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HomeMy WebLinkAbout2008-06-18; Library Board of Trustees; MinutesMEETIN G OF: DATE OF MEETING: PLACE OF MEETIN G: CALL TO ORDER: Ap p rovedr---, f -;u;-.;:u,o 1S ---------------- MINUTES LI BRARY BOARD OF TRUSTEES Wednesday, June 18, 2008 Georgina Cole Community Room 1250 Carlsbad Village Drive Chair Bill Kamenjarin called the meeting to order at 4:01 p.m. ROLL CALL: • ITEM #2 Present: Absent: Library Board Trustees Bradley, Kamenjarin, Lignante, and Tarman Trustee Swette Also Present: Heather Pizzuto, Library Director Dave Curtis, Deputy Library Director Suzanne Smithson, Deputy Library Director Carol Naegele, Principal Librarian Cheryl Mast, Library Management Analyst Jessica Padilla Bowen, Library Community Coordinator Carrie Scott, Community Outreach Supervisor for Literacy Svcs. Marg Kealey, NSDCGS Liaison Carolyn Taylor, League of Women Voters observer APPROVAL OF MINUTES: On motion by Trustee Tarman the minutes of the regular meeting held May 21, 2008 were approved as submitted. MONTHLY LI BRARY REPORTS: Trustee Kamenjarin commented on the two social events he attended this past month, the Library Part Time Employee Recognition event and the Adult Learning Program's annual celebration. Trustee Kamenjarin commented on the continuing problems with the door counters at Cole and Management Analyst Mast responded that a work order has been submitted to Facilities to change the location in hopes of remedying the problem. Library Board of Trustees Minutes of June 18, 2008 Meeting Page 2 Trustee Tarman offered his congratulations to Carrie Scott on her recent selection as the Community Outreach Supervisor for Literacy Services at the new Library Learning Center. Trustee Bradley asked about the California State Library Literacy Grant application and Deputy Library Director Smithson responded that the Library applies for this grant on an annual basis. Trustee Bradley mentioned that she was at the Library during the "Rock the Library" event and saw local celebrity, Shawn White, in attendance and asked how the events and teen programs are promoted to local teens. Deputy Library Director Curtis responded that there are posters in the Library, articles in Today's Local News as well as routine press releases. In addition, the Young Adult Librarian at the Dove Lane facility also has a list of contacts for various schools. LIBRARY PSA VIDEOS: Library Director Pizzuto reminded the Board that they had requested at their last regular meeting to see the Summer Reading Program and Library Learning Center videos, and the Library chose to take this opportunity to also show the PSA produced by the Library's own Media Services Division which recently won a regional SCAN NATOA award. Due to technical difficulties the Board moved ahead to the next agenda item. MATERIALS RECOVERY REPORT: Library Director Pizzuto had distributed a preliminary report on the recovery of fines and fees for the first six months since entering into a contract with Unique Management Inc. Deputy Library Director Curtis commented that the company works exclusively with libraries and the results thus far have met all the Library's expectations. At this point, all the Library's delinquent accounts for the past three years have been referred to Unique. Management Analyst Mast reviewed the statistics with the Board and responded to their questions. Technical difficulties remedied, the Board viewed the public service announcement videos at this point. Library Board of Trustees Minutes of June 18, 2008 Meeting 2007-08 LIBRARY GOAL HIGHLIGHTS: Page 3 Library Director Pizzuto reviewed the progress to date on some of the major projects the Library has been working on this past year. One of the projects this year was to identify solutions to several issues in the parking lot at the Dove Lane facility: the handicapped accessible parking, the location and accessibility of the book drop, access to the rear of the Gallery for deliver of exhibition materials, and adjustments to the ramp-access at the front walk area of the Library. There have been ongoing discussions as to the best options for moving ahead on all these areas and the Library is hoping for a phased approach to the design and implementation of solutions during this next year. Deputy Library Director Smithson reported that the goal for the Library Learning Center was to develop the timeline and coordinate all the phases involved in the construction and opening of a new library building. The Library has been able to meet all the necessary milestones to open the building as projected in August. Community Coordinator Jessica Padilla Bowen reported on the creation of a new Community Services video and brochure explaining that the previous versions had been in use for many years. Both the video and brochure contain information about the Library, Arts and Recreation programs. Deputy Library Director Smithson explained the need to clarify internal processes for handling of material donations left at the Library with regard to legal ownership, management of the large volume of donations and determining final disposition. Deputy Library Director Curtis reported on the advances in handling customer comments by the redesign of the physical form, allowing the customers to specify whether they would like to be contacted and in what manner, telephone, e-mail, the addition of a similar form on the webpage and the creation of a database for storing the comments. The database will allow the Library to query the data for information as to times the comments are submitted, which facility is involved, and the nature of the issues/complaints, allowing us to identify trends more easily. Library Director Pizzuto concluded this overview of some of the major work efforts in which the Library has been involved, explaining that further information and more specific plans will be shared with the Board as some of these projects continue into the next year. CARLSBAD READS TOGETHER AFTER ACTION: Community Coordinator Jessica Padilla Bowen referred the Board to the Program Review Worksheet included in the agenda packet which contained information on the Library Board of Trustees Minutes of June 18, 2008 Meeting Page4 highlights of the program as well as attendance and the circulation numbers for the selected book, both of which were significantly higher than last year. She added that the feedback and comments from the public were very favorable and the committee has received many suggestions about the program. The first official committee planning meeting for the April 2009 event is scheduled for early August as they start the discussion for selecting the title. There are several suggestions from the public and committee members as well as those titles which were considered for the recent program. Trustee Tarman asked for specific numbers and Community Coordinator Padilla Bowen responded that last year's book, Night, was checked out 294 times, while this year's title, The No. 1 Ladies' Detective Agency, was checked out 370 times, and other titles by the author in the collection circulated between 70 and 80 times. Library Director Pizzuto added that these numbers only represent use of the Library's collection and that we know that many purchased their own copies or already had copies as many book clubs in the area had read the book in the recent past. Trustee Kamenjarin asked if the Alexander McCall Smith program was available on DVD in the Library and Community Coordinator Padilla Bowen responded that the Library has a DVD of the program but does not have permission to circulate the DVD; however, there are plans to show the DVD later this summer at the Cole Library. LIBRARY LEARNING CENTER: Principal Librarian Carol Naegele, reported that the building should be ready for final inspection next week and the pre-move meeting is scheduled for July 9th . Various furniture and equipment is arriving daily from the manufacturers, and the grand opening date has been set for Saturday, August 23rd . Trustee Kamenjarin asked about the hours of operation and Principal Librarian Naegele responded that the building would be open from 11 a.m. to 6 p.m. Monday through Thursday, and 11 a.m. to 5 p.m. on Fridays, which is consistent with the current operating schedule; however, just as is currently the practice, appointments for learners and tutors will be available for times before and after the general operating hours. DIRECTOR'S REPORT: Library Recruitements -The Childrens' librarian at Dove Lane has been selected and Julie Conklin who is relocating from New York is scheduled to begin on July 14th . The Cole Children's librarian position will be filled from the same recruitment pending final approval of the budget which includes the request to reclassify the position recently vacated by the retirement of Library Assistant Connie Kneisel. Library Board of Trustees Minutes of June 18, 2008 Meeting Page 5 FY 2008-09 Budget -On June 12'h the City held a public workshop on the proposed budget which did not generate any questions and we anticipate the budget will be formally adopted at the June 24th City Council meeting. Audio System upgrade -The upgrade project for the audio system in the Ruby G. Schulman auditorium is nearly completed. Tonight's program will use the new system and the assisted listening devices for the first time . Library branding proj ect -Community Coordinator Jessica Padilla Bowen has continued to work with the consultant on the branding materials with the new logo and is in the process of revising several types of materials including the Library's Services and Resources brochure, a revised brochure for the Library Learning Center and all the Library staff badges, to name a few. Library telephone survey -The survey has been completed and the results emailed to staff last week. They will be meeting next week with the consultants, BW Research, to review those results before finalizing the intercept survey which will be conducted with Library users around the end of this month or the first of July. All of the results of the surveys should be available by the end of the summer and sometime during the fall, BW Research will be on the Board's agenda to go over those results. American Library Association Annual Conference -For the first time in nearly ten years the conference is being held in southern California and several staff members will be traveling to Anaheim to attend, including the Director and Deputy Library Director Smithson. August Library Board Meeting -This meeting is scheduled to be held at the new Library Learning Center on the regular date and time, Wednesday, August 20th at 4 p.m. FOUNDATION REPORT: Trustee Tarman reported that at the last meeting they announced the distribution from the Gartner Endowment in the amount of $73,576 which is given to the Library and Arts for cultural programming in accordance with the terms of the endowment. The results of the 2008 home tour were below their projections as the expenses for the luncheon were more than anticipated; however, they did realize a profit of a little over $15,000. The DVD for garnering community support for the Learning Center funding campaign is under production and they are working on a "catch phrase" for the campaign. Library Board of Trustees Minutes of June 18, 2008 Meeting FRIENDS OF THE LIBRARY REPORT: Page 6 Library Director Pizzuto reported that th~ Friends met for a tour of the Library Learning Center prior to their regular meeting in May. At that meeting the Board approved the Library's request for $84,000 for programs for fall of 2008 and spring 2009 as well as materials for the Children's collection. The Board decided to discontinue the Sunday hours at the bookstore at the Dove Lane location citing difficulty in retaining volunteers to work on Sunday as well as insufficient intake to justify the efforts to stay open. Library Director Pizzuto also distributed to the Board invitations to the Friends of the Library Annual Meeting scheduled for Thursday, June 26th at the Dove Lane facility. NSDC GENEALOGICAL SOCIETY: Board Liaison Marg Kealey provided a brief review of past programs as well as information on upcoming programs and announced that youth classes in genealogy are being offered again this summer. LIBRARY BOARD COMMENTS: Trustee Tarman announced this was his last meeting as his term as a Trustee expires this month. Library Director Pizzuto responded that according to the Municipal Code, Trustee Tarman could serve until his replacement is appointed by the City Council, and this Board would be most appreciative if he would consider that. PUBLIC COMMENT: None present. ADJOURNMENT: By proper motion, the meeting was adjourned at 5:09 p.m. Cissie S xton Administrative Secretary