HomeMy WebLinkAbout2007-04-18; Library Board of Trustees; MinutesApproved:
SY ITEM #2
MINUTES
MEETING OF:
DATE OF MEETING:
PLACE OF MEETING:
LIBRARY BOARD OF TRUSTEES
April 18, 2007
Carlsbad City Library Board Room
1775 Dove Lane
CALL TO ORDER:
Vice Chair Jerry Tarman called the meeting to order at 4:04 PM.
ROLL CALL:
Present-
Absent:
Also Present:
Library Board Trustees Bradley, Lignante and Tarman
Library Board Trustees Kamenjarin and Swette*
Heather Pizzuto, Library Director
Dave Curtis, Deputy Library Director
Suzanne Smithson, Deputy Library Director
Cheryl Mast, Library Management Analyst
Jessica Padilla Bowen, Library Community Coordinator
Bill Richmond, Library Media Services Specialist
Greg MacLellan, Library Production Technician
Marge Kealey representing NSDCGS
Carolyn Taylor, League of Women Voters observer
APPROVAL OF MINUTES:
The minutes of the March 21, 2007 meeting of the Library Board of Trustees were
approved a submitted.
* Library Board Trustees Kamenjarin and Swette arrived shortly after the approval of the
minutes.
MONTHLY LIBRARY REPORTS:
Trustee Tarman asked if the Adult Learning Program currently had a waiting list of
learners for tutors and Deputy Library Director Smithson responded that currently there
are about twenty on that list. One of the challenges the program faces is space to
accommodate additional tutors/learners, but in the meantime some of those on the
waiting list are participating in small group classes.
Library Board of Trustees Page 2
Minutes of April 18, 2007 Meeting
Trustee Tarman asked about the time commitment for a volunteer tutor and Deputy
Library Director Smithson responded that it requires a total of 3 hours a week; two 1.5
hour sessions.
Trustee Kamenjarin asked about the construction schedule for the Library Learning
Center and Library Director Pizzuto responded that we are waiting for a revised
schedule and that a complete update on the project will be covered under today's
agenda item 7
MEDIA SERVICES ANNUAL REPORT:
Library Director Pizzuto introduced Media Services Specialist Bill Richmond and
Production Technician Greg MacLellan and distributed copies of the Library Media
Services annual report.
Media Services Specialist Richmond and Production Technician MacLellan then walked
the Board through a PowerPoint presentation covering program activities, usage
statistics and video production during Fiscal Year 2005-06. The presentation was
followed by a video containing segments of various programs held in the Auditorium
during that period.
Chair Swette asked how many booking were made using the on-line registration
software and Media Services Specialist Richmond responded that since its
implementation last fall about 60% of the 300 to 400 total bookings were performed
online.
Chair Lignante asked what methods were used to publicize the events and Library
Community Coordinator Padilla Bowen responded that Library events are publicized
online, in the Library calendar of events, on flyers and with press releases to local
newspapers. The marquees at the entrances to the auditorium are made available for
all events.
Trustee Kamenjarin commented that the revenue appeared to have dropped and Media
Specialist Richmond responded that the Library and City use of the facilities increased
which does impact availability for outside use and the revenue.
Trustee Tarman asked about staffing and Media Specialist Richmond responded that
his Division is comprised of two full time employees and a number of part time staff who
work various shifts, including many evenings as they average about 18 evening
programs a month.
Library Board of Trustees Page 3
Minutes of April 18, 2007 Meeting
BUDGET FY 2007-08:
Library Director Pizzuto explained that the proposed budget has been submitted to the
Finance Department for preliminary review and will be presented to the Leadership
Team in early May. The budget will go to City Council in June for approval.
Library Management Analyst Cheryl Mast distributed copies of the Budget Summary for
the entire Library as well as a spreadsheet breaking it down by Division.
Library Director Pizzuto explained that there are no significant changes in operation; the
Library is not undertaking any major changes in services.
Library Management Analyst Mast pointed out the reduction from the 5% index to a 2%
net increase over last year's budget as a result of the commitment to reduce part-time
FTE by 8 with the implementation of the RFID technology.
Library Director Pizzuto pointed out the 18% increase this year for the collection and
explained that a portion of that will be used to create an opening day collection for the
Library Learning Center.
The Board had several questions about the goal statement, "Enhance the Library's
visual identity" which suggested some change in the language.
The Board also discussed the carry forward limitations for contingency funds, the
changes in personnel costs for next year, the estimated period for cost recovery for the
RFID equipment and the break out as to types of material being added to the collection.
By proper motion and unanimous vote, the Board approved the submitted budget.
CARLSBAD READS TOGETHER:
Library Community Coordinator Jessica Padilla Bowen reminded the Board that the
video conference with author Elie Wiesel is scheduled to take place tomorrow at 1:00
pm. She added that the Media Services Division has been working with the crew back
in New York and there is a backup plan in place should there be a problem with the
video feed They have conducted several tests with no problems, and therefore do not
anticipate any tomorrow.
Ms. Padilla Bowen reported good participation and heavy attendance and at all the
earlier events. She added that attendees included many local residents who are
survivors of the Holocaust and some who were part of the military that liberated the
camps, and were willing to share their stories with the groups.
Library Board of Trustees Page 4
Minutes of April 18, 2007 Meeting
The Library has been fortunate in the wide spread publicity about the program this year
and has been asked to write a piece for the North County Times.
The Board had questions about the anticipated crowd for the video conference and the
availability of the video of the session. Ms. Padilla Bowen explained that we did not
have a release from Mr. Wiesel for a cablecast of the event but will have a video of the
conference, including the comments from the moderator from Cal State San Marcos,
which will be shown in the Schulman Auditorium this Saturday.
LIBRARY LEARNING CENTER:
Deputy Library Director Smithson reported that HeadStart has relocated into the
modular building and will be open for the children on Monday, April 23rd. The next
phase will be the demolition of portions of the main building. Although the contractors
are behind schedule due to the delays with the modular building, they have not formally
asked for an extension. The Library is waiting for a revised construction calendar and
anticipates an opening date in August of 2008 instead of May or June.
Trustee Swette asked what impact, if any, the delay would have on the Adult Learning
Program, specifically the current lease.
Deputy Library Director Smithson responded that the lease is currently a month-to-
month lease and that the Adult Learning Program has been a long-time tenant in the
building and we do not anticipate any problems.
MEETING DATES AND TIMES:
Library Director Pizzuto reminded the Board that this item was carried over from last
month so that all the Board members would have the opportunity to discuss
preferences for meeting dates and times that would accommodate their schedules, and
assure a quorum.
The Board discussed various options for changes in days of the week or times of day
but agreed to continue the issue for further discussion at the next meeting.
CARLSBAD FUTURING CONFERENCE:
Trustee Bradley reported on the recent presentation by futurist Ed Barlow at several
sessions hosted by the City for staff and members of the Boards and Commissions.
She said the focus was on changes taking place in the world by 2017, and how to
anticipate and prepare for changes in the way we do business and provide service
Library Director Pizzuto added that the Library had compiled a list of books in the
collection that were suggested reading material by Mr. Barlow.
Library Board of Trustees Page 5
Minutes of April 18, 2007 Meeting
CALTAC WORKSHOP:
Trustee Bradley also reported on the recent CALTAC workshop she attended in
Huntington Beach. Although very unstructured and low-key, she said the opening
program focused on "building your trustee tool kit" and the guiding principles. One
session included newly appointed trustees and library directors who were encouraged
to present topics for discussion from the floor and then broke out into small groups to
discuss each topic.
Trustee Bradley added that after hearing several libraries talk about fundraising for their
libraries and the lack of financial support from their cities, she felt very fortunate that
this Library is so well supported not only by the City Council but by the community at
large and the Friends of the Library and Library & Arts Foundation.
Trustee Bradley asked the Board if they would be interested in hosting a CALTAC
workshop in the future but Chair Swette responded that Carlsbad is not considered as
"easily accessible" for the four counties in the southern part of the State.
DIRECTOR'S REPORT:
Strategic Planning Timeline - The new timeline has been developed and staff is
looking at the draft strategic plan which merges of the balanced scorecard concepts
with the strategic planning process outcomes from the steering committee that met last
November. The management staff is reviewing it now to determine how to prioritize
some of the initiatives and the service responses we might undertake, and also to
check the proposed directions against the library industry to see if we are missing
anything. Following that discussion, the revised draft will be brought to the Library
Board and the Steering Committee along with a new timeline for the rest of the process.
The next phase is to create staff groups to plan the work around those initiatives, which
will probably take the process into the summer.
Challenged Materials - At the last meeting the Board discussed some concerns
expressed by patrons regarding some materials in the collection and an exhibit.
Subsequent to that the Board received a copy of this months ALTA publication, The
Voice, in which there is a reference to a highly recommended tool for preparing for
challenges to materials in the Library collection. We have a copy of that publication
available for the Board upon request, but not as a circulating item in the collection.
The Library responded to the patrons who expressed the concerns and to date have
not heard anything further from either patron.
Serra Regional Retreat for Library Directors - May 10th and 11th are the dates for
this regional retreat in Julian and Library Director Pizzuto will be participating in the
event to discuss the way regional reference services are delivered going into the future.
Library Board of Trustees - Page 6
Minutes of April 18, 2007 Meeting
This discussion is a result of a State-wide survey and study of how reference services
are provided on a regional basis throughout the State.
June 5 half-day Employee Training event - In the past few years we have done this
annually and it involves closing the Library until 1:00 pm on that date. There will be a
variety of topics discussed as part of that training and information on the closure is
being prepared well in advance.
Audio and E-books - The staff is working with the vendor NetLibrary, currently used
by the Oceanside Library and a variety of other libraries, to make audio and e-books
available. We are currently testing their product with no problems so far, and if all goes
well we hope to offer e-books and audio books in late June 2007.
Senior Librarian recruitment - The recruitment for the Children's Librarian at the Cole
Library closed last week and the oral board is being scheduled for the first week in May.
• Lynda Jones retirement - Sr Librarian Lynda Jones will be honored next Tuesday at
the City Council Meeting receiving a proclamation for her many years of service.
Although she retired as the Adult Learning Coordinator back in September, it was under
some very severe health concerns, and at her request, we did not bring forward a
proclamation at that time Her health has since improved and she is very involved in
the community and working with the Foundation on the Library Learning Center capital
campaign.
Cannon Endowment donation - Also at their next meeting, the City Council will
accept the donation of the annual disbursement of funds from the Cannon Endowment
through the Library and Arts Foundation. The Foundation will probably take that
opportunity to speak about the capital campaign, the endowment funding opportunities
and the Gartner Endowment as well as the Home Tour on May 5th.
FOUNDATION REPORT:
No report.
NSDC GENEALOGICAL SOCIETY:
Ms Kealey needed to leave before the meeting concluded.
LIBRARY BOARD COMMENTS:
Trustee Tarman had been asked by a patron to pass on how very much they were
impressed with our Library Director and the program on the Holocaust.
Library Board of Trustees Page 7
Minutes of April 18, 2007 Meeting _
Trustee Swette asked if Senior Librarian Lynda Jones would be attending the Adult
Learning Annual event on Sunday and reminded the Board they were invited to attend.
Trustee Tarman also reminded the Board that tomorrow night, Thursday, April 19th, is
the Volunteer Appreciation Event for Library volunteers, to which they were all invited.
Library Director Pizzuto added that the California Poet Laureate would be appearing at
the Schulman Auditorium immediately following the Adult Learning Program event.
PUBLIC COMMENT:
None present
ADJOURNMENT:
By proper motion, the meeting was adjourned at 6:08 PM
Cissie Sexton
Administrative Secretary
ITEM #3
Monthly LIBRARY Reports
for
March 2007
Systemwide ...
1. RFID is now fully functional at Cole, Dove and the Centre de Informacion including
security gates and all self-check machines. ITG representative, Craig Chandler, made
a service call to the Library on Dove Lane to make some adjustments to the
convey or/sorter system. He added guides to center books on the belt and also
changed the angle of the belt's incline. These adjustments have improved the
operability of the machine.
2. The 14th Annual Multicultural Arts Festival was held at all library sites the week of
March 3-9. This annual event is presented by the Carlsbad City Library and the
Carlsbad Cultural Arts Office and sponsored by Carlsbad's Friends of the Library,
Friends of the Arts, and Sister City Committee. Events included puppet shows, story
times, music programs, dance, poetry, participatory activities, and crafts. In addition
to the Library locations, special events were also held at the Harding Community
Center and the Carlsbad Cultural Arts Center including a presentation from the La
Jolla Playhouse.
3. The Library hosted North County Times columnist Tom Morrow on March 22 at the
Cole Library for a discussion about his new book, For Love of Their Country. Mr.
Morrow donated a portion of the proceeds from books he sold that evening to the
Friends of the Library.
4. The Library's March film series in the Schulman Auditorium, featuring new releases
Marie Antoinette, Flags of Our Fathers, and Blood Diamond, drew a nearly full-house
crowd for each screening.
5. An orientation was held for potential library volunteers on March 10 in the Gowland
Meeting Room at Dove. Monthly orientations will continue on the second Saturday
of each month at rotating library locations presented by Administrative Assistant Amy
Bennett, Volunteer Services.
Adult Learning ...
6. The Adult Learning Program is diligently working to recruit and train new tutors.
Ads have been placed in local publications and a booth was held at the Carlsbad 5000
Expo and Race on March 24 and 25 (the booth had approximately 600 visitors each
day).
Monthly Library Reports for March 2007
7. A reporter with Today's Local News interviewed one of our tutor/learner pairs. The
article ran in both Today's Local Neivs and The San Diego Union-Tribune. Many calls
were received in response to this article.
Centre de Informacion ...
8. The Centre de Informacion participated with the other Library locations in the
Multicultural Festival in early March.
9. A new series of computer classes at the Centre began in March. There are currently
four classes being taught before the Centro opens; each class has five students (the
number of computers available).
CCL, Dove Lane ...
10. Senior Children's Librarian Barbara Chung made a Specialist Visit at the Model Moms
Club at Legoland on March 29th.
11. A participatory drum circle for teens led by B.J. Morgan of the Museum of Making
Music was held on March 5th. 22 teens attended.
12. March's Pizza and a Movie evening was held on March 9th. 32 teens attended to see
the Japanese anime film classic, Nausicaa.
13. Carlsbad City Library Hour's March TV programming was the Media Services
produced "Zane Musa Quartet". This live Schulman Auditorium was presented to a
live audience as well as produced as a TV program by the Media Division and shown
on Community Cable Channel 3 (Time Warner.) Library programs also are regularly
shown on KOCT Oceanside on Del Mar Access TV.
Georgina Cole ...
14. Senior Librarian for Children's Services, Audrey Jones, resigned (effective March 23)
to move to Iowa with her family. Glynn Birdwell, Senior Librarian for Reference
Services has been working with Children's staff during the interim period while they
are without a Senior Librarian. The recruitment for a new Senior Librarian is
currently in process.
15. The new full-time Library Assistant for Children's Services, Amy Jordon, was hired
and officially started March 12th.
16. Cole Children's Library Technician Nicki Rudden had her first meeting of "Teen
Scene" on March 22nd and had 14 teens participate. (This is a re-organized version of
the teen book club.) Teen Scene will meet every other Thursday afternoon to discuss
books, magazines, programming and teen issues.
Monthly Library Reports for March 2007
17. The Genealogy Division had many successful programs during March. The highlight
was the annual Spring Seminar held on Saturday, March 24 in which the Genealogy
Division and NSDCGS welcomed Sharon DeBartolo Carmack, a nationally-known
genealogy speaker. She conducted this year's seminar which focused on writing one's
genealogy.
Learning Center
18. Construction work continues. The modular buildings for the Head Start program
were installed during March on the East side of the Learning Center property. When
installation is complete in April, Head Start will move from the main building into
their new home and construction work on the main building will commence.
CARLSBAD CITY LIBRARY
MONTHLY USAGE STATISTICS - MARCH 2007
CCL Dove Lane
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
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
Computer Users
All Facilities
E-Mail Notification
New Users
Outbound Notices (Hold, Overdue 1 & 2)
New Users Cumulative Total (Began August 2005)
Telephone Notification
New Users
New Users Cumulative Total (Began December 2005)
Facility Meeting Room Use
Events booked
Event attendance
Events cancelled
Volunteer Hours
Total hours
Mar-06
13,959
82,797
44,991
15,234
6,536
32,691
20,384
7,713
164/231
1,312/129
2,348/*
153/*
36
577
6
50
119
4,209
9,296
906
5,937
6,889
274
1,131
108
5,856
24
1,3965
Feb-07
12,068
70,213
19,057****
13,555
6,546
32,986
20,321
9,997
220/66
890/139
1,6417*
1661*
38
457
6
87
117
2,879
13,168
809
6,448
15,631
277
4,073
84
4,705
10
1,351.85
Mar-07
12,937
76,105
30,419****
15,218
7,182
36,976
27,052
12,212
208/67
1,350/124
2,0 13/*
175/*
46
637
10
150
115
3,475
15,288
779
7,378
16,410
325
4,398
89
4,747
13
1,435
* Not reported.
** Telephone Notification not reported last year.
*** Door count through Jan 13; malfunction.
**** New door counter started 2/7/07, not accurate
ITEM # 8
City of Carlsbad Board & Commissions -Meeting Days and times
Board/Commission
City Council
Arts Commission
Beach Preservation Commission
Community Television Foundation
Design Review Board
Historic Preservation Commission
Housing Commission
Library Board of Trustees
Parks & Recreation Commission
Planning Commission
Senior Commission
Sister City Committee
Traffic Safety Commission
Meeting Day
1st four Tuesdays
1st Thursday
2nd Tuesday
2nd Thursday
4th Monday
2nd Monday
2nd Thursday
3rd Wednesday
3rd Monday
1st & 3rd Wednesdays
1st Thursday
2nd Wednesday
1st Monday
Frequency
Weekly
Monthly
Monthly
Monthly
Monthly
Bi-monthly
Monthly
Monthly
Monthly
Semi-monthly
Monthly
Monthly
Monthly
Meeting time
6:00 p.m.
9:00 a.m.
4:00 p.m.
4:30 p.m.
6:00 p.m.
5:30 p.m.
6:00 p.m.
4:00 p.m.
5:30 p.m.
6:00 p.m.
3:00 p.m.
5:00 p.m.
3.00 p.m.
Friends of the Library - Board
Carlsbad Library & Arts Foundation
Board
Carlsbad Lib & Arts Found.
Executive Committee
3rd Thursday
1st Tuesday
Thursday prior to
Board meeting
Bi-monthly -
Jan-Jun &
Sep -Dec
Monthly
Monthly
4:00 p.m.
4:00 p.m.
4:00 p.m.
F \LIBRARY BOARD\Bds & Comm meet dates.doc 4/10/07