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HomeMy WebLinkAbout1985-10-16; Library Board of Trustees; MinutesMINUTES Meeting of: Date of Meeting: Time of Meeting: Place of Meeting; LIBRARY BOAPD OF TRUSTEES October 16, 1985 3:00 p.m. Library Conference Room TRUSTEES CALL TO ORDER; The meeting was called to order by President Schramn at 3:02 p.m. ROLL CALL: Present - President Schramm, Trustees Grosse and Triqas. Absent - Trustees Falkenstein and Martin. Also Present were: Clifford Lange, Library Director Geoff Armour, Assistant Library Director Margaret Brownley, Serra Advisory Board Representative Barbara Otwell, President, Friends of the Library Bee McWilliams, Genealogical Society Representative John Cahill, Library Administrative Assistant Council Liaison Lewis Mig Chaney, League of Women Voters P.epresentative APPROVAL OF MINUTES; The Minutes of the September 18, 1985, meeting were approved as amended to ins&ct the word "starting" before the words "this month" at the end of Section d. Youth, page one. COMMITTEE REPORTS; a. Building and Grounds Trustee Triaas reported the re-zoning had been approved for the parking lot and the approval given for leasinq space in the Colonial Mall. b. Budget John Cahill referred to the Revenue Status Report and the Revenue and Expenditure Status Report as distributed to the Board Members. c. Personnel Director Lange reported that the new Head of Audio- Visual Services, Bill Richmond, will start work on November 4, 1985. d. Youth Trustee Grosse reported the "Carlsbad Loves Kids Day" would be held April 19, 1986. Representatives from the Library are going to the schools to urge the children to come to the Library. She distributed copies of the current Children's Calendar. Om BUSINESS; a. Parking lot Status Report John Cahill reported the re-zoning has been approvedand the parkina lot is ready to qo out to bid next week. Schramn Trigas Grosse MINUTES LIBRARY BOARD OF TRUSTEES October 16, 1985 Page 2 TRUSTEES b. Colonial Mall Lease Agenda Bill John Cahill reported the lease was sioned today, and the new space should be operational within two weeks. c. Talking Buildings Workshop Director Lanqe discussed the material included in the packet. The topic was planning public library buildings, and Director Lanqe said he would ask staff and Board Menters to fill out the "scorecard" on this building. In walking through the process of building a library, the importance of an interior designer was demonstrated. John Cahill added to the report, stating it is a complicated process to build a library structure and the workshop pointed out the need for professional help. NEW BUSINESS; a. San Diego Teleguide Director Lange asked to defer this item until the end of the meeting. LIBRARY DIRECTOR'S REPORT; Director Lange reported there was a theft at the Library last week, with the petty cash being taken from the office during lunch hour. He told of measures being taken to address the security of the Library. Director Lanqe stated the genealogy shelves, donated by the Friends of the Library, have been installed. Geoff Armour reported on the school-library cooperation, stating he had spoken with the Boys and Girls Club about a program they have at all elementary schools before and after school. This is for children with working parents.The Library has offered the services of the Children's Staff from the Main Library and the Branch on alternate Fridays, starting January 10, 1986. The majority of the children attending these programs are Kindergarten through the third grade. There will be story-telling, skits, etc., and Mr. Armour suggested there be some children's books available for those wanting to read. These will come from the Friends of the Library Book Fair Collection. Mr. Armour referred to the two flyers in the packet, stating one had been distributed to seniors telling of Library services available. The second flyer will be distributed to help recruit volunteers for their senior programs. Commissioner Ritchie has been appointed the Volunteer Coordinator for the Senior Citizen Commission. A change has been made in the young adult collection, with the paperback books being placed face out in a paperback "browser". The public has been reauestinci biographies be placed all in one section, and this is being done with all new biographies. Director Lange added an authors' party is being planned for December 8, at the Branch Library, taking the place ofthe Christinas Crafts Fair. There will be authors present to autograph their books. The Friends of the Library will be participating in this party. MINUTES LIBBAHY BOARD OF TRUSTEES October 16, 1985 Page 3 TRUSTEES FRIENDS OF THE LIBRARY; Barbara Otwell, President, reported the first program meetinq of the Friends of the Library would be November 7, 1985. The meetinq will be at 7:30 p.m., and the program will be on the plight of the condor. Refreshments will be served. She reported the book sales in the Library continue to do well. They do need a place to store the donated paperback books for the Book Fair. GENEALOGICAL SOCIETY; Bee McWilliams stated they have a good crew putting the books onto the new genealogy shelves at the Library. The plant sale made $200.00. SERRA ADVISORY BOARD; Margaret Brownley reported the Advisory Board would meet tomorrow in El Centre. The Advisory Board will meet with the Administrative Council for the first hour to discuss the problems in Serra. She is trying to find an answer to why they can't define the job description for the Advisory Board. President Schramm announced there would be no Workshop today. The next meetinq will be at 2:00 p.m., Thursday, November 21, 1985, at the Branch Library, for a trip to the Alga Norte Park site. The regular meeting will start at 3:00 p.m. a. San Diego Teleguicte An interesting presentation by the San Dieqo Teleguide Company was given to the Board. ADJOORNMENT; By proper motion, the meeting was adjourned at 5:00 p.m. Respectfully submitted, Harriett Babbitt Minutes Clerk CIRCULATION STATISTICS MAIN LIBRARY CARLSBAD CITY LIBRARY STATISTICS SEPTEMBER 1985 Current Year Materials checked out at circulation Film and video tapes Audio Visual equipment Total MAIN LIBRARY 34,557 7,804 91 42,452 Prev ious Year 32,083 6,187 32 38,302 BRANCH LIBRARY Materials checked out at circulation Film and video tapes Audio Visual equipment Total BRANCH LIBRARY TOTAL CIRCULATION 7,001 484 77485 49,937 5,277 353 57630 43,932 REFERENCE QUESTIONS ANSUERED MAIN LIBRARY Adult Section ChiIdren's Section Online Searches Total MAIN LIBRARY Total BRANCH and BOOKMOBILE TOTAL REFERENCE QUESTIONS 4,132 1,795 71 5,998 411 3,761 1,920 NA 5,681 453 6,409 6,134 MATERIALS ADDED MAIN LIBRARY Books added withdrawn net books AV materials added wi thdrawn net AV jiRANCH LIBRARY Books added withdrawn net books AV materials added withdrawn net AV TOTAL BOOKS TOTAL AV MATERIALS 631 527 104 8 30 (22) 242 6 236 16 _7 9 340 (13) ATTENDANCE AT PROGRAMS Adult Children's Branch ( 5) (22) (15 272 1,341 796 IMTERLIERARY LOAN STATISTICS SERRA COOPERATIVE LIBRARY SYSTEM BOOKS SEPTEMBER 1985 Requests by Carlsbad 120 Received by Carlsbad 125 •* Requests of Carlsbad 18 Filled by Carlsbad . 55 FILMS Borrowed from Serra 26 Film Center Borrowed from other 26 Serra libraries Loaned to other 47 Serra libraries CARLSBAD CITY LIBRARY OCTOBER 1985 QUARTERLY REPORT FOR JULY-SEPTEMBER 1985 HIGHLIGHTS 1. Circulation; Overall library circulation showed a major increase from last year. If the same rate of increase is maintained, circulation will be well over 600,000 this year CIRCULATION 1st Q 1984 1st Q 1985 % CHANGE 139,424 170,993 + 23 2. Parking Lot Expansion; Plans for expansion of the library parking lot were developed during the quarter. These plans have now been approved and have received $90,000 in funding. Tlie project will begin construction during the next quarter and, when completed, will increase available parking from 54 to 97 spaces. 3. Outside Office Space; Arrangements have now been made to lease two offices in the Colonial Mall, across the street from city hall, to house the Audiovisual Specialist and the Arts Coordinator. Moving the Audiovisual Specialist out of the library will provide badly needed office space for the new head of Audiovisual Services along with room for videotapes and other materials. 4. Genealogy Shelving; The Friends of the Library made a gift to the library of nearly $10,000 to purchase new shelv- ing for the genealogy area. The new shelving will give the collection room for growth while allowing about the same amount of seating. 5. Security System; After considerable study and several meetings with system representatives, the library decided to bid on a radio frequency book detection system. The choice of a less costly radio frequency system will also enable the branch to be equipped. Another advantage is that magnetic tape materials, such as videotape and cassettes, can be run through the system without damage to the magnetic signals. This would make it possible for the public to have direct access to these materials, instead of having staff retrieve them. 6. Young Adult Collection; With a $1,200 start from the Friends, staff began to order and process a collection of materials designed specifically for young adults. A collection of about 400 hardcover and paperback books has now been set up on shelving -between the audiovisual section and the adult magazine area. With space of their own, outside the children's area, these materials should be more access- ible than similar items in the adult collection and should encourage reading both for pleasure and for information. 7. Service to Older Adults; The library sent a team of two staff members and two members from community organizations to a workshop in Santa Barbara. The workshop, sponsored by the State Library, was designed to explore ways that libraries and community agencies can work together to improve service to older adults. Carlsbad's team is now developing a plan to provide new services and to recruit volunteers. Some of the new services will include resource specialists who will provide information on housing, social security, employment, legal issues, and genealogy. There will also be volunteers doing skin checks and hearing and vision screening. 8. Friends of the Library Book Sale; To help cut down on the vast number of gift books stockpiled in the library, staff and Friends volunteers this quarter organized a perma- nent book sale on shelves next to the periodicals desk. So far, only paperbacks and hardcover fiction are being sold. The operation is entirely self-service, with money going into a box at the periodicals desk. The response to the sale has been excellent, with the Friends earning about $100 a week. DIVISION REPORTS La Costa Branch After a year and a half of full operation, the branch can now look back and compare the first fiscal quarter of 1985 to the same quarter in 1984. What is obvious in the statistics is the enormous growth of circulation and program attendance. Circulation is tied, in large part, to the collection. The collection itself has more than doubled since the branch opened in March 1984, increasing from about 7,000 to over 15,000 volumes by the end of September 1985. Program attendance was up sharply from last year primarily because of the addition. The branch has, since last January, been making good use of its new confer- ence room, used both for adult and for children's programs. With additional space for children's collections and for programs and meetings, the branch is increasingly being used as a community center. This use is having an impact on circulation of all materials. The community expects to have access to most of the same resources and services that are found in the main library. With a limited reference collection and only a fraction of the general'collections, any specialized research or reference work must be referred to the main library. Otherwise, the public has access to most of what they need. These are the key branch statistics for this quarter: - 2 - 1st Q 1984 17,367 1st Q 1984 1,203 1st Q 1984 1,185 CIRCULATION 1st Q 1985 % CHANGE 24,686 + 42 BRANCH REFERENCE QUESTIONS 1st Q 1985 % CHANGE 1,333 + 11 PROGRAM ATTENDANCE 1st Q 1985 % CHANGE 3,047 +157 Audiovisual Services A change in job descriptions has converted the current Head of Audiovisual Services to an Audiovisual Specialist, who will operate from a facility outside the library. The new position will be devoted strictly to production of slide shows, videotape programs, and still photography for all city departments. Productions can be used for public relations, training, documen- taries, and presentations for special projects. A new Head of Audiovisual Services, a professional librarian with extensive experience in collection development and program- ming, was recruited during the quarter and will begin work in November. Projects completed by the Audiovisual Specialist this quarter included slides for the Mayor's State of the City address; documentary photographs for various council award ceremonies and other civic functions; program materials on tourism and industry for the Chamber's new Convention and Visitor's Bureau; a show on the triathlon; portraits of all new city employees; photos for Parks and Recreation on Julian's Apple Days and other daytripper events; and documentaries on the progress of the Public Safety Center. Use of audiovisual resources this quarter can be seen in the following tables: 1st Q 1984 114 1st Q 1984 674 1st Q 1984 16,616 USE OF AV EQUIPMENT 1st Q 1985 262 FILM BOOKINGS 1st Q 1985 1,078 VIDEOTAPE BOOKINGS 1st Q 1985 24,988 % CHANGE +130 % CHANGE + 60 % CHANGE + 50 - 3 - Adult Learning Program Beginning July 1, 1985, the Tri-City Literacy Coalition changed its name and its status. It is now the Adult Learning Program and is administratively under the Carlsbad City Library. A bilingual clerk was also hired on a provisional basis until a permanent position can be filled. Staff now produce a monthly newsletter with news items, graphics, and contributions from learners and tutors. For this year and possibly the next fiscal year, the program will receive full state funding. There will be a gradual phase-out of support in subsequent years. The plan is, eventually, to have the program incorporated under the library budget as a full Extension Services Division. Children's Services There were 77 programs conducted this quarter, including the weekly storyhour and films, for a total audience of 5,315 chil- dren and parents. In addition to the programs, staff conducted 16 tours for 260 children from area schools and day care centers. Special programs this quarter included a talk on snakes, with a live 15-foot python; a demonstration of Tae Kwon Do martial arts;' a program on lagoons; a bird show; animal crafts; magic; trained poodles; and programs by the San Diego Humane Society, the California Fish and Wildlife Department, and the San Diego Zoo. The Summer Reading Club this year was a great success, with nearly 800 children taking part and over 20,000 books read. The entire program was promoted in the schools and, for the first time, on the "Take Five" segment of Cablevision. Programs and Exhibits Noteworthy displays included a King Arthur book collection, calligraphy, wood paintings, nautical bookplates, quilted vests, and unusual jewelry. In addition, there were a number of craft, photography, and painting exhibits featuring the works of area artists. During the quarter there were five displays at the branch and 15 at the main library. The main library produced eight programs for adults this quarter and the branch had two of its own. Special adult programs included a slide-talk by a Scripps Institution marine biologist on diving projects in the Antarctic; a lecture on estate plan- ning; travel to China; managing stress; and a talk on how mascu- line and feminine concepts have changed. There were also several concerts featuring guitarists, pianists, and marimbas. The audience for all programs, adult and juvenile, was as follows: AUDIENCE FOR ALL PROGRAMS 1st Q 1984 1st Q 1985 % CHANGE 5,695 9,296 + 63 - 4 - Reference and Information Services Staff attended several workshops on computerized databases and refined their search techniques with the systems now being used. During the quarter, 181 searches were completed on Dialog, Wilsonline, and Nexis. Of these, 16 were formal research requests done on a paid basis for clients. Clients so far have been graduate students, writers, and business people doing special projects. Several research projects were also done for other city departments. The Reference Division and the Chamber of Commerce co-sponsored a business workshop on "Stress in the Workplace." Staff also prepared a bibliography on this subject which was used to direct workshop participants to other resources available in the library. Another bibliography prepared was on "Job Search and Career Resources." Staff attended several other workshops and seminars during the quarter, including one on managing change and another on a new advertising and marketing database. Regular contributions to the "Business Bookshelf" column in the Carlsbad Business Journal continued. Reference and information questions handled this quarter showed a significant increase from the previous year: REFERENCE/INFORMATION QUESTIONS 1st Q 1984 1st Q 1985 % CHANGE 15,385 18,273 + 19 - 5 -