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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 January 21, 2020 – 5:00 p.m. I. CALL MEETING TO ORDER – Chair Ray called the meeting to order at 5:00 p.m. II. ROLL CALL – Roll Call by Administrative Support Specialist Elaine McMillion Trustees Present: Chair Janet Ray, Vice Chair Paul Watkins, Secretary Douglas Coulter, Board Member Kurt Kost Trustees Absent: Board Member Barbara Glabman Staff Present: Tim Hetherton, Library Services Director Elaine McMillion, Administrative Support Specialist Melissa Hartson, Acting Library Services Manager Rebecca Lightfoot, Adult Services Coordinator III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS None V. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the December 16, 2019 Board of Library Trustees Meeting Vice Chair Watkins requested that the Minutes be amended to incorporate Mr. Mosher's proposed revisions. 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Board of Library Trustees Meeting Minutes January 21, 2020 Page 2 Vice Chair Watkins commended Library Services Director Hetherton's thoughtful, thorough, and polite response to a patron's comments regarding fines. 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 Vice Chair Watkins, seconded by Board Member Coulter, and carried (4-0-0-1) to approve the consent calendar with amendments to the Minutes of the December 16, 2019 Regular Meeting as discussed. AYES: Ray, Watkins, Coulter, Kost NOES: ABSTENTIONS: ABSENCES: Glabman VI. CURRENT BUSINESS A. Items for Review 6. Review of Holidays and Meeting Schedule Staff requests that the Board of Library Trustees review the 2020 meeting schedule. Chair Ray requested staff place the page number of reports next to the appropriate item on the agenda. Library Services Director Tim Hetherton reported the Board's meeting dates for January and February fall on holidays so the meetings are held on the following Tuesday for each. Motion made by Vice Chair Watkins, seconded by Board Member Kost, and carried (4-0-0-1) to adopt the 2020 holiday closure and meeting schedule proposed by staff. AYES: Ray, Watkins, Coulter, Kost NOES: ABSTENTIONS: ABSENCES: Glabman Chair Ray advised that she would not be present for the March 16 meeting and requested Vice Chair Watkins assume her duties for the meeting. 7. Library Gift and Donor Policy (NBPL 3) Board of Library Trustees Meeting Minutes January 21, 2020 Page 3 Staff requests that the Board of Library Trustees review and approve changes to the Gift and Donor policy (NBPL 3). Library Services Director Hetherton advised that Chair Ray, Newport Beach Library Foundation Chief Executive Office Meg Linton, Foundation Board Member Jill Johnson- Tucker, Foundation Board Member Karen Clark, and he met to review the Gift and Donor Policy. Proposed revisions include the addition of donor recognition walls, changes to donor levels, an increase of the Grand Stairway donor level to $500,000, and designated funding of $75,000 and $100,000 for the Sound Lab and Media Lab respectively. Additional language states that in the event the area of the library with the donor's name is significantly renovated, demolished, or is no longer used for library purposes, either voluntarily or involuntarily, the donor shall have no further rights related to the name recognition, at the sole discretion of the Board of Library Trustees. In such case, any payments not yet paid by the donor shall no longer be due. Vice Chair Watkins advised that he has circulated proposed revisions. He proposed additional language that stated any changes or exceptions to dollar amounts, letter size and banner length, design, content and location of donor recognition walls, Foundation gifts, and the Gift and Donor Policy are subject to the express approval of the Board of Library Trustees. Resident Jim Mosher suggested the Gift and Donor Policy should allow donor recognition in any of the Library facilities. The policy appears to state that recognition walls acknowledge all donations to the Library Foundation, whether the donations are utilized for the Library or Foundation programs. Chair Ray felt any changes pertinent to the proposed Lecture Hall should be incorporated once a decision to build the Lecture Hall is made. Vice Chair Watkins noted in December, the Board of Library Trustees decided to focus on changes to donor walls and the funding levels for donor walls. The proposed revisions accomplish the Board's decision. The Gift and Donor Policy is not tied to particular expansion areas. In response to Board Member Kost's inquiries, Chair Ray indicated a donor can designate the use of his donation. Meg Linton, Newport Beach Public Library Foundation Chief Executive Officer, related that a separate campaign would raise funds for a lecture hall and offer limited naming opportunities. Motion made by Vice Chair Watkins, seconded by Board Member Coulter, and carried (4-0-0-1) to approve the Gift and Donor Policy (NBPL 3) with revisions proposed during the meeting. AYES: Ray, Watkins, Coulter, Kost NOES: ABSTENTIONS: ABSENCES: Glabman 8. Newport Beach Public Library eBranch and Database Review Board of Library Trustees Meeting Minutes January 21, 2020 Page 4 Staff will provide an update and review of the Library eBranch and database services. Adult Services Coordinator Rebecca Lightfoot reported eBranch services are those services available to patrons anytime and anywhere. Staff reviews and evaluates existing databases, statistics for existing databases, patron suggestions, and new databases. Based on statistics, staff has canceled the subscription to Axis 360 and transferred its contents to Overdrive. Patron use of Overdrive continues to grow. Kanopy's enhanced patron access to the Great Courses series and children's movies have been well received. RB Digital and Flipster offer downloadable magazines, and staff has increased the content available through RB Digital. Financial databases continue to perform well. Staff subscribed to the Legal Reference Information Center database in July 2019 and added two levels to Rosetta Stone. Staff canceled the subscription to Lynda.com because of the privacy issues created by LinkedIn's purchase of Lynda.com. Staff is evaluating other databases to replace Lynda.com and should have an update in the next few months. In reply to Board Member Kost's queries, Adult Services Coordinator Lightfoot related that Rosetta Stone has an app, but it doesn't work well for Library patrons. In answer to Jim Mosher's question, Adult Services Coordinator Lightfoot advised that the Library offers online access to the Orange County Register and its archives through News Bank and the in-house database. 9. Donations Staff recommends the Board of Library Trustees approve the acceptance of three year-end donations from Library Supporters to enhance the Library's materials collection. Acting Library Services Manager Melissa Hartson reported the Library received three donations at the end of 2019 and requested the Board accept the donations. Motion made by Board Member Coulter, seconded by Vice Chair Watkins, and carried (4-0-0-1) to accept the donations as recommended by staff. AYES: Ray, Watkins, Coulter, Kost NOES: ABSTENTIONS: ABSENCES: Glabman 10. Lecture Hall Update Chair Ray will report on activities related to the Library Lecture Hall project. Chair Ray advised that the Library Lecture Hall Design Committee met earlier in the day and reviewed different configurations for seating. The next meeting is scheduled for February 3 to discuss exterior areas. Robert Coffee is very thorough. Library Director Hetherton and Foundation Chief Executive Officer Meg Linton have prepared a list of issues the committee should consider. The Lecture Hall and the Friends Room will increase the number of visitors to the Library. Board of Library Trustees Meeting Minutes January 21, 2020 Page 5 Meg Linton added that discussions about design are raising questions about programming and growth. 11. Library Services Report of Library issues regarding services, patrons and staff. Library Services Director Hetherton expressed disappointment and surprise that the Library was not ranked as a Star Library for 2019. The Palo Alto and Redwood City Libraries reported statistics similar to Newport Beach Library statistics, but Palo Alto and Redwood City Libraries moved from three stars to four stars. The Library has emphasized eBranch services and program attendance such that program attendance has increased 142 percent in ten years. He indicated he has contacted Keith Curry Lance, author of the index of Star Libraries, for an explanation and is awaiting a return call. The one category in which the Library finished last was Wi-Fi sessions, but patrons appear to be satisfied with the Library's Wi-Fi service. The Board may wish to consult with Mr. Lance regarding ways to improve the Library's rank. The Library's rank is important for the Mayor, the City's management team, and the community. Vice Chair Watkins remarked that the non-ranking is not a reflection on Library Services Director Hetherton or the Board of Library Trustees. Cerritos Library was discussed and it was noted that this library is home to several cultures that emphasizes reading and learning beginning at an early age. He suggested staff inquire regarding the cost of Mr. Lance's consulting services. Libraries in Redwood City, Palo Alto, and Cerritos are very different from the Newport Beach Public Library. Board Member Coulter felt in-person contact with Mr. Lance could be more beneficial than a phone call. Meg Linton commented that the ranking process appears to be blind and vague. Toby Larson, Library Foundation Board Member, related that the Cerritos Library is visually impressive but does not offer programming for the general population. The Cerritos Library offers programs oriented to specific cultures and receives excellent support from the Cerritos School District, which is one of the highest achieving districts in California. Vice Chair Watkins requested that Library Services Director Hetherton explore hiring Mr. Lance as a consultant. In answer to Chair Ray's query, Library Services Director Hetherton was unsure whether a Star ranking is considered prestigious. The Star ranking is the primary method for comparing libraries. Jim Mosher recalled in 2018 that the Board decided not to be overly concerned with the Star ranking, which was a good decision. Paying the consultant who dispenses Star rankings to learn how to improve rankings seems ethically questionable. A reasonable question for the consultant is why are there no one Star and two Star rankings. Library Services Director Hetherton advised that a number of public libraries continue to boycott Macmillan Publishing. Macmillan's Chief Executive Officer will address the Board of Library Trustees Meeting Minutes January 21, 2020 Page 6 American Library Association's conference. Congress is looking into Macmillan's actions as possible antitrust violations. On January 28, the Council will consider forming an ad hoc committee to draft a Memorandum of Understanding (MOU) between the Board of Library Trustees and the City of Newport Beach regarding funding for the Lecture Hall. City Attorney Aaron Harp has suggested anyone interested in joining the committee should express their interest to the Mayor. The Council is interested in identifying the Foundation's representative for negotiations with the City. The Witte Lecture series continues on January 24 and 25 with Doris Kearns Goodwin. The Library will be closed on February 17 for President's Day. The next Board meeting is scheduled for February 18. Meg Linton, Foundation Chief Executive Officer, reported the Foundation has formed a lecture hall committee, and Jill Johnson-Tucker has joined the Foundation Board. Several Board Members, who are attorneys, have expressed interest in the negotiations. B. Monthly Reports 12. Library Foundation Liaison Reports A. Library Foundation Board – Report of the most recently attended meeting. Chair Ray indicated the Foundation Board did not hold a meeting in January. Meg Linton, Library Foundation Chief Executive Officer, advised that the Library Live Committee is beginning to work on the 2020/2021 season. The Newport Beach Indy published a full-page article regarding the Witte Lecture series. The Library Live Lectures and Witte Lectures Committees book the speakers. Young adult author Tomi Adeyemi was added to the Library Live series at the last minute. A new issue of The Bookmark is available. B. Library Live Lectures Committee – Report of the most recently attended meeting. Chair Ray shared Board Member Glabman's comments regarding the Library Live Lectures Committee. The purpose of Library Live lectures are experimentation, community outreach, and connections. The guest authors charge moderate fees; therefore, the impetus to sell seats is not great. The Committee is attempting to grow volunteers. Board Member Glabman is aiming to discover a mission, long-range plan, and short-term goals for the Committee. Meg Linton clarified that a full house is always desirable. Attendance at lectures is always good. C. Witte Lectures Committee – Report of the most recently attended meeting. Board Member Kost noted the Doris Kearns Goodwin lectures are sold out. The fundraising total has surpassed the goal with a total of $147,000. The Committee is finalizing contracts for the 2021 season. Board of Library Trustees Meeting Minutes January 21, 2020 Page 7 12. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Board Member Coulter stated between Christmas and New Years that the Friends of the Library gave 377 gift certificates to people who purchased at least $5 in books to be used in the month of January only. December 2019 sales in the bookstore net income increased 18.4 percent over December 2018 sales. Amazon sales were down $882 in December 2019 from December 2018. The next book sale is scheduled on February 7 and 8. Total revenues in December were $19,300. 13. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board meeting. Vice Chair Watkins reported Literacy Services is in very good financial condition and is planning the Gift of Literacy luncheon for May 1 at the Hyatt Regency on Jamboree. The guest speaker will be Isha Sesay, author of Beneath the Tamarind Tree. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None 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 – 6:03 p.m. Submitted by: Janet Ray Chair Approval of Minutes