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Home My WebLink About2019-06-26; Library Board of Trustees; MinutesMEETING OF: DATE OF MEETING: PLACE OF MEETING: CALL TO ORDER: LIBRARY BOARD OF TRUSTEES LIBRARY BOARD OF TRUSTEES MEETING Wednesday, June 26, 2019 City Council Chamber 1200 Carlsbad Village Drive, Carlsbad, CA 92008 Chair DeForest called the meeting to order at 5:00 p.m. ROLL CALL: Present: Trustees DeForest, Hulsart, Larson and Parsons Absent: none Staff Present: Suzanne Smithson, Deputy Library Director Diane Bednarski, Deputy Library Director Fiona Everett, Senior Management Analyst 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 April 24, 2019 were approved. Approved 3-0-1-0 (Trustee Parsons abstain) By proper motion, the minutes of the Library Board of Trustees meeting of May 22, 2019 were approved. Approved 3-0-1-0 (Trustee DeForest abstain) PUBLIC COMMENTS: None. MONTHLY LIBRARY REPORTS: The board received the monthly library report for May 2019. BUDGET UPDATE: Approved· . ~/ I ITEM #3 I The board received an update on the FY 2019-20 final library budget. Senior Management Analyst Fiona Everett and Associate Analyst Debbie Jo McCool provided the board with information regarding budget priorities and objectives, the budget items requested and approved and additional changes made. The board was given an opportunity to ask questions. Page 2 of 2 Library Board of Trustees Minutes of the June 26, 2019 Meeting LIBRARY BOARD OF TRUSTEES MEETING START TIME: By proper moti_on, the board approved changing the Library Board meeting start time from 5 p.m. to 4 p.m. commencing at next month's Library Board of Trustees meeting. Approved 4-0-0-0 DIRECTOR'S REPORT: Deputy Library Director Suzanne Smithson briefed the board on a variety of topics: a follow-up to the budget report on the elimination of the audio/visual fee and Saturday hours for the Library Learning Center; information about the School Resource Officers pilot program at Cole Library; an update on the Summer Reading Adventure; details on the power outage at Dove Library; progress on the cafe; the new electronic vehicle parking stations at Dove Library; the Public Library Staff Education Program; the hiring of a new technology librarian and the passing of Mr. Ben Schulman. FOUNDATION REPORT: Representative Larson advised of publicity activities being worked on for the upcoming Sept. 21 "Night at the Library" gala . FRIENDS OF THE LIBRARY REPORT: Representative Hu Isa rt advised of the annual board meeting taking place tomorrow at 7 p.m. in the Gowland Meeting Room. 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/Parsons) and vote the meeting was adjourned at 6:00 p.m. Respectfully submitted, ~~ Senior Office Specialist Systemwide ... Monthly LIBRARY Report for May 2019 ITEM #5 1. On May 3, Library & Cultural Arts staff members celebrated and honored the significant years of service of 47 part-time employees, with one employee celebrating 25 years of service, two celebrating 20 years and four celebrating 15 years. Employees were also recognized for 10, seven and three years of service. This year's theme for the annual event was "A Fair to Remember," and was attended by about 90 staff members and hosted by the department's Staff Engagement and Appreciation Committee. 2. Library staff finalized a three-year agreement renewal with the vendor SirsiDynix; whose integrated library system serves as the backbone of many library functions including the online catalog, management of material and patron records, patron authentication to databases and online content, and circulation transactions performed by staff and at library self-checkout machines. The new agreement ensures the continuation of service and caps the annual maintenance cost over the three-year agreement. CCL, Dove Lane ... 3. The Children's Division most popular May event was the World Exposition Carnival on May 20. Thanks to numerous items loaned by the Parks & Recreation Department (colorful tents, flags, a variety of carnival games, a cotton candy machine and even a photo booth complete with props), it was a grand affair, which 103 children and adults attended. 4. More than 450 people left the Schuman Auditorium with smiles on their faces thanks to the opportunity to view classic films on the big screen during the month of May. May 11 featured Casablanca, May 15 featured Top Hat, May 22 featured Meet Me in St. Louis and May 29 featured The Long, Long Trailer. Before each movie screening, staff highlighted Kanopy's collection of classic, independent and foreign films. Many patrons requested a repeat of classic film month as part of the library's movie series. 5. On May 25, library staff facilitated a Composting 101 event. ReEarth Consulting led a workshop, Composting and Recycling Inspired by Nature, attended by 22 participants. After lecturing and answering questions, ReEarth Consulting provided worms for composting. In addition, 62 patrons stopped by the swap tables to exchange plants and leave with newly potted succulents. 6. The library celebrated Cinco de Mayo with performers Jarabe Mexicano. More than 100 people attended the May 5 Schulman Auditorium concert and enjoyed the musician's upbeat music in English and Spanish. Monthly Library Report for May 2019 Georgina Cole ... 7. Cole Children's partnered with the City of Carlsbad Police Department for two summer safety events. On May 6, tweens celebrated National Police Week and visited with Corporal Bret Cosgrove and Axel of the city's K-9 unit. Twenty-four tweens enjoyed meeting Corporal Cosgrove, who went over the training needed to be in the K-9 unit, while Axel demonstrated his remarkable discipline and ability to find specified objects. On May 14, 50 younger children and adults also enjoyed a visit with Corporal Cosgrove and Axel. 8. The Good Life Lecture Series launched at Cole Library in May, with three lectures emphasizing health and .wellness and attracting nearly 200 total attendees. Author Richard Lederer spoke about the gift of age on May 7, Rose Thomas provided stress reduction tips on May 21, and Dr. Philip Goscienski gave tips on avoiding the annoyances of aging on May 28. Additionally, nutritionist Angela Vittucci provided nutritional secrets to prevent Alzheimers at Dove Library on May 14. 9. A popular Genealogy program in May was Andrew Carroll's presentation on the Million Letter Project, an initiative out of Chapman University to gather letters from veterans and their families.The event was held May 28 and attended by 53 people in the Council Chamber. Learning Center ... 10. The Carlsbad High School Partnership program returned from spring break on May 1 and the final day of class at the Learning Center was May 30. Learning Center staff celebrated four graduating seniors with refreshments and a small recognition gift. According to the Carlsbad High School teacher Ms. Scoma, there are tentatively two classes scheduled for next year. Carlsbad High School Principal Bryan Brockett toured the Learning Center on May 8 with Division Heads Lizeth Simonson and Carrie Scott and met with Principal Librarian Viktor Sjoberg to discuss the current high school partnership and other opportunities for collaboration. 11. The Early Childhood Literacy Program has concluded for the spring. Six learners have completed the program and will be graduating from the Early Childhood Literacy Program 2018-2019. Post-assessments will occur in the coming weeks. In preparation for the 2019 Summer Youth Literacy Program, Library Assistant Mayra Turchiano conducted two pre-assessments of potential Summer Youth Literacy Program learners. Fifteen tutor-learner matches are scheduled to begin lessons the week of June 17. Monthly Library Report for May 2019 Outreach and Community Connections ... 12. Six third grade classes received tours and presentations at the Cole Library during May as part of our collaboration with the CityStuff Program. The classes came from Carrillo Elementary and Aviara Oaks Elementary, with a total of 159 students. 13. Additionally, staff members made several school visits. On May 1, Teen Services Librarian Ashleigh Hvinden visited 50 eighth grade students in two classes at St. Patrick's. Students learned how to use library resources and the library catalog, how to identify proper search terms and were encouraged to visit the library and the teen area of the library website. Librarian Missy Shaw also provided two storytimes and promoted the Summer Reading Adventure to a total of 90 students at St . Patrick Catholic School on May 30. Library staff also promoted the Summer Reading Adventure at two assemblies totaling 500 students, parents and teachers at Jefferson Elementary School on May 31. 14. On May 11, Teen Services Librarian Ashleigh Hvinden attended the Parks & Recreation AMPED Music & Arts Throwdown event for teens at the Pine Avenue Community Center. She promoted library teen services and gave away free books and calendars to 75 people. 15. The Books To Go team started their outreach on May 9 at Valley Middle School and Magnolia Elementary, where staff distributed free books, pencils, and promotional materials to 152 students and 10 parents. The next day, the staff made their beach route along highway 101, where they interacted with 37 customers and handed out 23 books. On May 14, staff visited the Carlsbad Senior Center and interacted with about 60 participants as they promoted library programs and digital resources. On May 16, staff teamed up to provide preschool storytimes with a dinosaur theme for three local preschools and nearly 100 preschoolers. The final Books To Go event of the month was the Parks & Recreation Department's Hot Rods and Cool Treats on May 18, where staff talked about the library with approximately 80 people, many of whom are already patrons and were thrilled to get a free book. 16. Community Outreach Supervisor Carrie Scott joined Library Assistant Mayra Turchiano on May 7 and Lead Librarian Jenn Johnson on May 21 at the La Posada de Guadalupe men's homeless shelter. Residents signed up for library cards, selected free books, and learned about other library services such as Career Online High School; it was the last scheduled outreach event at the shelter until the fall. I LIBRARY BOARD STATISTICS May 2019 Reference, Circulation, Visitors Reference Questions May-18 Apr-19 May-19 1 Dove Library 12,443 9,041 9,902 2 Cole Library 6,857 5,729 5,573 3 Library Learning Center 700 562 404 4 Total 20,000 15,332 15,879 Technology Assistance May-18 Apr-19 May-19 5 Dove Library 3,674 2,313 2,827 6 Cole Library 1,814 1,747 1,609 7 Library Learning Center 311 228 184 8 Total 5,799 4,288 4,620 Circulation May-18 Apr-19 May-19 9 Dove Library 55,471 51,249 53,270 10 Cole Library 31,441 31,080 30,959 11 Library Learning Center 1,274 1,331 976 12 eAudiobook Downloads 3,391 5,347 5,588 13 eBook Downloads 4,953 5,714 6,467 14 eMagazine Downloads 856 2,336 2,482 15 Audio Streaming* 453 338 16 Video Streaming* 717 1,031 17 Total 97,386 98,227 101,111 People Count May-18 Apr-19 May-19 18 Dove Library 31,933 28,845 30,396 19 Cole Library 20,348 21,401 20,834 20 Library Learning Center 4,731 4,704 4,014 21 Total 57,012 54,950 55,244 Programs and Technology Library-Sponsored Programs May-18 Apr-19 May-19 22 Pre-School Programs 74 70 75 23 Attendance 3,443 2,545 3,256 24 School Aged Children's Programs 45 43 37 25 Attendance 1,121 831 1,379 26 Young Adult Programs 8 6 12 27 Attendance 38 33 353 28 Adult Programs 86 88 82 29 Attendance 1,796 2,375 2,204 Technology Usage May-18 Apr-19 May-19 30 Computer Use 7,665 7,870 7,477 31 WiFi Use 8,300 13,701 12,375 32 Webpage Views 44,844 38,522 41,634 33 Database Usage 7,477 7,621 6,876 Facility Meeting Room Use May-18 Apr-19 May-19 34 Events 78 76 78 35 Attendance 4,984 4,617 4,884 Volunteer Hours May-18 Apr-19 May-19 36 Total Hours 1,479 1,420 1,080 * Video ond Audio streoming odded to monthly stots effective Dec. 2018. Two new streoming services lounched to potrons on Dec. 3, 2018. {city of Carlsbad FY 2019-20 Final Library Budget Fiona Everett & Debbie Jo McCool June 26, 2019 FY 2019-20 Budget Priorities & Objectives • Expanded Learning Center Hours • Optimizing Special Revenue Funds • Technology Vision • Professional Development • Community Feedback {city of Carlsbad ---~-----~ M&O Budget: Requested • Technology vision & strategic staffing effort -$30,000 • Biennial library survey (community feedback) -$40,000 ~--~--.......... ,,~: ., {cityof Carlsbad Library & Cultural Arts M&O Budget: Approved • Technology vision & strategic staffing effort -$30,000 • Biennial library survey (community feedback) -$40,000 {city of Carlsbad Library & Cultural Arts · .• .,_,..1• .... ; ,, ·. '· Personnel Requested • Full-time (1.0) -Library Assistant -Learning Center -for Saturday hours expansion • Hourly (3.14) -2.0 FTE -professional development/training for part-time staff -1.14 FTE -Library Tech, Circulation ;: __ ,; /"1; : r ,.-i \ ! f!,.,n f"''1 ,1::-µ, 0 r,: r, I RO\ IO j·,., u e I-Li ri 015 (O· 0 9 l ,r } ~•1 ;.,_A .' .. v .. } ! '•-··" ! f .. -1 c.. -\ .. .A j' L ll \._. i } . ' f • _, ~"\/ ,..., ,.-.-· --~-,-'"f -~ h r i f 'l r·• • ii -,,;-< I'-i 1--i f,7r,0(\f j,olr-' ..)1_1....,J'Llrnnr,· L, iJ/",;i'L-nnr l!r.i,-;, C"/ rnr.:,n .... ~· • _.,. ...... ~ f t J...~ ,._ ,v J ·-•/ ./; ,..__ ,,., i / t..,..,. • .:....,'. , ,J I, .._. :,,..,'. , V ! ,· ,..,.,1 · .1 _,. !,.,.·. j' ...... _, ...... ·- ,-,, \ ,,._' _: /-1· f...,. ,, ,. ;./J t ; · ... .-I/ () ,).('! ,r_--n::.--i ih•rr;,ry1 Te,-h ('upportinn ~n-l-11,,,.,-/Q''f/ !....,(,fJ'ir,-n·;--,: 0 .__. . , ,_, r 1 ·-... , ,..., J ..,._ r . 1 _ 1.,. 1 ...; ::J _ ...,, 1_ ..,,.. 1 .,_; , / 1 i v ....,, • .,:, -· _ ··-· ..... Center (Benson Fund) -~~--~-:'·•,;~ -~,, :~~: ... :; _____ ::: ___ ..: {cityof Carlsbad Library & Cultural Arts ~---..... - Personnel Received • Full-time {1.0) -Library Assistant -Learning Center -for Saturday hours expansion • Hourly {3.14) -2.0 FTE -professional development/training for part-time staff -1.14 FTE -Library Tech, Circulation • 3% incr_~_ase for all hourly staff effective July 1 _....,.._.., __ {city of Carlsbad Library & Cultural Arts Operating Budget Full-Time Staff Hourly Staff Maintenance & Operations {city of Carlsbad Starting 56.3 Library Budget Requests Approved 1 0.98 fund -special revenue $30,000 Final 57.28 $5,068,385 Additional Changes • Approved elimination of the DVD insurance fee -effective Sept. 1 • Change in budget structure -from block to base • Carry-forwards for identified needs that weren't included in budget • Mid-year budget requests for unanticipated needs {city of Carlsbad Library & Cultural Arts