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HomeMy WebLinkAbout05-15-2023-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Central Library 1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes Monday, May 15, 2023 – 5:00 p.m. I. CALL MEETING TO ORDER – 5:00 P.M. Chair Watkins called to order the regular meeting. II. ROLL CALL – Roll call by Administrative Support Specialist Francine Jacome. Trustees Present: Chair Paul Watkins, Vice Chair Janet Ray, Trustee Barbara Glabman, Trustee Ash Kumra, Secretary Doug Coulter Trustees Absent: None Staff Present: Melissa Hartson, Library Services Director Francine Jacome, Administrative Support Specialist Maria Nicklin, Marketing Specialist Annika Helmuth, Branch and Youth Services Coordinator Andrew Kachaturian, Circulation and Technical Processing Coordinator Staff Absent Rebecca Lightfoot, Library Services Manager III. PLEDGE OF ALLEGIANCE – Trustee Kumra led the Pledge of Allegiance. IV. NOTICE TO THE PUBLIC - Waived V. CONSENT CALENDAR Administrative Support Specialist Jacome read the Consent Calendar Notice to the public. Chair Watkins complimented Library staff Rebecca Lightfoot, Allison Sarnowski, Francine Jacome, Annika Helmuth, Andy Kachaturian, and Melissa Hartson on the responses they provided to patron communications this month. They were complete, comprehensive, and empathetic. A. Consent Calendar Items 1. Minutes of the April 17, 2023 Board of Library Trustees Meeting Chair Watkins noted the following items: • Handwritten Page 5: Mr. Mosher noted his intent was to compliment the Board in assisting Assistant City Manager Tara Finnigan in the evaluation process of the Library Services Director and not just including her in the process. Board of Library Trustees Meeting May 15, 2023 Page 2 2. Patron Comments Mr. Mosher noted that the Huntington Beach Library is closer and has an active seed lending program. 3. Library Activities Monthly update of library events, services, and statistics. Branch and Youth Services Coordinator Annika Helmuth explained that Blackout Poetry is when you take a written piece of text from a book, newspaper, or magazine and redact words, in order to come up with your very own poetry. Library Services Director Melissa Hartson showed an example. Library Services Director Hartson explained Verbal Judo, which is a set of strategies that help with de-escalating conflict. It is a mastery of communication that redirects behavior with words that are spoken to enhance professionalism, decrease complaints, lessen stress, increase morale, and improve outcomes. Both Librarian Rosemary Hammock and Library Assistant Erik Gunderson attended a training conference intended to provide tools to help staff manage their emotions during challenging interactions. 4. Expenditure Status Report Monthly expenditure status of the library’s operating expenses, services, salaries, and benefits by department. Chair Watkins stated that at 83.3% through the Fiscal Year (FY) they are under budget by about 7%. Salary and enhancements are at 71%, which can’t be touched, and maintenance and operations are a little over at 86.3%. Library Services Director Hartson indicated she would take a look at good faith expenditures for a list of needs that could be exercised from expenditures during the next six weeks. Library Services Director Hartson commented on Internal Services Funds (ISF), which will not go over budget. The City will only expend what is available in the budget. Utilities have increased, and the Finance Department will make the decision of whether or not to include additional funding for those increases. The bills will still be paid; however, Library Services Director Hartson wasn’t sure if there is reserve funding for that. 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 asked if there were further questions, comments or public comments on the Consent Calendar and there were none. Motion made by Secretary Coulter, seconded by Trustee Kumra, and carried (5-0-0-0) to approve the Consent Calendar with edits to the minutes of the Board of Library Trustees meeting Minutes of April 17, 2023. Board of Library Trustees Meeting May 15, 2023 Page 3 AYES: Watkins, Ray, Kumra, Glabman, Coulter NOES: ABSTENTIONS: ABSENCES: VI. CURRENT BUSINESS A. Items for Review 6. FY 2023–24 Library Services Budget Staff requests that the Board of Library Trustees review and approve the FY 2023-24 operating budget for the Library. Library Services Director Melissa Hartson directed the Board to handwritten pages 27 and 28 for the Budget breakdown. The City Manager approved the budget for what will be presented to City Council over the next few meetings. They were pleased that the City Manager approved the program enhancement request to move forward with facilities maintenance. Several buildings are aging, and they are used seven days a week. It’s important to keep up with functionality and maintenance. There was also an increase in salary and benefits, which is based on negotiated contracts, that Council approved. Trustee Barbara Glabman inquired about Internal Service Funds. Library Services Director Hartson explained that Internal Service Funds are planned by the City to replace specific equipment within different departments. An example provided was a staff car that will need to be replaced, the money is already accounted for over a series of years. Other items that fall under ISF category are both public and staff computer terminals. The Information Technology department budgets for computer replacements over several years so funding is not expected all at once. The amount is allocated based on each particular department’s needs. Vice Chair Janet Ray commented regarding training and travel, that there could be confusion regarding money being held in reserves and it may appear they are not meeting their allotted budget. Library Services Director Hartson responded that it was a very good observation. The Library is sending people to trainings during June, the biggest training month in the library professional world. Staff are attending library conferences in June. Chair Watkins requested Library Services Director Hartson speak about the number of patrons served. Mr. Mosher noted that in 2013-2014 about 1.4 million people were served through the Library facilities. This year they are expecting about 600,000 people. Library Services Director Hartson explained that the Library is indeed having fewer patrons through the doors; however, library services have truly evolved, and what constitutes personal touches now extends beyond people walking into the Library. A good area to look at would be circulation; there is physical item check-out and online check-outs through e-books, audio books, magazines, and streaming film services. Patrons no longer have to come into the Library to use services. In addition to in-person reference services, Board of Library Trustees Meeting May 15, 2023 Page 4 there are now telephone reference services, email reference services, and offsite outreach services. Rhonda Watkins, Newport Beach resident, inquired if they have reached out to Corona del Mar High School yet. She works in the Huntington Beach Unified High School District, and they often suggest students visit the Newport Beach libraries because of the incredible services they offer. Branch and Youth Services Coordinator Annika Helmuth explained that a school visit is planned for the fall in order to explain the student resources the Library offers. Jim Mosher, Newport Beach resident, provided public comment and wanted to make sure the public understands that what is included in the Agenda Packet is a high-level summary of the budget and what will be provided to City Council is much more detailed. There are many more pages about the Library that provide a better breakdown of salaries and benefits per position and some of the other categories. The Trustees might consider asking if there is even more detailed breakdown of other categories as well. A printed copy of the detailed budget is available at every branch and is available online. Mr. Mosher acquired his copy by attending the City Finance meeting last week. Motion made by Trustee Kumra, seconded by Secretary Coulter, and carried (5-0-0-0) to approve FY 2023-24 operating budget for the Library. AYES: Watkins, Ray, Kumra, Glabman, Coulter NOES: ABSTENTIONS: ABSENCES: 7. Media Lab Update Staff will update the Board of Library Trustees on the Media and Sound Lab at Central Library. Library Services Director Hartson reported the Media Lab is a specialized computer area with software that is specific in nature. The software focuses on specialized needs for projects. There is also the Sound Lab that has recording equipment for people to record oral histories, podcasts, and music. This last year, the Library saw nearly 3,100 patrons use the Media and Sound Labs. They have branded some new marketing materials. Other improvements to bring back more in-person programming included hosting an open house, Digital Saturdays, and using the Media Lab to hold a special Coding for Kids workshop. The Library is looking for different ways to use that space. The special software includes a number of different programs downloaded onto those computers such as Logic Pro, Garage Band and Audition, which are software applications for recording music, voiceovers, podcasts, audiobooks, and narrations. Photoshop and Light Room are for photo editing and InDesign and Fireworks are for designing graphics and digital imaging. Website design, video editing, and digital DVD writing software are also available. The PC and MAC computers were replaced this past year. Trustee Kumra stated that since he became a Trustee, he did a field trip and visited most of the major Libraries in other cities and found Newport Beach’s Media Lab is top notch compared to other cities. It is a very well-run department, and the equipment is good. They Board of Library Trustees Meeting May 15, 2023 Page 5 are offering coding programs, which is a huge opportunity for youth, and is very impressive. Vice Chair Ray inquired if these services are provided to OASIS, or if they have their own technology programming. Library Services Director Hartson responded that they generally do on-site outreach events for OASIS. Trustee Kumra inquired if they foresee any future investments in the Media Lab that they should consider due to the cost of media equipment, for example if the coding camp were to really take off and become popular. Library Services Director Hartson stated she relies on her team for technical requests, and they are continuously seeking various equipment for upgrades to current equipment and software. Trustee Kumra stated that he will check with Library Services Manager Rebecca Lightfoot when she returns and ask her if there is other equipment and software to consider. Chair Watkins received and filed the Media Lab report. 8. Marketing and Social Networking Update Marketing Specialist Maria Nicklin will provide the annual briefing on Library marketing and social media activities. Marketing Specialist Maria Nicklin reported on the marketing goals for supporting the Library and prefers to approach them with the tactic of using a modern voice with a modern look. Branding is very important and something most libraries tend to overlook. It is the Library’s personality and look, and it helps to communicate more effectively with their patrons to make their experiences more memorable. Her goal is to brand things in a consistent way. She has created a style guide that is a living document that includes everything from fonts, colors, layouts, and point size, to help maintain consistency throughout the marketing efforts. It was established for interdepartmental use. They have redesigned the website to make it more user friendly and align it with the brand colors of blue and white. Brands within a brand accomplish creating a consistent look between programs, and streamlines marketing processes each year as the programs rollover and evolve. Libraries generally don’t have the staff or resources for strong photography and design, and due to the equipment available in Newport Beach, it provides an opportunity for our libraries to stand heads above the rest. The goal is to capture images that resonate with audiences to tell the Newport Beach Public Library’s story. Marketing Specialist Nicklin showed examples to the Board. The email marketing open rate has increased by 45%. There are 30,000 emails sent during blasts. Industry standard open rate is 22%. This past year they increased the email list by 4,000. Social media is also growing, and they make several posts per week promoting programs in advance and covering events. Audience size has increased for the Sunday Musicales. Next steps are to continue finding new audiences and continue supporting the Library. All of the Trustee’s commented that it was a great presentation. Board of Library Trustees Meeting May 15, 2023 Page 6 Chair Watkins received and filed the report. 9. Friends of the Library Wish List Staff recommends that the Board of Library Trustees approve the annual wish list request for funding from the Newport Beach Friends of the Library Library Services Director Hartson presented the wish list for the Friends of the Library for the upcoming FY and requested $200,000. General materials accounts for $150,000 and programming accounts for the remaining $50,000. The Friends of the Library Board has already approved the $200,000 request for the 2023-24 FY. Motion made by Trustee Glabman, seconded by Trustee Kumra, and carried (5-0-0-0) to approve the annual wish list request for funding from the Newport Beach Friends of the Library. AYES: Watkins, Ray, Kumra, Glabman, Coulter NOES: ABSTENTIONS: ABSENCES: 10. Lecture Hall Update Trustee Ray will report on activities related to the Library Lecture Hall project. Jerry Kappel (NBPLF CEO) stated he had nothing to report. Vice Chair Ray stated she doesn’t have anything new after last month’s meeting. The bids were not accepted, and they will do a re-bid process at the end of the summer. Chair Watkins received and filed the report. 11. Balboa Branch Replacement Update Vice Chair Ray will report on activities related to the Balboa Branch Replacement project. Vice Chair Ray and Trustee Glabman reported there was nothing new to report. They are still reviewing site plans. Library Services Director Hartson commented that Public Works held a project kick-off meeting with the department heads and the City Council Ad Hoc subcommittee. At the meeting, she clearly explained that the Board of Library Trustees is very interested in being involved early and often. Council Member Stapleton was at the Balboa branch during National Library Week doing a storytime presentation and took a tour of the Library and fire station. The project is still in its infancy stage. Chair Watkins received and filed the report. Board of Library Trustees Meeting May 15, 2023 Page 7 12. Library Services Report on Library issues regarding services, patrons, and staff. Library Services Director Hartson reported that they celebrated National Library Week and is so proud of everything staff accomplished in preparing and presenting for the week. There was a variety of different programming for all ages. There were outreach events to some of the local high schools. Sadly, the Bistro Café on the second floor has closed; Community Development issued a notice that they would close at the end of April; Real Property is looking to enhance the space and get another tenant. The Friends of the Library used book sale is scheduled for June 2 and 3, 2023. The busiest time of the year kicks off on June 10 with the start of the Summer Reading Program. All ages are invited to all locations. June 13 is the Friends of the Library membership luncheon which will be held in the Friends Meeting Room at the Central Library. Wednesday June 14 will be the Library Leadership event for the Foundation’s Summer Solstice, which will feature author Susan Straight. One correction to the wheelhouse list, the Board of Library Trustee meeting on Monday, June 19 will be held at the Corona del Mar branch location for the annual branch update. Trustee Kumra commented that he participated in the National Library Week story time, and he was highly impressed. He had never been to anything like that. Kudos to all who participated in making such a great program. Chair Watkins requested he be added to the list to help participate next April. Chair Watkins received and filed the report. B. Monthly Reports 13. Library Foundation Liaison Reports A. Library Foundation Board Report on the most recently attended meeting. Vice Chair Ray reported that Jerry Kappel (NBPLF CEO) sent out an update to trustees. Summer Solstice is coming up on June 14. The Board is interested in starting an estate plan opportunity for members of the Foundation, and the Stahr family is the inaugural participant in the Legacy Society. They discussed diversity, equity, and inclusion and will be researching statements they include in information. On May 4, there was the Spotlight on Science program, which was underwritten with the idea of trying to get new audiences with an interest in science. Reservations for the free event reached capacity within a couple of days. On the night of the lecture, the Friends Meeting Room was full. People were engaged, and the idea was to have three or four lectures per year that would not compete with the Witte Lectures. Trustee Kumra inquired if the Library Foundation was seeking new Board members. Jerry Kappel (NBPLF CEO) replied yes, they need at least two more, as they have five that are terming out. Chair Watkins received and filed the report. Board of Library Trustees Meeting May 15, 2023 Page 8 B. Library Live Lectures Committee Report on the most recently attended meeting. Trustee Kumra reported that the committee held their last meeting until the fall. A couple of highlights include the Min Jin Lee event was sold out, they polled attendees, and all responses were positive. Season subscription passes will become available on July 1 and the cost is $100 for four author events. The upcoming author events include Lisa See on October 19, 2023, Steve Lopez on November 9, Michael Scott Moore on February 15, 2024 and Tess Gunty with Samantha Dunn on April 18, 2024. Trustee Glabman commented that Lisa See is a fantastic event to attend. She is super positive. Surveys are sent out after all events via email. Chair Watkins received and filed the report. C. Witte Lectures Committee Report of the most recently attended meeting. Chair Watkins reported Jerry’s memo was well done. Rachel Hass Reinus will join the Witte Lecture Committee, all speakers for 2023-2024 Witte Lecture series have been identified and all but one has been contracted. The season passes available July 1 are for members only. The season has concluded, and it was a very successful season. Most of the events sold out and were on budget. Chair Watkins received and filed the report. 14. Friends of the Library Liaison Report Trustee update on the most recently attended Friends of the Library Board meeting. Secretary Coulter reported that on June 2 in the Friends Meeting Room, there will be a 3-books/$1 book sale for members only. On Saturday, June 3, it will be open to the public and it is $3 dollars per bag. Bags will be supplied. Friday, June 2, the hours will be 1 p.m. to 4 p.m. and Saturday, June 3, it will be open 9 a.m. to 2 p.m. They are looking for 500– 700 boxes of donated books. Membership is up to 864 members. The book store raised $146,339 in 2022, with a total income of $166,602, which includes donations and memberships. In 2023, book store sales are at $160,503, with total income at $180,026. Income was increased by $13,424. The next meeting will be the Members Luncheon on June 13, and Trustee Coulter will be swearing in the new board. Chair Watkins received and filed the report. 15. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board. Trustee Glabman reported that there is a draft agreement and other ancillary agreements in the works. The PAL Advisory Board is working toward dissolution and are trying to work through how to provide funds to the Foundation to be used in accordance with the donor Board of Library Trustees Meeting May 15, 2023 Page 9 intent. The Library will have oversight for the adult literacy offerings with the Foundation overseeing the donations and fundraising aspects. Library Services Director Hartson reported that recruitment is moving forward with a candidate for Department Assistant. The Literacy Coordinator recruitment opened and recently closed. They will be holding interviews within a few weeks. They will move on from there with department interviews. Chair Watkins received and filed the report. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None 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) Chair Watkins would like to change the December 18 meeting to December 11, 2023. The June 19, 2023 meeting will be the final meeting for Vice Chair Janet Ray, who will term out. Happy early Father’s day. IX. ADJOURNMENT – 6:01 p.m. Submitted by: Paul K. Watkins Chair Approval of Minutes