HomeMy WebLinkAbout03-17-2025-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Civic Center Council Chambers 100 Civic Center Drive, Newport Beach, CA Meeting Minutes Monday, March 17, 2025 – 5:00 PM I. CALL TO ORDER Chair Chase Rief called to order the Board of Library Trustees meeting for March 17, 2025.
II. ROLL CALL Trustees Present: Chair Chase Rief, Vice Chair Antonella Castro, Secretary
Dorothy Larson, Trustee Lauren Kramer (left meeting at 5:42 p.m.) Trustees Absent: Trustee Meghan Murray (excused) Staff Present: Melissa Hartson, Library Services Director
Rebecca Lightfoot, Library Services Manager Andrew Kachaturian, Adult Services Coordinator Annika Helmuth, Branch and Youth Services Coordinator
Evelyn Rogers, Balboa Branch Librarian Tom Sandefur, Assistant City Engineer, Public Works III. PLEDGE OF ALLEGIANCE Trustee Lauren Kramer led the Pledge of Allegiance. IV. CHAIR’S WELCOME Chair Chase Rief welcomed back all in attendance and thanked them for attending on St. Patrick’s Day.
V. NOTICE TO THE PUBLIC - Waived
VI. CONSENT CALENDAR Administrative Support Specialist Francine Jacome read the Consent Calendar Notice to the public. Chair Rief inquired whether any Trustees had requests to pull an item from the
Consent Calendar. There were none. A. Consent Calendar Items
1. Minutes of the Feb 24, 2025 Board of Library Trustees Meeting
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2. Patron Comments
Monthly review of evaluations of library services through suggestions and requests
received from patrons.
3. Expenditure Status Report
Monthly expenditure status of the library’s operating expenses, services, salaries, and
benefits by department.
4. Board of Library Trustees Monitoring List
List of agenda items and dates for monthly review of projects by the Board of Library
Trustees.
Chair Rief opened the item to public comments, there were none. Motion made by Vice Chair Antonella Castro, seconded by Trustee Lauren Kramer, and carried 4-0-0-1 to approve the Consent Calendar Item Nos. 1-4. AYES: Rief, Castro, Larson, Kramer NOES:
ABSTENTIONS: ABSENCES: Murray VII. CURRENT BUSINESS
A. Items for Review
5. Balboa Branch Update
Staff presents an overview of Balboa Branch’s activities and resources, and
a branch replacement update. Balboa Branch Librarian Evelyn Rogers reported on the success of their Toy Train Thursday programming for children. She added their weekly story times are also well-attended. She stated that first-grade students from Newport Elementary School come for an annual visit to discover the Library. She added staff will visit Newport Elementary School in May to present a summer reading program, including prizes available for children. She noted regular Wednesday afternoon events also bring young weekly visitors. Balboa Branch Librarian Rogers reported the BARK: Read to a Dog program started in August 2024 and has proven to be both popular and beneficial to children in learning to
read aloud. She added the Balboa Branch presented several craft programs over the past year. She noted that holiday-themed craft programs are reliably popular, particularly on
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Halloween and Valentine’s Day. She added the Balboa Branch has recently held outer space and winter wonderland-themed craft events among other popular crafting events.
Balboa Branch Librarian Rogers thanked Friends of the Library for sponsoring 100% of their children’s programming.
Balboa Branch Librarian Rogers reported the past couple of years have seen high staffing turnover for the Balboa Branch but added they are presently at full staff. She reported staff has been methodically weeding out worn materials since October 2024 in advance of the
renovations. She added many items are being transferred to the Central Library. She reported signs alerting patrons of the upcoming project have filled many of the vacated shelves. She added general facility cleanout is underway for the almost 100-year-old building and staff has slowed down supply purchase rates. In response to Vice Chair Castro’s inquiries, Balboa Branch Librarian Rogers did not have a simple answer for the reason for the high turnover of staff. She added it is disappointing once you take the time to train people losing them so soon. She could not confirm if the general marketplace for librarians is part of the problem. She added they are a small staff so any departures impact all.
In response to Chair Rief’s inquiry, Balboa Branch Librarian Rogers reported the nautical non-fiction collection will be relocated to the Central Library after their closure. She could not confirm whether it would remain at the Central Library or return to the Balboa Branch
when the new facility opens. She theorized it may stay at Central due to Balboa’s reduced space in the updated facility.
Library Services Director Hartson noted Balboa Branch Librarian Rogers is the only full-time staff member at the Balboa Branch. She stated the remainder of the staff is part-time so this status can potentially lead them to continually look for full-time opportunities elsewhere. Balboa Branch Librarian Rogers added the Balboa Branch has had two consistent staffers throughout this period of turnover in herself and Library Clerk Mike Payne, adding some stability. Assistant City Engineer Tom Sandefur reported on the multi-year process towards the upcoming Balboa Branch replacement, featuring a variety of public hearings including the City Council. He stated construction will start in the fall with plans for the Library and adjoining Newport Beach Fire Department (NPFD) Balboa Station 1 having been
submitted to the Building Department for permitting. He added all code requirements have been met. He reported the Fire Station and the Library will swap places in the new building with the Library moving to its east side and displaying renderings of the new facility’s
exterior and interior. He noted the site will gain parking spaces over what currently exists, and the alleyway entrance will be preserved by public request. He added that, like many beach houses in the area, designers are planning to use warm blue and sand tones for
the Library’s interior. Assistant City Engineer Sandefur presented cost information for the project, noting it has not changed since the replacement was last presented to the City Council. He reported the matter of tree removal is currently awaiting a hearing by the California Coastal Commission. He added an on-site water line will be relocated under the street. He stated
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the next step is permitting the temporary Fire Station followed by the bidding process for the permanent construction.
In response to Secretary Dorothy Larson’s inquiry, Assistant City Engineer Sandefur stated the facility was last before the City Council in or around June 2024.
Chair Rief reported the last City Council meeting had an update on upcoming projects which included this facility.
In response to Secretary Larson’s inquiry, Assistant City Engineer Sandefur confirmed the cost estimates have not changed since last summer. Chair Rief opened public comments. Jim Mosher, a Newport Beach resident, inquired if the two rooms in the front of the building are intended to be study rooms. Chair Rief closed public comments. Library Services Director Hartson confirmed the two rooms are intended to be group study rooms.
6. Study Rooms/Charles Sword Meeting Room Policy
Staff requests that the Board of Library Trustees review and approve changes to Library Policy NBPL 13, Study Rooms/Charles Sword Meeting
Room. No report was given.
Chair Rief opened the item for public comments.
Jim Mosher, a Newport Beach resident, expressed his displeasure over the requirement for study rooms only being able to be reserved in person. He stated this policy disfavors residents who live farther from the Library and may want to use a study room later in the day, forcing them to make an unnecessary second trip. He decried the policy for not giving all residents an equal chance to make reservations. Chair Rief closed public comments. Motion made by Trustee Lauren Kramer, seconded by Chair Chase Rief, and carried 4-0-0-1 to approve staff recommendations.
AYES: Rief, Castro, Larson, Kramer NOES:
ABSTENTIONS: ABSENCES: Murray
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7. Acceptance of Donations
Staff recommends the Board of Library Trustees review and accept two donations from the Newport beach Public Library Foundation and a donation to Project Adult Literacy made by a patron in memory of Dr. Stephen Koffler. Chair Rief reported donations have come in from the Newport Beach Public Library
Foundation for children’s tech toys and to Project Adult Literacy (PAL) from Haley and Michael Dahl in memory of former PAL tutor Dr. Stephen Koffler.
In response to Chair Rief’s inquiry, Library Services Director Hartson clarified children’s tech toys are a new collection to be introduced due to this donation. She added the collection will be like the adult tech toy collection except geared towards
children including small robotics, interactive games, microscopes, and other pieces of equipment. Chair Rief opened the item for public comments, there were none. Motion made by Chair Chase Rief, seconded by Vice Chair Antonella Castro, and carried 4-0-0-1 to approve staff recommendations. AYES: Rief, Castro, Larson, Kramer NOES: ABSTENTIONS:
ABSENCES: Murray Chair Rief thanked the Dahls, a younger couple with young children, for giving
back to the Library.
8. Children’s Caregiver Collection Ad Hoc Subcommittee Update
Ad Hoc Subcommittee will provide an update regarding the new collection for children and their caregivers.
Secretary Larson reported, following the last board meeting’s discussion, meeting with Trustee Murray and Library Services Director Hartson to discuss the intention behind the collection. She clarified it would not be a typical Collection but rather just a shelf or two in the children’s area. Library Services Director Hartson reported that the staff is considering a collection of children’s books intended to help facilitate difficult discussions between children and caregivers. She added grouping things together helps boost a collection’s usage by providing a more efficient patron experience through ease of access. She added access to the materials will be unrestricted. She compared the intention
to how the Library groups books related to an upcoming holiday for easier access. She added the Collection will not be labeled as sensitive materials.
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Library Services Director Hartson reported, in response to Trustee Kramer’s inquiries at the last meeting, staff researched and found five other Orange County cities, along with the County itself, with a similar collection, detailing how those
municipalities manage their collections. She added Newport Beach is one of four cities in the County currently without a designated caregiver/parenting collection.
Secretary Larson noted the discussion was likely spurred by complaints about certain books some would like to see removed from the children’s area. She lauded this proactive approach to adding a valued resource to the children’s area. She
added she wished she had such resources years ago when she was dealing with some of these same issues with her children. Library Services Director Hartson added the five focus categories for the Collection would be behavior and interpersonal relationships, health and development, life changes, safety, and school readiness. Chair Rief stated, assessing this meeting and the last one, that there is no need for a policy change from the Board. Library staff has heard to the Board’s concerns, met with the subcommittee, heard two meetings of public comments, and read emails submitted by the public. He would want to empower Library staff to proceed
as they see fit. Chair Rief opened the item for public comments.
Joni Nichols, a Newport Beach resident, asked about ease of access and wished to know if there would be a list of all the items in the Collection, such as an index
to aid in searching. Trustee Kramer responded that it would be premature to answer as nothing had yet been done. Jim Mosher, a Newport Beach resident, commented that he thinks it’s wise for Library staff to decide what is the best and most effective and efficient way to organize collections in the Library in which the Board has not previously been involved. The Board might want clarity on what age group this is intended for as some of the topics sound as if they are for younger children while others are for older children. They may also want to give more thought to the name of the
collection as “caregiver” normally refers to healthcare issues. Chair Rief closed public comments.
Chair Rief received and filed the report.
9. Library Activities
Monthly update of library events, services, and statistics.
Library Services Director Hartson reported that February is a relatively quiet month. She reported the new portable projector and screen were installed in the
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Children’s Library and used for the first time during a Mad Libs activity, thanking the Foundation for its donation. She added the City Council will be issuing a Proclamation for National Library Week ahead of the event on March 25. She
noted the BARK: Read to a Dog program was recently featured in The Daily Pilot. Chair Rief commended the news coverage and Library Service Director Hartson’s
update. He thanked the Foundation for the projector. Chair Rief opened the item for public comments, there were none.
Chair Rief received and filed the report. B. Monthly Reports
10. Library Foundation Liaison Report
Trustee update of the most recently attended Library Foundation Board meeting. Chair Rief reported, that following a City Council meeting, the Foundation voted to approve paying for the larger screen. He added fundraising is going well with the Foundation making progress toward its goal. He noted the Foundation has good upcoming programming planned and saw good attendance at recent events. He reported Dev Ghose has been added to the Foundation’s Board, bringing a strong financial background. Secretary Larson reported both the Witte Committee and Library Live Committee are
working diligently on finding speakers. Chair Rief stated he would open public comments after all three agendized monthly
reports. There were no objections.
11. Foundation Literacy Liaison Report
Trustee update of the most recently attended Foundation Literacy Committee Meeting.
Vice Chair Castro reported a new Literacy Committee was formed and will conduct its inaugural meeting on March 25 following the City Council meeting.
12. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board meeting.
Chair Rief reported the Friends of the Library presented positive news at the Friends’ Board meeting. He advised that store sales are going great, and they are fully staffed. He stated they are planning for upcoming book sales while the Friends Meeting Room will be under reduced capacity.
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Chair Rief opened public comment.
Jim Mosher, a Newport Beach resident, clarified there were proposals before the City Council for two different screen sizes.
In response to Mr. Mosher’s inquiry, Chair Rief could not confirm the exact dimensions of the screen approved by the Foundation Board.
Library Foundation Chief Executive Officer Jerold D. Kappel confirmed they went with the 11 ft. x 19 ft. screen because the larger one would have required additional construction work to fit on the back wall. He clarified this is larger than the 9 ft. x13 ft. model previously discussed by the Foundation. He added the 11 ft. x 19 ft. screen allows for optimal viewing for all in the auditorium whereas the larger one would have been visually cut off at the bottom for those watching from the lower seats in the auditorium. Chair Rief closed public comment. Chair Rief received and filed the reports in Item Nos. VII.B.10-12.
Chair Rief reported Trustee Kramer had to leave the meeting early due to a family commitment.
VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS – Three Minutes per speaker
Joni Nichols, a Newport Beach resident, reported reading the patron comments included in the agenda packet and thanked Library Services Manager Rebecca Lightfoot and Adult Services Coordinator Andrew Kachaturian for their written
responses. She stated they represented the community well in cordially and professionally responding to inane questions. Jim Mosher, a Newport Beach resident, reported from a recent Finance Committee meeting that a City Council-approved schedule of City fees was reviewed, noting it differs from the one adopted by the Board of Library Trustees. He cited as an example the fine for unreturned movies set by the Board is $10 but the Council’s schedule says $20. He noted other similar discrepancies. He encouraged the Board to request clarity on the fees. He also questioned why the City Council’s schedule would have a $1 Use Fee applicable to library materials and questioned if the City Council has this authority as the Board sets rules and regulations for the
City’s libraries. Library Services Director Hartson clarified that the City Council is setting a
maximum fee, and the Library is not exceeding this limit. She advised that they are working with City staff to ensure alignment.
Chair Rief stated that the City Council cannot tell the Board what to charge with the City Council’s element of checks and balances being its ability to replace Board members.
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In response to an inquiry, Library Services Director Hartson clarified the $1 fee is to rent a digital video disc (DVD) or Blu-ray disc. She noted that their systems are designed to align with the Board.
IX. 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 Rief dissolved the Caregivers Collection Ad Hoc Subcommittee as no further
action is needed. X. ADJOURNMENT – 5:49 P.M.
The next meeting will be April 21, 2025.
Submitted by: Chase Rief
Chair Approval of Minutes