HomeMy WebLinkAbout2014-08-07; Library Board of Trustees; MinutesApproved:
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ITEM #3
MEETING OF:
DATE OF MEETING:
PLACE OF MEETING:
MINUTES
LIBRARY BOARD OF TRUSTEES
Thursday, August 7, 2014
Carlsbad City Library Board Room
1775 Dove Lane, 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, Hulsart, and Parsons
Absent: Trustee Hinman
Staff Present: Heather Pizzuto, Library & Cultural Arts Director
Suzanne Smithson, Deputy Library Director
Glynn Birdwell, Principal Librarian
Keith Gemmell, Library Programs & Venues Coordinator
Steve Didier, Library & Cultural Arts Management Analyst
Devin Castel, Sr. Business Systems Specialist
Andrea Hilliard, Technology Librarian
APPROVAL OF MINUTES:
By proper motion (Parsons/Bradley) and vote the minutes of the July 16, 2014 regular meeting
of the Library Board of Trustees were approved as submitted.
TECHNOLOGY REPORT:
Quarterly Report (April -May -June) — Sr. Business Systems Specialist Devin Castel reviewed the
quarterly statistics with the Board pointing out the drop in wireless usage. He explained that
new wireless controller access points were recently installed and the City's IT Department is
investigating the possibility that not all log -ins are being captured. Also contained in his report
was information on the increased use of the early literacy stations at the Learning Center and
increased usage systemwide of the self -check machines.
"Ask Us" service - Technology Librarian Andrea Hilliard provided the Board with information
about the service, including the ways questions are submitted and answered. She further
explained how frequently asked questions are added to the FAQ's as well as information about
Library Board of Trustees Page 2
Minutes of August 7, 2014 Meeting
library programs and services. Currently about 71% of the submitted questions are during
library open hours and are answered almost immediately while the 29% submitted when the
library is closed are routinely answered the next morning. Overall statistics show that 52% are
answered within 60 minutes, 32% are answered within 12 hours and 16% (representing the
more involved questions that require some research) are answered between 1 and 3 days.
FY2014-15 BUDGET:
This item was on the agenda in response to a question from Trustee Benson at the last meeting
having to do with vendor contracts and annual escalators. Library Management Analyst Steve
Didier explained that during the economic downturn it was difficult to continue managing rising
costs but that adjustments were made to this year's budget after the department submitted its
budget plan. In response to a question about whether the Library had a backup plan should the
budget not keep pace with increased costs the contingency fund could be used if needed.
Trustee Hulsart asked about reduction in service should budget cuts be necessary in the future
and Library & Cultural Arts Director Pizzuto explained that adjustments could be made to
reduce costs for some programs; partnerships and additional outside funding would be pursued
to prevent any loss or reduction of service wherever possible.
ELECTION OF CHAIR & VICE:
Trustee Hulsart accepted the nomination from Trustee Benson to serve another term as chair
and was unanimously approved. Trustee Bradley agreed to serve another term as the Board
vice chair which was also by unanimous vote.
CAPITAL IMPROVEMENT PROGRAM PROJECTS UPDATE:
Library & Cultural Arts Director Pizzuto advised the board that it appears likely the Library will
return to Council on August 19th to request the funding for the additional scope of work for the
Dove Lane facility. One of the items requested by the Council is a business plan which is
currently in draft form and is being reviewed by the City Manager's office.
Library Management Analyst Didier then provided the Board with a quick recap of the project
activity thus far including the contract with Group 4 for design work and subsequent planning
meetings.
He reviewed the additional scope of work and estimates for the Dove Lane facility with the
Board and identified the different anticipated funding sources.
Library Board of Trustees Page 3
Minutes of August 7, 2014 Meeting
Library & Cultural Arts Director Pizzuto explained that the Business Plan will provide greater
analysis including revenue generated from private use of spaces and the proposed cafe. She
continued that both the Friends of the Library and the Carlsbad Library & Arts Foundation will
receive similar briefings as both have great interest in the redesign.
Trustees Hulsart and Parsons indicated they would attend the Council Meeting on August 19tn
DIRECTOR'S REPORT:
Library & Cultural Arts Director Pizzuto brought the Board up to date on the following:
Summer Reading Program - Friday, August 8th is the last day of the program this year and a
recap of activities and participation will be on the September Board agenda along with an
overview of children's services in general.
Staffing update - There have been no highly qualified applicants responding to the recruitment
for Deputy Library Director position and the market is currently abounding with advancement
opportunities. Human Resources is working with the Library to reassess the recruitment and
will repost at a later date.
Librarian Laura Coleman from Collections & Technical Services retired last week and the
recruitment for that position was posted in anticipation of interviews scheduled for early
September.
Technology - Zinio will be released within the next few weeks which will provide on-line full text
magazines that can be downloaded thanks to funding from the State Library through the Serra
Cooperative Library System. The majority of the titles fall into the category of general interest
and include some Spanish language and a few children's. The service allows downloads to
mobile devices and computers by multiple users.
The Library has acquired some Playaway audio books designed for literacy program participants
which include a print copy of the book to read along with the audio.
Initial data was submitted for The Edge Initiative and preliminary results were received. Once
finalized, the Library will analyze the results, take advantage of relevant training and use the
data for performance measurement as well as managing the Library's technology services.
Benson Trust — The Carlsbad Library & Arts Foundation was named as a beneficiary of the
Benson Family Trust and, and to date $1.8 million has been distributed. The funds were
designated for use to enhance the collection and support the Library Learning Center.
Following advice from the City Attorney's office, the library contacted the trust administrator to
Library Board of Trustees Page 4
Minutes of August 7, 2014 Meeting
determine if the funds could be used for ordinary expenses in delivering Learning Center
services. All expenses proposed were deemed consistent with the conditions of the trust. The
Foundation will need to develop a policy for distribution of funds from the endowment.
FOUNDATION REPORT:
No report.
FRIENDS OF THE LIBRARY REPORT:
Trustee Hulsart reported that the Friends will be hosting a wine and cheese party in October to
celebrate the 15 year anniversary of the book store at the Dove Lane facility.
NSDC GENEALOGICAL SOCIETY:
Board Liaison Marg Keeley reported on programs for the month of August and upcoming
meetings of the various interest groups. The Saturday beginner and refresher genealogy course
is scheduled for September 6, from 9:30 to 3:30, at the Cole Library.
LIBRARY BOARD COMMENTS:
Trustee Parsons reported that she took part in the testing of the new website and was very
pleased with the functionality and look of the new pages, especially the Library's.
Trustee Benson announced he would not be available in September and Trustees Parsons and
Hulsart may also have some conflicts with meetings scheduled for September and October.
Library & Cultural Arts Director Pizzuto asked the trustees to email to the secretary the dates
they are unavailable.
PUBLIC COMMENT:
None.
ADJOURNMENT:
By proper motion (Benson/Bradley) and vote the meeting was adjourned at 5:20 p.m.
Cissie Sexton
Recording Secretary
City Lib
Carlsbad City Library - Technology Report
April - June 2014
PC Management Sessions
Quarterly Comparison
Year Comparison
Location
Total
Computers
Jan -Mar 2014
Apr -Jun 2014
Change
Apr -Jun 2013
Apr -Jun 2014
Change
Dove Adult Lab
20
5,603
5,309
-5%
6,685
5,309
-21%
Dove Express
2
1,467
1,134
-23%
1,504
1,134
-25%
Dove Walk-up
15
8,518
8,815
3%
8,880
8,815
-1%
Dove Children's
7
687
707
3%
759
707
-7%
Cole Adult
14
8,411
8,289
-1%
9,440
8,289
-12%
Cole Express
1
1,059
919
-13%
1,265
919
-27%
Cole Children's
8
1,431
1,251
-13%
1,716
1,251
-27%
Learning Center Children's Lab
7
650
792
22%
913
792
-13%
Learning Center Adult Lab
7
1,254
1,284
2%
1,300
1,284
-1%
Total
81
29,080
28,500
-2%
32,462
28,500
-12%
Wireless User Sessions - Preliminary
Quarterly Comparison
Year Comparison
Location
Jan -Mar 2014
Apr -Jun 2014
Change
Apr -Jun 2013
Apr -Jun 2014
Change
Dove
14,939
11,246
-25%
13,099
11,246
-14%
Cole
9,913
7,091
-28%
8,414
7,091
-16%
Library Learning Center
1,601
1,210
-24%
1,436
1,210
-16%
Total
26,453
19,547
-26%
22,949
19,547
-15%
Page 1
City Li. r
Carlsbad City Library - Technology Report
April - June 2014
Combined Wireless and Wired Internet Sessions -Preliminary
Quarterly Comparison
Year Comparison
Location
Jan -Mar 2014
Apr -Jun 2014
Change
Apr -Jun 2013
Apr -Jun 2014
Change
All Library Locations
55,533
48,047
-13%
55,411
48,047
-13%
Early Literacy Stations - User Sessions
Quarterly Comparison'
Year Comparison
Location
Total
Computers
Jan -Mar 2014
Apr -Jun 2014
Change
Apr -Jun 2013
Apr -Jun 2014
Change
Dove
4
1,058
1,145
8%
1,280
1,145
-11%
Cole
1
403
404
0%
499
404
-19%
Library Learning Center
2
278
320
15%
215
320
49%
Total
7
1,739
1,869
7%
1,994
1,869
-6%
Self -Check vs Staffed User Sessions
Quarterly Comparison
Year Comparison
Jan -Mar 2014
Apr -Jun 2014
e
Apr -Jun 2013
Apr -Jun 2014
Change
Self -Check
Staffed Station
Self -Check
Staffed Station
Self -Check
Staffed Station
Self -Check
Staffed Station
60%
40%
61%
39%
1%
60%
40%
61%
39%
1%
Self -Check vs Staffed Item Transactions
Quarterly Comparison
Year Comparison
Jan -Mar 2014
Apr -Jun 2014
e
Apr -Jun 2013
Apr -Jun 2014
Change
Self -Check
Staffed Station
Self -Check
Staffed Station
Self -Check
Staffed Station
Self -Check
Staffed Station
57%
43%
58%
42%
1%
58%
42%
58%
42%
0%
Page 2
ITEM # 5
CITY OF CARLSBAD
FISCAL YEAR 2014-15
LIBRARY BUDGET SUMMARY
LIBRARY OPERATING BUDGET
FY 14-15
Personnel Budget (FT and PT)
Maintenance & Operations
$ 6,788,
$ 3,608,
822
909
L&CA Total Budget (Library Only)
$ ! 10,397
731
The Library & Cultural Arts Department (L&CA) is pleased to
budget that meets multiple goals for the department, and the
15. The accomplishments include the following:
* Includes ISF charges
for IT, vehicles, etc.
plus increase for utility
costs in 14/15
present a General Fund
City, heading into FY 2014-
• Expanded the Library Learning Center operating hours in late FY 13-14 without any impact on
the operating budget. Redeployed vacant FTE to provide expanded service hours.
• Utilized 2% M&O increase to continue "right -sizing" various costs that have increased in the
past few years (water, heat/light, telephones/communications, maintenance agreements, etc.)
• Due to improved fiscal conditions, the California State Library announced funding in the
Governor's budget that would provide an estimated $35,000 in support for Carlsbad literacy
programs in FY 14-15.
• All graphics and communications services were moved from the Community Relations division
to be managed in the Communications division of the City Manager's office. Results in a
reduction of 1.0 Full -Time FTE and 1.39 Part -Time FTE for personnel moving to the
Communications office plus related maintenance and operations expenditures.
• Reduced Gartner endowment fund request by about 20% due to anticipated facility closure
during major capital project at the Dove Lane library. These funds are managed by the
Carlsbad Library & Arts Foundation and distributed annually to the City to support programs and
events held in the Schulman Auditorium.
We are able to present the FY 14-15 budget without any reductions to public services.
However, 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. We still note that any significant
increase to outside services or decreases to the L&CA block in the future would 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 all State funding for literacy programs.
We are pleased to report that the State Library is once again projecting funding for
Carlsbad City Library in FY 14-15 of an estimated $35,000.
In FY 13-14 we completed the implementation of a major upgrade of the Library's
integrated library system with our current vendor. This core system maintains records for
over 100,000 patrons and 365,000 print and electronic media. In the coming months we
expect to be substantially under way with procurement for replacement/upgrade of the
library's radio frequency identification (RFID) materials checkout system. Implementation
of the selected RFID system or upgrades will occur in FY 14-15. The current RFID
systems have been in use for about eight years.
BUDGET PRIORITIES AND OBJECTIVES
1. Future Library 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, reporting, and
RFID system.
2. Redesigning Libraries for the Future: This is a multi -year priority that began with
development of a feasibility study that identified potential interior improvements to be
done in tandem with recarpeting for both the Dove and Cole facilities. The project has
been expanded to include additional improvements that would provide the best value
and service to the community and create world class facilities and community gathering
spaces to support current and future library and cultural arts services.
3. Fast Track Innovations Team: To vet and help implement innovations in services and
programs system -wide that fall outside the strategic initiative process. The team will act
as an innovation clearing house and offer the focus needed to nurture great ideas and
help bring them to fruition, thus providing opportunities to become a more nimble
organization that can be responsive to evolving customer interests and opportunities for
business improvements.
4. Schulman Auditorium Programs: Implement use of Gartner Funds to support
ongoing programs at the Schulman Auditorium. Programs include lecture series,
musical performances, poetry readings, film series, and more.
PROPOSED STAFFING (LIBRARY ONLY)
Full -Time Equivalents (FTE)
2011-12
2012-13
2013-14
2014-15
Full Time Positions
47.25
47.25
47.25
46.25
Part-Time/Hourly Positions
59.25
58.25
58.25
56.94
PROPOSED FEE ADJUSTMENTS/NEW FEES
In the FY 13-14 Operating Budget, the City Council authorized the City Manager or his/her
designee to set parks & recreation program, rental, and class fees that are included in the
Community Services Guide at the department level. This change was made because of
the need to update fees multiple times during the year based on market conditions in
advance of distribution of the Community Service Guides. The Library & Cultural Arts
Department recommended and the City Council approved providing the same department
level authority for setting library and cultural arts program, rental and class fees that are
included in the Community Services Guide for the same reasons. This will streamline
maintenance, management, and communication of fees and fee structures internally and to
the public. All other Library & Cultural Art fees remain in the Master Fee Schedule.