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HomeMy WebLinkAbout03-18-2024-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Balboa Branch 100 E. Balboa Boulevard, Newport Beach Meeting Minutes Monday, March 18, 2024 – 5:00 PM I. CALL MEETING TO ORDER – 5:00 PM Chair Paul Watkins called to order the regular meeting of the Newport Beach Board of Library Trustees and thanked Mrs. Watkins for the cookies and candy provided. II. ROLL CALL – Roll call by Cultural Arts Assistant Camille Escareal-Garcia. Trustees Present: Chair Paul Watkins, Vice Chair Dorothy Larson, Secretary Lauren Kramer, Trustee Antonella Castro, Trustee Chase Rief Trustees Absent: None Staff Present: Melissa Hartson, Library Services Director Rebecca Lightfoot, Library Services Manager Camille Escareal-Garcia on behalf of Francine Jacome Annika Helmuth, Branch and Youth Services Coordinator Andrew Kachaturian, Circulation and Technical Processing Coordinator Evelyn Rogers, Balboa Branch Librarian Staff Absent Erin Spivey, Adult Services Coordinator Francine Jacome, Administrative Support Specialist III. PLEDGE OF ALLEGIANCE Secretary Lauren Kramer led the Pledge of Allegiance IV. NOTICE TO THE PUBLIC - Waived V. CONSENT CALENDAR Camille Escareal-Garcia read the Consent Calendar notice. A. Consent Calendar Items Chair Watkins inquired if any Trustees had requests to pull an item from the Consent Calendar. 1. Minutes of the February 26, 2024 Board of Library Trustees Meeting Chair Watkins requested on handwritten page 9, Item 11, the words “it seemed to him that under the collections policy” be removed from Mr. Mosher’s comments. 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons. Board of Library Trustees Meeting March 18, 2024 Page 2 Chair Watkins reported there were no requests for evaluations during the past month. Chair Watkins commended Adult Services Coordinator Erin Spivey for the patron compliment of going above and beyond in helping her with technology; noted how thoughtful and respectful Library Services Manager Rebecca Lightfoot’s response to the patron who was concerned about library parking during the construction of the Lecture Hall was; and noted Patron Comment 4 regarding the library staff who was able to find an article in the Daily Pilot. 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 reported they are two-thirds through the year’s budget and currently 2% under budget, it is a good place to be. Chair Watkins was excited to see attendance last month in all locations was 2,300 and thanked senior staff for all their work which contributed to such. 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 opened the item for public comments and there were none. Motion made by Secretary Lauren Kramer, seconded by Trustee Antonella Castro, and carried (5-0-0-0) to approve the Consent Calendar Items 1-5 with the minor changes to the February 26, 2024 draft minutes. AYES: Watkins, Kramer, Larson, Castro, Rief NOES: ABSTENTIONS: ABSENCES: VI. CURRENT BUSINESS A. Items for Review 6. Balboa Branch Update Balboa Branch Librarian Evelyn Rogers presents an overview of Balboa Branch’s activities and resources. Branch Librarian Evelyn Rogers reported Balboa Branch is the founding branch of the Newport Beach Public Library and was founded in May 1929. It has been upgraded through the years and has a group of dedicated patrons who live in the area and on boats. Activity at the Balboa branch is seasonal, with summer being the busiest time of the year. Daily operation has the branch open 54 hours per week Monday – Saturday. There are a few special collections in the branch, their most notable being the nautical collection. Under kids programming they present two storytimes per week, a new program added is Board of Library Trustees Meeting March 18, 2024 Page 3 Toy Train Thursdays where kids can build freeform trains. Youth Services staff has recently started tracking Stay and Play, a program that provides stations for LEGO, stuffed animals, puzzles and more. The branch offers a story and tour to first graders of a nearby elementary school. Balboa Branch is staffed by one full-time librarian, one part-time library assistant, two part-time library clerks and one library page. One of the library clerks is Mike Payne, who has worked for the library since 1989. Many of the patrons know him and he helps to provide continuity as the library is replaced. The building is the oldest operating City building at 95 years old and is scheduled to be replaced along with the fire station located next door. In preparation for the replacement project staff has completed an inventory of the entire branch’s circulating and reference collection which has been a great experience in providing a picture of what areas circulate more, or less, the condition of the materials and in which areas they should focus going forward. Balboa’s service population is 12,033, which includes Balboa Peninsula and Lido Isle, and that number becomes significantly higher during the summer months with visitors and tourists, many of whom obtain NBPL non-resident library cards. Branch Librarian Rogers provided statistics regarding general attendance, checkouts of popular material, and children attendance in different programs. Vice Chair Dorothy Larson commented that the new teen programming is a brilliant idea and inquired if the nautical collection will remain in the new building. Branch Librarian Rogers confirmed that it would remain. Trustee Chase Rief thanked Branch Librarian Rogers for the update and noted he visited the branch last week and noticed there were a lot of children, and it was a good positive environment. He really enjoyed the nautical collection. Chair Watkins opened the item for public comments. Jim Mosher (Newport Beach resident) commented that Branch Librarian Roger’s report was great and noted that in the past it had been mentioned that the branch would function better if it was larger and the current proposal is to go back to a smaller size, and questioned if Branch Librarian Rogers believed it would function better smaller than it is now and if so, why. Branch Librarian Rogers answered that smaller would be fine as long as the space was configured well. Chair Watkins noted that, with the new floor plan, the branch loses about 500 square feet; however, there are more collections that are digital, and the floor plan is much better laid out than previously. Rhonda Watkins, Newport Beach resident, inquired if the branch reaches out to the parents for the elementary school tours, as she has noted as a teacher that children often don’t communicate events to their parents. Branch Librarian Rogers replied that the branch does marketing through email blasts, printed in The Navigator, and on social media. Chair Watkins received and filed the report. 7. Gift and Donor Policy (NBPL 3) Staff recommends that the Board of Library Trustees review and accept revisions to Library Policy NBPL 3, Gift and Donor Policy. Board of Library Trustees Meeting March 18, 2024 Page 4 Chair Watkins referenced Handwritten Packet Page 36 and explained that after they approved the changes in the Gift and Donor Policy at their last meeting, he found some technical additions he felt should be made. They spelled out Internal Revenue Code Section 501(c)(3). On Page 38, first full paragraph, they changed “instruction” to “education”. Chair Watkins opened the item for Public Comments. Jim Mosher (Newport Beach resident) commented that the technical changes made sense, but the policy could use more extensive review, in particular the section at the end about library gifts, it is confusing on how it relates to other parts. Specifically, books donated to the library rather than to Friends of the Library, and if there is direct opportunity to support the Literacy program. There is a donate button on the web page for the Literacy program and he’s not sure if that donation is direct through the Library or through that organization. Motion made by Secretary Kramer, seconded by Vice Chair Larson, and carried (5-0-0-0) to accept revisions to Library Policy NBPL 3 Gift and Donor Policy. AYES: Watkins, Kramer, Larson, Castro, Rief NOES: ABSTENTIONS: ABSENCES: 8. Collection Development Ad Hoc Subcommittee update The Collection Development Ad Hoc Subcommittee will provide an update regarding the process of appeals in Library Policy (NBPL 2), Collection Development Policy. Chair Watkins provided the ad hoc subcommittee update and reported that last month it was mentioned they would grandfather the first group of appeals for the Director’s Decision so that anyone from mid-October through March 15 could file an appeal without being constrained by the 14-day appeal period deadline. That resulted in an additional three appeals. Library Services Director Hartson reported by Friday March 15, at 4:00 PM they had received a total of 12 appeals on eight titles. Chair Watkins read the eight titles that are being appealed: • Melissa by Alex Gino • Prince and Knight by Daniel Haack • It Feels Good to be Yourself by Teresa Thorn • Who Are You? by Brook Pessin-Whedbee • Not My Idea by Anastasia Higginbotham • It’s Perfectly Normal by Robie H. Harris • What is White Privilege? by Leigh Ann Erickson • Alice Austen Lived Here by Alex Gino Chair Watkins stated that the Board will begin hearing appeals at next month’s meeting, on Monday, April 15, 2024, at approximately 4:30 PM. They are going to consider the Board of Library Trustees Meeting March 18, 2024 Page 5 appeals in order of receipt which means the first two appeals will be Melissa and Prince and Knight. The Board will adhere to the appeals process. There is a closed session at 3:30 PM to consider the performance review of the Library Services Director. Immediately following the closed session, the appellant(s) will present their appeal and all three appellants will be allotted three minutes. The public will be allowed to provide comment for two minutes each, after senior staff are allowed five minutes to present their findings. The Board will then discuss and resolve the matter. The criteria for the appeal are set forth in Library Policy NPBL 2, Collection and Development Policy. Chair Watkins noted there are about 15 criteria and encouraged all parties to familiarize themselves with each of them. He received another 10 communications regarding this topic, which brings the total communications close to 100 to date. The Board will make a determination after the meeting as to how many appeals should be heard at each meeting going forward based on how long those first two appeals take. Secretary Kramer requested the process be written for the record in an Agenda or Agenda Packet since allowing the public to speak for two minutes is not part of the policy and this item is not an action item which calls for a vote. Chair Watkins added that the Board can be flexible with the time periods if needed. Chair Watkins opened the item for Public Comments. Gia Gaffaney commented about the process and reminded everyone that the First Amendment prevents discrimination, judging a book on whether it’s liked would be unconstitutional. One of the books was an important book to her family, those families who aren’t in agreement with the books or find them offensive are free to not check them out. Unidentified Speaker stated she agreed with the first speaker 100%. Janice Horn commented regarding singling out a group of people based on preferences, banning these books will open the library up to having to ban other books based on personal preferences. Haley Jenkins questioned the upcoming proposal for a separate children’s collection development policy and if this group of books being appealed will be looked at differently should that pass; is it fair to judge these books under a different policy. Chair Watkins inquired from staff if that has been a topic of the subcommittee and suggested they get a brief report. Library Services Director Hartson explained that, while it is not an agendized item, it is part of the Collection Development, and the subcommittee is currently working on an addition to the existing NBPL 2 policy. Staff are looking at the April meeting to have that item on the Agenda. Wendy Leece (Costa Mesa resident) commented about her appreciation of the Board in helping her understand how to move forward and referenced the 1953 policy adopted by the American Library Association which included the right to read anything. It is a lively robust debate and ultimately Newport Beach needs a local policy that reflects Newport-Mesa values. Board of Library Trustees Meeting March 18, 2024 Page 6 Cindy Park commented that her children grew up with all these books available to them and are amazing kids who’ve grown up with open minds. Secretary Kramer reminded the public that the Public Comment period is not for a back-and-forth discussion, it is intended for individual comments only. Erin Giglia (Newport Beach resident) commented regarding her concern for the freedom of children who should have access to all books that could be available to them. Kids need to read, it’s the parent’s responsibility to monitor what children have access to and thanked the Library staff for their hard work in their important jobs. Joni Nichols (Newport Beach resident) commented that the Balboa branch was a gateway to her family returning to the United States and suggested all persons making the appeals read the book they have appealed. Unidentified Speaker commented he appreciates the discussion and hopes that it moves in a positive direction during the appeal process and stated age-appropriate means available at the right level, and he keeps hearing the word banned, which is not the case with any of these books. Parents should be in control of what their children read, which is not the case at the Mariners branch. Unidentified Speaker commented that information in the library is no different than information that can be found on the internet and stated it’s senseless to have to go through this process when all of these books are available and easily accessible online. Unidentified Speaker commented that there are people choosing what is appropriate in libraries who aren’t allowed to be in the local libraries because they aren’t local members. Books should be allowed to be challenged without hostility by people who are patrons of the local libraries. Unidentified Speaker commented that she hopes the Board will read the two upcoming books in their entirety. Gia Gaffaney commented that viewpoint would be considered discrimination under the Constitution. Unidentified Speaker suggested if books are found to be appropriate during the appeal, the Library implement a program in which parents can fill out a form online for specific books to be made unavailable for their child to check out from their local branch. Chair Watkins received and filed the item. 9. Lecture Hall Update Report on activities related to the Library Lecture Hall project. Library Services Director Hartson reported the Lecture Hall is fully under construction, and the pedestrian bridge demolition began today. Staff encouraged patrons to park in the structure if spots are not available on the ground level. It’s exciting to see the transformation taking place. Board of Library Trustees Meeting March 18, 2024 Page 7 Trustee Chase Rief inquired if there was a timeframe when the Friends Room will be limited to fifty occupants. Library Services Director Hartson answered they are looking at next calendar year for that. Currently, they are provided with scheduling for four weeks out at a time. Chair Watkins opened the item for Public Comment. Chair Watkins received and filed the report. 10. Balboa Branch Update Report on the activities related to the Balboa Branch Replacement project. Chair Watkins opened the item and reported he attended the Parks, Beaches & Recreation Commission (PB&R) meeting on March 5, there were between 12-15 people in favor of preserving the remaining Eucalyptus tree. Parks and Trees Superintendent Kevin Pekar was masterful in achieving a middle ground between the tree supporters and the reality that this is a shallow rooted diseased tree that is likely to hurt someone in the future. Branch and Youth Services Coordinator Annika Helmuth provided a wonderful presentation regarding the tot lot. Library Services Director Hartson reported that at last week’s City Council meeting, Director Web presented an early look at the CIP and mentioned during the presentation that the elevation design project will potentially move forward at a tentative date in early May. Chair Watkins requested confirmation of that date when it’s available so the Board of Library Trustees can attend that future meeting. Vice Chair Dorothy Larson expressed gratitude that this isn’t a library issue, rather a tree decision that is beyond the scope of this Board. Chair Watkins opened the item for public comment. Jim Mosher (Newport Beach Resident) stated he also attended the Parks, Beaches & Recreation Commission (PB&R) meeting and is confused about the timeline that was presented at that meeting. The narrative was that the Board had seen and approved the concept, the PB&R was approving the item to forward to the City Council who would place the item out for bid. His concern is the Board’s opinion and public input for the trees and the floorplan of the new library will not be heard or considered. Chair Watkins explained that the Board was given the option to vote on Plans I or Plans II prior to being heard by the PB&R. Chair Watkins received and filed the report. 11. Library Services Report of Library issues regarding services, patrons, and staff. Board of Library Trustees Meeting March 18, 2024 Page 8 Library Services Director Hartson reported that she attended the groundbreaking ceremony of the Lecture Hall as well as City Council’s planning session in February. There was an element of discussion on the Cultural Arts side at the Council Planning Session, she presented a PowerPoint to the Council for the purpose of getting direction for the programming for arts in the new Fiscal Year. National Library Week is upcoming, and there are a number of activities happening the week of April 7. City dignitaries and guest readers will be participating in Storytime. Proclamation will be Tuesday, April 9, in Council Chambers during the City Council meeting. Next month’s Board of Library Trustees meeting will be held in Council Chambers and will begin with a Closed Session at 3:30 PM. Trustee Rief stated it seemed it was taking considerable time to fix the elevator. Library Services Director Hartson replied they are working on securing a contract, as it is the City’s requirement that a contract first be in place. Chair Watkins opened the item for public comment. Hearing none, 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. Chair Watkins stated the two-to-three-page report that Jerry Kappel (Foundation CEO) submitted is really outstanding. It also provides great information about Library Live and the Witte Lectures. Chair Watkins received and filed the report. B. Library Live Lectures Committee Report on the most recently attended meeting. Vice Chair Larson stated she agreed that Jerry provided a great update. They are beginning work on next year’s speakers and the program is going strong. Chair Watkins received and filed the report. C. Witte Lectures Committee Report on the most recently attended meeting. Chair Watkins received and filed the report. 13. Friends of the Library Liaison Report Trustee update on the Friends of the Library Board meeting. Trustee Rief commented there was nothing new to report. Board of Library Trustees Meeting March 18, 2024 Page 9 Chair Watkins received and filed the report. 14. Pals4pal Liaison Report Trustee update of the Pals4pal Board meeting. Trustee Castro commented there was nothing new to report. Chair Watkins received and filed the report. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher (Newport Beach resident) commented he submitted comments over the weekend mentioning the Chicago 2024 Strategy which was a plan in which they set goals for their library. It was quite inspirational and an excellent way of laying out a plan for future improvements. The Newport Beach Public Library is great, but there is always room for improvement, he recommended the Trustees take a look at that plan and consider one as well. 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) None IX. ADJOURNMENT – 6:05 p.m. The next meeting will be held in City Council Chambers on April 15, 2024, beginning with a Closed Session at 3:30 p.m. Submitted by: Paul K. Watkins Chair Approval of Minutes