HomeMy WebLinkAbout10-16-2023-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Crean Mariners Branch 1300 Irvine Avenue, Newport Beach, CA 92660 Meeting Minutes Monday, October 16, 2023 – 5:00 p.m. I. CALL MEETING TO ORDER – 5:01 P.M. Chair Paul Watkins called to order the regular meeting of the Newport Beach Board of Library Trustees. II. ROLL CALL – Roll call by Administrative Support Specialist Francine Jacome. Trustees Present: Chair Paul Watkins, Vice Chair Dorothy Larson, Trustee Antonella Castro Trustees Absent: Secretary Lauren Kramer, Trustee Doug Coulter
Staff Present: Melissa Hartson, Library Services Director Rebecca Lightfoot, Library Services Manager
Annika Helmuth, Branch and Youth Services Coordinator Andrew Kachaturian, Circulation and Technical Processing Coordinator Erin Spivey, Adult Services Coordinator
Alex Johnkins, Branch Librarian Staff Absent None Library Services Director Melissa Hartson introduced Alex Johnkins as the Mariners Branch Librarian. III. PLEDGE OF ALLEGIANCE – Chair Paul Watkins led the Pledge of Allegiance
IV. NOTICE TO THE PUBLIC - Waived V. CONSENT CALENDAR Administrative Support Specialist Jacome read the Consent Calendar Notice to the Public. Chair Watkins called for any requested items to be pulled for separate action or discussion. Trustee Antonella Castro requested a couple minutes to review the responses before she approved that she had reviewed them.
A. Consent Calendar Items 1. Minutes of the September 18, 2023 Board of Library Trustees Meeting
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Chair Watkins referenced handwritten page 6 of the minutes, four or five lines from the bottom, the percentage symbol following the number 4 should be removed as there were four Newport Beach winners, not 4%.
Chair Watkins referenced handwritten page 7, under Item 7, “not withstanding” should be one word.
2. Patron Comments Monthly review of evaluations of library services through suggestions and requests
received from patrons. 3. Patron’s Request for Evaluation of Library Resources Monthly update of library events, services, and statistics. 4. Library Activities Monthly update of library events, services, and statistics. Chair Watkins referenced handwritten page 15 and complimented Adult Services Coordinator Erin Spivey for doing a great job with the policy on Service Animals.
Vice Chair Dorothy Larson questioned if they were members of the American Library Association.
Library Services Director Hartson explained that the Newport Beach Public Library does not have an organizational membership to the American Library Association.
Chair Watkins requested more information on the request for a 3D printer in the Media Lab. Library Services Director Hartson explained that although the initial cost is feasible for a nice wish list item in the future, the expense comes into play for the ongoing cost of maintaining the printer. Filament ink generally lasts about eighty hours per roll and is expensive to replace; however, the Library does charge for printing, so that could be evaluated. Library Services Director Hartson recommended future enhancements to the Media Lab be considered and suggested looking more forward in terms of what could be available in the future.
Chair Watkins commented on how resourceful Adult Services Coordinator Spivey and Library Assistant Erik Gunderson were with reaching out to Manchester University in
England, in response to a patron’s request for assistance in answering a research question. 5. Expenditure Status Report Monthly expenditure status of the library’s operating expenses, services, salaries, and benefits by department. Chair Watkins reported that they are 25% through the fiscal year (FY) and at 23.4% overall expenditures, making them currently under budget for the year.
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6. 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 commented that he appreciated seeing Patron’s Requests for Evaluation every month versus one at a time. He believes that will work out better and looks forward
to seeing more in the future. Trustee Castro stated she feels it makes the public feel more like they are being heard
when it’s included in every meeting agenda. Chair Watkins opened the item for public comments, there were none. Motion made by Vice Chair Dorothy Larson, seconded by Trustee Antonella Castro, and carried (3-0-0-2 Coulter and Kramer absent) to approve the Consent Calendar with the minor changes to the August draft minutes. AYES: Watkins, Larson, Castro NOES: ABSTENTIONS:
ABSENCES: Kramer, Coulter VI. CURRENT BUSINESS A. Items for Review 7. Collection Development Policy (NBPL 2) Staff recommends that the Board of Library Trustees review and approve the proposed amendments to Library Policy NBPL 2, Collection Development Policy,
made by the Collection Development Ad Hoc Subcommittee. Library Services Director Hartson reported that the Collection Development Ad Hoc Subcommittee met to incorporate the discussion items from the motion that was made at the September meeting. In the Patron’s Rights section “or the Library Services Director may take up other actions pursuant to the Collection Maintenance Section of this policy” was added, and “The Library and the Library Services Director are continually evaluating the collection, and on their own initiative may take actions with respect to the collection based on this policy” was added to the Collection Maintenance section. They also changed references to “this Policy” for streamlining purposes.
Chair Watkins referenced the redlined version on page 42 and stated that it was helpful for the attorney to clarify the legal terms of the policy and expressed hope that the new policy could now be executed with the monthly receipt of the patron’s requests for
evaluation and with the decisions made by the senior staff. Chair Watkins referenced page 48 and the request form, noting Patron Requests area was added and finds it very helpful including those in each monthly agenda packet. He also liked the additional space added
for the patrons to add their comments. Chair Watkins referenced page 49 and requested staff and the Board’s consideration to change the verbiage “Please note your specific objections” to “Please note your specific concerns”, citing it is more polite; and eliminating the references of “III-C” at the bottom of pages 48 and 49.
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Vice Chair Larson commented that the changes made sense and the policy was well written.
Trustee Castro commented it’s good for a general collection policy, however, at the end she had some ideas for things to consider for a future standalone children’s collection
development policy. Chair Watkins opened the item for public comments.
Motion made by Vice Chair Larson, seconded by Trustee Castro, and carried (3-0-0-2 Coulter and Kramer absent) to approve the general Collection Development Policy (NBPL 2) changes as shown on Handwritten pages 45 through 47. AYES: Watkins, Larson, Castro NOES: ABSTENTIONS: ABSENCES: Coulter, Kramer 8. Mariners Branch Update
Mariners Branch Librarian Alex Johnkins will provide the annual overview of Mariners Branch operations.
Mariners Branch Librarian Alex Johnkins reported that the Donna and John Crean Mariners Branch is the only Newport Beach Library branch that shares space with an elementary school through a joint-use agreement. When school is in session half of the
children’s section is closed to the public, however Library staff is available to retrieve items requested by the general public. Storytimes are performed twice a week along with other programs that are held throughout the year. The Mariners Branch is supported by full-time Children’s Librarian Christine Chapel and Reference Librarian Leah Duffy, as well as three library assistants, seven library clerks and four library pages. The service population for the Mariners Branch is 26,983 people which includes patrons from Costa Mesa and surrounding areas. Between July 2022 and June of 2023, the Mariners Branch had a 10% increase in reference questions and more than double the circulation of materials. Several building updates took place last year to include exterior paint, new fire alarms, and updated HVAC components. Outdoor storytimes are held in Mariners Park, located behind the Branch, weather permitting. It’s a very popular program. They often see 70 or more
participants. Mariners Branch storytime was nominated for Best Storytime by OC
Parenting Magazine.
Vice Chair Larson commented that the update on the building and children’s area turned out beautiful, noting the children’s area is inspirational and fun.
Chair Watkins inquired how often they are able to take the group into Mariners Park for storytime. Librarian Johnkins explained that typically most summer storytimes are in the park. The children appreciate the outdoor storytimes because they can be louder. Trustee Castro asked how many participants usually attend.
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Librarian Johnkins answered they’ve seen up to 85, generally 50 to 60 attendees are regulars.
Chair Watkins opened the item for public comments.
Mrs. Rhonda Watkins, Newport Beach resident, asked if people could hear the storytime when so many people attend.
Trustee Castro asked Librarian Johnkins if they had to give two things the Branch would love to have, what would they be. Librarian Johnkins replied they have a speaker system they use, which also plays the music for the sing-a-longs. The two items include another couch for the puppet theater and study rooms have been requested, however, they are not able to provide those for lack of space. Most nights, the desks fill up. Vice Chair Larson noted that parking can often be a challenge. Librarian Johnkins stated that between 5 and 6 p.m. is often a busier time because people
come to pick up their children who attend the Recreation and Senior Services’ afterschool program.
Chair Watkins received and filed the report. 9. Youth Services Update
Branch and Youth Services Coordinator Annika Helmuth will provide the annual overview of Youth Services. Branch and Youth Services Coordinator Annika Helmuth reported on the Board’s annual Youth Services Update from October 2022 through September 2023. Staff provide a variety of services, resources, and materials for children ages 0-12. Youth Services has staff at all four locations, with a total of eleven team members. Library Assistant Bernadette Gilliam was nominated for the City’s 2023 Dorothy Palen Award for her outstanding commitment and integrity in her work. The Children’s Collection and Circulation currently has over 83,000 titles stocked at all four locations. Non-fiction is the largest single collection. There was a generous Newport Beach Foundation donor who sponsored the
acquisition of several non-fiction books about the White House and national holidays, biographies on significant figures. The donation was received last year, they completed the addition of those titles. The turnover rate on children’s material remains high. Over
1,300 children library cards were added over the last year, and youth programs offered increased by 34% from the prior year. The number of programs offered is 608, as opposed to last year’s 453 programs. Corona del Mar Branch hosted a Holiday Open House event
in December 2022 that was attended by 1,250 visitors and featured a new partnership with the Newport-Mesa Unified School District (NMUSD). The NMUSD Performing Arts group have been asked to return this year. National Library week in April was celebrated with several City dignitaries as guest readers. The Summer Reading Program was up by about 16%, specifically program attendance saw 139% increase over last year. Outreach includes inviting groups in, field trips for offsite visits, open house style events, and large expos. Youth staff toured, presented to, or staffed events for an outreach total of 6,319
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participants, an over 100% increase over last year's 3,044 participants. Eight visits are planned for the upcoming school year.
Vice Chair Larson commended Ms. Helmuth for her report and the many programs they continue to add for the youth of the city.
Trustee Castro asked if the Youth Services team is responsible for reviewing the materials used.
Branch and Youth Services Coordinator Annika Helmuth answered they are usually assigned parts of the collection to review in an ongoing effort. Some of the factors in reviewing current titles include how often an item is checked out, the condition of the item, how many holds the item has, if an item is on a school’s reading list, or if it received an award. Trustee Castro inquired about the Summer Reading program, commenting that she had heard that they were exploring the option to customize the reading program. Branch and Youth Services Coordinator Helmuth explained they run their summer reading program through a company called Beanstack. The Library staff builds its own challenge
every year and offer a paper game sheet option for those who do not want to use Beanstack.
Chair Watkins asked if they accepted input from patrons as part of the building process. Branch and Youth Services Coordinator Helmuth responded that they do.
Mrs. Rhonda Watkins, Newport Beach resident, inquired if teenagers are part of the youth they work with. Branch and Youth Services Coordinator Helmuth explained that teens are outside the scope of Youth Services which is considered age 12 and under. Teen Services provide programs for age 13 – 17-year-olds. Vice Chair Larson asked if the Summer Reading Program consisted of a list of books participants had to choose from.
Branch and Youth Services Coordinator Helmuth stated the kids can read whatever they’d like; they have many options of participation such as recording the number of minutes read, writing book reviews, and doing early literacy activities.
Chair Watkins received and filed the report. 10. Patron Connections Staff will provide an overview of Fiscal Year 2022-23 statistics and present community connections beyond quantifiable statistics. Library Services Manager Rebecca Lightfoot reported that staff have been looking at how they are connecting with the community. Certain statistics are quantifiable such as circulation, door count, reference transactions, program attendance, etcetera. They are
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seeking a more comprehensive look to find numbers they had previously accessed. Some included the Newport Beach Public Library (NBPL) mobile application (app) and they saw that last year there were almost 60,000 sessions. Central is the only Branch able to track
phone calls based on the software they have and only includes calls for circulation and reference; last year they received over 21,000 phone calls. Over 1,000 passports were issued, and they proctored 112 tests. Services have evolved in the last decade,
particularly during the pandemic, which significantly increased the number of downloadable audio and eBooks and have since come down since the buildings were re-opened to the public. Last year, 86,000 eBooks were checked out, in addition to 72,000
audio books, 24,000+ magazines, 9,000+ movies, and 1,500+ comics through Comics Plus. All these represent ways in which the Library touched the community without the patrons visiting the branch locations. While those numbers are important, the stories behind the numbers are what matter. Included in the Staff Report update, Library Services Manager Lightfoot shared patron comments staff received that highlight the value of the service the Library provides. Chair Watkins commented that Library Services Director Hartson suggested expanding the number of patrons who walk in the door to include 25 other categories where the Library had made contact through other means. Those categories are listed on handwritten page 58. They now reflect 3,172,573 contacts annually. That number is more
reflective of what they are doing and in what ways they are affecting the community. Chair Watkins believes it is important to include those additional categories with the foot traffic count and add a footnote explaining the difference. He would like to include updated
numbers in the Fiscal Year 2023-24 reports. Vice Chair Larson inquired about self-directed activities.
Library Services Manager Lightfoot explained that self-directed activities are take home crafts, or a Zine program where adults and teens can make a homemade magazine. Trustee Castro asked if a chat feature is available for talking to staff members or would they have to send an email and inquired if it would be a future consideration. Library Services Manager Lightfoot responded that anyone can call the Library. The website does not offer a chat function; however, staff could certainly take a look at that option.
Chair Watkins opened the item for public comment. Mr. Jerry Kappel, NBPLF CEO, asked if Library Services Manager Lightfoot could provide
him a column for the Foundation’s publication based on the touches in the community. Library Services Manager Lightfoot answered she would be happy to do that.
Mr. Kappel commented that the website chat feature is the most complained-about website interactive option. If they consider adding it as a feature, he suggested they really look deep into what the interaction feature is that they choose, and what satisfaction rating it has.
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Fiona, Newport Beach resident and an OASIS Senior Center volunteer, stated that their meals-on-wheels program has 60 homebound seniors living in Newport Beach and noticed the Library has a book delivery program for homebound seniors. She suggested
the two programs cross pollinate. She could deliver a flyer to them when she delivers the meals so they would be aware that the Library would deliver materials to them as well.
Library Services Director Hartson stated it would be a great idea, and she would put Fiona in contact with Adult Services Coordinator Spivey.
Chair Watkins received and filed the report. 11. Lecture Hall Update Library Services Director Hartson reported that the bids for the lecture hall closed last Thursday. The lowest bid was just over $19 million. There were three bids submitted. The lowest bid came from the same company as the last time. Mr. Kappel, NPBLF CEO, added that the Board of the Foundation approved the wording of the Third Amendment to the original Memorandum of Understanding (MOU). It will now be in the process of getting more accurate numbers as contingencies are required. They
will be in negotiations with the City and City Council moving forward on the MOU. Chair Watkins commented that if there were a 10% contingency that would be $2 million
with a management fee of $250,000 which would then take them to just over $21 million. That may not be accurate, however, those additional items should be considered.
Vice Chair Larson questioned if the original $19 million included contingencies. Library Services Director Hartson answered she didn’t know the answer to that question. Mr. Kappel replied that according to his contact, they were added expenses. Chair Watkins received and filed the report. 12. Balboa Branch Replacement Update Vice Chair Larson reported that she attended a subsequent meeting at Balboa Branch,
which included discussions about what they wanted the Branch to look like and where it may be positioned on the lot relative to the fire station.
Chair Watkins added that Public Works Director Dave Webb had asked the Ad Hoc Subcommittee to come up with elevations, and they will be providing a report with a word description of welcoming, charming, beachy, and in a way old school, with an architectural
element that could be craftsman type, or yacht club white type of style. They will refine the report that Vice Chair Larson has created and add some pictures of the type of style they would like to see and send it back to Public Works Director Webb. Chair Watkins stated a design meeting is quite far into the future as they are currently working on concepts. There will likely be a lot of public outreach once the architect can move past concepts.
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Chair Watkins received and filed the report. 13. Library Services Report of Library issues regarding services, patrons and staff
Library Services Director Hartson reported that the California State Park Passes still continue to do well. They are ranked second in the State in terms of the number of passes they have and the number of check outs per pass. The program is set to sunset at the end
of June 2024; however, they remain hopeful that the State will extend the program. The café space has been vacant for a number of months; however, the Community Development Department (CDD) has indicated that they have opened the space up for lease. CDD is hosting an open house on Wednesday, November 8, from 2 p.m. to 5 p.m. A number of steps will need to take place, but they are very pleased at how they managed to clean up the space to show it. Future program items include the Foundation’s Library Live and Witte Lecture Series, Medicine in Our Backyard, which began on September 25, and Spotlight on Science. On November 12, 2023, the Library will be presenting a Sunday Musicale. The next Board of Library Trustee’s meeting will be November 20, at the Central Library.
Chair Watkins received and filed the report. B. Monthly Reports 14. Library Foundation Liaison Reports A. Library Foundation Board Report on the most recently attended meeting.
Chair Watkins commented that Mr. Kappel’s three-page report at the end of the packet was very well done and referred the Board to that report for the summary of the Library Foundation Board. Mr. Kappel added that they started a program with the Foundation that is in contract with an organization called FreeWill and is in support of the Foundation and its donors. OASIS may want to tag on to it as well, as it is free to the entire community and any library patron and promotes financial literacy. Similar to the Foundation sponsoring the It’s Your Money financial workshops, as of this morning, there were 35 people talking about medical financial planning. There will be brochures throughout the branches. It is a program that is Federally and State validated.
Trustee Castro inquired if they had reached out to underwriters aside from the Foundation for sponsorship.
Mr. Kappel replied no, the Foundation is sponsoring it. If she had suggestions, he would gladly accept them.
Trustee Castro complimented the Foundation’s donor reception. Her husband went in her place and thought it was a wonderful event.
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Chair Watkins stated that they knocked it out of the park, the food was great, and California State Librarian Mr. Greg Lucas did a wonderful job. It was an amazing evening.
Chair Watkins received and filed the report. B. Library Live Lectures Committee
Report on the most recently attended meeting. Library Services Director Hartson reported that the first two Library Live lectures are
already sold out. Lisa See is October 19, Steve Lopez is scheduled for November 9. One hundred-eleven season passes have been sold for Library Live, which is a great response to their first year offering the passes. In the new year, they will wrap up with Michael Scott Moore on February 15 and Tess Gunty on April 18. The Library Live committee is already planning for the 2024-25 season. Chair Watkins received and filed the report. C. Witte Lectures Committee Report on the most recently attended meeting.
Vice Chair Larson reported that the Witte Lectures Committee is planning for the 2024-25 season. They now have season ticket sales, which has been very popular. None of the Witte Lectures have sold out to date. The speakers coming up include Fiona Hill on
January 26 and Saturday January 27, who wrote Currents of Modern History: A Personal
and Global Perspective. Pulitzer Prize winner Ed Yong, who authored An Immense World, is scheduled to speak February 9 and 10. On March 8 and 9, author Richard Reeves Of
Boys and Men: Why the Modern Male is Struggling, Why it Matters and What to Do about
It is scheduled. On April 12 and 13, Witte will host Michele Bratcher Goodwin, a Chancellor’s Professor at University of California, Irvine, in conversation with Dahlia Lithwick, MSNBC analyst and senior legal correspondent. Tickets can now be purchased using ACH payments. Chair Watkins received and filed the report. 15. Friends of the Library Liaison Report Trustee update on the most recently attended Friends of the Library Board meeting.
Library Services Director Hartson stated she received a report from Trustee Coulter. The used book sale event resulted in $3,280 from the sale in the Friends Room and $2,068
from the bookstore; and $975 from membership fees. This totals $6,323 that was raised during the two-day event and broke their record. The total membership numbers for September were 852 members. They continue to have specials during the week. The net
income for July through September 2022 came in at $47,503 raised. For July through September 2023, that number was $46,386. Chair Watkins received and filed the report. 16. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board.
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Trustee Castro stated there is no report for this month. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS NBPLF CEO Mr. Kappel, commented that on November 15 the Foundation will be opening
their new season of Spotlight on Science. It’s a free event, with 187 people already registered. They anticipate it will reach maximum capacity. His goal includes all of the programs other than Library Live and Witte, be free and open to the public in support of
what the Library is. He has three sponsorship requests out for Spotlight on Science. He hopes to know those results within the month. Trustee Castro requested the information on the first Spotlight. Mr. Kappel answered that on Wednesday, November 15, Professor Padhraic Smyth, PhD will be speaking about artificial intelligence (AI) and large language and data models and their impacts, doors open at 6:30 p.m. Chair Watkins opened the item to public comment.
Mrs. Rhonda Watkins, Newport Beach resident, inquired if there would be programs for any age group regarding the authenticity of news reports.
Mr. Kappel stated they considered it, but they have not yet found a place for it. It is on the Foundation’s radar. 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 Castro requested staff explore creating a children’s collection development policy to see if it’s appropriate for elementary aged children. Chair Watkins sunset the Collection Development Policy Ad Hoc Subcommittee. IX. ADJOURNMENT – 6:18 p.m. November’s meeting will be held at the Central Library on November 20, 2023 at 5:00 p.m.
Submitted by: Paul K. Watkins
Chair Approval of Minutes