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HomeMy WebLinkAboutAPPROVED 08-15-2016 CITY OF NEWPORT BEACH Board of Library Trustees Meeting Minutes August 15, 2016 - 5:00 p.m. I. CALL MEETING TO ORDER – Chair King called the meeting to order at 5:00 p.m. II. ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion Trustees Present: Chair Jerry King, Secretary Jill Johnson-Tucker; Board Member Janet Ray, Board Member Paul Watkins, Board Member Douglas Coulter Staff Present: Tim Hetherton, Library Services Director Elaine McMillion; Administrative Support Specialist Natalie Basmaciyan, Library Services Manager Melissa Kelly, Support Services Coordinator Debbie Walker, Branch & Youth Services Coordinator Melissa Hartson, Circulation & Technical Processing Coordinator III. ELECTION OF OFFICERS The Board of Library Trustees shall nominate and elect Board Members to serve as Chair, Vice Chair, and Secretary for FY 2016-2017. Chair King called for nominations for Chair. Nomination made by Board Member Ray, seconded by Board Member Coulter, and carried (5-0-0-0) of appointing Board Member Johnson-Tucker as Chair. AYES: King, Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: Chair Johnson-Tucker called for nominations for Vice Chair. Nomination made by Board Member Watkins, seconded by Chair Johnson-Tucker, and carried (5-0-0-0) of appointing Board Member Ray as Vice Chair. AYES: King, Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: Chair Johnson-Tucker called for nominations for Secretary. 1 Nomination made by Board Member Ray, seconded by Board Member Coulter, and carried (5-0-0-0) of appointing Board Member Watkins as Secretary. AYES: King, Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: IV. NOTICE TO THE PUBLIC Noted by Chair Johnson-Tucker V. PUBLIC COMMENTS Chair Johnson-Tucker would allow public comments following each agenda item. VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the June 20, 2016 and July 18, 2016 Board of Library Trustees Meeting Board Members Watkins and Coulter abstained from voting on the Minutes of June 20, 2016 as they had not been appointed at that time. Board Members King and Ray abstained from voting on the Minutes of July 18, 2016 as they were not present. Motion made by Board Member Ray, seconded by Board Member King, and carried (3-0-2-0) to approve the Minutes of the June 20, 2016 Board of Library Trustees meeting. AYES: King, Johnson-Tucker, Ray NOES: ABSTENTIONS: Watkins, Coulter ABSENCES: Motion made by Board Member Coulter, seconded by Secretary Watkins, and carried (3-0-2-0) to approve the Minutes of the July 18, 2016 Board of Library Trustees meeting. AYES: Johnson-Tucker, Watkins, Coulter NOES: ABSTENTIONS: King, Ray ABSENCES: 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. 3. Library Activities Monthly update of library events, services and statistics. 2 4. Expenditure Status Report Monthly expenditure status of the library's operating expenses, services, salaries and benefits by department. 5. Board of Library Trustees Monitoring List List of agenda items and dates for monthly review of projects by the Board of Library Trustees. Secretary Watkins noted the comment card regarding restrooms and suggested Staff monitor both restrooms infrequently for a short period of time. Today he found water on the floor in one restroom. If necessary, Staff should enforce the policy stated in the Library Use Rules. Chair Johnson-Tucker was aware of a maintenance crew who checks restrooms on a schedule. She asked if Library Staff also monitors restrooms. Library Services Director Hetherton advised that Library Staff does spot clean restrooms on a schedule. When a Library patron notifies Library Staff of a problem, Library Staff addresses it. He will request Library Staff monitor the situation more closely. The bathrooms are scheduled for renovation soon, and that could alleviate some of the problem. Chair Johnson-Tucker advised she will review the Monitoring List for September to ensure all items are listed. If Board Members know of additional items, she will place them on the agenda for September if appropriate. Motion made by Board Member Coulter, seconded by Board Member King, and carried (5-0-0-0) to approve Item Numbers 2-5. AYES: Johnson-Tucker, Ray, King, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: VII. CURRENT BUSINESS A. Items for Review 6. Information Technology Update Avery Maglinti from the City Information Technology department will report on Library IT services and projects. Avery Maglinti, Senior IT Applications Analyst, reported IT Staff replaced all public computers, cables and connections; upgraded computers to Windows 10 at all branches except the Corona del Mar Branch; implemented new management software; replaced all public copiers; and installed new printer pay stations. The Central Branch received new furniture. The Mariner Branch received fiber cables which provided faster internet speeds. Board Member King inquired whether the new software ties the public computers to the City's computer network. Mr. Maglinti responded yes. Public computers in the libraries are being monitored from City Hall now. 3 Mr. Maglinti added that IT Staff installed digital signage at all branches except Corona del Mar. Board Member King asked if service agreements for computers were revised as well. Chair Johnson-Tucker inquired about service agreements for the new copiers because they were leased. Mr. Maglinti advised that the City has service agreements for computers and copiers; however, the Library purchased the copiers. Mr. Maglinti reviewed upcoming projects such as the Library's new website and a new firewall. The new firewall allows better web filtering and monitoring of video usage on public computers. Board Member King inquired whether the upgrades will prevent hacking. Mr. Maglinti explained that the new firewall is part of the City's network and will help prevent hacking. Hacking is a threat for libraries because of the number of people using Library computers. Board Member King asked if IT Staff check computers for threats after each use. Mr. Maglinti advised that computers are reset to their original state after each use. Mr. Maglinti advised that the operating system for computers will be upgraded later in the year. Library Staff is digitizing Daily Pilot microfilm with IT Staff's assistance. Chair Johnson-Tucker shared her experience of the Library Wi-Fi system timing out each time she used it. Mr. Maglinti will check into that because he is not aware of others having that problem. Chair Johnson-Tucker asked if it is necessary for Library customers to log into computers using their library cards. Mr. Maglinti explained that logging in was not necessary but a policy decision. Library Staff uses the log-in information to track the number of people using Library services. Jim Mosher requested a status update regarding the project to increase internet speeds. Mr. Maglinti advised that the City is upgrading its internet service to a higher speed. Throttling internet connections is an option available through the new firewall. Hopefully the project will be complete by the end of September. Mr. Mosher asked if it was the same as the CENIC system. Mr. Maglinti replied no. Director Hetherton added that CENIC would go live in September. Mr. Mosher inquired about the disposal of the old equipment. It is not terribly out of date and has some value. Mr. Maglinti indicated all items will be auctioned and funds from the sale placed in the IT Service Fund of the City. Mr. Mosher questioned whether funds should be returned to the Library as the Library originally purchased the equipment. Mr. Maglinti clarified that the equipment is moved into the IT Service Fund, because IT provides ongoing support for the equipment. Mr. Mosher asked why public Wi-Fi is turned off when the Library is closed. Mr. Maglinti suggested that was a Library policy. Library Services Director Hetherton reported Wi-Fi is turned off to discourage transients from staying overnight. 7. Proposed Library Closures for Winter Holidays 2016 Staff requests Library holiday closures as specific in written report. 4 Chair Johnson-Tucker advised this item was continued from the previous month. Library Services Director Hetherton reviewed his report from the prior month. Between Christmas and New Year's, all Library branches will close at 6:00 p.m. Because of labor agreements, holidays that occur on Sunday are celebrated the following Monday. Most businesses and almost all government offices will close on those days. The Library's peer groups seem to follow the same pattern. Director Hetherton requested the Board of Library Trustees approve the recommendation. Board Member Ray asked if the Corona del Mar Branch would close on Tuesday, December 27th, as indicated in the table. Director Hetherton advised that the Corona del Mar Branch is regularly closed on Monday. That is an error in the table. Chair Johnson-Tucker appreciated Secretary Watkins' request for information on peer libraries. Secretary Watkins noted no college football games will be played on Sunday. In light of the bargaining agreement, the Board had no choice but to approve the proposal. Board Member Coulter concurred. Chair Johnson-Tucker indicated the Board of Library Trustees held long discussions in previous years when the Library followed the City's holiday schedule. The Library should close as proposed. Motion made by Secretary Watkins, seconded by Board Member Coulter, and carried (5- 0-0-0) to approve the Library holiday closure as proposed in the report. AYES: Johnson-Tucker, Ray, King, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: 8. Library Staffing Report Staff presents a report on Library positions and job specifications. Library Services Director Hetherton reviewed Library Staff positions and duties. The Library utilizes many part-time positions, which is beneficial to both the employees and the Library. Library Staff is doing promotional-type recruitments. Director Hetherton reviewed the organizational hierarchy. If the Board wished, he could provide a revised report in September. Chair Johnson-Tucker requested Director Hetherton do so. If Board Members have topics they want to see addressed in the report, they can email them to her. Board Member Coulter would not be present for the Board meetings in September and October. Director Hetherton wanted to keep the Board informed of activities. 5 Mr. Mosher noted the Staff Report indicates six part-time people working at the Mariners Branch; yet, the position chart lists only three. He asked if some of those positions are floating. Director Hetherton explained that part-time staff could work at all the branches in one week. In addition, a full-time person is often deployed to a branch to fill in. Mr. Mosher indicated flexibility was built into the chart even though it was not evident. Board Member King questioned three positions under Tech Pro in the report and at least seven in the organization chart. Director Hetherton indicated technical processing and circulation are combined. Board Member King understood the assignment of staff, but the numbers do not match. Support Services Coordinator Melissa Kelly explained that the Tech Pro group is charged to a different budget account than the Central Library budget. Tech Pro has three full-time staff. Chair Johnson-Tucker requested an explanation for the use of decimals. Melissa Kelly clarified that the positions are based on hours worked; 0.48 was half-time or 19 hours a week. 9. Selection of Board of Library Trustees Liaisons The Board of Library Trustees shall nominate and elect Trustees to serve as liaison to the Friends of the Library, NBPL Foundation and the DSLS Committee. Chair Johnson-Tucker advised that the Board of Library Trustees monitors the Newport Beach Public Library (NBPL) Foundation, the Friends and the Distinguished Speaker Lecture Series (DSLS). The liaisons attend the meetings of those groups. The Foundation meets the fourth Monday of the month. The DSLS meets on a Thursday morning. Board Member King attends the Friends meetings. Board Member King had monitored the Foundation and the Friends. Chair Johnson-Tucker requested Board Members indicate their preference. Board Member King would monitor the Foundation if no one else wished to. Board Member Ray understood the DSLS was a part of the Foundation. Chair Johnson- Tucker explained the DSLS is a subcommittee of the Foundation, but it has separate meetings from the Foundation. Board Member Ray volunteered to monitor the DSLS. Chair Johnson-Tucker noted the Friends was available. Board Member King would help with either the Friends or the Foundation. Director Hetherton advised that the Friends meets the second Tuesday of the month at 9:30 a.m. Board Member Coulter agreed to monitor the Friends. Chair Johnson-Tucker suggested a Board Member be available to attend meetings if the assigned Board Member could not. Secretary Watkins volunteered. Staff reiterated the meeting dates, times and locations for Board Members. 6 B. Monthly Reports 10. Library Services Report of Library issues regarding services, customers and staff. Library Services Director Hetherton announced the promotion of Melissa Hartson to Librarian III. Chair Johnson-Tucker asked if Ms. Hartson would no longer be providing reports on book purchases. Ms. Hartson would continue with book purchases, but that could change. Director Hetherton reported the Library offers many materials that could assist people with training and education, the SCORE seminars for people starting a business, and Testing and Education Center. In September, the Library would offer the Career Online High School, which awards a high school diploma or a certificate in a career path. 11. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member King did not have a report as the agenda for the Friends meeting was light. 12. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Chair Johnson-Tucker advised that the Foundation did not hold a meeting in July. Staff understood the Foundation is taking over the UCI program from the Library. Chair Johnson-Tucker asked why the Foundation was taking over the program. Staff did not know. Library Services Director Hetherton explained the Foundation felt the program could bring in customers who would be interested in other Foundation events. The Foundation could utilize its program manager for UCI. Chair Johnson-Tucker asked if the Foundation offers an estate planning program. Director Hetherton believed the Foundation had such a program. 13. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Chair Johnson-Tucker indicated former Board Member Prichard monitored this group. She did not believe they had any meetings recently. She asked if they had announced speakers. Staff knew the speakers but could not share them. Board Member King asked if they had programs arranged for the year. Chair Johnson-Tucker believed they did, and it was a stellar group. 7 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 Johnson-Tucker requested suggestions for agenda items. Secretary Watkins reported Dorothy Larsen's husband underwent brain surgery and is now home and making progress. John and Elizabeth Stahr will be the City's next Citizens of the Year. A celebration will be held on November 11, 2016. Mrs. Stahr worked with Youth Group and Girl Scouts of America. Chair Johnson-Tucker added that Mrs. Stahr was instrumental in raising funds for the move of the Central Library. Board Member Ray renewed her passport at the Library in only 15 minutes. The experience was wonderful and brief. She recommended anyone obtain a passport through the Library. Chair Johnson-Tucker asked if it was publicized and if the Library is listed in the results for a Google search. Staff indicated the Library partnered with UC-Irvine to provide services. The Library is the passport source for Newport Beach. Chair Johnson-Tucker asked if that is a source of funding for the Library. Staff clarified that funds went into the General Fund. IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. X. ADJOURNMENT – 6:04 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes 8