HomeMy WebLinkAbout2013-11-20; Library Board of Trustees; MinutesApproved:
ITEM #3
MEETING OF:
DATE OF MEETING:
PLACE OF MEETING:
MINUTES
LIBRARY BOARD OF TRUSTEES
Wednesday, November 20, 2013
Carlsbad City Library Board Room
1775 Dove Lane, Carlsbad CA
CALL TO ORDER:
Chair Hulsart called the meeting to order at 3:59 p.m.
ROLL CALL:
Present: Library Board Trustees Benson, Bradley, Hinman, and Hulsart
Absent: Trustee Parsons
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 & Cultural Arts Management Analyst
Devin Castel, Senior Business Systems Specialist
Amy Jordan, Library & Cultural Arts Training Coordinator
APPROVAL OF MINUTES:
By proper motion (Bradley/Hinman) and vote the minutes of the October 16, 2013 regular
meeting of the Library Board of Trustees were approved as submitted.
Prior to the review of the monthly reports, Library & Cultural Arts Director Pizzuto introduced
the new Reference Lead Librarians Erin Zocco from the Cole Library and Darin Williamson from
the Dove Lane location.
MONTHLY LIBRARY REPORTS:
The Board has several questions about the City's Business Academy and topics covered in the
Library presentation and both Library & Cultural Arts Director Pizzuto and Lead Librarian Zocco
provided some information about the academy presentation as well as information on classes
provided at the Learning Center.
Library Board of Trustees Page 2
Minutes of November 20, 2013 Meeting
Trustee Bradley asked about photography documenting events mentioned in the reports, like
the Star Wars Reads Day. Community Relations Manager Padilla Bowen explained that photo
release forms need to be signed by parents of minors before any publicity photos can be taken
which requires considerably more staff time and planning and most teens are not accompanied
by their parents when they come to the library. The Library does target programs that will
provide photo opportunities to feature on the website and inmarketing materials.
QUARTERLY TECHNOLOGY REPORT:
Senior Business Systems Specialist Castel reviewed the quarterly report with the Board pointing
out some of the highlights: an overall increase in Internet use when combining PC and wireless
users and an increase in use of self -check services.
Trustee Benson asked about the decrease in the use of the Children's lab computers and
Deputy Library Director Curtis responded that there has been a steady decline in the past few
years and as part of the remodel the space may be repurposed and the computers moved out
onto the floor for easier access and usage.
Mr. Castel also brought the Board up to date on the status of the Integrated Library System (ILS)
project, the staff training currently underway, and the work on the new catalog. The project is
on schedule with a final go -live date by the end of spring.
STAFF TRAINING:
Library & Cultural Arts Director Pizzuto reminded the Board that through the restructure of the
department and the repurposing of FTE we were able to create a much needed systemwide
position. She introduced Library & Cultural Arts Training Coordinator Amy Jordan who provided
the Board with an overview of the job responsibilities which included assisting with the
recruitment and hiring of part time employees, new employee orientation, the annual half -day
staff training event, and on -going training. She also provided information on current projects
and plans for future training including taking advantage of the closure for remodel to offer
training and development opportunities related to new service delivery approaches.
STATE LIBRARY REPORT:
Library & Cultural Arts Director Pizzuto explained that the report was submitted to the State
Library on Friday but needs Board approval. Management Analyst Didier reviewed the
highlights of the report and responded to questions from the Board and by proper motion and
vote (Benson/Hinman) the Board approved the report as submitted.
Library Board of Trustees Page 3
Minutes of November 20, 2013 Meeting
CAPITAL IMPROVEMENT PROGRAM PROJECTS:
Management Analyst Didier advised the Board that the projects are on track for now. The
Requests for Qualifications for a bridging consultant closed on November 7 and the submittals
were being reviewed at this time. The work with Carrier, Johnson + Culture on possible
additional work should be concluded soon, producing cost estimates and a feasibility study on
their proposals.
COMMUNITY ACTIVITY GRANTS:
Trustee Hinman who represented the Board on the Community Activity Grants Committee last
year volunteered to serve in that capacity again this year and the Board accepted her offer with
thanks.
DIRECTOR'S REPORT:
Library & Cultural Arts Director Pizzuto reported on the following:
Training: —
All Staff - The morning of October 24 the all Library & Cultural Arts facilities were closed for the
annual half -day training which was attended by 180 staff members. The focus of the training
was on communication with a presentation by Dr. Trudy Sopp of the Center for Organizational
Effectiveness. Volunteers were on hand at the front curb to collect materials being returned
and remind patrons that the library would open at 2:00 p.m.
Conferences - Many staff members attended portions of the California Library Association
conference held in Long Beach the first week of November and Technology Librarian Andrea
Hilliard attended the Internet Librarian Conference in Monterey. Brown Bag sessions are being
planned for staff to share information on those sessions they attended.
City Supervisors - Sixteen hours of coaching training for all supervisors has been underway in
preparation for the Pay for Performance program being implemented by the City in January.
Recruitments — Due to recent vacancies, two new Library Technicians have been hired by the
Learning Center.
Hourly staff wages — Library & Cultural Arts hourly staff will be receiving a 3% raise in January
and Human Resources has agreed to conduct a salary survey for hourly positions sometime
within the next few months.
Survey — The intercept surveys were completed on Monday following the telephone survey of
residents. BW Research was using the Library tablets for the intercept but discovered it was
not the most efficient method for collecting the data and quickly provided a paper option.
Library Board of Trustees Page 4
Minutes of November 20, 2013 Meeting
Facilities — Lights in the large print section of the Dove Lane facility and also at the Learning
Center have been replaced with LED lighting, and materials in the Local History Room that
were in danger from the small leak have been moved to a safer location until the remodel and
their relocation can be completed.
Extended hours for Learning Center — A request to extend the open hours at the Library
Learning Center has been sent to the City Manager's office along with information on the
redeployment of current FTE that would provide adequate staffing for the proposed additional
hours.
FOUNDATION REPORT:
The Foundation has not met since this Board last met.
FRIENDS OF THE LIBRARY REPORT:
Trustee and Chair Hulsart reminded the Board of the Holiday Book Bazaar, December 9th — 11th
NSDC GENEALOGICAL SOCIETY:
Liaison Marge Kealey provided highlights from the November programs and information on
those scheduled for December including the open invitation to the Board to attend the annual
holiday luncheon at the El Camino Country Club on December 3rd. She also announced that the
beginning and refresher genealogy classes have been suspended until after the first of the year.
LIBRARY BOARD COMMENTS:
Trustee Bradley reported that she had attended her first Gallery Committee meeting and
distributed information about the current exhibition.
PUBLIC COMMENT:
None.
ADJOURNMENT:
By proper motion (Benson/Hinman) and vote the meeting was adjourned at 5:14 p.m.
Cissie Se on
Administrative Secretary
ITEM #4
Monthly LIBRARY Reports
for
October 2013
Systemwide ...
1. The library partnered with 2-1-1 San Diego on Tuesday, October 22, to provide two
workshops about Covered California, the state exchange for the Affordable Care Act. One
was presented in Spanish at the Library Learning Center and the second in English at the
Cole Library; both were well -attended and received rave reviews from attendees.
2. Coinciding with the Great California Shakeout on October 17, all three library locations
held drills on Thursday morning, prior to opening to the public. Emergency Preparedness
Coordinator David Harrison arranged for Fire Department officials to be at each site to
observe and CERT members played the role of community members, to allow staff to
practice evacuating the buildings. The drills reinforced staff preparedness by exercising
the disaster plan and practicing their role in an emergency.
3. On October 24, the Library & Cultural Arts Department closed to the public for a half day
to provide its annual Staff Development Day. Dr. Trudy Sopp from the Centre for
Organization Effectiveness presented an engaging and well -received session, "Straight
Talk about Effective Communication." Divisions and workgroups were provided the
opportunity to meet as a group with a breakout session to get some of their section
communications done. Staff also heard from library and city administration about current
and future projects.
4. Cover to Cover Club, a reading incentive program for children between the ages of 4 and
12 sponsored by ln-N-Out, began at all three libraries on October 5. Through November
16, children can participate by reading five books to earn a certificate for a free
cheeseburger.
5. Firefighters from the Carlsbad Fire Department visited with over 150 community
members at the Cole Library and the Library Learning Center during Fire Prevention
Week. They shared fire safety tips and what their gear looked like to avoid kids being
scared if they are ever assisted by a firefighter. Participants were also able to explore fire
trucks parked outside of the libraries after the programs.
6. Book clubs in October read and discussed Jan -Philipp Sendker's novel, The Art of Hearing
Heartbeats; Mudwoman by Joyce Carol Oates; The Princess Bride by"William Goldman;
and The Mystery of Edwin Drood, Charles Dickens' last, unfinished novel.
7. Reference staff taught several classes at the Library on Dove Lane and the Library Learning
Center; a total of 21 students attended classes on improving internet skills, downloading
ebooks, using email, and social networking. There were also two e-book classes.
Monthly Library Reports for October 2013
CCL, Dove Lane ...
8. One hundred and fifteen music lovers escaped the heat Sunday, October 6 at the library's
Schulman Auditorium for a concert featuring folk/country rock band The Scarlet Furies.
The band performed a mix of original music as well as standards to an enthusiastic crowd
who also enjoyed meeting the musicians after the performance.
9. Lead Librarian Darin Williamson provided teen programming that included:
• Teen Read Week (14th-20th) program Read for Chocolate. The week long program
had 20 participants write book reviews.
• Pizza & a Movie on the 17th. 26 teens attended and enjoyed the popular zombie
movie Warm Bodies based on Romeo and Juliet.
• Pumpkin Carving on the 28th. 15 teens came and carved huge pumpkins and took
them home for Halloween.
10. Award -winning local author Zoe Ghahremani discussed and signed her books for a crowd
of 30 at the Dove Library on Saturday, Oct. 19. She shared about her writing process and
inspired the aspiring writers in the room.
11. October included a very popular Star Wars Reads Day celebration on October 1. Eighty-
seven adults and children watched a special Star Wars puppet show in the Gowland
Meeting Room, played "Feed Jabba the Hutt" and enjoyed Yoda Sodas in the Children's
Garden. An evening of "Slightly Spooky Stories" was presented on October 29 which
attracted 41 adults and children. Charles Johnson, the "Paperbag Cowboy," had audience
members on the edge of their seats with his songs and stories.
Georgina Cole ...
12. The library partnered with James Hayes, business consultant from the Business &
Entrepreneurship Center at MiraCosta College, to offer two business workshops at Cole
Library. The first workshop on how to start your own business was held on October 15
and the second, focusing on writing a successful business plan, was held on Tuesday,
October 29. Participants were highly appreciative and left excited to take the next step in
their new business endeavors.
13. The Magee Park Poets poetry writing workshop was held on Sunday, October 27 at Cole
Library and was attended by 23 writers.
14. On October 8, Lead Librarian Erin Zocco, along with Library & Cultural Arts Director
Pizzuto, presented information on library resources for businesses to 40 citizens attending
the City's Business Academy.
15. A group of more than 60 children enjoyed a presentation from Project Wildlife on October
15 which educated kids about local wildlife as well as what to do to rescue an animal that
has been injured or lost.
Monthly Library Reports for October 2013
16. The teen Halloween Bash, held on Wednesday, October 30, had an attendance of 24
teens. After some exploration and discussion with our teen participants, Wednesday
afternoons is proving to be the best day for teens to attend library programs.
17. The Genealogy Division, together with the North San Diego County Genealogical Society,
presented their annual Fall Seminar on October 5. Four presenters, including Senior
Librarian Mary Van Orsdol, shared case studies about self -publishing genealogy books to
74 attendees.
18. The new NSDCGS-sponsored Legacy Family Tree Users Group met for the first time on
October 11 with 17 participants. Legacy Family Tree is a genealogy database.
19. On October 15 and 29, Genealogy staff taught the Focus on Google Books/Internet
Archive/Family Search Books; all of these free websites have digitized books of interest to
genealogists.
Learning Center ...
20. The San Diego County Office of Education -Migrant Program mobile unit returned to the
Learning Center Monday, October 7. The mobile technology unit will be at the Learning
Center on Mondays from 3:00 to 5:00. The unit will provide supplemental academic
services to families with school age children.
21. The Learning Center celebrated "Dia de los Muertos" on October 24. Children of all ages
and their family members learned about this traditional Hispanic holiday while making
their own sugar skulls.
22. On October 25, nine teens gathered at the Learning Center for a Zombie makeup tutorial
and feasted on Gross Food Banquet delicacies. In addition to this event, we celebrated
Teen Read week with giveaways and book recommendations
OCTOBER 2013
Reference, Circulation, Visitors
Reference Questions
Oct-12
Sep-13
Oct-13
1
Dove Library
12,701
11,924
11,973
2
Cole Library
10,434
10,978
11,563
3
Library Learning Center
1,952
1,286
1,693
41
Total
25,087
24,188
25,229
Circulation 1
Oct-12
Sep-13
Oct-13
5
Dove Library
73,018
69,688
74,743
6
Cole Library
38,635
38,182
38,163
7
Library Learning Center
1,779
1,255
1,272
8
Audio Book Downloads
238
612
567
9
eBooks Downloads
1,457
2,503
2,271
101
Total
115,127
112,240
117,016
People Count
Oct-12
Sep-13
Oct-13
11
Dove Library
36,681
33,553
34,011
12
Cole Library
28,614
26,708
27,398
13
Library Learning Center
6,718
4,906
5,668
141 Total' 72,0131 65,1671 67,077
Programs and Technology
Library -Sponsored Programs
Oct-12
Sep-13
Oct-13
15
*Pre -School Programs
105
61
75
16
*Attendance
4,349
2,935
3,493
17
School Aged Children's Programs
50
22
34
18
Attendance
1,149
617
999
19
Young Adult Programs
14
4
8
20
Attendance
138
22
108
21
Adult Programs
45
37
40
22
Attendance
1,455
975
953
Technology Usage
Oct-12
Sep-13
Oct-13
23
Computer Use
11,660
10,805
11,677
24
Webpage Views
52,090
42,592
41,547
25
Database Usage
8,867
8,974
8,843
Facility Meeting Room Use
Oct-12 ';
Sep-13
Oct-13
26
Events
82
71
96
27
Attendance
4,356
3,435
4,523
Volunteer Hours
Oct-12
Sep-13
Oct-13
28ITotal
Hours
1,761
1,535
1,806
* Cole Children's program count adjustment began January 2013.
1. Audio Books and eBooks added to Circulation July 2013
CARLSBAD
CITY LIBRARY
Carlsbad City Library - Technology Report
Jul -Sep 2013
PC Management Sessions
Quarterly Comparison '
Year Comparison
Location
Total
Computers
Apr -Jun 2013
Jul -Sep 2013
Change
Jul -Sep 2012
Jul -Sep 2013
Change
Dove Adult Lab
20
6,685
7,054
6%
7,852
7,054
-10%
Dove Express
2
1,504
1,582
5%
2,112
1,582
-25%
Dove Walk-up
11
8,880
8,936
1%
8,405
8,936
6%
Dove Children's
7
759
667
-12%
889
667
-25%
Cole Adult
12
9,440
9,530
1%
9,887
9,530
-4%
Cole Express
1
1,265
1,282
1%
1,427
1,282
-10%
Cole Children's
8
1,716
1,600
-7%
1,543
1,600
4%
Learning Center Children's Lab
7
913
1,022
12%
1,331
1,022
-23%
Learning Center Adult Lab
7
1,300
1,182
-9%
1,291
1,182
-8%
Total
75
32,462
32,855
1%
34,737
32,855
-5%
Early Literacy Stations - User Sessions
Quarterly Comparison
Year Comparison
Location
Total
Computers
Apr -Jun 2013
Jul -Sep 2013
Change
Jul -Sep 2012
Jul -Sep 2013
Change
Dove
4
1,280
1,376
8%
1291
1,376
7%
Cole
1
499
439
-12%
466
439
-6%
Library Learning Center
2
215
243
13%
283
243
-14%
Total
7
1994
2058
3%
2040
2058
1%
CARLSBAD Ana
CITY LIBRARY
Carlsbad City Library - Technology Report
Jul -Sep 2013
Location
Apr -Jun
2013
Jul -Sep
2013
Change
Jul -Sep
2012
Jul -Sep
2013
Change
Dove
13,099
13,279
1%
12,011
13,279
11%
Cole
8,414
8,349
-1%
8,449
8,349
-1%
Library Learning Center
1,436
1,178
-18%
1061
1,178
11%
Total
22,949
22,806
-1%
21,521
22,806
6%
* Wireless user session data was unavailable for 4 days of Q2 2013 and 10 days of Q3 2013 due to wireless controller failures.
Self -Check vs Staffed User Sessions
Quarterly Comparison
Year Comparison
Apr -Jun 2013
Jul -Sep 2013
Self -Check
Staffed
Station
Self -Check
Staffed
Station
Change
Jul -Sep 2012
Jul -Sep 2013
Self -Check
Staffed
Station
Self -Check
Staffed
Station
Change
60%
40%
61%
39%
1%
59%
41%
61%
39%
2%
Self -Check vs Staffed Item Transactions
Quarterly Comparison
Year Comparison
Apr -Jun 2013
Jul -Sep 2013
Change
Jul -Sep 2012
Jul -Sep 2013
Change
Self -Check
Staffed
Station
Self -Check
Staffed
Station
Self -Check
Staffed
Station
Self -Check
Staffed
Station
58%
42%
57%
43%
-1%
55%
45%
57%
43%
2%
CARLSBAD
CITY LIBRARY
Carlsbad City Library - Technology Report
Jul -Sep 2013
Apr -Jun 2013 Category
Jul -Sep 2013
Pct
Jul -Sep 2012
Pct
Jul -Sep 2013
Pct
Search Engines/Portals
6%
Search Engines/Portal!
5%
Audio/Video Clips
19%
Search Engines/Portal!
5%
Social Networking
4%
Computers/Internet
4%
Search Engines/Portal!
10%
Computers/Internet
4%
Computers/Internet
4%
Audio/Video Clips
4%
Social Networking
8%
Audio/Video Clips
4%
Audio/Video Clips
4%
Reference
4%
Computers/Internet
7%
Reference
4%
Content Servers
3%
Social Networking
4%
Content Servers
5%
Social Networking
4%
Business/Economy
3%
Business/Economy
3%
Reference
4%
Business/Economy
3%
Reference
2%
Open/Mixed Content
2%
Business/Economy
4%
Open/Mixed Content
2%
Shopping
2%
Content Servers
2%
Open/Mixed Content
4%
Content Servers
2%
Open/Mixed Content
2%
Shopping
2%
Email
3%
Shopping
2%
Email
1%
Email
2%
Shopping
2%
Email
2%
ITEM # 7
CARLSBAD
CITY LIBRARY
State Library Survey
Fiscal Year 2012-2013
FAST FACTS
1. Population: The population number calculated by the State for the City's service
area increased by 572 from 107,674 to 108,246.
2. Library Visits: FY 12-13 is the third full year after installing the new door counters
at Library facilities in April 2010. Reported visits dropped by 4% from 858,422 in
FY11-12 to 821,045 in FY12-13.
3. Operating Expenditures: Decreased 1.8%, or roughly $171,000 from $9.57M to
$9.41M. Reduction primarily due to decrease of one full-time FTE and a number
of vacancies during the year. Two year decrease is approximately 2.8% ($300,000)
4. Per Capita Spending: Decreased from $89 to $87 due to the decrease in personnel
expenditures and increase in population as described above. .
5. Program Activity: A change in the way we count children's programs resulted in a
decrease in program and attendance numbers for pre-school aged children.
However, there was no actual change in the programming, so actual results are
consistent with prior years. Adult program attendance remained steady despite an
increase of 5% in the number of programs offered.
FY10 FY11 FY12 FY13
SEE ADDITIONAL CHARTS ON NEXT PAGE
Expenditures Print Materials
227
$139
FYD9
Electronic Materials