HomeMy WebLinkAbout02-24-2020 - BLT - Approved Minutes CITY OF NEWPORT BEACH
Board of Library Trustees Newport Beach Public Library
1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes February 24, 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 Barbara Glabman, Board Member Kurt Kost
Trustees Absent: None
Staff Present: Tim Hetherton, Library Services Director Elaine McMillion, Administrative Support Specialist
Melissa Hartson, Acting Library Services Manager & Circulation &
Technical Processing Coordinator Debbie Walker, Branch & Youth Services Coordinator
Rebecca Lightfoot, Adult Services Coordinator
III. NOTICE TO THE PUBLIC
IV. PUBLIC COMMENTS
Jim Mosher hoped that Library Services Director Hetherton would share his plan for the Library to participate in the City Arts Commission's efforts to preserve the culture and history of Newport Beach, as stated by Council Member Brenner the prior week.
V. CONSENT CALENDAR
A. Consent Calendar Items
1. Minutes of the January 21, 2020 Board of Library Trustees Meeting
2. Patron Comments
Monthly review of evaluations of library services through suggestions and requests
received from patrons.
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.
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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 Watkins, and carried (5-0-0-0) to approve the Consent Calendar.
AYES: Ray, Watkins, Coulter, Glabman, Kost NOES:
ABSTENTIONS: ABSENCES:
VI. CURRENT BUSINESS
A. Items for Review
6. Arts and Cultural Update
Staff will present the annual report on the activities of the Cultural Arts Division.
Library Services Director Tim Hetherton reported the City Arts Commission curates art
exhibitions in the Central Library gallery. The current exhibition of bird photographs is
complemented by a display of birds made of driftwood. The City Arts Commission also hosts the Newport Beach Art Exhibition in June, Concerts on the Green during the
summer, and a concert on Balboa Peninsula. The City Council allocates $40,000 to the
City Arts Commission for arts programming, and the City Arts Commission uses the money to fund grants for entities to provide arts programming. The City Arts Commission
began the Sculpture Exhibition in Civic Center Park in 2013, and the loaned sculptures rotate every two years. The Newport Beach Arts Foundation is the fundraising arm of the City Arts Commission, donates $8,000-$10,000 annually to the City Arts Commission,
hosts Art in the Park, and assists with the Newport Beach Art Exhibition.
In response to questions from the Board, Library Services Director Hetherton indicated
Burnt Matchstick is being evaluated for purchase. The sculpture's electrical equipment is not industrial grade, and relocating it would be rather expensive. The sculpture is beautiful
and not controversial. Purchasing Burnt Matchstick would significantly limit the Arts
Foundation's ability to support the City Arts Commission's programming. Council Member Brenner is interested in preserving the history of Newport Beach and approached Library
staff for ideas. Staff developed the idea of rotating exhibitions on the second floor of
Central Library. Council Member Brenner was not aware of Library services related to historical preservation. He and Council Member Brenner discussed the Library's website
hosting a clearinghouse of Newport Beach organizations that have a preservation mission.
7. Annual Budget – Preliminary Review
Staff requests that the Board review and approve the preliminary Library budget for Fiscal Year 2020/2021.
Acting Library Services Manager & Circulation & Technical Processing Coordinator Melissa Hartson advised that the proposed budget includes requests for additional funding
of $50,000 for the purchase of materials and $5,000 for the maintenance of artwork. Over
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the past eight years, the budget for materials has been $619,740 annually. The popularity
of eBooks and audiobooks has increased the Library's costs because they are more
expensive than print materials. Circulation has increased on average 15 percent over the past five years. The cost of database subscriptions has increased approximately 14
percent over the past three years. The cost to maintain the City's art continues to increase,
and regular maintenance is needed because of the coastal environment. Staff anticipates the budget for personnel will increase slightly due to contractual obligations. The new
Integrated Library System (ILS) offers automatic renewals, which will decrease the amount of fines the Library receives. Staff will meet with the City Manager on March 2 to discuss the proposed budget.
In reply to Board Members' inquiries, Acting Library Services Manager & Circulation &
Technical Processing Coordinator Hartson related that the request for $5,000 would
increase the existing maintenance budget. The proposed budget does not include additional revenues from passport photos and execution fees because the work will
continue to be handled by appointment only. The next budget may include additional
revenues generated from the Passport Shop. The proposed budget includes an increase in exam proctor fees because additional Branches will participate in the program.
Currently, a patron is allowed an initial checkout and two renewals, unless the item is
subject to a hold. If the Board approves the policy, the new ILS will automatically renew an item twice, unless the item is subject to a hold. Automatic renewals would increase
circulation statistics, which have been trending down. Library Services Director Hetherton
explained that that the $5,000 request is based on actual costs for maintenance and should be sufficient.
In answer to Laura Curran's queries, Acting Library Services Manager & Circulation & Technical Processing Coordinator Hartson stated staff does not anticipate a change in
operational costs due to automatic renewals. Internal Service Funds are set by other departments based on the Library's use of the services and equipment provided by those
departments.
Motion made by Board Member Coulter, seconded by Vice Chair Watkins, and carried (5-
0-0-0) to approve the proposed budget.
AYES: Ray, Watkins, Coulter, Glabman, Kost
NOES:
ABSTENTIONS: ABSENCES:
8. Lecture Hall Update Chair Ray will report on activities related to the Library Lecture Hall project.
Chair Ray reported the Library Lecture Hall Committee discussed the bamboo garden and reached consensus that it should be open to the public. The architect is presenting options
for the Committee to discuss.
Meg Linton, Library Foundation Chief Executive Officer, advised that donations may be
made to the Foundation for the Lecture Hall with some restrictions about use of the funds. A formal fundraising campaign has not been initiated.
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9. Library Services
Report of Library issues regarding services, patrons and staff.
Library Services Director Hetherton indicated Library Journal Stars are awarded based on
quantity rather than quality. Many factors can skew Star awards such that there is not
necessarily a correlation between data sets for Star libraries. Keith Curry Lance admitted that he does not know whether library data is accurate. The Library should offer the
services the public wants, treat the public well, and provide good programs and good collections. He is exploring return on investment for public libraries as a way to demonstrate the Library's value to the Board and the Council. Statistics for the Library
are comprehensive and cover any event related to the Library. Staff has submitted a work order to remove everything from the former credit union space and has identified
merchandise and furniture for the space. The American Library Association (ALA) has
issued a policy statement regarding eBooks. Witte Lectures are scheduled for February 28 and 29. The next Board of Library Trustees meeting will be March 16 at the
Balboa Branch.
Board Member Coulter commended Library Services Director Hetherton for contacting Mr.
Lance and expressing the Board's interest in the data and Library Journal Star Index.
In answer to Laura Curran's inquiry, Library Services Director Hetherton reported the
Passport Shop will sell stationery, gift books, calendars, mugs and items branded with the
Friends of the Library and Library Foundation logos.
Chair Ray noted Witte Lectures are also scheduled for March 6 and 7. B. Monthly Reports
10. Library Foundation Liaison Reports A. Library Foundation Board – Report of the most recently attended
meeting.
Chair Ray reported Library Foundation revenues have exceeded the budgeted amount.
The Foundation is financially sound. The Foundation is in the process of migrating its internet service from the City to another provider. The Foundation has two new Board
Members.
Meg Linton, Library Foundation Chief Executive Officer, added that the Foundation is
working on infrastructure and programming. The Helen Zia Library Live lecture was great.
In reply to Vice Chair Watkins' inquiry, Ms. Linton explained that Medicine in Your
Backyard talks are scheduled at the beginning of the year, and adding a talk about the
coronavirus is not practical.
B. Library Live Lectures Committee – Report of the most recently attended meeting.
Board Member Glabman advised that the Helen Zia lecture was well attended. Ms. Zia was an excellent speaker and spent a great deal of time answering questions. The
Committee is reviewing speakers for the next series.
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C. Witte Lectures Committee – Report of the most recently attended
meeting.
Board Member Kost related that the Doris Kearns Goodwin lectures were sold out. A
reception was held in the upstairs area. More than 100 of Ms. Goodwin's books were sold after the lectures. Tickets are available for lectures by David Leonhardt and David
Wallace-Wells on February 28 and 29 and March 6 and 7 respectively. Fundraising continues with a new total of $154,000. About half of the speakers for the next series have signed contracts. University of California Irvine is interested in co-sponsoring an event
with the Foundation.
11. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board meeting.
Board Member Coulter explained the Blind Date with a Book sale. The Friends' sale of
donated jigsaw puzzles and toys was successful. The Friends has 889 members, and its luncheon will be held on June 9. The Friends is concerned that a Lecture Hall may restrict
its use of the courtyard. Total sales for January were $20,131 with bookstore sales
contributing $16,852 to the total. Between Christmas and New Year's, the Friends issued 378 certificates, and 182 of the 378 were used to purchase books. The next big book sale
will be June 5 and 6.
13. Literacy Services Liaison Report
Trustee update of the most recently attended Literacy Services Advisory Board meeting.
Vice Chair Watkins reported the Advisory Board will meet on March 14. The ProLiteracy fundraiser luncheon with guest speaker Isha Sesay is scheduled for May 1.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Laura Curran remarked that the Corona del Mar Residents Association is very excited
about partnering with the Library for historical collections. The public is invited to the Association's annual meeting on April 15, where an app to identify native plants in Civic
Center Park will be launched. Work has begun on a speaker series about native plants.
A speaker has been selected, but a date has not been set.
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)
Chair Ray requested an agenda item for the April meeting regarding analysis of foreign-language literary books.
Administrative Support Specialist McMillion distributed an updated Newport Beach Public Library Policy 3 to Board Members for their manuals.
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IX. ADJOURNMENT – 6:05 p.m.
Chair Ray adjourned the meeting in memory of the firefighters who lost their lives in the February 18, 2020 library fire in Porterville, California.
Submitted by: Janet Ray
Chair Approval of Minutes