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HomeMy WebLinkAboutMINUTES CITY OF NEWPORT BEACH Board of Library Trustees Meeting Minutes January 17, 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 Douglas Coulter Trustees Absent: Board Member Jerry King Staff Present: Library Services Director Tim Hetherton Administrative Support Specialist Elaine McMillion Library Services Manager Natalie Basmaciyan Branch & Youth Services Coordinator Debbie Walker Circulation & Technical Processing Coordinator Melissa Hartson Support Services Coordinator Melissa Kelly 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) In response to Board Member Watkins' question, Library Services Director Hetherton reported that staff had not received any comments from the public regarding the Library holiday closure. The closures did not appear to have been an undue burden for the public. Board Member Watkins announced the Boat Parade Awards dinner and auction is scheduled for January 27, 2017. The Library Foundation had provided swag bags and tickets to the Witte Lecture series. V. PUBLIC COMMENTS None. VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the December 19, 2016 Board of Library Trustees Meeting Board Member Watkins responded to Jim Mosher's comments and requested the minutes be amended to reflect his abstention from the vote on the Minutes only and the correct Board of Library Trustees Meeting Minutes January 17, 2017 Page 2 spelling of Lizanne Witte. He noted that on Saturday, January 14, 2017 the Library Board did confirm at the Council's goal-setting meeting that the request for new bids had not been issued for the Corona del Mar branch project. 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. Motion made by Board Member Coulter, 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, Coulter, Watkins NOES: ABSTENTIONS: ABSENCES: King VII. CURRENT BUSINESS A. Items for Review 6. Corona del Mar Branch Project Update Staff will update the Board on the progress of the Corona del Mar branch project. Library Services Director Hetherton reported that the City Council and staff discussed the possibility of scaling back funds for City facilities on January 14. The City Council did not specifically address the Corona del Mar branch project; however, public comments generally supported the project with one commenter questioning the project. He also noted that City Manager Dave Kiff had stated that he had some informal recommendations to make to the Council about facilities, but he did not make those recommendations at the meeting. The Request for Proposals (RFP) for the Corona del Mar branch project had not been reissued because the Public Works Department was awaiting Council direction. He would follow up with the City Manager and urged Board Members to contact Council Members to support the project. In reply to Vice Chair Ray's questions, Library Services Director Hetherton felt the Council discussion was not sufficient; however, the branch project and other facilities were not actionable items. He knew the Council would not make decisions at the meeting. Circumstances had changed since the Council's last meeting. Board of Library Trustees Meeting Minutes January 17, 2017 Page 3 In response to Board Member Watkins' inquiry, Library Services Director Hetherton thought approximately 50 or 60 citizens attended the Council meeting. Chair Johnson-Tucker noted both Board Member Watkins and she were present at the meeting and spoke in favor of proceeding with the bid process. Having heard the whole presentation about budget concerns, she was unsure what would happen. In speaking afterwards to a couple of Council Members, she thought the Council Members' expectation was the RFP would be issued. The Board would have items to discuss when it learned whether the Council planned to move forward with issuing the RFP. Board Member Watkins encouraged Library Services Director Hetherton to follow-up with the City Manager and Public Works Director to learn the administration's thoughts with respect to the project. Until the City Council made a decision regarding reissuing the RFP, discussing the topic would be unwise. Assistant City Manager Carol Jacobs advised that the Library project was included in the facilities financing plan, which was the overarching issue. On February 14, the City Council was scheduled to hold a study session regarding the facilities financing plan. She anticipated that the City Council would provide direction to staff at that meeting regarding the library and fire station. It would be an important meeting for the Library Board of Trustees to attend. In response to member of the public, Victoria Kertz's questions, Chair Johnson-Tucker indicated the RFP was not reissued after the holidays. The Board did not know whether the Library project would be postponed or constructed separate from the fire station. Resident Jim Mosher commended Chair Johnson-Tucker for her spirited defense of the Library. Mr. Mosher commented that other locations were better suited for construction of the Corona del Mar branch, because the current location was close to Central Library. However, the Board should honor the commitment it made. Chair Johnson-Tucker felt the proximity to Central Library was less of an issue before Central Library moved to its current location. She did not believe there was an issue with having a neighborhood library not far from Central Library. Mr. Mosher noted areas and populations of Newport Beach that were not well served by the Library. 7. Budget Operating Review Staff will provide a review of the Library's budget. Support Services Coordinator Melissa Kelly presented a partial budget to the Library Board for review. The Finance Department was preparing the personnel budget and had not provided staff with a copy. Staff should have a personnel budget prior to the Library Board's meeting on February 21, at which time the Library Board of Trustees could vote to approve the budget and refer it to the City Council. The Library's budget remained flat. The utilities budget mistake had been changed to the $44,000 amount. In reply to Chair Johnson-Tucker's inquiry, Support Services Coordinator Kelly advised that the Fire Department paid the electric bill at the Balboa Branch because there was only one meter for the building. The Library was all electric, so no gas service was needed. Board of Library Trustees Meeting Minutes January 17, 2017 Page 4 Support Services Coordinator Kelly explained dividing funds for the Corona del Mar branch between the Central Library primarily and the Corona del Mar branch because of its potential closure. Funds were still available for the Corona del Mar branch, but they were allocated to other accounts. Staff requested the part-time Literacy Coordinator position be changed to full-time because the amount of work being accomplished in the program justified a full-time position. A good portion of that salary was paid by State grants and public funding. In response to Chair Johnson-Tucker's question, Support Services Coordinator Kelly replied that at 30 hours a week, the Literacy Coordinator was currently enrolled in the Public Employees Retirement System (PERS). The amount of the State grant is not related to funding PERS. The PERS benefit would stay with the position rather than the person, if the current Literacy Coordinator were to retire. Support Services Coordinator Kelly indicated Newport/Mesa ProLiteracy has raised sufficient funds for a two-year investment. Staff requested an increase in funds for maintenance of buildings, mostly for the cleaning service and everyday repairs. In reply to Board Member Watkins' questions, Support Services Coordinator Kelly stated the actual amounts were calculated through early December. Some line items were significantly less than half a year because of how contracts were paid or invoiced and because some large expenses had not occurred yet in the fiscal year. The Library had not over-budgeted for items. At the end of the fiscal year, actuals would closely match budgeted amounts. In response to Chair Johnson-Tucker's request, Support Services Coordinator Kelly related that the Literacy Program began 30 years ago as an initiative by the State Library. State grants were awarded for libraries to start programs. The City's program was operated by volunteers for a couple of years, until the City hired a full-time coordinator to run the program. Slightly less than 20 years ago, the coordinator position was reduced to half-time, and an assistant position was created. The program has grown tremendously in the last five or six years and has been funded through City funds, a State grant and donations. Fundraising has increased during the last 10-12 years. In reply to Vice Chair Ray's concerns regarding painting, nicks in columns, carpet, and chair upholstery, Support Services Coordinator Kelly explained that the lower-grade carpet was installed as part of the project with the Civic Center. The interior of the building had never been completely painted at one time. Staff had presented painting and carpet requests to the Public Works Department for the last couple of years. With respect to the chairs, she had requested the contractor increase the number of times that chairs are cleaned. Staff had requested new carpet for the Mariners Branch, but Public Works provided patches. Library Services Director Hetherton added that he had requested quotes for painting and carpet replacement. In response to Chair Johnson-Tucker's question, Library Services Director Hetherton advised that money was set aside for such maintenance. The first step to expending funds was obtaining a quote for the work. Board of Library Trustees Meeting Minutes January 17, 2017 Page 5 Chair Johnson-Tucker suggested Vice Chair Ray work with Library Services Director Hetherton to identify items for maintenance. In reply to Board Member Watkins' question, Support Services Coordinator Kelly indicated a number of contracts for maintenance were not paid on a monthly basis. Maintenance was the one area where all funds would be expended on or before the end of the fiscal year. In reply to Vice Chair Ray's question, Support Services Coordinator Kelly suggested the carpet in the new sections of the Library was chosen for aesthetics rather than durability. Vice Chair Ray suggested the type of carpet Discovery Cube had could be appropriate. Support Services Coordinator Kelly noted the carpet in the majority of the Library had been installed in 2006 and the same brand was used in two of the Branches. In response to Chair Johnson-Tucker's question, Support Services Coordinator Kelly advised that some of Corona del Mar's funds had been fully expended, but staff could move funds from Central Library to Corona del Mar. Mr. Mosher questioned the computation of increases or decreases in line items, particularly the window washing item. Support Services Coordinator Kelly explained that staff had compiled the report; it was not generated with software. The window washing error was a human error. 8. Waiver of Council Policy A-5, Fund Raising/Contracts by City Boards, Commissions or Committees Staff recommends that: 1. The Board of Library Trustees request a temporary exception to Council Policy A-5, "Fund Raising/Contracts by City Boards, Commissions, or Committees," to allow the Board of Library Trustees to assist in the collection of funds on behalf of the Newport Beach Public Library Foundation for the specific purpose of the construction of a lecture auditorium on the Central Library site; and, 2. The Trustees establish a time frame of five years for their involvement in the fundraising effort. Library Services Director Hetherton advised that the rationale for the waiver was to ensure Library Trustees did not violate Council Policy in fundraising for a lecture auditorium. The Board could work closely with the Library Foundation while complying with Council Policy. Five years was an ample time period for the Board's involvement. Chair Johnson-Tucker added that the waiver would allow the Board to approach prospects for donations. Board Member Watkins suggested the Board consider deleting Newport Beach Library Foundation as the recipient of funds and designating funds for the lecture hall and the construction or remodeling of the Corona del Mar Branch. Vice Chair Ray thought the Library Foundation was a 501(c)(3) organization. Board of Library Trustees Meeting Minutes January 17, 2017 Page 6 Library Services Director Hetherton shared that the City Arts Commission, in obtaining a waiver of the Council Policy the prior year, had to stipulate funds would filter through the 501(c)(3) organization rather than City accounts because the City was not a nonprofit organization. Board Member Coulter did not wish to include the Corona del Mar Branch project because it could lead people to believe the Board could do more fundraising. Chair Johnson-Tucker felt asking the Friends of the Library to raise funds would leave the Friends of the Library puzzled. In her opinion, the waiver was fine as written. In response to Vice Chair Ray's question, Library Services Director Hetherton advised that the waiver had been reviewed. In reply to Chair Johnson-Tucker's inquiry, Library Services Director Hetherton stated the waiver could be presented to the Council on January 24th as action the Library Board of Trustees wished to take. Vice Chair Ray noted a donation to the Library Foundation would be tax deductible, but a donation to the City would not. Board Member Coulter, based upon his reading of Policy A-5, questioned the purpose of asking for a waiver. Chair Johnson-Tucker clarified that the Policy required nonprofit groups to generate funds rather than appointed Board and Commission members. Vice Chair Ray added that fundraising by Board Members was a conflict of interest. The waiver would allow Board Members to raise funds. Assistant City Manager Jacobs explained that the Policy was in place because appointed Board Members could not use their power and authority as Board Members to raise funds. If Board Members wanted to raise funds, they should do so for a specific purpose and with Council approval. The Policy and waiver ensured the clear understanding that Board Members were not raising funds and giving them to a nonprofit that did not have a City relationship. Jim Mosher reported that the U.S. Code defined charitable contributions to include gifts to a government. The City had received gifts in the past. The distinction was whether funds were paid to the City for a service or as a donation for general public purposes. Motion made by Board Member Coulter, seconded by Board Member Watkins and carried (4-0-0-1) to approve the waiver as presented. AYES: Johnson-Tucker, Ray, Coulter, Watkins NOES: ABSTENTIONS: ABSENCES: King 9. Children in the Library Staff requests that the Board review suggested revisions, and approve the Children in the Library policy. Board of Library Trustees Meeting Minutes January 17, 2017 Page 7 Library Services Director Hetherton reported the City Attorney revised Section C of the policy. The Police Department agreed that changing the age to 12 years would be good with the understanding that the Library would still be scrutinized as a public entity in the case of an unusual event or a crime. The language about adults unaccompanied by a child was intended to prevent the Children's Room from becoming an adult space. Staff did enforce the language uniformly and fairly. Chair Johnson-Tucker concurred with Mr. Mosher's suggestion to change the first paragraph, fifth line, to "while parents or caregivers are not in attendance." In response to Vice Chair Ray's question, Chair Johnson-Tucker advised that the revised policy would be placed on the website and included in signage. Board Member Watkins suggested changing the caption of Section B to "Children Twelve Years of Age and Older" and adding "except as provided in the next sentence, adults unaccompanied" to the beginning of Section D. Alternatively, Chair Johnson-Tucker suggested combining the two sentences of Section D by deleting "adults may use the Children's Room at Central or children's areas at the branches while" and inserting "unless" before "accompanying or assisting a child." Board Member Watkins agreed. Board Member Coulter questioned the need for "for example" in Section D, unless there were other reasons for adults to be in children's areas. Vice Chair Ray added that the examples were not needed. Branch & Youth Services Coordinator Debbie Walker requested the language be retained because it was a tool for staff to request adults leave children's areas. Jim Mosher suggested adding "to ensure children's resources are always available" at the beginning of Section D. He inquired as to Library policy regarding children in adult areas. Motion made by Board Member Watkins, seconded by Board Member Coulter and carried (4-0-0-1) to approve the Children in the Library Policy as revised in the discussion. AYES: Johnson-Tucker, Ray, Coulter, Watkins NOES: ABSTENTIONS: ABSENCES: King 10. 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 reported that the City Attorney's Office had revised the Policy since the Board's last meeting. The Policy aligned with other libraries' policies and reduced the liability of the Library. When a patron using the Library's Wi-Fi received a copyright warning on a website, the website notified the Internet Service Provider (ISP) that an electronic file had been downloaded. The Policy allowed the Library to state that it did not condone the patron's actions. Board of Library Trustees Meeting Minutes January 17, 2017 Page 8 In response to Chair Johnson-Tucker's inquiry, Library Services Director Hetherton advised that the Library could not identify the patron because the patron no longer had to enter his library card number to access Wi-Fi. Board Member Watkins noted the same words and concepts between the Internet Use Policy and the Internet Access Policy and suggested staff merge the two policies. Chair Johnson-Tucker agreed that having two policies was confusing. In reply to her question, Board Member Watkins indicated several of the same issues were addressed in each policy. He noted Library Services Director Hetherton had disagreed with merging the two policies in earlier email correspondence. Library Services Director Hetherton explained that the Internet Use Policy governed website content while the Internet Access Policy addressed liability issues. The two policies contained common elements but were sufficiently different to warrant two documents. Chair Johnson-Tucker suggested having a policy with two sections and place them on the same webpage so that patrons and staff could view them together. Library Services Director Hetherton agreed to do this. Chair Johnson-Tucker continued this item to the February meeting. 11. Library Services Report of Library issues regarding services, customers and staff. Library Services Director Hetherton indicated he had reviewed Library activities in the report. Chair Johnson-Tucker noted the Real Housewives of Orange County filmed in the Library. Library Services Director Hetherton reported the Library was one of seven Star libraries in the state. Board Member Coulter wanted to ensure the City Council was aware of this fact. Library Services Director Hetherton mentioned the Stahrs who had done many great things over the years. 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 of the Library totaled 837 members. On the first Tuesday of each month, members of Friends of the Library could buy one/get one book free. The book sale in January earned $996. Sixty-seven volunteers attended the Friends' luncheon in December. Board of Library Trustees Meeting Minutes January 17, 2017 Page 9 13. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Library Services Director Hetherton reported no meeting of the Library Foundation since November 2016. 14. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Ray advised that both days of the Meacham lecture had sold out. The title of the lecture would be "Understanding Trump: the Meaning of an American Milestone." The following lecture would be "Inside the NCAA" on March 3 and 4. Tickets were not quite sold out for this lecture. The Witte Lectures Committee discussed selection of varied and timely speakers. The next lectures were scheduled for April 7 and 28. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher concurred with the Library Board of Trustees merging the Internet Use Policy and the Internet Access Policy. The splash screen announcing the revised policy should be concise and informational. A Library webpage explaining copyright issues would be helpful. IX. ADJOURNMENT – 6:21 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes