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Home My WebLink About1996/06/06 - Agenda Packet - Library Board of Trustees LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. June 6, 1996 Civic Center Council Chambers 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Rex Gutierrez, Mayor Pro Tern Paul Blanc, Councilmember James V. Curatalo, Councilmember Diane Williams, Councilmember Boardmembers Robert Howdyshell, President Laura J. Muna-Landa, President Pro Tern Rebecca Davies, Boardmember Gina Gregory, Boardmember Edward E. Swistock, Boardmember B.~ PAGE Board of Library Trustees Agenda ] Regular Meeting, June 6, 1996 A. CALL TO ORDER 1. Roll Call: Howdyshell , Davies , Gregory Muna-Landa , and Swistock B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Board at one time without discussion. Any item may be removed by a Boardmember or member of the audience for discussion. 1. Approval of Minutes: May 2, 1996. ! 2. Approval of Minutes: Adjourned Meeting, May 3, 1996 7 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 Deborah Clark, Library Manager and Renee Tobin, Children's Librarian. 2. Budget report: presented by Deborah Clark, Library Manager. 13 3. Update on Literacy Program and approval of Plan of Service 20 Application for 1996/97. Presented by Deborah Clark, Library Manager. 4. Recommended list of library closures due to Holidays for fiscal year 35 1996/97. 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. PAGE Board of Library Trustees Agenda 2 Regular Meetin[~, June 6~ 1996 1. Reports from Committees Telethon: by Staffand Board members Planning Committee: by Board member Davies (minutes attached) 38 Donor Wall: by Board member Howdyshell (minutes attached) Quakes Event: by Board member Davies Foundation Selection: by Library Manager 2. Request by Board member Davies that the Board consider holding a minimum of two Board meetings per year on location at the Rancho Cucamonga Public Library. Presented by Board member Davies. 3. Report from Board member Davies on her School District visits. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Board of Library Trustees to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Board of Library Trustees. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, Vivian Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Friday, May 31, 6:00 p.m., 1996, seventy-two (72) hour~ prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. CITY OF RANCHO CUCAIVIONGA STAFF REPORT DATE: June 6, 1996 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 FOR MAY 2. 1996 RECOMMENDATION Approval of the Minutes of the Regular Meeting of the Board of Trustees for May 2, 1996. BACKGROUND Minutes taken and compiled by Library Administrative Secretary Vivian Garcia. LD~.~~r~M~MK~a y~g e~eCt fully submitted, CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, May 2, 1996, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:01 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies, Gregory, and Muna-Landa. Also present were: Diane and Paul Williams, Friends of the Library, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor, Karen Schneiderwent, Circulation Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: April 4, 1996 (Gregory absent) MOTION: Moved by Boardmember Muna-Landa, seconded by Boardmember Gregory. Motion carried unanimously, 3-0-1-1 (Swistock absent) with Gregory abstaining. C. LIBRARY DIRECTOR'S STAFF REPORTS Boardmcmbcr Swistock arrived at 7:03 p.m. C 1. Library status report: oral report presented by Robert Karats~ Principal Librarian and Renee Tobin, Children's Services Supervisor. Robert Karatsu, Principal Librarian, stated the useage of the Telecirc is becoming more and more popular. The hot topics for the month of April were medical and travel books. The rental book collection has been popular. Renee Tobin, Children's Services Supervisor, gave an oral report on National Library Week. Renee Tobin, Children's Services Supervisor, stated that in April, the Children's Department will be making an appearance at "Art In The Park" with a booth in which staff will preview the Summer Reading Program materials. Library Board Minutes May 2, 1996 Page 2 Robert Karatsu, Principal Librarian, stated that approximately 30 people showed up for the Intemet Program. Robert Karatsu, Principal Librarian, gave an oral report on the Inservice Day for staff. C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed handouts, Schedule A and B with the Board. C3. Approval of Library Plan of Service for 1996/97: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, went over the Library Plan of Service with the changes of the five major goals in priority order with the Board. Boardmember Davies requested an addition under Goal 2, to include Objective 4 to read: "Provide a minimum of two sessions on advance library use for students." This would be provided by Robert Karatsu, Principal Librarian, performed on or before November, 1996. She stated, "The reason I suggest this, a lot of high school students perhaps do not have the oppommity in their school setting to learn how to do term papers or to do research. I would like this included in the Plan of Service." Deborah Clark, Library Manager, stated that staffplans to do three different levels of workshops. The first level will be the very basic level of information on how to use the automatic catalog. The second level that staff will propose is more advanced, fee based and it would be how to do an "A" term paper. Another advanced workshop also for a fee would be directed at business - two sessions on use ofteclmology for business purposes in the library. Staff concurs with the recommendation for Objective 4. MOTION: Moved by Boardmember Davies to add the Objective 4 as read, seconded by President Howdyshell. Motion carded unanimously, 5-0. MOTION: Moved by Boardmember Davies to approve the Library Plan of Service for 1996/97 year as ammended, seconded by Boardmember Muna-Landa. Motion carded unanimously, 5-0] C4. Update on Automation System: oral report presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated that by next month the computer system should be moved over fxom the City Hall to the Library. The approximate cost is $4500. The date just needs to be set. 3 Library Board Minutes May 2, 1996 Page 3 D. BOARD BUSINESS D1. Report on Status of Current Fund Raising processes. John Maunerino presented an oral repor~ on the Telethon in the place of Bill Anthony. MOTION: Moved by Boardmember Gregory to approve the concept of having the Telethon, seconded by President Howdyshell. Motion carried unanimously, 5-0. Boardmember Davies gave an oral report on what had taken place with Patty Geye. She stated that she will contact Patty again and lry to set-up a meeting with her and Deborah Clark and report next month. Deborah Clark, Library Manager, stated that staffis st/Il receiving donations in the Bucks for Books Campaign. The Library is over the $2,000 mark. The Friends of the Library stated that since the flyers have gone out, they have noticed business picking up. Deborah Clark, Library Manager, stated that staff has not received anything back from the coordinator for the recruiting of the Library Foundation so this will bo delayed until next month. D2. Appointment of Boardmembers to serve as liaisons for special areas of library service. Raised by Boardmember Davies, presented by Library Manager Deborah Clark. Deborah Clark, Library Manager, stated that in the four categories listed, Literacy, Schools, Business and Young Adults it would be helpful to have a Board liaison in that area. Staff is looking for someone in addition to the Board President to help in their particular area of expertise for help. Boardmember Swistock volunteered for Business. President Howdyshell asked if Boardmember Davies would be a liaison for schools? Boardmember Davies stated, "Yes." Boardmember Gregory stated she would volunteer for Literacy. President Howdyshell stated to put his and Laura's name in for Young Adult. Deborah Clark, Library Manager, stated that the President steps in the absent of anyone. MOTION: Moved by Boardmember Muna-Landa to appoint the following Library Board Members as liaisons to special areas: Rebecca Davies to school services, Ede Swistock to Business Services, Gina Gregory to Literacy services and Laura Muna-Landa with Robert Howdyshell as back-up for young adult services, seconded by President Howdyshell. Motion carried unanimously, 5-0. Library Board Minutes May 2, 1996 Page 4 D3. Update on Phase II of Collection Agency: oral report by Karen Schneiderwent, Circulation Supervisor. Requested by Boardmember Muna-Landa. Karen Schneiderwent, Circulation Supervisor, stated that the first group of accounts to Phase II went out on October 1. We now have 174 accounts in Phase II collection. Of these 174 accounts, 128 are residents and 46 are non-residents. The total is $15,954.08 in materials and $5,199.47 in fines and fees. To date, 17 accounts have made partial payments and 3 have paid their accounts in full. Three accounts are in the Probationary Status. Of these 3, one is a resident and two are non- residents. Deborah Clark, Library Manager, stated that staff is also looking at other options for Phase I and will continue to look for something better such as software to generate our own letters. Boardmember Davies asked of the 174 accounts that we have in Phase II collection, what is the percentage of our total number of patrons. Robert Karatsu, Principal Librarian, stated if we divided about 52,000 (accounts) into 174 - less than ½ of one pement. Deborah Clark, Library Manager, stated that something the Board might consider when addressing fines and fees again is to look at extending the cut off for overdue fees which are currently set at a $10 amount. D4. Selection of date and time for the Regular Meeting of July, 1996. Boardmember Muna-Landa stated that Option 3 would work. Boardmember Swistock asked if Thursday, July 25 would work. MOTION: Moved by Boardmember Gregory to cancel the regular July and August meeting dates and meet on Thursday, July 25, seconded by President Howdyshell. Motion carded unanimously, 4-0-0-1 with Boardmember Davies abstaining. D5. Report on CLA Legislative Day. Omi report by Boardmember Muna-Landa and Boardmember Davies. Boardmember Davies passed out information and gave an oral report on the 15th Annual Legislative Day. Library Board Minutes May 2, 1996 Page 5 Boardmember Muna-Landa left at 8:08 p.m. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock asked to have the Telethon issue on the next agenda. E2. Boardmember Davies would like to report on her school district visits. E3. Boardmember Davies would like to have the Board consider moving our monthly meeting to the Library for a minimum of two meetings during the year. F. COMMUNICATIONS FROM THE PUBLIC None were received. G. ADJOURNMENT MOTION: Moved by President Howdyshell to adjourn to Friday, May 3rd at 4:00 p.m. at the Rancho Cucamonga Public Library in the Community Room located at 7368 Archibald Avenue for the purpose of discussing the Library Telethon, seconded by Boardmember Gregory. Motion carded unanimously, 4-0-1 (Muna-Landa absent). The meeting adjourned at 8:08 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: June 6, 1996 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 FOR ADJOURNED MEETING MAY 3. 1996 RECOMMENDATION Approval of the Minutes of the Adjourned Meeting of the Board of Trustees for May 3, 1996. BACKGROUND Minutes taken and compiled by Library Administrative Secretary Vivian Garcia. (~pect fully/~ submitted, LD~bb°ra~ayCgeC~) CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Ad' ed M eti A. CALL TO ORDER An adjourned meeting of the Library Board of Trustees was held on Friday, May 3, 1996, in the Community Room of the Rancho Cucamonga Public Library, located at 7368 Archibald Avenue, Rancho Cucamonga, California. The meeting was called to order at 4:02 p.m. Present were President Howdyshell, Boardmembers Davies, Gregory and Swistock. Also present were: Deborah Clark, Library Manager and Vivian Garcia, Administrative Secretary. B. ITEM OF DISCUSSION BI. Library Telethon President Howdyshell opened the meeting for discussion. Boardmember Swistock stated he would like to have the Board break-up into sub-committees on the Telethon and use the Library Board Regular Meeting to reporting the information back to the Board. The sub-committees are: 1. Entertainment 2. Winner 3. Live Auction 4. Technical (equipment, actual production) Boardmembor Swistock requested staffto talk with the City Council and Jack Lam, City Manager. Deborah Clark, Library Manager, stated staffwould talk with the City Manager. Staffsuggested a presentation from Boardmember Swistock and John Mannerino at City Council on the Telethon. President Howdyshell stated that regarding the Entertainment section, we need some guidance on this area. Rules on restrictions, censorship and advertisement. Deborah Clark, Library Manager, stated that the roles would be something the sub-committee Would deal with first. 8 Library Board Minutes May 3, 1996 Page 2 Boardmember Muna-Landa arrived at 4:10 p.m. Boardmember Swistock stated John Mannerino had volunteered for the Live Auction. President Howdyshell stated he would like to work on the Live Auction sub-committee. Boardmember Muna-Landa stated she would like to work on the Live Auction sub-committee. John Mannerino arrived at 4:15 p.m. John Mannerino stated that he would like to have Kent Crowly on the Technical and Production sub- committee. Kent was the Production Manager for the Grape Harvest Festival seven or eight years. John Mannerino stated that he would like to be involved in arranging of the professional entertainment to a great extent and to the amateur entertainment to a lesser extent. Boardmember Swistock asked Boardmember Davies if she could be involved with the schools under Entertainment. Boardmember Davies stated she could. Deborah Clark, Library Manager, stated she would be the staff on the Entertainment sub-committee. President Howdyshell stated that there needs to be a schedule committee. John Mannerino stated that needs to be staff. Deborah Clark, Library Manager, stated Vivian Garcia would be the staff support. Boardmember Swistock stated he would like to be on the Technical sub-committee. Deborah Clark, Library Manager, stated Robert Karatsu would be the staff support. Boardmember Swistock stated that Bill Anthony would be the Producer/Director. Deborah Clark, Library Manger, stated staff'would talk with the Finance Department regarding the ability to be able to take credit cards. Boardmember Swistock stated that the other committee that needs to be formed is Publicity. 9 Library Board Minutes May 3, 1996 Page 3 John Mannerino stated that someone involved with newspapers needs to be a part of the Publicity. He suggested Mike Ferguson and possibly Jackie Amsler. John Mannerino suggested that we need to put together a flyer, a fact sheet on who, what, where, when and why. Deborah Clark, Library Manager, stated that she and Nina Cole would be the staffon Publicity. John Mannerino stated that for the presentation to City Council, that there needs to be a budget prepared before. He stated that he and Ede Swistock would meet with Bill Anthony and discuss a budget. President Howdyshell asked if presentations should be made to the other commissions? Boardmember Swistock stated "Yes, to include the Planning Commission, Parks & Recreation Commission, Historical Foundation. The Fire Department should also be informed. John Mannerino stated that the Fire Department could do some excellent demonstrations on pre- made video tapes which could be very interesting. He stated that he would contact Chief Michael. Deborah Clark, Library Manager, stated she would contact the Fire Union. John Mannerino stated that a video could be done by the Quakes on the training camps, what the ball players go through and their screening process in order to make triple A ball club on tape. Deborah Clark, Library Manger, stated she would she if she could get a business list printed out. President Howdyshell stated that we do need to have a focus for on what this money is for. John Mannerino stated that needs to be included in the brochure. What does the Library need? Deborah Clark, Library Manager, stated that the money donated would be to pay for the technology center to be open supporting schools and literacy. This would include eight to ten terminals located in the Community Room fully loaded with programs covering fxom literacy instruction to Intemet and business tools. Boardmember Davies stated she would also like to help with the Publicity. President Howdyshell asked what the next step of the sub-committees would be, to set-up a fi-amewurk and set-up milestones? 10 Library Board Minutes May 3, 1996 Page 4 Boardmember Davies suggested that staff advertise in other newspapers besides the Daily Bulletin and to also have a flyer. Deborah Clark, Library Manager, stated the dates for the Telethon are November 16 and 17, 1996. President Howdyshell suggested that staff could come up with pens, buttons to advertise about this telethon, now. Deborah Clark, Library Manager, stated that she would talk with Nina Cole for a button and a logo. The following sub-committees are listed below: 1. Entertainment Rebecca Davies John Mannerino Deborah Clark 2. Decide the Winner Gina Gregory Robert Karatsu 3. Live Auction Robert Howdyshell Laura Muna-Landa Deborah Clark Renee Tobin 4. Technical (equipment, actual production) Ede Swistock Robert Karatsu 5. Publicity Ede Swistock John Mannerino Deborah Clark Nina Cole (flyer) 1! Library Board Minutes May 3, 1996 Page 5 C. ADJOURNMENT MOTION: Moved by Boardmember Gregory, seconded by Boardmember Davies to adjourn to June 6, 1996, at 7:00 p.m. Motion carried unanimously, 5-0. The meeting adjourned at 4:50 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCA/VIONGA STAFF REPORT DATE: June 6, 1996 TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: BUDGET REPORT FOR MAY RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A*, titled Revenue Report May 1996 attached for your review. Schedule B, titled "Balance Sheet July through April FY 1995/96" will be available at the Board Meeting. Schedule C*, titled "Library Expenditures 1995/96" is an accounting of ail funds expended so far this fiscal year, showing 88% of library fixnds expended or encumbered at 92% into the fiscal year. Also included are the expenditure figures for Literacy and Redevelopment Agency funds. ~es~e~ ctfidly submitted, Deborah Kaye Clark~ Library Manager * Updated through May 30, 1996 SCHEDULE A REVENUE REPORT FINES MEDIA LIBRARY REF DONA- SALES May 1996 & FEES RENTALS SALES SERV. TIONS TAX 41 ay I $317.31 $144.57 $0.00 $0.00 $135.00 $11.18 ay 2 $368.20 $125.77 $0.00 $10.00 $0.00 $9,73 ay 3 $199.30 $105.61 $0.00 $3.00 $110.00 $8.14 May4 & 5 $507.70 $251.06 $2.78 $70.00 $0.00 $19.66 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 May 6 $427.41 $149.94 $0.00 $5.00 $0.00 $11.56 May 7 $384.20 $132.48 $2.78 $37.00 $126.00 $10.49 May 8 $349.42 $147.92 $0.00 $0.00 $0.00 $11.33 May 9 $343.53 $131.61 $0.00 $2.00 $0.00 $10.14 May 10 $230.26 $109.84 $0.00 $3.30 $0.00 $8.48 May 11 & 12 $396.49 $196.15 $2.78 $0.00 $0.00 $15.32 $OmO0 $0.00 $0.00 $0.00 $0.00 May 13 $482.90 $169.21 $2.78 $0.00 $35.00 $13.26 May 14 $394.60 $120.91 $2.78 $0.00 $0.00 $9.56 May 15 $305.54 $139.51 $0.00 $0.00 $25.00 $10.74 May 16 $314.20 $149.93 $0.00 $0.00 $0.00 $11.57 May 17 $158.20 $120.90 $0.00 $0.00 $0.00 $9.35 May 18 & 19 $450.30 $238.42 $0.00 $14.00 $0.00 $18.33 $0'00 $0.00 $0'00 $0m00 $0m00 $0'00 May 20 $425.45 $178.26 $5.56 $8.00 $20.00 $14.18 May 21 $309.50 $137.63 $0.00 $1.80 $0.00 $10.62 May 22 $365.86 $146.47 $0.00 $0.00 $0.00 $11.26 May 23 $365.79 $159.21 $0.00 $2.00 $0.00 $12.29 May 24 $124.80 $140.40 $0.00 $0.00 $0.00 $10.85 '25 & 26 $448.25 $249.26 $0.00 $0.00 $0.00 $19.24 $0.00 $0.00 $0.00 $0.00 $0.00 $OmO0 ' 27 Closed May28 $572.52 $223.47 $0.00 $0.00 $0.00 $17.28 May29 $397.11 $190.58 $2.78 $0.00 $3.00 $14.89 May 30 $311.30 $128.81 $0.00 $6.00 $20.00 $9.94 May 31 TOTALS: $8,950.14 $3,987.92 $22.24 $162.10 $474.00 $309.39 APRIL TOTALS $9,242.48 $3,660.53 $24.25 $223.16 $10,964.50 $284.60 % CHANGE -3% 9% -8% TOTAL INCOME: $13,905.79 TOTAL LIBRARY INCOME $13,596.40 95196 Proj: Daily Average Fines $308.63 $253.91 Daily Average Media $137.51 $150.51 Daily Average Sales $0.77 $3.09 Daily Average APS $23.45 $16.13 DAILY TOTALS $470.36 $423.64 GAIN/LOSS ON PRO J: $1,448 PERSONNEL EXPENSES ~Gart $23,429 $20,646 time Salaries AIN/LOSS ON PRO J: ($2,783) BALANCE ($1,334.91) 14 LIBRAK~PENDITURES JUL AUG SEP OCT NOV FEB MAR APR MAY TOTALS % OF 1995/96 CATEGORY REMAININ SPENT YEAR PERSONNEL 92~ 1100 REGULAR SALARIES $367,310 $27,073 $27,023 $27,350 $40.619 $27,363 $27,363 $28,350 $27,363 $29,967 $28.382 $27.994 $318.847 $318,847 $48,463 87% 1200 OVERTIME SALARIES $1.000 $0 $1,000 0% 1300 PART TIME SALARIES $185.510 $14,6~0 $12,725 $12.719 $20,076 $12,236 $16,598 $11,532 $14,484 $14,145 $14.819 $23.429 $167,453 $167,453 $18,057 90% 1900 FRINGE BENEFITS $146.320 $12,193 $12,193 $12,193 $12,193 $12.193 $12,193 $12,193 $12,193 $12.193 $12,193 $12.193 $134,124 $134,124 $12,1s6 92% TOTAL PERSONNEL $700,140 $53,956 $81,941 $52,263 $72,888 $51,792 $86,t54 $52,075 $54,040 $56,304 $55,394 $63,6t6 $620,424 $620,424 $79,716 89% OPERATIONS 3100 TRAVEL & MEETINGS $2,500 $2,019 $481 81% Confemnce$ $52 $20 $209 $289 $570 Cow, in v~x~sho~s $8 $6 $14 Karatsu-~vorkshops $571 $154 $89 $815 Meeting Supplies $69 $35 $104 Clark-meetings $6 $29 $285 $189 $510 Hood $8 $8 3300 MILEAGE $3,800 $3,210 $590 84% Auto Allowance $3,000 $250 $250 $250 $250 $250 $250 $250 $250 $250 S250 $250 $2,750 $2,750 $250 92% Reimbursement $800 $0 $460 $340 58% Gan:ia $6 $22 $29 $25 $29 $20 $44 $26 $24 $26 $250 Pages $4 $18 $41 $63 Hood $66 $66 Corv~n $34 $34 Wkx)doock $30 $15 $48 3900 MAINTENANCE/OPER S150,300 S14.1,430 $6,870 95% P~inting/Postage $6,000 $1,953 $4.047 33% Pdnfing S1.197 $533 $125 $63 Sl,919 Postage $6 $6 $19 S3 $34 Patron Bar codes $0 $0 Computer supplies $195 $50 $18 $263 Stationary $139 $5 $144 Flags $158 $t58 Federal Express $16 $13 $16 $44 Board Supplies $66 $24 $78 $168 Xerox supplies $94 $94 SPeCial Program Supplies $11,000 $9,530 $1,470 07% Children's Supplies - Friends $89 $263 $38 $302 $210 $134 $1,319 $8 $1.694 $7 $3 $4.065 Children's Programs - Friends $50 $225 $275 Software $750 $36 $8 $794 Summer Reading Program (FR) $1.393 $267 $13 $667 $172 $129 $2,641 Creation of Foundation $770 $770 6028 CONTRACT SERVICES $58,500 S38,728 S19,772 66% Offic Eq uip/Maintenance $3,500 S2.844 $90 S148 $3,082 $3,082 $418 88% Book Processing & T.S. $17.000 $1,971 $926 $220 $1,896 $1,864 $1.106 $972 $1,406 $3,535 $13.897 $13,897 $3,103 82% Technology Maintenance $7.000 $0 $0 $7,000 0% OCLC $2,(~O0 $251 $843 $301 $1,394 $1,394 $606 70% Computer Tec~ Services $29,000 $17,175 $2,852 $323 $7 $20.356 $20,356 $8,644 70% 6032 CONTRACT SERVICES $78,690 $6 $7t,858 $6,832 91% Janitorial Services $37,400 $6,120 $2.782 $6,120 $6 $3.987 $19,o09 $19,009 $18,391 51% Security Serv,~c;e $3,~60 $2,040 $60 $60 $60 $60 $60 $60 $60 $60 $60 $2,580 $2,580 $780 77% Elevator Se~ce $6, t60 $250 $177 $125 $125 $125 $125 $125 $125 $125 $1,302 $1,302 $4,858 21% HVAC $14,410 $t,188 $438 $3,325 $1,751 $657 $46O $460 $5t0 $6,787 $8,787 $5,623 61% Electrical $6,160 $0 $0 $6,160 0% Wail paperlce~ling tires $0 $564 $564 $564 ($564) Instalr doorbell $0 $223 $77 $300 $300 ($300) Window boardup-repair $0 $129 $190 $319 $319 ($319) Plumbing $450 $6 $0 $450 Pest Control $670 $75 $75 $152 $75 $158 $75 $75 $75 $760 $760 ($90) 113% Fire/t.ife Safety $670 $0 $0 $670 0% Structural/Roof $2,910 $6 $0 $2,910 0% Exterior Grounds Maint. $6,500 $413 $413 $413 $413 $413 $413 $453 $434 $961 $4,326 $4,326 $2,174 67% $0 7047 HARDWARE $4,250 $4,250 $4,250 $4,250 $0 100% Weingart grant purchase $0 $0 8019 TELEPHONE $15,000 $0 $11,465 $3,538 76% serwce $0 989-8277 (Rotary line) $161 $169 $272 $375 $417 $419 $376 $411 $425 $480 $3,505 181-1185 (1'1 line) $429 $0 $214 $214 $214 $428 $213 $214 $214 $2.140 948-9900 $453 $473 $453 $432 $439 $407 $432 $440 $449 $452 $4,430 980-O871 (EMS & Security) $55 $54 $54 $54 $53 $53 $52 $53 $52 $52 $532 980-4361 (Elevato~) $26 $26 $26 $26 $26 $26 $26 $26 $26 $26 $259 989-2036 (Terecim) $6 $0 $0 $0 987-3271 (Irflgatio~ Sp~ink.) $26 $28 $26 $26 $26 $26 $26 $26 $25 $26 $259 9896904 (Public Fax} $0 $0 $26 $26 $0 $52 $28 $32 $37 $36 $237 MCI $3 $35 $11 $30 $21 $4 $103 $6 8021 WATER UTIUTIES $4.000 $0 $t,929 $2,071 48% Inside Use $170 $200 $165 $225 $196 $956 Landscaping $240 $228 $192 $129 $1~4 $973 $6 8022 ELECI~IC UTILITIES $60,000 $4,$64 $4,671 $3,168 $3,450 $3,070 $2,860 $3,374 $3,407 $3,214 $3,674 $35,687 $36,687 $14,313 71% $0 TOTAL LIBRARY BUDGET $1,080,854 $94,027 $83,053 $88,171 $86,271 $80,440 $72,413 $86,164 $76,973 $75,490 $70,101 $103,509 $916.612 $950,523 $130,331 88% REDEVE~ENT EXPENDITURES FY 1995/96 TOTALE FUNDS % % OF July Aug Sep Oct Nov Dec Jan Feb Mar Apr May SPENT REMAINING SPENT YEAR 92% Materials $t60,000 $145,968 $4,032 97% Books $50 $258 $12.651 $2,491 $1,869 $7,298 $706 $1,687 $1,236 $7,t00 $1,295 B&T Books (m~o) $33,246 $11 $15,717 $27,116 $436 E&T Cataloging (retro) Magazines $225 $513 $1,978 $33 $199 $199 CD Rom Network Software $3,013 $2,748 $646 $1,328 V'~eoa $4,571 $821 $191 $22 $1,000 LITE~c,¥~-EXPENDITURES OCT NOV DEC JAN FEB APR MAY TOTALS SPENT PE FUNDS % 1990196 CATEGOR REMAININ SPENTYEAR PERSONNEL 78% 1100 REGULAR SALARIES $6,500 $771 $1,452 $1,554 $1,555 $5.332 $5,332 $3,166 63% 1900 FRINGE BENEFITS $3,000 $293 $552 $591 $591 $2,026 $2,026 $974 68% TOTAL PERSONNEL $11,500 $0 $0 $0 $0 $1,063 $2,004 $2,149 $2,146 $7,358 $7,388 $4,142 64% OPERATIONS 3100 TRAVEL & MEETINGS $650 $0 $140 $0 $14 $79 $99 $9 $342 $342 $208 62% $0 3300 MILEAGE $200 $73 $36 $109 $109 $91 54% $0 3900 MAINTENANCE/OPER $10,025 $0 $5,528 $4,497 85% Printing/Postage $3,000 $0 $31 $2,969 1% Pdnting $0 Postage $16 $16 Office Supplies $2,025 $500 $104 $529 $600 $65 $1,798 $1,798 $227 89% Library Materials $2,500 $2,299 $2,299 $2,299 Instructional Materials $2,500 $1,416 $1,416 $1,416 Library Admin. Overhead $7,670 $7,670 $7,670 $7,670 $0 100% $0 6028 CONTRACT SERVICES $43,368 $0 $31,366 $12,002 72% Literacy Coordinator $31,068 $3,452 $3,452 $3,452 $3,452 $3,452 $3,452 $3,452 $3,452 $27,616 $27,616 $3,452 89% Tutor Training $5,500 $3,750 $3,750 $3,750 $1,750 68% Telephone Contract $250 $155 $155 Video Contract $6,550 $0 8019 TELEPHONE $0 $0 $0 $0 ERR $0 7044 CAPITAL OUTLAY/EQU $7,050 $5,000 $5,000 $5,000 $2,050 71% $0 7047 COMPUTER EQUIPME $4,000 $4,000 $4,000 $4,000 100% $0 TOTAL LITERACY BUDGET $84,363 $15,445 $12,307 $3,452 $7,570 $6,357 $8,195 $7,807 $61,132 $61,132 $23,231 72% CITY OF RANCHO CUCAIVIONGA STAFF REPORT DATE: June 6, 1996 TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL OF PROPOSED PLAN OF SERVICE APPLICATION FOR LITERACY FOR 1996/97 RECOMMENDATION Approval of attached proposed Plan of Service and budget for Literacy in 1996/97. BACKGROUND/ANALYSIS Attached you will find the finalized plan of service and budget proposal for literacy for fiscal year 1996/97. As we enter the second year of the five year program, the major goals are to continue to strengthen our core of volunteer tutors; to continue to reach out to potential students; to begin fund-raising as a natural and on-going part of our literacy operations; to complete a minor building project using CDBG funds to create a literacy office and tutoring study rooms on the second floor of the library. (The CDBG funds are not part of this budget proposal, except as "other" income reported.) The budget process for this grant is to use the same base budget each year as the initial year of application. FINANCIAL IMPACT: No new funds are requested. The "other" funds are either in-kind services, CDBG grant funds or monies requested from the Friends of the Library. No further impact. i~~ly submitted, Library Manager 20 CLSA C~itm-ni~ Librm~ PLAN OF ~R~ AB~ (C~A~ p~ 1) 1. Libr~ N~: Rancho Cucamonqa Public library 2. Add~a: 7368 Archibald Avenue Rancho Cucamonga, CA 91730 3. Con~ ~r~n: Loft Hopkins 4. Tel~ho~ No. (909) 948-9900, ext. ~028 5. E~r~ Dis~s): As~mbly: S~ ~n~: 31 6. ~ of li~raq ~ 7. ~ip~ ~t~s: Numar of Adult ~rs To Numar of Tu~rs To Numar of Libr~ Br~es ~clud~ 8. ~o~ ~ogr~ ~r~g Budg~ C~A R~e~: $ 94,426.00 ~er Revenues: $ 62,716.80 T~: $157,142.80 10. D~: May 16, 1996 21 CLSA Pro.ram Budget Reauest for California Library I-Jteracv Service Pro .~.~,- Rancho Cucamonga Public Library /~,~.~{~-/~'-77'x ,dr.y_k. (~X~'(~. _~' ~/ May 16, 1996 Lib~ ~ ~a~-' ~ (a) ~) (c) T~ Budg~ ~A ~ Approv~ ~A Bu~ ~o~ Budg~ ~ Y~ly (~mple~ by C~A) R~u~t Budget Budget (a + b) ~. Ke~ S~ 1. P~nM ffn~ ~B) 29r060 0 29,060 T~ Oa-3~ 57~696 56m716.80 114,~1~.80 3~ ~ 48,846 48,846 3b. T~v~ 1,150 1,150 S~p~U~ 2,000 2,000 ~. ~ 3,000 3,000 ~ur~ 1,500 500 2,000 ~mmu~imUem 1,200 1,200 ~. ~ '56,216.80 56,216.80 5. Indi~ 7 ~670 0 7 ~670 6. T~ 94,426 62,716.80 157,142.80 :~G Construction project to build literacy center. 22 INDIRECT COST DETAIL: $7,670 Ordinarily, the city charges 15% of any grant total for indirect costs, but they have agreed to a reduced rate for this vital project. The rate will remain the same for the duration of the grant funding. This figure covers the time of the Finance Director, the Personnel Director for recruitments, the Personnel Records Clerk, the Purchasing Manager and assorted financial staff to establish appropriate accounts and to financially manage the project. 1996/97 CLLS Plan of Service Narrative CLSA-46B Library Name Rancho Cucamonga Public Libra~ Kev Areas of Program Planning 1. Integrating Adult Literacy program into ongoing library Services/Operations. The Rancho Cucamonga Public Library literacy program has worked closely with the Upland Literacy Program, now in operation for 7 years, to form a partnership which is called the West End Literacy League. The two projects have generated a symbiotic relationship, with each gaining energy from the other program. The literacy program has been thoroughly integrated into ongoing Rancho Cucamonga Public Library services and operations. The literacy programs' activities are published in the Children's Services calender as well as in the weekly "HOTLINE" of library and city happenings. The literacy coordinator is included in the library Division Heads meetings as well as the Reference Depmhnent meetings so smffis aware ofupcomlng literacy activities. Present literacy staffhas actively participated in the library's annual Plan of Service, stating several goals for the next fiscal year. Literacy staffa~so prepare a monthly report to the Library Board of Trustees attends Board meetings occasionally. In addition, Adult and Information Services are involved as they assist in locating potential alliance agencies and refer potential students and rotors discovered in the reference interview situation to the Literacy Coordinator. Future plans for further integration include converting a storage room into literacy offices and building study rooms for literacy program participants with CDBG grant funding. This construction project, if CDBG funds are awarded, should be completed by Spring 1997. 2. Recruiting- a) adult learners The Rancho Cucamonga Literacy site haq utilized the following slxategies in recruitment of adult learners: local cable access advertisements; newspaper articles; referral letters to organizations such as Employment Development Department; Adult Education; local schools; and articles in the "Grapevine", the city's local newsletter. In addition to the above we have found other adult learners and self referral to be prevalent and productive in our pwgram. Local community and Southern California publicity, via media utilizing a 1-800 telephone number is conducted in coordination with other literacy groups such ns Southern California Library Literacy Network and Desert/Inland Empire Area Network for maximum positive 1996/97 CLLS Plan of Service Narrative CLSA-46B Library Name Rancho Cucamonga Public Libra~ For the most part, 1995/96 was marked by a surplus of learners and a deficit of tutors. Self- referral, as well as walk in traffic at the Library seems to be sufficiency in keeping a manageable number of learners interested in the program. The program will continue to use the same recruitment techniques as long as they are successful. Additionally, the literacy program has purchased an animated advertisement through contacts at the Southern California Library Literacy Network which it will air through the Public Access channel of the local cable station. The literacy program anticipates serving a minimum of seventy new learners in the fiscal year 96-97. b) tutors Tutor referral of other rotors has been quite successful. In addition the literacy program has experienced success in the recruitment of tutors through flyers; the Friends of the Library; Community Service Organizations; local newspaper articles; and arfcles in the "Grapevine" the city's local newsletter. The literacy program has as an objective to promote literacy in the community and to recruit members who will be dedicated to literacy along with recruitment of tutors and sources of on- going funding from the community. c) volunteers to support the literacy service in other ways The literacy program has been fortunate enough to have a core group of volunteers who had previously worked through the Upland literacy site lend their talents to this location as well. We currently have a volunteer who completes all the adult learner interviews and assessments. Additionally a volunteer has conlributed to the program by creating a newsletter. The Friends of the Rancho Cucamogna Library have also been supportive by contribtrdng book donations which might be appropriate for the literacy program. In addition, in fiscal year 1996/97, active recruitment for the coalition will begin. The coalition will solicit tutor participation actively as well as possible representation from the media, community service organizations, and local businesses. 2 1996/97 CLLS Plan of Service Narrative CLSA-46B Library Name Rancho Cucamonga Public Libl'~lT 3) Training - of library staff', literacy program staff, trainers, tutors, adult learners, community coa!ition and neighborhood partners, and others. The library staff has been trained regarding the literacy program through the staff newsletter, memos, and staffmeetlngs. Each new staff member is given a tour of the library and an explanation of the libraries's programs including literacy. The Adult and Information Services staff is extremely familiar with the literacy services. Staff members consist of: one former literacy coordinator, a former tutor, and three other staff members who were formerly with libraries who had literacy programs. In addition the new Volunteer Coordinator is also a tutor. She can screen library volunteers and direct potential tutors to the literacy program. The literacy coordinator, Lori Hopkins, has been the literacy coordinator for the Upland Literacy Program for two years prior to beginning at the Rancho Cucamonga Library. She has participated in Tutor Training extensively and conducted many training sessions. Loft continues to receive additional Iraining and literacy information by attending conferences such as: California Literacy, Inc., Literacy Volunteers of America, Laubach Literacy Action, State Literacy Resource Center training, the San Diego Reads Tutor Conference, and participation in the Southern California Library Literacy Network. Other literacy program staffhave all participated in a Tutor Training Workshop to familiarize them with the training process. They will also have the opportunity to attend future lxaining such as conferences and workshops offered locally. Trainers The Rancho Cucamonga Library contracted with Literacy Consultant, Evey Renner, to conduct many of it's Tutor Training Workshops and in Tutor In-Service Workshops. Evey Renner is a nationally known literacy trainer who worked with Literacy Volunteers of America for several years. 3 1996/9'/CLLS Plan of Service Narrative CLSA-46B Library Name Rancho Cucamonga Public Library_ When no outside contract is made then the literacy staff are the trainers for the tutors and their ~xaining is listed above. Other trainers include speakers who presem at the Life Skills Series workshops offered to the community. These speakers are professionals who excel in their field. For example: Jean Henshaw fi.om Adia Personnel presented three workshops on job finding, resume writing, and interviewing techniques. Tutors Literacy program tutors receive a ten to twelve hour tutor training workshop which includes an overview of the program; a library tour; the basic principles of teaching reading to adults; the language experience approach; sight words; word patterns; phonics; comprehension skills; and "real world" reading skills. The workshop also includes demonstration and practice time. Learning styles are an important part of tutor Iraining. The tutor trainees assess their own learning style with an evaluation method and are encourages to use some type of learner style assessment with their adult learner. We also recommend that the tutor match their tutoring technique/style to the learning mode of their adult learner. The kit "Honoring Diversity", is also demonstrated. While we include a variety of materials in our tutor Ixaining, we also encourage tutors to ask their students to select material to work on. Whenever possible the tutor should let the lesson content be selected by the student. The mantra "never do anything for your student that he can do for himself" can be heard over and over. When the student has control and finds relevancy in his lessons he is more successful. Adult learners are offered training periodically through conferences and meetings. Adult learners in the program are also encouraged to attend the Life Skills Series workshops. Additionally, adult leamers go through a "training" with the assessment process. They are told how long they will have to wait for a tutor, their fights and responsibilities, and they are given a flyer with the programs offered. The community and others are "traioed' by articles in the "Grapevine", the Inland Valley Daily 27 1996/97 CLLS Plan of Service Narrative CLSA46B Library Name Rancho Cucamonga Public Lilpflll~ Bulletin, and messages on the Public Access channel of the local cable station. The literacy administration also educates the community through public speaking engagements. The literacy program also sponsors a series of"Life Skill" workshops for the public on topics such as: Voting; Job Finding Skills; Resume Writing; and Interviewing Skills. Before each workshop a literacy staffperson describes the literacy program and other library programs, and encourages attendees to participate in the library services offered. 5.) Matching - tutors and adult learners, coalition participants and tasks, and other volunteers with tasks to strengthen your literacy services. Tutors and adult learners The forms provided by the CLC program, the Learner Background form and the Tutor Matching Sheet, are used to obtain information that is crucial to matching. The strategies currently used to match tutors with adult learners such as time availability and proximity to each other have proven to be successful. We have also found it very useful to attempt to match personalities, similar backgrounds, and personal interests with the limited information we have. The literacy staff carefully reviews this information to find a compatible match. The literacy staff often needs to re-match tutors and students for a variety of reasons. Tutors are advised during the training that ifa match is not successful to call the literacy office immediately and they will be re-matched. Adult learners are advised in their initial interview and assessment that "matching" is not an exact science and if they are unhappy with their tutor they will be re- matcbexl. If literacy staffis contacted by the tutor to be re-matched a follow-up call to the student is placed immediately to encourage them to be re-matched. Coaliton _mrticip~ts and other volunteers with tasks to strengthen your literacy services: The former Upland Literacy Program Alliance mopped meeting last year. At the present time the Upland and Rancho Cucamonga Public libraries are exploring ways to form a new coalition with the main purpose of fundraising. It is planned to file for 501(c)3 slams before official recruitment of coalition members begins. The libraries will recruit bnsinesspeople, church group representation and literacy activists bom the cities of Rancho Cucamonga and Upland to forge a dynamic community wide organization. Matching the strengths of coalition members with equal tasks seems to be the most pragraatic approach for participants. Tapping represeamtives throughout the community and utilizing their expertise in the two primary areas of funding and public relations is planned. $ 1996/97 CLLS Plan of Service Narrative CLSA-46B Library Name Rancho Cucamonga Public Librar~ When matching other volunteers with tasks we look at their interests and strengths to find the right volunteer job for them. For example: the literacy program needed another volunteer to assist with the assessment process. In the last Tutor Training Workshop we had a participant who was a retired teacher and he expressed a great interest in the assessment process. He was an obvious person to approach. Tutoring - instructional activities and how they will be carried out. Afrer tutors successfully complete the tutor training workshops they are matched with an adult learner. The lime and location of their instruction is determined by the tutor and learner. Tutors are advised to meet at the library where resources are readily available. Materials that can be checked out by tutors or students include: workbook series such as Challenger, LWR, Reading for Today, ReadOn, and Focus on Phonics; pleasure reading such as Fearon's Classics, romances Sundowner Series, Chicken Soup for the Soul, and mysteries. Materials for the literacy program are ordered from publisher such as: Steck Vaughn, New Readers Press, LVA, Paramount Publishing, Jamestown Press, and Contemporary Books. Additional instructional activities include In-Service workshops for the tutors. Topics for fiscal year 1995/96 included "ESL Doesn't Have to be a Root Canal", "Whole Languages", and "Learning Styles". These in-service workshops are designed to supplemem the tutor training workshop in areas of particular interest to rotors. Informal instructional activities such as the quarterly adult learner/tutor socials were very successful. The socials have some type of holiday or special theme and have been potluck dinners. Tutors and learners are encouraged to bring their families and activities for the children are planned. The Socials offer tutors and learners to meet other program participants in a social setting. Often the tutors share techniques with each other while students discuss their progress. It is planned to continue such programs as mentioned above for fiscal year 1996/96 as they have proven to be very successful. 6) Coalition building - building working partnerships with other organizations such as employers, churches, literacy service providers, health and human services agencies, service groups, and local decision-makers for joint activities and support of your literacy services. The Rancho Cucamogna Public Library has formed a partnership with the Upland Library to create a project structure that shares the coordination and ongoing expenses. The ideal configuration for the 1996/97 CLLS Plan of Service Narrative CLSA46B Library Name Rancho Cucamonga Public Library future would be three public library jurisdictions, each housing and promoting their own unique literacy programs, but all coordinated under the talents of one Literacy Coordinator, with all personnel and support expenses shared amongst the three participants. This approach would serve to keep the overall costs of the service down. The literacy coordinator is a member of two literacy organizations; the Southern California Library Literacy Network (SCLLb0 and the Desert Area/Inland Empire Literacy Coordinators group. She attends the bi-monthly meetings of both groups and participates on several These groups offer the opportunity to network with other literacy providers and see how other programs operate. The Southern California Library Literacy Network provides the opportunity to participate in major advertising campaigns that would not be possible at the local level. These networks also provide the opportunity for training such as the SCLLN Annual Conference. The literacy program has also had contact with organizations such as Head Start, Inland Valley Mediation Board, Foothill Family Shelter, and other health and human services agencies. The relationship has been mutually beneficial since it allows lhe literacy program to refer adult learners to these services and the organizations can refer potential adult learners to us. The literacy program ha~ also been fortunate to have the support of the Friends of the Library and the Library Board of Trustees. The Friends of the Library has committed tO the filla/lcial support of the literacy program by donating $$,000 annually. In addition, many of the Friends of the Library have come to Tutor Training to either learn more about the program or to participate as a tutor. The Board of Trustees is kept informed of the literacy activities by a report at their monthly, meeting and has been very supportive of literacy activities. One Board Member in particular, Gina Gregory, is the unofficial Board Liaison to the literacy program and has been present at the "Grand Opening" of the literacy program as well as appearing at a City Council Meeting in support of the literacy program receiving CDBG funding. As mentioned previously, it is our plan for form a coalition to build and sustain Ongoing community support for the West End Literacy League. As federal and state funds diminish it is crucial to the life of the league to find other sources of funding. The coalition will participate in fundraising and grant writing in an effort to sustain the West End Literacy League beyond the five years of State Library funding. 7 30 1996/97 CLLS Plan of Service Narrative CLSA-46B Library Name Rancho Cucamonga Public Library_ 7) Communications - use of local and regional radio, TV, print media, public speaking, and related communication tactics to publicize and promote the literacy program in the community. The literacy program has relied heavily on communication sWategies to reach potential adult learners and tutors in the past year. We have used the local paper, the Inland Valley Daily Bulletin, to advertise the "Grand Opening" of the literacy pwgram, and to publicize the Tutor Training Workshops. The IVDB has also written two features on the joint literacy program in the last year. We will continue to rely on the IVDB to publicize the literacy program. The literacy program has also submitted regular press releases to the local cable public access channel. These press releases are aired on their community services bulletin board. When the literacy program sees a drop in adult learners an announcement of literacy services through this medium is very successful. We have also found the Grapevine, Rancho Cucamonga's local newsletter, to be a successful recruitment and advertisement tool. Many of the tutors recruited heard about the program through the Grapevine. 8) Planning and evaluation - results and effectiveness of activities described in the Plan of Service. Planning for future effectiveness of the literacy program has begun with on-going evaluation of our services. This begins with feedback f~om the Staff, Tutors, Adult Learners, and the Library Board of Trustees. Evaluation of student recruiting strategies continues to be implemented with our asking students how they became aware of our program: radio, TV, newspaper, word of moutk, or health/human services referral. Personal referrals and use of the media appear to bo the most successful recruitment techniques, and we will continue to employ them. Evaluation of our tutor recruiting strategies continues with the numbers of potential tutor responding to the type of recruiunent; media, speaking engagements, or other tutor referral. The tutor ~xaining workshops include ongoing evaluation and conclude with an evaluation by tutor ~rainees. Some of the suggestions made by tutor ~xainees have already been reflected in the format of the tutor training workshops. 31 1996/97 CLLS Plan of Service Narrative CLSA-46B Library Name Rancho Cucamonga Public Library The literacy programs matching techniques are continuously being improved in our ongoing attempt for stable and successful tutor teams. Ongoing rapport with tutors and students is the most successful way to evaluate literacy services. This is done through the use of flyers, newsletters, and verbal contact either in person or by telephone. 9) Resource Development - development of financial and human resources for ongoing literacy services. The Rancho Cucamonga Public Library will provide financial support as well as indirect support of the literacy program. The costs of office space and telephone use is absorbed by the library. The literacy coordinator is supervised by the Library Manager. The library absorbs the administration of the literacy services. The Rancho Cucamonga site of the West End Literacy League has already taken an active role in grant writing. We have applied for two grants for the next liscal year. A Community Development Block Grant from the City of Rancho Cucamonga has been recommended for approval and a Letter of Intent has been submitted to the State Department of Education to apply for 321 funding. Additionally, the Friends of the Library has committed to the financial support of the literacy program by donating $5,000 annually. It is also planned to aggressively seek corporate sponsorship for literacy events in fiscal year 1996/97. Volunteer recruitment for additional roles (other than tutor) will begin this year. As resources diminish it will imperative for volunteers to be utilized for office staffing etc. 9 Library Nan~ Rancho Cucamonqa Public Library Resource Develooment Goals (CLSA-46 page 3): Enter the estimated amounts of cash and in-kind resources projected to be received. Cash in dollar~ $62,716.80 In-kind conml)ution in dollars 13,238.00 Volunteer hours in literacy instruction 2,000 Volunteer hours in Talent/Support services 500 33 State of California California Libr~y Service~ Act 1996/97 CLAIM FORJ~ Special Services California Libruy Literacy Service (Educ. Code Sec. 1~733) '1~ Rancho Cucamonqa Public Library clahns the indic~ allownnc~ for ~e pu~ of carrying om the f~nction~ stated in C~apter 4, Azticle 4.2, Section 18733 of t~e Ed,~-~_h_'on Code and Califon~a l. ibra~7 Se~ Act domtmmt CLSA-46. I hereby ce~fy under pe~lty of perjury: that the llbnu3, named above shall use t~eir allowance solely for lite purposes Dpborah ~. Clar~ T!~! N~n~ of CLAI~ FOR PAYMENT OF GRANT Cl~nof Rancho Cucamon~a Public Library Name of Authoriz~l Libnuy Address 7368 Archibald Avenue, Rancho Cucamonga, California Dat~ Ma~, 16, 1996 State Library Use Only ,aunount Claimed: CLSA Litera~y $ P~A~91937 CERTIFICATION I hereby certify under penalty of penury: that I am the duly authorized ofl~c.~' of the clahnant herein; ttlat cl~hn is in aH t~ue, comet mad in ac. cord~u~:e with law and that payment ~ not I~vio~ly been received for the amount cl~med herein. By Deborah K, Clark Ofii¢iml R~mive of Fi~ Agi~ Library Mana_oer Title No~: Win'mat to b~ issued fo~ ~ynmot to the libr~y to b~ mddr~-a ))ane'hn t'~'amnnmm P~mhlir ! ')hrm~.V (Auto. izod m~m~cy Eo r~ive, di~rs~ ~mccouat for CLSA 7368 Archibald Avenue, Rancho Cucamonga. CA 91730 (Addnm~ of ~ -~. CSL BUDGET OFFICFYLOCAL A~ISTANCE BY: DATE: CITY OF RANCHO CUCAIVIONGA STAFF REPORT DATE: June 6, 1996 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: ADOPTION OF SCHEDULE OF I{OLII)AY CLOSURES RECOMMENDATION Approve adoption of schedule of holiday closures for fiscal year 1996/97 as presented in Attachment A. BACKGROUND/ANALYSIS Attachment A is a list of proposed holiday closures for the Rancho Cucamonga Public Library and is based on the following: 1) Analysis of the closures of surrounding libraries 2) Reflection of the negotiated holidays adopted by the City of Rancho Cucamonga. Since negotiations are on-going, any changes to the schedule will be returned to the Board for review. 3) Costs of opening vs. the use of the facility, based on the past year's performance Attachment B gives last year's usage, where available, for any new closures proposed. Attachment B also provides figures reflecting the cost of the service day to enable the Board to decide if the service given is worth the dollar invested to provide the service. pecffully submitted, Attacb_rnent A RECOMMENDED LIST OF HOLIDAY CLOSURES RREN PR P AL L S...~.A.~..YF~ JULY 4TH Close July 4, Thursday Closed July 4, Tuesday (Official City Holiday) LABOR DAY (SUNDAY) Close Sept. 1, Sunday Closed Sept. 3, Sunday (Proposed due to low usage) LABOR DAY Close Sept. 2, Monday Closed Sept. 4, Monday (Official City Holiday) VETERANS DAY Close Nov. I l, Monday Closed Nov. 11, Saturday (Official City Holiday) THANKSGIVING Close Nov. 28, Thursday Closed Nov. 23, Thursday (Official City Holiday) DAY AFTER THANKSGIVING Close Nov. 29, Friday Closed Nov. 24, Friday (Official City Holiday) CHRISTMAS EVE Close Dec. 24, Tuesday Closed Dec. 24, Sunday (Official City Holiday) CHRISTMAS DAY Close Dec. 25, Wednesday Closed Dec. 25, Sunday (Official City Holiday) DAY AFTER CHRISTMAS Close Dec. 26, Thursday Closed Dec. 26, Monday (Official City Holiday) NEW YEARS EVE Close Dec. 31, Tuesday Closed Dec. 31, Sunday (Proposed due to low usage) at 6 p.m. NEW YEARS DAY Close Jan. 1, Wednesday Closed Jan. 1, Monday (Official City Holiday) MARTIN LUTHER KINGS Close Jan. 20, Monday Closed Jan. 15, Monday (Official City Holiday) PRESIDENTS DAY Close Feb. 17, Monday Closed Feb. 19, Monday (Official City Holiday) EASTER SUNDAY Close March 30, Sunday Closed Apr. 7, Sunday MEMORIAL DAY (SUNDAY)* Close May 25, Sunday Open May 26, Sunday (Proposed due to Iow usage) MEMORIAL DAY (Official City Holiday) Close May 26, Monday Closed May 27, Monday *Figures available attachmem B ATTACHMENT B SUNDAY £XP£NSm=S Total Costs: $592.18 Annual cost Hourly cost X's 4 hrs. Measurable Overhead Electrical $50,000.00 $16.30 $65.19 Telephone $15,000.00 $4.89 $19.56 Janitorial $16,000.00 $5.22 $20.86 Paper supplies $9,890.00 $3.22 $12.89 Subtotal $90,890.00 $29.63 $118.50 Personnel Positions Req Hrs. Wrkd Costs Librarian $14.69 1.00 4.00 $58.76 Library Assistant $9.76 3.00 4.00 $117.12 Clerical $9.52 4.00 5.00 $190.40 Page $5.37 4.00 5.00 $107.40 Subtotal $473.68 INDAY USAGE Circulation Cost per circ Aver. Circ. Aver. Cost 1183 $0.46 Memorial Day 96 818 $0.66 SUNDAY INCOME Media Rentals Aver. Income for Sundays $90.00 Memodal Day 96 $66.00 37 RANCHO CUCAMONGA PUBLIC LIBRARY PLANNING COMMITTEE MINUTES FOR Tuesday, May 28, 7:00 p.m. I) PRESENT: Gina Gregory and Rebecca Davies. Staff support: Deborah Clark. II) TOOLS FOR THE PLANNING PROCESS Staff reviewed recommended tools for the process, including the following: "Entering the 21st Century: California's Public Libraries Face the Future", a California State document. "The Planning Process", a publication developed by PLA (Public Library Association) "Master Plan for the Rancho cueamonga Public Library" and "Rancho Cucamonga Public Library Implementation Document", developed by Raymond M. Holt & Associates for the City of Rancho Cucamonga. III) TIME FRAME FOR THE PLANNING PROCESS The Committee decided to survey for customer satisfaction and to gauge where improvement is needed through a survey, to be conducted in September. In November, the material will be analyzed and a presentation to Council made regarding the results. Any changes or increases in service recommended through the survey will be taken back to the Planning process. A document will be created, charting the status of the current library and reflecting the challenges to the future as determined by the global implications of the publication "Entering the 21st Century" and the input received by the public survey. A broader planning process might be appropriate, depending on the results of the survey. In March or April, the Board will present the report and any recommendations to the City Council. IV) STATISTICS THE COMMITTEE WOULD LIKE TO SEE GATHERED Staff was instructed to gather the following information: Working with GIS, pinpoint the geographic areas currently being served by the new library. Pinpoint areas not being served. Measure foot traffic at least quarterly. Survey for Title, Subject and Author fill rates at least twice per year: Fall and Spring. V) NEXT STEPS Staffwas directed to collect six sample surveys for the Committee to review. Staff was also requested to purchase copies of the "Planning Process" publication published by PLA for both committee members. VI) CONFIRMATION OF NEXT MEETING DATE To be determined at the next Board meeting. VII) ADJOURNMENT: Adjourned at 8:15 p.m. RANCHO CUCAMONGA PUBLIC LIBRARY DONOR WALL COMMITTEE MINUTES FOR Thursday, May 30, 7:00 p.m. I) PRESENT: Robert Howdyshell and Laura Muna Landa. Staff support: Deborah Clark. II) HISTORY OF THE DONOR WALL PROCESS Staff reviewed different directions discussion has taken on this project. III) BUDGET The original budget for this project in the building design was $10,000. The Committee decided to target $5,000 as the budget to create the project at this time. IV) POSSIBLE OPTIONS IN DESIGN After discussing various design concepts and approaches, the Committee decided to promote a contest, encouraging local artists and young art students to submit designs for consideration. There will be a cash award prize for the winning design and smaller award for honorable mentions in other categories. Time frame: The roles and design guidelines will be ready in July. However, in order to potentially involve art classrooms or student projects, the actual contest will be held in September and October, with the award to be made on the Telethon in November. Judging will be done by a committee. It was suggested that an art teacher be sought for art quality; Pete Pitassi, the building's architect, be asked to judge for integration oft he design into the building; and a member of the Friends, the Foundation and the Library Board be added to involve those key groups. The Library's staffartist, Nina Cole, will be asked to serve, unless she wishes to participate in the contest. V) NEXT STEPS Staff will see if other libraries have developed guidelines for contests of this sort. Staff will approach the Friends of the Library to see if they are interested in providing the cash award. If the Friends are not interested in this project, funding will be sought from the Community Foundation. VI) CONFIRMATION OF NEXT MEETING DATE No meeting scheduled at this time. VII) ADJOURNMENT: Meeting adjourned at 7:50 p.m.. 40