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HomeMy WebLinkAbout1983-01-25; Library Board of Trustees; MinutesIVI1IMU I MEETIN3 OF: TIME OF MEETIN3: IATE OF MEETING: PTAfF OP CITY COUNCIL/LIBRARY BOARD OP TRUSTEES 6:00 P.M. January 25, 1983 Pnrmnini t-y COUNCIL MEMBERS CALL TO ORCER; The meeting was called to order by Mayor Casler at 6:00 P.M. ROLL CALL: Council roll call was taken ty the City Clerk as follows: Present: Casler, Kulchin, Chick, and Prescott Absent: lewis Roll call for the library Board of Trustees was as follows: Present: Schranm, Trigas, Brunn, Falkenstein, and Grosse 1. LIBRARY BOARD OF TRUSTEES STATEMENT OF GOAIS. Trustee Schranm read the Board's long range goal and short range goal and furnished a copy of same to the Council. 2. REVIEW OF CURRENT LIBRARY ACTIVITY. Following a brief introduction by the library Director, Cliff lange, Joe Skyrriba of the library staff presented i slide presentation depicting the variety of activities which take place at the library throughout the year. 3. LIBRARY MASTER PLAN II. The Library Director referred briefly to his memorandum dated January 17, 1983, and coranented on same. It was noted that the Master Plan calls for the central library to be located in the gee—center of the City and the construction of four branch libraries. In particular, cne branch library to be built across the street from the existing library, with the result that the existing library building would no longer be used as a library. Council discussed briefly that portion of the Master Plan, and noted their previous discussions regarding the feasibility of such a plan. It was also noted that previous discussions had reflected the possibility of having two large facilities as opposed to having one facility and several branches. Also discussed was funding sources and the standards currently established for library service in the City, and the need for all such factors to be considered by the Library Board durinq their review of the Master Plan. 4.EBRARY SERVICE TO SOUTH CARISBAa The Library Director referenced the copy of the survey and -the responses to same. Brief discussion related to various responses on the questionnaire. MINUTES January 25. 1983 COUNCIL MEMBERS In response to Council query, the library Director indicated that the Board would like guidance from Council regarding the service alternatives and the way to proceed. General discussion reflected that either the portable building or the leased space in the shopping center wovld apppear to be viable options, but that the fall-sized bookmobile would not. Council Member Chick indicated preliminary discussions were taking place with individuals regarding the possibility of their donating land or a site where a building could be located. Council discussion also related to the various costs associated with maintaininc a facility. Trustee Trigas referenced the short range goal of the Board and emphasized that the desire was to provide the service by the end of 1983. She requested that Council give consideration to including funds in the budget to provide that service in the south part of the City. Council Menibers Kulchin and Chick agreed to meet with the library Director and other individuals to develop more definitive cost information and information regarding a possible site, and to report back to Council with a recommendation. Mayor easier announced that the Library Board may adjourn, but following a recess, the Council meeting would continue. , RECESS: Mayor easier called a recess at 7:20 P.M., and Council reconvened at 7:40 P.M., with four members present. 5. ABCHlTidCT REPORT - OPERATIONS CfcM'EK. Mr. Wendell Mounce, architect for the City's operations center, distributed a preliminary report on the development program for the operations center. He identified and briefly conmented on the different sections of the report, and indicated that following Council's review of the report, comnents would be welcome. He responded to Council questions regarding the information contained in the report, and noted that the final report would be provided to the City on February 15, 1983. He responded to various Council questions regarding information used in preparing the report and items which would be contained in the final report. ADJOURNMENT By proper motion, the meeting was adjourned at 8:32 P.M Respectfully submitted. AIETHA L. RAUTENKRANZ City Clerk .AAXU^ January 25, 1983 TO: CITY MANAGER FROM: LIBRARY DIRECTOR QUARTERLY REPORT FOR OCTOBER-DECEMBER 1982 S1gn i fi cant Act i v i t i es During the second quarter, work continued on internal reorganization. The Southwest Collection was integrated with the regular collection and genealogy periodicals were shifted to create additional space for; non-fiction books on the mezzanine. A major weeding project is now being carried out by reference and collection development staff. At least six months will be required to complete this work. The result of the project will be to remove up to 5,000 worn, obsolete, and rarely used volumes from increasingly overcrowded bookstacks. To determine just how critical the space problem is, staff at year end analyzed available library shelf space. It was.^determined that the library has H,30A linear feet of shelving, of which 13,179 feet are now used for books. The rest are for backfiles of periodicals and newspapers. Using a standard of 10 books per linear foot, the library has shelf space for about 132,000 volumes. The library's holdings showed 1^2,919 volumes at the end of 1982. Of these, about 5,500 are now stored in the city's Palomar Industrial Park warehouse and another 1,000 are kept on the bookmobile. This means there are about 136,000 volumes in the library's book collections with shelf space for about 132,000. The library is able to get by because heavy circulation keeps at least 20% of the col lection out of the building at any given time. In addition, the extensive weeding project now going on is resulting* in a reduction of 200-300 volumes per month. This helps offset the space needs for new acquisitions. Finally, it is estimated that at least 3% of the collection (^,000 books) could be missing due to thefts over the past decade. In any case, it is clear from this analysis that shelf space remains a major problem. Noteworthy programs presented in the library this quarter included chamber music by the Allegro Quartet; the annual Christmas Crafts and Cooking displays and demonstrations, always a major community event; a concert by soprano Ellen Lawson; and music by La Costa Camerata chamber singers. All of these programs were sponsored by the Friends of the Library. In addition to programs presented in the library, there were a number of presentations outside as well. The Head of Reference gave a talk to the Colonial Dames of Escondido on library services and genealogy resources. The Head of 2. Extension services made a presentation to the lay ministry group of St. Church on the 1 ibrary's outreach and shut-in programs. The Library Director spoke to the Kiwanis Club and to the Carlsbad Woman's Club on programs and services offered by the library. Finally, the Head of Children's Services gave presentations on juvenile programs and activities to each classroom of every elementary school in Carlsbad. In the Children's Department this quarter, special activities included a chess and checkers tournament; a library instruction course; folksinger Sam Hinton; the Drama Club's presentation of "The Laugh Factory;" and a short story contest for 5th through 8th graders that brought 110 entries. The Audiovisual Department has nearly completed production of a 15 minute multi- media program on the library. Entitled "A Place for All Reasons," the program gives an inside view of the library's history, present services and resources, staff, and community of users. With a sophisticated sync-sound dissolve system, the program makes use of 280 slides. Final touches on the script and taped narration will complete the project. The library's three-part local history series, funded by the National Endowment for the Humanities, was presented twice during this quarter. In October the illustrated lecture series was presented to residents of Carlsbad-by-the-Sea and in November the audience was Carlsbad High School students. The latter programs were held in the new Cultural Arts Center for groups of 150 selected students and teachers. 5, A program of services to the functionally illiterate is now being planned by the library. Meetings were held with representatives of the Carlsbad Literacy Center and plans were formulated for a joint effort to reach those in need — both English and non-English speaking. Some space will be made available for a small collection of useful high interest materials for adult new readers. There may also be some tutorial work and periodic meetings of Laubach classes in the library. As a preliminary step, library and Literacy Center staff drew up a statement of principles and a brief questionnaire. This material was distributed to 25 social service agencies, schools, churches, and individuals who work with or who have knowledge of the needs of,, adult new readers in this area. Consultation with these sources 5s expected"to provide information on how to publicize the project, how to contact those in need, and on the types of materials that would be most useful. An evaluation of all existing bookmobile stops led to a decision to terminate two of the nine stops: Laguna Riviera Park and Sierra Morena. These stops have proved unproductive and have been underused. In addition, both locations were felt to be too close to the library to qualify for outreach services. New stops, Fn areas farther away from the library, are now being evaluated. During this quarter the CLSI computer system was upgraded. The new system provides greater information storage capacity and enables Oceanside and Carlsbad to take advantage of additional program capabilities, such as an acquisitions module, a public access catalog, and refinements in operating functions. Carlsbad's share of the upgrade costs were paid for with State funds. 3- A major and continuing emphasis this quarter has been on planning for a possible branch library in the La Costa area. With the assistance of staff from SANDAG, a questionnaire was prepared and distributed to residents of the area as an insert in the LA COSTAN newspaper. 475 questionnaires were returned and are now being tabulated and analyzed by SANDAG. Preliminary results point to strong support for branch library service in the La Costa area. Studies were also made of storefront, portable, and large bookmobile options. In addition, staff prepared an extensive collection development plan for a potential branch. Key Statistics One new statistical category which is not figured quarterly, but which was compiled at year end, is a tabulation of the annual circulation of most heavily used or special subjects (see attached). The following statistics indicate the most significant activities of the past quarter compared with quarters from previous years. Comparing quarters is a useful measure of seasonal activity in the library. CIRCULATI ON OF ALL MATER IALS 2nd Q 1980 2nd Q 1981 2nd 0. 1982 79,447 10Q,,842 112,983 •» REFERENCE/INFORMATION QUESTIONS ANSWERED 2nd Q 1980 2nd Q 1981 j- 2nd Q 1982 * 8,392 14,492 12,584 AUDIENCE FOR ALL PROGRAMS 2nd Q 1980 2nd Q 1981 2nd Q 1982 2,770 5,399 ""' 6,254 ADULT FILM BOOKINGS 2nd Q 1980 2nd Q 1981 2nd Q 1982 1,768 2,123 1,756 VIDEOTAPE BOOKINGS 2nd Q 1980 2nd Q 1981 2nd Q 1982 1,033 2,973 6,346 The Audiovisual figures point to a continuation of the trend showing a rapid increase in videotape use and a tapering off of film use. * Decrease reflects change in method of compiling statistics. 2nd Q 1980 650 INTERLIBRARY LOANS 2nd Q 1981 582 2nd Q 1982 840 The inter!ibrary loan figures are totals for all activity: books loaned to Carlsbad and books borrowed from Carlsbad. Carlsbad continues to borrow more from other libraries than it loans, at a ratio of about 2 to 1. This ratio has remained fairly constant. MATERIALS ADDED 2nd Q 1980 •2,67.4 2nd Q 1981 2,360 These are 2nd Q 1982 2,7H iires for all new materials added, both print and non-print. Library Director CELrch Attachment ANNUAL CIRCULATION OF MOST USED SUBJECTS CATEGORY Sports, recreation, entertainment Medicine Cookery, home care, child care, clothing U.S. History European History Arts and Crafts Business American Literature Agriculture, pets, gardening Electronics, cars, ships, aircraft Large Type Books Spanish Books Fiction Mysteries Pre-school picture books Juvenile fiction (grades K-3) Juveni le fiction (grades 4-6) Juveni le fiction (junior high) Juvenile non-fiction Records Cassettes 1980 6,435 5,373 4,802 3,505 2,474 3,485 2,842 3,230 3,019 2,256 ~- 6,516 707 46,708 16,139 40,670 8,503 8,220 1,924 21,299 19,542 13,974 1981 7,523 6,057 5,338 4,483 3,523 3,552 3,318 3,352 3,339 - 2,711 12,389 595 52,765 18,225 46,917 9,538 10,023 2,654 23,456 18,653 14,817 1982 6,706 6,044 5,606 4,614 4,094 3,639 3,256 3,180 3,148 2,732 12,259 740 49,513 20,060 48,193 8,535 9,327 2,775 22,745 18,644 20,041