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HomeMy WebLinkAboutMINUTES CITY OF NEWPORT BEACH Board of Library Trustees Meeting Minutes February 21, 2017 - 5:00 p.m. I. CALL MEETING TO ORDER – Chair Johnson-Tucker called the meeting to order at 5:00 p.m. II. ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion Trustees Present: Chair Jill Johnson-Tucker; Vice Chair Janet Ray; Secretary Paul Watkins; Board Member Jerry King Trustees Absent: Board Member Doug Coulter Staff Present: Library Services Director Tim Hetherton Administrative Support Specialist Elaine McMillion Library Services Manager Natalie Basmaciyan Circulation & Technical Processing Coordinator Melissa Hartson Support Services Coordinator Melissa Kelly Assistant City Manager Carol Jacobs 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) Board Member Watkins advised that the new website was fantastic. The Jon Meacham lecture was well done. V. PUBLIC COMMENTS Karen Carlson, Friends of the Corona del Mar Library, expressed interest and concern about the Corona del Mar Library Project. The Friends did not want it to be forgotten as a strong supporter of the Project. VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the January 17, 2017 Board of Library Trustees Meeting Board Member Watkins concurred with Mr. Mosher's comments to revise the second paragraph of page 4 to " … paid the electric bill at the Balboa Branch because …" and to replace "unilaterally" in the first paragraph of Item 9 with "uniformly." Board of Library Trustees Meeting Minutes February 21, 2017 Page 2 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. 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 announced the March item regarding the Media Lab would be moved to April and the election of officers would be held in July rather than August. Motion made by Board Member Watkins, seconded by Vice Chair Ray, and carried (4-0- 0-1) to approve the Consent Calendar with revisions to the Minutes as noted. AYES: Johnson-Tucker, Ray, Watkins, King NOES: ABSTENTIONS: ABSENCES: Coulter VII. CURRENT BUSINESS A. Items for Review 6. Arts and Cultural Update Chair Lynn Selich of the City Arts Commission will update the Board on City Arts Commission activities. Lynn Selich, City Arts Commission Chairperson, reported the City Arts Commission wished to work more collaboratively with the Board of Library Trustees. Library Services Director Hetherton and Ms. Selich reviewed plans for City Arts Commission projects including the Newport Beach Art Exhibition, the Cows4Camp exhibit, Concerts on the Green, the Pacific Symphony concert, a community survey, Cultural Arts Grants, and the Sculpture exhibit. In response to Board Member King's inquiry, Library Services Director Hetherton indicated portions of the Pacific Symphony concert were recorded. In reply to Vice Chair Ray's question, Ms. Selich advised that she did worry about an excessive number of attendees to Concerts on the Green. Concert-goers could extend into the park, where concerts should be audible. Board of Library Trustees Meeting Minutes February 21, 2017 Page 3 Chair Johnson-Tucker expressed concern about the amount of work for Library Services Director Hetherton in supporting both the Board of Library Trustees and the City Arts Commission. Assistant City Manager Jacobs stated the City Manager determined the assignments given to Library Services Director Hetherton, but the City Council determined whether another employee would be added. Ms. Selich reported the City Arts Commission had drafted a budget that included a person dedicated to the City Arts Commission. However, the Council currently had a policy of no hiring. Chair Johnson-Tucker suggested Recreation and Senior Services Director Detweiler might be appropriate. 7. Corona del Mar Branch Project Update Staff will update the Board on the status of the Corona del Mar Branch Project. Library Services Director Hetherton reported in January Mayor Muldoon suggested scaling back planned projects. The City Manager provided his recommendations on February 14, which included deferral of the Corona del Mar Branch Project for 5-7 years. The Finance Committee, on February 16, assented to the City Manager's recommendations. On February 14, the City Council seemed to support upgrades or enhancements for the Branch. He suggested working with stakeholders and the Public Works Department to determine needed upgrades. Chair Johnson-Tucker requested Board Member Watkins and Board Member King work with residents to determine goals, work with staff to learn of a realistic timeline for projects, and report to the Board of Library Trustees. Board Member King requested an updated list of long-term and short-term budget items and the Council's policy on private sector outreach. He volunteered to contact potential donors. Board Member Watkins stated the Council seemed to be willing to pay for needed upgrades. Board Member King suggested Library staff develop a list of needs, meet with the City Manager about items and cost, and report to the Board. Chair Johnson-Tucker felt it would be better to identify items and their cost, learn whether the City would pay for them, and then consider whether donors were needed. Jim Mosher advised that the Zoning Administrator had approved existing plans for the Corona del Mar Branch Project. He felt there should be public as well as private contributions to any upgrades and questioned whether the Library Board wanted to include some items in the upcoming budget. Assistant City Manager Jacobs recommended the Library Board provide a list of things it needed over the next 3-5 years for inclusion in the budget. Board of Library Trustees Meeting Minutes February 21, 2017 Page 4 8. Budget Staff submits the Library's annual budget for Board of Library Trustees approval. Support Services Coordinator Kelly presented the day-to-day operating budget. Library staff was prepared to amend the budget when project estimates for the Corona del Mar Branch were obtained. In reply to Chair Johnson-Tucker's questions, Library staff advised that they would work with the Public Works Department to obtain estimates. The amount of time needed to obtain estimates depended on the project. Staff obtained an estimate for air conditioning in 2016. Support Services Coordinator Kelly noted she had not received accurate information for salaries and benefits. She received a draft, but the amounts were lower than she expected. The number of staff positions had not changed from the prior year, but the location of some positions had changed. In response to Chair Johnson-Tucker's inquiries, Support Services Coordinator Kelly indicated the overall budget would remain the same. Contractual personnel raises needed to be added. The budget would be presented to City Council in June; therefore, the Board of Library Trustees had time to review the complete budget. Board Member King suggested continuing the budget to the next meeting. In reply to Board Member Watkins' inquiries, Assistant City Manager Jacobs advised that departments had been asked to keep budgets flat except for salaries and benefits. If the Library Board wished to add items to the budget, then staff would have to make a supplemental request, which the City Manager would consider. She suggested the Board approve the budget. Salaries and benefits would meet contractual requirements as prepared by the Finance Department. Motion made by Board Member Watkins, seconded by Board Member King, and carried (4-0-0-1) to recommend the Library budget with the notation that salaries and benefits would not exceed contractual requirements. AYES: Johnson-Tucker, Ray, Watkins, King NOES: ABSTENTIONS: ABSENCES: Coulter 9. Newport Beach Public Library Wireless "Wi-Fi" Internet Access Policy Staff requests that the Trustees review suggested revisions and approve a proposed Library Wi-Fi access policy. Library Services Director Hetherton recalled the Library Board's discussion about combining the Wi-Fi Policy with the Internet Use Policy. He preferred the Wi-Fi Policy not become a Council policy; although, it seemed many Library policies were Council policies. Board of Library Trustees Meeting Minutes February 21, 2017 Page 5 In reply to Chair Johnson-Tucker's inquiries, Library Services Director Hetherton indicated the Board would have the most control if the policy remained an internal policy. The Board could make changes as needed if it were an internal policy. He did not believe the IT Department would make the Library Wi-Fi Policy a Council policy. Board Member Watkins noted Mr. Mosher's comment regarding Wi-Fi access being available during normal Library business hours and between the hours of 6:00 a.m. and 10:00 p.m. Chair Johnson felt the Library should not promise Wi-Fi access would be available outside normal business hours by including it in the policy. Library Services Director Hetherton stated groups meeting at the Library outside normal business hours often needed Wi-Fi access. The system would be automated to turn on and off at specified times. Motion made by Board Member Watkins, seconded by Board Member King and carried (4-0-0-1) to approve the Library Wi-Fi Access Policy as presented. AYES: Johnson-Tucker, Ray, Watkins, King NOES: ABSTENTIONS: ABSENCES: Coulter 10. Library Laptop Policy Staff requests that the Board review, make suggested revisions, and approve the Newport Beach Public Library Laptop policy. Library Services Director Hetherton reported patrons preferred laptops to iPads for general use. The Library's iPads would be circulated as Tech Toys and used for training in the Media Lab. He had removed references to iPads in the Laptop Policy for those reasons. In response to Chair Johnson-Tucker's questions, Library Services Director Hetherton indicated circulation of iPads would transition to the Circulation Policy. A revised Circulation Policy would be presented at a later date. In reply to Board Member King's inquiry, Library Services Director Hetherton indicated the replacement charges for laptops and iPads were fairly accurate because the City purchased them in bulk. In 14 years, only two devices had been stolen or broken. Loaning laptops and iPads had worked well for the Library. In response to Vice Chair Ray's question, staff stated ten laptops were available at Central Branch, eight at Mariners Branch, and two each at Corona del Mar and Balboa Branches. Chair Johnson-Tucker concurred with Mr. Mosher's point regarding Item Number 8 of the policy. Staff clarified that Item 8 was meant to advise customers that they were not receiving the full amount of time allowed for checkout. Chair Johnson-Tucker suggested the item state laptops were due at the Reference or Circulation Desk 30 minutes before closing. Board Member Watkins also noted Mr. Mosher's comment regarding renumbering the items. Board of Library Trustees Meeting Minutes February 21, 2017 Page 6 Motion made by Vice Chair Ray, seconded by Board Member Watkins and carried (4-0- 0-1) to approve the Laptop Policy with revisions as discussed. AYES: Johnson-Tucker, Ray, Watkins, King NOES: ABSTENTIONS: ABSENCES: Coulter 11. Lecture Hall Update Update on lecture hall by Chair Jill Johnson-Tucker and request to present findings to Foundation and City Council. Chair Johnson-Tucker reported she and others had met with the architect, Robert Coffee, to determine whether more parking spaces could be retained in the parking lot. Mr. Coffee recommended restriping and renumbering the lot and moving the building slightly for less impact on the parking lot. Currently, the best location for the lecture hall is adjacent to Central Library. Another purpose of the meeting was to compile materials to present to the Library Foundation and the City Council. She wanted to present the project to the Foundation the following week. If the Foundation agreed to raise funds for the project, then it would be presented to the City Council likely in March. In reply to Vice Chair Ray's inquiry, Chair Johnson-Tucker stated she would probably present the feasibility study to the Foundation. The Foundation and the Witte Lecture Committee were excited about the project. Chair Johnson-Tucker felt the timing was unfortunate in that the City Council had requested projects be delayed. The Foundation's willingness to raise a significant portion of funds could make a lecture hall more palatable to the City Council. In response to Board Member Watkins' question, Chair Johnson-Tucker advised that the presentation to Council on February 28th had been withdrawn. Assistant City Manager Jacobs believed the Board would gain an idea of the City Council's support for a lecture hall project in the future. Motion made by Board Member Watkins, seconded by Vice Chair Ray and carried (4-0- 0-1) to support a presentation of the lecture hall project to the Library Foundation and City Council. AYES: Johnson-Tucker, Ray, Watkins, King NOES: ABSTENTIONS: ABSENCES: Coulter 12. Library Services Report of Library issues regarding services, customers, and staff. Library Services Director Hetherton advised that the Pew Research Center's 2016 report for libraries emphasized teaching people to use a digital tool; making public spaces more comfortable; and ensuring accessibility to Wi-Fi. He was pleased the Library had been Board of Library Trustees Meeting Minutes February 21, 2017 Page 7 responsive to customers and offered these accommodations independent of the report. He wanted to continue pursuing enhancements that provided benefits to customers at a low cost. The City recently upgraded to Office 2016 and trained staff on its use. In response, he had sent a message to staff about additional training available through Lynda.com and received nice comments from staff. In response to Board Member King's question, Library Services Director Hetherton indicated his message listed all courses relevant to Office 2016 so that staff had direct access to them. Library Services Director Hetherton added that at least three Council Members expressed interest in the lecture hall project. Chair Johnson-Tucker noted seating was a problem when lectures sold out. In reply to Chair Johnson-Tucker's inquiry, Library Services Director Hetherton stated staff had received great comments regarding changing to Rosetta Stone. Services that were advertised on television were often favorites of Library patrons. B. Monthly Reports 13. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Library Services Director Hetherton presented a report on behalf of Board Member Coulter. Friends of the Library raised $16,129 in January 2016 from store, Amazon, and auction house sales compared to $16,693 in January 2017. The last quarterly book sale raised $2,731. Every Tuesday was buy-one-get-one-free day. The annual membership luncheon was scheduled for June 6 with Wendy Lawler as guest speaker. In reply to Chair Johnson-Tucker's question, staff advised that Friends of the Library donated $400,000 to the Library in 2016, but $200,000 of that amount was raised in a year prior to 2016. 14. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. With Board Member King's agreement, Chair Johnson-Tucker would become the liaison to the Library Foundation. Board Member King had no report. 15. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Ray reported the Jon Meacham lectures had sold out. Presales for the next three lectures were quite high. Board of Library Trustees Meeting Minutes February 21, 2017 Page 8 Chair Johnson-Tucker noted Library Live had become active. In the future, perhaps a Board Member should be appointed to liaise with them. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher remarked that there are currently eight Library policies contained in the City Council Policy Manual, but the City Council had never discussed or modified them because it did not have the power to set rules and regulations for the Library. He suggested the Library Board resume the tradition of each fiscal year reporting to the City Council on the state of the Library. In reply to Board Member Watkins' question, Library Services Director Hetherton reported he could send a survey about the Balboa Branch, but it might be too close in time to the Corona del Mar Branch Project. The Council gave no indications with respect to the Balboa Branch at its February 14 meeting. Board Member Watkins commented that initiating interest at this point would not be appropriate. IX. ADJOURNMENT – 6:31 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes