HomeMy WebLinkAbout08-17-2020 - BLT - APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Newport Beach City Hall (via Zoom) 100 Civic Center Drive, Newport Beach, CA 92660 Meeting Minutes August 17, 2020 – 5:00 p.m. I. CALL MEETING TO ORDER – Chair Watkins called the meeting to order at 5:01 P.M. II. ROLL CALL – Roll Call by Administrative Support Specialist Francine Jacome Trustees Present: Chair Paul Watkins, Vice Chair Douglas Coulter, Secretary Kurt Kost, Board Member Barbara Glabman, Board Member Ray Trustees Absent: None Staff Present: Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Specialist Melissa Hartson, Acting Library Services Manager and Circulation & Technical Processing Coordinator
Rebecca Lightfoot, Adult Services Coordinator Evelyn Rogers, Balboa Branch Librarian Debbie Walker, Branch and Youth Services Coordinator
Annika Helmuth, Corona del Mar Branch Librarian Avery Maglinti, Information Technology Applications Supervisor III. PLEDGE OF ALLEGIANCE – Vice Chair Coulter IV. NOTICE TO THE PUBLIC V. CONSENT CALENDAR A. Consent Calendar Items
1. Minutes of the July 20, 2020 Board of Library Trustees Meeting Jim Mosher requested the Minutes reflect that Library Services Director Hetherton agreed
to look into grants mentioned by the American Library Association (ALA) in response to his comment. Based on his calculations, the July circulation data presented in the Library Activities report seems high.
2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Vice Chair Watkins commended Acting Library Services Manager and Circulation &
Technical Processing Coordinator Melissa Hartson and Adult Services Coordinator Rebecca Lightfoot for their replies to patrons and Library Services Director Hetherton for his professionalism in handling a patron’s request to access the Library during the closure.
Board of Library Trustees Meeting Minutes August 17, 2020
Page 2 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 Coulter, seconded by Board Member Ray, and carried (5-0-0-0) to approve the Consent Calendar.
AYES: Watkins, Coulter, Kost, Glabman, Ray NOES: ABSTENTIONS:
ABSENCES: VI. CURRENT BUSINESS
A. Items for Review 6. Library Technology Update IT Applications Supervisor Avery Maglinti will update the Board on Library information and technology activities Information Technology (IT) Applications Supervisor Avery Maglinti reported over the past year, IT staff has responded to 970 daily support tickets; installed new self-checkout stations at Mariners and Balboa Branches and technology infrastructure at the new Corona del Mar Branch; implemented Microsoft Teams, Office 365, software to streamline
the volunteer process, and the new Integrated Library System (ILS); conducted a Citywide security audit of personal computers and infrastructure; helped launch the new Library mobile app; facilitated curbside service, remote meetings, and remote work; and
developed the new website. Projects for Fiscal Year (FY) 2020-2021 include potentially replacing CASSIE software, integrating an archive of the Daily Pilot, installing new receipt printers, and testing software that filters Library web content.
Board Member Glabman appreciated the user-friendliness of the new Library app. In reply to Secretary Kost’s question, IT Applications Supervisor Maglinti clarified that staff was sharing logins for the previous ILS because of the configuration of the ILS. In answer to Chair Watkins’ questions, IT Applications Supervisor Maglinti explained that the City and Library networks had to be separated so that the Library could allow wider access to web content than City staff is allowed. IT staff has turned off the current filtering software for the Library. Over the next two months, staff will test an upgrade of the current filtering software to ensure it filters web content appropriately.
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Page 3 Jim Mosher expressed concern regarding the security of patron information because a
unique password is not required to log into the ILS. Perhaps staff could explore a catalog feature that allows patrons to see virtually the books adjacent to a particular book or the entire shelf. IT Applications Supervisor Maglinti advised that the patron’s pin is his password. The 9999 pin is a temporary password that allows patrons to access their accounts in the new ILS and change the password. Acting Library Services Manager and Circulation &Technical Processing Coordinator Melissa Hartson added that patrons are encouraged to change their passwords after the first login. Without a temporary password, patrons would have been locked out of their accounts when the new ILS went live. The new ILS does not offer call number browse, but staff can submit a request for this enhancement in
the future. 7. Collection Development Policy
Staff requests that the Board review the Newport Beach Public Library Collection Development Policy. Staff does not have any recommended changes.
Adult Services Coordinator Rebecca Lightfoot did not recommend any changes to the Collection Development Policy.
Jim Mosher remarked that the Collection Development Policy is more of a statement than a policy. The policy does not provide guidelines for adding materials to the collection or strengthening or de-emphasizing areas; explain the use of checkout history, provide a link to the form to suggest materials, or address the de-selection of materials, the balance between physical and digital materials, or donation of materials. Chair Watkins noted the public can express concerns to the Library about items in the current collection by using the Customer’s Request for Evaluation of Library Resources form. Motion made by Vice Chair Coulter, seconded by Secretary Kost, and carried (5-0-0-0) to
approve the Collection Development Policy as proposed. AYES: Watkins, Coulter, Kost, Glabman, Ray
NOES: ABSTENTIONS: ABSENCES:
8. Balboa Branch Update Branch Librarian Evelyn Rogers presents an overview of Balboa Branch's activities and resources Balboa Branch Librarian Evelyn Rogers reported the Branch offers two special collections: the Nautical Collection and the 3D Blu-Ray Collection. Storytime is offered twice a week, and a special children's program is offered once per month. Since the closure, staff has created virtual Storytimes. The Balboa Branch is staffed with one full-time Librarian, one part-time Library Assistant, two part-time Clerks, and one part-time Page. Library administration and Public Works have addressed major building issues, including roof and
window leaks. Ongoing issues include lack of power outlets, lack of study space, and
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Page 4 inadequate shelf space. The Branch’s collection consists of 32,100 items, and staff
continually weeds and updates the collection. Staff has completed an inventory of adult nonfiction and removed outdated and damaged books from the catalog. Between March 2019 and February 2020, patrons checked out 45,000 items; staff responded to 5,508 reference questions; 839 children attended Storytime, and 559 children attended special programs. Curbside service and reference counts increased significantly from May to June and decreased slightly in July. During the seven-week 2019 Summer Reading Program, 311 people attended special programs; and 105 children, 10 teens, and 7 adults registered for the Summer Reading Program. During the 2020 Summer Reading Program, 58 children, 1 teen, and 5 adults registered for the program. Test proctoring services were suspended in March 2020. Between March 2019 and February 2020, staff proctored 238 tests, which was 91 more than the previous year.
In answer to Board Member Glabman’s questions, Balboa Branch Librarian Rogers stated an hourly fee of $25 is charged for proctoring tests. The majority of proctoring services
were provided to college students for assessments, midterms, and finals. Jim Mosher inquired whether circulation has returned to pre-COVID levels. The Library
views test proctoring as a revenue-generating service, but government agencies are not supposed to generate profits. Library Services Director Hetherton indicated the City Council approved the Capital Improvement Plan, which contains a FY 2022-2023 project for initial design and public input for a new Balboa Branch. In July 2021, the Board of Library Trustees may appoint an ad hoc subcommittee to manage public engagement and search for a contractor and architect. Chair Watkins noted the problems caused by herons at the Balboa Branch and has asked Library Services Director Hetherton to explore solutions.
9. Public Service Hours at Balboa Branch Library Staff recommends that the Board of Library Trustees approve eliminating night
hours on Mondays and Wednesdays at the Balboa Branch. Staff recommends scheduling additional children's programming during daytime hours.
Branch and Youth Services Coordinator Debbie Walker proposed eliminating night hours on Mondays and Wednesdays at the Balboa Branch so that staff can increase programming. Reference transactions on Monday and Wednesday nights have steadily decreased from 2016 to early 2020. Staff responded to an average of 5.4 reference questions per night in 2016 and 3.9 reference questions per night in 2019. The cost per reference transaction in 2019 is $20.60, which is fairly high. Checkouts averaged seven items per hour during night hours in FY 2017-2018 and 5.3 items per hour in the current fiscal year. The Branch averages approximately 3.75 visits per hour during evening hours. With the extremely low volume of reference questions, visits, and circulation, Monday and Wednesday night hours are no longer cost-effective. Eliminating these hours would allow staff to offer additional children’s programming. Test proctoring is a very popular service
at the Balboa Branch and does not occur during evening hours. On many occasions, test takers have been turned away due to insufficient staffing.
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Page 5 Motion made by Secretary Kost, seconded by Board Member Glabman, and carried
(5-0-0-0) to approve the change in operating hours for the Balboa Branch. AYES: Watkins, Coulter, Kost, Glabman, Ray NOES: ABSTENTIONS: ABSENCES: 10. Corona Del Mar Branch Update Branch Librarian Annika Helmuth presents an overview of Corona del Mar Branch's activities and resources.
Corona del Mar Branch Librarian Annika Helmuth reported the Corona del Mar Branch opened on September 17, 2019 following reconstruction. Library Assistant Daisy Hernandez has been promoted to Library Clerk. The new facility is functioning well, and
the Friends of the Library reading porch is a valuable addition to the Branch. A new exterior book drop was installed in January 2020. The Friends of the Library and the Newport Beach Public Library Foundation donated approximately 11,000 new items to the
Branch upon its opening. The Branch maintains extensive DVD, children's, and adult fiction collections. New service hours of Monday through Saturday 9:00 a.m. to 6:00 p.m. have been very popular, and heavy usage occurs during the additional Monday hours. Books and Babies and Preschool Storytimes are offered each week. A pilot program, Sensory Play Saturday, began in January 2020 and attained a significant following in the two months prior to the Library closure. During the 2019 Corona del Mar Christmas Walk, 700 walkers visited the Branch. In February 2020, second graders from Newport Coast Elementary were the first class to tour the new facility. In response to Chair Watkins’ question, Corona del Mar Branch Librarian Helmuth related that the Friends of the Library reading porch is used throughout the day.
11. Donation from Friends of the Newport Beach Library Staff recommends the Board of Library Trustees accept a donation of $10,000 from
the Friends of the Newport Beach Library. These funds will be used to furnish and stock the new Passport Office and Gift Shop.
Chair Watkins advised that the donation will be used to furnish and stock the new Passport Office and Gift Shop. Motion made by Vice Chair Coulter, seconded by Secretary Kost, and carried (5-0-0-0) to accept the donation from the Friends of the Newport Beach Library. AYES: Watkins, Coulter, Kost, Glabman, Ray NOES: ABSTENTIONS: ABSENCES: 12. Donation Acceptance from Newport Beach Public Library Foundation on Behalf of the Victor Klein Trust Staff recommends the Board of Library Trustees accept a $25,000 donation from
the Newport Beach Public Library Foundation on behalf of the Victor Klein Trust.
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Library Services Director Hetherton indicated the Victor Klein Trust has stipulated the donation is to be used for children’s services. Motion made by Board Member Glabman, seconded by Board Member Ray, and carried (5-0-0-0) to accept the donation from the Newport Beach Public Foundation on behalf of the Victor Klein Trust. AYES: Watkins, Coulter, Kost, Glabman, Ray NOES: ABSTENTIONS: ABSENCES:
13. Lecture Hall Update Trustee Janet Ray will report on activities related to the Library Lecture Hall project.
Board Member Ray reported a meeting with architect Bob Coffee is scheduled for September.
In reply to Chair Watkins' question, Board Member Ray indicated the Library Foundation is fundraising, but an ad hoc committee has not been appointed. 14. COVID-19 Closure Update Staff will update the Trustees on the Library's activities during the COVID-19 closure. Library Services Director Hetherton reported the Newport Beach Public Library remains closed in compliance with guidance from the California Department of Public Health. No timeline has been issued for reopening; however, the Library is prepared to reopen as
allowed. Patrons' use of curbside service, digital resources, and virtual programming has increased substantially since April 2020. Returned items are now quarantined for four days prior to staff checking them into the system. Staff uses the actual date of return to
check-in items so that late fees are not assessed for items returned on time. Chair Watkins appreciated the quality of virtual programming prepared by staff.
In reply to Board Member Glabman’s questions, Library Services Director Hetherton indicated Storytimes are virtual only at this time. Virtual programming is available on the Library's website and YouTube channel. Jim Mosher urged the Board of Library Trustees to develop COVID guidelines and enforceable procedures before the Library reopens . He suggested staff create outdoor experiences to facilitate social distancing and increase public access to the internet by providing additional hotspot devices for checkout. Library Services Director Hetherton agreed with Mr. Mosher in that access to the internet
will need to be expanded, which could include purchasing additional hotspots. 15. Library Services
Report of Library issues regarding services, patrons and staff.
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Library Services Director Hetherton explained that the impact of the COVID-19 closure will be reflected in the 2022 Star Library report. The new mobile app is remarkable, and patrons should download it to their cell phones. B. Monthly Reports 16. Library Foundation Liaison Reports A. Library Foundation Board – Report of the most recently attended meeting. Board Member Ray reported the Library Foundation Board met on August 3, 2020. The Foundation remains financially healthy, and the Board will focus on fundraising. Despite the Library closure, the Foundation will launch a new website and programming, including a writing contest, for the fall/spring season.
Meg Linton, Library Foundation Chief Executive Officer, advised that the Foundation's website should list programming for the upcoming season by September. A new series,
Studio Chats, will be interviews with artists, architects, and designers. B. Library Live Lectures Committee – Report of the most recently attended meeting. Board Member Glabman reported email communications during the Committee's hiatus indicate the Committee is preparing virtual lectures for the fall, and three authors have agreed to present lectures. C. Witte Lectures Committee – Report of the most recently attended meeting Secretary Kost advised that the Committee is discussing the format of lectures, which will be virtual instead of in-person. 17. Friends of the Library Liaison Report Trustee update on the most recently attended Friends of the Library Board meeting.
Vice Chair Coulter reported the Friends of the Library is looking forward to accepting book donations and conducting book sales in the Friends Room. The Friends did not meet in August. The Friends have 885 members. July revenues were comprised of $532 from Amazon sales, $175 from membership dues, and $1,190 from Pacific Book Auction Galleries (PBA). In response to Board Member Ray’s query, Vice Chair Coulter explained that book sales have not occurred because the Friends do not have space to quarantine books or to sort and price books while practicing social distancing. Jim Mosher supported outdoor book sales, and suggested the Friends utilize the Friends Room to store or quarantine donated books. 18. Literacy Services Liaison Report
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Page 8 Trustee update on the most recently attended Literacy Services Advisory Board
meeting. Chair Watkins stated the bimonthly newsletter, Literally Speaking, went out in August. The Advisory Board met on July 14, 2020, and will meet again on September 10, 2020. ProLiteracy has a bank balance of $432,000, 83 active tutors, and 129 active learners. A virtual happy hour is planned for this fall. A new online contest, COVID Diaries, is underway. 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) Chair Watkins invited Board Members to attend the presentation of the Friends of the
Library donation to the City Council on September 8, 2020. Library expenditures should be monitored carefully because donations will likely be less than in previous years. IX. ADJOURNMENT – 6:31 P.M.
Submitted by: Paul Watkins
Chair Approval of Minutes