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HomeMy WebLinkAbout1987-03-18; Library Board of Trustees; MinutesMINUTES Meeting of: LIBRARY BOARD OK TRUSTEES Time of Meetina: 3:00 p.m. Date of Meetinq: March 18, 1987 Place of Meeting: La Costa Branch Librar> TRUSTEES CALL TO ORDER: President Martin calied the meeting to order at 3:02 p.m. ROLL CALL: Present - President Martin, Trustees Cooper, Falkenstein and Trigas. Absent - Trustee Grosse. Also Present were: Clifford Lange, Library Director Geoff Armour, Assistant Library Director Reinier Vanderschroeff, Senior Management Analyst Lynda Jones, Literacy Coordinator Margaret Brownley, Representative, Serra Advisory Board APPROVAL OF MINUTES: President Martin declared the Minutes of the meeting held February 18, 1987, approved as presented. COMMITTEE REPORTS: a. Building and Grounds Trustee Trigas reported Director Lange would have a meeting with the builder next Wednesday. Director Lange continued the report stating the site plan has been revised and negotiations are in process for the Westwood Savings and Loan property. That property is one of the five approved by the Library Board. This would have a postoffice and a library with the connecting road at the back. He stated the developer would be presenting a revised site plan and dollar figures. b. Budget Director Lange stated the Budget has been submitted and there will be a budget review session at the management meeting next Thursday. c. Personnel Director Lange reported the Library had been granted a full-time position for the computer. Personnel will recruit for that position in April. d. Youth Geoff Armour reported Valentine's Day was the prominent theme for the month of February with a number of workshops. Plans are being made for Carlsbad Loves Kids Day. The Children's Department will not be in charge of the Kids Day exclusively. The Youth Theater Presentation will be Cinderella. MINUTES LIBRARY BOARD OF TRUSTEES March 13, 1987 Page 2 TRUSTEES OLD BUSINESS: a. California Association of Library Trustee and Commissioners meeting on March 7, 1987 - discussion and review of the meeting. Director Lange referred to the attached thank-you letter and sheets out of the new planning document the> are developing. He asked for any comments on the meeting. President Martin stated a lot of people view the library as it is and do not think what it might be. He felt it would be worthwhile to generate a discussion on what we think of the library and what it ought to be. There is always room for growth and improvement. Director Lange stated he could set up a workshop as part of the agenda and have a brainstorming session and discussion. This would be a critique of our own library in Carlsbad. It could also determine what the Board would like to see in the Library. For example, in the new library there might be other priorities. Trustee Trigas mentioned the Library has lost its position as the community center due to the loss of the conference room. It would be well to consider whether the Library wanted to plan for that in the future. Trustee Falkenstein commented when the CALTAC conference was broken up into groups, he felt the group leaders needed more guidance before the smaller groups began. The group leaders had no guidance whatsoever. As far as the proceeding in general, Trustee Falkenstein stated some of the talk could have been omitted. He felt the workshop groups should have been at an earlier time, better led, and a report from each group as to what they had done in their individual groups. b. Thousand Oaks Library visit on March 5, 1987 - video and slide presentation. Director Lange stated the visit to the Thousand Oaks Library was extremely interesting. First, a video presentation was given, followed by slides showing the Thousand Oaks Library inside and out. Director Lange and Geoff Armour both commented on the rental of best sellers by the Friends of the Thousand Oaks Library. The rental cost is 50«S a week per book. NEW BUSINESS: Director Lange stated he would like to make a change in the Agenda at this point and take Item c. out of order, due to a time problem. MINUTES LIBRARY BOARD OF TRUSTEES March 18, 1987 Pace 3 TRUSTEES NEW BUSINESS: (continued) c. Report on State Library sponsored Literacy Conference in Monterey, California, February 24-36, 1987 - Lynda Clones, Geoff Armour. Lynda 3ones reported on the progress made with the Literacy Program in Carlsbad, stating there are 70 learners all the time. In December, one of the tutors and her husband donated an Apple 11+ and a printer. Now all the tutors are being trained to use that computer and a number of the learners are using the computer at this time. She stated this was a nice addition and creates a good feeling of self-esteem for the learners. Ms. Oones also spoke about the cooperative work among the literacy programs. There are three in San Diego County that are library-based, and those three are now doing things cooperatively. She referred to a handbook giving advice to anyone wanting to start a literacy program. Ms. Jones told of plans for a National Literacy Week in September, and stated they would have people throughout the county to give information on the program. Ms. 3ones distributed photographs she had taken of different tutors and learners for the Board Members to enjoy. Geoff Armour continued the report, stating the Literacy Conference in Monterey was extremely interesting. He explained the agenda that was attached to the packet. He stated what they did learn from the discussion was that the Carlsbad Library was headed in the right direction and this reconfirmed Carlsbad's commitment to the entire program. He stated ultimately he would like the City to take over the Literacy Program and help the funding. The program has to carve out a special role. He stated there are other programs with part of the action, but Carlsbad has a unique area where no one is dealing, and this is with English-speaking adults. This is done on a one-to-one tutorial basis. Mr. Armour stated there needs to be a way to measure the acomplishments. To a number of people, it may not seem too large a dent, but it Is a tremendous value to the numbers reached. Mr. Armour stated there were some issues identified, such as long-term funding for the program, how to integrate programs with local libraries, a growth of these programs and how to meet the demand, the role of the State in helping with the program was discussed and he added that many are concerned about the services provided to other jurisdictions outside of their own areas. It was felt the solution is to incorporate this program into the local jurisdiction. They did not feel this was a program that should be having "fund raisers". MINUTES LIBRARY BOARD OF TRUSTEES March 18, 1987 Page TRUSTEES Mr. Armour stated he would like this Board to think about hov* to approach the City of Carlsbad to sell this program to them. Starting in 3uly, the program funding will be cut 25%. That has been made up because of the interest the money has earned and a carry over. In 3uly of 1988, they will be losing 50% of their funding for the program. This will cut into the two full-time positions unless there is support from the library budget. Mr. Armour would also like the Friends of the Library to become involved in this program. It is necessary to sell the value of the program to the City. In order to promote a selling job of this program, discussion determined it would be necessary to get an estimate of the needs of the program and break it down as far as the Carlsbad residents. Also, it should be noted that the program serves outside of the jurisdiction. There should be a note made of the social and economic benefits to the City to have this program. President Martin asked if there was a way to track the people after they leave the program. Ms. Oones stated it was very difficult, because they are very individualized learners and they set their own goals. She added that the tutors get caught up in the problems of the learners themselves. Trustee Falkenstein asked if there was a record of how many had been helped during the past year, the new ones, sustained, etc. to be used as a basis for presenting this program to the City. Geoff Armour stated there needs to be a way to incorporate this into the Library in a way that would make sense to the City. This might be done by creation of an outreach division. The comment was also made that there are only two full-time employees in this program, with the rest of the people all volunteers. Trustee Falkenstein suggested perhaps the County would help through the San Diego Literacy Council. Another suggestion was to bring the learners to a Council meeting and let them tell their stories. Trustee Trigas left the meeting at 4:09 p.m. a. Legislation at the State and Federal Levels of Government Relating to Libraries: 1. SB 181 Director Lange stated this is a bond act for $300 million for library construction and renovation. He stated it is hoped that perhaps Carlsbad could receive some of that money for renovating the main library. 2. SB »82 This Senate Bill would coordinate literacy and preliteracy services to families that Include illiterate adults and young children. 3. AB WO This Agenda Bill would exempt books, periodicals and newspapers purchased by a public library from State and local sales and use tax. This would save the Library approximately $12,000 a year. ! MINUTES LIBRARY BOARD OF TRUSTEES March 18, 1987 Page 5 TRUSTEES NEW BUSINESS: (continued) i*. Proposed White House Conference on Library and Information Services. Director Lange called attention to the Resolution calling for a White House Conference on Library and Information Services in 1989. He stated there was a conference in 1979, and now another one is proposed ten years later. This could focus on the library role. Director Lange felt this conference would be useful to address access to information and how it has been limited during recent administrations. d. Serra Cooperative Library System 1987-88 Membership fees and Inter-library loan costs. Director Lange referred to the report included in the packet. The System has been aided with Federal money and that has been withdrawn. It will become a 50/50 state and local money and this is spread over the membership fee. He stated the fee the library is paying pays for part of this. When they decentralize inter-library loans, Director Lange stated this library will determine where the book is they want to borrow and then Serra will retrieve the book for them. The cost of that service is included in the membership fee. b. Library Statistics - discussion of information reported, format followed, possible changes to be considered. Director Lange referred to the circulation statistics and asked for suggestions on how to improve the report. Staff would like to know if there is too much, or too little, and any changes the Board would like. Geoff Armour stated they had made some changes in the report. He called attention to the category PEOPLE COUNTER, which showed a daily average of 2,203 people. On the second page, he called attention to the statistics under library loans, stating they had now included all loans. Director Lange commented when this library loaned a book, they received $2A6 for that loan. They had been turning that money over to the Serra System. With the new arrangement, they will not do that. This will add $3,000 or $^,000 to the CLSA Account and offset the membership fee. Geoff Armour stated under the reference questions answered, in the adult section, 513 of those were by volunteers such as Milt Cooper for Income Tax questions. Trustee Falkenstein suggested perhaps that they could divide that and show the breakdown. Under MATERIALS ADDED, the Board Members felt this was not necessary on a monthly basis, and could either be on the quarterly report or annually. MINUTES LIBRARY BOARD OF TRUSTEES March 18, 1987 Page 6 TRUSTEES LIBRARY DIRECTOR'S REPORT: Director Lange stated the computer proposals will be returned by April 10, with proposals from CLSI and Hewlett Packard. Director Lange stated there would be another silver materials return box for the return of video cassettes. They have changed the time from 1:00 p.m. to 8:00 p.m. for the return of these video tapes, and this new return box will be installed by next week. Director Lange reported on the carpet stretching and replacement and the shelving for the mezzanine. He hopes to have this shelving installed by May. Director Lange reported Pat, Oanell and 3oe will move into City Hall and the Library will use the space Pat and Janell occupied for Reference staff work stations. Director Lange reported on an event to be held at the Branch Library on April 3. Norman Cousins will be here to autograph his book, The Human Adventure. It will be at 6:00 p.m., and the Friends of the Library will be selling books. They will get 44% of the S30.00 sale price. FRIENDS OF THE LIBRARY; There was no representative present. GENEALOGICAL SOCIETY: There was no representative present. Trustee Cooper reported there will be a plant sale on March 28, from 9:00 a.m. to 3:00 p.m., at the Library. SERRA ADVISORY BOARD: Margaret Brownley stated she wanted the Serra Advisory Board and the Library more integrated. She stated Director Lange felt the same way. She felt it would be very wise to have a Member of the Board of Trustees as a Member of the Serra Advisory Board, rather than have them separate. This would strengthen the Board. Chairman for the Serra Advisory Board for next year is a Member of a Board of Trustees. Mrs. Brownley felt that this Board should consider discussing that in preparation for the expiration of her term. The request was made to put this on next month's agenda for discussion. MINUTES LIBRARY BOARD OF TRUSTEES March 18, 1987 Page 7 TRUSTEES THE REVENUE STATUS REPORT: Director Lange referred to the status report distributed to the Members. He stated there are some areas of concern, he was aware of them and they are under control. He stated the expenditures are out of iine as to the percentage. President Martin suggested the percentage could be placed after the expenditure of the year to date rather than the unencumbered balance. Director Lange stated the City produces this report, but he would make that suggestion. ADJOURNMENT: By proper motion, the Meeting of March 18, 1987, was adjourned at 4:40 p.m. Respectfully submitted, Harriett Babbitt Minutes Clerk HB:tb CARI.SBAU CITY LIBRARY STATISTICS CIRCULATION STATISTICS MAIN LIBRARY February 1987 Current Year Materials checked out at circulation Film and video tapes Audio Visual equipment Total MAIN LIBRARY 38,068 7,221 88 45,377 Previous Year 35,152 5,923 120 41,195 % Change + 8 + 22 - 27 BRANCH LIBRARY Materials checked out at circulation Film and video tapes Total BRANCH LIBRARY TOTAL CIRCULATION 10,192 709 10,901 56,278 8,869 857 9,726 50,921 + 15 - 17 + 12 + 11 REFERENCE QUESTIONS ANSWERED MAIN LIBRARY Adult Section Children's Section Online Searches Total MAIN LIBRARY Total BRANCH LIBRARY TOTAL REFERENCE QUESTIONS 4,740 1,709 27 6,476 778 4,331 1,775 12 6,118 689 + 9 - 4 +125 + 6 + 13 7,254 6,807 PEOPLE COUNTER Main Library Branch TOTAL 38,938 9,527 48,465 (Daily Average - 2,203) MATERIALS ADDED MAIN LIBRARY Books added withdrawn net books AV materials added withdrawn net AV BRANCH LIBRARY Books added withdrawn net books AV materials added withdrawn net AV TOTAL BOOKS TOTAL AV MATERIALS 230 10 220 2 6 967 0 ATTENDANCE AT PROGRAMS Adult Children's Branch All programs at branch1,282 834 INTERLIBRARY LOAN STATISTICS BOOKS February 1987 Requests by Carlsbad 93 Received by Carlsbad 110 Requests of Carlsbad 372 * Filled by Carlsbad 62 FILMS Borrowed from other libraries 58 Loaned to other libraries 37