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HomeMy WebLinkAboutAPPROVED 08-17-2015 CITY OF NEWPORT BEACH Board of Library Trustees Meeting Minutes August 17, 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; Secretary Eleanor Palk; Jill Johnson-Tucker; and Jerry King 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; IT Apps Analyst Avery Maglinti 3) PUBLIC COMMENTS Chair Grant invited public comments. Jim Mosher commented on Consent Calendar items and Items for Review and Possible Action and suggested stating on the agenda, what the recommended action would be. He referenced the Information Technology Update item and suggested providing posting and revision dates to each page within the City's website to identify the most-current information. He commented on the City's replacement of technology equipment and stated it would be of interest for the City to report what is done with same and whether the old equipment is recycled. Chair Grant requested that staff provide information regarding the replacement of IT equipment. Linh Do spoke on behalf the Friends of the Corona del Mar Library regarding plans for the remodel of the Library and the Fire Station. She noted distribution of Plan D3 adding that it is one of the two plans being considered and that it is a more-open plan with a circulation desk in the center. She expressed concerns regarding the need to contain children's movements and that there are only two restrooms proposed. She suggested a male, female and a family restroom for adults to be able to accompany small children using the restrooms. Additionally, she suggested configuring the library for increased visibility of the room and requested that staff provide feedback regarding their suggestions. Chair Grant closed public comments. Trustee King asked whether there is a process whereby the Board may receive input from staff and the public. Board of Library Trustees Meeting Minutes August 17, 2015 Page 2 Library Services Director Hetherton stated that reports presented to the Board are available on the website and stated that having a family restroom makes sense as the library is used by a lot of children. He stated there have been opportunities for staff and the public to review the plans. Trustee King commented on ensuring that the public's ideas are heard and addressed. Chair Grant suggested deferring the discussion to the update on the Corona del Mar Branch project (Item 5B.1.). 4) APPROVAL OF MINUTES - Draft June 15, 2015 and July 20, 2015 Minutes Motion made by Vice Chair Prichard and seconded by Trustee King and carried (3-0-2-0) to approve the minutes of June 15, 2015, as presented. AYES: Palk, Prichard, King NOES: None ABSTENTION: Grant, Johnson-Tucker ABSENT: None Motion made by Vice Chair Prichard and seconded by Trustee King and carried (4-0-1-0) to approve the minutes of July 20, 2015, as corrected. AYES: Grant, Johnson-Tucker, Prichard, King NOES: None ABSTENTION: Palk ABSENT: None 5) CURRENT BUSINESS A. CONSENT CALENDAR 1. Customer Comments - Monthly review of evaluations of library services through suggestions and requests received from customers. Chair Grant commented positively on the number of customer comments received and on calling people out, by name. Trustee King commended staff for their responses to customer comments noting that they are thoughtful and that staff provides good replies. 2. Library Activities - Monthly update of library events, services and statistics. Trustee Johnson-Tucker noted corrections to the Library Activities report. 3. Expenditure Status Report - Monthly expenditure status of the Library's operating expenses; services, salaries and benefits by department. Library Services Director Hetherton reported that the aforementioned report is not available, as the City is in the process of implementing a new Financial Software program. The July and Board of Library Trustees Meeting Minutes August 17, 2015 Page 3 August reports will be provided at the next regularly-scheduled Board meeting in the new format. 4. Board of Library Trustees Monitoring List - List of agenda items and dates for monthly review of projects by the Board of Library Trustees. Chair Grant reported that the election of Board of Library Trustees officers was noted on the monitoring list for action at this meeting. However, the Board will need to wait until City Council appoints/reappoints Members to this Board to do so. Motion made by Trustee Johnson-Tucker and seconded by Vice Chair Prichard and carried (5- 0-0-0) to approve the Consent Calendar. AYES: Grant, Johnson-Tucker, Palk, Prichard, King NOES: None ABSTENTION: None ABSENT: None B. ITEMS FOR REVIEW AND POSSIBLE ACTION 1. Update on Corona del Mar Branch Project - Library staff will report on the progress of the Corona Del Mar Branch Project. Library Services Director Hetherton provided details of the staff report noting that the Project Architect and the City's Public Works Department are currently working on exterior renderings. These will be rolled out at a meeting that the City will be holding with the Corona del Mar Residents Association during the first couple of weeks of September. The meeting will provide another opportunity for public engagement and Library Services Director Hetherton stated that the final plan will probably be based on one of the "D" options which are included in the agenda packets and also on the Corona del Mar page of the Library's website. He noted there have been minor changes and stressed that the proposed layout has not yet been approved. Additionally, the Architect and Public Works are generating options for the exterior, as well, and the idea is to incorporate some of the architectural features of the Village, into the building design. These will be reviewed by the Board, in September, and will provide another opportunity for the Board and the public to provide input. He added that the goal is to approve a plan for recommendation to Council, in October. Discussion followed regarding incorporating changes and the related increases in the budget. Library Services Director Hetherton stated that he will discuss restrooms with Public Works staff and that Ms. Do's comments, as made under public comments, will be communicated to staff, the architects and Council. Discussion continued regarding the configuration of changing tables in the restrooms, urinals, stalls and opportunities for privacy. 2. Information Technology Update - Avery Maglinti from the City Information Technology department will report on Library IT services and projects. Board of Library Trustees Meeting Minutes August 17, 2015 Page 4 IT Apps Analyst Avery Maglinti provided details of the staff report including a list of completed IT projects during the last year as well as current projects. Discussion followed regarding outfitting the Friends Room and IT Apps Analyst Maglinti reported that progress has been made. However, the project is not yet completed. IT Apps Analyst Maglinti added that equipment is replaced as it breaks, and that the replacement cycle for PCs is every four years. He noted that this is usually related to a speed or maintenance issue. All of the items are surplused, auctioned off, and the money goes back into the City budget. Discussion followed regarding possible upgrades to the website, PC virtualization and other potential planned projects. 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 that on August 16, a water line burst in Bistro 24 and there was a subsequent leak in the Sound Lab. He noted that staff responded quickly and that by moving the equipment prevented over $50,000 in damage to same. Discussion followed regarding on-call staff, and established processes for dealing with such emergencies. Library Services Director Hetherton reported on long-range planning, and encouraging technological literacy, preserving the City's historical and nautical collections, digitizing newspapers with photos, and establishing a partnership with Sherman Gardens and the Newport Beach Historical Association. Discussion followed regarding moving items from the Balboa Branch Library Nautical Room and maintaining a space there that is open to the public. 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 Board meeting addressing their Amazon book sales and comments from volunteers. He announced the volunteer appreciation luncheon event on August 26, 2015, at noon, in the Central Library. 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 most recent meeting of the Newport Beach Public Library Foundation Board in which they discussed investments and finances, updating their website, and new members. Board of Library Trustees Meeting Minutes August 17, 2015 Page 5 4. Witte Lectures Committee Liaison Report - Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Trustee Prichard noted no report at this time. 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) – None 7) PUBLIC COMMENTS ON NON-AGENDA ITEMS Chair Grant reported that the Shakespeare by the Sea event was cancelled because of rain and that the group will be presenting "The Tempest", on Tuesday, August 18, 2015, at 7:00 p.m. on the Civic Green. Jim Mosher commented on the City Arts Commission’s review of the By-laws of, and their relationship with, the Arts Foundation. He suggested a review by the Board of the By-laws of, and their relationship with, the Friends of the Library and the Library Foundation. Chair Grant commented on the Arts Foundation. Mr. Mosher stated wanting to understand the NBPL Foundation’s fundraising and the reason it exists. 8) ADJOURNMENT – 5:56 p.m. Submitted by: Jerry King Chair Approval of Minutes