HomeMy WebLinkAbout2020-06-15 BLT AGENDA PACKETCITY OF NEWPORT BEACH
BOARD OF LIBRARY TRUSTEES AGENDA
Civic Center Council Chambers
100 Civic Center Drive, Newport Beach, CA 92660
Monday, June 15, 2020 - 5:00 PM
Board of Library Trustees Members:
Janet Ray, Chair
Paul Watkins, Vice Chair
Douglas Coulter, Secretary
Barbara Glabman, Board Member
Kurt Kost, Board Member
Staff Members:
Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Specialist
SPECIAL NOTICE REGARDING COVID-19
Given the health risks associated with COVID-19, the City of Newport Beach has decided to proceed with the Board of
Library Trustees meeting while strictly adhering to social distancing guidelines. To this end, the meeting will be
conducted in the Newport Beach Civic Center Council Chambers. The public is invited to participate in the Community
Room next to the Council Chambers. The Community Room is set to provide minimum seating socially distanced.
Based on recent guidelines from the OC Health Agency, face coverings are required. You can participate via the following
options:
1. You can go to the Community room and participate.
2. You can submit your questions and comments in writing for the Board of Library Trustees to consider. Please send
them by email to the Library Services Department at LibraryAdminTeam@newportbeachca.gov by Friday, June 12, 2020,
at 4:00 p.m. to give the Board of Library Trustees time to consider your comments. All emails will be made part of the
record.
Special Accommodations: If you are unable to participate in the meeting via the process set forth above, please contact
the Library Services Department at (949) 717-3801, or LibraryAdminTeam@newportbeachca.gov, and our staff will
attempt to accommodate you. The City remains committed to holding public meetings in a transparent manner, with
public participation, ensuring City business continues in this challenging environment. The City of Newport Beach thanks
you in advance for continuing to take precautions to prevent the spread of the COVID-19 virus.
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 Commission 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
June 15, 2020
Page 2
Board of Library Trustees Meeting
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 tray provided.
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.
V.CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and will all be
enacted by one motion in the form listed below. Board of Library Trustees have received
detailed staff reports on each of the items recommending an action. There will be no separate
discussion of these items prior to the time the Board of Library Trustees votes on the motion
unless members of the Board of Library Trustees request specific items to be discussed and/or
removed from the Consent Calendar for separate action. Members of the public who wish to
discuss a Consent Calendar item should come forward to the lectern upon invitation by the
Chair.
A.Consent Calendar Items
Minutes of the April 20, 2020 Board of Library Trustees Meeting (Pages 6-11)1.
DRAFT MINUTES
Patron Comments (Pages 12-14)2.
Monthly review of evaluations of library services through suggestions and requests
received from patrons.
APRIL CUSTOMER COMMENTS
MAY CUSTOMER COMMENTS
Library Activities (Pages 15-31)3.
Monthly update of library events, services and statistics.
APRIL ACTIVITIES
MAY ACTIVITIES
June 15, 2020
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Board of Library Trustees Meeting
Expenditure Status Report (Pages 32-23)4.
Monthly expenditure status of the library's operating expenses, services, salaries and
benefits by department.
APRIL EXPENDITURES
MAY EXPENDITURES
Board of Library Trustees Monitoring List (Page 35)5.
List of agenda items and dates for monthly review of projects by the Board of Library
Trustees.
MONITORING LIST
VI.CURRENT BUSINESS
A.Items for Review
Reopening Plan (Pages 36-68)6.
Based on California State Library guidelines, staff requests that the Board of Library
Trustees review and approve a plan for reopening Newport Beach Public Library for
limited services and hours of operation.
REOPENING REPORT
REOPENING REPORT-ATTACHMENT A
Circulation Policy Review (NBPL 12) (Pages 69-88)7.
Staff requests that the Board review and approve proposed changes to the
Circulation policy.
CIRCULATION POLICY REPORT
CIRCULATION POLICY REPORT-ATTACHMENT A
CIRCULATION POLICY REPORT-ATTACHMENT B
CIRCULATION POLICY REPORT-ATTACHMENT C
Friends of the Library Wish List (Pages 89-90)8.
Staff requests that the Board of Library Trustees review and approve the annual wish
list request to the Friends of the Library.
FOL WISH LIST
Library Foundation Wish List (Pages 91)9.
Staff requests that the Board of Library Trustees review and approve the annual wish
list to the Library Foundation.
FOUNDATION WISH LIST
June 15, 2020
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Board of Library Trustees Meeting
Media Lab Update (Pages 92)10.
Staff will update the Board on the Media and Sound Lab at Central Library.
MEDIA LAB REPORT
Marketing, Public Relations and Social Networking Updates (Pages 93-97)11.
Marketing Specialist Katherine Mielke will provide the annual briefing on Library
marketing and social media activities.
MARKETING REPORT
Financial Report Comparison of Beginning Budget to End of the Year
Amended Budget (Pages 98-99)
12.
Circulation & Technical Processing Coordinator Melissa Hartson will report on
Budget Amendments for FY 2019/2020.
BUDGET REPORT
BUDGET REPORT-ATTACHMENT A
Adult and Reference Services Update (Pages 100-101)13.
Adult and Reference Services Coordinator Rebecca Lightfoot will provide the annual
update on reference services and collections and programming for adult patrons.
ADULT SERVICES REPORT
Lecture Hall Update14.
Chair Ray will report on activities related to the Library Lecture Hall project.
Library Services15.
Report of Library issues regarding services, patrons and staff.
B.Monthly Reports
Library Foundation Liaison Reports16.
A.Library Foundation Board - Report of the most recently attended meeting
B.Library Live Lectures Committee - Report of the most recently attended meeting
C.Witte Lectures Committee - Report
Friends of the Library Liaison Report17.
Trustee update of the most recently attended Friends of the Library Board meeting.
Literacy Services Liaison Report18.
Trustee update of the most recently attended Literacy Services Advisory Board
meeting.
June 15, 2020
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Board of Library Trustees Meeting
VII.PUBLIC COMMENTS ON NON-AGENDA ITEMS
Public comments are invited, and non-agenda items generally considered to be within the
subject matter jurisdiction of the City Arts Commission. Speakers must limit comments to three
(3) minutes. Before speaking, we invite, but do not require, you to state your name for the
record. The Board 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 OF LIBRARY TRUSTEES 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
Virtual Meeting Meeting Minutes April 20, 2020 – 5:00 p.m.
I. CALL MEETING TO ORDER – Chair Ray called the meeting to order at 5:08 p.m.
II. ROLL CALL – Roll Call by Administrative Support Specialist Francine Jacome
Trustees Present: Chair Janet Ray, Vice Chair Paul Watkins, Secretary Douglas Coulter, Board Member Kurt Kost
Trustees Absent: Board Member Barbara Glabman
Staff Present: Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Specialist Melissa Hartson, Acting Library Services Manager & Circulation &
Technical Processing Coordinator
Rebecca Lightfoot, Adult Services Coordinator
III. NOTICE TO THE PUBLIC
IV. PUBLIC COMMENTS
In response to Andi Lingle's inquiry, Library Services Director Tim Hetherton advised that the majority of Library staff have been deemed essential workers and are reporting to
work. The remaining staff have taken paid leave or flex leave. Some part-time staff have opted not to work, been offered unemployment benefits, and informed that they can return to work at the Library when the public health orders have been lifted.
Jim Mosher expressed surprise that no patrons have commented about the Library closure
in March and suggested the Board of Library Trustees consider adding to the monitoring
list an ongoing action item regarding the Library's response to the COVID crisis.
V. CONSENT CALENDAR
A. Consent Calendar Items
1. Minutes of the February 24, 2020 Board of Library Trustees Meeting
2. Patron Comments
Monthly review of evaluations of library services through suggestions and requests received from customers.
3. Library Activities Monthly update of library events, services and statistics.
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Board of Library Trustees Meeting Minutes April 20, 2020
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4.Expenditure Status Report
Monthly expenditure status of the library's operating expenses, services, salaries,and benefits by department.
5.Board of Library Trustees Monitoring ListList of agenda items and dates for monthly review of projects by the Board of
Library Trustees.
Motion made by Board Member Coulter, seconded by Board Member Kost, and carried
(4-0-0-1) to approve the Consent Calendar.
AYES: Ray, Watkins, Coulter, Kost
NOES: ABSTENTIONS:
ABSENCES: Glabman
VI.CURRENT BUSINESS
A.Items for Review
6.FY 2020-21 Library Services Proposed Budget
Staff requests that the Board review and approve the proposed FY 2020-21operating budget for the Library.
Library Services Director Hetherton reported staff has requested an additional $50,000 to purchase e-content and $5,000 for art maintenance. Due to expected revenue losses
caused by the pandemic, the Finance Department has requested staff reduce maintenance and operations costs, which have shown surpluses in the past. The Finance Department has also returned budget credits to the facilities maintenance accounts that
have been overspent in the past. The budget is healthy, and the requested additional funding will serve the public well.
In reply to Vice Chair Watkins' questions, Library Services Director Hetherton advised that there will be a slight savings in FY 2019-20 staff salaries as some staff have elected not
to work. Book vendors are not shipping materials, but the funds for materials are
encumbered. Acting Library Services Manager & Circulation & Technical Processing Coordinator Melissa Hartson added that there will be savings in postage, programming
costs, and event insurance. Staff has not determined the amount of savings from the
Library's closure for two weeks in March and all of April but will do so. Any savings will return to the City's general fund. Friends of the Library and Library Foundation donations
received but not spent in FY 2019-20 will carry into FY 2020-21.
In answer to Jim Mosher's queries, Library Services Director Hetherton indicated the
Library Services Manager position is funded in the Library's budget. While Ms. Basmaciyan is working in the City Manager's office, the Library pays her salary. He did not foresee a loss of positions as staff has not been laid off or furloughed. He has cleared
with the HR Department the rehiring of part-time staff who have elected to receive unemployment benefits.
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Board of Library Trustees Meeting Minutes April 20, 2020
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Motion made by Vice Chair Watkins, seconded by Board Member Coulter, and carried (4-
0-0-1) to approve the FY 2020-21 operating budget for the Library.
AYES: Ray, Watkins, Coulter, Kost
NOES:
ABSTENTIONS: ABSENCES: Glabman
7. Grant Acceptance from California Library Literacy Services Staff recommends that the Board of Library Trustees accept a grant for $23,874
from California Library Literacy Services (CLLS) to support the Newport Beach Adult Literacy Program.
Library Services Director Hetherton explained that with the cancellation of the March Board of Library Trustees meeting, he presented the item to the Council in March, and the
Council accepted the grant. He apologized for not presenting it to the Library Board of
Trustees prior to the Council, but the grant is a critical part of the budget.
Motion made by Vice Chair Watkins, seconded by Board Member Coulter, and carried (4-
0-0-1) to approve the Council's acceptance of a grant in the amount of $23,874 from California Library Literacy Services to support the Newport Beach Adult Literacy Program.
AYES: Ray, Watkins, Coulter, Kost NOES:
ABSTENTIONS: ABSENCES: Glabman
8. Library Material Selection and Downloadable Services Staff will provide an overview of materials selection and downloadable services.
Adult Services Coordinator Rebecca Lightfoot reviewed the process by which staff selects materials for purchase. Collection HQ provides staff with data for maintenance of the
collection and for purchase of new materials. Collection HQ recommends less than 5
percent of materials be uncirculated for four or more years, and currently 3.5 percent of the Library's materials have been uncirculated for more than four years. Use of Overdrive,
an audio and e-book service, continues to grow. Checkouts from Overdrive increased
from 109,000 in 2018 to 126,000 in 2019. Macmillan has temporarily lifted its embargo such that libraries can purchase more than one copy of e-books during the first eight
weeks of publication. In February, staff upgraded the Library's subscription to RBDigital
to more than 3,700 magazines. Use of Kanopy, a streaming video service, continues to grow.
In answer to Vice Chair Watkins' query, Adult Services Coordinator Lightfoot indicated access to Kanopy is limited to five plays per month for adults, but there is no limit on
children's videos and Great Courses.
Vice Chair Watkins was pleased with staff's direction in selecting materials for the Library.
Jim Mosher expressed concern about items being declared discardable and inquired
about application of the circulation standard to non-circulating materials.
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Board of Library Trustees Meeting Minutes April 20, 2020
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Adult Services Coordinator Lightfoot explained that staff first determines whether the
content of reference materials and other non-circulating materials is current. If the content is out of date, staff replaces materials with current materials, editions, or digital content.
In many instances, publishers replace out-of-date print materials with current digital
materials, and staff discards the Library's copies of the print materials.
9. Foreign Language Collections Staff will provide an overview of foreign language collections at NBPL.
Adult Services Coordinator Lightfoot reported Overdrive offers some foreign language materials. Several years ago, the Library purchased a small collection of Spanish and
Chinese-language materials, but circulation has not met staff's expectations. A small
collection of books in Spanish was housed at Mariners Branch, but it was withdrawn primarily because it did not circulate. The February upgrade to RBDigital included access
to a number of foreign language periodicals. Based on limited data, circulation for the
periodicals is low. The Library is known for its collection of foreign language films, and its circulation is high. Staff has many questions about starting a foreign language print
collection.
Vice Chair Watkins related the source of the Board of Library Trustees' interest in foreign
language materials. The staff report indicates the Library's foreign language materials are
appropriate for patron demand at the current time. Perhaps staff should continue to monitor patron demand for foreign language materials.
10. Lecture Hall Update Staff will report on activities related to the Library Lecture Hall project.
Chair Ray noted the cancellation of Lecture Hall Committee meetings, but the Committee
remains optimistic about the future.
11. Library Services
Report of Library issues regarding services, patrons and staff.
Library Services Director Hetherton reported staff has focused on public service in light of
facility closures and the stay-at-home order. The Library may be considered an essential
service to support the online education of children and to relieve patron's anxiety and stress. Curb-side service has been incredibly popular. Staff practices social distancing
with the public, and curb-side service is contactless. The Library has provided staff with
gloves, masks, and sanitizer. Materials returned to the Library are quarantined for 14 days even though experts indicate the virus is viable for only nine days. A recent study
circulated by the Public Library Association found that the virus is viable for only a day on books. Staff has increased online programming, posted past programs to the website, and developed a page for online education. Library vendors have increased the number
of online materials at no cost. Patrons have submitted many positive comments about the changes. The former credit union space in Central Library is undergoing renovations, and
staff will order merchandise and displays soon. Staff has met the challenges with a good
attitude and continues to work hard for the public.
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Board of Library Trustees Meeting Minutes April 20, 2020
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In reply to Board Member Kost's question, Library Services Director Hetherton advised
that staff is present at each Branch, and each Branch offers curb-side service.
Chair Ray commended staff for an amazing job and noted the importance of the Library
to the public.
In answer to Jim Mosher's inquiry, Library Services Director Hetherton indicated the
Library will reopen in accordance with best practices and State and Federal guidelines. As a public facility, Library Branches will probably undergo a deep cleaning. There should be some definitive information about returned materials. Social distancing will likely
continue.
B. Monthly Reports
12. Library Foundation Liaison Reports
A. Library Foundation Board – Report of the most recently attended
meeting.
Meg Linton, Newport Beach Library Foundation Chief Executive Officer, reported
previously canceled Library Live events and Witte lectures will be rescheduled. Programming for the next season is on hold. Staff is migrating the Library Foundation's
website off the City server and the database to a better system.
B. Library Live Lectures Committee – Report of the most recently attended
meeting.
C. Witte Lectures Committee – Report of the most recently attended
meeting. Ms. Linton advised that both Committees are on hiatus pending the outcome of the
pandemic.
13. Friends of the Library Liaison Report
Trustee update of the most recently attended Friends of the Library Board meeting.
Board Member Coulter indicated Friends' revenue totaled $6,912 in March, which is 38
percent of February's revenue. The Friends of the Library and its volunteers are anxious to return to business.
14. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board
meeting.
Vice Chair Watkins related that the fundraising luncheon was canceled, but a large
majority of patrons are holding their tickets for a future luncheon. Classes for tutors and learners are being held online with Zoom. In March, ProLiteracy reported a bank balance of $442,000.
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Board of Library Trustees Meeting Minutes April 20, 2020
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VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Jim Mosher noted June 7 will be the official 100th anniversary of the creation of the Newport Beach Public Library and its governing board.
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)
Chair Ray wanted to honor Elaine McMillion's many years of service to the Library and the
Board of Library Trustees at a future meeting. She requested the next in-person meeting of the Library Board of Trustees be held at the Balboa Branch.
IX. ADJOURNMENT – 6:03 p.m.
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APRIL 2020Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron 14/20/2020Comment CardRebecca LightfootAdult Services Coordinator4/20/202024/20/2020Post Card34/23/2020EmailTerry SanchezPrograms Specialist4/24/202044/23/2020EmailTerry SanchezPrograms Specialist4/24/202054/23/2020EmailTerry SanchezPrograms Specialist4/24/202064/25/2020In-PersonI attended Chris Epting's talk and book signing for "Rock’ N 'Roll in Orange County” at the Newport Beach Library. As a writer and published author I was very impressed with his presentation and storytelling and although I have already written my memoir, I decided to take his workshop thinking it might motivate me to write a sequel. I found his course to be extremely beneficial, his passion for writing and storytelling are engaging, enjoyable and inspiring. I would highly recommend his course to anyone interested in writing their memoir.Thank you for your email and feedback on Chris’s Memoir Writing Workshop. It’s always very encouraging when someone takes the time to express praise for a program. I’m so happy to know that you benefitted from the workshop. Chris brings so much value and our hope is to continue to host him here at NBPL. Take care and thanks again.Brenda assisted a customer this afternoon and was highly praised. The customer did not want to leave contact information or her name, but she asked that I send this directly. She said that Brenda is the best librarian, an angel, too amazing, went above and beyond. She said she was completely impressed and her work was graciously done. She wants to recommend that Brenda is hired full-time and kept on staff because, based on her research for upcoming book, Brenda is part of the 2% of our population that can provide this caliber of service. Thanks!No contact information was provided, so we are unable to respond.NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponseMr. Epting has a gift for making everyone instantly comfortable and giving everyone the courage to stand and read aloud their writing to a roomful of strangers. While I understand he could not take the pay cut, publishing's gain is teaching's loss. The man empowers. The man encourages. As both a long time supporter and volunteer for NBPL, I would hope that there might be more opportunities for Mr. Epting to bring his exceptional gifts to the greater Newport Beach community.Thank you very much for your email, for sharing a bit of your story and positive feedback on Chris Epting’s memoir writing workshop. It’s always very encouraging when someone takes the time to express praise for a program. It will also help when it comes time to make my case for the library to continue to invite him back. Thank you for supporting NBPL in so many ways. It’s people like you that help make our library so great! Kind regards.I want to express my gratitude to Library Assistant Erik Gunderson. He helped me find sources for pancreatic cancer research after a recent devastating diagnosis. Not all superheroes wear capes! Thank you so much for being there for me!No contact information was provided, so we are unable to respond.Very good service and selection. No major complaints at all. Great facility. However, the number of copies of popular books with a conservative POV are often inadequate to meet demand. Seems like there is a bias toward the liberal agenda. Hot water is needed in the men's bathrooms especially with the COVID-19 pandemic. This is very important and I've heard others mention this as well. Thank you!Thank you for taking the time to share your thoughts regarding the library’s collection of political books. I’m sorry you feel there is a liberal bias in our selections. We strive to provide books on all points of view, and always welcome suggestions from our patrons regarding titles not already in the collection. Our facilities specialist is making adjustments to the temperature of the water that goes to the public restrooms, so it should be warmer than it was. Please do not hesitate to contact me with any other comments or suggestions. Thank you.I would like to express my sincere gratitude for this class. The two sessions we had at the library were very informative and put me in a very comfortable place to be vulnerable and share my writing. As soon as California implemented Stay at Home orders, Chris moved quickly to make sure we still met via Zoom. During the past few weeks, we have continued the class structure with a good number of people. I feel that we have bonded together very closely and grown as writers and people through the pandemic by regularly meeting in class. I'm really thankful to the Library and yourself for having set up this class in the first place and I'm thankful for Chris for keeping it going throughout these strange times.Thank you for your email, for sharing your work and for your feedback on Chris’s memoir writing workshop. It’s always encouraging when someone takes the time to express praise for a program. I’m so happy to know that you have benefitted from the workshops. Chris is a gem and brings much value to our program line up. I enjoyed reading your blog piece as well and did not take it as self-promotion at all. Thank you for including it. Your mom sounds like a wonderful, caring and gentle woman. Take care and I look forward to seeing the class when we are able to be back in the library again! Warm regards.12
APRIL 2020Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponse74/25/2020EmailRebecca LightfootAdult Services Coordinator4/27/2020Did you know that CA state library offers this? Please consider adding it. It includes a daily login. “The California State Library is pleased to offer the New York Times online to California public libraries! This offer features direct access to nytimes.com from 1851 to right now...” https://www.library.ca.gov/services/to-libraries/nyt/. Thanks and keep up the good work!Thank you for passing that information along. The Newport Beach Public Library already subscribes to the New York Times. You have access through our ProQuest database with your Newport Beach Public Library card. Just navigate to the eBranch page of our website and click on the “Databases” link:https://www.newportbeachlibrary.org/ebranch/databases. Under “Magazines & Newspapers” there are two databases: Historical New York Times, which contains the paper from 1851 to 2014, and the main ProQuest database, which has 1980-current. Thank you.13
MAY 2020Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron 15/1/2020EmailTerry SanchezProgram Specialist5/1/202025/3/2020EmailRebecca LightfootAdult Services Coordinator6/2/202035/12/2020EmailTim HethertonLibrary Services Director5/12/2020This morning I drove through the library parking lot to drop off a book. I saw they are repaving the lot. It is great to see this type of work being done right now while we can take advantage of lower visitor volumes. Thank you.Thanks. It is a perfect time to address facilities maintenance, with little or no impact on the public. Stay safe and stay well.NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponseHello! I just got a library card a few weeks before everything shut down, but I'm so happy that I did! I am really enjoying your eBranch! I've read several books on Libby, I've been reading New Yorker Magazine (and others), and I'm following two of The Great Courses on Kanopy: "How to Draw", and "Story of Medieval England". I subscribe to Netflix and Amazon Prime, but like your content better! Keep up the great work and looking forward to the day when I can go back to the library!Thank you so much for taking the time to contact us and for your kind words regarding our eBranch. I’m so glad to hear you’re enjoying all that we have to offer. If there is anything else I can do to assist, please do not hesitate to contact me. Thank you.Any possibility that you could schedule future events via Zoom or some other social platform? Or re-schedule the presentations you have had to cancel? If you aren’t familiar with Zoom, you can set-up so the presenter can make the presentation with all mics turned off except the presenters, and then individually open mics of the audience for a Q and A. Just a thought. Thanks for all of the work you and the library staff do for patrons and the great programs and speakers you offer. It is sincerely appreciated...Thanks, Terry. I have been receiving and reading emails from the NBPL, which I appreciate, and I have used the drive-up service, which I also appreciate. Thanks for pointing out the Virtual Programs on the website. I appreciate your speedy response to my email.Thanks for your email. We are working with Christopher Goffard to reschedule an in person event as soon as we are able. We have transitioned some of our programs to Zoom events. Each event is being considered on a case by case basis based on several factors including what the author/performers preference is. Please also see our “Virtual Programs” listed on our website for video programs. If there is a specific event you are wondering about other than Christopher Goffard, please let me know and I am happy to give the current status.14
NEWPORT BEACH PUBLIC LIBRARY
To: Board of Library Trustees
From: Tim Hetherton, Library Services Director
Re: Report of Library Activities – May 18, 2020 meeting
______________________________________________________________________
TIM HETHERTON, LIBRARY SERVICES DIRECTOR
Library Closure
The Library will continue to evaluate our programming in conjunction with the existing State and County
emergency orders. Until gatherings are allowed, our facilities will remain closed. The current curbside pick-up
service will continue, as well as on-line programming and telephonic/e-mail reference for the community.
Library staff remains healthy, and staff who can perform their assigned duties remotely are telecommuting to
work.
As the pandemic continues, we are continuously reviewing the Library’s response to community needs and
evaluating services. Based on community demand, we have determined that providing limited library services
is an essential governmental function; assisting the community cope with the mental health impacts of COVID-
19 and help support families with children participating in remote learning as the school closures continue.
Since the Library has received multiple resident requests to access library materials, on Monday, April 6, the
Library Administration implemented a Curbside Service plan to provide hold pick-ups to augment our online
services and virtual programming. The service is available at all four locations, 9 a.m. to 5 p.m., Monday
through Saturday.
Staff is practicing social distancing techniques to reduce the likelihood of transmitting the virus. Typically, in
these transactions, there is more than 20 feet between staff and patron. Often, staff is back in the building
before patrons exit their car to pick up their holds. All staff has been supplied with facemasks, gloves, and
sanitizer.
During the closure, the Library has increased its array of digital offerings, including e-books, audiobooks,
magazines, and streaming movies through our e-Branch. Patrons can manage their account online – search
the catalog, place holds, and renew items - at https://millennium.newport.lib.ca.us/patroninfo.
While our in-library programs are on hold, we hope the public enjoys some recent Library programming. On
our Virtual Programs page (https://www.newportbeachlibrary.org/ebranch/virtual-programming), Sunday
Musicales, Author Lectures and Medicine in Our Backyard programs can be enjoyed at home any time. We also
have stories and games to entertain and educate young children.
Children’s Services staff has created online content in the form of video story times
(https://www.newportbeachlibrary.org/children/stories-and-games/video-storytimes). For National Library
week, Mayor O’Neill and Council Member Dixon have also contributed online story times. Additional National
Library Week programs include the NBPL Kids Online Scavenger Hunt and a Poetry Party contest
(https://www.newportbeachlibrary.org/children/children-s-calendar/poetry-party)
Our “Student Resources” page list databases designed to support online school:
https://www.newportbeachlibrary.org/children/databases-for-kids.
15
Staff created a page for those who are safe at home during this unique time
(https://www.newportbeachlibrary.org/ebranch/covid-19-resources). This page contains resources and local
information on the Covid-19 pandemic for the City of Newport Beach and Newport Beach Public Library
patrons. The City of Newport Beach updates the community with disaster preparedness information regarding
the Covid-19 pandemic.
As information providers, we want to help our patrons stay informed and prevent the spread of
misinformation in our community. We encourage the public to visit the
https://www.newportbeachlibrary.org/Home/Components/News/News/37953/11919 for current information
and FAQs about COVID-19.
Passport Office/Notary Public/Gift Shop
Staff is pleased to report that there has been significant progress with converting the former credit union
space to NBPL’s new Passport Office/Notary Public/Gift Shop establishment. Demo work was completed in
early April and the millwork has either been removed or converted. Electrical conduit has been rerouted, the
walls have been painted, and the carpet has been patched with the same carpet squares used previously in the
facility. A Dutch door has been installed to separate the office area from the retail space. Staff has identified
vendors for merchandise, as well as display furniture and photographic equipment for passports. Staff is
currently receiving state-mandated Notary Public training.
Udemy
Staff has identified and launched a suitable replacement for Lynda.com. Udemy offers 4,000+ online video
courses. The top-rated courses offer upskilling in the areas of business, tech, and personal development
across 75+ different categories.
DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR
Branches
All Branches began Curbside Service on April 7. Branch staff has been supplemented by Central staff when
needed. The service has been going well and many customers have expressed their gratitude to staff for
offering this.
Evelyn and Mike at Balboa have taken advantage of this time to move Nautical Reference materials into
Nautical nonfiction which will make them much more accessible to patrons once the Library is reopen for
service.
Youth Services
Several members of the Youth Services team have been recording story times and storytelling programs to be
streamed on the Children’s Website. In addition, some prominent members of the City staff and government
contributed recorded offerings particularly in honor of National Library Week. This included Mayor Will
O’Neill, Council member Diane Dixon, Assistant City Manager Carol Jacobs, and Utilities Supervisor Mike Curry.
Liz Aaron, with the help of Chris Hennigan from the Reference Staff, was able to offer a poetry workshop
online, inviting children ages 4 to 13 to submit original pieces (April was National Poetry Month) to be posted
on the Library Website. They received 28 entrees from a very talented group of kids. All participants were
eligible for a prize drawing. Three lucky winners received an emailed $30 gift card to Barnes and Noble
(funded by the Friends of the Library). In addition to recognizing Liz and Chris for their hard work in the
creation of the program, kudos to members of Web Team who were so helpful in terms of the technology
needed to make it work online.
16
Teen Services
YAAC traditionally does not meet in April due to school holidays, etc. College related programs were canceled
or postponed for the month. Teen volunteers are being given other options to receive service credit during
this time.
Facilities
After going through a competitive process with other local vendors, Western Allied was awarded the contract
to exclusively work on the HVAC systems at Central and Mariners. Coincidentally, just after that happened, the
HVAC at Mariners started having problems and it was determined that the compressor was failing. Melissa
Hartson is working on finding the funding for that project. On April 13, Eddie Flores, Tom Sandefur from Public
Works, myself and a consultant held a GoTo phone meeting to discuss security system improvements for the
Central Library. A technician from the California Steeplejack company came out during the month to assess
the flagpole at Central in terms of repair and replacement. Paint was selected for the former credit union
space, and Eddie continued patching and repairing walls in the area. The construction company who removed
the millwork also completed the installation of the special interior Dutch door.
MELISSA HARTSON, CIRCULATION AND TECHNICAL PROCESSING COORDINATOR
ILS Update
The ILS Implementation Team began the initial training sessions with SirsiDynix to prepare for the testing
phase of the new Symphony system. Symphony testing begins in May.
Budget Update
Due to the impact of COVID-19 on City revenues, Finance reviewed the Library’s Maintenance and Operations
budget for the remainder of this FY. Working with the Library, Finance identified select budget accounts to
reduce our maintenance and operations by $108,822.
REBECCA LIGHTFOOT, ADULT SERVICES COORDINATOR
Training
Library Assistants Erik Gunderson, Greg Johnson, Chris Hennigan, and Danielle Doi completed their online
notary training in preparation of the Library’s new notary service.
Programming
Reference staff have been contributing online programming resources to the California State Library database
in a collaborative effort to help support libraries across the state.
Author Chris Epting hosted three more online Memoir Writing Workshops and had 17 participants in each one.
Librarian Alex Jenkins has put up several Virtual Craft Projects videos and had 99 views in the month of April.
Reference staff have also put up book recommendations videos, which had 70 views.
Programming Library Assistant Terry Sanchez put up four previously filmed author events for patrons to view
online.
Wed April 1 The Light After the War/Anita Abriel 49 views as of 4/30
Wed April 15 Mycroft & Sherlock/Kareem Abdul-Jabbar 131 views as of 4/30
Mon April 27 Kick-Ass Kinda Girl/Kathy Koll 7 views as of 4/30
Mon April 27 Apocalypse Child/Flor Edwards 151 views as of 4/30
17
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
2019 2019 2019 2019 2019 2019 2020 2020 2020 2020 2020 2020
Tracked by #searches
A to Z Databases 1234 1874 875 450 380 578 696 1533 2186 4561 14367
Ancestry 263 790 744 1102 776 442 563 480 280 7434 12874
AskART 43 51 32 93 111 115 181 64 113 24 827
Biography In Context 51 143 48 215 457 78 58 40 35 150 1275
Britannica School Edition 55 265 52 870 483 51 51 314 23 303 2467
Facts on File Ancient History 74 95 22 120 61 44 48 8 15 52 539
Gale Archives Unbound 438 1095 8322 4380 3285 7446 13359 5475 11388 9636 64824
Gale Directory Library 23 17 22 45 5 43 19 11 6 16 207
Gale Virtual Reference Library 19 24 363 393 233 717 379 89 65 90 2372
HeritageQuest 2980 1565 2641 1909 1801 1573 1812 3127 3714 406 21528
Kids InfoBits 16 45 14 93 38 17 12 4 17 17 273
Legal Information Ref Center 46 242 112 126 50 152 125 61 35 81 1030
Literature Resource Center 56 99 18 105 100 30 79 36 10 347 880
National Geographic 45 78 30 273 51 87 33 26 20 36 679
National Geographic Kids 5 25 11 22 24 1 14 19 18 38 177
NewsBank (OC Register) 613 775 922 945 3255
NoveList Plus 68 282 164 343 141 135 160 124 38 71 1526
NoveList K-8 Plus 52 89 81 41 134 12 66 37 71 36 619
Opposing Viewpoints 49 214 408 377 215 61 84 240 841 223 2712
ProQuest 2275 1971 2750 4486 3228 4542 3566 4814 4925 3432 35989
Reference USA Business 1508 906 1091 890 845 590 2468 1784 1305 1817 13204
Reference USA Residential 146 727 218 160 56 80 47 92 78 42 1646
World Book Online 4 3 16 437 252 4 40 344 137 4 1241
Tracked by #sessions
ScienceFLIX 5 3 4 13 51 50 12 46 53 48 285
Testing & Education Ref. Center 35 68 37 53 37 35 73 34 58 37 467
Tracked by #page views
Consumer Reports 2283 2864 2126 2561 568* * 2203* 2726 2547 2518 17625
CultureGrams 9 120 27 186 244 10 70 12 35 122 835
Morningstar 48614 24429 11599 11372 10764 44002 62638 48207 73260 65132 400017
NetAdvantage 6581 8480 2859 1986 1987 683 6554 6678 9372 3278 48458
RealQuest 98 3093 24 92 737 138 336 133 183 57 4891
Tumblebooks 64 227 358 186 134 95 70 83 358 243 1818
Value Line 8605 10042 11834 14057 15422 13804 15276 12814 9450 13074 124378
Tracked by courses
868 868
Tracked by Hours Used
Rosetta Stone 70.32 51.2 61.25 49.77 33.08 17.33 90.93 42.6 69.42 188.2 674.1
Notes: July 2019 - Intermittant issues with S&P NetAdvantage and ValueLine this month
Sept 2019 - trouble with S&P NetAdvantage access outside of library
(due to a change at Consumer Reports that affected statistics data collection; it has been remedied
going forward)
Lynda service ended at end of year 2019
NewsBank (OC Register) added Jan 16, 2020
Udemy stats tracked beginning Apr 2020
*Partial statistics only for November (11/1-11/8) and January (1/8-1/31); December not available at all
Database FY Comparisons YTD
19/20
Proquest Articles Retrieved 2019-2020
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun AVG.
Business Databases 1233 812 1230 1075 945 1692 1330 1335 1689 1080 1242
Newspapers--Current 604 643 879 1178 1242 921 1025 1139 1781 1114 1053
Newspapers--Historical 1376 1101 1895 2586 2023 1770 4026 3051 2099 1920 2185
Magazines 28 28 54 124 83 72 57 134 130 48 76
18
APR 20 YTD 19/20 YTD 18/19
BALBOA 1,992 44,288 61,961
CDM *1,241 27,896 37
MARINERS 2,365 204,403 257,332
CENTRAL 5,433 543,232 698,728
Ebooks/Emagazines 22,444 162,296 131,593
TOTAL 33,475 982,115 1,149,651
MAY 19 112,075
JUN 19 114,315
JUL 19 123,372
AUG 19 112,107
SEP 19 109,665
OCT 19 113,721
NOV 19 105,791
DEC 19 99,729
JAN 20 105,934
FEB 20 105,105
MAR 20 73,216
APR 20 33,475
TOTAL 1,208,505
* The Corona del Mar Branch Library was closed for reconstruction from April 2018 through July 2019.
12 Month Comparison
NEWPORT BEACH PUBLIC LIBRARY - APRIL 2020
CIRCULATION
LIBRARY CLOSED MAR 16 - APR 30 TO MINIMIZE SPREAD OF COVID-19; PROGRAMS CANCELED STARTING MAR 12.
BALBOA
CDM *
MARINERS
CENTRAL
Ebooks/Emagazines
30,000
40,000
50,000
60,000
70,000
80,000
90,000
100,000
110,000
120,000
130,000
MAY 19 JUN 19 JUL 19 AUG 19 SEP 19 OCT 19 NOV 19 DEC 19 JAN 20 FEB 20 MAR 20 APR 20
1,575,518
1,818,709
1,588,822 1,582,953
1,582,914
1,598,265
1,610,818
1,529,391
1,464,640
1,424,594
1,376,041
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 FY 18/19
CIRCULATION
19
APR 20 YTD 19/20 YTD 18/19
BALBOA ^266 3,939 4,637
CDM * ^176 6,716 0
MARINERS `763 26,387 33,605
CENTRAL `1,503 85,048 97,049
TOTAL 2,708 122,090 135,291
12 Month Comparison
MAY 19 13,183
JUN 19 14,918
JUL 19 14,476
AUG 19 13,960
SEP 19 14,394
OCT 19 15,606
NOV 19 13,664
DEC 19 11,826
JAN 20 13,739
FEB 20 13,901
MAR 20 7,816
APR 20 2,708
TOTAL 150,191
* The Corona del Mar Branch Library was closed for reconstruction from April 2018 through July 2019.
^ Includes reference phone calls and curbside phone calls.
` Includes reference phone calls, curbside phone calls, reference emails, and curbside emails.
NEWPORT BEACH PUBLIC LIBRARY - APRIL 2020
REFERENCE
LIBRARY CLOSED MAR 16 - APR 30 TO MINIMIZE SPREAD OF COVID-19; PROGRAMS CANCELED STARTING MAR 12.
BALBOA ^
CDM * ^
MARINERS `
CENTRAL `
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
18,000
MAY 19 JUN 19 JUL 19 AUG 19 SEP 19 OCT 19 NOV 19 DEC 19 JAN 20 FEB 20 MAR 20 APR 20
181,315
211,742
199,880 191,567
184,260
190,391
168,496
162,510 157,149
156,521
163,392
120000
140000
160000
180000
200000
220000
240000
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 FY 18/19
REFERENCE
20
APR 20 YTD 19/20 YTD 18/19
BALBOA ^126 27,959 36,113
CDM * ^111 32,260 0
MARINERS N/A 167,137 192,689
CENTRAL N/A 398,879 556,240
TOTAL 237 626,235 785,042
12 Month Comparison
MAY 19 78,156
JUN 19 72,755
JUL 19 76,699
AUG 19 66,394
SEP 19 83,404
OCT 19 76,420
NOV 19 70,128
DEC 19 68,482
JAN 20 77,144
FEB 20 74,891
MAR 20 32,436
APR 20 237
TOTAL 777,146
* The Corona del Mar Branch Library was closed for reconstruction from April 2018 through July 2019.
^ The number of curbside pickups at this location is being used to represent the number of patrons served.
N/A The number of curbside pickups at this location is not available to represent the number of patrons served.
NEWPORT BEACH PUBLIC LIBRARY - APRIL 2020
PATRONS SERVED IN LIBRARY
LIBRARY CLOSED MAR 16 - APR 30 TO MINIMIZE SPREAD OF COVID-19; PROGRAMS CANCELED STARTING MAR 12.
BALBOA ^
CDM * ^
MARINERS
CENTRAL
0
10,000
20,000
30,000
40,000
50,000
60,000
70,000
80,000
90,000
MAY 19 JUN 19 JUL 19 AUG 19 SEP 19 OCT 19 NOV 19 DEC 19 JAN 20 FEB 20 MAR 20 APR 20
1,200,664
1,258,585
1,258,902
1,131,330 1,074,933
1,399,841
1,256,238 1,209,719
1,102,106
1,158,344
935,953
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 FY 18/19
PATRONS SERVED IN LIBRARY
21
APR 20 YTD 19/20 YTD 18/19
BALBOA 0 984 1,496
CDM *0 4,105 3,206
MARINERS 0 8,829 9,809
CENTRAL ^3,670 46,078 42,362
TOTAL 3,670 59,996 56,873
12 Month Comparison
MAY 19 4,859
JUN 19 6,509
JUL 19 7,728
AUG 19 9,780
SEP 19 9,800
OCT 19 6,533
NOV 19 4,805
DEC 19 5,010
JAN 20 5,014
FEB 20 5,500
MAR 20 2,156
APR 20 3,670
TOTAL 71,364
* The Corona del Mar Branch Library was closed for reconstruction from April 2018 through July 2019.
^ Includes videos viewed and programs conducted online.
PROGRAM ATTENDANCE
NEWPORT BEACH PUBLIC LIBRARY - APRIL 2020
LIBRARY CLOSED MAR 16 - APR 30 TO MINIMIZE SPREAD OF COVID-19; PROGRAMS CANCELED STARTING MAR 12.
BALBOA
CDM *
MARINERS
CENTRAL ^
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
10,000
MAY 19 JUN 19 JUL 19 AUG 19 SEP 19 OCT 19 NOV 19 DEC 19 JAN 20 FEB 20 MAR 20 APR 20
43,419
28,680
53,534 51,570
51,894 49,977
64,473
67,646
69,922
70,430
68,241
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 FY 18/19
PROGRAM ATTENDANCE
22
NEWPORT BEACH PUBLIC LIBRARY
To: Board of Library Trustees
From: Tim Hetherton, Library Services Director
Re: Report of Library Activities – June 15, 2020 Meeting
TIM HETHERTON, LIBRARY SERVICES DIRECTOR
Curbside service
The Library has checked out over 23,500 items since we began curbside service in April. Curbside
service allows the community continued access to library materials, including books, movies, music and
video games. It offers a safe method for checking out and retrieving library items as it limits the amount
of person-to-person contact. It also provides much-needed school reading curriculum materials during
the current homeschooling environment.
Library patrons place items on hold through the Library website catalog or calling the Reference Desk to
have staff assist with their holds. Patrons will receive a notification when their items are available for
pick up. To initiate the pick-up, patrons phone the library so staff can prepare the items for them. When
the patron arrives at the Library’s pick-up location, they phone the Library to inform staff they are at the
Library. Staff then retrieve their items and bring them out to the curbside pick-up table. Patrons are able
to get out of their vehicle to gather their items after the staff member leaves the table.
Online resources and virtual programming
During the closure, NBPL has provided a wide array of digital offerings, including e-books, audiobooks,
magazines, and streaming movies through our e-Branch. Our virtual programming efforts have been
generating lots of views, and staff has embraced this new model by contributing interesting content,
including story times and craft classes for children, and book and film reviews for adults. This method of
delivery has provided the community access to high quality, educational, and fun recreational viewing to
keep their minds engaged. We truly do have something for everyone, from crafts you can make at home
using items you might have on hand, to children’s story times, to our previously recorded author
lectures and Sunday musicales, as well as an exclusive online memoir writing program. We wanted to
provide meaningful, thoughtful online content for our community, and the response has been
overwhelmingly positive. In May, the Library’s online programming had 4389 total views and we added
54 subscribers to the page.
Returns and fines
When the Library closed in compliance with State orders in March, the Library Admin Team asked
patrons to hold on to the checked-out materials, because of uncertainty about the transmission of the
virus on circulating materials. Fines were also suspended. On June 1, Library management restored
regular loan periods for all library materials. Fines also began accruing for late materials after June
1.All exterior book drops at all four locations re-opened on Thursday, May 28th. The outdoor book drop
at Newport Coast Community Center also re-opened. Currently, there is no pickup service at any of the
concierge locations, since Community Centers are still closed to the public, and the book drops at
Marina Park and Oasis will remain closed until further notice.
23
Quarantine of returned materials
NBPL quarantines returned items for 72 hours, based on a study, published in March in the New England
Journal of Medicine. The study showed that the virus "remained active on plastic and stainless-steel
surfaces for two to three days under the conditions in this experiment. It remained infectious for up to
24 hours on cardboard." A study published in The Lancet on April 2 showed "no infectious virus could be
recovered from printing and tissue papers after a 3-hour incubation." In a March 30 webinar,
“Mitigating COVID-19 When Managing Paper-Based, Circulating, and Other Types of Collections,” the
Institute of Museum and Library Services invited speakers from the Centers for Disease Control (CDC) to
address concerns about handling paper- and cardboard-based materials. Their takeaway is that paper
was a low concern when it came to virus transmission, requiring at most a 24-hour quarantine.
However, not all library materials are paper-based—library books usually have board covers or are
coated in plastic, and other materials, such as DVDs, are made of nonporous surfaces where the virus
can survive for much longer. Because of the highly contagious nature of the virus and the potential for
infection, Library management is approaching this issue with an abundance of caution. We think a 72-
hour quarantine safeguards the health and safety of the public and staff while simultaneously circulating
library materials into the community quicker.
Fiscal Year 2020-2021 budget
For Fiscal Year 2020-21, the proposed Library budget has been reduced by 4.30%. These cuts are to
accounts that are typically underspent and returned to the General Fund at the conclusion of the Fiscal
Year. Staff had requested a program enhancement of $50,000 for the purchase of additional
downloadable content. This enhancement will not be funded in Fiscal Year 2020-21.
WiFi
WiFi hours at Central Library and the branches have been extended from 6 a.m. to 10 p.m. Due to
financial concerns, some households may cease their Internet access altogether because of job and
business loss. Others may require increased bandwidth necessary for online schooling or working from
home. NBPL can provide an important and useful amenity by providing free and increased access to the
Internet. While 24/7 service encourages overnighting on Library property, the 6 a.m. to 10 p.m.
availability, 7 days a week, is identical to the hours that the City’s parks and beaches are open.
Integrated Library System
Staff continues to prepare and train for the implementation of a new Integrated Library System in July.
The new product is Sirsi-Dynix Symphony, and it is a truly powerful and intuitive software. It will have
an excellent web-based interface for the public as well as a special application for mobile devices.
Wheelhouse List for Library Trustees
Monday, July 20
Board of Library Trustees meeting
Council Chambers
100 Civic Center Drive
DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR
Branches
Curbside service continued successfully throughout the month at all branch locations particularly at
Mariners where they fulfilled 1,191 curbside requests for the month. Between reference and general
calls and pickups, staff shelved and evaluated/weeded collections. Branch staffing continued to be
supplemented by personnel from Central on an as-needed basis.
24
Youth Services
On Tuesday, May 5 the full-time members of the Youth Services staff held a virtual meeting via
Microsoft Teams software. Staff planned the Summer Reading Program (SRP) during this
unprecedented time. Staff decided to utilize the curbside service model to distribute registration packs,
craft kits and prize books in addition to an online component for programming. The team acknowledged
that adjustments to the plan may need to be made once SRP starts on June 20. The Summer Reading
Program is funded by generous donations from the Friends of the Library.
Teen Services
YAAC met online and those present participated in a virtual escape room. Members were also
encouraged to fill out a questionnaire about how life has been at home for the past weeks. They
responded that they miss friends but have valued time with family. Members also suggested that digital
scavenger hunts and escape rooms might be good activities to offer for Teen SRP.
Facilities
Work continued on the former Credit Union space. After patching and repairing walls, Facilities
Maintenance Specialist Eddie Flores painted the walls. Mariners Library HVAC system requires a new
compressor and this work will be completed before the conclusion of the Fiscal Year. At the Central
Library, the chiller coils were replaced in HVAC system and the contractor is now addressing insulation
issues. On May 20, a water main running under the Balboa Branch broke. Although there was no
internal damage to the facility, it was closed for a few days as there was not water available for
restrooms and other services. Staff was deployed to other facilities for that time. On May 11/12, 2020,
the Central Library parking lot was seal coated and restriped. Public Works took advantage of the
current limited usage of the Central Library parking lot and asked the contractor to start this work ASAP.
The Library has arranged with Public Works to keep the curbside pickup service operational during the
project.
MELISSA HARTSON, CIRCULATION AND TECHNICAL PROCESSING COORDINATOR
ILS Update
With the Library data loaded into the new Symphony system, the ILS Implementation Team began
testing the Library’s workflows and policies. We are working with SirsiDynix to configure changes based
on the data entry and policies loaded in the system. SirsiDynix also installed the online catalog, so the
Library’s WebTeam has been reviewing and making changes with SirsiDynix to the public catalog
interface.
REBECCA LIGHTFOOT, ADULT SERVICES COORDINATOR
Training
Library Assistant Danielle Doi started a virtual Teen volunteer opportunity called “Safe at Home”, where
teens can write essays regarding their COVID-19 experiences and earn community service hours.
Programming
The virtual programs continue to remain strong.
25
MAY
Memoir Writing
VIDEO
Virtual Program/Chris Epting
Video Series part 1 posted May 12 607 views
Memoir Writing
VIDEO
Virtual Program/Chris Epting
Video Series part 2 posted May 19 316 views
Memoir Writing
VIDEO
Virtual Program/Chris Epting
Video Series part 3 posted May 26 127 views
Adult Craft Project
Tutorials
Virtual Craft Projects / Alex
Jenkins first posted April 28 370 views
in May
Let's Talk Books Virtual Book Reviews / various
staff first posted April 28 574 view in
May
Local Author Event
Online
The Light After the War/Anita
Abriel first posted April 1 30 views in
May
Local Author Event
Online
Mycroft & Sherlock/Kareem
Abdul-Jabbar first posted April 15 42 views in
May
Local Author Event
Online Kick-Ass Kinda Girl/Kathy Koll first posted April 27 17 views in
May
Local Author Event
Online Apocalypse Child/Flor Edwards first posted April 27 25 views in
May
Sunday Musicales unable to capture views, not
on YouTube due
to
copyright
26
Proquest Articles Retrieved 2019-2020
July Aug Sept Oct Nov Dec Jan Feb March April May June AVG.
Business Databases 1233 812 1230 1075 945 1692 1330 1335 1689 1080 881 1209
Newspapers--Current 604 643 879 1178 1242 921 1025 1139 1781 1114 1137 1060
Newspapers--Historical 1376 1101 1895 2586 2023 1770 4026 3051 2099 1920 940 2072
Magazines 28 28 54 124 83 72 57 134 130 48 32 72
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
2019 2019 2019 2019 2019 2019 2020 2020 2020 2020 2020 2020
Tracked by #searches
A to Z Databases 1234 1874 875 450 380 578 696 1533 2186 4561 2636 17003
Ancestry 263 790 744 1102 776 442 563 480 280 7434 3110 15984
AskART 43 51 32 93 111 115 181 64 113 24 50 877
Biography In Context 51 143 48 215 457 78 58 40 35 150 51 1326
Britannica School Edition 55 265 52 870 483 51 51 314 23 303 89 2556
Facts on File Ancient History 74 95 22 120 61 44 23 4 10 22 10 485
Gale Archives Unbound 438 1095 8322 4380 3285 7446 13359 5475 11388 9636 4161 68985
Gale Directory Library 23 17 22 45 5 43 19 11 6 16 18 225
Gale Virtual Reference Library 19 24 363 393 233 717 379 89 65 90 93 2465
HeritageQuest 2980 1565 2641 1909 1801 1573 1812 3127 3714 406 3234 24762
Kids InfoBits/Gale Elementary 16 45 14 93 38 17 12 4 17 17 9 282
Legal Information Ref Center 46 242 112 126 50 152 125 61 35 81 32 1062
Literature Resource Center 56 99 18 105 100 30 79 36 10 347 589 1469
National Geographic 45 78 30 273 51 87 33 26 20 36 37 716
National Geographic Kids 5 25 11 22 24 1 14 19 18 38 13 190
NewsBank (OC Register)613 775 922 945 996 4251
NoveList Plus 68 282 164 343 141 135 160 124 38 71 82 1608
NoveList K-8 Plus 52 89 81 41 134 12 66 37 71 36 14 633
Opposing Viewpoints 49 214 408 377 215 61 84 240 841 223 391 3103
ProQuest 2275 1971 2750 4486 3228 4542 3566 4814 4925 3432 3031 39020
Reference USA Business 1508 906 1091 890 845 590 2468 1784 1305 1817 1086 14290
Reference USA Residential 146 727 218 160 56 80 47 92 78 42 129 1775
World Book Online 4 3 16 437 252 4 40 344 146 52 1 1299
Tracked by #sessions
ScienceFLIX 5 3 4 13 51 50 12 46 53 48 1 286
Testing & Education Ref. Center 35 68 37 53 37 35 73 34 58 37 31 498
Tracked by #page views
Consumer Reports 2283 2864 2126 2561 568* * 2203* 2726 2547 2518 3463 21088
CultureGrams 9 120 27 186 244 10 70 12 35 122 41 876
Morningstar 48614 24429 11599 11372 10764 44002 62638 48207 73260 65132 107634 507651
NetAdvantage 6581 8480 2859 1986 1987 683 6554 6678 9372 3278 2043 50501
RealQuest 98 3093 24 92 737 138 336 133 183 57 10139 15030
Tumblebooks 64 227 358 186 134 95 70 83 358 243 111 1929
Value Line 8605 10042 11834 14057 15422 13804 15276 12814 9450 13074 14605 138983
Tracked by courses
Udemy 868 **868
Tracked by Hours Used
Rosetta Stone 70.32 51.2 61.25 49.77 33.08 17.33 90.93 42.6 69.42 188.2 84.07 758.1
Notes: July 2019 - Intermittant issues with S&P NetAdvantage and ValueLine this month
Sept 2019 - trouble with S&P NetAdvantage access outside of library
**Partial statistics only for November (11/1-11/8) and January (1/8-1/31); December not available at al
(due to a change at Consumer Reports that affected statistics data collection; it has been remedied
going forward)
Lynda service ended at end of year 2019
NewsBank (OC Register) added Jan 16, 2020
Udemy stats tracked beginning Apr 2020
**still awaiting May statistics for Udemy
Database FY Comparisons YTD
19/20
27
MAY 20 YTD 19/20 YTD 18/19
BALBOA 3,045 47,333 67,359
CDM *1,736 29,632 37
MARINERS 4,670 209,073 283,165
CENTRAL 8,380 551,612 764,220
Ebooks/Emagazines 22,700 184,996 146,945
TOTAL 40,531 1,022,646 1,261,726
JUN 19 114,315
JUL 19 123,372
AUG 19 112,107
SEP 19 109,665
OCT 19 113,721
NOV 19 105,791
DEC 19 99,729
JAN 20 105,934
FEB 20 105,105
MAR 20 73,216
APR 20 33,475
MAY 20 40,531
TOTAL 1,136,961
* The Corona del Mar Branch Library was closed for reconstruction from April 2018 through July 2019.
12 Month Comparison
NEWPORT BEACH PUBLIC LIBRARY - MAY 2020
CIRCULATION
LIBRARY CLOSED MAR 16 - MAY 31 TO MINIMIZE SPREAD OF COVID-19; PROGRAMS CANCELED STARTING MAR 12.
BALBOA
CDM *
MARINERS
CENTRAL
Ebooks/Emagazines
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
JUN 19 JUL 19 AUG 19 SEP 19 OCT 19 NOV 19 DEC 19 JAN 20 FEB 20 MAR 20 APR 20 MAY 20
1,575,518
1,818,709
1,588,822 1,582,953
1,582,914
1,598,265
1,610,818
1,529,391
1,464,640
1,424,594
1,376,041
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 FY 18/19
CIRCULATION
28
MAY 20 YTD 19/20 YTD 18/19
BALBOA ^294 4,233 5,039
CDM *^221 6,937 0
MARINERS `1,126 27,513 36,826
CENTRAL `1,869 86,917 106,609
TOTAL 3,510 125,600 148,474
12 Month Comparison
JUN 19 14,918
JUL 19 14,476
AUG 19 13,960
SEP 19 14,394
OCT 19 15,606
NOV 19 13,664
DEC 19 11,826
JAN 20 13,739
FEB 20 13,901
MAR 20 7,816
APR 20 2,708
MAY 20 3,510
TOTAL 140,518
* The Corona del Mar Branch Library was closed for reconstruction from April 2018 through July 2019.
^ Includes reference phone calls and curbside phone calls.
` Includes reference phone calls, curbside phone calls, reference emails, and curbside emails.
NEWPORT BEACH PUBLIC LIBRARY - MAY 2020
REFERENCE
LIBRARY CLOSED MAR 16 - MAY 31 TO MINIMIZE SPREAD OF COVID-19; PROGRAMS CANCELED STARTING MAR 12.
BALBOA ^
CDM *^
MARINERS `
CENTRAL `
0
2,500
5,000
7,500
10,000
12,500
15,000
17,500
20,000
JUN 19 JUL 19 AUG 19 SEP 19 OCT 19 NOV 19 DEC 19 JAN 20 FEB 20 MAR 20 APR 20 MAY 20
181,315
211,742
199,880 191,567
184,260
190,391
168,496
162,510 157,149
156,521
163,392
120000
140000
160000
180000
200000
220000
240000
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 FY 18/19
REFERENCE
29
MAY 20 YTD 19/20 YTD 18/19
BALBOA ^192 28,151 39,670
CDM *^170 32,430 0
MARINERS ^`1,191 168,328 214,288
CENTRAL ^`2,020 400,899 609,240
TOTAL 3,573 629,808 863,198
12 Month Comparison
JUN 19 72,755
JUL 19 76,699
AUG 19 66,394
SEP 19 83,404
OCT 19 76,420
NOV 19 70,128
DEC 19 68,482
JAN 20 77,144
FEB 20 74,891
MAR 20 32,436
APR 20 237
MAY 20 3,573
TOTAL 702,563
* The Corona del Mar Branch Library was closed for reconstruction from April 2018 through July 2019.
^ The number of curbside pickups at this location is being used to represent the number of patrons served.
` The number of curbside pickups at this location was not available for April 2020.
NEWPORT BEACH PUBLIC LIBRARY - MAY 2020
PATRONS SERVED IN LIBRARY
LIBRARY CLOSED MAR 16 - MAY 31 TO MINIMIZE SPREAD OF COVID-19; PROGRAMS CANCELED STARTING MAR 12.
BALBOA ^
CDM *^
MARINERS ^`
CENTRAL ^`
0
15,000
30,000
45,000
60,000
75,000
90,000
JUN 19 JUL 19 AUG 19 SEP 19 OCT 19 NOV 19 DEC 19 JAN 20 FEB 20 MAR 20 APR 20 MAY 20
1,200,664
1,258,585
1,258,902
1,131,330 1,074,933
1,399,841
1,256,238 1,209,719
1,102,106
1,158,344
935,953
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 FY 18/19
PATRONS SERVED IN LIBRARY
30
MAY 20 YTD 19/20 YTD 18/19
BALBOA 0 984 1,633
CDM *0 4,105 3,505
MARINERS 0 8,829 11,141
CENTRAL ^4,732 50,810 45,453
TOTAL 4,732 64,728 61,732
12 Month Comparison
JUN 19 6,509
JUL 19 7,728
AUG 19 9,780
SEP 19 9,800
OCT 19 6,533
NOV 19 4,805
DEC 19 5,010
JAN 20 5,014
FEB 20 5,500
MAR 20 2,156
APR 20 3,670
MAY 20 4,732
TOTAL 71,237
* The Corona del Mar Branch Library was closed for reconstruction from April 2018 through July 2019.
^ Includes video views and programs conducted online.
PROGRAM ATTENDANCE
NEWPORT BEACH PUBLIC LIBRARY - MAY 2020
LIBRARY CLOSED MAR 16 - MAY 31 TO MINIMIZE SPREAD OF COVID-19; PROGRAMS CANCELED STARTING MAR 12.
BALBOA
CDM *
MARINERS
CENTRAL ^
0
2,000
4,000
6,000
8,000
10,000
12,000
JUN 19 JUL 19 AUG 19 SEP 19 OCT 19 NOV 19 DEC 19 JAN 20 FEB 20 MAR 20 APR 20 MAY 20
43,419
28,680
53,534 51,570
51,894 49,977
64,473
67,646
69,922
70,430
68,241
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 FY 18/19
PROGRAM ATTENDANCE
31
LIBRARY EXPENDITURES FY 2019‐20
(May 4, 2020)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL‐TIME REGULAR 2,875,248 2,875,248 2,271,937 212,681 603,311
SALARY PART‐TIME 944,040 996,743 694,199 58,097 302,544
BENEFITS 2,345,669 2,353,469 1,587,474 110,471 765,995
SALARY & BENEFITS TOTAL 6,164,957 6,225,460 4,553,610 381,248 1,671,850
II MAINT & OPERATION
PROFESSIONAL SERVICE*167,773 167,773 110,000 11,325 57,773
UTILITIES 271,491 271,491 175,548 14,991 95,943
PROGRAMMING 5,500 8,000 4,059 75 3,941
SUPPLIES** 83,170 84,209 56,207 950 28,002
LIBRARY MATERIALS 619,740 629,842 567,154 128 62,688
FACILITIES MAINTENANCE 174,951 182,061 117,051 14,636 65,010
TRAINING AND TRAVEL 15,075 15,575 12,672 2,693 2,903
GENERAL OPERATING EXPENSES*** 24,200 24,682 17,429 2,353 7,253
PERIPHERALS 5,000 6,891 2,570 0 4,321
INTERNAL SERVICE FUNDS 1,458,054 1,458,054 1,093,540 121,504 364,514
OFFICE EQUIPMENT 2,000 2,000 348 0 1,652
OPERATIONAL SAVINGS****0 ‐108,822 0 0.00 ‐108,822
MAINT & OPERATION TOTAL 2,826,954 2,741,756 2,156,577 168,656 585,179
LIBRARY BUDGET TOTAL 8,991,911 8,967,216 6,710,188 549,904 2,257,028
*PROFESSIONAL SERVICES ‐ INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
****CITY COVID‐19 BUDGET ADJUSTMENT
32
FY 2019‐20 DONATIONS FOR BOARD
FRIENDS
FY 2019‐20
As of Apr 13, 2020
Date Funded
Jul 2019
Amount Wish List
Purpose
Amt Expended
YTD
Notes
135,000$ New Materials $ 73,000 In Process
50,000$ Programming $ ‐ Spending to begin next quarter
Total 185,000$ 73,000$
FOUNDATION
FY 2019‐20
As of Apr 9, 2020
Date Funded
Aug 2019
Amount Wish List
Purpose
Amt Expended
YTD
Notes
68,875$ Downloadable Content $ 41,400 In Process
25,000$ Flipster Subscription $ 25,000 Complete
15,000$ New Materials $ 2,400 In Process
13,125$ Lynda.Com Subscription $ 13,125 Complete
18,000$ Kanopy Streaming Films $ 16,428 In Process
10,000$ Business Center $ 7,900 In Process
5,000$ Adult Literacy Program $ 5,000 Complete
Total 155,000$ $ 111,253
33
LIBRARY EXPENDITURES FY 2019‐20
(June 1, 2020)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL‐TIME REGULAR 2,875,248 2,875,248 2,476,307.57 204,371 398,940
SALARY PART‐TIME 944,040 996,743 742,628.47 48,429 254,115
BENEFITS 2,345,669 2,359,269 2,092,845.32 251,912 266,424
SALARY & BENEFITS TOTAL 6,164,957 6,231,260 5,311,781 504,712 919,479
II MAINT & OPERATION
PROFESSIONAL SERVICE*167,773 167,773 120,309.87 10,310 47,463
UTILITIES 271,491 271,491 188,986.97 13,439 82,504
PROGRAMMING 5,500 8,000 4,058.63 0 3,941
SUPPLIES** 83,170 84,209 57,473.26 1,266 26,736
LIBRARY MATERIALS 619,740 629,842 587,722.00 20,568 42,120
FACILITIES MAINTENANCE 174,951 182,061 125,256.93 8,206 56,804
TRAINING AND TRAVEL 15,075 15,575 12,871.44 200 2,704
GENERAL OPERATING EXPENSES*** 24,200 24,682 18,038.21 610 6,644
PERIPHERALS 5,000 6,832 3,489.84 920 3,342
INTERNAL SERVICE FUNDS 1,458,054 1,458,054 1,215,044.70 121,504 243,009
OFFICE EQUIPMENT 2,000 2,000 348 0 1,652
OPERATIONAL SAVINGS****0 ‐108,822 0 0.00 ‐108,822
MAINT & OPERATION TOTAL 2,826,954 2,741,697 2,333,600 177,023 408,097
LIBRARY BUDGET TOTAL 8,991,911 8,972,957 7,645,381 681,734 1,327,575
*PROFESSIONAL SERVICES ‐ INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
****CITY COVID‐19 BUDGET ADJUSTMENT
34
Previous
Agenda Date AGENDA ITEM Scheduled
Agenda Date
Ongoing Ongoing
Ongoing Ongoing
May 20, 2019 Jun 15, 2020
Jun 17, 2019 Jun 15, 2020
Jun 17, 2019 Jun 15, 2020
Jun 17, 2019 Jun 15, 2020
Jul 15, 2019 Jul 20, 2020
Jul 15, 2019 Jul 20, 2020
Apr 23, 2019 Jul 20, 2020
June 17, 2019 Jul 20, 2020
Aug 19, 2019 Aug 17, 2020
Sep 16, 2019 Sep 21, 2020
Oct 21, 2019 Oct 19, 2020
Oct 21, 2019 Oct 19, 2020
Jan 21, 2020 Jan 19, 2021
Jan 21, 2020 Jan 19, 2021
Feb 24,2020 Feb 16, 2021
Feb 24,2020 Feb 16, 2021
Apr 20, 2020 Apr 20, 2021
Apr 20, 2020 Apr 20, 2021
LAST
REVIEWED POLICY REVIEW
Feb 27, 2018 NBPL 12 Circulation Policy Jun 15, 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
Sep 17, 2018 NBPL 9 Expressive Use Areas 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/Use 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
Feb 19, 2019 NBPL 8 Display and Distribution of Materials Policy Feb 16, 2021
Mar 18, 2019 NBPL 1 Library Use Policy (formerly City Council Policy I-2) Mar 15, 2021
Mar 18, 2019 NBPL 4 Children in the Library Policy (formerly City Council Policy I-6) Mar 15, 2021
Apr 23, 2019 NBPL 13 Study Room Policy Apr 19, 2021
Apr 23, 2019 NBPL 14 Friends Meeting Room (formerly City Council Policy I-7) Apr 19, 2021
Jan 21, 2020 NBPL 3 Library Gift and Donor Policy (formerly City Council Policy I-4) Jan 17, 2022
Library Material Selection & Downloadable Services
Branch Update - Balboa
Review Holidays / Meeting Schedule 2021
Proposed Library Closures for Winter Holidays 2020
Newport Beach Public Library eBranch & Database Review
Information Technology Update
Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June)
Branch Update - Mariners
Annual Budget - Approval
Adult and Reference Services Update
Arts & Cultural Update
Branch Update - CDM
Election of Board of Library Trustees Officers/Trustee Liaisons
Annual Budget - Preliminary Review
Literacy Program Update
Youth Services Update
BOARD OF LIBRARY TRUSTEES MONITORING LIST
Lecture Hall Update
Policy Review (See List Below)
Media Lab Update
Marketing Update & Social Networking Update
35
RECOMMENDATION:
Based on California State Library guidelines, staff requests that the Board of Library Trustees review and
approve a plan for reopening Newport Beach Public Library for limited services and hours of operation
on Monday, July 13, 2020.
DISCUSSION:
On June 9, 2020, the California State Library released the document, “Restoring In-Person Services in
California’s Libraries” (ATTACHMENT A), which provides guidelines and a framework for approaching the
resumption of services. On Friday, June 12, as part of the State’s Resiliency Roadmap, many libraries
were allowed to resume services in addition to curbside pickup (except for large events, meetings, and
similar gatherings). Services are still subject to the State’s industry-specific reopening guidance.
Guidance for libraries is based upon the Industry Guidance for Retail, including additional specific
information related to curbside pick-up protocols, and quarantining items. Though some of the Retail
Guidance uses different language -- “customers,” “shopping hours”, the information is still applicable to
library staff and patrons. Libraries are asked also to adopt relevant elements from the Industry Guidance
for Office Workspaces and Industry Guidance for Museums, Galleries, Zoos, and Aquariums.
The Retail, Office, and Museums Guidance documents are structured in the same way. The first two
sections in all three are identical: creating a worksite specific plan and adopting/implementing employee
training. In the three other sections of the Office Workspace Guidance and Museums et al. Guidance -
individual control measures and screening; cleaning and disinfecting protocols; and physical distancing
guidelines – are recommendations applicable to libraries.
The State Library strongly encourages a phased-in approach and recommends continuing to offer as
many services online as possible.
The State also requires, prior to reopening, that the Library perform a detailed risk assessment and
create a site-specific protection plan for each location; set disinfection protocols in place; and establish
physical distancing guidelines. Prior to reopening, employees will be trained on limiting the spread of
COVID-19. This includes how to screen themselves for symptoms and when to stay home. Management
will set up individual control measures and screenings. Risk management guidelines will supersede any
suggested procedures that may create a conflict with City policy or procedure.
Staff proposes that our larger locations, Central and Mariners, will reopen to the public with modified
services, with curbside service still provided at all 4 locations. Building capacity restrictions that limit the
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: Plan for Reopening the Library
36
number of patrons and staff entering the smaller Balboa and CDM branches, as well as social distancing
requirements preclude the use of the buildings for any service other than curbside pickup.
The State Library encourages public libraries to begin restarting in-person services incrementally. Initial
services offered will allow patrons to browse the shelves, check out materials, and manage accounts.
Public computers will be made available on a first come first served basis. Patrons will receive one hour
per day on the public computers. A waiting list will be utilized to manage fair access to computers. Until
restrictions on gatherings and building capacity are lifted, the use of seating areas, study rooms, and
program spaces will be prohibited.
Management is prepared for staffing challenges, as some staff will not be able to return to work due to
child/elder care issues, chronic health conditions, or the Governor’s guidelines for workers over the age
of 65. Workers who fall into these categories will be permitted to continue telecommuting if their
assigned duties can be completed in that manner.
Hours of operation therefore are dependent on the amount of employees available for work. In
ordinary circumstances, our Monday through Thursday staffing complement utilizes two shifts: 8 or 9
a.m. to 5 or 6 p.m. and 12 p.m. to 9 p.m. Because of the number of full time and part time staff who are
unable to report to work, two shifts are not feasible. On Fridays, Saturdays, and Sundays, the Library
already staffs for a single shift. Limits on staff availability also precludes Sunday hours at Mariners. Staff
proposes the following temporary hours of operation that will maintain service 7 days a week with
limited evening hours for patrons who need to access the Library after work:
MONDAY -THURSDAY FRIDAY - SATURDAY SUNDAY
CENTRAL 10 a.m. – 7 p.m. 9 a.m. – 6 p.m. 12 p.m. – 5 p.m.
MARINERS 10 a.m. – 7 p.m. 9 a.m. – 6 p.m. closed
BALBOA* 10 a.m. – 7 p.m. 9 a.m. – 6 p.m. closed
CDM* 10 a.m. – 7 p.m. 9 a.m. – 6 p.m. closed
*curbside service only
The Library has Plexiglas shields for public service desks in the Central and Mariners Branch Libraries on
order, as well as social distancing demarcation to provide visual cues. The Library has also ordered
multiple sanitizer dispensers. These items are scheduled for delivery at the end of June.
On Monday, July 6, through Sunday, July 12, Newport Beach Public Library’s Integrated Library System
or ILS will be offline as the vendor, SirsiDynix, prepares to extract and load patron and collection data in
preparation to go live. Extraction is a lengthy and detailed process, and access to the ILS is limited. Staff
will not be able to access any patron accounts, register new patrons, or check in any materials during
offline circulation. The catalog will also be static, and all self-check-out machines will require
reconfiguring. Staff has determined a work around, or “offline circulation” for checking out materials for
curbside service.
IT will be able to setup the self-checkout machines, starting with Central Library, then Mariners and then
Balboa and CdM (which might not be as high of a priority if those locations are limited to curbside
service). This work will be completed by Monday, July 13, and the Library will reopen then.
The library will continue to follow current guidelines from CDC and the Institute of Museum and Library
Services (IMLS) for quarantining of materials. The IMLS is currently conducting a study of how long the
virus lives on various library material types and our procedures will be adjusted if guidance changes.
37
In summary, staff proposes that NBPL reopens under the following recommendations:
•Services available to the public:
o Library opens to the public on Monday, July 13 with modified hours and services;
o Adjust maximum occupancy rules based on the size of the facility to limit the number of
people inside at one time, using no more than 50% maximum occupancy; rearrange and
move furniture;
o Social distancing enforced within the library: at least six feet between workers and
patrons and between patrons waiting in lines. This will include the use of physical
partitions, Plexiglas barriers, or visual cues (e.g., floor markings or signs to indicate to
where employees and guests should stand);
o Service hours will be supplemented with continued curbside pickup and drop-off
available;
o Limited number of computers available, for limited duration per person; computers will
be selected for maximum social distancing, remaining computers out of service;
o Reference services conducted telephonically or by e-mail;
o Virtual programs, transitioning to programs in which social distancing can be
maintained;
o Materials available for checkout: all circulating library materials.
•Materials handling:
o Open all book drops, interior and exterior;
o All returns via book drop.
•Facility:
o Open to the public for limited hours and activities;
o Study seating/tables and comfortable seating removed/rearranged to support building
capacity requirements and social distancing;
o Plexiglas barriers in use at public service desks.
•Maintenance/cleaning:
o Daily janitorial service; including cleaning of carts and bins used for curbside services;
o Staff and public restrooms in use (close some stalls for distancing);
o Staff clean work areas regularly during and after use (wipe keyboards, phones, work
surfaces, chairs, etc.).
•Staffing:
o Hours to be revised based on staff availability;
o Staff in building to provide increased onsite services; services designed to maintain
social distance; some work conducted remotely to maintain social distancing as much as
possible.
•Staff & patron safety precautions:
o Washable masks and hand sanitizer required for all onsite staff*;
38
o Gloves provided for materials handling;
o Social distancing in work spaces via physical spacing as well as staggered scheduling;
o In-person public interaction is touchless;
Gloves, masks, physical barriers
Outward facing barcode scanners for patron self-scanning
o Plexiglas barriers at service desks;
o Social distancing signage and guides implemented (e.g. demarcations on the ground for
social distancing in line (grocery store model);
o Monitors at entrances and exits to monitor building capacity guidelines;
o Programming areas closed; toys and stuffed animals removed and not available for use;
o Shared supplies available to the public (e.g. pens, pencils, etc.) sanitized after use.
*Per the County Health Officer, All Orange County residents and visitors shall wear a cloth face-covering
when (i) in a public place; (ii) visiting a retail, commercial or other place of business; or (iii) at work, and
when the resident or visitor is not able to maintain at least 6 feet of physical distance from another
person who is not a family/household member or live in the same living unit.
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: Restoring In-Person Services in California’s Libraries
39
1
Restoring In-Person Services in California’s Libraries
June 9, 2020
California’s more than 1,120 local libraries provide important programs and services to
the state’s residents whether library buildings are open to the public or not.
During COVID-19, libraries have continued to serve a diverse cross-section of California
by offering online job coaching, storytimes, adult literacy, K12 tutoring, homework help,
ebook lending, and 3D Personal Protective Equipment, among other services.
These programs – a fraction of those offered by libraries in California - reflect the
unique combination of resources, people, and space inherent to libraries and help
explain why more Americans visited a library in 2019 than visited a movie theatre, live
sporting event, live music event, or museum.
The State of California included guidance for libraries to begin curbside services,
including precautions to take in managing the return of materials, in the Industry
Guidance for Retail, on May 19, 2020. Beginning June 12, many libraries may begin
expanded services. This document provides guidelines to follow and a framework for
approaching the resumption of services, including continuing to recommend online
programming when feasible. In addition to differences in the types of programs and
services libraries offer, their sizes and budgets vary, as do the needs and interest of the
communities they serve. These variances will undoubtedly shape the type of services
libraries begin making available in-person at this time and the pace with which they
make these decisions. This document is intended as a guide, recognizing that libraries
will often make decisions about what to offer and how to do so in collaboration with
other city and/or county departments and local stakeholders.
Table of Contents
Restoring In-Person Services in California’s Libraries .................................................................. 1
I.Purpose ...................................................................................................................................... 2
II.Background .............................................................................................................................. 2
III.Planning to Restore In-Person Programs and Services ...................................................... 4
IV.Programmatic Considerations ......................................................................................... 11
Appendix A: Recommended Timing to Restore In-Person Activities .................................... 14
Appendix B: Temporary policies, procedures, and plans to consider ................................. 15
Appendix C: Resources & Plans .................................................................................................. 17
Appendix D: Industry Guidance for Retail ……………………………………………………… 19
40
2
I. Purpose
This document incorporates currently published library re-opening plans, related public
health research, feedback from library directors across the state, and guidance
published by the State of California for industries that share like issues.
It also provides additional considerations to support libraries as they stand-up and
modify programs and services, recognizing that libraries across California are currently
at different programmatic places.
Though this document focuses on public libraries, academic and research libraries will
find particular guidance to be useful in their decision-making processes. Use the
portions of this document that are most helpful to where your library is now along the re-
opening spectrum.
For ideas about how libraries are creating or updating programs for online delivery,
please see this tool on the California State Library's webpage.
II. Background
Status
As of today (6/9/2020), the following are open with modifications in California:
• Essential services;
• Retail, which includes libraries, shopping malls, stores and movie theaters;
• Related logistics and manufacturing;
• Office workplaces;
• Limited services (dog walking, car washes, appliance repair, etc.);
• Outdoor museums;
• Schools, day camps, child care;
• Outdoor museums;
• Music, film and TV production; and
• Places of worship.
Dine-in restaurants, hair salons and barbershops, and casinos are currently allowed to
open in counties approved to move further in the Resilience Roadmap. In counties that
have met the criteria for a variance, the following may open, but are encouraged to
wait until June 12, 2020: family entertainment centers, restaurants, wineries and bars,
zoos and museums, gyms and fitness centers, hotels (for tourism and individual travel),
cardrooms and racetracks, and campgrounds and outdoor recreation. See an up-to-
date list of all open and closed industries here: https://covid19.ca.gov/stay-home-
except-for-essential-needs/#open.
41
3
County variance information is available at https://covid19.ca.gov/roadmap-
counties/#track-data. Note that counties may still have local requirements that are
more restrictive than state requirements.
Libraries may currently reopen for curbside pick-up or other “to-go” services, subject to
County Public Health rules, and the state’s Industry Guidance for Retail. Additionally,
libraries located in counties that have met the criteria for a variance may choose to
open additional services, subject to the Industry Guidance for Retail and related parts of
the Industry Guidance for Office Workspaces and Museums, Galleries, Zoos, and
Aquariums, and are encouraged to wait until June 12, 2020 to do so.
In evaluating resumption of in-person library services and programs, libraries are
encouraged to consider first whether the program or service:
Can be accomplished as effectively and equitably online; or,
If not, if it is possible to achieve the goal of the task or activity in an in-person
manner that adopts physical distancing guidelines (described below).If neither
of these are possible, libraries may:
Implement an alternative program or service that can be conducted online
or in-person while adopting physical distancing guidelines; or
Postpone the task or activity until physical distancing is no longer
recommended, with the knowledge that this could be until a vaccine is
widely adopted.
For the most up-to-date statewide information, visit covid19.ca.gov.
Assumptions & Constraints
• Libraries are independent authorities, or operate under the authority of local
government, and may open/close and determine which programs and services
to offer on their own.
• Libraries serve a diverse cross-section of the community, including many high-risk
populations and library use has historically increased during recessions or other
economic downturns.
• Staff will have health and safety concerns about returning to a physical location
and/or interfacing with members of the public.
• Patrons will have health and safety concerns about using on-site library services.
• Public health authorities will also continue to recommend as much telework as
possible for those who are able.
• Library staff may not have access to their previous school, daycare and
childcare enrollments/arrangements. This may reduce the capacity of the library
to offer certain services.
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• The availability of masks, disinfectant and gloves has been in limited supply.
Some items may be prohibitively expensive for some jurisdictions.
Principles Guiding this Work
The ideas in this document are grounded in the following principles:
• The safety of staff and the public is paramount.
• Equity is more important than ever and we must ensure those who need library
services receive them, online or in-person. Libraries have and will continue to
help dismantle the economic, health and digital inequalities in our communities.
• Programs are not limited to physical spaces, as libraries have already
demonstrated, and we must strive for comparable or improved outcomes in all
virtual or other physically distanced programming.
• Libraries may need to significantly reimagine service delivery models to adopt
the guidance, including determining how to serve far fewer patrons in the library
building at one time.
• As in previous economic downturns, libraries will likely see an increase in use by a
wide variety of residents, including but not limited to job seekers, families, people
experiencing homelessness and seniors.
• Libraries share many common features, but are also unique to their location and
constituency. This is will impact how and at what speed individual libraries offer
certain services and programs.
III. Planning to Restore In-Person Programs and Services
As stated on covid19.ca.gov/industry-guidance, before reopening, California requires
all facilities, including libraries, to:
1. Perform a detailed risk assessment and implement a site-specific protection plan
2. Train employees on how to limit the spread of COVID-19, including how to screen
themselves for symptoms and stay home if they have them
3. Implement individual control measures and screenings
4. Implement disinfecting protocols
5. Implement physical distancing guidelines
It’s important that employees with COVID-19 know they should stay home. Your sick
leave policies need to support that. See information on:
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• Government programs supporting COVID-19 sick leave and workers’
compensation
• Family friendly practices for employers (PDF)
• Support for working families (PDF)
In coordination with your local health department, determine when to have staff return
and begin readying the facility for onsite services to the public. This could last for one
day or up to a week or two, depending on the size of your staff and facility.
Guidance Documents
Guidance for libraries is located in the Industry Guidance for Retail, including additional
specific information related to curbside pick-up protocols, including quarantining items,
for libraries.
Though some of the Retail Guidance uses different language -- “customers,” “shopping
hours” and so on -- the information is still applicable to library staff and patrons.
Libraries should also adopt relevant elements from the Industry Guidance for Office
Workspaces and Industry Guidance for Museums, Galleries, Zoos, and Aquariums. This
additional guidance is specified below.
The Retail, Office, and Museums et al. Guidance documents are structured in the same
way. The first two sections in all three are identical: Creating a worksite specific plan
and adopting/implementing employee training.
In the three other sections of the Office Workspace Guidance and Museums et al.
Guidance -- Individual Control Measures and Screening; Cleaning and Disinfecting
Protocols; and Physical Distancing Guidelines – are some recommendations applicable
to libraries. They’re specified below:
Individual Control Measures
From the Office Workspace Guidance:
Employers must take reasonable measures to remind workers that they should
use face coverings.
From the Museums et al. Guidance:
(While very similar to Retail Guidance, this Guidance discusses volunteers, interns and visitors/patrons.)
Conduct temperature and/or symptom screening of “docents, interns,
volunteers, etc.”
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Encourage workers, volunteers, and visitors who are sick or exhibiting symptoms
of COVID-19 to stay home.
Provide and ensure workers and volunteers use all required protective
equipment, including eye protection and gloves where necessary.
Face coverings are strongly recommended when employees are in the vicinity
of others. Workers and volunteers should have face coverings available and
wear them when in shared work areas, such as offices and other areas on the
property. Face coverings must not be shared.
Take reasonable measures, including posting signage at entrances, in strategic
and highly-visible locations, and in reservation confirmations, to remind the
public that they should use face coverings, practice physical distancing, to not
touch their face, to frequently wash their hands with soap for at least 20 seconds,
and to use hand sanitizer.
Display a set of clearly visible rules for guests at entrance(s) that are to be a
condition of entry. The rules could include instructions to use hand sanitizer, wear
face coverings during the visit, maintain physical distance from employees and
other guests/groups, avoid unnecessary touching of surfaces, contact
information for the local health department, and changes to services. Whenever
possible, the rules should be available digitally and include pictograms.
Screen guests and visitors for symptoms upon arrival, ask that they use hand
sanitizer, and that they wear a face covering. Face coverings should be
provided to guests who arrive without them. Babies and children under age two
should not wear face coverings, in accordance with Centers for Disease Control
guidelines.
Cleaning and Disinfecting Protocols
From the Office Workspace Guidance:
Avoid sharing phones, other work supplies, or office equipment wherever
possible. Never share personal protective equipment.
Disinfect between shifts or uses, whichever is more frequent, the following:
shared office equipment such as copiers, fax machines, printers, telephones,
keyboards, staplers, surfaces in reception areas, shared work stations, etc., with a
cleaner appropriate for the surface.
Ensure that sanitary facilities stay operational and stocked at all times and
provide additional soap, paper towels, and hand sanitizer when needed.
From the Museums et al. Guidance:
Avoid sharing phones, tablets, two-way radios, other work supplies, or office
equipment wherever possible. Never share personal protective equipment.
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Frequently clean and disinfect commonly touched surfaces such as grab bars,
railings, placards, interactive exhibits, light switches, door handles, etc. Operators
should identify and disinfect surfaces that children are more likely to touch, such
as sections of windows and fence posts closer to the ground.
Perform thorough cleaning of any outdoor and indoor areas that employees or
the public are likely to use or occupy. This should include high traffic areas and
shared workspaces (offices, meeting rooms, break rooms, etc.), and areas of
ingress and egress (handrails, stairways, elevator controls, etc.)
Where such items must be shared, disinfect between shifts or uses with a cleaner
appropriate for the surface, whichever is more frequent, including the following:
shared office equipment, such as copiers, fax machines, printers, telephones,
keyboards, terminals, ATM PIN pads, staplers, staple removers, surfaces in
reception areas, shared work stations, audio and video equipment
(microphones, microphone stands, mixer boards, TV monitors, etc.), walkie
talkies, tables and chairs, penny machines, photo booths, vending machines,
etc.
Instruct employees to wipe down and disinfect equipment that passes between
employees and guests such as pens, reusable maps, etc.
Equip workplace terminals with proper sanitation products, including hand
sanitizer and sanitizing wipes.
Ensure that sanitary facilities for employees and guests stay operational and
stocked at all times and provide additional soap, paper towels, and hand
sanitizer when needed. Provide hand sanitizer and portable sinks for visitors
where possible at high traffic areas such as entrances.
Follow the asthma-safer cleaning methods recommended by the California
Department of Public Health.
Take steps to ensure that all water systems and features such as drinking
fountains and decorative fountains are safe to use after a prolonged facility
shutdown to minimize the risk of Legionnaires’ disease and other diseases
associated with water.
Physical Distancing Guidelines
From the Office Workspace Guidance:
Utilize telework options and modified work schedules.
Redesign office spaces, cubicles, etc. and decrease the capacity for
conference and meeting to ensure workspaces allow for six feet between
employees.
Close or restrict common areas, using barriers, or increasing physical distance
between tables/chairs where personnel are likely to congregate and interact,
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such as kitchenettes and break rooms, and discourage employees from
congregating in high traffic areas such as bathrooms, hallways, and stairwells.
Establish directional hallways and passageways for foot traffic, if possible, to
eliminate employees from passing by one another.
Limit the number of individuals riding in an elevator and ensure the use of face
coverings. Post signage regarding these policies.
Utilize work practices, when feasible and necessary, to limit the number of
employees at the office at one time. This may include scheduling (e.g.
staggering start/end times), establishing alternating days for onsite reporting,
returning to the office workspace in phases, or continued use of telework when
feasible.
Discontinue nonessential travel and encourage distance meetings via phone
and internet.
Require employees to avoid handshakes and similar greetings that break
physical distance.
Dedicate staff to direct guests to meeting rooms upon entry to office space
rather than congregating in lobbies or common areas.
From the Museums et al. Guidance:
Implement measures to ensure physical distancing of at least six feet between
workers and guests and between people waiting in lines. This can include use of
physical partitions, Plexiglas barriers, or visual cues (e.g., floor markings or signs to
indicate to where employees and guests should stand).
Designate separate routes for entry and exit through exhibits, galleries, viewing
areas and employee workspaces to help maintain physical distancing and
lessen the instances of people closely passing each other, if possible. Establish
one-way directional walkways, passageways, hallways, etc. for foot traffic, if
possible, to minimize crossflow of people moving around exhibit and workspaces.
Display signage at entrances, waiting and viewing areas, and throughout exhibit
spaces to remind people of physical distancing, face coverings usage, and
proper hand hygiene at every opportunity.
Consider implementing timed and/or advanced reservation ticketing systems to
stagger patron visits and help maintain physical distances.
Limit customer groups entering the facility to a household unit. People from the
same household do not need to physically distance from one another.
Rearrange seating areas, tables, chairs, benches, etc., and/or remove seats to
allow for a minimum of six feet of physical distance between users. Post signage
at shared, immovable seating (benches, etc.) to remind guests to physically
distance from others outside their party
Close indoor playgrounds, play areas, climbing structures, etc., in accordance
with Centers for Disease Control guidelines.
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Redesign parking lots to limit congregation points and ensure proper separation
(e.g. every other space or row, contactless payment, etc.)
Additional Issues to Address before Reopening
Budgetary Requirements
Request budget changes required to implement new policies and/or digital
resources.
o Discuss with city/county officials (or university officials) and then determine
cleaning procedures and costs (who is responsible and when) in order to
resume services and programs.
o Discuss if security costs may increase to support physical distancing guidance
or to manage other temporary changes in library procedures due to COVID-
19, including limitations in how long patrons may stay in the building and for
what purposes, recommendations or requirements on patron face coverings,
etc.
o Consider only reopening certain branches at first, to ensure proper staffing
and security.
Cleaning Library Spaces
This information is in addition to the Cleaning and Disinfecting Protocols section above
and the Industry Guidance for Retail
Clean library spaces before reopening. Even though the physical building has been
closed for more time than the coronavirus can live on surfaces, other issues, such as
dust, may need to be addressed.
Consider whether a staff person should be designated for sanitation coordination,
COVID-19 related purchases, etc.
Consider suspending or modifying use of site resources that necessitate sharing or
touching items. For example, consider suspending use of drinking fountains and
instead encourage the use of reusable water bottles.
The Institute of Museum and Library Services (IMLS), in collaboration with OCLC and
Battelle is testing and developing guidance for cleaning and disinfecting of library
materials.
o On March 30, the institute held a webinar (transcript) with Dr. David Berendes
and Dr. Catherine Rasberry from the Centers for Disease Control. Libraries that
participated asked questions about the ability of the coronavirus to live on
the surface of typical library materials.
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o Note the specific timing requirements on Page 10 of the Industry Guidance
for Retail, which states, “Libraries may also accept returned items in carts or
other containers that can be isolated and remain untouched for at least three
days before handling or re-shelving.”
Other Notes
Given current Centers for Disease Control guidance, materials that have been
left untouched since staff have been working from home do not need to be
cleaned in any way that they would not ordinarily be.
Consider postponing accepting new donations until existing materials are
processed and a plan is in place for donation intake.
For areas of the library only accessible to staff, libraries should request the same
cleaning schedule as other city/county departments.
Staffing and Telework
Plan to continue telework, as much as possible. If full telework is not available,
consider part-time or rotating telework to decrease the number of staff in the library
at any one time.
o Have some staff indicated that they have long commutes, rely on public
transportation, have childcare limitations because of school/camp closures,
are part of a vulnerable population or live with some who is? In these cases, is
it possible to further support part-time or full-time telework?
o Are the non-teleworkable jobs also primarily non-librarian jobs or specific
types of librarian jobs? If so, is it is possible to provide these staff with more
teleworkable duties?
Training
In addition to Topics for Employee (and Volunteer) Training information in the
Industry Guidance for Retail, also:
o Develop a plan to train/orient staff and volunteers to modified procedures;
o Cross-train staff to take on critical responsibilities in the event of a staff
shortage; and
o Consider incorporating or adopting the Critical Incident Stress Debriefing
Model (See Resources Appendix at the end of this document).
Temporary, Modified Policies/Operations
In addition to the policies that may need to be implemented as a result of the
above documents, also determine:
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o Which paper processes can be completed electronically. Use of e-signatures,
for example.
o If city/county/university guidelines for leave, return-to-work policies for
vulnerable populations, or other guidelines require changes to
accommodate conditions unique to libraries.
Communication
Post signage outside the library indicating upcoming changes in service, including if
only staff may enter/exit.
Share plans with community organizations, local businesses, schools and other
stakeholders. Ask for help in sending out information about the library’s services and
review translations for cultural appropriateness, etc.
Specific Issues for Medium/Large Library Buildings
Consider organizing staff teams that only work in one part of the building to avoid
physical contact with other teams.
Bring staff back to the building in small groups.
Weigh the feasibility of adding temporary handwashing stations for staff.
IV. Programmatic Considerations
In evaluating resumption of in-person library services and programs, libraries are
encouraged to consider first whether the program or service:
Can be accomplished as effectively and equitably online; or,
If not, is it possible to achieve the goal of the task or activity in an in-person
manner that adopts physical distancing guidelines (described below).
If neither of these are possible, libraries may:
o Implement an alternative program or service that can be conducted
online or in-person while adopting physical distancing guidelines; or
o Postpone the task or activity until physical distancing is no longer
recommended, with the knowledge that this could be until a vaccine
is widely adopted.
Restarting In-Person Services
We encourage libraries to begin restarting in-person services incrementally.
Initial Programs/Services outside the Library Building
Below are examples of services libraries may initially offer as they begin to re-open their
in-person services:
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Open the bookdrop and encourage the return of materials as well as plans for
future in-library and online services.
Extend Wi-Fi to the parking lot if not already offered; consider extending Wi-Fi
further -- if applicable or if federal e-rate guidelines permit.
o Identify if there is a community need to increase hotspot lending
programs, alone or in conjunction with device lending programs. If not
doing so already, consider making information about low-cost
broadband subscription programs readily available on the library website
or through reference services.
If feasible, redirect library volunteers to remote volunteering opportunities.
Continue or start contactless pickup services (curbside, trunk, etc.)
o See specific information on Page 10-11 of the Retail Guidance.
o Note that some libraries have included food distribution as part of this
effort, in coordination with local activities.
Home Delivery: Offer contactless delivery such as “Zip Books.”
During this period, libraries should continue online services (job coaching, tutoring,
ebook checkout, etc.).
Initial Library Programs/Services inside the Library Building
As libraries reopen buildings, their role as a free, welcoming public space is as important
as ever. Protecting the health and safety of staff and patrons will often require making
changes beyond what is required by the worksite plan, training, individual control
measures, physical distancing guidelines and cleaning and disinfecting protocols.
During this time, consider strengthening partnerships with other local government
departments and nonprofits in preparation for future requests related to job search,
business loans, food insecurity, housing, etc.
Initially, consider adopting an appointment system -- to limit the number and duration
of people in the building -- which can be accessed online in advance or in-person
outside the building. Prioritizing certain in-library activities over others may be important
to maintain physical distancing guidance.
Follow the Retail Guidance and adjust maximum occupancy rules based on the
size of the facility to limit the number of people inside at one time, using no more
than 50% maximum occupancy.
Examples of computer-based activities to consider prioritizing: benefit sign-up,
job applications and training, and catalog use for those that do not have
broadband or a device at home. This may differ based on local needs.
Bookmobiles: Consider using bookmobiles to provide free Wi-Fi services in local
neighborhoods; bring tables and chairs that can be spaced to meet physical
distancing guidelines. Consider whether it is possible to loan devices from the
bookmobile. No public entrance to the bookmobile.
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After evaluating the success and limitations of initial in-building activities, consider
expanding services. For example,
Expand an appointment system, allowing both more people in the library at one
time and for broader purposes.
Re-start certain programs, such as in-person literacy services, with appropriate
physical distancing in place and adaptations such as masks, acrylic shields or
other tools.
Note: Libraries with rentable meeting rooms, other areas for private events, etc., should
keep those areas closed until large gatherings are allowed to resume modified or full
operation through a specific reopening order and guidance.
Supporting physical distancing while providing services:
Provide remote technology assistance that does not require face-to-face
support.
Allow printing, but consider a paid email and release system, which some public
and academic libraries employ today. This will decrease the likelihood of printers
malfunctioning in a public area and questions/confusion on payment. Clean
after each use.
Develop and communicate policies for the following:
o Patron screening and entry.;
o Enforcement practices including social distancing and hygiene; and
o Reporting of patrons with known or suspected COVID-19, if or as
recommended by local or public health guidance.
Identify if certain bathrooms will be made available for staff only.
o If bathrooms are not close to where a staff member works, provide
additional break time to account for extra travel.
Practice physical distancing between staff and patrons. There are multiple
strategies to accomplish this:
o Use of smartphone applications that notify a person who is within six feet
of someone else;
o Installation of acrylic shields at desks; and
o Floor markers and signage indicating appropriate spacing.
Other potential changes
Consider reducing library building hours, particularly if many staff are members of
vulnerable populations and must telework and/or the building and materials
need to be cleaned more frequently.
Consider special open hours for vulnerable populations, similar to the special
hours many grocery stores use for seniors or those community members who are
immunocompromised.
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Appendix A: Recommended Timing to Restore In-Person Activities
Always consider first whether the same results can be achieved virtually
Programs & Services Initial Next Future
Bookdrop Open Yes
Parking Lot Wi-Fi Yes
Curbside Pick-up/ Home Delivery Yes, Limit loans on games, toys Yes
Bookmobile Yes, For outside
Wi-Fi access
Yes, To enter with
physical distancing Yes
Interlibrary loan Maybe,
Depending on capacity Yes
Summer Reading No Yes, If distancing and
disinfecting is possible Yes
Appt System No Yes
3D Printing Lab/ Makerspace No Yes, Depending on
library capacity Yes
Summer lunch No Yes, If distancing and
disinfecting is possible Yes
Appt System for more expansive uses No Yes, Depending on
library capacity Yes
Technology training No
Yes, Depending on
library capacity and size limits Yes
Public Programming (Storytime, Book Clubs, Teen Gaming, Cultural, Fitness, etc.) No
Yes, Depending on
library physical
distancing capacity
Yes
1-1 literacy, K12 tutoring No Yes, Depending on library capacity Yes
Census 1-1 help No Yes, Depending on
library capacity Yes
Reference No Yes, Depending on library capacity Yes
Readers' Advisory No Yes, Depending on
library capacity Yes
Outreach services No Yes, Depending on size limits, population Yes
Room reservations No No Yes
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Appendix B: Temporary policies, procedures, and plans to consider
Staff
o Emergency preparedness plan that includes contingency staffing.
o Provision of masks, gloves, etc., if needed.
o Determine if breaks for frequent handwashing are allowed/encouraged
and how this impacts staffing needs.
o Determine paper processes that can be completed electronically (e.g.,
e-signatures).
o Determine if city/county/university guidelines for leave, return to work
policies for vulnerable populations, or other guidelines require additions to
accommodate conditions unique to libraries.
o Updated leave policies to reflect current health risks, existing contracts or
decisions by local government/universities, if applicable.
Physical Space
o Library floorplan reconfiguration
For staff who must be on site, reconfigure staff desks to support
social distancing requirements.
o Implementation of one-way markers.
o Elevator and stair use.
o Use of restrooms and common areas (staff and patrons). This may also
include one-way markers.
o Update signage with information about handwashing and ensure there is
adequate soap, or secondarily, hand sanitizer.
Services
o Contactless pick-up (if implementing).
o Extended check-out, particularly for existing/new Wi-Fi hotspot and
device lending programs.
Health and Safety:
o Procedure to support social distancing between staff and between staff
and patrons.
o Procedure to support frequent handwashing.
o Procedure to clean and disinfect commonly touched surfaces and items
shared by staff.
o When patrons begin entering the building, develop a procedure to clean
and disinfect computers or other commonly touched public surfaces.
o Updated library use policy (meeting the library’s mission with social
distancing measures, prohibited actions, general conduct), and
role/limitations of additional security, if necessary.
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o Patron screening and entry. Consider other public health outbreaks that
may be taking place within your community.
o Patron education on hygiene and social distancing while at the library,
including whether and how masks or gloves are provisioned.
o Enforcement practices including social distancing and hygiene.
o Procedures if staff or patrons with known or suspected COVID-19 become
ill.
o Procedure for reporting a staff person with known or suspected COVID-19
(if not already done)
Communication
o Post signs on entry/exits clearly explaining what services are available and
how to access
o Signage providing location of soap and hand sanitizer
o Outreach to
Local government
Taxpayers
People for whom your essential services are targeted
Typical patrons
• Explain how services are different (hours, access, processes)
and how they are the same. Explain in plain language.
• Share how the library experience will be different, but that
we are in this together.
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Appendix C: Resources & Plans
Online Resources:
State Of California
• California’s Main Website for COVID-19 Information: https://covid19.ca.gov/
• County Reopening Information: https://covid19.ca.gov/roadmap-
counties/#track-data
• General Reopening Guidance for ALL Industries: https://covid19.ca.gov/industry-
guidance/#top
• Retail, includes library curbside services: https://covid19.ca.gov/pdf/guidance-
retail.pdf
• Offices: https://covid19.ca.gov/pdf/guidance-office-workspaces.pdf
• Schools: https://covid19.ca.gov/pdf/guidance-schools.pdf
• Zoos and Museums: https://covid19.ca.gov/pdf/guidance-zoos-museums.pdf
State Library:
• General Information: www.library.ca.gov/covid-19
• Online and Remote Programming Resources:
https://www.library.ca.gov/services/remote-resources/
o Submit additional ideas:
https://www.surveymonkey.com/r/OnlineProgrammingResourcesforCALibr
aries
• State Library and California Library Association Joint Information:
https://www.cla-net.org/page/7-1
Institute of Museum and Library Services
• IMLS, OCLC, Battelle Partnership
• https://www.imls.gov/webinars/mitigating-covid-19-when-managing-paper-
based-circulating-and-other-types-collections
• https://www.webjunction.org/explore-topics/COVID-19-research-project.html
• https://imls.gov/blog/2020/05/wi-fi-wheels-how-and-why-libraries-are-bringing-
their-services-communities
Selected Resources from Other States
• Montana’s Critical Incident Stress Debriefing Model:
https://www.njstatelib.org/wp-content/uploads/2020/05/Montana-State-
Library.pdf
• Indiana: https://blog.library.in.gov/considerations-for-reopening-if-the-library-
board-or-staff-still-have-concerns/
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• National: https://programminglibrarian.org/articles/serving-patrons-experiencing-
homelessness-covid-19-shutdown
Plans
• A Phased Reopening Plan for Libraries as COVID 19 Restrictions Are Lifted, John
Thill, April 20, 2020. https://medium.com/@john.alan.thill/a-phased-reopening-
plan-for-libraries-as-covid-19-restrictions-are-lifted-2d96885c0c1d
• Nevada’s draft re-opening guidance:
https://nsla.nv.gov/ld.php?content_id=54756912
• Indiana Library Federation’s draft reopening guidance:
https://cdn.ymaws.com/www.ilfonline.org/resource/resmgr/2020_pandemic_res
ources/planelementsphasesofpandemic.pdf
• Wyoming State Library’s staged re-opening plan: https://library.wyo.gov/wp-
content/uploads/2020/04/Staged-Reopening-Plan.pdf
• Cook County’s re-opening plan: https://www.cooklib.org/wp-
content/uploads/2020/04/2020-04-21-rev.pdf
• Midlothian Public Library’s re-opening plan:
https://www.ila.org/content/documents/tentative_reopen_plan_midlothian_pl.p
df
• Summary of several re-opening plans in the Chicago suburbs:
https://www.chicagotribune.com/suburbs/park-ridge/ct-prh-library-reopen-
planning-tl-0423-20200416-abc7cznvs5gobdc2mytltqhh3e-story.html
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COVID-19
INDUSTRY
GUIDANCE:
Retail
May 19, 2020
covid19.ca.gov 58
OVERVIEW
On March 19, 2020, the State Public Health Officer and Director of the California
Department of Public Health issued an order requiring most Californians to stay at home
to disrupt the spread of COVID-19 among the population.
The impact of COVID-19 on the health of Californians is not yet fully known. Reported
illness ranges from very mild (some people have no symptoms) to severe illness that may
result in death. Certain groups, including people aged 65 or older and those with serious
underlying medical conditions, such as heart or lung disease or diabetes, are at higher
risk of hospitalization and serious complications. Transmission is most likely when people
are in close contact with an infected person, even if that person does not have any
symptoms or has not yet developed symptoms.
Precise information about the number and rates of COVID-19 by industry or
occupational groups, including among critical infrastructure workers, is not available at
this time. There have been multiple outbreaks in a range of workplaces, indicating that
workers are at risk of acquiring or transmitting COVID-19 infection. Examples of these
workplaces include long-term care facilities, prisons, food production, warehouses,
meat processing plants, and grocery stores.
As stay-at-home orders are modified, it is essential that all possible steps be taken to
ensure the safety of workers and the public.
Key prevention practices include:
✓ physical distancing to the maximum extent possible,
✓ use of face coverings by employees (where respiratory protection is not
required) and customers/clients,
✓ frequent handwashing and regular cleaning and disinfection,
✓ training employees on these and other elements of the COVID-19 prevention
plan.
In addition, it will be critical to have in place appropriate processes to identify new
cases of illness in workplaces and, when they are identified, to intervene quickly and
work with public health authorities to halt the spread of the virus.
PURPOSE
This document provides guidance for retailers to support a safe, clean environment for
workers. The guidance is not intended to revoke or repeal any employee rights, either
statutory, regulatory or collectively bargained, and is not exhaustive, as it does not
include county health orders, nor is it a substitute for any existing safety and health-
related regulatory requirements such as those of Cal/OSHA.1 Stay current on changes
to public health guidance and state/local orders, as the COVID-19 situation continues.
Cal/OSHA has more safety and health guidance on their Cal/OSHA Guidance on
Requirements to Protect Workers from Coronavirus webpage. CDC has additional
guidance for businesses and employers and for food and grocery retailers.
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Worksite Specific Plan
• Establish a written, worksite-specific COVID-19 prevention plan at every
facility, perform a comprehensive risk assessment of all work areas, and
designate a person at each facility to implement the plan.
• Identify contact information for the local health department where the
facility is located for communicating information about COVID-19
outbreaks among employees.
• Train and communicate with employees and employee representatives
on the plan.
• Regularly evaluate the workplace for compliance with the plan and
document and correct deficiencies identified.
• Investigate any COVID-19 illness and determine if any work-related
factors could have contributed to risk of infection. Update the plan as
needed to prevent further cases.
• Identify close contacts (within six feet for 15 minutes or more) of an
infected employee and take steps to isolate COVID-19 positive
employee(s) and close contacts.
• Adhere to the guidelines below. Failure to do so could result in workplace
illnesses that may cause operations to be temporarily closed or limited.
Topics for Employee Training
• Information on COVID-19, how to prevent it from spreading, and which
underlying health conditions may make individuals more susceptible to
contracting the virus.
• Self-screening at home, including temperature and/or symptom checks
using CDC guidelines.
• The importance of not coming to work if employees have symptoms of
COVID-19 as described by the CDC such as a frequent cough, fever,
difficulty breathing, chills, muscle pain, sore throat, recent loss of taste or
smell, or if they or someone they live with have been diagnosed with
COVID-19.
• To seek medical attention if their symptoms become severe, including
persistent pain or pressure in the chest, confusion, or bluish lips or face.
Updates and further details are available on CDC’s webpage.
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• The importance of frequent handwashing with soap and water, including
scrubbing with soap for 20 seconds (or using hand sanitizer with at least
60% ethanol or 70% isopropanol when employees cannot get to a sink or
handwashing station, per CDC guidelines).
• The importance of physical distancing, both at work and off work time
(see Physical Distancing section below).
• Proper use of face coverings, including:
o Face coverings do not protect the wearer and are not personal
protective equipment (PPE).
o Face coverings can help protect people near the wearer, but do not
replace the need for physical distancing and frequent handwashing.
o Face coverings must cover the nose and mouth.
o Employees should wash or sanitize hands before and after using or
adjusting face coverings.
o Avoid touching eyes, nose, and mouth.
o Face coverings should be washed after each shift.
• Ensure temporary or contract workers at the facility are also properly
trained in COVID-19 prevention policies and have necessary PPE. Discuss
these responsibilities ahead of time with organizations supplying temporary
and/or contract workers.
• Information on employer or government-sponsored leave benefits the
employee may be entitled to receive that would make it financially easier
to stay at home. See additional information on government programs
supporting sick leave and worker’s compensation for COVID-19, including
employee’s sick leave rights under the Families First Coronavirus Response
Act and employee’s rights to workers’ compensation benefits and
presumption of the work-relatedness of COVID-19 pursuant to the
Governor’s Executive Order N-62-20.
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Individual Control Measures and Screening
• Provide temperature and/or symptom screenings for all workers at the
beginning of their shift and any vendors, contractors, or other workers
entering the establishment. Make sure the temperature/symptom
screener avoids close contact with workers to the extent possible. Both
screeners and employees should wear face coverings for the screening.
• If requiring self-screening at home, which is an appropriate alternative to
providing it at the establishment, ensure that screening was performed
prior to the worker leaving the home for their shift and follows CDC
guidelines, as described in the Topics for Employee Training section
above
• Encourage workers who are sick or exhibiting symptoms of COVID-19 to
stay home.
• Employers should provide and ensure workers use face coverings and all
required protective equipment, including eye protection and gloves
where necessary. This includes protections for cashiers, baggers, and
other workers with regular and repeated interaction with customers.
• Employers should consider where disposable glove use may be helpful to
supplement frequent handwashing or use of hand sanitizer; examples are
for workers who are screening others for symptoms or handling commonly
touched items.
• Employees should also be provided and use protective equipment when
offloading and storing delivered goods. Employees should inspect
deliveries and perform disinfection measures prior to storing goods in
warehouses and facilities when there are signs of tampering.
• Face coverings are strongly recommended when employees are in the
vicinity of others. Workers should have face coverings available and wear
them in retail facilities, offices, parking lots or garages, or in company-
owned vehicles. Face coverings must not be shared.
• Retailers must take reasonable measures, including posting signage in
strategic and highly-visible locations, to remind the public that they
should use face coverings and practice physical distancing.
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Cleaning and Disinfecting Protocols
• Perform thorough cleaning in high traffic areas, such as break rooms,
lunch areas and areas of ingress and egress including stairways, stairwells,
escalators, handrails, and elevator controls. Frequently disinfect
commonly used surfaces, including shopping carts, baskets, conveyor
belts, registers (including self-checkout), scanners, register telephones,
hand-held devices, counters, door handles, shelving, ATM PIN pads,
customer assistance call buttons, handwashing facilities, etc.
• Clean and sanitize shared equipment, including but not limited to, pallet
jacks, ladders, supply carts, time clocks, payment portals, and styluses
between each use.
• Clean touchable surfaces between shifts or between users, whichever is
more frequent, including but not limited to working surfaces, tools, and
stationary and mobile equipment controls.
• Equip customer entrances and exits, checkout stations, customer
changing rooms with proper sanitation products, including hand sanitizer
and sanitizing wipes, and provide personal hand sanitizers to all frontline
staff (e.g., cashiers).
• Ensure that sanitary facilities stay operational and stocked at all times
and provide additional soap, paper towels, and hand sanitizer when
needed.
• Provide resources to promote employees’ personal hygiene. This will
include tissues, no-touch trash cans, hand soap, adequate time for hand-
washing, alcohol-based hand sanitizers, disinfectants, and disposable
towels.
• When choosing cleaning chemicals, employers should use products
approved for use against COVID-19 on the Environmental Protection
Agency (EPA)-approved list and follow product instructions. Use
disinfectants labeled to be effective against emerging viral pathogens,
diluted household bleach solutions (5 tablespoons per gallon of water), or
alcohol solutions with at least 70% alcohol that are appropriate for the
surface. Provide employees training on manufacturer’s directions and
Cal/OSHA requirements for safe use. Workers using cleaners or
disinfectants should wear gloves and other protective equipment as
required by the product instructions.
• Adjust or modify store hours to provide adequate time for regular,
thorough cleaning and product stocking. Stagger stocking so that
associates are in different aisles.
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• Provide time for workers to implement cleaning practices during their
shift. Cleaning assignments should be assigned during working hours as
part of the employees’ job duties. Procure options for third-party cleaning
companies to assist with the increased cleaning demand, as needed.
• Install hands-free devices, if possible, including motion sensor lights,
contactless payment systems, automatic soap and paper towel
dispensers, and timecard systems.
• Encourage the use of debit or credit cards by customers, for example,
through signage, encourage customers to clean their reusable bags
frequently through in-store signage, and require customers who bring
reusable bags to bag their own purchases.
• Consider installing portable high-efficiency air cleaners, upgrading the
building’s air filters to the highest efficiency possible, and making other
modifications to increase the quantity of outside air and ventilation in
offices and other spaces.
Physical Distancing Guidelines
• Retailers should create clearly-marked curbside or outside pickup points
that maintain physical distance with visual cues or other measures, and
have purchased goods available there or available through home
delivery.
• Implement measures to ensure physical distancing of at least six feet
between workers and customers. This can include use of physical
partitions or visual cues (e.g., floor markings, colored tape, or signs to
indicate to where workers and/or employees should stand).
• Take measures at checkout stations to minimize exposure between
cashiers and customers, such as Plexiglas barriers. Employees should also
wear face coverings and customers are strongly recommended to wear
face coverings as well. Some jurisdictions already require face coverings
outside the home. Display signage at entrances, checkout lanes, and
registers to remind customers of physical distancing at every opportunity.
• Consider offering workers who request modified duties options that
minimize their contact with customers and other employees (e.g.,
managing inventory rather than working as a cashier or managing
administrative needs through telework).
• Adjust in-person meetings, if they are necessary, to ensure physical
distancing and use smaller individual meetings at facilities to maintain
physical distancing guidelines.
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• Place additional limitations on the number of workers in enclosed areas
to ensure at least six feet of separation to limit transmission of the virus.
• Stagger employee breaks, in compliance with wage and hour
regulations, to maintain physical distancing protocols.
• Close breakrooms, use barriers, or increase distance between
tables/chairs to separate workers and discourage congregating during
breaks. Where possible, create outdoor break areas with shade covers
and seating that ensures physical distancing.
• Close in-store bars, bulk-bin options, and public seating areas and
discontinue product sampling.
• Dedicate shopping hours for vulnerable populations, including seniors
and those medically vulnerable, preferably at a time following a
complete cleaning.
• Increase pickup and delivery service options for customers to help
minimize in-store contact and maintain social distancing, such as online
ordering and curbside pick- up.
• Provide a single, clearly designated entrance and separate exit to help
maintain physical distancing where possible.
• Adjust maximum occupancy rules based on the size of the facility to limit
the number of people in a store at one time, using no more than 50%
maximum occupancy.
• Be prepared to queue customers outside while still maintaining physical
distance, including through the use of visual cues.
• Encourage employees to practice physical distancing during pickup and
delivery by talking with the customer through a passenger window,
loading items directly into the customer’s trunk without contact, or
leaving items at their door.
• Make some locations pickup- or delivery-only to minimize
employee/customer contact, where possible.
• Install transfer-aiding materials, such as shelving and bulletin boards, to
reduce person-to-person hand-offs where possible. Wherever possible,
use contactless signatures for deliveries.
• Expand direct store delivery window hours to spread out deliveries and
prevent overcrowding.
• Ask non-employee truck drivers, delivery agents, or vendors who are
required to enter retail locations to have their employees follow the
guidance of local, state, and federal governments regarding wearing
face coverings and PPE.
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Additional Considerations Drive-In Retail,
Including Drive-In Movie Theaters
• For drive-in operations, such as movie theaters or restaurants, vehicles
must be spaced at least six feet apart and no gatherings outside of
vehicles should take place. Parking spaces for viewing at drive-in theaters
must be limited to either every other spot or reconfigured to ensure
adequate distancing between vehicles.
• Each vehicle may only be occupied by members of the same household
who have already been in close contact with each other. If not utilizing
restroom facilities or picking up concessions, patrons must remain in their
vehicles. Patrons cannot sit outside of their vehicles, e.g., to view a drive-
in movie near their vehicle.
• There must be regular cleaning and sanitizing of on-site restrooms for
drive-in retail facilities and drive-in movie theaters.
• Cashless and touchless transactions systems are preferred wherever
possible. If available, orders, reservations and payments for the drive-in
business should be made in advance online or over the phone.
• Drive-in movie theater concessions should be ordered online or over the
phone, if possible, and be available for curbside pick-up. Walk-up
concession services should be available for pick-up of pre-ordered items.
Patrons should wear face coverings when picking up pre-ordered items
from the concessionaire. If pre-ordering items is not possible, ensure that
customers maintain proper physical distancing when waiting to order
food items.
• Drive-in movie theaters should suspend double-feature offerings to limit
the amount of time patrons spend on-site and avoid the need for
intermissions.
• Any playgrounds, outdoor eating areas, picnic tables, or other amenities
at drive-in movie theaters should be closed.
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Curbside Pick-up for Libraries
• Libraries can offer curbside pick-up for items patrons place on hold or
through another type of reservation-based system. Patrons should place
a hold in the library’s online catalog or make an appointment in order to
make use of the curbside pick-up service. Libraries should consider how
to support equity issues for patrons without mobile devices or internet
access at home. For example, promote a phone number for readers’
advisory services and check-out.
o In addition to making materials like books and movies available,
libraries may consider single-use projects (like take-home craft kits)
that can be linked to a library’s online programming.
o Libraries should limit loans of games and toys.
• Once the library item is available, patrons should receive an email or
phone call indicating that the item is ready for curbside pick-up. Libraries
should put signage in appropriate, clearly-marked places to indicate the
curbside pick-up instructions, e.g. where to park.
• Libraries may have patrons call the library when they arrive at the
curbside pick-up location.
• Libraries should institute a contactless curbside pick-up system. For
example, this could involve staff placing the pre-ordered items on a table
or in a cart near the parking lot or designated curbside pick-up location
with instructions that patrons wait to retrieve the items until library staff
and other patrons have left the area. Items should be placed in labeled
bags for ease of pick-up and to avoid unnecessary contact with the
items.
• If a patron has mobility issues, libraries should provide accommodations,
such as placing bagged items on the hood or in the trunk of a patron’s
vehicle. If this is not the contactless method the library is already
instituting, patrons should request this when calling the library upon arrival.
• If feasible, libraries should implement contactless return system. Libraries
may also accept returned items in carts or other containers that can be
isolated and remain untouched for at least three days before handling or
re-shelving.
o The federal Institute of Museum and Library Services (IMLS), in
collaboration with OCLC and Battelle, is creating and distributing
science-based information and recommended practices designed to
reduce the risk of transmission of COVID-19 to staff and visitors who
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are engaging in the delivery or use of museum, library, and archival
services.
o This research will include testing and developing guidance for
cleaning and disinfecting of library materials. Visit oc.lc/realm-project
to receive project updates.
• Libraries should consider additional steps when instituting curbside pick-
up, including:
o Discuss if security costs may increase to support staff entering or
exiting the facility or to manage temporary changes in the library
procedures.
o Consider only offering curbside service at certain branches first to
ensure proper staffing and security.
o Consider supporting physical distancing for staff in the building by
implementing one-way markers in the library stacks.
o Share plans with community organizations, local businesses, schools
and other stakeholders. Ask for help in sending out information about
the library’s services and to review translations for cultural
appropriateness.
o For medium/large library buildings, weigh the feasibility of adding
temporary handwashing stations for staff if needed to support
frequent handwashing.
• The California State Library will produce additional guidance on other
services libraries can perform in future phases of the roadmap.
1Additional requirements must be considered for vulnerable populations. The retail industry must
comply with all Cal/OSHA standards and be prepared to adhere to its guidance as well as
guidance from the Centers for Disease Control and Prevention (CDC) and the California
Department of Public Health (CDPH). Additionally, employers must be prepared to alter their
operations as those guidelines change.
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RECOMMENDATION:
Staff requests that the Board review, make suggested revisions, and approve the Newport Beach Public
Library Circulation Policy.
DISCUSSION:
The purpose of the Circulation Policy is to present guidelines for maintaining accurate, efficient, and
consistent service procedures throughout the Newport Beach Public Libraries. Periodically, staff will
update the Circulation Policy to reflect new collections, to remove policy associated with discontinued
collections, and to revise existing policy.
The summaries below address the policy changes as presented in the attached redlined section.
•Removal of existing Sections 2.17 and 3.16 - eReaders: The library introduced circulating Nook
eReaders in 2013. Initially the eReaders had high circulation statistics, but as patrons began
acquiring their own mobile devices, circulation waned. The devices were problematic to
maintain and repair as they failed. They were not sustainable in the collection.
•3.0 LOAN PERIODS: The Library’s new Symphony ILS (Integrated Library System) has system
enhancements not previously available in the existing ILS. The implementation of automatic
renewals is an added feature. With automatic renewals, patrons will no longer need to
manually renew eligible items by the due date. This will benefit our library patrons, allowing
them to enjoy materials for a longer period of time without having to visit, call or login to their
online account to process a renewal. Automatic renewals also minimize the potential for
overdue fines if patrons forget to renew their items.
The Library has seen a continued decrease in circulation statistics for multiple years and this
year is no exception. Automatic renewals will increase the Library’s overall circulation of
physical materials. The Library’s collection is abundant and in some instances, there is a need
for more shelf space. These collections are popular and challenging to weed due to the turnover
within the collection. Automatic renewals will help free some needed space since we will no
longer require patrons to immediately bring back items that are not requested by others.
The high demand items will still be managed through holds lists and not be available for
automatic renewals, which adheres to the current practice patrons are familiar with.
In addition to employing the use of automatic renewals in the new ILS, increasing the number of
available renewals from 2 to 4 would allow patrons sufficient time to use materials that are not
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Melissa Hartson, Circulation and Technical Processing Coordinator
TITLE: Circulation Policy Review (NBPL 12)
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requested by other patrons. Four renewals on eligible items would permit students to borrow
materials for the length of a semester term to complete necessary research and projects. Staff
has processed nearly 42,000 renewals since July 1, 2019, which is over 120 renewals each day.
Many of these staff transactions are initiated because patrons have reached their two additional
renewal periods. Patrons contact the Library to explain their circumstances and the need for an
additional renewal. In these situations, staff will make an exception allowing an additional
renewal if the item has not been placed on request.
The following tables list the current renewal policies of the Library’s neighbor counterparts and
peer libraries.
Orange County Libraries
Automatic
Renewal
Number of
Renewals
Anaheim Public Library Yes 2
Buena Park Library District No 10
Fullerton Public Library No 2
Huntington Beach Public Library Yes 3
Mission Viejo Library Yes 10
Orange County Law Library No None
Orange County Public Library Yes 5
Orange Public Library No 2
Placentia Library District No 2
Santa Ana Public Library No Unlimited
Yorba Linda Public Library Yes 4
Peer Libraries
Automatic
Renewal
Number of
Renewals
Carlsbad City Library No 3
Cerritos Library No 1
Mountain View Public Library No 3
Palo Alto City Library Yes 3
Santa Monica Public Library Yes 3
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. Library Circulation Policy
B. Library Circulation Policy – redlined version
C. Library Circulation Policy – revised version
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Attachment A – NBPL 12
Circulation Policy
1.0 Library Customer Cards.
Individual Library customer cards are issued to all residents of Newport Beach upon presentation of proper identification. All applicants under the age of 18 will be required to have a parent/guardian
signature to obtain a library card. Guest cards will not be issued to anyone under the age of 18.
1.01 Under the State Universal Borrowing Agreement, individual library customer cards will be issued to
persons who do not reside in Newport Beach, but who are residents of the State of California, utilizing the same criteria as above.
1.02 A family borrower's card will be issued to a non-California resident upon payment of a $10.00 annual fee.
1.03 A replacement for a lost card will be issued upon proof of identification.
1.04 A “computer use only” library card with no material borrowing privileges may be issued to persons
who wish to use the library’s public computer workstations and on-line databases. Proof of identification is necessary.
1.05 Lifetime cards may be issued at the discretion of the Board of Library Trustees.
2.0 Definitions
Library materials are defined as indicated.
2.01 Reference Materials - Materials for use only within the Library facility, including newspapers and
current issues of periodicals.
2.02 General Materials – Most circulating books and audio books.
2.03 Paperbacks (mass market) - Circulating book materials without hard cover bindings.
2.04 Periodicals - Magazines and journals published with established frequency throughout the year.
2.05 New Books - Newly acquired and recent publications of circulating fiction and non-fiction books.
2.06 Lucky Day Books – High demand fiction and non-fiction books available for immediate checkout.
2.07 Rental DVDs/Blu-rays - High demand DVDs/Blu-rays available for a rental fee.
2.08 Compact Discs (CDs) - Circulating recorded music that are on a compact disc.
2.09 DVDs/Blu-rays - Circulating and rental films: feature, documentary, and instructional.
2.10 Video Games - Circulating games requiring a dedicated console with a video interface.
2.11 eBooks - Circulating electronic version of a printed book that may be read or listened to on a personal computer or hand-held device designed specifically for this purpose.
2.12 Streaming Video – Circulating digital video content transmitted through an Internet connection. Content may be viewed on a personal computer, mobile device, or via a digital media player.
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Attachment A – NBPL 12
2.13 Databases - Electronic databases to which the Library subscribes. Many of these databases may be used remotely.
2.14 Internet - Many additional resources are available on the Internet and can be reached through library equipment.
2.15 Interlibrary Loan (abbreviated ILL) - Service whereby a user of one library may borrow books or receive photocopies of documents that are owned by another library. Users request materials, and the
library, acting as an intermediary, identifies owners of the desired item, places the request, receives the item, makes it available to the user, and arranges for its return.
2.16 Laptops– Circulating computers that may be used in the Library.
2.17 eReader – Circulating eReaders, such as a NOOK, preloaded with Library book titles.
2.18 Tech Toys – Circulating media and technology equipment such as a GoPro camera or USB enabled turntable.
3.0 Loan Periods
Loan periods and renewals for materials vary as stated below.
3.01 Reference Materials, including the current issues of periodicals, may not be checked out.
3.02 The loan period for General Materials is 21 days and may be renewed for two additional 21-day
periods if the item has not been reserved.
3.03 The loan period for Paperbacks is 21 days and may be renewed for two additional 21-day periods if
the item has not been reserved.
3.04 The loan period for circulating Periodicals is 21 days and may be renewed for two additional 21-day
periods. Current issues and bound volumes of Periodicals may not be checked out.
3.05 The loan period for New Books is 21 days and may be renewed for two additional 21-day periods if
the item has not been reserved.
3.06 The loan period for Lucky Day Books is 7 days and may not be renewed.
3.07 The loan period for Rental DVDs/Blu-rays is 1 day and may not be renewed.
3.08 The loan period for Compact Discs is 21 days and may be renewed for two additional 21-day periods
if the item has not been reserved.
3.09 The loan period for Non-rental DVDs/Blu-rays is 7 days and may be renewed for two additional 7-
day periods if the item has not been reserved.
3.10 The loan period for Video Games is 7 days and may be renewed for two additional 7-day periods if
the item has not been reserved.
3.11 The loan period for eBooks is 7, 14, or 21 days.
3.12 The loan period for streaming video is 3, 5, or 7 days.
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Attachment A – NBPL 12
3.13 The loan period for Laptops is 1 hour and may be renewed for 20 minute increments as long as there is not a waiting list. These devices are for use within the Library building only. See the LAPTOP
USE policy for more details.
3.14 Loans of certain materials are made to teachers for classroom use and to the homebound, with a
loan period of 4 weeks.
3.15 The loan period for ILL items is determined by the lending library.
3.16 The loan period for an eReader is 21 days and may be renewed for two additional 21-day periods if the item has not been reserved.
3.17 The loan period for Tech Toys is 7 days and may not be renewed.
4.0 Fines and Fees
Library customers are responsible for returning borrowed materials by the end of the loan period. Library materials are considered in circulation until checked-in at a Newport Beach Public Library.
4.01 Overdue fines are charged for materials returned after the due date. The fine schedule is established by the Board of Library Trustees, and reviewed on a biennial basis.
4.02 Library customers are responsible for the replacement cost of lost materials, plus a processing charge.
4.03 Overdue fines are not charged to customers registered in the homebound program.
5.0 Library Privileges
The Library reserves the right to refuse borrowing privileges to customers who abuse library privileges. Such customers may be identified as delinquent. Delinquent may be defined by the following
circumstances:
5.01 A customer whose record shows unpaid fines and fees of $5.00 or more.
5.02 A customer who has ten overdue items outstanding.
5.03 A customer who has moved without notifying the library of the current correct address.
6.0 Placing of Reserves.
Library customers are permitted to place reserves on General Materials, New Books, Paperbacks,
Compact Discs, eBooks, Tech Toys, Non-rental DVDs/Blu-rays and Video Games in the collection. Reserves may also be placed for these materials, which are “on order”.
7.0 Confidentiality of Customer Records.
All patron use records of any library which is in whole or in part supported by public funds shall remain
confidential and shall not be disclosed by a public agency, or private actor that maintains or stores patron use records on behalf of a public agency, to any person, local agency, or state agency except as follows:
(a) By a person acting within the scope of his or her duties within the administration of the library. (b) By a person authorized, in writing, by the individual to whom the records pertain, to inspect the
records. (c) By order of the appropriate superior court.
As used in this section, the term “patron use records” includes the following:
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Attachment A – NBPL 12
(1) Any written or electronic record, that is used to identify the patron, including, but not limited to, a patron’s name, address, telephone number, or e-mail address, that a library patron provides in order to
become eligible to borrow or use books and other materials. (2) Any written record or electronic transaction that identifies a patron’s borrowing information or use of
library information resources, including, but not limited to, database search records, borrowing records, class records, and any other personally identifiable uses of library resources information requests, or
inquiries. This section shall not apply to statistical reports of patron use nor to records of fines collected by the
library.
California Government Code § 6267 (Amended by Stats. 2011, Ch. 80, Sec. 1. Effective January 1, 2012.)
Library employees must refer all court-ordered requests to the Library Services Director.
8.0 Special Conditions
8.01 Fees for Use.
Use fees are charged for the Rental DVD/Blu-ray collections. These fees are established by the Board of
Library Trustees, and reviewed on a biennial basis.
8.02 Customers must be 18 years of age or older to checkout DVDs/Blu-rays, Video Games and Tech
Toys.
8.03 A fee is charged for Interlibrary Loan (ILL) service.
9.0 Circulation Policies Schedule of Fines/Fees.
The fine schedule is established by the Board of Library Trustees, and reviewed on a biennial basis.
9.01 Rental Fees
• Rental DVDs/Blu-rays - $1.00 per day
9.02 Fines for Overdue Materials:
• General Materials - $0.25/day to Maximum
• DVDs/Blu-rays (non-rental) - $0.25/day to Maximum
• Paperbacks, Periodicals - $0.25/day to Maximum
• New Books - $0.25/day to Maximum
• CDs - $0.25/day to Maximum
• Lucky Day Books -$0.25/day to Maximum
• Rental DVDs/Blu-rays - $1.00/day to Maximum
• Video Games and eReader - $1.00/day to Maximum
• Laptop - $5.00/hour to Maximum
• Tech Toys - $5.00/day to Maximum
Maximum Fines:
• General Materials, Audio Books, Lucky Day Books and ILL Materials - $10.00
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Attachment A – NBPL 12
• Paperbacks, Periodicals - $5.00
• DVDs/Blu-rays - $10.00
• CDs - $10.00
• Video Games and eReaders- $20.00
• Laptops - $1,200.00
• Tech Toys - $100.00
9.03 Replacement Cost of Materials - Actual Replacement Cost of Item
When replacement cost cannot be determined, the following averages apply:
• General Materials - $20.00
• Periodicals & Paperbacks - $ 5.00
• DVDs/Blu-rays - $25.00
• CDs - $20.00
• Video Games - $50.00
• Laptops and/or peripherals- $1,200.00
• eReader and/or peripherals - $120.00
• Interlibrary Loan (ILL) - Cost as determined by the lending library
• Tech Toys - $400.00
When materials are replaced, fines paid are applied to replacement and processing charge. The
following Processing Charges apply in addition to Replacement Costs:
• General Materials, DVDs/Blu-rays, Video Games and eReaders - $10.00
• Paperbacks (mass market)/Periodicals - $3.00
• Tech Toys - $20.00
9.04 Other Fees:
• Replacement of Compact Disc Cases - $1.00
• Replacement of DVD/Blu-ray/BOCD Case - $4.00
• Fee for Damage to Barcode or RFID tag on Library Materials - $1.00
• Interlibrary Loan Fee (per item): $5.00
This policy is subject to review and change as authorized by the Board of Library Trustees.
Approved January 19, 1988
Amended February 16, 1988 Amended July 19, 1988
Amended Nov. 21, 1989 - Effective January 2, 1990 Amended March 19, 1991 - Effective July 1, 1991
Amended August 13, 1992 - Effective October 1, 1992 Amended April 20, 1993 - Effective July 1, 1993
Amended August 17, 1993 - Effective September 1, 1993 Amended November 2, 1993 - Effective January 1, 1994
Section 9.04 - Effective July 1, 1995 Amended November 21, 1994 - Effective January 1, 1995
Amended August 15, 1995 - Effective October 1, 1995 Amended September 19, 1995 - Effective October 1, 1995
75
Attachment A – NBPL 12
Amended August 19, 1997 - Effective October 1, 1997 Amended November 17, 1998 - Effective January 1, 1999
Amended December 19, 2000 - Effective January 1, 2001 Section 6.02 (reevaluate September 2001)
Amended March 20, 2001 - Effective April 1, 2001 Amended July 20, 2004 - Effective September 30, 2004
Amended June 20, 2006 - Effective June 21, 2006 Amended October 17, 2006 - Effective October 18, 2006
Amended March 16, 2010 - Effective May 15, 2010 Amended by the BLT December 5, 2011 - Approved by City Attorney December 22, 2011
Final Approval by the Board of Library Trustees on February 6, 2012 Amended and Approved by the Board of Library Trustees on September 4, 2013
Amended and Approved by the Board of Library Trustees on September 22, 2014 Amended and Approved by the Board of Library Trustees on February 16, 2016
Amended and Approved by the Board of Library Trustees on February 27, 2018
76
Attachment B - NBPL 12
Circulation Policy
1.0 Library Customer Cards.
Individual Library customer cards are issued to all residents of Newport Beach upon presentation of proper identification. All applicants under the age of 18 will be required to have a parent/guardian
signature to obtain a library card. Guest cards will not be issued to anyone under the age of 18.
1.01 Under the State Universal Borrowing Agreement, individual library customer cards will be issued to
persons who do not reside in Newport Beach, but who are residents of the State of California, utilizing the same criteria as above.
1.02 A family borrower's card will be issued to a non-California resident upon payment of a $10.00 annual fee.
1.03 A replacement for a lost card will be issued upon proof of identification.
1.04 A “computer use only” library card with no material borrowing privileges may be issued to persons
who wish to use the library’s public computer workstations and on-line databases. Proof of identification is necessary.
1.05 Lifetime cards may be issued at the discretion of the Board of Library Trustees.
2.0 Definitions
Library materials are defined as indicated.
2.01 Reference Materials - Materials for use only within the Library facility, including newspapers and
current issues of periodicals.
2.02 General Materials – Most circulating books and audio books.
2.03 Paperbacks (mass market) - Circulating book materials without hard cover bindings.
2.04 Periodicals - Magazines and journals published with established frequency throughout the year.
2.05 New Books - Newly acquired and recent publications of circulating fiction and non-fiction books.
2.06 Lucky Day Books – High demand fiction and non-fiction books available for immediate checkout.
2.07 Rental DVDs/Blu-rays - High demand DVDs/Blu-rays available for a rental fee.
2.08 Compact Discs (CDs) - Circulating recorded music that are on a compact disc.
2.09 DVDs/Blu-rays - Circulating and rental films: feature, documentary, and instructional.
2.10 Video Games - Circulating games requiring a dedicated console with a video interface.
2.11 eBooks - Circulating electronic version of a printed book that may be read or listened to on a personal computer or hand-held device designed specifically for this purpose.
2.12 Streaming Video – Circulating digital video content transmitted through an Internet connection. Content may be viewed on a personal computer, mobile device, or via a digital media player.
77
Attachment B - NBPL 12
2.13 Databases - Electronic databases to which the Library subscribes. Many of these databases may be used remotely.
2.14 Internet - Many additional resources are available on the Internet and can be reached through library equipment.
2.15 Interlibrary Loan (abbreviated ILL) - Service whereby a user of one library may borrow books or receive photocopies of documents that are owned by another library. Users request materials, and the
library, acting as an intermediary, identifies owners of the desired item, places the request, receives the item, makes it available to the user, and arranges for its return.
2.16 Laptops– Circulating computers that may be used in the Library.
2.17 eReader – Circulating eReaders, such as a NOOK, preloaded with Library book titles.
2.18 17 Tech Toys – Circulating media and technology equipment such as a GoPro camera or USB enabled turntable.
3.0 Loan Periods
Loan periods and renewals for materials vary as stated below. Eligible items will automatically renew for
four additional loan periods.
3.01 Reference Materials, including newspapers and the current issues of periodicals, may not be
checked out.
3.02 The loan period for General Materials is 21 days and may be renewed for two four additional 21-day
periods if the item has not been reserved.
3.03 The loan period for Paperbacks is 21 days and may be renewed for two fouradditional 21-day
periods if the item has not been reserved.
3.04 The loan period for circulating Periodicals is 21 days and may be renewed for two fouradditional 21-
day periods. Current issues and bound volumes of Periodicals may not be checked out.
3.05 The loan period for New Books is 21 days and may be renewed for two fouradditional 21-day
periods if the item has not been reserved.
3.06 The loan period for Lucky Day Books is 7 days and may not be renewed.
3.07 The loan period for Rental DVDs/Blu-rays is 1 day and may not be renewed.
3.08 The loan period for Compact Discs is 21 days and may be renewed for two four additional 21-day
periods if the item has not been reserved.
3.09 The loan period for Non-rental DVDs/Blu-rays is 7 days and may be renewed for two four additional
7-day periods if the item has not been reserved.
3.10 The loan period for Video Games is 7 days and may be renewed for two four additional 7-day
periods if the item has not been reserved.
3.11 The loan period for eBooks is 7, 14, or 21 days.
3.12 The loan period for streaming video is 3, 5, or 7 days.
78
Attachment B - NBPL 12
3.13 The loan period for Laptops is 1 hour and may be renewed for 20 minute increments as long as there is not a waiting list. These devices are for use within the Library building only. See the LAPTOP
USE policy for more details.
3.14 Loans of certain materials are made to teachers for classroom use and to the homebound, with a
loan period of 4 weeks.
3.15 The loan period for ILL items is determined by the lending library.
3.16 The loan period for an eReader is 21 days and may be renewed for two additional 21-day periods if the item has not been reserved.
3.17 The loan period for Tech Toys is 7 days and may not be renewed.
4.0 Fines and Fees
Library customers are responsible for returning borrowed materials by the end of the loan period. Library materials are considered in circulation until checked-in at a Newport Beach Public Library.
4.01 Overdue fines are charged for materials returned after the due date. The fine schedule is established by the Board of Library Trustees, and reviewed on a biennial basis.
4.02 Library customers are responsible for the replacement cost of lost materials, plus a processing charge.
4.03 Overdue fines are not charged to customers registered in the homebound program.
5.0 Library Privileges
The Library reserves the right to refuse borrowing privileges to customers who abuse library privileges. Such customers may be identified as delinquent. Delinquent may be defined by the following
circumstances:
5.01 A customer whose record shows unpaid fines and fees of $5.00 or more.
5.02 A customer who has ten overdue items outstanding.
5.03 A customer who has moved without notifying the library of the current correct address.
6.0 Placing of Reserves.
Library customers are permitted to place reserves on General Materials, New Books, Paperbacks,
Compact Discs, eBooks, Tech Toys, Non-rental DVDs/Blu-rays and Video Games in the collection. Reserves may also be placed for these materials, which are “on order”.
7.0 Confidentiality of Customer Records.
All patron use records of any library which is in whole or in part supported by public funds shall remain
confidential and shall not be disclosed by a public agency, or private actor that maintains or stores patron use records on behalf of a public agency, to any person, local agency, or state agency except as follows:
(a) By a person acting within the scope of his or her duties within the administration of the library. (b) By a person authorized, in writing, by the individual to whom the records pertain, to inspect the
records. (c) By order of the appropriate superior court.
As used in this section, the term “patron use records” includes the following:
79
Attachment B - NBPL 12
(1) Any written or electronic record, that is used to identify the patron, including, but not limited to, a patron’s name, address, telephone number, or e-mail address, that a library patron provides in order to
become eligible to borrow or use books and other materials. (2) Any written record or electronic transaction that identifies a patron’s borrowing information or use of
library information resources, including, but not limited to, database search records, borrowing records, class records, and any other personally identifiable uses of library resources information requests, or
inquiries. This section shall not apply to statistical reports of patron use nor to records of fines collected by the
library.
California Government Code § 6267 (Amended by Stats. 2011, Ch. 80, Sec. 1. Effective January 1, 2012.)
Library employees must refer all court-ordered requests to the Library Services Director.
8.0 Special Conditions
8.01 Fees for Use.
Use fees are charged for the Rental DVD/Blu-ray collections. These fees are established by the Board of
Library Trustees, and reviewed on a biennial basis.
8.02 Customers must be 18 years of age or older to checkout DVDs/Blu-rays, Video Games and Tech
Toys.
8.03 A fee is charged for Interlibrary Loan (ILL) service.
9.0 Circulation Policies Schedule of Fines/Fees.
The fine schedule is established by the Board of Library Trustees, and reviewed on a biennial basis.
9.01 Rental Fees
• Rental DVDs/Blu-rays - $1.00 per day
9.02 Fines for Overdue Materials:
• General Materials - $0.25/day to Maximum
• DVDs/Blu-rays (non-rental) - $0.25/day to Maximum
• Paperbacks, Periodicals - $0.25/day to Maximum
• New Books - $0.25/day to Maximum
• CDs - $0.25/day to Maximum
• Lucky Day Books -$0.25/day to Maximum
• Rental DVDs/Blu-rays - $1.00/day to Maximum
• Video Games and eReader - $1.00/day to Maximum
• Laptop - $5.00/hour to Maximum
• ILL - $0.25/day to Maximum
• Tech Toys - $5.00/day to Maximum
80
Attachment B - NBPL 12
Maximum Fines:
• General Materials, Audio Books, Lucky Day Books and ILL Materials - $10.00
• Paperbacks, Periodicals - $5.00
• DVDs/Blu-rays - $10.00
• CDs - $10.00
• Video Games and eReaders- $20.00
• Laptops - $1,200.00
• Tech Toys - $100.00
9.03 Replacement Cost of Materials - Actual Replacement Cost of Item
When replacement cost cannot be determined, the following averages apply:
• General Materials - $20.00
• Periodicals & Paperbacks (mass market) - $ 5.00
• DVDs/Blu-rays - $25.00
• CDs - $20.00
• Video Games - $50.00
• Laptops and/or peripherals- $1,200.00
• eReader and/or peripherals - $120.00
• Interlibrary Loan (ILL) - Cost as determined by the lending library
• Tech Toys - $400.00
When materials are replaced, fines paid are applied to replacement and processing charge. The following Processing Charges apply in addition to Replacement Costs:
• General Materials, DVDs/Blu-rays, CDs, and Video Games and eReaders - $10.00
• Paperbacks (mass market)/Periodicals - $3.00
• Tech Toys - $20.00
9.04 Other Fees:
• Replacement of Compact Disc Cases - $1.00
• Replacement of DVD/Blu-ray/BOCD Case - $4.00
• Fee for Damage to Barcode or RFID tag on Library Materials - $1.00
• Interlibrary Loan Fee (per item): $5.00
This policy is subject to review and change as authorized by the Board of Library Trustees.
Approved January 19, 1988 Amended February 16, 1988
Amended July 19, 1988 Amended Nov. 21, 1989 - Effective January 2, 1990
Amended March 19, 1991 - Effective July 1, 1991 Amended August 13, 1992 - Effective October 1, 1992
Amended April 20, 1993 - Effective July 1, 1993 Amended August 17, 1993 - Effective September 1, 1993
Amended November 2, 1993 - Effective January 1, 1994 Section 9.04 - Effective July 1, 1995
81
Attachment B - NBPL 12
Amended November 21, 1994 - Effective January 1, 1995 Amended August 15, 1995 - Effective October 1, 1995
Amended September 19, 1995 - Effective October 1, 1995 Amended August 19, 1997 - Effective October 1, 1997
Amended November 17, 1998 - Effective January 1, 1999 Amended December 19, 2000 - Effective January 1, 2001
Section 6.02 (reevaluate September 2001) Amended March 20, 2001 - Effective April 1, 2001
Amended July 20, 2004 - Effective September 30, 2004 Amended June 20, 2006 - Effective June 21, 2006
Amended October 17, 2006 - Effective October 18, 2006 Amended March 16, 2010 - Effective May 15, 2010
Amended by the BLT December 5, 2011 - Approved by City Attorney December 22, 2011 Final Approval by the Board of Library Trustees on February 6, 2012
Amended and Approved by the Board of Library Trustees on September 4, 2013 Amended and Approved by the Board of Library Trustees on September 22, 2014
Amended and Approved by the Board of Library Trustees on February 16, 2016 Amended and Approved by the Board of Library Trustees on February 27, 2018
Amended and Approved by the Board of Library Trustees on June 15, 2020
82
Attachment C - NBPL 12
Circulation Policy
1.0 Library Customer Cards.
Individual Library customer cards are issued to all residents of Newport Beach upon presentation of proper identification. All applicants under the age of 18 will be required to have a parent/guardian
signature to obtain a library card. Guest cards will not be issued to anyone under the age of 18.
1.01 Under the State Universal Borrowing Agreement, individual library customer cards will be issued to
persons who do not reside in Newport Beach, but who are residents of the State of California, utilizing the same criteria as above.
1.02 A family borrower's card will be issued to a non-California resident upon payment of a $10.00 annual fee.
1.03 A replacement for a lost card will be issued upon proof of identification.
1.04 A “computer use only” library card with no material borrowing privileges may be issued to persons
who wish to use the library’s public computer workstations and on-line databases. Proof of identification is necessary.
1.05 Lifetime cards may be issued at the discretion of the Board of Library Trustees.
2.0 Definitions
Library materials are defined as indicated.
2.01 Reference Materials - Materials for use only within the Library facility, including newspapers and
current issues of periodicals.
2.02 General Materials – Most circulating books and audio books.
2.03 Paperbacks (mass market) - Circulating book materials without hard cover bindings.
2.04 Periodicals - Magazines and journals published with established frequency throughout the year.
2.05 New Books - Newly acquired and recent publications of circulating fiction and non-fiction books.
2.06 Lucky Day Books – High demand fiction and non-fiction books available for immediate checkout.
2.07 Rental DVDs/Blu-rays - High demand DVDs/Blu-rays available for a rental fee.
2.08 Compact Discs (CDs) - Circulating recorded music that are on a compact disc.
2.09 DVDs/Blu-rays - Circulating films: feature, documentary, and instructional.
2.10 Video Games - Circulating games requiring a dedicated console with a video interface.
2.11 eBooks - Circulating electronic version of a printed book that may be read or listened to on a personal computer or hand-held device designed specifically for this purpose.
2.12 Streaming Video – Circulating digital video content transmitted through an Internet connection. Content may be viewed on a personal computer, mobile device, or via a digital media player.
83
Attachment C - NBPL 12
2.13 Databases - Electronic databases to which the Library subscribes. Many of these databases may be used remotely.
2.14 Internet - Many additional resources are available on the Internet and can be reached through library equipment.
2.15 Interlibrary Loan (abbreviated ILL) - Service whereby a user of one library may borrow books or receive photocopies of documents that are owned by another library. Users request materials, and the
library, acting as an intermediary, identifies owners of the desired item, places the request, receives the item, makes it available to the user, and arranges for its return.
2.16 Laptops– Circulating computers that may be used in the Library.
2.17 Tech Toys – Circulating media and technology equipment such as a GoPro camera or USB enabled
turntable.
3.0 Loan Periods
Loan periods and renewals for materials vary as stated below. Eligible items will automatically renew for four additional loan periods.
3.01 Reference Materials, including newspapers and the current issues of periodicals, may not be checked out.
3.02 The loan period for General Materials is 21 days and may be renewed for four additional 21-day periods if the item has not been reserved.
3.03 The loan period for Paperbacks is 21 days and may be renewed for four additional 21-day periods if the item has not been reserved.
3.04 The loan period for circulating Periodicals is 21 days and may be renewed for four additional 21-day periods. Current issues and bound volumes of Periodicals may not be checked out.
3.05 The loan period for New Books is 21 days and may be renewed for four additional 21-day periods if the item has not been reserved.
3.06 The loan period for Lucky Day Books is 7 days and may not be renewed.
3.07 The loan period for Rental DVDs/Blu-rays is 1 day and may not be renewed.
3.08 The loan period for Compact Discs is 21 days and may be renewed for four additional 21-day periods if the item has not been reserved.
3.09 The loan period for Non-rental DVDs/Blu-rays is 7 days and may be renewed for four additional 7-day periods if the item has not been reserved.
3.10 The loan period for Video Games is 7 days and may be renewed for four additional 7-day periods if the item has not been reserved.
3.11 The loan period for eBooks is 7, 14, or 21 days.
3.12 The loan period for streaming video is 3, 5, or 7 days.
84
Attachment C - NBPL 12
3.13 The loan period for Laptops is 1 hour and may be renewed for 20 minute increments as long as there is not a waiting list. These devices are for use within the Library building only. See the LAPTOP
USE policy for more details.
3.14 Loans of certain materials are made to teachers for classroom use and to the homebound, with a
loan period of 4 weeks.
3.15 The loan period for ILL items is determined by the lending library.
3.17 The loan period for Tech Toys is 7 days and may not be renewed.
4.0 Fines and Fees
Library customers are responsible for returning borrowed materials by the end of the loan period. Library materials are considered in circulation until checked-in at a Newport Beach Public Library.
4.01 Overdue fines are charged for materials returned after the due date. The fine schedule is established by the Board of Library Trustees, and reviewed on a biennial basis.
4.02 Library customers are responsible for the replacement cost of lost materials, plus a processing charge.
4.03 Overdue fines are not charged to customers registered in the homebound program.
5.0 Library Privileges
The Library reserves the right to refuse borrowing privileges to customers who abuse library privileges. Such customers may be identified as delinquent. Delinquent may be defined by the following
circumstances:
5.01 A customer whose record shows unpaid fines and fees of $5.00 or more.
5.02 A customer who has ten overdue items outstanding.
5.03 A customer who has moved without notifying the library of the current correct address.
6.0 Placing of Reserves.
Library customers are permitted to place reserves on General Materials, New Books, Paperbacks,
Compact Discs, eBooks, Tech Toys, Non-rental DVDs/Blu-rays and Video Games in the collection. Reserves may also be placed for these materials, which are “on order”.
7.0 Confidentiality of Customer Records.
All patron use records of any library which is in whole or in part supported by public funds shall remain
confidential and shall not be disclosed by a public agency, or private actor that maintains or stores patron use records on behalf of a public agency, to any person, local agency, or state agency except as follows:
(a) By a person acting within the scope of his or her duties within the administration of the library. (b) By a person authorized, in writing, by the individual to whom the records pertain, to inspect the
records. (c) By order of the appropriate superior court.
As used in this section, the term “patron use records” includes the following: (1) Any written or electronic record, that is used to identify the patron, including, but not limited to, a
patron’s name, address, telephone number, or e-mail address, that a library patron provides in order to become eligible to borrow or use books and other materials.
85
Attachment C - NBPL 12
(2) Any written record or electronic transaction that identifies a patron’s borrowing information or use of library information resources, including, but not limited to, database search records, borrowing records,
class records, and any other personally identifiable uses of library resources information requests, or inquiries.
This section shall not apply to statistical reports of patron use nor to records of fines collected by the library.
California Government Code § 6267
(Amended by Stats. 2011, Ch. 80, Sec. 1. Effective January 1, 2012.)
Library employees must refer all court-ordered requests to the Library Services Director.
8.0 Special Conditions
8.01 Fees for Use.
Use fees are charged for the Rental DVD/Blu-ray collections. These fees are established by the Board of Library Trustees, and reviewed on a biennial basis.
8.02 Customers must be 18 years of age or older to checkout DVDs/Blu-rays, Video Games and Tech Toys.
8.03 A fee is charged for Interlibrary Loan (ILL) service.
9.0 Circulation Policies Schedule of Fines/Fees.
The fine schedule is established by the Board of Library Trustees, and reviewed on a biennial basis.
9.01 Rental Fees
• Rental DVDs/Blu-rays - $1.00 per day 9.02 Fines for Overdue Materials:
• General Materials - $0.25/day to Maximum
• DVDs/Blu-rays (non-rental) - $0.25/day to Maximum
• Paperbacks, Periodicals - $0.25/day to Maximum
• New Books - $0.25/day to Maximum
• CDs - $0.25/day to Maximum
• Lucky Day Books -$0.25/day to Maximum
• Rental DVDs/Blu-rays - $1.00/day to Maximum
• Video Games - $1.00/day to Maximum
• Laptop - $5.00/hour to Maximum
• ILL - $0.25/day to Maximum
• Tech Toys - $5.00/day to Maximum
Maximum Fines:
86
Attachment C - NBPL 12
• General Materials, Audio Books, Lucky Day Books and ILL Materials - $10.00
• Paperbacks, Periodicals - $5.00
• DVDs/Blu-rays - $10.00
• CDs - $10.00
• Video Games - $20.00
• Laptops - $1,200.00
• Tech Toys - $100.00
9.03 Replacement Cost of Materials - Actual Replacement Cost of Item
When replacement cost cannot be determined, the following averages apply:
• General Materials - $20.00
• Periodicals & Paperbacks (mass market) - $ 5.00
• DVDs/Blu-rays - $25.00
• CDs - $20.00
• Video Games - $50.00
• Laptops and/or peripherals- $1,200.00
• Interlibrary Loan (ILL) - Cost as determined by the lending library
• Tech Toys - $400.00
When materials are replaced, fines paid are applied to replacement and processing charge. The
following Processing Charges apply in addition to Replacement Costs:
• General Materials, DVDs/Blu-rays, CDs and Video Games - $10.00
• Paperbacks (mass market)/Periodicals - $3.00
• Tech Toys - $20.00
9.04 Other Fees:
• Replacement of Compact Disc Cases - $1.00
• Replacement of DVD/Blu-ray/BOCD Case - $4.00
• Fee for Damage to Barcode or RFID tag on Library Materials - $1.00
• Interlibrary Loan Fee (per item): $5.00
This policy is subject to review and change as authorized by the Board of Library Trustees.
Approved January 19, 1988
Amended February 16, 1988 Amended July 19, 1988
Amended Nov. 21, 1989 - Effective January 2, 1990 Amended March 19, 1991 - Effective July 1, 1991
Amended August 13, 1992 - Effective October 1, 1992 Amended April 20, 1993 - Effective July 1, 1993
Amended August 17, 1993 - Effective September 1, 1993 Amended November 2, 1993 - Effective January 1, 1994
Section 9.04 - Effective July 1, 1995 Amended November 21, 1994 - Effective January 1, 1995
Amended August 15, 1995 - Effective October 1, 1995 Amended September 19, 1995 - Effective October 1, 1995
87
Attachment C - NBPL 12
Amended August 19, 1997 - Effective October 1, 1997 Amended November 17, 1998 - Effective January 1, 1999
Amended December 19, 2000 - Effective January 1, 2001 Section 6.02 (reevaluate September 2001)
Amended March 20, 2001 - Effective April 1, 2001 Amended July 20, 2004 - Effective September 30, 2004
Amended June 20, 2006 - Effective June 21, 2006 Amended October 17, 2006 - Effective October 18, 2006
Amended March 16, 2010 - Effective May 15, 2010 Amended by the BLT December 5, 2011 - Approved by City Attorney December 22, 2011
Final Approval by the Board of Library Trustees on February 6, 2012 Amended and Approved by the Board of Library Trustees on September 4, 2013
Amended and Approved by the Board of Library Trustees on September 22, 2014 Amended and Approved by the Board of Library Trustees on February 16, 2016
Amended and Approved by the Board of Library Trustees on February 27, 2018 Amended and Approved by the Board of Library Trustees on June 15, 2020
88
RECOMMENDATION:
Staff requests that the Board of Library Trustees review and 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. Annually, staff makes a “wish list” request for funds to supplement the
Library’s materials and programming budget.
The Library has requested funds for general materials, including new print releases, Children’s and YA
materials, audiobooks, CDs, DVDs.
The Friends of the Library have always provided 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 Theatre, 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.
In light of COVID-19 restrictions regarding public gatherings, staff is uncertain about the extent of public
programming in Fiscal Year 2020-2021. Should restrictions remain in place, Staff has respectfully requested
the option of redirecting these funds towards materials if the pandemic further impacts public programming.
The Friends Board supports this request.
General Materials $150,000
Library customers continue to expect the latest fiction, biographies, and nonfiction books in the adult
collections, and these funds enable staff to purchase multiple copies of the high-demand new releases in print,
DVD, and audiobook formats. 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.
Programming $50,000
Staff utilizes Friends’ funding support to host innovative programming at all locations for adults and children.
Staff are developing new programming models to continue providing events for the community in response to
restrictions placed on public gatherings as a consequence of the COVID-19 pandemic. The requested funds will
allow staff to provide virtual programming as well as traditional programs.
TOTAL $200,000
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: Friends of the Library Wish List
89
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).
90
RECOMMENDATION:
Staff requests that the Board of Library Trustees review and approve the annual wish list to the Library
Foundation.
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.
This year’s wish list includes requests for downloadable content, digital magazines, streaming video, and
support for our Literacy program.
Downloadable Content $43,000
The Library continues to see an increase in demand for downloadable eBooks and audiobooks. With an
average of a nearly 15% increase in circulation over the past 5 years, this funding would support continued
purchasing of current and popular content for the Overdrive platform.
Digital Magazines $25,000
Combined, RBdigital and Flipster digital magazine services offer thousands of magazine titles available
electronically. The requested funds would allow the Library to renew both subscriptions for an additional year.
Kanopy $15,000
Kanopy’s streaming film service remains popular with library patrons. Kanopy provides classic and
independent films, documentaries, educational and children’s content. Funding the service will ensure patrons
have continued access to check outs every month.
Literacy Program $5,000
Newport/Mesa ProLiteracy 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 would be used to 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 $88,000
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: Tim Hetherton, Library Services Director
TITLE: Newport Beach Public Library Foundation Wish List
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OVERVIEW:
The Newport Beach Public Library’s Media Lab opened to the public in November 2013 as part of the City
Hall project and library expansion. The Media Lab equipment and software provide professional-grade
services to meet the needs of the community.
MEDIA LAB:
The Media Lab, which is comprised of computer workstations and the Sound Lab, provides specialized
software and equipment. The age range of the primary users is 15-35 years old. The Media Lab introduces
a segment of the population to public libraries that are generally less inclined to rely on library services.
The use of the Media Lab resources is free, thanks to generous funding from the Newport Beach Public
Library Foundation. The Media Lab is open Monday through Thursday from 10:00 a.m. to 8:00 p.m., Friday
and Saturday from 10:00 am. to 5:00 p.m., and Sunday from 12:00 p.m. to 4:00 p.m. Sound Lab sessions
changed from two hours back to the original four, based on patron and staff feedback.
Patrons have access to specialized software, such as: Adobe Creative Cloud, Adobe Illustrator, Adobe
Flash, Pro Tools, GarageBand, Audition, Final Cut Pro, iMovie, iPhoto, Adobe Photoshop, Adobe After
Effects, Adobe Encore, Adobe Premiere Pro, Adobe Dreamweaver, Adobe Contribute, Adobe Fireworks,
Adobe Creative Cloud, AutoCAD, and Adobe InDesign. Patrons can use workstations to create a movie or
comic, mix an album, edit film and video, build a website, and aid in graphic design. The Media Lab
offers equipment and computer software designed to make digital copies of VHS tapes, audio cassettes,
LPs, photos, slides, film (stills only), and negatives.
TECH TOYS:
The Tech Toys collection of circulating equipment, launched in May 2016, continues to circulate well.
Librarian I Alex Jenkins and Library Assistant Chris Hennigan have been refreshing the Tech Toys collection
to add fresh new items that patrons have requested. Several popular gaming systems, such as Nintendo
NES Classic and Sega Genesis consoles will be available for checkout soon. The library added five mobile
hotspots in February.
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: Rebecca Lightfoot, Adult Services Coordinator
TITLE: Media Lab Update
92
DISCUSSION:
The Newport Beach Public Library markets its services, resources and programs with the following goals:
•Strengthen Library brand and communicate the role of the Library to the community;
•Increase Library use and program attendance;
•Increase community awareness of Library resources; and
•Demonstrate value to the community, and encouraging support by stakeholders, City officials,
and the public.
Our marketing efforts utilize a variety of communication methods to reach a diverse audience of
students, businesspeople, seniors and families. We actively market through a combination of publicity,
print promotion, electronic marketing, social media, community outreach and partnerships.
Spring 2020 introduced some new challenges to keeping the library present and relevant for customers
during a pandemic with the Library’s physical buildings closed. Fortunately, Newport Beach Public
Library’s eBranch already had a strong presence as a source for downloadable eBooks and eAudiobooks.
Increasing public awareness of the great volume of materials available for use at home became a major
marketing focus from March to June 2020. Additionally, developing new digital content and publicizing
available resources for customers, including video programming and curbside service, as well as keeping
the community informed, safe and up to date on Covid-19 information, became a new marketing goal.
I.Highlights strengthening Library brand and NBPL role in the community
1. 25
th Anniversary celebration with branded materials and publicity throughout 2019;
2.Grand Opening celebration for Corona del Mar Library, branded giveaways and promotion;
3.New Library card issued and promoted to kick off 2020;
4.Introduced Curbside Service and virtual programming to serve customers during COVID-19 Safe-
at-Home period.
II.Marketing to increase Library use, program attendance and awareness of online resources
Newport Beach Public Library presents a full schedule of programs during the year that are publicized
through a multi-faceted marketing approach that includes press relations, print promotion, digital
platforms, social media and outreach to the community.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Katherine Mielke, Marketing Specialist
TITLE: Marketing, Public Relations and Social Networking Updates
93
2019/20 Program Marketing
• 25th Anniversary
• CDM Grand Opening
• Author Programs
o Kareem Abdul-Jabbar
o Anita Abriel
o Chris Epting
o Nicole Meier
• Career Online High School
• College Planning Classes
• Gift of Literacy Luncheon
• Let’s Talk Tech
• Let’s Talk Money
• Literacy Happy Hour
• National Library Week
• Nutcracker Ballet for Kids
• Self-publishing Workshops
• SCORE Business Workshops
• Digital Saturday
• Sunday Musicales
• Hotspot and Tech Toys
• Memoir Writing Workshops
• New Sensory Saturdays at CDM
Virtual Program Marketing
• Daily Video Storytimes
• NLW Poetry Party
• NLW Scavenger Hunt
• Author Talks
• Memoir Writing Lectures
• Let’s Talk Books – Book Reviews by staff
• Crafting videos
• Medical lectures
• Sunday Musicales
• Distance Learning/Early Literacy
resources
• Safe at Home resources
• Summer Reading Program
eBranch Resource Marketing
eBooks, eAudiobooks, eMagazines
New Udemy – online classes
Ancestry online – available from home
Student resources
Legal Reference, Rosetta Stone, etc.
1. Publicity/PR
Efforts to get the word out on Library programs and resources include communication with the
following local publications:
• Arts OC
• COAST Magazine
• Daily Pilot
• Greer’s OC
• LA Times – OC Section
• Laguna Beach Independent
• Laguna Beach Magazine
• Locale
• Kid’s Buzz
• Newport Beach Independent
• Newport Beach Lifestyle/Kudos
• NMUSD School News
• Newport Beach Magazine
• Orange County Business Journal
• OC Register
• OC Register Family
• Parenting OC Magazine
• Patch Newport Beach
• Port Street Living Magazine
• StuNews Newport
2. Print Marketing
• Library Brochures: revised eBranch and Media Lab brochures
• Calendar brochures - bimonthly
• Rack cards for event series
• Flyers for children’s programs – 4 monthly
• Newport Beach Navigator –quarterly
• Banners and signs
• Promotional items
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3. Electronic Marketing
• E-News mailings: No. 56; Contacts: 27,679; Open Rate: 18-35%, Up 3% from prior 12 months
• NBTV
o Over 20 programs taped and shown on NBTV
o Increase production of PSAs: Author Talks, Friends Bookstore, Sunday Musicales,
Medical Lectures and Summer Reading program, as well sculptures
o CDM Library tour with Joy Brenner and Grand Opening coverage
• Website, rotating website ads, digital screens, wayfinding kiosk
o Website Demographics
Active Users: Annually: 243,496, Sessions: 537,984, Page View: 1,028,218, Avg.
Session: 1:91 Highest Users: 3/16= 1929 Lowest # Users: 5/4=584
Note: Active user numbers plummeted following library closure and then
started increasing again, current average daily users are around 1,000, with high
of 1362.
Age: 18-24=27.5%, 25-35=33.5%, 35-44=15.5%, 45-54=12.5%, 55+=11%
Gender: 54% male, 46% female
Top pages: Main page, Children’s Services, eBranch/Databases, eBranch, books
& media Hours & Locations, eBooks, calendar
Users: 67% desktop, 28% mobile devices, 5% tablet
Most used mobile device: 70% Apple iPhone
Highest day of website activity: Monday Busiest hours: 9 a.m. – 12 p.m.
• YouTube
Newport Beach Public Library YouTube drew over 8,400 views since March 24 when we
first started posting Video Storytimes and other Virtual Programming. Subscriber base
increased from 19 to 133, qualifying us to establish custom URL for channel:
https://www.youtube.com/newportbeachpubliclibrary
• Most views: Storytime “Mama Built a Nest” and Chris Epting’ s Memoir Writing
series
• Gender: 85% Female, 15% Male Age: 43% 35-44, 57% 45-54
3. Social Media Overview
We have increased postings to social media considerably during the closure period in order to
keep community informed about library news, curbside service, video storytimes and other
digital content available to customers. Overall results show substantial increases in reach,
impressions and engagement, with a moderate increase in followers.
Facebook
• Facebook Followers: 1996 Monthly post reach: 1750
• Gender and age:
o 70% women: Age: 13-17= 2%, 18-24=12%, 25-34=21%, 35-44=17%, 45-54=17%,
55-64=10%, 65+=8%
o 29% men: Age: 13-17= 0%, 18-24=1%, 25-34=5%, 35-44=7%, 45-54=7%, 55-
64=4%, 65+=3%
• Post impressions during last 90 days: 19.6K, + 72% over previous period
95
• Post engagement:
o Top posts: Kareem Abdul-Jabbar, Cultural arts news, CDM Library Grand
Opening, 25th Anniversary, CDM book drop, National Library Week, Video
Storytimes beginning
o Events listed: 43 Reach 3.9K
Twitter
• Followers: 798
o 59% women, 41% men
• Impressions during last 90 days: 10.9K, + 218% over previous period
• Engagement during last 90 days: 317, +224% over previous period
Instagram
• Followers: 1427
o Gender: Female 76%, Men 24%
o Age: 13-17=1%, 18-24=7%, 25-34=34%, 35-44=17%, 44-64%=6%, 65+=6%
• Impressions during last 90 days: 16K, +85%
• Reach during last 90 days: 11.4K, + 81% over previous period
Pinterest
• Followers: 821
Next Door – posting of major news and events to community
III. Program partnerships and community outreach continue to enhance the Library’s value to the
community as an essential service in Newport Beach.
1. The Library continues to work with partner organizations on joint programs, promotion and
endeavors that benefit Newport Beach Public Library customers and the community at large.
• Friends of the Library
• NBPL Foundation
• SCORE
• City Arts Commission
• Newport Beach Chamber
• Balboa Historical Society
• Newport Beach Historical Society
• UC Irvine Health
• Newport Beach Arts Foundation
• Census 2020 and Vote Campaigns
2. Outreach to schools, community organizations, City events
• First-grade visits to library, at-school presentations by children’s staff, flyer uploads to
Peach Jar platform, bi-monthly articles in School News,
• Let’s Talk Tech on-site presence at Newport Beach concerts, City programs and Oasis
Senior Center
• Participation in Children’s Book Festival in Costa Mesa last September
3. Praise from Newport Beach Public Library customers reinforces the appreciation of Library
Services from the community.
Newport Beach Public Libraries continue to receive recognition as a Yelp 5-star business
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“One of my favorite places to escape to on the weekends. Lots of people come to do work
here, use the WiFi and have a serene environment to get stuff done. People are very
respectful. It gets busier on Saturdays, but I've always found a place to sit with outlets! WiFi
is good! Love this place.” - Gabby
“Just LOVE this library! The building is modern with a lot of light, air and space. Their
collection of books is huge and there are quite many audiobooks (which is very important
for our family as we all are English learners)”. - Anna
Over a million individuals searched for Newport Beach Public Library using Google last year.
They gave NBPL a 4.8 rating and reviews like these:
“This is a beautiful library! The grounds are well kept and offer many picnicking areas with
a lot of fun sculptures and walking paths. Nice, spacious parking garage” --K Jacobs
“I literally love this library. Excellent location, friendly staff and a good selection of books. It
is nice to spend some of my free time here.” -- Julen
Most recent 5-star review – about Mariners Library
“Come On People! We are able to check out books during the Pandemic? Are you kidding? I
would give them a 10 out of 5 if I could. Thanks again for all that you do!!!” --Bruce
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).
97
ABSTRACT:
The Library budget for fiscal year 2019-20 was approved by City Council in the amount of $8,991,911.
Throughout the year, this bottom-line figure has fluctuated by the addition of donations and grants to
the Library and a City adjustment due to COVID-19. These funds increased the Library’s budget by
$290,514 to a total of $9,282,425.
DISCUSSION:
The Library’s Maintenance and Operations Budget is amended when we receive funds from grants,
donations and gifts. Most of the additional funding is received from the Friends of the Library and the
Newport Beach Public Library Foundation. In this past year, the Friends added $185,000 to fund
materials and programming. The Foundation added $155,000 to cover “wish list” items.
Another area of the Library’s budget that is substantially altered from the initial budget to the year-end
is in the Library Literacy Program. The initial 2019-20 budget allocation for the Program was $52,326,
which covers about 40% of the cost to operate the Program. The balance of the funding comes from the
California Library Literacy Services (CLLS) Grant and Newport/Mesa ProLiteracy (NMPL) fundraising and
donations. The CLLS Grant for 2019-20 totaled $41,874. Funds from NMPL equaled $10,000. The
current expenditure budget for Literacy is $109,200, which includes $5,000 from the Library Foundation.
This year the Library also received a $4,826 Santiago Library System Grant to purchase library materials.
There were two internal adjustments to this year’s Library budget. There was a $1,814 increase in
facilities maintenance when the City changed refuse collection companies. The second adjustment was
a reduction of $108,000 in the Library’s Maintenance and Operations budget due to the impact of
COVID-19 on City revenues.
The attached spreadsheet shows the accounts into which these additional funds were allocated to cover
expenditures.
Note that the figures in this report do not include the annual budget for the Cultural Arts division nor do
they include donated funds or encumbrances rolled over from the previous year.
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: Budget Amendment Report
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Melissa Hartson, Circulation and Technical Processing Coordinator
TITLE: Budget Amendments for Fiscal Year 2019-20
98
ATTACHMENT AFY 2019‐20 Amended BudgetUNIT FUNDORIGINAL GENERAL FUND APPROP AMT ADDED REVISED BUDGETFoundation Library Materials619,740 140,000 759,740Office Furniture and Fixtures010,00010,000Literacy Part‐Time Cafeteria Benefits02,0002,000Literacy Programming02,5002,500Literacy Library Materials0500500FriendsLibrary Materials619,740 135,000 754,740Library Programming5,50050,00055,500Other DonationsMaterials619,7404,826624,566CA Library for LiteracyLiteracy Part‐Time Salaries39,61433,87473,488Literacy Part‐Time Cafeteria Benefits08,0008,000Newport/Mesa ProLiteracy Literacy Library Materials0500500Literacy Office Supplies01,0001,000Literacy Part‐Time Salaries39,6142,08041,694Literacy Part‐Time Medical Benefits5748001,374Literacy Part‐Time Pension Benefits6,8755,00011,875Literacy Publications and Dues0120120Literacy Travel and Meetings0500500City AdjustmentsCOVID‐19 Maintenance and Operations Adjustment2,826,954‐108,000 2,718,954Facilities Maintenance174,9511,814176,76599
OVERVIEW:
Library patrons consult staff at service desks throughout the system for assistance in locating information.
Using a structured reference interview, the librarian works with the patron to clarify their needs and
determine what information sources will match their need. Assistance provided may consist of reading
material in the form of a book or journal article, instruction in the use of specific searchable information
resources such as the library's online catalog or subscription databases, or information drawn from the
library's print or eBranch collections. The reference desk can be accessed either in person, by telephone, or
through email. A staffed and knowledgeable reference desk is an essential part of any public library and is an
important element of NBPL’s strong customer service orientation.
Adult Services’ staff has had little change this year. Four part time library assistants were hired in July and
August of 2019, two resigned for other positions outside of the City, and one was hired to fill one of the
vacancies. Part time library assistant Daisy Hernandez was promoted to full time clerk, and the library was in
the process of recruiting for two replacements when the City’s hiring freeze was put into place. Part time
library assistant Brenda Butler recently resigned, leaving three part time vacancies in Adult Services.
PROGRAMMING AND OUTREACH:
The Central Library celebrated its 25th anniversary in July of 2019, with six months of special activities
culminating in guest speaker and legendary baseball star Jim Abbott making an appearance to a capacity
crowd.
Attendance at the popular Author series continued to increase. Some of the authors who have come to speak
in the last year have been Kim Hooper, Chris Epting, Kareem Abdul-Jabbar, Nicole Meier, and Anita Abriel.
The Festival Ballet Theatre hosted two “Nutcracker for Kids” events in December of 2019. Both shows were at
capacity with 200 in attendance at each. In January, A Little Dynasty Chinese Children’s Orchestra performed
to a capacity crowd.
Staff hosted several “Let’s Talk Tech” events before the Concerts on the Green during the summer, as well as
returning to the Oasis Senior Center and Marina Park. “Let’s Talk Tech” events gave staff the opportunity to
work one on one with patrons and help them learn more about the library’s downloadable offerings.
Librarian Alex Jenkins hosted a popular two-part series on self-publishing in October and November of 2019.
Library staff manned a table at the City’s Annual Health Fair in September of 2019 and talked to City
employees about library cards and upcoming events.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Rebecca Lightfoot, Adult Services Coordinator
TITLE: Adult Services Update
100
Digital Saturday was held November 16, 2019 and featured OverDrive’s Digital Bookmobile. Over one hundred
patrons visited the Bookmobile, one of the biggest turnouts the staff on the Bookmobile had ever seen. Library
staff and City partners presented classes on the library’s databases and other online resources as well as
cybersecurity.
Programming Library Assistant Terry Sanchez partnered with Bank of America/Merril Lynch to offer financial
literacy workshops titled “Let’s Talk Money”. Every event was at capacity.
TRAINING AND PROFESSIONAL DEVELOPMENT:
The Newport Beach Public Library believes strongly in training and staff development and offers a wide variety
of opportunities for staff to learn new skills and grow as professionals. Throughout the year, Reference staff
members have attended online training sessions and multi-week classes, participated in workshops and day
long training sessions, and attended conferences. Librarian Laurie Sanders attended the American Library
Association’s annual conference in June of 2019. Librarian II Claire Leach and Librarian II Nadia Dallstream
attended the California Library Association’s conference in October of 2019. Adult Services Coordinator
Rebecca Lightfoot attended the 2020 Public Library Association’s conference in February. Adult Services
Coordinator Lightfoot also attended a day long training session on maximizing digital resources hosted by
OverDrive in October of 2019.
Librarian II Nadia Dallstream worked with City IT to implement a new software called Better Impact. This
software helps keep track of volunteer hours and Librarian Dallstream trained other staff on how to use it as
well.
SERVICES:
Popular database Lynda.com announced they were changing their terms of service and requiring all library
patrons to create a LinkedIn account in order to access the database. Librarians all over the country protested
the change, citing patron privacy issues. California State Librarian Greg Lucas encouraged libraries not to renew
their subscriptions to Lynda.com. The library parted ways with Lynda.com at the end of 2019. Udemy for
Business, a new database, went live at the end of March. Udemy offers many of the same topics as Lynda.com
and the database has performed well thus far. The library also added the Legal Information Reference Center
database in July of 2019. This database provides downloadable legal forms and full text issues of many NOLO
Press legal guides.
COVID-19:
California governor Gavin Newsom issued a stay at home order on March 19, 2020, effectively shutting the
normal operations of the library down until further notice. Staff quickly adapted to the change in operations,
developing a plan to deliver materials via curbside service, and put social distancing practices into place so staff
could return to work and serve the public through phone and email reference. Staff also developed online
programming which has proven popular.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the
Board of Library Trustees considers the item).
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