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,