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HomeMy WebLinkAbout1996 - Library Board Minutes 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, January 4, 1996, in the Council Chambers oft. he 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 Howdyshell. Present were Boardmembers Davies, Gregory, Muna-Landa and Swistock. Also present were: Paul and Diane Williams, Friends of the Library, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor, Loft Hopkins, Literacy Coordinator and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR Bi. Approval of minutes: December 7, 1995 B2. Approval of CDBG Application for Funds: $39,216.80 B3. Approval to create a new Patron Classification: Probationary. ITEM REMOVED FOR DISCUSSION BY BOARDMEMBER DAVIES. B4. Approval of change in Teacher patron category, adding free access to the Magazine Index module from their home or school computers to their current service parameters. MOTION: Moved by Boardmember Swistock to approve Items BI, B2 and B4, seconded by Boardmember Gregory. Motion carried 5-0. DISCUSSION OF ITEM B3. Approval to create a new Patron Classification: Probationary. Boardmember Davies asked if staffcould explain the number of patrons that currently would fit into this category, the type of patron and the reasoning behind no media check-out. Deborah Clark, Library Manager, stated that staff is concerned with the patrons who have been through the collection agency that have resolved their accounts. These are patrons who have paid their fines or their materials that are lost or that have been missing after a series of three notices from the Library and seven letters from the collection agency. This category is recommended by the Circulation Supervisor. Patrons who have gone through all these processes before we managed to get restitution of the amount generally tend to fall into an age category of approximately 20 to 30 years of age. Staff currently has three individuals that are being considered for the probationary Library Board Minutes January 4, 1996 Page 2 status. Staff estimates that approximately ten individuals at one time is the most we would see in this probationary classification. Staffs concern with the media is that the best seller collection the average cost is $40, the business video collection the average cost is $100. Robert Karatsu, Principal Librarian, stated the patrons who have been sent to Phase II of the collection, are frequently people who have given us a false phone number or address. MOTION: Moved by Boardmember Davies for approval to create a patron classification: Probationary, seconded by Boardmember Muna-Landa. Motion carried 5-0. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral report on the library. Baker and Taylor has issued $47,000 in credit to the Library. Staffis still in discussions over the appropriate credit for the video processing and spoken word processing. Deborah Clark, Library Manager, stated that she and Loft Hopkins completed the application for the CDBG grant for the Literacy center. Lori Hopkins is completing plans for the Literacy Open House for January 13 and the first tutor training is scheduled in the same month. Staff has hired Rose Manella as our newest full time employee. Rose will be working in the Literacy office starting January 8. C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed Schedules C1, C2, Schedule A and B with the Board. C3. Planning Process: recommendation from Staff. Oral report presented by Renee Tobin, Librarian II. Renee Tobin, Librarian II, stated that staff would like to create workgroup or a task force to include at least two Boardmembers. Staff requested if Rebecca Davies would be willing, they would like her as one of the members since she served on the previous group which wrote the Master Plan. Staff would like to see three staff members on this workgroup and to begin to work from the Master Plan to see where they want the Library to go. This initial workgroup would meet to decide the best approach to a planning process and to determine what long-term work and product this group would like to have such as, do we want to create a mission statement, a vision statement and what the long term goals would be. Finally, who would be involved in the long range planning process. Library Board Minutes January 4, 1996 Page 3 MOTION: Moved by Boardmember Muna-Landa to approve the creation of a Task Force, seconded by Boardmember Davies. Motion carried 5-0. Boardmembers Davies and Gregory asked to serve on the Task Force. D. BOARD BUSINESS D1. Update on status of donor wall. Ede Swistock, Chair of Fundraising Task Force presenting. Minutes attached on meeting of December 8th. Boardmember Swistock stated the Fundraising Task Force met and were concerned with waiting for Mr. Maloofto create the wall for us. We are sure he can do it at some date, unfortunately we are still waiting. The Task Force felt it would make more sense to proceed with an alternative design to start receiving some donations. Paul Williams, President of the Friends of the Library, stated that we are going to have an artist concept of the overall and we are currently making some mock ups of books with brass ends. The concept is going to be a bookcase. Patrons will be able to purchase a book. The book will have name and the amount of donation on it. D2. Second Phase Collections Update: Oral report presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, explained the Phase II of the collection agency to the Board. Boardmember Swistock asked what the dollar amount was that had been collected? Robert Karatsu, Principal Librarian, stated out of $250, the library has received $150. President Howdyshell requested an update in another three months. D3. Intemet Update: Oral report by Robert Karatsu, Principal Librarian Robert Karatsu, Principal Librarian, stated that in about two weeks we are going to be "live" on the Internet. Staff asked that the Boardmembers send bios in to him to go along with all of your pictures on the Internet. Library Board Minutes January 4, 1996 Page 4 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock asked as an item to request the City Council to issue a Proclamation to the Friends of the Library thanking them for all of their support and work that they have done on behalf of the Library. E2. Deborah Clark, Library Manager, stated that there will be something on Intemet Policies and also something on Gift Policy. F. COMMUNICATIONS FROM THE PUBLIC None were received G. ADJOURNMENT MOTION: Moved by Boardmcmbcr Muna-Landa, seconded by Boardmembcr Gregory to adjourn to February 1, 1996 at 7:00 p.m. Motion can%d, 5-0. The meeting adjourned at 7:34 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: February 1, 1996 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, February 1, 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 7:00 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies, Gregory, Muna-Landa and Swistock. Also present were: Paul and Diane Williams, Friends of the Library, Jerry Fulwood, Deputy City Manager, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: January 4, 1996 MOTION: Moved by Boardmember Muna-Landa, seconded by Boardmember Gregory. Motion carried 5-0. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral report on the library. This was the first month that the Literacy Center opened, the first month that staff trained our new Literacy tutors and the first month that Robert Karatsu began designing an Internet system for the City. Thanks to programming money supplied by the Friends of the Library, the Children's Division offered the Chinese Dragon program for the second time. Deborah Clark, Library Manager, stated that, thanks to Friends' funds, two programs have been planned for African-American month in February and staff has booked a very special program about Laura Ingalls Wilder for the whole family to celebrate during National Library Week in April. In addition, an order for $10,000 in childreffs curriculum support has been sent as well as $6,000 encumbered to premiere a Best Seller Rental Book collection for National Library Week. Library Board Minutes February 1, 1996 Page 2 The State Library has announced that the Library has been awarded the Local History Grant entitled, "Tales of the Westend, Words and Visions, A Vintage of Upland and Cucamonga." Staff has hired the final employee to support the Literacy team, Lori Irwin. Deborah Clark, Library Manager, stated that staffhas heard from the State Library and we will be receiving a check for approximately $2,100 for the program called Direct Loan. The Direct Loan program is conducted by the State and measures non-resident use for every public library in the State. C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed C1 Schedules 1, A and B and C2, Schedule C with the Board. C3. Approval to allow patrons classified as "Teachers" to also apply for a general card for borrowing under the standard patron classification: presented by Renee Tobin, Children's Supervisor. Renee Tobin, Children's Supervisor, stated teachers who come into the Library would like to be able to have two library cards to check-out books. One, being a personal loan card which would have all the same borrowing privileges as any other borrower with the same two week restriction, and a second card, under a Teacher Classification which would allow them to have a four week loan and still be limited to ten items. Currently, they are allowed the Teacher Classification as their only card. MOTION: Moved by Boardmember Muna-Landa to approve, seconded by Boardmember Davies. Motion carried 5-0. C4. Approval of Gift Policy: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the Girl Policy with the Board. As with all the policies, this was based on the American Library Association Manual of Standard Policies for Libraries. Boardmember Muna-Landa stated that our Selection Policy plays a role in this, correct? Deborah Clark, Library Manager, verified that statement, but added that the Gift Policy also applies to cash. President Howdyshell asked, would the accounting for gifts be separate from the budget report that we normally see? Library Board Minutes February 1, 1996 Page 3 Deborah Clark, Library Manager, stated that currently staff has put in the budget a $5,000 amount for donations anticipated to be received. When the Friends give a cash donation, staff has to first put that in the account by depositing it in Revenue. Then staff has to go before Council and encumber those funds as part of the operations budget. But the money does not just go into a revenue account without being added to an expenditure account. MOTION: Moved by Boardmember Davies to approve, seconded by President Howdyshell. Motion carried 5-0. C5. Internet Update: oral report, presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated that as of tomorrow we should be up online. The world wide WEB address is http://www.repl.lib.ca.us. D. BOARD BUSINESS D1. Report on the Friends Bookstore: quarterly report provided by President Paul Williams. Paul Williams, President of the Friends of the Library, stated that he wanted to thank the Board for scheduling the Board meeting on the first anniversary date of the Friends of the Library Bookstore. He then presented the Board with a check for $10,000. Paul then reviewed handouts with the Board on a one year summary of the Bookstore. President Howdyshell stated that on behalf of the Board and the Library Staff, Boardmember Gregory will read a letter. Boardmember Gregory proceeded to read a letter thanking the Friends of the Library. D2. Recognition for the Friends of the Library for their outstanding record of achievement in their first year of operation of the Bookstore. Requested by Boardmember Swistock. Boardmember Swistock stated that he would like the Board to see if the Council would give an official city proclamation to the Friends congratulating them on their first year anniversary and thanking them for all the wonderful things just read. MOTION: Moved by Boardmember Swistock to approve, seconded by President Howdyshell. Motion carried 5-0. Library Board Minutes February 1, 1996 Page 4 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Gregory asked staff for the plans for National Library Week in April. E2. Boardmember Swistock would like to talk about the Fundraising Task Force. Two sub- items, 1) the status on the telethon idea and 2) some samples of what the donor wall might look like. F. COMMUNICATIONS FROM THE PUBLIC F 1. Request from Tony Villegas that the Board of Library Trustees request the Friends of the Library to establish a policy to restrict Playboy magazine and other similar titles from being sold, auctioned or displayed in the Library Bookstore. Jacqueline Bolda of 11849 Mt. Gunnison Court of Rancho Cucamonga, stated that Tony was unable to be here tonight due to a death in the family. Jacqueline Bolda presented a petition from the citizens of Rancho Cucamonga asking that the Board set a policy to not accept donations from the sale of Playboy, Penthouse or other related titles stating, "We feel that the sale of these magazines to raise money for children and other programs is sending the absolute wrong message to our children and to the citizens. I think that the Board would agree with this. I understand that a verbal agreement has been made with the Friends of the Library, but tonight we ask the Board to set a policy so that this issue will never have to be re-visited when Boards change and people forget. Again, I want to express to you the pride the citizens have in their Library and to applaud the Board and the staff for this great accomplishment." Boardmember Muna-Landa requested to see the petitions. Boardmember Swistock asked Jacqueline Bolda if she had approached the Friends of the Library with this request. Jacqueline Bolda stated that she had spoke with Diane Williams on the phone. Boardmember Swistock stated his concern, that he is hesitant for this Board of Directors to set policy for the Friends of the Library stating, "In my mind, the Friends are an autonomous group. They are extremely focused on what they do and what they do, they do very, very well. When the President of that organization appeared before this Board last December, he stated that they were never going to do that again. I know you understand that. Once again my concern is to have this Board to start dictating or setting policy for the Friends. That's a role I am not at all comfortable in as a Boardmember." Library Board Minutes February 1, 1996 Page 5 Jacqueline Bolda stated, that they are not asking that the Board do this just for the Friends of Library, but for anybody who is going to donate monies to the City Library. Boardmember Swistock stated that policy the Board just passed addressed those concerns and gives us the right to do that. Boardmember Muna-Landa stated that she would like to know the thoughts of other Boardmembers in terms of establishing a general policy for the Bookstore created by the Friends and passed through the Board of Trustees for approval. Boardmember Gregory asked Boardemember Muna-Landa, if she was talking about the Girl Policy for the Friends already established. Boardmember Muna-Landa stated that she favored the staffs recommendation be for the Friends to consider adopting a policy with the assistance of the Library Manager, so that the Friends would be dictating what would come into their Bookstore as opposed to the Library Board telling them. She stated, "I view the relationship between the Friends and the Board as sort of like a tenant and landlord relationship. My concern is that it's inappropriate for us as a landlord to tell a tenant how to live their particular life, that's the same sort of issue I would like to avoid. By doing this, we place the power within the hands of the Friends of the Library." Boardmember Gregory asked Boardmember Muna-Landa if she wanted them to come up with their own policy? Boardmember Mtma-Landa stated, yes. Boardmember Davies stated the suggestion of the general policy being made by the Bookstore with the assistance of the Library Manager being the right road for us to travel. She agreed with the statement of not having the landlord tell the tenant how that tenant should live and work. Deborah Clark, Library Manager, stated if we do move in this direction, she would work with the Friends of the Library as staff liaison to create a policy which would include a way to handle the public's concerns. Part of the policy would establish a review committee consisting of Friends, a member of staff and maybe even a member of the Board of Trustees. Staff would like to create a policy that protects the library, that protects free speech, that addresses the public's right to have concems about materials held within their library and keeps the Friends and the Board on the same team and supportive of the public. To staff, the best way to approach that, would be in working with the Friends to develop this kind of policy, not a display policy, but a policy dealing with how we handle public concems. Library Board Minutes February 1, 1996 Page 6 President Howdyshell stated that since Ms. Bolda is here, he asked, "Is that a direction that would satisfy the concerns of the people that you are representing?" Jacqueline Bolda stated the following, "our biggest concern, the biggest shock to the citizens was that on city property, Playboy magazine was being auctioned. That is just shocking. Our city has established an adult bookstore ordinance. Where there is only very remote areas where an adult bookstore could open up, but yet, it is being allowed to happen on city property. This is not an attack on the Friends, it is an issue that people in this city don't want to see Playboy magazine, Penthouse--we made it very specific so there would not be an issue with censorship. The sale of these magazines in anyway not to be used to finance programs. This is not just Friends of the Library. If the Women Club of Rancho Cucamonga sells Playboy magazines or Penthouse magazines, I don't want to see the Board accepting money from them either. It's not Friends of the Library, it's a blanket, that we are not going to accept donations from the sale of these magazines." Boardmember Gregory stated, "I don't know that we can monitor all the gifts or the cash that we receive, where people earn this money from. We don't have any idea where a lot of the cash donations originates from." Jacqueline Bolda requested that the Board state that they not knowingly accept donations? President Howdyshell noted that according to the agenda item, the request just states the Library Bookstore. Jacqueline Bolda asked if this issue could be placed on the next month's Board Agenda as read in her petition? Wendy Vallette of 11116 Amarillo Street of Rancho Cucamonga rose to speak and stated, "What Ms. Bolda is talking about here tonight is the philosophical issue of the sale of Playboy and the auction taking place on city property. The residents founded the Library based on the needs of the children in the community and providing these needs to the children. Community members were concemed because they want to see this policy set to keep the same philosophical tone and values of the community." Paul Williams of 7251 Amethyst Street of Rancho Cucamonga, stated that he had no problem with a letter of agreement saying that the Friends would never sell them (Playboy Magazines) again. Mr. Williams concluded by presenting a donation of $235 to the Library. Boardmember Gregory stated that in setting up a committee regarding a policy with the Friends, would that need to be in a motion or is that just a suggestion? Library Board Minutes February 1, 1996 Page 7 Deborah Clark, Library Manager, stated that staffwould need to be directed to follow up on a policy and staff would work with the Friends on it. Boardmember Gregory asked if that was something the rest of the Board would like? President Howdyshell stated that would be O.K. with him, but his concern still rests with the suggestion that the Board needs to investigate where money comes from. "If a local newsstand donates $1,000 to get their name on the donor wall and they happen to sell magazines that fit into this category, this (petition) tells me that we should have a policy that should restrict that. I don't feel comfortable with that, not with the financial future that we are looking at." Deborah Clark, Library Manager, stated "That if Ms. Bolda is looking for a sweeping policy restricting donations from any group involved in distributing "pornography" the item would have to be agendized again." She also stated, "Any resident has the right to put anything on the agenda." Boardmember Swistock stated that the Board could direct staff to work with developing a conflict resolution policy with the Friends. President Howdyshell stated, "We agree that it is good to develop this complaint policy, conflict resolution, censorship whatever you want to call it. We want the Friends input because it would apply to the Friends Bookstore, one policy that would cover us both." Jerry Fulwood, Deputy City Manager stated, "That the items requested were placed under Communications from the Public, but the description was general enough to allow the Board to make a decision to determine policy." He further stated, "The other issue is that you did have a conversation previously about a Gift Policy. Now if you feel that this issue ties into the Gift Policy issue, you can always open that back up and deal with it in that manner. But you can make decisions on any of the two items on agenda this evening, you don't have to wait. That is your decision." Wendy Vallette stated, "The focus again is not mainly on the donation of the money and where the money came from. The focus, to state it firmly, is on the issue ora policy matter. Does this Board believe the policy should be set. I believe that individual residents like Jackie Bolda have the right to come forward as concerned residents when they have issues of concern." She presented checks that Ms. Bolda had collected from her petition. The total amount of the checks is $235. President Howdyshell asked for a motion. Boardmember Swistock stated, "We are going to treat them as two different items, correct? I am not at all comfortable in this Board telling the Friends of the Library what they can or cannot display. Ultimately, we have a responsibility to the Library and the Friends also, through their efforts to support the library. What I am faced with, is what is the public's best interest. My feeling is that Library Board Minutes February 1, 1996 Page 8 the public's best interest, is not in anyway to limit what the Friends can or cannot do in their Bookstore. If we don't like what they do in their Bookstore, we have the option of not renewing their lease. I do not personally want this Board to get involved with any policy or operation of the Friends of the Library." MOTION: Boardmember Muna-Landa stated, "I move to deny the request from Tony Villegas that the Board of Library Trustees request the Friends of the Library to establish policy to restrict the Playboy magazine and other similar titles from being sold, auctioned or displayed in the Library Bookstore and I make that motion with the understanding and the confidence that the Friends of the Library will continue to honor their commitment that they will not carry Playboy magazine. I have that personal assurance and I believe the other Boardmembers do as well." Seconded by President Howdyshell. Motion carried 5-0. F2. Request from Tony Villegas that the Board of Library Trustees not accept funds received from the auction of Playboy magazine. President Howdyshell stated, "This is history and I don't feel like going back through and trying to find $235. Plus, Mr. Williams has already given another check, a personal check to cover that anlount? MOTION: President Howdyshell moved to deny this request, seconded by Boardmember Davies. Motion carried 5-0. Boardmember Swistock stated that Barnes & Noble will be opening their bookstore later this month. They will be having a sneak preview and he asked them to include all of our names on the invitation to that. G. ADJOURNMENT MOTION: Moved by Boardmember Gregory, seconded by President Howdyshell to adjourn to March 7, 1996 at 7:00 p.m. Motion carried, 5-0. The meeting adjourned at 8:00 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: March 7, 1996 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meetine A. CALL TO ORDER The regular meeting of the Library Board of Trnstees was held on Thursday, March 7, 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 7:00 p.m. and the pledge of allegiance was led by Boardmember Swistock. Present were Boardmembers Davies and Gregory. Also present were: Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of minutes: February 1, 1996 B2. Approval of Grant Concept: African American materials mini-grant. B3. Approval of participation in Local History Materials grant award. MOTION: Moved by Boardmember Davies, seconded by Boardmember Gregory. Motion carried unanimously, 3-0-2 (Howdyshell and Muna-Landa absent). C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report: oral report presented by Robert Karatsu, Principal Librarian and Renee Tobin, Children's Services Supervisor. Deborah Clark, Library Manager, stated that in Robert Karatasu's absence, she will be making his reports. Robert is trying to bring up the faltering computer system which has been down for the four days. Staff is working with Bob Dominguez, Department Head for Administrative Services to resolve this problem. The long range goal is to move the system from City Hall to the Library. The short range goal is for two computers to be hooked-up via modem to the City Hall's network to get reference information. During this period, we are unable to collect for f'mes. Staff is able to collect on fees for the videos, audio books and cd's. Library Board Minutes - March 7, 1996 Page 2 Renee Tobin, Children's Services Supervisor, stated that two special programs were held in February on Saturdays for African American History month. Sheila Marchbanks presented one on February 17 of AfiScan American Folk Tales and music. Garrett Davis a local horseman presented a program on the 24th with all of his cowboy gear and his horse, Bow. He talked with the children about life in the old west and demonstrated some of the skills he uses in rodeo. Registration for April and May storytimes was held last Wednesday and the two Wednesday morning sessions filled within two hours. There is still room in the Saturday session. Staff is still offering the drop-in storytime on Fridays. Deborah Clark, Library Manager, stated the volunteer who conducts the interviews for potential adult learners in the Literacy program reports he met with sixteen new students during the month of February. There is currently fifteen tutor and student teams meeting in the library. There are ten adult learners waiting for tutors. There are thirty potential tutors on the mailing list for tutor training information and staffis scheduled to have another one in May. C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed C2 Schedule A with the Board. Because of the system being down, staff will provide Schedule B in the Newsletter. C3. Report on Budget process for 1996-97: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the budget process with the Board. C4. Intemet Update: oral report presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that the Home Page is operational now. Congratulations to Robert Karatsu and Jim Corwin for their work on the creation of the Home Page. C5. Approval to allow the libra~ to close Friday, April 26th to allow staff to conduct an in-house training seminar for all Library staff members on accessing the Interact for public information service. Presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, states that staffrequests one day each year that can be targeted as a major training event for all library staff(full and part time). This year, the training will be on the Intemet. Staff is also looking for advanced training on word processing, the equivalent of desk top publishing. The City is willing to fund this training and will allow staff to use the City training facility if staffuses this on a Friday. Library Board Minutes March 7, 1996 Page 3 Boardmember Swistock requested that in future years that stafftry to do the training in a "slower" month. MOTION: Moved by Boardmember Gregory, seconded by Boardmember Davies. Moti°n carried unanimously, 3-0-2 (Howdyshell and Muna-Landa absent). C6. Approval of policy and procedure for circulation of Deposit Books. Presented by Robert Karatsu, Principal Librarian. Deborah Clark, Library Manager, stated that staff opened the Library without a Deposit Book collection. Out of twenty-six items, sixteen disappeared after a six-month period. At that point, staff came to the Board with a policy on Deposit Books. What the Board did not view were the procedures as required by Finance. The Finance Department requires that any check received be immediately cashed and deposited. So when patrons give the library a "deposit," whether it is cash or check, the check is deposited fight away. The patron raising the objection is use to using the Ontario Library where their policy is to keep the check and when the book is returned, the check is returned back to the patron--they never cash the check. Deborah Clark, Library Manager, recommended our current policy remain in place, but that she be directed to talk again with the Finance Department about credit card access to services of the Library. MOTION: Moved by Boardmember Davies approval of the policy and procedures for Deposit Book collection, seconded by Boardmember Gregory. Motion carried unanimously, 3-0-2 (Howdyshell and Muna-Landa absent). Boardmember Davies asked staff to speak with the Finance Department in applying Master Card, VISA charge type of option for patrons using the Library. C7. Status of Planning Process: oral report presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that City Administration has asked the Library to proceed with the process, gather information over the next few months and have a measuremem study of what we are doing and what we are fulfilling. Staffwill have something for the Board on this at the next meeting. C8. Status of Creation of Policy for Friends of the Library: oral report presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that staff is currently working with the President of the Friends who has given staffthe policies they have so far. Staffwill have something for the Board on this at the next meeting. Library Board Minutes March 7, 1996 Page 4 D. BOARD BUSINESS DI. Report on the National Library Week events planned: oral report by Renee Tobin, Children's Services Supervisor. Renee Tobin, Children's Services Supervisor, stated that during National Library Week, which is April 14 through the 20th, staff has planned events on five out of the seven days, starting with a Tuesday evening program on job searching that Literacy is planning. On Wednesday, there will be the storytimes as usual. Thursday evening a program is planned featuring Judith Helton, an actress who will come and portray Laura Ingalls Wilder. On Friday, Robert Karatsu will conduct an Intemet Program. There will be a book fair fi:om 10:00 a.m. to 4:00 p.m. by Mrs. Nelson's Bookstore in La Veme. In the afternoon, from 2:00 to 4:00 p.m. staffis inviting local celebrities to be readers at a "Read-in." D2. Report on the Fundraising Task Force: Requested by Boardmember Swistock. Update on Telethon: oral report by Boardmember Swistock. Update on the donor wall: oral report by Library Manager. Boardmember Swistock stated that the Task Force decided that the rest of the Boardmembers need to be involved with one of the areas that have been identified as potential fundraising activities. This will be brought to the next board meeting for all of the Boardmembers. Boardmember Swistock stated he will stay involved with the Telethon. The event will probably be at City Hall. The technical issue to overcome is trying to find what can do for video equipment. The telethon is being planned for sometime in November. Deborah Clark, Library Manager, stated that there needs to be a separate committee to work on the Donor Wall to revicw potential bids that might come. Also, if there might be a Boardmember who would want to work on "special events" type of program. Boardmember Davies asked about a Quakes Night dedicated to the Library and where we would sell tickets at a profit for the Library. She asked staffto find out the name of the contact at City Hall for the Quakes and she would be happy to start some preliminary information on it Deborah Clark, Library Manager, stated she would get the contact name to Boardmember Davies. Library Board Minutes March 7, 1996 Page 5 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Davies stated she would have a report on the Quakes option for fundraising. E2. Boardmember Swistock would like to have a discussion with the Board on approaching the City Council about a joint meeting. F. COMMUNICATIONS FROM THE PUBLIC None were received. G. ADJOURNMENT MOTION: Moved by Boardmember Davies, seconded by Boardmember Gregory to adjourn to April 4, 1996 at 7:00 p.m. Motion carried unanimously, 3-0-2 (Howdyshell and Muna-Landa absem). The meeting adjourned at 8:00 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: April 4, 1996 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, April 4, 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 7:00 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Muna-Landa and Swistock. Also present were: Robert Karatsu, Principal Librarian and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B 1. Approval of minutes: March 7, 1996 (Howdyshell and Muna-Landa absent) B2. Approval of Literacy Program Participant Loan Policy. B3. Approval of Reserve Policy. MOTION: Moved by Boardmember Swistock, seconded by President Howdyshell. Motion carried unanimously, 3-0-2 (Davies and Gregory absent) with Howdyshell and Muna-Landa abstaining from the minutes of March 7, 1996. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report: oral report presented by Robert Karatsu, Principal Librarian and Renee Tobin, Children's Librarian. Robert Karatsu, Principal Librarian, stated that March was busy. The popular books this month were books about medicine. Deborah Clark, Library Manager, stated that March was busy for the children's staff. They were busy planning and preparing the last minute details for the many programs that will be coming up for National Library Week. Also Linda Janeck, Central School's Library Technician, is one of children's most faithful and talented volunteer storyreaders on our Friday sessions. Thank you, Linda, for all of your time and work! Library Board Minutes April 4, 1996 Page 2 Deborah Clark, Library Manager, stated that Literacy has nineteen matched teams. Literacy staff processed and put on the shelf 603 Literacy items in the last couple of months. There have been thirty-one walk-ins who are potential learners that will be assessed for their reading skill levels. C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed C1 Schedule A and the RDA account with the Board. Boardmember Davies arrived. Boardmember Muna-Landa requested that staff report on how much RDA money is left over for the Library project and for the facility account. C3. Approval of Library Plan of Service for 1996/97 consideration of prioritizing of major goals: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that the Board has before them five major goals. The question to the Board is, do you approve of the goals and do you wish to prioritize them. Boardmember Davies stated that in reviewing the Goals and in prioritizing them, "I think it might be helpful for us to have a study session as Boardmembers and get together and discuss the goals in a more open forum, perhaps as a Saturday morning or a Sunday afternoon." Boardmember Muna-Landa stated that perhaps the Board might pole each other and see if an agreement can be reached. The Board discussed the priorities and agreed to the following: Goal,# 1: Provide Skilled, Efficient and Friendly Services at Every Public Service Desk Goal #2: Support the Four Service Roles Selected by the Board of Library Trustees Support Formal Education Programs Provide Library Services to Community Youth of All Ages Promote Information Services to the Business Community Facilitate Self Education for All Residents Goal #3: Search Out Alternative Approaches to Funding Goal #4: Initiate State of the Art Service Using New Technology in a Cost Effective Manner Library Board Minutes April 4, 1996 Page 3 Goal #5: Plan for Future Growth and Development MOTION: Moved by Boardmember Swistock to accept the five goals for the Plan of Service, seconded by President Howdyshell. Motion carded unanimously, 4-0-1 (Gregory absent). MOTION: Moved by Boardmember Swistock to accept the five goals listed as prioritized by the Board, seconded by Boardmember Muna-Landa. Motion carried unanimously, 4-0-1 (Gregory absent). C4. Approval of Library Budget for 1996/97: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the Budget meet'rog with the City Manager and Finance with the Board. MOTION: Moved by Boardmember Davies, seconded by President Howdyshell. Motion carried unanimously, 4-0-1 (Gregory absent). C5. Update on Automation System: oral report presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, reviewed the problem staff had with the computer system a month ago. The end result was a small piece of faulty cable which linked GTE with the City. A recommendation from staff which was agreed by the staff at city hall, is to move the Library's computer into the Library. The cost will be approximately $4,000 to move the system. C6. Report on the Public Library Association Conference, Portland Oregon: oral report by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, reviewed his trip with the Board. C7. Update on Literacy Center Funding Request for Community Development Block Grant: by Gina Gregory, Boardmember. Deborah Clark, Library Manager, stated that the Library is still being considered for funding of the Literacy Center. President Howdyshell asked what is the composition of the tutors. "Are most of them working professionals, non-working or teachers?" Deborah Clark, Library Manager, stated that she could only base this on her past experience. Two thirds are retired and about one third are still in the work force just volunteering their time. Library Board Minutes April 4, 1996 Page 4 IC8. Approval of Parking Lot Circulation Plan. Presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed Engineering's recommendations for the Library's parking lot on a site map with the Board. There would be no cost, this would be provided by the Engineering Department. MOTION: Moved by Boardmember Davies, seconded by President Howdyshell. Motion carried unanimously, 4-0-1 (Gregory absent). D. BOARD BUSINESS D1. Report on Status of Current Fund Raising processes and Appointment of Boardmembers to selected committees. Boardmember Davies stated that she volunteered to contact the Quakes to see about a fundraising program to be put together with them. "I sent a letter to Patty Geye, Director of Marketing and Community Relations and she also sits on the Commtmity Foundation Board. I followed up a week later with a phone call. She is currently overwhelmed with requests for fundraisers. Unfortunately, I have nothing to report other than we have made contact. They have a written notice from us that we are interested in working in with them and discussing opportunities for fundraising. With the season beginning, our chances for this year are not realistic. But, I think with the Community Foundation that perhaps they will consider us for next year. I will have another report for thc Board next month." Deborah Clark, Library Manger, stated that staff has seen a modest but, consistent number of checks for the Bucks for Books Campaign. We have received $1,113. Staff did manage to get the Library programs and information into every household in the city. Staff recommends that we do it again next year for National Library Week in April. The Campaign will continue through April. Robert Karatsu, Principal Librarian, stated that staff is looking at having another Intemet Program for the Business Friends and also, concentrating on the next newsletter with the Intemet. Deborah Clark, Library Manger, stated staff needs a couple of Boardmembers to spend some time working on the Foundation and selecting the potential members on the Foundation. The City Council appointed Rex Gutierrez and Paul Biane to serve on the Foundation Selection Committee along with two members of the Board of Trustees. Also, to have them review the Bylaws. President Howdyshell asked for volunteers. Library Board Minutes April 4, 1996 Page 5 Boardmember Swistock stated he would volunteer. He also stated that the Telethon would involve all Boardmembers to work if the Board approves the fundraiser. President Howdyshell stated he would volunteer to serve on the Foundation Committee. Boardmember Muna-Landa volunteered to be on the Donor Wall. Deborah Clark, Library Manger, stated that the first item on the committee for the Donor Wall business is to establish a budget. Boardmember Davies also volunteered to be on the committee for the Donor Wall. Boardmember Swistock stated he will be coming to the Board next month with an agenda item asking the Board if they want to decide whether or not if the Board wants to proceed with the Telethon. "Whenever, the Fundraising Task Fome met, we had in our minds we wanted to be able to raise $50,000. The only item we could come up with that would raise that type of money would be a telethon. Marks Cablevision has agreed to participate. The telephone and the video services are taken care of. So if this proceeds, it will be six months from May. Bill Anthony who owns the Daily Planet, publishes the Inland Empire Business Journal and also does the local TV new station, would be the one I would recommend as the producer. He has come up with the strategy and plan that at least on paper would clear $50,000 for the Library. The key to his plan is that there is broad and deep community support for the telethon. We also need to get the PTA's and the City involved. If the Board would like, I will ask him to appear next month before the Board. What we need to do very quickly, is to decide if we want to do the telethon this year or not." President Howdyshell asked if Bill Anthony could make a presentation and let the Board know what we need to do and when, so we will know what we are committing to at that time. ID2. Consideration of Request to Council for Joint Meeting: presented by Boardmember Swistock. I Boardmember Swistock stated, "that we met with City Council last February or March in a special I session and discussed items of mutual interest. My thought is that it would appropriate to do that again. Two of the items I have would like to discuss with them, the parking and status of the RDA funding.' President Howdyshell stated he supported it. Deborah Clark, Library Manager, stated she would make the request. Library Board Minutes April 4, 1996 Page 6 D3. Report on CALTAC Meeting: oral report by Boardmembers Gregory and Davies. Boardmember Davies and Deborah Clark, Library Manager, gave an oral report on the CALTAC meeting. D4. Opportunity to participate in CLA's Legislative Day, April 30th in Sacramento: President Howdyshell to conduct. President Howdyshell read information on CLA Legislative Day. Deborah Clark, Library Manager, asked if there are two Boardmembers who would like to attend and have the experience of lobbying. Boardmember Muna-Landa stated she would be interested in attending. Boardmember Davies stated she would be interested in going. President Howdyshell asked staffto contact Boardmember Gregory to see if she would like to attend and draw lots to see who will attend. President Howdyshell stated he is also interested in attending. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Davies stated that in preparing a letter to the Superintendents from the Board and having the President sign the letter, she felt there might be confusion when she goes to speak at each of the school district meetings. Who is Rebecca, where does she relate'?. Who is Robert Howdyshell, how does he relate? After discussion with staff, a suggestion was made to have liaison titles that will assist. Deborah Clark, Library Manager, agreed to place on the next agenda. F. COMMUNICATIONS FROM TItE PUBLIC Robert Karatsu, Principal Librarian, invited the Board to the Intemet Class on Friday, April 26. Library Board Minutes April 4, 1996 Page 7 Robert Karatsu, Principal Librarian, read a letter from Paul Williams and presented a check for $10,000 to Deborah Clark, Library Manager. G. ADJOURNMENT MOTION: Moved by Boardmember Swistock, seconded by President Howdyshell to adjourn to May 2, 1996 at 7:00 p.m. Motion carded unanimously, 4-0-1 (Gregory absent). The meeting adjourned at 8:22 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: May 2, 1996 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, 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 Boardmember Swistock arrived at 7:03 p.m. C 1. Library status report: oral report presented by Robert Karatsu, 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 staff plans 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 of technology 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 carried 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 carried 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 from the City Hall to the Library. The approximate cost is $4500. The date just needs to be set. Library Board Minutes May 2, 1996 Page 3 1). BOARD BUSINESS D 1. Report on Status of Current Fund Raising processes. John Mannefino presented an oral report 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 try to set-up a meeting with her and Deborah Clark and report next month. Deborah Clark, Library Manager, stated that staff is still 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 be 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 carded 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 percent. 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 carried unanimously, 4-0-0-1 with Boardmember Davies abstaining. D5. Report on CLA Legislative Day. Oral 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 carried unanimously, 4-0-1 (Muna-Landa absent). Thc meeting adjourned at 8:08 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: June 6, 1996 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Adjourned Meeting 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 B 1. 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) Boardmember Swistock requested staff to talk with the City Council and Jack Lam, City Manager. Deborah Clark, Library Manager, stated staff would talk with the City Manager. Staff suggested 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 rules would be something the sub-committee would deal with first. 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 staffon 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. 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 staff on 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 Fotmdation. 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 from literacy instruction to Internet 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 framework and set-up milestones? 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) 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: June 6, 1996 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, June 6, 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 7:00 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies and Gregory. Also present were: Diane Williams, Friends of the Library, Deborah Clark, Library Manager, Renee Tobin Children's Services Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: May 2, 1996 B2. Approval of minutes: Adjourned Meeting, May 3, 1996 MOTION: Moved by Boardmember Gregory, seconded by Boardmember Davies. Motion carried unanimously, 3-0-2 (Muna-Landa and Swistock absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Boardmember Swistock arrived at 7:01 p.m. C 1. Library status report: oral report presented by Deborah Clark, Library Manager and Renee Tobin, Children's Services Supervisor. Deborah Clark, Library Manager, stated that May was a lighter month in terms of both business and special programs, but revenues were solid. Renee Tobin, Children's Services Supervisor, stated that staff is busy getting ready for the Summer Reading Program. The sign-ups will begin June 17. Once again this year, Wells Fargo is providing all of the materials. A total of 1600 signed-up last year and staffis estimating as many as 2000 this year. Staffhas recruited for teenage volunteers to assist with the program. This year it is a sununer camp theme. Starting July 11, a school aged (6-11) storytime will begin. Library Board Minutes June 6, 1996 Page 2 Deborah Clark, Library Manager, stated that a new bus program will be starting this summer. This was spearheaded by our Mayor Bill Alexander that will provide incentives and free rides to the children once a week who need to come to the Library by bus. Omnitrans is providing this program. President Howdyshell suggested a success story to be highlighted on the Telethon. C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed handouts, Schedule A and B with the Board. C3. Update on Literacy program and approval of Plan of Service Application for 1996/97. Presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that the Literacy Program does require that staff re-apply every year. The plan is a five year grant program, but they do ask that staff submit a Plan of Service. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Gregory. Motion carried unanimously, 4-0-1 (with Muna-Landa absent). C4. Recommended list of library closures due to Holidays for fiscal year 1996/97. MOTION: Moved by President Howdyshell, seconded by Boardmember Davies. Motion carried unanimously, 4-0-1 (with Muna-Landa absent). D. BOARD BUSINESS D1. Reports from Committees. Telethon by Staff and Boardmembers Deborah Clark, Library Manager, stated staff has received approixmately fifteen calls from the article that appeared in the Grapevine on the Telethon. Staff is working with Resource Services to be able to download information on disc which would give us all the license holders that do business in the city and the contact person. Staffhas talked with Boardmember Swistock about the same kind of list from the Chamber. Staff has finished compiling the celebrity list. Boardmember Swistock stated that Bill Anthony will be able to provide all the video hardware. OnTuesday afternoon, John Mannerino, Deborah Clark and he will be meeting with Bill Anthony to prepare a budget. Library Board Minutes June 6, 1996 Page 3 Planning Committee: by Boardmember Davies Boardmember Davies stated that Gina, Deborah and she met. One of the first plans is to survey our public to see what they feel we need to be doing. Once we receive those results, of course, we will share them with the Board and with the Council. Donor Wall: by President Howdyshell President Howdyshell stated that Laura, Deborah and he met last week. A budget of $5,000 was selected to be spent on the Donor Wall. A contest is to be held with the community for the design. The idea was to be able to make selections prior to the Telethon and have a public presentation during the Telethon along with some secondary awards for other designs. Quakes Event: by Boardmember Davies Boardmember Davies stated that she and Deborah Clark will be meeting with Patty Geye of the Quakes next week. She will be giving us 500 coupons which can be redeemed for any home game, a Terrace seat. Foundation Selection: by Library Manager Deborah Clark, Library Manager, staff will have approval of the procedure to select the Foundation members on the June 19 Council Agenda, and there will be a fifteen day window for people to apply. D2. Request by Boardmember Davies that the Board consider holding a minimum of two Board meetings per year on location at the Rancho Cucamonga Public Library. Presented by Boardmember Davies. Boardmember Davies stated she felt it would be beneficial for the Board to meet in the Library for several masons. "One, we would be at the location of the organization that we oversee, 2) it gives us the opportunity to again to visit the facility that we oversee, 3) I think that we would be more accessible to the public and perhaps more members of the public would attend." Parking was mentioned as a concern as well as noise disruption and impact on staff. President Howdyshell stated he would prefer being at the Library, but has reservations on the space at the facility. He stated he would like to see this in the long range planning to be able to set-up at the Library. Deborah Clark, Library Manager expressed concerns at having the regular meeting at the Library due to parking shortages and limited seating. Library Board Minutes June 6, 1996 Page 4 Boardmember Swistock stated that because of logistics, he hesitates to conduct Board business in the Library. However, he would support one or two special meetings -- "meet your Board" type of event. Deborah Clark, Library Manager, stated that we do have a special meeting coming up because it is not a regular meeting day on July 25. The Board could hold that meeting at the library to see how the set-up would be, the parking and how the routine meeting would go. MOTION: Moved by Boardmember Davies that for our July 25 special meeting to change location from Rancho Cucamonga City Hall to the Rancho Cucamonga Public Library, seconded by Presid&nt Howdyshell. Motion carded, 2-1-1-1 (with Muna-Landa absent). D3. Report from Boardmember Davies on her School District visits. Boardmember Davies gave an oral report to the Board on her school district visits. President Howdyshell requested copies of the school brochure to be sent to the Board. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock asked to have the Telethon issue on the next agenda. E2. Boardmember Swistock election of officers to be held on the first meeting after July 1. E3. President Howdyshell the Library as a location for Board meetings. F. COMMUNICATIONS FROM THE PUBLIC None were received. Library Board Minutes June 6, 1996 Page 5 G. ADJOURNMENT MOTION: Moved by Boardmember Swistock, seconded by President Howdyshell to adjourn to July 25, 1996 at 7:00 p.m. at the Rancho Cucamonga Public Library, 7368 Archibald Avenue, Rancho Cucamonga. Motion carried unanimously, 4-0-1 (with Muna-Landa absent). The meeting adjourned at 7:52 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: July 25, 1996 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Library Board of Trustees was held on Thursday, July 25, 1996, in the Storytime Room at the Rancho Cucamonga Public Library located at 7368 Archibald Avenue, Rancho Cucamonga, California. The meeting was called to order at 7:03 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies, Gregory, Muna- Landa and Swistock. Also present were: Patti and Diane Williams, Friends of the Library, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin Children's Services Supervisor and Vivian Garcia, Administrative Secretary. B. PRESENTATIONS/ANNOUNCEMENTS B 1. Administration of Oath of Office - Oaths of Office will be administered by Debbie Adams, City Clerk. Oath to be administered to: Rebecca Davies, reappointment to June 30, 2000. Gina Gregory, reappointment to June 30, 2000. Debbie Adams, City Clerk, preformed the oaths with Boardmembers Davies and Gregory. B2. Presentation of check for $10,000 from the Friends of the Rancho Cucamonga Public Library to the Library Board. Presented by Paul Williams. Sue Balchak and Dixie Langdon, Friends of the Rancho Cueamonga Public Library, presented a check for $10,000 to the Library Board. C. CONSENT CALENDAR C1. Approval of minutes: June 6, 1996 (Muna-Landa absent). ITEM REMOVED FOR DISCUSSION BY BOARDMEMBER DAVIES. Library Board Minutes July 25, 1996 Page 2 DISCUSSION OF ITEM Cl. Approval of minntes: June 6, 1996. Boardmember Davies requested change to reflect that Item E2 was requested by Boardmember Swistock, not Davies. MOTION: Moved by Boardmember Davies, seconded by Boardmember Swistock. Motion carried unanimously, 4-0-0-1 (Muna-Landa abstain). D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Library status report: oral report presented by Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian and Renee Tobin, Children's Services Supervisor. Renee Tobin, Children's Services Supervisor, stated that Summer Reading Program has over 1,750 children involved. End date is August 17. Around 600 hundred children are in the Read to Me program, 1100 children are reading on their own in Camp Read S'more and almost 100 teenagers are in the Totally Teen Reading Program. Staff could not have survived the Summer Reading Program without 25 volunteers that are working on it. Renee Tobin, Children's Services Supervisor stated that staff is offering four storytimes a week for children 3, 4 and 5 years old. Staff has started a weekly storytime for children who are 6 and older. Robert Karatsu, Principal Librarian, stated that the most popular books for June and July were cookbooks, computer and business. D2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the handouts and the budget with the Board. D3. Revisit of closures for Winter Holidays: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that last month the Board approved the list of Holiday closures. There was an error with an additional day, the day after Christmas, on the list. Staff recommends the removal of December 26, 1996. MOTION: Moved by Boardmember Muna-Landa the revised Holiday list, seconded by President Howdyshell. Motion carded unanimously, 5-0. Library Board Minutes July 25, 1996 Page 3 E. BOARD BUSINESS El. Election of Officers This is the time designated by the bylaws to elect Board Officers for 1996/97. The offices to fill are: President Vice President Boardmember Swistock nominated Bob Howdyshell for President. Boardmember Gregory stated that she felt that the Board has performed very well with both Bob and Laura in place and would like to see that continue. MOTION: Moved by Boardmember Swistock to nominate Robert Howdyshell as President, seconded by Boardmember Gregory. Motion carded, 5-0. MOTION: Moved by Boardmember Gregory to nominate Laura Muna-Landa as Vice President, seconded by President Howdyshell. Motion carded, 5-0. E2. Reports from Committees Telethon: by Staff and Boardmembers Telethon Executive Committee - Minutes for June 11 attached. Telethon Budget for review. Presented by Ede Swistock. Boardmember Swistock reviewed the budget with the Board, noting it would next be taken to Council. MOTION: Moved by President Howdyshell to approve the budget as presented, seconded by Boardmember Muna-Landa. Motion carded, 5-0. Amateur Acts Subcommittee - Minutes for July 3 attached. General Information and Application for review. Staff presenting. Deborah Clark, Library Manager, stated staff developed the applications for the Board's review. Two questions were brought up by staff on the Amateur Performer Application, Number 4, do we want to allow everyone to enter regardless of age or do we want to focus on youth participation and have these "young people" contests rather than, opening up to the whole world? The second question was, are city employees eligible to participate? Library Board Minutes July 25, 1996 Page 4 President Howdyshell stated that he did not know how attractive 2:00 a.m. would be for a young group to appear. Boardmember Swistock suggested since the Board will be meeting next week on the Telethon to hold over questions on the applications to that time. Boardmember Swistock stated he had a change on Number 7. "Remember there is a difference between votes and pledges. They have to bring in a minimum of $50 worth of pledges - that is just the amount of money people are giving them. The votes are after they perform. The votes are a separate concept, a separate source of revenue from the pledges. So the application should state pledges only." Live Auction Subcommittee - Minutes for July 18 attached. Presented by Laura Muna- Landa. Boardmember Muna-Landa reviewed the meeting with the Board. Contest Regulations - General Information and Application for review for Video contest and Donor Wall Design Contest. Staffpresenting. Deborah Clark, Library Manager, stated that the theme for the Donor Wall contest is another item for the meeting next Thursday. Deborah Clark, Library Manager, stated that the theme for the Video contest also needs to be decided. MOTION: Moved by President Howdyshell to continue the items concerning the Telethon to August 1, 1996 at 7:00 p.m. at the Library, seconded by Boardmember Gregory. Motion carried, 5-0. Robert Karatsu, Principal Librarian, introduced Karye Hood and James Corwin, Reference Librarians and Nina Cole, Children's Assistant and staff artist. Robert also stated that Jim was responsible for getting the Library in cyperspace. Planning Committee: oral report by Boardmember Gregory (minutes attached). Boardmember Gregory presented an oral report on the meeting to the Board, reflecting action taken. President Howdyshell stated that we may want to survey patrons annually. Library Board Minutes July 25, 1996 Page 5 Foundation Selection: oral report by Library Manager. Deborah Clark, Library Manager, stated that we are still in the process of recruiting for our Foundation Boardmembers. They number seven. The second closing is August 15. E3. Evaluation of success of Library meeting location and direction to the staff as to the location of future meetings. Boardmember Muna-Landa stated she would like to see the Board meeting at the Library twice a year. Boardmember Swistock stated he would like to meet at the Library twice a year, but he does have concerns as far as logisitics. Boardmember Davies stated that twice a year would be right on target. Boardmember Gregory stated that an on-site meeting would be helpful every six months; a summer meeting and one in December. MOTION: Moved by Boardmember Muna-Landa to have the Library Board meetings at the Rancho Cucamonga Public Library in summer and winter and the other meetings at City Council Chambers, seconded by Boardmember Gregory. Motion carried, 5-0. F. IDENTIFICATION OF ITEMS FOR NEXT MEETING F I. Boardmember Swistock asked to have the Telethon issue on the next agenda. F2. Boardmember Swistock asked for an update on the joint meeting with the Library Board and City Council. F3. President Howdyshell asked for an update on the credit card. F4. President Howdyshell asked for an update on collections, just some numbers. F5. Boardmember Gregory asked for an update from Loft Hopkins on the Literacy program. F6. President Howdyshell asked for an update on the CDBG construction project. Library Board Minutes July 25, 1996 Page 6 G. COMMUNICATIONS FROM THE PUBLIC Diane Williams stated, "that since the Library Board meeting was advertised in the foyer all week, I would have to say that this speaks well of what you are doing that you do not have public here. They would have taken advantage of this if they had complaints." Paul Williams stated, "I am very pleased at how well the Board has stayed intact. The staffyou have is exceptional and benefits the community. I feel we have all been blessed and that you have really formed a good team. I hope it continues." H. ADJOURNMENT MOTION: Moved by Boardmember Muna-Landa, seconded by President Howdyshell to adjourn to August 1, 1996 at 7:00 p.m. at the Rancho Cucamonga Public Library, 7368 Archibald Avenue, Rancho Cucamonga. Motion carried unanimously, 5-0. The meeting adjourned at 8:55 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: September 5, 1996 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, August 1, 1996, in the Storytime Room at the Rancho Cucamonga Public Library located at 7368 Archibald Avenue, Rancho Cucamonga, California. The meeting was called to order at 7:04 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Gregory and Swistock. Also present were: Paul and Diane Williams, Friends of the Library, John Mannerino, Community Foundation, Deborah Clark, Library Manager, Renee Tobin Children's Services Supervisor and Vivian Garcia, Administrative Secretary. B. BOARD BUSINESS B 1. Reports fi.om Commfftees TELETHON TIME LINE REMOVED FOR DISCUSSION BY PRESIDENT HOWDYSHELL. MOTION: Moved by President Howdyshell, seconded by Boardmember Swistock. Motion carried unanimously, 3-0-2 (with Davies and Muna-Landa absent). DISCUSSION OF ITEM B1. Telethon Time line. Deborah Clark, Library Manager, stated that there will be major tasks to be completed with the time frame by the November 15 date. She reviewed the Telethon time line staffreport with the Board. Boardmember Muna-Landa arrived at 7:05 p.m. Deborah Clark, Library Manager, stated staffhas not yet received the tax exemption fi.om the State and there is a waiting period of sixty working days. The City is currently recruiting for the Library Foundation Boardmembers and will not close the second application period until August 15. The City has not moved forward on credit card availability due to the department head over Administrative Services leaving and the position not being filled at this time. Because of these time restraints, staff is requesting the Board to change to an April, 1997, date to fit in with the National Library Week. Boardmember Davies arrived at 7:10 p.m. Library Board Minutes August1, 1996 Page 2 John Mannerino stated that this date is fine with him. He stated that the credit card is absolutely necessary for us to be able to take donations. He stated that the Board needs to check with Bill Anthony first to see if he is available in April. Boardmember Swistock stated that April and National Library Week would tie in well with the Telethon. What is the date for National Library Week? Renee Tobin, Children's Supervisor, stated the date is April 13-19, 1997. Boardmember Davies asked what date is Easter? Renee Tobin, Children's Supervisor, stated the date for Easter is March 30, 1997. MOTION: Moved by Boardmember Muna-Landa to reschedule the Telethon to April from the November date for National Library Week contingent upon asking Bill Anthony if he is available at that time, seconded by Boardmember Gregory. Motion carded unanimously, 5-0. MOTION: Moved by Boardmember Swistock that staff be directed to investigate the credit card issue, seconded by Boardmember Davies. Motion carded unanimously, 5-0. Telethon: By Staff and Boardmembers Issues to finalize regarding telethon: Name for telethon Time and length of telethon Review of time-line for planning and implementation of telethon How many hours we wish to televise Program content of the telethon Discussion of the use of credit cards for all votes and pledges Dollar amount for sponsorships from Business Deborah Clark, Library Manager, asked John Mannerino about the length of the Telethon. John Mannerino stated that the Telethon would start Friday at 12:00 noon and go for thirty hours until 6:00 p.m. on Saturday. MOTION: Moved by Boardmember Davies for the Library Board to meet on Monday, August 12 at 7:00 p.m. at the Library to discuss the theme for the Telethon, seconded by Boardmember Swistock. Motion carried unanimously, 5-0. Library Board Minutes August 1, 1996 Page 3 Deborah Clark, Library Manager, asked John Mannerino about the theme for the video contest. John Mannerino stated he thought "funniest home video" might be an interesting theme. Deborah Clark, Library Manager, stated that the Donor Wall Design Contest deadline will be in January. Boardmember Swistock asked when will Staff and the Board go to Council, before or after November? Deborah Clark, Library Manager, stated that after the theme is decided, the report will go to the Cable sub-committee, first and then to Council. C. IDENTIFICATION OF ITEMS FOR NEXT MEETING None were received. D. COMMUNICATIONS FROM THE PUBLIC None were received. E. ADJOURNMENT MOTION: Moved by President Howdyshcll to adjourn to Monday, August 12 at 7:00 p.m. at the Rancho Cucamonga Public Library, 7368 Archibald Avenue, Rancho Cucamonga for a meeting on the theme for thc Telethon, seconded by Boardmcmbcr Swistock. Motion carried unanimously, $-0. Thc meeting adjourned at 7:50 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: September 5, 1996 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES A4ioumed Meeting A. CALL TO OR1)ER An adjourned meeting of the Library Board of Trustees was scheduled for Monday, August 12, 1996, at 7:00 p.m. in the Story time Room of the Rancho Cucarnonga Public Library, located at 7368 Archibald Avenue, Rancho Cucamonga, California. The meeting was canceled due to lack of need to the meeting after the adoption by the American Library Association of the Theme "Kids Connect at the Library" for National Library Week in 1997. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: September 5, 1996 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, September 5, 1996, in the Council Chambers of the City of Rancho Cucamonga located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:00 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies, Gregory and Swistock. Also present were: Deborah Clark, Library Manager, Renee Tobin Children's Services Supervisor, Rosie Manela, Literacy Assistant and Vivian Garcia, Administrative Secretary. B. BOARD BUSINESS B1. Approval of Minutes: July 25, 1996 REMOVED FOR DISCUSSION BY STAFF. B2. Approval of Minutes: August 1, 1996. B3. Approval of Minutes: August 12, 1996. B4. Approval of Emergency Procedures Policy for Power Failure. B5. Approval of Shelving Expansion: Phase I. B6. Approval of Amendments to the Bylaws for the Foundation Board. B7. Approval of CALTAC Award Nominees. MOTION: Moved by Boardmember Swistock to approve the consent calendar, seconded by President Howdyshell. Motion carried unanimously, 4-0-1 (with Muna-Landa absent). DISCUSSION OF ITEM B1. July 25, 1996, minutes. Deborah Clark, Library Manager, stated that corrected minutes for July 25, 1996, were before Board members and should be approved as a separate item. Library Board Minutes September 5, 1996 Page 2 MOTION: Moved by Boardmember Davies to approve corrected minutes, seconded by President Howdyshell. Motion carried unanimously, 4-0-1 (with Muna-Landa absent). Boardmember Muna-Landa arrived at 7:04 p.m. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library Status Report: oral report presented by staff. Deborah Clark, Library Manager, stated that August was a month filled with events and planning. The Summer Reading Program was wrapping up and our first on line catalog class was held. The Franchise Tax Board wrote saying that our Foundation has received tax exempt status. Staff also heard from the State Library that there will be no State grant funding opportunities this year. However, MURLs grant funding, a Federal program, will be increased this year from $9,000 to $13,000. Staffhas been working on the Donor Wall art contest, creating the graphic images for the Telethon and planning an exciting Founders Day event. This year staff is planning to celebrate the unbirthday of the Library. Staffis entering an Alice in Wonderland float in the Founders Day Parade. Renee Tobin, Children's Services Librarian, reported that Librarian Sandy Woodcock presented a program on "Learn to Use the Library" targeted for teens which was held last Thursday evening. Over twenty students attended. Reference staff is planning to conduct another basic session in October and an introduction to the Internet as a research tool in the near future. In August, Robert Karatsu, Principal Librarian, gave an Internet presentation for the Municipal Management Association of Southern California and presented how Rancho Cucamonga uses the Internet. On September 5, he provided training to the detectives of the police department on how law enforcement can use the Internet. The Children's Services Department is focusing on the windup of the Summer Reading Program. The Omnitrans Bus Promotion had 85 children and young adults signed up for the program. A total of 66 were from Rancho Cucamonga, 14 from Fontana and a few from other cities. C2. Budget Report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed handouts of Schedule A and B with the Board. Library Board Minutes September 5, 1996 Page 3 D. BOARD BUSINESS D1. Reports from Committees Telethon: by Boardmembers and staff Final selection of date for Library Telethon: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the dates for the Telethon with the Board and recommended selection of the March 21/22 date. MOTION: Moved by Boardmember Swistock to select the March 21 and 22, 1997, dates for the Library Telethon. Seconded by Boardmember Davies. Motion carried unanimously, 5-0. Approval of Pennies for Pages Proposal: Working with the School Districts. Presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the proposal with the Board and stated that, with their approval, she would present the proposal to the Superintendents at their September 19th meeting. The plan involves a 50/50 split with schools that participate in the fundraiser. All monies raised must be spent on school curriculum support. MOTION: Moved by Boardmember Davies for staffto share the Pennies for Pages proposal with the School Superintendents, seconded by Boardmember Swistock. Motion carried unanimously, 5-0. Foundation Board Subcommittee: by President Howdyshell and staff Oral report on results of recruitment and upcoming interview/selection process. President Howdyshell gave an oral report on the results to the Board on the process of the Foundation Board interview and selection process, stating that interviews will take place on the 9th of September. D2. Authorization of Foundation Board Selection Subcommittee to approve final candidates for Library Foundation Board. Deborah Clark, Library Manager, recommended the Board authorize the subcommittee to approve final candidates to facilitate the selection process. Library Board Minutes September 5, 1996 Pag~ 4 MOTION: Moved by Boardmember Muna-Landa to authorize the Foundation Board Selection Subcommittee to approve the final candidates for the Library Foundation Board, seconded by Boardmember Gregory. Motion carried unanimously, 4~0-0-1. D3. Consideration of elimination of the requirement of residency for Foundation Boardmembers. Oral presentation by President Howdyshell. President Howdyshell gave an oral presentation to the Board, encouraging them to allow applicants who are in the business community, but who do not live in the city of Rancho Cucamonga, to be part of the recruitment for Foundation Boardmembers. MOTION: Moved by Boardmember Gregory to recommend to Council removal of the strict residency requirement to serve on the Library Foundation Board, but wanted it noted that preference in selection be given to those applicants who are residents of the city. Seconded by President Howdyshell. Motion carried unanimously, 5-0. D4. Consideration of draft Sponsorship Policy and sponsorship opportunity with Discovery Toys. Presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the counter proposal given by Cheri Gregory of Discovery Toys with the Board, changing the terms to allow her (Gregory) to conduct the Storytime and to use her own products. MOTION: Moved by Boardmember Muna-Landa to direct staff to work with Discovery Toys in negotiating a proposal and to bring the information back at the next Board meeting, seconded by Boardmember Gregory. Motion carried unanimously, 5-0. Boardmember Swistock made the recommendation that the Board direct staff to continue negotiations; however, the Board does not feel comfortable with Discovery Toys bringing in products specific to their catalog or to their sales environment. Boardmember Muna-Landa asked if Cheri Gregory also teaches classes which are advertised in the Grapevine. She asked staff to pursue further information using those channels. MOTION: Moved by Boardmember Swistock to direct staff to stick to the initial proposal and not to have someone who sells a product presenting a storytime. Seconded by President Howdyshell. Motion carried unanimously, 5-0. D5. Status of request for joint meeting with City Cotmcil: oral presentation by Deborah Clark, Library Manger. Library Board Minutes September 5, 1996 Page 5 Deborah Clark, Library Manager, asked the Board to check their calendars and to see if the tentative date of October 17 at 5:30 p.m. would be a convenient time and date for them for the joint meeting with the City Council. D6. California Library Association: Conference attendance. Oral report by Deborah Clark, Library Manager. Deborah Clark, Library Manager, requested interested Boardmembers should contact Vivian Garcia. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Report on effectiveness of Stage 1 and Stage 2 Collection Agency Performance at request of President Howdyshell. E2. Telethon. E3. Agenda items for the joint meeting with the City Council. E4. Sponsorship Policy. President Howdyshell requested that at the next Board Meeting which is held at the Library, he would like a training session on the new items which are available at the Library a half hour or more before the meeting. F. COMMUNICATIONS FROM THE PUBLIC None were received. Library Board Minutes September 5, 1996 Page 6 G. ADJOIJRNMENT MOTION: Moved by Boardmember Muna-Landa to adjourn to Thursday, October 3, 1996, at 7:00 p.m., seconded by Presidem Howdyshell. Motion carried unanimously, 5-0. The meeting adjourned at 8:19 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: October 3, 1996 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, October 3, 1996, in the Council Chambers of the City of Rancho Cucamonga located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:06 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies and Muna-Landa. Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Nina Cole Children's Services Assistant, Rosie Manela, Literacy Assistant and Vivian Garcia, Administrative Secretary. President Howdyshell stated that staffrequested an Emergency Item be placed on the agenda under Board Business as Item No. 3. MOTION: Moved by Boardmember Muna-Landa to add emergency item to the agenda under Board Business, seconded by Boardmember Davies. Motion carried unanimously, 3-0-2 (with Gregory and Swistock absent). B. CONSENT CALENDAR B1. Approval of Minutes: September 5, 1996 MOTION: Moved by Boardmember Davies to approve the consent calendar, seconded by Boardmember Muna-Landa. Motion carried unanimously, 3-0-2 (with Gregory and Swistock absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Report: oral report presented by staff and written report from Karen Schneiderwent, Circulation Supervisor, on status of Collection Agency action. Deborah Clark, Library Manager, stated that the written report from Karen will be added to the Newsletter along with the statistics for the month past. Staffis reporting satisfaction with Phase II and some new thoughts on how we might like to handle the primary collection letter function. This will be brought back as a discussion item to the Board at the November meeting. Library Board Minutes October 3, 1996 Page 2 Deborah Clark, Library Manager, stated LSTA, Library Services and Technology Act was passed. This allows libraries across the country to apply for grant funding emphasizing technology and cooperative ventures with schools. Also, the State Library decided through the Library Services Board that they want to spend some attention and funds on Young Adult Services. Staff might be receiving a grant application package to apply for Young Adult Services money. Staffhas been told that this format will be similar though smaller than the Literacy Grant application, funding multiple year programs. Nina Cole, Children's Services Assistant, stated that requests for school report materials dominated September on topics such as tornadoes and the state of Michigan. In October, we will begin advertising the afte~school storytime that we offer to children that are six and older. Robert Karatsu, Principal Librarian, stated that the month of September compared to last year was a busy month. From the look of the first few days of October, the library faced a busy schedule. On October 30, staff will hold another young adult class on "Learn to Use Your Library" at 7:00 p.m. C2. Budget Report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed handouts of Schedule A and B with the Board. C3. Internet Access: oral report presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated that issues on whether to charge or not to charge and other items need to be addressed regarding Intemet Access. A subcommittee of the staff and Board could meet over the next month and discuss some of these issues and could come to the Board on recommendations for policy to the full Board. Deborah Clark, Library Manager, stated that Robert Karatsu and Jim Corwin will be the staff members on the proposed committee. Staff would like someone from the Board representing children and someone representing free access. Laura Muna-Landa recommended Rebecca Davies. Rebecca Davies accepted. Laura Muna-Landa also volunteered to serve. MOTION: Moved by President Howdyshell to create a task force for recommendations to come back to the Board for approval on Intemet Policy, seconded by Boardmember Davies. Motion carried unanimously, 3-0-2 (with Gregory and Swistock absent). Library Board Minutes October 3, 1996 Page 3 C4. Sponsorship Policy: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the Sponsorship Policy with the Board. Deborah Clark, Library Manager, stated that Cheri Gregory of the Discovery Toys decided not to participate at this time. MOTION: Moved by President Howdyshell to accept staff recommended Sponsorship Policy, seconded by Boardmember Muna-Landa. Motion carried unanimously, 3-0-2 (with Gregory and Swistock absent). D. BOARD BUSINESS D 1. Determination of items for the agenda of the Joint Board and Council meeting scheduled for October 16 at 5:30 p.m. Boardmember Laura Muna-Landa asked staff to discover what the price and footage is for the property for sale south of the Library, and President Howdyshell stated that parking should be a topic with the Council at the joint meeting. Deborah Clark, Library Manager, asked the Board if parking could be an item under long-range planning and to identifying some of the needs they see as long range planning. Some of the items could be the survey, fundraising through the telethon and parking. Boardmember Davies asked if them will be any surveys done by that time? Deborah Clark, Library Manager, stated that staffis trying to schedule volunteers from the Friends of the Library and a few teen volunteers, for the second week in October; but sufficient numbers of surveys to show trends would not be available. President Howdyshell asked Robert Karatsu to perform a survey of the parking lot prior to the joint meeting. D2. Reports from Committees Foundation Board Subcommittee: by President Howdyshell and staff. Oral report on recruitment, appointment and swearing in to occur at joint meeting. Library Board Minutes October 3, 1996 Page 4 President Howdyshell stated that the subcommittee held interviews and recommended seven Foundation Boardmembers to the City Council. They were approved by City Council. The City Council also approved the change in the bylaws on recruiting for Foundation Boardmembers to include non-residents who have involvement in our city. Deborah Clark, Library Manager, stated that a swearing in will occur at the joint meeting. Telethon Subcommittees: by Boardmembers and staff 1) Presentation of initial artwork: Nina Cole, Children's Assistant. Nina Cole, Children's Assistant, shared the artwork she created for the Telethon with the Board. MOTION: Moved by Boardmember Muna-Landa to approve the concept of the artwork and flyer for the Telethon, seconded by President Howdyshell. Motion carried unanimously, 3-0-2 (with Gregory and Swistock absent). 2) Pennies for Pages: report on presentation to School Superintendents, Library Manager, presenting. Deborah Clark, Library Manager, stated that the School Superintendents were enthusiastic. They want staff to return with the final materials for their review. They will be presenting this to their Principals. President Howdyshell asked if it is possible to load the artwork and for it to be a part of our homepage. Deborah Clark, Library Manager, stated that there will be a homepage for the Telethon. 3) Fundraiser Kick-off: oral report by Library Manager. Deborah Clark, Library Manager, went over the menu, and the caterer with the Board. The Telethon kick-off will be held at the J. Filippi Winery on Monday, October 28 at 5:30 p.m. The invitations should be going out next week. 4) Update on Talent Contest, Donor Wall Contest and Video Contest. Oral report presented by Library Manager. Deborah Clark, Library Manager, reviewed applications, rules and other information sheets with the Boardmembers. Library Board Minutes October 3, 1996 Page 5 5) Potential of Trivia Contest: oral report by Principal Librarian. Robert Karatsu, Principal Librarian, shared with the Board his attending the Glendora Public Library's trivia contest which supports their Literacy program. The contest is broadcast on their local cable television. They raise approximately $10,000 in a night. Robert suggested a trivia contest be incorporated into the Telethon. 6) Need for Executive Committee Meeting and other subcommittee meetings: oral report presented by Library Manager. Deborah Clark, Library Manager, stated staff would like to have a meeting with the "key players" (Ede Swistock, Robert Karatsu, John Mannerino, Bill Anthony, the representative from Comcast, the representative from Marks Cablevision and the Library Manager) for the Telethon to firm up commitments. D3. Emergency item: Parameters of Library Use for Alex Grigsby. Deborah Clark, Library Manager, discussed with the Board, Alex Grigsby and his brother in their recent usage of the Library. MOTION: Moved by President Howdyshell to authorize the requirement of an adult to be present with Alex Grigsby and in addition taking similar action on his brother whose behavior is unacceptable also, seconded by Boardmember Muna-Landa. Motion carried unanimously, 3-0-2 (with Gregory and Swistock absent). E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Update on the Literacy Program requested by Boardmember Gregory. E2. Boardmember Davies stated that she will be reporting on her school district visits. E3. Boardmember Muna-Landa would like a discussion from the Boardmembers who are attending the CALTAC meeting on what workshops they will be attending. E4. President Howdyshell would like staffto gather information about an idea that Mission Viejo is using. Patrons purchase first release books after the Library orders them. They get to read the book first and then it is returned back to the library for circulation. Library Board Minutes October 3, 1996 Page 6 E5. Boardmember Davies requested that our December meeting which will be held at the Library to include a session with Robert Karatsu on what is new at the Library for the Boardmembers. The item and agenda will be discussed more fully at the November meeting. E6. Boardmember Muna-Landa requested information on a similar approach to the "Sugar Plum Tree" idea as a sponsorship fund-raising drive or a can food drive to give back to the community. Deborah Clark, Library Manager, stated she would get back this information in the newsletter. F. COMMUNICATIONS FROM THE PUBLIC None were received. G. ADJOURNMENT MOTION: Moved by Boardmember Davies to adjoum to November 7, 1996, at 7:00 p.m., seconded by Boardmember Muna-Landa. Motion carried unanimously, 3-0-2 (with Gregory and Swistock absent). The meeting adjourned at 8:20 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: November 7, 1996 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, November 7, 1996, in the Council Chambers of the City o£ Rancho Cucamonga located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:01 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies, Gregory, Muna- Landa and Swistock. Also present were: Diane Williams, Councilmember; Paul Williams, Friends of the Library President; Paula Pachon, Library Foundation President; Deborah Clark, Library Manager; Robert Karatsu, Principal Librarian; Renee Tobin, Children's Supervisor; Lori Hopkins, Literacy Coordinator; Karen Schneiderwent, Circulation Supervisor; Rosie Manela, Literacy Assistant and Vivian Garcia, Administrative Secretary. President Howdyshell stated that he had a request to move Item F. Communications from the Public in front of the Consent Calendar. MOTION: Moved by President Howdyshell to move Communications from the Public in front of Consent Calendar, seconded by Boardmember Gregory. Motion carried unanimously, 5-0. Paul Williams, President of the Friends of the Library, presented to the Library Board a check for $20,000. He reviewed the financial report of the Book Store Receipts with the Board. President Howdyshell thanked the Friends of the Library. B. CONSENT CALENDAR BI. Approval of Minutes: October 3, 1996 (Gregory and Swistock absent) MOTION: Moved by Boardmember Muna-Landa to approve the consent calendar, seconded by Boardmember Davies. Motion carded unanimously, 3-0-0-2 with Gregory and Swistock abstaining from the minutes. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Report: oral report presented by staff. Library Board Minutes November 7, 1996 Page 2 Robert Karatsu, Principal Librarian, stated that October was a busy month. Staff installed a counter to tally the number of patrons that come into the Library. The Library is averaging 1,400 people a day. The busiest day per hour is Sunday, followed by Monday and Saturday. Robert Karatsu, Principal Librarian, stated that staff is pursuing a program, "Adopt A Book," provided by Barnes & Noble. In this program, Library staffrequests a list of titles that is needed at the Library. Barnes & Noble tries to find an "adoptee" who would like to donate this item. The donation will have a bookplate in the inside cover acknowledging them for their donation. Robert Karatsu, Principal Librarian, stated that staff added a new on-line magazine index. This updated version goes back to 1980 instead 1993. Staff also added another data base, called the Health Reference Center which is for consumer health information. Renee Tobin, Children's Supervisor, stated per the statistics for October there were more children's books checked out in October than adult. Thursday aftemoon's storytime for the school-aged children has been averaging 26 children. Wednesday's pre-school storytime registration for November and December is booked. Friday and Saturday's storytime still has room for drop-ins. A former Friday volunteer story reader, Linda Janeck, is now working for the children's department as a Library Assistant. She also works in the Library at the Central Elementary School. This Saturday several library staff led by Nina Cole will appear in the Founder's Day Parade. The float theme is Alice in Wonderland. Staffwill be carrying a banner about the Telethon coming in March. C2. Budget Report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the Revenue Report, Balance Sheet and Library Expenditures with the Board. C3. Collection Agency Report: presented by Karen Schneiderwent, Circulation Supervisor. Opening with an explanation of the long term purpose of Phase II collections, Karen Schneiderwent, Circulation Supervisor, stated that as of September 3, staff submitted 203 accounts with 13 accounts paying in full, 14 accounts making partial payment and 176 with no activity. In Phase II, the library receives 60 percent of what is collected, the collection agency keeps 40 percent. Phase I accounts will go inactive after a series of five letters, Phase II never goes inactive. For Phase I collections, staff pays $7 per account. As of September 3, staff submitted 501 accounts to Phase I collection; 101 have either paid in full or settled in full (returned the items), 123 accounts have made partial payments, leaving 277 accounts unresolved. Staff is exploring taking over Phase I to save $7 an account or purchasing a software module that interfaces with the dynix library system. Staff will be reviewing this information and will be returning with a recommendation to the Board. Library Board Minutes November 7, 1996 Page 3 President Howdyshell asked if we switched on Phase I, wguld that affect Phase II? Karen Schneiderwent, Circulation Supervisor, stated that the two accounts are separate and each stand along. D. BOARD BUSINESS D1. Reports from Committees Foundation Board Subcommittee: by President Howdyshell and staff. Oral report on initial meeting of the Rancho Cucamonga Public Library Foundation Board. President Howdyshell stated that the first Library Foundation meeting occurred on November 7 and the remainder of the Boardmembers were sworn in. Paula Pachon was selected as the Foundation President. The Foundation volunteered for Telethon assignments. The next Foundation meeting is December 9 at the Library. Staff will provide a tour of the Library for the new members. Deborah Clark, Library Manager, stated that Paul Williams will also be giving a tour of the Book Store. The Foundation Boardmembers also agreed to work on promoting the affinity card. The idea is to work with the Chamber of Commerce and to persaude merchants to support "shop Rancho Cucamonga" concept by encouraging people to use this card by giving them discounts. The applications and glossy flyers will be in the Library and the Book Store. Telethon Subcommittees: by Boardmembers and staff a) Fundraiser Kick-off: oral report by Library Manager. Deborah Clark, Library Manager, stated that the fundraiser kick-off on October 28th went very well, there were over 50 attendees. Staff is following up with the merchants that were contacted. Staff had an appointment with Barnes & Noble on Monday. Staffis pursuing them for the Trivia Bee and possibly sponsoring some celebrity spots. Staffhas a meeting with Mike Ferguson of the Daily Bulletin along with John Mannerino on Friday. b) Executive Committee Meeting: oral report by Library Manager. Deborah Clark, Library Manager, stated that the members reviewed the physical set-up of the facility for the Telethon. Staff reviewed the information with the Board. Library Board Minutes November 7, 1996 Page 4 Diane Williams, Councilmember, stated that everyone is supportive of the Telethon. c) Establishment of date and time for meetings for the following subcommittees: Deborah Clark, Library Manager, reviewed the handout Schedule Dlc with the Board. Executive Committee Auction Committee Professional Acts Committee Pennies for Pages Committee d) Recommendation from staff for the creation of the following committees: Publicity Committee Trivia Bee Committee Diane Williams, Councilmember, volunteered to be on the Celebrity Guest Spots Committee. Boardmember Muna-Landa volunteered to be on the Publicity Committee. Deborah Clark, Library Manager, stated that the establishment of the date and time for the meetings will be coordinated by Vivian Garcia. D2. Update on the Literacy Program: oral report presented by Lori Hopkins, Literacy Coordinator. Requested by Boardmember Gregory. Loft Hopkins, Literacy Coordinator, stated that Literacy has seen an increase in the last two months by students and tutors. Staff has started a tutor orientation that is required for potential tutors to attend. Tutors were coming to the tutor training not having an idea of what was expected of them or an understanding of what the Literacy Program is all about. The first orientation was in October. Eighteen people attended the hour long informal meeting. Lori Hopkins, Literacy Coordinator, stated that Brandy Flores started working last month as the new part-time clerk. She also works in Circulation Department. President Howdyshell asked if staff knew the number of students who had gone through the process and how many students are waiting for the training? Lori Hopkins, Literacy Coordinator, stated that she did not have a rtmning total. Staff could get those figures and include them in their report next month. Library Board Minutes November 7, 1996 Page 5 Boardmember Gregory asked what ages are represented that want to be tutors? Lori Hopkins, Literacy Coordinator, stated that one or two are in their late teens. The medium age is 30 to 40. Boardmember Gregory asked if the tutors are mostly retired people? Loft Hopkins, Literacy Coordinator, stated that quite a few are retired. However, most tutors who are coming in are middle-aged working couples. President Howdyshell asked what determines when somebody who has received the tutoring, succeeds? Is there a standard they reach? Loft Hopkings, Literacy Coordinator, stated that Literacy is a student-goal oriented program. The students themselves determine whether they have reached their goal. Some reach a level where the tutor does not feel confident in helping them anymore. At that point, the student is reassessed and encourage to attend classes in adult education or Chaffey College. Deborah Clark, Library Manager, updated the Board on the CDBG construction project. D3. Update from Boardmember Davies on her school district visits. Boardmember Davies gave an oral report to the Board on her school district visits. Deborah Clark, Library Manager, stated staff would do a teacher card count before and after the school district visits. D4. Discussion of December Board meeting and planning of agenda. Requested by Boardmember Davies. Boardmember Davies stated that at our December meeting she would like to offer refreshments and invite the Friends of the Library to thank them for all of their help. Deborah Clark, Library Manager, stated that also at the December meeting the Board had requested Robert to do some demonstrations on what is available at the Library. Would the Board like to have the demonstrations and resources before the meeting and the refreshements after? President Howdyshell asked if the Friends would also like to attend? Paul and Diane Williams, Friends of the Library, stated the Friends would enjoy this. Library Board Minutes November 7, 1996 Page 6 Boardmember Swistock suggested an earlier."light" agenda and have the refreshments and demonstrations after. MOTION: Moved by President Howdyshell for the next board meeting to be held on December 5 at the Rancho Cucamonga Public Library in the Storytime Room at 6:00 p.m., seconded by Boardmember Gregory. Motion carried unanimously, 5-0. D5. Coordination of schedules for the California Library Association Conference. Requested by Boardmember Muna-Landa. Boardmember Muna-Landa stated that she wanted to coordinate classes the other Boardmembers would be attending at the CLA conference. The Boardmembers reviewed the courses. President Howdyshell asked staff to composite a list of workshops each Boardmember will be attending and FAX the information to them. Boardmember Davies requested to invite the staff to an "open house" to recognize them for their efforts after the meeting on December 5. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock requested for the January agenda, the status of the Board's request, a visit to our Library by the State Librarian. E2. Boardmember Swistock requested for the January agenda, an update by stuff on the progress of credit card payment in the Library. E3. President Howdyshell requested the Telethon. E4. President Howdyshell asked for an update on numbers from Literacy. F. COMMUNICATIONS FROM TIlE PUBLIC None were received. Library Board Minutes November 7, 1996 Page 7 G. ADJOURNMENT MOTION: Moved by Boardmember Swistock to adjourn to December 5, 1996, at 6:00 p.m. at the Rancho Cucamonga Public Library, seconded by President Howdyshell. Motion carried unanimously, 5-0. The meeting adjourned at 8:12 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: December 5, 1996 CITY OF RANCHO CUCAMONOA LIBRARY BOARD OF TRUSTEES Reeular Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trnstees was held on Thursday, December 5, 1996, in the Storytime Room of the Rancho Cucamonga Public Library located at 7368 Archibald Avenue, Rancho Cucamonga, California. The meeting was called to order at 6:01 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies, Gregory and Swistock. Also present were: Deborah Clark, Library Manager; Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. President Howdyshell stated that staff requested an Emergency Item be placed on the agenda regarding the closing of the Library on Sunday, December 8, due to the parking lot construction. MOTION: Moved by President Howdyshell to add emergency item to the agenda under Board Business, seconded by Boardmember Davies. Motion carried unanimously, 4-0-1 (with Muna- Landa absent). B. CONSENT CALENDAR President Howdyshell stated that he had a request to remove the minutes of October 16 for discussion fi.om the Consent Calendar. Boardmember Davies requested corrections be made to the minutes dated October 16. A sample of changes was given to Vivian Garcia, Administrative Secretary. B1. Approval of Minutes: November 7, 1996 MOTION: Moved by President Howdyshell to approve the consent calendar, seconded by Boardmember Davies. Motion carried unanimously, 4-0-1 (with Muna-Landa absent). C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status Report: oral report presented by staff. Library Board Minutes December 5, 1996 Page 2 Deborah Clark, Library Manager, stated that November was a memorable month. Staffparticipated in the Founder's Day Parade with Nina Cole as the creator and motivator. The staff brought back to the Library the Mayor's Trophy which was received for the float. Boardmember Davies thanked Nina Cole and the staff which worked on the float for their volunteered time and effort. She stated, "This gave the community an opportunity to see the library 'shine'." Deborah Clark, Library Manager, reviewed the stastictics with the Board. During the month, staff has been working on an application for CDBG funding and applied for a "Grandparents and Books" grant. Both of the grants will be on the agenda in January for the Board's approval. Renee Tobin, Children's Supervisor, stated that during November, even with holidays, 475 children attended storytimes. The Children's Department hosted five class visits, and Ms. Tobin served as a Literature Judge for the PTA Reflections Program. C2. Budget Report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the Revenue Report, Balance Sheet and Library Expenditures with the Board. D. BOARD BUSINESS D 1. Discussion of Regular Meeting of January 2nd, 1997. The Boardmembers discussed different dates. MOTION: Moved by Boardmember Swistock to move the regular meeting from January 2 to January 16, 1997 at the Council Chambers, second by Boardmember Gregory. Motion carded 4-0-1 unanimously (with Muna-Landa absent). D2. Parking Lot Construction Deborah Clark, Library Manager, stated that staff is concerned with the parking lot restrictions caused by the construction. Sunday is the busiest day at the Library. If one half of the parking lot is unavailable, staffis concerned about traffic safety issues. Staffwould like to be directed to first try to work with the contractor to open more parking spaces by Sunday. If staffis unable to do this, then they request authorization to close the Library on Sunday. Library Board Minutes December 5, 1996 Page 3 President Howdyshell asked if the City is able to provide public safety personnel for parking. Deborah Clark, Library Manager, stated that staff could request a police cadet to control traffic for the four hours on Sunday. Boardmember Swistock asked if the contractors will be finished by next week; if not, he would like to authorize staff through the next weekend. MOTION: Moved by Boardmember Swistock to authorize staff to 1) discuss with the contractor to provide more parking spaces this weekend and next weekend; failing that, 2) discuss with the Police Department to provide a cadet to direct traffic; as a last resort, 3) close the Library because of public safety concerns, seconded by President Howdyshell. Motion carried unanimously, 4-0-1 (with Muna-Landa absent). Boardmember Swistock stated that the staff did an excellent job with the Winter Issue of the Grapevine. The graphics were great. The other Boardmembers also agreed on the fine job Community Services staff had done with the Grapevine. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock requested an update on the status of the Board's request, a visit by the State Librarian to our Library. E2. Boardmember Swistock requested an update by staffon the progress of being able to receive payment by the credit card at the Library. E3. President Howdyshell requested an update on the Grigsby issue. E4. Boardmember Davies would like to share with the Board a detailed project that the Rancho Cucamonga Council PTA is suggesting to work with the Library to celebrate and commemorate the PTA's 100th Birthday. E5. President Howdyshell requested of the Boardmembers who attended the CLA conference to give a synopsis to the Board; and to prepare a report to go in the file for future reference on the significant sessions they attended. Library Board Minutes December 5, 1996 Page 4 E6. Boardmember Davies requested of staff a report on the in-house survey. City Engineer Joe O'Neil came in and talked with the Board about changes to the parking lot his staff would request the contractors to do tomorrow. President Howdyshell presented to the Paul Williams, President of the Friends of the Library, the CALTAC Award for the Friends of the Library. F. COMMUNICATIONS FROM THE PUBLIC None were received. G. ADJOURNMENT MOTION: Moved by President Howdyshcll to adjourn to January 16, 1997, at 7:00 p.m. at the Council Chambers, seconded by Boardmember Davies. Motion carried unanimously, 4-0-1 (with Muna-Landa absent). The meeting adjourned at 6:32 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: January 16, 1997