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HomeMy WebLinkAbout2008-09-17; Library Board of Trustees; MinutesApproved MINUTES MEETING OF: LIBRARY BOARD OF TRUSTEES DATE OF MEETING: Wednesday, September 17, 2008 PLACE OF MEETING: Board Room - Carlsbad City Library 1775 Dove Lane CALL TO ORDER: Vice Chair Marie Bradley called the meeting to order at 4:01 PM. ROLL CALL: Present: Library Board Trustees Bradley, Lignante, and Swette Absent: Trustee Kamenjarin (arriving at 4:11 p.m.) Also Present: Heather Pizzuto, Library Director Dave Curtis, Deputy Library Director Suzanne Smithson, Deputy Library Director Carol Naegele, Principal Librarian Devin Castel, Library Business Systems Specialist Carrie Scott, Community Outreach Supervisor, Literacy Marg Kealey, NSDCGS Liaison Carolyn Taylor, League of Women Voters observer APPROVAL OF MINUTES: On a motion by Trustee Lignante, the minutes of the regular meeting held August 20, 2008 were unanimously approved as submitted. MONTHLY LIBRARY REPORTS: Trustee Bradley asked if the Homework Zone volunteer openings were filled following the orientation and asked for more information about the list being compiled of staff and patron recommendations for "Hot Picks and Cool Reads" for the summer and Deputy Library Director Smithson responded to both inquiries. Trustee Swette asked if additional interest in the Literacy Program and Literacy tutor orientation was the result of the opening of the new facility. Community Outreach Supervisor Scott responded that because there was no training during the closing of the program for the move to the new facility, there was a backlog of applicants in addition to heightened interest resulting from the grand opening of the Learning Center. Library Board of Trustees Page 2 Minutes of September 17, 2008 Meeting Trustee Swette also asked about the door count in the statistics report which reflected a reduction from last month in the number of people and Deputy Library Director Curtis pointed out that compared to last year there is not much variance in the numbers. Library Director Pizzuto added that over the past years the Library has consistently experienced difficulties with the door counters as the devices are not the most advanced equipment. She added that at the recent American Library Association Conference, she and Business Systems Specialist Castel visited several vendors looking for a better solution. Library Director Pizzuto pointed out that the number of patrons coming through the door is not an accurate statistic for overall Library use as the Library provides a number of on-line databases which can be accessed remotely. Trustee Kamenjarin asked about the status of the waiting list of learners for the Literacy program and Community Outreach Supervisor Scott responded that currently there are 21 learners awaiting pairings with a tutor. She added that historically the waiting list remained at over 20 but in the immediate past year they were successful in reducing that statistic and that with the increase in volunteer tutors, the current list will be significantly reduced as quickly as the new tutors can complete their orientation and training. LEARNING CENTER REPORT: Principal Librarian Carol Naegele reported that the number of patrons continues to increase each day, totaling 1,493 for the first nine days the facility has been open. Other statistics include 30 children signed up for the Homework Zone and 50 tutor/learners pairs meeting regularly. Programs and Story Time began this week and the computer classes for literacy and bilingual services are scheduled to begin in October. Community Outreach Supervisor Simonson spoke to 117 Head Start parents last week and distributed information about the Learning Center and programs for families. It is anticipated that once the Head Start program begins its fall session, the attendance at Story Time will increase significantly. Trustee Kamenjarin asked about the impact of the change in locations on those who used the programs' prior locations. Principal Librarian Naegele responded that for the Literacy program, the impact was just an interruption in previously established routine but for the patrons of the old Centra, additional outreach is underway. Community Outreach Supervisor Simonson is working with businesses in the neighborhood and community groups promoting the Learning Center and inviting groups to tour the facility. Information about the Learning Center and its programs has been produced in both English and Spanish and information sent to the Spanish- language newspapers. Library Board of Trustees Page 3 Minutes of September 17, 2008 Meeting The Trustees had several suggestions about marketing in the neighborhood and Library Director Pizzuto responded that there has been a good amount of marketing but there are limitations on distributing literature house to house as part of the City's Storm Water regulations. However, the Library is using marketing methods that are consistent with the way in which potential patrons/learners get their information. Item # 7 taken out of order LITERACY GRANT 2007-08 ANNUAL REPORT: Library Director Pizzuto explained that the annual report to the State Library on the Literacy Grant was delayed initially due to technical difficulties with the State Library's software program for filing the report and then our program was shut down for the move to the new facility. Community Outreach Supervisor for Literacy, Carrie Scott provided a summary of the annual report and referenced the Fast Facts which was included in the packet. She pointed out that the numbers of learners served and volunteer tutors this year are very similar to those from last year, indicating that the program was full to capacity based on the actual square footage available at the old location. TECHNOLOGY REPORT: Business Systems Specialist Devin Castel presented an overview of the Technology Report for the April-June quarter, which was included in the agenda packet. He pointed out that in the top public internet categories both games and social networking were gaining in usage in the Library. The question of the disparity in the number of wireless users between Dove Lane and Cole was discussed and Business Systems Specialist Castel suggested that it could be attributed to the accessibility of wireless outside the building at Cole, which is not the case at Dove Lane. DIRECTOR'S REPORT: Library Director Pizzuto distributed photographs demonstrating the use of some of the new audio visual equipment which was part of the upgrade completed last month in the Ruby G. Schulman Auditorium. Announcement from ALA - The organization known as ALTA, The American Library Trustees and Advocates organization, has been renamed as the Association of Library Trustees, Advocates, Friends and Foundations (ALTAFF). Library Director Pizzuto explained that the American Library Association, California Library Association and California State Library are all involved in extensive outreach to these organizations to Library Board of Trustees Minutes of September 17, 2008 Meeting Page 4 determine ways to better serve them and prepare them to be the strongest advocates for libraries. Library Disaster Plan - Library Director Pizzuto reported that in March of this year the Library revised its Disaster Plan and is planning an emergency evacuation drill that will involve all three Library facilities, sometime within the next few months. There is a possibility that the Library will partner with the City's Emergency Management Team in the "Big Shake" event, a wide-spread effort to prepare for emergencies. California Library Association (CLA) - Their annual election was held recently and Library Director Pizzuto was appointed to CLA Assembly as an Assembly-at-Large Member. Library Director Pizzuto explained that this year the California Library Association will be reorganizing and becoming a different organization and as an Assembly Member she will be involved in assisting with the transition from the old to the new. CLA Annual Conference - This year's conference is being held in November in San Jose and four Library staff members are scheduled to attend. Staffing Announcements - Library Director Pizzuto announced that Cole Children's Librarian Terry Kling, who was introduced to the Board at the last meeting, has accepted a position as a school librarian up in Orange County and will be leaving immediately. Because of the recent recruitment, there were a number of qualified candidates on the list and the Library is finalizing the selection and appointment of someone to fill the position. The Cole Library Reference Division is recruiting for a part time Librarian for the History Room, a position approved in this year's budget and the Library was successful in receiving an allocation of 2 part-time AmeriCorps volunteers for the Literacy program and recruitment for those two positions is underway. Staff Development Day - The Library will be conducting its annual staff development event on October 28tn during which time all the Library facilities will be closed until 1:00 p.m. The plans are being finalized and more information will be forthcoming. Next Month's meeting - Library Director Pizzuto reminded the Board that BW Research will be on the agenda next month to present the analysis of the results of the Library's recent surveys. CARLSBAD LIBRARY AND ARTS FOUNDATION REPORT: Trustee Lignante reported that this was his first meeting with the Foundation representing the Library Board, and he was without an agenda. Library Director Pizzuto reported that much of the meeting discussion was dedicated to the Foundation's Sunday event that followed the grand opening of the Library Learning Center and was Library Board of Trustees Page 5 Minutes of September 17, 2008 Meeting _ attended by about 50 of the invitees. Another topic of discussion was the Foundation's investment strategies and policy, which continue to serve them well in spite of the market condition at this time. FRIENDS OF THE LIBRARY REPORT: Library Director Pizzuto announced that the Friends did not meet in August. NSDC GENEALOGICAL SOCIETY: Board liaison Marge Kealey announced that their membership is currently at 521, and this is one of the largest local genealogical societies in the country. She reported on programs this past month, adding that many state archives have been digitized and are available on line, making research much easier. She also announced that genealogy classes began again this month and the Fall Seminar will be held October 18th in the Council Chambers and deals with publishing your family history. LIBRARY BOARD COMMENTS: Trustee Swette complimented the staff on the Learning Center opening celebration and Trustee Kamenjarin asked if the Board could have copies of the photos taken that day. Library Director Pizzuto offered to provide the Board with the digital photographs and advised that the City's videographer was on hand taking footage to be used in a Quarterly Update video and that may be available for the Library to use for other purposes. PUBLIC COMMENT: None present. ADJOURNMENT: By proper motion, the meeting was adjourned at 5:13 p.m. Cissie Sexton Administrative Secretary ITEM #3 Monthly LIBRARY Reports for AUGUST 2008 Systemwide ... 1. The Summer Reading Program ended on Friday, August 1 and end-of-program parties were held on Monday, August 4 for children, teens, and volunteers-at the Library on Dove Lane and the Cole Library. At Cole, approximately 275 youth participated with an estimated 460 total in attendance. At Dove, the parties attracted 232 children and adults, who enjoyed the music of Craig Newton, the bean bag toss and refreshments in Children's, and 26 teens who had volunteered to hear book reports in the Children's area throughout the SRP. The teens were treated to pizza and ice cream, and there was also a swap meet so the teens could swap things with their friends. 2. The Library's monthly volunteer recruitment orientation had 12 people in attendance with 7 follow-up interviews scheduled. It is hoped that the Fall Homework Zone openings will be filled from this group. In addition, the Literacy program's orientations for volunteer tutors are filled to capacity. 3. The Library's summer concert series continued with a performance by musicians Los Pinguos on August 17 in Schulman Auditorium. A full house enjoyed the guitar and vocals music of this infectious group from Argentina. CCL, Dove Lane ... 4. Nine teens attended the August Pizza and a Movie Night on Thursday, August 14. The movie shown was the 2002 release of Spider-Man. 5. August's TV programming featured Funky Kicks & The Duree, recorded at a live concert held in the Schulman Auditorium. Library programs are regularly shown on Time Warner's community cable channel 19, KOCT Oceanside and on Del Mar Access TV. 6. On August 14, Senior Librarian Callie Ahrens gave a tour to twenty members of P.E.O. (Philanthropic Educational Organization), Intl. as part of a business meeting they held in the Gowland Meeting Room. Georgina Cole ... 7. The Tuesday Evening Book Club read "Light in August," by William Faulkner with 15 discussion participants. The Thursday Afternoon Book Club read "A Thousand Splendid Suns," by Khaled Hosseini with 10 attendees. 8. Statistics from the Hot Picks, Cool Reads adult summer reading program: 155 staff review cards were submitted; 31 patron review cards were submitted for a total of Monthly Library Reports for August 2008 186 reviews. Those 186 titles had a total of 315 checkouts over two and a half months. Many patrons remarked that they enjoyed having the display of recommended books. 9. The North San Diego County Genealogical Society's Computer Group met on August 12 to hear Library Technician Ann Montgomery speak on the new FamilySearch.org website. 102 people attended this presentation with 10 of those participating in the follow-up hands-on workshop on August 14. 10. On August 26, Gena Philibet Ortega spoke to NSDCGS on "California Dreaming." Ms. Ortega discussed important genealogy libraries, archives, and other resources available in the State of California. 87 people attended. Library Learning Center ... 11. Approximately 150 library employees attended the Learning Center's "House of Blues" open house and training tour on Tuesday, August 19. Staff had the opportunity to tour the facility, ask questions, and learn more about the mission and scope of the Learning Center programs and services. 12. Approximately 500 community members and VIPs attended the Learning Center's Grand Opening Celebration on Saturday, August 23. The event included speeches by various dignitaries, a ribbon-cutting ceremony, catered refreshments, entertainment, guided tours of the building, literacy and children's activities, and a talk by the architect. The event was an outstanding success, with positive comments from community members and at least 14 persons contacting Literacy Services to become learners or volunteer tutors. The Contractor, Information Technology. Department, and Public Works Department were integral to getting the building open and ready for business by the grand opening date of August 23. Final installations and fixes were happening up to the morning of the opening. Though the building certainly pulled together nicely, a number of items are still awaiting completion by the contractor and City staff including plumbing issues, problems with the doors, increased lighting, RFID security gate installation, and other priorities noted in the final punch list. Learning Center staff appreciated the assistance from all Library Divisions to help get equipment installed, update the collection and catalog, train employees, help with the Grand Opening Day, and provide additional support the first few weeks of being open. CARLSBAD CITY LIBRARY MONTHLY USAGE STATISTICS -AUGUST 2008 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 (beginning August 2008: Learning Center) 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 Aug-07 12,988 74,994 34,135 16,321 7,030 31,937 21,365 8,490 169/39 715/126 2,1277* 2177* 32 364 6 82 21 815 15,632 936 7,484 20,898 257 2,242 67 2,821 12 1,076.45 July-08 16,461 85,208 41,780 14,532 9,106 39,281 18,032*** 9,417 163/42 755/31 2,050/* 3157* 25 468 10 363 98 3,126 12,842 1,091 8,792 29,741 289 8,770 70 3,819 10 2,671 Aug-08 12,717 73,869 31,445 10,388 7,952 31,838 15,328 8,346 137** 544** 945** 127** 25 561 3 37 35 959 13,035 932 8,609 30,673 270 9,040 52 1,732 13 5780 * Not reported. 0 Literacy tutors hours reduced due to move to new Learning Center ** Reflects one week of Learning Center operation, including Opening Day *** Door counters not working properly. ITEM # 6 Carlsbad City Library Technology Report About this report The following report covers information between the months of April-June. The data that is contained in this report, is meant to provide an overview of use and performance regarding the Li- brary's various technologies. Below you will find the contents for the last three months. Contents Catalog pg. 2 Top Browsers pg. 2 Website pg. 2 Top Internet Categories pg. 2 Monthly Wireless Use pg. 2 Public Internet Utilization pg. 3 Public Computer Sessions pg. 3 Public Computer Utilization pg. 3 April - June 2008 Summary Catalog Page Views Average Daily Page Views 37,811 Average Monthly Page Views 1,146,453 Top 3 Catalog Browsers Rank 1 2 3 Overall Percentage 34% 11% 5% Browser Internet Explore 6 Internet Explore 7 Mozilla./5 Carlsbadlibrary.org/Arts/Media Usage Statistics Location Carlsbadlibrary.org Arts Media Services Page Views 213,676 31,855 5,767 Top Public Internet Categories Category Web Advertisements Reference Search Engines/Portals Social Networking Email Business/Economy Computers/Internet Shopping Games Arts/Entertainment Percentage of use 14.7% 12.1% 9.8% 9.4% 6.1% 4.2% 4.1% 3.8% 3.2% 3.2% Wireless Location Totals Location Cole Dove Users 2,036 1,499 April - June 2008 Summary PC Management Sessions Location Dove Adult Lab Dove Career Center Dove E-mail Dove Walk-up Dove Children's Cole Adult Cole E-mail Cole Children's Centra *This table does not reflect offline use. Number of Computers 12 2 4 12 9 10 1 8 5 Sessions 4,807 668 4,984 10,414 1,497 8,938 1,364 2,991 1,183 PC Utilization Average Computer Type Dove Adult Lab Dove Career Center Dove E-mail Dove Walk-up Dove Children's Lab Cole Adult Lab Cole E-mail Cole Children's Centra *This table does not reflect offline use. Number of Computers 12 2 4 12 9 10 1 8 5 Utilization 56.86% 42.30% 24.17% 65.01% 19.43% 77.80% 28.56% 38.90% 37.53% Dove Public Internet Utilization *Not including wireless Unit = percent. Capacity = 1OO percent ITEM # 7 Carlsbad City Library Learning Center Literacy Services Fiscal Year 2007-2008 FAST FACTS • Adult learners served—112 o 70% female o 65% over age 40 o 50% live or work in Carlsbad o Ethnically diverse • 3 8% Latino • 30% Caucasian " 20% Asian • Volunteer tutors—117 o 80% female o 93% Caucasian o 88% over age 40 o 16% over age 70 o 2 CLLS part-time AmeriCorps members • Number of tutor trainings— 12 • Number of in-service workshops—11 • Other volunteers— 10 • High school students—34 • High school volunteers—18 • Volunteer hours—11,836 o Value of volunteer time—$230,920