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HomeMy WebLinkAbout07-21-2025-BLT-APPROVED MINUTES  CITY OF NEWPORT BEACH Board of Library Trustees Civic Center Council Chambers 100 Civic Center Drive, Newport Beach, CA Meeting Minutes Monday, July 21, 2025 – 5:00 PM I. ROLL CALL Chair Chase Rief called to order the Board of Library Trustees meeting for July 21, 2025, at 5:00 p.m. II. PUBLIC COMMENTS None III. CLOSED SESSION 1. Discuss the Library Services Director’s Appointment, Employment, and Evaluation of Performance (Government Code § 54957). The Board of Library Trustees and Assistant City Manager Tara Finnigan retired for the Closed Session. IV. RECESS V. RECONVENE AT 5:45 P.M. FOR 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, Adult Services Coordinator Nadia Dallstream, Corona del Mar Branch Librarian VII. CLOSED SESSION REPORT Chair Rief reported that the Library Services Director had her performance evaluation during the Closed Session. VIII. PLEDGE OF ALLEGIANCE Trustee Kramer led the Pledge of Allegiance. IX. ELECTION OF OFFICERS Chair Rief nominated Trustee Kramer for Chair. Motion made by Secretary Dorothy Larson, seconded by Vice Chair Antonella Castro, and carried 5-0-0-0 to close nominations for Chair. Board of Library Trustees Meeting July 21, 2025 Page 2   AYES: Rief, Castro, Larson, Kramer, Murray NOES: ABSTENTIONS: ABSENCES: Chair Kramer nominated Vice Chair Castro to continue as Vice Chair. Motion made by Chair Lauren Kramer, seconded by Trustee Chase Rief, and carried 5- 0-0-0 to close nominations for Vice Chair. AYES: Kramer, Castro, Larson, Murray, Rief NOES: ABSTENTIONS: ABSENCES: Vice Chair Castro nominated Secretary Larson to continue as Secretary. Motion made by Trustee Chase Rief, seconded by Chair Lauren Kramer, and carried 5- 0-0-0 to close nominations for Secretary. AYES: Kramer, Castro, Larson, Murray, Rief NOES: ABSTENTIONS: ABSENCES: X. CHAIR’S WELCOME None XI. NOTICE TO THE PUBLIC - Waived XII. CONSENT CALENDAR Administrative Support Specialist Francine Jacome read the Consent Calendar Notice to the public. A. Consent Calendar Items 2. Minutes of the May 19, 2025 Board of Library Trustees Meeting 3. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons. 4. Expenditure Status Report Monthly expenditure status of the library’s operating expenses, services, salaries, and benefits by department. Board of Library Trustees Meeting July 21, 2025 Page 3   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 Kramer opened the item to public comments, there were none. In response to Secretary Larson’s inquiries, Library Services Director Hartson confirmed the patron comments included in the Agenda packet for Item No. XII-A-3 were received by staff. She clarified that written comments received by staff are a combination of emailed ones and written comments left in the comment box. Motion made by Chair Lauren Kramer, seconded by Trustee Chase Rief, and carried 5- 0-0-0 to approve the Consent Calendar Item Nos. 2-5. AYES: Kramer, Castro, Larson, Murray, Rief NOES: ABSTENTIONS: ABSENCES: XIII. CURRENT BUSINESS A. Items for Review 6. Corona del Mar Branch Update Staff will present an overview of Corona del Mar Branch’s activities and resources. Corona del Mar (CdM) Branch Librarian Nadia Dallstream reported she has worked with the City’s libraries for nine years, including four years at the CdM Branch. She reported the Branch has been open for 55 years, with the current facility opening in 2019, and, while the smallest branch in the City, it offers almost all the same amenities found at other locations. She reported on the services regularly offered by the CdM Branch, noting that most patrons live within walking distance of the facility and visit multiple times a week, allowing for highly personalized service. Branch Librarian Dallstream stated the CdM Branch has 12,237 items in its collection and four part-time staff members reporting on their duties. She reported a 3.5 turnover rate for print materials, which confirms the collection contains relevant items matching the community’s interests, adding that visitor counts have grown from 30,000 in Fiscal Year 2022-23 to 42,000 in FY 2024-25, with program attendees increasing from 7,480 to 17,000 over the same period. She highlighted their annual Open House and Fire Station Storytime as two of the CdM Branch’s most popular recurring events while also espousing the community benefits of Library staff participating in CdM’s monthly Third Thursday events. She reported on the CdM Branch’s programming focused on children, including field trips from Newport Coast Elementary School students, and outreach efforts at civic events. In response to Vice Chair Castro’s inquiry, Branch Librarian Dallstream clarified that book recommendations can occur in two ways. She stated that within the branch are shelf talkers where staff recommend books as a great read, and there are papers for patrons to write in book recommendations to be placed by books. Board of Library Trustees Meeting July 21, 2025 Page 4   Chair Kramer stated this would be a good program for the Trustees to participate in. Chair Kramer opened the item to public comments; there were none. Chair Kramer received and filed the report. 7. Budget Amendments for Fiscal Year 2024-25 Staff will report on Budget Amendments for Fiscal Year 2024-25. Library Services Manager Rebecca Lightfoot reported they received close to $300,000 in donations and grants during FY 2024-25, with most of the funds going towards materials and programming, while some also helped fund Project Adult Literacy. Chair Kramer opened the item to public comments; there were none. Chair Kramer received and filed the report. 8. Children in the Library Policy (NBPL 4) Staff request that the Board of Library Trustees review and approve amendments to Library Policy NBPL 4, Children in the Library. Branch and Youth Services Coordinator Annika Helmuth reported that the Children in the Library Policy works well for staff. She added that staff recommend adding clarity and reducing redundancy. Chair Kramer opened the item to public comments. Jim Mosher expressed concerns about the title “Responsibilities of Caregivers” being confusing and questioned the rationale behind why staff would need to call the Newport Beach Police Department (NBPD) for unattended children. Chair Kramer closed public comments. Chair Kramer stated that the revised Policy makes sense to her. Secretary Larson agreed there could be concerns about why staff would call the NBPD over an unattended child. She stated that staff should try to contact a parent first and figure out why the child is unattended. She acknowledged that this process is likely implied, but the Policy’s wording is scary. Chair Kramer stated her impression is that staff first tries to contact the caregiver, quoting from Section 3 of the revised Policy where this sequence is prescribed. She clarified that the NBPD can be called because they are versed in handling unattended children and can also bring in Social Services if a parent cannot be found. She added that library staff are not as well-equipped as the NBPD to deal long-term with unattended children. In response to Trustee Rief’s inquiry, multiple people responded that having to call in the NBPD for an unattended child has not happened within the past year. Board of Library Trustees Meeting July 21, 2025 Page 5   Motion made by Trustee Chase Rief, seconded by Secretary Dorothy Larson, and carried 5-0-0-0 to approve the item as presented. AYES: Kramer, Castro, Larson, Murray, Rief NOES: ABSTENTIONS: ABSENCES: 9. Proposed Library Schedule for Winter Holidays 2025 Staff recommends a proposed Library holiday schedule for the Board of Library Trustees approval. Chair Kramer opened the item to public comments, there were none. Motion made by Secretary Dorothy Larson, seconded by Chair Lauren Kramer, and carried 5-0-0-0 to approve the item. AYES: Kramer, Castro, Larson, Murray, Rief NOES: ABSTENTIONS: ABSENCES: 10. Acceptance of Donation from Friends of the Newport Beach Library Staff recommends the Board of Library Trustees approve the acceptance of the annual donation from the Friends of the Newport Beach Library. Library Services Manager Lightfoot reported that the annual donation from the Friends of the Newport Beach Library is $250,000, breaking down as $100,000 for general materials, $50,000 for programming, and $100,000 for the Balboa Branch Opening Day Collection. Chair Kramer stated it is good forward thinking to include the Balboa Branch. Chair Kramer opened the item to public comments; there were none. Motion made by Secretary Dorothy Larson, seconded by Chair Lauren Kramer, and carried 5-0-0-0 to approve the item. AYES: Kramer, Castro, Larson, Murray, Rief NOES: ABSTENTIONS: ABSENCES: 11. Acceptance of Donation Staff recommends the Board of Library Trustees approve the acceptance of a donation from the Dorothy Arens Ressel Trust to enhance the Library’s Materials Collection. Chair Kramer opened the item to public comments, there were none. Board of Library Trustees Meeting July 21, 2025 Page 6   Motion made by Trustee Chase Rief, seconded by Trustee Meghan Murray, and carried 5-0-0-0 to approve the item. AYES: Kramer, Castro, Larson, Murray, Rief NOES: ABSTENTIONS: ABSENCES: 12. Library Activities Monthly update of library events, services, and statistics. Library Services Director Hartson reported that Facilities Maintenance Technician Eddie Flores has retired after 43 years of service to the City and commended his work for the Library. She added that the Public Works Department will now take over facility maintenance. She stated the first Concert on the Green is set for July 27, and the Summer Reading Program is coming to its conclusion. She added that registration numbers increased from last year for the Summer Reading Program, and the readers collectively exceeded the Library’s goal of 600,000 minutes of reading. She noted two Project Adult Literacy participants won prizes in the Writer to Writer Challenge, with Maha Goto taking second place in the intermediate category and Naoya Seta claiming third place in the advanced category. Chair Kramer opened the item to public comments; there were none. Chair Kramer received and filed the report. B. Monthly Reports 13. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Chair Kramer opened Item Nos. 13-16 for public comments; there were none. Secretary Larson reported that there was no Library Foundation Board meeting. 14. Foundation Literacy Liaison Report Trustee update of the most recently attended Foundation Literacy Committee Meeting. Vice Chair Castro reported that the group is now meeting quarterly, with the next meeting set for September 23. She stated International Literacy Day will be celebrated on September 5 at the Civic Center with a special recognition for the program learners. She encouraged all to attend and hear the learners share their heart-warming stories. 15. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Trustee Murray reported that there was great pride taken by the Friends of the Library in their $250,000 donation to the Library. She added they are working on organizing their Board of Library Trustees Meeting July 21, 2025 Page 7   next book sale around the Witte Hall construction, noting it may not be until October or November due to the logistical challenges. Chair Kramer received and filed the monthly reports. 16. Board of Library Trustees Liaison Assignments The Board of Library Trustees Chair will appoint trustees to the three liaison assignments. Chair Kramer stated she would maintain the current liaison assignments and discuss the matter further with Trustees and others to see if any adjustments should be made. XIV. PUBLIC COMMENTS ON NON-AGENDA ITEMS – THREE MINUTES PER SPEAKER None XV. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION ACTION OR REPORT (NON-DISCUSSION ITEM) Vice Chair Castro reported that Library Services Director Hartson organized a tour for herself and Trustee Rief of Witte Hall. She reported the construction is progressing well, and she anticipates the final product will be great. Chair Kramer added she will be taking a Witte Hall construction tour tomorrow. XVI. ADJOURNMENT – 6:13 P.M. The next meeting will be August 18, 2025. Submitted by: Lauren Kramer               Chair Approval of Minutes