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HomeMy WebLinkAbout1995-06-21; Library Board of Trustees; MinutesMINUTES MEETING OF TIME OF MEETINQ: 3:OO p.m. DATE OF MEETING: Juno 21,1995 PLACE OF MEETING LIBRARY BOARD OF TRUSTEES Clty Councll Conforonco Room CALL TO ORDER: President Woodward called the Meeting to order at 3:OO p.m. ROLL CAU Present: Library Board Trustees Woodward, McCann and Moss. Trustee Curtin arrived at 3:OS p.m. Absent: Library Boud Trustee L'Heureux -c Also Present: Cliff me, Library Director -. Geoff kmour, Assistant Library Director Carolyn Ayars, Friends of the Library APPROVAL OF MINUTES: This item was postponed until later in the meeting. MONTHLY LIBRARY DIVISION HEADS REPORTS President Woodward referred to the reports contained in the packet, and asked for comments or questions. President Woodward inquired about the First Aid Workshops, and Dr. Lange explained that the City provides thii training for the employees. In response to query, Or. Lange stated that the efforts to change a City ordinance to allow surplus jequipment to be donated to non-profit organizations failed, as Council did not pass the ordinance. Board Trustee McCann commented on the incredibly large number of children's activities at the Library. and Or. hge a6aured him that thii b the normal amount. President Woodwvd inquired about the 3M machine, and Or. Lange stated that volunteers are needed to encourage peopk to cue it He said that once it is used, it is so easy that people then we the machine. APPROVAL OF MINUTES On motion by Board Trustee Curtin, the Minutes of the Regular Meeting held May 24,1995, were approved as presented. AYES: Woodward, Curtin and Mm ABSTAIN: McCann June 21,199s LIBRARY BOARD OF TRUSTEES Page 2 LIBRARY BOARD COMMENTS Board Trustee McCann apologized to the Board for his absence from meetings lately, but added that hopefully his duties will be less so he can be here on a regular basis. Board Trustee Moss reported on the Fund-raising Workshop held in Los Angeles, stating that she went to the workshop with an open mind, but also a very positive mind, thinking that funds could be raised through a foundation. She felt the workshop was excellent, but is now having some doubts about whether it is possible to find enough people willing to follow through with all the work involved in forming a foundation. Ms. Moss stated she has a lot of information gained at the workshop which she would be happy to share, if the decision is made to form a foundation. She said that there are people who need a place to put tax deductible funds, and a foundation would be that vehicle. Board Trustee Curtin stated that he felt the reason for contributing to a foundation would dbe that it is a worthwhile thing to be contributing to, whether or not it is tax deductible. Board Trustee McCann concurred. Dr. Lange said that he thinks people have a moral sense to care for the well-being of the community, and that they would support a foundation. He said that other sources of mohby are needed to maintain the level of service the Library now provides, and that a foundation would be a good vehicle. Or. hge said he is encouraged by the success of other foundations that have been formed by libraries in the State. Also, this is a separate vehicle from the City, which is critical for its success, as people are reluctant to give money to any form of government. Also, the foundation will state that it is to supplement-not supplant- any City funding. The Board discussed the possibility of putting a message on the water bills on whether there would be support for either a special tax or a foundation. Board Trustee Moss stated that volunteers are hard to find and this foundation would take a lot of volunteers. Or. Lange stated that he has a list of people who may volunteer their time and efforts for such an undertaking. The consensus of the Board was to have Dr. hge continue working on the plans for a foundation, and he will bring a plan of action to the August Board Meeting, when the Foundation will be on the agenda for discussion. STRATEGIC PLANNING UPDATE Or. Lange reported that planning sessions we being held; panicularly this week while the Library is closed for the re-carpeting. He referred to the draft Vision Statement included in the packet and stated they are working on a Mi Statement and goals. Or. Lange said he is very happy with what has been done so far, as issues have been uncovered that needed to be addressed. Geoff Armour stated that me of the issues discussed included doing more with less funding and staff: new technology; providing for the "have-nots"; diversity; outreach; purpose of the Library; how to hire, keep and train quality staff; communication, and the need to be sensitive to changes to the citizens in the community. He said that there seem to be no community sense of ownership of the Librarya as there used to be, which is due partly to the growth of the City. Mr. Armour said that all of these tings are the foundation for the mission statement. June 21,1995 LIBRARY BOARD OF TRUSTEES Page 3 COFFEE CART UPDATE Dr. Lange referred to his memorandum to the Board of Trustees dated June 14, 1995, in which he stated that the development of a Request for Proposal and lease will be completed soon and will be brought to the Board for review and discussion. Or. Lange stated that the plan for the coffee cart includes the following: the location wiU be the atrium; initial lease will be for six months; the service will be contracted out and the coffee cart service would begin in September or October. All other details will be included in the RFP. Board Trustee Curtin stated that there should be an assurance from the City that the funds from the coffee cart will be retained for the purposes of the Library. ACTION: On motion by Board Trustee McCann, amended to include the phrase that the monies realized from the coffee cart will be allocated to the Library for use as specilied by the Director, and an assurance that the Ci would not reduce any corresponding money, the Library Board of Trustees directed Dr. Lange to proceed with the planning procedure for a coffee cart in thatibrajr. Woodward, Curtin, Wann and Moss AYES: REVISED DRAFT OF RULES OF CONDUCT Geoff Armour reported on the draft copy of the Carisbad City Library Rules of Conduct included in the packet. He stated that A4 had been changed to delete the term "foul language' and insert 'or other activity that disturbs or offends other people in the librw. Item A5 was made specific, "No bicycles in the library.' He said that people try to bring bicycles into the library for all sorts of reasons or excuses, and staff felt this had to be a definite statement. Item A7 WBS discussed by the Board. The rule now states Shoes must be An in the library." Mr. Armour stated that some Board Members had wanted this to state 'Shoes and shirts', but staff thought there might be some difficulty in determining when to apply this. The consensus of the Board was to include the words 'and shirts" in the item. Mr. Armour stated that Item R8 now includes "10 years old' as the age under which childdren must be supervised by an adutt or other responsible adult. DI RECTOR'S REPORT: Dr. hge reported on the recarpeting that is being done this week in the Library, and stated the Library will re-open next Monday, July 28. Dr. Lange stated that the City Council held the Public Hearing on the Operating and Capital Budgets last night and opted to move the construction of the Library to 1997-98. This sets back the construction of the Library and will caw a lost of approdmately six months in getting into the new Library. One thing this may caw is that space may need to be rented to move some section out of the main Library, and also there will be a deterioration of the service level. There is no room left in the Cole building. Also, the lease at the Branch Library is for five years and when that ends it is possible they will want to raise the rent to market rates. Or. hge reiterated there is a space problem at the Branch and the Main Library. June 21,1995 UBRAKY BOARD OF TRUSTEES Page 4 FRIENDS OF THE LIBRARY Carolyn Ayars reported the book sale netted $5,100.00 and at the Annual Meeting last week there were 75 people in attendance. GENEALOGICAL SOCIETY: No report. SERRA ADVISORY BOARD: President Woodward stated the Advisory Board has not met. PU BUC COMMENT: Dr. Lange stated that due to his vacation, he recommends that the July Board Meeting be canceled. The Board of Trustees concurred. ADJOURNME-: c- 8. By proper motion, the Regular Meeting of June 21, 1995, was adjourned at 4:- p.m. Respectfully subA ittedx ,rg& Harriett Babbitt Minutes Clerk ADULT LEARNING PROGRAM Monthly Report May 1995 - 1. Stratepic Planning: Presentation to Senior Staff On Saturday. May 6, nine senior volunteer staff, composed of all tutor trainers and senior (mentor) tutors in the Adult Learning Program, met and endorsed recommendations from the program’s strategic planning process. Focusing especially on a new tutor training format, the afternoon was facilitated by volunteer tutor/trainer/consultant Carrie Scott. VISTA Volunteer Shirley Taylor, and Coordinator Lynda Jones. New training components were demonstrated and revised. 22 Writing Group The first session of the program’s new Writing Group was held on Wednesday, May 10. Two experienced tutors facilitate the group of 8 learners. Particular emphasis is put on helping one another and functioning as a team. The group will meet once a week for 10 weeks. With 3 sessions by the end of May, response from both learners and tutors has been enthusiastic, with near-perfect attendance. The San Dieeo Union-Tribune donates 10 copies of each Wednesday morning’s newspaper for the group to use during class and then take home. - 3. Peeasus ( The Adult Learning Program is worlung With Pegasus, a nonprofit day treatment facility for chronically mentally ill adults, to establish on-site peer tutoring at Pegasus. Use of tutor-assisted computer-based instruction will allow 1 or 2 Pegasus clients to tutor 4 or more clienflearners. Coordinator Lynda Jones has been supporting City Purchasing Director Ruth Fletcher’s efforts to change a city ordinance so that surplus/obsolete city equipment. such as computers, could be donated to nonprofits. This ordinance goes to the City Council on June 6. In the meantime, since Pegasus tutors and learners were anxious to begin, they have come to the Adult Learning Program, where Shirley Taylor has supervised their first lessons. Pegasus was able to obtain a privately donated computer, which, unfortunately, has several defects. It is functioning somewhat, though, and some lessons are also now taking place at Pegasus. - 4. Classroom and Computer Lab Furniture On Friday, May 19, the new study carrels for one classroom and the computer lab were delivered ana installed. City Information Systems and Utilities and Maintenance performed necessary electrical/computer preparations. Volunteer . Randy Scott was able to rehook the computers over the weekend, so they were ready for use again on Monday. Adult Learning Program May 1995 * ?? Page 2 5- Even Start Carlsbad Unified School District is applying for an Even Start grant (federal funds administered through the private Lynch Foundation) to develop family literacy programming for parents with low literacy skills and their young children. Since the Adult Learning Program and the Centro de Informaci6n already have experience and programs for some of these needs (e.g., adult tutoring, bilingual storyhours), these two library services will be key partners in the Even Start program in Carlsbad. - 6. GOALS Workshou On May 31, the San Diego Council on Literacy sponsored a GOALS Workshop for adult learners at the Adult Learning Program. The director of Human Resources for San Diego National Bank in San Diego presented information on "Basic Banking Skills," including fees, bank services, check charges, establishing credit, joint accounts, loan applications, and catching check encoding errors. I, Training for Vision Screening On May 25, Coordinator Lynda Jones attended a training sponsored by the San Diego Council on Literacy. A representative of Prevent Blindness, a nonprofit organization, trained literacy staff to conduct initial screenings for near and far vision, to identi@ adult learners who need to be referred for professional eye exams. Prevent Blindness has a network of professional eye care specialists and will arrange and pay for the exams (and possibly glasses) for adult learners throughout the county who are unable to afford the exam. The initial screenings will probably be conducted during each learner's intake interview. CHI LDREFJ ' S DIVISION 140 N T H L Y STAT E NE N T NAY 1995 May was-exciting for Children's staff and an active one for our patrons. 17,000 items were checked out and 25 programs were presented. Six hundred plus Over- _._ - adults and ch Spelling Bee, ldren participated in Storyhour, Storytime, Grandparent's Storyt Prime Time Club and Storycraft. Besides developing, preparing for and presenting these programs, children's staff began preparing actively for Summer Reading Program. but now the actual physical business of decorating, organizing prizes, writing information sheets, and arranging school visits began. The planning began months ago, The Spelling Bee, as usual, was sponsored and supported by the Friends of the Library. At the Semi-Finals, the 2nd and 3rd graders really gave the judges all they could handle. Each contestant spelled over 10 words correctly and they were running out of words to give. finalists were chosen. Finally the judges came up with some tough words and the top two - At the Finals, the competition went smoothly because championship words were used that produced a winner rather quickly. by Sue Fradelis, who is on theFriends of the Library board.Prizes for the Spelling Bee range from trophies and plaques to medallions and certificates. The judges for the Spelling Bee are selected Flay also marked the last sessions for Storyhour, Storycraft and Prime Time Club. These programs will resume in September. COLLECTION DEVELOPMENT AND ACQUISITIONS STATISTICS REPORT May 1995 Current Month Fiscal Items Received B&T Direct PMSC Total to Date Year ...................................... -------------- ................................................ Books - Adult Main 278 77 355 5,293 Branch Centro 0 0 0 234 339 99 438 6,718 61 22 83 1,191 subtotal Books - Children Main 95 0 Branch . 60 0 Centro 0 0 subtotal 155 0 95 1,889 60 699 0 153 155 2,741 Audio - Adult 74 16 90 1,443 Audio - Children 4 0 4 475 I Video 20 18 68 106 1,484 Total Received 592 133 68 793 12,834 .................................................................... Direct-ordered Videos Cataloged at PMSC I-- B & T = Baker & Taylor PMSC = Professional Media Services Corporation * Genealogy - Local History Statistics FY 199L:- 199< MA7 HOLDINGS : , . .. Current Total Total Total Month Additions Holdings Holdings Additions Current Fy Last FY . .- Ti t12s Volumes Description of holdings: Titles Volumes Cataloged in INLEX Books Books - Microform Periodicals - Bound Periodicals - Microform Maps Microfilm (census, etc.) Microforms added this month: Books - GEN-CIRC CD-ROMs Film Fiche CALENDAR YEAR GOALS: This month Total calendar year Volunteer hours 3+ 153 Programs held Lc 20 Attendance I77 NSDCGS book/equipment cxpenditures-8 ',4'-'i 2. 62 3 5F7.63 .' 80-c ,.- ACTIVITY: This This +r - Total Total Month Month This FY Last E-Y Last FY Reference questions '1395' i. 3 6'7 id.' 14, *3 iw, 60 7 Daily average su Sb -I, s= 3.9 Daily average 8 5- +3 '8 7 Researchers registered 4 0 1, cu3 rb LO, c3 rl, AL3/ Daily average w( il 34 ' 38 Circulating checkout 23 1347 tY7 1.4 YZ 2. all0 DISTRIBUI'ION OF RESEARCHERS: City This This County Tfiis nis State ' mis This Month FY mnth FY Month EY Carlsbad Del Mar area East S.D. area Ehcinitas area Escondido area Fallbrook Oceanside S.D. City etc. Vista I San Marcos 2 3 4 La -- 73 ct9 32 /Lo 37 ci6 I Ib LA COSTA BRANCH LIBRARY Monthly Report May 1995 CIRCULATION Branch circulation totaled 23,447 for May. This total included 11,598 adult items, 9,264 children's items and 2,585 video tapes. Daily circulation was 938 items and hourly, 84. This is a 12% increase in circulation from May of 1994. USERS This month's total user count increased 15% over May of 1994. The total number of users was 19,620, averaging 70 users an hour and 785 each day. CHILDREN'S AREA The Children's staff was busy with more than the usual number of reference questions this month attributed to the ending of school and major assignments. Also attributed to the nearing of school vacation was the mounting number of class.visits from local schools. Aviara Oaks Elementary School took advantage of their close proximity and, to the library's staff delight, frequently scheduled visits. ,- Summer Reading Program "PAWS TO READ" was planned and promotion begun by the children's coordinator. the Library, weekly programs with canine themes have been planned. These include several storytelling and folk music programs. "PAWS To READ" begins Monday, June 26. Funded by the Friends of Due to it's success and growing popularity, the Book Buddies program is being continued throughout the summer. has drawn readers from age 6 to 16 and listeners from 3 to 7 years old. This activity Newspapers are beginning to publicize the program. CABLE PUBLICIm Combined with the Plaza Paseo Real Shopping Center, the library participated in a promotional tape to be aired on Daniels Cablevision beginning June 6. The 30 second TV spot included 15 seconds showing preschool storyhour and the variety of media the library offers. The narration mentions the new books, videos, audio materials and reference resources. A pitch is also given for the magazine sale. .? -3 > E a n 4 m -3 < 0 U 0 L.r; . . . . . . . .... FY 94-95 -- I i .,,,a GiaDnrcs TOTAL SEVlCES I ?si I?:' 2.e 0 30 1 __ I TOTAL f PARTNERSHIPS FOR C"GE/CENTRO DE INFORMACION Monthly Report May - 1995 1.- Centro de Informaci6n Newsletter. Over 1400 copies of the May/June issue of the Centro de Informacih Newsletter in English and Spanish were distributed in the community during the last week of May. 2.- AdultPronramrmn . z. On May 1 and May 24 the Festejando a las Madrecitas (Mother's Day) Committee met at the Centro de Informacih. On May 5 the Head Start program held its monthly parents' meeting which was followed by an adult presentation on ways that parents can be involved with the school and can help their children to do better academically. The Spanish literacy group met 7 times this month. 3.- Children's Pronramrmn * E. On May 3 during the morning bilingual storyhour children celebrated the Cinco de Mayo by making flour tortillas after a bilingual story about the 1862 battle in Puebla. The Sewing Club met 4 times this month. Regular bilingual storyhours have been continuing on Wednesdays and Thursdays during this month with the last storyhours held on May 31. During the month of June, Centro staff will be preparing materials and doing outreach for the Summer Reading Program. _I 4.- Community Outreach. On May 14, the Centro de Enformaci6n participated in the c "Festejando a las Madrecitas" festival at Holiday Park with an information booth. REFERENCE ACTIVITIES FOR MAY, 1995 Reference questions totaled 8270 during the month of May, an increase of 933 over last year. Reserves totaled 1901, an increase of 158 over last year. Online Searches totaled 21. a decrease of 11 over last year. Interlibrary Loans totaled 104 items received and 69 items were sent to other libraries. During the month of May, there were 4 Reference Skill Classes and 1 Library Skills Class taught to Mira Costa students by Callie Ahrens. There was also 1 Library Tour. Cal I ie Ahrens attended an Investment in Excellence Faci I itators meeting - on May 9. There were two Emergy Preparedness and First Aid workshops given on May 16 and May 19 that were attended by Cal I ie Ahrens. Penny Thompson attended a Serra workshop called "Basic Legal Reference in the Public Library," on May 17. Char Kennedy went to the first Strategic Planning Meeting on May 22. Technical Services Rep0r.t May 1995 In May, Technical Services staff added 975 books and 375 audiovisual itens to the library's collection. A total of 530 books and 93 A-V items were withdrawn from the collection. Patrons with computers used the dial-access catalog 380 times in May. Main Street usage was 191, up slightly from April. The transfer of the 3M Selfcheck unit from the La Costa Branch to the Main Library was completed, and the unit was made available for public use on May 3. books. Patrons used it to check out 1,337 The latest upgrade to the Inlex software was installed this month. This was a mid-year flpatch'l that made some minor --improvements in the cataloging and acquisitjons modules, but there were no changes to the public catalog or circulation modules. The next upgrade, scheduled for late this year, will include some major improvements in circulation. r"- VISION STATEMENT BECAUSE OF THE CARLSBAD CITY LIBRARY Carlsbad residents of all aqes and backwounds ... Are part of a dynamic learning community which celebrates our shared humanity and our rich diversity. Participate in the information age, connecting the past to the future. Are tolerant of different points of view and share a sense of community history. Are economically, politically, and personally empowered and enriched. June 14, 1995 TO: LIBRARY BOARD OF TRUSTEES FROM: Library Director COFFEE CART Now that the remodel of the restrooms is completed and the recarpeting of the library will be done, it is time to pursue the establishment of a coffee cart in the library atrium. The development of a Request for Proposal and lease will be completed soon, possibly by the date of the - board meeting. The plan for the coffee cart includes the following: the location will be the atrium; initial lease will be for six months; the service will be contract- ed out; coffee cart service would begin in September. Details, such as hours, beverages to be served, etc. will be included in the RFP. I hope to bring a draft of the RFP/lease to the board meeting for your review and discussion. CLIFF LANGE CARLSBAD CITY LIBRARY RULES OF CONDUCT The staff of the Carlsbad City Library welcomes you. We are happy to have you use the library. Please help us keep the library safe and pleasant for everyone by following these rules: 1. 2. 3. 4. 5. 6. 7. 8. 9. No smoking in the library. No food or drink in the library, except in the atrium (the patio in the middle of the Main Library). No selling or asking for donations or money inside the library. No loud noise, running, skating, fighting, or other activity that disturbs or offends other people in the library. No bicycles in the library. No animals in the library building, except for licensed guide dogs with disabled persons. Shoes must be worn in the library. Children under 10 years old must be supervised by an adult or other responsible person. Library staff do not supervise individual children. Damaging or destroying any library property is not allowed. Library property includes library buildings and grounds, library furniture and equipment, and all books, magazines, newspapers, cassettes, videos, and other library materials. - If anyone violates these rules, the library staff will take these actions: First Time: The person will be given a copy of these rules and will be told which rule has been violated. The person will be asked to follow all of the rules in the future. Second Time: The person will not be allowed in any Carlsbad City Library facility for 1 to 3 days. The number of days will depend on how serious the problem was. If the person is under 18 years of age, a copy of these rules, with a written description of the problem, will be mailed to the parent or guardian. Third Time: The person must arrange for and attend a formal meeting with the Library Director or Assistant Director. use of the library will be discussed. The person will not be allowed in any Carlsbad City Library facility until this meeting has taken place. If the person is under 18 years of age, a parent or guardian must also attend the meeting. The library may take legal action if this meeting does not take care of the problem conduct. Library conduct and the person's future The Carlsbad Police Department will be called immediately when there is criminal activity, destruction of property, injury or threat of injury to another person. 6/15/95 CARLSBAD CITY LIBRARY STATISTICS Mav 1,095 ;May 134 May 1935 % Cka-n_ce CIRCULATION 62 , 009 12 , 852 13 63 , 375 f 5 13 , a73 - i3 15 + 15 Video Equipment TOTAL : 72, a74 74 , 263 +2 BRANCH Print/Audio 18 , 795 2,498 21,124 + 12 2,583 c 3 Videc 23 , 707 + II TOTAL : 21,293 TOT-XL : 1,076 1,123 t4 GRAND TOTAL: 95 , 243 99 093 +4 REFERENCE QUESTIONS Centro Genealogy Children’s Adult Online Branch 118 180 +5 1 387 1 J 395 +1 1,914 2,718 + 42 7,337 8 270 + 13 32 21 - 34 2,175 2,638 + 21 TOTAL : 12,963 15,222 + 17 MEDIA/GRAPHICS PROJECTS Media Graphics 46 29 - 37 15 25 + 67 TOTAL : 61 54 - 11 May 1994 May 1995 % Chanse PEOPLE COUNT (Daily Average) Centro Main Library Branch + 23 116 1,962 795 + 15 +5 TOT,- : 2,639 2,763 ATTENDANCE AT PROGRAMS + 34 + 50 -8 + 10 + 811 Centro Genealogy Adult Ma in Children's Main Branch 371 .177 22 617 337 277 118 125 561 37 1,524 + 36 TOTAL : - - 1,118 INTERLIBRARY LOANS 123 114 356 74 121 104 294 69 -2 -9 - 17 -7 Requests by Carlsbad Received by Carlsbad Requests of Carlsbad Filled by Carlsbad NEW REGISTRATIONS 23 Centro Main Library Branch + 77 -7 + 19 13 872 276 807 328 TOTAL : 1,161 1,158 1,350 ~i48 + 18 ITEMS ADDED - 17 623 751 ITmS WI?EDRAW 2 r- 0 Q, Q, d c\! a- 7 0 0 9 0 0 9 0 0 9 0 0 9