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HomeMy WebLinkAbout2014-06-18; Library Board of Trustees; Minutes4pproved: 7 ma m tLt ITEM #3 MEETING OF: DATE OF MEETING: PLACE OF MEETING: MINUTES LIBRARY BOARD OF TRUSTEES Wednesday, June 18, 2014 Georgina Cole Library Community Room 1250 Carlsbad Village Drive, Carlsbad CA CALL TO ORDER: Chair Hulsart called the meeting to order at 4:00 p.m. ROLL CALL: Present: Library Board Trustees Benson, Bradley, Hinman, and Hulsart Absent: Trustee Parsons Staff Present: Heather Pizzuto, Library & Cultural Arts Director Suzanne Smithson, Deputy Library Director Keith Gemmell, Library Venues & Programs Coordinator Steve Didier, Library & Cultural Arts Management Analyst APPROVAL OF MINUTES: By proper motion (Bradley/Hinman) and vote the minutes of the May 21, 2014 regular meeting of the Library Board of Trustees were approved as corrected. MONTHLY LIBRARY REPORTS: The Board shared some positive input they had received from members of the community on the assistance provided by the Library and City for fire victims and commented on the recent PERT training for staff, and adult learner Leadership Institute graduates and instructors. SUMMER READING PROGRAM: Library & Cultural Arts Director Pizzuto introduced Senior Children's Librarian Marsha Weeks who provided to the board an overview of each level of the program from adult to infant, including statistics on participation in previous years. She also explained that the Friends of the Carlsbad Library provide a free book for every child who signs -up for the program as well as providing $39,000 in financial support this year. Library Board of Trustees Page 2 Minutes of June 18, 2014 Meeting CULTURAL ARTS PROGRAM OVERVIEW: Vincent Kitch, Cultural Art Manager, provided an informative presentation highlighting cultural arts programs and services of the City, including a variety of events, art exhibitions, public art installations, and planning efforts. He announced that a number of food vendors would be available this year at TGIF Concerts in the Park and also brought the board up to date on the status of the roundabout art installation. GENEALOGY & LOCAL HISTORY DIVISION: Library & Cultural Arts Director Pizzuto introduced Senior Librarian Mary Van Orsdol who oversees the genealogy and local history division of the library. Ms. Van Orsdol provided the board with information on the genealogy holdings in the collection and on the support the library receives from the North San Diego County Genealogy Society (NSDCGS). She also briefed the board on recent upgrades to the library catalog which will allow access to select digitized assets in the local history collection. Trustee Hinman added that the staff is very knowledgeable and in her work as a reporter the local history room has provided invaluable research and assistance to her. CAPITAL IMPROVEMENT PROGRAM PROJECTS: Library Management Analyst Steve Didier informed the board that the Request for Qualifications (RFQ) for the design firm closed at the end of May and interviews with the top four companies were scheduled for tomorrow. He added that the tentative date to take the contract to Council for approval is July 8th but that is a very aggressive timeline and may be moved to later in the month depending on contract negotiations. He added that the Library intends to return to Council sometime after their summer recess to provide the information they previously requested on the Dove Lane facility project and obtain the Council's direction on possible added scope. Library & Cultural Arts Director Pizzuto added that routinely the Board does not have a heavy agenda during the summer months but she does not believe that will be the case this year as we get further into the projects. ELECTION OF CHAIR & VICE -CHAIR: This item was postponed by unanimous decision of those present until the next regular meeting of the board in hopes that all Trustees will be attending. Library Board of Trustees Page 3 Minutes of June 18, 2014 Meeting SELECTION OF REPRESENTATIVES: The same action was taken as above to postpone the appointments to the Gallery Committee and the Carlsbad Library & Arts Foundation board. DIRECTOR'S REPORT: Library & Cultural Arts Director Pizzuto provided the board with copies of the Library's Unattended Children policy which was requested at their last meeting. Also, in response to a question last month about wait times for eBooks, she advised that Collection Development Librarian Jacqui Petri will attend the July meeting to provide more in-depth information on eBook collection management. Library & Cultural Arts Director Pizzuto also brought the board up to date on the following: Library & Cultural Arts 2014-15 Budget — The budget was passed last night at the council meeting and a link to the entire budget is available on the website and a summary of the library & cultural arts budget will be included in their packet next month. American Library Association (ALA) Annual Conference — The director and two other staff members will be attending this conference in Las Vegas the last weekend in June and take advantage of a bus tour of several newly constructed and remodeled libraries in the area. Deputy Library Director Recruitment — The recruitment closes on Friday and a manager from our Human Resources Department may attend the ALA conference for some initial screening of out of area applicants. Tentative schedule for the oral board and departmental interviews is mid -July in hopes of having the position filled in August. Telephone notification option - Over the next three months, the library will be phasing out telephone notices and the automated telephone renewal line. Patrons will received a number of notices and opportunities to change their preference before the October 1 target date. The decision to eliminate the automated telephone system was necessary as the technology is no longer supported by the vendor and patrons have several other options, including text messaging, email, and mail. Edge Initiative - Data relating to public access computer technology provided by the library is being collected and will be reported through this national initiative. The California State Library will also be using assessment results to pursue broadband improvements for all public libraries. Library Board of Trustees Page 4 Minutes of June 18, 2014 Meeting RFID — The Request for Qualifications (RFQ) for a consultant to assist with the analysis of RFID technology for the future was released in June and responses are expected within the next few weeks. FOUNDATION REPORT: No report. The Foundation Board has not met since the last Library Board meeting. FRIENDS OF THE LIBRARY REPORT: Trustee Hulsart reporting for the Friends announced the annual meeting will take place on June 29, 2014 at 7:00 p.m. and their "old and interesting" book sale will take place the week of June 14-19 at the book store at the Dove Lane facility. NSDC GENEALOGICAL SOCIETY: Notes from board liaison Kealey were read into the meeting and included highlights of upcoming meetings and programs and the announcement of the next session of the Saturday beginning and refresher classes: June 28 from 9:30 to 3:30 at the Cole Library. LIBRARY BOARD COMMENTS: Trustees Benson reported that he will be unavailable for the August 20, 2014 meeting and Trustee Hinman announced that she will be unavailable from August 12th through August 25tn Library staff will look for an alternative date for the August meeting to accommodate the Trustees' schedules. Trustee Bradley distributed information about the current exhibition in the gallery. PUBLIC COMMENT: None. ADJOURNMENT: By proper motion (Benson/Hinman) and vote the meeting was adjourned at 5:05 p.m. Cissie Sexton Recording Secretary ITEM #4 Monthly LIBRARY Reports for May 2014 Systemwide ... 1. Services at all Carlsbad Libraries were impacted by the Poinsettia Fire on May 14-16. The Library on Dove Lane was evacuated and repurposed as the Incident Command Post for first responders. Staff based as Dove were released or sent to support the still -open Cole and Learning Center Libraries, sent to assist at the Calavera Shelter, sent to assist at Emergency Operations Center (EOC), or remained at Dove to support the emergency personnel based there. A few events needed to be canceled or rescheduled but overall, patrons were very appreciative of the services they were able to receive and staff went above and beyond their regular activities to support the community. 2. Follow-up work included compiling expenses incurred and preparing internal reports of successes and improvements as well as planning and participating in the City -sponsored Community Appreciation Day on May 31 at the Safety Training Center. 3. Library & Cultural Arts staff members participated in training presented by Carlsbad Police Sgt. Darbie Ernst and Marla Kingkade, a representative from the County's Psychiatric Emergency Response Team (PERT). Key staff received information on identifying and managing situations with those who may be suffering from mental illness. Two sessions were offered to staff on May 29, one at Dove and one at Cole with 44 total attendees. Evaluations show that both were very well received, with 78% reporting that they improved their comfort level with the topic. 4. Many outreach and partnership efforts took place in May: • Summer Reading Program promotional work via staff participation at open houses, assemblies, events, and class visits, as well as sending bookmarks to Carlsbad schools. • Children's Library representatives participated the spring Carlsbad Unified School District library staff meeting. • Reference staff attended programs and set up tables at the MiraCosta College Community Learning Center to promote the adult Summer Reading Program and other library services. Reference staff continued their once per month booths at the Farmer's Market. Staff answered questions and issued library cards at all events. • The Volunteer Coordinator set up a booth at Sage Creek High School's volunteer and job fair. 5. Summer Reading Program teen volunteer applications were accepted during May; over 450 applications were received systemwide. Training and interviews will be held in early June to prepare the volunteers for the June 23 launch of the Summer Reading Program. Monthly Library Reports for May 2014 6. The annual appreciation celebration in honor of Library & Cultural Arts part-time employees took place the evening of Friday, May 9 at the Senior Center. Forty-one employees were honored for their total of more than 300 years of service with one employee celebrating 20 years with the Library. CCL, Dove Lane ... 7. On May 12, the Carlsbad Playreaders' season continued with a reading of the musical "Spitfire Grill" in the library's Schulman Auditorium. A dozen actors, two musicians, along with director Kathy Brombacher brought the play to life for an audience of 232. The play was also broadcasted to the Gowland Meeting Room to offer this musical experience to more patrons than ever before in library facilities. 8. The library's film series highlighted Academy Award nominated movies in May with the first movie, "Gravity" being cancelled due to the Poinsettia fires. However, the remainder of the series went off without a hitch featuring "American Hustle" on May 21 and "12 years a Slave" on May 28 which played to a nearly full house. 9. Dove Children's hosted DK author Jason Fry and a host of Star Wars costumed characters on Friday, May 9. Approximately 224 adults and children attended Jason's author talk, watched Star Wars animated movies, fed Jabba the Hutt and drank Yoda sodas as part of the festivities celebrating the publication of DK's updated and expanded LEGO Star Wars: The Visual Dictionary. 10. The Children's Division rescheduled local author Salina Yoon's Found program from Saturday, May 17 to Saturday, May 31 due to the fires. Children and adults met with the author, did a scavenger hunt, and had portraits drawn by Ms. Yoon of their favorite stuffed animals. 11. The Schulman Auditorium hosted two Rock the Library concerts in May: On May 8, Ladies Love Outlaws performed to an audience of 30 teens and on May 22, 25 teens attended a concert given by Occupancy 64. Both bands had been winners at the City's "Battle of the Bands" teen band competition earlier this year. Georgina Cole ... 12. The Magee Park Poets held their spring reading on May 4 at the Georgina Cole Library. Award -winning poet Shadab Zeest Hashmi led a pan& of six readers featuring poems, songs, and other literary pieces about weather. 13. Library & Arts staff jointly presented Teen Open Studios: Illusions in Wood on May 28. This event was rescheduled from May 14 due to the local fires. Even though the date had changed, it drew 12 teens. The teens made 3-D art on wood in the style of John Cederquist, whose work was on display at the Cannon Art Gallery. Monthly Library Reports for May 2014 14. Children's staff led three themed story craft programs during May with 50-70 participants at each creative program: Percy Jackson (and Greek gods), Hawaii (and the hula), and Superheroes (with masks and skyscraper photos). 15. Carlsbad Police Department presented a Child Safety program on May 13. Community Relations Manager Jodee Sasway presented basic safety information to the children emphasizing planning with parents and using the buddy system. Supporting the information, was Corporal Develasco and K9 Tyson. Tyson greeting each of the 70 children in attendance who were also able to explore the back seat of the K9 unit patrol car. 16. Genealogy programs included two sessions of the small group class, Focus on Church Records, which was taught on both May 6 and May 20 with a total of 28 genealogists. The guest speaker on May 27 was Gena Philibert Ortega discussing "Cemetery Research" to an audience of 87. May 21 marked the beginning of another series of Beginning & Refresher Genealogy classes. Learning Center ... 17. Learning Center staff members attended the Head Start graduation ceremony on May 21. Site Director Tracey Astorga presented a Certificate of Appreciation to the Learning Center in recognition of a successful collaboration. Families received information on the Summer Reading Program and activities that they can enjoy with their children at the library during the summer. 18. Three Carlsbad literacy learners graduated from the Adult Learner Leadership Institute held May 2-4 at the Escondido Public Library. Two other Carlsbad learners, themselves graduates of last year's Institute, were facilitators this year. LIBRARY BOARD STATISTICS May 2414'' Reference, Circulation, Visitors Reference Questions May-13 Apr-14 May-14 1 Dove Library 11,495 11,531 10,424 2 Cole Library 9,845 9,172 9,379 3 Library Learning Center 996 1,547 978 4 Total 22,336 22,250 20,781 Circulation 1 May-13` Apr-14 May-14 5 Dove Library 74,018 73,254 67,875 6 Cole Library 37,090 36,707 35,022 7 Library Learning Center 1,084 1,740 1,314 8 eAudiobook Downloads 505 820 899 9 eBook Downloads 2,238 2,560 2,638 10' Total 114,935 115,081 107,748 People Count May-13 Apr-14 May-14 11 Dove Library 33,821 34,867 31,854 12 Cole Library 25,149 27,823 25,445 13 Library Learning Center 4,830 5,498 5,148 141 Total' 63,800" 68,1881 62,447 Programs and Technology Library -Sponsored Programs May-13 >, Apr-14 May-14 15 Pre -School Programs 59 66 75 16 Attendance 3,188 2,884 3,422 17 School Aged Children's Programs 27 33 28 18 Attendance 578 798 893 19 Young Adult Programs 8 4 5 20 Attendance 149 45 80 21 Adult Programs 46 46 38 22 Attendance 1,295 1,106 966 Technoloev Usaee 2 May-13 Apr-14 May-14 23 Computer Use 11,454 10,195 9,622 24 Webpage Views* 55,157 69,167 46,789 25 Database Usage 8,035 8,639 6,181 Facility Meeting Room Use May-13 Apr-14 May-14 26 Events 84 94 81 27 Attendance 4,497 4,082 5,123 Volunteer Hours May-13; Apr-14 May-14 28'Total Hours 1,695 1,395 1,593 1. eAudiobooks and eBooks added to Circulation July 2012 2. Change in Google Analytics reporting December 2013 *May's statistics are down due to the closure of the Dove Library on 5/14, 5/15 and 5/16 from the wildfires, plus the sporadic availability of the City managed website.