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HomeMy WebLinkAbout2012-09-19; Library Board of Trustees; MinutesApproved: ITEM #3 MINUTES MEETING OF: DATE OF MEETING: PLACE OF MEETING: UBRARY BOARD OF TRUSTEES Wednesday, September 19, 2012 Carlsbad City Library Board Room 1775 Dove Lane, Carlsbad CA CALL TO ORDER: Vice Chair Beth Hulsart called the meeting to order at 4:15 p.m. ROLL CALL: Present: Library Board Trustees Bradley, Hinman, and Hulsart Absent: Library Board Trustees Benson & Lignante Staff Present: Heather Pizzuto, Library & Cultural Arts Director Dave CurtiS; Deputy Library Director Suzanne Smithson, Deputy Library Director Glynn Birdwell, Principal Librarian Jessica Padilla Bowen, Community Relations Manager Devin Castel, Sr. Business Systems Specialist Steve Didier, Library Management Analyst Barbara Chung, Sr. Librarian APPROVAL OF MINUTES: By proper motion (Hinman/Hulsart) and vote the Board approved the minutes of the July 18, 2012 meeting of the Library Board of Trustees. MONTHLY UBRARY REPORTS: Trustee Hulsart commented that she was pleased to see that the ESL classes at the Learning Center continued through the summer months and Principal Librarian Birdwell explained that it was the choice of both the participating tutors and learners to continue. Also commented on was the large number of volunteers during the month, a result of the Summer Reading Program's expansion of volunteer opportunities. Library Board of Trustees Page 2 Minutes of September 19, 2012 Meeting QUARTERLY TECHNOLOGY REPORT: Sr. Business Systems Specialist Castel reviewed the statistics on computer usage for the fourth quarter of the last fiscal year pointing out that the public computer usage continues the downward trend as the use of wireless continues to increase. He also shared the statistics for the use of the self-check machines and top Internet categories of use. TECHNOLOGY PROJECTS UPDATE: Sr. Business Systems Specialist Devin Castel explained some of the key features in the recent upgrade to the Library's catalog (e-Library). The upgrade provided improved security for the users, the ability to retrieve and change your pin number for accessing "My Account", and made the feature for changing the notification method more visible and automated. Other technology projects include the upgrade or replacement of the current Integrated Library System (ILS). The consultant selected to assist with the development of the Request for Proposals (RFP) will be here for two days this month. She will be collecting current data, completing the needs assessment drafted by staff and then briefing the team on what options are available in the market. The finished product (the RFP) should be ready by the end of October. In the meantime, an upgrade to the current ILS will be installed on October 8 when the Ubrary is closed for the Columbus Day holiday. This upgrade is to repair some identified "bugs" in the system and add some minor needed enhancements. Also underway is the installation of new equipment from Xerox for the PC/Print/Copy Management systems Library-wide. The new 4-year contract for upgrades to the equipment and software has been signed and the installation is scheduled for the week of October 22, 2012. The upgrade will position the Library to possibly offer wireless printing to the patrons. SUMMER READING PROGRAM RECAP: Sr. Librarian Barbara Chung, head of the Children's Division at the Dove Lane location, reviewed the statistics provided in the agenda packet, provided added detail, and acknowledged that the program could not succeed as it has without the support of the Friends of the Library and the volunteers. RE-CARPET/REDESIGN UPDATE: Ubrary & Cultural Arts Director Pizzuto reported that the final revised report from the design consultants has been received and forwarded to PEM (City Property & Environmental Management Department) for review. PEM is responsible for Capital Projects and maintenance to City facilities. They will confirm the cost estimates and provide the project management. Library Board of Trustees Page 3 Minutes of September 19, 2012 Meeting Following the review from PEM, a formal proposal will be be presented to the City Manager before it can be brought to this Board. DIRECTOR'S REPORT: Ubrary & Cultural Arts Director Pizzuto brought the Board up to date on the following items: Care & Shelter Disaster Training Exercise - Twenty Ubrary & Cultural Arts employees participated in the tabletop training exercise this week as a refresher to their Emergency Worker responsibilities. A new element to the training was working with neighbors to be more self-sufficient during emergencies. Halloween on Elm - The event will be repeated this year on October 27 between 1:00 and 6:00 p.m. This will be a transition year partnering with Urban Place who will manage the event in the future. Ubrary Training Coordinator position - The oral board for this position was last week and departmental interviews are scheduled for later in the month with the expectation that the position will be filled by the end of October. Ubrary public speaking engagements - Ubrary & Cultural Arts Director Pizzuto will be presenting information on library services at the High-Noon Rotary on October 1 and also at a session of the City's new Business Academy on October 30. In conclusion Ubrary & Cultural Arts Director Pizzuto polled the Board on their availability for meetings in October and November with the possibility of combining the two meetings on an alternative date to ensure the entire Board would be present. The decision will be made after checking with the two missing Trustees today. FOUNDATION REPORT: Trustee Hulsart reporting for the Foundation reminded the Board that the annual Minigolf "fore" the Ubrary is scheduled for Sunday, September 30. FRIENDS OF THE UBRARY REPORT: Trustee Hulsart also reporting for the Friends announced that proceeds from the book sale in August were $3200 and the next book sale is scheduled for October 20. Library Board of Trustees Page 4 Minutes of September 19, 2012 Meeting NSDC GENEALOGICAL SOCIETY: Reporting for the Society, Board Uaison Marg Kealey brought the Board up to date on past events and information on those scheduled for the coming month. She also announced that the free genealogy classes begin again on September 26 at 7:00 p.m. at the Cole Ubrary. UBRARY BOARD COMMENTS: Trustee Hulsart welcomed Community Relations Manager Jessica Padilla Bowen back from leave. PUBUC COMMENT: None present. ADJOURNMENT: By proper motion (Hinman/Bradley) and vote the meeting was adjourned at 5:06 p.m. Cissie Sexton Administrative Secretary ITEM #4 Monthly LIBRARY Reports for July 2012 Systemwide... 1. The Summer Reading Program was in full swing for the entire month of July. Children's programs at all three sites included visits from Mad Science's Dr. Don and jugglers Michael Rayner and David Cousin, and make & take craft programs. Special events included Cole's Late Night program and Dove's Ubrary Sleepover, and NASA's Discovery Dome planetarium. 2. The Carlsbad City Ubrary joined the Society of American Archivists for support of archival functions and to receive its professional journals and newsletters. This organization provides leadership for librarians and archivists working with a wide variety of non- published collections, such as the Carlsbad History collection. Staff in the Carlsbad History Room will benefit from the professional reading and contact with others engaged in maintaining collections similar to the Carlsbad History collection. 3. The volunteer orientation on July 21 brought us 19 new volunteers. All but two of these individuals have been interviewed and placed in various Ubrary divisions. CCL, Dove Lane... 4. On July 14,108 were in attendance for Cinema Series of Carlsbad's feature film "Micmacs" in the Ruby G. Schulman Auditorium. The French film, whose full name literally translates to "Non-stop Shenanigans," is a whimsical fantasy/comedy about an eccentric band that cleverly joins forces to get revenge against a weapons manufacturer. The post-film discussion with film buff Ann Zivotsky reviewed director Jean-Pierre Jeunot's many subtle references and hidden gems throughout the film. 5. Teen Services Ubrarian Darin Williamson organized 5 programs for teens: • 2 Ping Pong & Ice Cream Socials with 33 teens attending • Pizza and a Movie event which featured "X-Men: First Class" with 30 viewers • Singing competition with 11 acts and 95 audience members • Dancing competition with 6 acts and 70 audience members Georgina Cole... 6. The Cole Ubrary offered Family Movie Nights in July encouraging children to wear pajamas and bring their own pillows, blankets, and snacks. A showing of "Mary Poppins" was early in the month followed by the original theatrical releases of "Star Wars" (1977), "The Empire Strikes Back" (1980) and "Return of the Jedi" (1983). These shows attracted audiences of both children and adults with requests for more movie nights at Cole during the school year. Monthly Ubrary Reports for July 2012 7. Computer classes taught by Cole Reference Staff at the Ubrary Learning Center continue to be an important component of developing a technologically literate community. Internet, email, word processing, and social networking classes continued to be taught at lab capacity. 8. Georgina Cole Ubrary hosted an overflowing crowd of 100 for its Summer Concert on July 15. Patrick Berrogain's Hot Club Combo featuring Tripp Sprague on saxophone and Berrogain on guitar performed lively originals in the Gypsy Jazz style. The duo was a big hit with the standing room only audience and many requested that he return to the larger Ruby G. Schulman Auditorium very soon. 9. Teen Summer Reading Program events included viewings of films "The Dark Night" and "Disturbia," a "Go" game program, an Animanga Hour, and Teen Late Night at Cole. 10. Genealogy staff presented their "Focus On" small group instruction on July 3 and 17 discussing the Ubrary of Congress Digital Maps collection. 11. The North San Diego County Genealogical Society, in partnership with the Ubrary, presented their Beginning Genealogy Class with 33 participants, a class on "Finding Images on the World Wide Web" with 72 participants, and a presentation on "Writing About Our Ancestors" with 95 participants. 12. Senior Ubrarian Mary Van Orsdol is now supervising the Carlsbad History Room and Collection in addition to Genealogy. She is working on several projects in relation to developing that collection and related services. Learning Center... 13. The ESL dass led by volunteer tutors from the Carlsbad Laubach Literacy Center continued. Ubrary staff and patrons appreciate that Laubach decided to continue the class during the summer though they usually go on hiatus during the summer. 14. Bilingual Services and Literacy Services are working together on the Early Childhood Uteracy initiative. Five adult literacy tutors who work with the high school program during the school year are participating in the program this summer. They are meeting at least once per week with an elementary-age student and the student's parent to focus on remedial reading skills. In addition, one pre-school student continues to work with a volunteer tutor in the A-to-Z reading program. 15. The Carlsbad City Council approved acceptance of a check for almost $800 that was received as a result of a Union-Tribune fundraiser benefitting the affiliate programs of the San Diego Council on Literacy. UBRARY BOARD STATISTICS JULY 2012 Reference, Circulation, Visitors CCL Dove Lane Jui-11 Jun-12 Jul-12 1 Reference Questions 14,718 13,027 14,713 2 Circulation 86,330 78,538 87,875 3 People Count 45,465 42,246 46,765 Cole Ubrary Jul-11 Jun-12 Jui-12 4 Reference Questions 12,546 10,964 11,146 5 Circulation 38,831 37,920 41,347 6 People Count 33,288 29,699 34,478 Learning Center Jul-11 Jun-12 Jul-12 7 Reference Questions 1,589 1,499 1,722 8 Circulation 1,472 1,284 1,879 9 People Count 6,360 5,477 6,034 TOTAL LIBRARY Jul-11 Jun-12 Jul-12 10 Reference Questions 28,853 25,490 27,581 11 Circulation 126,633 117,742 131,101 12 People Count 85,113 77,422 87,277 Programs and Technology Library-Sponsored Programs Jul-11 Jun-12 Jul-12 13 Pre-School Programs 59 37 70 14 Pre-School Attendance 2,607 1,465 3,098 15 School Aged Children's Programs 26 21 26 16 School Aged Children's Attendance 2,116 1,553 2,400 17 Young Adult Programs 15 7 14 18 Young Adult Program! Attendance 298 124 327 19 Adult Programs 25 36 30 20 Adult Program Attendance 553 1,466 572 Technology Usage Jul-11 Jun-12 Jul-12 21 Computer Use 12,068 11,517 11,986 22 Webpage Views 71,223 53,925 54,115 23 Database Usage 5,373 8,879 8,760 24 Audio Books Downloads 487 166 215 25 eBook Downloads 1,495 1,526 Facility Meeting Room Use Jul-11 Jun-12 Jul-12 26 U Events 81 73 68 27 Event Attendance 3,327 4,522 3,534 Volunteer Hours Jui-11 Jun-12 Jul-12 28 Total Volunteer Hours 3,992 3,567 5,319 ITEM #4 Monthly LIBRARY Reports for AUGUST 2012 Systemwide... 1. The beginning of August marked the end of the Summer Reading Program. Celebrations of a fun summer were held on August 6 at all three sites with music, refreshments, crafts, and activities. 2. Summer Reading Program volunteers were thanked for their hours of assistance over the summer at events held on August 6 and 7. Volunteer Coordinator Tammy Atherton promoted opportunities for teen volunteers during the school year. 3. The Ubrary added the following three enhancements to eUbrary over the last month: • A security certificate to eUbrary that improves the security of the connection between the patron and the catalog. • A new forgotten pin retrieval system that allows a patron to automatically retrieve a forgotten pin. • An updated tell us how to notify you form that automatically updates a patron record with their preferred notification method. Circulation no longer is required to change these requests when submitted via eUbray. 4. The Ubrary received new stock of library cards with the additional patron option of receiving a small keychain card for added convenience. CCL, Dove Lane... 5. In August, the Carlsbad Film Series paid tribute to renowned American actor Tom Hanks by featuring his broad acting range. 182 people were in attendance at Carlsbad City Ubrary's Ruby G. Schulman Auditorium for Penny Marshall's 1992 comedy A League of Their Own, Hanks' Academy award-winning performance in the drama Philadelphia and the 2009 Ron Howard thriller/Ange/s & Demons. 6. On August 20, the Carlsbad Playreaders presented Craig Lucas' Reckless in the Ruby G. Schulman Auditorium. The audience of 156 thoroughly enjoyed director D.J. Sullivan's rendition of this darkly comic tale of a modern-day Alice in a perilous winter wonderland. 7. Dove Reference Staff taught 42 students in 8 classes. Included were a class on ebooks for the Ipad and one on ebooks for the Kindle 8. Book Clubs: • The First Wednesday Book Club met on August 1 to discuss Tatiana de Rosnay's holocaust novel, Sarah's Key. Reference Ubrarian Heidi Wyner led the discussion with 17 members present. Monthly Ubrary Reports for August 2012 • The First Thursday Book Club met on August 2 for a discussion of Crime and Punishment by Fyodor Dostoevsky. 3 members attended with Senior Reference Ubrarian Leila Dooley facilitating the conversation. • The Monday Night Classics Book Club had a discussion of E.L. Doctorow's historical novel Ragtime. Senior Reference Ubrarian Leila Dooley led the discussion and 10 members attended. 9. Teen Services Ubrarian Darin Williamson organized 2 programs for teens; 8 teens attended the Pizza and a Movie event which featured a screening of Minority Report, and the Teen Talent Show featured 9 different non-singing/non-dancing acts with 95 people in the audience. Georgina Cole... 10. Cole Reference Staff taught 34 students in seven classes at the Ubrary Learning Center. Th ree of the classes this month focused on eBooks (one each for Kindle, iPad, and Nook). 11. Ubrary Technician Margaret Read taught the Focus on Distant Cousin classes on August 7 and 21. Distant Cousin is a website that provides search capability and digital images of city directories and other primary source materials. A total of 18 people attended the two classes. 12. The NSDCGS Computer Genealogy Group learned about various software programs, websites, and groups that are involved with collecting and publishing (whether in print, in audio-visual formats, or on the web) oral histories. 72 people attended the August 14 program. 13. The Carlsbad History Room received two photographic donations. One was a donation of exceptional quality photographs of the Kelly barn and farm implements. The other was a collection of slides of the "old Carlsbad" business area transferred from the City's Housing and Neighborhood Services. The slides document the development of the downtown area. Learning Center... 14. Carlsbad City Ubrary was the host of the Adult Learner Leadership Institute (ALLI) on August 10-12. This Leadership Institute is funded by the California State Ubrary Literacy Services and is presented annually to train adult learners in leadership, advocacy, networking, and public speaking skills. Sixteen learners participated from six Southern California library literacy programs. 15. The Carlsbad City Ubrary was notified that it will receive approximately $35,000 in California Ubrary Literacy Services grant funds in 2012-13. LIBRARY BOARD STATISTICS AUGUST 2012 Reference, Circulation, Visitors CCL Dove Lane Aug-11 Jul-12 Aug-12 1 Reference Questions 12,800 14,713 11,419 2 Circulation 79,863 87,875 75,843 3 People Count 39,312 46,765 39,058 Cole Library Aug-11 Jul-12 Aug-12 4 Reference Questions 11,011 11,146 10,232 5 Circulation 35,322 41,347 34,702 6 People Count 30,441 34,478 28,627 Learning Center Aug-11 Jul-12 Aug-12 7 Reference Questions 1,522 1,722 1,742 8 Circulation 1,369 1,879 1,280 9 People Count 4,651 6,034 4,583 TOTAL UBRARY Aug-11 Jui-12 Aug-12 10 Reference Questions 25,333 27,581 23,393 11 Circulation 116,554 131,101 111,825 12 People Count 74,404 87,277 72,268 Programs and Technology Library-Sponsored Programs Aug-11 Jul-12 Aug-12 13 Pre-School Programs 21 70 14 14 Pre-School Attendance 988 3,098 584 15 School Aged Children's Programs 11 26 10 16 School Aged Children's Attendance 955 2,400 1,294 17 Young Adult Programs 4 14 7 18 Young Adult Program Attendance 193 327 196 19 Adult Programs 30 30 30 20 Adult Program Attendance 972 572 676 Technology Usage Aug-11 Jui-12 Aug-12 21 Computer Use 13,586 11,986 12,447 22 Webpage Views 68,484 54,115 54,905 23 Database Usage 7,167 8,760 9,632 24 Audio Books Downloads 1,013 215 235 25 eBook Downloads 958 1,526 1,513 Facility Meeting Room Use Aug-11 Jul-12 Aug-12 26 # Events 71 68 59 27 Event Attendance 2,982 3,534 3,454 Volunteer Hours Aug-11 Jul-12 Aug-12 28 Total Volunteer Hours 2,202 5,319 1,720 CARLSBAD CITY LIBRARY Carlsbad City Library - Technology Report Apr - Jun 2012 PC Management Sessions Quarterly Comparison Year Comparison Location Total Computers Jan-Mar 2012 Apr-Jun 2012 Change Apr-Jun 2011 Apr-Jun 2012 Change Dove Adult Lab 20 8,419 7,116 -15% 9,030 7,116 -21% Dove Adult Lab 2 3 1,272 1,160 -9% 1,412 1,160 -18% *Dove Express 2 2,291 2,193 -4% 4,708 2,193 *n/a *Dove Walk-up 8 6,897 6,866 0% 3,432 6,866 *n/a Dove Children's 7 947 1,059 12% 1,152 1,059 -8% Cole Adult 12 9,138 9,398 3% 9,788 9,398 -4% Cole Express 1 1,066 1,268 19% 1,284 1,268 -1% Cole Children's 8 1,705 1,385 -19% 2,329 1,385 -41% Learning Center Children's Lab 7 1,233 1,111 -10% 1,124 1,111 -1% Learning Center Adult Lab 7 1,205 1,132 -6% 1,535 1,132 -26% "April through June 2011 % change is unavailable due to a configuration change for this location Wireless User Sessions Quartorly Comparison Year Comparison Location Jan-Mar 2012 Apr-Jun 2012 Change Apr-Jun 2011 Apr-Jun 2012 Change Dove 11,331 11,220 -1% 8,611 11,220 30% Cole 7,902 7,659 -3% 6,253 7,659 22% Library Learning Center 960 1082 13% 610 1082 77% Total 20,193 19,961 -1% 15,474 19,961 29% H w 2 CARLSBAD CITY LIBRARY Carlsbad City Library - Technology Report Apr - Jun 2012 Self-Check vs Staffed User Sessions Quarterly Comparison Year Comparison Jan-Mar 2012 Apr-Jun 2012 Apr-Jun 2011 Apr-Jun 2012 Self-Check Staffed Station Self-Check staffed Station Change Self-Check Staffed Station Self-Check Staffed Station Change 57% 43% 58% 42% 1% 56% 44% 58% 42% 2% Self-Check vs Staffed Item Transactions Quarterly Comparison Year Comparison Jan-Mar 2012 Apr-Jun 2012 Apr-Jun 2011 Apr-Jun 2012 Self-Check staffed Station Self-Check Staffed station Change Self-Check Staffed Station Self-Check Staffed Station Change 54% 46% 54% 46% 0% 53% 47% 54% 46% 1% Top Internet Categories Quarterly Comparison Jan-Mar 2012 Category Pet Apr-Jun 2012 Category Pet Audio/Video Clips 17% Audio/Video Clips 20% Search Engines/Portals 11% Search Engines/Portals 10% Social Networking 9% Social Networking 8% Reference 8% Content Servers 6% Computers/Internet 5% Computers/Internet 5% Content Servers 5% Reference 5% Email 4% Business/Economy 4% Business/Economy 4% Email 3% Shopping 3% Open/IVIixed Content 3% Open/IVIixed Content 3% Shopping 3% 8/3/2012 , ITEM #7 CARLSBAD """^ CITY LIBRARY 2012 Summer Reading Program Highlights Over 2.2 million pages read! Systemwide Program Participants Babies (under 3 years old) 438 (up 14% from 2011) Children's (ages 3 - 6^'' grade) 4,354 (up 2% from 2011) Teens 496 (up 15% from 2011) Adult (ages 18 and up) 219 (down 6% from 2011) Total 5,507 SRP Volunteer hours 6,618 (up 33% from 2011) (teens in grades 7-12 assisting with Children's program) Noteworthy items for 2012: • Nearly 4,000 donated books in pristine condition were given to babies, children, and teens who signed up during June by the Friends of the Carlsbad Library. • There were 81 programs of all varieties (storytimes, crafts, movies, late nights, etc.) offered over the seven weeks with almost 11,000 participants. • SRP teen volunteer hours increased by 74% at Cole with a related SRP teen participation increase of 46% at Cole. This unexpected increase in volunteers provided an opportunity to use the teen volunteers for tasks they had not previously done. • Total teen volunteer hours across all sites equate to approximately 1.25 hours of volunteer time for every youth participant. • Literacy Services made a special effort to encourage participation in the SRP by their learners and tutors. This effort translated into a 63% increase in participants and a 33% increase in the number of reports made in Literacy Services.