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HomeMy WebLinkAboutMINUTES CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes July 17, 2017 - 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; Secretary Paul Watkins; Board Member Jerry King (arrived at 5:15 p.m.), 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 Branch and Youth Services Coordinator Debbie Walker III. ELECTION OF OFFICERS The Board of Library Trustees shall nominate and elect Board Members to serve as Chair, Vice Chair, and Secretary for FY 2017-2018. Motion made by Vice Chair Ray, seconded by Board Member Coulter, and carried (4-0-0-1) to nominate Chair Johnson-Tucker for Chair, Vice Chair Ray for Vice Chair, and Secretary Watkins for Secretary. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King IV. NOTICE TO THE PUBLIC V. 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 announced Walter Stahr would discuss his new book on Monday, October 2, 2017, at 7:00 p.m. in the Friends of the Library Room. Board of Library Trustees Meeting Minutes July 17, 2017 Page 2 VI. PUBLIC COMMENTS In response to Jim Mosher's inquiry, Chair Johnson-Tucker explained that Board Member King has another year in his appointment, and that City Council reappointed Board Member Coulter after he served a one-year replacement for a past Board Member. Mr. Mosher suggested that matters for a future agenda should be at the end of the agenda. A quorum of the Board attended the field trip to the Los Angeles Public Library, to which Chair Johnson-Tucker replied that Board Members did not discuss Library business. Mr. Mosher noted incorrect closures for the Mariners Branch and the Corona del Mar Branch in the agenda staff report of proposed holiday closures. Library Services Director raised the issue that the City currently eliminates records that are more than three years old and that the Library currently follows the City policy. Mr. Mosher stated that he does not believe that this is a good policy for the Library. VII. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the June 19, 2017 Board of Library Trustees Meeting Chair Johnson-Tucker thanked Board Member Watkins for reviewing the minutes. 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Board Member Watkins complimented Greg Johnson and Sarah Emmerson for their service to Library patrons as indicated in customer comments. 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. 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 Board Member King arrived at 5:15 p.m. Board of Library Trustees Meeting Minutes July 17, 2017 Page 3 VIII. CURRENT BUSINESS A. Items for Review 6. Proposed Library Closures for Winter Holidays 2017 Staff recommends a proposed library holiday schedule for Board approval. Library Services Director Hetherton reported that on Sundays and Mondays, the Corona del Mar Branch is closed, and on Sundays, the Balboa Branch is closed. The City gives employees a half-day holiday on the evenings before the Christmas and New Year holidays. The Library has to adjust its hours when a holiday eve falls on Saturday or Sunday. Because Christmas Eve and New Year's Eve fall on Sunday, staff proposes closing the Library Sunday, December 24 and Sunday, December 31. Mr. Mosher noted that Tuesday, December 26 shows Mariners closed all day, and Wednesday, December 27 shows Corona del Mar closed all day, and that both should show as open from 9:00 a.m. to 6:00 p.m. Board Member Watkins felt it was important for all branches to close all day on December 24, and 31. Library Services Director Hetherton had proposed that it would be the best way to allocate hours to avoid overtime and not to affect patrons. In response to Chair Johnson-Tucker's questions, Library Services Director Hetherton advised that, if a holiday eve falls on a weekday, staff would work from 9:00 to 1:00, which is when the Library is open on Christmas Eve and New Year’s Eve, and then would take the other half of those days as a holiday. In the past, the Library had closed all week observing the City holiday closure schedule; however, patrons wanted to use the Library during that time. The staff report presents a compromise, which allows staff to take time off and still provide service to patrons. Chair Johnson-Tucker believed staff proposed a good solution. It doesn't make sense for the Library to stay open on Sunday, for Christmas Eve and New Year's Eve, in order to be open a half day. Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried (5-0-0-0) to approve the proposed Library schedule for Winter Holidays 2017 with revisions as noted by Mr. Mosher. AYES: Johnson-Tucker, Ray, Watkins, King, Coulter NOES: ABSTENTIONS: ABSENCES: 7. Statistical Comparison Report of Peer Libraries Staff will provide a sample statistical comparison of the Newport Beach Public Library and regional peer libraries. Library Services Director Hetherton reported that he had provided the statistics per capita and added detail to the State Library's report. The Newport Beach Public Library is at the top of its peer libraries, and it is competing with some that are not. The Library's collections are especially good, and its program attendance is good especially in comparison with its Board of Library Trustees Meeting Minutes July 17, 2017 Page 4 peers. The State no longer tracks circulation but provides ratios and percentages. He is particularly interested in expenditures per circulation or per visit. If that number is high, then the Library is providing more service or spending more money. The Newport Beach Public Library accomplishes so much with a small staff and draws many people to programs. He wished the State could measure responsiveness or service to the community because those are our Library's strongest accomplishments. In reply to Board Member Coulter's query, Branch and Youth Services Coordinator Debbie Walker indicated the Irvine library is one of 37 County libraries. Library Services Director Hetherton added that the County Librarian reports to the County Board of Supervisors. In response to Chair Johnson-Tucker's inquiries, Library Services Director Hetherton advised that the data is pertinent to the library system rather than to the individual library. The County operates more libraries than cities do. Board Member King noted the many programs and events held at the Library. He asked if the large number of nonresident patrons tend to skew the data. Library Services Director Hetherton stated that the high percentage of cardholders to residents shows that many out of the area patrons are willing to travel to the Library. The Library does not charge a nonresident fee for a Library card. Board Member King believed the data could be viewed different ways. The ranking could affect budget allocations to the Library. He wanted to link patrons' use of the Library with benefits to the City. There could be benefits that would help defer overhead costs associated with the Library offering space for public meetings. He encouraged staff to think about different ways to use the statistics in order to make an argument for City Council funding. In reply to Chair Johnson-Tucker's questions, Library Services Director Hetherton reported staff purchases eBooks that patrons demand. The eBook services to which libraries subscribe offer books in the public domain, self-published books, and free books. Branch and Youth Services Coordinator Walker added that staff favors quality over quantity when selecting eBooks. Circulation and Technical Processing Coordinator Melissa Hartson explained that part of the basis for the cost of database licenses is on the number of Library users. Staff needs an accurate count of people who use Library services to negotiate a fair price. It was noted that cardholders whom have not used their library card for three years be purged. If a former cardholder wants to use a service, then staff can re-enter the cardholder's data. Chair Johnson-Tucker suggested staff use "inactive status" rather than "purge." Board Member Watkins noted that the cards Board Members obtained at the recent visit to the Los Angeles Library be used within one year, or they become inactive. Based on that restriction, three years is more than reasonable. Board Members requested a comparison of peer libraries based on private funds, endowments, and auditoriums. Library Services Director Hetherton agreed to provide information at the August Board meeting. Board of Library Trustees Meeting Minutes July 17, 2017 Page 5 Resident Mr. Mosher questioned seemingly contradictory information for the Cerritos Library. Branch and Youth Services Coordinator Walker replied that this is due to the Cerritos Library being a destination library. In response to Board Member King's questions, Library Services Director Hetherton indicated that program attendance data is for Library-sponsored programs, and core services, as staff counts attendance at events sponsored by the Library only. Staff has data for all uses of the Friends Room. Chair Johnson-Tucker requested Library Services Director Hetherton provide information on use of the Friends Room. Board Member Watkins recommended caution in reviewing statistics. Resident Ronnie Watkins noted the Library's generosity with all users in the use of its facilities and checking out collections and computers. 8. Corona del Mar Project Update Library Services Director Hetherton will update the Board on Corona del Mar Branch project. Results of the recent Corona del Mar public survey concerning hours of operation are also included. Library Services Director Hetherton reported that the repaired and repainted deck is now complete, and the water heater replaced at no charge. He ordered two more oscillating fans and told staff they can close if it becomes uncomfortably hot in the Library. The survey concerning hours of operation had not received many responses; therefore, he will leave the survey open a little longer. Responses showed some demand for the branch to be open on Mondays, but there is not overwhelming support for it. Between February and December 2016, 15-20 people used the branch on an average night. If the branch closes earlier in the evening, it will lose 15-20 percent of its daily visits. Chair Johnson-Tucker noted that she was unable to find the survey on the website when she looked earlier in the day. In reply to Vice Chair Ray's inquiry, Library Services Director Hetherton indicated two staff people are always in the Library when it is open. Board Member Watkins suggested continuing with the current hours. When the new facility is completed, the Board can revisit the hours of operation and consider Monday hours and eliminating or reducing evening hours. Chair Johnson-Tucker noted some survey respondents supported Sunday hours but stated they were not users of the Library. Branch and Youth Services Coordinator Walker explained that it was not economically feasible to provide two staff people for the two or three people who visit on Sunday. Library Services Director Hetherton added that having the two largest branches open on Sunday achieves a nice economy of scale. In response to Board Member King's questions, Library Services Director Hetherton indicated that this survey is not in relation to the previous survey. Board Member King suggested that the responses are possibly skewed due to respondents having an existing relationship with the Library. He questioned whether survey questions reach the target audience or elicit responses that would inform ways to attract more users. Board of Library Trustees Meeting Minutes July 17, 2017 Page 6 Resident Ronnie Watkins suggested placing a notice on Library doors or on the website directing people to other branches. Chair Johnson-Tucker stated that the survey is unclear, and concurred with Board Member Watkins' suggestion to continue the current hours and revisit the issue when the new facility is ready. Library Services Director Hetherton felt a spike in attendance would occur once the new facility opens, and that data could inform a decision about hours of operation. 9. Facilities Review Staff will review each NBPL facility and how they are used by the public. Chair Johnson-Tucker asked for continuation of this to the August meeting. She suggested Board Members think about a wish list for facilities and services. Library Services Director Hetherton requested Board Members provide him with their concerns so that he may respond to them. 10. Lecture Hall Update Update on the lecture hall by Chair Jill Johnson-Tucker. Chair Johnson-Tucker has not heard back from Assistant City Manager Carol Jacobs and does not have an update at this time. 11. Library Services Report of Library issues regarding services, customers and staff. Library Services Director Hetherton acknowledged an article concerning the Pew Research Center's assertion that libraries are widely used by millennials. He noted that many of these customers are in the Library, particularly in the study area. Longtime employee Kim Crawford retired on June 29. She is highly regarded, and missed. This position will be filled, and the duties will be streamlined. Branch and Youth Services Coordinator Walker reported the Summer Reading Program would have a science fair the following day, in which 120 people have built projects. 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 reported the Friends have appointed new Board Members with new ideas. The Friends gained 88 new members in May and June from their quarterly Book Sale and the rare Book Appraisal. The profit in June was $17,555 and $208,924 for the fiscal year. Lynn Brown is now handling publicity. The Friends have several new projects to raise funds. Board of Library Trustees Meeting Minutes July 17, 2017 Page 7 Library Services Director Hetherton announced a presentation of the $250,000 gift check from the Friends of the Library is scheduled for the July 25 City Council Study Session at 4:00 p.m. 13. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Chair Johnson-Tucker did not attend the Library Foundation meeting but will provide a report once she receives minutes from the meeting. 14. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Ray advised that the Witte Lectures Committee is not currently meeting. IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher reported hearing comments that the Mariners Branch lacks group study areas. X. ADJOURNMENT – 6:12 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes