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HomeMy WebLinkAbout2001-03-21; Library Board of Trustees; MinutesI I ITEM # 2 I MINUTES MEETING OF: DATE OF MEETING: March 21,2001 TIME OF MEETING: 4:OO PM PLACE OF MEETING: LIBRARY BOARD OF TRUSTEES Library Board Room - 1775 Dove Lane CALL TO ORDER: Board Chair Bill Kamenjarin called the meeting to order at 4:02 PM. ROLL CALL: Present: Library Board Trustees, Baron, Gleason Huss, Kamenjarin, Page and Tarman. Absent: None r Also Present: Cliff Lange, Library Director Geoff Armour, Assistant Library Director Heather Pizzuto, Principal Librarian, Dove Lane Chris Holt, Principal Librarian, Cole Library Dana Hartshorn, Library Senior Management Analyst Bee Koons, NSDCGS Liaison Steve MacPherson, Friends of the Library Liaison APPROVAL OF MINUTES: The minutes of the February 21, 2001 meeting were approved as submitted. MONTHLY LIBRARY DIVISION HEADS REPORTS: Trustee Gleason Huss asked if the handicapped accessibility issues had been solved at the Adult Learning location and was told by the Library Director that the issue had been referred to the City’s Facilities Maintenance Division for consideration. Assistant Library Director Armour explained that the Adult Learning Program leases the spaces and that the City is not readily inclined to invest in the refurbishing or retrofitting of the facilities in privately owned property. r 7 Library Board of Trustees Page 2 Minutes of March 21, 2001 Meeting Chair Kamenjarin asked if the Children’s Librarian for the Cole Library had been selected yet, and Library Director Lange announced that Suzanne Smithson, who was acting in that capacity since it became vacant, had applied for the position and was selected over the other candidates. Trustee Gleason Huss asked for information on the “Experience Carlsbad” reference in the Public Services report and Principal Librarian Pizzuto explained the origin and purpose of the program. Trustee Page asked if the heat (or lack thereof) problem had been solved at the Centro and Assistant Library Director Armour responded that Facilities Maintenance is working on providing suitable wiring in order to operate more space heaters. He said they are considering this as a priority project. Trustee Gleason Huss commented that she is always so impressed with all the wonderful programs being provided by the library facilities, and a little jealous, especially when she compares them to what was available at the library when she was a child. ..-- Library Director Lange reported that he had just received an update on the heating and air conditioning replacement for the Adult Learning Program spaces. The contractor has secured the permit for the work, and that permit is only good for five days so the new system should be in place within a week. PROPOSED 2001-2001 BUDGET: Library Director Lange referred to the documents contained in the agenda packet and asked Senior Management Analyst Hartshorn to walk them through them. She explained the new process for this next year, named expenditure control budgeting, which gives the department more freedom to manage their operating funds and roll any savings into the next year’s budget. She pointed out the Summary of Significant changes which requests permission to exchange some part time (FTE’s) for permanent full time positions. Those positions are: a Senior Librarian for Genealogy; an Office Specialist II for Media; two % time Library Techs for Circulation at the Dove Lane location; a Librarian I for Reference at Dove Lane. Trustee Baron asked for clarification on the “savings” within the budget and Senior Management Analyst Hartshorn told her the savings were within the Departmental Budget (Library), not the individual Divisions within the Department, and that the library had set up the chart of accounts to have the savings collect within one specific line item in the Administration budget. Library Director Lange explained that purchases made from the “savings” would be determined on benefits to the library overall in lieu of individual division decisions. r F Library Board of Trustees Page 3 Minutes of March 21, 2001 Meeting Chair Kamenjarin had questions regarding the M&O category since some of the line items are less next year and Senior Management Analyst Hartshorn explained that the category includes conference travel, supplies and almost everything except personnel. The reduction in expenses for Centro probably meant they had decided not to attend one of the conferences this year. Trustee Page asked about the reduction in the budget for the Historic Preservation Commission and Assistant Library Director Armour explained their current budget includes additional funds for the development of the brochure for the Historic Tour, and they have no special project scheduled for next year that would require additional funding. The preliminary budget for 200d-2002 was unanimously approved by proper motion and vote. STRATEGIC PLAN UPDATE: Library Director Lange announced that the March 2gth date was being canceled, as the data from the analysis of the survey documents was not ready. The first session will be held on April 24th and the second session will be scheduled for sometime in May, depending on the availability of the consultant. Trustee Gleason Huss and Trustee Page had volunteered to attend to represent the Library Board; however, the change in dates may prohibit Trustee Page from attending both sessions. r VOLUNTEER APPRECIATION EVENT: Principal Librarian Chris Holt reported that she and Principal Librarian Heather Pizzuto were busy planning a volunteer appreciation event to be held during National Volunteer Week. The date for the tea is April 26th from 3:OO PM to 500 PM at the Senior Center. Principal Librarian Pizzuto said they are in the process of developing a database containing the names of all those who serve the library in one capacity or another and invitations will be mailed the first week in April. The plans are to make this an annual event. RESULTS OF ERGONOMIC STUDY OF REFERENCE DESK AT DOVE LANE: Principal Librarian Heather Pizzuto reported that we have received the report from Marsh Risk Insurance Company following a two-day study of the desk and staff operations. She said the findings and recommendations range from minor solutions such as adjustable monitors and keyboards, cordless telephones and storage cabinets mounted directly underneath the counter, to very extreme measures such as structurally changing the desk, reducing the height of the desk or raising the floor inside the desk area. r- - Library Board of Trustees Page 4 Minutes of March 21, 2001 Meeting She continued that the next step would be to discuss the findings with the Reference staff and also to ask for recommendations from the firm which combination of solutions would best alleviate the problems. Chair Kamenjarin asked if these difficulties were being experienced at both libraries and was told that the desk at the Cole is a different design, and we have had no reports of any problems of this nature. Chair Kamenjarin asked if there had been any Workers Compensation claims submitted as a result of injury from working the desk and was told that there have been two, one related to neck and back injury and one for carpel tunnel. Trustee Tarman asked if there were similar problems with the Information Desk downstairs and was told that it is a sitting height and no problems have been encountered. FISH VIDEO: - At the request of one of the trustees at last month’s board meeting, Library Director Lange had arranged for a viewing of the Fish video which is used in the Investment in Excellence Program as well as the Experience Carlsbad Customer Service training. DIRECTOR’S REPORT: Cole Libraw Update - Library Director Lange asked Principal Librarian Holt to bring the Board up to date on the project. She reported that they anticipate being able to open the East doors again on April 16th, which is exactly one year from the grand opening of the Cole Library after the interior remodel. The hardscape is almost completed and most of the larger trees are in place. She said they anticipate the project completion by the end of April and was pleased to report that the circulation figures for the Cole had not been adversely affected by all the construction and inconvenience . “Winston and FDR” - Library Director Lange reported that The Carlsbad Library Foundation is sponsoring three performances of the play written by local columnist Tom Morrow and scheduled for April 27‘h , 2gth and 2gth.The Friday night premiere will be preceded by a wine and hors d’oeuvres reception hosted by Four Seasons/Aviara Resort and tickets for that event are $25.00. The Saturday night performance and Sunday Matinee tickets are $10 each. f 7 Library Board of Trustees Page 5 Minutes of March 21, 2001 Meeting FRIENDS OF THE LIBRARY: Friend’s of the Library liaison Steve MacPherson reported that the Spring Book Sale is scheduled for May 19, 2001 on the lawn at the Cole Library and they are planning to hold another Silent Auction on July 14‘h and 1 5‘h, also up at the Cole. He also reported that at the last Board Meeting the Friend’s were requested to fund the publication of a Fiftieth Anniversary pictorial book of Carlsbad. The project is still under consideration but as a joint project and will be discussed at the next Board Meeting. GENEALOGICAL SOCl ETY: NSDCGS liaison Bee Koons reported that her article had been published and included information about the library as well as the genealogy classes offered. She has a small junior class now but plans to hold a weeklong one in June. She has been asked to give a speech to the San Diego Genealogical Society about the junior classes as they are considering initiating a similar program further south. The Society’s yard sale is scheduled for May 6, 2001 at the Cole Library. r. PUBLIC COMMENT: NONE LIBRARY BOARD COMMENTS: NONE ADJOURNMENT: By proper motion, the meeting was adjourned at 519 PM. Respectfully supmitted, \ Cissie jdexton Administrative Secretary