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HomeMy WebLinkAbout1995/02/02 - Agenda Packet - Library Board of Trustees LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. February 2, 1995 Civic Center Council Chambers 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Rex Gutierrez, Mayor Pro Tem Paul Biane, Councilmember James V. Curatalo, Councilmember Diane Williams, Councilmember Boardmembers Jacqueline Bolda, President Robert Howdyshell, President Pro Tern I'~- - Gina Gregory, Boardmember Laura J. Muna-Landa, Boardmember Edward E. Swistock, Boardmember i~ PAGE Board of Library Trustees Agenda 1 Regular Meeting, February 2, 1995 A. CALL TO ORDER 1. Roll Call: Bolda , Howdyshell , 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: January 5, 1995. 1 2. Approval to adopt policy on public access to library records. 7 ~3. Approval to adopt closing policy. 9 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 Library Staff. 2. Projections of budget expenditures and library revenue requested by 1 4 Boardmember Howdyshell. Report presented by Library Manager. 3. Plan of Service Program for adoption: presented by Library Manager. 2 1 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. Library Opportunities: through on original request 1. Committee follow by President Bolda. ),~~ PAGE Board of Library Trustees Agenda 2 Regular Meeting, February 2, 1995 2. Literacy Program Efforts: requested by Boardmember Gregory. 3. Report on the Entrepreneurial Library Forum: oral report by President Bolda. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Board of Library Trustees to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Board of Library Trustees. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT MEETING TO RECESS TO EXECUTIVE SESSION TO DISCUSS: (1) PENDING LITIGATION WITH BAKER & TAYLOR, INC. EXECIJTIVE SESSION TO ADJOURN TO MARCH 2, 1995, AT 7:00 P.M. TO THE REGULAR MEETING OF THE BOARD OF LIBRARY TRUSTEES. 1, 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 Thursday, January 26, 6:00 p.m., 1995, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. January 5, 1995 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meetine A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, January 5, 1995, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:03 p.m. and the pledge of allegiance was led by President Bolda. Present were Boardmembers Gregory, Howdyshell, Muna-Landa and Swistock. Also present were: Jerry Fulwood, Deputy City Manager, Deborah Clark, Library Manager, John Wang, System Advisory Board Representative, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Services Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: December 1, 1994 (Muna-Landa absent) B2. Approval to adopt Tour policy. B3. Approval to adopt contract with Weldon & Associates to perform Collection services. ITEM REMOVED FOR DISCUSSION BY BOARDMEMBER HOWDYSHELL. B4. Approval to adopt Collection Development policy. B5. Approval to adopt Contract with the Friends of the Library covering occupation of space in the Rancho Cucamonga Interim Public Library for the purpose of operating a Friends of the Library bookstore. MOTION: Moved by President Bolda to approve the consent calendar with the exception of Item B3, seconded by Boardmember Swistock. Motion carried 5-0 with Muna-Landa abstaining from the minutes of December 1, 1994. DISCUSSION OF ITEM B3. Approval to adopt contract with Weldon & Associates to perform Collection services. Library Board Minutes January 5, 1995 Page 2 Boardmember Howdyshell asked if there was any opportunity to go directly to the collection agency instead of using a consultant? Also, what percentage of revenue can the library expect from the collections that go to them? Deborah Clark, Library Manager, stated that the dollar mount is the same. Wanda Weldon was assigned as part of the company to design a package for libraries. Other companies with similar services were contacted to see if there was a competitive bid that was lower and there was not. With a collection agency, we are trying Phase 1 in which the agency sends out letters in order for the items to be returned back to the library. The success rate is about 35 percent. Staff finds that we more than pay for the service through the fee that is charged for the collection process itself. One of the positives with the Weldon proposal, is that staff selects those accounts which staff wants to send to the collection agency and not a fixed dollar amount. Boardmember Howdyshell asked if this would cost the library money. Would their fees be paid through what they collect? Deborah Clark, Library Manager, stated that she has never experienced losing money with a collection agency. Boardmember Muna-Landa asked what do we do with repeated offenders who keep having to be reported to the collection agency. Deborah Clark, Library Manager, stated that as long as the account remains cleared, we do not have anything in place, such as a policy which would stop their borrowing. However, if their account is in collection, we would place a block on their card. MOTION: Moved by Boardmember Howdyshell to adopt Contract with Weldon & Associates, seconded by Boardmember Muna-Landa. Motion carried 5-0. C. LIBRARY DIRECTOR'S STAFF REPORTS Boardmember Swistock requested that if Mark Hemandez was not present, he would like to do Item C2., first. C 1. Status report on the Library, including midyear budget report. Deborah Clark, Library Manager, presented an oral status report on the library and a midyear budget report. Boardmember Howdyshell requested that the next report include a projection of the budget. Library Board Minutes January 5, 1995 Page 3 Boardmember Swistock requested that projected revenues also be included in the budget spreadsheet. MOTION: Moved by Boardmember Muna-Landa to accept the status report on the library, seconded by Boardmember Howdyshell. Motion carried 5-0. C2. Request to reserve the Community Room: Mark P. Hemandez with Merrill Lynch. Deborah Clark, Library Manager, stated she wanted the Board to review this application. The policy on the Community Room does not prevent this type of reservation. Mark P. Hernandez is looking for the opportunity to showcase the services that he offers at a charge. While he is offering the program for free, there is obviously behind the program the intent that he is trying to get business for his company. While the policy does not prevent this, staff wanted to make the Board aware of this and to inquire what direction they would like staffto take. Boardmember Swistock wanted clarified to participants, that this is not an endorsement by the City nor the Board. He would like this stated on the flyers or brochures. Boardmember Gregory inquired if we would actually see someone bringing in products to sell or to demonstrate an item. Deborah Clark, Library Manager, stated that applicants could not sell anything on the premises. MOTION: Moved by Boardmember Howdyshell to accept the application for Mark P. Hemandez with Merrill Lynch, seconded by Boardmember Swistock. Motion carried 5-0. C3. Preliminary Plan of Service Program. Deborah Clark, Library Manager, asked if the Board would like to hold this Item and go to Item D.1, review of the photocopier fee since Mr. Bolton of APS is here in the audience. D. BOARD BUSINESS DI. Review of the photocopier fee. Deborah Clark, Library Manager, stated that in staffs report the recommendation is to continue with the contract and to retain the current level of photocopier charges. Library Board Minutes January 5, 1995 Page 4 An oral report was presented by Mr. Bolton of APS. He also prepared a spreadsheet for the Board to review which he collected after his presentation. Boardmember Swistock asked Mr. Bolton if he envisioned this rate being stable for the next 48 months. Mr. Bolton stated, that he does not foresee the rote going up, but because of the changing technology, the company has a clause in the proposal to make changes annually, every August. He cannot state that there will not be any raises, but he does not anticipate it. MOTION: Moved by Boardmember Howdyshell to accept the photocopier fees as submitted, seconded by Boardmember Gregory. Motion carded 5-0. C3. Preliminary Plan of Service Program: presented by Library Manager. Deborah Clark, Library Manager, stated that on page 40 of the Agenda is a rough draft of the Plan of Service for the Board's review. This is the document that will be attached with the budget proposal for July through June of 1996. Boardmember Swistock stated he felt it was very well done. Deborah Clark, Library Manager, stated that since this is preliminary, if there is anything that the Board would like to add or change, staff could bring this item back for the Board's review next time. Boardmember Muna-Landa asked how the six programs were selected under Objective 1.2. Deborah Clark, Library Manager, stated that staff tried to select programs which were of particular ethnic interest to reflect diversity within the community. Because of the impact of the summer reading program, staffdoes try to "steer clear" of events then. If there are other holidays which the Board would like the library to emphasize, staff can change the selections. Boardmember Mtma-Landa asked if we could add something on the theme "American History." Boardmember Swistock asked if staff could also incorporate information on "Engineers." Interest youth on what engineers do-not driving a train. Deborah Clark, Library Manager, asked if the Board would be interested in a Career Program. The Board agreed. Boardmember Swistock requested another month to review the Plan of service. 4 Library Board Minutes January 5, 1995 Page 5 Deborah Clark, Library Manager, stated that the Plan will be on the next agenda. D2. Approval of formal request for the Library Board to meet with Rancho Cucamonga City Council in joint session. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Howdyshell. Motion carried 5-0. D3. Status report on parking and results of first survey. Deborah Clark, Library Manager, stated the parking was not heavily impacted at this time of year. There are 100 spaces in the parking lot. The most popular time still remains between 2:00 and 4:00 p.m. Linda Daniels, Redevelopment Manager, stated to Deborah Clark that the cost to expand the parking lot would be approximately 1/2 million dollars. Boardmember Howdyshell requested that staffcontinue to survey on a quarterly basis for a one week period, to substantiate a budget item for the future. D4. Black History Month: program possibilities presented by President Bolda. President Bolda stated that we almost had Magic Johnson and Rosa Parks as guest speakers; however, due to scheduling problems, they were unable to come. President Bolda stated that if there could be a display of black history in this area, Glen Adams has some pictures if staff would like to borrow them. Also, in the children's section, possibly a display of black inventors. President Bolda also asked if in a future program, we could incorporate an essay contest. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock asked, what the timetable for the 95-96 Library budget process is going to be. Specifically related to what the Board's involvement will be. Jerry Fulwood, Deputy City Manager, stated that when staff starts to generate the budget calendar, we start the process sometime during the month of January. During the month of February, we would be meeting with department heads to go over the preliminary budget. The City Manager reviews that information and streamlines it during the month of March. The budget then returns to the department heads at which point Deborah Clark will bring it before the Board. Staff then sets up workshops with the City Council to go over the budget, usually three workshops. During the workshops, any input or comments the Board has will go to the Council. Library Board Minutes January 5, 1995 Page 6 Jerry Fulwood, Deputy City Manager, stated that the Board would see the budget at the end of March or the beginning of April. Deborah Clark, Library Manager, stated that there might be a special, scheduled Board meeting for the Board to address the budget. The Board will be involved before the budget goes before the Council. Boardmember Swistock stated, that whenever the Board has the joint meeting with the City Council, he would like this to be one of the items of discussion, what does Council envision the Board's role to be in the budget process. E2. Boardmember Swistock asked if the Board could review patrons making suggestions or complaints. Deborah Clark, Library Manager, stated that on a weekly basis as part of the Newsletter package, the Board will see the questions and answers. E3. Deborah Clark, Library Manager, that she will bring before the Board some ideas on committees and subcommittees. E4. President Bolda stated she would like to see what is expected of a Boardmember and other information such as, how many absences a Boardmember is allowed. F. COMMUNICATIONS FROM THE PUBLIC No communications were made from the public. G. ADJOURNMENT MOTION: Moved by Boardmember Howdyshell, seconded by Boardmember Gregory to adjourn to February 2, 1995 at 7:00 p.m. Motion carried, 5-0. The meeting adjourned at 8:44 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 6 CITY OF RANCHO CUCAMONGA : DATE: February 2, 1995 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL TO ADOPT POLICY ON PUBLIC ACCESS TO LIBRARY RECORDS RECOMMENDATION Approve adoption of proposed policy on public access to library records. BACKGROUND/ANALYSIS With the growth of automation and the ability to push a button to provide sensitive readership information (such as what types of books an individual had borrowed), issues of privacy have arisen. Based on the belief that improper release or availability of circulation records could result in a public fearful to access information of a sensitive nature, the attached policy was designed to protect the privacy rights of individuals. This policy would require a subpoena from a Court, be it Local, State or Federal, before the Library Director would release borrowing information specific to any individual or library borrower. ~t fully submitted, Deborah Kaye Clark~,.._.J Library Manager PUBLIC ACCESS TO LIBRARY RECORDS PURPOSE: This policy serves three basic purposes: 1) To ensure free access to ideas and information 2) To prevent invasion of privacy 3) To provide access to an individual's library circulation records (to someone other than the individual) only through proper legal process, order, or subpoena POLICY STATEMENT: The Board of Trustees of the Rancho Cucamonga Public Library affirms that the tax-supported public library, as a citadel of information and lifelong, independent learning, exists to provide access to information and ideas from all points of view. Improper release of circulation records would have a chilling effect on such access. Fear of public disclosure, particularly among those who read or view controversial or unorthodox materials, would result in deterring citizens from seeking information through their library. Therefore, the policy on confidentiality of patron records shall be as follows: Rancho Cucamonga Public Library records on individual users are for the sole purpose of protecting public properly and are not to be used to identify types of materials used by or personal information about individuals. Under no circumstances shall library staff provide information of any kind about an individual library user. No records shall be made available to the public, press or governmental agency, except by such process, order, or subpoena authorized by federal, state, or local law. The Library Director shall resist such process, order, or subpoena until there is a proper show of good cause. Any costs incurred by the library in any search of records shall be charged to the agency demanding such a search. PROCEDURE: Any staff member approached and requested to give information on library records, should refer the requestor to the Library Director or the Librarian in Charge. CITY OF RANCHO CUCAMONGA DATE: February 2, 1995 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL TO ADOPT PROPOSED CLOSING POLICY RECOMMENDATION Approve adoption of attached Closing Policy. BACKGROUND To assist in the provision of quality service at all times during library open hours, the attached policy was designed to give staff guidelines on providing service to palxons in the last half hour during closing routines. The policy was designed to provide the following: 1) Good and consistent service regardless of the time of day 2) Ensure the safe and timely departure of both staff and patrons 3) Provide for the fair remuneration of staff required to stay beyond the usual closing hour ANALYSIS Library Cards Most sensitive in this policy is the issue of library card issuance. Library cards are currently issued until 15 minutes prior to closing. This policy will formalize current practice. The creation ora new library card and the data entry required coupled with the time needed for the computer to index and file the new patron is approximately 10 minutes. In the interests of speeding checkout lines which congest heavily at during the last 15 minutes prior to closing, the staff recommends a cut-off on creating new cards at 15 minutes prior to closing. Administration supports this recommendation as long as the following conditions are met: 1) Written notification of the policy appears on the circulation desk 2) The announcement 1/2 hour prior to closing notifies the public of the timeframe 3) Circulation Staff demonstrates flexibility in interpreting the policy 4) Reference Staff in charge has the authority to override Circulation Use of Computers/Typewriters The use of computers have also caused delays in closure. Patrons occasionally walk into the library a few minutes before closing, deposit coins and expect the shaft to remain until their time on the typewriter is completed. While staff will exercise tolerance in these instances, repeated behavior of this type is not acceptable, and Reference Staff in charge will deal with the patron. Youngsters on the Premises The decision to remain with youngsters until they are picked up by their appropriate guardian is one motivated solely by concem for the youngsters. The requirement that two staff members remain is motivated solely by concern for the staff members safety and risk management issues of the organization. {FRvs{ectfully submitted, Deborah Kaye ClariS_.) Library Manager 10 CLOSING POLICY PURPOSE: The Rancho Cucamonga Public Library is first and foremost a service organization. The closing policy is designed to accomplish the following: 1) Provide service excellence during all open hours at the Rancho Cucamonga Public Library--whether those services be given at the very moment of opening or 5 minutes to closing time. 2) Ensure the safe and timely departure of library patrons. 3) Ensure the safety of staff. 4) Provide for the fair remuneration of staff if overtime is required. SERVICES AVAILABLE UP UNTIL CLOSING TIME: Our three primary services will be delivered until the official time of closing. These are: Circulation checkout functions Reference assistance Children's information assistance and oral reports during Summer Reading Game SERVICES LIMITED BY TIME BEFORE CLOSURE: 15 minutes before closure: Library Cards Library cards will be issued up until 15 minutes prior to closing. After that time, Circulation Staff has the right and responsibility to determine if the situation will allow exceptions to that policy. Example: If there is no line, if business is slow, there is no reason to disallow a library card application. However, if there is a line of patrons waiting, the policy exists for the greater good of the patrons waiting for service. Flexibility is the key to interpreting this policy in a service oriented fashion. Remember, arguing with the patron will result in more time spent and a negative reaction from other patrons waiting. Reference staff has the ultimate responsibility and authority to interpret this policy. 5 Minutes Before Closure: Restrooms The restrooms are closed at 5 minutes to the hour to assist with the safe evacuation of the building. However, if someone requests use of the restroom, staff is expected to exercise 11 flexibility unless some potential danger to public or staff is foreseen (i.e., patron appears intoxicated, influenced by drugs or seriously ill). Photocopying Machines, Computers and Typewriters Patrons should be alerted by closing staff at the 15 minute waming and again at 5 minutes to closing to expedite clearing of that room. Should a typing patron demand access to the machine to receive full use of the coin he/she deposited, Librarian in charge should be notified to deal with the situation and make the final decision for action. Community Room Patrons in a meeting in the Community Room should be notified at 15 minutes before closing by Children's Staff and again at 5 minutes before closing. Librarian in charge will decide the issue should the group be reluctant to leave at closing time. ANNOUNCEMENTS At 30 minutes prior to closing: The time is The library will be closing in 30 minutes. If you wish to apply for a card, you must present your completed application to the Circulation staff by At 15 minutes prior to closing: The time is The library will be closing in 15 minutes. If you have materials to check out please do so now. At closing: The time is The Library is closed. We will open again tomorrow at SIGNAGE Signs will be posted where appropriate, notifying patrons of these time frames for service. LEAVING THE LIBRARY General Staff Staffis required to leave as a single unit. Since this is a safety issue, there are to be no exceptions. Make sure everyone in your Division has left the building at the same time and has either been picked up or safely departed in their vehicles. 12 Emergencies: Should circumstances require that staff stay later than normal closing procedures require, ~wo individuals must remain until the situation is corrected. There are no exceptions to this safety rule. Youngsters on the Premises: It occasionally occurs that youngsters 12 and under waiting for a parent or guardian are left on the premises unattended. It is the responsibility of the Librarian in Charge and one other staff person to walt with the youngsters until the arrival of the guardian. If, after 1/2 hour, the guardian does not arrive, the police should be called and involved in the process. WHEN TIME FRAMES ARE EXCEEDED In spite of the best planning, signage, and notifying, occasionally our patrons will keep staff beyond the closing time. Administration relies on the professionalism and service commitment of staff to accept that these delays are likely to occur and part of the business of library service. Each staff member should work with her/his Division Head to determine a fair method of recording this additional work time. Should the staff member be required to remain for more than 15 minutes after closing, Administration should be notified of the occurrence and how it was resolved. 13 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: February 2, 1995 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: PROJECTIONS FOR BUDGET EXPENDITURES/REVENUES RECOMMENDATION For information only. BACKGROUND/ANALYSIS Attached you will fred the following projections: Budget Expenditures Projections for 1994/95: Attachment A This report contains our current best estimate for real and anticipated expenditures for this fiscal year. While the report reflects a savings in Personnel, it should be remembered that we budgeted for an entire year, but were only operational for 3/4. Therefore, the amount allocated for fiscal year 1994/95 will be inadequate to cominuc the same level of service for 1995/96. Revenue Projections for 1994/95: Attachment B This report is based on the average daily income culled from December and January--our current lowest and highest use periods. We forecasted on the low end. Revenue Projections for 1995/96: Attachment C This report is based on the average daily income culled from January--our highest use period. Since it does not reflect the additional media (the best seller videos and the compact discs) that we know will be available in 1995/96, the forecast is definitely conservative. In addition, the Business Friends will also be invited to free seminars and selection meetings so that they will have a strong voice in the business materials selected for the library's business reference and circulating collections. Budget Calendar for 1995/96: Attachment D This report outlines for the Board the many stages of budget development and will give Board members a better idea of critical steps for the Board in the budget process. (/~ectfully submitted, Library M [a~aYa~ eCrlar~ 15 JULY AUGUST SEPTEMBER OCTOBERI~VEMBER DECEMBER TOTALS AV. Per Est. Remain. Estimated 1994/95 ~ 13 out of Pay Pedod Pay Periods Projection PERSONNEL 26 pay per. Oct-Dec Jan-June for 94/95 Projection 1100 REGULAR SALARIES $311,790 $6,034.00 $12,588 $20,580 $26,118 $25,796 $37,621 $128,736.49 $12,790 $166,270 $295,010 $16,780 1200 OVERTIME SALARIE $1,000 $0 $0 $0 $0 $42 $0 $42.36 $42 $958 1300 PART TIME SALARIE $116,870 $0 $0 $531 $10,433 $11,137 $16,901 $39,002.37 $5,500 $71,500 $110,502 $6,368 1900 FRINGE BENEFITS $117,700 $117,700 $0 $0 $6 $0 $0 $117,700.00 $117,700 $0 TOTAL PERSONNEL $547,360 $523,255 $24,105 OPERATIONS TOTALS Avg. Monthly Est. Expense Estimated Over/Under Expenditures Next 6 Month Projection Allocation 3100 TRAVEL & MEETING $3,200 $25 $8 $110 $6 $55 $16 $220.59 $37 $2,500 $2,721 $479 3300 MILEAGE $3,250 $50 $26 $1,553 $1,627.65 $288 $1,728 $3,356 ($106) 3900 MAINTENANCE/OPE $97,500 $97,332 $168 Office Supplies $18,000 $0 $74 $1,746 $6,268 $3,838 $3,021 $12,130 $3,718 $8,000 $20,130 Printing/Postage $8,000 $1,374 $1,374 $1,374 $5,000 $6,374 Special Program Supplies $5,500 $59 $59 N/A $2,000 $2,059 Advertising/Pmmo6ons $500 $0 N/A $500 $500 Books $50,000 $1,027 $56 $100 $1,184 N/A $52,500 $53,684 Audio Visual Materials $10,000 $0 N/A $10,000 $10,000 Magazines/Publications $5,000 $117 $70 $15 $201 N/A $500 $701 Training $500 $0 N/A $500 $500 Bindery $0 $0 $1,000 $1,000 Collection Agency $0 $0 $2,385 $2,385 3912 MAINTENANCE DEPT $9,260 $2,316 $1,785 $764 $2,378 $7,243.92 N/A $2,016 $9,260 $0 3956 DUES $4,000 $3,095 $905 Amedcan Library Assoc. $400 $160 $250 $410.00 N/A $0 $410 California Library Assoc. $600 $0.00 N/A $600 $600 Professional Publications $1,000 $135 $135.00 N/A $500 $635 Inland Library system $2,000 $1,150 $1,150.00 N/A $300 $1,450 3960 GENERAL LIABILITY $4,330 $4,330 $4,330,00 N/A $0 $4,330 $0 6028 CONTRACT SERVICE $143,250 $141,082 $2,168 Offic Equip/Maintenanca $3,000 $1,380 $1,380.00 $1,380 Computer Maintenance $5,000 $3,529 $3,529.00 NA $1,471 $5,000 Book Processing & T.S. $20,000 $6.00 NA $10,000 $10,000 lAC $14,000 $0.00 NA $0 $0 ATTACHMENT A County Tr~n $80,000 $80,000 $84,702,41 $28,234 $30,000 $114 Computer Te~'~n Services $21,250 $0.00 $10,000 $10,000 6032 CONTRACT SERVICE $76,920 $44,438.37 NA $32,482 $76,920 $0 Spent $895 $0 $1,028 $9,169 $6,446 $7,119 $24,656.96 Encumbered $19,781 $19,781.41 8019 TELEPHONE $16,800 $2,547.60 $5,330 $7,877 $8,923 989-8277 (Rotary line) $108 $110 $142.06 $359.27 $142 $852 $1,211 181-1185 (TI line) $242 $240 $239.57 $721.51 $241 $1,443 $2,165 948-9900 $501 $385 $382 $1,268.30 $423 $2,537 $3,805 980-0871 (EMS & Security) $84 $39 $42 $165.26 $57 $342 $507 980-4361 (Elevator) $17 $17 $33.26 $26 $156 $189 8020 GAS UTILITIES $2,240 $0.00 $2,240 $2,240 $0 8021 WATER UTILITIES $3,300 $0.00 $3,300 $3,300 $0 8022 ELECTRIC UTILITIES $73,390 $3,721 $3,721.00 $40,500 $44,221 $29,169 TOTAL OPERATIONS BUD $682,190 $645,121 $37,069 TOTAL LIBRARY BUDGET $1,229,550 $1,168,376 $61,174 PROJI Income as Daily No of d Total Proj. REVENUES 94195 of Dec 94 Average Remaining Jan-Jun Revenues Fines & Fees $8,754.36 $219.98 175 $38,496.50 $47,250.86 Media Rentals $4,185.83 $118.62 175 $20,758.50 $24,944.33 Library Sales $187.00 $3.16 175 $553.00 $740.00 Donations $8,720.00 NA $3,000.00 $11,720.00 Photocopier Revenue $659.80 NA $1,700.00 $2,359.80 Public Library Fund NA $35,000.00 $35,000.00 TOTALS $122,014.99 ATTACHMENT B Projected Daily Aver. Total Total Estimated PROJECTED Revenues Projection Number of Revenue % REVENUES 95196 for 94/95 1995/96 Days Projection Growth/Loss Fines & Fees $47,250.86 $261.44 351 $91,765.44 94% Media Rentals $24,944.33 $152.28 351 $53,450.28 114% Library Sales $740.00 $3.21 351 $1,126.71 52% Donations $11,720.00 NA $15,000.00 28% Photocopier Revenue $2,359.80 NA $3,500.00 48% Public Library Fund $35,000.00 NA $35,000.00 0% TOTALS $122,014.99 $199,842.43 64% ATTACHMENT C '1995-96 BUDGET CALENDAR 23, 1995 Monday Preliminary General & Special Revenue Budget Worksheets distributed to Departments. February 6, 1995 Monday RDA & FIRE DIST's General & Special Revenue Exp. and Revenue Budgets due back to Finance DepL February 13, 1995 Monday CITY'S General & Special Revenue Expenditure and Revenue Budgets due back to Finance Dept~ February 22, 1995 Wednesday Budget Review - Redevelopment Agency & Finance February 23, 1995 Thursday Budget Review Sessions - Fire District & Finance March 2 - 8,1995 Thurs / Wed Budget Review Sessions - Departments and Finance March 15, 1995 Wednesday Notice of Intent setting all assessment district hearing dates - a consent calendar item presented by Engineering. March 23, 1995 Thursday Preliminary Budget Presented to City Manager. March 29 - April 6, 1995 Wed / Thurs Budget Review Sessions - Departments, Finance and City Manager. April 19, 1995 Wednesday ~ 1st Public Hearing for all Landscape Maintenance Districts, Street Lighting Districts, and Park District 85 presented to City Council by Engineering Department. ~ Staff Report to be presented by Administrative Services for all other Assessment Districts. pri124, 1995 Monday Amended Preliminary Budget Presented to City Manager. April 26, 1995 Wednesday Presentation of Capital Projects Budget to Planning Commission. May 3, 1995 Wednesday 2nd Public Hearing for all Landscape Maintenance Districts, Street Lighting Districts, and Park District 85 presented to City Council by Engineering Department. May 4, 1995 Thursday Fire District To Publish Public Notice re Mello Rods Rates May 1 i, 1995 Thursday Distribution of 1995-96 Preliminary Budget to CiD' Council (CID', ]iDA, Fire). May 17, 1995 Wednesday Adoption of Amended 1994-95 Budget (Consent Calendar Item) Fire District Hearing To Set Mello Rods Rates May 25, 1995 Thursday Ist Budget Study Session with City Council (City, RDA, Fire). · June i, 1995 Thursday 2nd Budget Study Session with City Council (City, RDA, Fire). June 8, 1995 Thursday Adoption of Fiscal Year '95-96 City & Pd)A Budget and Gann Limit and Fire District's Preliminary '95-96 Budget * June 29, 1995 Thursday Adoption of Fire District's Final 1995-96 Budget · Subject to final approval by City Manager 20 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: February 2, 1995 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: PLAN OF SERVICE BACKGROUND The attached plan of service reflects the goals and direction to be established for the Rancho Cucamonga Public Library for fiscal year 1995/96, running from July 1, 1995 through June 30, 1996. The plan will give the Library Manager a document from which to fashion the proposed budget for 1995/96 and will form a major component of the Library's portion of the City budget process, planning for which will occur from February through May of 1995. The plan currently reflects the roles selected by the Rancho Cucamonga Public Library Board of Trustees, current operating hours and staff, the traditional work plan for a public.library of the size and technological complexity of Rancho Cucamonga, and a book budget that is still minimal but twice the exiting book budget. It also reflects the spirit of entrepreneurism that has been predominant through the planning and opening of the new library. This is the opportunity for the Library Board to critically 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. ANALYSIS The attached plan has been amended by Board and Staffto reflect additions. All additions have been highlighted in bold. Changes with budgetary significance are asterisked. The plan reflects thc following changes resultant from the February Board Meeting: Goal 1) Objective 1.4: Provide programming for families, including programs with multi- ethnic appeal The Children's Bookweek Program formerly scheduled for November has been replaced with a Careers Program, set for October. While not listed in the plan, the Summer Reading Program will reflect a program highlighting American history, requested by Board Member Muna-Landa. The following changes were added by staff: Goal 1) *Objective 1.1: Provide convenient open hours of service This item was added to allow Administration and Board the ability to present to Council their belief that continuance of the current level of open hours is a vital facet of our service. *Objective 1.2: Provide new and timely materials This item was added to allow Administration and Board the ability to present to Council a book/materials budget of $110,000. Object 1.5: Provide information services to the employees of Rancho Cucamonga This item was added to reflect the addition of Municipal Reference Services. Coordinated by Sandy Woodcock, these services will allow the Library to network in a positive fashion with other city employees and provide services to keep the library in the forefront of the minds of City Administration. Goal 4) *Objective 4.1: Increase the ratio of "staff" to public Action: Maintain current level of professional, paraprofessional and clerical staff This item was added to reflect the need of current staffing to maintain the open hours covered in Goal 1, Objective 1.1. Re, s!b~ct fully subm, itted, LDiebbr ° r a r y~MK ad~ ~ eC~ark ~ 22 RANCHO CUCAMONGA PUBLIC LIBRARY PLAN OF SERVICE 1995/96 The following plan of service focusses on anticipated highlights of projects to be accomplished by Library Staff working with the Board of Library Trustees and the Friends of the Library. In addition to the below activities, Library Staffwill be circulating and shelving an estimated 500,000 items; answering approximately 90,000 information questions and selecting and processing some 6,000 titles in the course of the year. GOAL 1) MAXIMIZE USE OF RANCHO CUCAMONGA PUBLIC LIBRARY Objective 1.1: Provide convenient open hours of service Action: Maintain the existing 7 day per week schedule through creative budgeting and agressive fundraising By Whom: Administration & Library Board By: Annually Objective 1.2: Provide new and timely materials Action: Through budget, fees and fundraising, provide a minimum of $1 per capita for library materials. (Statewide average: $2.69 for libraries serving populations over 30,000.) By Whom: Administration & Library Board By: Annually Objective 1.3: Provide convenient access to information services offsite Action: Establish fee based dial-up access for Intemet By Whom: Reference & Technology Staff By: July, 1995 Action: Provide a community database of a minimum of 300 entries By Whom: Reference & Technology Staff By: December, 1995 Objective 1.4: Provide programming for families, including programs with multi-ethnic appeal Action: Plan and present a minimum of 6 programs/displays, including: Career Program: September Holiday Program: December Chinese New Year: January Black History Program: February National Library Week: April Cinco de Mayo: May 23 By Whom: Programming Committee By: Annually Objective 1.5: Provide information services to the employees of Rancho Cueamonga Action: Create a plan to address the assessed needs of employees in terms of frequency, depth and types of information needed to perform most effectively on the job By Whom: Municipal Reference Librarian By: July 1, 1995 Action: Provide reference assistance, perform database searching and package material in its most effective form to Rancho Cucamonga City employees. By Whom: Municipal Reference Librarian By: Annually Objective 1.6: Ensure the community is well informed about library service Action: Create a marketing/public relations plan for the Library focussing on publicity and program promotion By Whom: Public Relations Committee By: September, 1995 Action: Develop a speaker's bureau on library topics By Whom: Library Staff, Board of Trustees By: September, 1995 Action: Promote awareness and understanding of library procedures services through library promotional materials such as brochures. By Whom: Library Administration By: December, 1995 GOAL 2) SEARCH OUT NON TRADITIONAL APPROACHES TO FUNDING AND SERVICE DELIVERY Objective 2.1: Increase the funding base of library services Action: Apply for a minimum of four grants By Whom: Administration By: Annually Action: Appoint Entrepreneurial Committee, composed of Staff, Board and Friends members By Whom: Administration/Library Board By: July, 1995 Action: Identify value-added service packages or cost recovery fees for selected services By Whom: Entrepreneurial Committee By: September, 1995 Action: Identify potential community partnerships to support library programs including Summer Reading Program, Literacy and Young Adult/Youth at Risk activities. By Whom: Entrepreneurial Committee By: December, 1995 Action: Contact all potential partners on the list to request support By Whom: Entrepreneurial Committee By: February, 1996 Objective 2.2: Establish a Library Foundation Action: Create Bylaws and apply for State and Federal tax exempt status for the Rancho Cucamonga Public Library Foundation By Whom: Administration By: April 1, 1996 Action: Develop a Fundraising Master Plan for the Foundation By Whom: Administration By: June 30, 1996 Objective 2.3: Investigate new ways to provide "old" services Action: Explore new technologies to provide the newest of information services on a cost recovery basis By Whom: Reference and Technology Entrepreneurial Committee By: Annually GOAL 3: PLAN FOR FUTURE GROWTH AND DEVELOPMENT Objective 3.1: Begin Creation of a Long Range a Plan Action: Establish a Strategic Planning Committee, to be composed of Staff and Boardmembers, interested Friends to plan for future growth and expansion of library services to Rancho Cucamonga residents. By Whom: Administration/Library Board By: January, 1996 Action: Develop a Strategic Planning workshop By Whom: Strategic Planning Committee By: June, 1996 GOAL 4: PROVIDE SKILLED, EFFICIENT AND FRIENDLY SERVICES AT EVERY PUBLIC SERVICE DESK Objective 4.1: Increase the ratio of "staff" to public Action: Maintain current level of professional, paraprofessional and clerical staff. By Whom: Administration, Library Board By: Annually Action: Increase the number of volunteers by 10% and the number of volunteer hours by 20%. By Whom: Volunteer Coordinator By: July, 1995 Objective 4.2: Increase staff training Action: Provide formal training on safety and emergency procedures for all staff By Whom: Administration By: July, 1995 Action: Formalize training for volunteer corps By Whom: Volunteer Coordinator By: September, 1995 Action: Provide monthly informal workshops of staff, utilizing video training tapes on topics selected by staff By Whom: Administration By: Annually Action: Provide one major workshop annually for full and part time staff emphasizing a particular aspect of library service. By Whom: Administration By: April, 1996 Objective 4.3: Provide policy, procedures manuals for all divisions Action: Complete a policy manual for all library functions By Whom: Administration By: June, 1996 Action: Complete divisional procedures manuals for Circulation, Reference & Technology and Children's By Whom: Division HeMs By: June, 1996 GOAL 5: SUPPORT FORMAL EDUCATION PROGRAMS Objective 5.1: Increase cooperation with schools and teachers Action: Work with school district personnel to identify major assignments in a timely manner By Whom: Children's/Reference Staff By: Annually Action: Provide a minimum of 1 school visit per week by library staff By Whom: Children's/Reference Staff By: Annually Action: Provide class visits for a minimum of 10 classes per month By Whom: Children's/Reference Staff By: Annually Objective 5.2: Offer off site opportunities to expand library use Action: Explore possibilities of linkages between schools and the libraries on-line catalog and resources. By Whom: Principal Librarian By: September, 1995 Objective 5.3: Provide materials support for school curriculum Action: Purchase heavily of primary and secondary resources to support school curriculum By Whom: Selectors By: Annually GOAL 6: PROVIDE LIBRARY SERVICES TO COMMUNITY YOUTH OF ALL AGES Objective 6.1: 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 monthlyAfterschool Specials for school aged children By Whom: Children's Services By: Annually Action: Provide annual Summer Reading Program for all ages, including Read-To-Me and Teens By Whom: Children's Services By: Annually Action: Conduct a minimum of 6 special events programs By Whom: Children's Services By: Annually Objective 6.2: Provide Library services to Youth at Risk Action: Investigate grant funding for Teen Literacy program By Whom: Administration By: December, 1995 Action: Investigate grant funding for a Student Study Center By Whom: Administration By December, 1995 Action: Provide a minimum of 4 programs of interest to teens By Whom: Young Adult Services By: Annually 27 GOAL 7: PROMOTE INFORMATION SERVICES TO THE BUSINESS COMMUNITY Objective 7.1: Increase membership & involvement of Business Friends Action: Host 2 sessions or focus groups of members to solicit possible future purchases or services desired by business By Whom: Reference Services By: Annually Action: Submit a monthly article to the Chamber of Commerce Bulletin By Whom: Reference Services By: Annually Action: Develop newsletter designed for Business Friends By Whom: Reference Services By: July, 1995 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 focussing on library services to the business community By Whom: Reference Services By: Annually Objective 7.2: Continue to investigate offering state of the art services on a cost recovery basis Action: Investigate and remain current on all advances and possibilities of mutual opportunities for library/business partnerships in the area of technology By Whom: Technology & Reference By: Annually GOAL 8: FACILITATE SELF EDUCATION FOR ALL RESIDENTS Objective 8.1: Provide adult literacy services Action: If grant funding is received, initiate Adult Literacy Program in the city of Rancho Cucamonga By Whom: Literacy Coordinator By: November 1995 Objective 8.2: Provide materials support for independent learning Action: Purchase heavily in the area of self-help to support the role of independent learning 28 By Whom: Selectors By: Annually Objective 8.3: Provide adult programming Action: Provide a minimum of 4 programs per year of interest to adults By Whom: Programming Committee By: Annually 29