HomeMy WebLinkAboutMINUTES
CITY OF NEWPORT BEACH
Board of Library Trustees
Newport Beach Public Library, Central Library
1000 Avocado Avenue, Newport Beach, CA 92660
Meeting Minutes
May 15, 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 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
Marketing Specialist Katherine Mielke
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 noted the success of the Gift of Literacy luncheon. The event was
fabulous.
V. PUBLIC COMMENTS
Jim Mosher suggested the minutes include the location of the meeting.
VI. CONSENT CALENDAR
A. Consent Calendar Items
1. Minutes of the March 20, 2017 Board of Library Trustees Meeting
A lack of quorum resulted in the April 17, 2017 Board of Library Trustees Meeting being
cancelled.
Chair Johnson-Tucker requested the minutes include the meeting location. Revisions to
Item 6. Balboa Branch Library Report to read in the present tense.
Board of Library Trustees Meeting Minutes
May 15, 2017
Page 2
2. Customer Comments
Monthly review of evaluations of library services through suggestions and
requests received from customers.
Board Member Watkins recognized Nadia Dallstream, Daisy Hernandez, Claire
Constantino, Susie Sheng, Debbie Williams-Lopez, Shelley Pricer, and Liz McKibbin at
Mariners Branch for positive comments that members of the public submitted about them.
3. Library Activities
Monthly update of library events, services and statistics.
In response to Board Members' questions, Library Services Manager Natalie Basmaciyan
reported that she received the Rosetta Stone usage reports dating back to January late in
the prior week. From January to April, Rosetta Stone was used 213 times. Ms. Mielke
publicizes Rosetta Stone through email blasts and the City Manager newsletter. The high
usage of Kids InfoBits probably occurred through word of mouth. The Balboa Branch
Librarian is a good advocate for this database. AskART is the one remaining database
related to art and is only accessible in-house.
4. Expenditure Status Report
Monthly expenditure status of the library's operating expenses, services,
salaries and benefits by department.
Board Member Watkins remarked that Library Services Director Hetherton provided a
revised list of expenditures. Library Services Director Hetherton indicated the revised list
should replace the list sent to Board Members in their meeting packets. He has updated
and corrected the list.
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 that there is a full agenda for the upcoming June 19, 2017
Board of Library Trustees meeting. This meeting will be at the Corona del Mar Branch.
Motion made by Board Member Watkins, seconded by Vice Chair Ray, 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
Board of Library Trustees Meeting Minutes
May 15, 2017
Page 3
VII. CURRENT BUSINESS
A. Items for Review
6. Marketing Update and Social Networking Update
Marketing Specialist Katherine Mielke will provide the annual briefing on
Library marketing and social media activities.
Marketing Specialist Katherine Mielke reported the meeting packet contained a marketing
summary of projects accomplished during the fiscal year. The main project was the
Library's new website, which launched on February 1. The response to the new website
has been very good with very few negative comments. The website needed a new, more
modern look, and staff wanted to use the same content management system as the City.
According to survey results, 65 percent of customers learn about library programs via the
website. Ms. Mielke reviewed new features of the website such as ads that focus on
upcoming events, better locations for Library support groups, an events calendar, quick
links on each page, links to programs and to NBTV videos, and individual pages for each
branch. A banner across the top of the website will mark events such as closures. A
month or two of website analytics indicates the website hosted about 1,200 individual
users per day, but the number of sessions is much higher. Katherine noted that 27 percent
of users are between 18 and 24 years of age, and 33 percent are between 25 and 35
years of age. The website has a higher male audience, and social media and email blasts
have a higher female audience.
In response to Chair Johnson-Tucker's question, Ms. Mielke advised that the Library’s
website links to Google Analytics, which can provide information about browsers used,
number of hits per page, popular pages, and much more.
Board Member Watkins commented that the website is as complete, current, and
welcoming as any website he has seen.
Ms. Mielke remarked that the new system is easier to use and more people can add
information to the website.
In reply to Chair Johnson-Tucker's inquiries, Ms. Mielke did not know how often the
website should be overhauled. The next overhaul will likely occur when the City decides
to change systems. Library website content is completely different from City website
content, with some of this content shared between the two websites. Library staff
designates whether an event remains on the Library website only or shared with the City
website. Ms. Mielke oversees the website, a web team handles problems, each branch
handles its own page, and Francine Jacome handles much of the calendaring.
Ms. Mielke reviewed other accomplishments such as the customer survey, an update of
eBranch and Media Lab brochures, and the Digital Saturday event. In addition, staff sends
out regular press releases regarding major events, lists events in online calendars, posts
flyers to an online system for schools, and each month sends information to local
publications. The Library uses print media including calendars, brochures, and rack cards.
In response to Chair Johnson-Tucker's question, Ms. Mielke advised that the Library
Foundation is now using an outside artist for its brochures.
Board of Library Trustees Meeting Minutes
May 15, 2017
Page 4
Chair Johnson-Tucker thanked Ms. Mielke for her great work.
Ms. Mielke reported she continues to work on increasing the number of followers on social
media. Goals for next year are to use the website more, to continue showcasing digital
resources, to focus on local history, and to improve wayfinding signage.
Jim Mosher commented that sometimes Library events appear on the City calendar and
sometimes they do not. In Mr. Mosher’s opinion, the Library is missing some marketing
opportunities. On the City's calendar and in Mr. Mosher’s opinion the many arts events
detract from other Library events.
Staff will ensure that future Library events will be designated for inclusion on the City
calendar. Cultural Arts events, lectures, and general community events are on the City
website. Ms. Mielke works with City staff to ensure the many Library events do not
overload the City website.
7. Media Lab Update
Library Services Manager Natalie Basmaciyan will report on Media and
Sound Lab usage, resources, and management.
Library Services Manager Natalie Basmaciyan reported the Media Lab opened to the
public in November 2013 and is coming to the end of its five-year lifecycle. Reference
staff will review information to determine which software and services the Library needs
to change and add in the Media Lab. Staff may add scrapbooking software depending on
pricing and availability and may change the content of Let's Talk Tech. In teaching
technology classes, two staff members utilize Lynda.com tutorials for higher level
computing. Attendance has been high at the first genealogy series and Digital Saturday
events. The Media Lab has had a lot of usage lately not related to computing. As of the
April report, MAC workstation sessions total 2,366 for the year, PC workstation sessions
total 2,988, and Sound Lab sessions total 610. The Sound Lab is booked almost every
day. Ms. Basmaciyan thanked the Board for changing the Wi-Fi access policy as it
benefited Media Lab customers. Many users of the Media Lab are 15-40 years old, and
they work on school projects or collaborative creative projects.
In response to Chair Johnston-Tucker's questions, Ms. Basmaciyan indicated new users
visit the Media Lab all the time. Circulation staff promotes the Media Lab.
In reply to Board Member Watkins' inquiry, Ms. Basmaciyan advised that the date for the
next Digital Saturday should be in mid-September.
8. Corona del Mar Branch Update
Library Services Director Tim Hetherton will update the Board on Corona
del Mar Branch project.
Board Member Watkins reported that if the Uptown Newport project pays the City the $19
million development fee that it owes by the end of the fiscal year, then the recently formed
City Council subcommittee comprised of Council Members Diane Dixon, Scott Peotter,
and Jeff Herdman, will review potential projects that this fee may fund. He and Library
Services Director Hetherton are attempting to discover the best-case and worst-case
Board of Library Trustees Meeting Minutes
May 15, 2017
Page 5
scenarios for progress of the Corona del Mar Branch project. The Board needs to decide
whether none, some, or all items of deferred maintenance should proceed based on the
possibility that the Corona del Mar Branch project may resume.
In response to Chair Johnson-Tucker's inquiries, Library Services Director Hetherton
advised that 14 months elapsed between design of the project and issuance of the request
for proposals. Approval of the budget for the next fiscal year will provide a sense of where
this project is going. The bid process could take six months to a year to unfold. Then,
there could be a timetable for demolition. Chair Johnson-Tucker added that the fire
department would have to vacate its portion of the building.
Assistant City Manager Carol Jacobs indicated that even if City Council approves the
budget on July 1, 2017 that the release for bids would not happen before the end of the
year. In a best-case scenario, an awarded contract could be six to nine months later. In
a worst-case scenario, an awarded contract may happen a year later. A construction
timeline would probably be 18-24 months.
In reply to Chair Johnson-Tucker's question, Ms. Jacobs suggested the Board proceed
with at least four or five deferred maintenance items that concern customers. It is best to
get those funds encumbered before the end of the fiscal year.
Board Member Watkins felt the termite treatment should occur first with other items
following.
Library Services Director Hetherton recommended the Board not proceed with the window
air conditioner units because they are not effective. A standalone unit would be more
effective, but the cost is approximately $13,000. He did not recommend spending $13,000
for a unit that would be used for only two years. In the past, the branch closed when it
became too hot.
In response to Chair Johnson-Tucker's question, Branch and Youth Services Coordinator
Debbie Walker reported the branch closed probably two times last year. When the indoor
temperature reaches 85 degrees, staff closes the branch and directs customers to Central
Library.
In response to Chair Johnson-Tucker's question, Library Services Director Hetherton
indicated that in order to use portable units building modifications are required. However,
portable units are less expensive than installing permanent AC.
Board Member Watkins suggested Chair Johnson-Tucker work with Library Services
Director Hetherton to find alternative solutions for cooling the building while other items of
deferred maintenance proceed.
At Chair Johnson-Tucker's request, Board Member Watkins agreed to work with Library
Services Director Hetherton.
Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried
(4-0-0-1) to proceed with deferred maintenance items other than air conditioning and
window replacement. Board Member Watkins and Library Services Director Hetherton
will explore alternatives to air conditioning and window replacement items.
Board of Library Trustees Meeting Minutes
May 15, 2017
Page 6
AYES: Johnson-Tucker, Ray, Watkins, Coulter
NOES:
ABSTENTIONS:
ABSENCES: King
9. Lecture Hall Update
Update on the lecture hall by Chair Jill Johnson-Tucker.
Chair Johnson-Tucker did not have an update. The concept needs to be presented to the
Council soon because the Foundation wants to move forward. Library Services Director
Hetherton indicated that June would not be the best time to present this project to City
Council because of the budget issues taking place at the same time, and presenting two
Library projects at the same time is not a good idea. Perhaps presenting this concept to
City Council after July is best.
Assistant City Manager Carol Jacobs did not believe City Council would be receptive to
additional expenditures. She will discuss with the City Manager a possible Council study
session for the Board so that the Board could present its findings with respect to the lecture
hall. However, it may be best to schedule the Council study session in September. The
City Manager would know the appropriate time to schedule a Council study session.
Toby Larson, Library Foundation, advised that the NBPL Foundation is very anxious to
move ahead with the lecture hall due to the need for a larger facility. It should be a top
priority for next year.
Chair Johnson-Tucker indicated the Foundation wants to be a major part of fundraising.
Ms. Jacobs and Library Services Director Hetherton will speak with the City Manager
about the appropriate time to schedule a presentation to the Council.
10. Friends of the Library Wish List
Staff requests that the Board of Library Trustees review and approve the
wish list which will be presented to the Friends of the Library.
Library Services Director Hetherton reported the wish list is a fairly standard list and is
composed items including best sellers, audiovisual materials, children and young adult
print materials, a database called Flipster, the Lucky Day collection, and a gift of $5,000
for the Literacy Program. This year will mark the largest gift to the Library, $250,000.
In reply to Chair Johnson-Tucker's question, Library Services Director Hetherton advised
that the Friends allocated $15,000 for an opening day collection for the Corona del Mar
Branch. The Friends will retain those funds until the situation with the Corona del Mar
Branch is resolved.
In response to Board Member Watkins' inquiry, Library Services Director Hetherton
explained the process for developing a wish list. Typically, staff develops a list of items
and presents it to the support group. The group reviews the list and notifies staff whether
it has funds to support the list. Staff then presents the list to the Board, and the Board
Board of Library Trustees Meeting Minutes
May 15, 2017
Page 7
approves or amends the list. The list goes to the board of the support group who revises
or approves the list. This year is different in that the Friends notified staff of the amount
they could give. Generally, the Friends give more than $200,000, and the Foundation
gives $200,000 more or less.
Chair Johnson-Tucker stated typically support groups fund programming that the Library
cannot fund. Last year staff suggested redoing the study carrels, which the Board and the
Foundation approved. Library Services Director Hetherton added that the Board tends to
ask the Foundation for technology and building improvements.
11. Library Foundation Wish List
Staff requests that the Board of Library Trustees review and approve the
wish list which will be presented to the Library Foundation.
Library Services Director Hetherton reported the list is atypical in that it includes shelving
units for Mariners, blinds for the clerestory windows at Central Library, and signage and
wayfinding.
In reply to Chair Johnson-Tucker's question, Library Services Director Hetherton
explained that wayfinding consists of physical signs for all branches and an interactive
electronic kiosk for Central Library.
Library Services Director Hetherton advised that the list contain the usual items such as
eBooks, the Daily Pilot project, Lynda.com, AWE stations, displays for the Balboa Branch,
and a gift for the Literacy Program.
Jim Mosher inquired about the "pitch an idea" program.
Library Services Manager Natalie Basmaciyan explained that now staff proposes projects
directly to the Library Foundation. This is the next generation of the "pitch an idea"
program.
Motion made by Board Member Coulter, seconded by Vice Chair Ray and carried (4-0-0-
1) to approve wish lists for both the Friends of the Library and the Library Foundation as
submitted.
AYES: Johnson-Tucker, Ray, Watkins, Coulter
NOES:
ABSTENTIONS:
ABSENCES: King
Library Services Director Hetherton will present the wish lists to the boards of each support
group.
Board of Library Trustees Meeting Minutes
May 15, 2017
Page 8
12. Concierge Service and Weekly Story Time at Marina Park
Staff requests that the Board of Library Trustees approve a plan to offer a
concierge service and a weekly story time program at the Marina Park
facility on the Balboa peninsula.
Library Services Director Hetherton noted the Library offers concierge service at OASIS
and Newport Coast, both of which are successful. Concierge service allows a customer
to pick up and return books. In response to Mr. Mosher's comment, staff plans to add a
standalone kiosk for catalog searches and self-check-outs in the future. Because Marina
Park is looking for additional programming, Library staff suggested story time on a weekly
basis, probably on Mondays. Story time at Marina Park will not detract from the Balboa
Branch, but will increase convenience and provide more access for customers. The two
services will have minimal costs and not require additional staff.
In response to Vice Chair Ray's question, Branch and Youth Services Coordinator Debbie
Walker indicated Marina Park has a room that is ideal for story time and is not used on
Mondays. Story time could begin after the summer reading program on the last Monday
in August. Library Services Manager Natalie Basmaciyan added that Marina Park offers
day camps for children during the summer.
In reply to Chair Johnson-Tucker's inquiries, Ms. Walker advised that programming at
Marina Park would not reduce services at the Balboa Branch. Library Services Director
Hetherton reported a Recreation Department staff person who is familiar with concierge
service is available at Marina Park to assist customers.
Chair Johnson-Tucker felt reassured that new programming at Marina Park would not
imply that the Balboa Branch is unnecessary in any way. Library Services Director
Hetherton did not believe the Balboa Branch programming would diminish the
programming at Marina Park.
In response to Chair Johnson-Tucker's inquiry, Circulation and Technical Processing
Coordinator Melissa Hartson explained that staff would work with the Recreation
Department on the physical set up, as this service needs to be set up in the Integrated
Library System. Once that is complete, the concierge service will be ready for use.
Motion made by Board Member Coulter, seconded by Board Member Watkins, and carried
(4-0-0-1) to approve implementation of concierge service and story time at Marina Park
after the summer of 2017.
AYES: Johnson-Tucker, Ray, Watkins, Coulter
NOES:
ABSTENTIONS:
ABSENCES: King
13. Library Services
Report of Library issues regarding services, customers and staff.
Library Services Director Hetherton reported people are using the Friends Room for many
purposes, through a combination of Library and City programs and meetings. It is widely
used so that some folks requesting use of the Friends Room have to be turned away.
Board of Library Trustees Meeting Minutes
May 15, 2017
Page 9
Print books are returning in popularity while, generally speaking, the popularity of eBooks
is declining. However, the demand for eBooks at the Library is increasing. EBooks are a
good deal for library users, and people like them.
B. Monthly Reports
14. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board
meeting.
Board Member Coulter commented on the enthusiasm and activity of the Friends
volunteers to support the Library. The vendor buying books for recycling has been slow
in paying proceeds to the Friends, and the Friends is concerned. At a recent event
regarding opportunities for volunteerism, 20-25 people talked to the Friends about
volunteer opportunities. The annual Friends of the Library luncheon and installation of
officers is June 6, 2017 in the Friends Room. The speaker is Wendy Lawless. Members
of the Friends can have their books appraised at no charge at an upcoming appraisal
event. The last quarterly book sale raised $3,080.
15. 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 April. She is
unable to attend the next meeting and requested another Board Member attend in her
place.
16. Witte Lectures Committee Liaison Report
Trustee update of the most recently attended Witte Lectures Committee's
monthly meeting.
Vice Chair Ray was unable to attend the last meeting of the Committee. The next meeting
is Thursday, May 18. The lecture season is over, and the Committee is planning the next
season.
VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
In response to Board Member Watkins' inquiry, Chair Johnson-Tucker advised that review
of the Library expansion donor wall had been on the monitoring list for some time. She
understood the Library Foundation is not be making any changes; therefore, there will not
be a report for the Board. The Foundation is adding names to the wall but not making any
changes to the wall. Library Services Director Hetherton reported the Foundation's plan
for next year is to increase efforts to find major donors interested in having plaques on the
wall. Chair Johnson-Tucker felt there was no further need for a report on an annual basis,
and should no longer list it on the monitoring list.
Branch and Youth Services Coordinator Debbie Walker thanked three Board Members for
their participation in National Library Week. Council Member Will O'Neill is a huge library
fan.
Board of Library Trustees Meeting Minutes
May 15, 2017
Page 10
Jim Mosher noted that Library customers are able to change only their email address
online and should be able to also change other personal information online, and that the
website should provide direction to customers in this regard.
Library Services Director Hetherton did not believe customers can change other
information through the current Integrated Library System, but staff is looking into that
feature in a new system. Staff verifies information when customers physically check out
materials.
Support Services Coordinator Melissa Kelly reported Google Analytics obtained
customers' personal information from sources other than the Library's database. The
Library did not make information available to Google Analytics. Customers may change
their email addresses to ensure continued receipt of email notifications.
In response to resident Chuck Fancher's question, Chair Johnson-Tucker explained that
the need for a lecture hall is due to the heavy use of the Friends Room and because
seating on the flat floor blocks sightlines during events. The $5 million amount is not
accurate as there are no plans on which to formulate a cost estimate.
Board Member Watkins reported he recently visited San Diego's Central Library, which
has a 110-seat auditorium. The auditorium is very impressive.
Vice Chair Ray left the meeting at 6:35 p.m.
Toby Larson clarified that the San Diego auditorium actually seats 350.
IX. ADJOURNMENT – 6:36 p.m.
Submitted by: Jill Johnson-Tucker
Chair Approval of Minutes