HomeMy WebLinkAbout09-16-2024-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Civic Center Council Chambers 100 Civic Center Drive, Newport Beach, CA Meeting Minutes Monday, September 16, 2024 – 5:00 PM I. ROLL CALL – Roll call by Administrative Support Specialist Francine Jacome. Trustees Present: Chair Chase Rief, Vice Chair Antonella Castro, Secretary Dorothy Larson, Trustee Lauren Kramer, Trustee Meghan Murray Trustees Absent: None Staff Present: Melissa Hartson, Library Services Director Rebecca Lightfoot, Library Services Manager
Francine Jacome, Administrative Support Specialist Annika Helmuth, Branch and Youth Services Coordinator Andrew Kachaturian, Circulation and Technical Processing Coordinator
Staff Absent None II. STUDY SESSION SS1. Fiscal Year 2023-24 Library Review Library Services Director Melissa Hartson presented a statistical overview of Fiscal Year 2023-24 Library Operations and goals for Fiscal Year 2024-25. In 2023, 135,851 people carried a Library Card and 653,667 patrons walked through the doors, 1,095,002 visits were made to the website, and there were 1,265,179 total checked out items. Staff met 8,682 attendees at outreach events, 39,547 patrons engaged in self-directed activities, and 61,130 people attended programs. There were 885 processed applications for new passports. Staff proctored online and written tests for 178 students. Visitors connected to
the Wi-Fi 132,897 times using their own devices with 42,148 subscribers to eNews and social media. Some of the staff goals for Fiscal Year 2023-24 include growing awareness of the Library and its services through continued monthly eBlasts, attending outreach
events and mailing out “welcome to the neighborhood” postcards; increase use of Library services and materials by promoting library card signups, programs offered and marketing materials to encourage a greater number of checkouts; and continue to advance digital
and traditional literacy skills across all ages by offering public computer and Wi-Fi access, hosting a 24/7 eBranch featuring eBooks and eAudiobooks, streaming movies, digital magazines, and databases and creating reading challenges while continuing to acquire physical materials to check out. The Trustees asked clarifying questions regarding the statistics, discussed goals, and asked what could be improved. Library Services Director Hartson stated expanding larger scale programs and utilizing the new space in Witte Hall, expanding streaming services in
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lieu of physical technology such as CD's, which still show demand but are no longer utilized by as many patrons.
Chair Chase Rief asked if there were any branches that were either over performing or under preforming. Library Services Director Hartson stated that currently the Balboa branch is underperforming.
III. PUBLIC COMMENTS
Jim Mosher, Newport Beach resident, referenced a statistic on Handwritten Page 41, “Program Attendance”, and commented that the increase was extraordinary and questioned if there had been a change in what is being counted that contributed to that change, or possibly an increase in programs and suggested to help make future reports clearer, include the number of programs in the table along with the number of attendees. IV. RECESS - None V. REGULAR MEETING VI. ROLL CALL Trustees Present: Chair Chase Rief, Vice Chair Antonella Castro, Secretary Dorothy Larson, Trustee Lauren Kramer, Trustee Meghan Murray
Trustees Absent: None
Staff Present: Melissa Hartson, Library Services Director Rebecca Lightfoot, Library Services Manager Francine Jacome, Administrative Support Specialist
Annika Helmuth, Branch and Youth Services Coordinator Andrew Kachaturian, Circulation and Technical Processing Coordinator VII. PLEDGE OF ALLEGIANCE Trustee Lauren Kramer led the Pledge of Allegiance VIII. NOTICE TO THE PUBLIC - Waived IX. CONSENT CALENDAR Administrative Support Specialist Jacome read the Consent Calendar Notice to the public.
Chair Rief inquired if any Trustees had requests to pull an item from the Consent Calendar. 1. Minutes of the August 19, 2024 Board of Library Trustees Meeting
2. Patron Comments Monthly review of evaluations of library services through suggestions and requests
received from patrons.
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4. Expenditure Status Report Monthly expenditure status of the library’s operating expenses, services, salaries, and benefits by department. 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 Rief opened the item for public comments and there were none.
Motion made by Secretary Dorothy Larson, seconded by Vice Chair Lauren Kramer, and carried (5-0-0-0) to approve the Consent Calendar Items 1-4. AYES: Rief, Larson, Kramer, Murray, Castro NOES: ABSTENTIONS: ABSENCES: X. CURRENT BUSINESS A. Items for Review 5. Literary Services Update
Library Services Manager Rebecca Lightfoot will provide an update on the Literacy program and events.
Library Services Manager Rebecca Lightfoot reported that the Library’s Project Adult Literacy (PAL) program, which was created in 1988 and offers no-cost, one-on-one and small group tutoring classes for adults interested in improving their reading, writing, and
communication skills. In February 2024, volunteers, tutors, and learners were introduced to a new record-keeping system called America Learns. America Learns is specifically designed for literacy programs and is customizable to collect the data needed by the California State Library. Literacy Coordinator Gabriela Leman conducted extensive training to ensure all participants felt comfortable using the new system. There are 74 active tutors, and 76 adult learners currently enrolled in the program. From September 2023 through August 2024, 4,494 volunteer hours were completed. In March 2024, eight learners participated in the Writer to Writer 23rd annual writer contest. One learner received first-place runner up in the Advanced Writing Category. Gabriela Leman resigned her position in August 2024. There is currently a recruitment to fill the Literacy Coordinator position. Part-time Literacy Assistant Christina Smith joined PAL in September 2023 and
has proven to be a valuable addition to the program, forging connections with tutors and learners.
Vice Chair Antonella Castro inquired if the recruitment would be for a full-time position. Library Services Manager Lightfoot answered that the position remains 32 hours per week, and the compensation is the same.
Chair Rief called for Public Comments on the item and there were none. Chair Rief received and filed the report.
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6. Expressive Use Areas Policy (NBPL 9) Staff recommends that the Board of Library Trustees review and accept revisions
to Library Policy NBPL 9, Expressive Use Areas. Library Services Director Hartson reported on the Policy and that it works quite well. There
were only minor changes such as the removal of public pay phones, which are no longer in existence, and a minor update to the Balboa Branch map reflecting this change.
Chair Rief opened the item for public comments. Jim Mosher, Newport Beach resident, commented that in addition to the comments he listed on each branch, which could be slightly improved, it’s not entirely clear what “Expressive Use” means, only a short list of examples. There are many other things that could be categorized as expressive use such as political campaigning, fundraising, speech making, artistic performances, sales of personal artwork or recordings, book sales, face-painting, and even tattoos. The first condition after “therefore” regarding reporting to the Director a desired use of Expressive Use Areas doesn’t explain the process in which to do so and when and suggested adding “notify the librarian in charge”.
Trustee Lauren Kramer noted that what is not considered Expressive Use is listed in the Policy, however agreed that clarifying the process of notification could be beneficial.
Chair Rief inquired if the Policy has worked well for staff. Library Services Director Hartson responded that it had worked very well in the past.
Trustee Meghan Murray suggested possibly posting the policy in the actual areas as well. Motion made by Vice Chair Lauren Kramer, seconded by Chair Chase Reif, and carried (5-0-0-0) to accept revisions to Library Policy NBPL 9, Expressive Use Areas. AYES: Rief, Larson, Kramer, Murray, Castro NOES: ABSTENTIONS: ABSENCES: 7. Library Activities
Monthly update of library events, services, and statistics. Library Services Director Melissa Hartson reported that the Pals4pal Board, the
fundraising arm for literacy, approached her last month and explained that they plan to dissolve the program. They are working with the Library Foundation to transfer their funds to them, which will only be used for Project Adult Literacy purposes. It should be concluded
within the next few months. The Foundation Board accepted the contracted agreement with Pals4pal. Chair Rief called for Public Comments on the item and received none. Chair Rief received and filed the report.
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B. Monthly Reports 8. Library Foundation Liaison Reports
Trustee update on the most recently attended Library Foundation Board meeting. Secretary Dorothy Larson reported that Jerry Kappel, Foundation CEO, provided a report
for the packet. The Witte Lectures and Library Live are off the charts with enthusiasm for the season to begin. The first Library Live will be out on the civic center green and will be a first-of-its-kind program. The Committee did a walk through last week to see how it would
be set up. There are expected to be over 400 in attendance at the outdoor event. Jerry Kappel, Foundation CEO, reported that 394 season passes have been sold to date. 9. Friends of the Library Liaison Report Trustee update on the most recently attended Friends of the Library Board meeting. Trustee Murray stated there was nothing to report. 10. Pals4pal Liaison Report
Trustee update of the Pals4pal Board meeting. Chair Rief opened the monthly reports to public comments.
Jim Mosher, Newport Beach resident, stated that Ralph’s supermarket had at one time established a program in which each purchase made with their Ralph’s card would
contribute something back to the Library. The program is still advertised on the Friends of the Library website, but his understanding was that it’s not every purchase made, rather it’s a commitment by Ralph’s based on a fixed dollar amount spent, and that is divided amongst different organizations; he suggested Friends of the Library see how much they are receiving from that program as he uses the card even without a discount present, solely for the contribution to the Library’s program. Chair Rief stated that during his time as liaison, Ralph’s was never a line item. Chair Rief received and filed all the reports.
XI. PUBLIC COMMENTS ON NON-AGENDA ITEMS – Three Minutes per speaker Jim Mosher, Newport Beach resident, commented that he will not be able to attend next
month so he will be submitting his comments and suggested this Board change the 4 PM cut off time to 5 PM to align with all the other Boards time limit for submitting comments prior to a meeting.
Chair Rief stated he would be open to matching the 24 hour time frame. XII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION ACTION OR REPORT (NON-DISCUSSION ITEM)
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None XIII. ADJOURNMENT – 5:56 p.m. The October meeting is scheduled for Monday, October 21, at 5:00 p.m. in the Civic Center Council Chambers.
Submitted by: Chase Rief
Chair Approval of Minutes