HomeMy WebLinkAbout2009-07-15; Library Board of Trustees; MinutesApproved
ITEM #3
MINUTES
MEETING OF: LIBRARY BOARD OF TRUSTEES
DATE OF MEETING: Wednesday, July 15, 2009
PLACE OF MEETING: Community Room - Georgina Cole Library
1250 Carlsbad Village Drive
CALL TO ORDER:
Chair Bill Kamenjarin called the meeting to order at 4:03 PM.
ROLL CALL:
Present: Library Board Trustees Benson, Kamenjarin, Lignante and Swette
Absent: Library Board Trustee Bradley
Also Present: Heather Pizzuto, Library Director
Cheryl Mast, Library Management Analyst
Marg Kealey, NSDCGS Liaison
Carolyn Taylor, League of Women Voters observer
APPROVAL OF MINUTES:
On motion by Trustees Kamenjarin/Lignante, the minutes of the regular meeting held
June 17, 2009 were unanimously approved as submitted.
MONTHLY LIBRARY REPORTS:
Trustee Swette asked for additional information about the lack of funding for the
AmeriCorps Program and Library Director Pizzuto explained that the Library was
applying for the AmeriCorps volunteers from a different source.
Trustee Kamenjarin mentioned that he attended the Tutor & Learner Annual
Celebration event and recommended transcribing the speeches given by Principal
Librarian Naegele and former Program Coordinator Lynda Jones.
LIBRARY POLICIES:
Library Director Pizzuto detailed the background on the development of the two policies
being presented to the Board for approval, adding that both policies had been reviewed
by the City Attorney's office, the Police Department, and the City's Information
Technology Department before bringing them forward.
Library Board of Trustees Page 2
Minutes of July 15, 2009 Meeting
By proper motion (Benson/Kamenjarin) the board unanimously approved both the
"Confidentiality of User Records" policy and the "Response to Law Enforcement &
Others for User Records" policy.
Library Director Pizzuto advised that the newly approved policies would be added to the
Policy & Procedure Manual for the staff followed by scheduled training for appropriate
staff on procedures for handling requests for information pertaining to user records.
BILINGUAL OUTREACH REPORT:
Library Director Pizzuto reminded the Board that this item is on the agenda at their
request and introduced Community Outreach Supervisor Lizeth Simonson who is in
charge of bilingual services at the Learning Center.
Community Outreach Supervisor Simonson explained that outreach to promote library
services was an essential component of the original grant application which resulted in
the opening of the Centra de Informacion back in 1991, and it has continued to be an
important component of the program. She identified the many ways in which outreach
has continued through the local schools and community organizations and by
networking with organizations like Youth Enrichment Services (YES) and the Hispanic
Network Committee.
The Board had questions about the percent of the Carlsbad population who were
Spanish-speaking and Community Outreach Supervisor Simonson responded that for
many of the households, the parents are primarily Spanish-speaking while the school
age children are bilingual, Spanish/English.
Library Director Pizzuto added that we do not have current information as so much has
changed since the last census that we can no longer rely on those numbers. She
pointed out that the information relates to the primary language of the head of
household and not necessarily the majority of the family.
Trustee Benson asked if there was a concerted effort to promote the Library's position
of non-discrimination in the delivery of services and Community Outreach Supervisor
Simonson responded that part of the outreach message is always that the Library is
available to everyone. Library Director Pizzuto added that it is inherent in Library
practice to create and promote a welcoming environment to all.
Trustee Kamenjarin asked if the Library was collecting statistics to determine busiest
days and times and Library Director Pizzuto responded that circulation statistics can be
extracted showing numbers of items checked out on an hourly basis across the Library
system and similar statistics are available that reflect computer usage.
Library Board of Trustees Page 3
Minutes of July 15, 2009 Meeting
ELECTION OF PRESIDENT & VICE PRESIDENT:
Chair Kamenjarin suggested this item again be tabled until the next Board meeting in
hopes of having the full board in attendance and all members having unexpired terms.
Trustee Lignante suggested the same action for the next item, the appointments to the
Gallery Committee and liaison to the Foundation board.
On a proper motion and vote (Kamenjarin/Benson) the Board unanimously voted to
table both items until the next regularly scheduled meeting of the Library Board.
APPOINTMENTS FOR CLAF LIAISON & GALLERY COMMITTEE:
See above vote to table until next meeting.
DIRECTOR'S REPORT:
Summer Reading Program statistics - At the end of the third week of the program all
of the numbers on participation are higher than at this time last year. Of the four
different levels of the program we have this year (babies, kids, teens, and adults), just
the kids and teens have already read approximately 1,000,000 pages, and the total
participants in all four programs are approximately 4,000. More specifically, there are
250 adults participating in the "My Classics" program, the teen program has about 300
participants, there are 3,000 children (kids) signed up and 300 babies.
Upgrade to automation system - The Library was planning to upgrade the system in
the fall provided the upgrade software was released in July. The software has been
released and will be loaded onto the Library's test server on July 21st, which will
interrupt the routine refreshing of the data on that server. It is necessary for the
information to remain stagnant while we test the features of the upgrade. Provided that
all goes well with the testing, the upgrade will be loaded on the Columbus Day holiday.
Principal Librarian - The oral boards for the position took place today at the Learning
Center. The Departmental Interviews will take place sometime in late July or early
August.
MiniGolf in the Library - The Foundation has made the decision to proceed with the
minigolf tournament in the Library on Sunday, November 8th and a committee
representing both the Library and the Foundation will be meeting to work on the details.
The event will be from 10:00 a.m. to 5:00 p.m. which means we will be opening the
Library early on that Sunday so that anyone participating in the mini-golf will also have
access to library services. Information on previous library minigolf events is available at
the company's website, www.librarvminigolf.org.
Library Board of Trustees Page 4
Minutes of July 15, 2009 Meeting
Graphics Division - Graphics services will be relocating back to the facility on Dove
Lane as part of the restructuring and merging of two divisions, Programs and Graphics,
and Media Services. The space layout has been completed along with which was paid
with funds from last fiscal year. The exact date for the installation and relocation has
not yet been determined.
FOUNDATION REPORT:
Library Director Pizzuto reported that there was no quorum at the last meeting. The
Foundation has reviewed the attendance of its Board members and those members
who have been unable to attend regular meetings have made some adjustments to
their commitments. Some will be transitioning to an advisory council, available to
provide assistance to the Board on a periodic basis, according to their availability and
time. At the same time, a number of individuals are being considered and interviewed
as potential Board members.
FRIENDS OF THE LIBRARY REPORT:
Library Director Pizzuto reported that the Friends held their annual meeting in June at
which time they elected new officers. Part of the program was a tribute to Arthur Wood,
the outgoing president and the acknowledgment of six past presidents who were
present.
NSDC GENEALOGICAL SOCIETY:
Liaison Marg Kealey provided the newest membership numbers and reviewed the
recent programs. She also previewed upcoming events, announced the annual potluck
will be held on August 19th, and the refresher classes will begin on August 8th.
LIBRARY BOARD COMMENTS:
Trustee Benson asked about the designation of the Library as a Cool Zone, whether it
has been designated as such in the past, and if there is any recognizable affect on
attendance.
Library Director Pizzuto responded that the Library on Dove Lane has been designated
as a Cool Zone for the past two years, a designation that is managed by the County
including City-identified sites that are geographically distributed and capable of handling
large crowds. The Library on Dove Lane is identified for the south part of town; the
Senior Center is the designated Cool Zone in the northern part of the City. She added
that the City does advertise it on the website and in. press releases; however, whether
or not it has any affect on our user population is difficult to determine but it is very
typical to see a large number of people in the Library on very warm days.
Library Board of Trustees Page 5
Minutes of July 15, 2009 Meeting _ _____
Trustee Benson asked if any City buildings are LEED certified and Library Director
Pizzuto responded that currently there are none. She added that currently there are
plans in review for possible conversion of the chillers at the Dove Lane facility to a more
energy-efficient system which would allow operating one at a time, reducing the load
and energy consumption while still providing adequate cooling. She also reported that
the City is looking at more solar energy use overall.
PUBLIC COMMENT:
None.
ADJOURNMENT:
By proper motion, (Kamenjarin/Lignante) the meeting was adjourned at 4:59 p.m.
Cissie Sexton
Administrative Secretary
ITEM #3
Monthly LIBRARY Reports
for
June 2009
Systemwide ...
1. The Summer Reading Program kicked off at all sites on Monday, June 22. New additions
this year are prizes for the adult program (which was piloted without prizes last year), the
baby program at the Dove Lane location, and Literacy Services' learners participating
either with a book or an audio book.
• Summer Reading Program volunteers applied, interviewed, and trained for their
role in the program which includes helping prepare materials and displays,
listening to reports, and distributing reading incentives. All volunteers at the
Learning Center are bilingual.
• Children's Services enrolled about 2,000 children during the first week. John
Abrams' Animal Magic Show launched a summer full of exciting programs at all
three locations.
• Teen Services enrolled about 240 teens during the first week.
• This is the Learning Center's first year offering the Summer Reading Program in
their new facility. The number of signups during the first week surpassed the
total number of participants in previous summers at the" Centra de Information.
After four days, a total of 185 children, 57 babies, 26 teens, and 64 adults had
registered.
2. Carlsbad City Library's Carlsbad Reads Together program was featured in the June/July
2009 American Libraries national magazine. A photo of Persian dancers from April's
Evening of Persian Dance and Music was included in a look at how libraries across the
country celebrated National Library Week.
3. In June, the Library featured "Page to Screen" movies based on books: Adaptation, Nights
in Rodanthe and The Lion, the Witch and the Wardrobe. Approximately 450 attended the
three films.
4. Library staff are beginning preparations to upgrade to a new release of SirsiDynix.
(SirsiDynix is the Library's integrated library system, or ILS, which primarily handles the
library catalog, patron database, and circulation functions.) The upgrade is currently
scheduled for this Fall.
5. As part of the Library's ongoing efforts to be prepared for emergencies of all types, Senior
Librarian Susan Simpson disbursed Materials Quick Action Protection Supplies kits to all
of the major divisions at the three locations. These supplies can be used for immediate
protection of library materials from leaks and floods, until the Collection Development staff
can get to the emergency site and assess damage and further actions needed.
CCL, Dove Lane...
6. June's Pizza and a Movie evening was held on the 18th and featured a screening of the
2007 Academy Award winning film, Juno; 13 teens attended.
7. Children's Librarian Julie Conklin conducted a tour for a kindergarten class from Flora
Vista School on June 16 and promoted the upcoming programs.
Monthly Library Reports for June 2009
Georgina Cole ...
8. The Library and the North San Diego County Genealogical Society presented several
unique and popular programs: "County Websites" presented by Jean Hibben to the
Computer Genealogy Group with 72 in attendance; "Wives' Names" presented by Wendy
Elliot with 84 in attendance; Saturday Beginning Genealogy Class let by Margaret Read
and Marti Meiners with 23 people in attendance. There were also two hands-on small-
group sessions led by genealogy staff on HeritageQuest and on New York, New Jersey,
and Pennslyvania State Archives.
9. History Room Library Technician Amy Davis gave presentations on the History Room in 3
classrooms of 3rd graders.
10. The Tuesday Evening Book club met on June 2. The group read The Devil in the White
City, by Erik Larson. 18 people attended the discussion.11 people attended the discussion
of The Age of American Unreason, by Susan Jacoby.
11. Cole Reference Staff taught seven computer classes at the Library Learning Center in
June with a total of 33 attendees. Topics taught included Internet Basics.Word, Excel,
Internet Tips & Tricks, and email. Both staff and the public are enjoying the classroom
setting that the new location provides.
12. Childrens' regular storytimes returned on June 22 after a few weeks off in preparation for
Summer Reading Program. All programs resumed with greatly increased attendance,
especially SMART Babies and Movers & Shakers.
Learning Center ...
13. The adult literacy program celebrated its 25th anniversary by hosting its annual celebration
on June 7th. Approximately 150 learners, tutors, family members, and City and Library
officials attended the event. Councilmember Keith Blackburn, Library Director Heather
Pizzuto, Principal Librarian Carol Naegele, and Founding Coordinator Lynda Jones were
featured speakers. In addition, five learners and one tutor shared their stories. The
celebration featured centerpieces with photos through the years and quotes from current
learners and tutors about what the program means to them.
14. Staff member Dennis Osgood attended READ/San Diego's annual Tutor Conference
along with 3 tutors from our program. Community Outreach Coordinator Carrie Scott
joined them for lunch and the keynote address presented by fellow Council on Literacy
board member Sandy McBrayer. Principal Librarian Carol Naegele presented a 2 1/2 hour
workshop for tutors on working with adult learner parents to foster early literacy in their
children.
15. On June 25th, Community Outreach Coordinator Lizeth Simonson attended the
Multilingual Book Fair committee meeting to assist in planning the Serra 2009 book fair
scheduled for October 23rd at the Encinitas Library.
16. AmeriCorps members Shirley Betters, Leslie Rodwick, and Ben Russak attended the two-
day AmeriCorps mid-year conference in Sacramento. Community Outreach Coordinator
Carrie Scott attended on the second day to present on the topic of volunteer recruitment
and retention.
Monthly Library Reports for June 2009
17. The CLLS AmeriCorps program will not be funded next calendar year. AmeriCorps
Program Director Susan Empizo stated in a conference call that no one factor led to this
decision. The CLLS AmeriCorps program was funded for two 3-year cycles. All three of
our AmeriCorps members will continue to serve through December 2009 with no changes
to the reporting requirements, living allowance, or education award. Fortunately, the San
Diego Council on Literacy's AmeriCorps program is continuing, and they have extended
their deadline for applications to allow CLLS programs to apply. The Carlsbad Literacy
program's application for 3 minimum-time AmeriCorps members (450 hours each) has
been drafted and will soon be submitted.
18. Principal Librarian Carol Naegele retired with her last day on June 29th. She was honored
with a surprise re-retirement party at the Learning Center.
CARLSBAD CITY LIBRARY
MONTHLY USAGE STATISTICS - JUNE 2009
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
Learning Center (began Aug 2008; formerly 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
June-08
13,118
75,600
35,946
13,370
7,079
34,203
12,954**
8,238
321/62
1,292/84
3,545/*
350/*
26
397
10
231
45
1,190
12,869
878
7,508
28,650
254
8,481
85
4,232
18
2,390.25
May-09
14,251
78,817
34,763
8,323
9,133
31,763
18,226**
6,082
953
1,186
4,477
419
37
436
11
243
99
2,353
13,963
731
10,007
47,352
443
11,935
101
4,979
27
1,460.05
June-09
15,429
84,715
38,381
10,059
10,438
36,173
21,808**
6,806
942
1,519
4,239
675
34
585
6
53
38
1,352
14,028
924
9,472
48,276
447
12,382
74
4,616
10
2,230.3
* Not reported.
** Door counter not working properly.
ITEM # 5
CONFIDENTIALITY OF LIBRARY USER REC ~—
1
CONFIDENTIALITY OF LIBRARY USER RECORDS
Purpose: Intellectual Freedom
Upholding Citizens' Rights
POLICY:
The Carlsbad City Library champions the protection of its users' privacy. The
Library's commitment to the confidentiality of Library user records is rooted in law
and in long-standing ethics and practices of the library profession. Privacy is
essential to the exercise of intellectual freedom. Reading and inquiry are chilled
when examined or scrutinized by others.
The Library subscribes to the Library Bill of Rights and its Privacy Interpretation,
as well as the American Library Association's Code of Ethics which states:
"We protect each library user's right to privacy and confidentiality with
respect to information sought or received and resources consulted,
borrowed, acquired, or transmitted."
The Library collects personally identifiable information (Pll) only when necessary
to offer library services and fulfill the mission of the Library. It provides notice to
users of its privacy policy and procedures. The Library makes best efforts to
ensure that data collected is accurate and secure. The Library will conduct
periodic privacy audits to ensure that Library records are not retained beyond a
reasonable retention schedule set by the Library Board.
The Library will not share patron records with third parties except as provided by
law. (See Library's Responding to Law Enforcement and Other Requests for
User Records policy.) State law mandates that libraries may not release library
user records unless there is written consent by the user or a court order. A copy
of the current law (California Government Code Sect. 6267) is attached to this
policy.
P&P\ CONFIDENTIALITY OF LIBRARY USER RECORDS
6/09
RESPONDING TO LAW ENFORCEMENT AND OTHER REQUESTS FOR
USER RECORDS
1
RESPONDING TO LAW ENFORCEMENT AND OTHER REQUESTS FOR
USER RECORDS
Purpose: Mandated by Legislation (law)
Upholding Citizens' Rights, Intellectual Freedom
POLICY:
The Library does not release Library user records without written consent by the
user or a court order or otherwise pursuant to proper legal process. California
Government Code Sect. 6267 states:
All registration and circulation records of any library which is in whole or in part
supported by public funds shall remain confidential and shall not be disclosed to
any person, local agency, or state agency except as follows:
By a person acting within the scope of his or her duties within the administration
of the library
By a person authorized, in writing, by the individual to whom the records pertain,
to inspect the records
By order of the appropriate superior court.
[The Library Director is custodian of Library records and is the only party
authorized to receive or comply with public records request or inquiries from law
enforcement officers. The Director may delegate this authority to designated
members of the Library's management team.]
P & P\RESPONDING TO LAW ENFORCEMENT AND OTHER REQUESTS FOR USER RECORDS
6/09
ITEM # 6
CARLSBAD
CITY LIBRARY
Library Learning Center-Bilingual Services Outreach
Background
Carlsbad City Library services and resources are targeted in response to ongoing
community needs assessments. These assessments utilize research survey responses
and demographic figures to provide a clear picture of the City's population profile,
service areas, and community needs.
As a result of previous assessments, specialized library services and resources were
initially provided to the City's large Spanish-speaking community by the Centre de
Informacion. The Library Learning Center continues this legacy through its Bilingual
Services program. Future community assessments may result in the Learning Center
broadening or revising the scope of its services as other significant user groups are
identified.
Outreach Efforts
Outreach efforts to promote the Library Learning Center and its services are an essential
component of the Bilingual Services program. The current target population may be
unfamiliar, uncomfortable, or unable to access regular library services due to language
barrier, transportation issues, fear of governmental entities, or cultural disconnect.
Outreach efforts seek to reach potential Spanish-language users through warm and
welcoming bilingual grassroots community-level communication. These efforts include:
4i distributing bilingual informational/promotional flyers at local markets,
laundromats, beauty shops, churches, apartment complexes and other
neighborhood gathering places.
networking with local organizations and agencies such as
• the Y.E.S. Organization (Youth Enrichment Services) - a group of
community agencies meeting monthly to share information about services
available to youth/parents in the North County area.
• the Hispanic Network - service providers who meet twice a year to
network about the needs of and resources for Hispanic families
throughout San Diego County.
4- partnering with the Carlsbad Unified School District and neighboring school
districts serving Carlsbad to give presentations and distribute information at
school special events, parent meetings, parent conferences, and school nights.
4- participating in community events sponsored throughout the year by the City of
Carlsbad, local community organizations or the private sector. The Learning
Center staff work a booth stocked with information about services at all three
library locations and often provides literacy activities to children such bilingual
storytelling and book-themed crafts.
Professional Participation
Carlsbad City Library staff also participates in the activities of various national, state,
county, and local professional library/technology organizations. Staff members share
their expertise, network with colleagues, and gather best practices information to bring
back to the library.
Recent professional participation by the Bilingual Services Coordinator includes:
• The Transborder Library Forum Pre-conference 2009 - The forum is an
international event where librarians from both side of the border discuss library
issues such as new technology, service alternatives, and working experiences.
Lizeth Simonson was asked to serve on a discussion panel that focused on
bilingual programming.
• The Serra Cooperative Library System 2009 Non-English Language Book Fair-
This annual local event showcases foreign language books and media for school
and public library staff who evaluate, select, and purchase materials.
It is also an excellent opportunity to network with vendors, colleagues, and
authors.
Lizeth Simonson, as a member of the Book Fair Task Force, assisted with
planning, vendor support, publicity, and event management.
Respectfully submitted by Lizeth Simonson
Library Learning Center - Bilingual Services
July 2009
JERRA COOPERATIVE YClttW LIBRARY WTEM
y*•>"^:.^
2009 TRANiBORDER LIBRARY FORUM Pf>E CONFERENCE
AGENDA
8:00 - 8:45 Registration & Continental Breakfast
8:45 - 9:00 Welcome
Connie Barrington, Chair of Serra Administrative Council & Gerald Maginnity, Bureau
Chief, Library Development Services, California State Library
9:00 -10:00 Keynote Speaker: Speaker Isabel Schon
Director of the Isabel Schon International for Spanish Books
for Youth at the San Diego Public Library
"My Life: From Mexico City to Arizona to California to San Diego"
10:00 -10:45 Panel on Spanish Language Collection Development
Marina Claudio-Perez, Youth Services Coordinator (San Diego Public Library), Barbara
Rosillo, Digital Librarian (Chula Vista Public Library), and
Nerissa Moran, Brodart Representative
10:45-11:00 Break
11:00 -12:00 Panel on Bilingual Programming
Cynthia Smith, Deputy City Librarian (Escondido Public Library),
Lizeth Simonson, Community Outreach Supervisor-Bilingual Services (Carlsbad City
Library), and Lorenza Carpenter, Library Clerk II (Imperial County Public Library)
12:00-12:15 Speaker: Angelica Fortin
Spring Valley Branch Librarian (San Diego County Library) &
Chair, LIBROS/San Diego Chapter of REFORMA
12:15-12:45 Speaker: Oralia Garza de Cortes
Dia de los Ninos, Program Coordinator for California
12:45-1:30 Lunch Break
Vera Skop, System Coordinator (Serra Cooperative Library System)
1:30 - 2:30 Keynote Speaker: Jose Aponte
Director of the San Diego County Library.
'Thinking Outside the Box: A Memoir and Reflection on 30 Years in Library Services
Along the Border"
2:30 - 3:00 Panel on Bilingual Careers
Grace Francisco, Youth & Literacy Services Manager (Oceanside Public Library),
Ramiro Gonzales, Principal Librarian of South Branch (Chula Vista Public Library),
Veronica Maciel, Bilingual Specialist (San Diego County Library)
3:00-3:15 Speaker: Paoia Ramirez
Consul of Community Affairs, Mexican Consulate in San Diego
3:15-3:30 Break
3:30 - 4:30 Breakout Sessions: Next Steps?
Gerald Maginnity, Bureau Chief, Library Development Services, California State Library
& Pat Sullivan, Reference Library, San Diego State University
4:30 Closing
INFORMATION TABLES
• LIBROS, San Diego chapter of REFORMA
Grant Program for FREE Spanish Books from the Mexican Consulate in
San Diego
• Isabel Schon's new book available for purchase
"Recommended Books in Spanish for Children and Young Adults
2004-2008"
Serra Cooperative Library System would like to thank:
Gerald Maginnity, Stephanie Stokes, Marina Claudio-Perez, and Coco Rios