HomeMy WebLinkAbout2018-10-17; Library Board of Trustees; MinutesLIBRARY BOARD OF TRUSTEES
MEETING OF:
DATE OF MEETING:
LIBRARY BOARD OF TRUSTEES MEETING
Wednesday, Oct. 17, 2018
PLACE OF MEETING: Carlsbad City Library Board Room
1775 Dove Lane, Carlsbad, CA 92011
CALL TO ORDER:
Chair DeForest called the meeting to order at 5:00 p.m.
ROLL CALL:
Present:
Absent:
Trustees DeForest, Hulsart and Larson
Trustees Parsons and Pearson
Staff Present: Heather Pizzuto, Library & Cultural Arts Director
Suzanne Smithson, Deputy Library Director
Diane Bednarski, Deputy Library Director
Fiona Everett, Senior Management Analyst
Viktor Sjoberg, Principal Librarian
Debbie Jo McCool, Associate Analyst
Megan Vanzandt, Senior Office Specialist
APPROVAL OF MINUTES:
By proper motion, the minutes of the Library Board of Trustees meeting of
A d /\'✓ I pprove : 11/ex~/,'g
ITEM #3
Sept. 19, 2018 were approved. Approved 3-0-0-2 (Trustee Parsons and Trustee Pearson absent)
PUBLIC COMMENTS:
None.
MONTHLY LIBRARY REPORTS:
The board received the monthly library report for September 2018.
RENTAL FACILITIES POLICY REVISION:
Community Relations Manager Jessica Padilla Bowen provided the board with an overview of
the revisions to the Rental Facilities policy and the launch of the new Civic Rec enterprise
system. She also presented changes to the Carlsbad City Library Facilities Fee Schedule which
are within the authority of the Library & Cultural Arts Director to set.
By proper motion, revisions of the Rental Facilities policy were approved. Approved 3-0-0-2
(Trustee Parsons and Trustee Pearson absent)
Page 2 of 2
Library Board of Trustees
Minutes of the Oct. 17, 2018 Meeting
DIRECTOR'S REPORT:
Director Pizzuto briefed the board on a variety of topics: positive reviews of the Sept. 27 Staff
Development Day; staff attendance at the Internet Librarian conference and the upcoming
California Library Association conference; an update on the planning for the new City Hall;
progress on the Cafe; an update on the streaming services coming soon to the library;
upcoming staff absences and holiday closures.
FOUNDATION REPORT:
Representative Larson reported on the planning taking place for next year's "Night at the
Library" gala celebration that coincides with the 20th Anniversary of the Foundation and the
opening of the Carlsbad City Library on Dove Lane. He also advised of Karen Pearson's
resignation from the board.
FRIENDS OF THE LIBRARY REPORT:
Representative Hu Isa rt advised of the Friends' donation of $45,000 to the library in support of
streaming services and additional outdoor furniture for the Dove Library courtyard and
children's garden.
NORTH SAN DIEGO COUNTY GENEALOGICAL SOCIETY REPORT:
Board Liaison Sue Madsen summarized recent and upcoming programs and events.
LIBRARY BOARD COMMENTS/ANNOUNCEMENTS:
None.
ADJOURNMENT:
By proper motion (Hulsart/Larson) and vote the meeting was adjourned at 5:41 p.m.
:~;;;;;:5~
Megan Vanzandt,
Senior Office Specialist
Systemwide ...
Monthly LIBRARY Reports
for
September 2018
ITEM #5
1. On Sept. 27, Library & Cultural Arts staff participated in its annual staff development
day. This year, the department focused on a major initiative of succession planning,
working in partnership with The Centre for Organization Effectiveness to develop the
training with the theme, Oh, the Places You'll Go! Developing our Talent & Preparing for our
Future. The day provided an opportunity for Library & Cultural Arts staff to discuss their
vision for the future and learn how they can prepare to grow as individuals and as an
organization. The day included remarks from Assistant City Manager Gary Barberio,
presentations from The Centre for Organization Effectiveness, a panel discussion with
selected staff who shared their path to success, brag stations on the work of each division
and World Cafe small group workshops.
2. In early September, Library & Cultural Arts Director Heather Pizzuto and Deputy Library
Director Suzanne Smithson attended the Urban Libraries Council annual forum in Baltimore,
MD, with more than 250 public library leaders across the country, to experience extensive
networking opportunities and valuable education to help libraries strengthen their role as
community leaders. The conference also advanced national conversations on the library's
continually evolving role in supporting communities through learning, engagement and
access for all to resources that will help them to thrive.
3. In September, the library officially launched mobile printing after a three-month soft launch
period. Mobile printing allows library users to print at the library from their own device
(laptop, smartphone, etc.}. It's available for Carlsbad City Library cardholders and allows for
printing Microsoft® Word, Excel, Visio and PowerPoint, PDFs, images, and text documents.
Feedback has been positive from mobile printing users.
4. Community Outreach Supervisor Carrie Scott attended the California Library Literacy
Services (CLLS} Coordinators Conference in Sacramento on Sept. 25 and 26, the first
statewide gathering of CLLS literacy leaders in more than 18 years. Approximately 130
attendees representing the 108 CLLS literacy programs attended. The opening session
included a panel of library directors on the importance of literacy programs as a core service
of the library. The directors, including Library & Cultural Arts Director Heather Pizzuto, were
winners of the California Library Association's Outstanding Librarian in Support of Literacy
Award. Carrie presented on a tutor training panel with two colleagues. A Writer to Writer
panel featured the winner of the 2017 Beginning Writer category, Nyla from Carlsbad's
literacy program. One of the most exciting things about Nyla's involvement was not only her
presentation but the fact that this was the first trip where she flew, rode a tram and caught
a cab by herself. She credits the literacy program with giving her the skills and confidence to
be able to do that.
1
Monthly Library Reports for September 2018
5. Ruben Valenzuela has been promoted to Library Assistant I, to fill the vacancy created by
the recent retirement of Yvonne Lucente. Ruben's training in cataloging and work in
fulfilling interlibrary loans will be well utilized as Ruben undertakes a position with primary
duties that include copy cataloging, bibliographic record maintenance, and interlibrary
loans. Ruben has a bachelor's degree in literature and writing from California State
University San Marcos. He is currently enrolled in the Master of Library and Information
Science program at San Jose State University.
CCL, Dove Lane ...
6. The future operator of Chapters Cafe met with the city project team to get acquainted and
start planning for the construction of the space. The library expects that Chapters Cafe will
open in early 2019.
7. The Carlsbad Library & Arts Foundation hosted its annual gala Night at the Library on
Saturday, Sept. 15. More than 150 people enjoyed an evening with dinner, dessert and live
entertainment at the library, with a special performance by Broadway star Jeri Sager in the
Schulman Auditorium and Carlsbad High School music students performing in the courtyard,
Children's Garden and library.
8. Librarian Maile McKean instructed 12 MiraCosta College students in the Exploration HUB on
how to use Lynda.com on Sept. 20. She also showed the students the various equipment
and software available to them in the Exploration HUB, including the iMacs with Photoshop
and Lightroom. In addition, the students learned about downloading the Libby App for
library e-books and e-audiobooks and availability of VR video classes in the HUB.
9. The library hosted the first in an eight-part Mindful Living series, Mindful Stress Navigation:
Resiliency Part 1, on Sept. 20. Thirty-six participants engaged in physical activities and
games that demonstrated how to turn stress into manageable challenges. Breathwork,
visualizations and discussion were also part of the class.
10. On Sept. 9, the library hosted three authors -Cindy Henson (Jungle: A Journey to Peace,
Purpose and Freedom}, Lisa Shapiro (No Forgotten Fronts: From Classroom to Combat) and
Marlene Wagman-Geller (Women Who Launch: The Women Who Shattered Glass Ceilings)-
to discuss their books on the topic Journeys of Inspiration. The books explored the true
stories of SDSU's Professor Lauren Post, who held together an entire community during
World War II, and women like Cindy Henson and Krista Suh, game-changers, and
entrepreneurs. More than 50 attendees were inspired by the discussion and appreciated
the opportunity to meet the authors.
11. The novelty of snow in September drew nearly 90 participants to the Terrific Tuesday
Children's program on Sept. 18, where, thanks to the magic of a sno-cone machine,
everyone got to play in and with snow.
2
Monthly Library Reports for September 2018
Georgina Cole ...
12. In September, Tween Scene was launched at Cole on Mondays from 3:30-4:30 p.m. The
program just for tweens in grades four through six offers a weekly lineup of games, STEM,
DIV and escape room activities. The Sept. 17 program featured "STEM meets Slime!" The
kids had the chance to try out two different recipes for slime. The science behind this
experiment provided first-hand experience that different substances do better at cross-
linking polymers (or chains of repeating molecules).
13. One of the most popular Cole children's programs in September featured Farley the Fiddler
presenting Johnny Appleseed. This fabulous fiddler, Gary Francisco from Disneyland,
chronicled the life of Johnny Appleseed with humor and music. Gary played traditional
instruments like the fiddle, guitar and banjo before demonstrating how to play the
washboard and jug.
14. The Genealogy and Carlsbad History Division hosted more than 50 people for an
Intermediate Genealogy class at the city's Faraday center on Sept. 11, while the case study
presentation illustrating the challenges of German genealogy research on Sept. 25 was also
well attended in the City Council Chamber.
Learning Center ...
15. The Learning Center celebrated Hispanic Heritage Month with a folkloric dance
performance on Sept. 20. Young students from the Tierra Caliente Academy of Arts
performed the dance from different parts of Mexico. Forty-two adults and children
attended the event.
16. The fall session of the Early Childhood Literacy Program started the week of Sept. 17.
Fourteen tutors and their young learners are diligently meeting once a week to make the
most of every lesson.
Outreach and Community Connections ...
17. The North San Diego County Latino Book & Family Festival event was held at MiraCosta
College Campus in Oceanside on Sept. 15. Bilingual staff members shared a booth with
library staff from San Diego County Library, Escondido and Oceanside Public Libraries.
Families visited the library booth to pick up the children's calendar and information on
literacy programs and library programs for adults and teens. Learning Center staff answered
450 questions regarding Carlsbad City Library programs and services.
18. Library staff attended Jefferson Elementary and Buena Vista Elementary's back-to-school
nights on Sept. 13. They provided information on youth services and programs, Career
Online High School and ESL classes to more than 160 parents.
3
Monthly Library Reports for September 2018
19. Lizeth Simonson attended the Y.E.S. (Youth Enrichment Services) meeting at the Pine
Avenue Park Community Center on Sept. 20. The group celebrated its 25th anniversary, and
Mayor Matt Hall presented a proclamation and commended the group for their work
identifying local issues and improving communication among all service providers who
currently work with youth in north San Diego County.
20. In September, Librarian Missy Shaw and Library Technician Jen Benson began offering City
Stuff class presentations at Jefferson Elementary School. City Stuff is a collaboration
between the City of Carlsbad, Junior Achievement and Carlsbad Unified School District that
introduces local government to third-grade students in six hour-long sessions. Missy and Jen
were each assigned a class with 26 students and completed two lessons in September. The
first lesson taught about the organization of a city by business and industry. In the second
lesson, students examined the importance of money to support city government.
21. The first Carlsbad ArtWalk was held on Sept. 22 outside along Armada Drive. Cultural Arts
staff hosted an activity booth which included distribution of more than 300 "Libraries Rock"
bags, incentives and children's calendars by Senior Librarian Barbara Chung.
22. The Books To Go book bike continued its busy schedule in September. Staff visited the
beach at Pine Avenue, the train station, Carlsbad Brew Fest, and the State Street Farmer's
Market. Between all events, staff connected with more than 100 people, gave away books
and shared information about library programs and services.
4
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LIBRARY BOARD STATISTICS
September 2018
--" + ·-Reference, cJrcu .. !aji9r1l 'li~!tQ;~~ ".------
··-----
-
-· --•. ·•w . ,,,,.,· is,· .',
Reference Questions Sep-17 Aug-18 Sep-18
Dove Library 10,547 10,741 10,261
Cole Library 7,320 6,590 6,911
Library Learning Center 609 726 1,010
Total 18,476 18,057 18,182
Technology Assistance Sep-17 Aug-18 Sep-18
Dove Library 2,551 2,949 1,970
Cole Library 2,242 2,165 1,812
Library Learning Center 275 395 203
Total 5,068 5,509 3,985
Circulation ---Sep-17 Aug-18 Se p-18
Dove Library 55,934 59,970 53,076
Cole Library 30,918 31,444 29,462
Library Learning Center 1,132 1,292 1,193
eAudiobook Downloads 2,822 3,893 3,886
eBook Downloads 4,255 5,620 5,291
eMagazine Downloads 1,086 982 625
Total 96,147 103,201 93,533
People Count
-----·--
Sep-17 Aug-18 -Sep-18
Dove Library 30,574 33,616 29,029
Cole Library 23,445 22,146 20,339
Library Learning Center 5,105 5,157 4,481
Total 59,124 60,919 53,849
••I ':;
~----
----' Lee
Prggr~ros ,,prfrtT~chJlOlpgy. ,,_
-" ... i"
Library-Sponsored Programs Sep-17 Aug-18 Sep-18
20 Pre-School Programs 74 10 62
21 Attendance 3,312 519 2,619
22 School Aged Children's Programs 36 18 44
23 Attendance 1,197 1,073 3,622
24 Young Adult Programs 4 6 5
25 Attendance 28 153 22
26 Adult Programs 77 90 80
27 Attendance 1,697 1,670 2,057
Technology Usage Se p-17 Aug-18 Sep-18
28 Computer Use 8,669 9,693 7,624
29 WiFi Use 8,400 10,244 11,338
30 Webpage Views 40,597 39,252 35,655
31 Database Usage 7,926 7,205 6,564
Facility M eeting Room Use Sep-17 Aug-18 Sep-18
32 Events 57 45 52
33 Attendance 3,029 3,459 3,350
Volunteer Hours Sep~17
---"" Aug-18 Se p-18
34 Total Hours 1,318 1,718 1,066
(THIS IS THE CURRENT POLICY)
RENTAL FACILITIES
Purpose: Equitable access
Organizational mission & vision
POLICY:
ITEM #6
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
09/2017
RENTAL FACILITIES
2
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
P & P\RENTAL FACILITIES
09/2017
RENTAL FACI LI TIES
3
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.
P & P\RENTAL FACILITIES
09/2017
RENTAL FACILITIES
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 -Sept. 20, 2017
Procedure:
Reservation and Cancellation
4
• 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
P & P\RENTAL FACILITIES
09/2017
h. Other applicant misrepresentation
i. Use/activity exceeds room capacity
RENTAL FAC ILITIES
5
• 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 charged 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 is 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.
P & P\RENTAL FACILITIES
09/2017
RENTAL FACILITIES
6
• 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).
P & P\RENTAL FACILITIES
09/2017
(THIS IS THE PROPOSED POLICY)
RENTAL FACILITIES
Purpose: Equitable access
Organizational mission & vision
POLICY:
ITEM #6
RENTAL FACILITIES
1
The Carlsbad Library & Cultural Arts Department (L&CA) upholds the
following policy outlined by the American Library Associatiop "Library Bill of
Rights" concerning meeting rooms:
"Libraries which make meeting rooms availaqleJ9:fQf:J public they serve
should make such facilities available on an equitab'le)pf1sis, regardless of
the beliefs or affiliations of the individual or groups reqi.-{~§fing their use."
Use of the public meeting facilities does q~f cohstitute L&CA endof§~Qlent of the
content provided in the course of use. No advertisem~,0.t or announcei].~nt
implying such endorsement will be permitted, No org.a)1ization meeting'at a L&CA
facility shall use the location as its official adclr¢s;,. On-site storage of goods by
organizations using the public facilities WiU xiot be permitted.
Classification of Applicants
Each facility rental 9pplicatioh vvill be .. ,,,,,,,o,.,
group dependir19 .on the typeqforgan
classifications are!:
'\,
• Libr~.ry ~ Cu ltu r~J.Art? and other
• f'.J9l7pf8Tit<•
'•. lr\dividual
• B3usiness/comm~fqi~al
sponsored activities
Staff will att~QJpt to acgor11modate all groups; however, a limited amount of public
meeting spac~·~~ist5,:§pnsidering that demand often exceeds availability, the
Library & Cultui-~I Ans'Department and other city departments receive priority for
reservations. In a'dofrion, when a new booking period opens for reservations,
residents receive priority and may book two weeks in advance of nonresidents.
To qualify as a nonprofit user, the organization must meet the following criteria:
1. The organization must be registered as a nonprofit corporation with the
federal government or State of California, or, if not registered with the
state or federal government, 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
10/2018
RENTAL FACILITIES
2
2. The organization must submit one of the following records:
a. 501 (c)3 documentation.
b. If incorporated, submit state incorporation papers; if not
incorporated, submit constitution.
c. Financial verification of organization's exemption from income tax
(Department of the Treasury Form 990 may pe used).
Qualifying for Multiple Discounts
To qualify as a Carlsbad nonprofit and be eligible fot tberesident'di§c:;ount, 70 percent
of the organization's membership and participat1J§Jnust be Carlsbad 'r~§idents.
Verification of residency may be required. Al)pfficial membership list cornplete with
their members' city of residence addresses'm~y· be requir~tjwith applicatiop:s. Such
lists shall remain confidential, and after confirmifig statu:sgsCarlsbad resid~nts, the
record will be destroyed.
To qualify for the Carlsbad reside.qt disco.µrit, busi~e$s~s renting the facility must
be located in Carlsbad and individLiaLrenters must resid~.in Carlsbad.
To qualify for the busip§§Sfqgn,mercialdi.scouht, the bysiness cannot generate
revenue from the rerital : · · ·
Liability lnsurariceRequirements
·c· .. ,·.·cc.··· .. ,.·,·.··'
The City pf qarl~badis nqtlilb1e fOr cic9i8ehts, injuries or loss of individual
prop§QY in conriection With any of its facilities. Applicant shall provide, when
appljpable, evidence o,f con]rriercial general liability insurance naming the City of
Carl§qc1d as an additipnal insur§tj and with a coverage amount to be determined
by thegity's risk manager according to the size and risk factors of the event.
•''(•. ..,,
User Conduct
• No activityWiU 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 (defined as 21 or older)
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 to ensure that all rules
and regulations are being observed. Use may be terminated for
misrepresentation or engagement in any activities that jeopardize participants'
P & P\RENTAL FACILITIES
10/2018
RENTAL FACILITIES
safety and welfare.
Admission/Sales
Charging of admission is left up to the discretion of the hosting organization,
however, to receive the business/commercial discount, a business cannot
generate revenue from the rental.
The 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 facilityana its immediate area.
• Sales may only include legal items and musLcomply with all relevant laws.
• No effort shall be made to solicit other L&CA patrons. This means no
sign age is allowed inside or in front of the entrance of L&CA facilities.
The L&CA has established procedures for facility use that cover:
• Reservation and Cancellation
• Fees and Payments
• Hours of Use
• Kitchen Use/Food/Drink
The person interested in secLJring use of a rental facility ("renter") at a L&CA
location for himself/herself arid/or his/her children, and/or his/her represented
organization (collectively "R~leasing Party") agrees to defend, indemnify, protect
and hold the city, its council rnenib~rs ,.agents, representatives, Board members
and employ~es (the "City Indemnified Parties") harmless from and against any
and all qlaims from and against any and all liabilities, judgments, claims,
seUlerj,ents, 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 in writing within 10 business days. The applicant may appeal the
director's decision to the City Manager's Office within five business days of the
P & P\RENTAL FACILITIES
10/2018
3
RENTAL FACILITIES
director's decision. The decision rendered by the City Manager's Office shall be
final.
The calendar of available dates, room amenities, fee schedule, procedures for
facility use and applicable forms are located on the L&CA's website. All rentals
of L&CA facilities are processed through the L&CA Community Relations
Division and requests for additional information or questions should be directed
to the contact listed below:
Carlsbad City Library
Community Relations Division
1775 Dove Lane, Carlsbad, CA 92011
media-assist.office@carlsbadca.gov
760-602-2055
Policy Approved by the Library Board.~f Trustees -{insert date}
Procedure:
Reservation and Cancellation
4
• All applications for use of any L&CA public meeting facility must be made via
the on line reservati()f) ~ystem ~·c.c7ssible on. .. th~ library's website. If the
applicant does n.()t~ay~ 9ccess to 9 computer s/h~ may contact the L&CA
Community RelaJibns Division to re·qyest assistance with making a
reservation. · ·
• It is preferred r~servati()Q§ t;>~ ~ubmitted 30 days or more in advance (with in
the open booking peri99}artd?BRJ.i<r~.tiohs for reservations must be
submitted at least.h-yo weeks in aavahce of the first requested reservation
date.
• Applicants must be age18or older. When serving of alcohol is requested for
tb.e event, the applicant mlJstbe 21 or older.
• Faci)ity reservation~will nofbe approved for any group or individual for use
on ah ongoing basi:s. Other than city-sponsored groups, all groups are
permitte(fpp to four meeting dates per month. This is to ensure that rooms
will be availaple to other community groups. Additional adjustments to
booking frequency can be made with authorization from the L&CA director.
• If the facility requires cleaning or repair beyond normal wear and tear, a
cleaning fee will be assessed and the invoice must be paid within 30 days.
No future rentals will be permitted until the invoice is paid.
• If the piano is used and damaged, a repair fee will be assessed and the
invoice must be paid within 30 days. No future rentals will be permitted
until the invoice is paid.
• 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.
• There is a $10 rental modification fee for each change to date, time or
location after the first change.
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10/2018
RENTAL FACILITIES
5
• 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
h. Any applicant misrepresentation
i. Use/activity exceeds room capacity
• Applicant-initiated cancellations must be me,c:Je at least tWO\Neeks prior to
the event date. Cancellations submitted f§yver than two weeks prior to the
scheduled event will be charged a p(dcessing fee.
Fees and Payments
• There is a two-hour minimurrf rental period forl&CA venues.
• Invoices for rental services ~(§;Js'~IJ~d at the tirrie .of application approval.
Full payment must be received.f pr thetpt~I invoiced§lmount 30 days prior to
the first event. When space is r~s~rvef{~"'le[.th~n 30 days in advance of the
first event, payfl'lrhtji:;cille upon t~c;:~iptof inVoiq~.and must be made within
three business days. · ·
• Failure to rriake full payrright on or b§f9re the due date will result in
cancellation of the requestgc:J reservati911 .
• All past due amounts onariapplicanJ'saccount must be paid in full prior to
anyfH!IJ[~ qookings: . . ~-, .. , .. ,' ,,. ;,>>,
Hours of Use
L&CA'.fc;1Cilities are genefally not scheduled for use before or after the facility's
regular pul)lic;: hours, except for use by L&CA or city events. For events
requested Outsipe regylar 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 reser;ved 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
filled bottles with lids are permitted).
• The George and Patricia Gowland Meeting Room kitchen is not intended
for cooking but rather to provide convenient space for the preparation of
ready-to-serve items.
• L&CA does not provide supplies such as cups, containers, paper goods, tea
P & P\RENTAL FACILITIES
10/2018
and coffee.
RENTAL FACILITIES
6
• Renters using the facility are expected to leave it in the same condition as
existed at the beginning of rental. Failure to do so will result in a cleaning
or damage fee assessment.
• 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).
P & P\RENTAL FACILITIES
10/2018
Carlsbad City Library Facilities Fee Sch edule
Schulman Auditorium Schulman Auditorium
Current Hourly Room Rates Proposed Hrly Room Rates *10%
B-Resident Non-Profit No Mgt $20.00 Nonprofit $ 50.00 $ 45.00
C-Resident Non-Profit Paid Mgt $30.00 Individual $ 100.00 $ 90.00
D-Non-Resident Non-Profit $65.00 Bus/Comm $ 150.00 $ 135.00
E-Resident Commercial $90.00
F-Non-Resident Commercial $120.00
Gowland Meeting Room Gowland Meeting Room
Current Hourly Room Rates Proposed Hrly Room Rates *10%
B-Resident Non-Profit No Mgt $10.00 Nonprofit $ 20.00 $ 18.00
C-Resident Non-Profit Paid Mgt $20.00 Individual $ 40.00 $ 36.00
D-Non-Resident Non-Profit $30.00 Bus/Comm $ 60.00 $ 54.00
E-Resident Commercial $40.00
F-Non-Resident Commercial $50.00
*10% resident discount
**15% business/commercial discount if organization does not make a profit from rental,
for example, if there are no ticket sa les or products/services sold to the public.
$
$
The 15% discount is calculated on the adjusted balance after the 10% resident discount is applied.
ITEM #6
**15% 10+ 15%
127.50 $ 114.75
**15% 10+ 15%
51.00 $ 45.90
10/11/2018