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HomeMy WebLinkAbout1997/12/04 - Agenda Packet - Library Board of TrusteesDECLARATION OF POSTING OF AGENDA VIVIAN GARCIA I presently am, and at all times been, the Administrative Secretary of states and declares as follows: mentioned herein have the Library of Rancho Cucamonga. Acting in that capacity, on //-~Q~-~7 , at ~, I posted a true and correct copy of the meeting agenda dated-- ~ ~-~/~ /~7 at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: ¥ivian Garcia, Administrative Secretary City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. December 4, 1997 Storytime Room Rancho Cucamonga Public Library 7368 Archibald Avenue Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Rex Gutierrez, Mayor Pro Tem Paul Biane, Councilmember James V. Curatalo, Councilmember Diane Williams, Councilmember Boardmembers Robert Howdyshell, President Edward E. Swistock, President Pro Tem Donna Bradshaw, Boardmember Doris Dredd-Lee, Boardmember Gina Gregory, Boardmember  PAGE Board of Library Trustees Agenda · Regular Meeting, December 4, 1997 A. CALL TO ORDER 1. Roll Call: Howdyshell __., Bradshaw Dredd-Lee __~, Gregory __ and Swistock __ B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Board at one time without discussion. Any item may be removed by a Boardmember or member of the audience for discussion. - 1. Approval of Minutes: November 6, 1997 1 C. LIBRARY DIRECTOR'S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. 1. Library Status Report: oral report p~escnted by staff. 2. Budget report: presented by Deborah Clark, Library Manager. 5 3. Technology Center Update: oral report presented by Robert Karatsu, Principal Librarian. D. BOARD BUSINESS The following items have been requested by the Board of Library Trustees for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Library Telethon Update: oral report by staff. a) Reports from subcommittees: oral reports by Deborah Clark, Library Manager. 2. Donor Wall Project: oral update by Deborah Clark, Library Manager.  PAGE Board of Library Trustees Agenda 2 · Reeular Meeting. December 4, ~997 3. Regular Meeting oft he Library Board for January falls on January 1 in 1998. Boardmembers will need to discuss the date and determine if they wish to reschedule or cancel for January. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Board of Library Trustees to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Board of Library Trustees. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, Vivian Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Wednesday, November 26, 6:00 p.m., 1997, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: TO: FROM: SUBJECT: December 4, 1997 President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager Deborah Kaye Clark, Library Manager APPROVAL OF MINUTES RECOMMENDATION That the Library Board of Trustees approve t~e Minutes of the Regular Meeting of the Board of Trustees for November 6, 1997. BACKGROUND Minutes taken and compiled by Library Administrative Secretary Vivian Garcia. ateCt fully submitted, CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, November 6, 1997, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:01 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Bradshaw, Dredd Lee, Gregory and Swistock. Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Services Supervisor, Michelle Perera, Reference Librarian and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of minutes: October 2, 1997 MOTION: Moved by Boardmember Bradshaw to approved the minutes, seconded by President Howdyshell. Motion carried 4-0-1-1 (with Swistock abstaining). B2. Approval to increase borrowing limits from 10 items to 15 items per card. MOTION: Moved by Boardmember Swistock to accept the increase of borrowing from 10 to 15 items, seconded by Boardmember Gregory. Motion carded 5-0. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report: oral report presented by staff. Deborah Clark, Library Manager, gave an update on the Library during the month of October to the Library Board. Robert Karatsu, Principal Librarian, stated that October was the busiest month the Library has had since opening. He introduced Michelle Perera, the newly hired Reference Librarian. Renee Tobin, Children's Services Supervisor, updated the Library Board on the children's department. Library Board Minutes November 6, 1997 Page 2 C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the budget sheets with the Board. C3. Technology Center Update: oral report presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, gave an oral report to the Library Board on the Technology Center. D. BOARD BUSINESS D1. Library Telethon Update: oral report by staff. The new promotional video for the Telethon was shown to the Library Board. The new version suitable for broadcast should be available in December. Deborah Clark, Library Manager, reviewed the handouts of the Telethon packet for Telethon '98 with the Library Board. D2. Plan of Service: presented by Deborah Clark, Library Manager. MOTION: Moved by President Howdyshell to accept the Plan of Service, seconded by Boardmember Gregory. Motion carried 5-0. D3. Items for discussion for the joint meeting with the City Council. Boardmember Swistock stated that he thought the Board should wait until after the first of the year to try to meet with City Council. At the meeting in January, the items for discussion could be brought back on the agenda, and should include expanding library services. El. None E. IDENTIFICATION OF ITEMS FOR NEXT MEETING Update on the Donor Wall F. COMMUNICATIONS FROM THE PUBLIC Library Board Minutes November 6, 1997 Page 3 G. ADJOURNMENT MOTION: Moved by President Howdyshell to adjourn to Thursday, December 4, 1997 at 7:00 p.m. in the Storytime Room at the Rancho Cucamonga Public Library, seconded by Boardmember Dredd Lee. Motion carried, 5-0. The meeting adjourned at 7:39 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCA/VIONGA STAFF REPORT DATE: TO: FROM: SUBJECT: December 4, 1997 President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager Deborah Kaye Clark, Library Manager BUDGET REPORT FOR NOVEMBER RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled Revenue Report November 1997 will be available at the meeting. Schedule B, titled "Balance Sheet July through November FY 1997/98" will be available at the meeting. Schedule C*, titled "Library Expenditures 1997/98" is an accounting of all funds expended so far this fiscal year, showing 40% of library fimds expended or encumbered at 42% into the fiscal year. Also included are the expenditure figures for Literacy and Redevelopment Agency funds. /~K~spectfully submitted, Deborah Kay CI~ Library Manager *Updated through November 26, 1997 LIBRARY EXPENDITURES 1997/98 PERSONNEL 1100 REGULAR SALARIES 1200 OVERTIME SALARIES 1300 PART TiME SALARIES 1900 FRINGE BENEFITS TOTALPERSONNEL OPERATIONS 3'100 TRAVEL & MEETINGS Con,Yin workshops Karatsu-workshops Meeting Supplies Clark-meetings iLS Workshops CLA Conference CLA Legislative Day JUL AUG $413,890 $30,099 $45,623 $0 $0 $0 $249,390 $15,836 $25,570 $187,330 $15,611 $15,611 $850,610 $61,546 $86,805 $4,000 $30 SEP OCT NOV TOTALS $3,800 $3,000 $25O $800 $20 $21 $28,604 $30,333 $32,131 $166,790 $0 $0 $0 $0 $20,994 $20,213 $19,077 $101,691 $15,611 $15,611 $15,611 $78,055 $65,209 $66,157 $66,8'19 $346,535 $34 $19 $1,385 $0 $0 $83 $0 $0 $1,385 $0 $45 $44 $23 $4 3300 MILEAGE Auto Allowance Reimbursement Garda $131 Pages $0 Manela $27 Corwin $0 Tobin $12 $12 3900 MAINTENANCEJOPER $'139,300 Visa $163 Cash Receipts Printing/Postage $3,000 Pdnting $310 Postage $2 Office Supplies $18,000 Cataloging Supplies $1,606 $91 $750 $481 $2,928 Book Trucks $815 $815 Photo House $0 8 Ave. graphics $0 Office Depot $6,000 $6,000 Signage $41 $41 Letterhead $0 Miscellaneous $246 $9 $96 $102 $26 $479 Petty Cash $0 Computer supplies $162 $13 $175 Stationary $346 $346 Federal Express $11 $11 Board Supplies $17 $166 $183 Special Program Supplies $5,000 Children's Supplies $12 $149 $266 $45 $471 Children's Programs - Friends $0 Donor Wall $97 $97 Tech Center $224 $224 Moving message sign $162 $162 Summer Reading Program (FR) $18 $3 $21 Foundation Expenses $10 $10 Literacy Projects $0 Volunteer Supplies $782 $52 $21 $546 $1,400 Reference On-line $0 Advertising/Promotions $0 $25O Schedule C SPENT PE FUNDS % % OF CATEGORY REMAININ SPENT YEAR 42% $166,790 $247,100 40% $0 $0 ERR $101,691 $147,699 41% $78,055 $109,275 42% $346,535 $504,075 41% $1,467 $2,633 37% .$42O $3,38O 11% $250 $2,750 8% $170 $630 21% $96,302 $42,998 69% $163 $0 $312 $2,688 10% $310 $2 $10,978 $7,022 61% $2,385 $2,615 48% $40 ($40) ERR 6 National Library Week - Friends $0 Recruitments $40 $40 Telethon $588 $588 Float (Friends funded) $350 $350 Books/Materials $100,000 $72,066 $27,934 72% Bookstore rush $600 $90 $300 $990 Childrens Books $17,635 $1,528 $1,259 $1,251 $22 $21,695 Adult Books $15,000 $300 $1,571 $15,000 $31,871 Reference Books $421 $1,000 $262 $13 $1,696 Reference CD's $0 Circulating Instructional CD's $1,500 $1,500 Large Print Books ~ Friends $2,000 $2,000 Books on Tape - Friends $3,000 $21 $7 $1,013 $4,042 Video $4,186 $506 $53 $278 $5,023 CD's (music) $2,000 $500 $750 $3,250 Literacy $0 Magazines/Publications $10,000 $5,152 $29 $50 $5,231 $5,231 $4,769 52% Training $500 $198 $198 $198 $302 40% Bindery $1,000 $2,000 $2,000 $2,000 ($1,000) 200% Collection Agency $1,800 $992 $1,000 $1,992 $1,992 ($192) 111% 3914 MAINTENANCE DEPT $10,530 Janitorial Supplies $4,260 $3,000 $3,000 Facility Maintenance supplies $5,630 $4,619 $412 $40 $5,071 Sinclair Paint $200 $200 FamiJian Pipe Supply $0 Mountain View Glass $9 $0 R&R Electric $1,000 $1,000 Owen Electric $586 $586 Graffiti Removal Supplies $200 $0 Water/Fire Service $440 $0 $9,857 $673 94% $3,000 $1,260 70% $5,071 $559 90% $0 $0 $0 $200 0% $0 $440 3932 Equipment Maint/Deprec. $7,140 $0 $0 $7,140 0% 3933 Emergency Equip. Rental $380 $0 $0 $380 0% 3956 DUES $2,100 American Library Assoc. $450 MCLS Associate Membership $150 California Library Assoc. $0 Inland Library system $1,500 CALTAC 0 $150 3960 GENERAL LIABILITY $4,620 $385 $90 $195 $135 $920 $1,490 $610 71% $195 $195 $255 43% $150 $150 $0 100% $135 $135 ($135) ERR $920 $920 $580 61% $90 $90 ($90) ERR $385 $385 $4,235 8% 6028 CONTRACT SERVICES $173,380 Offic Equip/Maintenance $4,200 Xerox Fund $6,374 Book Processing $20,000 $10,236 OCLC $5,000 Landscape Maintenance $7,150 $430 S.B. County $100,000 Technology Maintenance $3,000 Telephone Maintenance $3,000 $2,848 Tech Center Computer Tech Services $31,030 $12,140 $5 $111 $95 $586 $437 $239 $437 $33,938 $139,442 20% $6,379 $4,200 152% $6,379 $10,236 $10,236 $9,764 51% $206 $4,794 0% $1,890 $1,890 $5,260 26% $0 $0 $100,000 0% $0 $0 $3,000 0% $2,848 $2,848 $152 95% $239 $12,140 $12,140 $18,890 39% 6036 CONTRACT SERVICES $82,430 Janitorial Services $16,000 $2,000 Secudty Service $3,360 $1,397 Elevator Service $6,160 $128 $128 $128 HVAC $14,500 $548 $1,000 Electrical $4,160 $438 Glass replacement $2,000 $500 Locksmith $0 $65 Cabinetry $0 $360 Plumbing $2,000 $140 $9,617 $42,913 18% $2,000 $2,000 $14,000 13% $1,397 $1,397 $1,963 42% $383 $383 $5,778 6% $1,548 $1,548 $12,952 11% $438 $438 $3,722 11% $500 $500 $1,500 25% $205 $205 ($205) ERR $360 $360 ($360) ERR $0 $0 $2,000 0% Pest Control $670 $1,000 $1.000 Fire/Life Safety $670 $686 $686 StructuraFRoof $2,910 $1.000 $1.000 0019 TELEPHONE 989-8277 (Rotary line) 181-1185 (1'1 line) 948-9900 476-2793 (ISDN Line) 980-0871 (EMS & Security) 980-4361 (Elevator) 987-3271 (Irrigation Sprink.) 989-6904 (Public Fax) MCI 8021 WATER UTILITIES Inside Use Landscaping Fireline water 8022 ELECTRIC UTILITIES TOTAL LIBRARY BUDGET $15,000 $325 $328 $312 $341 $1,306 $223 $226 $223 $672 $529 $430 $463 $465 $421 $2.308 $305 $51 $537 $213 $1.107 $52 $53 $52 $52 $210 $26 $26 $26 $26 $104 $26 $26 $26 $26 $104 $28 $28 $29 $29 $113 $10 $34 $44 $4,000 $204 $206 $411 $338 $255 $593 $37 $37 $74 $50,000 $4.624 $4,983 $4.753 $14.360 $1,317,290 $231,353 $192,115 $147,036 $157,059 $140.288 $867.852 $1,000 $686 $1.000 $5.967 $1,077 $14,360 $821,317 ($330) 149% ($16) 102% $1.910 34% $9,033 40% $2,923 27% $35,640 29% $795,973 4O% 8 REDEVELOPMENT EXPENDITURES FY 1997198 JUL Materials Books Standing Order for Ref. Rental Books Books on Tape LAN Software Music CD's Beginning Readers Educational CD's Magazine Collection/SIRS $60,000 AUG SEP OCT NOV $2,193 $746 $1,845 $218 $1,993 $12,810 $6,773 Sub Total $3,843 Furnishings/misc. Tech Center Lighting for statue Carpet Tiles CD racial4 pb racks Chairs Speakers in study rooms Signage Literacy desk panel Kwik cases Laminator Video Recorder $40,000 $18,846 Sub Total $350 TOTALS $350 $100,000 $19,196 $20,000 $1,455 $746 $3O,O73 TOTALS SPENT $0 $6,995 $19,583 $0 $0 $0 $20,000 $0 $5,298 $218 $1,993 $51,875 FUNDS % % OF REMAINING SPENT YEAR 42% $8,125 86% $22,362 44% $1,723 $3,527 $5,249 $625 $625 $768 $768 $3,041 $3,041 1930.2 $1,930 $545 $545 $927 $927 $136 $136 $2,488 $2,488 $1,578 $1,578 $350 $4,763 $6,519 $3,802 $2,203 $17,638 $5,509 $36,592 $4,020 $4,197 $69,513 $30,487 70% 9 LITERACY EXPENDITURES 1997/98 CITY VERSION PERSONNEL 1100 REGULAR SALARIES $22,200 1900 FRINGE BENEFITS $8,214 TOTAL PERSONNEL $30,414 OPERATIONS 3100 TRAVEL & MEETINGS $1,130 3300 MILEAGE $675 3900 MAINTENANCE/OPER $7,620 Printing/Postage $2,520 Printing Postage Office Supplies $2,700 Instructional Materials $2,400 5910 LIBRARY OVERHEAD $7,670 6028 CONTRACT SERVICE $49,175 Literacy Coordinator $44,925 Tutor Training $4,250 80t9 TELEPHONE $490 TOTAL LITERACY BUDGET $97,084 JUL AUG SEP OCT NOV TOTALS SPENT PE FUNDS % % OF CATEGOR REMAININ SPENTYEAR 42% $1,762 $2,642 $1,762 $1,762 $1,787 $9,714 $9,714 $12,486 44% $685 $685 $685 $685 $685 $3,425 $3,425 $4,790 42% $2,446 $3,327 $2,447 $2,447 $2,472 $13,139 $13,139 $17,275 43% $23 $135 $3 $6 $167 $167 $963 15% $12 $49 $168 $267 $267 $408 40% $1,356 $6,264 18% $633 $1,887 25% $38 $208 $31 $239 $394 $394 $119 $604 $723 $723 $1,977 27% $0 $0 $2,400 0% $639 $639 $639 $639 $639 $3,195 $3,195 $4,475 42% $18,930 $38,245 38% $3,786 $3,786 $3,786 $3,786 $3,786 $18,930 $18,930 $25,995 42% $0 $0 $4,250 0% $9,474 $11,323 $10,106 $9,914 $0 $400 0% $9,376 $50,193 $37,054 $60,030 38% 10 BALANCE SHEET JULY - NOVEMBER FY 1997/98 Revenues Fines & Fees Media Rentals Sales APS Information Services Fees Misc. Revenues Totals: Part Time Salaries Salary Savings Balance for Year througb_N~ovember Earned Projected Loss/Gain $41,102 $39,113 $1,988 5.1% $25,109 $26,428 ($1,319) -5.0% $140 $0 $140 $2,068 $3,111 ($1,043) -33.5% $450 $423 $27 6.3% $223 $0 $223 $69,093 Spent $102,064 $69,076 $17 0.0% Projected Loss/Gain $105,512 $3,448 $6,426 $9,891 SCHEDULE B C2 Projected End of the Year Donations: Friends Received $20,000 Projected Over/Under $60,000 ($30,000) Telethon $2,800 $40,000 ($37,200) REVENUE REPORT November t997 FINES MEDIA LIBRARY REF & FEES RENTALS SALES SERV. November I & 2 November 3 November 4 November 5 November 6 November 7 November 8 & 9 November 10 November 11 - Holiday November 12 November 13 November 14 November 15 & 16 November 17 November 18 November 19 November 20 November 21 November 22 & 23 November 24 November 25 November 26 November 27 - Holiday November 28 - Holiday November 29 & 30 $489.14 $334.15 $0.00 $1.25 $0.00 $0.00 $0.00 $0.00 $322.65 $158.78 $0.00 $12.00 $404.27 $155.49 $0.00 $0.00 $374.46 $159.27 $0.00 $2.00 $409.26 $151.83 $0.00 $0.00 $308.45 $139.52 $0.00 $45.00 $391.61 $298.92 $0.00 $40.00 $0.00 $0.00 $0.00 $0.00 $332.52 $241.63 $0.00 $0.93 $757.37 $234.44 $0.00 $0.00 $366.54 $207.39 $5.56 $6.00 $254.45 $148.27 $0.00 $0.00 $526.63 $302.96 $8.35 $3.00 $0.00 $0.00 $0.00 $0.00 $396.45 $170.80 $4.64 $0.00 $428.45 $161.07 $2.25 $0.00 $471.90 $169.28 $5.56 $0.00 $404.30 $185.23 $0.00 $0.00 $167.35 $165.89 $0.00 $2.00 $519.89 $289.45 $2.78 $0.00 $0.00 $0.00 $0.00 $0.00 $391.94 $234.14 $0.00 $0.00 $409.45 $240.17 $0.00 $2.00 $0.00 $0.00 $0.00 $0.00 $753.95 $360.25 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTALS: $8,881.05 $4,508.93 $29.14 $114.18 NOVEMBER 96 TOTALS $8,097.77 $4,103.78 $33.38 $214.50 % CHANGE 10% 10% -13% -47% Nov 97 Nov 96 TOTAL LIBRARY INCOME $13,533.30 $12,449.43 Daily Average Fines $328.93 Daily Average Media $167.00 Daily Average Sales $1.08 Daily Average APS $21.45 Daily Average Ref. Fees $4.23 DALLY TOTALS $522.68 GAIN/LOSS ON PRO J: $1,589 PERSONNEL EXPENSES Part time Salaries $19,077 GAIN/LOSS ON PRO J: $107 97/98 Proj: $264.28 $178.57 $0.00 $25.71 $2.86 $471.42 $19,184 SCHEDULE A C2 BALANCE $1,695.97 STATISTICS Days Open Items Borrowed Average Daily % Change Patrons Registered Average Daily % Change Information Questions Average Daily % Change Items Classified % Change Volunteer Hours % Change Interlibrary Loan Books Borrowed ADULT SERVICES Information Questions Average Daily % Change Programs/Classes Attendance # of Sessions Aver. per session Tours/Group Visits To the Library Number of Tours Aver. per session CHILDRENS SERVICES Information Questions Average Daily % Change Preschool Storytime Attendance # of Sessions Aver. per session Afterschool Storytime Attendance # of Sessions Aver. per session Special Events Program Attendance # of Sessions Aver. per session Group Visits to Library # of Sessions Aver. per session NOV 97 27 56,734 2,101 9% 1,053 39 5% 9,184 340 24% 1,146 8% 273 24% 6 5,752 213 35% 25 1 25 150 5 30 3,432 127 9% 314 12 26 93 3 31 40 5 8 158 6 26 NOV 96 27 51,900 1,922 1,000 37 7,399 274 1,064 221 18 4,255 158 0 0 ERR 21 3 7 3,144 116 413 16 26 61 3 20 0 0 ERR 65 5 13 FY 97/98 147 282,288 1,920 3% 5,317 36 -5% 39,939 272 8% 9,046 42% 1,676 -16% 23 25,312 172 9% 150 5 30 280 10 28 14,627 100 8% 1965 83 24 708 27 26 298 29 10 545 28 19 FY 96~97 147 272,819 1,856 5,581 38 36,836 251 6,360 2002 38 23,306 159 67 3 22 93 7 13 13,530 92 2034 82 25 496 19 26 58 4 15 335 16 21 C2 School Visits by Staff 40 0 114 38 # of Visits 1 0 3 1