HomeMy WebLinkAbout2011-09-28; Library Board of Trustees; MinutesApproved:ITEM #3
Corrected
MINUTES
MEETING OF: LIBRARY BOARD OF TRUSTEES
DATE OF MEETING: Wednesday, September 28,2011
PLACE OF MEETING: Carlsbad City Library Board Room
1775 Dove Lane, Carlsbad CA
CALL TO ORDER:
Chair Bob Benson called the meeting to order at 4:02 p.m.
ROLL CALL:
Present: Library Board Trustees Benson, Bradley, Hinman and Hulsart
Absent: Trustee Lignante
Staff Present: Heather Pizzuto, Library Director
Dave Curtis, Deputy Library Director
Callie Ahrens, Principal Librarian
Jessica Padilla Bowen, Community Relations Manager
Steve Didier, Library Management Analyst
APPROVAL OF MINUTES:
The minutes of the meeting held August 17, 2011, were unanimously approved by proper motion
(Hulsart/Hinman) and vote.
MONTHLY LIBRARY REPORTS:
The Board reviewed the report and had some questions about the Homebound Program and methods
used to market the service. Community Relations Manager Jessica Padilla Bowen explained the various
methods used including information on the website and posters in the facilities.
Trustee Hulsart asked if the Library had any information about the impact the San Diego County Office
of Education-Migrant Program mobile unit had on new users of the library. Principal Librarian Ahrens
responded that the Learning Center did not collect that specific information but that she would ask the
staff from the mobile unit for the number of individuals they served.
Trustee Bradley mentioned the increase in e-book usage and asked if the Library had plans to provide
instruction on how to download e-books and Library & Cultural Arts Director Pizzuto announced that a
"gadget workshop" has been planned for the Dove Lane location for October 22nd and will offer hands-
Library Board of Trustees Page 2
Minutes of September 28, 2011 Meeting
CITY NAMING RIGHTS POLICY REVIEW:
Chair Benson announced to the Board that this item is being continued to the October meeting at the
request of Parks and Recreation.
GIFT ACCEPTANCE & RECOGNITION POLICY:
Library & Cultural Arts Director Pizzuto advised the Board that the draft version of the policy which
they reviewed previously was submitted to the City Attorney for legal review. The policy has been
returned with no substantive changes and is presented for final approval.
By proper motion (Hinman/Hulsart) the Library Board of Trustees approved the Gift Acceptance and
Recognition Policy.
SUMMER READING PROGRAM RECAP:
Teen Services Librarian Darin Williamson was on hand to answer any questions the Board had on the
statistics report contained in the agenda packet. He explained that the Summer Reading Program
provides the opportunity for the Library to serve a diverse group of individuals, offers the opportunity
for teens to volunteer for community service, and is supported by a large donation from the Friends of
the Library but also by 20-30 different businesses and organizations within the community. During the
seven weeks of the program the Library experiences the largest number of visits, items borrowed, and
program attendance.
STATE LIBRARY REPORT:
Library Management Analyst Steve Didier was on hand to answer any questions the Board had on the
report which had been provided in their packet.
Trustee Bradley asked about the change in the virtual visits to the Library column. Management
Analyst Didier explained that the State Library wants only outside visits to the website reported and
currently the Library is not able to separate outside visits from website use on computers located in
the Library, but is investigating possibilities of capturing the information in the future.
By proper motion (Hulsart/Bradley) the Library Board approved the State Library Report for submittal.
COMMUNITY GRANTS REPRESENTATIVE:
In response to the request from Housing and Neighborhood Services for a representative from the
Library Board of Trustees to serve on the Community Grants Committee this year, Trustee Bradley
volunteered and the Board accepted her offer.
Library Board of Trustees Page 3
Minutes of September 28, 2011 Meeting
DIRECTOR'S REPORT:
Library & Cultural Arts Director Pizzuto reported on the following:
Theft of Library materials - Because of an active and observant Cole Library staff who saw and heard
things that did not seem usual, an individual was confronted and police called. The Carlsbad Police
department pursued the issue and discovered a large quantity of library materials belonging to this
library as well as several in the county. A list of recovered materials has been provided but these may
not be returned until the case is closed. This is currently an open investigation, with the next court
date in early October.
Power outage - The Dove Lane facility has a generator and was able to continue to provide services
until 6:00 p.m. when the City decided to close all facilities. Neither the Cole Library nor the Learning
Center have backup generators and were without computers, etc. All three facilities experienced some
interruptions in telephone service, but were able to open the next day with very little problem. The
City held a debrief on lessons learned as the magnitude of the outage far exceeded any experienced in
the past.
Library Survey & Life After 50 Grant - The work has been completed and the final narrative for the
grant has been filed with the State Library but we have not received the final report from BW Research
on the results of the combined telephone resident survey, the one conducted with library visitors, and
the focus group.
Library card sign-up month - During the month of September the Library offered free replacements
for lost or damaged library cards to also market the Library's recently updated privacy & security policy
which will require patrons to present their cards for Library services.
Annual Staff Training Day - The Library will be closed until 2:00 p.m. on Tuesday, October 18th for its
annual staff training day. Major topics will include an introduction to the City's new timekeeping &
human resources management system, an update on the City's Best Value Service program, and an in-
depth look at the Library's top notch services and programs.
Halloween on Elm Street - The second year for this event is scheduled for Saturday, October 29.
Best Value Services Plan - The City Council received a report and proposed plan for the program at a
Council Workshop and that presentation is currently being shared across the City in order for staff to
have the opportunity to understand the process and ask questions. The program has multiple phases
starting with the identification of each department's major lines of business which will be used to
evaluate what lines might be delivered more effectively or efficiently in order to provide the highest
quality services at the best value.
Recruitments - The previously frozen Technology Librarian position recruitment resulted in over 100
applications. Human Resources conducted the initial screening, reducing the number to 40 for Library
Library Board of Trustees Page 4
Minutes of September 28, 2011 Meeting
applications. Human Resources conducted the initial screening, reducing the number to 40 for Library
review. The number has been further reduced to a more manageable number for the interview panel.
The Library has also filled several hourly positions.
Library Board Meeting location - In order to maximize the presence of a quorum for the meetings the
remaining meetings for this calendar year will be held at the facility on Dove Lane.
FOUNDATION REPORT:
Trustee Hulsart reported that the Mini-golf event drew more than 250 players and the relocation of
the entertainment and food vendors to the front of the Library was well received. Final numbers on
the proceeds are not yet available but there was a disappointing number of corporate sponsors for the
event this year.
FRIENDS OF THE LIBRARY REPORT:
Trustee Hulsart, also reporting for the Friends, announced their upcoming Better Books Sale will be
held at the Cole Library on October 29 and 30 and the Garden Club will be partnering with them at the
event again. Also scheduled is the Holiday Boutique in the bookstore on Dove Lane beginning
Decembers.
NSDC GENEALOGICAL SOCIETY:
Secretary of the Society, Jean Tempke, was on hand to provide a recap of the programs during the
month of September and to preview upcoming program topics. She also announced the four week
genealogy classes continue with another series beginning tonight.
LIBRARY BOARD COMMENTS:
Trustee Bradley commented on how much she liked the newly combined calendar of events.
PUBLIC COMMENT:
None present.
ADJOURNMENT:
By proper motion (Bradley/Hulsart) and vote the meeting was adjourned at 4:50 p.m.
Cissie Sexton
Administrative Secretary
ITEM #4
Monthly LIBRARY Reports
for
AUGUST 2011
Systemwide...
1. The Summer Reading Program concluded on Friday, August 5, with final celebrations and
volunteer thank you events at all sites on August 8 and 9.
• Cole Library celebrated with comedian juggler Michael Rayner as the featured performer at
the event. The staff received many compliments about Mr. Rayner and about the party
which also included crafts, games, and snacks.
• The Learning Center final party included crafts, music, face painting, and refreshments
• Dove Childrens had a great turn-out for their End of SRP Party on August 8. 302 attendees
were entertained by Craig Newton, participated in a bean bag toss, enjoyed make and take
crafts, a storytime, and snacks.
• The Cole SRP Volunteer Appreciation pizza lunch and dance party event was held right after
the End of SRP Party and had approximately 40 teens attend. It was scheduled to run from
12:30 to 2:00 pm but the teens were having so much fun they did not want to leave.
• Seventeen Learning Center SRP volunteers celebrated the end of the program with
refreshments, pizza, games, and a presentation of certificates with their total hours.
2. Library staff participated with Parks and Recreation staff in a Care and Shelter Training exercise at
Calavera Park on August 23. The opportunity to practice procedures in a simulated situation was
very helpful and participants are better prepared to handle duties in the event of an emergency
situation that requires the City to open any of its three designated sites as shelters.
3. On August 28, 33 writers attended the Magee Park Poets poetry writing workshop taught by local
writer and teacher Judy Reeves.
CCL, Dove Lane ...
4. Approximately 120 people attended the Carlsbad Playreaders reading of the comedy "Matt and
Ben" on August 22 in the Library's Schulman Auditorium.
5. The August film series featured movies based on books. Nearly 350 people total attended the
three movie nights and many participated in the post-film discussions. The library chose the
August 24 film, "Alice in Wonderland," to complement the Cannon Art Gallery's "Almost Alice"
exhibition and the gallery stayed open late to allow patrons to visit after watching the movie.
6. The final Teen Services talent show featured 9 competitors and 130 people were in attendance.
There was a variety of acts including a sideshow variety routine, a yo-yo act, pianist, guitars, and
singers with a guitar accompaniment. Adam Abadilla won the competition playing a medley of
contemporary songs on piano.
7. Dove Reference staff taught five computer classes with a total attendance of 21 students.
8. The August new volunteer orientation brought many new faces to the Library. There were a total
of 20 attendees, with 17 following up with an interview. The Library was especially in need of
Monthly Library Reports for August 2011
volunteers for the Homebound program, Saturday Story-tellers, and Homework Zone assistants,
so the large orientation has helped immensely.
Georgina Cole ...
9. One additional netbook computer and two iPads were added to the in-library services offered
through the Cole Library Reference Desk. These three devices, combined with the one existing
netbook computer, help alleviate the frequent lines and wait times. After two weeks in August
and minimal publicity, patrons are requesting the devices, indicating the netbook pilot program is
a success. Working with the iPads in a public library setting has proven to be challenging as they
are not designed for multiple users, but the Business Systems staff has worked very hard and
come up with solutions for keeping them secured and yet usable. This equipment was provided
with funding from the Friends of the Library.
10. Cole Reference Staff taught eight computer classes at the Library Learning Center during August.
Staff saw lower attendance than usual in each class with a combined total of only 19 students.
11. The Carlsbad History Room received a number of interesting donations in August, including a 1928
map of Carlsbad and a 1933 eleven-piece coastal Carlsbad map. The Carlsbad Planning
Department sent over a 1993 planning map for Lego World and the Pointe Resort.
12. The Genealogy Division presented two "Focus On" classes in August by Library Technician Judy
Michaels with the topic of city directories. Fifteen people attended. The Genealogy Division and
the North San Diego County Genealogical Society held the first meeting of its new monthly
discussion group, the DNA Interest Group, which also had fifteen participants. The NSDCGS-
sponsored programs included a presentation on Google Maps to the Computer Group (with 46
participants) and "Ethnic Groups and Immigration" (84 participants).
13. Children's staff presented a special preschool storytime on August 25: a Kindergarten Kick-Off.
There were 31 people in attendance (15 soon-to-be kindergarteners with 16 adults and siblings).
Children's staff read stories about starting kindergarten and then staffed a craft station where kids
explored kindergarten concepts (shapes, spelling their name, etc.) and made a photo frame for
their first day of school.
Learning Center...
14. On August 24, the San Diego County Office of Education-Migrant Program mobile technology unit
visited the Learning Center for the last time of the summer. During the nine weeks of the
partnership with the Migrant Program, new families were introduced to the Library Learning
Center and received information about the services that Carlsbad Libraries have to offer.
15. The A-Z Reading Program matches struggling young readers in a one-on-one long-term program to
develop early literacy skills. On August 18, the two current participants, both entering 1st grade,
(along with a parent for each participant) completed their sessions with their matched tutors.
16. The California Library Literacy Services (CLLS) literacy grant final report for 2010-11 was completed
and submitted. The grant for this year totaled $40,500.
LIBRARY BOARD STATISTICS
AUGUST 2011
Reference, Circulation, Visitors
i
3
4
5
6
7
8
9
10
11
12
CCL Dove Lane
Reference Questions
Circulation
People Count
Cole Library
Reference Questions
Circulation
People Count
Learning Center
Reference Questions
Circulation
People Count
TOTAL LIBRARY
Reference Questions
Circulation
People Count
Aug-10
13,981
77,963
40,224
Aug-10
10,060
35,537
31,292
Aug-10
1,796
1,184
4,149
Aug-10
25,837
114,684
75,665
Jul-11
14,718
86,330
45,465
Jul-11
12,546
38,831
33,288
Jul-11
1,589
1,472
6,360
Jul-11
27,309
124,795
76,304
Aug-11
12,800
79,863
39,312
Aug-11
11,011
35,322
30,441
Aug-11
1,522
1,369
4,651
Aug-11
25,333
116,554
74,404
Programs and Technology
Library-Sponsored Programs1 Aug-10
13
14
15
16
17
18
19
20
Pre-School Programs
Pre-School Attendance
School Aged Children's Programs
School Aged Children's Attndnce
Young Adult Programs
Young Adit Prgm Attndnce
Adult Programs
Adult Prgm Attndnce
21
812
7
1,415
4
176
34
1,117
Technology Usage2'3 Aug-10
21
22
23
24
25
Computer Use
Webpage Views
Database Usage
Audio Books Downloads
eBook Downloads
13,570
62,351
6,937
334
^-— -""'
Facility Meeting Room Use Aug-10
26
27
28
# Events Booked
Event Attendance
# Events Cancelled
78
3,849
23
Volunteer Hours Aug-10
29 Total Volunteer Hours 1,941
Jul-11
59
2,607
26
2,116
15
298
25
553
Jul-11
12,068
71,223
5,373
487
Jul-11
81
3,327
18
Jul-11
3,992
Aug-11
21
988
11
955
4
193
30
972
Aug-11
13,586
68,484
7,167
1,013
958
Aug-11
71
2,982
22
Aug-11
2,202
1. Library Programs have been restructured to follow the State Report
2. July 2011 Transition from NetLibrary to EBSCOhost for Audio Books Download.
3. July 2011 eBook Downloads initiated
July = 14 days: 258
Aug = 1st Full Month: 700
ITEM # 6
GIFT ACCEPTANCE AND RECOGNITION
Purpose: Fostering community support
Equitable practice
Administrative ease
POLICY:
Gift Acceptance
The Carlsbad City Library encourages and welcomes monetary gifts that support and enhance library
services, as well as materials in good condition. Gifts may be from individuals, families, businesses,
corporations, foundations and other organizations.
Depending upon the nature of the gift and the donor's interests, monetary donations may be directed to
the Library or one of its support organizations. Each support organization may have its own gift
acceptance policies.
Gifts of materials are accepted if they fulfill the Library's collection development plan, which includes
additional policies on acceptance. Materials not suitable for addition to the Library's collection are
offered to the Friends of the Library for resale, with the proceeds benefitting Carlsbad City Library
programs and services.
Gifts of objects, furnishings and equipment, as well as in-kind contributions, may be accepted or offered
to any of the Library's support organizations if they do not fulfill the Library's mission, vision or service
goals. Separate policies may apply to these gifts.
The Library & Cultural Arts Director or another designee of the City Manager has responsibility for
management of gift receipt, acceptance and recognition, and for development of acceptance criteria for
gifts of less than $500. A gift may be declined if, in the judgment of the Library & Cultural Arts Director,
acceptance of the gift presents unacceptable restrictions or challenges, expense that significantly
diminishes the value of the gift, or the perception of impropriety; or if it conflicts with the organization's
mission, vision or service goals. The acceptance of a gift shall not impede the ability of the Library to
acquire gifts from other sources nor subject the Library or the City to adverse publicity. Any individual
gift with a value of $500 or greater must be accepted by the City Council.
Donations that are accepted become the property of the City of Carlsbad; items purchased with donated
funds will be retained so long as they continue to be relevant and useful to the purposes of the Library,
and can be properly stored, preserved and used. The Library has the right to deaccession or loan any
items purchased with donated funds.
Reporting of Gifts
Gifts of $500 or greater will be reported to the Library Board of Trustees, and recommended for
acceptance to the City Council, by the Library & Cultural Arts Director. All gifts to the Carlsbad City
Library are subject to applicable public record laws and regulations as determined by the City of
Carlsbad and the State of California.
9/8/11
Donor Recognition
The Library values its donors, and will establish methods to appropriately acknowledge and recognize
their gifts. The Library will promptly acknowledge gifts with a letter of thanks unless the donor declines
this, and inform donors of how their gifts will be used. Gifts of $500 or more will also receive a letter of
thanks on behalf of the City Council. Additional opportunities exist for recognition at a City Council
meeting at the donor's request. If the gift is honorific in nature, the honoree or his/her family will also
receive notification of the gift and its use.
The Library may establish methods by which gifts are publicly acknowledged. The purpose of public
recognition is to thank donors, encourage others to give, and to build long-term relationships between
the Library and its supporters. Every effort will be made to ensure recognition is timely, meaningful to
the donor, appropriate and consistent. Such methods may include book plates; limited-term signage
recognizing smaller or annual gifts; donor walls, plaques or other ongoing recognition; named spaces,
amenities, programs or endowments; the establishment of giving circles or communities of giving;
recognition events; and recognition utilizing print and digital communication methods such as
newsletters, press releases, annual reports, websites, and social networking sites.
The extent of recognition shall be in proportion to the value of the contribution and its impact. The
design of donor recognition methods will complement rather than conflict with the Library's delivery of
services and programs, and will be consistent with principles and standards applied to the design of
library facilities, marketing and communication tools. The duration of donor recognition may change as
Library facilities and communication methods are altered.
The Library respects the privacy of donors and will refrain from publicly recognizing gifts if the donor
requests anonymity (to the extent permitted by law).
Library support organizations establish and maintain their own recognition policies. The Library may
collaborate with one or more of these organizations in recognizing gifts to them that directly support
library facilities, programs and services. Joint recognition will be consistent with the Library's policies on
donor recognition. As the Library establishes donor recognition programs, it will do so in consultation
with its support organizations to facilitate their success in attracting gifts.
Physical Space Recognition
Requests for naming physical space or amenities within facilities are subject to the City Council's policies
on naming rights, unless otherwise determined by the City Council. The naming or designation of
facilities or amenities shall never be granted in perpetuity.
Other Considerations
Because of its noncommercial, nonprofit status, the Library is committed to providing programs and
services that are free from influence or editorial control by an external funding source.
Purchasing decisions, including property, equipment, materials, furnishings, programs, and services, will
reside with the Library.
9/8/11
ITEM # 7
CARLSBAD
CITY LIBRARY
2011 Summer Reading Program Highlights
Systemwide Program Participants
Babies (under 3 years old) 383 (down 23% from 2010)
Children's (ages 3 - 6th grade) 4,252 (up 3% from 2010)
Teens (7th-12th grades) 432 (up 1% from 2010)
Adult (ages 18 and up) 232 (down 9% from 2010)
Total 5,299
SRP Volunteer hours 4,959 (up 8% from 2010)
(teens- grades 7-12 assisting with Children's program)
Noteworthy items for 2011:
• Children's SRP participation grew 10% at Cole and 58% at LLC and
decreased 6% at Dove
• This was the second year of reduced SRP funding. This has had a
cumulative effect on the 10th reports which no longer have a
substantial incentive
• Though adult reports and participation were down, 969 adult
reports (book reviews) were submitted over the seven week program
• Total teen volunteer hours equate to approximately one hour of
volunteer time for every youth participant.
ITEM # 8
CARLSBAD
CITY t I B ". A R v
State Library Survey
Fiscal Year 2010-2011
FAST FACTS
1. Population: The population number calculated by the State for the City's service
area showed essentially no change, sliding from 106,804 to 106,555.
2. Library Visits: FY 10-11 marked the first full year after installing the new door
counters at Library facilities in April 2010. Reported visits should stabilize and
flatten out going forward.
3. Operating Expenditures: Increased 4.3%, or roughly $400,000 from $9.3M to
S9.7M. This is due an increase in interdepartmental charges from the Information
Technology Department and a large citywide project being budgeted through the
Library & Cultural Arts Department. Core Library operating costs stayed roughly
the same. However, print materials expenditures were down 21% while electronic
materials expenditures increased 4.5%. (See chart on next page.)
4. Per Capita Spending: Increased from $87 to $91 only due to the increase in
operating expenditures as described above.
5. Program Activity; Children's program attendance increased 8% despite a 5%
decrease in the number of programs offered. Conversely, adult program attendance
decreased 14% despite an increase of 7.5% in the number of programs offered.
6. Virtual Library Visits: The City changed the way it tracks Internet use midway
during the year resulting in significant discrepancies between the two data collection
methods. As such, the City is not reporting website activity for FY 10-11.
Total Library Visits"
840
790
740
690
640
859
686
FY07
663 670
750
*New door counters
installed April 2010
FY08 FY09 FY10 FY11
SEE ADDITIONAL CHARTS ON NEXT PAGE
1.6
1.5
1 1.29
* 1.3 A*•••* »
1.2
V.I
A— *•
1.25
1.1
FY07
Circulation
1.33
FY08 FY09
1.38
1.36
FY10 FYII
310'
280
250
220
190
283
245
220
FY07
'• '^:'- S.":o
l%t 301 305
FY08 FY09 FY10 FY11
Materials kxpenaitui
—4—Print Materials —*—Electronic Materials
$8°° $701
$700
I $639^
$600
" . „ &
Databases
$204 $201
$M7
FY10
$ 1 'H
FY11