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HomeMy WebLinkAbout1986-11-19; Parks & Recreation Commission; Minutes (2)MINUTES Meeting of: LIBRARY BOARD OF TRUSTEES Time of Meeting: 3:00 p.m. Date_ of Meeting: November 19, 1986 Place of~Meetlng: Library Conference Room TRUSTEES UY^NSJA CALL TO ORDER; President Martin called the meeting to order at 3:00 p.m. ROLL CALL; Present - President Martin, Trustees Cooper, Grosse, Falkensteln and trlgas. Absent - None. Also Present were: Clifford Lange, Library Director Geoff Armour, Assistant Library Director Nancy Osberg, President, Friends of the Library Margaret Brownley, Representative, Serra Advisory Board Bee McWllllams, Representative, Genealogical Society Frank Mannen, Assistant City Manager APPROVAL OF MINUTES; The Minutes of the meeting held October 15, 1986, were approved as .presented. COMMITTEE REPORTS; a. Building and Grounds This report will be given later In the meeting. b. Budget Trustee Cooper stated he had Just received a copy of the financial report. c. Personnel Trustee Falkensteln reported there were no personnel changes. d. Youth Trustee Grosse reported there Is a new list of classics In the children's department. The attendance for the children's programs almost broke the 2,000 mark during the month of October. She reported the Holloween Costume Party was a huge success with 325 children and adults attending. The theme for next summer's reading program will be "Outer Space". The Spanish storyhour for young ones had 17 children In attendance. The Carlsbad Youth Theater production of Plnocchlo will be December 2 and 5. They are expecting 500 people to attend these performances. She spoke about the motivation of George McKenna In getting kids Into the Library and said John Quartarone returned with a great deal of enthuslam, as well as material. Martin Cooper Grosse Falkensteln Trlgas MINUTES November 19, 1986 LIBRARY BOARD OF TRUSTEES Page 2 TRUSTEES OLD BUSINESS; a. Library Site Selection Committee - Progress Report Trustee Trlgas reported the first phase of the assignment has been completed and recommendations will be put In priority with staff working on negotiations. Trustee Trlgas said all five sites are good, and very much In the running. It will depend on the financial arrangements and the availability. Director Lange stated a financial proposal was being prepared for the City to consider. b. CALTAC Meeting In Carlsbad, March 7, 1987 - Discussion President Martin called attention to the new flyer contained In the packet. There was a meeting yesterday with two members of CALTAC, Barbara Campbell, Coordinator for CALTAC, along with Shirley Sterns, President of CALTAC. The original plan had been to offer them the use of the conference room here at the Library for the luncheon and use of the Council Chambers for the meeting. Late Monday afternoon It was decided the books from the mezzanine floor would need to be moved Into the Conference Room; creating a change In plans. There Is a 2 1/2 Inch sag In the floor of the mezzanine, also the Council Chambers Is to be remodeled, and may not be finished. It would perhaps be a better Idea to use the Safety Center for that luncheon and meeting. The rooms at the Safety Center are large, with movable walls. They could have the meeting In one room and the luncheon In another room. This meeting will be Saturday, March 7, from 9:30 a.m. to 3:30 p.m. The Members will be urged to visit the Library, but possibly only those traveling north will visit the main library. Those going to the south will probably visit the La Costa Library, if they visit a library at all. Friends of the Library have offered to take care of coffee and donuts, and lunch will be catered. The price for attending this meeting will be approximately $10.00. Director Lange stated the Trustees may be asked to serve as hosts. c. Library Conference Room Regulations - Review Director Lange reported these regulations have been brought back after the City Attorney reviewed them. They are the same as presented last time, and the only significant difference In the form is where the people sign Indicating they have read the regulations and have agreed to abide by them. Also, where the words "The Library Director has the final decision on the use of the Conference Room", this was changed from "Library Board" to 'library Director". Director Lange stated the Hold Harmless Clause to release the City from any responsibility has been reviewed by the City Attorney's office. The Library Board of Trustees adopted the regulations governing the use of the Library Conference Room of the Carlsbad City Library as presented. Martin Cooper Grosse Falkensteln Trigas MINUTES November 19, 1986 LIBRARY BOARD OF TRUSTEES Page 3 TRUSTEES NEW BUSINESS; a. Library Mezzanine Structual Evaluation - Discussion Director Lange stated a sag was noticed In the mezzanine floor of the Library a couple of weeks ago. The experts have been studying the weight calculations on the building plan and feel the floor Is overloaded. Marty Orenyak was here at the Library today and cut holes In the celling to Inspect the structure. The problem appears to be In the decking. The beams are fine, but It appears the decking has sagged. It Is Impossible to determine how long It has been that way. A transit was used to sight the floor and a 2 1/2 Inch sag was determined. The books will be moved this coming weekend to the conference room, and they will bring the transit In aqaln and survey the area. The Issue Is one of safety and this Is a prudent, precautionary measure. Director Lange stated the use of the conference room for books may be on a temporary basis. He stated Geoff Armour has done the legwork on this project. This Involves the west side of the mezzanine where the fiction and oversized books are located. The shelving has been there for approximately fourteen years and It Is felt this overload was not a sudden thing. Other arrangements have been made for places to meet, and City Hall will be available Into December. b. Library Policy on Noise Director Lange said he had told the Board staff were going to put out suggestion forms In the Library, and they have been getting suggestions back. Ninety-nine percent of the complaints Involve the Library being too noisy. Geoff Armour has drafted a policy on noise, and a copy of this Is Included in the packet. Staff felt this policy should be written for staff support. Because of the space problem In this Library, the noise problems are becoming Trustee Trlgas Inquired whether they had considered signs, and Director Lange stated, no, but they were going to consider this. Geoff Armour stated signs have been an Issue for years. Too many signs In a library are not attractive, and people do not really heed them. He felt at this point they would be Installing one or two signs in the Library. Trustee Falkensteln stated there are also people who He down on the chairs in the Library, and that is a visual disturbance. Geoff Armour stated it really involves an application of common sense in the operations. When the noise is Identified, staff members should approach the person or the group immediately and caution them. Trustee Trlgas asked whether a copy of the regulations will be posted and put on the bulletin board. Geoff Armour stated It would be available at the public service points, but there will also be signs. Library Board of Trustees adopted the policy on noise for the Carlsbad City Library as presented. Martin Cooper Grosse Falkensteln Trlgas MINUTES LIBRARY BOARD OF TRUSTEES November 19, 1986 Page TRUSTEES NEW BUSINESS: c. Film and Video Collection Analysis Director Lange called attention to the report. He stated Geoff Armour had done this analysis and Has present to answer any questions. Me stated the report did show how they are making an effort to increase their balance of holdings of non-entertainment materials. d. Quarterly Report, July-September 1996 Director Lange called attention to the report as distributed and had nothing to add, but would answer any questions. In answer to query regarding the drop in program attendance at the Branch, Director Lange stated there was no clear explanation. Perhaps the year-around school program has been a partial cause of this drop In attendance. Trustee Falkensteln commented on his observation there are fewer new people In La Costa coming Into the Library. More people came to the Main Library from La Costa, than go to the Branch. He suggested extra publicity might help the programs 'In La Costa, particularly If the publicity is done in the La Costa area. A discussion among the Trustees determined that perhaps publicity in the form of notices on Vons bulletin board, churches and schools In the La Costa area would help attendance at their programs. Trustee Falkensteln reiterated his feeling that there should be more imaginative publicity. Director Lange stated he would do more research on this. LIBRARY DIRECTOR'S REPORT; Director Lange reported the Mayor and the Council would like to have a joint meeting on January 13, 1986. This would be a time to present the recommendations on the Library site, financing plans and any other Issues needed to be brought before Council. Assistant City Manager Mannen stated this would be the Council Meeting at 6:00 p.m. on that date. This would be the only Item on the agenda. Mr. Mannen stated Mayor Elect Lewis would like to go back to the format previously used of scheduling business sessions on the first and third Tuesdays of the month and using the second and forth Tuesdays for workshops, joint meetings and briefing sessions. It was decided at the December 17, 1986, Library Board Meeting a workshop will be held to plan the Items to be presented to the Council. Mayor Elect Lewis has decided not to have liaisons to the commissions and boards. The department head will have the responsibility of sending a memorandum to Council reporting on the gist of the meetings. Mr. Mannen added this would be a short synopsis to be given to Council before the minutes of the meeting are received. MINUTES LIBRARY BOARD OF TRUSTEES November 19, 1986 Page 5 TRUSTEES FRIENDS OF THE LIBRARY: President Osberg reported that Trustee Cooper had volunteered to be the Book Fair Chairman. Mrs. Osberg reported on the meeting on October 29, 1986, stating there was standing room only. GENEALOGICAL SOCIETY; Representative Bee McWilllams reported by the first of the year the Genealogical Collection will reach 15,000 volumes. She displayed a copy of the book entitled "Ancestors We Have Found" and stated this book contains charts of a good many of the members. She said several libraries, genealogical and historical societies have ordered copies of this book. SERRA ADVISORY BOARD; Representative Margaret Brownley reported there would be a meeting on December <f, 1986. The Chairman attended a conference in Long Beach and she will have a report on that. The work on the CALTAC survey will be Included in its entirety in the new tool kit, listed as a reference. AD30URWENT; By proper motion, the Meeting of November 19, 1986, was adjourned at 3:50 p.m. Respectfully submitted, Harriett Babbitt Minutes Clerk HB:tc Parks & Recreation Commission January 19, 1987 - -7 "The Green Sheet" Staff is currently compiling information to be used for the Ball Field Analysis Report. Some of the information being gathered will show the number of ball field sites, the number and types of activity uses those fields can accommodate, the number of resident/nonresident participation and scheduling times of activities, The city has been approached by a community group that has requested the construction of an additional restroom facility at the north end of Holiday Park. Staff will be considering this community request. The Parks and Recreation Department has presented their annual budget to the Finance Department. Finance will analyze the department request before submittal to the City Manager and City Council for approval. The youth/teen basketball program is in full swing during the month of January. 17 teams and 150 youngsters participate on Thursday evenings and Saturdays at the Boys' and Girls' Club of Carlsbad. San Diego County's Senior Men's Softball league begins its 5th season in late January. The league, which is run by the Carlsbad Parks and Recreation Department, currently has 12 area teams including 2 Carlsbad teams. Countywide participation is upward of 250 active men and women, 55 years of age and older. New recreation staff shirts have been ordered. The logo has been changed to a new three color design. Look for them during the next month. Tracey Smith, a Recreation Leader in our Department, will be awarded the Ray Butler Scholarship during the GPRS Banquet on January 30. The Daytripper's took two buses to the Pasadena Rose Parade on January 1, 1987. 89 people enjoyed the color and beauty of the Annual Parade. It continues to be one of our most popular trips; plans are already in the works for next year's Rose Parade excursion. The Elve's in the Recreation Division's Special Event section were busy during the month of December answering some 1,000 "Letters to Santa" from local school children. The program is a tremendous success and plans are being made to expand the program next year.