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HomeMy WebLinkAboutAPPROVED 06-20-2016Board of Library Trustees Meeting Minutes June 20, 2016 Page 1 CITY OF NEWPORT BEACH Board of Library Trustees Meeting Minutes June 20, 2016 – 5:00 p.m. I. CALL MEETING TO ORDER – This meeting was held at the Corona del Mar Branch Library and was called to order by Chair King at 5:00 p.m. II. ROLL CALL – Roll call by Administrative Support Specialist Elaine McMillion Trustees Present: Chair Jerry King; Vice Chair John Prichard; Secretary Jill Johnson- Tucker; Janet Ray; Robyn Grant Staff Present: Library Services Director Tim Hetherton; Administrative Support Specialist Elaine McMillion; Support Services Coordinator Melissa Kelly; Branch & Youth Services Coordinator Debbie Walker; Adult Services Coordinator Natalie Basmaciyan; Corona Del Mar Branch Librarian Andrea Jason NBPL Foundation: Foundation Board Member Toby Larson III. NOTICE TO THE PUBLIC - Chair King IV. PUBLIC COMMENTS Chair King opened public comments. Resident Paul Watkins noted that he has attended other Boards and Commission meetings and finds the minutes from the Board of Library Trustees meetings to be very thorough. Library Services Director Tim Hetherton thanked him for his compliment. Chair King closed public comments. V. CONSENT CALENDAR 1. Minutes of the May 16, 2016, Board of Library Trustees Meeting 2. Customer Comments Monthly review of evaluations of library services through suggestions and requests received from customers. Board of Library Trustees Meeting Minutes June 20, 2016 Page 2 3. Library Activities Monthly update of library events, services and statistics. Secretary Johnson-Tucker moved to approve the Consent Calendar as presented with the grammatical revisions to the May 16, 2016 meeting minutes in the written public comments included. 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 Secretary Johnson-Tucker and seconded by Trustee Grant and carried (5- 0-0-0) to approve the Consent Calendar items. AYES: King; Prichard; Johnson-Tucker; Grant; Ray NOES: None ABSTENTION: None ABSENT: None VI. CURRENT BUSINESS A. Items for Review 6. Corona del Mar Branch Update Staff will provide the annual update on Corona del Mar Branch services. Library Services Director Tim Hetherton introduced Corona del Mar Branch Librarian Andrea Jason. She noted the written report provided in the meeting packet. This report provided details on the Corona del Mar branch history from inception to present day, an overview of the facility’s maintenance, and branch hours. Statistical spreadsheets from January 2015 through March 2016 for circulation and reference services, programs and program attendance, and the total customers served were also provided. Andrea gave an overview of the staff, their duties, and work schedules, long-time volunteers, and maintenance of collection materials. This branch is highly regarded by its customers, and the new Corona del Mar branch facility has received positive anticipation from the community. Questions from the Board were addressed, some of which included volunteer details, the past and upcoming Christmas Walk, and increased programming attendance. The Board asked Director Hetherton to give an update on the Corona del Mar Branch construction plans. He stated that the project is awaiting the contracts to go to bid and that Board of Library Trustees Meeting Minutes June 20, 2016 Page 3 the final determinations are being made at the City Council level in regard to value engineering and the total cost of the project. Estimates are that the replacement project for the branch will not commence until the beginning of 2017. Tim will follow-up with Deputy Public Works Director and City Engineer Mark Vukojevic on the timeline and will then report back to the Board. 7. Financial Report Comparison of the Beginning Budget to the End of Year Amended Budget Staff will report on Budget Amendments for Fiscal Year 2014-2015. Support Services Coordinator Melissa Kelly reviewed the details as noted in the written staff report for the fiscal year 2015/2016 Library budget which was provided in the meeting packet. City Council had approved a Fiscal Year 2015/2016 budget for the Library in the amount of $7,310,581. An additional $487,413 in donations and grants make the total budget of $7,797,994. The Friends of the Library recently gave $205,000 to help fund materials and programming and the Foundation provided a total of $247,969, the majority of which will go toward wish list items with $26,844 devoted to designated gifts. The Library accounts will be close to even at the end of the 2015/2016 fiscal year end. Funds not used from donations will roll over to Fiscal Year 2016/2017. Trustee Grant asked about the Lenahan donation and the Peninsula Theatre donation, and whether or not the City Arts Commission (CAC) is aware of the funds. Tim noted that the CAC is aware and that they also know the stipulations for use of the funds. Melissa noted that the CAC budget and the Literacy budget do not show up on the Library budget. Resident Paul Watkins asked about the salary breakdown for part time staff. Melissa stated that in the past the part time salaries were broken down into three part time salary ranges, and the City has recently moved all three accounts into one part time salary account. 8. Adult and Reference Services Update Staff will provide an update on Library Adult Services. Adult Services Coordinator Natalie Basmaciyan reviewed the details as presented in the staff report that was provided in the meeting packet. She reviewed staffing noting that two staff members were promoted from Library Assistant to full time Librarian I. An extensive recruitment provided seven new part time Library Assistants to the Adult and Reference Services department. Several staff members had the opportunity to attend professional conferences and training. Librarian II Melissa Hartson will be completing the CSU Fullerton Leadership for Public Agencies course this spring. Natalie reviewed some new additions to the collection some of which include Nooks at the Mariners Branch Library, digital cameras, media converters, and camcorders. The funding of these materials was provided by funding from the Newport Beach Public Library Foundation (NBPLF). Also reviewed were the various programs including Medicine in Your Backyard series, Beyond the Canvas art lectures, Let’s Talk Tech classes, and Tuesdays @ 2 classes. All are well attended. The public computer area “electronic village” on the second floor of the Central Library was recently renovated and was provided for by NBPLF funding. Many positive comments have been received from customers. Passport applications continue to be processed with 732 applications from July 2015 to May 2016. The nine staff members who are Passport Acceptance Agents have recertified their credentials, which helped the Board of Library Trustees Meeting Minutes June 20, 2016 Page 4 Passport Office pass a detailed audit. Librarian II Andrew Kachaturian hosted a Captain America: Iron Man contest which was well received with over 150 customers participating and featured displays of graphic novels featuring Marvel Comics. The most popular and the winner was Captain America. Staff continues to position themselves in developing ways to provide new services and learning opportunities for customers. Secretary Johnson-Tucker asked staff to provide a breakdown on part time and full time staff numbers noting titles and duties for each. Natalie gave an overview on required credentials for the positions. Further discussion included the training budget. B. Monthly Reports 9. Library Services Report of Library issues regarding services, customers and staff. Director Hetherton reviewed the details of a survey that was recently launched with over 400 responses received to date. Once a larger sample of surveys has been received the results will be prepared and will be presented to the Board. After a Library Services Manager is hired, a part time retreat with SCORE will be scheduled sometime in August or September. The recruitment for the Library Services Manager position presented 43 applicants, with 10 making the final cut, and scheduled to be interviewed on Wednesday, July 13 at the Civic Center. Of the 10 chosen applicants, 4 were internal. The Friends of the Library (FOL) luncheon was very successful and well attended with author Susan Meissner who writes historical fiction speaking about her new novel Stars Over Sunset Boulevard about Hollywood and two women who meet while working on the set of the iconic movie Gone With the Wind. The FOL also presented the $205,000 gift check to the Library. The FOL hosted a books sale on Saturday, June 18 during the Newport Beach Art Exhibition at the Civic Center at the entrance to the Central Library. Net sales were over $1,200. The FOL continue to find new ways to market the bookstore. On Monday, June 27 Tim will attend the NBPLF board meeting to present the Library wish list. 10. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board meeting. Chair King noted that FOL membership is 856. He is willing to step aside to allow another Board member to serve, if interested in being the FOL Liaison. 11. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Secretary Johnson-Tucker and NBPLF board member Toby Larson provided an update which included the Making Memories for Children program which will continue to be chaired by Jason Sherr, a new member of the NBPLF board. An update was also given on advertising, the need for filling the additional Board member slots, and additional staffing needs to help with the NBPLF’s public relations. Board of Library Trustees Meeting Minutes June 20, 2016 Page 5 12. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Prichard reported that the 2016 season is wrapped up and was very successful. Next season’s slate is being prepared, and the Committee is planning a retreat in the fall and will not be meeting in July. VII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM)] Secretary Johnson-Tucker gave an update on the plans for a possible lecture hall to be built on the Central Library site. This item will be added to an agenda in the future in order to discuss further. Director Hetherton noted that this will be Vice Chair Prichard’s last Board meeting. On behalf of the staff he thanked John for his service, and his vision of the value of the Library and his financial acumen, which are greatly appreciated. John noted that it was a privilege to be part of this great organization. The Board thanked him and noted that he will be missed. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. IX. ADJOURNMENT – 5:35 p.m. Submitted by: Jerry King Chair Approval of Minutes