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HomeMy WebLinkAbout2016-06-15; Library Board of Trustees; MinutesMEETING OF: DATE OF MEETING: PLACE OF MEETING: CALL TO ORDER: MINUTES LIBRARY BOARD OF TRUSTEES Wednesday, June 15, 2016 Carlsbad City Library-Trailer 1775 Dove Lane, Carlsbad, CA 92011 Chair Hulsart called the meeting to order at 4:00p.m. ROLL CALL: ITEM #3 Present: Trustees Hinman, Hulsart, Parsons, Bradley (arrived at 4:03p.m.) Absent: None Staff Present: Heather Pizzuto, Library & Cultural Arts Director Diane Bednarski, Deputy Library Director Suzanne Smithson, Deputy Library Director Fiona Everett, Sr. Management Analyst Glynn Birdwell, Principal Librarian Debbie Jo McCool, Associate Analyst Keith Gemmell, Library Programs & Venues Coordinator Devin Castet Senior Business Systems Specialist Barbara Chung, Senior Librarian Darin Williamson, Lead Librarian APPROVAL OF MINUTES: ACTION: The Board, by proper motion (Hinman/Parsons) approved the minutes of the May 18 meeting. Trustee Bradley arrived at 4:03 pm and did not participate in the approval of the May minutes. MONTHLY LIBRARY REPORTS: The Board received the May 2016 Monthly Library Report. Chair Hulsart stated she will be excited to see some of the newly ordered equipment for the technology lab, in particular the 3D printer. It is also exciting to see the six additional Career Online High School scholarships being matched and awarded. SUMMER READING PREVIEW: Senior Librarian Barbara Chung introduced "On Your Mark, Get Set, READ!" as this year's theme for the Summer Reading Program (SRP) which ties into the Summer Olympics. The SRP calendar includes many popular returning acts and there is a new interactive show, "Noteworthy Puppets/' which has different endings based on audience input. Page 2 of4 Library Board of Trustees Minutes of the June 15, 2016 Meeting Lead Librarian Darin Williamson discussed the Teen Summer Reading Programs and the excitement to have great teen volunteers and local sponsors from our community. This year's Teen Talent Show will take place in the newly renovated Schulman Auditorium. Chair Hulsart asked about returning volunteers. Senior Librarian Chung indicated 400 volunteers of which, Dove has approximately half new and half returning. She is estimating growth in the number of volunteers and participants. Chair Hulsart asked about sponsor recognition. Director Pizzuto indicated that sponsors will be invited to the re-opening event. Sponsors are also listed on SRP information. TECHNOLOGY UPDATE: Senior Business Systems Specialist Devin Castel presented the Quarterly Technology Report for the period of Jan. through March 2016. The numbers reported fluctuated due to Dove and Cole Libraries remodels. Next reports will show a full quarter of Cole's usage and normalize Learning Center usage. Staff continues to work on the ability to report on wireless stats. The number of early literacy stations at Cole have increased to three stand-alone devices. Cole's self-check station usage also increased during this reporting period. Positive feedback was received from Trustee Parsons regarding staff assistance to patrons learning the new technology. A new automated materials handling system has been installed at Dove to include 11 bins and three induction points which is now fully operational. Dove has six self-check units, which is an increase of one. Other additions to the Dove Library include the installation of new security gates and new patron monitors. The technology lab equipment continues to arrive and be installed in preparation for the Dove reopening. CAPITAL IMPROVEMENT PROGRAM PROJECTS UPDATE: Director Pizzuto discussed items completed and several that may linger into future. The temporary trailers are scheduled to be removed this week, with parking lot refreshing to follow. Dove staff will be moving back into Dove Library this week, with furniture installations being completed by next week. Furniture continues to arrive in anticipation of the Dove reopening. Auditorium technology is being installed and staff training on the new technology is scheduled within the next few weeks. The Dove soft opening is anticipated for Tuesday, June 21 and the operating hours will be shorter in duration to allow staff to make adjustments in anticipation of the reopening celebration. Cultural Arts staff will move in to their new Dove Library offices after the first TGIF concert to allow them to focus on the launch of the TGIF Concerts in the Parks series. Service desk furniture is scheduled to arrive later in July. During the interim temporary furniture will be in place and staff will be available to provide service. West Patio concrete work is expected to be completed in late July. Courtyard planters are scheduled for the first week of July. Page 3 of4 Library Board of Trustees Minutes of the June 15, 2016 Meeting A Request for Proposal for the library cafe will be presented to the City Council to request permission to reissue the proposal. This process is expected to attract a greater number of vendor responses. The Dove Library reopening celebration will begin on Saturday, June 25 at 10 a.m. Please plan to arrive at 9 a.m. for photographs. The Mayor and all Councilmembers will speak at the event with an anticipated attendance of 6,000. Special events permits and parking plans have been secured. Post Dove reopening special events include: • Cannon Art Gallery opening, June 25 • Richard Louv, a local author and syndicated columnist, Sunday, June 26, Schulman Auditorium • Summer Reading Program will kick off at all library locations on June 27 • Richard Glazier, "From Broadway to Hollywood", July 10, Schulman Auditorium DIRECTOR'S REPORT: Staffing/ Recruiting updates- • Senior Librarian recruitment has closed with seven candidates now being considered for the position. • Human Resources is securing a national firm located in Los Angeles, CA to begin the Cultural Arts Manager candidate search. CENIC, broad-band high-speed internet for public use, passed initial site inspection of technology infrastructure. The equipment has been ordered. This technology is tentatively scheduled to be available to the public in August at all three library locations. The City budget will be presented to City Council for adoption on June 28. All Library & Cultural Arts submittals continue to move forward for approval. Please join us at TGIF Concerts in the Parks beginning June 24. Beginning June 25 the Library Learning Center hours will return to pre-remodel hours of operation of being open Monday to Thursday 9 a.m. to 8 p.m., Friday 9 a.m. to 5p.m. and closed weekends. FOUNDATION REPORT: None Page 4 of 4 Library Board of Trustees Minutes of the June 15, 2016 Meeting FRIENDS OF THE LIBRARY REPORT: Chair Hulsart mentioned the Friends of the Library's annual meeting will be held June 23 in the Cole Community Room. Friends volunteers will be at Dove to begin restocking the new Friends' Bookstore. NSDC GENEALOGICAL SOCIETY REPORT: No report was given as Board Liaison Cindy Goodger was absent. LIBRARY BOARD COMMENTS/ANNOUNCEMENTS: None PUBLIC COMMENTS: None ADJOURNMENT: By proper motion (Parsons/Bradley) and vote the meeting was adjourned at 4:41p.m. to the Dove Library for a tour of the remodeled facility. Respectfully submitted, <~~~»- Part-time Office Assistant Systemwide ... Monthly LIBRARY Reports for MAY 2016 1. Library renovation project work updates for May: ITEM #4 On May 3, Library & Cultural Arts staff participated in a three-hour All Staff Update session to learn about the latest progress of the Dove Library redesign project and post-opening adjustments for the Cole project. Staff shared information on the deployment of new service models such as the Cole Central Service Desk and new RFID solutions and how adjustments are being made as hands-on experience is gained. 2. The Library opened its recruitment for a Senior Librarian-Collections & Technical Services on May 22. Oral Board Interviews are tentatively scheduled for late June. 3. Staff from various Library divisions continued to work on updating methods for tracking the number and types of patron questions being posed at the public service desks. Many ofthe statistics are reported on an annual basis to the State Library, which in turn has issued new guidelines on how to categorize specific questions. Carlsbad City Library staff are in the process of developing a training module to help educate staff on the new guidelines. 4. The Summer Reading Program (SRP) Volunteer recruitment process began May 1 and went through May 27. Training sessions are scheduled for June when volunteers will learn about the SRP Program, their role as volunteers, and how to navigate the participant registration system. 5. On May 24, Library Assistant Mayra Turchiano, Librarian Maile McKeon and Lead Librarian Jennifer Johnson visited La Posada de Guadalupe located in Carlsbad. La Posada is the only shelter in San Diego's North County region that provides emergency services to both day laborers and the general homeless population. They toured the facility and provided information on the various services that the library has to offer to its members. CCL, Dove Lane ... 6. Children's staff offered their final series of preschool programs at the Alga Norte Community Park. The storytimes will resume at Dove after the facility reopens to the public. 7. The components for Dove's new automated materials handling system were delivered in preparation for installation in June. The new sorting system will support eleven sorting bins with two patron return slots and one staff return point. 8. Library Assistant Ally Goodwin joined over 100 librarians at the "Advocacy Awakens" Institute in Ontario, CA. The Institute-sponsored by the Youth Services Interest Group of the California Library Association-provided a series of professional development workshops aimed at improving and advocating for youth services programming in public libraries within the state. 9. Librarian Julie Conklin attended the BookExpo America book and author event held in Chicago, IL. This annual event offers attendees the opportunity to discover new titles and books, meet up and coming Authors, attend panel sessions and network at North America's largest gathering of book industry professionals. While in Chicago, Julie also attended the School Library Journai"Day of Dialog" where librarians and educators spent a day discussing the latest trends in the area of children's and young adult literature. 1 Monthly Library Reports for May 2016 10. Dove Library Circulation staff regained access to the collection shelving in the public areas, enabling them to shift materials to their new shelving locations and begin reshelving materials that were placed in storage. 11. Staff commenced placing orders for equipment destined for the new Dove technology lab. The space will offer services for 3D printing, audio and video editing, digital conversion of analog formats such as photos and VHS tapes, along with tools for coding and robotics. Volunteer position descriptions are being reviewed to support the recruitment of lab assistants, and course outlines are being developed for each of the planned service areas. 12. Reference Librarian Liza Blue facilitated the discussion of the First Wednesday Book Club on May 4 at the Alga Norte Community Park Conference Room. Fourteen members attended for a discussion of Mountains beyond Mountains by Tracy Kidder. The First Wednesday Book Club will continue to meet at Alga Norte Community Park during the closure of the Dove Library. 13. The First Thursday Book Club met at the La Costa Roasting Coffee House on May 5 to discuss The Rosie Project by Graham Simsion. Library Assistant II Susan Burke facilitated the conversation with three members in attendance. The First Thursday Book Club will continue to meet at La Costa Roasting until the Dove Lane Library reopens. Georgina Cole ... 14. The Magee Park Poets held their spring reading on May 15 in the Georgina Cole Library Community. The reading was led by award-winning poet Shadab Zeest Hashmi who was accompanied by a panel ofthree other readers (Brandon Cesmat, Karen Kenyon and Jon Wessick) featuring poems, songs, and other literary pieces about precise imagery of themes on daily life, politics and art. 15. May's Author Talk event featured four local authors within the mystery, crime and/or political genres. On May 14, moderator Taffy Cannon, author of Blood Matters and the Booked for Travel Mystery series, led a panel discussion with Susan Carol McCarthy (A Place We Knew Well), Caitlin Rother (Then No One Can Have Her), Terry Ambrose (Trouble in Paradise series) and Dr. Mehdi Sarram (Nuclear Lies, Deceptions and Hypocrisies). The panel was followed by a meet-and-greet session with the authors where they answered questions and signed books. 16. "Good Life," the six-part lecture series about health and wellness, concluded its spring session during the month of May with four special guest speaker sessions. Lectures were held Tuesday afternoons in the Cole Community Room with topics ranging from light exercises, stress relief drawing, preventing identity theft, and learning how to help friends and loved ones deal with term ina I illnesses. 17. The library's five-part Your Library Means Business workshop series held its final workshop on Tuesday, May 24 in the Georgina Cole Library Community Room. The workshop covered information about doing business in Carlsbad and was led by the Community & Economic Development Department which serves as the business community's main point of contact with the city, helping to identify ways the city can help businesses prosper. 18. The May 21 Science of Weather program attracted approximately 30 adults and children to the Cole Library. The Genealogy and Carlsbad History Division offered a diverse set of programs in May, including two sessions ofthe "Focus On:" program series providing information on tools to research ancestors that served in the Revolutionary War; he Computer-oriented Genealogy Group (CoGG) featuring Dorothy Miller speaking about ensuring data can survive changes to genealogy software; and a Beginner and 2 Monthly Library Reports for May 2016 Refresher Genealogy Class. On May 19, Dr. Steve Baird spoke about "DNA: Very, very deep ancestry,". One May 24, and on May 24, Randy Seaver discussed research on Pennsylvania ancestors. 19. On May 21, Librarians Kimiko Morita and Maile McKeon, along with Senior Librarian Sarah Dana, hosted a Pies to Pixels workshop at the Cole Library. The workshop was a demonstration of the photo scanner that will be installed in the new Dove Tech Lab, and included guidelines for digitizing photos, slides, and negatives to archival standards; format information; file naming conventions; and storage issues/solutions. Nineteen people attended the workshop which will be repeated on June 4 with additional coverage of archival appraisal and archival storage methods, especially for photo albums. 20. Book Club meetings at Cole included: • May 3. The Tuesday Evening Book Clubmet for a discussion of The Castle by Franz Kafka and on May 12, The Thursday Afternoon Book Club, met to discuss The Paris Wife by Paula McClain. Twelve members attended the meeting facilitated by Library Assistant Elyse Roy. • May 23. The Monday Night Classics Book Club (being held at Cole during the Dove closure}, met for a discussion of the Scarlet Pimpernel by Baroness Emma Orczy. Eight people attended the meeting facilitated by Senior Librarian Leila Dooley. The Monday Night Classics Book Club will return to Dove when it reopens to the public. Learning Center ... 21. Literacy Technician Erica Zoll facilitated the meeting of the Literacy Book Club, which discussed John Steinbeck's The Pearl. 22. Library Assistant Fred Vrabel offered three sessions of his digital storytelling workshop in the Learning Center Computer Lab. Five children learned how to create family stories in PowerPoint. The children shared family stories and helped each other with their projects. 23. On May 26, 24 children of all ages made Chinese kites and enjoyed flying their own works of art. 24. On May 26th, the Learning Center, in partnership with the Youth Employment Opportunity Program offered a Youth Job-Readiness Workshop to teens. Youth Employment Opportunity Specialist Stephanie Rubio gave tips on creating a resume that will lead to an interview, and on how to dress for success. She talked about the most common interview questions and how to best answer them. She also provided information about employment opportunities for teens with the Youth Employment Opportunity Program. 25. The inaugural English as a Second Language class offered at the Learning Center ended on May 19. The class was provided in partnership with MiraCosta Community College District, and funded through the Benson Family Trust. Up to 17 students attended consistently. The class was well received by the students and the instructors were happy with the Learning Center site. Learning Center staff feel that the program is a good match for the needs of their patrons and the community. Sign-ups for the fall ESL and English conversation classes will start during the summer reading program. 26. Carlsbad was awarded six additional Career Online High School scholarships from the State Library, to be matched by scholarships purchased through the generosity of the Benson Family Trust, for a total oftwelve, forfiscal year 2016-2017 3 Monthly Library Reports for May 2016 27. Seventy-two program participants and their families and friends attended Literacy Services' annual celebration on Sunday, May 22, at the Senior Center, featuring highlights of the past year, remarks by Library & Cultural Arts Director Heather Pizzuto and Council Member Michael Schumacher, and learners inspiring the audience with their stories of overcoming obstacles to achieve their goals. Two tutors shared their love of helping others and encouraged other community members to get involved. After the program, guests enjoyed light refreshments and dessert Outreach and Community Connections ... 28. Library Assistant Fred Vrabel represented the Carlsbad City Library at the Aviara Oaks Middle School Open House on May 19. 29. Librarian Julie Conklin attended the regular monthly meeting of the Carlsbad Chamber of Commerce Education Committee on May 25. The main focus of the May meeting was a presentation by Tony Love from Buffini and Company on what makes a successful business person. 30. On May 16, Lead Librarian Darin Williamson attended the Serra Youth Services Committee meeting. The group discussed Summer Reading Program sponsors and planned a workshop to be held in October 2016, where Darin will be presenting the break-out session "Teens can Entertain @Your Library." 31. On May 17, Senior Reference Librarian Leila Dooley gave a tour of the remodeled Cole Library to 11 members ofthe Red Hat Ladies Society. 32. Community Outreach Supervisor Carrie Scott participated in the Hispanic Network Breakfast on May 13 to promote Career Online High School and the Summer Reading Program. 33. Julie Baker of the Hi-Noon Rotary Club in Carlsbad identified members of her group who are interested in helping literacy learners with job preparation skills such as resume writing, filling out job applications, and preparing for interviews. As a result, Literacy Services received four applications from Rotary members and is in the process of making matches with learners. 34. Community Outreach Supervisor Carrie Scott attended the San Diego Council on Literacy's "Eat.Drink.Read." event at Liberty Station on May 18 and was team captain for the raffle ticket sellers. This event is a major fund raiser for the San Diego Council on Literacy. 4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 LIBRARY BOARD STATISTICS May 2016 Reference, Circulation, Visitors Reference Questions May-15 . Apr-16 *2 May-16 *2 Dove Libra-ry 10,099 3,063 0 Cole Library 8,676 15,908 12,289 Library Learning Center 782 2,285 2,444 Total 19,557 21,256 14,733 Circulation May-15 Apr-16 *2 May-16 *2 Dove Library 65,853 20,118 7,812 Cole Library 32,620 39,710 41,912 Library Learning Center 1,149 2,869 3,204 eAudiobook Downloads 1,289 1,609 1,654 eBook Downloads 3,362 3,442 3,824 eMagazine Downloads 725 1,068 1,181 Total 104,998 68,816 59,587 People Count May-15 Apr-16 *2 May-16 *2 Dove Library 33,035 6,571 0 Cole Library 24,010 29,367 28,737 Library Learning Center 4,641 7,772 7,690 Total 61,686 43,710 36,427 Programs and Technology Library-Sponsored Programs May-15 . *2 Apr-16 May-16 *2 Pre-School Programs 69 56 72 Attendance 3,797 2,316 2,653 School Aged Children's Programs 35 18 28 Attendance 1,217 355 534 Young Adult Programs 3 2 3 Attendance 22 8 10 Adult Programs 34 35 29 Attendance 1,068 1,204 700 Technology Usage May-15 Apr-16 *2 May-16 *2 Computer Use 8,663 5,740 5,432 WiFi Use 1 7,323 -- Webpage Views . 45,521 69,842 63,694 Database Usage 5,334 6,722 5,752 Facility Meeting Room Use May-15 Apr-16 *2 May-16 *2 Events 81 18 13 Attendance 5,481 718 362 Volunteer Hours May-15 Apr-16 *2 May-16 *2 Total Hours 1,377 1,276 1,278 .. 1. Unable to collect data on W1F1 for Jan. 2016, Feb. 2016, March 2016, Apnl2016 *2. Cole Library closed Sept. 1, 2015 for CIP modernization project; Genealogy staff relocated to Dove, Other staff to LLC. (Expected period: Sept. 2015-Jan. 2016). Cole Library officially reopen Feb. 27, 2016. Dove library was closed between Feb. 23 to Feb 28, reopened with its reduced footprint starting Feb. 29. Dove Interim library closed April14, 2016 *3. Door count estimated for month usage based on 9 day actuals. <Carlsbad C ity Library Carlsbad City library-Technology Report January-March 2016 PC Management Sessions Quarterly Comparison Year Comparison Location Total Computers Oct-Dec 2015 Jan-Mar 2016 Change Jan-Mar 2015 Jan-Mar 2016 Change Dove Adult Lab 20 4,009 2,398 -40% 4,473 2,398 -46% Dove Express 2 705 395 -44% 1,129 395 -65% Dove Walk-up 15 7,584 6,149 -19% 8,369 6,149 -27% Dove Children's 7 1,096 1,025 -6% 763 1,025 34% Cole Adult 19 --2,798 ---7,620 2,798 -63% Cole Express 1 --171 ---789 171 -78% Cole Children's 6 ---469 ---1,443 469 -67% Cole Teen 2 --90 ------90 --- Learning Center Children's Lab 7 909 1,071 18% 872 1,071 23% Learning Center Adult Lab 7 3,178 2,699 -15% 1,360 2,699 98% Learning Center Adult Training Room 8 1,978 1,476 -25% -1,476 --- Total 94 19,459 18,741 -4% 26,818 18,741 -30% •cole Teen computersavailablestarting2/22/16 •• Cole closed for renovations from 9/1/1S to 2/22/16 ••• Dove reduced down to 11 patron lab computers beginning 2/29/16 for interim services •u• LLCAdult Training was converted to public use in 9/1/15 Wireless User Sessions Quarterly Comparison Year Comparison* Location Oct-Dec 2015 Jan-Mar 2016 Change Jan-Mar 2015 Jan-Mar 2016 Change Dove 14,067 n/a ---12,465 n/a --- Cole 0 n/a ---8,076 n/a --- Library Learning Center 3,548 n/a ---1,571 n/a --- Total 17,615 0 -100% 22,112 n/a n/a •wi-Fireportingserverdownasof12/21/15 .. Cole closed for renovations from 9/1/15 to 2/22/16 Combined Wireless and Wired Internet Sessions Quarterly Comparison Year Comparison* Location I Oct-Dec 2015 I Jan-Mar 2016 Change Jan-Mar 20151 Jan-Mar 2016 Change I All Library Locations I 37,074 I 17,175 -54% 48,930 I 17,175 -65% I •wr-F•Serverdownasof12/21/15 Earlv Literacv Stations User Sessions - Quarterly Comparison Year Comparison Location Total Computers Oct-Dec 2015 Jan-Mar 2016 Change Jan-Mar 2015 Jan-Mar 2016 Change Dove 4 1,182 661 -44% 965 661 -32% Cole 1 to3 0 1,248 0% 456 1,248 174% Library Learning Center 2 368 436 18% 419 436 4% Total 9 1,550 2,395 55% 1,840 2,395 30% • Coleclosedforrenovationsfrom 9/1/15to 2/22/16 ••coleincreasedfrom1to3stations Self-Check vs Staffed User Sessions Quarterly Comparison Year Comparison Oct-Dec 2015 Jan-Mar 2016 Jan-Mar 2015 Jan-Mar 2016 I Staffed Station Self-Check I Staffed Station Change Self-Check I staffed Station Self-Check I Staffed Change Self-Check Station 64% I 36% 63% I 37% -1% 61% I 39% 63% 1 37% 2% • Cole closed for renovations from 9/1/15 to 2/22/16 .. Dove reduced from ·s to 2 self-checks starting on 2/29/16 Self-Check vs Staffed Item Transactions Quarterly Comparison Year Comparison Oct-Dec 2015 Jan-Mar 2016 Jan-Mar 2015 Jan-Mar 2016 Self-Check I Staffed Station Self-Check I Staffed Station Change Self-Check I staffed Station Self-Check I Staffed Change Station 63% I 37% 69% I 31% 6% 59% I 41% 69% I 31% 10% • Coleclosedforrenovationsfrom 9/1/15to 2/22/16 Page 1