HomeMy WebLinkAbout2005-02-16; Library Board of Trustees; MinutesApproved
MINUTES
MEETING OF:
DATE OF MEETING: February 16,2005
TIME OF MEETING: 4:OO PM
PLACE OF MEETING:
LIBRARY BOARD OF TRUSTEES
Carlsbad City Library Board Room
1775 Dove Lane - Carlsbad
CALL TO ORDER:
Vice Chair Bill Kamenjarin called the meeting to order at 4:05 PM.
ROLL CALL:
Present: Library Board Trustees, Kamenjarin, Page, and Tarman
Absent: Trustees Lignante and Swette
Also Present: Heather Pizzuto, Deputy Library Director, Dove Lane
Cheryl Mast, Library Management Analyst
Susan Simpson, Sr. Librarian, Collection Development
Arthur Wood, Friends of the Library President
Carolyn Hoard, NSDCGS liaison
Jane Schatt, League of Women Voters observer
APPROVAL OF MINUTES:
The minutes were approved as presented with one change. The date for the "Castles of
Carlsbad" tour was reported incorrectly. The actual date for that event is Saturday,
October 22, 2005.
MONTHLY LIBRARY REPORTS:
Trustee Page asked about the Birch Aquarium program and where it was held. Deputy
Library Director Pizzuto responded that the aquarium personnel presented the program
at both libraries.
Trustee Kamenjarin questioned the statistics for monthly computer use. Deputy Library
Director Pizzuto responded that the patrons must sign up to use the computers and that
is how we capture the number of users. The computer use statistic had not been
reported to the Library Board in the past although the information was captured for the
State Library report.
Library Board of Trustees
Minutes of February 16, 2005 Meeting
Page 2
Trustee Kamenjarin also pointed out what appeared to be a clerical error in the January
2005 In-House Use and People Count for Centro/ALP. Deputy Library Director Pizzuto
suggested staff check on the statistic and report the findings at the next meeting.
BUDGET UPDATE FOR FY2005-06:
Library Management Analyst Mast distributed a copy of the budget calendar for the
Board and reported that the policies for next year were not finalized but we were not
anticipating much variance. She also reported that the recent ten-year forecast is a
great improvement over projections at this time last year.
Trustee Kamenjarin asked about any increase in the new budget and Management
Analyst Mast responded that the block budget would remain the same plus an index to
be determined by the Leadership Team.
GEORGINA COLE LIBRARY SPACE ISSUES:
Deputy Library Director Pizzuto reminded the Board that they had asked for a staff
report on this issue at every meeting and that since the last meeting, Senior Librarian
Susan Simpson had analyzed actual collection growth through December 2004.
Senior Librarian Simpson reported that the figures in the last projection were only
through January of 2004 and that the new spreadsheet represented a more accurate
picture. In addition, she had made measurements of those areas pointed out in the tour
last month where additional shelving was possible and had included those figures.
The next step in the process is to identify what existing shelving we have, what
additional shelving is needed, and determine the funding for the purchase and
installation. The addition of the shelving would give us sufficient room for the collection
through 2006.
Deputy Library Director Pizzuto explained there are two short-term strategies for
managing the space at Cole: additional shelving and aggressive weeding.
Trustee . Kamenjarin asked for a definition of “aggressive weeding”. Senior Librarian
Simpson explained the process is different for every collection; for some it is just use
and for others it is age and use. She is in the process of developing a schedule to weed
the various areas on a regular basis.
Trustee Kamenjarin asked if there were any plans for additional computer terminals and
Deputy Library Director Pizzuto responded that the current computer area would be
realigned to allow more room for each individual user but the ability to add terminals is
based on the ability to add wiring and we have limited conduit space. She continued
that the library is exploring the possibility of expanding computer access by way of
Library Board of Trustees
Minutes of Februarv 16. 2005 Meetina Page 3
wireless service, which is the trend in libraries. There are a limited number of pieces of
equipment that any library can provide but wireless access would allow the patron to
use their own equipment.
Trustee Kamenjarin asked if there were plans for any changes in the Genealogy section
upstairs and Senior Librarian Simpson responded that by adding the shelving there
would be no need to make any changes upstairs in Genealogy.
Deputy Library Director Pizzuto added that the additional shelving does not require us to
compromise any of our current services.
Trustee Page asked about the mezzanine floor and any weight limits and Senior
Librarian Simpson responded that the current shelving configuration upstairs is the
maximum load limt.
CENTRO UPDATE:
Library Management Analyst Mast reported that the Parks department has delivered
their new modular for Stay and Play and the project is moving forward. The next step is
to schedule a meeting with Parks and Facilities to coordinate the actual move to allow
for all the utility hook-ups at one time. Although there is no set date for the move, she
did anticipate that the move would take place before the end of March.
Trustee Kamenjarin asked about anticipated interruption of service at Centro and
Library Management Analyst Mast responded that it would be minimal, no more than a
week.
2005 CALTAC WORKSHOP IN COMMERCE:
Library Board Trustee Page was the only trustee present who expressed an interest in
attending. Prior to sending in the registration, staff will contact the absent Trustees.
STRATEGIC PLAN WORKSHOP WITH JOAN FRYE WILLIAMS:
Deputy Library Director Pizzuto announced that we have contracted with well-known
consultant Joan Frye Williams to assist the development of a new strategic plan. The
workshop will involve library staff as well as members of this board, Friends of the
Library and the Library Foundation. The date for the workshop is May 19, 2005.
The beginning points for the discussion of the strategy are the Mission and Vision
statements developed by the committee involved in the balanced scorecard project.
The Mission and Vision statements had been provided to the Board and the Library
Director had asked for feedback on the statements.
Library Board of Trustees
Minutes of February 16, 2005 Meeting
Page 4
Trustee Tarman asked how many library staff members would be involved and Deputy
Library Director Pizzuto responded that primarily all the Library Division heads and any
additional staff that were interested but that the size of the group was being determined
by the size of the meeting facility.
DIRECTOR'S REPORT:
In the Director's absence, Deputy Library Director Pizzuto first thanked Trustee
Kamenjarin for the excellent letter to the editor of the North County Times in response to
an editorial that declared libraries as obsolete.
Technoloqv - The library is waiting for responses to the RFP for the RFlD and self-
check which are due on February 18th. In the meantime staff members are preparing a
cost benefit analysis to take to the ITGC for approval to move forward.
As for the PC/Print/Copy project, the staff members who had been working on reviewing
the proposals from the vendors have made a selection, Xerox, but still need to get
specific pricing in order to prepare a cost benefit analysis and seek approval.
The ITGC and Leadership Team have approved the purchase of the telephone
notification module from Sirsi and e-mail notification service is very close to roll-out.
Trustee Tarman asked how the library intended to collect patron's e-mail addresses and
Deputy Library Director Pizzuto explained that it was strictly voluntary, and that the
current library card registration form has a place for that information and the option is
also available on the website. Once the services are all up and running, the library will
launch a marketing campaign to let the patrons know they have three options for
notification of fines, holds, etc.
Staff Recruitments - The departmental interviews for Deputy Library Director and
Community Coordinator positions were scheduled this week. In addition the Library
Assistant positions in Technical Services and Cole Reference have been filled.
Interviews for the cataloging position in Technical Services are scheduled for tomorrow.
There have also been several openings in our part-time staff for which recruitment is on
going.
Children's Garden on Dove Lane - The RFP for this project has been sent out and
responses are due back on March 8th. A pre-bid walkthrough is scheduled for
interested contractors on February 24th.
Cole Landscape project - The contractual issues were resolved with the low bidder
and work on the project is scheduled to begin Monday, February 21".
Library Board of Trustees
Minutes of February 16, 2005 Meeting Page 5
Learninn Center - The exterior design has been completed and the architect is
working on the internal design at present. The Library Foundation is preparing to launch
a capital campaign to raise funds for the construction.
Library Manaqement Goals - Staff is involved in developing library goals for the next
fiscal year, which is done each year in tandem with the budget process. Proposed
goals are subject to Leadership Team approval and there will be more information on
the goals at a later date.
Trustee Kamenjarin asked if all the library full time vacancies would be filled by next
month and Deputy Library Director Pizzuto said that was correct.
Trustee Kamenjarin also asked for more information on the Learning Center. His
current understanding is that the project is moving forward as a two-story design but
that is contingent on getting the funding. His questions was that if funding doesn’t
occur, will the first story be occupied by the Centro and Adult Learning Program?
Management Analyst Mast responded to his question and agreed that the library is
moving forward with the two-story design and that the Library Director has already met
with the City Manager and the project is being included in the Capital Improvement
Program process (CIP) for next year. Hopefully the project will be approved and funded
through the CIP. She added that there may be additional costs identified through that
process which would increase the cost estimate provided by the architect. In that event,
the Library Director would have to make the decision to seek additional funding for the
two-story design or revert to “Plan B” which is the remodel of the one story building. It
was estimated that the two-story design project would take 18 months, with a target
move-in of January 2007. She said there had not been any discussion of a projected
time-line or move-in date for Plan B.
FOUNDATION REPORT:
Trustee Tarman reported that the Foundation has sent letters to City Hall asking the
City to fund the cost of the Learning Center and the Foundation pledging to reimburse
the City with the funds raised in their capital campaign. The Board is interviewing
consultants who work with non-profit organizations and can provide some expertise in
mounting the capital campaign. The Board has also initiated a search for a new
financial advisor.
FRIENDS OF THE LIBRARY:
Friends President Arthur Wood reported that book sales over the last six months at the
Cole Library exceeded $9,200, in spite of the limited space and purchases on the honor
system. Currently they have $180,000 in the treasury and membership is at 476. The
Board approved the changes in the bylaws, which included changing the dates for the
Library Board of Trustees
Minutes of February 16, 2005 Meeting
Page 6
library to submit funding requests. President Wood emphasized that their budget
committee would consider requests throughout the year, but that the bulk of the
requests will need to be submitted in April. He said the Board also discussed the
special events they hold throughout the year, the silent auctions and the book sale on
the green. Both events require a lot of heavy labor and intensive preparation in relation
to the net proceeds, and the Board will take a closer look at their next meeting to
determine if these projects are truly worthwhile.
President Wood asked how many Friend of the Library were being asked to participate
in the strategic planning workshop in May and Deputy Library Director Pizzuto
responded that she did not know at this point as the total number for the workshop had
not been determined.
GENEALOGICAL SOCIETY:
Liaison Hoard said she had nothing new to report. She referred the Trustees to the
newsletter that they all receive and pointed out the new format and editor.
LIBRARY BOARD COMMENTS:
Trustee Kamenjarin reported he had experienced difficulty with the library catalog over
the last two weeks and Deputy Library Director Pizzuto acknowledged that IT had been
exploring the problems and would be working over the Monday holiday to do some tests
and troubleshooting to try to identify the problem.
Trustee Kamenjarin also mentioned that he was unaware until recently that the library
has patron suggestion boxes and that he had been approached by a couple of people
asking about what the library does with those suggestions as they had submitted
suggestions but had never heard anything.
Deputy Library Director Pizzuto responded that the handling of the suggestion forms
varies greatly. Many of the suggestions are in fact comments and we do not respond.
If the person specifically requests feedback then generally speaking, we do respond.
There are quite a number of suggestions that are requests for the purchase of new
material and those go to Senior Librarian Susan Simpson who is in charge of
acquisitions and collection development. She actively pursues those and on occasion
she corresponds with the requestor to get more information or let them know we already
have the item.
Trustee Page reported that a patron had complained to her about the location of the
book drop in the front of the Dove Lane facility. Deputy Library Director Pizzuto
responded that the library has been trying to determine the best location for the outside
book drops for nearly a year because of patron complaints about the rear book drops.
The library has had difficulty identifying a location for the book drop where they can be
.
Library Board of Trustees
Minutes of February 16, 2005 Meeting Page 7
accessed from the left without creating the perception of lack of safety. The library has
funds budgeted for new book drops that are differently configured: some higher, some
lower, with a chute that comes out further, so that they will be easier to approach from a
variety of sizes and heights of vehicles. She continued that we are struggling with the
issue, which was a concern at the original planning of this library.
Deputy Library Director Pizzuto pointed out that there are two perspectives to consider,
that of the patron and also the impact on staff. Depending on the angle of the location
of the drop, it can be quite an up-hill trek with a truck of books. We received about a
50%-50% response rate to the location in the front, indicating that it was not going to be
easily solvable.
PUBLIC COMMENT:
None present.
ADJOURNMENT:
By proper motion, the meeting was adjourned at 5:04 PM
Respectfully submitted,
Cissie Sext6n
Administrative Secretary
Monthly LIBRARY Reports
for
January 2005
Systemwide.. .
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2.
3.
4.
5.
6.
Children’s and teen staff from the Cole, Dove and Centro facilities attended a
workshop in San Diego January 20, sponsored by the Serra Cooperative Library
System. Focused on the 2005 Summer Reading Program theme “Dragons,
Dreams and Daring Deeds,” it included presentations from library staff throughout
the county on ideas for planning and creating a successful reading program.
Several Carlsbad staff also attended the Santiago Library System (Orange
County) Performer’s Showcase January 27. This early preparation, along with a
manual and ready-to-print artwork, will enable staff to get a jump on planning of
the Summer Reading Program
Oral Boards were conducted in January for Library Assistant vacancies at the
Cole Library and in Technical Services; for the Deputy Library Director; and for
Community Coordinator. All recruitments are proceeding at a fast pace
The staff team tasked with developing competencies as a foundation for a
comprehensive training program concluded their work in January and presented a
final package of competencies specific to every staff level in the Library. This was
a huge undertaking and is expected to be valuable not only to the Carlsbad City
Library but to other libraries developing training programs.
Division Heads prepared their operating and capital budget requests in January,
in preparation for the Library’s overall budget package to be formulated. They
also presented requests for Friends’ funds so that all funding needs can be
looked at simultaneously over the next few months
The Children’s Division and the Birch Aquarium presented a wonderful program
on January 25 complete with live tidepool animals that the children were delighted
to handle. The instructor was incredible. We are grateful to the Friends of the
Library for the financial support for children’s programs.
Volunteer Coordinator, Jenny Okamoto is organizing an Elder Abuse Seminar
scheduled for March 30. This seminar will be offered to volunteers and select
staff who interact with Elders and will inform attendees about recognizing and
reporting elder abuse. Carlsbad City Library Volunteer Services and San Diego
County Adult Protective Services is sponsoring the seminar in association with the
Carlsbad Police Department.
Adult Learning ...
7. On January 22, staff member Stacey Wiegleb, 2 volunteer tutors, and 2 adult
learners attended the Southern California Library Literacy Network (SCLLN)
conference in Los Angeles.
8. Response to an article in the San Diego Union-Tribune on December 30 and
other publicity describing the Adult Learning Program’s need for tutors continued
Monthly Library Reports for January 2005
strong throughout the month. As a result, an extra tutor training has been
scheduled for February.
Centro de Inforrnacion ...
9. On January 19th, Adult Learning Program Coordinator Lynda Jones and Centro
Supervisor Lizeth Simonson attended the Neighborhood House Association North
District Town Hall Meeting. The meeting included a panel of community agencies
that provided information about their services and distributed handouts and
informational materials to the audience.
CCL, Dove Lane ...
IO, All full-time Reference staff attended training January 6 on the City’s Document
Management System so that they can assist patrons in its use.
11. Teen Services co-sponsored the 2nd Annual Battle of the bands held January 29,
along with the City’s Recreation Department. Approximately 400 people attended
this event. Another popular pizza and movie night brought 30 teens to the Library
on January 28.
Collection Development ...
12. Susan Simpson performed a revised analysis of shelvingkpace needs at the Cole
Library through 2006 that indicates sufficient shelf space can be achieved by
adding a limited amount of new shelving. Staff has identified floor space for this
shelving.
Georgina Cole ...
13. The Homework Zone resumed service in January after a holiday break. We are
getting more and more inquiries as to when volunteer and math-whiz Nolan Davis
will be here. His expertise in all levels of math and rapport with the kids and teens
are exceptional .
14. On 11 January, Senior Librarian Mary Van Orsdol gave a demonstration of the
“The Master Genealogist,” a sobare program for organizing genealogy
information. Over 80 genealogists and members of the North San Diego County
Genealogical Society attended.
15. The Carlsbad History Room had many requests for information and photos this
month including inquiries from City Departments, local newspapers and
magazines, the Carlsbad Inn (working on an anniversary celebration), yearbook
staff at Valley Middle School and Carlsbad High School, and most interesting, a
doctoral student in Chicago working on his thesis needing information on
Wesleyan Missionaries in early Carlsbad.
CARLSBAD CITY LIBRARY
MONTHLY USAGE STATISTICS
Dove Library
Reference questions
Circulation
People count
In-House Use of Materials
Cole Library
Reference questions
Circulation
People count
In-House Use of Materials
Centro/ALP
Reference questions
Circulation
In-House Use of Materials
People count
Library-Sponsored Programs
Adult programs
Adult program attendance
Young Adult programs
Young Adult program attendance
Children’s programs
Children’s program attendance
Computer Use
All Facilities
Facility Meeting - Room Use
Events booked
Event attendance
Events cancelled
Volunteer Hours
Total hours:
Jan-04
7,468
74,176
39,184
17,673
7,280
36,483
29,246
6,026
194*
768*
1,766*
151*
35
1,497
5
88
88
3,302
***
71
3,940 ***
296.5 ****
Jan-05
13,100
74,535
39,084
14,092
6,136
35,557
22,089
4,693
166118
762187
156/**
1633/**
27
381
50
85
2,969
10,184
97
2,748
17
933.35
* Centro numbers only. * * Data not reported. *** Not reported last year. **** ALP not included.
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