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.
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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