HomeMy WebLinkAbout02-21-2023-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Central Library 1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes Tuesday, February 21, 2023 – 5:00 p.m. I. CALL MEETING TO ORDER – 5:00 P.M. II. ROLL CALL – Roll call by Francine Jacome, Administrative Support Specialist
Trustees Present: Chair Paul Watkins, Vice Chair Janet Ray, Trustee Barbara Glabman, Trustee Ash Kumra
Trustees Absent: Secretary Doug Coulter (excused)
Staff Present: Melissa Hartson, Library Services Director Francine Jacome, Administrative Support Specialist Rebecca Lightfoot, Adult Services Coordinator/Acting Library Services Manager Annika Helmuth, Branch and Youth Services Coordinator Andrew Kachaturian, Circulation and Technical Processing Coordinator Lisa Weber, Reference Librarian III. PLEDGE OF ALLEGIANCE – Led by Chair Watkins IV. NOTICE TO THE PUBLIC – Waived V. CONSENT CALENDAR – Administrative Support Specialist Francine Jacome A. Consent Calendar Items 1. Minutes of the January 17, 2023 Board of Library Trustees Meeting Chair Watkins requested Trustee Kumra abstain from approving the Minutes of the January 17, 2023 Board of Library Trustees (BLT) meeting due to his excused absence, and therefore would only be approving the rest of the Consent Calendar. Chair Watkins noted that he had the following corrections to the minutes:
• Handwritten Page 11: Third paragraph from the bottom on the fourth line the sentence beginning with “He said since there was this near tie…”, Chair Watkins noted there should be a comma after Fire Station between the architect who was selected over the one that had experience designing the CdM Library/Fire Station and continue the following sentence.
• Handwritten Page 11: Last paragraph, delete the word “these” preceding Trustee Glabman.
• Handwritten Page 13: Very last sentence on the page, add the word “is” after the word “it”.
• Handwritten Page 14: Third paragraph from the bottom, second sentence should begin with “Since” and not “The” and add a comma after “48 tickets”.
Board of Library Trustees Meeting February 21, 2023
Page 2
• Handwritten Page 16: Sixth paragraph from the top Newport Beach resident, Ms. Rhonda Watkins stated Graduate School of Business, not “graduating School”.
• Handwritten Page 16: Item #16, fourth line, “David William’s Upham” remove the apostrophe on Williams. Trustee Glabman noted the following correction:
• Handwritten Page 9: The very first line was Vice Chair Ray who graduated from Harbor View. 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons. 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. Chair Watkins noted that they are 3% under budget after 58% of the Fiscal Year (FY) has expired. Maintenance operations expense is at 64%, about 6% higher than the pro rata expiration of the FY. 5. Board of Library Trustees Monitoring List List of agenda items and dates for monthly review of projects by the Board of Library Trustees.
Chair Watkins mentioned he spoke with Library Services Director Hartson regarding his concern about the number of errors and typos in the Minutes. Director Hartson indicated a new transcriptionist has been requested for future meeting Minutes.
Chair Watkins asked if there were any further questions, comments or public comments on the Consent Calendar and there were none.
Motion made by Trustee Glabman, seconded by Vice Chair Ray, and carried (3-0-1-1) to approve the Consent Calendar with edits to the minutes of the Board of Library Trustees meeting on January 17, 2023. AYES: Watkins, Ray, Coulter, Glabman NOES: ABSTENTIONS: Kumra (Minutes) ABSENCES: Coulter VI. CURRENT BUSINESS A. Items for Review 6. Display and Distribution of Materials Policy (NBPL 8)
Board of Library Trustees Meeting February 21, 2023
Page 3
Staff requests that the Board of Library Trustees review Library Policy NBPL 8, Display and Distribution of Materials.
Library Services Director Hartson explained that the Display and Distribution of Materials Policy before the Board works well and allows government entities and Library support organizations to display public information detailing programs and services. The policy
keeps materials allowed at a manageable level and prevents an overabundance within the limited spaces. One minor change was noted. Director Hartson recommended the policy reference “Board of Library of Trustees” instead of “Library of Trustees”.
Jim Mosher, Newport Beach Resident, provided public comment regarding a similar policy that was passed in 2015, however health information was not allowed that was intended for the benefit of the community. Mr. Mosher suggested the policy be edited to allow staff to make exceptions. Motion made by Trustee Glabman, seconded by Trustee Kumra, and carried (4-0-0-1) to adopt NBPL 8: Display and Distribution of Materials Policy. AYES: Watkins, Ray, Kumra, Glabman NOES:
ABSTENTIONS: ABSENCES: Coulter 7. Annual Budget – Preliminary Review Staff requests that the Board of Library Trustees review and approve the preliminary Library operating budget for Fiscal Year 2023-24.
Adult Services Coordinator/Acting Library Services Manager Lightfoot reported it is the time of year staff introduces the preliminary budget for FY 2023-24. A meeting is scheduled Thursday, February 23 with City Manager Grace Leung to discuss requested program enhancements. Requests include additional funding for building maintenance at the Central Library and Mariners Branch as well as two program requests for Cultural Arts: additional funds for the Sculpture Exhibition in Civic Center Park and for Cultural Arts Grants. Personnel numbers have not yet been calculated. The numbers reflected in Attachment A were provided by the Finance department. In response to Chair Watkins inquiry of the zeros listed in Attachment B, Acting Library
Services Manager Lightfoot stated that staff does not project donations or grants in the report.
Library Services Director Hartson indicated staff will request the Board’s final budget approval in April 2023, which staff anticipate will include the personnel budget.
Jim Mosher, Newport Beach Resident, provided public comment that Attachment A shows the same details that are presented to City Council, and he believes the budget should include more details of what is included in the line items; and questioned how the line item for materials compares to prior year budgets and if that number represents what the Library anticipates spending for printed materials. Director Hartson responded to Mr. Mosher’s comment and explained the $300,000 for print materials is less than half of the $669,000 Library materials appropriations.
Board of Library Trustees Meeting February 21, 2023
Page 4
Expenditures also include media materials such as Blu-rays, audio books, DVDs, music, downloadable content, as well as database expenses. Prior years included a total budget of $619,000 per year, until last year, when their budget was awarded an additional
$50,000, which puts the current appropriated amount at $669,000. Motion made by Trustee Kumra, seconded by Vice Chair Ray, and carried (4-0-0-1) to
approve the preliminary Library Budget for FY 2023-2024. AYES: Watkins, Ray, Kumra, Glabman
NOES: ABSTENTIONS: ABSENCES: Coulter 8. Arts and Culture Update Staff will present the annual report on the activities of the Cultural Arts Division. Library Services Director Melissa Hartson reported the annual review of the Library’s Cultural Arts Division. Each year, Concerts on the Green are held on the Civic Center Green. In 2022, five concerts were hosted for thousands of attendees from Memorial Day through September. A final concert took place in October 2022 at Marina Park.
The artwork in the Central Library gallery space is displayed on a rotational basis and is a two-month exhibit. Artists are selected through a City Arts Commission (CAC)
subcommittee. The Newport Beach Art Exhibition normally takes place annually; 2023 will be the first year
back post COVID. The event is scheduled for June 24, 2023, and will include a juried art show, food pavilion, musicians and children’s art activities. The grand opening of Phase VIII of the Sculpture Exhibition in Civic Center Park will tie into this event. The Newport Beach Arts Foundation (NBAF) is a fundraising partner to help support the arts within the City; their annual event, Art in the Park, will be held in the fall, also on the Civic Green. The CAC awards grants to outside organizations every year to expand arts programming in the community. Last year, the CAC awarded a total of $30,000 to multiple arts organizations.
The first phase of the Sculpture Exhibition in Civic Center Park was installed in 2014. It is a phased rotational exhibit, and each phase remains on display for two years. There are
10 sculptures per phase. Phase VIII installment is set for June 2023 to replace outgoing Phase VI. It is a cost-effective way to bring art to the community without the responsibility of maintaining the art.
The CAC held the second annual Student Art Exhibition. The entries doubled from last year, to over 180 entries, submitted by students from pre-K through 12th grade. The CAC presented awards to winners in three different age categories. Trustee Kumra inquired about the number of artists displayed in the Sculpture Exhibition in Civic Center Park and if they rotated separately.
Board of Library Trustees Meeting February 21, 2023
Page 5
Director Hartson explained that each year, two phases are on display. Currently, Phases VI and VII are on display. Phase VI is set to expire, and Phase VIII will be installed, leaving Phases VII and VIII on display in 2023-2024. A photography contest will be held during
this time to coincide with the exhibition of the two phases. Trustee Glabman commented that she is happy to see the Student Art Exhibition
implemented and inquired as to how the art is judged and if the winning art is displayed in the Library.
Director Hartson responded that the CAC subcommittee selects winners in three different categories and all of the student art submissions were displayed in the Library in January and February. Trustee Glabman recommended displaying some of the age-appropriate art in the Children’s Library for a longer span of time and also inquired as to how the schools were selected for some of the cultural arts grants. Director Hartson explained the grantees submit applications for their own programs, and the award recommendations are made through a CAC subcommittee, which are then approved by the CAC. CAC recommendations are presented to City Council for final
approval. Chair Watkins asked how the Sculpture Exhibition in Civic Center Park is funded.
Director Hartson explained that it is funded primarily by the City’s general fund. The NBAF also donated funds toward the exhibition.
Jim Mosher, Newport Beach Resident, provided public comment that the City had previously received a State Grant that supported the sculpture exhibition for about two years. For many years the City had an arts coordinator position that was terminated, after which time the responsibility fell on the Library director. Perhaps the position could be reinstated to free up the Library director’s time. Chair Watkins received and filed the report. 9. Lecture Hall Update Trustee Ray will report on activities related to the Library Lecture Hall project.
Vice Chair Ray reported that the bids for the project opened last month and will close February 28, 2023. Currently, five bids have been submitted.
Jerry Kappel, Newport Beach Public Library Foundation (NBPLF) CEO, reported the recent benefit for the Witte Hall technology raised close to $30,000.
Chair Watkins received and filed the report. 10. Balboa Branch Replacement Update Trustee Ray will report on activities related to the Balboa Branch Replacement project.
Board of Library Trustees Meeting February 21, 2023
Page 6
Trustee Glabman reported that the subcommittee met with Public Works, and the design plan will start in 2023, with construction expected to begin in 2025. Public Works selected the design firm, and City Council will determine the budget. It will include a small three-
person fire station. Public Works expects to begin geotechnical work over the next two weeks. Another meeting is scheduled for February 28, to refine ideas and review the site survey for community input prior to future meetings with Public Works.
Chair Watkins inquired who attended the meeting from Public Works.
Library Services Director Hartson answered that Director Dave Webb, Tom Sandefur, and Jim Houlihan from Public Works attended. Chair Watkins received and filed the report. 11. Library Services Report on Library issues regarding services, patrons, and staff. Library Services Director Hartson reported that she attended the annual City Council planning session, which was held the end of January 2023. The two Library-focused projects discussed were the Library and Fire Station Replacement and the Library Lecture
Hall. A recruitment opened to fill the Library Services Manager position that has been vacant
for several years. This position will complete the administrative team. Project Adult Literacy (PAL) is currently without a program coordinator and department
assistant. Staff are working closely with the PAL Advisory Board, the prior coordinator, and program volunteers during this gap period. Trustee Glabman inquired who is currently handling the program. Director Hartson responded that Acting Library Services Manager Lightfoot is currently working with the previous coordinator. Chair Watkins received and filed the report. B. Monthly Reports 12. Library Foundation Liaison Reports A. Library Foundation Board – Report on the most recently attended meeting. Vice Chair Ray reported she was impressed with the NBPLF Board from the most recent
meeting she attended. They show fiscal responsibility, there are many events and fundraisers on their schedule, and they are effective with their marketing efforts.
Jerry Kappel, NBPLF CEO, reported that, financially speaking, fundraising across the nation is in flux. There has not been a decrease in major donors, but unfortunately there has been a decline in basic membership donors. This has not yet affected the NBPLF financially; they are currently running about 11% higher in donations than they were this time last year.
Board of Library Trustees Meeting February 21, 2023
Page 7
Chair Watkins received and filed the report. B. Library Live Lectures Committee – Report on the most recently attended meeting.
Trustee Kumra reported that tickets are still available for the upcoming Library Live event featuring Omar El Akkad. There seems to be a marketing effort going on with Library Live. Trustee Kumra expressed a concern about the challenges of differentiating between the
marketing efforts between Library Live and the Witte Lectures. The Library Live Committee has mentioned going before the NBPLF for consideration of a branding initiative. He will have another update after the next meeting. Chair Watkins received and filed the report. C. Witte Lectures Committee – Report of the most recently attended meeting. Chair Watkins reported that he attended the recent Witte Lecture featuring Anne Applebaum, and attendance was good. Tickets sales to date for upcoming Witte Lectures are at 108 sold for Arthur Caplan on March 3 and 107 sold for March 4; for Cristina
Mittermeier, 118 sold for March 31 and 111 sold for April 1; for Jill Lepore, 133 sold for April 28, and 134 sold for April 29.
Chair Watkins received and filed the report. 13. Friends of the Library Liaison Report
Trustee update on the most recently attended Friends of the Library Board meeting. Library Services Director Hartson reported that January Bookstore sales were at $16,921.45. Membership fees collected were $1,564, for a total income of $18,577.87. In response to Trustee Glabman’s question last month regarding membership renewal notifications, reminders are sent out to inform the members of their dues. Three-year members receive a notification by mail. If dues have not been collected after two weeks, a letter is mailed with a return envelope. There are presently 857 members, and the next used book sale will be on June 2 and June 3, 2023.
Vice Chair Ray recalled she joined Friends of the Library several years ago, and she has not heard from them since. She’s not sure what level she joined; some type of communication might be helpful.
Trustee Glabman indicated the same for her, which is why she asked the question last month about the notifications.
Chair Watkins joined as a lifetime member, and he receives a blurb from Friends once a week and suggested she talk to President Pam Crook to get on the mailing list. Director Hartson had an addendum to the earlier services update regarding California Parks Passes. They started with four passes, one for each location, and they have been granted more and are now circulating 23 passes, with an expected uptick in use during spring break. The passes are first come, first served, and they have seen good turnover
Board of Library Trustees Meeting February 21, 2023
Page 8
in circulation per pass thus far. The program is set to expire in summer of 2024. Last fall, the State Library recognized Newport Beach Public Library as one of the top 5 in the number of circulations per pass. Park Pass availability can be found on the Library’s
website. Chair Watkins received and filed the report.
14. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board.
Trustee Glabman reported she had nothing additional to report because Library Services Director Hartson already covered the update. PAL is currently a work in progress, but they have an outstanding group of volunteers on their Advisory Board. Chair Watkins commented in spite of recent issues, the program will be re-invigorated, and he encouraged the Trustees to attend the Happy Hour fundraising event on March 25, to help show support of the program. Chair Watkins received and filed the report. 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) Trustee Glabman inquired about passport services and whether the federal government
covers the staff expense. Library Services Director Hartson responded that the Library staff are passport-certified, and the City covers the staff expense. The federal government does not provide funding. It is a service benefit to the community. The execution fee is set by the government and the City’s Finance department adjusted the cost of passport photos. The cost is $35 dollars per application; it does cost the City money to run the program. Chair Watkins stated the next meeting will be at the Balboa Branch Monday March 20, at 5:00 p.m. IX. ADJOURNMENT – 6:07 p.m.
Submitted by: Paul K. Watkins
Chair Approval of Minutes