HomeMy WebLinkAbout09-15-2025-BLT-APPROVED MINUTESCITY OF NEWPORT BEACH Board of Library Trustees Civic Center Council Chambers 100 Civic Center Drive, Newport Beach, CA Meeting Minutes Monday, September 15, 2025 – 5:00 PM I. CALL TO ORDER Chair Lauren Kramer called to order the Board of Library Trustees meeting for September 15, 2025, at 5:00 p.m.
II. ROLL CALL Trustees Present: Chair Lauren Kramer, Secretary Dorothy Larson, Trustee Meghan
Murray, Trustee Chase Rief Trustees Absent: Vice Chair Antonella Castro Staff Present: Melissa Hartson, Library Services Director Rebecca Lightfoot, Library Services Manager
Andrew Kachaturian, Adult Services Coordinator Annike Helmuth, Branch and Youth Services Coordinator Francine Jacome, Administrative Support Specialist
Avery Maglinti, IT Manager Christina Smith, Literacy Coordinator III. PLEDGE OF ALLEGIANCE Trustee Meghan Murray led the Pledge of Allegiance. IV. NOTICE TO THE PUBLIC - Waived
V. CONSENT CALENDAR Administrative Support Specialist Francine Jacome read the Consent Calendar Notice to the public. A. Consent Calendar Items
1. Minutes of the August 18, 2025 Board of Library Trustees Meeting
2. Patron Comments
Monthly review of evaluations of library services through suggestions and requests received
from patrons.
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3. Patron’s Request for Evaluation of Library Resources
Monthly review of evaluations of library resources as requested by patrons with corresponding
staff resources.
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.
Chair Kramer opened the items to public comment. Jim Mosher stated that in other departments, such as planning, when a project is subject
to appeal, it is placed on hold pending the outcome of the appeal. He reported that the book in question in Item No. V.A.3 had been removed before there was a chance for appeal. Chair Kramer closed public comment. Motion made by Secretary Dorothy Larson, seconded by Chair Lauren Kramer, and carried 4-0-0-1 to approve the Consent Calendar Item Nos. 1-5.
AYES: Kramer, Larson, Murray, Rief NOES: ABSTENTIONS: ABSENCES: Castro VI. CURRENT BUSINESS
A. Items for Review
6. Information Technology Update
IT Manager Avery Maglinti will update the Board of Library Trustees on library information technology activities. Information Technology (IT) Manager Avery Maglinti reported that the IT Help Desk resolved 870 library support issues in the previous year. He added that IT completed a major upgrade of the City’s Integrated Library System (ILS), taking seven months, including work on 80 user terminals. He added that a projector and screen were installed in the children’s area at Central Library, and the annual equipment replacement cycle led to the replacement of 28 personal computers, a photocopier, 16 catalog computers, and
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six iPads. He reported that additional wireless access points were added to the Central Library and Mariners Branch, and patron databases were updated to collect better usage statistics. He noted that the IT staff created a public calendar system to make test-
proctoring appointments and updated the self-check kiosks for patrons to receive book recommendations.
IT Manager Maglinti reported that IT staff members are continuously performing Citywide projects that impact the Library, noting that the City adopted a five-year IT Strategic Plan in July. He cited as an example the City’s upgraded Enterprise Resource Planning (ERP)
system, which impacts all financial processes and Human Resources, adding that all 1,200 City staff are undergoing an annual cybersecurity training. He reported that the IT staff is in the process of upgrading all Windows 10 devices to Windows 11. IT Manager Maglinti reported that this upcoming year will see the IT staff perform a network vulnerability test, and implement components of the IT Strategic Plan, featuring a new Content Management System for all City websites – including the Library’s. He added that computer monitors are being replaced and upgraded at all Library branches, and the security camera system at Mariners Branch will be upgraded within Fiscal Year 2025-26. He added that IT continues to support the Witte Hall construction by adding connectivity and other IT infrastructure and services.
In response to Trustee Rief’s inquiry, IT Manager Maglinti stated that someone could investigate the ability to email book recommendations to patrons.
In response to Secretary Larson’s inquiry, IT Manager Maglinti clarified that the City does not provide the same cybersecurity training to the public as it does for staff because the
City pays for it per person. He reported that it would be cost-prohibitive to provide the training for all residents. Chair Kramer opened the item to public comments. Mr. Mosher reported that, when using the ILS from home, he sometimes has an issue accessing the second page when his search returns multiple pages of options until he has passed a time-consuming Completely Automated Public Training test to tell Computers and Humans Apart (CAPTCHA). He inquired if the CAPTCHA’s use is something under the City’s control and questioned its necessity.
Chair Kramer closed public comments. Chair Kramer received and filed the report.
7. Literacy Services Update
Staff will provide an update on the Literacy program and events. Literacy Coordinator Christina Smith reported that Project Adult Literacy (PAL) currently
has 62 volunteer tutors and 61 active learners, adding that PAL logged 6,983 volunteer hours in FY 2024-25. She reported on program highlights over the past Fiscal Year,
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including additions to staff, professional enhancement events attended by herself and other staff, and programs in which the PAL learners participated.
Chair Kramer lauded Literacy Coordinator Smith’s passion to help others and commended her work.
In response to Secretary Larson’s inquiry, Literacy Coordinator Smith reported that the City advertises both volunteer and learner opportunities to help grow PAL. She added that most of PAL’s learners become aware of the program through word of mouth.
Chair Kramer opened the item to public comments, there were none. Chair Kramer received and filed the report.
8. Library Activities
Monthly update of library events, services, and statistics. Library Services Director Hartson reported that the three-week Central Library closure with limited services began today. She added that they will continue to monitor how it is working along with the outside temperatures as work begins inside. She reported that an offer has been made to a Librarian III candidate who is currently undergoing their standard background and fitness checks through Human Resources. She noted that on September 23, the Friends of the Newport Beach Public Library (Friends of the Library) will present a $250,000 check to the City during the City Council meeting and encouraged all to attend. She reported that the Summer Reading Program concluded with 912,651 minutes read,
far beyond the goal of 600,000 minutes. Trustee Rief commended the Summer Reading Program for exceeding its goals, noting
that registrations increased by 9%, minutes read increased by 58%, and book reviews increased by 28%.
In response to Trustee Rief’s inquiries, Library Services Director Hartson clarified that this year’s program was entirely minutes-based as opposed to a combination of minutes and books completed. She added that many things contributed to the success of the program this summer, including advertising and assistance from schools. She expressed an unwillingness to forecast what next summer’s minute goal may be based upon this past summer’s success but added that staff will continue to aim high. In response to Secretary Larson’s inquiries, Library Services Director Hartson reported not seeing anything concerning at the Central Library caused by the active construction of new parking spaces. She added that one of the picnic tables will be removed due to the parking expansion, and they are looking to relocate the bunny statue in the same general
area near the children’s room so it will be visible out of a window. She reported that one additional parking spot will be added near the front door, disrupting landscaping.
Chair Kramer opened the item to public comments, there were none. Chair Kramer received and filed the report.
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B. Monthly Reports
9. Library Foundation Liaison Report
Trustee update of the most recently attended Library Foundation Board meeting. Chair Kramer thanked Secretary Larson for serving as the Newport Beach Public Library Foundation liaison for the past two years, reporting that the role will switch to Trustee Rief
for the next meeting. She added that Secretary Larson will continue to report on the Foundation’s committees.
Secretary Larson reported attending last week’s Foundation Board meeting and encouraged all to read Foundation Chief Executive Officer Jerold Kappel’s recap included in the Agenda packet. She reported that both the Witte and Library Live committees are
working on a lecture series for Witte Hall for 2026-27, and that the 2025-26 series is already sold out.
10. Foundation Literacy Liaison Report
Trustee update of the most recently attended Foundation Literacy Committee Meeting. Vice Chair Castro’s absence prevented a report.
11. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board meeting. Trustee Murray reported that the Friends of the Library will present a check to the City Council at the September 23 meeting. She reported that their membership has increased by 12%. In response to Chair Kramer’s inquiry, Trustee Murray confirmed that she is planning to attend the City Council meeting for the check presentation.
Chair Kramer opened Item Nos. 9-11 to public comments, there were none.
Chair Kramer received and filed the monthly reports. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS – THREE MINUTES PER SPEAKER
Mr. Mosher stated that the construction permits for the Balboa Branch Library have been appealed to the California Coastal Commission (CCC) due to concerns about removal of a tree where herons nest. He added that the permit was modified to alleviate the CCC’s concerns in advance, but this modified permit is being appealed to the Planning
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Commission on Thursday. He theorized that the CCC will not have an objection to the City’s plans and lamented that work could not start months ago due to this holdup.
Mr. Mosher encouraged the Trustees to review the Draft Elements for the General Plan well in advance of their next meeting for a robust discussion.
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 Kramer wished Vice Chair Castro and her husband a happy anniversary, stating
that this is why she is absent from the meeting. In response to Secretary Larson’s inquiry, Chair Kramer confirmed that for future meetings, they can add subcategories to the monthly Foundation liaison reports to reflect the work of the Foundation’s committees. She thanked Trustee Rief for accepting his new role. IX. ADJOURNMENT – 5:29 P.M.
The next meeting will be October 20, 2025.
Submitted by: Lauren Kramer
Chair Approval of Minutes