HomeMy WebLinkAbout2021-08-23-BLT-AGENDA PACKETCITY OF NEWPORT BEACH
BOARD OF LIBRARY TRUSTEES AGENDA
Newport Beach Central Library
1000 Avocado Avenue, Newport Beach, CA 92660
Monday, August 23, 2021 – 5:00 PM
Board of Library Trustees:
Paul Watkins, Chair
Kurt Kost, Vice Chair
Barbara Glabman, Secretary
Douglas Coulter, Trustee
Janet Ray, Trustee
Staff Members:
Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Specialist
SPECIAL NOTICE REGARDING COVID-19
The City remains committed to holding public meetings in a transparent manner, with public participation, ensuring City business continues in
this challenging environment. Based on recent guidelines from the OC Health Agency, the City of Newport Beach will proceed with the Board of
Library Trustees meeting with face coverings required for unvaccinated attendees.
The Board of Library Trustees meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the Board of Library
Trustees agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on
agenda items before the Board and items not on the agenda but are within the subject matter jurisdiction of the Board of Library Trustees. The
Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person.
The public can submit questions and comments in writing for the Board of Library Trustees to consider. Please send them by email to the Library
Services Department at LibraryBoard@newportbeachca.gov by Sunday, August 22, 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.
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.
Page 1
I.CALL MEETING TO ORDER
II.ROLL CALL
III.PLEDGE OF ALLEGIANCE
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Board of Library Trustees Meeting August 23, 2021 Page 2
IV. NOTICE TO THE PUBLIC
The City provides a yellow sign-in card to assist in the preparation of the minutes. The completion
of the card is not required in order to address the Board of Library Trustees. If the optional sign-
in card has been completed, it should be placed in the 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.
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
1. Minutes of the July 19, 2021 Board of Library Trustees Meeting (pp. 5-12)
2. Patron Comments (pp. 13-14)
Monthly review of evaluations of library services through suggestions and requests
received from patrons.
3. Library Activities (pp. 15-25)
Monthly update of library events, services, and statistics.
4. Expenditure Status Report (pp. 26-27)
Monthly expenditure status of the library’s operating expenses, services, salaries, and
benefits by department.
5. Board of Library Trustees Monitoring List (p. 28)
List of agenda items and dates for monthly review of projects by the Board of Library
Trustees.
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Board of Library Trustees Meeting August 23, 2021 Page 3
VI. CURRENT BUSINESS
A. Items for Review
6. Review of The Friends Meeting Room Policy (NBPL 14) (pp. 29-42)
Staff recommends that the Board of Library Trustees review and approve revisions to
Library Policy NBPL 14, The Friends Meeting Room.
7. Information Technology Update
Staff will update the Board of Library Trustees on Library information technology
activities.
8. Adult and Reference Service Update (pp. 43-44)
Adult Services Coordinator Rebecca Lightfoot will provide the annual update on
reference services, and collections and programming for adult patrons.
9. Lecture Hall Update
Staff will report on activities related to the Library Lecture Hall project.
10. COVID-19 Update (p. 45)
Staff will update the Trustees on the Library’s activities during COVID-19.
11. Library Services
Report of Library issues regarding services, patrons, and staff.
B. Monthly Reports
12. Library Foundation Liaison Reports
A. Library Foundation Board – Report on the most recently attended meeting.
B. Library Live Lectures Committee – Report on the most recently attended meeting.
C. Witte Lectures Committee – Report on the most recently attended meeting.
13. Friends of the Library Liaison Report
Trustee update on the most recently attended Friends of the Library Board meeting.
14. Literacy Services Liaison Report
Trustee update on the most recently attended Literacy Services Advisory Board meeting.
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Board of Library Trustees Meeting August 23, 2021 Page 4
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Public comments are invited on non-agenda items generally considered to be within the subject
matter jurisdiction of the Board of Library Trustees. Speakers must limit comments to three (3)
minutes. Before speaking, we invite, but do not require, you to state your name for the record.
The Board of Library Trustees has the discretion to extend or shorten the speakers’ time limit on
agenda or non-agenda items, provided the time limit adjustment is applied equally to all speakers.
As a courtesy, please turn cell phones off or set them in the silent mode.
VIII. BOARD 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
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DRAFT
CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Central Library 1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes Monday, July 19, 2021 – 5:00 p.m. I. CALL MEETING TO ORDER – Chair Watkins called the meeting to order at 5:00 P.M. II. ROLL CALL – Roll Call by Administrative Support Specialist Francine Jacome
Trustees Present: Chair Paul Watkins, Vice Chair Douglas Coulter, Secretary Kurt Kost, Trustee Janet Ray
Trustees Absent: Trustee Barbara Glabman (excused)
Staff Present: Tim Hetherton, Library Services Director Francine Jacome, Administrative Support Specialist Rebecca Lightfoot, Adult Services Coordinator/Acting Library Services Manager Debbie Walker, Youth & Branch Services Coordinator Melissa Hartson, Circulation & Technical Processing Coordinator Staff Absent: III. PLEDGE OF ALLEGIANCE – Led by Trustee Coulter IV. ELECTION OF OFFICERS The Board of Library Trustees shall nominate and elect Trustees to serve as Chair, Vice Chair, and Secretary for Fiscal Year 2021-2022
Motion made by Trustee Coulter, seconded by Trustee Kost, and carried (4-0-0-1) to name Paul Watkins as Chair for Fiscal Year (FY) 2021-2022.
AYES: Watkins, Coulter, Kost, Ray NOES: ABSTENTIONS: ABSENCES: Glabman Motion made by Trustee Ray, seconded by Trustee Coulter, and carried (4-0-0-1) to name Kurt Kost as Vice Chair for FY 2021-2022. AYES: Watkins, Coulter, Kost, Ray NOES:
ABSTENTIONS: ABSENCES: Glabman
Motion made by Trustee Ray, seconded by Trustee Kost, and carried (4-0-0-1) to name Barbara Glabman as Secretary for FY 2021-2022.
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Board of Library Trustees Meeting Minutes July 19, 2021
Page 2 AYES: Watkins, Coulter, Kost, Ray
NOES: ABSTENTIONS: ABSENCES: Glabman COMMITTEE APPOINTMENTS Chair Watkins announced the Committee assignments as follows:
• NBPLF Board – Vice Chair Kost
• Library Live – Chair Watkins
• Witte Lectures – Secretary Glabman
• Friends of the Library – Trustee Coulter
• Literacy Services – Trustee Ray
• Ad Hoc Subcommittee for Balboa Branch Replacement – Trustee Ray Chair Watkins noted that he asked Library Services Director Tim Hetherton to make introductions between Trustees and their groups in order to have a smooth transition. Additionally, he asked Trustee Ray to select another Trustee to serve with her on the Ad Hoc Subcommittee for Balboa Branch Replacement. The Ad Hoc Subcommittee will monitor the Capital Improvement Projects Program for the City and provide input.
Trustee Ray clarified that she was to choose another Trustee. She questioned how large the Ad Hoc Subcommittee should be.
Chair Watkins explained that they needed to comply with the Brown Act. Trustee Ray clarified she meant non-Trustees. Chair Watkins stated she could include other people. Trustee Ray explained that the community outreach during the Corona del Mar branch replacement was important and helpful. Chair Watkins said that Trustee Ray could provide the Board with a monthly report. He thought that at the January Capital Improvement Project meeting the Library Lecture Hall and the Balboa Branch/Fire Station replacement would come up for FY 2022-2023. V. NOTICE TO THE PUBLIC
VI. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the June 21, 2021, Board of Library Trustees Meetings
With respect to the June 21, 2021, minutes Chair Watkins had the following change:
• Page 7, correct the spelling of “compliment.”
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Board of Library Trustees Meeting Minutes July 19, 2021
Page 3 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons. Chair Watkins noted two comments:
• Emily Halphide received a patron compliment on her helpfulness.
• Terry Sanchez expertly handled a comment about a lack of heroines in the virtual
programming. 3. Library Activities Monthly update of library events, services, and statistics. 4. Expenditure Status Report Monthly expenditure status of the library's operating expenses, services, salaries, and benefits by department. Chair Watkins announced the Board of Library Trustees (BLT) were at 91% of budget for Fiscal Year (FY) 2021.
5. Board of Library Trustees Monitoring List List of agenda items and dates for monthly review of projects by the Board of Library Trustees. Motion made by Vice Chair Kost, seconded by Trustee Coulter, and carried (3-0-1-1) to
approve the Consent Calendar with edits to the Minutes. AYES: Watkins, Coulter, Kost NOES: ABSTENTIONS: Ray ABSENCES: Glabman VII. CURRENT BUSINESS A. Items for Review 6. Proposed Library Schedule for Winter Holidays 2021 Staff recommends a proposed library holiday schedule for Board approval.
Library Services Director Hetherton reported that staff brings the Winter Holiday Schedule to the BLT in July because they must be ready for leave requests which start in September. In 2021 the observed holiday for City employees falls on the Friday before the actual holiday, which is Saturday. However, the Library is open at times when most City departments are not because they try to be open for patrons. Therefore, staff proposes to close the Library on Friday, December 24 at 1:00 p.m., Friday, December 31 at 1:00 p.m.
and all day on December 25 and January 1, 2022. Additionally, staff requests an all-day closure on Sunday, December 26, and closure at 6:00 p.m. on December 27, 28, 29, and 30. Normal operations would resume on January 2, 2022. The Library wants to be open
for patrons, but generally there is low demand during the holidays and that is why the last few years they instituted the 6:00 p.m. closure. The reason for the December 26 closure
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Board of Library Trustees Meeting Minutes July 19, 2021
Page 4 is to allow staff a travel day and due to all the work and effort put in by the staff over the
pandemic. Chair Watkins called for Board questions. In response to Trustee Ray’s question about the necessity of being open on December 24 Library Services Director Hetherton explained that normally the other City departments close at 1:00 p.m. on December 24. In response to Trustee Coulter’s question about other City departments closing at 1:00 p.m. on December 23, Library Services Director Hetherton explained those departments will work a half day on December 23, observe the holiday on December 24, and then are
closed through the weekend. Typically, City staff are given a half day on December 24 as part of the collective bargaining agreements.
Vice Chair Kost stated that other libraries are closed on December 24. Library Services Director Hetherton agreed and stated that staff preferred to have
December 26 off. Motion made by Trustee Ray, seconded by Vice Chair Kost, and carried (4-0-0-1) to approve the proposed Library Schedule for Winter Holidays 2021. AYES: Watkins, Coulter, Kost, Ray NOES: ABSTENTIONS: ABSENCES: Glabman Library Services Director Hetherton thanked the BLT on behalf of Library staff.
7. Lecture Hall Update Trustee Ray will report on activities related to the Library Lecture Hall project.
Trustee Ray reported the Foundation and the City have meetings scheduled for the week of July 26. Foundation Board President Karen Clark held a reception at her house the
week of July 12 to introduce the new Chief Executive Officer, who said good things about the Library Lecture Hall. Chair Watkins invited Dorothy Larson to speak on the Library Lecture Hall. Dorothy Larson, Newport Beach Public Library Foundation (NBPLF) Board Member, said that Mayor Brad Avery attended the reception and was positive about the Library Lecture Hall although that was not an official position. Chair Watkins called for BLT and public comments and questions, but there were none. The Board received and filed the report.
8. COVID-19 Update Staff will update the Trustees on the Library’s activities during COVID-19.
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Board of Library Trustees Meeting Minutes July 19, 2021
Page 5 Library Services Director Hetherton reported the Library system was back to normal with
all locations open at regular hours and staff levels. They are restarting in-person programming. Children’s staff are currently holding story times outdoors. The June statistics show steep inclines, and staff is adjusting well to the “new old reality.” There have been no issues over masks with patrons. Trustee Ray thanked Library Services Director Hetherton and staff. Chair Watkins called for Board and public comments and questions, but there were none. The Board received and filed the report. 9. Library Services
Report of Library issues regarding services, patrons, and staff. Library Services Director Hetherton reported that the Passport Services Office resumed
business on July 19. Notary services are on hold pending background checks and one staff member must retake the test on July 21. Another staff member completed the training but was unable to take the test yet due to personal circumstances. That staff member will
be tested and certified. City Finance is working on acquiring a reseller’s permit, the application is complete and submitted. The City Attorney’s Office investigated special land use restrictions for the Library’s space and the Library complies. The signage package will be emailed to the BLT. The Literacy Proclamation is scheduled to go to City Council on August 24, and International Literacy Day is Wednesday, September 8 in the Friends Meeting Room at 10:00 a.m. and the BLT is welcome to attend. Chair Watkins called for BLT comments and questions. Trustee Ray announced that she could not attend the next BLT meeting on August 23.
Vice Chair Kost stated that he might be out of town on August 23. In response to Chair Watkin’s question about if the BLT would have a quorum on August
23, Administrative Support Specialist Francine Jacome stated that she believed they would but would double check and report back to the Chair.
Chair Watkins called for public comment. Ronnie Watkins, Newport Beach Resident, inquired about the online program for high school diplomas and whether it was under the Library’s jurisdiction. In response to Ms. Watkin’s question, Library Services Director Hetherton explained that the Library’s service population is defined as that of the City. However, he stated that he did not believe anyone was being turned away and that the Library did not deny services to those outside the City as a general policy. Administrative Support Specialist Jacome stated that the BLT would have a quorum at the
August 23 meeting. Vice Chair Kost was a maybe, Trustee Ray was a no, and the other three Trustees confirmed.
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Board of Library Trustees Meeting Minutes July 19, 2021
Page 6 In response to Chair Watkin’s question about the status of the Summer Reading Program,
Branch & Youth Services Coordinator Debbie Walker said that it was going well and that it ends on July 31. The Board received and filed the report. B. Monthly Reports 10. Library Foundation Liaison Reports A. Library Foundation Board – Report on the most recently attended meeting. Trustee Ray deferred the report to Dorothy Larson (NBPLF Board Member). Ms. Larson stated the Foundation was working on its database. The new CEO has started
and is involved. Kunga Wangmo-Upshaw, NBPLF Director of Programming, reported the database was in
progress. A reception was hosted by NBPLF Board President Karen Clark to welcome Jerold Kappel to the donors and the Foundation Members and to thank outgoing Board Members. The reception was well attended. The Foundation is looking forward to 2022.
Chair Watkins called for BLT or public comments, but there were none. The Board received and filed the report. B. Library Live Lectures Committee – Report on the most recently attended meeting. Library Services Director Hetherton stated there was no report from Trustee Glabman. Ms. Wangmo-Upshaw reported that they were looking for a new Chair for the Library Live Lectures Committee. The program is moving forward with its 2021-2022 season.
In response to Chair Watkin’s question about speakers, Ms. Wangmo-Upshaw explained that they are finalizing the speakers and the dates, which will all be in 2022. There will be
a September 2021 meeting. Chair Watkins called for BLT or public comments, but there were none. The Board received and filed the report. C. Witte Lectures Committee – Report on the most recently attend meeting. Secretary Kost reported there was no meeting in the last month. They have secured pricing and contracts for the speakers for next season. Three of the four speakers are confirmed, and details will follow the September and October meetings. In response to Chair Watkin’s question about returning to in person programming, Ms. Wangmo-Upshaw stated that the plan was to return in person in 2022. The Witte season runs from January to April.
Chair Watkins stated that the in-person lectures and supper were enjoyable.
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Board of Library Trustees Meeting Minutes July 19, 2021
Page 7
Ms. Wangmo-Upshaw said that they were still looking into methods of online streaming for speakers especially as a back-up in case in-person lectures were not allowed. Chair Watkins called for BLT comments and questions. In response to Vice Chair Kost’s question about whether streaming a speaker live on site caused any issues, Ms. Wangmo-Upshaw said that everything would be negotiated in the contract. Some speakers require additional fees for streaming, mostly depending on the speaker’s profession. Journalists are stricter. Chair Watkins called for public comment.
Ronnie Watkins, Newport Beach resident, asked if speakers were tied into other engagements in order to reduce cost to the Foundation.
Ms. Wangmo-Upshaw stated that the Foundation tried to do that, but it was difficult because Witte Lectures have a set schedule.
Chair Watkins called for other public comments, but there were none. The Board received and filed the report. 11. Friends of the Library Liaison Report Trustee update on the most recently attended Friends of the Library Board meeting. Trustee Coulter said that Saturday, July 3, 2021, was the last day the Friends used the Friends Meeting Room. The Friends were appreciative of the use of the room during the pandemic. He stated the first weekend back in the original bookstore, the Friends made
$5,200 from a combination of bookstore sales and sales from the first triannual sale in the Friends room since February 2020. They will continue to hold triannual book sales in October, February, and June. The Friends have advised Library Services Director
Hetherton that they intend to donate $200,000 to the Library. Library Services Director Hetherton stated they planned to present the funds to City
Council on September 14, 2021. Trustee Coulter detailed further Friends of the Library promotions. Hours are 10:30 to 3:00 p.m. Monday through Saturday. Donations of up to three boxes of books at one time are accepted in the store. The Friends group is very involved and are a pleasure to work with. In response to Trustee Ray’s question about book donations Trustee Coulter explained they are accepted during business hours. The Friends members work very hard in the bookstore. Trustee Coulter clarified that the $200,000 donation represented a year of the Friends’
work. Chair Watkins called for public comment.
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Board of Library Trustees Meeting Minutes July 19, 2021
Page 8 Ronnie Watkins, Newport Beach resident, commented that she visited the Friends the day
after they moved back to their room. She noted they were busy and helpful. The larger space was nicer as it was easier to find items when shopping. Trustee Coulter stated that he would be sure to pass along the comment. Chair Watkins called for further questions and comments, but there were none. The Board received and filed the report. 12. Literacy Services Liaison Report Trustee update on the most recently attended Literacy Services Advisory Board meeting.
Chair Watkins reported that the current name of the literacy program is Newport/Mesa ProLiteracy. Earlier in the day, a survey was sent to the advisory board and others
suggesting various new names. Marketing Specialist Maria Nicklin is putting together a campaign, and Literacy Coordinator Cherall Weiss felt that the name is too long. They are discussing adding the words “adult” and using “CARES” as an acronym for something.
The goal is to rebrand for the upcoming campaign. Trustee Ray will be the new liaison and can report out on any name change in the future. The program has assets and are investing wisely. There are 67 active tutors and 100 active learners, two learners waiting and four tutors waiting. Chair Watkins called for BLT and public comments and questions. Dorothy Larson stated that Newport/Mesa ProLiteracy says who they are and what they do. She requested clarification on why a change was being considered. Chair Watkins explained that the name was long and did not specifically refer to adults.
He thought it would be CARES but could not recall exactly what that stood for. “Newport” and “adult” would be included.
In response to Dorothy Larson’s question about the Literacy Happy Hour receptions, Chair Watkins said that there was one scheduled for October 9, and that their International Literacy Day celebration will be held on September 8. Learners will share their literacy
stories. The Board received and filed the report. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. IX. 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 Watkins announced the next BLT meeting would be held on Monday, August 23, 2021, with a quorum of three. X. ADJOURNMENT – 5:47 P.M.
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JULY 2021Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron 17/1/2021Comment CardRebecca LightfootLibrary Services Manager, Acting7/1/202127/2/2021EmailDebbie WalkerBranch & Youth Services Coordinator7/2/202137/6/2021EmailMelissa HartsonCirc. & Tech. Processing Coordinator7/6/2021NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponseWhat I like about the Newport Beach Public Library is not only how neat and tidy it remains, but as well the helpful staff that does show how helpful they are and how they care for other's success on a need basis. The services and/or resources I would enjoy I wouldn't know precisely, but more along the lines of hands-on family activities, gardening, and discovering from book to real world in a safe environment all around. Thank you kindly to the staff of Orange County.Thank you so much for taking the time to fill out a comment card and share your kind words of praise. We strive to provide excellent customer service and I’m delighted to hear we are meeting your expectations. Thank you for your suggestion of adding more hands on family activities to our programming lineup. We will certainly look into doing more of these types of events in the future. Please do not hesitate to contact me if you have any other questions or concerns. Thank you.Does the library accept book donations at this time and if so, which kind of books and what is the procedure? Thank you.Yes the Library accepts book donations through our Friends of the Library group. Below you will find current information regarding the procedure taken from their webpage https://www.newportbeachlibrary.org/about/friends-of-the-library. BOOK DONATIONSPlease help by following the guidelines below.When: Bookstore donations will be accepted in the Bookstore during Bookstore hours.Guidelines:1. All donations must be in small or medium size boxes (no bags please).2. Maximum of 3 boxes may be dropped off at any one time. If you have a largerdonation, please call the Bookstore to set up an appointment at 949-759-9667.3. All books need to be in good condition. Books should be clean with no tears,foxing, broken spines, missing pages, etc.4. Fiction & non-fiction should preferably be from the last 6-10 years except forclassics and history.5 We do take CDs & DVDs.6. We do not accept:• Encyclopedias unless they're 100 years old.• Time/Life books• Reader's Digest condensed books• Medical books, health books, law books, and travel books older than 8 years.• VHS or cassette tapes.If you have questions, email us at nblibfriend@gmail.com. PLEASE do not drop offdonations at any other time. They will not be accepted. A donation receipt will beprovided if desired. Thank you for your support! We could not make our substantialgifts to the Library without your donations. Hope you will find this informationhelpful.I have about 100 books I was looking to donate. Who do I reach out to?Our Friends of the Library Bookstore accepts donations. They accept a maximum of 3 boxes at a time. For larger donations, such as yours, please call the Bookstore to set up an appointment at 949-759-9667. Thank you for considering the Library for your donations.13
JULY 2021Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponse47/16/2021Comment CardRebecca LightfootLibrary Services Manager, Acting7/16/202157/16/2021EmailRebecca LightfootLibrary Services Manager, Acting7/16/202167/16/2021EmailRebecca LightfootLibrary Services Manager, Acting7/19/202177/23/2021EmailRebecca LightfootLibrary Services Manager, Acting7/23/2021Yes, the Sculpture Park is completely open once again. Please let me know if you have any other questions! Thank you.I just wanted to take a moment to tell you that you have the most organized and clean library that I've ever been to and I've been to over 20 libraries. Your staff was so helpful when I was there last and went Way beyond expectations to help me find the book that I was looking for. It was so refreshing to see a group of people that really enjoy what they're doing with a smile on their face!Thank you so much for your kind words! It makes us all very happy to hear that. We really appreciate you taking the time to let us know. Take care.I like everything about the Newport Beach Public Library! I would like services added for resume writing, re-entry into the job market, etc.Thank you for taking the time to fill out a comment card and let us know how we are doing. We strive to provide excellent customer service, and I’m so glad we are meeting your expectations. Thank you for your suggestion of adding resume writing and re-entry into the job market to our current services. It is definitely something we will consider doing. In the meantime, we do subscribe to a database that is free to use with your Newport Beach Public Library card called JobNow/VetNow. It provides a myriad number of resume and career prep tools. You can find the link on our Databases page, under “Job Seekers”:https://www.newportbeachlibrary.org/ebranch/databases. There are live resume and interview coaches, resume templates and resources, interview tips, and so much more. I hope that helps! Please let me know if you have any other questions. Thank you.I am reaching out to the Newport Beach Library as I am very interested in finding a position at the library. I have just graduated from Chapman University with a Bachelor of Arts in English Literature. I am not exaggerating when I say I am a book enthusiast, I read over 100 books a year and simply love being around books. Whether there is a paid position I may fill at the library or an intern position I may occupy in order to learn about the work of a library and librarian, I would be over the moon to be considered. My previous work includes freelance writing for magazines and fashion modeling. I would love to send my resume and have further conversations about how I may find myself working at the library. All the best.Any open positions at the library will be posted on the City’s website: https://www.newportbeachca.gov/government/departments/human-resources-department/job-opportunities. You can sign up using the Job Interest Card link on the left to be notified whenever a position in the library opens up. If you are interested in volunteering, there is more information on our website, along with a link to the volunteer application: https://www.newportbeachlibrary.org/about/ volunteers. I hope that helps! Please let me know if you have any other questions. Thank you.Is the Sculpture Park completely open now? Thank you.14
NEWPORT BEACH PUBLIC LIBRARY
To: Board of Library Trustees
From: Tim Hetherton, Library Services Director
Re: Report of Library Activities – August 23, 2021 Meeting
________________________________________________ _________________ _
TIM HETHERTON, LIBRARY SERVICES DIRECTOR
"To ask why we need libraries at all, when there is so much information available elsewhere, is about as
sensible as asking if roadmaps are necessary now that there are so very many roads."
- Jon Bing
Fine Elimination
A recent article from the Monday, August 8 issue of the Los Angeles Times (see attachment) reports that
Los Angeles County public libraries could soon stop fining patrons for late books and other materials under
a proposal being considered by the county Board of Supervisors.
Many public libraries in the United States have already stopped fining borrowers. In 2018, a poll of Urban
Libraries Council (ULC) member libraries found that 54 percent of responding libraries had eliminated
fines in order to increase access for low-income users and children. In January 2019, the city of San
Francisco issued the "Long Overdue Report" which detailed the impact of fines on the mission of libraries,
and the costs of eliminating fines on libraries, users, and the city and county of San Francisco. The report
recommended the elimination of overdue fines throughout the public library system. At their midwinter
meeting in 2019, the American Library Association adopted “a resolution of monetary fines as a form of
social inequity”.
Proponents of the “fine-free” movement cite the following reasons for abandoning penalties on overdue
items:
• Imposing fines on patrons is in direct opposition to the mission of the library, which is to provide
equitable access to information. Fines represent a barrier to access to low-income groups who
cannot afford to buy books. To the poor, the debt owed to the library system is onerous,
especially in regard to more immediate financial obligations, such as food, rent, and
transportation. Library fines block patrons from a critical life resource. The penalties drive away
members of the public who stand to benefit the most from free library resources, and
disproportionally punish those who need us the most.
• Fines have never resulted in a high percentage of returned items. Libraries lose patrons, fines are
not paid, and public libraries do not get their materials back.
• Overdue book fines represent a collection cost in terms of staff time, fees from recovery services,
and difficult interactions between patrons and staff.
• Public libraries that have gone “fine-free” report that it has improved the relationship with
patrons. Many libraries report a significant drop in patron complaints about customer service
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related to circulation. Patrons often return to the library for the first time in years, as do library
materials under amnesty initiatives.
Opponents of the “fine-free” model assert that:
• Several studies show that overdue fines encourage users to return borrowed library items on
time.
• Responsible individuals who follow established rules and laws help form a functioning lending
library, and violating these rules or regulations impacts patrons and their access to information.
• Some libraries rely on fines to supplement their funding and believe fines should be levied to
boost the revenue base of the library.
If the Board is favorable to exploring this issue in greater depth, staff can provide a deeper analysis of fine
elimination at a future meeting: the potential impact on revenue and Library collections, and community
sentiment. Any decision in the future will require input from the Finance Department and City Council
approval.
Passport Office and Gift Shop
Staff has resumed processing passports.
The Finance Department has applied to the Franchise Tax Board for a reseller’s permit and Library staff is
awaiting approval of the permit. Staff has identified merchandise for sale in the Gift Shop.
Two staff members have been issued their notary certification, one is awaiting a retest, and another is
scheduled to take the test in September.
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WHEELHOUSE LIST FOR LIBRARY TRUSTEES
Literacy Proclamation
Tuesday, August 24
City Council Study Session
Council Chambers
4 p.m.
International Literacy Day
Wednesday, September 8
Friends Room, Central Library
10 a.m.
Friends of the Library check presentation
Tuesday, September 14
City Council Study Session
Council Chambers
4 p.m.
Board of Library Trustees Meeting
Monday, September 20
Small Conference Room, Central Library
5 p.m.
DEBBIE WALKER, YOUTH AND BRANCH SERVICES COORDINATOR
Branches
In-person story times began again in mid-July. To accommodate COVID-related concerns, the decision
was made to hold them outdoors. Christine Chapel and Janice Nikula are hosting their story times at the
back of the Library in Mariners Park, Evelyn Rogers and Katrina Kading are offering their programs on the
side lawn at Balboa, and Nadia Dallstream and Shannon Pirus are utilizing the CdM Reading Porch for their
events. Staff and patrons are very happy to have the opportunity to present and attend story times in
person again.
In personnel news, newly hired part-time Library Clerk Bella Marler-Mulvenna began her assignment at
Mariners. There are still two vacancies for PT Library Clerks at the branch, so Bella is a very welcome
addition to the team. At CdM, full-time Library Clerk Autumn Durand has been assigned to fill the Monday
shifts that were previously filled by Debbie Williams-Lopez.
Youth Services
Summer Reading Program (SRP) ended its seven weeks on July 31. This was the first year using Beanstack,
the Library’s web-based reader tracking platform, and although there are still some adjustments to be
made regarding reading requirements, etc., the Youth Services team felt that, overall, this was a successful
venture. Almost 1,100 young readers registered and over 1,300 welcome kits were handed out during
the duration. A total of 1,500 craft bags were distributed and over 1,300 paper and Beanstack book
reviews were submitted. All staff agreed it was very nice to have patrons be able to come in person to
participate after only being able to offer SRP curbside last summer. Storytime’s at Central have been
popular and are held out front behind the Sister City statue. As part of the Virtual Programming grant,
Annika Helmuth (with the able assistance of Terry Sanchez) offered a live Zoom program on Coding for
Kids! in late July. In addition to those who attended the live presentation, several more have been
watching on-demand since the program was posted.
Teen Services
Teen participation in SRP was also healthy. Although the numbers were lower than some past years, they
were far more robust than last year. Over 130 teens registered for the program and all together submitted
over 200 reviews. As part of the Virtual Programming Grant, one test prep program and three practice
tests were offered in collaboration with Strive to Learn. All were webinars and those participants who
signed up first were given free copies of test preparation books, courtesy of funding provided by the grant.
17
Facilities
Since the glass doors in the front display case at Mariners were no longer working as they should, Eddie
removed them and redid the area. He touched up the back and side walls and added new shelving, which
enhances the look of the case. At CdM, two Century plants that had been planted in the middle of the
reading porch and stroller area were removed as they were getting damaged due to foot traffic. At
Central, Caliber Signs came out to assess the Passport/Gift Shop area for signage and removed the credit
union letters that were on the stairway. Eddie painted and sanded the area in anticipation of new lettering
for the passport office and gift shop that will be installed in August. Eddie attended a meeting with Public
Works personnel in anticipation of a City project that will ultimately replace the boiler at Central. Both
Eddie and I attended a meeting with Public Works and the vendor who will be installing the doors and
equipment for the key card access system. Work on that project will begin in the next few months.
Janitorial day porter service was also cut back at Central from all day to twice daily Monday through
Thursday and mid-day on Fridays and Saturdays.
MELISSA HARTSON, CIRCULATION AND TECHNICAL PROCESSING COORDINATOR
ILS Update
July 9 marked the one-year anniversary of our ILS (Integrated Library System) migration to SirsiDynix’s
Symphony. The ILS team continues to meet with SirsiDynix on a monthly basis to further refine and
enhance the system.
Passport Services
The Library’s Passport Services reopened this month. Appointments have been steady since reopening
and timeslots are filling up approximately 2 weeks in advance.
Staff Vacancies
Second round interviews for the part-time Library Clerk vacancies were held mid-month. Offers were
extended to multiple candidates who are now going through the fitness and background checks.
Bella Marler-Mulvenna and Nicole Osterman joined the NBPL team this month. Bella is a Library Clerk
assigned to the Mariners Library. Nicole is working at the Central Library as a Library Page. Two additional
Library Pages, Noel Chalmers, and Courtney Eldridge will begin employment in the beginning of August.
Library Page second round interviews were conducted at the end of the month. We continue to work
with HR to fill several vacancies.
REBECCA LIGHTFOOT, ADULT SERVICES COORDINATOR
Summer Reading
The Summer Reading Program ended on July 31. Librarian I Laurie Sanders hosted a wrap party on July 29
for the Adult participants.
Programs
We held a Summer Zine Exchange program in July. Twenty teens and adults returned completed zines.
Copies of the zines will be made and passed out to the participants so everyone who shared a zine will be
able to read and enjoy all the zines their fellow library users made.
18
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19
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
2021 2021 2021 2021 2021 2021 2022 2022 2022 2022 2022 2022
Tracked by #searches
A to Z Databases 1456 1456
Ancestry 459 459
AskART 63 63
Brainfuse JobNow/VetNow 21 21
Britannica School Edition 22 22
Facts on File Ancient History 0 0
Gale Archives Unbound 219 219
Gale Directory Library 7 7
Gale in Context: Biography 6 6
Gale in Context: Elementary 2 2
Gale in Context: Opposing View 11 11
Gale Literature Resource Center 12 12
Gale Virtual Reference Library 23 23
HeritageQuest 1602 1602
Legal Information Ref Center 12 12
National Geographic 114 114
National Geographic Kids 57 57
NewsBank (OC Register)1060 1060
NoveList Plus 79 79
NoveList K-8 Plus 24 24
ProQuest 1858 1858
Proquest eLibrary 1 1
Reference USA Business 539 539
Reference USA Residential 96 96
SIRS Discover 0 0
SIRS Issues Researcher 413 413
World Book Online 7 7
Tracked by #page views
Consumer Reports 2054 2054
CultureGrams 0 0
Morningstar 5070 5070
RealQuest 36 36
Tumblebooks 19 19
Value Line 14720 14720
Tracked by courses
Udemy 2316 2316
Tracked by Hours Used
ABC Mouse 26.25 26.3
Rosetta Stone 67.32 67.3
Notes:
Database FY Comparisons YTD
21/22
Proquest Articles Retrieved 2021-2022
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun AVG.
Business Databases 758 758
Newspapers--Current 762 762
Newspapers--Historical 3015 3015
Magazines 17 17
20
NBPL Website Usage 2021-2022
Metric July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Total Users 40325 40325 40325
New Users 35072 35072 35072
Sessions 73733 73733 73733
Pageviews 249347 249347 249347
Sessions Per User 1.83 1.83 --
Pages Per Session 3.38 3.38 --
Avg. Session Dur. (min) 2.68 2.68 --
Bounce Rate (%) 54.90 54.90 --
Cassie Wireless (Spot) Total Number of Sessions 2021-2022
Location July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 225 225 225
CdM 121 121 121
Mariners 933 933 933
Central 12055 12055 12055
Total 13334 13334 13334
Cassie Wireless (Spot) Total Length of Sessions (min) 2021-2022
Location July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 18534 18534 18534
CdM 9508 9508 9508
Mariners 100962 100962 100962
Central 1711361 1711361 1711361
Total 1840365 1840365 1840365
Cassie Wireless (Spot) Average Length Per Session (min) 2021-2022
Location July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 82.37 82.37 --
CdM 78.58 78.58 --
Mariners 108.21 108.21 --
Central 141.96 141.96 --
Total 138.02 138.02 --
21
JUL 21 YTD 21/22 YTD 20/21
BALBOA 2,503 2,503 4,985
CdM 2,712 2,712 3,551
MARINERS 22,411 22,411 14,524
CENTRAL 64,481 64,481 36,521
eBooks 8,645 8,645 4,150
eMagazines 1,996 1,996 5,127
eAudiobooks 5,850 5,850 2,488
Streaming Films 720 720 911
TOTAL 109,318 109,318 72,257
AUG 20 67,117
SEP 20 74,956
OCT 20 90,927
NOV 20 89,669
DEC 20 93,538
JAN 21 91,706
FEB 21 84,308
MAR 21 95,126
APR 21 91,224
MAY 21 90,904
JUN 21 101,897
JUL 21 109,318
TOTAL 1,080,690
12 Month Comparison
NEWPORT BEACH PUBLIC LIBRARY - JULY 2021
CIRCULATION
BALBOA
CdM
MARINERS
CENTRAL
eBooks
eMagazines
eAudiobooks
Streaming Films
60,000
70,000
80,000
90,000
100,000
110,000
AUG 20 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21
1582953
1582914
1598265
1610818
1529391
1464640 1424594
1376041
1084526 1043629
1000000
1125000
1250000
1375000
1500000
1625000
1750000
FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21
CIRCULATION
22
JUL 21 YTD 21/22 YTD 20/21
BALBOA 286 286 378
CdM 485 485 403
MARINERS 1,823 1,823 1,839
CENTRAL 7,657 7,657 3,776
TOTAL 10,251 10,251 6,396
12 Month Comparison
AUG 20 5,116
SEP 20 5,954
OCT 20 7,273
NOV 20 6,899
DEC 20 4,999
JAN 21 5,935
FEB 21 6,071
MAR 21 6,716
APR 21 6,511
MAY 21 6,708
JUN 21 9,510
JUL 21 10,251
TOTAL 81,943
NEWPORT BEACH PUBLIC LIBRARY - JULY 2021
REFERENCE
BALBOA
CdM
MARINERS
CENTRAL
4,000
5,000
6,000
7,000
8,000
9,000
10,000
11,000
AUG 20 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21
191567 184260 190391 168496
162510 157149
156521
163392
131445
7808870000
90000
110000
130000
150000
170000
190000
FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21
REFERENCE
23
JUL 21 YTD 21/22 YTD 20/21
BALBOA 1,976 1,976 294
CdM 3,587 3,587 354
MARINERS 8,117 8,117 1,812
CENTRAL 30,688 30,688 1,765
TOTAL 44,368 44,368 4,225
12 Month Comparison
AUG 20 5,634
SEP 20 4,650
OCT 20 7,483
NOV 20 10,639
DEC 20 7,198
JAN 21 11,103
FEB 21 7,211
MAR 21 9,962
APR 21 26,041
MAY 21 19,580
JUN 21 31,737
JUL 21 44,368
TOTAL 185,606
NEWPORT BEACH PUBLIC LIBRARY - JULY 2021
PATRONS SERVED
BALBOA
CdM
MARINERS
CENTRAL
0
10,000
20,000
30,000
40,000
50,000
AUG 20 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21
1131330
1074933
1399841
1256238
1209719
1102106
1158344
935953
636072
145463100000
300000
500000
700000
900000
1100000
1300000
1500000
FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21
PATRONS SERVED
24
JUL 21 YTD 21/22 YTD 20/21
BALBOA 91 91 17
CdM 202 202 23
MARINERS 519 519 86
CENTRAL 4,401 4,401 4,826
TOTAL 5,213 5,213 4,952
12 Month Comparison
AUG 20 4,551
SEP 20 5,080
OCT 20 4,833
NOV 20 4,065
DEC 20 4,258
JAN 21 5,010
FEB 21 4,749
MAR 21 4,027
APR 21 3,842
MAY 21 3,837
JUN 21 3,474
JUL 21 5,213
TOTAL 52,939
PROGRAM ATTENDANCE
NEWPORT BEACH PUBLIC LIBRARY - JULY 2021
BALBOA
CdM
MARINERS
CENTRAL
3,000
3,500
4,000
4,500
5,000
5,500
AUG 20 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21
51570
51894
49977
64473 67646
69922
70430
68241
68078
52678
40000
50000
60000
70000
80000
FY 11/12 FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21
PROGRAM ATTENDANCE
25
LIBRARY EXPENDITURES FY END 2020-21
(August 2, 2021)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL-TIME REGULAR 2,933,536 2,933,536 2,795,737 92,849 137,799
SALARY PART-TIME 1,044,147 1,084,397 704,974 25,661 379,423
BENEFITS 2,086,990 2,237,097 2,224,321 29,800 12,776
SALARY & BENEFITS TOTAL 6,064,673 6,255,030 5,725,032 148,310 529,998
II MAINT & OPERATION
PROFESSIONAL SERVICE*164,393 171,535 151,177 22,957 20,358
UTILITIES 271,491 271,491 226,265 2,005 45,226
PROGRAMMING 5,500 7,128 1,878 323 5,250
SUPPLIES**81,970 83,200 44,035 3,499 39,165
LIBRARY MATERIALS 619,740 626,251 622,285 2,030 3,966
FACILITIES MAINTENANCE 184,686 184,871 155,376 3,294 29,496
TRAINING AND TRAVEL 10,681 10,681 841 161 9,840
GENERAL OPERATING EXPENSES***24,202 24,442 13,003 1,817 11,439
PERIPHERALS 5,000 5,000 733 0 4,267
INTERNAL SERVICE FUNDS 1,858,439 1,858,439 1,858,439 0 0
OFFICE EQUIPMENT 2,000 2,000 979 0 1,021
MAINT & OPERATION TOTAL 3,228,102 3,245,038 3,075,010 36,087 170,028
LIBRARY BUDGET TOTAL 9,292,775 9,500,068 8,800,042 184,397 700,026
*PROFESSIONAL SERVICES - INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
26
LIBRARY EXPENDITURES FY 2021-22
(August 2, 2021)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL-TIME REGULAR 2,954,186 2,805,398 114,560 114,560 2,690,838
SALARY PART-TIME 1,162,634 1,162,634 29,197 29,197 1,133,437
BENEFITS 2,143,211 2,103,251 52,837 52,837 2,050,414
SALARY & BENEFITS TOTAL 6,260,031 6,071,283 196,594 196,594 5,874,689
II MAINT & OPERATION
PROFESSIONAL SERVICE*164,393 164,393 11,011 11,011 153,382
UTILITIES 284,373 284,373 1,515 1,515 282,858
PROGRAMMING 5,500 5,500 0 0 5,500
SUPPLIES**81,970 81,970 4,655 4,655 77,315
LIBRARY MATERIALS 619,740 619,740 130,470 130,470 489,270
FACILITIES MAINTENANCE 184,686 184,686 2,856 2,856 181,830
TRAINING AND TRAVEL 10,681 10,681 0 0 10,681
GENERAL OPERATING EXPENSES***24,202 24,202 566 566 23,636
PERIPHERALS 5,000 5,000 0 0 5,000
INTERNAL SERVICE FUNDS 1,758,054 1,758,671 0 0 1,758,671
OFFICE EQUIPMENT 2,000 2,000 0 0 2,000
MAINT & OPERATION TOTAL 3,140,599 3,141,216 151,072 151,072 2,990,144
LIBRARY BUDGET TOTAL 9,400,630 9,212,499 347,666 347,666 8,864,833
*PROFESSIONAL SERVICES - INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
27
Previous
Agenda Date AGENDA ITEM Scheduled
Agenda Date
Ongoing Ongoing
Ongoing Ongoing
Ongoing Ongoing
Aug 17, 2020 Aug 23, 2021
June 15, 2020 Aug 23, 2021
Sep 21, 2020 Sep 20, 2021
Oct 19, 2020 Oct 18, 2021
Oct 19, 2020 Oct 18, 2021
Nov 16, 2020 Nov 15, 2021
Jan 19, 2021 Jan 18, 2022
Jan 19, 2021 Jan 18, 2022
Feb 16, 2021 Feb 22, 2022
Feb 16, 2021 Feb 22, 2022
Aug 17, 2020 Mar 21, 2022
Apr 19, 2021 Apr 18, 2022
Apr 19, 2021 Apr 18, 2022
May 24, 2021 May 16, 2022
May 24, 2021 May 16, 2022
Jun 21, 2021 Jun 20, 2022
Jun 21, 2021 Jun 20, 2022
Jul 19, 2021 Jul 18, 2022
Jul 19, 2021 Jul 18, 2022
LAST
REVIEWED POLICY REVIEW
Apr 23, 2019 NBPL 14 Friends Meeting Room Aug 23, 2021
Jan 22, 2019 NBPL 10 Laptop/Use Borrowing Policy Dec 20, 2021
Jan 21, 2020 NBPL 3 Library Gift and Donor Policy Jan 18, 2022
Jun 15, 2020 NBPL 12 Circulation Policy Jun 20, 2022
Jul 20, 2020 CC I-1 Library Services Policy (Council Policy I -1)Jul 18, 2022
Aug 17, 2020 NBPL 2 Collection Development Policy Aug 15, 2022
Sep 21, 2020 NBPL 9 Expressive Use Areas Sep 19, 2022
Nov 16, 2020 NBPL 6 Media Lab Use Policy Nov 21, 2022
Nov 16, 2020 NBPL 7 Sound Lab Use Policy Nov 21, 2022
Jan 19, 2021 NBPL 5 Newport Beach Public Library Internet Use Policy Jan 17, 2023
Jan 19, 2021 NBPL 11 Rules for Acceptable Use of Wireless Internet Connections Jan 17, 2023
Feb 16, 2021 NBPL 8 Display and Distribution of Materials Policy Feb 21, 2023
Mar 15, 2021 NBPL 1 Library Use Policy Mar 21, 2023
Apr 19, 2021 NBPL 13 Study Room Policy Apr 17, 2023
Jun 21, 2021 NBPL 4 Children in the Library Policy Jun 19, 2023
BOARD OF LIBRARY TRUSTEES MONITORING LIST
Lecture Hall Update
Policy Review (See List Below)
Information Technology Update
COVID-19 Update
Literacy Program Update
Adult and Reference Services Update
Arts & Cultural Update
Newport Beach Public Library eBranch, Database and Downloadable Services Review
Library Material Selection
Media Lab Update
Youth Services Update
Branch Update - Balboa
Review Holidays / Meeting Schedule 2021
Performance Review of Library Services Director (Closed Session)
Annual Budget - Approval
Branch Update - Mariners
Annual Budget - Preliminary Review
Proposed Library Closures for Winter Holidays 2021
Branch Update - CDM
Election of Board of Library Trustees Officers/Trustee Liaisons
Marketing Update & Social Networking Update
Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June)
28
RECOMMENDATION:
Staff recommends that the Board of Library Trustees review and approve revisions to Library Policy NBPL
14, The Friends Meeting Room.
DISCUSSION:
Formerly Council Policy I-7, NBPL 14, The Friends Meeting Room, establishes procedures for processing
and approving or disapproving requests from private persons, groups, or organizations for permission to
use the Central Library Friends Meeting Room. The policy states priorities for the use of the Friends
Meeting Room to ensure its availability to Library support groups, the City and its officers, and employees,
and to resolve any conflict related to requests for use by others. It provides standards and criteria for the
use of the Friends Meeting Room to ensure there is no conflict with the public’s use of the City Libraries.
The Board of Library Trustees last amended the policy on April 23, 2019, and the policy was deleted as a
Council Policy on June 25, 2019.
Among revisions, the policy now expands priority of usage, with the addition of standard conditions of
use applicable to third priority and fourth priority users. The section on procedures for reserving the room
has also been revised.
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 - The Friends Meeting Room policy (NBPL 14)
ATTACHMENT B - The Friends Meeting Room policy (NBPL 14) (red-lined)
ATTACHMENT C - The Friends Meeting Room policy (NBPL 14) (final)
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: Review of The Friends Meeting Room Policy (NBPL 14)
29
NBPL 14
The Friends Meeting Room
Background
The large meeting room in the Newport Beach Central Library is known as the Friends Meeting
Room (Friends Room).
The Library Board of Trustees and the Library Services Department administer the Library and the
Friends Meeting Room. This room is the primary source of meeting space for library programs and
activities. In addition, City officers and employees frequently need to use the Friends Meeting Room
for City business on very short notice. Moreover, public use of the Friends Meeting Room takes staff
away from their normal duties and, if uncontrolled, can interfere with the public’s use and
enjoyment of the library. The City needs to limit the amount and timing of the use of the Library
meeting rooms by other than Library and City officials and employees to protect the public interest.
Applicability
This Policy shall not apply to use of the Friends Meeting Room for Library or Library sponsored
activities and programs and City or City sponsored activities and programs. The Library staff, the
Board of Library Trustees, the City and its officers and employees and the Friends of the Library and
Library Foundation when used for programs and activities directly related to Library functions and
purposes; shall be entitled to use the Friends Meeting Room at any time subject only to confirming
availability with the Library Services Director.
Purpose
The purpose of this Policy is to establish:
A.Procedures for processing and approving or disapproving requests from private persons,
groups or organizations for permission to use the Friends Meeting Room;
B.Priorities for the use of the Friends Meeting Room to ensure its availability to the City and its
officers and employees and to resolve any conflict related to requests for use by others; and
C.Standards and criteria for the use of the Friends Meeting Room to ensure there is no conflict
with the public’s use of the City Libraries and no significant impact on the workload of staff.
Procedure
Any person, group or entity seeking permission to use the Friends Meeting Room(applicant) shall
submit an application on the form provided by the Department. The applicant shall provide all
information requested in the application and such additional information as may reasonably be
required by the Library Services Director to enable him/her to determine if use by the applicant will
comply with this Policy. Applications shall not be considered complete unless accompanied by
required fees and proof of insurance. No person, group or entity shall be entitled to use of the
Library meeting rooms unless their application has been approved by the Library Services Director
or his/her designee. If an applicant fails to comply with the standard conditions of use or any special
conditions imposed by the Department Director, no additional application by that applicant shall be
considered for a one year period from such failure. No application shall be approved until the
applicant establishes that any fees, donations or admissions charged for use of the Friends Meeting
ATTACHMENT A
30
Room will be for non-profit fundraising purposes or limited to defraying the actual costs and
expenses of the activity or program for which the application is submitted.
Standard Conditions to Use
Applications for use of the Friends Meeting Room are approved subject to permittee’s compliance
with the following standard conditions to use:
A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the
Library Services Director and subject to the approval of the Alcoholic Beverage Control Board.
B. Smoking is prohibited in the Friends Meeting Room, and the entire Library facility, including
restrooms.
C. At least one (1) adult shall be present in the Friends Meeting Room when minors are in
attendance.
D. No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance or other activity.
E. Meetings or activities conducted at the Friends Meeting Room may not be advertised or
promoted as City or Library sponsored activities. All materials used for advertising or
announcing a meeting or activity to be conducted in a Library meeting room shall be
submitted to the Library Services Director at least ten (10) days prior to the use for the sole
purpose of determining if the material complies with this condition. The Library Services
Director shall notify the permittee of his/her determination that the material complies or
does not comply with the condition within two business days after submittal.
F. Meetings or activities in the Friends Room shall not exceed 187 persons.
G. The Friends Meeting Room shall not be used for private social functions such as weddings,
music rehearsals, etc. unless rehearsals are necessary as part of a Library or City sponsored
public concert, or production which is scheduled to be performed in the Friends Meeting
Room.
H. Use of the Friends Meeting Room is limited to 9:15 a.m. to 8:30 p.m. Monday through
Thursday and 9:15 a.m. to 5:30 p.m. Friday through Saturday, unless expressly approved in
writing by the Library Services Director.
I. The provision of insurance should be general liability, naming the City and its officers, agents,
officials, employees and volunteers as additional insureds, providing coverage in the amount
of not less than $1,000,000 for any claim, loss, injury, damage or other casualty that is in any
way related to the use and/or occupancy of the Library meeting rooms by the permittee
authorized to use the Friends Meeting Room pursuant to this Policy.
J. The permittee agrees to defend, indemnify and hold harmless the City and its officers and
employees with respect to any claim, loss, or injury that arises out of, or is in any way related
to permittee’s use and occupancy of the Friends Meeting Room.
K. Applications for reservations may be made no more than 90 days in advance and no more
than once every 90 days.
Priorities of Use
A. FIRST PRIORITY
1. Any official Newport Beach Public Library co-sponsored and/or conducted programs and
activities that are directly related to library functions and purposes.
31
2. Any meeting or activity conducted by any organization of which the City is a member and
whose purpose is consistent with the educational and informational function of the Library.
B. SECOND PRIORITY
C. Use of the Friends Meeting Room may be granted by the Library Services Director to those
persons, organizations or entities listed below on a first come first serve basis:
1. Sponsored educational or informational programs and activities of other state or local
public agencies such as local public schools or special districts.
2. Recreational, social or civic organizations and/or groups that are promoted and sponsored
by City residents or City non-profit organizations that are open to the public and have fifty
percent (50%) or more of memberships consisting of Newport Beach residents.
3. Recreational, social or civic organizations and/or groups that are non-resident promoted
and sponsored by non-profit organizations that are open to the public, but do not qualify
under B.2.
4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition
of non-profit. Non-profit status is defined as an organization that is so defined by the
Internal Revenue Service Section 501C3 and has a state of California Tax Identification
Number.
Fees, Deposits and Cancellation Procedures
Fees may be charged for the use of the Friends Meeting Room. Fees shall be established by
Resolution of and periodically adjusted by the City Council on the recommendation of the Board of
Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with
the administration of this policy and the maintenance and repair associated with the public’s use of
the Friends Meeting Room.
Adopted O-1 – 7-14-1980
Amended O-1 – 11-28-1988
Amended O-1 – 10-28-1991
Amended O-1 – 2-27-1995 (changed to I-21)
Amended I-21 – 2-24-1997
Amended I-21 – 5-8-2001
Amended I-21 – 4-8-2003 (changed to I-7)
Amended I-7 – 10-10-2006
Amended I-7 - 4-23-2019
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on April 23, 2019.
32
NBPL 14
The Friends Meeting Room
Background
The large meeting room in the Newport Beach Central Library is known as the Friends Meeting
Room (Friends Room).
The Library Board of Trustees and the Library Services Department administer the Library and the
Friends Meeting Room. The Friends Room is an important source of meeting space for Library,
Library‐related, Library‐affiliated, City of Newport Beach (“City”), and other programs and
activities.This room is the primary source of meeting space for library programs and activities. It is
not unusual for Library and City Officers and employees to have a need to use the Friends Room In
addition, City officers and employees frequently need to use the Friends Meeting Room for City
business on very short notice. Moreover, public use of the Friends Meeting Room takes Library staff
away from their normal duties and, if uncontrolled, can interfere with the public’s use and
enjoyment of the library. The City needs to limit the amount and timing of the use of the Library
meeting rooms by other than Library and City officials and employees to protect the public interest.
Applicability
This Policy shall not apply to use of the Friends Meeting Room for Library or Library sponsored
activities and programs and City or City sponsored activities and programs First Priority and Second
Priority uses (as defined below) of the Friends Room as provided below, although the users of such
Priorities are required to complete in advance an Application for Use form for such uses. So long as
they complete and file in advance the Application for Use form, such users shall be entitled to use
the Friends Room with the permission of and subject to confirming availability with the Library
Services Director. Moreover, it shall be permissible for such users to place an advance hold on
recurring regularly scheduled dates of use by such users, e.g., the first Thursday morning of each
month at 7:30 a.m. The Library staff, the Board of Library Trustees, the City and its officers and
employees and the Friends of the Library and Library Foundation when used for programs and
activities directly related to Library functions and purposes; shall be entitled to use the Friends
Meeting Room at any time subject only to confirming availability with the Library Services Director.
Purpose
The purpose of this Policy is to establish:
A.Procedures for processing and approving or disapproving requests from private
persons,applicable groups or organizations for permission to use the Friends Meeting Room;
B.Priorities as set forth below for the use of the Friends Meeting Room and to ensure its
availability to the City and its officers and employees and to resolve any conflict related to
requests for use by others; and
C.Standards and criteria for the use of the Friends Meeting Room to ensure insure there is no
conflict with the public’s use of the City Libraries and no significant impact on the workload of
staff.
ProcedurePriorities of Use
ATTACHMENT B
33
Any person, group or entity seeking permission to use the Friends Meeting Room(applicant) shall
submit an application on the form provided by the Department. The applicant shall provide all
information requested in the application and such additional information as may reasonably be
required by the Library Services Director to enable him/her to determine if use by the applicant will
comply with this Policy. Applications shall not be considered complete unless accompanied by
required fees and proof of insurance. No person, group or entity shall be entitled to use of the
Library meeting rooms unless their application has been approved by the Library Services Director
or his/her designee. If an applicant fails to comply with the standard conditions of use or any special
conditions imposed by the Department Director, no additional application by that applicant shall be
considered for a one year period from such failure. No application shall be approved until the
applicant establishes that any fees, donations or admissions charged for use of the Friends Meeting
Room will be for non‐profit fundraising purposes or limited to defraying the actual costs and
expenses of the activity or program for which the application is submitted.
Standard Conditions to Use
Applications for use of the Friends Meeting Room are approved subject to permittee’s compliance
with the following standard conditions to use:
. The use of alcoholic beverages is prohibited unless expressly approved in writing by the
Library Services Director and subject to the approval of the Alcoholic Beverage Control Board.
. Smoking is prohibited in the Friends Meeting Room, and the entire Library facility, including
restrooms.
. At least one (1) adult shall be present in the Friends Meeting Room when minors are in
attendance.
. No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance or other activity.
. Meetings or activities conducted at the Friends Meeting Room may not be advertised or
promoted as City or Library sponsored activities. All materials used for advertising or
announcing a meeting or activity to be conducted in a Library meeting room shall be
submitted to the Library Services Director at least ten (10) days prior to the use for the sole
purpose of determining if the material complies with this condition. The Library Services
Director shall notify the permittee of his/her determination that the material complies or
does not comply with the condition within two business days after submittal.
. Meetings or activities in the Friends Room shall not exceed 187 persons.
. The Friends Meeting Room shall not be used for private social functions such as weddings,
music rehearsals, etc. unless rehearsals are necessary as part of a Library or City sponsored
public concert, or production which is scheduled to be performed in the Friends Meeting
Room.
. Use of the Friends Meeting Room is limited to 9:15 a.m. to 8:30 p.m. Monday through
Thursday and 9:15 a.m. to 5:30 p.m. Friday through Saturday, unless expressly approved in
writing by the Library Services Director.
. The provision of insurance should be general liability, naming the City and its officers, agents,
officials, employees and volunteers as additional insureds, providing coverage in the amount
of not less than $1,000,000 for any claim, loss, injury, damage or other casualty that is in any
34
way related to the use and/or occupancy of the Library meeting rooms by the permittee
authorized to use the Friends Meeting Room pursuant to this Policy.
. The permittee agrees to defend, indemnify and hold harmless the City and its officers and
employees with respect to any claim, loss, or injury that arises out of, or is in any way related
to permittee’s use and occupancy of the Friends Meeting Room.
. Applications for reservations may be made no more than 90 days in advance and no more
than once every 90 days.
Priorities of Use
P.A. FIRST PRIORITY
1. Any official Library or Library support group sponsored, co‐sponsored, and/or conducted
programs and activities that are directly related to the Library Mission and the Library’s
functions and purposes.
0. Any official Newport Beach Public Library co‐sponsored and/or conducted programs and
activities that are directly related to library functions and purposes.
0. Any meeting or activity conducted by any organization of which the City is a member and
whose purpose is consistent with the educational and informational function of the Library.
S.B. SECOND PRIORITY
1. Any meeting or activity of (i) the Newport Beach Chamber of Commerce, (ii) the Corona Del
Mar Chamber of Commerce, (iii) Speak Up Newport, or (iv) any other local non‐profit
organization or entity which organization or entity is based in or around the City and whose
meeting or activity is primarily and substantively designed to educate and inform the local
community on current issues. With respect to subsection (iv), the Director shall have the
discretion to determine whether an organization or entity meets the qualifications set forth
in subsection (iv) and whether a meeting or activity meets the qualifications set forth in
subsection (iv).
2. Any meeting or activity by local non‐profit organizations or entities which organizations or
entities are based in or around the City. The Director shall determine whether an
organization or entity qualifies as a local non‐profit organization or entity for purposes of
Second Priority status.
Use of the Friends Meeting Room may be granted by the Library Services Director to those persons,
organizations or entities listed below on a first come first serve basis:
1. Sponsored educational or informational programs and activities of other state or local
public agencies such as local public schools or special districts.
2. Recreational, social or civic organizations and/or groups that are promoted and sponsored
by City residents or City non‐profit organizations that are open to the public and have fifty
percent (50%) or more of memberships consisting of Newport Beach residents.
3. Recreational, social or civic organizations and/or groups that are non‐resident promoted
and sponsored by non‐profit organizations that are open to the public, but do not qualify
under B.2.
4. Schools, colleges, hospitals or other similar civic groups not qualifying under the definition
of non‐profit. Non‐profit status is defined as an organization that is so defined by the
35
Internal Revenue Service Section 501C3 and has a state of California Tax Identification
Number.
C. THIRD PRIORITY
Use of the Friends Room may be granted by the Library Services Director to those persons,
organizations, or entities listed below on a first come, first serve basis:
1. Sponsored educational or informational programs and activities of state or local public
agencies such as local public schools or public districts.
2. Recreational, social, or civic organizations and/or groups that are promoted and
sponsored by City residents or City non‐profit organizations that are open to the public
and have fifty percent (50%) or more of their memberships held by Newport Beach
residents.
3. Recreational, social, or civic organizations and/or groups that are non‐resident and are
promoted and sponsored by non‐profit organizations that are open to the public but do
not qualify under C.2. above.
4. Schools, colleges, hospitals, or other similar groups not qualifying under the definition of
non‐profit. Non‐profit status is defined as an organization that is so defined by the
Internal Revenue Code Section 501(c) and has a State of California Tax Identification
Number.
D. FOURTH PRIORITY
All other outside organizations, municipal agencies, individuals, and groups have Fourth
Priority on all dates, and may reserve events on a first come, first serve basis under the
terms, provisions, and documents required hereunder.
Procedure
All persons, groups or entities seeking permission to use the Friends Room (“applicant”) shall
submit an Application for Use on the form provided by the Department. The applicant shall provide
all information requested in the application and such additional information as may be required by
the Library Services Director to enable the Director to determine if use by the applicant will comply
with this Policy. Applications shall not be considered complete unless accompanied by required
fees, proof of insurance, and any additional requested information to the extent applicable. No
person, group or entity shall be entitled to use of the Friends Room unless their application has
been approved by the Library Services Director or the Director’s designee. If an applicant fails to
comply with the standard conditions of use or any special conditions imposed by the Director, no
additional application by that applicant shall be considered for a one‐year period following such
failure.
Standard Conditions of Use Applicable to Third Priority and Fourth Priority Users
These standard conditions of use shall be and are applicable to Third Priority and Fourth Priority
users only; with the exceptions of standard conditions B, D, and F, the standard conditions are not
applicable to First Priority and Second Priority users; provided, however, that the Director shall have
the discretion to impose one or more such other standard conditions on First Priority and Second
Priority users. An Application for Use of the Friends Room may be approved subject to the Third
36
Priority User’s and the Fourth Priority User’s compliance with the following standard conditions of
use and other conditions of use as may be imposed by the Library Services Director:
A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the Library
Services Director and subject to the approval of the Alcoholic Beverage Control Board.
B. Smoking, vaping of any kind, and other use of tobacco or similar products is prohibited in the
Friends Room and the entire Library campus, including restrooms and all common areas.
C. At least one (1) adult shall be present in the Friends Room when minors are in attendance.
D. No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance, or other activity.
E. Meetings or activities conducted in the Friends Room may not be advertised or promoted as City
or Library sponsored activities unless approved in advance by the Library Services Director. All
materials used for advertising or announcing a meeting or activity to be conducted in the Friends
Room shall be submitted to the Library Services Director at least ten (10) days prior to the use for
the sole purpose of determining if the material complies with this condition. The Library Services
Director shall notify the permittee of the Director’s determination that the material complies or
does not comply with the condition within three business days after submittal.
F. Events or activities in the Friends Room shall not exceed 187 persons.
H. Use of the Friends Room is limited from 9 a.m. to 9 p.m. Monday through Thursday, 9 a.m. to 6
p.m. Friday and Saturday, and 12 p.m. to 5 p.m. Sunday, unless exceptions to these hours are
expressly approved in writing in advance by the Library Services Director.
I. The provision of insurance should be general liability, naming the Library and City and their
officers, agents, officials, employees, and volunteers as additional insureds, providing coverage in
the amount of not less than $1,000,000 for any claim, loss, injury, damage, or other casualty that is
in any way related to the use and/or occupancy of the Friends Room by the permittee authorized to
use the Friends Room pursuant to this Policy.
J. The permittee agrees to defend, indemnify, and hold harmless the Library and the City and their
officers and employees with respect to any claim, loss, or injury that arises out of, or is in any way
related to permittee’s use and occupancy of the Friends Room.
K. Applications for reservations may be made no more than 90 days in advance and not more than
once every 90 days.
Fees, Deposits and Cancellation Procedures
Fees may be charged for the use of the Friends Meeting Room. Fees shall be established by
Resolution of and periodically adjusted by the City Council on the recommendation of the Board of
Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with
the administration of this policy Policy and the maintenance and repair associated with the public’s
use of the Friends Meeting Room. Notwithstanding anything to the contrary herein, the Director
may impose fees and other charges on the First Priority Users and the Second Priority Users.
37
Adopted O‐1 – 7‐14‐1980
Amended O‐1 – 11‐28‐1988
Amended O‐1 – 10‐28‐1991
Amended O‐1 – 2‐27‐1995 (changed to I‐21)
Amended I‐21 – 2‐24‐1997
Amended I‐21 – 5‐8‐2001
Amended I‐21 – 4‐8‐2003 (changed to I‐7)
Amended I‐7 – 10‐10‐2006
Amended I‐7 ‐ 4‐23‐2019
Amended NBPL 14 – 08‐23‐2021
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on April August 23, 20192021.
38
NBPL 14
The Friends Meeting Room
Background
The large meeting room in the Newport Beach Central Library is known as the Friends Meeting
Room (Friends Room).
The Library Board of Trustees and the Library Services Department administer the Library and the
Friends Meeting Room. The Friends Room is an important source of meeting space for Library,
Library‐related, Library‐affiliated, City of Newport Beach (“City”), and other programs and activities.
It is not unusual for Library and City Officers and employees to have a need to use the Friends Room
on short notice. Moreover, use of the Friends Meeting Room takes Library staff away from their
normal duties and, if uncontrolled, can interfere with the public’s use and enjoyment of the library.
Applicability
This Policy shall not apply to First Priority and Second Priority uses (as defined below) of the Friends
Room as provided below, although the users of such Priorities are required to complete in advance
an Application for Use form for such uses. So long as they complete and file in advance the
Application for Use form, such users shall be entitled to use the Friends Room with the permission
of and subject to confirming availability with the Library Services Director. Moreover, it shall be
permissible for such users to place an advance hold on recurring regularly scheduled dates of use by
such users, e.g., the first Thursday morning of each month at 7:30 a.m.
Purpose
The purpose of this Policy is to establish:
A.Procedures for processing and approving or disapproving requests from applicable groups or
organizations for permission to use the Friends Room.
B.Priorities as set forth below for the use of the Friends Room and to resolve any conflict related
to requests for use; and
C.Standards and criteria for the use of the Friends Room to insure there is no significant impact
on the workload of staff.
Priorities of Use
A.FIRST PRIORITY
1.Any official Library or Library support group sponsored, co‐sponsored, and/or conducted
programs and activities that are directly related to the Library Mission and the Library’s
functions and purposes.
B.SECOND PRIORITY
1.Any meeting or activity of (i) the Newport Beach Chamber of Commerce, (ii) the Corona Del
Mar Chamber of Commerce, (iii) Speak Up Newport, or (iv) any other local non‐profit
organization or entity which organization or entity is based in or around the City and whose
meeting or activity is primarily and substantively designed to educate and inform the local
community on current issues. With respect to subsection (iv), the Director shall have the
ATTACHMENT C
39
discretion to determine whether an organization or entity meets the qualifications set forth
in subsection (iv) and whether a meeting or activity meets the qualifications set forth in
subsection (iv).
2. Any meeting or activity by local non‐profit organizations or entities which organizations or
entities are based in or around the City. The Director shall determine whether an
organization or entity qualifies as a local non‐profit organization or entity for purposes of
Second Priority status.
C. THIRD PRIORITY
Use of the Friends Room may be granted by the Library Services Director to those persons,
organizations, or entities listed below on a first come, first serve basis:
1. Sponsored educational or informational programs and activities of state or local public
agencies such as local public schools or public districts.
2. Recreational, social, or civic organizations and/or groups that are promoted and sponsored
by City residents or City non‐profit organizations that are open to the public and have fifty
percent (50%) or more of their memberships held by Newport Beach residents.
3. Recreational, social, or civic organizations and/or groups that are non‐resident and are
promoted and sponsored by non‐profit organizations that are open to the public but do not
qualify under C.2. above.
4. Schools, colleges, hospitals, or other similar groups not qualifying under the definition of
non‐profit. Non‐profit status is defined as an organization that is so defined by the Internal
Revenue Code Section 501(c) and has a State of California Tax Identification Number.
D. FOURTH PRIORITY
All other outside organizations, municipal agencies, individuals, and groups have Fourth
Priority on all dates, and may reserve events on a first come, first serve basis under the terms,
provisions, and documents required hereunder.
Procedure
All persons, groups or entities seeking permission to use the Friends Room (“applicant”) shall
submit an Application for Use on the form provided by the Department. The applicant shall provide
all information requested in the application and such additional information as may be required by
the Library Services Director to enable the Director to determine if use by the applicant will comply
with this Policy. Applications shall not be considered complete unless accompanied by required
fees, proof of insurance, and any additional requested information to the extent applicable. No
person, group or entity shall be entitled to use of the Friends Room unless their application has
been approved by the Library Services Director or the Director’s designee. If an applicant fails to
comply with the standard conditions of use or any special conditions imposed by the Director, no
additional application by that applicant shall be considered for a one‐year period following such
failure.
Standard Conditions of Use Applicable to Third Priority and Fourth Priority Users
These standard conditions of use shall be and are applicable to Third Priority and Fourth Priority
users only; with the exceptions of standard conditions B, D, and F, the standard conditions are not
applicable to First Priority and Second Priority users; provided, however, that the Director shall have
the discretion to impose one or more such other standard conditions on First Priority and Second
40
Priority users. An Application for Use of the Friends Room may be approved subject to the Third
Priority User’s and the Fourth Priority User’s compliance with the following standard conditions of
use and other conditions of use as may be imposed by the Library Services Director:
A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the
Library Services Director and subject to the approval of the Alcoholic Beverage Control
Board.
B. Smoking, vaping of any kind, and other use of tobacco or similar products is prohibited in
the Friends Room and the entire Library campus, including restrooms and all common areas.
C. At least one (1) adult shall be present in the Friends Room when minors are in attendance.
D. No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance, or other activity.
E. Meetings or activities conducted in the Friends Room may not be advertised or promoted as
City or Library sponsored activities unless approved in advance by the Library Services
Director. All materials used for advertising or announcing a meeting or activity to be
conducted in the Friends Room shall be submitted to the Library Services Director at least
ten (10) days prior to the use for the sole purpose of determining if the material complies
with this condition. The Library Services Director shall notify the permittee of the Director’s
determination that the material complies or does not comply with the condition within
three business days after submittal.
F. Events or activities in the Friends Room shall not exceed 187 persons.
G. Use of the Friends Room is limited from 9 a.m. to 9 p.m. Monday through Thursday, 9 a.m.
to 6 p.m. Friday and Saturday, and 12 p.m. to 5 p.m. Sunday, unless exceptions to these
hours are expressly approved in writing in advance by the Library Services Director.
H. The provision of insurance should be general liability, naming the Library and City and their
officers, agents, officials, employees, and volunteers as additional insureds, providing
coverage in the amount of not less than $1,000,000 for any claim, loss, injury, damage, or
other casualty that is in any way related to the use and/or occupancy of the Friends Room
by the permittee authorized to use the Friends Room pursuant to this Policy.
I. The permittee agrees to defend, indemnify, and hold harmless the Library and the City and
their officers and employees with respect to any claim, loss, or injury that arises out of, or is
in any way related to permittee’s use and occupancy of the Friends Room.
J. Applications for reservations may be made no more than 90 days in advance and not more
than once every 90 days.
Fees, Deposits and Cancellation Procedures
Fees may be charged for the use of the Friends Meeting Room. Fees shall be established by
Resolution of and periodically adjusted by the City Council on the recommendation of the Board of
Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with
the administration of this Policy and the maintenance and repair associated with the use of the
Friends Room. Notwithstanding anything to the contrary herein, the Director may impose fees and
other charges on the First Priority Users and the Second Priority Users.
41
Adopted O‐1 – 7‐14‐1980
Amended O‐1 – 11‐28‐1988
Amended O‐1 – 10‐28‐1991
Amended O‐1 – 2‐27‐1995 (changed to I‐21)
Amended I‐21 – 2‐24‐1997
Amended I‐21 – 5‐8‐2001
Amended I‐21 – 4‐8‐2003 (changed to I‐7)
Amended I‐7 – 10‐10‐2006
Amended I‐7 ‐ 4‐23‐2019
Amended NBPL 14 – 08‐23‐2021
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on August 23, 2021.
42
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.
Three part time Library Assistant vacancies were filled in March of 2021. Shannon Pirus was promoted
from Page and went to fill the vacancy at Corona del Mar. Omar Ordiano and Emily Halphide were hired
for vacancies at Central. The recent resignation of Children’s Librarian Melinda Knight allowed for some
shifting of staffing. Corona del Mar Branch Librarian Annika Helmuth came to Central as a Librarian II in
Children’s Services and Librarian II Nadia Dallstream moved to Corona del Mar to take over as Branch
Librarian. This leaves a vacancy for a Librarian I position for Adult Services. A candidate is currently in the
background check process.
Programming and Outreach
In person programming was put on hold in March of 2020 due to the pandemic. Staff quickly shifted and
moved programming online, looking for ways to provide meaningful, engaging, and educational content
to patrons watching from home. Librarian Alex Jenkins made craft videos and presented a workshop on
self‐publishing. Programming Assistant Terry Sanchez was able to provide most of the Sunday Musicales
online, hosted several author talks, and set up an online Memoir Writing workshop and a Genealogy
series. Staff recorded short videos promoting popular books and making recommendations. The flexibility
of providing content online has been popular with the community. Staff plans to continue offering an
online component after in person programming resumes. The first Sunday Musicale will be held in
September, and author Robin Gunn Jones is slated to appear in person in early November.
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 on topics ranging from virtual
programming to enhancing soft skills. Four staff members attended online notary training in preparation
for becoming certified notaries so the Library can offer this service to our patrons.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Tim Hetherton, Library Services Director
(949) 717‐3810, thetherton@newportbeachca.gov
PREPARED BY: Rebecca Lightfoot, Acting Library Services Manager
TITLE: Adult Services Update
43
Services
The Library added several new databases during the year, including Brainfuse’s JobNow/VetNow, which
provides a myriad number of learning and career resources, including live resume and interview
preparation. ABC Mouse, an award‐winning database geared towards school age children that was
formerly offered as an in‐house use only database was made available to patrons at home. ArtistWorks
provides world class instruction for most popular string and band instruments through self‐paced video
lessons from professional musicians. ComicsPlus from Library Pass offers unlimited access to over 20,000
graphic novels and comics for readers of all ages.
Beanstack, an online resource to aid with keeping track of reading, was made possible by a grant from the
California Library Association in partnership with the California State Library. Staff went through extensive
training with Beanstack’s implementation team, and the website and app went live in March of 2021.
ILS Update
The Library migrated to a new ILS (Integrated Library System) in July of 2020. Reference staff trained on
how to use the new system as well as assist patrons with the change. Several members of staff were
involved with designing the new online catalog and mobile app.
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).
44
DISCUSSION:
Newport Beach Public Library continues to follow guidance from the State Library for restoring in-person
services in California’s libraries.
On Monday, June 7, Central Library resumed regular hours of operation, including evenings and Sundays.
Also, on June 7, Balboa and Corona del Mar branches reopened for in-person services with their regular
hours of operation. Mariners resumed their regular hours of operation beginning Tuesday, July 6.
The OC Health Care Agency’s (HCA) Health Officers are encouraging county residents to get fully
vaccinated in light of increasing COVID-19 cases resulting from the Delta variant.
Unvaccinated members of the public and unvaccinated employees are still required to wear masks inside
City facilities. Many staff members have opted to continue to wear face coverings. The Orange County
Health Care Agency recommends that, regardless of an individual’s vaccination status, to wear a mask if
indoors, around someone at risk, with people whose vaccination status is unknown, or have unvaccinated
children or other loved ones at home.
Story times resumed on Monday, July 12. Staff has opted to hold story times outdoors to help provide a
safe environment for our youngest patrons. Attendance has been robust.
The Friends of the Library relocated operations from the Friends Meeting Room/Bamboo Courtyard to
the Friends Bookstore, with operating hours Monday through Saturday, 10:30 a.m. to 3 p.m.
Newport Beach Public Library will continue to follow the State Library’s guidance for the re-opening of
public libraries for in-person services. Staff continues to review 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 the retail sector.
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: COVID-19 Update
45