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HomeMy WebLinkAbout1985-04-17; Library Board of Trustees; MinutesMINUTES Meeting of: LIBRARY BOARD OF TRUSTEES Date of Meeting: April 17, 1985 Time of Meeting: 3:00 p.m. Place of Meeting: Library Conference Room TRUSTEES CALL TO ORDER: The meeting was called to order by President Schramm at 3:02 p.m. ROLL CALL: Present - President Schramm, Trustees Trigas, Falkenstein, Martin and Grosse. Absent - None. Also Present were: Clifford Lange, Library Director Margaret Brownley, Serra Advisory Board Representative Carolyn Ayars, President, Friends of the Library Bee McWilliams, Genealogical Society Representative Lois DeGroot, Executive Assistant (Attended for Council Liaison Lewis) APPROVAL OF MINUTES: The Minutes of the March 20, 1985, meeting were approved as presented. COMMITTEE REPORTS: a. Building and Grounds Trustee Trigas deferred to Director Lange for the report, and he stated the parking lot to the east is now being considered for expansion. Engineering is working on the design and the lot could be built this coming summer, adding 49 spaces. Director Lange reported on the expansion of the main Library building. b. Budget Trustee Martin reported this would be discussed under Old Business. c. Personnel Trustee Falkenstein reported there are a number of new employees and Director Lange would welcome them after the Committee Reports. d. Youth Trustee Grosse reported on the Tarlsbad Loves Kids Day" and distributed copies of the Proclamation given to John Quartarone at Council Meeting last night. Trustee Grosse referred to the flyer in the packet listing the activities for the children. Scheamm Trigas Falkenstein Martin Grosse MINUTES LIBRARY BOARD OF TRUSTEES April 17, 1985 Paqe 2 TRUSTEES INTRODUCTION OF NEW STAFF MEMBERS; Director Lange introduced the followinq new staff members: Mary Salvato - started in August in the Audio Visual Department. Carol Watts - replaced Betty Maerkle as Clerk-Typist. John Cahill - Administrative Assistant - 50/50 basis with Planning Department and Library. President Schramm welcomed the new staff members on behalf of the Board of Trustees. LAND USE ELEMENT SLIDE PRESENTATION Bobbie Hoder, AAII, introduced the Land Use Element Slide Presentation. OLD BUSINESS: a. 1985-86 Budget Review and Changes Trustee Martin reported there was a list of budget changes attached to the packet. itDue to the budget cuts requested by the City Manager, was the consensus of the Board that due to the Branch Library expansion coming about sooner than expected, the library CLSA funds could be used to support the Branch for this budget year rather than the online catalog, as budgeted? however, the Board feels strongly that in the 1986-87 budget these funds should go back to supporting the online catalog. The Board of Trustees voted to recommend to Council that due to the ongoing needs of the community served by the Branch Library in La Costa, the CLSA funds, which are considered "soft" money, will not be sufficient to maintain it. The Board unanimously recomnends that the City's General Fund should totally maintain the Branch Library by the 1986-87 budget. This will enable the Library to reassign the CLSA funds to the online catalog system in the 1986-87 budget. The Branch Library in La Costa has been very successful and is a credit to the City of Carlsbad. The Board will send a letter to the City Council expressing its views. b. Serra Cooperative Library System/Santiago Library System - Discussion Director Lange reported on the meeting April 8, 1985, and referred to the Agenda contained in the packet. There will be another meeting in San Juan Capistrano on May 20, to continue the discussion of the advantages and disadvantages of putting the two systems together. Trustee Falkenstein mentioned the disadvantages of combining the two systems, which could result in a loss of time in obtaining materials. Schramm Trigas Falkenstein Martin Grosse MINUTES LIBRARY BOARD OF TRUSTEES April 17, 1985 Paae 3 TRUSTEES c. Parking Plans Update This was covered in Director Lange's previous report. NEW BUSINESS; a. Literacy Project Update Director Lange reported that he is in the process of preparing a report to the City Manager to reconmend the Literacy Project become a City Library project. Currently the project is jointly administered by the Library Directors of Oceanside, Vista (San Diego County Library) and Carlsbad. The City of Carlsbad is acting as the fiscal agent. The main reason for this change is that the current project is administratively unworkable and Director Lange is convinced the program will fail if left in its present status. With the State Library fully funding the project for another year, it is recommended to use that year to demonstrate the need in Carlsbad and to broaden the project into a community outreach service from the Carlsbad Library. b. May Board Meeting Date The May meeting of the Board of Trustees will be May 8, 1985, at 3:00 p.m., at the La Costa Branch Library. President Schramm announced the June meeting would be the election of officers, and the Board agreed to eliminate the July meeting. LIBRARY DIRECTOR'S REPORT; Director Lange reported on a letter from a consultant asking to add Escondido to the circulation system and on- line catalog and added he would respond positively to that request. The Serra Library System has been advertising to recruit a replacement for Debra Miller, and the top candidates are being screened at the present time. Director Lange reported the Ad Hoc Cultural Arts Committee has been meeting since January and is recommending the establishment of a Cultural Arts Conmission with a staff person administratively assigned to the Library. ' FRIENDS OF THE LIBRARY Carolyn Ayars reported the "Spirit of Love" had been mailed out. The Friends are helpina with the "Carlsbad Loves Kids Day" and the Book Fair will be held May 19. She announced Chris Holt had thanked the Friends for the 60 stacking chairs donated to the Branch Library. GENEALOGICAL SOCIETY Bee McWilliams gave a summary of the year end report of the Society, for the year ending March 31, 1985, and the amount donated to Carlsbad City Library was $11,870.88. SERRA ADVISORY BOARD Margaret Brownley reported on the recent meeting at Calexico. MINUTES LIBRARY BOARD OF TRUSTEES April 17, 1985 Page 4 TRUSTEES Director Lange distributed copies of the Interlibrary Loan Statistics, Serra Cooperative Library System, and stated both the Main Library and the Branch Library showed increases for March circulation. RECESS; President Schramm declared a recess at 4:22 p.m. and the Board re-convened at 4:29 p.m. for the Workshop, with all Members present. LIBRARY BOARD WORKSHOP; a. Master Plan Draft - Discussion Director Lange distributed copies of the draft to the Board Members. He asked the Board Members to read this draft and give their comments to him, by telephone or in person. He will present another draft later after Board input. b. Library Space Planning Workshop Director Lange reported he had met with the City Manager on the space problems—particularly the Audio Visual Services. There is a possibility of getting some space in the modulars at a later date. Director Lange said shelving has been moved and the adult reading area has been re-arranged, with an improvement to the area. President Schramm suggested installing a 'Suggestion Box" in the Library to receive comments and suggestions from the public. ADJOURmENT; By proper notion, the meeting of April 17, 1985, was adjourned at 4;51 p.m. Respectfully submitted, Harriett Babbitt Minutes Clerk CARLSBAD CITY LIBRARY STATISTICS MARCH 1985 CIRCULATION STATISTICS MAIN LIBRARY Materials checked out at circulation Film and video tapes - Audio Visual equipment Total MAIN LIBRARY BRANCH LIBRARY Materials checked out at circulation Film and video tapes Audio Visual eijuipment Total BRANCH LIBRARY TOTAL CIRCULATION * * REFERENCE QUESTIONS ANSWERED MAIN LIBRARY Adult Section Chi Idren's Section AV in Format ion Bookmobile Total MAIN LIBRARY Total BRANCH LIBRARY TOTAL REFERENCE QUESTIONS * * MATERIALS ADDED MAIN LIBRARY Books added wi thdrawn net books AV materials added wi thdrawn net AV BRANCH LIBRARY Books added withdrawn net books AV materials added withdrawn net AV TOTAL BOOKS TOTAL AV MATERIALS..-••• * * ATTENDANCE AT PROGRAMS • Adult ( 3) Children's (25) Branch (14) Current Year 39,031 7,111 67 46,209 8,287 610 8,897 55,106 * * * 4,915 1,570 3,494 31 10,010 708 10,718 * * * 508 (270) 238 129 (416) (287) 204 0 204 38 (_2)^6 442 (251) * * * 141 1,624 760 Prev ious Year 37,097 5,400 87 42,584 5,404 104 "57508 48,092 4,883 915 1,998 77796 496 8,292 Increase (Decrease) 1,934 1,711 ( 20) 3,625 2,883 506 3,389 7,014 32 655 1,496 31 27214 - 212 2,426 Increase (Decrease 1,934 1,711 ( 20 3,625 2,883 506 3,389 7 014/ j w A ~ 32 655 1,496 31 2,214 212 2,426 t CARLSBAD CITY LIBRARY APRIL 1985 QUARTERLY REPORT FOR JANUARY-MARCH 1985 La Costa Branch During the past quarter an extension to the branch was completed and has now been fully furnished with new book stacks, carpeting, tables and chairs. The 1,500 square foot addition provides a separate area for children's materials, which continues to be the most heavily used area of the library. Part of the space has also been used for a conference room. This room, which seats up to 60 adults and can accommodate many more children sitting on the floor, has a separate outside access, and is being used for story hours, for community groups and for adult programs. March marked the first full year of operation at the branch and circulation for March 1985 was 8,897 -- up 62% from the 5,505 items checked out in March 1984. Use of the branch by residents of the La Costa area continues to grow, averaging over 4,000 users per month. Following approval by the city council, the branch schedule was extended an extra four hours weekly. The new 44-hour schedule includes Mondays. The Friends of the Library magazine sale, a self-service sale of selected used magazines, has brought in over $340 since the service was offered last October. Circulation of all materials, both from the branch and from the main library, shows a major increase over 1982 and 1983: CIRCULATION OF ALL MATERIALS 3rd Q 1982 3rd Q 1983 3rd Q 1984 127,618 129,201 158,452 Audio Visual Services A major change in audio visual resources has been the gradual phasing out of records in favor of cassettes. During the past several months the record collec- tion has been heavily weeded, with many good items sent to the branch. Circula- tion of cassettes in the main library was 8,579 this past quarter, compared to just 1,861 records. This compares to 6,028 cassettes and 4,709 records checked out during the same quarter in 1983. The major outside project for the Audio Visual Specialist this quarter was the creation of a slide-tape program on land use in Carlsbad. This show has been transferred to video tape format and is being used in conjunction with the city's land use review committee as part of a series of public presentations. A program on beach erosion in north San Diego County, now also available in video format, was produced and has been shown to special groups at Camp Pendleton, for a Coastal Commission meeting in San Diego and locally for a general city council meeting. The use of audio visual resources this quarter can be seen in the following tables: USE OF AUDIO VISUAL EQUIPMENT 3rd Q 1982 3rd Q 1985 3rd Q 1984 387 276 177 ADULT FILM BOOKINGS 3rd Q 1982 3rd Q 1983 3rd Q 1984 1,769 1,288 1,128 VIDEO TAPE BOOKINGS 3rd Q 1982 3rd Q 1983 3rd Q 1984 7,520 12,188 18,876 Adult Literacy Project The project director is now preparing a request for funding through June 1986, which will be an extension of the project, with reduced grant funds, for a third year. Due to administrative problems in staffing with three separate jurisdictions involved, plans are now being developed to place the entire project under the City of Carlsbad as an outreach division of the city library. Vista and Oceanside residents, formerly served by the Tri-City Literacy Coalition, would be handled somewhat differently. Potential students from Vista seeking help would be referred to Project SURE, San Diego County's literacy operation. LQeeanside residents, since they are not covered by any other program, would continue to be taken in by Carlsbad, though they would not be actively recruited. No one who is in real need of help would be turned away. Since the program began in January 1984, 91 volunteer tutors have been trained to offer the only program in the area providing basic skill instruction for English-speaking adult new learners on a regular, personalized basis. To date, 150 adult learners have been enrolled in tutorial programs and another 150 have been referred to other programs. The project has also established a new adult literacy center in the library, for which new shelving and signs have been added. The entire collection has been moved to a more attractive and accessible setting in the library. Materials are being used. According to recent computer printouts, over 300 items were checked out of the collection this quarter. - 2 - Children's Services This past quarter, the Children's Division produced 65 programs, including the weekly story hours and films, for a total audience of 4,826 children and parents. There were also 48 tours and class visits for 921 children from area schools. Noteworthy programs during the quarter included a whale art contest that attracted over 150 entries; San Diego Charger Day with quarterback Ed Luther; a program on pet care by animal experts and trainers from Pacific Pet World; a ballet performance; junior jazzercize; instruction in sign language; and Easter crafts. Staff began planning for a major event in April, to be called "Carlsbad Loves Kids Day". This project will involve library staff, community organizations, schools, local businesses and a large number of volunteers. There will be free food and drink, entertainment and a variety of games and demonstrations at the day-long Holiday Park event. A new Monday story hour, called "storytime", was initiated for older pre-schoolers. The idea is to provide more story telling and use of books for these older children. Programs The library sponsored 18 adult programs in the main library this quarter and arranged for 16 displays and exhibits, six of these for the branch. Noteworthy displays included information on herbal medicine; Guatemalan fabrics; ceramics; shells; porcelain dolls; and Esperanto. There were also exhibits featuring the paintings and photographs of local artists. - • Special adult programs during the quarter were on such subjects as divorce mediation; a three-part series on dog care; video feedback; women in advertising; retirement homes in Baja; fall travel in New England; and two author presenta- tions. In addition, library trustee Herb Falkenstein began a 10-part series on "American Society of Today". Music programs included a flute and piano concert; soprano Mary Lynn; and a piano recital by Rochelle Sharpe. The audience for all programs was as follows: AUDIENCE FOR ALL PROGRAMS 3rd Q 1982 3rd Q 1985 3rd Q 1984 6,606 7,257 7,190 Reference and Information Services Reference staff began to make use of the two online information retrieval systems at their disposal: DIALOG and Wilsonline. The first information searches for clients were made in March with 14 of these on Wilsonline and 47 on DIALOG. Staff continued to attend training sessions for DIALOG and other data bases to improve their searching techniques and also participated in regular meetings of the San Diego area Online Users Group. - 3 - Reference is also planning to provide more instruction for the public in use of the library and its special resources. This past quarter classes from Mira Costa College were brought to the library and given a workshop on finding informa- tion about careers and companies. Workshops are now being planned to cover general use of the library and how to access special business resources. Staff also contributed articles and reviews on new technical materials for the Chamber of Commerce's Carlsbad Business Journal. Total reference and information questions handled by staff this past quarter showed a dramatic increase from the previous two years: REFERENCE/INFORMATION QUESTIONS 3rd Q 1982 3rd Q 1985 3rd Q 1984 19,824 21,307 29,249 The 1984 quarter included 2,395 reference questions handled by the branch. - 4 -