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HomeMy WebLinkAbout1977-12-22; City Council; 894-3; Library Master Planb� CITY OF CARLSBAD AGENDA BILL N0.j y_�. Initial: Dept. lid. DATE: December 22, 1977 C. Atty. DEPARTMENT: City Manager C. Mgr. tsubi ecu: -- -?---- LIBRARY MASTER PLAN Statement of the Matter On August 30, 1977 the Library Buard of Trustees and the City Council had a joint meeting to discuss the Library Master Plan. It was agreed that the City Manager and the City Librarian would review the Master Plan and list those recommendations which may be in need or specific review. This has been done and reports from the City Manager and City Librarian are attached as exhibits. + Mr. Raymond Holt, consultant on the Library Master Plan, { will be present at the meeting. , Exhibit Memo from City Manager to City Council dated 12-20-77 Recommendation See exhibit dated 12-20-77 Council action 12-22-77 The City Manager was instructed to take the necessary steps to provide for a contract with Mr. Holt, for up -date or revision on the "Matching User Needs - Master -Plan for the Carlsbad Library. 13 DATE: DECEMBER 20, 1977 , TO: CITY COUNCIL .FROM: City Manager 'SUBJECT: LIBRARY MASTER PLAN BACKGROUND Upon recommendation of the Library Board, the City Council com- missioned a study of library services and needs by Raymond M. Holt. That study was completed in March, 1973 and the report, Matching User Needs - A Master Plan For The Carlsbad Library, } was s forwarded to the City Council. After a presentation by Mr. Holt, the City Council accepted the report and directed that it be brought back for a study session where it could be re- viewed in detail. That study session never occurred. Even though the plan was not adopted by the City Council as City policy, the Library Board recognized that many of the recom- mendations -were sound and worked toward their implementation. ' During the last year the budgeting and approval of funds for ! the development of the Children's Library plans brought forward the question of inconsistency with the Master Plan. On•August 30, 1977 the Library Board of Trustees and the City Council had a joint meeting to discuss this and other issues. It was the recommendation at that time that Mr. Holt be retained to review, not only the question of the Children's Library, but also any other elements of the Master Tlan which might need updating. It was agreed that the City Manager and the City Librarian would review the Master Plan and list those recom- mendations which may be in need of specific review. STAFF EVALUATION Mrs. Cole and I•have reviewed the Master Plan independently. Comments from both of us are provided for your consideration. Mrs. Cole's comments are attached as Exhibit 'A' to this report. The purpose of doing separate comments was not because of any significant differences but rather for convenience and to provide a slightly different perspective for Council review. The comments follow the Master Plan format and for convenience you may wish to refer to your Master Plan, pages 3 through 6. i . 419� page 2 December 20, 1977 Subject: • Library Master Plan A. PRIORITIES (Consultant's Recommendations) 1, The present Central Library must be strengthened and specific programs adopted to improve (a) collections, (b) staffing, and (c) space utiliza- tion. Comments This is an ongoing process. Significant work has been done in this area over the last 4 years. 2. Planning should proceed for a small branch library to serve the La Costa area with operations begin- ning sometime in the second half of the 19701s. Comments With the growth in the La Costa area, I anticipate * that requests for a branch library in La Costa will be made within the next 2 to 3 years. This need should again be reviewed by the consultant. i 3. Ways and means must be found to adequately finance ' the continuing development of the Carlsbad City Library. Comments The need to plan for'the financing of public facilities', i is an ongoing one. The Capital Improvement Budget is a useful tool to help develop goals and priorities. As these are developed, specific financing methods can be -discussed. Most of the financing tools available to the City are known at this time. B.- RECOMMENDATibNS (Consultant) 1. The Library must enter into a long range plan for the coordinated development of the library's collections, both print and nonprint. Comments Much work has been done in implementing the recommendations of the Master Plan in this area. Nb•specific recom- mendations for review are being made at this time. Page 3 December 20, 1977 - Subject: Library master Plan 2•. The Library should begin to identify and bring ,greater visibility to present services, while develop- ing new services to be offered as the community and Library expand. Comments In the Master Plan Report the use of Cable Television (CATV) is discussed. This will become increasingly important now that the City has awarded its CATV franchises. The extent of its use by the City, the agency responsible for its coordination, and our relationship with the School Districts, relative to x * the use of CATV, needs to -be thoroughly reviewed. One possibility the consultant might be asked to review is the desirability of creating a joint City/School District task force or advisory group a on the use of CATV. f . 3. The Library should improve its present services and begin preparations for future growth by creating and * filling a variety of positions of which at least four are critical: (1) Bibliographer, (2) Technical Services Supervisor, and (3) Children's Librarian; additional support personnel must be employed as needed. Comments The recommendations made in the original Master Plan are completed'although the staffing needs continual attention. I would recommend that the consultant review this area to see if present staffing needs are consistent with changes which may have occurred in the Library and it they are consistent with present and projected circulation and population. ; 4. The Library should move forward on a comprehensive program to improve the utilization of its present building, including the completion of the unfinished mezzanine work area. Comments The recommendations are basically completed. As a matter of interest it might be pointed out that the east mezzanine is getting increased public use. It is anticipated that an additional staircase will be in next year's annual budget to meet fire code regulations. Page 4 December 20, 1977 Subject: Library Master Plan 5. The Library should regularly study the patterns of usage and inaugurate programs designed to increase library service to those who make little or no use of the library. No Cbmment 6. The Library.should continue to increase the effective- ness and the efficiency of the library staff through improved work methods and the use of labor saving equipment. No Comment i % The Library should, after reasonable study, adopt a new form of organization geared to the future develop- ment of the library. Comments Mr. Holt's original recommendation concerning the adoption of an organization was of a very general nature. Although I have no reservations about the consultant reviewing this recommendation, it requires specific Council policy input relative to the Library's , relationship to the City organization. The internal departmental organization seems to be one which the library is satisfied with and, at with any other departmental organization, should be reviewed from time to time. 8. The Library should gain additional benefits from the services of the Library Board of Trustees by encouraging -the reappointment of interested and effective members •. to a second and possibly a third term. Comments The %onsultant has adequately covered this in his original recommendation and further consultant study of this issue is probably not required. 9. The Library should anticipate the design and construction of a new Centrai Library building which will serve as a Central -Library and Headquarters for Carlsbad and as a Reader Subject Center Library for residents of the North Coastal area; active planning should be under way before the city reaches 50,000 population, with occupation taking .place by the time the population approaches 75,000. Page 5 December 20, 1977 Subject: Library Master Plan 10. In view of the future need for a new Central Library building, library officials should work with city officials to develop a program which will lead to the selection and acquisition of a suitable site before such quantities of properly located land are either unavailable or prohibitively expensive. " 11. Library and city officials should give cc%.sideration to the possibility of providing a cultural. center -facility adjacent to the future Central Library building because of the need and compatibility of these two functions. 12. When the new'Central Library building becomes a reality, the present library building should be converted into a branch library to serve the northwest quadrant of the eity's population. 13. in planning an extension's programs, the library must insure against the provision of branch services at the expense of developing much.needed Central Library services and collections. 14. Library officials must develop a flexible plan of j extending services to the residents of Carlsbad, utilizing a variety of techniques and facilities. , 15. A library facility of limited size should be planned for operation in the La Costa area sometime after 1.975. 16. As population warrants and financial resources permit, the library should consider providing one or more extension facilities in each quadrant of the city, using the present library building to house the branch serving the northwest quadrant. Comments (Items 9 through 16) } * Because of population changes, restrictions which appear to be forthcoming in the development of the local coastal program, and the relationship of Children's Library facilities and branch libraries, recommendations 9 through 1 16 should all have extensive review by the consultant. Page 6 December 2 D; 1977 Subject: Library Master Plan 17. Library officials should works closely with city officials to .,dentify and set aside through appropriate methods those locations which seem ,most apt to meet the site requirements for future branch libraries and have these designated as part of the city's General Plan. Comments Once the Council adopts goals and priorities for the development of the library system, it will be essential that the Capital Improvement Program set aside funds for land acquisition for library and other public facilities. It is not unusual for cities to acquire and set aside land 10 to 15 years s . in advance of their anticipated needs. 18. Library officials, in collaboration with city officials, 3 'should seek guidance in determining the long range financial capability of the city and the library's share thereof. Comments As part of the City's•Capital Improvement Program, the staff needs to improve its long range financial pro- jections. The Finance Department has already begun that a process. 19. The Li.brary should seek an immediate commitment for sufficient funds to. (1) hire needed personnel, (2) improve space utilization in public and work areas, and (3) begin a meaningful collection's development program. Comments ` As indicated by Mrs. Cole, the immediate requirements at the .time of the preparation of the Master Plan report have been accomplished with the exception of the ongoing need to develop the collections. The consultant's recommendation originally referred to some immediate needs which he felt needed to be funded outside the library tax rate. Some of these needs were accomplished in this way such as the building of the west mezzanine. Since a separate tax rate no longer exists for the library, the funding of future needs will. not necessarily be restricted by any arbitrary rate. Page 7 December 20, 1977 Subject: Library Master Plan 20. 'Library officials should begin working with city officials to find methods of financing both the .initial outlay for a small branch library in La Costa and for increasing the annual library revenues to com- pensate for the cost of operation. . 'Comments The financing of the La Costa branch should be proposed in the Capital Improvement Program once a determination is made as to the appropriate timing of such a branch. As previously recommended, the consultant should review that issue. 21. Library officials, in cooperation with city officials, should move forward on a carefully planned program to attract substantial gifts and donations from individuals, foundations and corporations to be used to supplement i tax revenue for the library; such funds can be used for future capital. improvements and/or endowments directed toward the improvement of collections and services. Comments No recommendation is made for review. 22. Library officials should continue to investigate and, where possible, utilize state and/or federal funds available for public library construction, operation and special programming. Comments No recommendation is made for review. CONCLUSION The purpose of reviewing for the Council, those areas the staff feels need of review by the consultant, is not to limit the scope of the consultant's work but to ensure in his review that he does not overlook items which are important to the City. Further, it is hoped that in giving him some guidance he can'make a specific proposal regarding the time and funding necessary to perform this service. i Page December 20, 1977 Subject Library Master Plan It is suggested that each Council member review the original ` recommendations and add any items which you feel staff may have overlooked. Each original recommendation in the Master Plan has been listed in this report. For your convenience an asterisk -has been placed by those recommendations that I feel should be reviewed by the consultant. After any additional input from the City Council, the consultant should be requested to bring back a specific proposal for accomplishing the Master Plan review. PAUL BUSSEY City Manager PDB:ldg . Att. - r i j a 1 f - s f EXHIBIT 'A . I , November 3, 1977 ' 3 TO: City Manager FROM: City Librarian. s SUBJECT: Library Master Plan Attached is more detail on aspects of the Master Plan ! t which have been accomplished, or are in some stage of j completion. f ; R sI do feel, however, that the piece -meal approach to the s revision of the Master Plan is very unaccepatble. Cir- cumstances, statistics, population --- all factors have t changed to such a degree that the Consu-'taut should have free reign, rather than being hampered by more than A minimum of direction. ! { s • ' 3 1 f � E t ' t � i CARLSBAD CITY LIBRARY MATCHING USER NEEDS SUMMARY OF PRIORITIES AND RECOMMENDATIONS: A.' PRIORITIES. 1. The present Central Library must be strengthened and specific programs adopted to improve (a) collections, (b) staffing, and (c) space utiliza- tion. With the exception of deveZoping the coZZection, which is on going - this is completed. 2. Planning should proceed for a small branch library to serve the La Costa area with operations begin- ning sometime in the second half of the 1970's. This was changed to pZans for ChiZdrenIs Library - behind s6he6Ze. 3. Ways and means must be found to adequately finance the continuing develOPL It of the Carlsbad City Library. Needs much work - by City, Board of Trustees and Librarian. R. RECOMMENDATIONS. 1. THE CENTRAL LIBRARY.' No. 1. The -Library must enter into a long range plan for the coordinated development of the library's col- lections, both print and non -print. Needs attention. No. 2. The LibXary should begin to identify and bring greater visibility to prdsent services, while develop- ing new services to be offered as the community and library expand. Partially comoleted by pubZic reZations person. No. 3. The Library should improve its present ser- vices and begin preparations for future growth by creating and filling a variety of positions of which at least four are critical: (1) Bibliographer, (2) Technical Services Supervisor, and (3) Children's Librarian; additional support personnel must be em- ployed as needed. Completed except for support staff, which is open- ended. 11/77 . t CARLSBAD CITY LIBRARY MATCHING USER NEEDS SUMMARY OP PRIORITIES AND RECOMMENDATIONS page 2 B. RECOMMENDATIONS. cont'd No. 4 The Library should move forward on a compre- hensive program to improve the utilization of its present building, including the completion of the unfinished mezzanine work area:. Completed and building very close to capacity now. No. 5. The Library should regularly study the pat- terns of usage and inaugurate programs designed to increase library service to those aho make little or no use of the library. Annual, project. No. 6. The Library should continue to increase the effectiveness and the efficiency of the library staff through improved work methods and the use of labor saving equipment. Continuous - OCLC; CLSI (future). No. 7. The Library should, after reasonable study, adopt a new form of organization geared to the future development of the library. Working toward; suggested organization chart. No. S. The Library should gain additional benefits from the services of the Library Board of Trustees by encouraging the reappointment of interested and ef- fective members to a second and possibly a third term. Council must face this very important problem. No. 9. The Library should anticipate the design and construction of a new Central Library building which will serve as a Central Library and Hendquarters for Carlsbad and as a Reader Subject Cente. Library for residents of the North Coastal area; active planning should be under way before the city reaches 50,000 population, with occupation taking place by the time the population approaches 75,000. City Attorney" says Carlsbad will have 30,000 pop u- Zation by end of the year. 'If this is so, site and design planning should begin during 1978-79. K CARLSBAD CITY LIBRARY MATCHING USER NEEDS SUMMARY Of' PRIO. iTIES ANUD RECOMHENDATIONS page 3 B. RECOMMENDATIONS. cont'd No. 10. In view of the future need for a new Central Library building, library officials should work with city officials to develop a program which will lead to the selection and acquisition of a suitable site before such quantities of properly located land are eigher unavailable or prohibitively expensive. Should be done in Z978. No. 11. Library and city officials should give consi- deration to the possibility of providing a cultural center facility adjacent to the future Central Library building because of the need and compatibility of these two functions. Should land ever be donated for a cuZtu:^aZ center, this would be a fine idea. Pittsburgh's Oakland Area provides every cultural advantage possible - theatre, lecture halls, museum, arboretum, Zib=2r y, library school, large auditorium -- a privilege to grow up in such a city -- a city with a soul. No. 12. When the new Central Library building becomes a reality, the present library building should be -converted into a branch library to serve the north- west'quadrant of the city's population. Plans being implemented for this transition. 2. BRANCH LIBRARIES. No. 13. In planning an extensions programs, the library must insure against the provision of branch services at the expense of developing much needed Central Library services and collections. CbmpleteZy concur. No. 14. Library officials must develop a flexible plan of extending services to the residents of Carlsbad, utilizing a variety of techniques and facilities. PartiaZly completed. (a) Strong outreach program; (b) Mini-boolonobiZe. 11/77 CARLSBA; ITY LIBRARY MATCRING USER NEEDS SUrV"I 01. PRI 10 TIES AU., A% COM2+'.E :TBATIO;:S P; e !s No. 15. A library facility of limited size should be planned for operation in the La Costa Area sometime after 1975. Testing need with mini-bookmobiZe. So far somewhat negative. No. 16. As population warrants `and financial resources permit, the library should consider providing one or' more extension facilities in each quadrant of the city, using the present library building to house the branch serving the northwest quadrant. In staff pZanning stage. No. 17. Library officials should work closely with city officials to identify and set aside through. appropriate methods those locations which seem most apt to meet the site requirements for future branch libraries and have these designated as part of the city's General Plan. Must be more City -Library Board cooperation. Library must not remain so'Zow in Zist of City priorities.. It is one of the City's most vaZuable assets. 3. FINANCES. No. 18. Library officials, in collaboration with city officials, should seek guidance in determining the long range financial capability of the city and the library's share .thereof . , Board of Trustees 2riority No. 19. The Library should seek an immediate commit - went for sufficient funds to (1) hire needed personnel, (2) improve space utilization in public and work areas, and (3) begin a meaningful collections development program. AecompZished except for on going collections deveZopment. No. 20. Library officials should begin working with city officials to find methods of financing both the initial outlay for a small branch library in La Costa and for increasing the annVal library revenues to com- pensate for the cost of operation. Cooperative City -Board pZanning shouZd be emphasized. . 11/77 CARLSEAL .IT.Y LIBRARY MATCHING USER NEEDS Sut2iARY OF -PRIORITIES AND RECOMMENDATIONS page 5 B. RECOMMENDATIONS. cont'd No. 23'.. Library officials, in -cooperation with city -officials, should move forward on a carefully planned program to attract substantial gifts and donations from individuals, foundations and corporations to be used to supplement tax revenue for the library; such funds can be used for future capital improvements and/ or endowments directed toward the improvement of col- lections and services. Agreed. ' No. 22. Library officials should continue to inves- tigate and, where possible, utilize state and/or Federal funds available for public library construction, operation and special programming. Completion of plans or ChiZdr ' ,f en s Library should be s f accomplished as quickZg as possible for this reason. i 11/77