HomeMy WebLinkAbout2016-09-21; Library Board of Trustees; MinutesMINUTES
MEETING OF:
DATE OF MEETING:
LIBRARY BOARD OF TRUSTEES
Wednesday, September 21, 2016
Carlsbad City Library Board Room
1775 Dove Lane, Carlsbad, CA 92011
PLACE OF MEETING:
CALL TO ORDER:
Chair Hulsart called the meeting to order at 4 p.m.
ROLL CALL:
Present: Trustees DeForest, Cannon, Hulsart, Parsons
Absent: Trustee Hinman
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, Programs & Venues Coordinator
Devin Castel, Senior Business Systems Specialist
Megan VanZandt, Senior Office Specialist
AMENDED
ITEM #3
Library & Cultural Arts Director Pizzuto introduced Kristi Bell as the new Senior Librarian for
Collections and Technical Services.
APPROVAL OF MINUTES:
By proper motion, the Minutes of the Library Board of Trustees meeting on Aug. 17, 2016, were
approved as amended. Approved 4-0-0-1 (Trustee Hinman absent)
MONTHLY LIBRARY REPORTS:
The Board received the August 2016 Monthly Library Report.
SUMMER READING PROGRAM FINAL REPORT:
Senior Librarians Barbara Chung and Leila Dooley presented to the Board the final Summer
Reading Program report. Senior Librarian Chung reported over 500 children signed up the first
day., Thanks to the generosity of the Friends of the Library, every child participating in the
program received a book oftheir own. Over 3,000 books were given away within the first two
weeks of the program and over 1200 t-shirts were handed out to children who completed the
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Library Board of Trustees
Minutes of the September 21, 2016 Meeting
program. Special thanks were extended to the Friends ofthe Library who sponsored many
wonderful performers in the Ruby G. Schulman Auditorium.
Senior Librarian Dooley noted this year volunteers, rather than staff, heard reports from teens
for the first time at Dove Library, totaling 124 hours of volunteer service. Trustee Hulsart
inquired as to when teens should begin signing up to volunteer for the Summer Reading
Program. Senior Librarians Chung and Dooley advised that teens can start to sign up on May 1
and to watch the website.
Director Pizzuto added that we are among the public libraries in California that reports Summer
Reading Program data, which is collected statewide, to help public libraries to understand the
overall impact of summer reading programs and how they contribute to reinforcing reading
skills. Statewide data allows libraries to demonstrate the value of this kind of program for
communities, in general, is important in seeking funding or partnership support for statewide
initiatives.
Trustee Hulsart asked if through this reporting are we able to get percentages of participation
in our city compared to other cities. Deputy Director Smithson added that the survey was
submitted last week and the population was not requested but is often populated
automatically in survey results. Trustee Hulsart was curious to see how we compare with other
cities since Carlsbad has had an avid turnout. She thanked the staff for all they do to make the
reading program outstanding.
Trustee Sherman mentioned seeing a recent NOVA program that quantified the effects of
summer reading programs. Without summer programs there was a decrease of about three
months of reading skills after summer vacation, and with summer reading programs there was
an increase in reading skills.
ELECTION OF CHAIR & VICE-CHAIR:
Trustee Parsons nominated Trustee Hulsart as Chair and Trustee Hulsart nominated Trustee
Parsons as Vice Chair for FY 2016-17. Approved 4-0-0-1 (Trustee Hinman absent)
APPOINTMENT OF REPRESENTATIVES TO LIBRARY & ARTS FOUNDATION BOARD & GALLERY
COMMITTEE:
Chair Hulsart nominated Trustee Parsons as the Library & Arts Foundation Board representative
and Trustee Cannon as the Gallery Committee representative for FY 2016-17. Approved 4-0-0-1
(Trustee Hinman absent)
STAFFING AND SUCCESSION PLANNING UPDATE
Director Heather Pizzuto gave a presentation to the Library Board on staffing and succession
planning, an initiative that has not been as visible as the library redesigns but has been just as
important.
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Library Board of Trustees
Minutes of the September 21, 2016 Meeting
Last winter, work began with Ruth Metz, whose consulting background includes library strategic
planning, organizational development, and leadership development. This project was based on
the expectation that a future of dynamic change, responding to community interests, requires a
staff that is equally dynamic and capable of changing service delivery. Just like our buildings and
technology, our staff is a critical ingredient to success.
The presentation provided the Library Board with the staffing and succession planning project
goals and objectives, key activities, key findings, and the next steps in planning for the future
direction of the professions that provide and support library and cultural arts services.
Since July, the talent assessment process was applied to three positions; the Cultural Arts
Manager and Training Coordinator, which are both vacant, and the Librarian Series, a broad
discussion of an entire professional series, as a means of looking ahead at general staff
development and succession planning needs.
A staff development day is scheduled for Oct. 27, where the Strategic Framework and process
will be reviewed, and the City Manager will participate. The City leadership team is also focused
on the topic of succession planning and the development of staff. Resources to sustain this
effort at the department level still need to be identified.
EXTERIOR CLEARANCE AREAS AT LIBRARY FACILITIES
Director Heather Pizzuto presented the Library Board with updated diagrams of the Dove
Library, Georgina Cole Library and Library Learning Center designating clearance areas at each
facility to ensure adequate access and emergency egress.
By proper motion, the proposed diagrams indicating exterior clearance areas at all library
facilities were approved. Approved 4-0-0-1 (Trustee Hinman absent)
With the Library Board of Trustee's approval, Director Pizzuto will be submitting these diagrams
to the City Attorney's office for review before they are posted on the website.
DIRECTOR'S REPORT:
Director Pizzuto updated the Board on the following:
Library redesign closeout activities-
• Furniture and equipment delivery and installation are nearly complete. West patio
landscaping is underway at the Dove Library
• Programming is almost complete for the complex lighting at Dove Library.
• Programming for the HVAC system is its own project moving forward.
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Library Board of Trustees
Minutes of the September 21, 2016 Meeting
Programs and events-
• Literacy Open House at the Learning Center is scheduled for Sept. 29.
• Urban Libraries Council forum in Kansas City, MO will be held Oct. 5 to 7, with Director
Pizzuto and Deputy Director Bednarski attending.
• Citizens Academy Community Services presentation will be held at the Dove Library on
Oct. 20.
• Director Pizzuto and staff will be attending the State Library Director's Forum and CLA
Conference from Nov. 2 to 6 in Sacramento.
Personnel and staff development-
• Applications are being screened for the Cultural Arts Manager position. First interviews
are scheduled for early October.
• Training Coordinator recruitment is open.
• All libraries will close to allow all staff to participate in the annual Staff Development day
on Oct. 27, reopening at 2 p.m.
• Circulation Technician, Lindsey Craig-Jones, was awarded a Public Library Staff Education
Program {PLSEP) scholarship from the State Library to assist in tuition for her Masters of
Library and Information Science. Her application was supported by the Library.
Technology-
• Bandwidth has been adjusted for large streaming files.
• Google Chrome is being set as the default browser for internet users at the library
instead of Internet Explorer.
• The launch of CENIC high-speed internet is anticipated to occur Columbus Day, Oct. 10,
resulting in increased bandwidth. Implementation at the Georgina Cole Library and the
Library Learning Center will follow in late October.
• Deputy Director Smithson described technology issues that have affected print/copy
services and the city's efforts to work with Xerox daily to resolve these issues.
Board and Commission activities-
• Trustee Bradley will be presented with a proclamation at the Sept. 27 City Council
meeting at 6 p.m.
• Sept. 29 is the Boards & Commissions Appreciation Event
• A training event is being planned for November or December for members of the Boards
and Commissions related to Library & Cultural Arts services.
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Library Board of Trustees
Minutes of the September 21, 2016 Meeting
FOUNDATION REPORT:
Representative Parsons reported that the inaugurai"Night at the Library" Gala night was a
stellar evening. Mr. Schulman was honored on the occasion of his ggth birthday. The possibility
of holding next year's event at the Cole Library was discussed.
FRIENDS OF THE LIBRARY REPORT:
Trustee Hulsart reported that the Old & Interesting sale dates were moved to Oct. 15-16 in the
Gowland Meeting Room, followed by the Holiday Boutique beginning on Dec. 5.
Trustee Cannon reported that the Friends of the Library are delighted with the two new
bookstores and are experiencing increased sales.
NSDC GENEALOGICAL SOCIETY REPORT:
Board Liaison Cindy Goodger summarized recent and upcoming programs and events.
LIBRARY BOARD COMMENTS/ANNOUNCEMENTS:
The Board welcomed new trustee Library Trustee Taffy Cannon.
PUBLIC COMMENTS:
None
ADJOURNMENT:
By proper motion (Bradley/Parsons) and vote the meeting was adjourned at 5:19p.m.
Respectfully submitted,
~~~
Senior Office Specialist
Systemwide ...
Monthly LIBRARY Reports
for
AUGUST 2016
ITEM #4
1. The annual Summer Reading Program concluded on Friday, Aug. 12, with close to 5,000 participants and
more than 1.8 million pages read. The two concluding family programs, held at all sites with capacity
crowds, were Buster Balloon on Aug. 2, and John Abrams' Animal Magic on Aug. 10. Buster Balloon
presented an exciting and interactive show creating a series of astonishing balloon figures. John Abrams
created magic with the help of his special live critters, the favorite being an all-white chinchilla.
2. Throughout the summer, teens volunteered more than 6,000 hours toward the success of the program,
primarily listening to reports and handing out prizes as well as assisting with programs and storytimes.
Teens are thanked with prizes, special appreciation events, and certificates of hours served.
3. Progress was made toward the final implementation of the various pieces for the Library's transition to the
CaiREN/CENIC high-speed internet service for patrons. Cutover to the new service is currently scheduled for
October.
4. Staff continued to work with City I.T. and vendors to resolve connectivity and service issues with patron
computer and printing services. Several steps have been made, new equipment deployed, and services have
improved.
5. Staff in multiple divisions worked to implement an "Available Soon" location in the catalog to replace more
confusing terminology, alleviate a time-consuming additional processing step for staff, and expedite the
ability for patrons to place hold requests on new materials. This term will appear in the catalog when items
newly received are being processed to add to the collection.
6. The Library maintains two complementary documents to guide staff in developing and maintaining the
collection. Both of these documents are now being reviewed and updated with completion targeted by the
end of December 2016.
Collection Development Policy. The Collection Development Policy informs both the public and staff about
the scope ofthe library's collection as it relates to the informational, cultural and recreational interests of
the Carlsbad community. It encompasses national standards and provides a broad description of how the
staff makes selections and withdrawal decisions, processes gifts, labels materials, addresses challenges to
materials and so on. The Policy is a public document that can be accessed from the Library's website
(http://www.carlsbadca.gov/civicax/filebank/blobdload.aspx?BiobiD=23790). It is intended to be reviewed
and updated every four years.
Collection Management Guidelines. The guidelines are working documents for staff use. The purpose is to
describe the goals of each discrete collection area and document work undertaken to maintain that area
and/or achieve new goals. They provide specific direction regarding selection, assessment, and withdrawal.
Each selector is responsible for reviewing and updating their specific selection area guidelines at least every
four years.
7. Staff participated in a day-long workshop with consultant Ruth Metz on Aug. 11 to work together on plans
for staff training and development, position descriptions, roles and succession planning.
CCL, Dove Lane ...
8. On Saturday, Aug. 27, popular San Diego Jazz singers Rosemary Watson and Peter Marin debuted their new
show Vegas '69 in the newly renovated Ruby G. Schulman Auditorium at the Dove Library. This special
evening performance featured the greatest songs from four decades of jazz, movies and musicals and was
Monthly Library Reports for August 2016
attended by an at-capacity crowd of 219 patrons. The show also featured Rosemary's nationally acclaimed
comedic impersonations of several celebrities and politicians including Hillary Clinton.
9. Past Carlsbad Reads Together author, T. Jefferson Parker visited the library to discuss his most recent book
"Crazy Blood." Parker discussed key characters in the story and the writing process undertaken to develop
them. The event concluded with an audience Q&A followed by Parker signing books in the courtyard.
10. Nearly 150 patrons were entertained by Amy Herzog's drama entitled "After the Revolution" presented by
the Carlsbad Playreaders on Monday, Aug. 15. The show poses questions of national loyalty, citizenship,
betrayal and freedom through observation of a family discussing their deceased grandfather who was a
Russian informant during the Cold War.
11. Staff continue to prepare and train for the opening of the Exploration HUB. August training included
software and hardware instruction on Garage Band, Digitization Media, Arduino, Silhouette, iMovie, and
Google Drive. Staff were able to participate from the instructor and learner perspectives.
12. Two teen events were held in August. Open MIC Night on Aug. 4 in which two singers-Joel Gomez, who
also played ukulele, and Lizzie Waters, who played guitar-were showcased and performed to an audience
of 30 people in the courtyard. The Creative Talents show (third in the talent show series) was held on
Aug. 11 in the Ruby G. Schulman Auditorium with eight acts and 75 people in the audience. The winner was
Shira Ellisman playing Texas Fiddle.
Georgina Cole ...
13. On Sunday, Aug. 14, the Magee Park Poets continued their 2016 workshop series with a workshop led by
Terry Spohn which was attended by 18 people in the Cole Community Room. The workshop, "Breaking and
Entering: Chipping Away at Writer's Block" was an exercise in taking an indirect route to breaking into
another poet's creation and taking one's work in new directions. Spohn has an MFA from the University of
Iowa. His work has appeared in Rattle, Gold Man Review, The Sow's Ear Poetry Review, The North American
Review, Mississippi Review and others.
14. Kenny Goldberg from KPBS visited the Cole Library for interviews and photos of the Library's Paws to Read
program. The work of the Love on a Leash non-profit organization was the focus of the story. The final
product including an interview with Library Assistant Kylee Seal is available at
http:/ /www.kpbs.org/news/2016/sep/05/therapy-dogs-bring-love-leash/. The Paws to Read
program is regularly offered two times per month at both Cole and Dove libraries and once per month at the
Learning Center.
15. Children's staff presented a Kindergarten Kick-off event on Thursday, Aug. 25, to a group of 65 participants.
The annual event presents a special storytime to help graduating preschoolers get ready for the first day of
school. Finishing with a reading of "The Kissing Hand" by Audrey Penn, the children worked on three crafts
and then received a diploma.
16. The Focus On genealogy series was held in the training lab at the Learning Center on Aug. 2 and Aug. 16
focusing on Cyndi's List and Linkpendium. Both sessions were filled to capacity and, despite the slow
internet speed, feedback was positive.
17. Various programs presented by the North San Diego County Genealogical Society in partnership with the
library instructed participants on how to insert photographs into their family histories, tips for finding
genealogy resources online, advice on how to get started with AncestryDNA, the history of Little Italy in
San Diego, tips for writing memoirs and a new program on writing your own autobiography.
2
Monthly Library Reports for August 2016
Learning Center ...
18. Three teen programs were offered in August: Book Games Come to Life, Get in the Game to Win and
Mathmania Robotics. Thirty-seven teens enjoyed participating in these fun activities.
19. The new Read and Play Summer Club, a reading/book club during the Summer Reading Program and
des igned for readers in grades 1-3 was very successful. Twelve children read "The Summer of the Sea
Serpent," by Mary Pope Osbourne. They participated in activities based on the book including a puzzle
20. Six pairs completed the Summer Youth Literacy Program and the participants met the learning objectives by
increasing their scores from the pre-assessment test to the post-assessment test. The children and parents
met with their volunteer tutors twice a week for seven weeks.
21. The Learning Center received almost 200 free books from the San Diego Council on Literacy. One set is being
reviewed as a possible Literacy Book Club selection and the others will be used by Bilingual Services as give-
away books at some of their events.
22. Two tutor orientations and one tutor training were held. There was a terrific response to outreach efforts
which included a table featuring Adult Learning at the Dove reopening, an appeal letter sent to current
tutors and information provided at library volunteer orientations. We expect to have many new tutors
trained in September.
23. The English as a Second Language classes offered in partnership with MiraCosta Community College started
on Aug. 22. Two classes are being offered: an ESL class on Monday and Wednesday mornings and an English
conversation class on Monday and Wednesday evenings.
Outreach and Community Connections ...
24. The San Diego County Office of Education Migrant Education Program completed the summer session at the
Learning Center. Through this collaboration children received instruction in math and language arts and
were able to participate in the Summer Reading Program.
25. Librarian Maile McKeon was invited by Shawn Jones, a teacher at Carlsbad High School to be a charter
member of the Carlsbad High School Film Academy Advisory Board. The Board will review work-based
learning projects to make sure they are parallel to industry expectations and if not, recommend how to
make them more aligned to industry standards. Maile was invited in part because she has a bachelor's
degree in film history and selects the DVDs for the library.
26. On Aug. 19 and 23, Senior Librarian Leila Dooley assisted staff from the San Diego County Registrar of Voters
as they surveyed the Gowland Meeting Room and the Cole Community Room to use as polling sites for the
Presidential election on Nov. 8. Both library locations will also be used as mail-in ballot drop-off locations
for the week prior to the election.
3
LIBRARY BOARD STATISTICS
August 2016
Reference, Circulation, Visitors
Reference Questions Aug-15 Jul-16 Aug-16
1 Dove Library 10,837 9,572 9,628
2 Cole Library 8,820 8,127 8,882
3 Library Learning Center 1,010 781 1,149
4 Total 20,667 18,480 19,659
Technology Assistance Aug-15 Julv-16 •3 Aue:-16 *3
s Dove Library -2,431 2,978
6 Cole Library -3,164 3,499
7 Library Learning Center -239 563
8 Total -5,834 7,040
Circulation Aug-15 Jul-16 Aug-16
9 Dove Library 67,942 63,726 58,571
10 Cole Library 31,999 34,448 33,246
11 Library Learning Center 1,098 1,741 1,279
12 eAudiobook Downloads 1,423 1,663 1,820
13 eBook Downloads 3,698 4,002 3,973
14 eMagazine Downloads 969 921 1,011
15 Total 107,129 106,501 99,900
People Count Aug-15 Jul-16 Aug-16
16 Dove Library 36,861 43,560 37,391
17 Cole Library 25,710 27,036 24,679
18 Library Learning Center 5,430 6,392 6,627
19 Total 68,001 76,988 68,697
Programs and Technology
Library-Sponsored Programs Aug-15 Jul-16 Aug-16
20 Pre-School Programs 16 44 25
21 Attendance 722 2,184 1,208
22 School Aged Children's Programs 20 48 26
23 Attendance 1,082 2,587 1,437
24 Young Adult Programs 3 5 6
25 Attendance 155 226 145
26 Adult Programs 32 20 25
27 Attendance 824 808 945
Technology Usage Aug-15 Jul-16 Aug-16
28 Computer Use 9,380 7,855 9,281
29 WiFi Use 1 8,389 -3,612
30 Webpage Views 44,047 210,765 101,013
31 Database Usage 5,203 6,035 6,784
Facility Meeting Room Use Aug-15 Jul-16 Aug-16
32 Events 48 so 56
33 Attendance 2,817 3,058 3,348
Volunteer Hours Aug-15 Jul-16 Aug-16
34 Total Hours 2,022 4,915 2,809
.. 1. Unable to collect data on W1F1 from Jan. to July 2016
*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, Dove Library reopened on June 21, 2016. Library Learning Center hours
returned to pre-remodel hours.
*3. New data field-Technical Assistance data required for State Library Survey.
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