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HomeMy WebLinkAbout02-22-2022-BLT-AGENDA PACKETCITY OF NEWPORT BEACH BOARD OF LIBRARY TRUSTEES AGENDA Newport Beach Central Library 1000 Avocado Avenue, Newport Beach, CA 92660 Tuesday, February 22, 2022 - 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 The Board of Library Trustees meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the Board of Library Trustees agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on agenda items before the Commission and items not on the agenda but are within the subject matter jurisdiction of the Board of Library Trustees. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. The 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 Monday, February 21, 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. As a courtesy, please turn cell phones off or set them in the silent mode. February 22, 2022 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 upon invitation by the Chair. A.Consent Calendar Items Minutes of the Jan 18, 2022 Board of Library Trustees Meeting (pp. 5-14)1. DRAFT OF MINUTES Patron Comments (pp. 15-17)2. Monthly review of evaluations of library services through suggestions and requests received from patrons. PATRON COMMENTS Library Activities (pp. 18-26)3. Monthly update of library events, services, and statistics. JANUARY ACTIVITIES Expenditure Status Report (p. 27)4. Monthly expenditure status of the library's operating expenses, services, salaries, and benefits by department. JANUARY EXPENDITURES Board of Library Trustees Monitoring List (p. 28)5. List of agenda items and dates for monthly review of the projects by the Board of Library Trustees. MONITORING LIST February 22, 2022 Page 3 Board of Library Trustees Meeting VI.CURRENT BUSINESS A.Items for Review Library Gift and Donor Policy (NBPL)(pp. 29-42)6. Staff recommends that the Board of Library Trustees review and accept revisions to the Library's NBPL 3 Gift and Donor policy. GIFT AND DONOR REPORT GIFT AND DONOR REPORT-ATTACHMENT A GIFT AND DONOR REPORT-ATTACHMENT B GIFT AND DONOR REPORT-ATTACHMENT C GIFT AND DONOR REPORT-ATTACHMENT D Annual Budget - Preliminary Review (pp. 43-47)7. Staff requests that the Board of Library Trustees review and approve the preliminary Library operating budget for Fiscal Year 2022/2023. PROPOSED BUDGET REPORT PROPOSED BUDGET REPORT-ATTACHMENT A PROPOSED BUDGET REPORT-ATTACHMENT B Arts and Culture Update (pp. 48-51)8. Staff will present the annual report on the activities of the Cultural Arts Division. ARTS AND CULTURE UPDATE Lecture Hall Update9. Trustee Ray will report on activities related to the Library Lecture Hall project. Balboa Branch Replacement Update (pp. 52-54)10. Trustee Ray will report on activities related to the Balboa Branch Replacement project. BALBOA BRANCH SURVEY COVID-19 Update (p. 55)11. Staff will update the Trustees on the Library's activities during COVID-19. COVID-19 UPDATE Selection of Book Titles for Craig Gray's A Novel Idea (pp. 56-57)12. Staff requests that each member of the Board of Library Trustees select the title of one novel each to be engraved on A Novel Idea. BOOK SELECTION REPORT February 22, 2022 Page 4 Board of Library Trustees Meeting Acceptance of Donations (p. 58)13. Staff recommends the Board of Library Trustees approve the acceptance of multiple donations from the Newport Beach Public Library Foundation to enhance the Library's materials collection. DONATIONS REPORT Library Services14. Report of Library issues regarding services, patrons, and staff. B.Monthly Reports Library Foundation Liaison Reports (p. 58)15. A. Library Foundation Board - Report of the most recently attended meeting. B. Library Live Lectures Committee - Report of the most recently attended meeting. C. Witte Lectures Committee - Report of the most recently attended meeting. LIBRARY LIVE NOTES Friends of the Library Liaison Report16. Trustee update of the most recently attended Friends of the Library Board meeting. Literacy Services Liaison Report17. Trustee update of the most recently attended Literacy Services Advisory Board meeting. VII.PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited and non-agenda items generally considered to be within the subject matter jurisdiction of the 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 Tuesday, January 18, 2022 – Closed Session 4:00 / Regular Meeting 5:00 p.m. I.CONVENE IN OPEN SESSION – 4:00 P.M. II. ROLL CALL – Roll Call by Francine Jacome, Administrative Support Specialist 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 Francine Jacome, Administrative Support Specialist Rebecca Lightfoot, Adult Services Coordinator Melissa Hartson, Circulation & Technical Processing Coordinator /Acting Library Services Manager Debbie Walker, Youth & Branch Services Coordinator III. PUBLIC COMMENTS Jim Mosher, Newport Beach resident, stated that he had not been aware that the Library Services Director was retiring, but noted the closed session discussion about the recruitment/appointment process. It is great that the Board of Library Trustees (BLT) is involved in the process, but he was displeased that the discussion would be in closed session. He provided written comments and stated that closed sessions were supposed to be reserved for specific purposes. As it did not appear that they would be discussing an employee or a specific potential employee and would only discuss the process it should take place in open session. Following any closed sessions there is to be a session report. He thought this was comparable to the recruitment of the City Manager and noted that City Council ultimately decided to discuss recruitment in an open session. Interviews were held in closed session. He strongly advocated for an open recruitment process with an executive recruitment firm. The Newport Beach Library Services Director is the highest paid outside of the Bay Area so they should attract talent. Chair Watkins stated that Library Services Director Hetherton announced his retirement effective Thursday, March 31, 2022. Item IV. 1. Will discuss his retirement and matters related to recruitment and appointment of a new Library Services Director. He read Chapter 9 § 54957(b). Based on that he stated the meeting was in recess until 5:00 p.m. when the BLT would reconvene in open session. 5 Board of Library Trustees Meeting Minutes January 18, 2022 Page 2 IV. CLOSED SESSION 1. Discuss the Library Services Director’s Retirement and Recruitment/Appointment Process (Government Code § 54957(b)). At 4:06 p.m. the Trustees adjourned with City Manager Grace Leung and Human Resources Director Barbara Salvini for a Closed Session. V. RECESS – 4:40 P.M VI. RECONVENE FOR REGULAR MEETING – 5:00 P.M. VII. CALL MEETING TO ORDER VIII. ROLL CALL 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 Francine Jacome, Administrative Support Specialist Rebecca Lightfoot, Adult Services Coordinator Melissa Hartson, Circulation & Technical Processing Coordinator /Acting Library Services Manager Debbie Walker, Youth & Branch Services Coordinator IX. CLOSED SESSION REPORT Chair Watkins reported the BLT met with City Manager Grace Leung and Human Resources Director Barbara Salvini to discuss Library Services Director Hetherton’s retirement effective March 31, 2022, and the recruitment and appointment of a public employee. X. PLEDGE OF ALLEGIANCE – Led by Chair Watkins XI. NOTICE TO THE PUBLIC XII. CONSENT CALENDAR A. Consent Calendar Items 2. Minutes of the December 20, 2021, Board of Library Trustees Meetings Chair Watkins confirmed the BLT did not want to discuss or remove items from the Consent Calendar. Chair Watkins had the following correction to the minutes:  Handwritten Page 8, “Rhonda” is the correct spelling of Rhonda Watkins. 6 Board of Library Trustees Meeting Minutes January 18, 2022 Page 3  Handwritten Page 13, “Chair Watkins” is repeated and should be corrected. 3. Patron Comments Monthly review of evaluations of library services through suggestions and requests received from patrons. Chair Watkins thanked Adult Services Coordinator Rebecca Lightfoot for her complete and worthwhile responses to patron comments. Trustee Coulter also voiced appreciation for Adult Services Coordinator Lightfoot’s responses. 4. Library Activities Monthly update of library events, services, and statistics. 5. Expenditure Status Report Monthly expenditure status of the library's operating expenses, services, salaries, and benefits by department. Chair Watkins reported that they were halfway through the fiscal year and are 5% under budget. 6. Board of Library Trustees Monitoring List List of agenda items and dates for monthly review of projects by the Board of Library Trustees. Chair Watkins called for the public comment. Jim Mosher, Newport Beach resident, stated he submitted written comments on Consent Calendar Item 3, Patron Comments. Comments numbered 3 and 7 had to do with patron frustration with the current study room policy. He suggested the BLT review the policy, which is scheduled to be reviewed in April 2023. Rooms cannot be reserved by telephone, which is inconvenient. Chair Watkins stated that if a patron was present and made a commitment for a study room it made sense for the policy to be sustained. He asked for Library Services Director Hetherton’s opinion. Library Services Director Tim Hetherton said that he needed to discuss the item further with staff and would return to the BLT later with a recommendation. Secretary Glabman asked if there were people reserving rooms on the phone and then not showing up to use them. Library Services Director Hetherton explained that he was not sure how the policy came to be, but they used to do phone reservations and people wanted to reserve rooms far in advance. “No shows” result in additional staff time enforcing the 15 minute no-show rules. He will discuss the matter further with staff and report back to the BLT. 7 Board of Library Trustees Meeting Minutes January 18, 2022 Page 4 Chair Watkins called for a Motion. Motion made by Trustee Coulter, seconded by Vice Chair Kost, and carried (4-0-0-1) to approve the Consent Calendar with edits to the minutes of December 20, 2021. AYES: Watkins, Kost, Glabman, Coulter NOES: ABSTENTIONS: ABSENCES: Ray XIII. CURRENT BUSINESS A. Items for Review 7. Library Gift and Donor Policy (NBPL 3) Staff recommends that the Board of Library Trustees review and accept revisions to Library’s NBPL 3 Gift and Donor policy. Chair Watkins requested the item be tabled until the February 22, 2022, meeting so that the Newport Beach Public Library Foundation (NBPLF) Executive Board could weigh in on the policy. The NBPLF has requested the additional time. Hearing no objections, the matter was tabled. 8. NBPL eBranch, Database, and Downloadable Services Review Staff will provide an update and review of the Library eBranch, database, and downloadable services. Adult Services Coordinator Lightfoot explained the eBranch is made up of databases and downloadable services. The services include eBooks, audiobooks, magazines, and streaming video. The services are very popular, especially OverDrive. 2020’s numbers were slightly higher than 2021, but 2021 was still higher than 2019. The numbers should continue to grow as the service becomes more popular and more items are added. The current focus is on adding children’s items. Over the past two to three years the selection of materials for children has improved. They continue to evaluate the current selection of databases and remove some and add others as necessary. In March 2021 they added Comics Plus, which has over 20,000 graphic novels, manga, and comics with unlimited checkouts and simultaneous use. Graphic novels and manga are growing in popularity. In June they added ArtistWorks, which is musical instruction and can be accessed through OverDrive. Kanopy continues to add films to their selection and in August 2021 they started adding major motion pictures from big studios. Now there are popular blockbuster movies available, and more content will continue to be added. Last year OverDrive purchased RB Digital and merged their content. Over 3,000 magazines are available and are a compliment to Flipster, the other magazine service the Library subscribes to. Chair Watkins inquired about Cloud Library. Adult Services Coordinator Lightfoot explained Cloud Library was similar to OverDrive, a vendor offering eBooks and audiobooks. Staff has viewed Cloud Library demonstrations and did not feel the content was on the same level as OverDrive. Additionally, Cloud Library does not have the functionality or usability of OverDrive. The library has been an 8 Board of Library Trustees Meeting Minutes January 18, 2022 Page 5 OverDrive customer for 15 years and has invested a lot of resources into developing the content. Overall, she did not feel Cloud Library was as good as OverDrive. Chair Watkins called for the public comment. Rhonda Watkins, Newport Beach resident, stated that she did not believe the greater public was aware of the variety of materials available. She asked what the Library was doing to publicize itself. Adult Services Coordinator Lightfoot said that they used to teach classes in the Media Lab on the services, but that was put on hold due to COVID. They hope to resume that program in the future. One of the Librarians had an idea to spotlight a different service each month on the front page of the website, which they implemented and have done for the last three months. Currently they are highlighting Beanstack. In response to Vice Chair Kost’s question, Adult Services Coordinator Lightfoot explained that past highlighted services are linked on the databases page. In November, the use of the highlighted service doubled over the previous month. Vice Chair Kost asked if information was sent to the local school librarians. He noted that the Comics Plus service might be especially interesting to children. Adult Services Coordinator Lightfoot said that Youth & Branch Services Coordinator Debbie Walker could speak to the partnership with the schools better than she could. There have been challenges with getting information out to the school librarians. Marketing Specialist Maria Nicklin includes information on the databases in the e-mail blast which goes out weekly. Secretary Glabman suggested Zoom tutorials to highlight topics. Adult Services Coordinator Lightfoot liked the idea. Chair Watkins recognized Mr. Kappel. Jerry Kappel, NBPLF CEO, stated that the NBPLF was starting a monthly email newsletter and will help promote the services. There are 14,000 people on the email list. Adult Services Coordinator Lightfoot thanked Mr. Kappel for the offer. Secretary Glabman asked if eVisits went into the library’s count. Chair Watkins believed they did but asked Library Services Director Hetherton to confirm. Library Services Director Hetherton said that Mr. Lance of the Library Journal Star Library survey does look at those statistics. Chair Watkins called for further input or questions, but there was none. The BLT received and filed the report. 9. Lecture Hall Update 9 Board of Library Trustees Meeting Minutes January 18, 2022 Page 6 Trustee Ray will report on activities related to the Library Lecture Hall project. Library Services Director Hetherton reported that Jill Johnson Tucker chairs the committee and presented for Speak Up Newport on Wednesday. There were nice graphics and a video shown and they showed the potential for the proposed facility. Chair Watkins stated that he did not know if that was available to view, but the flyer was great. Library Services Director Hetherton stated he would send it to the BLT and would check the Speak Up site to see if it was archived. Chair Watkins called for further questions or comments, but there were none. He called for the public comment. Jerry Kappel, NBPLF CEO, stated that they were planning to enhance the video with a drone flyover to connect the lecture hall more directly to the civic center campus. Rhonda Watkins, Newport Beach resident, stated Speak Up Newport archives its meetings on its website. Sometimes they are rebroadcast on NBTV television station. The BLT received and filed the report. 10. Balboa Branch Replacement Update Trustee Ray will report on activities related to the Balboa Branch Replacement project. Secretary Glabman stated that there was nothing new to report. Library Services Director Hetherton reported they were waiting for IT to create the survey. Chair Watkins said that he and Trustee Ray would meet with Council Members Diane Dixon and Joy Brenner at the Balboa Branch Fire Station on January 20 at 2:00 p.m. before the January 29 meeting on Capital Improvement Projects (CIP). It is important that the Balboa Branch replacement not supersede the Library Lecture Hall. 11. COVID-19 Update Staff will update the Trustees on the Library’s activities during COVID-19. Library Services Director Hetherton reported that in response to the Omicron surge California requested that public buildings require the public to wear masks. City Hall has temporarily closed with plans to reopen the week of January 24, 2022. Staff and the public are required to wear masks in all public facilities. Staff is being grouped into three cores to limit contact and spread of the virus. Many employees have been out with COVID or COVID exposures, so they have had to adjust service hours. The Corona del Mar Branch closed on January 14 for lack of staff. He commended staff for being flexible and managing the situation. Chair Watkins called for Board or public comments, but there were none. The BLT received and filed the report. 10 Board of Library Trustees Meeting Minutes January 18, 2022 Page 7 12. Acceptance of Donation Staff recommends the Board of Library Trustees approve the acceptance of a year- end donation from a supporter to enhance the materials collection. Chair Watkins introduced the discussion of a $1,000 donation from Georgetta Wolff. He asked for questions or comments from the BLT, but there were none. He called for the public comment, but there was none. Motion made by Trustee Coulter, seconded by Secretary Glabman, and carried (4-0-0-1) to approve the acceptance of a year-end donation from a supporter to enhance the materials collection. AYES: Watkins, Kost, Glabman, Coulter NOES: ABSTENTIONS: ABSENCES: Ray 13. Library Services Report of Library issues regarding services, patrons, and staff. Library Services Director Hetherton reported that he was waiting for a draft Memorandum of Understanding (MOU) for the Friends of the Library and the City of Newport Beach for the Gift Shop. On Saturday, January 29, 2022, at 9:00 a.m. City Council will hold its annual planning session and CIP update which should provide information on the Library Lecture Hall and the Balboa Branch replacement. Chair Watkins called for BLT comments and questions. Vice Chair Kost inquired about the status of the gift shop materials. Library Services Director Hetherton indicated they received a few items and were looking into ordering more. Everything is on hold pending the City’s decision. Staff has identified merchandise, but it may not have been purchased yet. Vice Chair Kost asked if the delay of the MOU was COVID related. Library Services Director Hetherton explained the City Attorney’s Office is always busy and they received the request just before the holiday. He thought it should be done shortly. Chair Watkins called for public comment, but there was none. The BLT received and filed the report. B. Monthly Reports 14. Library Foundation Liaison Reports A. Library Foundation Board – Report on the most recently attended meeting. 11 Board of Library Trustees Meeting Minutes January 18, 2022 Page 8 Vice Chair Kost reported they met January 10 via Zoom. Patricia Dreyfuss is a new committee member. January and February events have been cancelled due to COVID and most are looking to reschedule rather than do Zoom presentations. The Next Bookmark will focus on the 25th anniversary of the Witte Lecture Series. The Foundation is working on new banners and logos for around the library. The Foundation audit has been completed and approved. Income is up and there is $3.7 million in assets. Donations for December were strong and included $79,000 of donations in the last ten days of the year. Chair Watkins called for BLT comment or questions, but there were none. He called for the public comment, but there was none. The BLT received and filed the report. B. Library Live Lectures Committee – Report on the most recently attended meeting. Chair Watkins stated that he prepared a written report which could be found on Handwritten Page 44. Kunga Wangmo-Upshaw advised him that Walter Stahr has been moved from Thursday, February 24 to a date uncertain due to COVID. Other lectures may be moved as well. Many of the speakers prefer to have live audiences. Ms. Wangmo- Upshaw provided a good summary of the framework and tenets of Library Live and its target audience. Library Live has $69,000 in donations against a requested budget of $78,000, which is quite good given the pandemic. The programs will follow all California COVID guidelines. He called for BLT or public comment, but there was none. The BLT received and filed the report. C. Witte Lectures Committee – Report on the most recently attended meeting. Secretary Glabman attended the Witte Lectures Committee meeting, which was in person and held outdoors. Ezra Klein has sold out for both Friday and Saturday. Dr. Eddie Glaude, Jr. has 145 tickets sold for Friday and 130 for Saturday. Suzanne Simard has 140 tickets sold for Friday and 121 for Saturday. There is plenty of time for ticket sales, but Ezra Klein and Dr. Glaude have been postponed to April. Notices have been sent to ticket holders and the Library Foundation subscribers. The Committee is exploring speakers for 2023 going through people, themes, and cost. Some of the themes considered were China, the environment, democracy and voting rights, power and balance in social media, social justice, the economy, concentrated wealth, and education in California. Ms. Wangmo- Upshaw has a list of speakers and is determining who might fit into the budget and timeframe. The Witte Lecture Series is 60% of the way to the donation goal of $158,000. Chair Watkins called for BLT questions and comments. Trustee Coulter asked how many people could be allowed into the lectures. Secretary Glabman answered that 200 people could be accommodated for both Witte Lectures and Library Live. Chair Watkins called for the public comment. 12 Board of Library Trustees Meeting Minutes January 18, 2022 Page 9 Jerry Kappel, NBPLF CEO, explained the advantage of moving the Witte series to April was that they would be able to keep the doors open for airflow in April whereas that may not have been possible in January. Chair Watkins stated the BLT received and filed the report. 15. 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 of the Library met outside in the courtyard. They have closed the bookstore for the rest of January due to the COVID surge. The December net income was $16,358. The fourth quarter sales for 2021 were $42,264, a 32% increase over 2020’s fourth quarter sales of $31,939. He announced the next book sale scheduled for April 1 and 2. The sale on April 1 is for members only while April 2 is open to the public. There are currently 768 members of the Friends of the Library. He explained their recent promotions and praised the Friends for their work. Secretary Glabman asked if the Friends notify members when their membership is about to expire. Trustee Coulter stated he would get the answer for Secretary Glabman. Chair Watkins stated the BLT received and filed the report. 16. Literacy Services Liaison Report Trustee update on the most recently attended Literacy Services Advisory Board meeting. Chair Watkins announced that Jessica Bass was the new President of the Advisory Board. Library Services Director Hetherton stated that Project Adult Literacy (PAL) sent out a solicitation letter in December. The total income for December was $16,518.52. $9,000 came from the solicitation. There are 69 active tutors and 5 waiting to complete training. There are 95 active learners and 12 are waiting for tutors. Classes are via Zoom due to the moratorium on in person programming. There is a Zoom book club. He corrected his earlier statement and explained that City Hall was scheduled to reopen on January 28. The Board is working on collaboration and community outreach. They are looking for a speaker for The Gift of Literacy luncheon and are hoping they do not have to change their plans due to COVID. Chair Watkins inquired about the date of the luncheon. Library Services Director Hetherton said that he did not have a date, but the luncheon was typically held in the spring. He agreed to put it on the BLT’s calendar when the date was known. Chair Watkins called for BLT or public comments or questions, but there were none. The BLT received and filed the report. 13 Board of Library Trustees Meeting Minutes January 18, 2022 Page 10 XIV. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher, Newport Beach resident, said that one of the reasons the public wanted a new Library Lecture Hall was because the acoustics in the Friends Meeting Room are not perfect. He missed Item 7 on the Agenda, the review of the gift policy and asked if it was continued. Chair Watkins stated that the item was continued to the next meeting. Mr. Mosher commented that the attachments do not correlate to current policy, and he wanted to bring that to staff’s attention. When Chair Watkins gave the closed session report, he heard that the BLT had approved the appointment of a public employee. He asked if that was correct. Chair Watkins stated that they discussed the retirement of Library Services Director Hetherton. He called for further public comment, but there were none. XV. 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 called for announcements or future agenda items, but there were none. He congratulated Tara Finnigan on her appointment to the Assistant to the City Manager. XVI. ADJOURNMENT – 5:47 P.M. 14 JANUARY 2022Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron 101/03/2022EmailDebbie WalkerBranch & Youth Services Coordinator01/03/2022201/09/2022EmailFrancine JacomeAdministrative Support Specialist01/10/2022301/11/2022Phone & MailTim HethertonLibrary Services Director01/21/2022401/12/2022EmailRebecca LightfootAdult Services Coordinator01/12/2022501/12/2022In-PersonFrancine JacomeAdministrative Support Specialist01/12/2022A patron complained about another patron's attempt to steal his ear buds that were left at his computer station while he was retrieving something from the printer.We encourage patrons not to leave personal belongs at any work station in the Library because we can’t be responsible for lost items.NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponseI am planning a wedding and wondering if your space is available for rental on July 16, 23, 30, or August 6, 13. I am happy to discuss this in further detail. Thank you!Thank you for your inquiry. Unfortunately, we are unable to accommodate your request at this time as our large Friends Meeting Room is not available for private events. However, you should be able to find a venue through the City’s Recreation & Senior Services Department. You may visit their website at www.newportbeach ca.gov or contact them at (949) 644-3151. I have attached a copy of the City’s Facility Rental Packet that contains further information about their rentals. Please don’t hesitate to contact us if you have any further questions. Thank you and have a pleasant day.I checked out a book from the Mariners Branch library. May I return it to the Central Library, or should I take it to Mariners? Thank you.Yes, you may return the book you checked out at Mariners to Central. We offer delivery service between all four Newport Beach Public Library locations so you may return items at any Branch you choose. We appreciate your use of the Library.On behalf of the City of Newport Beach, I would like to thank you for the $1,000.00 donation that you made to the Newport Beach Public Library. Your thoughtful contribution will help us provide new materials for the Library. Gifts such as yours enable us to enhance the Library’s collection and continue providing valuable services for all patrons. Generous support from individuals like you make it possible for the Library to succeed in serving the community. We truly appreciate your $1,000.00 donation and we pledge to use it wisely.How do I renew a DVD? I did not find it on the website. I borrowed a DVD on January 12, 2022.Our new system automatically renews your items up to four times, as long as no one else has the item on hold. If you are signed up for email notification, you should receive an email letting you know when your items were renewed. If you would like to do it yourself online, after you log into your account, click on “check-outs”. Put a check in the box to the left of each item and click on the “renew” button near the top. I hope that helps! Please let me know if you have any other questions. Thank you.A patron made a $1,000 donation directly to the Library. She felt we are courageous in staying open during the pandemic and we are one of the only institutions that continue to offer services to the public. She mentioned even the curbside service was a big deal for the community. The donation is her way of saying thank you.15 JANUARY 2022Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponse601/20/2022EmailDebbie WalkerBranch & Youth Services Coordinator01/20/2022701/20/2022EmailRebecca LightfootAdult Services Coordinator01/20/2022801/23/2022EmailRebecca LightfootAdult Services Coordinator01/24/2022901/25/2022EmailRebecca LightfootAdult Services Coordinator01/25/2022I'm wondering about the possibility of hosting a piano recital at your location. Please let me know what the cost would be for a 2.5-hour block and what the head count limit is. Thank you.I’m sorry, but we don’t have a space to rent for in-person performances. If you are interested in participating in our Sunday Musicale Program series, you can contact our programming assistant, Terry Sanchez, at tsanchez@newportbeach ca.gov or by calling 949-717-3895. Thank you.I was wondering what the current policy is on reading or studying at the library. Are you allowed to stay and sit for a while or do you have to just grab books and leave due to covid restrictions?Currently, there are no restrictions at any of our four locations in terms of staying and studying. We have slightly modified hours at three of our locations at least through the end of January to correspond with current City Hall closures and we are not offering in-person programming. Aside from that, we are offering Library services per usual. The Library does require that all patrons wear masks while in the building per the California state mandate that is currently in effect at least to February 15. Be sure to visit our web page at https://www.newportbeachlibrary. org/home for all of the latest information regarding services and programming. We do appreciate your interest in and use of the Library. Please don’t hesitate to contact us if you have any other questions.Are income tax forms available for pickup at the library? Our tax forms are on order and have not yet arrived. We expect them within the next few weeks. We will update our website when the forms have arrived. Please do not hesitate to contact me with any other questions or concerns. Thank you.I have heard that LinkedIn Learning is available with a valid library card, however I am not sure, given that this is a city run library, if that still applies with a Newport Beach Public Library card. If it is available, would you be able to walk me through the next steps to enable it? Thank you.The Newport Beach Public Library does not subscribe to LinkedIn Learning. We do subscribe to Udemy, a similar online learning database. You can access it with your library card from our databases page: https://www.newportbeachlibrary. org/ebranch/databases. I hope that helps. Please let me know if you have any other questions.16 JANUARY 2022Comment #Date ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSCommentResponse1001/25/2022EmailRebecca LightfootAdult Services Coordinator01/26/20221101/27/2022EmailMelissa HartsonLibrary Services Manager, Acting01/27/20221201/27/2022EmailDebbie WalkerBranch & Youth Services Coordinator01/28/2022Danielle, reference assistant, took immediate and decisive action to render technical support utilizing the computer. However, Google blocked my Gmail account since I never opened it at the library. So, Danielle provided the library email address to email the VA letter to her. Then, Danielle graciously printed the VA document after she confirmed it was the correct letter. Since I went to 3 FedEx stores whose server was down preventing them from being able to scan/email documents, Danielle graciously taught me how to scan and email the VA letter. Respectfully request that the NB Admin to recognize Danielle’s genuine commitment to providing patrons with the highest standard of service. I appreciate her patience, gentle spirit, and professionalism. Thank you for promoting her dedication. P.S. Be advised that I am a disabled veteran w/ visual impairment and a head injury. Danielle treated me with dignity and respect.This patron does not have an email address on file, so Rebecca called her directly to say thank you for the kind words about Danielle.I checked out a Thomas the Train book and all the pages slipped out when I opened it. I wanted to return it in person so I could bring it to someone’s attention, but I arrived at the Mariners branch too late. I tried to *carefully* return it via the book return outside the front doors. Thank you so much!I forwarded your email to Andy Kachaturian the Branch Librarian at Mariners. He’ll make sure to find the book and we’ll take care of the loose pages. We appreciate you giving us a heads-up (and are so happy to have you use the Library!).I placed a book on hold. It is at Balboa and I would like to pick it up at Mariners. Will I be notified when it is available? I entered my cell number to receive text messages.You will be notified via text message when your hold is available for you to pick up at the Mariners Library. The text message notification will be delivered to your cell number. Thank you for your inquiry.17 NEWPORT BEACH PUBLIC LIBRARY To: Board of Library Trustees From: Tim Hetherton, Library Services Director Re: Report of Library Activities – February 22, 2022 Meeting ________________________________________________ _________________ _ TIM HETHERTON, LIBRARY SERVICES DIRECTOR “The very existence of libraries affords the best evidence that we may yet have hope for the future of man.” —T.S. Eliot Retirement I had originally announced my retirement date as March 31, but I have agreed to stay at the helm until May 20. The new Director of Library Services should be in place by that date. The recruitment for the position opened on February 11. Read the job notice at: https://www.alliancerc.com/wp- content/uploads/2022/02/Newport-Beach-Library-Svcs-Dir-Profile-FINAL.pdf WHEELHOUSE LIST FOR LIBRARY TRUSTEES  Board of Library Trustees meeting Monday, March 21 Balboa Branch Library 5 p.m.  Library Live Walter Stahr: Salmon P. Chase: Lincoln’s Vital Rival Thursday, February 24, 7:00pm Friends Room, Central Library DEBBIE WALKER, BRANCH AND YOUTH SERVICES COORDINATOR Branches Due to restrictions on in-person services and staffing shortages, storytimes at all locations were temporarily suspended in order to comply with these restrictions. To help solve staffing issues at the branches, Mariners’ hours were reduced for the month and CdM and Balboa closed for an hour from 1:00 p.m. to 2:00 p.m. to allow existing staff their full lunch hour. CdM hosted a stuffed animal sleepover with nine very special friends being dropped off on Friday, January 21. The highlights of what those nine did can be viewed on the Library’s Instagram Stories @nblibrary and are definitely worth a look. 18 Youth Services On Saturday, January 22, all locations offered Grab & Go craft bags with Lunar New Year projects and information about The Year of the Tiger. All 260 bags that had been prepared by the Youth Services team were handed out by the end of day Sunday. To enhance the whole experience, Alex Jenkins once again produced a clever and informative video demonstrating how to complete each craft in the bag. Teen Services Because of the Covid restrictions in place, YAAC members checked-in virtually for their January meeting. In-person college prep and college testing programs scheduled in January were cancelled due to Covid restrictions as well. A teen creative writing program took place in January and a new ongoing Beanstack managed program “100 Books Before College,” launched at the first of the month. As of the end of January, at least 46 teens had signed up to participate. Facilities In mid-January, the OC Health Department made a visit to the Bistro to follow-up on a violation of not having hot enough water. The inspector found that hot water temperatures for the Bistro and the Central Library’s upstairs restrooms did not meet Health Department standards. The hot water heater for the Bistro was adjusted to make that change but the restroom water proved to be more complicated. With funding from Public Works, the process to replace the water heater unit for the restrooms was started and should be completed in early February. On Wednesday, January 26, Eddie Flores discovered a leak outside the loading dock area which involved the DCDA units that manage the water for the Library’s fire sprinkler system. Working with Public Works, a plumber was called out the following day. Because the fire sprinkler system had to be disabled, during open hours Library Staff was put on Fire Watch, and a Public Works staff person stayed at the Library all night to Fire Watch before work resumed on Friday. The repairs were completed that afternoon. On early Thursday morning, January 27, the new flag pole at Central was installed. This project has been months in the works so it was great to see it completed. At Mariners, Western Allied started the job to repair fan coils in the HVAC system. The work should be completed in February. MELISSA HARTSON, CIRCULATION AND TECHNICAL PROCESSING COORDINATOR Passport Recertification I prepared and submitted the Library’s annual passport agency recertification packet in January. Recertification involves all staff agents to complete and pass an annual training course. The U.S. Department of State has confirmed our facility is now certified to accept passport applications for 2022. Hiring Update The Library welcomed three new team members in January. Que Do, Victor Guzman, and Fay Min were hired as Library Pages. Que and Fay are assigned to Central. Victor is working at Mariners. REBECCA LIGHTFOOT, ADULT SERVICES COORDINATOR Personnel Librarian I Rosemary Medina started her training at Central on January 10. We are currently recruiting for two part time Library Assistants for Adult Services. 19 Training Adult Services Coordinator Rebecca Lightfoot attended a Dossier BlueCloud Analytics training class, offered through Sirsi, the Library’s ILS vendor. Librarian I Laurie Sanders was asked to present virtually to a Laguna Beach Local History Class of 4th and 5th graders to discuss resources available at the Newport Beach Public Library for local history research. Programming The Storytellers Writing Workshop 3-class series was held on Jan 13, 20, and 27. The class was originally scheduled to be in-person but was shifted to Zoom format while in-person programming was temporarily suspended. The class was a success, and we received much positive feedback from its participants. The class averaged about 20 participants each session. Instructor Chris Epting gave skilled instruction, assigned writing prompts, and gave editing notes and feedback to participants who shared their writing assignments. This format produces a very bonded group, so much so that they are continuing to meet beyond the 3-class session on their own to keep encouraging each other in their writing. The Sunday Musicale which was originally scheduled for January 23 was also cancelled. Performers TC4 Sax Quartet graciously filmed their performance offsite for the library so we could offer it virtually to the community. It is available now on the library’s website. Tax Forms Library Assistant Chris Hennigan is coordinating the ordering and delivering of tax forms to all branch locations. 20 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 2805 1906 1492 1345 1441 11669 Ancestry 459 114 185 288 252 262 412 1972 AskART 63 55 15 13 11 17 24 198 Brainfuse JobNow/VetNow 21 90 348 149 368 184 104 1264 Britannica School Edition 22 14 93 64 27 2 16 238 Facts on File Ancient History 0 33 65 1 36 10 15 160 Gale Archives Unbound 219 1534 7687 3942 14030 11170 2409 40991 Gale Directory Library 7 14 14 21 39 4 3 102 Gale in Context: Biography 6 0 39 19 5 18 9 96 Gale in Context: Elementary 20347 916 41 Gale in Context: Opposing View 11 18 10 36 1170 94 102 1441 Gale Literature Resource Center 12 5 20 8 27 5 32 109 Gale Virtual Reference Library 23 66 151 44 97 67 27 475 HeritageQuest 1602 1895 935 1879 857 2165 3425 12758 Legal Information Ref Center 12 34 18 48 18 56 9 195 National Geographic 114 36 38 18 60 28 92 386 National Geographic Kids 57 20 21 10 35 14 63 220 NewsBank (OC Register)1060 1146 1188 1120 934 853 968 7269 NoveList Plus 79 64 195 49 68 34 29 518 NoveList K-8 Plus 24 28 46 27 27 13 15 180 ProQuest 1858 2459 3029 5780 2884 3055 4288 23353 Proquest eLibrary 1 12 24 12 9 12 22 92 Reference USA Business 539 486 360 216 354 508 234 2697 Reference USA Residential 96 55 433 37 39 47 25 732 SIRS Discoverer 0 0 10 11 60 534 4576 5191 SIRS Issues Researcher 413 185 501 3188 3143 3776 3799 15005 World Book Online 7 22 25 67 53 18 19 211 Tracked by #page views Artist Works 14 23 11 13 8 6 4 79 Consumer Reports 2054 2291 1714 1772 2185 2337 2866 15219 CultureGrams 0 21 171 132 28 265 102 719 Morningstar 5070 5727 5600 5902 6254 5176 6110 39839 RealQuest 36 12581 8192 27 63 90 103 21092 Tumblebooks 19 7 27 14 66 26 19 178 Value Line 14720 12441 14510 16072 17351 14037 18514 107645 Tracked by courses Udemy 2316 1523 1266 2097 1925 1693 2416 13236 Tracked by Hours Used ABC Mouse 26.25 39.43 33.65 25.15 27.02 19.53 60.85 231.9 Rosetta Stone 67.32 68.5 58.87 63.05 32.85 21.22 53.18 365.0 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 1108 1036 977 1424 2373 1243 Newspapers--Current 762 759 1060 867 1326 988 702 923 Newspapers--Historical 3015 2169 1776 1915 2472 2171 3124 2377 Magazines 17 36 53 2905 45 30 76 452 21 NBPL Website Usage 2021-2022 Metric July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Average Total Total Users 40325 40067 40500 39931 36865 36159 37666 38788 271513 New Users 35072 34955 35426 35046 31947 31967 33253 33952 237666 Sessions 73733 73195 72935 72310 66539 65075 71035 70689 494822 Pageviews 249347 242176 244237 248891 228139 213616 242666 238439 1669072 Sessions Per User 1.83 1.83 1.80 1.81 1.80 1.80 1.89 1.82 -- Pages Per Session 3.38 3.31 3.35 3.44 3.43 3.28 3.42 3.37 -- Avg. Session Dur. (min)2.68 2.70 2.62 2.70 2.63 2.53 2.68 2.65 -- Bounce Rate (%)54.90 55.57 56.18 56.28 55.67 56.74 54.61 55.71 -- 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 225 256 224 241 269 266 295 254 1776 CdM 121 191 102 163 142 176 124 146 1019 Mariners 933 1229 1262 1040 1196 1081 959 1100 7700 Central 12055 11896 11283 11617 9990 10125 8971 10848 75937 Total 13334 13572 12871 13061 11597 11648 10349 12347 86432 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 21891 25375 30679 27122 38153 26995 188968 CdM 9508 17717 9806 14939 13867 13443 9744 12718 89024 Mariners 100962 142648 139271 114620 128143 120872 101285 121114 847801 Central 1711361 1626605 1511287 1581285 1370595 1355008 1256379 1487503 10412520 Total 1840365 1814184 1682255 1736219 1543284 1516445 1405561 1648330 11538313 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 97.73 105.29 114.05 101.96 129.33 106.40 -- CdM 78.58 92.76 96.14 91.65 97.65 76.38 78.58 87.36 -- Mariners 108.21 116.07 110.36 110.21 107.14 111.81 105.62 110.10 -- Central 141.96 136.74 133.94 136.12 137.20 133.83 140.05 137.12 -- Total 138.02 133.67 130.70 132.93 133.08 130.19 135.82 133.50 -- 22 JAN 22 YTD 21/22 YTD 20/21 BALBOA 2,328 16,866 17,730 CdM 2,713 20,114 16,037 MARINERS 20,307 154,412 91,001 CENTRAL 54,401 414,271 316,378 eBooks 7,855 53,823 58,115 eMagazines 2,334 15,196 39,016 eAudiobooks 6,159 40,875 36,411 Streaming Films 858 5,145 5,482 TOTAL 96,955 720,702 580,170 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 SEP 21 104,433 OCT 21 106,719 NOV 21 99,920 DEC 21 95,530 JAN 22 96,955 TOTAL 1,184,161 12 Month Comparison NEWPORT BEACH PUBLIC LIBRARY - JANUARY 2022 CIRCULATION BALBOA CdM MARINERS CENTRAL eBooks eMagazines eAudiobooks Streaming Films 80,000 85,000 90,000 95,000 100,000 105,000 110,000 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21 AUG 21 SEP 21 OCT 21 NOV 21 DEC 21 JAN 22 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 23 JAN 22 YTD 21/22 YTD 20/21 BALBOA 320 2,249 2,022 CdM 347 2,983 1,776 MARINERS 1,436 12,221 10,989 CENTRAL 6,111 44,720 27,785 TOTAL 8,214 62,173 42,572 12 Month Comparison 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 SEP 21 9,338 OCT 21 9,174 NOV 21 7,938 DEC 21 7,348 JAN 22 8,214 TOTAL 97,689 NEWPORT BEACH PUBLIC LIBRARY - JANUARY 2022 REFERENCE BALBOA CdM MARINERS CENTRAL 5,000 6,000 7,000 8,000 9,000 10,000 11,000 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21 AUG 21 SEP 21 OCT 21 NOV 21 DEC 21 JAN 22 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 24 JAN 22 YTD 21/22 YTD 20/21 BALBOA 1,744 13,147 1,991 CdM 1,597 19,329 2,058 MARINERS 10,329 72,309 12,591 CENTRAL 23,363 198,142 34,292 TOTAL 37,033 302,927 50,932 12 Month Comparison 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 SEP 21 48,097 OCT 21 46,551 NOV 21 41,730 DEC 21 39,222 JAN 22 37,033 TOTAL 397,458 NEWPORT BEACH PUBLIC LIBRARY - JANUARY 2022 PATRONS SERVED BALBOA CdM MARINERS CENTRAL 0 10,000 20,000 30,000 40,000 50,000 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21 AUG 21 SEP 21 OCT 21 NOV 21 DEC 21 JAN 22 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 25 JAN 22 YTD 21/22 YTD 20/21 BALBOA 20 489 210 CdM 49 1,718 198 MARINERS 50 2,958 811 CENTRAL 1,628 28,031 31,530 TOTAL 1,747 33,196 32,749 12 Month Comparison FEB 21 4,749 MAR 21 4,027 APR 21 3,842 MAY 21 3,837 JUN 21 3,474 JUL 21 6,798 AUG 21 6,707 SEP 21 7,405 OCT 21 4,226 NOV 21 3,559 DEC 21 2,754 JAN 22 1,747 TOTAL 53,125 PROGRAM ATTENDANCE NEWPORT BEACH PUBLIC LIBRARY - JANUARY 2022 BALBOA CdM MARINERS CENTRAL 1,500 2,500 3,500 4,500 5,500 6,500 7,500 FEB 21 MAR 21 APR 21 MAY 21 JUN 21 JUL 21 AUG 21 SEP 21 OCT 21 NOV 21 DEC 21 JAN 22 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 26 LIBRARY EXPENDITURES FY 2021-22 (February 2, 2022) ACCOUNT DESCRIPTION ORIGINAL APPROP REVISED BUDGET YTD EXPENDED MONTHLY EXPENDED AVAILABLE BUDGET I SALARY & BENEFITS SALARY FULL-TIME REGULAR 2,954,186 2,822,057 1,488,579 211,982 1,333,478 SALARY PART-TIME 1,162,634 1,203,426 427,634 56,615 775,792 BENEFITS 2,143,211 2,325,393 1,059,704 75,908 1,265,689 SALARY & BENEFITS TOTAL 6,260,031 6,350,876 2,975,916 344,505 3,374,960 II MAINT & OPERATION PROFESSIONAL SERVICE*164,393 198,621 107,829 1,278 90,792 UTILITIES 284,373 284,373 195,353 36,611 89,020 PROGRAMMING 5,500 5,000 1,396 447 3,604 SUPPLIES**81,970 66,807 35,631 4,389 31,176 LIBRARY MATERIALS 619,740 622,777 435,126 40,998 187,651 FACILITIES MAINTENANCE 184,686 181,764 73,351 8,525 108,413 TRAINING AND TRAVEL 10,681 9,581 568 106 9,013 GENERAL OPERATING EXPENSES***24,202 23,694 9,304 1,115 14,390 PERIPHERALS & SOFTWARE 5,000 27,891 795 0 27,096 INTERNAL SERVICE FUNDS 1,758,054 1,758,671 879,336 0 879,335 OFFICE EQUIPMENT 2,000 2,000 1,514 0 486 MAINT & OPERATION TOTAL 3,140,599 3,181,179 1,740,202 93,470 1,440,977 LIBRARY BUDGET TOTAL 9,400,630 9,532,055 4,716,119 437,975 4,815,936 *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 Ongoing Ongoing 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 Sep 20, 2021 Sep 19, 2022 Oct 18, 2021 Oct 17, 2022 Oct 18, 2021 Oct 17, 2022 Nov 15, 2021 Nov 21, 2022 Dec 20, 2021 Dec 19, 2022 Jan 18, 2022 Jan 17, 2023 LAST REVIEWED POLICY REVIEW Jan 21, 2020 NBPL 3 Library Gift and Donor Policy Feb 22, 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 Aug 23, 2021 NBPL 14 Friends Meeting Room Aug 21, 2023 Nov 15, 2021 NBPL 15 Library Lecture Hall Nov 21, 2023 Information Technology Update Literacy Program Update Branch Update - Mariners Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June) Annual Budget - Preliminary Review Adult and Reference Services Update Arts & Cultural Update Newport Beach Public Library eBranch, Database and Downloadable Services Review Library Material Selection Media Lab Update Proposed Library Closures for Winter Holidays 2021 Branch Update - CDM Youth Services Update Annual Budget - Approval Branch Update - Balboa Review Holidays / Meeting Schedule 2023 Performance Review of Library Services Director (Closed Session) BOARD OF LIBRARY TRUSTEES MONITORING LIST Lecture Hall Update Policy Review (See List Below) Election of Board of Library Trustees Officers/Trustee Liaisons Marketing Update & Social Networking Update Balboa Branch Replacement Update COVID-19 Update 28 RECOMMENDATION: Staff recommends that the Board of Library Trustees review and accept revisions to the Library’s NBPL 3 Gift and Donor policy. DISCUSSION: Staff recommends a handful of changes to the policy (see red-lined version). Staff consulted with Newport Beach Public Library Foundation Chair Karen Clark and Chief Executive Officer Jerry Kappel who suggested changes to clarify the “Foundation Gifts” section of the policy. The section, “Donor Recognition Walls” has been revised to reflect the walls still available to potential donors, and the corresponding diagram of the donor walls reflects these changes. Additional revisions of a grammatical nature were also implemented. 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 - Gift and Donor Policy (NBPL 3) – original ATTACHMENT B - Gift and Donor Policy (NBPL 3) – redlined ATTACHMENT C - Gift and Donor Policy (NBPL 3) – final ATTACHMENT D - Donor Recognition Walls - Central Library First Floor; Central Library Second Floor TO: BOARD OF LIBRARY TRUSTEES FROM: Library Services Department Tim Hetherton, Library Services Director (949)717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Library Gift and Donor Policy (NBPL 3) 29 1 NBPL 3 Library Gift and Donor Policy The Newport Beach Public Library Board encourages and welcomes gifts and bequests to the Library. Gifts may be given to the Newport Beach Public Library, to the Newport Beach Public Library Foundation and/or to the Friends of the Newport Beach Public Library. It is the position of the Board of Library Trustees that gifts and bequests given to the Library shall be used to supplement those funds appropriated for use by the Library and shall not in any way supplant such funds appropriated for Library salaries and maintenance and operations of the Library. Foundation Gifts The Newport Beach Public Library Foundation (“Foundation”) is an Internal Revenue Code Section 501(c) (3) organization. The Foundation solicits funds and properties and disburses monies for the benefit of the Newport Beach Public Library. All donors who contribute $2,500 or more to the Foundation shall be recognized in a manner as designated by the Foundation and approved by the Board of Library Trustees. All service clubs, Parent Teacher Associations, schools, or other organizations who collectively donate $2,500 or more shall be recognized by the organization’s name. Dedication opportunities exist for those donors who make gifts to specific areas of the Library on behalf of the Foundation. Gifts to fund specific collections or areas of the Library must be reviewed and approved by the Board of Library Trustees and be compatible with the Collection Development Policy (NBPL 2) of the Library. Items purchased for a specific subject will not be kept separately but will be integrated into the collection. Recognition of pledges shall be based upon the total amount pledged. Donors of gifts of $5,000 or greater shall have no more than five (5) years to complete the pledge, and recognition may be implemented after the pledge has been fulfilled. Appropriate recognition of items will be given to donors at the discretion of the Newport Beach Public Library Foundation Board. Any modification to the foregoing dollar amounts and exception to this policy concerning Foundation gifts will require the express approval of the Newport Beach Library Board of Library Trustees. Donor Recognition Walls At the February 4, 2013, regular meeting, the Board of Library Trustees approved donor recognition walls within the Central Library. A donor recognition wall consists of a listing of the name of a person (or persons) or a company that contributed funds to a capital campaign or other major fundraising. The fundamental purposes of a donor recognition wall are to honor the major financial contributors of an organization, and to serve as an incentive for potential donors to contribute. The Foundation has established the funding level for each designated donor wall. The donor recognition walls within the Central Library include the following locations: •Children's Activities Area ($500,000) •Media Center ($250,000) ATTACHMENT A 30 2 • Sound Lab ($75,000) • Media Lab ($100,000) • Grand Stairway ($500,000) • Second Floor Reading/Study Area (east side) ($150,000) • Second Floor Self-Checkout Area ($100,000) At the February 4, 2013, regular meeting, the Board of Library Trustees also approved guidelines for the letter size and banner length of the donor recognition walls: • Children's Activities Area: 2.5" letters up to 13' banner length • Media Center: 2" letters up to 10' banner length • Sound Lab: 2" letters up to 5' banner length • Media Lab: 2” letters up to 8’ banner length • Grand Stairway: 3" letters up to 13' banner length • Second Floor Reading/Study Area (east side): 2.5" letters up to 13' banner length • Second Floor Self-Checkout Area: 2" letters up to 8' banner length to be located above the video screen The Board further approved a guideline to limit the lettering on donor walls, with the exception of “Study Area B”, to a single line. The design and content of donor recognition walls must be reviewed and approved by the Board of Library Trustees. Recognition will consist of stainless-steel lettering that adheres to the parameters approved by the Board of Library Trustees (size of letters and length of single line on wall). Donors shall have no control over the size, location, materials or any other aspect of the recognition sign. Recognition shall be permanent unless a corresponding pledge is not fulfilled over five years. Additional names shall not be added to a named wall. If a pledge payment is not paid within 30 days following written notice to the most recent address provided to the Library, the Board of Library Trustees shall have the right to remove the name recognition permanently. No payments made prior to that time shall be refundable in any event. In the event the area of the Library with the donor's name is significantly renovated, demolished, or is no longer used for Library purposes, either voluntarily or involuntarily, the donor shall have no further rights related to the name recognition, at the sole discretion of the Board of Library Trustees. In such case, any payments not yet paid by the donor shall no longer be due. Any modification to the foregoing dollar amounts or to the letter size and banner length, or any exception to this policy concerning donor recognition walls will require the express approval of the Board of Library Trustees. Friends Gifts The Friends of the Newport Beach Public Library is an Internal Revenue Code Section 501(c) (3) organization. The Friends accept donations of used books to be sold in the Friends Book Store. The disposition of donated books is determined by the Bookstore Manager. Other gifts offered to the Friends will be 31 3 reviewed and considered for acceptance by the Friends Board. Recognition of donations shall be recommended by the Friends Board and considered for approval by the Board of Library Trustees. Library Gifts Gifts offered directly to the Library will be reviewed and considered for acceptance by the Board of Library Trustees. Gifts to the Library are also tax deductible. Recognition of donations by plaques, signage or other permanent display shall be approved by the Board of Library Trustees. Dedication opportunities exist for those donors who make gifts to specific areas of the Library on behalf of the Library. Gifts to fund specific collections or areas of the Library must be reviewed and approved by the Board of Library Trustees and be compatible with the Collection Development Policy (NBPL 2) of the Library. Items purchased for a specific subject will not be kept separately but will be integrated into the collection. All donations of gifts and property to the Newport Beach Public Library not covered by the Collection Development Policy (NBPL 2) must be approved by the Board of Library Trustees. The Board reserves the right to decide the time and place for display and use of any gift. The ultimate disposition of the gift lies within the sole province of the Board of Library Trustees. Adopted March 11, 1991 Amended October 28, 1991 Amended February 10, 1992 Amended January 24, 1994 Amended March 9, 1998 Reassigned April 8, 2003 Amended October 18, 2005 Amended October 10, 2006 Amended August 20, 2018 Amended January 21, 2020 Formerly 0-8 Formerly 1-17 Formerly I-4 Formerly I-5 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 January 21, 2020. 32 1 NBPL 3 Library Gift and Donor Policy The Newport Beach Public Library Board encourages and welcomes gifts and bequests to the Library. Gifts may be given to the Newport Beach Public Library, to the Newport Beach Public Library Foundation and/or to the Friends of the Newport Beach Public Library. It is the position of the Board of Library Trustees that gifts and bequests given to the Library shall be used to supplement those funds appropriated for use by the Library, andLibrary and shall not in any way supplant such funds appropriated for Library salaries and maintenance and operations of the Library. Foundation Gifts The Newport Beach Public Library Foundation (“Foundation”) is an Internal Revenue Code Section 501(c) (3) organizationinstitutionally related independent foundation. The Foundation solicits funds and propertiesfunds, conducts andprograms, and disburses grant monies for the benefit of the Newport Beach Public Library. All donors who contribute $2,500 or more to the Foundation shall be recognized in a manner as designated by the Foundation and approved by the Board of Library Trustees. All service clubs, Parent Teacher Associations, schoolsschools, or other organizations who collectively donate $2,500 or more shall be recognized by the organization’s name. Dedication opportunities exist for those donors who make gifts to specific areas of the Library on behalf of the Foundation. Gifts to fund specific collections or areas of the Library must be reviewed and approved by the Board of Library Trustees and be compatible with the Collection Development Policy (NBPL 2) of the Library. Items purchased for a specific subject will not be kept separately, butseparately but will be integrated into the collection. Recognition of pledges to fund special collections or areas of the Library shall be based upon the total amount pledged. Donors of gifts of $5,000 or greater shall have no more than five (5) years to complete the pledge, and recognition may be implemented after the pledge has been fulfilled. If the pledge is not fulfilled, the Board of Library Trustees has the right to rescind recognition. Appropriate recognition of items will be given to donors at the discretion of the Newport Beach Public Library Foundation Board. Any modification to the foregoing dollar amounts and exception to this policy concerning Foundation gifts to the Foundation to fund specific collections or areas of the Library will require the express approval of the Newport Beach Library Board of Library Trustees. Donor Recognition Walls At the February 4, 20132013, regular meeting, the Board of Library Trustees approved donor recognition walls within the Central Library. A donor recognition wall consists of a listing of the name of a person (or persons) or a company that contributed funds to a capital campaign or other major fundraising . The fundamental purposes of a donor recognition wall are to honor the major financial contributors of an organization, and to serve as an incentive for potential donors to contribute. The Foundation has established the funding level for each designated donor wall. The ATTACHMENT B 33 2 donor recognition walls within the Central Library, which are still available as of the date that this policy was last amended, include the following locations: • Children's Activities Area ($500,000) • Media Center ($250,000) • Sound Lab ($75,000) • Media Lab ($100,000) • Grand Stairway ($500,000) • Second Floor Reading/Study Area (east East sideSide) ($150,000) • Second Floor Self-Checkout Area ($100200,000) At the February 4, 20132013, regular meeting, the Board of Library Trustees also approved guidelines for the letter size and banner length of the donor recognition walls: • Children's Activities Area: 2.5" letters up to 13' banner length • Media Center: 2" letters up to 10' banner length • Sound Lab: 2" letters up to 5' banner length • Media Lab: 2” letters up to 8’ banner length • Grand Stairway: 3" letters up to 13' banner length • Second Floor Reading/Study Area (Eeast sideSide): 2.5" letters up to 13' banner length • Second Floor Self-Checkout Area: 2" letters up to 8' banner length to be located above the video screen The Board further approved a guideline to limit the lettering on donor walls, with the exception of “Second Floor Reading/Study Area (West Side)”, which already serves as a donor recognition wall and is no longer availableStudy Area B”, to a single line. The design and content of donor recognition walls must be reviewed and approved by the Board of Library Trustees. Recognition will consist of stainless-steel lettering that adheres to the parameters approved by the Board of Library Trustees (size of letters and length of single line on wall). Donors shall have no control over the size, location, materialsmaterials, or any other aspect of the recognition sign. Recognition shall be permanent unless a corresponding pledge is not fulfilled over five years. Additional names shall not be added to a named wall. If a pledge payment is not paid within 30 days following written notice to the most recent address provided to the LibraryFoundation, the Board of Library Trustees shall have the right to remove the name recognition permanently. No payments made prior to that time shall be refundable in any event. If the pledge payment is due from an estate settlement, the estate shall have up to one year from the date of the pledge payment date to fulfill the pledge. In the event the area of the Library with the donor's name is significantly renovated, demolished, or is no longer used for Library purposes, either voluntarily or involuntarily, the donor shall have no further rights related to the name recognition, at the sole discretion of the Board of Library Trusteesthe Foundation and the Trustees will work with the donor, or the Donor’s designee, successor or assigns to determine another appropriate form of recognition for the support provided by the Gift. In such case, any payments not yet paid by the donor shall no longer be due. 34 3 Any modification to the foregoing dollar amounts or to the letter size and banner length, or any exception to this policy concerning donor recognition walls will require the express approval of the Board of Library Trustees. Friends Gifts The Friends of the Newport Beach Public Library is an Internal Revenue Code Section 501(c) (3) organization. The Friends accept donations of used books to be sold in the Friends Book Store. The disposition of donated books is determined by the Bookstore Manager. Other gifts offered to the Friends will be reviewed and considered for acceptance by the Friends Board. Recognition of donations shall be recommended by the Friends Board and considered for approval by the Board of Library Trustees. Library Gifts Gifts offered directly to the Library will be reviewed and considered for acceptance by the Board of Library Trustees. Gifts to the Library are also tax deductible. Recognition of donations by plaques, signage or other permanent display shall be approved by the Board of Library Trustees. Dedication opportunities exist for those donors who make gifts to specific areas of the Library on behalf of the Library. Gifts to fund specific collections or areas of the Library must be reviewed and approved by the Board of Library Trustees and be compatible with the Collection Development Policy (NBPL 2) of the Library. Items purchased for a specific subject will not be kept separately but will be integrated into the collection. All donations of gifts and property to the Newport Beach Public Library not covered by the Collection Development Policy (NBPL 2) must be approved by the Board of Library Trustees. The Board reserves the right to decide the time and place for display and use of any gift. The ultimate disposition of the gift lies within the sole province of the Board of Library Trustees. Adopted March 11, 1991 Amended October 28, 1991 Amended FebruaryAmended February 10, 1992 Amended January 24, 1994 Amended March 9, 1998 Reassigned April 8, 2003 Amended October 18, 2005 Amended October 10, 2006 Amended August 20, 2018 Amended January 21, 2020 Amended January 18February 22, 2022 Formerly 0-8 Formerly 1-17 35 4 Formerly I-4 Formerly I-5 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 January 18February 22, 2022. 36 1 NBPL 3 Library Gift and Donor Policy The Newport Beach Public Library Board encourages and welcomes gifts and bequests to the Library. Gifts may be given to the Newport Beach Public Library, to the Newport Beach Public Library Foundation and/or to the Friends of the Newport Beach Public Library. It is the position of the Board of Library Trustees that gifts and bequests given to the Library shall be used to supplement those funds appropriated for use by the Library and shall not in any way supplant such funds appropriated for Library salaries and maintenance and operations of the Library. Foundation Gifts The Newport Beach Public Library Foundation (“Foundation”) is an Internal Revenue Code Section 501(c) (3) institutionally related independent foundation. The Foundation solicits funds, conducts programs, and disburses grant monies for the benefit of the Newport Beach Public Library. All donors who contribute to the Foundation shall be recognized in a manner as designated by the Foundation and approved by the Board of Library Trustees. All service clubs, Parent Teacher Associations, schools, or other organizations who collectively donate $2,500 or more shall be recognized by the organization’s name. Dedication opportunities exist for those donors who make gifts to specific areas of the Library on behalf of the Foundation. Gifts to fund specific collections or areas of the Library must be reviewed and approved by the Board of Library Trustees and be compatible with the Collection Development Policy (NBPL 2) of the Library. Items purchased for a specific subject will not be kept separately but will be integrated into the collection. Recognition of pledges to fund special collections or areas of the Library shall be based upon the total amount pledged. Donors of gifts of $5,000 or greater shall have no more than five (5) years to complete the pledge. If the pledge is not fulfilled, the Board of Library Trustees has the right to rescind recognition. Appropriate recognition of items will be given to donors at the discretion of the Newport Beach Public Library Foundation Board. Any modification to the foregoing dollar amounts and exception to this policy concerning Foundation gifts to the Foundation to fund specific collections or areas of the Library will require the express approval of the Newport Beach Library Board of Library Trustees. Donor Recognition Walls At the February 4, 2013, regular meeting, the Board of Library Trustees approved donor recognition walls within the Central Library. A donor recognition wall consists of a listing of the name of a person (or persons) or a company that contributed funds to a capital campaign or other major fundraising. The fundamental purposes of a donor recognition wall are to honor the major financial contributors of an organization, and to serve as an incentive for potential donors to contribute. The Foundation has established the funding level for each designated donor wall. The donor recognition walls within the Central Library, which are still available as of the date that this policy was last amended, include the following locations: ATTACHMENT C 37 2 •Children's Activities Area ($500,000) •Media Center ($250,000) •Sound Lab ($75,000) •Media Lab ($100,000) •Grand Stairway ($500,000) •Second Floor Reading/Study Area (East Side) ($150,000) •Second Floor Self-Checkout Area ($200,000) At the February 4, 2013, regular meeting, the Board of Library Trustees also approved guidelines for the letter size and banner length of the donor recognition walls: •Children's Activities Area: 2.5" letters up to 13' banner length •Media Center: 2" letters up to 10' banner length •Sound Lab: 2" letters up to 5' banner length •Media Lab: 2” letters up to 8’ banner length •Grand Stairway: 3" letters up to 13' banner length •Second Floor Reading/Study Area (East Side): 2.5" letters up to 13' banner length •Second Floor Self-Checkout Area: 2" letters up to 8' banner length to be located above the video screen The Board further approved a guideline to limit the lettering on donor walls, with the exception of “Second Floor Reading/Study Area (West Side)”, which already serves as a donor recognition wall and is no longer available”, to a single line. The design and content of donor recognition walls must be reviewed and approved by the Board of Library Trustees. Recognition will consist of stainless- steel lettering that adheres to the parameters approved by the Board of Library Trustees (size of letters and length of single line on wall). Donors shall have no control over the size, location, materials, or any other aspect of the recognition sign. Recognition shall be permanent unless a corresponding pledge is not fulfilled over five years. Additional names shall not be added to a named wall. If a pledge payment is not paid within 30 days following written notice to the most recent address provided to the Foundation, the Board of Library Trustees shall have the right to remove the name recognition. No payments made prior to that time shall be refundable in any event. If the pledge payment is due from an estate settlement, the estate shall have up to one year from the date of the pledge payment date to fulfill the pledge. In the event the area of the Library with the donor's name is significantly renovated, demolished, or is no longer used for Library purposes, either voluntarily or involuntarily, the Foundation and the Trustees will work with the donor, or the Donor’s designee, successor or assigns to determine another appropriate form of recognition for the support provided by the Gift. In such case, any payments not yet paid by the donor shall no longer be due. Any modification to the foregoing dollar amounts or to the letter size and banner length, or any exception to this policy concerning donor recognition walls will require the express approval of the Board of Library Trustees. 38 3 The Friends of the Newport Beach Public Library is an Internal Revenue Code Section 501(c)(3) organization. The Friends accept donations of used books to be sold in the Friends Book Store. The disposition of donated books is determined by the Bookstore Manager. Other gifts offered to the Friends will be reviewed and considered for acceptance by the Friends Board. Recognition of donations shall be recommended by the Friends Board and considered for approval by the Board of Library Trustees. Library Gifts Gifts offered directly to the Library will be reviewed and considered for acceptance by the Board of Library Trustees. Gifts to the Library are also tax deductible. Recognition of donations by plaques, signage or other permanent display shall be approved by the Board of Library Trustees. Dedication opportunities exist for those donors who make gifts to specific areas of the Library on behalf of the Library. Gifts to fund specific collections or areas of the Library must be reviewed and approved by the Board of Library Trustees and be compatible with the Collection Development Policy (NBPL 2) of the Library. Items purchased for a specific subject will not be kept separately but will be integrated into the collection. All donations of gifts and property to the Newport Beach Public Library not covered by the Collection Development Policy (NBPL 2) must be approved by the Board of Library Trustees. The Board reserves the right to decide the time and place for display and use of any gift. The ultimate disposition of the gift lies within the sole province of the Board of Library Trustees. Adopted March 11, 1991 Amended October 28, 1991 Amended February 10, 1992 Amended January 24, 1994 Amended March 9, 1998 Reassigned April 8, 2003 Amended October 18, 2005 Amended October 10, 2006 Amended August 20, 2018 Amended January 21, 2020 Amended February 22, 2022 Formerly 0-8 Formerly 1-17 Formerly I-4 Formerly I-5 Friends Gifts 39 4 This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on February 22, 2022. 40 CENTRAL LIBRARY LOWER LEVEL NAMING AREAS MEDIA CENTER $250,000 Media Lab $100,000 Sound Lab $75,000 GRAND STAIRWAY $500,000 CHILDREN’S ACTIVITIES AREA $500,000 MEDIA LAB SOUND LAB ATTACHMENT D41 CENTRAL LIBRARY UPPER LEVEL NAMING AREAS SECOND FLOOR READING/STUDY AREA (East Side) $150,000 SECOND FLOOR SELF-CHECKOUT AREA $200,000 42 RECOMMENDATION: Staff requests that the Board of Library Trustees review and approve the preliminary Library operating budget for Fiscal Year 2022/2023. DISCUSSION: Section 708. Board of Library Trustees. Powers and Duties. There shall be a Board of Library Trustees consisting of five members which shall have the power and duty to: (c)Consider the annual budget for library purposes during the process of its preparation and make recommendations with respect thereto to the City Council and City Manager. In accordance with the above statement, staff has prepared the proposed FY 2022-23 operating budget for the Library Services Department. The Library met with City Manager Grace Leung on Thursday, February 10, to review the following program enhancement requests. The Library requested additional funding of $50,000 for purchasing materials. With this funding, Library patrons will see a reduction in wait times for materials with large hold queues. This will allow the Library to purchase multiple copies of bestsellers and new releases to help manage the hold queues. The purchases will extend to physical materials as well as our digital eBook and downloadable audiobook collections, which continues to see an increase in usage. The Library will also continue to maintain its subscriptions to the highest performing research databases without sacrificing reductions to other materials with this request. The second program enhancement request the Library submitted is for building maintenance at the Corona del Mar Library. The Library requested and additional $3,000 to perform routine maintenance and repairs to the facility. Since the facility re-opened, minor repairs have been necessary as patrons and staff use the space. The new building also requires routine maintenance not previously experienced in the old facility. The projected expenditure figures for the personnel budget were not yet available for inclusion in this report. However, the Library expects these costs may increase due to negotiated bargaining agreements. Revenue projections for FY 2022-23 remain conservative as the Library anticipates service levels and patron patterns will continue on a similar trajectory as the current fiscal year. TO: BOARD OF LIBRARY TRUSTEES FROM: Library Services Department Tim Hetherton, Library Services Director (949)717-3810, thetherton@newportbeachca.gov PREPARED BY: Melissa Hartson, Library Services Manager, Acting TITLE: FY 2022 – 23 Library Services Proposed Budget 43 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 - Proposed Budget FY 2022-23 ATTACHMENT B - Revenue Projection FY 2022-23 44 PROPOSED BUDGET FY 2022-23 ATTACHMENT A LIBRARY SERVICES ACCOUNT DESCRIPTION FY 2022-23 PROPOSED BUDGET FY 2021-22 ORIGINAL APPROPRIATION I SALARY & BENEFITS SALARY FULL-TIME REGULAR TBD 2,954,186 SALARY PART-TIME TBD 1,162,634 BENEFITS TBD 2,143,211 SALARY & BENEFITS TOTAL****0 6,260,031 II MAINT & OPERATION PROFESSIONAL SERVICE*164,393 164,393 UTILITIES 284,373 284,373 PROGRAMMING 5,500 5,500 SUPPLIES**81,970 81,970 LIBRARY MATERIALS 669,740 619,740 FACILITIES MAINTENANCE 187,686 184,686 TRAINING AND TRAVEL 10,681 10,681 GENERAL OPERATING EXPENSES***24,202 24,202 PERIPHERALS 5,000 5,000 INTERNAL SERVICE FUNDS 1,758,054 1,758,054 OFFICE EQUIPMENT 2,000 2,000 MAINT & OPERATION TOTAL 3,193,599 3,140,599 LIBRARY BUDGET TOTAL ****3,193,599 9,400,630 *PROFESSIONAL SERVICES - INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE **INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES ***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE ****SALARY & BENEFITS UNAVAILABLE AT TIME OF REPORT 1 45 PROPOSED BUDGET FY 2022-23 ATTACHMENT A CULTURAL ARTS ACCOUNT DESCRIPTION FY 2022-23 PROPOSED BUDGET FY 2021-22 ORIGINAL APPROPRIATION PROFESSIONAL SERVICE 157,390 157,390 CITY GRANTS 30,000 30,000 PROGRAMMING 60,500 60,500 MAINTENANCE 4,248 4,248 GENERAL OPERATING EXPENSES 2,340 2,340 CULTURAL ARTS BUDGET TOTAL 254,478 254,478 2 46 REVENUE PROJECTION FY 2022-23 ATTACHMENT B ACCOUNT DESCRIPTION FY 2021-22 ORIGINAL FY 2021-22 ACTUAL FY 2022-23 PROJECTION CALIF LITERACY CAMPAIGN -40,292 - COPIES/PLANS/SPECS/MISC 5,000 7,866 8,000 EXAM PROCTOR FEES 5,000 -1,500 LIBRARY FINES 50,000 27,274 50,000 PASSPORT EXECUTION FEE 20,000 13,190 20,000 PASSPORT PHOTOS 4,000 3,490 6,000 PRIVATE DONATIONS/CONTRIBUTIONS 17,100 PRIVATE REFUNDS & REBATES 4,000 3,031 4,000 SALE OF MAPS & PUB 500 532 1,000 SLS GRANT FUND OC LIBRARY -2,337 - VIDEOPLAN RENTAL 2,000 549 2,000 LIBRARY ADMIN TOTAL 90,500 115,661 92,500 FRIENDS OF THE LIBRARY -200,000 - TOTAL AS OF FEBRUARY 11, 2022 315,661 47 RECOMMENDATION: Staff will present the annual report on the activities of the Cultural Arts Division. DISCUSSION: The City Arts Commission acts in an advisory capacity to the City Council in all matters pertaining to artistic, aesthetic, and cultural aspects of the City. The City Arts Commission also recommends to the City Council the adoption of such ordinances, rules, and regulations as it may deem necessary for the administration and preservation of fine arts, performing arts, historical, aesthetic, and cultural aspects of the community. The Cultural Arts Division of the Newport Beach Public Library, with guidance and support by the Newport Beach City Arts Commission, brings cultural and arts programming to the community. Cultural activities are ongoing throughout the year and include the coordination of revolving art and cultural exhibitions at Central Library, the Sculpture Exhibition in Civic Center Park, the annual Newport Beach Art Exhibition, Concerts on the Green, and a variety of arts lectures and special events. Cultural Arts Assistant Camille Escareal-Garcia was hired in February 2021 and has proven to be a solid asset to the City Arts Commission and Library Administrative staff. In 2021, Cultural Arts presented the following programming: Concerts on the Green Four concerts were held the summer of 2021 with an average attendance of 2,500 residents and guests. TO: BOARD OF LIBRARY TRUSTEES FROM: Library Services Department Tim Hetherton, Library Services Director (949) 717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Arts and Culture Update 48 Concert at Marina Park 250 residents and guests attended the annual Concert at Marina Park in October 2021. Exhibits in the Central Library The City Arts Commission maintains exhibit space at the Central Library. The City Arts Commission’s Fine Arts Committee meets periodically to review artist's submissions for exhibition in the Central Library. Upon acceptance, exhibiting artists must agree to the conditions and requirements detailed in the City Policy 1-11. Artists are booked to exhibit in the gallery space through 2024. Newport Beach Art Exhibition The exhibition presents an opportunity for artists to show and sell their artwork to the public in a one-day exhibit. The annual exhibition features recently created original artwork in various mediums, including oils and acrylics, watercolor, charcoal, pen and ink, sculpture, photography, and mixed media. The event will be held on Saturday, May 14, 2022, 12 p.m. to 6 p.m. at the Newport Beach Civic Center. In 2021, The 56th Annual Newport Beach Art Exhibition was cancelled as a result of restrictions on public gatherings related to COVID-19. Art in the Park The Newport Beach Arts Foundation was unable to present the 17th Annual Art in the Park on the Civic Green due to restrictions on public gatherings. 49 Cultural Arts Grants The 2021-2022 Cultural Arts Grants were moved from October 2020 to May 2021, to accommodate arts entities associated with local schools. In 2021, arts organizations used grant funds for virtual programming due to restrictions on public gatherings due to COVID-19. The following arts organizations received Cultural Arts grants in 2021: • Arts and Learning Conservatory: $2,500 The Arts and Learning Conservatory used their grant to help make arts education equitable and accessible to disadvantaged children through hands-on experience. Programming was held at Ensign Intermediate School with the production and presentation of the school’s musical theatre virtual program. Multiple casts allowed more students to shine as they learned music and foundational vocal instruction, as well as acting and dance proficiency. • Backhausdance: $4,000 Backhausdance used their grant to introduce a dance education partnership program called Dance Expressions: Creativity and Choreography, which will be held at two different schools in the Newport- Mesa school district—Corona del Mar Middle/High School and Back Bay Continuation High School in fall 2021. This in-depth residency project was developed to help students with the social-emotional impacts associated with distance learning during the pandemic. • Baroque Music Festival, Corona del Mar: $4,000 The Baroque Music Festival, Corona Del Mar used their grant to present a pre-recorded virtual presentation of A Bach Keyboard Extravaganza, featuring harpsichordist and organist Matthew Dirst. The film is viewable online on multiple platforms free of charge, in addition to the in-person ticketed performances in the month of June. The grant covered multiple costs such as the artistic fee, production costs, marketing and education outreach, and ticket subsidy. • Laguna Playhouse: $5,000 The Laguna Playhouse used their grant for their Theatre for a New Generation (TNG) program, presenting a virtual production of The Outsiders. The TNG program targeted teenagers and young adults through strategic partnership with Newport Beach high schools and community organizations that serve at-risk youth. • Pacific Symphony: $5,000 The Pacific Symphony used their grant to fund the Class Act Music Education (CAME) program for elementary school students. This program was offered at two schools in the Newport-Mesa school district, Anderson and Newport Coast Elementary Schools, for five months of the 2020-2021 school year. The theme for the 2021 CAME program will be Symphony at the Movies II – Myths and Legends. The program has been adapted for virtual learning with the use of online and digital student activities, as well as art workshops with Symphony musicians. • South Coast Repertory: $5,000 The South Coast Repertory (SCR) used their grant to fund their Theatre for Young Audiences (TYA) program. Two family-friendly productions will be presented in different formats to comply with COVID-19 restrictions. The two programs were a free online classroom viewing of Red Riding Hood and a live outdoor production of You’re a Good Man Charlie Brown, with a minimum of 6 ticketed performances at Mission San Juan. Both productions provided a meaningful introduction to 50 theatrical arts for young children, with the goal of serving at least 700 Newport Beach students, teachers, and families—the same number that SCR reached the previous year (2019-2020) through two in-person productions. Sculpture Exhibition in Civic Center Park Utilizing a grant from the California Department of Parks and Recreation, the City Arts Commission completed Phase VI of the Sculpture Exhibition in Civic Center Park. The Commission is currently planning Phase VII of the exhibition in June 2022. On February 9, City Council approved 10 pieces, and 4 alternates, as selected in a public survey by Newport Beach residents, for Phase VII. Installation will commence in June 2022. Student Art Contest The Newport Beach Student Art Exhibition opened to students grades pre-K through 12 during the summer of 2021. Young artists submitted one original work of art in the following mediums: painting (acrylic, oil, watercolor), drawing (ink, pencil, charcoal, pastel, markers, crayons), or collage. Accepted artwork was displayed at the Central Library and an awards ceremony for contest winners was held in October 2021. Sculpture Exhibition in Civic Center Park Photography Contest To encourage public awareness of the Sculpture Exhibition in Civic Center Park, the City Arts Commission sponsored a photography contest. Visitors to the sculpture garden were asked to submit photographs of the works on display, and/or photographs depicting interaction with the sculptures. Winners were announced at the March 11, 2021, City Arts Commission meeting. 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). 51 1 of 3 Balboa Branch Replacement Survey Section 1: Please check one answer for each of the following: 1.Do you have a library card? Yes No 2.On average, how often do you visit the Balboa Branch Library? Daily Weekly Monthly Less than once a month Never 3.How would you rate each of the following library services at the Balboa Branch? Collection (books, DVDs, music, newspapers, etc.) Excellent Good Fair Poor N/A Programs (classes, storytimes, etc.) Excellent Good Fair Poor N/A Online services (website, catalog, research databases, etc.) Excellent Good Fair Poor N/A ILL (Inter-library loan) Excellent Good Fair Poor N/A Library policies Excellent Good Fair Poor N/A Computers and printers Excellent Good Fair Poor N/A Internet access Excellent Good Fair Poor N/A Facilities Excellent Good Fair Poor N/A Hours of operation Excellent Good Fair Poor N/A Overall, how would you rate the library? Excellent Good Fair Poor N/A 52 2 of 3 Section 1: Please check one answer for each of the following: (continued) 4. How important is each of the following library services to you? Borrowing materials (books, DVDs, music, etc.) Very Important Important Somewhat Important Not Important N/A Reference (research assistance from librarians) Very Important Important Somewhat Important Not Important N/A Programs (classes, storytimes, etc.) Very Important Important Somewhat Important Not Important N/A Computers and printers Very Important Important Somewhat Important Not Important N/A Help using computers, printers, etc. Very Important Important Somewhat Important Not Important N/A Study rooms/reading areas Very Important Important Somewhat Important Not Important N/A Community meeting rooms Very Important Important Somewhat Important Not Important N/A Internet access Very Important Important Somewhat Important Not Important N/A ILL (Inter-library loan) Very Important Important Somewhat Important Not Important N/A Online services (website, catalog, research databases, etc.) Very Important Important Somewhat Important Not Important N/A Photocopier Very Important Important Somewhat Important Not Important N/A Newspapers and magazines Very Important Important Somewhat Important Not Important N/A Overall, how important is the library to you and your family? Very Important Important Somewhat Important Not Important N/A 53 3 of 3 Section 2: We value your opinions. Please answer the following questions: What do you value most about the Balboa Branch Library? How could the Balboa Branch Library or its services be improved? How does the Balboa Branch Library benefit you or the community? Are there any services not listed above that you would like to see at the new branch, or any other comments you would like to make? Thank you for your participation! You can drop off your completed survey at any one of our four branches or by mail to: Newport Beach Public Library 1000 Avocado Avenue Newport Beach, CA 92660 ATTN: BALBOA BRANCH REPLACEMENT SURVEY 54 DISCUSSION: In December 2021, in response to the surge in COVID-19 cases driven by the Omicron variant, the state issued a mask mandate,requiring face coverings indoors regardless of vaccination status. In response, the Library temporarily modified some operations to ensure that all services to the community were maintained. City libraries remained open, but no in-person meetings (except for Brown Act meetings) or programs were held at libraries until further notice. During the surge, the Library had several staff absences due to COVID-19, which impacted our ability to provide services. We scheduled staff in such a manner to keep “core” groups of employees at specific facilities to reduce the risk of infection. Consequently, on Tuesday, January 4, the Library also adopted the following service hours in response to staffing limitations: •Central maintained current hours (Monday through Thursday from 9 a.m. to 9 p.m., Friday and Saturday from 9 a.m. to 6 p.m., and Sunday from 12 noon to 5 p.m.) •Mariners opened Monday through Saturday, from 9 a.m. to 6 p.m., and closed on Sunday. •Balboa and CdM remained open Monday through Saturday, 9 a.m. to 1 p.m., closed from 1 p.m. to 2 p.m., and opened again from 2 p.m. until 6 p.m. The Library returned to normal service hours on Monday, February 7. Programs and in-person services also resumed on that date. The statewide indoor masking requirement expired Tuesday, February 15, moving the State back to previous guidance that mandates face coverings only for unvaccinated people in all indoor public settings, like shops, gyms, bars, movie theaters, and public libraries, effective Wednesday, February 16. 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 55 RECOMMENDATION: Staff requests that each member of the Board of Library Trustees select the title of one novel each to be engraved on A Novel Idea. FUNDING REQUIIREMENT: No funding requirement. DISCUSSION: Craig Gray’s A Novel Idea received the most votes in the recent public survey to determine the pieces for inclusion in Phase VII of the Sculpture Exhibition in Civic Center Park. Mr. Gray creates unique versions of a functional bench, incorporating representations of books in its design, with titles and authors displayed on the spines of the books. A Novel Idea, selected as part of Phase VII of the Sculpture Exhibition in Civic Center Park, will be installed in June 2022. Sculptor Craig Gray, creator of A Novel Idea, has requested book titles to integrate into the piece that will be loaned to the City of Newport Beach. TO: BOARD OF LIBRARY TRUSTEES FROM: Library Services Department Tim Hetherton, Library Services Director (949)717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Selection of Book Titles for Craig Gray’s A Novel Idea 56 Mr. Gray informed Project Manager Richard Stein of Arts Orange County that the piece can be engraved with book titles, as selected by the client. On February 9, the City Arts Commission approved a staff proposal for each Commissioner to select the title of one novel for inclusion on the piece. The City Arts Commission, as part of the proposal, have asked the five members of the Board of Library Trustees to also submit the title of one novel each. Because the piece is entitled A Novel Idea, staff thinks that submissions should be limited to novels, as typically defined as a relatively long work of narrative fiction, typically written in prose, and published as a book. Staff requests that each Commissioner and Trustee submit a title to staff by March 1, 2022. Submissions will be approved by the City Arts Commission at the March 10 regular meeting. 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). 57 RECOMMENDATION: Staff recommends the Board of Library Trustees approve the acceptance of multiple donations from the Newport Beach Public Library Foundation to enhance the Library’s materials collection. DISCUSSION: The Library received the following Foundation donations: •Gift to Newport Beach Public Library from Marilyn Robbins - $2,600 •Giving Tuesday online campaign - $3,455 •Gift to Newport Beach Public Library from Joan R. Sullivan - $25,000 These contributions represent gifts from donors who wish to support the Central Library and Mariners Library. These donor-restricted gifts will be used to purchase materials for the Children’s collections at both locations. Staff recommends the acceptance of this donation by the Library Board of Trustees. If accepted, the donation will be allocated into Library Materials operating account. 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: Melissa Hartson, Library Services Manager, Acting TITLE: Acceptance of Donations 58 Chair Watkins’ report: Library Live Committee Notes for Tuesday, February 1, 2022 Meeting, 9:30 AM: (1)Library Live has $69,000 in receipts for the FY ending June 30, 2022. Jerry Kappel asks that the 2023 speakers be lined up and under contract by the end of April, 2022 so that the Foundation Board may approve the 2022-2023 Budget by the end of May, 2022. (2)Current 2022 speakers/dates/ticket sales are as follows: (i)Walter Stahr, Thursday, February 24, 2022, 113 tickets sold; (ii)Brit Bennett, Thursday, March 3, 2022, 92 tickets sold; (iii)Adin Dobkin, Thursday, March 24, 2022, 49 tickets sold; and (iv)Charles Yu, Thursday, April 28, 2022, 43 tickets sold. Jerry, Kunga, and others will try to generate ticket sales in the near term. Jerry is reluctant to give free tickets to folks since that may result in an expectation of future free tickets for future speakers. (3)The Committee is considering the addition of a new member who will be voted upon at the March 1, 2022 meeting. (4)Kunga, Co-Chair Johanna Kim, and Co-Chair Tammy Tang reviewed (with the Committee’s input) about sixteen possible books/authors for FY ’22-’23. The Committee then voted on the top books/authors with about eight highest-votes possibilities suggested. Kunga will now explore with the authors or their representatives possible pricing/dates/availability for the authors for 2023 programs and report back on March 1, 2022. It is expected that some of the authors may be out of our price range. One author who “self-publishes” was removed from the list because the Library has a policy of not permitting self-published authors to present at the Library. (Apparently Kunga receives many books from self-published authors who wish to speak at the Library.) (5)The meeting concluded at 10:45 AM. Thank you. Paul Watkins, BLT Library Live Liaison 59