HomeMy WebLinkAbout2017-02-15; Library Board of Trustees; MinutesMINUTE S
MEETING OF:
DATE OF MEETING:
LIBRARY BOARD OF TRUSTEES
Wednesday, February 15, 2017
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 4:01 p.m.
ROLL CALL:
Present: Trustees Cannon, DeForest, Hulsart, and Parsons
Absent: Trustee Hinman
Staff Present: Heather Pizzuto, Library & Cultural Arts Director
Diane Bednarski, Deputy Library Director
Suzanne Smithson, Deputy Library Director
Fiona Everett, Senior Management Analyst
Glynn Birdwell, Principal Librarian
Debbie Jo McCool, Associate Analyst
Keith Gemmell, Library Programs & Venues Coordinator
Devin Castel, Senior Business Systems Specialist
Megan Vanzandt, Senior Office Specialist
ITEM #3
Library & Cultural Arts Director Heather Pizzuto introduced Richard Schultz as the new Cultural Arts
Manager.
APPROVAL OF MINUTES:
By proper motion, the minutes of the Library Board of Trustees meeting of Dec. 14, 2016, were
approved. Approved 4-0-0-1. {Trustee Hinman absent) The Board was unable to approve the
Jan. 18, 2017 minutes of the meeting due to lack of a quorum of Trustees who attended the
Jan. 18, 2017 meeting.
MONTHLY LIBRARY REPORTS:
The Board received the January 2017 Monthly Library Report.
Chair Hulsart inquired as to what happens when an event's attendance reaches near capacity. Library
& Cultural Arts Director Pizzuto and Deputy Library Director Suzanne Smithson explained that some
events like Story Time Theater have multiple showings and for other events numbered tickets are
handed out before the event to ensure attendance will not exceed facility capacity.
Trustee DeForest commented on the difference in the population at the Dove Library in comparison to
the Cole Library, in terms of their use of services. Library & Cultural Arts Director Pizzuto agreed and
explained that is why we tailor our service levels to the populations that use those facilities.
Page 2 of 4
Library Board of Trustees
Minutes of the February 15, 2017 Meeting
TECHNOLOGY UPDATE:
The Board received the Quarterly Technology Report for the period of Oct. to Dec. 2016. Senior
Business Systems Specialist Devin Castel provided an overview of the report. It was noted by Chair
Hulsart that the self-check use and transactions percentages are significant. Senior Business Systems
Specialist Castel confirmed we are achieving established self-check goals. Deputy Library Director
Suzanne Smithson added that the library's wireless and wired internet use is now evenly distributed
system-wide.
i
Senior Business Systems Specialist Castel provided a technology update on the new self-check credit
card functionality accommodating chip-enabled card acceptance and contactless payments. Currently,
the Learning Center and Cole Library have the chip-enabled card acceptance installed, and plans are to
have the chip-enabled card acceptance completed at the Dove Library by next week.
Senior Business Systems Specialist Castel provided an update on the patron computer, print and copy
management procurement process. Responses to the Request for Proposal are due by Feb. 16, 2017.
GIFT ACCEPTANCE AND RECOGNITION POLICY:
The Board received the updated Gift Acceptance & Recognition policy. Library & Cultural Arts Director
Pizzuto explained policy changes related to acceptance of monetary gifts. A few years ago the City
Council made a change to Carlsbad Municipal Code Section 2.08.100 on the amount of a financial gift
requiring City Council acceptance of a gift, from $500 to $5,000. Now, if a financial gift is under $5,000,
it can be accepted administratively on behalf of the city council. The authority for accepting Library &
Cultural Arts department donations rests with the Library & Cultural Arts Director, and the policy has
been updated to reflect this dollar value change.
Along with the updated policy, Library & Cultural Arts Director Pizzuto presented the Board with a
sample donation activity report for January 2017 entitled City of Carlsbad Library Donation Activity-
General Fund/Gifts & Bequests, and provided the Board with an overview of the three endowments
managed by the Foundation: the Robert H. Gartner endowment; the Benson Family Fund endowment;
and the Cannon endowment. After review of the information, it was decided by the Board that it
would be sufficient for this report to be presented every six months.
By proper motion, the Gift Acceptance & Recognition policy was approved. Approved 4-0-0-1. (Trustee
Hinman absent)
DIRECTOR'S REPORT:
Director Pizzuto updated the Board on the following:
Budget-
Division staff completed and submitted funding requests this week. Assembling and finalizing
the budget is a key department focus through the end of February. In response to an inquiry
Page 3 of 4
Li bra ry Boa rd of Trustees
Minutes of the February 15, 2017 Meeting
from Trustee Cannon, she briefed the Board on DVD and video games insurance fee revenue
projections for FY 2016-17.
Dove Library Cafe -
The City is in the final stages of an agreement with a firm advising on a budget for finishing the
space and cost recovery model. Staff has received what is needed regarding menu evaluation.
Renovation open items -
• The preliminary plan has been received for festoon lighting in the courtyard and is being
reviewed.
• Information has been received this week on the fireplace screen materials proposed for heat
management.
• Additional LED lighting fixtures were installed in the living room area above the gondolas
holding new books and popular materials.
Personnel and staff development -
• Interviews have been completed for the three-quarter-time circulation supervisor, and
reference checks are now being performed.
• An accounting technician has been hired and is in the process of being trained.
• Other administrative vacancies are in recruitment.
• Principal Librarian Glynn Birdwell announced her retirement; effective at the end of July.
Programs/services -
• Feb. 25 is the main event for Carlsbad Reads Together 2017, as the Library hosts Into the
Beautiful North author Luis Alberto Urrea as part of a community celebration.
• Library staff has been evaluating allowing an additional (3rd) renewal. Currently, a 3rd renewal
is offered when a copy remains available in the collection for other patrons to check out. The
consensus from staff is to move forward with the 3rd renewal as standard. Changes to add the
3rd renewal will require system testing and updates to procedures.
FOUNDATION REPORT:
Representative Parsons shared that the Foundation would meet next week. She will have a report at
the next Library Board of Trustees meeting.
FRIENDS OF THE LIBRARY REPORT:
Representative Cannon reported the paperback spinners have arrived and are beautiful.
Page4of4
Library Board of Trustees
Minutes of the February 15, 2017 Meeting
NSDC GENEALOGICAL SOCIETY REPORT:
Board Liaison Cindy Goodger summarized recent and upcoming programs and events. Membership
was reported at 317 members currently.
LIBRARY BOARD COMMENTS/ANNOUNCEMENTS:
Trustee DeForest discussed an article that gave statistics on the top 10 eBooks downloaded in
comparison to the top 10 books that were checked out.
Library Trustee Cannon announced her decision to resign the position of Library Trustee.
PUBLIC COMMENTS:
None.
ADJOURNMENT:
By proper motion (Parsons/DeForest) and vote the meeting was adjourned at 4:54 p.m.
R;;;;:5[(~ ~
Megan Vanzandt
Senior Office Specialist
Systemwide ...
Monthly LIBRARY Reports
for
JANUARY 2017
ITEM#4
1. The Business Systems Tea_m, in coordination with our vendor, successfully implemented an
upgrade to the Library's Integrated Library System (ILS) in early January. All public services .
areas were restored prior to the library opening, and the entire upgrade was complete by
close of business. The upgrade lays the ground work for upcoming services and enhancements
that will be provided by the Library.
2. Storytime programs across all facilities saw an increase in attendance during this unusually
rainy month. Preschool and toddler age programs saw groups of more than 100 at several of
the morning events at both Cole and Dove.
3. On Jan. 19, Community Outreach Supervisor Lizeth Simonson and Children's Senior Librarians
Barbara Chung and Marsha Weeks attended the Santiago Library System Performer's
Showcase in Yorba Linda. They saw 5-minute snippets of 41 performers who present programs
in libraries and schools throughout Southern California. Most of the performers for the 2017
Summer Reading Program were able to be booked while at the event.
CCL, Dove Lane ...
4. Over Martin Luther King Jr. weekend the Library & Cultural Arts Department hosted three
musical events in the Schulman Auditorium. On Saturday, the enormously popular This is Jazz
and Opera Preview series showcased both lectures and musical performances. The weekend
concluded with a well-attended concert featuring Steinway Artist and Pianist for Peace Louis
Landon as he performed original compositions along with standards by Gershwin and Cole
Porter.
5. The library's five-part Your Library Mean Business workshop series launched on Jan. 24 at the
Dove Library with a workshop focused on sharing multiple avenues of business ownership led
by Roxanne Rapske of FranNet San Diego. The workshop was attended by 14 very eager
learners with passions for starting their own businesses. Upcoming workshops include how to
secure business financing, create online marketing, doing business in Carlsbad, and business
resources available through the Library.
6. On Monday, Jan. 30, the Carlsbad Playreaders kicked off their 2017 season with nearly 200
people with their production of Neil Simon's "Last of the Red Hot Lovers." This comedy
featured a mixture of five well-known and up-and-coming San Diegan actors as they
performed an outrageously funny show.
7. The first author talk of 2017 took place on Saturday, Jan. 28, and featured three novelists in a
panel discussion who spoke about their own enchanting novels set in the illustrious world of
Hollywood. The panel consisted of Anne Girard (Platinum Doll), Susan Meissner (Stars Over
Sunset Boulevard) and Suzanne Redfern (No Ordinary Life). It was moderated by Adventures
by the Book founder Susan Macbeth. Audience members heard how each author drew on
characters from history and the scandal of the Hollywood lifestyle to create their stories.
Members of the audience also had the opportunity to ask their own questions about character
development and writing methods.
Monthly Library Reports for January 2017
8. Classes continued and expanded in the Exploration HUB with a total of 41 classes and
demonstrations offered and 231 patrons attending. The most popular classes (by attendance)
are the Photoshop Elements, Beginning Tinkercad, and Silhouette Cameo classes.
9. Three teens performed to an enthusiastic audience of 40 patrons at a teen Open Mic Night
held in the Dove Lane Library Courtyard on Jan. 26.
Georgina Cole ...
10. The fourth session in The Year of Mindfulness series of programs was held in the Cole Library
Community Room on Jan . 26. This session focused on relationships and how pausing for small
moments lead to better relationships. Participants learned how even the smallest moments
could stop or change the direction of negativity and prejudice. The session was attended by
104 people of all ages.
11. The Georgina Cole Library hosted two Library Got Game programs on Saturday, Jan. 14 and
Monday, Jan. 30. Eighteen people attended the Saturday afternoon program, and eight
people attended the Monday evening one. The programs have attracted patrons of all ages
and demographics. One disabled adult attended both programs with his assistant and was a
great participant in several games.
12. The genealogy staff presented the monthly hands-on Focus On classes which concentrated on
using and accessing remotely, the Library's most recent database addition: Newspapers.com
Library Edition. Site navigation, search strategies and exercises illustrating the value of
newspapers in genealogical research were covered. Thirteen people attended the workshops
held on Jan. 17 and 31.
13. An unexpectedly large crowd (43) attended the first Genealogy DNA Interest Group meeting
of the year on Jan . 21, which is now held on Saturday afternoons from 1 to 4 p.m. (instead of
Thursday nights from 6:30 to 8 p.m.). North San Diego County Genealogical Society program
chair Kathleen Cooper spoke on "Your Genetic Genealogy Roadmap: Where do you want to go
and what is the best route?" The class was intended for users new to DNA and provided a
thorough overview of testing options, algorithms used to calculate matches by different
testing companies, and programs for uploading results.
14. Beginning in January, an 11 a.m. session of Movers & Shakers (a movement, music and
imagination program for ages 18 months and up) was added on Fridays in hopes of reducing
the large attendance at the 10 a.m. session which has averaged around 85-90 people. The
average attendance for the additional sessions in January was 44, but the average attendance
for the established session remained at 85. The overall attendance at Movers & Shakers in
January actually increased by 52 percent instead of having the existing attendance
redistributed between the two programs, illustrating how popular programs for toddlers are at
the Georgina Cole Library.
15. Tuesday Afternoon Adventures (a weekly program for grades K-5) included presentations by
library staff on three Tuesdays with the themes of inaugurations, the science of snow, and
Lunar New Year celebrations. Outside presenters on the remaining two Tuesdays were Mad
Science and the Carlsbad High School Robotics Team. The Mad Science program on Jan. 17
2
Monthly Library Reports for January 2017
was on special effects in movies, and the 54 attendees got a behind-the-scenes glimpse of how
and what effects are used by directors. They learned about the science behind the magic with
special experiments that made things appear and disappear before their eyes. The Carlsbad
High School Robotics Team came on Jan. 31 and demonstrated the wonders of this year's
robots. The 63 kids in attendance were shown how the robots were designed and built and
then they got to try out the controls. They designed their own self-powered mint mobiles.
16. The Sewing for a Cause series of classes for the public began on Jan. 11 with nine participants:
eight adults and one teen. The second session on Jan. 25 incorporated a new volunteer who
will be helping with the twice-a-month series. The volunteer has taught sewing to children
and has a degree in fashion design. The second session had 13 participants: 11 adults and two
teens. The public classes for teens and adults are modeled after the pilot series held last fall in
which students learn sewing skills while making quilts for those in need.
Learning Center ...
17. The new semester of English as a Second Language (ESL) classes presented in partnership with
MiraCosta College started on Jan. 23. There are three classes, including basic reading and
writing class, an intermediate/advanced conversation class, and basic computer and digital
literacy class.
18. The Literacy Book Club met and discussed the young readers' edition of The Distance Between
Us by Reyna Grande on Jan. 26. The next book club pick is the Carlsbad Reads Together
selection, Into the Beautiful North by Luis Alberto Urrea. Literacy program participants who
are not in the book club are being encouraged to participate in the Carlsbad Reads Together
events. Copies of the book paid for by the state grant, are being given to those tutors and
learners who express interest in attending Carlsbad Reads Together events.
19. The Learning Center presented a two-day workshop to a group of 11 teens on Jan. 5 and Jan.
12 in which a local Carlsbad artist taught the teens the centuries-old tradition of pinata-
making. The teens enjoyed creating and decorating their own pinatas.
20. Like the children's programs at Cole, the Learning Center also hosted Mad Science presenting
"Movie Special F/X". The audience of 29 learned about special effects used by movie directors.
Then the following week staff presented a Lunar New Year celebration story craft session.
Outreach and Community Connections ...
21. Community Outreach Supervisor Lizeth Simonson attended the Head Start parent meeting on
Jan. 11 at Jefferson Elementary School. Thirty-five parents attended the meeting and received
information about library services, early literacy, homework assistance and children's
programs.
22. Members of the La Posada Homeless Outreach team visited the La Posada Shelter on Jan. 12.
Residents checked out materials that they had requested and received free books that they
could keep. Residents were able to set appointments to work with a librarian to have
technology questions answered. Intercept exit surveys were done which demonstrated that
3
Monthly Library Reports for January 2017
attendees enjoyed the visit (100 percent), learned something new (87.5 percent), are more
likely to go to a library (87.5 percent) and received a free book (100 percent). Those that
replied that they did not learn something new and were not more likely to go to a library
indicated that they were already a library user. The outreach team met after the event to
debrief and discuss ways to best serve this patron group.
23. Children's staff at Dove hosted a local Brownie troop on Jan. 11. They shared a brief
introduction to searching the catalog and highlighted some of our eResearch resources. Then
the troop went on a tour of the Children's Library and participated in a scavenger hunt to
learn about various resources.
24. Children's staff at Cole provided three tours to third-grade classes at Jefferson Elementary
School on Jan. 26 who were visiting City Hall, the Community Garden, and Cole Library as part
of the City Stuff program. Carlsbad History staff also shared a fifteen-minute presentation with
the three classes. A historical map with an overlay showing changes in roads, photographs of
Jefferson school, a Shipley letter was written by a child that included illustrations and a very
simplified Carlsbad address on the envelope were pulled to illustrate changes to Carlsbad
locations and location data over the years. Students were given historical map brochures to
continue the lesson on their own time.
4
1
2
3
4
LIBRARY BOARD STATISTICS
January 2017
~_, Reference, Circulation, Visitors
Reference Questions Jan-16 •2 Dec-16 Jan-17
Dove Library 11,228 8,591 8,929
Cole Library 1,815 6,213 6,776
Library Learning Center 1,894 . 573 542
Total 14,937 15,377 16,247
Technology Assistance Jan-16·2 Dec-16 *3 Jan-17 '3
5 Dove Library 2,574 2,151
6 Cole Library 2,347 2,529
7 Library Learning Center 148 205
8 Total -5,069 4,885
Circulation Jan-16 •2 Dec-16 Jan-17
9 Dove Library 63,971 48,001 54,905
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
Cole Library 0 26,100 31,796
Library Learning Center 9,812 1,263 1,504
eAudiobook Downloads 1,510 1,956 2,365
eBook Downloads 3,632 3,958 4,289
eMagazine Downloads 1,213 946 1,111
Total 80,138 82,224 95,970
People Count Jan-16 •2 Dec-16 Jan-17
Dove Library 32,340 25,876 29,342
Cole Library 0 17,756 22,171
Library Learning Center 10,128 3,999 4,724
Total 42,468 47,631 56,237
Programs and Technology
Library-Sponsored Programs Jan-16 *2 Dec-16 Jan-17
Pre-School Programs 62 43 70
Attendance 2,324 1,902 3,576
School Aged Children's Programs 25 24 40
Attendance 379 598 757
Young Adult Programs 2 6 7
Attendance 19 36 66
Adult Programs 28 52 75
Attendance 952 1,282 1,576
Technology Usage Jan-16 *2 Dec-16 Jan-17
Computer Use 6,815 6,611 7,397
WiFi Use 1 -7,014 6,826
Webpage Views 40,676 47,312 60,859
Database Usage 9,218 6,564 8,354
Facility Meeting Room Use Jan-16 *2 Dec-16 Jan-17
Events 48 50 69
Attendance 2,764 4,401 4,498
Volunteer Hours Jan-16 *2 Dec-16 Jan-17
Total Hours 1,278 1,066 1,409 .. 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. Cole Library officially reopened 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 April 14, 2016, Dove Library reopened on June 21, 2016. Library Learning Center hours
returned to pre-remodel hours effective June 25, 2016
*3. New data field/State Library required -Technical Assistance data is a subset of reference questions.
/'
G:arlsbad
C ity Library Carlsbad City Library -Technology Report -October -December 2016
PC Management Sessions
-Quarterlv Comoarison Year Comoarison
Location Total
Com outers
Dove Adult Lab 15
Dove Express 2
Dove Walk-up 20
Dove Children's 7
Cole Adult 19
Cole Express 1
Cole Children's 6
Cole Teen 2
Learning Center Children's Lab 7
Learning Center Adult Lab 7
Total 86
Cole closed for renovations from 9/1/15 through 2/21/16.
Wireless User Sessions
Ouarterlv Coinoarison
Location Jul-Sep Oct-Dec
2016 2016
Dove 6,724 11,519
Cole 4,387 7,275
Library Learning Center 1,182 1,906
Total 12,293 20,700
Jul-Sep Oct-Dec Change 2016 2016
2,437 2,581 6%
436 407 -7%
7,800 6,876 -12%
652 535 -18%
7,629 6,845 -10%
497 451 -9%
1,075 841 -22%
143 303 112%
1,037 300 -71%
2,040 1,368 -33%
23,746 20,507 -14%
Year Comoarison
Change Oct-Dec Oct-Dec
2015 2016
71% 14,067 11,519
66% -7,275
61% 3,548 1,906
68% 17,615 20,700
Wi-Fi reporting server down 12/21/15 until 8/15/16; Cole closed for revovations from 9/1115 through 2/21/16.
Combined Wireless and Wired Internet Sessions
Quarterly Comparison Year Comparison
Location Jul-Sep Oct-Dec Change Oct-Dec Oct-Dec
2016 2016 2015 2016
All Library Locations 36,039 41,207 14% 35,096 41,207
Wi-Fi reporting server down 12/21/15 until 8/15/16; Cole closed for renovations from 9/1/15 through 2/21/16.
Earlv Literacv Stations -User Sessions
Oct-Dec
2015
4,009
705
7,584
1,096
-
-
-
-
909
3,178
17,481
Change
-18%
-
-46%
18%
Change
17%
Quarterlv Comoarison Year Comoarison
Location Total Jul-Sep 2016 Oct-Dec Change Oct-Dec Oct-Dec
Com outer 2016 2015 2016
Dove 4 -1,856 -1,182 1,856
Cole 3 2,732 2,204 -19% -2204
Library Learning Center 2 484 299 -38% 368 299
Total 9 3,216 4,359 36% 1,550 4,359
Dove Early Literacy Stations deployed 11/9/16; Cole increased from 1 Early Literacy Station to 3 Early Literacy Stations in February, 2016;
Cole closed for renovations from 9/1/15 through 2/21/16.
Self-Check vs Staffed User Sessions
Oct-Dec
2016
2,581
'407
6,876
535
6,845
451
841
303
300
1,368
20,507
Change
57%
-
-19%
181%
Quarterly Comparison Year Comparison
Change
-36%
-42%
-9%
-51%
-
-
-
-
-67%
-57%
17%
Jul-Sep 2016 Oct-Dec 2016 Change Oct-Dec 2015 Oct-Dec 2016
Self-Check I Staffed Self-Check I Staffed Self-I Staffed Self-Check! Staffed
74% I 26% 74% I 26% 0% 64% I 36% 74% I 26%
ITEM #5
Change
10%
Cole closed for renovations from 9/1/15 through 2/21/16; Cole increased from 3 to 4 self-checks starting on 2/22/16; Dove increased from 5 to 6 self-checks starting on 6/21/16.
Self-Check vs Staffed Item Transactions
Quarterlv Comoarison Year Comparison
Jul-Sep 2016 Oct-Dec 2016 Change Oct-Dec 2015 Oct-Dec 2016 Change . Self-Check Staffed Self-Check I Staffed Self-I Staffed Self-Check I Staffed
79% 21% 79% I 21% 0% 63% I 37% 79% I 21% 16%
Cole closed for renovations from 9/1 15 through 2/21/16; Cole increased from 3 to 4 self-checks starting on 2/22/16; Dove increased from 5 to 6 self-checks starting on 6/21/16.
Page 1
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Upgraded Services
• Copying, Printing and Scanning
• Automated Computer Management
• Mobile Printing
• Pay:ment Integration
Project Timeline
• RFP Responses Due: February
• Demonstrations: March
• Solution Selection: April
• Implementation: Late Summer
GIFT ACCEPTANCE & RECOGNITION
1
GIFT ACCEPTANCE & RECOGNITION
Purpose:
POLICY:
Fostering community support
Equitable practice
Administrative ease
Gift Acceptance
!ITEM #61
The Library & Cultural Arts department encourages and welcomes monetary gifts
that support and enhance library or cultural arts services, as well as library
materials in good condition. Gifts may be from individuals, families, businesses,
corporations, foundations and other organizations.
Depending upon the nature of the gift and the donor's interests, monetary
donations may be directed to the library, Cultural Arts Office or one of its support
organizations. Each support organization may have its own gift acceptance
policy.
Gifts of library materials are accepted if they fulfill the library's collection
development plan, which includes additional policies on acceptance. Materials
not suitable for addition to the library's collection are offered to the Friends of the
Library for resale, with the proceeds benefitting Carlsbad City Library programs
and services.
Gifts of objects, furnishings and equipment, as well as in-kind contributions, may
be accepted or offered to any of the support organizations if they do not fulfill the
mission, vision or service goals of the department. Separate policies may apply
to these gifts.
The Library & Cultural Arts director or another designee of the city manager has
responsibility for management of gift receipt, acceptance and recognition, and for
development of acceptance criteria for gifts. A gift may be declined if, in the
judgment of the Library & Cultural Arts director, acceptance of the gift presents
unacceptable restrictions or challenges, expense that significantly diminishes the
value of the gift, or the perception of impropriety; or if it conflicts with the
organization's mission, vision or service goals. The acceptance of a gift shall not
impede the ability to acquire gifts from other sources nor subject the department
or the city to adverse publicity. Certain individual gifts with a value determined by
the City Council must be accepted by the City Council.
Donations that are accepted become the property of the City of Carlsbad; items
purchased with donated funds will be retained so long as they continue to be
relevant and useful to the purposes of the department, and can be properly
stored, preserved and used. The department has the right to deaccession or loan
any items purchased with donated funds.
P & P\ GIFT ACCEPTANCE & RECOGNITION
02/2017
Reporting of Gifts
GIFT ACCEPTANCE & RECOGNITION
2
The Library & Cultural Arts director will report gifts to the Library Board of
Trustees directed for library use, and to the Arts Commission when directed for
cultural arts services; and make a recommendation on gifts that are subject to
City Council approval. All gifts are subject to applicable public record laws and
regulations as determined by the City of Carlsbad and the State of California.
Donor Recognition
The Library & Cultural Arts Department values its donors, and will establish
methods to appropriately acknowledge and recognize their gifts. The department
will promptly acknowledge gifts with a letter ofthanks unless the donor declines
this, and inform donors of how their gifts will be used. Gifts accepted by the City
Council will also receive a letter of thanks on behalf of the City Council.
Additional opportunities exist for recognition at a City Council meeting at the
donor's request. If the gift is honorific in nature, the honoree or his/her family will
also receive notification of the gift and its use.
The department may establish methods by which gifts are publicly
acknowledged. The purpose of public recognition is to thank donors, encourage
others to give, and to build long-term relationships between the organization and
its supporters. Every effort will be made to ensure recognition is timely,
meaningful to the donor, appropriate and consistent. Such methods may include
book plates; limited-term signage recognizing smaller or annual gifts; donor
walls, plaques or other ongoing recognition; named spaces, amenities, programs
or endowments; the establishment of giving circles or communities of giving;
recognition events; and recognition utilizing print and digital communication
methods such as newsletters, press releases, annual reports, websites, and
social networking sites.
The extent of recognition shall be in proportion to the value of the contribution
and its impact. The design of donor recognition methods will complement rather
than conflict with delivery of services and programs, and will be consistent with
principles and standards applied to the design of facilities, marketing and
communication tools. The duration of donor recognition may change as facilities
and communication methods are altered .
The department respects the privacy of donors and will refrain from publicly
recognizing gifts if the donor requests anonymity (to the extent permitted by law).
Support organizations establish and maintain their own recognition policies. The
department may collaborate with one or more of these organizations in
recognizing gifts to them that directly support department facilities, programs and
services. Joint' recognition will be consistent with the department's policies on
donor recognition. As the department establishes donor recognition programs, it
P & P\ GIFT ACCEPTANCE & RECOGNITION
02/2017
GIFT ACCEPTANCE & RECOGNITION
3
will do so in consultation with its support organizations to facilitate their success
in attracting gifts.
Physical Space Recognition
Requests for naming physical space or amenities within facilities are subject to
the City Council's policies on naming rights, unless otherwise determined by the
City Council. The naming or designation of facilities or amenities shall never be
granted in perpetuity.
Other Considerations
Because of its noncommercial, nonprofit status, the department is committed to
providing programs and services that are free from influence or editorial control
by an external funding source.
Purchasing decisions, including property, equipment, materials, furnishings,
programs, and services, will reside with the department.
Policy approved by the Library Board of Trustees -September 28, 2011
Procedure:
Gifts with a value of $5000 or greater must be accepted by the city council.
Refer questions or concerns to a supervisor, the Person-in-Charge (PIC) or
L&CA administration.
For more information on donations of materials see Collection Development
Policy.
P & P\ GIFT ACCEPTANCE & RECOGNITION
02/2017