Loading...
HomeMy WebLinkAboutMINUTES CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library 1000 Avocado Avenue, Newport Beach 92660 Meeting Minutes September 18, 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 Jerry King, Board Member Doug Coulter Trustees Absent: none Staff Present: Library Services Director Tim Hetherton Administrative Support Specialist Elaine McMillion Support Services Coordinator Melissa Kelly Branch & Youth Services Coordinator Debbie Walker Circulation & Technical Processing Coordinator Melissa Hartson 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 recommended moving this item to the end of the agenda for future meetings. Board Member Watkins announced Walter Stahr's presentation on Mr. Stanton, President Lincoln's Secretary of War, is scheduled for October 2. The ProLiteracy Luncheon was held the prior week. Carmen Caicedo presented awards to Negar Pourasad and Melissa Kelly. He recognized Greg Johnson for excellent presentations regarding the Media Lab and lynda.com at Digital Saturday on September 16. He suggested future agendas include a calendar of Library events within the Board of Library Trustees' wheelhouse. Board Members can give a brief description of the events they attend. Chair Johnson-Tucker concurred with the suggestion and requested Library Services Director Hetherton provide Board Members with reminders of events. She suggested that new Board Members attend meetings of groups the Board monitors to learn about them. Vice Chair Ray felt reporting on these events could overwhelm Board meetings. Board of Library Trustees Meeting Minutes September 18, 2017 Page 2 Board Member Watkins recommended that he and Library Services Director Hetherton develop a calendar of significant events, which Board Members might attend on a voluntary basis. V. PUBLIC COMMENTS Jim Mosher remarked that the Board of Library Trustees could use the City's Open Data portal to track expenses and compare the current year to previous years. Perhaps someone from the Finance Department can give a presentation to the Board. VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the August 21, 2017 Board of Library Trustees Meeting Chair Johnson-Tucker and Board Member Watkins incorporated Mr. Mosher's suggested changes to the Minutes. 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Chair Johnson-Tucker noted comments about eating in the Library and suggested that staff can be proactive and walk through the Library to enforce policy. Library Services Director Hetherton indicated staff performs two sweeps of the area per shift, and he will request they perform more sweeps and be conscious of activities, such as eating, particularly at the library’s computers or other library equipment. In response to Board Member Watkins' request, Library Services Director Hetherton reported the ILS vendor and the City's IT Department are investigating the online registration issue. Apparently, hackers have compromised Lynda.com through the Library’s portal. Circulation and Technical Processing Coordinator Hartson clarified that Llynda.com is unable to authenticate the Library's 14-digit bar code numbers, which contributed to the data breach. A new ILS may resolve the problem, but Lynda.com will need to update its authentication security. Library Services Director Hetherton advised that customers can register online, but they have to come into the Library to pick up the card and activate the account. Customers outside the area can pay $10 for staff to mail the card to them. 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. Board of Library Trustees Meeting Minutes September 18, 2017 Page 3 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 recommended the Board review policies in November. Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried (5-0-0-0) to approve the Consent Calendar with the Minutes revised as noted. AYES: Johnson-Tucker, Ray, Watkins, King, Coulter NOES: ABSTENTIONS: ABSENCES: VII. CURRENT BUSINESS A. Items for Review 6. Literacy Program Update The Library's Literacy Coordinator, Cherall Weiss and Newport/Mesa ProLiteracy's Board President, Farah Mozaffar, will give an oral report on the Literacy program and the events. Farah Mozaffar shared the Mission of Newport/Mesa ProLiteracy and statistics regarding staff, learners, and volunteers. She thanked the Board for its support. Cherall Weiss reported classes have expanded over the past year to two or three classes each day, Monday through Thursday. All classes are full at the current time. She will be promoting literacy to Head Start teachers. ProLiteracy has formed a collaboration with Hoag Family Resource Center to provide classes. Career Online High School has seven active students. They will reach out to Newport Beach residents who do not have high school diplomas to determine interest in programming. Literacy Happy Hour, the first of which is scheduled for Saturday, October 22 at 6:00pm in the Friends Room, is a fundraising event with local authors. ProLiteracy will be search for three new Board Members in the coming months. The ProLiteracy Board has two primary goals: fundraising and outreach. They are looking for people with social media and finance skills. Board Member Watkins stated the Literacy Luncheon was very moving. 7. CLLS Literacy Grant Staff requests that the Board accept the California Library Literacy Services (CLLS) grant for Literacy Services. Support Services Coordinator Melissa Kelly reported a CLLS grant funds the Library's literacy programs. The Board needs to accept the grant for $18,000. Another grant will be awarded later in the year. Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried (5-0-0-0) to accept the CLLS grant. Board of Library Trustees Meeting Minutes September 18, 2017 Page 4 AYES: Johnson-Tucker, Ray, Watkins, King, Coulter NOES: ABSTENTIONS: ABSENCES: 8. Facility Needs for Central Library and the Mariners and Balboa Branch libraries In response to a request by the Board at their August 21, 2017 meeting, staff will present a list of short-term, medium-term, and long-term needs for Central, Mariners, and Balboa. Library Services Director Hetherton indicated interior paint and new carpet are the immediate needs at Central Library. Chair Johnson-Tucker remarked that the carpet shows stains. In response to Board Member King's query, Library Services Director Hetherton explained that staff meets with the Public Works Director in January of each year, to discuss capital improvement needs. The City seems to be willing to paint the interior of Central Library. Staff will also request new carpet for Central Library and the Mariners Branch. Chair Johnson-Tucker felt the stairwell paint looks bad. Perhaps the color should be slightly darker. Library Services Director Hetherton continued that the medium-term need is replacing the concrete in the Bamboo Courtyard. The long-term need is replacing the office furniture and cubicles in workrooms and offices. At Mariners Branch, the short-term need is replacing the carpet. Medium-term needs are construction of a new Jorgenson Room and repurposing and reconfiguring the current space for public seating, programming, a study room, office space, a larger story room, and more self-check kiosks. Chair Johnson-Tucker suggested the list of needs be ongoing and flexible. She and Staff discussed parking and the tennis courts. Chair Johnson-Tucker requested parking be added as a medium-term need. In reply to Vice Chair Ray's inquiry, Library Services Director Hetherton advised that staff would request new carpet for Mariners Branch. Library Services Director Hetherton reported the long-term need is expanding the building, perhaps into Mariners Park next to the Mariners Branch. Balboa Branch short-term needs are replacing the front windows and painting the exterior. Branch & Youth Services Coordinator Debbie Walker suggested a medium-term need of refreshing the staff area. Library Services Director Hetherton hoped the Mariners Branch would be renovated in a few years. Board of Library Trustees Meeting Minutes September 18, 2017 Page 5 Chair Johnson-Tucker suggested performing a walk-through of Mariners Branch as part of the October meeting and beginning the meeting at 4:45 or 4:30 rather than 5:00. Library Services Director Hetherton stated the Mariners Branch is well used and the staff is top-notch. Jim Mosher noted flooding occurs in the Mariners parking lot during heavy rain. 9. Corona del Mar Project Update Library Services Director Tim Hetherton will update the Board on the Corona del Mar Branch project. Board Member Watkins reported the changing table has arrived and is ready to be installed. Library Services Director Hetherton advised that painting would begin in the next week. ABM will clean the carpet and upholstery. The branch should not look shabby while the City Council determines whether to construct a new building. Addressing these maintenance items is an appropriate use of budget. 10. Review of Request to Close Libraries for Staff Training Staff offers an alternative to closing the Library system on December 7, 2017, for an all-staff training session. Staff proposes that training coincide with a scheduled closure date resulting from the implementation of a new Integrated Library System in summer 2018. Library Services Director Hetherton proposed closing the Library for staff training when the new Integrated Library System (ILS) is implemented. The Library will not be open for public service when the ILS is installed, possibly in the summer of 2018. He agreed with the Board's prior comments about closing in December 2017. In response to Board Member Coulter's query, Library Services Director Hetherton explained that technological services would not be available when the ILS is implemented, and staff can attend training. Including part-time staff in training will not increase costs. Chair Johnson-Tucker supported the proposal for closing and for having a facilitator. Board Member Watkins recommended staff emphasize to customers that the closure is not for training only but also for ILS implementation. Library Services Director Hetherton reported Staff did not receive any complaints about the closure in December 2016. 11. Newport Beach Public Library Staffing Staff provides an overview of employee job classifications and specifications. A current organizational chart is included. Library Services Director Hetherton reported the Library employs 41 part-time and 36 full- time employees. There are four types of employees: Librarian, Library Assistant, Clerk, and Page. There are a few special positions such as Facilities Manager, Marketing Board of Library Trustees Meeting Minutes September 18, 2017 Page 6 Specialist, Literacy Coordinator, and administrative support. The Librarian class is broken down into Librarian I, Librarian II, and Librarian III, and includes the Library Services Manager and the Library Services Director. He related the responsibilities for Librarian I, II, and III, administrative support, Librarian Assistant, Clerk, and Page. Pages do not necessarily have college degrees. In reply to Board Member King's question, Library Services Director Hetherton advised that cross-training staff has increased productivity and efficiency. Staff also moves among the branches. In response to Chair Johnson-Tucker's inquiry, Library Services Director Hetherton stated a number of full-time position have been replaced with multiple part-time positions to reduce pension liability and to increase coverage and flexibility. Chair Johnson-Tucker recommended the report and chart be placed in the packet for new Board Members. Jim Mosher remarked that the Cultural Arts position has not been filled. 12. Lecture Hall Update Update on the lecture hall by Chair Jill Johnson-Tucker. Chair Johnson-Tucker indicated the Library Foundation Board is excited about advancing a lecture hall. She and Library Services Director Hetherton met with Dorothy Larson, Chair of the Foundation Board, and Lizanne Witte. Mayor Muldoon has suggested the Board of Trustees learn more about the parameters of a lecture hall before presenting it to the City Council. Library Services Director Hetherton has drafted a list of topics to address with the public and City Council and potential questions and responses to support building a lecture hall. Board Member King expressed interest in learning of other civic organizations that use a lecture hall. Perhaps outreach can be done to learn the interest of other organizations. Chair Johnson-Tucker stated she and Library Services Director Hetherton met with Amy Hunt of the Friends, who presented information to the Friends Board. The Friends Board supports a lecture hall even though they have a few concerns. Lizanne Witte contacted Cathy Simon, a San Francisco architect, and Ms. Simon agreed to brainstorm the project. Board Members Watkins, Coulter, and Ray supported Chair Johnson-Tucker in her efforts and requested she continue with her lecture hall efforts. Chair Johnson-Tucker was thinking of contacting potential donors to kick-start a fundraising campaign. She and Library Services Director Hetherton are attempting to cover all questions that the City Council could raise. 13. Library Services Report of Library issues regarding services, customers and staff. Library Services Director Hetherton reported volunteers support the Library in many ways. Staff tracks volunteer hours. Librarians Jana Colver and Helen Medina arranged an event Board of Library Trustees Meeting Minutes September 18, 2017 Page 7 recognizing Library Volunteers, and Page David Black performed for guests. A new trend for public libraries is the provision of automated branches. They have a collection and a catalog and can handle “hold requests” for patrons. Automated branches would be a Wi-Fi hotspot. They can be placed in high-traffic areas to expand Library services in a cost-efficient manner. In reply to Chair Johnson-Tucker's questions, Library Services Director Hetherton reported potential locations could be Newport Coast, West Newport, near the airport, Fashion Island, and Balboa Island. To prevent loitering, Wi-Fi could be switched off. Most people seem to be happy with automated branches. He will provide Board Members with a link to the vendor's website. 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 the Friends held a 3-for-1 hardcover book sale. The Friends received a donation of 450 copies of The New York Times dated 1860-1914. An early offer of $20 for the newspapers fell through, and the Friends later sold all copies for $150. In August, the Friends collected $18,981 through book sales. The Friends are developing a program to hold donated books for students to purchase. 13. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Chair Johnson-Tucker reported that the Foundation discussed staff positions, Library Services Director Hetherton's report of peer libraries, and Library programming. 14. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Ray reported Witte lectures have not been announced. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher commented regarding Council changes to Council Policies and the City Clerk's archive of Council Policies. The Board should discuss the fact that the archive indicates Library policies have been repealed. Library Services Director Hetherton advised that the Library's website had been updated to make finding Library policies easier. IX. ADJOURNMENT – 6:36 p.m. Board of Library Trustees Meeting Minutes September 18, 2017 Page 8 Submitted by: Janet Ray Vice Chair Approval of Minutes