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HomeMy WebLinkAboutAGENDA PACKETCITY OF NEWPORT BEACH BOARD OF LIBRARY TRUSTEES AGENDA Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Monday, March 18, 2019 - 4:00 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. March 18, 2019 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 February 19, 2019 Board of Library Trustees Meeting1. 02-DRAFT MINUTES FEB Customer Comments2. Monthly review of evaluations of library services through suggestions and requests received from customers. 03-CUSTOMER COMMENTS Library Activities3. Monthly update of library events, services and statistics. 04-LIBRARY ACTIVITIES Expenditure Status Report4. Monthly expenditure status of the library's operating expenses; services, salaries and benefits by department. 05-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. 06-BLT MONITORING LIST VI.CURRENT BUSINESS A.Items for Review March 18, 2019 Page 3 Board of Library Trustees Meeting Review of the Library Meeting Rooms Policy (Council Policy I-7)6. Staff recommends that the Board of Library Trustees review and approve changes made to Council Policy I-7, Library Meeting Rooms, for submission to City Council. 07-VIA6 1 Library Meeting Rooms Council Policy I-7 STAFF REPORT 08-VIA6 A Library Meeting Rooms Council Policy I-7 POLICY CURRENT 09-VIA6 B Library Meeting Rooms Council Policy I-7 APPLICATION PROCEDURE CURRENT 10-VIA6 C Library Meeting Rooms Council Policy I-7 POLICY REDLINED 11-VIA6 D Library Meeting Rooms Council Policy I-7 APPLICATION PROCEDURE REDLINED 12-VIA6 E Library Meeting Rooms Council Policy I-7 POLICY FINAL 13-VIA6 F Library Meeting Rooms Council Policy I-7 APPLICATION PROCEDURE FINAL Review of the Library Use Policy (NBPL 1)7. The Board of Library Trustees will review NBPL 1, Library Use Policy. Staff recommends a minor revision to Section B, "Enforcement of Prohibited Activities" and the blanket replacement of the word "customer" with "patron". 14-VIA7 1 Newport Beach Public Library Use Policy NBPL1 STAFF REPORT 15-VIA7 A Newport Beach Public Library Use Policy NBPL1 POLICY CURRENT 16-VIA7 B Newport Beach Public Library Use Policy NBPL1 POLICY REDLINED 17-VIA7 C Newport Beach Public Library Use Policy NBPL1 POLICY FINAL Review of Children in the Library Policy (NBPL 4)8. Staff recommends that the Board of Library Trustees review NBPL 4, Children in the Library Policy. Staff recommends no changes. 18-VIA8 1 Children in the Library NBPL4 STAFF REPORT 19-VIA8 A Children in the Library NBPL4 POLICY CURRENT Public Service Hours at Corona del Mar Branch9. Staff recommends that the Board of Library Trustees approve eliminating night hours on Tuesdays and Thursdays, and adding public service hours at the Corona del Mar Branch Library on Mondays. 20-VIA9 1 Public Service Hours at Corona del Mar Branch STAFF REPORT March 18, 2019 Page 4 Board of Library Trustees Meeting Grant Acceptance from California Library Literacy Services10. Staff recommends that the Board of Library Trustees accept a California Library Literacy Services grant for $23,666 to support the Newport Beach Library Adult Literacy Program. If accepted, a budget amendment to allocate the funds will be submitted to City Council at the April 9, 2019 regular meeting. 21-VIA10 1 CLLS Grant STAFF REPORT Presentation of the Annual Wish List Request to the Library Foundation11. Staff recommends that the Board of Library Trustees approve the annual wish list request to the Library Foundation. 22-VIA11 1 Newport Beach Public Library Foundation Wish List Request STAFF REPORT Presentation of the Annual Wish List Request to the Friends of the Library12. Staff recomends that the Board of Library Trustees approve the annual wish list request to the Friends of the Library. 23-VIA12 1 Friends of the Library Wish List Request STAFF REPORT Corona del Mar Branch Project Update13. Staff will update the Board on the Corona del Mar Branch Library replacement project. 24-VIA13 1 Corona del Mar Branch Project Update February 2019 STAFF REPORT Lecture Hall Update14. Trustee Johnson-Tucker will update the Board on activities related to building a lecture hall facility on the Central Library site, and assign a Lecture Hall Capital Campaign Committee. Library Services15. Report of Library issues regarding services, customers and staff. B.Monthly Reports Friends of the Library Liaison Report - DC16. Trustee update of the most recently attended Friends of the Library Board meeting. March 18, 2019 Page 5 Board of Library Trustees Meeting Library Foundation Liaison Report - JJT17. Trustee update of the most recently attended Library Foundation Board meeting. Witte Lectures Committee Liaison Report - KK18. Trustee update of the most recently attended Witte Lectures Committee meeting. Literacy Services Liaison Report - TH & PW19. Trustee update of the most recently attended Literacy Services Advisory Board meeting. Library Live Lectures Liaison Report - JR20. Trustee update of the most recently attended Library Live Lectures Committee 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 1000 Avocado Avenue, Newport Beach 92660 Meeting Minutes February 19, 2019 - 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 Assistant City Manager Carol Jacobs Natalie Basmaciyan, Library Services Manager Melissa Hartson, Circulation & Technical Processing Coordinator Debbie Walker, Branch & Youth Services Coordinator Rebecca Lightfoot, Adult Services Coordinator Nadia Dallstream, Librarian I Erin Finnen, Library Clerk I III.NOTICE TO THE PUBLIC IV.PUBLIC COMMENTS Jim Mosher commended Librarian Alex Jenkins for sharing his concerns regarding internet filtering software during the January meeting. V.CONSENT CALENDAR A.Consent Calendar Items 1.Minutes of the January 22, 2019 Board of Library Trustees Meeting 2.Customer Comments Monthly review of evaluations of library services through suggestions andrequests received from customers. Chair Ray noted the many positive comments from customers. 3.Library Activities 4 Board of Library Trustees Meeting Minutes February 19, 2019 Page 2 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 Johnson-Tucker, and carried (5-0-0-0) to approve the Consent Calendar items as presented. AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: ABSENCES: VI. CURRENT BUSINESS A. Items for Review 6. Annual Budget Review Staff requests that the Board review and approve the preliminary Library budget for Fiscal Year 2019/2020. Circulation and Technical Processing Coordinator Melissa Hartson reported handwritten pages 28 and 29 in the packet had corrections and she presented the revisions in a handout. The proposed budget for fiscal year 2019/2020 does not include personnel costs because the Finance Department has not provided the numbers yet. Staff does not anticipate adding or removing any positions, but increases due to bargaining agreements and raises will balance out by cost savings from staff leaving Library employment. Staff requested $35,000 in addition to the $100,000 budgeted for the Sculpture Garden Phase V and funding for a new self-checkout machine. The Finance Department has corrected the Literacy Internal Service Fund. In response to Vice Chair Watkins' questions, Library Services Director Hetherton noted that the City displays the pieces in each sculpture phase for two years. Each artist receives a maximum honorarium of $5,000. A vendor manages the project and handles the installation of sculpture. The $35,000 is not an additional appropriation and if required could be transferred from the Professional and Technical Services account. Jim Mosher asked if expenses for the Mariners Branch meeting room are included in the budget. Circulation and Technical Processing Coordinator Hartson indicated expenses for the Mariners meeting room is part of the Recreation and Senior Services Department's budget. Library Services Director Hetherton added that the Recreation and Senior Services Department paid for the carpeting in the Mariners meeting room. 5 Board of Library Trustees Meeting Minutes February 19, 2019 Page 3 Motion made by Board Member Coulter, seconded by Board Member Johnson-Tucker, and carried (5-0-0-0) to approve the preliminary Library budget for Fiscal Year 2019/2020 as presented. AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: ABSENCES: Dorothy Larson, Newport Beach Public Library Foundation Board Member, introduced Meg Linton as the new Chief Executive Officer of the Newport Beach Public Library Foundation. Meg Linton, Newport Beach Public Library Foundation CEO, related her experience. Chair Ray requested the Board of Library Trustees hold its March 18 meeting at 4:00 p.m. at the Central Library instead of at the previously scheduled Balboa Branch Library, so that Board Members can attend the reception for Ms. Linton. It will be determined at the March meeting whether the April 15 meeting is t held at the Balboa Branch or at Central. Motion made by Board Member Johnson-Tucker, seconded by Board Member Coulter, and carried (5-0-0-0) to hold the March 18, 2019 Board of Library Trustees meeting at Central Library and to begin the meeting at 4:00 p.m. AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: ABSENCES: 7. Review of the Library Meeting Rooms Policy (Council Policy I-7) Staff recommends that the Board of Library Trustees review and reaffirm Council Policy I-7, Library Meeting Rooms. Library Services Director Hetherton reported Council Policy I-7 was last revised 2006. Because it is a Council Policy, the Council will have to approve any changes. He stated that this policy as written is working well, and provides guidance in the use of meeting rooms. Staff does not recommend any changes. In response to Chair Ray's question, Library Services Director Hetherton felt the fees charged for meeting rooms are set at the appropriate level. Board Member Johnson-Tucker wanted to understand why this is a Council Policy rather than a Library Policy. Perhaps the Board of Library Trustees should continue this item to the next meeting to understand the rationale before proposing revisions. Vice Chair Watkins concurred with continuing the item for a month in order to determine the Council's interest. The community's use of the Friends Room may be driving the Council's interest. Board Member Johnson-Tucker noted the Council's interest in the Friends Room may now differ due to the addition of the Civic Center Community Room in 6 Board of Library Trustees Meeting Minutes February 19, 2019 Page 4 2013. In addition, the Jorgenson Room at Mariners Branch falls under the purview of the Recreation and Senior Services Department. Vice Chair Watkins indicated there is some question about Policy I-7 and applying the Sword Room into the policy, and suggested the Board of Library Trustees determine whether Policy I-7 should include the Sword Room. Policy I-7 is inconsistent as to hours and days of use. Revisions may be required for the processes of approval of alcoholic beverages and advertising materials. General requirements for the use of the Friends Room currently prohibit alcohol; however, Speak Up Newport utilizes the room monthly and serves alcohol. Library Services Director Hetherton noted the Library and Recreation Departments were once divisions of the Community Services Department. He agreed to research the history of Policy I-7 for the March meeting. The Board of Library Trustees continued this item to the March meeting. 8. Review of the Display and Distribution of Materials Policy (NBPL 8) Staff recommends that the Board of Library Trustees review and reaffirm NBPL 8, Display and Distribution of Materials in Library. Library Services Director Hetherton reported the policy works well to prevent the advertising of commercial services and the promoting of non-City and non-Library events. This policy last revised in 2015 and noted by Chair Ray. Board Member Johnson-Tucker added that the Board of Library Trustees discussed the policy thoroughly in 2015. Motion made by Vice Chair Watkins, seconded by Board Member Kost, and carried (5-0-0-0) to reaffirm NBPL 8, Display and Distribution of Materials. AYES: Ray, Watkins, Coulter, Johnson-Tucker, Kost NOES: ABSTENTIONS: ABSENCES: 9. Arts & Cultural Update Staff will present the annual report on the activities of the Cultural Arts Division. Library Services Manager Natalie Basmaciyan reported the Cultural Arts Division falls under the purview of Library Services, and staff seeks guidance from the City Arts Commission to plan and execute programming. Exhibits in the Central Library have featured artists Chip Fesko and James Strombotne. The 54th Annual Newport Beach Art Exhibition in June 2018 was successful, with the next exhibit scheduled June 15, 2019. Winners receive cash prizes. The City Arts Commission hosted four Concerts on the Green and one concert on Balboa Peninsula. Two of the more popular concerts were Matt Mauser: A Celebration of Frank Sinatra and Tijuana Dogs. Thousands of people attend the concerts. The City Arts Commission hopes to hold another program on Balboa Peninsula in 2019. The City Arts Commission distributed $40,000 in Cultural Arts Grants for community arts programs. In 2018, the City Arts Commission set aside $16,000 for 7 Board of Library Trustees Meeting Minutes February 19, 2019 Page 5 the Cultural Arts subcommittee to fund programs for K-6 students. The grand opening of Phase V of the Sculpture Exhibition in Civic Center Park will be June 22, 2019. The Newport Beach Arts Foundation, which is the fundraising arm of the City Arts Commission, hosted the 15th Annual Art in the Park in October 2018 with more than 125 artists and craftspeople. In answer to Chair Ray's query, Library Services Director Hetherton advised that the Arts Foundation contributed approximately $15,000 to the Sculpture Exhibition Phase IV. 10. 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 interior work is on schedule even though rain continues to delay exterior work. Painting continues, and tile installation could occur by the end of the month. Staff has ordered the print collection and is ordering the audiovisual collection. Circulation and Technical Services Coordinator Hartson is purchasing equipment. Attendance at the Community Youth Center continues to be good. A grand opening date has not been set. It could be in late May because the project has to be complete by June 16. 11. Lecture Hall Update Trustee Johnson-Tucker will update the Board on activities related to building a lecture hall facility on the Central Library site. Board Member Johnson-Tucker reported she met with the Public Works Director to discuss parking. Library Services Director Hetherton and she met with Assistant City Manager Carol Jacobs to discuss marketing and public outreach. She presented the project to the Chamber of Commerce Executive Board, and the Executive Board voted unanimously to support a Lecture Hall and sent a letter of support to all City Council Members. The Director of the Newport Beach Film Festival, the Director of the Bowers Museum, and the Newport Beach Public Library Foundation also sent letters of support to the Council. The presentation will be at the City Council Study Session scheduled for March 12 at 4:00 p.m. She hoped all Board Members could attend the study session. If the Council agrees, the next steps will be to issue a Request for Proposals (RFP) and hire an architect. The total of nonbinding pledges is almost $750,000. Board Member Johnson-Tucker met with Todd Hanson of the Orange County Community Foundation and will meet with Rick Stein of Arts Orange County regarding fundraising. Board Member Coulter agreed to present this information to the Friends of the Library at their next meeting. 12. Library Services Report of Library issues regarding services, customers, and staff. Library Services Director Hetherton reported the credit union has not vacated the space. The credit union wants to continue providing an ATM at the Library, but the details remain under discussion. Staff notified the Friends of the Library of a future wish list for items for the credit union space, and the Friends seem amenable to providing funds. Staff has a 8 Board of Library Trustees Meeting Minutes February 19, 2019 Page 6 scale diagram of the space to use in planning. Staff believes that only a small portion of the front counter would need removing. Chair Ray felt planning for the space should continue so that the Library can utilize the space soon after the Credit Union vacates it. In answer to her question, Circulation and Technical Processing Coordinator Hartson advised that the budget included estimates in use of this space. Even if the Library does not obtain the space right away, the projections should remain as planned. Vice Chair Watkins recognized a Library customer's compliment to Library Clerk I Erin Finnen. Library Services Director Hetherton encouraged Library stakeholders to attend the Council study session on March 12. The proposal will likely generate many Council questions. The Board of Library Trustees could offer a 15-minute presentation during the study session. Assistant City Manager Jacobs concurred. Vice Chair Watkins noted the Wheelhouse List does not include the ProLiteracy luncheon on April 5, and sold out. 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 Friends are selling the Library anniversary tote bags. The buy-one-get-one sale for members is now a 50-percent-off sale, with these sales held monthly. The 50-percent-off sale held on February 9, raised $1,400 and added 15 new members. The total amount raised at the February quarterly book sale was $2,549. The next quarterly book sale is scheduled for May 3 and 4. In 2018, the Friends sold 1,188 books for $23,314 through Amazon. The Friends have connected to Executive Coaches of Orange County and are working with a mentor to increase sales. 14. Library Foundation Liaison Report Trustee update of the most recently attended Library Foundation Board meeting. Board Member Johnson-Tucker advised that the Foundation's Chair introduced and welcomed the new CEO, Meg Linton, and thanked the interim CEO at the prior meeting. The Foundation discussed increasing the number of board members, the success of Library Live and Witte Lectures, and year-end financial information. 15. Witte Lectures Committee Liaison Report Trustee update of the most recently attended Witte Lectures Committee's monthly meeting. 9 Board of Library Trustees Meeting Minutes February 19, 2019 Page 7 Board Member Kost indicated the first Witte lecture was successful. Vice Chair Watkins attended the offsite luncheon for Richard Blanco. The Witte Lectures Committee is searching for new members. Chair Ray related that she also attended the luncheon. Vice Chair Watkins remarked that Mr. Blanco was fascinating. 16. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board meeting. None 19. Library Live Lectures Liaison Report Trustee update of the most recently attended Library Live Lectures Committee's meeting. Toby Larson, Newport Beach Library Foundation Board Member, advised that seats are available for the Library Live talk with Rachel Devlin. Dorothy Larson, Newport Beach Library Foundation Board Member, indicated that the VIP events are scheduled prior to the lectures. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None VIII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) None IX. ADJOURNMENT – 6:06 p.m. 10 11 COMMENT # Date Received Source of Comment Staff Member Staff Member Title Date Responded to Customer 1 2/2019 Email Tim Hetherton Library Services Director 2/4/2019 2 2/4/2019 Email Rebecca Lightfoot Adult Services Coordinator 2/4/2019 3 2/4/2019 Email Natalie Basmaciyan Library Services Manager 2/5/2019 4 2/5/2019 Email Melissa Hartson Circulation & Technical Processing Coordinator 2/5/2019 Thank you for contacting the Newport Beach Public Library regarding the Tech Toys. We recently upgraded the GoPro cameras to the newest version, the Hero 7. I have placed a hold for you and you are number 28 on the hold list. I also placed a hold for you on the digital camera. You are number 9 on that list. You will receive an email notification when the items are available for pickup. Please let me know if we may be of further assistance. Your cancel by date if not filled seems to be off by 1 year. It's showing year 20 instead of 19...for December 29th it was showing 19. Holds will automatically cancel one year after you place them if the Library is unable to fulfill it, hence the reason for the one- year advanced date. Thank you for your inquiry. NEWPORT BEACH PUBLIC LIBRARY CUSTOMER COMMENTS COMMENT RESPONSE Even drinking water out of a sealed bottle is "prohibited" but is not listed in the activities of library policies...a bit harsh for people that are not doing anything (but are being bothered by staff) and are being punished for a "public" library policy that was not created by the prospected so called criminal behavior/s. How do you correct behavior when behavior cannot be detected? The Newport Beach Public Library prohibits food and drink in the public computer area. This policy is clearly posted at each computer workstation. The Library Use Policy explicitly states, under a list of prohibited activities, “Eating or drinking food or beverages in areas where eating and drinking are prohibited.” The Library asks patrons to refrain from food and drink at the computer workstations to prevent damage to a valuable and popular public amenity. Thank you. I put a request in, roughly 3 years ago to rent out the GoPro and Digital Camera. May I please get an update on when this might be available? Thanks. I rely on ebooks available from Overdrive through the Newport Beach library. However, particularly recently, it seems 90% of the new acquisitions are romance novels, or something in the same vein. Please understand that men use this service and have no interest in such material. I'm also not suggesting an expanded range of Tom Clancy novels. Please consider a broader range of reading material -- fiction that appeal to those of us with college degrees and graduate degrees -- you know, LITERATURE. Thank you for reaching out to us about our selection through OverDrive. I’m sorry you find it heavy on romance titles. Those titles tend to be inexpensive, so while we spend a small portion of our budget on them, we get a greater number of titles, which can make the selection look like it is mostly that genre. We spend the majority of our budget on Fiction, Mystery, and Nonfiction. Please feel free to make suggestions if there is a title you’d like us to evaluate for purchase. You can do that directly in OverDrive. When you are logged in, if you search for a title and we don’t own it, it will show up at the bottom of the screen and you can recommend it for purchase. We evaluate customer recommendations and add as many as we can. Thank you. 12 COMMENT # Date Received Source of Comment Staff Member Staff Member Title Date Responded to Customer NEWPORT BEACH PUBLIC LIBRARY CUSTOMER COMMENTS COMMENT RESPONSE 5 2/8/2019 Comment Card Rebecca Lightfoot Adult Services Coordinator 2/12/2019 6 2/12/2019 Email Natalie Basmaciyan Library Services Manager 2/15/2019 7 2/13/2019 Email Natalie Basmaciyan Library Services Manager 2/14/2019 8 2/16/2019 Email Rebecca Lightfoot Adult Services Coordinator 2/19/2019 Does the library accept gifts of business/technical books? I'm recently retired as a management and computer consultant and have about a dozen recent books looking for a new home. Thank you. Thank you for thinking of the library for your donation! Our Friends of the Library accept donations of all types. Please feel free to bring them by any of our locations during business hours and we’ll be happy to get them to the Friends. Thanks. Hello. I frequent this location of the NB library as it is close to my home. I live across Irvine Ave in Costa Mesa. I really enjoy NB family of public libraries. I have a concern - this location in particular has a very dimly lit parking lot. My feeling is that it is dangerous. The decorative lights on the concrete pillars in the front of the library are completely burned out and the light over the entrance door is out. I see that the NB side of Irvine Ave is lit with LED streetlights - can you add a light pole in the library parking lot? Or put an LED head on the 1 light that is in the parking lot? There are also homeless people that loiter around the library as well, so extra light to deter is needed. Thank you. Thank you for completing a Newport Beach Public Library comment card regarding the Mariners branch parking lot. I have contacted the City’s Public Works department to have their staff assess adding lighting to the parking lot area. Please let me know if we may be of further assistance with this or any other concern. Can you please look into offering the lecture and instructions in your media lab for lynda.com? Thank you. Thank you for taking the time to fill out a comment card and recommending we teach Lynda.com classes in the Media Lab. We are hoping to bring back classes this fall, and we will certainly consider teaching classes on Lynda.com. Thank you for the suggestion. Please let me know if there is anything else I can help you with! I know that you offer a selection of books for book clubs, but I can't find this service on your website. I wanted to suggest it to a local book club. Thank you for contacting the Newport Beach Public Library regarding book club books. We no longer circulate the Book Club in a Bag kits with multiple copies of books and discussion guides. Our Adult Services staff would be glad to assist you with selecting books and reviewing materials to facilitate a book discussion. You have access to databases such as Novelist Select, Biography in Context, and the Literature Resource Center to build you discussion topics. Please feel free to reach out to my colleague, Rebecca Lightfoot, for further assistance. Rebecca is the Adult Services Coordinator. She can assist you with the databases and book selections. Thank you for using our library. 13 COMMENT # Date Received Source of Comment Staff Member Staff Member Title Date Responded to Customer NEWPORT BEACH PUBLIC LIBRARY CUSTOMER COMMENTS COMMENT RESPONSE 9 2/25/2019 Email Rebecca Lightfoot Adult Services Coordinator 2/25/2019 10 2/25/2019 Comment Card Rebecca Lightfoot Adult Services Coordinator 3/7/2019 11 2/25/2019 Comment Card Rebecca Lightfoot Adult Services Coordinator 3/7/2019 Does the Library have Tax prep aid for seniors?The library does not offer any sort of tax prep. Our Oasis Senior Center does, but unfortunately they are booked up for the rest of the tax season. I spoke with an Oasis staff member, and she provided the following link to AARP approved tax prep centers: https://secure.aarp.org/applications/VMISLocator/searchTaxAide Locations.action. I hope that helps! Please let me know if there is anything else we can assist you with. Thank you. I like all the services--friendly and helpful people and employees and the bookstore. I would appreciate if you can write (sticker) to indicate the language of foreign movies. I have mentioned it since the opening. Easier to find like other library. Thank you for taking the time to fill out a comment card at the Central Library. Thank you for your kind words about the friendliness of our staff. We do strive to provide excellent customer service, and I’m so glad we are living up to your expectations. I appreciate your suggestion regarding labeling all the Foreign Language films. It is certainly something we can discuss. In the meantime, we do have the foreign films listed by language on our Bestsellers and New Titles page on our website: https://www.newportbeachlibrary.org/books-media/bestsellers-new-titles-18060. Staff is happy to assist you in locating anything you are looking for, so please don’t hesitate to ask. Thank you. There are time sensitive periodicals like Wall Street Journal that are missing from its shelf. There must be a rule that such periodicals only be kept and read within close proximity and returned to stand--not to be read any other part of the library and certainly not be taken out of the library. Thank you for taking the time to fill out a comment card and make us aware of your concerns regarding use of the newspapers. We would like our customers to enjoy our resources wherever they choose to within the library. Our pages do periodic sweeps of the building throughout the day and re- shelve time sensitive materials as quickly as possible. We do subscribe to an online database called ProQuest that offers you access to many newspapers, so you can have immediate access if another customer is reading the paper. If you would like to take advantage of this service, reference staff would be happy to assist you. Thank you again, and please don’t hesitate to contact me with any other questions or concerns. NEWPORT BEACH PUBLIC LIBRARY To: Board of Library Trustees From: Tim Hetherton, Library Services Director Re: Report of Library Activities – March 18, 2019 Meeting ______________________________________________________________________ TIM HETHERTON, LIBRARY SERVICES DIRECTOR “My family was big on the library. We were very much a reading family, but we were more a borrow-a-book-from-the-library family than a bookshelves-full-of-books family. My parents valued books, but they had grown up in the Depression, aware of the quicksilver nature of money, and they had learned the hard way that you shouldn’t buy what you could borrow. Because of that frugality, or perhaps despite it, they also believed that you should read a book for the experience of reading it.” -Susan Orlean The Library Book Meg Linton I’m very excited to have Meg Linton aboard as the Foundation’s new Executive Director. Meg has a lot of energy and enthusiasm, but more importantly, great ideas. I have a feeling there are great things in store for the Foundation and the Library. I am also delighted with Foundation Program Director Kunga Wangmo-Upshaw who is doing a great job as well. The Library Book I’m looking forward to Susan Orlean’s lecture on March 21. Her best-seller, The Library Book, is receiving rave reviews. The book documents a fire that raged through the Los Angeles Central Library on April 29, 1986, destroying or damaging more than a million books. This disaster is the center of Orlean’s story, which is a hybrid of a personal memoir, a biography of key players, and a history of LAPL and libraries in general. I found this quote particularly sobering, “People have been burning libraries for nearly as long as they’ve been building libraries. I sometimes find it hard to believe there are any books left in the world.” The book is a testament to how libraries and societies have evolved, responded to catastrophes, depressions and wars, and generally thrived despite a constant struggle against real and perceived threats. The story also details why libraries are so passionately supported. “This is why I wanted to write this book,” Orleans explains, “to tell people about a place I love that doesn’t belong to me but feels like it is mine.” Wheelhouse list for Library Trustees: Library Live with Susan Orlean Thursday, March 21 7 p.m. - 8:30 p.m. Friends Room Central Library (sold out) 12th Annual Gift of Literacy Luncheon with Lisa See Friday, April 5 14 11 a.m The Pacific Club (sold out) Board of Library Trustees meeting Monday, April 15 5 p.m. Balboa Branch Library NATALIE BASMACIYAN, LIBRARY SERVICES MANAGER Staffing Librarian Alex Jenkins is now assigned to the Central Library. Librarian Jeremy Rodriguez is now assigned to the Mariners branch library. Interviews are being conducted to fill the four Library Assistant/Part Time vacancies. Flor Edwards event Author Flor Edwards discussed her life growing up in the Children of God cult and living in several countries before the age of 12. 140 people attended the event and staff sold 15 copies of her book, Apocalypse Child. The event was generously funded by the Friends of the Library. Dr. Nancy Segal event Dr. Nancy Segal, a world-renowned twins specialist discussed her new book, Accidental Brothers. 160 people attended the event and staff sold 23 copies of her book. The event was generously funded by the Friends of the Library. Sunday Musicale 160 people attended the Sunday Musicale, featuring Guitar Duo Brian Cross and Jesus Palominos. The duo performed a repertoire of Latin American works from Argentina, Cuba, Mexico and Brazil. The event was generously funded by the Friends of the Library. Outreach Library Services Manager Natalie Basmaciyan and Programming Library Assistant Terry Sanchez spoke at the monthly meeting of the local chapter of the Daughters of the American Revolution. 38 people attended and staff presented a “Welcome Back to Your Library” presentation. 14 people opened new library cards. DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR Branches Programs at both Balboa and Mariners involved Valentine crafts. Mariners was also the site for an AP practice test in World and US History. Storytimes that have been held at CYC for the duration of the CDM Library construction were temporarily moved to Central during Ski Week as the CYC facility was hosting day camp during that time. Mariners saw some changes and additions to personnel when Jeremy Rodriquez who had recently promoted up from full-time Library Assistant to Librarian I was assigned to the Branch and Librarian I Alex Jenkins was re-assigned to Central. Newly hired Library Page Audora Arias was also assigned to Mariners. Part-time Library Assistant Laurie Sanders who had been 15 assigned to Balboa was promoted to full-time Librarian I and will be assigned to Central at the beginning of March. Balboa did experience some leaks during the month of February but further repairs to the roof did help. In terms of the new CDM Library, the frequent rains have caused construction delays particularly to exterior work but interior work has continued somewhat on track. Youth Services Just over 100 children and their adults attended a Valentine’s party craft event on February 14th. Lego Saturdays continue to be a success and storytime attendance in general has been very strong throughout the month. Melinda Vogel assumed her duties as full-time Librarian I in early February. It has been great having her in this role. Kristie Bailey, part-time Library Assistant gave her notice and intent to end employment in the first weekend of March. Her position will be replaced in the near future. Teen Services In order to comply with City Policy, the Library began the process of informing all current teen volunteers aged 14 and older that they must be fingerprinted and background checked in order to continue volunteering. Youth Services staff worked with HR to obtain the proper forms and create a procedure that will assure this happens. In addition the current volunteer form was revised to reflect this information. Melinda assumed the teen duties that had been done by Nadia and was introduced to the YAAC teens by Nadia at their monthly meeting on February 13. MELISSA HARTSON, CIRCULATION & TECHNICAL PROCESSING COORDINATOR Staffing We conducted first round Library Page interviews at the end of month. There are currently two vacancies to fill. Integrated Library System (ILS) Update Our current ILS, Millennium, is considered “an end of life system”. While Innovative Interfaces, the company that provides our ILS, still supports the product, it is no longer updating or enhancing the product. The current system architecture is sustaining the Library’s core functions, but we are unable to move forward with technological upgrades and customer empowerment features that have emerged over the last decade. At the end of 2017, the City issued an RFP for a new ILS. Bids came into the City in January 2018 and a committee of five staff members from the Library and IT evaluated and scored all sections except for the pricing, which the City’s purchasing agent ranked. In May, the top two competitors were invited to conduct system demonstrations. Several Library, IT and Purchasing staff viewed the demonstrations. Evaluations and scores of the demos were finalized in the fall of 2018. The City is currently working with the Library and IT’s preferred ILS vendor to draw up a contract, which will go to City Council for approval in the near future. 16 REBECCA LIGHTFOOT, ADULT SERVICES COORDINATOR Training/Collection Development Our subscription to Collection HQ is now live and the selectors have been attending training sessions on how to best use Collection HQ to evaluate the collection and better serve the community’s needs. Personnel Librarian I Helen Medina resigned to take a position at Buena Park Public Library. Her last day was February 25. Part Time Library Assistant Laurie Sanders was promoted to Librarian I to fill the vacancy left by Helen and began her new assignment at Central on March 2. Part Time Library Assistant Camille Garcia went to Balboa to take Laurie’s spot. We are currently in the process of hiring two new Part Time Library Assistants who successfully passed background checks and will be opening up a recruitment for two more Part Time Assistants to fill vacancies. 17 Proquest Articles Retrieved 2018-2019 July Aug Sept Oct Nov Dec Jan Feb AVG. Business Databases 1433 1359 908 1095 997 712 1612 1339 1182 Newspapers--Current 1005 1008 989 883 1106 1633 857 761 1030 Newspapers--Historical 1579 1255 1639 1892 1469 1179 1574 999 1448 Magazines 212 781 171 108 238 170 243 176 262 JUL AUG SEP OCT NOV DEC JAN FEB 2018 2018 2018 2018 2018 2018 2019 2019 Tracked by #searches A to Z Databases 1005 2362 1180 981 1276 1016 955 652 9427 Ancestry 520 547 434 617 871 460 966 990 5405 AskART 228 262 185 31 67 42 73 84 972 Biography In Context 35 61 58 185 319 91 63 50 862 Britannica School Edition 455 74 86 160 368 1143 Facts on File Ancient History 260 73 52 83 153 21 59 5 706 Gale Archives Unbound 12478 4380 4380 5037 26275 Gale Directory Library 31 14 39 26 39 24 35 13 221 Gale Virtual Reference Library 43 31 384 435 1085 1119 258 286 3641 HeritageQuest 2183 2343 2670 1772 1635 2376 2330 2201 17510 Kids InfoBits 28 113 56 26 128 72 35 12 470 Lynda.com 6214 8231 8030 7969 6852 6684 7794 6673 58447 Literature Resource Center 13 69 24 234 160 116 111 70 797 National Geographic 9 21 22 43 82 17 23 11 228 National Geographic Kids 6 27 5 21 27 7 3 8 104 NoveList Plus 197 170 186 181 96 89 137 1056 NoveList K-8 Plus 15 81 73 75 29 43 35 351 Opposing Viewpoints 6 54 730 2243 2839 2445 377 274 8968 ProQuest 4069 3731 3108 2964 3760 4057 6196 5258 33143 Reference USA Business 1868 1259 1431 983 795 630 961 792 8719 Reference USA Residential 87 103 84 442 122 60 116 62 1076 World Book Online 6 15 38 289 776 205 152 521 2002 Tracked by #sessions Cypress Resume 10 11 14 10 10 5 14 8 82 Kanopy 565 691 670 710 891 1020 989 915 6451 ScienceFLIX 4 14 23 12 20 6 5 7 91 Testing & Education Ref. Center 46 64 49 60 70 53 56 39 437 Universal Class 83 65 51 90 269 111 121 *790 Tracked by #page views Consumer Reports 1263 X 989 1674 2473 1596 2700 2034 12729 CultureGrams 154 590 247 210 449 120 168 115 2053 Morningstar 20950 8675 6152 9580 9354 9323 13340 8784 86158 NetAdvantage 4391 7341 6348 4276 4583 5855 5747 38541 RealQuest 112 41 184 85 39 73 151 97 782 Tumblebooks 186 142 123 161 95 124 37 20 888 Value Line 14836 13507 14724 16119 19008 14715 12994 105903 Tracked by Hours Used Rosetta Stone 40.1 17 12.7 5.7 35 11.4 23.3 41.75 187.0 Notes: Consumer Reports data unavailable for August 2018 Britannica School Edition added October 2018 Gale Archives Unbound Added November 2018 *Universal Class subscription discontinued Database FY Comparisons YTD 18/19 18 Feb-19 YTD 18/19 YTD 17/18 BALBOA 5,659 50,566 48,401 CDM 0 33 28,733 MARINERS 25,552 204,199 227,644 CENTRAL 63,894 560,542 565,842 Ebooks/Emagazines 12,779 103,238 79,788 TOTAL 107,884 918,578 950,408 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 DEC 18 104,476 JAN 19 115,930 FEB 19 107,884 TOTAL 1,392,630 12 Month Comparison NEWPORT BEACH PUBLIC LIBRARY - FEBRUARY 2019 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 MAR 18 APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18 DEC 18 JAN 19 FEB 19 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 Feb-19 YTD 18/19 YTD 17/18 BALBOA 386 3,518 3,533 CDM 0 0 3,392 MARINERS 2,962 27,827 25,047 CENTRAL 9,791 76,896 72,848 TOTAL 13,139 108,241 104,820 12 Month Comparison 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 DEC 18 12,119 JAN 19 17,259 FEB 19 13,139 TOTAL 159,942 NEWPORT BEACH PUBLIC LIBRARY - FEBRUARY 2019 REFERENCE BALBOA CDM MARINERS CENTRAL 0 3,000 6,000 9,000 12,000 15,000 18,000 21,000 24,000 MAR 18 APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18 DEC 18 JAN 19 FEB 19 181,315 211,742 199,880 191,567 184,260 190,391 168,496 162,510 157,149 156,521 120,000 140,000 160,000 180,000 200,000 220,000 240,000 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 Feb-19 YTD 18/19 YTD 17/18 BALBOA 2,996 28,922 29,366 CDM 0 0 23,610 MARINERS 21,295 150,026 169,763 CENTRAL 51,656 443,214 515,974 TOTAL 75,947 622,162 738,713 12 Month Comparison 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 DEC 18 66,322 JAN 19 79,698 FEB 19 75,947 TOTAL 1,041,793 NEWPORT BEACH PUBLIC LIBRARY - FEBRUARY 2019 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 MAR 18 APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18 DEC 18 JAN 19 FEB 19 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 Feb-19 YTD 18/19 YTD 17/18 BALBOA 153 1,132 1,104 CDM 0 0 4,756 MARINERS 996 7,676 8,988 CENTRAL 3,605 33,208 27,490 TOTAL 4,754 42,016 42,338 12 Month Comparison 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 DEC 18 2,999 JAN 19 4,792 FEB 19 4,754 TOTAL 69,213 PROGRAM ATTENDANCE NEWPORT BEACH PUBLIC LIBRARY - FEBRUARY 2019 BALBOA CDM MARINERS CENTRAL 0 2,000 4,000 6,000 8,000 10,000 12,000 MAR 18 APR 18 MAY 18 JUN 18 JUL 18 AUG 18 SEP 18 OCT 18 NOV 18 DEC 18 JAN 19 FEB 19 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 (March 4, 2019) ACCOUNT DESCRIPTION ORIGINAL APPROP REVISED BUDGET YTD EXPENDED MONTHLY EXPENDED AVAILABLE BUDGET I SALARY & BENEFITS SALARY FULL-TIME REGULAR 2,768,340 2,768,974 1,661,618 101,122 1,107,356 SALARY PART-TIME 967,642 987,642 503,687 33,072 483,955 BENEFITS 2,278,603 2,281,335 1,388,107 62,506 893,228 SALARY & BENEFITS TOTAL 6,014,585 6,037,951 3,553,412 196,700 2,484,539 II MAINT & OPERATION PROFESSIONAL SERVICE*137,577 137,577 102,105 2,537 35,472 UTILITIES 274,885 274,885 179,334 15,734 95,551 PROGRAMMING 5,500 5,500 8,051 2,014 -2,551 SUPPLIES**83,170 83,887 56,813 1,684 27,074 LIBRARY MATERIALS 619,740 625,055 511,318 20,738 113,737 FACILITIES MAINTENANCE 174,951 174,951 107,362 16,970 67,589 TRAINING AND TRAVEL 15,075 15,075 3,507 955 11,568 GENERAL OPERATING EXPENSES***24,200 24,200 9,308 395 14,892 PERIPHERALS 5,000 5,000 0 0 5,000 INTERNAL SERVICE FUNDS 1,419,637 1,419,637 828,121 118,303 591,516 OFFICE EQUIPMENT 2,000 2,000 249 -18 1,751 MAINT & OPERATION TOTAL 2,761,735 2,767,767 1,806,169 179,313 961,598 LIBRARY BUDGET TOTAL 8,776,320 8,805,718 5,359,581 376,014 3,446,137 *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 Mar 19, 2018 Mar 18, 2019 Mar 19, 2018 Mar 18, 2019 Mar 19, 2018 Mar 18, 2019 Mar 19, 2018 Apr 15, 2019 Mar 19, 2018 Apr 15, 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 Jan 22, 2019 Jan 21, 2020 Jan 22, 2019 Jan 21, 2020 Feb 19, 2019 Feb 18, 2020 Feb 19, 2019 Feb 18, 2020 LAST REVIEWED POLICY REVIEW Feb 19, 2019 CC I-7 Library Meeting Rooms Policy (Council Policy I-7)Mar 18, 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 18, 2020 Aug 20, 2018 CC I-1 Library Services Policy (Council Policy I -1)Jun 15, 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 Jan 22, 2019 NBPL 10 Laptop Borrowing Policy Jan 19, 2021 Jan 22, 2019 NBPL 5 Newport Beach Public Library Internet Use Policy (formerly City Council Policy I-8)Jan 19, 2021 Jan 22, 2019 NBPL 11 Rules for Acceptable Use of Wireless Internet Connections Jan 19, 2021 Annual Budget - Preliminary Review Arts & Cultural Update Review Holidays / Meeting Schedule Newport Beach Public Library eBranch & Database Review 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 Youth Services Update Election of Board of Library Trustees Officers/Trustee Liaisons Proposed Library Closures for Winter Holidays 2018 Branch Update - Corona del Mar Annual Budget - Approval WiFi Usage Compared to Other Libraries 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 Assign a Lecture Hall Capital Campaign Committee Lecture Hall Update Corona del Mar Branch Project Update Policy Review (See List Below) Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June) 24 TO: Board of Library Trustees FROM: Tim Hetherton, Library Services Director (949)717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Library Meeting Rooms – Council Policy I-7 _____________________________________________________________________________________ RECOMMENDATION: Staff recommends that the Board of Library Trustees review and approve changes made to Council Policy I-7, Library Meeting Rooms, for submission to City Council. DISCUSSION: Per Board direction, staff made a series of revisions to Council Policy I-7, Library Meeting Rooms, so that the policy reflects actual practices and so the policy statement and application document no longer contradict each other. A historical review of the Library Meeting Room policy, available at http://ecms.newportbeachca.gov/Web/Browse.aspx?startid=8615&cnb=CouncilPolicies, shows that the policy began with the former Newport Center Branch, which had a meeting room managed by the “Library Department”. The 1995 iteration of the policy has jurisdiction of the meeting room, now known as the Friends Room, under the control of the Community Services Department. This department was comprised of the Library Services Department, and Recreation and Senior Services. The City divided Community Services into separate departments, Library Services, and Recreation and Senior Services, in 2002. The policy first makes mention of the Jorgenson Room in 2006, when the new Mariners Branch opened, even though the former Mariners Branch, demolished in 2006, also had a Jorgenson Room, under the jurisdiction of the Recreation Department. The Jorgenson Room is a multi-purpose room used by Recreation for after-school activities and programs. It also serves as a community room, which can be reserved for different functions. Since I-7 is a Council Policy, any revisions to the policy must be approved by City Council. City Council will periodically review the Council Policy Manual, and will request departmental input on the policies. The Library Board can revise the policy and bring it to Council with the recommendation that it become a Library policy. The application would not have to be submitted to Council for approval. 25 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: Library Meeting Rooms – Council Policy I-7 ATTACHMENT B: Application Process – Library Meeting Rooms ATTACHMENT C: Library Meeting Rooms – Council Policy I-7 (redlined) ATTACHMENT D: Application Process – Library Meeting Rooms (redlined) ATTACHMENT E: Library Meeting Rooms – Council Policy I-7 (final) ATTACHMENT F: Application Process – Library Meeting Rooms (final) 26 Library Meeting Rooms COUNCIL POLICY I-7 Background The large meeting room in the Newport Beach Central Library is known as the Friends Meeting Room (Friends Room). The small meeting room at the Central Library is known as the Conference Room. The meeting room at the Crean Mariners Library is known as the Vincent Jorgensen Room (Jorgensen Room). The Jorgensen Room is administered by the Recreation and Senior Services Department. The Library Board of Trustees and the Library Services Department (Department) administer the Library and its meeting rooms. These rooms are the primary source of meeting space for library programs and activities. The City has a shortage of large meeting space and City officers and employees frequently need to use the meeting rooms for City business on very short notice. Moreover, public use of the Library meeting rooms takes staff away from their normal duties and can, if uncontrolled, interfere with the public’s use and enjoyment of the library. The City needs to limit the amount and timing of the use of the Library meeting rooms by other than Library and City officials and employees to protect the public interest. Application This Policy shall not apply to use of the Library meeting rooms for Library or Library sponsored activities and programs and City or City sponsored activities and programs. The Library staff, the Board of Library Trustees, the City and its officers and employees and the Friends of the Library and Library Foundation when used for programs and activities directly related to Library functions and purposes; shall be entitled to use the Library meeting rooms at any time subject only to confirming availability with the Library Services Director. Purpose The purpose of this Policy is to establish: A. Procedures for processing and approving or disapproving requests from private persons, groups or organizations for permission to use the Library meeting rooms; B. Priorities for the use of the Library meeting rooms to ensure its availability to the City and its officers and employees and to resolve any conflict related to requests for use by others; and C. Standards and criteria for the use of the Library meeting rooms to ensure there is no conflict with the public’s use of the City Libraries and no significant impact on the workload of staff. ATTACHMENT A POLICY CURRENT 27 A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the Library Services Director and subject to the approval of the Alcoholic Beverage Control Board. B. Smoking is prohibited in the Library meeting rooms, and the entire Library facility, including restrooms. C. At least one (1) adult shall be present in the Library meeting rooms whenminors are in attendance. D. No person shall interfere with the normal use and activities of the Library by way of noise, disturbance or other activity. F. Meetings or activities conducted at the Library meeting rooms may not be advertised or promoted as City or Library sponsored activities. All materials used for advertising or announcing a meeting or activity to be conducted in a Library meeting room shall be submitted to the Library Services Director at least ten (10) days prior to the use for the sole purpose of determining if the material complies with this condition. The Library Services Director shall notify the permittee of his/her determination that the material complies or does not comply with the condition within two business days after submittal.G. Meetings or activities in the Friends Room shall not exceed 187 persons. H. The Library meeting rooms shall not be used for private social functions such as weddings, music rehearsals, etc. unless rehearsals are necessary as part of a Library or City sponsored public concert, or production which is scheduled to be performed in the Library meeting rooms. ATTACHMENT A POLICY CURRENT Procedure Any person, group or entity seeking permission to use the Library meeting rooms (applicant) shall submit an application on the form provided by the Department. The applicant shall provide all information requested in the application and such additional information as may reasonably be required by the Library Services Director to enable him/her to determine if use by the applicant will comply with this Policy. Applications shall not be considered complete unless accompanied by required fees and proof of insurance. No person, group or entity shall be entitled to use of the Library meeting rooms unless their application has been approved by the Library Services Director or his/her designee. No application shall be approved within one year after the applicant’s failure to comply with the standard conditions of use or any special conditions imposed by the Department Director. No application shall be approved until the applicant establishes that any fees, donations or admissions charged for use of the Library meeting rooms will be for non-profit fundraising purposes or limited to defraying the actual costs and expenses of the activity or program for which the application is submitted. Standard Conditions to Use Applications for use of the Library meeting rooms are approved subject to permittee’s compliance with the following standard conditions to use: 28 I. Use of the Friends Room and Conference Room is limited to 9:15 a.m. to 8:30 p.m. Monday through Thursday and 9:15 a.m. to 5:30 p.m. Friday through Saturday, unless expressly approved in writing by the Library Services Director. J. The provision of insurance should be general liability, naming the City and its officers, agents, officials, employees and volunteers as additional insureds, providing coverage in the amount of not less than $1,000,000 for any claim, loss, injury, damage or other casualty that is in any way related to the use and/or occupancy of the Library meeting rooms by the permittee authorized to use the Library meeting rooms pursuant to this Policy. K. The agreement of the permittee to defend, indemnify and hold harmless the City and its officers and employees with respect to any claim, loss, or injury that arises out of, or is in any way related to permittee’s use and occupancy of the Library meeting rooms. L. Applications for reservations may be made no more than 90 days in advance and no more than once every 90 days. Priorities of Use A. FIRST PRIORITY 1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and activities that are directly related to library functions and purposes. 2. Any meeting or activity conducted by any organization of which the City is a member and whose purpose is consistent with the educational and informational function of the Library. B. SECOND PRIORITY Use of the Library meeting rooms may be granted by the Library Services Director to those persons, organizations or entities listed below on a first come first serve basis: 1. Sponsored educational or informational programs and activities of other state or local public agencies such as local public schools or special districts. 2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by City residents or City non-profit organizations that are open to the public and have fifty percent (50%) or more of memberships consisting of Newport Beach residents. 3. Recreational, social or civic organizations and/or groups that are non-resident promoted and sponsored by non-profit organizations that are open to the public, but do not qualify under B.2. 4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of non-profit. Non-profit status is defined as an organization that is so defined by the Internal Revenue Service Section 501C3 and has a state of California Tax Identification Number. Fees, Deposits and Cancellation Procedures ATTACHMENT A POLICY CURRENT 29 ATTACHMENT A POLICY CURRENT Fees may be charged for the use of the Library meeting rooms. Fees shall be established by Resolution of and periodically adjusted by the City Council on the recommendation of the Board of Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with the administration of this policy and the maintenance and repair associated with the public’s use of the Library meeting rooms. History Adopted O-1 – 7-14-1980 Amended O-1 – 11-28-1988 Amended O-1 – 10-28-1991 Amended O-1 – 2-27-1995 (changed to I-21) Amended I-21 – 2-24-1997 Amended I-21 – 5-8-2001 Amended I-21 – 4-8-2003 (changed to I-7) Amended I-7 – 10-10-2006 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on October 10, 2006. 30 ATTACHMENT B: APPLICATION PROCESS CURRENT– LIBRARY MEETING ROOM APPLICATION PROCESS LIBRARY MEETING ROOM PRIORITIES OF USE A. FIRST PRIORITY 1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and activities that are directly related to library functions and purposes. 2. Any meeting or activity conducted by any organization of which the City is a member and whose purpose is consistent with the educational and informational function of the Library. B. SECOND PRIORITY Use of the Library meeting rooms may be granted by the Library Services Director to those persons, organizations or entities listed below on a first come first serve basis: 1. Sponsored educational or informational programs and activities of other state or local public agencies such as local public schools or special districts. 2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by City residents or City non-profit organizations that are open to the public and have fifty percent (50%) or more of memberships consisting of Newport Beach residents. 3. Recreational, social or civic organizations and/or groups that are non-resident promoted and sponsored by non-profit organizations that are open to the public, but do not qualify under B.2. 4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of non-profit. Non-profit status is defined as an organization that is so defined by the Internal Revenue Service Section 501C3 and has a state of California Tax Identification Number. APPLICATION PROCEDURE Application for use of the Central Library meeting rooms are obtained through –the Library Services Department Administration office, (949) 717- 3802 or LibraryAdminTeam@newportbeachca.gov. Applications for use of the Jorgensen room (available only after 5:00 p.m. weekdays) are obtained through the Recreation and Senior Services Department, (949) 644- 3151 or recreation@newportbeachca.gov . Any person, group or entity seeking permission to use the Library meeting rooms (applicant) shall submit an application on the form provided by the Library Services Department. The applicant shall provide all information requested in the application and such additional information as may reasonably be required by the Library Services Director to enable him/her to determine if use by the applicant will comply with this Policy. Applications shall not be considered complete unless accompanied by required fees and proof of insurance. No person, group or entity shall be entitled to use of the Library meeting rooms unless their application has been approved by the Library Services Director or his/her designee. No application shall be approved within one year after the applicant’s failure to comply with the standard conditions of use or any special conditions imposed by the Department Director. 31 ATTACHMENT B: APPLICATION PROCESS CURRENT – LIBRARY MEETING ROOM FEES, DEPOSITS AND CANCELLATION PROCEDURES Fees may be charged for the use of the Library meeting rooms. Fees shall be established by Resolution of and periodically adjusted by the City Council on the recommendation of the Board of Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with the administration of this policy and the maintenance and repair associated with the public’s use of the Library meeting rooms. 32 ATTACHMENT B: APPLICATION PROCESS CURRENT– LIBRARY MEETING ROOM MEETING ROOM FEES: Cancellation Charge $59 Refundable Deposit: Friends Room (use of Public Address system) $100 Refundable Deposit: Cleaning $96 Setup & Cleanup: Friends Room $114 Facility Use Fees: Non-Profit Resident, per hour, 2 hour minimum $50 Facility Use Fees: Non-Profit Non-Resident, per hour, 2 hour minimum $95 Facility Use Fees: Private Resident, per hour, 2 hour minimum $80 Facility Use Fees: Private Non-Resident, per hour, 2 hour minimum $160 Check Payable To: CITY OF NEWPORT BEACH GENERAL REQUIREMENTS FOR USE OF FRIENDS ROOM: (To be received and approved before date can be confirmed) Contract must be signed with fees, deposits and insurance forms attached Provision of insurance as stated in City Council Policy I-7 and to include: Certificate of Insurance Worker’s Comp section completed if employees/volunteers of group attending meeting Additional Insured Endorsement Special Event Insurance will be required if group cannot provide insurance Copy of 501c3 and State of California Tax Identification Number All meetings in the Friends Room are open to the public Contact person must be present when room is first opened by staff Available only during hours stated in City Council Policy I-7 Activities must be limited to the room; sound cannot impact library use The use of alcoholic beverages is prohibited unless expressly approved in writing by the Library Services Director and subject to the approval of the Alcoholic Beverage ControlBoard.Room set-up approved prior to event Approved by the Board of Library Trustees May 16, 2016 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on February 19, 2019. 33 Library Meeting Rooms COUNCIL POLICY I-7 Background The large meeting room in the Newport Beach Central Library is known as the Friends Meeting Room (Friends Room). The small meeting room at the Central Library is known as the Conference Room. The meeting room at the Crean Mariners Library is known as the Vincent Jorgensen Room (Jorgensen Room). The Jorgensen Room is administered by the Recreation and Senior Services Department. The Library Board of Trustees and the Library Services Department (Department) administer the Library and its meeting rooms. These rooms are the primary source of meeting space for library programs and activities. The City has a shortage of large meeting space and City officers and employees frequently need to use the meeting rooms for City business on very short notice. Moreover, public use of the Library meeting rooms takes staff away from their normal duties and can, if uncontrolled, interfere with the public’s use and enjoyment of the library. The City needs to limit the amount and timing of the use of the Library meeting rooms by other than Library and City officials and employees to protect the public interest. Application This Policy shall not apply to use of the Library meeting rooms for Library or Library sponsored activities and programs and City or City sponsored activities and programs. The Library staff, the Board of Library Trustees, the City and its officers and employees and the Friends of the Library and Library Foundation when used for programs and activities directly related to Library functions and purposes; shall be entitled to use the Library meeting rooms at any time subject only to confirming availability with the Library Services Director. Purpose The purpose of this Policy is to establish: A. Procedures for processing and approving or disapproving requests from private persons, groups or organizations for permission to use the Library meeting rooms; B. Priorities for the use of the Library meeting rooms to ensure its availability to the City and its officers and employees and to resolve any conflict related to requests for use by others; and C. Standards and criteria for the use of the Library meeting rooms to ensure there is no conflict with the public’s use of the City Libraries and no significant impact on the workload of staff. ATTACHMENT C POLICY REDLINED 34 A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the Library Services Director and subject to the approval of the Alcoholic Beverage Control Board. B. Smoking is prohibited in the Library meeting rooms, and the entire Library facility, including restrooms. C. At least one (1) adult shall be present in the Library meeting rooms for every twenty (20)when minors are in attendance. Each adult necessary to maintain the required adult/minor ratio shall remain in the Library meeting rooms for the duration of the permitted use. D. No person shall interfere with the normal use and activities of the Library by way of noise, disturbance or other activity. E. Groups of one hundred (100) or more persons shall be required to provide proof of off-site parking availability (off-site parking plan) prior to approval of the application and shall strictly comply with the parking plan. F. Meetings or activities conducted at the Library meeting rooms may not be advertised or promoted as City or Library sponsored activities. All materials used for advertising or announcing a meeting or activity to be conducted in a Library meeting room shall be submitted to the Library Services Director at least ten (10) days prior to the use for the sole purpose of determining if the material complies with this condition. The Library Services Director shall notify the permittee of his/her determination that the material complies or does not comply with the condition within two business days after submittal. ATTACHMENT C POLICY REDLINED Procedure Any person, group or entity seeking permission to use the Library meeting rooms (applicant) shall submit an application on the form provided by the Department. The applicant shall provide all information requested in the application and such additional information as may reasonably be required by the Library Services Director to enable him/her to determine if use by the applicant will comply with this Policy. Applications shall not be considered complete unless accompanied by required fees and proof of insurance. No person, group or entity shall be entitled to use of the Library meeting rooms unless their application has been approved by the Library Services Director or his/her designee. No application shall be approved within one year after the applicant’s failure to comply with the standard conditions of use or any special conditions imposed by the Department Director. No application shall be approved until the applicant establishes that any fees, donations or admissions charged for use of the Library meeting rooms will be for non-profit fundraising purposes or limited to defraying the actual costs and expenses of the activity or program for which the application is submitted. Standard Conditions to Use Applications for use of the Library meeting rooms are approved subject to permittee’s compliance with the following standard conditions to use: 35 G. Meetings or activities in the Friends Room shall not exceed 200 187 persons. H. The Library meeting rooms shall not be used for private social functions such as weddings, music rehearsals, etc. unless rehearsals are necessary as part of a Library or City sponsored public concert, or production which is scheduled to be performed in the Library meeting rooms. I. Use of the Friends Room and Conference Room is limited to 9:15 a.m. to 8:30 p.m. Monday through Thursday and 9:15 a.m. to 5:30 p.m. Friday through Saturday, unless expressly approved in writing by the Library Services Director. J. The provision of insurance should be general liability, naming the City and its officers, agents, officials, employees and volunteers as additional insureds, providing coverage in the amount of not less than $1,000,000 for any claim, loss, injury, damage or other casualty that is in any way related to the use and/or occupancy of the Library meeting rooms by the permittee authorized to use the Library meeting rooms pursuant to this Policy. K. The agreement of the permittee to defend, indemnify and hold harmless the City and its officers and employees with respect to any claim, loss, or injury that arises out of, or is in any way related to permittee’s use and occupancy of the Library meeting rooms. L. Applications for reservations may be made no more than 90 days in advance and no more than once every 90 days. Priorities of Use A. FIRST PRIORITY 1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and activities that are directly related to library functions and purposes. 2. Any meeting or activity conducted by any organization of which the City is a member and whose purpose is consistent with the educational and informational function of the Library. B. SECOND PRIORITY Use of the Library meeting rooms may be granted by the Library Services Director to those persons, organizations or entities listed below on a first come first serve basis: 1. Sponsored educational or informational programs and activities of other state or local public agencies such as local public schools or special districts. 2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by City residents or City non-profit organizations that are open to the public and have fifty percent (50%) or more of memberships consisting of Newport Beach residents. ATTACHMENT C POLICY REDLINED 36 3. Recreational, social or civic organizations and/or groups that are non-resident promoted and sponsored by non-profit organizations that are open to the public, but do not qualify under B.2. 4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of non-profit. Non-profit status is defined as an organization that is so defined by the Internal Revenue Service Section 501C3 and has a state of California Tax Identification Number. Fees, Deposits and Cancellation Procedures Fees may be charged for the use of the Library meeting rooms. Fees shall be established by Resolution of and periodically adjusted by the City Council on the recommendation of the Board of Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with the administration of this policy and the maintenance and repair associated with the public’s use of the Library meeting rooms. History Adopted O-1 – 7-14-1980 Amended O-1 – 11-28-1988 Amended O-1 – 10-28-1991 Amended O-1 – 2-27-1995 (changed to I-21) Amended I-21 – 2-24-1997 Amended I-21 – 5-8-2001 Amended I-21 – 4-8-2003 (changed to I-7) Amended I-7 – 10-10-2006 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on October 10, 2006March 18, 2019. ATTACHMENT C POLICY REDLINED 37 ATTACHMENT D: APPLICATION PROCEDURE REDLINED – LIBRARY MEETING ROOM APPLICATION PROCESS LIBRARY MEETING ROOM PRIORITIES OF USE A. FIRST PRIORITY 1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and activities that are directly related to library functions and purposes. 2. Any meeting or activity conducted by any organization of which the City is a member and whose purpose is consistent with the educational and informational function of the Library. B. SECOND PRIORITY Use of the Library meeting rooms may be granted by the Library Services Director to those persons, organizations or entities listed below on a first come first serve basis: 1. Sponsored educational or informational programs and activities of other state or local public agencies such as local public schools or special districts. 2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by City residents or City non-profit organizations that are open to the public and have fifty percent (50%) or more of memberships consisting of Newport Beach residents. 3. Recreational, social or civic organizations and/or groups that are non-resident promoted and sponsored by non-profit organizations that are open to the public, but do not qualify under B.2. 4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of non-profit. Non-profit status is defined as an organization that is so defined by the Internal Revenue Service Section 501C3 and has a state of California Tax Identification Number. A.Any official Newport Beach Public Library co-sponsored and/or conducted programsand activities that are directly related to Library functions and purposes. B.Any meeting or activity conducted by any organization of which the City is a member and whose purpose is consistent with the educational and informational function of the Library. C.Sponsored educational or informational programs and activities of other state orlocal public agencies such as local public schools or special districts. APPLICATION PROCEDURE Application for use of the Central Library meeting rooms are obtained through Francine Jacome, Administrative Support Technician -– the Library Services Department Administration office, (949) 717- 3802 or fjacome@newportbeachca.gov.LibraryAdminTeam@newportbeachca.gov. Applications for use of the Jorgensen room (available only after 5:00 p.m. weekdays) are obtained through Matt Dingwall, Recreation Coordinator –the Recreation and Senior Services Department, (949) 644-3152 3151 or recreation@newportbeachca.gov mdingwall@newportbeachca.gov. Formatted: Indent: Left: 0.33", No bullets or numbering Formatted: Left 38 ATTACHMENT D: APPLICATION PROCEDURE REDLINED– LIBRARY MEETING ROOM Any person, group or entity seeking permission to use the Library meeting rooms (applicant) shall submit an application on the form provided by the Library Services Department. The applicant shall provide all information requested in the application and such additional information as may reasonably be required by the Library Services Director to enable him/her to determine if use by the applicant will comply with this Policy. Applications shall not be considered complete unless accompanied by required fees and proof of insurance. No person, group or entity shall be entitled to use of the Library meeting rooms unless their application has been approved by the Library Services Director or his/her designee. No application shall be approved within one year after the applicant’s failure to comply with the standard conditions of use or any special conditions imposed by the Department Director. FEES, DEPOSITS AND CANCELLATION PROCEDURES Fees may be charged for the use of the Library meeting rooms. Fees shall be established by Resolution of and periodically adjusted by the City Council on the recommendation of the Board of Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with the administration of this policy and the maintenance and repair associated with the public’s use of the Library meeting rooms. 39 ATTACHMENT D: APPLICATION PROCEDURE REDLINED – LIBRARY MEETING ROOM MEETING ROOM FEES: Cancellation Charge $59 Refundable Deposit: Friends Room (use of Public Address system) $100 Refundable Deposit: Cleaning $96 Setup & Cleanup: Friends Room $114 Facility Use Fees: Non-Profit Resident, per hour, 2 hour minimum $50 Facility Use Fees: Non-Profit Non-Resident, per hour, 2 hour minimum $95 Facility Use Fees: Private Resident, per hour, 2 hour minimum $80 Facility Use Fees: Private Non-Resident, per hour, 2 hour minimum $160 Check Payable To: CITY OF NEWPORT BEACH GENERAL REQUIREMENTS FOR USE OF FRIENDS ROOM: (To be received and approved before date can be confirmed) Contract must be signed with fees, deposits and insurance forms attached Provision of insurance as stated in City Council Policy I-7 and to include: Certificate of Insurance Worker’s Comp section completed if employees/volunteers of group attending meeting Additional Insured Endorsement Special Event Insurance will be required if group cannot provide insurance Copy of 501c3 and State of California Tax Identification Number All meetings in the Friends Room are open to the public Contact person must be present when room is first opened by staff Available only during hours stated in City Council Policy I-7 Activities must be limited to the room; sound cannot impact library use No alcohol The use of alcoholic beverages is prohibited unless expressly approved in writingby the Library Services Director and subject to the approval of the Alcoholic BeverageControl Board. Room set-up approved prior to event Approved by the Board of Library Trustees May 16, 2016 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on February 19, 2019. Formatted: Font: Arial, 11 pt Formatted: Font: Arial, 11 pt 40 Library Meeting Rooms COUNCIL POLICY I-7 Background The large meeting room in the Newport Beach Central Library is known as the Friends Meeting Room (Friends Room). The small meeting room at the Central Library is known as the Conference Room. The meeting room at the Crean Mariners Library is known as the Vincent Jorgensen Room (Jorgensen Room). The Jorgensen Room is administered by the Recreation and Senior Services Department. The Library Board of Trustees and the Library Services Department (Department) administer the Library and its meeting rooms. These rooms are the primary source of meeting space for library programs and activities. The City has a shortage of large meeting space and City officers and employees frequently need to use the meeting rooms for City business on very short notice. Moreover, public use of the Library meeting rooms takes staff away from their normal duties and can, if uncontrolled, interfere with the public’s use and enjoyment of the library. The City needs to limit the amount and timing of the use of the Library meeting rooms by other than Library and City officials and employees to protect the public interest. Application This Policy shall not apply to use of the Library meeting rooms for Library or Library sponsored activities and programs and City or City sponsored activities and programs. The Library staff, the Board of Library Trustees, the City and its officers and employees and the Friends of the Library and Library Foundation when used for programs and activities directly related to Library functions and purposes; shall be entitled to use the Library meeting rooms at any time subject only to confirming availability with the Library Services Director. Purpose The purpose of this Policy is to establish: A. Procedures for processing and approving or disapproving requests from private persons, groups or organizations for permission to use the Library meeting rooms; B. Priorities for the use of the Library meeting rooms to ensure its availability to the City and its officers and employees and to resolve any conflict related to requests for use by others; and C. Standards and criteria for the use of the Library meeting rooms to ensure there is no conflict with the public’s use of the City Libraries and no significant impact on the workload of staff. ATTACHMENT E - POLICY FINAL 41 Procedure Any person, group or entity seeking permission to use the Library meeting rooms (applicant) shall submit an application on the form provided by the Department. The applicant shall provide all information requested in the application and such additional information as may reasonably be required by the Library Services Director to enable him/her to determine if use by the applicant will comply with this Policy. Applications shall not be considered complete unless accompanied by required fees and proof of insurance. No person, group or entity shall be entitled to use of the Library meeting rooms unless their application has been approved by the Library Services Director or his/her designee. No application shall be approved within one year after the applicant’s failure to comply with the standard conditions of use or any special conditions imposed by the Department Director. No application shall be approved until the applicant establishes that any fees, donations or admissions charged for use of the Library meeting rooms will be for non-profit fundraising purposes or limited to defraying the actual costs and expenses of the activity or program for which the application is submitted. Standard Conditions to Use Applications for use of the Library meeting rooms are approved subject to permittee’s compliance with the following standard conditions to use: A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the Library Services Director and subject to the approval of the Alcoholic Beverage Control Board. B. Smoking is prohibited in the Library meeting rooms, and the entire Library facility, including restrooms. C. At least one (1) adult shall be present in the Library meeting rooms when minors are in attendance. D. No person shall interfere with the normal use and activities of the Library by way of noise, disturbance or other activity. F. Meetings or activities conducted at the Library meeting rooms may not be advertised or promoted as City or Library sponsored activities. All materials used for advertising or announcing a meeting or activity to be conducted in a Library meeting room shall be submitted to the Library Services Director at least ten (10) days prior to the use for the sole purpose of determining if the material complies with this condition. The Library Services Director shall notify the permittee of his/her determination that the material complies or does not comply with the condition within two business days after submittal. G.Meetings or activities in the Friends Room shall not exceed 187 persons. H. The Library meeting rooms shall not be used for private social functions such as weddings, music rehearsals, etc. unless rehearsals are necessary as part of a Library or City sponsored public concert, or production which is scheduled to be performed in the Library meeting rooms. ATTACHMENT E - POLICY FINAL 42 I. Use of the Friends Room and Conference Room is limited to 9:15 a.m. to 8:30 p.m. Monday through Thursday and 9:15 a.m. to 5:30 p.m. Friday through Saturday, unless expressly approved in writing by the Library Services Director. J. The provision of insurance should be general liability, naming the City and its officers, agents, officials, employees and volunteers as additional insureds, providing coverage in the amount of not less than $1,000,000 for any claim, loss, injury, damage or other casualty that is in any way related to the use and/or occupancy of the Library meeting rooms by the permittee authorized to use the Library meeting rooms pursuant to this Policy. K. The agreement of the permittee to defend, indemnify and hold harmless the City and its officers and employees with respect to any claim, loss, or injury that arises out of, or is in any way related to permittee’s use and occupancy of the Library meeting rooms. L. Applications for reservations may be made no more than 90 days in advance and no more than once every 90 days. Priorities of Use A. FIRST PRIORITY 1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and activities that are directly related to library functions and purposes. 2. Any meeting or activity conducted by any organization of which the City is a member and whose purpose is consistent with the educational and informational function of the Library. B. SECOND PRIORITY Use of the Library meeting rooms may be granted by the Library Services Director to those persons, organizations or entities listed below on a first come first serve basis: 1. Sponsored educational or informational programs and activities of other state or local public agencies such as local public schools or special districts. 2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by City residents or City non-profit organizations that are open to the public and have fifty percent (50%) or more of memberships consisting of Newport Beach residents. 3. Recreational, social or civic organizations and/or groups that are non-resident promoted and sponsored by non-profit organizations that are open to the public, but do not qualify under B.2. 4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of non-profit. Non-profit status is defined as an organization that is so defined by the Internal Revenue Service Section 501C3 and has a state of California Tax Identification Number. Fees, Deposits and Cancellation Procedures ATTACHMENT E - POLICY FINAL 43 Fees may be charged for the use of the Library meeting rooms. Fees shall be established by Resolution of and periodically adjusted by the City Council on the recommendation of the Board of Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with the administration of this policy and the maintenance and repair associated with the public’s use of the Library meeting rooms. History Adopted O-1 – 7-14-1980 Amended O-1 – 11-28-1988 Amended O-1 – 10-28-1991 Amended O-1 – 2-27-1995 (changed to I-21) Amended I-21 – 2-24-1997 Amended I-21 – 5-8-2001 Amended I-21 – 4-8-2003 (changed to I-7) Amended I-7 – 10-10-2006 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on March 18, 2019. ATTACHMENT E - POLICY FINAL 44 ATTACHMENT F: APPLICATION PROCEDURE FINAL – LIBRARY MEETING ROOM APPLICATION PROCESS LIBRARY MEETING ROOM PRIORITIES OF USE A. FIRST PRIORITY 1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and activities that are directly related to library functions and purposes. 2. Any meeting or activity conducted by any organization of which the City is a member and whose purpose is consistent with the educational and informational function of the Library. B. SECOND PRIORITY Use of the Library meeting rooms may be granted by the Library Services Director to those persons, organizations or entities listed below on a first come first serve basis: 1. Sponsored educational or informational programs and activities of other state or local public agencies such as local public schools or special districts. 2. Recreational, social or civic organizations and/or groups that are promoted and sponsored by City residents or City non-profit organizations that are open to the public and have fifty percent (50%) or more of memberships consisting of Newport Beach residents. 3. Recreational, social or civic organizations and/or groups that are non-residentpromoted and sponsored by non-profit organizations that are open to the public, but do not qualify under B.2. 4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition of non-profit. Non-profit status is defined as an organization that is so defined by the Internal Revenue Service Section 501C3 and has a state of California TaxIdentification Number. APPLICATION PROCEDURE Application for use of the Central Library meeting rooms are obtained through –the Library Services Department Administration office, (949) 717- 3802 or LibraryAdminTeam@newportbeachca.gov. Applications for use of the Jorgensen room (available only after 5:00 p.m. weekdays) are obtained through the Recreation and Senior Services Department, (949) 644- 3151 or recreation@newportbeachca.gov . Any person, group or entity seeking permission to use the Library meeting rooms (applicant) shall submit an application on the form provided by the Library Services Department. The applicant shall provide all information requested in the application and such additional information as may reasonably be required by the Library Services Director to enable him/her to determine if use by the applicant will comply with this Policy. Applications shall not be considered complete unless accompanied by requiredfees and proof of insurance. No person, group or entity shall be entitled to use of the 45 ATTACHMENT F: APPLICATION PROCEDURE FINAL – LIBRARY MEETING ROOM Library meeting rooms unless their application has been approved by the Library Services Director or his/her designee. No application shall be approved within one year after the applicant’s failure to comply with the standard conditions of use or any special conditions imposed by the Department Director. FEES, DEPOSITS AND CANCELLATION PROCEDURES Fees may be charged for the use of the Library meeting rooms. Fees shall be established by Resolution of and periodically adjusted by the City Council on the recommendation of the Board of Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with the administration of this policy and the maintenance and repair associated with the public’s use of the Library meeting rooms. 46 ATTACHMENT F: APPLICATION PROCEDURE FINAL – LIBRARY MEETING ROOM MEETING ROOM FEES: Cancellation Charge $59 Refundable Deposit: Friends Room (use of Public Address system) $100 Refundable Deposit: Cleaning $96 Setup & Cleanup: Friends Room $114 Facility Use Fees: Non-Profit Resident, per hour, 2 hour minimum $50 Facility Use Fees: Non-Profit Non-Resident, per hour, 2 hour minimum $95 Facility Use Fees: Private Resident, per hour, 2 hour minimum $80 Facility Use Fees: Private Non-Resident, per hour, 2 hour minimum $160 Check Payable To: CITY OF NEWPORT BEACH GENERAL REQUIREMENTS FOR USE OF FRIENDS ROOM: (To be received and approved before date can be confirmed) Contract must be signed with fees, deposits and insurance forms attached Provision of insurance as stated in City Council Policy I-7 and to include: Certificate of Insurance Worker’s Comp section completed if employees/volunteers of group attending meeting Additional Insured Endorsement Special Event Insurance will be required if group cannot provide insurance Copy of 501c3 and State of California Tax Identification Number All meetings in the Friends Room are open to the public Contact person must be present when room is first opened by staff Available only during hours stated in City Council Policy I-7 Activities must be limited to the room; sound cannot impact library use The use of alcoholic beverages is prohibited unless expressly approved in writing by the Library Services Director and subject to the approval of the Alcoholic Beverage ControlBoard.Room set-up approved prior to event Approved by the Board of Library Trustees May 16, 2016 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on February 19, 2019. 47 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: Newport Beach Public Library Use Policy (NBPL 1) RECOMMENDATION: Staff requests that the Board review the NBPL Use Policy (NBPL 1). Staff recommends a minor revision to Section B, “Enforcement of Prohibited Activities” and the blanket replacement of the word “customer” with “patron”. DISCUSSION: The Newport Beach Public Library Use Policy is a carefully designed, broadly stated, written guideline to ensure public access to the collections, programs and resources of the Library. The policy improves communication with the public, provides the administration and staff clear direction from the board, and provides consistency among Trustees, staff and the public. Staff does not recommend any major revision to the policy. The current policy, which provides a list of prohibited activities, protocol for staff enforcement of the policy, and an appeal process for patrons, is effective in maintaining a safe, comfortable environment that is conducive to the use of library facilities, resources, and equipment by the public. The library is designed for the use of all members of the public. Patrons are expected to observe the rights of other patrons and staff members and to use the library for its intended purposes. Staff does recommend the addition of the following language to Section B, “Enforcement of Prohibited Activities”: 1st Violation. Staff may address the patron to correct behavior and may instruct the person to leave the Library for the day unless the patron’s violation of the use policy is deemed serious enough to result in a suspension of library privileges. On occasion, the Library Administration has been compelled to suspend a patron whose first violation of the Use Policy was particularly egregious. Staff also recommends changing the word “customer” to “patron” in the Library Use Policy and in all library policies as they are submitted to the Board for review in the future. A patron is a supporter while a customer is one that purchases a commodity or service. At one time, the Library Administration encouraged staff to consider members of the public as “customers”, to emphasize private sector customer service techniques. While the Library Administration is a strong proponent of using customer service techniques to demonstrate our value and commitment to the community, the “word” customer is inaccurate since we are a publicly funded institution. Effective user centered services create supporters. Staff will continue to focus on the patron experience, and treat our 48 supporters in a fair and respectful manner, and meet their expectations, in order to cultivate the support of the community and our guests. 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: Newport Beach Public Library Use Policy (NBPL 1) ATTACHMENT B: Newport Beach Public Library Use Policy (NBPL 1) redlined ATTACHMENT C: Newport Beach Public Library Use Policy (NBPL 1) final 49 NBPL Use Policy NBPL 1 The Newport Beach Public Library, consisting of the interior and exterior premises of the Central Library, Mariners Branch, Balboa Branch, and Corona Del Mar Branch (collectively, “NBPL” or individually, “Library”), is open to all members of the general public without restriction. Patrons may remain in the library during posted business hours to use the services and resources provided they conduct themselves in a lawful, orderly and considerate manner. Patrons who engage in any of the designated “prohibited activities” listed in this policy will be asked to stop such actions, may be asked to leave the Library and may be subject to a suspension of Library privileges (all access to Library including online services requiring card authentication). A. Prohibited Activities 1.Smoking in NBPL buildings or within one hundred feet (100’) of all entrances; 2.Sleeping; 3.Occupying furniture in a manner that suggests lounging, as evidenced by lying down on the furniture, or propping feet on chairs, sofas, or tables; 4.Occupying more than one space when other patrons need accommodating; 5.Eating or drinking food or beverages in areas where eating and drinking are prohibited; 6.Entering Library without being clothed, including, but not limited to, shirt and shoes; 7.Wearing cleats, skates, rollerblades or other items that could damage Library property; 8.Using electronic devices or other personal equipment that is disruptive to others including devices (with or without headphones) set at a volume that is audible to others; 9.Interfering with other patrons’ use of the Library or staff's ability to perform their duties (e.g., making loud noises, blocking pathway, etc.); 10.Soliciting or collecting funds (except for staff's collection of overdue fines, fees, proceeds of book sales, rentals, and library donations); 11.Bringing animals into the Library, except service animals as specified and in compliance with the Americans with Disabilities Act; 12.Leaving a child unattended (see Children in the Library Policy); 13.Using restrooms for other than intended purposes; 14.Bringing any containers, packages, briefcases, parcels, wheeled backpacks, book carriers or bundles into the library which singly or collectively exceed 24”x18”x12”. All items brought into the Library are subject to inspection; 15.Bringing shopping carts or wheeled conveyances into the Library, with the exception of wheelchairs and baby strollers/carriages used for the actual transport of a person; 16.Bringing sleeping bags, bed-rolls, or blankets into the Library (blankets for small children are acceptable); ATTACHMENT A CURRENT 50 17.Parking a bicycle or wheeled conveyance in any area other than at a designated bicycle rack; 18.Lack of personal hygiene or use of perfume or fragrance producing odors that interfere with other patrons’ use of library facilities or interfere with staff’s ability to perform their duties; 19.Any illegal activity; 20.Any threatening or abusive language or gestures directed toward patrons or staff; 21.Engaging in or soliciting any sexual act; 22.Damaging, destroying, or theft of Library property; 23.Failure to comply with any warning or request to change or stop conduct in violation of Library Policy; and 24.Using the NBPL in violation of a suspension assigned under this Policy. B. Enforcement of Prohibited Activities 1.1st Violation. Staff may address the patron to correct behavior and may instruct the person to leave the Library for the day unless the patron’s violation of the use policy is deemed serious enough to result in a suspension of library privileges. 2.2nd Violation. Staff may address the patron to correct behavior and may instruct the person to leave the Library for the day. Staff may advise the patron that continued misconduct may result in suspension of Library privileges for thirty (30) calendar days. A second or subsequent violation need not be the same as prior violation. 3.3rd Violation. The Library Services Manager or his /her designee (collectively, “Library Services Manager”), may: (i) instruct the patron to leave the Library for the day; and (ii) issue a suspension of Library privileges (at all NBPL locations) for thirty (30) calendar days; (iii) advise the patron that continued misconduct may result in suspension of Library privileges for up to one (1) year. 4.4th Violation. The Library Services Manager may: (i) instruct the patron to leave the Library for the day; and (ii) issue a suspension of Library privileges (at all NBPL locations) for up to one (1) year. 5.Notwithstanding the progressive penalties in paragraphs B(1)-(4) above, the Library Services Manager may suspend a patron for up to one (1) year based upon the nature and severity any single violation. C. Notice All suspensions will be accompanied by written notice and a copy of this Policy, notifying the patron of his or her specific violations of this Policy and the suspension length. D. Appeal Procedures for Privilege Suspension 1.Filing an Appeal. An appeal may be filed with the Library Director or his/her designee (collectively, “Library Director”) within ten (10) calendar days following the date a suspension was issued. Appeal must include the patron’s mailing address or alternative contact information (e.g., E-mail address, etc.). ATTACHMENT A CURRENT 51 2.Scheduling Appeal. The Library Director shall schedule a date within ten (10) calendar days, or such other time as is mutually agreeable to the parties to hear the appeal. 3.Notice. The Library Director shall provide written notice to the patron appealing the suspension of the time, place and date of the appeal meeting. 4.Conduct. The appeal meeting will provide the suspended patron an opportunity to speak with the Library Director and provide a written and/or verbal response as to why the suspension should not be enforced. On review, the Library Director may sustain, reverse, or modify the decision of the Library Services Manager. The Library Director shall decide the appeal within ten (10) calendar days of the close of the appeal meeting. The Library Director shall provide written notice of his/her decision to the patron. 5.Appeal to Board of Library Trustees. The patron may appeal the Library Director’s decision to the Board of Library Trustees within ten (10) calendar days of the Library Director’s decision. The Board of Library Trustees shall consider the appeal at a regular or special meeting. The Library Director shall provide the patron appealing a suspension with written notice of the time, place and date of the scheduled Board of Library Trustees’ meeting at least ten (10) calendar days prior to the date of meeting. At the meeting the patron, staff and any other affected party may submit verbal and/or written testimony regarding why the suspension should or should not be enforced. On review, the Board of Library Trustees may sustain, reverse, or modify the decision of the Library Director. The Board of Library Trustees may decide the appeal at the conclusion of the meeting, or may take additional time if necessary. The Library Director shall provide written notice of the Board of Library Trustees’ decision to the patron. The decision of the Board of Library Trustees is final. 6.Effective Date of Privilege Suspension. A suspension of NBPL privileges shall take effect immediately and shall remain in effect unless modified or reversed by the Library Director or the Board of Library Trustees, as applicable. E. Suspension Violations Any additional violation(s) of this policy by a patron currently serving a suspension of thirty (30) calendar days or more shall automatically result in an additional one (1) year suspension. Adopted - January 24, 1994 Amended - February 24, 1997 Reassigned – April 8, 2003 Amended – August 17, 2004 Amended – May 17, 2005 Amended – August 16, 2005 Amended – October 18, 2005 Amended – October 10, 2006 ATTACHMENT A CURRENT 52 Amended – July 10, 2012 Amended – May 12, 2015 Amended – March 18, 2019 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on March 18, 2019. ATTACHMENT A CURRENT 53 NBPL Use Policy NBPL 1 The Newport Beach Public Library, consisting of the interior and exterior premises of the Central Library, Mariners Branch, Balboa Branch, and Corona Del Mar Branch (collectively, “NBPL” or individually, “Library”), is open to all members of the general public without restriction. CustomerPatrons may remain in the library during posted business hours to use the services and resources provided they conduct themselves in a lawful, orderly and considerate manner. CustomerPatrons who engage in any of the designated “prohibited activities” listed in this policy will be asked to stop such actions, may be asked to leave the Library and may be subject to a suspension of Library privileges (all access to Library including online services requiring card authentication). A. Prohibited Activities 1.Smoking in NBPL buildings or within one hundred feet (100’) of all entrances; 2.Sleeping; 3.Occupying furniture in a manner that suggests lounging, as evidenced by lying down on the furniture, or propping feet on chairs, sofas, or tables; 4.Occupying more than one space when other customerpatrons need accommodating; 5.Eating or drinking food or beverages in areas where eating and drinking are prohibited; 6.Entering Library without being clothed, including, but not limited to, shirt and shoes; 7.Wearing cleats, skates, rollerblades or other items that could damage Library property; 8.Using electronic devices or other personal equipment that is disruptive to others including devices (with or without headphones) set at a volume that is audible to others; 9.Interfering with other customerpatrons’ use of the Library or staff's ability to perform their duties (e.g., making loud noises, blocking pathway, etc.); 10.Soliciting or collecting funds (except for staff's collection of overdue fines, fees, proceeds of book sales, rentals, and library donations); 11.Bringing animals into the Library, except service animals as specified and in compliance with the Americans with Disabilities Act; 12.Leaving a child unattended (see Children in the Library Policy); 13.Using restrooms for other than intended purposes; 14.Bringing any containers, packages, briefcases, parcels, wheeled backpacks, book carriers or bundles into the library which singly or collectively exceed 24”x18”x12”. All items brought into the Library are subject to inspection; 15.Bringing shopping carts or wheeled conveyances into the Library, with the exception of wheelchairs and baby strollers/carriages used for the actual transport of a person; ATTACHMENT B REDLINED 54 16.Bringing sleeping bags, bed-rolls, or blankets into the Library (blankets for small children are acceptable); 17.Parking a bicycle or wheeled conveyance in any area other than at a designated bicycle rack; 18.Lack of personal hygiene or use of perfume or fragrance producing odors that interfere with other customerpatrons’ use of library facilities or interfere with staff’s ability to perform their duties; 19.Any illegal activity; 20.Any threatening or abusive language or gestures directed toward customerpatrons or staff; 21.Engaging in or soliciting any sexual act; 22.Damaging, destroying, or theft of Library property; 23.Failure to comply with any warning or request to change or stop conduct in violation of Library Policy; and 24.Using the NBPL in violation of a suspension assigned under this Policy. B. Enforcement of Prohibited Activities 1.1st Violation. Staff may address the customerpatron to correct behavior and may instruct the person to leave the Library for the day unless the patron’s violation of the use policy is deemed serious enough to result in a suspension of library privileges.. 2.2nd Violation. Staff may address the customerpatron to correct behavior and may instruct the person to leave the Library for the day. Staff may advise the customerpatron that continued misconduct may result in suspension of Library privileges for thirty (30) calendar days. A second or subsequent violation need not be the same as prior violation. 3.3rd Violation. The Library Services Manager or his /her designee (collectively, “Library Services Manager”), may: (i) instruct the customerpatron to leave the Library for the day; and (ii) issue a suspension of Library privileges (at all NBPL locations) for thirty (30) calendar days; (iii) advise the customerpatron that continued misconduct may result in suspension of Library privileges for up to one (1) year. 4.4th Violation. The Library Services Manager may: (i) instruct the customerpatron to leave the Library for the day; and (ii) issue a suspension of Library privileges (at all NBPL locations) for up to one (1) year. 5.Notwithstanding the progressive penalties in paragraphs B(1)-(4) above, the Library Services Manager may suspend a customerpatron for up to one (1) year based upon the nature and severity any single violation. C. Notice All suspensions will be accompanied by written notice and a copy of this Policy, notifying the customerpatron of his or her specific violations of this Policy and the suspension length. D. Appeal Procedures for Privilege Suspension ATTACHMENT B REDLINED 55 1.Filing an Appeal. An appeal may be filed with the Library Director or his/her designee (collectively, “Library Director”) within ten (10) calendar days following the date a suspension was issued. Appeal must include the customerpatron’s mailing address or alternative contact information (e.g., E-mail address, etc.). 2.Scheduling Appeal. The Library Director shall schedule a date within ten (10) calendar days, or such other time as is mutually agreeable to the parties to hear the appeal. 3.Notice. The Library Director shall provide written notice to the customerpatron appealing the suspension of the time, place and date of the appeal meeting. 4.Conduct. The appeal meeting will provide the suspended customerpatron an opportunity to speak with the Library Director and provide a written and/or verbal response as to why the suspension should not be enforced. On review, the Library Director may sustain, reverse, or modify the decision of the Library Services Manager. The Library Director shall decide the appeal within ten (10) calendar days of the close of the appeal meeting. The Library Director shall provide written notice of his/her decision to the customerpatron. 5.Appeal to Board of Library Trustees. The customerpatron may appeal the Library Director’s decision to the Board of Library Trustees within ten (10) calendar days of the Library Director’s decision. The Board of Library Trustees shall consider the appeal at a regular or special meeting. The Library Director shall provide the customerpatron appealing a suspension with written notice of the time, place and date of the scheduled Board of Library Trustees’ meeting at least ten (10) calendar days prior to the date of meeting. At the meeting the customerpatron, staff and any other affected party may submit verbal and/or written testimony regarding why the suspension should or should not be enforced. On review, the Board of Library Trustees may sustain, reverse, or modify the decision of the Library Director. The Board of Library Trustees may decide the appeal at the conclusion of the meeting, or may take additional time if necessary. The Library Director shall provide written notice of the Board of Library Trustees’ decision to the customerpatron. The decision of the Board of Library Trustees is final. 6.Effective Date of Privilege Suspension. A suspension of NBPL privileges shall take effect immediately and shall remain in effect unless modified or reversed by the Library Director or the Board of Library Trustees, as applicable. E. Suspension Violations Any additional violation(s) of this policy by a customerpatron currently serving a suspension of thirty (30) calendar days or more shall automatically result in an additional one (1) year suspension. Adopted - January 24, 1994 Amended - February 24, 1997 Reassigned – April 8, 2003 Amended – August 17, 2004 Amended – May 17, 2005 Amended – August 16, 2005 Amended – October 18, 2005 Amended – October 10, 2006 ATTACHMENT B REDLINED 56 ATTACHMENT B REDLINED Amended – July 10, 2012 Amended – May 12, 2015 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on May 12, 2015March 18, 2019. Conduct deemed serious by staff may result in a suspension of library privileges. 57 NBPL Use Policy NBPL 1 The Newport Beach Public Library, consisting of the interior and exterior premises of the Central Library, Mariners Branch, Balboa Branch, and Corona Del Mar Branch (collectively, “NBPL” or individually, “Library”), is open to all members of the general public without restriction. Patrons may remain in the library during posted business hours to use the services and resources provided they conduct themselves in a lawful, orderly and considerate manner. Patrons who engage in any of the designated “prohibited activities” listed in this policy will be asked to stop such actions, may be asked to leave the Library and may be subject to a suspension of Library privileges (all access to Library including online services requiring card authentication). A. Prohibited Activities 1.Smoking in NBPL buildings or within one hundred feet (100’) of all entrances; 2.Sleeping; 3.Occupying furniture in a manner that suggests lounging, as evidenced by lying down on the furniture, or propping feet on chairs, sofas, or tables; 4.Occupying more than one space when other patrons need accommodating; 5.Eating or drinking food or beverages in areas where eating and drinking are prohibited; 6.Entering Library without being clothed, including, but not limited to, shirt and shoes; 7.Wearing cleats, skates, rollerblades or other items that could damage Library property; 8.Using electronic devices or other personal equipment that is disruptive to others including devices (with or without headphones) set at a volume that is audible to others; 9.Interfering with other patrons’ use of the Library or staff's ability to perform their duties (e.g., making loud noises, blocking pathway, etc.); 10.Soliciting or collecting funds (except for staff's collection of overdue fines, fees, proceeds of book sales, rentals, and library donations); 11.Bringing animals into the Library, except service animals as specified and in compliance with the Americans with Disabilities Act; 12.Leaving a child unattended (see Children in the Library Policy); 13.Using restrooms for other than intended purposes; 14.Bringing any containers, packages, briefcases, parcels, wheeled backpacks, book carriers or bundles into the library which singly or collectively exceed 24”x18”x12”. All items brought into the Library are subject to inspection; 15.Bringing shopping carts or wheeled conveyances into the Library, with the exception of wheelchairs and baby strollers/carriages used for the actual transport of a person; 16.Bringing sleeping bags, bed-rolls, or blankets into the Library (blankets for small children are acceptable); ATTACHMENT C FINAL 58 17.Parking a bicycle or wheeled conveyance in any area other than at a designated bicycle rack; 18.Lack of personal hygiene or use of perfume or fragrance producing odors that interfere with other patrons’ use of library facilities or interfere with staff’s ability to perform their duties; 19.Any illegal activity; 20.Any threatening or abusive language or gestures directed toward patrons or staff; 21.Engaging in or soliciting any sexual act; 22.Damaging, destroying, or theft of Library property; 23.Failure to comply with any warning or request to change or stop conduct in violation of Library Policy; and 24.Using the NBPL in violation of a suspension assigned under this Policy. B. Enforcement of Prohibited Activities 1.1st Violation. Staff may address the patron to correct behavior and may instruct the person to leave the Library for the day unless the patron’s violation of the use policy is deemed serious enough to result in a suspension of library privileges. 2.2nd Violation. Staff may address the patron to correct behavior and may instruct the person to leave the Library for the day. Staff may advise the patron that continued misconduct may result in suspension of Library privileges for thirty (30) calendar days. A second or subsequent violation need not be the same as prior violation. 3.3rd Violation. The Library Services Manager or his /her designee (collectively, “Library Services Manager”), may: (i) instruct the patron to leave the Library for the day; and (ii) issue a suspension of Library privileges (at all NBPL locations) for thirty (30) calendar days; (iii) advise the patron that continued misconduct may result in suspension of Library privileges for up to one (1) year. 4.4th Violation. The Library Services Manager may: (i) instruct the patron to leave the Library for the day; and (ii) issue a suspension of Library privileges (at all NBPL locations) for up to one (1) year. 5.Notwithstanding the progressive penalties in paragraphs B(1)-(4) above, the Library Services Manager may suspend a patron for up to one (1) year based upon the nature and severity any single violation. C. Notice All suspensions will be accompanied by written notice and a copy of this Policy, notifying the patron of his or her specific violations of this Policy and the suspension length. D. Appeal Procedures for Privilege Suspension 1.Filing an Appeal. An appeal may be filed with the Library Director or his/her designee (collectively, “Library Director”) within ten (10) calendar days following the date a suspension was issued. Appeal must include the patron’s mailing address or alternative contact information (e.g., E-mail address, etc.). ATTACHMENT C FINAL 59 2.Scheduling Appeal. The Library Director shall schedule a date within ten (10) calendar days, or such other time as is mutually agreeable to the parties to hear the appeal. 3.Notice. The Library Director shall provide written notice to the patron appealing the suspension of the time, place and date of the appeal meeting. 4.Conduct. The appeal meeting will provide the suspended patron an opportunity to speak with the Library Director and provide a written and/or verbal response as to why the suspension should not be enforced. On review, the Library Director may sustain, reverse, or modify the decision of the Library Services Manager. The Library Director shall decide the appeal within ten (10) calendar days of the close of the appeal meeting. The Library Director shall provide written notice of his/her decision to the patron. 5.Appeal to Board of Library Trustees. The patron may appeal the Library Director’s decision to the Board of Library Trustees within ten (10) calendar days of the Library Director’s decision. The Board of Library Trustees shall consider the appeal at a regular or special meeting. The Library Director shall provide the patron appealing a suspension with written notice of the time, place and date of the scheduled Board of Library Trustees’ meeting at least ten (10) calendar days prior to the date of meeting. At the meeting the patron, staff and any other affected party may submit verbal and/or written testimony regarding why the suspension should or should not be enforced. On review, the Board of Library Trustees may sustain, reverse, or modify the decision of the Library Director. The Board of Library Trustees may decide the appeal at the conclusion of the meeting, or may take additional time if necessary. The Library Director shall provide written notice of the Board of Library Trustees’ decision to the patron. The decision of the Board of Library Trustees is final. 6.Effective Date of Privilege Suspension. A suspension of NBPL privileges shall take effect immediately and shall remain in effect unless modified or reversed by the Library Director or the Board of Library Trustees, as applicable. E. Suspension Violations Any additional violation(s) of this policy by a patron currently serving a suspension of thirty (30) calendar days or more shall automatically result in an additional one (1) year suspension. Adopted - January 24, 1994 Amended - February 24, 1997 Reassigned – April 8, 2003 Amended – August 17, 2004 Amended – May 17, 2005 Amended – August 16, 2005 Amended – October 18, 2005 Amended – October 10, 2006 ATTACHMENT C FINAL 60 Amended – July 10, 2012 Amended – May 12, 2015 Amended – March 18, 2019 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on March 18, 2019. ATTACHMENT C FINAL 61 _____________________________________________________________________________________ RECOMMENDATION: Staff requests that the Board review NBPL 4, Children in the Library. DISCUSSION: The Board of Library Trustees last updated Newport Beach Public Library’s Children in the Library (NBPL 4)policy in January 2017. Prior to approval, the Board of Library Trustees requested that staff bring the document back to the City Attorney to review section C, “Unattended Children at Closing”. The City Attorney’s made suggested revisions that were integrated into the policy and approved by the Board. In summary, the Board approved changing the age of unattended children permitted in the Library from 8 years old to 12. The age of 8 seems to be an arbitrary number used by many libraries in determining how old a child must be in order to be left in the Library without a parent or a caregiver. Staff felt at the time, and still feels that 8 years old is too young for children to be left in an unsupervised setting in a public building. Children 12 years and older, however, generally have the requisite maturity to be left unattended in the Library. Staff also requested that children who violate the Use Policy be treated in a different manner than adults. Adults who violate the Use Policy may be asked to leave the building. Staff is reluctant to ask children to leave the building without their parent’s or caregiver’s knowledge. In the revised policy, staff will ask children to comply with policy, and, if the disruptive behavior continues, an attempt may be made to notify parents/adult caregivers. As with any violation of Library Use Policy, the police may be contacted in response to non-compliance. Lastly, staff added language that addresses the issue of adults who wish to use the room unaccompanied by a child. Adults unaccompanied by a child may not use the Children’s Room and restroom at the Central Library or the Children’s areas at the branches. Adults may use the Children’s Room at Central or children’s areas at the branches while accompanying or assisting a child, or with the express permission of Library staff (for example, to locate and retrieve children’s materials). Staff feels that he Boards revisions of the policy in 2017 were well considered and remain an effective tool in providing children’s services to the community. Staff recommends no changes to the policy. 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: Children in the Library Policy (NBPL 4) 62 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). ATTACHMENTS: A: NBPL 4, Children in the Library 63 ATTACHMENT A CURRENT Children in the Library NBPL 4 The Newport Beach Public Library encourages parents/adult caregivers to bring children to the library whenever possible. The City offers many programs designed to encourage children to use and enjoy the library. The library staff has been trained to help children enjoy the library and the materials it offers; the library is not a babysitting or daycare facility. It is the responsibility of the parent/adult caregiver to supervise and ensure the safety, welfare and appropriate behavior of his/her children while in the Library. For purposes of this policy, the term disruptive behavior means the creation of loud and unreasonable noise, running, jumping, climbing, fighting or other behavior which could interfere with the rights of other patrons. Library staff shall administer the following policies relative to the presence of children in the library: CHILDREN IN THE LIBRARY The Newport Beach Public Library welcomes children of all ages to use library resources and attend programs. This policy is intended to promote safety for children who use the library and enjoyment by all library patrons. However, parents should be aware that the library is a public building open to all individuals and it is not the library staff’s function or purpose to provide supervision or to care for children while parents or caregivers are not in attendance. Parents, guardians, or caregivers are solely responsible for the behavior, safety, and supervision of their children at all times while children are in the library or on library premises. In order to maintain a safe atmosphere where reading and studying are encouraged, the Newport Beach Public Library has adopted the following policy: 1.CHILDREN UNDER THE AGE OF TWELVE: Children under the age of twelve may not be left alone in the Library for any reason and need to be supervised by a responsible caregiver at all times. If it comes to the attention of library staff that a child under the age of twelve has been left unattended, staff shall make a reasonable effort to locate the caregiver in the Library or by phone. If the caregiver cannot be located, the police may be called to escort the child to a safe location until parents can be reached. Library staff will not transport a child nor will a child be allowed to sit in a staff person's vehicle. 2.CHILDREN TWELVE AND OLDER: Children twelve and older may use the library on their own, but the parent/adult caregiver assumes responsibility for their behavior. All children must adhere to the Library’s standards of conduct and acceptable behavior as stated in the Library Use Policy. Staff may ask children of that age to behave and, if the disruptive behavior continues, an attempt may be made to notify parents/adult caregivers; however the library 64 ATTACHMENT A CURRENT assumes no responsibility to do so. As with any violation of Library Use Policy, the police may be contacted in response to non-compliance. 3. UNATTENDED CHILDREN AT CLOSING: Parents are responsible for being aware of the Library’s hours and for picking up their children on time. If staff is aware of any unaccompanied child under the age of eighteen remaining in the Library or on the Library premises at closing time without a ride home, staff may, but is not required to, make a reasonable effort to locate the parent/adult caregiver by phone. If the caregiver cannot be located, or is unable to pick up the child within 15 minutes after the Library closes, the police may be called to escort the child to a safe location. Under no circumstances will staff transport unattended children, nor will a child be allowed to sit in a staff person's vehicle. 4. Situations may arise when, due to unusual or emergency circumstances, it may be necessary for the Library to close without prior notice. In this event or in case of other emergencies, unaccompanied children under the age of eighteen who cannot transport themselves must be able to reach a parent or responsible adult caregiver for immediate pick- up. As above, if the responsible caregiver cannot be located, within 15 minutes, police may be called to escort the child to a safe location until parents can be reached. Under no circumstances will staff transport unattended children, nor will a child be allowed to sit in a staff person's vehicle. 5. ADULTS IN THE CHILDREN’S ROOM: Adults unaccompanied by a child may not use the Children’s Room and its restroom at the Central Library or the Children’s areas at the branches, unless accompanying or assisting a child, or with the express permission of Library staff (for example, to locate and obtain children’s materials). Adopted - January 24, 1994 Reassigned – April 8, 2003 Amended – September 27, 2011 Amended- January 17, 2017 Formerly I-20 Formerly I-6 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on March 18, 2019. 65 ___________________________________________________________________________________ RECOMMENDATION: Staff recommends that the Board of Library Trustees approve eliminating night hours on Tuesdays and Thursdays at the Corona del Mar Branch and adding public service hours Library on Mondays from 9 a.m. to 6 p.m. DISCUSSION: The Corona del Mar Branch Library, prior to closing for reconstruction in April 2018, maintained the following public services hours: SUNDAY CLOSED MONDAY TUESDAY 9 a.m. 9 p.m. WEDNESDAY 9 a.m. 6 p.m. THURSDAY 9 a.m. 9 p.m. FRIDAY 9 a.m. 6 p.m. SATURDAY 9 a.m. 6 p.m. Based on library visits, reference questions asked, cost per reference transaction, and circulation statistics, staff recommends eliminating night hours at the branch. Since 2009, library staff has recorded statistics regarding night usage. These statistics include the number of patrons in the library, reference questions asked, and reference calls taken by staff. The data indicates that evening usage of the branch is low. When the branch closed for reconstruction in April 2018, the number of patrons in the library during the hours of 6 to 9 p.m. averaged four per evening. COST PER REFERENCE TRANSACTION On average, in 2018, Corona del Mar branch staff answered roughly two and a half questions per staff member during the 3-hour period comprising the 6 to 9 p.m. shift. Reference transactions are information consultations in which library staff recommend, interpret, evaluate, and/or use information resources to help patrons with their particular information needs. Simple tallies of reference transactions, collected daily or sampled, can be interpreted to describe patterns of use and demand for reference services. TO: BOARD OF LIBRARY TRUSTEES FROM: Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Debbie Walker, Branch and Youth Services Coordinator Annika Helmuth, Branch Librarian TITLE: Public Service Hours at Corona del Mar Branch 66 NOTE: statistics for evening usage were not kept in 2015 and 2017. Managers commonly use transaction statistics to determine appropriate service hours and staffing, and to determine the cost of staffing. The cost of a reference transaction is determined by dividing the hourly salary of the staff who handled the reference transaction by the number of reference transactions in an hour. For positions such as Branch Librarian, who are compensated at a higher level than a Library Assistant, the cost of one reference transaction per hour is approximately $35.00. Staff estimates that the average cost per evening reference transaction at Central Library at $5.70, due to the larger volume of reference transactions. The greater the volume of reference transactions per hour, the more cost effective the reference service. There is a noticeable declining trend in reference questions asked in the evenings at CDM since the year 2013, and thus an increase in the cost of reference transactions. Corona del Mar branch staff handled even less reference transactions over the telephone, at an average of one per night. CIRCULATION Circulation statistics are also low on Tuesday and Thursday evenings at the CDM branch. From March 0 2 4 6 8 10 12 Average Per Night Reference Transactions from 6-9 p.m., 2009-2018 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 $0.00 $10.00 $20.00 $30.00 $40.00 Branch Librarian II Library Assistant Library Assistant, P/T Average Staffing Cost Per Reference Transaction by position Branch Librarian II Library Assistant Library Assistant, P/T 67 2017 to February 2018, patrons checked out an average of five items an hour during the 6 to 9 p.m. hours on Tuesdays. On Thursdays during the same period, the public checked out an average of 5.5 items an hour between 6 and 9 p.m. MONDAY PUBLIC SERVICE HOURS Staff proposes adding additional hours by offering public service on Mondays at the CDM Branch from 9 a.m. to 6 p.m. Under this proposal, the public would be gaining 3 additional hours of public service per week. System-wide, Monday circulation is surpassed only by circulation on Saturdays. Program attendance, particularly programs intended for children, is high on Mondays as well. If approved by the Board, staff would offer children’s programming on Mondays to benefit the important user group of parents or caregivers and pre-school children. Patrons who consider CDM their “home” library would no longer have to venture to Central Library on Mondays, and the parking situation at Central Library on Monday mornings and afternoons may be ameliorated by the availability of public service hours in a brand new and welcoming 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). 68 Recommendation Staff recommends that the Board of Library Trustees accept a California Library Literacy Services grant in the amount of $23,666 to support the Newport Beach Library Adult Literacy Program. If accepted, a budget amendment to allocate the funds will be presented to City Council at the April 9, 2019 regular meeting. Discussion The Library Literacy Program offers one-on-one tutoring and small group classes to customers with low literacy skills. The Program is partially funded by the City’s general fund and partially funded through grants, donations and the fundraising efforts of Newport Mesa ProLiteracy. One of the major funding resources is through the California State Library Literacy Services annual grant program. A grant of $23,666 has been awarded to the Library to support our high quality Literacy Program. The grant funds will be used towards staffing for the program. This $23,666 grant represents the California Library Literacy Services final award for FY 2018/2019. 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: LIBRARY BOARD OF 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: Grant Acceptance from California Library Literacy Services 69 RECOMMENDATION: Staff recommends that the Board of Library Trustees approve the Foundation wish list request for Fiscal Year 2019/20. DISCUSSION: Through the wish list process, the Newport Beach Public Library Foundation funds valuable library resources and collections. On an annual basis, staff makes a “wish list” request for funds to supplement the Library’s collections and resources. These requests are submitted to the Board of Library Trustees for approval prior to formal submission to the Foundation. This year’s wish list includes requests for downloadable and streaming content, continued access to Lynda.com, and support for our Literacy program. This year’s request totals $145,000 Downloadable Content $78,875.00 The Newport Beach Public Library offers diverse online resources for downloadable content, such as eBooks and downloadable audiobooks. The requested funds would support staff in ensuring the current and popular downloadable content is available to our customers. Flipster $30,000.00 Flipster, a downloadable magazine service, launched in winter 2017, offers complimentary titles to the RB Digital service. Flipster offers titles such as Sports Illustrated, Time, and Cooking Light, as well as the Conde Nast suite of titles. Lynda.com Remote Access Subscription $13,125.00 The first year of the subscription to Lynda.com has proven to be a well-used and valuable resource for the public and staff alike. NBPL has thousands of registered users. The monthly usage has increased year over year. The full access, remote service model has resulted in positive customer feedback and steadily increased usage. Staff utilizes the database to teach advanced topics in the Let’s Talk Tech series of classes. Lynda.com facilitates staff training as well. TO: BOARD OF LIBRARY TRUSTEES FROM: Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Natalie Basmaciyan, Library Services Manager TITLE: Newport Beach Public Library Foundation Wish List Request 70 Kanopy $18,000.00 Kanopy, the streaming video service launched in Winter 2017, remains popular with customers. The requested funds will ensure customers have access to this service throughout the year. Literacy Program $5,000 Newport Beach Public Library Literacy Services offers free, one-on-one tutoring and small group classes in basic literacy to adults who live or work in the Newport Beach area. The requested funds will support the activities and resources of the Literacy Program; including books and audiobooks, as well as various programs designed to encourage and hone literacy skills. TOTAL $145,000.00 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). 71 RECOMMENDATION: Staff recommends that the Board of Library Trustees approve the annual wish list request to the Friends of the Library. DISCUSSION: Founded in 1957 by a small group of volunteers, the Friends of the Library take pride in helping to maintain the excellence of the library system. On an annual basis, staff makes a “wish list” request for funds to supplement the Library’s materials and programming budget. These requests are submitted to the Board of Library Trustees for approval prior to formal submission to the Friends of the Library. The Library has requested funds for general materials, including new print releases, Children’s and YA materials, audiobooks, CDs, DVDs, and funding for the Lucky Day Collection. In addition, staff has requested $5,000 for the Literacy program. The Friends of the Library typically provide support for Library programming. These funds are used to present the Summer Reading program, author lectures, Sunday Musicales, the annual Nutcracker performances by the Festival Ballet, National Library Week programming, Monthly craft programs, First Grade Class Visits, 1000 Books Before Kindergarten, CDM Christmas Walk, Young Adult Advisory Council (YAAC) activities, Teen Volunteer Supplies and Training, Teen Programs, and the Teen Paperback Giveaway. The total amount of the wish list request is $260,000. General Materials $180,000.00 Library customers continue to expect the latest fiction, mysteries, biographies, and nonfiction books in the adult collections. These funds enable staff to purchase multiple copies of the high-demand new releases. The funding for Children’s materials ensures NBPL’s support of school curriculums. Children’s classics and favorites will be purchased to replace heavily-used and well-worn titles. •New Print Releases - $50,000 •Children’s and YA - $35,000 •A/V and Sound Recordings - $40,000 •Lucky Day Collection- $5,000 TO: BOARD OF LIBRARY TRUSTEES FROM: Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Natalie Basmaciyan, Library Services Manager TITLE: Friends of the Library Wish List Request 72 Programming $65,000 Staff hosts innovative and well-attended programs at all locations for adults and children. The requested funds will allow staff to continue provide these events. Business Center $10,000.00 Staff plans to repurpose the vacant credit union space at the Central Library into a Business Center. Services to the public include Passport Services, Notary service, and printing and scanning services. Funds will also be used to purchase a vending machine for office supplies and cell phone/device charging lockers. Literacy Program $5,000.00 Newport Beach Public Library Literacy Services offers free, one-on-one tutoring and small group classes in basic literacy to adults who live or work in the Newport Beach area. These funds will support the activities and resources of the Literacy Program; including books and audiobooks, as well as various programs designed to encourage and hone literacy skills. TOTAL $260,000.00 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). 73 _____________________________________________________________________________________ DISCUSSION: Rain delays continue to affect the project. For example, workers are unable to set the concrete pad for the transformer because the ground is damp. Therefore, crews are still relying on external power sources. It is difficult to use different types of equipment due to the muddy conditions. The public and staff restrooms have been tiled. The walls in the branch have been primed and are ready for paint. TELACU expects that the building will be turned over to the City by June 19, which is the deadline for the project. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the Board of Library Trustees considers the item). TO: BOARD OF LIBRARY TRUSTEES FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Annika Helmuth, CDM Branch Librarian Tim Hetherton, Library Services Director TITLE: Corona del Mar Branch Project Update – February 2019 74