Loading...
HomeMy WebLinkAboutAPPROVED MINUTES CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library—Mariners Branch Library 1300 Irvine Avenue, Newport Beach, CA 92660 Meeting Minutes October 21, 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 (arrived at approx. 5:05 p.m.), 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 Andy Kachaturian, Mariners Branch Librarian Christine Chapel, Mariner's Branch Librarian I III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS None V. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the September 16, 2019 Board of Library Trustees Meeting Vice Chair Watkins agreed with Mr. Mosher's proposed revisions of National Literacy Day to International Literacy Day and Goriana to Gorjana. Library Services Director Tim Hetherton noted the quote attributed to Bo Diddley on handwritten page 11 should be attributed to Willie Dixon. 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons. Board of Library Trustees Meeting Minutes October 21, 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 Vice Chair Watkins, seconded by Board Member Kost, and carried (5-0- 0-0) to approve the Consent Calendar with the September 16, 2019 Minutes amended as noted. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: Chair Ray proposed meeting at Central Library on November 18 and the Corona del Mar Branch on December 16 in order to hold a closed session at Central Library on November 18 at 3:30 p.m. prior to the regular meeting at 5:00 p.m. Board Member Glabman suggested meeting at Central Library for the closed session and traveling to the Corona del Mar Branch for the regular meeting. Board Member Kost preferred to hold the closed session and regular meeting at the same location. Vice Chair Watkins requested the closed session be scheduled at 3:30 p.m. and the regular meeting at 5:00 p.m. on November 18 as he has a conflicting meeting scheduled for 6:00 p.m. Chair Ray announced the November 18 meeting will be held at Central Library. The closed session will begin at 3:30 p.m. and the regular meeting at 5:00 p.m, and the Board of Library Trustees' December 16 meeting held at the Corona del Mar Branch. VI. CURRENT BUSINESS A. Items for Review 6. Mariners Branch Update Staff will provide the annual overview of Mariners Branch operations, to include review of parking issues. Library Services Director Hetherton introduced Mariners Branch Librarian Andy Kachaturian. Board of Library Trustees Meeting Minutes October 21, 2019 Page 3 Librarian Kachaturian reported Mariners Branch opened in 2006 and contains 15,305 square feet. The Branch is unique in that it adjoins Mariners Elementary School and the Jorgensen Room. Library Media Technician Jackie Casella replaced Library Media Clerk Jennifer Gotcher at Mariners Elementary School. Branch staff includes Librarian Christine Chapel, Librarian Jeremy Rodriquez, Library Assistant Janice Nikula, two part-time Library Assistants, Senior Library Clerk Liz McKibbin, and Library Clerk II Piers Brown. Currently, positions for a part-time Library Clerk and a Library Page are open. Carpet throughout the Branch was replaced, furniture was added to the hold area, and outdoor lighting was improved in the prior year. In the current year, the donor wall is being replaced. Additional parking spaces on Dover should improve the parking situation. The service population for Mariners Branch totals 22,748. Between October 2018 and September 2019, the Branch was responsible for more than 240,000 circulations and responded to more than 38,000 reference questions. Currently, the 1,000 Books Before Kindergarten program has more than 550 active participants, and 35 children have finished the program. Storytime attendance totaled more than 10,500. Attendance at craft and special programs totaled 2,045. Seven hundred twenty people participated in the Summer Reading Program. Due to the Recreation Department’s scheduled use of the Jorgensen Room during the school week, the Summer Reading Program was held on weekends. Kaiser Elementary School and Mariners Elementary School visited the Branch. Mariners Branch's collection totals approximately 70,000 items. DVD and Blu-Ray movies are the most highly used area in the Branch. Moving the Lucky Day materials to the checkout area resulted in more interest in this collection. Nintendo Switch games have been popular. Staff has been maintaining the collection in anticipation of the new Integrated Library System (ILS). In the coming year, staff anticipates renovations in the public area and new seating. Librarian Christine Chapel noted that she has worked with the Newport Beach Public Library for 19 years. She is currently working in Children's Services and Adult Services. Library Media Technician Casella is a great source in recommending popular children's materials. Books and Babies storytime is one of her favorite programs. She is responsible for ordering new children's materials. In response to Vice Chair Watkins' question, Branch & Youth Services Coordinator Debbie Walker, Circulation & Technical Processing Coordinator Melissa Hartson, and Adult Services Coordinator Rebecca Lightfoot indicated they have worked with the Newport Beach Public Library for slightly more than 22 years, 23 years, and 11 years respectively. Vice Chair Watkins appreciated the new parking spaces provided next to the handball courts near Mariners Branch, as they will have a positive impact on parking for the Branch. Chair Ray added that the Branch is beautiful, and enhancements have significantly improved its appearance. 7. Youth Services Update Staff will provide the annual overview of Youth Services. Branch & Youth Services Coordinator Walker indicated one of the biggest changes for Central Library staff is moving a part-time Library Assistant to the Corona del Mar Branch. Youth Services staff at Central Library is comprised of two full-time Librarians and two part-time Library Assistants. Librarian II Annika Helmuth and Library Assistant Daisy Hernandez have returned to the Corona del Mar Branch. Librarian Evelyn Rogers and Board of Library Trustees Meeting Minutes October 21, 2019 Page 4 Library Assistant Camille Escareal-Garcia are assigned to the Balboa Branch. The Newport Beach Public Library Foundation sponsored the Books and Bunnies Festival, which was held in July rather than May. The Friends of the Library sponsors the bulk of programming. The Butterfly Release and the Halloween Extravaganza are extremely popular programs. The Balboa Branch hosted a successful Moana-themed craft program in September. At the end of September, the Corona del Mar Branch held a Fire Safety Crafts program with three local firefighters. The College Preparation program continues to be popular with teens at Mariners Branch and Central Library. Story Times targeted for younger children draw the largest crowds. The Songs and Stories program at Central Library typically draws 80-90 children every Friday. Almost 600 children participated in the 1,000 Books Before Kindergarten program. The Library participates in National Library Week in April. The Summer Reading Program was held from June 22 to August 10. Because the City requires fingerprinting and background checks for all volunteers, staff decided to absorb those costs for teen volunteers and to hold information sessions in 2019 and succeeding years at Central and Mariners Branches. The City has purchased volunteer management system software titled Better Impact, which will be online in November. First Grade Class Visits will begin October 22. The Friends of the Library funds transportation for the visits. In addition, Scout groups and private schools visit the Library. The Library hosted a table at the Orange County Children's Books Festival in October, during which staff engaged almost 1,000 people. The Juvenile materials collection contains approximately 95,000 items throughout the Library. In September, staff decided to move the Children's Reference collection into the regular circulating collection. In reply to Board Members' queries, Branch & Youth Services Coordinator Walker indicated teen volunteers total 30-40 during the summer months. Teen volunteers typically assist patrons with registering for the Summer Reading Program and assist staff with programs. The Young Adult Advisory Council (YAAC) helps at the Library during the school year. Chair Ray noted the 2019 World Book series, has been moved into the circulation collection, and students utilize them. 8. Corona del Mar Branch Update Staff will update the Board on the recently opened Corona del Mar Branch Library. Library Services Director Hetherton noted that program attendance at the Corona del Mar Branch has been good. Items on the punch list are being addressed outside the Branch's open hours. There have been no major issues. The adjacent Fire Station is occupied, and there have been no noise issues. Patrons are accustomed to the siren sounding unexpectedly. Branch & Youth Services Coordinator Walker added that signage noting the open hours of the branch and limiting residential parking during those times will be installed. Parking spaces for staff and the Library van will be marked. 9. Newport Beach Public Library Donation Staff recommends the Board of Library Trustees approve the acceptance of a donation of $1,000 from the Spitz Family Trust to enhance the Library's materials collection. Board of Library Trustees Meeting Minutes October 21, 2019 Page 5 Library Services Director Hetherton explained that Mr. Spitz and his wife are longtime members of the Newport Beach Public Library Foundation. Because of the amount of the donation, the Board of Library Trustees need to approve acceptance of the donation. Vice Chair Watkins clarified that Mr. Mosher's comment regarding Section 708(f) of the City Charter is technically accurate. However, for decades the Board of Library Trustees has accepted gifts without Council approval. He recommended the Board of Library Trustees accept the gift. If necessary, the Council can object to the approval. Motion made by Board Member Coulter, seconded by Vice Chair Watkins, and carried (5- 0-0-0) to approve the acceptance of a donation of $1,000 from the Spitz Family Trust to enhance the Library's materials collection. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: 10. Request to Add Designated Donor Wall Staff recommends that the Board of Library Trustees approve the designation of the wall above the Central Library Gallery as a donor recognition wall. Staff recommends that the letters should be 3 inches tall and that the banner length of the letters should not exceed 10 feet. Chair Ray recommended the Board of Library Trustees continue the item to the November 18 meeting in order to consider the recommended location for the donor wall. In answer to Board Members' questions, Library Services Director Hetherton clarified that the Board of Library Trustees did not approve the recommended location for the donor wall in 2013. The recommended location is above the Central Library Gallery. Placing the donor wall above the gallery space will not affect exhibits. 11. Lecture Hall Update Chair Ray will report on the August 19 meeting of the Library Lecture Hall Design Committee. Chair Ray reported the Library Lecture Hall Design Committee has selected Robert R. Coffee Architect & Associates for this project. The Committee selected four of the seven responses and subsequently selected two for final review. Robert R. Coffee Architect & Associates is a local firm and has worked for the Library in the past. A contract will be presented to the City Council on November 19. The Committee expressed some concern that the second proposer had not worked together with the City on a project. Chair Ray noted Vice Chair Watkins has responded to community concerns and opposition to the project in a letter, a copy of which provided at this meeting. Private funding will be raised for the project. An approximate $1 million pledge toward the goal of $4 million has been made. Vice Chair Watkins suggested Board Members attempt to attend the Council meeting on November 19 to support the project. Board of Library Trustees Meeting Minutes October 21, 2019 Page 6 12. Library Services Report of Library issues regarding services, patrons, and staff. Library Services Director Hetherton reported new staff members are suggesting new ways of doing things. Branch & Youth Services Coordinator Walker is performing well as Acting Library Services Manager. In response to Board Members' inquiries about the second floor retail space at the Central Library, Library Services Director Hetherton advised that the City's relationship with the credit union will terminate at the end of December 2019. The ATM and alarm will be removed and the space returned to the City for the Library's use. The Friends of the Library and the Newport Beach Public Library Foundation have committed $10,000 each towards establishing the business center and passport services. Hopefully, the space will be functioning early in the new year. The Community Services Department is searching for a bank to install an ATM outside the Central Library. The Irvine Company has agreed to the installation of an ATM. An ATM could be installed inside the business center, but it would not be a full-service ATM and use of it would be subject to the Library's hours of operations. B. Monthly Reports 13. 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. Meg Linton, Newport Beach Library Foundation, advised that tickets for Witte Lectures are on sale. Tickets for Doris Kearns Goodwin's Friday lecture sold out in three hours, and tickets for the Saturday lecture sold out by 2:00 p.m. Ticket sales for all lectures have been brisk. Several lapsed members and first-time members have joined in order to take advantage of advance ticket sales for members only. Sponsorship of Witte Lectures and Library Live Lectures has been good. Two events have been added to the Library Live series. They include Shoreline Project by Elizabeth Turk on October 22, and Children of Virtue and Vengeance by Tomi Adeyemi on March 12. Ms. Turk will donate all proceeds from the sale of her book to the Newport Beach Public Library Foundation. More than 130 people have RSVP'd for the adoption and permanency event. The Foundation is planning a membership drive between November and December. Attendance at the book discussion group is growing. The September Medicine in Our Backyard speaker noted he has an affinity for the Central Library as he studied for every major medical exam at the Central Library. In reply to Board Member Glabman's inquiries, Ms. Linton will provide the percentage of speakers' fees funded through ticket sales. The Shoreline Project lecture is being promoted through social media, email blasts, Ms. Turk's social media and newsletter, and social media for The Blue Door, which recently published an article about Ms. Turk. The Children of Virtue and Vengeance lecture will be promoted through typical channels as it will not occur until March. Board of Library Trustees Meeting Minutes October 21, 2019 Page 7 Vice Chair Watkins appreciated the new formatting for the Bookmark. 14. 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' total income is up 6.9 percent. The art book sale raised $1,744. The Friends has 906 members with the addition of 18 new members and 13 renewals. The October 1 members-only 50% sale raised $1,051. Another members-only 50% sale is planned for November 9. The next book sale will be held November 1 and 2. On November 1, the sale features four paperback books for $1 and two hardback books for $1, and CD’s four for $1. On November 2, a bag of books will cost $2. The Friends' Recognition Luncheon for members will be held on November 12. 15. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board meeting. Vice Chair Watkins reported the ProLiteracy Happy Hour is scheduled for October 26. Twenty-two people attended the new learner orientation. Twelve people have received training and can serve as tutors. On December 7, ProLiteracy will hold its annual holiday meeting and party. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher related that he was not able to locate a copy of the Bookmark at the Mariners Branch when it was first published. He did not believe minutes for Board and Commission meetings are provided to the City Council. A member of the community has requested installation of a security camera to monitor bike racks. Vice Chair Watkins believed dedicated Council Members are aware of the activities occurring at Board and Commission meetings, the minutes of which are provided on the City’s website. 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) Vice Chair Watkins requested an agenda item for review of Item V – Cooperating Agreement between the NBPL Board of Library Trustees and the NBPL Foundation located in the Board of Library Trustees' handbook. IX. ADJOURNMENT – 6:09 p.m. Board of Library Trustees Meeting Minutes October 21, 2019 Page 8 Submitted by: Janet Ray Chair Approval of Minutes