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HomeMy WebLinkAbout2005-04-20; Library Board of Trustees; MinutesApproved: 5-18 - aOE Corrected MINUTES MEETING OF: DATE OF MEETING: TIME OF MEETING: 4:OO PM PLACE OF MEETING: LIBRARY BOARD OF TRUSTEES April 20, 2005 Carlsbad City Library Board Room 1775 Dove Lane CALL TO ORDER: Chair Rob Swette called the meeting to order at 4:OO PM. ROLL CALL: Present: Library Board Trustees, Kamenjarin, Lignante, Page, Swette, and Tarman Absent: None Also Present: Cliff Lange, Library Director . Heather Pizzuto, Deputy Library Director, Dove Lane Suzanne Smithson, Deputy Library Director, Cole Library Cheryl Mast, Library Management Analyst Jessica Padilla, Community Coordinator Lizeth Simonson, Community Outreach Supervisor Devin Castel, Business Systems Specialist Carolyn Hoard, NSDCGS liaison. Prior to the approval of the minutes of the last meeting, Library Director Lange introduced recently hired staff members, Jessica Padilla and Loretta Moak. Jessica has joined the staff as the new Community Coordinator and Loretta has transitioned from an hourly employee to a full time Library Assistant in the Technical Services Division. APPROVAL OF MINUTES: The minutes of the meeting held March 16, 2005 were approved as submitted. MONTHLY LIBRARY REPORTS: Chair Swette asked if the cost benefit analysis for the RFlD (Radio Frequency Identification) project was finished and if the City had approved the project. n Library Board of Trustees Minutes of April 20 2005 Meeting Page 2 Library Director Lange explained that the library had received approval to send out a request for proposals to which we received six responses. The field has been reduced to three finalists who will present demonstrations of their products at the Library on Thursday and Friday of this week. The cost benefit analysis has not been completed since different systems offer different processes which impact the cost benefit of each. Once the Library selects a vendor, the next step is to return to the City’s ITGC (Information Technology Governance Committee) for approval and then to the Leadership Team. Chair Swette complimented the library on puttin together a team of forty to participate in the Union-Tribune Race for Literacy on May 8 . % Chair Swette expressed concern over the pilot program mentioned in the Adult Learning segment that will focus on improved speaking and writing skills for ESL learners. His concern was that it appeared to deviate from the primary focus of the literacy program. Library Director Lange explained that the pilot program is not an “English as a Second Language” program but more a program to improve the speaking and writing skills of those who were well-educated in their native language, have learned conversational English and need to refine their skills and knowledge. Trustee Kamenjarin commented that he saw this expansion of the literacy services as a testimony to the success of the program overall. Trustee Tarman asked if the problems with the sprinkler system at the Cole Library had been determined, vandalism or accidental breakage? Deputy Library Director Smithson responded that the cause of the problem had not been determined but the Parks Department has decided to replace the 8-inch risers with pop-up fixtures. PROPOSED LIBRARY BUDGET: Library Management Analyst Cheryl Mast distributed the spreadsheet for the proposed budget for fiscal year 2005-06 for discussion and approval by the Board. Trustee Kamenjarin questioned the approval by the Board at this meeting having just received the material. Chair Swette commented that he has asked for an expanded version of the budget to include more detail. Deputy Library Director Smithson explained that the detail for the collection money would be presented by Senior Librarian Simpson at the May 2005 meeting because the her committee that makes that decision has not yet met. Library Board of Trustees Minutes of April 20 2005 Meeting Page 3 Trustee Tarman suggested the analyst walk the board through the budget so they could ask any questions and then vote to approve it. Library Director Lange explained that the submitted budget contained an increase over last year and complied with the guidelines from Finance with regard to no new programs or expansions of existing programs and no new positions. The Board reviewed the proposed budget line for line and by proper motion and vote approved the budget as submitted unanimously. CENTRO DE INFORMACION: This item was included on the agenda at the request of Trustee Kamenjarin in reference to previous board discussion concerning additional hours for the Centro. Library Director Lange explained that the Library did not ask for additional hours for the Centro as the guidelines for this year’s budget included no expanded services for next year, which would include adding hours. Chair Swette asked about a community needs survey to support a request for additional hours and Library Director Lange responded that once the Centro and Adult Learning are combined into the new Learning Center, the library will look at increased hours of operation. Trustee Kamenjarin asked about ground breaking for that project and Library Director Lange said the Conditional Use Permit (CUP) was on the Planning Commission agenda this night and he anticipates it will be approved and groundbreaking could begin as early as this fall. Trustee Kamenjarin asked about the funding for the project and Library Director Lange responded that in addition to the CDBG money, the City Council approved borrowing the money from the CFD #I funds allocated for the Cole Library expansion and the Carlsbad Library Foundation will raise the money in their capital campaign to replace those funds. REVIEW INTERNET USER AGREEMENT: Library Director Lange reminded the Board that this item was on the agenda last month for approval but was instead tabled until this month for further clarification of some of the language. The document presented for their approval had already been submitted to the City Attorney’s office for review and their direction was to keep the language general. Library Director Lange added that the Library has a goal for next year to create a Library policy that deals with issues of privacy, confidentiality, etc. Library Board of Trustees Minutes of April 20 2005 Meeting Page 4 Trustee Tarman pointed out some objections he had to some of the language, punctuation and sentence structure on the form. By proper motion and vote the form was unanimously approved with the recommended changes. MAY 19th WORKSHOP: Library Director Lange announced that this was just a reminder that the Library’s strategic planning workshop is scheduled for this date with consultant Joan Frye Williams. The agenda for that date along with some advance reading materials will be sent to the Board in the near future. COLE SPACE ISSUES: Deputy Library Director Smithson announced no real change in plans other than they have asked the Friends of the Library to purchase the additional shelving to be installed when the building is closed to the public for the HVAC improvements in the Fall. CALTAC WORKSHOP REPORT: Library Director Lange reported that he and Trustee Page attended this workshop last month where the new State Librarian Susan Hildreth was the keynote speaker. Trustee Page reported that the majority of the workshop was dedicated to various forms of fund raising from the smallest to joint partnerships and grants. There were several simple methods used by various libraries such as donation boxes, Friends of the Library sponsored trips, bookstores, and gift shops. Library Director Lange concurred that the main focus was on fund raising and grants and was pleased to hear the State Librarian promise to revisit the Library of California concept. Chair Swette commented that the small fund raising projects offer an opportunity for more people to get involved. EMAlL NOTIFICATION: Business Systems Specialist Devin Castel explained that the program is in the beta stage and that IT is updating the test server making it inaccessible, hence the necessity for paper copies of screen shots. Each page represented a screen the patron would see as slhe navigated the site, checking their account and giving them the option to sign up for e-mail notification for holds ready for pickup and overdue items. Library Board of Trustees Minutes of April 20 2005 Meeting Page 5 This new service will be tested with staff, hopefully next week, then tested with other City staff and once the staff is satisfied with the functionality, it will be available to the public. Board Liaison Hoard asked if the library offered a telephone notification option, and Deputy Library Director Pizzuto responded that it was not available yet, but that the library plans to offer it in the future. It requires the purchase of an additional module from Sirsi and the Library is in the contract stage at present. Trustee Tarman asked how this new service would be marketed to the public. Deputy Library Director Pizzuto responded that a notice that it was available would present itself every time the patron accesses their account. There will be an alert that blinks in red on the website as a new service. Once satisfied that it is working satisfactorily, the Library will launch a major public relations campaign to get the word out. Trustee Kamenjarin asked about the number of notices currently mailed each month and Deputy Library Director Pizzuto responded that she did not have that number readily available but that there has been a considerable increase in postage. The hopes are that the e-mail notification option will greatly reduce that expense. BALANCED SCORECARD: Library Director Lange explained the progress this team has made in developing the measures for the scorecard for the library. The strategy map, mission and vision statements will form the basis for the workshop next month to develop the Library’s new strategic plan. DIRECTOR’S REPORT: Children’s Garden - The staff has decided to go to City Council on May 17th to ask them to decide whether to accept or reject the bids for the work as all of the bids were higher than anticipated. Cole HVAC project - This project is still in the design phase but we anticipate closing the building in September - October of this year. The staff is looking at options to continue to provide service during that time, such as a bookmobile, a modular building or perhaps leasing space nearby. Part of the decision will be based on the ability to provide computer access, and staff is currently researching the availability of an e-bus to lease. Trustee Tarman asked if it would be necessary to remove the collection from the building during the work and Library Director Lange explained that the contractor will Library Board of Trustees Minutes of April 20 2005 Meeting Page 6 “wall off the areas not directly involved in the construction area. It is undetermined at this point if it will be necessary to remove that portion of the collection that is directly under or around the construction areas. Trustee Kamenjarin asked if the Community Room could be used like it was during the Cole remodel. Library Director Lange explained that we still don’t know what will be available but that we were hoping that staff could enter the building during the time it is closed to the public, to retrieve items requested by the patrons. Vacation - The Director will be out of the office beginning April 29* and returning on May 16th. Deputy Library Director Pizzuto will be the acting director in his absence. Library Training - All locations of the Library will be closed on Tuesday, June 7fh from 9 until 1 PM for a library staff training session at the library on Dove Lane. Director’s retirement - The Director will retire on August 31, 2005 after 45 years of library service, 23 if them at the Carlsbad City Library. The City’s Human Resources Department has hired a “headhunter” to recruit for his replacement. RFlD VIDEO: The Board watched a portion of the informational video on Radio Frequency Identification (RFID) use in libraries. Chair Swette asked if the costlbenefit analysis had been completed and Deputy Library Director Pizzuto responded that currently staff is measuring the time and work load involved in the current process and comparing them to what it would be with RFID. She continued that also needed was costs from the vendors for specific equipment the library would purchase. Trustee Kamenjarin asked about the cost of the barcode versus the RFlD tag and Deputy Library Director Pizzuto replied the current cost for an RFlD chip is about 50 cents each while a barcode is about 15 cents, but the RFlD tags will last much longer and costs are going down. Chair Swette asked if the RFlD tags would have to be applied to every item in the collection and Deputy Library Director Pizzuto said yes. To achieve a true cost savings it would be necessary to tag all 350,000 items in the collection so that patrons could use the self-check for all their items. The process would take approximately three months and could involve both staff and volunteers. FRIENDS OF THE LIBRARY: Not present. Library Board of Trustees Minutes of April 20 2005 Meeting Page 7 GENEALOGICAL SOCIETY: Liaison Hoard reported they had a very successful seminar last week and sold several copies of Bee Koon’s book. She complimented the library on the new combination libraryhend card for the copiers as genealogists make a lot of copies. FOUNDATION REPORT: Trustee Tarman reported that the Foundation has adopted the budget for the next year and the Foundation President announced he had received a favorable response from the City Council to advance the funds for the Learning Center project while the Foundation raises the $1.5 million to reimburse the City. The Foundation selected Fidelity Investments as the new financial advisor to manage their investments and is working on a Foundation website. They will be sponsoring another Richard Glazier concert at the Schulman Auditorium on October 1,2005 and hosting a reception immediately prior to the concert for the owners whose homes were part of the Castles of Carlsbad tours. Photographs of the owners of the featured homes are displayed in the entryway of the library on Dove Lane. The Foundation is participating in the Community Partners Program with Albertson’s and SavOn Drugs. The special partnership cards are available at Albertson’s stores and the Foundation receives a quarterly donation based on total receipts. LIBRARY BOARD COMMENTS: None. PUBLIC COMMENT: None. ADJOURNMENT: By proper motion, the meeting was adjourned at 536 PM Respectfully submitted, / Cissie S&on Administrative Secretary Monthly LIBRARY Reports for MARCH 2005 Systemwide . . . 1. Staff from throughout the Library attended information sessions on Radio Frequency Identification (RFID) technology over two weeks during March to acquaint staff with this technology as the Library considers using it. 2. A cost-benefit analysis was begun in March that will help determine the potential value of RFID technology to the Library. This involves studying many of our work processes to determine what might be changed or automated with RFID. 3. The Multicultural Festival attracted over 2800 children and parents to seven venues throughout the City where multicultural programs were held March 7-1 2. The events included storytelling, music, dance and theater presentations that focused on the theme ‘We Are Family.” The Friends of the Library, the Friends of the Arts and the Sister City Committee jointly funded the Festival. Adult Learning ... 4. Library Director Cliff Lange made the decision that the Adult Learning Program will remain at its current location until time to move into the Library Learning Center in 2007. 5. On March 19, Coordinator Lynda Jones, Carlsbad High School Special Education teacher Judy Gaitan, and former learner John Corcoran were part of a presentation on literacy to the Oceanside/Carlsbad chapter of the American Association of University Women (AAUW). Tutor Beth Mason, who is serving as president of the group this year, organized the presentation. 6. The Adult Learning Program signed up 40 (!) runnerdwalkers to be on the Carlsbad City Library Team in the annual Union-Tribune 8K Race for Literacy on May 8. In 2004, the team’s first year to participate, there were 29 team members. 7. The Adult Learning Program worked with many new tutors during March. Tutor Orientations were held March 8 and 22. Tutor Training on March 15 resulted in 2 new tutors trained and subsequently matched with learners. During March 4 new tutors apprenticed and then began tutoring in the high school program. 8. Increasingly, the Adult Learning Program is being asked to provide services to adults who have immigrated from other countries, speak conversational English and may be U.S. citizens, and need help improving their spoken and written English. For many of these learners, access to jobs depends on improving these skills, including writing coherent emails and interacting with customers. The population needing this type of help comes from many different countries and appears to be growing rapidly in the Carlsbad area. These learners - often well educated in their first language -- have found that the available ESL programs do not meet their needs. Staff have decided to try a pilot small group focusing on Monthly Library Reports for March 2005 speaking (pronunciation improvement, vocabulary development, sentence structure) and writing (clear expression, spelling, sentence structure, formal/business writing). Staff member Amanda Bird will be working with volunteer tutor Geoff Armour to develop lessons, and Geoff will tutor the group. The group will meet in the small conference room at Cole, probably starting the third week of April. Centro de Informaci6n ... 9. The Centro de Informacion was closed from March 25 through April 3 to relocate the modular from the southwest corner of the Senior Center to the northeast corner. This was to facilitate construction of the new Pine Park for which ground was broken on March 17. The Centro de Informacion opened its door on Monday, April 4th. The City’s I.T. staff and Facility Maintenance personnel worked very hard to meet the deadlines for the move. IO. On March 18th, Lizeth attended the Hispanic Network Breakfast at the “Casa de Amistad” Solana Beach Presbyterian Church. The Network is composed of Hispanic community members and service providers who meet twice a year to network about needs and resources for Hispanic youth and their families in the North San Diego County region. CCL, Dove Lane . . . 11. With the retirement of Circulation Supervisor Beverly Wade in February, Circulation Supervisors Joan Ballard-Bruce and Susi Houser have been temporarily changed to full-time from three-quarter-time status while the future staffing needs of Circulation are analyzed. 12. Departmental interviews for the position of Librarian 1/11 (Cataloger) were conducted March 14. An appointment is pending the results of reference checks. 13. The Figis, winners of the City’s 2nd annual Battle of the Bands, performed a Rock the Library concert in the Auditorium on March 3 for an audience of approximately 100 people. This event reinforces the Library’s efforts to provide relevant services to the teens of Carlsbad. 14. A meeting of the Carlsbad Unified School District Library Techs was held at the Dove Library March 24, bringing representatives from many Carlsbad schools into the Library. 15. Heather Pizzuto attended an orientation to the State Library in Sacramento, March 16-17, which presented a very valuable overview of all the services and programs coordinated by the State Library. Monthly Library Reports for March 2005 Georgina Cole . . . 16. Bonsall Construction completed the landscaping work on the front of the Cole Library. The Parks Department will be finishing some final details on the project. Since completion of the project, there have been problems with the new sprinkler heads being broken several times. At this point, it is not clear if these breakages are from vandals or accidents by library patrons. Parks Maintenance has been great in getting the sprinklers fixed quickly preventing any potential flooding. 17. Carlsbad City Library Volunteer Services, in cooperation with the Adult Protective Services, hosted the program, “Recognizing and Reporting Elder Abuse” on March 30 at the Senior Center. The seminar was very successful and well attended. 18. The Local History Room provided information for articles written by a variety of news organizations regarding Carlsbad History. Information provided to San Diego Union Tribune resulted in a newspaper article published April 3, 2005 “Carlsbad High nearing 50th Year.” 19. The Genealogy Division hosted several workshops in March. On 8 March, Dorothy Miller spoke to the NSDCGS Computer Group on “Excel at Genealogy.” She discussed how to use the spreadsheet program Excel to organize and record information. On 19 March, Mary Fields gave the inaugural Intermediate Genealogy Class on United States Census Records. On 22 March, Carol Baird spoke to NSDCGS on “Beginning German Research.” All programs were well attended. 20. The office in the Cole Admin area, which formerly housed Geoff Armour and then Marie Garvey, has now been converted into a small conference room. We have used this room for small committee meetings and for volunteer and library employee interviews. With the Community Room and a few personal offices as the only alternative for such meetings, we are grateful and excited to have this space. 21. Suzanne Smithson was selected as the new Deputy Library Director at the Cole Library. She officially began this position on March 14 after having served as Interim Deputy Library Director since January. 22. Patricia Hatfield continues to serve as Cole Children’s Division Head. The now vacant Senior Librarian position in the Cole Children’s Division will be posted during April. CCL. Dove Lane CARLSBAD CITY LIBRARY MONTHLY USAGE STATISTICS 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 quest ions Circulation People count In-House Use of Materials Li brarv- 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 Mar-04 7,5 15 75,276 41,487 15,958 7,800 40,166 29,580 8,308 203 * 1,150* 2,147* 150* 40 1,335 6 80 104 3,849 ** 101 4,764 ** Total hours: 41.75*** Mar45 13,304 76,622 41,130 16,337 7,45 5 37,435 24,578 6,26 1 2 1 6/40 9 101142 1,793/* 1651" 24 374 3 113 89 3,307 10,218 105 3,125 25 1069.75 * Centro numbers only. ** Not reported last year *** ALP not included. .- os ?zm a, 5 oL FCU a, c, 0“ a, S m t u) cn cn c m 0 Q L c, .- c, .- - 2 ITEM ## 9 2005 CALTAC Workshops in Library Leadership Come Blow Your Horn library success stories Saturday, Marchl9,2005,9:00 AM to 1:OO PM City of Commerce 9:OO 9:30 9:45 10: 15 10:45 11:oo 11:30 12:oo 12:lO 1240 12:m Registration Welcome Keynote Speaker Collaborations 24) Interaction/Q&A Coff ee/Networking Connections a InteractiodQtW Cash/Fundraising 24) Interaction/Q&A Wrap up bm Summa CALTAC President Susan Hildreth State Librarian Margaret Donnellan Todd & Penny Markey County of Los Angeles Public Library Share your library's success stories from the floor The City of Commerce Library Commission banis Kreimeicr & Randie Noel Yorba Linda Public Library his Herrera & Jill Switzer Pasadena Public Library Share your library's success stories from the floor Barbara Murray City of Oxnard Public Library Share your library's success stories from the floor Pat Taviss & Cathy Penprase Workshop Co-Chairs Collaborations ... Connections ... Partnerships, alliances and joint ventures with other entities in your community. With media, government, schools, associations, and other organizations within your community that help boost your library's success. Cash/Fund Raising.. . Book sale secrets, out of the box ideas, how to rub two cents together, bond acts, grants. California Association for Library Trustees and Commissioners. www . coltac. org