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HomeMy WebLinkAbout1987-08-19; Library Board of Trustees; MinutesMINUTES •'-C Meeting of: Time of Meeting: Pate of Meeting: Piace of Meeting: LIBRARY BOARD OF TRUSTEES 3:00 p.m. August 19, 1987 City Council Chambers TRUSTEES CALL TO ORDER; Trustee Grosse called the Meeting to order at 3:03 p.m. ROLL CALL; Present - Trustees Grosse, Cooper and Falkenstein. Trustee Trigas arrived at 3:25 p.m. Absent - President Martin. Also Present were: Clifford Lange, Library Director Geoff Armour, Assistant Library Director Board Bee McWilliams, Genealogical Society Representative APPROVAL OF MINUTES; The Minutes of the Meeting held Ouly 15, 1987, were approved as amended to include Director Lange's comments regarding the Genealogy collection. a. Building and Grounds Director Lange reported the Council had authorized the library to negotiate the purchase of the six acres on the site of the South Carlsbsad Library. An agreement is being drafted at this time for that purchase. The price of $1,032,000 has been established for the land, and Council has decided to make a debt purchase. b. Budget Trustee Cooper commented the 1987-88 budget was $143,594 less than the previous one. Director Lange further explained the difference was due, in part, to the computer money not being included. c. Personnel Trustee Falkenstein had no report to make at this time. Youth Trustee Grosse displayed a T-shirt that was given to all children reading 100 books in the summer program, and added this summer the program exceeded all other years. Thirty-seven children read more than 100 books. Over 500 children completed the requirement of at least ten books. One 4-year old, Nathan, read 666 books. There were 15,000 books read during the summer reading program. Almost 400 children were from Carlsbad, 100 from Oceanside and 30 from Vista. Mrs. Grosse concluded, stating what the Library does for youngsters is very important. Grosse Cooper Falkenstein MINUTES August 19, 1987 LIBRARY BOARD OF TRUSTEES Page 2 TRUSTEES OLD BUSINESS: a. Planning and Role Setting for Public Libraries; a Manual of Options and Procedures. Director Lange referred to a copy of this Manual and stated he would like to use this as a guide. He suggested a Planning Committee, with the Division Heads in the Library as Members, as well as two Board Members. Director Lange stated at the next Division Head meeting in September, they will start planning using this Manual. He suggested the President of the Board and one other Trustee should be on the committee. It will take six months to a year to go through this manual. The meetings of this committee will probably be during the daytime, as Division Head Meetings are at 9:00 a.m. This item will be on the Agenda at the next Board Meeting. b. Library Meeting Room Policy Revision. Director Lange stated the only change was in Item 13, which now conforms to City policy, as follows: No two groups of opposing political or partisan affiliation shall be scheduled at the same time; however, forums for the presentation and discussion of all sides of an issue may be held. Library Board of Trustees approved the revised Regulations Governing Use of the Library Conference Room, as presented. NEW BUSINESS: a. Review and Discussion of Library Annual Report to the State Library. Geoff Armour called attention to the figure under Library Staff stating there were 9* people employed. He said H/3 of those are part-time. The other significant figure was the total circulation transactions figure of 70^,257. Director Lange called attention to the number of registered borrowers, showing 36,959 from Carlsbad, which means 67% of the people in Carlsbad have library cards. Director Lange reported the conversion from CLSI to the Inlex Computer System will be eliminating library cards that have not been used for three years. Trustee Cooper stated it would be Interesting to find the peak hours for the library, and Director Lange answered they will be doing a sampling of that. Grosse Cooper Falkenstein X X X X MINUTES August 19, 1987 LIBRARY BOARD OF TRUSTEES Page 3 TRUSTEES b. Non-Resident Use of the Carlsbad City Library. Director Lange called attention to a copy of his memorandum to the Board of Trustees dated August 11, 1987, regarding non-resident use of the Library. He stated he had been giving some speeches and was using this material In his speech. City Council will receive a copy of this memorandum. c. 1987-88 Reimbursement Rates for California Library Services Act Interllbrary and Direct Loan ' Participants. Director Lange stated this was an information item and referred to the memorandum in the packet. The reimbursement rates for 1987/88 are: Interlibrary Loan $2.58 per eligible transaction; and Direct Loan .^6 cents per net imbalance transaction. d. Revised Library Materials Selection Policy. Director Lange stated this new policy draft is the result of the meetings of the Library Selection Committee, and he recommended this be adopted as the policy. The procedures will be revised to cover details. Library Board of Trustees approved the Revised Library Materials Selection Policy, as presented. LIBRARY DIRECTOR'S REPORT: Director Lange reported the computer transition is ongoing. The date for turn-on has been postponed until September 21. Geoff Armour gave an update on the shelving on the mezzanine of the Library, stating they plan to make the move the weekend of August 28. They plan to start after work on Friday evening, work Saturaday and Sunday, and probably part of the following weekend. The major impact will be closing the entire mezzanine down--but Saturday would be the only day — possibly two Saturdays. Mr. Armour explained the Genealogy section will be in the same location, but spread out. The seating area on the west side will be adjacent to the Genealogy section and the west side of the mezzanine will have two ranges of over-sized books and three ranges of 900's--all spread out more than before. Director Lange referred to the letter written by the President of the Chamber of Commerce regarding the financing of the new Library. He had two meetings with the Chamber Community Development Committee and explained the Library would not be taking all of the PFF funds. The Committee has now withdrawn its objection and is endorsing the Library project. Grosse Cooper Falkenstein Trigas , > 1A t iI MINUTES August 19, 1987 LIBRARY BOARD OF TRUSTEES Page TRUSTEES Director Lange stated he Is giving speeches before the service clubs regarding the Library, along with a slide presentation. Geoff Armour reported there Is a new Reference Desk and new counter in the Reference area. Director Lange reported SB 181 was out of the Assembly Education Committee and should be heard sometime within the next two weeks by the Ways and Means Committee. If the bill gets out of the Assembly, it will go to the Governor for his signature—if not, it will be in limbo until January. There will be a barbecue for all Boards and Commissions September 11, 1987, at Stagecoach Park, at 5:30 p.m. Director Lange called attention to the goals as contained in. the packet. These are the same goals as listed in the budget document. Trustee Trigas commented it seemed the La Costa group was taking credit for bringing a branch library to La Costa, and also the south Carlsbad Library. This was amazing, since they had no part in anything. This Board of Trustees, the Council, and through the Growth Management Program, were all the working forces for bringing both libraries into being. This Town Council group did not even exist at the time the work and planning was done to get first the branch, and then the new library. Trustee Trigas felt the City should make it very clear the Library Board, City Council and Growth Management Plan were the ones responsible for getting these libraries. FRIENDS OF THE LIBRARY; There was no report at this time. GENEALOGICAL SOCIETY; Bee McWilliams announced there would be a fund-raising barbecue on the 29th of August--4:00 p.m. to 7:00 p.m. SERRA ADVISORY BOARD; There was no report. ADJOURNMENT; By proper motion, the Meeting of August 19, 1987, was adjourned at 4:10 p.m. Respectfully submittf I ' /• Harriett Babbitt Minutes Clerk MINUTES 3uly 15, 1987 LIBRARY BOARD OF TRUSTEES Page 5 TRUSTEES Director Lange stated a subscription had been entered with H. W. Wilson for the disk service of Readers' Guide. Along with that, unlimited access Is given to the online data base. The cost of the subscription was $1,000 for one year. Director Lange called attention to the Reference Report for June, stating the totals for the year are the highest the Library has ever had, and added they have over 1,700 video cassettes. The Library Selection Policy is being updated at the present time. The Friends of the Library Book Fair money will be spent on new equipment and an Agenda Bill will be sent to Council. Director Lanqe read a letter from the Southwest Bank stating they would provide an original 20 x 6 full-color wall mural for the new Library, this mural would be valued at approximately $10,000. Library Board of Trustees accepted the 20 x 6 full-color wall mural donated by Southwest Bank. This mural is for placement in the new Library to be built In south Carlsbad. Director Lange stated he had asked Ray Brookhart to give information on the Genealogy collection. This was donated in 1976-77, and was staffed with volunteers. The size of that collection then was 723 titles, and ten years later is 12, 1H titles. He commented this was a very dedicated group. Director Lange reported all Departments have been requested to turn in a set of goals by Ouly 2^ to give to City Council. He said he intended to look at the goals in the current budget and send copies of those. Geoff Armour, Assistant Library Director, called attention to some of the figures In the Statistics Report, copy of which was included In the packet. He noted all programs are held at the Branch Library, since the main Library no longer has a conference room. Mr. Armour reported on the re-organization of the Library stacks, stating they will try to do the moving over the weekends, but may have to close one Saturday. Geoff Armour called attention to the memorandum from Chris Holt regarding the change in Branch Library hours. This change was made to accommodate the new computer system, and would be effective August 17. Director Lange referred to the sheet copy of messages received regarding pending legislation. SB 181 Is now In the Assembly, and Is scheduled to be on the ballot In June of 1988. This would provide 75% of the cost of the building and could include land costs. / Martin I Cooper | Falkenstelh Grosse Trigas iiiiI I ; • x x X X X X ' > ^ t k . Mil, Duly 15, 1987 LIBRARY BOARD OF TRUSTEES Page 6 TRUSTEES GENEALOGICAL SOIETY Trustee Cooper reported there will be a barbecue August 29, 1987, and the proceeds will be used to purchse more books for the Library. SERRA ADVISORY BOARD Margaret Brownley reported all the recommendations of the Advisory Board had been accepted by the Administrative Council, and one of those recommendations called for finding criteria to help the Administrative Council to know when to turn to the Advisory Council for advice. Also, the Advisory Council will know when it is advisable and helpful for them to give advice. She added they were all looking forward to a closer working relationship and felt there was a new spirit of cooperation. ADJOURNMENT: By proper motion, the Meeting of duly 15, 1987, was adjourned at 4:52 p.m. Respectfully submitted, Harriett-Babbitt Minute*/Clerk > \ City of Carlsbad Month July 1987 Fines Xerox Audio Visual Insurance Gifts & Bequests Lost & Damaged Books Coin Operated Computers On-line Searching Memorial Books TOTAL Main 2, 1, 5, Carlsbad Revenue Library 304.15 842.50 753.14 50.00 146.36 City Library Status Report Branch Library 688. 20 220.76 567.60 Month Total 2,992. 2,063. 6,320. 50. 146. 35 26 74 00 36 Fiscal Year Total 2, 2, 6, 992. 063. 320. 50. 146. 35 26 74 00 36 61.09 10,157.24 1,476.56 61.09 11,633.80 61.09 11,633.80 CARLSBAD CITY LIBRARY STATISTICS JULY 1987 CIRCULATION STATISTICS MAIN LIBRARY Print Materials Film and Video Tapes Audio Visual Equipment Total MAIN LIBRARY BRANCH LIBRARY Print Materials Film and Video Tapes Total BRANCH LIBRARY TOTAL CIRCULATION REFERENCE QUESTIONS MAIN LIBRARY Adult Children's Online Searches Total MAIN LIBRARY Total BRANCH LIBRARY TOTAL QUESTIONS PEOPLE COUNTER Main Library Branch Library TOTAL Current Year 49,411 10,540 87 60,038 ATTENDANCE AT PROGRAMS Adult Programs Children's Programs TOTAL ****** 290 2,067 2,357 ****** * * * * * * INTERLIBRARY LOANS BOOKS Requests by Carlsbad 124 Received by Carlsbad 116 Requests of Carlsbad 375 Filled by Carlsbad 72 FILMS Borrowed From Other Libraries 32 Loaned to Other Libraries 43 Previous Year 45,991 7,730 87 53,808 10,633 1,332 RY 11,965 72,003 9,121 1,040 10,161 63,969 % Change + 7 + 36 + 12 + 17 + 28 + 18 + 13 4,225 1,795 22 6,042 RY 847 6,889 ********* 3,537 2,110 41 5,688 700 6,388 Daily Average 1,618 412 2,030 19 15 _46 6 21 + 8