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HomeMy WebLinkAboutBoard of Library Trustees Agenda October, 19 2015CITY OF NEWPORT BEACH BOARD OF LIBRARY TRUSTEES AGENDA Mariners Branch Library 1300 Irvine Avenue, Newport Beach, CA 92660 October 19, 2015 - 5:00 PM Board of Library Trustees Members: Jerry King, Chair John Prichard, Vice Chair Jill Johnson-Tucker, Secretary Robyn Grant, Board Member Janet Ray, Board Member Staff Members: Tim Hetherton, Library Services Director Dave Curtis, Library Services Manager Elaine McMillion, Administrative Support Specialist 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 Board and items not on the agenda but are within the subject matter jurisdiction of the Board of Library Trustees. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. The City of Newport Beach’s goal is to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, you will need special assistance beyond what is normally provided, we will attempt to accommodate you in every reasonable manner. Please contact Tim Hetherton, Library Services Director, at least forty-eight (48) hours prior to the meeting to inform us of your particular needs and to determine if accommodation is feasible at (949) 717-3801 or thetherton@newportbeachca.gov. NOTICE REGARDING PRESENTATIONS REQUIRING USE OF CITY EQUIPMENT Any presentation requiring the use of the City of Newport Beach’s equipment must be submitted to the Library Services Department 24 hours prior to the scheduled meeting. I.CALL MEETING TO ORDER II.ROLL CALL III.NOTICE TO THE PUBLIC The City provides a yellow sign-in card to assist in the preparation of the minutes. The completion of the card is not required in order to address the Board of Library Trustees. If the optional sign-in card has been completed, it should be placed in the box provided at the podium. The Board of Library Trustees of Newport Beach welcomes and encourages community participation. Public comments are generally limited to three (3) minutes per person to allow everyone to speak. Written comments are encouraged as well. The Board of Library Trustees has the discretion to extend or shorten the time limit on agenda or non-agenda items. As a courtesy, please turn cell phones off or set them in the silent mode. IV.PUBLIC COMMENTS ON CONSENT CALENDAR Public comments are invited on agenda items. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The Board of Library Trustees has the discretion to extend or shorten the speakers’ time limit on agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. 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 Members 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 Customer Comments1. Monthly review of evaluations of library services through suggestions and requests received from customers. 9-2015 - September BLT Customer Comments Library Activities2. Monthly update of library events, services and statistics. MO REPORT FY 2015-15 - OCT 2015 BLT PACKET (Sep Info) Expenditure Status Report3. Monthly expenditure status of the library's operating expenses; services, salaries and benefits by department. 2015-10-19 Board Staff Report -Monthly Expenditure Report 10-15 2015-10-19 Expenditure Report 2015-10-19 Foundation Donations Report to Board 2015-2016 pre-Wish List 2015-10-19 Friends Donations Report to Board 2015-2016 Board of Library Trustees Monitoring List4. 10-19-2015 BLT Monitoring List B.Minutes of the September 21, 2015, Board of Library Trustees Meeting. DRAFT 09-21-2015 VI.PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited on agenda and 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. VII.CURRENT BUSINESS A.Items for Review and Possible Action A. Items for Review and Possible Action Mariners Branch Update5. Staff will provide the annual overview of branch operations. 2015 - 10-19-2015 - STAFF REPORT Mariners Branch Report Youth Services Update6. Staff will provide the annual overview of Children's Services. 2015 - 10-19-2015 - STAFF REPORT Youth Services Review of Library Capital Improvements and/or Capital Outlay Needs7. Prior to drafting the next year's budget for the Library, the Library Administration is considering various capital improvements to address the appearance and/or functionality of the libraries. An oral report will be presented for the Board's consideration and is not an actionable item. 2015 - 10-19-2015 - STAFF REPORT - Capital Outlay needs 10-15 Corona del Mar Branch Library Project Interior Layout and Exterior Design8. Staff requests that the Library Board of Trustees select Option D-4 as the floor plan and layout for the proposed Corona del Mar Branch Library for recommendation to City Council. Staff also requests that the Board of Library Trustees select two proposed exterior renderings of the branch for recommendation to City Council. 2015 - 10-19-2015 - STAFF REPORT Corona del Mar Branch Library floor plan and exterior 2015 - 10-19-2015 - STAFF REPORT ATTACHMENT A - CDM BRANCH Option D4 2015 - 10-19-2015 - STAFF REPORT ATTACHMENT B - Option 1 - Corona del Mar Library and Fire Station Exterior Rendering Options 2015 - 10-19-2015 - STAFF REPORT ATTACHMENT C - Option 2 - Corona del Mar Library and Fire Station Exterior Rendering Options 2015 - 10-19-2015 - STAFF REPORT ATTACHMENT D - Option 3 - Corona del Mar Library and Fire Station Exterior Rendering Options Placement of Rex Brandt and Joan Irving Brandt Paintings in the Central Library 9. Staff recommends that the Board of Library Trustees appoint a Trustee to coordinate with the City Arts Commission to approve the site placement of 2 paintings in the Central Library donated by Gene and Diane Crain. 2015 - 10-19-2015 - STAFF REPORT Placement of art donated from Gene and Diane Dixon Crain in honor of Joan Brandt Scarboro and Clark Scarboro docx B.Monthly Reports B. Monthly Reports Library Services10. Report of Library issues regarding services, customers and staff. Friends of the Library Liaison Report11. Trustees update of the most recently attended Friends of the Library Board Meeting. Library Foundation Liaison Report12. Trustee update of the most recently attended Friends of the Library Board meeting. Witte Lectures Committee Liaison Report13. Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. VIII.ADJOURNMENT BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) 1 COMMENT # Date Received Source of Comment Staff Member Assigned To Staff Member Title Date Responded to Customer 1 8/29/2015 Comment Form - Email Tim Hetherton Library Services Director 9/1/2015 2 9/3/2015 Comment Form - Written Dave Curtis Library Services Manager 9/8/2015 3 9/3/2015 Comment Form - Email Dave Curtis Library Services Manager 9/4/2015 NEWPORT BEACH PUBLIC LIBRARY CUSTOMER COMMENTS SEPTEMBER 2015 COMMENT RESPONSE Good afternoon, Thank you for your suggestions concerning furniture and space planning at the Mariners Branch Library. We are always looking for ways to enhance the experience of our customers. While new furniture is not on the immediate horizon, we will definitely explore solutions that make using the branch more enjoyable for everyone. I don’t consider any of our employee positions unnecessary or substandard; many of our part-time staff use these positions to supplement their income while they attend school, raise families, and pursue other employment opportunities. Reshelving materials is critically important in all libraries – if the shelves are not in good order, library materials are not accessible. I am pleased that we have the staff to perform this important service. I’m glad you appreciate our libraries and thanks again for your comments. You’re right about last week’s heat wave. Our libraries provided a nice respite from the high temperatures. Best regards, hello, i love this newport systems , mariners and avocado locations i frequent , but use my own laptop . so thanks for the wifi .scanner ect,, upstairs bathroom is quick to run out of paper and becomes a tight place with people , worst planning there ive seen i notice there are lots of seat s but many people and i just past over them as they look at the other person , so would be nice to let people find a seat the has like a partition in front to allow one to look out but not look at the person in front , distracting them too. kinda out dated furniture, and the desktops are too tight . like right now the two black people here are watching music videos , adults , but the people coming in are vibed out are just dont want to sit next to them ,one lady moved as this adult black lady didnt want here next to her. sad . kinda bs one gets for no reason , but the lady moved and is more comfortable now . so everyone is doing their thing but the furniture makes for people encounters that are unnecessary , ive seen 2 different people just leave from this just in an hour . the mariners is spacious desktop offerings that work , but it seems never enough with all the types of people , the entertainer needers to the students who live and need the place. anyway love the places but update the seating to future trends , bummer to go to school and become a a movie dvd stocker over there in mariners , what bummer job to sort and stock the movies all day . unnoticed crappy labor. but thanks . one day it just has to go robotic there .since the fools that borrow laptops for hours to just watch dvds is the next best thing to tv . is funny to watch . these are gem for librarys thanks its hot we all came in to cool off Please label the DVD section clearly as you did before you moved it. I know that labels like "Comedy" and "Drama" and "TV Shows" are there. But things were so easy to find before. Could you put large labels on both outside ends of every section please. Good Afternoon, Thank you for sharing the suggestion to clearly label the DVD Sections here at the Cenral Library. I understand that finding a particular genre can take some looking. The good news is that we are working on the solution that will prominently show the genres’ locations amongst the shelves. Keep an eye out, this signage will be out soon. Thanks again. I like everything about NBPL except not being able to log on with Windows 8 or 10! Make it possible to use Windows 8 - 10. Good Afternoon, Thank you for the suggestion to provide the Windows 8 or 10 operating systems on our public computers. I am sorry if you were unable to perform any of your tasks because of our using Windows 7. Please let us know what you are prevented from doing because we do not use Windows 8 or 10. We can then share that with our IT Department for any potential solutions. Thanks again, 2 COMMENT # Date Received Source of Comment Staff Member Assigned To Staff Member Title Date Responded to Customer COMMENT RESPONSE 4 9/8/2015 Comment Form - Written Melissa Kelly Support Services Coordinator 9/10/2015 5 9/10/2015 Comment Form - Email Dave Curtis Library Services Manager N/A no contact info given 6 9/15/2015 Comment Form - Written Dave Curtis Library Services Manager 9/15/2015 7 9/23/2015 Comment Form - Email Dave Curtis Library Services Manager N/A no contact info given Thank you so much for the access to Lynda.com. What a great service! I really appreciate it. Best, OMG!!! This is AWESOME!!! Please forward my sincere THANK YOU to whoever is responsible for this. I have learned so much for my business from this website. I can attribute much of my ability to be self-employed for the last 15 years to the training I received on Lynda.com. Currently, I couldn't afford to pay for a membership I never know when I'll have time to use. But this gift from the library allows me to keep learning when I can fit it in. Thank you so much! Lynda.com is AMAZING. Many Blessings in Return. You have problems with WiFi. Light turns off and on, its slow. Freezes up, won't download. Can you ask for Google to sponsor your WiFi. Their grants will give you free WiFi. Thank you very much. Good Afternoon, Thank you for sharing your experience with the wireless service here at the Library. I am sorry it was so poor. We are working with our IT Department to fix the issues we are having with the Wi-Fi. I hope the problems are fixed very soon. I am happy that you took the time to report the problem you experienced as this kind of input is helping us track the network problem and work toward a resolution. Many thanks. Excellent audio book service!! THANK YOU. But I like long books and this is a big problem. On long audio books, 3 weeks is not enough. I am on one 46 CD book, listen for 3 weeks faithfully, then must give it up. It is on hold and so I immediately sign up & take it back in 3 weeks. I will have to check it out 4 times to complete. This is common . **********************************************************************************************************Thank you so much for your consideration. I also appreciate your reply to my suggestion. I love the selection of audio books you provide and seem addicted to the long sagas! Thank you for your suggestion in regards to the longer audio books. I agree that the books with so many discs and playing hours can be difficult to get through in a 3 week period. We try to keep our loan periods at standard intervals to make it easier for all customers to remember when their items are due. If there are no other customers waiting for that audio book, it is renewable twice which would extend your use to a total of 12 weeks. If there are requests for that book we do need to limit the checkout time to the 3 weeks in order to give everyone a chance to use it. I know that this title has other requests on it and we will ask our selector to purchase an additional copy to better meet the needs of those waiting to complete the book. Thank you for using the Library. 3 COMMENT # Date Received Source of Comment Staff Member Assigned To Staff Member Title Date Responded to Customer COMMENT RESPONSE 8 9/28/2015 Comment Form - Email Dave Curtis Library Services Manager 9/28/2015 9 9/30/2015 Comment Form - Email Dave Curtis Library Services Manager 10/1/2015 I love this Library (Central). THANK YOU for providing the new desk by computers on 1st floor! What a big difference. Several months ago, I wrote a note "complaining" about lack of desk and someone answered right away. And now there is a desk! Good Morning Ms. Brown, Thank you for your comment card this week about the “desk” at the catalog computers in the Popular Library. I am glad you like the solution to the needed surface area there. That added piece there really is a big help. Thank you for the input to help us get there, and for the compliment on the result. Just moved here and your main library is amazing, gorgeous, wonderful in every way. Thank you. I have 1 complaint: It's so sad to check out with a machine. I was at a party recently and we all agreed it is wonderful to have a connection with a person when you check out. It is part of the delight of a library. When I got my library card with you, the clerk told me how lucky the library is to have huge financial support. Hoping that someday soon part of that budget will be allocated to your having check out clerks. at the main library. Thanks! **********************************************************************************************************That’s wonderful!! Thanks for letting me know…I’ll let everyone else know. : ) Good Afternoon, Welcome to Newport Beach! We are so glad that you are happy with the Library. I have what may come as good news. The self-check machines are just an additional option for those that may prefer self service. We always have clerks at the Circulation Desk ready to help you. So, please enjoy that more personal touch when you visit the Library, and share with your friends at the next party! Many thanks for the kind words, NEWPORT BEACH PUBLIC LIBRARY To: Board of Library Trustees From: Tim Hetherton, Library Services Director Re: Report of Library Activities – October 19, 2015 Board of Library Trustees Meeting _________________________________________________________________________________ TIM HETHERTON, LIBRARY SERVICES DIRECTOR "My mother and father were illiterate immigrants from Russia. When I was a child they were constantly amazed that I could go to a building and take a book on any subject. They couldn't believe this access to knowledge we have here in America. They couldn't believe it was free." - Kirk Douglas International Literacy Day On September 10, 2015, Newport/Mesa ProLiteracy held their annual event to celebrate adult literacy. A gathering of nearly 150 guests, including tutors, learners, dignitaries, and Newport/Mesa ProLiteracy Board members enjoyed heartwarming stories, inspiring speeches and a potluck buffet of international fare provided by the adult learners. Advisory Board member Roman Darmer welcomed guests and spoke eloquently of the importance of literacy. Newport Beach Mayor Ed Selich presented a special proclamation designating September as Literacy Awareness month. The Mayor was so impressed by the event that he requested additional copies of In Our Own Words, Newport/Mesa ProLiteracy’s inspirational collection of essays from learners, to distribute to members of the City Council. Literacy Coordinator Cherall Weiss continues to demonstrate solid leadership in running the Library’s literacy mission. All Staff Meeting On Thursday morning, September 17th Library staff gathered together in the Friends Room to discuss preparedness. Officer Marie Gamble and Sgt. Peter Carpentieri from the Police Department offered a presentation on active shooter scenarios. Katie Eing from City Emergency Services discussed disaster preparedness. While the subject matter is sobering, this training is essential for all public employees. Welcome aboard Janet Ray! The newest member of the Board of Library Trustees is Janet Ray. Mrs. Ray was raised in Newport Beach, has been involved with the Library Foundation and, as an interesting side note, is married to the man who built the Newport Center Library and the son of the man whose construction firm built the Balboa Library. DAVE CURTIS, LIBRARY SERVICES MANAGER New Digital Signs The Balboa and Mariners Branches, along with the Children’s Room at Central Library had digital screens installed in September. The digital screens have been placed in highly visible areas where customers can see a rotating display of upcoming programs, services and special events. MELISSA KELLY, SUPPORT SERVICES COORDINATOR Facilities The repairs from the flood damage to the sound lab and the mechanical room were completed in September. The invoices for the remediation, repairs and staff overtime have been submitted to the City’s insurance carrier. Literacy The City celebrated literacy in September. A proclamation declaring September 10, 2015 as International Literacy Day in the City of Newport Beach was read by Mayor Selich during the City Council’s Study Session on September 8th and again at the ILD celebration held at the Central Library on September 10. The celebration included good food from around the world, moving speeches and the presentation of the Rochelle Hoffman award. The award celebrating the hard work and accomplishments of literacy learners was given to Maja Kuta and Carmen Caicedo. DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR Branches The branches were generally quieter in September with Summer Reading Program finished and the school year beginning. Programs continued though as once again Balboa staff hosted another successful “Talk Like a Pirate Day” event on September 16. Performer Dave Winstone, using a variety of musical instruments, sang many sea shanties and pirate songs. Pirate-related crafts and a guessing game rounded out the event. Juggler extraordinaire David Cousins wowed an appreciate crowd at Mariners on September 26 and CDM offered a variety of projects to create with their “Fall Fun” program on the 24th. Public input regarding the proposed rebuilding of the CDM Library and Fire Station continued during the month. The City’s Public Works Department and Corona del Mar Residents Association hosted a meeting at Sherman Library and Gardens on September 14 to share architectural renderings of both interior and exterior plans for the facilities. City staff from Public Works, Fire and the Library shared their proposals and then fielded questions and concerns from members of the audience. The Library/Fire Station project was also an agenda item for the Board of Library Trustee meeting on September 21, again providing the public and staff an opportunity to offer their input and express their opinions regarding the facility. Youth Services In observance of the American Library Association’s “National Library Card Sign-Up Month”, all locations participated in a drive to encourage teens and children to sign up for new cards or use their existing card. Stickers and pens were awarded by circulation to those who signed up for new cards. Any child or teen who showed or used their card (new or old) at a public service desk was allowed to enter a raffle for the event. Prizes were awarded at the end of the month. On September 14, a drop-in Crafts and Games program proved to be popular at Central as several children and their parents came by to have some gaming fun and work on a project to take home. Teen Services September proved to be a rewarding time for Teen events. YAAC held its first meeting of the new school year after taking a couple months off. New and returning members were welcomed and there were great discussions regarding favorite books, movies, games and upcoming events. On September 12 the Central Library, in conjunction with Whale of a Tale Bookshoppe, hosted YA authors Jennifer Niven (All the Bright Places) and Nicola Yoon (Everything, Everything) for a panel discussion regarding their books, the writing process, and the general teen experience. Both books are on the New York Times bestsellers list and have been optioned for filming. After the discussion both authors signed books and took time to talk individually with members of the audience. On September 26 the library hosted a SAT practice test. These programs are done in conjunction with Kaplan are always popular and of interest. NATALIE BASMACIYAN, ADULT SERVICES COORDINATOR Library Assistants Three new Part-Time Library Assistants began their training in September. Aric Wu and Helen Medina both earned a Master in Library and Information Science degree, and will be assigned to the Central Library. Hillary Dakin was promoted internally from a Clerk position, and will be assigned to the Mariners branch. Outreach On September 17th, Adult Services Coordinator Natalie Basmaciyan and Library Assistant Greg Johnson presented a two-hour class at the Osher Lifelong Learning Institute in Irvine. OLLI is affiliated with UC Irvine. The outreach opportunity was a result of the January 2015 Media Lab Open House event. Students received a thorough presentation on the Media Lab services, the eBranch, databases, and library services. 45 people were in attendance. NBPL is coordinating a November outreach opportunity as a result of the OLLI presentation. City Health Fair On September 30th, library staff participated in the City Health Fair to promote library services and open library cards. Placement in a high-traffic area resulted in many interactions, including 15 new library card customers. Volunteer Appreciation Event Librarian Jana Colver hosted a volunteer recognition event on August 26th, which featured brunch, trivia, and raffles. Library Page David Black provided musical ambiance with his piano playing. Proquest Articles Retrieved July Aug Sept AVG. Business Databases 299 310 451 353 Newspapers--Current 995 807 2023 1275 Newspapers--Historical 3831 2621 1938 2797 Magazines 43 75 50 56 JUL AUG SEP 2015 2015 2015 Tracked by #searches Ancestry 2338 2903 838 650 850 2338 A to Z Databases 1509 658 573 390 546 1509 AskART 112 26 10 32 70 112 BioResCtr*121 236 55 32 34 121 FoF Ancient Hist 98 187 20 9 69 98 GDL 23 51 4 12 7 23 GVRL 245 538 70 75 100 245 HeritageQuest 8243 1818 1777 2316 4150 8243 Kids InfoBits 181 27 161 20 0 181 Lynda.com 5841 1713 372 2313 3156 5841 LitResCtr 195 229 102 30 63 195 Opposing Vpts*373 146 351 5 17 373 Nat Geo 41 77 3 12 26 41 Nat Geo Kids 67 6 62 5 0 67 NoveList Plus 471 565 217 115 139 471 NoveList K-8 Plus 195 156 43 66 86 195 ProQuest 7538 8513 1030 2903 3605 7538 Oxford Art Online 0 6 0 0 0 0 Ref USA Bus.7559 7886 2038 1833 3688 7559 Ref USA Res.*293 477 87 68 138 293 Tumblebooks 858 1523 184 265 409 858 World Book Online 48 106 15 16 17 48 Tracked by #sessions Cypress Resume 23 41 7 5 11 23 LiveHomework 27 29 8 1 18 27 Testing & EdRefCtr 232 141 74 84 74 232 Universal Class 667 175 285 205 177 667 Tracked by #page views Consumer Reports 5469 0 1398 1884 2187 5469 CultureGrams 577 998 336 74 167 577 Morningstar 18799 14480 4896 4881 9022 18799 NetAdvantage 12764 20796 4585 3217 4962 12764 RealQuest 447 586 99 64 284 447 Rocket Languages 199 264 104 32 63 199 Value Line 42738 27736 14688 13442 14608 42738 Database FY Comparisons YTD 15/16 YTD 14/15 YTD 15/16 Sep-15 YTD 15/16 YTD 14/15 BALBOA 7,152 23,350 23,775 CdM 4,511 14,838 16,863 MARINERS 31,480 102,319 107,845 CENTRAL 74,626 245,098 254,467 Ebooks/Emagazines 9,154 27,815 26,360 TOTAL 126,923 413,420 429,310 OCT 14 138,156 NOV 14 129,009 DEC 14 123,763 JAN 15 130,556 FEB 15 118,735 MAR 15 134,039 APR 15 132,689 MAY 15 136,763 JUN 15 137,798 JUL 15 147,514 AUG 15 138,983 SEP 15 126,923 TOTAL 1,594,928 12 Month Comparison NEWPORT BEACH PUBLIC LIBRARY - SEPTEMBER 2015 CIRCULATION BALBOA CdM MARINERS CENTRAL Ebooks/Emagazines 115,000 120,000 125,000 130,000 135,000 140,000 145,000 150,000 155,000 160,000 OCT 14 NOV 14 DEC 14 JAN 15 FEB 15 MAR 15 APR 15 MAY 15 JUN 15 JUL 15 AUG 15 SEP 15 1443078 1622573 1701476 1575518 1818709 1588822 1582953 1582914 1598265 1610818 1250000 1375000 1500000 1625000 1750000 1875000 2000000 FY 05/06 FY 06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 CIRCULATION Sep-15 YTD 15/16 YTD 14/15 BALBOA 636 2,260 2,541 CdM 633 2,013 2,121 MARINERS 4,806 14,055 15,863 CENTRAL 8,844 26,688 25,135 TOTAL 14,919 45,016 45,660 12 Month Comparison OCT 14 15,250 NOV 14 12,598 DEC 14 11,672 JAN 15 13,358 FEB 15 12,007 MAR 15 14,870 APR 15 12,692 MAY 15 14,263 JUN 15 16,126 JUL 15 15,778 AUG 15 14,319 SEP 15 14,919 TOTAL 167,852 NEWPORT BEACH PUBLIC LIBRARY - SEPTEMBER 2015 REFERENCE BALBOA CdM MARINERS CENTRAL 0 3,000 6,000 9,000 12,000 15,000 18,000 21,000 24,000 OCT 14 NOV 14 DEC 14 JAN 15 FEB 15 MAR 15 APR 15 MAY 15 JUN 15 JUL 15 AUG 15 SEP 15 170972 182445 178028 181315 211742 199880 191567 184260 190391 168496 120000 140000 160000 180000 200000 220000 240000 FY 05/06 FY 06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 REFERENCE Sep-15 YTD 15/16 YTD 14/15 BALBOA 4,015 14,143 15,898 CdM 3,436 11,651 11,286 MARINERS 25,060 70,039 75,518 CENTRAL 55,855 215,585 230,705 TOTAL 88,366 311,418 333,407 12 Month Comparison OCT 14 116,853 NOV 14 92,770 DEC 14 88,732 JAN 15 103,773 FEB 15 99,216 MAR 15 111,841 APR 15 98,777 MAY 15 104,310 JUN 15 106,559 JUL 15 116,020 AUG 15 107,032 SEP 15 88,366 TOTAL 1,234,249 NEWPORT BEACH PUBLIC LIBRARY - SEPTEMBER 2015 CUSTOMERS SERVED IN LIBRARY BALBOA CdM MARINERS CENTRAL 50,000 60,000 70,000 80,000 90,000 100,000 110,000 120,000 130,000 140,000 150,000 160,000 170,000 OCT 14 NOV 14 DEC 14 JAN 15 FEB 15 MAR 15 APR 15 MAY 15 JUN 15 JUL 15 AUG 15 SEP 15 874854 977200 1239790 1200664 1258585 1258902 1131330 1074933 1399841 1256238 600000 775000 950000 1125000 1300000 1475000 1650000 FY 05/06 FY 06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 CUSTOMERS SERVED IN LIBRARY Sep-15 YTD 15/16 YTD 14/15 BALBOA 163 490 324 CdM 623 1,789 1,694 MARINERS 991 2,638 2,400 CENTRAL 6,143 15,777 14,233 TOTAL 7,920 20,694 18,651 12 Month Comparison OCT 14 6,153 NOV 14 4,180 DEC 14 3,169 JAN 15 4,305 FEB 15 4,100 MAR 15 4,280 APR 15 5,100 MAY 15 4,286 JUN 15 10,249 JUL 15 7,999 AUG 15 4,775 SEP 15 7,920 TOTAL 66,516 PROGRAM ATTENDANCE NEWPORT BEACH PUBLIC LIBRARY - SEPTEMBER 2015 BALBOA CdM MARINERS CENTRAL 0 2,000 4,000 6,000 8,000 10,000 12,000 OCT 14 NOV 14 DEC 14 JAN 15 FEB 15 MAR 15 APR 15 MAY 15 JUN 15 JUL 15 AUG 15 SEP 15 44286 37280 41987 43419 28680 53534 51570 51894 49977 64473 0 15000 30000 45000 60000 75000 90000 FY 05/06 FY 06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 PROGRAM ATTENDANCE We are still working to create a report from the City’s new financial software program that will give the Library Board of Trustees a good understanding of the monthly expenditures. We apologize to the delay. We hope to have a better report ready in the next month or two. Please note that if you compare the report submitted in September to the report in this packet, the totals are not the same in a few areas. This is because the September report included the Cultural Arts budget, but did not include the Technical Processing budget. In the current report, the Technical Processing budget has been included and the Cultural Arts expenditures have been excluded. TO: LIBRARY BOARD OF TRUSTEES FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Melissa Kelly, Library Support Services TITLE: Monthly Expenditure Report FY 2015-2016 Year To Date ACCOUNT DESCRIPTION ORIGINAL APPROP REVISED BUDGET YTD EXPENDED AVAILABLE BUDGET FULL TIME SALARIES 2,613,458 2,613,458 384,846 2,228,611 PART TIME SALARIES 175,933 177,433 70,896 106,537 SEASONAL SALARIES 645,278 645,278 41,504 603,774 Total 70 REGULAR SALARIES 3,434,669 3,436,169 497,246 2,938,922 Total 71 SPECIAL PAYS 10,262 10,262 1,393 8,870 Total 72 BENEFITS 1,817,953 1,817,953 233,584 1,584,369 Total 81 CONTRACT SERVICES 131,589 131,589 9,736 121,853 Total 83 UTILITIES 273,550 273,550 62,719 210,831 Total 84 SUPPLIES 89,070 89,070 16,431 70,167 Total 84 LIBRARY MATERIALS 619,740 619,740 260,410 351,250 Total 85 MAINTENANCE & REPAIR 170,647 170,647 18,003 152,645 Total 86 TRAVEL & TRAINING 15,125 15,125 802 14,323 Total 87 GENERAL EXPENSES 24,700 24,700 3,156 21,544 Total 88 INTERNAL SERVICE PRE 595,679 595,679 99,738 495,942 Total 89 INSURANCE RESERVE 125,595 125,595 21,533 104,060 Total 90 CAPITAL EXPENDITURES 2,000 2,000 596 1,404 TOTAL 7,310,579 7,312,079 1,225,347 6,076,180 FOUNDATION FY 15-16 As of 9/30/15 LIBRARY FOUNDATION 2015-2016 Date Funded Amount Purpose Amt Expended YTD Notes DESIGNATED GIFTS 07/15 2,500$ Children's furniture @ Central On Order 07/15 5,000$ Blu-ray & DVD for Balboa 900.00 Ordering is on-going 07/15 125$ Children's books 125.00 Completed 07/15 239$ CDM Renovation 07/15 2,000$ eBook content 2,000.00 Completed 07/15 1,500$ Literacy 1,500.00 Completed Total 11,364$ FRIENDS FY15-16 As of 9/30/15 Date of Gift Amount Purpose Amt Expended YTD Notes Wish List $50,000 Audio Visual materials $ 6,900 $50,000 New releases $ 7,000 $45,000 Children's & YA materials $ 1,600 $55,000 SRP +++ $5,000 Literacy $ 900 Ongoing Review / Possible Revisions to the City Council Policies for the Library Ongoing Ongoing Corona del Mar Branch Project Update Ongoing Sep 22, 2014 Branch Update - Mariners Oct 19, 2015 Sep 22, 2014 Children Services Update Oct 19, 2015 0ct 20, 2014 Review of Library Capital Improvements and/or Capital Outlay Needs Oct 19, 2015 Nov 17, 2014 Literacy Program Update Nov 16, 2015 Dec 15, 2014 Review Holidays / Meeting Schedule Dec 21, 2015 Jan 20, 2015 Newport Beach Public Library eBranch & Database Review Jan 18, 2016 Feb 17, 2015 Annual Budget Update Feb, 15 2016 Feb 17, 2015 Review of Library Expansion Donor Wall Naming / NBPL Foundation Feb, 15 2016 Feb 17, 2015 Arts & Cultural Update Feb, 15 2016 Mar 16, 2015 Branch Update - Balboa Mar 21, 2016 Mar 16, 2015 Media Suite Update Mar 21, 2016 Mar 16, 2015 Library Material Selection & Downloadable Services Mar 21, 2016 Apr 20, 2015 Marketing Update & Social Networking Update Apr 18, 2016 Jun 15, 2015 Branch Update - Corona del Mar Jun 20, 2016 Jun 15, 2015 Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June)Jun 20, 2016 Jun 15, 2015 Adult and Reference Services Update Jun 20, 2016 Jul 20, 2015 Statistical Comparison Report of Peer Libraries/Meeting Spaces July 18, 2016 Jul 20, 2015 Proposed Library Closures for Winter Holidays 2015 July 18, 2016 Aug 17, 2015 Information Technology Update Aug 15, 2016 Sep 21, 2015 Election of Board of Library Trustees Officers/Trustee Liaisons October 15, 2015 AGENDA ITEMPrevious Agenda Date Scheduled Agenda Date BOARD OF LIBRARY TRUSTEES MONITORING LIST DRAFT CITY OF NEWPORT BEACH Board of Library Trustees Meeting Minutes September 21, 2015 – 5:00 p.m. CONVENED AT 5:00 p.m. 1) CALL MEETING TO ORDER – Chair Robyn Grant called the meeting to order at 5:00 p.m. 2) ROLL CALL – Roll call by Chair Grant Trustees Present: Chair Robyn Grant; Vice Chair John Prichard; Jill Johnson-Tucker; Jerry King Trustee Absent: Janet Ray (Excused) Staff Present: Library Services Director Tim Hetherton; Library Services Manager Dave Curtis; Administrative Support Specialist Elaine McMillion; Support Services Coordinator Melissa Kelly; Youth Services and Branch Coordinator Debbie Walker; Adult Services Coordinator Natalie Basmaciyan; CdM Branch Librarian Andrea Jason; Civil Principal Engineer Fong Tse; Public Works Director Dave Webb; Deputy Public Works Director/Civic Engineer Mark Vukojevic 3) ELECTION OF OFFICERS Chair Grant declared the positions of Chair, Vice Chair and Secretary of the Board of Library Trustees, vacant, and called for nominations. Chair Grant nominated Jerry King for Chair and John Prichard for Vice Chair. Motion made by Chair Grant and seconded by Trustee Johnson-Tucker to approve Jerry King as Chair and John Prichard as Vice Chair. Chair Grant nominated Jill Johnson-Tucker for Secretary. Amended Motion by Chair Grant and seconded by Trustee Johnson-Tucker and carried (4-0-0-1) to approve Jerry King as Chair, John Prichard as Vice Chair, and Jill Johnson-Tucker as Secretary, to the Board of Library Trustees. AYES: Grant; Johnson-Tucker; King; Prichard NOES: None ABSTENTION: None ABSENT: Ray Chair King took over as Chair of the meeting. Board of Library Trustees Meeting Minutes September 21, 2015 Page 2 4) PUBLIC COMMENTS Chair King invited public comments. Seeing no one wishing to address the Board, Chair King closed public comments. Joy Brenner, a member of the public, asked that the Board allow public comments on Agenda Item B1, after staff's presentation. 5) APPROVAL OF MINUTES - Draft August 17, 2015 Minutes It was noted that Jim Mosher’s submitted written changes to the minutes will be incorporated into the minutes. Motion made by Secretary Johnson-Tucker and seconded by Vice Chair Prichard and carried (4-0-0-1) to approve the Minutes of August 17, 2015, as presented. AYES: Grant; Johnson-Tucker; King; Prichard NOES: None ABSTENTION: None ABSENT: Ray 6) CURRENT BUSINESS A. CONSENT CALENDAR 1. Customer Comments - Monthly review of evaluations of library services through suggestions and requests received from customers. 2. Library Activities - Monthly update of library events, services and statistics. 3. Financial Report - Monthly financial report of the Library's operating expenses. 4. 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 Vice Chair Prichard and seconded by Secretary Johnson-Tucker and carried (4-0-0-1) to approve the Consent Calendar. AYES: Grant; Johnson-Tucker; King; Prichard NOES: None ABSTENTION: None ABSENT: Ray B. ITEMS FOR REVIEW AND POSSIBLE ACTION 1. Corona del Mar Branch Library Project Interior Layout and Exterior Design – Staff requests that the Board of Library Trustees select Option D-3 as a desirable floor plan and layout for the proposed Corona del Mar Branch Library for recommendation to City Council. Staff also requests that the Board of Library Trustees select two proposed exterior renderings of the branch for recommendation to City Council. Board of Library Trustees Meeting Minutes September 21, 2015 Page 3 Library Services Director Hetherton provided details of the staff report and addressed noise control, layout, location of the service desk, changing tables in both bathrooms, workroom and recommendations. Discussion followed regarding the basis of the plan under Option D-3, incorporating suggestions made by the public, suggestions for furniture placement, location of bathrooms, the changing nature of the work, circulation desk and staffing, visibility, workflow, differences between the layouts, the size of the facility, storage areas, location of staff bathroom, the outdoor patio, ensuring appropriate zoning and whether it is necessary to act on this matter at this time or if it can be delayed to allow additional consideration. Library Services Director Hetherton noted the need for the design to be open and inviting to everyone and stated that staff's preference would be to act on this matter, tonight, in order to move the project forward. However, it would be no problem to delay it another month, if the Board of Library Trustees so desires. Discussion followed regarding the narrow footprints, the need for an attached workroom, accommodating adults as well as children, exterior patio on the second level, the possibility of including benches outside, having an open space area to allow for flexibility and expansion, internal barriers/room dividers and screens for noise abatement, and having at least one child- size toilet in the bathrooms. Chair King opened public comments on this matter. Joy Brenner spoke regarding the need to take the public's input into consideration and that she felt there had been a bit of a bait and switch in the design from the preferred L-shape to a square open space. She is disappointed that the public was not allowed to work with the architect directly, and suggested moving the workroom to the back, by the storage area and placing the restroom further away from the children's area. She commented on the windows, and noted the need to bring Trustee Ray up to date on the project and the process when she attends her first meeting in October. Additionally she spoke in support of installing some type of separation between the adult and children's areas and suggested having the children's area towards the back. She listed results of an informal poll of residents favoring the various options in terms of the designs presented with 78 in favor of the D-2 L-shaped plan, and 14 in favor of the D-3 open plan. For the exterior plans presented, there are 7 in favor of Option 1, 11 in favor of Option 2, and 77 in favor of Option 3. Mary Lou Hergel noted that children make noise and spoke in support of separating the children's area from the adult area. She commented on the amount of interest being garnered over a short period of time and spoke in support of taking additional time to study the matter before it is presented to City Council. Chair King commented on the efforts made by the Friends of the Corona del Mar Library, and staff, and the amount of outreach undertaken. Mari Lou Hergel reiterated her recommendation to allow more time to study the item. Board of Library Trustees Meeting Minutes September 21, 2015 Page 4 Secretary Johnson-Tucker asked regarding the possibility of overlaying the dimensions of the current area with the new area noting that users of the current library are comfortable with the "L" shape as opposed to an open plan. Linh Do provided width and depth measurements and noted that cutouts were used for illustration of various options. She added that there is no reason for not changing the configuration to suit everyone and expressed her willingness to work with the architect. Additionally, she wondered whether there has been an opportunity for Library staff to work with the Board. She stated that she had been told by staff that they had been informed not to share their ideas with the public. She would like Library staff to work with the Board. Additionally, she noted her willingness to engage in fundraising and that she would be willing to donate $10,000 towards to children's area. Joy Brenner stated that other donations have been pledged if the Library moves forward with fundraising. Chair King commented on Library staff working with the Board as long as any proposed changes are not expensive and do not delay the process. Library Services Director Hetherton stated that he has spoken with staff and they have provided significant input, and that there has never been a "hush" order issued. Jim Mosher commented on the issues before the Board at this time and hoped that the Library will be functional for, at least, 50 years. He added that the layout will evolve in the future and that needs will change. He suggested having the architect create a dimensional drawing or rendering of the proposed layout. He reported that he prefers the D2-A layout and commented that windows are nice but that they are hard to see without seeing renderings. In terms of external open space, he stated that it is not particularly functional. Support Services Coordinator Melissa Kelly noted that the open area provides flexibility, that she has seen how the use has changed and that the Central Library outgrew its children's area one year after it opened. Additionally, she expressed concerns regarding funding. Danielle Rivas stated she likes the option that doors could be open or closed between the children’s and adult areas, suggested keeping it charming and added that she would like renderings showing windows. She noted the Fire Department parking spots and suggested moving staff parking near the Fire Department parking area. Chair King closed public comments. Chair King recommended not voting on the matter at this time, but directing staff to bring it back to the Board, for further consideration at the October Board meeting. Additionally, he addressed the stroller area. Secretary Johnson-Tucker commented on the upper areas, sliding doors to the reading porch and costs. Trustee Grant asked about the possibility of voting on the exterior portion of the Library at this time. Board of Library Trustees Meeting Minutes September 21, 2015 Page 5 Library Services Director Hetherton suggesting waiting until October to act on the entire matter. Discussion followed regarding the exterior and the possibility of adding windows in the back. Chair King thanked the public for the input and asked that they come prepared to the next meeting of the Board to continue discussions on this matter. Chair King reopened public comments. Joy Brenner stated a unanimous exterior preference for Option 3 from residents. Chair King closed public comments. Discussion followed regarding the exterior, stroller parking, and planting drought-tolerant landscaping. Ensuing discussion pertained to exterior materials, a sliding door on the reading porch, installing windows on the back wall on the "L" shape, if adopted, and enclosing a children's reading area on the grass strip. Discussion continued regarding the entryway, the possibility of a retractable or constructed overhang or awning on the porch, instead of umbrellas, compliance and having the windows shown on renderings. Chair King opened public comments. Jim Mosher stated he wants a building that will age well and commented on the statements made by other residents at the Sherman Garden meeting. Joy Brenner commented positively on Exterior Option 3 noting that it is classic and timeless and suggested directing staff to iron out the details. Linh Do commented on Option 3 and reported that she likes the reading porch and more open wall offered in Option 2 and commented on limiting use hours. Chair King closed public comments. C. MONTHLY REPORTS - No written reports created prior to the Board of Library Trustees Meeting 1. Library Services Director Report - Report of Library issues regarding services, customers and staff. - None 2. Friends of the Library Liaison Report - Trustee King's update of the most recently attended Friends of the Library Board meeting. Chair King stated he misunderstood funding for the Friends of the Library luncheon. He was under the impression that the Board of Library Trustees had approved the Library’s funding of this event at the Board’s August meeting. He suggested placing the matter on next month's agenda. Other Trustees present noted that it was not approved at the last meeting and that the Volunteer Appreciation event that the Library provides for volunteers is sufficient. Board of Library Trustees Meeting Minutes September 21, 2015 Page 6 3. Library Foundation Liaison Report - Trustee Johnson-Tucker's update of the most recently attended Newport Beach Public Library Foundation Board monthly meeting. Secretary Johnson-Tucker stated she was out of town last week and commented positively on the Foundation’s new website. She reported that the most recent lecture was well-received. 4. Witte Lectures Committee Liaison Report - Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. Vice Chair Prichard commented positively on the most recently attended Witte Lectures Committee's monthly meeting and addressed topics discussed including brainstorming and focusing on sponsorships. 7) BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) – None 8) PUBLIC COMMENTS ON NON-AGENDA ITEMS - None 9) ADJOURNMENT – 6:58 p.m. Submitted by: _________________________________________ Approval of Minutes TO: Board of Library Trustees FROM: Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Rebecca Lightfoot, Mariners Branch Librarian TITLE: Crean Mariners Branch Report October 2014-October 2015 _____________________________________________________________________________________ The Crean Mariners Branch of the Newport Beach Public Library opened in April of 2006, with 15,305 square feet. This branch is unique in Newport Beach as it is a joint use facility with the adjoining Mariners Elementary School. During the school year, when school is in session, the school portion of the library is closed to the public and library staff members are on hand to retrieve items for the public. We have a built in after school audience for our afternoon programs, as we get large crowds of school children heading over to the library once school lets out to do homework and take advantage of other library resources. This also gives us a wonderful outreach opportunity, since we don’t have to go off site to visit with students. We are a very busy branch, open 71 hours a week, the same number as Central, but with far fewer staff. We offer three popular storytimes every week, a once a week afternoon Lego program, and once a month we have a special family event such as a craft or performer. Personnel After hiring a new page in December of 2014 our circulation department was fully staffed once again. We have two full time Clerks, five part time clerks, and four pages in circulation; in reference we have three full time librarians, one full time assistant, and two part time assistants. Rebecca Lightfoot took over as branch librarian in May of 2015 following Heather Hart’s resignation. Our Senior Library Clerk started in August of 2015. This is a new position here at Mariners; previously we were staffed by two Clerk IIs. Because we are such a large branch, it was determined we would benefit from having a Senior Clerk on hand to handle more complex tasks such as scheduling and building issues. Facility Maintenance In November of 2014, thanks to generous funds from the Foundation we were able to have the Children’s room repainted, adding color to the walls and giving the room a fresh, fun new look. We were also able to add accent walls to the holds area and the teen section, brightening up those areas. We had some issues with the HVAC system this year, having to have a compressor replaced and a leaky pump rebuilt. We are continuing to work closely with our HVAC company to keep the system running well. We are hoping to get some carpet replaced and repaint the interior of the building before our tenth anniversary next April. With the addition of our new Media Screen, we are working on giving the library and the lobby and circulation area in particular a clean, updated appearance. Public Service Circulation and Reference Services Our service population is 17,043, although we get many visitors from neighboring areas. 406,958 circulations occurred from September of 2014 through August of 2015, and we had a total of 57,577 reference questions for the same time period. Thanks to generous funds from the Foundation, seven new laptops were delivered to Mariners in March to supplement the six existing laptops. The laptops are a very popular commodity here. Each laptop circulates close to 400 times a year, so the new ones were a welcome addition. We also started offering mice for checkout with the laptops, with many customers choosing to borrow those as well. Program Attendance We currently have 90 active participants in the 1000 Books before Kindergarten program, which started in March. We have had a very busy year in Children’s services. We had 7,622 attendees at storytimes and 2,241 attendees at our craft and other special programs, such as our weekly Lego Block Parties. Our Lego Block Parties usually average around 35 people every week. 0 5000 10000 15000 20000 25000 30000 35000 40000 Sept. 2014 Oct. 2014 Nov. 2014 Dec. 2014 Jan. 2015 Feb. 2015 Mar. 2015 Apr. 2015 May 2015 Jun. 2015 Jul. 2015 Aug. 2015 Circulation Reference Summer Reading Program We had a very successful Summer Reading Program this year. We had seven weeks of special programs during the summer, with a total attendance of 732. We had two performances for our three performer programs, and we were at room capacity for most of these shows. Class Visits We hosted four classes from Kaiser Elementary school in June, talking to a total of 175 third graders about using the library and passing out new cards. They were all very excited to get to check out their first books. Mariners’ Elementary School There is a new principal at Mariners Elementary School this year, Dr. Laura Park. Library Media Clerk Jennifer Gotcher continues to run the school side of the library during school hours. The Mariners School PTA donates $3,000 twice a year from their Book Fair Fundraiser to our children’s collection. Librarian Christine Chapel went to the Book Fair this year to select the titles to be added to the collection. Collection Maintenance Our collection is currently around 63,000 items. In October we started offering rental books, which have been very well received. The collection has grown so fast we’ve had to move it once already. We have shifted some collections around to make the most of the space we have. One of the goals we have for the next year is to make sure the collection is very relevant and fresh, since we do have much less space than Central. We are lucky that we have access to a vast collection besides what our shelves can hold. 0 200 400 600 800 1000 Sept. 14 Oct. 14 Nov. 14 Dec. 14 Jan. 15 Feb. 15 Mar. 15 Apr. 15 May 15 Jun. 15 Jul. 15 Aug. 15 Special/Family Events Storytimes Comments Even though I have only been here four months, it’s clear to me that this community of users love their library. If the building were twice as big, I have no doubt we would still be full to capacity every day. Customers appreciate having such a large collection and access to resources like laptops and computers close to home. Staff is kept very busy. We are a lively branch and unique to Newport Beach since we are joint use with the Elementary School. We have large crowds after school and a built in group of young users. It is a joy to see the library so busy and so well used. Youth Services encompasses not only the Juvenile component of the Library collection and programming but Teen Services as well. This report will outline the materials collection, programming and general staffing. The information included covers the past twelve months from September 2014 to the current month. General Programming (including funding): Funding for Youth Services programs, with the exception of Making Memories (which is funded by the Foundation), is provided by The Friends of the Library. Their generous support provides monies for performers, craft and programming supplies, publicity and marketing, and any other assorted materials required to assure that library customers are provided with a meaningful and rewarding experience at the library. In the past twelve months, at all locations, a total of 135 programs were planned and presented by the Youth Services staff. General programming is currently considered performers and authors that may be engaged throughout the year, drop-in crafts at Central and other branch locations, Lego building programs (offered weekly at Mariners), study hall for teens, etc. Craft driven programs at all locations are themed not only for holidays but to literary works, popular movies and even video games. One of our most heavily attended programs in the past year was one based on the very popular video game Minecraft. Well over 100 children and parents attended and participated in crafts and a chance to create Minecraft experiences with manipulatives and game related props. Storytimes: The main staple of Children’s programming continues to be storytimes. Some 644 storytimes are planned and presented by Youth Services staff throughout the year. In terms of attendance, Books & Babies which is geared for our youngest customers, draws some of the largest numbers. Songs & Stories which began at CDM on Friday mornings is extremely popular and is now additionally offered at Central on Friday afternoons. The format of this storytime includes books, musical instruments, exercise and lots of chances to move and have fun. Other general storytimes are geared to Toddlers, Preschoolers and a range of ages at Pajama and Family storytimes offered Monday nights and Saturday mornings at Central respectively. 1000 Books Before Kindergarten: The concept of this program has been out there in the library world for the past few years but Heather Hart, the former Branch Librarian at Mariners, took on the task of researching and TO: BOARD OF LIBRARY TRUSTEES FROM: Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Debbie Walker, Youth and Branch Services Coordinator TITLE: Youth Services Report creating an ongoing program for Newport Beach that was initially presented to the Friends as a component of Pitch an Idea. The Friends gave the go-ahead for funding and Heather and the rest of the Youth Services staff worked out the details. The ultimate goal of the program is to promote literacy and a love of reading to those children not yet of school age. It was launched at all locations on Monday, March 2 of this year which appropriately enough is the birthday of Dr. Seuss, that icon of Children’s literature. Small prizes, log-sheets, a special bookbag and the reward of a book upon completion are all part of the promotion. Currently there are over 200 participants within the library system including some who have completed the great feat of “reading” a 1000 books. National Library Week: This special week in the library world (sponsored by ALA – The American Library Association) continues to create a great opportunity for library staff to interact with those political stakeholders who work so closely with us on an ongoing basis, namely City Staff, City Council and the Board of Library Trustees. This year National Library Week ran from Sunday, April 12 – Saturday, April 18 and was themed “Unlimited Possibilities @ Your Library.” City Council members (Tony Petros, Diane Dixon, Mayor Ed Selich) and Library Trustees (Robyn Grant, Jill Johnson-Tucker, John Prichard and Ellie Palk) participated in storytimes at all locations. Special programming included a talk and book signing by author and renowned long distance swimmer Lynne Cox, a magician, puppet show and a variety of craft programs at all locations. Summer Reading Program: Summer Reading Program (SRP) continues to be the longest, most involved and successful programming event in the department. This year’s theme was “Read to the Rhythm” and the program ran for seven weeks beginning on Saturday, June 20 and ending on Friday, August 7. In addition to the Children’s version of SRP, the program was also offered to teens and adults. During the last three weeks of school, youth services staff visited all Newport Mesa school located in Newport Beach to distribute flyers and present information about the program. As we have done in the past few years, gamesheets reflected both the “Reading Club” for those children old enough to read themselves and the “Read-to-Me Club” for those young enough to be read to. Prizes were awarded for every 100 minutes read or five tasks completed in the “Read-to-Me Club.” The final prize (a free book and chance to enter the grand prize drawing) was awarded after completion of 500 minutes of reading or 25 tasks. Each child could only complete one gamesheet but to keep everyone reading, book reviews were submitted throughout the seven weeks. Every book review completed gave the reader a chance to be entered for a weekly prize drawing. Book reviews were displayed at all branches and everyone enjoyed finding their entries and showing them to family and friends. This summer 2158 children collected gamesheets and at least 704 collected the final prize with well over 3400 collecting some form of prize one through four. In addition to the reading component, SRP also involved programming which ranged from paid performers to very popular craft programs. As in past years program attendance for some 31 events topped 2500. The teen and adult versions of SRP also did well with 224 teens signing up at all locations and 59 adults. Adult participants were invited to an open house on the next to the last day of SRP and aside from refreshments enjoyed the opportunity to talk about their favorite reads of the summer. Teen volunteers were also an extremely important component of the program. Although scheduled primarily at Central and Mariners to assist with sign-ups and prize distribution, the smaller branches had help with craft programs and other large events. Some 105 volunteers worked over 1400 hours throughout the summer. Pizza parties were held at Central and Mariners to thank everyone for their hard work. Games, food and a chance for raffle prizes were enjoyed by those in attendance. At our most recent departmental Youth Services meeting we already began dissecting the program and discussing how we will approach SRP in 2016. Making Memories/Imagination Celebration: The NBPL Foundation continues to offer Children’s programming as part of Making Memories. As Youth Services Coordinator, I serve on the NBPL Foundation committee that funds, plans and presents the Making Memories series of programs. “Making Memories” is a combination of free events and classes. This fall a three part gardening course is being offered for a nominal fee. The signature event for Making Memories continues to be the Bunnies and Books for Kids Festival. This was the second year for the program which is held at the Central Library and on the Civic Green, and again, as for the premiere of the event last year, over 300 children and adults were in attendance on Saturday, May 9. Participants were able to attend a special storytime, make crafts, play games, explore the park while on a scavenger hunt, and get their faces painted. This year the event was offered as part of Imagination Celebration (a county- wide, two month long festival of events coordinated Arts Orange County and Orange County Department of Education) so additional funding came from the Friends of the Library. In addition to Bunnies and Books a series of arts programs for children is being planned for the spring of 2016. Author Visits: Although some author events have been part of Making Memories (Children’s illustrator Steve Bjorkman this past year), others have been arranged and sponsored solely by the Library and Whale of a Tale Children’s Bookshoppe. Alex Uhl, owner of Whale of a Tale, working with publishers and author’s representatives, is able to confirm many well-known Children’s authors and illustrators for no charge. The only concession is that their books may be sold by Alex. In April of this year we hosted Lynne Cox (as part of National Library Week) and later in the month, Dan Gutman, the extremely popular author of the My Weird School and Baseball Card Adventures among others. On Saturday, September 12 we were very lucky to host two up and coming YA authors, Jennifer Niven and Nicola Yoon. The Library/bookstore collaboration with Alex has proven to be a very productive and positive one for all concerned. YAAC/Teen Volunteers: The Young Adult Advisory Council (YAAC) is now coordinated by the Youth Services Coordinator (it has been managed by Adult Services in the past). Joanna Ransom, Children’s Librarian is in charge of YAAC , working with Greg Johnson, full-time Library Assistant from Adult Services to coordinate the monthly meetings, programs, volunteer opportunities, recruitment, etc. YAAC meets the second Wednesday of the month with breaks in April, July and August. YAAC members must be in 7th – 12th grade and live in Newport Beach. Joanna has been very proactive with the group and worked with them throughout the year to come up with fun and entertaining programming that might appeal to teens. Outreach: First Grade Class Visits: All first graders attending Newport Mesa Public schools that are located in the City of Newport Beach are eligible to visit the library of their choice. The Friends of the Library pay for bus transportation and one paperback book per student. Principals and first grade teachers are notified by mid-September to call or e-mail to set up tours. The visits generally take place in October through February. In the coming year we hope to step-up our outreach to preschools and other organizations working with babies and toddlers in order to increase their awareness of the 1000 Books Before Kindergarten program. Staff also visits the Newport Beach Public Elementary schools (located in Newport Beach) in early June to spread the word about SRP. Joanna, as the teen volunteer and YAAC Coordinator, also makes visits to CDM, Harbor High and Ensign in late May to distribute free paperbacks (funded by the Friends of the Library) and talk about Teen SRP. We also happily provide planned or impromptu visits by small school and Scouting groups as requested. Materials Collection/Accelerated Reader/Booklists: The current juvenile materials collection contains close to 93,000 items. This includes categories such as fiction, non-fiction, picture books, paperbacks, graphic novels, DVDs, audiobooks, music CDs, etc. The YA collection is just shy of 8600 items. The pie chart that illustrates this section is a visual breakdown of the various components of the juvenile collection by size. Non-fiction items make up the largest percentage of the collection (27%) with picture books close behind at 20%. Picture books not surprisingly have large circulation numbers (some 95,000 times this past year) but DVDs, which make up only 8% of the entire juvenile collection, had some 55,000 circs in the past year. Meaning % of Collection Biographies 4% Board Books 3% BOCDs 2% CDs 2% DVDs 8% Easy Reader 8% Fiction 11% Graphic Novels 3% Kits 0.5% Nonfiction 27% Paperbacks 11% Picture Books 20% Biographies Board Books BOCDs CDs DVDs Easy Reader Fiction Graphic Novels Kits Nonfiction Paperbacks Picture Books The Youth Services staff who select the items for the collection use a variety of resources to assist them in their choices. These include review journals, library related websites, listservs, newspaper and magazine reviews, customer and fellow staff suggestions in addition to making sure that choices reflect school curriculum needs, current trends and events in popular culture as well as classics in fiction and non-fiction. All print materials are currently ordered through Brodart and DVDs with Baker & Taylor. The items arrive for the most part “shelf ready” and the vendors large inventory of materials guarantee that library customers get the items they are looking for. One of the concrete ways staff shares the collection and its content is through online booklists. All members of the Youth Services staff are responsible for the creation and updating of booklists which are then posted on the Children’s website. These lists have proved to be a valuable resource and learning tool for our staff, children and parents. The booklists cover books and other media and are arranged by reading level, genre and universal topics. All of the lists link directly to the online catalog and are updated on an annual basis to assure that they are relevant and accurately reflect the collection and the newest publications available. Joanna works with other members of the Youth Services staff to maintain an extensive set of booklists for YA readers as well. Another tool used by staff to assist customers is through the use of the Accelerated Reader (AR)software program. AR is used by primary and secondary schools for monitoring the practice of reading. The NMUSD uses the system and the Library has made a commitment to support the program by noting AR levels in the online catalog and by labeling a large portion of juvenile print materials at all branches with AR level stickers. This effort has been much appreciated by parents, students and staff. Conclusion: The Youth Services department, which encompasses all locations, is a vital, busy and essential component of the many pieces that make the Newport Beach Public Library system so successful. Having a strong funding base from the Friends and the Foundation allows us to continually provide excellent and timely programming varying from outside performers to fun and clever craft programs created and presented by staff. The entire team is dedicated to the goal of providing all of our younger customers and their families with the absolutely best library experience possible. We don’t take it lightly that the experiences we are providing today are creating the library lovers and users of tomorrow. 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). Prior to drafting the next year’s budget for the Library, we are looking at furniture, fixtures and equipment that need to be replaced, refinished or refurbish as well as projects that need to be considered to approve the appearance and/or functionality of the libraries. An oral report will be presented at the October meeting for the Board’s consideration and is not an actionable item. Staff is seeking direction as to items that the Board would like us to investigate further and include in the Budget when it is presented to the Board for approval in February. TO: LIBRARY BOARD OF TRUSTEES FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Melissa Kelly, Library Support Services TITLE: Library Capital Improvement and Capital Outlay Needs _____________________________________________________________________________________ RECCOMMENDATION: Staff requests that the Library Board of Trustees select Option D-4 as a general floor plan for the proposed Corona del Mar Branch Library for recommendation to City Council. Staff also requests that the Board of Library Trustees select two proposed exterior renderings of the branch for recommendation to City Council. DISCUSSION: Kelley Needham of WLC Architects has worked closely with Deputy Public Works Director Mark Vukojevic in developing a layout for the Corona del Mar Branch Library that is responsive to both the public and the service model currently in place at the branch. Mr. Needham has revised Option D-3, presented at last month’s Board of Library Trustees meeting, to address resident concerns and reconcile these concerns with the Library’s need for a layout that supports the Branch’s service model and work flow. The latest iteration of the plan is Option D-4 (Attachment A). Option D-4 is a product of collaboration between the architect, Public Works staff, CDM residents, and Library personnel. The plan satisfies the resident’s desire for greater separation between adult and juvenile customers with an “L” shaped configuration reminiscent of the current branch layout. The new plan allows for windows in the rear area of the building which will provide more natural light. The restrooms, initially planned as “family style”, are now configured as “male” and “female” facilities equipped with changing tables, and are located centrally in the proposed layout within easy access from both the adult and children’s areas. The restrooms are also situated in a manner that traffic to and from them will result in minimal impact to Library customers. The adult area and children’s area are of similar size. The Circulation desk placement will accommodate branch work flow and enables staff to greet customers and monitor the branch visually. The size and placement of the desk also allows customers and staff to traverse behind and around the desk. The staff workroom will provide an appropriate space for “off-desk” activities, separate from the customer service desk. The addition of a reading porch offers a nice amenity to Library users and some welcome additional square footage. The Library Administration and Corona del Mar Branch front-line staff has identified D-4 as responsive to both customer needs and staff work requirements. Staff also requests that the Board of Library Trustees select two of the three exterior renderings prepared by Mr. Needham (see Attachments B, C, and D) for recommendation to City Council. 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: CITY ARTS COMMISSION FROM: Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton, Library Services Director TITLE: Corona del Mar Branch Library Floor Plan and Exterior Corona del Mar Library & Fire Station No. 5 Option 1 Corona del Mar Library & Fire Station No. 5 Option 2 Corona del Mar Library & Fire Station No. 5 Option 3 RECOMMENDATION: Staff recommends that the Board of Library Trustees appoint a Trustee to coordinate with the City Arts Commission to approve the placement of 2 paintings in the Central Library donated by Gene and Diane Crain. FUNDING REQUIREMENTS: Exhibiting the pieces in the Central Library will require secure hanging hardware, and a commemorative plaque. The donor has also requested that the pieces be professionally photographed. Account No. 4002-8080 – Professional and Technical Services, from the City Arts Commission budget, can fund these services. DISCUSSION: Gene Crain is a local attorney and art aficionado. As a result of his deep interest in California Scene Painting and his close friendships with artists of the California School, Mr. Crain has amassed a remarkable collection, focusing on watercolors of the Southern California landscape. The collection includes the works of Rex Brandt, Joan Irving Brandt, George James, Phil Dike, and Millard Sheets. Mr. Crain and his wife, Diane Dixon Crain, with the assistance of Vice Chair Arlene Greer of the City Arts Commission, have donated two watercolors from their collection to the City of Newport Beach, Northwest Gale Newport Jetty by Rex Brandt, and Pirate’s Cove from High by Joan Irving Brandt. Mr. Crain agreed to all the conditions listed in Council Policy I-11, Donation of Art to the City of Newport Beach. Mr. Crain requests that the paintings be displayed in the Central Library in a public area. He also asks that a commemorative plaque include a statement of recognition for Rex and Joan’s daughter and son-in-law, Joan Brandt Scarboro and Clark Scarboro. At their April 2, 2015 meeting, the City Arts Commission affirmed the recommendation of the Fine Arts Ad Hoc Subcommittee to recommend acceptance of the donation of the paintings to City Council. Placement of the watercolors in the Central Library was approved by the Board of Library Trustees at their May 2015 meeting. City Council approved the acceptance of the paintings into the City Art inventory at their June 9 2015 meeting. TO: BOARD OF LIBRARY TRUSTEES FROM: Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton, Library Services Director TITLE: Placement of art donated from Gene and Diane Dixon Crain in honor of Joan Brandt Scarboro and Clark Scarboro. Staff recommends that an appointed Trustee walk the site with Chair Greer and Commissioner Logan to evaluate specific sites to recommend to the Board of Library Trustees. When the Board agrees to a suggested area to hang the paintings, staff will coordinate the installation of the paintings with a professional art hanger. Chair Arlene Greer and Commissioner Caroline Logan of the City Arts Commission recently walked the Central Library site and identified the wall adjacent to the Library Trustees Plaque as a potential location. The traffic in and out of this area and its close proximity to the main stairs, elevator, reading area, stacks and Cafe will provide significant visibility. Pirate’s Cove From High by Joan Irving Brandt Northwest Gale Newport Jetty by Rex Brandt NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Arts Commission considers the item).