HomeMy WebLinkAbout1997/05/01 - Agenda Packet - Library Board of TrusteesDECLARATION OF POSTING OF AGENDA
been,
Cucamonga. Acting in that
at ._~00~ I posted a
Center Drive, Rancho Cucamonga.
VIVIAN GARCIA states and declares as follows:
I presently am, and at all times mentioned herein have
the Administrative Secretary of the Library of Rancho
capacity,
true and
correct copy of the meeting
at 10500 Civic
I declare under penalty of perjury that the foregoing
true and correct and that this declaration was executed on
~/ ~ /~7 , at Rancho Cucamonga.
is
DEBORAH KAYE CLARK, LIBRARY MANAGER
City of Rancho Cucamonga
BY:
Vivian Garcia, Administrative
Secretary
City of Rancho Cucamonga
LIBRARY BOARD OF TRUSTEES
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
First Thursday
7:00 p.m.
May 1, 1997
Civic Center
Council Chambers
10500 Civic Center Drive
Rancho Cucamonga, Cali£omia 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, Presidem
Laura J. Muna-Landa, President Pro Tem
Rebecca Davies, Boardmember
Gina Gregory, Boardmember
Edward E. Swistock, Boardmember
PAGE
Board of Library Trustees Agenda
Regular Meeting? May 17 1997 1
A. CALL TO ORDER
1. Roll Call: Howdyshell __., Davies __, Gregory
Muna-Landa , 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: April 3, 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 presented by staff.
2. Budget report: presented by Deborah Clark, Library Manager. 5
3. Budget proposal for 1997/98: presented by Deborah Clark, Library 12
Manager.
4. Technology Center Update: oral report presented by staff.
5. Rescheduling or Relocation of Regular Meeting in July: presented by 1 op
Library Manager Deborah Clark.
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 Deborah Clark, Library
Manager.
2. Literacy Update: oral report presented by Literacy Staff.
PAGE
Board of Library Trustees Agenda
Reeular Meeting. Mav 1. 1997 2
3. Library Survey Results: oral report presented by Deborah Clark,
Library Manager.
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 TIlE 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 Gareia, Library Administrative Secretary of the City of
Rancho Cucamonga, hereby certify that a true, accurate copy of the
foregoing agenda was posted on Monday, April 28, 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
LIBRARY BOARD OF TRUSTEES
A. CALL TO ORDER
The regular meeting of the Library Board of Trustees was held on Thursday, April 3, 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 Davies, Gregory, Muna-Landa and Swistock.
Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee
Tobin, Children's Services Supervisor and Vivian Garcia, Administrative Secretary.
B. ANNOUNCEMENT/PRESENTATIONS
B 1. Presentation by the Rancho Cucamonga Council PTA of" 100 books for 100 years," a project
celebrating the PTA's 100th birthday. Presentation by Julie McClellan, Council President.
Julie McClellan, Council President, presented the 100 books for 100 years to the Library Board.
She commended Boarclmember Davies for all the hard work and fabulous job she did on the project.
She presented a list of the books.
President Howdyshell thanked her on behalf of the Library Board.
Boardmember Davies went over the different books and collections that were given.
C. CONSENT CALENDAR
Cl. Approval of minutes: February 6, 1997. March 6, 1997.
MOTION: Moved by Boardmember Swistock to accept the minutes, seconded by President
Howdyshell. Motion carried 4-0-0-1 (with Gregory abstaining).
Library Board Minutes
April 3, 1997
Page 2
D. LIBRARY DIRECTOR'S STAFF REPORTS
D 1. Library status report: oral report presented by Library Staff.
Deborah Clark, Library Manager, stated that March was the month of the Telethon. March was an
extremely busy month with 61,000 items circulated.
Robert Karatsu, Principal Librarian, stated the following: Hot topics for March were biographies,
medicine and travel. The new CD software should be ready for checkout by April 10. The Library
Monitors have made a big difference in the Library and staff has received many compliments on
their performance since the positions were added.
Deborah Clark, Library Manager, stated that staffrecently opened the study rooms and booking is
taking place through the children's desk until staffing is funded in the Technology Center area.
D2. Budget report: presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, reviewed the budget sheets with the Board. She stated that there
will be an increase in the part time salaries account due to the addition of the library monitors and
the hiring of long-term volunteer Sheila Keeling as a Librarian Assistant.
D3. Budget proposal for 1997/98: presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, gave an oral report to the Library Board on the budget for the
Library. She reviewed the proposal with the Board.
D4. Technology Center Update: oral report presented by Robert Karatsu, Principal Librarian.
Robert Karatsu, Principal Librarian, stated the Technology Center will be in the large study room
next to the Literacy office. Staff is currently installing counters, electrical wiring and phone data
lines. Staffwill be bringing to the Board an Intemet Use Policy, the concept of holding classes and
a fee schedule.
E. BOARD BUSINESS
El. Library Telethon Update: oral report by Deborah Clark, Library Manager
Deborah Clark, Library Manager, stated that the revenue received as of today totalled $33,682.63.
There are still outstanding pledges which are being received by staff. Dixie Langdon volunteered
Library Board Minutes
April 3, 1997
Page 3
141 hours in the month of March. Staff really appreciated all the hard work she did. Also, Paula
Pachon helped staff after the Telethon in getting the letters out.
Deborah Clark, Library Manager, asked the Library Board what they could see improve or change
for next year.
Boardmember Davies stated that she hoped that Dusti Taylor and John Mannerino are willing to
come back and join us next year. She thinks they did a fabulous job.
Boardmember Swistock stated the hours needed to be looked at. During the day, the response from
the audience was not as active as during the evening hours. The Council Chambers could be used
for the majority of the production. He stated that from working closely with Deborah Clark and
Robert Karatsu, he felt they were the ones who pulled this olT and made the Telethon the success that
it was.
Deborah Clark, Library Manager, gave an oral report to the Library Board on changes and
recommendations for the Telethon from the Executive Telethon Committee debriefing meeting.
Fl.
F2.
F3.
F4.
F5.
development.
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
Literacy Update
Budget 1997/98: Status report
Library Survey results
President Howdyshell requested an update on the Techonolgy Center.
Boardmember Swistock requested on the agenda the parking issue with senior housing
G. COMMUNICATIONS FROM THE PUBLIC
Robert Karatsu, Principal Librarian, presented a check for $14,000 from the Friends of the Library
to President Howdyshell. The Friends will also make a $6,000 donation to the Library Foundation
Board at the Foundation meeting for matching funds from the Telethon.
3
Library Board Minutes
April 3, 1997
Page 4
H. ADJOURNMENT
MOTION: Moved by Boardmember Swistock to adjourn to May 1, 1997 at 7:00 p.m., seconded by
President Howdyshell. Motion carried, 5-0. The meeting adjourned at 7:45 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
4
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 1, 1997
TO: President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: BUDGET REPORT FOR APRIl,
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A*, titled Revenue Report April 1997 attached for your review.
Schedule B, titled "Balance Sheet July through April FY 1996/97" will be available at the
meeting.
Schedule C*, titled "Library Expenditures 1996/97" is an accounting of all funds expended so far
this fiscal year, showing 74% of library funds expended or encumbered at 83% into the fiscal
year. Also included are the expenditure figures for Literacy and Redevelopment Agency library
funds.
ctfully submitted,
* Updated through April 27, 1997
REVENUE REPORT
April 1997
April 1
April 2
April 3
April 4
April 5 & 6
April 7
April 8
April 9
April 10
April 11
April 12 & 13
April 14
April 15
April 16
April 17
April 18
April 19 & 20
April 21
April 22
April 23
April 24
April 25
April 26 & 27
April 28
April 29
April 30
Schedule A
FINES MEDIA LIBRARY REF DONA- TELETHON
& FEES RENTALS SALES SERV. TIONS INCOME
$416.58 $162.26 $1.00 $25.00
$315.95 $196.81 $2.00
$299.47 $177.99 $1.86 $11.50
$217.44 $151.09 $0.90
$307.50 $266.43
$456.73 $191.93 $2.78
$478.60 $198.50 $3.00
$320.56 $199.85 $2.78 $2.00 $1.01
$402.60. $192.39 $5.00
$225.67 $117.97
$469.99 $229.46 $2.78 $1.20
$607.39
$651.88
$371.35
$390.85
$213.50
$509.13
$198.44
$169.19
$139.99
$165.50
$118.14
$283.83
$143.91
$152.03
$190.80
$156.24
$111.23
$230.48
$2.00
$8.34
$2.00
$1.00
$8.34
$4.00
$691.00
$585.00
$501.17
$408.21
$408.70
$333.34
$154.10
$538.58
$1,005.00
$652.00
$62.00
$955.00
$175.00
$405.00
$1.00 $1.41 $100.00
$2.10 $382.00
TOTALS:
MARCH TOTALS
% CHANGE
TOTAL LIBRARY INCOME
Daily Average Fines
Daily Average Media
Daily Average Sales
Daily Average APS
Daily Average Ref. Fees
DAILY TOTALS
GAIN/LOSS ON PRO J:
PERSONNEL EXPENSES
Part time Salaries
GAIN/LOSS ON pRO J:
BALANCE
$8,999.29
$9,924.29
-9%
$18,248.75
$391.27
$180.19
$4.48
$31.32
$2.91
$610.17
$5,834
$9,414
($1,511)
$4,323.01
$4,144.46
$4,483.01
-8%
$26.88
$26.42
2%
96/97 Proj:
$253.91
$150.51
$0.00
$16.13
$1.43
$421.98
$7,903
$37.80
$95.26
-60%
$28.32 $5,012.00
$4.70 $14,384.63
503%
LIBRARY EXPENDITURES JUL AUG
1996197
PERSONNEL
11 oo REGULAR SALARIES
1200 OVERTIME SALARIES
1300 PART TIME SALARIES
1900 FRINGE BENEFITS
TOTAL PERSONNEL
OPERATIONS
SEP OCT NOV DEC JAN FEB MAR APR TOTALS SPENT PE FUNDS % % OF
CATEGORY REMAINING SPENT YEAR
$381,590 $22,109 $29,078 $29,078 $43,764 $29,176 $29,176 $29,176 $29,176 $29,176 $29,176 $299,086 $299,086 $82,504 78%
$1,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $1,000 0%
$214,480 $10,595 $14,014 $13,359 $23,735 $17,319 $15,855 $18,000 $17,542 $18,304 $18,628 $184,352 $164,352 $50,128 77%
$145,300 $12,108 $12,108 $12,108 $12,108 $12,108 $12,108 $12,108 $12,108 $12,108 $12,108 $108,973 $108,973 $36,327 75%
$742,370 $44,813 $65,201 $54,546 $79,607 $58,603 $57,139 $56,284 $58,826 $59,588 $59,912 $584,519 $572,411 $169,959 77%
83%
3100 TRAVEL & MEETINGS
California Library Conference
Corwin workshops
Karatsu-workshops
Meeting Supplies
Clark*meetings
ILS Workshops
Telethon Kickoff
$3,500
$2,350 $2,35O
$0
$162 $162
($184) $24 ($160)
$84 $58 $7 $149
$20 $10 $15 $45
$0
$2,546 $954 73%
3300 MILEAGE
Auto Allowance
Reimbursement
Gamia
Pages
Hood
Corwin
Tobin
3900 MAINTENANCE/OPER
Visa
Cash Receipts
printing/Postage
Printing
Postage
Office Supplies
Cataloging Supplies
Farts
Photo House
8 Ave. graphics
Office Depot
Laminating supplies
Letterhead
Miscellaneous
PeUy Cash
Computer supplies
$3,800
$3,000
$800
$153,270
$4,000
$18.000
$231 $231 $231
($58) $27
$20 $3
($99) ($60) ($97)
$14 $3
$2,069 $103 $11
$667
$667 $754
$194
$346 $231 $231 $231 $1,731
$0
$22 $42 $32 $44 $113 $47 $27O
$11 $19 $13 $66
$0
$0
$31 $31
$0
$110 $110
($50) ($306)
$0
$2,827 $32 $178 $958 $3,995
$14 $14 $503 $32 $578
$0
$2,752 $399 $199 $758 $56 $815 $7,162
$37 $5 $42
$0
$0
$667 $2,755
$194 $394
$239 $239
$38 $93 $56 $186
$8 $8
$51 $122 $174
$2,097 $1,703 55%
$1,731 $1,269 58%
$367 $433 46%
$95,863 $57,387 63%
$4,573 ($573) 114%
$11,136 $6,864 62%
Stationary
Federal Express $14
Board Supplies
Special Program Supplies $5,000
Children's Supplies $229 $50
Children's Programs - Fdends
Grandparents with Books $5,000
Software $35
Summer Reading Program (FR) $48
Creation of Affinity Card $250
Literacy Projects
Volunteer Supplies
Reference On-line
Advertising/Promotions $0
National Library Week - Friends
Foundation Board recruitment $440 $220
Telethon
Produ~ion
Printing
Stageing
Sound
Supplies
Books/Materials $111,310
Bookstore rush $1,174 $65 $500 $15
Childrens Books $14,041 $102
Adult Books $15,030 $194
Reference Books $156 $993 $17 $118
Reference CD's $360
Circulating Instructional CD' $0
Large Pdnt Books -Fdends $1,877 $197
Books on Tape - Friends $16 $9
Video $2,325 $14 $137
CD's (music) $1,000 $1,000
Literacy
Magazines/Publications $6,210 $2,013 $205
Training $500
Bindery $1,000 $1,000
Cctlection Agency $2,000
3914 MAINTENANCE DEPT $11,830
Encumbrances
Janitpea[ Supplies $4,260
Facility Maintenance supplies $5,630
Sinclair Paint
Familian Pipe Supply
Mountain View Glass $0
R&R Electdc
Trash Receptacle
Owen Electdc
Graffiti Removal Supplies $200
Landscape Maint. supplies $1,300
Water/Fire Service $440
$627
$4,885
$474
$40
$12 $120 $24 $7
$169 $31 $15
$150
$469
$10
$2O
$371
$44
$57
$394 $7,564
$500 $15,085
$9 $39
$94
$250
$113 $87
$118 $129
$500
$261
$219
$10
$143 $1,149
$1,000
$70
$16
$35
$50
$676
$28
$0
$14
$163
$2,257
$530
$2O0
$676
$35
$289 $337
$0
$0
$469
$10
$0
$48
$3,773 $3,773
$50 $94
$728 $218 $945
$250 $250
$290 $54 $344
$6O
$14
$14
$628
$65
$46
$109
$200 $2,570
$200 $22,576
$178 $31,000
$2,t31
$360
$0
$2,074
$147
$18 $3,925
$3,250
$0
$2,596
$0
$1,000
$0
$1,079
$6
$111
$5,406
$68,033
$2,596
$0
$1,000
$0
$6,830
$2,743 45%
($1,079) ERR
$43,277 61%
$3,614 42%
$500 0%
$0 100%
$2,000 0%
$5,000 58%
$4,885
$1,001 $1,001 $3,259 24%
$62 $62 $5,568 1%
$111
$0
$0 $0 $0
$0
$0
$522 $522
$248 $248 ($48) 124%
$0 $0 $1,300 0%
$0 $0 $44O 0%
3956 DUES $2,100
American Library Assoc, $450 $42
MCLS Associate Membership $150 $150
California Library Assoc. $0 $125 $45 $35
Inland Library system $1,500 $919
3960 GENERAL LIABILITY $4,340 $362 $362
$362 $362
6028 CONTRACT SERVICES $167,530
Offic Equip/Maintenance $3,500 $3,676 $182
Book Processing & OCLC $20,000 $10,236 $1,500
S.B. County $100,000 $8,333 $8,333 $8,333 $8,333
Technology Maintenance $7,000 $65
Telephone Maintenance $3,000 $2,848
Computer Tech Services $31,030 $24,881
$190
$420
$2,017 $83 96%
$43 $43 $318 $318 $132 71%
$150 $150 $0 100%
$5 $630 $630 ($630) ERR
$919 $919 $581 61%
$362 $362 $362 $2,534 $2,534 $1,806 68%
$5,076
$8,333
$184
$8,333
6036 CONTRACT SERVICES $59,300
Encumbrances
Janitorlar Services $16,000 $1,333 $1,333 $1,333 $1.333 $1,333 $1,333
Security Service $3,360 $1,703 $378
Elevator Service $6,160 $0 $125 $250 $250 $125 $125
HVAC $14,500 $1,245 $4,370
Electrical $4,160 $631 $408 $171
Glass replacement $2,000
Locksmith $0 $166 $122
Plumbing $2,000 $138 $44
Pest Contro~ $670 $229 $75 $75
Fire/Life Safety $670 $686 $80
StructuraFRoof $2,910 $880
Exterior Grounds Ma/rd. $6,870 $413 $904 $479
7047 COMPUTER EQUIP. $3,000 Friends donation $3,000
$132,104 $35,426 79%
$3,858 $3.858 ($358) 110%
$125 $17,122 $17,122 $2,878 86%
$8,333 $8,333 $8.333 $8,333 $83,330 $83,330 $16,670 83%
$65 $65 $6,935 1%
$2,848 $2,848 $152 95%
$24,881 $24,881 $6,149 80%
$44,138 $15,162 74%
$17,467 $17,467
$7,998 $7,998 $8,002 50%
$475 $2,556 $2,556 $804 76%
$125 $125 $125 $110 $1,360 $1,360 $4,800 22%
$5.616 $5,616 $8,884 39%
$62 $310 $692 $2,275 $2,275 $1,885 55%
$0 $0 $2,000 0%
$44 $332 $332 ($332) ERR
$182 $182 $1,818 9%
$75 $152 $607 $607 $63 91%
$106 $873 $873 ($203) 130%
$880 $880 $2,030 30%
$909 $430 $430 $430 $3,993 $3,993 $2,877 58%
$3,000 $3,000 $0 100%
8019 TELEPHONE $15,000
989-8277 (Rotary line) $407 $368 $365 $412 $434 $445 $398 $459 $3,287
181-1185 (T1 line) $214 $214 $432 $215 $215 $22O $226 $1,736
948-9900 $441 $484 $481 $501 $456 $449 $432 $467 $487 $4,198
980-0871 (EMS & Security) $53 $52 $53 $53 $58 $58 $58 $60 $54 $501
980-4361 (Elevator) $26 $26 $26 $26 $26 $26 $26 $27 $27 $235
987-3271 (Irrigation Spdnk,) $26 $26 $26 $26 $26 $26 $28 $27 $27 $235
989-6904 (Public Fax) $34 $33 $67 $34 $33 $33 $34 $28 $59 $354
MCI $20 $12 $3 $6 $23 $5 $69
Credit card line installation $178 $178
$10,793 $4,207 72%
8021 WATER UTILITIES $4,000 $1,550
Inside Use $189 $189 $201 $88 $667
Landscaping $321 $249 $110 $203 $883
$2,450 39%
8022 ELECTRIC UTILITIES $50,000 $4,783 $4,227 $4,366 $3,747 $3,400 $2,659 $2,639 $3,139 $3,155 $32,135 $32,135 $17,865 64%
TOTAL LIBRARY BUDGET $1,220,040 $92,922 $121,097 $81.981 $116,966 $81,721 $102,406 $74,622 $73,462 $97,921 $77,049 $920,147 $905,039 $315,001 74%
LITERACY EXPENDITURES
1996197
CITY VERSION
JUL
PERSONNEL
1100 REGULAR SALARIES $21,210 $1,195
1900 FRINGE BENEFITS $7,850 $654
TOTAL PERSONNEL $29,060 $1,849
OPERATIONS
3100 TRAVEL & MEETINGS $800
3300 MILEAGE
$350 $67
3900 MAINTENANCE/OPER $6,500
Printing/Postage $3,000
Printing
Postage
Office Supplies $2,000
Instructional Materials $1,500
AUG
$1,594
$654
$2,248
SEP
$1,594
$654
$2,248
$50
OCT
$2,717
$654
$3,371
$52
$72
$1,223
NOV
$1,675
$654
$2,329
$23
$132
$519 $48
$70 $1,021 ($37)
5910 LIBRARY OVERHEAD $7,670 $7,670
6028 CONTRACT SERVICES $48,846
Literacy Coordinator $43,846 $3,452
Tutor Training $5,000
Telephone Contracl
$3,452
$3,452
$4,250
$3,452
8019TELEPHONE $1,200
$3,452
DEC
$1,675
$654
$2,329
$37
$60
$3,452
TOTAL LITERACY BUDGET $94,426 $t3,108 $5,700 $11,540 $8,170 $5,948 $5,879
JAN
$1,675
$654
$2,329
$975
$300
$3,452
$85
$7,142
FEB
$1,675
$654
$2,329
$98
$3,452
$5,880
MAR
$1,675
$654
$2,329
$2
$352
$38
$3,452
$6,173
APR TOTALS SPENT PE FUNDS % %OF
CATEGOR REMAININ SPENTYEAR
83%
$1,675 $15,475 $15,475 $5,735 73%
$654 $5,888 $5,888 $1,963 75%
$2,329 $21,363 $21,363 $7,697 74%
$4 $262 $262 $538 33%
$100 $332 $332 $19 95%
$4,510 $1,990 69%
$1,223 $1,777 41%
$2,199
$352
$868 $868 $1,132 43%
$1,091 $t,091 $409 73%
$7,670 $7,670 $0 100%
$35,318 $13,528 72%
$3,452 $31,068 $31,068 $12,778 71%
$4,250 $4,250 $750 85%
$138 $85 $85 $1,1t5 7%
$6,024 $69,539 $69,539 $24,887 74%
REDEVELOPMENT EXPENDITURES
FY 1996197
Materials
Books
Standing Order for Ref.
Rental Books
Books on Tape
New database
CD's
July
$50,000
Sub Totel
$0
Plans/Designs
Literacy remodel/shelving
Sub Total
$10,000
$10,000
Furnishings/misc.
Study Carmll
Video Drop (replacement)
Picture Framing
Citizen Printer for self/check
Recorder - Admin
Multi Pro CTV
Admin. cabinets
PB Racks
Counter
Library cards
Rental book display
Tech Center
Shelving Childrens
Shelving Adult (Estimate)
Tech Center Countem
Sub Total
$40,000
$1,041
$1,041
$100,000 $1,041
TOTALS
Aug
Sep Oct Nov Dec Jan
$5,326 $743 $953 $748
$6,400 $912 $992 $909
$11,210
$3,000
$13,933 $2,020
$0 $25,937 $1,655 $15,879 $2,929 $748
$412
$1,454
$761
$565
$1,637
$412 $4,416
$412 $30,353
$172
$269
$322
$52
$1,240
$9,087
$763 $52 $9,087 $1,240
$2,418 $15,930 $12,016 $1,988
Feb
$252
$252
$252
Mar
$881
$2,597
$846
$4,324
$4,324
Apr
TOTALS
SPENT
$48,648
$7,770
$9,213
$11,210
$3,000
$1,500 $17,454
$0
FUNDS % % OF
REMAINING SPENT YEAR
83%
$1,352 97%
$47,148
$10,000 $0 100%
$10,000
$21,587 $18,413 54%
$1,128
$1,128 $22,715
$1,128 $79,862 $19,766 80%
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 1, 1997
TO:
President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: REVIEW OF PROPOSED LIBRARY BUDGET FOR 1997/98
RECOMMENDATION
Review and discussion of attached proposed library budget for 1997/98.
BACKGROUND/ANALYSIS
Attached you will find the finalized budget proposal for fiscal year 1997/98. The major goals of
this fiscal budget is to stabilize staffing in Circulation by replacing 40 hours of part time Clerical
help with a full time position at the same class; to add part time Library Assistant hours to
reflect the opening of the Technology Center; and to increase the book budget to $100,000,
moving toward goal of $1 per resident for materials.
The attached document was reviewed by the City Manager on April 29. Brown Act posting
requirements mandate this agenda and packet be posted by April 28. Any changes or additions
to the budget therefore will be presented orally by the Library Manager at the May 1 meeting.
ectfully submitted,
Deborah Kaye Clarkk,~
Library Manager
12
CITY OF RANCHO CUCAMONGA
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
March 25, 1997
Susan Stark, Fin.~ce Officer
Deborah Kay~ibrary Manager
Justification for Additional (new) Personnel
LIBRARY MONITORS:
Priority One Cost: $12,495
Security and safety issues, coupled with patron attitudes discovered through the survey process,
made the hiring of library monitors capable of handling diverse emergency situations essential.
This budget item calls for two monitors, one for each floor, for the following hours during the
school year:
Monday through Thursday: 4 p.m. to 9 p.m.
Friday: None
Saturday: 12-5
Sunday: 1-5
During the Summer months, one monitor only is needed to cover both floors.
FULL TIME CLERICAL ONE: Priority Two
Cost: App. $22,000 plus benefits
Presently, the busiest area of service for the Library is managed by one Library Assistant II, who
supervises more than 26 employees, clerical and pages. The lack of a second full time individual
in that division has been a source of concern since opening day. The entire revenue stream of the
library is dependent on the accuracy of this department, as is all billing and collection agency
management. Administrative staff strongly recommends the creation and funding of this full
time position, to guarantee the effectiveness of this department during the 20 hours the library is
open beyond the current supervisors hours as well as times of vacation and administrative leave.
LIBRARY ASSISTANT PT. TIME/TECH CENTER: Priority Two
Cost: $32,130
This part time position would be used to staffthe second floor, allowing the Tech Center and the
new study rooms to be monitored and serviced. This position is critical to allow full use of the
second floor and to promote the fee based services found in the Technology Center. This item
would provide for 60 hours of Library Assistant time.
13
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1997198 ANNUAL BUDGET SUMMARY
DEPARTMENT: CommunitySewices FUND: 02
DIVISION: Library COST CENTER: 4532
APPROPRIATION DETAIL
1995/96 FiscalYear 1996/97 I Fiscal Year 1997/98
Library Adopted Adopted Estimated Dept Manager
OBJECT # Budget Budget 6/30/97 Request Rcmd
PERSONNEL
1100 Regular Salaries 385,600 381,590 381,590 413,890
1200 Overtime Salaries 1,000 1,000 0 0
1300 Parttime Salaries 182,510 205,480 207,770 249,390
1900 ! Fringe Benefits 146,320 145,300 145,300 177,970
PersonneITotal: 715,430 733,370' 734,660 841,250
OPERATIONS
3100 Travel & Meetings 3,000 2,500 2,500 4,000
3300 Mileage 3,500 3,800 i 3,800 3,800
3900 Maintenance&Operations 117,100 118,020! 153,510 139,300
3914 Maintenance & Operations/Facilities 11,830 11,830 11,830 10,530
3932 Equipment Maintenance/Depreciation 0 0 0 7,140
3933 Emergency & Routine Vehicle & Equipment Rental 0 0 160 380
3956 Dues 2,550 2,100 2,100 2,100
3960 General Liability 3,880 4,340 4,340 4,620
6028 Contract Services 64,000 167,530 160,000 173,380
6036 Contract ServicesJFacilifles 91,640 59,300 59,300 52,430
8019 Telephone Utilities 18,000 15,000 15,000 15,000
8021 Water UUliUes 3,300 4,000 4,000 4,000
8022 Electric UUlities 73,390 50,000 50,000' 50,000
~i 392,190 438,420 466,540 466,680
7047 Computer Equiment 0 0i 0 340
~ O I 0 0 340
Department Total: 1,107,620 1,171,790 1,201,200 1,308,270
14
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1997198 PERSONNEL ALLOCATION
DEPARTMENT: Commun~ Se~ces FUND: 02
DIVISION: Library COST CENTER: 4532
FY 95/97 Fiscal Year 1997/98
OBJECT # Adopted Dept. Mgr. Rcrnds. Adopted
Budget Request Auth. Funded Budget
1100 I PERSONNEL - FULL TIME
!library Manager 100% 100°/ 100% 100%
Principal librarian 100% 100% 100% 100%
Librarian II 100% 100%' 100% 100%
Librarian I 300% 300% 300% 300%
library Assistant II 100% 100% 100% 100%
Library Assistant I 100% 100% 100% 100%
Administrative Secretary 100% 100% 100% 100%
1200 PERSONNEL- OVERTIMF
1300 PERSONNEL. PART TIMF
Library Clerks, Pages, Assistant 1180% 1180% 1180% 1180%
15
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1997198 OPERATIONS AND MAINTENANCE DETAIL
DEPARTMENT: Community Services
DIVISION: Library
FUND: 02
COST CENTER: 4532
i APPROPRIATION DETAIL
1995/96 Fiscal Year 1996/97 Fiscal Year 1997/98
Adopted Adopted Estimated Dept Manager
OBJECT # Budget Budget 6/30/97 Request Rcmd
3100 T VE &M TINGS
Library Meetings ~ 3,000 2,500 2,500 4,000
Subtotal.! 3,000 2,500 2,500 4,000 0
3300 ~
Auto Allowance 3,000 3,000 3,000 3,000
Reimbursement 500 800 800 800
Subtotal 3,500 3,800 3,800 3,800 0
3900 MAINTENANCE & OPERATION
Printing & Postage 6,000 4,000 3,000 3,000
Office Supplies 16,000 18,000 19,000 18,000
Special Programs Supplies 4,000 5,000 5,000 5,000
Advertising/Promotions 1,000 0 0 0
Books/Materials 85,000 81,310 120,000 100,000
Audio Visual/Media 0 0 0 0
Magazines/Publications 3,000 6,210 3,210 10,000
Training 500 500' 500 500
Bindery 600 1,000 1,000 1,000
Collection Agency-Trans World (Specialty - Ubraries) 1,000 2,000 1,800 1,800
Subtotal: 117,100 118,020 153,510 139,300 0
3914 MAINTENANCE & OPERATION/Facilities
Janitorial Supplies 4,260 4,260 4,260 4,260
Facil~ Maintenance Supplies 5,630 5,630 5,630 5,630
Graffiti Removal Supplies 200 200 200 200
Landscape Maintenance Supplies 1,300 1,300 1,300 0
Water/Fire Se~ce 440 440 440 440
Subtotal; 11,830 11,830 11,830 10,530 0
3932 EQUIPMENT MAINTENANCE/DEPRECIATION
Depreciation 0 0 0, 7,140
Subtotal: 0 0 0 7,140 0
3933 EMERGENCY & ROUTINE vEH. & EQUIP. RENTAl
Credit Card Equipment 0 0 160 380
Subtotal 0 0 160 380 0
3956 DUES
Amedcan Library Association 450 450 450 450
California Library Association 600 150 150 150
Professional Publications 0 0 0 0
Inland Ubrary System 1,500 1,500 1,500 1,500;
Subtotal' 2,550 2,100 2,100 2,100 0
PAGE 1 OF2 PAGE 1 TOTAL 137,980 138,250 173,900 167,250 0
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1997198 OPERATIONS AND MAINTENANCE DETAIL
DEPARTMENT: Community Services
DIVISION: Library
FUND: 02
COST CENTER: 4532
~' I APPROPRIATION DETAIL
1995/96 FiscalYear 1996/97 J Fiscal Year 1997/98
Adopted Adopted Estimated Dept I Manager
OBJECT # Budget Budget 6/30/97 Request Rcmd
3960
3,880 4,340 4,340 4,620
Subtotal: 3,880 4,340 4,340 4,620
6028 O I S
Office Equipment/Machines Maintenance 4,000 3,500 4,000~ 4,200
Computer Maintenance 5,000 0 0 0
Book Processing & Technical Services For Collection 20,000 23,000 22,000 25,000
Information Access Sen/ices 0 0 0 0
S.B. County 0 100,000 100,000 100,000
Computer Technical Sen/ices 30,000 31,030 29,000 31,030
Self Check 5,000 0 0 0
Technology Maintenance 0, 7,000 2,000 3,000
Telephone Maintenance Se~ce 0 3,000 3,000 3,000
Landscape Maintenance 0 0 0 7,150
Subtota 64,000 167,530 160,000 173,380 0
6036 CONTRACT SERVICES/Facilitie~
Janitorial Sen/ices 37,400 16,000 16,000 16,000
Security Service 3,360 3,360 3,360 3,360
Elevator Sen/ice 6,160 6,160 6,160 6,160
HVAC 14,410 14,500~ 14,500 14,500
Electrical 6,160 4,160 4,160 4,160
Plumbing 450 2,000 2,000 2,000
Pest Control 670 670 670 670
Fire/Life Safety 670 670 670 670
Structural/Roof 2,910 2,910 2,910 2,910
Exterior Grounds Maintenance 19,450 6,870 6,870 0
Glass Replacement 0 ~ 2,000 2,000 2,000
Subtote!; 91,640 59,300 59,300 52,430 0
8019 P UTI IT
18,000 15,000 15,000 15,000
Subtotal 18,000 15,000 15,000 15,000 0
8021 '~
3,300 4,000 4,000 4,000
Subtota 3,300 4,000 4,000 4,000 0
8022 IT
73,390 50,000 50,000 50,000
Subtotal 73,390 50,000 50,000 50,000 0
PAGE 2 OF 2 DEPARTMENT TOTAL 392,190 438,420 466,540 466,680 0
CITY OF RANCHO CUCAIVIONGA
STAFF REPORT
DATE: May 1, 1997
TO:
President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM:
Deborah Kaye Clark, Library Manager
SUBJECT:
RESCHEDULING OR RELOCATION OF REGULAR MEETING IN
JULY
RECOMMENDATION
That the Board determine if they wish to hold the July meeting in the Library or if they wish to
change the date of the meeting.
BACKGROUND/ANALYSIS
The July meeting for the Board of Library Trustees is scheduled for July 3. This date is the
official "4th of July" holiday for city employees working the 4/10 work schedule, therefore it is
not cost effective to use city hall for a meeting on that date.
The Board determined in 1996 to schedule a Summer meeting date which would take place in the
Library itself. Therefore, the Board may choose to hold their July meeting in the Library on July
3, or may determine to change the date of the meeting to an available day and time in July if they
wish to use the City Council Chambers.
ectfully submitted,
18
REVENUE REPORT
April 1997
Apdl 1
April 2
Apdl 3
Apdl 4
April 5 & 6
April 7
Apdl 8
April 9
Apd110
April 11
April 12 & 13
Apd114
Apd115
Apd116
April 17
Apri~ 18
April 19 & 20
Apd121
April 22
April 23
April 24
April 25
April 26 & 27
April 28
April 29
April 30
FINES MEDIA LIBRARY REF DONA-
& FEES RENTALS SALES SERV. TIONS
$416.58
$315.95
$299.47
$217.44
$307.5O
$456.73
$478.60
$320.56
$4O2.60
$225.67
$469.99
$607.39
$651.88
$371.35
$390.85
$213.50
$509.13
$501.17
$408.21
$408.70
$333.34
$154.10
$538.58
$483.15
$486.04
$464.10
$162.26
$196.81
$177.99
$151.09
$266.43
$191.93
$198.50
$199.85
$192.39
$117.97
$229.46
$198.44
$169.19
$139.99
$165.50
$118.14
$283.83
$143.91
$152.03
$190.80
$156.24
$111.23
$230.48
$149.53
$192.42
$181.47
$1.00
$2.00
$1.86 $11.50
$2.78
$3.00
$2.78 $2.00
$5.00
$2.78 $1.20
$2.00
$8.34
$2.00
$1.00
$8.34
$4.00
$1.00
$2.10
$2.00
$0.50
$25.00
$0.90
$1.01
$1.41
SCHEDULE A
TELETHON
INCOME
$691.00
$585.00
$1,005.00
$652.00
$62.00
$955.00
$175.00
$405.00
$100.00
$382.00
$75.00
TOTALS:
MARCH TOTALS
% CHANGE
TOTAL LIBRARY INCOME
Daily Average Fines
Daily Average Media
Daily Average Sales
Daily Average APS
Daily Average Ref. Fees
DAILY TOTALS
GAIN/LOSS ON PRO J:
PERSONNEL EXPENSES
Part time Salaries
GAIN/LOSS ON PRO J:
$10,432.58
$9,924.29
5%
$20,282.96
$401.25
$179.53
$4.48
$31.32
$2.69
$619.27
$6,116
$27,077
($2,329)
$4,667.88
$4,483.01
4%
$26.88 $40.30
$26.42 $95.26
2% -58%
96/97 Proj:
$253.91
$150.51
$0.00
$16.13
$1.43
$421.98
$24,748
$28.32 $5,087.00
$4.70 $14,384.63
503%
BALANCE $3,786.84
SCHEDULE B
BALANCE SHEET
JULY THROUGH APRIL
FY 1996/97
Revenues
Fines & Fees
Media Rentals
Sales
APS
Information Services Fees
Misc. Revenues
Totals:
Part Time Salaries
Balance fo_r
Year ~
Earned
$82,609
$46,725
$310
$6,216
$1,276
$20,750
$157,885
Spent
$172,800
Pr~ec~d
$75,016
$42,144
$0
$4,044
$422
$o
$121,626
Pr~ected
$173,866
Loss/Gain
$7,593
$4,581
$310
$2,171
$854
$20,750
$36,259
Loss/Gain
$I,066
$37,325
10.1%
10.9%
53.7%
202.4%
29.8%
Projected End of the Year
Donations:
Received
$49,302
Pr~ected
$35,000
OveflUnder
$14,302
Telethon $39,939 0 $39,939
STATISTICS
Days Open
APR 97 APR 96 FY96197 FY 95196
30 28 292 285
items Borrowed
Average Daily
% Change
Patron~ Registered
Average Daily
% Change
Information Questions
Average Daily
% Change
Items Classified
% Change
Volunteer Hours
% Change
InteHibmry Loan
Books Borrowed
591744 57.548 555,525 541,806
1,991 2,055 1,902 1,901
-3% 0%
1,217 1.481 11,604 15.220
41 53 40 53
-23% -26%
8,870 8,557 79,134 82,881
296 306 271 291
-3% -7%
1,174 968 12,014 15,959
21% -25%
352 336 2973 2922
5% 2%
4 10 58 46
ADULT SERVICES
Information Questions
Average Daily
% Change
5,420 4,927 46,962 43.445
181 176 161 152
3% 6%
Programs/Clsssss Attendance
# of Sessions
Aver. per session
25 68 112 123
2 5 6 7
Toum/Group VIsits To the Library
Number of Tours
Aver. per session
10 0 111 177
I 0 10 9
10 ERR 11 20
CHILDRENS SERV]CES
Information QusstJona
Average Daily
% Change
3.450 3,630 32,172 34,021
Preschool Sto~tlme Attendance
# of Sessions
Aver. per session
476 309 3536 3922
18 11 142 139
26 28 25 28
Aftemchool Storyflme Attendance
# of Sessions
Aver. per session
88 0 863 184
4 0 33 5
22 ERR 26 37
Special Events Program Attendance
· of Sessions
Aver. per session
73 340 433 1027
2 4 9 16
37 85 48 64
Group Visits to Library
# of Sessions
Aver. per session
193 130 646 1066
6 5 40 46
32 26 21 23
S~hool VIsits by Staff
UTERACY SERVlCES
0 0 280 75
0 0 6 1
APR 97 APR 96 FY96197 FY95/96
3 NA 21 NA
15 NA NA NA
2 NA 1 NA
Tutors Orientation Attendance
Tutor Training Workshop Attendance
NA NA 35 NA
21 NA 59 NA
LearneHTutors Matched NA 27 NA
Now Teams 0 NA NA NA
~l-ibrary Survey ~ ·
Grapevine
UNIVERSE OF 310 SURVE~ S
Part one - Rating our .~ ervices very Satisfied Not Very Totals
_ Satisfied -~-*l=qe~ Dlssatief ed
How satisfied are you in ge teral with the
following services?
Service From Staff 139 49% 124 44% 13 5% 7 2% 283
Books 116 40% 144 49% 23 8% 10 3% 293
Facility 106 37% 120 42% 52 18% 10 3% 285
Video, Tapes & Media 81 32% 145 58% 20 8% § 2% 253
Equipment 72 29% 128 52% 42 17% $ 2% 248
Children's Programs 71 36% 115 58% 8 4% 3 2% 197
OtherPro~a 46 29% 109 6§% 3 2% 2 1% 150
Part two - About You.
When visiting a public libr, ~ry, which om Rancho Upland DntaHo Other
doyou generally use? 282 91% 23 7% 17 5% 12 4% 310
W;,a;. type of information, n ,a~,r;a;~- and/( r Leisure School/ Self HobbylG Imes Chlldre ms Career
services do you go to the Ii )rary for? Reading Homew~ 'k Improve. Sports Progra~ Re Prof. O vel
__ 230 74% 173 56~ 126 41% 107 35% 102 33% 96 31%
Financial/ Medical Comput~ r Cuwent Comml nlty Legal
Business Info Use ~.ffalra Info Info
76 25% 76 25% 76 25% ~0 23% 64 21% 46 15%
What day of the week are_ y, ru likely to vi; it Monday Tuesday Wed. Thurs. Frl. Sat. Sun.
or use the public library? 141 45%; 129 42% 140 45~ 133 43% 134 43% 192 62°/ 156 50%
What hours of the day do y~ ~u most often want 6-9 am I to Noo~ Noon-3p n 3-6 pm 6-9 pm
to visit the public libraw? 20 6% 102 33% 107 35°.{ 141 45% 132 43%
In what age group are you~ 14-19 20-29 30-39 40-49 50-59 60-69 70 and )ver
25 8% 54 17% 100 32% 78 25% 31 10% 20 6% 12 4%
Are you__ Male ' Female Totals
66 21% 244 79% 310
Part Three: Planning ¢ Jr Future
In the next three to five yea s, what ehoul ~ the
top funding i~,o;;~ies be?
Low ula,~le High Totals
Provide up to date matedal~ 8 3% 38 13% 238 84% 284
Increase variety and =-c~rm ~f book ce!!~ flon 16 6% 94 34% 170 61% 280
Provide services to interm; lists school ~ t,,d~nts 19 7% 105 39% t46 54% 270
Maximize open hourseach ',:=c~ 32 12% 102 37% 14t 51% 275
Provide services to elemen ary school st Jdents 30 11% 102 37% t41 52% 273
=rovide services to high sc ~tool _~_~dents 25 10% 94 36% 141 ~4% 260
~_x?~dreferenceandinfo;~ationservlc~s 37 14% 114 42% t19 44% 270
Helpchildrenwithhomew;rk,~a~,~;als 48 17% 113 41% 'tt4: 41% 275
Help people with ;;;.~acy 65 24% 99 36% 109 40% 273
Develop more computer ac ;ees to colle¢ Dons ~65 23% 119 43% 94 34% 278
Offer Infomaster;on programl for adult~ ~3 26% 120 42% 92 32% 285
Expand the current fac_lllty 86 32% 92 34% 92 34% 270
Provide Intamet acc_-~__" fro. =ustomer use 108 36% 108 36% 82 28% 298
Increase number of library ~ ~u__tle_.~_ 120 49% 81 33% 46 t9% 247
Provide i~o;~ materials in = ~her languag~ ~ 190 79% 13 5% 36 t5% 239__
Service the business com~ unity 135 51% 98 37% 34 t3% 267
Thinking ahea~'~ver th-----~ n--~ ~{ three to flw, years, F!-~-' :_- Indlcat; r'het~er or not 'ou flel that th ~ folio ~lng sen ices
should be available at the aritho Cucan ~onga Llbrer ;and. whsI ~er or not you ~ ~ould m wlllln! to pal for
Want Willing t, Don~ wa tt N6t Wllll~
.... Service pay .ervlce to pay_ r
Children's Homework Help ~enter !71 65% 108 63% 56 57
Access to Library materlal~ using___ home omputer... 163 63% 103 63% 56
~!=_~__-e_- held in Library on ~ dvanced co~ ~uter & 163 63% 132 81% 59 ,50
information seamhlng skil ·
More computere for public ~311 45% 84 61% 73 97
Intemetacceee 108 36% 9:~ 86% 94 - 79
FAX delivery to_.your home -,~ Office 68 22% 5§ ~8~% 141 59