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HomeMy WebLinkAbout2002-12-18; Library Board of Trustees; MinutesMINUTES MEETING OF: DATE OF MEETING: December 18,2002 TIME OF MEETING: 4:OO PM PLACE OF MEETING: LIBRARY BOARD OF TRUSTEES Georgina Cole Library Community Room 1250 Carlsbad Village Drive CALL TO ORDER: Chairman Jerry Tarman called the meeting to order at 4:OO PM. ROLL CALL: Present: Library Board Trustees Gleason Huss, Kamenjarin, Page, Swette, and Tarman Absent: None Also Present: Cliff Lange, Library Director Geoff Armour, Assistant Library Director Heather Pizzuto, Principal Librarian, Dove Lane Chris Holt, Principal Librarian, Cole Carolyn Hoard, NSDCGS Liaison Arthur Wood, Friends of the Library Liaison Anne Sypien, League of Women Voters Obse,rver Bill Richmond, Media Services Specialist F APPROVAL OF MINUTES: The minutes of the meeting held October 16, 2002 were approved as submitted. MONTHLY LIBRARY DIVISION HEADS REPORTS: Monthly library division reports were read. There were no comments from the Board on these reports. M ED I A S E RVlC ES P RE SE NTATlO N : Media Services Specialist Bill Richmond had a composite tape containing clips from various programs scheduled in the auditorium that Media had videotaped. He also had a statistical analysis of the use of the facility, which was presented to the Board in a handout, as well as a current calendar of up-coming events. He explained the various ,- .- Library Board of Trustees Page 2 Minutes of December 18,2002 Meeting types of events held in the facility, library-sponsored as well as non-library-sponsored. He explained the difference between the two, and also handed out a packet of the process currently in use. He reviewed some of the services that Media offers, such as audio and video recording of the events, and cablecasts with Adelphia cable TV. Trustee Tarman asked Mr. Richmond how the public was accepting the policy that the Library Board and City Council had adopted, and if there had been any complaints. Mr. Richmond responded that there have been very few complaints. Trustee Tarman then asked if a group could book the Meeting Room or the Auditorium for an entire year, and Mr. Richmond replied that the public is only allowed to reserve the facilities six months in advance, while City departments including the library are able to book on the calendar for a longer period of time. The library maintains a priority use because the purpose of the rooms was for library programs, and it has not been a problem. Trustee Page asked for clarification, stating it was her understanding that the policy approved by the Library Board stated that no one organization could book the facility on a monthly basis. Mr. Richmond responded that he would check the policy to be sure that Media was in fact following what the Board had established. Trustee Kamenjarin asked Mr. Richmond if there was any consideration of changing the requirement for booking, to allow someone to book fewer than 30 days in advance. Mr. Richmond responded that we have actually handled bookings 10 days in advance when there is available space. Trustee Kamenjarin asked if the cancellation rate had been better. At the last report, there had been a 20-25% cancellation rate that was directly related to block bookings. Mr. Richmond responded that the block bookings for the most part were City and library functions, and as both have become accustomed to the calendar and planning of events in advance, the cancellation rate is in the decline. CENTRO de INFORMACION: Library Director Lange reported to the Board that there had been no response from the Council on the second letter with regard to extended hours of the facility, but that a larger issue at this time was the ultimate location for the Centro. The proposed park development was on the Council agenda on Tuesday night. The Council reiterated the statement they made at the workshops that Centro would not be a part of the park, but their intent was to keep the Centro in the neighborhood. Staff is looking at possible interim as well as permanent locations for the facility and City Council will probably task the staff to find a location for Centro. The park proposal at the Council meeting was sent back to staff for some changes. Actual park development is probably at least two years away. Holiday Park was suggested as a possible site for the Centro. c Library Trustee Page asked if there was a building currently at Holiday Park that the Centro could use, and Library Director Lange responded that there were several buildings currently being used by Recreation. P Library Board of Trustees Page 3 Minutes of December 18, 2002 Meeting Trustee Page also asked about the Community Learning Center concept being discussed by the Friends of the Library and the Carlsbad Library Foundation, and if the Harding Center was a possible location. Library Director Lange commented that the Community Learning Center was still a concept of those two organizations that had not been presented to either the City Manager or the City Council for consideration. Although the Harding Center would provide adequate space for such a facility, currently the Harding Center has rooms for classes, and the Pine Park facility will not entirely replace these rooms which are necessary for some of the recreation classes. It is therefore probably not up for consideration for use by the Centro. Trustee Tarman asked if the Centro could remain at its current location for the next two years. Assistant Library Director Armour responded that it probably could not. The modular could remain in place until the start of construction, which may be within the next 18 months. Assistant Library Director Armour serves on the City park planning team that is looking at the park development, and said there is still a lot of work to be done in park planning. At this point there is no idea what that planning team would suggest, if asked where to move the Centro. Trustee Kamenjarin commented that Holiday Park is not actually within the neighborhood, and Assistant Library Director Armour pointed out that it is considered a Hispanic gathering place by most of the members of the barrio community. Trustee Kamenjarin then asked if the Harding Center was totally out of the question. Library Director Lange responded that it was, at least for the next few years. If the recreation staff moved out of the office space it might be possible for the Centro to take over that area, but the two larger auditorium-type rooms would be retained by Recreation for their classes. If the Recreation staff does vacate the office space, it will be at least a year from now. - Trustee Tarman asked about the possibility of Centro using the Oak Street facility. Assistant Library Director Armour reported that construction of the City’s new public works building is some time off in the future, so the streets division will still be using the Oak Street facility for some time. Trustee Page asked if there had been any calls or repercussions from a recent article by Barbara Brill in the North County Times. Library Director Lange said they had received only one letter. Assistant Library Director Armour reported that the final plans for Pine Park are months away. On Tuesday night the Council did not accept the plan as submitted and sent staff back to make several changes. They wanted to eliminate the skateboard park, to redesign the building, and several other items. At this point there was no set date for when they would return to the City Council with the revisions. - - Library Board of Trustees Page 4 Minutes of December 18,2002 Meeting LIBRARY WORKFORCE SUCCESSION PLANNING: Library Director Lange reported that library administration had met with a personnel consultant for a half-day session, looked over his suggestions and determined that they were not satisfactory. The administrative staff decided to approach the issue from a different angle, more as a part of the strategic planning process rather than a personnel process, but with the help and support of the City’s Human Resource Department. There is no City mandated retirement date, however the Library Director, the Assistant Library Director and the Principal Librarian at the Cole Library are all within retirement age, which is the driving force behind the succession planning. REPORT ON THE CALIFORNIA LIBRARY ASSOCIATION CONFERENCE IN SACRAMENTO, NOVEMBER 15-18,2002 Library Director Lange reported that six library staff members attended the conference this year, and he rated it one of the best ones they have had in many years, especially with relation to the quality of the general session speakers. After their return, the six who attended the conference hosted two brown-bag sessions for library staff that were interested in what they had learned, attended by a total of 25 staff members. Next year’s conference is scheduled for Ontario. Library Director Lange anticipates we will have more staff members attending one-day sessions. I REPORT ON FACILITY MAINTENANCE PROJECTS Assistant Library Director Armour called the attention of the Board to the facility maintenance projects list that was attached to the packet, as well as recommended security upgrades from the Baron Center, He was pleased to announce that work orders for all of the suggestions had been submitted to Facilities Maintenance. The security keypad on the rear staff entrance door to the library had been installed. They were looking at installation of silent alarms and panic buttons at some of the public desks. The issues with landscaping at both the Carlsbad City Library on Dove Lane and the Cole Library were being addressed next month by the city landscape design person, who would suggest some improvements and changes. He was happy to report that the on-going problem with the leak in the skylight over the Gallery has been repaired. During recent rains there were no leaks. Lastlly, the Teen Area is being finalized. The shelving is due to be installed within the week for our new YA area. Also an accordion door has been installed in the Children’s area to close off the alcove for small programs, and is working perfectly. - rc Library Board of Trustees Page 5 Minutes of December 18,2002 Meeting DIRECTOR'S RE PORT : State Budget - Library Director Lange reported on the recent information received from CLA about the governor's proposed budget cuts to The Public Library Fund. These grant funds have already been cut in the budget for the past year, and if what he is proposing is approved by the legislature, there will be a 72% cut from what we received last year. Library Director Lange continued that these cuts have a devastating impact on the Serra Cooperative Library System as well as the Library of California Tierra del Sol Network. At a recent meeting of the Serra Board, they managed to cut $20,000 from the current year's operating budget. Tierra del Sol has already experienced an 80% cut in budget. He continued that the governor has told the State Library that their budget for the next year needs to be 20% below this year's budget. The future of the Serra System and the Tierra del Sol Network is very uncertain at this time. New Library Employees - Library Director Lange reported that at the January meeting the Board would have an opportunity to meet the new reference librarian, the new children's librarian, and the new management assistant, who would all be on board. Grant application - Library Director Lange reported that Joe Matthews was applying for a grant to do special outcome measurements for libraries. There are four or five other libraries in the area that will be involved in the two-year project. The City of Carlsbad will act as fiscal agent for the grant. If the grant is awarded, the process will begin in October of 2003. - Proposed Homework Center - Library Director Lange reported that the volunteer coordinator at the Cole Library has a project proposal for next year, which would involve volunteer tutors, high school students who would come in and tutor children within the library. This would help satisfy the community service requirement for students at the high school. The Director will arrange for the volunteer coordinator to present her suggested program to the Board at a future meeting. Principal Librarian Pizzuto said that there would be a combination of both high school students as well as adult volunteers to work within the homework center. SIRS1 Update - Library Director Lange reported that there is still no response. The contract is still sitting with SIRS1 at this point in time. The goal was to get it on the January 21" Council Agenda. If it is not back in time for that, the next available date would be February qth. Current negotiations are about the indemnification clause. The legal departments of the City and SIRS1 are battling out the final contract. FRIENDS OF THE LIBRARY: rc Friends Liaison Arthur Wood reported for the Friends that the silent auction had been held at the Carlsbad City Library on Dove Lane in November. They had a net profit of i- Library Board of Trustees Page 6 Minutes of December 18,2002 Meeting $3,000 for that event. The Friends have decided to hold two silent auctions a year, and one book sale on the green. They were pleased to note that the Friends had donated the money for the new piano, which has already been purchased and placed in the Cole Community Room. The Book Store sales are moving along. They are averaging $275 per day currently in sales at the bookstore. GENEALOGICAL SOCIETY: Liaison Carolyn Hoard reported that the Society made $2,000 at the October seminar. She invited the Library Board to attend the holiday luncheon and office installation in December. She also relayed a message from the previous liaison, Bee Koons, expressing her appreciation for having been able to serve the Board. PUBLIC COMMENT: No public was in attendance. ADJOURNMENT: /-- By proper motion, the meeting was adjourned at 520 PM Respectfully submitted, &&w Cissie Sex n Administrative Secretary