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HomeMy WebLinkAbout1998-03-18; Library Board of Trustees; MinutesM I N U T E S (Corrected) - MEETING OF: DATE OF MEETING: March 18,1998 TIME OF MEETING: 3:OO PM PLACE OF MEETING: LIBRARY BOARD OF TRUSTEES City Council Conference Room CALL TO ORDER: President Thomas Curtin called the meeting to order at 258 PM. ROLL CALL: Present: President Curtin, Library Board Trustees, L’Heureux, McCann and Moss Absent: None Also Present: Cliff Lange, Library Director . Geoff Armour, Assistant Library hector Gene Barber, Board Liaison for Friends of the Library Bob Commins, President, Genealogy Society APPROVAL OF MINUTES: The minutes of the January 21, 1998 and February 18, 1998 meetings were approved. MONTHLY LIBRARY DIVISION HEADS REPORTS: Trustee L’Heureux was quite impressed with the information about the Contractors’ License Study Group recently formed at the Adult Learning Center. She thought it was an excellent use of the facility to target a specific area for tutoring as well as the general literacy skills. Assistant Director Armour reported that the fund raiser at the Starbucks Coffee Shop raised about $500 for the Adult Learning Center. With regard to the disabilities access for the center, Assistant Director Armour reported that there was some controversy regarding the expense. The City’s Facilities staff has estimated it would cost about $2200 to revamp our area to accommodate the disabled learner, but as this is a privately owned facility, the cost should be borne by the owner of the property. We have had some difficulty in getting the owner to cooperate with us. Library Board of Trustees Page 2 LIBRARY BOARD COMMENTS: Trustee Moss announced her resignation from the Board of Trustees, effective not later than June 1, 1998. She had already spoken to the City Clerk who advised her that it is Council Policy for members of the Boards and Commissions to reside in Carlsbad. As Trustee Moss will be moving out of the City, she has already submitted her formal letter of resignation to the Mayor. GALLERY COMMITTEE REPORT: Director Lange asked that the Board move on to Item 7 on the agenda and allow the Arts Office Manager, Connie Beardsley to give her report. The Mission of the gallery committee is to provide quality traveling, curated and/or juried exhibitions for public enjoyment and education. The committee which was re- formed in 1997 is currently focusing on the grand opening and the schedule for the first 18 months. Preliminary plans are to open with an exhibit of seleuJions from the Fieldstone Exhibition of Early California artists. Arts Office Manager Beardsley passed around a catalog of some of the art in the collection. This first show will highlight the opening of the Library. It is anticipated that by exhibiting well and with quality shows, the people will want to return and the gallery can hopefully attract sponsors for future exhibits. Trustee Moss asked how many pieces can we display. Connie replied that it was really dependent on the sizes of the paintings as well as final arrangement of interior partitions which will increase the running feet of display. The committee is also considering the possibility of a craft or art show of for sale items scheduled in the gallery between Thanksgiving and Christmas to generate funds for the gallery. They may put in a curator and juried show of local artists for the next exhi bit. On the average, shows usually run about 8 weeks, traveling shows between 8 and 10 weeks. In between shows the gallery will probably be closed for a week to 10 days. The gallery will require a full time gallery director or curator. The exhibits in the gallery cannot be open unless the gallery is staffed. Connie had checked with other galleries in the state for their experience with an all volunteer staff. The general opinion was that utilizing only volunteers is very ineffective and not successful. The gallery does expect to have a volunteer docent program. Library Board of Trustees Page 3 President Curtin asked if there was a requirement for a security person as well as a curator. Connie answered that dependent on the value or requirement of each show, there would possibly be security personnel as well as a curator/director. President Curtin followed with a questions with regards to approval from the City Council to hire a curator and would there be a charge to see the exhibits in the gallery. Connie answered that as of now, it is not their intent to charge admission. The committee feels that it would not tie with the philosophy of the library. She further explained that the position of Curator is in the proposed budget for FY 1998-99 and currently undergoing budget review. It has not been approved yet, but they are asking for the position to be filled in January 1999. Lastly President Curtin was curious as to whether the gallery budget was separate from that of the library. Library Director Lange pointed out that the gallery budget has always been separate from the other library accounts and that in the new building the only expenses for the gallery which are included in the library budget are those connected with the utilities for the building space. President Curtin thanked Connie for her report. BUDGET: Director Lange advised the board that this was the Most complicated budget we have ever done. He said Assistant Director Armour worked with the Division Heads to hammer it out. A lot of the increases built in were in connection with the new building and in the anticipation of the new building possibly ready for occupancy prior to the new fiscal year. Knowing what we now know, it probably will not be ready - we lost 17 construction days due to rain. The new construction completion date is April 21 , 1999, and we anticipate another two months to complete the carpet and furnishing and move. There is the possibility that it will be completed but we expect the Grand Opening to be sometime in July. Assistant Director Armour and Division Heads did an incredible job and every cost is defendable. Both the City Council and the City Manager are aware of the increased budget requests of which the larger piece is the previously unfunded full time positions. Assistant Director Armour referred the board to the report in their packet . The proposed budget was submitted a week ago. Assistant Director Armour explained that we were now into the sales and marketing phase. He and Director Lange has already reviewed with Assistant City Manager Mannen, the significant changes in the budget request with regard to the additional staffing and the timetable for bringing them on board. Library Board of Trustees Page 4 One of the primary factors in the need for additional staff is the planned Central Information desk in the new library as well as the proposed Sunday hours. Geoff explained that the Sunday hours, from 1:00 to 500 p.m., would be in addition to the current hours we are open. We are asking for an increase of approximately 15% across the board for Collection Development. This is necessary to restore several subscriptions and update the collection. About 30% of some of the key subjects in the collection are over 15 years old and 25% of the childrens' picture books have been checked out 100 times. Trustee McCann was very supportive of the Sunday hours, saying that at his house Saturday is always so busy with sports and other activities that it is often Sunday before anybody gets a change to look at homework assignments. Geoff pointed out other highlights the handout by explaining that the anticipated increase in utility costs was on sheer size of new facility. The 1990 new lease for branch will no doubt go up again, having already increased $600 month for 1998-99. .. 5 He also explained the requests to shift outside revenue funding sources and to group like expenses together in the budget. The plan was to have sufficient resources in the funds to cover any unforeseen expenses we incur as we open and operate the new facility. President Curtin suggested that Geoff check with some other libraries who had recently built new facilities to see if he could get some examples of unexpected expenses in an effort to substantiate our position for the fund balance. Review in April - Council approve in June after public workshop before July 1 ,I 998. Both Director Lange and Assistant Director Armour pointed out that the Library has a reputation with City Hall for being honest and doing good budgets. Trustee Moss pointed out that libraries "do more with less" historically. CALTAC MEETING Director Lange reported on the meeting. He and Trustees L'Heureux and Moss attended. He has been attending these for years and in his perspective this was the best by far he ever attended in respect to the quality of the speakers and the program. Trustee Moss has attended three of these meetings and she agreed with the Director as to the quality of the program. She mentioned that she had spoken to one of the Library Board of Trustees Page 5 Oceanside Library'strustees who not only did not know about the meeting but was unaware of the existence of CALTAC. Trustee Moss offered that this could explain why there were not more people in attendance. Director Lange then asked Trustee Moss if she would like to share her idea with the Board. Trustee Moss had suggested that as part of the Library dedication we invite Dr. Starr to come and speak on partnerships for private and public. She thought it would be both dramatic and interesting to have Dr. Starr and a colleague engage in a dialogue on technology and partnerships, both public and private. Director Lange and Trustee L'Heureux agreed and they spoke to Dr. Starr who said he would be happy to come and be part of the grand opening celebration. President Curtin said this type of presentation is of the quality we would like to see in our I i b rary . Director Lange indicated that the plans for the Gran4Opening for the new library are for a week long of events and that Dr. Starr could be a featured speaker on day and then the dialogue could be scheduled for the following day. Trustees Moss and L'Heureux have already registered for the Ca State Library Orientation and Training Workshop in Riverside. Trustee Moss will probably not attend and has offered her spot for one of the new trustees since it is limited to 100 attendees. She was especially interested in the training on partnerships of the private and public sectors. Trustee Moss suggested that the Library has been working in partnerships with the private sector for some time, a good example of that was the fund raiser for Adult Learning held at Starbucks and with Centro de lnformacion. Director Lange offered that in addition to Adult Learning and Centro de lnformacion, and the Childrens Library Division has a lot of private companies that sponsor their activities. DIRECTOR'S REPORT: Director Lange reported that Bill Richmond from our Media Services Division is working on a data base of 2500 plus digitized photos from our historical photograph collection. This data base will ultimately be available through the Internet. Friends of the Library had a special meeting gearing up for a major fund raising campaign for the new library. A representative from the San Diego Foundation made a presentation with regard to establishing an endowment fund. Mixed reviews with regard Library Board of Trustees Page 6 to restrictions imposed by San Diego Foundation The Friends are also in the process of developing a couple of new brochures for use in these fund raising efforts. Director Lange reported that at the new building site they have moved a lot of dirt cutting away the hillside to install the crib wall. The construction of the wall should take about a month and we can anticipate seeing some steel go up in late May or early June. We are still within our planned schedule. There is a meeting schedule with the architects to look at beginning the final plans for the Cole remodel. David Smith will review all we have done so far in programming this building and will work with the architect to plan for the interim services. President Curtin asked how long the remodel was expected to take. Director Lange advised it could take up to a year depending on the extent of the remodel. A committee consisting of a representatives each of the Major Service Areas of the City, are collecting content ideas for the City's Web site. Reference Librarian, Suzanne Smithson is chairing the committee and they are working with another staff member on * the design. L OLD BUSINESS: In answer to Trustee Moss's question last month, Assistant Director Armour reported that there are 45 titles by Raffi in our childrens collection. Additionally, Trustee L'Heureux has asked about moving the children's video section. Geoff reported that it has been done. The children's videos are now backed up against the new book collection which accomplished two things: first, it is not as easy to push things through and second the videos are over on one end now instead of in the middle of the collection. SERM ADVISORY: Trustee L'Heureux and Assistant Director Armour are going to the meeting in Calexico tomorrow and will report next month. FRIENDS OF THE LIBRARY: Friends representative Mr. Barber reported that they have scheduled special meetings to discuss various ways to handle endowments. The Book Sale was postponed twice in February and they were looking at possibility of one in March. Library Board of Trustees Page 7 There is a Web site called Book Sales for non-profits organizations that have book sales and Mr. Barber is listed as the contact for Friends of the Library. The Treasurer reports a current anticipated annual budget of $1500 for dues already this year. balance of $70,000. They have exceeded their GENEALOGICAL SOCIETY: No report. PUBLIC COMMENT: None. ADJOURNMENT: By proper motion, the Regular Meeting of March 18, 1998, was adjourned at 4:05 PM. Respectfully submitted, :& Cissie Sxton Administrative Secretary ADULT LEARNING PROGRAM Monthly Report February 1998 1. Partnershb with Starbucks Coffee ComDanv and Starbucks Foundation On February 10, David Munson of the Starbucks Coffee Company met with Coordinator Lynda Jones and volunteer Carrie Scott to explain the involvement of the Starbucks Company and the Starbucks Foundation in supporting literacy programs across the country. Lynda and Carrie will work with David, who is the regional Starbucks Foundation liaison, to involve all the literacy/adult education programs in North County in ongoing partnerships with Starbucks. As a first benefit, the new Starbucks Coffee store on Carlsbad Boulevard celebrated an Open House on Saturday, February 28, from 3:OO to 6:OO p.m., with all beverage proceeds to be donated to the Adult Learning Program. Library Director Cliff Lange, Trustees Joan Moss and Ann L’Heureux, Coordinator Lynda Jones, and several tutors and learners joined the public on a perfect, sunny day for this event. Store Manager Barbara Brown organized the occasion with her staff, one of whom is a former learner in this program! 2. Disabilities Access On February 17, new tutor Carmen Kiyabu, who uses a manual wheelchair, helped Coordinator Lynda Jones conduct an accessibility audit of the Adult Learning Program’s facility. As a result, Lynda is working with the City’s Facilities staff to install better ramped access into the office and the hallway to the classrooms. 3. Repional - Training Workshom Tutors and staff of the Adult Learning Program have been benefitting from regional inservice workshops, provided through State funding, for adult educators. In February, four volunteer tutors attended workshops in Escondido and La Jolla on how to help learners improve their phonics and sentence construction skills. Staff members Lynda Jones and Elaine Lindsey-Paek attended a workshop in Escondido on “Learner Recruitment, Retention, and Motivation” and another in National City on “Practical Strategies to Assist Your Learning Disabled Students.” 4. Contractor’s License Studv Group As part of its mission to assist adult learners with lifelong learning to be effective workers and community members, the Adult Learning Program in February began a weekly study group for learners interested in getting their contractor’s licenses. All 4 learners have decades of work experience in their particular fields (plumbing, concrete, and tile). All had previously paid large amounts of money to take commercially-offered contractors’ license courses but could not handle the intensive cramming required. This study group meets 4-5 hours each Sunday afternoon with an experienced literacy tutor who also has a background in the construction industry. They focus on the law and business portion of the contractor’s exam. The learners are able to move at their own pace, using the literacy skills they have acquired so far, and help one another. Each learner continues to meet twice a week with his regular literacy tutor. When learners are ready to take the law and business exam and their trade-specific exams, Coordinator Lynda Jones has arranged with the State Licensing Board, under the Americans with Disabilities Act, to have readers available to help the learners read the test questions, if necessary. CARLSBAD CITY LIBRARY CENTRO DE INFORMACION Monthly Report February 1998 1.- Children's Proqramminu. On February 26, in conjunction with the Children's Department at the Main Library and the Carlsbad Arts Office, the Centro de Informacibn celebrated Multicultural Week with a special program. Children and parents enjoyed folktales from around the world, presented through puppets by the Icarus Puppetry Company. Regular bilingual storycraft programs continued during the month of February. 2.- Communitv Meetinu. On February 25, the Festejando a las Madrecitas Committee meeting was held at the Centro de Informacibn. Members of the committee started planning for the annual Mother's Day celebration. 3.- Carlsbad Youth Enrichment Services. On February 18, Centro Supervisor Lizeth Simonson attended a meeting of the Carlsbad Youth Enrichment Services (YES) at the Barrio Museum in Carlsbad. During this meeting, the participation of the different organizations/agencies at the Carlsbad Loves Kids event was discussed. The Carlsbad Loves Kids event is sponsored by the Optimist Club and will be held on April 18th at Holiday Park. Every organization/agency can participate with an informational booth to inform the community about the existence and purpose of their organization. Centro de Informacidn participated last year and will participate again this year with an informational booth and games for the children. 4.- Staff Development Committee Meetinq: As a member of the Staff Development Committee, Centro Supervisor Lizeth Simonson attended the February meeting. The Hourly Employee Party was among the issues discussed duringthe meeting, and Lizeth volunteered to head the committee on planning this event. I Children's Division Monthly Statistics Date: FEBRUARY 1998 Circulation for Month: 18,433 Reference Questions: 2,240 Total Number of Programs: 34 Total Attendance: 3,070 Number of Preschool Programs: 13 Preschool Attendance: 511 Number of School Age Programs: 21 School Age Attendance: 2,559 Storyhours: 12 Storyhours, 498 children and adults Other Programs: Multicultural Festival: Patnaik SistersKemet Ackee, 250 Capoeira Besouro NegroIAbel Silvas, 450 Eric Runninepath InternationaVJosiak 970 Icarus Puppetry Company, 70 Zulu Natioflexoco FokloricolTe Tahiti Ote A. 730 Academy of Highland Dancers, 55 Children's Theater (Jack and the Beanstalk), 115 Class & Group Tours of the Library: 4 Staff Visits to Schools: Requests Erom Branch: 94 Volunteer Hours: 14 Internet Use: 33 In House Use: 745 Children’s Services Division Monthly Statement February 1998 The two special events this month were the West Coast Theater production of “Jack and the Magx Beanstalk” and the multicultural festival “By ads for Kids”. In addition to these were our regular programs Storyhour, Storytime, StoryCrafi and Prime Time Club. Bee Koons started her spring classes for “Genealogy for Gds”. The West Coast Repertory Theater production of “Jack and the Magic Beanstalk” was a real crowd-pleaser for the audience of 115 children and adults viewing the event in the City Council Chambers. The production was complete with a Giant and an ascending-beanstalk. The theater group presents their productions free to the public, but we have given out tickets because of the limited capacity of the auditorium. The standmg-room-only performance captivated both children and adults alike. The 4* Annual Multicultural Festival was nearly as popular as Summer Reading Programs have been. Thousands of children, parents and teachers have been enjoying all of the multi-ethnic groups that perform in their native costume. Many of the groups have been with the festival since the beginning. This year’s festival (See attached schedule of performances) included performances at the Cultural Arts Center, Centro de Inforrnacion, City Council Chambers, La Costa Branch Library and the Harding Community Center. The performers were spread out during the week throughout the city so that school age children could attend with their classes performances that were within walking distance of their schools. The Friends of the Carlsbad Library has been generous in supporting the financial needs of thls project. Colleen Finnegan of the Carlsbad Arts office has been instrumental in securing the Cultural Arts Center and for handling the reservations for each performance. Children’s Services staff is gearing up for Summer Reading Program. This may be more of a challenge than usual, as our sponsor, Wells Fargo, bowed out at the last minute, and the division has had many requests to extend the program for a week or two longer. Fortunately, the Friends of the Carlsbad Library, who have been co-sponsors every year for Summer Reading Program, are still with us. =BRLARy 1971% . I I I . . . . . . .I . . AT EASE Carlsbad hosts ‘By Kids for Kids’ arts festival By Pat Stein ARLSBAD - Ceremonial artifacts, authentic ethnic C costumes, music, dance, storytelling and puppetry high- light the fifth annual “By Kids for Kids” multicultural arts festival in Carlsbad Monday through next Saturday. Jointly presented by the Carls- bad Arts Office and the Carlsbad Library’s Children’s Services Di- vision at a variety of venues throughout the city, the family event features free performances by San Diego-based artists and groups that represent the cul- tures of Africa, Asia, the Ameri- cas and Europe. The pnmary purpose of the festival is to “heighten awareness of our diversified backgrounds I through the visual and perform- ing arts,” according to coordina- tor John Quartarone, head of the library’s children’s services divi- sion. But unlike other multicul- tural events, this one is specifi- cally designed for young people, and many of the performers are young folks themselves. Geared for an audience rang- ing from preschoolers to high school students, the festival aims to “motivate kids to express themselves in the arts,” says Quartarone, who sees the event as “an opportunity for children to experience the arts, learn about other cultures, examine their own roots and be inspired to get involved in the arts by seeing their peers perform.” Highlights of the festival, - which attracted an‘audience of 3,000 last year, include: the cere- onco, executmg re@ dances of Mexico in authentic JOHN NELSON i Unm-Tnbune Eric Runningpath, shown here performing at San Dego First Night celebration on New Year’s Eve, will dance at the Carlsbad Cuttural Arts Center Wednesday morning. American Indian culture is rep- resented by storyteller Abel “Running Grunion” Silvas and Eric Runningpath’s program of dance and music, while Anthony and Kemet Ackee will showcase the cultures of the Caribbean through music and dance. ents African-Branlian dances with martial arts overtones that African slaves in Brazd created centuries ago as a means of main- taining physical strength without incurring the wrath of their own- ers. The schedule H Carlsbad Cultural Arts Center, 3557 Monroe St. (on the Carlsbad High School Campus): Monday, 845 a.m. and 1015 am., the Patnaik Sis- ters performing an East Indian court dance; Tuesday, 9:30 a.m., cultures of the Caribbean with Anthony and Kemet Ackee; 8:45 and 1015 a.m. Capoeiro Besouro Negro, and, at 930 a.m., Native American stories told by Abel Si- On Wednesday, 845 and 1015 a.m., Eric Runningpath will per- Capoeiro Besouro Negro pres- Vas. form, and at 9:30 a.m.. African storytelling with music by Josiah. H Centro de Infornacion at Pine Elementary School, 3333 Harding St.: Next Thursday, Feb. 26,9 a.m. and 1015 a.m., Zulu Nation per- forms; at 3:30 p.m., folktales from around the world and Amer- ican legends will be performed by the Icarus Puppet Company. H Harding Community Center, 3096 Harding St.: Friday, Feb. 27,9:45 a.m. Tex- coco Folklorico is on stage. Carlsbad City Council Chambers, 1200 Carlsbad Village Drive: Friday, Feb. 27, 7 p.m., the Te Tahiti &e dance troupe performs. H La Costa Branch of the Carisbad Library, 6949 El Camino Real. Saturday, Feb. 28,2 p-m., a demonstration by the Academy of Highland Danc- ers concludes the festivaL . - Call the Arts Info Line at (760) 434-2904 to reserve a seat at the free performances. PAT STEIN is a Cardiff-based freelance writer. COLLECTION DEVELOPMENT AND ACQUISITIONS STATISTICS REPORT February 1998 Current Month Fiscal Items Received B&T Direct PMS C Total to Date Year -_____-------__----- _------__ _-_--_-__ ________-_____ --__------ _----_--_- -_--_-___ ___-_____ __--______ Books - Adult Main 401 127 528 4,221 Branch 38 17 55 796 Centro 3 0 3 69 subtotal 442 144 586 5,086 Books - Children Main 250 49 Branch 18 0 Centro 1 5 sub tot a1 2 69 54 299 1,686 18 600 6 150 323 2,735 Audio - Adult 169 36 205 1,145 Audio - Children 11 13 24 315 Video 57 11 103 171 916 Total Received 948 258 103 1,309 10,197 B & T = Baker & Taylor PMSC = Professional Media Services Corporation Research activity: Reference questions Registered researchers Computer users Circulation Holdings : Genealogy Non-Circ Genealogy Circ Microfilm Microfiche CD Genealogy 8z Local History Division Fiscal Year 1997/1998 Statistics February 1998 February 1998 February 1997 1,134 1,457 788 879 220 0 194 254 Added Added February 1998 Fy1997/98 to date 80 387 5 -23 18 73 1,526 2,890 0 8 Activities with the North San Diego County Genealogy Society: February 1998 February 1997 Volunteer hours Programs Program attendance NSDCGS donations Donated books 40 38 4 5 183 212 $574.95 $1,084.96 6 0 FY1997/98 to date 9,511 7,020 487 1260 Added FT1996/97 632 41 41 1 5,054 20 Total 1998 to date 92 7 367 $1,266.30 49 M1996/ 97 15,549 11,122 0 2025 Total 17,435 914 7,350 1 13,136 21 8 Total 1997 562 58 2,338 $14,664.09 0 -. , Carlsbad San Diego County Los Angeles County Orange County Riverside County San Bernardino County Other California Counties Alabama Alaska Arizona Arkansas Colorado Connecticut Florida Georgia Idaho Illinois Indiana Iowa Kansas Kentucky Maine Maryland Massachusetts Michigan Minnesota Mississippi Missouri Nebraska Nevada New Hampshire New Jersey New Mexico New York North Carolina Ohio Oklahoma Oregon Pennsylvania South Carolina South Dakota Tennessee Texas Utah Virginia Washington Washington, D.C. West Virginia Wisconsin Guam Belgium England Germany Ireland Mexico Russia Total February, 1998 184 492 6 44 19 0 14 0 0 2 0 0 0 4 0 0 0 0 0 0 0 0 0 0 1 1 0 0 9 0 2 0 0 0 0 1 0 0 3 0 0 0 2 2 1 1 0 0 0 0 0 0 0 0 0 0 788 FY1997/98 1,195 4,716 139 433 206 42 88 1 1 60 2 2 3 9 1 1 4 1 0 2 1 3 2 1 2 2 1 5 11 10 2 0 0 7 1 5 3 7 5 1 2 3 4 7 6 15 1 1 0 1 0 1 0 0 4 0 7,020 Fy1996/97 1,852 7,533 222 689 248 76 124 1 0 96 11 9 3 15 0 1 3 6 1 2 3 0 3 3 10 10 0 7 16 22 2 1 2 12 3 6 5 38 2 0 4 3 18 0 0 30 4 1 4 1 1 1 3 1 13 1 11,122 LA COSTA BRANCH LIBRARY Monthly Report February I998 FEBRUARY CIRCULATION Branch circulation totaled 21,355 items for the month. Of this total, 10,710 adult items, 8,532 children’s items, 2,061 video tapes and 52 CD ROMS were checked out to patrons. This was an average of 971 items each day or 92 each hour. This is an increase of 1 % over February of 1997. USERS This month’s user count was 16,635. An average of 756 patrons used the Branch each day or 72 each hour. This figure shows a marked decrease of 10% in users over February of 1997. However, the increase in circulation indicates heavier library usage. The discrepancy is being studied. COMPUTERS Staff continued to train on Internet this month. They received tutoring from Main Library staff and spent time by themselves exploring and researching for patrons. On March 3, Information Systems is scheduled to turn Internet on at the public terminals. Policies are in place, staff is trained and the licenses, software and hardware are all in place. There will be one InterneKD ROM station in Children’s for student use. The adult area will have one terminal set up for CD ROM tower access only. The second public terminal will have both Internet and CD ROM access. STAFF Jennifer Baker began as Library Technician in the Children’s room in February. Jennifer began working at the Branch in 1993. After receiving her Elementary Teaching Certificate, she took a year off to teach. She is now working evenings and Saturdays assisting students with research and reader’s advisory. LA COSTA BRANCH LIBRARY Monthly Report February 1998 C I RC U LATl ON Collection H rs1Davs C i rculat ion Circ. Per HrlDay Children’s Vols. Children’s A.V. Adult Vols. Adult A.V. Video Tapes CD ROMS Total Reference Periodicals: CD ROM In-House Use Registrations: 8,049 483 7,952 2,758 2,061 52 232 122 21,355 - Adult: 1,655 - 726 Total: 2,381 37 I 59 Adult: 735 Children: 1,123 Total 1,858 Non-Resident 1 18 Carlsbad - 163 281 VOLUNTEER HOURS 92 1971 Proiect Hours Id. of Volunteers Friend’s Magazine Sale 37 Chi Idren’s Clerical 11 2 Storytelling - Total 50 12 1 2 15 - LA COSTA BRANCH LIBARY Monthly Report February 1998 USERS No. of Users HrsIDavs Users per Hrl Dav 16,635 232 122 72 1756 PROGRAM &AUDIENCE Program Audience and Age No. of Procrams Storyhour Boo kBuddies Puppet Show Highland Dancers - 99 allages 98 3 to 5 year olds 5 10 to 20 year olds 6 3 to 6 year olds 12 1-5 hear olds Total 220 6 4 1 1 12 - LA COSTA BRANCH LIBRARY Monthly Report February 1998 STAT1 STI C COMPARISON Collection Feb.’97 Feb.’98 Comparison % Children’s Vols. 7,422 8,049 + 627 +8 Children’s A.V. 429 483 + 54 +I 3 Adult Vols. 8,220 7,952 (-268) (-3) Adult A.V. 2,500 2,758 +258 +I 0 Video Tapes 2,451 2,061 (-390) (-16) TOTAL 21,048 21,355 +307 +I CD ROMS 26 52 + 26 +50 Circ. per hour Circ. per day 91 92 +I +I 957 97 1 + 14 +I USERS Feb. ’97 Feb. ’98 Comparison % 18,437 16,635 (- 1,802) (-1 0) 79 030 Users per hour 72 (- 7) Users per day 756 (- 82) (- 9) W i a ii 0 v) W B 8 8 'b FY D748 Medla Graphics Graphics Form Count (This month) (Last month) (Calendar Y.T.D.) 45,822 67,888 - GRAND TOTAL REFERENCE ACTIVITIES FOR FEBRUARY, 1998 Reference Questions totaled 5,944 during the month of February, a decrease of 93 over last year. Reserves totaled 2,197, a decrease of 210. Online Searches totaled 513, an increase of 270 over last year. This figure includes Public Internet Access sign-ups, which totaled 461 during the month of February. Interlibrary Loans totaled 92 items received and 105 items were sent to other libraries. Also in February, there were 571 questions answered at the Information Desk. This total was up 89 questions from February, 1997. During the month of February, there were: 3 Library Skills Classes, 1 Internet Class, 1 Library Tour for an ESL Class, and 1 booktalk for the Fellowship at Pilgrim Unified Congregational Church. On February 3, Callie Ahrens attended a meeting for Investment In Excellence. The Reference Selection Committee met on February 5: $1525 was spent on updates and $621 was spent on new titles. Suzanne Smithson attended a City of Carlsbad Internet Web Site Committee meeting on February 24. She was appointed Chair of this committee, which will be instrumental in setting up user-friendly and attractive web sites for the City and the Library; it will also determine the types of information found there. Technical Services Report February 1998 In February, Technical Services staff added 895 new print items and 3 18 audiovisual items to the library's collection. They deleted 565 print items and 83 audiovisual items fiom the database. Patrons using home computers dialed into the catalog 171 times. One of the major events of the month was the installation of a preliminary version of the new release of the library's automation software, so that staff could "beta test" it. When a company designs software, the first tests are done by the company on its own equipment. This is referred to as the "alpha test" phase. Once the obvious problems are solved, the company moves to the beta test stage, where the software is provided to a limited number of customers who are willing to install the software and give it a trial in the real world. Library staff and the public often use software in ways the designers never anticipated, so beta tests are absolutely necessary. Last fall, DRA, the company that provides the library's INLEX software, asked if we would be willing to beta test the next release of their software, and we agreed. The beta version software was installed February 1 1. . There are both advantages and disadvantages to being a beta test site. Usually, the new version of the software has added features requested by customers or fixes problems that were experienced in the previous version. On the other hand, there may be new bugs introduced that were not discovered by the company employees who tested the software. When something unexpected happens, staff at the beta test site reports it immediately. The problem is usually fixed within a day or two. After a few weeks or months of testing, depending on how many problems are found, the company releases the fmal version of the software to all of their customers. Being a beta test site is always an interesting experience. If you enjoy identifying and solving problems, it can even be fun, especially since you have access to new features before other customers do. In this case, the changes in the new release primarily involved administrative and technical features that were not visible to the public. One example of a minor problem we found was that the new software only showed the first 12 copies or volumes of a title. In DRA's small test database, this wasn't noticed, since no title had more than one or two copies. In our catalog, however, we have circulating encyclopedia sets that may have 30 or more volumes listed. Once we noticed than only the first 12 volumes were showing and reported it, the software was fixed within a few hours. This is the purpose of beta testing. Overall, the new software has been very stable, and the company will probably distribute it to other libraries in March. CARLSBAD CITY LIBRARY February97 Febmary-98 % Channe CIRCULATION MAIN LIBRARY Print Audio Video 47,359 7,264 8,441 50,274 6,792 7,596 6% -6%O -10% TOTAL BRANCH Print Audio Video TOTAL CENTRO Print Audio 63,064 15,963 2,922 2,451 21,336 1,023 188 64,662 18,239 3,284 2,061 23,584 1,116 144 3% 14% 12% -16% 11% 9% -23% TOTAL GRAND TOTAL: REFERENCE QUESTIONS Centro Genealogy Children’s Adult Branch TOTAL: MEDIA/GRAPHICS PROlECTS Media Graphics TOTAL HOLDS PLACED 1,211 85,611 1,260 89,506 451 369 1,457 1,134 2,211 2,240 6,061 5,944 1,966 2,381 12,146 12,068 26 21 31 37 57 58 2,393 2,176 4% 5% -18% -22% 1% -2% 21% -1% -19% 19% 2% -9% RD-F:/Statistics/Stats 6-97 Page I Carlsbad City Libra y Statistics, continued January97 Januaq-98 % Change - PEOPLE COUNT (Daily Average) Centro Main Library Branch TOTAL ATTENDANCE AT PROGRAMSDOURS Genealogy Branch Children Centro Adult Centro Children Main Adult Main Children TOTAL INTERLIBRARY LOANS Received by Carlsbad Sent by Carlsbad NEW REGISTRATIONS Centro Main Library Branch TOTAL ITEMS ADDED ITEMS WITHDRAWN COMPUTElWNTERNET USE Main Adult Main Children Branch TOTAL 135 106 -21% 1,864 1,694 -9% 838 756 -10% 2,837 2,556 -10% 212 183 -14% 111 220 98% 35 -100% 205 244 19% 225 123 -45% 693 3,070 343% 1,481 3,437 132% 118 92 -22% 70 105 50% 10 12 20% 761 773 2% 277 266 -4% 1,048 1,051 0% 1,584 1,213 -23% 882 648 -27% na na na 46 1 na 33 na na na na 494 na RD-F:/Statislics/Stais 6-97 Page 2 2 a a 5 a, LL Y 0 In 0 0 Q) 0 v) a, a9 L d v) a, c ii a, u c E a u) c - 1-1 CITY OF CARLSBAD DEPARTMENT SUMMARY 1998-99 BUDGET SUMMARY 1997-98 BUDGET 1995-96 ACTUAL ACTUAL CAPITAL OUTLAY WORK PROGRAM: The Carlsbad City Library provides educational. informational, and recreational services for all community residents; provides both print and non-print resources that respond to the interests and needs of a diverse population; provides convenient access and adequate space for users and resources: and promotes a broad awareness of the library and its services. The library contributes to the enrichment of Carlsbad's citizens by supporting lifelong learning and the pursuit of knowledge. SIGNIFICANT CHANGES: With a new man library in south Carlsbad projected to open in the 4th quarter of 98-99, related costs for inzreased staff and resources as well as new services have been programmed into the budget request. Most of these costs are for five new fulltime positions and another five FTE in hourly staff. These positions are recommended to be phased in during the year, as needed. Two positions have been requested for the full year to work on the increased collection development and new technology workloads; and one (Community Relations Manager) has been requested for siy months to help with public relations and planning for the grand opening. The other two positions would be added in the 4ch quarter to match up with the projected opening of the new facdity. Added resources and services include collection enhancements; public computer labs in both the adult and children's areas: a new public service desk (Information Desk) for the kst floor; and the addition of Sunday hours. There are also significant increases in utihty costs for this new, much larger and more technologically sophisticated building. Added costs for new fulltime and hourly personnel that are tied to Requests for Additional Resources, are not reflected in the 1998-99 request above. These additional New Program requests total $141,800. All other costs associated with the new library: the actual move, establishing an interim facility in north Carlsbad while the current main library undergoes remodeling, and all the furniture, Lxtures, equipment, and stacks will be included in the project budget currently allocated in the 98-99 CIP. c CARLSBAD CITY LIBRARY Summary of Significant Changes 1998-99 BUDGET REQUEST NEW STAFF Five previously allocated fulltime positions: Management Analyst in Administration to serve as a Community Relations Manager, directing all public relations, adult programs, exhibits, graphics, multimedia production, the city Web site, and coordinating public use of the library auditorium and meeting rooms. Graphic Artist in Administration. Currently filled on an hourly basis. Needed as fulltime to handle increased volume of design and printing of brochures, flyers, newsletters, signs and other internal library publications. Library Assistant in Adult Services (Reference) to support new public access computers, to provide Internet training, to supervise computer lab nights and weekends, and to provide backup to Librarians on the Reference Desk. Library Assistant in Technical Services to help catalog and process additional volume of print and non-print acquisitions. Position will eliminate backlogs and speed processing of new materials for public access. Library Assistant in Children’s to supervise new computer lab, to provide assistance and instruction for the public, and to supervise staff nights and weekends. 5.2 FTE in additional hourly staff Most of these positions are at the Page and Clerk level in the public service areas of Circulation, Reference, and Children’s. These hourly positions will be used primarily to staff the new Information Desk and to provide public assistance for planned Sunday hours. In addition, hourly clerks have been requested for Collection Development to assist with processing a larger volume of new acquisitions and in Media Services to assist with multi-media production and presentation at the new auditorium. TOTAL COST OF ADDITIONAL REQUESTED STAFF: COST $ 34,500 $10,200 $ 40,100 $ 40,100 $ 10,500 $104,000 $239,400 NEW OPERATING COSTS COST Increases to print and non-print collections to keep up with inflation and to replace obsolete materials. Increased costs of utilities (gas, electricity, water, telecommunications) for 3 months in new library. Increase in La Costa Branch lease for final year of lease. $ 52,700 $ 48,000 $ 6,000 TOTAL SIGNIFICANT NEW OPERATING COSTS: $106,700 SHIFTS OF OUTSIDE REVENUES TO GENERAL FUND 0 Transfer of audio account from AV Insurance Fund to General Fund due to continuing decline in revenues. Transfer of outside processing and supplies for videotapes from AV Insurance Fund to General Fund due to continuing decline in revenues. Transfer of subscriptions from CLSA to General Fund due to decline in revenues. Transfer of bindery account and OCLC cataloging account from PLF grant to Technical Services to consolidate processing operations and to free PLF funds for capital and new technology requests. Transfer of water account from PLF grant to Library Administration to consolidate all utility accounts. Available PLF funds will be used for capital and other special new technology requests. $ 35,000 $19,000 $ 57,000 $ 38,000 $ 15,000 TOTAL SHIFT TO GENERAL FUND: $164,000 TOTAL ADDED COST OF SIGNIFICANT CHANGES: $510,000 PLF STATE GRANT (ORG KEY 181-4001) MISC. PROFESSIONAL SERVICES (7490) 1. Part of Carlsbad Photo Archives project. Fee to -- outsource storage of photo archives on Internet Service Provider computer. Info Systems advises outside storage to avoid potential security problems. 2. Estimated cost of professional services associated with the development of a city-wide Web Site. COMPUTER SOFTWARE (7730) 1. Web Site software to allow for continued development of the slide/photo database. Will make a Carlsbad Photo Archives site available on the Internet. COMPUTER ACCESSORIES (77311 1. Part of Carlsbad Photo Archives project. Hardware that allows detailed control of graphics files, primarily to enhance and restore damaged historic photos. CAPITAL (9020) 1. CD-ROM tower with 7 drives to provide a collection of databases for the public through the city network. System will be available at a1 library facilities and will include Netware Server software. OFFICE EQUIPMENT (9021) 1. Motorized 35-mm microfilm readers (4 each) to replace worn out and obsolete machines now in use. 2. Laser scanner at Branch to expedite circulation of materials. Currently only two of the three circulation terminals are equipped with scanners. 3. Triumph Model 4850 semi-automatic cutter to replace a machine now 10 years old. Current machme is inadequate for precision cutting of massed stacks of forms. OFFICE FURNITURE (9030) 1. Microfilm cabinets (2 each) in Genealogy. There is currently a need for added storage space for boxed microfilm of census data and other resources. TOTAL PLF: $ 5,000 $10,000 $ 1,900 $ 1,100 $ 8,300 $14,000 $ 1,400 $ 4,800 $ 2,800 $49,300 CALTAC 1998 WORKSHOP IN LIBRARY LEADERSHIP (Item[ NEWPORT BEACH PUBLIC LIBRARY February 28,1998 9:00 REGISTRATION AND COFFEE 9:30 WELCOME Roberta (Jackie) Harrison, CALTAC President 9:35 KEYNOTE REMARKS Dr. Kevin Starr, State Librarian of California 10:30 BREAK 10~45 PANEL: INTERLOCKING PIECES - WORKING TOGETHER FOR A STRONGER TOMORROW JOYCE LAWRENCE Downey City Councilwoman, Immediate Past Mayor, Former Library Trustee REGINA MINUDRI Acting Director, San Francisco Public Library JANET C. SMITH Trustee, Palos Verdes Library District 11 :45 BROWN ACI': BE IN COMPLIANCE Janet R Morningstar, Attorney, Law Firm of McCormick, Kidman, & Behrens, LLP' 12:oo LUNCH 12:45 THE IMPACT OF TECHNOLOGY ON LANGUAGE Dr. Helen J. Hislop, Chair, Department of Biokinesiology and Physical Therapy, University of Southern California 1:30 BREAK 1 :45 DISCUSSION GROUPS 2:45 CHARGE TO THE LIBRARY COMMUNITY Roberta (Jackie) Harrison 3:OO ADJOURNMENT Library tours will be available following the workshop The refkeshents are compliments of the Friends of the Newport Beach Public Library. We thank the Trustees and Director of the Newport Beach Public Library for their hospitality. M. L. (MIKE) MCCORMICK. ARTUUR 0. KIDMAN. RUSSELL 0. BLURENS. SUZANNE M. TAGUC. JANET I). MORNINGSTAR. KCITM E. MCCULLOUGW* DAVID 0. DOYCR ROBERT A. dOUNSON JENNICCR W. WALKER PAUL KIM DRADLEY 0. CILRCL MICUACL RAY UARRIS *A COWO(UTI0N MCCOBMICIC, KIDMAN & BEHRENS, LLP UWYliRS SACRAULNTO OCCICE: 980 NINTW STREET 16’” FLOOR SACRAULNTO. CALICORNIA 0S814-L736 TKLLCHONE (9161 449-OS33 IMCLRIAL BANK mUILD1NG 6QS TOWN CCNTLR DRIVL SUITC 1400 COSTA MESA. CALIFORNIA Q26961Q24 TCLCPWONCS (7141 755-9100 (aooi ~ss-aias FAX (7141 755-3110 L-MAIL fl&bl@k.~.Ca BROWN ACI’ COMPLIANCE FOR LIBRARY TRUSTEES AND COMMISSIONERS FAX (0161 446-7104 PRESENTATION TO CALIFORNIA ASSOCIATION OF LIBRARY TRUSTEES AND COMMISSIONERS FEBRUARY 28,1998 BY JANET MORNINGSTAR, PARTNER I. The Essence of the Ralph M. Brown Act - California’s Open Meeting Law. A. AU meetings of the legishive body of a local agency shall be open and public, and all persons shall be permitted to attend, except as otherwise provided in the Brown Act (Government Code $54953(a)). B. Any attempt by a majority of a legislative body to discuss, or reach concurrence on a matter within the jurisdiction of the body, outside of a properly conducted public meeting, is a violation of the Brown Act (Government Code 554952.2). A public official knowingly taking action in violation of the Brown Act may be guilty of a misdemeanor (Government Code $54959) and the action may be invalidated (Government Code $54960.1). C. Compliance with the Brown Act requires compliance with procedures including: 1. formally established time and place for regular meetings, time and place of meeting specified in notice of special meetings (Government Code $554954 and 54956); 2. preparation and posting of an agenda (Government Code $54954.2); no discussion or action on non-agenda items (some exceptions); 3. opportunity fbr public comment on items on the agenda and on matters within the subject matter jurisdiction of the agency which are not on the agenda (Government Code $54954.2). Public criticism of the legislative body may 1 MCCORMICX. KXDMAN & BEERENS, up UWYLRS not be prohibited (Government Code $54954.3); 4. public access to meeting place - no admission fee, no restrictions based upon race, religion, national origin, sex, must be handicapped accessible (Government Code $54961); persons attending a public meeting may not be required to sign in or identifj, themselves (Government Code $54953.3). If. Who is Required to Comply with the Brown Act. A. A “legklative body” required to comply with the Brown Act includes the govemhg body of a county, city, school district, municipal corporation, district, political wrbdivision, or any other local body created by state or federal statute, or any board, commission, or agency thereof, or other local public agency (Government Code $5495 1 and $54952(a)). B. A Commission, committee, board, or other body of a local agency, whether decision- making or advisory created by charter, ordinance, resolution, or formal action of a legislative body. 1. Standing committees with continuing subject matter jurisdiction or a meeting schedule fixed by formal action of the board are subject to the Brown Act. 2. Ad hoc committees composed solely of less than a quorum of a legislative body are not subject to the Brown Act (Government Code §54952(b)). 3. A board, commission, committee, or other multi-member body that governs a private entity is subject to the Brown Act if it was created by a local agency to exercise authority delegated by the public agency or it receives finds fiom a local public agency and has a voting member appointed by the focal agency (Government Code §54952(e)). III. The Agenda Requirement. A. An agenda must be prepared for each meeting giving a brief general description of ewly item of business to be transacted or discussed at the meeting, including items to be discussed in closed session (Government Code $54954.2). B. The agenda must be posted in a location fieely accessible to the public at least 72 hours prior to a regular meeting (Government Code 854954.2). Special meeting notices must be posted at least 24 hours prior to the meeting (Govemment Code $54956). C. No action or discussion shall be undertaken on any item not appearing on the posted 2 McCORBfICK. bUN & BEHRENS, LLP LAWYERS agenda, except: 1. briefresponses to questions or comments fiom the public; 2. in response to a public comment or question, a member of the legislative body or staffmay ask a question for clarification, make a brief announcement or a brief report on his or her own activities; 3. request to staff to report back on any matter or direction to staff to place a matter on a fiiture agenda; 4. the legislative body may authorize action to be taken on an item not appearing on the agenda a. upon a majority vote that an emergency situation exists (disruption or threatened disruption of public facilities); b. upon a two-thirds vote of the members present or, if less than two- thirds are present, a unanimous vote of those present, that there is a need for immediate action which came to the attention of the local agency subsequent to the posting of the agenda; c. the item has been continued fiom a prior meeting occurring not more than five days before the meeting at which action is taken (Government Code 554954.2). IV. Closed Sessions - Where the public is excluded &om a Meeting of the Legislative Body - Are Permitted under Limited Circumstances. A. Justifications. 1. To Protect the Public Interest - Where disclosure would be detrimental to the public agency in negotiations or to the ability of the agency to carry out its fbnctions. ‘izhts - The individual’s right to privacy To Protect Individual Privacy RJ outweighs the public’s interest in disclosure. .. 2. B. Specific Closed Session Authorization. 1. peal Propertv Neno tiations - To confer with the agency’s negotiator regarding price and terms (Government Code 554956.8). 3 MCCORMICK, KIDXAN & BEHRENS, LLP LAWYERS 2. Jitigation - To confer with legal cod m legal proceedings or administrative prodig of an adjudicatory nature (Government Code $54956.9). 3. Joint Powen Insurance AuthoriQ - Discussion of claims (Government Code $54956.95). 4. eats to Pub lic Sewn 'ty (Government Code $54957.6). 5. Examination of Witnesses. Drug La w Enforcement (Government Code 554957 and 554957.8). 6. Li- Issuance0 r Rend for Persons with C riminal Records (Government Code $54956.7). 7. (Note: Specific complaints must be heard in open session if the employee requests.) (Government Code 554957). C. Actions Taken in Closed Session must be reported in open session along with the vote or abstention of each member present (Government Code $54957.1). 1. Final approval of real estate transactions. 2. Approval to defend, appeal, or not appeal in a lawsuit. 3. Approval to initiate or intervene in litigation unless announcement will prejudice ability to effect service of process or conclude settlement. 4. Settlements of lawsuits or claims. 5. Actions taken to employ, appoint, accept the resignation of or otherwise affect the employment status of a public employee. Employee discipline or texmination of employment shall not be announced until the opportunity for appeal has been exhausted. V. Brown Act Enforcement. A. demean or P& 'es. A member of a legislative body who attends a meeting where action is taken in violation of the Brown Act with the intent to deprive the public of information to which he knows or has reason to know the public is entitled under the Brown Act, is guilty of a misdemeanor (Government Code 554959). Punishable by a fine of S1,OO0.00, six months in jail, or both (Penal Code $19). 4 MCCOBMICK. KXDXAN & BEHBENS. LLP LAWYERS B. Mandamus. I n-junction or Dewratory Rel' le 1. To present future violations. (Govemment Code 854960). 2. To determine the applicability of the Brown Act to any meeting or action. 3. To invalidate a rule or action intended to discourage expression by a member of the legislative body. 4. To compel the legislative body to tape record closed sessions. C. Invalidation of Actions Take n in Violation of the Brown Act (Government Code 854960.1). 1. As a prerequisite to bringing a lawsuit, the challenging party must demand that the agency correct the violation and give the agency an opportunity to cure. 2. Action will not be invalidated if: a. there was substantial compliance; b. it was an action in connection with the sale or issuance of bonds; c. the action gave rise to a contractual agreement in which there has been good faith reliance by the other party; d. it was in connection with a tax; e. the party challenging the action on the basis of inadequate notice had actual notice; f the agency cured the violation after commencement of the suit. I 5 THE CARLSBAD ART GALLERY The following information outlines what is required to open the Carlsbad Art Gallery in the new Library in the spring/summer of 1999. It has budget implications and it is necessary to budget for the Gallery this year in order to open at the same time as the Library. Backmound During the planning phase of the new library, the Library Building Review Committee recommended that a 2000 square foot art gallery be included in the new South Carlsbad Library. Planning began for the gallery itself in 1990. The Arts Commission recommended a Gallery Committee be established, staffed by the Arts Office, to include representation from the Arts Commission, the Arts Associates and the Library. The Committee was formed to program the new gallery and to oversee the workings of the gallery. The Committee was active from 1990 to 1992. When the library was put on hold, planning for the Gallery was also set aside. A new Committee started working again on the Gallery (including some new and some former members) in early 1997. Starting in 1990 Committee members and staff held a special workshop in which all the gallery directors in San Diego County from public institutions were invited to meet in Carlsbad to discuss their gallery’s mission, their physical space, and their recommendations for Carlsbad’s gallery. Many ideas were incorporated in the physical plans. The Committee has taken two trips to visit other municipal galleries. Material has been collected on traveling exhibitions and discussions held with various cities on how they run their galleries. Item Exdanation The Committee has approved the mission statement as follows: The Carlsbad Art Gallery, located in the Carlsbad City Library, is dedicated to featuring excellent quality traveling, curated and/or juried exhibitions of arts and culture for public enjoyment and education. Exhibitions will include visual art, cultural exhibitions with an emphasis on visual art, folk, arts/crafts, photography, curated shows or juried local shows. It is anticipated that there will be a minimum of 5 shows per year with an estimated 7 - 10 days turn around time between shows when the gallery will be closed. Curated and/or juried shows will offer local artists an opportunity to exhibit. Traveling shows, such as those booked from the Smithsonian and the American Federation of the Arts, require security, humidity and light control, and fire protection. These are included in the building plans. However, for shows where valuable art is exhibited there are other necessary expenses. Professional guards or other trained persons whose sole duty is the . supervision of the exhibition are required. Insurance is necessary for all exhibitions and cost will vary depending on the value of the works in the show. The Fieldstone Foundation and Peter Ochs have agreed to loan to the City of Carlsbad paintings of Early California Artists from their collection for the opening exhibition. This will be a very popular exhibition as evidenced by a similar show staged at the San Diego Museum of Art several years ago and an outstanding one to be able to bring to Carlsbad for the inaugural exhibition. While the loan of the paintings is contributed, there are costs which include curating the show (selecting which paintings to use, a theme and a printed brochure with related educational material), installing the show, signage for the show, insurance and shipping. These costs will have to be budgeted in the 1998/99 fiscal year to book the show for the opening. The Arts Office plans to apply to the Fieldstone Foundation for a grant to cover these expenses but Fieldstone was not encouraging because there is no building taking place in Carlsbad at present. At all the municipal galleries visited and those consulted, having at least one full time gallery staff person was considered essential. Even with a major emphasis on volunteers, organizing and scheduling volunteers is a time consuming and constant effort. The Arts Associates are committed to helping with the gallery both in fundraising and in providing volunteers. For the gallery to be open it must have personnel there at all times. It is important to be consistent about the hours open. Relying on volunteers for this, without a backup, has not worked for other galleries. In fact, when the Karlovy Vary exhibit was in the Carlsbad-Oceanside Gallery, it was closed one of the six scheduled days because a volunteer was sick and no one else could be there. A person is necessary for curating, for booking shows, for planning ancillary programs, for writing contracts and insurance, for supervising the hanging and taking down of shows, for organizing and scheduling volunteers and for fundraising. Traveling shows cost anywhere from $1,000 for reprints to $20,000 on up depending on the value of the artworks and the quality of the presentation. We are proposing a budget of $5,000 per show (average) for five shows per year. We should be able to obtain sponsorships for one or two shows per year. Booking shows normally takes place 18 months to 2 years in advance. We will need to budget for several shows this year in order to have them in place for next year. Initially the Gallery’s proposed hours will be Tuesday, Wednesday, Thursday 1 :00 pm to 8:OO pm, Friday and Saturday, noon to 5:OO pm. If the Library is open on Sundays, hours will be extended to add 1 :00 to 5:OO pm on Sunday. We are recommending a full time management staff position to serve as Gallery Director. The Arts Office may combine the existing part-time position of the Visual Arts Coordinator with the Gallery Director, creating one full time position. This person would be expected to handle the existing duties of the public art program, the temporary art exhibition, the sculpture garden and the new gallery. Fiscal ImDact Staff and the Committee have been working on strategies to accomplish the goals of the Gallery and keep the budget as reasonable as possible. The Arts Associates have agreed to assist with fundraising and to establish a volunteer program for the Gallery. The Arts Office staff is looking for donated shows and will write grants where appropriate. An endowment for the gallery can help augment the annual budget. The Arts Office continues to look for a donor of $250,000 to start the endowment in exchange for naming the gallery after the donor. However, with the exception of $10,000 the Arts Associates have earmarked for the Gallery, there are no funds at present. Traveling shows are normally scheduled 18 to 24 months ahead which means booking needs to be done as soon as possible. For local shows, a curator will need to be hired well in advance of the show. A full time gallery director who qualifies as a curator and who has experience running a gallery is necessary to provide quality service . The Visual Arts Coordinator is presently budgeted at $13,000 which would be applied to the newly created position. If the City is not interested in managing a gallery, it is possible to rent the space to a group for $1 .OO a year to manage a private gallery. In 1990 staff contacted several museums in Balboa Park to see if there was interest in opening a satellite space. The San Diego Museum of Art said they were interested if Carlsbad would pay them an estimated $400,000 a year. Other museums responded at that time that it did not fit into their plans. It is possible to contact them again if there is interest in this concept. While it would save the City money, the City would loose control of the space, and therefore we do not recommend this alternative. Gallery Committee: Connie Chartier, Chair - Community representative Bill Lignante, Arts Commissioner Bunny Kacher, Arts Commissioner Ann L’Heureux, Library Board Steve Sieger, Arts Associates Connie Beardsley, Arts Office Cliff Lange, Library Manager, Arts Office 3/4/98.