HomeMy WebLinkAboutApproved Minutes for the April 21, 2025 Board of Library Trustees Meeting5
CITY OF NEWPORT BEACH
Board of Library Trustees Civic Center Council Chambers 100 Civic Center Drive, Newport Beach, CA Meeting Minutes Monday, April 21, 2025 – 5:00 PM
I. CALL TO ORDER Chair Chase Rief called to order the Board of Library Trustees meeting for April 21, 2025.
II. ROLL CALL Trustees Present: Chair Chase Rief, Vice Chair Antonella Castro, Secretary Dorothy Larson, Trustee Meghan Murray
Trustees Absent: Trustee Lauren Kramer (excused)
Staff Present: Melissa Hartson, Library Services Director Rebecca Lightfoot, Library Services Manager Andrew Kachaturian, Adult Services Coordinator Annika Helmuth, Branch and Youth Services Coordinator III. PLEDGE OF ALLEGIANCE Secretary Dorothy Larson led the Pledge of Allegiance. IV. CHAIR’S WELCOME Chair Chase Rief congratulated staff on a successful National Library Week celebration, noting that several City Council Members came to read to children and enjoyed their experience. V. NOTICE TO THE PUBLIC - Waived
VI. CONSENT CALENDAR Administrative Support Specialist Francine Jacome read the Consent Calendar Notice to
the public.
Chair Rief reported Library Services Director Melissa Hartson’s annual performance review will occur at the May meeting in a Closed Session period beginning at 5:00 p.m. with the Regular Meeting to commence at 5:45 p.m. A. Consent Calendar Items 1. Minutes of the March 17, 2025 Board of Library Trustees Meeting
2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons.
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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.
Chair Rief opened the item to public comments, there were none.
Motion made by Secretary Dorothy Larson, seconded by Trustee Meghan Murray, and carried 4-0-0-1 to approve the Consent Calendar Item Nos. 1-4.
AYES: Rief, Castro Larson, Murray NOES: ABSTENTIONS: ABSENCES: Kramer VII. CURRENT BUSINESS A. Items for Review
5. Library Materials Selection
Staff will provide the Board of Library Trustees with an overview of materials selection.
Library Services Manager Rebecca Lightfoot reported staff members are tasked with maintaining assigned areas of the collection, relying heavily on the Collection Development Policy approved by the Board. She noted that staff uses Collection HQ as an assistance tool but
cautioned it is not the sole source of input to assess areas where the Library may be either understocked or overstocked. She added staff checks for items not circulating for at least four years for a more focused assessment. She noted items in the collection not circulating in the past four years are below the recommended 10% threshold. Library Services Manager Lightfoot expressed an affinity for Collection HQ’s “dead on arrival” statistic measuring if an item circulates no more than one time in its first year. She added Newport Beach’s collection is below 10% dead on arrival, an indication staff is purchasing materials relevant to residents. She added Collection HQ considers items circulating over 40 times to be “grubby” but noted patrons have been careful with items and the City’s are in much better condition than national averages considering their usage volume. She reported that
“grubby” items are regularly checked to assess their condition and replaced if necessary.
Library Services Manager Lightfoot presented a chart comparing Newport Beach to peer
libraries regionally and nationally reflecting a strong performance by the City using Collection HQ’s metrics. She added Collection HQ uses Newport Beach as a positive national example. She commended her staff for how well collections are built.
Chair Rief commended staff for their work and expressed appreciation for the data, adding he has presented it to the Library Foundation.
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In response to Chair Rief’s inquiry, Library Services Manager Lightfoot confirmed the updated Collection Development Policy has not impeded staff’s work. In response to Vice Chair Castro’s inquiries, Library Services Manager Lightfoot clarified the timeline they use in assessing under-circulated materials varies by individual collection, citing variances between children’s and adult collections for circulation levels. She confirmed Newport
Beach exceeds the national average by having 72.7% of its items being more than five years since publication date. She noted the statistic is a guideline but added sometimes the item remains relevant and should not be removed despite its age because it remains useful. She
confirmed staff would replace an item if there was an updated version.
Chair Rief noted most of the books in the nautical collection are over five years old but still
relevant. Chair Rief opened the item to public comments, there were none.
Chair Rief received and filed the report.
6. Media Lab Update
Staff will update the Board of Library Trustees on the Media and Sound Labs at Central Library.
Library Services Manager Lightfoot reported the Media Lab will have been open for 12 years in November with generous funding received by the Foundation. She advised that the staff is hoping to add more specialized podcast and video equipment based on the Foundation’s generosity. She reported the Media Lab tends to bring in a user group that does not otherwise use the Library often, mainly a 15- to 35-year-old male demographic. She noted that they often work to include this group’s suggestions in Media Lab purchases. She announced that the photo
scanner has been so popular that staff are looking into purchasing a second one based upon patron suggestions.
Library Services Manager Lightfoot cited AutoCAD as an example of an expensive piece of software drawing multiple regular and appreciative users. She noted that the Media Lab hosts a popular regular Coding for Kids program. She advised that Project Adult Literacy also uses the Media Lab for training and orientations. She reported staff are regularly looking for ways to increase the Media Lab’s traffic, including the well-attended April 12, Digital Saturday open house. She noted that the Media Lab was recently featured in the Daily Pilot. Library Services Manager Lightfoot reported the Tech Toys collection has circulated well since its addition in 2016. She noted that staff have recently added new GoPro cameras and Nintendo Switch gaming consoles. In response to Vice Chair Castro’s inquiry, Library Services Manager Lightfoot reported on a variety of methods staff used to promote the recent open house ranging from social media to newsletter inclusion.
Chair Rief commended the Daily Pilot article. He reported that former Chair Paul Watkins messaged the Board impressed by its rare inclusion of three photographs. He remarked that he
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has used the Tech Toys. He thanked staff, with Foundation support, for keeping up with the times as media technology evolves, noting the increasing popularity of podcasts. Chair Rief opened the item to public comments, there were none.
Chair Rief received and filed the report.
7. Library Activities
Monthly update of library events, services, and statistics. Library Services Director Hartson reported that the City Council has approved a Tenant Agreement with KIT Coffee. She advised that there will be improvements made to the tenant’s indoor space and both the outdoor and second floor lobby seating areas. She noted that the Agreement stipulates occupancy could take up to a year, but staff hopes it
will be sooner. Library Services Director Hartson reported the annual butterfly metamorphosis has
returned to the Children’s Room with a release date set for April 29. She announced that there will be both morning and afternoon release events this year to capture different audiences.
Chair Rief opened the item to public comments, there were none.
Chair Rief received and filed the report.
B. Monthly Reports 8. Library Foundation Liaison Report
Trustee update of the most recently attended Library Foundation Board meeting. Secretary Larson reported that the Foundation’s Summer Solstice donor event on June 18 includes a lecture by Pulitzer Prize-winning journalist Michael Hiltzik from the Los
Angeles Times. She noted that there are ongoing discussions about an event for the grand opening of Witte Hall with the date pending due to construction progress. She announced that a ribbon-cutting has been scheduled for December 9, with the formal grand opening event to occur in March 2026. She encouraged the Board to read the comprehensive
report from Foundation Chief Executive Officer Jerold D. Kappel included in the Agenda packet.
Chair Rief announced that the last major program in the Friends Room before construction begins will be a free April 30 Spotlight on Science event with noted seismologist Dr. Lucy Jones.
9. Foundation Literacy Liaison Report
Trustee update of the most recently attended Foundation Literacy Committee Meeting.
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Vice Chair Castro reported the new Literacy Committee had its first meeting on March 25. She advised that the Project Adult Literacy currently has 50 tutors and 59 learners. She noted that they are awaiting word on a grant funding request.
10. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board meeting.
Trustee Meghan Murray reported that the Friends of the Library are contemplating methods to hold their June book sale due to the construction of Witte Hall.
Chair Rief opened the items to public comments, there were none.
Chair Rief received and filed the monthly reports.
VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS – THREE MINUTES PER SPEAKER
Jim Mosher encouraged the Board to seek updates on the status of the Coastal Development Permit appeal to the California Coastal Commission as it relates to the Balboa Branch’s construction, expressing concerns over the Commission not yet hearing the matter and its potential impacts to the anticipated construction schedule.
IX. 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 X. ADJOURNMENT – 5:25 P.M.
The next meeting will be May 19, 2025.
Submitted by:Chase Rief
Chair Approval of Minutes