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HomeMy WebLinkAboutAPPROVED 2018-03-19 CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Public Library-Balboa Branch 100 E. Balboa Boulevard, Newport Beach, CA 92661 Meeting Minutes March 19, 2018 - 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 (arrived at 5:32 p.m.), Board Member Douglas Coulter Trustees Absent: None 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 Balboa Branch Librarian Evelyn Rogers III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS None V. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the February 27, 2018 Board of Library Trustees Meeting 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Chair Johnston-Tucker noted the response to the person who mistakenly emailed Newport Beach Library and the favorable comments for Sarah and the genealogy classes. Board of Library Trustees Meeting Minutes March 19, 2018 Page 2 Board Member Watkins complimented Natalie Basmaciyan for her response to the question regarding genealogy classes. Library Services Manager Natalie Basmaciyan advised that she needed to identify a staff member who is willing to be a genealogy trainer so that genealogy classes can resume. 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. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King VI. CURRENT BUSINESS A. Items for Review 6. Balboa Branch Library Report Branch Librarian Evelyn Rogers will present the annual update on Balboa Branch activities. Branch Librarian Evelyn Rogers reported that the Branch is housed in one of the oldest daily operating buildings in the City. The Balboa Branch is home to a nautical collection, a 3-D Blu-Ray collection, and Newport Beach Historical Society displays. The Branch is open six days a week with late hours on Monday and Wednesday and has five regular staff. Thus far, the building has not required any major repairs. The sole ongoing issue is the lack of power outlets to serve the many devices customers use in the Library. In 2019, she plans to review materials in adult nonfiction in order to move toward current, popular, and local-interest nonfiction. Between March 2017 and February 2018, 54,556 items were checked out of the Branch with July having the highest number of items checked out, 5,558, and December having the lowest number, 3,473. Staff answered 1,328 reference questions by phone and 5,480 in person for a total of 6,808 questions. The Branch offers two story times per week and a performer or craft program monthly. Staff promotes programs to a local daycare and Newport Elementary. Program attendance peaks in July and dips in December. Staff began a Family Game Day program, but it was not successful. During National Library Week, special guests read books with children. Planning for the Summer Reading Program is underway. Board of Library Trustees Meeting Minutes March 19, 2018 Page 3 In response to questions, staff advised that the large eucalyptus trees in the parking lot area are healthy and the City routinely trims them. Pursuant to requirements of the California Department of Fish and Wildlife, the trees cannot be removed because herons nest in them. The sign for the historical displays has brought in foot traffic but cannot be seen by motorists. The problem with adding power outlets is people want them located in the middle of the floor. The ability to add outlets is unknown as the electrical panel was upgraded a few years ago. Library Services Director Hetherton agreed to explore a larger sign or a different location for the sign. Library Assistant Laurie Sanders introduced herself. 7. Annual Budget Approval Staff requests that the Board approve the Library budget for Fiscal Year 2018/2019 as reviewed at the February 27, 2018 Board of Library Trustees meeting for presentation to City Council. Library Support Services Melissa Kelly reported finance staff is considering moving funding for the Corona del Mar Branch to the Central Library budget after the fiscal year begins. She will learn more about the handling of the utilities for the Corona del Mar Branch at a preconstruction meeting scheduled for later in the week. The insurance portion of Internal Service Funds has increased partly due to a reevaluation of assets. The unfunded liability for pensions has been moved from benefits to Internal Service Funds. In reply to Chair Johnson-Tucker's inquiry, Library Support Services Kelly advised that salary increases result from bargaining unit agreements. The number of staff decreased by one full-time position, which will carry forward into the next year. Motion made by Board Member Coulter, seconded by Vice Chair Ray, and carried (4-0-0- 1) to approve the Library budget for fiscal year 2018/2019. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King 8. Donation to the Newport Beach Public Library Staff requests that the Board accept an $8,875 donation from the Newport Beach Public Library Foundation. Library Support Services Melissa Kelly reported the Library Foundation has accepted donations from community members who designated their donations for specific collections and the Literacy Program. The Library Foundation is now passing these donations to the Library. Chair Johnson-Tucker indicated the donations are not part of the Library Foundation's donation for the Library's wish list. She will discuss with staff an agenda item regarding the Library Board of Trustees accepting small donations once per year rather than as donations are received. Board of Library Trustees Meeting Minutes March 19, 2018 Page 4 Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried (4-0-0-1) to accept an $8,875 donation from the Newport Beach Public Library Foundation. AYES: Johnson-Tucker, Ray, Watkins, Coulter NOES: ABSTENTIONS: ABSENCES: King 9. Review of Library Fines Library Services Director Tim Hetherton will present information on NBPL policies and procedures regarding fines. Library Services Director Hetherton believes fines are intended to encourage the return of materials so they can be circulated to others and to protect the taxpayers' investment in resources. Staff attempts to work with customers who have incurred excessive fines. The San Diego model merely defers replacement costs for materials. The Library utilizes Unique Management Services to recover revenue, and Unique provides a return on investment of $5 for every dollar spent. The majority of customers who incur fines are embarrassed and apologetic. The amount recovered from fines is substantial. The budget contains $140,000 for fine recovery. He recommended retaining the existing policy for fines. Board Member Coulter noted that San Diego customers keep the items rather than returning them and paying a small fine. He concurred with retaining fines. Board Member King joined the meeting at 5:32 p.m. Chair Johnson-Tucker was surprised by the number of frozen accounts and questioned the reasons for customers not returning items and paying fines. Library Services Director Hetherton explained that the statistics change from day to day. Staff is interested in the automatic renewal feature of the new Integrated Library System. Board Member Watkins stated the existing policy works well for Newport Beach Library and should be kept as is. Chair Johnson-Tucker requested the item be continued so that the Library Board of Trustees could be assured that customers are not being disadvantaged by the fine policy. Jim Mosher suggested customers receive an email on the day an item becomes overdue. A courtesy automatic renewal of items could be limited to one week rather than the standard three weeks. Perhaps staff could consider a policy of unlimited automatic renewals with a request for a checked-out item prompting a notice for the item to be returned within a few days. In reply to Board Member King's query, Library Services Director Hetherton did not believe a shorter-term automatic renewal would be confusing. The Library would need to educate customers about the change. Board of Library Trustees Meeting Minutes March 19, 2018 Page 5 Circulation & Technical Processing Coordinator Melissa Hartson felt a shorter-term renewal would be confusing for customers; however, the concept is worth considering. 10. NBPL's Wi-Fi Usage Staff will give an overview of the Library's public Wi-Fi service. Library Services Manager Natalie Basmaciyan reported customers utilized Wi-Fi almost 260,000 times with an average duration of 97 minutes per session from February 2016 to February 2017. Changing the Wi-Fi Policy to allow unauthenticated use has benefited customers and staff. More customers can use more devices throughout the Branches. On the rare occasion when all licenses are in use, perhaps two minutes pass before a license becomes available. Since the addition of 40 licenses in September 2017, only twice have customers had to wait for a license to become available and then only for a few moments. The total licenses for all Branches is approximately 270. In reply to questions, Library Services Manager Basmaciyan indicated the Balboa Branch does experience greater usage during the summer months, but most customers are in the Branch for a brief period of time. She has the session data for Wi-Fi at each Branch but not for desktop computers. 11. Corona del Mar Branch Project Update Library Services Director Tim Hetherton will update the Board on the Corona del Mar Branch Library replacement project. Library Services Director Hetherton reported the Corona del Mar Branch is officially closed. The book sale will be held at the Branch on March 24 and 25. In response to customers' expectations, three story times will be held at the Community Youth Center and perhaps outdoors during the summer months. Staff assigned to the Branch have moved to Central Library. Staff is encouraging customers to utilize the concierge service at OASIS. Staff will learn more about the construction project at a preconstruction meeting on March 28. Library Board of Trustees are encouraged to attend the groundbreaking ceremony on April 10 where Chair Johnson-Tucker will speak. 12. Lecture Hall Update Chair Johnson-Tucker will provide an update on activities related to efforts to integrate a lecture hall on the Central Library site and assign a Lecture Hall Capital Campaign Committee. Chair Johnson-Tucker reported the visit to Los Angeles was helpful in determining what is not wanted in a lecture hall. A couple of the architects attended a Witte lecture and observed the flow of the existing space. A contract with the architect is under review. Funding for the lecture hall study has been included in the City's Capital Improvement Program. The architect could have a report ready a couple of months after approval of the contract. She suggested the formation of a committee to promote, review, and later fundraise for a lecture hall. The committee could be comprised of members from the Library Foundation, the Witte Committee, and the general public. In response to Board Member King's offer to assist with fundraising, Chair Johnson-Tucker advised that he could not fundraise as a member of the Library Board of Trustees. However, he could fundraise for a lecture hall after his term ends. Board of Library Trustees Meeting Minutes March 19, 2018 Page 6 Chair Johnson-Tucker appointed herself and Vice Chair Ray to a lecture hall capital campaign committee. 13. Library Services Report of Library issues regarding services, customers and staff. Library Services Director Hetherton reported the Council approved the contract for carpeting. Staff will attend a meeting with the project manager to learn the details of the project. Work could begin in mid-April and should not affect the public. The Library Journal does not include Wi-Fi access in its star ratings because few libraries report it, but Wi-Fi sessions will be counted in the future. The Wheelhouse list includes Witte Lectures on April 6, 7, 27, and 28, National Library Week beginning April 10, and the groundbreaking for the new Corona del Mar Branch on April 10. Chair Johnson-Tucker advised she will attend all the events. All members of the Library Board of Trustees will attend the groundbreaking ceremony. Chair Johnson-Tucker, Vice Chair Ray, and Board Member Watkins will read at Story Time during National Library Week. 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 related a story about a book selling for $100 in the Library bookstore. Net income from July 2017 through February 2018 increased by $7,000. The Friends now have 891 members. The Friends sold 48 books in a "blind date" book sale. At the next meeting, he'll provide more details about the blind date book sale. The Friends received $1,479 from Amazon sales. The Friends is considering new recycling vendors who will pay more than 2 1/2¢ per pound. 15. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Newport Beach Library Foundation Board Member Karen Clark reported that the Library Foundation Board voted unanimously to support the construction of a lecture hall. The Foundation Board recently completed a two-day strategic planning session. The Board has appointed committees to work on various aspects of the strategic plan. 16. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Ray reported the next lecture is Maira Kalman whose topic is the "Art and Power of Not Knowing" on April 6 and 7, followed by Masha Gessen on April 27 and 28. Tickets are still available for all the lectures. Board of Library Trustees Meeting Minutes March 19, 2018 Page 7 VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Ronnie Watkins remarked on the excellent service and the quality of books at the bookstore. Vice Chair Ray suggested the Balboa Branch should be the next Branch considered for construction or remodeling. In answer to Board Member King's question, Library Services Director Hetherton indicated a Balboa Branch needs assessment was started a few years ago, was delayed, and has been restarted. Staff has performed needs assessments for Central and Mariners Branches. The Corona del Mar Branch was different because the project was initiated by the Fire Department. Board Member King wished to utilize needs assessments when contacting individuals and corporations about supporting the Library. VIII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) None IX. ADJOURNMENT – 6:12 p.m. Submitted by: Jill Johnson-Tucker Chair Approval of Minutes