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HomeMy WebLinkAboutAPPROVED MINUTES CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes September 16, 2019 – 5:00 p.m. I. CALL MEETING TO ORDER –Chair Ray called the meeting to order at 5:02 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, Board Member Kurt Kost Trustees Absent: None Staff Present: Tim Hetherton, Library Services Director Elaine McMillion, Administrative Support Specialist Debbie Walker, Branch & Youth Services Coordinator Melissa Hartson, Circulation & Technical Processing Coordinator Rebecca Lightfoot, Adult Services Coordinator Cherall Weiss, Literacy Coordinator III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS Jim Mosher noted "bookmark" in the second paragraph of Page 5 in the minutes should be capitalized and italicized. The number of Library visits appears to have decreased over the past year, and the number of visits to Central Library in fiscal year 2019/20 appears to be significantly less than the prior year. He requested an explanation for the decrease and a timeline for Library Services Manager Natalie Basmaciyan's work in the City Manager's office. V. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the August 19, 2019 Board of Library Trustees Meeting Chair Ray concurred with Mr. Mosher's correction. 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons. Board of Library Trustees Meeting Minutes September 16, 2019 Page 2 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. Motion made by Board Member Coulter, seconded by Vice Chair Watkins, and carried (5- 0-0-0) to approve the Consent Calendar with the August 19, 2019 Minutes amended as noted. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: None Chair Ray announced the Corona del Mar Branch is open. VI. CURRENT BUSINESS A. Items for Review 6. Literacy Program Update Literacy Coordinator Cherall Weiss and Newport/Mesa ProLiteracy's Board President Eve-Marie Kuntzman will give an oral report on the literacy program and events. Literacy Coordinator Cherall Weiss reported 110 people attended the October 2018 Happy Hour for Literacy, and approximately $3,000 was raised during the event. ProLiteracy now offers ten classes per week. Classes for public speaking and writing have been added. One learner was awarded a prize in the Writing Challenge. More than 200 people attended the Gift of Literacy luncheon, which raised more than $25,000. Two financial literacy workshops were held during the year, but the Library will begin presenting the workshops to the general public. International Literacy Day was celebrated the prior week with the Writing Challenge awardee, three high school graduates, and In Your Own Words, an anthology of learners' writings. The next Happy Hour will be held October 26 with Steven Rowley, author of The Editor. A volunteer created a brochure for the ProLiteracy program. During the past fiscal year, volunteers logged 8,863 hours. ProLiteracy served 203 adult learners and five career online high school students. Vice Chair Watkins remarked that Happy Hour is a worthwhile event and fundraiser. Board of Library Trustees Meeting Minutes September 16, 2019 Page 3 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 advised that staff will continue to report on the Branch over the next few months. Vice Chair Watkins has suggested the Board of Library Trustees meet at the Branch in November. Vice Chair Watkins related that the two staff members at the desk were extremely welcoming during his visit. The Branch is beautiful. 8. Lecture Hall Update Chair Ray will report on the August 19 meeting of the Library Lecture Hall Design Committee. Chair Ray reported on August 19 the Library Lecture Hall Design Committee selected four finalists to present information and interview at its September 19 meeting. She suggested a retreat for the Board to discuss its past and future role. In response to questions from the Board, Chair Ray indicated the committee meeting is open to the public. The meeting is scheduled to begin at 8:30 a.m. Library Services Director Hetherton indicated staff could arrange a tour of lecture halls in Cerritos and Long Beach for the Board of Library Trustees. Chair Ray requested staff circulate a list of potential dates to Board Members. Commissioners Kost and Glabman felt a retreat would be beneficial. Vice Chair Watkins commented that the Board of Library Trustees has delegated authority to various people with expertise regarding lecture halls. The Board receives updates about the Lecture Hall Committee meetings, and the meetings are open to the public. Chair Ray clarified that the retreat would focus on the Board's role in the Library's past and future. 9. Library Services Report of Library issues regarding services, customers, and staff. Library Services Director Hetherton reported Library Services Manager Basmaciyan is working with the City Manager's office as Homeless Coordinator until September 2020. The position could become permanent. Debbie Walker, Melissa Hartson, and Rebecca Lightfoot will serve four months each as Acting Library Services Manager. During good economic times, the Library usually has fewer visits. Librarians receive fewer reference questions because more people are conducting their own internet searches. To increase the number of visits, staff increases programming. The numbers for Mariners Branch are constant because it is associated with a school and convenient to Newport Beach and Costa Mesa residents. In addition, Costa Mesa residents visited Mariners Branch while the Costa Mesa Library was closed. The Foundation's Donor Wall and Recognition Party is scheduled for September 18. Board Member Kost added that people are utilizing online services rather than visiting the Library. Board of Library Trustees Meeting Minutes September 16, 2019 Page 4 In reply to Board Member Glabman's inquiry, Library Services Director Hetherton explained that staff counts database hits, downloaded materials, visits to the Library website, and Wi-Fi sessions. Chair Ray noted staff provides more robust programming, which may be reflected in the coming year. Jim Mosher inquired regarding the reason for changing the Donor Wall at Mariners. Meg Linton, Newport Beach Library Foundation Chief Executive Officer, advised that some of the names are no longer legible, and the person who did the original work is no longer available. 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. C. Witte Lectures Committee – Report of the most recently attended meeting. Chair Ray reported Ms. Linton is collaborating with the Friends of the Library and ProLiteracy. Meg Linton, Newport Beach Library Foundation, added that the Foundation published a call for volunteers for ProLiteracy and posted information regarding ProLiteracy and the Friends on social media. Board Member Glabman indicated Library Live lectures have been scheduled with Allison Davis Maxon and Sharon Kaplan Roszia, Dibi and Herbie Fletcher, Helen Zia, and Steven Rowley. The Library Live Committee discussed community outreach. Board Member Kost advised that tickets for Witte lectures can be purchased beginning November 1. The Witte Lectures Committee is working aggressively to obtain donations and has reconfigured sponsorship brackets. Ms. Linton related that new sponsorship packets are being released during the week. Foundation members can purchase Witte lecture tickets on October 21, before the general public can purchase tickets. Sponsors will be guaranteed seats to each lecture. In answer to Vice Chair Watkins' query, Ms. Linton explained that the committee recommends speakers, and she works with committee members to contact speakers directly. 11. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member Coulter reported on December 3 from 5:00 to 7:00 p.m., the Friends will be holding a fundraiser at Gorjana Jewelry in Fashion Island. The store will donate 19 percent of all their sales during that time to the Friends. The Friends will have a table at Board of Library Trustees Meeting Minutes September 16, 2019 Page 5 Art in the Park on September 28 where they’ll be selling art & craft books. Bookstore sales for August, which include the August quarterly sale, totaled $22,482, and Amazon book sales totaled $1,492. The Friends currently have 902 members. The volunteer recognition lunch will be held November 12. The next quarterly book sale is scheduled for November 1 and 2. In 2020, the number of quarterly sales will be reduced to three, and lobby sales will be held more often. Staff added that a cart of sale books will be located at the Corona del Mar Branch. Ronnie Watkins remarked that Friends members are welcoming and accommodating. 12. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board meeting. See Item VI.A.6. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None 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) Chair Ray announced the October meeting of the Board of Library Trustees will be held at the Mariners Branch, and the November meeting will be held at the Corona del Mar Branch. IX. ADJOURNMENT – 5:52 p.m. Submitted by: Janet Ray Chair Approval of Minutes