HomeMy WebLinkAbout2004-03-17; Library Board of Trustees; Minutes~ I ITEM # 2
MINUTES
MEETING OF:
DATE OF MEETING: March 17,2004
TIME OF MEETING: 4:OO PM
PLACE OF MEETING:
LIBRARY BOARD OF TRUSTEES
Library Board Room - 1775 Dove Lane
~ ~ ~~~~~
CALL TO ORDER:
Chair Laurie Page called the meeting to order at 4:18 PM.
ROLL CALL:
Present: Library Board Trustees, Gleason Huss , Page, and Swette
Absent: Trustee Kamenjarin and Tarman
Also Present: Cliff Lange, Library Director
Vicki Countreman, Friends of the Library Liaison
Carolyn Hoard, NSDCGS
Gerry Williams, League of Women Voters observer
APPROVAL OF MINUTES:
The minutes were corrected to read the meeting was adjourned at 553 PM and
approved as corrected.
Board Chair Laurie Page acknowledged the request to speak from Mr. Jay Schneider,
on a matter not on the agenda and with board approval moved item #I3 (Public
Comment) forward on the agenda to allow Mr. Schneider to address the board.
Mr. Schneider’s comments were directed towards the current Library Policy and
Procedures for Public Access Computers. The Board listened to his position and Chair
Page advised Mr. Schneider that the Brown Act prohibited the Board to discuss
anything not on the agenda. Library Director Lange promised to address the specific
questions about the origination and approval of the current policy and procedures, in a
letter. Additionally, Mr. Schneider was advised that if he wished to return and discuss
the matter with the Board, we would be happy to include it on the agenda for a future
meeting.
(A transcription of Mr. Schneider’s remarks to the Board is attached to these minutes.)
Library Board of Trustees
Minutes of March 17, 2004 Meeting
Page 2
LIBRARY REPORT AND STATISTICS:
Chair Page asked if the recently hired librarian for the Children’s Division at the Dove
Lane location had worked for the library before and Library Director Lange confirmed
that Barbara Chung was previously a part time employee.
Both Trustees Page and Gleason Huss thanked the Friends of the Library for the
wonderful stage lighting that has been installed in the Community Room at Cole.
Chair Page then asked for an update on the HVAC system at Cole and the possible
closing of the facility for two months in order to replace it.
Library Director Lange reported that the firm that was hired to do the analysis of the
current system and make recommendations for replacing it has indicated that it will be
quite involved. It will be necessary for them to tear into the building to remove what is
there and there are issues involving security and liability if the work was done with the
public and staff in the building, as well as prolonging the job if the contractor was
required to work around people in the building. He continued that we do not have the
final report yet, and there is a possibility that the Community Room could be used to
provide limited services the way we did during the remodel of the Cole.
Chair Page asked when, what month, would we close the library for the project as she
would not think of a “good time” to close the library.
Library Director Lange said it was not clear at this point when the work might be done.
It will depend on the recommendations in the report and also where the City will find the
money, probably in the 2005-06 budget. He added that the library was hoping the
money for the system would come out of the facilities money set aside for infrastructure
replacements. In the meantime, facilities has hired a contractor to see if they can
replace some of the existing stationary windows with those that can be opened to at
least allow for some air circulation.
The Board asked when the report is due and if there were any preliminary estimates on
cost. Library Director Lange said he believed the final report was due some time in May
or June but that Facilities is in charge of the project.
Chair Page pointed out that it would have been easier to replace the system at the time
the Cole was closed for the remodel and Library Director Lange acknowledged that it
was a consideration but the City decided not to spend the money at that time and take
the chance that the system would last until they replace the building.
Trustee Swette expressed concern over the approaching summer heat and the Summer
Reading Program participants, patrons in the upstairs collection area and staff in the
offices upstairs.
PROPOSED LIBRARY BUDGET FOR 2004-05
Chair Page asked if this was the appropriate time to read the e-mail from Trustee
Kamenjarin into the minutes.
Library Director Lange responded that he had also received the e-mail that expressed
Trustee Kamenjarin’s position on the proposed cuts to the acquisitions budget for 2004-
05, but the budget before the board today does not include any cuts in acquisition
funds.
Library Director Lange explained the budget process this year and the Management
Goal team working on the City’s five-year budget forecast. The proposed cut in the
acquisitions budget was part of the exercise of the goal team and that in the final
preparation of the actual budget we were able to find other areas to make the cuts and
left the materials budget basically unchanged. The proposed budget submitted for
approval to the Leadership Team is essentially a “hold the line” budget. We anticipate
the City Council will approve this budget in June, but should the State decide to take
more money from the City, it will probably be necessary to go back and make more
adjustments and cuts.
Trustee Gleason Huss mentioned the recent news that the City of Oceanside has
decided to close down the city every other Friday, as do several other cities in the
county and she wondered if the City of Carlsbad is considering the same action. Library
Director Lange responded that as far as he knew there had been no serious discussion
about taking that kind of action. The City of Carlsbad is in very good shape compared
to our neighbors.
Trustee Swette asked about the endowment funds and the gifts and bequests money
the library receives each year and asked if the majority of the funds were used to
purchase materials. Library Director Lange said he was correct.
Chair Page asked about the capital projects in the budget, more computers at Cole,
curtains for the Schulman Auditorium and funding for the “Business Technology Plan”.
Library Director Lange explained these are proposed expenditures and not yet
approved. The computers are for additional catalog computers for patrons; the curtains
are needed for the auditorium to allow the performers to set up as the audience arrives,
instead of keeping the audience in a waiting line outside. The major item under capital
expenditures is the money to implement the “Business Technology Plan.” This is
needed to carry into action the goal for this year, the “Library Services and Staffing
Plan” goal. This would implement the reorganized staff as well as the technological
components, the setf-check machines, the RFlD technology and the PC Management
software.
Library Board of Trustees
Minutes of March 17,2004 Meeting
Page 4
Trustee Swette asked about expenses for moving the Centro and Adult Learning
Program to the new location and Library Director Lange responded that the CDBG
funds would be used for the move. He added that because we were not sure when the
move and merging of the two programs would occur, the budget was prepared as in
previous years.
By proper motion and vote the Library Board approved the proposed budget for 2004-05
as submitted.
LIBRARY STAFF SECURITY TRAINING
Library Director Lange announced that the library has schedule a half-day training
session on Tuesday, April 27‘h, for all library staff. The library facilities will be closed for
the morning that day. The library has been working on this project for a couple of years,
including a safety audit of all the facilities and is now focusing on training the staff to
deal with the public and potentially violent public. The training will include a video
presentation followed by some role-play involving members of the Carlsbad Police
Department. The Library Board was invited to participate.
LIBRARY REVENUE ENHANCEMENT PROPOSAL
Library Director Lange explained that one of the other goal teams this year was involved
in developing revenue enhancements for the City. There were a couple of suggestions
for the library, charging for the Internet access and a iirental’’ collection. Library staff
does not support charging for Internet access but is investigating the possibility of a
rental collection. An old idea, libraries have had rental collections for a long time. The
library would purchase the same number of books but a certain number would be put on
the shelf for the rental collection, first come, first served, at a rental fee of $2.
Chair Page asked if that meant $2 per day and Library Director Lange responded that it
would cover three weeks. She explained she had some experience with a rental
collection in Oregon where the fee was daily and that she felt the $2 for three weeks
wasn’t nearly enough. She suggested that the fee be a daily charge or increase the fee
but a shorter time.
The board discussed the pros and cons of a rental collection as well as various fees.
Library Director Lange explained that at this point it is only an idea and requires no
action by the Board.
PUBLIC LIBRARY FUND ALLOCATION
Library Director Lange noted that the Carlsbad allocation is only $40,000 this year
instead of $100,000 we received last year, and although the Governor did not
recommend cutting the funding in the budget, the legislative analyst is recommending
Library Board of Trustees
Minutes of March 17, 2004 Meeting Page 5
alternatives to his proposal, has recommended cutting it completely. Historically the
library has a lot of bipartisan support in the legislature and hopefully they will save the
funding.
THE LEARNING CENTER UPDATE
Library Director Lange explained that the City is still working on the acquisition of the
Girls Club property using the CDBG funds. The City's Economic Development
Manager, the Housing and Redevelopment Director and the City attorney's office are all
working on the project, and he anticipates we will meet the deadline for the funds.
DIRECTOR'S REPORT
Joan Frve Williams Workshop - On March 8'h the consultant was at the library for a
one-day workshop on the new technology and changes in library services.
Management Goals for next year - The implementation of the Library Technology is
one of the goals for next year as is the Learning Center project and the Library
Scorecard development, providing we get the grant funds.
Management Analyst position open - Dawn Tacker resigned to be a stay at home
Mom with her new baby. Human Resources has a current list of qualified candidates
and interest from one current City employee in a lateral transfer. Interviews are being
scheduled for the end of the month.
FRIENDS OF THE LIBRARY
Liaison Countreman advised there had been no meeting since the last Library Board
meeting and she had no report.
GENEALOGICAL SOCIETY
Liaison Hoard reminded everyone to check the newsletter that is now sent to each of
them and commented on the excellent program presented by Senior Librarian Mary Van
Orsdol on the new library catalog.
LIBRARY BOARD COMMENTS
Chair Pa e reported that she and Trustee Tarman attended the reception at City Hall on
March 2" prior to the demonstration of the new library catalog to the City Council. She
commented that in spite of what appeared to be technical difficulties, Principal Librarian
Heather Pizzuto did an outstanding job.
%
Library Board of Trustees
Minutes of March 17, 2004 Meeting
Page 6
Also, on Saturday, March 20th, the Daughters of the American Revolution will be hosting
a dedication and reception at the Cole library for the concrete bench recently donated.
PUBLIC COMMENT
Taken out of order.. ..see attached.
ADJOURNMENT:
By proper motion, the meeting was adjourned at 5:17 PM.
Respectfully submitted,
Cissie sex6n
Administrative Secretary
On March 17, 2004 Mr. Jay Schneider of 1749 Chestnut Avenue, Carlsbad attended the Library Board of
Trustees regular meeting and asked to address the Board regarding the Library Internet Monitoring policy.
Follows a literal transcription of his comments.
Hello, my name is Jay Schneider. I live at 1749 Chestnut Avenue near the Village and
the reason I am here and I appreciate your bringing it up although I would probably find
all this interesting I have other things to do and (unclear on fhe tape ... sounds like
modified) the trip from the Village up here just for this purpose so thank you.
I went to the Library today to use the Internet because my computer is down and it was
the first time since you had your new system up or maybe the first time I noticed it, there
is a warning that says that my activities are being monitored and I object to this
profoundly. I do not want to use the Internet at the Library and have my activities being
monitored by anyone. It is a gross invasion of my privacy. I talked to Chris (Holt) who
is the library manager. We had a very nice discussion. She was very pleasant. We
discussed my concerns about it. She basically said that they are looking for things that
are objectionable and offensive. Well that can be interpreted in many different ways
and I would like to know who makes this policy and what exactly does monitoring mean,
exactly. I feel like I am on the computer and there is a Big Brother behind me, 1984.
Someone is looking at what I am doing on the Internet and I can understand if you have
concerns about something that is illegal but for example, she brought up, pornography,
is not illegal and if I choose to use the Internet for whatever purpose I choose to, if it is
not illegal, I think I should be able to do that. Now, there is a form that you have to
sign, which I have not signed, and she said if you want to use Internet you have to sign
that. Well, that is in essence, you are asking me to give away some of my rights of
privacy so that I can use the Internet, the public library. I object to that and I would like
for someone to explain to me what monitoring means and why someone feels like they
need to be the decider of what is appropriate or what is offensive or not.
Chair Page: Well, Thank you very much for coming. We are not allowed to discuss
anything that is not on the agenda.
Oh. Well then, I asked Chris (Holt) where is the place where I can express myself and
my objection to this and she said this board meeting today.
Library Director Lange: That is correct but we cannot respond to your request
today but we can put this on the aqenda for the next meetina we have. This is the
Brown Act requirement, not to respond to what you tell us todav, but we will
respond.
Well, you understand my concerns. Is that clear to everyone? Well you do what you
need to do and I will be glad to write a letter to someone but she tells me that this is the
board. It’s not like the Patriot Act, Federal mandate that says that we have to monitor
and to my vision, snooping what you are doing. This is the Board’s decision and it
doesn’t have to be this way. So, please take that into consideration when you make
your rules in this community. I object to it.
Monthly LIBRARY Reports
for
FEBRUARY 2004
CCL, Dove Lane . . . . Going live with the Library’s new automated system on February 12 was the
highlight of the month. The actual transition required intense preparations
beforehand and several weeks of troubleshooting and learning afterward on the
part of all staff. Public Services staff focused on helping patrons understand the
new catalog, becoming accustomed to all-new functionality, and writing
procedures for handling daily activities as fast as they could.
Barbara Chung was selected as the new Children’s Librarian to replace Jane
Petsche. She began work March 1.
Georgina Cole ...
0 Stage lighting was installed by San Diego Stage and Lighting in the Cole
Community Room February 25th and 26th. This has resulted in the ability to light
with spot or wash the south end of the room or east side for small reader’s
theater productions, children’s puppet presentations, lectures, etc. The lighting
was funded by the Friends of the Carlsbad Library.
0 The History Room, thanks to the library’s historian Susan Gutierrez, received
donations of papers and photos from Lucia Sippel. Lucia is a member of the
Kelly family who were original land owners in Carlsbad. Susan has been
scanning photos into the Carlsbad Historic Photo base on the History Room’s
new HI? 8200 scanner installed this month to allow easier public access to the
collection. Other original documents such as letters and diaries are also
scheduled for scanning for electronic preservation.
e Library and City Facilities staff met with representatives from Dahl, Taylor &
Associates to discuss a redesign of the Cole HVAC system. For a number of
years the system has been failing and now operates at about 25% capacity. Upon
receipt of the consultant’s report of findings, the city will have guidance on the
possible rebuilding of the system. It was estimated by D&T Associates that this
project would necessitate at least a two month closure for Cole.
t ITEM # 5
CARLSBAD CITY LIBRARY
Security Plan
Purpose
To provide employees and volunteers with direction on how to respond to
threatening, hostile, or potentially violent situations, when the source of the
situation is a library patron, an employee, or a member of the general public.
The guiding principle is that no one has the right to interfere with anyone else’s
right to use the library.
Backrrrround
While the library is normally a safe, secure place, it is still a public building and
a workplace. In cases where library materials are removed without following
procedures, or kept beyond their borrowing period, the public is sometimes
guilty of crimes or at least misdemeanors. But with physical or violent crime in
the library, crime against people, the magnitude of the offense is much greater
and the transgressor is normally someone who is angry with library policies or
staff attitudes; someone with irrational behavior or mental problems or under
the influence of drugs or alcohol; former employees unhappy about being fired
or downsized in some way; or criminals with or without weapons intending to
use violence to achieve their goals.
Libraries are no more immune to violence than other public facilities and, in
fact, the following unique library characteristics may create a favorable
environment for violence:
1.
2.
3.
Libraries are normally the only public buildings open evenings and
weekends, which often attracts people who have no place else to go.
Libraries generally do not have metal detectors installed in front entries and
little ability to search patrons.
Libraries generally do not have special security staff or police officers on
site, giving criminals a sense that they can do what they want.
CARLSBAD CITY LIBRARY SECURITY PLAN
As a public institution in an increasingly violent society, the library must take
steps to create a safe environment for staff and patrons. Prevention of most
violent events or threats is possible with carefid planning, training, and
cooperation from staff.
Goals
1. Employees and volunteers are provided with safe and secure facilities to use
library resources and programs. The Library maintains a work environment
free from violence, threats of violence, harassment, intimidation, and other
disruptive behavior.
2. The Library enforces its standards of behavior as equitably as possible
among people of all ages, all economic levels, and all appearances.
3. Library patrons are treated with respect, courtesy, tact, and calm. There is
no simple standard solution for all problems. Because of the uniqueness of
each situation, common sense plays a large part in any encounter.
4. Staff' are always able to call on other staff for support. The participation of
all staff is needed to implement the Library's Security Plan effectively and
to maintain a safe working environment. Staff observing violent,
threatening, harassing, intimidating, or other disruptive behavior by anyone
on library premises report it immediately to a supervisor for investigation
and for initiating appropriate actions.
Three Basic Rules
0 Respect, Courtesy, Calm, and Tact are the staff Watchwords
Always use Common Sense
Use Teamwork with Other Staff Whenever Possible
Staff should deal with the public with respect, courtesy, tact, and calm. It is
important to understand that there is no simple boilerplate solution to all
problems. The way in which staff approach a situation should depend to a large
extent on the type of behavior the person is exhibiting.
December 2003 2
CARLSBAD CITY LIBRARY SECURITY PLAN
Because of the uniqueness of each situation, common sense should play a large
part in any encounter. It is sound and prudent judgment which deals with a
difficult drunk or helps a child in distress.
Instinct tells most staff when to be sympathetic or when to back off if a patron
is potentially violent. But handling problems should involve teamwork: always
call on other staff for backup whenever possible. Teamwork also means
communicating with other staff. Often, staff can collectively develop effective
responses to difficult situations or people if they share experiences, successes,
and failures.
Making; the Basic Rules Work
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Don’t ignore problems; they rarely go away.
Listen carefully and assess the situation.
Maintain a calm, nonjudgmental attitude.
Repeat the problem back to the person until you both agree on what
the problem is.
When you understand what the problem is, take action, if you can, to
resolve it.
Explain your position in firm, clear language.
Avoid using a loud voice or words which are condescending.
State consequences.
Use teamwork.
Call outside help if necessary.
Communicate with other staff.
December 2003 3
ITEM # 7
PUBLIC LIBRARY FUND
FY 200312004
STATE ALLOCATION PERSUANT TO SECTION 18025
(Payment Based on Population)
At 100% Funding Proportionally
Total Cost of Funded
Population Meets Local PLF Program Allocation
Public Library FY 03/04 MOE YIN Appropriation I x $2.334 I x 0.~918377103
Alameda
Alameda Co.
Alhambra
Alpine Co.
Altadena L.D.
Amador Co.
Anaheim
Arcadia
Azusa City
Banning Unif. S.D.
Beaumont L.D.
Belevedere-Ti buron
Benicia
Berkeley
Beverly Hills
Brawley
Buena Park L.D.
Burbank
Burlingame
Butte Co.
Cala basas
Calaveras Co.
Camarena (Calexico) + Carlsbad City
Carmel (Harrison)
Cerritos
Chula Vista
Coalinga-Huron U.S.D.
Colton
Colusa Co.
City of Commerce
Contra Costa Co.
Corona
Coronado
Covina
Daly City
Del Node C0.L.D.
Dixon Unif. S.D.
Downey City
El Centro
El Dorado Co.
2/48/2004
74,900
514,700
88,900
1,210
53,000
36,500
337,400
55,500
47, I 50
27,800
27,740
10.940
27,050
104,600
35,350
22,550
80,600
104,500
35,550
21 0,400
21,100
42,450
31,800
Y
Y
Y
Y
Y
Y
Y
Y
Y
N
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
N
2,436.1 79
21,221,958
I ,941,616
266,811
1,805,838
670,887
7,752,719
2,259,380
1,035,590
631,600
385,000
1,033,754
984,135
11,743,200
9,076,687
440,641
1,850,950
4,967,950 -
2,753,012
1,946,593
729,850
538,894
629,047
174,817
1,201,310
207,493
2,824
123,702
85,191
787,492
129,537
I 10,048
0
64,745
25,534
63,135
244,136
82,507
52,632
188,120
243,903
82,974
491,074
49,247
99,078
0
90,300 Y 7,786,732
4,090 Y 838,980 ,
54,200
199,700
26,000
50,200
19,700
13,200
893,500
137,000
26,350
48,700
104,300
27,850
23,710
11 1,700
38,900
166,000
Y
Y
Y
Y
N
Y
Y
Y
Y
N
Y
Y
Y
Y
N
Y
1
4,821,400
6.1 64,422
753,229
900,109
2,368,020
17,797,450
2,413,938
1,671.91 1
1,023,000
2,281,584
166,341
651,000
2,203,200
359, I00
2,263,090
21 0,760
9,546
126,503
466,100
60,684
117,167
0
30,809
2,085,429
31 9,758
61,501
0
243,436
65,002
55,339
260,708
0
387,444
33,644
231,195
39,932
544
23,807
16,395
151,555
24,930
21,179
0
12,460
4,914
12,150
46,985
15,879
10,129
36,204
46,940
15,968
94,508
9,478
19,068
0
40,561 6--
1,837
24,346
89,702
1 1,679
22,549
0
5,929
401,346
61,538
11,836
0
46,850
12,510
10,650
50,174
0
74,565
FinPLF031
POTENTIAL REVENUE SOURCE ANALYSIS
Create a rental collection in the libraries. This would be primarily for best
sellers where the public would pay $2 to rent a title without having to wait
weeks or months on a reserve list. As an example, the Library buys 20
copies of a hot new best seller. With the current system, all 20 copies go in
the New Book section and customers have to put holds on them. With 5 or
more people waiting for each copy, it can take months to actually get the
book. With the proposed system, 10 copies would go into the rental
collection and the other 10 would go into the regular New Book section.
That consequence in terms of customer satisfaction would be that those
customers who don’t want to wait a couple of months on the “hold list” or
who don’t want to go to a bookstore and buy the book, could just pay $2 and
rent it on the spot.
Potential Revenue:
Based on the total number of holds placed during the past year, it is
estimated that about 40,000 would qualify as holds on best sellers. Using an
estimate of 20% for the number of people who would pay $2 rather than
wait out the reserve list, the projected annual revenue would be about
$16,000. In terms of cost benefit, since the Library would buy the same
number of copies, there would only be a very minor cost for applying a tag
or label to the copies going into the rental collection. At the back end of the
process, when the demand for the title dries up, copies are “weeded” from
the collection and either tossed (if totally worn out) or passed on to the
Friends of the Library for their sales. Same thing we do now and same
amount of revenue. The Friends bookstore alone brings in $70-80,000 a
year.
Ease of Implementation:
Would require some speciaI processing, labeling, and resolving technical
issues with the computer catalog, but it is possible and is being done at a
number of other libraries. There are no barriers that would make this
unrealistic.
Pros:
Happy customers who can get a best seller without have a lengthy wait.
Other libraries do it.
Not hard to manage once the system is in place.
Additional revenue.
March 2004 1
POTENTIAL REVENUE SOURCE ANALYSIS
Cons:
The Library would use one section of shelving in the current New Book
sections of both Cole and Dove.
Resolving technical issues with creating a separate collection in the
catalog.
Extra staff time to process and label this collection and then make
withdrawals when titles no longer popular.
March 2004 2
REVISED .... Monthly LIBRARY Reports
for
FEBRUARY 2004
“ADULT LEARNING ...
9 Staff of the Centro de Informacion and Adult Learning Program held a joint staff
meeting at Adult Learning on February 27. Each Centro staff member was
paired with an Adult Learning staff member and given a personal tour of the
facility and an introduction to the collection. . The San Diego Council on Literacy newsletter highlighted the Carlsbad City
Library Adult Learning Program in its February issue sent to literacy programs
and community supporters. . A special training for tutors already working with the high school students was
held on February 24. High school teacher Judy Gaitan and Coordinator Lynda
Jones outlined new procedures for tutors using the Read Naturally software to
help students develop fluency and also discussed techniques for developing
higher order comprehension skills.
On February 4 and 6, Jackie Stone of the League of Women Voters presented
workshops for learners, tutors, and staff on registering to vote, the voting
process, and issues on the March 3 primary ballot. Two learners registered to
vote for the first time.
* CENTRO de INFORMACION ... . On February 7th, Centro staff Lizeth Simonson and Beatriz Flores participated in
the conference for parents at Jefferson School with a station where parents came
to ask questions about library programs and how to apply for a library card.
This year‘s guest speaker for the conference was Mr. Victor Villasefior, a famous
Hispanic writer and Oceanside resident. Copies of his books, Rain of Gold and
Thirteen Senses are available in English and Spanish at Cole, Dove, and Centro. . Lizeth attended several Head Start classroom parents’ meetings to thank the
parents that took their time to bring their children to the library to check out
books or to read to their children. This is an ongoing effort between the Head
Start program and the library‘s Centro de Informacih to promote family literacy
among the Head Start families. Lizeth also distributed the children’s March
calendar and promoted the multicultural special events.
CCL, Dove Lane ... . Going live with the Library‘s new automated system on February 12 was the
highlight of the month. The actual transition required intense preparations
beforehand and several weeks of troubleshooting and learning afterward on the
9
Monthly Library Reports for February 2004
part of all staff. Public Services staff focused on helping patrons understand the
new catalog, becoming accustomed to all-new functionality, and writing
procedures for handling daily activities as fast as they could. . Barbara Chung was selected as the new Children’s Librarian to replace Jane
Petsche. She began work March 1.
Georgina Cole ...
0 Stage lighting was installed by San Diego Stage and Lighting in the Cole
Community Room February 25* and 26th. This has resulted in the ability to light
with spot or wash the south end of the room or east side for small readefs
theater productions, children’s puppet presentations, lectures, etc. The lighting
was funded by the Friends of the Carlsbad Library.
0 The History Room, thanks to the library‘s historian Susan Gutierrez, received
donations of papers and photos from Lucia Sippel. Lucia is a member of the
Kelly family who were original landowners in Carlsbad. Susan has been
scanning photos into the Carlsbad Historic Photo base on the History Room’s
new HP 8200 scanner installed this month to allow easier public access to the
collection. Other original documents such as letters and diaries are also
scheduled for scanning for electronic preservation.
Library and City Facilities staff met with representatives from Dahl, Taylor &
Associates to discuss a redesign of the Cole WAC system. For a number of
years the system has been failing and now operates at about 25% capacity. Upon
receipt of the consultant‘s report of findings, the city will have guidance on the
possible rebuilding of the system. It was estimated by D&T Associates that this
project would necessitate at least a two-month closure for Cole.
CARLSBAD CITY LIBRARY
MONTHLY USAGE STATISTICS
FEB 03 FEB 04
Reference questions 6,884 8,298
Circulation 56,978 67,92 1
In-House Use of Materials 11,542 12,788
People count 38,545 37,743
Reference questions 6.47 1 6,888
Circulation - "includes 44 @om ALP
People count
In-House Use of Materials
361452 36,916"
23,28 1 25,254
11,411 7,376
Reference questions 191 190 Circulation 789 774
People count 13 1 120 In-House Use of Materials 1471 1658
Adult programs
Adult program attendance
Young Adult programs
Young Adult program attendance
Children's programs
Children's program attendance
15 20
83 81 1
8 2
125 13
56 44
1,407 1,729
Events booked 84 92 Event attendance 3,673 4,818
Total hours: 787.5 353.25
IncludeALP DoesnotinaludeALP
Carlsbad City Library
Proposed Budget
FY 2004-2005
FY05 Budget
Request
FY04
Estimated
Actuals
NO4 Budget ibrary Budget
ummary
Percent Change
FY04 to FY05
ersonnel
Iaintenance & Operatior
lapital Outlay
4,948,542 4,997,502 5,399,010 9.1 %
3,208,023 2,875,038 3,086,328 -3.8Y
5,667 18,408 3,300 -41.8%
;RAND TOTAL: $8,162,232 $7,890,948
1-
$8,488,638 4.0%
I I II II
ersonnel
laintenance & Operations
Total
301,050 333,610 11%
523,240 608,065 16%
824,290 941,675 14%
ersonnel
laintenance & Operations
Total
402,550 427,110 6%
5,840 7,620 30%
408,3390 434,730 6%
ersonnel
laintenance & Operations
lapital Outlay
Total
338,170 369,530 9%
2,730 5,005 83%
340,900 377,835 11%
0 3,300
ersonnel
faintenance & Operations
Total
155,652 170,300 9%
11,250 11,810 5%
166,902 182,110 9%
ersonnel
laintenance & Operations
Total
123,940 132,080 7%
14,760 17,510 19%
138,700 149,590 8%
ersonnel 296,9501 I 319,4801 1 8%1 I
- Maintenance & Operations 7,400 7,930 7%
Total 304,350 327,410 8%
Technical Services
Personnel 5 13,220 556,940 9%
Maintenance & Operations 1 17,200 1 22,760 5%
Total 630,420 679,700 8%
Collection Development dk Acquisitions personnel 168,930 185,020 1 Ooh
Maintenance & Operations 879,350 885,180 1 Yo
Total 1,048,280 1,070,200 2%
IMedia Services
Personnel 18 1,500 206,730 14%
Maintenance & Operations 3 6,770 34,400 -6%
Capital Outlay 5.667 15.365 171%
Total ~ ~ 223,937 256,495 15%
Personnel
Maintenance & Operations
Total
ICCL Reference
128,850 142,260 lo??
33,584 37,235 11%
162,434 179,495 11%
Maintenance & Operations 4,000 4,800 20%
Total 4,000 4,800 20%
CCL Administration
Personnel 67 1,770 769,020 14%
Maintenance & Operations 1,542,6 14 1,302,223 -16%
Total 2,214,384 2,071,243 -6%
CCL Circulation
Personnel 626,250 654,320 4%
Maintenance & Operations 9,220 19,980 117%
Total 635,470 674,300 6 'Yo
Personnel 7 13,800 776,940 9%
Maintenance & Operations 9,3 70 11,790 26%
I Total 723,170 788,730 9 yo
ICCL Children's
Personnel 325,910 355,670 9%
Maintenance & Operations 10,695 10,020 -6%
Total 336,605 3 6 5,6 9 0 9%
Gifts & Bequests
Maintenance & Operations 45,395 0 -1ooo/o
Total 45,395 0 -100%
Friends Donations
Maintenance & Operations 58,526 0 -100%
Total 58,526 0 -100%
Leichtag Computer Lab
Maintenance & Operations 22,225 0 -1oo?/o
Total 22,225 0 -100%
Endowment-Library Programming
Maintenance & Operations 6,000 6,000 0%
Total 6,000 6,000 0%
Endowment-Arts Programming
Maintenance & Operations 6,000 6,000 0%
Total 6,000 6,000 0%
CITY OF CARLSBAD
FISCAL YEAR 2005
SIGNIFICANT CHANGES SUMMARY
PROGRAM GROUP: LIBRARY
638
CA DIRFCTOR SIGNATIIRF- I
New or changed positions
None.
Enhanced or new services
None.
Significant Goals
1. Establish a Learning Center
2. Implementation of BusinesslTechnology Plan 2004/05 i
New CIP projects impacting this program
None
Requested Capital Outlay
- Item
PCs for public catalog use (Cole Reference)
New library technologies
Stage curtain for Schulman Auditorium
Amount
$3,300
$63731 3
$15,365
CITY OF CARLSBAD
I
CAPITAL OUTLAY REQUEST
.
mriginal Budget Request
7004-7005 ODuring the year Request FISCAL YEAR
I PROGRAM : LibrarylAdministration ORGANIZATION KEY: 001 -4070
Reason(s) for Denial:
Reauested Bv: I Cliff Lange
(print name)
MSA Director Approval:
I I
I i Required if request is > $70,000
Leadership Team Approval: Approved n Not Approved 1-1
(date)
Item Description:
See attached BusinesslTechnology Plan
Cost Per Unit:
X
Quantity:
TOTAL COST:
Sales Tax:
TOTAL PURCHASE
COST: $637.51 3
ANNUAL
MAINTENANCE $22,587
EXPENSE:
Why is this needed? What problem does it solve?
What alternatives are available?
What are the benefits to be derived from use of the equipment?
Please quantify your analysis when possible. (Examples: saving time and/or money, increasing employee safety, increasing service levels without adding stam
CC: Purchasing
IMPLEMENTATION OF BUSINESS/TECHNOLOGY PLAN - 2004/05
I
LIBRARY TECHNOLGY GOAL 2004/05
During FY 2003/04, Library management staff pursued a Library Services and Staffing
Plan Goal. The Goal outcome is: “A library services plan that responds to new
technologies, takes advantage of electronically supported self-service options for library
users, reflects the service priorities of the library, and provides for the cost effective use
of staffand other resources.”
The plan developed from the 2003/04 Goal outlines the process to be followed to
implement new approaches to service delivery, technology, and staffing. The Library
Technology Goal for 2004/05 will implement this plan.
The outcomes expected in 2004/05 from the implementation of the 2003104 Library
Services and Sang Plan Goal are:
1. Reorganized and downsized staff
2. Significantly enhanced library user self-service options.
To realize these outcomes will require a major investment in hardware and software. This
investment will provide the self-service options. This investment also will provide the
opportunity to reduce the number of staff required to provide services and to utilize the
remaining staff more effectively. Funds are available in the Library Budget (Sirsi Goal
Budget and Library Contingency) to support the purchase of the software and hardware
specified below. All costs listed below are estimates. Final costs may be different.
DESCRIPTION OF GOAL COMPONENTS
PUBLIC ACCESS COMPUTER RESERVATION AND PRJNT MANAGEMENT
SOFTWARE
This software manages access to public computers by automating the sign-in process,
controlling the session time, and controlling the print function. All of these functions are
currently managed by staff. Use of this software will reduce the number of staff required
to provide this service and will allow the library to increase the number of computers
available to the public without the need to add additional staff.
COST: $26,406 + Tax: $2,047 Total: $28,453
ANNUAL MAINTENANCE: $4,115
VOICE AUTOMATION TELEPHONE NOTIFICATION
This software automates inbound and outbound telephone calls for specific information.
Inbound callers can obtain a list of items currently checked out to them, renew items,
check the availability of items placed on hold, and learn if any fines are owed. Outbound
calls from the library can notify users of overdue items, outstanding bills, and availability
of items placed on hold. “Text-to-Speech” processing provides users with the option to
ask the automated attendant to read lists of available materials.
All of the functions discussed above are currently done by staff, either by telephone or by
mailing notices. Automating these fhctions will free up staff to provide other services
and/or reduce number of staff required. Mailing costs will also be reduced.
COST: $30,000 + Tax: $2,345 Total: $32,597
ANNUAL MAINTENANCE: $2,472
SELF-CHECK MACHINES AND RADIO FREQUENCY IDENTIFICATION
Self-check machines, combined with Radio Frequency Identification (RFID), create a fast
and efficient method for library users to check out their own materials. An WID system
has three components:
1. RFID tags that are electronically programmed with unique information
and placed in all library material
2. Readers to read the tags
3. A server to communicate with the automated library system software.
Check-in of library materials can be done by readers placed in book return bins so that
returned items are automatically checked in when they are dropped into the bins.
Automating the check-out and check-in circulation functions with self-check machines
and RFID will reduce the number of staff needed to manage and provide these functions.
It also will mitigate the need for additional staff as Carlsbad’s population grows and there
are more residents using the library.
COST: Ten Self-check Machines @ $21,000 = $210,000
WID Equipment and Installation $80,000
350,000 RFID Tags @ $.70 = $245,000
Tax: $41,463
Total: $576,463
ANNUAL MAINTENANCE: $16,000
GRAND TOTAL ALL COMPONENTS: $637,513 ANNUAL MAINTNANCE:$22,587
CONCLUSION
All of the components in this goal will require ITGC approval. That approval process
requires a cost benefit analysis which will provide evidence of the cost savings
anticipated for each of the components of this goal. An RFP will be required to purchase
all of the software and hardware. Typically, because of the competition in this market, the
final prices on these will probably be lower than the estimates noted above.
Total annual cost savings if all of the components of this goal are implemented should be
at least in the range of $100,000 to $150,000.
CITY OF CARLSBAD
CAPITAL OUTLAY REQUEST
Driginal Budget Request
7004-71305 During the year Request FISCAL YEAR
I PROGRAM: LibrarylMedia Services ORGANIZATION KEY: 0014050
Requested By: Cliff Lange
(print name)
MSA Director Approval: 1-
Required if request is > $1 0,000
Leadership Team Approval: Approved 1-1 Not Approved 1-1
(signatu re) (date)
Reason(s) for Denial:
Item Description:
Main drape installed across the front of the stage at
the Schulman Auditorium at the CCL on Dove Lane.
Project includes side valance, top header, labor and
painting.
Cost Per Unit: -
X
Quantity:
TOTAL COST:
Sales Tax:
$14,505.75
$ 779.32
TOTAL PURCHASE
COST:
$1 5,365.07
ANNUAL
MAINTENANCE
EXPENSE:
Why is this needed? What problem does it solve? Provides a more professional
appearance for the stage plus privacy for performers who have requested being
out-of-sight of the audience during' pre-program setups.
What alternatives are available? No real alternative to the professional look of the
stage area. Could mitigate privacy of setup period by keeping audience in a line until
the stage props and performers are ready. This is not good service.
What are the benefits to be derived from use of the equipment? The main benefit
is customer satisfaction both for the performers and the audience.
CC: Purchasing