrative Support Specialist Natalie Basmaciyan, Library Services Manager Carol Jacobs, Assistant City Manager Melissa Hartson, Circulation & Technical Processing Coordinator Debbie Walker, Branch & Youth Services Coordinator Rebecca Lightfoot, Adult Services Coordinator Daisy Hernandez, Library Assistant III. ELECTION OF OFFICERS Board Member Watkins nominated Board Member Ray for the office of Chair. Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried (5-0-0-0) to approve the nomination of Board Member Ray as Chair of the Board of Library Trustees. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: Board Member Coulter nominated Board Member Watkins for the office of Vice Chair. Motion made by Board Member Coulter, seconded by Board Member Kost, and carried (5-0-0-0) to approve the nomination of Board Member Watkins as Vice Chair of the Board of Library Trustees. AYES: Ray, Watkins, Coulter, Glabman, Kost Board of Library Trustees Meeting Minutes July 15, 2019 Page 2 NOES: ABSTENTIONS: ABSENCES: Vice Chair Watkins nominated Board Member Coulter for the office of Secretary. Motion made by Vice Chair Watkins, seconded by Board Member Kost, and carried (5-0- 0-0) to approve the nomination of Board Member Coulter as Secretary of the Board of Library Trustees. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: IV. NOTICE TO THE PUBLIC V. PUBLIC COMMENTS None VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the June 17, 2019 Board of Library Trustees Meeting Vice Chair Watkins suggested the draft Minutes include Mr. Mosher's proposed revisions. 2. Patron 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. Vice Chair Watkins requested staff provide the Board of Library Trustees with an updated Library staff roster and organization chart. 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 Vice Chair Watkins, and carried (5-0-0-0) to approve the Consent Calendar with the June 17, 2019 Minutes amended as noted. Board of Library Trustees Meeting Minutes July 15, 2019 Page 3 AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: VII. CURRENT BUSINESS A. Items for Review 6. Statistical Comparison Report of Peer Libraries/Meeting Spaces Staff will provide a statistical comparison of the Newport Beach Public Library and regional peer libraries. Library Services Director Hetherton reported that staff identifies libraries that are similar to Newport Beach in population and income as peer libraries. Staff reviews the peer libraries' reports submitted to the California State Library for population, number of full-time staff, operating budget, percentage of the budget spent on collections, amount of print materials, program attendance, and visits. The Library tends to compare fairly well with peer libraries. One notable statistic for comparison is collection expenditures, which in Newport Beach are supported by donations from the Friends of the Library and the Newport Beach Library Foundation. The number of visits to the Library is high in comparison to the service population and seems to indicate many people who do not live in Newport Beach use the Library. Within the materials budget, staff spends 41 percent on print materials and 41 percent on databases and downloadable content. Peer libraries that maintain a dedicated auditorium facility have fairly high programming numbers. The Library's programming numbers are roughly the same without having an auditorium facility. The Library's statistics appear to be comparable with other libraries; however, the Library receives three stars while peer libraries receive four and five stars. The only statistic in which the Library falls short is internet use per capita, which Library Services Director Hetherton attributes to residents having internet access at their homes. In reply to Board Member questions, Library Services Director Hetherton advised that the Cerritos library has approximately three times the number of public computers as the Newport Beach Library. Perhaps the Board of Library Trustees should visit the Cerritos library. The Cerritos library has a small service population, but the number of visits is extremely high. The Library Journal rates public libraries annually in five categories: visits, circulation, e-circulation, program attendance, and public internet computer use. In the past 11 years, the Library has been named a Star Library ten times, which means the Library is a top performer in the five categories. The star rating and statistics are important, but people continue to visit the Library and think the Library is doing a good job. The service populations of peer libraries are not necessarily similar to the Library's service population, but demographically the peer libraries appear to be located in affluent communities in which educated persons reside, and the peer libraries appear to be located near large urban areas. The category column in the star table is the budget range for libraries. The budget for the Santa Monica library is twice Newport Beach Library's budget. The comparison of Newport Beach Library with peer libraries began around 2014. Library Services Director Hetherton related that he could provide the square footage of peer libraries. Some libraries receive funding from specific taxes. The peer libraries are located Board of Library Trustees Meeting Minutes July 15, 2019 Page 4 in cities that are similar to Newport Beach and include the two closest independent city libraries, Huntington Beach and Mission Viejo. Board Members concurred with visiting the Cerritos library. Board Member Coulter remarked that Library staff is very friendly and does a very good job. Jim Mosher noted peer libraries can be defined in different ways. In response to Mr. Mosher's inquiries, Library Services Director Hetherton indicated Fullerton, Placentia and Buena Park library systems are located in Orange County. Staff probably did not consider the Fullerton, Placentia, and Buena Park libraries as peer libraries because of demographic factors. 7. Proposed Library Closures for Winter Holidays 2019 Staff recommends a proposed Library holiday schedule for Board approval. Library Services Director Hetherton proposed Library Branches close at 6:00 p.m. on December 26, 27, 28, and 30, and Central and Mariners Branches maintain their normal Sunday hours on December 29. The proposed schedule will allow staff to take leave during the holidays. Between Christmas and New Year's, most visits occur during the day. Motion made by Vice Chair Watkins, seconded by Board Member Coulter, and carried (5- 0-0-0) to approve the proposed Library holiday schedule. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: 8. Corona del Mar Branch Project Update Staff will update the Board on the Corona del Mar Branch Library replacement project and branch activities during the closure. Library Services Director Hetherton reported the Corona del Mar Branch will not open to the public on or before the Grand Opening celebration scheduled for July 20. The subcontractor will not have cabinets and counters finished, and consequently the Information Technology (IT) Department will not complete its work in the Branch. The earliest the Branch could open to the public is the week of July 29. The plan now is to hold an open house at the Branch on July 20 from 10:30 a.m. to 2:00 p.m. Staff may be able to circulate materials during the open house. Staff will continue to update the Board regarding progress. Parking may be a problem during the open house. Chair Ray remarked that the public will be excited to see the new Branch. She suggested the Friends of the Library conduct a book sale during the open house. Library Services Director Hetherton related that the Friends are planning a book sale for the open house. In answer to queries from the Board, Library Services Director Hetherton indicated Mayor Dixon, Councilmen O'Neill and Muldoon, and Councilwoman Brenner are planning to Board of Library Trustees Meeting Minutes July 15, 2019 Page 5 attend the open house. Hopefully, all Board Members can attend. Staff has placed materials on the shelves but is awaiting some Children's Fiction materials. Staff will provide the Board with a program for the open house. 9. Lecture Hall Update Staff will update the Board on activities related to building a lecture hall facility on the Central Library site. Chair Ray noted a Library Lecture Hall Design Committee had been appointed and will begin meeting in July. The Committee will review responses to the Request for Proposals (RFP). 10. Library Services Report of Library issues regarding services, customers, and staff. Library Services Director Hetherton indicated the Friends held their annual luncheon and officer installment on June 11 with guest speaker Christina Lynch, author of The Italian Party. At the beginning of the fiscal year, staff typically renews Library subscriptions to databases. Lynda.com is a popular Library database. LinkedIn has purchased Lynda.com and will require patrons to provide private information that LinkedIn will make public. The Library does not share any personal information because State law mandates the Library to maintain the confidentiality of patron information. Patrons can change the LinkedIn settings to ensure the privacy of their information; however, a Google search will reveal patrons' LinkedIn accounts. When patrons log into Lynda.com, they will receive a notice advising them to create a public profile and encouraging them to speak to a librarian if they do not wish to create a public profile. However, librarians can do nothing but tell patrons not to use the service if they wish to remain private. LinkedIn has advised libraries that they may end their contracts for Lynda.com if libraries do not wish to migrate to the new Lynda.com/LinkedIn service. The American Library Association (ALA) will not advise libraries to migrate to LinkedIn because of privacy concerns. The ALA is preparing a statement and recommendation for public libraries. Being able to pressure LinkedIn not to utilize the new business model would be good because patrons use and like Lynda.com. Public libraries are a large market for LinkedIn. Library Services Director Hetherton advised that under the current circumstances he will not renew the Library's subscription to Lynda.com. He will provide updates to the Board of Library Trustees. If the Library's subscription to Lynda.com ends, staff will notify the public and explain the circumstances. In answer to queries, Library Services Director Hetherton related that in the last week three vendors have contacted staff about databases that compete with Lynda.com. Staff will review the competing databases in the search for an alternative to Lynda.com. The Library's subscription for Lynda.com expires July 27. Under the new business model (which Director Hetherton advises against), patrons would access Lynda.com through their LinkedIn accounts. Staff introduced themselves to the Board of Library Trustees and summarized their duties in the Library. B. Monthly Reports Board of Library Trustees Meeting Minutes July 15, 2019 Page 6 Chair Ray reported she has reorganized the agenda items for the five committees. Chair Ray appointed herself as liaison to the Library Foundation Board, Board Member Coulter as liaison to the Friends of the Library, Board Member Kost as liaison to the Witte Lectures Committee, Vice Chair Watkins as liaison to Literacy Services, and Board Member Glabman as liaison to the Library Live Lectures Committee. Meg Linton, Library Foundation Chief Executive Officer, advised that Library Live lectures are connected to some type of publication and usually focus on local and West Coast writers. The program is relatively new and offers two lectures in the fall and two in the spring. Library Live is very active in creating new partnerships. The Library Live Committee usually meets once per month. 11. Library Foundation Liaison Reports A. Library Foundation Board – Report of the most recently attended meeting. B. Library Live Lectures Committee – Report of the most recently attended meeting. C. Witte Lectures Committee – Report of the most recently attended meeting. None 12. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member Coulter reported Amy Hunt, the Friends' President, and Meg Linton the NBPL Foundation Executive Director will be collaborating to support the Library. Bookstore sales through June 30, 2019 total $199,966, a 1.4 percent increase over the prior fiscal year. The Friends are working on increasing sales through Amazon.com. A one-day sale of 50 percent off all bookstore inventory garnered $2,000. The sale of art books garnered $2,457. The sale of Jim Abbott books sold out, and Mr. Abbott has agreed to supply more books. Another sale of 50 percent off all inventory for members only is planned for August 10. Members of the Friends total 891, and members' dues totaled $1,490 in June. 13. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board meeting. Vice Chair Watkins advised that Literacy Services has funds of approximately $377,000 and 38 unassigned learners but no tutors. International Literacy Day is September 12. A happy hour is scheduled for October 26. Chair Ray noted tutors do not need to speak a second language. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher shared Library Services Director Hetherton's concerns about confidentiality and Lynda.com. Another confidentiality concern is the ease with which someone can Board of Library Trustees Meeting Minutes July 15, 2019 Page 7 access a patron's account information with only the patron's library card number and surname. He inquired whether the Library Lecture Hall Design Committee had supplanted the Board of Library Trustees with respect to determining all aspects of the lecture hall. A sign outside the room during Board of Library Trustees' meetings could increase public attendance. The Board of Library Trustees should provide input to the City Manager's review of the Library Services Director. Vice Chair Watkins indicated the Board of Library Trustees has explored the agreement regarding performance review of the Library Services Director, and perhaps staff could provide at a future meeting the resolution of the issue. IX. 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 X. ADJOURNMENT – 6:00 p.m. Submitted by: Janet Ray Chair Approval of Minutes