HomeMy WebLinkAbout1988-09-21; Library Board of Trustees; MinutesMINUTES
Meeting of:
Time of Meeting: 3:OO p.m.
Date of Meetinq: September 21, 1988
Place of Meeting:
LIBRARY MAR0 Of TRUSTEES
Council Conference Room
CALL TO ORDER:
President Cooper called the Meeting to order at 3:OO p.m.
ROLL CALL:
Present - Resident Cooper, Library Board Trustees
Martin and Wood. Trustee Crosse arrived
at 3:06 p.m.
Absent - Library Board Trustee Trigas.
Also Present Were:
Clifford Lange, Library Director Geoff Armour, Assistant Library Director
APPROVAL OF MINUTES:
The Hinutes of the Meeting held August 24, 1988, were
approved as presented.
COMMITTEE REPORTS:
a. Building and Grounds
Trustee Trigas was absent.
b. Ehdqet
Trustee Martin stated he had no report.
c. Personnel
Trustee Wood stated he had no report.
d. Youth
This report was tabled until later in the meting.
OLD BUSINESS:
a. Library Planning Process Report - Coals and
Objectives draft.
Oirector Lange reported this was the final draft by the Planning Cmittee, and the various Divisions have been
assigned the responsibility for each objective and
to develop action plans to achieve the objectives.
When that has been done, there will be a planning
document.
Library Board of Trustees approved the Library Planning
Process Report as presented.
b. New Library Site Progress Report.
Director Lange will draft an Agenda Bill to go before
Council in October to get approval of the Negotiation
Agreement and authorization to hire a building consultant. The developers are working on drainage problems and site problems at the present time.
TRUSTEES '
Cooper
Martin
Wood
Cooper Martfn
Wood
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September 21, 1988 LIBRARY BOARD OF TqUSTEES Page 2
The Board Members expressed the desire to have the City's
Principal Planners make a presentation at the October Library Board Meeting.
Director Lange directed attention to the artist's conceptual drawing of the site showing Plaza Paseo Real.
The consensus of the Board was in favor of the tower indicated on the drawing of the Library. Director Lange
stated the City would probably hire its own Architect for
the Library.
d. Youth
Trustee Grosse gave the Youth Report at this time,
distributing copies of the Calendar. She stated that for
the third month in a row, more than 20,000 items were
checked out--which also meant that staff had to put those
items .back on the shelves. Trustee Grosse reported on the
Summer Reading Program, and in answer to query regarding any Hispanic children in that program, stated she would check on that.
c. Branch Library Lease Renewal.
Director Lange called attention to the copy of the Agenda Bill included in the packet, renewing the lease for the
Branch Library for three years, with an option to renew for another year. the past, but Director Lange felt it was still
competitive.
The lease will cost more money than in
NEW BUSINESS:
a. Library 1987-88 Annual Report to the State Library.
Director Lange referred to the Annual Report contained in
the packet and asked for questions.
In response to Board Trustee comnt regarding the size of the collection, Geoff Armwr stated that when the
Library converted to the new automated system, a more
accurate count of the collection was possible.
Mr. Annour stated that when the State statistics are
published, it will be possible to compare this Library
with other libraries in the 50,000 to 100,000 population
category.
b. Library Disaster Plan Draft.
Geoff Armour stated this was a requirement and the Library
had to develop its awn plan, which will tie in with the
City's plan. report, and those are a list of all priorities and
resource values (which will be developed); also floor
plans.
Mr. Armour continued, stating that water damage was emphasized, as that would constitute the majority of
damage from a fire in the Library.
There are three items missing from the
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September 21, 1988 LIBRARY MAR0 OF TRUSTEES Page 3
In answer to query regarding the Programs and Exhibfts
Division and Literacy Program office, Mr. Armour stated
under the plan for City Hall and the Literacy Program
office would be included in the plan for the private
building.
that the Programs and Exhibits Division is
c. Naming the New Library - Discussion
Board Trustee Wood stated that he was concerned about
the reference made to the new library and felt strongly that it should be referred to as "the Library in the
southern portion of Carlsbad".
Director Lange stated that after discussing this, the new library will be the main library, as the offices and support services will be located there. That should be called the Carlsbad City Library, and then the Library
here could be re-named -- and he suggested "Village
Branch" for this Library, as one example.
Director Lange reviewed the procedure for naming the
Libraries, which would be to have this &ard recomnend to the Council the names they felt proper. The
consensus of the Board was that "Village Branchll would
be a good name for this Library.
The suggestion was made to have the Friends of the Library get involved in an informal manner in getting public input for the naming of the Libraries.
LIBRARY DIRECTOR'S REPORT:
Director Lange stated the Transaction Based
Reimbursement Program budget was reduced by the Governor
and there is now a shortfall in that budget item. The
Library may not get the quarterly check, but will qet
one at the end of the year possibly for somewhat less
than it should be.
Another issue is the Literacy Program, which is in its fifth and final year of State Funding.
Library has made the reconmendation to continue to
finance the existing programs at a 50150 match.
However, Dr. Lange stated it will not be known soon
enough in the City budget process whether or not that program will be funded, and he added the Library budget
will need to reflect the entire budgeting of that
program.
Director Lange stated that he is working with the State
University in San Jose to establish an extension program
in Library Science in southern California in the
California State University system. need for such a school in this area.
The State
He stated there is a
Director Lange reported that each year the Library
Services Board gives an award for the outstanding system
advisory board and this year the award went to the Serra
Advisory Board.
The Investment in Excellence Program will start next Wednesday afternoon, with two and a half days training
for the City Department heads.
TRUSTEES '
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September 21, 1988 LIBAARY BOARD OF TRUSTEES Page 4
Director Lanqe stated he will be going to Japan with the
delegation to the Sister City, Futtsu. He will leave
October 22, 1988, and return October 31, 1988.
Board Trustee Wood stated that the Friends had 500 cloth
bookbags that were not the proper design, and he suggcsted Director Lange take these to Japan as gifts.
Director Lange stated that next week would be "Banned
Books Week" at the Library, and there will be a display to focus on the freedom to read.
Oirector Lange called attention to the statistics for the Library, indicating that business was definitely not
declining, showing the usual ten percent increase.
Director Lange stated the Library is considering the
purchase of a piano for $1,500, and the Friends have indicated they would fund thls purchase.
FRIENDS OF THE LIBRARY:
Trustee Wood stated that the Friends would be devoting
a special issue of the Spirit of Love to the "Vote yes on 85" Campaign.
GENEALOGICAL SOCIETY:
President Cooper reported there will be a plant sale on
October 1, 1988, and a barbecue on October 22, from
11:30 a.m. to 2:30 p.m., at Magee Park.
SERRA ADVISORY BOARD:
There was no report.
PUBLIC COMMENT:
There was no one present to speak on an off-agenda item.
LIBRARY BOARD WORKSHOP:
Trustee Tool Kit for Library Leadership:
8 - PublicfComnunlty Relations and Working
Relationships.
President Cooper gave the report, stating these Chapters
were oriented toward libraries that have a number of branches and varied popylus. Carlsbad are successful in their public relations
program with the citizens, as the Trustees and Director
do work together closely.
represent the people to see that they are served and
does not include the day-to-day management of the Library. privileges as individual library users, and President
Cooper felt this Board and the Libraries are fulfilling
their functions.
Chapters 7 and
He felt the Libraries in
He said the Board exists to
The Board Members are to have no special
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September 21, 1988 LIBRARY BOARD OF TRUSTEES Page 5
The Friends are the most important citizen group in the
library world and he stated the local Friends of the
Library group has done a great deal for this Library.
ADJOURNMENT:
By proper motion, the meeting of September 21, 1988, was adjourned at 4:20 p.m.
Respectfully submitted,
Harriett Babbitt
Minutes Clerk
y
TRUSTEES
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LIBRARY GOALS AND OBJECTIVES
Developed by LIBRARY PLANNING COMMITTEE
September 16, 1988
SERVICE GOALS
1. Library facilities and services are accessible to everyone.
Objectives:
a. To make restrooms accessible to the handicapped as part of library renovation.
b. To install a library sign on Elm Avenue by December
1989.
c. To provide a library-wide directional and informational sign system by June 1989.
d. To make use of off-site facilities in north Carlsbad
for at least six library-sponsored programs during FY
88-89.
2. The library responds to the needs of our diverse community.
Objectives:
a. To survey the needs of the business community within the next five years.
b. To increase Spanish-language materials in FY 89-90 by purchasing at least $1500 of reference materials, $3500 of non-fiction and fiction materials and $2000 of non- print materials.
To begin planning in 1989-1990 for establishment by
1992 of Outreach Services of the library, to include services for literacy, homebound, Spanish-speaking and the disabled.
c.
d. To assist Spanish-speaking patrons by having Spanish/ English bilingual staff available in the public service area of the libraries during all hours by 1990.
3. The Adult Learning Program is a permanent service of the library.
Objectives:
a. To include in the FY 89-90 library budget salary for the program assistant.
To include in the FY 89-90 library budget rent for the
current Adult Learning Program facilities.
To relocate the Adult Learning Program to a library facility upon completion of the south Carlsbad library.
b.
c.
(Geoff, Char, John, Lynda, Chris H. -- 8/10/88)
, RESOURCE MA NAGEMENT GOALS
Goal l,. The library builds and manages balanced collections
that will meet the current and anticipated needs of the com- munity.
Objectives:
a. To develop recommendations for a collection development plan for the current collection by December 31, 1988, for implementation in FY 89-90.
b. To develop uniform policies and procedures for acquisi-
tions of materials for the current collection by June
30, 1989.
c. To outline a collection development plan for two major collections by June 30, 1989.
Goal 2. The library develops a staff that carries out the mission of the library and encourages continuing education and development of the staff.
Objectives:
a. To write a staff development plan that will be official library policy by June 30, 1989.
To make all employees aware of existing benefits relating to staff development and education by October
1, 1988.
b.
c. To outline an orientation/training program for new employees that would identify content of training and a schedule for training by June 30, 1989.
d. To develop an ongoing training program for current staff to acquaint them with new technology, policies
and procedures, and skills by June 30, 1989.
ADMINI STRATIVE/DIRECTIONAL
1. Adequate staffing is achieved for the Carlsbad Library
System.
Objectives:
a. To hire an organizational consultant by the end of 1988 to assist the library in developing a staffing plan for the library system.
b. To direct the organizational consultant to study the
use of full-time and part-time staff in view of or-
ganizational effectiveness and staff morale.
2. The library has improved productivity and system efficiency.
Objectives:
a. To prepare a plan for centralizing orders of all
materials in FY 88-89.
b. To have a public access catalog in operation by the end of 1989.
c. To select an automated acquisition system in FY 89-90.
d. To select an automated serials check-in system in FY
88-89.
e. To develop a library disaster plan by the end of 1988.
f. To update division operations manuals during FY 88-89.
g.
h. To organize and make available to all staff, all
To develop a staff orientation program in FY 88-89.
library-wide administrative policies and directives to date. (Ongoing objective.)
3. The library provides adequate facilities to meet the needs
of a growing population.
Objectives:
a. To update the master plan in terms of collections, services, user accommodations, staff and facilities.
To complete negotiations on agreement to buy six acres for the library site by September 30, 1988.
for the two facilities.
b.
c. To determine the division of services and collections
d. To hire a building consultant when the land purchase agreement is completed.
!
1 e.
f.
g*
h.
i.
j.
k.
1.
To work with the building consultant to prepare a
comprehensive Library Building Program by Jine 30,
1989.
To visit and evaluate recently constructed library buildings by June 30, 1989.
To select and hire a design team upon completion of the building program.
To work with the design team to complete drawings by June 30, 1990.
To present the building plans to the city council for approval and for letting out to bid (for contractor) within 30 days of completion of drawings.
To select and order furniture and equipment for the new site when construction begins.
To plan for reorganizing and remodeling existing
library building by the end of 1989.
To prepare a plan for the move and opening of the new facilities toward the end of construction.
(Geoff Armour, Pat Hansen, Dick Martin, Chris Holt)
t California State Library/Cooperat ive Public Library Data System
CILIFOUIA ?UBLIC LIBRARY REPORT 1988
Fiscal year 1987-1988, ending June 30, 1988. Due August 31, 1988
California State Library
Library Development Services
1001 Sixth St., Suite 300
Sacramento, CA 95814
I. GENERAL INFORMATION
Collin Clark
(916) 322-0373
1. Name of library. Carlsbad City Librarv
2. Library Director: Name. Clifford E. hoe -
Tit le. J i brarv D j rector
3. Street address of main
library or headquarters. 1250 Elm Avenue
4. City. Carlsbad 5. Mailing adddress.-
6. ZIP+4 92008-1 991 7. Telephone. ( 619 434-7870
8. FAX. NA 9. OnTyme/DDD/other. NA
10. Size of library jurisdiction in square miles. 38
11. District: House. 43 . State Senate. 38 . Assembly. 74
12. CLSA library system membership. Serra
13. Other affiliations. CLASS, CLA, OCLC
14. Interlibrary loan policy: Number of weeks standard ILL period
Is photocopy service free of charge up to 10 copies?
If not, enter charge per copy.
4
NO
104 CPLDS 15. Population, State Library Certified. 58,900 1
16. Registered borrowers, total as of June 30. 89,413 2
Eotimated population of children, age 0-14. 10,000
Person completing this form who may be contacted for further information.
Name. Geoffrey Armour Tel. 161q)4.14 - 7889
I have reviewed the data entered and affirm this io a complete and correct
annual report for my library to
by the State Education Code.
Signature of Library Director.
te Librarian, as required
i I. GENERAL Library Carl sbad Ci tv Li brarv Page 2
Number of library outlets:
Actual Estimated
CPLDS 1987-1988 1988-1989
17.
18.
19.
20.
21.
22.
23.
24.
Central library, if open for public service. 1 1 3
Branches (at least 1,400 sq.ft., 7,000 vols.) 1 1 4
Bookmobiles (vehicle count). 0 5
Other outlets (stations, deposits). NA NA 6
Subtotal, fixed building service outlets. 2 2
Number of bookmobile stops. 0 0
Total public service outlets, fixed & mobile. 2 2
Hours per week central library open. 64 64
M-Th 9 AM-9 PM 1 F- S 9 AM-5 PM
25. Schedule of main library service hours
as of September 1, current year. Use
abbreviations for days: M T W Th F S Sun.
11. LIBRARY STAFF I I
1. Total count of persons employed,
full-time and part-time, as of June 30. 92 persons, not FTE
Remainder of this rcetioa in frll-time eqairaleet
Persons holding title of Librarian:
2. With accredited ALA master's. 13.5
3. With any other master's. NA
4. Other persons called Librarian. NA
5. FTE total Librarians (include Director). 13.5
Support staff posit ions :
6. Special professionals. 1
7. Library Technical Assistants. 11
8. Ocher support staff. '23
9. All'suppott staff other than Librarians. 35
10. Total ataff, Librarians and support. 48.5
7
8
9
10
11
12
Ik. Volunteers, average FTE per week. 6.5 persons, not hours
111. INCOME. Library Carlsbad C itv Library Page 3 1.
Report whole dollars only, omit cents. FY 1987-1988
Enter funds for operating expenses in Operating Capital
column 1, for capital outlay in column 2.
CPLDS
1. Local government, taxes 6 allocations 1,676,540 NA 13
2. State: CLSA TBR, literacy, database; PLF. 180,041 53,430 14
3. Federal: LSCA Title T, IT, TI1 or VI. 5,000 NA 15
4. Other federal sources, specify: NA NA 16
5. Other income (gifts, fines, fees, interest). 146,258 NA
6. Total income (add lines 1 - 5). 2,007,839 53,430
Elements of income included in total:
7. Special District Augmentat ion funds,
counties and districts. NA NA
8. Contract payment from another jurisdiction,
specify: NA NA
9. Estimate of services and supplies benefiting
library for reporting year expended by other
city or county unit, not charged to library
budget. Include amount for facility main-
tenance and administration allowed in PLF
Certification, if not in library budget. NA
THIS SPACE FOR USE OF STATE LIBRARY
a. Allocation from CLSA, reporting year.
b. Local revenue appropriated for PLF.
c. Allocation from PLF, reporting year.
d. Expenditure per capita.
e. Circulation per capita.
17
18
f. Reference count per capita.
.
' IV. EXkNDITURE Library Carl sbad City Library Page 4 '>
Section A. Standard Operating Expenditures.
Actual Estimated
1987-1988 1988-1989 CPLDS
19 1. Salaries (exclude maintenance). 1,097,813
2. Benefits, if paid by library. 21 1,484
3. Subtotal, salaries and benefits.
Library materials, reporting year subtotals:
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
1.
2.
Print materials. 189.51 6
20
1,309,297 1,374,000
Current serial subscriptions. 38,892
Microforms. In Serials
Machine-readable materials. NA
Audiovisual materials. 94,083
Other materials, specify: NA
Subtotal, materials adults/YA. 275,000 Est.
Subtotal, materials for children
Subtotal, all expenditures on collection. 322,491 330,000 27
47,000 Est.
21
22
23
24
25
26
Preservation. 10.517 12,000 28
1 53,000 29 Plant operation, security & maintenance.
Equipment included in operating expenditure. Incl. in Item 16 30
31 All other operating expenditures. 230,858 241,000
Total operating expenditures. 2,019,551 2,100,000 32
Estimate of services and supplies benefiting library expended by other
city or county division for reporting year.
1 46,388
278,000
Section B. Capital outlay. Include sites,
buildings, original equipment, vehicles.
Capital outlay. 1 17,454 40,000
Grand tOt.1, all libr8ry expenditures,
(add A17 and B1). 2,137,005 2 , 243,000
33
I IV. EXPENDITURE Library Carlsbad Citv I ibrarv Page 5
Section C. Selected special Actual Estimated
expenditures, included in A 6 B above. 1987-1988 1988-1989 CPLDS
1. Postage and delivery. 8,764 9,200 34
2. Telephone and other telecommunications. 24 298 26,000 35
3. Contracted computer services. 59 y 954 36,600 36
4. Online database searching. 6 538 6,800 37
5. Computer hardware. 131,488 40,000 38
6. Transfer to other division of city or county
for services, eg. maintenance, accounting. NA NA
7. Payment to other jurisdiction for services
performed under contract; include rebate
of CLSA funds to library system. 5,206 6,000
8. Allocation to reserve. NA NA
Section D. Use of state .funds.
1. Amount of Total Operating Expenditures
(line A17) from CLSA funds. 1 20,626 110.000
2. CLSA Special Services literacy projects. 72,565 45,500
3. CLSA database entry assistance.
4. Published PLF allocation figure.
Only have Jul-Dec 1987 NA NA
47 984
5. Amount of Total Operating Expenditurea
6. PLF expended for library materials. NA
7. PLF expended for peraonnel: NA
8. PLF expended on general operating budget. NA
(line A171 from PLF funds. 57,312
Hours of service increased
9. PLF expended on rpecial pro jccte , 109,657
specify: automated circulation system
10. PLF difference from allocation,
explain :
Funds carried over from previous years.
i V. COLLECTIONS. Library Carl sbad City Library
All entries are annual for fiscal year. Units Titles
1. Books added, cataloged. 10.458 9.000st.
2. Books added, -uncataloged. NANA
3. Books, total held. 194.522 155.000 tst.
4. Leased books, inventory on hand. NA NA
5. Government documents in separate collection. NA NA
6. Micro f oms.
7. Audio materials.
8. Films.
9. Video materials.
10. Machine-readable materials.
11. Other library materials, specify:PhOtOS
35m Slides
12. Non-English language print materials added,
specify language. Spani s h
13. Non-English.language print materials held,
specify language.
Spanish
121,150 NA
9,712 9,000 Est.
384 384
2,740 2,200 Est.
NA NA
2,100 NA 6,000 Est. NA
154 100 Est.
Subrcriptiona Tit les
14. Current periodical & serial subrcriptions. 7 26 661
Page 6
CPLDS
39
40
41
42
43
44
45
46
47
1, VI,. LIBRARY SERVICE Library Carl sbad City Library Page 7
PER TYPICAL WEEK
Week 1y CPLDS
1. Public service hours, no overlapping.
2. Attendance in library.
64 48
12,000 49
3. In-library use of library materials. . NA 50
4. Reference transactions. 942 51
VII. LIBRARY SERVICE, FISCAL YEAR Annul
1. Total annual public service hours, including overlap. 5,616
2. Circulation transactions, non-Engl.language. 3,000 Est.
3. Circulation transactions, non-book materials.164,298
4. Total circulation transactions. 808 , 1 41
5. Library sponsored group programs. 440
Adult/YA. 63 Children. 377
6. Attendance at library sponsored programs. 22,348
Adult/YA. 2,462 . Children.19,886 .
7. Online database searches. 380
8. Reference and reading aid transactions. 96,768
VIII. RESOURCE SHARTNG, FISCAL YEAR.
1. Interlibrary loans to other Libraries. 1,294
2. Interlibrary 108nS received from other libraries. 1,865
3. Reference referrals 8nswered for other libraries. 48
4. Reference referrals sent to other libraries. 107
52
53
54
55
56
57
58
59
60
IX? TECHNOLOGY Library Carl sbad City Library Page 8
Yes No CPLDS
X 61 1. Are microcomputers available to the public?
2. If yes, circle one: fee some fee/some free 62
3. Are online database searches provided? x
4. If yes,
circle one: free
5. Does the library produce or participate in
the production of television programs? x
X. MOBILE LIBRARIES NA
1. Type, circle: B Bookmobile. T Trailer. V Van.
2. Description: make, model number, year, chassis manufacturer.
3. Length in feet . 4. Book capacity in volumee
5. Total miles traveled per year
6. Number of individual stops
7.
8. Staffing in full-time equivalent:
Total hours per month in public service (omit travel time)
Librarians on vehicle
Drivtrlclerks on vehicle
Support ataf f off vehic le
9. Total materiala circulation per year
10. Yearly operating and lluintenance cost
(fuel, maintenance, repair, labor and parts)
63
64
! SALARY SURVEY 1989 Library Carl sbad City Library
Survey is of monthly salary ranges for selected classifications
in current fiscal year, as of September 1, 1988. Leave sections
blank if inappropriate, but do not divide sections or add new ones.
List monthly ranges, whole dollars only, omit cents.
Monthly range
Beg inning Fina 1
1.
2.
3.
4.
5.
6.
7.
8.
Library Director. 3694 471 5
Assistant Library Director.
Deputy line position with library-wide responsibilities; not admin. assistant. 2882 3677
Chief of Library Division.
Professional line posit ion supervis ing other librarians. 2431 291 3
Branch Librarian.
Professional line position nortoally supervising other staff in branch outlet. 1995 2383
Librarian.
Beginning professional with library training
but normally vithout previous professional Library work experience. 1808 21 53
Library Technical Assistant (LTA).
Para-professional with M degree in
library science or equivalent. 1574 2086
Beginning non-profe8sional employee without
library work experience or special training.
Not hourly or student paging help. 1259 1556
Manager of special library service.
Normally not a Librarian but professional
in another field, eg. Business Unaget, Personnel Officer, Literacy Coordinator. 2544 3245
Thank you for your cooperation
DRAFT
I.
CARLSBAD CITY LIBRARY
DISASTER RESPONSE AND RECOVERY PLAN
ZNTRODUCTION
A disaster is defined as an unexpected event which
presents an immediate and widespread threat to life and
property. A disaster may be the result of such natural
calamities as earthquake, storm or flood; and of such man-
made calamities as mechanical failure, vandalism or care-
lessness. The damage to library materials may come from
fire, smoke, water, shattered glass, twisted metal, chemi-
cals or other foreign agents.
This plan addresses both PRE-DISASTER PREPARATION,
which includes prevention, and DISASTER PROCEDURES, which
include immediate reaction and salvage. The aftermath of an
earthquake may involve a massive job of inspection, car-
pentry and reshelving but, except for disruption of service,
time is not a critical factor. Even with a fire, books and
other materials may be scorched and smoky, but there is
adequate time to trim and clean up. When materials are
damaged by water, there is less than 48 hours to make
decisions and take action. After that, mold and mildew
begin to take hold and the resulting damage is generally
irreversible. Since water damage is likely to occur in any
1
fire related disaster as well as in a number of other circumstances
and since speedy reaction and treatment is required, the salvage
procedures in this plan give greater attention to the activities
necessary to prevent water damage.
2
The library's mission in a disaster is TO PROTECT HU"
LIFE AND TO PRESERVE LIBRARY RESOURCES. To accomplish the
mission, this plan provides for the establishment of two
staff teams: a DISASTER PREVENTION TEAM (DPT) and a DIS-
ASTER ACTION TEAM (DATt).
3
.
3,
I11 DISASTER PBE VENTION TEAM (DPT)
The DPT will have four (4) full-time staff members with
an alternate designated by each member. The members of the
team will be as follows:
ASSISTANT DIRECTOR (Team Leader)
HEAD OF REFERENCE
HEAD OF TECHNICAL SERVICES
HEAD OF BRAWCH
The main responsibility of the DPT will be the preven-
tion of foreseeable disasters. The team will meet at least
quarterly: appoint whatever support staff they need: conduct
safety inspections in coordination with the city's annual
inspection as well as quarterly inspections of their own:
and will make recommendations and follow up with corrective
action as necessary.
the condition of facilities will be made at least quarterly.
(See APPENDIX A - DISASTER PREVENTION CHECKLIST.) The DPT
Spot checks of safety equipment and
Leader will be responsible for following up on all recommen-
dations made after the safety checks. In addition to these
general duties, the DPT is also charged with the following
pre-disaster responsibilities:
1. Prepare, update and distribute to city emergency
personnel a list of all DPT/DAT members, their
phone numbers (home and work) and a description of
their functions. (See APPENDIX B - DPT/DAT
ROSTERS. )
4
2. Develop an emergency resource inventory and
arrange for secure locations in each library.
Emergency supplies for each site will include the
following:
a.
b.
C.
d.
e.
f.
h.
i.
j.
k.
1.
m.
n.
0.
First aid kit.
Plastic trash bags.
Multicell flashlight (2 ea.)
AM-F'M transistor radio (extra batteries.)
Plastic drop sheets 9' X 12' (10 ea.)
Terry cloth toweling, 2' X 5' (10 ea.)
Scissors.
Heavy duty extension cords, 50' long (2 ea.)
Heavy blankets (10 ea.)
Buckets and mops (4 ea.)
Sponges and rubber gloves (4 ea.)
Pipe wrench and crescent wrench.
Water (5 gals.)
Walkie-Talkie radios.
Dehydrated foods.
3. Designate priorities for salvage and disseminate
information to key staff and to outside emergency
personnel (See APPENDIX C - COLLECTION AND
RESOURCE PRIORITIES.)
Plan,and direct in-house training and briefings
for all staff and coordinate outside training
conducted by city safety personnel, such as use of
4.
5
fire extinguishers, immediate salvage of water
damaged materials and CPR.
Prepare and distribute to staff and to outside
emergency personnel and have posted in prominent
places in the library floor plans showing emergen-
cy exits, fire extinguishers, pull alarms, shut-
off poinsfor gas, water, electricity and loca-
tions for priority materials to be saved. (See
APPENDIX D - FLOOR PLANS.)
5.
6
.
',
IV DISASTER ACTION TEAM (DATI
The DAT will be representative of the library's major
operations and will include the following nine (9) members:
LIBRARY DIRECTOR (Team Leader)
ASSISTANT DIRECTOR (Alternate Leader)
HEAD OF COLLECTION DEVELOPMENT
HEAD OF AUDIOVISUAL SERVICES
HEAD OF BWCH
HEAD OF CHILDREN'S SERVICES
HEAD OF CIRCULATION
HEAD OF REFERENCE
HEAD OF TECHNICAL SERVICES
The division heads serving on this team will each have
designated alternates. During emergency operations, the
Branch head will stay at the Branch and will be in contact
by phone (if available) or by radio with the DAT.
The mission of the DAT is to take charge of disaster
operations, to direct staff and the public and to assist
emergency personnel in protecting lives and saving valuable
resources. DAT members cover the full range of library
resources and operations, are able to assess the extent of
damage to these resources and are in a position to make
judgments about salvage and discard.
1. Chain of Cm
During normal operating hours, the chain of
command/notification will be as follows: LIBRARY
7
'I
2.
DIRECTOR - ASSISTANT DIRECTOR - HEAD OF COLLECTION
DEVELOPMENT - HEAD OF REFERENCE - ANY OTHER MEMBER OF
THE DAT - SENIOR REFERENCE LIBRARIAN IN CHARGE.
After operating hours, city emergency personnel
will notify the DAT in the same chain of command order.
Police and Fire will be provided with DAT phone rosters
and chain of command sequence as well as with a com-
plete roster of all full-time staff (APPENDIX B.)
Puties of DAT Membere
a. Director (Team 1,eader): The Team Leader
will be the first person notified by emergency
personnel and will then alert all members or
alternates of the DAT. Essential members or
alternates will be those whose collections are
directly involved in the disaster and who will be
needed to make salvage decisions.
The Team Leader will be in constant
communication by phone or by radio with the Branch
and with the city's Emergency Operations Center
(EOC) at the Safety Center, which will serve as
the alternate seat of government during any major
disaster.
Leader is overall direction of the DAT. At the
start of each day following the disaster, the Team
Leader will call a meeting of the DAT to assess
The basic responsibility for the Team
a
developments, disseminate information from the EOC
and outline needs and strategies for action.
b. Assistant Director [A lte r nate T e am Lead e r 1 :
Assists the Team Leader as directed. Handles
fiscal control and all budget needs.
c. Head of Technical Services: Secures bibliographic
records; keeps track of damaged materials; notes
which materials are salvaged and which are to be
discarded. The Head of Collection Development
will assist with these tasks.
d. zs: Responsible for
emergency shutoff of gas, water and electricity;
insures that proper tools are on hand for these
tasks and understands how to evaluate situations
where utility shutoff may or may not be advisable.
e. Xead of Circulation: Responsible for securing
emergency first aid and all necessary medical
supplies; arranges for volunteer help Erom staff
and from tine Friends of the Library.
f. Assistant Director/Head of CoilectionsiHead of
Technical Services: General damage assessment, to
include determining the extent of damages to all
collections and resources, setting priorities €or
salvage and making decisions about what should be
salvaged and what should be discarded. (See
APPENDIX E - XATERIAL DWGE REPORT.)
9
g. Head of Audiovisual Services: Responsible for
securing communication channels, including needed
radios, phones and walkie-talkies. Assisted by
the Head of Children's. Will also handle needed
photo documentation of all library damages for
filing later insurance claims with the Risk
Manager.
h. &ad of Reference: Secures food and water and all
other necessary supplies except medical and
communications.
i. ch: Manages all Branch emergency
operations and stays in close communication with
the main library and the EOC. (See APPENDIX F -
BRANCH DISASTER PLAN.!
10
IN CASE OF EARTHOUAKE
1. During an Earthquake:
a. Everyone, staff and public, get under tables,
carrels or desks for as long as tremors continue.
b. DO NOT run outdoors.
c. If no cover is available, sit or stand against an
inside doorway.
d. Stay away from all glass surfaces.
2. After an Earthquake:
a. When the tremors appear to have stopped, staff
should assist people out of the nearest exits. DO
NOT use broken windows as exits. More glass could
be hanging in the frames and fall down.
b. Remember that aftershocks could occiir at- any
moment. RE PREPARED).
c. Tf the damage is great and debris is blocking
those who might want to drive home, patrons should.
be directed to the parking lot where local police
will direct further operations.
d. Seek help for severe medical emergencies by phone
or, if necessary, by radio. Do not tie up phone
lines with unnecessary calls to home, relatives or
friends .
e. If gas or any foreign odors are detected, do not
use matches or candles. Open windows and/or
11
f.
g.
h.
i.
j.
power, exit the library and report the problem to
the DAT.
Do not use the elevator.
Outside the library, do not permit people to stand
next to an exterior wall or next to trees or light
poles. Damages might cause exposed wiring to fall
within reach.
Assist handicapped persons, but do not overpower
them.
doing it.
Keep an eye out for loose overhead fixtures and
ceiling tiles.
avoid walking underneath.
Tune in the library's transistor radios to Station
KKLQ (600 AM) or KCBQ (1170 AM) for communications
and instructions from the outside. Local instruc-
tions by phone or by CB radio will be received
from the city EOC.
Explain what you are trying to do before
If anything appears to be loose,
1. The first staff person who actually SEES a fire should
go to the nearest pull alarm and activate it.
2. At the sound of the alarm, those staff members near
public areas should direct all patrons to the nearest
exits.
12
I
3.
4.
5.
6.
7.
8.
9.
At the sound of alarm, those staff members stationed at
the CIRCULATION DESK should call 9-911 and inform the
dispatcher that the library fire alarm has sounded.
At the sound of the alarm, those staff members who
first observe the fire should call the other offices
and services within the library and inform everyone
that this is not a drill.
At the sound of the alarm, those staff members in the
TECHNICAL SERVICES area should shut down the computer
system and evacuate through the outside stairs.
As soon as all patrons are out of the building, the
staff should leave by the nearest exits.
staff should stay near the exits to make sure no one
runs back in for something.
the library before FIRE personnel or POLICE give
permission, DO NOT TRY TO FOLLOW THEM. Inform FIRE or
POLICE personnel that someone has gone back into the
library.
Go to the exit nearest your location. Each mezzanine
has a separate outside exit in addition to the stair-
wells. DO NOT USE THE ELEVATOR.
If any serious injuries are discovered, inform emergen-
cy personnel immediately.
If no actual fire or any large amount of smoke is
actually seen by a staff member, DO NOT ACTIVATE THE
PULL ALARMS. Call 9-911 instead and try not to create
Once outside,
If someone does go back in
13
10.
11.
unnecessary panic.
evacuation is necessary. If emergency personnel cannot
come to the building within a short time, then the
librarian in charge at the time will have to make the
decision.
If the fire is in electrical equipment, shut off the
power source (main switch, breakers, etc.)
If it appears the fire is small enough to be easily and
immediately contained, use one of the extinguishers
mounted throughout the library (see marked floorplans -
APPENDIX D.) Make sure you are nearer an exit than the
fire is. DO NOT BECOME TRAPPED.
Let FIRE personnel decide whether
IN CASE OF MEDICAJi EMER GENCY
A medical emergency could result from one of the most likely
major disasters (earthquake or fire) or from a variety of
other causes.
1. In case a serious injury or illness occurs in the
library, a member of the DAT or the librarian in charge
at the time will immediately call 9-911. Give your
name, describe the nature of the problem and the
location of the victim.
2. Quickly perform these four steps:
a. Ask victim "Are you OK?" and "What is wrong?"
b. Check breathing and give artificial respiration if
necessary.
14
c. Control serious bleeding by direct pressure on the
wound.
Keep victim still and comfortable and have them
lie down if necessary.
d.
3. Continue to assist the victim until help arrives.
a. Determine extent of injury or probable cause of
illness.
b. Protect victim from disturbance. Give reassurance
and do not move unless absolutely necessary.
c. Look for any emergency medical I.D. tags.
d. Talk to witnesses and give information to emergen-
cy personnel.
4. In case of minor injury or illness, provide first aid
care. Use materials from one of the library first aid
kits located under the counter in the administrative
office area or in . For first aid
instructions. (See APPENDIX G - FIRST AID CHECKLIST.)
OTHER EMERGEN CIES
1. ACCIDENTS
The most likely accidents are airplane or vehicle
crashes, chemical or radiological spills, power outages
or a disaster involving the San Onofre Nuclear Generat-
ing Station.
a. POWER OUTAGES AND CRASHES (vehicle or aircraft)
would be the most sudden events and would be
reported through the DAT or the librarian in
15
charge during duty hours and by emergency person-
nel through the DAT chain of command during off
work hours. For power outages during work hours,
the Head of Technical Services or alternate would
be notified to manage any problems involving the
computer system and to coordinate with Information
Systems. Staff would secure flashlights from the
supply stations to supplement the library emergen-
cy lights and would direct patrons out of the
building.
A crash of a vehicle or an aircraft into the
library would be a less likely event and would be
treated more like a fire or an earthquake. There
could be severe immediate structural damage as
well as accompanying fire and/or water damage.
Staff notification and emergency procedures,
especially for medical emergencies would be
handled as in FIRE, EARTHQUAKE and MEDICAL EMER-
GENCIES above.
b. INDUSTRIAL, CHEMICAL or RADIOLOGICAL ACCIDENTS
could create an emergency situation in this area,
though it would not be as sudden as a crash. The
most noteworthy type of emergency in this category
would be an accident involving the San Onofre
Nuclear Generating Station. The libraries in
Carlsbad are well outside the 10 mile Emergency
16
‘I
Planning Zone designated around the San Onofre
station.
there would be a fair amount of time to prepare
and respond.
nuclear disaster is as follows:
1)
Regardless of the type of accident,
The procedure in the event of such a
Staff and DAT remain alert to unfolding
events. Tune in to local emergency radio/TV
news stations for information.
All staff and patrons who are in the library
at the time the radiation levels are reported
to be increasing in this area should stay
inside the library, close all outside doors
and windows and shut down ventilation and air
conditioning.
2)
2. MAJOR DISTURBANCES
A major disturbance would most likely be a riot, an
assault or some other form of potentially life-
threatening violence. Priority concern in these
situations is safety and protection of staff and
public .
The first staff member who learns of the situation and
who is able to do so will notify the librarian in
charge or will contact emergency personnel by calling
9-911. Staff offices in all parts of the library will
be notified and staff will be told to exit the library
17
as safely as possible.
will alert patrons to exit the building.
FOR BOMB THREATS:
Past experience indicates that over 95% of all bomb
threats are hoaxes. However, there is always the
chance that the threat may be real and appropriate
action must be taken in each instance. The following
steps will be followed:
Staff in a position to do so
a.
b.
C.
d.
e.
f.
All staff and public will exit the building and
will not use the elevator during a bomb threat
evacuation. (See APPENDIX I - BOMB THREAT CHECK-
LIST. )
Staff responsible for computers and other electri-
cal machines will turn off all machines before
leaving their work stations.
WALK, DON'T RUN, while exiting the library.
Proceed in an orderly, calm fashion.
The DAT shall completely check the library to make
sure all individuals have evacuated.
Do not try to locate the bomb and do not try to
move the bomb if one is found. Avoid all
suspected objects that may be a bomb.
suspected objects to police and fire personnel.
All personnel will remain outside the building
until police and fire issue an all clear to
return.
Report all
18
'I
3. NATIONAL DEFENSE ALERT
The Unified San Diego County Disaster Council has
adopted a policy deleting outdoor warning sirens from
the national emergency program within San Diego County.
The national civil preparedness program for nuclear
attack now places maximum emphasis on a time of in-
creased international tension and increased readiness
rather than on an unexpected attack. The basis for
this new policy is the strategic assumption that the
United States would have a minimum 3-5 day alert period
before an actual attack.
As an alternate to outdoor sirens, the following
procedure will be followed:
a. Citizens will be provided crisis information and a
warning through the national Emergency Broadcast
System (EBS) that is activated by the President in
a time of emergency. Most local radio stations
are part of this system.
Members of the DAT will be responsible for monito-
ring emergency radio and TV channels for further
information and instructions and for providing
information to other staff and to patrons.
b.
OOKS 5 SALV C
Water damage resulting from fighting a fire os from
sprinklers, storms or broken pipes, would be the least
likely type of disaster to cause injury or to threaten life.
19
However, water from whatever source is likely to be the most
damaging to the library's collections.
Water damaged books must be dealt with WITHIN 48 HOURS.
After that time, the deterioration of paper, inks and glues
is usually too great to expect any reasonable chance of
salvage. Even within that time frame, many of the damaged
books will have to be rebound, a cost which must be
considered as books are selected for salvage.
The procedure for initial salvage operations is as
follows :
1. The Head of Technical Services, the Collections
Coordinator and any staff assigned to help will make a
record of the locations of water damaged books within
the stack areas.
the library floor plans. Photographs of the interior
of the library taken by the Head of AV Services can be
valuable and should be developed as soon as possible.
This record can be noted on a copy of
2. If water is still falling on any of the books, the Head
of Reference will secure plastic sheeting from emergen-
cy supplies and cover these books as best as possible.
3. NO ONE WILL WORK IN STANDING WATER. THERE COULD BE AN
ELECTRICAL CONTACT AT SOME POINT.
4. Using all staff available, the DAT will organize small
teams at each of the damage sites. If there are not
enough staff available to work at every location, START
20
5.
6.
7.
0.
9.
WITH THE BOOKS IN THE REFERENCE AND GENEALOGY SECTIONS.
Then follow with the priorities listed in Appendix C.
One staff member will be instructed to obtain FREEZER
WRAPPING PAPER from the supply room and bring it to the
work teams in the stacks.
The courier will bring up to the library a supply of
milk crates stored in the city warehouse.
Staff will locate as many significantly water soaked
books as possible in the priority sections of the
stacks and wrap them individually in freezer paper.
When the milk crates arrive, staff will load them with
books at a density of about 10-15 books per crate.
This is necessary because there must be air circulation
to allow freezing within the short time allowed before
deterioration is too great.
The Assistant Director will call the freezer company to
alert them that materials are coming.
facility for this purpose is:
The designated
SAW DIEGO REFRIGERATED SERVICES
233-7751 or 1-800-522-1591
The soaked books cannot be held in the library for more
than the 48 hour time limit.
10. As soon as arrangements are made for acceptance of a
load at the freezer company, the Assistant Director
will request assistance from Utilities/Maintenance and
from Parks and Recreation for trucks to transport
21
materials. This will be in addition to the use of the
library van and only if more transportation is needed.
22
A.
B.
C.
D.
E.
F.
G.
H.
APPENDIXES
DISASTER PREVENTION CHECKLIST
STAFF ROSTERS (DISASTER PREVENTION AND DISASTER ACTION
TEAMS )
COLLECTION PRIORITIES (in preparation)
FLOOR PLANS (in preparation)
MATERIAL DAMAGE REPORT FORM
BRANCH DISASTER PLAN (in preparation)
FIRST AID CHECKLIST
BOMB THREAT CHECKLIST
23
.
'I
APPENDIX A
DISASTER PRE VENT1 ON CHECKJIIST
SAFETY CHECK S D- eck d
1.
2.
3.
4.
5.
6.
7.
8.
9.
10 .
Disaster plan updated and copies available at
each Division and at each public service desk?
Last building inspection by Fire Marshal?
a. Fire extinguishers available and operable?
b. Fire alarms operable?
c. Smoke detectors operable?
Emergency lighting operable and available
where needed?
Transistor radio available and extra batteries
stocked?
First aid kits available and stocked?
Staff familiarized by tour and briefing with
locations of fire extinguishers, emergency
lights, radios, first aid kits and disaster
plan content?
Most recent fire drill?
Most recent earthquake drill?
Most recent inventory of emergency supplies?
Date of last analysis and update of library
insurance coverage?
24
.
DISASTER PUVENTION CHECKLIST (Cont'd)
*.
ENTORY OF PRLMA3.Y EMERGENCY SUPPLIES
1. CB radio/walkie-talkies
2. Plastic sheeting
3. Freezer paper
4. Plastic milk crates
5. Extension cords
6. Plastic trash bags
7. Flashlights (at each public service desk and
administrative area)
8. Clean-up materials (mops, buckets, brooms,
paper towels)
POTENN
1.
2.
3.
4.
5.
6.
7.
a.
Exits or corridors blocked?
Exit signs not visible?
Water stained ceilings or walls?
Worn or exposed wiring?
Overloaded sockets?
Electrical cords in dangerous
position?
Books or boxes dangerously piled?
Unsafe stacks (top heavy, not
Date Checked
~ ~~
Pate Checked
anchored
25
.
APPENDIX B -
BISASTE R PRE VENTION TEAM DPT
Geoff Armour (Team Leader)
Charlene Kennedy
Chris Pickavet
Chris Holt
Cliff Lange (Team Leader)
Geoff Armour (Alternate Leader)
Ray Brookhart
Charlene Kennedy
Bill Richmond
John Quartarone
Chris Pickavet
Charlotte Egea
Chris Holt
A&em&e
Ray Brookhart
Ronnie Coates
Mary Sasso
Patricia Brown
€&mLmms
724-1339
729-0670
729-2194
434-2274
434-5220
434-2318
729-0826
434-8332
755-7878 -
For Lange - Geoff Armour 729-0670
For Armour - Ray Brookhart 729-2194
For Brookhart - Charlene Kennedy 434-2274
For Kennedy - Ronnie Coates 438-1799
434-2889
434-2878
434-2928
434-2871
26
STAFF ROSTERS fCont'd)
For Richmond - Mary Salvato 753-3707
For Quartarone - Linda Roth 452-3344
For Pickavet - Mary Sass0 755-9519
For Egea -
For Holt - Patricia Brown 945-8245
434-2898
434-2897
434-2879
434-2866
27
APPENDIX E
PART A - FILL OUT IMMEDIATELY
1. Location of damaged material
2. What kind of damage? (water, smoke, mold, etc.)
3. Approximate number of items damaged.
possible
Attach list if at all
4. When did damage occur?
5. Approximate area of building affected
6. Temperature in affected area
PART B - TO BE FILLED OUT LATER
7. When was damage reported?
8.
9. Who initially discovered damage?
10. As exactly as possible, what caused the damage?
How long after the damage occurred was it reported?
L DAMAGE WORT (cont'd)
11. Value of damaged material
12. How many items were salvaged?
b
, 13. Value of unsalvageable material. Attach list of unsalvage-
’< able material
14. Steps taken to save material
15. What were biggest problems encountered in trying to save
material?
?
APPENDIX G -
Mouth to Mo uth Resuscitation
1.
2.
3.
4.
5.
6.
7.
0.
9.
Place victim on side and remove foreign matter from mouth
with finger.
Place victim on back.
Tilt victim's head back to open airway.
Close victim's nostrils with fingers,
Inhale and place your mouth over victim's.
Exhale until victim's chest expands.
Repeat every five seconds.
Keep trying until help arrives.
If problem, check victim for airway obstruction.
poisonina and Overdose
1. Determine what substance is involved and how taken.
2.
3. If choking, lower head.
Stay with victim and assist as necessary.
ns. Thermal 61 Chemical
1. Immerse burned area in cold water.
2. Flood chemical burn with cool water,
3.
4.
Cover burn with dry bandage.
Keep victim quiet and comfortable.
Severe Bleedina t Wounds
1. Apply direct pressure on wounds.
f
2. Use clean cloth or hand.
I
3. Apply pressure to blood vessel if necessary.
4. Elevate body part.
5. Add more cloth if blood soaks through.
6. Keep pressure on wound until help arrives.
7. Use tourniquet only as last resort.
Chokinq
1. Check victim's mouth and clear of foreign matter.
2. Lower head and give back blows.
3. If still choking, use abdominal thrusts. -
1.
2.
3. Keep victim comfortable, not hot or cold.
4. Ask or look for emergency medical I.D.
Help victim to comfortable position.
Give resuscitation or CPR as necessary.
Fracture and Swains
1. Keep victim still.
2. Keep injured area immobile.
APPENDIX H
BOMB THREAT CHECKLIST
WRITE 0 IT THE ENTIRE MESSAGE EXACTLY AS RECEIVED:
TIME OF CALL
MALE-FEMALE ESTIMATED AGE
CALLER'S IDENTITY b
CALLER'S LOCATION:
LOCAL PHONE BOOTHLONG DISTANCE
CALLER'S VOICE-CHECK ALL APPROPRIATE CHOICES. SPEECH
LOUD - SOFT FAST - SLOW - HIGH PITCH - DEEP DISTINCT 31 STORTED - . RASPY PLEASANT - STUTTER ~~ASAL - INTOXICATED - OTHER - SLURRED - OTHER
LANGUAGE ACCENT EXCELL~T - GOOD - LOCAL NOT LOCAL
FROM WITHIN BUILDING
- FAIR POOR - FOUL - OTHER
UNUSUAL USE OF WORDS
EXPUIN
MANNER
- RATIONAL - COHER-ENT - DEL I BERATE - RIGHTEOUS - ANGRY - I RRATI ONAL - INCOHERENT - EMOTIONAL
- CALM
FOREIGN - REG I ONAL- -
OTHER - - RACE
EXPLAIN
~ ~~ ~~
- OFFICE E1hctim~s - FACTORY MACH I NES
,BED LAM - ANIMALS - QUIET - MIXED - STREET TRAFFIC - A I RPUMES - TRAINS
- PARTY
JUSIC
ATMOSPHERE - OTHER EXPLA I N