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HomeMy WebLinkAboutAPPROVED 01-20-2015 CITY OF NEWPORT BEACH Board of Library Trustees Meeting Minutes January 20 2015 – 5:00 p.m. CONVENED AT 5:00 p.m. 1) CALL MEETING TO ORDER – Chair Robyn Grant called the meeting to order. 2) ROLL CALL – Roll call by Administrative Support Specialist Elaine McMillion Trustees Present: Chair Robyn Grant, Vice Chair John Prichard, Secretary Eleanor Palk, Jill Johnson-Tucker, Jerry King Staff Present: Library Services Director Tim Hetherton, Library Services Manager Dave Curtis, Branch and Youth Services Coordinator Debbie Walker, Support Services Coordinator Melissa Kelly, Librarian Allen Kesinger, Administrative Support Specialist Elaine McMillion 3) PUBLIC COMMENTS Jim Mosher referenced comments he submitted in writing, and commented on online databases and suggested that the Board consider cooperation between other libraries to share and provide access to all available databases. Additionally, he commented on the Corona del Mar Branch and hoped that what will be presented to Council will be clearly detailed to the Board in terms of what Council will be considering for approval. He addressed Item B3 (Display and Distribution of Materials in Library Policy) and made suggestions including trusting Library staff to make good decisions as to what materials should be included and provided examples of possible policies. Carl Cassidy stated he would like the opportunity to comment on the budget, especially related to Bistro 24 and the Corona del Mar Branch project. He expressed concern that salaries are not detailed within the budget and that there is not sufficient information to act on it this evening. He urged the Board to submit a request for additional information. 4) APPROVAL OF MINUTES – Draft December 15, 2014 Minutes Motion made by Trustee Johnson-Tucker and seconded by Secretary Palk and carried (4-0-1-0) to approve the minutes of December 15, 2014, as written. AYES: Grant, Palk, King, Johnson-Tucker NOES: None ABSTENTION: Prichard ABSENT: None 5) CURRENT BUSINESS A. CONSENT CALENDAR 1. Customer Comments - Monthly review of evaluations of library services through suggestions and requests received from customers. 2. Library Activities - Monthly update of library events, services and statistics. 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 Grant commented on a review of the Library expansion donor wall and notice will be provided for the appropriate parties to attend. She added that the Chair of the Arts Commission will attend the next meeting and provide a status report on the City Arts Commission. Discussion followed regarding customer comments and a decline in customers served and circulation, possible trends and reasons for the declines including construction were noted. Motion made by Secretary Palk and seconded by Vice Chair Prichard and carried (5-0-0-0) to approve Consent Calendar Items as presented and discussed. AYES: Grant, Prichard, Palk, King, Johnson-Tucker NOES: None ABSTENTION: None ABSENT: None B. ITEMS FOR REVIEW AND POSSIBLE ACTION 1. Critical Review of Online Database & Services / Database Usage Report – Staff will give an update and review of the Library database services. Librarian Allen Kesinger provided an update of Library databases noting a new database, A to Z, which offers people search, a career and resume tools, homeowner data and can be adjusted for other search parameters. He reported that course instruction is held on Tuesdays at 2:00 p.m. He added that different courses have been incorporated including Value Line. He listed other courses offered including an Ancestry online class. Discussion followed regarding an upcoming Pinterest class, eBooks, eBranch, and downloadable book services. It was noted that eBranch is open all day, every day and that a new class schedule is available online. Ensuing discussion followed regarding the success of the Media Lab Open House and promoting database launches. 2. 2015-2016 Proposed Budget for Library Services – Staff will provide a report for review. Support Services Coordinator Melissa Kelly noted that specific personnel information is missing from the budget and that the Finance Department was not able to provide it for this meeting. She noted that Finance has added a new system and that all personnel budget information is now handled by the Finance Department. She reviewed the information provided and noted that currently existing positions will be included in next year's budget; that no new positions are being added and none will be eliminated. Discussion followed regarding salaries and raises, materials, and generating wish lists. Ms. Kelly presented a breakdown of the operating budget and addressed leases, copiers, and the need to consider the Information Technology (IT) budget. She suggested waiting to approve the budget until information regarding staff expenses has been provided and addressed requesting changes to the budget. Discussion pertained to tabling this item to the Board of Library Trustees meeting of February 17, 2015. This matter was tabled to the Board of Library Trustees meeting of February 17, 2015, without objection. 3. Display and Distribution of Materials in Library Policy – Staff will present the revisions as presented at the December 15, 2014 meeting for review and approval. Library Services Director Tim Hetherton noted that the policy, as presented tonight, is not much different than the existing policy and commented on challenges in terms of what materials can be displayed and who may display them. He offered to research best practices of other libraries and return with a report to the Board at the next meeting. Discussion followed regarding deferring the matter to the Director and staff, trying a policy for six months to determine costs/benefits, and the possibility of having a broader policy at the discretion of the Library Director. This matter was tabled to the Board of Library Trustees meeting of February 17, 2015, without objection. 4. Vacant Space Across from Bistro 24 – Update on the potential use of the space located on the second floor of the Central Library as discussed at the December 15, 2014 meeting. Library Services Director Tim Hetherton reported speaking with the City Manager about this matter and suggested the possibility of using the space for a gallery or display of art and making it a community space where residents would be actively solicited to provide art that they would like to display. He added that staff can develop policies to be presented to the Board for approval. Discussion followed regarding creating the right branding and atmosphere for the area, using the expertise of the Arts Commission, keeping control of the space versus giving it to the Arts Commission, using the space for things other than art, obtaining funding for display cases and furniture, and getting input from the Friends of the Library regarding their desire for the space. Motion made by Vice Chair Prichard and seconded by Secretary Palk and carried (5-0-0-0) to approve use of the space located on the second floor of the Central Library as discussed and direct staff to seek access to the area and discuss its use with the Community Development Department. AYES: Grant, Prichard, Palk, King, Johnson-Tucker NOES: None ABSTENTION: None ABSENT: None 5. Corona del Mar Branch Project Update – Staff will report on recent activities pertaining to the proposed Library/Fire Station joint facility in Corona del Mar. (Committee liaisons: Vice Chair Prichard, and Trustee King) Library Services Director Tim Hetherton reported meeting with the Public Works Department and stated they are interested in obtaining estimates for furniture and fixtures. An architect has not yet been chosen and staff is waiting for funds to be allocated towards the project. Discussion followed regarding determining how much shelving and furniture is needed, the need to make a decision on the architect and engaging the public in the process. C. MONTHLY REPORTS - No written reports created prior to the Board of Library Trustees Meeting 1. Library Services Director Report - Report of Library issues regarding services, customers and staff. Library Services Director Tim Hetherton reported there has been a lot of interest in the current Illustrated Courtroom: Famous Trials in Pictures art exhibition in the Central Library and noted that it will be coupled with a lecture on Tuesday, March 3, 2015. He added that he has been busy with the budget and concert planning. Director Hetherton congratulated Library Services Manager Dave Curtis for the success of the Media Lab Open House and noted that there were promising leads obtained. Discussion followed regarding communicating with the Foundation. A YouTube video on the Media Lab, created by Greg Johnson, was shown. 2. Friends of the Library Liaison Report - Trustee King’s update of the most recently attended Friends of the Library Board’s monthly meeting. Trustee King reported that the book sale was a success. He addressed ad hoc sales and special collections and noted that the Friends will be discussing possible changes in the future. He commented on how to make information available and on how to display important books. He noted that people bring books in all the time and that the bookstore is "stressed for space". 3. Library Foundation Liaison Report – Trustee Jill Johnson-Tucker’s update of the most recently attended Newport Beach Public Library Foundation Board monthly meeting. Trustee Johnson-Tucker reported that the Foundation meeting date has been changed from the first Monday of the month to the fourth Monday of the month. Director Hetherton reported attending their recent retreat and that discussion pertained to cultivating a younger clientele which will be reflected in their programming. Additionally, the Foundation wants to dedicate an auditorium with a capacity for 300 to 350 people. 4. DSLS Liaison Report - Secretary Palk’s update of the most recently attended Distinguished Speakers Lecture Series Committee’s monthly meeting. Secretary Palk reported that the group is doing well and addressed upcoming events including a lecture by author Elizabeth Kolbert of The Sixth Extinction; An Unnatural History, a book about mass extinctions. 6) 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 7) PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher commented on possible future monitoring items including developing an emergency management plan including server emergencies. He suggested that the Board may want to review the matter in the future. Additionally, he commented on the practice of a library in Massachusetts that offers discounts to educational and other types of programs. Support Services Coordinator Melissa Kelly reported on the distribution of a "Save the Date" notice for the Gift of Literacy luncheon scheduled on May 1, 2015. She added that invitations will be sent by email. Carl Cassidy commented on restaurant week and noted that with the new Council, there will probably be a new Finance Committee. He added that the proposed Library budget has decreased approximately 3%, which is a tribute to the Board and staff. He noted that the Library is well-used and commented on increases in costs. 8) ADJOURNMENT – 6:42 p.m. Submitted by: Chair Robyn Grant Approval of Minutes