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Home My WebLink About1998/03/05 - Agenda Packet - Library Board of Trustees DECLARATION OF POSTING OF AGENDA ¥I¥IAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on at ~--~.~, , I posted a true and correct copy of the meeting agenda dated /~d~ ~.c-., /~ 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 ~/o%~./~) , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga ¥ivian Garcia, Administrative Secretary City of Rancho Cucamonga D2 STATISTICS FEB 98 FEB 97 FY 97~98 FY 96/97 Days Open 27 27 232 232 Items Bon'owed 63,207 59,594 460,727 438,748 Average Daily 2,341 2,207 1,891 1,878 % Change 6% 1% Patrons Registered 1,249 ' 1,295 8,936 9,097 Average Daily 46 48 39 39 % Change -4% -2% Information Questions 10,917 9,811 67,523 60,248 Average Daily 404 363 291 260 % Change 11% 12% Items Classified 1,055 1,162 11,356 9,665 % Change -9% 17% Volunteer Houm 231 278 2289 2621 % Change -17% -13% InteHibrary Loan Books Borrowed 7 5 .48 48 ADULT SERVICES Information Questions 6,225 6,036 41,139 35,592 Average Daily 231 224 169 153 % Change 3% 10% Programs/Classes Attendance 65 20 221 87 # of Sessions 2 I 8 4 Aver. per session 6 20 28 22 Tours/Group Visits To the Library 18 0 298 101 Number of Tours 2 0 12 9 Aver. per session 0 ERR 28 11 CHILDRENS SERVICES Information Questions 4,692 3,775 26,354 24,656 Average Daily 174 140 114 106 % Change 24% 7% Preschool Storytime Attendance 377 424 2,979 2,680 # of Sessions 16 16 111 93 Aver. per session 24 27 27 29 Afferachool Storytime Attendance 75 80 913 690 # of Sessions 3 4 36 25 Aver. per session 25 20 25 28 Special Events Program Attendance 131 55 537 315 # of Sessions 3 1 40 6 Aver. per session 44 55 13 53 Group Visits to Library 118 84 853 546 # of Sessions 7 3 43 26 Aver. per session 17 28 20 21 School Visits by Staff 0 0 259 158 # of Visits 0 0 6 3 Schedule B D2a BALANCE SHEET JULY - FEBRUARY I FY 1997198 '-, Revenues Earned Projected Loss/Gain Fines & Fees $73,045 $61,577 $11,468 18.6% Media Rentals $40,724 $41,607 ($883) -2.1% Sales $204 $0 $204 APS $4,696 $5,990 ($1,295) -21.6% Information Services Fees $708 $666 $42 6.2% Misc. Revenues $223 $0 $223 Totals: $119,600 $109,841 $9,759 8.9% Part Time Salaries Spent Projected Loss/Gain $161,623 $163,064 $1,441 Salary Savings $6,426 Balance for Year through February. $17,626 Projected End of the Year Donations: Received Projected Over/Under Friends $30,000 $50,000 ($20,000) Telethon $19,000 $30,000 ($11,000) Schedule D2a REVENUE REPORT FINES MEDIA LIBRARY REF February 1998 & FEES RENTALS SALES SERV. February 1 $0.00 $0.001 $0.00 $0.00 February 2 $517.15 $199.33!., $0.00 $0.00 February 3 $378.40 $175.45 $0.00 $0.00 February 4 $264.70 $212.65 $0.00 $0.00 February 5 $403.54 $243.97 $5.56 $0.00 February 6 $274.85 $155.23 $2.78 $0.00 February 7 & 8 $774.69 $438.35 $5.56 $7.80 $0.00 $0.00 $0.00 $0.00 February 9 $450.05 $160.41 $0.00 $0.00 February 10 $599.24 $138.12 $0.00 $2.00 February 11 $439.56 $217.31 $0.00 $2.00 February 12 $287.20 $217.21 $0.00 $39.00 February 13 $237.15 $171.98 $0.00 $0.00 February 14 & 15 $583.13 $428.17 $0.00 $4.15 $0.00 $0.00 $0.00 $0.00 February 16 ~ Holiday February 17 $504.04 $254.90 $0.00 $2.00 February 18 $535.29 $214.04 $0.00 $2.00 - February 19 $493.60 $201.96 $2.78 $9.10 February 20 $326.55 $207.24 $0.00 $2.00 February 21 & 22 $744.55 $447.11 $0.00 $4.00 $0.00 $0.00 $0.00 $0.00 February 23 $558.84 $153.18 $0.00 $6.00 February 24 $640.29 $234.37 $0.00 $2.00 February 25 $593.63 $206.77 $0.00 $0.00 February 26 $602.12 $199.10 $2.78 $4.20 February 27 $281.25 $160.82 $0.00 $0.00 February 28 & March I $705.09 $360.04 $2.78 $39.50 $0.00 $0.00 $0.00 $0.00 TOTALS: $11,194.91 $5,397.71 $22.24 $125.75 February 97 TOTALS $9,295.67 $4,381.64 $21.32 $167.44 % CHANGE 20% 23% 4% -25% Feb 98 Feb 97 TOTAL LIBRARY INCOME $16,740.61 $13,866 97/98 Proj: Daily Average Fines $399.82 $264.28 Daily Average Media $192.78 $178.57 Daily Average Sales $0.79 $0.00 Daily Average Ref. Fees $4.49 $2.86 Daily Average APS* $16.00 $25.71 Includes photocopy funds of $432.01 Includes Tech Center funds of. $0.00 DAILY TOTALS $613.88 $471.42 GAIN/LOSS ON PRO J: $4,416 PERSONNEL EXPENSES Part time Salaries $19,307 $19,184 GAIN/LOSS ON PRO J: ($123) BALANCE $4,293.30 LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. March 5, 1998 Civic Center Council Chambers 10500 Civic Center Drive Rancho Cucamonga, Califomia 91730 City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tem Paul Biane, Councilmember James V. Curatalo, Councilmember Boardmembers Robert Howdyshell, President Edward E. Swistock, President Pro Tem Donna Bradshaw, Boardmember Doris Dredd-Lee, Boardmember PAGE Board of Library Trustees Agenda Regular Meeting, March 5, 1998 A. CALL TO ORDER 1. Roll Call: Howdyshell , Bradshaw , Dredd-Lee and Swistock__ B. ANNOUNCEMENTS 1. Resignation of Boardmember Gregory C. 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: December 4, 1997 1 February 5, 1998 2. Approval of Study Room Policy 7 D. 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. a. Status of current 1997/98 budget 10 b. Proposed 1998/99 budget 17 3. Approval of grant application for LSTA funding: "Back to Basics". 28 Report by Renee Tobin, Children's Services Supervisor. E. 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. PAGE Board of Library Trustees Agenda 2 Regular Meeting~ March 5~ 1998 1. Library Telethon Update: oral report by staff. 2. Review of rough draft of 1998/99 Plan of Service. Presented by 33 Deborah Clark, Library Director. 3. CLA Legislative Day: May 5, 1998. Oral report by Deborah Clark, Library Director. 4. Approval to create "Smart Card" package and distribute as Telethon 41 incentive. Report by Deborah Clark, Library Director. F. 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. 1. Foundation Board Bylaws amendment adding a member of the Library Board to the Foundation Board. 2. Telethon Wrap up report and evaluation. G. 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. H. 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 Friday, February 27, 6:00 p.m., 1998, seventy-two (72) hours prior to the meeting per Government Code 54953 t 10500 Civic Center Drive. CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: March 5, 1998 TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL OF MINUTES RECOMMENDATION That the Library Board of Trustees approve the Minutes of the Regular Meeting of the Board of Trustees for December 4, 1997 and February 5, 1998. BACKGROUND Minutes taken and compiled by Library Administrative Secretary Vivian Garcia. ~ave~clalY submitted, /,~/~ /) Library Manager ~ CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting A. CALL TO ORDER The regular meefmg of the Library Board of Trustees was held on Thursday, December 4, 1997, in the Storytime Room of the Rancho Cucamonga Public Library, located at 7368 Archibald Avenue, Rancho Cucamonga, California. The meeting was called to order at 7:05 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Bradshaw, Gregory and Swistock. Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: November 6, 1997 MOTION: Moved by Boardmember Swistock to approved the minutes, seconded by Boardmember Bradshaw. Motion carried 4-0-1 (with Dredd-Lee absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library status report: oral report presented by staff. Deborah Clark, Library Manager, gave an oral report of the Library during the month of November to the Library Board. Robert Karatsu, Principal Librarian, stated that during November the adult reference section was just as busy as the childrens section. 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. 2 Library Board Minutes December 4, 1997 Page 2 D. BOARD BUSINESS D1. Library Telethon Update: oral report by staff. Deborah Clark, Library Manager, stated that the Wine and Cheese Fundraiser on Tuesday, December 2 raised $1,200. The rental for the building as well as the appetizers were donated by the Filippi Winery. Friends of the Library baked the desserts for the event. Over one hundred and twenty attended the function. Thanks to Chairperson Rene Barnett, Friends of the Library President Paul Williams, Dr. James Brown and Rebecca Davies, Foundation Boardmembers for their help in planning this event. Deborah Clark, Library Manager, stated that 120 VIP letters, 50 letters to the schools and over 500 business letters for the Telethon were mailed out this month. Staffreceived a check for $2,000 from Yukon Disposal and $100 from the Quakes Foundation. Also an entry has already been received for a Trivia Team. D2. Donor Wall Project: oral update by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated staff would have more information on the Donor Wall Project at the next Library Board meeting. D3. Regular Meeting of the Library Board for January falls on January 1 in 1998. After discussion, the Library Board agreed to cancel the meeting for January and meet in February, 1998. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Update on the Donor Wall E2. Telethon E3. Joint meeting with City Council. Items for the agenda. 3 Library Board Minutes December 4, 1997 Page 3 F. COMMUNICATIONS FROM THE PUBLIC None G. ADJOURNMENT MOTION: Moved by President Howdyshell to adjourn to Thursday, February 5, 1998 at 7:00 p.m. in the Council Chambers at the City of Rancho Cucamonga, seconded by Boardmember Gregory. Motion carried, 4-0-1 (with Dredd-Lee absent). The meeting adjourned at 7:21 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 4 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES AND LIBRARY FOUNDATION BOARD Special Joint Meeting A. CALL TO ORDER A special joint meeting of the Library Board of Trustees and the Library Foundation Board was held on Thursday, February 5, 1998, in the Tri-Communities Room of the City of Rancho Cucamonga, located atl0500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:08 p.m. by Foundation President Pachon. Present were Library Boardmembers Bradshaw, Dmdd-Lee, Howdyshell and Swistock; Foundation Boardmembers Brown, Davies, Morrison, Pachon, Valenti and Williams. Also present were: Diane Williams, Councilmember, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Services Supervisor and Vivian Garcia, Administrative Secretary. B. JOINT ITEMS OF DISCUSSION B 1. Telethon. Oral report on status and review of coImnittees Deborah Clark, Library Manager, and Robert Karatsu, Principal Librarian, gave oral reports updating the Library and the Foundation Boards on the progress of the Telethon. B2. Review of proposed contracts for Telethon production with Arly Sound and the City of San Bemardino. Robert Karatsu, Principal Librarian, reviewed the contracts with the Boardmembers. C. COMMUNICATIONS FROM THE PUBLIC FOR THE FOUNDATION BOARD None 5 Library Board and Library Foundation Minutes February 5, 1998 Page 2 D. ADJOURNMENT OF THE FOUNDATION BOARD MOTION: Moved by Boardmember Williams to adjourn the Library Foundation Board, seconded by Boardmember Davies. Motion carried 6-0-2 with Barnett and Beasley absent. E. COMMUNICATIONS FROM THE PUBLIC FOR THE LIBRARY BOARD El. Request of Sharon Palo that the Library Board waive Library policy for the use of the study room. Sharon Palo of 9240 Highland Avenue in Rancho Cucamonga spoke with the Library Board explaining her request that the study room policy be waived to accommodate the special needs of her daughter. MOTION: Moved by Boardmember Swistock for staff to develop an interim policy that would allow reservation of the study rooms by the public 24 hours in advance with a maximum time limit per reservation to be established by staff, and to report back to the Board in two months, seconded by Boardmember Bradshaw. Motion carried, 4-0-1 with Gregory absent. F. ADJOURNMENT OF THE LIBRARY BOARD MOTION: Moved by Boardmember Swistock to adjourn to March 5, 1998, seconded by Boardmember Dredd-Lee. Motion carried, 4-0 with Gregory absent. The meeting adjourned at 8:05 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: March 5, 1998 TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL OF STUDY ROOM POLICY RECOMMENDATION That the Board approve the attached policy for the use of the study rooms by the public. BACKGROUND/ANALYSIS The Board requested library staff allow the general public to book the study rooms in advance and to create a policy outlining how that process could be handled. Attached is the policy, including guidelines that restrict the use of the room to two times per week; that make bookings available 24 hours in advance; that limit the use of the room to two hours per session; and that require the presence of an adult 18 years and over and ID that can be held during the use of the rooms. (ectfully submitted, tr'~t'~ STUDY ROOMS FOR PUBLIC USE POLICY PURPOSE: To establish guidelines for the public's use of the library study rooms, ensuring fair and equitable access. PHILOSOPHY: The Library is pleased to provide study rooms for the use of the general public as well as the use of literacy tutors. The majority of the study rooms were provided through Community Development Block Grant funding. A requirement of funding was to give first priority in use to the Adult Literacy program clients. After that priority has been fulfilled, the general public has access to the study room resources. REQUIREMENTS TO USE THE ROOMS: Age limits: An adult 18 years or older is required to be present in the study room during it's use by a minor. Identification required: A California Driver's license or State Identity Card or Military ID will be required to be held by Library staff during the use of the room. RESERVING THE ROOMS: The study rooms may be reserved by phone or in person through the following procedure: Adult Literacy Tutors: Tutors enrolled in the Adult Literacy Program of the joint Rancho Cucamonga/Upland Library program, have first access to reserving the study rooms and may book any of the rooms up to two weeks in advance through the Literacy Office. The general public may book any study room available up to 24 hours in advance of the time requested. BOOKING PERIODS: Adult Literacy Tutors: Tutors enrolled in the Adult Literacy Program of the joint Rancho Cucamonga/Upland Library program, may book the room for as long as necessary for tutoring purposes and as many times per week as they meet with literacy clients. The General Public: The rooms may be booked in two hour blocks. Two reservations are allowed per individual per week. Missed bookings or bookings canceled due to late arrival will still be counted. LATE ARRIVALS: The rooms will be held for 15 minutes after the scheduled reservation time. After that time, they will be available on a first come-first served basis. CONDITION OF THE ROOM: The people using the room shall leave it in a neat, clean, orderly condition; if not, the group will be given notice and denied access to the Study Rooms. Vandalism will result in law enforcement action. 9 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: March 5, 1998 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: BUDGET REPORT FEBRUARY RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled Revenue Report February 1998 will be available at the meeting. Schedule B, titled "Balance Sheet July through February 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 69% of library funds expended or encumbered at 67% into the fiscal year. Also included are the expenditure figures for Literacy and Redevelopment Agency funds. LD~~ectfully submitted, _ :bbr° r a r y~D~raeYc~ oCr 1 a ~ *Updated through February 26, 1998 Schedule C LIBRARY EXPENDITURES JUL AUG SEP OCT NOV DEC JAN FEB TOTALS SPENT PE FUNDS % % OF ~ 1997198 CATEGOR REMAININ SPENTYEAR PERSONNEL 67% 1100 REGULAR SALARIES $413,890 $19,417 $30,144 $29,359 $43,623 $31,893 $34,122 $32,293 $32,454 $253,305 $253,305 $160,585 61% 1200 OVERT[ME SALARIES $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 ERR 1300 PART TIME SALARIES $249,390 $10,889 $16,535 $19,398 $32,383 $19,119 $21,068 $16,519 $19,671 $155,581 $155,581 $93,809 62% 1900 FRINGE BENEFITS $187,330 $145,300 $0 $0 $145,300 $145,300 $42,030 78% TOTAL PERSONNEL $850,610 $30,306 $46,679 $48,757 $76,006 $51,0t2 $200,490 $48,811 $52,125 $554,186 $554,186 $296,424 65% OPERATIONS 3100 TRAVEL & MEETINGS $4,000 $2,314 $t,686 58% Corwin workshops $0 Karatsu-workshops $0 Meeting Supplies $30 $34 $0 $194 $54 $312 Clark-meetings $0 ILS Workshops $0 CLA Conference $744 $137 $1,098 $1,979 CLA Legislative Day $23 $23 3300 MILEAGE $3,800 $2,008 $1,792 53% Auto Allowance $3,000 $231 $231 $231 $346 $231 $250 $1,519 $1,519 $1,481 51% Reimbursement $800 $0 $489 $311 61% Garcia $20 $21 $45 $23 $99 $53 $20 $57 $339 Pages $12 $32 $44 Manela $23 $13 $36 Corw[n $0 Tobin $12 $59 $71 3900 MAINTENANCE/OPER $139,300 $115,709 $23,591 83% Visa $163 $163 Cash Receipts $0 Printing/Postage $3,000 $429 $2,571 14% Printing $310 $117 $427 Postage $2 $2 Office Supplies $18,000 $14,975 $3,026 83% Cataloging Supplies $1,606 $91 $750 $481 $1,014 $1,008 $4,950 Book Trucks $815 $815 Photo House $41 $41 8 Ave. graphics $11 $503 $514 Office Depot $6,000 $14 $6,014 Signage $41 $16 $58 Letterhead Miscellaneous $246 $9 $96 $102 $26 $25 $24 $446 $974 Petty Cash $100 $3 $103 Computer supplies $162 $13 $332 $507 Stationary $346 $352 $26 $724 Federal Express $11 $13 $17 $41 Board Supplies $17 $166 $52 $236 Special Program Supplies $5,000 $2,800 $2,200 56% Children's Supplies $12 $149 $266 $45 $71 $27 $5 $574 Children's Programs - Fdends $250 $250 Donor Wall $97 $40 $137 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 $22 $1,422 Reference On-line $0 Advertising/Promotions $0 $40 ($40) ERR National Library Week - Friends $0 Recruitments $40 $40 Telethon $588 $117 $705 Float (Fdends funded) $350 $350 Books/Materials $100,000 $85,599 $14,401 86% Bookstore rush $600 $90 $300 $154 $1,063 $2,207 Childrens Books $17,635 $1,528 $1,259 $1,251 $22 $27 $8,022 $258 $30,003 Adult Books $15,000 $300 $1,571 $15,000 $471 $22 $32,364 Reference Books $421 $1,000 $262 $13 $1,263 $574 $3,533 Reference CD's $0 Circulating instructional CD's $1,500 $1,500 Large Print Books - Fdends $2,000 $431 $2,431 Books on Tape - Friends $3,000 $21 $7 $1,013 $4,042 Video $4,186 $506 $53 $278 $115 $5,138 CD's (music) $2,000 $500 $750 $132 $1,000 $4,382 Literacy $0 Magazines/Publications $10,000 $5,152 $29 $50 $189 $39 $5,458 $5,458 $4,542 55% 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 $1,000 $2,992 $2,992 ($1,192) 166% 3914 MAINTENANCE DEPT $10,530 $10,657 ($127) 101% Encumbrances $4,858 $4,858 Janitorial Supplies $4,260 $346 $47 $308 $1,248 $1,949 $1,949 $2,311 46% Facility Maintenance supplies $5,630 $590 $342 $144 $1,370 $390 $56 $124 $3,015 $3,015 $2,615 54% Sinclair Paint $0 Familian Pipe Supply $0 Mountain View Glass $0 $0 $0 $0 R&R Electdc $0 Owen Electdc $586 $249 $835 Graffiti Removal Supplies $200 $0 $0 $200 0% Water/Fire Service $440 $0 $0 $440 0% ~ 3932 Equipment Maint/Deprec. $7,t40 $0 $0 $7,140 0% 3933 Emergency Equip. Rental $380 $0 $0 $380 0% 3956 DUES $2,t00 $t,595 $505 76% American Library Assoc. $450 $195 $195 $195 $255 43% MCLS Associate Membership $150 $150 $150 $150 $0 100% California Library Assoc. $0 $135 $105 $240 $240 ($240) ERR Inland Library system $1,500 $920 $920 $920 $580 61% CALTAC 0 $90 $90 $90 ($90) ERR 3960 GENERAL LIABILITY $4,620 $4,340 $4,340 $4,340 $280 94% 6028 CONTRACT SERVICES $174,006 $163,094 $10,913 94% Offic Equip/Maintenance $4,826 $0 $7,527 $4,826 156% Xerox Fund $6,374 $5 $287 $861 $7,527 Book Processing $20,000 $10,236 $7,000 $3,982 $21,219 $21,219 ($1,219) 106% OCLC $5,000 $111 $95 $206 $4,794 0% Landscape Maintenance $7,150 $430 $586 $437 $437 $437 $2,326 $2,326 $4,824 33% S.B. County $100,000 $50,000 $50,000 $100,000 $100,000 $0 100% Technology Maintenance $3,000 $0 $0 $3,000 0% Telephone Maintenance $3,000 $2,848 $239 $3,087 $3,087 ($87) 103% Tech Center $239 $239 $239 ($239) ERR Computer Tech Services $31,030 $28,490 $28,490 $28,490 $2,540 92% 6036 CONTRACT SERVICES $40,243 $10,316 $29,927 26% Janitorial Services $16,663 $2,000 $2,000 $2,000 $14,663 12% Secudty Service $3,360 $1,397 $1,397 $1,397 $1,963 42% Elevator Service $6,160 $128 $128 $128 $383 $383 $5,778 6% HVAC $14,500 $548 $1,000 $1,548 $1,548 $12,952 11% Electrical $4,160 $438 $799 $1,237 $1,237 $2,923 30% Glass replacement $2,000 $500 $500 $500 $1,500 25% Locksmith $0 $65 $140 $205 $205 ($205) ERR Cabinetry $0 $360 $360 $360 ($360) ERR Plumbing $2,000 $0 $0 $2,000 0% Pest Control $670 $1,000 $1,000 $1,000 ($330) 149% Fire/Life Safety $670 $686 $686 $686 ($16) 102% Structural/Roof $2,910 $1,000 $1,000 $1,000 $1,910 34% 8019 TELEPHONE $15,000 $8,063 $6,937 54% 989-8277 (Rotary line) $325 $328 $312 $341 $296 $358 $1,960 181-1185 (T1 line) $223 $226 $449 $226 $1,125 948-9900 $430 $463 $421 $440 $434 $434 $2,623 476-2793 (ISDN Line) $51 $537 $213 $218 $217 $1,236 980-0871 (EMS & Security) $53 $52 $53 $52 $52 $52 $53 $52 $421 980~,361 (Elevator) $26 $26 $26 $26 $26 $26 $26 $26 $208 987-3271 (Irrigation Sprink.) $26 $26 $26 $26 $26 $26 $17 $22 $194 987-9671 $26 $26 989-6904 (Public Fax) $28 $28 $29 $29 $28 $30 $171 MC[ $10 $34 $35 $8 $13 $100 8021WATER UTILITIES $4,000 $1,437 $2,563 36% Inside Use $204 $206 $197 $608 Landscaping $338 $255 $126 $719 Fireline water $37 $37 $37 $110 8022 ELECTRIC UTILITIES $50,000 $4,624 $4,983 $4,753 $3,847 $3,189 $2,682 $24,077 $24,077 $25,923 48% TOTAL LIBRARY BUDGET $1,305,729 $179,983 $111,998 $115,651 $187,767 $122,221 $455,972 $166,190 $112,201 $1,451,983 $897,796 $407,933 69% LITERACY EXPENDITURES JUL AUG SEP OCT NOV DEC JAN FEB TOTALS SPENT PE FUNDS % % OF ~ 1997198 CATEGOR REMAININ SPENTYEAR CITY VERSION PERSONNEL 60% 1100 REGULAR SALARIES $22,200 $1,762 $2,642 $1,762 $1,762 $1,787 $1,787 $1,805 $1,805 $11,502 $11,502 $10,698 52% 1900 FRINGE BENEFITS $8,214 $685 $685 $685 $685 $685 $685 $685 $685 $4,110 $4,110 $4,105 50% TOTAL PERSONNEL $30,414 $2,446 $3,327 $2,447 $2,447 $2,472 $2,472 $2,490 $2,490 $15.611 $15,611 $14,803 51% OPERATIONS 3100 TRAVEL & MEETINGS $1,130 $23 $135 $3 $6 $96 $263 $263 $867 23% 3300 MILEAGE $675 $38 $12 $49 $168 $267 $267 $408 40% 3900 MAINTENANCEIOPER $7,620 $1,395 $6,225 18% Printing/Postage $2,520 $633 $1,887 25% Printing $208 $31 $239 Postage $394 $394 Office Supplies $2,700 $119 $604 $723 $723 $1,977 27% Instructional Materials $2,400 $39 $39 $39 $2,361 2% 5910 LIBRARY OVERHEAD $7,670 $639 $639 $639 $639 $639 $639 $639 $639 $3,834 $3,834 $3,836 50% 6028 CONTRACT SERVICE $49,175 $22,716 $26,459 46% Literacy Coordinator $44,925 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $22,716 $22,716 $22,209 51% Tutor Training $4,250 $0 $4,250 0% 8019 TELEPHONE $400 $0 $400 0% TOTAL LITERACY BUDGET $97,084 $9,474 $11,323 $10,106 $9,914 $9,375 $9,504 $9,405 $9,405 $59,697 $44,086 $52,998 46% 24271 REDEVELOPMENT EXPENDITURES FY 1997198 TOTALS FUNDS % % OF JUL AUG SEP OCT NOV DEC JAN FEB SPENT REMAINING SPENT YEAR 67% Maintenance/Operations $69,479 $15,894 77% Books $488 $792 $5,004 $933 $1,428 $3,865 $1,391 $13,900 Standing Order for Ref. $6,156 $1,145 $995 $8,296 Magazine Index $3,843 $3,843 Misc. Equipment $900 $1,370 $927 $904 $4,099 CD Rack/Video rack $1,440 $1,440 LAN Software $1,528 $926 $245 $3,448 $6,146 McNaughton Best Sellers $24,755 $24,755 Video cases $994 $994 Video cassettes $838 $838 Bar Code Labels $660 $743 $1,403 Finance account upgrades ($12,131) ($12,131) Sub Total $8,142 $5,107 $12,137 $26,859 $3,772 $3,448 $4,859 ($10,740) $53,585 Fixed Asset Acquisition $84,883 $8,839 90% Magazine Products $32,526 $32,526 Shelving enhancements $6,294 $6,294 Lighting for statue $0 Scanner Assembly $5,854 $5,854 CD rack/4 pb racks $1,382 $2,399 $3,781 Fax Machine $1,406 $1,406 Speakers in study reoms $945 $945 Printedstand $2,179 $2,179 Literacy desk panel $2,924 $2,924 Kwik cases $1,315 $1,315 Laminator $629 $829 Computers $10,358 $13,373 $1,719 $25,450 Finance account upgrades ($7,260) ($7,260) Sub Total $5,854 $1,406 $12,537 $13,373 $0 $8,914 $0 $33,959 $76,043 TOTALS $154,362 $13,996 $6,513 $24,675 $40,232 $3,772 $12,382 $4,859 $23,219 $129,628 $24,734 84% CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: March 5, 1998 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 1998/99 RECOMMENDATION Review and discussion of attached proposed library budget for 1998/99. BACKGROUND/ANALYSIS Attached you will find the budget proposal for fiscal year 1998/99. The major goals of this fiscal budget is to stabilize staffing in the Technology Center by contracting with the City to provide upkeep and design for the City's Web site; help support the Literacy program for year 4, as grant funding is reduced by 25%; and to begin major planning for library facility expansion. The attached document has not yet been reviewed by the City Manager. That initial review will take place on March 12. Board requests for changes/adaptations can be accoinmodated easily, as long as our revenues continue to balance our expenditures for our proposal. De~pectfully submitted, Library Director lClTY OF RANCHO CUCAMONGA FISCAL YEAR 1998-99 BUDGET REVENUE WORKSHEETS POPULATION ESTIMATES: CENSUS 1990 = t04,887 117,t27 AMENDED ACTUAL ACTUAL REVENUE REVENUE REVENUE REVENUE REVENUE ESTIMATE ESTIMATE ESTIMATE ACCOUNT FISCAL YEAR FISCAL YEAR FISCAL YEAR FISCAL YEAR FISCAL YEAR CODE DESCRIPTION 1995- 1996 1996- 1997 1997-1998 1997-1998 1998-1999 SPECIAL REVENUE FUNDS LIBRARY {)2-3900 1020 R C Library Prop Tax/Current Yesr Secured 821,459 828,019 851,120 02-3900 1030 R C Library Prop Tax/C Y Unsecured 27,725 28,0t8 27,610 02-3900 1040 R C Library Prop Tax/Prior Yr Sec&Unecc. 35,444 35,884 14,500 12-3900 1065 R C Library Prop Tax/Supplemental Taxes 4,423 3,858 2,000 i)2-3900 4600 Intarest Earnings 0 3,935 0 {)2-3901 1501 CLSA: Database 0 0 0 12-3901 t502 CLSA: Direct Loan 6,609 24,970 15,000 {)2-3901 1503 CLSA: Interllbrary Loan 0 0 0 D2-3901 1504 Community Room Rentals 25 25 0 ~2-3901 1505 Direct Mail Solicitations 24,864 0 0 D2-3901 1506 Library Card Salee 557 372 0 ,2-3901 1507 Library Flnee & Fees 82,379 102,288 92,500 :)2-3901 1508 Media Rentals 48,120 56,859 62,500 ~)2-3901 1509 Information Services Fees 358 1,386 1,000 /I D2-3901 1510 Private Contributions I 30,035 42,000 50,000 ~)2-3901 151~ Public Library Foundation 20,1t0 41,964 41,900 ,2-3901 1512 Video Rentals 0 0 0 ,2-3901 xxxx Contribution I Fund Raising I Telethon 0 0 30,000 ~)2-390t 1514 Afinity Credit Card Revenue 2.532 0 ~)2-3901 7910 Sale Of Printed Materiale 6,781 8,442 4,000 ~)2-3901 8520 "Other" Revenue: 96197 & 97198 From Fd 1tt 7,670 7,670 7,670 ~)2-3801 xxxx Technology Center Revenue 0 0 8,000 2-3992 8000 Transfer In: 96197 & 97198 Transfer In From Fd 25 t00,000 100,000 t00,000 Total Library Fund t~216~559 1~287f923 t~304~800 /, CITY OF-RANCHO CUCAMONGA FISCAL YEAR 1998-99 BUDGET REVENUE WORKSHEETS POPULATION ESTIMATES: CENSUS 1990 "" 104,887 117.127 A~ENDEO ACTUAL ACTUAL REVENUE REVENUE REVENUE REVENUE REVENUE ESTIMATE ESTIMATE ESTIMATE ACCOUNT FISCAL YEAR FISCAL YEAR FISCAL YEAR FISCAL YEAR FI~?.AL YEAR DESCRIPTION 1995-1996 t99~- t997 1997-1998 1997-1598 U~ed O# Rely©ling Grant 110-3901 46~0 Int~t Income 0 0 0 110.3~01 5880 Grant Income 30.604 27.502 Total U__-~d_ OII Rec~©llng Grant: 301604 271502 361110 111.3~01 4600 Intwist Income 0 0 0 ~ ,111-390t 58~0 Gr~nt In~,o~n,® -- 73.409 99.833 N.~70 71~1 ' Total CIllf, Utemcy Ca~e_!~fl Grant 731409 99~833 961970 q~. Welngart Foundation Grant I Ubrary 1124901 4600 Intemt Income 0 0 0 0 112-390t 5880 Grant Income 6,000 0 0 ~ Total Wein~]art Foundation Grant I Ubr~P/ 5~000 0 0 (~ CITY OF RANCHO CUCAMONGA FISCAL YEAR 1998-99 BUDGET REVENUE WORKSHEETS POPULATION ESTIMATES: CENSUS 1990 = 104,887 117,127 AMENDED ACTUAL ACTUAL REVENUE REVENUE REVENUE REVENUE REVENUE ESTIMATE ESTIMATE ESTIMATE ACCOUNT FISCAL YEAR FISCAL YEAR FISCAL YEAR FISCAL YEAR FISCAL YEAR DESCRIPTION 1995- 1996 1996- 1907 1997-1698 1997-1998 1998-1999 Local Law Enforcement Block Grant t16-380t 4800 Interest Income 0 0 .0 t16-3901 5880 Grant Income 0 14,0t2 0 t15-3882 8000 Traneferln: From Generel Fund (01) 0 0 0 Total Local Law Enforcement Block Grant 0 14;012 0 Supplemental Law Enforcement (SLEF) Grant 117-3601 4600 Intareet Income 0 t5,646 15,740 t17-3601 5880 Grant Income 0 269,782 260,?80 Total Supplement Law Enforcement ISLEF) 0 285;428 2851520 Adult Education Act P.L.. 100-297 118-3901 4600 Interest Income 0 0 0 ) ~'~)O ' 118-3901 5880 Grant Income 0 3,682 3,600 ~ I ~'~)O ~ ' ~ Total Adult Ed~tion Act P.L. t00-297 0 3~682 3;800, ll~j -~"'~) ~'~ ; ~'~ ~ CITY OF RANCHO CUCAMONGA FISCAL YEAR 1998199 ANNUAL BUDGET SUMMARY DEPARTMENT: Community Sewices FUND: 02 DIVISION: Ubrary COST CENTER: 4532 APPROPRIATION DETAIL 1996/97 Rscal Year 1997/98 F'~cal Year 1998/99 Library Adopted Adopted Estimated Del~ Manager OBJECT # Budget Budget 6/30/98 Request Rcmd 1100 Regular Salades 381,S90 413,890 ~J/le°~ ¢1/~1¥~ 413,890 1200 Ovedime Salaries 1.000 0 0 .~' 0 1300 ParttJmeSalaries 205.480 249.390 ~'/~ ~'~l&177 249.390 1900 FringeBenefita 145,300 187,820 J~?,~'~ j'f~/oO~l~ 187.820 Personnel Total: 733,370 851,100 S ~111~ ;~¢. ~'; 851.100 3100 Travel & MeelJngs 2.500 4,000 '~t¢)~O /ILl~) 4,000 3300 I~taage 3,8OO 3,800 ~l~ ~ 3.800 3900 Maintenance & Opera,ohs 118,020 139,300 /~"~.r,~'~&/~1~'~ 139,300 3914 Maintenance & OperationsJFacilities 11,830 10,530 /~1 ~'~ ~/~',.~1¢3 10,530 3932 Equipment Maintenance/Depredation 0 7,140 ~/J ~0 ?1 j¥O 7,140 3933 Emergency & Routine Vehicle & Equipment Rental 0 380 ~ '~e0 380 3956 Dues 2.100 2.100 ~1/~~ J,,/~O 2.100 3960 General Uability 4.340 4.490 '~/~Ai ~///'~ 4.490 6028 ContractSe~ces 167,530 173,380 /~j/~ /?~ll~.,~ 173,380 8019 Telephone UtiliZes ,15,0oo 15,ooo /~ /~ ~ 15,ooo 8021 WaterUtJlifies 4,000 4,000 ~'~¢~O ~10¢10 4,000 8022 Elecl~icUfili~es 50.000 50,000 ~/~ ~ 50,OO0 OoeralionsTotal: 438,420 453,700 /.~?~,~$'~ ~/~/,j~'~ 453,700 [Caoital Outlay Total: 0 0 ~ O 0 Department Total: 1,171,790 1,304,800 ~J~J~0 //~¥/j~7~ 1,304,800 2! CITY OF RANCHO CUCAMONGA FISCAL YEAR 1998199 OPERATIONS AND MAINTENANCE DETAIL DEPARTMENT: Community Sewices FUND: 02 DIVISION: Ubra~/ COST CENTER: 4532 N~PROPRIATION DETAIL 1996/97 Fiscal Year 1997/98 Fiscal Year 1998/99 Adopted Adopted Estimated Dep~ Manager OBJECT # Budget Budget 6/30/98 Request Rcmd 3100 ~ U'bra~/Meetings 2.500 4.000 71 ~)O ~/~0 4.000 Subtotal: 2.500 4.000 '~) ~O ¥1dOO 4.000 33OO MILEAGE Auto Allowance 3.000 3.000 ~/6~ ~/2.~O 3.000 Reimbumement 800 800 ~'(30 ~ 800 Subtotal: 3.800 3.800 .~1 ~'04) ~//~ 3.8O0 3900 MAINTENANCE & OPERATION Printing & Postage 4.000 3.000 ~l~ o~&; 3.000 Office Supplies 18.000 18.000 /~4~ /~ 18.000 iSpecial Programs Supplies 5.000 5.000 ?1~ ~';~O ~ 5.000 ;~lver~sing/Promofions 0 0 O ~ 0 Book.MVlaterials 81.310 100.000 //.3~'~:~ /o~1~:~ 100.000 ~udio VisualSVledia 0 0 O 0 Magazines/Publications 6.210 10.000 /01~0 /~1~0~ 10.000 Training 500 500 ~"~ ~'~30 500 Binder/ 1.000 1.000 /l~&O /1~O 1.000 Collection Agency-Trans World (Specialty- Ubrarles) 2.000 1.800 ~ ~ ~ ~j~ 1.800 Subtotal 118.020 139.300 J5'~1~'0~3 I~:~,~'"Z30 139.300 3914 MAINTENANCE & OPERATION/Factiities Janitorial Supprms 4~.60 4.260 ~1 ~1./~0 ~i ~:~ 4.260 Facirity Maintenance Supplies 5.630 5.630 ~/~;~ ~/b;30 5.630 Graffiti Removal Supplies 200 200 ~ ~30 200 Landscape Maintenance Supplies 1.300 0 ~ ~) 0 Water/Fire Seneca 440 440 ~ ~'~O 440 Subtotal 11.830 10.530 /~.,~'"~0 IE)~'~O 10.530 3932 EQUIPMENT MAJNTENANCE~EPREClATION Deprecia~on 0 7,140 7//~l/O ~/I~O 7,140 Subtotal 0 7,140 '7;J~/D ~,14~O 7,140 3933 EMERGENCY & Rou'nNE vEH. & EQUIP. RENTAL Credit Card Equipment 0 380 ~'O ~O 380 Subtotal: 0 380 ~'4) ;~'~ 380 3956 DUES American UbraryAssocia~on 450 450 ~'0 ~'0 450 California Ubrary Associal~on 150 150 /~'O / ~ 150 Professional Pubticalions 0 0 ~ ~ 0 nland Ubra,/Swtem 1.500 1.500 /l~'O0 Ii~"'O0 1.500 Subtotal: I 2.100 2.100 ~1 IoO ~'1 /PO 2.100 =AGE 1 OF2 PAGE 1 TOTAL: 138,250 167~50 M'9,'/~ 171. &;;o 167,250 2~ CiTY OF RANCHO CUCAMONGA FISCAL YEAR 1998199 OPERATIONS AND MAINTENANCE DETAIL DEPARTMENT: Community Services FUND: 02 DIVISION: IJ'brary COST CENTER: 4532 APPROPRIATION DETAIL 1996/97 Fiscal Year 1997/98 FiscalYear 1998/99 Adopted Adopted Es~mated Dept Manager ~BJECT # Budget Budget 6/30/98 Request Rcmd 3960 G~ 4,340 4,490 '~/WO J/~ ~ 4,490 Subtotal 4,340 4,490 ~.~ ~Z~ ~,~ ~0 4,490 Office Equipment/Machines Maintenance 3,500 4,200 ~/PPO ~/d~ 4,200 Computer Maintenance 7,000 3,000 .~ ~/PdO 3,000 Book Processing & Technical Sen~ces For Collection 23,000 25,000 4~*~ ~/O~) 25,000 Informa§on Acces~ Se~,~.es -0 0 0 6.B. County 100,000 100,000 /~/ac~ ,4:~/~g) 100,000 CompeterTechnic~lSer~,~:es 31,030 31,030 ~,~Z/d~ .,~d~ 31,030 Self Check 0 0 ~ 0 Telephone Maintenance Sew~ce 3,000 3,000 ,~/dd~ .~/ddd 3,000 Landscape Maintenance * 0 7,150 7//~) ~/4/~ 7,150 Subtotal 167,530 173,380 /'ZO.i/.~'~) /'7.,~'t¥$~ 173,380 6036 CONTRACT 8ERVICES/Fac~T~es JanitodalSen~ces 16,000 12,000 /~/~ /ST/ddO 12,oo0 Secure/Set.ce 3,360 2,520 ,~/4/",~0 ,,~'0~ 2,520 aerator $erv~e 8.~60 4.62o ~/e,aa %~p 4.62o I-IVAC 14,500 10,880 /a/,~.e~ /~leed~ 10,880 ~um~ng 2.ooo 1.5oo~ //~_~_ ~.5oo! Pest Control 670 630 I/a ~0 /~ ~g~O 630 F~e~fe Safety 670 63O · ~ //~pO 63O ~tructural/Roof 2,910 2,180 4~/~'~ ~/d~ 2,180 Landscape Maietenance - 6,870 0 O ~ 0 Glass Replacement 2,000 1,500 /'/~"~ /'/ ~ .1,500 subto~.. 5~.3o0 3~.5~0~..'~a ~/~/,3~a 3o.500 8019~ 15.ooo ~5.ooo/.~,~ /go~ 15.ooo Subtotal:15,000 15,000~5~'/~ ,~//~d~ 15,000 4.000 4.000 ~/aao ~//aa~ 4.000 8ubtetal:4,000 4,000 .~ ~ ~ ~dd~ 4,000 · Prior To FY 97-98 Recorded "i Under Object 6036 Subtotal: 50.000 50,000 ~ d4P40 ,~/d¢90 50,000 ~AGE 2 OF 2 DEPARTMENT TOTAL: 438,420 453,700 Jt~'¢~ ~/~/t~4~ 453,700 23 CITY OF RANCHO CUCAMONGA FISCAL YEAR 1998/99 PERSONNEL ALLOCATION DEPARTMENT: Community Sen~ices FUND: 02 DIVISION: Hbrary COST CENTER: 4532 FY 97/98 Fiscal Year 1998/99 Adol~ed Dept. ~gr. Rcmds. Adopted OBJECT # Budget Request Auth.' Funded Budget 1100 PERSONNEL- FULL TIME Ubrary Manager 100% /~ ~0 100% 100~ 100% Principal Ubrarisn 100% ,~ ~,O 100% 100% 100% Jbrarian II 100% /4~ =)o 100% 100~ 100% Ubrarian I 300% .~ ~ 300% 300% 300% UbraryAssistantll 100% /~¢~ gO 100% 100% 100% Ubrary Assistant I 100% /O~d 100% 100~ 100% Administra0ve Secretary 100% /¢~ 9o 100% 100~ 100% Library Clerk 100% /~ ~d 100% 100~ 100% 1200 PERSONNEL - OVERTIME 1300 ~ Ubrary Clerks, Pages, Assistant, Monitom 4900% 4900% 4900% 4900% 24 .CITY OF RANCHO CUCAMONGA FISCAL YEAR 1998199 ANNUAL BUDGET SUMMARY DEPARTMENT: Community Services FUND: 111 DMSION: California Literacy Campaign Grant COST CENTER: 4532 APPROPRIATION DETAIL 1996/97 Fiscal Year 1997/98 Fiscal Year 1998/99 California Literacy Campaign Grant Adopted Adopted Estimated Manager Manager OBJECT tit Budget Budget 6/30/98 Rcmd Rcmd 1100 Regular Salaries 21,760, 24,020 ,,1~,1~ ,~ftl 24,020 1900 FHngeBenefits 8,030 10,330 /013~0 /~¥J 10,330 PemonnelTotal: 29,810 34,350 ,~/~2~"D ~'7~4~ 34,350 3100 Travel & Meetings 800 800 //~043 ~'~)~ 800 33001 ~leage 200 400 [~00 ~'~' 400 3900 Maintenance & Operations 5,000 4,850 /~1 ~'~'0 e~ ~'~) 4,830 5910 Ubrary Admin/General Overhead 7,670 7,670 '7t(~'?0 ~1 ~0 7,670 6028 Contract Se~ices 46,500 48,500 ~e~/~"~0 ~/~ 7~. 48,500 8019 Telephone Llffi~es 450 400 ~ ~ 400 O~eraSonsTotal: 60,620 62,620 (~) $4/,/~'~ 62,620 Capital Outlay Total: 0 0 ~ ~ 0 CiTY OF RANCHO CUCAMONGA FISCAL YEAR 1998199 OPERATIONS AND MAINTENANCE DETAIL DEPARTMENT: Community Services FUND: 111 DMSION: Califomia Literacy Campaign Grant COST CENTER: 4532 APPROPRIATION DETAIL 1996/97 Fiscal Year 1997/98 Fiscal Year 1998/99 Adopted Adopted Estimated Manager Manager OBJECT # Budget Budget 6/30/98 Rcmd Rcmd 3100 ~ ' soo 800 /j~ ,i'~ 8ooi Subtotal 800 800 II 0~¢~ ~ ~ 0 800 3300 MILEAGE Reimbursement 200 400 ~0 ~'7~' Subtotal: 200 400 (dOG (p "~ ~"' 4001 3900 ~JNTENANCE & OPERATIONS Office Supplies 1.500 1.500 //'~*'~:~ //d~0 1.500 P~nting 2.000 1.850 ,/., ~) 0"OO 1.85~ ns~uc~onal Resources 1,500 1,500 /'is-Go //dOG 1,S001 subtotal: s,ooo 4,8s0 ~,j' F'O d, ff'66 4,sso 3960 G~ Subtotal 0 0 ~ ~) O 5910 UBRARY ADMINISTRATIVEJGENERAL OVERHEAD ?,e?o 7,e?o 7~e'/o ~'eoO 7,e70 Subtotal 7,6701 7,670 '7,(4'7~ J,tl, O06 7,670 6028 LitaracyCoordinator 41,500 43,500 ~b"OD 4//Ol'~e~,i 43,500 Tutor Training 5,000 5,000 ~'~ OO~ O 5,000 Subtotal: 4e,soo 48,s00 YE, SoO ~,'7,~3. 8019 'eleohone Utilities 450 400 ¢~ 0 400 Subtotal: 450 400 ~ 4~ 400 26 CITY OF RANCHO CUCAMONGA FISCAL YEAR 1998199 PERSONNEL ALLOCATION DEPARTMENT: CommunitySe~ces FUND: 111 DIVISION: California Literacy Campaign Grant COST CENTER: 4532 FY 96197 Fiscal Year 1997198 Adopted Dept. Mgr. Rcmds. Adopted OBJECT # Budget Request Auth. Funded Budget 1100 P~ Library Clerk 100% / ~0 ~)~ 100% 100% 100% 1300 PERSONNEL- PARTTIME 27 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: March 5, 1998 TO: President and Members of the Library Board of Trustees Jack Lam, A.I.C.P., City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL OF "BACK TO BASICS" GRANT APPLICATION RECOMMENDATION: That the Board approve the action of the Library Director in submitting a grant application for LSTA funding in the amount of $48,290. BACKGROUND: The State Library offers a grant funding opportunity each year for competitive applications. LSTA funds, or Library Services and Technology Act funds, are federal funds distributed by the State Library through a competitive application process. The attached application, written by Children's Services Supervisor Renee Tobin and Literacy Coordinator Lori Hopkins, would generate funding to pay for the creation of a program called "Back to Basics". Emphasizing the tutoring of basic skills such as reading and math, the grant combines one-on-one tutoring of school age youngsters with CD Rom/computer technology. FISCAL IMPACT: The impact would be positive, gaining additional grant support for the literacy program by contracting £or Literacy Coordinator Lori Hopkin's time to support the program. Future funding requirements will be substantially less than the grant amount, since the program and supporting equipment will be in place. The necessary on-going funds will be raised through grant writing and fund raising. ~Re~ectfully submitted, /~/~ /~ Deborah Kaye C~k ] Library Director ~ California State Library Library Services and Technology Act Fiscal Year 1998199 PROPOSAL (LSTA ~) Submit in sixteen (16) copies by 4:30 p.m., Friday, January 30, 1998, to Attn: Jay Cunningham, Library Development Services, California State Library, P.O. Box 942837 (900 lq Street, Rm. 500), Sacramento, CA 94237-0001. 1. Project title: Back to Basics Learning Center Rancho Cucamonga Public Library 2. Applicant jurisdiction: 3. Address: 7368 ~rchibald Ave., Rancho Cucamonga ZIP+4:91730-1401 4. Applicant contact: Renee Tobin Phone: (909) 948-9900 ext. - - 5024 FAX: (909) 989-8966 E-mail: rtobinC~ci-rancho-cucam°n~a-c u 5. Type of Library: System , Public x , Academic , Special School 6. Population: Client 20,758 Total 115,00o 7. Participants: RC?b Four school districts: ALSD, Central SD, Cucamonga SD, and ESD Cal Poly Pomona 8. LSTA amount requested: $ 48,290 Space below for.Advisory Council use 1 29 Project Title: "Back to Basics" Learning Center Jurisdiction: Rancho Cucamonga Public Library 9. Project Summary: include needs assessment process;needs; description of client/community involvement in project development; outline of plan; and long-term prospects for project continuation and or continued benefits. Needs Assessment Process: Rancho Cucamonga Public Library conducted a survey during winter 1997. Using The Gra~vine, a quarterly publication of the City of Rancho Cucamonga, the library survey was mailed to all 53,000 households in the city, asking residents to assist us in devising new programs and assessing current programs. Over 500 surveys were returned and the results were analyzed by three staff groups composed of all level staff from Page to Librarian I1. Needs: Using the survey to help determine needs, individual tutoring for school-aged children in reading, writing, spelling and math was listed as the most important priority for our community residents, only exceeded by open hours and new materials. Over 20,758 youngsters or 18% of the population, are enrolled in elementary school in Rancho Cucamonga. Served by four elementary school districts, two of those districts rank in the 50% to 70% overall poverty rate for families, as measured by free lunch program statistics; one school, closest geographically to the library, is at 100% poverty level. Client/Community Involvement in Project Development: Based on these n~ls, Children's and Literacy staff members met with Title I instructional staff from the Alta Loma School Dis~ct (ALSD) and staffof the local housing authority, So Cai Housing, to discuss elements ora successful tutoring program for multiethnic youngsters. After developing a model for the program, Cai Poly Pomona's Teacher Education depa~hnent was contacted and confirmed their willingness to take part in the program by supplying tutors. During the development process, ALSD agreed to continue in the project by assisting in developing skills assessments to be administered to potential Learning Center clients. Plan: Based on these early group discussions with librarians, teachers and housing specialists, the library proposes to create an after school basic skills tutoring program, titled simply "Back to Basics", involving one on one tutoring assistance, a core collection of print materials and four CD Rom computer workstations. The target group for this program is identified as children 7 to 12 years old titling the "at risk" profile, who need personalized assistance with reading, writing and/or mathematics skills. Early outreach efforts will concentrate on schools with a high poverty level and youngsters with a low achievement record. Referrals will be accepted from school personnel or parents. The "Back to Basics" Learning Center will be located on the second floor of the Library adjacent to the children's room. Three study tables with chairs and one two-person study room are already available in this location, along with a counter wired for computer access. Four CD ROMS stations with six educational programs each will be located on this counter. Sample CD ROM tifles planned for purchase with grant funds include: Kid Phonics 1 and 2, Math Blaster, and Spell It. Book materials selected for the Learning Center will include at least 100 books from series such as Rookie Readers, I Can Read Books, and Hyperion Chapters. Basic reference tools will be available in the tutoring center. Workbooks and reproducible tutoring materials on mathematics, spelling and phonics will also be part of the collection available to tutors for use with participating students. 3O Project Title: "Back to Basics" Learning Center Jurisdiction: Rancho Cucamonga Public Library 9. Project Summary: continued. Complete in space provided; do not attach additional sheets. Volunteer tutors for thc Learrfing Center will be recruited from education departments at area colleges, targeting third and fourth year students who have completed several education courses and are ready for practical experience in their chosen field. Library staff will work with college departments to recruit the most qualified students as tutors. Literacy staff will train and supervise tutors in the program. Volunteer tutors will staffthe center on weekdays after school. Hours will bc adjusted to suit the needs of students. Quarterly family nights will be presented to involve the parents of children being tutored at the Learning Center. These evening programs will encourage participants to develop parenting skills that will teach them how to help their child achieve in school. Topics will include demonstrating to parents the importance of reading aloud, how to help a child develop good study habits, how to help a child learn to usc thc library, etc. Library staff, Literacy staff, ALSD personnel and guest speakers from local agencies will present these programs. Long-term Continuation and Benefits: Because there is a vital need and expressed interest for this service in our conununlty, thc project will continue after the LSTA funding period. Possible funding sources for project continuation include: Friends of the Library support, library fundraising through the annual telethon, corporate sponsorship, and other grant opportunities~ If the project is successful there is a possibility for expansion beyond the library facility. The City of Rancho Cucamonga's Community Services Department and the Southern California Housing Development Corporation are already involved in the planning process and are open to locating additional tutoring centers in city recreation facilities and existing low-income housing developments. The long-term benefits of the "Back to Basics" project will affect the entire family. Not only does the program offer skills building support to children beyond the classroom, but statistics show that poor literacy skills in a child could indicate a parent with adult literacy needs. Through the "Back to Basics" program, parents will develop comfort with and confidence in the library's literacy program and staff, encouraging them to seek help with their own adult literacy needs, helping to break the illiteracy cycle within the family. 31 Project Title: ~ack to Basics Learnin~ Center Jurisdiction: Rancho Cucamonga Public Library 10. Budget Summary: LSTA Other funds In-kind Total (1) (2) (3) (4) a. Salaries & Benefits $17,900 $ 13,050 $30,950 b. Library Materials $ 5,000 $ 5,000 $10,000 c. Operation $ 7,000 $ 7,000 d. Equipment $14,000 $ 5,360 $19,360 e. Indirect Cost $ 4,390 $ 4,390 $ 8,780 f. Total $48,290 $ 5,000 $22~800 $767090 11. Signature: : .... ,i Date: January 29, 1998 32 4 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: March 5, 1998 TO: President and Members of the Library Board of Trustees Jack Lam, A.I.C.P., City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL OF LIBRARY PLAN OF SERVICE FOR 1998/99 RECOMMENDATION: The attached Library Plan of Service for 199 8/99 is ready for review. The Board might wish to consider, if the goals are approved as presented, prioritizing those goals. BACKGROUND: The attached plan of service reflects the goals and direction to be established for the Rancho Cucamonga Public Library for fiscal year 1998/99. The plan currently reflects the roles originally selected by the Rancho Cucamonga Public Library Board of Trustees and the spirit of entrepreneurism that has been predominant from our opening day through our first three years of operation. This is the opportunity for the Library Board to evaluate the proposed components of service, to indicate to staff any additional program(s) that the Board would like to see established or alteration of any current emphasis in service. Critical in this process is the limitation imposed on the Board and staff by finances and the understanding that any proposed service enhancement must be balanced by a reduction of current services offered or the discovery of a new revenue source to support the new service. FISCAL IMPACT: The attached Plan of Service and Goals reflect the funding levels as proposed in the Library Budget for 1998/99. 33 RANCHO CUCAMONGA PUBLIC LIBRARY PLAN OF SERVICE 1998/99 The following plan of service focuses on anticipated highlights of projecis to be accomplished by Library Staff working with the Board of Library Trustees, the Library Foundation Board and the Friends of the Library. In addition to the activities highlighted by the Plan of Service, Library Staff will be circulating and shelving an estimated 680,000 items, answering approximately 90,000 information questions and purchasing some 6,000.titles in the course of the year. IN PRIORITY ORDER, THE FIVE MAJOR GOALS FOR THE RANCHO CUCAMONGA PUBLIC LIBRARY IN 1996/97 WERE: GOAL 1: PROVIDE SKILLED, EFFICIENT AND FRIENDLY SERVICE AT EVERY PUBLIC SERVICE DESK GOAL 2: SUPPORT THE FOUR SERVICE ROLES SELECTED BY THE BOARD OF LIBRARY TRUSTEES: Support Formal Education Programs Provide Library Services to Community Youth of All Ages Promote Information Services to the Business Community Facilitate Serf Education for All Residents GOAL 3: SEARCH OUT ALTERNATIVE AND ENTRPRENEURIAL APPROACHES TO FUNDING GOAL 4: INITIATE STATE OF THE ART SERVICE USING NEW TECHNOLOGY IN A COST EFFECTIVE MANNER GOAL 5: PLAN FOR FUTURE GROWTH AND DEVELOPMENT 34 GOAL 1 PROVIDE SKILLED, EFFICIENT AND FRIENDLY SERVICE AT EVERY PUBLIC SERVICE DESK !-, Objective 1: Increase staff training Action: Assess staff needs through a training survey distributed annually to all employees By Whom: Administration By: July, 1998 Action: Schedule training to address staff s stated needs--group and individual, looking at in-house or outside training opportunities. By Whom: Administration By: September, 1998 Action: Provide one major workshop annually for full and part time staff emphasizing a particular aspect of library service. By Whom: Administration By: April, 1999 Objective 2: Explore opportunities to expand promotional opportunities for professional staff Action: Promote Librarian II positions during Budget process By Whom: Administration By: February, 1999 Action: Investigate possible title changes reflecting professional responsibilities · By Whom: Administration/Reference Staff By: February, 1999 GOAL 2: SUPPORT THE FOUR SERVICE ROLES SELECTED BY THE BOARD OF LIBRARY TRUSTEES: Support Formal Education Programs Objective 1: Increase cooperation with schools and teachers Action: Continue to meet with the School District Superintendents quarterly. By Whom: Administration By: Annually Action: Provide a minimum of 1 school visit per month by library staff By Whom: Children's/Reference Staff By: Annually Action: Continue to solicit teachers, principals and PTA Presidents each year to work with the Telethon Team to become involved in the Library By Whom: Administration By: Annually 35 Objective 2: Provide tutoring for school aged youngster[s Action: If funded by LSTA grant, provide tutoring center program Called "Back to Basics" on the second floor of the Library. By Whom: Literacy/Children's Services By: September, 1998 Objective 3: Provide materials support for school curriculum Action: Emphasize purchases in the area of resources which support school curriculum By Whom: Selectors By: Annually Provide Library Services to Community Youth of All Ages Objective 4: Provide programming for families, including programs with multi-ethnic appeal Action: Plan and present a minimum of 6 programs/displays, including: Chinese New Year Program: January Black History Program: February National Library Week: April Cinco de Mayo May By Whom: Children's Services By: Annually Objective 5: Provide consistent youth programming of interest to a variety of ages Action: Provide weekly preschool storytimes By Whom: Children's Services By: Annually Action: Provide weekly After school storytimes for school aged children By Whom: Children's Services By: Annually Action: Provide annual Summer Reading Program for all ages, including ReM- To-Me and Teens By Whom: Children's Services By: Annually Action: Conduct quarterly special events programs By Whom: Children's Services By: Annually Action: Initiate a Toddler Storytime By Whom: Children's Services By: September, 1998 36 Action: Apply for State grant for Young Adult Services, if available By Whom: Administration !~, By: Application date Promote Information Services to the Business Community Objective 6: Increase Involvement of Business Community Action: Submit a monthly article to the Chamber of Commerce Bulletin By Whom: Reference Services By: Annually Action: Host a minimum of two workshops designed to assist business people in the use of library business technology By Whom: Reference Services By: Annually Action: Perform a minimum of two speaking engagements focusing_on library services to the business community By Whom: Reference Services By: Annually Action: Create a business site on the Library Home Page of the World Wide Web By Whom: Technology Center Staff By: September, 1998 Action: Continue to involve key Chamber figures in the Library Telethon By Whom: Administration By: Annually Facilitate Self Education for Ail Residents Objective 7: Continue to provide adult literacy services Action: Serve a minimum of 70 adult learners By Whom: Literacy Staff By: December, 1998 Action: Train a minimum of 25 additional volunteer tutors By Whom: Literacy Staff By: December, 1998 Action: Attempt to alter current CDBG funding procedures to allow the Library to apply for operations funding for the Literacy Program. By Whom: Administration By: December, 1998 Action: Apply for a minimum of two grants By Whom: Literacy Coordinator By: Annually Action: Perform a minimum of four speaking engagements focusing on literacy services By Whom: Literacy Staff By: Annually 37 Action: ] Seek corporate sponsorships in the amount of $10,000 By Whom: Literacy Coordinator By: June, 1999 Action: Conduct an annual Literacy Celebration in conjunction with National Literacy Week By Whom: Literacy Staff By: October, 1998 Action: Coordinate the Trivia Challenge portion of the Library Telethon By Whom: Literacy Staff By: March, 1999 Action: Offer four Tutor Training Workshops to train volunteers By Whom: Literacy Staff By: June, 1999 GOAL 3: SEARCH OUT ALTERNATIVE AND ENTREPRENEURIAL APPROACHES TO FUNDING Objective 1: Increase the funding base of library services through grants/fees and fines Action: Apply for a minimum of four grants By Whom: Administration By: Annually Action: Provide fee-based programs through the Technology Center that will generate income: ie., Interact access, scanning fees, etc. By-Whom: Technology Staff By: December, 1998 Action: Reassess fines and fees each year for currency By Whom: Administration/Library Board By: January, 1999 Objective 2: Develop additional funding sources for the Library Foundation Action: Develop brochure and marketing tools for the Foundation By Whom: Administration By: December, 1998 Action: Continue development of planned giving program for the Foundation By Whom: Administration/Foundation Board By: December, 1998 Action: Develop a marketing plan for the Affinity Credit Card By Whom: Administration/Foundation Board By: Annually Objective 3: Promote two annual fundraising events for the Library Action: Produce and Telecast the Library's annual Telethon By Whom: Staff, Board, Foundation, Friends By: March, 1999 38 Action: Create a fund raiser for Fall !-, By Whom: Administration/Foundation Board By: October, 1998 GOAL 4: INITIATE STATE OF THE ART SERVICE USING NEW TECHNOLOGY IN A COST EFFECTIVE MANNER Objective 1: Reduce costs of telecommunications Action: Apply for Federal/State grant funds to support telecommunications costs By Whom: Principal Librarian By: Annually Objective 2: Provide convenient access to information services off site Action: Promote the "S-mart Card" to raise funds and allow home access to library data bases By Whom: Administration By: July, 1998 Objective 3: Continue to investigate offering "state of the art" services on a cost recovery basis Action: Negotiate with the City to provide creation and maintenance of the City's Intemet Web site By Whom: Administration By: July, 1998 Objective 4: Investigate new ways to provide "old" services Action: Explore new technologies to provide the most effective method of providing library services. By Whom: Principal Librarian By: Annually GOAL 5: PLAN FOR FUTURE GROWTH AND DEVELOPMENT Objective 1: Planning process for facility expansion Action: Investigate contracting to update the Master Plan for Library Services. By Whom: Administration/Library Board By: August, 1998 Action: Meet annually with City Council to discuss direction/visions By Whom: Requested by Library Board By: Fall, 1998 Action: Involve City Council, if willing, in planning process By Whom: Requested by Library Board By: Winter, 1998 39 Objective 2: Explore additional funding options for facility expansion Action: Investigate for Library Board and City Council various funding mechanisms which require voter approval By Whom: Administration By: December, 1998 Action: Track and lobby for the proposed Library Facilities Bond Act emerging in the State Legislature for 1998/99 session. By Whom: Administration By: Throughout course of Bill Action: If appropriate, create necessary documents to apply for Library Facilities Bond Act funding By Whom: Administration By: Application date Action: Propose creating a developer fee to help fund new service outlets. By Whom: Administration By: February, 1999 40 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: March 5, 1998 TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL TO CREATE LIBRARY "SMART CARD" AND DISTRIBUTE AS TELETHON INCENTIVE RECOMMENDATION That the Board approve the creation of a library "Smart Card" package as an incentive for the Telethon for donations of $20 or more. BACKGROUND/ANALYSIS This package would consist of the library marketing card, an APS card, plus 6 months of access to the library indexes. This incentive package would allow us to promote various services that we offer, including our technology center and our data bases. Currently, the marketing card is available for sale at a $3 fee and the 12 month access'to the databases is available for $35. We sell approximately 3 to 5 cards each month. We have sold 87 magazine index subscriptions since opening. FISCAL IMPACT: Minimal impact. We are using the incentives to increase the visibility of fee services. ora~hectfully submitted, Library Manage~