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HomeMy WebLinkAbout09-18-2023-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Civic Center Council Chambers 100 Civic Center Drive, Newport Beach Meeting Minutes Monday, September 18, 2023 – 5:00 p.m. I. CALL MEETING TO ORDER – 5:00 P.M. Chair Paul 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 Dorothy Larson, Trustee Doug Coulter, Secretary Lauren Kramer, Trustee Antonella Castro Trustees Absent: None Staff Present: Melissa Hartson, Library Services Director Rebecca Lightfoot, Library Services Manager Annika Helmuth, Circulation and Youth Services Coordinator Erin Spivey, Adult Services Coordinator Gabriela Leman, Literacy Services Coordinator Tara Finnigan, Assistant City Manager Staff Absent None Chair Paul Watkins introduced new Trustee Antonella Castro. Trustee Antonella Castro gave a brief history of personal background information and involvement with the Library and expressed excitement for being a new Trustee on the Board. III. PLEDGE OF ALLEGIANCE – Trustee Antonella Castro 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 called for any requested items to be pulled for separate action or discussion. A. Consent Calendar Items 1. Minutes of the August 21, 2023 Board of Library Trustees Meeting Chair Watkins referenced page seven, four lines up from the bottom of the August draft minutes and asked that Trustee Lawson be changed to Trustee Larson. 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons. Board of Library Trustees Meeting September 18, 2023 Page 2 3. Library Activities Monthly update of library events, services, and statistics. Chair Watkins noted on Page 27 of the packet that the drop off in program attendance from July to August was likely due to the postponement of the Tijuana Dogs concert, which was originally scheduled for August 20. The concert was rescheduled for September 24 at 6:00 p.m. The Eagles tribute band, Boys of Summer, was fabulous. 4. Expenditure Status Report Monthly expenditure status of the library’s operating expenses, services, salaries, and benefits by department. Chair Watkins noted on Page 28 of the packet, they are now at 16.6% into the new fiscal year, with an expenditure level of about 15.6% and about 1% under budget. 5. Board of Library Trustees Monitoring List List of agenda items and dates for monthly review of projects by the Board of Library Trustees. October’s meeting will be held at the Mariner’s Branch on October 16, 2023 at 5:00 p.m. Chair Watkins opened the item for public comments, there were none. Motion made by Trustee Doug Coulter, seconded by Secretary Dorothy Kramer, and carried (5-0-0-0) to approve the Consent Calendar with the minor change to the August draft minutes. AYES: Watkins, Kramer, Coulter, Larson, Castro NOES: ABSTENTIONS: ABSENCES: VI. CURRENT BUSINESS A. Items for Review 6. Literacy Services Update Literacy Coordinator Gabriela Leman will provide an update on the Literacy program and events. Literacy Coordinator Gabriela Leman reported that Project Adult Literacy began in 1988. This past year they enrolled 86 adult learners. A total of 4,400 volunteer hours have been clocked, and the program is completely volunteer based. One of the programs this last year was the Writer-to-Writer contest. Newport Beach was well represented with four of the winners and runners-up from the Newport Beach Public Library. Ms. Leman is the new Literacy Coordinator, and a Literacy Assistant has been recruited with an offer having been accepted. Recruitment efforts for tutors are still in place and learner and tutor training sessions are occurring. Chair Watkins inquired how many tutors are currently in place. Board of Library Trustees Meeting September 18, 2023 Page 3 Literacy Coordinator Gabriela Leman responded that there are about 63 tutors. Chair Watkins shared his experience with being a tutor and gave a shout out to all the volunteer tutors in the program. Vice Chair Larson commented about the International Literacy Day event and thanked Literacy Coordinator Leman for her report. Chair Watkins opened the item for Public Comment. Mr. Jim Mosher, Newport Beach resident, commented that he used to attend the Board of Library Trustees meetings regularly but hasn’t been able to recently due to conflicts with other City meetings and questioned if the Literacy program is a City or State program, who is on the Literacy Advisory Board and how they get appointed, and what role this Board holds in relation to the Literacy program, or if the program is governed by another body. Chair Watkins commented that Mr. Mosher asked some great questions and requested that either Literacy Coordinator Leman or Library Services Manager Lightfoot look into the answers to those questions and make contact with Mr. Mosher. Chair Watkins received and filed the report. 7. Collection Development Policy (NBPL 2) Staff recommends that the Board of Library Trustees review and approve the proposed amendments to the Library Policy NBPL 2, Collection Development Policy, made by the Collection Development Ad Hoc Committee. Library Services Director Melissa Hartson reported that the ad hoc subcommittee formed at the prior meeting for review of the Collection Development Policy met and recommended adding the following language to the existing policy, under the section of Patron Rights: “along with Parents, to include caregivers, as a responsible party for minor children” - add the language “under their care and supervision”. Additionally, add the following clause to address age appropriateness and placement of materials: “Notwithstanding anything to the contrary set forth in this policy, any materials in the children’s collection, or teen collection, considered not age appropriate by the library services director, will be relocated to another library location”. The ad hoc subcommittee is recommending Board approval of these changes. Chair Watkins opened the item for Public Comments. Haley Jenkins provided public comment regarding the ad hoc subcommittee members and their findings, and noted that the Joint Use Agreement was not signed by the Newport-Mesa Unified School District, which leaves Mariners Branch in control of decided age appropriate library materials that are still currently displayed at that branch, and requested a warning sign be placed in the children departments at all branches if the library intends on using the guidelines of Freedom To Read to consider age appropriate materials. Bill Dunlap provided public comment regarding age-appropriate material at Mariners Branch and expressed concern regarding the school portion of the Library being closed to the public while school is in session. This doesn’t allow adults to be present when the Board of Library Trustees Meeting September 18, 2023 Page 4 school aged children visit the Library during school hours; and if a determination had yet been made in defining age range for “age appropriate”. Rebeka Sinclair provided public comment regarding efforts to push aside reading materials that support traditional values and patriotism. She was unable to find a book about Veteran’s Day at her local branch in Mill Valley, in the Bay Area, without having to wait three to five days for them to be sent over to her local branch. Jim Mosher provided public comment and stated that he endorses the changes made to the Collection Development Policy and found that the American Library Association offered very thoughtful guidelines on how libraries can write collection development policies, and recommended they add a brief summary of the Library Board’s mission in the front part of the policy. He suggested they simplify the changes made and add missing components such as if offensive material was read in its entirety and what the goals are of the patrons who are making the complaints. Mr. Mosher’s comments were also submitted in writing. Francine Howard provided public comment regarding the wonderful opportunity of having access to information and modern technology at the libraries and how that is over-shadowed by the concerns of age-appropriate materials that are available. Audrey provided public comment regarding the book “Melissa”, available in the library, which teaches children how to hide pornographic behavior from parents and how to make gender transitions; and expressed her concerns regarding the material. Chair Watkins provided an explanation of the ad hoc subcommittee’s role in making the determination for the reported changes being made to the policy, along with background of some of the alternatives that were also discussed during that process. Alternatives such as leaving everything in place and not making any changes; or requesting that staff review all children’s material each year before it’s added to the collection; or creating a citizen’s advisory committee; segregating inappropriate material from a staff standpoint and moving the material to a different branch. The subcommittee noted that there’s a group called the United States Board on Books for Young People, who indicate that some 30,000 new children’s books are published each year, which does not include self-published books. The ad hoc tried to come up with a compromise for everyone. The proposed changes accomplish adding the emphasis that parents and caregivers have responsibility to oversee books and material of minor children under their supervision and care, qualifies the absoluteness of the ALA Bill of Rights by adding the qualifier in general. The Library will continue to offer patrons the right to object to materials under the Patrons Request for Evaluation and make use of that resource. Not unlike the Mariners Elementary School Joint Use Agreement, the proposal indicates that any materials in the children collection, or in the teen collection considered not age appropriate by the Library Services Director, will be relocated to another library location. They did the best they could in coming up with a rough justice compromise while acknowledging the community’s concerns. Trustee Antonella Castro commented that she appreciated the time and effort of staff and the ad hoc committee and in the interest of transparency, explained the complaint process. The Board does not receive request for evaluation of material unless the patron disagrees with the Library’s determination and requests an appeal. Trustee Castro suggested staff let the Board know what their recommendations are and why, and the Board also be given the opportunity to appeal decisions made by staff. Additionally, she appreciated Mr. Board of Library Trustees Meeting September 18, 2023 Page 5 Mosher’s suggestion of finding out what the intended goals are for the people who request evaluations, and it should be added to the evaluation request form. It seems the school district’s policy doesn’t always align with the Library’s policy and asked if Library Services Director Hartson has the authority to relocate material that was placed by the school librarians. Chair Watkins summarized the suggestions made by Trustee Castro. Library Services Director Hartson replied that they would evaluate recommended titles provided by the school based on the Collection Development Policy. The collection is under the purview of City Library staff, not the District school staff, to select and deselect materials according to the Joint Use Agreement. Trustee Coulter commented that it seemed that there are young students who attend the Library without a parent or guardian and suggested moving the books that are in question to a shelf that can’t be reached by younger children. Secretary Kramer commented regarding support of the ad hoc’s recommendation, and the additional suggestions from Trustee Castro and appreciates the due process of how evaluation requests are being handled; and suggested it might be useful knowledge for the Board to know evaluation requests that are being made before the appeal process begins, just for general knowledge purposes. Vice Chair Larson explained that the portion of Mariners Branch being used as a school library means that during those hours, the school portion of the Library is closed to the public in general and clarified that there are either teachers or school librarians that are also there to supervise the children. She appreciated Mr. Mosher’s comments regarding adding to the evaluation request form and it should be taken into consideration, and mentioned there is also a form for making suggestions on material to consider adding, and recommended the patron who couldn’t find material about patriotism consider making it an official suggestion for evaluation. Vice Chair Larson expressed an interest in making a motion to approve the changes made to the Collection Development Policy as recommended by the ad hoc committee. Chair Watkins requested the motion be amended to include the suggestions made by Secretary Kramer and Trustee Castro. Library Services Director Hartson explained that providing the Board with the patrons request for evaluation prior to the appeal process could affect the Board’s ability to remain neutral during their responsibility during the appeal process. Trustee Castro suggested an alternative could be letting the Board review the decision that was made by staff, and their reason for that decision. Chair Watkins asked if that would be a possibility for future evaluation request decisions. Library Services Director Hartson responded that they could do that. Administrative Support Specialist Jacome requested the motion be restated to include the changes. Board of Library Trustees Meeting September 18, 2023 Page 6 Motion made by Vice Chair Larson, seconded by Trustee Castro, and carried (5-0-0-0) to approve Collection Development Policy (NBPL) 2 with minor changes, add to the evaluation request form the reason and intended goal of the evaluation that is being requested, and on a monthly basis staff will include information pertaining to completed evaluation request results in the staff report for the Board meetings. Trustee Coulter suggested that material that isn’t removed after an evaluation request has been determined, could be moved to shelves out of reach of smaller children and that could be determined by staff. Vice Chair Larson stated that could be added to the evaluation process, rather than the policy. Library Services Director Hartson confirmed that relocating material could be interpreted as relocating to another library, or another location within the Mariners Branch. AYES: Watkins, Coulter, Kramer, Larson, Castro NOES: ABSTENTIONS: ABSENCES: 8. Acceptance of Donations Staff recommends that the Board of Library Trustees approve the acceptance of two donations from the Newport Beach Public Library Foundation. Library Services Manager Rebecca Lightfoot reported that staff recommended the Board accept two donations from the Newport Beach Public Library Foundation. One is a $200 donation specifically earmarked for the Balboa Branch, the other is a $2,050 donation received by Kappa Kappa Gamma for Literacy Services. If the donations are accepted, the Balboa donation will go into the Balboa Branch materials budget, the Literacy Services donation will go towards the Program’s services and materials budget. Vice Chair Larson expressed gratitude for the donations. Chair Watkins noted that the Foundation is very good at following up with thank you notes. Motion made by Trustee Coulter, seconded by Trustee Castro, and carried (5-0-0-0) to approve accepting the two donations. AYES: Watkins, Coulter, Kramer, Larson, Castro NOES: ABSTENTIONS: ABSENCES: 9. Lecture Hall Update Chair Watkins stated that NBPLF CEO Mr. Kappel provided a written report and there isn’t really anything to report on the Lecture Hall until October 5, 2023. Library Services Director Hartson agreed that is correct. Board of Library Trustees Meeting September 18, 2023 Page 7 Chair Watkins received and filed the report. 10. Balboa Branch Replacement Update Library Services Director Hartson reported the ad hoc subcommittee met with members of the Public Works team. Initial design concepts are just getting off the ground, it was a good opportunity for the new ad hoc subcommittee to receive details regarding the project and its timeline. There will be future opportunities for the Board to meet with the design firm and the Public Works team, as well as opportunities for public comment during the community outreach portion of the project. Chair Watkins reported that on Tuesday September 12, the ad hoc committee met several members of the project. Vice Chair Larson commented that it was a very informative meeting and saw preliminary drafts which she found very beneficial for exterior and interior use of space. She has a planned visit scheduled to see the new Corona del Mar Branch to help her provide elevations input. Mr. Jim Mosher, Newport Beach resident, commented the progress of this project seems clearer to the ad hoc committee than to the public and compared the community outreach provided during the Corona del Mar Branch replacement initial design phase to the opportunities that don’t seem to be happening during the Balboa project. Several options were also provided for the community to choose from. Chair Watkins commented that it has been reported that there will be many opportunities provided for public input during the community outreach phase, and he has seen multiple options for design layouts that have not yet been completed. The project is still in the preliminary stages. Chair Watkins received and filed the report. 11. Library Services Report of Library issues regarding services, patrons and staff Library Services Director Hartson reported that she attended the Orange County Alumni Association of Kappa Kappa Gamma’s Author Under the Stars event mentioned in the donation that was accepted. It was a great networking event that provided an opportunity for her to talk about the Library Literacy program and hear from the author on the story of the Irvine Ranch. The Foundation received $2,000 from monies raised at the event. Upcoming events include Art in the Park from the Newport Beach Arts Foundation and the rescheduled concert featuring Tijuana Dogs on September 24. The Foundation is kicking off Medicine In Our Backyard on Monday September 25, Friends Used Book Sale is scheduled Friday October 6 for members only, Saturday October 7 for the public. The Board of Library Trustee’s meeting for October 16 will take place at the Mariners Branch. Chair Watkins received and filed the report. Board of Library Trustees Meeting September 18, 2023 Page 8 B. Monthly Reports 12. Library Foundation Liaison Reports A. Library Foundation Board Report on the most recently attended meeting. Chair Watkins reported that Mr. Kappel’s report for the meeting and items concerning the Foundation can be found in his memo. It’s a wonderful organization and a great report worth reading. B. Library Live Lectures Committee Report on the most recently attended meeting. Chair Watkins suggested that Mr. Kappel’s report items 3 and 11 have great information regarding the Library Live Lectures. Secretary Kramer stated she would accept that as a report, and she will be attending her first meeting on October 3, 2023. C. Witte Lectures Committee Report on the most recently attended meeting. Chair Watkins reported Witte Lectures information can be found in Mr. Kappel’s report under items 2 and 12. Vice Chair Larson attended the first meeting of the season. The Witte season passes have already been made available for purchase and are selling well. She foresees this season being a great season for all of the lectures and will help demonstrate the needs for an auditorium or lecture hall. Usually, discussions take place regarding books they want considered for author speaker events, this meeting included the budgeting and fundraising process and transparency and the format of the events, along with a preliminary selection list for the 2024-25 season. Chair Watkins received and filed the report. 13. Friends of the Library Liaison Report Trustee update on the most recently attended Friends of the Library Board meeting. Trustee Coulter reported that the total bookstore income for August was $17,766. Dues received were $395. There were eight new members and twenty-six members renewed. Currently the membership is 846 members. The Friends Volunteer luncheon is scheduled for November 28, 2023, and they are planning on doing a cookie exchange. The next big used book sale is scheduled for Friday, October 6 from 1-4 p.m. for members only with everything 3 for $1, and Saturday, October 7 from 9 a.m. to 2 p.m. for the general public with books at $3 per bag; the bags will be supplied. There are continued sales during the month for children’s activities and books. It’s a pleasure to report for a group that works so hard. Board of Library Trustees Meeting September 18, 2023 Page 9 Chair Watkins commented on the amazing opportunity for getting great books at a great bargain. Chair Watkins received and filed the report. 14. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board. Chair Watkins stated this was covered in a prior item, however some of the Board attended the International Literacy Day Celebration on September 14 in the Friends Room where Learners Sarah, Nic and Zoey were honored. Sarah received the Hoffman Memorial award; it was very touching. Literacy Coordinator Gabriela Leman provided a very touching report in her own words. Trustee Castro will begin as a liaison in October. Library Services Director Hartson added that she received an update from the Literacy Advisory Board that they will be rebranding their name and considering Pals4PAL. Chair Watkins received and filed the report. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Mr. Jim Mosher, Newport Beach resident, commented that he will not be able to attend the meeting next month due to a conflict in schedule with another meeting for the city. He wanted to talk about the District’s Joint Use Agreement, which went before City Council and was taken off the agenda for reasons that were not explained. It concerned him that it was presented without any mention that the Board of Library Trustees had reviewed the agreement, and Newport Beach is a chartered City which allows the citizens and other boards to have a say in matters that affect city services. The only role City Council has is to approve or reject and tell them to try again. His hope is that it will return to the Board of Library Trustees prior to being scheduled again on City Council’s agenda. He believes there may be issues of concern with expiration dates in the agreement. Chair Watkins thanked Mr. Mosher for his comments and stated they will be noted. 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) None IX. ADJOURNMENT – 6:20 p.m. October’s meeting will be held at the Mariner’s Branch on October 16, 2023 at 5:00 p.m. Submitted by: Paul K. Watkins Chair Approval of Minutes