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HomeMy WebLinkAbout2004-05-19; Library Board of Trustees; MinutesMINUTES MEETING OF: DATE OF MEETING: May 19,2004 TIME OF MEETING: 4:OO PM PLACE OF MEETING: LIBRARY BOARD OF TRUSTEES Carlsbad City Library Board Room 1775 Dove Lane CALL TO ORDER: Chair Laurie Page called the meeting to order at 4:OO PM. ROLL CALL: Present: Library Board Trustees, Page, Swette, and Tarman Absent: Library Board Trustees Gleason Huss and Kamenjarin Also Present:Cliff Lange, Library Director Chris Holt, Principal Librarian, Cole Library Cheryl Mast, Management Analyst Bill Richmond, Media Programming Specialist Greg MacLellarr, Production Technician Vicki Countreman, Friends of the Library Liaison Gerry Williams, League of Women Voters observer APPROVAL OF MINUTES: The minutes of the meeting of April 21, 2004 were approved as submitted. MONTHLY LIBRARY REPORTS: Trustee Page asked for an update on the HVAC situation at the Cole Library. Library Director Lange responded that at the City Council meeting held last night (May 18), the Council approved the CIP budget for next year and the new system for the Cole Library was one of the projects. Principal Librarian from the Cole Library, Chris Holt, explained that the compressors are being replaced and the system is operating at the moment. Trustee Tarman expressed concern over damage to the collection as a result of the lack of climate control within the building, especially in the upcoming months. Trustee Swette asked if the library would close should “Murphy’s Law” prevail and the Library Board of Trustees Minutes of Mav 19. 2004 Meetina Page 2 system fail. Both Library Director Lange and Principal Librarian Holt responded that facilities is very aware of the situation and are making every effort to keep the system operating until it can be replaced. Even with only one compressor operating, the library can continue to remain open. Trustee Tarman commented that he had attended the Volunteer Recognition event mentioned in the Cole Library report and it was a great success. COLE COMMUNITY ROOM: In response to an inquiry from the Board on the use of the Community Room at the Cole, Principal Librarian Chris Holt had provided a sample of a month’s usage statistics. Trustee Page commented that it was apparent that the Library heavily utilized the room to the extent that there did not appear to be sufficient available time to offer the room to the community at large. LIBRARY FACILITIES REVISED POLICY & FEES: Library Director Lange reminded the Board that this issue was brought back to the Board following the last meeting and their instructions to Media Programming Specialist Richmond for changes to the original proposal. Trustee Page commented that she had compared the current revision to the proposal submitted to the Board last month and that it appeared the Media staff had addressed all the concerns expressed by the Board. Trustee Swette questioned the fee for the AV Technician, the Board having expressed the opinion that the fee was too small. Media Programming Specialist Richmond explained that it was necessary to be consistent with Parks and Recreation fees, and as the AV Technician at the Library requires a higher skill level, our fee for this service is $5.00 more per hour. Additionally, the discussion last month centered on cost recovery, and the fees charged for this service has no impact on the salaries of those providing the service. Library Director Lange added that the Library is not supposed to charge more than it costs us to provide the service. The Board discussed at length the Reservation, Cancellation, and Application Procedures, especially the list of reasons an organization might be denied access to the facilities. * Library Board of Trustees Minutes of Mav 19. 2004 Meetina Page 3 Trustee Page asked for an explanation on the added provisions under Hours of Use and Production Technician Greg MacLellan explained that on occasion a group fails to vacate the facility at the agreed upon time, requiring library staff to remain after hours. The facilities are already available and staffed for sixty hours a week and providing for after-hours requires prior planning for staff time. Trustee Swette commented on the “Library Bill of Rights” concerning meeting rooms that allows for an equitable basis for any one to use the room. Library Director Lange responded that the Library has a posted disclaimer that states that the Library does not necessarily support the program being provided in the public space. Library Director Lange also pointed out to the Board that the proposed changes in the policy and procedures include eliminating any reference to facilities and fees for the Community Room at the Cole Library. By proper motion and vote (3 - 0, two absent), the Library Board approved the proposed changes in the Carlsbad Citv Librarv Meeting Facility Use Policies and Procedures manual. L I B RARY G RANT AP P LI CAT1 0 N S : Library Director Lange explained these were included in the packet for information only and the City Council approved them both. Regarding the Global Materials Grant Trustee Page asked if the grant funds, if awarded, would be in addition to the proposed Collections budget for the year, and Library Director Lange explained it would be additional funds. Trustee Swette asked if we knew the amount of the potential grant and was told it was a $6,000 grant based on immigration statistics for our area. Regardinq the Literacv Grant - Trustee Tarman asked if we were getting only $1 5,000 from the Literacy Grant this year and Library Director Lange explained that last year the State Library changed the manner of awarding the grant money to include a minimum of $15,000 award and then any remaining funds would be divided among the recipients. Last year we received $28,000, which actually was more than we received in the past years. Library Board of Trustees Minutes of May 19. 2004 Meetina Page 4 DIRECTOR’S REPORT: Children’s Garden at CCL Dove Lane - We are still waiting for the final figures from the designer but it appears the cost will be significantly higher than anticipated due to the rising construction costs in the State. Principal Librarian Pizzuto has been working with the City’s Park division to try to eliminate some of the costs by having the City do some of the work. It is estimated we may need as much as $20,000 more than the $45,000 provided by the Friends for this project. The RFP for the actual construction of the project will not be released until we have the entire project funded. Carlsbad Library Learning Center - The property is still in escrow and Purchasing is working on the RFP for an architect to design the site plan to be submitted for the CUP. Getting the project on the agenda for the Planning Commission may take months and we cannot go to bid on the modular buildings, or make any tenant improvements until the CUP is approved. Trustee Page asked if we were in danger of losing the CDBG money and Library Director Lange explained some of the money was used to purchase the property and the next deadline for spending the remainder is next April or May. Library Staff Security Training - The formal security training and roll out of the Library Security Manual was held on April 27‘h with 175 attendees. Dr. Steve Albrecht of the Baron Center facilitated the training and the feedback from those who attended has been very positive. Library Services and Staffing Plan Goal - This library services and succession plan is nearly complete and will be provided to the Board for review and approval in June. Cole HVAC - Once the new HVAC system has been procured for the Cole, it will be necessary to close that facility for as much as two months. Library staff is looking at methods to provide library service for the north end of town as well as utilize the Cole staff during those two months. FRIENDS OF THE LIBRARY: No report. GENEALOGICAL SOCIETY: Not represented. PUBLIC COMMENT: None. Library Board of Trustees Minutes of May 19, 2004 Meeting Page 5 LIBRARY BOARD COMMENTS: None ADJOURNMENT: By proper motion, the meeting was adjourned at 4:39 PM. Respectfully su bwd, Cissie Sex6n Administrative Secretary I I Monthly LIBRARY Reports for APRIL 2004 Centro de Informacion ... 1. 2. Centro Supervisor Lizeth Simonson and Adult Learning Programs staff member Gisela Rivera at the invitation of Joyce Vallone Parent and Community Coordinator from Carlsbad School District attended the English Learner Advisory Committee (ELAC) meeting at Calavera Hills Elementary School. Lizeth spoke to the audience about library services in general, homework assistance, and how the libraries can support their families in the process of learning English. Gisela provided information on the library’s adult literacy service and how this program could help English-speaking adults to improve reading and writing. On April 12‘h, Centro Supervisor Lizeth Simonson and Head Start Site Director Tracy Astorga invited the parents with children in the Head Start Program to attended a presentation in the cafeteria at Jefferson Elementary School. Kindergarten teachers conducted the presentation. The panel explained to the group of 62 parents how they can help their children during the summer to develop the skills they need for kindergarten, how parents can make the transition easier for their children. The panel also encouraged the parents to visit the libraries during the summer and have their children participate in the Summer Reading Program 2004. CCL, Dove Lane ... 3. Nearly 200 staff from the Library, Police, Arts, Recreation, and City Clerk attended the Library’s Security Plan training on April 27. The Library system was closed for the morning so that all available staff could attend. The session was conducted by Dr. Steve Albrecht from the Baron Center and covered the new Security Plan, dealing with challenging patrons, and the new Library Rules of Conduct. Individual divisions have followed up with discussions within their staff groups on security issues they typically face and ensuring the implementation of the plan 4. National Library Week (April 18-24) was celebrated somewhat quietly this year, with the appearance of a visiting puppetry group at the regularly scheduled Storytime Theatre on April 23 for younger children, while the teens enjoyed pizza and a movie that night. Collection Development . . . 5. Susan Simpson and Lizeth Simonson developed an application for the Global Languages Materials Grant, sponsored by the California State Library. If awarded, this grant will provide $ 6,000 for materials for the Centro de Informacion. The grant application was due May 4,2004, and awards will be announced later in May or in June, 2004. Monthly Library Reports for April 2004 Georgina Cole . . . 6. Library Volunteer Coordinator, Cyndi Juarez produced a very successful Volunteer Appreciation Party on April 22. Nearly 100 volunteers attended the party entitled “Bingo for Books”. Snacks and treats were served while participants played bingo The winners selected books donated by the Friends of the Library from the prize table. The highlight of the afternoon was the presentation to Ede Westry, a 55 year Carlsbad Library Volunteer veteran with this year’s Presidential Award for Volunteerism. Director Cliff Lange made the presentation and spoke briefly about the importance of volunteering. 7. Cole HVAC issues continue. One of two compressors was removed and is currently waiting replacement. This does not satisfy the need to rebuild the system. The Facilities Department is currently working with specialists on the design. This process is expected to take one two years before the project is complete. 8. Cole Library also continues to work with the Parks Department on a new landscape design eliminating the negative issues the cobblestones have caused. Physical danger of children climbing on the rocks, the concern of loose cobblestones being thrown and the trash the area collects are problems being addressed. One solution is to remove the cobble and replace with dirt. The area would be planted with drought resistant, low maintenance landscape. A concrete walkway will replace the decomposed granite and concrete tables already purchased and delivered will replace the current teak furniture. CARLSBAD CITY LIBRARY MONTHLY USAGE STATISTICS CCL, Dove Lane Reference questions Circulation People count In-House Use of Materials Georgina - Cole Library Reference questions Circulation People count In-House Use of Materials Centro Reference questions Circulation People count In-House Use of Materials Library-Sponsored Programs Adult programs Adult program attendance Young Adult programs Young Adult program attendance Children’s programs Children’s program attendance Facility Meeting Room Use Events booked Event attendance Volunteer Hours APR 03 7,604 73,765 40,364 14,908 6,702 40,023 30,105 13,679 24 1 1,087 2,096 193 26 460 3 31 110 3,292 93 5,244 APR 04 6,470 68,920 37,180 14,211 6,29 1 36,646 29,952 5,956 197 1,151 1,888 163 34 1,024 8 157 84 2,999 98 3,610 Total hours: 72 1 720 Current Usage of the Cole Community Room Staff Response to Board Currently, the Cole Community Room is used to provide space for meetings and programs sponsored by the library or other Carlsbad City departments. Using May 2004 as a typical month for example, the Cole Community Room was booked 134.5 hours for: Library: Cole Children’s Toddler Storytime Preschool Storytime Storycraft Teen Book Club Mother Daughter Book Club Special Programs Children’s Stamp Club Family Movie Night Genealogy: Genealogy Board Volunteers Genealogy Class Genealogy Book Sale Cole Reference: Book Clubs (1 0 sessions monthly) (1 6 sessions a week) (monthly) (4 sessions a month) (2 sessions a month) (Origami Workshop, K-9 Tales, Children’s Author Festival) (monthly) (monthly) (monthly) (2 sessions a month) (monthly) (2 sessions a month) Library Board and StafFMeetings: Reference Book Selection SIRS1 Issue meeting Arts Associates Friends Board Meeting Adult Programs Friday Morning Writer’s Group Poetry Reading (monthly) Library Volunteers Book Clubs (2 times monthly) Taffy Cannon Book Signing (4 times Monthly) (4 sessions a month) Other City Departments: Marilyn Campbell’s Carlsbad Day at the Fair Org. Meeting Fair. Sue Irey, Citywide Volunteer Orientation. Third Grade Art Contest Potential use of the Cole community room by outside community groups could be accommodated if the following concerns were adequately addressed: Cole library does not have support staff for setup and clean up of activities. Nor is there staff for scheduling, registration or processing of deposits and payments. The only kitchen in Cole resides in the Staff lounge directly off the Community Room. It would not be appropriate to allow community groups to share that space with staE, mixing private with public space is a security issue. Currently, there is no budget for staff to tend the room before the library opens or after the library closes to accommodate early or late community meetingdprograms. The facility is heavily booked as it stands supporting only library and city sponsored events. There is no other on site venue for Cole library events. Children’s staff need flexibility to book seasonal programs such as class visits, Summer reading and Multicultural Festival Programs. 5/12/2004 Dove Library Schulman Auditorium N/C N/C $15 N/C $20 $25 $55 $50 $75 $55 $85 Gowland Meeting Room NIC N/C N/C $15 $20 $30 $30 $40 $40 $50 See also the attached AV Service Fee Schedule for rate break-out 20d Revision ITEM #g Library facilities fees - proposed changes Proposed library facility service fee - revisions At the Library Board's April 21'' meeting, staff was directed to further revise the original proposal to reflect changes in fees, update related policies and supply firther reports as included in this packet. Background Library's Media Division staff was responsible for reviewing the Facility Fees Schedule and associated Policies and Procedures with focus on the Dove Library's Schulman Auditorium and Gowland Meeting Room. The recommended changes were made based on capacity, amenities and rates of other similar rooms within the City, as well as other comparable facilities and associated event services. This memorandum will address: 1) Proposed changes, 2) Justification for changes, and 3) Estimated increase in revenues. The adjusted rates, group category changes and updated Policies and Procedures will bring the Library in parity with other City facilities managed by the Parks and Recreation Department. These proposed changes will bring consistency in how facilities are offered to the public citywide. More importantly, they represent a necessary first step in the eventual migration from EMS, the existing facilities booking system, to CLASS, the new citywide online facilities booking system. The proposed fee changes are highlighted below. (1) Proposed fee changes FACILITY FEE SCHEDULE PER CATEGORIES Fees are based on an hourly rate, with a two-hour minimum. CATEGORIES City Parks & Rec cornps Hading Community Center Auditorium N/C $15 $20 $25 $45 $50 $65 $55 $75 Recreation Hall N/C 15 20 $25 $45 $50 $6$ $55 $75 Community Room N/C N/C 15 20 30 35 hT lP in 1c 9c 14 30 StagecoacWCalavera Community Centers Gymnasium N/C 30 40 50 60 70 Activity Room N/C 15 20 25 50 60 Multi-Purpose Room N/C N/C 15 20 30 40 Kitchen N/C N/C 10 15 25 35 Safety Center Fox Meeting Room N/C 15 20 25 40 50 Palkowski Meeting Room N/C 15 20 25 40 50 hTir 12 3n 9c An v 14 50 An AV tech is included at $20 per hour for Auditorium use after 6:OO pm Monday-Thursdays, 9:OO am-5:OO pm Saturdays, and 1:00 pm -5:OO pm Sundays. Special non-city requests for Auditorium use beyond the Libraries normal hours of operation [which are 68 hours per week] are subject to after-hours staff availability plus additional fees. 511 212004 2”d Revision 2) Justification for changes Facilities We are proposing that the Schulman Auditorium with associated service fees be increased to bring rates up to parity with comparable City Facilities such as the Harding Recreation HalYTheater and Calavera Hills/Stagecoach Activity / Meeting Rooms. Based on comparable analysis, it is recommended that the Schulman Auditorium and Gowland Meeting Room rental rates be increased to the same pricing level as Stagecoach Park’s multi-purpose room and as directed by the Library Board at the April 21” meeting, we are raising the Schulman Auditorium rates higher than the Harding Center’s Auditorium. Furthermore, staff recommends that Category B should be changed from the previous City Departments to CarZsbad resident not-for proflt (non-paid management) and move the City Department to now be included in Category A, which will continue to also include Library Divisions. This will bring the Library in line with the defined categories currently defined in the Recreation Department’s Policies. This change will allow for the necessary consistency required for the Library’s migration to the new CLASS online facilities booking software system. Implementation of the CLASS facilities booking system software module is scheduled for this year. A Goal Team comprised of representatives from I.T., Parks and Recreation and the Library’s Media Division are currently pursuing this effort. Also included is the A Y Services Fee Schedule, which itemizes these specialized and costly value-added services that are made available upon request to patrons renting the Schulman Auditorium. These additional services include higher-levels of technical staging, as well as audio, video recording and associated services. These specialized services are offered based on added fees, availability of internal and outsourced staffing. Bill Richmond Manager, Carlsbad City Library’s Media Services Division Attachments: Revised - Policies and Procedures Revised -Facility Fee Schedule Specialized A V Services Fee Schedule A V Services rates survey comparisons Comparable faculties fee survey comparisons Category Usage Revenue Comparison Analysis Original Revisions CARLSBAD CITY LIBRARY MEETING FACILITY USE POLICIES AND PROCEDURES Meeting Facilities 1. Public MeetinP Facilities Policy Statement 2. Description of Meeting Facilities Reservation Procedures 3. 4. 5. 6. Rules 7. 8. 9. 10. 11. 12. Reservation and Cancellation Procedures Application Procedures Classification of Applicants Liabilitv Insurance Requirements Admission and Sales User Conduct Kitchen Use, Food and Beverage Service Set-up, Break-down, Clean-up and Load-out Hours of Use Fees for Use of Meeting Facilities CARLSBAD ClTY LIBKARY MEETING FACILITY USE POLICIES & PROCEDURES 1. 2. Library Meeting 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 meeting facilities does not constitute Library 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 public meeting facilities will not be permitted. Description of Meeting Facilities Ruby G. Schulman Auditorium Location: Carlsbad City Library, 1775 Dove Lane Audience Area: 52’ x 42’ - 2,184 square feet Seating: 215 fixed seats (continental style) on sloped floor, with 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 Ruby G. Schulman 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. While not designed as a full fledged performing arts theater the space is used for The Auditorium is equipped with voice amplification and technologies. n features a 10’ wide motorized rear * display videocassette recordings, satellite educational an DVD, document camera graphics, data, and Internet pres computer or a portable laptop. Audio teleconferenci microphones and wireless audience mikesmicrophones. Audio from media equipment, cassette and compact disc players is delivered through three high-powered speakers mounted above the stage, All AV equipment is controlied 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 mikemicrophone, laptop, control panel plug-ins and an LCD panel display that replicates the projected image. Assisted listening is available for the hearing-impaired. George & Patricia Gowland Meeting 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 George & Patricia Cowland Meeting Room offers a flexible furniture layout to accommodate different room configurations such as: classroom, lecture or panel discussion with classroom-style seating, and various meeting table and seat arrangements. A portable lectern, equipped to handle laptop plug-in, sound systeni with mounted microphone and VCR player, are available for media presentations. The Meeting Room features a ceiling-mounted projector that displays video and data images on a front-projection screen. Voice amplification is provided via a lectern gooseneck microphone and a portable table mikemicrophone and is distributed through ceiling speakers. Overhead transparencies arid 35mm slides can also be projected on the drop-down screen. Control of the equipment is accomplished via a wireless 32-button control panel. 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 Applicants must be age twenty-one (2 1 or older Auditoriuni and meeting room shall be reserved in advance by completing the required forms, and submitting thcrn with the necessary fees to the Library Media Division Office. Reservations for the Cole Library Conference Room are handled through the Library Manager's office at that locatio IS. The individual signing the Auditorium, Meeting Room and Conference Room 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 use on an ongoing basis. Other than city sponsored groups, all groups (Classification “B-F”) are permitted up to 2 meeting dates per month. This is to ensure that rooms will be available to a wider variety of other comni unity groups. A $200 refundable cleaning deposit must be included at the time of application submission, unless previously on deposit. After review of the application an invoice will be issued. Full payment must be received for the total invoiced amount on or before the indicated due date. Date due is 30 days prior to the first event date requested. Failure to make full payment on or before the due date will result in cancellation of all your tentative reserved dates Space may be tentatively reserved without the payment of fees, but all reservations will be canceled if the fees are not paid at least 30 days in advance of the meeting. Applications for bookings must be submitted at least ten (10) business days in advance. When space is reserved less than 30 days in advance of meeting date, payment must be made at time of application. payment must be made within 3 days upon receipt of invoice. Cancellation The Library must be notified of any canceled meetings or programs. A $25 fee will be charged for booking cancellations. All reservations will be canceled if the invoice is not paid. Upon cancellation a $25 processing fee will be charged to the applicant. Application Procedures Applications for use of the Auditorium or meeting room may be made by mail or in person at the Carlsbad City Library Media Division, located at 1775 Dove Lane. Conference Room applications are handled by the Library Manager’s Office at the Cole Library, 1250 Carlsbad Village Drive. Applications will be accepted Monday through Friday, 9:OO a.m. to 5:OO p.ni., except holidays 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 Insura~ice must be submitted for all events requiring liability insurance. (See 6. Liability Insurance Requirements.) Appiiciiticjris will he apiiroi~cd for spccific TOOES, depending nn group size. t,vpe of activity and availability. A $200 rcfundable c1eanin~’l;‘dama~~ deposit shall he required upon application approval, except as otherwise stated. No activity shali be scheduled for more than room capacity. The Library staN may refuse or cancel any application. The [Library staff will give written notices of rctiisal or cancellation with appr0pri;~tc oxplanation. Application for [ISC may bc denied for fhe f~ I IO w i il g re 211~0 11 s : a. Applicant has unsatisfactory record of prior use b. Hazardous condition exists within the facility c. Non-payment of fees before due date d. Failure to give proper cancellation notice e, Civic emergencies f. False or misleading information from the applicant g. Applicant’s invalid association with group h. Other applicant misrepresentation An individual, group or organization that has been denied permission to use the rooms may appeal such denial by submitting written documentation, within ten (10) calendar days of denial, to the Library Director The Library staff 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 “B” second, etc. The Library Department’s activities have first priority for the use of the facilities. The Library staff will attempt to accommodate all groups; however, a limited amount of public meeting space exists. Considering Because that demand often exceeds availability, the following priority system has been established: A. Library sponsored activities; co-sponsored activities Examples: Poetry, Author Talks, Lectures, Quadrant Meetings, City Council Meetings, Friends Programs, Arts Office Programs Examples: Friends of the Library, Author Talks, Lectures, City Council Meetings, Arts Office Opera Lectures A. Library and other City Department-Sponsored activities B. Other Carlsbad City Departments B. Carlsbad resident not-for-profit (non-paid management-- no voting hoard member can be Examples: Community Development, Recreation paid) civic, social organizations; any organization sponsoring a public forum or candidate night; public education Examples: Sea Coast Girl Scouts, Carlsbad Rotary, League of Women Votcrs C. Carisbad residttnt noi-lor-profit civic, social organizations; any organization sponsoring a public forum or candidate night Examples: Carlsbad Rotary, Optimist Club, C.O.A.L., Carlsbad Business and Professional Women’s Association, etc. C. Carlsbad resident not-for-profit (paid management) civic, social organixations; any organization sponsoring a public foruni or candidate night CARLSBAD crw LIBRARY MEETING FACILITY USE POLICIES & PROCEDURES Examples: Boys’ and Girls’ Club, Property Management Associations D. Non-resident not-for-profit educational, civic and social organizations; resident religious and political groups. Examples: Mira Costa College, AA, 74th Democratic Assembly, United Church of God E. Resident commercial, business, for-profit organizations Examples: Carlsbad Inn, multi-level marketers, financial planners F. Non-resident commercial, business, political, for-profit and religious organizations Examples: Trade shows, company training, meeting, seminars, financial planners 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. 2. The organization must be comprised of volunteers, and 70% of its membership and participants must be Carlsbad residents. Verification of residency may be required. Official membership list complete with city of residence addresses may be required with applications. Such lists shall be maintained by the Library staff and shall remain confidential. IN ADDITION TO GROUP ‘B’ THE FOLLOWING REQUIREMENT APPLIES TO GROUPS C & D AND MUST BE MET TO QUALIFY AS NON-PROFIT USER: 3. The organization may be required to submit the following: a. If incorporated, submit State incorporation papers; if not incorporated, submit constitution. b. Financial verification of organization’s exemption from income tax. (Department of the Treasury Form 990 may be used or 501 (c)(3) determination letter 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. 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 officers 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 C~IJ may 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. (Curlshad City Council Policy Statement 28/93) CARLSBAD CITY LIBRARY MEETING FACILITY USE POLICIES & PROCEDURES 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 facilities will be permitted to make sales under the following circumstances: a. Sales must be confined to the Auditorium, Meeting Room and Conference Room and their immediate areas. b. No effort shall be made to solicit other Library patrons. This means no signage is allowed inside or in front of library entrance. c. 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. 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 and supervision of their own leadership. There must be at least one adult present and responsible for each ten (10) 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 engagement in any activities that jeopardize participants’ safety and welfare. Tape, nails, staples, etc., will not be permitted on any walls outside of the designated “tackable” surfaces in the Meeting Room. 9. Kitchen Use, Food and Beverage Service Food or drinks will not be allowed in the Auditorium. The Meeting Room kitchen is not intended for cooking, but rather to provide convenient space for the preparation of ready-to-serve items. The Library does not provide supplies such as cups, containers, paper goods, tea and coffee. Refreshments may not be taken from the meeting facilities to other areas of the 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. Alcoholic beverages are restricted to beer, wine and champagne. Serving of alcoholic beverages 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, breakdown, 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). If requesting the $200 refundable cleaning deposit be refunded following the event (as opposed to canylng it over to future events), patrons should check the yes box on this same form. 11. Hours of Use Use of the Library facilities shall not be scheduled to begin before the Library’s regular public hours (except for Groups A and B, which are is exempt). Failure to vacate the room promptly at regular Library closing times will result in a minimum of one hour additional usage fee. Users remaining past regular closing time will be charged an additional $20 per hour for the necessary staff coverage. Groups arbitrarily staying beyond the agreed-upon hours can be denied future room use privileges. Groups arbitrarily staying beyond the agreed-upon hours may be dcnied future prik ileges and may be subject to additional fees for the necessary staff coverage. For events requested after regular Library hours, a fee of 3 times the regular rate will be incurred with additional fees subject to applicable billing. Approval of this usage request dependant upon staff availability. 12. Fees for Use of Meeting Rooms Fees are based on user classification and defined in the attached schedule. (See 5. C I ass i fi c a t i on of A p p lic an t s . ) All fees must be paid at the location of the meeting facility. Checks or money orders must be made payable to the “CITY OF CARLSRAD.” There is a one two-hour minimum for the use of the Auditorium, Meeting Room and Conference Room. F~CS :~rc -,et based on one-hour increments and will not be pro-rated. PruposedCarlsbad City library Facility Fee Schedule Based on hourly rates occurring during regular Library hours with a two-hour minimum, no prorating. $25 additional charge per cancelled booking. * Applicant Classifications B - Carlsbad Resident not for profit (non-paid management); resident religious & political et al c - Carlsbad Resident not for profit (paid management); resident religious & political et al D - Non-Resident not for profit; resident reliaious & political et al I___ _lll_ ____---. I -__~l___l_- E - Residential Commercial, for profit et al /= - Non-resident Commercial, business, political, non-resident religious, and for profit organizations Meeting Room N/C $1 5 $20 $30 $40 Cleaning Deposit refundable Auditorium I ...... ....... "11 ..... __I.__.I r $200 $15 I $20 $200 I Audio Visual Slideloverhead Services Technician Projector Projector & &Screen Use Screen Use Addition a I VCR & Monitor Prices apply to all classifications applicant $10 $5 $20 c__a__l-l__aR__-suIp___ _a_ ______I' * Auditorium use evenings 6-9p m Monday-Thursday and weekends 9a m -5p m Saturday, 1-5 Sunday require A V Tech Booking ahead for the January 1 - June 30 and July 1 - December 31 periods, submitted applications are accepted as follows: Carlsbad residents: Written applications accepted only if postmarked after September 1 to book for the January 1 through June 30 periods. Written applications accepted only if postmarked after April 1 to book for the July 1 through December 31 periods. Non-residents: Written applications accepted only if postmarked after September 15 to book for the Jamiary 1 through June 30 periods. Written applications sccepted only if postmarked after April I5 for the July 1 through December 3 1 periods. For comulete information see httD://www.ci.carlsbad.ca.us/carlsbadmedia Carlsbad City Library Schulman Auditorium Specialized Audio Visual Services Proposed Fee Schedule he Camera Shoot ululti-Camera Production 3 raphics Jideo Engineer Sound Engineer :amera Operator rec h nical Director Iirector ighting Technician \Ion-Linear Editing with operator Iud io Edit i ng/Sweeten i ng IVCAM Tape-124 8 184 /HS Tape- Copy IVD -Copies :D - Audio Copies $37.5C 75. OC 150 .OC 60.0C 75.0C 20.0C 20.0C 20.0c 125.0C 125.0C 150.0C 28.00 eact 15.00 eact- 1 2.00 eact 15.00 eact Eight Microphone Set-up One CD / Cassette Player Two Effects Processor DAT Tape- Copy Additional Microphone / Device Input Stage Monitor CD Recording Mini D isc Recording Eight Channel ProTools Post Production Sixteen Channel ProTools Post Productior Audio EditingEweetening $1 00.00 10.00 30.00 15.00 15.00 25.00 50.00 25.00 250.00 350.00 150.00 A.V. SERVICE FEES I Carlsbad City Library (proposed bnsi College) KOCT (Oceanside) Audio MIXI Recording Graphics Video Engineer $100 00 NIA N/A $150 per hour $60 per hour $20 per hour $60 00 per hour $45 per hour $85 00 per hour +- $1,600.00 per da 1 N/A NIA N/A N/A N/A N/A $7.00 per T120 tape $200 per hour N/A N/A N/A N/A $7.30 for 1 Dup for 0-15 min Digital Works Day Productions (Private Sector) (Pnvate Sector) I Voice &Video (Private Sector) ' (Cadsbad/Del Adelphia Mar) I KPBS (SDSU) I One Camera Shoot si2:i2k4 $750.04 per day $75.00 per hour I I I $75.00 per hpur $250 per hour I N/A I $1.600 per day $1,200.00 per da $100 par hour N/A Multi-Camera Production $300'00 for I hour block $150.00 per hour $500 per hour $200 per hour $150 per hour $200 per hour $125 per hour N/A I $50per hour I N/A N/A 1 N/A ~~ Sound Engineer I $300.00 1 N/A I $20perhour N/A I $50perhour I NIA I N/A $60 per hour Camera Operator $20 00 per hour $20 00 per hour $8 00 per hour I I I Included in day N/A rate I $50 per hour NIA $65 per hour Director Lighting Technician NIA I $65 perhour I N/A N/A I N/A $75 per hour Linear $225.00 per hour $135.00 per houi I I $175.00 per hour $75~~~~~r I Non-Linear Editing $lZ5 O0 per hour $150 O0 per hour $135 00 per hour I w/operalor I w/editor I $20 par hour + per Audio Editing/Sweetening $150 00 per hour1 N/A I song charge I DVCAM Tape-124 8 184 37 $7.00 per VHS $28.00 per tape $12.00 per DVD $15.00 VHS Tape I N/A $15.00 lor 1-4 0- 60 rrin VHS $12.00 for 2-4 $15 00 each N/A N/A NIA $30.00 for up to 1 I hour N/A I DVD -Copy CD - Audio Copy ~~ N/A I N/A I $5000flat rate NIA I 2 I .. c i c 0 3 Y I May 12 2004 For catagories: D,E, & F B Library Media Services' Catagory Usage Revenue Comparison 174 64 1 $6,410.00 Gain 100 308 $4,624.00 Loss All Figures are based on data from the 2003 fiscal year. r I ITotal Bookinas ITotal Hours ITotal Revenue I ,-- BACKGROUND At the April 21st Library Board meeting, staff was directed to provide further analysis of estimated lost revenue for not charging category B groups then recouping additional revenue in the purposed fee increases occurring in the other categories. Historic use figures were used to find the estimated total lost revenue that Category B groups would have generated and compare those against increased revenues generated in the proposed Auditorium fee increases in categories D, E, & F. Total Number of Hours, and Bookings for Catagories B, D, E, & F 6 D,E,& F ..._-______ >,E,& F " Total Hours ITEM # 6 I TITLE: APPLICATION FOR A GRANT FROM THE CALIFORNIA LIBRARY GLOBAL LANGUAGES MATERIALS GRANT PROGRAM AB# MTG. 05/04/04 DEPT. LIB DEPT. HD. CITY ATTY. CITY MGR RECOMMENDED ACTION: Adopt Resolution No. grant from the California State Library Global Languages Materials Grant Program. authorizing the Carlsbad City Library to apply for a ITEM EXP LAN AT1 0 N : The California State Library recently announced the Global Languages Materials Grant Program. The objective of the program is to provide informational and recreational materials to newcomers to America in their native languages or bilingual materials to assist them in more fully participating in California and American society. Each public library jurisdiction may apply for a grant in a predetermined grant amount based upon 1984-2002 average annual county immigration statistics from the California Department of Finance. The grant amount for the Carlsbad City Library is $6,000. The funds may be used for the purchase of adult and/or children’s materials in the native language of the underserved immigrant community targeted by the library, in any format, provided it serves the informational or recreational needs of the targeted immigrant population. FISCAL IMPACT: The grant does not require matching funds, and if awarded the grant the funds to be appropriated into the Carlsbad City Library Acquisitions budget for 2004/05. EXHIBITS: 1. Resolution No. approving the application for a grant from the California Library Global Languages Materials Grant Program. 2. Global Languages Materials Grant Program conditions. 3. Carlsbad City Library Application for the $6,000 grant. Department Contact: Cliff Lange, (760) 602-2010 - clanq@ci.carlsbad.ca.us d 1 t I E E 1c 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 EXHIBIT #I RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLS BAD, CALIFORNIA, APPROVING THE APPLICATION FOR A GRANT FROM THE CALIFORNIA STATE LIBRARY GLOBAL LANGUAGES MATERIALS GRANT PROGRAM WHEREAS, the Carlsbad City Library meets the eligibility criteria to apply for funds under the California State Library Global Languages Materials Grant program; and WHEREAS, the goals of the City Council and the objectives of the Library support learning ; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California as follows: 1. 2. That the above recitations are true and correct. That staff is authorized to apply to the California State Library for $6,000 in grant funds from the Global Languages Materials Grant Program. PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad held the day of , 2004, by the following vote, to wit: AYES: NOES: ABSENT: :SEAL) CLAUDE A. LEWIS, Mayor ATTEST: LORRAINE M. WOOD, City Clerk EXHIBIT #2 Global Languages Materials Grant Program If you have any comments about this program, please direct them to Tom Andersen, Assistant Bureau Chief, at (916) 653-7391, or by e-mail at tandersen@?library.ca.gov. Conditions of this program are as follows: 1. Eligibility: Applicant public library jurisdictions are only eligible to apply for a grant m the amount specified in a separate memo mailed to each public library director in California 2. Grant funds may be used for the purchase of non-English or bilingual adult and children’s materials in any format, provided it serves the informational or recreational needs of the targeted immigrant population. 3. Successful applicants are required to obtain input from the targeted immigrant community or communities regarding the nature of the materials to be acquired under this grant. 4. All items purchased under this grant must be catalogued. And all materials purchased under the grant must be housed at the library for the total expected life of the materials. 5. The cost of processing and cataloging the materials purchased under the grant is considered an in-kind library contribution by those libraries with the staff expertise to process and catalog and grant purchased materials. However, those libraries that lack staff with the necessary language andor cataloging expertise may use the grant bding to contract for the acquisition, processing, and cataloging of non-English language collections. (Idormation on vendor packages can be obtained by contacting Rushton Brandis at (916) 653-5471, or by email at rbrandis@,libra.ca.gov. (A sample listing of non-English material vendors and publishers can be accessed by clicking hereJ 6. Grant funds cannot be used for any travel costs associated with acquiring the materials to be purchased under this grant. 7. The award will be made in a single payment based upon the amount listed on the claim form that will be sent to successll applicants. Only quarterly financial reporting and final narrative and fiscal reports are required. (The final narrative report must contain how the library obtained project input from the targeted community, how the library opted to use the funding, the number of titles acquired and in what specific language, the number of materials for adults and the number of materials for children and young adults that were acquired, md where the materials are housed). 8. All funds must be encumbered by June 30,2005, and all materials received and invoices cleared by August 30,2005. Any hds not spent or encumbrances not liquidated by August 30,2005 must be returned. 9. In order to satisfy the provisions of the Children’s Internet Protection Act (CIPA), applicants must certi@ that grant funds will not be used to purchase computers used to access the Internet or to pay for direct costs associated with accessing the Internet. CIPA certification materials are available on the State Library website at www.librarv. ca. nov/html/arants.cfm 10. Sign and return the original and four copies of the application, along with the CIPA certification. The application must be received at the State Library no later than 4:OO p.m. on May 6,2004. Fax copies are not acceptable. Applications packets must be mailed or delivered to: California State Library Library Development Services Attn: Global Languages Materials Grant Program PO Box 942837 Sacramento, CA 94237-0001 (900 N St., Suite 500) (Sacramento, CA 95814) EXHIBIT #3 California State Library Library Services and Technology Act (LSTA) Global Languages Materials Grant Program Fiscal Year 2004/2005 APPLICATION Submit ORIGINAL and four (4) copies by 4.00 p.m. on May 6,2004 to: California State Library, Attn: Global Languages Materials Grant Program, P.O. Box 942837, Sacramento, CA 94237-0001. (Street address: 900 N Street - Suite 500, Sacramento, CA 95814; Telephone 916-653-5217) 1. LibraqdJurisdiction: Carlsbad City Library Contact Person: Susan Simpson Mailing Address: 1775 Dove Lane Title: Head of Collection Development City: Carlsbad, CA 92009-4048 Phone: 760-602-2036 Fax: 760-602-7928 E-mail: ssimp@,ci.carlsbad.ca.us 2. What underserved language group do you intend to target? We intend to target Spanish-speaking children aged five to twelve who are in English- language immersion classes in elementary schools. These children are regular users of the Centro de Informacion, a branch of the Carlsbad City Library. The Centro is located in the neighborhood of the schools that have the highest percentage of Spanish-speaking children in their classrooms. We will increase our services to these children by purchasing Spanish language materials that will reidorce their basic reading skills in their native language. We will also purchase bilingual Spanish - English materials that will help them improve their English language reading skills and provide assistance with their homework assignments. These materials will be in print, audio and video/DVD format. Project: Global Languages Materials Grant Program Li brary/Juri sdiction: Carlsbad City Library 3. How did you determine your library currently under-serves the targeted language group? Consultation with the staff of the Centro de Informacion reveals that the Centro does not have enough materials to meet the demands of these students. The Centro receives regular and personal feedback from the students who use it, as well as fiom their parents and their teachers. This feedback and the observations of the Centro st& show that the Centro needs more nofiction to support a wide range of homework assignments. The Centro staff has also noticed that their fiction shelves are emptied quickly when the schools have school-sponsored reading programs and also during the library’s Summer Reading Program. Consultations will be held with two groups of people to fiather verify and clarify this need. The first group is the “Homework Zone” volunteers who work at the Centro de Informacion. These volunteers work one-on-one with students to help them with specific homework situations, and so will have detailed feedback about what the Centro needs to add to improve the nonfiction collection. The second group is the English Learner Advisory Committees (ELAC) run by the schools. This group is chaired by a bilingual teacher, who coordinates the school’s efforts to work with the English-immersion students, their parents and their families. ELAC members will be able to provide us with Limited English Proficient (LEP) statistics and with more idormation about materials needed to help with homework assignments and with general reading skills. 4. Please describe your plans for the promotion of the collection that will be purchased. The staff of the Centro de Mormacion will use their established, ongoing outreach efforts in their community to publicize and promote the collection of materials purchased with the Global Languages Materials Grant Program. These outreach efforts currently include: Classroom visits Participation in school special events Participation in community events, such as the Barrio Fiesta, the Christmas Tree Lighting Ceremony, and the Festejando a las Madrecitas, all of which center on the neighborhood where most of these children live Participation in the regular ELAC parent meetings held at the various schools Project: Global Languages Materials Grant Program Library/Jurisdiction: Carlsbad City Library 5. Please provide your plan for continuation of the collection beyond the grant year. We will increase the allocations for Spanish-language and bilingual materials for Spanish-speaking children by rearranging our spending priorities within the library’s materials budget. We will also track the circulation statistics on the materials purchased with this grant money, watching carefblly which items circulate more than others, so that we can*focus our ongoing spending on the types of items that will be the most usehl. 6. On behalf of the Carlsbad City Library, I will accept a Library Services and Technology Act grant award of $6.000.00 for the Global Languages Materials Grant Program of 2004/2005. I agree to the conditions of this award and stipulate that the fbnds will be used for the purchase of materials that meet the needs of our immigrant population(s), and that materials will be processed and made available promptly. I understand that all fhds must be expended by June 30,2005, or Date: y[+/o y Director Name: Cliff Lame Phone: 760-602-20 10 Fax: 760-602-7942 E-mail: clana@ci.carlsbad.ca.us Library: Carlsbad City Library Mailing Address: 1775 Dove Lane City: Carlsbad. CA 92009-4048 FORM A CALIFORNIA STATE LIBRARY Sacramento INTERNET SAFETY CERTIFICATION FOR LSTA APPLICANT PUBLIC LIBRARIES PROGRAM YEAR 2004/05 FUNDS As the duly authorized representative of the applicant library, I hereby certify that (check on& one of ihe following boxes): A. P The recipient library is receiving serviCes at discount rates under Sec. 254(h)(6) of the Communications Act of 1934 (the “E-Rate” Program). €3. o The recipient library has complied with the requirements of Section 9134(f)(1) of the Library Services and Technology Act. C. o The recipient library has not yet compiied with the requirements of Section 9134(f)(1) of the Library Services and Technology Act. However, the applicant library is undertaking actions, including any necessary procurement procedures, to put into place an Internet safety policy that meets these requirements. The applicant library will be in compliance with the requirements of Section 9134(f)(1) before the library receives fimding for a subsequent program year. D. @ The requirements of Section 91340 of the Library Services ahd Technology Act do not apply to the recipient library because no fhds made available under the LSTA program will be used to purchase computers used to access the Internet or to pay for direct costs associated with accessing the Internet for a public library that does not receive discounted E-Rate services under the Communications Act of 1934, as amended. Representative Title of Authorized Representative MAIL TO: California State Libiw LDS - LSTA Datd ,,?. . i/: p (-\.<: \ c\+ i L.j 1) r-z-a--c- ~ i P.O. Box 942837 / -L. .?>‘ 3)cl.c 1_ Sacramento CA 94337-000 1 Name of Applicant Consdrtium/Group Doc #a35 Memorandum. Date: March 18,2004 To: Clifford Lange Carlsbad City Library From: \&+%s+w Dr. Kevin Stan-, State Librarian of California RE: Global Languages Materials Grant Program I am pleased to announce the Global Languages Materials Grant Program. Through this program, I am making available approximately $2,00O,OOO'in Library Services and Technology Act Grant funds to public libraries in the state. The objective of the program is to provide informational and recreational materials to newcomers to America in their native languages to assist them in more fblly participating in California and American society. Each public library jurisdiction will have an opportunity to apply for a grant in a predetermined grant amount based upon 1984-2002 average annual county immigration statistics fiom the California Department of Finance. The grant funds are to be used for the purchase of adult, andor children's materials in fhe native language of the underserved immigrant community targeted by your library. The hds may be used for the purchase materials in any format, provided it serves the informational or recreational needs of the targeted immigrant population. The grant amount for the Cal'lsbad City Library is $6,000. Successfid applicants are required to obtain input fiom the targeted immigrant community or communities regarding the nature of the materials to be acquired under this grant. In addition, all items purchased under this grant must be cataIoged. Also, all materials purchased under the grant must be housed at the library for the total expected life of the materials. The cost of processing and cataloging the materials purchased under the grant is considered an in-kind library contribution by those libraries with the staff expertise to process and catalog and tibragg59.(iourts Building PO BOY 9-i?837 Sacramento. CA 942 37-0001 grant purchased materials. However, those libraries that lack staff with the necessary language and/or cataloging expertise may use the grant fimding to contract for the acquisition, processing, and cataloging of non-English language collections. Finally, in order to satisfy the provisions of the Children’s Internet Protection Act (CIPA), libraries must certify that grant fimds will not be used to purchase computers used to access the Internet or to pay for direct costs associated with accessing the Internet. The program application and conditions, as well as CIPA certification information, will soon be available on our website at www.library.ca.qov/html/grants.cfh. If you have any comments about this program, please direct them to Tom Andersen, Assistant Bureau Chief, Library Development Services, at (916) 653-7391, or by e-mail at tandersen@libraw.ca.gov. Please note the deadline for application under the program is 4:OO p.m. on May 6,2004. 6459-1 AB# TITLE: MTG. 5/18/04 LIBRARY LITERACY SERVICE DEPT. LIB APPLICATION FOR A GRANT FROM THE CALIFORNIA RECOMMENDED ACTION: DEPT. HD. CITY ATTY. CITY MGR Adopt Resolution No. grant from the California Library Literacy Service. authorizing the Carlsbad City Library to apply for a ITEM EXPLANATION: From 1984 until 1989 the Carlsbad City Library adult literacy program was funded with grant money from the State. In 1989, when those funds were no longer available, the City's General Fund picked up the support of the program. In 1990, when the California Library Literacy Service was created, the library became eligible for additional matching grant funds. We have applied for and received the matching grant funds each year for the past ten years. For fiscal year 2004-05, the State Library will follow a similar procedure as last year in determining how this matching grant program will be funded. The funding formula will provide a basic grant of $15,000 to each eligible literacy program. Subsequently, if additional funds remain, a second grant amount will be distributed to each eligible literacy program. < FISCAL IMPACT: The Carlsbad City Library meets the eligibility requirements for receiving State matching 'unds. These matching funds are awarded by the State to extend or enhance existing iteracy services. Grant funds will be used to purchase instructional resources, books, wtreach materials, and supplies to support the annual tutorhearner recognition event. The State grant amount for 2003-2004 was $28,851. The new funding formula will provide a iasic grant of $1 5,000, and if there are any remaining funds, an additional grant amount will )e awarded. The amount of the second grant is unknown. ZXHI B ITS : I. Resolution No. approving the application for a grant from the California Library Literacy Service. 2. Carlsbad City Library Application for Continuing Programs grant. lepartrnent Contact: Cliff Lange - 760-602-201 0 - clanq@ci.carlsba.ca.us t 1 , L E E 7 a 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 EXHIBIT 1 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE APPLICATION FOR A GRANT FROM CALIFORNIA LIBRARY LITERACY SERVICES ACT FUNDS. WHEREAS, the Carlsbad City Library Adult Learning Program provides training to meet the literacy needs of adults; and WHEREAS, the Carlsbad City Library Adult Learning Program supports the goals of the City Council and the objectives of the Library; and WHEREAS, the California State Library will provide additional support for the Adult Learning Program with grant funds: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California as follows: 1. 2. That the above recitations are true and correct. That the Library Director is authorized to apply to the California State Library for the California Library Literacy Service Act funds. PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad held the - day of , 2004 by the following vote, to wit: AYES: NOES: ABSENT: CLAUDE A. LEWIS, Mayor ATTEST: LORRAINE M. WOOD, City Clerk (S EAL) EXHIBIT #2 California State Library California Library Literacy Services (CLLS) Fiscal Year 2004-2005 APPLICATION FOR CONTINUING PROGRAMS Submit three copies to be postmarked bv Fridav. Mav 28. 2004 to At&: Literacv Team, cnrifontia State Library. PO Box 942837. Sacramento, CA 94237-0001 for mail. Non-postal delivev to 900 NSPeet, Suite 5008 Sacramento, CA 95814. Far C =acceptable. Questions: 916-653-7743. 1. Applicant: Carlsbad City Library 2. Address: 1775 Dove Lane, Carlsbad, CA 92009 (full legal name of jurisdiction andor library) 3. Contact name: Lynda L. Jones Phone: (760) 434-2998 Fax: (760) 720-762 1 E-Mail: Ijone@ci.carlsbad.ca.us Intent to Participate (Only programs funded in 2003104 can apply for 2004/05): Programs hnded in 2003/04: Programs applying for in 2004/05: El Adult Literacy Services (ALS) HApplying Not Applying 0 Families for Literacy (FFL) 0 Applying HNot Applying 0 English Language Literacy (ELLI) 0 Applying HNot Applying 0 Mobile Library Literacy Services (MLLS) 0 Applying BNot Applying 4. SUMMARY OF YOUR LITERACY SERVICES: (Briefly describe the key elements of your library’s literacy service -- what services will you provide? To how many people/families? How many volunteers?, etc. Who are your key collaborators for each service? If you have special program elements, such as prison or health literacy services, describe them as well. Identifl any major changes from last year in space provided.) Please keep your answer to ?4 page per service. Adult Literacv Services: The Adult Learning Program provides free and confidential learning experiences in basic reading, writing, and applied literacy skills. One-to-one and small group tutoring are offered. Computers are fully integrated into the study sessions of every learner. In one-ton-one tutoring, emphasis is on structured, sequential learning of the soundsymbol relationships for reading and writing English. Tutoring pairs also work on building fluency, vocabulary, and comprehension with the Read Natzirally software program. The learner’s own goals in applying new literacy skills to their home, work, and community life are addressed. Currently, 33 learners are in one-to-one tutoring situations. Amlicant Jurisdiction: Carlsbad Citv Librarv Three small groups are available for learners who have, generally, already studied for a sub stantial time with one-to-one tutors. One group reinforces the basic skills studied previously and adds work on fluency, vocabulary, and comprehension. A second group is a writing group, which addresses more complex skills in spelling, vocabulary, and written expression. The third group is a G.E.D. preparation group. Each group has a volunteer tutor. In 2004-2005, two new groups focused on keyboarding skills will be added. Currently, 15 learners attend small groups. Any major changes from last year? The Carlsbad City Council has adopted establishment of a Library Learning Center as one of its goals for 2004-2005 and proposes to purchase a 7800 square foot building for this purpose. During 2004-2005, the Adult Learning Program anticipates moving into the Learning Center. With more space, more small groups will be added, primarily using the sound/symbol curriculum PhonoGraphix. 5. How did you determine the local need for the literacy services you provide? (What local sources of data did you use?) 20-year history of library’s Adult Learning Program serving adult learners. Carlsbad High School enrollment in Special Education reading classes. US. 2000 Census: income, language spoken at home & proficiency, years of schooling. Carlsbad Unified School District: accountability reports on individual schools, including HeadStart enrollment (parents). Outreach to parents’ groups at schools. Conversations with Human Resources managers at Carlsbad employers. standardized test scores, especially for languages arts. 6. INPUTS: What resources will you use to provide the services described in the coming year? 1 FTE Program Coordinator 1.6 FTE Learning Program Assistant (4 part-time staff, including 0.2 FTE technology support) 0.5 FTE ofice volunteers 1 volunteer RoZes & GoaZs interviewer 48 continuing learners, with 15 added Library’s Volunteer Coordinator City’s Volunteer Coordinator 3,000 circulating volumes in Adult Learning Program library collection + 80 volumes to be added Library circulation computer & software 8 networked instructional computers with 6 instructional sobare programs 12 Alphasmart keyboard word processors 1,000 sq. ft. instructional classroom space, with 12 2-person tutoring carrels & 1 small-group area 1 Basic Shulls learning group with tutor 1 Writing group with tutor 1 G.E.D. group with tutor 2 Keyboarding groups with tutors (plmaing for expansion of these areas in new Leming Center) 2 Amlicant Jurisdiction: Carlsbad City Library 1 PhonoGraphix curriculum team developing instructional materials 32 continuing volunteer tutors in pair situations 5 tutor trainings, adding 20 new pair tutors Outreach plan to improve public awareness and recruit learnershtors Cooperative public relations and fundraising plan with Library Foundation Data management system (Literacy Pro) Weekly New Learner Orientations Roles and Goals form Intake interview and assessment materials for learners Consumable texts for learners Office equipment 9computers, copier, shredder, fax, etc.) 4 visits made to local companies to raise awareness of program Cooperative outreach and programming with library’s Centro de Informacion (also to move into Program listed at volunteermatch. org and in North County Times Community Connections (both Classrooms are open 52 hours per week. Learning Center) Online and print versions) 7. OUTPUTS: How many users will be served, and how many of each service/program will be provided in the coming year? 63 adult learners enrolled in program and learning either in one-to-one or small-group setting. 52 volunteer tutors instructing in one-to-one or small-group situations 45 Basic Skills group sessions held 45 Writing Group sessions held 45 G.E.D. group sessions held 4,000 instructional hours completed by adult learners 8. RECRUITMENT: How will you recruit program participants? Ad in Pennysaver Staff attend Headstart parents’ meetings Staff make presentations at 3 bilingual elementary students’ parents’ meetings Develop and implement plan for letting employees and Human Resources personnel of local Attend City functions to network with other employees from other departments Participation in San Diego Council on Literacy countywide publicity (print and electronic media) Information about the program in the quarterly City Community services brochure mailed to all Welcome Wagon distribution of program information and embossed pencils to new city residents Program brochures available at library sites’ information desks Large posters displayed at library sites Staff table at school and community events (e.g., Barrio Fiesta, Holiday Tree Lighting) Display program information at local laundromats Continue relationships with MiraCosta Adult Learning Center staff and MiraCosta Community Corporations know about program Homes 3 Applicant Jurisdiction: Carlsbad City Library College Disabled Students Services office for referrals of appropriate learners Utilize media attention on new Learning Center to reach potential learners 9. RECRUITMENT: How will you recruit tutors and other volunteers? Develop and implement plan for letting employees and Human Resources personnel of local Corporations know about program Attend City functions to network with other employees fkom other departments Participation in San Diego Council on Literacy countywide publicity (print and electronic media) Information about the program in the quarterly City Community services brochure mailed to all Homes Welcome Wagon distribution of program information and embossed pencils to new city residents Program brochures available at library sites’ infomation desks Large posters displayed at library sites Staff table at school and community events (e.g., Barrio Fiesta, Holiday Tree Lighting) Cooperation with the library’s and the City’s Volunteers Coordinators Continue listing of program on voEunteemzatch.org and North County Times Community Connections (both print and online versions) Utilize media attention on new Learning Center to reach potential volunteers 10. COMMUNITY RELATIONS: How will you ensure that your community stakeholders (library staff and trustees, mayor, county supervisors, civic organizations, locai legislators, etc.) are aware of what the library is doing to address the community literacy issues? -The Library Foundation is developing written materials, as well as a speakers’ bureau, to expand community awareness and findraising specifically for the new Learning Center. The Foundation initiates contact with community leaders and the media. -Learning Program staff participate in City and library events as much as possible to network with library and other city staff. These include both internal and outreach events. -Library Trustees receive monthly updates in print and via the Library Director on the literacy program. -City Council members, City Managers, Friends of the Library President, Library Foundation President are invited to the program’s annual recognition event. Each receives a personal letter from a learner and a tutor. Learners speak at the event about their learning experiences. -Program staff, learners, and volunteers speak at service clubs and school events. -Program information and photos appear on the City’s website. -Friends of the Library include information about the program in their newsletter. -Program Coordinator attends meetings of library division heads. 11. Projected Budget (forms attached) 4 Applicant Jurisdiction: Carlsbad Citv Librarv 12. Statement of Intent a. I intend to request State funds available under the provisions of Section 18866 of the Education Code for the 2004/05 fiscal year. I understand that I will be notified by the California State Library of the amount for which my library is eligible, according to the provisions of the law, and that I will be required to submit a Plan of Service and proposed Budget utilizing the full eligible amount for literacy, subject to approval by the California State Library. b. I affirm that any or all other agencies participating in the program have agreed to the terms of the applicatiodgrant award, and have entered into an agreemenqs) concerning the final disposition of equipment, facilities, and materials purchased for this program from the funds awarded for the activities and services described in the attached, as approved andor as amended, application. (Signed): Date: (Pnnted): Cliff Lange (Authorized representative) Title: Librarv Director Library Jurisdiction: Carlsbad City Library Streevmail address: 1775 Dove Lane City: Carlsbad County: San Dieno Zip + 4: 92009-4048 Telephone: (760) 602-20 10 Fax: (760) 602-7942 E-mail: clang@ci.carlsbad.ca.us -0R- My library will not apply for California State Library literacy funds for the 2004/05 fiscal year. (Signed): Date: (Printed): (Authorized representative) Title: Library Jurisdiction: '2 E! 3 4 oc Carlsbad City Library 2004 - 2005 Minimum Standards for California Library Literacy Services In order to receive a baseline amount of funding from the California State Library for Adult Literacy Services, please check and sign the following to certify that your library literacy services are in compliance with these minimum operational standards: Definition of an Adult Learner -- For the purposes of qualieing for the per capita award portion of the CLLS hnding formula, an adult learner: Is 16 years or older and not concurrently enrolled in high school Seeks literacy services for himherself in English and is able to do the intake interview in English Has completed an intake interview, has been assessed and is receiving instruction including, but not limited to, one-to-one, small group and/or computer instruction Has established one or more personal literacy goals Does not include someone who requests services from your library but is referred elsewhere Ixl Ixi Ixl Ixl Ixl Ixl Ixl Ixl Ixl Ixl “Dedicated staff’ have been assigned specifically to adult literacy services Literacy instruction is provided for the English-speaking adults who seek it, and the service is in response to the needs of the community Literacy services are provided in a public library setting or, if elsewhere, a strong connection to the library is made The service has trained volunteer tutors and adult learners While library literacy services may charge a third party, such as a workplace, for services, instruction is always provided for free to the “end-user,” the adult learner or participating family. The service defines “adult learners” as those 16 years or older, not concurrently enrolled in high school, who seek literacy services for themselves in English and are able to do the intake interview in English. Adult learners go through an initial intake process, which includes screening, assessment and possible referral Adult learners receive regular instruction including but not limited to one-to-one, small group and/or computer instruction Volunteer tutor screening, training, assessment and referral services are provided After volunteer tutors receive training they are matched or are waiting to be matched with adult learners Carlsbad City Library 2004 - 2005 Ixl w Ixl Ixl Ixl Ixl w El Adult Literacy Minimum Stundards -page 2 Volunteer tutors meet regularly with adult learners and report on their progress Ongoing tutor and adult learner support services and programs are offered The library has a method for gathering literacy data and uses the CLLS "Roles and Goals" form with its adult learners in order to gather outcomes data The library undertakes periodic, regular student assessment, literacy services evaluation, and the reporting of outcomes The library has a plan for increased local support, Le., a financial commitment from the local jurisdiction Literacy staff participate in their regional network (BALIT, CVLLN, NCLC, SCLLN, CSJVLN) The library participates in or is in the process of establishing a local adult literacy codlition The library knows its community and the community's literacy needs CARLSBAD CITY LIBRARY Library Name Library Director Signature, FY 2004/05