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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