HomeMy WebLinkAbout1991-04-17; Library Board of Trustees; Minutes-- -- MINUTES
nooting of: LIBRARY BOARD OF rflvfiTEES
Time of Uootingr 3r00 p.m.
Dato of Moetingr April 17, 1991
Placo of Mootlngt City council Confmreaco Roam
-8
President Trigas callod the Meeting to order at 3100 p.m.
ROWl:
Preamntr President Trigas, Library Board Trustoem Cooper
Curtin and Martin. Truetea Gromse arrivod at 3:Of
p.m.
Absent: lone.
Also Present Were: Clifford Lange, Library Director
Geoff Armour, Assistant Library Director
~im Elliott, Financial Manager
connlo Beardeloy, Arts Wanagor
Joan and Alan Kindlo
:
Alan Kindle presonted a Certificate of Approciation to Niko
Srwyor for his mssiotanco to thun in tho programs on L.0
Carrlllo Ranch.
The Minutos of the Meeting held March 13, 1991, were
approved ao prosentod.
Items on the Agenda were taken out of order.
OLD:,
b. mrarv Buildlna Bond Act Uodat+
Jim Elliott, Financial Manager, gave a detailod roport on
the Hello-Roo. Facilitiee District funding procoss.
This would not levy a tax on anyone living in tho City at
this time, but would tax undevolopod land,prooiding a
method for paying for all improvemento that are necessary
to nerve the future.
are already here have paid for thoso sorvicoo and will
not have to pay again.
Kr. Elliott stated that the original echdule for the new
library would not hold up, as getting to tho voto on nay
7, 1991, by the property ownero, would then mean that if
there are no challenges to the election, then bond. could
be sold in mid-June. The City would not go to bid for
the library until the money warn available to pay the
contractor. The bond sale ehould be either the larnt
quarter of 1991 or the first quarter of 1992. The
award of the contract for the library will not occur at
least until January 1992--which is about four or fivo
monthe behind the original achedule. The library will bo
completed roughly one year later--either December of
1992, or January of 1993.
He emphaalred that the pooplo who
\\\
TRUSTEES Y
Trigas
-p.r Curtin
Xartin
MINUTES
April 17, 1992 Page 2
OLD DWBIIIBS~: Item b (continued)
Mr. Elliott continued, stating that if the vote on May 7
failm, there will be serioum problemm for all. Ho maid
that the library did not get the grant they had appllod
for, and that would havo boon more than half of tho cost.
If tho builders cannot build their houmeo due to tho
Growth Hanagoment Plan rsquirommtm, they might bo
willing to advance somo fundm for the library. There
will be 159 property Owners voting in thio oloction on
May 7, and there are 45 or 50 of those that own 25 acrem or more. Fieldstone is the largest property owner, with
Hillman aecond. This will be a per acre voto, and
Pieldotone has indicated itm support of the vote.
Mr. Elliott distributed copies of the Agenda Bill that
was on the City Council Agenda last night.
Dr. Lange discuseed the letter received fron the State
Library mtating that carlsbad had not roceived a Library
Construction and Renovation Bond Act grant. Thore were
50 applicants and he stated that he felt they found
reasons to reject people out of the proceam.
Carlsbad would re-apply and certainly cotroct the minor
problems, somo of which he discusmod brlofly.
He said
nm'
a. J990-91 an d 1991-92 Libmot RW-
Dr. Lange referred to the report dimtrfbuted prior to the
meeting showing the budget requemtod by the Library,
socond, as modifiod by the Analyst, and schsdulom A, B
and C.
Mr. Elliott also explained that the Department Headm had
met and a solution to the problem ia poosiblo.
He explained the drop in income to the City with growth
at a slower rate, plus the males tax being down. Almo,
the hotel room occupancy im down, with the number0 being
below 1990. Mr. Elliott also stated that inasmuch a0 the
State of California ham a budget twelvo and a half
billion dollars out of balance, he believsm tho State
will tako revenuom from the citiom or sharo comtm of programs with them.
Geoff Armour dimcusmed the Library budget, stating tho
basic olomrnts aro books and matsrialm, staff, servico hours and programs.
might bo mado in the various aroas.
Ho oxplalnd pommiblo cutm that
8. -
No further report.
b. Budaet
No further report.
c. perso nnel
No further report.
v TRUSTEES \
MINUTES
April 17, 1991 Page 3
COIPII- lUPoRTPr (Continued)
d. U&h
Trustee Grosse reported on the activities in the Library
for the children, including selling T-shirts as of
tomorrow. These have been made on the new equipment.
She said some wonderful ehort stories have been submitted
by the children, and she commented about the Family Read
Aloud program which will be held on the front lawn of the
Library.
OLD BUEI~SE:
a. p # sed P ad 0
Or. Lange distributed copies of tho revised bulletin
board policy.
The Library Board of Trustees approved tho Library
Bullotin Board Policy, as presentod.
This wlll bo posted on the bulletin board.
m:
c. in Ww Buildina
Connie Beardsley reported on tho progreso on the gallory
for the new library, stating the docision was made to
have the gallery be permanent. The gallery comnlttee
has been working with ME. Beardsley on the budget,
mission statement and goals and objectives.
The mission statement was read, a8 follwr
The Carlsbad Municipal Gallery, located in tho Carlsbad
City Library, ir dedicated to featuring excellent quality
traveling, curated and/or juried exhibition. of atto and
culture for public enjoyment and education.
Ma. Beardsley said that they hoped to form a foundation
for funding of tho gallory.
The 6uggestion was made to change the beginning of tho
statement to reads The Carlsbad Art Gallery.
OLD:
c. Partner-. for Chanae Proaram Proare 88 Rewrt
Dr. Lange reported that etaff is meeting with the
comrmnity group, and there have been five people hired to
operate the new center--all part time workers. The
opening is eet for June 1 and June 16 is the opening
celebration, 1x00 p.m. to 4:00 p.m., with a brief ribbon-
cutting at 1:OO p.m.
1 TRUSTEES
Trigas
Cooper
Curtln
Gromso
Martin
..’
MINUTES
April 17, 1991 Page 4
TRUSTEES
BUSIWES~r
b. LSCA Title XI construction Grant AVD 1 icat ion
Dr. Lange discuemed thim grant application and referred
again to the letter about the grant.
b -1
Dr. Lange reported that the plaza where the new library le
to bm constructed will bm having open houmr event. over the
next year, and he would like the library to participate.
There will be an event on June 1, frm 11~00 a.m. to 2100
p.m,, and he would like momething active, much am a puppett
ehow and story telling, with a model of the new library on
display. There will be another event in October, and Dr.
Lange had euggemted that the Iriende of the Library hold a
book male.
NO report.
-mr
Library Truetee Cooper reported there wam a plant male in
April, and thm Society madm over $400.
BlSfllu ADVISORY DO-:
Library Trustee Cooper reported there ham not been a meting
since January.
puBL1c -:
There wae no one to addrees the Conmiasion on a non-agenda
item.
a0mmmEml
By proper motion, the Meeting of April 17, 1991, wa.
adjourned at 4t4S p.m.
Harriett ’ Babbitt
Minute. Clerk
I
\ LJBRARY CONSTRUCTION BOND ACT
PROGRAM UPDAlE
CALJFORNL.4 LIBRARY
CONSTRUCTION AND
RENOVATION BOARD MEETS
At the January 22 meeting of the California
Library Construction and Renovation Board,
the Board decided to allocate Gfty percent
(50%) of the Bond Act funds to each of the
two application cycles, with the proviso that
any first cycle funds which are not approved
for a project would be reallocated to the
second cycle. This means that at least S37
million of Bond Act funds will be available
for allocation by the Board after the second
cycle submissbn.
The Board set its next meeting for April 23,
1991. At this time, the Board will meet to
review applications and determine grant
approvals. As discussed during the
January 22 meeting, after the applications
have been evaluated by sta& they will be
presented to the Board in the form of
findings by the State Librarian and classified
in the following manner:
Very Competitive
Competitive Somewhat Competitive
Ias Than Competitive
Rejected by the State Librarian
Ineligible
No further breakdown of the projects within
each category will be made, and the State
Librarian shall recommend that the Board
fund the applications in the first two
categories.
STATE LJBR4RY TO REMEW
FIRST CYCU APPLX4lTONS
The California State Library received
approximately 50 applications for Bond Act
funds by the first cycle deadline. Now that
the applications have been received, the
review team will begin the evaluation as
d&i in the October issue of the California State Libraw Newsletter.
Applications will be evaluated by the State
Library staff only on the basis of what is
required in the application form and by
regulation.
In order to ensure objectivity and adhere to
the requirements of the Bond Act regulations,
the members of the review team will not
accept unsolicited correspondence, telephone
calls or personal contact relating to an
application that is currently under
consideration during the staff evaluation
period In particular, the Bond Act Program
Manager will not be available directly by
telephone hom February 15 to April 23,
1991.
Individuals having questions regarding a second cycle application submittd st?ou!d
direct their inquiries to Dawn Odekirk who
will be screening Mr. Hall's telephone calls. Mr. Hall will respond to questions regarding
a second cycle submittai; however, in no case
will Mr. Hall return calls inquiring about an
application that is currently under evaluation.
It is anticipated that on April 23, 1991, the
Board will make grant decisions for the first
cycle submittal and the results will be
-5-
CSW No. 122 (2~91)
transmitted to grant applicants immediately.
Staff comments regarding an application will
be sent to each grant applicant shortly
thereafter.
The State Librarian understands the obvious
interest in the evaluation process on the part
of grant applicants, but requests patience and
restraint during the evaluation process. The
State Library staff is attempting to provide an
unbiased and objective review. This approach
will be succevful as long as grant applicants
do not inappropriately attempt to influence
the outcome. The result should ensure that
the State Librarian’s findings will reflect the
applications which most precisely meet the
review considerations of the Bond Act.
.. .
CSW No. 122 (2191)
CARLSBAD CITY LIBRARY
QUARTERLY REPORT FOR OCTOBER-DECEMBER 1990
The library's Partnerships for Change program application was awarded a $40,000 start-
up grant for the first year of operation. This was the same amount awarded to all eight
libraries who applied for hnding. The neighborhood coalition and library staff met
regularly to create a plan for a community information center. Designed for Hispanic
families in the downtown area, the center will be limited initially to about 20 hours a
week and will be located in the city's Harding Street multipurpose room. Due to
reduced grant funding, the center will be staffed by several part-time bilingual techni-
cians who will handle children's programs, outreach, information dissemination and
referral, as well as manage a basic collection of juvenile and adult books, magazines,
newspapers, and audiovisual materials. The grant will also be used to strengthen
Spanish-language resources in the main library as well as to install bilingual signage
and provide cultural sensitivity and language training for staff.
The new online public access catalog (OPAC) went into operation at the branch in
October and at the main library in November. Twenty-three terminals (four at the
branch and 19 at the main library) are now in full use and have been favorably
received by the public. A number of building improvements preceded the installation of
the OPAC. These included new carpet and paint for the audiovisual workroom and the
children's area; new carpet for the Technical Services mezzanine; a new video tag
board; and an enclosed stairwell leading up to the north mezzanine.
On October 1, the Friends put on their "Hey Nineties Book Sale" at the La Costa Branch.
One of the highlights of the sale was a silent auction of special books, audiovisual
materials, and computer software. The sale, which was well attended by community
book lovers, also provided an opportunity for library officials to discuss plans for the
new library and to show renderings and floor plans for the building. The sale itself
netted nearly $3,000 for the Friends.
Also at the branch, staff coordinated a special series of programs on Vietnam ("Talking
About Vietnam".) Funded by a grant from the National Endowment for the Humanities,
the series of seven programs was led by MiraCosta College professor John Ford. Each
session kicked off with a brief lecture followed by open discussion led by Dr. Ford.
A major hurdle in the planning process for the new library was passed with approval by
the Planning Commission to relax the city's parking standard for libraries. The standard
was changed from one space per 150 square feet of building to one space per 200
square feet. The Commission also approved the architectural design.
Planning for the new library reached the 100% design development stage following two
workshops this quarter. Workshops included presentations to the Library Building
Review Committee as well as lengthy meetings with staff to fine tune interior space
plans. The exterior of the building and landscaping were also given a good deal of
attention and a model was provided to give a three-dimensional perspective on the
project. The Building Review Committee approved the architectural design concepts
and recommended submitting these concepts to the Planning Commission.
Still needed to complete the library's new building project will be adequate funding.
One avenue which will be pursued is funding under the State's Proposition 85 (the
Library Construction and Renovation Bond Act.) This quarter the library submitted a
pre-application for Proposition 85 funds which, if awarded, would provide 65% of all
eligible project costs. A full application must be submitted by February 15, 1991.
Another aspect of planning for the new library is the design of a staff organization to
operate the new building as well as the existing building. To this end, library consul-
tant David Smith was retained to develop a classification study and a revised series of
job descriptions for each staff category. Every staff member completed a detailed
questionnaire and representatives from each classification were interviewed. The results
of this study will be presented to the library and to the city early next year.
Technical Services staff continued to improve the library's data base by adding subject
headings and cross-references, by recataloging, and by editing outdated information.
There are now over 500 cross-references in the data base. Also in Technical Services,
the entire acquisitions function was transferred to the new Collection Development
Division, freeing up Technical Services staff to concentrate on data base maintenance
and processing of materials for the new library.
In the Adult Learning Program staff applied for a CLSA grant for matching funds to
support the literacy program. If awarded, funds will be used for computer projects.
The library sponsored 12 adult programs during the quarter and presented 15 exhibits
of arts and collectibles. There were 87 children's programs this quarter, 52 at the main
library and 35 at the branch.
2
CARLSBAD CITY LIBRARY
STATISTICAL SUMMARY FOR OCTOBER-DECENBER 1990
TOTAL CIRCULATION
PROGRAM ATTENDANCE
FILM AND VIDEO BOOKINGS
REFERENCE QUESTIONS
ILLs SENT BY CARLSBAD
ILLs RECEIVED BY CARLSBAD
ONLINE SEARCHES
HOLDS PLACED
REGISTRATIONS
PEOPLE COUNT (DAILY AVERAGE)
BRANCH CIRCULATION
BRANCH REFERENCE QUESTIONS
BRANCH VIDEO CIRCULATION
ADULT LEARNING PROGRAM:
LEARNERS SERVED
TUTORS TRAINED
REFERRALS
COLLECTION HOLDINGS:
VIDEOS
BOOKS
RECORDS
TAPES
COMPACT DISKS
MICROFORMS
VERTICAL FILE ITEMS
GENEALOGY ITEMS
1989 1990 % CHANGE
214,888
4 , 939
32 , 663
27,984
294
434
41
2 , 169
3 , 131
2 , 123
39 , 805
2 , 540
4,733
93
21
31
3 , 352
194,987
1,850
5,709
1,795
153 , 787
88 , 474
22 , 692
210 , 489
4 , 158
30,922
30,196
250
345
53
2 , 314
3 , 189
2 , 094
46 , 822
3 , 588
6,325
104
24
36
3 , 402
196 , 765
1,295
5,936
2 , 598
167 , 614
82 , 070
26,574
-2 - 16
-5
+8 - 15 - 21
+ 29
+7
+2
-1
+ 18
+ 41
+ 34
+ 12
+ 14
+ 16
+2
+1
- 30
+4
+ 45
+9
-7
+ 17
h, \ ',
t .9
E
% s
5-
L
e
March 5, 1991
TO: LIBRARY BOARD
FROM: Library Director
BULLETIN BOARD POLICY
Attached are copies of letters exchanged between Tom Smith and me.
Also attached is a copy of the Oceanside Public Library's policy relating to
use of its bulletin board. Oceanside's policy is typical of policy followed
by public libraries and is essentially the policy that has been followed at
the Carlsbad City Library.
As pointed out in the letter to Mr. Smith, it is time to review the policy
and perhaps change it because of the inherent difficulty in applying it, but
also because of the space issue which will continue to be a problem for
some time. My recommendation is to limit the bulletin board to city and
library events and notices and any legal notices that might be important
or necessary to post.
CLIfiOFtD E. LANGE
e!9 ..
February 22, 1991
Thomas William Smith, A.P.C.
Attorney at Law
400 S. Melrose Drive, Suite 102
Vista, California 92083
Dear Torn:
Thank you for your letter regarding the posting on the library's bulletin
board of a flyer announcing a "March and Rally to Stop the War in the
Middle East."
I'm sorry you were told that the individual was refused the opportunity to
post the notice without explanation. My secretary talked to the individual
and explained the library's policy regarding the posting of material that is
political in nature. It has been the library's policy to not post announce-
ments or flyers that espouse a particular political point of view.
One of the difficulties in administering this policy has been the need to
pass judgment on the nature of the contents of a flyer. Depending upon
one's definition of what is political, reasonable persons could differ in
making such a judgment.
Another issue with which the library has had to deal regarding use of the
bulletin board is the severe lack of space to accommodate the posting of
all of the flyers and announcements which many people bring in and ask
to be posted.
Your letter has moved me to review the library's policy governing the use of the bulletin board. That review has led me to the conclusion that the
most equitable policy to adopt would be one that limits the use of the
library's bulletin board only to library or city sponsored events. Such a
policy solves the space problem mentioned above and also relieves the
staff of making the often difficult judgments about the nature of the
contents of material and its appropriateness for posting.
This is the policy I will recommend to the Library Board for adoption at
its March 13, 1991 meeting.
1250 Carlsbad Village Drive * Carlsbad. CA 92008-1991 (619) 434-2870
Thomas William Smith
February 22, 1991
Page 2
In view of your concern and the policy issues under review, I have posted
the February 23, 1991 Peace March and Rally flyer on the library bulletin
board.
If you wish to discuss this matter further, please contact me.
Clifford E. Lange
Library Director
c: City Attorney
THOWAS WILLIAM SMITH, A.P.C.
Attorney at Law 400 S, Helrose Dr., Ste. 102 Vista, Ca, 92083
(619) 941-8343
February 19, 1991
Clifford Lange, Librarian Carlsbad City Library
1250 Elm Ave. Carlsbad, Ca. 92008
Re: Notice of Peace March and Rally
Dear Cliff:
Recently a member of the North Coast Community for Peace in the Middle East, a peace group, attempted to post a notice of a peace march and rally in the Carlsbad Library on the public notice bulletin board. He was refused without explanation. I represent this group.
The notice is enclosed for your perusal. As you can see it is not obscene and merely gives notice of a topical political event in both English and Spanish. The peace group and its affiliates have future events planned and will be seeking use of the bulletin board at the library to advertise such events. It is my opinion this bulletin board is a public
forum and denial of access to it would be unconstitutional under both the Federal and State Constitutions which protect free expression. As such, I request further access not be denied.
If you have an explanation which precludes such a posting on the bulletin board that you believe is an exception to the Constitutional provisions cited above, please contact me so we can discuss it. Otherwise, I will presume the posting will be allowed in the future without further obstruction.
*hornas William Smith
Encl . TWS/bs
cc: RonqJd R. Ball, Asst. City Attorney Ronald and Jill Thurlow
02/21/91 16:45 "619 966 8629 OCEANS I DE L I B. --- CARLSBAD Approved 7/ 11/84 @I 002
OCEANSIDE PUBLIC LIBRARY
Bulletin Board Policy
The purpose of the library's cornunity interest bulletin board is to
provide'information about lacal culrural and recreational activities,
educational and employment opportunities, and health and welfare
assistance.
The library reserves the right to evaluate items and determine whether
or not to post them, In general, the following types of materials will - nor be posted:
1. Advertising item of business or individual profit-making
enterprises; (See note belaw,)
2. Political ads or flyers;
3. Religious materials (eg, church bulletins and announcements)
except far general directories.
The library will not distribute multiple copies of newsletters, papers,
or flyera unless they are deemed by the library staff to be of significant
coramunity interest or value and conform to the above criteria.
All xiaterials posted must be approved in advance by the responsible
keference librarian.
Posting". In case of questionable items, the decision of the library director will he final.
Materials will be dated and stamped "Approved for
Note: Announcements of private, for-profit classes and OednaTS of
special community interest may be kept for a maxfmum of 6 months
in a designated folder. These
must also be approved by the librarian.
Only a single copy will be kept,
March 5, 1991
TO: LIBRARY DIRECTOR
FROM: Assistant Library Director
LIBRARY FILM COLLECTION
A request has been made by Circulation to consider phasing out the library‘s 16mm film
collection. An analysis of our collection and how it has been used over the past five
years reveals the following:
COLLECTION SIZE
1985
3 78
1990
361
% Change
-4
AVERAGE MONTHLY BOOKINGS 390 80 - 79
AVERAGE MONTHLY FILMS
BORROWED FROM OTHER LIBRARIES 78 9 - 88
AVERAGE MONTHLY FILMS
LOANED TO OTHER LIBRARIES 69 14 - 80
The film collection has not been expanded over the past several years as funds have
been put into the more popular, more easily managed, more convenient, and less
expensive video format. Demand for films has continued to slide as teachers in most
area schools and staff at other libraries and the public in general are all going with
videotapes. It should be noted that nearly half of the current bookings for 1990 shown
above are for the library’s own internal use, mainly for children’s programs.
Currently, the video collection has maximized its available floor space at both the
branch and main libraries. For every new video added, one video must be put i storage
or discarded. If the film collection is phased out, it will open up space for about 500
new video titles. This would be a clear benefit as would the savings in staff time to
book, clean, and inspect these films. In addition, the film cleaning/inspecting machine
is now obsolete and spare parts are no longer available. To continue inspecting films
for damage would require investing in a new machine at a cost of about $8,000.
A survey of other libraries in San Diego County shows that most have either given away
their films or are currently trying to do so. The San Diego County Film Library has the
only major film collection in the county. National City and Escondido both have very
small collections (fewer than 50 films) and have seen circulation drop sharply in recent
years. Both have discussed discontinuing their collections.
RECOMMENDATION: Phase out the 16mm film collection now with the following
exceptions: 1) retain a collection of the best children’s titles for the library‘s own
program use, and 2) keep those films (about ten) that are of some historic significance,
especially those about Carlsbad or California. These would go into a local history
collection. The children’s films and the projectors would be taken over by the staff of
the Children’s Division and the branch. Space created in the audiovisual workroom
would be used to expand the video collection. The films retained (estimated at about
150) would go into library storage where they could be retrieved for program use as
needed. Those films not retained would be turned over to the city‘s Purchasing
Department for surplus auction or would be donated to another govemment agency.
The Carlsbad Unified School District has expressed an interest in these films. The
library and the city would prefer to donate the films to the Carlsbad District to keep
them in the local community. Any such donation, since it would be worth more than
$1,000, would first have to be approved by the City Council. 1 GEO ARMOUR
2
CARLSBAD CITY LIBRARY
STATISTICS
January 1991
Jan. Jan. CIRCULATION STATISTICS 1990 1991 % Chanae
MAIN LIBRARY
Print Materials 53,369 53,029 -1 Film and Video Tapes 11,167 10,110 -9
Total MAIN LIBRARY 64 , 603 63 , 148 -2
Audio Visual Equipment 68 9 - 87
BRANCH LIBRARY
Print Materials Film and Video Tapes 14,793 15,960 +8 + 17 2.064 2,412 -
Total BRANCH LIBRARY 16,857 18,372 +9
TOTAL CIRCULATION 81,460 81,520 ---
.............................
REFERENCE QUESTIONS
MAIN LIBRARY
Adult Children's Online Searches
7,560 7,597
2,429 4,709
16 9
Total MAIN LIBRARY 10,005 12 , 315
Total BRANCH LIBRARY 832 1,566
TOTAL QUESTIONS 10,837 13,881
.............................
PEOPLE COUNTER (Daily Average)
Main Library Branch Library 1,746 1,768
480 539
--- + 94 - 44
+ 23
+ 88
+ 28
+1 + 12
TOTAL 2,226 2,307 +4
.............................
Jan. Jan.
1990 199 1
ATTENDANCE AT PROGRAMS
Adult Programs
Children's Programs
385 231
1,794 1,130
TOTAL 2,179 1,361
.............................
INTERLIBRARY LOANS
BOOKS AND REFERENCE
Requests by Carlsbad
Received by Carlsbad
Requests of Carlsbad
Filled by Carlsbad
193 128
150 93
297 265
90 89
Borrowed from other libraries 13 6
Loaned to other libraries 16 16
.............................
NEW REGISTRATIONS
Main Library Branch
TOTAL
% Chancre
- 40 - 37
- 38
- 34 - 38 - 11
-1
- 54 ---
973 1,017 +5
257 234 9
1,230 1,251 +2
2
E 6
I