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HomeMy WebLinkAbout1999-10-20; Library Board of Trustees; MinutesITEM # 2 1 MINUTES MEETING OF: DATE OF MEETING: October 20,1999 TIME OF MEETING: 4:OO PM PLACE OF MEETING: LIBRARY BOARD OF TRUSTEES Library Board Room ~ CALL TO ORDER: Chair Karen Gleason Huss called the meeting to order at 4:OO PM. ROLL CALL: Present: Library Board Trustees Baron, Gleason Huss, Kamenjarin, Page and Tarman. Absent: None Also Present: Cliff Lange, Library Director Geoff Armour, Assistant Library Director Dana Hartshorn, Library Management Analyst Steve MacPherson, Friend’s of the Carlsbad Library . son APPROVAL OF MINUTES: The minutes of the September 15, 1999 meeting were approved as submitted. MONTHLY LIBRARY DIVISION HEADS REPORTS: Trustee Baron asked if the tutors involved in the High School program are the same ones involved with the adult learners and if we had made any effort to develop a resource of high school aged tutors to assist with the program? Library Director Lange responded that these are the same tutors for both programs but the tutors volunteered extra hours to accommodate the high school students in addition to the adult learners in the program. Trustee Baron pointed out that as we continue to service this population of high school students, it would be to our advantage to recruit and develop a population of high school aged tutors. Additionally, the tutors would have a commendable record of community service for their college entrance applications. Library Board of Trustees Minutes of October 20, 1999 Meeting Page 2 Library Director Lange promised to mention the possibility to the Adult Learning Program Coordinator, Lynda Jones. Chair Gleason Huss reminded the Board of the call she received within the last few months requesting a similar program for elementary school children. Library Director Lange explained that the origin of the program that we have was a grant from the State Library with a focus on learners 18 years of age and older. The High School program is still experimental and the question is whether there is a need for a similar program at the elementary school level. He suggested that question could be answered best by the school district, and that ultimately we would need to determine if it is our role to provide the program? Trustee Tarman responded that generally children who had learning disabilities could be identified as early as kindergarten and if placed in the school program could usually move into mainstream within three to five years. He suggested that the school should be looking at the materials currently used by our Adult Learning Program for suitability for the younger classes. Assistant Library Director Armour pointed out that the greatest difficulty we face is the shortage of tutors for the program. Trustee Kamenjarin commented on the statistic report from Acquisitions showing no new books purchased for Centro. Library Director Lange assured him that was an aberration and not the norm. Trustee Baron asked about the newspaper report of the shortage of children’s books in the new library and the Library Director was pleased to report that as a result of the article the Library has received a donation of $5,000 for the purchase of additional children’s books. Assistant Library Director Armour also reported that the Children’s department has been diligently working to move some of the collection from up at the Georgina Cole library down to the new library for the time being. Trustee Tarman asked if the Compaheros en la Lectura program was very successful at the Centro. Library Director Lange reported that it has been a successful program now for several years and there is a real effort in the community for this type of outreach program. Trustee Tarman also asked for some clarification on the Info People project and the training . Library Board of Trustees Minutes of October 20, 1999 Meeting Page 3 Assistant Library Director Armour reported that it was a state grant that paid for two computers, software and Internet hookups. Additionally they receive a training program for the children in the neighborhood to assist them in using the Internet as a resource. There was some discussion on the Pine School purchase by the City and the possibility of expansion by the Centro once we have the property. Library Director Lange reported that it would be several years before there would be any new building at that site but that we had gone on record that we wanted the Centro to remain at that location. Librarv Board Liaison Reports: No report on the Gallery Committee. The Director will give an update on the Foundation as part of the Director's report. NEW LIBRARY UPDATE: The Library Director distributed a statistics report as compiled by Senior Circulation Supervisor, Penny Thompson, showing the increased number of patrons, items checked out and library cards issued in comparison to statistics at th6 main library this time last year. Assistant Library Director Armour pointed out that the Information desk answered over 4,000 questions during one week. COLE LIBRARY UPDATE: The Library Director reported that thirty-two contractors had taken the specs for the remodel project and that Purchasing was opening the bids today. They have estimated a sixty-day project but the contract has built-in incentives for early completion of the work. Trustee Tarman asked how the interim facility was operating and Library Director Lange said that people have been using it readily. The patrons have realized that our couriers will bring requested items up from the main to the interim facility on a daily basis. Library Director Lange explained that the interim facility would be closed the first week in November for the asbestos removal part of the project. He explained that in the removal of some of the shelving the asbestos floor tiles were disturbed necessitating their complete removal before the remodel work can begin. Library Board of Trustees Minutes of October 20, 1999 Meeting Page 4 LIBRARY MEETING FACILITY POLICY AND FEES SCHEDULE: Library Director Lange reported that the policy and fees had been reviewed by the City Attorney’s office and comments were part of the agenda packet. The Board reviewed the document extensively making changes to be incorporated into the document prior to its being presented to the City Council for approval. The Board unanimously elected to remove the fee schedule as part of the Policy and make is an attachment. By proper motion the Board unanimously approved the Policy as edited. Prior to the motion to approve the fees, Trustee Baron asked for assurances by the staff that the fees proposed were in line with the services provided. Library Director Lange responded that the fees were for the most part consistent with those charged by the City’s Parks and Recreation Department as well as other libraries in our area. By separate motion the Board unanimously approved the fee schedule as submitted. Library Director Lange anticipated taking the policy and fees before the City Council in early November. DIRECTOR’S RE PORT: Foundation Update - They have been recruiting new members of the Foundation Board and have scheduled an orientation for the new Board Members on November 2”d immediately followed by a planning session. As a result of the Gala Preview party they have received a pledge of $40,000 from Mr. Leichtag. Although he only pledged $5,000 the night of the party, later he asked for a list of possible naming opportunities and selected the Children’s computer Room. His donation will allow the addition of a “Smartboard” , an LCD projector, a handicapped work station and an abundance of new software. Just as a result of opening the new building, Mr. and Mrs. Gowland called and wanted to donate $150,000 for naming the Meeting Room. Their donation will be divided over three years at $50,000 per year. Friend’s Book Store - The store has been very busy and the estimated revenue is between$200and$300aday Library Board of Trustees Minutes of October 20, 1999 Meeting Page 5 Senior Librarian position - The Cole Children’s Librarian position has been offered to the top candidate and expects to have an answer within the week. Principal Librarian - The recruitment for that position at the main library is expected to be released by the first of the month. FRIENDS OF THE LIBRARY: Mr. MacPherson reported that the first week the bookstore was open they made $4,500 in sales. Donations are still pouring in and they have recruited many new volunteers to work in the store. The next Friend’s book sale on the green will probably not take place until after the reopening of the Cole. Following the report from the Friend’s there was discussion about the book shortage article in the paper. Trustee Page mentioned that the “new books” wall is noticeably empty and Library Director Lange explained that the same thing happened there as happened in Children’s. The day of the grand opening the shelves were full and there were more books on book trucks waiting but the response was such that they were all checked out. Assistant Library Director Armour explained that the library has a $400,000 capital budget for collection development and the selection team recently met to discuss change in usage patterns. However, until the Cole Library is fully operational, we won’t know what the activity will be. We know that we need to increase the Children’s collection. Library Director also explained the process and time necessary to purchase and catalog books makes it difficult to immediately replace them. Chair Gleason Huss asked if part of the November agenda would be a presentation from Susan Simpson, Division Head for Collection Development and Acquisitions. Library Director Lange said there would be but that in addition the consultant who has been working with the library staff on the auditorium has offered to come in to demonstrate the capabilities to the board as part of the next month’s agenda. b The Board decided to meet in the Boardroom and have the presentation from Susan Simpson prior to adjourning to the auditorium for the demonstration. Library Board of Trustees Minutes of October 20, 1999 Meeting Page 6 GENEALOGICAL SOCIETY: Chair Gleason Huss reported that Carol Baird, President of the NSDCGS, has a schedule conflict with the meeting time and has appointed Bee Koons as the new liaison to the Board. PUBLIC COMMENT: None. ADJOURNMENT: By proper motion, the Regular Meeting of October 20, 1999 was adjourned at 533 PM. Respectfully submitted, Cissie sexebn Administrative Secretary I ITEM # 3 j ADULT LEARNING PROGRAM Monthly Report: September 1999 1. Carlsbad High School Cooperative Literacv ProFram On September 9, the cooperative literacy program of Carlsbad High School and the library’s Adult Learning Program began its 1999-2000 school year. A total of 17 high school students, grades 9- 12, divided into two groups, are participating. Each group comes every other day and is tutored by an aide fi-om the high school and Adult Learning staff and volunteers. A new component of the curriculum this year is developing visualizing and verbalizing skills to aid in vocabulary enrichment, comprehension, and writing skills. High School teacher Judy Gaitan conducts these sessions with small groups of students while other students work one-to-one with tutors, practice their keyboarding skills, study spelling words, and read library books independently. Then the students switch activities, so everyone does every activity each time they attend. 2. Adult Learnin? ProFram Collection When the (previous) Main Library closed for renovation, the entire collection of Adult Learning Program materials was moved to the Adult Learning Program classrooms, with a lot of help f?om Circulation staff, courier Eric Sheets, and City facilities workers. Response of learners and tutors to having the collection immediately available has been enthusiastic. Many have applied for library cards, and both tutors and learners enjoy browsing while waiting for their partner to arrive. The high school students, in particular, are using the collection heavily for independent reading; their teacher commented that the students feel safe browsing in this atmosphere, whereas they were too self-conscious to stand and look for books in the more public atmosphere of the (previous) Main Library. For now, manual circulation records are sent to the Centro de Informacion, where they are entered into the computer and library cards are prepared. . - 3. Special Library Materials Grant On September 21, the City Council officially accepted a $1,000 grant fi-om the State Library to purchase materials about literacy. A total of 38 volumes has been ordered fi-om the State Library’s approved bibliography and will become part of the regular adult nonfiction collections (not Adult Learning collection) at the new Main Library and Cole. 4. Possible Facility Relocation On September 21-22, Assistant Library Director Geoff Armour, Program Coordinator Lynda Jones, and Adult Learning staff and volunteers toured the modular units currently housing the City’s Purchasing, Finance, and Risk Management offices to assess how they might be used in the future to house the Adult Learning Program. Everyone agreed that such a relocation would be beneficial for current and future needs of the Adult Learning Program. Lynda prepared a memo summarizing the few needed modifications: installation of restrooms with a passageway connecting (current) Finance and Purchasing. Additional issues to address are exterior ramp compliance with accessibility requirements, and security concerns, particularly in evening hours. 5. New Librarv Grand ODening During the Grand Opening of the new Main Library, Circulation staff distributed Adult Learning Program imprinted pencils and bookmarks to patrons. Both items carried messages encouraging patrons to volunteer as adult literacy tutors. ,--- CARLSBAD CITY LIBRARY CENTRO DE INFORMACION Monthly Report September 1999 Adult PrograrnminP. On September 3, a group of parents with children at Jefferson and Pine Schools visited the Centro de Informacion. Centro Supervisor Lizeth Simonson explained about the services and resources that Carlsbad libraries offer to the community. On September 9, at the Senior Center, Centro staff member Lorena Dominguez gave a presentation to a group of parents with new children enrolled in the 1999/2000 school year Head Start Program. Lorena welcomed the parents and explained about the numerous services that Carslbad libraries have to offer to their families in the community. She also explained about the Partnership in Reading or, in Spanish, Compaiieros en la Lectura. Through this program, parents make a commitment with the library to accompany their children to the library to check out books and to read with the children or to them at the library or at home. The Head Start children will receive, on their graduation day, their own library cards. The audience also received information about legal rights and responsibilities, US health care practices, and how to better access health care programs. This presentation was conducted by Mr. Florence De Leon, Health Educator, at Vista Community Clinic. Children’s Proeramminp. Centro de Informacion resumed the bilingual storycraf-? on Tuesdays, Thursdays, and Fridays. The Tuesday, Thursday, and Friday morning storycrafts are for preschool-age children, and the Tuesday and Thursday afternoon storycrafts are for all school-age children. After the story, the children are involved making a project related to the story. There are six bilingual storycrafts per week. Serra Ethnic Services Committee. On September 15, Centro Supervisor Lizeth Simonson attended the committee’s bimonthly meeting held at Malcolm X Branch Library in San Diego. During this meeting the committee spent time organizing its sixth Non- English-Language Book Fair. The book fair will be held at this same location on Wednesday, November 1 Oh. InFoPeoDle Training Session. On September 9, Centro Supervisor Lizeth Simonson and Mr. Fred Vrabel, Community Partner for the InFoPeople Project, attended a one-day training session at Cerritos Public Library entitled “Introduction to the Internet.” This is the first training of a series of five training sessions that the Centro Supervisor and the Community Partner will attend during the first year of the grant. Books - Children Main 2,911 1 Branch - 195 2 Centro 0 0 subtotal 3,106 3 Current Fiscal Year to Date 1,450 554 67 1,771 1,912 571 30 2,513 2,912 3,196 61 2 197 430 531 0 21 3,109 3,626 1,164 Audio - Adult 49 13 62 288 464 Audio - Children 0 0 11 12 Video 8 5 17 30 171 26 1 Total Received 3,676 61 17 3,754 6,167 4,414 Currer,t Previous Orders Placed current Fiscai Fiscal -----__------ month Year to Date Year to Date Orders 13 'i 92 232 Requests (items) 332 4,016 3,286 - --_____-_----___ -_-----__----__- _--____--______ - - - - - videos 0 52 98 B 8 T = Baker 8 Taylor PMSC = Professional Media Services Corporation Genealogy & Local History Division Fiscal Year 1999/2000 Statistics ./- September 1999 Research activity: September 1999 September 1998 Reference questions 0 1,357 Regstered researchers 0 766 Computer users 0 193 Circulation 43 130 Inhouse usage 0 1,952 Holdmgs: Added Added September 1999 FY1999/00 to date Genealogy Non-Circ 14 -1 82 Genealogy Circ 1 -4 Micro& 68 177 Microfiche 1,716 1,716 CD 0 0 /c Activities with the North San Diego County Genealogy Society: September 1999 September 1998 Volunteer hours 0 52 Program attendance 106 132 NSDCGS donations not available $493.50 Donated books 16 20 Programs 3 3 FY1999/00 to date 2,479 1,936 279 304 4,534 Added FY1998/99 666 61 4,313 8 -24 Total 1999 to date 435 33 1,520 $1 0,985.20 151 FY1998/99 15,741 9,523 2,323 1,630 22 , 868 Total 18,158 874 7,632 121,032 246 Total 1998 538 40 1,705 $14,209.00 260 I d 'E u cf3 cd .d L 0 0 JUL AUG SEP OCT NOV DEC Last month 26,002 Calendar YTD (1/99-present) 234,833 Fiscal YTD (7/1/39-present) 83,718 GRAND TOTAL FY 99-00 This Monm Media Graphics How MANY PIECES? This month 50,041 REFERENCE ACTIVITIES for SEPTEMBER 4999 Reference Questions totaled 1,395 during the first week of. operation in the New Main Library on Dove Lane. Reserves totaled 1,076. Public Internet Access totaled 492 during the first week . sent out. Interlibrary Loans totaled 19iterns received and I item was During the first week in the New Library, the Information Desk fielded 4,455 questions from the public, making it the busiest place in the library. Callie Ahrens worked hard training 5 new Library Techs who work at the Information Desk 64 hours per week. During the first week there were 12 tours of the library. Reference staff attended many training classes during the month of September including phone and voicernail training, Groupwise, Windows 2000, and security training about locking doors and setting security codes. - Also on September 28, the City’s Web Page came up on the Internet and the Library’s site is now accessible by the public. Suzanne Smithson has put in a lot of hard work editing the information about different City departments for the content of the web page. Technical Services Report September 1999 In September. Technical Services staff added 613 new print items and 76 audiovisual items to the library's collection. They deleted 667 print items and 4 audiovisual items from the database. These fistires are considerably lonw than usual due to the move to the nen Main Library. Not only did packing and unpacking disrupt regular actitities, but staff also spent time being trained to use the new netivork. One activity that took a lot of computer time \vas the slvapping ofcollections. It had preiiously been decided that, rather than move all of the materials belonging to the Main Library to the new Main Library. four indit,idLial collections Lvould remain behind for the Cole Library. Lvliile the neiv Main Librarq- \vould take the equivalent collections from the Branch Libraiy. The four collections \\.ere the entire children's collection, Spanish, larse t'pe. rind iiterac>r. In othcr ~r.ords. rill of the cliildrzn's books and audioi.isual materials from the old blain Library n,oulci be left behind, and the new Main Library u,oiild receive [lie Branch Library's children's materials. Since e1.et-y itsm is identified in the ISLEY database Lvith a location, special programs had to be set up to "nio\.e" them in the database. so that they proper location would display when a libran. mer looks at the catalog to see Lvhere a book or title is. These programs had to be run after both libraries ivere closed. The programs ran successfully. This was checked by examining the total counts for each area before and after the programs ran. For example, prior to this swap, the Main Library had 9,400 children's picture books and the La Costa Branch had 5,300. Afterward, those totals were reversed, and the Main Library had 5,300 picture books. The Main Library's current picture book collection is now 6,100 due to the receipt of the special Opening Day Collection purchased from Baker & Taylor, while the Cole Library has the original 9,400 picture books left behind. Many of these are boxed and not currently available due to the limited space in the interim facility. CARLSBAD CITY LIBRARY U FACILITY USE POLICIES AND PROCEDURES Meeting Reems Facilities 1. Public Meetinp Reem Facilities Policv Statement 2. Description of MeetinP Reems Facilities Reservation Procedures 3. Reservation and Cancellation Procedures 4. Application Procedures 5. Classification of Applicants 6. Liability Insurance Requirements Rules 7. Admission and Sales 8. User Conduct 9. Kitchen Use, Food and Beverage Service 10. Set-up, Break-down, Clean-up and Load-out 11. Hours of Use 12. Hourly Fees for Use of Meetinv Reems Facilities C:WyDocuments/Auditorium Policy3.d~ 1/20/99 1 I I 1. Pwb4ie Librarv Meeting aeeAt Facility Policy Statement The Carlsbad City Library upholds the following policy outlined by the American Library Association “Library Bill of Rights,” concerning meeting rooms: “Libraries which make meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of the individuals or groups requesting their use. ” Use of the @public mMeeting Reems fkilities does not constitute Library I endorsement of the programs. No advertisement or announcement implying such endorsement will be permitted. No organization meeting at the Library shall use the Library as its official address. Storage of goods by organizations using the Pgublic MEeeting &mms facilities will not be permitted. 2. Description of Meeting Wem~ Facilities I I Auditorium Location: Carlsbad City Library, 1775 Dove Lane Audience Area: 52’ x 42’ - 2,184 square feet Seating: 221 fixed seats (continental style) on sloped floor, capable of 4 wheelchair spaces Lighting: Ten 575-watt ellipsoidal stage lights, and dimming house lights Sound: JBL Speakers (Model SP215-9) with Crown Amplifiers Stage Platform: 15’ x 26’ The Carlsbad City Library Auditorium is a multiple-use facility designed for a wide range of programs and presentations. The facility is used predominantly for individual speakers and panel group presentations. Other uses include small-scale performances, play readings, dance, and music programs. In addition to being outfitted for voice amplification and media presentation, the Auditorium is equipped for the staff production and editing of video and audio programs. The Auditorium features a 10’ wide motorized rear projection screen and DILA projector to display videocassette recordings, satellite educational and cable television programs, 35mm slides, DVD, document camera graphics, data, and Internet presentations using the room’s permanent computer or a portable laptop. Audio teleconferencing is possible using portable stage microphones and wireless audience mikes. Audio from media equipment, cassette and compact disc players is delivered through three high-powered speakers mounted above the stage. All AV equipment is .- C:WyDocumentslAuditorium Policy3.doc 7120199 2 controlled from the stage area or production room using an active-matrix color LCD touch panel. The panel also controls screen operation and pre-selected lighting scenes. A portable lectern is available for connection at various stage positions. The lectern is equipped with a gooseneck mike, laptop, control panel plug-ins and an LCD panel display which replicates the projected image. Assisted listening is available for the hearing-impaired. Meetine &ipwpse Room Location: Carlsbad City Library, 1775 Dove Lane Dimensions: 24’ x 43’, 1,032 square feet Seating: 67 person posted capacity Lighting: Adjustable fluorescent lighting Sound: Ceiling- mounted speakers Other: A kitchenette is available for preparing simple refreshments. (See 9. Kitchen Use and Food Service.) The niectina different room configurations such as: lecture or panel discussion with classroom-style seating, and various meeting table arrangements. A portable lectern, equipped to handle laptop plug-in, sound system with mounted microphone and VCR player, is available for media presentations. Room offers a flexible fiuniture layout to accommodate I The niecting Room features a ceiling-mounted projector which displays I video and data images on a front-projection screen. Voice amplification is provided through ceiling speakers. Overhead transparencies and 35mm slides can also be projected on the drop-down screen. Control of the equipment is accomplished via a wireless 32-button control panel. via a lectern gooseneck microphone-; a portable table mike and is distributed I Conference Room Location: Cole Library, 1250 Carlsbad Village Dr. Dimensions: 24’x47’ 1,128 square feet Seating: 85 person posted capacity Lighting: Overhead fluorescent lighting Sound: Portable PA system Other: A kitchenette is available for preparing simple refreshments. (See 9. Kitchen Use and Food Service.) The Cole Conference Room can be used for groups of up to 85 with chairs. Stacking chairs can be arranged to best suit the needs of the group. Video/data, slide and 16 mm film projection equipment is available upon request. A podium, microphone and speaker system are also available. The room is particularly useful for lectures and video/film/slide presentations. - 3. Reservation and Cancellation Procedures C:UlyDocuments/Auditorium Policy3 .doc 71 201 99 3 I -c Applicants must be age twenty-one (21) or older. Auditorium and inceting room are to be reserved in advance by completing the required forms, and submitting them with the necessary fees to the Library Media Division Office. Reservations for the Cole Library Conference Room I are handled through the Librarv Manager’s office at that location. I The individual signing the Auditorium, meetim room and Conference Rooms Reservation Form will be held responsible for all fees and damages. Use of the facility is not transferable to another person or group. Facility reservations will not be approved for any group or individual for multiple uses on an ongoing basis. This is to ensure that rooms will be available to a wider range of community groups. Space may be tentatively reserved without the payment of fees, but all such reservations will be canceled if the fees are not paid at least 30 days in advance of the meeting. Applications for bookings may must be submitted w+k&-km at least ten (10) days in advance. If reserving space less than 30 days in advance of a meeting, payment must be made at time of application. I Cancellation The Library must be notified of any canceled meetings or programs. Failure to notify the Library of a cancellation at least two working days in advance will result in a minimum charge of $25, or 10% of total meeting room fees, whichever is greater. 4. Application Procedures Applications for use of the Auditorium or meeting room 7 maybe made by mail or in person at the Carlsbad City Library Media Division, located at -. . ., ‘ Conference Room applications are handled by the Librarv Manager’s Office at the Cole Library, 1250 Carlsbad Village Drive. Applications will be accepted Mondav tlirouali Fridav, 9:OO a.m. to 5:00 ixrn., except holidays I .. .. 1775 Dove Lane. > b 7. C:WyDocuments/Auditorium Policy3.doc 7/20/99 4 .- F Applications will be accepted for specific dates and times. Time requested must include all set-up, break-down, clean-up and load-out time. A Certificate of Insurance must be submitted for all events requiring liability insurance. (See 6. Liability Insurance Requirements.) Applications will be approved for specific rooms, depending on group size, type of activity and availability. No activity shall be scheduled for more than room capacity. A $200 refundable cleaninddamage deposit may be required upon application approval. The Library may refuse or cancel any application. Written notices of refusal or cancellation with appropriate explanation will be given by the Library. Application for use may be denied for the following reasons: a. Unsatisfactory record of prior use b. Hazardous condition exists c. Non-payment of fees before due date d. Failure to give proper cancellation notice e. Civic emergencies f. False or misleading information An individual, group or organization which has been denied permission to use the rooms may appeal such denial by submitting written documentation to the Library Administration. The Library reserves the right to limit the number of uses by any one group in order to ensure that the entire community may make use of the limited facilities available. 5. Classification of Applicants Each application will be reviewed by Library staff and classified into a group depending on the type of organization and the intended use. The classifications are listed in order of priority with classification “A” first, classification “By’ second, etc. The Library Department’s activities have first priority for the use of the facilities. C:WyDocuments/Auditorium Policy3.doc 7120199 5 .- The Library will attempt to accommodate all groups; however, there is a limited amount of public meeting space available. Considering that demand often exceeds availability, the following priority system has been established: A. Library activities; co-sponsored activities Examples: Poetry, Author Talks, Lectures, Quadrant Meetings, City Council Meetings, Friends Programs, Arts Office Programs B. Other City Departments C. Carlsbad resident non-profit civic, social organizations (non-paid Examples: Community Development, Recreation management); any organization sponsoring a public forum or candidate night; Examples: Carlsbad Rotary, Optimist Club, C.O.A.L., Carlsbad Business I and Professional Women’s Association, etc. D. Carlsbad resident non-profit educational, civic, social organizations (paid management staff) private educational institutions Examples: Boys and Girls Club, Carlsbad Unified School District, YMCA, Lifeline E. Non-resident non-profit educational, civic and social organizations: k&y- I-&.&& Examples: Mira Costa College, AA Examples: Carlsbad Inn F. Resident commercial, business, profit-making organizations G. Non-resident commercial, business, political, profit-making and religious Examples: Trade shows, company training, meeting, seminars organizations IN ORDER TO QUALIFY AS CLASSIFICATION “C” NON-PROFIT USER, THE ORGANIZATION MUST MEET ALL OF THE FOLLOWING CRITERIA: 1. The organization must be registered as a non-profit corporation with the State of California, or, if not registered with the State, must be a Carlsbad Chapter and have a constitution or by-laws which clearly state that the objectives of the organization are of a non-profit, non-commercial nature. membership and participants must be Carlsbad residents. Verification of residency may be required. Official membership list complete with addresses may be required with applications. &2. The organization must be comprised of volunteers, and 70% of its I I 53-3. The organization may be required to submit the following: a. If incorporated, submit State incorporation papers; if not incorporated, submit constitution. C:\MyDocuments/Auditorium Policy3.doc 7120199 6 b. Financial verification of organization’s exemption from income tax. (Department of the Treasury Form 990 may be used.) 6. Liability Insurance Requirements The City of Carlsbad is not liable for accidents, injuries, or loss of individual property in connection with any of its facilities. As per City of Carlsbad Council Policy No.% - 28, “As a general rule, the City shall require liability insurance limits of $1,000,000 combined single limits. Exceptions to this rule may be made based on the exposure classifications.” Liability insurance is subject to approval by the Risk Manager and must include, but not be limited to, the following parameters: name the City of Carlsbad, its officers and employees, as an additional insured; and the insurance company must be rated as per Council Policy No. Sa. Applicant can also obtain special event liability insurance through the City. Any event involving consumption of alcoholic beverages has a “High Hazard Exposure Classification” and is subject to special review by the City Risk Manager. 7. Admission and Sales Charging of admission is left up to the discretion of the hosting organization. The Library will not take a percentage of the sales. Organizations using meeting RWXW- facilities will be permitted to make sales under the following circumstances: a. Sales must be confined to the Auditorium, Meeting rooin Conference Rooms and their immediate areas. b. No effort shall be made to solicit other Library patrons. &Groups selling alcohol (beer, wine and champagne only) must obtain “Daily On-sale License” from the Alcoholic Beverage Control Board and meet the aforementioned liability insurance requirements. and 8. User Conduct No activity will be permitted which is in violation of local, state or federal statutes. Applicants must adhere to all City policies and fire codes during their use of the facility. All groups must be under the direction of their own leadership. There must be at least one adult present and responsible for each twenty (20) minors at all times. Groups are responsible for controlling noise that could be disturbing to other activities in the Library. The Library reserves the right to full access of all activities in order to ensure that all rules and regulations are being observed. Usage may be terminated for misrepresentation or engaging in any activities which jeopardize participants’ safety and welfare. C:WyDocumentslAuditorium Policy3 .doc 7120199 7 No tape, nails, staples, etc., will be permitted on any walls outside of the designated “tackable” surfaces in the Meeting Room. 9. Kitchen Use, Food and Beverage Service No food or drinks will be allowed in the Auditorium. The provide convenient space for the preparation of ready-to-serve items. Meeting Room kitchen is not intended for cooking, but rather to I Refreshment supplies such as cups, containers, paper goods, tea and coffee are not provided by the Library. Refreshments may not be taken from the meeting mew facilities to other areas of the I Library. Groups using the kitchen are expected to leave it in the condition they found it; failure to do so will result in a clean-up charge. If alcoholic beverages are to be served, they are restricted to beer, wine and champagne, and must adhere to City of Carlsbad liability insurance requirements. (See 6. Liability Insurance Requirements.) 10. Set-up, Break-down, Clean-up and Load-out Set-up, break-down, clean-up and load-out must be accomplished within the time period for which the room is rented. Storage of goods by organizations using the rooms will not be permitted. Failure to thoroughly clean the room will result in the forfeiture of the cleaning deposit. On the day of the event, the user must initially inspect the premises with a staff person and fill out a “Condition of Facility Report,” a check list to confirm the condition of the room and ensure there is no negligence on behalf of either party (Library or user). 11. Hours of Use No use shall be scheduled to begin before the Library’s regular public hours (Groups A and B are exempt). Failure to vacate the room promptly at regular Library closing times will result in a minimum of one hour additional usage fee. However, if arrangements are made two weeks in advance, the Auditorium, Meeting Room and Conference Rooms may be used for up to two hours after the Library’s regular closing time at the standard hourly fee based on the us& classification rates. Users remaining past regular closing time will be charged an additional $17 per hour for the necessary staff coverage. Groups arbitrarily staying beyond the agreed-upon hours can be denied future room use privileges. I 12. Hourly Fees for Use of Meeting Rooms C:WyDocuments/Auditrium Policy3.doc 1/20/99 8 Fees are based on user classification. (See 5. Classification of Applicants.) Hourly Rate Fees for Room Use ABCDEFG -Meetinq Room (basic use*) N/C N/C $15 $25 $40 $60 I $80 Auditorium (basic use*) N/C N/C 25 30 50 200 300 Conference Room (basic use) * N/C N/C 10 20 35 55 75 Added Services Hourly Rate VCR and Monitor Use N/C N/C 20 20 20 20 20 Slide/Overhead Proj./ScreenUse N/C N/C 15 15 15 15 15 DataNideo Projector Use N/C N/C 20 20 20 20 20 Room Attendant, AV Tech N/C N/C 17 17 17 17 17 Per Event CleaningAlamage Deposit N/C N/C 200 200 200 200 200 (Re fundab le) *Basic use of Meeting Reems Facilities includes use of tables, chairs, P.A. and kitchen facilities when appropriate. I All fees must be paid at the location of the meeting facility. *I Checks or money orders must be made payable to the “CITY OF CARLSBAD.” There is a two-hour minimum for the use of the Auditorium, Room and Conference Rooms. Meeting Fees will not be pro-rated for less than one hour. C:UlyDocumentslAuditorium PoIicy3.doc 7120199 9 September 23, I999 TO: Library Director FROM: City Attorney DRAFT LIBRARY MEETING ROOM POLICY You have requested our review of a proposed policy for use of the public meeting rooms in the new City library and the Cole library community room, along with some questions excerpted from the Library Board minutes of July 28, 1999. Following a brief description of the applicable law regarding the powers of the Library Board of Trustees, we set forth our response to the one question with legal impact presented by the Library Board of Trustees in their minutes, and our comments on the draft policy. BACKGROUND You advise that the library was a member of the county library system, prior to City incorporation in 1952. In 1956, the City Council adopted Ordinance 1072, establishing the Library Board of Trustees in order to manage the City library. Ordinance 1072 is codified as Chapter 2.16 of the Carlsbad Municipal Code. Chapter 2.16 essentially tracks the provisions of Chapter 5 (commencing with section 18900) of Part 11, Division 1, Title 1 of the California Education Code relating to the creation and operation of municipal libraries. There is additional authority in Government Code section 39732 for a city to own and operate public libraries. We agree with the analysis of the Attorney General that Government Code section 39732 does not provide independent authority for the operation of municipal libraries free of the restrictions and powers enumerated in Education Code section 18900 et seq.: “The section in no way purports to specify the details of operating such facilities. But, on the other hand, the provisions of the Education Code relating to city libraries (§§ 18900-1 8965) elaborate a detailed scheme for the establishment and operation of such libraries. In view of the fundamental view of statutory construction ‘that a special statute dealing expressly with a particular subject controls and takes precedence over a general statute covering the same subject’ (Gilleft-Harris-Duranceau & Associates, Inc. v. Kemple (1978) 83 Cal.Appl3d 214, 222), we conclude that the detailed provisions of the Education Code prevails over the general provisions of the Government Code to the extent that they may inconsistent. “Further, because of the marked contrast between the unelaborated designation of city libraries in Government Code section 39732 and the extended and detailed provisions for such libraries in the Education Code, Government Code section 39732 1 cannot be viewed as an independent alternative source of library- establishing authority for cities but must be viewed merely as a collateral confirmation of the grant of authority more fully delineated in the Education Code. “If it were viewed otherwise, local authorities could completely bypass the Education Code’s explicit directives for the establishment and operation of public libraries simply by declaring in some manner that the library was being established under the minimal provisions of the Government Code rather than under the Education Code. It cannot be presumed that the Education Code’s elaborately devised legislative plan for the establishment and operation of city public linbraries was to have so little authoritative significance. Statutes are not to be interpreted in a manner which affords an opportunity for evasion of its provisions. [Citations omitted].” 61 Ops.Atty.Gen.512 at 51 7 (1 978). Generally, the provisions of Chapter 2.1 6, following the statutory provisions in Education Code section 18900 et seq., provide significant power to the Library Board of Trustees regarding the management of the municipal library, subject to City Council budgetary control. With particular regard to the power to make rules and regulations regarding use of library facilities, Carlsbad Municipal Code sections 2.1 6.050 and 2.16.105 (identical, respectively, to Education Code sections 1891 9 and 18960) empower the Library Board of Trustees to make and enforce all rules and regulations necessary for the administration, government, and protection of the libraries under its management, and despite the general provision requiring the establishment of free libraries to inhabitants and non-resident taxpayers of the City, authorizes fines and exclusion from the privileges of the library for any person who violates those rules and regulations. These provisions are particularly relevant to the provision in the draft meeting room policy for charges for meeting room facilities, and the questions in the Library Board of Trustees minutes regarding reservation or the ability to refuse service to “hate crime groups or other undesirables” from using the facility. - The Attorney General answered the question what “library services” were required to be provided free as follows: “From these pronouncements the following emerges as a reasonable criterion for determining whether a particular transaction constitutes a ‘library service’: If the transaction involves the satisfaction, with library resources, of a patron’s request for information (whether for educational, recreational or , entertainment purposes), such transaction is a ‘library service.’ Other transactions, not involving the furnishing of information, though carried out by a library, would not be a ‘library service’ within the context of the statutes under consideration. Perhaps the essential distinction that is operative here, is between those services which are reflective of a library’s inherent information providing function and those ancillary services which are not 2 unique to libraries and which can be just as effectively provided in nonlibrary settings. Examples of such nonlibrary services might be the furnishing of meeting rooms, allowing the use of typewriters and copying machines, rental of audiovisual equipment, etc. (See 72 News Notes of California Libraries (No. 2, 1977) p. 17, for a survey of the various services afforded by public libraries.) We would also add that, as commonly understood, an essential characteristic of a library is that its circulating materials are loaned as opposed to being given to patrons; thus providing a patron with tangible materials that he can keep is not a ‘library service’ in the present context.” (61 Ops.Atty.Gen.512 at 51 5-51 6). Again, we concur with the Attorney General’s analysis, and believe that the above referenced sections provide ample authority for the Library Board of Trustees (and the City Council) to adopt a policy regarding the use of public meeting rooms in library facilities, including the establishment of fees therefor. BOARD QUESTIONS The request for legal services includes excerpts from the Library Board of Trustees minutes of July 28, 1999. Most of the questions addressed by the Board raise policy issues, more properly addressed to Library and/or City Manager staff. However, the questions relating to the anti-discrimination clause and the reservation of the right to refuse raise legal issues which this office addresses. The issue of potential exclusion of “hate crime groups and other undesirables” is amply regulated by Carlsbad Municipal Code section 2.16.105, authorizing fines or exclusion from the privileges of the library for persons who violate any rule or regulation adopted by the Board. The introductory provision of that section, requiring free library services to inhabitants and non-resident taxpayers of the City makes an analysis of First Amendment rights of potential users unnecessary. The American Library Association “Library Bill of Rights” provision regarding use of meeting rooms in libraries accurately reflects both the requirement of Carlsbad Municipal Code section 2.16.105 and the First Amendment. Additionally, the classification of users found in the proposed meeting room policy should substantially reduce, if not eliminate, any concerns with regard to making the meeting rooms available. In any event, however, if such “undesirable” groups obtained proper use of the library facilities, and violated any of the rules included in the proposed policy, they could be excluded. DRAFT POLICY COMMENTS With regard to the proposed policy contents themselves, in addition to the general comments above, we note the following: 1. 2. The room desiqnation. The policy describes the three areas affected as the “auditorium”, “multi-purpose room”, and the “Cole Community Room”. However, section 12 (hourly fees) refers to the “conference room”. Is there another room available for use, or was this a mistaken reference to the “Cole Community Room”? Application Procedures (section 4). This section provides for application and appeal, but does not specify who the decision maker for original approval and/or 3 c appeal is. I suggest the first sentence be amended to read as follows: “Applications for use of the auditorium or multi-purpose room shall be submitted to (insert title of position authorized to make decision), and may be made by mail or in person ....” With regard to the Cole Community Room, the next sentence is not clear with regard to the reference to the “manager’s office”. I assume this is not the “City Manager”, since the address is at the Cole Library, however the provision should again specify to what position the application is required to be submitted. The advance reservation process seems unnecessarily rigid. State denial as follows: “Reasons for denial of application include, but are not limited to, the following:” etc. You may wish to revisit that list. With regard to appeal, I note that the Parks and Recreation provisions (from which these provisions are largely borrowed), do not have a provision for appeal of the denial of use (andlor determination of appropriate category?). You may wish to check with Parks and Recreation personnel to see if they have had any problems over potential appeals that such a process would alleviate. I assume if there were a dispute about proper categorization and/or denial of use that it could be resolved in a conversation between the applicant, the person authorized to make a decision regarding room usage, and the Library Director, in an informal setting. However if you determine that an appeal process is desirable, the provisions in section 4 should: specify whether the “Library administration” means the Library Director (or other Library executive or employee) or the Library Board of Trustees; require the appeal to be on a form provided for that purpose approved by the Library Director, and be filed within a specified (reasonable) time of the denial, and require specification of the reasons why the decision to deny was in error. Such appeal provisions usually also provide a time frame within which the appeal must or should be decided, and whether the decision is further appealable. A middle ground would be to at least allow appeal to the Director, with perhaps further appeal to the Library Board? 3. Liability Insurance. The provision relies largely upon Carlsbad City Council Policy No. 37 which applies only to “special events” (specifically referring in turn to Carlsbad Municipal Code section 21.47.01 0(2)(D)) which subdivision has been repealed, and used to refer to “special events”. See now Chapter 8.17 of the Carlsbad Municipal Code, including its cross-reference to insurance requirements in Chapter 5.60. Section 5.60.01 0 requires insurance companies providing “special event” insurance to meet the requirements established by City Council resolution. It is not clear whether that resolution is the resolution adopting City Council Policy No. 37 (adopted in August 1986), which requires the insurance company to have a Best’s Rating of A, XI, or Council Resolution No. 91-403 (generally applicable to contracts, and requiring a Best’s Rating of A-, V ($10 million in assets)). Council Policy No. 37, relating to “special events” specifies that any event involving the consumption of “liquor” (as opposed to “alcohol”) is a “high hazard activity”, requiring $2 - $5 million in insurance coverage, as determined by the Risk Manager and/or City Manager. Because of the confusion and inconsistency between Council Policy No. 37 and Council Resolution 91 -403, and the clear inapplicability of the “special events” 4 ordinance and insurance requirements I suggest the following: I) This policy should stand on its own, and clearly delineate the Library Board of Trustees and City Council’s collective determination with regard to the policy of required insurance, the required Best’s Rating for the company providing the insurance, minimum and/or maximum amounts, whether the use of alcoholic beverage is involved or not, and authority in either the Risk Manager and/or the City Manager to reduce or entirely waive the requirement depending on the nature of a particular event. (The proposed policy/rules allow a very wide range of activities: ranging from a board or commission subcommittee including citizens and some employees, after normal working hours, doing City, subcommittee business and sharing one bottle of one member’s “home brew”; to a catered 150-person wedding reception with beer, wine and champagne in copious amounts). Section 7 (c ) appropriately requires the user of the room to obtain a “daily on-sale license” from the Alcoholic Beverage Control Board where alcohol will be sold (directly or indirectly), but the liability insurance requirement section could use some fine tuning, with the assistance of the Risk Manager. Although the primary responsibility for the rules and regulations resides in the Library Board of Trustees, since the title of the property is in the City, and all fees charged by the City are included (either as a legal requirement, or as a convenience) in the Master Fee Schedule, it would be appropriate to take the policy forward for approval by both the Library Board of Trustees and the City Council, including a recommendation to the Council for an amendment to the Master Fee Schedule to include the proposed fees for the meeting rooms. If we can be of further assistance in reviewing the proposed rules and regulations for the use of the meeting rooms, do not hesitate to contact the undersigned. D. RICHARD RUDOLF Assistant City Attorney rm h c: City Manager Finance Director Risk Manager 5 CITY OF CARLSBAD COUNCIL POLICY STATEMENT Policy No. 28 Date Issued Sept. 28,1993 Effective Date &Dt. 28.1993 General Subject: Administration I Cancellation Date Supersedes No. 28. 7/87 Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File In order to improve the Facilities Services information to the public, the Facility Use Regulation Procedures have been updated. To revise an established policy for the use of Harding Center, Stagecoach and Calavera Parks and Community Centers and other Parks and Recreation facilities. POLICY: There is a high demand for use of City Park and Recreation facilities. Park and Recreation facilities are available for a wide variety of uses. The following rules and procedures have been established to provide guidelines for the use of such facilities. The Parks and Recreation Department will be responsible for the administration of this policy. Facility Use Request should be submitted to the Parks and Recreation Department on a form available from that department. Applications for use of City facilities may be made by mail or in person at the Harding Community Center, 3096 Harding Street; Stagecoach Community Center, 3420 Camino De Los Coches or at Calavera Hills, 2997 Glasgow Drive. Applications will be accepted Monday through Friday, 8:OO am to 5:OO pm, except holidays. Applications will be reviewed use will be prioritized and fees, if any, set by the Recreation Supervisor. Please refer to application procedures and rules governing facility use. 1. 2. Applications will be accepted for specific dates and times. Time requested must include all set- up and clean-up time. Applications must be submitted at least ten (10) working days in advance of the date requested for low hazard events, i.e., small business meetings and fourteen (14) working days for moderate and high hazard events, i.e., dances, parties, picnics, sporting events, and any event involving the consumption of liquor. A Certificate of Insurance must be submitted with the application for all events requiring liability insurance. Advanced scheduling may be accepted one (1) year prior for larger special events. Regular hours of operation are Monday through Friday, 8:OO a.m. to 1O:OO p.m., Saturdays, 8:OO a.m. to 4:OO p.m. On Friday and Saturday nights, programs must end by 1:OO a.m., with a departure time no later than 2:OO a.m. An additional fee will be charged for use of the facility other than during regular hours of operation for all classifications. CITY OF CARLSBAD COUNCIL POLICY STATEhEENT General Subject: Administration 28 Policy No. Date Issued Sept. 28,1993 Effective Date Sept. 28,1993 Cancellation Date Supersedes No. 28.7187 Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File PO- (Continued) 3. 4. 5. 6. 7. 8. Applications wilI be approved for specific moms, park areas and ball fields, depending on group size, type of activity and availability. No activity shall be scheduled formore than room capacity. The Department may refuse or cancel any application. Written notices of refusal or cancellation with appropriate explanation will be given by the Department. Applications for use may be denied for the following reasons: a. Unsatisfactory prior use. b. Hazardous condition exists. c. Application submitted less than ten (10) days in advance. d. Non-payment of fees before due date. e. Higher priority activity takes precedence. fan application is denied, the decision may be appealedin writing to the Recreation Supervisor. The next option, if the applicant is not satisfied, is to appeal it to the Recreation Superintendent, Parks and Recreation Director and Commission. The final appeal can be made to the City Council. The Department reserves the right to limit the number of uses by any one group so that the entire community may make use of the limited facilities available. In the event of a change of plan by applicant, notice of cancellation must be given to the Department 21 days before the date of intended use in order to avoid financial obligation for charges involved. A ten dollar ($10) processing fee will be charged and a refund, if applicable, will be mailed to the applicant. All fees must be paid at one of the Community Centers, Harding, Stagecoach or Calavera Community Center. Checks or money orders are made payable to the "CITY OF CARLSBAD". A $150 rehdable cleaning/damage deposit must be paid upon application approval. The remainder of the fee is due 21 days before scheduled use. Groups using facilities on a weekly, semi-monthly or monthly schedule must pay on or before the first meeting of the month. Other arrangements may be approved by the Recreation Supervisor. A signed copy of your application by the Recreation Supervisor is your confirmation of the requested date. Any preparation for an event is solely at the applicant's risk. CITY OF CARLSBAD Policy No. 28 COUNCIL POLICY STATEMENT Date Issued Sept. 28, 1993 Effective Date Sept. 28,1993 General Subject: Administration Cancellation Date Supersedes No. 28.7187 Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File PO- (Continued) 9. The Recreation Supervisor may impose additional requirements on the applicant as a condition of approval. These additional requirements may include, but are not limited to, additional security, City sM or insurance. If an application for facility use has been submitted less than 10 working days in advance, applications may be reviewed and accommo dated subject to facility availability. Any financial obligations incurred by the City to accommodate the applicant will be deducted from the required deposit upon notice of cancellation. Cost incurred for additional requirements shall be the responsibility of the applicant. The City of Carlsbad is not liable for accidents, injuries, or loss of individual property in connection with any of its facilities. Depending upon the risk factor, the City may require liability insurance in an amount up to $5,000,000. Liability insurance is subject to approval by the Risk Manager and must include, but not be limited to, the following parameters: name the City of Carlsbad, its otiicers and employees as an additional insured and insurance company must be rated as per Council Resolution No. 91-403 or better by Best's Key Rating Guide. Applicants can also obtain special event liability insurance through the City. Athletic activities will require athletic participant coverage. If alcohol is served at an event, liquor liability coverage must be obtained. 1. 2. An employee of the Parks and Recreation Department shall be present during all hours of use. Applicants that have been approved by the Department may be issued a key for off-site locations. The applicant is then responsible to secure the facility when leaving. Clean-up/Refunds a. On the day of the event, the patron must initially inspect the premises with a staff person and 61l out a Condition of Facility Report. This report is a check list to insure there is no negligence by either party (Recreation staff or patron). b. Groups are responsible for the following clean-up at the end of their event: - - - - - - - Cleaning of all equipment used. Cleaning of any counter areas used. Cleaning and wiping all table tops used. Clean-up of any floor or carpet areas soiled or dampened. Clean-up ofthe kitchen and all amenities used (i.e., refrigerator, stove, oven, sinks, etc.). Putting all trash in proper r&eptacles. Removal of all equipment supplies, personal articles, displays, etc., immediately followincr clean-up. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Policy No. 28 Date Issued Sept. 28,1993 Effective Date Sept. 28,1993 Cancellation Date Supersedes No. 28. 7/87 Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File ON PROC- PO- (Continued) c. At the end of the rental and clean-up period, the patron will inspect the premises with a staff person and complete the Condition of Facility Report. d. If a group fails to perform a clean-up after their activity, the total deposit will be for feited. If the facility is left in a satisfactory condition, a refund will be issued approxi mately three to four weeks after the date of the facility use. 3. 4. 5. 6. 7. 8. 9. All groups must be under the direction of their own leadership. There must be at least one adult present and responsible for each twenty minors, and an adult must be present at all times. No activity will be permitted which is in violation of local, state or federal statutes. Applicants must adhere to all City policies and fire codes during their use of the facility. Groups are responsible for controlling noise that could be disturbing to other activities or the surrounding neighborhood. The Parks and Recreation Department reserves the right to full access for all activities in order to ensure that all rules and regulations are being observed, and may terminate the activity for the safety and welf" of the citizens or City property. Rental for use ofparks is charged only for organizedactivities requesting specific areas. Liability insurance or security guards may be necessary depending on a) risk factor level, b) alcohol, and c) nature of use. Scout groups in Carlsbad have first priority for use ofthe Scout House, at no charge. The facility will be available for use by other groups when not in use by the Scouts. The Scout troops must submit a "Facility Use Application" with the Department. This form will be good from September through June. If summer use is needed, a separate application must be submitted. Groups having live musical entertainment or serving alcoholic beverages must abide by the following additional security requirements: a. Groups selling alcohol must obtain "Daily On-sale General License" from the Alcohol Beverage Control Board. b. Guard service will be arranged by the Department but paid by the applicant. Guards will act as security forces and not as I.D. checkers. Additional guards may be assigned by the Recreation Supervisors, if needed. . - CITY OF CARLSBAD Policy No. 28 COUNCIL POLICY STATEMENT Date Issued Sept. 28,1993 Effective Date Sept. 28,1993 General Subject: Administration Cancellation Date Supersedes No. 28.7187 Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 10. 11. 12. 13. 14. 15. 16. P- (Continued) Alcoholic beverages shall not be purchasedor brought into the buildingby otherthan the person responsible for the activity or licensed caterer. Alcoholic beverages are not to be consumed outside the building. If minors are found to be in possession of alcoholic beverages, or if participants are found to be in possession of drugs, the activity will be terminatedimmediately. Approval for use will not be granted to a person under twenty-one (21) years of age. Department equipment is available for use in the City's facilities, but may not be removed to any other location without proper written authorization by the Recreation Supervisor. No two groups of opposing political parties or political affiliation shall be scheduled at the same time at any facdity. No tape, nails, staples, etc. will be permitted on the walls of any facility. Stagecoach and Calavera Community CentedGymnasiums: a. Gymnasium usage will not be granted when other City facilities are deemed more suitable for requested usage. b. No food, beverages, or hard sole shoes allowed. c. Floor cover to be in place for all events other than sports. Safety Center Conference Rooms: a. In the event of a major emergency occurring within the City the meeting rooms will possibly be used by City officials. Groups scheduled to use the rooms will be preempted during that time. An appropriate refund of mom reservation fees collected, or rescheduling of the canceled meeting will be arranged. b. Parks and Recreation Department personnel will process applications no more than thirty (30) days in advance. Police and Fire Department will have first priority. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Administration Policy No. 28 Date Issued Sept. 28,1993 Effective Date Sept. 28,1993 Cancellation Date Supersedes No. 28. 7/87 Specific Subject: Facility Use Regulations Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File POJ,Ta (Continued) 17. 18. 19. Car Shows: a. It is the policy of the Parks and Recreation Commission that Car Shows are not allowed on any park turf area, however, shows will be allowed in authorized parking spaces at the park as designated by Parks and Recreation stG. ,Any appeals will be reviewed on a case by case basis. Stagecoach Park: Batting Cages The La Costa Youth Organization (LCYO) will have priority for use of the batting cages, at no charge during March through June. LCYO must submit a "Facility Use Application" with the department. If additional use is needed, a separate application must be submitted. The batting cage will be available by other gmups when not in use by the LCYO. SMOKfNG IS NOT PERMITTED IN ANY CITY FACILITY. ,e 1 2 5 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 s /I # 27 28 RESOLUTION NO. 91-403 * a, . + If+. RESOLUTIOH.OFfHl?kIY COUNCIL OF THE CITY OF, CARLSBAD, 'CALIFORNIA, REVISING STmDARDS FOR WWEWING KNSURANCE AND SURETY BONDS WHEREAS, the City requires contractors, builders, subdividers and other persons doing business with the City to obtain various types of hurance or bonds; and WHEREAS, it is necessary TO ensure that the insurance and surety companies selected by those persons meet certain financial and performance standards. NOW, THEREFORE, BE IT RESOLVED by the City Council of the city of Carfsbad, California, as follows: 1. That the above recitations are true and correct. 2. That, except' as expressly provided by law or bid specifications to the contrary, insurance or surety companies securing or insuring any obligation or risk under an insurance policy or surety bond of which the City is a beneficiary or an additional insured shall meet the following minimum standards: a. The company shall be authorized to conduct the business of insurance of a type required by the transaction in the State of California as evidenced by listing in the official publication of the Department of Insurance of the State of California. For liability insurance, the City may accept a surplus line carrier provided the City is provided with a copy of a surplus line broker affidavit as shown in Exhibit A attached hereto, ~ny surplus line carrier must meet the rating limitations included in Paragraph b below. b. The company shall have a rating in the latest avaiIable ."Best's Ratin Guide" of "A-" or better and a financial size of $10 milli J (currently class V) or better. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 C. f a company is not listed by the State lnsurance Commissioner in the official publication of the Depanment of Insurance, is not rated by Best's or does not possess sufficient years of experience IO be rated, or if the small size of rhe insurance or surecy obligation or other risk facrors justify a lessor standard, the City Attorney and the Civ Manager may approve such company only if it produces sacisfacrory evidence that its Financial responsibility and performance capabiliry with the Stare OC California is suficienr to insure or secure adequateIy the subjecr risk or oblization, The City ray dec: IO contract for the services. of an insurance consultant, at the expense of the person asking to use an insurance company nor meeting the standards listed in Paragraphs 2a and/or 2b above, io provide a financial responsibility and performance capability analysis and 10 provide recommendations to the City thereon. 3. Conrracrors, builders, subdividers ana orher persons doing business with the Ciw who are required 10 provide automobire insurance shall provide a ?olicy h-om a ccmpany That meers the above srandards and that coven any1 vehicle used in the pedomance of the concmc: wncther on-site or off-site, wherher owned, leased, don-owned or hired, and, whether scheduled or non- scheduled. The automobile insurance cerrificate musr srate the coverage is for "any auto" and cannor be limited in any manner. /// /// /// /// /// /// /// /// .i .. . , a-\, L ,- z 2 3 4 5 6 7 a 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 i 1 . 4. Contractors, builders, subdividers and other persons are required to provide proof of workers' compensation insurance. A workers' compensation insurance company is exempt ,from the city's requirement fOt a Best's Rating of A-:V, however, it must meet the standards listed in Paragraph 2a above. The City will accept workers' cornpensarion insurance policies wrirren by the State Campensadon Insurance Fund as rneering &is requiremenr. PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad, California on the 17th day of December , 1991, by the following vote, to wit: AYES: Council Xiembers Lewis, Kulchin, Larson, Stantan and Xygaard NOS: None Name of Contact: Address: I- Reason for Refusd: Best's bting Listed by Scare Insurance Commksioner @es/No) Contractor is requesting hat the City accept compaiy who is a surplus he camer having an A-:V or Setter rating in the mosf recent issue of Best's Rating Guide and who has an ofice within the State of California at the following address ;J1 order to effect senice of process. Name of SurpIus Line Cmier: Address: City/ Stardzip: Address to effect Service of Process within the State oi California. Name: Address : City/S tatJZip: i cerriiy under penalty of pejury that the foregoing facu are me and correct. Dared: Signed: Broker of Record i CfTY OF CARLSBAD SURPLUS LINE BROKER AFFIDAVIT Broker Name: Address: City/State/Zip: Date: Project Name: Type of Insurance: I certify chat is &e Broker of Record for ("Contraaof) who is required to provide insurance under the spedicarions of rhe above conuacr, I furrher cerdfy char as Broker of Record for Contractor, I have contacted the insurance companies listed bdow, all of whom meet the Civs requirements inchded'in Resolution No. rind all of whom have refused ro write the required policy due ro the rype of risk involved insurance Carrier: Name of Contact: iudxcss: Dare: Reason for Refusal: i3esr's Rating Listed by Scace Insurance Commissioner (Yes/No) Insurance Caniu: Name of Concact: Address: Date: Reason for Refusal: Beds Raring Listed by State [nsurance Comphsioncr (Yes/No) ,J 0 F? 0 m 7 m" 0 N 0 0 0 7 0 0 t 7 0 0 -i 0 0 co 0 0 a 0 0 d 0 0 c\1 0 cn S 0 cp 0 E u 0 z 0 u a, .- -Id E a f ? Q T- o 3, 3, 3, r 0 0 Lo 0 T- c 8 r 0 Q, Q, Q, 7 U a, Y u a, r 0 0 W - a- - Children’s Services Division Monthly Report September 1999 Even though the library was only open for 5 days in September, the chldren’s division answered over 1,000 reference questions and presented 11 programs as part of the library’s Grand Opening Week celebration. Circulation for the month topped 7,000. Internet registration and usage was well over 100. Most programs attracted more than 100 people, and many shows had attendance of over 200. Grand Opening Week activities attracted almost 2,000 children and adults to the library in September. Programs included a professional puppet show, 2 sing a-long programs, 2 animal programs, an educational science show, a bubble demonstration, storytelling, and an author talk and book signing. Craig Newton and Mr. Dave provided music with 2 sing a-long programs. Mr. Newton presented a show of historical songs, and Mr. Dave treated his audience to a show of childhood favorites. - Bubble Mania had the honor of drawing the largest crowd to our new Multipurpose Room, with over 100 people being turned away from seeing a demonstration of bubble making art. Marilyn McPhie told stories and used props to involve pre-schoolers in a wonderfid hour of storytelling fun. She loved our new microphone headset that allowed her to use her expressive hands while spinning her tales, yet still be heard in the back of the room. Two animal shows drew impressive crowds. Darwin brought reptiles, including a huge python, a beautiful lizard and a turtle and Hany Schlitz of Mountain Mushers enlightened all us sun worshippers about the art of dog sleddmg. Special thanks is due to Star and Mary, 2 of Harry’s team, for being such good sports and putting up with the petting and adoration of over 100 patrons and staff. Mary and Star particularly enjoyed stretching their legs in the children’s garden after the long ride in their cages from Lake c- Arrowhead. Theodore Taylor, author of The Cay and The Trouble with Tuck, gave a lecture in the Auditorium and afterwards signed books and interacted with - ; patrons in the courtyard. OCT-18-1999 15:31 Octokr 18,1999 rt .*----* R1.X .v CITY OF CRRLSBRD . -- Mayor Bud Lewis City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, CA 920084983 RE: Donation to the New City library for Children's books Dear Mayor Lewis: In a recent Union Tribune arbcle regarding a potential shortage of children's books a the new library, Western Padfic Housing would like to contribute to the library fund to he p in the purchase new books. As a local business, Western Pacific Housing prides itself on being an involved community member and a responsible corporate citizen of this City. As a buitder of 3ver several hundred homes within the City, it is also good business to help build a first cl ~SB pubiic faulity as you have done with the new library. And as a father of three girls a! es 8. 6, and 3. i believe that providing educational resources to our children is vital to 01 r future. Western Pacific Housing would like to make a donation of $5,000.00 to the Library F Jnd. Please let me know at your convenience how best to facilitate a donation. Cc: Lance M. Waite, President WPH Ray Patchctt, City Manager Or. ClFf Lange, Library Director John Quartarone, Children's Librarian Agnes Roletti, Union Tribune