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09-20-2021-BLT-AGENDA PACKET
CITY OF NEWPORT BEACH BOARD OF LIBRARY TRUSTEES AGENDA Newport Beach Central Library 1000 Avocado Avenue, Newport Beach, CA 92660 Monday, September 20, 2021 - 5:00 PM Board of Library Trustees Members: Paul Watkins, Chair Kurt Kost, Vice Chair Barbara Glabman, Secretary Douglas Coulter, Board Member Janet Ray, Board Member 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, September 19, 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. I.CALL MEETING TO ORDER II.ROLL CALL III.PLEDGE OF ALLEGIANCE 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. September 20, 2021 Page 2 Board of Library Trustees Meeting V.CONSENT CALENDAR All matters listed under CONSENT CALENDAR are considered to be routine and will all be enacted by one motion in the form listed below. Board of Library Trustees have received detailed staff reports on each of the items recommending an action. There will be no separate discussion of these items prior to the time the Board of Library Trustees votes on the motion unless members of the Board of Library Trustees request specific items to be discussed and/or removed from the Consent Calendar for separate action. Members of the public who wish to discuss a Consent Calendar item should come forward to the lectern upon invitation by the Chair. A.Consent Calendar Items Minutes of the August 23, 2021 Board of Library Trustees Meeting (pp. 5-13)1. DRAFT OF MINUTES Patron Comments (p. 14)2. Monthly review of evaluations of library services through suggestions and requests received from patrons. PATRON COMMENTS Library Activities (pp. 15-23)3. Monthly update of library events, services, and statistics. AUGUST ACTIVITIES Expenditure Status Report (p. 24)4. Monthly expenditure status of the library's operating expenses, services, salaries, and benefits by department. AUGUST EXPENDITURES Board of Library Trustees Monitoring List (p. 25)5. List of agenda items and dates for monthly review of projects by the Board of Library Trustees. MONITORING LIST September 20, 2021 Page 3 Board of Library Trustees Meeting VI.CURRENT BUSINESS A.Items for Review Resolution Honoring Assistant City Manager Carol Jacobs (p. 26)6. The Board of Library Trustees will honor Carol Jacobs for her contributions to the Library and the City prior to her retirement on October 8, 2021. RESOLUTION Literacy Services Update (p. 27)7. Literacy Coordinator Cherall Weiss will give an oral report on the Literacy program and events. LITERACY UPDATE Lecture Hall Update8. Trustee Ray will report on activities related to the Library Lecture hall project. Balboa Branch Replacement Update9. Trustee Ray will report on activities related to the Balboa Branch Replacement project. COVID-19 Update (p. 28)10. Staff will update the Trustees on the Library's activities during COVID-19. COVID-19 UPDATE Library Services11. Report of Library issues regarding services, patrons, and staff. B.Monthly Reports Library Foundation Liaison Reports12. 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. Friends of the Library Liaison Report13. Trustee update on the most recently attended Friends of the Library Board meeting. Literacy Services Liaison Report14. Trustee update on the most recently attended Literacy Services Advisory Board meeting. September 20, 2021 Page 4 Board of Library Trustees Meeting VII.PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited on non-agenda items generally considered to be within the subject matter jurisdiction of the Board of Library Trustees. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The Board of Library Trustees has the discretion to extend or shorten the speakers’ time limit on agenda or non-agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. VIII.BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) IX.ADJOURNMENT DRAFT CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Central Library 1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes Monday, August 23, 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 Camille Escareal-Garcia, Cultural Arts Assistant Trustees Present: Chair Paul Watkins, Vice Chair Kurt Kost, Secretary Barbara Glabman, Trustee Douglas Coulter, Trustees Absent: Trustee Janet Ray (excused) Staff Present: Tim Hetherton, Library Services Director Rebecca Lightfoot, Adult Services Coordinator/Acting Library Services Manager Camille Escareal-Garcia, Cultural Arts Assistant Debbie Walker, Youth & Branch Services Coordinator Melissa Hartson, Circulation & Technical Processing Coordinator Staff Absent: Francine Jacome, Administrative Support Specialist (excused) III. PLEDGE OF ALLEGIANCE – Led by Vice Chair Kost IV. NOTICE TO THE PUBLIC V. CONSENT CALENDAR A. Consent Calendar Items 1. Minutes of the July 19, 2021, Board of Library Trustees Meetings 2. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from customers. 3. Library Activities Monthly update of library events, services and statistics. 4. Expenditure Status Report Monthly expenditure status of the library's operating expenses, services, salaries, and benefits by department. 5 Board of Library Trustees Meeting Minutes August 23, 2021 Page 2 5.Board of Library Trustees Monitoring ListList of agenda items and dates for monthly review of projects by the Board ofLibrary Trustees. Motion made by Secretary Glabman, seconded by Vice Chair Kost, and carried (4-0-0-1) to approve the Consent Calendar. AYES: Watkins, Coulter, Kost, Glabman NOES: ABSTENTIONS: ABSENCES: Ray VI.CURRENT BUSINESS A.Items for Review 6.Review of The Friends Meeting Room Policy (NBPL 14)Staff recommends that the Board of Library Trustees review and approve revisionsto Library Policy NBPL 14, The Friends Meeting Room. Chair Watkins stated he submitted a draft of NBPL 14, which was circulated to staff for input. Upon review, Chair Watkins agreed with the changes made by staff. Library Services Director Hetherton agreed with Chair Watkins’ summation. Chair Watkins called for BLT comments and questions on NBPL 14. In response to Secretary Glabman’s question about Category 2 and community non-profits Library Services Director Hetherton explained that in many scenarios Library Services will make judgement calls to accommodate groups that provide community amenities and are open to the public. Secretary Glabman confirmed that the room could be booked for open events, not ticketed ones. Chair Watkins called for public comment, but there was none. Motion made by Trustee Coulter, seconded by Secretary Glabman, and carried (4-0-0-1) to approve the revisions to Library Policy NBPL 14, The Friends Meeting Room. AYES: Watkins, Coulter, Kost, Glabman NOES: ABSTENTIONS: ABSENCES: Ray 7.Information Technology UpdateStaff will update the Board of Library Trustees on Library information technologyactivities. 6 Board of Library Trustees Meeting Minutes August 23, 2021 Page 3 Library Services Director Hetherton reported on behalf of IT. During the pandemic closure IT demonstrated its value to the City. City business was conducted during the closures via Zoom and Microsoft Teams and facilitated by IT. Over the past year IT completed the following projects in addition to 940 requests for help: 1) completed first major ILS upgrade with SirsiDynix, 2) replaced the scanner at Central Library, 3) set up the IT in the new passport and gift shop, 4) helped with the Library website redesign, 5) installed receipt printers at all branches, 6) implemented a web content filtering software, 7) added wireless access point upgrades, 8) upgraded all software on the Media Lab Max, 9) provided website content management training for Library staff, and 10) reconfigured and reloaded the public computer reservation system. Next year IT plans the following projects: 1) upgrade the iOS before the end of the year, 2) new security cameras at Central Library, 3) replacement of all Media Lab and public computers at Central Library, 4) CASSIE replacement, and 5) Library website update. Chair Watkins called for BLT comments and questions. In response to Vice Chair Kost’s question about the replacement schedule for computers Library Services Director Hetherton said he thought it was three years. Circulation & Technical Processing Coordinator Melissa Hartson could not recall the exact schedule but stated that there was a schedule, and the staff and public computers were scheduled to be replaced. In response to Secretary Glabman’s question about washing and donating the old computers Library Services Director Hetherton stated he did not know, but that he assumed the public computers had significant share of wear and tear. Chair Watkins called for the public comment, but there was none. The Board received and filed the report. He also thanked IT for its great work during the pandemic. 8. Adult and Reference Service Update Adult Services Coordinator Rebecca Lightfoot will provide the annual update on reference services, and collections and programming for adult patrons. Adult Services Coordinator Rebecca Lightfoot shared a story about a gentleman in Nova Scotia with a book from the 1930’s that contained a name, address on Balboa Island, and was dated 1937. She researched the resident, a Mr. Hopkins, for the Nova Scotia gentleman and was able to provide information on Mr. Hopkins, his residence, children, and other matters. Chair Watkins thanked Adult Services Coordinator Lightfoot for the interesting story. 7 Board of Library Trustees Meeting Minutes August 23, 2021 Page 4 Adult Services Coordinator Lightfoot said that helping people find information is very important to librarians. She reported the Library is almost fully staffed with three part-time library assistant vacancies filled in March, they promoted a page to an assistant, transferred two staff members over from Parks and Recreation, and the new Librarian I for Adult Services starts the week of August 30, 2021. Staff was able to move to virtual programming during the pandemic with the help of IT and are getting back to in person programming. Author Robin Jones Gunn, a Newport Beach resident, has a program in November. Sunday Musicales return in September. Staff conducted training while they were open for curbside service and closed to the public. Four staff members attended notary training, two took their oaths already, and the passport office is open and very busy. The wait on a passport is approximately 18 weeks at this point. In response to Vice Chair Kost’s question about expediting passports Adult Services Coordinator Lightfoot said they do both expedited service and hand carry services. Circulation and Technical Processing Coordinator Melissa Hartson explained that the hand carry service is when a customer uses a courier which causes the application to be handled in a different manner and carries and extra fee. It is currently taking up to 18 weeks for normal applications and 12 for expedited processing. Adult Services Coordinator Lightfoot reported they added several new online databases over the past year including Brainfuse JobNow & VetNow, ABC Mouse, and ArtistWorks. ArtistWorks offers online musical instruction. In response to Vice Chair Kost’s question about how to use the databases Adult Services Coordinator Lightfoot explained patrons could use Overdrive, which is the downloadable eBook and audiobook service. It can be accessed through the Libby app on mobile devices. The services are free with library membership. Adult Services Coordinator Lightfoot stated they also added ComicsPlus to the databases. Finally, they added Beanstack, which was made possible with a grant from the California Library Association in conjunction with the California State Library. Staff received extensive training and Beanstack has been very popular. Chair Watkins confirmed that Beanstack encourages and tracks higher levels of participation for popular library programs including summer reading, winter reading, and 100 Books Before Kindergarten. Adult Services Coordinator Lightfoot agreed and explained it was an alternate way to view summer reading. Other libraries have used Beanstack for years and recommended it. Finally, they upgraded the Integrated Library System (ILS) in July 2020 during the time they were closed to the public. Reference staff had to do a lot of phone and email tech support for patrons learning to use the new catalog system online. The mobile app was introduced and has been popular. Chair Watkins called for Board and public comments and questions, but there were none. He thanked Adult Services Coordinator Lightfoot and received and filed the report. 8 Board of Library Trustees Meeting Minutes August 23, 2021 Page 5 9. Lecture Hall Update Staff will report on activities related to the Library Lecture Hall project. Library Services Director Hetherton reported that Trustee Ray updated him and that he would share it with the BLT. The Lecture Hall Design Committee met, and the Memorandum of Understanding (MOU) is being reviewed by the City and is moving forward. The Design Committee also recommended that the Irvine Company explore the “fin design.” All other aspects of the project were approved by the Irvine Company and the Design Committee approved it to go to Council. In response to Chair Watkins’ inquiry on the “fin design” Library Services Director Hetherton stated he felt it was attractive, it is stainless steel fins that radiate off the front of the building and serve a functional purpose as sunshades. Chair Watkins asked if the “fin design” was graphically presented. Trustee Coulter said it was graphically presented months ago but the Design Committee shifted to the “sea foam design.” Chair Watkins asked Library Services Director Hetherton to share the design with the BLT and he stated he would do so. He called for comments and questions from the BLT. Secretary Glabman stated confusion about the “sea foam design” and the “fin design” as she thought each was on its own side of the building. Trustee Coulter explained that even with the fins the concern is about sunset light, so it is still a work in progress. Chair Watkins said the BLT looked forward to receiving the concept from Library Services Director Hetherton. The Board received and filed the report. 10. COVID-19 Update Staff will update the Trustees on the Library’s activities during COVID-19. Library Services Director Hetherton reported no change from past months. Even though there has been a spike in cases it has not changed the Library response. Vaccinated people can go mask less and unvaccinated should be masked with patrons self-attesting. Story times are being held outdoors with two rainouts. Story times have been popular with both parents and children. In response to Chair Watkins question regarding other libraries mask requirements Library Services Director Hetherton said that other places are interpreting the restrictions more strictly and have scaled back on hours and live programming. There has been a spike in City employees getting sick, but none of those have been Library employees. Chair Watkins called for BLT or public comments and questions, but there were none. The Board received and filed the report. 9 Board of Library Trustees Meeting Minutes August 23, 2021 Page 6 11. Library Services Report of Library issues regarding services, patrons, and staff. Library Services Director Hetherton reported that Los Angeles Public Library is going fine free. Other libraries in Orange County have also gone fine-free or are planning to do so soon. Newport Beach is not the same as many of the communities in Los Angeles County. NBPL treats our patrons as individuals and human beings. If a patron expresses a life catastrophe such as illness or job loss then the Library works with them and may decrease, or waive fines at staff’s discretion. The Library can both be compassionate and encourage patrons to return items promptly. Trustee Coulter agreed with Library Services Director Hetherton’s thoughts. In response to Secretary Glabman’s question about revenue from fines Library Services Director Hetherton said it was over $100,000. Circulation & Technical Processing Coordinator Melissa Hartson explained that in a typical year it could be upward of $140,000. The past two years have been different and in 2020 they implemented the new ILS system with automatic renewals, which has dropped the intake of fines dramatically. Now that the Library is reopened and operating normally the fines are increasing but will not reach $140,000 because of the automatic renewals. Chair Watkins called for BLT questions and comments. Vice Chair Kost agreed with Trustee Coulter on Library Services Director Hetherton’s position on fines. Chair Watkins said the fine policy was common sense and that he appreciated Library Services Director Hetherton’s moderation or discretion where needed. His point of view was that people who borrow things should be expected to return them. Library Services Director Hetherton reported the Library received its Reseller’s Permit for the gift shop so merchandise can be sold as soon as it arrives. The merchandise is custom made and expected within the next few weeks. Two staff members are certified as notaries with a third awaiting retest and a fourth taking the test in September. Chair Watkins requested “maximum splash” for the gift shop opening so that it would be well patronized. In response to Trustee Coulter’s question about the restaurant Library Services Director Hetherton explained it was open from 10:00 a.m. to 2:00 p.m. The restaurant is having staffing issues. Library Services Director Hetherton announced that the 8/24/21 ProLiteracy Proclamation is at 5:00 p.m. in Council Chambers. The new name is Project Adult Literacy (PAL). On September 14, 2021, the Friends will present a check to City Council at 4:00 p.m. in Council Chambers. On September 8, 2021, is International Literacy Day in the Friends Room at 10:00 a.m. 10 Board of Library Trustees Meeting Minutes August 23, 2021 Page 7 Chair Watkins called for BLT questions and comment, but there was nothing further. He called for the public comment, but there was none. The Board received and filed the report. B. Monthly Reports 12. Library Foundation Liaison Reports A. Library Foundation Board – Report on the most recently attended meeting. Vice Chair Kost stated he was unable to attend the last meeting due to travel. Library Foundation Board Member Dorothy Larson stated that although there was no August meeting the Newport Beach Public Library Foundation (NBPLF) had been very busy reviewing and revising the donor levels. Jerold Kappel created new Board policies and resolutions, an updated chart of accounts, and an ethical donor relations and fundraising report. Mr. Jerold Kappel, NBPLF Board Member, reported that they were catching up and are ready to announce the Witte Lecture series and Library Live. There are two contracts yet to be confirmed. The programs will not start until January which is advantageous because all Orange County presenting and preforming arts organizations will require audience vaccination. Medicine in our Backyard, book discussion group, and financial literacy all start in September and will be announced following Labor Day. The Leadership Reception in the Bamboo Court is on 10/6/21. BLT members are invited, and invitations will go out by the end of the week. The Ethical Donor Fundraising Policy was updated and includes a Donor Bill of Rights. Upon approval by the Board, it will be sent to the BLT for their understanding. The Financial Management Policy has been updated and will be sent to the BLT. In response to Chair Watkin’s question about the Ethical Policy Mr. Kappel said it identified how the Board will account for gifts, discusses how all federal and state regulations will be followed, and discusses agreements with the City. It is approximately nine pages and covers all aspects of an ethical way to solicit, accept, and recognize contributions. Chair Watkins called for BLT comments. In response to Trustee Coulter’s question about the vaccine requirements Mr. Kappel stated that they did not have to follow the suggestion, but noted their events take place in public spaces. The organizations that announced are all private 501c3s. Since those organizations have the largest audiences and broadest reach it would be something that would impact everyone. Chair Watkins called for further comments or questions. Mr. Kappel said that the Foundation and the Trustees can work together cooperatively to advance the mission of the Library. In response to Trustee Coulter’s question about the utilities and the City’s responsibility Chair Watkins stated that was an argument and that Library Services Director Hetherton 11 Board of Library Trustees Meeting Minutes August 23, 2021 Page 8 was aware of it. There are several members of Council that may take a hardline stance on the funding. Trustee Coulter stated that the sewer discussion would be important. Mr. Kappel was concerned that until they got working to size and out to bid they did not know the cost of the building. Right now with materials scarcity and other issues the cost of building now is greater than building in two years. Until the City puts the project for bid they do not know the hard costs. Chair Watkins stated the Board received and filed the report. B. Library Live Lectures Committee – Report on the most recently attended meeting. Chair Watkins stated that in January the lectures begin. The first Library Live Committee meeting is in September. Mr. Kappel said they hoped to have a new Chair by September. Chair Watkins said the January lectures were great news. There was no further report from the Library Live Lectures Committee. C. Witte Lectures Committee – Report on the most recently attend meeting. Secretary Glabman stated that she had not attended a Witte meeting yet. Mr. Kappel stated there would be a Witte meeting in September. When the contracts come back they can begin promoting and fundraising. Chair Watkins requested the BLT be notified of the meeting date. 13. Friends of the Library Liaison Report Trustee update on the most recently attended Friends of the Library Board meeting. Trustee Coulter reported that the Friends bookstore stayed open despite the pandemic, every other similar organization in the County closed. The bookstore continues to have weekly specials for its customers. The total bookstore sales, online, membership, and donations for July were $19,723. Because the bookstore was closed, last July’s revenue of $1,570 was from membership and Amazon sales. The Friends have worked hard to move back into the bookstore and are generating revenue. Chair Watkins called for further questions and comments, but there were none. The Board received and filed the report. 12 Board of Library Trustees Meeting Minutes August 23, 2021 Page 9 14. Literacy Services Liaison Report Trustee update on the most recently attended Literacy Services Advisory Board meeting. Chair Watkins called for the PAL report from Library Services Director Hetherton. Library Services Director Hetherton reported the name change from Newport/Mesa ProLiteracy to Project Adult Literacy (PAL). Marketing Specialist Maria Nicklin is helping rebrand and develop the new logo. Program Director Cherall Weiss and the PAL Board think the new name is clean, catchy, and easy to identify. Literacy classes are resuming in person. The full schedule will be up in September. On September 8, 2021, at 10:00 a.m. International Literacy Day will proceed. On October 9, 2021, there is a happy hour with Maggie Shipstead. Finally, several new Board Members joined PAL. Chair Watkins called for BLT and public comments and questions, but there was none. The Board received and filed the report. Library Services Director Hetherton stated that last month Chair Watkins activated a Balboa Branch Ad Hoc Committee. It was not included in the packet and that would be rectified, but Trustee Ray provided a report for him to read. Chair Watkins called for the report. Library Services Director Hetherton reported that the Ad Hoc Committee was appointed to explore options for the Balboa Branch. Trustee Ray is chairing the committee with Secretary Glabman as a member. Staff support is provided by Library Services Director Hetherton, Debbie Walker, Evelyn Rodgers, and Annika Helmuth. Trustee Ray is looking to reach out to the community near the branch and consult with the firemen. He suggested staff complete a needs assessment. The first meeting of the committee will be in late September or October. Chair Watkins called for BLT comments or questions, but there were none. There was no public comment, so the Board received and filed the report. He further instructed Library Services Director Hetherton to place the item on the monitoring list. VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Ms. Dorothy Larson commented on how well run the Library is and thanked the BLT and staff for their work. VIII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) None. IX. ADJOURNMENT – 6:00 P.M. 13 AUGUST 2021Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron 18/5/2021EmailRebecca LightfootAdult Services Coordinator8/5/202128/9/2021EmailDebbie WalkerLibrary Services Manager, Acting8/9/202138/16/2021EmailRebecca LightfootAdult Services Coordinator8/16/2021Looking for a book. Title: Tree of Rivers: The Story of the Amazon (New York, 2008) Author: John Hemming. Is this available to borrow from another library?... Thank you so much for your quick reply! I will get it from the OCPL. Happy Monday!We do not have the book you mentioned in our collection, but it does appear to be available at the Irvine Heritage Park Library. They are part of the Orange County Public Library (OCPL) system and here is their contact information: 14361 Yale Avenue, Irvine, CA 92604 / 949-936-4040 / ocpl.heritage@occr. ocgov.com. If you already have a card with the County system you can contact Heritage Park directly to make sure that they have the book. They would be able to transfer it to the closest County Library to you. If you do not have a County card you may get that at any OCPL Library for no charge and then would be able to check out the book.I remember seeing something about being able to access Rosetta Stone when we were in the branch a few weeks ago. I cannot seem to find a link that tells me more about how to access the information. Would you be able to send me in the right direction? Thank you.You can find the link to the Rosetta Stone database on our website under eBranch, Databases: https://www.newportbeachlibrary.org/ebranch/databases. Under Lifelong Learning Tools, click on Rosetta Stone. You will then need to create an account. It is free to use with your Newport Beach Public Library card. I hope that helps! Please let me know if you have any other questions. Thank you.NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponseI was not sure the status of allowing the public into the library. Can we come in to use the library?Yes, all four branches of the Newport Beach Public library have fully reopened to the public with normal operating hours. All seating and public computers are once again available. You can find more information about our hours and locations here on our website: https://www.newportbeachlibrary.org/about/hours-and-locations. Please let me know if you have any other questions! Thank you.14 NEWPORT BEACH PUBLIC LIBRARY To: Board of Library Trustees From: Tim Hetherton, Library Services Director Re: Report of Library Activities – September 20, 2021 Meeting ________________________________________________ _________________ _ TIM HETHERTON, LIBRARY SERVICES DIRECTOR “Don't join the book burners. Don't think you're going to conceal faults by concealing evidence that they ever existed. Don't be afraid to go in your library and read every book...” ‐ Dwight D. Eisenhower Children's Reading Challenge "Back‐to‐School Bingo" Children’s Services will have a Back‐to School‐Bingo Challenge on Beanstack beginning on September 20 and running through October 16. Children’s staff will provide printed Bingo cards so kids can track their reading on paper, but in order to participate in the challenge, participants will need to enter their reading logs on Beanstack. Children are encouraged to complete as many activities as they can for a chance to win a prize. Every 5 activity badges earned is an entry into a prize drawing. Kids can earn more badges for more chances to win. Badges and activities do not need to be earned in order. For children ages 0‐12. There are different levels and drawings that will be held at the end of the program, with prizes to be determined. For more information, visit: https://www.newportbeachlibrary.org/Home/Components/Calendar/Event/67505/12972 Friends Gift Shop/Foundation Passport Update Staff has ordered custom Library‐branded merchandise which is scheduled to ship on September 30. City Finance is still working on the reseller’s permit and tax implications. Staff who have passed the notary course are awaiting certification. WHEELHOUSE LIST FOR LIBRARY TRUSTEES City Council Study Session: Library Lecture Hall Tuesday, September 28 Council Chambers 4 p.m. Newport Beach Public Library Foundation Library Leadership Donor Reception Wednesday, October 6 Bamboo Courtyard, Central Library 5 p.m. to 7 p.m. 15 Project Adult Literacy Happy Hour with author Maggie Shipstead Saturday, October 9 Reception: Bamboo Courtyard, Central Library, 6 p.m. Presentation: Friends Room, 7 p.m. Board of Library Trustees meeting Monday, October 18 Mariners Branch Library 5 p.m. DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR Branches Story times continued to be well received at all locations during the month. Mariners in particular saw a steady increase in circulation and public computer usage. The Mariners Branch team welcomed newly hired Library Page Noel Chalmers who replaced Rachel Savage. Rachel resigned her position to accept full‐time employment outside the City. Rachel will be missed and is wished well in her new endeavor. In addition to Noel, Library Page Courtney Eldridge trained at Mariners and then began her permanent assignment at Balboa Branch, which had not had a regular Page for several months. At Corona del Mar Branch, Pages Erika Hartman and Nicole Osterman began a rotation as regular Pages at that location. Mariners and Balboa branches are still short part‐time Clerks, but the recruitment process is still active and staffing needs continue to be filled with Central staff. Youth Services As experienced at the Branches, outdoor story times at Central are a popular draw. Toddler story time on Wednesday mornings has particularly strong numbers. Marketing Specialist Maria Nicklin created a rack card advertising outdoor story times which has been a welcome addition to the other marketing and publicity pieces used by Youth Services. Teen Services A teen Volunteer Orientation program held on Monday, August 23 was extremely popular. Danielle Doi and Annika Helmuth welcomed at least 26 teens and 11 parents who learned about opportunities available, volunteer guidelines, background checks, etc. Omar Ordiano, a part‐time Library Assistant in Reference, was asked to assist Danielle with YAAC (Young Adult Advisory Council), which will resume meetings in September. Prior to being hired by the Library, Omar was with the Recreation & Senior Services Department in the City and has much experience working with young adults. He will be a welcome addition to the YAAC team. Facilities At Corona del Mar Branch, plants were removed from the Reading Porch and stroller parking area. They were constantly getting damaged and not doing well. The openings left were filled in and re‐paved and look great. At Central, window shades in the main part of the Friends Bookstore were repaired. The Fire Department performed its yearly inspection. They noted that an inspection of the fire sprinklers was overdue and should be completed by mid‐September. That process is in the works. Caliber Signs installed signage for the Passport Office/Giftshop both above the opening and on the stairway. 16 A water main break at Central early on the morning of August 17 made it necessary to temporarily close the building to the public until repairs could be made. The Utilities Department was very responsive and had the repairs done by noon so that the Library could re‐open. Finally, on the last day of the month, Crown Building Services, who wash and service our windows, brought in a lift and repaired the gaskets around 10 windows on the second floor at Central that face the Bamboo Courtyard area. MELISSA HARTSON, CIRCULATION AND TECHNICAL PROCESSING COORDINATOR Staff Vacancies Kat Martinez, hired as a P/T Library Clerk, began training at the Central Library this month. We await clearance on background and fitness checks for two additional candidates and continue to conduct interviews to fill three more P/T Library Clerk vacancies. We continue to work with HR to fill several Library Page vacancies. After conducting second round interviews, we are moving forward on one candidate who will need to pass background and fitness checks before beginning their training. HR is scheduling another round of interviews for September. REBECCA LIGHTFOOT, ADULT SERVICES COORDINATOR New Librarian I The library welcomed Jasmin Avila to the Adult Services team at the end of August. Jasmin was a librarian in Chula Vista and will serve as the new Homebound and Adult Volunteer Coordinator. One‐Day Rental Movies We were able to start buying and circulating one day rental DVDs and Blu‐rays again. Web Team has made a list of these popular items that is featured on the homepage of the catalog. Marketing Marketing Specialist Maria Nicklin has been working on cleaning up the email marketing list and creating lists targeted for specific audiences. This will allow us to send more relevant emails to our patrons. Training Librarian I Laurie Sanders started a Reader’s Advisory class through the Library Juice Academy. 17 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 1224 2680 Ancestry 459 114 573 AskART 63 55 118 Brainfuse JobNow/VetNow 21 90 111 Britannica School Edition 22 14 36 Facts on File Ancient History 0 33 33 Gale Archives Unbound 219 1534 1753 Gale Directory Library 7 14 21 Gale in Context: Biography 6 0 6 Gale in Context: Elementary 2 0 2 Gale in Context: Opposing View 11 18 29 Gale Literature Resource Center 12 5 17 Gale Virtual Reference Library 23 66 89 HeritageQuest 1602 1895 3497 Legal Information Ref Center 12 34 46 National Geographic 114 36 150 National Geographic Kids 57 20 77 NewsBank (OC Register) 1060 1146 2206 NoveList Plus 79 64 143 NoveList K-8 Plus 24 28 52 ProQuest 1858 2459 4317 Proquest eLibrary 1 12 13 Reference USA Business 539 486 1025 Reference USA Residential 96 55 151 SIRS Discover 0 0 0 SIRS Issues Researcher 413 185 598 World Book Online 7 22 29 Tracked by #page views Consumer Reports 2054 2291 4345 CultureGrams 0 21 21 Morningstar 5070 5727 10797 RealQuest 36 12581 12617 Tumblebooks 19 7 26 Value Line 14720 12441 27161 Tracked by courses Udemy 2316 1523 3839 Tracked by Hours Used ABC Mouse 26.25 39.43 65.7 Rosetta Stone 67.32 68.5 135.8 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 1023 891 Newspapers--Current 762 759 761 Newspapers--Historical 3015 2169 2592 Magazines 17 36 27 18 NBPL Website Usage 2021-2022 Metric July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total Total Users 40325 40067 40196 80392 New Users 35072 34955 35014 70027 Sessions 73733 73195 73464 146928 Pageviews 249347 242176 245762 491523 Sessions Per User 1.83 1.83 1.83 -- Pages Per Session 3.38 3.31 3.35 -- Avg. Session Dur. (min) 2.68 2.70 2.69 -- Bounce Rate (%) 54.90 55.57 55.24 -- 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 225 256 241 481 CdM 121 191 156 312 Mariners 933 1229 1081 2162 Central 12055 11896 11976 23951 Total 13334 13572 13453 26906 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 27214 22874 45748 CdM 9508 17717 13613 27225 Mariners 100962 142648 121805 243610 Central 1711361 1626605 1668983 3337966 Total 1840365 1814184 1827275 3654549 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 82.37 106.30 95.11 -- CdM 78.58 92.76 87.26 -- Mariners 108.21 116.07 112.68 -- Central 141.96 136.74 139.37 -- Total 138.02 133.67 135.83 -- 19 AUG 21 YTD 21/22 YTD 20/21 BALBOA 2,555 5,058 7,117 CdM 3,204 5,916 5,993 MARINERS 22,142 44,553 26,231 CENTRAL 62,815 127,296 65,294 eBooks 8,586 17,231 13,846 eMagazines 1,949 3,945 10,751 eAudiobooks 5,916 11,766 8,442 Streaming Films 660 1,380 1,700 TOTAL 107,827 217,145 139,374 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 AUG 21 107,827 TOTAL 1,121,400 12 Month Comparison NEWPORT BEACH PUBLIC LIBRARY - AUGUST 2021 CIRCULATION BALBOA CdM MARINERS CENTRAL eBooks eMagazines eAudiobooks Streaming Films 60,000 70,000 80,000 90,000 100,000 110,000 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21 AUG 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 20 AUG 21 YTD 21/22 YTD 20/21 BALBOA 403 689 709 CdM 548 1,033 656 MARINERS 1,863 3,686 3,442 CENTRAL 7,096 14,753 6,705 TOTAL 9,910 20,161 11,512 12 Month Comparison 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 AUG 21 9,910 TOTAL 86,737 NEWPORT BEACH PUBLIC LIBRARY - AUGUST 2021 REFERENCE BALBOA CdM MARINERS CENTRAL 4,000 5,000 6,000 7,000 8,000 9,000 10,000 11,000 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21 AUG 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 21 AUG 21 YTD 21/22 YTD 20/21 BALBOA 2,262 4,238 604 CdM 2,769 6,356 718 MARINERS 9,886 18,003 3,653 CENTRAL 31,009 61,697 4,884 TOTAL 45,926 90,294 9,859 12 Month Comparison 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 AUG 21 45,926 TOTAL 225,898 NEWPORT BEACH PUBLIC LIBRARY - AUGUST 2021 PATRONS SERVED BALBOA CdM MARINERS CENTRAL 0 10,000 20,000 30,000 40,000 50,000 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21 AUG 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 22 AUG 21 YTD 21/22 YTD 20/21 BALBOA 72 163 79 CdM 142 343 100 MARINERS 497 1,017 412 CENTRAL 5,961 10,362 8,912 TOTAL 6,672 11,885 9,503 12 Month Comparison 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 AUG 21 6,672 TOTAL 55,060 PROGRAM ATTENDANCE NEWPORT BEACH PUBLIC LIBRARY - AUGUST 2021 BALBOA CdM MARINERS CENTRAL 3,000 3,500 4,000 4,500 5,000 5,500 6,000 6,500 7,000 SEP 20 OCT 20 NOV 20 DEC 20 JAN 21 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21 AUG 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 23 LIBRARY EXPENDITURES FY 2021‐22 (September 2, 2021) ACCOUNT DESCRIPTION ORIGINAL APPROP REVISED BUDGET YTD EXPENDED MONTHLY EXPENDED AVAILABLE BUDGET I SALARY & BENEFITS SALARY FULL‐TIME REGULAR 2,954,186 2,805,398 431,600 317,040 2,373,798 SALARY PART‐TIME 1,162,634 1,166,634 123,427 94,230 1,043,207 BENEFITS 2,143,211 2,109,251 421,257 368,419 1,687,994 SALARY & BENEFITS TOTAL 6,260,031 6,081,283 976,283 779,689 5,105,000 II MAINT & OPERATION PROFESSIONAL SERVICE*164,393 198,621 12,676 1,665 185,945 UTILITIES 284,373 284,373 70,390 68,875 213,983 PROGRAMMING 5,500 2,500 160 160 2,340 SUPPLIES**81,970 67,074 10,837 6,182 56,237 LIBRARY MATERIALS 619,740 621,030 193,213 62,744 427,817 FACILITIES MAINTENANCE 184,686 187,568 17,213 14,357 170,355 TRAINING AND TRAVEL 10,681 9,431 25 25 9,406 GENERAL OPERATING EXPENSES***24,202 24,339 1,920 1,354 22,419 PERIPHERALS 5,000 15,980 0 0 15,980 INTERNAL SERVICE FUNDS 1,758,054 1,758,671 439,668 439,668 1,319,003 OFFICE EQUIPMENT 2,000 2,000 0 0 2,000 MAINT & OPERATION TOTAL 3,140,599 3,171,587 746,102 595,030 2,425,486 LIBRARY BUDGET TOTAL 9,400,630 9,252,870 1,722,385 1,374,719 7,530,485 *PROFESSIONAL SERVICES ‐ INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE **INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES ***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE 24 Previous Agenda Date AGENDA ITEM Scheduled Agenda Date Ongoing Ongoing Ongoing Ongoing Ongoing Ongoing 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 Aug 23, 2021 Aug 15, 2022 Aug 23, 2021 Aug 15, 2022 LAST REVIEWED POLICY REVIEW 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 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) 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 BOARD OF LIBRARY TRUSTEES MONITORING LIST Lecture Hall Update Policy Review (See List Below) Information Technology Update COVID-19 Update Literacy Program Update Branch Update - Mariners Annual Budget - Preliminary Review Proposed Library Closures for Winter Holidays 2021 Branch Update - CDM 25 Paul Watkins Chair Cit® of Newpor¥ Beach Board of Librar® Tr §stees WHEREAS, Carol Jacobs has ser©ed as Assistant Cit® Manager for the Cit® of Newpor¥ Beach since 2015, aſter a long and varied career in other municipalities, providing the Cit® and the Newpor¥ Beach Public Librar® with exceptional leadership and counsel; and WHEREAS, Carol Jacobs used her exer¥ise to assist staff and various Cit® depar¥ents, including the Newpor¥ Beach Public Librar® and its Board of Librar® Tr§stees with thoughtf§l, cogent, and wise counsel; and WHEREAS, Carol Jacobs has brought respect, honor, and integ¢it® to the Cit® of Newpor¥ Beach, by leading by example, exhibiting the highest level of ethics; and WHEREAS, Carol Jacobs worked numerous hours in counseling the Board of Librar® Tr§stees, incur¢ed personal sacrifice, and exhibited outstanding dedication in her ser©ice which g¢eatly added to the Librar®’s success, while maintaining a demeanor which all Librar® personnel admired and appreciated; and WHEREAS, Carol Jacobs’ ongoing suppor¥ and commitent to our public Librar® has made a substantial cont¢ibution to the beŴerent of the Librar® and our Cit®. NOW, THEREFORE, BE IT RESOLVED that the Board of Librar® Tr§stees does hereby commend Carol Jacobs for her legacy of dedication, enthusiasm and outstanding public ser©ice given to the Cit® of Newpor¥ Beach and to the Librar® System. ADOPTED this 20th day of September, 2021. Resolution In Appreciation For Outstanding Public Ser©ice By Carol Jacobs 26 27 DISCUSSION: Newport Beach Public Library will continue to follow Orange County guidance for in-person services, and guidance published by the State of California for the retail sector. Unvaccinated members of the public and unvaccinated employees are still required to wear masks inside City facilities. Many vaccinated 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, or with people whose vaccination status is unknown. Staff continues to hold story times outdoors to help provide a safe environment for our youngest patrons. Attendance remains robust. 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 28