HomeMy WebLinkAbout1998-08-19; Library Board of Trustees; MinutesMINUTES
MEETING OF:
DATE OF MEETING: August 19,1998
TIME OF MEETING: 3:OO PM
PLACE OF MEETING:
LIBRARY BOARD OF TRUSTEES
City Council Conference Room
CALL TO ORDER:
President Ann L’Heureux called the meeting to order at 3:05 PM.
ROLL CALL:
Present: Library Board Trustees Baron, Gleason Huss , and Tarman.
Absent: Trustee Trigas.
Also Present: Cliff Lange, Library Director
Geoff Armour, Assistant Library Director
Joan Frye Williams, Technology Consultant
Gene Barber, Friends of the Library representative
Robert Cummings, President of NSDC Genealogy Society
Prior to moving on to the formal agenda, President L’Heureux requested an informal get
acquainted exercise and each individual in the room introduced themselves and gave a
little background on what brought them to this Board.
APPROVAL OF MINUTES:
The approval of the minutes of the March 1998 and July 1998 meetings was continued
until a later meeting.
MONTHLY LIBRARY DIVISION HEADS REPORTS:
Accepted as submitted without comment.
LIBRARY BOARD COMMENTS:
Trustee Gleason Huss welcomed the two new Board Members.
President L’Heureux shared a copy of an article from the Los Angeles Times
“Rebuilding a Sense of Community”. The article stated that although the sense of
community in the local stores, on the streets and front porches is gone, that sense of
community is still alive and well within our libraries.
Library Board of Trustees
Minutes of August 19, 1998 Meeting
Page 2
President L’Heureux read from the letter she had received from CALTAC requesting
nominations for the annual CALTAC awards. There are six different categories: a
Trustee, Commissioner or System Advisory Board member for outstanding service to a
local library or system; a Librarian for outstanding work with the Board of Trustees or
Commission; a newspaper, radio station or television channel for outstanding media
coverage or special services to libraries; a business, community, organization or
individual making a significant financial or in-kind contribution to a library or library
program; an elected local, state or federal official from California for special support or
promotion of legislation to benefit libraries and/or library services; an individual for
outstanding or volunteer service to a library. She asked that anyone wishing to
nominate someone for one of the awards needs to notify Cliff Lange and he will place it
on the agenda for the next meeting. Deadline for nominations is September 25, 1998.
President L’Heureux reported that she and Marge Howard Jones traveled to Escondido
to a meeting about the “Shades of California” program. Bill Richmond from our Media
Graphics Department was also in attendance. She was pleased to report that a lot of
the photo gathering and recording taking place indicated that she and Marge Howard
Jones had done a very good job in their efforts on our own local historical photograph
collection.
PRESENTATION BY JOAN FRYE WILLIAMS:
The floor was then turned over to Joan Frye Williams who is the technology consultant
hired by the library to help develop the technology program for the new library. She
was quick to explain that she did not intend to speak about technology but about library
services and the challenges and issues technology raises for library service.
Her recommendations to the library represent a prudent course for the new library to
begin a transition in how technology is used. Part of the process is to pick and choose
the best of what has been developed for the general market and applying it to the
fundamental goals of the library which haven’t changed. There is a real need to protect
those fundamental values such as; representing more than one point of view on issues;
protecting the privacy of its users; and developing resources suitable for different age
groups. Part of the technology planning process is suggesting that there are tools
available that should not be used at this point.
The plan submitted suggests a step-by-step approach by making some modifications to
the existing computer system and going slowly into Internet directions. There will be
training issues to be addressed as the plans are to open at the new facility with all new
computers and a different on-line catalog for the public. The preliminary plan prepared
is suggestions specifically on how to accomplish that and the policy issues have been
pegged to the strategic plan.
Library Board of Trustees
Minutes of August 19, 1998 Meeting
Page 3
She concluded that she had met with staff and they had reached consensus on the
recommendations with slight modifications. She will be taking those and turning them
into the final plan complete with budget figures and implementation steps. Additionally
she will be working with the team for the new building furnishings, matching the
machines with the furniture they go on and the needed connections.
Trustee Tarman asked how people were informed that the library currently offers self
check-out service as he was unaware that it was available. Director Lange explained
that the large machine is on the circulation desk with signage to identify it.
Trustee Tarman was concerned that there would not be adequate time to train the
patrons to use the new system and asked what the plans were for that training. Ms
Williams responded that her recommendation was for a practice workstation with the
new interface to be installed now for the staff so that they begin to learn it right away,
well in advance of when they will need to be able to train the patrons on its use. The
goal is to get all the staff, including the Pages, trained before the opening so that any
staff will be able to provide basic instruction to a patron.
Another solutions to training patrons on the use of the system would be to recruit
volunteers and docents from all age groups, train them before the opening, and then
have them on hand to assist.
Trustee Baron asked if it would be possible to provide classes at the library to teach the
patrons. Ms. Williams pointed out that currently the library offers the Firsf Friday
classes on the use of the Internet and that those could be continued and extended at
the new facility. Trustee Baron felt strongly that an important component of the public
relations for the opening should accent the new technology and publish hours the public
can come for specific training and information.
COLE LIBRARY UPDATE:
Director Lange reported that the matter is tentatively scheduled to go before the City
Council sometime in September with the revised feasibility study document that
includes an additional option for safety and cosmetic improvements and a
reorganization of the collection. The draft revised study has been submitted to the City
Manager awaiting approval prior to the final report which will be presented to the
Council.
It was always a part of the Master Plan that once the new building was built, the
existing building would be remodeled and ultimately expanded. The original feasibility
study and recommendations to fix the building was done in 1990. Now, eight years
Library Board of Trustees
Minutes of August 19, 1998 Meeting
Page 4
later, the new feasibility study reveals that the building does not meet any of the current
codes, particularly seismic. The new feasibility study includes estimates of the costs for
each one of the alternatives.
President L’Heureux asked that the members of this Board be advised when this comes
before the Council so that they may attend that meeting.
Trustee Baron asked if the Board has taken a position on any of the alternatives and
made a recommendation to the Council. The answer was “no”, not at this time.
President L’Heureux asked that the architects give the Board a briefing on the revised
version of the document. Dr. Lange assured the members of the Board that they will
each receive a copy of the document. He will also try to arrange for a briefing from the
architects when they come down for the Council Meeting.
Trustee Tarman asked what was the estimated percentage of use of the Cole after the
new library opens.
however, he believes the use of this building will continue to be strong but not as heavy
as it is now.
Dr. Lange explained there was no easy way to predict that;
Trustee Tarman asked about the size of the buildings. Dr. Lange responded that the
new library is 64,000 square feet and the current one is 24,600 square feet. Assistant
Library Director Armour pointed out that a good portion of the space in the new building
will be taken up by non-public areas like Technical Services and Administration, the
gallery and auditorium. The Cole, although less than half the size, will be devoted
almost exclusively to public access.
Trustee Tarman then asked what was the anticipated size for the Cole after the
expansion. Dr. Lange said the plan was to nearly double the current size, with a
building of 45,000 square feet. The public spaces at both buildings would then be
almost equal in size.
Trustee Tarman asked if the library has statistics on where people are from who use the
library. Assistant Director Armour said that we do have some statistics.
President L’Heureux pointed out that one of the advantages of building a new building
at the Cole location was that during the construction the current building could be open
and continuing to provide service.
Trustee Baron raised two issues. First she would like to determine the effect the library
has on this part of town as part of the process of changing services and configuration.
Library Board of Trustees
Minutes of August 19, 1998 Meeting
Page 5
Then secondly, if we are redefining what a library is in the 21 Century, the Cole could
be the one that is more state of the art or satisfying needs we don’t even know about
yet.
NEW LIBRARY PROGRESS UPDATE:
Dr. Lange reported that the walls are up and structural steel is being installed. The
project is on schedule and the completion date is May 4, 1999. He anticipates it will
take at least a couple of months to get the move completed and the Grand Opening
would probably take place in late July or early August.
Trustee Baron said she was very impressed with the fact that there were no cost
overruns, but that she was very concerned about the parking. She lives in the area and
is aware of the current parking problems in that center. She asked to be brought up to
date on the parking issue.
Dr. Lange explained that 100 of the existing parking spaces belong to the library but
because we have a reciprocal parking agreement with the shopping center we cannot
control the parking. When the building is completed there will be an additional 250
spaces. The proposal for a parking structure to be constructed next to the next to the
new building was submitted to City Hall but rejected at this time. Dr. Lange further
explained that a significant problem with a parking structure is the cost. To build a
structure of 150 spaces would cost nearly two million dollars. He concluded that we
have been unable to convince the City Manager at this time that the structure is
necessary .
LIBRARY ASSISTANT RECRUITMENT:
Dr. Lange explained that in this year’s budget the library got back the five positions that
were frozen and unfunded during the recession. Assistant Director Armour continued
that we have three library assistant positions to fill. In addition to the one in Technical
Services there will be one in Children’s and one in Reference. There was one
recruitment for all three positions and there were fifty-one applicants. The oral board is
August 27,1998, and the other two positions will be filled from the same list sometime in
the fourth quarter of this fiscal year.
CAROLYN AYARS MEMORIAL GLOBE:
Dr. Lange explained that Carolyn Ayars was a Friend of the library for over twenty five
years and was president of the organization four times. She passed away a few
months ago. The Friends received nearly $800 in donations in her memory with which
they purchased a globe for the library. There was a small dedication ceremony in the
Library atrium yesterday.
Library Board of Trustees
Minutes of August 19, 1998 Meeting
Page 6
President L’Heureux commented that it was a lovely party and attended by many of Ms.
Ayars friends and relatives.
Trustee Baron asked if the new globe would to the new Library and was told that it
would not.
DIRECTOR’S REPORT:
State Budqet - The Public Library Fund is still fully funded; however historically the
governor has cut those funds once the budget gets to his office. If he does not cut it, it
will be a historical moment because it will be the first time in the history of the legislation
that the PLF is fully funded.
California Librarv Association - Dr. Lange was elected as Secretary for the
Management Services Section of the California Library Association.
He has also been asked by the current President of the California Library Association to
serve on the Vision Task Force to try to create a vision statement for the association for
the 21“ century.
California State Librarv - The State Librarian has asked Dr.Lange to serve on a
scholarship committee to improve the delivery of scholarship money. They will be
working on setting up a method to offer scholarships to current library employees who
want to go to library school.
New Communi& Services Guide - Dr. Lange turned it over to Assistant Director
Armour who worked on the library’s portion of the new publication. Originally just a
Parks and Recreation information and class schedule publication, it has been expanded
to include information from City Hall as well as from all the departments in the
Community Services Major Service Areas (MSA).
SERRA ADVISORY BOARD:
President L’Heureux reported that she and Chris Pickavet attended the meeting in
Scripps Ranch. For the benefit of the new trustees, President L’Heureux explained the
purpose and workings of the Serra Cooperative System. She further explained that the
Serra Advisory Board is a citizens group which is a part of the system as mandated by
the State. The board recently made several grants to member libraries.
The representative for “Yes on L” was present at the meeting and President L’Heureux
wanted to be sure that this Board has requested our City Council endorse the
proposition. Dr. Lange told her it had been done.
Library Board of Trustees
Minutes of August 19, 1998 Meeting
Page 7
Also there to make a presentation was a representative of the Library and Literacy
public awareness campaign. They have sponsored several programs for children and
public service announcements to get children into the libraries.
FRIENDS OF THE LIBRARY:
Mr. Barber reported that the next book sale would in be the first weekend in October
and that they estimated sales to be the same as in May. He expressed an interest i
recruiting members of the Friend’s to train as docents and volunteers for the technology
training.
GENEALOGICAL SOCl ETY:
No report.
PUBLIC COMMENT:
None.
ADJOURNMENT:
By proper motion, the Regular Meeting of August 19, 1998, was adjourned at 4:14 p.m.
Respectfully submitted,
Cissie Sexton
Administrative Secretary
ADULT LEARNING PROGRAM
Monthly Report
July 1998
1. Celebration
Staff member Shirley Taylor celebrated her 80* birthday on July 9th with a surprise party
planned by tutors, learners, and staff. We believe that Shirley is the City’s oldest employee-and
a great asset to the Adult Learning Program.
2. Contractor’s License
July 9* was also a day of celebration for adult learner J.W. Massey, who passed the State exams
to become a Licensed Plumbing Contractor. J. W. came to the Adult Learning Program in 1987
to learn to read and write at age 37. Raised in rural Louisiana, he was labelled “retarded” by
school officials at the age of 6. His family was told there was no point in sending him to school
because he would never learn anything; his schooling ended part way through first grade.
In the Adult Learning Program he has improved his reading and writing skills, and, in January
1998, he began meeting for 4 hours every Sunday with tutor Lilian Bamhart to study the business
and law sections of the State Contractor’s License Exam. He now has his own plumbing
company, Done Right Plumbing.
3. Advanced Internet Training
On July 14, staff members Lynda Jones, Elaine Lindsey-Paek, and Shirley Taylor attended a
workshop called “Advanced Internet Training,” held at MiraCosta College’s Adult Learning
Center. Sponsored by the regional adult education consortium, the training focused on
customizing Internet browsers and search strategies using various search engines.
4. Novell server .
City Information Systems staff finished transferring the program’s administrative records to the
new Novell server in this office, eliminating duplicate records and enabling simplified back-ups
of program records.
5. San DiePo Cou ncil on Literacv Board of Directors
Program Coordinator Lynda Jones attended her first meeting of the Board of Directors of the San
Diego Council on Literacy on July 8. Lynda has been appointed to a 3-year term representing
organizations providing literacy services in the county; other Board members are community
leaders from business, government, education, the media, and social services. The Council on
Literacy facilitates cooperative efforts among literacy organizations (such as the “800” referral
number), helps develop new programs, raises community awareness about literacy, and develops
resources to support literacy efforts throughout the county.
6
CARLSBAD CITY LIBRARY
CENTRO DE INFORMACION
Monthly Report
July 1998
3.- Children's Prouramminu . During the month of July two special
programs were presented at the Centro de Infonnaci6n as part of the Summer Reading Program. The programs were: Oriffami, on Wednesday July 8, and on Wednesday, July 22, 1 n Other
13.
2.- Summer Readincr Prouram. By July 31, the Centro staff had enrolled 146 children in the program. During the month of July Centro had an average of 57 children visiting per day, and 95% were reporting on books.
3.- Summer WorkshoB. On July 16, Centro staff members Lorena Dominguez and Lizeth Simonson attended a one day workshop entitled llOvercoming Language and Cultural Barriers." The training was conducted by a panel of public librarians with experience and expertize in overcoming language and cultural barriers in delivering effective library services.
CHILDREN’S DIVISTON
iMONTHLY STATEMENT
JULY 1998
Summer Readmg Program for 1998 was going strong in the month of July. Daily
reporting hours were held in the Children’s Library for the younger participants and YA
readers reported at their own booth near the adult reading area. The regular Wednesday
Storytlrne continued throughout the month as well as many special programs.
Increased use of Internet, Word Processing and CD Roms was noted. Internet Instruction
classes for beginners were headed by Lois Smith, our InfoPeopIe Community Partner.
Classes were held three Saturdays in July with members of Carlsbad figh Interact Club
aiding Ms Smith. Another series of classes presented hs month was the “Genealogy for
Kids” led by Bee Koons and held on the four Mondays in July.
The Hubb’s Sea World Fish Hatchery tour presented by the Hatchery Director gave the
children and parents interesting facts on replacing fish such as White Bass, Halibut and
Black Bass.
The Great Library Sleepover III included crafts, food, and fun. The entertainment was
“Literature Comes to Life” presented by Stacy Wein, whch included much audience
participation. Films were shown until 3 a.m. Breakfast was served before everyone
departed
The Teddy Bear Picnic and Parade - another annual event - featured the Lion King as an
animated character with song, dance, and refreshments. “A Native American Cinderella”
by the West Coast Children’s Repertory Theater was very popular with all of the tickets
given out in less than one day.
Several live musical events took place this month ranging from mountain music, Irish
jigs and reels, Early American musical instruments to musical and bilingual story telling.
Teen Mystery Night, a special program for the Totally Teen group (7* - 12’ grades)
featured a mystery play written by Linda Roth, Chldren’s Library Assistant, and acted
out by staff members. Clues in the play helped the young adults solve the murder. Prizes
and refreshments marked the evening’s fun.
Puppet shows were also among the many programs. These included the “World Wide
Web of Tales Puppet Show” presented by Children’s staff members and the Story
Super Highway’’ fsaturing Bob Stone. Mr. Stone with his life-size puppets took the
audience around the world via storyland The “Build Your Own Toolbox” program, a
huge success, stressed parent and child working together to complete the project. This
program was sponsored by Home Depot and Burt Levine directed the busy workers.
Date:
Children’s Division Monthly Statistics
JULY 1998 Circulation for Month: 18,422
Reference Questions: 1,450
Total Number of Programs: 27 Total Attendance: 1,517
Number of Preschool Programs: 4 Preschool Attendance: 91
Number of School Age Programs: 23 School Age Attendance: 1,426
Storyhours: 4 Storyhours: 91 children and adults
Other Programs: International Animal Ambassadors: 71 cMdren and adults
“World Wide Web of Tales” Puppet Show: 59 children and adults
Hubb’s Sea World Fish Hatchew Tour: 23 children and adults
Great Library Sleepover: 52 children and parents
Teddv Bear Picnic an& Parade: 85 children and adults
“A Native American Cinderella” presented by West Coast Repertory Theater: 107
See attached for remaining programs
Class & Group Tours of the Library: 1 Class visit, 20 chldren & adults
Staff Visits to Schools: 0
Requests fiom Branch: 86 Volunteer Hours: 325.5
Internet Use: 74 Word Processing: 1 CD-ROM. 133
In House Use: 339
Children’s Division Monthly Statistics
Additional Programs: (cont’d)
. The Stilwater Boys performing Mountain Music, Irish Jigs and Reels:
51 chddren and adults
“Spinning Wheel Puppet Players”: 61 children adults
Live Music by Craig Newton: 25 children and adults
“Kid’s Internet for Beginner’s” classes: 3 sessions, 34 children, 6 instructors
“Genealogy for Kids”: 4 sessions, 20 chddren, 1 instructor
Douglas Clegg, SingerlSongwriter: 44 children and adults
“Story Super Highway” featuring Bob Stone & His Puppet Friends:
75 children and adults
“Build Your Own Toolbox’’ sponsored by Home Depot:
74 children and-adults
Volunteers Party: 17 volunteers and 4 employees
M & Ms Guessing Contest: 592 entries
COLLECTION DEVELOPMENT AND ACQUISITIONS
STATISTICS REPORT
July 1998
Current Month
Items Received B&T Direct PMSC
-------___ __-_---_-_ -_-___---
Books - Adult
. Main
Branch
Centro
sub to tal
Books - Children
Main
Branch
Centro
subtotal
560 193
129 14
0 22
689 229
27 30
0 14
0 19
27 63
Current Previous
Fiscal Fiscal
Year Yea r ---
Total to Date to Date - - - --_-__----_____-_-__
753 753 642
143 143 12 1
22 22 5
918 918 768
57 57 139
14 14 139
19 19 2
90 90 280
Audio - Adult 107 111 218 218 176
Audio - Children 3 7 10 10 1
Video 26 23 27 76 76 119
Total Received 8 52 433 27 1,312 1,312 1,344
Current Previous
Orders Placed current Fiscal Fiscal ___--__------ month Year to Date Year to Date
Orders 90 90 103
Requests (items) 1,016 1,016 1,397
_---_--_---_-------_----_---- - - -
videos 39 39 13
______________---___ ___--_____ __________ _ - -
Current Previous
Gifts Added current Fiscal Fiscal ____-_____--_ month Year to Date Year to Date
Gifts 168 168 129
____________________________- - - -
B & T = Baker & Taylor
PMSC = Professional Media Services Corporation
Genealogy & Local History Division
Fiscal Year 1998/1999 Statistics
July 1998
Research activity: julY 1998 July 1997 Fy1998/99
to date
Registered researchers 898 98 1 898
Computer users 223 N/A 223
Circulation 179 178 179
Reference questions 1,433 1,237 1,433
Inhouse usage 1,493 N/A 1,493
Holdmgs: -4dded ,-idded Added
July 1998 FY1998/99 FY1997/98
Genealogy Non-Ckc 74 74 626
Genealogy Circ 0 0 -35
Microfilm 5 5 117
Microfiche , 0 0 4,757
CD 1 1 28
to date
-3cuvities with the North San Djego County Genealogy Society:
July 1998 July 1997 Total 1998
to date
Volunteer hours 64 48 324
Programs 4 5 24
Program attendance 145 173 1,086
NSDCGS donations $878.62 $101.90 $9,082.55
Donated books 18 N/A 181
Wl997/98
14,737
10,711
1,411
1,850
5,136
Total
17,748
902
7,399
11 5,003
239
Total 1997
562
58
2,338
$14,664.09
N/A
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
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Kentucky
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New Yo&
North Carolina
Ohio
Oklahoma
Oregon
Pennsylvania
Rhode island
South Carolina
South Dakota
Tennessee
Texas
Utah
Vermont
Virginia
Washington
Washington, D.C.
West Virginia
Wyoming
Guam
England
Germany
Mexico
July, 1998 FW1998/99
157 1 57
592 592
23 23
56 56
49 49
1 1
2 2
0 0
0 0
2 2
0 0
0 0
0 0
0 0
0 0
1 1
0 0
1 1
0 0
0 0
0 0
3 3
0 0
0 0
1 1
0 0
0 0
0 0
0 0
0 0
0 0
1 1
0 0
0 0
0 0
0 0
0 0
4 4
0 0
0 0
0 0
0 0
0 0
0 0
0 0
2 2
0 0
1 1
1 1
0 0
0 0
0 0
0 0
0 0
0 0
1 1
0 0
Ey1997/98
1,787
7,230
204
631
348
52
133
1
2
100
2
3
3
15
1
0
3
5
1
1
2
1
3
I) 2
1
5
4
1
8
1
30
26
2
2
1
10
2
7
3
10
6
1
3
2
4
6
9
0
6
19
1
1
2
1
2
0
5
REFERENCE ACTIVITIES FOR JULY, 1998
Reference Questions totaled 5,541 during the month of July,
a decrease of 648 over last year. Reserves totaled 2,635, a decrease
of 89.
Online Searches totaled 651, an increase of 96 over last year.
This figure includes Public Internet Access sign-ups, which totaled 588
during the month of July.
Interlibrary Loans totaled 120 items received and 105 items were sent
to other libraries.
Also in July, there were 558 questions answered at the Information
Desk.
During the month of July, there were: 2 Library Skills Classes,
2 Internet Classes, and 2 class tours for 14 Japanese exchange students and
5 summer school students from the Army-Navy Academy.
The Reference Selection Committee met on July 2: $1150 was
spent on updates and $690 was spent on new titles.
Callie Ahrens attended an Investment for Excellence meeting on July
14..
On July 24, Leila Dooley and Char Kennedy attended a Serra Reference
Committee sponsored workshop about the JobSmart website held at
Escondido Public Library.
Suzanne Smithson attended a Serra YA Committee Meeting on July 30.
Suzanne also participated in Carlsbad Library’s first “Teen Mystery Night.”
a part of the Summer Reading Program, on Friday, June 24 . There were 21
teens in attendance plus 2 teens who were participants in the mystery play.
Technical Services
July 1998
Report
In July, Technical Services staff added 1,234 new print items and 274 audiovisual items
to the library’s collection. They deleted 1,962 print items and 826 audiovisual items
from the database.
Patrons using home computers dialed into the catalog 229 times. The level of dial access
usage has remained steady for some time, despite the primitive nature of the interface.
Only one new feature has been added to dial access in recent years, the ability for patrons
to place their own holds rather than having a staff member place the hold for them. They
can also do this at the catalog terminals in the library, of course, but dial access is
available 22 hours a day during the week, 20 hours a day on weekends, which is a great
convenience for people who need to check our catalog outside our normal hours. Once
our system has been upgraded with the move to the new Main Library, we hope to
provide access to our catalog over the Internet. We have the capability to do this now,
but have not done so because the city’s Information Systems staff has concerns about
security. The server that would direct queries to the catalog is connected to the city‘s
LAN (local area network). There will be a different configuration of hardware in the new
library, which we hope will alleviate their fears.
The patron-placed holds feature, which was added to our system a little over two years
ago. has proved very popular. In July, 25% of all holds placed in the system were entered
by patrons placing their own holds. It is especially popular at the La Costa branch, where
3 1% of the holds weraplaced by patrons directly. Once the catalog is available on the
Internet, we expect the feature to be even more heavily used. The use of the feature is
restricted to registered patrons.
Cataloging Statistics
July 1998
Books
Juv. Fiction
a-
Book Collection Totals
Main 172,860
Main Storage 8,115
Branch 47,105
I I Branch Storage 2,875
Centro 3,084
I
.Total Book Volumes 234,039
Audio-video Materials
Titles
Added
Pieces
W ic hdr awn Withdrawn
11 Adult Cas set t e s 76 330 97 290
41 138
11 1
191 Adult CDs
Adult CD-ROMs 1
193 240 Videos 66
Total Adult A-V 215
Juv. Cassettes 2
Juv. CDs 0
JUV. CD-ROMs 0
Total Juv. A-V 2
99
762
'6 3
1 1 1
0 I 0 0
~
64 I Total A-V 217 826
Audio-visual Collection Totals
Cassettes U
I
Main 1 6,217
Main Storage 0
Branch 3 , 027
Branch Storage 0
Centro 336
0 0 I 812
8,445 Totals 9,58Qr
Special Print Collections
Volumes
Added
Adult Reference 84
Adult Spanish 11
Adult Large Type 37
Genealogy 73
Juvenile Reference 15
Juvenile Spanish 18
Juvenile Large Type 2
Volumes
Withdrawn
84
56
160
34
11
~ ~~~
Special Print Collection Totals
Adult Spanish I 1,953 I ' 386 I 1,446
Juvenile Spanish 1,417 416 1 , 556
Adult Large Type 3,845 1,024 0
Juvenile Large Type 169 32 0
Genealogy Books 18,650 0 0
Genealogy Microforms I 15,294 I 01 0
Qo m m r
r 2 s a-
5 s a-
Q) 0 l- 0 b
I-
m-
0 0 0
0 2 8 8 ”-
m 0) Q) LL
ob 8 C E
Recommended Service Strategies
for the
Carlsbad City Library
prepared by
Joan Frye Williams
Information Technology Consultant
July 1998
In trod uctio n
This document outlines recommendations that will form the basis of a
technology plan for the Carlsbad City Library It is intended to
propose overall priorities for how technology should be used to support and
enhance library service in the City, and
0 identify specific strategies for addressing those priorities over the next two to
three years.
This is not a draft of the technolcgy plan, and does not include all of the
equipment, budget and implementation detail that will be part of the plan. It is a
preview of the consultant’s current thinking, provided for review and discussion.
There will be an opportunity to review these recommendations on August 19 and
to make revisions as necessary before the technology plan is prepared. The
complete technology plan will be delivered by September 11.
Technology at the Carlsbad City Library
The Carlsbad City Library has long seen the benefit of using new
technology to support high quality public sewice. The library’s basic functions
have been computerized for many years, and there has been an ongoing effort to
improve both staff productivity and patron convenience through automation.
When a new facility in the southern part of the city was first planned, it was
clear that the project would be a natural catalyst for the reexamination and
updating of the technology being used at the library. Then, when construction
was postponed, many technology-related decisions were deferred as well.
Joan 3ye Williams 7/98
Now that the construction project is underway again, the technology
ns that have been on hold for many years are reemerging as priorities. In
there have been major new developments in information
delivery techniques-including the advent of the World Wide
available to the library have changed significantly.
library today is how best to “leapfrog” these changes and
‘
The
resume Carlsbad’s former position as a technology and service leader.
The Planning Context - Library Technology in Transition
This planning process occurs at a time when library computing in general
is undergoing a fundamental transition. Advances in networking and Internet
technology have radically changed the information landscape, and in order to
meet patrons’ demands for information services more efficiently, libraries are
moving
0 from host based computing to client-server computing,
0 from stand alone electronic resources to integratedllinked resources,
0 from a character-based interface to a graphical interface,
0 from traditional library searching (author, title, subject) to hypertext,
0 from dumb terminals to PCs,
0 from local access to worldwide access, and
from a focus on database and application management to a focus on broader
information network management.
The vendors who serve the library marketplace have responded to this
transition in two different ways. Some are updating legacy products with new
. features, gradually evolving in the direction of networked, graphical systems. In
such products, the database management software and rich functionality-
particularly for behind-the-scenes staff functions--remain essentially the same,
and patrons are given a new look and feel with graphical PC workstations. Such
products cannot, however, take advantage of all of the capabilities of new client-
server networks. Nor is it clear that they will be expandable to meet future
demands for audio, video, and full text data transmission.
Other library vendors have responded to the transition by announcing
“new from the ground up” products, based on multi-tiered client-server
architecture. Functionality is not yet as detailed as in older products, but
graphical presentation of information and connectivity with networked information
resources are generally quite good. Several of these new products are in the
process of being rolled out, and several are still available only in test versions. It
is not yet clear what kinds of maximum loads these new systems will be able to
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Joan Frye Williams 7/98
handle, or how long it will be before they are functionally comparable to the
legacy systems.
The City's primary library automation vendor, Data Research Associates,
is pursuing both these paths. DRA is creating an entirely new client-server
product, called Taos. During the transition period, while Taos is being
developed, they are also offering incremental upgrades to existing lntex systems,
encouraging customers to replace dumb terminals with PCs and to replace the
character-based online catalog with a browser style, graphical user interface
called Web2.
Operating systems are also in transition. While Windows NT is probably
going to be the best choice for libraries in the future, the current version (NT 5.0)
still has a number of serious bugs, and is missing some important links.
It is therefore fair to say that library technology today is a moving target;
the older solutions are clearly on the way out but some of the new products that
will replace them are not yet fully developed. Any planning process must weigh
the advantages and disadvantages of changing from old to new and propose
strategies that minimize risks and maximize service.
Recommended Priorities for the Carlsbad City Library
The remainder of this document consists of the consultant's
recommendations for applying new technology at the Carlsbad City Library. This
is not an exhaustive list of all possible technology-related tasks but an attempt to
identify the areas needing greatest attention.
Priority: Maintain Service Quality During Transitional Periods
The library's primary computer system is a Hewlett-Packard model 935,
running DRA lnlex library automation software. This system has been very
reliable, the software is stable, and staff are well versed in its use. However, this
HP machine is not. Year 2000 compliant, nor can it support the number of
workstations planned for the new building. 16s not suitable for long term use in a networked environment. These are pressing problems, and a solution cannot
be delayed.
One option would be to go out to bid for an entirely new library system.
However, in order to maintain the level of functionality and uptime now enjoyed
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Joan Frye Williams 7/98
by patrons and staff, the library would have to purchase another legacy system;
there is no new, stable, client-server product that offers all of the features
currently provided by Carlsbad’s existing system. Alternately, the library could
sacrifice functionality and/or reliability in order to get modern system architecture.
Neither of these compromises is desirable. Instead, it is recommended
that the library upgrade its HP/lnlex system to meet immediate demands, and
defer consideration of a total system replacement for at least two to three years.
This approach should give the library a much better selection of functional client-
sewer products when the purchase decision is finally made. It should also allow
staff to build on existing skills and to devote more time to other technology
projects associated with the opening of the new facility.
Strategy 1: Upgrade the HP system to solve the Year 2000 problem and
support increased workstation load
It is recommended that the librav replace the HP model 935 with a model
928 RX, with at least 128 Mb of memop/ and 2 GB of disk. The HP operating
system and lnlex user licenses should be upgraded to at least the 100-user level.
The 928 RX is available remarketed (tctal cost would be approximately S40,000,
depending on final configuration) and will be supported by HP for at least three to
five more years. It is networkable and can run library automation products other
than DWlnlex.
It is recommended that this upgrade be timed to coincide with the initial
move into the new facility, and that the 928 RX be installed in the new computer
room. lnlex files can be stored off the 935 and restored onto the 928 in a single
day. That should leave time to test the new system thoroughly during summer
1999, before the new building opens to the public.
Strategy 2: Install DM’s Web2 software
Plans call for the new building to open with PC workstations throughout.
It is recommended that all online catalog workstations in the new facility be set
up to run DRA’s new Web2 software. This will give patrons the ease of use of a
modern browser interface, combining the power of the Internet with the familiar
lnlex database.
In anticipation of this shift from dumb terminals to PCs, staff need time to
become familiar with Web2. It is recommended that the library purchase this
software-and the NT server that supports it--now and begin to train staff in its
use.
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Joan Frye Williams 7/98
Priority: Build Network Infrastructure to Support Modern
Library Services
The future of library computing 'dill be built on TCP/IP networking. The
transition from centralized, host-based :ethnology to distributed, client-server
architecture is well underway, and holds out the promise of improved flexibility,
reduced transaction costs, and, ultimately, enhanced services for users. In
future, there will be no library function 3r location that will be able to do without
network support.
To take best advantage of modern information delivery tools and to build a
solid foundation for future sewices, the library needs to install all new network
infrastructure. This should be a relatively low risk activity, since the products
needed to accomplish this are all well developed and stable, and can be readily
incorporated into the new facility. Once installed, the network will be the means
of linking products from many different >iendors and information from many
different locations and sources into a cshesive whole.
Though the risks are low, the ekrt required is not. Building and testing a
new network is a major task, and will rzquire at least as much time and attention
as it took to automate the library's cataiog when the lnlex system was installed.
Work on this project should move forward as soon as possible in order to be
ready when the new building opens.
Strategy 3: Install Ethernet Local Area Network (LAN) in the new building
A network plan for the new facility has been prepared by Allyn Bushlow of
DRA. The consultant has reviewed this plan and concurs with her .
recommendations.
In addition to the configuration outlined by Ms. Bushlow, it is
recommended that the library install a 10/100 MBPS switch in the fiber backbone
proposed for the new building, and attach servers and hubs to the backbone as
needed.
Strategy 4: Connect all library service outlets via high speed Wide Area
Network (WAN)
It is recommended that all library service outlets-including Centro and
Adult Learning-be connected to the network via frame relay. This will require a
router and DSU equipment at each location.
High speed WAN connections will be an increasingly important element of
library network infrastructure. Plenty of bandwidth is needed to support modern
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Joan Frye Williams 7/98
services such as full text retrieval of encyclopedia and magazine articles,
maintenance and transfer of image files (maps, photos, illustrations), Internet and
intranet access, etc. To ensure acceptable response time performance, it is
recommended that the City specify a minimum T-1 level link to all facilities.
Strategy 5: Plan for a wireless LAN at Cole
Plans for networking in the new facility are simplified by the fact that
installation can be coordinated with new construction. Adding network
infrastructure at Cole poses a different sort of problem. Rewiring the existing
building is not a viable option, since there are plans to remodel or replace Cole
beginning in mid-1999. Nevertheless, patrons in the north part of the City will
need service during the construction period, and staff will need to become
familiar with PC-based products such as Web2.
The best choice for Cole will be to install a wireless LAN. This would
involve replacing dumb terminals with 2Cs and configuring each PC with a
station adapter. The PCs attach to one or more hubs. each with a wireless
connector unit that attaches to the routeriDSU, which in turn takes the network
traffic out onto the WAN. (The retail ccst for wireless connection averages $500
per PC.) This sounds more complicated than it really is. There are a number of
companies, including some in the Carisbad area, that have installed reliable
wireless IANs in libraries and similar facilities.
Choosing wireless would give Cole a portable network that could be
redeployed in a new location once cons:ruction was complete. It would also give
staff experience with an approach that could be useful in configuring network
support for training labs or special events in the future.
Strategy 6: Add network management and troubleshooting capability
The transition in library computing has created a new set of challenging
network implementation and management tasks. As recently as five years ago,
the primary job of library systems staff was managing a single software
application on one large computer with a lot of dumb terminals attached.
Nowadays, library computing is extremely diverse--new desktop software, new
communications software and servers, new telephone lines, new browsers, new
firewall software, new linking products, and new online information sources are
all being added to public libraries' electronic infrastructure.
At Carlsbad, library staff have not had the time, resources, or specialized
training needed to keep up with this new network technology. The library is
doing a very efficient job of application management, but additional resources
must be applied to network-related tasks.
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Joan Frye Williams 7/98
information Services plans to assign two new full time staff to support the
library. It is recommended that these two positions be a Network Manager and a
PC Technician. It is further recommended that the Network Manager be hired
well in advance of the opening of the new facility, to allow time for orientation and
training, finalizing work on LAN configurations, and installation and testing of the
network. The PC Technician can be brought on as soon as the PCs begin to
arrive, to assist with loading software, configuring workstation security, testing
network connections, etc.
A very important part of the training for these new staff members,
especially for the Network Manager, will be orientation to the lnlex system and
familiarization with the requirements of library computing. The City should
consider contracting with DRA to provide training and assistance to these new
staff members during their first months on the job, until the new network is fully
installed and operating smoothly.
The new network will be the lifeline of the library’s operations, and
reliability will be critical. In addition to adding the two new staff positions, the City
needs to identify resources for assisting the library with network troubleshooting
and PC problem solving during extended hours, and all parties need to agree on
clear standards for service quality and uptime. -- / --
/
Strategy 7: Hire and train library staff with skills for the networked
environment
Many Carlsbad staff currently perform their tasks using lnlex on dumb
terminals, or do not use computer workstations at all. In the future, virtually every
member of the library staff will be using a PC for some part of hidher
assignment. Be#ore the new facility opens, all staff should be trained in basic PC
and printer operations, Windows skills, and Internet browser skills, along with a
basic introduction to how to navigate across the new network.
This is an area in which the library has a good deal of catching up to do.
Every effort should be made to get library staff into the City’s regularly scheduled
classes, and to schedule additional classes as necessary to be sure of training
everyone before next summer. To reinforce the classroom training, one or more
PCs should be made available to staff at each location for practice. In addition,
the library may want to follow Seattle Public Library’s example and buy one or
more laptop computers that can be checked out to staff so that they can practice
their new PC skills at home.
It is also recommended that library job descriptions be rewritten to include
PC skills as basic job requirements for new employees at all levels. In the new,
networked environment, these skills are no longer optional.
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Joan Frye Williams 7/98
Priority: Improve Service by Integrating Library Resources
The explosion in information technology has meant that more and more
library material is available in more and more formats in more and more
locations. The challenge is to help patrons locate and make sense of these
various resources, and to match the most appropriate materials to the patrons’
needs. In the future, quality sewice will depend on the library’s ability to round
up different types of information and integrate it intelligently on a single desktop.
Strategy 8: Build bridges between print and digital resources
While print will continue to predominate, a great deal of valuable material
will only be available to library users in digital form. Currently, Carlsbad patrons
must approach materials in different formats by using different tools-the lnlex
catalog and browsing for books, separate CD-ROM products and an Access
database for periodicals indexes, a separate workstation for Internet access, etc.
The library needs to help patrons move more easily between various information
resources.
This can be done in a number of ways. Workstation messages can
remind users that print resources are available. Shelving areas and printed
guides can remind users that digital resources are available. The library can
provide bibliographies and online catalog records that include both call numbers
and Internet URLs. Any aids designed to help users navigate between resources
of different types will be useful.
Strategy 9: Standardize on a Web browser interface
The most effective thing the library can do to integrate these different
resources is to connect as many files and databases as possible to the new
network, and provide users with a single interface that can access them all. The
standard interface of choice for staff access is Windows. The standard interface
of choice for public access is the Web browser. It is simple, widely understood
by the general public, and relatively inexpensive to install and maintain.
Standardizing on a Web browser interface for public service workstations
means switching to database products that accommodate browser access. It is
strongly recommended that the library adjust its collection policy to give
preference to digital information resources that are browser-accessible. In many
cases, this will mean switching from CD-ROM versions of reference tools and
databases to Web-based products. Of course, there are some very desirable
reference tools that are not yet Web-accessible, and there will still be a need for
CD-ROM resources in the immediate future. However, substantial expansion of
the library’s CD-ROM network is not recommended. To the extent possible, the
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Joan Ftye Williams 7/98
library should minimize its long term investment in digital resources that are not
available in a Web version.
Strategy 10: Negotiate cooperatively for licensed database subscriptions
Many other public libraries in the region currently contract for access to
Web-accessible versions of publications of interest to Carlsbad, including online
dictionaries, magazine and newspaper archives, reference works such as Books
In Print and the Encyclopedia of Associations, etc. Some of these licensed
databases reside on local servers, some are accessed remotely via the Internet
or via a gateway in the local system sohare, and some have portions mounted
locally and portions accessed via the Internet. There is substantial overlap in the
titles licensed by each library.
Most of the license fees for these products are determined by formula-a
base price plus an increment calculated by population served. For those titles
currently licensed by multiple libraries. :here should be cost savings associated
with contracting jointly for a single subscription. It is recommended that the
Carlsbad City Library explore the possibility of sharing these costs with other
libraries in the region, perhaps under the auspices of the Serra Cooperative
Library System. Jointly licensed databases can be mounted on a shared server
with network connections to participating libraries' sites, or can be accessed via
the Internet.
Databases accessed via the Internet customarily require that all inquiries
be subject to patron authentication, i.e. verification that the person requesting
access to the material is a bona fide customer of the subscribing library. This
authentication step is usually handled by routing search requests through a local
patron authentication server, which is kept up to date by postings from the patron
database of the local circulation system. For security reasons, this server usually
sits outside the firewall and stores only enough patron information to allow the
name, user i.d. and status to be checked. It should be possible for cooperating
libraries to store data from their respective circulation systems on a shared
patron authentication server. Patron files need not be merged.
Strategy 11: Tailor Internet access to different users' needs
The public has begun to expect Internet access as a standard library
service. The question is no longer whether to offer it, but how. This is
complicated by the fact that the library is called upon to support two very different
types of Internet users-patrons who come to the library specifically to "surf the
net" and patrons who come looking for information without knowing exactly
where to find it, and use the Internet as an adjunct to traditional library resources.
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Joan Frye Williams 7/98
Given this dichotomy, it is recommended that the library offer public
Internet access in two different ways. For the surfers. the library should provide
some dedicated Internet workstations that are not connected to the library’s
catalog or other in-house resources. Require users to schedule their sessions,
and allow each session to be at least 30-60 minutes long. If possible, assign an
attendant-volunteers have been successful in this role in other libraries--to
monitor the area and assist anyone who needs help getting started. Support
printing for these workstations by networking a medium duty laser printer in a
staff area and have users pick up their print jobs at a single service point.
For general library users, offer several workstations-some of them at
standup height--that have access to all of the library’s resources, including the
Internet. Rather than offering direct Internet access from these workstations,
make the primary route to the Internet via the library’s online catalog. Locate
these multi-function workstations near the Reference desk and the Children’s
desk and monitor them to make sure that surfers are not monopolizing them.
Support printing by installing a light duty printer for each workstation and
networking the printers together to make them easier to troubleshoot.
Priority: Empower Patrons with Self-service Options
Electronically supported self-service is on the ris-in banking, in retail,
and now in the library. Carefully selected and managed, self-service options can
reduce the wait for service and improve patron satisfaction by giving users more
control over their library transactions. Self-service isn’t for everyone, however.
While many patrons prefer to work unassisted, the library must also provide
“high touch’’ support to the 20% of users who prefer to interact with staff or need
help finding information and materials.
Strategy 12: Reconfigure self check-out
The library has already installed self-service checkout stations at
Circulation. To date, these stations have not been heavily used. To maximize
the benefit of this technology, self-service checkout stations should be
0 easily accessible by Circulation staff and by patrons,
0 clearly labeled with overhead signs, and
oriented so that the line for self-service does not cross or otherwise come
into contact with the line for regular checkout. To get to the existing station at
Cole, for example, users must move past others who are waiting in line for
regular checkout; patrons are reluctant to do this.
10 ‘
Joan Ftye ‘Williams 7/98
When the new facility opens, it is recommended that self-service checkout
stations initially be staffed by volunteers who can introduce patrons to this new
option, just as banks staffed ATM machines for a short time when they were first
installed. Any tour or map of the library should also draw attention to self-service
features.
Strategy 13: Implement a vend-card system
More and more libraries are adcpting vend-card or debit card systems to
manage fees for photocopying, computer printing, etc. As PC workstations
proliferate, it will be important to have some control over the volume of printer
use; otherwise supplies costs will skyrocket. How the library structures fees is of
course a matter of local policy. It is possible, for example, to issue cards
containing credit for a certain number of copies/prints to resident borrowers, and
to require payment only after the initial card has been exhausted.
Vend card dispensers and chanse machines should be located throughout
the library, near the equipment with which the cards will be used.
Strategy 14: Configure one or more workstations at each service outlet to
accommodate patrons with physical disabilities
Both the Americans with Disabilities Act and common sense dictate that
the library should eliminate barriers that prevent patrons with disabilities from
using its services. If the PC workstation is to become the standard point of
access to the library’s resources, the library must offer workstations suitable for
use by all of Carlsbad’s citizens.
Recent advances in adaptive technology have given the library many
options in this area. For the hearing impaired, TDD is no longer the preferred
access method. The most efficient approach is to integrate as many library
resources as possible on one desktop, as described under Strategy 9 above.
Younger deaf users respond very favorably to library services provided via the
Internet and electronic mail.
For visually impaired patrons, large screen PCs with large printlroom
capability seem to be the most popular. Given Carlsbad’s active circulation of
large print materials, this may be the most important option to explore. For blind
patrons, the trend is away from Braille workstations and toward voice
activated/voice synthesizing software. This option is also attractive for patrons
who do not have the mobility necessary to use a mouse or keyboard. Any voice
activated workstations will require a separate, enclosed area, well soundproofed,
with glass partitions that allow easy supervision. Carrels and work tables
throughout the library should be wheelchair accessible.
Joan Frye Williams 7/98
Adaptive technology is one area in which the library should not make final
decisions without active consultation with the patrons for whom the sewice is
being designed. It is recommended that the library arrange with adaptive
technology vendors to showcase their products on a trial basis, and invite
prospective users to assist the library with evaluating them.
Strategy 15: Create a community computer center
Public demand for access to self-service PCs is increasing, and several of
Carlsbad's neighboring communities have responded to this demand by
organizing a community computer center under the auspices of the library. It is
recommended that Carlsbad take a similar approach.
A community computer center is based on a collection of networked PCs
and printers, configured with standard desktop software for word processing,
spreadsheets, presentations, resume creation, etc. Though this is not the
primary environment for library research, it is recommended that the center be
connected to the library's resources via the network. and that some workstations
be configured to support electronic mail and Internet access. (Standalone
Internet workstations in this context would also satisfy the requirements of
"surfers" as described in Strategy 11 above.) Additional peripherals such as
scanners or fax machines are desirable. Large screen projection equipment and
an electronic white board are recommended for use during training sessions.
Staff and volunteer attendants will be needed to monitor the center at all
times, assist patrons with using the equipment and software, and offer both
group and one-on-one training. In this environment, PC skills and training skills
are more important staff qualifications than a library degree. Users should be
required to register as library patrons, and sessions should be limited to a set
period of time. As in other areas, the library should install a vend-card system for
self-service printing.
Strategy 16: Provide plug-ins for patrons who bring their laptop computers
to the library
Laptop computers have become standard equipment for many Carlsbad
residents-particularly students and business persons-and it is recommended
that the City make it convenient for patrons to use their own PCs in the library. A
number of furniture manufacturers offer tables wired with electrical outlets-and,
if desired, phone jacks and/or data ports, The sturdiest designs are those that
hinge upward (rather than the spring mounted, pop up units) from the flat portion
of the work surface.
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Joan Frye Williams 7/98
At this point it is recommended that the library offer electrical outlets only.
Assisting patrons with configuring their various laptops to connect to the library's
network would be extremely time consuming, and could introduce some security
risk. Offering phone jacks so that patrons could connect to their own Internet
service provider (and through that provider, to the library's catalog) is a feasible
but costly option; it is not recommended at this time.
Strategy 17: Prepare all staff to train patrons for the networked
environment
As the library increases its use of technology it must help patrons learn
how to take advantage of new tools and resources. Training should be offered in
as many formats as possible: organized sessions such as the First Friday
classes, individual tutoring, self-paced pathfinders, etc.
In reality, most patron training in new technology is given on demand, on
the fly. The key to a successful training effort therefore is training
staff, and as many volunteer docents as possible, in standard library and
computer skills. A patron is just as like!y to stop a page and ask for assistance
as to approach the Reference desk. It is recommended that the library mount an
ongoing program of staff training so that every employee is prepared to offer first
line assistance to patrons, and knows how and when to refer a patron to a
librarian or PC technician.
of the library
In addition, whenever a new technology resource is installed, the library
should assign docents to introduce the service to patrons and should staff the
new resource until patrons become familiar with its use.
Priority: Equalize Access to Services From All Outlets
Carlsbad residents may access the library from several locations,
including their own homes and businesses. It is recommended that the library
take advantage of new technology to provide the same core sewices to patrons,
regardless of where they enter the system.
Strategy 18: Standardize workstation hardware and software
Maintenance, training, and troubleshooting will all be much easier if the
library standardizes on just a few types of PC and peripheral equipment, and
budgets so that similar devices can be upgraded at the same time. Even
donated and grant funded equipment should be upgraded to match the library's
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Joan Ftye Williams 7/98
overall standard-it is not cost effective to accept equipment that is incompatible
with the rest of the library’s operations. Standardizing will also make it cost
effective to maintain a centralized spares inventory, and to swap out faulty
equipment as necessary.
Wherever a patron enters the library, he/she should see the same basic
workstation and interface. Desktop software (i.e. Word or Wordperfect, not
both, Netscape or Internet Explorer, not both) and versions of that software
should also be standardized in all library departments, and coordinated Citywide
if possible.
Strategy 19: Select resources that can be reliably accessed over the WAN
When selecting reference and periodicals resources, it is important to
remember that they will be used throughout the library, and not just in the facility
where they are housed. The library currently has many CD-ROM resources, but
WAN access to CD-ROMs from remote locations is not sufficiently reliable to
guarantee equality of service. It is recommended that the library give preference
to resources that reside on local or Internet-accessible file servers, and begin to
phase out some of the CD-ROMs.
Strategy 20: Offer renewals by telephone
Technology can be used to support home access to library services in a
number of ways, without substantially increasing staff workload. One very simple
way to extend home access is with telephone renewals.
Telephone renewals are standard in many public libraries, and the service
is very convenient for patrons. The library will need to install a phone line and
answering machine, and publicize the renewal number. (Renewals can also be a
choice on an automated call attendant menu.) The recorded message prompts
the patron to give hidher card number, the barcode numbers of the books to be
renewed, and a telephone number where the patron can be reached if there is a
problem or question. The transaction is very similar to telephone prescription
renewal, and most patrons find it quite simple. Staff play back the recorded
renewals once or twice daily and post them to the circulation system; the system
mails (or telephones) confirmation of the renewal to the patron.
Strategy 21 : Offer Internet access to the library’s catalog
The library currently offers home PC access to its online catalog via
dedicated dial-up service. The dial-up catalog is a character-based, command
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Joan Frye “illiarns 7/98
style interface rather than the function key interface that patrons see when they
come to the library.
Once the library has installed its new network and the DRA Web2
software, it can offer home and business users access to the library over the
Internet. The online catalog should be a menu option on the Library’s home
page. The home user would need a PC with browser software, and an account
with an Internet service provider. The catalog interface will look the same from
home as it does in the library. As with :he dial-up catalog, patrons will be able to
search for and place holds on library materials.
In the new networked environment, the library will also have the option of
offering other resources, such as full text periodicals files, to home users over the
Internet. It is recommended that access to such additional resources be phased
in after catalog access is up and running.
Future Projects
Given the resources available tc :he library and the demands of new
facility construction, the strategies outlined above represent a full technology
agenda for the next two to three years. Other projects which are not
recommended for this plan but should ce kept in mind for future cycles include:
special purpose servers for photos x other archives. Necessary bandwidth
for images has been included in the proposed network; implementation tasks
would include digitization, cataloging, and server installation.
extensive content development for the library’s home page. The library does
need a Web presence, but for now that presence should be a window on
existing library services rather than a publishing venue. In future, additional
materials, including interactive forms for requesting service, should be added
to the Web.
0 Internet-based reference. The tools to support this service are available now
but the demand is not yet strong enough to justify implementation.
0 better integration of serials with the library’s catalog. In the near term, serials-
related efforts should focus on access. to Web-based indexes and full text
retrieval. Serials issues should be revisited when the library is ready to move
to a next-generation integrated system.
0 expansion of 239.50 links to other libraries’ Alections. The library should
continue its participation in system linking errorts through the Serra
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Cooperative Library System, and should configure Web2 with easy links to
neighboring libraries’ catalogs. Until there is a more concerted regional effort
in this area, no additional steps are recommended. .
0 elimination of periodical backfiles. The library should be moving towards full
text online, but that transition is likely to be gradual; meanwhile, keep the hard
copy until you are satisfied with the completeness and reliability of the online
solution.
0 development of a library intranet. An intranet will be a very effective means of
sharing staff-developed information on policies and services, training
materials, user guides, product evaluations, bibliographies, recommended
reading lists, pathfinders, reference aids, program notes, outreach materials,
etc. Once the library’s new network is installed and stable and the
construction projects are completed, development of a library intranet is
highly recommended.
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