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HomeMy WebLinkAbout1996-04-17; Library Board of Trustees; MinutesMINUTES MEETING OF TIME OF MEETING: 3:OO p.m. DATE OF MEETING: PUCE OF MEETING: LIBRARY BOARD OF TRUSTEES April 17, 1996 Clty Council Conference Room CALL TO ORDER: President Moss called the Meeting to order at 3:OO p.m. ROLL CALL: Present: Library Board Trustees Moss, L'Heureux and Woodward. Board Trustee Curtin arrived at 3:07 p.m. Absent: Library Board Trustee McCann. Also Present: Cliff Lange, Library Director Geoff Armow, Assistant Library Director APPROVAL OF MINUTES: On motion by Board Trustee Woodward, the Minutes of the Regular Meeting held March 20, 1996, were approved as presented. AYES: Moss, L'Heureux and Woodward MONTHLY LIBRARY DIVISION HEADS REPORTS President Moss referred to the reports contained in the packet, and asked for comments or questions. Board Trustee L'Heureux stated she is still in awe of the Adult Learning Program. President Moss inquired about the total circulation decrease at the Branch Library. Geoff Armour stated that he had compared the same month in 1995 to 1996, and because of the way the calendar falls, there were 27 working days last year and only 25 this year. LIBRARY BOARD COMMENTS Board Trustee Woodward stated he attended the annual Adult Learning Program potluck dinner, and he found it very interesting. He felt the students appreciated the Board Members being there and indicating they were interested in them and their program. LIBRARY FOUNDATION UPDATE Dr. Lange reported that the City Council had a lengthy discussion on this item last night, and they decided not to affiliate with the San Diego Community Foundation and do their own thing, with the Library to be the first City department to do this. He said that there was no answer as to how to accomplish this, but he will meet with Jim Elliott, the Financial Management Director, next Monday. April 17, 1996 LIBRARY BOARD OF TRUSTEES Page 2 LIBRARY FOUNDATION UPDATE (Continued) Dr. Lange stated he still wants a Library Foundation and would prefer that to a City Community Foundation. REPORT FROM ASSISTANT LIBRARY DIRECTOR ON THE PUBLIC LIBRARY ASSOCIATION CONFERENCE, MARCH 26 - 29.1996 Geoff Armour gave a detailed report on the Public Library Association Conference he attended in Portland, Oregon. He referenced his report contained in the packet and the report of Susan Simpson, who also attended the Conference. He explained that there were 97 programs presented during the three days, and it was only possible to attend four in a day. He said there were 270 exhibits and over 6,000 people in attendance. Mr. Armour said that the central theme was new technology and the different ideas for handling this in libraries. He commented that in the corporate world, one percent of the corporate funding goes for training, and the library has nothing like that for training. There was a discussion about building large libraries in the downtown areas of cities or enhancing electronically neighborhood branches. Dr. Lange stated that he does not think libraries will become extinct; there will be changes, but they will still be there. CITY OF CARLSBAD "FUNRING CONFERENCE", MARCH 27 AND 28.1996 Dr. Lange reported on this conference, stating it was very informative and there is a Steering Committee that is coordinating everything that was discussed at the Conference. STATISTICS ON USE OF THE LIBRARY'S VIDEOTAPE COLLECTION Geoff Armour referenced the report contained in the packet, calling attention to the top three percentages: Dramas, 30 percent; documentaries, 25 percent; and comedies 19 percent, with the percentage for documentaries increasing steadily over the past few years. DIRECTOR'S REPORT: Dr. Lange reported that he received a Proclamation last night at the City Council meeting for National Library Week and the 40th anniversary of the Carlsbad Library. He said that tonight will be the local authors night and should be interesting. He reminded the Board that Friday will be the birthday party. Dr. Lange said the Information Desk was launched on Monday, and this is a result of the Strategic Planning. Dr. Lange stated that on last Monday, 3,304 people came through the doors of the Library. The normal number is over 2,000. He said he is working on the CIP, and he will have a report at the next meeting. He is requesting $100,000 next year to cover the cost of review and renewing permits for the new library building, and construction should start in the summer of 1997. Dr. Lange said that several donations of artifacts have been received, and they are working on a computer resource center for children. He stated he will be in Sacramento April 29 and 30 for the Library Directors meeting and Legislative Day. Dr. Lange requested a change in the meeting date for May, and by unanimous consensus, the Board agreed to change the date to May 22, 1996. April 17,1996 UBRARY BOARD OF TRUSTEES Page 3 FRIENDS OF THE LIBRARY: No report. GENEALOGICAL SOCIEM: No report. SERRA ADVISORY BOARD: Board Trustee Woodward reported that the Serra Local Legislative Day will be on Friday, April 19, from 300 p.m. to 7:OO p.m., at the Malcolm X Branch Library. PUBLIC COMMENT: None. ADJOURNMENT: By proper motion, the Regular Meeting of April 17, 1996, was adjourned at 4:09 p.m. Harriett Babbitt Minutes Clerk ADULT LEARNING PROGRAM Monthly Report March 1996 3 - 1. Newspaper Tour On March 5, twenty-four adult learners, tutors, and staff were given a tour of the North County Times facility in Oceanside. Sylvia Selby, social columnist, guided the tour, and newspaper editors, columnists, graphic artists, advertising managers, and other staff told the group about their roles in producing a daily newspaper. - 2. Tutor Orientation and Training A combined orientation and training for new tutors was held March 8-9, with 6 tutors finishing the course. Instructors included 2 adult learners, 1 learner’s wife, 2 tutors, and staff. 3, Writing Class The last session of the term for the 10-week Spring Writing Class was held on March 13. The 8 learners and 2 tutors in the class watched a video about John Corcoran, a former learner in this program who was appointed by President Bush to the National Institute for Literacy. They also watched a video, made by one of the learners in the class, showing an abandoned Julian gold mine to which the learner now has mineral rights. The learner has been researching in the Carlsbad Library about gold mining. The Writing Class will take a break and resume on April 17. - 4. Pen to Paver The last week of March, Pen to Paper, the program’s journal of learners’ writings, was sent to all tutors and learners in the program and to city dignitaries. Seventeen stories, poems, and articles by eleven different learners were published. Many of the learners were participants in the Writing Class in 1995. - 5. Orton Dvslexia Conference On March 23, Coordinator Lynda Jones attended the statewide Orton Dyslexia Society Conference in Long Beach. She took workshops on Attention Deficit Disorder; Mainstreaming Learning Disabled Students; Visualization, Comprehension, and Creativity; and Time Management and Organizational Skills for Learning Disabled Adults. - 6. ADA. Workshop On March 7, Coordinator Lynda Jones and Reference staff member Cathy Miller attended the third in a series of workshops on libraries and the Americans with Disabilities Act. This session was held at the main Chula Vista Library, to see grant-funded changes implemented there. - 7. Win ’95 Training On March 25, Coordinator Lynda Jones and Program Assistant Anita Stafford attended city computer training in using Win ’95. WBAD ClTY LIBRARY CENTRO DE INFORMACION Monthly Report March 1996 1.- Adult Pro- E. On March 14, the Centro de Informaci6n, in conjunction with the Carlsbad Police Department, set up an adult educational presentation at the Senior Center Auditorium. The topic for this presentation was crime prevention and gang awareness. Different ways that the community can help to prevent crime in their neighborhood were also discussed during the presentation. This presentation was conducted by officer Gilbert Garcia in both English and Spanish. A group of 68 people attended this presentation and, at the end, they had the opportunity to ask questions. 2.- children's Pro- ' . On March 21 at the Centro de Informaci6n a special program for junior high and high school youth was held. A bilingual counselor from Lifeline Community Services came to give valuable information on various topics of interest to teens. Regular bilingual storyhours continued during March. 3.- CommunitV Partnerships. On March 26, the Centro de Informaci6n was used as a polling place during the Primary Election. One hundred and seventy five Carlsbad residents voted at this site. 4.- CommunitV Meeh~. On March 19 the Festejando a las Madrecitas Committee meeting was held at the Centro de Informaci6n. Members of the committee are continuing with the planning for the annual Mother's Day celebration. 5.- Carlsbad Ch-Fit. Centro Supervisor Lizeth Simonson attended a two-day City-Fit Strategic Planning Futuring conference at the Safety Center. Lizeth was part of a group of 120 city employees from all levels and departments in the City that provided their input to help to define the Vision, the Mission statement, and a set of shared values for the City of Carlsbad, and to create the steps to integrate these into the city organization. 6.- Spanish Literacv. The Spanish Literacy group met eight times during the month of March. MONTHLY STATEMENT CHILDREN’S DIVISION MARCH 1996 The Children’s Division was a very busy place during the month of March. There were 30 programs presented to over 2,100 children and adults. These programs included storyhours, Multicultural Festival events, Bedtime Storyhour, Library video auditions, Prime Time Club, Grandparents Storytimes, Storycraft, and tours of the Library. Children’s staff also made visits to schools, and attended meetings. Our third annual Multicultural Festival was a smashing success with over 3,300 children and parents in attendance. Performances took place at the Branch in La Costa, at Centro de lnformacion, in City Council chambers and at our new location, the Carlsbad Cultural Arts Center. At this new locastion large groups with youngster appeal enjoyed large crowds of school age children in a state of the art facility. The Arts Office was also involved in the planning and publicity aspect of this event. We hope they will be involved in the financial aspect.in years to come. As in the past, The Friends of the Library were the sole support of this event. All performances of the Multicultural Festival are free to the public. This allows all patrons equal access to any event they wish to see. Feedback from teachers, parents and school administrators has been overwhelmingly favorable to continue such a program. Through cooperative efforts with our Media Division, Carlsbad schools, Carlsbad Youth Theatre, teachers and librarians, we are developing and producing a library video which will be available to the elementary schools. This video will portray two elementary students visiting and using various reference services at the library. The video is meant as an orientation video for all elementary schools to use during their library skills training. We hope to have this project completed by the end of April. Carlsbad Cablevision is also involved in this project, being in charge of all the on site and in-studio production. The auditions included both English and Spanish speaking students from the Carlsbad Youth Theatre and Pine Elementary School. Twelve students, ages 11 to 14, auditioned for speaking and acting roles. All students have been selected, notified and have accepted their assignments in this project. Children’s staff is gearing up for our 1996 Summer Reading Program. Camp Read S’More is the theme and The Great Outdoors is the expanded theme. Staff have met with the Branch and Centro staff to make decisions which will keep the program simple and the same at each location. Our Kick-Off program will be on June 24th. There will be many nature and outdoor-related programs for all children preschool through High School at all of our locations. COLLECTION DEVELOPMENT AND ACQUISITIONS STATISTICS REPORT March 1996 Current Month Fiscal Items Received B&T Direct PMSC Total to Date Year ...................................... -------------- ................................................ Books - Adult Main 460 166 626 5,031 Branch 190 6 196 1 , 056 Centro 0 1 1 184 subtotal 650 173 823 6 , 271 Books - Children Main Branch Centro subtotal 199 12 0 211 43 8 38 89 242 20 38 300 947 557 420 924 Audio - Adult 39 23 62 1 , 122 Audio - Children 1 3 4 447 Video 58 0 103 161 1,009 Total Received 959 288 103 1 I 350 11 I 773 Orders Placed current Fiscal month Year to Date ------------- Orders Requests (items) 110 727 1,230 10 I 224 ___~ Direct-ordered Videos Cataloged at PMSC current Fiscal month Year to Date videos 27 263 B & T = Baker 61 Taylor PMSC = Professional Media Services Corporation .Genealogy - Local History Statistics FY 1995;- 1996 HOLDINGS : Ti t1.2~ Vol.umes MQRLI~ Current Total Total Total. Month Add i t i ons Hold ing s Hold i ng s Additions Current FY Last FY Description of holdings : Titles Volumes Cataloged in INLEX '6, rS3 Books 9,780 i 2.*8 Non-Circ. ['7. 876 I 4,777 Microform Books - Microform Periodica1.s - Bound Books - GEN-CIRC 887 Circ. st8 7 Periodicals - Microform I7sf i 'SW Maps f 74 /A 3 Microfilm (census, etc.! .5.C{7+ 5,499 CD-ROMs 13sL /8 I B 3 732 Total Microforms added this month: Film Fiche This month Total calendar year 39 1.34 CALmAR YEAR GOALS: Volunteer hours Attendance a/& ++c Programs held 4 I7 NSDCGS book/equipment expenditures 9 1, LY7, Yf dqUr 9. +z ACTIVITY: This Month Reference questions I, 771 Daily average b 8 Daily average 47 Circulating checkout zb2 Researchers registered 1 , r b s' Daily average i0 +r - -tal/r c IX t tG 6 b r 3i t i Total This FY City Total Last EY ~ c, 693 7 Carlsbad Del Mar area East s.n. area Encinitas area Escondido area Fa1 lbrook Oceanside S.D. City etc. San Marcos Vista DISTRIBVTION OF RESEARCHERS: x. 139 7 This This county . This . This StatEt . ' . This This Month FY Wnth FY Month EY UI n L ac I/ LA COSTA BRANCH LIBRARY Monthly Report March 1996 CIRCULATION The total Branch circulation for March was 23,386. This total included 8,343 children's items, 12,351 adult items and 2,692 video tapes. Daily circulation averaged 899 items and hourly, 86. 1995, the average hourly circulation rose 4%. difference in hours the library was open March of 1996 and March of 1995. During March of 1995 the library was open 288 hours as opposed to March of 1996 with 272 hours of service. With fewer hours, the library was actually busier. Nevertheless, the total circulation shows a decrease. Even though the total circulation dropped 2% over March of This is due to the USERS This month's total user count was 20,360. On an average, 75 users came through the door each hour and 783 each day. The total was down 2%, however the hourly rate was up 4%. As explained previously due to the way the days fell during the month, service hours in March, 1996 were fewer than in March, 1995. Therefore, the library was actually busier this year than last CHILDREN'S In response to several inquiries by local people, a volunteer preschool storyhour program has been underway since February. March was the first fully scheduled month. Audiences were small, but are sure to grow. on March 27. Room was made in the workroom for the showing of Harry the Dirty Dog. attendance for the twenty minute show. A Movie night for all ages was scheduled It was deemed a success with 15 in STAFF Five people were hired this month. and Sally Chernesky were hired as circulation clerks. pages hired were Lorie Roberts and Megan Trejo. Julie Ziccardi, Wanda Davis The two F"URING CONFERENCE AND COMPUTW TRAINING Marie Garvey and Chris Holt attended the City wide Futuring Conference March 26 and 27th. Chris is attending the computer training for Windows'95, Word, Excel and Powerpoint given during March and April. I I U P a FY 95196 . zdia Graphics MEDIA STATS19601 0 JAN FEB MAR APR MAY JUN GRAND TOTAL REFERENCE ACTlVlTiES FOR MARCH, 1996 Reference questions totaled 7,674 during the month of March, an increase of 556. There were a total of 2,385 Reserves, an increase of 581 over last year at this time. Online Search Requests totaled 56, an increase of 14 over last year. Interlibrary Loans totaled 93 items received and 91 items were sent to other libraries. During the month of March, there were 7 Reference Classes: These included a class from Mira Costa College- Women in Technology and a class from the North County Career Center. Char Kennedy attended a Serra Reference & Cot lections Meeting on March 13 at Scripps Ranch Library. Their Computer Lab for the public was impressive. There was a Reference Selection Meeting on March 3: $526 was spent on new materials and $1233 was spent on updates. Cat lie Ahrens attended City of Carlsbad Strategic Planning Steering Committee meetings on March 6 and 14. She facilitated the City of Carlsbad Futuring Concerence on March 27 and 28. Cathy Miller attended an Americans With Disabilities Worksnop on March 7, and a Newspaper Indexer’s Meeting at Oceanside Library on March 22. Char Kennedy and Penny Thompson met with Clenna Mitchell, a professor from Palomar College’s Library Technician Program on March 21. She wanted feedback on what qualities and skills were needed by iibrary technicians. Technical Services Report March 1996 In March, Technical Services staff added 1,417 books and 334 audiovisual items to the library's collection. A total of 421 books and 157 A-V items were withdrawn from the collection. Patrons with computers used the dial-access catalog 407 times in March. The catalog was accessed through Daniels Cablevision 68 times. March statistics for self-checkout and patron-placed holds are not yet available. reported next month. Figures for both March and April will be On March 26, Cliff Lange and Chris Pickavet met with staff from the city's Information Systems department to discuss technical support for donated computers and equipment bought from grants, city and library networks, and the library's plans for the future. Although some issues remain to be settled, it was a . productive meeting. At the end of the month, the city began training staff for a major change in software. Previously, we have used DOS-based programs such as Wordperfect for DOS, Lotus 1-2-3, and Harvard Graphics. As part of a major upgrade, we are switching to Windows 95 and the Microsoft Office suite, which includes Word, Excel, and PowerPoint. The change required replacement of many of the library's PCs. When this is done, the library will have only six older PCs, all attached to the INLEX system-- one is used at the circulation desk of the main library, one is used by circulation staff at the branch, and four are in Technical Services. 48 # 13/.hc3 NTG. .- CM DEPT. 3ECOMMENDED ACTION: v TITLE: DEPT. HD. CITY ATTY CITY MGR. COMMUNITY FOUNDATIONS 1. Consider alternatives for creating endowment funds to provide financial support for community groups, supplemental library services or other community activities. 2. Direct staff to return with documents to implement the alternative of their choice. J ITEM EXPLANATION: Council Members have expressed an interest in the possibility of establishing a Community Foundation with an endowment which could help fund a wide range of community services and activities. Council currently appropriates $75,000 each year to fund community support organizations. It is possible that if a portion of these funds were used to create an endowment in a community foundation, the foundation could encourage donations of matching funds from other sources interested in providing help to specific community support groups or services. The Library Board 'of Trustees has also expressed an interest in establishing a foundation to fund supplemental library activities for which City General Funds are not available. Although the Carlsbad Municipal code already gives the Library Board the ability to accept gifts on behalf of the Library (See. 2.1 6.0551, the Board is pursuing the creation of an independent foundation because they believe that it can be more successful in attracting doners. If the council wishes to form a single community foundation, it could be split into two separate funds to satisfy the needs of the City and Library Board. One could provide funds for community support groups, and another to support supplemental library activities such as providing educational, cultural, and recreational materials and events. Monies held within each of the funds would not be commingled. Cities have created endowment funds in a number of ways. Some have found success in appropriating an endowment to create a fund in an established community foundation or creating their own community foundation, while other attempts to create community foundations have not been as prosperous or have.been dissolved due to management problems and/or lack of donors. Barbara Harison, author of an article in Western Cities Magazine entitled "How to Make Your Community Foundation a Partner in Philanthropy" suggests that cities interested in creating an endowment fund should consider forming a partnership with an established community foundation. She lists the following advantages to such a partnership: PAGE WO OF AGENDA BILL NO. /< c3 A Board of Governors with staff support in place to attract and prudently manage the fund. . m Foundation publications such as annual reports and newsletters will report gifts to your fund and help in bringing the message to prospective donors. m Professional foundation staff offer expertise in attracting future donations. A foundation offers consistency and permanency to the fund as a well established and financially sound c0mrnun.Q trust. Collaboration with a foundation builds credibility for your agency programs and can lead to additional private grant funding for programs. ADVANTAGES TO THE DONORS m Provides the maximum tax benefit allowable for charitable contributions. Opportunity to give to nonprofit that will benefit community programs without giving to the government. Assurance that the fund will be managed by credible and professional endowment managers commtted to communrty projects. No cost to the donor that would occur if creating a separate private foundation. Opportunity to give now and in perpeturty. Community foundations charge an annual administrative fee which generally amounts to between one and two percent of a funds value. For example, the San Diego Community Foundation's annual administrative fee is one percent of a fund's value. Depending on the size of the fund balance, this could amount to less than what it would cost the City in staff time and fees to establish and manage a foundation. Groups could apply to the San Diego Community Foundation for grants and the City Council could act as an advisory committee to the Board of Directors on what groups should receive the grants. Council could also appoint residents to serve as members of an advisory committee. The San Diego Community Foundation is planning on opening an office in Encinitas soon to better serve donors and communrty groups in North County. The Foundation has provided grants to organizations in North County such as the Carlsbad Senior Center, North County Heatth Services, North San Diego County Special Olympics, North County Housing Foundation, and the Oceanside Senior Citizen Association. An Oceanside resident recently established a fund in the Foundation to generate money for an arts museum. The City of San Diego has had success with the Foundation's help in raising money for a number of funds to help them maintain a number of City of San Diego parks. If Council does not wish to enter into a partnership with an established commun'w foundation, they could create one or more endowment funds in a new community foundation. Council may wish to appoint a group of community leaders to work with City staff and create a communjfy foundation, which requires the following steps: PAGE THREE OF AGENDA BILL NO. 3, b 03 A. Select a corporate name and call the Secretary of State's Name Availability Section to determine if the name is available. B. Prepare Articles of Incorporation and Bylaws, including names and signatures of five directors. (The directors could be the group of community leaders selected by Council or the group could recnrit others for the Board.) C. Prepare and file California State Tax Exemption Application and Articles of Incorporation. Application package must also include Bylaws, proposed first year budget, purposes of the foundation and description of planned fundraising or other activities. All documents must be submitted to the Secretary of State, who certifies Articles of Incorporation and forwards the Tax Exemption Application to the Franchise Tax Board. Application fees total $35. Application review process takes approximately 30 to 60 days. D. Prepare and file Federal Tax Exemption Application. A copy of Articles of Incorporation with the Secretary of State's certification stamp must be submitted with an application for approval. Application fee is $1 50 if foundation is expected to earn less than $10,000 per year for the first four years, and $465 if over $1 0,000 per year is expected. Application review process can take from 2 to 6 months. E. Mail Federal Determination Letter to State Franchise Tax Board F. Once the foundation is established, the Council could approve an appropriation to create one or more endowment funds within the foundation. A foundation established as a result of Council action would have its advantages, but there would be several potential disadvantages as well. ADVANTAGES Establishing a community foundation would provide interested individuals and businesses with a tax exempt organization where they may donate property, money, or securities to help fund communtty support groups, supplemental library programs or other activities important to Carlsbad residents. Money in a fund could be used to leverage donations from other sources. Foundations can respond more quickly to urgent needs in the community because there is less 'red tape' required for expenditure of foundation funds than public agency funds. Some corporate policies prohibit donations to public agencies, so it might be easier for a foundation to solicit funds from those organizations. PAGE FOUR OF AGENDA BILL NO. 13; (c c> 3 POTENTIAL DISADVANTAGES w Some experienced with establishing community foundations, including author Barbara Harison and staff from other California cities, believe that a city’s involvement with a foundation somehow taints it in the eyes of private donors, and those donors are less likely to contribute to a fund if a city is in control of how funds are distributed. Other cities have found that foundations are most successful when they are created by a group of residents in reaction to a pressing need in the communrty, and that cities should avoid involvement in a foundation except for donating seed money to it. The pool of potential donors has already been greatly reduced from the recruitment of donors by the San Diego Foundation. Research indicates that foundations created to support specific programs are more successful in recruiting donors than foundations aimed at supporting a wide range of activities. Additional administrative responsibilities would be assumed by City staff who have no experience in such an operation. rn If Council agrees that they are interested in appropriating money to create an endowment fund, it is recommended that Council direct staff to work with the San Diego Foundation and Library Board of Trustees to establish one or more funds in the foundation to provide support for Carlsbad community service groups and supplemental library programs. FISCAL IMPACT: If a fund or funds are established in the San Diego Community Foundation, Council may wish to appropriate money for donations to the fund or funds to help attract private do no rs. MH I BITS: 1. Western Cities Magazine article, ‘How to Make Your Community Foundation a Partner in Philanthropy’, by Barbara Harison. PUBLIC LIBRARY ASSOCIATION 6TH NATIONAL CONFERENCE SUMMARY OF STAFF ATENDANCE PIA’S 6th National Conference was held March 26-30, 1996 at the Oregon Convention Center in Portland. The conference included an Opening General Session speech by Jack Valenti, President of the Motion Picture Association of America; a pre-conference workshop on Planning for Technology in Libraries; 100 programs in three days; and over 270 exhibitors showing off the lastest publications, AV materials, new technology, equipment, supplies, and services. The following is a summary of the highlights of the conference and the programs attended. PRECONFERENCE WORKSHOP ON TECHNOLOGY This workshop included seven formal presentations by experts in the field on needs assessments and analyzing market trends; fund raising; financial planning; telecommunications issues; educating staff and public; how to keep the planning process current; and a look at future perspectives. In some of the presentations, library staff gave specific examples of how new technology was implemented in their libraries, what it cost, and what impacts it has had. In other programs, librarians or consultants gave more general advice on specific steps that need to be followed as a technology plan is developed. The following is a general summary of the steps a library should follow in planning for new technology: 1. 2. 3. 4. 5. 6. 7. 8. 9. Inventory your current technology resource$ when acquired; cost to maintain; projected I if e expectancy . Determine what services you want to provide or enhance with new or improved technology. Consider plans for OPACs, LAN, WAN, and the internet. Look at all possible alternatives and costs. Don’t jump into new technology unless you and those you serve really will benefit from it. There may be cheaper, simpler ways to do the same things. Consider training needs, who would provide it, and when. Note expected results from new technology. Plan as much as possible with other government departments, other libraries, and the education community. Look for ways to cooperate and to share expertise and resources. Once plan is in place and a clear vision and mission have been set for the organization, begin the process of shopping for the best equipment and systems. Consult other outside experts, including vendors and staff from other libraries who may have gone through a similar process. Analyze all the cost components and check references. Get performance standards as part of the implementation process and get clear guarantees about service. Get a strong contract. .. 10. Consider time needed for training. Who will conduct training? Develop training manuals. Contract out this process if you have the funding. A major issue is the lack of staff time for constant planning, meetings, and training. There may need to be a prioritization and consolidation of certain tasks. Investigate recruiting, training, and retaining volunteer technology trainers. Plan for both 1 on 1 training and for regular classes. Technology plan needs to be updated at least annually. A living document that will change often. Need to be flexible and ready to shift quickly. Don’t let technology get in the way or take priority over print and other library resources. Print is still our main investment and our main use by the public. 1 1 , 12. 13. PROGRAMS AlTENDED OBSCENITY COPS AND THE VIRTUAL COMMUNITY Alexander Cockburn discussed censorship efforts by those who try to police libraries in the name of community standards, purity in education, and child protection. He sees censorship as a subterfuge, a way to sterilize and purify thought, regulate opinion, and undermine democracy. Mr. Cockburn noted that new technologies such as the Internet are not immune to these efforts and pointed out all the new methods now being used for electronic surveillance. He is very much in favor of local newspapers, micro-radio, and local cable access channels that tend to be less diluted and commercial than the big networks and also have the most to say about the local communities they serve. The Telecommunications Act in general and the V-chip in particular are bad ideas that are just being used to get movie and N producers off the hook. He thinks just about anyone who wants to will find ways around this system when it’s in place. Unless each child has a moral shield installed by parents, church, and school by an early age, no electronic device or law will save that child’s conduct. Authors don’t want to put their work on the Internet because then it’s free and can’t be sold. Mr. Cockburn sees the Internet as a means of communication that is potentially a threat to the state and to the mechanisms of corporate profit. CONTROLLING CONFRONTATION Well-known communications expert Arch Lustberg gave a highly effective and entertaining presentation on how to handle questions and statements librarians are likely to get about new technology, obscene materials, and other hot issues. Mr. Lustberg went over his 4 essentials for good communication: competence, trustworthiness, likability, and luck. He also noted the 4 weapons that must be used for effective oral communication: mind, face, body, and voice. The key to good communication and presentations is preparation. In dealing with confrontations, usually an accusation or complaint from the public, avoid using the same language or buzz words being used by the accuser. Stay away from shouting matches. Use information as a weapon. Don’t say what you’re not doing, always turn the question around and say what positive and helpful things you are doing. Other keys for good communication: be likeable and smile a lot in appropriate and genuine ways. PUBLIC LIBRARIES IN A CHANGING WORLD Library consultant Susan Baerg Epstein noted that todays's technology has begun to outstrip our ability to know what to do with it. Her talk focused on how librarians can best manage all the changes that are going on. Some of the issues: 0 0 0 0 0 0 0 0 Need to deal with publishers and database services that are starting to go around libraries and offer services direct to users. Need to provide outreach services to those who haven't used libraries. No one is telling libraries to cut services, just to add more of them. The library and information worlds are getting more complex and users expect more. Look at more outsourcing of technical services (cataloging, indexing). Don't just say some new service is too expensive. Compared to what? Look at all alternatives, even manual ways of doing things. Keep the focus on customer service. The greatest concern should not be about technology but about what kind of staff we're getting and what skills they have. Always go for the bright, enthusiastic, personable people over those with nothing but technical skills. Odds are the people you hire will still be with you 20 years later. In the corporate world, at least 1% of funds go for training. How do we enhance the skills of our staff? Our role must be organizing most appropriate recnnoiogy, providing cost effective services, and getting and keeping the best staff. and managing information, using the SEVEN STEPS TO TECHNOLOGICAL SUCCESS This program was a description of how staff at the Richmond Public Library in British Columbia transformed their organization into a leader in information technology. Topics included how public access to the Internet was implemented; how public Internet training was handled; development of a World Wide Web site and homepage; and installation of a multimedia computing center. Planning, budgeting, political support, public relations, and training for staff and public were all part of the process. HALF-WAY TO THE INFORMATION AGE Well-known futurist, David Pearce Snyder, spoke on how libraries are likely to re- invent themselves in the 21st century. Mr. Snyder noted that during the 199O's, North America will be passing through the mid-point of a 50 year techno-economic transition from labor-intensive production to information-intensive production. As the volume of new published materials explodes beyond the capacity of print media, libraries will have to do more than simply computerize traditional library operations. Mr. Snyder believes libraries will have to take active roles as designers of an urban "info-structure" that will be needed if cities and suburbs are to remain centers of civilization in the Information Age. All jobs will have more information content and employees must become computer literate and learn the meaning of the data generated by technology. Another trend that will expand is work at home and the use of telecommuting. Mr. Snyder also discussed "knowledge management." Surveys show that 4096 of Internet users don't know what they're looking for or if they do, how to find it. Librarians can help solve problems and be intermediaries. It will be important for library staff to have good relationships with the public, to help guide people to what they want, and to mass-produce customized packages of information. CAN YOU REALLY PLAN YOUR LIBRARY'S FUTURE? Liz Bishoff presented another view of the future, focusing on her assumptions for what sort of environment the library will be dealing with 20 years from now. These assumptions included: 0 A competitive information environment where libraries will compete with commercial providers locally and globally 24 hours a day, seven days a week. 0 Diverse, customized information needs by users that wilfinvolve a wide range of resources, remote access, and yet be easy to use. 0 Services that will have universal access options, meaning that the traditionel geographically based library will disappear. 0 Economies of speed will replace economies of scale. 0 Expect an increasing focus on self improvement, quality of life, people wanting to get out of the fast track, and more self-employment. 0 Local neighborhoods are likeiy to have their own office centers, which will have clear implications for libraries and for the library's role in education in an electronic environment. 0 In planning for the future it will be critical' to identify services the community wants and is willing to pay for or campztign for. FAMILY FRIENDLY LIBRARIES This program was a debate between two representstives of opposing views on the issue Gf family values in libraries. The conservative side spoke in favor of local control of library materials based on community stzndards and was concerned that children are being exposed to too much smut and violence. This side wanted libraries to exercise more responsibility over what is available to children, arguing that not all parents provide guidance. The opposing side argued for the importance of intellectual freedom, the separation of church and state laid out in the Constitution as well as the protections under the First Amendment and felt that it would be hard for any library to define values for a diverse population. Parental rights and responsibilities were also debated. There were over 4,500 librarians in attendance at the convention, second only to ALA'S annual conference in size. The program content is more directly focused on public library issues. As usual, a major benefit of attending is meeting with colleagues from all around the country and finding out how they are coping with - many -. of the same difficult trends, particularly in the area of new technology. - April 10, 1996 TO: LIBRARY BOARD OF TRUSTEES FROM: Library Director CITY STRATEGIC PLANNING "FUTURING CONFERENCE" Approximately 120 city employees from all city departments partici- pated in the conference. The group drafted vision and mission state- ments, identified values for the organization and developed "Strategic Initiatives" that will be worked on beginning this year. Those initia- tives are: 1. Communications Improve internal and external communication systems to increase understanding and trust. Maximize the accessibility of information. Consolidate city facilities to improve efficiency, communication and team orientation. 2. Technology and Resources Develop/equip individuals and the organization with the best available technology and resources. Financial Information System, Geographic Information System, 800 MHZ Radio System, Fiscal Planning, Facili- ties and Equipment, Information Systems. 3. Organizational Systems and Structures Streamlined processes. Develop performance reward system. 4. Customer Service Establish staffing levels consistent with service level requirements. April 10, 1996 Page 2 Identify customers and survey needs; establish systems to efficiently and effectively satisfy those needs. 5. Employee Excellence Team Building Achieve employee excellence through education and training; accountability and compensation. 6. Financial StabilitylRevenue Develop a strategy to protect the city’s ability to maintain and increase city revenues. Create fiscal resources by promoting economic develop- ment. CLIFF LANGE CARLSBAD CITY LIBRARY Use of Videotapes The Carlsbad City Library currently has a collection of just over 13,000 videotapes. Of these, about 4,200 or 32% are non-fiction (educational, instructional, documentaries). The other 8,800 items are fiction (dramas, comedies, mysteries, science fiction, westerns, foreign films, children’s films). The adult video collection has about 10,600 items, of which about 42% are documentaries. The use of these adult videotapes by the public, based on computer-generated statistics tracked over the past year, indicates that non-fiction videos represent about 25% of video circulation. There has been a gradual shift toward greater use of documentary videos over the past several years. In 1993, only 20% of adult video circulation was documentaries. Below is a table showing the most recent circulation percentages for all the different adult video collections: Dramas: Documentaries: Comedies: Adventures: Mysteries: Foreign Films: Science Fiction: Horror Westerns 30% 25% 19% 6% 4% 4% 2% 2% 8% CARLSBAD CITY LIBRARY CIRCULATION MAIN LIBRARY Print/Audio Video Equipment TOTAL : BRANCH Print/Audio Video TOTAL : CENTRO TOTAL : GRAND TOTAL : REFERENCE QUESTIONS Cent ro Genealogy Children's Adult Online Branch TOTAL : MEDIA/GRAPHICS PROJECTS Media Graphics TOTAL : STATISTICS February 1996 Mar. 1995 65 , 586 12,058 17 77,661 21,615 2,682 24 , 297 1,730 103 I 688 304 1,526 2,249 8 , 353 42 2,679 15 , 153 40 21 61 Mar. 1996 62 , 256 10 , 318 15 72 , 589 20 , 965 2.691 23 , 656 1,037 97 , 282 703 1,771 2,184 7,674 56 2,815 15,203 37 34 71 % Chanse -5 - 14 - 12 -7 -3 --- -3 - 40 -6 + 131 + 16 -3 -8 + 33 +5 --- -8 + 62 + 16 Mar. Mar. 1995 1996 % C4anse - PEOPLE COUNT (Daily Average) Centro Main Library Branch TOTAL : ATTENDANCE AT PROGRAMS Centro Gene a 1 ogy Adult Main Children’s Main Branch TOTAL : INTERLIBRARY LOANS Requests by Carlsbad Received by Carlsbad Requests of Carlsbad Filled by Carlsbad NEW REGISTRATIONS Centro Main Library Branch TOTAL : ITEMS ADDED ITEMS WITHDRAWN 13 5 118 - 13 1,837 1,857 +1 768 783 +2 2,740 2,758 +1 599 18 1 91 1,904 273 3,048 173 186 388 95 37 940 327 1,304 1,738 993 274 - 54 216 - 19 27 - 70 2,120 + 11 221 - 19 2,858 - 93 93 351 91 - - - - 18 9 14 - - 6 46 50 10 4 51 3 3 54 +8 1,286 -1 1,751 +1 578 - 42 2 OD (3 (3 d I- o! (3- a, I- I- b 2 9 a, r: (3 In l-- z In In (3 (3 k a d I- (D t k l- VI 0, 9) LA oll v) Q c ii 0 I- I- In a! I-- 0 cq (P 8 In In OD W 2 0 0 9 In 2 OD OD I- 0- cu In OD I- I- 9 a?! 0 Q) (3 OD o! I-- 0 (0 2 Q)- l- In 0 I- OD I- W z F ID I-- al 0 v) .- 0) c Q E 8 P, a 3 v) c 0 0 r - IC1 > d d a, t 0- % I- u! 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