HomeMy WebLinkAbout1988-04-27; Library Board of Trustees; MinutesMINUTES
Meeting of:
Time of Meeting:
Date of Meetinq:
Place of Meeting:
LIBRARY BOARD OF TRUSTEES
3:00 p.m.
April 27, 1988
City Council Chambers
TRUSTEES
CALL TO ORDER:
Library Board Trustee Grosse called the Meeting to order
at 3:00 p.m.
ROLL CALL:
Present - Library Board Trustees Grosse,
Cooper, Falkenstein and Trigas.
Absent - President Martin.
Also Present Were:
Clifford Lange, Library Director
Geoff Armour, Assistant Library Director
Frank Mannen, Assistant City Manager
Lynda Oones, Adult Learning Program Coordinator
Bee McWllliams, Genealogical Society Representative
Margaret Brownley, Serra Advisory Board Representative
APPROVAL OF MINUTES;
The Minutes of the Meetinq held March 16, 1988 were
approved as presented.
COMMITTEE REPORTS:
a. Building and Grounds
Trustee Trigas reported the informal meetings have been
completed and the parties are close to an agreement.
Director Lange commented next year would be spent in
designing the Library, with ground-breaking in 1990.
b. Budget
Trustee Cooper made a reference to the Revenue Status
Report, which Is up from last year $13,000.
c. Personnel
Trustee Falkenstein reported that 3anice Garfield had
resigned and the position was frozen. Director Lange
stated he intended to ask for the position to be un-frozen,
as the same level of service at the Branch could not be
maintained without this position. Part-time employees had
been used while she was on a leave-of-absence, but that
would not be possible indefinitely.
Youth
Trustee Grosse reported the highlight of the month was the
PeeWee Herman look-alike contest. There were 20 children
registered for this contest, with six performing. Four
trophies were awarded and the contest was video taped.
Grosse
Cooper
Falkenstein
Trigas
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April 27, 1988 LIBRARY BOARD OF TRUSTEES Page 2
TRUSTEES
Trustee Grosse reported there were 16 tours of the Library
durlnq the month by groups from schools and organizations.
She stated that next month would be the 7th annual Spelling
Bee.
Board Trustee Grosse reguested Item #5 under New Business
be taken out of order at this time, and the Board Members
concurred.
NEW BUSINESS:
a. Adult Learning Program Report to City Council, May 3 or
May 10, 1968 - Discussion.
Director Lanae reported there will be a report to Council
on the Literacy Program and Lynda Clones Is working on that
at the present time. The history of the program will be
related and there will be a learner there to talk about the
program. The Intent Is to deal with the funding crisis In
the program. At the end of five years, all State support
would cease and the program would be on Its own. Director
Lange stated the State Library is making an effort to seek
continued State funding at the 50 percent level. They are
not asking for any funding for this year, but it does take
approximately $82,000 per year to fund the program. He
concluded, stating the $10,000 a year rent is one problem
the program has to address by seeking an alternative, rent-
free site.
Lynda Clones told of the reactions to the 20/20 program
telling of dohn Corcoran and the Adult Learning Program.
A video tape was presented, but due to a flawed tape, only
the first portion of the tape was viewed by the Board.
Ms. Dones stated Mr. Corcoran Is making speeches and has
written 300 pages of a book at this time.
The Library Board returned to the Agenda order at this
time.
OLD BUSINESS:
a. Boards, Commissions and Committees Handbook.
Director Lange stated he felt the final revision of this
Handbook was well-written and succinct. He stated copies
would be placed In the Library.
b. Draft SB 181 Planning Calendar and CLA Newsletter.
Director Lange called attention to the California State
Library Newsletter included in the packet and the proposed
schedule for processing applications and making grants
under SB 181. He said Carlsbad would have three
opportunities to apply for the money over a three-year time
span, making an application every year if the money was not
received the first or second time. Director Lange said
Carlsbad would be ineligible if they had gone to bid for
the construction of the library. He added that the
remodeling and addition to the existing main library
building could also be a project for applying for a grant
Director Lange stated he would get a copy of the final
version of SB 181 for the Board Members.
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April 27, 1988 LIBRARY BOARD OF TRUSTEES Page 3
TRUSTEES
Director Lange stated the Los Angeles Public Library has
been deleted from the bill. The percentage for the grant
money is to be 65/35, including the cost of the land and
the design. Carlsbad could conceivably receive close to
$6.5 million dollars.
c. Latchkey Children. Draft Policy Statement.
Director Lange referred to the draft contained in the
packet. He asked the Board to review this statement and
make comments. Director Lanqe said the difficult part was
to avoid being too specific but still cover the situation.
Board comment centered on 2C and 2D, with some Board
Members feeling 20 should he deleted. It was felt that
children should call home during the final 30 minutes and
staff call the police 15 minutes before closing time.
Director Lange stated it is difficult to determine which
children are unattended. The suggestion was made to make a
survey one hour before closing to determine whether or not
a parent is present.
Assistant City Manager Frank Mannen stated the police
response time is approximately 5 minutes on Priorty 1
calls, and it was thought this might be a Priorty 2 call.
The consensus was that 15 minutes would be sufficient time
for the police to arrive.
Director Lange stated he would confer with the City
Attorney and bring this statement back to the Board at the
next meeting.
d. Post Mortem on Library Distribution of State and
Federal Tax Forms.
Geoff Armour referred to the report distributed to Board
Members giving the figures on the 1988 Income Tax Services
provided by the Library, with approximately 23,500 State
forms and 28,500 Federal forms taken off display racks by
the public. The Library staff handed out master copies of
the forms for photocopying to 4,520 people.
Mr. Amour stated the volunteers took the burden off of the
Reference Staff and gave out 2,232 master copies of forms
and contacted 1,713 people while giving out forms and
information.
Board Member Cooper commented that more volunteers are
needed and probably the call for volunteers should come
earlier in the year to get twice as many people next year.
e. Draft - Library Mission Statement.
Director Lange reported this is just a draft and the
statement is being worked on at the present time.
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April 27, 1988 LIBRARY BOARD OF TRUSTEES Page
TRUSTEES
NEW BUSINESS:
a. Adult Learning Program Report to City Council, May 3,
or May 10, 1988 - Discussion.
This Hem was taken out of order. (See Page 2)
b. Third Quarter Report on Library Activity.
Geoff Armour called attention to the reports contained in
the packet, stating the Library is an extremely busy place.
There was a discussion about perhaps having a Sister City
display in the Library for Carlsbad's Sister City, Futtsu,
Japan.
LIBRARY DIRECTOR'S REPORT:
Director Lange discussed the tightened security measures
that have been taken for the Library.
Director Lange stated several meetings were held with
various homeowners associations and neighbors in the area
of the proposed new library building, and everyone was very
positive about the development planned for the shopping
center and the library.
Director Lange said they are working on the Gold Card
campaign in connection with the Friends of the Library.
Anyone making a donation of $25 or more to the Friends
will receive a gold library card.
The City Manager asked Director Lange to Chair an
Organizational Excellence Committee, for training and
staff development.
Geoff Armour continued the report, giving an update on the
computers in the library.
Mr. Armour called attention to the chart distributed to
Board Members giving the disaster preparedness plan for the
City. He said there would be a separate plan for the
Library, and he is to work on that plan during this coming
year. Mr. Armour said the importance of sprinklers in the
Library had been stressed at a workshop, and staff is
working on getting sprinklers for this Library. The
materials In the Library need to be prioritized and a list
given to the Fire Department.
Geoff Armour reported on the collection agency accounts,
stating 95 accounts had been sent to them; ten have been
cleared at this time and he felt this would be beneficial.
The CLSI system eguipment was to be given to Oceans Ide for
the money Carlsbad owed them, but it had to go through
procedures and be bid upon. The City of Whlttler got
all the equipment at a lower price, and now Carlsbad will
have to pay Oceanside Library the money owed to them.
MINUTES
April 27, 1988 LIBRARY BOARD OF TRUSTEES Page 5
TRUSTEES
FRIENDS OF THE LIBRARY:
Director Lange reported the Book Fair would be held May 15.
GENEALOGICAL SOCIETY:
Bee McWllllams reported the plant sale last month was the
most successful ever, with a profit of $563.30.
5ERRA ADVISORY BOARD:
Margaret Brownley reported on a meeting last Thursday In
Imperial County. They joined the Administrative Council
Meeting for their nine agenda Items prior to the Serra
Advisory Board Meeting.
The Serra Advisory Board Meeting was then held, and they
adopted the Ad Hoc Committee recommendations on closer
working relationships with Administrative Council. The
Board accepted and voted on the plan of service for the
coming year, including working with one of the Serra
System Committees and cooperatively working with them on a
project of their choosing and of Serra's choosing. Also,
new officers were elected for the coming year.
PUBLIC COMMENT:
There was no one present to speak on an off-agenda item.
LIBRARY BOARD WORKSHOP;
The meeting was adjourned to the workshop at 4:<|.4 p.m.
Trustee Tool Kit for Library Leadership
Library Board Trustee Trigas led the discussion on Chapter
4 in the handbook -- Effective Board Organization.
Mrs. Trigas stated the Board Members are community
representatives, and that was very important, and the goal
of the Board is to provide good library service.
The consensus of the Trustees was that this Board complies
with the suggestions made in the handbook as far as
organization.
ADJOURNMENT;
By proper motion, the Meeting of April 27, 1988, was
adjourned at 4:57 p.m.
Respect f ullyiubmi t ted
Harriett BAbbitt
Minutes Clerk
CARLSBAD CITY LIBRARY
• - ' STATISTICS
MARCH 1988
March March
CIRCULATION STATISTICS 1987 1988 % Change
MAIN LIBRARY
Print Materials 44,204 51,367 + 16
Film and Video Tapes 8,451 10,065 + 19
Audio Visual Equipment 68 8J_ + 19
Total MAIN LIBRARY 52,723 61,513 + 17
BRANCH LIBRARY
Print Materials 10,723 11,854 + 11
Film and Video Tapes 848 1,441 + 70
Total BRANCH LIBRARY 11,571 13,295 + 15
TOTAL CIRCULATION 64,294 74,808 + 16
*********
REFERENCE QUESTIONS
+ 40
+ 45
+171
+ 41
- 17
+ 34
+ 1
+ 6
MAIN LIBRARY
Adult
Children's
Online Searches
Total MAIN LIBRARY
Total BRANCH LIBRARY
TOTAL QUESTIONS
* *
PEOPLE COUNTER (Daily Average)
Main Library
Branch Library
TOTAL
* *
ATTENDANCE AT PROGRAMS
Adult Programs
Children's Programs
TOTAL
* *
4,468
1,965
21
6,465
978
7,443
*******
1,717
441
2,158
*******
216
1,877
2,093
*******
6,241
2,845
57
9,143
816
9,959
1,728
467
2,195
141
2,295
2,436
- 35
+ 22
+ 16
*********
INTERLIBRARY LOANS
BOOKS AND REFERENCE
Requests by Carlsbad 163 207 + 27
Received by Carlsbad 170 141 - 17
Requests of Carlsbad 488 407 - 17
Filled by Carlsbad 76 81 +7
FILMS AND VIDEOS
Borrowed From Other Libraries 43 23 - 47
Loaned to Other Libraries 58 39 _ 33
CARLSBAD CITY LIBRARY
QUARTERLY REPORT FOR JANUARY-MARCH 1988
HIGHLIGHTS
The old library bookmobile, a gift of the Friends, was traded in for a new
delivery van. In addition, the unreliable Ford Escort was retired and replaced
with a Ford LTD sedan.
Planning for the new South Library continued with the director and developers
holding a series of meetings with area homeowners. The response by residents
has been entirely positive.
A collection agency, National Revenue Corporation, has been retained to help
with the collection of fines and fees for lost and overdue materials. The
agency guarantees a 300% return on the library's investment within 120 days.
So far, 95 accounts have been turned over to the agency and nine have cleared.
The library once again was the major site in Carlsbad for the distribution
of tax forms and for assistance with preparing returns. 23,000 state and
27,000 federal forms were distributed; library staff gave out master forms
to 4,520 people; volunteers distributed 2,232 additional master forms and
contacted 1,713 people (up 41% from last year); and two volunteer programs
helped 377 people prepare their returns.
The library's long-range planning committee met for a day-long retreat to
discuss library priorities and to formulate a mission statement. In addition,
the planning subcommittee completed draft instruments for staff, school, user
and telephone surveys.
ABC TV filmed a 20/20 program segment featuring Adult Learning Program learner
John Corcoran, his family, his tutor and program coordinator, Lynda Jones.
The program will be aired April 1.
To tighten up library security and to protect cash and electronic equipment,
the main library locks were changed and the distribution of new masterkeys
was severely restricted. A safe for cash receipts was also ordered.
The Children's Division has organized a special craft file for teachers and
parents. 80 projects for checkout have been developed so far. Staff are
also developing a video presentation for use with school visits. This technique
will reach more students and will be an effective way to promote library services
and resources.
Reference staff are participating in Project Climb, a program designed to
teach high school students effective use of the library.
The library sponsored 13 adult programs during the quarter and presented 14
exhibits of arts, crafts and collectibles. There were a total of 113 children's
programs this quarter, 84 at the main library and 29 at the branch.
CARLSBAD CITY LIBRARY
TOTAL CIRCULATION
PROGRAM ATTENDANCE
FILM AND VIDE
AV EQUIPMENT
REFERENCE QUE
ILLS SENT
ILLs RECEIVED
ONLINE SEARCHES
HOLDS PLACED
REGISTRATIONS
BRANCH CIRCULATION
STATISTICAL SUMMARY OF ACTIVITIES FOR
JANUARY - MARCH 1988 QUARTER
1987
'ION 185,012
IANCE 6,944
1 BOOKINGS 25,223
257
;TIONS 23,009
228
492
:s 73
1,755
2,094
JION 33,033
ICE QUESTIONS 2,586
IIRCULATION 2,349
1988
211,440
5,749
30,338
236
26,686
213
502
119
2,254
3,608
38,902
2,349
4,320
% Change
+ 14
- 17
+ 20
- 8
+ 16
- 7
+ 2
+ 63
+ 28
+ 73
+ 18
- 9
+ 84