HomeMy WebLinkAbout2020-11-18 Library Commission Special Meeting Agenda Packet
CITY OF GILROY
LIBRARY COMMISSION
SPECIAL MEETING
NOVEMBER 18, 2020
7:00 p.m.
Gilroy Library Meeting Room
350 W. Sixth Street
Gilroy, CA 95020
AGENDA
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PUBLIC PARTICIPATION IN THIS MEETING WILL BE LIMITED.
THIS MEETING WILL BE CONDUCTED PURSUANT TO THE PROVISIONS OF THE
GOVERNOR’S EXECUTIVE ORDER N-29-20
MEETING MATERIAL IS AVAILABLE ON THE CITY WEBSITE www.cityofgilroy.org.
In order to minimize the spread of the COVID 19 virus, the City will be offering telephone
and email options for public comments at this meeting. The public is encouraged to
participate in this meeting by as follows:
VIEW THE MEETING LIVE ON FACEBOOK
https://www.facebook.com/GilroyCityHallMeetings
PUBLIC COMMENTS WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE
LIBRARY COMMISSION. COMMENTS MAY BE EMAILED PRIOR TO OR DURING THE MEETING TO
Adam Henig AT adam.henig@cityofgilroy.org AND MUST BE RECEIVED BEFORE THE
CHAIRPERSON OPENS PUBLIC COMMENT FOR THE ITEM. ADDITIONALLY, COMMENTS MAY BE
MADE BY LEAVING A VOICE MESSAGE AT (408) 846-0577, PRIOR TO 5:00 P.M. NOVEMBER 18,
2020. IMPORTANT: identify the Agenda Item Number or PUBLIC COMMENT in the subject line of
your email. The Clerk will read the first three minutes of each email into the public record.
In compliance with the Americans with Disabilities Act, and Governors Order N -29-20, the City will
make reasonable arrangements to ensure accessibility to this meeting. If you need special
assistance to participate in this meeting, please contact the City a minimum of 2 hours prior to the
meeting at (408) 846-0215.
KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE
Government's duty is to serve the public, reaching its decisions in full view of the public.
Commissions, task forces, councils and other agencies of the City exist to conduct the
people's business. This ordinance assures that deliberations are conducted before the
people and that City operations are open to the people's review.
FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT
ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A
VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT
COMMISSION STAFF AT (408) 846-0204/shawna.freels@cityofgilroy.org
PUBLIC COMMENT GUIDELINES:
During the PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA portion of the
meeting, each person wishing to speak should prepare a presentation of not more than
three (3) minutes. Persons wishing to address the Commission are requested, but not
required, to complete a Speaker’s Card located at the entrances. Completion of this
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speaker’s card is voluntary. All persons may attend this meeting and speak, regardless
if a card is completed or not. Speaker’s slips should be submitted to the Secretary
BEFORE this portion of the meeting begins. Anyone wishing to address the Commission
on any other item on this AGENDA is requested, but not required, to fill out a speaker’s
slip as well and submit it to the Secretary BEFORE the Commission takes action on the
item.
I. CALL TO ORDER
II. SECRETARY'S REPORT
III. APPROVAL OF MINUTES
A. September 9, 2020
B. November 11, 2020
IV. APPROVAL OF AGENDA
V. AWARDS/RECOGNITIONS
VI. INTRODUCTIONS
VII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
VIII. NEW BUSINESS
A. Approval of the 2021 Library Commission Meeting Schedule
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action: Motion to approve the 2021 Library Commission
Meeting Schedule.
IX. OLD BUSINESS
X. LIBRARY REPORTS
A. Gilroy Library Report for November 2020 (report attached)
1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action: Receive and Comment on Gilroy Library Report.
B. County Library Report for November 2020 (report attached)
In compliance with the Americans with Disabilities Act, if you need special assistance
to participate in this meeting, please contact the Recreation Division at (408) 846-
0215. Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting. (28CFR 35.102-35.104 ADA Title
II)
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1. Staff Report: Adam Henig, Recreation Manager
2. Public Comment
3. Possible Action: Receive and Comment on County Library Report.
XI. COMMISSION COMMENTS
XII. STAFF COMMENTS
XIII. FUTURE AGENDA ITEMS
XIV. ADJOURNMENT
CITY OF GILROY
LIBRARY COMMISSION
REGULAR MEETING
SEPTEMBER 9, 2020
7:00 p.m.
Gilroy Library Meeting Room
350 W. Sixth Street
Gilroy, CA 95020
MINUTES
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CALL TO ORDER – 7:14 p.m.
Attendee Name Title Status
Katherine Robinson Chair P
Michaela Gonzalez Vice Chair P
Sumana Reddy Commissioner A
Kathy Souza Commissioner P
Candice Whitney Commissioner A
II. SECRETARY'S REPORT - The Library Commision agenda was posted online
on September 3, 2020 and posted in the City Hall kiosk on September 4, 2020 .
III. APPROVAL OF MINUTES
A. June 10, 2020 – Commissioner Souza motioned to approve the June
meeting minutes. Commissioner Commissioner Gonzalez seconded. Motion
passed 3-0-0.
IV. APPROVAL OF AGENDA Souza motioned to approve the September agenda.
Commissioner Gonzalez seconded. Motion passed 3-0-0.
V. INTRODUCTIONS
VI. Adam Henig, Recreation Manager – Henig is the new library commission staff
liason.
VII. Cassandra Wong, Gilroy Community Librarian Wong is the new community
librarian at Gilroy Library. She is replacing Lani Yoshimura, who retired. She
previously was a supervising librarian in Campbell.
VIII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA – no submissions.
IX. NEW BUSINESS - none
LIBRARY REPORTS
A. Gilroy Library Report for September 2020 – Wong provided an update of
how the library is delivering services during the Covid-19 pandemic. In
addition to having Gilroy Library serve as a pilot program for a soft
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Packet Pg. 4 Minutes Acceptance: Minutes of Sep 9, 2020 7:00 PM (APPROVAL OF MINUTES)
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reopening, the library is conducting curbside services; providing free wi-fi
services for students to use for distance learning; and developing virtual
programs for all ages and intersets (how to put on makeup, book club,
earning a high school degree, etc.). Gilroy Library is also serving meals to
families that are currently expericing food insecurity.
B. County Library Report for September 2020 – Deputy County Librarian
Chris Brown discussed the Library’s roles in a disaster, with staff serving as
disaster service workers, contract tracing, and housing a cooling center. He
discussed the various hours the curbside services operate, hoping to
accomdate the varied needs of its users. He discussed the new online high
school dipoloma program that the Library recently parntered with.
X. COMMISSION COMMENTS – Commissioner Robinson inquired about how
free meals were provided. Wong explained how it was through a
collaobrative effort. The meals are delivered and her staff delivers them to
those reciving them in the parking lot. Souza wanted to know if the library
was able to fill the gap in a lack of internet service for students engaging in
distance learning. Wong explained that they have allowed for its WiFi
internet service to extend beyond the walls of the library, so students can
use it during the school day.
XI. STAFF COMMENTS – Henig reminded commissioners to check their city email
accounts on a weekly basis.
XII. FUTURE AGENDA ITEMS – 2021 calendar at the next meeting.
XIII. ADJOURNMENT – 7:55 p.m.
Adam Henig
Recording Secretary
Recreation Division
3.A
Packet Pg. 5 Minutes Acceptance: Minutes of Sep 9, 2020 7:00 PM (APPROVAL OF MINUTES)
CITY OF GILROY
LIBRARY COMMISSION
REGULAR MEETING
NOVEMBER 11, 2020
7:00 p.m.
Gilroy Library Meeting Room
350 W. Sixth Street
Gilroy, CA 95020
MINUTES
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I. Call to Order
Attendee Name Title Status Arrived
II.
RESULT: MEETING CANCELLED
RESULT: MEETING CANCELLED
Adam Henig
Recording Secretary
Recreation Division
3.B
Packet Pg. 6 Minutes Acceptance: Minutes of Nov 11, 2020 7:00 PM (APPROVAL OF MINUTES)
LIBRARY COMMISSION
STAFF REPORT
Agenda Item Title: Approval of the 2021 Library Commission Meeting Schedule
Meeting Date: November 18, 2020
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Motion to approve the 2021 Library Commission Meeting Schedule.
Executive Summary
Toward the end of the calendar year, the Library Commission motions to approve their
upcoming meeting schedule (see below).
Note: The commission is scheduled to meet on the second Wednesday of every month.
2021 Library Commission Regular Meeting Schedule
January 13, 2021
February 10, 2021
March 10, 2021
April 14, 2021
May 12, 2021
June 9, 2021
July 14, 2021
August 11, 2021
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September 8, 2021
October 13, 2021
November 10, 2021
December 8, 2021
In addition, below is a list of the number of Library Commission meetings that were held
from the past four years:
2020 – 4 meetings
2019 – 10 meetings
2018 – 8 meetings
2017 – 9 meetings
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LIBRARY COMMISSION
STAFF REPORT
Agenda Item Title: Gilroy Library Report for November 2020 (report attached)
Meeting Date: November 18, 2020
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Receive and Comment on Gilroy Library Report.
Executive Summary
Community Librarian Cassandra Wong will present the Gilroy Library Report for
November 2020.
Attachments:
1. LIBCOM_NOV20
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Packet Pg. 9
GILROY LIBRARY COMMISSION
REPORT
O C T O B E R A N D N O V E M B E R 2 0 2 0
10.A.a
Packet Pg. 10 Attachment: LIBCOM_NOV20 (3100 : Gilroy Library Report for November 2020 (report
L O B B Y
S E RV I C E
B E G A N S E P T E M B E R 2 1 S T
O U R L O C A T I O N W A S
A S K E D T O P I L O T T H I S
I N I T I A L R E T U R N T O
IN P E R S O N S E R V I C E
C O M P U T E R S E R V I C E
B E G A N A S W E L L
10.A.a
Packet Pg. 11 Attachment: LIBCOM_NOV20 (3100 : Gilroy Library Report for November 2020 (report
LIBRARY USAGE
SINCE SEPTEMBER
•S E P T E M B E R S A W O V E R 2 0 0 0
V I S I T O R S
•O C T O B E R N E A R L Y 4 0 0 0
•A L M O S T 1 9 , 0 0 0 I T E M S W E R E
C H E C K E D O U T I N S E P T E M B E R
A N D O V E R 2 1 , 0 0 0 I N O C T O B E R
10.A.a
Packet Pg. 12 Attachment: LIBCOM_NOV20 (3100 : Gilroy Library Report for November 2020 (report
PROGRAMMING
HIGHLIGHTS
D I Y B E A U T Y W O R K S H O P
A D U L T T R I V I A N I G H T
T E E N V I R T U A L O P E N M I C O V E R ( 7 5 0 V I E W S )
O U T R E A C H T O R E B E K A H C H I L D R E N ' S S E R V I C E S
M A S T E R G A R D E N E R S W O R K S H O P
O V E R 2 0 0 0 M E A L S D I S T R I B U T E D E A C H M O N T H
This Photo by Unknown author is licensed under CC BY-SA-NC.
10.A.a
Packet Pg. 13 Attachment: LIBCOM_NOV20 (3100 : Gilroy Library Report for November 2020 (report
PROGRAMMING HIGHLIGHTS
CONTINTUED
•B I L I N G U A L S T O R Y T I M E O N L I N E
•V I R T U A L S C H O O L V I S I T S
•H I S P A N I C H E R I T A G E C E L E B R A T I O N P A I N T N I G H T
•A N E V E N I N G W I T H F R A N C I S C O J I M E N E Z
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Packet Pg. 14 Attachment: LIBCOM_NOV20 (3100 : Gilroy Library Report for November 2020 (report
D I A D E L O S M U E R T O S
A L T A R T O U R
10.A.a
Packet Pg. 15 Attachment: LIBCOM_NOV20 (3100 : Gilroy Library Report for November 2020 (report
D I A D E L O S M U E R T O S S T O R Y T I M E A N D S U G A R S K U L L
C R A F T
10.A.a
Packet Pg. 16 Attachment: LIBCOM_NOV20 (3100 : Gilroy Library Report for November 2020 (report
UPCOMING
EVENTS
M E D I C A R E E N R O L L M E N T
O P T I M I Z I N G F I T N E S S F O R
C O V I D -19
M E N T A L A N D P H Y S I C A L
W E L L N E S S F O R T E E N S
10.A.a
Packet Pg. 17 Attachment: LIBCOM_NOV20 (3100 : Gilroy Library Report for November 2020 (report
LIBRARY COMMISSION
STAFF REPORT
Agenda Item Title: County Library Report for November 2020 (report attached)
Meeting Date: November 18, 2020
Submitted By: Adam Henig
Prepared By: Adam Henig
Recommendation:
Receive and Comment on County Library Report.
Executive Summary
Deputy County Librarian Chris Brown will present the Santa Clara County Library
District Stakeholders Report for November 2020.
Attachments:
1. SCCLD Stakeholder Report Oct 2020
2. SCCLD Stakeholder Report Nov 2020
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Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno | Morgan Hill | Saratoga
October 2020
Library Stakeholder Report
Jennifer Weeks, County Librarian
Lobby and Computer Pilot Programs Underway
Our patrons have missed coming to the library
and while Santa Clara County carefully
advances in accordance with the state’s
Blueprint for a Safer Economy, SCCLD is
adding new public services safely, and
sustainably. As of September 21, we began
piloting a lobby service model at the Gilroy,
Milpitas and Morgan Hill Libraries during
curbside hours where a limited number of
patrons can enter into the lobby of the library to
pick up their holds, browse a small collection of
grab and go book and DVD titles, and use the
self-check machine for contactless service.
Computers and printing are also available as of
September 21, where we are offering a limited
model at the Gilroy and Saratoga Libraries with two public computers and a printer for patron use
during curbside hours. Patrons can register online for a 50 minute computer session to check email,
print important paperwork, connect with family and friends and more. This also includes up to 25 pages
of free printing to benefit our patrons who do not have access to a computer or printer at home. The
computers have full internet access and are loaded with valuable software packages including
Microsoft Office, Adobe Creative Suite, plus our full online library.
We are piloting these services to learn best practices before expanding to additional libraries later in
October. For more information, visit sccld.org/informed
SCCLD Surpasses 1.3 Million Overdrive Checkouts in 2020
While many library systems are struggling to offer any library
services during the COVID-19 pandemic, SCCLD set a new
record in the number of Overdrive digital checkouts in 2020.
From 2018 to 2019, we saw a 67% increase, and this year,
we’ve already broken the 1 Million checkout mark for the very
first time with a 146% increase over 2019. At this pace, we
may pass the 2 Million mark in online checkouts from
Overdrive alone in 2020!
According to Overdrive, there are only 65 public library systems worldwide who have surpassed the 1
million checkout mark in 2020.
10.B.a
Packet Pg. 19 Attachment: SCCLD Stakeholder Report Oct 2020 (3101 : County Library Report for November 2020 (report attached))
Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno | Morgan Hill | Saratoga
September by the Numbers
The Library District continues to serve our patrons in many ways and the numbers show just how much
they are enjoying their local library:
• 266,881 physical items checked out and 261,892 items returned: Items checked out show a
15% increase while items returned increased 26% from August to September.
• 78 Virtual Programs = 2,998 Live Views and over 5,193 Total Views: SCCLD offers virtual
programs for all ages Monday through Saturday, which patrons can enjoy from the safety and
convenience of home.
• 130,006 eBooks circulated: While holds on physical items are limited to 12, our patrons
continue to enjoy their eBooks as these can be borrowed and renewed online (if eligible), and
automatically returned when the due date arrives.
Your Vote Counts
SCCLD helped voters ahead of the November 3
Presidential Election by providing voter registration
forms during curbside service hours the week of
National Voter Registration Day. In addition,
residents can find resources and information about
voting and elections in California and the United
States on our website at sccld.org/voting. Here you
can find out if you are registered to vote, how to vote
online, and more.
SCCLD is also offering ballot drop off boxes outside of the Campbell, Gilroy, Los Altos, Milpitas,
Morgan Hill, Saratoga, and Woodland Libraries. There is also a ballot drop off box in the Cupertino
Civic Plaza across from the Cupertino Library entrance. Click here to find your nearest ballot drop off
location.
The Santa Clara County Registrar of Voters has information about voting centers, tracking your ballot,
and ballot drop off locations. The ROV is still looking for Election Officers to help at Vote Centers
leading up to Election Day. Paid stipends are offered. Learn more on their website.
The next Library JPA Board Meeting will be held on October 22, 2020 at 12pm. The meeting will be
held online. For more information, visit sccld.org/jpa
SAVE THE DATE
Thursday, October 22, 2020
at 12pm
10.B.a
Packet Pg. 20 Attachment: SCCLD Stakeholder Report Oct 2020 (3101 : County Library Report for November 2020 (report attached))
Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
November 2020
Library Stakeholder Report
Jennifer Weeks, County Librarian
Lobby Self-Service Available at all Seven Community Libraries
SCCLD continues to offer safe and
timely public services in accordance
with Santa Clara County’s
regulations and the state’s Blueprint
for a Safer Economy. Currently, all
seven community libraries are
offering lobby self-service where
patrons can enter into the lobby of
the library to pick up their holds,
browse a limited collection of new
books, movies and bestsellers, and
use the new self-check machines for
contactless service.
Another service that has been appreciated by our patrons is offering grade based and genre focused
book bundles. Parents and caregivers can easily pick up additional books for their young readers.
Lobby visits are limited to 10 minutes and do not require an appointment. Visitors are required to follow
social distancing guidelines including maintaining 6 ft distance from others, wearing a face covering,
and using hand sanitizer made available by the Library District. Lobby hours vary by location and differ
from curbside hours. For a complete list, visit sccld.org/curbside.
Every Vote Counts
Did you know, SCCLD libraries work closely with the
County Registrar of Voters (ROV) as official ballot drop off
locations? ROV recognizes that libraries are community
hubs and trusted sources of information. In addition, the
Milpitas Library and our Service and Support Center
located in Campbell provided additional community
services as an official voting center from Saturday-Tue, Oct
31-Nov 2.
Just another way our County Libraries continue to go above
and beyond.
10.B.b
Packet Pg. 21 Attachment: SCCLD Stakeholder Report Nov 2020 (3101 : County Library Report for November 2020 (report attached))
Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
Snapshot of Key Services Provided by SCCLD
Since Santa Clara County implemented
Shelter-in-Place in March, SCCLD has
quickly shifted gears to deliver creative,
highly-valued services to our communities in
safe, and thoughtful ways. Below are some
of the highlights of the various public services
we have implemented starting in the
timeframe shown below.
Mar-May Jun-Aug Sep-Nov
Reference and Account
services via phone/chat/email
M-Sa
Virtual programs for all ages
M-Sa
Official cooling center Official cooling/clean air center
County Disaster Service
Workers/ Contact Tracers
Website redesign to make
digital content/events easily
accessible
Deploy new phone system
and laptops for telework
Curbside service (drive up, walk
up, returns) M-Sa
Lobby service plus curbside
service M-Sa
Free public WiFi in parking lots
Career Online High School
Official cooling/clean air center
Emergency Evacuation
Resource Center
Computer access M-Sa
Homework help free tutoring
M-Th
Voter ballot drop off location/SSC
Voting center
10.B.b
Packet Pg. 22 Attachment: SCCLD Stakeholder Report Nov 2020 (3101 : County Library Report for November 2020 (report attached))
Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
October by the Numbers
The Library District continues to serve our patrons in many ways and the numbers show just how much
they are enjoying their local library:
3,733 curbside appointments: Our curbside appointments have decreased significantly as our
walkup service transitioned into lobby service where no appointments are necessary.
286,903 physical items checked out and 286,680 items returned: We experienced a double-
digit increase in items checked out (18%) and returned (19%)
73 Virtual Programs = 2,166 Live Views and over 3,749 Total Views: Our total number of
programs increased by 9% in October with an increase of 16% in total views.
125,106 eBooks circulated: Our ebooks continue to be extremely popular as they will
disappear automatically from your device on the due date. No trips to the library needed and
you can renew online if the item is eligible for renewal.
Words of Appreciation
In a year that has been wrought with many challenges, in addition to the pandemic, its important to take
a moment to listen to words of appreciation from library patrons. Here are a few of our favorites:
“I have never experienced the "book bundle" idea before, and saw a sign at Los Altos library
advertising it. I just picked one up for my kids, and we just love the surprise of a preselected
bundle! I am not sure if this always existed, but it's a great idea to cut down on the overwhelm I
feel as a parent trying to choose a few books for the kids. We love being given a pre-chosen bundle!
It makes me check out books that I wouldn't have considered. Please keep these going, post-covid
too! Thank you!”
“Kudos!! Top marks!! Your website for dealing with book and CD-music pickups during this covid-19
lockdown deserves top marks. Kudos to all responsible for setting this up. Very good job and thank
you!!”
“…Please tell all at SCCLD how much they are appreciated for ALL they do and are doing
both "before" and during this ever changing COVID time. One "take away" of many that we all
10.B.b
Packet Pg. 23 Attachment: SCCLD Stakeholder Report Nov 2020 (3101 : County Library Report for November 2020 (report attached))
Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
are learning is how much we love and appreciate our libraries. As a retired H.S. teacher and
life-long lover of libraries it felt so sad to see all libraries shuttered for a time. Happily through
careful, clever, dedicated staff they are reopening with adaptive, safe methods to help their
patrons utilize libraries as much as is safely possible again. Again many thanks for your
responsive, enthusiastic, knowledgeable and cheerful insights and service.”
10.B.b
Packet Pg. 24 Attachment: SCCLD Stakeholder Report Nov 2020 (3101 : County Library Report for November 2020 (report attached))