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Date of Meeting:
Time of Meeting1:
Place of Meeting:
MINUTES
LIBRARY BOARD OF TRUSTEES
October 17, 1984
3:00 p.m.
Library Conference Room
TRUSTEES
CALL TO ORDER;
The meeting was called to order by President
Schramm at 3:10 p.m.
ROLL CALL;
Present - President Schramm, Trustees
Trigas and Martin.
Absent - Trustees Falkenstein and Grosse.
Also. Present were:
Clifford Lange, Library Director
Zeph Phillips, Asst. Library Director
Margaret Brownley, Serra Advisory
Board Representative
Carolyn Ayars, President, Friends
of the Library
Lois de Groot, Executive Assistant
to the Council
Ray Brookhart, Head of Reference
Division
John Quartarone, Head of Children's
Division
APPROVAL OF MINUTES;
The approval of the minutes of the September
19, 1984 meeting was continued to the
next meeting since there was no quorum
present for approval.
COMMITTEE REPORTS;
a. Building and Grounds
Report delayed at this time.
b. Budget
Report delayed at this time.
OLD BUSINESS;
a. Literacy Funding Update
Director Lange reported the libraries
had asked for an $80,000 budget. $7,000
has been cut, putting the amount back
to $73,000.for the Tri-City Literacy Coalition.
b. Library Exhibits Release Form-'
It was agreed that this form provided
excellent protection for the library and
there has been no problem in getting the
signatures required.
MINUTES
LIBRARY BOARD OF TRUSTEES October 17, 1984 Page 2
TRUSTEES
c. Children's Services Workshop Report
"John Quartarone reported that he, Zeph Phillips
and Maureen Alexander, the Executive Director
of the Carlsbad Girls Club, attended a workshop
in Santa Barbara. He distributed a few pieces
of literature received at the workshop and
said it was attended by library directors,
community-based organizations such as the 4-H
Club, Girls Club and various other organiza-
tions. The purpose of the workshop was to
explore different ways to work with young children
ages five to ten.
The workshop was very enlightening and confirmed
that Carlsbad, in comparison with other libraries,
is providing an excellent children's program.
President Schramm commended the Children's
Division on its accomplishments during the
past fiscal year.
d. DIALOG Training Workshop Report
The Reference Division staff attended l*s days
of training which revealed how complicated
and difficult an operation DIALOG is. , Because
of the complexity of the system, this service
will not be offered to walk-in patrons or telephone
calls. An interview process will be established
to ascertain exactly what the patron wants.
There is a data base charge and telecommunications
charge involved. The library will retrieve
all of these charges. Trustee Martin asked
what the charges will be based on. Mr. Brookhart
advised that if it is a simple request, the
average charge seems to run in the vicinity
of $10.00, A deposit will be required prior
to the search. Assistant Director Phillips
noted that there are a number of data bases
on DIALOG at no charge. Those could be searched
first and then other data bases.
President Schramm asked for examples of the
type of question that would use this service.
The response was that the first requests would
probably come from college students. Assistant
Director Phillips added that in his prior experience
he had received many requests from small business
people who did not have the equipment to do
this searching themselves.
President Schramm commended the Reference Division
on its accomplishments during the past fiscal
year.
e. Memo to City Manager re La Costa Branch
Library
Ann Kulchin has put the Branch Library expansion
request on the Council Agenda for Tuesday,
October 23.
MINUTES
LIBRARY BOARD OF TRUSTEES October 17, 1984 Page 3 TRUSTEES
Director Lange said he was hoping that Council
would approve this. Another issue which concerns
the branch is the CLSA money. Following general
discussion on this subject it was decided that
half of the CLSA funds could be used to support
the development of the On-Line Catalog, with
the other half being used to pay the Branch
rent for the next fiscal year. Trustee Trigas
moved that half of the CLSA funds could be
used to pay the rent for FY 85-86. Motion
was seconded by Trustee Martin and carried
unanimously.
NEW BUSINESS;
a. OCLC and State Library Action on California
Data Base
Director Lange reported that the data base
is made up of cataloging records contributed
by many public libraries in California. Rather
than develop a new data base system, the State
Library decided to go to existing vendors and
have them bid on the option to pick up the
California data base on their system. OCLC
was awarded the contract and this is good for
Carlsbad because the library is already on
their system. Director Lange and Calista Sullivan
went to a meeting in Claremont on Monday, October
15 to hear a presentation on the pricing structure
of OCLC. OCLC is taking a long look at the
whole pricing structure and use of the system.
They want costs redistributed so everyone pays,
his fair share.
b. Annual Report - 1983^84
President Schramm commended the library on
the Annual Report. She realizes how well used
this library and branch are and stated it was
a credit to the library staff.
c. League of California Cities Resolution
and Report of Meeting
Director Lange attended the League of California
Cities meeting in Anaheim. This year, for
the first time public libraries have an official
status in the League as part of the Department
of Recreation, Parks and Community Services.
This resolution is a direct result of libraries'
participation in the League this past year.
In terms of Carlsbad, Director Lange has had
discussions with Superintendent Grignon regarding
the school library and the City Library. The
school district has hired a consulting firm
to look at the school libraries and make
recommendations.
Trustee Trigas suggested talking with the staff
of the new school in La Costa regarding the
use of the branch library. Communication is
needed between the public library and schools.
Schramm
Trigas
Martin
MINUTES
LIBRARY BOARD OF TRUSTEES October 17, 1984 Page 4
TRUSTEES
Assistant Director Phillips said the elementary
schools wanted to bring 5th and 6th grades
'to the library and have John Quartarone give
them a talk and show them how to use the
library. Assistant Director Phillips suggested
the teachers come in, have John teach them
how to use the library so they can take over.
Trustee Trigas thought the teachers might
be able to come in for one day, although
it may be difficult to arrange.
OTHER;
President Schramm received a request for
a lower water fountain for the children to
reach. Director Lange said that will be
installed eventually to meet handicapped
access standards.
LIBRARY DIRECTOR'S REPORT;
Director Lange directed everyone's attention
to the Capital Projects Report, which contains
the library parking lot as one of the items.
Doug Yavanian of the Chamber of Commerce
is interested in the business services of
the library and will assist in a survey of
the major businesses and industries in the
Industrial Park.
Included in the agenda packet are the Serra
minutes and two complimentary letters, for
information.
FRIENDS OF THE LIBRARY;
Miss Carolyn Ayers reported the Friends have
donated funds to purchase a button-making
machine and 1,000 buttons. Other donations
include a video monitor, additional shelving
and a 20-volume set of Grove's Dictionary
of Music & Musicians. These gifts to the
library total $7,630.50.
The Twin Inns dinner dance was a great success.
The Friends share of the profit was $2000.00
and ,the Historical Society received the same
amount.
On October 20 the branch library shopping
center is holding an Oktoberfest and the
branch asked the Friends to sell paperbacks.
There will also be paperbacks andL Seekers
of the Spring for sale at the Fall Faire.
The Social Amenities Committee will be serving
tomorrow morning at the Library/Chamber
Business Workshop and will serve at the next
one to be held on November 15.
November 4 is the date set for the Christmas
Crafts Fair at the library.
MINUTES
LIBRARY BOARD OF TRUSTEES October 17, 1984 Page 5 TRUSTEES
SERRA ADVISORY BOARD;
"Mrs. Margaret Brownley reported the System
Advisory Board has no chairman. There is a
real need for an Advisory Board but a lot will
depend upon who is appointed chairman. It
was suggested they meet and come to some agreement
by the next meeting in December.
LIBRARY BOARD WORKSHOP;
The growth forecast formulated by the Research/
Analysis Group will be used in the library's
master plan document to show projected growth.
The city appears to be growing as projected.
By 1990 the library will need 39,000 square
feet; by 1995, 50,000 square feet; by 2000,
60,000 square feet. The library building is
now 17 years old, and by the time it is 20
years old it will be at maximum utilization.
President Schramm commented that the Board
must educate the Council and general public
on the need for more space and we cannot wait
too long. She said the master plan will be
reviewed at the second meeting in November.
The next board meeting will be November 14
at 3:00 p.m. and a Workshop will be held November
28 at 3:00 p.m. in the Council Conference Room.
ADJOURNMENT ;
By proper motion, the meeting of October 17,
1984 was adjourned at 4:45 p.m.
Respectfully submitted,
PAMELA A. BATHO
Library Secretary
CARLSBAD CITY LIBRARY October 1984
._ QUARTERLY REPORT FOR JULY-SEPTEMBER 1984
Staff Organization
With the replacement of the Assistant Library Director and
the addition of a secretary, the library underwent a significant
change in staff organization. The new Assistant Director,
Zeph Phillips, will now supervise all public services: Reference,
Audiovisual, Circulation, Children's, Branch, and will deal
with day-to-day internal library problems. The Director will
be freed to devote more time to long range planning, community
relations, and developing new facilities. The Administrative
Assistant will deal primarily with budget, purchasing and building
maintenance. (See attached organization chart.)
La Costa Branch
After a full seven months of operation, the La Costa Branch
has made good progress and has become a popular community attraction.
The overall collection size grew from about 7,500 volumes on
opening day to over 10,000 volumes seven months later.
Use by children continues to be quite heavy. Over 40% of all
items checked out have been children's materials. Part of
the heavy use by children is a result of excellent children's
programs, particularly the weekly storyhours. Programming
for adults has not been offered because of the lack of appropriate
space. Constant inquiries and public pressure from the La
Costa community seem to indicate that such meeting and program
space is greatly needed. The library administration has been
working on a plan to expand the branch by adding a 1,500 square
foot adjacent room.
One major program conducted during the quarter was a Dinner
Theater. Over 120 guests attended a concert and a special
catered dinner. Another very active and successful program
was the Summer Reading Club for young people. Cable television
access was also installed during the quarter to permit broadcast
of special cable features and educational programs.
Branch traffic has remained fairly constant so far, averaging
3,067 patrons per month during the 4th quarter of 1983-84 and
2,961 for the 1st quarter of 1984-85. Due to the seasonal
nature of library activity, it will require at least one full
year of operation before accurate comparisons can be made.
Circulation in the branch was up significantly, averaging 5,708
items per month this past quarter versus 5,195 in the 4th quarter
of 1983-84. Again, seasonal use accounts for at least part
of the increase, especially with the heavier use of children's
(£>
materials during the Summer Reading Club.
Total circulation of all library materials, both branch and
main library, was up significantly:
CIRCULATION OF ALL MATERIALS
1st Q 1982 1st Q 1983 1st Q 1984
127,019 124,879 139,424
Adult Literacy Project
After nine months in operation, the Tri-City Literacy Coalition
trained 61 new tutors and provided instruction for 48 functionally
illiterate adults. Project staff made 182 community contacts,
including representatives of local organizations, public and
private agencies, and numerous public speaking appearances.
Library staff, as part of an in-kind contribution, processed
1,800 items for placement in the Carlsbad, Oceanside and Vista
library collections. Total circulation of these materials
was 889, which indicates considerable use during the nine month
priod.
In September, the project applied for a nine-month extension
and was awarded over $70,000 to continue operations. In addition
to recruiting and training tutors and teaching students, the
project will emphasize greater contacts with community organizations
and individuals. A full time community outreach position has
been approved to carry out these contacts in a sustained and
systematic way.
Audiovisual Services
A major accomplishment during the past quarter was the organization
and indexing of over 6,000 slides. They have all been numbered
for quick access and have been placed in a special slide case.
Outside projects handled by the Audiovisual Specialist included:
1. Photographs for Utilities/Maintenance.
2. Preparation of slides for a new program about the library.
3. Videotape of an oral history interview with Marje Howard-
Jones and the Renter family, longtime owners of the Twin
Inns.
4. Portrait photographs for new members of the Parks
and Recreation and Library Boards.
5. Documentary photographs of the Carlsbad Triathlon and the
Carlsbad portion of the Olympic Torch relay.
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6.. Slides and sound for the audiovisual part of the Mayor's
State of the City address.
7. Documentary photos for several City Council award
presentations.
8. Photographs of downtown redevelopment activities, particularly
the dedication of the fountain.
Trends in audiovisual use can be identified in the following tables;
USE OF AV EQUIPMENT
1st Q 1982 1st Q 1983 1st Q 1984
395 196 114
ADULT FILM BOOKINGS
1st Q 1982 1st Q 1983 1st Q 1984
1,627 987 674
VIDEOTAPE BOOKINGS
1st Q 1982 1st Q 1983 1st Q 1984
6,145 9,625 16,616
The obvious trend, established over a period of years, is a
steady decline in the use of AV equipment, mostly film projectors.
At the same time, there has been a dramatic increase in the
use of videotapes, with the first quarter of 1983 up 57% over
1982 and the first quarter of 1984 up 73% over 1983.
Another trend in audiovisual software that has remained constant
for the past few years is the increasing use of cassettes in
place of records. These trends all have long-term implications
for staffing, housing of collections, operating space, and
even for which services will continue to be offered.
Children's Services
Special activities in the Children's Division included a dinosaur
program conducted by staff of the San Diego Natural History
Museum; a class on building and flying kites; a demonstration
of the hug-a-tree program by representatives from the San Diego
Park Service; and calligraphy classes for older children.
The Summer Reading Club made use of prehistoric time travel
for its theme. Reading was rewarded by progressing from one
adventure mural to another. A highlight of the summer program
was the two week visit by a near life-sized Edaphasaurous,
an "animobile" creation 9% feet long and weighing about 500
pounds. The hydraulically operated dinosaur moved its head,
- 3 -
tail, and legs and emitted realistic roars from an inner sound
system.
In order to_cut down on noise, stacks in the children's room
were rearranged to provide greater separation from the adult
area. Previously, children had been talking and playing at
tables adjacent to a quiet adult reading area.
Adult Programs
The library's fine arts program includes live performances
of music; exhibits of arts, crafts and collectibles; and lectures.
Music this quarter included three piano concerts, a guitar
performance and a classical trio of piano, violin and cello.
There were 18 formal displays and exhibits mounted during the
quarter, including those put up at the branch. Some of the
more noteworthy exhibits included works by local painters,
collections of antique dolls, Hollywood memorabilia, photography,
needlepoint, wood carving, ships in bottles and blown glass.
Lectures presented this quarter included supermarket shopping
strategies; eye care; acupuncture and herbal medicine; self-help
for the newly single; an introduction to modern art; and a
ten-part series on the Middle East presented by Library Board
member Herb Falkenstein.
Overall attendance at programs was down this quarter, dropping
16% from the same quarter in 1983.
AUDIENCE FOR ALL PROGRAMS
1st Q 1982 1st Q 1983 1st Q 1984
6,121 6,622 5,695
Most of the attendance comes from children's programming.
Since attendance at this year's Summer Reading Club was
considerably lower than in past years, it can be assumed
that reduced juvenile attendance is the major factor in
the overall drop.
Reference and Information Services
Planning got underway this quarter for the installation
of an online information retrieval system using an IBM
PC. The library now subscribes to DIALOG, a major vendor
providing access to some 250 data bases.
Reference staff cosponsored with the Chamber of Commerce the
first in a series of business workshops. The first program
was on marketing for small businesses.
The level of activity at the reference desk, measured by reference
and information questions, continues to grow.
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REFERENCE/INFORMATION QUESTIONS
1st Q 1982. 1st Q 1983 1st Q 1984
15,778 "~". 17,672 21,450
The first quarter of 1984 includes questions handled at the La
Costa Branch.
OTHER ACTIVITIES AND ACCOMPLISHMENTS
!• Storage; The library's storage project was completed this
quarter. The main part of the project was to weed, discard,
or make available for sale unwanted books, magazines, furniture
and equipment. Once this material was cleaned up, the
remaining books, AV equipment, shelving, furniture and
display items were organized and labeled and a floor plan
was drawn up for staff use.
2. Computer Upgrade; The CLSI circulation control computer
terminals were upgraded in September. A separate terminal
was added to Technical Services for use by Reference, Acquisitions
and Technical Services staff. Existing computer terminals
at the Circulation and Reference desks were upgraded with
newer models which provide greater speed and additional
programming capabilities.
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CARLSBAD CITY LIBRARY
ORGANIZATION CHART
DIRECTOR
Clifford E. Lange
SECRETARY
Pamela A. Bathp
L
TECHNICAL
SERVICES
5.5 FTE
LIBRARIAN III
Calista
Sullivan
LlbKARY
ASSISTANT II
Gerry Spangler
LIBRARY
ASSISTANT II
Hira Vendler
LIBRARYASSISTANT I
Bob Williamson
Michelle Saynii.ieni
(1/2 time)
Oolores Clark
(1/2 time)
Ellen Burnett
(1/2 time)
_L
PUBLIC INFO
AND
PROGRAMS
1.5 FTELIBRARY
ASSISTANT II
Pat Hansen
Janell Cannon
(1/2 time)
ADMINISTRATIVE
SERVICES
3 FTE
AUHIKISIRATIVE
ASSISTANT II
Bobbie Hoder
LIBRARY CLERK II
Betty Maerkle
LIBRARY CLERK II
Colleen Holloway
COORDINATOR
COLLECT ISXI\
DEVELOPMENT
1 FTE
LIBRARIAN III
Geoff Annour
CIRCUL;
ASSISTANT DIRECTOR?eph Phillips
SERVICES
5.5 FTE
LIBRARYASSISTANT II
Charlotte Egea
1/2 TIME CLERKS
Beth-.Parks
Elaine ArenaChery] Brickey
MarilynCarpenter,.
Patricia
Connolly
Marie Leach
Cynthia Lohre
Beverly Voigt
Carolyn Snyder
EXTENSION
SERVICES
3;5 PIE
LIBRARY
ASSISTANT I
Chris Holt
CLERK TYPIST
Karen Webber
Beverly Short
(1/2 time)
Pat Brunlni
(1/2 time)
Bruce Allan
(1/2 tine)
REFERENCE
SERVICES
4.5 FTE
LIBRARIAN III.
Ray Brookhart
LIBRARIAN II
Ronnie Coates
LIBRARIAN
Charlene
Kennedy
II
REF.LIBRARIAN
Ann Perrigo
"(1/2 timeX
1/2 .TIME CLEKKS
Sonja H?rkins
Nina Brewer
AUDIO VISUAL
SERVICES
3.5 FTE
AUDIO VISUAL
SPECIALIST
Joe Skymba
LIBRARY
ASSISTANT IMary Salvato
LIBRARY
ASSISTANT I
Fred Horn
Mike Marquez
(1/2 time)
CHILDREN'S
SERVICES
3 FTE
LIBRARIAN III
John Quartarone
LIBRARY CLERK I
Linda Roth
Ann Wiersema
(1/2 time)
Maria Valenzuela
(1/2 time)
9/84