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HomeMy WebLinkAbout2010-06-16; Library Board of Trustees; MinutesITEM #3Approved: 7-21-Zoio MINUTES MEETING OF: LIBRARY BOARD OF TRUSTEES DATE OF MEETING: Wednesday, June 16, 2010 PLACE OF MEETING: Carlsbad City Library Board Room 1775 Dove Lane - Carlsbad, CA CALL TO ORDER: Chair Marie Bradley called the meeting to order at 3:59 p.m. ROLL CALL: Present: Library Board Trustees Benson, Bradley, and Hulsart Absent: Trustees Lignante and Swette Staff Present: Heather Pizzuto, Library Director Dave Curtis, Deputy Library Director Suzanne Smithson, Deputy Library Director Callie Ahrens, Principal Librarian Jessica Padilla Bowen, Library Community Coordinator Devin Castel, Library Business Systems Specialist APPROVAL OF MINUTES: By proper motion (Benson/Hulsart) and vote the minutes of the May 19, 2010 meeting of the Library Board of Trustees were approved as submitted. MONTHLY LIBRARY REPORTS: Trustees Benson and Hulsart commented on the use statistics for the downloadable audio books and asked if there had been any issues. Trustee Benson also commented on the significant increase in children's program attendance over the previous year. QUARTERLY TECHNOLOGY REPORT: Business Systems Specialist Devin Castel presented the technology report covering the period January through March 2010 and pointed out the reduction in the PC Management sessions at the Cole location. He reminded the Board that the lab at Cole had been experiencing some Library Board of Trustees Page 2 Minutes of June 16, 2010 Meeting _^_____ hardware difficulties that continued into that quarter, and that in comparison the increased usage at the Learning Center could very well be related to patrons being directed to the Learning Center when there was difficulty at Cole. Also included in the report were top Internet categories and the number of wireless users at each site. LIBRARY STRATEGIC STAFFING PLAN: Library Director Pizzuto explained that this staffing plan became a priority once the Human Resources Department identified the number of potential retirees from Library staff within the next five years. Together with HR Manager, Donna Hernandez, the Library took this opportunity to step back and look at overall library staffing and the Library's strategic directions moving forward. Library Director Pizzuto explained the process used to identify six priorities to be addressed: the September retirement of the Sr. Librarian position in Collection Development and Acquisitions; Technology oversight due to an increasingly complex and integrated technology environment; coordinating recruiting, hiring, and training personnel; increasing staffing for the Learning Center; coordination of virtual services, or the e-branch; and systemic oversight of delivery of library services. Library Director Pizzuto further explained that the staffing plan has been reviewed at a number of levels and will next be submitted to the City Manager. LIBRARY RENTAL SPACES USAGE REPORT: Library Director Pizzuto reminded the Board that they requested this information at the last meeting and Community Coordinator Jessica Padilla Bowen reviewed the yearly report of group bookings from January 2007 through June 2010, according to their respective categories. ELECTION OF CHAIR AND VICE CHAIR FOR FY2010-11: At the suggestion of Trustee Bradley, the Board agreed to continue this item and the following appointments until the entire board is present. CLAF AND GALLERY COMMITTEE REPRESENTATION FOR FY2010-11 See note above. Library Board of Trustees Page 3 Minutes of June 16, 2010 Meeting DIRECTOR'S REPORT: Library Director Pizzuto brought the board up to date on the following matters: Facilities improvements - At the Cole Library, new lighting have been installed beginning with the mezzanine in the Genealogy Division and new energy efficient lights will be installed out in the parking lot. A new memorial bench has been installed at the Dove Lane facility, adjacent to the flag pole. The bench is part of a memorial program offered through the City's Parks & Recreation Department. The donation was made in honor of longtime patron Robert Simon Pakula by his daughter. Staffing - The reclassification for Community Coordinator Jessica Padilla Bowen to Community Relations Manager is expected to be approved at the next City Council Meeting along with approval for a new non-management position. She has been acting in this role as the Library has undertaken the merging of two divisions, previously media services and programs, graphics and exhibits. The new general employee position is one that will report directly to the Community Relations Manager, and the Library hopes to fill that position in August. The Library's Management Analyst position is vacant and the request to fill it has been submitted for approval. In the interim, other departments are assisting with the year-end process. The Learning Center will not have the benefit of AmeriCorp volunteers next year as this federally funded program was not awarded to the California State Library this year. Budget for FY2010-11 - There have been no questions from Council or the public with regard to the Library budget as submitted and it is anticipated that Council will adopt the budget and proposed fines and fees at the June 29 council meeting. Video game cartridges - The video game cartridges have been moved to the shelves behind the circulation desks in an effort to curtail further loss. Revised linking policy - The Library is seeking some changes to the linking policy for the website, and the request is being reviewed by both the City Communications office and the City Attorney's office. Once approved, the changes will be brought to this Board for final approval. November Board meeting - The date for Mayor Lewis' retirement event has been announced as November 17th, and as a late afternoon to early evening event. As that is the third Wednesday in November, it would be the routine date for this Board to meet and may create a conflict for Trustees and staff. Due to the two holidays in November, it may be difficult to find another suitable date and the Board will be asked to make a final determination at a future meeting. Library Board of Trustees Page 4 Minutes of June 16, 2010 Meeting FOUNDATION REPORT: Trustee Hulsart reported that the majority of the last meeting was devoted to a training session on effective capital campaigns. The Foundation has decided to hold another mini-golf event in November but has not decided whether to continue the Castles of Carlsbad home tours. Although they don't have all the final figures, it appears the event brought in about $10,000 this year. FRIENDS OF THE LIBRARY REPORT: Trustee Hulsart, also reporting for the Friends, announced that the next silent auction is scheduled for July 16 & 17, and they will no longer provide plastic bags for purchases in the book store. NSDC GENEALOGICAL SOCIETY: Liaison Marg Kealey reported their membership has reached 465. She provided highlights of recent programs and topics for the upcoming ones. The beginner genealogy classes began again June 17th and will continue until July 7th. A new program being offered on July 19th is for children between the ages of 6 and 8, during which they will make a scrapbook based on their family. The program is free and includes all the materials which are being supplied by the Society. LIBRARY BOARD COMMENTS: None. PUBLIC COMMENT; None. ADJOURNMENT: By proper motion (Hulsart/Bradley) and vote the meeting was adjourned at 4:58 p.m. Following the adjournment, Trustees moved to the first floor for a demonstration of the credit/debit card payment option now offered at the self-check stations. •^ Cissie Sexton Administrative Secretary ITEM #4 Monthly LIBRARY Reports for May 2010 Systemwide ... 1. The Library held its 15th Annual Hourly Employee Recognition Party on Friday evening, May 14. The service milestones of 51 part-time employees were recognized at the event. Sixteen of these employees received their 10-year service award being hired in 2000— shortly after Dove Lane location opened and the year the Georgina Cole Library re-opened after 7 months of renovation. 2. On May 8, filmmaker Dave Banks, an Emmy Award-winning documentarian, shared some of his films and led a question-and-answer with the audience. Approximately 50 people attended. 3. On May 23, professor and poet Brandon Cesmat led a poetry writing workshop at Cole Library attended by 24 people. The workshop was sponsored by the Friends of the Library. 4. The May film series featured Audrey Hepburn movies. Approximately 250 people attended the films, and enjoyed pre- and post-film discussions. 5. On May 10, the Library launched its Twitter channel, www.twitter.com/carlsbadlibrary. A team of three Library employees monitors comments and send out short messages called "tweets." This communication and social networking tool provides another way for the Library to share information with the community. 6. The Netbook downloadable audiobooks service was launched in May. The public has enthusiastically started checking them out - 227 checkouts in the first two weeks! 7. The City participated in Golden Guardian, a statewide emergency scenario drill, on May 18. Library participation supported the work of the City's Communications Department, gathering information about the emergency to help with the preparation of press releases and communications to City Departments. 8. Volunteer Coordinator Amy Bennett had 9 people attend the May orientation with 8 interviews completed. The next orientation is planned for August 21 at the Dove Location. CCL, Dove Lane ... 9. The May Science Saturday on Endangered Species attracted 60 children and adults. 10. The xeriscape demonstration garden in the Childrens' garden is complete. The large sign was installed on MaylS and looks terrific. Nirav Mehta's Eagle Scout project has been a success and will be a lasting contribution to the community at the Dove location. 11. In the Children's garden, the gazebo painting/maintenance project was completed and the gazebo looks as good as new. Monthly Library Reports for May 2010 12. Computer tutors Saxon Metzger and Austin Christopher volunteered 20 hours tutoring patrons. Austin is off to college after 2 years of dedicated service and many accolades from the computer learners he helped. 13. Volunteer Larry Geller proctored 4 exams, volunteering 12 hours. 14. In May, the Dove location had 2 successful "Rock the Library" concerts. On May 13, Armadawn, an edgy rock cover and originals band, performed for 110 fans. On May 27 Best Regret, an acoustic trio with two guitars and a bass entertained 45 people with their original music. 15. The movie Star Trek was featured on Pizza and a Movie Night. 17 teens enjoyed the show. Georgina Cole... 16. History Room Librarian Amy Davis worked in conjunction with the City's CityStuff program and made two presentations on Carlsbad history to third grade classes at Carrillo Elementary School. She will make a total of five presentations before CityStuff is complete. 17. Genealogy programs included Dorothy Miller's presentation to the Computer Genealogy Group about Family Tree Maker with 87 people in attendance/and Joel Weintraub's presentation to the NSDCGS about the upcoming release of the 1940 federal census with 107 people attending (standing room only). The hands on Focus On class, led by Library Technician Judy Michaels, explored digital books. A total of 20 people attended the two sessions. Volunteers Margaret Read and Marti Meiners taught a beginning genealogy class with 26 people in attendance. 18. The Genealogy Staff completed a major shift of the collection during which every book was touched and moved. This shift should allow for another five years of growth. 19. In celebration of Children's Book Week, the Children's Services division offered a special "Make Your Own Book" program to budding authors and illustrators. This program was done two years ago and was again a successful program. Youngsters read different stories for inspiration and were given crayons, markers, stickers and other items along with a blank booklet to make their story and illustrations come alive. 20. Other special children's programs included a visit by Carlsbad Flower Fields gardeners to talk about plants and the Flower Fields (giving each child their own pot to plant a sunflower) and Culture Craft featuring an Australian theme and offering a kangaroo craft. 21. Cole Circulation Clerk Ellie Henderson completed her master's degree in library and information science (MLIS) from San Jose State University. Learning Center... 22. The Library Learning Center was invited to participate in the Jefferson Elementary School's Multicultural Festival on May 15. Bilingual Services Outreach Supervisor Lizeth Simonson, Monthly Library Reports for May 2010 along with part-time staff Virginia Velati and Melisa Garcia hosted a booth with information and give away prizes. Parents and children received information about the 2010 Summer Reading Program, children's calendars and general library programs and services. 23. On May 19, Lizeth Simonson attended the meeting of the Carlsbad Youth Enrichment Services (Y.E.S.) at the Harding Community Center. During this meeting each different community organization in attendance made a short presentation about their organization. Lizeth discussed the services at the Learning Center and promoted the Summer Reading Program. Youth Enrichment Services will take a break during the summer and resume their regular meetings in the fall. 24. Literacy services hosted a writing workshop for learners and tutors from the Carlsbad and Oceanside Libraries. Donna Jones, an adult learner with the San Francisco Public Library and previous winner of the Writer to Writer Challenge, presented the workshop which was funded by California Library Literacy Services. Library Technician Helen Lindner presented a brown bag session on the Writer to Writer Challenge for those who were unable to attend Donna Jones' workshop. 25. The fifth and final session of the 2010 Adult Learner Leadership Institute was held on May 15. The focus of the day was on networking skills. The scheduled guest speaker had a death in the family that morning, so Community Outreach Supervisor Carrie Scott presented the material. Twelve learners will graduate on Saturday, June 19. 26. On May 20, Carlsbad Flower Fields presented a program for kids of all ages. Children enjoyed an afternoon learning about flowers and the history of the, Flower Fields in Carlsbad. They also each planted sunflower seeds in a small pot to take home. 27. Library Assistant Fred Vrabel from Dove's Children's division, began a 3 week PowerPoint session for children in 3rd, 4th and 5th grades. In this class children will learn how to collect information to make a power point presentation about their family. 28. Literacy Services hosted an in-service training session for staff featuring Marcia Tungate, former Literacy Coordinator of Read/OC (Orange County), on scotopic sensitivity syndrome, a visual perceptual disorder affecting primarily reading and writing based activities. 29. Penny Hineline and Cathy Crosthwaite from Roseville Public Library visited the Learning Center on May 6. Roseville recently received CLLS funding to start an adult literacy program. Penny and Cathy were visiting four San Diego-area literacy programs to learn best practices. CARLSBAD CITY LIBRARY MONTHLY USAGE STATISTICS - MAY 2010 CCL Dove Lane Reference questions Circulation People count Cole Library Reference questions Circulation People count Learning Center (began Aug 2008) Reference questions Circulation People count 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 Facility Meeting Room Use Events booked Event attendance Events cancelled Volunteer Hours Total hours May-09 14,251 78,817 34,763 9,133 31,763 18,226* 953 1,186 4,477 37 436 11 243 99 2,353 13,963 101 4,979 27 1,460.05 Apr-10 15,094 78,152 40,496 9,696 34,892 30,281 1,530 1,878 6,701 31 521 4 37 77 2,069 13,374 90 3,681 25 1,766.45 May-10 14,076 75,659 35,587 8,570 33,216 28,261 1,699 1,389 5,651 39 504 13 261 127 4,066 13,122 86 3,966 20 1,845.7 *Door counter not working properly. CARLSBAD Carlsbad City Library - Technology Report Jan - Mar 2010 CITY LIBRARY PC Management Sessions Location Dove Adult Lab Dove Adult Lab 2 Dove E-mail Dove Walk-up Dove Children's Cole Adult Cole E-mail Cole Children's Learning Center Children's Lab Learning Center Adult Lab Computers Oct - Dec 2009 20 3 4 4 9 12 1 8 7 7 Sessions Oct - Dec 2009 8,345 1,012 5,267 3,696 1,689 10,218 1,389 2,702 1,173 1,752 Computers Jan • Mar 2010 20 3 4 4 9 12 1 8 7 7 Sessions Jan Mar 2010 8,869 1,106 5,772 3,717 1,684 9,989 1,211 2,448 1,312 2,098 Pet of Change 6% 9% 10% 1% 0% -2% -13% -9% 12% 20% PC Utilization Averages Location Dove Adult Lab Dove Adult Lab 2 Dove E-mail Dove Walk-up Dove Children's Cole Adult Cole E-mail Cole Children's Learning Center Children's Lab Learning Center Adult Lab Computers Oct - Dec 2009 20 3 4 4 9 12 1 8 7 7 Utilization Oct -Dec 2009 69% 72% 27% 57% 22% 84% 27% 37% 27% 54% Computers Jan Mar 2010 20 3 4 4 9 12 1 8 7 7 Utlization Jan -Mar 2010 71% 77% 28% 59% 20% 79% 26% 35% 29% 62% Pet of Change 2% 5% 1% 2% -2% -5% -1% -2% 2% 8%Htn CARLSBAD Carlsbad City Library - Technology Report Jan - Mar 2010 CITY LIBRARY Top Public Internet Categories Oct - Dec 2009 Jan - Mar 2010 Category Audio/Video Social Networking Search Engines/Portals Reference Computers/Internet Shopping Business/Economy E-mail Content servers Percentage of use 14% 12% 10% 5% 5% 5% 4% 4% 3% Category Social Networking Search Engines/Portals Audio/Video Entertainment Reference Computers/Internet E-mail Business/Economy Games Percentage of use 12% 10% 9% 8% 8% 5% 4% 4% 3% Wireless Users Location *Learning Center *Cole *Dove Users 93 1598 2743 'January's data is unavailable Carlsbad City Library Yearly Report of Group Bookings from January 1, 2007 - June 30, 2010 Organizational Category A) Library/City Sponsored B) Carlsbad Not for Profit Non Paid Management C) Carlsbad Not for Profit Paid Management D) Non-Resident Not for Profit E) Residential Commercial/Private F) Non Resident Commercial/Private Total 1/1-12/31/07 1/1-12/31/08 1/1-12/31/09 1/1-6/30/10 641 66 43 31 172 64 1017 646 45 74 47 172 45 1029 617 75 67 59 123 38 979 295 44 41 29 87 37 533 • A) Library/City Sponsored • B) Carlsbad Not for Profit Non Paid Management — « C) Carlsbad Not for Profit Paid Management • D) Non-Resident Not for Profit • E) Residential Commercial/Private ., * F) Non Resident Commercial/Private 1/1-12/31/07 1/1-12/31/08 1/1-12/31/09 1/1-6/30/10 Location Schulman Auditorium Gowland Meeting Room Category A B C D E F N/C N/C (15) 20 (N/C) 10 (20) 30 (15) 20 (55) 65 (20) 30 (75) 90 (30) 40 (100) 120 (40) 50 (numbers) represent current fee - verses proposed fee in FY10-11 budget If ITEM # 9 I ', CARLSBAD LIBRARY & ARTS FOUNDATION Carlsbad Library & Arts Foundation and the Library Board of Trustees The Carlsbad Library & Arts Foundation is a private 501(c)3 not-for-profit organization whose By- laws provide for a representative from the City of Carlsbad's Library Board of Trustees as an ex officio non-voting member (CLAF Resolution No. 2004-02.) The Library Board of Trustees annually selects its representative to the Foundation Board usually at the beginning of the City's fiscal year. The Library Board representative's duties are: • to attend the Foundation's monthly meetings and events when appropriate, • to report back to the Library Board on the general activities of the Foundation F:\LIBRARY BOARD\CLAF liaison responsibilities.docx f - - — - -• -1 OF CARLSBAD William D. Cannon Art Gallery Committee The Gallery Committee meets three times annually to discuss past and future exhibitions and related programs of the William D. Cannon Art Gallery. This is an advisory committee that gives feedback on past exhibitions, gives input and makes suggestions for possible future exhibition ideas and reviews the upcoming exhibition schedule. Committee members are not voting members - the committee is advisory only. The Library Board representative's duties are: • to attend the three meetings, • to give feedback and discuss the community's response to exhibitions, • to report back to the Library Board on upcoming exhibitions and gallery related programs, including three-part-art and Family Open Studios. F:\LIBRARY BOA«D\G*llerv Committee responsibilities.docx