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HomeMy WebLinkAboutMINUTES CITY OF NEWPORT BEACH Board of Library Trustees Meeting Minutes March 20, 2017 - 5:00 p.m. I. CALL MEETING TO ORDER – Chair Johnson-Tucker called the meeting to order at 5:00 p.m. in the rear study area at the Balboa Branch Library. 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 Doug Coulter Trustees Absent: Board Member Jerry King Staff Present: Library Services Director Tim Hetherton Administrative Support Specialist Elaine McMillion Assistant City Manager Carol Jacobs Library Services Manager Natalie Basmaciyan Circulation & Technical Processing Coordinator Melissa Hartson Support Services Coordinator Melissa Kelly Branch and Youth Services Coordinator Debbie Walker Balboa Branch Librarian Evelyn Rogers Senior Clerk & Technical Processing Supervisor Julie Duncan Library Assistant Laurie Sanders 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) None. V. PUBLIC COMMENTS None. VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the February 21, 2017 Board of Library Trustees Meeting Board Member Watkins wished to include Mr. Mosher's revisions of "changing to Rosetta Stone" in the final paragraph of Item A.12 and "the Jon Meacham lectures" in the first paragraph of Item B.15 to the minutes. Board of Library Trustees Meeting Minutes March 20, 2017 Page 2 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Board Member Watkins recognized Natalie Basmaciyan, Daisy Hernandez, and Helen Medina who were praised in patrons' comments. 3. Library Activities Monthly update of library events, services and statistics. In response to Board Member Watkins' inquiries, Library Services Manager Basmaciyan explained that several neighboring libraries recently began offering Lynda.com, and patrons may be going to those libraries to access Lynda.com. Secondly, patrons may have finished their coursework and did not need additional courses on Lynda.com. The lack of data for Consumer Reports was a reporting error from the database service. 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. Motion made by Board Member Coulter, seconded by Board Member Watkins, and carried (4-0-0-1) to approve the Consent Calendar with revisions as discussed. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King VII. CURRENT BUSINESS A. Items for Review Chair Johnson-Tucker announced Item 10, Corona del Mar Branch Update, would be heard first. 10. Corona del Mar Branch Update Trustee Paul Watkins will update the Board on recommended maintenance for the Corona del Mar Branch in lieu of the project deferment. Board Member Watkins reported he and Library staff met on February 27 to develop a list of necessary maintenance projects with a budget of $50,000-$90,000. Thereafter, a final matrix of proposed projects with cost estimates was prepared and submitted. The estimated useful life of the proposed maintenance projects was 3-5 years. Library Services Director Hetherton advised that he met with Public Works and Municipal Operations representatives to draft a plan of action for the projects. Funding was available Board of Library Trustees Meeting Minutes March 20, 2017 Page 3 for proposed projects. The first project would likely be termite eradication, for which the Library could be closed for only one day. Unfortunately, not all projects could be accomplished in one timeframe. Joy Brenner was impressed with the list of projects and the cost. Mary Lou Hergel was delighted by the proposal for window-mounted air conditioning units, but she was concerned about being able to open and close windows for safety reasons. Tinting the windows would slightly alter the view through windows. She had hoped furniture would be replaced rather than cleaned. In reply to Vice Chair Ray's question, Support Services Coordinator Kelly indicated that only the library windows would be tinted. Rhonda Watkins remarked that the ocean breeze could not be relied upon to cool the Library. Several buildings between the Library and the ocean block the breeze. Board Member Coulter supported the proposed projects because they saved money and improved the Library. Chair Johnson-Tucker felt the proposed projects were needed even if the building project occurred in three to five years. In reply to Vice Chair Ray's question, Library Services Director Hetherton indicated the electrical panel would be upgraded if needed. Motion made by Vice Chair Ray, seconded by Board Member Coulter, and carried (4-0-0- 1) to approve the matrix of proposed projects as presented with the electrical panel upgrade if necessary. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King Chair Johnson-Tucker thanked Board Member Watkins and staff for their good work. 6. Balboa Branch Library Report Branch Librarian Evelyn Rogers will present the annual update on Balboa Branch activities. Balboa Branch Librarian Rogers shared the history of the Branch, which is open 60 hours per week with late nights on Mondays and Wednesdays. Unique to the Branch are its nautical collection, a 3-D Blu-Ray video collection, and Newport Beach Historical Society displays. The Branch is staffed with one full-time librarian and four part-time positions. The service population is 5,372 people. From March 2016 to February 2017, checkouts totaled 59,846; 7,499 reference questions were received; 851 children attended story time; and 489 children attended special programs. The Branch's collection consisted of 35,527 items. Branch staff cleaned, rearranged, and discarded materials to ensure materials were relevant and useful. Children's services were comprised of two story times a week Board of Library Trustees Meeting Minutes March 20, 2017 Page 4 and one special program each month. Coloring pages and games were available for children in the Library. Recent special programs included Pokemon play, DIY Make It Fly, and Let's Make Comics. During the summer, 228 people attended special programs, and 79 registered for the summer reading program with 28 completing it. Jim Mosher noted the Balboa Branch project was not listed as deferred in the facilities financing plan and questioned whether the project would proceed. Library Services Director Hetherton assumed but did not know for sure that the project would be deferred the same as the Corona del Mar project. Assistant City Manager Jacobs did not believe the City Council discussed projects beyond fiscal year 2017/2018. The future of those projects is currently unknown. In response to Rhonda Watkins' question, Balboa Branch Librarian Rogers advised that special programs were scheduled for 3:30 to allow school children to attend. No one had requested programs be scheduled for weekends. 7. Library Material Selection and Downloadable Services Circulation and Technical Processing Coordinator Melissa Hartson will provide the annual update on Collection Development activities. Circulation & Technical Processing Coordinator Hartson reported each collection was maintained by a specific staff librarian. She listed the factors considered in selecting materials, including trends, seasonal demand, current events, curriculum needs, award winners and nominees, and reviews from trade journals. Materials were discarded to ensure collections were current, accurate, and relevant. Discarded materials were sold through the Friends of the Library, Better World Books, or Discover Books. New features were phonics readers, which had been checked out 760 times in the last year; a crime and suspense category for DVDs; and additional streaming video content through the OverDrive service. In reply to Board Member Watkin's question, Circulation & Technical Processing Coordinator Hartson indicated R-rated DVDs were labeled as R-rated; available to patrons 18 years of age and older; and separated from family-oriented DVDs. Chair Johnson-Tucker was pleased with the handling of discarded materials. 8. From Order to Shelf Senior Clerk and Technical Processing Supervisor Julie Duncan will provide a presentation on NBPL materials acquisition. Senior Clerk & Technical Processing Supervisor Duncan reported the Technical Services Department labeled, barcoded, and cataloged materials found on Library shelves. The majority of materials arrived shelf-ready, so that Library staff received materials, reviewed vendors' work, and ensured materials reached Branches. In response to Board Member Coulter's inquiry, Senior Clerk & Technical Processing Supervisor Duncan indicated the circulation process ensured materials checked out at one branch and returned at another branch made their way back to the original branch. Board of Library Trustees Meeting Minutes March 20, 2017 Page 5 In reply to Jim Mosher's question, Senior Clerk & Technical Processing Supervisor Duncan explained that generally materials remained with the Branch that selected them. If material was being discarded, librarians would determine whether another branch could use it. 9. Donations to the Library Staff recommends that the Board of Library Trustees accept a check in the amount of $9,300 from the NBPL Foundation for restricted disbursement. Library Services Director Hetherton recommended the Board accept the donation of funds designated for large-print books, the Balboa Branch, children's books, and the Literacy Program. Motion made by Board Member Watkins, seconded by Vice Chair Ray and carried (4-0- 0-1) to accept the donation of $9,300 from the Newport Beach Public Library Foundation. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King 11. Lecture Hall Update Update on the lecture hall by Chair Jill Johnson-Tucker. Chair Johnson-Tucker advised that she had updated the Library Foundation and inquired about their interest in submitting findings to the City Council and raising funds for the project. The Foundation voted to do so. She and staff were compiling information regarding the need for a lecture hall. Hopefully, the City Council will hold a Study Session on the project the following month. In reply to Jim Mosher's inquiry, Chair Johnson-Tucker indicated the cost could be in the range of $5 million. 12. Library Services Report of Library issues regarding services, customers, and staff. Library Services Director Hetherton suggested the vetting of news stories should include reviewing the authority, the scope, and the time of the story, and cross-checking purported facts with known sources. The Library had a role in empowering the citizenry to make good choices. B. Monthly Reports 13. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member Coulter reported the Friends of the Library, at the last meeting, voted to increase its donation to $250,000. Friends members now totaled 896. The Friends would have a table at the OASIS volunteer event on April 12-14. Board of Library Trustees Meeting Minutes March 20, 2017 Page 6 14. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Chair Johnson-Tucker reiterated that the Library Foundation voted to support the lecture hall. During the Foundation meeting, Library Services Manager Basmaciyan presented information about the data pilot program; Library Services Director Hetherton provided a wish list; a Foundation Member reported on marketing systems; and the Foundation discussed financial information. 15. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Ray advised that the next lecture by Dr. Wade Davis was scheduled for April 7 and 8. Dr. Davis was featured in a Greg MacGillivray IMAX film, Grand Canyon Adventure: River at Risk. She understood Mr. MacGillivray would introduce Dr. Davis on April 7. Chair Johnson-Tucker noted Isabel Wilkerson, author of The Warmth of Other Suns, would be the following speaker. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Joy Brenner, Friends of the Corona del Mar Library Board Chair, requested the Library Board of Trustees schedule an agenda item regarding support for the Corona del Mar Branch building project at the next meeting. Some City Council Members were in favor of pushing construction forward. The proposed maintenance projects were reasonable for temporary measures. Mary Lou Hergel concurred with Ms. Brenner's request. Rhonda Watkins remarked that her school students from Huntington Beach loved Newport Beach Libraries. Jim Mosher reported the Library Acts mandated free public libraries available to everyone. Funds raised by the Library Foundation were intended to support the Library but were supporting Witte Lectures, which were not free and open to everyone. He suggested Witte Lectures be recorded and made available through the Library. Chair Johnson-Tucker advised that few speakers allowed recording of their lectures. Older lectures were recorded and made available for viewing. IX. ADJOURNMENT – 6:11 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes