Loading...
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.. . I. 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. I 7 a, 0) m a B 0 P a# 0 u m E CY 2 J .s 2 I T€ /I#7 m. L 0