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HomeMy WebLinkAbout2003-03-26; Library Board of Trustees; MinutesApproved: y- /c- 03 Corrected MINUTES MEETING OF: DATE OF MEETING: March 26,2003 TIME OF MEETING: 4:OO PM PLACE OF MEETING: LIBRARY BOARD OF TRUSTEES Library Board Room - 1775 Dove Lane 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 Dawn Tacker, Library Management Assistant Carolyn Hoard, NSDCGS Liaison Arthur Wood, Friends of the Library Liaison Anne Sypien, League of Women Voters Observer APPROVAL OF MINUTES: The minutes of the December 18,2002 and January 15,2003 meetings were approved with corrections. MONTHLY LIBRARY DIVISION HEADS REPORTS: Trustee Gleason Huss asked for an explanation of the reference to recruitments in Circulation due to some employees "exhausting the maximum hours they are able to work. Library Director Lange explained that our hourly staff are limited to 1,000 hours per fiscal year in the City's contract with Pers. Trustee Tarman noted that in the February Adult Learning Program report reference was made to the $10,000 received by Oceanside Library Literacy program from the San Diego Union partnership. He asked if Carlsbad was going to participate in that program. - Library Board of Trustees Minutes of March 26, 2003 Meeting Page 2 - Library Director Lange responded that the Carlsbad Library Foundation has been working with the San Diego Union to enroll the Adult Learning Program as the Carlsbad partner agency in their Community Focus program. The trustees questioned the statistics report and the significant jump in some areas, specifically programs and circulation at the Centro. Library Director Lange explained that there are more programs including the book clubs and that circulation at the Centro has increased since the move to the new facility. In addition, since the remodel and relocation of the teen area at the Dove Lane location and with the enthusiasm of Librarian Darin Williamson, there has been a substantial increase in the number of young adults taking part. Trustee Kamenjarin asked for an update on the Homework Zone program and Library Director Lange responded that the program has been initiated and we have already had some participants. Trustee Kamenjarin had some questions about the off-site storage facility and the materials being removed. - Library Director Lange explained that the City would be using the small building located on the old Farmer’s Insurance site as storage instead of leasing space. Assistant Library Director Armour explained that there are three categories of materials in storage now: local history materials, genealogy materials, and fiction. Library staff is weeding the old fiction and moving genealogy materials to the collection at Cole, as space will permit. Most of the library storage items are furniture and shelving. Trustee Kamenjarin commented on the improved appearance of the Children’s Garden at Dove Lane and Library Director Lange responded that the City has a new landscape contractor. Trustee Swette asked about the outcome on the marketing research on outreach to the senior population and the Homebound Program. Library Director Lange responded that the Friends of the Library were doing the research and that they have plenty of volunteers to deliver library materials to the homebound but have not been very successful in getting participants. Friends of the Library Liaison Arthur Wood responded that the Friends had been to several retirement homes in the area but the seniors are not interested in reading or having someone read to them. They seem to be satisfied with watching television. Library Board of Trustees Minutes of March 26, 2003 Meetinn Page 3 2003-2004 LIBRARY BUDGET: Library Director Lange reported that the proposed budget has been submitted and is now under review by the City Manager and Leadership Team. He referenced the guidelines provided by the City for budget preparation that asked for a “hold the line” approach that allowed a 2% increase in the block budget but included no additional positions and asked for careful evaluation before filling any vacancies. Library Director Lange praised the work of library Management Assistant Dawn Tacker and Accounting Technician Pam Strojny for their monumental efforts in preparing the budget, meeting all the budget deadlines, and complying with the City’s policies. The Library is in very good shape for the next year and we do not anticipate having to make any cuts in personnel or services. He turned the floor over to Management Assistant Tacker who distributed a budget summary sheet broken out by division. She reviewed the changes and pointed out the reduction in capital outlay. She also explained that the CCEA just negotiated a new contract with the City which included a 3% raise for all general employees and that the PERS costs increased for the retirement package making a sizable increase in personnel expenses. Trustee Kamenjarin asked for an explanation of “capital outlay” in this budget and Ms. Tacker responded that any expense which is over $1,000.00. This year’s capital outlay includes the tackable wall surface for the teen area and in the auditorium, a new video robotics system, curtain and lectern. 7 Trustee Kamenjarin asked about the materials budget and she explained it was included in the M&O figures. Basically the budget is comprised of Personnel, M&O and Capital outlay. Trustee Swette asked about the possible savings as shown in the estimated actuals and Ms. Tacker explained these funds would remain in the Library reserve fund which would allow the library to meet as yet unknown expenses in connection with the SIRS1 installation and any other unexpected expenses. There was a discussion over the impact the State budget might have on the City as well as the Library and Library Director Lange explained we probably have about a year before we will know the extent of the impact. Ms. Tacker reviewed the specific division changes and answered questions from the Trustees. - By proper motion and vote the Board approved the proposed budget unanimously. Library Board of Trustees Minutes of March 26, 2003 Meeting Page 4 - CALTAC WORKSHOP REPORT: Trustee Tarman reported that he, Library Director Lange and Trustee Page all attended the CALTAC workshop in Glendora earlier in the month along with about 120 attendees from across the State. Trustee Tarman commented that he had not had the opportunity to hear the State Librarian Kevin Starr and enjoyed his presentation the most. His presentation was very upbeat and focused on staying positive during these challenging times with the budget deficit. Trustee Page found it very interesting to hear presentations from three different types of Library Boards, especially the presentation by Riverside and their full time fundraiser. The Newport Library Board reported on a joint youth library project with one of the schools. She also reported that the Carlsbad delegation were the only attendees from San Diego County. Library Director Lange agreed with her assessment of the three presenters, that Riverside was the best. He was most interested in their Library staff person who was the development officer and responsible for grant writing and fund raising while serving as the Executive Director of their foundation. DIRECTOR’S REPORT: CDBG Money - Library Director Lange referenced the agenda bill from last night’s City Council meeting which contained among the recommendations from staff, that these funds be used for the Centro. The total amount is nearly $700,000 and was returned by the Boys and Girls Club and the Join Hands - Save a Life group who cannot meet the requirements to use their awards within the required time. Although there was a motion to use the money for the Centro, the vote was tied, 2-2, with one council member absent. Council asked that it be brought back at the next meeting when all five council members would be present to vote. There was much discussion over actions the Board might take to request the awarding of the money for the Centro facility, to include a formal motion and vote for minute order requesting the funds. As this item was not on the published agenda, the formal motion and vote was not appropriate; however, it would not prevent Trustee Tarman from sending a letter to the Mayor and City Council Members requesting the CDBG funds for the Centro facility. SIRSI- The contract for the new automated system was approved on the City Council agenda on March 4‘h and the Library has received the schedule with plans to “go live” on October 29, 2003. - Adult Learning Program - The annual celebration was last Sunday afternoon at the Senior Center with three Board members attending. Library Board of Trustees Minutes of March 26, 2003 Meeting Page 5 State Budnet Impact - The governor has zeroed out the funds for the TBR in his proposed budget, which represents about a $12,000,000 item in the State Library budget. If it passes, we would no longer get reimbursement for services provided to non-residents. The governor's recommendation was for the libraries to charge all non- residents $1 .OO per book checked out. The California Library Association Lobbyist had drafted a letter explaining the impact of this action and the Director distributed copies to everyone present. Although there is a State Law that prevents the library from charging residents, we could restrict non-residents to in-house usage only. About 40% of the Library's circulation is to non-residents, which generates close to $300,000 in revenue from the TBR. The governor has also zeroed out all funding for the Library of California leaving each of the Regional Networks without funding. The local network, Tierra del Sol, has laid off the paid employees and placed all the furniture and equipment into storage for the time being. Trustee Tarman asked if the Board could write letters to the legislators in support of funding for the TBR and NSDCGS liaison Carolyn Hoard offered to take a copy of the letter to paraphrase back to their members for a Ietter-writing campaign as the majority of the members who use the Cole Library are non-residents. State Library Tuition Reimbursement Program - The Library is requesting from City Council approval to apply for these funds on behalf of at least two of our employees. .. - An eligible-Library has to apply for the funds on behalf of library employees who are also in library school. Manaqement Goals - All City management employees are required to have two or three goals each year and this year they have tried to have library staff assigned to goals that pertain to the library and not other City departments and projects. One of the proposed goals is to revisit the strategic plan and develop a strategic staffing plan taking into consideration the new software and automated system and new technology which automates certain functions reducing staff requirements. The other library goal relates to security of both the building and people. The Baron Center visited all the library locations and made recommendations for processes and procedures as well as the safety of the buildings. The goal focuses on implementing the recommendations contained in that security audit. Staff Promotion - Carol Tico was promoted to a management position due to the increased scope of responsibility and work since the library opened on Dove Lane. Her new title is Community Program Coordinator. I Library Board of Trustees Minutes of March 26,2003 Meeting Page 6 - Librarv Fines and Fees Increases - At the next Library Board meeting staff will present recommendations for increased fees and fines for approval in accordance with the City’s move towards revenue enhancements. Many of the surrounding libraries have already raised their fines and we have not increased our fees for probably twenty years . The Board will also be asked to review the fees for the meeting room and auditorium as well as the current scale does not recoup our operating costs. We also need to bring our fees into alignment with those charged by Recreation for their meeting rooms and facilities. City’s Learning Conference - The Conference was held last Monday night and all day Tuesday and Wednesday and involved over 150 people representing the various boards and commissions as well as community leaders and staff. The conference was an effort on the part of the City to open up the process of the future of Carlsbad to the residents. Using break-out groups and flip charts they discussed such issues as what is a civic center and where should it be, do we want to relocate City Hall to the Farmer’s building, how do we build community, etc. The conference was videotaped and will be condensed to a 30-minute tape. FRIENDS OF THE LIBRARY: Liaison Arthur Wood reported that the Friends have a balance of $172,000 and the book auction from November grossed $3,483. He reported that the bookstore grossed over $43,000 in the last six months and the bookshelf at the Cole brought in $4,200. Their membership is up to 450 and the next silent auction is scheduled for July 18-20 at the CCL on Dove Lane, followed by the final one for the year on November 21-23. They have decided not to have a book sale on the green this year due to insufficient stock, as sales at the bookstore and at Cole are moving so fast they don’t have any backlog. The Friends sponsored two programs last month, the Richard Lederer program and the Tolkien presentation, both of which were well received. The nominating committee is preparing for the coming elections and also a committee is busy planning the annual meeting which promises to be more interesting than in previous years. They are incorporating a tour of the gallery and a movie, “Fahrenheit 451” as well as dinner. The date for that event is June 25‘h. GENEALOGICAL SOCl ETY: Liaison Carolyn Hoard announced that they have initiated a coffee hour preceding each of their meetings and programs this month focused on census research on the Internet and research in England and Wales. They held their “duplicates periodicals and books” sale, which brought in $535.00. The annual yard sale is scheduled for April 5* from 9AM - 3PM at Cole and April programs include electronic sources at the Carlsbad - Library Board of Trustees Minutes of March 26, 2003 Meeting Page 7 - Library and Dr. Stephen Baird will speak on “The Seven Daughters of Eve - Mitochondrial Evidence”. PUBLIC COMMENT: None present. ADJOURNMENT: By proper motion, the meeting was adjourned at 544 PM. Respectfully submitted, Cissie Sext6n Administrative Secretary I