HomeMy WebLinkAboutAPPROVED 07-20-2015
CITY OF NEWPORT BEACH
Board of Library Trustees Meeting Minutes
July 20, 2015 – 5:00 p.m.
CONVENED AT 5:00 p.m.
1) CALL MEETING TO ORDER – Chair Robyn Grant called the meeting to order at 5:00 p.m.
2) ROLL CALL – Roll call by Chair Grant
Trustees Present: Chair Robyn Grant, Vice Chair John Prichard, Jill Johnson-Tucker, and
Jerry King
Trustees Absent: Secretary Eleanor Palk
Staff Present: Library Services Director Tim Hetherton, Library Services Manager Dave
Curtis, Administrative Support Specialist Elaine McMillion, Support
Services Coordinator Melissa Kelly, Youth Services and Branch Coordinator Debbie Walker, Adult Services Coordinator Natalie
Basmaciyan, Principal Civil Engineer Fong Tse, Deputy Public Works Director Mark Vukojevic, Fire Chief Scott Poster, Assistant City Manager Carol Jacobs
3) PUBLIC COMMENTS
Chair Grant invited public comments. Joy Brenner thanked the Board for considering the public's ideas and suggestions regarding the
Corona del Mar Branch Library.
Jim Mosher commented on the "Items for Review and Possible Action" section of the agenda
and suggested identifying each item in terms of whether they need an action by the Board, or not.
There was no further response and Chair Grant closed public comments.
4) APPROVAL OF MINUTES – Draft June 15, 2015 Minutes
Motion made by Vice Chair Prichard and seconded by Trustee King and carried (2-0-2-1) to
approve the minutes of June 15, 2015, as presented.
AYES: Prichard, King
NOES: None ABSTENTION: Grant, Johnson-Tucker ABSENT: Palk
Staff will consult with the City Attorney's office as to the validity of this motion. The reason being
that Secretary Palk was absent from this meeting, and Chair Grant and Trustee Johnson-Tucker
Board of Library Trustees Meeting Minutes July 20, 2015
Page 2
were not in attendance at the June 15 meeting. Therefore, only Vice Chair Prichard and
Trustee King remain and are able to approve the June 15 minutes.
5) CURRENT BUSINESS
A. CONSENT CALENDAR
1. Customer Comments - Monthly review of evaluations of library services through
suggestions and requests received from customers.
2. Library Activities - Monthly update of library events, services and statistics.
3. Expenditure Status Report - Monthly expenditure status of the Library’s operating expenses; services, salaries and benefits by department.
4. Board of Library Trustees Monitoring List - List of agenda items and dates for monthly review of projects by the Board of Library Trustees.
Motion made by Trustee King and seconded by Trustee Johnson-Tucker and carried (4-0-0-1) to approve the Consent Calendar, as presented.
AYES: Grant, Prichard, Johnson-Tucker, King NOES: None
ABSTENTION: None
ABSENT: Palk
B. ITEMS FOR REVIEW AND POSSIBLE ACTION 1. Update on Corona del Mar Branch Project - Architect Kelley Needham and Public
Works staff will present updated plans for the new Corona del Mar Branch Library.
Deputy Public Works Director Mark Vukojevic provided details of the staff report addressing
prior meetings on the topic, consideration of options and input from other entities. Kelley Needham, WLC Architects, provided information including the site plan, the preferred
option (D) and major changes, expansion of the reading area, the stroller parking area and bicycle parking.
Members of the Board commented on specific components of the plan. Discussion followed regarding allowing room for expansion; ensuring open, outside sitting areas; increased parking,
the amount of natural light to be provided, incorporating art work into the project, making the
adult area into a cozy reading room and circulation and reference areas.
Ensuing discussion pertained to considering areas for reading and discussions. Fire Chief Scott Poster addressed improvements in the Library structure and compatibility of the
Library and Fire Department.
Discussion followed regarding developing a signage program, the proposed donation of artwork,
impacts on the budget, options for placement of art and art maintenance requirements.
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Arts Commission Vice Chair Arlene Greer commented on the proposed donation of the wall mural by Rex Brandt.
Mark Vukojevic addressed next steps and reported that the matter will be brought back to the Board for further consideration. Community meetings will be set up in conjunction with the
Corona del Mar Residents Association to discuss the layout and renderings. It will be presented to Council in the early fall. He added that staff will be working on Plan D.
Chair Grant thanked staff and City Council for considering the public's input regarding this project.
Chair Grant opened public comments.
Linh Do, a member of the Friends of the Corona del Mar Library, explained why the revisions
were made and noted the importance of providing a quiet area for adult users of the Library. She addressed expansion of the space and brief discussion followed regarding a landscaped
area around the Library.
Joy Brenner, a member of the Friends of the Corona del Mar Library, spoke regarding the
importance of a family restroom in the children's area.
Jim Mosher commented on parking, landscape and open space.
2. Proposed Library Winter Holiday Schedule for 2015 - Staff will present library holiday schedule.
Library Services Manager Dave Curtis provided a staff report noting the intent to minimize impacts on the public and maximize use of the Library.
Discussion followed regarding the schedule being similar to last year's winter schedule.
Motion made by Trustee Johnson-Tucker and seconded by Vice Chair Prichard and carried (4-0-0-1) to approve the proposed Library Winter Holiday Schedule for 2015, as presented by staff.
AYES: Grant, Prichard, Johnson-Tucker, King NOES: None
ABSTENTION: None
ABSENT: Palk
3. Statistical Comparison Report of Regional Peer Libraries - Staff will provide a sample
statistical comparison of the Newport Beach Public Library and regional peer libraries.
Library Services Manager Dave Curtis presented details of the staff report comparing the
number of databases, use of digital content between the Newport Beach Public Library and other regional peer libraries and circulation. Additionally, he addressed collection expenditures
per capita and noted that the City is doing well in managing the City's collection within budget. Discussion followed regarding circulation, print materials, digital content and variations between
libraries.
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4. Adult Services Update - Staff will provide the semi-annual update on Library Adult Services.
Adult Services Coordinator Natalie Basmaciyan provided details of the staff report. She addressed new databases, circulating books, passport services, outreach, library cards, and
feedback on events.
5. NBPL Foundation Gift – Staff recommends that the Board of Library Trustees accept a
check in the amount of $11,364 from the NBPL Foundation for restricted disbursement. Library Services Director Tim Hetherton recommended that the Board accept the donation of
$11,364 from the Newport Beach Public Library Foundation for restricted disbursement.
Motion made by Trustee Johnson-Tucker and seconded by Vice Chair Prichard and carried (4-
0-0-1) to accept the donation of $11,364 from the Newport Beach Public Library Foundation for restricted disbursement.
AYES: Grant, Prichard, Johnson-Tucker, King NOES: None
ABSTENTION: None
ABSENT: Palk
C. MONTHLY REPORTS - No written reports created prior to the Board of Library Trustees
Meeting
1. Library Services Director Report - Report of Library issues regarding services,
customers and staff.
Library Services Director Hetherton reported on the recent installation of officers for the Friends of the Library and commended former President Jan Oates for her contributions and service.
He commented on other contributions by the Friends to the City and thanked them for their
support. Library Services Manager Dave Curtis was commended for his idea regarding the flag drop box.
2. Friends of the Library Liaison Report - Trustee King’s update of the most recently
attended Friends of the Library Board meeting.
Trustee King provided an update of the most recent Friends of the Library annual luncheon and
items discussed at recent meetings. He requested placing on the August agenda, consideration
of the Library Board of Trustees paying for the luncheon for volunteers, going forward.
Discussion followed regarding other volunteer appreciation events, concerns with setting a precedent and other groups expecting the same. Ensuing discussion pertained to Trustees taking a more active role in the luncheon, (i.e. acting as servers).
Chair Grant stated that the matter does not need to be agendized and suggested communicating to the Friends that the Board would like to take a bigger role in the luncheon,
going forward.
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3. Library Foundation Liaison Report – Trustee Johnson-Tucker’s update of the most recently attended Newport Beach Public Library Foundation Board monthly meeting.
Trustee Johnson-Tucker provided an update of the recent Library Foundation monthly meeting and items considered during same. She addressed the upcoming Gala in connection with the
Lecture Series and wish list items.
4. Witte Lectures Committee Liaison Report - Trustee update of the most recently
attended Witte Lectures Committee’s monthly meeting. - None
6) BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH
MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM)
Library Services Director Hetherton stated he will discuss approval of the minutes, with the City Attorney's office and report back to the Board at its next meeting.
7) PUBLIC COMMENTS ON NON-AGENDA ITEMS
Jim Mosher commented on the minute approval process and the Brown Act in terms of noticing
requirements. Additionally, he noted there were eleven applicants for the Board's vacant position and commented on the appointment process.
8) ADJOURNMENT – 6:25 p.m.
Submitted by: Robyn Grant
Chair Approval of Minutes