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HomeMy WebLinkAbout2003/04/10 - 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 ~t ~ c~0o3 , at ...3. ~, I posted a true and correct copy of the meeting agenda dated ~jO~t /07 c~.DO~ at 10500 Civic Center Drive, Ranchd Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on z-/-~'O~ , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga Vivian Garci~, Administrative Secretary City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Thursday 6:30 p.m. April 10, 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 Tem 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, April 10, 2003 A. CALL TO ORDER 1) 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) ApprovalofMinutes: March 13, 2003. 1 2) Review and Approval of Updated Policies a) Library Overdue Fines & Fees policy. 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 Stares report: report presented by staff. 10 2) Budget Report: report presented by Deborah Clark, Library Director. 14 3) Victoria Gardens Library: update on the progress of the project. Oral report by Deborah Clark, Library Director. 4) Bookmobile Report: update by Robert Karatsu, Library Services Manager. Oral report. 5) ID a Kid Program Update: update by Renee Tobin, Senior 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 of Trustee Vacancy: oral report by Deborah Clark, Library Director. 2) Young Adult Liaisons: oral report by members. 3) Update on House Calls project: Oral report from Dobbin Lo, Board Member. 4) Library Foundation Board Report: Update from Library Foundation liaison Ray Wimberly. 5) Location for meetings during City Hall construction project. Oral report by Vivian Garcia, Department Secretary. 6) CLA Legislative Day, April 30. Oral report by Deborah Clark, Library Director.  Rancho Cucamonga Public Library Page 2 Board of Library Trustees Agenda Regular Meeting, April 10, 2003 E. IDENTIFICATION OF 1TEMS FOR NEXT MEETING This is the time for the Board of Library Trustees to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Board of Library Trustees. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, ¥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 Monday, April 7, 2003, 6:00 pm, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. R A N C H O C U C A M O N G A PUBLIC LIBRARY Staff Report DATE: April 10, 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 Mamh 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. Respectfully submitted, Deborah Kaye Clar~ 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 March 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 6:32 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 and Vivian Garcia, Senior Administrative Secretary. B. CONSENT CALENDAR B1. Approval of Minutes: February 13, 2003. MOTION; Moved by Boardmember Lo to accept the minutes of February 13, 2003, seconded by Boardmember Womack. Motion carried 4-0. B2. Approval of Library Dress Code Guidelines Boardmember Womack asked if the Dress Code Guidelines would apply to volunteers? Deborah Clark, Library Director, stated that the guidelines would apply to all volunteers except the Friends of the Library. They are a separate organization. MOTION: Moved by Boardmember Lo to accept the Library Dress Code Guidelines Policy, seconded by Boardmember Womack. Motion carried, 4-0. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library Status report:, oral report presented by staff. Renee Tobin, Senior Librarian, stated staff is starting to plan for the Summer Reading Program. The theme this year will be "It's a Jungle Out There... Swing into Your Library." Library Board Minutes Mamh 13, 2003 Page 2 Robert Karatsu, Library Services Manager, stated that February was the busiest month the Library has had. 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. a) Contract with State Library. Report attached. b) Changes in building program/building layout. Information attached. Deborah Clark, Library Director, stated that the attached contract with the State Library will be reviewed and approved by City Council. Deborah Clark, Library Director, went over the requests of Library Staff for changes in the building program. Robert Karatsu, Library Services Manager, delivered a power point presentation on some of the interior design concepts presented by the architects meeting on the Cultural Arts Center. C4. Bookmobile Report: update by Robert Karatsu, Library Services Manager. Robert Karatsu, Library Services Manager, stated that the new bookmobile should be done by the end of the month. He showed drawings of the graphics for the bookmobile to the Board. D. BOARD BUSINESS D 1. Library Board of Trustee Vacancy: oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, stated there is a new council subcommittee comprising of Mayor Alexander and Councilmember Howdyshell. They will meet to review the applications for the Library Board of Trustees. D2. Young Adult Liaisons: Oral report by new members. Daniel Huh stated that the Young Adult Liaisons will be attending Career Fair at the Family Sports Center next Thursday, March 20. Library Board Minutes March 13, 2003 Page 3 Victoria Booker stated that two of the Young Adult Liaisons would be attending Legislative Day in Sacramento. To help decide who would be attending, each of them will be writing a paragraph on why they want to attend. Sean Smith stated that he had been helping with the afternoon storytime on Thursdays for the older children. He stated that there were seven to eight new students attending. Stephanie Kastelic stated that each of them were planning on talking with their high school's Gate Coordinators about their involvement and encourage the Coordinators to find out what is available to students at the Library. D3. Library Foundation Board Report: Update from Library Foundation liaison Ray Wimberly. President Wimberly gave an oral report on the Library Foundation Board meeting. D4. Presentation by Theresa Lim, Financial Services Associate with Prudential Financial regarding the 112) a Kid program. Oral presentation. Theresa Lim, Financial Services Associate with Prudential Financial, gave an oral presentation to the Library Board on the ID a Kid program. MOTION: Moved by Boardmember Womack to try the ID a Kid program at the Library working with the children's staff on a date and time, seconded by Boardmember Lo. Motion carded, 4-0. D5. Patron Request for Review of Policy: Unattended Child Policy. Oral report by Deborah Clark, Library Director. Patron's written concerns attached along with copy of policy. Deborah Clark, Library Director, reviewed the request of a patron on the Unattended Child Policy with the Library Board. MOTION: Moved by President Wimberly to keep the Unattended Child Policy as is, seconded by Boardmember Womack. Motion carried, 4-0. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Lo to make a Housecalls Report E2. ID a Kid Program Update Library Board Minutes March 13, 2003 Page 4 E3. Patriot Act E4. Child Intemet Access Protection F. COMMUNICATIONS FROM TItE PUBLIC None G. ADJOURNMENT MOTION: Moved by President Wimberly to adjourn to April 10, 2003, at 6:30 p.m., seconded by Boardmember Lo. Motion carried, 4-0. Meeting adjourned at 7:42 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: R A N C H O C U C A M O N G A PUBLIC LIBRARY Staff Report DATE: April 10, 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 for library fines and fees. The .only change requested is the ability to charge full replacement value for CD ROM packages returned to the library without critical instruction sheets. In many cases, the CD ROM package is useless without loading and operating instructions. Currently, only $5 or $2 is charged for these items. However, the loss of the instructional item generally results in the need to withdraw the entire package, since it is unable to be used without the instructions. Note that we are also requesting permission to levy late fines, to encourage a quick return so the item can be placed back in circulation. FISCAL IMPACT None pe tf~lly, ub ' ed,.L~ CITY OF RANCHO CUCAMONGA OVERDUES, FINES & FEES POLICY POLICY NO.: PAGE 1 OF 1 EFFECTIVE: 8/6/98 REVISED: 11/14/02 APPROVED: 11/14/02 PURPOSE: The purpose of this policy is to ensure the fair assessment of fees and fines to provide for the upkeep of the collection and to prevent loss of materials. POLICY: In order to make materials available to all patrons on an equal basis and protect the community' s investment in the library collection, the library will set policies governing the return or replacement of materials borrowed by patrons. OVERDUE MATERIALS: On the day after the due date, all materials will be considered overdue if they have not been renewed or returned. After two weeks, a reminder notice will be sent. Materials will continue to accrue a fine until they are returned. In some instances the librarian will call the patron asking for the return of the material. GRACE PERIOD: A grace period of one day is built into the computer system. This allows for a 1 day margin for error. Videocassettes are exempt from a grace period. BOOKDROP RETURNS: A book drop in the parking lot of the library is available for convenience in returning library books during hours when the library is not open. If books or videos that may be returned in the bookdrop are in the bookdrop by the time the library opens, they will be credited with having been returned the day before. Materials such as tapes, cd=s and software may be damaged by depositing them in the book drop. FINES: All overdue materials accrue fines in the amounts listed below up to the maximum fine limits. Fines are based on item rather than patron. A child borrowing adult materials will be assessed an adult overdue fine. Per Da,/ Maximum Fine Borrowing thresholds Overdue Fine: adult $.25 $10 $5 Overdue Fine: children $. 10 $10 $ 5 Overdue Fine: video $1 $10 Overdue Fine: video best sellers $2 $10 Overdue Fine: DVD $2 $10 Overdue Fine: DVD best sellers $3 $10 Overdue Fine: CD Rom $2 $10 Overdue Fine: magazine $. l 0 $1 DENIAL OF SERVICE TO PATRONS WITIt DELINQUENT ACCOUNTS: Patrons with outstanding fines that exceed the borrowing thresholds will be asked to clear their records before being allo~ved to check out any more materials. Service to an entire family living in one household will be curtailed because of the delinquency of any member. Delinquency is defined as the accumulation of $25 in fines and fees for lost or damaged materials. LOST AND DAMAGED MATERIALS: Patrons are responsible for all materials checked out on their cards and are liable for the damages which may occur to library materials. The library will notify the patron of payment due for the replacement of the damaged item. Fees will include the cost of the item, processing costs and overdue fines. Items totally damaged may be given to the patron if the patron has paid the replacement cost, including replacement fee and if necessary, the Collection Agency fee of the item in question, and ONLY if the patron asks to keep the item. Patron is not responsible for loss or damage due to fire, flood, death, or other disaster. Lost Materials Cost of Item Processing Fee Books Original cost $5 Media/Software Original cost $6 Paperback books Original cost $2.50 Magazines Cover price $1.50 Media Bags $1 Damage Fees Charge Damage Fees Charge Damaged Book: Cost in computer Video Cassette: Bar Code removed $2 Video damaged Cost in computer Cover damaged $5 Shell replacement: $5 Plastic cover damaged $2 Storage case damage $5 Page torn $1 per page Audio Tapes: Compact Discs: Audio Tape damaged Cost of set Damaged discs Cost in computer Audio Book Cases Broken Jewel Case Double $5 Singles $1.50 4 storage $6 Doubles $3.00 12 storage $7 Loss of liner notes $5 Cassette boxes $1 Loss ofbook/pams $5 CD Rom Discs: CD Rom damaged: Cost in computer Bag $5 T~nst~cti,~n Bce!der $5 Disclaimer Sheet $1 Manila Folder $1 .............. d $2 All instruction booklets and instruction cards that support the CDROM package must be returned with the CD ROM, or the total CDROM replacement cost, including a processing fee, will be charged. Return of an incomplete package will result in the accumulation of regular overdue fines on the entire item until the materials are received by the library. COLLECTION AGENCY: Failure to return materials will result in the account being sent to a collection agency for return of materials and payment of overdue charges. The fee for collection agency referral is $20 per account and will be billed to the patron, or, in the case of a minor, will be billed to the parent or guardian who signed as responsible party. STOLEN LIBRARY CARD: It is the responsibility of the patron to notify the library immediately in the event the library card is lost or stolen. The library will not hold the patron responsible for any items borrowed after the card has been reported stolen. Up until the date the card is reported stolen, the card holder-or the parent or guardian in the case of a minor-is responsible for all items borrowed on the card and all fines that may be accrued. PUBLIC LIBRARY Staff Report DATE: April 10, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, 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 h~Decffully submitted, ~. STATISTICS Mar 2003 Mar 2002 FY 2002/03 FY 2001/02 Days Open 31 30 262 251 Items Borrowed 76,046 70,831 580,179 555,285 Average Daily 2,453 2,361 2,214 2,128 % Change 4% 4% Archibald Library 71,997 67,098 491,221 477,059 Average Daily 2,322 2,237 1,875 1,828 % Changed 4% 3% Kidsmobile 4,049 3,733 24,137 12,545 % Changed 8% 92% Patrons Registered 1,094 989 9,578 9,279 Average Daily 35 33 37 35 % Change 7% 3% Information Questions 10,468 9,864 74,844 77,789 Average Daily 338 329 285 298 % Change 3% -4% Library Visitors 43,700 42,274 293,291 292,640 Average Daily 1,410 1,409 1,119 1,121 % Change 0% 0% Children's Programs 669 774 8,099 7,582 # of Sessions 32 34 297 288 Aver. Per session 21 23 27 26 % Change -8% 4% Technology Center Visitors 1,060 1056 9,638 8,044 % Change 0% 20% Items Classified 1,954 1,647 15,609 14,678 % Change 19% 6% Volunteer Hours 739 718 6,615 5,851 % Change 3% 13% ADULT SERVICES Information Questions 6,256 8,240 46,068 47,079 Average Daily 202 208 176 180 % Change -3% -3% Programs/Classes Attendance 78 14 338 129 # of Sessions 5 1 19 11 Aver. per session 16 14 18 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 4,212 3,624 28,776 30,710 Average Daily 136 121 110 118 % Change 12% -7% Toddler Time 101 191 1,396 1,378 # of Sessions 4 8 58 61 Aver. Per session 25 24 24 23 Preschool Storytime Attendance 280 263 1,825 1,884 # of Sessions 8 8 62 62 Aver. per session 35 33 29 30 Afterschool Storytime Attendance 113 95 655 777 # of Sessions 4 4 27 35 Aver. per session 28 24 24 22 Family Storytime Attendance 175 225 1,525 1,417 # of Sessions 7 8 59 57 Aver. per session 25 28 26 25 Outreach Storytimes 1,388 849 # of Sessions 5 2 27 12 Aver. per session 0 0 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 Sack to Basics Program 162 162 # of Sessions 4 4 54 54 Aver. Per session 0 0 3 3 Group Visits to Library Attendance 45 54 741 603 # of Sessions 3 4 29 30 Aver. per session 15 14 26 20 School Visits by Staff 0 0 0 400 # of Visits 0 0 0 1 /2- EXECUTIVE SUMMARY OF STATISTICS Circulation/Library Visitors: Overall, borrowing continues to show a 4% increase so £ar this year. Visitation to Archibald shows 0% gains both for the month and the year. The Kidsmobile continues strong with a 92% gain this year over last. Information Questions: The number o£ information questions rose 3% this month, bolstered by an increase in Children's Information statistics of 12%. Children's Programs: Storytimes and program attendance showed a 8% drop this month, reflecting the continuing absence of Nina Cole, Children's Library Assistant. Nina will continue to be absent on Long Term Disability, until November, 2003. Technology Center Visitors: No dramatic changes in this area. Items Classified: Items classified shows an overall growth o£ 6% £or the year. Volunteer Hours: Thanks to the inrcoduction o£the "House Calls" program for the housebound, volunteers hours show a 13% growth this year over last. PUBLIC LIBRARY Slaff Report DATE: April 10, 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 _/~ .pectfully submitted, , Deborah Kaye C~,a'?k ] '---' Library Director ~ "% ~ -~- Schedule A REVENUE REPORT FINES MEDIA REF Mar-03 & FEES RENTALS SERV. Mar 1 & 2 $893.51 $463.42 0.00 $0.00 $0.00 0.00 03-Mar $528.06 $228.79 6.10 04-Mar $776.60 $260.39 7.40 05-Mar $478.70 $213.77 0.00 06-Mar $468.85 $185.06 7.78 07-Mar $307.79 $516.92 2.00 Mar 8 & 9 $784.13 $434.02 ;0.00 $0.00 $0.00 ;0.00 10-Mar $628.23 $212.34 ;0.00 11-Mar $386.74 $184.55 ;4.40 12-Mar $534.83 $203.81 ;7.00 13-Mar $634.24 $224.22 ;2.00 14-Mar $277.42 $599.77 30.00 Mar 15 & 16 $770.82 $508.14 ~0.00 $0.00 $0.00 ~0.00 17-Mar $632.35 $223.97 ~0.00 18-Mar $570.79 $232.78 ;5.45 19-Mar $519.83 $188.74 ;0.00 20-Mar $151.13 $219.85 10.00 21-Mar $344.97 $550.81 ;2.00 Mar 22 & 23 $717.33 $407.73 ~2.00 $0.00 $0.00 ~0.00 24-Mar $779.15 $202.40 ;3.80 25-Mar $509.03 $227.92 ~5.00 26-Mar $409.65 $189.62 ;0.00 27-Mar $463.09 $200.54 ~2.00 28-Mar $396.69 $570.24 ~0.00 Mar 29 & 30 $554.70 $399.88 12.60 $0.00 $0.00 ~0.00 31-Mar $660.03 $223.49 ~2.00 TOTALS: $12,724.66 $8,073.17 111.53 Mar 2002 TOTALS $12,972.86 $8,018.17 $205.42 % CHANGE -2% 1% 46% TOTAL LIBRARY INCOME 2002/3 Rev 2001/2 Rev 2002/3 Pro $20,909 $21,196 Daily Average Fines $463.00 $333.33 Daily Average Media $266.06 $222.22 Daily Average Ref. Fees $3.46 $8.59 DAILY TOTALS $732.52 $564.14 GAIN/LOSS ON PRO J: $4,546 Schedule B BALANCE SHEET April FY 2002/2003 Revenues Earned Projected Loss/Gain Fines & Fees $105,903 $90,000 $15,903 17.7% Media Rentals $68,701 $59,994 $8,707 14.5% Technology Center Revenue $7,147 $7,500 ($353) -4.7% Print Fees $3,991 $5,491 ($1,500) -27.3% Information Services Fees $1,074 $2,250 ($1,176) -52.3% Direct Loan $54,188 $66,750 ($12,562) -18.8% Totals: $241,003 $231,985 $9,018 3.9% Balance for Year throuqh April $9,018 EXECUTIVE HIGHLIGHTS OF BUDGET 75% of year completed Library Expenditures: 64% spent 5010: Salaries are at 72% 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 encumbrances for the remainder of the year have bumped up this account to 91% spent. We continue with no expectation of closed hours or decline in book purchases for 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: 61% spent 1300: Personnel costs continue lower than budgeted due to reclassification of recently vacant position fi.om a Library Assistant level to a Library Clerk. These savings are on-going. 5100: Funds in this account were I~ansferred to general library account to fund California Legislative Day. Bookmobile Expenditures: 73% 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 fund Califumia Legislative Day. 5400: Use of cell technology resulted in major savings in anticipated telephone technology. These savings were spent to pay for the spectacular graphics on the new Kidsmobile! Adult Literacy: 54% spent Continued savings in the part time budget through attrition results in overall savings for the program. Family Literacy: 54% spent Continued savings through use of YES Grant program funds. Library Board of Trustees: 81% spent No changes in this account. Redevelopment Agency Funds: 33% spent No changes in this account. -2- Schedule C