HomeMy WebLinkAbout04-19-2021-BLT-AGENDA PACKETCITY OF NEWPORT BEACH
BOARD OF LIBRARY TRUSTEES AGENDA
Civic Center Council Chambers
100 Civic Center Drive, Newport Beach, CA 92660
Monday, April 19, 2021 - 5:00 PM
Board of Library Trustees Members:
Paul Watkins, Chair
Douglas Coulter, Vice Chair
Kurt Kost, Secretary
Barbara Glabman, Board Member
Janet Ray, Board Member
Staff Members:
Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Specialist
SPECIAL NOTICE REGARDING COVID-19
Given the health risks associated with COVID-19, the City of Newport Beach will proceed with the Board of Library
Trustees meeting while strictly adhering to social distancing guidelines. To this end, the meeting will be conducted in
the Newport Beach Civic Center Council Chambers, with the public invited to participate with a limit of 20 attendees.
Based on recent guidelines from the OC Health Agency, face coverings are required.
The public can submit questions and comments in writing for the Board of Library Trustees to consider. Please send
them by email to the Library Services Department at LibraryBoard@newportbeachca.gov by Sunday, April 18, at 4:00 p.m.
to give the Board of Library Trustees time to consider your comments. All emails will be made part of the record.
The City remains committed to holding public meetings in a transparent manner, with public participation, ensuring City
business continues in this challenging environment. The City of Newport Beach thanks you in advance for continuing to
take precautions to prevent the spread of the COVID-19 virus.
The Board of Library Trustees 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 Commission 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.
I.CALL MEETING TO ORDER
II.ROLL CALL
III.PLEDGE OF ALLEGIANCE
April 19, 2021
Page 2
Board of Library Trustees Meeting
IV.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 placed in the tray provided.
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.
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. Board of Library Trustees have 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
Minutes of the March 15, 2021 Board of Library Trustees Meeting (pp. 5-11)1.
DRAFT OF MINUTES
Patron Comments (pp. 12-14)2.
Monthly review of evaluations of library services through suggestions and requests
received from patrons.
PATRON COMMENTS
Library Activities (pp. 15-23)3.
Monthly update of library events, services, and statistics.
MARCH ACTIVITIES
Expenditure Status Report (pp. 24-25)4.
Monthly expenditure status of the library's operating expenses, services, salaries,
and benefits by department.
EXPENDITURE REPORT
Board of Library Trustees Monitoring List (p. 26)5.
List of agenda items and dates for monthly review of projects by the Board of Library
Trustees.
MONITORING LIST
April 19, 2021
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Board of Library Trustees Meeting
VI.CURRENT BUSINESS
A.Items for Review
Library Lecture Hall Concept Design (pp. 27-51)6.
The Library Lecture Hall Design Committee (LLHDC) requests that the Board of
Library Trustees approve the concept design for the Library Lecture Hall as
presented by Robert Coffee + Associates.
LECTURE HALL REPORT
LECTURE HALL REPORT-ATTACHMENT A
Request to City Council to Maintain Current Fee for B&W Photocopies
(pp. 52-53)
7.
Staff requests that the Board of Library Trustees approve a request to City Council to
maintain the current 15¢ fee for black and white photocopies.
PHOTOCOPY FEE REPORT
Study Room/Charles Sword Meeting Room Policy (NBPL 13)(pp. 54-60)8.
Staff recommends that the Board of Library Trustees review and approve proposed
changes to the Study Room/Charles Sword Meeting Room Policy (NBPL 13).
STUDY ROOM POLICY REPORT
STUDY ROOM POLICY REPORT-ATTACHMENT A
STUDY ROOM POLICY REPORT-ATTACHMENT B
STUDY ROOM POLICY REPORT-ATTACHMENT C
FY 2021-22 Library Services Proposed Budget (pp. 61-63)9.
Staff requests that the Board review and approve the proposed FY 2021-22
operating budget for the Library.
PROPOSED BUDGET REPORT
PROPOSED BUDGET REPORT-ATTACHMENT A
Grant Acceptance from California State Library (p. 64)10.
Staff recommends the Board of Library Trustees approve the acceptance of a
$12,000 Library Services and Technology Act (LSTA) Grant from the California
State Library to support virtual youth programming.
GRANT ACCEPTANCE REPORT
Library Materials Selection (pp. 65-66)11.
Staff will provide an overview of materials selection.
LIBRARY MATERIALS REPORT
April 19, 2021
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Board of Library Trustees Meeting
COVID-19 Update (p. 67)12.
Staff will update the Trustees on the Library's activities during COVID-19.
COVID-19 UPDATE
Library Services13.
Report of Library issues regarding services, patrons, and staff.
B.Monthly Reports
Library Foundation Liaison Reports14.
A. Library Foundation Board - Report on the most recent activities.
B. Library Live Lectures Committee - Report on the most recent activities.
C. Witte Lectures Committee - Report on the most recent activities.
Friends of the Library Liaison Report15.
Trustee update on the most recently attending meeting of the Friends of the Library.
Literacy Services Liaison Report16.
Trustee update on the most recent activities of Literacy Services.
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
DRAFT
CITY OF NEWPORT BEACH
Board of Library Trustees Newport Beach City Hall (via Zoom) 100 Civic Center Drive, Newport Beach, CA 92660 Meeting Minutes Monday, March 15, 2021 – 5:00 p.m.
I.CALL MEETING TO ORDER – Chair Watkins called the meeting to order at 5:01 P.M.
II.ROLL CALL – Roll Call by Administrative Support Specialist Francine Jacome
Trustees Present: Chair Paul Watkins, Vice Chair Douglas Coulter, Secretary Kurt Kost, Board Member Janet Ray, Board Member Barbara Glabman
Trustees Absent:
Staff Present: Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Specialist Rebecca Lightfoot, Adult Services Coordinator Debbie Walker, Youth & Branch Services Coordinator
Melissa Hartson, Circulation & Technical Processing Coordinator/ Acting Library Services Manager
Staff Absent:
III.PLEDGE OF ALLEGIANCE – Led by Chair Watkins
IV.NOTICE TO THE PUBLIC
V.CONSENT CALENDAR
A.Consent Calendar Items
1.Minutes of the January 19, and February 16, 2021 Board of Library Trustees
Meetings
Chair Watkins stated that the Board needed to look at the January 19, and February 16,
2021 meeting minutes. Board Member Ray will abstain from the January 19 vote.
With respect to the January 19, 2021 minutes Chair Watkins had the following changes:
•Handwritten Page 6, Item 5, “Chair Watkins said that at the suggestion of NewportBeach Resident Mr. Mosher they reorganized the agenda items and policy reviews
to…” should be followed with “more evenly spread out the Board’s work over thecourse of the year.”
•Handwritten Page 7, Item 9, 1st paragraph, second to last item: “Kanopy”
•Handwritten Page 8, Item 13, it should be Mr. “Stahr.”
•Handwritten Page 10, Item 8, The City Council’s planning session should be listedas January 30 and “Empire Station” should be changed to “Fire Station”.
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Board of Library Trustees Meeting Minutes March 15, 2021
Page 2 With respect to the February 16, 2021 minutes Chair Watkins had the following changes:
• Handwritten Page 11, Vice Chair Coulter and Board Member Glabman’s absences were excused and should be noted as such.
• Handwritten Page 14, last line reads: “Board Member Ray was pleased…” add the word “with”.
• Handwritten Page 15, Item 9, first paragraph, last line: “Board Member Ray is pleased with the progress.” Chair Watkins complemented the thoughtful and researched response by Adult Services Coordinator Rebecca Lightfoot on Handwritten Page 19. He also complimented
Circulation & Technical Processing Coordinator/Acting Library Services Manager Melissa Hartson for her wonderful response on Handwritten Page 20. Chair Watkins commented that on the Expenditure Status Report that they are still underbudget by 8% through February 2021.
Motion made by Board Member Glabman, seconded by Secretary Kost, and carried (4-0-1-0) to approve the January 19, 2021 meeting minutes as amended. AYES: Watkins, Coulter, Kost, Glabman NOES: ABSTENTIONS: Ray ABSENCES: Motion made by Board Member Ray, seconded by Secretary Kost, and carried (3-0-2-0) to approve the February 16, 2021 meeting minutes as amended.
AYES: Watkins, Kost, Ray NOES: ABSTENTIONS: Coulter, Glabman ABSENCES: 2. Patron 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.
Board Member Glabman questioned Youth & Branch Services Coordinator Debbie Walker on her February presentation. Specifically, she wanted to know about the Principal of
Newport Coast Elementary’ s request for the Library to do a video for an online assembly. She asked if the Board could reach out to schools in order to be more proactive in that area and if the Library received feedback on the video.
Youth & Branch Services Coordinator Walker said they planned to reach out to schools with a summer reading video. There was no feedback from the school on the last video, but it was of Children’s Librarian Liz Aaron giving a short tour with a theme of organization.
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Board of Library Trustees Meeting Minutes March 15, 2021
Page 3 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 Ray, seconded by Secretary Kost, and carried (5-0-0-0) to approve Items 2 through 5 of the Consent Calendar. AYES: Watkins, Coulter, Kost, Ray, Glabman
NOES: ABSTENTIONS: ABSENCES:
VI. CURRENT BUSINESS A. Items for Review 6. Review of the Newport Beach Public Library Use Policy (NBPL 1)
Staff requests that the Board review and approve the NBPL Use Policy (NBPL 1), with minor revision to the introductory paragraph of the policy, and to Item 20, in the list of Prohibited Activities. Library Services Director Tim Hetherton stated there were minor changes to NBPL 1. One change is an additional sentence in the introductory paragraph and the other change is to Item 20 and is a specification of what it means to disturb other patrons or staff. The new language is “any unwanted or threatening behavior towards others including, but not limited to harassment, abusive language or gestures, assault and battery.” Library Services Director Hetherton thought the policy is effective and is made stronger by
the appeals process. He stated there was a numbering error that would be fixed prior to publication.
Chair Watkins stated the following changes he wanted made as recommended by Newport Beach resident Jim Mosher:
• Handwritten Page 36, Corona del Mar should have a lowercase d.
• “Everyone has a right to quality library services in an atmosphere that is safe and free of disturbances from others” belongs before the sentence that reads “Patrons may remain in the library during posted business hours.”
There was no public comment. Motion made by Board Member Glabman, seconded by Board Member Ray, and carried
(5-0-0-0) to approve NBPL 1 as revised. AYES: Watkins, Coulter, Kost, Ray, Glabman
NOES:
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Board of Library Trustees Meeting Minutes March 15, 2021
Page 4 ABSTENTIONS:
ABSENCES: 7. Lecture Hall Update Trustee Ray will report on activities related to the Library Lecture Hall project. Board Member Ray explained the March 15, 2021 meeting has been postponed because the architect is completing a cost analysis of the project and needed additional time to complete and accurate report. She stated she would have an update for the Board at the next meeting. The public had no comment, so the Board received and filed the report.
8. COVID-19 Update Staff will update the Trustees on the Library’s activities during COVID-19.
Library Services Director Tim Hetherton stated Orange County moved into the Red tier on
March 14, 2021. Public libraries can now open at 50% capacity so beginning on March 16
the Central Library will allow a total capacity of 220 patrons and staff. On Monday, March
27, the Mariners branch will open at 50% capacity.
Library Services Director Hetherton also reported that the City Manager approved
recruitment for five part-time clerk positions and five part-time page positions. In response
to Chair Watkins’ question Library Services Director Hetherton explained the new hires
would be assigned based on need and stated they could be asked to move from one
location to another.
In response to Secretary Kost’s question Library Services Director Hetherton explained
that the Balboa and Corona del Mar branches have lower capacity as they are smaller
spaces. The main reason they cannot reopen is because of staffing. They are down five
clerks, five pages, and shortly will be down a librarian. He assured the Board they would
reevaluate the situation with the new hires.
The public had no comment, so the Board received and filed the report.
9. Library Services Report of Library issues regarding services, patrons, and staff.
Library Services Director Hetherton provided an update on the Friend’s gift shop and the Foundation Passport Office. The merchandise will be ordered shortly, and City Finance will help with access to the City’s reseller’s permit so that merchandise can be obtained at
cost and sold at retail. They are also ordering a cash register, shelving, and other items for the gift shop. The Marketing Specialist is working on branding and signage for the shop. Passport staff have undergone notary training but are unable to be certified because
that must be done in person. Due to COVID-19 there is limited in person service. Staff is watching the availability and will continue to try to get certified.
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Board of Library Trustees Meeting Minutes March 15, 2021
Page 5 Library Services Director Hetherton stated he did a site walk of the Balboa branch with
Public Works Director Dave Webb, Fire Department Chief Jeff Boyles, and Recreation and Senior Services Director Laura Detweiler, which is slated for replacement soon. The lot is expansive and has room for many things. Library Services Director Hetherton encouraged the Board to have staff conduct a need assessment and outreach to the public. Library Services Director Hetherton invited Board Members to attend the proclamation on April 13, 2021 in Council Chambers for National Library Week at 4:00 p.m. The public are allowed into Council Chambers on a limited basis and Library Services Director Hetherton expects increased involvement.
Library Services Director Hetherton announced Library Live on April 9th, a Witte Lecture on April 16th, and a Newport/Mesa ProLiteracy happy hour on April 24.
In response to Chair Watkins’ question Library Services Director Hetherton said Board Members could do a story time video for National Library Week. Youth & Branch Services Coordinator Walker advised that the deadline is March 23, 2021.
Vice Chair Coulter stated that when he offered to do a video, he learned the times were full, so he declined to participate since they had enough people. Youth & Branch Services
Coordinator Walker assured him that if he wanted to participate, he could. Chair Watkins said he had fun working with Annika on his video. Chair Watkins confirmed that Library Services Director Hetherton received an opinion from the Deputy City Attorney office that stated that it is inappropriate to disrupt or interfere with the Great Blue Heron population at the Balboa branch. He will continue to work with Library Services Director Hetherton and staff on ways to make parking more accessible to patrons of the branch without disrupting the birds. The birds could also have an impact on the construction of the new facilities on the lot.
In response to Vice Chair Coulter’s question Library Services Director Hetherton stated that the Deputy City Attorney based her opinion on the wording of the Migratory Bird Act of 1918.
The public had no comment, so the Board received and filed the report. B. Monthly Reports 10. Library Foundation Liaison Reports A. Library Foundation Board – Report on the most recent activities.
Board Member Ray stated Meg Linton resigned and Kunga Wangmo-Upshaw is the interim CEO until a permanent replacement is selected. The P.J. O’Rourke event went well with a nice article in the Newport Beach Independent. The Library Live event with Jenny Offill also went well and was commended by Parks and Recreation Commissioner Laird Hanes.
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Board of Library Trustees Meeting Minutes March 15, 2021
Page 6 In response to Chair Watkin’s question Board Member Ray said that she was sure the
search for Ms. Linton’s replacement was ongoing. The public had no comment, so the Board received and filed the report. B. Library Live Lectures Committee – Report on the most recent activities. Board Member Glabman advised that Library Live did not meet this month. The schedule is ready for 2022, but it is not to be announced to the public yet. Stuart Palley, a photographer who follows fires and was at all the major California fires, will speak on April 9, 2021. Board Member Glabman thought his lecture would attract younger people and people who might not normally attend Library Live.
The public had no comment, so the Board received and filed the report. C. Witte Lectures Committee – Report on the most recent activities. Secretary Kost had little to report as he missed the last meeting. Shahzia Sikander is
scheduled for Friday, April 16, 2021 at 6:19. The Witte Lectures Committee is working on the 2022 schedule and being prepared whether the events will be live or via Zoom. In response to Board Member Ray’s question Secretary Kost stated he did not know why they start at 6:19 p.m. instead of 6:00. The public had no comment. The Board received and filed the Witte Lectures Committee report. 11. Friends of the Library Liaison Report Trustee update on the most recent activities of the Friends of the Library.
Vice Chair Coulter reported that the collection donations come in from 10:30 to 12:00 Monday to Saturday and the bookstore is open from 10:30 to 3:00 p.m. The main store
sales were $13,535 and with Amazon and the PBA Gallery the total is $14,576. There are currently 712 members. Over the last month the Friends of the Library have offered a variety of sales on many genres and mediums. Vice Chair Coulter stated he is pleased to
be associated with the group. Board Member Glabman commended the Friends of the Library on their sales tactics. The public had no comment. The Board received and filed the report. 12. Literacy Services Liaison Report Trustee update on the most recent activities of Literacy Services. Chair Watkins reported that ProLiteracy has about $440,000 in the bank. COVID has not been a financial setback. The Lilly King happy hour was a success and raised significant
funds. The next happy hour is with Marla Jo Fisher, a humorist with a column in the
Register. Chair Watkins is looking forward to the event on April 24, 2021 at 5:00 p.m.
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Board of Library Trustees Meeting Minutes March 15, 2021
Page 7 Chair Watkins reported that there are 68 active tutors and 5 waiting for the new tutor group.
There are 108 active learners with another 4 people waiting. The Career Online High School program offers diplomas and there are 4 attendees at present. The public had no comment. The Board received and filed the Literacy Services Liaison Report. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. VIII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM)
Chair Watkins announced the next meeting on April 19, 2020 at 5:00 p.m. with a location to be determined.
On March 9, 2021 City Council made decisions on various fees and charges. They suggested that the libraries charge $0.35/page for black and white copies and $0.45/page for color copies. Newport Beach resident Jim Mosher surveyed 10 to 15 libraries and Chair
Watkins also did research and determined that those figures were not in line with other libraries. Chair Watkins requested a recommendation to City Council to lower fees for copies placed on a future agenda. Board Member Ray commended Homeless Liaison Natalie Basmaciyan on her presentation on Speak Up Newport. Chair Watkins stated that Natalie Basmacivan is assigned to the Homeless Taskforce for the foreseeable future. IX. ADJOURNMENT – 5:51 P.M.
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MARCH 2021Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron 13/1/2021Comment Card23/2/2021EmailMelissa HartsonLibrary Services Manager, Acting3/2/202133/3/2021EmailMelissa HartsonLibrary Services Manager, Acting3/3/202143/11/2021EmailRebecca LightfootAdult Services Coordinator3/11/202153/13/2021EmailRebecca LightfootAdult Services Coordinator3/15/2021NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponseThe library services are outstanding. Please recognize Monserrat Reyna. Her sanitizing keeps us safe. She does very detailed work and she is friendly.This comment came from a member of the public without a library card in our database. We do not have an email address to which we can send a thank you message.In past years, the library has stocked federal and state tax booklets. Are they available this March 2021 for the 2020 tax year? Thank you.The Library has received the 2020 Tax Forms. You may pick these forms up from the Central Library, which is open Monday – Saturday, from 9 a.m. – 6 p.m. or via Curbside Service at one of our Branch Locations. Thank you for your inquiry.Do you have a drop off for batteries? Thank you.Yes, the Central Library has a drop off box to recycle batteries located upstairs in our second floor copy center. You may drop them off anytime during our normal hours, Monday through Saturday from 9 a.m. to 6 p.m. I hope that helps! Please let me know if you have any other questions. Thank you.Do I have to return a rental to the same branch where I checked it out?You may return your items to any of our four Library Locations. There is also a library return drop box located outside at the Newport Coast Community Center. Thank you for your inquiry.How do I search for periodical titles in the online catalog?If you would just like to see a listing of all the magazines or newspapers that we carry, you can run a blank search (don’t put anything in the search box and click the orange search button). On the results screen, choose the facet on the left that says “Collection” and then “View All”. From the list, check “Magazines” (or “Newspapers”, or both) and click “Include”. The next screen will show all of the magazines that we carry. I hope that helps! Please let me know if you have any other questions. Thank you.12
MARCH 2021Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponse63/14/2021EmailDebbie WalkerBranch & Youth Coordinator3/15/202173/15/2021EmailDebbie WalkerBranch & Youth Coordinator3/15/202183/20/2021EmailMelissa HartsonLibrary Services Manager, Acting3/22/2021I’m a 25 year old female looking for a new job. I was curious as to if you have any entry level positions available for hire? I have a degree in Communications from DePaul University. Thanks for your time.Employment opportunities for all City Departments can be found on the employment page of the City of Newport Beach website. I’ve included the link here: https://www.newportbeachca.gov/government/departments/human-resources-department/job-opportunities. We currently do not have positions available at the Library, but you may find some other positions of interest on this page. There is also a link here to fill out a “Job Interest Card” which would allow you to be notified for future employment opportunities. We wish you all the best in your endeavors.Do you accept donations of books that are in Japanese? Thank you very much! All book donations to the Library are made through the Friends of the Library. I’ve included verbiage below regarding their current policies about donations. I am not sure if they do accept books in other languages and would encourage you to contact them at this email to find out for sure: nblibfriend@gmail.com. The following information can be found on their webpage: https://www.newportbeach library.org/about/friends-of-the-library. We have resumed donations for the time being; please help by following the guidelines below.When: Bookstore donations will be accepted from 10:30 am until noon, Monday through SaturdayWhere: The Bamboo Courtyard at the Central LibraryGuidelines:1. All donations must be in small or medium size boxes.2. Maximum of 4 boxes may be dropped off at any one time.3. All books need to be in better condition. Books should be clean with no tears,foxing, broken spines, missing pages, etc.4. Fiction & non-fiction should preferably be from the last 6-10 years except forclassics and history.5 We do take CDs & DVDs.6. We do not accept:• Encyclopedias unless they're 100 years old.• Time/Life books• Reader's Digest condensed books• Medical books, health books, law books, and travel books older than 8 years.• VHS or cassette tapes.If you have questions, email us at nblibfriend@gmail.com. PLEASE do not drop offdonations at any other time. They will not be accepted. A donation receipt will beprovided if desired. We hope you will find this information to be useful.The Library is not able to donate our used books to you. We have an agreement with our support group, the Friends of the Library, that precludes the Library from donating books to another entity. Thank you for your inquiry.I am writing this email to ask if you could contact me when you have any books that you would like to dispose of, either to renew with new editions or any other reason. I would like to give/offer the books to homeschooled kids of community areas without internet access and/or limited resources. Please contact me at your convenience if you have any books you would like to donate.13
MARCH 2021Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponse93/18/2021EmailRebecca LightfootAdult Services Coordinator3/23/2021103/26/2021EmailTerry SanchezPrograms Specialist3/30/2021113/27/2021EmailMelissa HartsonLibrary Services Manager, Acting3/29/2021123/27/2021EmailDebbie WalkerBranch & Youth Coordinator3/29/2021133/30/2021EmailTim HethertonLibrary Services Director3/31/2021143/30/2021EmailRebecca LightfootAdult Services Coordinator3/31/2021Is the Avocado branch open yet for those who wish to sit inside and work?The Central Library is currently open for “Grab and Go” services. There are no tables or seating available inside the Library due to building capacity limits within the county’s current Red Tier. Until the State’s restrictions on gatherings and building capacity are lifted, the use of seating areas, study rooms and program spaces are prohibited based on the California Department of Public Health’s COVID-19 Industry Guidance. As we prepare to move into the Orange Tier, expanding services are under consideration. For more information on services NBPL is currently offering, please visit: https://www.newportbeachlibrary.org/ about/library-reopening-20737/-fsiteid-2. Thank you for your inquiry.I am so grateful that I was able to attend the Genealogy class yesterday. It was excellent!! Arlene does a FABULOUS job and has a wealth of knowledge. I am also enrolled in the upcoming classes. Can you advise when the previous classes recordings will be available for viewing? Thank you again. Wishing you a restful weekend.Thank you for your email. I’m so happy to know that you enjoyed the genealogy workshop. The first two classes are currently available on our Virtual Programming page which is located on the library’s website. I am also linking it here for your convenience: https://www.newportbeachlibrary.org/ebranch/virtual-programming. We look forward to your attendance in future sessions.I was surprised that many new CDs added to the collection recently didn't have liner notes/booklet. I believe in some cases I was likely the first borrower (placed my hold based on New Releases/On Order search), so the booklet wasn't lost/misplaced by the previous borrower. Especially with Classical or Jazz titles, the liner notes are an important part of the experience, sometimes the story may be more important/interesting than the music itself. I understand that you repackage most CDs in more circulation friendly cases, please try to preserve and include liner notes if possible. Thank you.Thank you for reaching out to us regarding the liner notes in CDs. I verified with our music vendor that nothing had changed on their end in regards to how they process our items, and they confirmed that many record companies are doing away with the liner notes as a cost cutting measure. Unfortunately, since most music is sold online through streaming services, in order to keep the cost of the physical CDs down, they are rarely including these liner notes. Please let me know if you have any other questions or concerns. Thank you.As a working mom of two small children in car seats, the benefit of curbside service was incredible. It allowed us to quickly access the wonderful books the library has to offer in a streamlined manner. There are times we would love to peruse the shelves but limited by time (anyone with young children knows that no errand happens fast when involves getting in/out of car seats). We used the library more than we ever had before with this service! We would be so grateful if that service were to remain available at Mariners (perhaps the front check-in person could be utilized in this manner?). We love the library and all that you provide - just wanted to give feedback from the perspective of a mom. Thank you! Thanks for contacting NBPL. We appreciate your support and your feedback is always welcome. The Library implemented curbside service at the branch locations because of capacity restrictions and to limit the exposure of the public and Library staff to potential COVID-19 infection. When the County entered the red tier, we were allowed to increase capacity from 25% to 50% which enabled us to reopen Mariners Branch. Unfortunately, we do not have sufficient staffing to run curbside services at Mariners now that staff is working the service desks in the branch. We are, however, still offering curbside at CdM and Balboa Branches. You can designate one of these branches as your pickup site for your reserved materials. Also, when operations return to normal as the County cycles out of the tier system, we will resume offering curbside service at the Central Library. Thanks.My child would like to enter the poetry contest but no email is listed in the description. Do we use the same email as last year? Thanks!We are so happy to hear that you child will be entering the poetry contest that will begin on April 1st. Yes, the email is the same as last year: juvref@newport beachca.gov. Starting on the 1st there will also be a live web page for the Poetry Party that will be on a banner ad on the Library website and linked on the Children’s webpage: www.newportkids.org. Again, we are really happy that your child will be participating this year.I live in Balboa, but our library is not open. Do you have computers to use and print things out?The Central and Mariners libraries are both open to the public and have computers available for use and printing. You can find more information on their hours here on our website: https://www.newportbeachlibrary.org/about/library-reopening-20737. I hope that helps! Please let me know if you have any other questions. Thank you.14
NEWPORT BEACH PUBLIC LIBRARY
To: Board of Library Trustees
From: Tim Hetherton, Library Services Director
Re: Report of Library Activities – April 19, 2021 Meeting
_________________________________________________________________ _
TIM HETHERTON, LIBRARY SERVICES DIRECTOR
“A library outranks any other one thing a community can do to benefit its people. It is a never-failing
spring in the desert.”
― Andrew Carnegie
Friends Gift Shop/Foundation Passport Office Update
Staff continues to plan for the opening of the Friends Gift Shop and the Foundation Passport Office. City
Finance is in the process of obtaining the City’s reseller’s permit, in order to obtain merchandise at cost,
for resale in the Gift Shop.
Plexi-glass was ordered for the Gift Shop/Passport Office. In addition, floating shelves and slatwall were
selected and ordered for the walls that will be used to display merchandise and books for sale.
Library staff that have received notary training are scheduled to receive in-person certification on May
15.
WHEELHOUSE LIST FOR LIBRARY TRUSTEES:
Newport/Mesa ProLiteracy Happy Hour with author Marla Jo Fisher
Saturday, April 24 at 5 p.m.
Zoom lecture; register at https://www.newportbeachlibrary.org/about/literacy-services
Board of Library Trustees Meeting
Monday, May 17 at 5 p.m.
Site TBD
Newport Beach Public Library Foundation presents Steven Rowley - Library Live
Friday, May 14 at 6:19 p.m.
Zoom lecture; purchase tickets at https://nbplfoundation.givecloud.co/steven-rowley
15
DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR
Branches
Exciting branch news involved Mariners which reopened at 50% capacity with a grab-and-go service
model on Monday, March 22. In-person usage of the branch was steadily trending upward as the month
progressed. Balboa and CDM continued Curbside service.
It was also announced in March that the Corona del Mar Fire Station No. 5 and Library Replacement
project had been selected as the recipient of the American Society of Civil Engineers, Orange County
Branch (ASCE OC) 2020 Outstanding Sustainable Engineering Project Award.
In Branch personnel news, Mariner’s Library Page Katrina Kading interviewed for and was promoted to a
part-time Library Assistant position and was assigned to the Balboa Branch. The Balboa team is very
happy to welcome her aboard.
Youth Services
In further exciting news, NBPL learned in early March that it was the recipient of a $12,000 “Virtual
Youth Programming” grant. This opportunity was made available to several California Libraries through
the California State Library with funding provided by the Federal Library Services and Technology Act
(LSTA). Criteria for the grant stipulated that the Library offer no fewer than four virtual programs
between March 21 and August 31 and that these events be designed to specifically enhance the Library
and Literary experience of school age children and teens. We are calling our project “Learn & Grow @
Your Library” and already a series of programs are in the works. This includes coding for kids, a
journaling workshop for tweens, college test preparation workshops/webinars, etc. Much appreciation
to the team who worked on putting the application and program ideas together: myself, Rebecca
Lightfoot, Danielle Doi, Maria Nicklin, Terry Sanchez and an especially heartfelt thanks to Annika
Helmuth who not only was a big part of the planning and application process but will serve as the NBPL
grant liaison and coordinator along with other Librarians and California State Library Staff who are
administering the grant.
Teen Services
YAAC again met virtually and discussed ideas for programs that would be of interest to teens. Danielle
also asked the group for their input regarding Summer Reading Program events and prizes.
Facilities
Jimni, the vendor who services the sump pumps at Central came to do some follow-up service to them
and determined that two of the three pumps needed fairly immediate replacement. Jimni put together
a quote and ordered the pumps needed for installation in the near future.
Interface Alarms obtained the part needed to make repairs on the fire alarm system and completed that
on Friday, March 12.
MELISSA HARTSON, CIRCULATION AND TECHNICAL PROCESSING COORDINATOR
Staff Vacancies
I began working with HR to develop the job bulletins and recruitment timelines for five part-time Library
Clerk vacancies and five Library Page vacancies. The recruitment for the Library Clerks is expected to
open mid-April with the Library Page recruitment to follow two weeks after.
16
Phone Queue System
IT worked on the setup for a new phone queue software program for Central’s Customer Service and
Reference Desks. The new system, TeamQ, will automatically place incoming phone calls in a queue,
allowing staff at these service desks to better balance patron interactions. Staff began training in the
new system at the end of the month. The Library anticipates the software going live within a month.
REBECCA LIGHTFOOT, ADULT SERVICES COORDINATOR
Programming
Two more genealogy Zoom workshops were held in March. Twenty-four patrons attended on March 11,
twenty on March 25. Participants have been very enthusiastic and expressed their appreciation in
having such an informative workshop to aid them with their research. The instructor was able to answer
several questions during both workshops.
Library Assistant Chris Hennigan worked with Children’s Librarian Liz Aaron to plan a virtual poetry party
for the month of April. Children ages 3-12 are invited to submit up to 5 original poems each to be
published on the website and potentially win a prize.
Public Service
Library Assistant Erik Gunderson updated the Community Resources handout.
Librarian II Claire Leach ordered the shelving, display tables, and slat wall for the Friends Gift Shop.
17
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
2020 2020 2020 2020 2020 2020 2021 2021 2021 2021 2021 2021
Tracked by #searches
A to Z Databases 517 1252 1581 2455 1997 6449 4541 3098 3722 25612
Ancestry 2366 5105 3777 1812 1145 110 886 1133 507 16841
AskART 32 14 19 26 9 23 157 34 39 353
Brainfuse JobNow/VetNow ** ** ** 29 39 234 165 140 46 653
Britannica School Edition 37 0 0 99 0 87 39 63 118 443
Facts on File Ancient History 4 0 15 5 1 12 0 9 146 192
Gale Archives Unbound 3066 876 11169 14235 3270 1095 3504 443 7241 44899
Gale Directory Library 9 1 19 29 37 1 7 3 25 131
Gale in Context: Biography 39 44 19 16 39 1 19 15 130 322
Gale in Context: Elementary 50 9102 51083 88
Gale in Context: Opposing View 46 69 74 65 1679 288 300 36 85 2642
Gale Literature Resource Center 48 49 34 50 40 3 75 46 143 488
Gale Virtual Reference Library 127 31 19 40 194 25 55 26 53 570
HeritageQuest 2396 2792 2820 3924 2637 97 4247 4179 1981 25073
Legal Information Ref Center 9 23 15 29 24 25 21 74 114 334
National Geographic 26 18 12 18 14 58 12 22 42 222
National Geographic Kids 24 31 6 18 27 35 12 13 26 192
NewsBank (OC Register)1411 1609 1237 1276 3074 769 1238 988 1084 12686
NoveList Plus 69 85 55 47 28 4 25 58 149 520
NoveList K-8 Plus 15 17 20 30 70 19 12 20 63 266
ProQuest 2568 2280 2709 3677 2748 2748 3281 5774 2621 28406
Proquest eLibrary * *31 4 22 0 8 17 12 94
Reference USA Business 903 828 842 561 558 4196 3552 1944 997 14381
Reference USA Residential 8 40 40 22 34 24 36 30 27 261
SIRS Discover * *16 6 0 1 2 5 0 30
SIRS Issues Researcher * *12 10 16 6 20 129 279 472
World Book Online 24 2 65 59 36 25 40 513 121 885
Tracked by #sessions
Gale Presents: Peterson's Test and 29 4202534 32 342439 241
Tracked by #page views
Consumer Reports 3137 3941 3072 2132 3238 2950 2255 2829 2862 26416
CultureGrams 45 81 85 10 179 192 41 31 33 697
Morningstar 44184 31804 12785 26047 28354 30254 30104 17631 11956 233119
NetAdvantage 6262 4216 5818 9366 8647 7221 5625 12622 5362 65139
RealQuest 72 136 35 99 193 174 222 76 306 1313
Tumblebooks 160 78 51 111 25 75 24 115 101 740
Value Line 11076 9740 10629 13068 14503 11068 9745 10907 12846 103582
Tracked by courses
Udemy 1721 2316 2124 2083 1470 1987 5715 7220 4925 29561
Tracked by Hours Used
ABCmouse *** *** *** *** *** *** *** *** 44.52 44.5
Rosetta Stone 95.6 97.1 98.63 55.78 63.05 89.93 103 92.95 57.52 753.6
Notes:
Testing & Education Ref. Center name changed to Gale Presents: Peterson's Test and Career Prep
*Proquest eLibrary, SIRS Discover, and SIRS Issue Researcher added Sept 2020
***ABCmouse aded for remote use Feb 2021 with full usage tracking starting March 2021
**JobNow/VetNow added Oct 2020 from the California State Library, adjusted tracking metric to Database
Useage in March 2021 instead of submissions (usage was not showing up in "submissions"), adjusted
previous months retroactively
Database FY Comparisons YTD
20/21
Opposing Viewpoints database name changed to Gale in Context: Opposing Viewpoints
Biography in Context database name changed to Gale in Context: Biography
Proquest Articles Retrieved 2020-2021
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun AVG.
Business Databases 861 837 888 1376 1009 1095 1339 1411 1285 1122
Newspapers--Current 982 816 829 1121 815 888 958 673 608 854
Newspapers--Historical 1621 1058 2165 3478 4175 2282 1116 1710 2584 2243
Magazines 17 30 49 38 40 44 47 2853 35 350
18
NBPL Website Usage 2020-2021
Metric July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Total Users 29721 33169 33247 36204 33638 34090 45379 34336 36218 35111 316002
New Users 25824 27006 26917 30022 28399 28786 40305 28989 31291 29727 267539
Sessions 73936 72313 71550 71518 64528 64372 79282 64655 69284 70160 631438
Pageviews 289912 299267 283384 257889 228504 224847 258484 225790 238644 256302 2306721
Sessions Per User 2.49 2.18 2.15 1.98 1.92 1.89 1.75 1.88 1.91 2.02 --
Pages Per Session 3.92 4.14 3.96 3.61 3.54 3.49 3.26 3.49 3.44 3.65 --
Avg. Session Dur. (min) 3.37 3.27 3.07 2.82 2.70 2.60 2.42 2.70 2.72 2.85 --
Bounce Rate (%) 45.83 49.01 49.11 51.97 53.67 54.58 59.52 54.89 54.97 52.62 --
Cassie Wireless (Spot) Total Number of Sessions 2020-2021
Location July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 136 142 103 142 104 94 128 78 63 110 990
CdM 31 23 7 4 10 13 12 7 4 12 111
Mariners 377 440 412 553 468 470 601 473 556 483 4350
Central 825 1252 1497 2421 1747 1609 1644 1645 1999 1627 14639
Total 1369 1857 2019 3120 2329 2186 2385 2203 2622 2232 20090
Cassie Wireless (Spot) Total Length of Sessions (min) 2020-2021
Location July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 6934 6878 5737 6890 5244 5181 6588 3872 2953 5586 50277
CdM 1323 1127 305 173 331 597 549 282 172 540 4859
Mariners 17988 20663 20004 27269 23019 23218 30131 23587 27159 23671 213038
Central 40969 64316 75610 119221 86190 78577 81968 82501 97285 80737 726637
Total 67214 92984 101656 153553 114784 107573 119236 110242 127569 110535 994811
Cassie Wireless (Spot) Average Length Per Session (min) 2020-2021
Location July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 50.99 48.44 55.70 48.52 50.42 55.12 51.47 49.64 46.87 50.78 --
CdM 42.68 49.00 43.57 43.25 33.10 45.92 45.75 40.29 43.00 43.77 --
Mariners 47.71 46.96 48.55 49.31 49.19 49.40 50.13 49.87 48.85 48.97 --
Central 49.66 51.37 50.51 49.24 49.34 48.84 49.86 50.15 48.67 49.64 --
Total 49.10 50.07 50.35 49.22 49.28 49.21 49.99 50.04 48.65 49.52 --
19
MAR 21 YTD 20/21 YTD 19/20
BALBOA 1,750 21,194 42,296
CdM*1,814 19,626 26,655
MARINERS 12,952 115,054 202,038
CENTRAL 61,217 431,074 537,799
eBooks 8,552 74,960 60,028
eMagazines^1,998 42,894 29,967
eAudiobooks 6,105 47,853 43,013
Streaming Films 672 6,883 7,031
TOTAL 95,060 759,538 948,827
updated to include overdrive films
APR 20 33,521
MAY 20 40,579
JUN 20 61,599
JUL 20 72,257
AUG 20 67,117
SEP 20 74,956
OCT 20 90,927
NOV 20 89,669
DEC 20 93,538
JAN 21 91,706
FEB 21 84,308
MAR 21 95,060
TOTAL 895,237
* Corona del Mar Branch Library was closed for reconstruction from April 2018 to July 2019.
^ Excludes 2/1/21-2/10/21 data as a result of RBDigital migration to OverDrive.
12 Month Comparison
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2021
CIRCULATION
COVID-19 CLOSURE 3/16/20+ WITH CURBSIDE SERVICE; IN-PERSON PROGRAMS CANCELED 3/12/20+
CENTRAL REOPENED 9/21/20; MARINERS REOPENED 3/22/21
BALBOA
CdM*
MARINERS
CENTRAL
eBooks
eMagazines^
eAudiobooks
Streaming Films
0
20,000
40,000
60,000
80,000
100,000
120,000
APR 20 MAY 20 JUN 20 JUL 20 AUG 20 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21
1,588,822 1,582,953
1,582,914 1,598,265
1,610,818
1,529,391
1,464,640
1,424,594
1,376,041
1,084,2061,000,000
1,125,000
1,250,000
1,375,000
1,500,000
1,625,000
1,750,000
FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20
CIRCULATION
20
MAR 21 YTD 20/21 YTD 19/20
BALBOA^224 2,467 3,673
CdM*^162 2,105 6,540
MARINERS`1,660 13,994 25,624
CENTRAL`4,670 36,793 83,545
TOTAL 6,716 55,359 119,382
12 Month Comparison
APR 20 2,708
MAY 20 3,510
JUN 20 5,845
JUL 20 6,396
AUG 20 5,116
SEP 20 5,954
OCT 20 7,273
NOV 20 6,899
DEC 20 4,999
JAN 21 5,935
FEB 21 6,071
MAR 21 6,716
TOTAL 67,422
* Corona del Mar Branch Library was closed for reconstruction from April 2018 to July 2019.
^ Includes reference and curbside phone calls.
` Includes reference and curbside phone calls, reference and curbside emails, and in-person reference transactions.
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2021
REFERENCE
COVID-19 CLOSURE 3/16/20+ WITH CURBSIDE SERVICE; IN-PERSON PROGRAMS CANCELED 3/12/20+
CENTRAL REOPENED 9/21/20; MARINERS REOPENED 3/22/21
BALBOA^
CdM*^
MARINERS`
CENTRAL`
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
10,000
APR 20 MAY 20 JUN 20 JUL 20 AUG 20 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21
199,880 191,567
184,260 190,391
168,496
162,510
157,149
156,521 163,392
131,445120,000
140,000
160,000
180,000
200,000
220,000
FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20
REFERENCE
21
MAR 21 YTD 20/21 YTD 19/20
BALBOA^314 2,559 27,833
CdM*^262 2,554 32,149
MARINERS^2,877 17,178 167,137
CENTRAL^`6,509 45,814 398,879
TOTAL 9,962 68,105 625,998
12 Month Comparison
APR 20 237
MAY 20 3,573
JUN 20 6,264
JUL 20 4,225
AUG 20 5,634
SEP 20 4,650
OCT 20 7,483
NOV 20 10,639
DEC 20 7,198
JAN 21 11,103
FEB 21 7,211
MAR 21 9,962
TOTAL 78,179
* Corona del Mar Branch Library was closed for reconstruction from April 2018 to July 2019.
^ Includes curbside pickups.
` Excludes walk-ins from 9/21/20 to 9/30/20.
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2021
PATRONS SERVED IN LIBRARY
COVID-19 CLOSURE 3/16/20+ WITH CURBSIDE SERVICE; IN-PERSON PROGRAMS CANCELED 3/12/20+
CENTRAL REOPENED 9/21/20; MARINERS REOPENED 3/22/21
BALBOA^
CdM*^
MARINERS^
CENTRAL^`
0
2,000
4,000
6,000
8,000
10,000
12,000
APR 20 MAY 20 JUN 20 JUL 20 AUG 20 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21
1,258,902
1,131,330
1,074,933
1,399,841
1,256,238
1,209,719
1,102,106
1,158,344 935,953
636,072500,000
750,000
1,000,000
1,250,000
1,500,000
FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20
PATRONS SERVED IN LIBRARY
22
MAR 21 YTD 20/21 YTD 19/20
BALBOA^0 245 984
CdM*^0 220 4,105
MARINERS^0 1,028 8,829
CENTRAL^4,027 40,032 42,916
TOTAL 4,027 41,525 56,834
12 Month Comparison
APR 20 3,501
MAY 20 4,732
JUN 20 3,011
JUL 20 4,952
AUG 20 4,551
SEP 20 5,080
OCT 20 4,833
NOV 20 4,065
DEC 20 4,258
JAN 21 5,010
FEB 21 4,749
MAR 21 4,027
TOTAL 52,769
* Corona del Mar Branch Library was closed for reconstruction from April 2018 to July 2019.
^ Includes live virtual program attendance, recorded program views, and/or self-directed program participation.
PROGRAM ATTENDANCE
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2021
COVID-19 CLOSURE 3/16/20+ WITH CURBSIDE SERVICE; IN-PERSON PROGRAMS CANCELED 3/12/20+
CENTRAL REOPENED 9/21/20; MARINERS REOPENED 3/22/21
BALBOA^
CdM*^
MARINERS^
CENTRAL^
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
APR 20 MAY 20 JUN 20 JUL 20 AUG 20 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21
53,534
51,570
51,894
49,977
64,473
67,646
69,922
70,430
68,241
68,078
40,000
50,000
60,000
70,000
80,000
FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20
PROGRAM ATTENDANCE
23
LIBRARY EXPENDITURES FY 2020‐21
(April 1, 2021)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL‐TIME REGULAR 2,933,536 2,933,536 2,046,018 332,915 887,518
SALARY PART‐TIME 1,044,147 1,079,897 506,512 79,254 573,385
BENEFITS 2,086,990 2,224,501 1,558,492 134,352 666,009
SALARY & BENEFITS TOTAL 6,064,673 6,237,934 4,111,022 546,521 2,126,912
II MAINT & OPERATION
PROFESSIONAL SERVICE*164,393 171,535 132,054 26,671 39,481
UTILITIES 271,491 271,491 149,968 15,509 121,523
PROGRAMMING 5,500 7,500 1,410 300 6,090
SUPPLIES**81,970 83,236 28,461 6,425 54,775
LIBRARY MATERIALS 619,740 626,529 519,200 22,774 107,329
FACILITIES MAINTENANCE 184,686 184,871 107,422 9,445 77,449
TRAINING AND TRAVEL 10,681 10,681 556 0 10,125
GENERAL OPERATING EXPENSES***24,202 24,452 9,464 1,584 14,988
PERIPHERALS 5,000 5,000 62 62 4,938
INTERNAL SERVICE FUNDS 1,858,439 1,858,439 1,393,829 154,870 464,610
OFFICE EQUIPMENT 2,000 2,000 979 0 1,021
MAINT & OPERATION TOTAL 3,228,102 3,245,734 2,343,406 237,641 902,328
LIBRARY BUDGET TOTAL 9,292,775 9,483,668 6,454,428 784,163 3,029,240
*PROFESSIONAL SERVICES ‐ INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
24
FY 2020-21
As of Mar 31, 2021
Date
Funded Amount Purpose
Amt Expended
YTD Notes
Oct 2020 Wish List
43,000$ Downloadable Content $ 25,047 In Progress
25,000$ Digital Magazines $ 25,000 Complete
15,000$ Kanopy Streaming Films $ 10,662 In Progress
5,000$ Literacy Program $ 3,655 In Progress
Total $88,000 $64,364
Sep 2020 Designated Gift
25,000$ Children's Materials $ 2,424 In Progress
Total 25,000$ $2,424
FY 2020-21
As of Mar 31, 2021
Date
Funded Amount Purpose
Amt Expended
YTD Notes
Sep 2020 Wish List
$150,000 New Materials $ 1,500 In Progress
$50,000 Programming $ - Begin Spending 4th Qtr
Total $200,000 $1,500
Designated Gift
Sep 2020 $10,000 Passport & Gift Shop $ - Begin Spending 4th Qtr
Total $10,000 $0
FOUNDATION
FRIENDS
25
Previous
Agenda Date AGENDA ITEM Scheduled
Agenda Date
Ongoing Ongoing
Ongoing Ongoing
Ongoing Ongoing
Apr 20, 2020 Apr 19, 2021
Apr 20, 2020 Apr 19, 2021
June 15, 2020 May 17, 2021
June 15, 2020 May 17, 2021
June 15, 2020 Jun 21, 2021
Aug 17, 2020 Jun 21, 2021
Jul 20, 2020 Jul 19, 2021
Jul 20, 2020 Jul 19, 2021
Aug 17, 2020 Aug 16, 2021
June 15, 2020 Aug 16, 2021
Sep 21, 2020 Sep 20, 2021
Oct 19, 2020 Oct 18, 2021
Oct 19, 2020 Oct 18, 2021
Nov 16, 2020 Nov 15, 2021
Jan 19, 2021 Jan 18, 2022
Jan 19, 2021 Jan 18, 2022
Feb 16, 2021 Feb 22, 2022
Feb 16, 2021 Feb 22, 2022
Aug 17, 2020 Mar 21, 2022
LAST
REVIEWED POLICY REVIEW
Apr 23, 2019 NBPL 13 Study Room Policy Apr 19, 2021
Mar 18, 2019 NBPL 4 Children in the Library Policy Jun 21, 2021
Apr 23, 2019 NBPL 14 Friends Meeting Room Aug 16, 2021
Jan 22, 2019 NBPL 10 Laptop/Use Borrowing Policy Dec 20, 2021
Jan 21, 2020 NBPL 3 Library Gift and Donor Policy Jan 18, 2022
Jun 15, 2020 NBPL 12 Circulation Policy Jun 20, 2022
Jul 20, 2020 CC I-1 Library Services Policy (Council Policy I -1) Jul 18, 2022
Aug 17, 2020 NBPL 2 Collection Development Policy Aug 15, 2022
Sep 21, 2020 NBPL 9 Expressive Use Areas Sep 19, 2022
Nov 16, 2020 NBPL 6 Media Lab Use Policy Nov 21, 2022
Nov 16, 2020 NBPL 7 Sound Lab Use Policy Nov 21, 2022
Branch Update - CDM
Election of Board of Library Trustees Officers/Trustee Liaisons
Branch Update - Mariners
Annual Budget - Preliminary Review
Adult and Reference Services Update
Arts & Cultural Update
BOARD OF LIBRARY TRUSTEES MONITORING LIST
Lecture Hall Update
Policy Review (See List Below)
Media Lab Update
Information Technology Update
Youth Services Update
COVID-19 Update
Annual Budget - Approval
Proposed Library Closures for Winter Holidays 2021
Newport Beach Public Library eBranch, Database and Downloadable Services Review
Branch Update - Balboa
Literacy Program Update
Performance Review of Library Services Director (Closed Session)
Library Material Selection
Marketing Update & Social Networking Update
Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June)
Review Holidays / Meeting Schedule 2021
26
RECOMMENDATION:
The Library Lecture Hall Design Committee (LLHDC) requests that the Board of Library Trustees approve
the concept design for the Library Lecture Hall as presented by Robert Coffee + Associates.
DISCUSSION:
In July 2019, the City Council acted upon a recommendation of the Board of Library Trustees and took
the initial steps to consider building a Lecture Hall on the Central Library Campus. The preferred
location for the Lecture Hall is contiguous to Avocado Avenue and connected to the existing Bamboo
Courtyard and the Central Library. The Lecture Hall is envisioned to have a comfortable permanent
seating capacity of 275, superior acoustics, sightlines and high-quality design features and materials. It
will complete the Central Library Campus.
In order to evaluate the proposal further, the City Council appointed a Library Lecture Hall Design
Committee (LLHDC) to recommend an architect to the City Council. The Committee is comprised of
former Trustee Jill Johnson-Tucker (Chair), Library Trustee Janet Ray (Vice Chair), Councilmember Diane
B.Dixon, Newport Beach Public Library Foundation Chair and former Newport Beach Board of Library
Trustee Karen Clark, and Matthew Witte, Senior Vice President of Acquisitions and Development for
Related California.
After issuing a Request for Proposals (RFP) and conducting an extensive evaluation process, LLHDC
recommended architectural firm Robert Coffee + Associates (RCA) to the City Council. On November 19,
2019, the City Council awarded a design contract to RCA for the conceptual design of the Lecture Hall
upon which a preliminary budget could also be based.
In a series of public meetings, LLHDC offered design input and direction to RCA in the development of
the conceptual design for the Lecture Hall and were assisted by City Public Works staff in working on this
highly visible building.
On Monday, April 12, 2021, the Library Lecture Hall Design Committee approved the design concept as
presented by architect Robert Coffee. The design concept successfully addressed the needs established
in Exhibit B, Architecture Design Guidelines, of the Request for Proposals:
1.Additional non-fixed seating for up to 50 in lobby for overflow.
2.Sloped seating with optimal sightlines/slope as much as possible meeting ADA guidelines.
3.Consider steps as in Mark Taper Auditorium- Central Library, Los Angeles.
4.Side and center aisles for ease of entering & exiting.
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: Library Lecture Hall Concept Design
27
5. Minimal loss of parking spaces and determine where replacement parking may be located on the
library lot.
6. Attractive from four sides.
7. Position the LLH partially in/over detention swale, between the library parking lot and Avocado
Avenue.
8. Proximity to Bamboo Courtyard for receptions.
9. Possible relocation or reconfiguration of pedestrian bridge to Avocado Avenue and addressing
the pergola along library front if integral to design, or to improve the flow of pre-function and
lobby space.
10. Stage large enough to accommodate a piano (with a closet/backstage stow area) and small
musical groups.
11. Consider a stage that can be lowered to floor level so dance groups can perform.
12. Effective use of natural light.
13. Both semi shades and blackout shades that can be lowered easily.
14. Consider repairs or improvements to Bamboo Courtyard to create a better venue for receptions,
for example, consider extending the Bamboo Courtyard out towards Avocado Avenue in line with
Lecture Hall to gain additional space for receptions.
15. Level of Quality Equivalent to:
• 2013 Library expansion; and
• City Hall
Architect Robert Coffee provided the following narrative regarding the design:
“Completing the “cultural evolution” of the Newport Beach Civic Center Complex, the single story 9,500
SF Library Lecture Hall is designed to be a signature building that complements the architecture of the
new City Hall and respects the scale of the existing library.
Anchoring the southern end of the Civic Center Complex along Avocado Avenue the most distinctive
characteristic of the new building is an undulating perforated specular screen wall meant to recall the
glittering reflection of the sun on the ocean, an intrinsic image seen by the citizens of this west facing
seaside community. This metaphorical architectural element is meant to complement the “sail shape” of
the recently completed City Hall Council Chamber building at the north end of the Civic Center. The
semi-transparency of this wall is meant to stimulate interest in the activity seen within the building but
to keep a complete understanding elusive, thus encouraging participation by the community in the
events hosted in this new venue. Completing the building composition, floating above the “sea foam
wall” is the sea-shell inspired curved roof form.
Sited to maintain as much of the existing library parking lot as possible, part of the lecture hall building is
cantilevered over the existing bioswale that parallels Avocado Avenue. This allowed the vehicular
approach to the library to be greatly improved by extending the entry drive through the parking lot, so it
terminates at a drop-off plaza for both the existing library and lecture hall. With the addition of 13 new
parking spaces along the drive aisle linking the library parking lot to the parking structure, the new
development has preserved the original parking count of 172 spaces.
On the southside of the building a new pedestrian link using ramps and stairs connects the street to the
library entrance. The existing Bamboo Courtyard has been enlarged and will function as an ancillary
assembly and event space for Library Foundation events. The exterior material palette borrows heavily
from the new City Hall project and includes aluminum composite panels, stone veneer, painted metal,
and lightly tinted blue-green glass. A unique fabrication of off-set laser-cut aluminum panels comprise
28
the undulating wall that faces Avocado Street. Coated with a metallic prismatic paint the panels will
gently reflect light and provide a slight color shift to the passing motorists. Filtered natural light, the use
of natural woods and a soft color palette will provide a soothing atmosphere inside the lecture hall.
Although the undulating wall of the colored laser-cut panels will provide an ethereal experience of being
in an under-sea world, when required for specific presentations sunshades will be lowered to create a
darker environment. The stepped floor will have 272 fixed seats with an overflow area that can
accommodate an additional 27 seats for a total of 299 seats. All seating will be within 45 feet of the
stage. Seating for the disabled is distributed evenly throughout the space.
The landscape planting concept is differentiated to address the three distinct spaces surrounding the
building. Ornamental grass “waves” and sycamores are used along the Avocado Street frontage to flow
with the undulation of the building wall and to maintain the aesthetic of the existing bioswale. Four new
Date Palms are used to line the new entry drive leading to the drop-off plaza. In combination with the
new lecture hall building, the vertical quality of these palms and the four existing palms in front of the
existing library arcade help create an auto entry court, thus strengthening the sense of arrival.
The existing Bamboo Courtyard has been enlarged and designed to accommodate event seating.
Moveable seating and four strategically placed large canopy trees provide shade and scale to the
courtyard. The building will be designed to the equivalent of a LEED Silver Certified Building. Sustainable
design strategies included the use of active and passive design features such as daylighting and views,
low energy use building systems, indoor air quality, low maintenance materials, renewable resources,
and locally sourced materials. Similarly, attention has been given to selecting plant species that are
regionally appropriate and require low water usage as well as the use of a centrally controlled irrigation
system.”
The estimated construction cost for the Lecture Hall is in the range of $7,000,000 to $8,000,000. Now
that the design concept has been vetted and a preliminary budget has been prepared, the LLHDC will
make a further recommendation to Council as to final design.
Prior to Council approval, the concept design must also be approved by the Foundation, the Irvine
Company, and the Board of Library Trustees.
The Library Lecture Hall Design Committee respectfully requests that the Board of Library Trustees
approve the concept design as submitted by Robert Coffee + Associates.
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: Robert Coffee + Associates’ Library Lecture Hall design concept.
29
Floor Plan9,514 SF270-274 fixed seats20-24 moveable seats30
ATTACHMENT A
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51
RECOMMENDATION:
Staff requests that the Board of Library Trustees approve a request to City Council to maintain the current
15¢ fee for black and white photocopies.
DISCUSSION:
The Library provides copiers to the public for making black and white and/or color copies. The Library
currently charges 15¢ per black and white copy and 75¢ per color copy.
Finance staff recently conducted a fee study and determined that the per copy cost for Library copies is
different than the average cost of copies for City departments. Finance calculated the new figures using
the replacement cost of the copier, its useful life, the annual number of copies, the maintenance cost of
the copiers, and paper costs. The study calculated the cost of Library black and white copies at 39¢ per
copy and color copies at 49¢. Finance staff recommended that these costs be rounded down to the
nearest nickel to 35¢ for black and white and 45¢ for color, for easy application. At its March 9, 2021
regular meeting, City Council approved these recommended changes, effective July 1, 2021.
While staff appreciates the rationale behind the revised fee structure, staff also thinks that the fee
increase from 15¢ to 35¢ for black and white copies is excessive. A comparison of fees with regional peer
libraries in similar communities indicates that the majority of public libraries in this group charge 15¢ per
page for black and white copying:
LIBRARY B&W COLOR
Berkeley Public Library 15¢ $1.50
Burlingame Public Library 15¢ 45¢
City of Commerce Public Library 15¢ 35¢
Carmel – Harrison Library 15¢ 35¢
Marin County Public Library 15¢ $1.00
NBPL 15¢ 75¢
San Francisco Public Library 10¢ 40¢
Santa Clara County 15¢ 20¢
Anaheim Public Library 15¢ 50¢
Cerritos Public Library 15¢ 45¢
Huntington Beach Public Library 15¢ 50¢
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:
Request To City Council To Maintain Current Fee for Black And White
Photocopies
52
Orange County Public Library 15¢ N/A
Orange City Library 15¢ 35¢
Pasadena Public Library 15¢ 50¢
Placentia Public Library 15¢ 50¢
Santa Barbara Public Library 15¢ 25¢
Santa Monica Public Library 15¢ 50¢
South Pasadena Public Library 15¢ 15¢
One concern is that a 133% increase will be perceived as excessive by library patrons, building resentment
and alienating users. Another potential consequence is the reduction in user demand. Patrons who
cannot afford the fee are likely to look for alternatives or go without.
The current 15¢ fee serves as a “nuisance” fee, implemented to deter the public from making an unlimited
number of photocopies, rather than to compensate for the real costs of photocopying, which the City
Finance Department has identified.
The public library has an essential informational, educational, and cultural role in society. It supports a
democratic form of government through public access to information and knowledge. It serves the
community in terms of its ability to inform, educate and enrich the lives of its patrons. Libraries are a
merit good - an institution an individual or society should have on the basis of some concept of need,
rather than ability and willingness to pay - and any potential revenue loss is far outweighed by the overall
good to the community.
Staff welcomes the reduction of the color copy fee, and the proposed 45¢ per copy fee is in line with the
fees charged by our peers.
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).
53
RECOMMENDATION:
Staff recommends that the Board of Library Trustees review and approve proposed changes to the Study
Room/Charles Sword Meeting Room Policy (NBPL 13).
DISCUSSION:
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 the following changes to the current policy governing the use of the study rooms:
1.Currently, the study rooms are available only for groups (2 to 5 patrons). Use of the study
rooms is consistently requested by individual patrons. Staff thinks that allowing individuals to
use the rooms will maximize usage and serve as an amenity for patrons who require an isolated
space to teleconference or use other communication technologies.
2.The term “customer” will be replaced by the more favorable term, “patron”.
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. Staff recommends no policy changes to the use of the Sword Room.
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)
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: Study Room/Charles Sword Meeting Room Policy (NBPL 13)
54
Study Rooms/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:
The Charles Sword Meeting Room at the Central Library is reserved for larger groups. Use of the
room requires a minimum of 6 people and a maximum of 14 people.
ATTACHMENT A
55
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.
56
Study Rooms/Charles Sword Meeting Room
Policy
NBPL 13
STUDY ROOMS:
There are three (3) study rooms available at the Central Library for individuals or 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 Patrons 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
Patrons 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 Patrons can extend the length of their session if no other groups
patrons are waiting to use a room. A patron or a patron acting as the representative of the a group
of patrons must check in the reference desk before their scheduled session.
At A patron or 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 CirculationService .
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:
The Charles Sword Meeting Room at the Central Library is reserved for larger groups. Use of the
room requires a minimum of 6 people and a maximum of 14 people.
ATTACHMENT B
57
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 Patrons 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 patrons who reserved the room
through the Administration Office. The room reservation will be released if the customer patron
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 deskCirculation 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
Amended and approved by the Board of Library Trustees on April 19, 2021
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 2319, 20192021.
58
Study Rooms/Charles Sword Meeting Room
Policy
NBPL 13
STUDY ROOMS:
There are three (3) study rooms available at the Central Library for individuals or groups of 2-5
people, depending on the size and requirements of each specific room.
The library schedules these rooms daily on a first come, first serve basis. Patrons 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. Patrons 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. Patrons can extend the length of their session if no other patrons are waiting to
use a room. A patron or a patron acting as the representative of a group of patrons must check in
the reference desk before their scheduled session.
A patron or 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 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 Circulation 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:
The Charles Sword Meeting Room at the Central Library 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.
ATTACHMENT C
59
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.
Patrons 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 patrons who reserved the room through the
Administration Office. The room reservation will be released if the patron 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 Circulation 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
Amended and approved by the Board of Library Trustees on April 19, 2021
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 19, 2021.
60
RECOMMENDATION:
Staff requests that the Board review and approve the proposed FY 2021‐22 operating budget for the
Library.
DISCUSSION:
Section 708. Board of Library Trustees. Powers and Duties.
There shall be a Board of Library Trustees consisting of five members which shall have the power and
duty to:
(c)Consider the annual budget for library purposes during the process of its preparation and make
recommendations with respect thereto to the City Council and City Manager.
In accordance with the above statement, staff has prepared the proposed FY 2021‐22 operating budget
for the Library Services Department. The Library met with City Manager, Grace Leung, and Finance
Budget Staff on Thursday, February 11, 2021. The Library submitted a flat budget, with no enhancement
requests and City Manager Leung approved this budget.
The Library’s staffing complement remains the same, however, the personnel budget will increase in FY
2021‐22 due to contractual obligations with the employee work groups. Finance Budget Staff made two
other adjustments to account for increased utility fees and a reduction in internal service funds to
accommodate for replacement needs in the next fiscal year.
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: Proposed Budget FY 2020‐21
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949‐717‐3810, thetherton@newportbeachca.gov
PREPARED BY: Melissa Hartson, Library Services Manager, Acting
TITLE: FY 2021‐22 Library Services Proposed Budget
61
PROPOSED BUDGET FY 2021‐22 ATTACHMENT A
LIBRARY SERVICES
ACCOUNT DESCRIPTION
FY 2021‐22
PROPOSED
BUDGET
FY 2020‐21
ORIGINAL
APPROPRIATION
I SALARY & BENEFITS
SALARY FULL‐TIME REGULAR 2,954,186 2,933,536
SALARY PART‐TIME 1,162,634 1,044,147
BENEFITS 2,143,211 2,086,990
SALARY & BENEFITS TOTAL 6,260,031 6,064,673
II MAINT & OPERATION
PROFESSIONAL SERVICE*164,393 164,393
UTILITIES 284,373 271,491
PROGRAMMING 5,500 5,500
SUPPLIES**81,970 81,970
LIBRARY MATERIALS 619,740 619,740
FACILITIES MAINTENANCE 184,686 184,686
TRAINING AND TRAVEL 10,681 10,681
GENERAL OPERATING EXPENSES***24,202 24,202
PERIPHERALS 5,000 5,000
INTERNAL SERVICE FUNDS 1,795,924 1,858,439
OFFICE EQUIPMENT 2,000 2,000
MAINT & OPERATION TOTAL 3,178,470 3,228,102
LIBRARY BUDGET TOTAL 9,438,501 9,292,775
*PROFESSIONAL SERVICES ‐ INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
162
PROPOSED BUDGET FY 2021‐22 ATTACHMENT A
CULTURAL ARTS
ACCOUNT DESCRIPTION
FY 2021‐22
PROPOSED
BUDGET
FY 2020‐21
ORIGINAL
APPROPRIATION
PROFESSIONAL SERVICE 157,390 157,390
CITY GRANTS 30,000 30,000
PROGRAMMING 60,500 60,500
MAINTENANCE 4,248 4,248
GENERAL OPERATING EXPENSES 2,340 2,340
CULTURAL ARTS BUDGET TOTAL 254,478 254,478
263
RECOMMENDATION:
Staff recommends the Board of Library Trustees approve the acceptance of a $12,000 Library Services
and Technology Act (LSTA) Grant from the California State Library to support virtual youth programming.
DISCUSSION:
The Newport Beach Public Library has been awarded a $12,000 “Virtual Youth Programming” grant. The
funding is provided by the Library Services and Technology Act and awarded by the California State
Library. The grant stipulates the Library offer at least four virtual programs between March 21, 2021
and August 31, 2021. The programs must specifically enhance the library and literary experience of
school age children and teens.
The Library project is called “Learn & Grow @ Your Library” and programming will include a virtual
coding program for kids targeting ages five through ten, a live illustrator event at the start of the
Summer Reading Program for middle grade students, a creative journaling workshop for tweens and a
series of college preparation workshops/webinars and college entrance practice tests for high school
students.
The following Library Staff collaborated to submit the winning grant proposal: Debbie Walker, Annika
Helmuth, Danielle Doi, Maria Nicklin, Terry Sanchez, and Rebecca Lightfoot.
If the Board accepts the grant funding, a budget amendment to allocate the funds will be submitted to
City Council for approval.
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).
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949‐717‐3810, thetherton@newportbeachca.gov
PREPARED BY: Melissa Hartson, Library Services Manager, Acting
TITLE: Grant Acceptance from California State Library
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ABSTRACT:
The goal of the Newport Beach Public Library is to provide a balanced, well‐rounded collection on a wide
variety of topics of interest to our community, regardless of the medium. To achieve this goal, staff use
an assortment of different professional review journals, the American Library Association’s Library Bill of
Rights, and the Newport Beach Public Library’s Collection Development Policy (NBPL‐2) to help guide
purchasing decisions.
OVERVIEW:
Patrons drive the library’s selection process. Selectors look at circulation statistics to determine which
subjects and genres are the most popular to ensure the library has sufficient numbers of high demand
titles. Selectors continue to evaluate and purchase items in every subject matter, ensuring a
comprehensive and balanced collection. Selectors rely upon professional reviews, publicity and
advertising, current events, curriculum needs, and literary prizes to assist in selecting items for the
collection. Patrons make recommendations for purchase through the website and in person, and the
selectors evaluate and add these items on a weekly basis.
Collection HQ: The library implemented Collection HQ in March of 2019. Collection HQ is a powerful tool
that provides rich data to help libraries better allocate funds by identifying weaknesses in the collection.
Collection HQ also makes suggestions for purchase based on lending patterns and comparing the
collection to similarly sized libraries. Collection HQ recommends that less than ten percent of a library’s
collection be “dead”, meaning it has not circulated in more than four years. Newport Beach is well
below that ten percent mark.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949‐717‐3810, thetherton@newportbeachca.gov
PREPARED BY: Rebecca Lightfoot, Adult Services Coordinator
TITLE: Library Materials Selection – April 2021
65
“Dead on Arrival” refers to the number of times an item circulates the first year after it is added to the
collection. It is considered “dead on arrival” if it has circulated only once or not at all. The Newport
Beach Public Library has less than six percent of “dead on arrival” items.
“Grubby” items have circulated more than forty times. The library is slightly above the forty percent
recommended by Collection HQ. Selectors will work on replacing older, worn out copies with newer
ones this upcoming year.
Collection HQ also offers an “outdated stock check” tool, which looks at the age of the collection and
makes recommendations on what needs to be updated with more current information.
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).
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DISCUSSION:
In response to the County's graduated status to Orange Tier, on Monday, April 12, 2021, Central Library
and Mariners Branch opened at full capacity. The public can now remain in the buildings for study and
research purposes. Furniture has been configured to facilitate social distancing. Face masks are
required for all staff and patrons. Balboa and CdM will continue to offer curbside services until NBPL is
fully staffed in late May/early June. At that time, in‐person services will also resume at Balboa and CdM.
The Library is currently recruiting part time Clerks and Library Pages. Once we have adequate staff, NBPL
will also resume evening and Sunday hours.
NBPL Admin will wait for further guidance regarding the resumption of live story times and public
programming.
Because of the small size of the Friends Bookstore, the Friends will continue to operate out of the
Friends Meeting Room and Bamboo Courtyard until we can resume programs and public gatherings.
Newport Beach Public Library will continue to follow the State Library’s guidance for the re‐opening of
public libraries for in‐person services. Staff continues to review published library re‐opening plans,
related public health research, feedback from Library Directors across the state, and guidance published
by the State of California for the retail sector.
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).
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: COVID‐19 Update
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