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Home My WebLink About2003/03/13 - Agenda Packet - Library Board of Trustees DECLARATION OF POSTING OF AGENDA VIVIAN GARCIA states and declares as follows: 'I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on '~/~-~! ~Q~ , at (~)~)Of~ , I posted a true and correct copy of the meeting at lO OO civic agenda dated Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on ~&40~ , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: ~--- Vivia'n Garcfa, Administrative Secretary City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Thursday 6:30 p.m. March 13, 2003 Council Chambers City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tern Rex Gutierrez, Councilmember Robert J. Howdyshell, Councilmember Donald J. Kurth, M.D., Councilmember Boardmembers Ravenel Wimberly, President Dobbin Lo, President Pro Tern Donna Bradshaw, Boardmember Joyce Womack, Boardmember Rancho Cucamonga Public Library Page 1 Board of Library Trustees Agenda Regular Meeting, March 13, 2003 A. CALL TO ORDER l) Roll Call: Wimberly , Bradshaw Lo _, and Womack B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non- controversial. They will be acted upon by the Board at one time without discussion. Any item may be removed by a Boardmember or member of the audience for discussion. 1) Approval of Minutes: February 13, 2003. 3_ 2) Approval of Library Dress Code Guidelines. 6 C. LIBRARY DIRECTOR'S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. 1) Library Status report: report presented by staff. 9 2) Budget Report: report presented by Deborah Clark, Library Director. 16 3) Victoria Gardens Library: update on thc progress ofthe project. Report by Deborah Clark, Library Director. a) Contract with State Library. Report attached. 30 b) Changes in building program/building layout. Information attached. 38 4) Bookmobile Report: update by Robert Karatsu, Principal Librarian. Oral report. D. BOARD BUSINESS The following items have been requested by the Board of Library Trustees for discussion. They are not public hearing items, although the President may open the meeting for public input. 1) Library Board ofTmstee Vacancy: oral report by Deborah Clark, Library Director. 2) Young Adult Liaisons: oral report by members. 3) Library Foundation Board Report: Update from Library Foundation liaison Ray Wimberly. 4) Presentation by Theresa Lim, Financial Services Associate with Prudential Financial regarding the ID a Kid program. Oral presentation. 5) Patron Request for Review of Policy: Unattended Child Policy. Oral report by 40 Deborah Clark, Library Director. Patron's written concerns attached along with copy of policy. Rancho Cucamonga Public Library Page 2 Board of Library Trustees Agenda Regular Meeting, March 13, 2003 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Board of Library Tr.ustees to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Board of Library Trustees. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, ¥ivian Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, March 6, 2003, 6:00 pm, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. R A N H O C U C A M O N G A PUBLIC LIBRARY Staff Report DATE: March 13, 2003 TO: President and Members of the Board of Library'Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the February 13, 2003, meeting. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular and special meetings of the Library Board of Trustees listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. ~oectfully submitted, Library Director 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 February 13, 2003, 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 6:33 p.m. by President Wimberly. Present were Boardmembers Bradshaw, Lo and Womack. Also present were: Deborah K. Clark, Library Director, Robert Karatsu, Library Services Manager, Renee Tobin, Senior Librarian, Michelle Perera, Reference Services Coordinator, Karye Hood, Reference Librarian and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of Minutes: January 9, 2003. MOTION: Moved by Boardmember Lo to approve the minutes, seconded by Boardmember Wimberly. Motion carried, 4-0. B2. Approval of Spoken Word Loan Policy Deborah Clark, Library Director, stated as a point of information staff is currently wgrking with a library patron who is partially sighted. Staff has met with the patron and is working to resolve problems with damaged tapes. Boardmember Womack asked if staff had sent written communication to the patron in regard to the danmged items. Deborah Clark, Library Director, stated staff had sent appropriate letters consistent with existing policy. Staff recommended that the Spoken Word Loan policy be approved by the Board. MOTION: Moved by Boardmember Wimberly to accept the Spoken Word Loan Policy, seconded by Boardmember Lo. Motion carried, 4-0. C. LIBRARY DIRECTOR'S STAFF REPORTS President Wimberly asked for Item C4 to be moved as the first item of business. Library Board Minutes February 13, 2003 Page 2 C4. Housecalls Report: update by Housecalls Coordinator Karye Hood. Oral report. Karye Hood, Housecalls Coordinator, gave an oral report on the Housecalls program at the Library. Boardmember Lo requested flyers of the program and stated his interest in promoting the program. Cl. Library Status report: oral report presented by staff. Deborah Clark, Library Director, reviewed the month of January with the Library Board. Robert Karatsu, Library Services Manager, stated that the Bookmobile is scheduled to be completed in mid or late March. Staff has been working with the Wilkin Group on graphics for the Bookmobile. Renee Tobin, Senior Librarian, gave an oral report on the children's department. C2. Budget Report: report presented by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed the budget with the Library Board. C3. Victoria Gardens Library, update on the progress of the project. Oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, turned this report over to Robert Karatsu. Robert Karatsu, Library Services Manager, stated that staff is in the process of selecting a vendor for the "collection" of the new branch library. The vendor will supply items from books to CD's to DVD's, etc. for the opening of the branch. This will be an eighteen month project with Michelle Perera and Renee Tobin involved with the vendor on the selection of materials. D. BOARD BUSINESS D 1. Library Board of Trustee Vacancy: oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, stated that an advertisement for thc vacancy on thc Library Board appeared in thc newspaper this past weekend. Applications will be accepted by the City Clerk's office until thc end of February. D2. Young Adult Liaisons: Oral report by new members. Library Board Minutes February 13, 2003 Page 3 Sean Smith stated that he had been helping with afternoon storytimes for the older children while Nina Cole is out. Daniel Huh stated that the Young Adult Liaisons were working on a plan for some of the high school teachers to visit the Library and to review the resources that are available here. Stephanie Kastelic stated they planned on helping staff at the Career Fair on March 20. Boardmember Womack stated that the Youth members were also going to be working with Library Assistant Cara Vera in selecting materials for the Young Adult section. D3. lntemet Access Fees: follow-up on the current policy of charging for lntemet Access. Oral report by Robert Karatsu, Library Services Manager. Robert Karatsu, Library Services Manager, asked to return this item in six months. Deborah Clark, Library Director, stated that due to the budget cuts being recommended by the State Governor that this may be not be a time to rcduce fees. D4. Library Foundation Board Report: Update from Library Foundation liaison Donna Bradshaw. Boardmember Bradshaw stated that the Library Foundation Board had a joint meeting with the Community Foundation with Gene House acting as a Facilitator in January. After the joint meeting the Library Foundation met in February and decided to collaborate with the Community Foundation the next two years in raising funds for the new cultural center. Boardmember Bradshaw stated there is subcommittee of the Library Foundation which is currently working on the Bylaws. The Bylaws are being reviewed by the City Attorney. Boardmember Bradshaw stated that she was resigning as the liaison to the Library Foundation Board. President Wimberly stated that he would be the liaison to thc Library Foundation Board. D5. Meeting place for Library Board meeting in March. Update by Library Secretary, Vivian Garcia. Vivian Garcia, Administrative Secretary, stated that Duane Baker, Assistant to the City Manager, stated that the Council Chambers would be available for use until the end of summer. Library Board Minutes February 13, 2003 Page 4 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Update from Boardmember Lo on senior housing. F. COMMUNICATIONS FROM THE PUBLIC None G. ADJOURNMENT MOTION: Moved by Boardmember Lo to adjourn to March 13, 2003, at 6:30 p.m., seconded by Boardmember Womack. Motion carried, 4-0. Meeting adjourned at 7:24 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: ~ A N H O C U C A M O N G A PUBLIC LIBRARY Staff Report DATE: March 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW AND APPROVAL OF UPDATED POLICIES RECOMMENDATION That the Board approve the changes to the policies, as outlined below. BACKGROUND/ANALYSIS The Library Board requested that the Library post all policies on the Library web site. Accepting staff's suggestion that the policies be reviewed for timeliness and appropriateness before being scanned into the web, the Board directed that policies appear as a regular item on the consent agenda for review and possible revision by the Board. This will continue until all existing policies are updated by the Board. Attached is the policy covering library dress code. Added to this policy is the following: Under Inappropriate Attire: Blouses with spaghetti straps or cropped tops resulting in an exposure of bare midriff or back. FISCAL IMPACT None ("~espectfully submitted., /-~ ,,'3 , Library Director ~ CITY OF RANCHO CUCAMONGA LIBRARY DRESS CODE GUIDELINES POLICY NO.: PAGE 1 OF 2 EFFECTIVE: REVISED: APPROVED: PURPOSE: The purpose of this policy is to provide more in depth guidelines governing the appearance of staff members at the Rancho Cucamonga Public Library in support of the overall City of Rancho Cucamonga Dress Code Policy. BACKGROUND: To provide the public with an immediate first impression of service excellence, staff appearance is very important in all positions with the City of Rancho Cucamonga. In addition to a positive image, safety issues are also a concern. POLICY: Employees are expected to be well-groomed and adhere to acceptable standards of personal care. All clothing should be clean and in good condition reflecting the professionalism and appearance which the City desires to project to its residents, businesses and visitors. GUIDELINES: Inappropriate Attire/Appearance · Sweat pants, parachute or jogging cropped tops resulting in an pants exposure of bare midriff or back · Tom clothing · Shorts · Clothing too large for the wearer, · Sandals pants that won't stay up without a belt · Metal clothing · Clothing that may restrict mobility · Visible body piercing (except · Hats of any kind traditional type earrings worn in the · Low cut blouses or shirts ears) · Underwear showing · Visible tattoos · Clothing with messages: drug or gang · Extreme hairstyles or colors. related, political slogans or offensive (No mohawks, or punk spikes; no humor magenta or purple color) · Blouses with spaghetti straps or 7 Safety Issues · No open toed shoes for Pages or Circulation Clerks · The clothing guidelines were developed based on input from the Police Department regarding safety in the workplace. They are designed not only to create a pleasant business environment for our customers--but also to create a safe environment for all. ACTION TO BE TAKEN: Immediate supervisors reserve the right to determine what attire is acceptable. Staff arriving in inappropriate attire will be sent home without compensation. Repeated violations may be grounds for disciplinary action. [~ A N C H O C U C A M O N GA Staff Report DATE: March 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clarkl Library Director SUBJECT: STATUS OF LIBRARY RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Attached is a spreadsheet on the monthly statistics, a snapshot of the measurable activities of the Library. An Executive report identifying highlights is included. FISCAL IMPACT None ("~'~eespectfully submitted, .., _ Library Director ~ EXECUTIVE SUMMARY OF STATISTICS Circulation/Library Visitors: Overall, borrowing continues to show a 4% increase so far this year. Visitation to Archibald was up 2% this month. The Kidsmobilc cuntinucs strong with a 13% gain this year over last. Information Questions: The number of information questions rose 3% this month, with both Children's and Adult Information Desks showing an increase. Children's Programs: Storytimes and program attendance showed a 9% drop this month, however, the absence of Nina Cole, Children's Library Assistant, has had a critical impact on the workload of this popular division. Nina will continue to be absent on Long Term Disability, until July, 2003. Technology Center Visitors: Demand continues to escalate. While the use was approximately the same this month over last year, those waiting for computers showed a dramatic increase, from 36 to 182 or 400%! Items Classified: Items classified shows an overall growth of 6% for the year. Volunteer Hours: Thanks to the introduction of the "House Calls" program for the housebound, volunteers hours show a 14% growth this year over last. STATISTICS Feb 2003 Feb 2002 FY 2002/03 FY 2001/02 Days Open 27 27 231 231 Items Borrowed 67,568 65,596 504,133 484,455 Average Daily 2,503 2,429 2,182 2,097 % Change 3% 4% Archibald Library 63,820 62,267 419,224 409,961 Average Daily 2,364 2,306 1,815 1,775 % Changed 2% 2% Kidsmobile 3,748 3,329 20,088 8,812 % Changed 13% 128% Patrons Registered 1,062 1,147 8,484 8,290 Average Daily 39 42 37 36 % Change -7% 2% Information Questions 10,446 10,122 64,376 57,925 Average Daily 387 375 279 294 % Change 3% -5% Library Visitors 40,347 40,001 293,291 292,640 Average Daily 1,494 1,482 1,270 1,267 % Change 1% 0% Children's Programs 867 800 7,430 6,808 # of Sessions 32 27 274 260 Aver. Per session 27 30 27 26 % Change -9% 4% Technology Center Visitors 953 948 8,578 6,988 % Change 1% 23% Items Classified 1,835 1,527 15,609 14,678 % Change 20% 6% Volunteer Hours 579 549 5,876 5,133 % Change 6% 14% ADULT SERVICES Information Questions 6,250 6,075 39,812 40,839 Average Dai{y 231 225 172 177 % Change 3% -3% Programs/Classes Attendance 80 18 260 115 # of Sessions 5 2 14 10 Aver. per session 16 9 19 12 Tours/Group Visits Attendance 0 0 15 61 # of Sessions 0 0 1 4 Aver. per session 0 0 15 15 CHILDRENS SERVICES Information Questions 4,196 4,047 24,564 27,086 Average Daily 155 150 106 117 % Change 4% -9% Toddler Time 185 183 1,295 1,187 # of Sessions 8 7 54 53 Aver. Per session 23 26 24 22 Preschool Storytime Attendance 225 251 1,545 1,621 # of Sessions 8 8 54 54 Aver. per session 28 31 29 30 Afterschool Storytime Attendance 83 119 542 682 # of Sessions 4 4 23 31 Aver. per session 21 30 24 22 Family Storytime Attendance 170 149 1,350 1,192 # of Sessions 7 6 52 49 Aver. per session 24 25 26 24 Outreach Storytimes 204 98 1,388 849 # of Sessions 5 2 27 12 Aver. per session 41 49 51 71 Special Events Program Attendance 0 0 1,148 1,115 # of Sessions 0 0 10 7 Aver. per session 0 0 115 159 Back to Basics Program 0 0 162 162 # of Sessions 0 0 54 54 Aver. Per session 0 0 3 3 Group Visits to Library Attendance 49 54 696 549 # of Sessions 3 4 26 26 Aver. per session 16 14 27 21 School Visits by Staff 0 0 0 400 # of Visits 0 0 0 1 Online Database Statistics Jan 2002 - Dec ~002 ROC. Library Catalog Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Logins (not searches) n/a 1243 10887 10664 9283 7963 8361 7574 7924 9290 8548 7249 88986 - # of holds placed n/a 12 189 201 177 183 218 225 151 200 173 125 1854 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Logins (not searches) 9106 9129 18235 - # of holds placed 178 137 315 Biography Resource Ctr Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Searches 768 1707 2096 1278 1890 494 410 146 230 1209 1083 631 11942 - Total Docs Viewed 307 808 908 595 824 249 145 45 95 347 383 222 4920 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-83 Nov-03 Dec-03 - Total Searches 1368 2649 4017 - Total Docs Viewed 454 933 1387 Literature Resource Ctr Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul.02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Searches 484 1459 1842 2347 1467 724 532 287 287 555 774 587 11345 - Total Docs Viewed 216 545 875 1341 738 396 271 159 129 249 392 266 5577 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Searches 500 656 1156 - Total Docs Viewed 184 306 490 History Resource Ctr Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-(12 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Searches 686 1834 1170 1735 1034 372 550 244 560 400 521 752 9858 - Total Docs Viewed 47 202 75 110 87 36 81 28 57 38 105 53 919 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Searches 970 1052 2022 - Total Docs Viewed 87 116 203 Opp. View Resource Ctr Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Searches 0 0 325 1244 810 821 1243 234 340 771 779 289 8856 - Total Docs Viewed 0 0 66 210 174 185 276 62 59 108 163 78 1381 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Searches 435 1240 1675 - Total Docs Viewed 76 299 375 Reference USA Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Searches 1361 1649 1302 1160 1227 780 1267 1524 1334 1603 1069 975 15251 - Records Printed or Viewed 5864 13500 10675 12233 6481 6041 6444 6778 5550 12164 7525 8750 102005 - # of Records Downloaded 16451 866 6675 5514 21935 2715 6664 6593 1831 7344 2531 187 79306 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-83 Nov-03 Dec-03 - Total Searches 2570 1142 3712 Online Database Statistics Jan 2002 - Dec 2002 - Records Printed or Viewed 12758 9494 22252 - # of Records Downloaded 429 5146 5575 Poem Finder Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Seamhes 52 24 24 11 38 30 44 53 46 31 44 134 531 - Total Docs Viewed 68 69 60 12 48 27 38 43 13 47 60 238 723 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Searches 163 212 375 - Total Docs Viewed 205 237 442 Learn-a-Test Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - # of Logins 12 10 18 31 13 12 44 30 22 40 62 26 320 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-OS - # of Logins 22 24 46 Proquest and SIRS are the only two database companies that provide remote usage breakdown. Proquest Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - In-house Searches 8732 11400 11169 12790 14439 8330 7729 5271 7782 11313 13116 8390 120461 - Remote Searches 481 1025 1154 1109 1134 686 1481 879 728 1396 1957 920 12950 - In-house Docs Viewed 3697 5853 5483 4576 4353 2746 3150 2113 2566 4685 4716 2367 46305 - Remote Docs Viewed 394 755 851 561 340 469 891 328 489 731 738 302 6849 -- TotalSearches 9213 12425 12323 13899 15573 9016 9210 6150 8510 12709 15073 9310 133411 -- TotalDocs Viewed 4091 6608 6334 5137 4693 3215 4041 2441 3055 5416 5454 2669 53154 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - In-house Searches 10952 14725 25677 - Remote Searches 1930 1808 3738 - In-house Docs Viewed 2711 3929 6640 - Remote Docs Viewed 808 944 1752 -- TotalSearches 12882 16533 0 0 0 0 0 0 0 0 0 0 29415 -- Total Docs Viewed 3519 4873 0 0 0 0 0 0 0 0 0 0 8392 SIRS Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - In-house Searches 100 222 213 194 62 87 145 53 23 148 192 86 1525 - Remote Searches 34 13 79 29 31 5 44 17 49 48 40 63 452 - In-house Docs Viewed 178 204 377 210 73 149 153 69 42 202 316 100 2073 - Remote Docs Viewed 49 10 170 28 46 2 28 8 82 83 45 111 662 -- Total Searches 134 235 292 223 93 92 189 70 72 196 232 149 1977 -- Total Docs Viewed 227 13 79 29 31 5 44 17 49 48 40 63 452 Online Database Statistics Jan 2002 - Dec 2002 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 TOTAL - In-house Searches 150 346 496 - Remote Searches 56 232 288 - In-house Docs Viewed 56 158 214 - Remote Docs Viewed 42 187 229 -- Total Searches 206 578 0 0 0 0 0 0 0 0 0 0 784 -- TotalDocs Viewed 56 232 0 0 0 0 0 0 0 0 0 0 288 R A N C H O C U C A M O N G A PUBLIC LIBRARY Sti f Report DATE: March 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: STATUS OF 2002~2003 BUDGET RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled "Revenue Report" is a report of all funds earned during the month and is attached as Schedule A. Schedule B, titled "Balance Sheet FY 2002/2003" is a report balancing income vs. projections for the current fiscal year to date and is attached as Schedule B. Schedule C, titled "Library Expenditures "2002/2003" is an accounting of all funds expended in the current fiscal year and is attached as Schedule C. FISCAL IMPACT None Schedule A REVENUE REPORT FINES MEDIA REF Feb-03 & FEES RENTALS SERV. Feb 1 & 2 $524.09 $444.51 $0.00 $o.oo $o.oo $o.oo 03-Feb $655.03 $229.22 $0.00 04-Feb $521.73 $225.80 $0.00 05-Feb $661.40 $183.58 $2.00 06-Feb $600.63 $223.70 $0.00 07-Feb $396.77 $634.39 $5,00 Feb 8 & 9 $698.65 $452.46 $4,00 $o.oo $o.oo $o.oo 10-Feb $606.28 $189.90 $0.00 11-Feb $511.10 $206.56 $0.00 12-Feb $215.38 $206.63 $2.00 13-Feb $249.95 $260,82 $2.55 14-Feb $362.65 $580.06 $0.00 Feb 15 & 16 $900.67 $494.57 $0,00 $o.oo $o.oo $o.oo 17-Feb 18-Feb $846.27 $312.32 $3.45 19-Feb $646.31 $224.21 $0.25 20-Feb $683.72 $214.41 $2.00 21-Feb $214.60 $607.44 $0.00 Feb 22 & 23 $874.39 $467.94 $4.55 $o.oo $o.oo $o.oo 24-Feb $743.18 $192.24 $5.00 25-Feb $711.47 $229.31 $7.00 26-Feb $411.65 $231.16 $0.30 27-Feb $488.19 $248.38 $7.00 28-Feb $293.14 $585.33 $0.00 TOTALS: $11,297.25 $7,644.94 $45.10 Feb 2002 TOTALS $10,703.82 $7,239.44 $12.78 % CHANGE 6% 6% 253% TOTAL LIBRARY INCOME 2002/3 Rev 2002/2 Rev 2002/03 Pr $18,987 $17,956 Daily Average Fines $474.71 $333.33 Daily Average Media $283.15 $222.22 Daily Average Reft Fees $1.67 $8.59 DAILY TOTALS $759.53 $564.14 GAIN/LOSS ON PRO J: $5,276 /? Schedule B BALANCE SHEET February FY 2002/2003 Revenues Earned Projected Loss/Gain Fines & Fees $91,228 $80,000 $11,228 14.0% Media Rentals $59,786 $53,328 $6,458 12.1% Technology Center Revenue $7,147 $7,500 ($353) -4.7% Print Fees $3,114 $4~881 ($1,768) -36.2% Information Services Fees $957 $2,000 ($1,043) -52.1% Direct Loan $54,188 $66,750 ($12,562) -18.8% Totals: $216,420 $214,459 $1,961 0.9% Balance for Year throu.qh February $1,961 EXECUTIVE HIGHLIGHTS OF BUDGET 67% of year completed Library Expenditures: 64% spent 5010: Salaries are at 65% spent or on target for this fiscal year. 5100: Travel and Meetings has been increased to allow funds to cover California Legislative Day in Sacramento. 5200: Operations funds continue at the original level budgeted. Book purchases remain solid for this year. We do not expect to be required to close hours or limit book purchases for the remainder of this fiscal year. 5300: Some savings realized this fiscal year. 5400: Considerable savings in telephone charges this year due to consolidation of lines with changing of phone number system. 5403: Some savings realized in this account despite increases in rates due to mild winter. After School Learning Program: 54% spent 1300: Personnel costs continue lower than budgeted due to reclassification of recemly vacant position from a Library Assistant level to a Library Clerk. These savings are on-going. 5100: Funds in this account were transferred to general library account to fund California Legislative Day. ' Bookmobile Expenditures: 61% spent 5000: Full time salaries over due to retroactive pay made to Jason Daly. 5100: Funds in this account were transferred to general library account to l~nd California Legislative Day. 5400: Use of cell technology resulted in major savings in anticipated telephone technology. Adult Literacy: 49% spent Continued savings in the part time budget through attrition results in overall savings for the program. Family Literacy: 49% spent Continued savings through use of YES Grant program funds. Library Board of Trustees: 81°/O spent No changes in this account. Redevelopment Agency Funds: 33% spent Minimal spending approved in this account. Replacement typewriter purchased this month. LIBRARY EXPENDiTURES JUL AUG SEP OCT NOV DEC JAN FEB TOTALS SPENT PER FUNDS % %OF 2002~2003 CATEGORY REMAINING SPENT 'YEAR 1290601 PERSONNEL 67% 5000 REGULAR SALARIES $637,590 $23,690 $74,865 $48,454 $48,167 $48,363 $48,257 $74,481 $47,109 $413,385 $413.385 $224,205 65% 5010 PART TIME SALARIES $348,200 $14,414 $42,965 $25,830 $26,789 $26,575 $25,534 $34,326 $26,782 $223,215 $223.215 $124,985 64% 5030 FRINGE BENEFITS $247,460 $20,622 $20,622 $20,622 $20,622 $20,622 $20.622 $20,622 $20,622 $164,976 $164,976 $82,484 67% TOTAL PERSONNEL $1,233,250 $58,726 $138,452 $94,905 $95,578 $95,559 $94,413 $129,429 $94,513 $801,576 $801,576 $431,674 65% OPERATIONS 5100 TRAVEL & MEETINGS $4,975 $4,058 $917 82% Internet Librarian Conference $398 $161 $559 Karatsu - workshop $1,053 $117 $78 $148 $1,397 Clark - workshops $235 $21 $85 $341 Perera - Institute $0 Meeting Supplies $55 $209 $18'6 $450 Inservice Workshops $0 Public Library Association Conference $0 CLA Conference $1.312 $1,312 5105 MILEAGE $5,800 $3,555 $2,245 61% Auto Allowance $4,800 $400 $400 $400 $400 $400 $400 $400 $400 $3,200 $3,200 $1,600 67% Reimbursement $1,000 $0 $355 $645 36% Garcia $29 $48 $28 $55 $26 $26 $32 $244 Pages $20 $20 Other $45 $22 $25 $91 Conference Mileage $0 5152 COMPUTER SOFTWARE $0 5160 MEMBERSHIP DUES $2,350 $1,926 $424 82% American Library Assoc. $450 $195 $195 $195 $255 43% MCLS Associate Membership $150 $150 $150 $150 $0 100% California LibrarTAssoc. $200 $105 $105 $210 $210 ($10) 105% Inland Library system $1,350 $1,371 $1,371 $1,371 ($21) 102% 5200 MAJNTENANCE/OPER $209,202 $148,679 $60,523 71% Encumbrance $13,310 $13,310 Printing/Postage $1,000 $370 $370 $1,147 ($147) 115% Pdnting $77 $312 $389 Postage $370 $9 $9 $370 $758 _ Office Supplies $16,000 $10.239 $5,761 64% Photography $24 $24 Office Depot $6,000 $104 $69 $95 $6,268 Office machine repair $0 Letterhead $178 $140 $318 Miscellaneous $432 $94 $106 $216 $56 $353 $1,258 Computer supplies $1,097 $747 $38 $218 $2,100 Federal Express $16 $16 Special Paper $48 $208 $256 Special Program Supplies $20,000 $12,765 $7,235 64% Cataloging Supplies $5,196 $630 $638 $70 $1,137 $256 $1,791 $9,718 Children's Supplies $122 $457 $411 $10 $33 $31 $20 $1,084 Children's Programs - Friends $8 $118 $25 $17 $168 Adult Programs & Outreach $9 $3 $320 $96 $429 Summer Reading Program (FR) $583 $281 $293 $1,157 Housecalls $209 $209 Volunteer Recognition $197 $616 $813 Books/Materials $155,000 $108,519 $46,481 70% Bookstore rush $5,000 $4,000 $27 $1,898 $28 $10,953 Childrens Books $11,822 $1,499 $937 $616 $12 $12,115 $27,001 Brodart Books $19,592 $20,000 $39,592 Reference Books $112 $4,616 $1,785 $1,100 $86 $298 $302 $8,299 Large Print Books $2,700 $2,700 Books on Tape - Friends $2,618 $2,022 $19 $77 $1,067 $78 $32 $5,913 Video $3,000 $2,000 $5,000 CD's (music) $358 $157 $262 $337 $253 $420 $1,788 DVD's $2,000 $2,000 $4,000 CD ROMS $2,500 $80 $271 $21 $381 $20 $3,273 Magazines/Publications $12,000 $312 $147 $242 $115 $816 $816 $11,184 7% Training $1,000 $0 $0 $1,000 0% Bindery $1,000 $700 $700 $700 $300 70% 5283 Depreciation - Computer Equi $20,270 $1,689 $1,689 $1,689 $1,689 $1,689 $1,689 $1,689 $1,689 $13,513 $13,513 $6,757 67% 5300 CONTRACT SERVICES $142,575 $79,752 $62,824 56% Encumbrance $0 Art Work $500 $500 $500 Book binding $688 $688 Book Processing $23,500 $4,066 $5,294 $9,360 $9,360 $14,140 40% Children's Programs $3,000 $0 Collection Agency $5,000 $2.153 $591 $563 $3,307 $3.307 $1,693 66% Dynix System Maintenance $30.000 $22,818 $22,818 Minutes $50 $50 $50 $100 $100 $100 $450 OCLC $143 $111 $84 $86 $80 $503 Offc Equip/Maintenance $15,000 $7,301 $15,000 49% Xerox Fund $1,859 $2,159 $255 $915 $1,184 $929 $7,301 Misc. $0 S.B. County $50,000 $4,167 $4,167 $4,167 $4,167 $4,167 $4,167 $4,167 $4,167 $33,333 $33,333 $16,667 67% Self Check Maintenance $0 $482 $1,010 $1,492 Telephone Maintenance $3,000 $0 $0 $3,000 0% 5400 TELEPHONE' $18,000 $6,454 $11,546 36% General Telephone services $4,995 $737 $722 $6,454 Additional services 5402 WATER UTILITIES $3,000 $1,901 $1,099 63% Water Use $789 $654 $456 $0 $1,901 5403 ELECTRIC UTILITIES $77,000 $1,341 $6,175 $6,762 $7,194 $5,733 $5,239 $5,530 $5,852 $43,826 $43,826 $33,174 57% TOTAL LIBRARy BUDGET $1,716,422 $138,061 $201,304 $117,169 $117,977 $115,086 $121,643 $148,276 $145,724 $1,105,240 $1,091,727 $604,426 64% AFTER SCHOOL LEARNING PROGRAM JUL AUG SEP OCT NOV DEC JAN FEB TOTALS SPENT PER FUNDS % % OF Cost Center 1290603 2002~2003 CATEGORY REMAINING SPENT YEAR PERSONNEL 67% 1100 REGULAR SALARIES $t7,010 $1,273 $1,304 $1,304 $1',304 $1,239 $1,304 $1,338 $1,371 $10,437 $10,437 $6,573 61% 1300 PART TIME SALARIES* $3,280 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $3,280 0% 1900 FRINGE BENEFITS $6,360 $530 $530 $530 $530 $530 $530 $530 $530 $4,240 $4,240 $2,120 67% TOTAL PERSONNEL $26,650 $1,803 $1,834 $1,834 $1,834 $t,769 $1,834 $1,868 $1,901 $14,677 $14,677 $11,973 55% OPERATIONS 5100 TRAVEL & MEETINGS $25 $8 $17 $25 $25 ($0) 0% 5200 MAINTENANCEIOPER $700 $169 $531 24% Office Supplies $700 $48 $67 $29 $26 $169 TOTAL LIBRARY BUDGET $27,375 $1,851 $1,901 $1,843 $1,834 $1,798 $1,851 $1,868 $1,927 $14,871 $14,871 $12,504 54% BOOKMOBILE SERVICES JUL AUG SEP OCT NOV DEC JAN FEB TOTALS SPENT PER FUNDS % % OF Cost Center 1290604 2002/2003 CATEGORY REMAINING SPENT YEAR PERSONNEL 67% 5000 REGULAR SALARIES $41,540 $1,514 $4,543 $3,029 $3,029 $3,029 $6,009 $6,129 $3,346 $30,627 $30,627 $10,913 74% 5010 PART TIME SALARIES $20,660 $870 $2,921 $1,826 $1,447 $1,828 $915 $2,335 $1,693 $13,835 $13,835 $6,825 67% 5030 FRINGE BENEFITS $15,780 $1,315 $1,315 $1,315 $1,315 $1,315 $1,315 $1,315 $1,315 $10,520 $10,520 $5,260 67% TOTAL PERSONNEL $77,980 $3,700 $8,779 $6,170 $5,791 $6,172 $8,240 $9,778 $6,354 $54,982 $54,982 $22,998 71% OPERATIONS 5100 TRAVEL & MEETINGS $0 $0 $0 $0 $0 #DIV/01 5105 MILEAGE $100 $0 $0 $100 0% 5200 MAINTENANCEIOPER $6,000 $1,819 $4,481 25% Office Supplies $2,000 $43 $243 $48 $335 $1,665 17% Books/Materials $6,000 $16 $500 $610 $59 $1,184 $4,816 20% Printing $3,000 $0 $3,000 0% 5400 TELEPHONE UTILITIES $10,000 $627 $9,373 6% Cellular Technology $10,000 $289 $337 $627 TOTAL LIBRARY BUDGET $94,080 $3,743 $8,794 $6,703 $5,791 $6,672 $8,849 $9,778 $6,798 $57,128 $57,128 $36,952 61% ADULT LIYEP~,Cy JUL AUG SEP OCT NOV DEC JAN FEB TOTALS SPENT PER FUNDS % % OF 298 601 2002/2003 CATEGORY REMAINING SPENT YEAR PERSONNEL 67*/. 5000 REGULAR SALARIES $26,860 $1,062 $2,502 $1,906 $1,936 $2,056 $2.159 $4,318 $1,851 $17,790 $17,790 $9,070 66% 5010 PART TIME SALARIES $10,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $10,000 0% 5030 FRINGE BENEFITS $10,140 $845 $845 $845 $845 $845 $845 $845 $845 $6,760 $6,760 $3,380 67% TOTAL PERSONNEL $47,000 $1,907 $3,347 $2,751 $2,781 $2,901 $3,004 $5,163 $2,696 $24,550 $24,550 $22,450 52% OPERATIONS 5100 TRAVEL & MEETINGS $1,600 $277 $1,323 17% Literacy Meetings $97 $26 $31 $155 Southern California LibraB, Literacy Network Conference $122 $122 Adult Learner Conference $0 CLA Conference $0 5105 MILEAGE $380 $88 $88 $88 $292 23% 5160 MEMBERSHIP DUES $180 $0 $180 0% California Literacy $80 $0 SCLLN $100 $0 5200 MAINTENANCEIOPER $1,400 $279 $1,121 20% Office Supplies $800 $19 $71 $55 $144 $656 0% Families for Literacy Cumculum Mat, $600 $135 $135 $465 Literacy Celebration $0 5300 CONTRACT SERVICES $2,930 $t ,260 $t ,670 43% Tutor Training $2,500 $600 $230 $830 $830 $1,670 33% Literacy Pro Service Agreement $430 $430 $430 $430 $0 100% TOTAL LIBRARY BUDGET $53,490 $2,740 $3,795 $2,873 $2,879 $3,044 $3,265 $5,163 $2,696 $26,455 $27,7t4 $26,855 49% FAMILIES FOR LITERACY JUL AUG SEP OCT NOV DEC JAN FEB TOTALS SPENT PER FUNDS % % OF 308 602 200212003 CATEGORY REMAINING SPENT YEAR PERSONNEL 67*/. 5000 REGULAR SALARIES $8,950 $472 $754 $754 $634 $617 $343 $343 $565 $4,482 $4,482 $4,468 50% 5010 PART TIME SALARIES $13,000 $393 $1,151 $1,025 $702 $632 $800 $800 $547 $6,050 $6,050 $6,950 47% 5030 FRINGE BENEFITS $3,570 $298 $298 $298 $298 $298 $298 $298 $298 $2,381 $2,381 $1,189 67% TOTAL PERSONNEL $25,520 $t,163 $2,202 $2,076 $1,633 $1,546 $1,440 $1,441 $1,411 $12,913 $12,913 $t2,607 51% OPERATIONS 5100 TRAVEL & MEETINGS $500 $0 $500 0% Literacy Meetings $0 $0 5200 MAINTENANCE/OPER $600 $10 $490 2% Office Supplies $200 $0 $200 0% Families for Literacy Curricurum Mat~ $100 $0 $100 0% Books/Materials $100 $0 $100 0% FFL Storytimes $100 $10 $10 $90 0% TOTAL LIBRARY BUDGET $26,520 $1,163 $2,202 $2,086 $1,633 $1,546 $1,440 $1,441 $1,411 $12,923 $12,923 $13,597 49% FAMILIES FOR LITERACY JUL AUG SEP OCT NOV DEC JAN FEB TOTALS SPENT PER FUNDS % % OF 308 602 200212003 CATEGORY REMAINING SPENT YEAR PERSONNEL 67% 5000 REGULAR SALARIES $8,950 $472 $754 $754 $634 $617 $343 $343 $565 $4,482 $4,482 $4,468 50% 5010 PART TIME SALARIES $13,000 $393 $1,151 $1,025 $702 $632 $800 $800 $547 $6,050 $6,050 $6,950 47% 5030 FRINGE BENEFITS $3,570 $298 $298 $298 $298 $298 $298 $298 $298 $2,381 $2,381 $1,189 67% TOTAL PERSONNEL $25,520 $1,163 $2,202 $2,076 $1,633 $1,546 $1,440 $1,441 $1,411 $12,913 $12,913 $12,607 51% OPERATIONS 5100 TRAVEL & MEETINGS $500 $0 $500 0% Literacy Meetings $0 $0 5200 MAINTENANCEIOPER $500 $10 $490 2% Office Supplies $200 $0 $200 0% Families for Literacy Curriculum Mat~ $100 $0 $100 0% Books/Materials $100 $0 $100 0% FFL Stor~times $100 $10 $10 $90 0% TOTAL MBRARY BUDGET $26,520 $1,163 $2,202 $2,086 $1,633 $1,546 $1,440 $1,441 $1,411 $12,923 $12,923 $13,597 49% LIBRARY BOARD OF TRUSTEES JUL AUG SEP OCT NOV DEC JAN FEB TOTALS SPENT PER FUNDS % % OF Cost Center 4535 2002J2003 CATEGORY REMAINING SPENT YEAR 67% OPERATIONS 3t00 TRAVEL & MEETINGS $3,000 $2,484 $5t6 83% Workshops Lo $0 Wimberly $1,250 $1,017 $27 $2,295 Womack $27 $27 Bradshaw $27 $27 CLA Legislative Day $54 $54 Caltac Sessions $81 $81 3956 DUES $350 $234 $1t6 67% Caltac $117 $117 TOTAL LIBRARY BUDGET $3,350 $0 $0 $0 $1,250 $1,017 $0 $0 $333 $2,601 $2,718 $632 81% REDEVELOPMENT EXPENDITURES FY 2002~2003 TOTALS FUNDS % % OF 2630 801 JUL AUG SEP OCT NOV DEC JAN FEB SPENT REMAINING SPENT YEAR OPERATIONS 67% Maintenance/Operations $183,700 $66,797 $'116,903 36'/. Encumbrance $0 Books $92,500 $5,000 $1,398 $6,398 $86,102 Children's Update Fund $10,000 $0 $10,000 Learning Express (SAT, GRE, etc.) $2,094 $2,094 ($2,094) Biography Resource Centel $6,500 $8,255 $8,255 ($1,755) Business Disc OnLine $6,500 $8,280 $8,280 ($1,780) History Resource Center $12,000 $13,227 $13,227 ($1,227) Literature Resource Center $17,000 $20,576 $20,576 ($3,576) SIRS $1,500 $1,382 $1,382 $118 Magazine Index $30,000 $0 $30,000 Poem Finder/Novel List $1,700 $1,191 $1,191 $509 Net Library - Electronic Boo $0 $0 $0 Michell's Subscription CD R $6,000 $1,076 $1,076 $2,153 $3,847 Value Line $0 $1,398 $1,398 ($1,398) DVD Shelving $0 $1,306 $1,306 ($1,306) Typewriter $0 $538 $538 ($538) Contract Services $0 $0 $0 CAPITAL OUTLAY Projectlmprovement Cost.· $128,000 $0 $128,000 0% Staff Area Remodel $8,000 $0 $8,000 0% Termite TreatJStruc. Renov $120,000 0% Computer Equipment $66,000 $66,000 $0 100% Self Check Upgrade $66,000 $66,000 $66,000 $0 Capital Project $27,000 Upgrade Elevator Contral $27,000 TOTALS $404,700 $54,890 $7,267 $68,704 $1,398 $0 $0 $0 $538 $132,259 $244,903 33% T H C I T Y 0 F RANCHO CUCAMONGA Staff Report DA'rE: March 13, 2003 TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW OF GRANT AGREEMENT BETWEEN THE CALIFORNIA STATE LIBRARY AND THE CITY OF RANCHO CUCAMONGA RECOMMENDATION This item is for information only. BACKGROUND/ANALYSIS In June of 2002, the Rancho Cucamonga Public Library applied for California Public Library Construction bond act funds in the amount of'$7,752,688 for the project to be called the Victoria Gardens Library. On December 2, 2002, the California Public Library Construction and Renovation Board ranked the Victoria Gardens Project as "Outstanding" and voted to award funds to the Rancho Cucamonga Public Library. The funds awarded represent 65% of the costs for constructing the library portion of the Victoria Gardens Cultural Center project, including land value, site development, construction, and the purchase of furnishings, fixtures and equipment to open the new facility. The conditions of the grant award are as follows: 1) The City agrees to conform to the requirements of the California Reading and Literacy Improvement and Public Library Construction and Renovation Bond Act of 2000, and the regulations implementing the Act. 2) Grant payments are made payable on a reimbursement basis. Page 2 Error! No text of specified style in document. Error! No text of specified style in document. 3) The State will withhold 10% from each payment request, which shall be paid to the City upon the completion of the project and termination of the agreement. 4) Expenditures and project of the Project are subject to audit and examination by the California Department of Finance during the Project and for a period of five years after the final payment has been made. With the approval of this agreement, reimbursement for monies already expended on the project can begin this fiscal year. FISCAL IMPACT: The approval of this agreement will make possible the reimbursement to the City of $7,752,688 by the close of the contract on December 31,2005. Library Director GRANT AGREEMENT BETWEEN THE CALIFORNIA STATE LIBRARY AND THE CITY OF RANCHO CUCAMONGA GRANT AWARD NO: 1030 SECTION 1. THE PARTIES The parties of this Grant Award Agreement are the California State Library (State), the grantor, and the City of Rancho Cucamonga, the grantee. SECTION 2. THE GRANT As authorized by the California Reading and Literacy Improvement and Public Library Construction and Renovation Bond Act of 2000, with the approval of the California Public Library Construction and Renovation Board, the State hereby grants the City of Rancho Cucamonga (Grantee), the sum of $7,752,688 for the purpose of constructing the public library described in Grantee's Public Library Project Application Proposal No. 1030, which proposal is hereby incorporated by reference into this Agreement. SECTION 3. TERMS OF AGREEMENT A. This agreement is effective upon its execution by both parties and expires on January 30, 2006. B. Prior to the expiration of the term of this Agreement, State may extend the term of this Agreement, by written amendment hereto, if State, in its sole discretion, determines such extension is necessary. SECTION 4. GRANTAWARD CONDITION A. In all aspects of administration, implementation, and construction of its public library project, Grantee shall conform to the requirements of the California Reading and Literacy Improvement and Public Library Construction and Renovation Bond Act of 2000 (Act), the regulations implementing the Act, and shall expend grant funds in accordance with the Act and applicable regulations. B. Grantee shall construct the library proposed in its Public Library Project Application Proposal No. 1030. SECTION 5. GRANT PAYMENTS A. Grantee shall submit to the State required financial and program performance reports satisfactory to the State Detailing Grantee's expenditure of Grant funds. B. Grant payments shall be payable on a reimbursement basis. C. Payments shall be made no more frequently than on a monthly basis. Payment requests shall be made only for eligible project costs. Payment requests shall be submitted on a form prescribed by the State Librarian, and sent to: Bond Act Fiscal Officer California State Library1029 J Street, Suite 400Sacramento, CA 95814916-445-9592 D. In the event that the funding provided is greater than the cost of Project, Grantee shall return the portion of funding which exceeds the cost of the Project to the State. SECTION 6. PAYMENT RETENTION State shall withhold 10% from each payment request, which shall be paid to the Grantee when all of the following have been completed: A. All eligible project costs have been expended; and all required financial and performance reports concerning the Project have been submitted. B. Grantee certifies, by providing a compliance letter from the local building official, that the building has been completed in accordance with the approved plans and specifications, including installation of book stacks. C. Grantee shows evidence that the building title has been accepted by Grantee; and, D. All eligible cost issues, identified under interim or final audits performed by The California Department of Finance (DOF), have been resolved. SECTION 7. SUSPENSION OR TERMINATION OF PAYMENT State may at any time during the term of this Agreement, suspend or terminate payment to Grantee, in whole or in part, in the event of any of the following occurrences: A. If Grantee has made or makes any material misrepresentation with respect to information or statements furnished to the State required by this Agreement. B. If there is any litigation with respect to the performance by Grantee of any of its obligations under this Agreement, which may materially jeopardize or adversely affect the undertaking of, or carrying out of, the purposes of this Agreement. C.. If Grantee fails to comply with any of the terms of this Agreement. D. If Grantee applies for, or consents to, or acquiesces in the appointment of a receiver, trustee, liquidator or custodian for all or part of its property; or if Grantee files a voluntary petition in bankruptcy or petition or an answer seeking liquidation or reorganization under the United States Bankruptcy Code or any other law related to bankruptcy or insolvency or relief of debtors. SECTION 8. STATE'S RIGHT TO AUDIT A. Grantee shall maintain, by generally accepted accounting principles applicable for local government, a complete record of all financial transactions related to this Agreement. The accounting standards used shall be those promulgated by the Government Accounting Standards Board and the Financial Accounting Standards Board in effect during the term of this Agreement. B. In determining whether Grant funds are expended for intended purposes as prescribed under this Agreement, the entire Project, including the progress of the Project and Grant fund expenditures, are subject to audit and examination by the California Department of Finance (DOF) during the Project and for a period of five years after the final payment has been made, or for such longer period, if any, as is required by DOF. C. Grantee agrees that the California State Library and DOF auditors or representatives, upon reasonable advance notice to Grantee, shall have access and the right to audit, examine, and made excerpts or transcripts of or from records. Records include contracts, subcontracts, invoices, receipts, payrolls and personnel information, conditions of employment, documents of change orders, budget change requests, indirect costs allocation plan, and all other data or financial records relating to matters covered under this Agreement. D. Grantee further agrees that such right of State to examine or audit shall continue for five (5) years after the expiration or termination of this Agreement, or for such longer period, if any, as is required by applicable law. Grantee shall preserve and make available its records (i) until the expiration of five (5) years from the date of expiration or sooner termination of this Agreement, or (ii) for such longer period, if any, as is required by DOF. SECTION 9. INELIGIBLE COSTS, OFFSET AND RESTITUTION A. Ineligible costs may be identified through audits, Grantee monitoring or other sources of information that become available to State. B. Ineligible costs shall also include expended costs concluded to be ineligible during The California Department of Finance's interim or final audits of grant fund expenditures. Further, the ineligible costs may be applied to off~et subsequent payments to Grantee required under this Agreement. In the event that ineligible costs exceed subsequent payments, Grantee shall repay the excess to State within ninety (90) days unless otherwise extended by the State. C. Without limiting any other contractual remedies available to State for breach of this Agreement, Grantee agrees to make restitution to State for any cost incurred by Grantee and paid with bond funds that are not allowable under applicable State statutes, rules, regulations, policies and procedures, or the terms of this Agreement. SECTION 10. FUNDING CONTINGENCY Funding of this agreement is contingent upon availability of funding through the sale of General Obligation Bonds and/or General Fund loans requested by State. In addition, this Agreement is subject to any law or additional restrictions, limitations, or conditions enacted by the Legislature that may affect the provisions, terms or funding of this Agreement in any manner. This contingency will remain in effect during the entire term of the Agreement, including any extension to the term agreed upon by State and Grantee. SECTION 11. RESOLUTION OF DISPUTES If Grantee and State cannot agree on disposition of State Building Code (California Code of Regulations, Part 1, Title 24) matters during any reviews by State, State and Grantee may submit such matters to The Division of State Architect (DSA), California Department of General Services, for determination. Both State and Grantee should accept the DSA determination as final disposition of such matters. SECTION 12. COMPLIANCE WITH LAWS Grantee shall comply with all applicable laws, ordinances, codes and regulations of federal, state, and local governments in carrying out its obligations under this agreement. SECTION 13. WAIVER Grantee agrees that waiver by the State of any breach or violation of the terms or conditions of this Agreement shall not be deemed to be a waiver of any other term or condition contained herein or a waiver of any subsequent breach or violation of the same or any other term or condition. SECTION 14. SEVERABILITY If any term, covenant, condition or provision of this Agreement, or the Application thereof to any person or circumstance, shall to any extent be held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the terms, covenants, conditions or provisions of this Agreement, or the Application thereof to any person or circumstance, shall remain in full force and effect and shall in no way be affected, impaired or invalidated thereby. SECTION 15. PRIOR AGREEMENTS AND AMENDMENTS This Agreement, including all Exhibits attached hereto, represents the entire Agreement of the parties as to those r~atters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may only be modified by a written amendment duly executed by the parties to this Agreement. SECTION 16. MISCELLANEOUS PROVISIONS A. The headings of the sections and subsections of the Agreement are inserted for convenience only. They do not constitute a part of this Agreement and shall not be used in its construction. B. Where this Agreement refers to State and no officer of the State is named, the State Librarian or his or her designee(s) shall have the authority to act on State's behalf. SECTION 17. AUTHORITY AND STATUS OF GRANTEE A. Grantee represents and warrants that the individual who executes this Agreement is duly authorized to do so by Grantee. B. Grantee warrants that it will possess all the necessary licenses and/or permits required by any governmental agency in order to carry out the purpose contemplated herein. APPROVED AS TO FORM CALIFORNIA STATE LIBRARY STATE LIBRARIAN OF CALIFORNIA DR. KEVIN STARR DATE GRANTEE AGENCY AUTHORIZED SIGNATURE DATE PRINTED NAME AND TITLE OF PERSON SIGNING R A N C H O C U C A M O N G A PUBLIC LIBRARY Sti ff Report DATE: March 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJEC'F: REVIEW OF CHANGES IN BUILDING PROGRAM RECOMMENDATION For information only. BACKGROUND/ANALYSIS Staff is currently working with the architect in finalizing any changes in the floor plan for the Victoria Gardens Library. The State Library has asked that the staff indicate all changes that have occurred from the initial submission of the building program. Staff has been asked to explain the change and indicate that it was the choice of library staff that the change occurred. The attachment was created to show the Board and eventually the State Library, the changes that have been requested by staff since the initial submission of the Library floor plan. FISCAL IMPACT None s.~pecffully submitted, Victoria Gardens Library Space Allocation Victoria Gardens Library Building Program Preliminary Actual Change in % change Library Division sq. ft. sq. ff. sq. ft. Back to Basics Family Literacy Center 614 865 251 40.9% Office 138 207 69 49.8% Collection and seating 336 535 199 59.1% Study rooms 140 124 -16 -11.5% Chgdren's Library 3,602 4,546 944 26.2% Browsing area 321 436 115 36.0% Entrance (interior) n/a n/a n/a n/a Online public access catalog (OPAC) 255 380 125 49.0% Storytime room 442 757 315 71.3% Homework center 328 340 12 3.5% Juvenile collection and seating 1,562 1,863 301 19.3% Parent, teacher, home school collection 108 135 27 25.2% Picture book collection and seating 586 634 48 8.2% Circulation & Support Services 2,512 2,537 25 1.0% Computer/telecommunication room 677 548 -129 -19.0% Customer service conference room (now staf~ 164 189 25 15.3% Staff copy & communications room (eliminated) 189 n/a 0 -100.0% Staff workroom/sorting area 1,145 1,406 261 22.8% Supervising librarian's office 150 189 39 26.1% Circulation manager's office 0 205 205 100.0% Sorting area (combined with workroom) Fiction Collection 536 1,173 637 118.9% Fiction collection & seating 536 1,173 637 118.9% General Building Services 1,023 890 -133 -13.0% Custodial sink & storage room 144 166 22 15.3% General storage & compact shelving 464 434 -30 -6.5% Stafflounge 415 291 -124 -30.0% Information Services 1,978 2,533 555 28.0% Adult/children's combined reference seating 524 719 195 37.1% Copy center 193 254 61 31.4% Infom~ation desk 500 759 259 51.8% Online public acces catalog (QPAC) 451 464 13 2.8% Study room A 155 169 14 8.9% Study room B 155 169 14 8.9% Library Entrance 808 877 69 8,6% Friend's book storage & workroom 283 272 -11 -4.0% Friend's bookstore 525 606 81 15.4% Non Fiction Collection 1,979 2,466 487 24.6% Non fiction collection & seating 1,979 2,496 487 24.6% Periodicals Collection 552 634 82 14.9% Current magazine & newspaper display & seating 552 634 82 14.9% Popular Materials 961 1,082 121 12.6% Popular materials area 961 1,082 121 12.6% Quiet Reading Room 654 859 205 31.3% Quiet reading room 654 859 205 31.3% Technology Center 609 807 198 32.5% Technology center 609 807 198 32.5% Teen Area 973 995 22 2.3% Teen group study room 179 168 -11 -6.1% Young adult collection & seating 794 827 33 4.2% Subtotal (Net assignable area) 16,801 20,265 3,464 20.6% Non-assignable spaces (17.7%) 5,600 3,587 -2,013 -35.9% Total (Gross area library 1st floor) 22,401 23,852 1,451 6.5% R A N C H O C U C A M O N G A i~UBLIC LIBRARY Staff Report DATE: March 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW OF UNATTENDED CHILD POLICY RECOMMENDATION That the Board read the attached comment/suggestion form, review the attached policy and after discussion, take appropriate action. BACKGROUND/ANALYSIS Created after the Upland incident that involved the attempted rape of a young juvenile in a library res. troom, current policy requires that any child under 12 years of age visiting the library be accompanied by a parent. Staff has interpreted that policy to mean that the parent will be with the child rather than simply in the building while the child pursues his or her needs. This policy is currently enforced by the Library Monitors and the new guard service. This attached comment form was received in February. The patron was contacted by the Library Director immediately after the incident and the reasons for the current policy were discussed. However, the Director stated a willingness to bring the issue before the Library Board for further discussion. The patron, whose irritation was considerably mollified by the discussion, appreciated the further input of the Board of Trustees. Staff encourages the Board to discuss the issue, including the ramifications of safety, independence and age appropriateness in regard to this policy. FISCAL IMPACT None ully submitted, .,--"-v .-, Rancho Cucamonga 'Public Library · In order' to provide the finest materials and services to our community, tfi~ library is asking for your input and feedback. ~Tell us how we're doing, suggest a book/video/CD purchase, or give us your ideas for o;her services! CITY OF RANCHO CUCAMONGA UNATTENDED CHILD POLICY (LATCHKEY CHILDREN) POLICY NO.: PAGE OF 1 of 3 EFFECTIVE: 11/3/94 REVISED: APPROVED: 1 I/3/94 PURPOSE: The purpose of this policy is to ensure the safety and well-being of the children of Rancho Cucamonga under age 12 lefl unattended by parent or guardian inside or within the grounds of the Rancho Cucamonga Public Library. BACKGROUND: The Rancho Cucamonga Public Library encourages children to visit the library with their parents to take advantage of library services offered. However, the Library Board must be concerned with the safety of children, particularly those under age 12, left unattended in the library. It is the responsibility of parents to insure appropriate behavior of their children while in the library. Often latchkey or unattended children in the library come to the attention of staff when behavior becomes disruptive or when the same child or children are observed in the library on an almost daily basis, and no adult is present with them. Library staff is not responsible for the supervision of children left unattended by their parents. In certain situations, set out in the following procedures, police may be called to assume responsibility for children left unattended in the library. PROCEDURES: Disruptive Behavior 1. An unattended child found frightened or crying in the library should be reassured by staff. Staff member should bring the child to the Children's desk staff if found on second floor or the Reference desk staffif found on first floor. Staffwill page the parent if they are in the building. If the parent or guardian does not respond, the child will be taken to the Children's Room for further action. 2. In the case of willful disruptive behavior, staffwill instruct children (those running,talking loudly and disturbing the activities of others), to behave properly. If disruptive behavior continues, staffwill page the parent if they are in the building. If the parent or guardian does not respond, the child will be taken to the Children's Room for Unattended Child Policy (Latchkey) Page 2 of 3 further action. 3. If there is no parent or guardian present in the building, staffwill seek parent's name and phone number. If child has a library card, this may be determined from the registration record. However, if a parent is at work when the child is left in the library, a work number should be requested from the child. 4. Staff will then call the parent, explain the library's policy and child's situation, and request the parent to pick-up the child within an hour or police will be asked to assume responsibility for the child. 5. If staff cannot reach the parent within the hour or if parent does not respond to the call within the hour, staff will call the police and ask that they assume responsibility for the child. Nondismptive Behavior 1. If staff notices a child left consistently unattended at the library, in spite of model behavior, the parents must be contacted and the pattern corrected. It is impossible for staff to monitor the actions of all the patrons in the library during the day. The safety of the child is of predominant concern and the patron must be made to understand that the Library is not a totally controlled "safe" environment and is not a substitute for a school setting. 2. The Children's Supervisor will telephone parent and explain that a problem has occurred with the child. Staff may explain library policy over the phone or may wish to meet with the parent to discuss the policy. 3. When the parent arrives to pick-up the child, a copy of the library's policy will be given to them and the parent encouraged to provide proper supervision of the child's library visits. 4. If staff is unable to contact the parents, a note requesting that the parents contact the Library along with the policy may be given to the child in an enclosed envelope to be delivered to the parent. Should all attempts to contact the parents fail and the pattern of leaving the child unattended continue, the police will be contacted for intervention. Ifa Child Under Age 12 Is Alone at the Library at Closing: 1. Staff will attempt to call the parent. If staff cann0t reach the parent within ten minutes, the person in charge will call the police to assume responsibility. 2. Two of the staff will remain with the child inside the lobby of the library until the paren~ Unattended Child Policy (Latchkey) Page 3 of 3 or the police arrive. 3. Library policy will be explained and a copy of the policy given to the parent. 4. Under no circumstances will the library staff transport the child or take the child away from the library. At all times during the steps outlined above, staff should express an attitude of concern over the child's safety. After all, this is a busy library with hundreds of people visiting each day. Although their behavior may be inappropriate, the situation was not created by the child.