HomeMy WebLinkAbout1995-05-24; Library Board of Trustees; MinutesMINUTES
MEETING OF:
TIME OF MEETING: 3:OO P.M.
DATE OF MEETING: May 24,1995
PLACE OF MEETING:
LIBRARY BOARD OF TRUSTEES
City Council Conference Room
CALL TO ORDER:
President Woodward called the meeting to order at 3:OO p.m.
ROLL CALL:
Present: President Woodward, Library Board Trustees L'Heureux and Moss. Board Trustee
Curtin arrived at 3:04 p.m.
Absent: Library Board Trustee McCann.
Also Present Were: Cliff Lange, Library Director
Geoff Armour, Assistant Library Director
Milt Cooper, Genealogy
APPROVAL OF MINUTES:
On motion by Library Board Trustee Moss, the minutes of the regular meeting held April 19, 1995, were
approved as presented.
AYES: Woodward, L'Heureux and Moss
MONTHLY LIBRARY DIVISION HEADS REPORTS
President Woodward referred to the reports contained in the packet and asked for comments or
questions.
Board Trustee LHeureux said she was continually impressed with the Adult Learning Program. She
thought the move to change a city ordinance to allow obsolete computers and other city equipment to
be donated to non-profit organizations is a good idea. Or. Lange stated that the Ctty Purchasing
Officer and Lynda Jones are working on this.
Board Trustee Moss stated she and her husband were impressed with the Adult Learning Pot Luck.
Board Trustee LHeureux asked about the "Hire A Youth" Program and was advised that this is a
federally funded summer employment program.
Board Trustee Moss asked when the ESL video will be released. Or. Lange said he didn't have a date
at this time.
President Woodward stated "Paws to Read" buttons and T-shirts are available in the Children's library
Dr. Lange mentioned that Wells Fargo is funding the Summer Reading Program for three library
systems now: Santiago, Inland, and Serra.
May 24, 1995 LIBRARY BOARD OF TRUSTEES Page 2
LIBRARY BOARD COMMENTS
President Woodward asked if it would be possible to change the date of the June meeting from the
21st to the 28th. Two board members will be out of town on that date, so it was decided to let the
meeting be held on June 21.
FOUNDATION WORKSHOP REPORT
Dr. Lange distributed information sheets covering how to start up and operate a Foundation, how to
budget, etc. He said he found the workshop very useful and informative. Monterey County Library
was used as a model, showing how to set up and operate a Foundation. Board Trustee L'Heureux
said she thought it was a "doable" thing. President Woodward said we have to consider who will run
the Foundation and thought we will need a consultant.
Board Trustee Moss noted that Newport Beach Library thought a Foundation was a conflict with the
Friends of the Library as it might take away donations to the Friends. Dr. Lange said he has discussed
it with the Friends Board and they informed him that they are only interested in raising money with
sales of books and running a book store in the new library. They agreed the Foundation should be
established with at least one person from the Friends on the Foundation Board.
Board Trustee Curtin asked if any Foundations have been established in the last three or four years.
Dr. Lange stated there are three that he knows of: Newport Beach, Monterey County and Thousand
Oaks. He added that this is a nationwide trend for libraries looking for survival. Board Trustee Curtin
said San Diego County is in bad shape economically and thought it would be questionable as to
whether people would contribute to a Foundation. Dr. Lange responded that we would go after big
business in the Industrial Park of Carlsbad in addition to bequests and charitable trusts. He reiterated
that this really is a matter of survival and thinks we really need to do this. Board Trustee Curtin
questioned whether the citizens would rather donate than be taxed for the library. He wondered if we
would want to consider taxing.
6 President Woodward said he was concerned about directors of these organizations. What kind of
money do they get and who would select the Executive Directof? Dr. Lange said he is still studying
this and has some potential candidates to look at. He also has a meeting set with the Ci Attorney
tomorrow to discuss the legal aspects. Dr. Lange stated it will be a lot of work but he thinks it is
worthwhile.
STRATEGIC PLANNING UPDATE
Dr. Lange reported that library division heads and two library board trustees attended the first meeting
with the consultant this week. He said we have a lot more survey information than we had the last
time we did surveys. Lots of people were interviewed who do not use the library. Dr. Lange said he is
interviewing city council members. Also, a library staff survey was conducted. The whole focus of
these surveys is to look at the library from the communi's point of view, not just the library's. The
rest of the meetings will be held mostly in June, while the library is closed for recarpeting. Board
Trustee L'Heureux said she was very upset with the session at first as she did not understand the
"jargon" being used. After discussing it more with various people she decided it is a process that is
valuable.
May 24,1995 LIBRARY BOARD OF TRUSTEES Page 3
Board Trustee Moss agreed that her group did not understand what was needed to be done at the
session. She thought that nobody learned anything they did not already know or suspect. Board Trustee Moss added that she felt we should not spend time and money on bringing in non-readers.
She said, if people do not read already they will never become readers. We should concentrate on
people who do read.
Assistant Director Armour said when non-readers find out we have videos, reference books, etc. they
are interested in using the library.
Dr. Lange said we need to do a better marketing job and more public relations on the library. He
stated we held business workshops in the library and we had a booth at the Chamber of Commerce
Trade Show last week. These are the kind of things that help to market the library.
1995-96 CITY CAPITAL IMPROVEMENT PROGRAM BUDGET
Dr. Lange distributed copies of the Issue Statement on construction of the South Carlsbad Library,
prepared by the City Finance Department. This statement was presented to the council at a workshop
on the Capital Improvement Program. Council did not make a decision at this workshop but will make
a decision on June 20, when they will hold a public hearing. In this Issue Statement, council were
offered three alternatives:
1. Move the planned library improvements back one year, which will defer the opening of the
South Carlsbad Library to 2000.
2. Upon opening the South Carlsbad Library, plan to close the Cole Library until its reopening is
required to meet growth management standards.
3. Maintain the planned construction of the new library beginning in fiscal year 1996-97 and
subsequent remodel of the Cole Library in 1998-99 as shown in the proposed CIP.
Dr. Lange stated he did not feel Item 2 is a viable option. He still wants to begin construction in 1996-
97. The major impact would hit the general fund around the year 2000. Looking at a one-year
remodel, there would have to be an interim facility while the Cole Library is closed.
Dr. Lange stated his major concern is that space problems are getting worse all the time. We will run
out of storage space very soon. We will also have to have the architects back and redo some of the
things we planned five years ago. This will be an additional cost.
Or. Lange and Assistant Director Geoff Armour have worked on the possibilities of running the new
library. We would have to have the six unfilled positions back. With those six unfilled positions back,
the new library could operate, especially with the help of the self-checkout machine.
PROPOSED RULES OF CONDUCT POLICY STATEMENT
Assistant Director Armour distributed a draft of the proposed rules of conduct policy. He said these
rules came from the division heads group initially because of an increasing and ongoing issue with
teenagers, junior high in particular. Mr. Armour stated that kids are not bad by themselves but when
they get together in groups behavior is out of control. In one instance, two girls engaged in an actual
fist fight, which eventually involved their mothers in the same kind of behavior. We need something in
writing to show patrons when serious and out of control actions occur. Board Trustee Curtin made
May 24, 1995 LIBRARY BOARD OF TRUSTEES Page 4
various suggestions for changes in the rules and said we have to decide how to administer the rules
and get legal advice. Mr. Armour noted all suggestions and will prepare a revised draft for the board's
consideration.
LIBRARY DIRECTQR'S REPORT
Dr. Lange reported that the recarpeting of the library will be done on schedule. The library will be
closed from Saturday, June 17 through Saturday, June 24. We will reopen on Monday, June 26.
There will be lots of publicity on this closing; there will be signs and a news release.
On the library budget, Dr. Lange reported there have been no significant changes and the budget will
be reviewed by the city council on June 6.
Dr. Lange said he attended a Planned Giving Workshop yesterday. It was outstanding, with lots of
good information. He will share more on this workshop at,the next board meeting.
The Friends book sale was very successful. Dr. Lange said there were more books than he has ever
seen at one of these sales and the Friends netted something in excess of $5,000.
The self-checkout machine has been moved to the main library. It has been functioning for two or
three weeks and the library will arrange to have volunteers assist patrons in using the machine.
Local Legislative Day was very successful. There were about 100 people in attendance, including
several legislators. The featured speaker was the State Librarian.
Dr. Lange reported that he attended CIA Legislative Day in Sacramento. He met with several
legislators to talk about Library Bond Act Bills and stated that Mr. Kaloogian and Mr. Morrow were both
concerned about the State's benefit indebtedness and the prevailing wage. Dr. Lange wrote Mr.
Morrow and sent him a copy of the State Analyst's report on the state indebtedrsss. Mr. Morrow did
call to discuss the matter but Dr. Lange was not here to receive the call and ha:: '.t been able to
reach Mr. Morrow since then. School librarians also attended and CIA will be 'II -- ng with them next
year.
. .
FRIENDS OF THE LIBRARY
No report.
GENEALOGICAL SOCIETY
Milt Cooper reported the Genealogical Society now has 61 1 members. People are coming from as far
north as Los Angeles and as far south as East San Diego. The library now has quite a reputation.
SERRA ADVISORY BOARD
President Woodward reported the Reference Committee applied for a grant to print an updated edition
of the brochure "Guide to U.S. Government Publications in San Diego County"; the Young Adult
Services Committee applied for a grant to conduct a resource sharing session to assist in better
serving teens and their needs; the Public Relations Committee applied for a grant to design and print
Serra Cooperative Library Informational bookmarks. All three of these grants were awarded by the
Serra Advisory Board.
May 24, 1995 LIBRARY BOARD OF TRUSTEES Page 5
PUBLIC COMMENT
None.
ADJOURNMENT
By proper motion, the meeting of May 24, 1995 was adjourned at 4:35 P.M.
mlly submitted,
'Pamela A. Batho
Secretary
ADULT LEARNING PROGRAM
Monthly Report
April 1995
- 1. Adult Learniw Promam Strategic Planning
Intensive work continued on the Adult Learning Program's strategic planning and restructuring. In April, planning focused on designing Tutor Orientations and
Tutor Trainings. Tutor Orientations will be held frequently and will be general
introductions to adult literacy, adult learners' needs, logistics of the Adult
Learning Program, and requirements of volunteers. At the completion of the 3-
hour orientation, potential tutors may sign up for a Tutor Training, which will be
limited to 8 new tutors at a time. Tutor Trainings will focus on specific
methodologies, making extensive use of the computer lab, and will be facilitated
by experienced tutors.
- 2. Learner Orientations
VISTA Volunteer Shirley Taylor and Program Coordinator Lynda Jones met with
the teams of adult learners who have started conducting Learner Orientation
sessions for new learners entering the program. Together, the staff and learners
evaluated the orientations held so far and planned how to incorporate
improvements for future sessions.
3. Small GWUD WritinP Class
Experienced tutors Elaine Tietz and Victoria Mack spent April developing
structure and materials for the program's first small group Writing class, scheduled
to begin May 10. The 2 tutors will work with 6-10 intermediate and advanced
learners one evening a week for 12 weeks, incorporating discussion, reading
comprehension, critical thinking, writing, and editing skills. The end product will
be an "Opinion" page in the program's Pen to Pawr writing journal. Ms. Tietz is
the co-author of ComDlete Book of Effective Personal Letters (Prentice-Hall) and
Ms. Mack currently works as an editor for a computer magazine based in
Carlsbad.
- 4. Peeasus West Satellite Promam
On April 18, Coordinator Lynda Jones and VISTA Shirley Taylor met with staff
and 6 clients at Pegasus West in Oceanside, a day treatment facility for chronically
mentally ill adults. Specific plans were made for starting literacy tutoring on-site at Pegasus as soon as a donated computer can be obtained. Lynda Jones is
working with City Purchasing Officer Ruth Fletcher and the Information Systems
staff on the possibility of changing a city ordinance to allow obsolete computers
and other city equipment to be donated to nonprofit organizations such as
Pegasus. Pegasus is pursuing other possibilities. Meanwhile, the 2 Pegasus clients
who will be tutors were given initial training by Shirley Taylor in the Adult
Learning Program's computer lab.
Adult Learning Program
April 1995 -2-
- 5.
6.
- 7.
- a.
- 9.
- 10.
Serving Adults with DeveloDmental Disabilities
On April 14, Lynda Jones met with Dr. James Cleveland, Director of Education
and Psychological Services for San Diego Regional Center, and with Judy Jamell,
Coordinator of the Independent Living program of Community Interface Services
in Carlsbad. Regional Center and Community Interface have over the years
referred many adults with developmental disabilities (primarily mental
retardation) to adult literacy programs. This meeting resulted in draft guidelines
that can be used by agencies serving adults with developmental disabilities and by
adult literacy programs so they can cooperate and ensure the clients’ best interests
are realistically served by both. Guidelines will be shared with other programs
throughout the county as they are finalized.
Annual Potluck and Proeram On April 22,Lover 100 adult learners, volunteer tutors, and their family members
celebrated another year of learning by having a potluck and program at Harding
Community Center. Special guests included City Council members Ramona
Finnila and Matt Hall, Assistant City Manager Frank Mannen, Library Trustee
Joan Moss, Library Director Cliff Lange, and Assistant Library Director Geoff
Armour. Five adult learners and two tutors spoke to.the gathering about how the
Adult Learning Program has changed their lives.
San DiePo County Libraw Adult Literacv Services
In April, the Adult Literacy Services of the San Diego County Library held a tutor
training at the County’s San Marcos Library for new tutors living in the Vista/San
Marcos area. The training was paid for by the San Diego Council on Literacy.
The County Library plans to offer adult literacy tutoring at the Vista and San
Marcos Libraries, cooperating with the Carlsbad and Escondido Libraries’ literacy
programs in serving North County.
Literacv Network
In April, Coordinator Lynda Jones chaired the Nominating Committee of the San
Diego County Literacy Network. A slate of Network officers and representatives
to the San Diego Council on Literacy Board of Directors was recruited, and
recommendations for changing the term of service were developed.
Classroom Reoreanization
Utilities and Maintenance staff on April 28 completed the first phase of relocating
furniture, primarily files and storage cabinets, to reorganize the classrooms and
computer lab. Final purchase orders were submitted for computers and furniture.
California Libraw Literacv Services Grant (CLLS)
The third quarter report to the State Library for the library’s CLLS grant was
submitted.
CHILDREN'S SERVICES
MONTHLY STATEMENT
APRIL 1995
In Children's Services, our circulation topped 19,000 for the month and reference
questions were over 2,000.
Spring Break, but were held during the rest of the month. Regular programs were:
Storyhours for 2 to 5 year olds, Storytime for 3 to 5 year olds, Grandparents Storytime
for 4 to 10 year olds on Saturday morning (Grandparents Storytine celebrated its
second year anniversary this month.), Prime Time Club for lst, 2nd and third graders,
and Storycraft.
presents a story and then the children do a craft that is related to the story in
some way.
Some of our regular programs were suspended during the
Storycraft is designed for preschoolers and their parents. It
Our two special programs this month were The Story of Passover and the Short Story
Contest.
program that explained the origins and customs of Passover and included songs,
puppets and food.
Judy Shupack presented the Passover program. She put together a great
Our 14th Annual Short Story Contest was judged by children's author Paul Robert
Walker of Escondido. Children's staff reads all the entries and picks out the
most likely stories which are given to the judge.
of deciding which deserve first, second and third place. Mr. Walker presented a
short talk telling about his experiences as a young and aspiring writer. As one
of his specialties is the retelling of folk tales in book form, he gave an example
by relating the story of Pecos Bill and Lightning, with great verve and enthusiasm.
He then presented the prizes provided by the Friends of the Library. Mr. Ualker
had also taken the time to write a note for each winner with praise and advice. He
was an excellent judge, and everyone involved learned something from the experience!
The judge has the difficult task
Patrons are becoming accustomed to the new shelving that the Friends of the Library
provided.
and visible, consequently the audio-cassettes are being being used more frequently.
It made it possible to have the juvenile audio collection more centralized
Children's staff at Hain, Branch and Centro are coordinating very closely this year
for Summer Reading Program.
is "Paws To Read" and will feature many dog related programs and activities.
The theme this year for preschool through elementary age
Children's staff met with the director of the Hire-A-Youth program. This program
provides job training for disadvantaged youth and free help to non-profi t organizations.
We hope to participate in the program this summer.
-______ ___~_~ ~~
COLLECTION DEVELOPMENT AND ACQUISITIONS
STATISTICS REPORT April 1995-
Items Received
Books - Adult
Main
Branch
Centro
subtotal
Books - Children
Main
Branch
Centro
subtotal
Audio - Adult
Audio - Children
Video
Total Received
251 144
58 10
0 29
309 183
98
78
0
176
5
42
13
60
124 31
9 29
395 4,938
68 1,108
29 234
492 6,280
103 I, 794
120 639
13 153
23 6 2,586
. 155 1,353
38 '471
136 49 254 1,378 6 9- '-- ,-
754 352 69 1,175 12,041
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Direct-ordered' Videos Cataloged at PMSC
B C T = Baker 61 Taylor
PMSC = Professional Media Services Corporation
Geneal6gy - Local' History Statistics EY 1994 - 1995 Apr i 1.
HOLDINGS : Current Total Total Total.
Month Additions Holdings Holdings Additions Current FY Last FY
Titles 87 1 I 972 32 1 746 30 , 774
Volumes 4 2,998 42,413 39,415
Description of holdings: Titles Volumes Cataloged in INLEX
Books 9 , 398 11,952 Non-Circ. 15 398
832 Circ. 832
Books - Microform 17,122 18,950 Microform 7
Periodicals - Bound 455 3,201 Total 31,402
Periodicals - Microform 159 1,810
Maps 179 183
Microfilm (census, etc.! 5,414 5,439
CD-ROMs 19 46
r
Books - GEN-CIRC
Microforms added this month:
387 950 5 , 983 Fiche 21 4 , 794 91,430 Film 1
CALENDAR YEAR GOALS: This month Total calendar year
Volunteer hours 41 149 Programs held 4 16
At tendance 220 .. 668
NS~S book/equipment expenditures $2,436.09 $11,966.94
ACTIVITY: This This +I - Total Total
Month Month This FY Last FY
Last FY
Reference questions 1 345 1 , 328 + 17 13,008 14 I 607
Researchers registered 1 026 1 , 046 - 20 9 I 789 11,231
Daily average 41 40 +1 39 38
Daily average 54 51 +3 52 49
Circulating checkout 212 160 c 52 1,729 2,010
Daily average 9 6 +3 7 7
DISTRIBUTION OF RESEARCHERS:
City This This county This . his state ' '
Month FY Malt3 FY
Carlsbad
Del Mar area
East S.D. area
Encinitas area
Escondido area
Fallbrook
Oceanside
S.D. City etc.
San Marcos
Vista
140
11
29
_.11 61 34 152 215 52 90
This This
Month FY
12 35 -- 33 13 13
17 72 24
1 7
-- 12
1 7
109
LA COSTA BRANCH LIBRARY Monthly Report April 1995
CIRCULATION
Branch circulation totaled 21,616 for April. This total included
11,264 adult items, 7,995 children's items and 2,357 video tapes. Daily circulation was 865 items and hourly, 82. This is a 3% drop in total circulation from April of 1994. However, daily circulation increased -8%. The hourly rate remained the same at
82 items circulated.
USERS
This month's total user count increased 1% over April of 1994. The total number of users was 19,395, averaging 73 an hour and
776 each day.
STAFF
Mieke Van de Kamp begin her new duties on May 3. Mieke is a Jirnior at Carlsbad High and headed toward a career in nursing. She has volunteered since 1992 as a Candy Striper for Scripps Memorial Hospital in La Jolla. Courtney White left her page job at the Branch to become more involved with gymnastics intruction at the Encinitas YMCA.
was hired as a new page in April and will
ESL
Pat Brunini took a two days of leave without pay to consult with RMC Research, a firm in Massachusetts that also makes Reading Rainbow Videos to help them develop an ESL video for PBS. project is funded by the Annenberg Foundation. Known well for her skill in teaching English as a Second Language (ESL), Pat was asked to bring her expertise to the development of this video series. Each of the 24 videos is 30 minutes of instruction to be used in the classroom or at home. It could easily become a standard item for collections in the San Diego area public libraries.
The
CHILDREN'S AREA
Jane Jacobs, a local Carlsbad resident graciously donated a beautiful and useful 3 cornered window seat to the children's area on April 6. The large oak seat was quickly recovered in blue fabric by Pat Brunini the following day. The seat became an immediate hit with children as a place to "get cozy" while reading a story.
6
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PARTIVEXSHIPS FOR CHANGE/CENTRO DE INFORMACION
Monthly Report
April - 1995
1.- Adult Pro- * R. On April 6, the Head Start program held its monthly parents' meeting followed by a parent training session on Volunteering In Head Start. Former Head
Start parents who are currently Head Start employees gave examples of how volunteering
in the program changed their lives and helped them reach their goals. On April 27,
California Highway Patrol Officer Ignacio Q. Garnica presented an informational program
about safety regulations for all motorists. The Spanish Literacy group met 6 times this
month.
2.- children's Pro- ' E. On April 13, following the afternoon bilingual storyhour,
children of all ages enjoyed an Easter egg hunt. Both parents and children attended this
program. The Sewing Club met 4 times this month. Regular bilingual storyhours have
been continuing on Wednesdays and Thursdays.
3.- Communitv OuWach - Libraw Stratenic Planning. On April 5, Partnerships for Change
Coordinator Lynda Jones, Centro staff members Josk L. Maldonado and Lizeth Simonson,
and bilingual parent Mercedes Rivas attended a Migrant EducationlBilingual Parents'
Meeting. Attending this meeting were parents; the school principals from Buena Vista,
Jefferson and Pine; School Board member Tracy Carmichael; migrant education staff, and
a Carlsbad High School counselor. This group was participating as a focus group and
provided comments on how the Carlsbad Library is helping them and their families and
offered suggestions as to how the library can improve its services to meet the community's
needs in the near future.
4.- Presidential Service Awards. On April 25, Miguel Ibarra, a Carlsbad High School
student and a volunteer at the Centro, was honored at the Presidential Service Awards
Ceremony held at California State University San Marcos. Miguel was recognized with
other young people in North County for their community service. Miguel received his
award from the President of California State University San Marcos, Dr. Bill Stacy.
5. Citv Cound Visit. On April 4, Council members Julianne Nygaard and Ramona Finnila visited the Centro de Informacih to congratulate and thank the Centro's staff for earning
the Helen Putnam Award for the City.
REFERENCE ACTIVITIES FOR APRIL 1995
Reference questions totaled 771 1 during the month of April,
an increase of 101 3 over last year. Reserves totaled 171 9,
a decrease of 3 over last year. Online Searches totaled 49,
a decrease of 27 over last year. Interlibrary Loans totaled 1 13
items received and 75 items were sent to other libraries.
During the montb of March, there were 2 Reference Skill Classes
and 1 Business Workshop. There was 1 booktalk presented
by Susan Simpson at the Women’s Club of Carlsbad on April 4. There was
also 1 library tour.
--
Callie Ahrens attended an Investment in Excellence Facilitators meeting
on April 4.
On April 6, there was a Reference Materials Selection Committee Meeting:
$901 was spent on New Materials and $535 was spent on Updates, thanks to the
generosity of the Friends of the Library.
Callie Ahrens went to a Staff Development Committee Meeting on April 18.
Char Kennedy attended a Focus Group Meeting with teachers and administrators
from Carlsbad Schools on April 20, along with John Quarterone, Cliff Lange, and
Geof f Armour.
On April 26, Callie gave a demo of the CD-ROM Library to several home school
students.
Char Kennedy presented a Business Resource Workshop to members of the
Carlsbad Chamber of Commerce and several SCORE representatives on April 28.
A questionaire was passed out to get feedback about the information needs of the
business commun i ty.
Technical Services Report
April 1995
In April, Technical Services staff added 981 books and 377 audiovisual items to the library's collection. A total of 437
books and 118 A-V items were withdrawn from the collection.
Remote access to the catalog was down slightly. Patrons with computers used the dial-access catalog 475 times in April. Main Street usage was 167.
Preparation for the transfer of the 3M Selfcheck unit from the La Costa Branch to the Main Library took a lot of Mary Sasso's time this month. New cabling was installed and furniture moved to clear a space adjacent to the atrium. Mary also worked with staff artist Walt Herd to prepare signs and bookmarks. The unit was made available for public use on May 3.
Several people of the staff were involved in compiling supporting information for grant applications being submitted by other agencies in the area asking for federal funds for Internet access. The National Telecommunications and Information Administration (NTIA), part of the Department of Commerce, 'is making funds available through the Telecommunications and Information Infrastructure Assistance Program. Because they have indicated that cooperative, multi-type projects will have a greater chance of success, agencies asking for the funds are soliciting the local public libraries to participate. One application, put together primarily.by the San Diego Data Processing Corporation and the City of San Diego Public Library, is called San Diego Area Telecommunications--Library and Regional
Justice (San Diego AT-W) . The "Justice" part involves ARJIS, the Automated Regional Justice Information System. Agencies in both San Diego and Imperial Counties would participate. The other application is centered on the San Diego north county area. Spear-headed by staff at Cal State San Marcos, it would link local colleges, public agencies, and Indian reservations. Grant awards will not be announced until September. The whole process is very competitive; NTIA expects thousands of applications, but will award fewer than 50 grants. If either application is successful, we will receive equipment and software in exchange for making the Internet available to the public, a senrice which
we had already planned to provide.
.e --
Terry Bradshaw, out on maternity leave for the past few months, returned to work on May 1. We're very glad to have her back.
California State Library
Tapping Community Resources
Creating and Operating a Library Foundation
--i
California Public Library Foundations
(reported as of April 1995)
Bruggemeyer Memorial Library (Monterey Pa&) Burlingame Public Library Clayton Commuuity Library (Contra Costa County Library) Corona Public Library county Of Los Angeles Public Library Cupertino Library (Santa Clara County Library) DanvUe Library (Contra Costa County Library) Del Norte County Library District Escondidopublic Library Fkkrton Pubk Library Gla~ioraLibrary And Cultural Center HarrisonMcmxlal * Library (Cannel) LosAngelcsPublkLibraory
MontcmycoUntyFreeLibraries Mt. Diablo Lihary (Contra Costa County Library) NapaCity-CountyLibrary NewpartBeachPublicLibrary
MarincountyFreeLibrary MillvallcypublicLibrary
OaklandPllbliCLibrary
OflGUiOCityLi€X2Uy PalmspriagspublicLlbrary PaSaQenaPublicLibrary RedondoBeachPublicLibrary S-puMicLibrary San Francisco PubkLibmy SanJosePuMicLibrary San Marin0 public Libary S~MiXCQFUbk~ SanRamonLihary(c0atraCostaCountyLibrary)
ShasaLcQantYLibary Sol~QlOnrty~~ SOIKSpLCormtyLibrary Sun C!hy Branch Library (Riverside City & county Public Library) ThausandoalrsLibraqy TorranceFublicLibaary Upland Public Library WhittierPublkUbrary
Tapping
Community Resources
Creating and Operating a Library Foundation
Jim Bower. Marketing Comrnunitations
Dallas Shaffer, Monterey County Librarian
P. 0. Box II 78
Morgan Hill, CA 95038
(408) 842-6804
April - May, 1995
Funded by the federal Library Services and Construction Act
I
CREATIKG OPERATING A LIBRARY FOUNDATION
WORKSHOP AGENDA - 1995
Welcome
Agenda review
Why a Library Foundation?
Getting Started: How to Form a Foundation
BREAK ..
Conflicts or Partnerships:
Strengthening Relationships with Stakeholders
LUNCH
Basic Foundation Operations
Finances, Budgeting, and Record Keeping
Develop Your Action Plan
BREAK
Growing the Foundation
Wrap-up and Evaluation
Gail McGovern
Jim Bower
Dallas Shaffer
Jim Bower
Dallas Shaffer
Jim Bower
Dallas Shaffer
all
Jim Bower
Jim Bower and Dallas Shaffer
Tapping Community Resources 1
BENEFITS OF A FOUSDATION
0 Revenue
Board Expertise
Strengthen Political Position
..
Input from Community Leaders
Increase Public Awareness
Provide Collaborative Opportunities
Increased Customers & Supporters
Staff Growth
WHEEL OF FORTUNE
Board Member Skills
The Board of Directors should recruit members
with diversity. including ethnic, geographic, age and gender
Tapping Community Resources 3
MONTEREY COUXTY BOARD OF SUPERVISORS
POLICY REGARDIXG FUNDS RAISED BY
FOUNDATIOS FOR MONTEREY COUNTY FREE LIBRARIES
On September 24. 1991 the Monterey Count? Board of
Supervisors unanimously endorsed the principle that funds
raised bv the Foundation for Monterey County Free Libraries
will be used to strengthen the library system by providing
materials and services not feasible with existing public funds.
Foundation funds will not be used to replace public finds.
Tappiq Community Resources 4
1.
2.
3.
4.
5.
6.
7.
8.
LEGAL STEPS TO ESTABLISH
A CALIFORNIA KO%-PROFIT CORPORATION - 1995
Select a name. Call Secretary of State's Same hilabilit\- Section to check if available.
Telephone number (916) 322-2387' or (916) 654-7960.
Prepare -bticles of Incorporation. including names and signatures of five directors.
Prepare Bylaws. decide on membership structure; number, etc.
Prepare California State Tax Exemption Application.
Request Franchise Tax Board Form 3500 and Instructions, telephone number (800) 338-0505.
Attachments required include:
0
0 Proposed first vear budget
0 Specific purposes of foundation
0
Articles of Incorporation and Bylaw
Planned fundraising and other activities
Apply for State Tax Exemption and file Articles of Incorporation. $30. plus notice to verifv
address, $5.
The Secretary of State receives all the documents, forwards the tax exemption application to
the Franchise Tax Board. Telephone number (800) 338-0505.
Time: approximately 30-60 days
Prepare your Federal Tax Exemption Application. 501 (C) (3).
You must include a copy of the Articles of Incorporation with California Secretary of State's
certification stamp.
Call IRS 1-8OO-TAX FORM to obtain:
0
0
0
Form 8718 User Fee for Exempt Organization Determination Letter Request
Package 1023 Application for Recognition of Exemption with instructions
Form SS-4 Application for Employer Identification Number
(even if not planning to have any employees)
Publication 557 Tax-Exempt Status for Your Organization 0
File Federal Tax Exemption Application package
Cost: $150 if expect to earn less than $10,000 per year for at least four years; $465 if expect
to earn more (YES!)
Time: two to six months
Follow up with local congress member's office.
.
Mail Federal Determination Letter to the Franchise Tax Board.
Based on The California Non-Profit Corporation Handbook, 2nd Edition, by Anthony Mancuso.
Nolo Press, 1993.
Tapping Community Resources 5
-_
BOARD MEMBER JOB DESCRIPTION
0 Make a time Commitment
Attend Meetings
Serve on Committees
Make an Annual Gift
0 Participate in Fundraising
0 Set Foundation Operating Policies
Set Foundation Goals
0 Learn Library Operations
0 Advocate Library’s Mission
0 Hire and Supervise the Executive Director
0 Review Financial Reports
0 Require an Annual Audit
0 Ensure IRS Form 990 filed
TaDDind Communitr Resources 6
LIBRARY FOUXDATION EXECUTIVE DIRECTOR
JOB DESCRIPTION
PURPOSE:
To provide leadership to the staff in carrying out the policies established bv the Board of
Directors; to suqest new policies and programs for the Board's consideration; and to achie1.e
the organizations main goals.
k I I N I hl CM QUAL I F I CAT1 0 N S :
0 Bachelors degree from accredited University
0 Minimum 5 vears in managerial positions; 2 years in non-profit management.
KYOWLEDGE, SKILLS AND ABILITIES:
0 Ability to recruit and motivate volunteers
0 Ability to develop coalitions of people of diverse backgrounds and expertise and lead to
common vision and plan of action
0 -4bilitv to manage complex fiscal operations and budget
0 Excelient marketing/selling skills
.. PREFERRED:
0 Knowledge of libraries
0 Knowledge of the community
KEY RESPONSIBILITY AREAS:
Board and Volunteer Manace ment: Recruiting, training, guiding, supporting and recognizing
volunteers to carry out the mission of the foundation.
Administration: Manage the daily fiscal, personnel, and office operations.
Fundrais in g : Plan, monitor and evaluate all fundraising/development efforts, helping volunteers
and staff to develop new and more effective methods.
Public Relat ion$: Act as spokesperson of the organization with media, governmental bodies. Jnd
community organizations. Provide leadership that will enhance the image of the library founddtion.
Planning: Provide vision and leadership in developing, maintaining and carrying out long range
planning.
Salary Range: $40.000 - $65,000
Benefits: Full Benefits
Tapplng Community Resources 7
START-UP BUDGET
(12 months)
Printing - Stationary
Brochure Design & Printing
Consultant
Non-Profit Fees
Design Logo & Letterhead
$400 - 500
$300 - $1,000
$400 - $800 ..
$2,000 - $4,000
$5,000 - $8,000
Total $8,100 - $14,300
-. 1995 FOUNDATION BUDGET
REVENUES
Programs (Restricted)
Adult Literacy
Children Services
Homework Centers
Technology
Year Round Reading
Board Donations
Unrestricted
Restricted Fund
Unrestricted
Unrestricted
Interest
Mern bers hip
Special Events
Bequests
Total Revenues
EXPENDITURES
Program Grants
Operating Expenses
Admin. Asst.
Legal and Professional
Consulting6 taff
Newsletter
Off ice
Planned Giving
Solicitation
Training
Special Events
Total Expenditures
s25.000
$10.000
~10,000 s 5,000 s 10 .ooo
$12.000
$56,000
$3.000
$3 .OOO
S 3.000 s 12 .ooo
3 1.000
s 150,000
$89,000
$5,000
$5,000
$4,000
$44,400
$2.000
$1,000
$1,000
d 1,000
$600
$2,000
$150,000
Tapping Community Resources 9
-_
CUSTOM ACTION PLAN
0 Program & Service Needs
0 Board of Director Needs
Staff Skills
Sources of Start-up Funds
0 What is our first step(s)
Tapping Community Resources 10
FOUNDATION FOR ~’IONTEREY COUNTY FREE LIBRARIES
ANNUAL REPORT
SUMMARY
During 1994 the Foundation for Monterey County Free Libraries raised S 160.000
to support the library’s adult literacy programs, totally fund the homework centers.
fund a part-time children’s coordinator position, purchase 500 childrens audio
cassette/book sets. assist with the Greenfield fund-raising, and complete the funding
for a second bookmobile.
BACKGROUND
The Foundation for Monterey County Free Libraries was founded in 1990 as a result
of the Mark Massel bequest and the hard work of several community leaders. The
Foundation’s mission is to raise funds to enhance the services of the County Library
and open windows to a larger world. ..
PROGRAMS
Since 1992. the Foundation has funded:
0 The Adult Literacy Program that provides free one-on-one
tutoring for an average of 100 adults at any given time.
The Homework Centers (grown from one to seven) provide
after school tutoring and help for children grades K-12.
0 A 10 hour/week children’s program coordinator who enhances
the staff’s ability to provide quality services to children.
0 The purchase of children’s audio cassette/book sets from a
Community Foundation grant.
0 Two new bookmobiles with major grants from Beverly Cleary and
the Harden Foundation. This allows the library to reach
many geographically isolated residents.
$75.000
$60,000
8 10,000
$7.500
$220,000
TOTAL $372,500
Tapping Comm-ity R-OW-CCM 11 a
ANNUAL REPORT
1995 GOALS
-4dult Literacy $25,000
0 Homework Centers $57,000 ,
0 Children’s Pro, aram $38,500
0 Electronic Info Delivery $5,000
The Foundation has established a Planned Giving program and an Associate
Membership category, which provides discounts at manv local bookstores.
These accomplishments are due to the dedication, hard work and donations
of many volunteers, the President’s Advisory Council, and especially the Board
of Directors:
Nancy Ausonio, Castroville
Daryl Bowen, Marina
Albert Esparza. Salinas
Marlys Maher, Salinas
Katharine Massel. Carmel Valley
Carl Nielsen. Pebble Beach
Mary Orradre, San Ardo
Barbara Schwefel, Salinas
Bertha Ayers. Marina
Gail Delorey. Salinas
Ralph Kuchler, Monterey
Dee Maitland, Salinas
Fran &Fadden Salinas
Susan Nino. King Citv
Granville Perkins, Castroville
Pam Verduin. Salinas
Dallas Shaffer, County Librarian Jim Bower, Executive Director
SPECIAL THANKS
A large number of individuals and organizations have made ongoing significant
contributions. Notable among the latter are the Community Foundation for Montere?
County, the Harden Ranch Foundation, Household Credit Services and Pacific Bell.
1994 Revenues 1994 Expenditures
Tapping Community Resources 11 b
CREATING--AND OPERATING A LIBRARY FOUNDA4TION
BIBLIOGRAPHY
Barber, Peggy & Linda D. Crowe. G> New York.
Neal-Schuman. 1993.
Drucker, Peter F. Managigq the No n-Profit Orunization. New York, HarperCollins, 1990.
:$. Evanston, Urban Libraries Council. 1993.
Hardy, James M. Developinq Dynamic Boards: A P roactwe =\;D . proach to Building NonDrofit Boards of b. Erwin, Tennessee. Essex Press, 1990.
Jeavons. Thomas H. Public Li braries and Private Fund Raisinp: -L u . Evanston.
Urban Libraries Council, 1994.
)( Mancuso. Anthony. a Berkeley. Nolo Press. 2nd Edition. 1993.
Steele, Victoria & Stephen D. Elder. Becoming a Fundraiser: The Pr incide s and Practice of Librarv
DeveloDment . Chicago. American Library Association, 1992.
Swan, James. Fundraisin- U for the Small Pu blic Librarv:
New York, Ned-Schuman, 1990.
A Ho w- T 0- D 0- It Manual for Librarinns. ..
Bergan, Helen."Where the Money is: How to Add Names to your Prospect List." Iibrarv Adm inistration
and Mawement . Summer 1993: 137-143. See also interview of Bergan in same issue.
Carrigan. Dennis F! "The Roles of Library Directors in the Political Economy of the City." Public J ibrarics.
NovemberDecember 1992: 337-342.
Carrigan, Dennis P. "The Director as Entrepreneur." Pub1 ic Iibrar ies, July/August 1993: 200-203.
Fleming, Helen Ruth. "Library CPR: Savy Marketing Can Save Your Library." Jibrarv .T ourn.11.
September 15, 1993.
of J .ibrar ation. Issue 12.4 (1990). Devoted to various aspects of library fund raising. v Admlplstr ..
Krull, Jeffrey R. "Private Dollar$ for Public Libraries." J ibrarv Joud J~~UWY, 1991: 65-68.
Shearer, Kenneth. "Confusing What is Most Wanted with What is Most Used; A Crisis in Public Libr,irv
Priorities Today." Public Libraries, July/August. 1993: 193- 197.
Tapping Community Resources 1 2
Public Library Private
Fu n d - Rai s i n g
A Report Based on a Survey bMiS P.
carfigan
Oennis P. Carrigan is Assistant Dean of the College of Library and Information Science
atthe Universityof Kentucky. Lexington. He has a particu~ar interest in library manage-
ment.
Private fund-mising by public libraries is likely to grow in importance as tax mvenues to libraries fail to keep up with needs. The experiences of
directors whose libraries have undertaken fund-raising may prove valuable
to others considering it.
A news story in a recent issue of
Library Journal carried an ominous headline: 'Governor Slashes County of Los Angeles PL Budget." The consequences were sum- marized: Ten libraries to close, acquisi- tions cut to zero; up to 360 layoffs expected in'worst catastrophe for public libraries.' The library's 'worst night- mare has come true." but, according to the article, the nightmare isn't confined to one California public library: "Gover-
nor Pete Wilson is proceeding with a
plan to shift $2.6 billion in property
taxes away from services such as librar-
ies to public schools."
Although the funding situation for
public libraries may be the worst in
California, it is also dire elsewhere. An-
other issue of Library Joud con-
tained articles with these headlines:
Towa Libraries' Budgets Halved" and "Library Buildings Slump at the Polls."* Still, in that issue, the author of an
article on fee-based services reported that although fees are charged by only a minority of public libraries, those that do charge "are responding to difficulties faced by almost all libraries," as state
and local funding has decreased at the
same time that demands for servicee have inaeased. 3
Charging fees is only one reaction to
reduced tax support. Library directors, trustees, and Friends have solicited
donations for as long as there have been
public libraries, although not in great
numbers. That may be changing. Given
the economic realities confronting pub-
Submitted January 1993; accepted May 1993.
lic libraries, the need to raise money from private sources-individuals, corporations, foundations-can be ex-
pected to grow and fund-raising remain
a permanent part of the financing of
public libraries. Consequently, the
fund-raising methods employed by
experienced directors provide a valu-
able lesson for the uninitiated. To obtain information about success- ful fun$-raising, a questionnaire was
sent to the directors of100 public librar-
ies, serving populations from 25,000 to
more than 1,000,000~ Directors were
asked to return the questionnaires even
if their libraries were not engaged in
private fund-raising. Respondents were
asked if their names could appem, some
declined. Eighty-three questionnaires
were returned (an 83 percent response
rate), of which sixty-one reported expe-
rience with fund-raising. Table l shows the number of libraries surveyed in each of the six population groups, the num- ber responding in each group, and the number engaging in fund-raising.
Survey Fhdings
The sixty+ne libraries reported raising
a total of $24.7 million over the three
fiscal years 1989-9.) through 1991-92. Table 2 shows the total amount raiaed
over the three yeam for each population
group and the mean amount raised per
library in each group. How did they do
it, for what purposes did they do it, and
what could other directors learn from those experienced in private fund-rais-
ing? The following discussion is based
on the sixty-one responses, although the
total number of answers is not always
sixty-one; not every respondent an;
swered all questions, and some ques-
tions allowed for multiple answers.
Respondents ranked the importance
of the individuals and groups involved
in fund-raising on a scale of 0 (no impor-
tance) to 5 (most important). The li-
brary director received the greatest
number of 5s (a), while the board of
trustees, Friends' organization, and
tax-exempt foundation were tied for sec-
ond place (17,17,17). Designated staff
members (e.g., 'director of develop
ment") received thirteen 5s, while
'other" and fund-raising counsel
(professional hnd-raiser retained as
consultant) received six and three re-
spectively.
Another way to indicate the relative
importance of the fund-raisers is to total
all of the rankings given each, i.e., all of
the 5s,4s, 3s, 2% and 1s given the direc-
tors, the board of trustees, etc. As table 3 shows, the top three were director (total = 213), Mends (1811, and board
(1651, followed by designated staff member (1361, tax-exempt foundation
(1171, "other" (621, and counsel (56). In
all, twenty-nine of the sixty-one librar-
ies responding (47.5 percent) gave some
weight to tax-exempt forindations.
Twenty-four directors confirmed
that their staff includes a fund-raiser or
a development peram; the larger the
library, the more likely is this the case.
Purposes
What do libraries do with the money that they raise? The survey respondents indicated that books and audiovisual
materials were their first funding pri-
orities (37) followed closely by program-
ming (36). After programming came
January/February 1994 31
Table 1 Number of Libraries Surveyed, Responses, and Engaging in Fund-Raising, by Population Group
-. No of bbranes No of hbranes No of Libranes Engaging in Population in Survey Responding Fund-Raising
More than 1 million 6 5 (83 3%) 4
500.000 to 999,999 10 8 (Bo 0%) 8
250.000 to 499,999 15 11 (73 3'%0) a
100,000 to 249,999 38 33 (86 8%) 24
50.000 to 99.999 16 12 (75 0%) 8
25,000 to 49,999 15 14 (93 3%) 9
Total 100 83 61
Table 2 Amount Raised through Fund-Raising, by Population Group, 198S90 and 1991-92
Amount %sed (in thousands)
Population No. of libraries Total Average
More than 1 million 4 $ 4.741 $1.185
500.000-999.999 8 5,876 734
250.000-499.999 8 6,538 81 7
100.000-249.999 24 5.732 239
50.000-99.999 8 1,577 197
25.000-49.999 9 272 30
Total 61 $24,736
funding for equipment (251, endowment
(221, additionshenovations (17). and
"other" (16). Finally, ten libraries sought funds for new buildings. It is
noteworthy that more than oncthird
(36.1 percent) of the respondents-look-
ing to the future, perhaps-indicated
endowment as a purpose for fund-rais-
ing: An endowment will continue to pro-
vide money annually, through even the
leanest years.
Identifying Prospects.. .
Where does hd-raising begin? The
logical first step is identifying hding
~~urces or pmepects. Ofthose surveyed,
fifty-five respondents claimed succes~
in raising money from individual
contributors, forty-five had been suc-
cessful approaching corporations, and
thirty-nine succeeded with foundations. There are a variety of ways to iden- tify prospects, but some were mentioned
more frequently than others: efforts by
members of the library's board of trus-
tees and/or its Friends'organization are
a valuable resource, and so is knowing
which individuals and businesses con-
tribute to other local nonprofit organ-
izations. Karen Drake, director of the
Chandler public Library (Ark), reported:
We target sectors of the community
(i.e., businesses, service clubs, individu-
als) and put committees in charge of
identifying prospects in each sector."
Many respondents stressed the im- portance of personal contacts. Libby
Collins, director of the Sara Hightower
Regional Library in Rome, Georgia,
summed it up very well: The executive
director of the Friends knows everyone
in town and how deep their pockets are."
Some respondents consult founda-
tion directories in their quest for fund-
ing murcea, and several larger librariea
retain professional fund-raisers to
identify prospects. Library usexa are po-
tential contributors, too, according to a
director who considers patrons who
place reserve book requests as prospects for donations. Another director devel-
oped a 14,000-item mailing list from
among the subscribers to the library's
calendar of events and new library card
holders. Active patrons, too, can frequently help identify prospective contributors.
Some libraries are lucluer th'iin oth- ers. One fortunate director reported that hs county probate judge is a former library director. When estates come be- fore him with non-assigned nonprofit
donations, he encourages that the li-
brary be named.
. . . and Approaching Them
How is a prospective donor approached?
The most frequent response was
through personal contacts and board
appeals. Dan Bradbury, director of the Kan-
sas City Public Library (Mo.), (where
fund-raising income exceeded $1.4 mil-
lion in 1991-92) commented on the im- portance of the personal touch, noting "[the] peer approach is the best when possible." Cheryl Hackworth, develop
ment director at the Allen County Pub-
lic Library in Fort Wayne, Indiana,
emphasized the importance of kard
members and other 'connected' people." Diane Duquette, director of the Kern County Public Library in Bakersfield, California, takes the concept of net
working among the well-connected a step further, 'Powerhouse individuals meet with other power brokers in the
community to challenge them at break- fast, luncheon, and dinner meetings subsequent to cultivation events at local
clubs." Directors outlined a number of
the variables at play when approaching a funding prospect. One library founda- tion executive director said that the se- cret ia to have 'the right volunteer asking for the right amount at the right
time for the right cause." Merna Smith, associate director of research and development at the Salt Lake City Pub- lic Library (Utah), emphasized the importance of "finding the right individ-
ual to make the contact."
The Opening Line.. .
How important is a snappy opening line
to the eventual mcceas of a library's
appeal? Responses were mixed, with
most respondenta indicating that the
opening line should be tailored to the
situation at hand.
The proponents ofopeninglines tend
to begin their pitch with an appeal to the donor's civic-mindedness: Maria-
Eugenia Cossio, executive director of
the San Antonio Public Library Founda-
tion (Tex.), opens with We know you
care about education." Evelyn Hoffman,
development director at the Lm Angels
32 Public Libraries
Table 3
Relative Importance of Individuals and Groups to Fund-Raising
Number Totd
of 5s Points
Olrector 23 (1) 213 (1)
Board 17 (2): 165 (3)
Staff 13 (3) 136 (4)
Friends 17 (2)' 181 (2)
Foundation 17 (2)' 1 17 (5)
Counsel 3 (51 56 c7)
Other 6 (4) 62 (6)
Te
Public Library, favors We'd like to give
you an opportunity to invest in the fu-
ture of your community." But Executive
Director Pat Woodrum of the Tulsa
City-County Library (Okla.) recom- mends keeping the opening gambit sim- ple: We need your help!"
Rather than employ an opening line,
the director of a small library in upstate
New York suggests using a"theme" that
stresses the role of the public library in
the community, and another upstate
New York library director noted that he
focuses on his institution's financial dif-
ficulties as well as its importance. In this same vein, a third director in the rural Southeast emphasizes the need
for good library service in an area with
few community resources. .
According to Kay Harvey, a founda-
tion executive at the Broward County
Library Foundation in Fort Lauderdale,
Florida, more important than deliver-
ing an opening line is developing a rela-
tionship and stating the library's
mission clearly: " look for [a] match with
the donor's needs and interests." Shir-
ley Alexander at the Hennepin County
Public Library in Minnetonka, Minne-
sota, agrees: "he focus of each contact
is on the individual, 80 no single opening
line is recommended. Development of
rapport and determining their interests
is key."
. . . And Making an Impression
After making a successfil approach,
what steps can a library take to sell ita
appeal to potential donors? The cornu-
nity relations director of a very large
public library admits to relying on "let-
ters of pleading to library users." But
acoording to other survey respondents,
there probably are as many ways to help
sell an appeal as there are donors wait-
ing to be sold. Being well prepared is very important, says SUS~ Coldberg,
director of the Minneapolis Public Li-
brary; the appeal to a prospective donor
should be made 'carefully and in a well-thoughtaut manner-preferably by someone who knows the donor. Advance material should be sent+oncise, ef-
fective.-
Thomas Nicholas of the Autora Pub-
lic Library (Colo.) emphasized the im- portance of letters to prospects
"whether they donate or not-someday
they will."
It should also come as no surprise that some prospective donors (to put it bluntly) can be bought. One library de-
velopment officer cited a case in which
his library sparked the interest of a potential donor by offering him an op
portunity to sponsor a very visible com-
munity activity. The director of a small
public library in upstate New York
wrote that contact with a prospective
donor usually is made by someone who
knows the pmspect and who "states the library's need, asks for help, and offers recognition." Never underestimate the importance of recognition. Dennis Bruce, county librarian in Spartanburg,
South Carolina, put it succinctly: "Ego
is a factor. me1 individual may want to name a room . . . [a] corporate donor
usually wants a plaque in the lobby."
Any discussion of the care and feed-
ing of prospective donors would be in-
complete without mentioning the
importance of combining library func-
tions and food. Cheryl Hackworth wrote that at her library, Sal prospect is in-
vited to lunch and a tour of the library
by a foundation board member. The
needs of the library are discussed at
that meeting." Edward Szynaka of the
Pasadena Public Library (Calif.) de- scribed a similar approach that is sure
to get results: A prospect is invited to
lunch at the library, aRer which the
director delivers the hard sell, and a
"peer or friend does the dosing." (But
watch out for those fund-raising feaste:
Denver, Colorado, librarian Rick
Ashton says that he gained fifteen
pounds in five years as a result of the
many lunches and dinners he has at-
tended to advance his library's cause!)
Tailoring the Appeal.. .
Should the fund-raiser alter the appeal to match the interests of a potential
donor? This question raised a number of
issues. When respondents were asked if business donors should be approached
differently than individual donors,
thirty respondents said yes, but seven-
teen disagreed. Kay Harvey sided with
the majority, commenting with regard
to business donors, 'Sell marketing as-
pects, medidcommunity exposure . . . tie in to business goals, targeting audi-
ences." Another director advised that
The focus is always on the donor's
interest. With businesses, emphasis
would be placed on the quality of the work force, economic development, and business collection."
A prospective individual "usually re-
quires more research [than does a pro-
spective business donor] to determine
his or her interests, priorities, capacity
to give, etc.," according to John Manos,
director of development at the Denver
Public Library. Kay Runge, director of
the Davenport Public Library (Iowa), notes that while a business that is
known to support community projects %ill either vote [a library request] up
or down," individuals "sometimes need to be convinced they should be donors."
Should the form that the appeal takes be driven by the intended use of
the money? Nearly twice as many
respondenta (28) thought so as dis-
agreed (16). One foundation executive
director stressed making a distinction
between fund-raising for the endow-
ment as opped to seeking money for
current needs, as he believes the two
require different approaches. Debbie
Sales, director of development at the Iowa City Public Library, agreed that endowment and current-needs hding
require different appeals: "Operating
funds need to be general appeal, ex-
plaining what happens because of the
gift, i.e., summer reading programs,
larger collections, etc. Endowment girts can be more specific, showing the long- term effect of a growing collection." But Dan Bradbury disagrees: "Your
approach [should be] based on what you think will work, not based on how the
gift would be used." Susan Goldberg
also feels that the appeal should cer-
tainly be based on [the] donor's needs
and interests.' Thomas Nicholas ob-
served that Wonom have a need to do
something specific rather than general.
The objective is to personalize as much
8s possible."
In fact, the value of basing an appeal
on a particular project was a recurrent
theme among respondents. By way of
showing how specific a request can be,
Januaryfiebruary 1994 33
consider the library Friends’ group who reported sparking community interest in a renovation pruject by encouraging
every patron to buy a brick!
A final observation on +loring an
appeal comes from Stephen Kershner,
director of the Bloomfeld Hills Public
Library (Mich.): “Programs seem to be harder to ‘sell’ than a building project. ‘Bricks and mortar’ are tangible and
leave monuments to people.” (His view,
incidentally, was shared by only eleven
respondents; sixteen indicated that this
has not been their experience and thirty-three didn’t know.)
Making the Pitch
When a prospect has agreed to contrib
Ute, should a library specify how much
of a donation it wants? Respondents
favored being specific over leaving it to
the donor’s discretion by a three to one
margin (33 to 11 1, with eight indicating that they play it both ways, depending
on the situation.
If a contribution isn’t immediately forthcoming, should the first %on be
taken as the last word, or is it better to keep trying, at the risk of being irritat- ing? “Back off seems to be the advice of
the majority ofthose sampled: only thir-
teen of fifty-one thought it worthwhile
to press the issue, and eight individuals adopt a wait-and-see attitude. Yet, judging by the comments this question
evoked, it appears that everyone seema
to leave the door open for a future try.
Shirley Alexander finds it preferable to take no for an answer, but will “try to leave an opening for another contact.” So does Lee Brawner, director of the Metropolitan Library System in Okla-
homa City, who “plan[sl to revisit”
whenever his request is turned down.
Kay Runge ala0 can take a no, but “only
for this time or project.”
Among those who believe that per-
sistence pays off is Dan Bradbury, who advises to keep trying, %ut always ask
a different question.” The director of a
California library also keeps tqing af-
ter the first brush-off. but “No more
than three times!” The bed advice
might be that from Libby Collins who
says keep trying, “But don’t imtate.”
Variety of Events
Of course there’s more than one way to make money; nearly 78 percent of those
responding stage special fund-raising
events. Their experiences show that
there’s no limit to the imagination when it comes to library fund-raising, the
ever-popular used-book sale notwith-
standing!
Dinners are a favorite event. The
Friends of the Louisville Free Library
(Ky.) sponsor an annual Author Dinner, which typically has between 300 and
400 in attendance. The Broward County
Library Foundation hosts a YNight of
Literary Feasts,” according to Kay
Harvey. (The foundation also features a
Lunch and Lecture Series for the lighter appetite, as well as a series of Literary
Lectures that appear to be calorie-free.)
Diane Duquette says the Kern County Public Library sponsors, among other
events. a major donor dinner. At the
other end of the culinary spectrum, the
Las Vegas-Clark County Library Die-
trict (Nev.) hosts a chili cookoff.
On the high end of the fund-raising
scale is the Mobile, Alabama, Public Li- brary’s Friends’ annual gala, which raises as much as $3O,OOO, according to
Library Director Dallas Baillio, and Ed- ward Szynaka reports that two $100-a- plate galas held for the Pasadena Public
Library each year net more than
$lOO,Ooo. There also are many ways to raise money without dishing up a meal. Auc-
tions are always popular. A large urban library undertakes a baseball auction to support its summer reading program. The Salt Lake City Public Library has
conducted an auction of autographed
books, and another library reported a successful art auction. The Sterling
Heights Public Library (Mi&) includes celebrity auctions, murder-mystery
parties, and icecream socials on its list
of fund-raising eventa Taking a cue &om public broadcast-
ing# the San Antonio Public Library
Foundation conducts a two-hour Tele-
fest,” similar to a telethon, during which
the public is asked to pledge support.
The Metmpolitan Library System in
Oklahoma City tried a dance in conjunc-
tion with a cowboy poetry gathering,
and the Pika Peak Library District (Colo.) spom an annual “Great Pikes Peak Cowboy Poetry Gathering.” According to Director Constance Tif-
fany, the Glendora, California, Public
Library’s “All American Sociable”
helped raise money for children’s books,
nnd a trivia contest benefited the litera-
cy program. Lynnda Wangsgard, direc-
tor of the Weber County Library in
Ogden, Utah, reported sponsoring a
Breakfast with Santa as well as a Dance
‘til You Drop event. At the Bloomfield Township Public Library, patrons could ‘adopt-a-chair” to help furnish the com-
munity room.
Finally, garage sales and flea mar- kets, those fine exemplars of American capitalism, proved successhl hd-rais-
ers for both John Frazen, director of the
East Meadow Public Libraxy(N.Y.1, and
Director James Honey, of the Vestal
Public Library (N.Y.).
Diplomacy Is a Must
Occasions arise when a donor offers a
collection or funds for a collection in a
subject in which the library has no interest. Such situations require diplomacy to decline the offer without
alienating the giver or eliminating the
possibility of future contributions. Only
halfof those responding had received an
unwanted contribution (27 out of 54),
but their comments emphasize the im-
portance of having a written policy con-
cerning*.
A director in California noted that his library has “a very specific gift pol- icy.” The Salt Lake City Public Library
has one as well, which is a model of clarity, brevity, and comprehensive-
ness. Another .California library re-
ported an incident in which a would-be donor appealed the director’s refusal of
his gift to the board of trustees; the
board upheld the director‘s decision.
Of cotuse, in the bestcase scenario,
the diplomatic library or foundation di-
rector is able to convince the donor to
change the giR to meet the library’s needs. Kay Harvey makes certain to “offer various other plans, solutions.”
Susan Goldberg ale0 lruggests alterna-
tives to giRs she cannot accept, and Lee
Brawner has succesefirlly convinced a
prospective donor to modify his offering
to make it akeptable to the library.
Some unwanted collections can be
accepted if they can be self-supporting.
We ask for additional monies for an
endowment to take care of the collec-
tion,” aocording to Maria-Eugenia Cob sio. Director Dale Gaddis of the Durham Public Library (N.C.) says that the pm spective donor of an unwanted collec- tion is asked to provide funds for
building the collection and for providw
access to it.
Contributions offered with strings
attached need not always be unaccept
able, according to Director Rick Spear of
the Lewiston Public Library (Maine). His library accepts restricted funds if
34 Public Libraries
e
figure I. IibwFund-RaisingAffectedthe
the conditions are sufficiently broad. He gives as an example a contribution re-
stricted to the purchase of children’s
materials.
When there appears to be no compro-
mise, of course, the unwanted gift must be tactfully declined. The development
officer of a large Western library refers
would-be donors to a more appropriate
recipient, offering to arrange a meeting
to bring them together. The extra effort
is appreciated by the donor; such thoughtfulness may pay a dividend in the future, whether or not another re- cipient actually can be found. Valerie
Matt, director of the Albemarle Re- gional Library in Winton, North Cam-
lina, also makes a point of suggesting an
institution that may be more interested
in the collection, as does Edward Szy-
naka, whose library’s girt policy re-
quires him to state that were the library
to accept the gift. it would have to be sold and the profits applied to a library project. Some respondents who found no al-
ternative to =regretfully declining un-
wanted gifts shared their diplomatic
solutions. John Manos reported that his
library was offered a conservation col- lection that was a decade out of date.
The library estimated the costs to up
date the collection and added to that an
endowment 6gure whose income would
provide one-half of the collection’s
maintenance costs. Presented with this
figure, the would-be benefactor with-
drew the offer. The Berkeley Public Li-
brary (Calif.) was offered a special
collection of no interest to the library;
the offer was declined, citing lack of
Budget (LibrariesServingover lO0,OOO).
staff and space. In Bloomfield Hills, a
prospective benefactor offered the li- brary funds to develop a videocassette collection on the condition that the would-be benefactor would choose the titles. Fortunately, reports Stephen
Kershner, state law requires library
staff to select materials, so the offer
could be declined diplomatically.
Tax Dollars Not Reduced
Directors were asked about an issue of
particular concern, specifically whether
raising private funds might result in a
reduction in the amount of tax dollars
coming to the library or in a lower rate of increase. No respondent found this to be the case; Mty answered no and six did not know. In some instances, the
state formula for funding public librar-
ies does not permit a reduction of tax
money, as in Oklahoma, according to k Brawner. Dennis Bruce’s experience
in Spartanbug has been ideal: raising
money privately “has leveraged more
public money.” Constance Tiffany has
had a similar experience in Glendora,
where raising private money has enaour-
aged an increase in public funding. Do directors believe it is more dif6-
cult to raiee private funds in a tmubled
economy? The surprise is not that thirty-four answered yes, but that
twelve answered no. Eleven said they
did not know.
In Sum: Diversity and Agreement
Nearly half (47.5 percent) of the respon-
dents gave some weight to the efficacy
of the “tax-exempt foundation” as a fac- tor in fund-raising, and that percentage held uniformly among all six library pups regardless of library size. In con-
trast, the 39.3 percent with a staff posi-
tion for fund-raising tended to be only
the larger libraries. Ideally, a library
raises private funds for an endowment, never touching the principal. More than
one-third of the respondents raised funds for that purpose, and library size was not a factor. Methods for identifying and ap
proaching prospective contributors were identified, and two were cited re- peatedly: efforts by trustees. Friends, and foundation board members (who
are uniquely qualified for the task of
fund-raising), and the importance of
personal contacts. Fund-raising ability should be considered when trustees, F‘riends. and foundation board mem-
ber~ are chosen. By nearly two to one, respondents said that the approaches to prospective
business and individual donors should
differ. By the same ratio they said that
the appeal to a prospect should vary
with the intended use of the money.
There were many opinions on the
importance of opening lines, but by a
margin of three to one, respondents said
that they favor asking for a specific
amount rather than an unspecified
contribution. Two respondents in three
recommend taking no for an answer
rather than risk offending, although many prefer to ”leave the door open.“ Most reassuring is the fact that no re-
spondent found raising private money adversely impacted the library’s share
of tax =venue.
Finally, the fact that half of the re-
spondents had been offered unwanted
gifb shows the importance of diploma-
cy, of having a written & policy. and of
having a board that will affirm staff decisions.
Wave of the Future
public library funding has three compo- nents: tax revenue, fees, and pnvate arntributions. Opposition to fees makes
them unlikely to become a slgruficant
source of revenue. Tar revenue will re-
main the major component, but its
adequacy is declining. Therefore, dlrec-
tom and trustees have two options. pro-
vide a level of Service that reflects
decreased funding or increase fundmg
through private means. The latter IS
the obviouk-but dSicult--choice It
Januaryfiebruary 1994 35
requires reliance on private cuntrjbu-
tions, a largely undeveloped resource, but one that an increasing number of
hies are being forced to investigate.
New demands will be placed on di-
rect~= and trustees; the pressures on
those responsible for hd-raising will
be relentless. According to Ronald Dub- berly, director of the Atlanta Fulton
Public Library in Georgia, "Private dol- lars tend to be very costly to raise in
terms of time and effort. When you get a private dollar, you generally get it only once," 80 that it has to be "re-raised"
every year.l And yet, despite the chal-
lenges presented by private fund-rais-
ing, given today's fiscal reality for public libraries, it appears to be the wave of the
future.
References and Notes
1. "Governor Slashes County of Los An- geles PL Budg&,"Libmty Journal 18,
no. 12 (July 1993): 13.
2. Evan S. Lifer and Michael Rogers. "News," Library JoumaZ 118, no. 11 (June15,1993): 15-16,19;RichardB. Hall, 'Library Buildings Slump at the Polls," 34-39. 3. Wendy Smith, 'Fee-Based Services:
Are They Wotth ItTLibmry Journal
118, no. 11 (June15.1993): 40.
4. The author will provide details about
the selection of the 100 libraries to anyone who nquesta such informa-
tion.
5. Dennis P. Carrigan, The Roles of Li- brary Directors in the Political Econ- omy of the City,'Public Libraries 31, no. 6 (Novh. 1992): 342.
REPRINTED WITH PERMISSION OF ?HE AMERICAN
LIBRARY ASSOCIATION, FROM PUBLIC LIBRARIES,
JAN/FEB 1994, COPYRIGHT @ 1994.
36 public Libraries
-- ur--c=-*==; d-.zz~t, ,-yLTi c 1.1 K -I --C~SL.LT;~G GZCLP c 1&37fS200355 r'. 22
Carlsbad City Library Board Discussion Questions c 4
1. What has been your experience as a user of the services offered by the
Carlsbad City Library?
a) What dc you fcel are the Mcsf importonf sefvices' the library provides.
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Check out Scoks if there cre reserved books.
Wcrk wifh reference
Take reference study clcsses.
Use tke secrch cctatog
Use the cQmputers
2esd magozines and collese catalogs
Sitthg in the children's department
Story hours
,411 :he children's pfogrcms
Socicl, arris3c. polifical center Everyone who's who is invclved with the library
I The oniy building for gathering in the 1960s
8 Pick up information (in whatever form) - community or other
inicrrnarion
A picce to study
Useful collecficns (historic photographs and genealogy)
MUSIC
Art cdiection could be borrowed
Different kinds of books
Meeting roorI Close relaticnship with people in the community
Videos - .-
b) Where else do you get the informalion and services provided by the
libraw?
Bookstores
Personal ljbrary
1 Mainstreet
.I Readers Digest
.! Video stores
2. Who do you feel ?he library is here to senre?
.; For everybody
For those people who value its servlces
.I Geography of the city makes outreach difficult
Non residents get service at our library
.I Business community (not as much us they should)
'Responses in italics reflect those felt to be the most importoni services provided
by the library.
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It helps them learn - cbout themselves and the community.
Jobs
Read
Entertainment
Can get it checcer ai the library
Helps fie fincncial rcting of the city.
The library is z center
Helps people learn about fundraising
Helps people get io know others
The library is c scfe place.
Helps aecEle iearn new skills
Prosrams ct ??e Centra are helpful.
4. What ore some of the greatest challenges facing the liorary?
Financial
Teaching pecple to use computers, materials in the library.
New libray lcctltion tc Serve all people in the community (north/south split).
Marketing tc the community
Technctogy cnd welcoming environment to the community.
Will technolcgy at some future time replace libraries?
Serving the total Carlsbad community -
.Large senior population -_ --
aWcrkers don'T live here.
WTcurism
Ccmpufer technology companies
.Barrio kids are coming home more.
.Mast grom is in LaCostc.
.
you could change one thing about the library, what would it be?
Build a new one
Open mQre hours to serve more people
Sunday hours
Improve the physical support (Le, parking lots) of the buildings
Have rnuffiple copies of books
Meeting rooms
Study rooms
Increase the staff
Bring back comfortable seating
6. What makes you proud of tfie Catlsbad City library?
9 Staff and what they put together to help people
m We have hung in there
Ability to get whd you need and be a part of the community.
State stats show Carlsbad near the top.
Have had good leaders
FOCUS Group Text
Carkbad Unified School District - Draft
How do you use the library?
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Personal Ese
Pleasure L! rescsch
Rcsearch bcyond the textbook for supplemental information
.Rivenile marerids are helpful
Historic materials on Carisbad
Get ansuers to children's questions
Donations to the library [ my boob]
-Magazines
Trace1 and comumer infomarion
Place to read 3r hangout
Audio/video materials
Personal and for lessons
In-depth information on special topics
Access issues
Independent reading &: research [~mdeents]
Mainstreet access
Summer reading program
Infomarion on special hemes
Work more on cooperation on special muterids
Special materials
Need city library card
Weeklv visirs
- .-
Rofesshnal Use
Give the kids more responsibiiity - trust them to get a libnry card. There was a lot of
discussion about who needs to sign and when for a student to obtain a library card. The
CORS~~S was that if a child wants a library card, make it easy - don't put up barrim or
create a situation which says from the "git go" that we don't trust how they 411 use their
materids. rrhe middle school principal present shared how his li'brary card was something
magical fix him as a child To him it meant that he belonged to the library and with this
little card. he could get a book.]
Creating new skills [writing]
:Veed more lead time on notice of .ypeciulpmpams.
Greater understanding of grading cycIes and schedule of projec%
Give the tirneline as much in advance as possible
Collaboration with California Young Rcadcr project
Special tours to learn about the library and get c'ivds
.4bout 112 the kids unable to get what they need
Jr. Highers - encourage them to ask questions
May not know how the phrase their questions
Re careful to diversify assignments
Middle school students can be tentative in their approaches to people.
8 ked help learning how to use library resources
Need to stirndate the love of reading in children
1619729205055 P.E
The library needs to be more user friendly Nith young people
Work tlith beginners and younger readers as well
Reading progctms for families
Have city li bray staff participate in school lib- orientations
Post pictures-of city libnry suflat schooI library buIlctin boar& For students to see. If'
possibie. have 3 vidco on how to use the city library st thc schools. 5taff at die. cir). librap- - wear butlons that say ASK &ME
ked !o coordinate class visits or use of special subjects. [Advanced notice both wqs.1
Vo system presently exists to coordinatc support for classroom assignments.
Hate john mend Iibnry tcchs. meetings for the schools.
ked to get to know each other better [the library and school stafEs]
Let's have open house at the city library for the tcachcrs as a means of orientvion
Foster collaberxion - the librq as our loth school. ..
How to share technolow and future development of electronic access to
in formation.
%'ill it be possible For the city library to cfectronically access the school's collection '?
Need information on how to call the library and Isavc message after hours [this is often
when teachers are woriung on lessons.]
Have something for the phone - like emergency numbers with the library numbers on it.
Use of E-mail to communicate new resources, This includes the Valley Jr. High bulletin
board.
Put the city Ii5rary on the mailink list. [Mormauon to parents]
Evoive together in tcthnoiogy development. Share inforqation. Develop a plan for
tec hmolog together.
We have a vested interest in learning how to work qith this together.
Lib rary/Schooi Partnerships
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Remedial reading in summer
Get parents involved
Literacy /math tutoring
Cross-age reading meep firom l00Shg face]
After school programs [homework centers]. We are pretty good [the schools] with IC4 It
is the children fkom 4 - 8 where we don't have much to offer except me after school
athletic programs.
Ways to poll resources to expand range of Wexpertise
TV fm night for families to read at the libmy
Lack of reading interest at the uppn elementary and middle school
Silent reading a staple in schoob
Schools have limited media rcsomes. What can the public library provide?
Professional librarian3 piarming together
Share a print out of AV. holdings and library CD-ROM products
Systematically insmvice teaching staff on what the library has
Keep up bilingual Services at the Centra
BOKOW the idea hm WaiMart - havin8 greeters at the library. Maybe this could be a form
of coniniunity -ice in the City of Carlsbad.
I:se more young aduIt volunteers as greeters in the Iibrary. Make an emphasis on
recruiting bilingual youngsters
I
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DON,
THANK YCU FOR THINKING OF ME FOR THE PLANNING TEAM.
UNFORTUNALY 1 HAVE TO PICK UP MY SISTER FROM THE AIRPORT THAT
AFTERNCON.
I WCULD LIKE TO OFFER THE FOLLWING SWGGESTICNS:
1. I HAVE CKEN FOUND THAT THERE IS A LOT OF RESEARCH BOOKS
ELEMENTARY STUDENTS AND HJGH SCHOOL STUDENTS, BUT THERE
SEEMS TO BE A NEED FOR MIDDLE SCHOOL LEVEL MATERIAL.
2. COULD 'NE SUPPLY THE LIBRARY WITH A COPY OF THE RECOM-
MENDED FiEADING LISTS FOR BOTH ENGLlSH AND HISTORY, 1
WOULD SEE A SECTION SET UP SO KIDS COULD READILY
FIND THE APPROPRIATE BOOKS
3. PEGGY TAUGHT A LESSON ON THE READER'S GUIDE TO MY
STUDENTS. THERE WAS A LOT OF INFORMATION TO BE LEARNED,
BUT WE CIDN'T HAVE THE MAGAZINES TO SUPPORT THE
STUDENTS RESEARCH. PERHAPS THE LIBRARY COULD HELP US
OUT WITH THIS TYPE OF PROJECT.
4. THE LIBRARY HAS A GREAT SELECTION OF HISTORIAL VIDEOS.
COULD THEY BE MADE AVAIUBLE FOR TEACHERS TO RESERVE
AHEAD OF TIME. PERHAPS WE COULD MADE RECQMMENDATlONS
FOR FUTURE PURCHASES OF HISORRIAL SCIENCE, OR PARENTING
VIDEOS. ALSO, COULD THE TEACHERS NOT BE CHARGED FOR THE
VIDEOS AND AUDIOS
5. A F€W YEARS AGO 1 TOOK A GROUP OF STUOENTS TO THE LIBRARY
AFTERSCHOOL TO CHECK OUT BOOKS FOR AN ENGLISH ASSIGNMWT. I
MOST OF THE KIDS HAD NO LIBRARY CARDS, OR DID THEY KNOW
USE ANY OF THE COMPUTERS AT THE LIBRARY. PERHAPS THE
LIBWRY COULD HELP US WITH THIS
I
I
ISSUE STATEMENT
CONSTRUCTION OF SOUTH CARLSBAD LIBRARY I
Bac ka rou nd
The Cole library is very popular with both residents and non-residents. It is one of the most used
libraries in the State with an average daily traffic of 2,000 people and each year the demand for
services at the Cole !ibraty continues to increase. The Director reports that it cannot continue
to operate effectively and will beccme more and more inefficient over time.
The South'Carlsbad library is cptimisticarly scheduled for construction in the proposed 1 995-96
Capital Improvement Program in 1996-37. iunding for building the library is currently available
utilizing Community Facilities District (CFD) No. 1 revenues. Construction of the library was
postponed due to projections of insufficient operating funds for next few years. The library will
take approximately wo years to construct and considering current scheduling would open to the
public in the Spring of 1999.
There are issues regarding construction of the South Cadsbad library which impact growth
management and the City's operating and capital budgets.
Operating Costs - With the scheduled opening of the larger library, operating costs to the
General Fund would increase. Although the Cole library would close for its scheduled remodel
and current employees would move to the new library, several positicns would need to be filled.
To contain costs, six positions are unfunded in the Library budget; filling those positions would
add $230,000 to the General Fund operating budget. in 2001, after the Cole library is reopened,
additional staffing would be required at a estimated cost of $775,000. Thus, the cost to staff and
operate the South Cartsbad library and remodeled Cole library would increase the challenge of
balancing the General Fund budget.
Capital Expenditures - The cost to construct the new library is $1 1.2 million and will require the
CFD's first issuance of bonds. In order to issue debt for the library and to continue the pace of
street and interchange projects scheduled in the ClP, projected increases to the CFD vacant land
tax rates would need to be implemented. For example, at the end of two years the tax rates for
undeveloped property with residential medium (RM) land use mweed. to be increased to
$1 , 152, up from the current $1,004 per developable acre. Industrial vacant land tax rates could
almost double, rising from their current $483 per developable acre, to $943 per acre.
Estimates show that the CFD will support the bond issue, even though the district has a current
delinquency rate of 18%. Recovery of CFD tax delinquencies is calculated into projected CFD
tax rates. ARer five years, the County will move to collect delinquent property taxes through tax
sale and the City would recover its proportionate share from the proceeds. CFD tax
delinquencies would be disclosed when the bonds are issued. It is likely the City would covenant
with bondholders to foreclose on any new CFD delinquencies. Sufficient bonds to construct the
new library could be issued since the taxes paid by most of the district property owners are
current.
Growth Management Standards - Library standards in the Growth Management Plan require .a square feet of library space per Capita. The Library performance standard calls for scheduling
Inconstruction within a five year period." In other words, when the demand for the facility reaches
a certain level, the City has a "five year period" in which to finance and construct additional
facilities.
In 1986, Citywide Plan performance standards used the assumption of 1,250 units per year. The
Yive year period" means the demand equal to 1,250 units per year for five years, for a total of
6,250 units. The actual number of units issued since November 1986 totals 3,270 units, slightly
more than half of the original assumption used in the Citywide Plan. Translating this into demand
for facilities, it is clear that the actual demand created since 1986 is significantly less than what
was originally projected.
Demand for library facilities can be allowed to accumulate for longer than five calendar years and
still be in compliance with the intent of Growth Management, provided that the total number of
dwelling units issued after November 1986 does not exceed 6,250. The same concept can be
applied to parks and City administrative facilities. This finding is especially important for facilities
that have a financial guarantee for construction but which must be delayed for other reasons,
such as a shortage of operating funds.
Alternatives
At this time, Council may wish to consider the following alternatives to the planned year of
construction of the South Carlsbad library and subsequent remodel of the Cole library:
-. .
1. Move the planned library improvements back one year, which will defer the opening of
the South Cadsbad library to 2000.
2. Upon opening the South Cadsbad library, plan to dose the Cole library until its reopening
is required to meet growth management standards.
3. Maintain the planned construction of the new library beginning in fiscal year 199697 and
subsequent remodel of the Cole library in 1998-99 as shown in the proposed CIP.
.. . , - -. . . . . _. -.
Y
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I- 0) C n E 8 3 u) E
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CIRCULATION
MAIN LIBRQY Print/Audio Video Equipment
TOTAL :
BRANCH 11 Print/Audio
Video I'
TOTAL :
CENTRO TOTAL :
GRAND TOTAL:
REFERENCE QUESTIONS
Centro Genealogy Children's
Adult Online
Branch
TOTAL :
MEDIA/GRAPHICS PROJECTS
Media Graphics
TOTAL :
CARLSBAD CITY LIBRARY
STATISTICS
April 1995
Apr. Apr.
1994 1995
61,609 58 , 541
14,259 10 , 190
19 22
75 , 007 68 , 753
15 , 879 19 , 515
3,055 2,352
18 , 934 21,867
1,146
95,967
225
1 328
2 135
6 698
76
2,252
12 714
31
31
62
943
91 563
294
1,345
2 115
7 711
49
2,363
13 877
53
34
87
% Chancre
-5
- 29 + 16
-9
+ 23
- 23
+ 15
- 18
-5
+ 31
+1
-1 + 15 - 36
+5
+9
+ 71 + 10
+ 40
Apr . - 1994
Apr.
1995 % Chanae
PEOPLE COUNT (Daily Average)
Centro
Main Library
Branch
104
1,891
776
2,771
+ 21
-2
+5
86
1,935
73 8
2,759 TOTAL : ---
ATTENDANCE AT PROGRAMS
Centro Genealoq ~
Adult Main
Children's Main
Branch
+ 58 +s + 127 - 39 + 72
377
220
225
476
292
' 239
210
99
785
169
1,502 1,590 .. -..*
+6 TOTAL :
INTERLIBRARY LOANS
126
121
366
57
113
113
325
75
- 10
-7 - 11 + 32
Requests by Carlsbad
Received by Carlsbad
Requests of Carlsbad Filled by Carlsbad
NEW REGISTRATIONS
- 49 - 12 - 19
21
888
308
Centro Main Library
Branch
41
1,010
379
- 15 1,430 1,217 TOTAL :
- 31 1,358 1,957 ITEMS ADDED
- 15 555 654 ITEMS WITHDRAWN
2