HomeMy WebLinkAboutMinutes CITY OF NEWPORT BEACH
Board of Library Trustees
Newport Beach Public Library
1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes
August 19, 2019 – 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 Barbara Glabman
Trustees Absent: Board Member Kurt Kost
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 Rebecca Lightfoot, Adult Services Coordinator
Avery Maglinti, Information Technology Applications Supervisor III. NOTICE TO THE PUBLIC
IV. PUBLIC COMMENTS
None
V. CONSENT CALENDAR
A. Consent Calendar Items
1. Minutes of the July 15, 2019 Board of Library Trustees Meeting
Vice Chair Watkins requested the first line of Item VII.A.6. state "Library Services Director
Hetherton reported that staff … ." In the next paragraph, the seventh sentence should read "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 many educated persons reside, and the peer libraries appear to be near large urban areas." The final sentence of the second paragraph in Section VII.A.10
should be "Under the new business model (which Library Services Director Hetherton advises against), patrons would access Lynda.com through their LinkedIn accounts." The penultimate sentence of Section VII.B.12 should state "… 50 percent off … ." In Section
VII.B.13, "unsigned" should be "unassigned."
Board of Library Trustees Meeting Minutes August 19, 2019
Page 2
2. Patron Comments
Monthly review of evaluations of library services through suggestions and requests received from customers.
Vice Chair Watkins complimented Debbie Walker for her response to the braille inquiry. Patrons have commented regarding Greg Johnson and Melinda Vogel providing exceptional service.
3. Library Activities
Monthly update of library events, services and statistics.
Vice Chair Watkins complimented Chair Ray for her remarks at the Grand Opening of the
Corona del Mar Branch.
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 Vice Chair Watkins, seconded by Board Member Glabman, and carried (4-0-0-0) to approve the Consent Calendar with the July 15, 2019 Minutes amended as
noted.
AYES: Ray, Watkins, Coulter, Glabman
NOES: ABSTENTIONS:
ABSENCES: Kost
VI. CURRENT BUSINESS
A. Items for Review
6. Information Technology Update
IT Applications Supervisor Avery Maglinti will update the Board on Library information technology activities.
Information Technology (IT) Applications Supervisor Avery Maglinti reported over the past year, IT staff has worked on technology for the new Corona del Mar Branch. Selection of
a new Integrated Library System (ILS) hopefully will be presented to the Council in the next few months. Staff has installed new self-checkout stations; updated Cassie, the software that controls public computers; removed authentication from use of the public
Wi-Fi; implemented software for volunteer management and digital wayfinding; and offered security and PCI (credit card) training. City staff has a new intranet and new
computer monitors. The largest upcoming project will be the new ILS system. Staff should
complete the installation of self-checkout kiosks at Mariners and Balboa Branches. IT staff will segregate Library and City content filtering options so that the Library has more
control over internet filters.
Board of Library Trustees Meeting Minutes August 19, 2019
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In reply to Chair Ray's question, IT Applications Supervisor Maglinti advised that surplus checkout stations are sent to auction, and auction proceeds are deposited into the general fund.
Jim Mosher inquired regarding the Board of Library Trustees' review of staff's proposals for a new ILS and regarding the number of options staff is considering. He suggested the
Library implement an automatic renewal system. Library Services Director Tim Hetherton indicated staff has provided the Board with updates regarding the process for a few years.
Usually, Library staff and the Board rely on IT staff to make the determination. Library
staff requested the new ILS include automatic renewals. IT Applications Supervisor Maglinti reported IT staff has narrowed several options to one and will present it to the City
Council.
7. 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 related that the Corona del Mar Branch is not open due to minor issues that the contractor has to complete. The Branch will likely open the week of August 27. Issues to be completed include plumbing, restrooms and staff
workroom, modification of furniture for terminals; installation of a bike rack; and an extensive list of exterior cosmetic items. Staff is prepared to move into the Branch as soon as it is ready.
In reply to Commissioner Glabman's question, Assistant City Manager Carol Jacobs
reported that completion of all items is important. Once the City accepts the building and
remits final payment, the contractor will not return to complete items. Library Services Director Hetherton added that patron usage of the Branch is not compatible with repair
work.
Chair Ray remarked that the Branch should not be open until all issues are resolved and
the building is safe. 8. Lecture Hall Update
Chair Ray will report on the July 31 meeting of the Library Lecture Hall Design Committee.
Chair Ray indicated the Library Lecture Hall Committee (Committee) has reviewed seven proposals and staff's recommendations. On September 19, the Committee will interview four of the seven architectural firms. The Committee has a website with relevant
information for public review.
In reply to Vice Chair Watkins' query, Chair Ray stated the Committee meetings are open
to the public. Chair Ray hoped Board Members would attend the September meeting.
Jim Mosher found the absence of the Board's participation in the process strange. He
was surprised to hear in the Committee meeting that the Board of Library Trustees appointed Larry Tucker to negotiate non-design aspects of the lecture hall. However, he
could not find any indication of that in the Minutes.
Board of Library Trustees Meeting Minutes August 19, 2019
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Vice Chair Watkins noted Chair Ray and former Board Member Johnson-Tucker are members of the Committee. Ms. Johnson-Tucker and her husband are lawyers and highly experienced in real estate matters. The Board of Library Trustees delegated responsibility
for the lecture hall to the Committee. Board Member Coulter commented that the lecture hall is progressing in a professional
manner and supported the existing process.
9. Library Services
Report of Library issues regarding services, customers, and staff.
Library Services Director Hetherton reported the 25th Anniversary Celebration was held
July 11. The celebration acknowledged the value and contributions of the Library to the community. The public was pleasantly surprised by the appearance of the new Corona
del Mar Branch. The California State Library has selected Newport Beach as the California History Section's City of the Month and prepared a Research Guide for Newport Beach History. This distinction is an opportunity for the Library to promote its local history
collection at Central Library and the nautical collection at Balboa Branch. The Library's subscription to Lynda.com will expire December 31, and Lynda.com will prorate a refund to the Library at that time. Until that time, use of Lynda.com will not breach confidentiality
laws and not require a LinkedIn account for access. Staff has identified potential replacement software and is awaiting demonstrations of the software. A Friends of the Library check presentation is scheduled for September 10. The International Literacy Day
Celebration is September 12. The Library Foundation's Donor Wall and Recognition Party will be held September 18. The Library Foundation is considering an infographic
presentation rather than a check presentation.
Chair Ray related that she heard comments about the small-town feel of the Corona del
Mar Branch.
Board Member Coulter commended staff for obtaining an extension of the subscription.
Vice Chair Watkins complimented Library staff for the California History Section's City of the Month award. Mr. Abbott's remarks during the 25th Anniversary Celebration were
inspirational. In answer to Board Member Glabman's question, Library Services Director Hetherton
suggested Newport Beach was selected as City of the Month because Orange County was selected as County of the Month. He was not aware of the process for selecting the City and County of the Month. The Research Guide can be accessed online through the
local history page on the Library website.
B. Monthly Reports
10. 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.
Board of Library Trustees Meeting Minutes August 19, 2019
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C. Witte Lectures Committee – Report of the most recently attended
meeting. Chair Ray reported the next meeting of the Library Foundation Board is scheduled for
September 9. The Library is the second most visited venue in Newport Beach, second only to the beaches. The Foundation is doing a fabulous job of attracting people to the Library.
Meg Linton, Library Foundation Chief Executive Officer, advised that the Foundation is
preparing marketing materials. A grant and private donations will fund the Medicine in
Our Backyard series. Financial literacy workshops are planned for the fall. The book discussion brochure is now available. The website is being updated to include more links
and educational information. The Bookmark should be mailed September 9. Witte and
Library Live lectures will be announced to members on August 27 and to the public on August 28. The Witte Lectures Committee will meet in September.
Board Member Glabman noted the first meeting of the Library Live Lectures Committee is September 4.
11. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board
meeting. Board Member Coulter indicated the Friends are continuing to attach notices about joining
the Friends to book donation receipts. Bookstore sales and membership in July generated $18,445 and $540 respectively. The Friends has 900 members. From July 2018 – July
2019, Amazon sales generated $23,000. The August book sale generated $2,938. The
holiday luncheon will be held November 12 at Ayres Hotel.
Meg Linton related that the Foundation and the Friends are sharing information and dates
of events in e-blasts and the Foundation's newsletter.
In response to Board Member Glabman's inquiries, Board Member Coulter provided her with a Friends membership application, which contains the cost of membership. The Foundation and Friends are independent organizations. Board Member Glabman
suggested the Friends review the cost of its membership categories. 12. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board meeting.
Vice Chair Watkins reiterated that the International Literacy Day Celebration is scheduled
for September 12 from 10 a.m. to noon in the Friends Room. The celebration will include
the graduation of three career, online high school students. The ProLiteracy Program is planning a happy hour for October 26. A campaign geared toward faith-based
organizations is underway to recruit tutors. New learner orientation is set for October 2.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Board of Library Trustees Meeting Minutes August 19, 2019
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Jim Mosher believed the Board of Library Trustees has some responsibility to monitor the
Foundation, but he has not seen that on the agenda for many years. 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 – 5:45 p.m.
Submitted by: Janet Ray
Chair Approval of Minutes