HomeMy WebLinkAbout08-21-2023-BLT-AGENDA PACKETCITY OF NEWPORT BEACH
BOARD OF LIBRARY TRUSTEES AGENDA
Newport Beach Central Library
1000 Avocado Avenue, Newport Beach, CA 92660
Monday, August 21, 2023 - 5:00 PM
Board of Library Trustees Members:
Paul Watkins, Chair
Dorothy Larson, Vice Chair
Lauren Kramer, Secretary
Douglas Coulter, Trustee
Staff Members:
Melissa Hartson, 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 Sunday, August 20, 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 Melissa Hartson, 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 mhartson@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.
August 21, 2023
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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 July 17, 2023 Board of Library Trustees Meeting (pp. 5-12)1.
DRAFT MINUTES
Patron Comments (pp. 13-14)2.
Monthly review of evaluations of library services through suggestions and requests
received from patrons.
PATRON COMMENTS
Library Activities (pp. 15-23)3.
Monthly update of library events, services and statistics.
JULY ACTIVITIES
Expenditure Status Report (pp. 24-25)4.
Monthly expenditure status of the library's operating expenses, services, salaries and
benefits by department.
JULY EXPENDITURES
Board of Library Trustees Monitoring List (p. 26)5.
List of agenda items and dates for monthly review of projects by the Board of Library
Trustees.
MONITORING LIST
August 21, 2023
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Board of Library Trustees Meeting
VI.CURRENT BUSINESS
A.Items for Review
Information Technology Update6.
IT Manager Avery Maglinti will update the Board of Library Trustees on library
information technology activities.
Review of The Friends Meeting Room Policy (NBPL 14)(pp. 27-39)7.
Staff recommends that the Board of Library Trustees review and approve revisions
to Library Policy NBPL 14, The Friends Meeting Room.
STAFF REPORT
ATTACHMENTS A-C
Adult and Reference Service Update (pp. 40-41)8.
Library Services Manager Rebecca Lightfoot will provide the annual update on
reference services, and collections and programming for adult patrons.
STAFF REPORT
Collection Development for Children's Books (pp. 42-53)9.
Staff will provide a report on the process by which books are evaluated for age
appropriateness and placement in the Children’s Room within the framework of the
Library’s Collection Development Policy (NBPL 2).
STAFF REPORT
ATTACHMENTS A-D
Draft Joint Use Agreement Between the City of Newport Beach and
Newport-Mesa Unified School District (pp. 54-65)
10.
Staff recommends that the Board of Library Trustees approve the draft Joint Use
Agreement between the City of Newport Beach and Newport-Mesa Unified School
District.
STAFF REPORT
ATTACHMENT A
Lecture Hall Update11.
Report on activities related to the Library Lecture Hall project.
August 21, 2023
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Board of Library Trustees Meeting
Balboa Branch Replacement Update12.
Report on activities related to the Balboa Branch Replacement project.
Library Services (pp. 15-23)13.
Report of Library issues regarding services, patrons and staff.
B.Monthly Reports
Library Foundation Liaison Reports14.
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.
Friends of the Library Liaison Report15.
Trustee update of the most recently attended Friends of the Library Board meeting.
Literacy Services Liaison Report16.
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
CITY OF NEWPORT BEACH Board of Library Trustees Newport Beach Central Library 1000 Avocado Avenue, Newport Beach, CA 92660 Meeting Minutes Monday, July 17, 2023 – 5:00 p.m. I. CALL MEETING TO ORDER – 5:00 P.M. Chair Paul Watkins called to order the regular meeting. II. ROLL CALL – Roll call by Administrative Support Specialist Francine Jacome. Trustees Present: Chair Paul Watkins, Trustee Lauren Kramer, Trustee Ash Kumra, Secretary Doug Coulter, Trustee Dorothy Larson Trustees Absent: None
Staff Present: Melissa Hartson, Library Services Director Rebecca Lightfoot, Library Services Manager Francine Jacome, Administrative Support Specialist
Annika Helmuth, Branch and Youth Services Coordinator Andrew Kachaturian, Circulation and Technical Processing Coordinator
Staff Absent None Chair Watkins introduced the two new trustees, Dorothy Larson and Lauren Kramer. Trustee Dorothy Larson introduced herself and provided her background of many years of service on the Newport Beach Public Library Foundation Board as Chair. She is a CPA with a local practice specializing in taxes and looked forward to serving on the Board of Library Trustees. Trustee Lauren Kramer introduced herself and provided information on her background as a mother of 4 daughters who actively participates in the programs at the Library. She
is an attorney with Orange County specializing in real estate and public works. III. PLEDGE OF ALLEGIANCE – TRUSTEE DOROTHY LARSON LED THE PLEDGE OF
ALLEGIANCE.
IV. ELECTION OF OFFICERS
The Board of Library Trustees shall nominate and elect Trustees to serve as Chair, Vice Chair, and Secretary for Fiscal Year 2023-24. Trustee Kramer nominated Trustee Larson for Chair; the nomination was not seconded. Trustee Larson stated she would rather sit in the position of Vice Chair and nominated Chair Watkins to continue his role as Chair. Seconded by Secretary Coulter.
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Chair Watkins called for other nominations. Hearing none, Chair Watkins closed the
nominations. Upon receiving three votes from Trustees Coulter, Kumra and Larson,
Trustee Paul Watkins was elected to remain as Chair.
Chair Watkins nominated Trustee Larson as Vice Chair, seconded by Trustee Kumra. Chair Watkins closed the nominations and the Board unanimously elected Trustee Dorothy Larson as Vice Chair.
Chair Watkins nominated Trustee Kramer for position of Secretary. Trustee Kumra seconded. Chair Watkins closed the nominations and the Board unanimously elected Trustee Kramer as Secretary.
Chair Watkins explained that he involves the Vice Chair in matters from time to time. The
Minutes for the meeting are forwarded to the Board Secretary for review and revisions.
Chair Watkins assigned the liaisons for the FY 2023-2024. Vice Chair Larson will be the liaison for the Witte Committee, Secretary Kramer will be the liaison for the Library Live Committee; Chair Watkins offered to bring her up to date after the meeting. Trustee
Coulter will continue to serve as the liaison for the Friends of the Library. Chair Watkins will be the liaison for the Library Foundation, and Library Services Director Melissa Hartson will provide reports on the Literacy program.
V.NOTICE TO THE PUBLIC - Waived
VI.CONSENT CALENDARAdministrative Support Specialist Francine Jacome read the Consent Calendar Notice tothe public.
Chair Watkins called for any requested items to be pulled for separate action or discussion.
A.Consent Calendar Items
1.Minutes of the June 19, 2023 Board of Library Trustees Meeting
Chair Watkins noted that Vice Chair Larson and Secretary Kramer would abstain from the vote on the June Minutes.
2.Patron Comments
Chair Watkins referred the Board of Library Trustees to Handwritten page 14 and noted that Patron comments 1, 3, and 6 and on Handwritten page 15 patron comments 8, 9, and 10, and on handwritten page 16 comment 11 were prepared by Library Services Manager Rebecca Lightfoot. He complimented her on her professional yet caring responses to comments. They were all very well written, very kind, polite, and respectful.
3.Library Activities
Monthly update of library events, services, and statistics.
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Library Services Director Hartson provided a written update that was submitted in the meeting packet. 4. Expenditure Status Report Monthly expenditure status of the library’s operating expenses, services, salaries, and benefits by department.
Library Services Director Hartson commented that the expenditure information in the packet is through July 1. There will be a final FY budget at the August meeting
as June invoices are still being paid. Chair Watkins reported that of the invoices paid thus far, they are about 10% under budget overall for last Fiscal Year (FY). 5. 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 asked Library Services Manager Lightfoot and Branch and Youth Services Coordinator Annika Helmuth to provide feedback on the Library Journal Design Institute
they recently attended in order to gather ideas for the replacement of the Balboa Branch and fire station replacement. He asked to receive a one-page summary, along with any additional information, for himself and Vice Chair Larson, so they can better understand
and be involved with information pertaining to the branch replacement project. Library Services Manager Lightfoot reported on the one-day conference they attended.
There was a panel of speakers, architects, and librarians who spoke about the challenges they face with different projects. Some of the items discussed were how to evaluate the space, once it’s built, to see how it’s being used by patrons. Branch and Youth Services Coordinator Helmuth added that they talked about what it means to have a flexible space, with spatial adjacency in consideration of what is being placed next to what, the goal is to be mindful of what the space is to be used for. The intent of how the space will be used may not always translate. It was a wonderful conference with good information and the panels were really engaging. Chair Watkins inquired who was on the panel.
Branch and Youth Services Coordinator Helmuth answered that architects were featured on the panels, which were generally led by library staff.
Library Services Manager Lightfoot added there were designers with furniture packages, with commentary from librarians.
Chair Watkins stated that he and Vice Chair Larson would serve on the Balboa Branch Replacement Ad Hoc Committee and possibly keep former Trustee Janet Ray on standby as a resource. Chair Watkins asked if there were further questions, comments or public comments on the Consent Calendar and there were none.
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Motion made by Trustee Kumra, seconded by Trustee Coulter, and carried (3-0-2-0) to approve the Consent Calendar with edits to the minutes of the Board of Library Trustees
meeting Minutes on June 19, 2023. AYES: Watkins, Kumra, Coulter
NOES: ABSTENTIONS: Kramer, Larson ABSENCES:
VII. CURRENT BUSINESS A. Items for Review 6. Proposed Library Schedule for Winter Holidays 2023 Library Services Director Hartson referred the Board to Handwritten Pages 29-31 to review the upcoming holiday schedule. This is an odd year where some holidays fall upon weekends. They will need to account for when they will be open and closed. The City observes a half-day holiday on Christmas Eve and New Year’s Eve, with a full-day holiday for both Christmas Day and New Years Day. Due to the half-day holidays falling on a Sunday and the libraries are only open noon to 5 p.m., she requested the libraries be
closed the full day on both Eve Sundays. Most of the City’s offices observe the holidays Monday – Friday and are not open over the weekend. In addition, City Hall is closed between Christmas and New Year’s Day. Staff requested a modified schedule from 9 – 6
p.m. during the week between Christmas and New Year’s Eve. Other peer libraries have a varied range of hours. Vice Chair Larson commented that as a patron, the schedule looked good to her and seemed well thought out. She has remained impressed that the Newport Beach Public Libraries have remained open more than other city libraries. Rhonda Watkins, Newport Beach resident, provided public comment that it was in keeping with the high school students that might use some of the resources during their break. Motion made by Trustee Coulter, seconded by Trustee Kramer, and carried (5-0-0-0) to approve the acceptance of the winter holiday schedule. AYES: Watkins, Kumra, Coulter, Kramer, Larson
NOES: ABSTENTIONS: ABSENCES:
7. Newport Beach Public Library Foundation Wish List Staff recommends the Board of Library Trustees approve the acceptance of the wish list donation from the Newport Beach Public Library Foundation Library Services Manager Lightfoot reported that staff is requesting the Board approve to receive a donation from the Newport Beach Public Library Foundation in the amount of
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$39,980 this year. They asked for $22,000 for a furniture package for the electronic village (the public computers). The chairs for the computers are ten years old and in need of replacement. They would like to add two standing desk options due to the number of
patron requests. The umbrellas in the Bamboo Courtyard need to be replaced as they have had to repair them repeatedly. Additionally, the annual cost for their digital magazine Flipster is $14,600 dollars and their Beanstack online resource annual fee is $2,380.
Chair Watkins requested a thank you be sent to the Chair of the Library Foundation.
Library Services Director Hartson responded that staff would take care of that. Motion made by Trustee Coulter, seconded by Trustee Kumra, and carried (5-0-0-0) to approve the acceptance of the wish list donation from the Newport Beach Public Library Foundation. AYES: Watkins, Kumra, Coulter, Kramer, Larson NOES: ABSTENTIONS: ABSENCES: 8. Lecture Hall Update In conjunction with NBPLF CEO Mr. Jerry Kappel’s memo, Library Services Director
Hartson reported that the City is looking to re-bid the project in the fall. Vice Chair Larson commented that she spoke with Jill Johnson-Tucker who said it would
be re-bid likely in September and the Board of Library Trustees has been very much in support of the project, and they needed the Board to continue with that support. Rhonda Watkins, Newport Beach resident, asked if they planned to have the same configuration or would it be modified. Mr. Kappel replied that the current feel is there aren’t any significant savings to be had. Chair Watkins received and filed the report. 9. Balboa Branch Replacement Update
Library Services Director Hartson wished to reiterate that Library Services Manager Lightfoot and Branch and Youth Services Coordinator Helmuth attended the design
conference. The money in the budget for the design by COAR has already gone through and it is in process, but in the infancy stages. A project manager has not yet been assigned. All of the meetings were preliminary.
Chair Watkins received and filed the report. 10. Library Services Report on Library issues regarding services, patrons, and staff.
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Library Services Director Hartson reported that last month the City celebrated its employees and the work they do with the employee service awards and luncheon held at the end of June. On Handwritten Page 17 several milestone anniversaries are listed for
Library staff. Library Assistant Bernadette Gilliam was one of five finalists nominated for this year’s Dorothy Palen Award. It’s a big honor. Bernadette exemplifies what the City looks for in an employee of the year. Dorothy Palen was a former City employee who
always performed to the fullest and that is Bernadette to the letter. On the wheelhouse list, there are a few events to take note of, which include the All-Staff Meeting on July 20. All locations will open at 10 a.m. The Sully Band will be performing Sunday July 23 to kick off
the 2023 Concerts on the Green from 6-7:30 p.m. at the Newport Beach Civic Center lawn. The Board of Library Trustees Meeting in August will be on Monday, August 21 at 5 p.m. at the Central Library. Chair Watkins commented that the wheelhouse list is intended to provide an opportunity for the Trustees to attend events that may interest the Board. Chair Watkins received and filed the report. B. Monthly Reports 11. Library Foundation Liaison Reports A. Library Foundation Board
Report on the most recently attended meeting. Chair Watkins noted that the Library Live committee meetings and the Witte Lecture
committee meetings will resume in September. The Library Foundation Board met on July 10. Rather than receive reports with no content, the Board of Library Trustees can refer to Mr. Kappel’s memo dated July 14, which refers to a good amount of important information
having to do with these three committees and the Foundation in general. Vice Chair Larson commented about the season tickets for Foundation’s Witte Lectures are currently available on the Newport Beach Public Library Foundation website. She recommended that everyone go on and see the information on when those events will take place and attend whatever possible. They are all awesome events. Chair Watkins received and filed the report. B. Library Live Lectures Committee Report on the most recently attended meeting.
NBPLF CEO Mr. Kappel commented that Library Live single tickets will go on sale on September 5. Currently, only season tickets for members are on sale for Witte Lectures.
Chair Watkins commented on how well the Bookmark feature is.
Mr. Kappel mentioned how the number of volunteer hours worked adds to the value of the Library. Currently there’s over $750,000 dollars in value from the volunteers who contribute to the Library, which includes everything from Literacy, Friends, the Foundation, to youth volunteers. It’s a very significant asset.
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C. Witte Lectures Committee Report on the most recently attended meeting.
Chair Watkins reported there was nothing new to report. 12. 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 Library had a June 2 and 3 used book sale and raised $2,399 dollars. The total bookstore sales for the month of June were $19,368. There are 843 members who pay dues every year. New members contributed $545, along with 375 renewals for a total of $920. The president of Friends of the Library, Pam Cook, presented the $200,000 wish list check to the City at the City Council meeting on July 11. All the Council members were there, and pictures were taken. It was a very nice presentation. October 6 and 7 is the next used book sale. Members can go on Friday; it is open to the public on Saturday. They continue to be aggressive and work hard. It’s a pleasure to be associated with them.
Vice Chair Larson inquired if renewal notices are sent out, she did not receive one. Trustee Coulter responded that they do send out renewals.
Chair Watkins received and filed the report. 13. Literacy Services Liaison Report Trustee update of the most recently attended Literacy Services Advisory Board. Library Services Director Hartson reported that the Library has hired a Literacy Services Coordinator, Gabriela Leman. They are happy to have that role filled and will introduce her to the Board of Library Trustees at a future meeting. Library Services Director Hartson will be meeting with the President of the Literacy Advisory Board in the near future to discuss their continued transition. Chair Watkins received and filed the report.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Haley, Newport Beach resident and Central Library patron, provided public comment
regarding an email she sent to the Board, which never received a response. She spoke at the last City Council meeting regarding all of the concerning books. She states that there are actually dozens and dozens. When she spoke at the City Council meeting, she
mentioned that her daughter saw one of these books at Mariners months back. She was with her that day, and told her it was not appropriate, and they put it back on the shelf. But, at Mariners Elementary, students go there for the day and check out books, and
parents are not there to monitor their child’s checkouts. The one book of concern was “It’s Perfectly Normal”. She also saw that the book “George” was available as a giveaway for the Children’s Summer Reading Program. Haley read an excerpt from the book for the Trustees. She stated that this book, along with many other books, are not appropriate for
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children who have access to them in the children’s section of the Library. She says that there has to be a line drawn, at least for children, and noted that staff needs to take a deep dive into the children’s books. She added that the current complaint process is not working.
VIII. BOARD OF LIBRARY TRUSTEES ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION ACTION OR REPORT (NON-DISCUSSION ITEM) Chair Watkins requested that the next agenda include the item ‘censorship vs. right to
read’. He commented that this issue has not gone unnoticed by the Board. Trustee Coulter commented he went to a luncheon recently in which people commented about the problem specific to the Mariners Branch. Secretary Kramer commented that it might be a better idea to title the item Book Placement policy due to recent concerns. Chair Watkins commented that description could be used on the agenda, however, the topic remains the same, while placement of the material is an important part of that discussion. Vice Chair Larson commented that the Agenda is posted on the website and the Agenda item description and terminology is important. At the City Council meeting, and parents
who have brought the topic up to her, everyone agrees it is a placement issue, not a censorship issue.
Chair Watkins responded that is a point well taken and availability vs. age appropriate might be a better option and requested Library Services Director Hartson work with him on that item for the next Agenda. Chair Watkins thanked Trustee Kumra for his service on the Board of Library Trustees and wished him well. He’s been very helpful on so many items and they are sorry to lose him. Trustee Kumra said he has really enjoyed the time on the Board of Library Trustees and stepping down has been one of the saddest parts of his family’s transition.
IX. ADJOURNMENT – 5:54 p.m.
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NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSJULY 2023Comment #CommentResponseDate ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron 107/07/2023EmailRebecca LightfootLibrary Services Manager07/07/2023207/07/2023EmailAllison SarnowskiAdministrative Support Technician07/07/2023307/15/2023EmailAndy KachaturianCirc. & Tech. Processing Coordinator07/17/2023407/16/2023EmailRebecca LightfootLibrary Services Manager07/17/2023507/16/2023EmailAnnika HelmuthBranch & Youth Services Coordinator07/17/2023Am I able to return books by mail?Yes, you are able to return items by mail to our Central Library at: Newport Beach Public Library, Attention: Circulation Department, 1000 Avocado Avenue, Newport Beach, CA 92660. We will be unable to check the items in off of your account until we physically receive them, but that is certainly an option. As most items can renew up to four times provided that there are no holds on them, you might consider renewing them if that might help you get past a time that you are unable to reach the library. You can always check your account online at https://nb.ent.sirsi.net/client/en_US/default#, or give us a call at 949-717-3837 for help with renewals. Have a good day.Is it possible for us to reserve a space for our book group once per month on Tuesdays from 2:30-3:30? We are 8-10 people. We will start August 1. Thank you for your inquiry about meeting space at the Newport Beach Public Library. We do have a room that will suit your needs. The Sword Meeting Room is for groups of 6 to 20 people and is available at no charge for all holders of a NBPL card, which is available for free to all California residents. The room can be reserved for a maximum of four hours and booked no more than 28 days in advance. There is no catering available, but you are welcome to bring snacks with you. In order to reserve the room, you must call or come in person during the Library’s administration office hours, Mondays through Thursdays 9 a.m. – 5 p.m., Fridays 9 a.m. – 4 p.m. with a current NBPL card already on file. Requests made after hours or by email will not be accepted. We are located at 1000 Avocado Avenue, Newport Beach, CA 92660, and the administration office can be reached at 949-717-3801. You can also find more information on our website at https://www.newportbeachlibrary.org/services/study-meeting-rooms. Thank you.Is the Sword Meeting Room accessible?The Sword Meeting Room is located on the second floor of the Central Library, and it is accessible via elevator. The door to the room is very wide, so that should not pose a problem. Is there a particular table height that may be needed? If you have any concerns, we can measure the tables in the room for you in advance. Please let me know.Are there library book clubs open for participation?Newport Beach Public Library Foundation holds a book discussion group. You can find information about the group here on their website: https://nbplf.foundation/programs/book-discussion-group/. I hope that helps! Please let me know if you have any other questions. Thank you.I will be visiting my family in Costa Mesa and want to play chess with my grandson. Does your library have chess sets that we can borrow during our stay? Thanks!Thank you for your interest in the Newport Beach Public Library. While we don't have any chess sets available for check out, we do offer a variety of toys, puzzles, and games available for use in the Children's Room at each of our four libraries. If you are visiting this Fall, we will be hosting a Family Game Day at the Central Library with board games and puzzles every third Tuesday each month beginning in September. We hope you can join us!13
NEWPORT BEACH PUBLIC LIBRARY PATRON COMMENTSJULY 2023Comment #CommentResponseDate ReceivedSource of CommentStaff MemberStaff Member TitleDate Responded to Patron 607/21/2023EmailRebecca LightfootLibrary Services Manager07/24/2023707/24/2023EmailCamille Escareal-GarciaCultural Arts Assistant807/26/2023EmailRebecca LightfootLibrary Services Manager07/27/2023907/31/2023EmailRebecca LightfootLibrary Services Manager07/31/20231007/31/2023EmailMelissa HartsonLibrary Services Director08/01/2023I would like to know if you have specified dates/hours for making book donations, or if I may drop them off at any time. The Friends of the Library accept book donations on the Library’s behalf. Store hours are Monday through Saturday from 10:30 a.m. until 3 p.m., but you may drop donations off at any time and at any location. If you would like to make an appointment for a larger donation drop off, please call the Friends at 949-759-9667. Thank you.I hope this email finds you well. I am excited to be playing on the Corona del Mar Girls Varsity Volleyball team this year! I would like to invite you to support our program by purchasing an ad in our annual program. I have attached an ad rate sheet and you can also purchase an ad quickly and easily by going online to: https://cdmgirlsvb.com/advertise-store. Thanks to supporters like you, we are able to fund high-level coaching, conditioning and training, camps, participate in tournaments, purchase uniforms and equipment, and more. We really need and appreciate your support! You can reach me at...or visit our website at... Thank you for supporting CDM Girls Volleyball! Go Sea Kings! Thank you for contacting the Library in regards to purchasing an ad in your annual program. We respectfully decline this opportunity, but wish you and the Corona del Mar Girls Volleyball team a successful season.Thank you for the nice concerts at The Civic Center. I would like to comment on The Sully Band. They are a cover band and you listed them as soul or R & B. While they have very good musicians, I was very disappointed that it was not a soul band or R&B. You seem to lack in booking this genre of music.Thank you for attending our summer concerts on the green, we are so delighted to hear that you have enjoyed the music. In regards to our most recent performance by The Sully Band, the band’s promotional material lists them as an R&B, soul, and cover band. Ultimately, the band decides what music they will play during the concerts, though we completely understand and appreciate your comments regarding bringing more R&B and soul to our summer concerts. I will pass on your comments to the City Arts Commission, who ultimately selects the performers for our concerts. Please feel free to reach out if you have any further questions.I have recently moved into the Newport Beach area and was wondering if the library - any of its connected branches - has any current job openings. Is there a site or page that you would be able to link that I check this? I am a small business owner that I run in the evenings, but am looking to keep myself busy during the mornings and afternoons. I would love to offer my services. Please send over anything you may have. Thank you so much.Thank you for your interest in working for the Library! All of our job openings are posted on the City’s website here: https://www.governmentjobs.com/careers/ newportbeach. You can also fill out a job interest card on the City’s website to be notified by email whenever a new job in the Library is posted: https://www. newportbeachca.gov/government/departments/human-resources-department/job-opportunities. I hope that helps! Please let me know if you have any other questions. Thank you.I'm looking at pictures of a sound Lab on your Google maps directory. I'm a musician, engineer, etc. Thinking of moving to the region. Is this what I think it is? Like a recording studio of some kind. And is it open to the public?Yes, the Sound Lab is available to members of the public who have a valid Newport Beach Public Library card. You can find out more information about it here on our website: https://www.newportbeachlibrary.org/services/media-lab, https://www.newportbeachlibrary.org/about/library-policies/sound-lab-policy. If you have any questions about specific software, please don’t hesitate to reach out, I’d be happy to help. Thank you.14
NEWPORT BEACH PUBLIC LIBRARY
To: Board of Library Trustees
From: Melissa Hartson, Library Services Director
Re: Report of July Library Activities – August 21, 2023 Meeting
________________________________________________ ____________ _____ _
MELISSA HARTSON, LIBRARY SERVICES DIRECTOR
Staffing
I am pleased to announce the Library has filled both the Literacy Coordinator and Adult Services
Coordinator vacancies. As the new Literacy Coordinator, Gabriela Leman brings her career experience
working in education to the Adult Literacy Program. Completing the administrative team, Erin Spivey joins
the Library as the Adult Services Coordinator. Her background as both a public librarian and school district
librarian bring a broad perspective to the Library.
WHEELHOUSE LIST FOR LIBRARY TRUSTEES
•Library Closure: Labor Day
Monday, September 4
All locations
•2023 Concerts on the Green: Boys of Summer
Sunday, September 17, 6 – 7:30 p.m.
Newport Beach Civic Center
•International Literacy Day Celebration
Thursday, September 14, 10 a.m. – noon
Friends Meeting Room, Central Library
•Board of Library Trustees Meeting
Monday, September 18, 5 p.m.
Central Library
REBECCA LIGHTFOOT, LIBRARY SERVICES MANAGER
Intern
The Library was happy to host an intern in our Marketing department. Arielle Tan worked with Marketing
Specialist Maria Nicklin on print materials, social media posts, and adding to our photography library.
Services
The Library added a database: “Exploring Race in Society”. This database offers a wide variety of articles,
journals, books on topics such as Civil Rights, Education, History, and Health Care.
Training
Several staff attended a live training on July 6 on how to back up a coworker during a conflict. As part of
the All Staff Meeting on July 20, the Newport Beach Police Department provided training on what to do
in the event of an active shooter.
15
Adult Summer Reading Program
We had 293 registered participants, up from 199 last summer. Seventy-three patrons completed the
challenge, which was up from 60 last summer. Twelve patrons attended the wrap up party.
ANNIKA HELMUTH, BRANCH AND YOUTH SERVICES COORDINATOR
Branches
Summer Reading concluded at the end of the month after bringing many happy readers, prize-winners,
and program attendees to the branches. In addition to storytimes, the branches each hosted weekly
programs for children, including craft programs, an animal program, and a family-friendly concert.
Summer Reading youth program attendance at the branches including storytimes totaled over 1,600
participants in July.
In personnel news, Anthony Duhamel joined the Corona del Mar Branch staff this month as a part-time
Library Page and Mary Anne Kessler joined Mariners Branch as a part-time Library Clerk.
Youth Services
The Children’s Summer Reading Program, a minutes-based program that encourages children to keep
reading throughout the summer, concluded on Saturday, July 29, after beginning on June 10. Over seven
weeks, readers registered on Beanstack to log their minutes, submit book reviews, and complete fun
activities. Upon registering, readers earned a prize paperback book, and for every 100 minutes read
participants also earned a small toy prize. Registration totals were again up, this year by an over 16%
increase, with 1,448 children registered across all four locations. Impressively, the total number minutes
read was up 40% at a total of almost 400,000 minutes read. Summer Reading Program events included
arts and crafts, a comedian juggler, draw-along art, a Wild Wonders animal show, and The Ben Band’s
family-friendly musical concert. Programs brought large crowds into the Library with many new and
returning families expressing how much the crafts featured, prompted a creative and fun summer.
Summer program attendance, including storytimes from June 10 – July 29, totaled over 6,000 attendees.
The Summer Reading Program is generously funded by the Friends of the Library.
Teen Services
This year, the Teen Summer Reading Program had 173 participants, up 22.7% from last year, and 61
finishers, up a notable 135% over last year. Over half of all teens registered were current or incoming
middle schoolers with 59 seventh graders registered and 30 eighth graders registered. Prizes this year
included an opening day prize raffle, weekly prize drawings for book reviewers, and grand prize drawings.
Teens collected 119 prize books, submitted 226 book reviews, and logged 787 books.
Teen Volunteers from grades 6-12 assisted Library staff at the Summer Reading Program table in the
Children’s area every day during the Summer Reading Program. A total of 112 Teen Volunteers helped by
volunteering at special Summer Reading Program events, as Children’s Department Assistants, helping at
the Summer Reading Program registration table, and writing book reviews. The Summer Reading Program
volunteers alone completed a total of 745 volunteer hours. The Teen Volunteers were respectful, friendly,
and patient with both parents and children. They were very helpful for library staff, and made Summer
Reading Program a smooth, fun, and special experience for everyone.
16
ANDREW KACHATURIAN, CIRCULATION AND TECHNICAL PROCESSING COORDINATOR
Staffing
Mary Anne Kessler was hired as a part-time Library Clerk for the Mariners Branch. Four other part-time
Library Clerk positions are open between the other three branches with further interviews planned for
August. Priscilla Johnson and Brian Barton were hired as part-time Library Pages for the Central Library,
leaving no further Library Page open positions.
Facilities
Both the Central Library and Mariners Branch have some minor HVAC issues that were identified and will
be repaired in August. Work was coordinated at Mariners for a larger HVAC chiller replacement planned
through a City Capital Improvement Project planned for late August.
17
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
2023 2023 2023 2023 2023 2023 2024 2024 2024 2024 2024 2024
Tracked by #searches
A to Z Databases 1740 1740
Ancestry 976 976
AskART 55 55
Brainfuse JobNow/VetNow 82 82
Britannica School Edition 23 23
Exploring Race in Society 2
Gale Archives Unbound 1977 1977
Gale Directory Library 17 17
Gale in Context: Biography 9 9
Gale in Context: Elementary 10 10
Gale in Context: Opposing View 8 8
Gale Literature Resource Center 8 8
Gale Virtual Reference Library 46 46
HeritageQuest 224 224
Legal Information Ref Center 72 72
National Geographic 24 24
National Geographic Kids 23 23
NewsBank 1292 1292
NoveList Plus 48 48
NoveList K-8 Plus 22 22
ProQuest 2587 2587
Proquest eLibrary 2 2
Reference Solutions Business 1883 1883
Reference Solutions Residential 91 91
SIRS Discoverer 0 0
SIRS Issues Researcher 192 192
World Book Online 4 4
Tracked by #page views
Artist Works 4 4
Consumer Reports 3496 3496
CultureGrams 26 26
Morningstar 5899 5899
RealQuest 11 11
Tumblebooks 12 12
Value Line 13295 13295
Tracked by courses
LinkedIn Learning 349 349
Tracked by Hours Used
ABC Mouse 28 28
Rosetta Stone 16 16
Notes:
Database FY Comparisons YTD
23/24
Proquest Articles Retrieved 2023-2024
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun AVG.
Business Databases 1322 1322
Newspapers--Current 656 656
Newspapers--Historical 1966 1966
Magazines 19 19
18
NBPL Website Usage 2023-24
Metric Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Total Users 23559 23559 23559
New Users 22806 22806 22806
Sessions 44852 44852 44852
Pageviews 97997 97997 97997
Sessions Per User 2 2 --
Pages Per Session 2 2 --
Avg. Session Dur. (min)3 3 --
Bounce Rate (%)54 54 --
Today's Business Solutions Wireless (TBS): Total Data Transferred (GB) 2023-24
Location Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 240 240 240
CdM 220 220 220
Mariners 1710 1710 1710
Central 11410 11410 11410
Total 13580 13580 13580
Today's Business Solutions Wireless (TBS): Total Unique Patrons 2023-24
Location Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 518 518 518
CdM 470 470 470
Mariners 1575 1575 1575
Central 8775 8775 8775
Total 11338 11338 11338
Today's Business Solutions Wireless (TBS): Average Number of Patrons Per Day 2023-24
Location Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 44 44 44
CdM 30 30 30
Mariners 124 124 124
Central 654 654 654
Total 852 852 852
Today's Business Solutions Wireless (TBS): Average Usage Per Patron (MB) 2023-24
Location Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Average Total
Balboa 474 474 474
CdM 480 480 480
Mariners 1110 1110 1110
Central 1330 1330 1330
Total 3394 3394 3394
19
JUL 23 YTD 23/24 YTD 22/23
BALBOA 2,475 2,475 3,039
CdM 4,076 4,076 3,268
MARINERS 21,895 21,895 20,602
CENTRAL 58,317 58,317 61,110
eBooks 8,521 8,521 7,873
eMagazines 1,957 1,957 2,108
eAudiobooks 6,532 6,532 5,864
Streaming Films 1,117 1,117 739
TOTAL 104,890 104,890 104,603
AUG 22 105,684
SEP 22 100,025
OCT 22 100,128
NOV 22 93,338
DEC 22 90,480
JAN 23 97,351
FEB 23 89,534
MAR 23 102,817
APR 23 94,662
MAY 23 96,156
JUN 23 98,173
JUL 23 104,890
TOTAL 1,173,238
12 Month Comparison
NEWPORT BEACH PUBLIC LIBRARY - JULY 2023
CIRCULATION
BALBOA
CdM
MARINERS
CENTRAL
eBooks
eMagazines
eAudiobooks
Streaming Films
85,000
90,000
95,000
100,000
105,000
110,000
AUG 22 SEP 22 OCT 22 NOV 22 DEC 22 JAN 23 FEB 23 MAR 23 APR 23 MAY 23 JUN 23 JUL 23
1,598,265
1,610,818
1,529,391
1,464,640
1,424,594
1,376,041
1,084,526
1,043,629
1,195,151 1,172,951
1,000,000
1,125,000
1,250,000
1,375,000
1,500,000
1,625,000
1,750,000
FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 FY 22/23
CIRCULATION
20
JUL 23 YTD 23/24 YTD 22/23
BALBOA 424 424 431
CdM 917 917 664
MARINERS 2,250 2,250 1,916
CENTRAL 7,342 7,342 7,184
TOTAL 10,933 10,933 10,195
12 Month Comparison
AUG 22 9,517
SEP 22 8,793
OCT 22 8,944
NOV 22 7,898
DEC 22 7,081
JAN 23 8,577
FEB 23 8,486
MAR 23 10,508
APR 23 8,626
MAY 23 8,917
JUN 23 10,700
JUL 23 10,933
TOTAL 108,980
NEWPORT BEACH PUBLIC LIBRARY - JULY 2023
REFERENCE
BALBOA
CdM
MARINERS
CENTRAL
6,500
7,500
8,500
9,500
10,500
11,500
AUG 22 SEP 22 OCT 22 NOV 22 DEC 22 JAN 23 FEB 23 MAR 23 APR 23 MAY 23 JUN 23 JUL 23
190,391 168,496
162,510
157,149
156,521
163,392
131,445
78,088
105,958
108,242
70,000
90,000
110,000
130,000
150,000
170,000
190,000
FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 FY 22/23
REFERENCE
21
JUL 23 YTD 23/24 YTD 22/23
BALBOA 2,176 2,176 2,485
CdM 3,298 3,298 2,585
MARINERS 11,297 11,297 9,416
CENTRAL 39,111 39,111 33,995
TOTAL 55,882 55,882 48,481
12 Month Comparison
AUG 22 50,715
SEP 22 55,489
OCT 22 52,173
NOV 22 44,903
DEC 22 45,996
JAN 23 50,627
FEB 23 50,358
MAR 23 59,398
APR 23 59,010
MAY 23 53,465
JUN 23 52,680
JUL 23 55,882
TOTAL 630,696
NEWPORT BEACH PUBLIC LIBRARY - JULY 2023
PATRONS SERVED
BALBOA
CdM
MARINERS
CENTRAL
40,000
45,000
50,000
55,000
60,000
65,000
AUG 22 SEP 22 OCT 22 NOV 22 DEC 22 JAN 23 FEB 23 MAR 23 APR 23 MAY 23 JUN 23 JUL 23
1,399,841
1,256,238 1,209,719
1,102,106
1,158,344
935,953
636,072
145,463
512,178 623,295
100,000
300,000
500,000
700,000
900,000
1,100,000
1,300,000
1,500,000
FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 FY 22/23
PATRONS SERVED IN LIBRARY
22
JUL 23 YTD 23/24 YTD 22/23
BALBOA 196 196 156
CdM 677 677 582
MARINERS 791 791 625
CENTRAL 6,437 6,437 7,547
TOTAL 8,101 8,101 8,910
12 Month Comparison
AUG 22 5,351
SEP 22 7,860
OCT 22 8,647
NOV 22 5,232
DEC 22 4,915
JAN 23 4,244
FEB 23 5,328
MAR 23 6,022
APR 23 6,001
MAY 23 8,113
JUN 23 7,670
JUL 23 8,101
TOTAL 77,484
PROGRAM ATTENDANCE
NEWPORT BEACH PUBLIC LIBRARY - JULY 2023
BALBOA
CdM
MARINERS
CENTRAL
4,000
5,000
6,000
7,000
8,000
9,000
AUG 22 SEP 22 OCT 22 NOV 22 DEC 22 JAN 23 FEB 23 MAR 23 APR 23 MAY 23 JUN 23 JUL 23
49,977
64,473
67,646 69,922
70,430
68,241
68,078
52,678
64,397
78,293
45,000
55,000
65,000
75,000
85,000
FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 FY 22/23
PROGRAM ATTENDANCE
23
LIBRARY EXPENDITURES FY END 2022-23
(August 3, 2023)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL-TIME REGULAR 2,899,704 2,987,083 2,705,782 109,094 281,301
SALARY PART-TIME 1,085,842 1,137,113 820,595 30,676 316,519
BENEFITS 2,099,015 2,256,021 2,131,739 45,129 124,283
SALARY & BENEFITS TOTAL 6,084,561 6,380,218 5,658,115 184,898 722,102
II MAINT & OPERATION
PROFESSIONAL SERVICE*208,507 208,507 212,770 650 (4,263)
UTILITIES 309,753 309,753 357,054 2,372 (47,301)
PROGRAMMING 5,500 7,500 2,642 0 4,859
SUPPLIES**81,970 82,548 84,476 4,131 (1,928)
LIBRARY MATERIALS 669,740 695,023 692,841 23,482 2,181
FACILITIES MAINTENANCE 187,886 191,550 179,056 12,931 12,494
TRAINING AND TRAVEL 10,681 10,681 9,129 2,864 1,552
GENERAL OPERATING EXPENSES***24,202 25,202 26,175 2,835 (973)
PERIPHERALS & SOFTWARE 5,000 13,000 12,330 4,330 670
INTERNAL SERVICE FUNDS 1,588,120 1,588,120 1,588,120 0 (0)
OFFICE EQUIPMENT 2,000 2,000 1,648 340 352
MAINT & OPERATION TOTAL 3,093,359 3,133,884 3,166,242 53,936 (32,359)
LIBRARY BUDGET TOTAL 9,177,920 9,514,101 8,824,357 238,834 689,744
*PROFESSIONAL SERVICES - INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
24
LIBRARY EXPENDITURES FY 2023-24
(August 3, 2023)
ACCOUNT DESCRIPTION
ORIGINAL
APPROP
REVISED
BUDGET
YTD
EXPENDED
MONTHLY
EXPENDED
AVAILABLE
BUDGET
I SALARY & BENEFITS
SALARY FULL-TIME REGULAR 3,156,337 3,156,337 223,407 223,407 2,932,930
SALARY PART-TIME 1,279,860 1,279,860 64,636 64,636 1,215,224
BENEFITS 2,247,901 2,365,309 138,405 138,405 2,226,904
SALARY & BENEFITS TOTAL 6,684,098 6,801,506 426,448 426,448 6,375,058
II MAINT & OPERATION
PROFESSIONAL SERVICE*207,488 207,488 17,959 17,959 189,529
UTILITIES 372,933 372,933 44,625 44,625 328,308
PROGRAMMING 2,000 2,000 326 326 1,674
SUPPLIES**82,800 82,800 4,226 4,226 78,575
LIBRARY MATERIALS 669,740 669,740 35,186 35,186 634,554
FACILITIES MAINTENANCE 250,275 250,275 4,251 4,251 246,024
TRAINING AND TRAVEL 10,681 10,681 0 0 10,681
GENERAL OPERATING EXPENSES***24,202 24,202 466 466 23,736
PERIPHERALS & SOFTWARE 5,000 5,000 0 0 5,000
INTERNAL SERVICE FUNDS 1,693,396 1,693,396 282,233 282,233 1,411,164
OFFICE EQUIPMENT 2,000 2,000 0 0 2,000
MAINT & OPERATION TOTAL 3,320,516 3,320,516 389,271 389,271 2,931,245
LIBRARY BUDGET TOTAL 10,004,613 10,122,021 815,718 815,718 9,306,303
*PROFESSIONAL SERVICES - INCLUDE OUTSIDE PRINTING, JANITORIAL, WINDOW SERVICE
**INCLUDES OFFICE , PROCESSING AND JANITORIAL SUPPLIES
***INCLUDES, ADVERTISING, DUES, EVENT INSURANCE
25
Previous
Agenda Date AGENDA ITEM Scheduled
Agenda Date
Ongoing Ongoing
Ongoing Ongoing
Ongoing Ongoing
Aug 15, 2022 Aug 21, 2023
Aug 15, 2022 Aug 21, 2023
Sep 19, 2022 Sep 18, 2023
Oct 17, 2022 Oct 16, 2023
Oct 17, 2022 Oct 16, 2023
Dec 19, 2022 Dec 11, 2023
Dec 11, 2023
Jan 17, 2023 Jan 16, 2024
Feb 21, 2023 Feb 20, 2024
Feb 21, 2023 Feb 20, 2024
Mar 20, 2023 Mar 18, 2024
Apr 17, 2023 Apr 15, 2024
Apr 17, 2023 Apr 15, 2024
May 15, 2023 May 20, 2024
May 15, 2023 May 20, 2024
May 15, 2023 May 20, 2024
Jun 19, 2023 Jun 17, 2024
Jun 19, 2023 Jun 17, 2024
Jul 17, 2023 Jul 15, 2024
Jul 17, 2023 Jul 15, 2024
LAST
REVIEWED POLICY REVIEW
Aug 23, 2021 NBPL 14 The Friends Meeting Room Aug 21, 2023
Nov 15, 2021 NBPL 15 The Library Lecture Hall Nov 20, 2023
Dec 20, 2021 NBPL 10 Laptop Borrowing Policy Dec 11, 2023
Feb 22, 2022 NBPL 3 Library Gift and Donor Policy Feb 20, 2024
Jul 18, 2022 CC I-1 Library Services Policy (Council Policy I -1)Jul 15, 2024
Aug 15, 2022 NBPL 2 Collection Development Policy Aug 19, 2024
Sep 19, 2022 NBPL 9 Expressive Use Areas Sep 16, 2024
Nov 21, 2022 NBPL 6 Media Lab Use Policy Nov 18, 2024
Nov 21, 2022 NBPL 7 Sound Lab Use Policy Nov 18, 2024
Jan 17, 2023 NBPL 12 Circulation Policy Jan 21, 2025
Jan 17, 2023 NBPL 5 Internet Use Policy Jan 21, 2025
Jan 17, 2023 NBPL 11 Rules for Acceptable Use of Wireless Internet Connections Jan 21, 2025
Feb 21, 2022 NBPL 8 Display and Distribution of Materials Policy Feb 18, 2025
Apr 17, 2023 NBPL 1 Library Use Policy Apr 21, 2025
Apr 17, 2023 NBPL 13 Study Rooms/Charles Sword Meeting Room Policy Apr 21, 2025
Jun 19, 2023 NBPL 4 Children in the Library Policy Jun 16, 2025
BOARD OF LIBRARY TRUSTEES MONITORING LIST
Lecture Hall Update
Balboa Branch Replacement Update
Annual Budget - Preliminary Review
Branch Update - CDM
Performance Review of Library Services Director (Closed Session)
Policy Review (See List Below)
Review Holidays / Meeting Schedule
December 2023 Regular Meeting Rescheduled
Information Technology Update
Adult and Reference Services Update
Branch Update - Mariners
Branch Update - Balboa
Library Material Selection
Marketing Update & Social Networking Update
Media Lab Update
Proposed Library Closures for Winter Holidays
Annual Budget - Approval
Literacy Program Update
Youth Services Update
Election of Board of Library Trustees Officers/Trustee Liaisons
Financial Report Comparison of Beginning Budget to End of the Year Amended Budget (Every June)
Arts & Cultural Update
Newport Beach Public Library eBranch, Database and Downloadable Services Review
26
RECOMMENDATION:
Staff recommends that the Board of Library Trustees review and approve revisions to Library Policy NBPL
14, The Friends Meeting Room.
DISCUSSION:
Library Policy NBPL 14, The Friends Meeting Room states priorities for the use of the Central Library
Friends Meeting Room to ensure its availability for the Library, its support groups, the City and its officers,
and employees, and to resolve any conflict related to requests for use by others. The policy establishes
procedures for processing and approving or disapproving requests from private persons, groups, or
organizations for permission to use the Friends Meeting Room. It provides standards and criteria for the
use of the Friends Meeting Room to ensure there is no conflict with the public’s use of the City Libraries.
Staff suggests minor grammatical changes to the policy. In addition, to ensure there is adequate time for
staff to review submitted applications, associated fees and documentation, and setup requirements, staff
recommends completed applications are submitted at least 14 days prior to the use of the Friends
Meeting Room.
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: NBPL 14, The Friends Meeting Room - original
ATTACHMENT B: NBPL 14, The Friends Meeting Room - red-lined
ATTACHMENT C: NBPL 14, The Friends Meeting Room - final
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Melissa Hartson, Library Services Director
(949)717-3801, mhartson@newportbeachca.gov
PREPARED BY: Melissa Hartson, Library Services Director
TITLE: Review of The Friends Meeting Room Policy (NBPL 14)
27
1
NBPL 14
The Friends Meeting Room
Background
The large meeting room in the Newport Beach Central Library is known as the Friends Meeting
Room (Friends Room).
The Library Board of Trustees and the Library Services Department administer the Library and the
Friends Meeting Room. The Friends Room is an important source of meeting space for Library,
Library-related, Library-affiliated, City of Newport Beach (“City”), and other programs and activities.
It is not unusual for Library and City Officers and employees to have a need to use the Friends Room
on short notice. Moreover, use of the Friends Meeting Room takes Library staff away from their
normal duties and, if uncontrolled, can interfere with the public’s use and enjoyment of the library.
Applicability
This Policy shall not apply to First Priority and Second Priority uses (as defined below) of the Friends
Room as provided below, although the users of such Priorities are required to complete in advance
an Application for Use form for such uses. So long as they complete and file in advance the
Application for Use form, such users shall be entitled to use the Friends Room with the permission
of and subject to confirming availability with the Library Services Director. Moreover, it shall be
permissible for such users to place an advance hold on recurring regularly scheduled dates of use by
such users, e.g., the first Thursday morning of each month at 7:30 a.m.
Purpose
The purpose of this Policy is to establish:
A.Procedures for processing and approving or disapproving requests from applicable groups or
organizations for permission to use the Friends Room.
B.Priorities as set forth below for the use of the Friends Room and to resolve any conflict related
to requests for use; and
C.Standards and criteria for the use of the Friends Room to insure there is no significant impact
on the workload of staff.
Priorities of Use
A.FIRST PRIORITY
1.Any official Library or Library support group sponsored, co-sponsored, and/or conducted
programs and activities that are directly related to the Library Mission and the Library’s
functions and purposes.
B.SECOND PRIORITY
1.Any meeting or activity of (i) the Newport Beach Chamber of Commerce, (ii) the Corona Del
Mar Chamber of Commerce, (iii) Speak Up Newport, or (iv) any other local non-profit
organization or entity which organization or entity is based in or around the City and whose
meeting or activity is primarily and substantively designed to educate and inform the local
community on current issues. With respect to subsection (iv), the Director shall have the
ATTACHMENT A
28
2
discretion to determine whether an organization or entity meets the qualifications set forth
in subsection (iv) and whether a meeting or activity meets the qualifications set forth in
subsection (iv).
2.Any meeting or activity by local non-profit organizations or entities which organizations or
entities are based in or around the City. The Director shall determine whether an
organization or entity qualifies as a local non-profit organization or entity for purposes of
Second Priority status.
C.THIRD PRIORITY
Use of the Friends Room may be granted by the Library Services Director to those persons,
organizations, or entities listed below on a first come, first serve basis:
1.Sponsored educational or informational programs and activities of state or local public
agencies such as local public schools or public districts.
2.Recreational, social, or civic organizations and/or groups that are promoted and sponsored
by City residents or City non-profit organizations that are open to the public and have fifty
percent (50%) or more of their memberships held by Newport Beach residents.
3.Recreational, social, or civic organizations and/or groups that are non-resident and are
promoted and sponsored by non-profit organizations that are open to the public but do not
qualify under C.2. above.
4.Schools, colleges, hospitals, or other similar groups not qualifying under the definition of
non-profit. Non-profit status is defined as an organization that is so defined by the Internal
Revenue Code Section 501(c) and has a State of California Tax Identification Number.
D.FOURTH PRIORITY
All other outside organizations, municipal agencies, individuals, and groups have Fourth
Priority on all dates, and may reserve events on a first come, first serve basis under the terms,
provisions, and documents required hereunder.
Procedure
All persons, groups or entities seeking permission to use the Friends Room (“applicant”) shall
submit an Application for Use on the form provided by the Department. The applicant shall provide
all information requested in the application and such additional information as may be required by
the Library Services Director to enable the Director to determine if use by the applicant will comply
with this Policy. Applications shall not be considered complete unless accompanied by required
fees, proof of insurance, and any additional requested information to the extent applicable. No
person, group or entity shall be entitled to use of the Friends Room unless their application has
been approved by the Library Services Director or the Director’s designee. If an applicant fails to
comply with the standard conditions of use or any special conditions imposed by the Director, no
additional application by that applicant shall be considered for a one-year period following such
failure.
Standard Conditions of Use Applicable to Third Priority and Fourth Priority Users
These standard conditions of use shall be and are applicable to Third Priority and Fourth Priority
users only; with the exceptions of standard conditions B, D, and F, the standard conditions are not
applicable to First Priority and Second Priority users; provided, however, that the Director shall have
the discretion to impose one or more such other standard conditions on First Priority and Second
29
3
Priority users. An Application for Use of the Friends Room may be approved subject to the Third
Priority User’s and the Fourth Priority User’s compliance with the following standard conditions of
use and other conditions of use as may be imposed by the Library Services Director:
A.The use of alcoholic beverages is prohibited unless expressly approved in writing by the
Library Services Director and subject to the approval of the Alcoholic Beverage Control
Board.
B.Smoking, vaping of any kind, and other use of tobacco or similar products is prohibited in
the Friends Room and the entire Library campus, including restrooms and all common areas.
C.At least one (1) adult shall be present in the Friends Room when minors are in attendance.
D.No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance, or other activity.
E.Meetings or activities conducted in the Friends Room may not be advertised or promoted as
City or Library sponsored activities unless approved in advance by the Library Services
Director. All materials used for advertising or announcing a meeting or activity to be
conducted in the Friends Room shall be submitted to the Library Services Director at least
ten (10) days prior to the use for the sole purpose of determining if the material complies
with this condition. The Library Services Director shall notify the permittee of the Director’s
determination that the material complies or does not comply with the condition within
three business days after submittal.
F.Events or activities in the Friends Room shall not exceed 187 persons.
G.Use of the Friends Room is limited from 9 a.m. to 9 p.m. Monday through Thursday, 9 a.m.
to 6 p.m. Friday and Saturday, and 12 p.m. to 5 p.m. Sunday, unless exceptions to these
hours are expressly approved in writing in advance by the Library Services Director.
H.The provision of insurance should be general liability, naming the Library and City and their
officers, agents, officials, employees, and volunteers as additional insureds, providing
coverage in the amount of not less than $1,000,000 for any claim, loss, injury, damage, or
other casualty that is in any way related to the use and/or occupancy of the Friends Room
by the permittee authorized to use the Friends Room pursuant to this Policy.
I.The permittee agrees to defend, indemnify, and hold harmless the Library and the City and
their officers and employees with respect to any claim, loss, or injury that arises out of, or is
in any way related to permittee’s use and occupancy of the Friends Room.
J.Applications for reservations may be made no more than 90 days in advance and not more
than once every 90 days.
Fees, Deposits and Cancellation Procedures
Fees may be charged for the use of the Friends Meeting Room. Fees shall be established by
Resolution of and periodically adjusted by the City Council on the recommendation of the Board of
Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with
the administration of this Policy and the maintenance and repair associated with the use of the
Friends Room. Notwithstanding anything to the contrary herein, the Director may impose fees and
other charges on the First Priority Users and the Second Priority Users.
30
4
Adopted O-1 – 7-14-1980
Amended O-1 – 11-28-1988
Amended O-1 – 10-28-1991
Amended O-1 – 2-27-1995 (changed to I-21)
Amended I-21 – 2-24-1997
Amended I-21 – 5-8-2001
Amended I-21 – 4-8-2003 (changed to I-7)
Amended I-7 – 10-10-2006
Amended I-7 - 4-23-2019
Amended NBPL 14 – 08-23-2021
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on August 23, 2021.
31
1
NBPL 14
The Friends Meeting Room
Background
The large meeting room in the Newport Beach Central Library is known as the Friends Meeting
Room (Friends Room).
The Library Board Library of Trustees and the Library Services Department administer the Library
and the Friends Meeting Room. The Friends Room is an important source of meeting space for
Library, Library-related, Library-affiliated, City of Newport Beach (“City”), and other programs and
activities. It is not unusual for Library and City Officers and employees to have a need to use the
Friends Room on short notice. Moreover, use of the Friends Meeting Room takes Library staff away
from their normal duties and, if uncontrolled, can interfere with the public’s use and enjoyment of
the Llibrary.
Applicability
This Policy shall not apply to First Priority and Second Priority uses (as defined below) of the Friends
Room as provided below, although the users of such Priorities are required to complete in advance
an Application for Use form for such uses. So long as they complete and file in advance the
Application for Use form, such users shall be entitled to use the Friends Room with the permission
of and subject to confirming availability with the Library Services Director. Moreover, it shall be
permissible for such users to place an advance hold on recurring regularly scheduled dates of use by
such users, e.g., the first Thursday morning of each month at 7:30 a.m.
Purpose
The purpose of this Policy is to establish:
A.Procedures for processing and approving or disapproving requests from applicable groups or
organizations for permission to use the Friends Room.
B.Priorities as set forth below for the use of the Friends Room and to resolve any conflict related
to requests for use; and
C.Standards and criteria for the use of the Friends Room to insure there is no significant impact
on the workload of staff.
Priorities of Use
A.FIRST PRIORITY
1.Any official Library or Library support group sponsored, co-sponsored, and/or conducted
programs and activities that are directly related to the Library Mission and the Library’s
functions and purposes.
B.SECOND PRIORITY
1.Any meeting or activity of (i) the Newport Beach Chamber of Commerce, (ii) the Corona Del
Mar Chamber of Commerce, (iii) Speak Up Newport, or (iv) any other local non-profit
organization or entity which organization or entity is based in or around the City and whose
meeting or activity is primarily and substantively designed to educate and inform the local
ATTACHMENT B
32
2
community on current issues. With respect to subsection (iv), the Director shall have the
discretion to determine whether an organization or entity meets the qualifications set forth
in subsection (iv) and whether a meeting or activity meets the qualifications set forth in
subsection (iv).
2. Any meeting or activity by local non-profit organizations or entities which organizations or
entities are based in or around the City. The Director shall determine whether an
organization or entity qualifies as a local non-profit organization or entity for purposes of
Second Priority status.
C. THIRD PRIORITY
Use of the Friends Room may be granted by the Library Services Director to those persons,
organizations, or entities listed below on a first come, first serve basis:
1. Sponsored educational or informational programs and activities of state or local public
agencies such as local public schools or public districts.
2. Recreational, social, or civic organizations and/or groups that are promoted and sponsored
by City residents or City non-profit organizations that are open to the public and have fifty
percent (50%) or more of their memberships held by Newport Beach residents.
3. Recreational, social, or civic organizations and/or groups that are non-resident and are
promoted and sponsored by non-profit organizations that are open to the public but do not
qualify under C.2. above.
4. Schools, colleges, hospitals, or other similar groups not qualifying under the definition of
non-profit. Non-profit status is defined as an organization that is so defined by the Internal
Revenue Code Section 501(c) and has a State of California Tax Identification Number.
D. FOURTH PRIORITY
All other outside organizations, municipal agencies, individuals, and groups have Fourth Priority on
all dates, and may reserve events on a first come, first serve basis under the terms, provisions, and
documents required hereunder.
Procedure
All persons, groups or entities seeking permission to use the Friends Room (“applicant”) shall
submit an Application for Use on the form provided by the DepartmentLibrary. The applicant shall
provide all information requested in the application and such additional information as may be
required by the Library Services Director to enable the Director to determine if use by the applicant
will comply with this Policy. Applications shall not be considered complete unless accompanied by
required fees, proof of insurance, and any additional requested information to the extent applicable
no less than 14 days prior to the requested reservation date. No person, group or entity shall be
entitled to use of the Friends Room unless their application has been approved by the Library
Services Director or the Director’s designee. If an applicant fails to comply with the standard
conditions of use or any special conditions imposed by the Director, no additional application by
that applicant shall be considered for a one-year period following such failure.
Standard Conditions of Use Applicable to Third Priority and Fourth Priority Users
These standard conditions of use shall be and are applicable to Third Priority and Fourth Priority
users only; with the exceptions of standard conditions B, D, and F below, the standard conditions
are not applicable to First Priority and Second Priority users; provided, however, that the Director
33
3
shall have the discretion to impose one or more such other standard conditions on First Priority and
Second Priority users. An Application for Use of the Friends Room may be approved subject to the
Third Priority User’s and the Fourth Priority User’s compliance with the following standard
conditions of use and other conditions of use as may be imposed by the Library Services Director:
A.The use of alcoholic beverages is prohibited unless expressly approved in writing by the
Library Services Director and subject to the approval of the Alcoholic Beverage Control
Board.
B.Smoking, vaping of any kind, and other use of tobacco or similar products is prohibited in
the Friends Room and the entire Library campus, including restrooms and all common areas.
C.At least one (1) adult shall be present in the Friends Room when minors are in attendance.
D.No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance, or other activity.
E.Meetings or activities conducted in the Friends Room may not be advertised or promoted as
City or Library sponsored activities unless approved in advance by the Library Services
Director. All materials used for advertising or announcing a meeting or activity to be
conducted in the Friends Room shall be submitted to the Library Services Director at least
ten (10) days prior to the use for the sole purpose of determining if the material complies
with this condition. The Library Services Director shall notify the permittee of the Director’s
determination that the material complies or does not comply with the condition within
three business days after submittal.
F.Events or activities in the Friends Room shall not exceed 187 persons.
G.Use of the Friends Room is limited from 9 a.m. to 9 p.m. Monday through Thursday, 9 a.m.
to 6 p.m. Friday and Saturday, and 12 p.m. to 5 p.m. Sunday, unless exceptions to these
hours are expressly approved in writing in advance by the Library Services Director.
H.The provision of insurance should be general liability, naming the Library and City and their
officers, agents, officials, employees, and volunteers as additional insureds, providing
coverage in the amount of not less than $1,000,000 for any claim, loss, injury, damage, or
other casualty that is in any way related to the use and/or occupancy of the Friends Room
by the permittee authorized to use the Friends Room pursuant to this Policy.
I.The permittee agrees to defend, indemnify, and hold harmless the Library and the City and
their officers and employees with respect to any claim, loss, or injury that arises out of, or is
in any way related to permittee’s use and occupancy of the Friends Room.
J.Applications for reservations may be made no more than 90 days in advance and not more
than once every 90 days.
Fees, Deposits and Cancellation Procedures
Fees may be charged for the use of the Friends Meeting Room. Fees shall be established by
Resolution of and periodically adjusted by the City Council on the recommendation of the Board of
Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with
the administration of this Policy and the maintenance and repair associated with the use of the
Friends Room. Notwithstanding anything to the contrary herein, the Director may impose fees and
other charges on the First Priority Users and the Second Priority Users.
34
4
Adopted O-1 – 7-14-1980
Amended O-1 – 11-28-1988
Amended O-1 – 10-28-1991
Amended O-1 – 2-27-1995 (changed to I-21)
Amended I-21 – 2-24-1997
Amended I-21 – 5-8-2001
Amended I-21 – 4-8-2003 (changed to I-7)
Amended I-7 – 10-10-2006
Amended I-7 - 4-23-2019
Amended NBPL 14 – 08-23-2021
Amended NBPL 14 – 8-21-2023
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on August 23, 202121, 2023.
35
1
NBPL 14
The Friends Meeting Room
Background
The large meeting room in the Newport Beach Central Library is known as the Friends Meeting
Room (Friends Room).
The Board Library of Trustees and the Library Services Department administer the Library and the
Friends Meeting Room. The Friends Room is an important source of meeting space for Library,
Library-related, Library-affiliated, City of Newport Beach (“City”), and other programs and activities.
It is not unusual for Library and City Officers and employees to have a need to use the Friends Room
on short notice. Moreover, use of the Friends Meeting Room takes Library staff away from their
normal duties and, if uncontrolled, can interfere with the public’s use and enjoyment of the Library.
Applicability
This Policy shall not apply to First Priority and Second Priority uses (as defined below) of the Friends
Room as provided below, although the users of such Priorities are required to complete in advance
an Application for Use form for such uses. So long as they complete and file in advance the
Application for Use form, such users shall be entitled to use the Friends Room with the permission
of and subject to confirming availability with the Library Services Director. Moreover, it shall be
permissible for such users to place an advance hold on recurring regularly scheduled dates of use by
such users, e.g., the first Thursday morning of each month at 7:30 a.m.
Purpose
The purpose of this Policy is to establish:
A.Procedures for processing and approving or disapproving requests from applicable groups or
organizations for permission to use the Friends Room.
B.Priorities as set forth below for the use of the Friends Room and to resolve any conflict related
to requests for use; and
C.Standards and criteria for the use of the Friends Room to insure there is no significant impact
on the workload of staff.
Priorities of Use
A.FIRST PRIORITY
1.Any official Library or Library support group sponsored, co-sponsored, and/or conducted
programs and activities that are directly related to the Library Mission and the Library’s
functions and purposes.
B.SECOND PRIORITY
1.Any meeting or activity of (i) the Newport Beach Chamber of Commerce, (ii) the Corona Del
Mar Chamber of Commerce, (iii) Speak Up Newport, or (iv) any other local non-profit
organization or entity which organization or entity is based in or around the City and whose
meeting or activity is primarily and substantively designed to educate and inform the local
community on current issues. With respect to subsection (iv), the Director shall have the
ATTACHMENT C
36
2
discretion to determine whether an organization or entity meets the qualifications set forth
in subsection (iv) and whether a meeting or activity meets the qualifications set forth in
subsection (iv).
2. Any meeting or activity by local non-profit organizations or entities which organizations or
entities are based in or around the City. The Director shall determine whether an
organization or entity qualifies as a local non-profit organization or entity for purposes of
Second Priority status.
C. THIRD PRIORITY
Use of the Friends Room may be granted by the Library Services Director to those persons,
organizations, or entities listed below on a first come, first serve basis:
1. Sponsored educational or informational programs and activities of state or local public
agencies such as local public schools or public districts.
2. Recreational, social, or civic organizations and/or groups that are promoted and sponsored
by City residents or City non-profit organizations that are open to the public and have fifty
percent (50%) or more of their memberships held by Newport Beach residents.
3. Recreational, social, or civic organizations and/or groups that are non-resident and are
promoted and sponsored by non-profit organizations that are open to the public but do not
qualify under C.2. above.
4. Schools, colleges, hospitals, or other similar groups not qualifying under the definition of
non-profit. Non-profit status is defined as an organization that is so defined by the Internal
Revenue Code Section 501(c) and has a State of California Tax Identification Number.
D. FOURTH PRIORITY
All other outside organizations, municipal agencies, individuals, and groups have Fourth Priority on
all dates, and may reserve events on a first come, first serve basis under the terms, provisions, and
documents required hereunder.
Procedure
All persons, groups or entities seeking permission to use the Friends Room (“applicant”) shall
submit an Application for Use on the form provided by the Library. The applicant shall provide all
information requested in the application and such additional information as may be required by the
Library Services Director to enable the Director to determine if use by the applicant will comply with
this Policy. Applications shall not be considered complete unless accompanied by required fees,
proof of insurance, and any additional requested information to the extent applicable no less than
14 days prior to the requested reservation date. No person, group or entity shall be entitled to use
of the Friends Room unless their application has been approved by the Library Services Director or
the Director’s designee. If an applicant fails to comply with the standard conditions of use or any
special conditions imposed by the Director, no additional application by that applicant shall be
considered for a one-year period following such failure.
Standard Conditions of Use Applicable to Third Priority and Fourth Priority Users
These standard conditions of use shall be and are applicable to Third Priority and Fourth Priority
users only; with the exceptions of standard conditions B, D, and F below, the standard conditions
are not applicable to First Priority and Second Priority users; provided, however, that the Director
shall have the discretion to impose one or more such other standard conditions on First Priority and
37
3
Second Priority users. An Application for Use of the Friends Room may be approved subject to the
Third Priority User’s and the Fourth Priority User’s compliance with the following standard
conditions of use and other conditions of use as may be imposed by the Library Services Director:
A. The use of alcoholic beverages is prohibited unless expressly approved in writing by the
Library Services Director and subject to the approval of the Alcoholic Beverage Control
Board.
B. Smoking, vaping of any kind, and other use of tobacco or similar products is prohibited in
the Friends Room and the entire Library campus, including restrooms and all common areas.
C. At least one (1) adult shall be present in the Friends Room when minors are in attendance.
D. No person shall interfere with the normal use and activities of the Library by way of noise,
disturbance, or other activity.
E. Meetings or activities conducted in the Friends Room may not be advertised or promoted as
City or Library sponsored activities unless approved in advance by the Library Services
Director. All materials used for advertising or announcing a meeting or activity to be
conducted in the Friends Room shall be submitted to the Library Services Director at least
ten (10) days prior to the use for the sole purpose of determining if the material complies
with this condition. The Library Services Director shall notify the permittee of the Director’s
determination that the material complies or does not comply with the condition within
three business days after submittal.
F. Events or activities in the Friends Room shall not exceed 187 persons.
G. Use of the Friends Room is limited from 9 a.m. to 9 p.m. Monday through Thursday, 9 a.m.
to 6 p.m. Friday and Saturday, and 12 p.m. to 5 p.m. Sunday, unless exceptions to these
hours are expressly approved in writing in advance by the Library Services Director.
H. The provision of insurance should be general liability, naming the Library and City and their
officers, agents, officials, employees, and volunteers as additional insureds, providing
coverage in the amount of not less than $1,000,000 for any claim, loss, injury, damage, or
other casualty that is in any way related to the use and/or occupancy of the Friends Room
by the permittee authorized to use the Friends Room pursuant to this Policy.
I. The permittee agrees to defend, indemnify, and hold harmless the Library and the City and
their officers and employees with respect to any claim, loss, or injury that arises out of, or is
in any way related to permittee’s use and occupancy of the Friends Room.
J. Applications for reservations may be made no more than 90 days in advance and not more
than once every 90 days.
Fees, Deposits and Cancellation Procedures
Fees may be charged for the use of the Friends Meeting Room. Fees shall be established by
Resolution of and periodically adjusted by the City Council on the recommendation of the Board of
Library Trustees. Fees shall be limited to an amount necessary to defray the costs associated with
the administration of this Policy and the maintenance and repair associated with the use of the
Friends Room. Notwithstanding anything to the contrary herein, the Director may impose fees and
other charges on the First Priority Users and the Second Priority Users.
38
4
Adopted O-1 – 7-14-1980
Amended O-1 – 11-28-1988
Amended O-1 – 10-28-1991
Amended O-1 – 2-27-1995 (changed to I-21)
Amended I-21 – 2-24-1997
Amended I-21 – 5-8-2001
Amended I-21 – 4-8-2003 (changed to I-7)
Amended I-7 – 10-10-2006
Amended I-7 - 4-23-2019
Amended NBPL 14 – 08-23-2021
Amended NBPL 14 – 8-21-2023
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on August 21, 2023.
39
OVERVIEW:
Library patrons consult staff at service desks throughout the system for assistance in locating information.
Using a structured reference interview, the librarian works with the patron to clarify their requests and
determine what information sources will match their need. Assistance provided may consist of reading
material in the form of a book or journal article, instruction in the use of specific searchable information
resources such as the library's online catalog or subscription databases, or information drawn from the
library's print or eBranch collections. The Reference Desk can be accessed either in person, by telephone,
or through email. A staffed and knowledgeable Reference Desk is an essential part of any public library
and is an important element of the Newport Beach Public Library’s strong customer service orientation.
There were several staffing changes during the last year. Adult Services Coordinator Rebecca Lightfoot
was promoted to Library Services Manager in March 2023, and Librarian III Erin Spivey has recently joined
the team as the new Adult Services Coordinator. Librarian I Alex Jenkins was promoted to Librarian II and
moved to Mariners Branch to fill the vacancy left by Andrew Kachaturian’s promotion to Librarian III as
the Circulation and Technical Processing Coordinator in August 2022. Mariners’ Librarian I Jeremy
Rodriguez was promoted to the Librarian II vacancy at the Central Library. Leah Duffy, a former part-time
library assistant, was hired as a Librarian I for Mariners Branch. We are currently recruiting for a Librarian
I vacancy at the Central Library. Part-time Library Assistants Janine McFarlin, Breanna Davenport, and
Anne-Marie Angeloff joined the team this year. We are currently recruiting for two vacancies in that
position, one for the Central Library and one for Mariners Branch.
Programming and Outreach
The Storytellers Writing Workshops continued this year and have been in high demand. Programming
Library Assistant Terry Sanchez continues to cultivate high-quality authors for our events. Over the
previous year, we hosted Dr. Michael Roizen, Dr. Christine LePort, Nabil Ayers, and California Poet
Laureate Lee Herrick. All the Meet the Author events were well attended. We also presented a lecture on
Blockchain technology that was well received. We hosted several at-room-capacity Sunday Musicales,
continuing the standard of excellence for Musicales that we have become known for over the last several
years. Librarian I Rosemary Hammock hosted a Zine program in July 2023 during National Zine Month.
Web Team was delighted to host the return of Digital Saturday in April 2023.
Librarian Rosemary Hammock and part-time Library Clerk Pam O’Connor visited the Oasis Senior Center
in May 2023 to promote the Library’s offerings at a senior expo. Staff also attended the City’s Employee
Health Fair in September 2022 to promote the Library to other City departments.
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Melissa Hartson, Library Services Director
(949) 717-3810, mhartson@newportbeachca.gov
PREPARED BY: Rebecca Lightfoot, Adult Services Coordinator
TITLE: Adult and Reference Service Update
40
Training and Professional Development
The Newport Beach Public Library believes strongly in training and staff development and offers a wide
variety of opportunities for staff to learn new skills and grow as professionals. This year, Library
Administration purchased a one-year subscription to online training hosted by Ryan Dowd, an advocate
for the homeless and other vulnerable populations. Staff have also had the opportunity to attend monthly
live trainings hosted by Mr. Dowd. Library Assistant Danielle Doi and full-time Library Clerk Vanessa
Magaña attended the California Library Association Conference in June 2023. They brought back valuable
ideas and were able to network with colleagues and talk to vendors. Library Services Manager Rebecca
Lightfoot and Branch and Youth Services Coordinator Annika Helmuth attended a Design Institute hosted
by Library Journal in June 2023.
Services
The Library added a collection of 4K Blu-rays based on patron suggestions. The collection is doing well and
has slightly over 100 items that have collectively circulated over 1,800 times.
Thanks to the California State Library, the Library was able to start subscribing to the very popular LinkedIn
Learning database once again starting in March 2023. LinkedIn Learning used to be known as Lynda.com
before it was purchased by LinkedIn. The database provides thousands of classes on a wide variety of
topics such as finance, computers, leadership skills, programming languages, and much more.
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).
41
ABSTRACT:
In response to comments and questions raised during the Board of Library Trustees’ July 17, 2023 meeting,
staff will provide a report on the process by which books are evaluated for age appropriateness and
placement in the Children’s Room within the framework of the Library’s Collection Development Policy
(NBPL 2).
RECOMMENDATION:
Review the Collection Development Policy (NBPL 2) and provide direction regarding possible amendments
to the policy. This could be effectuated by the Board of Library Trustees (Board) providing recommended
changes to Library staff who would then prepare amendments for the Board’s consideration at a future
meeting. Or, the Board could create an ad hoc committee to work with staff to prepare proposed
amendments for the Board’s future consideration.
DISCUSSION:
The Newport Beach Public Library children’s book collection primarily serves children from birth through
sixth grade, as well as their parents, caregivers, teachers and others that work with children. The
children’s collection is in a continuous state of transformation. Books are added to and withdrawn from
the collection on an ongoing basis. Staff adheres to the Library’s Collection Development Policy (NBPL 2)
when developing and maintaining the children’s book collection.
The purpose of the Collection Development Policy (NBPL 2) is to articulate how the Library’s collections
are built. The Policy reflects that the overall selection of materials is inclusive rather than exclusive, in
which staff, guided by Board of Library Trustee approved policy, develops a collection to support an
informed public and the Library’s mission “To be the cultural, educational and informational heart of
Newport Beach.” This policy serves as a guide for Library staff, the Board of Library Trustees, and patrons.
In selecting materials, Library staff uses professional and ethical judgement, principles of librarianship,
knowledge of literature and resources, training, and experience to acquire materials representing
differing points of view in a variety of formats.
When evaluating titles for inclusion in the children’s collections, staff uses the guidelines established in
the Collection Development Policy (NBPL 2). At the outset of evaluation, staff utilizes the Library’s book
vendor, Brodart, to obtain some of the established guideline information from its robust website. Brodart
delivers lists of pre-published and newly published children’s books for staff to review. Information
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Melissa Hartson, Library Services Director
(949) 717-3801, mhartson@newportbeachca.gov
PREPARED BY: Melissa Hartson, Library Services Director
TITLE: Collection Development for Children’s Books
42
incorporated for each title listing may include the author and illustrator if applicable, the publisher, age
range, grade level, subject headings, series, annotations, reviews from professional journals, book format,
and physical description.
Reviews in professional journals are a widely held standard resource used within the profession for
assisting staff members in their evaluation. They are designed to present information needed for
selection decisions. Reviews are timely, contain a concise summary and critical appraisal of the book as a
whole, identify its strengths and weaknesses, and list the age or grade level suitability for children’s books.
In addition to Brodart and professional peer reviews, staff often looks to publishers and standards set by
third-party reading achievement and assessment tools, such as Accelerated Reader, when these resources
are available. These additional resources establish reading comprehension and interest-level ratings for
each book. During this process, items are evaluated according to the difficulty or readability of the text,
the content and age appropriateness of a book, and the item’s classification. Staff relies on well-
established publishers of children’s materials, such as Scholastic, Candlewick, Dial Books for Young
Readers, and Puffin.
Staff also relies on the Library’s existing collection for determining whether to add a title and its placement
within the children’s collection. They consult the current collection to check the placement of an author
or illustrator’s previous works. Similarly, staff takes into consideration the placement other nearby library
systems have assigned to a book. Upon further review, Library staff members evaluate the demand for
an author’s previous works in the collection. They analyze the number of times these works have been
checked out by patrons. Significance is given to award-winning books, including Newbery and Caldecott.
Purchase suggestions from Library patrons are encouraged and receive serious consideration.
Each type of material will be considered in terms of its own kind of excellence and for whom it is intended.
There is no single standard that can be applied in all cases. Some materials may be judged primarily in
terms of artistic merit, scholarship, or their value as individual documents; others are selected to satisfy
the recreational and entertainment needs of the community.
The Board of Library Trustees last amended the Collection Development Policy at its August 15, 2022
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).
ATTACHMENT A: Collection Development Policy (NBPL 2)
ATTACHMENT B: Patron’s Request for Evaluation of Library Resources
ATTACHMENT C: Library Bill of Rights
ATTACHMENT D: The Freedom to Read Statement
43
1
NBPL 2
Collection Development Policy
The Library seeks to provide breadth and depth within the collection, various points of view, and
differing formats. The Library endeavors to balance materials of permanent value with those of
current interest. Materials are selected based on their content as a whole, not on selected excerpts.
Race, nationality, or political, social, moral, or religious views of an author will not affect the
selection of materials.
Collection Objectives
It is the intent of the Board of Library Trustees that the Newport Beach Public Library provides a
contemporary, relevant collection of resources in order to meet the informational, educational and
recreational needs of the entire community. The Library strives to meet these needs within the
limitations of space, budget and availability of items.
Selection is based on merit of the work; value of the work within the collection; and the needs and
interests of the community. Consideration is given to specific types of material; to materials for
specific age groups; to materials for special interests of patrons; and to differing formats of
materials. These selection criteria will apply equally to materials purchased and to those accepted
as gifts.
Responsibility of Selection
Ultimate responsibility for materials selection rests with the Library Services Director, who operates
within the framework of policies determined by the Library Board. The Library Services Director
delegates the major responsibility of materials selection to the Librarians on staff.
Guidelines for Materials Selection
Collection Development is based on these specific criteria:
•Community needs, interests and demands
•Significance and compatibility of the work to the collection
•Recommendations of reviews from professional journals or publications of national repute
•Reputation and qualifications of the author, illustrator, publisher or producer
•Availability of other information on the subject
•Literary, artistic, historical, scientific or intellectual merit
•Suitability of format
•Author or creator already has popular works in the collection
•Significance of the author’s work to the Newport Beach area
•Suitability of subject and style to intended audience
The importance or weight of each of these factors will vary from one acquisition to another, others may
be considered, and materials for adults, teens and children will each be judged differently.
Patrons making requests that items be added to the permanent collection will be referred to the
“Suggest a Title” form located on the Library’s website. Suggestions from Library patrons are
encouraged and receive serious consideration.
ATTACHMENT A
44
2
Reciprocal Lending
Many items which are not in the collection are available to Library patrons, through established
interlibrary loan practices. Concurrently, the Library participates in universal borrowing, established
by the California Library Services Act, Article 4, California Education Code Section 18731, which
states, “A California public library may participate in universal borrowing. A public library
participating in universal borrowing shall not exclude the residents of any jurisdiction maintaining a
public library.” This allows Newport Beach Public Library patrons direct access to materials housed
in other participating public libraries in Orange County and throughout the State of California.
Patron Rights
The Library believes that the use of library materials is an individual and private matter. Parents
have the primary responsibility to guide and direct the use of library materials by their own minor
children.
In support of the above principles, the Library endorses the Library Bill of Rights and The Freedom
to Read Statement as adopted by the American Library Association Council.
Library patrons with concerns about a specific title in the collection shall be provided with a copy of
the Library's "Collection Development Policy" and asked to complete the "Patron’s Request for
Evaluation of Library Resources" form, Attachment I of the Collection Development Policy.
Library staff shall evaluate the material, based on the "Collection Development Policy" established
by the Board of Library Trustees. A recommendation shall be forwarded to the Library Services
Director who shall respond in writing to the patron. Any unresolved concerns shall be referred to
the Board of Library Trustees for final decision.
Donations
The Library only accepts materials in useable condition. All donations become the sole property of
the Newport Beach Public Library upon receipt and cannot be returned. The Library reserves the
right to decide whether donated items are added to the collection and to determine the conditions
of display, storage and access.
All donated materials added to the collection must meet the same collection criteria as purchased
materials. Donated items not added to the collection are given to the Friends of the Newport Beach
Public Library for sale in their bookstore. Proceeds from the Friends of the Library Bookstore
directly benefit the Library.
Collection Maintenance
To maintain the quality and relevance of the collection, the Library regularly withdraws materials
that are worn, outdated, superseded or obsolete. Space limitations require that duplicate copies no
longer in demand also be withdrawn.
As materials become worn, damaged, or lost, replacement will be based on whether or not:
•The item is still available
•There is an ongoing demand or need
•Another item or format might better serve the same purpose
•Updated, newer, or revised materials would better replace a given item
•Another library system could better provide the item or a comparable item in the future
45
3
[Attachment I – Patron’s Request for Evaluation of Library Resources]
Adopted - October 22, 1990
Amended - October 28, 1991
Amended - January 24, 1994
Reassigned - April 8, 2003
Corrected (Att. II) – October 10, 2006
Revisions Approved – November 16, 2010
Amendments Approved by City Council – September 27, 2011
Amended – August 20, 2018
Formerly I-16
Amended – August 17, 2020
Amended – August 15, 2022
This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as
circumstances may require or (ii) every two years from the date of adoption, last amendment, or last
review. Adopted, last amended, or last reviewed on August 15, 2022.
46
ATTACHMENT I
PATRON’S REQUEST FOR EVALUATION OF LIBRARY RESOURCES
We appreciate your interest in the materials which have been selected for inclusion in
the collection of the Newport Beach Public Library. If you have a concern about a
specific item, we would appreciate your assistance in addressing the matter. Please fill
out this form and return it to the Site Manager. The staff will evaluate the material
and forward a recommendation to the Library Services Director.
Name Date
Address
City State Zip Phone
Resources on which you were commenting:
Book Audiovisual Resource
Magazine Content of Library Program
Newspaper Other
1.Title
2.Author/Producer
3.What brought this title to your attention?
4.Have you seen or heard reviews of this material?
5.Please comment on the resource as a whole.
6.Please note your specific objections.
III-C
ATTACHMENT B
47
7.What resource(s) would you suggest, to provide additional
information on this topic?
Please use the back of this form if additional space is needed. Thank you for
taking the additional time to complete this form. Your request for evaluation
will be given careful consideration and a response provided.
Newport Beach Public Library
Newport Beach, California
Corrected - October 10, 2006
Revised – November 16, 2010
Revised – August 20, 2018
Revised – August 17, 2020
Reviewed – August 15, 2022
48
8/18/23, 10:32 AM Library Bill of Rights | Advocacy, Legislation & Issues
https://www.ala.org/advocacy/intfreedom/librarybill 1/1
Library Bill of Rights
The American Library Association affirms that all libraries are forums for information and ideas, and that the
following basic policies should guide their services.
I. Books and other library resources should be provided for the interest, information, and enlightenment of
all people of the community the library serves. Materials should not be excluded because of the origin,
background, or views of those contributing to their creation.
II. Libraries should provide materials and information presenting all points of view on current and historical
issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and
enlightenment.
IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free
expression and free access to ideas.
V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or
views.
VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make
such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups
requesting their use.
VII. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality
in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding
all library use data, including personally identifiable information.
Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961;
June 27, 1967; January 23, 1980; January 29, 2019.
Inclusion of “age” reaffirmed January 23, 1996.
Although the Articles of the Library Bill of Rights are unambiguous statements of basic principles that should
govern the service of all libraries, questions do arise concerning application of these principles to specific
library practices. See the documents designated by the Intellectual Freedom Committee as Interpretations
of the Library Bill of Rights (http://www.ala.org/advocacy/intfreedom/librarybill/interpretations).
ATTACHMENT C
49
8/18/23, 10:36 AM The Freedom to Read Statement | Advocacy, Legislation & Issues
https://www.ala.org/advocacy/intfreedom/freedomreadstatement 1/4
The Freedom to Read Statement
The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public
authorities in various parts of the country are working to remove or limit access to reading materials, to
censor content in schools, to label "controversial" views, to distribute lists of "objectionable" books or
authors, and to purge libraries. These actions apparently rise from a view that our national tradition of free
expression is no longer valid; that censorship and suppression are needed to counter threats to safety or
national security, as well as to avoid the subversion of politics and the corruption of morals. We, as
individuals devoted to reading and as librarians and publishers responsible for disseminating ideas, wish to
assert the public interest in the preservation of the freedom to read.
Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary
individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to
recognize propaganda and misinformation, and to make their own decisions about what they read and
believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be
"protected" against what others think may be bad for them. We believe they still favor free enterprise in
ideas and expression.
These efforts at suppression are related to a larger pattern of pressures being brought against education,
the press, art and images, films, broadcast media, and the Internet. The problem is not only one of actual
censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary
curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government
officials.
Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is
never more dangerous than in such a time of social tension. Freedom has given the United States the
elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables
change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the
toughness and resilience of our society and leaves it the less able to deal with controversy and difference.
Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is
almost the only means for making generally available ideas or manners of expression that can initially
command only a small audience. The written word is the natural medium for the new idea and the untried
voice from which come the original contributions to social growth. It is essential to the extended discussion
that serious thought requires, and to the accumulation of knowledge and ideas into organized collections.
We believe that free communication is essential to the preservation of a free society and a creative culture.
We believe that these pressures toward conformity present the danger of limiting the range and variety of
inquiry and expression on which our democracy and our culture depend. We believe that every American
community must jealously guard the freedom to publish and to circulate, in order to preserve its own
freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to
that freedom to read by making it possible for the readers to choose freely from a variety of offerings.
50
ATTACHMENT D
8/18/23, 10:36 AM The Freedom to Read Statement | Advocacy, Legislation & Issues
https://www.ala.org/advocacy/intfreedom/freedomreadstatement 2/4
The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on
these constitutional guarantees of essential rights and will exercise the responsibilities that accompany
these rights.
We therefore affirm these propositions:
1.It is in the public interest for publishers and librarians to make available the widest diversity of views
and expressions, including those that are unorthodox, unpopular, or considered dangerous by the
majority.
Creative thought is by definition new, and what is new is different. The bearer of every new thought
is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in
power by the ruthless suppression of any concept that challenges the established orthodoxy. The
power of a democratic system to adapt to change is vastly strengthened by the freedom of its
citizens to choose widely from among conflicting opinions offered freely to them. To stifle every
nonconformist idea at birth would mark the end of the democratic process. Furthermore, only
through the constant activity of weighing and selecting can the democratic mind attain the strength
demanded by times like these. We need to know not only what we believe but why we believe it.
2.Publishers, librarians, and booksellers do not need to endorse every idea or presentation they make
available. It would conflict with the public interest for them to establish their own political, moral, or
aesthetic views as a standard for determining what should be published or circulated.
Publishers and librarians serve the educational process by helping to make available knowledge and
ideas required for the growth of the mind and the increase of learning. They do not foster education
by imposing as mentors the patterns of their own thought. The people should have the freedom to
read and consider a broader range of ideas than those that may be held by any single librarian or
publisher or government or church. It is wrong that what one can read should be confined to what
another thinks proper.
3.It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of
the personal history or political affiliations of the author.
No art or literature can flourish if it is to be measured by the political views or private lives of its
creators. No society of free people can flourish that draws up lists of writers to whom it will not
listen, whatever they may have to say.
4.There is no place in our society for efforts to coerce the taste of others, to confine adults to the
reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic
expression.
To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off
literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers
have a responsibility to prepare the young to meet the diversity of experiences in life to which they
will be exposed, as they have a responsibility to help them learn to think critically for themselves.
These are affirmative responsibilities, not to be discharged simply by preventing them from reading
works for which they are not yet prepared. In these matters values differ, and values cannot be
legislated; nor can machinery be devised that will suit the demands of one group without limiting the
freedom of others.51
3.It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author.No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish that draws up lists of writers to whom it will not listen, whatever they may have to say.4.There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading
works for which they are not yet prepared. In these matters values differ, and values cannot be
5.It is not in the public interest to force a reader to accept the prejudgment of a label characterizing
any expression or its author as subversive or dangerous.
The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine
by authority what is good or bad for others. It presupposes that individuals must be directed in
making up their minds about the ideas they examine. But Americans do not need others to do their
thinking for them.
6.It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to
contest encroachments upon that freedom by individuals or groups seeking to impose their own
standards or tastes upon the community at large; and by the government whenever it seeks to
reduce or deny public access to public information.
It is inevitable in the give and take of the democratic process that the political, the moral, or the
aesthetic concepts of an individual or group will occasionally collide with those of another individual
or group. In a free society individuals are free to determine for themselves what they wish to read,
and each group is free to determine what it will recommend to its freely associated members. But no
group has the right to take the law into its own hands, and to impose its own concept of politics or
morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to
the accepted and the inoffensive. Further, democratic societies are more safe, free, and creative
when the free flow of public information is not restricted by governmental prerogative or self-
censorship.
8/18/23, 10:36 AM The Freedom to Read Statement | Advocacy, Legislation & Issues
https://www.ala.org/advocacy/intfreedom/freedomreadstatement 3/4
7.It is the responsibility of publishers and librarians to give full meaning to the freedom to read by
providing books that enrich the quality and diversity of thought and expression. By the exercise of
this affirmative responsibility, they can demonstrate that the answer to a "bad" book is a good one,
the answer to a "bad" idea is a good one.
The freedom to read is of little consequence when the reader cannot obtain matter fit for that
reader's purpose. What is needed is not only the absence of restraint, but the positive provision of
opportunity for the people to read the best that has been thought and said. Books are the major
channel by which the intellectual inheritance is handed down, and the principal means of its testing
and growth. The defense of the freedom to read requires of all publishers and librarians the utmost
of their faculties, and deserves of all Americans the fullest of their support.
We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for
the value of the written word. We do so because we believe that it is possessed of enormous variety and
usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may
mean the dissemination of ideas and manners of expression that are repugnant to many persons. We do
not state these propositions in the comfortable belief that what people read is unimportant. We believe
rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of
ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours.
52
8/18/23, 10:36 AM The Freedom to Read Statement | Advocacy, Legislation & Issues
https://www.ala.org/advocacy/intfreedom/freedomreadstatement 4/4
This statement was originally issued in May of 1953 by the Westchester Conference of the American Library
Association and the American Book Publishers Council, which in 1970 consolidated with the American
Educational Publishers Institute to become the Association of American Publishers.
Adopted June 25, 1953, by the ALA Council and the AAP Freedom to Read Committee; amended January
28, 1972; January 16, 1991; July 12, 2000; June 30, 2004.
A Joint Statement by:
American Library Association (/)
Association of American Publishers (http://www.publishers.org/)
Subsequently endorsed by:
American Booksellers for Free Expression (http://www.bookweb.org/abfe)
The Association of American University Presses (http://www.aaupnet.org/)
The Children's Book Council (http://www.cbcbooks.org/)
Freedom to Read Foundation (http://www.ftrf.org)
National Association of College Stores (http://www.nacs.org/)
National Coalition Against Censorship (http://www.ncac.org/)
National Council of Teachers of English (http://www.ncte.org/)
The Thomas Jefferson Center for the Protection of Free Expression
53
ABSTRACT:
Staff from the City of Newport Beach (City) and the Newport-Mesa Unified School District (District)
discussed and mutually agreed upon terms for a 20-year Joint Use Agreement pertaining to use of the
Children’s Room at the Mariners Branch Library. The Newport Beach City Council will review the proposed
agreement at its September 12, 2023 meeting.
RECOMMENDATION:
Staff recommends the Board of Library Trustees review and approve the draft Joint Use Agreement.
DISCUSSION:
Background
In 2002, the City and District entered into a Cooperative Agreement for the Joint Mariners Library Project
to provide funding for the library’s construction along with a 20-year commitment to provide joint use
library services. The joint use library services obligation expired as of June 10, 2022, and a new agreement
is needed in order for the parties to continue sharing space and responsibilities.
The Mariners Branch Library opened in 2006. Under the agreement between the City and District, an
established area of the branch library’s Children’s Room is reserved for Mariners Elementary School use
during the hours the elementary school is in session. During school hours, this dedicated area gives
Mariners Elementary School students, teachers, and other District personnel direct access to a portion of
the Children's Room. This established area of the Children’s Room is not accessible to the public while the
elementary school is in session. The District employs a school library media technician to support the
functions of the school library in this portion of the Children’s Room during school hours. City library staff
assigned to work in the public area of the Children’s Room during school hours retrieve materials located
in the school use area for the public.
Proposed Joint Use Agreement
Staff from the City Manager’s Office and Library met with representatives of the District’s
Superintendent’s office to discuss a new agreement governing joint use library services for the Mariners
TO: BOARD OF LIBRARY TRUSTEES
FROM: Library Services Department
Melissa Hartson, Library Services Director
(949)717-3801, mhartson@newportbeachca.gov
PREPARED BY: Melissa Hartson, Library Services Director
TITLE: Draft Joint Use Agreement between the City of Newport Beach and Newport-
Mesa Unified School District for Use of Mariners Branch Library
54
Branch Library. The City Attorney’s Office then drafted the agreement and City and District staff met again
to review its terms. As proposed, the agreement calls for:
• The continued joint use of the library’s Children’s Room
• A 20-year term with an option to extend the term for an additional 20 years
• A School Library Advisory Committee comprised of Newport Beach Public Library staff and District
staff.
The proposed agreement also describes the City’s and District’s respective use and responsibilities and
establishes the hours of use for the school’s reserved area when students are in session. City staff and
District staff assigned to work in the Children’s Room will perform their job duties in accordance with their
respective agencies’ policies and procedures.
While the agreement is for the joint use of the facility, a section addresses the library collection. As
proposed, District staff will review the materials in the school portion of the Children’s Room to determine
if they support the school curriculum according to the school district’s policies and procedures. Any
materials in the school portion of the Children’s Room deemed by District staff to be no longer in support
of the school curriculum will be relocated to another City library location.
The partnership between the City and the District provides improved and expanded access to the
collections of the school and public library without the unnecessary duplication of books. It offers
continuous learning opportunities that are useful, timely and engaging for all community members. The
Mariners Branch Library continues to provide the service the public expect and the personalized school
library service to the students and faculty of Mariners Elementary School.
The Exhibits referenced in Attachment A will not be finalized in time to present at the August 21, 2023
Board of Library Trustees Meeting.
Staff will request City Council’s approval of the proposed agreement at its September 12, 2023 meeting.
The Newport-Mesa Unified School District Board of Education will also review the agreement at a future
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).
ATTACHMENT A: Draft Joint Use Agreement Between the City of Newport Beach and the Newport-
Mesa Unified School District for Use of Mariners Library
55
JOINT USE AGREEMENT BETWEEN THE CITY OF NEWPORT BEACH AND
THE NEWPORT-MESA UNIFIED SCHOOL DISTRICT FOR
USE OF MARINERS LIBRARY
THIS JOINT USE AGREEMENT (“Agreement”), is made and entered into this__ day of
2023, (“Effective Date”) by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter City (“City”) and the NEWPORT-MESA UNIFIED
SCHOOL DISTRICT, a political subdivision of the State of California (“District”). City and
District and individually referred to as “Party” and collectively referred to herein as
“Parties.”
RECITALS
This Agreement is made with reference to the following facts:
WHEREAS, City owns the real property and improvements commonly referred to as the
Mariners Library located at 1300 Irvine Ave, Newport Beach, California, 92660 (“Mariners
Library”) as depicted in Exhibit “A,” which is attached hereto and incorporated herein by
reference.
WHEREAS, District owns adjoining property located at 2100 Mariners Drive, Newport
Beach, California, 92660 (“Mariners School”) where it operates Mariners Elementary
School (“Mariners School”) as depicted in Exhibit “B” of which is attached hereto and
incorporated herein by reference.
WHEREAS, on June 11, 2002, the City and District entered into the Cooperative
Agreement for the Joint Mariners Library Project (“Cooperative Agreement”) which is
attached hereto as Exhibit “C,” and incorporated herein by reference to provide funding
for the construction of Mariners Library along with a 20-year commitment, set forth in
Section 7, to provide joint use library services of Mariners Library for the students enrolled
at Mariners School.
WHEREAS, the joint use library services obligation of the Parties expired as of June 10,
2022, which requires a new agreement governing joint use library services along with
additional terms and conditions.
WHEREAS, this Agreement provides for the joint access and use by the public of an
area within the Children’s Room along with the exclusive access and use during Secured
Use Hours by Mariners School of another area within the Children’s Room, both of which
are depicted in Exhibit “D,” attached hereto and incorporated herein by reference, and
subject to the additional terms and conditions provided herein.
WHEREAS, the Parties are authorized to enter into the Agreement pursuant to the
provisions of Education Code Section 10900 et. seq., and Government Code Section
6500, et. seq.
ATTACHMENT A
56
2
AGREEMENT
NOW, THEREFORE, in consideration of the above recitals and of the mutual covenants
and for other good and valuable consideration, the receipt and sufficiency of which is
acknowledged, the Parties agree as follows:
1. TERM
1.1. Term. The term of this Agreement shall be for a period of twenty (20)
years.
1.2. Option to Extend. Upon District’s request and City’s approval of such
request, the Parties may extend the term of this Agreement for an additional
twenty (20) years (“Option Term”) commencing on expiration of the Term
set forth in Section 1.1, on the same terms and conditions as contained in
this Agreement as it may be amended from time to time. District may
request the Option Term extension by giving the City written notice of its
intention to extend the Term for the Option Term at least ninety (90) days
prior to expiration of the Term.
2. CITY/DISTRICT JOINT LIBRARY SERVICES.
The Parties agree that the Mariners Library consists of facilities and offer the
activities and opportunities specified in this Section:
2.1. Joint Function and Purpose. Mariners Library consists of a 15,000-square-
foot, one-story library building housing a children’s room, teen corner,
reference desk, circulation room, public restrooms and a public meeting
room. The Children's Room, as depicted in Exhibit “D,“ is 3,700 square feet
and includes two (2) single occupant unisex restrooms, and a children's
activities room that serves the children of the surrounding Mariners
Community. A separate "School Entrance," also depicted in Exhibit “D,”
provides Mariner's School students direct access to the Children's Room
during the hours that school is in session. The Children's Room is designed
so that a portion of the room may be accessed only through the School
Entrance by Mariners students.
The Mariners Library shall be the cultural, educational and informational
heart of the Mariners Community, providing a variety of exceptional services
for all ages. It is dedicated to serving both as a public library for the
community and the school library for the students enrolled at Mariners
School.
2.2. School Library Advisory Committee. A School Library Advisory Committee,
comprised of two (2) representatives each from the District and the Library,
will be appointed by the respective agencies. It will meet during the first and
last months of the school calendar year and on an as-needed basis during
57
3
the school calendar year, to review the joint use and administration of the
Children’s Room including the Library Collection as detailed in Section 2.3,
library service plan, functional and library procedural matters, and other
library administrative issues of joint concern.
2.3. The Library Collection. Mariners School Library Collection is integrated
with the Mariners Children’s Library Collection. ("Joint Collection"). The
Joint Collection is part of the circulation and online catalog system of the
Newport Beach Public Library system. The specific District requirements for
materials supporting the Mariners School curriculum will be honored.
District staff will be responsible for reviewing materials in the Joint Collection
in order to meet the needs of the School curriculum. Any Joint Collection
materials considered not age appropriate, no longer relevant, or not in
support of the School curriculum should be addressed in accordance with
District policies and procedures. Joint Collection materials deemed not age
appropriate, no longer relevant, or not in support of the School curriculum
will be relocated to the Joint Collection library or to another City library
location.
The City library staff will regularly review the children’s collection, including
those in the Joint Collection, to select and deselect materials in accordance
with City library policies and procedures.
3. CITY’S USE AND RESPONSIBILITIES.
3.1. Establishment of Authority. The Mariners Library will remain a City public
library under the administrative control of the Board of Library Trustees, as
defined in Section 708 of the City Charter. Mariners Library shall be forever
free to the inhabitants and non-resident taxpayers of the City, subject
always to such rules, regulations, and bylaws as may be made by the Board
of Library Trustees.
3.2. City Ownership of Assets. The City shall have sole ownership of the site,
the facilities, furnishings, equipment, and library materials, including the
Joint Collection , except for those library materials provided by the District,
the Mariners School PTA and the Mariners School Foundation. The City
assumes full responsibility for operation, maintenance and management of
the Mariners Library.
In the event of termination of this Agreement at the end of the Term, the
Joint Collection will be retained by the Mariners Library , except for those
library materials provided by the District, the Mariners School PTA and the
Mariners School Foundation. Library materials deselected and withdrawn
from the collection will be discarded according to City library policies and
procedures.
58
4
3.3. City Designated Hours. During District Designated Hours, general public
access to the portion of the Children’s Room, depicted in Exhibit “D,“ shall
be limited as provided in Section 4.3. During Secured Use Hours, general
public access into the portion of the Children’s Room, also depicted in
Exhibit “D,” that is subject to exclusive use by Mariners School is prohibited.
City library staff will retrieve materials for the public from the Joint Collection
during Secured Use Hours.
3.4. City Funding. The City Council/Board of Library Trustees has exclusive
control of all expenditures of all moneys collected, donated, or appropriated
for the library as well as exclusive charge, control and custody of the
building. Mariners Library is funded by the City with assistance from the
District. The City's current annual funding for Mariners Library (FY 2023-
24) is $1,720,000 plus a portion of Citywide branch library operation costs
of $3,045,000. City shall be responsible for salaries and staff benefits of all
Library personnel employed by City.
3.5. City Staffing. City library staff shall provide overall supervision of Mariners
Library. City shall provide District with the names and telephone numbers
of personnel that are responsible for the day-to-day operations of the joint
services to be provided under this Agreement. The list shall be updated as
needed based on personnel changes. City and District shall comply with the
requirements of State law with respect to the fingerprinting of personnel and
volunteers that may have contact with children. All City and District
employees are required to be fingerprinted and clear criminal background
check requirements prior to employment with the City and District.
3.6. City Use of Volunteers. The Mariners Library may utilize volunteers from the
community for general library use and circulation functions. Mariners
Library volunteers will not be permitted to volunteer in the school library
during Secured Use Hours.
4. DISTRICT’S USE AND RESPONSIBILITIES.
4.1. District Funding. The District is responsible for continued dedicated resources
to operate the school library. Those resources include dedicated time of
teachers and the school principal to supervise and provide instruction and
activities in the school library during classroom or student visits and a
Children's Room Library Media Technician. The amount shall include the
equivalent of the cost and staff benefits for the District of approximately
$69,804 per year.
The District will be billed for any Joint Collection materials outstanding on
Mariners School Library Card accounts at the completion of the school
calendar year, for the replacement costs and processing charges in
accordance with City library policies.
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4.2. District Procedure for Use of Assets. The assets of Mariners Library are the
property of the City. District shall follow the procedure set forth herein to
allow for students to utilize library materials. Students will be able to check-
out materials in the Children's Room as they return to their classrooms. A
unique Mariners School Library Card will be issued by school personnel, in
accordance with District policy, for each Mariners student for use of the
library during school hours. Mariners School Library Cards are retained by
school personnel.
The District's Board Policies and Regulations regarding student attendance
and release from school and visitors on school campuses during school
hours shall apply to the use of the Children's Room, by students of Mariners
School.
4.3. District Designated Hours. The library will be open 71 hours each week
during the school year for use by Mariners School.
Monday – Thursday 9 a.m. – 9 p.m.
Friday 9 a.m. – 6 p.m.
Saturday 9 a.m. – 6 p.m.
Sunday 12 p.m. – 5 p.m.
Total 71 hours/week
Beginning each school year, the School Library Advisory Committee will
meet to discuss the school schedule for the upcoming year and shall
establish the hours for secured use of the Children’s Room for Mariner's
School students as provided below.
The Children's Room is designed so that the Mariner's School students will
have secured use of a school library, on those days and during those hours
of required student attendance during the school year. Secured use of the
Children's Room shall not exceed 30 hours per week between the hours of
9 a.m. and 3 p.m. ("Secured Use Hours"). The Children's Room design
prevents access by the general public to a portion of the Children's Room
to serve as a school library to accommodate students during Secured Use
Hours. All other non-student days and hours of the year including but not
limited to, holidays, school breaks, teacher development days, minimum
days when students are not in session and summer, the entire Children's
Room shall be open to the public.
The remaining area of the Children's Room will remain open and accessible
to the public from the main library entrance at all times the library is open
for pre-school activities and all other general public uses.
4.4. District Staffing. The District shall employ a school library media technician
to perform the mission of the school library in the Children's Room during
school hours. The District shall be responsible for salaries and staff benefits
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of the Library Media Technician and all other District/Mariners School
personnel. The Mariners Library shall provide staff necessary to perform the
public library mission of the combined library.
Each Party shall provide the other Party with the names and telephone
numbers of personnel that are responsible for the day-to-day operations at
the joint services to be provided under this Agreement. The list shall be
updated as needed based on personnel changes.
District shall comply with the requirements of State law with respect to the
fingerprinting of personnel and volunteers that may have contact with
children. All City and District employees are required to be fingerprinted and
clear criminal background check requirements prior to employment with the
District.
4.5. District Use of Volunteers. The Mariners School may use volunteers in the
school library during Secured Use Hours in compliance with Mariners
School’s Visitor and Volunteer Policies and Regulations.
5. INDEMNITY.
City agrees to indemnify, hold harmless and defend District and their respective
officers, officials, employees, representatives, agents and/or volunteers from any
legal liability, or damages, for bodily injury, death and /or property damage,
reasonable costs and expenses arising out of the negligent acts or omissions of
City or its officers, employees, representatives, agents, and/or volunteers in the
performance of City's responsibilities pursuant to this Agreement.
District agrees to indemnify, hold harmless and defend City and City's respective
officers, officials, employees, representatives, agents and/or volunteers from any
legal liability or damages for bodily injury, death and/or property damage,
reasonable costs and expenses arising out of the negligent acts or omissions of
District or its officers, employees, representatives and agents in the performance
of District's responsibilities pursuant to this Agreement.
6. NOTICES. All notices, demands, requests or approvals to be given under this
Agreement shall be given in writing and shall be deemed served when
delivered personally or on the third business day after deposit in the United
States mail, postage prepaid, first-class mail, addressed as follows:
CITY
City Manager's Office
100 Civic Center Drive
Newport Beach, CA 92660
(949) 644-3001
FAX 644-3020
gleung@newportbeachca.gov
All notices, demands, requests or approvals to District shall be addressed to the
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DISTRICT
Superintendent
2985 Bear Street #A
Costa Mesa, CA, 92626
(714) 424-5030
FAX 424-5018
superintendent@nmusd.us
7. INSURANCE
The District and the City shall each procure and maintain in full force and effect during the term of the Agreement, the following policies of insurance which may be self-insured:
7.1. Commercial General Liability including public officials’ errors and
omissions, bodily injury including death, property damage, personal and
advertising injury, sexual molestation, and defense costs with limits no less
than $2,000,000 per occurrence and $4,000,000 in the aggregate.
The District and City shall each provide the other Party with an additional
insured and primary and noncontributory endorsement.
7.2. Workers’ Compensation as required by the State of California with statutory
limits and employer’s liability insurance for each Party’s own personnel and
volunteers, if covered, with a limit of not less than $1,000,000 per accident
for bodily injury or disease.
The District and City shall each provide the other Party with a waiver of
subrogation.
Any insurance available in excess of or broader than the minimum required
coverage and/or minimum required limits shall be available to the other Party as
an additional insured on a primary and noncontributory basis.
8. MISCELLANEOUS PROVISIONS
8.1. Entire Agreement. This Agreement sets forth and contains the entire
understanding and agreement of the Parties, and all oral or written
representations, understandings or agreements are expressly stated in
this Agreement. No verbal agreement or implied covenant shall be held to
vary the provisions herein.
8.2. Severability. If any term, provision, covenant, or condition of this
Agreement is held to be invalid, illegal, void, or otherwise unenforceable by
a court of competent jurisdiction, the remaining provisions of this
Agreement shall continue in full force and effect.
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8.3. No Attorney’s Fees. In the event of any dispute or legal action arising under
this Agreement between the Parties, the prevailing party to such dispute or
legal action shall not be entitled to attorney’s fees.
8.4. Interpretation. This Agreement shall be construed according to its fair
language and common meaning to achieve the objectives and purposes
of the Parties and shall not be construed for or against either Party hereto
by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
8.5. Section Headings and Recitals. All section headings and subheadings
are inserted for convenience only and shall not affect any construction or
interpretation of this Agreement. City and District acknowledge that the
above Recitals are true and correct and are hereby incorporated by
reference into this Agreement.
8.6. Compliance with all Laws. The Parties shall at their own cost and expense
comply with all statutes, ordinances, regulations and requirements of all
governmental entities, including federal, state, county.
8.7. Singular and Plural. As used herein, the singular of any word includes the
plural.
8.8. Waiver. The waiver by either Party hereto of any breach, of any term,
covenant or condition contained herein shall not be deemed to be a waiver
of any subsequent breach of the same or any other term, covenant or
condition contained herein, whether of the same or a different character.
8.9. Third Party Beneficiaries. This Agreement is made and entered into for
the sole protection and benefit for the parties and their successors and
assigns.
8.10. Successors in Interest. The burdens of this Agreement shall be binding
upon, and the benefits of this Agreement shall inure to, all successors
in interest to the Parties to this Agreement.
8.11. Specific Performance. The Parties acknowledge that monetary
damages would be inadequate to remedy any breach of this Agreement
by either Party. Accordingly, the Parties agree that any breach of this
Agreement shall entitle the non-breaching Party to file an action for
specific performance in a court of competent jurisdiction. In no event
shall either Party be liable for monetary damages in the event of a
breach of this Agreement.
8.12. Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which
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together shall constitute one (1) agreement and have the same effect as
if all of the parties had executed the same instrument.
8.13. Governing Law and Venue. The terms of this Agreement and any
related disputes shall be governed and interpreted in accordance with
the laws of the State of California. Prior to commencing any litigation, a
written notice shall be provided to the School Library Advisory Committee.
No litigation shall be commenced for thirty (30) calendar days so that the
Parties may attempt to resolve their difference. Any action at law or in
equity arising under this Agreement or brought by any Party for the
purpose of enforcing, construing, or determining the validity of any
provision of this Agreement shall be adjudicated in a court of competent
jurisdiction in the County of Orange, California. The Parties waive all
provisions of law providing for the filing, removal or change or venue to
any other court.
8.14. Further Actions and Instruments. Each of the parties shall cooperate
with and provide reasonable assistance to the other to the extent
contemplated by this Agreement to achieve the objectives of this
Agreement. Upon the request of either Party at any time, the other Party
shall promptly execute, with acknowledgment or affidavit if reasonably
required, and file or record instruments and writing.
8.15. Amendments in Writing/Cooperation. This Agreement may be amended
only by written consent of the Parties approved as to form by their
respective attorneys specifically approving the amendment and in
accordance with the Government Code and Educational Code
provisions. The Parties shall cooperate in good faith with respect to any
amendment proposed in order to clarify that intent and application of this
Agreement and shall treat any such proposal on its own merits.
8.16. Authority to Execute. Any person or persons executing this Agreement
on behalf of the City and District warrants and represents that he/she
has the authority to execute this Agreement on behalf of his/her agency
and to bind that Agency to the performance of its obligations pursuant
to this Agreement.
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the
day and year first set forth above.
DISTRICT:
By:
Ashley Anderson, President
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of the Board of Education
APPROVED AS TO FORM:
By:
Spencer E. Covert, Legal Counsel for
Newport-Mesa Unified School District
CITY:
By:
Noah Blom, Mayor
for the City of Newport Beach
ATTEST:
By:
Leilani Brown, City Clerk
for the City of Newport Beach
APPROVED AS TO FORM:
By:
Aaron C. Harp, City Attorney
for the City of Newport Beach
Attachment(s): Exhibit A – Mariners Public Library Depiction
Exhibit B – Mariners School Depiction
Exhibit C – Cooperative Agreement for the Joint Mariners Library Project
Exhibit D – Children’s Room Depiction
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