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HomeMy WebLinkAbout2016-03-16; Library Board of Trustees; MinutesMEETING OF: DATE OF MEETING: PLACE OF MEETING: CALL TO ORDER: MINUTES LIBRARY BOARD OF TRUSTEES Wednesday, March 16, 2016 Library Learning Center 3359 Eureka Place, Carlsbad CA 92008 Chair Hulsart called the meeting to order at 4:00p.m. ROLL CALL: Present: Trustees Bradley, Hinman, and Hulsart Absent: Trustees Benson and Parsons Staff Present: Heather Pizzuto, Library & Cultural Arts Director Suzanne Smithson, Deputy Library Director Glynn Birdwell, Principal Librarian Debbie Jo McCool, Associate Analyst Keith Gemmell, Library Programs & Venues Coordinator ITEM #3B Deputy Library Director Smithson introduced Sarah Dana as the new Sr. Librarian for Genealogy and Carlsbad History. APPROVAL OF MINUTES: The Board was unable to approve the Feb. 17, 2016 minutes at the meeting due to lack of quorum of Trustees who attended the Feb. 17 meeting. This agenda item will be presented at the next meeting for approval. MONTHLY LIBRARY REPORTS: The Board received the February 2016 Monthly Library Reports. Chair Hulsart commented positively about the Feb. 27 Cole Library reopening celebration. Trustee Hinman commented on the Writer to Writer Challenge and Principal Librarian Glynn Birdwell displayed a copy of the resulting publication. CAPITAL IMPROVEMENT PROGRAM PROJECTS UPDATE: Library & Cultural Arts Director Heather Pizzuto and staff brought the Board up-to-date on the remodel projects and presented a PowerPoint on current activities and milestones. Georgina Cole Library Deputy Library Director Suzanne Smithson reviewed the Library's Feb. 27 reopening activities. She highlighted the following items: Page 2 of 4 Library Board of Trustees Minutes of the March 29 2016 Meeting o Approximately 4,000 people attended the celebration. o Visitors were able to participate in opening day activities including a passport encouraging patrons to explore different areas of the library, listen to various musical performances in the community room, children's activities in the Storytime area, participate in a green-screen photo booth, and enjoy refreshments. o All Library & Cultural Arts staff were identifiable through bright green branded shirts so the public could easily find assistance during the event. This proved to be important in effectively serving the large crowd that filled the building. o Lead Librarian and Eureka! Leadership Institute participant Erin Zocco displayed and promoted the new program series MOVE: Mind, Body, Spirit. The new central service desk is now staffed by circulation, reference and children's employees, and has averaged between 1,000 and 1,300 patron visitors each day. The layout allows staff to be readily available, assisting patrons in using self-service kiosks for transactions, and focusing more time introducing and explaining services and providing information. Trustee Bradley commented positively about the photo booth. She also noted Family Open Studios was conducted in the Sculpture Garden, which drew many visitors during the reopening celebration. Trustee Hulsart inquired whether there had been any RFID issues and Deputy Director Smithson responded that the equipment seems popular and is running efficiently. Trustee Hulsart inquired about wait times at the central service desk and Deputy Director Smithson responded that adjustments have been made and staff will continue to modify as needed to ensure customer satisfaction. Carlsbad City Library Director Pizzuto updated the Board on construction activities and discussed the progress on the Dove Library remodel. She highlighted the following items: o The Dove interim library operation is anticipated to cease serving the public in mid- April. o Phase 2 of the construction project will begin on April 20 which includes work in the Children's Library and Cannon Art Gallery. o The Schulman Auditorium seating and equipment installation is scheduled to begin May9. o All staff is anticipated to be relocated back into the Dove Library in early June. o Staff is actively planning an all-staff meeting to update staff on the library projects. o Once the reopening date has been firmed up, communication will be shared through the media channels used throughout the project. The reopening date is still anticipated to be late June, before Summer Reading Program commences June 27. Page 3 of4 Library Board of Trustees Minutes ofthe March 29 2016 Meeting Overall the Library has received positive feedback from patrons as staff continued to provide library services in south Carlsbad. Volunteer greeters were located at the front of the Dove Library during the first week to guide patrons to the new entrance and answer questions. Chair Hulsart asked about hold pick-ups once the interim library closes. Deputy Director Smithson replied that staff is working on several potential options. Director Pizzuto added that the priority will be to ensure safety of patrons during construction. Director Pizzuto stated communications will be phased during the upcoming library transition period and will include door-hangers in local residential and commercial neighbors of the library and continued media methods used during the other construction phases. Chair Hulsart mentioned positive feedback she had heard about the carpeting selected for the Cole Library. Director Pizzuto also mentioned that signage has been complimented and the same design will be seen at Dove Library. Chair Hulsart expressed her appreciation for the staff and asked that this be shared with them. Pizzuto agreed and will pass on the comments at the upcoming staff event. DIRECTOR'S REPORT: Library & Cultural Arts Director Heather Pizzuto brought the Board up-to-date on the following items: • Sr. Management Analyst Steve Didier was promoted to Public Works Municipal Projects Manager effective March 14. Recruitment to fill the vacated position is ongoing. Director Pizzuto thanked Associate Analyst Debbie Jo McCool for taking on additional volume of work during the interim. • Recruitment is on-going for a part-time Accounting Assistant. • Senior Librarian Chris Pickavet will be retiring in April after 29 years of service. • Consultant Ruth Metz met with staff in January and recently submitted a draft of her first phase report. • The Library & Cultural Arts administrative staff will be restructured in the upcoming months as staff move into the Dove Library. • The staff update is planned to take place either April 26 or May 3. • The grant application for equipment required to participate in the CENIC consortium to access high-speed broadband service was approved. The equipment will be ordered soon and installation will be integrated into the Dove Library renovation schedule. • A donation of $46,000 was received from the Carlsbad Library & Arts Foundation and allocated to support the Schulman Auditorium replacement seating, technology improvements and programs held off-site that would typically have been funded by Gartner funds. • The Cole Library coffee cart agreement has been approved by City Council. Installation is anticipated in April. Page 4 of 4 Library Board of Trustees Minutes of the March 29 2016 Meeting • The City has received a Letter of Intent from a potential business interested in operating the Dove Library cafe. FOUNDATION REPORT: The Foundation approved the annual funding requested by the Library & Cultural Arts Department from the Benson, Gartner, and Cannon funds. FRIENDS OF THE LIBRARY REPORT: Representative Hulsart reported the Friends of the Library members were excited with the new bookstore location at the remodeled Cole Library. NSDC GENEALOGICAL SOCIETY REPORT: Board Liaison Cindy Goodger shared recent and upcoming activities of the North San Diego County Genealogical Society. Total membership is now 324 members. LIBRARY BOARD COMMENTS/ANNOUNCEMENTS: None PUBLIC COMMENTS: None ADJOURNMENT: By proper motion (Bradley/Hinman) and vote the meeting was adjourned at 4:54p.m. Respectfully submitted, Kelly Clayton Temporary Office Assistant Systemwide ... Monthly LIBRARY Reports for FEBRUARY 2016 ITEM #4 1. The Georgina Cole Library officially reopened with a community celebration on Saturday, Feb. 27, and attended by nearly 4,000 people. The four-hour event began with brief opening remarks by L&CA Director Heather Pizzuto, Mayor Hall, Councilmember Packard and Library Board of Trustees Chair Beth Hulsart and was followed by an official ribbon- cutting. The celebration consisted of creative and digital activities for all ages, musical performances, a photo booth, storytimes, teen games, staff-guided tours, information booths about programs and services, along with a Family Open Studios held in the Sculpture Garden. Throughout the day, 51 new library cards were issued, 1,945 collection items were checked out, 353 people used the new self-check machines to checkout 1,400 items, and nearly 1,000 people participated in a self-guided tour activity to receive a prize. 2. The Winter/Spring concert series consists of four concerts in the Cole Community Room from February through April. During the month of February, two of these concerts occurred in conjunction with the Cole reopening weekend of events. On Saturday Feb. 27, teen singer/songwriter/surfer Cody Lovass performed as part of the Cole Community Celebration Event. Cody's soulful lyrics have created a pop music sensation rippling across California and beyond. He was named 2014's Best New Artist by the San Diego Music Awards, the youngest to ever receive the honor. On Sunday, Feb. 28, Patrick Berrogain and his Hot Club combo performed an enchanting mixture of gypsy jazz guitar melodies and rhythm that approached that of the 'great Django Reinhardt.' 3. Please note that during the month of February multiple events were cancelled or rescheduled due to the changing dates for end of Cole construction and the start of construction at Dove. These events included: three Wednesday Film events following the theme of Romantic Comedies and an Author Talk featuring Richard Lederer with a presentation entitled, "Presidential Facts You May Not Know." Lederer's event was scheduled to coincide with President's Day weekend but has been rescheduled to occur on July 30 to tie into Fourth of July and the presidential election campaigns occurring this summer. Lederer has also been rescheduled for a make-up event on April 2 and will present his program on the style of sonnets entitled, "The World of Shakespeare." CCL, Dove Lane ... 4. Dove Library activities focused on moving the library renovation activities from Cole to Dove. Construction on the auditorium began the first of month and was quickly followed by installation and move of staff to portable offices on the south side of the building. Feb. 22 was the final day of regular operations of the Dove facility. It then closed to adjust and prepare for interim services during the Dove renovations. The Dove interim library, operating from the children's area, opened on Monday, Feb. 29. Monthly Library Reports for February 2016 Interim library preparations included: • Adjusting the catalog to only show items that were available for patrons • Researching and then moving certain collection items into the interim facility to best support the needs of the patrons • Moving and adjusting computer workstations, self-check machines, copy and printing services, RFID gates, staff workstations, • Moving all circulation processes and equipment to the art gallery • Preparing the children's desk to serve as a "central service desk" 5. Dove Children's preschool storytimes moved to Alga Norte Community Park in early February. Staff and the patrons adjusted quickly, found the temporary location, and the storytimes continue to be well-attended. Staff members really like and appreciate the facility and the level of assistance from staff at Alga Norte. Georgina Cole ... 6. Most of February was focused on the move back into Cole. Staff worked with project managers, city staft and various contractors to move in offices, computers, equipment, shelving, furniture, supplies, and the collection. Staff were ready for a "soft opening" on the afternoon of Feb. 22 and maintained limited and varied hours that week to accommodate the remainder of the installations. 7. The parallel project of upgrading RFID equipment along with the renovations continued and at Cole all equipment was tested, adjusted, reconnected and validated. The self-check stations were enabled for full-use with coin, bill and credit card. All of which resulted in new and various processes for staff workflows. 8. The library's five-part "Your Library Mean Business" workshop series held the second of five workshops on Tuesday, Feb. 23 at the Georgina Cole Library Community Room. The workshop covered traditional loans and non-traditional funding options for new and existing business and led by the Small Business Development Center. Micro loan options were discussed in the session. 9. The Children's Division's "Tuesday Afternoon Adventures" featured the following programs at the Library Learning Center this month: two storycraft days celebrating Library Lovers' Month and President's Day with stories, activities and crafts; Modern Drum Circle with Chazz Ross on Feb. 16 with the discovery of the "Universal Rhythm" during a dynamic and interactive drum circle using 20 African Djembe drums; and a program from the Museum of Making Music presents on Feb. 23 with an interactive musical exploration with ukuleles and percussion of the people, historical events and innovations that influenced music making and musical instruments. 10. During the reopening celebration on Feb. 27, genealogy and Carlsbad history staff had the opportunity to introduce many patrons to the excellent genealogy collection, while brief Monthly Library Reports for February 2016 oral histories were collected in the local history research area. Jack Kubota, Cliff Lange, and Richard Cole were among those who recorded their memories of the Carlsbad Library. 11. The last genealogy "Focus On instruction" session at Dove Library during Cole's closure was offered on Feb. 16 with the topic being naturalization records. The temporary "Ask a Genealogist" sessions exposed the resources of the collection to the southern part of Carlsbad. 12. Genealogy programs in partnership with the NSDCGS included presentations on researching DAR online resources and Civil War widows' pensions with attendance of around 70 genealogists at each session. Learning Center ... 13. The Learning Center is proud to announce that two Career Online High School scholarships have been awarded-one to an adult learner enrolled in the Literacy program, and the other to a City of Carlsbad employee. The two students are expected to complete their diplomas within 18 months. Four scholarships remain to be awarded in fiscal year 2015-16. 14. A record 97 entries to the "Writer to Writer Challenge/' a writing contest for adult learners in library literacy programs, were received. Carlsbad Library Literacy Program participants submitted a record 16 entries. In addition, Carlsbad learners tied for first place in the Emerging category, won first place in the Advanced category, and placed as runners-up in both the Beginning and Advanced categories. The winners and runners-up will be . recognized at the Southern California Library Literacy Network Conference on March 5 in Buena Park. 15. The Learning Center is hosting the computer tutoring and test proctoring services that are normally held at the Dove Library. 16. During the month of February, the library celebrated Library Lovers' Month. Children and adults decorated paper hearts showing why they love the library and received Hershey's Kisses in turn. Children between the ages of 4 and 12 also played Library Lovers' Bingo by completing the fun activities described on the bingo card in order to win a prize. 17. The Learning Center held a special story time on Feb. 4 in celebration of the Chinese New Year. The participants enjoyed stories about the celebration of the Year of the Monkey and created their own koi fish on a fishing pole, Chinese lanterns and paper dolls. There were 20 participants, eight of whom were from Beijing. 18. Bilingual Services partnered with the Vista Community Clinic and the Boys & Girls Club to present a program entitled "Date Smart" to a group of 12 teens. The teens engaged in activities with the goal of learning to recognize the early signs of teen dating violence and how to maintain healthy relationships. Monthly Library Reports for February 2016 19. Five Early Childhood Literacy pairs have completed the program and post-assessments are being completed to evaluate their progress. Outreach and Community Connections ... 20. AARP tax volunteers returned to the Learning Center this year in February to once again assist patrons with their tax preparation needs. Tax help is available every Wednesday through April13 from 9:30a.m. to 3:00p.m. 21. The Osher Institute is offering two class series at the Learning Center which began on Feb. 19. The morning class is entitled "Rise of the Industrial Nation" and the afternoon session is a writing class. 22. Library & Cultural Arts Training Coordinator Amy Jordan presented "Let's Get Personal about Accountability" at the San Clemente Library at the bimonthly regional managers meeting for the Orange County Library System. Amy first presented this program at the California Library Association conference this past November. 23. Bilingual Services Library Assistant Mayra Turchiano received an invitation to join the Creando Enlaces committee. This committee hosts the yearly Seguimos Creando Enlaces conference, a binational conference that brings together librarians from the U.S. and Mexico to share best practices in serving Spanish speaking library users. Mayra will be involved in the preparation and organization of the conference and will represent Carlsbad Library as part of the Serra consortium. 24. Two library staff members, Lizeth Simonson and Missy Shaw, attended the Carlsbad Unified School District Library Media Tech meeting. They shared information on the Cole reopening celebration, the Dove closure, and interim library services as well as children's and teen programs. 25. Dove Children's staff hosted a tour for 18 North County Academy K-5th grade students on Feb. 9. They also presented three back-to-back training sessions with 90 4th grade students at Poinsettia Elementary on Feb. 16 to instruct students in usage of the library's eResearch resources, focusing on the California Mission eBooks. They provided teachers with a set of PowerPoint slides outlining how to access these resources. 26. At the Adult Learning table at the Cole reopening event more than 360 patrons stopped by to learn about Carlsbad Library's offerings in adult literacy, ESL, Career Online High School, as well as volunteer opportunities. 1 2 3 4 LIBRARY BOARD STATISTICS February 2016 Reference, Circulation, Visitors Reference Questions Feb-15 Jan-16 *2 Feb-16 *2 Dove Library 11,320 13,043 8,398 Cole Library 9,681 0 365 Library Learning Center 851 1,894 1,910 Total 21,852 14,937 10,673 Circulation Feb-15 Jan-16 *2 Feb-16 *2 5 Dove Library 60,348 63,971 49,074 6 Cole Library 30,818 0 8,088 7 Library Learning Center 1,147 9,812 5,208 8 eAudiobook Downloads 1,029 1,510 1,472 9 eBook Downloads 2,939 3,632 3,142 10 eMagazine Downloads 666 1,213 1,023 11 Total 96,947 80,138 68,007 People Count Feb-15 Jan-16 *2 Feb-16 *2 12 Dove Library 31,079 32,340 24,901 13 Cole Library 25,010 0 5,259 14 Library Learning Center 5,151 10,128 11,105 15 Total 61,240 42,468 41,265 Programs and Technology Library-Sponsored Programs Feb-15 Jan-16 *2 Feb-16 *2 16 Pre-School Programs 74 62 69 17 Attendance 3,179 2,324 2,281 18 School Aged Children's Programs 28 25 20 19 Attendance 991 379 231 20 Young Adult Programs 4 2 2 21 Attendance . 35 19 17 22 Adult Programs 56 28 23 23 Attendance 1,250 952 4,190 Technology Usage Feb-15 Jan-16 *2 Feb-16 *2 24 Computer Use 8,893 6,815 6,267 25 WiFi Use 1 6,799 -- 26 Webpage Views 3 46,042 40,676 40,071 27 Database Usage 5,887 9,218 7,483 Facility Meeting Room Use Feb-15 Jan-16 *2 Feb-16 *2 28 Events 77 48 10 29 Attendance 4,246 2,764 3,727 Volunteer Hours Feb-15 Jan-16 *2 Feb-16 *2 30 Total Hours 1,448 1,278 1,302 .. 1. Unable to collect data on W1F1 for Jan. 2016, Feb. 2016 *2. Cole Library closed Sept. 1, 2015 for Cl P modernization project; Genealogy staff relocated to Dove, Other staff to LLC. (Expected period: Sept. 2015-Jan. 2016). Cole Library officially reopen Feb. 27,