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HomeMy WebLinkAbout2011-10-19; Library Board of Trustees; Minutes^pproved: ITEM #3 MINUTES MEETING OF: DATE OF MEETING: PLACE OF MEETING: LIBRARY BOARD OF TRUSTEES Wednesday, October 19, 2011 Carlsbad City Library Board Room 1775 Dove Lane, Carlsbad CA CALL TO ORDER: Chair Bob Benson called the meeting to order at 4:01 p.m. ROLL CALL: Present: Library Board Trustees Benson, Bradley, Hulsart, and Lignante Absent: Trustee Hinman Staff Present: Heather Pizzuto, Library Director Dave Curtis, Deputy Library Director Suzanne Smithson, Deputy Library Director Gallic Ahrens, Principal Librarian Jessica Padilla Bowen, Community Relations Manager Steve Didier, Library Management Analyst Chris Hazeltine, Parks & Recreation Director Mick Calarco, Recreation Services Manager Jacqui Petri, Sr. Librarian, Collection Development & Acquisitions APPROVAL OF MINUTES: The minutes of the September 28, 2011 meeting of the Library Board of Trustees were unanimously approved by proper motion (Lignante/Bradley) and vote. MONTHLY LIBRARY REPORTS: Trustee Bradley asked about the weeding of the collection and Library Director asked Sr. Librarian Petri to respond. Ms. Petri explained the criteria used by the Library to keep the collection fresh and attractive at all times by removing soiled, damaged and out of date items. Staff provided additional information on other items of specific interest to the Board including the recent Bilingual Services outreach efforts, the National Hispanic Heritage month program and children program participation in general. Library Board of Trustees Page 2 Minutes of October 19, 2011 Meeting CITY NAMING RIGHTS POLICY REVIEW: Library & Cultural Arts Director Pizzuto introduced Parks and Recreation Director Chris Hazeltine and Recreation Services Manager Mick Calarco who had brought the draft City Naming Rights Policy for review. Mr. Calarco provided information on the circumstances which resulted in direction from the City Council to update the existing policy as adopted in 1981. Mr. Calarco explained the research conducted by staff to identify the various elements of the draft revised policy. Director Hazeltine concluded the presentation explaining the next steps in the process was to review the policy with the Senior Commission and then present the policy to the City Council for approval and adoption. STRATEGIC PLANNING 2012: Library & Cultural Arts Director Pizzuto reviewed the Library's current Strategic Directions along with the timeline for developing strategic initiatives for the next fiscal year. An integral part of the development of initiatives each year is to seek input from this Board for any changes they see as needed in the Directions. Chair Benson suggested that considering the economic situation, looking at the current community needs and challenges should be an important consideration in the strategic planning. Trustee Bradley commented that many of the Directions include the support of education, literacy, and life-long learning, and Trustee Hulsart agreed adding that the Directions have evolved until they are broad enough to reflect that the Library is concerned with supporting the wellness of the community. Library & Cultural Arts Director Pizzuto explained that the Library seeks to align the Strategic Directions and Initiatives with the Council goals each year as well as the obligations and role of a public library. She thanked the Board for their input which she will take to the staff as they work to identify initiatives for the next fiscal year. Results of that workshop, scheduled for early December, will be brought back to the Board. E-BOOK DEMONSTRATION: Sr. Librarian Jacqui Petri demonstrated the e-book download process first on the laptop computer and then on an ipad and she invited the Board to attend the gadget workshop scheduled for Saturday at the Dove Lane location for a hands-on experience with a variety of e- readers. Library & Cultural Arts Director Pizzuto explained that the delivery of this service will change as more devices become available and the current funding which is provided by a grant is no longer available. Decisions about the delivery and size of the collection as well as funding will be determined based on the usage and demand as the Library continues in the learning curve by identifying what types of material the patron prefers to read on a device rather than in print. Library Board of Trustees Page 3 Minutes of October 19, 2011 Meeting DIRECTOR'S REPORT: Library & Cultural Arts Director Pizzuto reported to the board on the following items: Staff Training Dav - The annual staff training day was held yesterday morning, the Library not opening until 2 p.m. The event was attended by nearly 150 employees and the primary focus on the training was to provide understanding of the functions of each division in order for every employee to be an ambassador of the Library with full knowledge of all the services we provide. Two other important areas were included in the days agenda, an update on the City's Best Value Services Plan and an introduction and training on the upcoming HR and payroll systems which will roll out in late November. Serra Cooperative Library System - he System has been struggling with impacts of the State budget as the majority of its funding comes from the State. Any state funding will not be released until January. The System has been operating on reserves which would be exhausted by mid-October. Serra contacted the State Library and was given the opportunity to apply for grant funds that were available for specific purposes. They received the grant which will provide funds for two months and enable Serra to re-structure the system for ongoing sustainability regardless of state funding. Halloween on Elm - This event is scheduled for Saturday, October 29'^ and Library staff has been heavily involved to include providing the storytime at the event. California Library Association Conference - Several Library staff members will be attending the conference the weekend of November 11 through 14 in Pasadena. Coffee cart - The Library has entered into a contract with Cafecito to provide the service. The vendor is waiting for a county health permit and hopes to be operational by late November or early December. Discovery Solution - The contract is in the City Attorney's office for signatures after which the implementation will be in November with a go-live date in January. Technology Librarian recruitment - The interviews for the position were delayed while the status of the recruitment was confirmed. More recently some additional steps were implemented to determine if filling a vacancy is the best method of procuring that service, which is in line with the City's Best Value Service plan. Library & Cultural Arts Director Pizzuto concluded her report with information requested at the last meeting about the use of the Migrant Education Program mobile unit and the impact on the Library at the Learning Center. Information about the number of library card holders participating is not known; however, the County reported that on average 20 people a day visited the unit while it was onsite and all were required to participate in the Library's Summer Reading Program. Library Board of Trustees Page 4 Minutes of October 19, 2011 Meeting FOUNDATION REPORT: Trustee Hulsart reported that the Foundation has added two new board members and the last meeting included a discussion of funding routine operations. FRIENDS OF THE LIBRARY REPORT: Trustee Hulsart announced the Friends Better Book Sale will be at the Cole Library on October 29 and 30 together with the Garden Club; and the Holiday Boutique Sale is scheduled for December 5 at the Library on Dove Lane. NSDC GENEALOGICAL SOCIETY: Board liaison Marge Kealey provided the Board with membership numbers as well as a review of the month's programs and upcoming events. She also extended to the Board an invitation to attend the Society's annual holiday event on December 13 at the Lake San Marcos Country Club. LIBRARY BOARD COMMENTS: Trustee Bradley asked Trustee Hulsart to compliment the new editor of the Friends Forum for providing contact information for items in the publication. PUBLIC COMMENT: Carlsbad resident Fred Briggs ask the Board to consider a revision to the current Rules of Conduct to which Library & Cultural Arts Director Pizzuto responded that a review of that policy was already scheduled for the agenda in November and invited Mr. Briggs to attend that meeting. ADJOURNMENT: By proper motion (Lignante/Bradley) and vote the meeting was adjourned at 5:05 p.m. Cissie Sexfon Administrative Secretary ITEM #4 Monthly LIBRARY Reports for SEPTEMBER 2011 Systemwide ... 1. As part of a push to have our patron's bring in their Library cards and preserve privacy, staff issued free replacement cards during the month of September, which was National Library Card Sign-up Month. The Circulation division at Dove replaced close to 400 cards and Cole replaced about 380 cards. 2. Staff is working with Collection Development Librarian Jacqui Petri to be more aggressive about weeding materials that have not circulated in three years. Staff is also starting a project to analyze the Reference collection to ensure that it contains only relevant, up to date material. 3. The Homework Zone resumed in September at all three sites. Volunteers help children with their school assignments Mondays through Thursdays from 3:30 to 5:30. 4. The Carlsbad Police Department followed up on information provided by Library staff in recovering stolen materials from all three Carlsbad City Library sites and other North County libraries. The investigation is ongoing. CCL, Dove Lane... 5. Dove Reference staff taught five computer classes with a total attendance of 22 students. 6. In September, Teen Services hosted three Games & Refreshments programs with 15 teens enjoying snacks and games. 7. Teen Services' Pizza & a Movie Night featured "Tangled." 18 teens attended. 8. The Children's Division National Library Card Sign-Up Festival on September 21 was quite successful with 15 of the 41 attendees getting library cards. Participants enjoyed coloring bookmarks or pictures of Arthur, listening to stories and having snacks. 9. In the Children's Division, 26 attendees made time for the drop-in Make & Take Craft on September 29. 10. In September, the Library began its third year of partnering with Carlsbad High School's Film Academy to show movies about American history that complement the school's curriculum. The movie series primarily attracts high schools students and is open to everyone, allowing other film buffs and parents to also attend. Approximately 70 people attended each of the September screenings and the series concluded with a third film in October. Monthly Library Reports for September 2011 11. The 2011-12 Carlsbad Cinema Series featuring foreign and independent films kicked off on Sept. 17 with the Academy Award and Golden Globe winner. In A Better World. Nearly 125 people attended and many stayed afterwards for a lively post-film discussion. 12. The Carlsbad Library and Arts Foundation's Mini Golf "fore" the Library event took place on September 18 and featured nine holes of miniature golf, arts activities, face painting, food from Carlsbad restaurants, a silent auction and live music by City Limits and an Elvis impersonator. This year's event drew more than 250 golfers, including 155 kids. Final proceeds from the event are still being tallied. 13. Book Clubs: • The First Wednesday Book Club read "The Help" by Kathryn Stockett. 16 members attended. • The First Thursday Book Club read "The Lotus Eaters" by Tatjana Soli. 8 members attended. • The Monday Night Classics Book Club read "Adventures of Augie March" by Saul Bellow. 4 members attended. Georgina Cole... 14. Displays in both the Cole Children's and Adult areas included book displays in recognition of Banned Books Week (September 24-October 1). A month-long display in the Adult Reading Room featured "Music in the Air" with non-fiction and fiction books on musical themes were displayed along with DVDs and CDs of musical performances. To commemorate the 10th anniversary of 9/11, a collection of books and DVDs on the subject were displayed on the wooden book cart next to the Reference Desk. 15. Regular Children's and Teen programs resumed on Tuesday, September 6. Weekly storytime programs including Toddler Time, Preschool Storytime, SMART Babies, and Movers & Shakers had attendance highs of 50-60 participants per session. Tuesday afternoon programs included a board game day (15 participants), "Roald Dahl's Birthday Party" (60 participants) which included storytelling and chocolate making, and a visit by Disneyland's Farley the Fiddler (76 participants) presenting the story of Johnny Appleseed as told through period musical instruments. 16. Talk Like a Pirate Day was celebrated with a TeenScape pirate-themed program on Monday and a pirate-themed StoryCraft on Tuesday for school age children. 17. Genealogy Senior Librarian Mary Van Orsdol led two sessions of the small group hands on workshop "Focus on Digital Books" with 18 attending. 18. North San Diego County Genealogical Society sponsored programs in September included two sessions of the Beginning Genealogy Class with a total of 28 people attending, the Computer Genealogy Group's "RootsWeb Message Boards and Mailing Lists" with 72 people attending, the DNA Interest Group with 15 people attending, and the Society's Monthly Library Reports for September 2011 general meeting with "Family Tradition: How to Separate Fact from Fiction" with 87 people attending. 19. Cole Reference Staff taught six computer classes with a total of 16 students at the Library Learning Center and led three book club discussions with a total of 28 participants. 20. Four study carrels were installed on the east wall of the Adult Reading Room where un- needed Reference shelving had been removed. Still forthcoming is the installation of electrical outlets for each carrel to enable patrons to plug in their laptops and other devices. Learning Center... 21. Bilingual Services Outreach efforts included staffing a booth at Jefferson Elementary School's Back to School night, attendance at the monthly meeting of the Carlsbad Youth Enrichment Services (Y.E.S.) at the Harding Community Center, and a presentation to teachers and assistants at the Head Start Program in Carlsbad. Laurel Tree Head Start also brought three groups of preschoolers to participate in a bilingual story craft program. 22. Regular weekly children's programs resumed in September including Toddler Time, Bilingual Story-Craft, "Puros Cuentos y Pan Dulce," and the All Star Reading Club at the Learning Center. 23. In celebration of National Hispanic Heritage Month, the Learning Center had a special program for children called "Diorama House" on September 29. In this fun workshop children painted and decorated a wooden shadow box resembling their own house using small objects and pictures. During the program 12 children and 5 adults shared family stories. 24. Families enjoyed a fall concert featuring the Mariachi Divas Quartet on September 22. Mariachi Divas is a unique multicultural, all female group of musicians that play music with the Latin flavor of Los Angeles. The free event was attended by 85 patrons. 25. On September 15th and 16th, three computer courses in Spanish started at the Learning Center. A total of sixteen adults are taking these courses which run for six weeks. 26. The Carlsbad High School partnership tutoring resumed on September 6 with 32 students and 15 tutors, including 4 new tutors. 27. Literacy Services staff welcomed 67 guests to our annual "Each One Reach One" open house on September 20. Tutors and learners were asked to invite a friend or family member to come and learn more about Literacy Services. Guests enjoyed refreshments, software demonstrations, and tours. Those interested in becoming either a tutor or a learner in the program could speak with staff members to begin the process. LIBRARY BOARD STATISTICS SEPTEMBER 2011 Reference, Circulation, Visitors CCL Dove Lane Sep-10 Aug-11 Sep-11 1 Reference Questions 13,429 12,800 11,424 Circulation 73,030 79,863 75,029 3 People Count 35,230 39,312 34,753 Cole Library Sep-10 Aug-11 Sep-11 4 Reference Questions 9,700 11,011 11,516 5 Circulation 34,172 35,322 34,416 6 People Count 30,200 30,441 28,562 Learning Center Sep-10 Aug-11 Sep-11 7 Reference Questions 2,020 1,522 1,849 8 Circulation 1,444 1,369 1,314 9 People Count 5,956 4,651 5,318 TOTAL LIBRARY Sep-10 Aug-11 Sep-11 10 Reference Questions 25,149 25,333 24,789 11 Circulation 108,646 116,554 110,759 12 People Count 71,386 74,404 68,633 Programs and Technology Lfbrarv-Sponsored Programs^ Sep-10 Aug-11 Sep-11 13 Pre-School Programs 82 21 86 14 Pre-School Attendance 3,152 988 3,745 15 School Aged Children's Programs 28 11 26 16 School Aged Children's Attndnce 608 955 546 17 Young Adult Programs 7 4 9 18 Young Adit Prgm Attndnce 93 193 69 19 Adult Programs 51 30 47 20 *Adult Prgm Attndnce 1,149 972 1,062 Technology Usage*'*'* Sep-10 Aug-11 Sep-11 21 Computer Use 13,149 13,586 12,692 22 Webpage Views 53,848 68,484 54,481 23 Database Usage 5,996 7,167 6,113 24 Audio Books Downloads 302 1,013 609 25 eBook Downloads 958 583 Facility Meeting Room Use Sep-10 Aug-11 Sep-11 26 # Events Booked 109 71 86 27 Event Attendance 4,613 2,982 2,666 28 # Events Cancelled 26 22 30 Volunteer Hours Sep-10 Aug-11 Sep-11 29| Total Volunteer Hours 1,704 2,202 1,694 1. Library Programs have been restructured to follow the State Report *Sept 2010 Adult Program Attendance was under reported 2. July 2011 Transistion from NetUbrary to EBSCOhost for Audio Books Download 3. July 2011 eBook Downloads initiated July = 14 days: 258 Aug = 1st Full Month: 700 4. Sept 2011 Two subscriptions were not renewed and were removed from Datebase usage.