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HomeMy WebLinkAbout06-15-2020 BLT - Approved Minutes CITY OF NEWPORT BEACH Board of Library Trustees Civic Center Council Chambers 100 Civic Center Drive, Newport Beach, CA 92660 Meeting Minutes June 15, 2020 – 5:00 p.m. I. CALL MEETING TO ORDER – Chair Ray called the meeting to order at 5:03 p.m. II. ROLL CALL – Roll Call by Administrative Support Specialist Francine Jacome 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 Francine Jacome, Administrative Support Specialist Melissa Hartson, Circulation & Technical Processing Coordinator Rebecca Lightfoot, Acting Library Services Manager and Adult Services Coordinator III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS Jim Mosher inquired whether the number of calls with reference questions has increased or decreased during closure and inquired regarding the budget line items affected by the $108,000 adjustment. V. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the April 20, 2020 Board of Library Trustees Meeting 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. Board of Library Trustees Meeting Minutes June 15, 2020 Page 2 4. Expenditure Status Report Monthly expenditure status of the library's operating expenses, services, salaries, and benefits by department. Vice Chair Watkins noted an operational savings of $108,822 and requested staff explain the components of the savings. Circulation & Technical Processing Coordinator Melissa Hartson advised that staff worked with the Finance Department to reduce the Maintenance and Operations Budget by $108,000 in the current fiscal year due to COVID-19. The Finance Department did not reduce specific accounts but added a line item for the reduction. Savings in Budget categories such as car wash and fuel, equipment maintenance and repair, and postage will make up the $108,000 reduction. 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 suggestion to add a monthly agenda item for COVID-19/reopening issues. Chair Ray announced the Board of Library Trustees can consider such an agenda item following Library Services Director Hetherton's report on the reopening plan. Motion made by Board Member Coulter, seconded by Vice Chair Watkins, and carried (5-0-0-0) to approve the Consent Calendar. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: VI. CURRENT BUSINESS A. Items for Review 6. Reopening Plan Based on California State Library guidelines, staff requests that the Board of Library Trustees review and approve a plan for reopening Newport Beach Public Library for limited services and hours of operation. Library Services Director Tim Hetherton reported the reopening plan is subject to State and County approval and the City Manager's plan for reopening City facilities. The earliest date the Library could reopen is July 13, 2020. The plan proposes service hours of 10:00 a.m. to 7:00 p.m. Monday through Saturday for four locations, but only curb-side service at the Balboa and Corona del Mar Branches. The Central Library would maintain its Sunday hours of operation. The Library is currently understaffed. Curb-side service would be available at all locations, and online programming would continue. The County of Orange has suggested services the Library could offer. Social distancing can be achieved by relocating furniture and closing some computers. No organization has issued Board of Library Trustees Meeting Minutes June 15, 2020 Page 3 guidelines specifically for libraries; therefore, staff compiled the proposed guidelines from those issued for museums, zoos, and retail businesses. In response to Board Member Kost's questions, Library Services Director Hetherton advised that staff has ordered custom-made plexiglass barriers for the public service areas in Central Library and Mariners Branch, and the barriers should arrive by the end of June. Staff has also ordered ten stand-alone sanitizer dispensers, which will be deployed at entrances and in public service areas. Staff has removed seating, but it can be replaced as guidelines allow. Staff will request patrons limit their computer use to an hour per day and make an appointment to use computers. If computers are not heavily used, staff can allow patrons longer usage of computers. The Board of Library Trustees is welcome to tour the Library to view the changes. To reply to Board Member Glabman’s inquiry, Library Services Director Hetherton related that guidance does not call for taking patrons’ temperatures, and the City Manager does not plan to do that at City Hall. Consequently, the Library probably will not take patrons' temperatures. Chair Ray noted the thermometers being used do not touch an individual, and she feels safe in public spaces when she knows the people around her do not have a fever. Everyone needs to feel as safe as possible. Library Services Director Hetherton indicated staff will await further guidance and recommendations. Denying entry to a public building and denying service to an individual with a low-grade temperature could raise issues. The public has pushed back against a requirement to wear face coverings; therefore, staff will strongly suggest patrons wear face coverings. In answer to Board Member Coulter's query, Library Services Director Hetherton advised that the County replaced the requirement with a strong recommendation to wear a face covering. Vice Chair Watkins appreciated the explanation of the challenges staff has faced in preparing to reopen. While he understood the rationale for reopening slowly and safely, he was disappointed by the Library's closure. Board Member Coulter remarked that the public can access the Library's collections through curb-side service. Chair Ray commended Library Services Director Hetherton for implementing curb-side service before other libraries in the area. Jim Mosher protested the need to impose a hard one-hour per day limit on patrons' use of computers. The policy and more severe policies have been implemented in other libraries. He suggested patrons reserve computers. Library Services Director Hetherton related that normally staff does not place limits on patrons' use of Library facilities. Under the guidance, Staff has to manage resources such that everyone has fair access to them. If resources are not used, staff may change the policy quickly. In answer to Board Member Kost's inquiry, Library Services Director Hetherton indicated fewer computers will be available for patrons' use; therefore, demand should increase. Board of Library Trustees Meeting Minutes June 15, 2020 Page 4 Patrons do not expect their time in the Library to be regimented. Staff will monitor the policy's effect on patrons. Library Services Director Hetherton supported Vice Chair Watkins’ suggestion to schedule COVID-19/reopening issues as a monthly agenda item hopefully for a short while. In reply to Board Member Kost’s questions, Library Services Director Hetherton advised that the number of self-checkout stations will remain the same, but one side of them will be shut down to accommodate social distancing. Staff is considering use of the Media Lab because it is an enclosed space. Staff will present recommendations for the Media Lab to the Board of Library Trustees at a future meeting. Computers in the Media Lab could be made available to patrons. Motion made by Board Member Coulter, seconded by Board Member Kost, and carried (5-0-0-0) to approve the Reopening Plan and its implementation when allowed. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: 7. Circulation Policy Review (NBPL 12) Staff requests that the Board review and approve proposed changes to the Circulation Policy. Circulation & Technical Processing Coordinator Hartson reported the Circulation Policy contains minor changes such as the removal of references to eReaders. A major revision is the addition of automatic renewals offered by the new Integrated Library System (ILS). At Vice Chair Watkins’ suggestion, Section 3.0 has been revised to allow automatic renewals for four additional periods if the item has not been reserved. General materials are eligible for automatic renewal. Lucky Day books, rental DVDs and Blu-Ray DVDs, eBooks, audiobooks, streaming videos, laptops, Tech Toys, and items that have been renewed four times or have been reserved are not eligible for automatic renewal. Periodicals cannot be reserved, and the current policy of two renewals is appropriate for periodicals. Because patrons frequently request exceptions to the two-renewal policy for materials, staff proposes increasing the number of renewals from two to four. Patrons will return materials they no longer need prior to the four renewals. Increasing the number of renewals will also increase circulation statistics. In response to Board Member Glabman’s question, Circulation & Technical Processing Coordinator Hartson agreed that automatic renewals will eliminate a portion of fines, but fines will continue to be charged for lost items and items not renewed. The loss of revenue from fines is outweighed by the goodwill gesture to patrons and the community. Jim Mosher suggested implementation of a three-day grace period beginning on an item's due date for patrons to return items without a fine. Patrons will not receive notice that an item has been reserved, and renewing the item is not possible until the day after the due date. Board of Library Trustees Meeting Minutes June 15, 2020 Page 5 Circulation & Technical Processing Coordinator Hartson advised that the new ILS will provide patrons with a notice of an item's due date three days prior to the due date. If a patron cannot renew an item on the due date, he must return the item or pay a fine. Patrons will receive a notice of items that have and have not been renewed. The ILS is not configured for a three-day grace period. Motion made by Vice Chair Watkins, seconded by Board Member Coulter, and carried (5-0-0-0) to approve the Circulation Policy (NBPL 12) with an effective date of July 13, 2020. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: 8. Friends of the Library Wish List Staff requests that the Board of Library Trustees review and approve the annual wish list request to the Friends of the Library. Library Services Director Hetherton indicated the Friends of the Library has approved $150,000 for the Library's Wish List. Funds will support general materials, best sellers, children's materials, and high-demand items in print, DVD, and audiobook formats. The Friends of the Library has also allocated $50,000 for Library programming and supports staff's proposal to use the funds for materials if restrictions on public programming continue. Motion made by Board Member Coulter, seconded by Board Member Glabman, to approve the Wish List for the Friends of the Library. In reply to Vice Chair Watkins' inquiry, Board Member Coulter recalled the Friends' donation to the opening of the new Corona del Mar Branch. The Friends' total donation for the fiscal year exceeds $200,000. The Friends' ability to raise funds for the Library has been impacted by COVID-19. Vice Chair Watkins proposed amending the Wish List to include a $5,000 donation to ProLiteracy. Library Services Director Hetherton indicated the Friends typically donates funds to ProLiteracy and would not recommend amending the Wish List to include a donation to ProLiteracy. The motion carried (5-0-0-0). AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: 9. Library Foundation Wish List Staff requests that the Board of Library Trustees review and approve the annual wish list to the Library Foundation. Board of Library Trustees Meeting Minutes June 15, 2020 Page 6 Library Services Director Hetherton reported the Newport Beach Public Library Foundation has agreed to donate $88,000 to the Library, which is smaller than previous donations due to the impacts of COVID-19. The Library Foundation has been a solid partner for the Library since 1989. The Library is fortunate to receive the support of the Friends and the Foundation. Motion made by Vice Chair Watkins, seconded by Board Member Coulter, and carried (5-0-0-0) to approve the Wish List for the Newport Beach Public Library Foundation. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: Chair Ray agreed that the Library is lucky to have the Library Foundation and the Friends as partners. Jim Mosher commented that the Library Foundation's gift to the Library is funded through donations rather than programming. People may be less inclined to donate to the Library Foundation at the moment, but he did not understand the reason the gift is so small. Library Services Director Hetherton did not wish to speak for the Library Foundation. However, most of the Library Foundation's assets are in the market, and the market has been drastically impacted over the past few months. The Library Foundation provides programming and raises funds, both of which are precarious at the moment. The Library Foundation is likely being conservative with its gift. Board Member Coulter remarked that the Library Foundation's programs offer an opportunity for the Board of Library Trustees and staff to build relationships with Library Foundation Board Members. Toby Larson, Library Foundation Board Member, concurred with Library Services Director Hetherton's comments. All Library Foundation programming in fiscal year 2020-2021 will be virtual. 10. Media Lab Update Staff will update the Board on the Media and Sound Lab at Central Library. Acting Library Services Manager and Adult Services Coordinator Rebecca Lightfoot reported that the Media Lab is more than six years old and offers professional equipment and software for patrons' use. The Media Lab draws patrons aged 15 to 35 years, a segment of the population that is notorious for not visiting libraries. Techs Toys have been in circulation since May 2016. Hotspots have been added to Tech Toys, and more items will be added to the collection in the next few months. In response to Chair Ray's inquiry, Acting Library Services Manager and Adult Services Coordinator Lightfoot advised that staff is looking at ways to make some of the Media Lab computers available after the Library reopens. The Media Lab is a small room, and social distancing in the Media Lab is challenging. Computers in the Media Lab have different Board of Library Trustees Meeting Minutes June 15, 2020 Page 7 software and shutting down a computer would not allow patrons to use software available only on that computer. 11. Marketing, Public Relations and Social Networking Updates Marketing Specialist Katherine Mielke will provide the annual briefing on Library marketing and social media activities. Library Services Director Hetherton advised that the purpose of marketing the Library is to raise the community's awareness of the Library. The Library has a fairly good brand that is enhanced by the Friends, the Foundation, and ProLiteracy. The Library does a good job of promoting events and programs and communicating with stakeholders. Ms. Mielke does a good job with print marketing, press releases, and event marketing. Communications with the public during the Library closure has been great. The Library does not have a huge social media presence, but it is probably the right size for a public library. The Library has received some pretty good reviews on Yelp. Library programming on YouTube has been successful. Vice Chair Watkins liked Mr. Mosher's suggestion for promoting Board of Library Trustees meetings and attendance at Board of Library Trustees meetings. Ms. Mielke's report is comprehensive and valuable. Perhaps Ms. Mielke could promote meetings as open to the public and encourage public attendance and input. Board Member Glabman suggested Ms. Mielke work with social media influencers of various ages to promote materials and generate excitement about the Library. Library Services Director Hetherton indicated he would mention the suggestion to Ms. Mielke. In reply to Board Member Kost’s question, Acting Library Services Manager and Adult Services Coordinator Lightfoot advised that programs and events are highlighted on the Library's home page and linked to the City website. Jim Mosher expressed concern about the poor public attendance at Board of Library Trustees meetings. Increased noticing might help with attendance. Allowing the public to select the Library notices they wish to receive could be helpful and increase the audience. Chair Ray concurred with Mr. Mosher's suggestion. Library Services Director Hetherton indicated he would explore the possibility of allowing patrons to select notices. 12. Financial Report Comparison of Beginning Budget to End of Year Amended Budget Circulation & Technical Processing Coordinator Melissa Hartson will report on Budget Amendments for FY 2019/2020. Circulation & Technical Processing Coordinator Hartson reported the Library’s Maintenance and Operations Budget was amended to reflect the Friends' and Library Foundation's donations. Those donations along with donations to Literacy Services have increased the Library Budget despite the $108,000 reduction. Staff used a reimbursement from the Santiago Library System grant to purchase downloadable books. Board of Library Trustees Meeting Minutes June 15, 2020 Page 8 Jim Mosher remarked that the Board of Library Trustees may wish to compare the Library's proposed budget for fiscal year 2020-2021 with the budget approved by the Council. Circulation & Technical Processing Coordinator Hartson related that the Council did not approve the Library's request for an additional $55,000. 13. Adult and Reference Service Update Acting Library Services Manager and Adult and Reference Services Coordinator Rebecca Lightfoot will provide the annual update on reference services and collections and programming for adult patrons. Acting Library Services Manager and Adult Services Coordinator Lightfoot reported four part-time Library Assistants were hired in July and August 2019, and three are no longer with the Library. The positions will be filled once the hiring freeze is lifted. Events during the year included the Central Library's 25th Anniversary, a Nutcracker for Kids program, and a performance by the Little Dynasty Chinese Children’s Orchestra. Staff hosted several Let’s Talk Tech events before the Concerts on the Green and at the OASIS Senior Center and Marina Park; manned a table at the City’s annual health fair; held a workshop on self-publishing; and hosted Digital Saturday with Overdrive Media's bookmobile. Overdrive Media staff was particularly impressed with the turnout. Reference staff has attended the Public Library Association conference, the California Library Association conference, and the American Library Association conference. Staff has terminated service with Lynda.com due to its requirement for patrons to create a LinkedIn account. New databases are Udemy for Business, the Legal Information Reference Center, and NewsBank for the Orange County Register. Macmillan lifted its prohibition on the purchase of more than one copy of an eBook in April 2020, and staff is again purchasing eBooks in the quantities needed. Board Member Glabman appreciated the Library's adult programming. Acting Library Services Manager and Adult Services Coordinator Lightfoot stated Library Assistant Terry Sanchez does a great job with programming. 14. Lecture Hall Update Chair Ray will update on activities related to the Library Lecture Hall project. Chair Ray reported the Lecture Hall has been put on hold until next year but not removed from the Budget. Hopefully in the next few months, the Lecture Hall Committee meetings will resume. In response to Board Member Kost’s inquiry, Chair Ray advised that people have pledged funds to the Lecture Hall, but fundraising has been postponed for now. 15. Library Services Report of Library issues regarding services, patrons and staff. Library Services Director Hetherton reported curb-side service has been very popular and is contactless. Virtual programming through eBranch has been popular and supports home schooling. Book drops are open, and the Library began charging fines again. Materials are quarantined for three days between check-outs. The Library Budget was Board of Library Trustees Meeting Minutes June 15, 2020 Page 9 reduced by 4.3 percent. Wi-Fi hours have been extended from 6:00 a.m. to 10:00 p.m. seven days a week. The new ILS will be live on July 13. B. Monthly Reports 16. Library Foundation Liaison Reports A. Library Foundation Board – Report of the most recently attended meeting. Chair Ray noted the difficulty of fundraising in the current environment. The Foundation approved the extension of all Board Members' terms for one year. Toby Larson, Library Foundation Board Member, reported all programming will be virtual in the fall and spring. B. Library Live Lectures Committee – Report of the most recently attended meeting. Board Member Glabman indicated Tomi Adeyemi and Steven Rowley will be two of the three speakers in the upcoming season. The Committee continues to consider a number of speakers for the third lecture. In reply to Chair Ray's query, Board Member Glabman related that outside events may not be feasible because of the limit on the number of people in a public gathering. Toby Larson, Library Foundation Board Member, expressed his disappointment with holding the lectures virtually, especially as public meetings may be allowed in the spring of 2021. Board Member Glabman suggested the Committee's plans may be fluid. C. Witte Lectures Committee – Report of the most recently attended meeting. Board Member Kost advised that the Witte Lectures Committee is on break. In answer to Chair Ray's inquiry, Board Member Kost understood the Committee has executed contracts with some speakers and is working on other speakers. 17. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member Coulter reported the bookstore remains closed, but the Friends is working on plans for reopening. The Friends of the Library is working on ways to accept book donations. The Friends canceled the June officer installation luncheon and hopes to host J.A. Jance for the 2021 luncheon. In May, the Friends received $1,029 from Amazon and a donation of $500. Memberships have been extended by two months because of the COVID-19 situation. Board of Library Trustees Meeting Minutes June 15, 2020 Page 10 In response to Chair Ray's inquiry, Library Services Director Hetherton stated book donations should be quarantined for three days. Keeping batches separate and secure is challenging. The President of the Friends has worked with people who have large or valuable collections to donate. In reply to Vice Chair Watkins' question, Board Member Coulter did not believe a book sale on the curb would be safe. 18. Literacy Services Liason Report Trustee update of the most recently attended Literacy Services Advisory Board meeting. Vice Chair Watkins related that Literacy Services has 90 tutor-learner pairs and funding of $443,000. The Gift of Literacy Luncheon may be replaced with a fancy version of a happy hour later in the year. Literacy Services has been sending mini newsletters entitled Literally Speaking in place of quarterly newsletters. The California State Library will host a writing challenge called COVID Diaries. Library Services Director Hetherton reported the passport space in Central Library is ready to go. Staff is awaiting furniture but has not ordered merchandise. In answer to Board Member Coulter's inquiry, Library Services Director Hetherton advised that the Friends of the Library will sell specialty items in the retail space. Chair Ray suggested the Friends may want to begin ordering stock because obtaining preferred items may require some time. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher congratulated the Library and the Board of Library Trustees on their 100th Anniversary and believed the event should be celebrated. The Board of Library Trustees may want to recognize some of the people important to the history of the Newport Beach Public Library, particularly those who contributed to the creation of the Library. 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 – 6:41 p.m. Submitted by: Paul Watkins Chair Approval of Minutes