HomeMy WebLinkAbout11-20-2023-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Central Library 1000 Avocado Avenue, Newport Beach Meeting Minutes Monday, November 20, 2023 – 5:00 p.m. I. CALL MEETING TO ORDER – 5:00 P.M. Chair Paul Watkins called to order the regular meeting of the Newport Beach Board of Library Trustees and requested all public speakers to please speak clearly into the microphone. There are currently four Trustees, there will be a fifth Trustee following a City Council appointment on November 28, 2023. II. ROLL CALL – Roll call by Administrative Support Specialist Francine Jacome. Trustees Present: Chair Paul Watkins, Vice Chair Dorothy Larson, Trustee Antonella Castro, Secretary Lauren Kramer
Trustees Absent: None
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 Staff Absent None III. PLEDGE OF ALLEGIANCE
Vice Chair Dorothy Larson 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. A. Consent Calendar Items Chair Watkins pulled Consent Calendar Item 3 for discussion. 1. Minutes of the October 16, 2023 Board of Library Trustees Meeting
Chair Watkins referenced Handwritten Page 12 of the minutes and requested the spelling of “pollenate” be corrected. 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons.
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3. Patron’s Request for Evaluation of Library Resources Monthly review of evaluations of library resources as requested by patrons with corresponding staff responses.
*ITEM REMOVED FROM CONSENT CALENDAR FOR DISCUSSION
Chair Watkins referred to several Patron Comments regarding the excellent service of the reference desk, the clean restroom facilities, and travel assistance provided; Chair Watkins extended gratitude to Library Services Manager Rebecca Lightfoot and
Circulation and Technical Processing Coordinator Andrew Kachaturian for their responses to those comments and pulled the item for further discussion (please see below). 4. Library Activities Monthly update of library events, services, and statistics. 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 one-third through the fiscal year (FY) and under
budget by about 1% at 32.39% total expenses. 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 opened the item for public comments. Jim Mosher, Newport Beach resident, provided public comment regarding Item 4 – Library Activities – and questioned the statistics he had previously not seen regarding Inter-Library Loan, with requests from other libraries outnumbering the requests from Newport Beach by about 10:1 and was curious where those requests originated and what materials Newport Beach has that the other libraries may not have. Motion made by Secretary Lauren Kramer, seconded by Trustee Antonella Castro, and carried (4-0-0-0) to approve the Consent Calendar Items 1-2 & 4-6 with the minor changes to the October 16, 2023 draft minutes.
AYES: Watkins, Kramer, Larson, Castro NOES:
ABSTENTIONS: ABSENCES: *SPECIAL CALL – Consent Calendar Item 3 Patron’s Request for Evaluation of Library Resources Monthly review of evaluations of library resources as requested by patrons with corresponding staff responses. Chair Watkins referred to the 16 patron requests for evaluation that were included in the packet and opened the item for public comment prior to Board discussion.
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Haley Jenkins commented about several children’s book evaluation requests she submitted two months ago only receiving two responses. All the books are now back on the shelves. Ms. Jenkins questioned why book evaluation forms are made available if no
consideration is given to the content of the books evaluated and referenced the Freedom
to Read policy and Library Services Director Melissa Hartson’s parameters for material collection and commented that nothing will ever be removed; further stating that she and
other patrons would like to appeal Library Services Director Hartson’s decision on the books in her request and are unable to find instructions on how to carry through with an appeal. Ms. Jenkins read an excerpt from the book “Melissa”.
Bill Dunlap, Newport Beach resident, expressed his concern regarding an evaluation request for the book “A Prince and a Knight” in the Mariners branch, which can still be found there, also used by Mariners Elementary School. When he questioned the evaluation requests process, he stated that he was referred to Library Services Director Hartson, and when he spoke to Library Servies Director Hartson, she informed him it was a Newport-Mesa Unified School District decision. The book is not on the State approved list; and he is further concerned about using outside review agencies who are funded by publishers and authors, which creates a conflict within the process of review. Mr. Dunlap expressed his intent to appeal against the decision to keep the book available to children.
Debra Klein, Newport Beach resident, provided public comment regarding her concern for the choices of library books available to children and appreciates under the new policy that all books will be reviewed upon request. Ms. Klein questioned Library Services
Director Hartson’s decision to leave the book “Melissa” available to children and requested further review be provided.
Annie Vangrow, Newport Beach resident, offered a different opinion about the material referenced under this item. From her experience, she respected each parent’s concern with their child reading the book, however she doesn’t believe it is appropriate for them to make that choice for other people in the community. Quite often a children’s book can help lead into a discussion and possibly answer questions that children may have regarding alternative lifestyles they may not understand. Joni Nichols, Newport Beach resident, provided comment on Library Services Director Hartson’s letters and felt it created a tone in which parents could feel heard and were receiving an answer to their concerns and commended the Library staff for responding to each one of the concerns that were submitted. She agrees that these books help build
empathy for others and create a more worldly view on a more inclusive society. Vien Nguyen, Newport Beach resident, thanked staff and the Board for the all the work
put into the Libraries, and commended them for responding to each evaluation request. The responses were very well written and researched. The Library staff are all well-educated, as are the outside review consultants. Children will have friends who are
transgender or teachers with same sex partners, it is useful for children see their lives and experiences reflected in books they read. Ann Parzick thanked the Library staff and the Board for everything they’ve done through the years in helping her family and providing excellent resources and material to read. She agrees that parents should each have the right to make reading choices for what best suits their own needs. Ms. Parzick respects the education and expertise of Library staff. The books in question may help children feel that they are understood, and possibly by way of knowing other kids may have gone through what they are experiencing.
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Thomas Courtney, Newport Beach resident, commented that he believes it is the parents’ right to choose the material their child reads; the books should not be removed.
Portia Fisher commented that she is an avid reader and believes that while parents should have the right to make the choice of what their child(ren) read, there are also books that
should not be accessible to children to read. If it’s a book that is controversial, it could be kept in the adult section of the Library for a parent to check out.
Henry Courtney, Newport Beach resident and student, commented that most of his student life was spent inside of the Library. He stated that one book he enjoyed reading was “Tom Sawyer”, and although the protagonist was of questionable moral character and would lie to his parents, reading the book did not make him become like the character and lie to his own parents. He thanked the Board for keeping the Libraries in such great shape. Melissa Forester, Corona del Mar resident, acknowledged that family values are important, however there are many different types of families. Many years ago, people would hide their lifestyle choices because society stated it wasn’t appropriate; this is no longer the case. In her experience, trans children have a very difficult time during childhood, and having books that represent all children is extremely important. She also
trusts in the City’s highly educated librarians to oversee the evaluation process. Secretary Lauren Kramer thanked everyone for sharing their thoughts, there is a collection
development policy that allows for an appeal. This process was created for transparency and to allow everyone to understand what forms are being submitted. She suggested that information on how to appeal a book review be included in an evaluation review decision
response, and comments and responses should not be provided by the Board until an appeal has been submitted. Trustee Antonella Castro agreed with Secretary Kramer, she would like to see the appeal process included in the responses should the person who submitted the request have further questions or want to appeal the decision. She thanked the community for their comments and stated that it is important to hear from everyone as the policies that guide the Library staff are developed. Trustee Castro also thanked staff for the responses and providing the opportunity for the dialogue on this topic. Her hope is the Board can find common ground with the policy.
Vice Chair Dorothy Larson appreciated everyone’s participation and taking an interest in this important subject. It is important that the community feel free to speak out and the Board is hearing each person. This is a relatively new situation as more objections are
expressed regarding children’s literature. An appeal process is being developed that is more fine-tuned than what has been available in the past.
Chair Watkins has a long history of visiting the Pasadena City Library and seven and a half years being a Trustee on the Board. His recollection is that prior to him becoming a Board Member, there was only one challenge to a book by way of a patron’s request for an evaluation of resources, in 2004. There are now many more and it’s coming by way of an environment that is sweeping the country requesting book bans, along with the right to read, and age appropriateness. The collection development process isn’t new; however, it’s been significantly revised recently. The Board of Library Trustees are trying to stay ahead of the game, and have been discussing the issue since March, while also revising the policy. It’s a work in progress. His suggestion is that the Board, subcommittee, and
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staff involve the City Attorney’s office to find out if there is a form already being used for an appeal. His hope is that they have more answers in time for the December 11 meeting. Beyond that date, there should be a special meeting in January for both sides to bring
forth their views for resolution, which is what the current policy states, that there should be a resolution. There are 30,000 children’s books published each year, and that doesn’t include the self-published ones. There are 600,000 to 1 million published per year that do
not qualify as children’s literature. The librarians are trained and have advanced degrees and have been charged with using the resources available to them to make the best decision they can. Hopefully, in December there will be a process in place to appeal that
decision if patron’s feel it’s needed. Chair Watkins stated the subcommittee that was in place for the collection development policy could remain in place through the appeal policy changes. The Board will have the final vote. Vice Chair Larson stated she likes the suggestion but still believes all of the communications being sent to patrons from this point forward should inform people they have the right to appeal, even though that process has not yet been determined. Additionally, all of the current requests should be sent another communication informing them they have the right to appeal. Patrons can then let the Library Services Director know of their intent to appeal and it should be scheduled for the next Board meeting.
Chair Watkins responded that he agrees with the additional communication, and the Board can move towards that goal; however, he isn’t yet sure if everything will be in place for the December meeting, as he suspects a public hearing will likely be warranted and may fall
under the need for a special meeting. Vice Chair Larson suggested the communication include that patrons have the right to an
appeal, subject to the input they receive from Assistant City Attorney Yolanda Summerhill regarding the appeal process, and that could happen as early as December 11, but may need to be deferred. Chair Watkins clarified for Library Services Director Hartson that the direction to staff is to have another brief communication with those that have already received decision notifications, that an appeal process will be made available to them once it has been finalized. VI. CURRENT BUSINESS A. Items for Review 7. Library Lecture hall Policy (NBPL 15)
Staff recommends that the Board of Library Trustees continue the review of Library Policy NBPL 15, Library Lecture Hall, to a future date in the next calendar year after the Library Lecture Hall project bid is accepted and the construction contract
is awarded. Library Services Director Melissa Hartson reported on the Library Lecture Hall Policy
(NBPL 15) that was developed two years ago is up for additional review. The policy is attached to the staff report and establishes the procedures for booking the hall, renting the hall, and its uses. Staff does not recommend making any changes at this time because the Library Lecture Hall project has not yet been approved by City Council. The project was presented with an update at their November 14, 2023 meeting on where the project currently stands, and staff was directed by City Council to move forward, which will involve
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an amendment of the Memorandum of Understanding (MOU) between the City and the Foundation; it is currently scheduled to return to City Council at their January 9, 2024 meeting. City Council will appoint a subcommittee on November 28 to work on the MOU
going forward. Chair Watkins opened the item for public comments.
Jim Mosher, Newport Beach resident, commented that the Board is the policy making body for the Library, and although City Council requests to review the policies before they
are adopted, they do not have the power or right to change the policy. Motion made by Secretary Kramer, seconded by Vice Chair Larson, and carried (4-0-0-0) to defer the consideration of the Library Lecture Hall Policy. AYES: Watkins, Kramer, Larson, Castro NOES: ABSTENTIONS: ABSENCES: 8. Consideration for Children’s Collection Development Policy
Staff recommends forming an ad hoc subcommittee to consider amending Library Policy NBPL 2, Collection Development Policy, or creating a separate Children’s Collection Development Policy, to address guidelines for Children’s materials
selection and bringing its recommendations to the Board of Library Trustees for approval.
Trustee Antonella Castro reported she met with staff, and together they recommend that the ad hoc subcommittee continue while the policy is still being resolved regarding the Children’s Collection Development. She has also visited neighboring libraries to view how they solve the challenges of placing more sensitive materials. Secretary Kramer stated she is not available to serve on the ad hoc, however she supports the consideration. Vice Chair Larson added she supports Trustee Castro’s recommendation to further explore the policy review and involve Assistant City Attorney Summerhill.
Chair Watkins appointed Trustee Castro and Vice Chair Larson to serve on the ad hoc subcommittee. It is not subject to notice or posting of the meeting. Its defined purpose is to determine whether the Children’s Collection Development Policy is necessary and if
that policy should be separated or folded into the current Collection Development policy. The defined time frame of the ad hoc is until the January 2024 meeting. It is advisory and will return to the full Board with a recommendation and draft language.
Chair Watkins opened the item for public comment. Haley Jenkins commented that she thinks it’s a great idea to create a separate policy for children and should include that decisions are based on excerpts of content, and not on the material as a whole. Huntington Beach is still making the material available; it just has to be requested. That could be an option for Newport Beach.
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Bill Dunlap commented that it’s not about banning books, rather age appropriateness. The level of maturity requirements should be elevated for access to the material. He would recommend that there be a couple of citizen patrons included on the ad hoc subcommittee.
Jim Mosher commented that if the ad hoc subcommittee on Collection Development was to meet without public notice, the Brown Act would not allow its decision-making members
to include non-Trustees. He believes they will find that a standalone children’s development policy is extremely rare and their process for resolution is quite similar to those that are not standalone. The reason it’s generally folded into the existing policy is
because the library details all of the collections that they have and the criteria they use for each. Newport Beach is different in that there are several library branches, and their collection development emphasis may be different for each branch based on their patrons use. That should also be considered with the policy revisions. Chair Watkins received and filed the report. 9. Grant Acceptance from California Library Literacy Services Staff recommends the Board of Library Trustees approve the acceptance of a grant from California Library Literacy Services to support the Newport Beach Public Library’s Project Adult Literacy program.
Library Services Manager Rebecca Lightfoot reported on the $46,594 grant from California Library Literacy Services to support the Newport Beach Public Library’s Project Adult
Literacy program. It will be used to pay staff for the multiple programs for their adult literacy program.
Trustee Antonella Castro inquired if the grant had any conditions of receipt built in. Library Services Manager Rebecca Lightfoot explained the grant is allowed to be spent on certain things, staffing is one of them. A certain amount must be spent prior to receipt of the remainder of the grant. The amount listed is 90% of the grant. It’s based on a formula of how many program attendees and learners are in the program. Motion made by Trustee Antonella Castro, seconded by Vice Chair Dorothy Larson, and carried (4-0-0-0) to approve the acceptance of a grant from California Library Literacy Services to support the Newport Beach Public Library’s Project Adult Literacy program.
AYES: Watkins, Kramer, Larson, Castro NOES: ABSTENTIONS:
ABSENCES: 10. Newport Beach Public Library Foundation Wish List Staff recommends that the Board of Library Trustees approve the wish list request for funding from the Newport Beach Public Library Foundation. Library Services Director Melissa Hartson reported that staff is recommending the Board of Library Trustees review and approve the acceptance of the wish list request to the Newport Beach Public Library Foundation. For Giving Tuesday, the Library has asked the Foundation to fund a new seed library startup program at the Mariners Branch.
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Chair Watkins opened the item for public comments. Jim Mosher believes the seed library is a great idea, and asked if they would consider
gardening volunteers to help. Motion made by Secretary Lauren Kramer, seconded by Trustee Antonella Castro, and
carried (4-0-0-0) to approve the wish list request for funding from the Newport Beach Public Library Foundation in the amount of $5,000.
AYES: Watkins, Kramer, Larson, Castro NOES: ABSTENTIONS: ABSENCES: 11. Lecture Hall Update Library Services Director Melissa Hartson reported she updated the Board where the project currently stands during the policy report for the Library Lecture Hall. Chair Watkins filed and received the report.
12. Balboa Branch Replacement Update
Vice Chair Larson reported they met with Public Works and COAR, a design firm working on the Balboa Branch replacement, who were given specific guidelines to return with additional ideas.
Chair Watkins stated they are scheduled to return on Monday, December 11, 2023 with elevations and aesthetics prior to going out for public outreach. 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 she spoke at the fall 2023 class of the Newport Beach Foundation’s Distinguished Citizen Program. The program is designed to
teach participants about the key components that form the foundation of Newport Beach. Her presentation focused on a high-level overview of the Library, including the Cultural Arts Division, and their mission and role in serving the community. Councilmember Lauren
Kleiman reached out to staff asking for their help for an article in the November 2023 magazine issue of Greet Corona del Mar regarding Beyond Books, featuring the eBranch, programs for all ages, unique collections to check out, Project Adult Literacy and other
various opportunities to connect and engage with the Library beyond books. The article is included at the end of this month’s activities report. The next Board of Library Trustee meeting will be on Monday December 11, at 5:00 p.m. at the Central Library. Vice Chair Larson added the December meeting will be rescheduled to 4:30 p.m. instead of 5:00 p.m., if there are no objections. Chair Watkins received and filed the report.
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B. Monthly Reports 14. Library Foundation Liaison Reports A. Library Foundation Board Report on the most recently attended meeting.
Chair Watkins reported that NBPL Foundation C.E.O. Jerry Kappel’s report dated November 15 is attached to the Agenda Packet. Library Live speaker Lisa See and Steve
Lopez both sold out. Michael Scott Moore has sold 175 seats and Tess Gunty has sold 150 seats. There are 236 season passes sold for the Witte Lecture series, which represents 60% of the “house”. There are currently 170 registrations for Spotlight on Science. The Foundation’s estate-giving program for the Elizabeth and John Stahr Legacy Society during National Estate Planning Awareness Week has been kicked off and involves FreeWill service. Bookmark is scheduled for a November issue date. City Council had a study session on November 14 to move forward with the Library Lecture Hall as designed and not reject the bids. The City has changed its focus for NBTV and has alerted the Foundation it will no longer be broadcasting Medicine in Our Backyard; however, the City Public Affairs Officer John Pope has agreed to continue the broadcast through the end of the year. The Foundation will budget video recording and possibly live streaming
of the program for next season. Chair Watkins received and filed the report.
B. Library Live Lectures Committee Report on the most recently attended meeting.
Vice Chair Larson stated there was nothing new to report. 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 Committee continues to meet and talk about the potential speakers for the 2024-25 season. They are also looking into what topics will be of particular interest to the community.
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.
Chair Watkins reported there are 59 new members and 36 renewals for a total of 909 members of the Friends of the Library. Net income for October was about $20,000 dollars. Chair Watkins received and filed the report. 16. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board. Trustee Castro stated there is no report for this month.
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Chair Watkins stated there was a meeting of the Advisory Board on Tuesday November 14 via Zoom. They will continue to meet and there is a potluck scheduled for December
3, 2023. It’s a great organization and anyone interested in tutoring it is very worthwhile. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Jim Mosher, Newport Beach resident, commented that with all of the comments about what’s wrong with the Library and what’s being offered, the Board should find a way to
receive more positive comments as well about their collection. There are several new Board Members who are probably still trying to figure out what the Board is supposed to do, resources are available for clarification. When he was looking at collection development policies at other libraries, he found that the one at the Monterey Public Library, the oldest library in California with roots going back to the 1800’s, has a mission statement which this Board does not, many policies that Newport Beach doesn’t have, and their policies provide staff with much more detailed direction. Their Collection Development Policy is 27 pages long. They may be a good resource. They hold their meetings in their Council Chambers, so they are televised monthly. The lack of public communication for this Board is troubling. The Board may consider why that is. Chair Watkins stated there are By-Laws and there is a Mission Statement however it may not be in the Charter, it may be in the By-Laws. 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 took a straw poll to begin the December meeting at 4:30 p.m., all trustees accepted the change.
IX. ADJOURNMENT – 6:24 p.m.
Submitted by: Paul K. Watkins
Chair Approval of Minutes