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HomeMy WebLinkAbout1993-09-15; Library Board of Trustees; MinutesMINUTES MEt3lNG OF: TIME OF ME- DATE OF M- PLACE OF MEETINO: UBRARY BOARD OF TRUSTEES 3:w p.m sepember 15.1993 cay council commlca Room CALl TO ORDER: President Curtin called the Meeting to order at 3:OO p.m. ROLL CALL: Present: Library Board Trustees Curtin, L'Heurew, Moss and Woodward. Absent: Library Board Trustee McCann. Also Present: Clifford Lange, Library Director Geoff Armour, Assistant Library Director APPROVAL Of MINUTES: On motion by Library Board Trustee Moss, the Minutes of the Regular Meeting held August 18,1993, were approved as presented. - AYES Curtin, L'Heurew, Moss and Woodward MONTHLY LIBRARY DIVISION HEADS REPORTS President Cuttin referred to the reports contained in the packet and asked for comments or questions. Library Board Trustee Mass asked whether there was a reason for omitting the names and referring only to positions in the Adult Learning report. Dr. Lange said he will discuss this with the Department. Board Member Moss also inquired about what the Library Board Members could do to help with the Adult Leaning Program. Or. Lange said that 1 the Board Members encourage people in other organizations to which they belong to volunteer their time to this program, that would be a big help. Dr. Lange will ask Lynda Jones to make a fact sheet for distribution to potential volunteers. Geoff Armour stated that Adutt Learning Tutors must agree to serve for one year, and that does deter some people. He stated that the grandparent program originally met on Thursday mornings. Due to conflicts with other! programs, that was changed to Saturdays, and that program also needs more publicity. September 15, 1993 LIBRARY BOARD OF TRUSTEES Page 2 LIBRARY BOARD COMMENTS Library Board Trustee Woodward reported that the California Association of Library Trustees and Commissioners (CALTAC) had requested nominations for the 1993 awards to individuals and organizations chosen for their outstanding service to libraries. He contacted as many former Board Members and present Board Members as possible and nominated Dr. Cliff Lange in the Librarian category. This nomination had to be submitted by September 17, 1993, and Mr. Woodward explained that he had submitted the nomination. Dr. Lange stated that Caroline Weatherwax Scott was also nominated as the volunteer responsible for the multimedia computer lab for the Adult Literacy Program. ACTION: On motion by Library Board Trustee Woodward, the Library Board supported the nominations made to CALTAC for 1993 awards Curlin, C"eure& Moss and3Nloodward - AYES:. . ,... REPORT ON STATUS OF NEW LIBRARY BUILDING - Jim Elliott, Financial Management Director This item was tabled until later in the meeting. Disaster Plan .- Dr. Lange stated that Geoff Armour had overseen the work on this plan and had worked with the Division Heads to formulate the final plan. However, the plan will be adjusted as circumstances in the Library change. Dr. Lange explained the process for freezing books damaged by water in the event of a fire, stating that water damage is normally the biggest problem. Library Board Trustee Woodward inquired about the ham radio operators listed in the disaster plan, and Geoff Armour stated that the Fire Department will not have ham radios to tie into, so that is not part of the plan at this time. The Library will have to rely on telephones. Mr. Amour stated that the Library was directed to have its own plan because the Library has the most public present in the facility at any time. President Curtin inquired whether the Library plans to try the plan and Mr. Armour said that they are planning to have a drill some time in October. This will be conducted for the Library personnel and will be announced at the time ot the drill. REPORT ON STATUS OF NEW LIBRARY BUILDING - Jim Elliott, Financial Management Director Jim Elliott gave th. background d the plans for the new library, and distributed a fact sheet showing revenues, expenditures, budget additions, new facilities and State and other losses as forecast by the City Finance Department. The report shows maintenance for the new library to start in the budget for 1991-98, which could mean that the construction could be started as early as 1995. Dr. Lange inquired about the Growth Management Plan and any issues that might affect the library, and Mr. Elliott stated that because the projected population has not reached the anticipated level, the growth curve has changed drastically and that changes the requirements for the Growth Management Plan. September 15,1993 LIBRARY BOARD OF TRUSTEES Page 3 Branch Libraw Update Dr. Lange stated that Library Board Trustee McCann had met with the leasing agent for Plaza Paseo Real and the owners came back with a revised proposal eliminating the 50 percent increase at the end of the third year. The rent would be as originally proposed at 80 cents per square foot for the first two years and in the third, fourth and fifth years there would be about a $6,000 a year increase. Dr. Lange stated he was pleased with this offer and it was presented to the City Manager. It was approved and will go to the City Council for final approval. Dr. Lange stated this would be a better location for the branch library and will improve the staff work space. This will be a more visible location and will establish this area as the location for the new library. The Board Members expressed their approval of the plan to move the Branch Library to the Plaza Paseo Real. Follow-up on Partnershim for Chanae Workshop Arranaements Dr. Lange reminded the Board of the Workshop to be held September 21 and 22, and invited the Members to attend the kick-off luncheon. All four Board Members indicated they would attend the luncheon. Geoff Armour stated that subsequent to the last Board Meeting where he suggested attending the Wednesday session, the State Library suggested that the Board Members attend the luncheon on Tuesday. In reply to query about the schedule for Wednesday, Mr. Armour stated that he understood those sessions would be for the staff of the facilities. 3M Self-Checkout Machine - Video Presentation Dr. Lange stated he will make a presentation to the Friends of the Library tomorrow night for funds to purchase one of these machines. The cost is $1 8,000, with approximately $2,000 for maintenance. Last week, Dr. Lange met with the Director of the Pasadena Library where one of the 3M self-checkout machines is installed. That library is very happy with the machine and will purchase four more. This rnxiine will be in addition to the present checkout facilities and could be placed anywhere in the Library. The /ideo was shown at the conclusion of the meeting. Budaet UDdate Dr. Lange stated there is M) additional information at this time. Partnershim for Chanae Grant Award ’ Dr. Lange reported the Caliiornia State Library has informed him that the Centro de lnformacion (PFC) program has received the $So,OOO grant award, effective immediately. This is the third year that the State of California has received a waiver and an agenda bill will go to the City Council on September 28, 1993, to accept the grant. September 15,1993 LIBRARY BOARD OF TRUSTEES Page 4 Dr. Lange stated he will be attending meetings at the State Library and the League of California Cities. Copies of a letter the Library sent to Mary Kloeffler, Mary's Little Lamb Day Care Center, with regard to the Library policy on two-year olds attending the storyhour were distributed. A copy of the policy was also distributed to the Board Members'to explain why all two-year olds must be attended bv an adult. Geoff Armour stated that they would like to accommodate the day care two-year olds, but it is not possible with the limited staff and space in the Library. He said that perhaps something can be done to provide a time for them on a monthly basis, or in connection with the grandparents program. Dr. Lange continued his report, stating that when he makes his presentation to the Friends of the Library tomorrow night, he will ask for $49,189. This will include a curb-side book return, bookcases for the Branch Library and the 3M self-checkout machine, including software and attendant costs. This also includes support of muiti-copies of best sellers, books on tapes and the children's programs at the Branch and the Main Library. The Friends have funds available and Or. Lange stated these are all items that are needed. Or. Lange referred to the handout on SB 566, and asked the Board Members to write lettirs to the Governor urging him to sign SB 566. This bill will help libraries throughout the State of California Barbara OnNell reported there will be a book sale on October 2,1993, and stated that the mini-book sales are doing very well. She said that for the fiscal year of 1992-93, a profit in excess of $1 1,OOO was made on these sales. The sale of magazines has topped $lO,OOO, with Over $6,OOO at the Branch. Ms. Otwell reported on the election of a new Board for the Friends and stated that the membership has increased with the corporate members. No report. SERRA AOVlSORv BOARD: Board Member Woodward stated the next meeting of the Serra Advisory Board will be next Thursday. None. ADJOURNMENR By proper motion, the Regular Meeting of September 15,1993, was adjourned at 4:45 p.m. Respectfully submitted, Harriett Babbitt Minutes Clerk ADULT LEARNING PROGRAM Monthly Report August 1993 - 1. - 2. _I 3. - 4. - 5. - 6. _. 7. Computer Lab - CD-ROM players were installed on the 3 computers. - A multimedia encyclopedia was installed. - Modems were installed in the computer lab and office and connection was made to OTAN, an on-line network of adult education programs throughout California. -Intensive individualized training of tutors and learners continued throughout the month. Several learners are now using the lab independently, in addition to their tutoring sessions. Tours and Orientation to Computer Lab -On August 18, the five Library Trustees were given a tour and hands-on orientation to the Computer Lab and its software by five of the volunteer computer trainers. -On August 23, Assistant City Manager Frank Mannen visited the Computer Lab and received a hands-on introduction to its capabilities from the volunteer Computer Lab Coordinator and a volunteer computer trainer. Partnership with Key Technolosies On August 18, the Coordinator and the volunter Computer Lab Coordinator met with the Vice President and the Marketing Director of Key Technologies, Inc., of Del Mar to plan a working partnership. The Adult Learning Program will identify 8-10 adult learners to participate. Each learner will be given an extensive learning evaluation, valued at $300 per person, by Key Technologies. Key Technologies will provide all workbooks and software necessary for the learners to trial test their LOCAN reading program. Tutor Traininq Ten new tutors were trained August 4-8. Intake of Potential Learners and Tutors Intake of potential learners remains strong, but volunteer tutor intake is down throughout the county. This is resulting in waiting lists of learners at every program. Fax Machine The Adult Learning Program received its fax machine, purchased with matching state grant funds. The fax number is: 720-762 1. CALPEP traininq On August 27, the Coordinator and a volunteer tutor/computer trainer attended the State Library's training in use of the revised forms/procedures for tracking learners' progress. Called "CALPEP1' (California Adult Learner Progress Evaluation Process), the tools will be used by all 92 library literacy programs in the California Literacy Campaign. LA COSTA BRANCH LIBRARY Monthly Report August 1993 *CIRCULATION* Branch circulation totaled 19,768 items during August. The total included 9,950 adult items, 7,106 children's items and 2,712 video tapes. hour or 760 each day. Hourly circulation increased 4%. Items circulated at a rate of 71 each *USERS* 13,956 people used the La Costa Branch Library during August. The hourly rate was 50 and daily, 537. *CHILDREN'S* The Summer Reading Program ended with an awards party on August 6. Children received certificates for completing the program and awards were given for the most well-rounded reading lists in each grade level. Courtesy of the Friends of the Library, the children were entertained by the musical trio, Jackstraws. Other programs included two preschool storyhours and a tour for a Mission Estancia first grade class. "YA COLLECTION* Young Adult books began arriving which were ordered from the Children's State Grant. an additional book case to house the separate collection. It will be located between the adult area and Children's. A request to Friends has been made for *NEW BRANCH* The possibility of relocating the Branch Library came to life again this month. which allows approximately 300 additional square feet in the Children's Room, improved restroom facilities, staff work areas and lounge. There is concern that the fully loaded shelving will exceed the floor load capacity.. The Branch Manager has developed a floor plan CHILDREN'S DIVISION MONTHLY STATEMENT AUGUST 1993 August was the month of the final weeks of the Summer Reading Program, the final festivities and awards and a time for Children's Library staff to evaluate this year's program and the general direction that the program has been going and will continue to go in the future. The final programs for the month included an educational wildlife program, a magician and. a program tied in with the county summer program theme of gems and jewels. All of these were thoroughly enjoyed by parents and children, but there were some educational entertainers are chosen from a list provided by the county library committee. These entertainers are familiar with the theme of the summer program and.try to incorporate itinto their programs when possible. They are also familiar with working with libraries and promote library use and a little library information, as well. Our magician told the children that they could find books on magic in the libraryand where they could find them. We noticed a demand for magic books in the following weeks! Our Treasure for the Treasure Hunt included rocks and minerals that the children had learned about during the summer from educational programs. 4 elements included in even the entertainment programs. Our The Awards program for the end of summer was held in the City Council Chambers and even that space was overflowing. Children's staff and Centro staff cooperated in presenting awards to the volunteers who had helped during the summer and to the children who had read the best quality books. The other programs for the month included the Grandparents and Books program organized by a volunteer, Dorothy Raymond, and our party for all participants in the program from Main and Centro. After the program was over, Children's staff had a meeting to discuss the program and ways that we could improve it, as well as plan for fall programs and the coming school year. About five years ago, Children's Library staff decided to move away from the idea of the Summer Reading Program as being a:"numbers game", with an emphasis on reading many books. This tended to reward the children who were already expert readers. Our direction in the past few years has been to encourage continued reading during the summer and to emphasize quality over quantity. The county-wide program still continued to award prizes for specific numbers of books, howeverrand our staff did have to work within that framework. A change in philosophy in the county-wide Children's Services Committee, which does the planning for the program, made it possible for Children's staff to complete the reorganization of the Summer Reading Program. As the staff evaluated the program at the end of summer, they felt that it had worked well, reaching over a thousand children, encouraging both expert and poor readers to continue reading during the summer, and emphasizing quality reading and deemphasizing prizes. The staff hopes to do some'lfine tuning" of the program next year, but are generally pleased with present organization of the program. , CIRCULATION DIVISION PIUGUST 1993 Although August is traditionally the vacation month, the number of patrons visiting the library this month was 47,315. This was an increase of 5,443 patrons over August 1992. Video cassette, book and compact disc circulation also rose. The video cassette circulation is especially noteworthy. With approximately 7,000 videos housed in the Main Library, slightly over 15,000 video check outs occurred in August. New personnel welcomed to the Circulation Division included 8 pages, 2 clerks, and 1 Homebound volunteer, Mabel Johannes. Two pages, Francis Vrabel and John Muir, were promoted to clerks in Periodicals which is part of the Reference Division. The other new hires are due to budding college careers. Bev Wade and Sandra Puccio, both Circulation clerks, currently are enrolled in the Library Tech curriculum at Palomar College. They still are maintaining their part time positions at the Circulation Desk. Lisa Lockhart has been trained in the repair of video cassettes and will supplement her clerk duties with that of technician. The pages have been busily rearranging the book and compact disc shelves in order to make the stacks more user friendly. The timing of this shift of holdings coincides with the beginning of the academic year. Many of the shelves were too crowded, making retrieving or shelving books difficult. The Circulation Division continues to try to implement the Library's policy of serving the patrons with friendly courtesy and efficiency. COLLECTION DEVELOPMENT AND ACQUISITIONS STATISTICS REPORT August 1993 Items Received Total Baker & Taylor Direct -------------- ................................... Books - Adult Main 341 272 69 Branch 28 26 2 Centro 2 0 2 subtotal 371 298 73 Books - Children Main 178 Branch 274 Centro 46 subtotal 498 120 58 194 80 0 46 314 184 Audio - Adult 188 149 39 Audio - Children 170 1 169 Video 106 30 76 Total Received 1,333 792 541 Orders Placed Aug. 1993 Fiscal Year to Date -I----------- Orders Requests (items) 114 1 , 511 214 2,969 Videos Received from PMSC after being cataloged (Professional Media Services Corporation) 0 videos Genealogy - Local History August Statistics FY 1993 1994 HOLDINGS : Current Month Additions Toto1 Total Total Additions Holdings Holdings Current FY Last FY Titles Volmes 141 193 422 28 , 048 27,626 519 36 , 006 35 , 487 Description of holdings: Titles Volumes Books Books - Microform Periodicals - Bound Periodicals - Microform Microfilm (census, etc.) BCQl<S - GEN-CIRC 8,319 10,541 636 16,279 15,027 384 2.792 _, -- 1,538 127 179 183 4,012 4 , 037 Microforms added this month: Film Fiche none CALENDAR YEAR GOALS: This month Total calendar year Volunteer hours Programs held Xttarriiince NSDCGS book expenditures ACTIVITY: This Month 36 222 4 32 -- 136 1,496 $2,186 $15,930, This +r - Total Total Month This FY Last FY Last EY 14.714 1 , 298 +3 2 , S60 E;n --- 50 Reference questions 1,301 Daily average 50 Researchers registered 1 , 0 5 8 Daily average 41 Circulating checkout 183 -- dV 995 +63 JQ, SO6 78 +3 -- 151 +32 321 1.791 DISTRIBUTION OF RESEARCHERS: City This This State Month FY This This Month FY This Month This FY County Carlsbad Del Mar area East S.D. area Encinitas area Escondido area Fa1 lbrook Oceans ide S.D. City etc. San Marcos Vista 1 1 ..207 14 14 384 38 38 99 124 75 314 311 81 235 prial 1 Kern 1 Madera 2 Oranse 82 Los Anseles 28 Riverside 29 San Bernard 5 Santa Clara 7 Other 60 2 157 59 11 4 5 44 75 41 4 1 139 cn LLI 0 > yv Lll Cn 4 Lu e n 4 m I FY 93-94 Media Graphics JUL AUG SEP OCT NOV DEC 1 I GRAND TOTAI PARTNERSHIPS FOR CHANGE / CENTRO DE INFORMACION Monthly Report August 1993 1.- Centro de hformaa6n Newsletter. Over 1200 copies of the July/August Centro de Informaci6n Newsletter were distributed widely in the community during the first week of September. 2.- children's Pro$- ' E. August 5 was the last day of the Summer Reading Program and we ended the program with 110 children enrolled. On August 12 at the City Council I Chambers four children from the Centro received awards for their outstanding participation in the Reading Program. On August 17 children participated in a coloring contest and on August 27 a group of children learned how to make their own puzzles. 3.- Art DisDlav. During the month of August an art exhibit by Juan RUiz a young Hispanic artist, took place at the Main Library. He is a Carlsbad resident, graduated from Carlsbad High School, and presently attends classes at MiraCosta College. 4.- Media Photo. On August 5 a photo of the Jelly Bean contest winners appeared in the Carlsbad Sun newspaper. The first prize winner was a four year old boy who participated from the Centro. 5.- City Council Vit. On August 1 council members Ramona Fhda and Julianne Nygaard, accompanied by our Community Partner Ofelia Escobedo, visited the Centro. They were interested to know how the Centro is helping our community and how children and adult patrons are using the Centro and the Main Library as resources to learn more English. 6.- AssmblVman. On August 4, State Assemblyman Bill Morrow visited Lola's Market and spoke with our Community Partner Ofelia Escobedo. She gave him more information about the Library and the Centro. 7.- Division Heads Meeting. The Library Director and Assistant Library Director have asked the Centro Supervisor to attend division heads meetings, starting with the August meeting. 8.- U~mding Cirmlation Computer. The Centro upgraded the circulation computer with a new light pen to scan the barcodes for check-iri and check-out of materials, greatly saving time for staff and patrons. 9.- Smnish Momtion Packet. Centro staff and volunteers have been in the process of revising and changing some information from the Spanish library information packets given to new patrons. REFER.ENCE ACTIVITIES FOR AUGUST 1993 I# Reference statistics continue to soar with 6,022 questions received during the month of August, an 880 increase over last August. Reserves climbed to 1838, a 530 increase over iast year. Staff use of in Internet and the resumption of online searches for the public put the total number of searches for August at 30, an increase of 19 over last August. Fax usage has doubled, with 31 9 transactions for the month. A total of 10 students attended reference skills classes on Thursday mornings in August. For the first time, there were two deaf students, one who came with an interpreter. Calk attended an Investment In Excellence facilitators’ meeting on August 10. On August 20, Char went to San Diego Main Library to review the results of the pilot Reference Effectiveness Study done in May-June. (see attached summary report 1. Char also represented Carlsbad Library at a CLASS internet meeting . at Rancho Penasquitos Branch Library on August 26. The purpose of the focus group was to look into the possibilities of using the Internet in California public libraries, especially for reference. Ann atteneded a library card drive meeting on August 30. CALIFORNIA STATE LIBRARY - PILOT REFERENCE STUDY RESULTS SEPTEMBER 6, 1993 By Charlene Kennedy, Head of Reference Services, Carlsbad Library $1 The following results are an interpretation of 50 questionnaires that were filled out by Carlsbad Library patrons and reference librarians from mid-May to mid-June 1993, by Tom Childers and his staff at Drexel University. I, A. PATRON INPUT: Library patrons of the Carlsbad Library are perceived as close to the norm with regard to being demanding. Reference questions appear to be "extremely complex" as compared to the norm. B. LIBRARY INPUT: Many patrons found exactly what was wanted when librarian reported collection was weak or that books were needed in another area. This may or may not be a problem. The level of staffing may be adequate in some libraries, but not in others. It is likely that reference philosophy/ policy/procedure was not a major factor in lowering your score. According to the results for Carlsbad Library, a staff morale problem is not indicated; it is likely that skill and knowledge do not represent a problem in your library. If. OUTCOME: Potential is in the "upper excellent range." According to these results, success is in the "upper good range." Success is below potential: reasons reported were "only partly or not enough time" and "only partly or not enough help and explanation.'' STRENGTHS: Facts & statistics, biographical information, catalog. WEAKNESSES-COULD BE IMPROVED: Explanation of particular source or the library, consulting Reference Staff Too Busy: 16.67% Directed Rather Than Helped Search: 50% Collection Weak or Outdated: 33% 111. CONCLUSION: Librarians need to spend more time with patron, guiding him or her physically to source and help to use that source. Too much time is used up by librarians doing clerical tasks, i.e. reserves, book, audio, and video transfers that take away valuable time that could be spent consulting with patrons with reference questions. Technical Services ~clport. August 1993 In August, Technical Services staff added 1,130 books and ,286 audiovisual items to the library's collection. A total of 981 books and 102 A-V items were withdrawn from the collection. One of the most interesting activities this month was the preparation for making the library's catalog available on Main Street, a premium channel on Daniels Cablevision. We worked with the programers who were writing software so that the cable system could communicate with the library's software. Although the Main Street test site in Cerritos provided access to a copy of the Cerritos Library's catalog, it was not "livegg. In other words, although users could see what the library owned, there was no way to tell if a particular copy was available or checked out. As far as we know, Carlsbad is the first Main Street site with the catalog available online, providing current information to the viewer at home. If all works as planned, viewers will be able to search for anything the library owns by author or title and for audio and video materials by genre, e.g.! "Comedy" for videos, "Jazzgs for audio cassettes and compact disks. We believe subject access will be available as well. Library users made 302 calls to the library's dial-up catalog in August. CARLSBAD CITY LIBRARY DISASTER RESPONSE AND RECOVERY PLAN I. INTRODUCTION 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 deci- sions and take action. take hold and the resulting damage is generally irrevers- ible. After that, mold and mildew begin to Since water damage is likely to occur in any fire 1 related disaster as well as in a number of other circum- stances and since speedy reaction and treatment is required, the salvage procedures in this plan focus on the activities that are necessary to prevent water damage. I1 LIBRARY MISSION The library's mission in a disaster is TO PROTECT HUMAN LIFE AND TO PRESERVE LIBRARY RESOURCES. mission, this plan provides for the establishment of two staff teams: a DISASTER PREVENTION TEAM (DPT) and a DIS- ASTER ACTION TEAM (DAT.) I11 DI SASTER PREVENTION TEAM (DPTI To accomplish the 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 BRANCH The main responsibility of the DPT will be the preven- The team will meet at least tion of foreseeable disasters. 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. Spot checks of safety equipment and 2 I I (See APPENDIX A - DISASTER PREVENTION CHECKLIST.) The DPT 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 ROS- TERS. ) 2. Maintain an emergency resource inventory in secure locations in each library. 3. Designate priorities for salvage and disseminate information to key staff and to outside emergency personnel (See APPENDIX C - COLLECTION AND RESOURCE PRIORITIES.) 4. Plan and direct in-house training and briefings for all staff and coordinate outside training conducted by city safety personnel, such as use of 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- 5. cy exits, fire extinguishers, pull alarms, shut- off point for gas, water, electricity and 3 locations for priority materials to be saved. (See APPENDIX D - FLOOR PLANS.) 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 BRANCH HEAD OF CHILDREN'S SERVICES HEAD OF CIRCULATION HEAD OF REFERENCE HEAD OF TECHNICAL SERVICES HEAD OF GENEALOGY 61 LOCAL HISTORY The division heads serving on this team will each have designated alternates and will train all of the members of their divisions to handle the assigned responsibilities. 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 4 damage to these resources and are in a position to make judgments about salvage and discard. 1. Chain of Command During normal 8:OO A.M. to 5:OO P.M. operating hours, the chain of command/notification will be as follows: LIBRARY DIRECTOR, ASSISTANT DIRECTOR OR SENIOR REFERENCE LIBRARIAN IN CHARGE. From 5:OO P.M. to 9:00 P.M. Monday through Thursday and on Saturday, the reference librarian in charge will be responsible for all immediate decisions, will notify the Director and Assistant Director and will remain in charge until the DAT is assembled. 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.) 2. Duties of DAT Members a. Library Director (Team Leader): The Team Leader will be the first person notified by emergency personnel and will then alert all members or al- ternates of the DAT. Essential members or alter- nates will be those whose collections are directly involved in the disaster and who will be needed to make salvage decisions. 5 The Team Leader will be in constant communication by phone the city's Emergency Operations Center (EOC) at the Safety Center, which will serve as the alter- nate seat of government during any major disaster. The basic responsibility for the Team 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 develop- ments, disseminate information from the EOC and outline needs and strategies for action. with the Branch and with b. AAL: As- sists the Team Leader as directed. Handles fiscal control and all budget needs. tion channels. Secures communica- c. Head of Technical Services: Secures bibliographic records, manages any problems with the computer system and provides a liaison to Information Sys- tems. . d. Head of Collection Develoment: Keeps a record of damaged materials. e. Head of Reference: Responsible for emergency shutoff of utilities, 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. f. -: Responsible for emergency first aid and medical supplies and arranges for volunteer help from part-time staff. 6 g. Assistant Director/Head of Collections/Head of Technical Services: General damage assessment, to include determining the extent of damages to all collections and resources, setting priorities for salvage and making decisions about what should be salvaged and what should be discarded. (See AP- PENDIX E - MATERIAL DAMAGE REPORT.) h. Head of Children's: Secures food and water and all other necessary supplies except medical and communications. . i. Head of Branch: Manages all Branch emergency operations and stays in close communication with the main library and the EOC. (See APPENDIX F - BRANCH DISASTER PLAN.) V DISASTER RESPONSE PROCEDURES JN CASE OF EAR THQUAKE 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 7 NOT use broken windows as exits. More glass could be hanging in the frames and fall down. b. Remember that aftershocks could occur at any mo- ment. BE PREPARED. c. If 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. 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 . If gas or any foreign odors are detected, do not use matches or candles. doors, shut off power, exit the library and report the problem to the DAT. d. e. Open windows and/or f. Do not use the elevator. g. 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. h. Assist handicapped persons, but do not overpower them. Explain what you are trying to do before doing it. a Keep an eye out for loose overhead fixtures and ceiling tiles. If anything appears to be loose, avoid walking underneath. Tune library transistor radios to Station KSDO (1130 AM, 102.9 FM) or KCBQ (1170 AM,) for commu- nications and instructions from the outside. Local instructions by phone, radio, or courier will be received from the city EOC. In the event that all communications (phone or radio) are down, the Emergency Operations Center (EOC) will acti- vate an existing network of amateur radio opera- tors who have volunteered to direct safety person- nel in vehicles to check on situations at all city facilities not in communication. IN CASE OF FIRE 1. 2. 3. 4. The first staff person who actually SEES a fire should go to the nearest pull alarm and activate it. At'the sound of the alarm, those staff members near public areas should direct all patrons to the nearest exits. At the sound of alarm, the librarian in charge or someone designated by the librarian in charge 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 I e 9 and services within the library and inform everyone that this is not a drill. 5. 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 per- mission, DO NOT TRY TO FOLLOW THEM. Inform FIRE or POLICE personnel that someone has gone back into the 6. Once outside, If someone does go back in library. 7. 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. 8. 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 9. PULL ALARMS. Call 9-911 instead and try not to create unnecessary panic. evacuation is necessary. come to the building within a short time, then the librarian in charge at the time will have to make the decision. Let FIRE personnel decide whether If emergency personnel cannot . 10 10. If the fire is in electrical equipment, shut off the power source (main switch, breakers, etc.) 11. 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. IN CASE OF MEDICAL EMERGENCY 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 loca- tion of the victim. Quickly perform these four steps: a. Have someone call for help. b. 2. Ask victim "Are you OK?11 and What is wrong?Ir to establish the degree of responsiveness. c. Check breathing and give artificial respiration if necessary. d. Control serious bleeding by direct pressure on the wound . e. Xeep victim still and comfortable and have them lie down if necessary. 11 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 three library first aid kits located under the counter in the administrative office area, in Technical Services, and in Reference. (See APPENDIX G) 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 re- ported through the DAT or the librarian in charge during duty hours and by emergency personnel 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 12 notified to manage any problems involving the computer system and to coordinate with Information Systems. Children's staff would secure flashights from public service desks to supplement the li- brary emergency lights and would direct patrons out of the building. A crash of a vehicle or an aircraft into the li- brary 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, espe- cially for medical emergencies would be handled as in FIRE, EARTHQUAKE and MEDICAL EMERGENCIES 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 9 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 Planning Zone designated around the San Onofre station. Regardless of the type of accident, there would be a fair amount of time to prepare - and respond. The procedure in the event of such a nuclear disaster is as follows: 8 13 I 1) Staff and DAT remain alert to unfolding events. Tune in to local emergency radio/TV news stations for information. 2) 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. MAJOR DISTURBANCES A major disturbance would most 1,ikely be a riot, an assault or some other form of potentially life- threatening violence. tions is safety and protection of staff and public. The first staff member who learns of the situation and Priority concern in these situa- I 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 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 Staff in a position to do so , 14 action must be taken in each instance. The following steps will be followed: 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. LIST.) Staff responsible for computers and other electri- cal machines will turn off all machines before leaving their work stations. (See APPENDIX I - BOMB THREAT CHECK- WALK, DON'T RUN, while exiting the library. Pro- ceed 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 re- turn. Report all 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 15 increased international tension and increased readiness rather than on an unexpected attack. 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 proce- dure will be followed: a. Citizens will be provided crisis information and a The basis for warning through the national Emergency Broadcast System (EBS) that is activated by the President in a time of emergency. 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. Most local radio stations b. SALVAGE PROCEDURES FOR WATER DAMAGED BOOKS Water damage resulting from fighting a fire or from sprinklers, storms or broken pipes, would be the least likely type of disaster to cause injury or to threaten life. 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 16 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 Heads of Technical Services, Collection Development and any staff assigned to help will make a record of the locations of water damaged books within the stack areas. This record can be noted on a copy of the library floor plans. the library taken by the Head of Media Services can be valuable and should be developed as soon as possible. 2. If water is still falling on any of the books, Refer- Photographs of the interior of ence staff will secure plastic sheeting from emergency 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. enough staff available to work at every location, START WITH THE BOOKS IN THE REFERENCE AND GENEALOGY SECTIONS. If there are not Then follow with the priorities lis_ted in Appendix C. 5. One staff member will be instructed to obtain FREEZER WRAPPING PAPER from emergency supplies and bring it to the work teams in the stacks. 6. The courier will bring up to the library a supply of milk crates stored in the city warehouse. 4 17 7. 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. 8. 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 of the emergency and request their tance. 9. assis- The designated resource for this purpose is: SAN DIEGO REFRIGERATED SERVICES 233-7751 or 1-800-522-1591 The soaked books cannot be held in the library for nore than 48 hours before irreversible damage occurs. Trucks from San Diego Refrigerated Services will arrive within two hours of the library's request for assis- tance. 10. Should the volume of materials be too great for trucks from SD Refrigerated Services, the Assistant Director will request assistance from Utilit.ies/Maintenance for city trucks to assist with the transport of water soaked materials to San Diego. 18 APPENDIX D t E I u) > 0 '2 W c3 f5 c sg .z m a s W - H c u, s2 t x W 1 3 0 5 CIRCULATION ' z w c a 8. w 0 I L a . I I I f 8 f - Q f 0 I' . APPENDIX D v) 0 I LL W 2 N N 8 z a Y I' I I I I I I I I I I I I I' I I . n I c DRAFT LA COSTA BRANCH LIBRARY DISASTER PLAN CHAIN OF COMMAND: Branch Manager Assistant Library Director Assistant Branch Manager DISASTER ACTION TEAM (DAT) APPENDIX F All members of the Branch staff shall be active members of the DAT. Their tasks are as follows: < Branch Manager: 1) Will be the first person notified an8 will alert all other staff 2) Will be in constant communication by phone or radio with the main library and the EOC (Emergency Operation Center) 3) Will give overall direction to DAT 4) Will meet with Branch DAT each morning to assess developments, disseminate information from the EOC and outline needs and strategies for action Branch Assistant: 1) Will act as alternate DAT Leader 2) Will assist the Team Leader as directed and coordinate efforts of other staff Part Time Staff: (Each part time staff member shall be assigned * 1) Secure all necessary emergency first aid medical supplies 2) Secure food and water and all other necessary supplies 3) Secure radios, phones, walkie-talkies, and emergency 4) Photograph damages the responsibility of at least one of the following tasks.) communication channels **5) Secure proper tools for gas and water turn offs. *All supplies shall be stored in storage closet in Meeting Room, Task to be assigned by person incharge at time of disaster. **All staff shall be trained to turn off gas, electricity and water. I' 2 LA COSTA BRANCH LIBRARY DISASTER PLAN (cont. pg.2) In the event of a mayor disaster hitting just the Main Library all branch staff will be immediately made available to assist in clean up operations. branch for increased traffic due to possible curtailment of public activity at the Main. If a major disaster struck only the Branch Library, it is expected that appropriate Main Library staff would assist in the assessment of collection damage and salvation instructions. Care will be taken however to staff the 3 DISASTER RESPONSE PROCEDURE - Branch In Case of Earthquake Same as Main Library Procedure. (See page 11) In Case of Fire 1. The branch is equipped with smoke and heat detectors, however if evidence of fire is discovered before electronic detection syster is activated, dial 9-911 immediately to report fire. 1/ 2. Staff should direct public to the nearest exists. Make sure people in the meeting room are also alerted and directed out doors. Inform everyone that this is not a drill. When public has bee+leared from the facility, steff should also leave by the.nearest exits. Once outside, staff should stay in proximity of each exit to make sure no one re-enters the building. If someone does go back in before fire or police personnel giv,e permission, DO NOT TRY TO FOLLOW THEM. Inform fire or polic personnel that someone has gone back. < 3. 4. If any serious injuries are discovered, inform emergency per- J sonnel immediates. Call 9-911. 5. If fire is in electrical equipment, shut off the power source. 6. If it appears that fire is small enough to be easily or immediately contained, use one of the extinguishers mounted in the library. (see marked floor plans) Make certain you are nearer the exit than the fire is. DO NOT BECOME TRAPPED. In Case of Medical Emergency Same as Main Library Procedure. (See page 14) - In Case of Other Emergencies Same as Main Library Procedure (See page 15) Salvage Procedures for Water Damaged Books If water damage occurs to Branch collection, Branch staff will assume assistance from Main Library staff for assessment and salvage instructions. (See also Salvage Procedures on page 19.1 EMERGENCY SUPPLIES First Aid Kits - (including'water and radio) One first aid Kit in a green nylon bag is stored under the Circulation counter to the right of the inside book- drop. It is on the top shelf. 4 gallons of water and a transistor radio is stored in the same area. (Batteries for the radio are in the refrigerator inxthe workroom. Basic Supplies The emergency.supplies listed below are stored under the computer workstation in the workroom: Black markers Plastic trash bags Plastic sheeting Flashlight Towels and rags Scissors Extension cord Sponges Rubber gloves Note pad Rope Tape gun Wax paper Heavy gloves First aid booklet tablets . c El Camino Real f I I I September 9, 1993 TO: LIBRARY BOARD OF TRUSTEES FROM: Liirary Director PARTNERSHIPS FOR CHANGE WORKSHOP The Partnerships for Change Workshop will be held in Carlsbad on Tues- day and Wednesday, September 21 and 22. The Workshop will start with lunch at noon on Tuesday in the Terrace Room at the Carlsbad Inn. You are cordially invited to attend the lunch. You will have the opportunity to meet Gary Strong, the State Librarian, and also to hear his remarks following lunch. Please let me know at the Board meeting whether or not you will be able to attend. CLIFF MGE TRAINING AGENDA TUESDAY. SEPTEMBER 21. 1993 I 11~30 - Noon Registration Noon - 1:15 Lunch 1:30 - 2:30 Introductions Building Partnerships 230 - 4:30 Walking Tours ... Centro de Informacion ... Community Tour 600 - I30 Dinner WEDNESDAY. SEPTEMBER 22.1993 830 - 900 Continental Breakfast 900 - Noon Sharing Community Successes and Challenges Broadening Our Vision of Collaboration Noon - 1:15 Lunch 1~30 - 3:15 3~15 - 3:30 Exploring Trends in Effective Community Partnerships Wrap up and Evaluation 3M Tattle-Tape'" SelCheck System 3M Tattle-Tape" SelfCheck Svstem How it works he system emulates the same irocedures to process materials that ibrarirns use. When a patron plzces 3 library card in the system, a scanner s activated that reads the bzr code xd then accesses the user's zrtabrse. If he or she is an approved :atrcn, screen graphics appear that 2xplain how to position the item for 321 code scanning. The system then Jerifies that the item can be Zirculsted, c5ecks the item out, Security Sirip and prints out a date due slip - all in a matter of seconds. If patrons are not approved borrowers or there is same other problem or information to convey - such as fines owed or materials on hold for them - the screen simply spells out the appropriate message or asks them to go to the front desk. Integrates completely with automated circulation systems jesensitizes the 3fvl Tattle-Tape The 3M Tattle-Tape SelfCheck System is already compatible with many automztedcirculattion systems. And 3M is working closely with suppliers to further expand this interface network. Easy, custom programming The system also feeatures menu-driven reprccrzmming. It's so easy to use, ycu crn reprogram it ycurseif in a few minutes. You can ckccse from a variety of different instructioflzl messzges and even rdd Personal Identification Numbers (PINS) to fur[her improve securiry. Featues and benefits %utcrmates library checkout, freeing staff time for other important tasks Built-in 3M Tattle-Tape Security Strip detection ensures that library security is not compromised Full-color graphics and user-friendly prompts are easy to follow Multiple Book Detection prevents more than one item from being checked out on the same bar code Built-in photocells keep patrons from substituting materials Advanced technology raster laser scanner reads the entire bar code area, enabling it to read even worn codes Only desensitizes books when approved by the host circulation . . system Automatically prints out date due slips, giving patrons a handy record : .of. transaction: can be programmed ' to print out slips singly or at end of transaction Simple to install wherever floor traffic demands Can be progrz --Ted with a wide variety of mezsc -3s and instructions to fit most libra$.tuations PIN numbers can be added for securii against misuse of lost or : stolen library cards Overall design md neutral beige cdor blends well into any library decor Bzcked by 3M's worldwide service and support network with virtually instant access to service technicians Already proven re!iable in a number of libraries For more information on the 3M Tztile-Tape Selfcheck System, contact your 3M representative at 1-800-328-0067. Specifications * Dimensions: Energy profile: - Color: 30.3" high x 18.9" wide x 25.6" deep Beige (770mrn x 480mm x 650mml Operates on a standard 110/120 volt 60 Hz circuit. Electronics designed for Shipping weight: Approximately 150 Ibs. (68.ag) total continuous operation. Require a .-. . at 120 volts. - +.** I.. operating current Of - e-. - 'Tattle-Tape' is a trademark 01 3M. 75-0500-01 57-9 (102.5) TP 3M Library Security Systems 3M Center Bldg. 225-4N-14 St. Paul, MN 55144-1000 In Canada 51 9-451 -2500 Q 1992 3M The Innovators in Library Materials Management. 1-800-328-0067 CALIFORNIA STATE LIBRARY LIBRARY-COURTS BUILDING P.O. BOX 942837 e SACRAMENTO. CA 94237-0001 August 30, 1993 Clifford E. Lange, Director Carlsbad City Library 1250 Carlsbad Village Dr. Carlsbad, CA 92008 ,/I{, & ,‘ I / L TELEPHONE: (91 6) 445-2585 Subject: LSCA 1-3.P25, FY 1993194, WP 92, Grant Award #40-2646 Title: Centro de Informacion Dear Mr. Lange: I am pleased to approve your grant application for the above named Partnerships for Change (PFC) program for a total of $6O,OOO in federal Library Services and Construction Act (LSCA) funds, effective immediately for the period ending September 30, 1994. The State Library primary consultant assigned to this program will be Bessie Egan, telephone (916) 322-0375. Please work with this consultant in implementing your project. The PFC Community Library Service Grants program award is based on your formal program planning, as described in your PFC Planning Framework. As careful planning is essential to the changes that PFC supports, I will be reluctant to make changes, without compelling reasons, in the categorical funding award this year, whether above or below the usual 10% adjustment allowance. As in the past with PFC grants, pll proposals to transfer funds among budget categories, even those below the 10% limit, must be approved by your State Library consultant. Your application shows that you have developed as excellent working relationship with your community. I am pleased to see the progress that has been made with the Centro and I hope that the linkage between the Centro and the Main Library will continue to evolve. I am also aware that you have begun to focus on the restructuring process and I know that your efforts will continue in the coming year. Funds allowed are as follows: 1993194 LSCA ADuroved budm Salaries & benefits Library materials Operating expenses Equipment (items over $5000) Program award Indirect cost (up to 10%) Total $45,500 2,556 7,500 0 55,556 4.444 Clifford E. Lange -2- August 30,. k993 On September 30, 1994, this grant program will be officklly closed and no new expenditures may be generated nor funded program activities occur. All unexpended and unencumbered funds must be returned by November 13, 1994. This program is allowed 60 days to liquidate encumbrances which were incurred prior to September 30. After the 60 day period, all encumbered funds which have not been liquidated must be returned to the State Library. Reporting on financial and program activities is required quarterly, on the forms enclosed, within 30 days of each quarter. A final narrative report is required and is due within 30 days after the close of the project, by October 30, 1994. The final liquidation report, if required, is ‘due and must be submitted by December 15. Thus, all reporting regarding this project must have been received at the State Library by December 15, 1994. Please note this clarification in procedure for Fiscal Year 1993194 regarding indirect cost. The indirect cost is withheld until the end of the project year. It is payable only if the grant recipient fulfills all project reporting requirements and returns all unspent grant funds by the time specified in the grant program. Failure to provide timely reports is a serious breach of a grant dpient’s administrative duty under the grant program, which may result in federal audit exceptions against the state and the loss of LSCA funds. The State Librarian may extend the final deadline for good cause. Requests for extension beyond the final deadline must be received in writing at least 30 days prior to the deadline at the State Librarian’s office. All required reporting materials are attached to this letter. This letter and the enciosed list of LSCA procedural requirements amend the Consolidated ApplicatiodGrant Award Certification document and must remain a part of all your existing Copies. Best wishes for a successful program year. sincerely, Gary E. Strong California State Librarian Enclosures cc: Barbarawill Judy Lee Liz Peralta Bessie Egan CARLSBAD CITY LIBRARY STATISTICS Aucrust 1993 CIRCULATION MAIN LIBRARY Print/Audio Video Equipment TOTAL: BRANCH Print/Audio Video TOTAL: CENTRO TOTAL: GRAND TOTAL: REFERENCE QUEBTIONS Centro Genealogy Children's Adult Online Branch Aug . Aug . 1992 1993 % Chancre 51,568 56,385 +9 8 , 907 15,443 + 73 26 13 - 50 60,501 71,841 + 19 16,244 17,162 +6 2.951 2.709 -8 19,195 19,871 +4 (In Main) 1,166 No comparison 79 , 696 92 , 878 + 17 --- 143 No comparison 1,298 1,301 -- 1,304 1,265 -3 5,142 6,022 + 17 , 11 30 + 172 1,805 2,367 + 31 TOTAL: 9,560 11,128 + 16 PEOPLE COUNT (Daily Average) Centro Main Library Branch TOTAL: ATTENDANCE AT PROGRAMS Centro Genealogy Adult Children's: Main Branch TOTAL: i INTERLIBRARY LOANS Requests by Carlsbad Received by Carlsbad Requests of Carlsbad Filled by Carlsbad NEW REGISTRATIONS Centro Main Library Branch TOTAL: Aug . 1992 17 1,610 515 2 I 142 31 65 636 100 --- 832 12 8 120 364 111 Aug . 1993 % Chanae 51 + 200 1,820 + 13 537 +4 2 I 408 + 12 24 - 23 136 No comparison 33 - 49 722 + 14 102 +2 1,017 + 22 157 + 23 158 + 32 396 +9 80 - 28 (In Main) 24 No comparison 732 877 + 20 166 195 + 17 898 1,096 + 22 2