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HomeMy WebLinkAbout1997-03-19; Library Board of Trustees; MinutesMINUTES MEETING OF: DATE OF MEETING: March 19,1997 TIME OF MEETING: 3:OO P.M. PLACE OF MEETING: LIBRARY BOARD OF TRUSTEES City Council Conference Room CALL TO ORDER: President L’Heureux called the meeting to order at 3:02 p.m. ROLL CALL: Present : Library Board Trustees L’Heureux, Curtin, and Moss. Absent: Library Board Trustee McCann. Library Board Trustee Woodward. Also Present: Cliff Lange, Library Director Geoff Armour, Assistant Library Director Mig Chaney, League of Women Voters Everett Ireland, Genealogy APPROVAL OF MINUTES: The Minutes of the Regular Meeting held February 19, 1997, were unanimously approved as presented. MONTHLY LIBRARY DIVISION HEADS REPORTS: Library Board Trustee Moss referred to the Adult Learning Program report and asked if we are sending anyone to attend the first regional Adult Learners Conference in National City. Assistant Director Armour said there should be a few adult learners attending from our program. Library Board Trustee Moss said that if there is a fee she would like to sponsor one attendee. Library Board Trustee Curtin thought the library should handte this out of the library budget. Director Lange said he would find out. Library Board Trustee Moss asked if the Children’s division had held any programs for Women’s History Month. She said she would like to do something on this subject next year. March 19,1997 LIBRARY BOARD OF TRUSTEES Page 2 Referring to the Genealogy monthly report, Library Board Trustee Moss said she missed seeing the list of registered researchers and where they come from, LIBRARY BOARD COMMENTS: Library Board Trustee Moss mentioned that she had visited the San Francisco library and liked it very much. CITY COUNCIL GOALS AND LIBRARY OBJECTIVES FOR 1997: Assistant Director Armour explained that a lot of the routine programs that the library does every year have been eliminated and the focus is on one-time or significant events. Library Board Trustee Moss noted the coffee cart was still an open objective and Assistant Director Armour responded that we have had 27 letters from the public requesting the return of the coffee cart. Director Lange said there are now some very good gourmet coffee machines available and we might look into them. . Library Board Trustee Curtin moved to approve the goals and objectives for 1997; motion was seconded by Library Board Trustee Moss and was carried unanimously. BOARDS AND COMMISSIONS ANNUAL TRAINING, APRIL 29.1997: President L'Heureux drew attention to the annual training program and it was decided that those who can arrange to attend will do so. NEW LIBRARY BUILDING UPDATE - DISCUSSION: Director Lange referred to the Planning Commission agenda and said they unanimously approved the CUP and the Coastal Permit. There were some questions about traffic, parking, the auditorium, and rest rooms. The library will be meeting again with the architects on April 8 and 9. We are also looking at construction management firms and plan to go to Council at their July 8 meeting for authorization to go to bid for construction. We will go to Council before that date (probably in May) with a project update. Library Board Trustee Moss asked how long it takes for the bids to come in and Director Lange said it will take six to eight weeks. Library Board Trustee Moss asked about the forums to inform the public of the new library plans. Director Lange said he wants to hold two of them in May ; one at the new library site and one at the north end of town. Discussion will cover what will be done about the Cole building as well as the new library building and floor plans and the model of the building will be available. Director Lange said he wants to put notices in the water bills to inform the citizens of these public forums. March 19,1997 LIBRARY BOARD OF TRUSTEES Page 3 Director Lange said he, Geoff Armour and John Cahill went to U.C. lrvine to see their library and their new science library. They thought the furniture was very nice and they took pictures. They also went to the La Costa Canyon High School library and it is beautiful. President L’Heureux said she had been to the theater there and thought we should look at their theater seats as they were very comfortable. PROPOSED 1997-98 LIBRARY BUDGET: Assistant Director Armour said that this was a very difficult budget to prepare. The city is now using new computer software which has been troublesome for everyone. Last year we had no increase in the budget, but this year we have over $200,000 in increases. We will have to justify these increases and might have to pare back considerably. Assistant Director Armour then walked through the summary of changes in the budget and explained them as he went through them. The options, if we have to cut, are the same as they’ve always been-hours or materials. Library Board Trustee Curtin said he hopes the council and the manager will now help since they have never wanted to cut hours. Assistant Director Armour noted that we do get help from the Friends of the Library and Genealogy. Library Board Trustee Curtin said evidence ofathis support should be passed on to the council. Library Board Trustee Curtin moved to approve the i997-98 library budget. Library Board Trustee Moss seconded the motion, which was carried unanimously. DIRECTOR’S REPORT: L Director Lange reported the subject of non-resident use of libraries has been raised again. The City of Newport Beach is leading a charge to do something about the problem of the reimbursement rate. Next week Director Lange said he will go to a meeting to develop a united front to go to the State Legislature for help. We need to get full funding and get them to raise the rate of reimbursement. Director Lange will be sending a memo to the City Manager about non-resident use. Director Lange is going to the League of California Cities Community Services Conference in San Diego to serve on a panel about lobbying. This Friday Director Lange will attend the Chamber of Commerce Small Business Resource Workshop, presented by the Reference Division of the library. March 19,1997 LIBRARY BOARD OF TRUSTEES Page 4 Tomorrow Director Lange is attending the Serra Administrative Council meeting in Calexico. Director Lange advised that the Adult Learning Center has new office furniture. It looks very nice and has made a real difference. Director Lange announced that this will be Pam Batho’s last board meeting. She is retiring the end of the month. .. FRIENDS OF THE LIBRARY: No report. GENEALOGICAL SOCIETY: Mr. Ireland reported the Society’s fame is spreading far and wide. They have been mentioned in several wills with donations of books. Assistant Director Armour mentioned the problem of running out of storage space. He said he has asked Mary Van Orsdol to analyze microfiche space per year. We will have to decide what is valuable and what is not. SERRA ADVISORY BOARD: No report. PUBLIC COMMENT: None. ADJOURNMENT: By proper motion, the Regular Meeting of March 19, 1997, was adjourned at 4:07 P.M. psptytfully submitted, / Pamela A. Batho Secretary ADULT LEARNING PROGRAM Monthly Report January 1997 1. Literacv Pro Software On January 15, a representative fiom Literacy Pro Systems, Inc., installed the new literacy program management software, Literacy Pro, on the 2 administrative computers. Nine years and 5 separate computer programmers were required to develop adequate soRware to meet the unique management needs of adult literacy programs, with special features for those based in public libraries. All staff and 2 volunteers participated in an all-day training. Much of the rest of the month was spent learning to use the system and adapting the sohare to meet Carlsbad’s needs. 2. Long-range ComDuter Plan Throughout January, Program Coordinator Lynda Jones, computer lab managers Carrie and Randy Scott, and City Information Systems staff had conversations and meetings developing long-range plans for technology in the Adult Learning Program, both for administrative fbnctions and for the instructional computer lab. 3. Facility A final decision was made by City management that the Adult Learning Program would remain located in its current facility. Consequently, City Facilities Manager Chuck Walden negotiated a 3-year lease. This decision allows installation of the purchased systems hrniture in the offices on February 2 1. 4. Writing Class A new 1 0-week session of the popular evening Writing Class began on January 22. Once again, the Sun Diego Union-Tribune is donating copies of the newspaper for every learner and tutor in the class. The newspapers are used as part of the class activities. In addition, the tutors were able to arrange for Mark V. Hansen, editor of the bestselling book Chicken Soup for the Soul, to donate 12 copies of the book for the class to use. The true stories in this book have great appeal for adults studying in the Adult Learning Program. Coincidentally, one of the stories profiles John Corcoran, a former learner in this program. 5. Visit bv Miss America Miss America 1997, Tara Dawn Holland, visited the San Diego Council on Literacy meeting on January 8 in the $an Diego Union-Tribune Board Room. Ms. Holland’s platform, which she promotes throughout her year of service, is adult literacy. Her commitment to this issue developed through having a close personal acquaintance who could not read; Ms. Holland herself has been an adult literacy tutor for 6 years. Her visit to San Diego coincided with a Parade magazine cover story feature about her involvement with adult literacy. 6. Learner and Tutor Intake In January, 4 orientations were held for groups of learners entering the program. On January 18, 6 new tutors finished tutor training, and a new training started on January 3 1. CARLSBAD CITY LIBRARY CENTRO DE INFORMACION Monthly Report. Japuary 1997 1.- Adult Prosrammina. -On January 9, Batia Chernovetzky, a program facilitator from Jewish Family Services in Enchitas, spoke about the C.H.A.M.P.. Program, (Children are More Protected). She explained to the audience, mostly parents, that this program is being introduced to the schools at all levels, from pre-school to high school, with the purpose of increasing the ability of the children to understand and protect themselves from any kind of abuse. During the presentation packages of handouts were distributed to the parents. The package included a list of suggestions on how parents can protect their children and a list of organizations that will help with counseling or treatment for individuals or families. 2.- Children's Prosramins. On January 30, Centro Supervisor Lizeth Simonson and a volunteer walked with a group of children from the Centro de Informacidn to attend the Sea World program at the Council Chamber. This event was part of the Whale Art Contest that ran throughout the month of January. This program was sponsored by the Friends of the Library. Bilingual Storycraft programs continued during the month of January. 3 . - Recruitment of New Centro Staff. The deadline for the recruitment of applicants for the position of Library Technician at the Centro de Informacidn was extended until January 31. An ad was placed in Sunday, January 19th in the North Countv Times newspaper. 4.- Spanish Literacy. The Spanish Literacy group met eight times during this month. CHILDREN ' S DIVISION MONTHLY STATEMENT JANUARY i997 * * e'? ' .* I. Chi1dren's.Services Division answered"over 2,600 reference questions, circulated nearly 21,M)O items and had over 650 patrons attend 25 programs. Stprytimes, Prim-e Time Club and Storycraft attract our regular patrons on a weekly basis, we also offered some special programs for Whale Month. The "Make a Whale Day" was an exciting program for staff and our young whale makers. Children stuffed and helped close the "whale skins'' that the staff had prepared and then they helped or looked on as the paper whales were hung from the Children's Library ceil ing. For the rest of the month there were killer whales, gray whales, humpbacks, blue whales and belugas swimming across the top of the Children's Library. ' While Storyhours, The Whale Art Contest was much broader in scope and preschool through high school could enter. Prizes were whale watching trips provided by Helgren's Sport Fishing of Oceanside. Eighty-eight entries were received fron 10 different schools. Two judges selected selected 25 of these as prize winners. In addition, all who entered art work were also eligible to enter the drawing for a whale watching for his or her entire class. There were many happy people at the hiards Day, with parents video- taping, and cameras flashing. And, as a final touch, the children who helped make the paper whales got to choose one to take home. The class trip was won by one 4th grade at Aviara Oaks. Sea World did it's usual interesting and informative program on their day of Whale Month.Some of their exhibits included 1 if2-siz2 blow-up whales and ribs and baleen from real whales. We have also been busy teaching 4th through 6th graders in our Library Skills Workshops.This four week course is offered at least once a year and is usually filled to capacity. As new technologies are added there is more to teach the children. Wells Fargo Bank will once again be sponsoring the Summer Reading Program, not only for San Diego County, but also Orange and Los Angeles. group will be Mystery with an alligator as the mascot. "Unp1ugged"which can refer to acoustical music or to unplugging the T.V. Fargo will be supplying posters, booklets, bookbags and bookmarks. Grandparent's Storytime has had a title change to Storytime for Kids and there has been a slight increase in participation. will be obvious whether the increase will be permanent or not. The theme for the younger The Young'Wdult theme is Wells It will take a few more weeks before it Books - Children Main 187 63 Branch 27 32 Centro 0 0 subtotal 214 95 250 1,099 59 632 0 66 309 1,797 Audio - Adult 31 38 69 1,625 Audio - Children 0 a3 a3 228 Video 49 4 67 120 a58 Total Received a70 429 67 1,366 8,584 Gifts Added ------------- current Fiscal month Year to Date B 8, T = Baker & Taylor PMSC = Professional Media Services Corporation G en e a1 ogy a nd &oca I H is t oi? D i vi s io n Fiscal Year 1996/?997 Statistics January 1997 e .? Research activity : Jailnary 1997 January 1996 FY 1996/97 FY 1995i96 . Refere lice qu est ions 1,295 1,237 8,675 i6,73 I Registered researchers 9 19 1.09 1 6,575 1 1,974 Circulation 144 192 1,033 2.170 Calendar year goals: Jaiiuaiy 1997 Total 1997 Volunteer hours 56 56 P r ogr am at t e 11 dance 232 NSDCGS doriatioris $643.47 $643.47 Programs 4 4 232 Microforms added: Jaiiuary 1997 FY 1996.197 Total Illicrofilm 9 3 90 8,247 Microfiche 5 1,809 108,730 (over) Distribution of researchers: Carlsbad San Diego County Los Atigeles County Orange County Riverside County San Bernarditio County Ventura Coutity Other California Counties Arltn tisas Arizona Colorado Florida I tlaho Illinois Indiana Ke 11 tuc ky M icli igaii Mi ti nesota Missouri Nevada New Hampshire New Jersey New Mexico New York North Carolina Oltlalioma Oregon Pe nnsylva ti ia Te ti tiessee Texas Washiiigton W isconsjn G e r m an y Mexico Russia hl a1yland Total Januai-y 1997 166 6 12 9 6.5 7 4 3 15 0 10 0 0 0 0 0 1 0 0 0 0 2 0 0 0 5 0 2 9 1 0 2 4 2 0 0 0 9 19 Fk’ 1996!97 1,135 130 420 181 36 6 64 7 3s 5 7 1 1 3 I 2 3 3 4 11 2 1 1 7 3 5 1s 1 2 7 12 4 2 10 I m 4,438 6,575 . LA COSTA BRANCH LIBRARY MONTHLY REPORT JANUARY 1997 Circulation Branch circulation totaled 24,280 for January. This total included 12,007 adult items, 9,302 children’s items, 2,945 video tapes and 26 CD ROMS. Daily average circulation was 934 and hourly, 89. Even though the monthly total was 2.7% lower than January of 1996, the daily average increased 1 YO. Users User statistics are not available for this month. The counter at the door was not returned from being repaired until the last week of the month. Full statistics should be available again beginning in February. Children’s Activities Students returned to classes and added the library back to their list of places to go after the holidays. Five preschool storyhours, five BookBuddy sessions, and three tours were given. The tours included 2 preschools and one cub scout troop. In all, 169 children participated. Most commonly requested information this month included whales, explorers and biographies. Tax forms The Branch Library began distributing Tax forms on January 2. The original supply included 13,800 Federal forms and 5,300 State booklets/forms. By the end of January, another 2000 Federal forms were reordered. This does not count the many forms being photocopied from the reproducible form books. Marie Garvey is in charge of this operation which always proves a worthwhile service to the community. New Staff Mary Ann Carr began work as a circulation clerk on January 27. She is a college student. Mary Ann replaces Diane Muenchau who has begun full time studies to complete her Bachelors degree. Diane hopes to remain on staff as a substitute, filling in as scheduling requires. FY JAN FEE MAR APR MAY JUN I I GRAND TOTAL REFERENCE ACTIVITIES FOR JANUARY, 1997 Reference questions totaled 6.859 during the month of January, a decrease Online searches totaled 48, a decrease of 28 over last year. Interlibrary Loans totaled 87 i terns received and 85 items were sent to of 1,287 over last year. Reserves totaled 2, 566, an increase of 61 0. other libraries. During the month of January, there were 4 Library Ski I Is Classes, 1 Jobs Skills Class and 2 Internet Classes, for a total of 7 classes. In January, the Reference Selection Committee spent $1 575 to update the McGraw-Hi1 I Encyclopedia of Science and Technology. There were 230 Internet sign-ups during the month of January. Also, in January, there were 646 questions answered at the Information Desk. It was staffed a total of 22 days at 1.45 hours per day. The average number of questions per day was 29; average number per hour was 20. On January 9, Char Kennedy attended the Serra Reference and Collections meeting that was held at the Escondido Public Library. On January 10, Callie Ahrens attended City Fit, and the Oral Board met to screen applicants for the Librarian I position. On January 23, Char Kennedy and Penny Thompson met with the architects to fine tune the floor plans for Reference and Circulation. On January 27, Char Kennedy and Penny Thompson met with Human Resources to begin the hiring process for the Library Assistant 3/4 time in Circulation. On January 28 and 30, Callie Ahrens and Cliff Lange presented the Strategic Plan Updates to the library staff. On January 29, Cathy Mi I ler attended a Serra Workshop about government documents available on the Internet, held at the South Chula Vista Library. Tecbical SerxicesiRReport January 1997 In January, Technical Services staff added 1,l S 1 new print items and 391 audiovisual items to the library’s collection. They deleted from the system 704 print items and 535 audiovisual items. Patrons used home computers to dial into the library catalos 310 times Usage of the self-checkout machine has increased slowl>.. In January, patrons checked out 4,355 items, the record monthly total to date. This \vas 79.6 of the total circulation at the main library. Patron-placed holds remains a very popular service; last month, 23% of all patron holds were placed by the patrons themselves rather than by the staff. In January, we interviewed candidates for a temporary, part-time cataloging position. This position was fiinded through June 1997 to help catch up with some of the backlog created by the unfilled full-time vacancy in Technical Sen-ices. Although it is not always possible to find someone already trained to catalog, we Jvere fortunate to have a candidate with several years of experience using OCLC, our cataloging vendor. Her name is Cathy Parisi, and she will start on February 12. CA RLSBA D CITY LIBRARY INTERNET POLICY .In keeping with the Carlsbad City Library's mission to provide quality information to the entire community and assure equal access to all our materials, we are offering lnternet access to provide new resources to meet changing community needs. The Internet is a network connecting thousands of computer systems around the world. As an information resource, the Internet enables the Library to provide information beyond the confines of its own collection. It allows access to ideas, information and commentary from around the globe. It is, however, an unregulated medium. As such, while it offers access to a wealth of material that is personally, professionally, and culturally enriching to individuals of all ages, it also enables access to some material that may be inaccurate, offensive, d is t u r b i n g and/or i I leg a I. The Internet changes daily; information is often not verifiable as accurate and patrons should be aware that errors and intentional misinfdrmation may be found. The Library cannot be responsible for information gathered on the Internet. The Library upholds and affirms the right of each individual to have access to constitutionally protected material. The Library also affirms the right and responsibility of parents to determine and monitor their children's use of Library materials and resources. Users or parents of minors who are users are liable for damages to the equipment. Failure to use the Internet workstation appropriately and responsibly, as defined in the Internet policy, may result in revocation of Internet use privileges. Library facilities are shared community facilities. You, as a user of computing resources at the library, must not display on library computer screens images, messages, or sounds that might reasonably create an atmosphere of discomfort or harassment for others. 01/2 1/97 At the present time, the Carlsbad City Library has one Internet workstation located in the Adult Reference area of the Main Library. The Internet workstation is for information searches only. Email, downloading, or playing games is not permitted. HOURS Monday - Thursday 9 am - 850 pm Friday - Saturday 9 am -450 pm Internet computers will be logged off by staff 10 minutes before closing. REQUIREMENTS All Internet users must 0 have a Carlsbad Library card sign a policy agreement at the Reference Desk prior to scheduling their first reservation 0 have signed parental or guardian consent if under 18 0 register for Internet use RESERVATIONS Reservations may be made in person or over the phone at the Reference Desk up to 1 week in advance. Time slots are for 30 minutes, with a maximum of 1 hour per week per patron. All users with a reservation must sign-in at the Reference Desk and present their Carlsbad library card.. Reservations will be held for only 5 minutes. Please, no more than two people at the computer at a time. FEES Internet use is free. However, there is a charge for printing. Black & white: Color: first 2 pages ... ... ... ..... free subsequent pages.. . ..IO$ per page I half-sheet ......... 50# per page full sheet ... ... .... $1.00 per page Librarians are available for assistance. However, anyone using the Internet workstation is expected to have basic Windows knowledge. Patrons who require extra help or training are encouraged to ask at the Reference Desk for referral to classes in computer training. Policies are subject to change without notice and at the Library’s discretion. 12/27/96 Carlsbad City Library Internet Registration and User Agreement Name Add ress Phone Number Carlsbad Library Card Number (All patrons using the lnfernet workstation must have a Carlsbad library card,.) l have received and read the Internet policy of the Carlsbad City Library and agree to adhere to the policy. The Internet workstation is for information searches. Email, dowdoading, or playing games is not permitted. The library cannot be responsible for information gathered on the Internet. Users, or parents of minors who are users, are liable for damages to the equipment. Failure to use the Internet workstation appropriately and responsibly, as defined in the Internet policy, may result in revocation of Internet use privileges. Library facilities are shared community facilities. You, as a user of computing resources at the library, must not display on library computer screens images, messages, or sounds that might reasonably create an atmosphere of discomfort or harassment for others. Policies are subject to change without notice and at the library’s discretion. Signa tu re - Date Pa rent’s Signature Date (required if user is under 18 years old) Verification 0 112 1 /97 REFERENCE - INTERNET PUBLIC ACCESS PROCEDURES 1-20-97 1. All potential Internet users must have a valid Carlsbad Library Card. 2. Internet users must read and agree to'abide by the provisions of the Carlsbad City Library Internet Policy. (Give copy tp patron.) 3. Users must fill out and sign the Internet Registration and User Agreement Form available at the Reference Desk. (File form in Internet Drawer.) 4. A. The librarian on duty will verify the user's library csrd number in INLEX by wanding in or typing in the barcode. B. Enter the PATRON FUNCTION - F5 key. C. Hit the MAINTENANCE -F2 key. D. On the second COMMENT line, type in "NET+" if patron is not registered yet. E. Hit F6 - SAVE This step is VERY IMPORTANT! Flag will appear stating "RECORD UPDATED" F. EXIT 5. If the Internet user is under 18 years old, he/she must have a parent sign the user agreement. Proof of age is the responsibility of the user. A driver's license may be requested at the discretion of the librarian. The librarian will call the parent to verify that it is okay for the child to use the Internet. If the parent wishes, he/she can supervise hidher child's use of the Internet. 6. All Registration and User Agreement Forms will be filed in the "Internet Drawer" (2nd drawer) in the vertical file in the Online Reference Office. 7. Give patron copy of Internet Policy. RES E RVATlO N P ROC E D U RES 1. Reservations may be made in person or over the phone at the Reference Desk up to 1 week in advance. 2. Time sluts are for 30 minutes, with a maximum of 1 hour per week per patron. 3. All users with a reservation must sign-in at the Reference Desk and present their Carlsbad City Library Card. 4. Librarian will initial box next to patron's name on Sign Up Sheet. 5. Reservations will be held for only 5 minutes. Q- 2 Q H 2- Q cc 0 c/) W 2- 0 W 7 0 CT a, -I 6 I- H Q Q 0 H n C 0 0 a, v) c a, .- L & 5 u .- L L 0 a, 0 0 v) E L s z r 0 C a, 5 - m a, (I) u .- L n In m C 0 In 0 O m m* L 3 0 Februarj 5 February 5 February 24 - 26 March 10 April 10 April 17 April - May May 20 June 3 June 24 Disiribute Eudge! kjarual to Dtcartnents * Budget Precarer(s Mesiing in Ccuncil Chazbers Budget Ir,put Days a: Las Palmas Computer Rcom CompltttrJ budget fcrms due to Finance. Analytic21 review of OFeratinc Budget cornpiekc! by Finance. Fir,ance submit Prelicinarj Budsit to City Manager. Public Ints:~s: Forum for budset input fr~m the cmmunibj. Budget i-iesnngs with the Ledership Tszm Cour,cil ,re2x; workshop cf Capital Budset, and Fees and Charges for Senicss. Council ;;.&ing wcrkshop of Oprating Budget. Public HEar,o!Adcpt Oceratir,c Eudge!, Capital Bcdge!, and Fees and Ch~,;gz.s for Services. 10 12 UJ Q) r P m 3 C m 7 1 i b N b o) Lo 9 b- 0 03 m- 0 8 Lo m a5 b- 03 Y- 0 : m N