HomeMy WebLinkAbout2013-04-17; Library Board of Trustees; MinutesApproved: ITEM #3
MINUTES
MEETING OF:
DATE OF MEETING:
PLACE OF MEETING:
LIBRARY BOARD OF TRUSTEES
Wednesday, April 17,2013
Georglna Cole Library Community Room
1250 Carlsbad Village Drive, Carlsbad CA
CALL TO ORDER:
Vice Chair Beth Hulsart called the meeting to order at 4:00 p.m.
ROLL CALL:
Present:
Absent:
Library Board Trustees Bradley, Hinman and Hulsart
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
Steve Didier, Library Management Analyst
APPROVAL OF MINUTES:
By proper motion (Bradley/Hulsart) the minutes of the regular meeting of the Library Board of
Trustees held March 20, 2013 were approved.
MONTHLY LIBRARY REPORTS:
The Board received the monthly reports commenting favorably on the huge success of the
Carlsbad Reads Together events, especially the author visit and gallery exhibition.
The Trustees expressed their appreciation for the literacy program learners' book of collected
writings and the obvious success and value of this program.
STRATEGIC INITIATIVES FOR 2013-14:
Library & Cultural Arts Director Pizzuto presented the final selection of Library & Cultural Arts
initiatives for next year and explained that some were a continuation of current initiatives and
others were new.
Library Board of Trustees Page 2
Minutes of April 17, 2013 Meeting
She offered further explanation of the Economic Gardening initiative which is a partnership
with the City's Community and Economic Development Department and the Chamber of
Commerce, focusing on growing and nurturing local businesses. This will include preparing
library staff for providing accurate, timely and relevant information to local entrepreneurs
about key areas such as their competitors, customers, markets, and industry trends.
Trustee Hulsart asked about the Fast Track Innovations Team initiative. Library & Cultural Arts
Director Pizzuto responded that there are always many smaller projects that do not rise to the
level of an initiative but are none the less important work and this team will focus on getting
that work completed.
FY2013-14 BUDGET:
Library & Cultural Arts Director Pizzuto provided the Board with a broad overview of the
submitted budget which will be presented to the City Manager Team tomorrow. Library
Management Analyst Steve Didier explained that the budget was streamlined last year which
made it much less challenging to prepare with few or significant changes.
Trustee Hulsart asked about the funds to replace or upgrade the Integrated Library System (ILS)
for FY2014-15. Library & Cultural Arts Director Pizzuto explained that funds are not part of the
operating budget but contingency funds instead. She further explained that the contingency
funds can only be used for one-time purchases and the maintenance for the new system will be
part of the operating budget.
By proper motion (Bradley/Hinman) the Board approved the Library & Cultural Arts budget
submittal for FY2013-14.
CIP PROJECTS UPDATE:
Management Analyst Didier reported that the projects for both the Cole and Dove Lane
facilities are moving forward and will be presented to City Council in early May, followed by
public workshops before the June 11 council meeting where the budget including the CIP
projects will be on the agenda for adoption.
DIRECTOR'S REPORT:
Library & Cultural Arts Director Pizzuto provided the Board with a list of upcoming major events
and reported to the Board on the following:
Citv Staff - Gary Barberio has been appointed as the Assistant City Manager and Kathy Dodson
has been appointed as the director of the Community & Economic Development Department.
Library Board of Trustees Page 3
Minutes of April 17, 2013 Meeting
Also at the March 26*^ City Council Meeting, Craig Lindholm was appointed as the City
Treasurer to serve out the remainder of the current term.
Integrated Librarv Svstem - Top executives from the top two vendors met with the Library &
Cultural Arts Director in separate meetings earlier this month while the procurement team is
checking references, but a final choice has not been made.
Citv's website - The RFP for website design was published and has a deadline of May 3. The
goal is to increase the functionality.
Librarv & Cultural Arts staffing- Interviews are scheduled for the three-quarter time
nH Circulation Supervisor at the Dove Lane location on May 2
Library Media and Graphics Supervisor Kelly Gilfillen is relocating to the East Coast before the
end of this month.
April events - The Library & Cultural Arts Citizen's Academy presentation is tomorrow night
and our Volunteer Recognition event is on Thursday, April 25*^.
Osher partnership - The City's draft agreement for a partnership with the CSUSM Osher
Institute was not acceptable to the purchasing officer and was therefore rejected. The Library
will look for alternate partners offering lifelong learning opportunities.
FOUNDATION REPORT:
Trustee Hulsart, on behalf of the Foundation, reported that the Board meeting frequency has
been changed to quarterly and the latest meeting was dedicated to an update on the
investments.
FRIENDS OF THE LIBRARY REPORT:
Trustee Hulsart also reporting for the Friends of the Library reminded everyone that the Better
Books Sale will take place on April 20 and 21 at the Cole Library.
NSDC GENEALOGICAL SOCIETY:
Board Liaison Marg Kealey reported on the highlights of their Spring Seminar and other April
events and provided information on upcoming events for May. Also included in her report was
the reminder that the Wednesday night beginner and refresher genealogy classes are free and
continue until May 30.
Library Board of Trustees Page 4
Minutes of April 17, 2013 Meeting
LIBRARY BOARD COMMENTS:
Trustee Hulsart announced that she will be out of town on the date of the May Library Board
meeting.
PUBUC COMMENT:
None present.
ADJOURNMENT:
By proper motion (Hinman/Bradley) and vote the meeting was adjourned at 4:49 p.m.
Cissie S^on
Administrative Secretary
ITEM #4
Monthly UBRARY Reports
for
MARCH 2013
Systemwide...
1. Staff from all divisions and all positions participated in on-site demonstrations and
conversations with the top three integrated library system (ILS) vendors on March 5, 6,
and 7.
2. Through a partnership with the Carlsbad Fire Department, worn flag drop boxes are now
located at both the Dove Lane and Georgina Cole libraries. In the first month, over 500
flags have been collected and delivered to the Fire Department for respectful destruction.
3. After several months of planning and preparatory work, EZProxy authentication launched
on March 4. This authentication service allows patrons to more easily access the library
databases from outside the library.
4. Reference Division staff hosted four eBook Workshops in March, two at the Dove Lane
Library and two at the Cole Library. A total of 28 patrons attended - 14 at Dove and 14 at
Cole - who brought a variety of devices, including laptop computers, eReaders, and
tablets. Patrons were assisted in downloading eBooks and eAudiobooks by librarians and
trained volunteers. Though the original plan was to run these workshops only through
March, demand has not waned so we will continue to offer them going forward. The
schedule will be reduced to one a month at each location.
5. The library's business workshop series continued March 26 with a session on starting a
business with James Hayes from MiraCosta's Business & Entrepreneurship Center.
Approximately 40 people attended and stressed their appreciation for the high-quality,
free advice. The library's business workshop series concludes on April 30 with a session
about doing business in Carlsbad which will be led by Kathy Dodson.
CCL, Dove Lane...
6. Childrens' most well-attended March programs certainly had a Spring feel to them: Plant
a Sunflower, a program put on by The Flower Fields, attracted 54 children and adults.
There was a return visit from the Butler Fearon O'Connor Irish dancers on March 14. They
did two back-to-back performances with a total attendance of 151.
7. Teen Services Librarian Darin Williamson provided:
• March 21: Pizza & a Movie: The Amazing Spiderman (PG). 18 teens came to the movie.
• March 4,11,18, & 25: Games & Refreshments with 28 teens attending.
Monthly Library Reports for March 2013
Georgina Cole...
8. March 5 celebrated the annual Dr. Seuss-themed "Read Across America" program. This
year's featured guest readers were newly appointed City Manager John Coates and
Library & Cultural Arts Director Heather Pizzuto. Children and their families enjoyed Dr.
Seuss stories, trivia and a craft. Fifty-four people attended this special event.
9. With some recent adjustments to the schedule of regular Cole Children's programs, it
seems as though the numbers are holding steady in their new times and days. Preschool
Storytimes had an average attendance of 61 per session and featured the annual Spring
Egg Hunt on March 27 and 28. Baby Rhyme Time had an average attendance of 56 in
March. Movers & Shakers in its new day and time is growing an audience as well with an
average attendance of 19 in March. Toddler Time continues to attract an average
audience of 46.
10. History Room librarian Amy Davis was the guest speaker at the 80th Anniversary
Luncheon of the Carlsbad Garden Club. She shared tidbits of Carlsbad history as recorded
in the early newspapers, The Plain Truth and Spirit of Love. Over 100 hundred people
attended the celebration, including Carlsbad Mayor Matt Hall.
11. The Carlsbad History collection received two donations. Elsie Gastelum Zaiinski donated
several items from her family collection. This donation is just the latest in a series of
donations from Ms. Zaiinski and represents librarian Amy Davis' success in strengthening
the collection with items from Carlsbad's early Hispanic families. Joyce West Smith
donated a small group of items, including a photograph of her with Anna Mull Ebersole,
who served as an unofficial midwife for many births in Carlsbad during the 1930s.
12. On March 5 and March 19, Library Technician Ann Montgomery presented the Focus on
fold3 classes. fold3 is one of the subscription databases for genealogy ; its strength is U. S.
military records, and city directories. 20 people attended the two classes.
Learning Center...
13. Literacy Services hosted the "Friends and Family" author signing event for the learner-
authored book "Sharing Our Stories in a Shared Space." 94 people attended the event on
the evening of March 27.
14. Three sessions of the Digital Storytelling Chapter 2 class, taught by Dove Children's Library
Assistant Fred Vrabel, were held at the Learning Center. This series covered more
advanced PowerPoint topics and was intended for children who had completed in basic
Digital Storytelling three-part class.
Monthly Library Reports for March 2013
15. A second "Paragraph Writing" workshop was conducted on March 4 at the Learning
Center in collaboration with MiraCosta College and the San Diego Department of
Education Migrant Services. This workshop, attended by 9 students, focused on writing
an essay for college applications.
16. Three Literacy staff members attended the Southern California Library Literacy Network
(SCLLN) Conference held in Buena Park on March 9. SCLLN's Writer-to-Writer Challenge
winners and runners-up were announced at the conference luncheon. Carlsbad learner
Carmen C. was the winner of the Emerging Writer category. Carlsbad City Library had the
highest number of participants from any library.
Reference, Circulation, Visitors
CCL Dove Une Mar42 Feb-13 Mar-13
1 Reference Questions 13,144 11,519 11,898
2 Circulation 81,687 67,231 73,998
3 People Count 39,130 32,365 35,191
Cole Library Feb-13 Mar-13
4 Reference Questions 12,844 10,786 11,140
5 Circulation 37,912 37,016 40,703
6 People Count 31,403 27,671 29,801
learning Center -^eb|13-JMar-13
7 Reference Questions 2,160 1,266 1,330
8 Circulation 2,183 1,400 1,890
9 People Count 6,698 4,817 5,750
TOTAL UBRARY Mar-12 Feb-13
10 Reference Questions 28,148 23,571 24,368
11 Circulation 121,782 105,647 116,591
12 People Count 77,231 64,853 70,742
Programs and Technology
Library-Sponsored Programs IVIar-12 Feb-13 Mar-13
13 *Pre-School Programs 97 66 75
14 *Pre-School Attendance 4,565 3,181 3,787
15 School Aged Children's Programs 35 36 40
16 School Aged Children's Attendance 1,001 869 808
17 Young Adult Programs 11 10 10
18 Young Adult Program Attendance 109 97 72
19 Adult Programs 53 52 56
20 Adult Program Attendance 1,604 1,339 1,737
Technology Usage IVIar-12 Feb-13 Mar-13
21 Computer Use 12,293 11,104 12,114
22 Webpage Views 58,359 49,733 55,823
23 Database Usage 10,123 9,343 10,170
24 Audio Books Downloads 113 241 345
25 eBook Downloads 1,261 1,602 2,112
Facility Meeting Room Use Mar-12 Feb-13 Mar-13
26 # Events 83 93 87
27 Event Attendance 5,284 4,747 5,272
Volunteer Hours Mar-12 Feb-13 Mar-13
28 1 Total Volunteer Hours 1,951 1,457 1,582
Cole Children's program count adjustment began January 2013.
ITEM # 5
CARLSBAD"^
CITY LIBRARY
Library & Cultural Arts Strategic Directions
2013-14
Position the organization as an active leader in the areas of learning, cultural
arts, and the value and enjoyment of reading.
• Implement outreach program to newborns and their families
Position the organization as an active partner with other agencies in the areas
of education, economic development, and public safety.
• Partner with Community & Economic Development Department to support
local businesses through an economic gardening program
Offer convenient, personalized and responsive service.
• Develop a fast-track innovations team to evaluate and pursue smaller
service-based initiatives
• Implement eLearning to support both the public and staff in their learning
and professional development
Ensure safe, comfortable and inviting facilities.
• Complete design and planning for re-carpet and redesign of library facilities
Ensure that information technology systems support community needs to
create an optimal customer experience.
• Implement upgrade of Integrated Library System
• Evaluate and update public computing environment (wired and wireless)
Update and improve staff tools, technology and internal processes to optimize
use of staff resources.
• Explore collection development tools and maintenance software to
improve collection management decisions
• Evaluate communication efforts and products to ensure the most
convenient and accessible communication to the public
• Pursue technology solution for staff scheduling to create greatest efficiency
• Review and consolidate electronic records to ensure accurate retention
• Investigate use of GIS data for planning service delivery and outreach
Diversify fiscal support sources.
• Implement a sponsorships and partnership program
K:\Strategic Planning\2013-14 PianningVDirections and initiatives 2013-14 for Library Board.docx
CITY OF CARLSBAD
FISCAL YEAR 2013-14
ITEM # 6
LIBRARY BUDGET SUMMARY
Llbraiy & Cultural Arts Block
FY 13-14
$ 8,422,694
FT Personnel
PT Personnel
Maintenance & Operations
L&CA Total Budget Request
$ 4,886,703
$ 1,924,327
$ 1,611,664
$ 8,422,694
(Under)/Over Block $
* Does not include ISF
charges $1.5 - $1.8M
for IT, vehicles, etc.
The Library & Cultural Arts Department (L&CA) is pleased to present a General Fund block
budget request that meets multiple goals for the department, and the City, heading into FY
2013-14. The accomplishments include the following:
• Made further enhancements to the consolidation of Library and Cultural Arts org keys into one
department operationally to create organizational and budgetary efficiencies.
• Utilized 2% M&O increase to begin "right-sizing" various costs that have increased in the past
three years.
• Consolidated all graphics and printing services for the library and cultural arts programs under
the Community Relations division.
We are able to present this budget proposal without any changes to the Library's operating
hours or public services. However, it should be noted that we have gone to great lengths
each of the past four years to trim, adjust and speculate savings within our budget in order
to do so. This was also reflected in FY 11-12 when the Library further reduced
maintenance and operations (M&O) expenditures by 5% and part-time personnel
expenditures by 1% in order to meet the block budget requirement.
We have experienced substantial upward pressure from vendors to increase maintenance
and service agreements the past few years. While we successfully negotiated zero
increases in prior years, most of these contract costs have now gone up. Fortunately, we
were able to use the 2% M&O block increase and savings from other minor budget
adjustments to help cover those increases in FY 13-14. We still note that any significant
increase to outside services or decreases to the L&CA block in the future will likely result in
a direct loss of programs and services to the public.
In FY 11-12, the Library anticipated losing at least a portion of State Library funding toward
literacy services. As the State's budget woes worsened mid-way through that year, we
learned that we would lose not just a portion, but ail State funding for literacy programs.
Two years later, we still are not projecting any supporting revenue for literacy from the
State.
In FY 12-13 we will complete the procurement process to replace the integrated library
system or upgrade it with our current vendor. This core system maintains records for over
100,000 patrons and 365,000 print and electronic media. Implementation of the chosen
solution will take place in FY 13-14. We will also begin replacement of RFID systems and
services next year. The current RFID systems have been in use for about seven years.
PROPOSED STAFFING (LIBRARY ONLY)
Full-Time Equivalents (FTE) 2010-11 2011-12 2012-13 2013-14
Full Time Positions 47.25 47.25 47.25 47.25
Part-Time/Hourly Positions 59.25 59.25 58.25 58.25
PROPOSED FEE ADJUSTMENTS/NEW FEES
None
LIBRARY BUDGET PRIORITIES AND OBJECTIVES
Summary of the main priorities, objectives, goals and/or initiatives the Department's budget will be funded in
the coming year All of the initiatives listed below will be supported with existing funding in the FY 13-14.
1. Future Librarv Automation Systems: This is a multi-year project to evaluate and
ultimately select the next generation library automation systems for managing the
Library's collection/materials information, patron records, search tools and reporting.
2. Dove/Cole Interior Redesign Services: Finalize designs to change layout and use of
various areas of the Dove and Cole facilities in advance of major recarpeting projects.
We are already beyond the carpet replacement cycle and wear indicates the need for
replacement in the near future. Approved concept changes may involve moving stacks,
changing display areas, opening up new space for public use, etc. These projects will
need to be completed prior to the recarpeting projects for both facilities.
3. Electronic Materials and Mobile Devices: Continue expanding the Library's
downloadable e-book and audiobook services and supporting patrons' use of mobile
technology to access resources, which is rapidly changing the delivery of Library
content.
4. Programming that Responds to Community Demographics: Utilize Library survey
results completed in FY 11-12 to continue incorporating recommendations into
community programming, staff training, service delivery, and promotional/marketing
plans consistent with the needs and interests of the community.
5. Schulman Auditorium Programs: Implement use of Gartner Funds to support
ongoing programs at the Schulman Auditorium. Programs include lecture series,
musical acts, poetry readings, film series, and more.
6. Art Education Programs:
Pelican program.
Continue Three-Part-Art program and summer Camp