HomeMy WebLinkAboutAGENDA-PACKET
CITY OF NEWPORT BEACH
BOARD OF LIBRARY TRUSTEES MEETING AGENDA
Newport Beach Public Library
Balboa Branch – 100 East Balboa Boulevard, Balboa, CA 92661
Tuesday, April 23, 2019 – 5:00 PM
Board of Library Trustees:
Janet Ray, Chair
Paul Watkins, Vice Chair
Douglas Coulter, Secretary
Jill Johnson-Tucker, Board Member
Kurt Kost, Board Member
Staff Members:
Tim Hetherton, Library Services Director
Elaine McMillion, Administrative Support Specialist
The Board of Library Trustee meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the Board of Library Trustees
agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on agenda items before
the Board and items not on the agenda but are within the subject matter jurisdiction of the Board of Library Trustees. The Chair may limit public comments
to a reasonable amount of time, generally three (3) minutes per person.
The City of Newport Beach’s goal is to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this
meeting, you will need special assistance beyond what is normally provided, we will attempt to accommodate you in every reasonable manner. Please
contact Tim Hetherton, Library Services Director, at least forty-eight (48) hours prior to the meeting to inform us of your particular needs and to determine
if accommodation is feasible at (949) 717-3801 or thetherton@newportbeachca.gov.
NOTICE REGARDING PRESENTATIONS REQUIRING USE OF CITY EQUIPMENT
Any presentation requiring the use of the City of Newport Beach’s equipment must be submitted to the Library Services Department 24 hours prior to
the scheduled meeting. Page 1
I. CALL MEETING TO ORDER
II. ROLL CALL
III. NOTICE TO THE PUBLIC
The City provides a yellow sign-in card to assist in the preparation of the minutes. The completion of the card is not required in order to address the Board of Library Trustees. If the optional sign-in card has been completed, it should be given to the Administrative Support Specialist.
The Board of Library Trustees of Newport Beach welcomes and encourages community participation. Public comments are generally limited to three (3) minutes per person to allow everyone to speak. Written comments are encouraged as well. The Board of Library Trustees has the discretion to extend or shorten the time limit on agenda or non-agenda items. As a
courtesy, please turn cell phones off or set them in the silent mode. IV. PUBLIC COMMENTS Public comments are invited on agenda items. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require you to state your name for the record. The Board of Library Trustees has the discretion to extend or shorten the speakers’ time limit on agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode.
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Board of Library Trustees Meeting April 23, 2019 Page 2
V. CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and will all be enacted by one motion in the form listed below. The Board of Library Trustees has received detailed staff reports on each of the items recommending an action. There will be no separate discussion of these items prior to the time the Board of Library Trustees votes on the
motion unless members of the Board of Library Trustees request specific items to be discussed and/or removed from the Consent Calendar for separate action. Members of the public who wish to discuss a Consent Calendar item should come forward to the lectern upon invitation by the Chair. A. Consent Calendar Items
1. Minutes of the March 18, 2019 Board of Library Trustees Meeting 2. Customer Comments
Monthly review of evaluations of library services through suggestions and requests received from customers.
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.
VI. CURRENT BUSINESS
A. Items for Review
6. Balboa Branch Update: Branch Librarian Evelyn Rogers presents an overview of Balboa Branch’s activities and resources. 7. Review of the Library Meeting Rooms Policy (Council Policy I-7): Staff recommends that the Board of Library Trustees review and approve changes made to Council Policy I-7, Library Meeting Rooms, for submission to City Council. 8. Study Room Policy – NBPL-13:
Staff recommends that the Board of Library Trustees review NBPL 13, Study Room policy and approve changes that include proposed policy for use of the Charles Sword Meeting Room.
9. Library Material Selection & Downloadable Services:
Librarian II Claire Leach presents an overview of materials selection and downloadable services.
10. Wi-fi Usage at NBPL Compared to Other Libraries: Staff presents a comparison of wi-fi usage at NBPL with our statistical and regional peers. 11. Further Review of Library Fines: Staff presents a discussion of NBPL’s use of overdue fines.
12. Corona del Mar Branch Project Update: Staff will update the Board on the Corona del Mar Branch Library replacement project.
13. Lecture Hall Update: Trustee Johnson-Tucker will update the Board on activities related to building a lecture hall facility on the
Central Library site. 14. Library Services:
Report of Library issues regarding services, customers and staff.
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Board of Library Trustees Meeting April 23, 2019 Page 3
B. Monthly Reports
15. Friends of the Library Liaison Report - DC Trustee update of the most recently attended Friends of the Library Board meeting.
16. Library Foundation Liaison Report - JJT Trustee update of the most recently attended Library Foundation Board meeting.
17. Witte Lectures Committee Liaison Report - KK Trustee update of the most recently attended Witte Lectures Committee meeting.
18. Literacy Services Liaison Report – TH & PW Trustee update of the most recently attended Literacy Services Advisory Board meeting.
19. Library Live Lectures Liaison Report - JR Trustee update of the most recently attended Library Live Lectures Committee meeting.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Public comments are invited on non-agenda items generally considered to be within the subject matter jurisdiction of the Board of Library Trustees. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The Board of Library Trustees has the discretion to extend or shorten the speakers’ time limit on agenda or non-agenda items, provided the time limit adjustment is applied equally to all speakers.
As a courtesy, please turn cell phones off or set them in the silent mode. 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)
IX. ADJOURNMENT
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DRAFT
CITY OF NEWPORT BEACH
Board of Library Trustees
Newport Beach Public Library
1000 Avocado Avenue, Newport Beach 92660 Meeting Minutes
March 18, 2019 - 4:00 p.m.
I. CALL MEETING TO ORDER –Chair Ray called the meeting to order at 4:00 p.m.
II. ROLL CALL - Roll Call by Administrative Support Specialist Elaine McMillion
Trustees Present: Chair Janet Ray, Vice Chair Paul Watkins, Secretary Douglas Coulter, Board Member Jill Johnson-Tucker, Board Member Kurt
Kost
Trustees Absent: None
Staff Present: Tim Hetherton, Library Services Director Elaine McMillion, Administrative Support Specialist
Carol Jacobs, Assistant City Manager Natalie Basmaciyan, Library Services Manager Melissa Hartson, Circulation & Technical Processing Coordinator
Debbie Walker, Branch & Youth Services Coordinator Rebecca Lightfoot, Adult Services Coordinator Annika Helmuth, Corona del Mar Branch Librarian
Michael Tran, Senior Library Clerk Laurie Sanders, Library Assistant
Lana Balotsina, Library Clerk I
III. NOTICE TO THE PUBLIC
IV. PUBLIC COMMENTS
None
Chair Ray announced the Monday, April 15 Board of Library Trustees meeting has been
rescheduled to Tuesday, April 23 at the Balboa Branch Library. V. CONSENT CALENDAR
A. Consent Calendar Items 1. Minutes of the February 19, 2019 Board of Library Trustees Meeting Vice Chair Watkins requested his statement regarding Speak Up Newport serving alcohol
(Item VI.A.7, page 4) be stricken from the minutes as it is incorrect.
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Board of Library Trustees Meeting Minutes March 18, 2019
Page 2
2. Customer Comments
Monthly review of evaluations of library services through suggestions and requests received from customers.
Vice Chair Watkins noted the lengthy wait for customers to check out the GoPro video camera and the digital camera based on Comment 3 dated February 4, 2019. Library Services Manager Basmaciyan reacted quickly to have the lights replaced at the Mariners
Branch parking lot in response to Comment 6 dated February 15.
Library Services Director Hetherton advised that he and staff will explore the possibility of
purchasing additional digital equipment.
Board Member Johnson-Tucker noted Comment 11 dated February 25 and inquired about
instituting a policy to require time-sensitive periodicals to remain in a limited area.
Library Services Director Hetherton did not wish to dictate to customers where they read in the Library. Perhaps signage could be placed on time-sensitive periodicals asking customers to return them to the rack. Customers often do not return The Wall Street
Journal and The New York Times to the rack. Library Pages sweep the libraries for misplaced materials and return them to shelves. 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 Board Member Coulter, seconded by Vice Chair Watkins, and carried (5-0-0-0) to approve the Consent Calendar with the amendment to the meeting minutes.
AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS:
ABSENCES: VI. CURRENT BUSINESS
A. Items for Review
6. Review of the Library Meeting Rooms Policy (Council Policy I-7) Staff recommends that the Board of Library Trustees review and approve
changes made to Council Policy I-7, Library Meeting Rooms, for
submission to City Council.
Chair Ray announced that this item will be continued to the April meeting.
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Board of Library Trustees Meeting Minutes March 18, 2019
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Board Member Johnson-Tucker concurred, stating she has reviewed the Policy during her tenure on the Board of Library Trustees. 7. Review of the Library Use Policy (NBPL 1) The Board of Library Trustees will review NBPL 1, Library Use Policy. Staff recommends a minor revision to Section B, "Enforcement of Prohibited
Activities" and the blanket replacement of the word "customer" with "patron."
Library Services Director Hetherton recommended replacing "customer" with "patron" in all Library Policies because it is a more accurate term. Library Services Manager
Basmaciyan crafted the language staff recommends adding to Section B, "Enforcement
of Prohibited Activities." Unfortunately, staff has had to suspend a patron's privileges in the past.
Motion made by Board Member Coulter, seconded by Board Member Johnson-Tucker, and carried (5-0-0-0) to approve and incorporate staff's recommended changes into
Library Use Policy (NBPL 1). AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost
NOES: ABSTENTIONS: ABSENCES:
8. Review of Children in the Library Policy (NBPL 4)
Staff recommends that the Board of Library Trustees review NBPL 4,
Children in the Library Policy. Staff recommends no changes.
Branch & Youth Services Coordinator Debbie Walker appreciated having the policy to
support requests for an adult without a child to leave the children's area.
Library Services Director Hetherton reported the children's area is intended to be a space for children and their caregivers, and they appreciate the policy. Staff does not recommend any changes to the policy.
Motion made by Vice Chair Watkins, seconded by Board Member Johnson-Tucker, and carried (5-0-0-0) to adopt Children in the Library Policy, NBPL 4, without change.
AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES:
ABSTENTIONS: ABSENCES:
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Board of Library Trustees Meeting Minutes March 18, 2019
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9. Public Service Hours at Corona del Mar Branch
Staff recommends that the Board of Library Trustees approve eliminating night hours on Tuesdays and Thursdays and adding public service hours at the Corona del Mar Branch Library on Mondays.
Branch & Youth Services Coordinator Walker advised that staff recommends closing the Corona del Mar Branch at 6:00 p.m. on Tuesdays and Thursdays and opening the Branch
from 9:00 a.m. to 6:00 p.m. on Mondays. The number of library visits, number of reference questions asked, the cost per reference transaction, and circulation statistics indicate
Branch usage during the Tuesday and Thursday evening hours has been declining since
2013. Prior to closing for construction, an average of four people visited the Branch during the evening hours. The average cost of one reference transaction per hour at the Corona
del Mar Branch prior to April 2018 was $35. At Central Library, the average cost was
$5.70. From March 2017 to February 2018, patrons checked out an average of five items and 5.5 items at the Branch during Tuesday evening hours and Thursday evening hours
respectively. By opening on Monday, the Library will gain three public service hours. Circulation volume for Mondays is second only to circulation volume for Saturdays. Monday programs are highly attended.
Board Member Coulter concurred with implementing the new hours when the Branch reopens.
In reply to Board Members' queries, Corona del Mar Branch Librarian Annika Helmuth indicated three weekly Story Times and one monthly special program were held at the
Branch prior to its closing in April 2018. Children's programming is highly attended, even at the off-site location during construction. With the change in hours, fewer personnel may
be needed at the Branch.
Jim Mosher requested the daytime rates and any slow hours during the day.
Library Services Director Hetherton explained that statistics are steady during the day and drop considerably during the night hours.
Motion made by Board Member Coulter, seconded by Board Member Kost, and carried (5-0-0-0) to implement operating hours for the Corona del Mar Branch of 9:00 a.m. to 6:00
p.m. Monday through Saturday upon its reopening. AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost
NOES: ABSTENTIONS: ABSENCES:
10. Grant Acceptance from California Library Literacy Services
Staff recommends that the Board of Library Trustees accept a California
Library Literacy Services grant for $23,666 to support the Newport Beach Library Adult Literacy Program. If accepted, a budget amendment to
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Board of Library Trustees Meeting Minutes March 18, 2019
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allocate the funds will be submitted to City Council at the April 9, 2019
regular meeting. Library Services Director Hetherton indicated the grant partially funds the Library Literacy
Program. The program is popular with tutors and learners and receives a great deal of positive feedback from the community.
In answer to inquiries, Library Services Director Hetherton suggested the program currently has approximately 40 tutors and more than 100 learners. In 2018, five learners
from the program became U.S. citizens. The International Day of Literacy luncheon is
held in September.
Motion made by Board Member Coulter, seconded by Board Member Johnson-Tucker,
and carried (5-0-0-0) to accept a California Library Literacy Services grant in the amount of $23,666 to support the Newport Beach Library Adult Literacy Program.
AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES:
ABSTENTIONS: ABSENCES: 11. Presentation of the Annual Wish List Request to the Newport Beach Public Library Foundation
Staff recommends that the Board of Library Trustees approve the annual
wish list request to the Library Foundation.
12. Presentation of the Annual Wish List Request to the Friends of the Library Staff recommends that the Board of Library Trustees approve the annual
wish list request to the Friends of the Library.
Library Services Manager Basmaciyan reported the Wish List for the Newport Beach
Public Library Foundation totals $145,000, comprised of $78,875 for downloadable content, $30,000 for Flipster, $13,125 for Lynda.com, $18,000 for Kanopy, and $5,000 for the Literacy Program. The Wish List for Friends of the Library totals $260,000, comprised
of $180,000 for general materials, $65,000 for programming, $10,000 for the business center, and $5,000 for the Literacy Program.
In response to Board Members' questions, Library Services Manager Basmaciyan indicated the Foundation's 2019 Wish List is approximately $12,000 less than in 2018 because the cobranding of programming with the Foundation will not occur in 2019. The
Friends 2019 Wish List is slightly higher than in 2018 but less than the amount staff requested because of the donation to the Corona del Mar Branch. Fees for downloadable
content are based on the number of licenses for each eBook and eAudiobook. Adult
Services Coordinator Rebecca Lightfoot indicated the cost for eBooks varies from $20-$100 per title. Approximately 100 titles per month are added to downloadable content.
Motion made by Board Member Coulter, seconded by Board Member Johnson-Tucker, and carried (5-0-0-0) to approve the annual Wish List requests to the Friends of the Library
and the Newport Beach Public Library Foundation.
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Board of Library Trustees Meeting Minutes March 18, 2019
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AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS:
ABSENCES: 13. Corona del Mar Branch Project Update
Staff will update the Board on the Corona del Mar Branch Library replacement project.
Corona del Mar Branch Librarian Helmuth advised that rain continues to delay the project, but workers are working inside the building. The contractor expects to release the building
to the City by June 19.
In answer to queries, Library Services Director Hetherton indicated an opening date has
not been set. He will attend a meeting on March 28 about the grand opening date and inquire about a tour for the Board of Library Trustees.
14. Lecture Hall Update Trustee Johnson-Tucker will update the Board on activities related to building a lecture hall facility on the Central Library site.
Board Member Johnson-Tucker reported the study session with the City Council went well. Library Services Director Hetherton is working with the Public Works Department to
release a Request for Proposals (RFP). A few architectural firms may be made aware of the RFP.
In response to questions, Board Member Johnson-Tucker hoped the RFP will be released before May. A contract must be presented to the Council for approval prior to its vote on
the budget in June. She has requested a meeting with the Public Works and Community
Development Departments to discuss actions to be taken prior to the deadline to submit bids. She, Chair Ray, members of the Foundation, and on occasion Foundation members'
husbands have participated in subcommittee meetings, but those meetings should not have violated the Brown Act.
15. Library Services Report of Library issues regarding services, customers, and staff.
Library Services Director Hetherton is excited to have Meg Linton as the Foundation's Executive Director and Kunga Wangmo-Upshaw as the Foundation's Program Director and about the Library Live lecture with Susan Orlean and her book The Library Book. The
lecture is sold out. The 12th Annual Gift of Literacy Luncheon with Lisa See is scheduled for April 5. The next Board of Library Trustees meeting is April 23 at the Balboa Branch
Library.
B. Monthly Reports
16. Friends of the Library Liaison Report Trustee update of the most recently attended Friends of the Library Board
meeting.
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Board of Library Trustees Meeting Minutes March 18, 2019
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Board Member Coulter indicated the February book sales totaled $19,676, and sales on Amazon.com totaled $1,190. The number of Friends members totaled 902 in February, which garnered $1,460 in dues. February Quarterly book sales totaled $2,500 despite
rain. The Friends met with a mentor from Executive Coaches of Orange County (ECOC) to learn about ways to improve their sales and marketing. The Friends expect to have 845 boxes of books for the May book sale. During March, all visitors to the Friends
bookstore can participate in a lottery for a free membership, a $10 gift certificate, or a Friends tote by signing up with their name and email address.
17. Library Foundation Liaison Report
Trustee update of the most recently attended Library Foundation Board
meeting.
Board Member Johnson-Tucker advised that the Foundation is attempting to issue The
Bookmark three times per year and planning a fall gala with a high-profile author.
Toby Larson, Newport Beach Library Foundation Board Member, indicated both Witte Lectures by Amy Walter were sold out. 18. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting.
Board Member Kost indicated 211 people purchased tickets for the Witte Lectures with
Richard Blanco while 460 people bought tickets to the Witte Lectures with Amy Walter.
The Foundation has collected $80,000 in pledges totaling $122,000. The funding gap will be filled from the reserve fund. The final lecture with Joel Sartore is scheduled for April
12 and 13.
19. Literacy Services Liaison Report
Trustee update of the most recently attended Literacy Services Advisory Board meeting.
Vice Chair Watkins reported the Advisory Board's bank balance is approximately $375,000. The Board has a goal of $20,000 in donations during the 12th Annual Gift of Literacy Luncheon.
20. Library Live Lectures Liaison Report
Trustee update of the most recently attended Library Live Lectures
Committee's meeting.
Toby Larson, Library Foundation Board Member, related that 150 people attended the
Rachel Devlin lecture about the desegregation of Southern schools.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Ronnie Watkins noted the International Day of Literacy will be September 8, 2019.
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Jim Mosher remarked that the Board of Library Trustees' April 23 meeting falls on the
same day as the City Council meeting. 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)
None
IX. ADJOURNMENT – 4:52 p.m.
11
1
COMMENT #
Date Received
Source of Comment
Staff Member
Staff Member Title
Date Responded to Customer
1
3/6/2019
Email
Natalie Basmaciyan
Library Services Manager
3/6/2019
2
3/21/2019
Comment Card
Andrew Kachaturian
Mariners Branch Librarian II
3/24/2019
3
3/28/2019
Email
Rebecca Lightfoot
Adult Services Coordinator
3/28/2019
Hello. Yes, we do have unpaid volunteer opportunities that range
from Teen Volunteers who help out with programs to Adult
Volunteers who deliver books to Homebound customers. You can
find out more about volunteer opportunities and how to apply
here: https://www.newportbeachlibrary.org/about/volunteers. All of
our job opportunities are posted on the City of Newport Beach’s
website. You can search for and apply for jobs here:
https://www.governmentjobs.com/careers/newportbeach. I hope
that helps! Thank you.
NEWPORT BEACH PUBLIC LIBRARY CUSTOMER COMMENTS
COMMENT RESPONSE
How can I pay for printing? Cash? Debit card?Thank you for contacting the Newport Beach Public Library
regarding printing services. You may pay by credit or debit cards
for print jobs over $1.00. For print jobs under $1.00, you may pay
by 1s, 5s, or coins other than pennies. Please see the staff at the
2nd floor desk if you need further assistance with printing. Thank
you for using the library.
I was curious if the library offers volunteer or part time positions involved
with patrons, desk work, or other. I am not sure if this is offered or where I
should look/whom I should reach out to with these questions. Thank you!
I like the long business hours. Please add "Japanese" option for advanced
search.
Thank you for taking the time to fill out a comment form at the
Mariners branch library and for your feedback regarding the
advanced search function. We are actually moving forward in selecting a new software platform for the library as our current
catalog and system is no longer receiving enhancements. We will
certainly consider adding Japanese and other languages as
options for searching the catalog in the future. Thank you once
again for your comment!
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NEWPORT BEACH PUBLIC LIBRARY
To: Board of Library Trustees
From: Tim Hetherton, Library Services Director
Re: Report of Library Activities – April 23, 2019 Meeting
______________________________________________________________________ TIM HETHERTON, LIBRARY SERVICES DIRECTOR
"If you have a garden and a library, you have everything you need."
- Marcus Tullius Cicero
Butterfly release event on Friday, April 5.
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Palaces for the People by Eric Klinenberg
I just finished reading Eric Klinenberg’s excellent book on the value of social
infrastructure, Palaces for the People: how social infrastructure can help fight inequality,
polarization, and the decline of civic life. Social infrastructure is the construction and maintenance of public space where people can gather and share experiences. Types of
social infrastructure include libraries, parks, and community centers. These physical
spaces create and foster community. Klinenberg asserts that democracy is
strengthened by people gathering in public, and that public spaces help create community, and a sense of belonging. In this age of social isolation, remote access, immersion in social media, and fear of public spaces, this book argues that participation
in civic life in community spaces can not only shape our interactions, but also unite us.
Hence, the importance of public libraries and the resources, programs, and user-
centered spaces they offer.
Wheelhouse list for Trustees:
Board of Library Trustees Meeting
May 20, 5:00 pm Small Conference Room, Central Library
Central Library 25th Anniversary Celebration
July 11, 7 p.m
Friends Room
Corona del Mar Library and Fire Station Grand Opening
July 20, Time to be determined
NATALIE BASMACIYAN, LIBRARY SERVICES MANAGER
Sleeping Beauty Program
The March 16th, 2019, performances of Sleeping Beauty had 420 people in attendance for two shows. The Festival Ballet Theater performed an abridged version of the ballet to introduce children to the work. The event was free and generously funded by the City
Arts Commission.
Sunday Musicale The March 17th, 2019, Sunday Musicale had 210 people in attendance. The Musicale featured opera singer Rigby Jones and pianist Martin Borsanyi. The event was free and
generously funded by the Friends of the Library.
Anne Cleeland Workshop The writing workshop with acclaimed author Anne Cleeland on March 27th, 2019, had 26 attendees. The workshop was entitled “Finding your Nemo: Editing Tips.” The
classes are free and registration is encouraged.
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Lyric Opera of Orange County Program
The March 28th, 2019, event featuring the Lyric Opera of Orange County had 190
people in attendance. The program, entitled “Opera Outsiders,” introduced the history, styles, and meanings of operas over the centuries. Six opera singers were accompanied by a pianist and a narrator. The program was generously funded by the
Friends of the Library.
Mariners Branch Library Lighting Update The City’s Municipal Operations Department staff has repaired the external lighting at the Mariners branch library. Repairs were made to the in-ground lights in front of the
Jorgensen Room and on the light poles in the parking lot.
Central Library Painting Update The Public Works staff is commencing a City-wide painting project. The interior of the Central Library will be painted first, from May 6th-May 24th. The library will remain open
to the public during the painting, with sections cordoned off for safety. Staff will ensure
patrons receive materials from the closed areas.
DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR
Branches To celebrate March, the monthly craft program at Balboa was centered around St. Patrick’s Day crafts while the Mariners staff took a less traditional approach and
celebrated National Pig Day on March 5. First graders from Newport Elementary visited
Balboa for a branch tour on March 29. Evelyn and Camille gave them a tour, explained
Library services and read them a story. Each student also received a free book. This outreach opportunity is generously funded by the Friends of the Library.
Youth Services
Liz Aaron, who is staff liaison for the SLS Children’s committee, was one of the featured
presenters at a Storytime Workshop hosted by the consortium held at Anaheim Public Library. Liz shared ideas from the Supercharged Storytime course she took the previous year. Daisy Hernandez, Part-time Library Assistant, began training during the
month to present the Monday night Pajama Storytime. A butterfly and caterpillar
themed craft program on March 19 served as the perfect introduction to the caterpillars
living in Children’s that will become butterflies by the end of the month. Teen Services
Danielle Doi, full-time Library Assistant, was introduced to YAAC members at their
meeting on March 13. Going forward Danielle will be working with Melinda in
coordinating and running YAAC and other related teen services. An AP practice test session was held on Saturday, March 2 at Central.
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MELISSA HARTSON, CIRCULATION & TECHNICAL PROCESSING COORDINATOR
Staffing We held department interviews for Library Pages. We are awaiting background and fitness checks for two candidates from those interviews.
REBECCA LIGHTFOOT, ADULT SERVICES COORDINATOR Training
Library Assistant Chris Hennigan and Librarian Laurie Sanders are currently enrolled in
an online class on Library Services for Patrons Experiencing Homelessness.
Databases We have upgraded our Rosetta Stone database to include all levels available to public
libraries. This enhancement went live on April 1.
Personnel Two part time Library Assistants started on April 1, Brenda Butler and Dila Ustaoglu. We will be recruiting for two more in the very near future.
Classes
Adult Service Coordinator Rebecca Lightfoot and Library Assistant Greg Johnson went to Oasis on March 12 to host an offsite “Let’s Talk Tech” event. It was well attended and staff are planning a return trip in October. “Let’s Talk Tech” events are drop in,
informative sessions where staff demonstrates how to take advantage of all of the
library’s downloadable resources. Staff are able to provide one on one or small group
assistance to patrons looking to install and use apps such as OverDrive and Kanopy.
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Proquest Articles Retrieved 2018-2019
July Aug Sept Oct Nov Dec Jan Feb March AVG.
Business Databases 1433 1359 908 1095 997 712 1612 1339 3359 1424
Newspapers--Current 1005 1008 989 883 1106 1633 857 761 743 998
Newspapers--Historical 1579 1255 1639 1892 1469 1179 1574 999 1397 1443
Magazines 212 781 171 108 238 170 243 176 164 251
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
2018 2018 2018 2018 2018 2018 2019 2019 2019 2019 2019 2019
Tracked by #searches
A to Z Databases 1005 2362 1180 981 1276 1016 955 652 635 10062
Ancestry**520 547 434 617 871 460 966 990 810 6215
AskART 228 262 185 31 67 42 73 84 96 1068
Biography In Context 35 61 58 185 319 91 63 50 78 940
Britannica School Edition 455 74 86 160 368 189 1332
Facts on File Ancient History 260 73 52 83 153 21 59 23 24 748
Gale Archives Unbound 12478 4380 4380 5037 2190 28465
Gale Directory Library 31 14 39 26 39 24 35 13 11 232
Gale Virtual Reference Library 43 31 384 435 1085 1119 258 286 85 3726
HeritageQuest 2183 2343 2670 1772 1635 2376 2330 2209 3264 20782
Kids InfoBits 28 113 56 26 128 72 35 12 34 504
Lynda.com 6214 8231 8030 7969 6852 6684 7794 6673 8954 67401
Literature Resource Center 13 69 24 234 160 116 111 70 40 837
National Geographic 9 21 22 43 82 17 23 11 6 234
National Geographic Kids 6 27 5 21 27 7 3 8 23 127
NoveList Plus 197 170 186 181 96 89 137 128 257 1441
NoveList K-8 Plus 15 81 73 75 29 43 35 15 14 380
Opposing Viewpoints 6 54 730 2243 2839 2445 377 274 302 9270
ProQuest 4069 3731 3108 2964 3760 4057 6196 5258 7624 40767
Reference USA Business 1868 1259 1431 983 795 630 961 792 1074 9793
Reference USA Residential 87 103 84 442 122 60 116 62 37 1113
World Book Online 6 15 38 289 776 205 152 521 103 2105
Tracked by #sessions
Cypress Resume 10 11 14 10 10 5 14 8 *82
Kanopy 565 691 670 710 891 1020 989 915 989 7440
ScienceFLIX 4 14 23 12 20 6 5 7 3 94
Testing & Education Ref. Center 46 64 49 60 70 53 56 39 34 471
Universal Class 83 65 51 90 269 111 121 * *790
Tracked by #page views
Consumer Reports 1263 X 989 1674 2473 1596 2700 2034 1085 13814
CultureGrams 154 590 247 210 449 120 168 115 212 2265
Morningstar***20950 8675 6152 9580 9354 9323 13340 8784 31221 117379
NetAdvantage 4391 7341 6348 4276 4583 5855 5747 4824 8153 51518
RealQuest 112 41 184 85 39 73 151 97 376 1158
Tumblebooks 186 142 123 161 95 124 37 20 45 933
Value Line 14836 13507 14724 16119 19008 14715 12994 11430 13588 130921
Tracked by Hours Used
Rosetta Stone 40.1 17 12.7 5.7 35 11.4 23.3 41.75 48.32 235.3
Notes: Consumer Reports data unavailable for August 2018
Britannica School Edition added October 2018
Gale Archives Unbound Added November 2018
*Universal Class and Cypress Resume subscriptions discontinued
***Morningstar went down Mar 29 - back up Apr 1
**Ancestry has notified ProQuest that due to a technical issue on Ancestry's side, the session count
data in customer COUNTER Database reports is incorrect for the time period of December 10, 2018
through January 22, 2019. These incorrect session counts overestimate the number of sessions
during that time period for both Ancestry Library Edition and HeritageQuest Online.
Database FY Comparisons YTD
18/19
17
Mar-19 YTD 18/19 YTD 17/18
BALBOA 5,972 56,538 55,080
CDM 4 37 30,721
MARINERS 27,977 232,176 257,914
CENTRAL 71,496 632,038 639,471
Ebooks/Emagazines 14,325 117,563 92,372
TOTAL 119,774 1,038,352 1,075,558
APR 18 115,165
MAY 18 117,063
JUN 18 117,808
JUL 18 123,229
AUG 18 122,883
SEP 18 114,806
OCT 18 118,132
NOV 18 111,225
DEC 18 104,476
JAN 19 115,930
FEB 19 107,884
MAR 19 119,774
TOTAL 1,388,375
12 Month Comparison
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2019
CIRCULATION
BALBOA
CDM
MARINERS
CENTRAL
Ebooks/Emagazines
100,000
105,000
110,000
115,000
120,000
125,000
130,000
135,000
140,000
145,000
150,000
155,000
160,000
APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18 DEC 18 JAN 19 FEB 19 MAR 19
1575518
1818709
1588822 1582953
1582914
1598265
1610818
1529391
1464640
1424594
1250000
1375000
1500000
1625000
1750000
1875000
2000000
FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18
CIRCULATION
18
Mar-19 YTD 18/19 YTD 17/18
BALBOA 632 4,150 3,673
CDM 0 0 3,865
MARINERS 3,405 31,232 25,660
CENTRAL 10,396 87,292 83,365
TOTAL 14,433 122,674 116,563
12 Month Comparison
APR 18 12,753
MAY 18 12,701
JUN 18 14,504
JUL 18 13,208
AUG 18 12,888
SEP 18 13,507
OCT 18 13,724
NOV 18 12,397
DEC 18 12,119
JAN 19 17,259
FEB 19 13,139
MAR 19 14,433
TOTAL 162,632
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2019
REFERENCE
BALBOA
CDM
MARINERS
CENTRAL
0
3,000
6,000
9,000
12,000
15,000
18,000
21,000
24,000
APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18 DEC 18 JAN 19 FEB 19 MAR 19
181,315
211,742
199,880 191,567
184,260
190,391
168,496
162,510 157,149
156,521
120,000
140,000
160,000
180,000
200,000
220,000
240,000
FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18
REFERENCE
19
Mar-19 YTD 18/19 YTD 17/18
BALBOA 3,640 32,562 33,213
CDM 0 0 25,343
MARINERS 20,714 170,740 194,054
CENTRAL 55,974 499,188 586,113
TOTAL 80,328 702,490 838,723
12 Month Comparison
APR 18 115,595
MAY 18 99,442
JUN 18 104,584
JUL 18 80,162
AUG 18 92,771
SEP 18 75,090
OCT 18 75,641
NOV 18 76,531
DEC 18 66,322
JAN 19 79,698
FEB 19 75,947
MAR 19 80,328
TOTAL 1,022,111
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2019
CUSTOMERS SERVED IN LIBRARY
BALBOA
CDM
MARINERS
CENTRAL
50,000
60,000
70,000
80,000
90,000
100,000
110,000
120,000
130,000
140,000
150,000
160,000
170,000
APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18 DEC 18 JAN 19 FEB 19 MAR 19
1200664
1258585
1258902
1131330 1074933
1399841 1256238
1209719
1102106
1158344
600000
775000
950000
1125000
1300000
1475000
1650000
FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18
CUSTOMERS SERVED IN LIBRARY
20
Mar-19 YTD 18/19 YTD 17/18
BALBOA 201 1,333 1,246
CDM 0 0 5,129
MARINERS 1,054 8,730 10,266
CENTRAL 4,127 37,335 30,804
TOTAL 5,382 47,398 47,445
12 Month Comparison
APR 18 6,375
MAY 18 5,771
JUN 18 9,944
JUL 18 6,840
AUG 18 6,058
SEP 18 7,401
OCT 18 5,173
NOV 18 3,999
DEC 18 2,999
JAN 19 4,792
FEB 19 4,754
MAR 19 5,382
TOTAL 69,488
PROGRAM ATTENDANCE
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2019
BALBOA
CDM
MARINERS
CENTRAL
0
2,000
4,000
6,000
8,000
10,000
12,000
APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18 DEC 18 JAN 19 FEB 19 MAR 19
43419
28680
53534
51570
51894
49977
64473
67646
69922
69535
0
15000
30000
45000
60000
75000
90000
FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18
PROGRAM ATTENDANCE
21
LIBRARY EXPENDITURES 2018-2019
(April 1, 2019)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL-TIME REGULAR 2,768,340 2,779,569 1,868,123 206,505 911,446
SALARY PART-TIME 967,642 987,642 563,135 59,448 424,507
BENEFITS 2,278,603 2,369,441 1,732,404 344,297 637,037
SALARY & BENEFITS TOTAL 6,014,585 6,136,652 4,163,662 610,250 1,972,990
II MAINT & OPERATION
PROFESSIONAL SERVICE*137,577 137,577 102,406 301 35,171
UTILITIES 274,885 274,885 194,055 14,720 80,830
PROGRAMMING 5,500 5,500 8,571 520 -3,071
SUPPLIES**83,170 83,887 63,154 6,341 20,733
LIBRARY MATERIALS 619,740 625,055 551,786 40,468 73,269
FACILITIES MAINTENANCE 174,951 174,951 111,997 4,635 62,954
TRAINING AND TRAVEL 15,075 15,075 3,507 0 11,568
GENERAL OPERATING EXPENSES***24,200 24,200 10,535 1,227 13,665
PERIPHERALS 5,000 5,000 0 0 5,000
INTERNAL SERVICE FUNDS 1,419,637 1,419,637 946,425 118,303 473,212
OFFICE EQUIPMENT 2,000 2,000 249 -18 1,751
MAINT & OPERATION TOTAL 2,761,735 2,767,767 1,992,684 186,497 775,083
LIBRARY BUDGET TOTAL 8,776,320 8,904,419 6,156,346 796,747 2,748,073
*PROFESSIONAL SERVICES - INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
22
FRIENDS
FY 18-19
As of Apr 1, 2019
Date Funded Wish List
Jul 2018 Amount Purpose
Amt Expended
YTD Notes
$55,000 New Adult Print Materials $ 43,000 In Process
$45,000 Programming $ - Begin Spending in 4th Qtr
$40,000 A/V Materials and Sound Recordings $ 11,000 In Process
$35,000 Children's & YA materials $ 28,000 In Process
Total 175,000$ 82,000$
Nov 2018 Amount Purpose
Amt Expended
YTD Notes
110,000$ CdM Opening Day Collection $ 66,000 In Process
6,378$ CdM Patio Furniture $ - Furniture Ordered
Total 116,378$ $ 66,000
23
FOUNDATION
FY 18-19
As of Apr 1, 2019
Date Funded Wish List
Sep 2018 Amount Purpose
Amt Expended
YTD Notes
60,000$ eBook Content & Platform $ 36,580 In Process
25,000$ Flipster Subscription $ 25,000 Complete
20,000$ CdM Opening Day Collection $ 8,000 In Process
13,125$ Lynda.Com Subscription $ 13,125 Complete
10,000$ AWE Early Literacy Stations $ - Begin Spending in 4th Qtr
10,000$ Daily Pilot Digitization $ 10,000 Complete
10,000$ Kanopy Streaming Films $ 9,836 In Process
5,000$ Adult Literacy Program $ 5,000 Complete
Total 153,125$ $ 107,541
24
Previous
Agenda Date AGENDA ITEM Scheduled
Agenda Date
Ongoing Ongoing
Ongoing Ongoing
Ongoing Ongoing
Mar 19, 2018 Apr 23, 2019
Mar 19, 2018 Apr 23, 2019
Mar 19, 2018 Apr 23, 2019
Apr 16, 2018 Apr 23, 2019
Apr 16, 2018 Apr 23, 2019
May 21, 2018 May 20, 2019
Jun 18, 2018 Jun 17, 2019
CLOSED 2018 Jun 17, 2019
Jun 18, 2018 Jun 17, 2019
Jun 18, 2018 Jun 17, 2019
Jul 16, 2018 Jul 15, 2019
Jul 16, 2018 Jul 15, 2019
Jul 16, 2018 Jul 15, 2019
Aug 20, 2018 Aug 19, 2019
Sep 17, 2018 Sep 16, 2019
Oct 15, 2018 Oct 21, 1019
Oct 15, 2018 Oct 21, 2019
Jan 22, 2019 Jan 21, 2020
Jan 22, 2019 Jan 21, 2020
Feb 19, 2019 Feb 18, 2020
Feb 19, 2019 Feb 18, 2020
Mar 18, 2019 Feb 18, 2020
LAST
REVIEWED POLICY REVIEW
Feb 19, 2019 CC I-7 Library Meeting Rooms Policy (Council Policy I-7)Apr 23, 2019
Feb 27, 2018 NBPL 12 Circulation Policy Feb 18, 2020
Aug 20, 2018 CC I-1 Library Services Policy (Council Policy I -1)Jun 15, 2020
Aug 20, 2018 NBPL 2 Collection Development Policy (formerly City Council Policy I-3)Aug 17, 2020
Aug 20, 2018 NBPL 3 Library Gift and Donor Policy (formerly City Council Policy I-4)Aug 17, 2020
Sep 17, 2018 NBPL 9 Expressive Use Areas Sep 21, 2020
Sep 17, 2018 NBPL 13 Study Room Policy Sep 21, 2020
Nov 13, 2018 NBPL 6 Media Lab Use Policy Nov 16, 2020
Nov 13, 2018 NBPL 7 Sound Lab Use Policy Nov 16, 2020
Jan 22, 2019 NBPL 10 Laptop/Use Borrowing Policy Jan 19, 2021
Jan 22, 2019 NBPL 5 Newport Beach Public Library Internet Use Policy (formerly City Council Policy I-8)Jan 19, 2021
Jan 22, 2019 NBPL 11 Rules for Acceptable Use of Wireless Internet Connections Jan 19, 2021
Annual Budget - Preliminary Review
Arts & Cultural Update
Review Holidays / Meeting Schedule
Newport Beach Public Library eBranch & Database Review
Information Technology Update
Library Material Selection & Downloadable Services
Further Review of Library Fines
Media Lab Update
Marketing Update & Social Networking Update
Adult and Reference Services Update
Proposed Library Closures for Winter Holidays 2018
Branch Update - Corona del Mar
WiFi Usage Compared to Other Libraries
Review of San Diego Library's Proposed Library Fines Policy
Branch Update - Balboa
Statistical Comparison Report of Peer Libraries/Meeting Spaces
Annual Budget - Approval
BOARD OF LIBRARY TRUSTEES MONITORING LIST
Literacy Program Update
Branch Update - Mariners
Lecture Hall Update
Corona del Mar Branch Project Update
Policy Review (See List Below)
Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June)
Youth Services Update
Election of Board of Library Trustees Officers/Trustee Liaisons
25
DISCUSSION:
The Balboa Branch Library is the “original” Newport Beach Public Library, established in 1929 when a
2200 square foot building was constructed around existing public restrooms. In 1960 the building was
expanded to the current 6000 feet. While the Balboa Branch is not as busy as Central and Mariners, it
does have a dedicated group of regulars, mostly people who live on the peninsula or on boats. Summer
is by far the branch’s busiest time of year, where in addition to regular business the branch will see a lot
of foot traffic, computer and printer use by visitors, and children participating in the Summer Reading
Program.
The branch is open 60 hours per week; late nights on Mondays and Wednesdays, and closed on
Sundays.
The Balboa Branch has a few special collections. One is its Nautical Collection, which consists of fiction,
nonfiction, reference, and DVDs. Of note is the Nautical Nonfiction collection of practical books on
boating and sailing, repair manuals, narratives, and history.
Another of Balboa’s special collections is the 3D Blu-ray collection for adults and children.
A unique feature is the Newport Beach Historical Society museum, which is located in the room in the
middle of the library. The displays in this room are set up and maintained solely by the Historical Society.
For children’s programming, the branch offers two storytimes a week, as well as one special program
per month such as a craft program or performer. Often there will be available crafts or coloring pages on
the tables in the children’s area for any kids who visit the library.
Personnel
The Balboa Branch is staffed by one full-time librarian, one part-time library assistant, two part-time
clerks, and one part-time page.
The past year has seen major changes in the “Balboa Crew.” Of the five regular staff, two remain
constant: Branch Librarian Evelyn Rogers and Clerk Mike Payne. Three new staff were welcomed aboard.
Library Assistant Camille Escareal-Garcia transferred from the Central Library, Clerk Debbie Williams-
Lopez transferred from the Mariners Branch, and Page Rachel Savage is a new hire.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3819, thetherton@newportbeachca.gov
PREPARED BY: Evelyn Rogers, Balboa Branch Librarian
TITLE: Balboa Branch Report
26
Facility Maintenance
Rain
This year, the Balboa Branch turned 90. A building this old certainly has issues, and the rains from
December through February this year caused major problems.
January storms caused flooding in the area by the Fiction stacks due to several leaks. The carpet
puddled. Despite covering the shelving with plastic, some books were ruined.
Roofers did repairs, and it was soon necessary for them to return to do more work several days later.
With the next storm the roof leaked again, but much less.
However, with that next storm the carpet in the area by the Audiobooks and Periodicals flooded. It is
still unknown how the water was getting inside and pooling on the floor.
In February the roofers came back and did more repairs; this time the repairs held.
Due to the leaks, and the carpet being saturated, there is a noticeable musty odor in the building. Mold
contractors have come to assess the situation. There will be mold abatement done sometime in the
future but the details have not been finalized yet.
Lights
New light fixtures were installed in both public restrooms, brightening both rooms nicely.
Collection Maintenance
Balboa’s collection consists of 35,324 items. Staff continues the ongoing goal of weeding and updating
the branch’s various collections, thereby cleaning up the space and providing better ease of access.
Feature
The popular Lucky Day collection was moved from the New shelves onto one of the Corona del Mar
Branch’s old end tables. The table is a perfect size to feature the collection; placing it there made it
more visible and distinct from the rest of the New items.
Nonfiction
Staff is taking a very close look at Nonfiction. An inventory of Children’s Nonfiction was completed and
an inventory of Adult Nonfiction has begun. This has been a very helpful project to clean up and update
these collections. So far, many outdated books, books on the shelf no longer in the system, and
damaged books have been found and removed. This inventory is useful to staff to see up close the items
within subjects, how frequently items circulate, what kind of condition items are in, and what items are
popular.
27
Public Service
Circulation and Reference Services
Balboa’s service population is 11,621 (the area of Newport Beach City Council District 1, which includes
Balboa Peninsula and Lido Isle). That number is higher during summer with tourists and visitors who rent
houses on the peninsula, many of whom have NBPL out-of-state library cards they renew each summer.
54,936 Balboa Branch items checked out in the period from March 2018 to February 2019.
For the same time period the branch saw a total of 6224 walk-in and telephone reference questions:
0 1000 2000 3000 4000 5000 6000
March 2018
April 2018
May 2018
June 2018
July 2018
August 2018
September 2018
October 2018
November 2018
December 2018
January 2019
February 2019
Checkouts
Checkouts
0 200 400 600 800
March 2018
April 2018
May 2018
June 2018
July 2018
August 2018
September 2018
October 2018
November 2018
December 2018
January 2019
February 2019
Reference
Phone
Walk-in
28
Circulation and Reference together:
Program Attendance
The Balboa Branch presents two children’s storytimes per week, Preschool Storytime and Books &
Babies, and each storytime has a regular group of attendees. Monthly special programs involving crafts
or performers are presented for children as well. In the period from March 2018 to February 2019, the
branch saw 1245 storytime attendees and 504 special program attendees.
0 1000 2000 3000 4000 5000 6000
March 2018
April 2018
May 2018
June 2018
July 2018
August 2018
September 2018
October 2018
November 2018
December 2018
January 2019
February 2019
Checkouts and Reference
Checkouts
Reference
29
Children’s Storytimes and Special Programs:
Summer Reading
Storytime numbers tend to drop a little bit in the summer, but special program numbers increase
significantly. During the seven weeks of the annual Summer Reading Program, 261 people attended
special programs. 102 children, 11 teens, and 5 adults signed up for Summer Reading at the branch. 44
children, 6 teens, and 3 adults finished the Summer Reading Program.
Test Proctoring
With the temporary closing of the Corona del Mar Branch, the Balboa Branch took over the test
proctoring service. 147 tests were proctored at the branch between March of 2018 and March of 2019.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item).
0 50 100 150 200
March 2018
April 2018
May 2018
June 2018
July 2018
August 2018
September 2018
October 2018
November 2018
December 2018
January 2019
February 2019
Children's Program Attendance
Storytime
Special/Family
30
TO: BOARD OF LIBRARY TRUSTEES
FROM: Tim Hetherton, Library Services Director
(949) 717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton, Library Services Director
TITLE: Library Meeting Rooms – Council Policy I-7
_____________________________________________________________________________________
RECOMMENDATION:
Staff recommends that the Board of Library Trustees review and approve changes made to Council
Policy I-7, Library Meeting Rooms, for submission to City Council.
DISCUSSION:
Per Board direction, staff made a series of revisions to Council Policy I-7, Library Meeting Rooms, so that
the policy reflects actual practices and the policy statement and application document no longer
contradict each other.
The revised policy only governs the use of the Friends Meeting Room at the Central Library. The Small
Conference Room at Central Library has never been available for use by the public, and is reserved for
the use of Library, City, or City-sponsored groups. The Jorgenson Room at Mariners Branch Library is
managed by the Recreation Department.
Since I-7 is a Council Policy, any revisions to the policy must be approved by City Council. City Council
will periodically review the Council Policy Manual, and will request departmental input on the policies.
The Library Board can revise the policy and bring it to Council with the recommendation that it become
a Library policy. The application would not have to be submitted to Council for approval.
Pending Council approval, former Council Policy I-7 will be retitled, “Friends Meeting Room – NBPL 14”.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item).
ATTACHMENTS:
ATTACHMENT A: Library Meeting Rooms – Council Policy I-7
ATTACHMENT B: Application Process – Library Meeting Rooms
ATTACHMENT C: Library Meeting Rooms – Council Policy I-7 (redlined)
ATTACHMENT D: Application Process – Library Meeting Rooms (redlined)
ATTACHMENT E: Friends Meeting Room – NBPL 14 (final)
ATTACHMENT F: Application Process – Friends Meeting Room (final)
31
Library Meeting Rooms
COUNCIL POLICY I-7
Background
The large meeting room in the Newport Beach Central Library is known as the Friends Meeting
Room(Friends Room). The small meeting room at the Central Library is known as the Conference
Room. The meeting room at the Crean Mariners Library is known as the Vincent Jorgensen
Room (Jorgensen Room).
The Jorgensen Room is administered by the Recreation and Senior Services Department. The
Library Board of Trustees and the Library Services Department (Department) administer the Library
and its meeting rooms. These rooms are the primary source of meeting space for library programs
and activities. The City has a shortage of large meeting space and City officers and employees
frequently need to use the meeting rooms for City business on very short notice. Moreover, public
use of the Library meeting rooms takes staff away from their normal duties and can, if uncontrolled,
interfere with the public’s use and enjoyment of the library. The City needs to limit the amount and
timing of the use of the Library meeting rooms by other than Library and City officials and
employees to protect the public interest.
Application
This Policy shall not apply to use of the Library meeting rooms for Library or Library sponsored
activities and programs and City or City sponsored activities and programs. The Library staff, the
Board of Library Trustees, the City and its officers and employees and the Friends of the Library and
Library Foundation when used for programs and activities directly related to Library functions and
purposes; shall be entitled to use the Library meeting rooms at any time subject only to confirming
availability with the Library Services Director.
Purpose
The purpose of this Policy is to establish:
A. Procedures for processing and approving or disapproving requests from private persons, groups
or organizations for permission to use the Library meeting rooms;
B. Priorities for the use of the Library meeting rooms to ensure its availability to the City and its
officers and employees and to resolve any conflict related to requests for use by others; and
C. Standards and criteria for the use of the Library meeting rooms to ensure there is no conflict with
the public’s use of the City Libraries and no significant impact on the workload of staff.
ATTACHMENT A: LIBRARY MEETING ROOMS COUNCIL POLICY I-7
32
Procedure
Any person, group or entity seeking permission to use the Library meeting rooms (applicant) shall
submit an application on the form provided by the Department. The applicant shall provide all
information requested in the application and such additional information as may reasonably be
required by the Library Services Director to enable him/her to determine if use by the applicant will
comply with this Policy. Applications shall not be considered complete unless accompanied by
required fees and proof of insurance. No person, group or entity shall be entitled to use of the
Library meeting rooms unless their application has been approved by the Library Services Director
or his/her designee. No application shall be approved within one year after the applicant’s failure to
comply with the standard conditions of use or any special conditions imposed by the Department
Director. No application shall be approved until the applicant establishes that any fees, donations or
admissions charged for use of the Library meeting rooms will be for non-profit fundraising purposes
or limited to defraying the actual costs and expenses of the activity or program for which the
application is submitted.
Standard Conditions to Use
Applications for use of the Library meeting rooms are approved subject to permittee’s compliance
with the following standard conditions to use:
A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the Director
and subject to the approval of the Alcoholic Beverage Control Board.
B. Smoking is prohibited in the Library meeting rooms, and the entire Library facility, including
restrooms
C. At least one (1) adult shall be present in the Library meeting rooms for every twenty (20) minors
in attendance. Each adult necessary to maintain the required adult/minor ratio shall remain in the
Library meeting rooms for the duration of the permitted use.
D. No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance or other activity.
E. Groups of one hundred (100) or more persons shall be required to provide proof of off-site
parking availability (off-site parking plan) prior to approval of the application and shall strictly
comply with the parking plan.
F. Meetings or activities conducted at the Library meeting rooms may not be advertised or
promoted as City or Library sponsored activities. All materials used for advertising or announcing a
meeting or activity to be conducted in a Library meeting room shall be submitted to the Library
Services Director at least ten (10) days prior to the use for the sole purpose of determining if the
material complies with this condition. The Library Services Director shall notify the permittee of
his/her determination that the material complies or does not comply with the condition within two
business days after submittal.
ATTACHMENT A: LIBRARY MEETING ROOMS COUNCIL POLICY I-7
33
G. Meetings or activities in the Friends Room shall not exceed 200 persons.
H. The Library meeting rooms shall not be used for private social functions such as weddings, music
rehearsals, etc. unless rehearsals are necessary as part of a Library or City sponsored public concert,
or production which is scheduled to be performed in the Library meeting rooms.
I. Use of the Friends Room and Conference Room is limited to 9:15 a.m. to 8:30 p.m. Monday
through Thursday and 9:15 a.m. to 5:30 p.m. Friday through Saturday.
J. The provision of insurance should be general liability, naming the City and its officers, agents,
officials, employees and volunteers as additional insureds, providing coverage in the amount of not
less than $1,000,000 for any claim, loss, injury, damage or other casualty that is in any way related
to the use and/or occupancy of the Library meeting rooms by the permittee authorized to use the
Library meeting rooms pursuant to this Policy.
K. The agreement of the permittee to defend, indemnify and hold harmless the City and its officers
and employees with respect to any claim, loss, or injury that arises out of, or is in any way related to
permittee’s use and occupancy of the Library meeting rooms.
L. Applications for reservations may be made no more than 90 days in advance and no more than
once every 90 days.
Priorities of Use
A. FIRST PRIORITY
1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and
activities that are directly related to library functions and purposes.
2. Any meeting or activity conducted by any organization of which the City is a member and whose
purpose is consistent with the educational and informational function of the Library.
B. SECOND PRIORITY
Use of the Library meeting rooms may be granted by the Library Services Director to those persons,
organizations or entities listed below on a first come first serve basis:
1. Sponsored educational or informational programs and activities of other state or local public
agencies such as local public schools or special districts.
2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by City
residents or City non-profit organizations that are open to the public and have fifty percent (50%) or
more of memberships consisting of Newport Beach residents.
3. Recreational, social or civic organizations and/or groups that are non-resident promoted and
sponsored by non-profit organizations that are open to the public, but do not qualify under B.2.
ATTACHMENT A: LIBRARY MEETING ROOMS COUNCIL POLICY I-7
34
4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of
non-profit. Non-profit status is defined as an organization that is so defined by the Internal Revenue
Service Section 501C3 and has a state of California Tax Identification Number
Fees, Deposits and Cancellation Procedures
Fees may be charged for the use of the Library meeting rooms. Fees shall be established by
Resolution of and periodically adjusted by the City Council on the recommendation of the Board of
Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with
the administration of this policy and the maintenance and repair associated with the public’s use of
the Library meeting rooms.
History
Adopted O-1 – 7-14-1980
Amended O-1 – 11-28-1988
Amended O-1 – 10-28-1991
Amended O-1 – 2-27-1995 (changed to I-21)
Amended I-21 – 2-24-1997
Amended I-21 – 5-8-2001
Amended I-21 – 4-8-2003 (changed to I-7)
Amended I-7 – 10-10-2006
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on October 10, 2006.
ATTACHMENT A: LIBRARY MEETING ROOMS COUNCIL POLICY I-7
35
APPLICATION PROCESS
LIBRARY MEETING ROOM
PRIORITIES OF USE
A. Any official Newport Beach Public Library co-sponsored and/or conducted programs
and activities that are directly related to Library functions and purposes.
B. Any meeting or activity conducted by any organization of which the City is a memberand whose purpose is consistent with the educational and informational function ofthe Library.
C.Sponsored educational or informational programs and activities of other state or
local public agencies such as local public schools or special districts.
APPLICATION PROCEDURE
Application for use of the Central Library meeting rooms are obtained through Francine
Jacome, Administrative Support Technician - Library Services Department, (949) 717-
3802 or fjacome@newportbeachca.gov.
Applications for use of the Jorgensen room (available only after 5:00 p.m. weekdays) are obtained through Matt Dingwall, Recreation Coordinator – Recreation and Senior Services Department, (949) 644-3152 or mdingwall@newportbeachca.gov.
Any person, group or entity seeking permission to use the Library meeting rooms
(applicant) shall submit an application on the form provided by the Library Services
Department. The applicant shall provide all information requested in the application and such additional information as may reasonably be required by the Library Services
Director to enable him/her to determine if use by the applicant will comply with this
Policy. Applications shall not be considered complete unless accompanied by required
fees and proof of insurance. No person, group or entity shall be entitled to use of the
Library meeting rooms unless their application has been approved by the Library Services Director or his/her designee. No application shall be approved within one year
after the applicant’s failure to comply with the standard conditions of use or any special
conditions imposed by the Department Director.
FEES, DEPOSITS AND CANCELLATION PROCEDURES
Fees may be charged for the use of the Library meeting rooms. Fees shall be established by Resolution of and periodically adjusted by the City Council on the
recommendation of the Board of Library Trustees. Fees shall be limited to an amount
necessary to defray the costs associated with the administration of this policy and the
maintenance and repair associated with the public’s use of the Library meeting rooms.
ATTACHMENT B: APPLICATION PROCESS - LIBRARY MEETING ROOMS
36
III-G
MEETING ROOM FEES:
Cancellation Charge $59
Refundable Deposit: Friends Room (use of Public Address system) $100
Refundable Deposit: Cleaning $96
Setup & Cleanup: Friends Room $114
Facility Use Fees: Non-Profit Resident, per hour, 2 hour minimum $50
Facility Use Fees: Non-Profit Non-Resident, per hour, 2 hour minimum $95
Facility Use Fees: Private Resident, per hour, 2 hour minimum $80
Facility Use Fees: Private Non-Resident, per hour, 2 hour minimum $160
Check Payable To: CITY OF NEWPORT BEACH
GENERAL REQUIREMENTS FOR USE OF FRIENDS ROOM:
(To be received and approved before date can be confirmed)
Contract must be signed with fees, deposits and insurance forms attached
Provision of insurance as stated in City Council Policy I-7 and to include:
Certificate of Insurance
Worker’s Comp section completed if employees/volunteers of group attending meeting
Additional Insured Endorsement
Special Event Insurance will be required if group cannot provide insurance
Copy of 501c3 and State of California Tax Identification Number
All meetings in the Friends Room are open to the public
Contact person must be present when room is first opened by staff
Available only during hours stated in City Council Policy I-7
Activities must be limited to the room; sound cannot impact library use
No alcohol
Room set-up approved prior to event
Approved by the Board of Library Trustees May 16, 2016
ATTACHMENT B: APPLICATION PROCESS - LIBRARY MEETING ROOMS
37
Library Meeting RoomsThe Friends Meeting
Room
COUNCIL POLICY I-7 NBPL 14
Background
The large meeting room in the Newport Beach Central Library is known as the Friends Meeting
Room (Friends Room). The small meeting room at the Central Library is known as the Conference
Room. The meeting room at the Crean Mariners Library is known as the Vincent Jorgensen
Room (Jorgensen Room).
The Jorgensen Room is administered by the Recreation and Senior Services Department. The
Library Board of Trustees and the Library Services Department (Department) administer the Library
and its meeting roomsthe Friends Meeting Room. Theseis rooms are is the primary source of
meeting space for library programs and activities. The City has a shortage of large meeting space
andIn addition City, City officers and employees frequently need to use the meeting roomsFriends
Meting Room for City business on very short notice. Moreover, public use of the Library meeting
rooms takes staff away from their normal duties and can, if uncontrolled, interfere with the public’s
use and enjoyment of the library. The City needs to limit the amount and timing of the use of the
Library meeting rooms by other than Library and City officials and employees to protect the public
interest.
ApplicationApplicability
This Policy shall not apply to use of the Library meeting roomsFriends Meeting Room for Library or
Library sponsored activities and programs and City or City sponsored activities and programs. The
Library staff, the Board of Library Trustees, the City and its officers and employees and the Friends
of the Library and Library Foundation when used for programs and activities directly related to
Library functions and purposes when used for programs and activities directly related to Library
functions and purposes; shall be entitled to use the Library meeting roomsFriends Meeting Room
at any time subject only to confirming availability with the Library Services Director.
Purpose
The purpose of this Policy is to establish:
A. Procedures for processing and approving or disapproving requests from private persons, groups
or organizations for permission to use the Friends Meeting RoomLibrary meeting rooms;
ATTACHMENT C: LIBRARY MEETING ROOMS - COUNCIL POLIC I-7 - REDLINED
38
B. Priorities for the use of the Friends Meeting Room Library meeting rooms to ensure its
availability to the City and its officers and employees and to resolve any conflict related to requests
for use by others; and
C. Standards and criteria for the use of the Friends Meeting RoomLibrary meeting rooms to ensure
there is no conflict with the public’s use of the City Libraries and no significant impact on the
workload of staff.
Procedure
Any person, group or entity seeking permission to use the Friends Meeting RoomLibrary meeting
rooms (applicant) shall submit an application on the form provided by the Department. The
applicant shall provide all information requested in the application and such additional information
as may reasonably be required by the Library Services Director to enable him/her to determine if
use by the applicant will comply with this Policy. Applications shall not be considered complete
unless accompanied by required fees and proof of insurance. No person, group or entity shall be
entitled to use of the Library meeting rooms unless their application has been approved by the
Library Services Director or his/her designee. No application shall be approved within one year after
the If an applicant’s failsure to comply with the standard conditions of use or any special conditions
imposed by the Department Director, no additional application by that applicant shall be
considered for a one year period from such failure. No application shall be approved until the
applicant establishes that any fees, donations or admissions charged for use of the Friends Meeting
RoomLibrary meeting rooms will be for non-profit fundraising purposes or limited to defraying the
actual costs and expenses of the activity or program for which the application is submitted.
Standard Conditions to Use
Applications for use of the Friends Meeting Room Library meeting rooms are approved subject to
permittee’s compliance with the following standard conditions to use:
A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the Library
Services Director and subject to the approval of the Alcoholic Beverage Control Board.
B. Smoking is prohibited in the Friends Meeting RoomLibrary meeting rooms, and the entire Library
facility, including restrooms.
C. At least one (1) adult shall be present in the Friends Meeting Room Library meeting rooms for
every twenty (20)when minors are in attendance. Each adult necessary to maintain the required
adult/minor ratio shall remain in the Library meeting rooms for the duration of the permitted use.
D. No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance or other activity.
E. Groups of one hundred (100) or more persons shall be required to provide proof of off-site
parking availability (off-site parking plan) prior to approval of the application and shall strictly
comply with the parking plan.
ATTACHMENT C: LIBRARY MEETING ROOMS - COUNCIL POLIC I-7 - REDLINED
39
F. Meetings or activities conducted at the Friends Meeting Room Library meeting rooms may not be
advertised or promoted as City or Library sponsored activities. All materials used for advertising or
announcing a meeting or activity to be conducted in a Library meeting room shall be submitted to
the Library Services Director at least ten (10) days prior to the use for the sole purpose of
determining if the material complies with this condition. The Library Services Director shall notify
the permittee of his/her determination that the material complies or does not comply with the
condition within two business days after submittal.
G. Meetings or activities in the Friends Room shall not exceed 200 187 persons.
H. The Friends Meeting Room Library meeting rooms shall not be used for private social functions
such as weddings, music rehearsals, etc. unless rehearsals are necessary as part of a Library or City
sponsored public concert, or production which is scheduled to be performed in the Friends Meeting
RoomLibrary meeting rooms.
I. Use of the Friends Meeting Room Friends Room and Conference Room is limited to 9:15 a.m. to
8:30 p.m. Monday through Thursday and 9:15 a.m. to 5:30 p.m. Friday through Saturday, unless
expressly approved in writing by the Library Services Director.
J. The provision of insurance should be general liability, naming the City and its officers, agents,
officials, employees and volunteers as additional insureds, providing coverage in the amount of not
less than $1,000,000 for any claim, loss, injury, damage or other casualty that is in any way related
to the use and/or occupancy of the Library meeting rooms by the permittee authorized to use the
Friends Meeting Room Library meeting rooms pursuant to this Policy.
K. The agreement of the permittee agrees to defend, indemnify and hold harmless the City and its
officers and employees with respect to any claim, loss, or injury that arises out of, or is in any way
related to permittee’s use and occupancy of the Friends Meeting RoomLibrary meeting rooms.
L. Applications for reservations may be made no more than 90 days in advance and no more than
once every 90 days.
Priorities of Use
A. FIRST PRIORITY
1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and
activities that are directly related to library functions and purposes.
2. Any meeting or activity conducted by any organization of which the City is a member and whose
purpose is consistent with the educational and informational function of the Library.
B. SECOND PRIORITY
Use of the Friends Meeting Room Library meeting rooms may be granted by the Library Services
Director to those persons, organizations or entities listed below on a first come first serve basis:
ATTACHMENT C: LIBRARY MEETING ROOMS - COUNCIL POLIC I-7 - REDLINED
40
1. Sponsored educational or informational programs and activities of other state or local public
agencies such as local public schools or special districts.
2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by City
residents or City non-profit organizations that are open to the public and have fifty percent (50%) or
more of memberships consisting of Newport Beach residents.
3. Recreational, social or civic organizations and/or groups that are non-resident promoted and
sponsored by non-profit organizations that are open to the public, but do not qualify under B.2.
4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of
non-profit. Non-profit status is defined as an organization that is so defined by the Internal Revenue
Service Section 501C3 and has a state of California Tax Identification Number.
Fees, Deposits and Cancellation Procedures
Fees may be charged for the use of the Friends Meeting RoomLibrary meeting rooms. Fees shall be
established by Resolution of and periodically adjusted by the City Council on the recommendation
of the Board of Library Trustees. Fees shall be limited to an amount necessary to defray the costs
associated with the administration of this policy and the maintenance and repair associated with
the public’s use of the Friends Meeting RoomLibrary meeting rooms.
History
Adopted O-1 – 7-14-1980
Amended O-1 – 11-28-1988
Amended O-1 – 10-28-1991
Amended O-1 – 2-27-1995 (changed to I-21)
Amended I-21 – 2-24-1997
Amended I-21 – 5-8-2001
Amended I-21 – 4-8-2003 (changed to I-7)
Amended I-7 – 10-10-2006
Amended I-7 - 4-23-2019
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on October 10, 2006April 23, 2019.
ATTACHMENT C: LIBRARY MEETING ROOMS - COUNCIL POLIC I-7 - REDLINED
41
ATTACHMENT D: APPLICATION PROCESS – LIBRARY FRIENDS MEETING ROOM
APPLICATION PROCESS
LIBRARY FRIENDS
MEETING ROOM
PRIORITIES OF USE
A. FIRST PRIORITY
1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and
activities that are directly related to library functions and purposes.
2. Any meeting or activity conducted by any organization of which the City is a member and
whose purpose is consistent with the educational and informational function of the Library.
B. SECOND PRIORITY
Use of the Friends Meeting Room may be granted by the Library Services Director to those
persons, organizations or entities listed below on a first come first serve basis:
1. Sponsored educational or informational programs and activities of other state or local public
agencies such as local public schools or special districts.
2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by
City residents or City non-profit organizations that are open to the public and have fifty percent
(50%) or more of memberships consisting of Newport Beach residents.
3. Recreational, social or civic organizations and/or groups that are non-resident promoted and
sponsored by non-profit organizations that are open to the public, but do not qualify under B.2.
4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of
non-profit. Non-profit status is defined as an organization that is so defined by the Internal
Revenue Service Code Section 501(c)(3) and has a state of California Tax Identification Number.
A.Any official Newport Beach Public Library co-sponsored and/or conducted programsand activities that are directly related to Library functions and purposes.
B.Any meeting or activity conducted by any organization of which the City is a member
and whose purpose is consistent with the educational and informational function of
the Library.
C.Sponsored educational or informational programs and activities of other state or
local public agencies such as local public schools or special districts.
APPLICATION PROCEDURE
Application for use of the Central LibraryFriends meeting Meeting rooms Room are is
obtained through Francine Jacome, Administrative Support Technician -– the Library
Services Department Administration office, (949) 717- 3802 or
fjacome@newportbeachca.gov.LibraryAdminTeam@newportbeachca.gov.
Applications for use of the Jorgensen room (available only after 5:00 p.m. weekdays) are obtained through Matt Dingwall, Recreation Coordinator – Recreation and Senior 42
ATTACHMENT D: APPLICATION PROCESS – LIBRARY FRIENDS MEETING ROOM
Services Department, (949) 644-3152 or mdingwall@newportbeachca.gov.
Any person, group or entity seeking permission to use the Library Friends meeting
Meeting rooms Room (applicant) shall submit an application on the form provided by the
Library Services Department. The applicant shall provide all information requested in the
application and such additional information as may reasonably be required by the Library Services Director to enable him/her to determine if use by the applicant will
comply with this Policy. Applications shall not be considered complete unless
accompanied by required fees and proof of insurance. No person, group or entity shall
be entitled to use of the Library meeting rooms unless their application has been
approved by the Library Services Director or his/her designee. No application shall be
approved within one year after the applicant’s failure to comply with the standard
conditions of use or any special conditions imposed by the Department Director, no
additional applicationby that applicant shall be considered for a one year period from
such failure..
FEES, DEPOSITS AND CANCELLATION PROCEDURES
Fees may be charged for the use of the Library meeting rooms. Fees shall be established by Resolution of and periodically adjusted by the City Council on the
recommendation of the Board of Library Trustees. Fees shall be limited to an amount
necessary to defray the costs associated with the administration of this policy and the
maintenance and repair associated with the public’s use of the Library meeting rooms.
43
ATTACHMENT D: APPLICATION PROCESS – LIBRARY FRIENDS MEETING ROOM
MEETING ROOM FEES:
Cancellation Charge $59
Refundable Deposit: Friends Room (use of Public Address system) $100
Refundable Deposit: Cleaning $96
Setup & Cleanup: Friends Room $114
Facility Use Fees: Non-Profit Resident, per hour, 2 hour minimum $50
Facility Use Fees: Non-Profit Non-Resident, per hour, 2 hour minimum $95
Facility Use Fees: Private Resident, per hour, 2 hour minimum $80
Facility Use Fees: Private Non-Resident, per hour, 2 hour minimum $160
Check Payable To: CITY OF NEWPORT BEACH
GENERAL REQUIREMENTS FOR USE OF FRIENDS ROOM:
(To be received and approved before date can be confirmed)
Contract must be signed with fees, deposits and insurance forms attached
Provision of insurance as stated in City Council Policy I-7 and to include:
Certificate of Insurance
Worker’s Comp section completed if employees/volunteers of group attending meeting
Additional Insured Endorsement
Special Event Insurance will be required if group cannot provide insurance
Copy of 501(c)(3), if applicable
and State of California Tax Identification Number
All meetings in the Friends Room are open to the public
Contact person must be present when room is first opened by staff
Available only during hours stated in City Council Policy I-7
Activities must be limited to the room; sound cannot impact library use
No alcohol The use of alcoholic beverages is prohibited unless expressly approved in writingby the Library Services Director and subject to the approval of the Alcoholic Beverage
Control Board.
Room set-up approved prior to event
Approved by the Board of Library Trustees May 16, 2016
Amended and adopted by the Board of Library Trustees, April 23, 2019 44
ATTACHMENT D: APPLICATION PROCESS – LIBRARY FRIENDS MEETING ROOM
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on May 16, 2016 February 19, 2019April 23, 2019.
45
The Friends Meeting Room
NBPL 14
Background
The large meeting room in the Newport Beach Central Library is known as the Friends Meeting
Room (Friends Room).
The Library Board of Trustees and the Library Services Department administer the Library and the
Friends Meeting Room. This room is the primary source of meeting space for library programs and
activities. In addition, City officers and employees frequently need to use the Friends Meting Room
for City business on very short notice. Moreover, public use of the Library meeting rooms takes staff
away from their normal duties and can, if uncontrolled, interfere with the public’s use and
enjoyment of the library. The City needs to limit the amount and timing of the use of the Library
meeting rooms by other than Library and City officials and employees to protect the public interest.
Applicability
This Policy shall not apply to use of the Friends Meeting Roomfor Library or Library sponsored
activities and programs and City or City sponsored activities and programs. The Library staff, the
Board of Library Trustees, the City and its officers and employees and the Friends of the Library and
Library Foundation when used for programs and activities directly related to Library functions and
purposes; shall be entitled to use the Friends Meeting Room at any time subject only to confirming
availability with the Library Services Director.
Purpose
The purpose of this Policy is to establish:
A. Procedures for processing and approving or disapproving requests from private persons, groups
or organizations for permission to use the Friends Meeting Room;
B. Priorities for the use of the Friends Meeting Room to ensure its availability to the City and its
officers and employees and to resolve any conflict related to requests for use by others; and
C. Standards and criteria for the use of the Friends Meeting Roomto ensure there is no conflict with
the public’s use of the City Libraries and no significant impact on the workload of staff.
Procedure
ATTACHMENT E: FRIENDS MEETING ROOM - NBPL 14 Final
46
Any person, group or entity seeking permission to use the Friends Meeting Room(applicant) shall
submit an application on the form provided by the Department. The applicant shall provide all
information requested in the application and such additional information as may reasonably be
required by the Library Services Director to enable him/her to determine if use by the applicant will
comply with this Policy. Applications shall not be considered complete unless accompanied by
required fees and proof of insurance. No person, group or entity shall be entitled to use of the
Library meeting rooms unless their application has been approved by the Library Services Director
or his/her designee. If an applicantfails to comply with the standard conditions of use or any special
conditions imposed by the Department Director, no additional application by that applicant shall be
considered for a one year period from such failure. No application shall be approved until the
applicant establishes that any fees, donations or admissions charged for use of the Friends Meeting
Roomwill be for non-profit fundraising purposes or limited to defraying the actual costs and
expenses of the activity or program for which the application is submitted.
Standard Conditions to Use
Applications for use of the Friends Meeting Room are approved subject to permittee’s compliance
with the following standard conditions to use:
A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the Library
Services Director and subject to the approval of the Alcoholic Beverage Control Board.
B. Smoking is prohibited in the Friends Meeting Room, and the entire Library facility, including
restrooms.
C. At least one (1) adult shall be present in the Friends Meeting Room when minors are in
attendance.
D. No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance or other activity.
F. Meetings or activities conducted at the Friends Meeting Room may not be advertised or
promoted as City or Library sponsored activities. All materials used for advertising or announcing a
meeting or activity to be conducted in a Library meeting room shall be submitted to the Library
Services Director at least ten (10) days prior to the use for the sole purpose of determining if the
material complies with this condition. The Library Services Director shall notify the permittee of
his/her determination that the material complies or does not comply with the condition within two
business days after submittal.
G. Meetings or activities in the Friends Room shall not exceed 187 persons.
H. The Friends Meeting Room shall not be used for private social functions such as weddings, music
rehearsals, etc. unless rehearsals are necessary as part of a Library or City sponsored public concert,
or production which is scheduled to be performed in the Friends Meeting Room.
ATTACHMENT E: FRIENDS MEETING ROOM - NBPL 14 Final
47
I. Use of the Friends Meeting Room is limited to 9:15 a.m. to 8:30 p.m. Monday through Thursday
and 9:15 a.m. to 5:30 p.m. Friday through Saturday, unless expressly approved in writing by the
Library Services Director.
J. The provision of insurance should be general liability, naming the City and its officers, agents,
officials, employees and volunteers as additional insureds, providing coverage in the amount of not
less than $1,000,000 for any claim, loss, injury, damage or other casualty that is in any way related
to the use and/or occupancy of the Library meeting rooms by the permittee authorized to use the
Friends Meeting Room pursuant to this Policy.
K. The permittee agrees to defend, indemnify and hold harmless the City and its officers and
employees with respect to any claim, loss, or injury that arises out of, or is in any way related to
permittee’s use and occupancy of the Friends Meeting Room.
L. Applications for reservations may be made no more than 90 days in advance and no more than
once every 90 days.
Priorities of Use
A. FIRST PRIORITY
1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and
activities that are directly related to library functions and purposes.
2. Any meeting or activity conducted by any organization of which the City is a member and whose
purpose is consistent with the educational and informational function of the Library.
B. SECOND PRIORITY
Use of the Friends Meeting Room may be granted by the Library Services Director to those persons,
organizations or entities listed below on a first come first serve basis:
1. Sponsored educational or informational programs and activities of other state or local public
agencies such as local public schools or special districts.
2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by City
residents or City non-profit organizations that are open to the public and have fifty percent (50%) or
more of memberships consisting of Newport Beach residents.
3. Recreational, social or civic organizations and/or groups that are non-resident promoted and
sponsored by non-profit organizations that are open to the public, but do not qualify under B.2.
4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of
non-profit. Non-profit status is defined as an organization that is so defined by the Internal Revenue
Service Section 501C3 and has a state of California Tax Identification Number.
Fees, Deposits and Cancellation Procedures
ATTACHMENT E: FRIENDS MEETING ROOM - NBPL 14 Final
48
Fees may be charged for the use of the Friends Meeting Room. Fees shall be established by
Resolution of and periodically adjusted by the City Council on the recommendation of the Board of
Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with
the administration of this policy and the maintenance and repair associated with the public’s use of
the Friends Meeting Room.
History
Adopted O-1 – 7-14-1980
Amended O-1 – 11-28-1988
Amended O-1 – 10-28-1991
Amended O-1 – 2-27-1995 (changed to I-21)
Amended I-21 – 2-24-1997
Amended I-21 – 5-8-2001
Amended I-21 – 4-8-2003 (changed to I-7)
Amended I-7 – 10-10-2006
Amended I-7 - 4-23-2019
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on April 23, 2019.
ATTACHMENT E: FRIENDS MEETING ROOM - NBPL 14 Final
49
ATTACHMENT F: APPLICATION PROCESS – FRIENDS MEETING ROOM Final
APPLICATION PROCESS
FRIENDS MEETING ROOM
PRIORITIES OF USE
A. FIRST PRIORITY
1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and
activities that are directly related to library functions and purposes.
2. Any meeting or activity conducted by any organization of which the City is a member and
whose purpose is consistent with the educational and informational function of the Library.
B. SECOND PRIORITY
Use of the Friends Meeting Room may be granted by the Library Services Director to those
persons, organizations or entities listed below on a first come first serve basis:
1. Sponsored educational or informational programs and activities of other state or local public
agencies such as local public schools or special districts.
2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by
City residents or City non-profit organizations that are open to the public and have fifty percent
(50%) or more of memberships consisting of Newport Beach residents.
3. Recreational, social or civic organizations and/or groups that are non-resident promoted and
sponsored by non-profit organizations that are open to the public, but do not qualify under B.2.
4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of
non-profit. Non-profit status is defined as an organization that is so defined by the Internal
Revenue Service Code Section 501(c)(3) and has a state of California Tax Identification Number.
APPLICATION PROCEDURE
Application for use of the Friends Meeting Room is obtained through –the Library
Services Department Administration office, (949) 717- 3802 or
LibraryAdminTeam@newportbeachca.gov.
Any person, group or entity seeking permission to use the Friends Meeting Room
(applicant) shall submit an application on the form provided by the Library Services
Department. The applicant shall provide all information requested in the application and
such additional information as may reasonably be required by the Library Services Director to enable him/her to determine if use by the applicant will comply with this
Policy. Applications shall not be considered complete unless accompanied by required
fees and proof of insurance. No person, group or entity shall be entitled to use of the
Library meeting rooms unless their application has been approved by the Library
Services Director or his/her designee. No application shall be approved within one year
after the applicant’s failure to comply with the standard conditions of use or any special
conditions imposed by the Department Director, no additional applicationby that
applicant shall be considered for a one year period from such failure..
50
ATTACHMENT B: APPLICATION PROCESS – FRIENDS MEETING ROOM
FEES, DEPOSITS AND CANCELLATION PROCEDURES
Fees may be charged for the use of the Library meeting rooms. Fees shall be
established by Resolution of and periodically adjusted by the City Council on the
recommendation of the Board of Library Trustees. Fees shall be limited to an amount
necessary to defray the costs associated with the administration of this policy and the
maintenance and repair associated with the public’s use of the Library meeting rooms.
51
ATTACHMENT B: APPLICATION PROCESS – FRIENDS MEETING ROOM
MEETING ROOM FEES:
Cancellation Charge $59
Refundable Deposit: Friends Room (use of Public Address system) $100
Refundable Deposit: Cleaning $96
Setup & Cleanup: Friends Room $114
Facility Use Fees: Non-Profit Resident, per hour, 2 hour minimum $50
Facility Use Fees: Non-Profit Non-Resident, per hour, 2 hour minimum $95
Facility Use Fees: Private Resident, per hour, 2 hour minimum $80
Facility Use Fees: Private Non-Resident, per hour, 2 hour minimum $160
Check Payable To: CITY OF NEWPORT BEACH
GENERAL REQUIREMENTS FOR USE OF FRIENDS ROOM:
(To be received and approved before date can be confirmed)
Contract must be signed with fees, deposits and insurance forms attached
Provision of insurance as stated in City Council Policy I-7 and to include:
Certificate of Insurance
Worker’s Comp section completed if employees/volunteers of group attending meeting
Additional Insured Endorsement
Special Event Insurance will be required if group cannot provide insurance
Copy of 501(c)(3), if applicable and State of California Tax Identification Number
All meetings in the Friends Room are open to the public
Contact person must be present when room is first opened by staff
Available only during hours stated in City Council Policy I-7
Activities must be limited to the room; sound cannot impact library use
The use of alcoholic beverages is prohibited unless expressly approved in writing by the
Library Services Director and subject to the approval of the Alcoholic Beverage Control Board.Room set-up approved prior to event
Approved by the Board of Library Trustees May 16, 2016
Amended and adopted by the Board of Library Trustees, April 23, 2019
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on May 16, 2016 April 23, 2019. 52
ATTACHMENT B: APPLICATION PROCESS – FRIENDS MEETING ROOM
53
TO: LIBRARY BOARD OF TRUSTEES
FROM:
Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton, Library Services Director
TITLE: Study Room Policy (NBPL 13) Review
RECOMMENDATION:
Staff recommends that the Board of Library Trustees review NBPL 13, Study Room policy and approve
changes that include proposed policy for use of the Charles Sword Meeting Room.
DISCUSSION:
Cafés, gift shops, auditoriums, maker spaces, and comfortable reading areas are all hallmarks of new
libraries. These popular spots draw people to the library and encourage them to stay. As the civic hub
for a city, libraries strengthen their connections to patrons by providing a valuable space for people to
gather, learn, relax and create. Likewise, active engagement with and within the library can be increased
through the provision of flexible meeting spaces.
Newport Beach Public Library offers flexible meeting space at Central Library in the form of our three
study rooms and the Charles Sword Meeting Room.
The Library’s three study rooms at Central Library are a high demand resource. Policy is in place to
establish guidelines for the public’s use of the rooms and to assure equitable access. Staff recommends
no changes to the current policy governing the use of the study rooms.
The Charles Sword Room was originally intended as a quiet reading room. In 2017, the Newport Beach
Public Library made the Charles Sword Room available to the public for small group meetings (6 to 14
participants). The Sword Room can be reserved through the Library Administration office during
business hours. Proposed policy is included in the attached draft.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item).
ATTACHMENT A: Study Room Policy (NBPL 13)
ATTACHMENT B: Study Room/Charles Sword Meeting Room Policy (NBPL 13) (redlined)
ATTACHMENT C: Study Room/Charles Sword Meeting Room Policy (NBPL 13) (final)
54
Study Room Policy
NBPL 13
There are three (3) study rooms available at the Central Library for groups of 2-5 people, depending
on the size and requirements of each specific room. These rooms are for small group use only and
are not intended for individual use.
The library schedules these rooms daily on a first come, first serve basis. Groups must request use
of a study room in person at the Reference Desk on the second floor of the Central Library. The
library will not accept telephone or e-mail requests to use the study rooms. Customers may only
schedule one study room session at a time, and must wait until their current session is over before
scheduling a new session. Reservations for Study Rooms will be honored for 10 minutes past the
requested time. Failure to arrive within 10 minutes of the requested time will result in a forfeiture
of the reserved room.
Study rooms are available for use Monday thru Sunday for up to two (2) hours during the library's
hours of operation. Groups can extend the length of their session if no other groups are waiting to
use a room. A representative of the group must check in the reference desk before their scheduled
session.
At least one member of a group requesting a study room must have a valid Newport Beach Public
Library card. Rooms are checked out to a library cardholder in the library’s circulation system. The
members of the group scheduling use of the study room must be present during the period of
usage. The library will consider any study room occupied by only one member of the group for more
than 10 minutes to be available for use by others.
The library will consider any study room left unattended for more than 10 minutes to be available
for use by others. The library is not responsible for items left unattended. The library will consider
items left unattended to be lost and will place them in the library's Lost and Found located on the
first floor at the Customer Service desk.
Users of the study rooms are responsible for leaving the rooms in a neat and orderly condition.
Failure to do so may result in the denial of future requests to use a study room. Users may not
move tables and chairs into or remove them from a study room. Users cannot tape or tack materials
to study room walls or windows.
Adopted by the Board of Library Trustees on April 1, 2013.
Amended and approved by the Board of Library Trustees on September 17, 2018.
Formerly I-22
ATTACHMENT A: STUDY ROOM POLICY (NBPL 13)
55
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on September 17, 2018.
ATTACHMENT A: STUDY ROOM POLICY (NBPL 13)
56
Study Room/Charles Sword Meeting Room
Policy
NBPL 13
STUDY ROOMS:
There are three (3) study rooms available at the Central Library for groups of 2-5 people, depending
on the size and requirements of each specific room. These rooms are for small group use only and
are not intended for individual use.
The library schedules these rooms daily on a first come, first serve basis. Groups must request use
of a study room in person at the Reference Desk on the second floor of the Central Library. The
library will not accept telephone or e-mail requests to use the study rooms. Customers may only
schedule one study room session at a time, and must wait until their current session is over before
scheduling a new session. Reservations for Study Rooms will be honored for 10 minutes past the
requested time. Failure to arrive within 10 minutes of the requested time will result in a forfeiture
of the reserved room.
Study rooms are available for use Monday thru Sunday for up to two (2) hours during the library's
hours of operation. Groups can extend the length of their session if no other groups are waiting to
use a room. A representative of the group must check in the reference desk before their scheduled
session.
At least one member of a group requesting a study room must have a valid Newport Beach Public
Library card. Rooms are checked out to a library cardholder in the library’s circulation system. The
members of the group scheduling use of the study room must be present during the period of
usage. The library will consider any study room occupied by only one member of the group for more
than 10 minutes to be available for use by others.
The library will consider any study room left unattended for more than 10 minutes to be available
for use by others. The library is not responsible for items left unattended. The library will consider
items left unattended to be lost and will place them in the library's Lost and Found located on the
first floor at the Customer Service desk.
Users of the study rooms are responsible for leaving the rooms in a neat and orderly condition.
Failure to do so may result in the denial of future requests to use a study room. Users may not
move tables and chairs into or remove them from a study room. Users cannot tape or tack materials
to study room walls or windows.
CHARLES SWORD MEETING ROOM
ATTACHMENT B: STUDY ROOM/CHARLES SWORD MEETING ROOM POLICY (NBPL 13) REDLINED
57
The Charles Sword Meeting Room is reserved for larger groups. Use of the room requires a minimum of
6 people and a maximum of 14 people.
The Charles Sword Meeting Room is available for use Monday through Sunday for up to four (4) hours
during the library's hours of operation.
Room reservations can be made Monday - Friday between 9AM - 5PM through the Library
Administration office in person, or by telephone at (949) 717-3802. The room may be reserved a
maximum of four (4) weeks in advance.
Customers must have an NBPL card on file before reserving the Sword Meeting Room. Student ID is
acceptable for school age applicants under age 18. The room may be reserved for a maximum of four (4)
hours per group. The members of the group scheduling use of the study room must be present during
the period of usage.
A representative of the group must check in at the reference desk before their scheduled reservation.
The Reference staff will open the Sword Room only for customers who reserved the room through the
Administration Office. The room reservation will be released if the customer does not arrive within ten
(10) minutes of their reservation time.
The library is not responsible for items left unattended. The library will consider items left unattended to
be lost and will place them in the library's Lost and Found located on the first floor at the Customer
Service desk.
No commercial activity is permitted in the room. The room is located in a quiet area of the library, so
groups must keep the door closed during meetings.
Users of the Charles Sword Meeting Room are responsible for leaving the room in a neat and orderly
condition. Failure to do so may result in the denial of future requests to use the Charles Sword Meeting
Room. Users may not move tables and chairs into or remove them from the Charles Sword Meeting
Room. Users cannot tape or tack materials to the room walls or windows.
Adopted by the Board of Library Trustees on April 1, 2013.
Amended and approved by the Board of Library Trustees on September 17, 2018.
Amended and approved by the Board of Library Trustees on April 23, 2019
Formerly I-22
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on September 17, 2018April 23, 2019.
ATTACHMENT B: STUDY ROOM/CHARLES SWORD MEETING ROOM POLICY (NBPL 13) REDLINED
58
Study Room/Charles Sword Meeting Room
Policy
NBPL 13
STUDY ROOMS:
There are three (3) study rooms available at the Central Library for groups of 2-5 people, depending
on the size and requirements of each specific room. These rooms are for small group use only and
are not intended for individual use.
The library schedules these rooms daily on a first come, first serve basis. Groups must request use
of a study room in person at the Reference Desk on the second floor of the Central Library. The
library will not accept telephone or e-mail requests to use the study rooms. Customers may only
schedule one study room session at a time, and must wait until their current session is over before
scheduling a new session. Reservations for Study Rooms will be honored for 10 minutes past the
requested time. Failure to arrive within 10 minutes of the requested time will result in a forfeiture
of the reserved room.
Study rooms are available for use Monday thru Sunday for up to two (2) hours during the library's
hours of operation. Groups can extend the length of their session if no other groups are waiting to
use a room. A representative of the group must check in the reference desk before their scheduled
session.
At least one member of a group requesting a study room must have a valid Newport Beach Public
Library card. Rooms are checked out to a library cardholder in the library’s circulation system. The
members of the group scheduling use of the study room must be present during the period of
usage. The library will consider any study room occupied by only one member of the group for more
than 10 minutes to be available for use by others.
The library will consider any study room left unattended for more than 10 minutes to be available
for use by others. The library is not responsible for items left unattended. The library will consider
items left unattended to be lost and will place them in the library's Lost and Found located on the
first floor at the Customer Service desk.
Users of the study rooms are responsible for leaving the rooms in a neat and orderly condition.
Failure to do so may result in the denial of future requests to use a study room. Users may not
move tables and chairs into or remove them from a study room. Users cannot tape or tack materials
to study room walls or windows.
CHARLES SWORD MEETING ROOM
ATTACHMENT C: STUDY ROOM / CHARLES SWORED MEETING ROOM POLICY (NBPL 13) Final
59
The Charles Sword Meeting Room is reserved for larger groups. Use of the room requires a minimum of
6 people and a maximum of 14 people.
The Charles Sword Meeting Room is available for use Monday through Sunday for up to four (4) hours
during the library's hours of operation.
Room reservations can be made Monday - Friday between 9AM - 5PM through the Library
Administration office in person, or by telephone at (949) 717-3802. The room may be reserved a
maximum of four (4) weeks in advance.
Customers must have an NBPL card on file before reserving the Sword Meeting Room. Student ID is
acceptable for school age applicants under age 18. The room may be reserved for a maximum of four (4)
hours per group. The members of the group scheduling use of the study room must be present during
the period of usage.
A representative of the group must check in at the reference desk before their scheduled reservation.
The Reference staff will open the Sword Room only for customers who reserved the room through the
Administration Office. The room reservation will be released if the customer does not arrive within ten
(10) minutes of their reservation time.
The library is not responsible for items left unattended. The library will consider items left unattended to
be lost and will place them in the library's Lost and Found located on the first floor at the Customer
Service desk.
No commercial activity is permitted in the room. The room is located in a quiet area of the library, so
groups must keep the door closed during meetings.
Users of the Charles Sword Meeting Room are responsible for leaving the room in a neat and orderly
condition. Failure to do so may result in the denial of future requests to use the Charles Sword Meeting
Room. Users may not move tables and chairs into or remove them from the Charles Sword Meeting
Room. Users cannot tape or tack materials to the room walls or windows.
Adopted by the Board of Library Trustees on April 1, 2013.
Amended and approved by the Board of Library Trustees on September 17, 2018.
Amended and approved by the Board of Library Trustees on April 23, 2019
Formerly I-22
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on April 23, 2019.
ATTACHMENT C: STUDY ROOM / CHARLES SWORED MEETING ROOM POLICY (NBPL 13) Final
60
The Newport Beach Public Library provides a balanced collection with various points of view in a wide
variety of popular formats. Staff uses the Newport Beach Public Library’s Collection Development Policy
and the American Library’s Association’s Library Bill of Rights to maintain and select appropriate items
for the collection. Librarians are each assigned a specific section of the collection to select and maintain.
The collection is constantly changing as librarians add and deselect titles to ensure timeliness and
accuracy of information contained within the materials being offered.
Patrons drive the library’s selection process. Selectors look at circulation statistics to determine which
subject matters are the most popular to ensure the library is up to date on the most high demand titles
while still maintaining items in every subject matter, ensuring a well-rounded collection with something
for everyone. Patrons make recommendations for purchase through our website and in person, and the
selectors evaluate and add these items on a weekly basis. Selectors also rely upon professional reviews,
publicity and advertising, current events, curriculum needs, and literary prizes to assist in selecting items
for the collection.
Collection HQ: The library implemented Collection HQ this year and selectors started using the service in
March. Collection HQ is a powerful tool that provides rich data to help libraries better allocate funds by
identifying weaknesses in the collection and making suggestions for purchase based on lending patterns.
Collection HQ recommends that less than five percent of a library’s collection be “dead”, meaning it has
not circulated in more than four years. Newport Beach is right at that five percent mark, one of the best
numbers the service had ever seen for a library new to Collection HQ. Most libraries coming into the
service average around twenty percent. This shows the library’s selectors have done an excellent job
choosing materials that patrons like to borrow. Collection HQ also put Newport Beach’s “grubby” items
at forty percent. Grubby items have circulated more than forty times, showing the library’s collection is
popular and well used.
First In Series: The library added First in Series labels to Adult Mystery titles a little over a year ago in
order to aid those patrons who would like to start at the beginning of a series. Staff attending a Public
Library Association Conference as part of their professional development heard about the labels and
returned from the conference eager to share the collection enhancement. These labels have proved so
popular that the library is looking to expand to the Adult Fiction collection and possibly Children’s Fiction
as well.
Downloadable Services: The library has seen exponential growth with OverDrive, a downloadable audio
and eBook service. The library saw checkouts top the 10,000 mark for the month of January 2019 for the
first time, and it continues to grow. Combined, eBooks and audiobooks had over 100,000 checkouts in
2018.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3819, thetherton@newportbeachca.gov
PREPARED BY: Rebecca Lightfoot, Adult Services Coordinator
TITLE: Library Materials Selection & Downloadable Services Update
61
Flipster and RBDigital, the library’s two eMagazine platforms, continue to be popular. Between the two,
the library offers subscriptions to over 140 titles. The platforms are constantly enhancing services: for
instance, RBDigital recently rolled out a subscription service so patrons can “subscribe” to a digital
magazine and each new issue will be automatically delivered to their account, so they no longer need to
log in and check out each new issue as it is published.
Since introducing Kanopy, a streaming movie service, in December of 2017, the library has seen over
150% growth in downloads per month. Kanopy offers access to over 26,000 films, ranging from
documentaries to feature films, and indie and foreign films. The Kanopy collection includes titles from
PBS, The Criterion Collection, and The Great Courses.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item). p
0
10000
20000
30000
40000
50000
60000
70000
2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018
eBooks
Audio Books
62
TO: BOARD OF LIBRARY TRUSTEES
FROM:
Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton, Library Services Director
TITLE: Wi-fi at NBPL Usage Compared to Other Public Libraries
DISCUSSION:
To meet growing patron demand for online information and services, public libraries continue to expand
free public access to the Internet via wireless, or wi-fi, connections. Newport Beach Public Library has
offered wi-fi access since 2005. As of February 2017, the Newport Beach Public Library has provided
unauthenticated wi-fi in all library locations. Unauthenticated access enables customers to access the
Internet without a Newport Beach Public Library card and to work on multiple devices simultaneously.
In Fiscal Year 2017/18, Newport Beach Public Library hosted 238,350 wi-fi sessions. Providing wi-fi
access to the public requires the Library to purchase licenses for each user. On rare occasions, all
wireless licenses may be in use. Staff addressed this deficiency by purchasing forty additional licenses in
September 2017. This purchase has improved access to the service, but patrons still occasionally wait
for access when demand is high and all licenses are in use.
Wi-fi access is available daily from 6 a.m. to 10 p.m. to allow access during events held before and after
library operating hours. The Library does not provide 24-hour access to wi-fi in order to discourage
overnighting on Library sites.
In comparison to our peer libraries, NBPL has the third highest number of wi-fi sessions annually. Our
peers in Huntington Beach, Mission Viejo, and Mountain View do not report their wireless statistics to
the State Library.
PEER LIBRARY # of Wi-Fi Sessions FY 2017/18
Carlsbad City Library 93,593
Cerritos Public Library 238,777
Newport Beach Public Library 238,350
Palo Alto City Library 358,079
Santa Monica Public Library 89,151
Among Orange County public libraries that report their wi-fi statistics to the State Library, NBPL trails
only the 33-branch Orange County Public Library system in the number of wi-fi sessions in the fiscal
year.
63
PUBLIC LIBRARIES in OC # of Wi-Fi Sessions FY 2017/18 Authentication required?
Anaheim Public Library Not reported to State Library NO
Buena Park Library District 25,632 NO
Fullerton Public Library 46,410 NO
Huntington Beach Public Library Not reported to State Library NO
Mission Viejo Public Library Not reported to State Library NO
Newport Beach Public Library 238,350 NO
Orange County Public Library 1,321,837 NO
Placentia Library District 22,826 NO
Santa Ana Public Library 980 NO
Yorba Linda Public Library 48,499 NO
None of our local peers requires a library card, which we term “patron authentication”, to access Wi-Fi.
The benefit of not requiring a library card to access the NBPL wi-fi network is convenience; patrons can
access the network quickly and easily, and connect with multiple devices simultaneously.
Unfortunately, there are logistical and administrative drawbacks associated with not requiring patron
authentication. As mentioned earlier, during periods of peak usage, some patrons are unable to access
the network until a license is available. Without library card authentication, for example, it is impossible
to determine how many Newport Beach residents are using the wi-fi network. Depending on the
individual patron’s perspective, requiring authentication to access wi-fi can be an incentive to obtain a
library card or an unnecessary impediment
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item).
64
_____________________________________________________________________________________
DISCUSSION:
The topic of library fines has received increased exposure in the media of late.
The Washington Post reports that the San Diego Public Library has pardoned 130,000 patrons who owed
more than $2 million in fines. The City of San Diego claims that it costs more in staff time than the
amount they are able to recover in fines. Officials also claim that overdue fines are a barrier to access
for low income communities.
Similarly, the San Francisco Public Library Commission voted to waive $1.57 million in overdue fines.
Newly appointed Library Director Michael Lambert, quoted in the San Francisco Chronicle, states that
overdue fines disproportionately affect communities of color and communities that are on the lower
end of the socioeconomic scale.
Locally, Orange County Public Library offered Fine Free Days from Thursday, February 14 through
Sunday February 24, 2019. Overdue or lost items returned during this period had fines and fees waived.
As I stated to the Board of Library Trustees last spring, I cannot recommend eliminating fines. NBPL uses
fines to encourage patrons to return items on time, and provide others with access to limited or high
demand shared resources purchased with public funds. Fines are an important mechanism that the
Library uses to maintain the integrity of its shared resources, to ensure equitable access to collections,
and to protect the investment made by the taxpayer to subsidize the cost of library materials for the
entire community. As a patron-centered organization, NBPL is interested in encouraging wide
circulation and fair access to materials to as many patrons as possible. Removing fines also eliminates an
important revenue stream for the City.
Moreover, the Library is dependent upon the support of the community to function properly. We can
neither implement overly punitive fines and fees, nor ignore the late return or loss of materials.
Likewise, it is not our role to teach the public about responsibility or accountability. Our task has always
been the effective management of tax dollars while maintaining a fair and accommodating mindset
toward each individual customer. Our approach is to recover assets, while preserving customer dignity
and fostering goodwill. We hire staff with good judgement and we empower our supervisors to make
thoughtful and compassionate decisions for customers with excessive fines. We enable staff to
restructure fines to pose less of a burden on customers. The Library will waive fines on a case-by-case
basis; as a member of the Library Administration, I have personally waived customer fines accrued or
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton, Library Services Director
TITLE: Further Review of Library Fines
65
exacerbated by circumstances such as job loss, financial situation, illness, theft, and accidents. NBPL will
also work with customers to develop a payment plan, or to reduce large fine amounts to one
manageable payment.
Since the Library does not keep any demographic information on our users, it is impossible to determine
if low-income borrowers have more frozen accounts and outstanding fines than more affluent
customers. We do not bar anyone from using the Library because of excessive fines. Customers who
have passed the $5.00 threshold for fines can still visit the Library and use materials.
Other than accepting payments or resolving a payment issue, NBPL does not use staff to recover funds
from delinquent borrowers. Our overdue notices are an automated function of our integrated library
system. The Library has contracted the services of Unique Management Services to recover revenue
from fines and lost materials. Over the years, NBPL has enjoyed a long and successful relationship with
Unique Management, with return on investment at a consistent 5 to 1. This means that we receive
$5.00 in recovered revenue for every $1.00 we spend.
The measures taken by other organizations to eliminate fines in order to ensure access to low-income
customers are well intended for those communities but not for all communities. Fine elimination not
only denies others access to publicly owned resources, but also offers very little to customers who
choose to comply with return dates. The materials patrons require are not on the shelves. Overdue and
missing items cause frustration for patrons, when they require items – materials purchased with public
funds and maintained as a shared resource for the community - only to find they are overdue and
unavailable.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item).
66
_____________________________________________________________________________________
DISCUSSION:
After a substantial period of dry weather, crews are making progress on the exterior of the building.
Public Works staff is working with Southern California Edison to connect the building to electrical
utilities. Crews are preparing to complete fixtures, cabinets, wall graphics, and paint on the interior.
The building’s official name will be Corona del Mar Library and Fire Station.
The City is planning a grand opening for Saturday, July 20.
Here are some recent photographs of the building’s interior:
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Annika Helmuth, CDM Branch Librarian
TITLE: Corona del Mar Branch project update – March 2019
67
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item).
68