HomeMy WebLinkAbout2017-09-20; Library Board of Trustees; MinutesMEETING OF:
DATE OF M EETING:
PLACE OF MEETING:
CALL TO ORDER:
MINUTES
LIBRARY BOARD OF TRUSTEES
Wednesday, September 20, 2017
Library Learning Center -Rm 14
3368 Eureka Place, Carlsbad, CA 92008
Chair Hulsart called the meeting to order at 4:05 p.m .
ROLL CALL:
Present: Trustees Hulsart, Parsons, and Pearson
Absent: Trustees DeForest and Hinman
Staff Present: Heather Pizzuto, Library & Cultural Arts Director
Diane Bednarski, Deputy Library Director
Suzanne Smithson, Deputy Library Director
Fiona Everett, Senior Management Analyst
Debbie Jo McCool, Associate Analyst
Keith Gemmell, Library Programs & Venues Coordinator
Megan Vanzandt, Senior Office Specialist
APPROVAL OF MINUTES:
ITEM #3
m,{
Approved: j;2 ..-JQ-Q_
The Board was unable to approve the Aug. 16, 2017 minutes due to lack of a quorum of
Trustees who attended the Aug. 16, 2017 meeting. This agenda item will be presented at the
next meeting for approval.
PUBLIC COMMENTS:
None.
MONTHLY LIBRARY REPORTS:
The Board received the August 2017 Monthly Library Report. Chair Hulsart commented on the
National Literacy Month initiative providing adult learners two books of their choice to keep,
purchased with funds from 2016-2017 California Library Literacy Services grant; she will share
this information with the Carlsbad Library and Arts Foundation which expressed interest in
supporting this type of program.
LITE RACY AND BILINGUAL SERVICES DIVISION OVERVIEW:
Community Outreach Supervisors Carrie Scott and Lizeth Simonson provided a presentation on
literacy and bilingual services sharing each division's history and the scope of services offered to
the community. They reviewed the vision of the Libra ry Learning Center in fulfillment of the
library's mission to serve as a destination for information, enjoyment of reading, lifelong
learning and cultural enrichment for those who live, work and play in Carlsbad. They also
provided an overview of partnerships with other organizations that significantly expand the
range of services and value of the Learning Center to the community.
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Library Board of Trustees
Minutes of the Sept. 20, 2017 Meeting
Trustee Pearson complimented the division's work with children on their writing skills. Chair
Hulsart inquired about any programs of interest for the future. Community Outreach
Supervisor Scott mentioned an emerging focus on strengthening literacy in the native language
of Spanish which is expected to foster greater proficiency in learning English as a second
language. Chair Hu Isa rt inquired whether the current hours of the Library Learning Center are
meeting the needs of the community. Community Outreach Supervisor Simonson advised that
the community has expressed an interest in having the Library Learning Center open on the
weekends. Director Pizzuto briefly reviewed past community surveying which identified the
highest priorities as morning and evening hours, which have been fulfilled; the department
expected to revisit the third community priority of weekend hours following the library
redesign projects and stabilization of staffing.
Responding to an inquiry from Trustee Parsons regarding the range of Spanish dialects
experienced, Community Outreach Supervisor Simonson confirmed that she has encountered
varying dialects and explained that these individuals have needed to learn both Spanish and
English.
SUMMER READING PROGRAM FINAL REPORT:
Deputy Library Director Suzanne Smithson responded to comments and questions from the
board related to the overview of the final summer reading program contained in the board
packet. She advised that participation this year was similar to 2015, pre-renovation activity
levels. Chair Hulsart reflected on the importance of the positive comments from the
community, contained in the report.
POLICY REVISIONS:
Continuing discussion from the prior meeting, the Board reviewed the Gift Acceptance &
Recognition, Rental Facilities and Staff Borrowing policy revisions. Director Pizzuto explained
the changes made to the policies are minor language and format adjustments, bringing the
policies current with others.
By proper motion, the Gift Acceptance & Recognition, Rental Facilities and Staff Borrowing
policy revisions were approved. Approved 3-0-0-2. (Trustee DeForest and Hinman absent)
FARMER'S MARKET OUTREACH:
By proper motion, the Board approved sending a letter of support to organizers of the Carlsbad
Farmer's Market, to convey the Board's desire for continued inclusion of the library in the
Farmer's Market. Approved 3-0-0-2. (Trustee DeForest and Hinman absent)
DIRECTOR'S REPORT:
Director Pizzuto briefed the Board on the following items:
Personnel-
Oral Board interviews for the Senior Program Manager took place in early September;
departmental interviews with two finalists are being conducted in the next two weeks.
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Library Board of Trustees
Minutes of the Sept. 20, 2017 Meeting
A job offer was extended to the top candidate for the Principal Librarian recruitment.
Library Programs & Venues Coordinator Keith Gemmell has accepted a position with
another city and his last day will be Sept. 26.
Cafe Operator-
Additional proposal details submitted in August led to a discussion of terms which depart
substantially from what was described in the previously issued Request for Proposal (RFP).
The City Attorney's office has advised that an updated RFP should be released inviting
additional proposals with those terms advertised. The updated RFP and terms require City
Council approval; that is targeted for an October City Council meeting.
City Hall/Civic Center-
The City Council goal of planning for a future city hall advanced this week through
discussion at a City Council meeting.
Director Pizzuto will send the Board a link to view the meeting, which included mention of
potential future plans for the Cole Library.
Upcoming events-
The Career Online High School Program graduation will take place on Sept. 23.
The annual Library & Cultural Arts Staff Development Day will take place on Tuesday, Oct.
24, with all library facilities opening at 3 p.m. on that day.
FOUNDATION REPORT:
Representative Hulsart reported on items discussed at the September board meeting. The Night
at the Library Gala event was a success with 120 tickets sold. The Foundation is planning a
holiday event in early December to bring together those supporting library and cultural arts
programs and services. Cultural Arts Manager Richard Schultz reported a total of 32,000 people
attended the nine TGIF Concerts this summer.
FRIENDS OF THE LIBRARY REPORT:
Representative Hu Isa rt reported that the Friends of the Library would hold a meeting
tomorrow. Two longtime contributors Pat Roberts and Pat Hansen will be honored for their
service. Representative Hulsart advised that the Holiday Boutique is coming in December.
NSDC GENEALOGICAL SOCIETY REPORT:
Senior Office Specialist Megan Vanzandt reported on behalf of Board Liaison Cindy Goodger,
summarizing recent and upcoming programs and events. Membership was reported at 345
members currently.
LIBRARY BOARD COMMENTS/ANNOUNCEMENTS:
Trustee Pearson advised that he will not be able to attend the next meeting in October.
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Library Board of Trustees
Minutes of the Sept. 20, 2017 Meeting
ADJOURNMENT:
By proper motion (Parsons/Pearson) and vote the meeting was adjourned at 4:55 p.m.
Respectfully submitted, ~VC/M
Megan Vanzandt
Senior Office Specialist
Systemwide ...
Monthly LIBRARY Reports
for
AUGUST 2017
ITEM #5
1. The new high-speed wireless network, called "Library Guest," was activated for patron use during August. The
Library's Business Systems team and City Information Technology group implemented phase 1 of the two-phased
patron wireless project. Phase 1 consists of the migration of existing patron wireless access points to the high-
speed CENIC network. This phase of the project also includes time to further fine-tune the network for overall
functionality and patron success. Phase 2 of the project will include adding external wireless access points at Dove
and adding additional access points at all three library locations and is anticipated to be completed by late 2017.
2. Key staff worked together to successfully complete the new computer, print, and copy management agreement.
The new agreement allows for the upgrade of the patron copying and printing, along with an upgrade to the
patron computer management system. In addition, the new agreement includes the ability for patrons to print via
their mobile device. A team of staff from all sites has worked together on this project to provide improved service
for patrons. They have posted notifications for patrons ofthe upcoming changes and have prepared a FAQ for
staff. This will be a multi-phased project with the first phase of the project being targeted for late September or
early October. The second phase will be the implementation of mobile print and is targeted for late 2017.
3. A music classification survey was held at the libraries and online from July 10 to Aug. 5. Members of the public
answered questions regarding their use and access to the library's music collection. Patrons who noted that they
would be interested in participating in follow-up focus groups on the topic were invited to do so in one of three
sessions held in late August. Librarians conducted the three patron focus groups and one staff focus group to
discuss possible changes to the way the library's music collection is labeled and arranged. Nine questions were
asked of each group in moderated discussions; staff was pleased with each focus group's suggestions and
comments.
4. The annual seven-week Summer Reading Program concluded on Aug. 4. Participation was up overall from 2016 in
numbers of participants, pages read, and program attendance and was closely matched to 2015 numbers.
Statistics were submitted to the California State Library. Post-program volunteer appreciation events were held at
all sites, and supervising librarians sent letters to the teen volunteers documenting and thanking them for their
community service hours.
5. John Abrams' Animal Magic presentation was the concluding summer program at all three sites on Aug. 2. His
popular performance included many acts with his animal friends, such as a box tortoise and a chinchilla. The
children loved his magic and his funny commentary. He attracted the largest audience of the summer with capacity
crowds at all locations.
CCL, Dove Lane ...
6. The summer concert series concluded on Sunday, Aug. 20 in the Ruby G. Schulman Auditorium with a special event
featuring Quarteto Nuevo -a wo·rld chamber music group that merges western classical, eastern European folk, Latin
and jazz with an organic feel. The ensemble's razor-sharp precision enhanced by its jazzy interludes, lightly rumbling
percussion motifs and contemporary sounds made for an enchanting afternoon for those in attendance.
7. In anticipation of the solar eclipse on Aug. 21, the Aug. 19 Science Saturday program for families focused on solar
science. The Library received NASA-sponsored solar eclipse kits to support the event which included 1000 pair of
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Monthly Library Reports for August 2017
safe solar viewing glasses to distribute to program attendees, which numbered at a record-breaking 475. A smaller
quantity of the solar glasses remained available on the day of the eclipse with patrons watching the eclipse on site
in the Children's Garden and via NASA streaming in the Schulman Auditorium and the Cole Community Room.
8. The 12th Annual Teen Talent Competition was held in the Ruby G. Schulman Auditorium on Aug. 10. A total of
eight acts, featuring 12 teen performers competed before an audience of 90 people. Sage Taylor (vocals) and
Alanna Winn (piano) took first place with their cover of Make You Feel My Love by Adele. Amber Lawrence placed
second by performing her original piano composition Hope Themes and Caeden Schlosser took third with another
original piano composition Sunset.
Georgina Cole ...
9. Kathy O'Fallen led a poetry writing workshop in the Cole Community Room on Sunday, Aug. 13, entitled
Keeping the Muse Close which helped participants explore what their own individual spark brings to the originality
of their poetry. Kathy O'Fallon's poetry and fiction have appeared in dozens of literary journals, magazines and
anthologies.
10. Connecting with this year's Summer Reading Program theme "Build a Better World," August's Author Talk event
featured author and former computer programmer Ellen Ullman in the Cole Community Room as she discussed
her new book Life in Code: A Personal History of Technology which highlights her experience of the digital
revolution. Ullman's lecture was presented as a Q&A discussion led by Technology Librarian Andrea Hilliard.
Technology Librarian Hilliard, Ms. Ullman and the audience's discussion covered the rapid advancement of modern
technology while delving into Ullman's personal reckoning with the revolution underway -forecasting innovations
yetto come.
11. A Grow Your Garden @ the Library Crop Swap was held at the Cole Library on Saturday, Aug. 26. Fifty people of all
ages attended and exchanged apples, oranges, zucchini, peppers, lavender, and more. The library partnered with
the Carlsbad Community Gardens which helped by advertising the program on their website, setting up a table
with experienced gardening volunteers and gardening literature, providing tours of the neighboring Community
Garden, and donating vegetables, seeds, fruits, herbs, and veggie starter kits. The program also received volunteer
assistance and donated soil and herbs from Lowes and Vons.
12. Children's staff hosted the annual "Kindergarten Kick-off" program on Aug. 24 with 44 children in attendance. This
is a special program for children who are about to start kindergarten that included stories, songs, games, and crafts
to help them get ready for their first day of school.
13. The Genealogy Division's Focus On: FamilySearch.org Part Ill-Advanced program was held with capacity
attendance on three Tuesdays in August and covered how to eliminate duplicates in the universal pedigree, editing
profiles and provided an introduction to indexing. Staff had a positive response to the introduction to indexing
records, and several patrons said they would attend classes solely on indexing.
Learning Center ...
14. MiraCosta College resumed their English as a Second Language classes at the Learning Center on Aug. 21. Three
classes are being offered this semester: Beginning Reading and Writing, Intermediate Conversation, and Digital
Literacy.
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Monthly Library Reports for August 2017
15. Thanks to the generous 2016-2017 California Library Literacy Services grant, Literacy Services was able to purchase
multiple copies of fiction consumable books for adult learners. Literacy staff inventoried all of the books,
documented Lexile levels and added new books to the collection. Learners will be given the opportunity during
National Literacy Month in September to select two books to take home to keep.
16. The S.T.E.A.M Room program was held on Aug. 16 with 42 participants who learned about solar eclipses. Each child
constructed a yardstick eclipse activity with their parent's help and received solar eclipse glasses at the end of the
program. Some of the adults, who primarily came for the free glasses, thanked presenter Fred Vrabel for learning
something new.
17. The Spanish Book Club was held on Tuesday, Aug. 22. Twelve club members discussed the book Caramelo by
Sandra Cisneros. The group talked about family stories, awful grandmothers, and the lives of immigrants in the US
and the second generation children born here. Some grandmother's possessions like the cherished "rebozo" or
shawl, which has been passed down through generations of women in the book were also familiar to the group.
18. Six teams of children, parents and tutors meet twice a week for the seven weeks as part of the Summer Youth
Literacy Program . Three teams completed the program in August, and three remaining teams will continue
meeting in the fall. Based on two post-assessments held in August, one of the students showed a significant
increase in his ability to read independently.
Outreach and Community Connections ...
19. The Carlsbad City Library had a great day at the Carlsbad State Street Farmers' Market on Aug. 16 with the
highlighted service point being the Exploration HUB. Staff was able to market library programs and services and
issue library cards. Exploration HUB technicians attended and handed out cutouts made with the Silhouette
Cameo cutter. Staff used the library Mi Fi device to help with Reference information on an iPad; in total, there
were 148 reference inquiries, 76 HUB questions, and five library cards issued.
20. Children's Librarians gave tours to a Kindergarten class from Discovery Isle Child Development Center at Dove and
to students from LePort School at Cole. The Le Port group also participated in a "Dewey Decimal" scavenger hunt to
learn the various areas of the library.
21. Literacy Services Community Outreach Supervisor Carrie Scott attended the inaugural Festival of Books held at
Liberty Station on Aug. 26. It was a tremendous success with over 10,000 in attendance and over $2,000 raised for
the San Diego Council on Literacy.
22. San Diego County Office of Education-Migrant Program ended their summer session at the Learning Center on
Aug. 16. Through this collaboration, children received summer classes in math, language art, and participated in
the Summer Reading Program .
23. The North San Diego County Latino Book & Family Festival event was held at MiraCosta College Campus in
Oceanside on Saturday, Aug. 12. Oceanside Public Library, San Diego County Library and Carlsbad City Library
staffed a booth with library information from the three organizations. Attendees received children's calendars,
library event and services information, and information about the literacy program. Community Outreach
Supervisor Lizeth Simonson participated on the committee which planned the event.
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LIBRARY BOARD STATISTICS
August 2017
Reference, Circulation, Visitors
Reference Questions Aug.-16 July-17 Aug.-17
Dove Library 9,628 10,626 10,980
Cole Library 8,882 7,587 6,828
Library Learning Center 1,149 715 624
Total 19,659 18,928 18,432
Technology Assistance Aug.-16 July-17 Aug.-17
Dove Library 2,978 2,134 2,990
Cole Library 3,499 2,893 2,528
Library Learning Center 563 270 315
Total -5,297 5,833
Circulation Aug.-16 July-17 Aug.-17
Dove Library 58,571 66,262 59,472
Cole Library 33,246 36,710 33,312
Library Learning Center 1,279 1,419 1,260
eAudiobook Downloads 1,820 2,849 3,091
eBook Downloads 3,973 4,917 4,616
eMagazine Downloads 1,011 1,139 1,018
Total 99,900 113,296 102,769
People Count Aug.-16 July-17 Aug.-17
Dove Library 37,391 38,821 31,200
Cole Library 24,679 28,699 24,524
Library Learning Center 6,627 5,326 4,902
Total 68,697 72,846 60,626
Programs and Technology
Library-Sponsored Programs Aug.-16 July-17 Aug.-17
Pre-School Programs 25 46 12
Attendance 1,208 2,417 535
School Aged Children's Programs 26 42 23
Attendance 1,437 2,691 1,571
Young Adult Programs 6 10 9
Attendance 145 247 161
Adult Programs 25 68 75
Attendance 945 1,190 1,375
Technology Usage Aug.-16 July-17 Aug.-17
Computer Use 9,281 8,387 9,900
WiFi Use 3,612 9,254 5,439
Webpage Views 101,013 46,645 47,525
Database Usage 6,784 8,072 7,918
Facility Meeting Room Use Aug.-16 July-17 Aug.-17
Events 56 52 51
Attendance 3,348 5,122 3,678
Volunteer Hours Aug.-16 July-17 Aug.-17
Total Hours 2,809 4,817 1,832
<carlsbad 2017 Summer Reading Program Highlights
City Library Ove r 2 million pages rea d!
Systemwide program participants:
Little Ones
Kids
Teens
Adult
(under 3 years old)
(ages 3 -grade 6)
(grades 7 -12)
(ages 18 and up)
512 (up 9% from 2016)
3,801 (up 7% from 2016)
498 (no change from 2016)
215 (up 11% from 2016)
Total 5,026
Summer Reading Program (SRP) volunteers 372 (up 5% from 2016)
Summer Reading Program (SRP) volunteer hours 6,009 (down 4% from 2016)
(372 teens in grades 7-12 assisted with the youth SRPs and worked an average of 16 hours each)
Noteworthy:
• There were a total of 174 programs offered over the summer with 9,641 attendees.
• The number of Kids who completed the program increased by 13 percent.
• The number of pages read by Kids and Teens increased overall by 13 percent.
ITEM #7
• 2,861 Little Ones and Kids who signed up during the first two weeks of the SRP received a
good-as-new book courtesy of the Friends of the Library.
• 339 Teens who signed up during the first two weeks of the SRP received a coupon good toward
$2.50 off a book at the Friends bookstores, which is the average cost of a book.
Comments from the community:
• "Our family relocated here three months ago from the East Coast, just in time for your Amazing
Summer Reading Program. Our 11 year old loves how engaging and intimate the program is and
he's counting the days until he can be a volunteer in this program! We have appreciated all the
lovely sponsors who have provided coupons-such a treat! Thank you for all you do!"
• "Just a note to thank you for all the wonderful events this summer! [My daughter] so enjoyed
the open mic night and the talent shows. I enjoyed not only seeing her perform but also seeing
her interacting with the other performers after the shows. It is such a nice opportunity for the
kids in our community and everything was very organized and well run. Thank you for all your
efforts and planning. Hope to do it again next summer!"
GIFT ACCEPTANCE & RECOGNITION
GIFT ACCEPTANCE & RECOGNITION
1
Purpose: Fostering community support
Equitable practice
Administrative ease
POLICY:
Gift Acceptance
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 L&CA 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
L&CA 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.
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ITEM #8
Reporting of Gifts
GIFT ACCEPTANCE & RECOGNITION
2
The L&CA 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 L&CA Department values its donors, and will establish methods to
appropriately acknowledge and recognize their gifts. The department will
promptly acknowledge gifts with a letter of thanks 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 establ ish 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
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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 -@@, 2017
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 & Pl GIFT ACCEPTANCE & RECOGNITION
02/2017
RENTAL FACILITIES
Purpose: Equitable access
Organizational mission & vision
POLICY:
RENTAL FACILITIES
1
The Carlsbad Library & Cultural Arts department (L&CA) upholds the following
policy outlined by the American Library Association "Library Bill of Rights"
concerning meeting rooms:
"Libraries which make meeting rooms available to the public they serve
should make such facilities available on an equitable basis, regardless of
the beliefs or affiliations of the individual or groups requesting their use."
Use of the public meeting facilities does not constitute L&CA endorsement of the
content provided in the course of use. No advertisement or announcement
implying such endorsement will be permitted. No organization meeting at a L&CA
facility shall use the location as its official address. On-site storage of goods by
organizations using the public meeting facilities will not be permitted.
Classification of Applicants
Each application will be reviewed by staff and classified into a group depending
on the type of organization and the intended use. The classifications are listed in
order of priority with classification "A" first, classification "B" second, etc.
Staff will attempt to accommodate all groups; however, a limited amount of public
meeting space exists. Considering that demand often 'exceeds availability, the
following priority system has been established:
A. L&CA and other city department-sponsored activities
B. Carlsbad resident, non-profit (non-paid management)
C. Carlsbad resident, non-profit (paid management)
D. Nonresident, non-profit
E. Resident, all others
F. Nonresident, all others
In order to qualify as classification group B or C non-profit user, the organization
must meet all of the following criteria:
1. The organization must be registered as a non-profit corporation with the
State of California, or, if not registered with the state, must be a Carlsbad
chapter and have a constitution or by-laws which clearly state that the
objectives of the organization are of a non-profit, non-commercial nature.
P & P\RENTAL FACILITIES
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RENTAL FACILITI ES
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2. The organization must be comprised of volunteers, and 70 percent of its
membership and participants must be Carlsbad residents. Verification of
residency may be required. Official membership list complete with city of
residence addresses may be required with applications. Such lists shall be
maintained by the staff and shall remain confidential.
The following requirement applies to groups B, C & D to qualify as non-profit
user:
3. The organization may be required to submit the following:
a. If incorporated, submit state incorporation papers; if not
incorporated, submit constitution.
b. Financial verification of organization's exemption from income tax.
(Department of the Treasury Form 990 may be used).
Liability Insurance Requirements
The City of Carlsbad is not liable for accidents, injuries or loss of individual
property in connection with any of its facilities. Applicant shall provide, when
applicable, evidence of commercial general liability insurance naming the City of
Carlsbad as an additional insured and with a coverage amount to be determined
by the risk manager according to the size and risk factors of the event.
User Conduct
• No activity will be permitted that is in violation of local, state or federal
statutes. Renters must adhere to all city policies, fire codes and L&CA Rules
of Conduct during their use of the facility.
• All groups must be under the direction and supervision of their own
leadership. There must be at least one adult present and responsible for
each 10 minors at all times.
• Groups are responsible for controlling noise that could disturb other activities
in the L&CA facility.
L&CA reserves the right to full access of all activities in order to ensure that all
rules and regulations are being observed. Use may be terminated for
misrepresentation or engagement in any activities that jeopardize participants'
safety and welfare.
Admission/Sales
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RENTAL FACILITIES
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Charging of admission is left up to the discretion of the hosting organization.
L&CA encourages hosting organizations to accommodate individuals who wish to
participate in public meetings but are unable to do so based on financial
hardship. L&CA will not take a percentage of the sales. Organizations using
meeting facilities will be permitted to make sales under the following
circumstances:
• Sales must be confined to the rented facility and its immediate area.
• No effort shall be made to solicit other L&CA patrons. This means no
signage is allowed inside or in front of the entrance of L&CA facilities.
The L&CA department has established procedures for facility use that cover:
• Reservation and Cancellation
• Deposits and Payments
• Hours of Use
• Kitchen Use/Food/Drink
The person securing the use of the facility will be responsible for complying with
these procedures which are listed below.
The person interested in securing use of a rental facility ("renter") at a L&CA
location for himself/herself and/or his/her children, and/or his/her represented
organization (collectively "Releasing Party") agrees to defend, indemnify, protect
and hold the city, its council members, agents, representatives, Board members
and employees (the "City Indemnified Parties") harmless from and against any
and all claims from and against any and all liabilities, judgments, claims,
settlements, losses, damages, costs, fees (including reasonable attorney fees
and court costs) incurred or suffered (collectively "Losses") by such City
Indemnified Party arising out of this use of city property, purpose of the facility
use agreement, or related activities or otherwise; and further agrees to defend,
indemnify, protect and hold the City Indemnified Parties harmless from any
losses to the City Indemnified Parties as the result of injury or death to person(s)
or damage(s) to property arising out of the use of said property, purpose, or
activity; provided however, that the Releasing Party duty to indemnify and hold
harmless shall not include any claims or liability arising from the established sole
gross negligence or willful misconduct of the city, its council members, agents,
representatives, Board members or employees.
Appeals
Appeal of any decision adverse to an applicant may be made in writing to the
L&CA director within five business days of its making. The director shall render a
decision within 10 business days. The applicant may appeal the director's
decision to the chief operations officer within five business days of the director's
decision. The chief operations officer's decision shall be final.
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RENTAL FACILITIES
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The calendar of available dates, room amenities, fee schedule, procedures for
facility use and applicable forms are located on the L&CA's website
(www.carlsbadlibrary.org). All rentals of L&CA facilities are processed through
the Community Relations division and requests for additional information or
questions should be directed to the contact listed below:
Carlsbad City Library
1775 Dove Lane, Carlsbad, CA 92011
media-assist.office@carlsbadca.gov
760-602-2055
Policy Approved by the Library Board of Trustees -mmm dd, 2017
Procedure:
Reservation and Cancellation
• All applications for use of any L&CA public meeting facilities must be made
via the online reservation system accessible on the library's website at
www.carlsbadlibrary.org. If the applicant does not have access to a computer
they may contact L&CA Community Relations division to request an
accommodation for making a reservation.
• Applications for reservations must be submitted at least 10 business days in
advance of the first requested reservation date.
• Applicants must be age 18 or older. When serving of alcohol is requested for
the event, the applicant must be 21 or older.
• Facility reservations will not be approved for any group or individual for use
on an ongoing basis. Other than city-sponsored groups, all groups are
permitted up to four meeting dates per month. This is to ensure that rooms
will be available to other community groups. Additional adjustments to
booking frequency can be made by the authority of the L&CA director.
• The individual submitting the application will be held responsible for all fees
and damages. Use of the facility is not transferable to another person or
group.
• The L&CA department reserves the right to deny an application request for
any reason. Typical reasons for denial include but are not limited to the
following:
a. Applicant has unsatisfactory record of prior use
b. Hazardous condition exists within the facility
c. Non-payment of fees before due date
d. Failure to give proper cancellation notice
e. Civic emergencies
f. False or misleading information from the applicant
g. Applicant's invalid association with group
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h. Other applicant misrepresentation
i. Use/activity exceeds room capacity
RENTAL FACILITIES
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• Applicant-initiated cancellations must be made at least 10 calendar days
prior to the event date. Cancellations submitted fewer than 10 days prior to
the event will be cha fged a $25 processing fee.
Deposits and Payments
• Rental fees are set based on one-hour increments for each space rented
and will not be pro-rated. There is a two-hour minimum rental period for
L&CA venues.
• A $200 refundable cleaning deposit will be charged at the time of application
acceptance, unless currently on deposit. If the department has drawn down
an existing cleaning deposit for a previous booking, the applicant must
replenish the deposit to the full $200 prior to future reservations being
approved.
• Invoices for rental services are issued at the time of application approval.
Full payment must be received for the total invoiced amount 30 days prior to
the first event. When space il> reserved fewer than 30 days in advance of the
first event, payment is due upon receipt of invoice and must be made within
three business days.
• Failure to make full payment on or before the due date will result in
cancellation of the requested reservation and a $25 processing fee will be
charged per reservation.
• All past due amounts on an applicant's account must be paid in full prior to
any future bookings.
Hours of Use
L&CA facilities are generally not scheduled for use before or after the facility's
regular public hours (except for Group A, which is exempt). For events requested
outside regular hours, if approved, a fee of three times the regular rate will be
charged with additional fees subject to applicable billing. Groups staying beyond
their reserved hours may be subject to additional fees for the necessary staff
coverage and may be denied future privileges.
Kitchen Use/Food/Drink
• Food or drinks are not allowed in the Ruby G. Schulman Auditorium (water
bottles with lids are permitted).
• The meeting room kitchen is not intended for cooking but rather to provide
convenient space for the preparation of ready-to-serve items.
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• L&CA does not provide supplies such as cups, containers, paper goods, tea
and coffee.
• Groups using the facility are expected to leave it in the condition they found
it. Failure to do so will result in a clean-up or damage charge .
• Alcoholic beverages are restricted to beer, wine and champagne. Serving of
alcoholic beverages must adhere to City of Carlsbad liability insurance
requirements. Groups selling alcohol (beer, wine and champagne only) must
obtain "Daily On-Sale License" from the Alcoholic Beverage Control Board
and liquor liability coverage must be obtained (Carlsbad City Council Policy
Statement 28/93).
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STAFF BORROWING
Purpose: Fairness of access to patrons
Security of materials
POLICY:
STAFF BORROWING
1
Library & Cultural Arts staff will follow all existing circulation policies and procedures in
their use of library materials. A basic principle the Library & Cultural Arts department
observes is not giving L&CA staff any privileges or advantages that interfere with the
primary goal of serving the public.
• L&CA staff must observe renewal limits and due dates.
• L&CA staff may not override holds when renewing items.
• New materials must be allowed to go on the public shelves before L&CA staff can
check them out.
• L&CA staff must always check out materials in their possession, for home or office
use. All items must be checked out at the circulation desk or using the L&CA's self-
check machines.
• All items must be returned to a designated book return for check-in. (This is
necessary for the accuracy of the database and to ensure that the RFID security
tags are set properly.)
• All L&CA staff are responsible for the replacement cost of lost or damaged items,
may be sent to collection and all resulting fees will be posted to their personal
library account.
Both full and part-time L&CA employees may choose to have their personal library
account changed to a STAFF user profile and will observe the following additional
policies:
• May not place holds on items that are on order. In the library's catalog, the status
will be ON -ORDER.
• May not place a hold or check out a new DVD until 30 days after the date the item
is added to the collection.
The STAFF user profile cannot be extended to family or friends.
Abuse of any portion of this policy may result in loss of the STAFF user profile and
disciplinary action, and may include termination of employment.
Policy approved by the Library Board of Trustees -@@, 2017
Procedure:
L&CA staff choosing STAFF user profile for their personal account do so with the
understanding that the account may be used by the library for system tests and
reports, resulting in the examination of a variety of fields of information. In exchange
for allowing this access, STAFF user profile individuals will not be charged routine fines
and fees. (Does not apply to charges for lost or damaged items or collection fees.)
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STAF F BORROWING
2
L&CA staff will complete and sign the "Acknowledgment for Library & Cultural Arts Staff
Borrowing" document during their Library & Cultural Arts orientation.
The training coordinator will modify the staff profile if appropriate and route the
completed and signed form to L&CA administration support staff.
When the employee is no longer on active payroll, as defined by City of Carlsbad
Human Resources, administration support staff will notify the circulation supervisor or
community outreach supervisor to change the STAFF profile to PUBLIC.
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