HomeMy WebLinkAbout03-20-2023-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Balboa Branch Library 100 E. Balboa Boulevard, Newport Beach, CA 92661 Meeting Minutes Monday, March 20, 2023 – 5:00 p.m. I. CALL MEETING TO ORDER – 5:00 P.M. Chair Watkins commented that they have not made much progress on the Balboa Branch Replacement plan. Access issues and parking lots need to be discussed. He noted seven Blue Heron nests in the diseased eucalyptus tree outside of Balboa Branch, which is currently being determined for removal status. Library Services Director Melissa Hartson noted that Public Works provided a study on the tree, and it was set for removal; a pre-removal survey determined there were eggs in one of the nests, so the removal has been postponed.
II. ROLL CALL – Roll call by Francine Jacome, Administrative Support Specialist
Trustees Present: Chair Paul Watkins, Vice Chair Janet Ray, Secretary Doug Coulter, Trustee Barbara Glabman, Trustee Ash Kumra
Trustees Absent: 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 Evelyn Rogers, Balboa Branch Librarian Katrina Kading, Library Assistant
III. PLEDGE OF ALLEGIANCE – Led by Secretary Coulter IV. NOTICE TO THE PUBLIC – Waived V. CONSENT CALENDAR – Administrative Support Specialist Francine Jacome A. Consent Calendar Items 1. Minutes of the February 21, 2023 Board of Library Trustees Meeting Chair Watkins requested Secretary Coulter abstain from approving the Minutes of the
February 21, 2023 Board of Library Trustees (BLT) meeting due to an excused absence and would only be approving the rest of the Consent Calendar. Chair Watkins noted he saw few minor corrections to the minutes and Jim Mosher, Newport Beach Resident, also noted a few minor corrections.
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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 they are two-thirds the way through the Fiscal Year (FY) and are at 61% of the budget total, which puts them at 6% under budget. 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 asked if there were any further questions, comments or public comments on the Consent Calendar and there were none.
Motion made by Trustee Kumra, seconded by Secretary Coulter, and carried (5-0-0-0) to approve the Consent Calendar with edits to the minutes of the Board of Library Trustees
meeting on February 21, 2023. AYES: Watkins, Ray, Kumra, Glabman
NOES: ABSTENTIONS: Coulter (Minutes) ABSENCES: VI. CURRENT BUSINESS A. Items for Review 6. Library Use Policy (NBPL 1) Staff requests that the Board of Library Trustees review Library Policy NBPL 1, Library Use Policy. Library Services Director Hartson reported that the Library Use Policy is a guideline for patrons using the facilities. There are a limited number of prohibited activities at the library
facilities and on the grounds to ensure that the patrons each have welcoming environments and they are accessible to everyone. When patrons engage in a prohibited activity, the Library addresses those by issuing warnings, sending letters, and when
necessary, will issue suspensions if the actions or behaviors are not corrected. Minor changes requested to the Policy included Section A6, “Entering the Library without being clothed…” to read “Entering or being in the Library without being clothed…”, and in Section
A22, add the words “tampering with” so the Policy will read “Damaging, destroying,
tampering with or theft of Library property”. Library Services Director Hartson replied to a question that the Policy is printed and posted at the service desks and are posted on the website.
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Chair Watkins suggested some changes with thanks given to Mr. Mosher:
• Handwritten Page 32 under Item B3 – second line, after the word day, remove the word “and”; on the third line down under the same item, after the word days add the word “and”.
• Handwritten Page 32 under Item B5 – at the very start and just before “Notwithstanding” please add the words in bold type “Severe violations”.
• Handwritten Page 32 under Item B5 – second line, after the word “severity”, please add the word “of”.
• Handwritten Page 32 under Item C – second line, after the word “policy”, please remove the word “and” and place a comma after the word “policy”. After the words “suspension length”, add a comma and then the words “and the right to appeal”. Chair Watkins asked for Board questions and public comments and there were none. Motion made by Trustee Kumra, seconded by Secretary Coulter, and carried (5-0-0-0) to approve the Library Use Policy (NBPL 1) with the minor edits.
AYES: Watkins, Ray, Kumra, Glabman, Coulter NOES:
ABSTENTIONS: ABSENCES:
Trustee Glabman commented that the Use Policy should be posted in the Library for the users who will not see it posted online. Chair Watkins commented that the suggestion was a very good one, and the Board might consider reviewing all the patron-oriented policies for ones that would be appropriate to post in the Libraries, and requested staff review the patron policies that would apply and then return with a recommended list to post with a suggested place to post them. Vice Chair Ray suggested a potential good spot would be at the service desks as well as online. 7. Balboa Branch Update Branch Librarian Evelyn Rogers presents an overview of Balboa Branch’s activities and resources.
Balboa Branch Librarian Evelyn Rogers introduced Library Assistant Katrina Kading and provided an update to the Board of Library Trustees (BLT). The Balboa branch is the original library in Newport Beach. It was established in 1929 and was built around existing beach restrooms. The first of two expansions took place in 1952, and the second happened in 1960 when the building was expanded, and the Fire Station was added. At that time, the Balboa branch was still the City’s main Library branch. All structures, including the electrical wiring that currently exists, have been in place since 1960. The branch has a good number of regular local patrons who check out books, browse through movies and take advantage of print services, many of whom share experiences of coming to the Library with their parents and grandparents. Summer is their busiest season, and they see a variety of activity from children joining the Summer Reading Program to tourists who utilize the printers. The last few summers have been slow due to Covid, but they
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anticipate more activity this coming summer. The branch is open six days a week, 54 hours a week from Monday through Saturday.
Balboa has a nautical collection that is exclusive to that branch, in addition to a variety of 3D Blu-Rays for adults and children. Children programs include two Storytimes per week, Books and Babies and pre-school Storytime. Books and Babies participants have tripled
recently. Two programs that were postponed through Covid will be returning this year, one is crafts, and the other program is the First-Grade visits. Every September the branch does a Pirate Program. This last September was its first return post-pandemic. In April during
National Library Week, the branch will host Magician Dave Scale who represents the first performer visit since 2019. Additionally, a couple of City Councilmembers will be hosting Storytime. The upcoming summer will kick off the Balboa Summer Reading Program. There are four people on staff, one full-time and three part-time. The branch is scheduled for a tear down and rebuild set for completion in 2025. Chair Watkins requested that Balboa Branch Librarian Rogers create a restoration wish list and send it in email to Trustee Glabman, Vice Chair Ray and Library Services Director Hartson for BLT review and discussion.
Jim Mosher, Newport Beach Resident, provided public comment and inquired if there are non-residents who check items out of the Balboa Branch and is there data that shows the number of people who prefer the Balboa branch over the Central Library branch; and what
will happen with the fate of the Historical Society when the library is being restored. Balboa Branch Librarian Rogers replied to Mr. Mosher that there are non-residents who
check items out of Balboa, and there are people who prefer the Balboa branch over the Central Library branch, however, her data is based on comments with no significant official data to support the numbers. Balboa Branch Librarian Rogers stated she would have to defer the question regarding the fate of the Historical Society during restoration as Branch Librarian Rogers and her Balboa branch colleagues are seeking Policy direction on that item. Chair Watkins called for further questions or comments, hearing none he accepted and filed the report. 8. Acceptance of Donation
Staff recommends that the Board of Library Trustees approve the acceptance of a donation from Andrea and John Rohrer.
Motion made by Secretary Coulter, seconded by Vice Chair Ray, and carried (5-0-0-0) to approve the acceptance of a donation from Andrea and John Rohrer.
AYES: Watkins, Ray, Kumra, Glabman, Coulter NOES: ABSTENTIONS: ABSENCES: 9. Lecture Hall Update Vice Chair Ray will report on activities related to the Library Lecture Hall project.
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Vice Chair Ray reported that the bids received were higher than anticipated. Jerry Kappel, Newport Beach Public Library Foundation (NBPLF) CEO, reported he
received word that the bids will be rejected by City Council and the next steps are yet to be determined. Tara Finnigan, Assistant City Manager clarified that the bids had not yet gone to City Council for final approval, but they would likely be rejected.
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. Trustee Glabman reported a meeting took place in February in which past survey data was presented. Among the topics discussed were the interior layouts for clearer sightlines and the ability to create more intimate spaces by moving things around, re-orienting the entrance away from Balboa Boulevard, flipping the positions of the library and fire station so the fire station will have easier access and better egress, a potential playground and the exterior architecture. Vice Chair Ray and Trustee Glabman both felt the exterior should reflect the historical character of the community. They were all in agreement they would
like to see a timeline locked in. In reply to Chair Watkins’ inquiries, Vice Chair Ray stated it was an internal meeting only
and a timeline has not yet been established. Chair Watkins received and filed the report.
11. Library Services Report on Library issues regarding services, patrons, and staff. Library Services Director Hartson referenced Handwritten Page 60 and reported that the month of February was a short month, and they hosted an all-staff meeting for the first time in several years. The Library Administration team presented on various topics, Mr. Kappel spoke about the Library Lecture Hall and showed the Foundation’s presentation. Many Foundation events are coming up. National Library week will be the last week in April, and the Library is in the final stages of booking the events for that week.
The Library Services Manager position has been filled, and Rebecca Lightfoot will move into that role. Her experience and knowledge will be a huge asset for this position.
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.
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Jerry Kappel (NBPLF CEO) reported that the Foundation has a new Board member, Linda Beimfohr, who has a background in marketing. Revenues are still running 10% over last year. Omar El Akkad is Thursday night. The Foundation has reached out to student
immigrant groups for comp tickets, it is expected to be a great event with over 150 people expected. The Min Jin Lee event was sold out. Jill Lepore did not coordinate her academic and speaking calendars and will not be able to attend her scheduled event. The tickets for
her event were close to being sold out. The Foundation is working to schedule a speaker from Berkeley as an alternate and hopes to have him finalized in the next couple of days. The Board has approved a Science Lecture by UCI Dean of Physical Sciences James
Bullock on May 4, at 7 p.m. It will be a free lecture about the James Webb Space Telescope. There will be a very high-end projector at the lecture. If there is a good turnout the Board will consider running a science series next year. There will be a Summer Solstice event on June 14, from 5 p.m. to 7 p.m. The Trustees will be invited as they were last year and the event will be for the Library Leadership members, top donors, and all new members, and the speaker will be Susan Straight. They will also be honoring Mike and Polly Smith who founded the Medicine in Our Backyard series. Vice Chair Ray commented that there are several people interested in sponsoring a science lecture series.
Chair Watkins received and filed the report. B. Library Live Lectures Committee
Report on the most recently attended meeting. Jerry Kappel (NBPLF CEO) stated the 2023-24 speakers will be announced in Bookmark
during spring instead of the fall. Season tickets will be available for Library Live, at a discount. Chair Watkins received and filed the report. C. Witte Lectures Committee Report of the most recently attended meeting. Chair Watkins reported that ticket sales for Cristina Mittermeier are at 147 tickets sold for March 31 and 159 for April 1; there will be a substitute speaker for Jill Lepore who is scheduled for April 28 and 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.
Secretary Coulter reported that the February Bookstore sales were at $14,871. Currently, membership fees collected were $84, for a total income of $14,955. There are presently 858 members; the annual members’ luncheon is scheduled for June 13 and will feature a guest speaker. The next used book sale will take place on June 2 and June 3, 2023. Friday June 2 from 1 p.m. to 4 p.m. is for members only. Saturday June 3, from 9 a.m. to 2 p.m. will be open to the public and books will be $3 per bag; bags will be supplied.
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Rhonda Watkins, Newport Beach Resident, commented that every time she attends one of the Bookstore sales, she returns home with stacks of books.
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 that the Project Adult Literacy Advisory Board meeting was
postponed and there was nothing new to report. The Fundraiser was also cancelled. Chair Watkins reported that on Saturday, March 11, he attended the California Library Literacy Network of Southern California’s annual Writer to Writer event, and he passed around a booklet that had been presented to attendees, for the Trustees to review. The event centers around learners who read a book and then write letters to the author, indicating what their experience was from reading the book, how they were inspired by the book, and what reading the book meant to them. Some of the stories are very touching. It’s amazing to see the advances the learners have made in a short amount of time. There were 12 awards given out at the event, four of which went to Newport Beach Public
Library Project Adult Literacy learners. 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) Chair Watkins announced the upcoming Library Services Director review on Monday, April 17 at 4 p.m. in Closed Session to review the annual performance of Library Services Director Melissa Hartson. Staff will continue to keep the Board advised on patron comments concerning age-appropriateness and other concerns regarding the children’s collection. The Project Adult Literacy Happy Hour event scheduled for March 25 has been cancelled. Chair Watkins stated the next meeting will be at the Central Branch Monday April 17, at
5:00 p.m. IX. ADJOURNMENT – 5:58 p.m.
Submitted by: Paul K. Watkins
Chair Approval of Minutes