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HomeMy WebLinkAbout2017-05-03; Library Board of Trustees; MinutesMEETING OF: DATE OF MEETING: PLACE OF MEETING: CALL TO ORDER: MINUTES LIBRARY BOARD OF TRUSTEES Wednesday, May 3, 2017 Carlsbad City Library Board Room 1775 Dove Lane, Carlsbad, CA 92011 Chair Hulsart called the meeting to order at 4:00 p.m. ROLL CALL: Approved: Present: Absent: Trustees DeForest, Hinman, Hulsart, Parsons, and Pearson None 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 Megan Vanzandt, Senior Office Specialist APPROVAL OF MINUTES: ITEM #3 By proper motion, the minutes of the Library Board of Trustees meeting of April 19, 2017 were approved. Approved 5-0-0-0. BUDGET OVERVIEW: The Board was provided the City of Carlsbad Library & Cultural Arts Budget Summary Fiscal Year 2017-18 handout along with a power point presentation offering budget highlights. Senior Management Analyst Fiona Everett and Associate Analyst Debbie Jo McCool reviewed the budget timeline and the allocated block budget including a two percent increase in maintenance and operations funding. Associate Analyst McCool explained appropriate uses of the department's contingency fund for one-time expenses, unanticipated needs or to invest in long-term projects such as RFID technology enhancement. Trustee Parsons inquired about the impact of carryover funds on the allocated budget. Staff explained the allocated block budget is not reduced when contingency funds are used. The department also has the opportunity to report trends in increasing expenses over time for possible adjustment, i.e. utility costs. Senior Management Analyst Everett highlighted current fiscal year budget priorities as well as upcoming FY 2017-18 budget priorities and objectives. Library & Cultural Arts Director Heather Pizzuto reviewed the single department request submitted for additional funding, a two-year limited term Senior Program Manager position. This position will provide additional resources to pursue the priority of staff talent assessment and development and succession planning, a Page 2 of4 Library Board of Trustees Minutes of the May 3, 2017 Meeting key initiative to prepare for multiple retirements and the need to align staff skills with service delivery needs. This request will be included in the preliminary budget presented to City Council on May 23. Trustees DeForest and Parsons inquired about the use of contract services versus a limited term position and how the position will be filled. Director Pizzuto explained that the department used contract services in the last fiscal year to develop a process for talent assessment and succession planning; the work ahead requires significant staff effort. This person would be embedded in the department and work with current staff. Various options to hire this position will be explored. Trustee DeForest asked about the inclusion of grant funding in the budget. Director Pizzuto and Senior Management Analyst Everett explained grant resources which primarily support the literacy program, and provided an overview of other special revenue sources. The amount is a small component of the total budget; in response to a question from Trustee DeForest, the exact percentage will be provided to the Trustees. Special revenue funds are segregated and used for the purpose they were intended, to provide enhanced services beyond what is funded by the city. Fine and fee revenues are deposited directly into the City's general fund, while the department's budget allows for operational funds to maintain programs. Chair Hulsart inquired about the department's contract costs and any impact from plans for a cafe. Associate Analyst McCool explained staff had reviewed existing contracts, upcoming new or amended contracts and have incorporated cost adjustments into the budget. Director Pizzuto clarified that potential cafe improvements represent an example of how the department may use contingency funds to support a one-time effort. The department also has the ability to request funds outside the budget process for special projects. Trustee Pearson inquired about employee turnover rate and avenues for hiring. Director Pizzuto explained that the Library & Cultural Arts department has one of the most diverse workforce populations of any department in the City of Carlsbad with an age range of 16 years up to 80 years. With a diverse range of skills needed and an opportunity to grow employees, the department's strategy is to develop talent internally in order to maintain a continuous stream of increasingly skilled employees along with attracting talent from the outside. By proper motion, the Board concurred with the Library & Cultural Arts budget submittal for FY 2017-18. Approved 5-0-0-0. DIRECTOR'S REPORT: Name badges - Trustees needing a badge were asked to advise Senior Office Specialist Megan Vanzandt. Facilities and renovation items - • Patron elevator repairs are complete, with state inspection received and elevator now back in service. Page 3 of4 Library Board of Trustees Minutes of the May 3, 2017 Meeting • Cole Library received a large delivery of additional furniture. Services and outreach- • Carlsbad City Library was selected to participate in the Virtual Reality Experience Project sponsored by the California State Library; the library will receive a Virtual Reality system for the public to use along with instruction. • A biannual survey of residents and library users is anticipated to occur in June/July. This is a separate effort from the annual city survey of residents. Upcoming events - • Construction management firm SchneiderCM will receive the construction management project of the year award tonight for their library renovation projects. • The Community Services portion of the Citizens' Academy takes place May 11 at the Carlsbad Senior Center. • On May 18, the Serra Cooperative Library System Administrative Council will meet in the Carlsbad City Library Boardroom. • May 21 is the annual Literacy celebration honoring tutors and adult learners at the Library Learning Center • Arts & Culture planning sessions will be held in May and June; an overview will be presented to the Board at the June Library Board meeting. • The North County Mini Maker Faire held at Vista American Gas & Steam Engine Museum June 17-18 will include Carlsbad City Library, showcasing crafting, coding, and digital design services offered through the Exploration HUB and at the Cole Library. FOUNDATION REPORT: Representative Parsons announced the appointment of a new Foundation trustee, Karen Pearson . FRIENDS OF THE LIBRARY REPORT: Representative Hulsart shared that the Friends will have a booth this Sunday at the Carlsbad Street Fair. NSDC GENEALOGICAL SOCIETY REPORT: Board Liaison Cindy Goodger summarized recent and upcoming programs and events. Membership was reported at 326 members currently. LIBRARY BOARD COMMENTS/ANNOUNCEMENTS: Trustee DeForest asked about the security of patron data when using the library's copiers and printers. Director Pizzuto explained that public access printers currently are cleared of information, and the request for proposals from new vendors maintained that same requirement. Page 4 of4 Library Board ofTrustees Minutes of the May 3, 2017 Meeting Trustee DeForest complimented the bluegrass band that recently performed at the Carlsbad City Library. Trustee DeForest also asked if there was a date for the cafe to open. Director Pizzuto advised that the department is still awaiting the recommendations from a restaurant/food service consultant retained to provide industry experience which will be used to negotiate with prospective vendors. Trustee Pearson expressed interest in learning more about the virtual reality project as it progresses. Director Pizzuto explained that staff is now designing programs which will use the equipment when received. Deputy Library Director Diane Bednarski added information about the equipment being provided and anticipated outreach. Trustee Parsons advised that she will not be available to attend the next board meeting on June 21. PUBLIC COMMENTS: None. ADJOURNMENT: By proper motion {Parsons/Hinman) and vote the meeting was adjourned at 4:57 p.m. Respectfully submitted, ~~~ Senior Office Specialist CITY OF CARLSBAD C c ityof Carlsbad LIBRARY & CULTURAL ARTS BUDGET SUMMARY FISCAL YEAR 2017 -18 OPERATING BUDGET Library Cultural Arts FY 2017-18 Personnel Budget (FT & PT) $7,274,178 $594,763 $7,868,941 Maintenance & Operations $4,399,332 $368,768 $4,768,100 Capital Outlays 0 0 0 TOTALS $11,673,510 $963,531 $12,637,041 The Library & Cultural Arts Department (L&CA) is pleased to present the general fund block budget and special revenue fund requests that support department goals and the city's core values of high quality education and community services as well as history, the arts and cultural resources in FY 2017-18. FY 2016-17 was focused on implementing new service delivery methods following the remodel of Dove and Cole Libraries, which were completed in June of 2016. With the benefit of added efficiencies including an updated RFID system and a central service desk model, staff was redeployed to focus on more direct patron interaction and outreach efforts. One example is the introduction of a "Book Bike" which will allow library services to be delivered throughout the community. Donation funds allowed the department to continue providing enhanced programs and services, including a new English as a Second Language program and scholarships for individuals to complete a high school diploma online. The State Library was successful in securing special funding for high speed broadband services through statewide consortium discount pricing. Implementation of this connection throughout the Carlsbad libraries has allowed the library to be responsive to patron demand for high bandwidth applications such as streaming and online instruction. In FY 2017-18, the department is emerging from a place of great transition, after re-establishing regular operations in two significantly renovated facilities. With major infrastructure projects complete, the focus shifts to adjusting new service models, assessing program impact and ensuring efficient staff support of these new models. The department's current strategic framework will guide these efforts. The department will continue to adapt services in response to how the community uses its facilities and to deliver on the intent of the renovations. The new Exploration HUB, for example, is currently hosting two to four classes daily, with attendance steadily increasing. Examples of classes in the HUB include basic circuitry, 3D modeling and printing, and photo and video digitization. Costs of staff and materials are being absorbed as part of new service delivery models. This budget proposal contains a request for additional resources to ensure a well-served community through an engaged and empowered staff-one of the department's four areas of strategic focus. Several investments in the organization and its people are critical to the continued success of the organization: talent assessment and development, succession planning and identifying future leaders. A three-year limited term Sr. Program Manager position is requested in the FY 2017-18 budget to address these issues. Longtime employees holding the department's brain trust are steadily retiring. The department requires a system for aligning staffing with evolving services and priorities, capturing organizational knowledge and developing new talent. A new agreement will be executed after July 1 for library computer, print and copy services at all three library locations. Following a five year contract, the department seeks to replace all the copiers and printers Page 1 for public use. The new system will provide patrons with high quality prints, copies and scans, the ability to print wirelessly from mobile devices (laptops, tablets, smart phones) and to pay with cash, coin and credit/debit card. A significant cost change is not anticipated. With a new Cultural Arts Manager in place, the organization will move forward with an Arts and Culture Master Plan to explore community interests, creating a vision and strategies to advance the development of arts and cultural programs and services. The process will engage the community as well as staff and identify opportunities to utilize arts and culture for downtown redevelopment, coastal development and cultural tourism efforts, as well as neighborhood and community development. This effort was initially funded in FY 2015-16. In fulfillment of the City Council goal supporting lifelong learning, the department is undertaking outcome based performance measurement of its learning programs. The impact of programs in support of individual and community goals will be measured. These include reading programs, arts education, literacy instruction, English as a Second language classes, homework assistance and technology learning. Community contributions as well as the materials budget which was restored to pre-recession levels in FY 2016-17 are being used to digitize a portion of Carlsbad local history collection and expand the library's e- audiobook collection, in anticipation of the obsolescence of audiobook-on-CD format. BUDGET PRIORITIES AND OBJECTIVES 1. New service delivery methods: Through efficiencies realized from the library redesigns and increased use of technology, pursue new innovations in service delivery. 2. Arts and Culture Master Plan: Complete an extensive community visioning effort that will result in a comprehensive plan and strategies for advancing the development of arts and cultural programs and services based on the community's interests. 3. Talent Assessment and Development: Implement a system for aligning staffing with evolving services and priorities, capturing organizational knowledge and developing new talent. NEW AND/OR CHANGED POSITIONS Library Full-Time Equivalents (FTE) 2014-15 2015-16 2016-17 2017-18 Library Full Time Positions 50.25 so.so 50.50 so.so Library Part-Time/Hourly Positions 60.11 59.83 59.83 59.83 Requested: one three-year limited term Sr. Program Manager, to assist the department with talent assessment and development, succession planning and identifying future leaders. MAJOR CAPITAL OUTLAY REQUESTS None EXPENDITURE ENHANCEMENT REQUESTS -OTHER THAN CAPITAL AND NEW FACILITIES None Page2 PROPOSED SAVINGS/PROCESS IMPROVEMENTS/REVENUE ENHANCEMENTS • Updated service delivery methods continue to enable increased patron interaction and community outreach without increased staffing. • A new library computer, print and copy management system will improve service to patrons by introducing wireless printing capability, and by expanding the ability to pay for copies with cash, coin and credit/debit card. • Donated funds are being used to increasingly support cultural programs in the newly remodeled Schulman Auditorium, technology le.arning scholarships to support completion of a high school diploma and ESL instruction, along with new initiatives such as digitizing a portion of Carlsbad local history collection and expanding the library's e-audiobook collettion, in anticipation of the obsolescence of audiobook-on-CD format. ITEMS THAT MAY IMPACT FUTURE YEARS • Increased demand for cultural arts services and community gathering spaces. The community has expressed an interest and increased demand for cultural services and resources. The most recent city satisfaction survey demonstrated a continuing trend in satisfaction with cultural arts programs and services. However, there was still strong support and interest in more services. The Arts and Culture Master Plan will help identify specific needs in these areas and establish priorities, cost estimates and potential funding mechanisms for future budget years. • Increased costs for technology improvements, infrastructure support, and maintenance contract · costs. There is a continual challenge to keep up with changing products, formats and new technology. With the library redesign projects completed, focus will continue on exploring innovations and future delivery methods that rely upon continued technology investment. This creates an increased demand on the business systems division as IT shifts more responsibilities to departments. Adequate IT staff support is also needed to advance Library & Cultural Arts' technology initiatives which often compete for resourcing with aging citywide IT infrastructure and changes in IT direction. • Long range planning for the future of the Cole Library, built in 1967. The current Cole Library redesign project is intended to provide a high level of service for the remainder of its useful life as a library facility. With this project completed, it is time to begin looking at long-range planning for library services in north Carlsbad beyond the next ten years. Page 3 5/3/2017 1 5/3/2017 • Policy & Leadership • Community & Economic Dev Administrative Services • Fire & Safety • Library & Cultural Arts • Parks & Recreation 2 5/3/2017 Maintenance & Operations Total Budget $12,637,041 3 5/3/2017 4 5/3/2017 5 5/3/2017 6 5/3/2017 7