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HomeMy WebLinkAbout07-20-2020 - BLT - APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Civic Center Council Chambers 100 Civic Center Drive, Newport Beach, CA 92660 Meeting Minutes July 20, 2020 – 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 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, Acting Library Services Manager and Circulation & Technical Processing Coordinator Rebecca Lightfoot, Adult Services Coordinator III. ELECTION OF OFFICERS Chair Ray nominated Vice Chair Watkins for the office of Chair. Motion made by Chair Ray, seconded by Board Member Coulter, and carried (5-0-0-0) to approve the nomination of Board Member Watkins as Chair of the Board of Library Trustees. AYES: Ray, Watkins, Coulter, Glabman, Kost NOES: ABSTENTIONS: ABSENCES: Chair Watkins nominated Board Member Coulter for the office of Vice Chair. Motion made by Chair Watkins, seconded by Board Member Kost, and carried (5-0-0-0) to approve the nomination of Board Member Coulter as Vice Chair of the Board of Library Trustees. AYES: Watkins, Coulter, Glabman, Kost, Ray NOES: ABSTENTIONS: ABSENCES: Vice Chair Coulter nominated Board Member Kost for the office of Secretary. Board of Library Trustees Meeting Minutes July 20, 2020 Page 2 Motion made by Vice Chair Coulter, seconded by Board Member Ray, and carried (5-0-0- 0) to approve the nomination of Board Member Kost as Secretary of the Board of Library Trustees. AYES: Watkins, Coulter, Glabman, Kost, Ray NOES: ABSTENTIONS: ABSENCES: Library Services Director Tim Hetherton appreciated Board Member Ray's service as Chair. Chair Watkins shared brief biographies of his fellow Board Members and Library Services Director Hetherton. Board Member Ray's speech at the opening of the Corona del Mar Branch was a high point of her time as Chair. His goals and objectives for the upcoming fiscal year include the Library remaining as the cultural, educational, and informational heart of Newport Beach; reopening all Library branches and resuming programming as soon as safely possible; supporting Newport Beach Library Foundation's, Friends of the Library's, and ProLiteracy's efforts to retain and expand donor involvement and commitment; planning for replacement of the Balboa Branch; learning Library staff; limiting meetings to one hour when possible; preserving the Library as a safe, comfortable, and welcoming home away from home for patrons; and restoring Star status to the Library. An update of the Board of Library Trustees handbook is in process. IV. NOTICE TO THE PUBLIC V. PUBLIC COMMENTS In response to Jim Mosher’s question, Chair Watkins indicated public comments will be taken on individual agenda items. VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the June 15, 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. 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 Board of Library Trustees Meeting Minutes July 20, 2020 Page 3 List of agenda items and dates for monthly review of projects by the Board of Library Trustees. Chair Watkins indicated reports from the Corona Del Mar and Balboa Branches may be scheduled for the August 17 meeting. Jim Mosher remarked on the decreased activity level of the Library since the closure. Perhaps the next COVID-19 update could include a report of the cost of services provided. Motion made by Vice Chair Coulter, seconded by Board Member Ray, and carried (5-0-0- 0) to approve the Consent Calendar. AYES: Watkins, Coulter, Kost, Glabman, Ray NOES: ABSTENTIONS: ABSENCES: VII. CURRENT BUSINESS A. Items for Review 6. Library Service Policy Staff requests that the Board review the Library Service policy. Library Services Director Hetherton reported only the City Council can revise Council Policies; however, the Board of Library Trustees can recommend revisions to the Council. The Library Service Policy is a Council Policy, but the Board of Library Trustees, which is charged with the administration of the Library, can revise it as necessary. If the Board of Library Trustees wishes, he can have the City Attorney's Office review proposed changes and then submit a revised Library Service Policy to the Council as an informational item. He is not recommending any changes to the Library Service Policy at this time. In reply to Chair Watkins' question, Library Services Director Hetherton indicated the history of the Library Service Policy can reflect a review with no revisions on July 20, 2020. Jim Mosher advised that the history indicates the dates on which the policy language was amended or changed. Chair Watkins suggested the Board of Library Trustee Minutes rather than the history of the Library Service Policy reflect a review with no suggested changes. Board Member Kost believed some type of history would facilitate staff in monitoring review of the Policy as opposed to searching past Minutes. Chair Watkins proposed copies of the Library Service Policy contained in Board Members' binders reflect the history of review and revision. Board Member Glabman noted the Council relies on the Board of Library Trustees to recommend changes to the Library Service Policy. Without a history, the Council will not be aware of the Board of Library Trustee's review of the policy. Board of Library Trustees Meeting Minutes July 20, 2020 Page 4 Board Member Kost suggested including the Library Service Policy in the list of items the Board of Library Trustees regularly reviews. Motion made by Vice Chair Coulter, seconded by Board Member Kost, and carried (5-0-0- 0) to Include a history of review on the Library Service Policy. AYES: Watkins, Coulter, Kost, Glabman, Ray NOES: ABSTENTIONS: ABSENCES: 7. Proposed Library Closures for Winter Holidays 2020 Staff recommends a proposed library winter holiday schedule for Board approval. Library Services Director Hetherton advised that most City departments close from Christmas Eve through New Year's Day. The Library does not close for that week because Library services should be available to the public during their time off work. Consolidating staff and hours to one location on December 26, the day for which most staff request leave, will allow more staff members to have leave. Staff proposes Central Library only open on December 26, 2020 from 9:00 a.m. to 6:00 p.m. The proposed closure schedule assumes normal Library operations. If the Library is closed in December due to COVID- 19 restrictions, only Central Library would be open on December 26 to comply with the City's directive to separate staff. Normal operations would resume on January 2, 2021. In response to Board Member Glabman’s inquiry, Library Services Director Hetherton related that statistics for both in-person visits and circulation are low during the week between Christmas Eve and New Year's Day. A decision to remain open during the week is sound, but limiting hours is supported by low usage statistics. The general trend for area libraries is to close either for the week or for Christmas Eve, Christmas Day, New Year's Eve, and New Year's Day. The proposed plan has been implemented for several years and seems to satisfy patrons and accommodate staff. Motion made by Vice Chair Coulter, seconded by Board Member Ray, and carried (5-0-0- 0) to approve the proposed winter holiday schedule. AYES: Watkins, Coulter, Kost, Glabman, Ray NOES: ABSTENTIONS: ABSENCES: 8. COVID-19 Closure Update (pp. 36-37) Staff will update the Trustees on the Library’s response to COVID-19 restrictions. Library Services Director Hetherton indicated curbside service has been operating since the first week of April. Federal, State, and County officials have not set a date for reopening libraries. Staff has adapted and overcome challenges by providing online programming. A transitional reopening will not be an issue. Staff plans to limit occupancy to 25 percent and allow patrons to browse shelves and use computers while maintaining social distancing. Staff has already moved furniture, purchased personal protective Board of Library Trustees Meeting Minutes July 20, 2020 Page 5 equipment (PPE), and installed plexiglass. The City has received funds to reimburse COVID-19 costs in general. In reply to Vice Chair Coulter's inquiry, Library Services Director Hetherton understood public health officials will issue an advisory, and then the City Manager will decide when to reopen City facilities. To answer Board Member Ray's questions, Library Services Director Hetherton stated janitorial services have expanded to follow guidelines. An increase in expenses has resulted; although, it has not affected the Library's bottom line. The Library has accommodated some staff members' requests not to be scheduled for work due to fear of contracting the virus. A few staff members with chronic health issues are telecommuting. Staff who cannot telecommute rotate days at work and days off. In answer to Vice Chair Coulter's query, Library Services Director Hetherton clarified that some duties cannot be performed via telecommuting, and staff members report to work daily to handle those duties. Those staff members are assigned to small groups and work only with their group to limit potential exposure to COVID-19. Jim Mosher suggested the Library Board of Trustees update the Library Use Policy to reflect new rules such as limited building occupancy, face coverings, and acceptable behaviors. Curbside service is different from in-person service because patrons cannot browse some materials online. Perhaps the Board of Library Trustees will direct staff to allow patrons to check out reference materials through curbside service. Library staff may wish to investigate grants that reimburse COVID costs and that are specifically for libraries. Chair Watkins noted the packet for the June 15, 2020 meeting contained significant and detailed guidelines for reopening the Library. He did not believe they should be integrated with the Library Use Policy because hopefully the pandemic will be temporary. Library Services Director Hetherton indicated staff has discussed circulating reference materials. If a patron requests a reference material, staff will make it available via curbside service. He agreed to explore possible grants from the American Library Association. 9. Lecture Hall Update Trustee Ray will report on activities related to the Library Lecture Hall project. Board Member Ray advised that the Lecture Hall Committee's meeting scheduled for earlier in the day was cancelled because of the Governor's closure announcement. 10. Library Services Report of Library issues regarding services, patrons and staff. Acting Library Services Manager and Circulation & Technical Processing Coordinator Melissa Hartson reported the Integrated Library System (ILS) is operational. Staff can place holds and check in and out materials. The website is operational and is integrated with physical and digital checkouts. A new Library app should be available in the next week. Patrons are receiving notifications for auto-renewals, holds, and over-due materials. Board of Library Trustees Meeting Minutes July 20, 2020 Page 6 In response to Board Member Kost's question, Acting Library Services Manager and Circulation & Technical Processing Coordinator Hartson explained that the Library does not currently have an app. An e-blast will announce the new app when it becomes available. Chair Watkins announced he efficiently and successfully reserved a book through the new ILS the morning of the meeting. Jim Mosher suggested an individual could access patrons' personal information by entering random numbers for the Library card number and the 9999 password. The new ILS does not require an individual's Library card number and personal password. In answer to Chair Watkins' inquiry, Acting Library Services Manager and Circulation & Technical Processing Coordinator Hartson related that 9999 is a default password for patrons to login. Staff advises patrons to change the password once they have logged in. B. Monthly Reports 11. Library Foundation Liaison Reports A. Library Foundation Board – Report of the most recently attended meeting. Board Member Ray announced Karen Clark is the new Chair of the Newport Beach Library Foundation Board. B. Library Live Lectures Committee – Report of the most recently attended meeting. Board Member Glabman had no report. C. Witte Lectures Committee – Report of the most recently attended meeting. Board Member Kost reported the committee is on hiatus. 12. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Vice Chair Coulter advised that the Friends of the Library continue to look for new strategies to increase sales. The Friends are planning to relocate the bookstore to the Friends Room on a temporary basis once they are allowed to reopen to accommodate social distancing. The Friends are also discussing how to safely accept donations once the library reopens. The Friends donated $200,000 to the Library to fulfill the Library's wish list as well as $5,000 to Literacy. Due to the store closure, June income was only $3,168, which included $1,842 from memberships and $1,209 from Amazon sales. In reply to Board Member Kost's question, Vice Chair Coulter stated the Friends do not have the space to accept donations of materials. Board of Library Trustees Meeting Minutes July 20, 2020 Page 7 13. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board meeting. Chair Watkins reported ProLiteracy now provides mini newsletters every other month rather than quarterly. ProLiteracy has a bank balance of $432,000. Despite the pandemic, ProLiteracy has 135 learners, 75 tutors, and eight people eligible to become tutors. Chair Watkins indicated Board Members will continue their assignments for the next year. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher believed Board of Library Trustee meetings should extend as long as necessary to properly deliberate agenda items. 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 – 6:02 p.m. Submitted by: Paul Watkins Chair Approval of Minutes