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HomeMy WebLinkAboutMINUTES CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library, Corona del Mar Branch Library 420 Marigold Avenue, Corona del Mar, CA 92625 Meeting Minutes June 19, 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 Library Services Manager Natalie Basmaciyan Circulation & Technical Processing Coordinator Melissa Hartson Support Services Coordinator Melissa Kelly Branch and Youth Services Coordinator Debbie Walker 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 advised that she, Vice Chair Ray, Secretary Watkins, Library Services Director Hetherton, Library Services Manager Natalie Basmaciyan, and Library Foundation members traveled to the Los Angeles Library at the invitation of the Newport Beach Public Library Foundation. The facility is beautiful. V. PUBLIC COMMENTS None. VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the May 15, 2017 Board of Library Trustees Meeting 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Board of Library Trustees Meeting Minutes June 19, 2017 Page 2 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. Board Member Watkins noted the Customer Comments received and recognized Aric Wu an employee at Central Library, for his assistance to Library patrons. Chair Johnson-Tucker recognized Library Services Manager Basmaciyan for her work. Motion made by Board Member Coulter, seconded by Board Member Watkins, and carried (4-0-0-1) to approve the Consent Calendar as presented. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King VII. CURRENT BUSINESS A. Items for Review 6. Branch Update Corona del Mar Corona del Mar Branch Librarian Andrea Jason will provide the annual update of the Corona del Mar Branch Library. Branch and Youth Services Coordinator Debbie Walker reported ordering and programming are returning to normal because of the delay in the construction project. Staff booked performers for the summer reading program. Four computers are available for public use in the adult area and two in the children's area. Laptops, printers, and scanners are also available for public use. The Corona del Mar Branch is proving to be an ideal location for proctoring exams. Companies pay $25 an hour to use the Library for overseeing the proctored exams. In response to questions from the Board, Branch and Youth Services Coordinator Walker indicated that online organizations are offering exams at the Library for students, realtors, stockbrokers, and others. Staff is responsible for checking in the individuals taking exams, and then Staff collects and mails the exams to the companies offering the exams. Branch and Youth Services Coordinator Walker noted that programming continues to be popular. Songs and Stories is the most popular story time. Story times are currently on a break, but in some cases, patrons continue to show up for them even though not scheduled. Attendance for non-performance events is low; performers draw the larger crowds. The number of staff at the Corona del Mar Branch remains consistent. Staff is Board of Library Trustees Meeting Minutes June 19, 2017 Page 3 mindful of the situation with the construction project when planning events and programming. Chair Johnson-Tucker calculated 117 people visit the Branch daily, which is a significant number. Branch and Youth Services Coordinator Walker noted attendance in the evenings on Tuesdays and Thursdays is sparse. Library Services Director Hetherton suggested that when the new facility opens, the Branch could be open on Monday and the Tuesday\Thursday evening hours eliminated. Chair Johnson-Tucker suggested an alternative of the Branch closing at 8:00 p.m. rather than 9:00 p.m. In response to Board Member Watkins' inquiry, Library Services Director Hetherton remarked that data shows sparse attendance at night on Tuesdays and Thursdays. The public calls the Branch on Mondays and the public has asked about opening the Corona del Mar Branch on Mondays, and members of the public still come to the entrance even though the Branch is closed. Opening on Mondays and eliminating evening hours could result in higher customer counts. The Branch is located in a residential area, and residents would probably prefer seeing fewer cars and pedestrians making use of the Corona del Mar Branch on Tuesdays and Thursdays. Chair Johnson-Tucker noted that additional staff may be required if the Branch were to open two more hours each week. In reply to Board Member Coulter's remarks, Library Services Director Hetherton reported that staff needs to provide notice and obtain public comment regarding a change in operating hours. Staff will return with data based on a brief survey to be placed online. In response to Chair Johnson-Tucker's query, Library Services Director Hetherton did not believe a change in hours would be detrimental if staff can provide valid justification for the change and if there is no public outcry. Vice Chair Ray suggested a trial period of new hours. Board Member Coulter added that a trial period would provide data. Chair Johnson-Tucker suggested staff request public opinion about new hours before implementing a trial period. Library Services Director Hetherton advised that a public survey will be conducted by staff, and results of the survey to be provided to the Library Board of Trustees at their July or August meeting. Branch and Youth Services Coordinator Walker indicated staff has old data about evening attendance. Staff will begin collecting new data. 7. Adult and Reference Services Update Library Services Manager Natalie Basmaciyan will provide an update on adult library services. Library Services Manager Natalie Basmaciyan reported the first genealogy series concluded on June 7. Approximately 30 people attended all the classes. Staff will debrief the series and review class size. Staff received many compliments about the series. Board of Library Trustees Meeting Minutes June 19, 2017 Page 4 In response to Chair Johnson-Tucker's questions, Library Services Manager Basmaciyan indicated the series can move to a larger room, but staff will still limit the class size so as not to overwhelm the instructor. The public registered for the series in advance, with seven people placed on a waiting list. Library Services Manager Basmaciyan announced that the newest Library Clerk, now passport certified, held her first solo appointment the prior week. The one-year anniversary of Tech Toys occurred in May. Staff discussed allowing customers to pick up and hold items at branches. She is discussing 2018 programming for Tuesdays at Two and Lets Talk Tech classes with reference staff. Attendance for Tuesdays at Two has dropped dramatically over the past year or so. The evening classes have better attendance, but attendees are asking for topics taught during the day. She has solicited staff input regarding ways to increase attendance. Over the summer break, staff will focus on summer reading programs and maintaining service standards. In reply to Board Member questions, Library Services Manager Basmaciyan reported the post office continues to offer walk-in passport services. Most people find it easier to come to the Library with an appointment. Many other public libraries once allowed walk-in passport service but switched to appointments because it is difficult to predict the need for staff with walk-in customers. Passport services do not generate revenue for the Library, but they do for the City's General Fund. City Hall ceased its passport service. The Library now has ten staff members certified for passports. In response to Chair Johnson-Tucker's inquiry, Library Services Manager Basmaciyan advised that people are accustomed to using the internet and databases now; therefore, they do not need to ask questions of reference staff. The public will be able to ask staff about available databases, and ways to access them. 8. Financial report Comparison of Beginning Budget to End of the Year Amended Budget Support Services Coordinator Melissa Kelly will report on Budget Amendments for FY 2016/2017. Support Services Coordinator Melissa Kelly reported the Library adds quite a bit of money to its base budget over the year. The bulk of additional funds comes from Library Foundation and Friends of the Library donations. Of all City departments, the Library has the second greatest midyear increase because of those donations. This is a good City- community partnership. The Library provides approximately a third of the cost of the Literacy Program; the State Library Literacy grant provides a third; and private donations and Newport/Mesa ProLiteracy fundraising provides a third. For the first time, staff requested a budget increase for deferred maintenance at Mariners Branch. In reply to Board Member Watkins' comments, Support Services Coordinator Kelly explained that the budget report was prepared as of June 1. By June 30, all funds will be expended and will include the next three pay periods, quarterly contract payments, and internal service funds. 9. Corona del Mar Project Update Board of Library Trustees Meeting Minutes June 19, 2017 Page 5 Library Services Director Tim Hetherton will update the Board on Corona del Mar Branch project. Library Services Director Hetherton reported the Council approved funds for the project in the 2017-2018 Capital Improvement Plan. A construction contract has not been awarded yet. Director Hetherton will let the Board know once that information is known. The City Manager could present the last bid, which was deemed too high, to the Council in September for reconsideration, or instruct staff to obtain a new bid. Construction costs will not likely decrease; therefore, it could be in the City's best interest to proceed with the project. In reply to Board Member Watkins' queries, Library Services Director Hetherton believed the Uptown Newport development fee has now, been paid to the City, but he will confirm that and update the Board. If the project proceeds sooner rather than later, perhaps maintenance items of the deck and fans can moved forward. It would be nice to have some idea of when the project might happen, so staff could perhaps decide NOT to proceed with the plans of interior/exterior painting (which was one of the items on the matrix). Chair Johnson-Tucker remained concerned regarding the $7,000 expense to repair the deck and suggested patching rather than repairing the deck. Library Services Director Hetherton indicated patrons' safety is the main concern. Patching the deck could be acceptable if it is only for a short time. The termite item is complete. Support Services Coordinator Kelly advised that the City is awaiting the contractor's insurance information to begin repairs to the deck. She could issue a work order for the City’s General Services Department to patch the deck. In reply to Board Member Watkins' remark, Library Services Director Hetherton advised that the fans are due to arrive Wednesday. Board Member Watkins clarified that a possible course of action is to do cosmetic and safety repairs to the deck now and to defer interior and exterior painting. Chair Johnson- Tucker favored that idea and requested additional information prior to making a final decision on repairs. Resident Jim Mosher reported that the City received a $19 million development fee from Uptown Newport. The Council formed a committee to make a recommendation as to the best use of those funds. The Library Board might lobby the committee for support of the Corona del Mar Branch project. Library Services Director Hetherton clarified that the project remains undecided. He had only heard that September may be a possible time for the Council to discuss the project. He recommended proceeding with patching the wood deck and installing fans. A decision on painting could be delayed to the next meeting. Board Member Watkins referred to Assistant City Manager Jacobs' comments at the last meeting about the City awarding a contract for the project. Board Member Watkins recommends that we defer interior and exterior painting and proceed with patching the wood deck. Board of Library Trustees Meeting Minutes June 19, 2017 Page 6 Support Services Coordinator Kelly felt no action on the construction project will be taken for at least six months. She recommended the deck be repaired and exterior woodwork be painted. The deck repair and painting will probably cost $4,000-$5,000. Vice Chair Ray concurred with repairing the deck for safety reasons. Motion made by Board Member Watkins, seconded by Vice Chair Ray, and carried (4-0-0-1) to repair the deck and then have it painted by a professional contractor and to defer interior and other exterior painting. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King The Library Board of Trustees returned to Item A6. 10. Lecture Hall Update Update on the lecture hall by Chair Jill Johnson-Tucker. Chair Johnson-Tucker reported she contacted Assistant City Manager Jacobs regarding timing for a study session with the Council, but she has not heard back. Because Assistant City Manager Jacobs had suggested September as a possible timeframe, Chair Johnson-Tucker will plan for September until she hears something different from Assistant City Manager Jacobs. 11. Library Services Report of Library issues regarding services, customers and staff. Library Services Director Hetherton advised that the Library began a social media campaign called NBPL Reads. He requested the Trustees post a snapshot of themselves reading to Twitter or Instagram as a way to support the Library and to show reading is fun. Library Services Director Hetherton stated that the Trustees can send their photos to Greg Johnson or to him. The Friends of the Library held a nice event to install its new leadership and to present the Library with a $250,000 donation. The donation is much appreciated. B. Monthly Reports 12. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member Coulter advised that he and 92 members of the Friends of the Library attended the luncheon. Wendi Lawless, the keynote speaker, read from two books. The excellent food was prepared by Wendy Frankel. Members of the Friends are very active in pursuing funding sources. The Friends' donation of $250,000 is an increase from the past donation of $205,000. 13. Library Foundation Liaison Report Board of Library Trustees Meeting Minutes June 19, 2017 Page 7 Trustee update of the most recently attended Library Foundation Board meeting. Chair Johnson-Tucker was not able to attend the most recent meeting. Library Services Director Hetherton reported that staff presented the wish list to the Library Foundation, and they are considering it. Usually they return with some suggestions or revisions. During the meeting, the Foundation made committee assignments. 14. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Ray reported that the Witte Lectures committee is considering speakers for the next year. There will not be any announcements until all of the speakers have been arranged. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Chair Johnson-Tucker thanked Board Member Watkins for reminding her that Dorothy Larson's husband passed away the prior week. Mrs. Larson is Chair of the Library Foundation. Board Member Watkins felt Steve Larson deserves the Board's adjournment in his honor. Mr. Larson was an accountant, who suffered from cancer. Mrs. Larson has been remarkable in caring for him and maintaining her community activities. Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried (4-0-0-1) to adjourn the meeting in honor of Steve Larson. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King IX. ADJOURNMENT – 5:58 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes