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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 August 21, 2017 - 5:00 p.m. I. CALL MEETING TO ORDER – Chair Johnson-Tucker called the meeting to order at 5:03 p.m. II. ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion Trustees Present: Chair Jill Johnson-Tucker; Secretary Paul Watkins; Board Member Doug Coulter Trustees Absent: Vice Chair Janet Ray; 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 Senior IT Analyst Avery Maglinti 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 suggested a future item regarding Library staff positions. Board Member Watkins requested an updated roster of employees. V. PUBLIC COMMENTS Jim Mosher reported that the City Council changed Policy I-1 and eliminated other City Council Policies pertaining to the Library. Board Member Watkins noted that Library Services Director Hetherton had notified Board Members of the Council's action. He had discussed it and shared insights with Library Services Director Hetherton. Board of Library Trustees Meeting Minutes August 21, 2017 Page 2 VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the July 17, 2017 Board of Library Trustees Meeting 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Board Member Watkins recognized the patrons' complimentary comments regarding Kristen Sonntag and Jeremy Rodriguez. 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. In response to Board Member Watkins' questions, Support Services Coordinator Melissa Kelly advised that the final expenditure report for Fiscal Year 2016-17 would be presented to the Board at their September meeting. She used the same column titles as in the City spreadsheet, but she would change those if the Board wished. Board Member Watkins questioned whether "over/under budget" would be a better title than "available budget." In reply to Board Member Watkins' queries, Support Services Coordinator Kelly explained that an over-expenditure would result in a negative amount shown in the report. A few of the amounts in the revised budget column changed because the budget was amended during the year. The Board of Library Trustees votes to accept new funds. Most of the surplus funds will be returned to the General Fund. In answer to Chair Johnson-Tucker's question, Support Services Coordinator Kelly indicated the original and revised amounts reflect donations. The change in the utilities amount resulted from a mistake in the original budget. In response to Board Member Coulter's inquiry, Support Services Coordinator Kelly explained that donations from the Friends of the Library and the Library Foundation are placed in separate accounts, and are not shown in the expenditure report. 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 Watkins, seconded by Board Member Coulter, and carried (3-0-0-2) to approve the Consent Calendar as presented. AYES: Johnson-Tucker, Watkins, Coulter Board of Library Trustees Meeting Minutes August 21, 2017 Page 3 NOES: ABSTENTIONS: ABSENCES: Ray, King VII. CURRENT BUSINESS A. Items for Review 6. Information Technology Update City Information Technology staff will provide an update on Library IT services and projects. Senior IT Analyst Avery Maglinti reported that in the previous year, staff upgraded the Millennium ILS and moved it to a faster server; launched a new Library website; began the Daily Pilot archiving project; implemented a new firewall; upgraded Cassie software; implemented high-speed internet; eliminated the login to Wi-Fi; and set up computers for Coding for Kids classes. Staff is developing a Request for Proposals for a new ILS system. Some of the items will be replacing public laptops at Central Library and older laptops at Mariners Branch, upgrading software on all machines in the Media Lab, and hopefully the Daily Pilot archiving project will be completed. The Corona del Mar Branch will get a high-speed internet connection, and a satellite location will be added at Marina Park. Chair Johnson-Tucker noted the positive response to removing the login for Wi-Fi access. 7. Facilities Review Per the request by the Board at their July 17, 2017 meeting, staff will re- review in more detail how the public uses the Library's facilities. Library Services Director Hetherton reported that some key topics are programming and a lecture hall for Central Library, building replacement for Corona del Mar and Balboa Branches, and increasing space in Mariners Branch. Staff is reimagining spaces at Central Library to increase capacity. If a new Central Library lecture hall is approved, then parking and staffing will be considerations. The public responds to improvements with increased use. None of the facilities are subpar, but they could be modernized. Chair Johnson-Tucker suggested forming a subcommittee to create a wish list of improvements for facilities. Library Services Director Hetherton advised that Library staff meets with Public Works staff annually to discuss facility concerns. Chair Johnson-Tucker expressed concern that changes to City spaces adjacent to Libraries could result in the loss of space for Library expansion. Board Member Coulter felt the publication of Library events in the Stu News promotes use of the Library. Library Services Director Hetherton appreciated the public's use of Libraries but did not want patrons to feel Libraries were too crowded. In response to Chair Johnson-Tucker's request, Library Services Director Hetherton recommended forming a task force to explore options for Mariners Branch. Board of Library Trustees Meeting Minutes August 21, 2017 Page 4 In reply to Board Member Coulter's questions, Library Services Director Hetherton explained that Public Works handles maintenance and repairs. The City Council makes decisions regarding expansion and major improvements. Board Member Watkins suggested the Corona del Mar Branch not be included in discussions about improvements because plans for the branch have been made. He also suggested Library Services Director Hetherton develop a list of short-term, medium-term, and long-term needs for Central, Mariners, and Balboa and present it to the Board in September. Library Services Director Hetherton indicated he could prepare a report for the September meeting. In reply to Board Member Coulter's questions, Library Services Director Hetherton advised that staff discusses Library concerns and requests with Public Works Director Webb. Director Webb then decides whether to budget for projects or to discuss them with the City Manager. 8. Corona del Mar Project Update Library Services Director Tim Hetherton will update the Board on Corona del Mar Branch project. Library Services Director Hetherton reported that the wood decking has been replaced and painted. He purchased two additional fans, which have improved conditions in the Library. Staff did not have to close the Library during the recent hot weather as it has in the past. He wanted to proceed with interior and exterior painting, installing a changing table in the restroom, and cleaning upholstery and the carpet. The survey regarding hours of operation had received few responses since the last report. He concurred with Board Member Watkins' suggestion to reconsider the hours of operation when the replacement building opens. Board Member Watkins indicated the painting, cleaning, and changing table have already been approved. If the Council decides to proceed with construction, it will take months to obtain a bid and construct the building. Therefore, these approved items should be done now. 9. Statistical Comparison of Newport Beach Public Library Support Groups and Regional Peer Libraries, 2015/16 Staff will report on support groups at regional peer libraries. Library Services Director Hetherton appreciates the success, support, and operation of the Library Foundation and the Friends of the Library. Only one other Library has both Foundation and Friends groups, and the annual gift from both entities is considerably smaller than the gift from the Newport Beach Library Foundation and the Friends of the Library. Palo Alto had a very successful Foundation, but it concentrated on improving the four buildings and dissolved once it accomplished that goal. In reply to Chair Johnson-Tucker's query, Library Services Director Hetherton defined peer libraries as being similar to Newport Beach with respect to population, income, and support from local government. Future comparisons could be limited to Libraries in a specific region or to other three star libraries. Many of the Friends groups sell books and accept cash donations. Board of Library Trustees Meeting Minutes August 21, 2017 Page 5 Board Member Coulter reported that the Friends of the Library will be advertising book sales of other Libraries in an effort to increase sales for both our Library and the other Libraries. Library Services Director Hetherton noted that the Huntington Beach Friends of the Library provided only slightly more funds than the Newport Beach Friends of the Library, even though its assets are considerably greater than Newport Beach's assets. Chair Johnson-Tucker stated no other peer group is as successful as the Newport Beach Friends of the Library and Foundation. 10. Comparison of Auditorium Facilities at Newport Beach Public Library and Regional Peer Libraries Staff will provide a report on auditorium facilities at regional peer libraries. Library Services Director Hetherton advised that Huntington Beach and Carlsbad Libraries have an auditorium facility. Ideally, Libraries are best advantaged if they are located close to an auditorium for the public use. Santa Monica has a small auditorium, but Santa Monica's usage numbers are much greater than Newport Beach Library's. Mr. Hetherton felt Santa Monica had to turn away patrons because of the small size of their auditorium. On the other hand, an auditorium could be too large for the anticipated audience. Mountain View has a fine facility, but it is not under the Library's purview. Board Member Watkins understood Mr. Mosher's concerns about the limited usefulness of comparisons with other facilities; however, the presented information is enlightening, and will be useful to have when presenting the auditorium concept to the City Council. 11. Lecture Hall Update Report Update on the lecture hall by Chair Jill Johnson-Tucker. Chair Johnson-Tucker reported the challenge now is how to proceed. She suggested that a few Council Members and Board Members meet to discuss an auditorium. Assistant City Manager Carol Jacobs indicated however, that combining Council Members and Board Members is not permissible by law. Chair Johnson-Tucker felt the next step is to determine whether the City Council wants a report from the Library Board of Trustees. Information suggests an auditorium could be located at Central Library; however, plans need refining. Assistant City Manager Jacobs suggested a meeting between the City Manager and a Board Member. The City Manager will be able to provide some insight into Council's thoughts. Chair Johnson-Tucker indicated she would schedule a meeting with the City Manager. Board Member Watkins remarked that the City Council does not favor major special projects at present, and that Assistant City Manager Jacobs made a good and appropriate suggestion for the City Manager to meet with a Board Member. Board of Library Trustees Meeting Minutes August 21, 2017 Page 6 In answer to Board Member Coulter's inquiry, Assistant City Manager Jacobs advised that a Board Member can chat with a Council Member. Having more than one Council Member and more than one Board Member in a meeting is not appropriate. The City Attorney has advised Council Members not to attend Board or Commission meetings. 12. Request to Close Libraries on December 7, 2017 for Staff Training Staff will present a proposal to the Board of Library Trustees to close NBPL facilities on December 7, 2017. Library Services Director Hetherton reported the Library staff is committed to training and requests closure of all Library locations for training on December 7, 2017. Training can lead to a shift in culture. StrengthsFinder identifies staff as individual persons with different perceptions and different ways of accomplishing tasks so that staff can align their personalities with tasks. This training would benefit staff, but closing all Libraries is a concern. Board Member Coulter felt it was a great idea. Chair Johnson-Tucker understood the need to re-energize staff. Perhaps all Libraries could be closed on a date when maintenance is scheduled to occur. Library Services Director Hetherton indicated December 7 was suggested because that is the date the instructor is available. He would attempt to schedule training to coincide with software upgrades or facility maintenance. Chair Johnson-Tucker expressed concern that December 7 is close to holiday closures and is a time when students are working on end-of-semester projects. Board Member Watkins noted the importance of continuing education. He expressed concern about closing all facilities for a full day and the public's perception of such a closure. He suggested closing all facilities at 3:30 and starting training at 4:00 or scheduling the training for a Sunday when two Branches are already closed. He also suggested postponing a decision in order to consider other options. Library Services Director Hetherton agreed to return to the Board with alternatives. 13. Library Services Report of Library issues regarding services, customers and staff. Library Services Director Hetherton thanked Friends of the Library for its generous donation. Staff is seeing more dogs in the Library. Laws and regulations govern service animals and staff's response to service animals. Most patrons are receptive to staff notifying them that dogs are generally not allowed in the Library. Chair Johnson-Tucker commented that comfort dogs accompany people suffering from anxiety. Board of Library Trustees Meeting Minutes August 21, 2017 Page 7 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 reported that the Friends of the Library now has 861 members. In July, the Friends received $2,172 from sales on Amazon. The Bookstore raised another $16,145 in sales, which included a special sale of hardback and vintage books. The Friends are having a 3 for a $1 hardback book sale on September 16. 13. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Chair Johnson-Tucker advised that the Foundation has a new member who is organizing the budget. Programming for the upcoming year has been determined. 14. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Chair Johnson-Tucker noted programming has been scheduled for the coming year. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher remarked that the City Attorney is concerned about conducting a serial meeting of Council Members. Individual Board Members can talk with individual Council Members but should not inquire about the Council Member's position on the topic being discussed. Mr. Mosher also commented that the California Public Library Advocates offers Board Member training that could be valuable. Chair Johnson-Tucker thanked Mr. Mosher for his input. IX. ADJOURNMENT – 6:15 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes