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HomeMy WebLinkAbout02-26-2024-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Civic Center Council Chambers 100 Civic Center Drive, Newport Beach Meeting Minutes Monday, February 26, 2024 – 4:30 PM I. CALL MEETING TO ORDER – 4:30 PM Chair Paul Watkins called to order the regular meeting of the Newport Beach Board of Library Trustees. II. ROLL CALL – Roll call by Administrative Support Specialist Francine Jacome. Trustees Present: Chair Paul Watkins, Vice Chair Dorothy Larson, Trustee Antonella Castro, Secretary Lauren Kramer, Trustee Chase Rief 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, Circulation and Technical Processing Coordinator Erin Spivey, Adult Services Coordinator Staff Absent None III. PLEDGE OF ALLEGIANCE Trustee Chase Rief 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. A. Consent Calendar Items Chair Watkins inquired if any Trustees had requests to pull an item from the Consent Calendar. 1. Minutes of the January 16, 2024 Board of Library Trustees Meeting Chair Watkins requested Mr. Mosher’s written modifications to the minutes be accepted. 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons. Chair Watkins noted that Newport Beach will no longer hold a Star Status under the Star Status Program as the Library Journal recently decided to pause that program as they felt it was not an altogether fair approach for all libraries. Board of Library Trustees Meeting February 26, 2024 Page 2 3. Patron’s Request for Evaluation of Library Resources Monthly review of evaluations of library resources as requested by patrons with corresponding staff responses. Chair Watkins reported that there has only been one request for evaluation this month. There are now 81 written communications regarding the age-appropriate issue. 4. Library Activities Monthly update of library events, services, and statistics. 5. Expenditure Status Report Monthly expenditure status of the library’s operating expenses, services, salaries, and benefits by department. Chair Watkins reported they are 58% through the Fiscal Year (FY) and they are at 55% of expenditures and 3% under budget and expressed it was nice to see. 6. 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 opened the item for Public Comments, and there were none. Motion made by Vice Chair Dorothy Larson, seconded by Trustee Chase Rief, and carried (5-0-0-0) to approve the Consent Calendar Items 1-6 with the minor changes to the January 16, 2024 draft minutes. AYES: Watkins, Kramer, Larson, Castro, Rief NOES: ABSTENTIONS: ABSENCES: VI. CURRENT BUSINESS A. Items for Review 7. Library Lecture Hall Policy (NBPL 15) Staff recommends that the Board of Library Trustees rescind and terminate Library Policy NBPL 15, Library Lecture Hall, as the facility will be under City management and not guided by Library policy. Library Services Director Hartson reported that staff requested that NBPL 15 be rescinded and terminated as the facility is now under City management and not guided by Library policy. City Council approved a third amendment with the Newport Beach Public Library Foundation and as part of that MOU amendment, the Hall’s authority was changed from the Library to the City. Chair Watkins opened the item for Public Comments. Jim Mosher (Newport Beach resident) believed the Board of Library Trustees should be removing the policy under protest as it seemed to him the Lecture Hall was intended as a Board of Library Trustees Meeting February 26, 2024 Page 3 Library facility and the City’s Charter was clear that this Board was the entity that administers the Library’s facilities in Newport Beach. He was not sure how City Council could make such a change. Motion made under protest by Vice Chair Larson, seconded by Secretary Kramer, and carried (5-0-0-0) to rescind and terminate the Library Policy NBPL 15 for the Library Lecture Hall. AYES: Watkins, Kramer, Larson, Castro, Rief NOES: ABSTENTIONS: ABSENCES: 8. Gift and Donor Policy (NBPL 3) Staff recommends that the Board of Library Trustees review and accept revisions to Library Policy NBPL 3, Gift and Donor Policy. Library Services Director Hartson reported that the policy calls out the various gifts that are received from support organizations and other community members. One of the changes is the addition of the support organization Pals4pal. It is the fundraising arm that helps support the Library’s Project Adult Literacy program. Staff recommend that they be included in the Gift and Donor Policy. The official spelling of the organization is Pals4pal, and they are a 501(c)(3). Chair Watkins opened the item for Public Comments. Jim Mosher (Newport Beach resident) commented that recently the Board decided to review each policy every two years; prior to that, it had been many years since any of the policies were revisited, and he felt this particular policy could use more extensive review as many changes have taken place since this policy was last reviewed. He called out the section about the recognition wall being out of date, along with donor opportunities, and the structure of the Foundation has changed where the Foundation will be accepting some donations for the Library and some for other things; perhaps that should be distinguished. The process for Friends of the Library donations is not clearly spelled out, and this document is the only opportunity people have to understand their opportunities to support the Library programs. The website is also not very comprehensive with donor opportunities. Motion made by Secretary Kramer, seconded by Trustee Antonella Castro, and carried (5-0-0-0) to approve the revisions to the Library Policy NBPL 3: Gift and Donor Policy AYES: Watkins, Kramer, Larson, Castro, Rief NOES: ABSTENTIONS: ABSENCES: Trustee Castro agreed that Mr. Mosher had some very good ideas with regard to his notes for the changes to the donor policy. Board of Library Trustees Meeting February 26, 2024 Page 4 9. Annual Budget – Preliminary Review Staff requests that the Board of Library Trustees review and approve the preliminary Library operating budget for Fiscal Year 2024-25. Library Services Manager Rebecca Lightfoot reported that the City is preparing to review the budget for next fiscal year. Staff met with the Assistant City Managers Tara Finnigan and Simone Jurjis to review some program enhancement requests as outlined in the staff report. Revenues have been projected to remain similar to the previous year and noted the projected revenue for copies and plans needs to be adjusted due to higher than expected year-to-date (YTD) revenues in that account. The numbers provided are the proposed budget Finance is planning on including in their document to be approved by City Council. Vice Chair Larson asked what the deadline is for it to be included in the Finance Committee’s report. Library Services Manager Lightfoot believed it was in March. Library Services Director Hartson stated she did not have the City’s budget calendar on hand but could report back. Trustee Castro inquired about the increase to salary and benefits and if it could be increased more to hire new people. Library Services Director Hartson commented if an increase were something the Board would like to consider, perhaps it would be appropriate for changes to the following fiscal year, as all program enhancements have already been submitted to the City Manager. Staff would need to report back to the City Manager with justification for the ask of additional staff. Secretary Lauren Kramer stated that if a need arises during the year for additional staff, they can approach City Council with a budget adjustment that is considered on a case-by-case basis. Chair Watkins opened the item for Public Comments. Jim Mosher (Newport Beach resident) provided public comment about the timeline of the budget and noted the Finance Committee works off of a work plan, they have April 11 marked as receiving an overview of the expenditure budget for the coming FY. It likely will not be detailed but will probably show the projected total for the Library Services Department. The actual detailed budget will be reviewed by them on May 9, which is the date scheduled for City Council to host the City Manager’s recommended detailed budget for review and potential modifications. Motion made by Secretary Kramer, seconded by Vice Chair Larson, and carried (5-0-0-0) to approve the preliminary Library operating budget for FY 2024-25. AYES: Watkins, Kramer, Larson, Castro, Rief NOES: ABSTENTIONS: ABSENCES: 10. Arts and Culture Update Staff will present the annual report on the activities of the Cultural Arts Division Library Services Director Hartson reported that staff works with the City Arts Commission to host arts programs throughout the city. The Commission also acts in an advisory capacity to the Council for all things pertaining to the arts within the City. Included in the packet is an Board of Library Trustees Meeting February 26, 2024 Page 5 overview of last year’s events and highlighted the return of the Newport Beach Art Exhibition in 2023, and on the same day they held the Sculpture Exhibition in Civic Center Park grand opening of Phase VIII. The Commission is currently working on Phase IX and encouraged the board members to visit the cultural arts page on the Library’s website and participate in voting for top favorites for Phase IX. The public poll will be open until March 11. Other popular events include the summer series Concerts on the Green, as well as a concert at Marina Park, and additional rotational art in the Central Library on the Gallery Wall. Chair Watkins opened the item for Public Comments, and there were none. Chair Watkins received and filed the report. 11. Acceptance of Donation Staff recommends that the Board of Library Trustees approve the acceptance of a donation from the Newport Beach Public Library Foundation (NBPLF). Library Services Manager Rebecca Lightfoot reported that the Foundation received a donation of $1,000 from the Wohl Family Fund, to be used specifically for Project Adult Literacy. Staff would like to utilize the donated funds to purchase new materials for the program. Chair Watkins opened the item for Public Comments. Jim Mosher (Newport Beach resident) commented that the City Charter states that the Library Board accepts donations subject to approval by the City Council. That was possibly misstated in the policy and it’s possible the City Council adopted a policy in which they don’t need to make an approval. Motion made by Trustee Rief, seconded by Trustee Castro, and carried (5-0-0-0) to accept the donation from the Foundation. AYES: Watkins, Kramer, Larson, Castro, Rief NOES: ABSTENTIONS: ABSENCES: 12. Collection Development Ad Hoc Subcommittee Update The Collection Development Ad Hoc Subcommittee will provide an update regarding the process of appeals in Library Policy (NBPL 2) Children’s Collection Development Policy. Chair Watkins reported that the subcommittee began receiving evaluation requests from community members which resulted in the Director’s Decision on several children’s books by October 2023. Since that time, there have been 46 Director’s Decisions that have been issued in response to the evaluation requests challenging 15 different children’s books. It was decided to treat the 46 Director’s Decisions as a grandfathered group and will allow appeal requests on those decisions through Friday, March 15, at 4:00 PM. At the end of that time period, they will consider the number of appeal requests submitted and possibly set a Special Meeting. Letters will be mailed to all 46 patrons who have submitted patron requests for evaluation of library resources informing them of the grandfathered timeline. Board of Library Trustees Meeting February 26, 2024 Page 6 Secretary Kramer stated that it is her preference that once that date passes, the Board should start hearing two to three appeals during regular meetings until they’ve all been heard, as opposed to conducting a special meeting. Chair Watkins opened the item for Public Comments. Jim Mosher (Newport Beach resident) noted that the March meeting is scheduled for March 18, the Monday following the March 15 deadline, and the City has also scheduled the Harbor Commission meeting also on March 18 and inquired the number of books that had been appealed from the original decision and suggested it might be helpful in scheduling the appeals hearings with that information. Chair Watkins received and filed the report. 13. Lecture Hall Update Report on activities related to the Library Lecture Hall project. Library Services Director Hartson reported that construction fencing has gone up in the lower first level parking lot. Limited parking is available in the Central Library parking lot and visitors are encouraged to park in the parking structure and enter through the second floor entry if lower level spots cannot be found. Site preparation is still taking place. Weather permitting, surface demolition will begin in early March. Chair Watkins noted that while it may no longer be considered the responsibility of the Library, the Lecture Hall remains important to the Library due to the programming, and as such, the rebuild will have a significant impact on the Central Library. For that reason, he requested the item continue to be listed on the meeting Agenda until further notice. Chair Watkins opened the item for Public Comments, and there were none. Chair Watkins received and filed the report. 14. Balboa Branch Update Report on the activities related to the Balboa Branch Replacement project. Library Services Director Hartson reported that on March 5, the Parks, Beaches and Recreation Commission (PB&R) meeting will take place in Council Chambers at 5:00 PM. It will be the next opportunity for project updates and public comments. Chair Watkins noted that at the City Council planning retreat at OASIS Senior Center it was discussed at some length. It’s on everyone’s radar and he encouraged members of the public to attend the PB&R meeting and participate. Ultimately, City Council will approve the design for the project. Vice Chair Larson commented that some of the discussions relate to the exterior layout of the branch, lot, and fire station, which will result in significant changes to the property, which is why it is being heard by PB&R. Library Services Director Hartson reminded the Board that there will also be a playground element, which also fits within the PB&R purview. Board of Library Trustees Meeting February 26, 2024 Page 7 Chair Watkins opened the item up for Public Comments, and there were none. Chair Watkins received and filed the report. 15. Library Services Report of Library issues regarding services, patrons, and staff. Library Services Director Hartson stated her report for Library Services was covered with the information about suspending the Star Status program and mention of the PB&R meeting. Trustee Castro asked if the Star Status had any tangible impact. Library Services Director Hartson answered it was more a source of pride for the Library; Star Status was based on quantitative numbers that were submitted every year to the state. The Newport Beach Public Library will continue to provide star rated services without the ranking. They will continue to track that as the State requires annual reporting of these statistics each year. Trustee Rief stated he’s been frequenting the Library of late with his children for various needs and he has been extremely happy with the help provided by library staff. Chair Watkins opened the item for Public Comments. Jerry Kappel (Foundation CEO) commented that the Foundation will continue to state that this is a four-star Library, one of only twelve in the State of California. There is much to be proud of; the Journal’s decision does not affect how the Library Foundation promotes the quality of the Library. Chair Watkins received and filed the report. B. Monthly Reports 16. Library Foundation Liaison Reports A. Library Foundation Board Report on the most recently attended meeting. Chair Watkins reported that he attended the Foundation Board meeting, and in his monthly report, Jerry Kappel provided a great update of the Library Foundation Board, Library Live and Witte Lecture. He included the Spotlight on Science program and a great matrix of all the ticket sales and dates for each event. Chair Watkins received and filed the report. B. Library Live Lectures Committee Report on the most recently attended meeting. Vice Chair Larson agreed that Mr. Kappel provided a great update. They are beginning work on next year’s speakers for Library Live and Witte, and the programs are going strong. Chair Watkins received and filed the report. Board of Library Trustees Meeting February 26, 2024 Page 8 C. Witte Lectures Committee Report on the most recently attended meeting. (Addressed in previous agenda item) Chair Watkins received and filed the report. 17. Friends of the Library Liaison Report Trustee update on the most recently attended Friends of the Library Board meeting. Trustee Rief reported that he attended the meeting. The Friends had a great used book sale. The numbers were down somewhat; however, so were the number of items that they had for sale. There was some concern noted around the parking and the ability to drop off donations, which they are addressing with their membership and communications. Chair Watkins received and filed the report. 18. Pals4pal Liaison Report Trustee update of the Pals4pal Board meeting. Trustee Castro reported that she attended their board retreat, and the discussion was positive. They want to continue to fund the Library’s adult literacy programs and would like to continue to receive reports from Library Services Manager Lightfoot and Literacy Coordinator Gabriela Leman about how their donations are helping. There was an awesome article about the program in the Daily Pilot. They’ve never done a stand-alone fundraiser, which was also a topic of discussion. Chair Watkins received and filed the report. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS – Two Minutes per speaker 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) None IX. ADJOURNMENT – 5:14 p.m. The next meeting will be held at Balboa Branch on March 18, 2024 at 5:00 p.m. Submitted by: Paul K. Watkins Chair Approval of Minutes