HomeMy WebLinkAboutAgenda APR 16 2018CITY OF NEWPORT BEACH
BOARD OF LIBRARY TRUSTEES AGENDA
Newport Beach Public Library
1000 Avocado Avenue, Newport Beach, CA 92660
Monday, April 16, 2018 - 5:00 PM
Board of Library Trustees Members:
Jill Johnson-Tucker, Chair
Janet Ray, Vice Chair
Paul Watkins, Secretary
Jerry King, Board Member
Douglas Coulter, Board Member
Staff Members:
Tim Hetherton, Library Services Director
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
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.
April 16, 2018
Page 2
Board of Library Trustees Meeting
V.CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and will all be
enacted by one motion in the form listed below. The Board of Library Trustees has received
detailed staff reports on each of the items recommending an action. There will be no separate
discussion of these items prior to the time the Board of Library Trustees votes on the motion
unless members of the Board of Library Trustees request specific items to be discussed and/or
removed from the Consent Calendar for separate action. Members of the public who wish to
discuss a Consent Calendar item should come forward to the lectern upon invitation by the
Chair.
A.Consent Calendar Items
Minutes of the March 19, 2018 Board of Library Trustees Meeting1.
MINUTES
Customer Comments2.
Monthly review of evaluations of library services through suggestions and requests
received from customers.
CUST COM
Library Activities3.
Monthly update of library events, services and statistics.
LIB ACTIVITIES
Expenditure Status Report4.
Monthly expenditure status of the library's operating expenses; services, salaries and
benefits by department.
EXP STATUS
FOUN
FOL
Board of Library Trustees Monitoring List5.
List of agenda items and dates for monthly review of projects by the Board of Library
Trustees.
MON LST
VI.CURRENT BUSINESS
A.Items for Review
April 16, 2018
Page 3
Board of Library Trustees Meeting
Library Materials Selection and Downloadable Services6.
Circulation and Technical Processing Coordinator Melissa Hartson will provide the
annual update on Collection Development activities.
VI A 6 Material Selection
Further Review of Library Fines7.
Library Services Director Tim Hetherton will provide further information on NBPL
Policies and procedures regarding library fines as requested by the Board at their
March 19, 2018 meeting.
VI A 7 Library Fines
Corona del Mar Branch Project Update8.
Library Services Director Tim Hetherton will update the Board on the Corona del Mar
Branch Library replacement project.
VI A 8 CDM
Lecture Hall Update9.
Chair Johnson-Tucker will provide an update on activities related to efforts to
integrate a lecture hall on the Central library site.
Library Services10.
Report of Library issues regarding services, customers and staff.
B.Monthly Reports
Friends of the library Liaison Report11.
Trustee update of the most recently attended Friends of the Library Board meeting.
Library Foundation Liaison Report12.
Trustee update of the most recently attended Library Foundation Board meeting.
Witte Lectures Committee Liaison Report13.
Trustee update of the most recently attended Witte Lectures Committee's meeting.
April 16, 2018
Page 4
Board of Library Trustees Meeting
VII.PUBLIC COMMENTS ON NON-AGENDA ITEMS
Public comments are invited on non-agenda items generally considered to be within the subject
matter jurisdiction of the Board of Library Trustees. Speakers must limit comments to three (3)
minutes. Before speaking, we invite, but do not require, you to state your name for the record.
The Board of Library Trustees has the discretion to extend or shorten the speakers’ time limit
on agenda or non-agenda items, provided the time limit adjustment is applied equally to all
speakers. As a courtesy, please turn cell phones off or set them in the silent mode.
VIII.BOARD/COMMITTEE/COMMISSION ANNOUNCEMENTS OR MATTERS WHICH
MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION,
ACTION OR REPORT (NON-DISCUSSION ITEM)
IX.ADJOURNMENT
DRAFT
CITY OF NEWPORT BEACH
Board of Library Trustees Newport Beach Public Library-Balboa Branch
100 E. Balboa Boulevard, Newport Beach, CA 92661 Meeting Minutes March 19, 2018 - 5:00 p.m.
I.CALL MEETING TO ORDER – Chair Johnson-Tucker called the meeting to order at
5:00 p.m.
II.ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion
Trustees Present: Chair Jill Johnson-Tucker, Vice Chair Janet Ray, Secretary Paul Watkins, Board Member Jerry King (arrived at 5:32 p.m.), Board
Member Douglas Coulter
Trustees Absent: None
Staff Present: Library Services Director Tim Hetherton Administrative Support Specialist Elaine McMillion
Assistant City Manager Carol Jacobs Library Services Manager Natalie Basmaciyan Circulation & Technical Processing Coordinator Melissa Hartson
Support Services Coordinator Melissa Kelly Balboa Branch Librarian Evelyn Rogers
III.NOTICE TO THE PUBLIC
IV.PUBLIC COMMENTS
None
V.CONSENT CALENDAR
A.Consent Calendar Items
1.Minutes of the February 27, 2018 Board of Library Trustees Meeting
2.Customer Comments
Monthly review of evaluations of library services through suggestions and
requests received from customers.
Chair Johnston-Tucker noted the response to the person who mistakenly emailed Newport
Beach Library and the favorable comments for Sarah and the genealogy classes.
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Board of Library Trustees Meeting Minutes March 19, 2018
Page 2
Board Member Watkins complimented Natalie Basmaciyan for her response to the
question regarding genealogy classes. Library Services Manager Natalie Basmaciyan advised that she needed to identify a staff
member who is willing to be a genealogy trainer so that genealogy classes can resume. 3. Library Activities
Monthly update of library events, services and statistics.
4. Expenditure Status Report
Monthly expenditure status of the library's operating expenses, services, salaries and benefits by department.
5. Board of Library Trustees Monitoring List List of agenda items and dates for monthly review of projects by the Board
of Library Trustees. Motion made by Board Member Coulter, seconded by Board Member Watkins, and carried
(4-0-0-1) to approve the Consent Calendar. AYES: Johnson-Tucker, Ray, Watkins, Coulter
NOES: ABSTENTIONS: ABSENCES: King
VI. CURRENT BUSINESS
A. Items for Review
6. Balboa Branch Library Report
Branch Librarian Evelyn Rogers will present the annual update on Balboa Branch activities.
Branch Librarian Evelyn Rogers reported that the Branch is housed in one of the oldest daily operating buildings in the City. The Balboa Branch is home to a nautical collection,
a 3-D Blu-Ray collection, and Newport Beach Historical Society displays. The Branch is open six days a week with late hours on Monday and Wednesday and has five regular staff. Thus far, the building has not required any major repairs. The sole ongoing issue
is the lack of power outlets to serve the many devices customers use in the Library. In
2019, she plans to review materials in adult nonfiction in order to move toward current, popular, and local-interest nonfiction. Between March 2017 and February 2018, 54,556
items were checked out of the Branch with July having the highest number of items checked out, 5,558, and December having the lowest number, 3,473. Staff answered 1,328 reference questions by phone and 5,480 in person for a total of 6,808 questions.
The Branch offers two story times per week and a performer or craft program monthly. Staff promotes programs to a local daycare and Newport Elementary. Program
attendance peaks in July and dips in December. Staff began a Family Game Day
program, but it was not successful. During National Library Week, special guests read books with children. Planning for the Summer Reading Program is underway.
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Board of Library Trustees Meeting Minutes March 19, 2018
Page 3
In response to questions, staff advised that the large eucalyptus trees in the parking lot
area are healthy and the City routinely trims them. Pursuant to requirements of the California Department of Fish and Wildlife, the trees cannot be removed because herons nest in them. The sign for the historical displays has brought in foot traffic but cannot be
seen by motorists. The problem with adding power outlets is people want them located in the middle of the floor. The ability to add outlets is unknown as the electrical panel was upgraded a few years ago. Library Services Director Hetherton agreed to explore a larger
sign or a different location for the sign.
Library Assistant Laurie Sanders introduced herself.
7. Annual Budget Approval
Staff requests that the Board approve the Library budget for Fiscal Year
2018/2019 as reviewed at the February 27, 2018 Board of Library Trustees meeting for presentation to City Council.
Library Support Services Melissa Kelly reported finance staff is considering moving funding for the Corona del Mar Branch to the Central Library budget after the fiscal year
begins. She will learn more about the handling of the utilities for the Corona del Mar Branch at a preconstruction meeting scheduled for later in the week. The insurance portion of Internal Service Funds has increased partly due to a reevaluation of assets.
The unfunded liability for pensions has been moved from benefits to Internal Service Funds.
In reply to Chair Johnson-Tucker's inquiry, Library Support Services Kelly advised that salary increases result from bargaining unit agreements. The number of staff decreased
by one full-time position, which will carry forward into the next year.
Motion made by Board Member Coulter, seconded by Vice Chair Ray, and carried (4-0-0-
1) to approve the Library budget for fiscal year 2018/2019.
AYES: Johnson-Tucker, Ray, Watkins, Coulter
NOES: ABSTENTIONS: ABSENCES: King
8. Donation to the Newport Beach Public Library
Staff requests that the Board accept an $8,875 donation from the Newport
Beach Public Library Foundation. Library Support Services Melissa Kelly reported the Library Foundation has accepted
donations from community members who designated their donations for specific collections and the Literacy Program. The Library Foundation is now passing these
donations to the Library.
Chair Johnson-Tucker indicated the donations are not part of the Library Foundation's
donation for the Library's wish list. She will discuss with staff an agenda item regarding
the Library Board of Trustees accepting small donations once per year rather than as donations are received.
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Board of Library Trustees Meeting Minutes March 19, 2018
Page 4
Motion made by Board Member Watkins, seconded by Board Member Coulter, and carried
(4-0-0-1) to accept an $8,875 donation from the Newport Beach Public Library Foundation. AYES: Johnson-Tucker, Ray, Watkins, Coulter
NOES: ABSTENTIONS: ABSENCES: King
9. Review of Library Fines
Library Services Director Tim Hetherton will present information on NBPL
policies and procedures regarding fines.
Library Services Director Hetherton believes fines are intended to encourage the return of
materials so they can be circulated to others and to protect the taxpayers' investment in resources. Staff attempts to work with customers who have incurred excessive fines. The
San Diego model merely defers replacement costs for materials. The Library utilizes Unique Management Services to recover revenue, and Unique provides a return on investment of $5 for every dollar spent. The majority of customers who incur fines are
embarrassed and apologetic. The amount recovered from fines is substantial. The budget contains $140,000 for fine recovery. He recommended retaining the existing policy for fines.
Board Member Coulter noted that San Diego customers keep the items rather than returning them and paying a small fine. He concurred with retaining fines.
Board Member King joined the meeting at 5:32 p.m.
Chair Johnson-Tucker was surprised by the number of frozen accounts and questioned the reasons for customers not returning items and paying fines.
Library Services Director Hetherton explained that the statistics change from day to day. Staff is interested in the automatic renewal feature of the new Integrated Library System.
Board Member Watkins stated the existing policy works well for Newport Beach Library and should be kept as is.
Chair Johnson-Tucker requested the item be continued so that the Library Board of Trustees could be assured that customers are not being disadvantaged by the fine policy.
Jim Mosher suggested customers receive an email on the day an item becomes overdue. A courtesy automatic renewal of items could be limited to one week rather than the
standard three weeks. Perhaps staff could consider a policy of unlimited automatic renewals with a request for a checked-out item prompting a notice for the item to be
returned within a few days.
In reply to Board Member King's query, Library Services Director Hetherton did not believe
a shorter-term automatic renewal would be confusing. The Library would need to educate
customers about the change.
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Board of Library Trustees Meeting Minutes March 19, 2018
Page 5
Circulation & Technical Processing Coordinator Melissa Hartson felt a shorter-term
renewal would be confusing for customers; however, the concept is worth considering. 10. NBPL's Wi-Fi Usage
Staff will give an overview of the Library's public Wi-Fi service. Library Services Manager Natalie Basmaciyan reported customers utilized Wi-Fi almost
260,000 times with an average duration of 97 minutes per session from February 2016 to February 2017. Changing the Wi-Fi Policy to allow unauthenticated use has benefited
customers and staff. More customers can use more devices throughout the Branches.
On the rare occasion when all licenses are in use, perhaps two minutes pass before a license becomes available. Since the addition of 40 licenses in September 2017, only
twice have customers had to wait for a license to become available and then only for a
few moments. The total licenses for all Branches is approximately 270.
In reply to questions, Library Services Manager Basmaciyan indicated the Balboa Branch does experience greater usage during the summer months, but most customers are in the Branch for a brief period of time. She has the session data for Wi-Fi at each Branch but
not for desktop computers. 11. Corona del Mar Branch Project Update
Library Services Director Tim Hetherton will update the Board on the Corona del Mar Branch Library replacement project.
Library Services Director Hetherton reported the Corona del Mar Branch is officially closed. The book sale will be held at the Branch on March 24 and 25. In response to
customers' expectations, three story times will be held at the Community Youth Center
and perhaps outdoors during the summer months. Staff assigned to the Branch have moved to Central Library. Staff is encouraging customers to utilize the concierge service
at OASIS. Staff will learn more about the construction project at a preconstruction meeting
on March 28. Library Board of Trustees are encouraged to attend the groundbreaking ceremony on April 10 where Chair Johnson-Tucker will speak.
12. Lecture Hall Update
Chair Johnson-Tucker will provide an update on activities related to efforts
to integrate a lecture hall on the Central Library site and assign a Lecture Hall Capital Campaign Committee.
Chair Johnson-Tucker reported the visit to Los Angeles was helpful in determining what is not wanted in a lecture hall. A couple of the architects attended a Witte lecture and observed the flow of the existing space. A contract with the architect is under review.
Funding for the lecture hall study has been included in the City's Capital Improvement Program. The architect could have a report ready a couple of months after approval of
the contract. She suggested the formation of a committee to promote, review, and later
fundraise for a lecture hall. The committee could be comprised of members from the Library Foundation, the Witte Committee, and the general public.
In response to Board Member King's offer to assist with fundraising, Chair Johnson-Tucker advised that he could not fundraise as a member of the Library Board of Trustees.
However, he could fundraise for a lecture hall after his term ends.
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Board of Library Trustees Meeting Minutes March 19, 2018
Page 6
Chair Johnson-Tucker appointed herself and Vice Chair Ray to a lecture hall capital campaign committee. 13. Library Services Report of Library issues regarding services, customers and staff.
Library Services Director Hetherton reported the Council approved the contract for carpeting. Staff will attend a meeting with the project manager to learn the details of the
project. Work could begin in mid-April and should not affect the public. The Library
Journal does not include Wi-Fi access in its star ratings because few libraries report it, but Wi-Fi sessions will be counted in the future. The Wheelhouse list includes Witte Lectures
on April 6, 7, 27, and 28, National Library Week beginning April 10, and the
groundbreaking for the new Corona del Mar Branch on April 10.
Chair Johnson-Tucker advised she will attend all the events. All members of the Library Board of Trustees will attend the groundbreaking ceremony. Chair Johnson-Tucker, Vice Chair Ray, and Board Member Watkins will read at Story Time during National Library
Week. B. Monthly Reports
14. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board
meeting. Board Member Coulter related a story about a book selling for $100 in the Library
bookstore. Net income from July 2017 through February 2018 increased by $7,000. The Friends now have 891 members. The Friends sold 48 books in a "blind date" book sale.
At the next meeting, he'll provide more details about the blind date book sale. The Friends
received $1,479 from Amazon sales. The Friends is considering new recycling vendors
who will pay more than 2 1/2¢ per pound.
15. Library Foundation Liaison Report
Trustee update of the most recently attended Library Foundation Board
meeting.
Newport Beach Library Foundation Board Member Karen Clark reported that the Library
Foundation Board voted unanimously to support the construction of a lecture hall. The Foundation Board recently completed a two-day strategic planning session. The Board
has appointed committees to work on various aspects of the strategic plan.
16. Witte Lectures Committee Liaison Report
Trustee update of the most recently attended Witte Lectures Committee's monthly meeting.
Vice Chair Ray reported the next lecture is Maira Kalman whose topic is the "Art and Power of Not Knowing" on April 6 and 7, followed by Masha Gessen on April 27 and 28.
Tickets are still available for all the lectures.
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Board of Library Trustees Meeting Minutes March 19, 2018
Page 7
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Ronnie Watkins remarked on the excellent service and the quality of books at the bookstore.
Vice Chair Ray suggested the Balboa Branch should be the next Branch considered for construction or remodeling.
In answer to Board Member King's question, Library Services Director Hetherton indicated
a Balboa Branch needs assessment was started a few years ago, was delayed, and has
been restarted. Staff has performed needs assessments for Central and Mariners Branches. The Corona del Mar Branch was different because the project was initiated by
the Fire Department. Board Member King wished to utilize needs assessments when
contacting individuals and corporations about supporting the Library.
VIII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM)
None
IX. ADJOURNMENT – 6:12 p.m.
10
1
COMMENT #
Date Received
Source of Comment
Staff Member
Staff Member Title
Date Responded to Customer
1
2/27/2018
Email
Natalie Basmaciyan
Library Services Manager
3/6/2018
2
3/1/2018
Email
Natalie Basmaciyan
Library Services Manager
3/4/2018
NEWPORT BEACH PUBLIC LIBRARY CUSTOMER COMMENTS
MARCH 2018
COMMENT RESPONSE
Good afternoon, Thank you for contacting the Newport Beach
Public Library with the database suggestion. I will look into the
Safari database and evaluate the content and pricing. I will email
you back once I review the information. Sincerely.
Hello, Thanks for the wonderful services provided by Newport Beach Public
Library - I am enjoying them! In the past, I have used "Safari Books Online"
at other libraries, and wanted to suggest that NBPL also offer this ebooks
database if possible. It is much better than Lynda.com in my experience,
for a technology resource. Thanks for considering it.
All the classes are cancelled? I tried to attend classes last year but they
were closed because there wasn't enough space. Now all of them are
cancelled? I know the instructor works part time at the library, what is the
problem? Why don't you charge $5 per class? What about handouts- I
know she already has them prepared.***********************************
Thank you Natalie for your efforts. Sara did a great job and I wish her well
in her full time position. Best.********************************************
Oh my gosh, I am overwhelmed by your efforts! Thank you for copying the
material and placing it in a binder complete with dividers. I owe you either
some homemade baked goods or a Starbucks gift card. Which do you
prefer?*********************************************************************
You are very kind. Thanks again.
Thank you for contacting the Newport Beach Public Library
regarding the Genealogy Series. Sarah has accepted a full-time
Librarian position with the Anaheim Public Library system. I am
trying to identify if other staff has the interest and background to
teach similar classes. I have also reached out to the database
vendor to see if they can host a class for us. As for handouts, I
will send you any I locate. I will be in touch with any updates.
Sincerely. ****************************************
Good morning, I went through Sarah's Genealogy files and have
created a notebook for you with all the handouts and Powerpoint
presentations. Please note that she did not make an outline for
the January 17, 2018, class. She did not prepare any class
materials past February 14th, as she knew she was leaving
around that time.*******************************
The notebook may be picked up in the Administration office
during business hours. I will leave it on the file cabinets. Any
Administration staff may access the notebook for you. Please let
me know if we may be of further assistance with this inquiry or
any others. Thanks again for your interest in the Genealogy
Series. Sincerely.***********************************************
Good morning, knowing you are satisfied and ready to learn more
about genealogy is thanks enough for me. Take care and enjoy
your discoveries.
11
2
COMMENT #
Date Received
Source of Comment
Staff Member
Staff Member Title
Date Responded to Customer
COMMENT RESPONSE
3
3/6/2018
Email
Melissa Hartson
Circ & Tech Processing Coordinator
3/6/2018
4
3/19/2018
Email
Melissa Hartson
Circ & Tech Processing Coordinator
3/19/2018
5
3/21/2018
Email
Melissa Kelly
Support Services Coordinator
3/21/2018
Hi, The Capital Area District Libraries are currently considering a pilot
program to provide curbside pickup for our patrons. In reviewing the
literature on this topic I noticed that the Newport Beach Library use to
provide curbside pick-up. I was wondering if you still provide the service? Is
there someone I could speak to about the service and the library’s
experience in developing or discontinuing the service? Thanks.
As the Circulation and Technical Processing Coordinator for the
Library, I would be glad to discuss our Curbside Pickup Service
with you. We do still offer the service. You may e-mail or call me
directly with your questions.
We apologize for the inconvenience, but we are experiencing a
problem that is connected to a third party vendor and we have
had to disable our online library card registrations. Please visit
any of our Newport Beach Public Library locations to obtain a full-
access library card. California residents are eligible to receive a
free card. There is a short registration form to fill out and we will
need to see your valid California driver’s license or ID. Thank
you for your inquiry. *******************************
We are waiting on a fix from a third party vendor. Unfortunately
we do not have a timeframe on when this might occur to allow
online temporary registration again. Here is the web address for
our registration form,
http://www.newportbeachlibrary.org/home/showdocument?id=562
73. To save time, your clients and friends may print the form and
fill it out prior to coming to the library to obtain their card. We will
still need to verify a California driver's license or ID to issue a
permanent, full access card. Regards.
I was unable to find information about this book club on line and am trying
to find out the title of the book for the April discussion group. Could you
please forward that to me and also tell me how I would navigate that in the
future. Thank you.
The April book is The Underground Railroad by Colson
Whitehead. The book club is a program sponsored by the
Newport Beach Public Library Foundation. To find their schedule
click on the blue tab titled NBPL FOUNDATION under the
Library’s banner. Once you are on the Foundation’s web page,
click on menu in the upper left hand corner and you will find an
option for Book Discussion Groups on the drop down menu. This
will take you to the list of dates and titles. I have also copied
Susan Groux on this email. Susan is the coordinator for
Foundation events and can provide additional information about
the Book Groups. Thanks for using your Library.
Do you know if the website to register for a library card will come back
online soon? Thank you in advance. ************************************* Hi!
Thank you for your prompt reply Melissa. Can you tell me if this feature will
be re-enabled in the future? I understand that it is disabled, but is the
problem going to be ‘fixed’? I like to re-direct my clients to go to your web
portal to get library cards when they ask me for reference information.
Also, I have a friend that comes to town several times a year and would like
to get a library card – she lives in Northern California. It would be great if
she could just fill out a form online, then pickup the card up the next time
she’s in town. It’s very convenient to be able to redirect people to that
website. I hope it will be back. Thank you again. ********
Thank you very much.
12
3
COMMENT #
Date Received
Source of Comment
Staff Member
Staff Member Title
Date Responded to Customer
COMMENT RESPONSE
6
3/26/2018
Email
Debbie Walker
Youth & Branch Services Coordinator
3/26/2018
You asked if we had any upcoming magic shows and about the
Lego Block Parties. Summer Reading Program (SRP) will be
starting on Saturday, June 23 and during the first week of SRP
the library is hosting Billy Bonkers Magic at the Mariners, Central
and Balboa Branches. Mariners shows are on Monday, June
25th at 2:00 and 4:00 pm, Central performances are on Tuesday,
June 26th at 10:00 am and noon and the Balboa Branch show is
on Thursday, June 28th at 11:00 am. This program is geared to
children of all ages. The Lego Block parties are an ongoing
program at our Mariners Branch. Every Wednesday from 3:00 –
4:00 pm children are invited to the storytime room in the
Children’s section of Mariners to play with the many Legos they
have at the Branch. This is not a structured program, just a time
for kids to drop in and make whatever they want with the Legos
we have there. To find out more about the many events we offer
at the Library for Children you can visit our website at
www.newportbeachlibrary.org and choose the link for Children
and then select “Calendar.” You can also call any of our
branches and ask for the Children’s staff if you need any more
information or clarification about the events we have at all of our
library locations. We do appreciate your interest in the library.
Do you have any upcoming magic shows? What is a lego block party?
13
NEWPORT BEACH PUBLIC LIBRARY
To: Board of Library Trustees
From: Tim Hetherton, Library Services Director
Re: Report of Library Activities – April 16, 2018 Meeting
_________________________________________________________________________________
TIM HETHERTON, LIBRARY SERVICES DIRECTOR
“Great libraries have always looked to both the future and the past.”
-Laura Shapiro
PLA – Philadelphia
Melissa Kelly and I were left our own devices as Natalie Basmaciyan, Debbie Walker, and
Melissa Hartson attended the Public Library Association conference in Philadelphia. The Public Library Association, a division of the American Library Association, is a professional association
of public librarians and supporters dedicated to the "development and effectiveness of public
library staff and public library services." Natalie, Debbie and Melissa H. were able to take
advantage of educational opportunities, network with peers, and encounter new vendors and
suppliers. The payoff from conference attendance often manifests itself in the implementation of new resources and services, and our trio of invigorated attendees returned from Philly bristling with ideas. I look forward to see what innovations our three wayfarers implement.
Caterpillars and Butterflies
To celebrate the first day of spring, Children Services held a special Caterpillars and Butterflies program on Tuesday, March 20. Attendees enjoyed butterfly-themed stories, crafts, and were
able to meet our new caterpillar friends! The highlight was the unveiling of two caterpillar
enclosures with live caterpillars. The caterpillars tripled in size within a few days and spun their
cocoons in preparation to turn into butterflies. Many customers visited the Children’s Room at
Central to watch their progress. The butterflies emerged from their cocoons during the week of April 2 and the Children’s staff staged an impromptu release party (outdoors) on April 5. Special
thanks to Children’s Services Librarian Liz Aaron for making this fun and interesting event
happen.
14
Board of Library Trustees’ Wheelhouse list:
April 24, 2 p.m.: Groundbreaking Ceremony for new CDM Library, 420 Marigold Avenue, Corona Del Mar, CA 92625
April 27, 7 – 8:30 p.m.: The Witte Lectures Presents Masha Gessen: The Future is History
Friends Room, Central Library, 1000 Avocado Ave., Newport Beach, CA 92660
April 28, 2 – 3:30 p.m.: The Witte Lectures Presents Masha Gessen: The Future is History
Friends Room, Central Library, 1000 Avocado Ave., Newport Beach, CA 92660
May 18, 11:30 – 2 p.m.: The Gift of Literacy Luncheon with bestselling author Janelle Brown, The Pacific Club, 4110 MacArthur Blvd, Newport Beach, California 92660
NATALIE BASMACIYAN, LIBRARY SERVICES MANAGER
PLA Conference
Youth and Branch Coordinator Debbie Walker, Circulation and Technical Processing Coordinator Melissa Hartson, and I attended the Public Library Association Conference in
Philadelphia. The sessions attended included the Opioid Crisis and Libraries, Teen Life Skills,
and Hiring for Fit.
South Coast Repertory Outreach NBPL Foundation Director of Programs Susan Groux and I hosted an outreach table at South
Coast Repertory on March 31st. SCR featured their production of Shrew, a modern
interpretation of Shakespeare’s Taming of the Shrew. Staff interacted with 45 attendees and
opened one new library card. The outreach display featured books about Shakespeare and
Shakespeare-themed movies, and handouts describing the NBPL Foundation’s Shakespeare Reading Group.
MELISSA KELLY, SUPPORT SERVICES COORDINATOR Facilities
I attended the Pre-Construction meeting on March 22. The attendees included Public Works
staff, Fire Department Staff, IT Department staff, the City’s contracted Project Manager, Gary
Bolin, the project architect, Kelly Needham and representatives from the contractor TELACU.
The discussion focused on the start of the project, days until completion, job site housekeeping, and lines of reporting. During the meeting, I verified that the City is in process of stopping the
Library’s utilities. We also discussed access to the Book Drop. Public Works has asked us to
move it off-site during construction. We are working with the Recreation Department to find a
space for it in the parking lot at 5th a Marguerite near the temporary Fire Station. The Library
staff will empty it Monday through Friday.
15
Staff removed furniture, fixtures and supplies that are usable in other locations. Other items
were removed from the building on March 26 and are scheduled to be auctioned off by City’s surplus contractor, General Auction.
Integrated Library System RFP
From the November report:
An Integrated Library System (ILS) is an enterprise resource planning system for a library, used to track items owned, orders made, bills paid, and patrons who have borrowed. It is the core of the Library’s computerized operations. We installed the current Millennium system in
2008 and the software is becoming outdated. The Library is seeking a new, updated system.
The IT department has budgeted for this system upgrade to occur this fiscal year. A committee
of Library, IT and Purchasing staff members have been working together for the past few months writing a Request for Proposal for a new ILS. The RFP committee finalized the bid document. Purchasing will post the request on PlanetBids portal in early November. We look
forward to updating you on this project as it progresses.
UPDATE: The bids came into the City in January. The purchasing department received proposals from four vendors. The bid documents were handed over to a committee of five staff members
from the Library and IT to read and rate all sections except for the pricing. The City’s
purchasing agent scored the pricing component. The group met on March 29 to discuss the
evaluations. The City is now speaking with the top two competitors and will be setting up demonstrations for staff. Staff will have an opportunity to see the software in action and to ask questions. Using the original ratings for the vendor response, pricing and staff feedback from the
demonstrations, the selection committee expects to make their recommendation for a new
system by the end of May.
Literacy Tickets for the annual Gift of Literacy fundraising luncheon are on sale. They have already sold
120 tickets for the May 18th event.
DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR
Branches
Mariners hosted a St. Patrick’s Day craft program and fairies were the theme for crafting at Balboa, but the big news in March was the closing of CDM mid-month in anticipation of being torn down and rebuilt along with the neighboring fire station to reopen as a new facility
sometime in 2019. A goodby party was held Wednesday, March 14 from 2 – 4. Refreshments
were served and customers, staff and City officials had the opportunity to meet and reminisce
about “old times” but also share the excitement of having a new facility opening in the near future. Storytimes were held as usual, a craft program on Thursday, March 15 and Saturday, March 17 was the last day open to the public.
Annika Helmuth, the CDM Branch Librarian and other members of staff spent the following week
withdrawing the materials collection and packing up furniture and other supplies. On Saturday, March 24 and Sunday, March 25 The Friends of the Library held an extremely successful “everything goes” book sales in the branch itself. Thanks to the generosity of the Recreation
Department, the Books & Babies and Preschool storytimes normally held at CDM will be
16
temporarily relocated to the Community Youth Center (CYC) in Grant Howald Park beginning
the week of April 9. The Friday morning Songs & Stories storytime will be held at Central beginning that same week. After so many years of working on this project it is very exciting to know that it is finally going to happen.
Youth Services
Almost 70 children and their adults attended a Caterpillar and Butterfly program held at Central on March 20. Books and crafts reflected the topic but the big surprise were the live caterpillars on display that began their metamorphosis to becoming butterflies over the next few days. A
display was set up on the Children’s desk to allow everyone a chance to see the transformation.
I had the great privilege of attending the Public Library Association (PLA) convention in Philadelphia with Library Services Manager Natalie Basmaciyan and Circulation Coordinator Melissa Hartson from Wednesday, March 21 to Saturday, March 24. In addition to timely and
interesting speakers, daily sessions covered topics that ranged from Early Literacy, offering
STEM related courses and Teen Life Skills. Many vendors and publishers were on hand in the
main exhibition hall affording librarians the chance to see the latest and greatest library related gadgets in addition to meeting some of their favorite authors. These conventions are a wonderful way to meet other librarians and find out about the latest trends and concerns in the
library world.
Teen Services Aside from the regular YAAC meeting held on March 14, a practice AP test was offered on Saturday, March 31.
MELISSA HARTSON, CIRCULATION AND TECHNICAL PROCESSING COORDINATOR
Staffing
We conducted first and second round interviews for Library Pages. We are moving forward with
two candidates to fill vacancies at Central and Mariners.
PLA Conference
I attended the Public Library Association (PLA) conference this month. I attended several
workshop sessions, including “Change and Evolution in Public Library Collections and Technical
Services,” “Training is Fundamental,” “Coach Your Team to Greatness” and “Hire for Fit.” I
spoke with a number of exhibitors at the conference, some of which are current library vendors and some new vendors to seek out the latest library offerings.
17
Proquest Articles Retrieved
July Aug Sept Oct Nov Dec Jan Feb March AVG.
Business Databases 430 196 125 282 1269 803 559 721 989 597
Newspapers--Current 595 303 600 502 582 1539 1400 930 894 816
Newspapers--Historical 627 352 1741 1547 1453 3086 1845 2679 2623 1773
Magazines 6 6 26 42 155 277 123 180 400 135
JUL AUG SEP OCT NOV DEC JAN FEB MAR
2017 2017 2017 2017 2017 2017 2018 2018 2018
Tracked by #searches
Ancestry 3989 3234 2107 716 968 1128 812 1016 404 14374
A to Z Databases 175 274 239 480 655 321 566 343 789 3842
AskART 28 287 59 64 38 41 34 66 44 661
BioResCtr*15 39 59 43 163 46 72 102 127 666
FoF Ancient Hist 18 47 42 11 47 12 24 64 29 294
GDL 27 17 10 3 11 13 14 25 89 209
GVRL 33 52 72 147 271 124 81 78 600 1458
HeritageQuest 3049 1852 2302 1558 2304 2487 1431 711 1135 16829
Kids InfoBits 53 4 25 63 31 10 5 9 22 222
Lynda.com 21181 25073 17173 8077 7293 6508 7251 7368 6496 106420
LitResCtr 21 105 37 27 94 143 28 33 206 694
Opposing Vpts*140 45 55 775 1681 681 212 263 1357 5209
Nat Geo 20 20 12 11 25 20 14 13 32 167
Nat Geo Kids 11 10 9 22 40 6 14 3 121 236
NoveList Plus 176 185 216 176 136 129 159 109 257 1543
NoveList K-8 Plus 28 21 106 88 11 8 46 9 14 331
ProQuest 1322 875 1462 1668 3744 6739 6509 2931 3463 28713
Ref USA Bus.1907 1469 1459 7587 6303 3903 3034 2906 3030 31598
Ref USA Res.*41 58 96 181 101 118 34 74 74 777
ScienceFLIX 15 6 10 13 36 13 7 40 11 151
Tumblebooks 51 116 184 265 234 359 211 341 451 2212
World Book Online 8 45 22 24 34 28 31 42 43 277
Tracked by #sessions
Cypress Resume 11 12 10 5 10 14 8 5 10 85
Kanopy 64 338 286 388 1076
Testing & EdRefCtr 46 82 45 62 52 78 54 53 51 523
Universal Class 133 111 205 129 47 28 57 101 171 982
Tracked by #page views
Consumer Reports 1405 1133 1158 2070 1909 1765 520 1645 11605
CultureGrams 239 561 161 331 160 406 443 190 540 3031
Morningstar 22380 3474 16425 46200 2934 2862 7521 7025 5357 114178
NetAdvantage 2964 2624 2879 3427 2569 X 1773 1556 1815 19607
RealQuest 248 1014 81 19 99 20 111 173 143 1908
Value Line 14635 15129 16918 18108 15339 14118 16807 15018 13958 140030
Tracked by Hours Used
Rosetta Stone 66.7 42.3 22.4 57.4 20.3 36.2 34 28.9 28.5 336.7
Notes:
*No Data for NetAdvantage for December 2017 due to platform migration to Capital IQ.
*Kanopy officially launched at the beginning of 2018. Sessions equal the number of video plays.
Database FY
Comparisons
YTD
17/18
18
Mar-18 YTD 17/18 YTD 16/17
BALBOA 6,679 55,080 59,696
CdM 1,988 30,721 37,364
MARINERS 30,270 257,914 271,615
CENTRAL 73,629 639,471 646,325
Ebooks/Emagazines 11,463 91,249 86,881
TOTAL 124,029 1,074,435 1,101,881
APR 17 117,555
MAY 17 121,702
JUN 17 123,502
JUL 17 135,639
AUG 17 129,109
SEP 17 117,807
OCT 17 120,348
NOV 17 113,587
DEC 17 106,451
JAN 18 119,751
FEB 18 107,236
MAR 18 124,029
TOTAL 1,436,716
12 Month Comparison
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2018
CIRCULATION
BALBOA
CdM
MARINERS
CENTRAL
Ebooks/Emagazines
100,000
105,000
110,000
115,000
120,000
125,000
130,000
135,000
140,000
145,000
150,000
155,000
160,000
APR 17 MAY 17 JUN 17 JUL 17 AUG 17 SEP 17 OCT 17 NOV 17 DEC 17 JAN 18 FEB 18 MAR 18
1701476
1575518
1818709
1588822
1582953
1582914
1598265
1610818 1529391
1464640
1250000
1375000
1500000
1625000
1750000
1875000
2000000
FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
CIRCULATION
19
Mar-18 YTD 17/18 YTD 16/17
BALBOA 140 3,673 4,367
CdM 473 3,865 4,242
MARINERS 613 25,660 26,612
CENTRAL 10,517 83,365 83,838
TOTAL 11,743 116,563 119,059
12 Month Comparison
APR 17 12,914
MAY 17 11,249
JUN 17 13,927
JUL 17 14,049
AUG 17 14,220
SEP 17 13,642
OCT 17 13,571
NOV 17 12,281
DEC 17 11,095
JAN 18 13,313
FEB 18 12,649
MAR 18 11,743
TOTAL 154,653
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2018
REFERENCE
BALBOA
CdM
MARINERS
CENTRAL
0
3,000
6,000
9,000
12,000
15,000
18,000
21,000
24,000
APR 17 MAY 17 JUN 17 JUL 17 AUG 17 SEP 17 OCT 17 NOV 17 DEC 17 JAN 18 FEB 18 MAR 18
178028
181315
211742
199880
191567
184260
190391
168496
162510
157149
120000
140000
160000
180000
200000
220000
240000
FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
REFERENCE
20
Mar-18 YTD 17/18 YTD 16/17
BALBOA 3,847 33,213 36,531
CdM 1,733 25,343 28,458
MARINERS 24,291 194,054 185,819
CENTRAL 70,139 586,113 563,588
TOTAL 100,010 838,723 814,396
12 Month Comparison
APR 17 99,573
MAY 17 95,830
JUN 17 92,307
JUL 17 99,269
AUG 17 98,764
SEP 17 96,636
OCT 17 88,092
NOV 17 88,082
DEC 17 86,211
JAN 18 93,209
FEB 18 88,450
MAR 18 100,010
TOTAL 1,126,433
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2018
CUSTOMERS SERVED IN LIBRARY
BALBOA
CdM
MARINERS
CENTRAL
50,000
60,000
70,000
80,000
90,000
100,000
110,000
120,000
130,000
140,000
150,000
160,000
170,000
APR 17 MAY 17 JUN 17 JUL 17 AUG 17 SEP 17 OCT 17 NOV 17 DEC 17 JAN 18 FEB 18 MAR 18
1239790
1200664
1258585
1258902 1131330
1074933
1399841
1256238
1209719
1102106
600000
775000
950000
1125000
1300000
1475000
1650000
FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
CUSTOMERS SERVED IN LIBRARY
21
Mar-18 YTD 17/18 YTD 16/17
BALBOA 142 1,246 1,144
CdM 373 5,129 5,527
MARINERS 1,278 10,266 9,528
CENTRAL 3,314 30,804 34,811
TOTAL 5,107 47,445 51,010
12 Month Comparison
APR 17 5,193
MAY 17 6,136
JUN 17 8,118
JUL 17 7,984
AUG 17 4,783
SEP 17 6,216
OCT 17 5,556
NOV 17 4,793
DEC 17 3,722
JAN 18 4,152
FEB 18 5,177
MAR 18 5,107
TOTAL 66,937
PROGRAM ATTENDANCE
NEWPORT BEACH PUBLIC LIBRARY - MARCH 2018
BALBOA
CdM
MARINERS
CENTRAL
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
APR 17 MAY 17 JUN 17 JUL 17 AUG 17 SEP 17 OCT 17 NOV 17 DEC 17 JAN 18 FEB 18 MAR 18
41987
43419 28680 53534
51570
51894
49977
64473
67646
69922
0
15000
30000
45000
60000
75000
90000
FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17
PROGRAM ATTENDANCE
22
LIBRARY EXPENDITURES 2017-2018
(July, 2017 through March, 2018)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
LAST
MONTH
YTD
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL-TIME REGULAR 2,718,341 2,718,341 1,882,683 1,680,463 202,220 835,658
SALARY PART-TIME 994,727 1,056,389 585,715 522,221 63,494 470,674
BENEFITS 2,297,473 2,297,473 1,626,313 1,515,979 110,334 671,160
SALARY & BENEFITS TOTAL 6,010,541 6,072,203 4,094,711 376,048 1,977,492
II MAINT & OPERATION
PROFESSIONAL SERVICE*137,577 137,577 79,149 68,774 10,375 58,428
UTILITIES 274,350 274,350 228,531 207,838 20,693 45,819
PROGRAMMING 5,500 14,300 2,675 2,527 148 11,625
SUPPLIES**82,170 84,122 64,538 55372 9,166 19,584
LIBRARY MATERIALS 619,740 627,156 551823 512710 39,113 75,333
FACILITIES MAINTENANCE 174,747 175,271 129,932 116,915 13,017 45,339
TRAINING AND TRAVEL 15,075 17,352 5,420 3,342 2,078 11,932
GENERAL OPERATING EXPENSES 24,200 25,101 13,250 11,268 1,982 11,851
PERIPHERALS 7,500 7,500 123 123 0 7,377
INTERNAL SERVICE FUNDS 993,745 993,745 745,309 662,497 82,812 248,436
OFFICE EQUIPMENT 2,000 2,000 0 0 0 2,000
MAINT & OPERATION TOTAL 2,336,604 2,358,474 1,820,750 1,641,366 179,384 537,724
LIBRARY BUDGET TOTAL 8,347,145 8,430,677 5,915,461 1,641,366 555,432 2,515,216
*PROFESSIONAL SERVICES - INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE,
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
23
FOUNDATION
FY 17-18
3/31/2018
WISH LIST FOR 17-18
Date Funded Amount Purpose
Amt
Expended
YTD Notes
9/2017 Wish List
50,000$ eBook Content & Platform $ 19,857 In Process
13,125$ Lynda.Com Subscription $ 13,125 Complete
20,000$ Daily Pilot Digitization $ 10,400 In Process
11,000$ Mariners Popular Library $ 11,000 Complete
3,000$ Balboa Branch Fixtures $ 3,000 Complete
25,000$ Wayfinding Kiosk Investigating Options
9,500$ Signage In Process
5,400$ Blinds $ 5,400 Complete
13,000$ AWE Early Literacy Stations $ 13,000 Complete
5,000$ Adult Literacy Program $ 5,000 Complete
Total 155,025$ $ 80,782
Designated Gifts
3/2018 5,000$ Balboa Blu-Ray & DVDs
200$ Balboa other materials
75$ Children's Books
3,600$ Literacy Program
Total 8,875$
24
FRIENDS
FY 17-18
As of 3/31/18
Date of Gift Amount Purpose
Amt
Expended
YTD Notes
7/2017 Wish List
$60,000 Audio Visual materials $ 19,500 In Process
$65,000 New releases $ 26,000 In Process
$50,000 Children's & YA materials $ 25,000 In Process
$55,000 Programming (SRP, etc.) $ 24,200 In Process
$10,000 Flipster $ 10,000 Complete
$5,000 Lucky Day Collection $ 400 In Process
$5,000 Literacy $ 5,000 Complete
250,000$ 110,100$
25
Previous
Agenda Date AGENDA ITEM Scheduled
Agenda Date
Ongoing Corona del Mar Branch Project Update Ongoing
Ongoing Lecture Hall Update Ongoing
Mar 20, 2017 Library Material Selection & Downloadable Services Apr 16, 2018
Mar 19, 2018 Further Review of Library Fines Apr 16, 2018
May 15, 2017 Media Lab Update May 14, 2018
May 15, 2017 Marketing Update & Social Networking Update May 14, 2018
Jun 19, 2017 Branch Update - Corona del Mar Jun 18, 2018
Jun 19, 2017 Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June)Jun 18, 2018
Jun 19, 2017 Adult and Reference Services Update Jun 18, 2018
Jul 17, 2017 Statistical Comparison Report of Peer Libraries/Meeting Spaces Jul 16, 2018
Jul 17, 2017 Election of Board of Library Trustees Officers/Trustee Liaisons Jul 16, 2018
Jul 17, 2017 Proposed Library Closures for Winter Holidays 2018 Jul 16, 2018
Aug 21, 2017 Information Technology Update Aug 21, 2018
Sep 18, 2017 Literacy Program Update Sep 17, 2018
Oct 16, 2017 Branch Update - Mariners Oct 16, 2017
Oct 16, 2017 Youth Services Update Oct 16, 2017
Jan 16, 2018 Review Holidays / Meeting Schedule Jan 22, 2019
Jan 16, 2018 Newport Beach Public Library eBranch & Database Review Jan 22, 2019
Feb 27, 2018 Annual Budget - Preliminary Review Feb 27, 2018
Feb 27, 2018 Arts & Cultural Update Feb 27, 2018
Mar 19, 2018 Branch Update - Balboa Mar 18, 2019
Mar 19, 2018 Annual Budget - Approval Mar 18, 2019
Mar 19, 2018 WiFi Usage Compared to Other Libraries Mar 18, 2019
Mar 19, 2018 Assign a Lecture Hall Capital Campaign Committee Mar 18, 2019
Mar 19, 2018 Review of San Diego Library's Proposed Library Fines Policy
Oct 10, 2006 Newport Beach Public Library Internet Use Policy
Oct 10, 2006 Library Gift and Donor Policy
Oct 10, 2006 City Council Policy Manual # I-7 - Library Meeting Rooms
Sep 27, 2011 Newport Beach Public Library Collection Development Policy
Sep 27, 2011 Children in the Library
Sep 27, 2011 City Council Policy Manual # I-1 - Library Service Policy
Feb 3, 2014 Newport Beach Public Library Gift Policy
Feb 6, 2012 Expressive Activity Areas Library Policy For Use of the Library Grounds
May 12, 2015 Newport Beach Public Library Use Policy
Feb 27, 2018 Circulation Policy
BOARD OF LIBRARY TRUSTEES MONITORING LIST
POLICY REVIEW
26
_________________________________________________________________________________
The Library’s collection is in a continuous state of transformation. Evaluation, selection, and de-
selection occurs with Library staff. Staff follows the Newport Beach Public Library’s Collection
Development Policy, seeking to provide breadth and depth within the collection, various points of view,
and in differing formats. Each of the Librarians are responsible for a specific area of collection
development. When making decisions, staff aim to create a balance of materials of permanent value
with those of current interest. Selectors look at professional review journals, borrowing patterns,
publicity and advertising, current events, curriculum needs, and literary prizes and use their professional
training to assist them in collection development.
On occasion, a customer will express concerns about a specific title in the collection. Per Library Policy,
the customer is provided a copy of the Collection Development Policy and asked to fill out a “Request
for Evaluation of Library Resources” form. Staff review and evaluate the title and submit a
recommendation to the Library Director. The customer receives a response after the evaluation and
recommendation processes are completed.
The remainder of this report summarizes some of the highlights of how the collection has evolved since
March 2017. Julie Duncan, Library Support Supervisor, will also make an oral presentation, “Follow the
Book.” She will report on the process of what happens to our materials after we order them to getting
them on our shelves.
FIRST IN SERIES:
The Library added “First in Series” stickers to the adult mystery collections. Customers often want to
start at the beginning of a series. Adding this detail to the spine of each initial series book allows for
higher visibility as customers browse the bookshelves.
LUCKY DAY:
Last month, the Library converted its Rental Book Collection to a Lucky Day Collection. The new
collection gives customers access to the most current popular books free of charge and without waiting
on hold for them. They are available for immediate checkout on a first-come, first-served basis.
DOWNLOADABLE AUDIOBOOKS:
The downloadable audiobooks are a popular format with our customers. The Library expanded its Axis
360 offerings to include downloadable audiobooks. We coincided the debut of this collection with our
Fall Digital Saturday event last September. Since the addition, we have seen a steady increase in the
number of checkouts for the Axis 360 audiobooks.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Melissa Hartson, Circulation and Technical Processing Coordinator
TITLE: Library Material Selection & Downloadable Services Update
27
DOWNLOADABLE MAGAZINES:
Thanks to funding from the Friends of the Library, Flipster, a downloadable magazine service was added
in the new year. Flipster offers an array of unique titles to download, such as children’s magazines, a
suite of Time, Inc. titles, and Bloomberg publications, thus complementing our existing RB Digital
magazine service.
STREAMING VIDEO:
The Library launched Kanopy, a streaming video service, in January. Kanopy gives our customers access
to over 26,000 films, ranging from documentaries, to classic feature-length, to indie and foreign films.
Kanopy’s content providers include PBS, The Criterion Collection and The Great Courses.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item). d a pargraph describing any aditional meth
28
_____________________________________________________________________________________
DISCUSSION:
At the March Board of Library Trustees meeting, staff presented an overview of the Library’s policies
and procedures regarding fines. In response to the presentation, the Trustees requested further
information concerning frozen accounts, fine thresholds, and fine recovery. I think the best way to
convey this information is to address specific questions.
1.Please explain, “Frozen accounts”.
A frozen account is any Library card account with a balance owed of $5.00 or more. Currently, the
Library has 17,636 frozen accounts. Frozen account totals seem high, but it is a fluid number as
customers move in and out of frozen status daily.
2.How do we contact customers with frozen accounts? Is there any record of mail being returned or
other evidence that they may have moved?
To assist with preventing frozen accounts, the Library e-mails courtesy notices three days prior to an
item’s due date. The Library also e-mails two overdue notices if items are still not returned. Once an
item goes into a billed status, the Library mails a billing notice to the address on file. The notices we
send out are sometimes sent back when a customer is no longer at that particular address.
3.How are frozen accounts treated if the cardholder is not using the library in any way; and if they
do not check out anything, will we even know if they are still visiting?
If a frozen account owes more than $40.00, we contact Unique Management Services to recover the
money. If customers do not check out materials, use a database, or log into a public computer terminal,
we have no record of Library use.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton, Library Services Director
Melissa Hartson, Circulation and Technical Processing Coordinator
TITLE: Further Review of Library Fines
29
4. If they are not coming in, and the last activity was in 1988, do they get tallied with the frozen
accounts? Seems they should go into an inactive account.
Our ILS does not have varying levels of account activity, however per the City’s Records Retention
Schedule, customer records are removed from the ILS if an account owes fines less than $20.00 and
remains inactive for 3 or more years.
5. Can we figure out a way to chart and quantify the frozen accounts?
Yes, we can we can chart and quantify the following data fields:
• Place of residence
• Customer Type (Adult, Juv, YA)
• Money Owed
• Last Circulation Activity
6. Should we add in other library card usage, like computer use?
Customers with frozen accounts are unable to use our public computer terminals, may not access our
databases and cannot checkout any downloadable or streaming content. Therefore, we cannot add in
other library card usage because they do not have access to these resources.
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).
30
_____________________________________________________________________________________
DISCUSSION:
The Corona del Mar Branch Library officially closed at 6 p.m. on Saturday, March 17. Staff has removed
collections, furniture and equipment. Some furniture has been re-purposed at other NBPL locations,
while some pieces have been surplused.
The Friends of the Library held a book sale after closure, on Saturday March 24, from 10 a.m. to 2 p.m.
and on Sunday, March 25, from 11 a.m. to 2 p.m. Friends President Amy Hunt reported, “The sale this
weekend went great. From the moment we opened our doors on Saturday morning with a line out thru
the parking lot, we had tons of people show up. It was beyond our wildest dreams. I was hoping for
maybe 50 people - hopefully 100 & we probably had 4 or 5 times that. We made $3032.41 from the 2
days.”
Branch Librarian Annika Helmuth and Library Clerk Haidee Barker have been assigned to the Central
Library until the branch reopens in the summer of 2019. Ms. Helmuth will continue to provide two
weekly story times: “Book & Babies” (10:30, Tuesday, starting April 10) and “Preschool Story
Time”(11:45, starting April 12) at Grant Howald Park & Community Youth Center at 3000 Fifth Ave. The
popular Friday program, “Songs & Stories” will move to Central Library at 10:30 due to the large crowds
it attracts.
Customers are encouraged to take advantage of concierge services at the OASIS Senior Center, 801
Narcissus Ave. to return materials and pick up holds. Hours are Monday to Friday from 8 a.m. - 5 p.m.
On March 22, Public Works held a pre-construction meeting with the contractor and Library staff. The
following items were decided at the meeting:
•The book drop will be moved to the parking lot on 5th Avenue, across from OASIS.
•The Ground Breaking ceremony has been moved to 4/24 due to a scheduling conflict.
•Major demolition was originally scheduled to start on 4/16, but the Fire Dept. may not be ready
so it will probably be pushed back to 4/23
•Abatement work in the Library has commenced.
•Peter Tauscher (City PW) is in the process of turning off the gas and electric services at
CDM. The contractor will be responsible for the connections and costs during construction.
•Per Joey Bensie (City IT) it is very possible that we can keep the original CDM phone #.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton, Library Services Director
TITLE: Corona del Mar Branch Project Update – March 2018
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• A walkway will be maintained in front of the building, but the construction fence may come out
further than the current sidewalk.
• Peter Tauscher will be the Public Works point person for the construction.
• Public Works has hired an outside Construction Manager, Gary Bolin, to be the on-site person
for the City.
• Contractors may not start work before 7 am on weekdays and 8 am on Saturdays. Any work
outside of those hours will be approved ahead and the neighborhood will be noticed.
• The contractor TELACU, has an interesting history. Check out their website http://telacu.com/
• The contractors are very professional and have completed several other jobs with design
architect Kelly Needham.
• It was nice to see Kelly Needham again.
On Thursday, March 29, Library staff met with City IT to discuss technological infrastructure in the
branch. Staff again reiterated the need for furniture with power and USB capabilities, abundant power
outlets, and strong WiFi service.
On Tuesday, April 24, at 2 p.m., the City will host a groundbreaking ceremony for the new facility.
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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