HomeMy WebLinkAbout02-16-2021-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Newport Beach City Hall (via Zoom) 100 Civic Center Drive, Newport Beach, CA 92660 Meeting Minutes Tuesday, February 16, 2021 – 5:00 p.m. I. CALL MEETING TO ORDER – Chair Watkins called the meeting to order at 5:00 P.M. II. ROLL CALL – Roll Call by Administrative Support Specialist Francine Jacome Trustees Present: Chair Paul Watkins, Secretary Kurt Kost, Board Member Janet Ray Trustees Absent: Vice Chair Douglas Coulter, Board Member Barbara Glabman (Excused) Staff Present: Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Specialist Melissa Hartson, Acting Library Services Manager/Circulation and Technical Processing Coordinator
Debbie Walker, Youth and Branch Services Coordinator Staff Absent: Rebecca Lightfoot, Adult Services Coordinator
III. PLEDGE OF ALLEGIANCE – Board Member Ray IV. NOTICE TO THE PUBLIC V. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the January 19, 2021 Board of Library Trustees Meeting
Board Member Ray noted her absence from the January meeting required her to abstain from voting on the Minutes. On the advice of Library Services Director Tim Hetherton, the Board deferred the Approval of Minutes to the March 15, 2021 meeting. Chair Watkins
stated he had changes to address at that time. INTRODUCTION – Library Services Director Hetherton introduced new Cultural Arts
Assistant Camille Escareal-Garcia. Cultural Arts Assistant Escareal-Garcia stated her excitement for the position and thanked the Board for their welcome. 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.
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Page 2 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. There were no public comments on the Consent Calendar. Motion made by Board Member Ray, seconded by Secretary Kost, and carried (3-0-0-2)
to approve Items 2 through 5 of the Consent Calendar. AYES: Watkins, Kost, Ray
NOES: ABSTENTIONS: ABSENCES: Coulter, Glabman
VI. CURRENT BUSINESS A. Items for Review 6. Display and Distribution of Materials Policy (NBPL 8) Staff recommends that the Board of Library Trustees review and amend NBPL 8,
Display and Distribution of Materials in Library. Chair Watkins indicated there were minor non-substantive revisions to NBPL 8. Library Services Director Hetherton stated that was correct, reviewed the minor changes in wording as indicated in the redline document.
The Board had no further input and the public had no comment. Motion made by Secretary Kost, seconded by Board Member Ray, and carried (3-0-0-2)
to approve NBPL 8 as revised. AYES: Watkins, Kost, Ray
NOES: ABSTENTIONS: ABSENCES: Coulter, Glabman 7. Annual Budget – Preliminary Review Staff requests that the Board review and approve the preliminary Library budget for Fiscal Year 2021/2022. Acting Library Services Manager/Circulation and Technical Processing Coordinator Melissa Hartson stated the proposed budget was prepared according to the City’s directive to remain flat. There were no program enhancement requests. Acting Library Services
Manager/Circulation and Technical Processing Coordinator Hartson, Library Services
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Page 3 Director Hetherton, the City Manager, and Finance staff met on February 11, 2021 and all
were pleased with the proposed budget. With respect to the salary and benefits numbers an increase to $6,231,411 is expected and that brings the Library budget total to $9,459,513. Acting Library Services Manager/Circulation and Technical Processing Coordinator Hartson presented the revenue projection under a full reopening. She noted that the Library does not sell maps and publications, but it does sell supplies at the reference desk which are reflected under the “sale of maps and publications” line. The Library currently does not have a one-day DVD and Blu-ray collection to rent as the studios have been releasing new content direct to streaming. As studios begin to release new DVDs and Blu-rays the Library will add them and generate revenue. Library fines have decreased, which
was expected under the new automatic renewal system and appreciated by patrons. Some circulation numbers are down and that also contributes to lower fine revenue.
Acting Library Services Manager/Circulation and Technical Processing Coordinator Hartson stated she will bring the final budget to the Board in April and welcomed questions.
In response to Board Member Ray’s question Acting Library Services Manager/Circulation and Technical Processing Coordinator Hartson had no projection regarding passports. As the Library opens more services it will look to reopen passport services as well. All agents have been recertified and are ready for reopening. The revenue projection listed begins in July 2021. Staff is preparing and getting materials ready for reopening, but some things are on hold due to the pandemic. For example, the notaries cannot be certified yet because there is no in person training. In response to Secretary Kost, Acting Library Services Manager/Circulation and Technical Processing Coordinator Hartson advised that the passport room was not yet stocked, and that staff is working on gift shop logistics. The Library still has the passport services
equipment from the previous room. Board Member Ray stressed the need to be prepared for a passport rush with vaccinations
opening the possibility of travel. In response to Chair Watkins’ question Library Services Director Hetherton stressed that
he hoped for a full reopening of the Central Library and the branches by July 1, 2021. In reply to Chair Watkins’ inquiry Acting Library Services Manager/Circulation and Technical Processing Coordinator Hartson indicated that the approximate $167,000 addition to the budget represented the increased employee costs and that all staff except management are part of the City Employee’s Association. The Board had no further comments or questions, so Chair Watkins called for public comment. Newport Beach resident Jim Mosher thanked Acting Library Services Manager/Circulation
and Technical Processing Coordinator Hartson for answering the three questions he submitted in writing.
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Page 4 Motion made by Board Member Ray, seconded by Secretary Kost, and carried (3-0-0-2)
to approve the Annual Budget – Preliminary Review as submitted. AYES: Watkins, Kost, Ray NOES: ABSTENTIONS: ABSENCES: Coulter, Glabman 8. Arts and Culture Update Staff will present the annual report on the activities of the Cultural Arts Division.
Library Services Director Hetherton stated the Cultural Arts staff and the City Arts Commission work together to bring programming to the City. The primary programs are
the juried Art Show in June, the Sculpture Exhibition, which is installed in May and opens in June, the Concerts on the Green, which run from June through September, and a variety of arts lectures, special events, and gallery displays in the Central Library. The public
submits their work to the Arts Commission for approval and display in the Central Library as governed by City Council Policy I-11. Due to COVID-19 the Annual Art Exhibition in June 2020 was canceled. The 2021 Exhibition is tentatively planned and the call for entries went out on February 1. If the event cannot be staged as normal it will follow necessary COVID-19 restrictions. Concerts on the Green in 2020 were also cancelled due to COVID-19 and are tentatively planned for 2021. The annual Concert on the Balboa Peninsula at Marina Park in October 2020 was cancelled due to COVID-19 and staff is hopeful for October 2021.
Council Policy I-10 provides funds to the City Arts Commission for Cultural Arts Grants for the benefit of Newport Beach residents. In 2019 the Grants were awarded to Balboa Island Improvement Association, Baroque Music Festival, Chuck Jones Center for Creativity, Kontrapunktus, Laguna Playhouse, Newport Elementary School Foundation, Pacific Symphony, Philharmonic Society of Orange County, and South Coast Repertory. The
organizations provided programming free of charge to the community. The City Arts Commission completed its grant program for 2021 on February 11, 2021 and granted out $25,500 of its $30,000 budget. The budget was reduced in 2021 from $40,000 as a one-time budget savings plan. The City Arts Commission also recommends to Council the sculptures for exhibition in Civic Center Park. The process includes a call for entries and a public survey. Council approved the Phase VI recommendations on February 9, 2021. The installation is scheduled for May and the Exhibition will open June 2021. The City Arts Commission secured a state grant to fully fund Phases V and VI. The program is popular and highlights public art. At the suggestion of former City Arts Commissioner and now Board Member
Barbara Glabman to encourage public awareness, the City Arts Commission sponsored a photography contest of the Exhibition with prizes awarded.
The City Arts Commission has a dedicated support group, The Newport Beach Arts Foundation (NBAF). In December 2020 NBAF gifted $33,450 in support of City Arts Commission programming.
Board Member Ray was pleased with the City Arts Commission work and the $30,000 in grants.
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Chair Watkins was impressed with the number of programs, activities, and grants. He thanked Library Services Director Hetherton for the report and opened the public comments. Newport Beach Resident Jim Mosher stated he believed that some of the arts and culture activities in the Friends Room are initiated by Library staff independent of the City Arts Commission. In response to Jim Mosher’s question Library Services Director Hetherton explained that the monthly Sunday Musicales are funded by The Friends of the Library.
The Board received and filed the Arts and Culture Update Report. 9. Lecture Hall Update
Trustee Ray will report on activities related to the Library Lecture Hall project. Board Member Ray reported the Library Lecture Hall Design Committee met on February
3, 2021, the agenda and minutes are on the City website. The Committee is well advanced into completing the design development phase and the next step is a detailed cost estimate. The Committee is working to finalize the Avocado Avenue elevation. The Committee was formed in 2019 and Board Member Ray is pleased with its progress. In response to Secretary Kost’s questions Board Member Ray stated she did not have a date for funding and Library Services Director Hetherton explained Council deferred the lecture hall construction until Fiscal Year 2021/2022, but they are proceeding with the design phase. The Lecture Hall Committee will make a recommendation to Council on design, but the project will not start until 2021/2022. Board Member Ray added that there will also be fundraising efforts prior to construction.
Newport Beach resident Jim Mosher thought that in January the Public Works Department said they were not putting the Lecture Hall into the 2021/2022 Budget.
Chair Watkins stated that he recalled Capital Improvement Projects (CIP) including the Lecture Hall would be deferred until July 1, 2022 at the earliest. Therefore, the January
2022 planning session of Council would consider affirming the Lecture Hall for July 1, 2022. Library Services Director Hetherton admitted he was confused and that he went by the PowerPoint of the list of deferred CIP projects and that said 2021/2022. Chair Watkins said that the Lecture Hall would not move forward this year, but that there was a lot of work to be done. He thanked Board Member Ray for the report and commended the Committee’s work. The Board received and filed the Lecture Hall Update report.
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Page 6 10. COVID-19 Update
Staff will update the Trustees Library operations during COVID-19 restrictions. Library Services Director Hetherton reported that in January the State of California lifted the stay-at-home order. The County remains at the purple tier and the Library is at 25% capacity. Patrons can consume food and drink in the building, but masks and social distancing are still required. Central Library use remains under capacity and the Library system will continue to follow State and County regulations and look to other libraries for best practices. He noted that Fire Chief Boyles provided positive information on vaccine progress and hoped that library staff, teachers, and educators would have access to the vaccine shortly. He expressed hope for normalcy and asked to entertain questions.
The Board and public had no comment. The Board received and filed the COVID-19 Update. 11. Library Services Report of Library issues regarding services, patrons, and staff.
Library Services Director Hetherton reported that staff has a Balboa site walk planned with Public Works in early March. The Board will receive a full report at the March meeting. The Library Department is pleased to welcome new Cultural Arts Assistant Camille Escareal-Garcia. There is a Witte Lecture with P.J. O’Rourke on February 19, 2021. Newport/Mesa ProLiteracy is hosting a happy hour with Lilly King on February 20, 2021. The next Trustees Meeting is March 15, 2021 and might be held in Council Chambers. In response to Secretary Kost’s question Library Services Director Hetherton said he was waiting for the Newport Beach Public Library Foundation (NBPLF) to announce Meg Linton’s departure, but she is leaving on February 28, 2021. Kunga Wangmo-Upshaw will be the Interim Director during the search for Meg Linton’s replacement. Ms. Linton did a
lot with the Foundations website and other infrastructure during her two-year tenure. The public had no comment. The Board received and filed the Library Services Report.
B. Monthly Reports 12. Library Foundation Liaison Reports A. Library Foundation Board – Report on the most recent activities.
Board Member Ray was unable to attend the last meeting, but asked Nancy Dahlfors for a report. The Stories from the Sea resumed after the holiday break and they are moving forward with interviews. The Foundation also met with the Lecture Hall designer to discuss the Avocado elevation and design. Board Member Ray expects a public announcement shortly regarding Meg Linton’s resignation.
The Board and public had no comment. B. Library Live Lectures Committee – Report on the most recent activities.
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Page 7 Library Services Director Hetherton stated that Board Member Glabman advised him there
was nothing to report. The public had no comment. C. Witte Lectures Committee – Report on the most recent activities. Secretary Kost reported the first lecture on January 15, 2021 with Samin Nosrat and it went well. There were 75 tickets sold and 267 households watched the event. There are 73 tickets purchased for P.J. O’Rourke on February 19, 2021 with more expected. Feedback has been good and there are tickets purchased for future lectures. The Committee is working on the 2022 calendar and preparing for either in person or Zoom
lectures. There is also a possibility of adding a fifth event to the current series. Patty Conover, Vice President of Community Relations at Bank of America is a new member of the Committee.
The public had no comment. The Board received and filed the Witte Lectures Committee report.
13. Friends of the Library Liaison Report Trustee update on the most recent activities. Vice Chair Coulter sent notes to Chair Watkins who reported the January total receipts by the Friends of the Library were $12,500. There are currently 712 members of the Friends of the Library engaged in promoting the store and raising funds. Secretary Kost commended the Friends of the Library on their work. The public had no comment.
14. Literacy Services Liaison Report Trustee update on the most recent activities.
Chair Watkins reported as the ProLiteracy liaison. The last solicitation resulted in approximately $10,500. On February 20, 2021 at 5:00 p.m. there is a happy hour with Lilly
King, author of Writers & Lovers. There are about 175 people registered for the program. Chair Watkins read the book, found it to be interesting, and submitted questions to the interviewer. A new Career Online High School student began last week, and another is about 85% complete toward graduation. Chair Watkins read a paragraph from Marla Jo Fischer’s February 10, 2021 humor column in the Register and announced her happy hour on April 24, 2021. The public had no comment. The Board received and filed the Literacy Services Liaison Report. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None.
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Page 8 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) Secretary Kost reminded the Board of the P.J. O’Rourke lecture on February 19, 2021. The invitation says the program starts at 6:00 p.m., but the performance is scheduled for 6:19 p.m. Chair Watkins announced the next meeting would be March 15, 2021, at 5:00 p.m. and might be held in Council Chambers. IX. ADJOURNMENT – 5:59 P.M.
Submitted by: Paul Watkins
Chair Approval of Minutes