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HomeMy WebLinkAbout1986-10-15; Parks & Recreation Commission; Minutes (2)MINUTES Meutlnq of: t ime of Meeting: Date of Meeting: Place of Meeting: LIBRARY BOARD Of TRUSTEES 3:00 p.m. October 15, 1986 Library Conference Room TRUSTEES CALL TO ORDER: The Meeting was called to order b> Secretary Grosse at 3:05 p.m.. ROLL CALL: Present - Secretary Grosse, Trustees Cooper, Martin and Trlgas. Absent - Trustee Falkensteln. Also Present were: Clifford Lange, Library Director Geoff Armour, Assistant Library Director Relnler Vanderschroeff, Library Administrative Assistant Nancy Osberg, President, Friends of the Library Margaret Brownley, Representative, Serra Advisory Board Frank Mannen, Assistant City Manager APPROVAL OF MINUTES: The Minutes of the September 17, 1986 meeting were approved as presented. COMMUTE REPORTS a. Building and Grounds Trustee Trlgas stated that this report would be deferred to later In the meeting under the Library Site Selection Committee - Progress Report. b. Budget Trustee Martin deferred to Director Lange. Director Lange pointed out that the Trustees were provided with copies of the "Expenditure Summary Report" and the "Revenue Status Report" for the month of September as a matter of Information. Trustee Martin ingulred as to the reason for the Increase of people requesting on-line searching for the month of September as opposed to the previous months. Director Lange pointed out that there is really no consistency to the number of requests in a particular month in comparison to other months. It Just depends on the number of people who come in that month. Secretary Grosse Inquired regarding the charges for the on-ilne searching and whether a service charge should be added. Director Lange responded that the Library is reimbursed fully for the actual cost of doing the computer work but not the staff time. He stated the feeling is now that the Library should not charge people for staff time. However, he agreed with Secretary Grosse that if It becomes a real time problem in the future wherein an additional staff person must be hired, then a service charge may be Justified. Grosse Cooper Martin Trigas MINUTES October 15, 1986 LIBRARY BOARD OF TRUSTEES Page 2 TRUSTEES On a question regarding the cost of searching a data base, Director Lanqe stated that it varies from S20-S500 an hour, depending upon the data base. However, this Is misleading as the actual time of searching"can be accomplished In as little time as 30 seconds depending on the data base and the skills of the person doing the search. Personnel There was no report due to the absence of Trustee Falkenstein. d. Youth Trustee Grosse reported on the youth activities for the month of September 1986 which consisted of stor>hours, Spanish storyhours, bedtime storyhours, films, Carlsbad Youth theatre, Chine Paper Cuts Workshop, Jelly Bean Contest, KPBS Short Story Contest Awards and school visits. (A statement was submitted to the Clerk describing the activities In further detail.) OLD BUSINESS a. CLSI Computer Evaluation - Preliminary Report Director Lanqe referred to the document submitted to the Board entitled "Preliminary Cost Comparison - CLSI Computer System" which qlves a breakdown of the costs Involved when comparing: maintaining the shared system upgrade with Oceanslde versus having an Independent Carlsbad system. He stated that since 1983-84, monies have been put In the budget towards the goal of putting the Library on an on-line catalog system within five years. Director Lange expressed his concerns with continuing on the shared system with Oceanslde, and the need for Carlsbad to begin Its own Independent system. He Informed the Board that a consultant had been hired to study this Issue. Director Lange recommended that staff proceed to request Information from other vendors, Including CLSI, asking for quotations on the various costs Involved. The amounts Included In the "Preliminary Cost Comparison..." were quoted by a sales representative, which probably were list prices, which may be "tightened". Once all the necessary information is in place, with the figures refined, then a decision could be made as to which direction the Library will go. He stated that he "leaned" towards Carlsbad establishing Its own independent system and breaking away from Oceanside. Director Lange answered various questions for further clarification and stated that the reason he does not , propose at this time to send out requests for proposals as Is being done by Buena Park (which Is going through the same process of "breaking away") is because it is quite expensive for the firms sending in proposals. He felt that Carlsbad should first investigate all the possible costs that will be Involved and go from there. MINUTES October 15, 1986 LIBRARY BOARD OF TRUSTEES Page 3 TRUSTEES As far ds the Issue of where the computer would be situated, Director Lonae stated that the possibility at this time Is to locate It In the computer room at Clt> Hall. However, that Is also a cost factor"that may need to be considered If It Is not possible to locate It In Clt> Hall, since the Library would need to remodel a room to accomodate the computer. b. Library Site Selection Committee - Progress Report Trustee Trlgas reported on the progress of the committee In reviewing various potential sites for a library in the La Costa area. Minutes of a meeting of the committee held October 2, 1986 were Included In the packet for the Board's Information. Trustee Trlgas reported that the committee also held a meeting on October 9, 1986 wherein the sites were narrowed down to five sites (as depicted on a map provided to the Board). Staff will provide more information regarding these sites to the committee. The committee members will then rate the sites and select one at Its next meeting. NEW BUSINESS a. Election of Officers A motion made, seconded, and unanimously approved to elect Trustee Martin as the President of the Library Board of Trustees. Trustee Martin Indicated his willingness to serve. A motion was made, seconded, and unanimously approved to elect Trustee Crosse as the Secretary of the Library Board of Trustees. Trustee Grosse Indicated her willingness to serve. It was the consensus of the Board that Trustee Cooper take the place of Trustee Martin as the head of the Budget Committee. The other committees will remain the same. President Martin assumed his position in conducting the remainder of the meeting. b. Library Conference Room Regulations - Review Director Lange pointed out that there were slight amendments to the format, and a sentence has been added to the application form. The contents have remained basically intact, however. A copy was sent to the City Attorney for his review, and he has not heard from him. He suggested that this matter be continued until he has received a response from the City Attorney, at which time he will put it on the agenda. Grosse Cooper Martin Trigas Crosse Cooper Martin Trlgas MINUTES October 15, 1986 LIBRARY BOARD O FRUSftES Page TRUSTEES c. CALTAC Meeting In Carlsbad, March 7, 1967 Director Lange referred to the letter dated October 2, 1986 from CALIAC requesting his assistance" In setting up a workshop In March, 1987. He stated that he booked the Council Chambers for the workshop, and the Library Conference Room for the luncheon. Assistant City Manager Manneri suggested the Public Safety Center as a possible location for the workshop. Director lange explained that CALIAC requested that it be In close proximity to the library. Assistant City Manaqer Mannen pointed out that they could also use the various rooms at City Hail If needed since the workshop will be held on a Saturday. President Martin and Trustee Cooper volunteered to meet with the CALTAC representative on November 18, 1986 as requested by them. d. Safety Inspection Report Director Lange referred to the inspection report contained In the packet prepared by the Safety Engineer. He stated that he reviewed the findings, and the problems are in the process of being corrected. In response to questions, Director Lange stated that City Staff will primarily be correcting the deficiencies, and that this inspection Is done twice a year. LIBRARY DIRECTOR'S REPORT Director Lange reported that the automatic doors for the East entrance have not been installed yet, but will be Installed soon. Geoff Armour, Assistant Library Director, reported that the security system is working quite well. It is already beginning to pay for itself through the process. The only problem with the system at this time is that people with security cards trigger the alarm. He pointed out that all the members of the Elks Club have the type of cards which activate the system. Assistant City Manager Mannen pointed out that the Police Officers will also be carrying that type of security card. Director Lange gave an update on the success of the literacy program being provided on a voluntary basis by the Library. He reported that during the month of September, 175 Inquiries were received which Included both adult learners and people Interested in becoming tutors. He briefly explained the process in selecting the individuals who will participate and In matching the learners with the tutors. MINUTES October 15, 1986 LIBRARY BOARD OF FRUSfELS Page 5 TRUSTEES Director Lange stated that too evenings a week, the adult learners and tutors, through this program, use the Pine Elementary .School facilities In conjunction with the Mlra Costa program. Further, support groups ha've been formed for the adult learners' participation. People are coming forward to avail themselves of this program. He gave an example of an adult learner who participated in the program and Is now working as a broker after successfully passing an exam to obtain his license. He stated there are approximately 125 trained tutors functioning presently in the program on a volunteer basis. Director Lange explained that the Board will soon be receiving the City Quarterly Report. He referred to a section from the Cultural Arts Center and spoke briefly regarding Ms. de la Rosa, an artist In residence, who will be performing October 17. He also pointed out that the article entitled "Last Year the Library Saved You $17,59*,9*2" was also included In the report. FRIENDS OF THE LIBRARY Nancy Osberg, President, Friends of the Library, announced that Or. Paul Saltman wili be appearing on October 29 and will be speaking on "The Physics and Metaphysics of Food and Nutrition". Further, on Oanuary 28, 1987, Ray Bradbury, author of many books, will be giving a presentation. Mr. Bradbury is not charging to come down. 3ust his expenses will be covered. Mr. Bradbury has Indicated his preference that the Friends of the Library profit in the sale of his books. SERRA ADVISORY BOARD Margaret Brownley reported that they had not met since the Library Board's last meeting, and therefore, there was not much to report on. She happily announced that for the first time someone from the Advisory Board has been selected as a member of the Executive Committee of the Administrative Council. She was pleased the Council had selected someone who is knowledgeable about the operation and is involved personally and very Interested. ADDITIONAL BUSINESS Director Lange deferred to Geoff Armour who reported on his recent visit to the libraries of Huntlngton Beach and Thousand Oaks. He stated that these are the two libraries that almost everyone in the library business points to as leaders in high technology and Innovatlveness. He stated that he was basically looking Into the technology of the audio/visual area. Further, he was looking into the layout and location of the library. Both of the libraries seem to be very Isolated, which he felt would not be a good idea for Carlsbad. MINUTES October 15, 1986 LIBRARY BOARD OF TRUSTEES Page 6 TRUSTEES Mr. Armour spoke at length regarding the video department ld>out and program of the libraries and compared it to Carlsbad. JHe said that Thousand Oaks has the blgqest operation of video tapes In the State. He" pointed out the differences between Carlsbad and the libraries he visited as far as the security system, and the design of the library Itself was concerned. Huntlngton Beach charges for everything, and he stated he felt that a complicated list of fees defeats the purpose of having free access. Mr. Armour concluded by stating that both libraries have a lot of money budgeted for their operations. Further, they have the necessary spacing and staffing - problems which exist here In Carlsbad. He added that the clear cut way for the future In audio technology Is compact disks. Carlsbad has already started the phasing out of records. All the libraries are moving In that direction. He emphasized the usefulness of going out to see the leaders In the field and see how they are actually doing It. Carlsbad will being doing more of this In the future. Trustee Cooper noted that the Genealogical Society plant sale made $<*19. They will be having another plant sale soon. Another event was scheduled originally for November 11, but that Is a holiday and the library will be closed. President Martin announced that the next meeting of the Board Is scheduled for November 19, 1986. ADJOURNMENT By proper motion, the Meeting of October 15, 1986 was adjourned at *:15 p.m. Respectfully submitted, Elizabeth Caraballo Minutes Clerk Parks & Recreation Commission December 15, 1986 "The Green Sheet" Council voted 4-1 to approve the plans and specifications for Calavera Hills Community Park. The approved plans will eliminate the cistern and eucalyptus trees. Chris Harmon, the Lagoon Enforcement Specialist, recently completed Advanced Boating Safety and Enforcement Training offered by the California Boating and Waterways Commission. New Season Discount passes will be available at the Swim Complex January 2. The passes will be valid through April 30, 1987. Over the Thanksgiving weekend the Swim Complex was drained of over 300,000 gallons of "heavy" water, with the help of the Utilities Maintenance Department. The pool was drained to eliminate disolved solids and salts that had accumulated over the last five years. The pool started draining at 7 p.m. on Wednesday, November 27, and was back in operation on Saturday morning November 30th. The Swim Complex will be closed for the evening swim times (5:30 to 7 p.m.) on December 24 and December 31. The complex will also be closed on December 25. All other times will remain open. youngsters continue to sign-up for the youth/teen basketball program throughout December. Expected participation is about 200 including St. Patrick's and Victory Christian in the 7th/8th division. Clete Adelman, the highly respected Mira Costa College Men's Basketball Coach, addressed Recreation Department coaches on Saturday, December 6. Clete instructed the youth basketball coaches on techniques, drills, fundamentals, and philosophy. A sincere thank you to Clete for donating his time to our program. Sign-ups will begin soon for the teen basketball program at the high school. This program will offer an intramural format to high school boys and girls who desire to play basketball but heretofore were unable to play because of other sport involvement or who lacked a sophisticated skill level to compete on a school team. Games begin in January. The "Letters to Santa" program is an ongoing December event. Youngsters are invited to send their wish list to Santa via the Harding Community Center. Santa's elves check our bins constantly, rushing all correspondences to Santa so that he can answer Carlsbad youngsters promptly. Self-addressed envelopes will be accepted through Monday December 15. Levante Community Center will be the site for a Christmas Crafts program. Slated for December 16, the program is offered to youngsters 4 to 8 years of age. Some of the highlights include crafts, games, a prize-filled pinata, and a picture with Santa Glaus I