HomeMy WebLinkAboutDEC 17 2018 AGENDA-PACKETCITY OF NEWPORT BEACH
BOARD OF LIBRARY TRUSTEES AGENDA
Newport Beach Public Library
1000 Avocado Avenue, Newport Beach, CA 92660
Monday, December 17, 2018 - 5:00 PM
Board of Library Trustees Members:
Janet Ray, Chair
Paul Watkins, Vice Chair
Douglas Coulter, Secretary
Kurt Kost, Board Member
Jill Johnson-Tucker, 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.
December 17, 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 November 13, 2018 Board of Library Trustees Meeting1.
MINUTES
Customer Comments2.
Monthly review of evaluations of library services through suggestions and requests
received from customers.
CUSTOMER COMMENTS
Library Activities3.
Monthly update of library events, services and statistics.
LIBRARY ACTIVITIES
Expenditure Status Report4.
Monthly expenditure status of the library's operating expenses; services, salaries and
benefits by department.
EXPENDITURE STATUS REPORT
Board of Library Trustees Monitoring List5.
List of agenda items and dates for monthly review of projects by the Board of Library
Trustees.
BLT MONITORING LIST
VI.CURRENT BUSINESS
A.Items for Review
December 17, 2018
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Board of Library Trustees Meeting
Proposed use of the retail space located on the Central Library 2nd floor
entrance.
6.
Staff will present a formal proposal for relocating the Library's passport service to the
former credit union.
07 - VI A 6 - 1 Staff Report - Proposed Use of Retail Space
VI A 6 - 2 Staff Report ATTACHMENT A - Passport Services at Other Libraries
VI A 6 - 3 Staff Report ATTACHMENT B - Proposed Layout of Passport Office
Corona del Mar Branch Project Update7.
Staff will update the Board on the Corona del Mar Branch Library replacement
project.
VI A 7 - Staff Report - Corona Del Mar Branch Project Update November 2018
Lecture Hall Update8.
Trustee Johnson-Tucker will provide an update on activities related to efforts to
integrate a lecture hall on the Central Library site.
Library Services9.
Report of Library issues regarding services, customers and staff.
B.Monthly Reports
Friends of the Library Liaison Report - DC10.
Trustee update of the most recently attended Friends of the Library Board meeting.
Library Foundation Liaison Report - JJT11.
Trustee update of the most recently attended Library Foundation Board meeting.
Witte Lectures Committee Liaison Report - KK12.
Trustee update of the most recently attended Witte Lectures Committee meeting.
Literacy Services Liaison Report - TH & PW13.
Trustee update of the most recently attended Literacy Services Advisory Board
meeting.
December 17, 2018
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Board of Library Trustees Meeting
Library Live Lectures Liaison Report - JR14.
Trustee update of the most recently attended Library Live Lectures Committee
meeting.
VII.PUBLIC COMMENTS ON NON-AGENDA ITEMS
Public comments are invited on agenda and non-agenda items generally considered to be
within the subject matter jurisdiction of the [Board/Committee/Commission]. 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/Committee/Commission] 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—Central Library 1000 Avocado Avenue, Newport Beach 92660
Meeting Minutes November 13, 2018 - 5:00 p.m.
I.CALL MEETING TO ORDER –Chair Ray called the meeting to order at 5:00 p.m.
II.ROLL CALL - Roll call by Administrative Support Specialist Elaine McMillion
Trustees Present: Chair Janet Ray, Vice Chair Paul Watkins, Secretary Douglas
Coulter, Board Member Jill Johnson-Tucker, Board Member Kurt Kost
Trustees Absent: None
Staff Present: Tim Hetherton, Library Services Director
Elaine McMillion, Administrative Support Specialist Natalie Basmaciyan, Library Services Manager
Melissa Hartson, Circulation & Technical Processing Coordinator
Debbie Walker, Branch & Youth Services Coordinator Rebecca Lightfoot, Adult Services Coordinator
Claire Leach, Librarian II
III.NOTICE TO THE PUBLIC
IV.PUBLIC COMMENTS
None
Chair Ray announced Agenda Item Number VI.B.14 will be heard following Agenda Item
Number V.
V.CONSENT CALENDAR
A.Consent Calendar Items
1.Minutes of the October 15, 2018 Board of Library Trustees Meeting
2.Customer Comments
Monthly review of evaluations of library services through suggestions andrequests received from customers.
3.Library Activities
Monthly update of library events, services and statistics.
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Board of Library Trustees Meeting Minutes November 13, 2018
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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 Kost, and carried
(4-0-1-0) to approve the Consent Calendar.
AYES: Ray (Items 2-5), Watkins, Coulter, Johnson-Tucker, Kost
NOES:
ABSTENTIONS: Ray (Item 1) ABSENCES:
VI. CURRENT BUSINESS
A. Items for Review 6. Media Lab Use Policy
Staff requests that the Board review the Media Lab Use Policy and approve
suggested changes.
Library Services Director Hetherton reported the Media Lab Use Policy was first implemented in 2013. Staff recommends deleting the language requiring patrons to provide a photo identification because patrons must use their library cards to log into
media equipment. The Policy is currently working well.
Vice Chair Watkins suggested the Board of Library Trustees consider incorporating Mr.
Mosher's proposed revisions of changing paragraph 3, second sentence, to "[r]eservations will be held for 10 minutes after they are scheduled to begin and, if not used, will be
considered canceled at that time;" changing paragraph 6, third sentence, to "[c]ustomers
using the Media Lab for audio projects must use headphones;" and deleting paragraph 13.
Board Member Coulter disagreed with changing paragraph 3. Board Member Johnson-Tucker concurred with all changes even though she preferred staff continue to obtain
photo identification due to the cost of the equipment. Library Services Director Hetherton advised that security measures were in use.
In reply to Board Member Kost's inquiry, Library Services Manager Natalie Basmaciyan indicated the sound room is booked almost every day from open to close. Two to seven people use the Media Lab at any given time.
Motion made by Vice Chair Watkins, seconded by Board Member Johnson-Tucker, and
carried (4-1-0-0) to approve the Media Lab Use Policy with staff's and Vice Chair Watkins'
revisions.
AYES: Ray, Watkins, Johnson-Tucker, Kost
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Board of Library Trustees Meeting Minutes November 13, 2018
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NOES: Coulter
ABSTENTIONS: ABSENCES: 7. Sound Lab Use Policy Staff requests that the Board review the Sound Lab Use Policy and approve suggested changes.
Library Services Director Hetherton recommended the Board of Library Trustees delete
the language requiring patrons to provide a photo identification.
Vice Chair Watkins proposed revisions consistent with Mr. Mosher's comments to change
paragraph 3, second sentence, to "[r]eservations will be held for 10 minutes after they are
scheduled to begin and, if not used, will be considered canceled at that time;" and to delete paragraph 14.
In answer to Chair Ray's question, Library Services Manager Basmaciyan indicated few customers under the age of 14 years utilize the room.
Motion made by Vice Chair Watkins, seconded by Board Member Johnson-Tucker, and carried (4-1-0-0) to approve the Sound Lab Use Policy with staff's and Vice Chair Watkins'
revisions. AYES: Ray, Watkins, Johnson-Tucker, Kost
NOES: Coulter ABSTENTIONS:
ABSENCES:
8. Donation to the Newport Beach Public Library
Staff requests that the Board accept a $500 donation made to the Newport
Beach Public Library.
In reply to Chair Ray's inquiry, Library Services Director Hetherton reported Larry and Barbara Spitz are the donors. He agreed to provide contact information for Mr. and Mrs. Spitz so that Chair Ray can send a thank you letter.
Motion made by Board Member Coulter, seconded by Vice Chair Watkins, and carried (5-0-0-0) to accept a donation of $500 to the Newport Beach Public Library.
AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES:
ABSTENTIONS: ABSENCES:
9. Corona del Mar Branch Project Update Staff will update the Board on the Corona del Mar Branch Library
replacement project.
Library Services Director Hetherton reported Public Works has invited the Board of Library
Trustees to tour the building, which he will arrange. Construction could be complete as
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Board of Library Trustees Meeting Minutes November 13, 2018
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soon as May. The Friends of the Library has made a substantial gift for an opening day
collection and teak furniture. Staff is currently planning the opening day collection. Karen Carlson has also made a gift to the Foundation for the Branch. The project is under budget and ahead of schedule.
10. Lecture Hall Update
Trustee Johnson-Tucker will provide an update on activities related to
efforts to integrate a lecture hall on the Central Library site.
Board Member Johnson-Tucker advised that Chair Ray, Library Services Director
Hetherton, Assistant City Manager Carol Jacobs and she will meet to discuss the architect's fees and concepts. She presented the project to the City Arts Commission.
Marketing Specialist Katherine Mielke has developed some initial marketing materials.
The Witte booklet of speakers can be updated, but the cost is more than anticipated.
Vice Chair Watkins disclosed Councilman O'Neill's firm support for a lecture hall and concern about parking.
11. All Staff Meeting Staff requests that the Board of Library Trustees approve opening all NBPL locations at 10:00 a.m. on Wednesday, December 5, for the purpose of an
all staff meeting. Library Services Director Hetherton requested approval of a delayed opening on
December 5 so that staff can attend an all-staff meeting. An all-staff meeting has not been held in a while, and the Library has several new staff members.
Motion made by Board Member Coulter, seconded by Board Member Johnson-Tucker, and carried (5-0-0-0) to approve opening all Branches at 10:00 a.m. on Wednesday,
December 5, 2018, after an all-staff meeting.
AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost
NOES: ABSTENTIONS: ABSENCES:
Vice Chair Watkins questioned whether a representative of the Board of Library Trustees should be present for the meeting. Board Members Coulter and Johnson-Tucker
responded no because of time constraints. Library Services Director Hetherton offered to provide a summary of the meeting and the administrative staff retreat in December. 12. Library Services Report of Library issues regarding services, customers, and staff.
Library Services Director Hetherton related staff's proposal to move passport services and to open a business center in the former credit union site. The Friends have expressed
interest in selling books and gift shop items as well. The Library would staff the area. The
Community Development Department will delay offering the site to the public until the Board of Library Trustees can approve staff's proposal. If the Council approves the
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Board of Library Trustees Meeting Minutes November 13, 2018
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proposal, it will probably decrease City revenue by $30,000. However, the public
amenities and goodwill could make up for the $30,000 loss In response to questions, Library Services Director Hetherton advised that passport fees
are deposited into the City general fund. Staff could possibly provide notary services. Sale proceeds could be designated for the Friends or the City. Passport services could expand from appointment-only service to walk-in service. Several staff members are
certified for passport services and can obtain notary licenses. Library Services Manager Basmaciyan added that staff processes 8-12 passports on an average day. The space
has a backroom that can be used for situations requiring privacy. Library Services Director
Hetherton explained that a few improvements will be needed. He will present a formal proposal to the Board of Library Trustees in December.
Chair Ray supported the proposal because the services would be visible to Library customers.
Board Member Kost remarked that the current passport services space could be converted to a study room.
Library Services Director Hetherton invited Board Members to attend the Friends' check presentation to the City Council on November 27. The Library will obtain a table at the
Corona del Mar Christmas Walk and share renderings of the new Branch. Festival Ballet will perform an abridged Nutcracker on December 1. Tickets to the performance can be obtained online.
Board Member Coulter advised that he can attend the check presentation.
Vice Chair Watkins noted the Mayor's Reception is scheduled for December 11 at The Dunes. The cost is $40, and he and his wife will attend.
Board Member Johnson-Tucker agreed to forward information regarding the Mayor's Reception to Library Services Director Hetherton, who can forward the information to all
Board Members. Library Services Director Hetherton introduced Librarian II Claire Leach.
B. Monthly Reports
13. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board meeting.
Board Member Coulter reported the total of the Friends' quarterly book sale was $2,000 less than in 2017 because of the OASIS Senior Center's rummage sale. In October,
membership fees raised $835, and the art sale raised $940. Total sales for 2018 are $339 higher than total sales in 2017. The Friends may change the buy-one-get-one promotion
to a 50-percent discount. Sales of 110 books on amazon.com raised $2,700 in October.
The Friends utilize the Library's book rate to ship books sold on amazon.com. The Friends' member luncheon is scheduled for December 10. He had suggested the Friends
promote books sales through the Stu News.
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Board of Library Trustees Meeting Minutes November 13, 2018
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14. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting.
Kathy McCarrell, Newport Beach Public Library Foundation Interim Executive Director, reported the Foundation Board of Directors has raised the minimum donation from $1,000
to $2,500 for the donor wall effective January 30, 2019. Tablets currently on the wall will remain. The Foundation's Bookmark will announce the new donation tiers. The current
cost of the tablets is approximately $3,000.
Board Member Kost remarked that the increase could cause the number of donations to
increase prior to the effective date. In response to Board Member Kost's query, Chair Ray
advised that the donor wall will remain visible if the lecture hall is built as proposed.
15. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting.
Board Member Kost advised that the first lecture will feature Hanna Rosin on January 25 and 26. The Orange Coast magazine will interview Ms. Rosin. The Committee is
contacting the lecturers to ensure the accuracy of promotions. Sponsorships currently total $50,000, which is one-third of the $150,000 goal. The Committee is exploring the Lido Hotel as housing for lecturers; searching for a couple of new members; and
considering creating an advisory board. Ticket sales have been good.
Chair Ray expressed surprise that the Committee had not released promotions with the
first lecture in January.
16. Literacy Services Liaison Report
Trustee update of the most recently attended Literacy Services Advisory Board meeting.
Vice Chair Watkins indicated Library Services Director Hetherton and he would attend the ProLiteracy Board meeting following the Board of Library Trustees meeting.
17. Library Live Lectures Liaison Report
Trustee update of the most recently attended Library Live Lectures
Committee's meeting. Toby Larson, Newport Beach Public Library Foundation Board Member, reported the most
recent speaker talked about food waste. Bracken's Kitchen, who uses donated food items to feed the homeless, provided appetizers following the speaker. Approximately 120
people attended the event. Susan Orlean, the next speaker, is scheduled for February.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
None
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Board of Library Trustees Meeting Minutes November 13, 2018
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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)
Items for the December meeting include updates regarding the all-staff meeting and the administrative staff retreat and a formal proposal for use of the credit union space. IX. ADJOURNMENT – 5:59 p.m.
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1
COMMENT #
Date Received
Source of Comment
Staff Member
Staff Member Title
Date Responded to Customer
1
11/4/2018
Email
Debbie Walker
Branch & Youth Services Coordinator
11/5/2018
2
11/4/2018
Email
Debbie Walker
Branch & Youth Services Coordinator
11/5/2018
3
11/6/2018
Comment Card
4
11/7/2018
Email
Elaine McMillion
Administrative Support Specialist
11/8/2018
I am a recently retired NMUSD elementary school district. I love working with
children and I love children's books!
Thank you for your interest in the Newport Beach Public Library.
The Newport Beach Public Library’s job openings when available
are posted on the City of Newport Beach website. To view
available jobs through the Library, or other City jobs that you may
be interested in, visit the City of Newport Beach website:
www.newportbeachca.gov
• Government
• Departments
• Human Resources
• Job Opportunities
Best of luck in your job search.
NEWPORT BEACH PUBLIC LIBRARY CUSTOMER COMMENTS
COMMENT RESPONSE
The 1000 Books Before Kindergarten is an ongoing program that
really does not have a deadline. Ideally the child finishes before
entering Kindergarten but it is fine if they don’t. Summer Reading
Program does have a beginning and end each year. It starts the
Saturday after the local schools end (generally around June 20th)
and runs for seven weeks until early August. The 1000 Books
program just keeps going so your nephew still has plenty of time
to finish. We appreciate your interest in the Library and taking the
time to contact us.
Hi. My nephew signed up for the 1000 books program a while back and has
slowly been reading to finish his sheet of 50 books. I realize it is no longer
summer, so I wanted to verify if there is any end date to the program or times
he cannot redeem his sheet. Please let me know. Thank you.
I have quite a few (50?) vhs tapes for children. Mostly Disney movies, a few
teen popular movies from early 2000's. Please let me know if you would be
able to use them and I would be glad to donate them.
We do not use VHS tapes to check out at the Library but the
Friends of the Library take donations of VHS tapes to sell in their
bookstore and at their sales. All of the money generated by their
sales goes back to the Library to fund Children’s programming
and the purchase of library materials. Here is a link to their site
on our webpage and the telephone number to the bookstore
which opens daily 10:30-4:30. The number is 949-759-9667. We
do appreciate your interest in the library.
https://www.newportbeachlibrary.org/about/friends-of-the-library.
Good B-O-T selection, kids programs, passport processing, hours, and
advanced techniques. Add "LIBRARY --->" signs: (1) on San Joaquin Hills
Road at Avocado going toward MacArthur and (2) on Avocado at Corporate
Plaza signal toward PCH . At Mariners post signs: (1) in drop-off box area
"Drive-thru drop-off box by old library location" and (2) on drop-off box with
big letters on Dover side of box "LIBRARY BOOK DROP-OFF". Post special
programs & events on front doors and at checkout. All branches post night-
out and fire station safety demo day and Easter.
No contact information was given, so we are unable to reply.
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2
COMMENT #
Date Received
Source of Comment
Staff Member
Staff Member Title
Date Responded to Customer
COMMENT RESPONSE
5
11/9/2018
Email
Rebecca Lightfoot
Adult Services Coordinator
11/9/2018
6
11/11/2018
Email
Rebecca Lightfoot
Adult Services Coordinator
11/13/2018
7
11/13/2018
Email
Rebecca Lightfoot
Adult Services Coordinator
11/13/2018
8
11/14/2018
Email
Rebecca Lightfoot
Adult Services Coordinator
11/14/2018
9
11/15/2018
Email
Katherine Mielke
Marketing Specialist
11/15/2018
Thank you for your kinds words. We are so pleased to hear that
you enjoyed your time at the Library this summer and hope to see
you again soon. Happy Holidays.
I so appreciated and enjoyed your beautiful library while I was in Newport
Beach in August. Happy Thanksgiving to all there.
I have several cookbooks that are in excellent condition. Would I be able to
donate these to the library?
Hello. Thank you for thinking of the library for your donation! We
are happy to take your cookbooks. All of our donations go
through the Friends of the Library and are tax deductible. Feel
free to drop them off at any of our locations and we’ll get them to
the Friends. Thank you.
I have a school homework assignment that I need to watch some you tube
videos and report on them. I do not have internet /computer access at home.
Do you provide ear phones so if I used your computer no one else could
hear the you tube videos or is there a room I could go in where sound is
allowed? Is there a way I could watch you tube videos with sound at the
library? I do have a library card and have used your computers before but
never with sound. Thank you.
Hello. We do have earbuds for sale at the reference desk for $1
per pair, or you can bring in your own. Any standard pair of
earbuds will work with our computers, and then you can listen to
the videos. Let me know if you have any other questions. Thank
you!
I am in the library now and want to print a few pages. How do I send to the
library printer?
Hello. In order to print from your laptop, you’ll first need to
download some software. If you’re at Central, the IP address is
192.168.148.10. Type that into your address bar and it will bring
up the page with the download links. Choose the correct one for
your device and install it. When you go to print, choose the
printer “SPOT – CL”. That is the printer upstairs by the reference
desk, and your print jobs will be sent wirelessly. If you need any
assistance, please go to the reference desk. The librarians will
be happy to walk you through the process. Thank you.
Hi. A friend told me that you have Nooks that can be checked out. I do not
find any references to that on the website. Can you please clarify ? Thank
you.
Thank you for contacting us. We do have Nooks to check out,
and you can find more information on the bottom right hand side
of the eBranch page of our website:
https://www.newportbeachlibrary.org/ebranch. There are different
collections on each set of Nooks. Just click on each link to see
which titles are available. I hope that helps! Let me know if
there’s any other way I can assist you. Thank you.
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3
COMMENT #
Date Received
Source of Comment
Staff Member
Staff Member Title
Date Responded to Customer
COMMENT RESPONSE
10
11/19/2018
Email
Rebecca Lightfoot
Adult Services Coordinator
11/19/2018
11
11/20/2018
Email
Rebecca Lightfoot
Adult Services Coordinator
11/20/2018
12
11/25/2018
Email
Tim Heatherton
Library Services Director
11/26/2018
13
11/26/2018
Email
Melissa Hartson
Circulation & Technical Processing Coordinator
11/27/2018
Will the library be open on Friday 11/23, after Thanksgiving? Thank you.
Dear whom it may concern, Hello, this is a Korean librarian who is studying
American Public Library. In your website, it says that the number of library
staff is 59.5 FTE(80 employees). Is that number only the main library's staff
or the number of staff of all the Newport city libraries? And the number of
books(244,389), Media(56,290), eBooks(21,587) are only for central library
or all the libraries of Newport? I really appreciate your help and effort. Thank
you so much.
The statistics listed on our Facts & Figures website page reflect
our figures for our entire system, which includes our Central
Library plus our three Branch Library locations. Thank you for
your inquiry.
Hi there, I have a ton of old records (mainly classical) and I was wondering if
that was something you accept donations of? Thanks!
Hello. Your patron ID is your library card number. If you do not
have a library card, it is free for all California residents. Just bring
in your valid picture ID to any of our locations during business
hours and we’ll sign you up for a card so you can use Rosetta
Stone and all our other great resources from home. You can find
more information about our hours and locations on our website
here: https://www.newportbeachlibrary.org/about/hours-and-
locations Thank you.
Yes, the Friends of the Library will be glad to accept your
donation. Please bring the records to the Friends Bookstore at
Central Library. If necessary, staff can assist you with bringing
the records from your car to the bookstore. Thanks.
When going to the Rosetta Stone resource I receive the message: "Please
contact your library administrator to obtain a Patron ID". Can you please
provide a Patron ID?
Hello. The library will be closed Thursday and Friday for the
Thanksgiving holiday. We will reopen Saturday at 9 a.m. Thank
you.
13
NEWPORT BEACH PUBLIC LIBRARY
To: Board of Library Trustees
From: Tim Hetherton, Library Services Director
Re: Report of Library Activities – December 17, 2018 Meeting
______________________________________________________________________
TIM HETHERTON, LIBRARY SERVICES DIRECTOR
Star Library
I’m pleased to announce that Newport Beach Public Library has
been named a Library Journal 3 Star Library for 2018. The Library Journal acknowledges NBPL’s exceptional delivery of five public service metrics: circulation, e-circulation, library visits,
program attendance, and public Internet computer use. Library
Journal has named NBPL a Star Library for the 6th year in a row
and 10 years out of the 11 that they have designated Star Libraries. The Library Administration is grateful for the support we receive from the City, our support groups, and staff that has
helped us attain this honor.
Central Library’s 25th Anniversary
2019 marks the 25th Anniversary of the Central Library. Staff will plan and implement a series of events and programs to acknowledge this important milestone, culminating with a
25th Anniversary celebration during the week of July 8. Staff
is also coordinating 25th Anniversary activities with the
Library Foundation and the Friends of the Library.
Admin Retreat
On Friday, November 30, the Library Admin Team met with Larry Tucker and Joel
Mascitelli, who serve as Executive Coaches with Service Corp of Retired Executives (SCORE). Larry and Joel led the team through a SWOT analysis. SWOT analysis is a useful technique for understanding an organization’s strengths and weaknesses, and for
identifying both the opportunities open to the organization as well as the threats it faces.
After a facilitated discussion, the team came to the following conclusions:
14
Strengths The Library has distinct advantages. The public perceives us as a societal good
and a safe place. We trade on nostalgia but also embrace new technologies in
delivering our services. We enjoy considerable support from the public and local
government. Our service model engenders customer loyalty. We offer services and resources to everyone from to infants to seniors.
Weaknesses
Management needs to improve initial and ongoing training from our cadre of part
time Library Assistants. The Library should avoid becoming a “beta test site” for new technologies, and instead focus on becoming an early adapter of proven technological innovation. We need to bolster staff’s confidence in dealing with
disruptive customers and difficult situations. We need to address space
limitations at the Mariners Branch and the aging Balboa branch facility.
Opportunities Staff spotted these opportunities: fostering the energy and creativity of our junior
staff, collaborating with social services in assisting our homeless patrons,
promoting our services and resources to City staff, and developing our staff as
supervisors. Management is committed to adapting to changes in technology, government policy, social patterns, population profiles, and lifestyle changes.
Threats
Potential obstacles facing the Library include possible economic downturns,
public perceptions regarding government employees and the relevancy of public libraries, issues associated with viruses, malware, and hackers, and staff resistance to change.
Larry and Joel also reviewed our 2019 customer service initiatives, and were impressed
with staff’s commitment to continue to make NBPL an effective and user-centered organization.
All Staff Meeting
On Wednesday, December 5, the Library Administration held an All Staff Meeting in the
Central Library Friends Room. The 2019 customer service initiatives were presented to staff, in addition to the latest updates on the 25th Anniversary of Central Library, the Integrated Library System project, the planned use of the retail space at the 2nd floor
entry, the Grand Opening of the CDM Branch.
Jana Colver is retiring I am at once happy and sad to announce the retirement of Librarian II Jana Colver. Jana has been an outstanding member of the NBPL staff. It is difficult if not
impossible to sum up her achievements over nearly 30 years of dedicated service to our
patrons. Jana served the public in many capacities: managing our volunteers, running
the homebound service, serving as Branch Librarian at Corona del Mar, managing Children’s Services at Central Library, and most recently, as a Reference Librarian in
15
Adult Services. Her versatility and willingness to step outside her comfort zone has made her a valuable asset. Jana has served as a valuable resource to newer staff as a
supervisor and mentor. She has been an excellent friend and colleague, and I will miss
her calm and gentle nature, which resonated with so many of our customers. Thanks
Jana!
NATALIE BASMACIYAN, LIBRARY SERVICES MANAGER
Author Programs Author Janelle Brown spoke about her most recent book, Watch Me Disappear, on 11/7. She discussed her writing process and new venture writing the screenplay for the book
to be adapted into a film. 32 people attended the event and 9 books were sold.
Author Kim Hooper spoke about her new novel, Cherry Blossoms, on 11/17. She discussed her research process and trip to Japan which helped form the work. 65 people attended the event and 12 books were sold.
Sunday Musicale
Cellist Ashley Kim, the graduate of Juilliard School, performed a wide range of different styles of well-known cello music from Bach to Piazzolla. 182 people attended the Musicale.
Staff Training
Library Services Manager Natalie Basmaciyan and Library Assistant Erik Gunderson completed a two-day training for the Air Sea Disaster Drill. The training involved staff from over 20 local and Federal agencies focusing on the response to an airplane crash
in the Back Bay.
DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR
Branches
Adults and children alike had the opportunity to color fun and challenging pictures at
Balboa while Mariners offered a Thanksgiving craft event. The CDM Fibrary project continues to move forward at a rapid pace. In–person and
phone meetings with Brodart representatives were held in November to discuss the
Opening Day collection and finalize ordering lists that Annika, Rebecca and Hannah will
use to select the juvenile, teen and adult materials for the CDM branch upon opening. Youth Services
The ever-popular In-n-Out Cover to Cover reading promotion ended at all locations on
Saturday, November 17. Many certificates for a free hamburger or cheeseburger were
distributed to happy readers. On Friday, November 2 an enthusiastic and appreciative crowd of middle grade students and their adults gathered in the Children’s room to hear
16
a presentation by popular Children’s author Sarah Mlynowski. Ms. Mlynowski was the third author of a series of Children’s author visits co-presented with Whale of a Tale
Bookshoppe. The final of three Coding for Kids programs was held on Tuesday,
November 13. This series grew in popularity for each presentation with “Daisy the
Dinosaur” attended by 24 adults and 31 children. There are plans for more coding programs in the future. To round out the month’s activities the ever popular Mr. Twister, the Balloon Man presented a fun program on Tuesday, November 27.
Teen Services
On November 6th teens and adults attended a “Finding the Best Fit College” program presented in partnership with Collegewise of Irvine. YAAC members discussed volunteer opportunities and future projects at their November meeting. On Tuesday,
November 13th Nadia attended the CDM High School Community Service Fair. This
event is organized by the CDM HS “At Your Service Club” and National Honor Society
and provides a way for CDM students to find community service opportunities. Nadia talked to students about volunteering at the Library and to staff about online databases and other Library resources.
MELISSA HARTSON, CIRCULATION AND TECHNICAL PROCESSING COORDINATOR
Staffing
Library Page interviews were held this month. We are moving forward with reference
checks for six candidates.
First round interviews for P/T Clerks were conducted at the end of the month. We are
currently recruiting for three vacancies. Second round interviews will take place in
December.
Budget
Finance has distributed the budget calendar for FY 2019-20. I attended both of their
hosted workshops to review next year’s budget process. REBECCA LIGHTFOOT, ADULT SERVICES COORDINATOR
New Database
We are pleased to offer a new database to our customers, Gale Archives Unbound.
This unique historical collection includes primary sources in over 280 archives and 14 million pages. It is geared towards college-aged customers.
17
JUL AUG SEP OCT NOV
2018 2018 2018 2018 2018
Tracked by #searches
Ancestry 520 547 434 617 871 2989
A to Z Databases 1005 2362 1180 981 1276 6804
AskART 228 262 185 31 67 773
BioResCtr 35 61 58 185 319 658
Britannica 455 74 529
FoF Ancient Hist 260 73 52 83 153 621
GDL 31 14 39 26 39 149
GVRL 43 31 384 435 1085 1978
HeritageQuest 2183 2343 2670 1772 1635 10603
Kids InfoBits 28 113 56 26 128 351
Lynda.com 6214 8231 8030 7969 6852 37296
LitResCtr 13 69 24 234 160 500
Opposing Vpts 6 54 730 2243 2839 5872
Nat Geo 9 21 22 43 82 177
Nat Geo Kids 6 27 5 21 27 86
NoveList Plus 197 170 186 181 96 830
NoveList K-8 Plus 15 81 73 75 29 273
ProQuest 4069 3731 3108 2964 3760 17632
Ref USA Bus.1868 1259 1431 983 795 6336
Ref USA Res.87 103 84 442 122 838
World Book Online 6 15 38 289 776 1124
Tracked by #sessions
Cypress Resume 10 11 14 10 10 55
Kanopy 565 691 670 710 891 3527
ScienceFLIX 4 14 23 12 20 73
Testing & EdRefCtr 46 64 49 60 70 289
Universal Class 83 65 51 90 269 558
Tracked by #page views
Consumer Reports 1263 X 989 1674 2473 6399
CultureGrams 154 590 247 210 449 1650
Morningstar 20950 8675 6152 9580 9354 54711
NetAdvantage 4391 7341 6348 4276 4583 26939
RealQuest 112 41 184 85 39 461
Tumblebooks 186 142 123 161 95 707
Value Line 14836 13507 14724 16119 19008 78194
Tracked by Hours Used
Rosetta Stone 40.1 17 12.7 5.7 35 110.5
Notes: Consumer Reports data unavailable for August 2018
Britannica added October 2018
Database FY
Comparisons
YTD
18/19
18
Nov-18 YTD 18/19 YTD 17/18
BALBOA 6,108 33,061 31,654
CDM 1 29 18,566
MARINERS 25,819 128,890 148,824
CENTRAL 65,639 365,286 367,326
Ebooks/Emagazines 13,658 63,022 50,120
TOTAL 111,225 590,288 616,490
DEC 17 106,451
JAN 18 119,751
FEB 18 107,236
MAR 18 124,029
APR 18 115,165
MAY 18 117,063
JUN 18 117,808
JUL 18 123,229
AUG 18 122,883
SEP 18 114,806
OCT 18 118,132
NOV 18 111,225
TOTAL 1,397,778
12 Month Comparison
NEWPORT BEACH PUBLIC LIBRARY - NOVEMBER 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
DEC 17 JAN 18 FEB 18 MAR 18 APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18
1575518
1818709
1588822 1582953
1582914
1598265
1610818
1529391
1464640
1424594
1250000
1375000
1500000
1625000
1750000
1875000
2000000
FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18
CIRCULATION
19
Nov-18 YTD 18/19 YTD 17/18
BALBOA 455 2,261 2,473
CDM 0 0 1,905
MARINERS 3,340 15,218 17,029
CENTRAL 8,602 48,245 46,356
TOTAL 12,397 65,724 67,763
12 Month Comparison
DEC 17 11,095
JAN 18 13,313
FEB 18 12,649
MAR 18 11,743
APR 18 12,753
MAY 18 12,701
JUN 18 14,504
JUL 18 13,208
AUG 18 12,888
SEP 18 13,507
OCT 18 13,724
NOV 18 12,397
TOTAL 154,482
NEWPORT BEACH PUBLIC LIBRARY - NOVEMBER 2018
REFERENCE
BALBOA
CDM
MARINERS
CENTRAL
0
3,000
6,000
9,000
12,000
15,000
18,000
21,000
24,000
DEC 17 JAN 18 FEB 18 MAR 18 APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18
181,315
211,742
199,880 191,567
184,260
190,391
168,496
162,510 157,149
156,521
120,000
140,000
160,000
180,000
200,000
220,000
240,000
FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18
REFERENCE
20
Nov-18 YTD 18/19 YTD 17/18
BALBOA 3,263 19,403 19,156
CDM 0 0 14,906
MARINERS 19,956 88,579 108,320
CENTRAL 53,312 292,213 328,461
TOTAL 76,531 400,195 470,843
12 Month Comparison
DEC 17 86,211
JAN 18 93,209
FEB 18 88,450
MAR 18 100,010
APR 18 115,595
MAY 18 99,442
JUN 18 104,584
JUL 18 80,162
AUG 18 92,771
SEP 18 75,090
OCT 18 75,641
NOV 18 76,531
TOTAL 1,087,696
NEWPORT BEACH PUBLIC LIBRARY - NOVEMBER 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
DEC 17 JAN 18 FEB 18 MAR 18 APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18
1200664
1258585
1258902
1131330 1074933
1399841 1256238
1209719
1102106
1158344
600000
775000
950000
1125000
1300000
1475000
1650000
FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18
CUSTOMERS SERVED IN LIBRARY
21
Nov-18 YTD 18/19 YTD 17/18
BALBOA 104 808 748
CDM 0 0 2,782
MARINERS 967 4,993 5,968
CENTRAL 2,928 23,670 19,789
TOTAL 3,999 29,471 29,287
12 Month Comparison
DEC 17 3,722
JAN 18 4,152
FEB 18 5,177
MAR 18 5,107
APR 18 6,375
MAY 18 5,771
JUN 18 9,944
JUL 18 6,840
AUG 18 6,058
SEP 18 7,401
OCT 18 5,173
NOV 18 3,999
TOTAL 69,719
PROGRAM ATTENDANCE
NEWPORT BEACH PUBLIC LIBRARY - NOVEMBER 2018
BALBOA
CDM
MARINERS
CENTRAL
0
2,000
4,000
6,000
8,000
10,000
12,000
DEC 17 JAN 18 FEB 18 MAR 18 APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18
43419
28680
53534
51570
51894
49977
64473
67646
69922
69535
0
15000
30000
45000
60000
75000
90000
FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18
PROGRAM ATTENDANCE
22
LIBRARY EXPENDITURES 2018-2019
(December 4, 2018)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL-TIME REGULAR 2,768,340 2,768,340 1,057,611 208,652 1,710,729
SALARY PART-TIME 967,642 987,642 312,622 57,910 675,020
BENEFITS 2,278,603 2,281,103 897,671 252,723 1,383,432
SALARY & BENEFITS TOTAL 6,014,585 6,037,085 2,267,904 519,285 3,769,181
II MAINT & OPERATION
PROFESSIONAL SERVICE*137,577 137,577 3,235 2,062 134,342
UTILITIES 274,885 274,885 127,844 2,429 147,041
PROGRAMMING 5,500 5,500 1,812 613 3,688
SUPPLIES**83,170 83,961 42,151 13,210 41,810
LIBRARY MATERIALS 619,740 625,055 400,152 68,919 224,903
FACILITIES MAINTENANCE 174,951 174,951 56,720 27,389 118,231
TRAINING AND TRAVEL 15,075 15,075 1,053 224 14,022
GENERAL OPERATING EXPENSES***24,200 24,200 5,488 1,631 18,712
PERIPHERALS 5,000 5,000 0 0 5,000
INTERNAL SERVICE FUNDS 1,419,637 1,419,637 473,212 118,303 946,425
OFFICE EQUIPMENT 2,000 2,000 267 267 1,733
MAINT & OPERATION TOTAL 2,761,735 2,767,841 1,111,935 235,047 1,655,906
LIBRARY BUDGET TOTAL 8,776,320 8,804,926 3,379,839 754,331 5,425,087
*PROFESSIONAL SERVICES - INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
23
Previous
Agenda Date AGENDA ITEM Scheduled
Agenda Date
Ongoing Ongoing
Ongoing Ongoing
Ongoing Ongoing
Jan 16, 2018 Jan 22, 2019
Jan 16, 2018 Jan 22, 2019
Feb 27, 2018 Feb 19, 2019
Feb 27, 2018 Feb 19, 2019
Mar 19, 2018 Mar 18, 2019
Mar 19, 2018 Mar 18, 2019
Mar 19, 2018 Mar 18, 2019
Mar 19, 2018 Mar 18, 2019
Mar 19, 2018 Mar 18, 2019
Apr 16, 2018 Apr 15, 2019
Apr 16, 2018 Apr 15, 2019
May 21, 2018 May 20, 2019
Jun 18, 2018 Jun 17, 2019
CLOSED 2018 Jun 17, 2019
Jun 18, 2018 Jun 17, 2019
Jun 18, 2018 Jun 17, 2019
Jul 16, 2018 Jul 15, 2019
Jul 16, 2018 Jul 15, 2019
Jul 16, 2018 Jul 15, 2019
Aug 20, 2018 Aug 19, 2019
Sep 17, 2018 Sep 16, 2019
Oct 15, 2018 Oct 21, 1019
Oct 15, 2018 Oct 21, 2019
LAST
REVIEWED POLICY REVIEW
Oct 07, 2013 NBPL 10 Laptop Borrowing Policy Jan 22, 2019
Jun 16, 2014 NBPL 5 Newport Beach Public Library Internet Use Policy (formerly City Council Policy I-8)Jan 22, 2019
Feb 21, 2017 NBPL 11 Rules for Acceptable Use of Wireless Internet Connections Jan 22, 2019
Oct 10, 2006 CC I-7 Library Meeting Rooms Policy (Council Policy I-7)Feb 19, 2019
Feb 17, 2015 NBPL 8 Display and Distribution of Materials Policy Feb 19, 2019
May 12, 2015 NBPL 1 Library Use Policy (formerly City Council Policy I-2)Mar 18, 2019
Jan 17, 2017 NBPL 4 Children in the Library Policy (formerly City Council Policy I-6)Mar 18, 2019
Feb 27, 2018 NBPL 12 Circulation Policy Feb 17, 2020
Aug 20, 2018 NBPL 2 Collection Development Policy (formerly City Council Policy I-3)Aug 17, 2020
Aug 20, 2018 NBPL 3 Library Gift and Donor Policy (formerly City Council Policy I-4)Aug 17, 2020
Sep 17, 2018 NBPL 9 Expressive Use Areas Sep 21, 2020
Sep 17, 2018 NBPL 13 Study Room Policy Sep 21, 2020
Nov 13, 2018 NBPL 6 Media Lab Use Policy Nov 16, 2020
Nov 13, 2018 NBPL 7 Sound Lab Use Policy Nov 16, 2020
Review of San Diego Library's Proposed Library Fines Policy
Branch Update - Balboa
Statistical Comparison Report of Peer Libraries/Meeting Spaces
BOARD OF LIBRARY TRUSTEES MONITORING LIST
Literacy Program Update
Branch Update - Mariners
Review Holidays / Meeting Schedule
Newport Beach Public Library eBranch & Database Review
Annual Budget - Preliminary Review
Assign a Lecture Hall Capital Campaign Committee
Youth Services Update
Lecture Hall Update
Corona del Mar Branch Project Update
Policy Review (See List Below)
Election of Board of Library Trustees Officers/Trustee Liaisons
Proposed Library Closures for Winter Holidays 2018
Arts & Cultural Update
Branch Update - Corona del Mar
Annual Budget - Approval
WiFi Usage Compared to Other Libraries
Information Technology Update
Library Material Selection & Downloadable Services
Further Review of Library Fines
Media Lab Update
Marketing Update & Social Networking Update
Adult and Reference Services Update
Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June)
24
RECOMMENDATION:
Staff recommends that the Board of Library Trustees approve a plan to repurpose the former credit
union space on the second floor of Central Library by relocating and expanding our passport services.
The space will also offer notary services, free public faxing, scanning, and device charging. The Library
will also use the space to vend library supplies, and gift shop items.
DISCUSSION:
In October 2018, the Credit Union of Southern California vacated the retail space located at the second
floor entrance of the Central Library. The Board of Library Trustees appointed an ad hoc subcommittee
to investigate potential uses of the space, preferably uses that offer amenities to library patrons. Staff
suggested repurposing the former Credit Union space on the second floor of the Central Library as a
Passport Services facility and business center and the Subcommittee asked staff to explore this idea.
NBPL has averaged $22,100 in passport revenues for the past 3 years (FY 15/16 – FY 17/18) and has seen
a steady increase each year. The Library has also averaged $6,760 in passport photo revenues during
the same timeframe. Library supply sales averaged $1,460. This amount has remained consistent for
several years. With expanded hours for passports and the addition of revenue generated from notary
services and the sale of gift shop items, revenue generated will most likely increase from the Library’s
annual averages.
Staff has identified several local libraries that offer walk-in passport services. Crowell (San Marino)
Public Library, Fullerton Public Library, Placentia Public Library, Mission Viejo Public Library, Yorba Linda
Public Library, and Buena Park Public Library all offer successful walk-in passport services. Please see
Attachment A for a listing of nearby libraries that offer passport services.
Staff proposes offering walk-in hours from 9 a.m. until 3 p.m. Monday through Thursday. The passport
office’s current appointment hours are 10 a.m. until 3 p.m. on those same days. NBPL currently has
twelve passport agents: ten who are active and two who fill in occasionally as needed. Staff
recommends training three more current staff members before offering a walk-in service. By offering a
combination of appointments and walk-ins, the Library would offer a degree of flexibility that would
best serve customers. Training some of the part-time staff to take photos and check paperwork before
calling an agent to process the passport would free up time for the agents to do the work that they by
law are required to do.
TO:
FROM:
PREPARED BY:
TITLE:
BOARD OF LIBRARY TRUSTEES
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
Rebecca Lightfoot, Adult Services Coordinator
Proposed Use of Retail Space
25
Staff also proposes offering notary services in the space. The Library currently employs one staff
member who is a certified notary public. The Administration would task additional employees to
receive the training in order to expand the service and satisfy demand. In California, it costs $40 for
applicants to file an application and take the Notary exam. Additional costs vary depending on the
vendor chosen for the required training course, surety bond, live scan background check, passport
photo, notary supplies, and county clerk bond and oath of office filing fees. The City Clerk’s office
currently provides notary services to the public at $10.00 per signature. The Library would emulate this
fee structure. Full time staff in the City Employee Association can earn a certification and receive an
additional $22.00 per paycheck.
Staff recommends that the Library implement an online reservation system for passport and notary
public services. This would augment our current telephone reservation system. There are free and fee-
based options for booking software, and at least one library uses their own form they built with their
website software. Pending Board approval, the Library will further explore this utility.
Staff recommends adding a self-service copier/scanner/fax machine and a device-charging station to the
Business Center space. Staff feels a locker style is the best option for the library, as it is the most secure
and will allow customers to leave their cell phones, tablets, and laptops and not be required to monitor
their property as it charges. Staff received a quote for a 10 bay locker for $6,000.
In terms of the layout of the space, staff recommends that the cabinets and most of the counter space
reconfigured and that a small waiting area for walk-in customers with a table, chairs, and reading
materials be added. Replacing the current door once the ATM has been removed with a replacement
that has a glass insert would lend a more inviting look. Please see Attachment B for the proposed layout
of the Passport Office.
Pending Board approval, the next step will be to bring the item to City Council for approval. Staff may
also submit a wish list item to the support groups to fund equipment, specifically a charging station, a
vending machine for library supplies, and a door.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the Board of Library Trustees considers the item).
ATTACHMENT A: Passport Services at Other Libraries
ATTACHMENT B: Proposed layout of the Passport Office
26
ATTACHMENT A: Passport Services at Other Libraries
Mission Viejo Library—by appointment and walk-in. Can book online. Night and weekend hours. Mission
Viejo offers walk-in services from 4 p.m. until 7:45 p.m. on Wednesdays and Thursdays. During the busy
season, February through July, they add Tuesday night walk-in service.
https://cityofmissionviejo.org/departments/library/library-services/passports
Square Up (free) online booking software
L.A. County Library—six libraries offer services, one offers walk-in hours from 9 a.m. until 3 p.m. on
Thursdays only (Lancaster branch). The rest are by appointment only, can only book by phone.
https://lacountylibrary.org/passport/
Arcadia Public Library—by appointment only. Must call.
https://www.arcadiaca.gov/government/city-departments/library/passport-services
Crowell (San Marino) Public Library—walk-in hours Monday through Friday from 10 a.m. until 2:30 p.m.
Can also book appointment by phone for night and weekend hours.
https://www.cityofsanmarino.org/625/Passport-Acceptance-Service
South Pasadena Public Library—by appointment only. Must call.
https://www.southpasadenaca.gov/government/departments/library/passport-services
Azusa Public Library—by appointment only. Must call. Night and weekend hours.
https://www.ci.azusa.ca.us/488/US-Passport-and-Notary-Services
Beverly Hills Public Library—by appointment only. Must call. Night and weekend hours.
http://www.beverlyhills.org/exploring/beverlyhillspubliclibrary/passportservices/
Altadena Public Library—by appointment only. Must call. Night and weekend hours.
https://www.altadenalibrary.org/passports
27
Placentia Public Library—walk-in all day, night and weekend hours. Placentia offers walk-ins from 9 a.m.
until 7:30 p.m. Monday through Thursday, 9 a.m. until 4:30 p.m. Friday and Saturday, and 1 p.m. to 4:30
p.m. on Sunday.
http://www.placentialibrary.org/services/passports
Whittier Public Library—by appointment only. Night and weekend hours. Can book online.
https://www.whittierlibrary.org/services/passport-services
Setser online booking software (paid)
Palos Verdes Public Library—by appointment only. Night and weekend hours. Can book online or by
phone.
https://www.pvld.org/services/passport/peninsulacenterlibrary
Also uses Square Up
Buena Park Public Library—walk-in service from 4 p.m. until 7 p.m. on Tuesday and Thursday and from
noon until 4 p.m. on Saturday.
https://buenapark.lib.ca.us/passports.php
Rancho Cucamonga Public Library—appointment only. Can book online. Night and weekend hours.
https://www.cityofrc.us/cityhall/lib/passport.asp
Internal booking software (php form)
Fullerton Public Library—walk-ins, night and weekend hours. Fullerton offers walk-in hours Monday
through Thursday from 10 a.m. until 7 p.m., Friday and Saturday from 10 a.m. until 4 p.m., and Sunday
from 1 p.m. until 4 p.m.
https://www.fullertonlibrary.org/visit/passports.asp
Yorba Linda Public Library—walk-ins, appointments, night and weekend hours. Yorba Linda offers walk-
in hours on Monday through Thursday from 10 a.m. until 3:30 p.m.
https://www.ylpl.org/passports/
28
ATTACHMENT B: Proposed Layout of Passport Office
PASSPORT PASSPORT
PHOTO DESK
SCREEN
PASSPORT WAITING AREA
PASSPORT OFFICE
BUSINESS CENTER
GLASS
DOOR
DUTCH
DOOR OR GLASS
DOOR
EXISTING CABINETS & COUNTER, KEEP FOR FACSIMILE,
SCANNER, ETC.
ROOM DIVIDER & DESKS,
REMOVE
CELL
PHONE
CHARGING
OR COPIER
VENDING
MACHINE
OR COPIER
KEEP 1/4 OF
COUNTER AS
DESK FOR
NOTARY/STAF
ATM,
REMOVE
NOISY
COOLING
SYSTEM,
REMOVE-
ABLE?
TALL LONG TABLE(S) FOR
CUSTOMERS AS WORKSPACE,
FILLING OUT APPLICATIONS
REMOVE 3/4 OF FRONT COUNTER
EXISTING CABINETS COUNTER,
KEEP FOR PASSPORT PC
29
___________________________________________________________________________________
DISCUSSION:
Project Manager Peter Tauscher reports that workers will remove the scaffolding next week. In the next
few weeks, the contractor will be installing a bio filtration unit for the water utilities. Work is being
completed for placing the insulation and the remaining drywall. The installation of the metal roof will be
completed before the end of the month.
Melissa Hartson, Rebecca Lightfoot, and staff met with several members of the Baker &Taylor team (one
of the Library’s vendors for audiovisual materials) on December 12. Staff setup specific CdM Opening
Day Collection accounts and discussed our physical processing and cataloging requirements for the
project. Staff also worked with some of Baker &Taylor’s collection development librarians to profile the
opening day collection for the branch. Baker &Taylor will provide lists to our selectors based on the
parameters the Library set up with them. Ordering will commence in January.
Debbie Walker, Branch Librarian Annika Helmuth, and myself will meet with Chief Duncan and Assistant
Chief Boyles of the Fire Department on Wednesday, December 19 to discuss moving into the facility and
to coordinate a grand opening event.
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 – November 2018
30