HomeMy WebLinkAbout2016-JUL 18 Agenda PacketCITY OF NEWPORT BEACH
BOARD OF LIBRARY TRUSTEES AGENDA
Newport Beach Public Library
1000 Avocado Avenue, Newport Beach, CA 92660
Monday, July 18, 2016 - 5:00 PM
Board of Library Trustees Members:
Jerry King, Chair
Jill Johnson-Tucker, Secretary
Janet Ray, Board Member
Douglas Coulter, Board Member
Paul Watkins, 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.ELECTION OF OFFICERS
The Board of Library Trustees shall nominate and elect Board members to serve as Chair, Vice Chair, and
Secretary for FY 2016-2017.
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 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.
July 18, 2016
Page 2
Board of Library Trustees Meeting
V.PUBLIC COMMENTS
Public comments are invited on agenda items. Speakers must limit comments to three (3)
minutes. Before speaking, we invite, but do not require, you to state your name for the record.
The Board of Library Trustees has the discretion to extend or shorten the speakers’ time limit
on agenda items, provided the time limit adjustment is applied equally to all speakers. As a
courtesy, please turn cell phones off or set them in the silent mode.
VI.CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and will all be
enacted by one motion in the form listed below. The Board of Library Trustees has received
detailed staff reports on each of the items recommending an action. There will be no separate
discussion of these items prior to the time the Board of Library Trustees votes on the motion
unless members of the Board of Library Trustees request specific items to be discussed and/or
removed from the Consent Calendar for separate action. Members of the public who wish to
discuss a Consent Calendar item should come forward to the lectern upon invitation by the
Chair.
A.Consent Calendar Items
Minutes of the June 20, 2016 Board of Library Trustees Meeting1.
DRAFT 06-20-2016
Customer Comments2.
Monthly review of evaluations of library services through suggestions and requests received from customers.
07-2016 - JUN BLT Customer Comments
Library Activities3.
Monthly update of library events, services and statistics.
MO Report FY 2015-16 - JUL 2016 PACKET - Survey Results - Narrative
Expenditure Status Report4.
Monthly expenditure status of the library’s operating expenses; services, salaries and benefits by
department.
2016-07-18 Financial Report
2016-07-18 Staff Report - Foundation Donations Report to Board 2015-2016
current
2016-07-18 Staff Report - Friends Donations Report to Board 2015-2016
July 18, 2016
Page 3
Board of Library Trustees Meeting
Board of Library Trustees Monitoring List5.
List of agenda items and dates for monthly review of projects by the Board of Library Trustees.
2016-07-18 BLT Monitoring List
VII.CURRENT BUSINESS
A.Items for Review
Corona del Mar Branch Project Update6.
Staff, Public Works Deputy Director Mark Vukojevic and Architect Kelley Needham will report on the
progress of the Corona del Mar Branch Project.
2016-07-18 Staff Report - Corona Del Mar Branch Project Update
Statistical Comparison Report of Regional Peer Libraries7.
Staff will provide a sample statistical comparison of the Newport Beach Public Library and regional peer
libraries.
2016-07-18 Staff Report - Sample Statistical Comparison of Newport Beach
Public Library and Regional Peer Libraries
Proposed Library Closures for Winter Holidays 20168.
Staff report requesting library holiday closures as specified in written report.
2016-07-18 Staff Report - Proposed Closes for 2016 Winter Holidays
Feasibility of an Auditorium Facility at the Central Library Site9.
Staff will provide an update of a potential auditorium.
2016-07-18 Staff Report - Feasibility of an Auditorium Facility on the Central
Library Site
Selection of Board of Library Trustees Liaisons10.
The Board of Library Trustees shall nominate and elect Trustees to serve as liaisons to the Friends of the
Library, NBPL Foundation and the DSLS Committee.
B.Monthly Reports
July 18, 2016
Page 4
Board of Library Trustees Meeting
Library Services11.
Report of Library issues regarding services, customers and staff.
Friends of the Library Liaison Report12.
Trustee update of the most recently attended Friends of the Library Board meeting.
Library Foundation Liaison Report13.
Trustee update of the most recently attended Library Foundation Board meeting.
Witte Lectures Committee Liaison Report14.
Trustee update of the most recently attended Witte Lectures Committee’s monthly meeting.
VIII.BOARD/COMMITTEE/COMMISSION ANNOUNCEMENTS OR MATTERS WHICH
MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION,
ACTION OR REPORT (NON-DISCUSSION ITEM)
IX.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.
X.ADJOURNMENT
Board of Library Trustees Meeting Minutes
June 20, 2016
Page 1
DRAFT
CITY OF NEWPORT BEACH
Board of Library Trustees
Meeting Minutes
June 20, 2016 – 5:00 p.m.
I. CALL MEETING TO ORDER – This meeting was held at the Corona del Mar Branch Library
and was called to order by Chair King at 5:00 p.m.
II. ROLL CALL – Roll call by Administrative Support Specialist Elaine McMillion
Trustees Present: Chair Jerry King; Vice Chair John Prichard; Secretary Jill Johnson-
Tucker; Janet Ray; Robyn Grant
Staff Present: Library Services Director Tim Hetherton; Administrative Support
Specialist Elaine McMillion; Support Services Coordinator Melissa
Kelly; Branch & Youth Services Coordinator Debbie Walker; Adult
Services Coordinator Natalie Basmaciyan; Corona Del Mar Branch
Librarian Andrea Jason
NBPL Foundation: Foundation Board Member Toby Larson
III. NOTICE TO THE PUBLIC - Chair King
IV. PUBLIC COMMENTS
Chair King opened public comments.
Resident Paul Watkins noted that he has attended other Boards and Commission meetings
and finds the minutes from the Board of Library Trustees meetings to be very thorough.
Library Services Director Tim Hetherton thanked him for his compliment.
Chair King closed public comments.
V. CONSENT CALENDAR
1. Minutes of the May 16, 2016, Board of Library Trustees Meeting
2. Customer Comments
Monthly review of evaluations of library services through suggestions and requests
received from customers.
Board of Library Trustees Meeting Minutes
June 20, 2016
Page 2
3. Library Activities
Monthly update of library events, services and statistics.
Secretary Johnson-Tucker moved to approve the Consent Calendar as presented with the
grammatical revisions to the May 16, 2016 meeting minutes in the written public comments
included.
4. Expenditure Status Report
Monthly expenditure status of the library’s operating expenses, services, salaries and
benefits by department.
5. Board of Library Trustees Monitoring List
List of agenda items and dates for monthly review of projects by the Board of Library
Trustees.
Motion made by Secretary Johnson-Tucker and seconded by Trustee Grant and carried (5-
0-0-0) to approve the Consent Calendar items.
AYES: King; Prichard; Johnson-Tucker; Grant; Ray
NOES: None
ABSTENTION: None
ABSENT: None
VI. CURRENT BUSINESS
A. Items for Review
6. Corona del Mar Branch Update
Staff will provide the annual update on Corona del Mar Branch services.
Library Services Director Tim Hetherton introduced Corona del Mar Branch Librarian
Andrea Jason.
She noted the written report provided in the meeting packet. This report provided details on
the Corona del Mar branch history from inception to present day, an overview of the facility’s
maintenance, and branch hours. Statistical spreadsheets from January 2015 through March
2016 for circulation and reference services, programs and program attendance, and the total
customers served were also provided. Andrea gave an overview of the staff, their duties,
and work schedules, long-time volunteers, and maintenance of collection materials. This
branch is highly regarded by its customers, and the new Corona del Mar branch facility has
received positive anticipation from the community. Questions from the Board were
addressed, some of which included volunteer details, the past and upcoming Christmas
Walk, and increased programming attendance.
The Board asked Director Hetherton to give an update on the Corona del Mar Branch
construction plans. He stated that the project is awaiting the contracts to go to bid and that
Board of Library Trustees Meeting Minutes
June 20, 2016
Page 3
the final determinations are being made at the City Council level in regard to value
engineering and the total cost of the project. Estimates are that the replacement project for
the branch will not commence until the beginning of 2017. Tim will follow-up with Deputy
Public Works Director and City Engineer Mark Vukojevic on the timeline and will then report
back to the Board.
7. Financial Report Comparison of the Beginning Budget to the End of Year
Amended Budget
Staff will report on Budget Amendments for Fiscal Year 2014-2015.
Support Services Coordinator Melissa Kelly reviewed the details as noted in the written staff
report for the fiscal year 2015/2016 Library budget which was provided in the meeting
packet. City Council had approved a Fiscal Year 2015/2016 budget for the Library in the
amount of $7,310,581. An additional $487,413 in donations and grants make the total
budget of $7,797,994. The Friends of the Library recently gave $205,000 to help fund
materials and programming and the Foundation provided a total of $247,969, the majority of
which will go toward wish list items with $26,844 devoted to designated gifts. The Library
accounts will be close to even at the end of the 2015/2016 fiscal year end. Funds not used
from donations will roll over to Fiscal Year 2016/2017.
Trustee Grant asked about the Lenahan donation and the Peninsula Theatre donation, and
whether or not the City Arts Commission (CAC) is aware of the funds. Tim noted that the
CAC is aware and that they also know the stipulations for use of the funds. Melissa noted
that the CAC budget and the Literacy budget do not show up on the Library budget.
Resident Paul Watkins asked about the salary breakdown for part time staff. Melissa stated
that in the past the part time salaries were broken down into three part time salary ranges,
and the City has recently moved all three accounts into one part time salary account.
8. Adult and Reference Services Update
Staff will provide an update on Library Adult Services.
Adult Services Coordinator Natalie Basmaciyan reviewed the details as presented in the
staff report that was provided in the meeting packet. She reviewed staffing noting that two
staff members were promoted from Library Assistant to full time Librarian I. An extensive
recruitment provided seven new part time Library Assistants to the Adult and Reference
Services department. Several staff members had the opportunity to attend professional
conferences and training. Librarian II Melissa Hartson will be completing the CSU Fullerton
Leadership for Public Agencies course this spring. Natalie reviewed some new additions to
the collection some of which include Nooks at the Mariners Branch Library, digital cameras,
media converters, and camcorders. The funding of these materials was provided by funding
from the Newport Beach Public Library Foundation (NBPLF).
Also reviewed were the various programs including Medicine in Your Backyard series,
Beyond the Canvas art lectures, Let’s Talk Tech classes, and Tuesdays @ 2 classes. All
are well attended. The public computer area “electronic village” on the second floor of the
Central Library was recently renovated and was provided for by NBPLF funding. Many
positive comments have been received from customers. Passport applications continue to
be processed with 732 applications from July 2015 to May 2016. The nine staff members
who are Passport Acceptance Agents have recertified their credentials, which helped the
Board of Library Trustees Meeting Minutes
June 20, 2016
Page 4
Passport Office pass a detailed audit. Librarian II Andrew Kachaturian hosted a Captain
America: Iron Man contest which was well received with over 150 customers participating
and featured displays of graphic novels featuring Marvel Comics. The most popular and the
winner was Captain America. Staff continues to position themselves in developing ways to
provide new services and learning opportunities for customers.
Secretary Johnson-Tucker asked staff to provide a breakdown on part time and full time
staff numbers noting titles and duties for each. Natalie gave an overview on required
credentials for the positions. Further discussion included the training budget.
B. Monthly Reports
9. Library Services
Report of Library issues regarding services, customers and staff.
Director Hetherton reviewed the details of a survey that was recently launched with over 400
responses received to date. Once a larger sample of surveys has been received the results
will be prepared and will be presented to the Board. After a Library Services Manager is
hired, a part time retreat with SCORE will be scheduled sometime in August or September.
The recruitment for the Library Services Manager position presented 43 applicants, with 10
making the final cut, and scheduled to be interviewed on Wednesday, July 13 at the Civic
Center. Of the 10 chosen applicants, 4 were internal.
The Friends of the Library (FOL) luncheon was very successful and well attended with
author Susan Meissner who writes historical fiction speaking about her new novel Stars
Over Sunset Boulevard about Hollywood and two women who meet while working on the set
of the iconic movie Gone With the Wind set. The FOL also presented the $205,000 gift
check to the Library. The FOL hosted a books sale on Saturday, June 18 during the
Newport Beach Art Exhibition at the Civic Center at the entrance to the Central Library. Net
sales were over $1,200. The FOL continue to find new ways to market the bookstore.
On Monday, June 27 Tim will attend the NBPLF board meeting to present the Library wish
list.
10. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board meeting.
Chair King noted that FOL membership is 856. He is willing to step aside to allow another
Board member to serve, if interested in being the FOL Liaison.
11. Library Foundation Liaison Report
Trustee update of the most recently attended Library Foundation Board meeting.
Secretary Johnson-Tucker and NBPLF board member and Toby Larson provided an update
which included the Making Memories for Children program which will continue to be chaired
by Jason Sherr, a new member of the NBPLF board. An update was also given on
advertising, the need for filling the additional Board member slots, and additional staffing
needs to help with the NBPLF’s public relations.
Board of Library Trustees Meeting Minutes
June 20, 2016
Page 5
12. Witte Lectures Committee Liaison Report
Trustee update of the most recently attended Witte Lectures Committee's monthly
meeting.
Vice Chair Prichard reported that the 2016 season is wrapped up and was very successful.
Next season’s slate is being prepared, and the Committee is planning a retreat in the fall
and will not be meeting in July.
VII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH
MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION,
ACTION OR REPORT (NON-DISCUSSION ITEM)]
Secretary Johnson-Tucker gave an update on the plans for a possible lecture hall to be built
on the Central Library site. This item will be added to an agenda in the future in order to
discuss further.
Director Hetherton noted that this will be Vice Chair Prichard’s last Board meeting. On
behalf of the staff he thanked John for his service, and his vision of the value of the Library
and of his financial acumen, which are greatly appreciated.
John noted that is was a privilege to be part of this great organization. The Board thanked
him and noted that he will be missed.
VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
None.
IX. ADJOURNMENT – 5:35 p.m.
Submitted by: _________________________________________
Approval of Minutes
COMMENT #
Date Received
Source of Comment
Staff Member
Staff Member Title
Date Responded to Customer
1
5/26/2016
Written Comment
Natalie Basmaciyan
Adult Services Coordinator
5/27/2016
2
6/4/2016
Email
Natalie Basmaciyan
Adult Services Coordinator
6/6/2016
3
6/15/2016
Written Comment
Rebecca Lightfoot
Mariners Branch Library
6/16/2016
The main library sells ear buds for $1 per pair. It's a decent deal even
though these ear buds regularly break down after a month or so if used
regularly. So I end up buying a few new ones every two month or so.
Recently, I was at the Mariners Branch and they were selling them for
$1.50. I told them the main branch had lowered the price to $1 but they
refused to lower their price. Di they miss the memo or what? I'm on a
budget. No need to reply to my email. Just hope you can correct the
discrepancy if it is unintended.
Thank you for contacting the Newport Beach Public Library
regarding the price discrepancy on the ear buds. The correct
price is $1.00 per pair at all NBPL locations. I apologize for any
confusion and frustration you experienced. The branch libraries
will ensure the ear buds are priced accordingly for staff and
customers. Please see Branch Librarian Rebecca Lightfoot at
Mariners to receive a refund for the price difference. Please let
me know if I may be of further assistance. Sincerely,
I was at the Mariners Branch Library on Irvine Boulevard and I needed
help with checked out laptop and Helen Medina gave me high quality
assistance and help. She solved the problem and has a kind, gentle
spirit. She solved the problem so I.T. wouldn't have to work on the
problem. Helen M. is so good.
Rebecca Lightfoot sent a letter to this customer: Thank you so
much for your kind words about Library Assistant Helen. We
strive to provide excellent customer service here at the Mariners
Library. And I'm so glad Helen was able to meet your
expectations and assist you so well. Thank you for taking the
time to let us know what a good job she is doing. I have shared
your comment card with her and her supervisor, as well as my
supervisor and the Library Director, Mr. Tim Hetherton. Thank
you again for your continued patronage of the Newport Beach
Public Library. If you have any questions or concerns, please do
not hesitate to contact me.
NEWPORT BEACH PUBLIC LIBRARY CUSTOMER COMMENTS
JUNE 2016
COMMENT RESPONSE
It's nice to know at a glance where to find the DVD's for Comedy and
Drama. Can you label just as clearly so that we can sport the area from a
distance, TV Shows, Action, Foreign Films, etc.
Natalie left a phone message for the customer noting the
signage above the DVD fixtures and that she can ask the staff if
she needs further assistance. The customer did not call back.
1
COMMENT #
Date Received
Source of Comment
Staff Member
Staff Member Title
Date Responded to Customer
COMMENT RESPONSE
4
6/24/2016
Email
Natalie Basmaciyan
Adult Services Coordinator
6/24/2016
5
6/28/2016
Library Admin Team
I just came into library. I came to quiet room back in corner. I have been
harassed by old man who not only me but several others make complaint
but ignored. I try sit outside but no privacy or quiet. I have to this room 3 x
.
I don't bother people I mind my own business. I sit getting comfortable
plugged in and realize the light from window a bit intense. I have a right to
choose what seat. When I try to shut the blind the man started on me
what are you doing he says. I said I cant see my screen. He says so
move to the other seat I said no because im going to sit there. He says I
put it up.
He is against wall his computer screen not toward window. I said mind
your own business. He said it is my business. I put it up. I said it's not
your room he said not mine either. I told him well you know I'm not going
because he wants the room to himself nor does the window have anything
to do with his space he can still see through it. And quit speaking to him. I
relie who this man is seen him on bus ride he's violent and gets in trouble
with police often. He coming to complain or do something to me? Do I
have to move or not come to library ever allowing this
I used your curbside pickup this morning and it was great. I'm glad you
supported it.
This information was passed onto staff.
Thank you for contacting us regarding this incident in the quiet
reading room. As I said when you and I spoke a few minutes
ago, please feel free to come to any staff member if you feel
unsafe. Staff can assess the situation and ensure everyone is
complying with the Use Policy. Sincerely.
2
LIBRARY EXPENDITURES
As of July 1, 2016
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
AVAILABLE
BUDGET
SALARY FULL-TIME REGULAR 2,613,458 2,613,458 2,652,916 -39,458
SALARY PART-TIME 175,933 219,838 677,511 -457,673
SALARY SEASONAL****645,278 645,278 124,185 521,093
BENEFITS 1,828,216 1,870,847 1,927,723 -56,875
SALARY & BENEFITS TOTAL 5,262,885 5,349,421 5,382,335 -32,913
PROFESSIONAL SERVICE*131,589 131,589 110,692 20,897
UTILITIES 294,976 294,976 273,268 21,708
PROGRAMMING 6,500 19,419 5,816 13,604
SUPPLIES**82,570 84,268 84442 -174
LIBRARY MATERIALS 619,740 624,373 613,065 11,309
FACILITIES MAINTENANCE 149,221 149,221 121,646 27,575
TRAINING AND TRAVEL 15,125 18,926 10,157 8,769
GENERAL OPERATING EXPENSES***24,200 24,408 17,628 6,781
PERIPHERALS 3,500 3,500 3,661 -161
INTERNAL SERVICE FUNDS 718,274 718,274 718,274 0
MAINT & OPERATTION TOTAL 2,045,695 2,068,954 1,958,649 110,308
SALARY & OPERATING EXPNSES TOTAL 7,308,580 7,418,375 7,340,984 77,395
CAPITAL OUTLAY 2,000 2,000 644 1,356
LIBRARY BUDGET TOTAL 7,310,580 7,420,375 7,341,628 78,751
*PROFESSIONAL SERVICES - INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE,
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
**** City is paying all Part-Time salaries out of 1 account and are no longer using the P-T Seasonal Account
FOUNDATION
FY 15-16
6/30/2016
LIBRARY FOUNDATION 2015-2016
Date Funded Amount Purpose
Amt
Expended
YTD Notes
DESIGNATED GIFTS
07/15 2,500$ Children's furniture @ Central $ 2,500 Completed
07/15 5,000$ Blu-ray & DVD for Balboa $ 5,000 Completed
07/15 125$ Children's books $ 125 Completed
07/15 239$ CDM Renovation Holding for Renovation Project
07/15 2,000$ eBook content $ 2,000 Completed
07/15 1,500$ Literacy $ 1,500 Completed
Total 11,364$ $ 11,125
WISH LIST FOR 15-16
Date Funded Amount Purpose
Amt
Expended
YTD Notes
Wish List
10/15 100,000$ Electronic Village Renovation $ 100,000 Completed
10/15 40,000$ eBook content & platform $ 40,000 Completed
10/15 10,000$ Zinio $ 10,000 Completed
10/15 13,125$ Lynda.com $ 13,125 Completed
10/15 7,600$ Schlastic Scienflix Database $ 7,571 Completed
10/15 8,000$ Media Lab Technology $ 4,155 In Progress with the Tech Toys collection
10/15 15,000$ Furniture Re-upholstery $ 15,000 Completed
10/15 5,400$ Tables & Chairs for Kids (CL) $ 5,400 Completed
10/15 500$ Paint Pillars in Kids room $ 500 Completed
10/15 3,500$ Projector/Apple TV In Progress
10/15 5,000$ Presentation Light for mtg rm $ 5,000 Completed
10/15 5,000$ Literacy $ 5,000 Completed
10/15 5,000$ Blinds replacement @ Central $ 5,000 Completed
10/15 3,000$ SCORE $ 3,000 Completed
#
Total 221,125$ $ 213,751
Date Funded Amount Purpose
Amt
Expended
YTD Notes
Designated Gifts
3/16 80$ Audiobooks $ 80 Completed
3/16 100$ Matrials for Balboa $ 100 Completed
3/16 10,100$ Central Library materials $ - Ordering will begin in July
3/16 2,500$ Religion/Spiritual books $ 1,720 In Progress
3/16 500$ Children's materials $ 500 Completed
3/16 100$ Mariners Children's material $ 100 Completed
3/16 2,100$ Literacy $ 2,100 Completed
Total 15,480$ $ 4,600
FRIENDS
FY15-16
6/30/2016
Date of Gift Amount Purpose
Amt
Expended
YTD Notes
Wish List
7/15 $50,000 Audio Visual materials $ 50,000 Complete
7/15 $50,000 New releases $ 50,000 Complete
7/15 $45,000 Children's & YA materials $ 45,000 Complete
7/15 $55,000 Programming (SRP, etc.) $ 48,864 In Progress
7/15 $5,000 Literacy $ 5,000 Complete
Ongoing Review / Possible Revisions to the City Council Policies for the Library Ongoing
Ongoing Corona del Mar Branch Project Update Ongoing
Sep 21, 2015 Election of Board of Library Trustees Officers/Trustee Liaisons July 18, 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
Oct 19, 2015 Branch Update - Mariners Oct 17, 2016
Oct 19, 2015 Children Services Update Oct 17, 2016
Oct 19, 2015 Review of Library Capital Improvements and/or Capital Outlay Needs Oct 17, 2016
Nov 16, 2015 Literacy Program Update Nov 21, 2016
Jan 19, 2016 Review Holidays / Meeting Schedule Jan 16, 2017
Jan 19, 2016 Newport Beach Public Library eBranch & Database Review Jan 16, 2017
Feb 16, 2016 Annual Budget Update Feb 20, 2017
Feb 16, 2016 Arts & Cultural Update Feb 20, 2017
Mar 21, 2016 Branch Update - Balboa Mar 20, 2017
Mar 21, 2016 Media Lab Update Mar 20, 2017
Mar 21, 2016 Library Material Selection & Downloadable Services Mar 20, 2017
Apr 18, 2016 Marketing Update & Social Networking Update Apr 17, 2017
May 16,2016 Review of Library Expansion Donor Wall Naming / NBPL Foundation May 15, 2017
Jun 20, 2016 Branch Update - Corona del Mar Jun 19, 2017
Jun 20, 2016 Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June)Jun 19, 2017
Jun 20, 2016 Adult and Reference Services Update June 19, 2017
7/12/2016
AGENDA ITEMPrevious
Agenda Date
Scheduled
Agenda Date
BOARD OF LIBRARY TRUSTEES MONITORING LIST
___________________________________________________________________________________
DISCUSSION:
Public Works Deputy Director Mark Vukojevic will update the Board of Library Trustees on the Corona
Del Mar Branch project.
Library staff is preparing to close the branch as soon as the project goes to bid. This could occur as early
as September 2016.
The Friends of the Library are planning to hold a sale at the branch of items that will not be kept in
storage or integrated into the collections at other branches.
The Library Foundation has agreed to fund an opening day collection for the new Branch facility.
Library staff has been working in conjunction with Public Works, IT, and WLC Architects on the
functional layout of the Branch, the technological requirements of the Circulation Desk, electrical power
needs of the facility, and network issues.
During the closure period, children’s programming will be provided at the Community Youth Center at
Grant Howald Park. Concierge service will be maintained at OASIS during the closure so residents can
pick up their holds and return items. Staff has requested that the book drop remain at the CDM Branch
site during the closure for the convenience of our customers and for continuity purposes.
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: Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton, Library Services Director
TITLE: Corona Del Mar Branch Project Update
TO: LIBRARY BOARD OF TRUSTEES
FROM:
Library Services Department
Tim Hetherton, Library Services Director
949-717-3819, dcurtis@newportbeachca.gov
PREPARED BY: Tim Hetherton, Library Services Director
TITLE: Sample Statistical Comparison of Newport Beach Public Library and Regional
Peer Libraries
The Newport Beach Public Library prides itself for its excellent service and resources. Through data derived from
budgetary information and statistics, staff is able to provide a detailed look at how Newport Beach Public Library
compares with peer public libraries in similar communities in terms of population, income levels, and funding.
The following statistics are from 2014/15 (most current) and demonstrate resource and use levels at selected peer and
neighboring libraries.
Library Name Population Total Staff Budget
Collection
Expenditures
Coll. Exp.
per Capita
Print
Materials
NEWPORT BEACH PUBLIC LIBRARY 87,249 75 $7,412,053 $896,685 $10.28 $362,083
CARLSBAD CITY LIBRARY 110,653 191 $10,574,525 $762,774 $6.89 $329,319
CERRITOS PUBLIC LIBRARY 49,968 92 $5,301,820 $457,500 $9.16 $288,500
HUNTINGTON BEACH PL 198,389 102 $4,502,229 $546,287 $2.75 $328,962
MISSION VIEJO LIBRARY 96,652 61 $3,558,116 $335,926 $3.47 $189,611
MOUNTAIN VIEW PUBLIC LIBRARY 77,914 96 $5,383,183 $523,583 $7.18 $285,241
PALO ALTO CITY LIBRARY 66,932 115 $8,103,558 $1,495,127 $22.34 $1,386,015
SANTA MONICA PUBLIC LIBRARY 93,283 206.5 $11,814,122 $1,081,296 $11.59 $520,476
Library Name eBooks Databases
Total
Circulation
Library
Visits
Library
Programs
Program
Attendance
Reference
Transactions
NEWPORT BEACH PUBLIC LIBRARY 13,349 27 1,610,818 1,256,238 1,312 61,424 168,126
CARLSBAD CITY LIBRARY 4,132 38 1,331,921 804,003 1,607 58,945 262,798
CERRITOS PUBLIC LIBRARY 45,126 35 561,591 1,594,096 606 20,900 83,952
HUNTINGTON BEACH PUBLIC LIBRARY 50,271 18 908,656 742,101 1,763 97,238 84,915
MISSION VIEJO LIBRARY 9,441 22 800,236 834,118 297 18,359 96,647
MOUNTAIN VIEW PUBLIC LIBRARY 30,851 47 1,563,487 678,030 988 55,872 90,893
PALO ALTO CITY LIBRARY 86,715 43 1,499,406 810,962 1,048 44,892 73,580
SANTA MONICA PUBLIC LIBRARY 8,866 18 1,596,472 1,262,708 2,433 70,709 155,818
SOURCE: The California State Library (http://www.library.ca.gov/lds/librarystats.html)
DATA FILES: http://www.countingopinions.com/pireports/report.php?df083b867174e4765840ca003119990a&live
OBSERVATIONS:
Newport Beach Public Library fares well in comparison with its peer libraries in terms of overall budget,
collection expenditures, and collection expenditures per capita. We are able to allocate sufficient budget for
new materials thanks to support from the Friends and the Foundation, which augment the solid funding we
receive from the General Fund.
The total amount of staff remains low in comparison to our peer group. This reflects the Library’s use of part-
time staffing to maintain appropriate staffing levels on the public service desks.
Newport Beach continues to spend a significant portion of its material budget on print materials, and print
materials accounted for over 1 million circulations in 2014/15.
I was initially surprised that NBPL had much less eBooks than 4 peer libraries. However, these libraries tend to
offer services in addition to OverDrive or Axis 360 that offer lower demand titles from small publishers. These
services include Enki, Hoopla, and Total Boox. NBPL uses OverDrive and Axis 360 to purchase high demand tiles
in sufficient quantities to satisfy our customers.
Total circulation and library visits remain high at NBPL in comparison to our peer group. Collection expenditures
per capita remain high in Newport Beach. Reference transactions are high also, which is surprising, given how
much this service has changed in recent years. Predictions on the demise of reference services may be
premature, at least at NBPL.
Program attendance remains high.
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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ABSTRACT:
Adjusted schedule for this holiday period will have minimal impacts on Library users. It will enable the
Library to provide appropriate staffing levels based on customer usage.
RECOMMENDATION:
Staff recommends that the Board of Library Trustees adopt the following proposed holiday hours:
All locations open 9 to 1 on December 24 (Saturday).
All Locations closed on December 25, 26 (Sunday, Monday).
All locations close at 6:00 on December 27 (Tuesday) except (CDM-closed).
All locations close at 6:00 on December 28, 29 (Wednesday, Thursday).
All locations open 9 to 1 on December 31 (Saturday).
All Locations Closed on January 1, 2 (Sunday, Monday).
CENTRAL
BALBOA
CORONA DEL MAR
MARINERS
Current Proposed Current Proposed Current Proposed Current Proposed
FRI DEC 23 9-6 9-6 9-6 9-6 9-6 9-6 9-6 9-6
SAT DEC 24 9-6 9-1 9-6 9-1 9-6 9-1 9-6 9-1
SUN DEC 25 12-5 Closed Closed Closed Closed Closed Closed Closed
MON DEC 26 9-9 Closed 9-9 Closed Closed Closed 9-9 Closed
TUE DEC 27 9-9 9-6 9-6 9-6 9-9 Closed 9-9 9-6
WED DEC 28 9-9 9-6 9-9 9-6 9-6 9-6 9-9 9-6
THU DEC 29 9-9 9-6 9-6 9-6 9-9 9-6 9-9 9-6
FRI DEC 30 9-6 9-6 9-6 9-6 9-6 9-6 9-6 9-6
SAT DEC 31 9-6 9-1 9-6 9-1 9-6 9-1 9-6 9-1
SUN JAN 01 12-5 Closed Closed Closed Closed Closed Closed Closed
MON JAN 02 9-9 Closed 9-9 Closed Closed Closed 9-9 Closed
TO: Board of Library Trustees
FROM: Library Services Department
Tim Hetherton, Library Services Manager
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton
TITLE: Proposed Library Closures for Winter Holidays 2016
FUNDING REQUIREMENTS:
No funding requirement.
DISCUSSION:
In years past, specifically 2009, 2010 and 2011, the Libraries closed in conjunction with City Hall’s
holiday week closure. In 2012, the branches remained open but Central was closed for construction. In
2013 and 2014, all libraries closed at 6:00 on the weekdays (other than Christmas Eve and Christmas)
during the holiday week. In 2015 a revised schedule similar to the one presented in this report was
approved by the Board.
Staff proposes that all locations will be open from 9 to I on December 24 and closed all day December 25
and 26 (legal and City holiday). Staff also proposes that all locations will be open from 9 to I on
December 31 and closed all day on January 1 and January 2 (legal and City holiday). Since City offices
are closed on Saturdays, most City staff will be taking half-day holidays on 12/23 and 12/30 for
Christmas Eve and New Year’s Eve. The Library proposes to remain open normal operating hours on
12/23 and 12/30 and grant the half day holiday to staff on 12/24 and 12/31. December 24 and 31 are
statistically low use days for which many staff request leave and Library management expects there to
be minimal impact on customers.
During the week between Christmas and New Year’s Day, staff proposes to maintain 9 a.m. to 6 p.m. as
library hours of operation. This reduction in service hours for the week will allow the Library to maintain
appropriate staffing levels when customers have discretionary time off from work and school. Usage is
low in the evenings during the holiday week. Maintaining open hours during the day and providing
digital resources via the 24/7 Library website provides sufficient opportunity for the public to access
library services.
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). describing any methods of
DISCUSSION:
Trustee Johnson-Tucker, Library Foundation Executive Director Tracy Keys, and Library Foundation
Board member Lizanne Witte met with architect Robert Coffee of Robert R. Coffee Architect +
Associates and Public Works staff to discuss the feasibility of an auditorium facility on the Central Library
site.
Conceptually, the auditorium would accommodate 300 to 350 attendees, with a sloped floor to enhance
visibility. The facility would have a stage but not an extensive backstage or “green room” facilities. The
auditorium would be used for lectures, presentations, and small scale musical performances.
Mr. Coffee, whose portfolio contains the design of the OASIS Senior Center, the Dorothy and Donald
Kennedy Wing of the Bowers Museum of Cultural Art, and a number of public libraries and community
centers, agreed to examine the site and identify potential locations for the facility. Mr. Coffee agreed to
present some potential locations to the group in the next few weeks.
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). methods of notification, if applicable.]
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: Feasibility of an Auditorium Facility on the Central Library Site
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