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HomeMy WebLinkAboutAPPROVED 11-21-2016Board of Library Trustees Meeting Minutes November 21, 2016 Page 1 CITY OF NEWPORT BEACH Board of Library Trustees Meeting Minutes November 21, 2016 - 5:00 p.m. I. CALL MEETING TO ORDER – Chair Johnson-Tucker called the meeting to order at 5:02 p.m. II. ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion Trustees Present: Chair Jill Johnson-Tucker; Vice Chair Janet Ray; Board Member Douglas Coulter Trustees Absent: Secretary Paul Watkins; Board Member Jerry King Staff Present: Library Services Director Tim Hetherton Administrative Support Specialist Elaine McMillion III. NOTICE TO THE PUBLIC IV. 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 stated the event honoring the Stahrs was outstanding. Board Member Coulter added that Library Services Director Hetherton did a great job. V. PUBLIC COMMENTS None. VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the October 17, 2016 Board of Library Trustees Meeting 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. 4. Expenditure Status Report Monthly expenditure status of the library's operating expenses, services, salaries and benefits by department. Board of Library Trustees Meeting Minutes November 21, 2016 Page 2 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 Johnson-Tucker noted the Monitoring List contained no items for a December meeting. She will meet with Library Services Director Hetherton to discuss items for the December meeting. Motion made by Board Member Coulter, seconded by Vice Chair Ray, and carried (3-0- 0-2) to approve the Consent Calendar. AYES: Johnson-Tucker, Ray, Coulter NOES: ABSTENTIONS: ABSENCES: Watkins, King VII. CURRENT BUSINESS A. Items for Review 6. Corona del Mar Branch Project Update Staff will report on the progress of the Corona del Mar branch project. Library Services Director Hetherton reported that the Public Works Department issued the bid request for the project, and bids were due by December 1, 2016. After December 1, Public Works would evaluate the contractors and present a contract to the Council for final approval. Staff had been working on the project for three years. Library staff is planning a gathering at the branch before closure, and the Friends of the Library are planning a book sale from the premises. Staff would begin moving materials in January 2017. In response to Trustees' questions, Library Services Director Hetherton advised that the gathering would be a farewell to the old branch with the public invited for cake and punch. A date had not been set, but it would be held after the first of the year. Library Services Director Hetherton met with the Council group working on the project for a value engineering analysis. He shared with the group the Board's concern that the building be constructed as depicted in the rendering. Plans submitted to the Council would be for the rendering. The main cost-cutting item was removal of the stone laminate from the back of the building. Pavers rather than stamped concrete would be utilized in the patio area. The palette of trees and shrubs and the stylized soffits were not changed. He anticipated that the City Council would support the project as proposed. Chair Johnson-Tucker hoped the City would do a better job of informing and including the Board in future meetings. The Board received only a one-day notice of the meeting. Library Services Director Hetherton indicated he had not been included in planning the meeting. He agreed to provide the Board with notices and information as he received them. Now that he knew the process, he would handle planning for the Balboa branch differently and hoped for a smoother process with that project. Board of Library Trustees Meeting Minutes November 21, 2016 Page 3 Chair Johnson-Tucker stated that stone laminate was removed from the back of the building and inside the reading porch. Vice Chair Ray asked if the decision to remove the stone could be reversed. Board Member Coulter shared a past fundraising effort of selling plaques. Chair Johnson-Tucker recalled someone had donated funds to the Library, but those funds would probably be used for reading materials. Library Services Director Hetherton reported he was working with the donor on use of the funds. Chair Johnson-Tucker felt the amount of funds saved by removing the stone was insignificant. Perhaps it could be added back into the project. City Council had requested Board Members attend the December 13 Council meeting and speak in support of the project. Library Services Director Hetherton was unsure whether the item would be placed on the Council's Consent or Business Calendar. Resident Jim Mosher advised that contracts over $1 million were usually placed on the Business Calendar. In response to Board Member Coulter's question, Chair Johnson-Tucker explained that the meeting was a final review of the project plans to reduce costs. In response to Vice Chair Ray's concerns, Library Services Director Hetherton advised that one of the main features of the project was the use of natural light. The facility seemed to be well lit. In addition, the plans included three times the usual number of electrical outlets. 7. Auditorium Facility at the Central Library Site An update on the study of the Central Library site and whether the site could accommodate a future lecture auditorium. Chair Johnson-Tucker reported regarding ongoing efforts to locate space for an auditorium. If the architect determined space was available, then the Board could begin discussing plans and fundraising. The architect was Robert Coffee, who designed the OASIS facility and expansion of the Bowers Museum. In response to Vice Chair Ray's question, Chair Johnson-Tucker stated that the only site that worked well was along Avocado Avenue at the Central Library. The Friends of the Library Meeting Room could be used in conjunction with events at the auditorium. In response to Jim Mosher's inquiries, Chair Johnson-Tucker indicated repurposing the Friends of the Library Meeting Room as an auditorium was initially discussed. The City's acquisition of the former Newport Center Library building could affect funding for an auditorium project. The Library Foundation would not consider that site for lectures. Library Services Director Hetherton added that the building was insufficient for Library purposes. Many uses were being discussed for that building. Library Services Director Hetherton remarked that an auditorium contiguous with the Central Library site would be advantageous. Board of Library Trustees Meeting Minutes November 21, 2016 Page 4 Chair Johnson-Tucker believed there was a clear need for an auditorium. If a lecture was not held on a Library site, then it was not a Library lecture. Asking the Library Foundation to hold lectures offsite would be difficult. Karen Clark, Newport Beach Library Foundation, advised that the Foundation supported the proposed location if financially and physically feasible. 8. Children in the Library Staff requests that the Trustees review this policy and consider a proposed revision. In response to Chair Johnson-Tucker's request, Library Services Director Hetherton indicated a redline version could be provided at the December 19 meeting. Chair Johnson-Tucker announced a decision on the proposed policy would be made at a subsequent meeting as only three Board Members were present. Library Services Director Hetherton reported the current policy was very complicated and many provisions seemed arbitrary. The purpose of the policy was to let parents and caregivers know what to expect from the Library. The new policy would not create an expectation that the Library was more than a public building. Library staff could not ensure children did not leave the premises. In response to Vice Chair Ray's question, Library Services Director Hetherton explained that the policy allowed children 8 years old and older to be unaccompanied in the Library. He and Board Members agreed that 8 years old seemed young to be dropped off at the Library. Library Services Director Hetherton suggested the Board could reconsider the age limit. This is a critical policy for the Library. Vice Chair Ray inquired about parental consent when dropping off children. Library Services Director Hetherton advised that staff was often not aware that kids were dropped off or alone. Staff had to be very careful not to assume liability for children and could not agree to keep an eye on kids. In response to Chair Johnson-Tucker's inquiry, Library Services Director Hetherton advised that the City Attorney had not had time to review the proposed policy. The City Attorney's review in 2011 took quite a while because the policy was loaded with judgment calls. Chair Johnson-Tucker noted that the policy states that the City would not be responsible for a child who left the Library, but there was no mention of responsibility for a child left alone in the Library. In response to Vice Chair Ray's question, Library Services Director Hetherton stated the Children in the Library policy extended back to 1994. Parents had never signed a waiver or memorandum of understanding for dropping off children. If parents inquired, staff shared the policy with them. There could be an expectation that leaving children was acceptable, because there was nothing telling parents it was not acceptable. He did not believe most people were aware of the policy. The Library was a public building; therefore, the general public was allowed in the Library. There was no guarantee the Board of Library Trustees Meeting Minutes November 21, 2016 Page 5 Library was a safe place. He wanted a policy that worked for the Library and decreased liability. Chair Johnson-Tucker requested City Attorney review of the policy and provide a redlined version. She wanted to understand the significance of the age of 8 for leaving a child alone as that age seemed young. In response to Chair Johnson-Tucker's questions, Library Services Director Hetherton reported that there was no outreach at all regarding parents dropping off their children. Generally parents visited the adult area of the Library while their children were in the Children's Room. Eight years old seemed to be an arbitrary age limit. Board Member Coulter commented that parents would hold the Library responsible if something happened to their child and they had not been informed of the policy. Library Services Director Hetherton reviewed the policy for unaccompanied children in the Library at closing. Calling the police immediately was unrealistic. Fortunately only older kids had remained at closing, and they knew their phone numbers for staff to call their parents. If parents could not be reached, then staff would contact the police. That language came from the City of Palo Alto Library policy. He suggested the Board review the proposed policy over a few meetings. Chair Johnson-Tucker requested the City Attorney review the existing policy to determine if provisions needed to be incorporated into the proposed policy. Library Services Director Hetherton clarified the Board's direction for staff. With respect to the age limit of 8 years old, most cities used 8 years old as the limit and there could be some longstanding reason for that age. 9. Proposal to Close Newport Beach Public Library Locations on December 7, 2016. Request to close Newport Beach Public Library on December 7 for an upgrade of the Integrated Library System and server replacement. Library Services Director Hetherton reported that staff proposed closing all four Library facilities in order to upgrade the Integrated Library System (ILS). All customer transactions were tied to ILS. While the branches were closed, staff would receive training and clean the facilities. If the Library remained open, it could only be used as a study space or for reading materials in the Library. Staff could perform manual circulation, but that would only engage some of the staff. Other staff would have little to do. In response to Vice Chair Ray's inquiry, Library Services Director Hetherton advised that e-blasts, signage, web ads and monitor banners to announce the closure would be used, and that no materials would be due on that date. In response to Chair Johnson-Tucker's questions, Library Services Director Hetherton noted that the last upgrade occurred in 2014. All locations would close because the system and servers were shared among all branches. Board of Library Trustees Meeting Minutes November 21, 2016 Page 6 In reply to Jim Mosher's inquiry, Library Services Director Hetherton advised that customers would not be able to access Library services via internet during the upgrade. In response to Chair Johnson-Tucker's questions, Library Services Director Hetherton explained that the upgrade would enhance features in the catalog and increase processing speed. In addition, staff could receive training, and facilities could be cleaned. Staff did not take closing the Library lightly. The IT Department could not install the upgrade sooner due to a backlog of work. IT had indicated the upgrade had to be performed between Monday and Thursday and would require 24 hours. Motion made by Board Member Coulter, seconded by Vice Chair Ray, and carried (3-0-0-2) to approve the closure of all Library branches on December 7, 2016. AYES: Johnson-Tucker, Ray, Coulter NOES: ABSTENTIONS: ABSENCES: Watkins, King 10. Library Services. Report of Library issues regarding services, customers and staff. Library Services Director Hetherton announced the staff retreat went quite well. Staff reviewed the survey and provided ideas to satisfy some of the suggestions from the survey. Ideas included a history of materials checked out; more personal contact and promotion of services; more study spaces; STEM and STEAM kits for children; improving the local history display; charging stations; utilizing staff in marketing materials; more events in the media lab; and more full-time staff. Staff would meet again on November 29th to discuss implementation and scheduling. The Library Journal rated the Newport Beach Library as a three star library. Staff did not understand why the Library was not rated four stars. The Board and staff discussed the Library's ranking in the various categories. On November 22, the contract for restroom improvements would be presented to City Council. Chair Johnson-Tucker remarked that the Board should assist with moving staff's ideas forward. Perhaps outside input was needed to make improvements to the local history section. Staff could consider placing it in a different branch. Library Services Director Hetherton wanted a local history room in the new Balboa branch. The Balboa branch was the City's first library. Chair Johnson-Tucker concurred with providing charging stations and expanding the Mariners branch. She requested Library Services Director Hetherton update the Board regarding implementation of staff's ideas. Board of Library Trustees Meeting Minutes November 21, 2016 Page 7 B. Monthly Reports 11. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member Coulter announced that the Friends of the Library had placed a container for old books in the Library. The Friends of the Library would receive 4 cents a pound for recycling the books. The previous month, he had reported on the Friends of the Library receiving funds from the Smile program on Amazon.com. However, the Friends did not receive those funds as they were made to another entity. Chair Johnson-Tucker requested updates regarding the Smile program. Perhaps it could be advertised on the Library's website. 12. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Karen Clark, Newport Beach Library Foundation, advised that the Library Foundation discussed the proposed auditorium and was very supportive and anxious to get involved. 13. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Ray reported that the Lynsey Addario lecture in October was sold out. Karen Clark added that the Jon Meacham lecture was sold out for the Friday, February 10 lecture; however, the Saturday, February 11 date was not sold out, and that the public may not be aware of the Saturday date. Mr. Meacham's topic will be “Understanding Trump: The Meaning of an American Milestone.” VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. IX. ADJOURNMENT – 6:15 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes