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HomeMy WebLinkAbout2004/08/12 - 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 ~-~---~ , at ~/~1 , I posted a true and correct copy of the meeting S_, ~ ~to /~ ~oO at ' ' a§e~da dated .~, Rancho Cucamongao I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on ~'~O~ , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga ¥ivian.Garcia, Administrative Secretary City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Thursday 6:30 p.m. August 12, 2004 Council Chamber City o£ Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tom Rex Gutierrcz, Councilmcmber Robert J. Howdyshell, Councilmembcr Donald J. Kurth, M.D., Councilmembcr Members Ravenel Wimbcrly, President Dobbin Lo, President Pro Tem Donna Bradshaw, Member Rebecca Guerrero, Member Joyc¢ Womack, Member LIBRARY BOARD OF TRUSTEES AGENDA AUGUST 12, 2004 1 [ A. CALL ORDER TO 1. Roll Call: Bradshaw , Guerrero , Lo Wimberly.__ and Womack IlB. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Library Board of Trustees at one time without discussion. Any item may be removed by a Member or member of the audience for discussion. 1. Approval of Minutes: May 10 (Joint Meeting), June 10 and July 8th, 1 2004 II c. LIBRARY DIRECTOR'S STAFF REPORTS II The following items do not legally require any public testimony, although the President may open the meeting for public input. 1. Library Status Report: oral reports presented by staff. a. Review of statistics b. Update on Friday closure 10 2. Budget Reports: repods presented by Deborah Clark, Library Director. a. Review of 2004/2005 budget. 13 3. Adult Services Issues: Update by Robert Karatsu, Library Services Manager. Oral report. 4. Children's Services Issues: Update by Renee Tobin, Senior Librarian. Oral report. a. Review of Children's Storytime Policy Repod attached. 24 5. Victoria Gardens Library: update on the progress of the project. Oral report by staff. a. Bid opening results. LIBRARY BOARD OF TRUSTEES AGENDA AUGUST 12, 2004 2 l] D. BOARD BUSINESS The following items have been requested by the Library Board of Trustees for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Election of Officers. This is the time and place for the annual Election of Officers. The offices to fill are President and Vice President. Current President Ravenel Wimberly will preside. 2. Library Board Liaison Reports: Oral reports by Members. This is the opportunity for Library Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the community. 3. Teen Member Reports. Oral reports by Members. This is the opportunity for Teen Advisory Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the school and student community. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for the Library Board of 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. l[ ,~. PUBLIC COMMUNICATIONS This is the time and place for the general public to address the Library Board of Trustees. State law prohibits the Library Board of Trustees from addressing any issue not previously included on the Agenda. II ~. ADJOURNMENT I, Vivian R. Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, August 5, 2004, seventy two (72) hours prior to the meeting per Government Code 54954.2 at '10500 Civic Center Drive. R A N C H O C U C A M O N GA ID U B L I C LIBRARY Staff Report DATE: August 12, 2004 TO: President and Members of the Board of the Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of May 10, June ~10 and July 8, 2004. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular and special meetings of the Board of Library Trustees taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD & LIBRARY BOARD OF TRUSTEES Special Joint Meeting A. CALL TO ORDER A special meeting of the Rancho Cucamonga Public Library Foundation Board and Library Board of Trustees was held on Monday, May 10, 2004, in the Thomas Room of the Lions Center East, located at 9191 Baseline, Rancho Cucamonga, California. The meeting was called to order at 7:07 p.m. Present were Members Akahoshi, Davies, Filippi, Viricel, Williams and Wimberly. Also present were Members Bradshaw, Guerrero and Womack. Deborah Clark, Library Director, Robert Karatsu, Library Services Manager, Michelle Perera, References Services Coordinator and Vivian Garcia, Senior Administrative Secretary, were also present. B. ITEMS OF BUSINESS B 1. Recognition of School Subcommittee. Member Davies requested that each member of the ichool subcommittee introduce themselves. Member Davies thanked everyone for their support and help. B2. Telethon Debrief. Deborah Clark, Library Director, updated everyone on the Telethon. Robert Karatsu, Library Services Manager, reviewed the production of the Telethon. Michelle Perera, Reference Services Coordinator, thanked Members Akahoshi and Davies for all of their help before and during the Telethon. Member Davies stated that the date for the next Telethon may not occur until the new Cultural Center is built. Discussions were held on being able to coordinate school district calendars for the next Telethon. Members stated that all schools start setting up calendars for the next fall in May. Member Pachon suggested sending out "Save the Date" postcards to the schools, once staff has a date for the next Telethon. Library Foundation Board Minutes May 10, 2004 Page 2 Deborah Clark, Library Director, updated everyone on the Victoria Gardens Cultural center. Member Davies suggested sending "Thank you notes" to every school for their help. President Williams thanked everyone for their help and participation. Member Womack thanked everyone for their participation. She also stated that we have made new friends. Member Akahoshi stated that all school districts worked together. Great Job! A request was made prior to the opening of the new library that an educational school day be made for tours. C. COMMUNICATIONS FROM TItE PUBLIC None received. D. ADJOURNMENT The meeting adjourned at 8 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Adjourned Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, June 10, 2004, in the Council Chambers of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:30 p.m. by President Wimbefly. Present were Members Bradshaw, Lo and Womack. Also present were: Deborah K. Clark, Library Director, Robert Karatsu, Library Services Manager, Michelle Perera, References Services Coordinator, Renee Tobin, Senior Librarian and Vivian Garcia, Administrative Secretary. Representing the Student Advisory Board, Alexis Sypek was present. B. CONSENT CALENDAR BI. Approval of Minutes: May 13 and June 3, 2004. MOTION: Moved by Member Bradshaw to approve the consent calendar, seconded by Member Womack. Motion carried, 4-0-1 (with Guerrero absent). C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library Status report: oral report presented by staff. a. Review of statistics. Deborah Clark, Library Director, reviewed the statistics of the Library with the Board. C2. Budget Report: report presented by Deborah Clark, Library Director. a. Review of 2003/2004 budget. Deborah Clark, Library Director, reviewed the budget sheets with the Library Board. There were no questions. b. Update on 2004/2005 Budget Study Session. Library Board Minutes June 10, 2004 Page 2 Deborah Clark, Library Director, reviewed the 2004/2005 budget study session with the Library Board. Staff requested the Library Board review the Service Priorities and Roles listed on page 21 and 22; and adopt the priorities and roles they would like staff to follow for future budget reductions. Staff will bring reports to the Board, but this would allow staff to prioritize. Member Lo asked if the survey audience was based on the people that attended the meeting on June 3rd. Deborah Clark, Library Director, stated that yes the audience included Library Foundation Members and Friends of thc Library. Member Lo stated that this would be a good guideline. However, for the Library Board to adopt this for any kind of decision making, the small sample is not statistically valid. Deborah Clark, Library Director, stated that the selection of Service Priorities and Roles has in the past been a Library Board function. They represent the public. Member Womack stated that these priorities give staff a reasonable guideline to go by and will fit within the parameters of the budget crunch. She moved to adopt the following service priorities: 1) Books and Materials Access 2) Information Access 3) Technology Access 4) Open Access 5) Service Access Library Roles 1) Youth Library/Curriculum Support 2) Information Library 3) Independent Learning/Literacy 4) Technology Center/Gateway to Digital Resources 5) Outreach 6) Popular Materials Library MOTION: Moved by Member Womack to approve the listed Service Priorities and Roles, seconded by Member Bradshaw. Motion carried, 3-0-1-1 (with Guerrero absent), Lo voting against. C3. Adult Services Issues: Update by Robert Karatsu, Library Services Manager. Library Board Minutes June 10, 2004 Page 3 a. Review of Adult Tour Policy Michelle Perera, References Services Coordinator, stated that the Adult Tour Policy was carried over fi:om the last Board meeting. Staff made the changes requested by the Board, allowing a charge of $25 for an Instructional Tour for adults with a limited attendance of 25. MOTION: Moved by Member Bradshaw to approve the Adult Tour Policy, seconded by Member Womack. Motion carried, 4-0-1 (with Guerrero absent). C4. Children's Services Issues: Update by Renee Tobin, Senior Librarian. Oral report. Renee Tobin, Senior Librarian, updated the Board on the activities of the Children's Services Department. Renee Tobin, Senior Librarian, shared with the Library Board the first shipment of books received from Black Books Galore for the winning entry in their Black History Program contest. Staff entered the Black Books Galore National Contest and won third place. The Underground Railroad Program entry was developed by Nina Cole. C5. Victoria Gardens Library, update on the progress of the project. Oral report by staff. Robert Karatsu, Library Services Manager, presented an oral report on the Victoria Gardens Cultural Center, noting the project is still on schedule for a September ground breaking. C6. Status of Library Telethon 2004. Oral report by staff and Board. Robert Karatsu, Library Services Manager, stated that staffwas looking into creating a ninety minute DVD featuring highlights of the Telethon. C7. Proposed Holiday Closures for 2004/2005. Report attached. Deborah Clark, Library Director, reviewed the Holiday Closures with the Library Board, noting several additional days of closure were added to reach budget reduction goals. MOTION: Moved by Member Lo to approve the Holiday Closures for 2004/2005, seconded by Member Bradshaw. Motion carded, 4-0-1 (with Guetrero absent). Member Lo left at 7:03 p.m. Library Board Minutes June 10, 2004 Page 4 D. BOARD BUSINESS D 1. Library Board Liaison Reports: Oral reports by Members. This is the opportunity for Library Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the community. Member Womack stated she did not have anything to report. President Wimberly presented an oral report on the meetings with the Library Foundation Board to the Board. Member Bradshaw stated that she was unable to attend the last Literacy meeting. D2. Teen Member Reports. Oral reports by Members. This is the opportunity for Teen Advisory Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the school and student community. Alexis Sypek stated that she was the only student able to attend this meeting due to graduations and finals. She thanked the Library Board for the invitation to attend the Budget Session on June 3 and stated that she found the meeting very informative. D3. Next meeting date for the Library Board. Members decided to adjourn the meeting to August 12, 2004. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E 1. Budget 2004/2005 E2. Victoria Gardens Bid Results E3. Survey on Friday Closure. F. COMMUNICATIONS FROM THE PUBLIC None received. Library Board Minutes June 10, 2004 Page 5 G. ADJOURNMENT MOTION: Moved by Member Womack to adjourn to Thursday, August 12, 2004, seconded by Member Bradshaw. Motion carried, 3-0-2 (with Guerrero and Lo absent). Meeting adjourned at 7:14 p.m. Respectfully sub. mitred, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Library Board of Trustees was scheduled for Thursday, July 8, 2004, at 6:30 p.m. in the Council Chambers of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was canceled. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: STATISTICS Jul-04 Jul-03 FY 2004~05 FY 2003/04 Days Open 24 30 24 30 -20% -20% Items Borrowed 63,765 70,679 63,765 70,679 Average Daily 2,657 2,356 2,657 2,356 % Change -10% -10% % Change Daily 13% 13% Archibald Library 62,251 69,630 62,251 69,630 Average Daily 2,594 2,321 2.594 2,321 % Change -11% -11% % Changed Daily 12% 12% Kidsmobile 1,514 1,049 1,514 1,049 % Changed 44% 44% Patrons Registered 939 974 939 974 Average Daily 39 32 39 32 % Change -4% -4% Information Questions 6,243 7,745 6,243 7,745 Average Daily 260 258 260 258 % Change -19% -19% % Change Daily 1% 1% Library Visitors 34,950 39,677 34,950 39,677 Average Daily 1,456 1,323 1,456 1,323 % Change -12% -12% % Change Daily 10% 10% Children's Programs 1,730 1,268 1,730 1,268 # of Sessions 31 26 31 26 Aver. Per session 56 49 56 49 % Change 14% 14% Technology Center Visitors 952 984 952 984 % Change -3% -3% Items Classified 1,477 1,993 1,477 1,993 % Change -26% -26% Volunteer Hours 826 937 826 937 % Change -12% -12% ADULT SERVICES Information Questions 4,120 5,125 4,120 5,125 Average Daily 172 171 172 171 % Change -20% -20% % Change Per Day 0% 0% Programs/Classes Attendance 20 20 20 20 # of Sessions 1 1 1 1 Aver. per session 20 20 20 20 Tours/Group Visits Attendance 0 0 0 0 # of Sessions 0 0 0 0 Aver. per session 0 0 0 0 CHILDRENS SERVICES Information Questions 2,123 2,620 2,123 2,620 Average Daily 88 87 88 87 % Change -19% -19% % Change Per Day 1% 1% Toddler Time 157 87 157 87 # of Sessions 5 4 5 4 Aver. Per session 31 22 31 22 Preschool Storytime Attendance 233 226 233 226 # of Sessions 8 8 8 8 Aver. per session 29 28 29 28 Afterschool Storytime Attendance 0 0 0 0 # of Sessions 0 0 0 0 Aver. per session 0 0 0 0 Family Storytime Attendance 195 214 195 214 # of Sessions 5 6 5 6 Aver. per session 39 36 39 36 Special Events Program Attendance 1060 741 1,060 741 # of Sessions 13 8 13 8 Aver. per session 82 93 82 93 Back to Basics Program 0 0 0 0 # of Sessions 0 0 0 0 Aver, Per session 0 0 0 0 Group Visits to Library Attendance 85 0 85 0 # of Sessions 3 0 3 0 Aver. per session 28 0 28 0 School Visits by Staff 0 0 0 0 # of Visits 0 0 0 0 EXECUTIVE SUMMARY OF STATISTICS Circulation/Library Visitors: July opened with a rash of closures caused by thc Fourth of July holidays and the budget decision to close thc library on Fridays. This month registered a 20% drop in the number of open days. Consequently, the circulation and attendance figures arc now measured both in terms of thc percentage change in the monthly numbers and thc percentage change in the daily counts. For instance, we had a 10% drop in the overall circulation for the month but a 13% increase in the daily circulation. This means that we provided 10% less service, but worked 13% harder each day we were open! But just look at that Kidsmobile go--up 44% over last year! Good job, Bookmobile Dudes! Information Questions: While people have obviously changed their borrowing routines to account for thc Friday closure, for the most part, statistics show a 20% reduction in open hours make a 20% reduction in information questions! Ad~ult questions reduced by 20% and Children's questions reduced by 19%. Children's Programs: Children's programs wcrc gangbusters, with a 14% growth in attendance. This is thanks to some simply wonderful programs conducted by the Children's Services Team, including a snake, a fiddler and a dazzling puppet show! Technology Center Visitors: Technology Center was down only 3%. Obviously, Tech Center users also rescheduled their visits! Items Classified: Items classified shows a -26% drop. Volunteer Hours: The volunteer hours show a continuing -12% decline also impacted by the loss of volunteers hours for those who worked on Fridays and chose not to reschedule to another day. R A N C H O C U C A M O N G A PUbI~IC LIBDAD¥ Staff Report DATE: August 12, 2004 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: STATUS OF 2004~2005 BUDGET RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled "Revenue Report" is a report of ali funds earned during the month. Schedule B, titled "Balance Sheet FY 2004/2005" is a report balancing income vs. projections for the current fiscal year to date. Schedule C, titled "Library Expenditures "2004/2005" is an accounting of all funds expended in the current fiscal year. FISCAL IMPACT None ~es, pectfully submitted, /-~ ~, Deborah Kaye(G1~rk J Library Directoi~....._/ Schedule A REVENUE REPORT FINES MEDIA REF Jul-04 & FEES RENTALS SERV. 01 -Jul $566.44 $474.37 $0.00 7/2/2004 - closed 03-Jul $529.28 $304.93 $0.00 July 4 - closed July 5 - closed 06-Jul $642.69 $449.25 $0.00 07-Jul $507.50 $323.51 $0.00 08-Jul $487.75 $464.01 $0.00 7/9/2004 - closed $0.00 $0.00 $0.00 July 10 & 11 $429.78 $365.16 $25.00 $0.00 $0.00 $0.00 12-Jul $701.14 $287.11 $1.93 13-Jul $485.44 $277.34 $0.00 14-Jul $689.69 $264.59 $3.00 15-Jul $434.67 $465.97 $0.00 7/16/2004 - closed $0.00 $0.00 $0.00 July 17 & 18 $555.12 $485.80 $0.00 18-Jul $0.00 $0.00 $0.00 19-Jul $585.28 $291.72 $25.00 20-Jul $515.03 $252.08 $0.75 21-Jul $425.73 $221.18 $0.00 22-Jul $574.16 $518.72 $0.00 23-Jul $0.00 $0.00 $0.00 July 24 & 25 $564.30 $400.25 $0.00 $0.00 $0.00 $0.00 26-Jul $888.81 $293.16 $3.00 27-Jul $533.98 $387.35 $1.86 28-Jul $635.74 $254.81 $2.00 29-Jul $189.80 $523.77 $3.00 30-Jul $0.00 $0.00 $0.00 31 -Jul $253.50 $366.47 $0.00 TOTALS: $9,955.83 $7,671.55 $65.54 July 2003 TOTALS $10,404.08 $9,102.11 $93.18 % CHANGE -4% *16% -30% 2003/4 Rev 2003/4 Proj: Daily Average Fines $420.09 $396.03 Daily Average Media $280.96 $313.53 Daily Average Ref. Fees $2.52 $4.95 DAILY TOTALS $703.58 $714.51 GAIN/LOSS ON PRO J: ($295) Schedule B BALANCE SHEET July FY 2004/2005 Revenues Earned Projected Loss/Gain Fines & Fees $9,956 $9,833 $123 1.2% Media Rentals $7,672 $7,917 ($245) -3.1% Technology Center Revenue Due in October Print Fees $603 $375 $228 60.8% Information Services Fees $66 $125 ($59) -47.6% Direct Loan $0 $0 $0 0.0% Totals: $18,296 $18,250 $46 0.3% Balance for Year throu.qh July $46 EXECUTIVE HIGHLIGHTS OF BUDGET 8% of year completed Library Expenditures: 6% spent As you are aware, the beginning of the fiscal year starts slowly in July. Significant issues are outlined below. 5000/10: Part time salaries are at 8%. To reach the newly budgeted amount, part time hours were reduced in all divisions, particularly in Circulation. Also impacted were Children's and Reference services. 5150: Before lumped into the Operations Budget (5200), Office Supplies now has it's own and separate account. This is a new change for 2004/2005. 5501: A new account this year, the Library is now being charged a fixed and pre-determined amount for the services supplied for other Departments of the City..This amount of $189,000 includes Facility Maintenance and Finance support. After School Learning Program: 8% spent Nothing to report. Bookmobile Expenditures: 7% spent 5010: Part time salaries for this account need to be adjusted. While some reductions in service occurred, a transfer needs to be made to support this vital school prograrr~ The funds will be transferred from Families for Literacy, which presently is slightly over budgeted. Adult Literacy: 7% spent 5010: Part time salaries slightly over in this account. This will balance out later in the year as more clerical time is billed to the Families for Literacy account. Family Literacy: 6% spent 5010: Only 5% spent in part time salaries. Extra funds will support Adult Literacy and Bookmobile program. Library Board of Trnstees: 0% spent Nothing to report. Schedule C LIBRARY EXPENDITURES JUL TOTALS SPENT PER FUNDS % % OF 2004/2005 CATEGORY REMAINING SPENT YEAR 1290601 PERSONNEL 8% 5000 REGULAR SALARIES $627,490 $48,268 $48,268 $48,268 $579,222 8% 5010 PART TIME SALARIES $273,260 $21,002 $21,002 $21,002 $252,258 8% 5030 FRINGE BENEFITS $295,240 $24,603 $24,603 $24,603 $270,637 8% TOTAL PERSONNEL $1,195,990 $93,873 $93,873 $93,873 $1,102,117 8% OPERATIONS 5100 TRAVEL & MEETINGS $2,000 $0 $2,000 0% Internet Librarian Conference $0 Karatsu - workshop $0 Clark - workshops $0 Perera - Institute $0 Meeting Supplies $0 Inservice Workshops $0 CLA Legislative Day $0 CLA Conference $0 5105 MILEAGE $5,800 $609 $5,191 10% Auto Allowance $4,800 $400 $400 $400 $4,400 8% Reimbursement $1,000 $209 $791 21% Garcia $27 $27 Pages $0 Other $181 $181 Conference Mileage $0 5150 OFFICE SUPPLIES $15,000 Photography $0 Office Depot $0 Office machine repair $0 Letterhead $0 Miscellaneous $5 $5 Computer supplies $0 Federal Express $0 Special Paper $0 5160 MEMBERSHIP DUES $2,150 $150 $2,000 7% American Library Assoc. $450 $0 $0 $450 0% MCLS Associate Membership $0 $150 $150 $150 ($150) #DIV/0! California Library Assoc. $200 $0 $0 $200 0% Inland Library system $1,500 $0 $0 $1,500 0% 5200 MAINTENANCE/OPER $146,690 $299 $146,391 0% Printing/Postage $2,000 $0 $2,000 0% Printing $0 Postage $0 Special Program Supplies $18,000 $0 $18,000 0% Board Supplies $0 Cataloging Supplies $0 Children's Supplies $0 Children's Programs - Friends $0 Dewey Award Program $0 Foundation Support $0 Interlibrary Loan $0 Adult Programs & Outreach $0 Ready Set Read $0 Summer Reading Program (FR) $0 Telethon $0 Victoria Gardens $0 Volunteer Recognition $0 Books/Materials $113,690 $299 $113,391 0% Amazon Books $0 Bookstore Rush $0 Brodart - Childrens Books $0 Brodart - Adult Books $0 Reference Books $89 $89 Rental Books $0 Large Print Books $0 Books on Tape - Friends $160 $160 Spanish Books $0 Video $27 $27 CD's (music) $0 DVD's $23 $23 CD ROMS $0 Magazines/Publications $12,000 $0 $0 $12,000 0% Bindery $1,000 $0 $0 $1,000 0% 5283 Depreciation - Computer Equi $0 $0 $0 $0 #DIV/0! 5300 CONTRACT SERVICES $99,000 $t,131 $97,869 1% Encumbrance $0 Book Processing $18,000 $0 $0 $18,000 0% Children's Programs $1,000 $0 Collection Agency $5,000 $0 $0 $5,000 0% Dynix System Maintenance $35,000 $0 $0 $35,000 0% Guard Service $22,000 $0 $0 $22,000 0% McNaughton Lease Program - Books $0 Minutes $0 $0 $0 $0 #DIV/0! OCLC $0 $0 $0 $0 #DIV/0! Offic Equip/Maintenance $15,000 $0 $0 $15,000 0% Xerox Fund $0 Misc. $0 /~ Self Check Maintenance $3,000 $1,131 $1,131 $1,131 $1,869 38% 5400 TELEPHONE $15,000 $0 $15,000 0% General Telephone services $0 Additional services $0 5402 WATER UTILITIES $3,000 $0 $3,000 0% Water Use $0 5403 ELECTRIC UTILITIES $69,000 $0 $0 $69,000 0% 5501 ADMIN./GENERAL OVERHEAI $189,000 $15,750 $15,750 $15,750 $173,250 8% TOTAL LIBRARY BUDGET $1,727,630 $109,623 $109,§23 $96,062 $1,615,818 6% AFTER SCHOOL LEARNING PROGRAM JUL TOTALS SPENT PER FUNDS % % OF Cost Center 1290603 2004~2005 CATEGORY REMAINING SPENT YEAR PERSONNEL 8% 1100 REGULAR SALARIES $17,820 $1,371 $1,371 $1,371 $16,449 8% 1900 FRINGE BENEFITS $8,020 $668 $668 $668 $7,352 8% TOTAL PERSONNEL $25,840 $2,039 $2,039 $2,039 $23,801 8% OPERATIONS 5100 TRAVEL & MEETINGS $250 $0 $0 $250 0% 5200 MAINTENANCE/OPER $200 $0 $0 $200 0% Office Supplies $200 $0 TOTAL LIBRARY BUDGET $26,290 $2,039 $2,039 $2,039 $24,001 8% BOOKMOBILE SERVICES JUL TOTALS SPENT PER FUNDS % % OF Cost Center 1290604 2004/2005 CATEGORY REMAINING SPENT YEAR PERSONNEL 8% 5000 REGULAR SALARIES $48,270 $3,518 $3,518 $3,518 $44,752 7% 5010 PART TIME SALARIES $10,250 $1,086 $1,086 $1,086 $9,164 11% 5030 FRINGE BENEFITS $21,930 $1,828 $1,828 $1,828 $20,103 8% TOTAL PERSONNEL $80,450 $6,431 $8,431 $6,431 $74,019 8% OPERATIONS 5100 TRAVEL & MEETINGS $0 $0 $0 $0 $0 0% 5105 MILEAGE $100 $0 $0 $100 0% 5150 OFFICE SUPPLIES & EQUIP $500 Office Supplies Equipment 5200 MAINTENANCE/OPER $2,000 $83 $t,917 4% Books/Materials $2,000 $83 $83 $1,917 4% 5283 DEPRECIATION - COMPUTER $2,420 $202 $2,218 8% Total for Depreication - Computer E¢ $2,420 $202 $202 $2,218 8% 5400 TELEPHONE UTILITIES $5,500 $0 $5,500 0% Cellular Technology $5,500 $0 TOTAL LIBRARY BUDGET .$90,470 $6,715 $6,715 $6,715 $81,536 7% ADULT LITERACY JUL TOTALS SPENT PER FUNDS % % OF 298 601 2004~2005 CATEGORY REMAINING SPENT YEAR PERSONNEL 8% 5OO0 REGULAR SALARIES $26,730 $2,159 $2,159 $2,159 $24,571 8% 5010 PART TIME SALARIES $5,000 $587 $587 $587 $4,413 12% 5030 FRINGE BENEFITS $12,130 $1,011 $1,011 $1,011 $11,119 8% TOTAL PERSONNEL $43,860 $3,756 $3,756 $3,756 $40,104 9% OPERATIONS 5100 TRAVEL & MEETINGS $750 $0 $750 0% Literacy Meetings $0 Southern California Library Literacy Network Conference $0 Adult Learner Conference $0 CLA Conference $0 Speaking of Reading Grant 250 $0 5105 MILEAGE $150 $0 $0 $150 0% 5160 MEMBERSHIP DUES $180 $0 $180 0% California Literacy $80 $0 SCLLN $100 $0 5200 MAINTENANCE/OPER $5,250 $0 $5,250 0% Office Supplies $300 $0 $300 0% Curriculum Materials $200 $0 $200 Literacy Celebration $0 $0 Speaking of Reading Grant $4,750 $0 $4,750 5300 CONTRACT SERVICES $1,930 $0 $1,930 0% Tutor Training $1,500 $0 $0 $1,500 0% Literacy Pro Service Agreement $430 $0 $0 $430 0% TOTAL LIBRARY BUDGET $52,120 $3,756 $3,756 $3,756 $48,184 7% FAMILIES FOR LITERACY JUL TOTALS SPENT PER FUNDS % % OF 308 602 200412005 CATEGORY REMAINING SPENT YEAR PERSONNEL 8% 5000 REGULAR SALARIES $8,910 $583 $583 $583 $8,327 7% 5010 PART TIME SALARIES $13,000 $651 $651 $651 $12,349 5% 5030 FRINGE BENEFITS $4,270 $356 $356 $356 $3,914 8% TOTAL PERSONNEL $26,180 $1,590 $1,590 $1,590 $24,590 6% OPERATIONS 5100 TRAVEL & MEETINGS $0 $0 $0 $0 Literacy Meetings $0 5200 MAINTENANCE/OPER $0 $0 $0 Office Supplies $0 $0 $0 Families for Literacy Curriculum Mat~ $0 $0 $0 Books/Materials $0 $0 $0 FFL Storytimes $0 $0 $0 TOTAL LIBRARY BUDGET $26,180 $1,590 $1,590 $1,590 $24,590 6% T H C I T Y 0 F I~AN CH 0 CUCAN ONGA Staff Report DATE: August 12, 2004 TO.' President and Members of the Board of the Library Trustees FROM: Renee Tobin, Children's Services Supervisor SUBJECT: APPROVAL OF STORYTIME POLICY ,.'~ Recommendation: That the Library Board approve the attached policy outlining the storytimes available at the Rancho Cucamonga Public Library and the restrictions on attendance. Background: Current Issue: This item is before you this evening in response to a patron request to re-examine the current practices surrounding Toddler storytime. In reviewing this request, staff discovered that the Library's storytime policy has not been reviewed since 1995 when only storytime for preschoolers aged 3 to 5 was offered. We now offer storytimes for four audiences and have included all of them in the proposed attached policy. The request that brought this policy to our attention was from a patron who asked that we reconsider the current age limits on Toddler storytime and allow younger children to attend. History: Toddler storytime began in 1998 at the request of several parents who asked for a storytime for their two-year-olds. At that time, attendance at storytimes began at age three. Renee Tobin, Children's Services Supervisor, attended a Toddler Time workshop at California Library Association Conference in November 1997 in order to prepare staff to offer this storytime. Based on information gathered at CLA and from resource books purchased for the collection, staff developed a plan to offer Toddler Time on a weekly basis. Page 2 August 12, 2004 APPROVAL OF STORYTIME POLICY Current Requirements to Attend: Age Limits: Children 24-35 months with one adult per child. Audience Limits: Children: Limit 20 children, with one adult care-giver per child. Maximum audience 40 (fire limit on room is 43). After presenting this storytime for 6 years, children's staff recommend an audience of 30. However, in order to meet some of the demand for this program, we registered 22 pairs and still had 15 families on the waiting list during summer 2004. Attendance this summer has ranged from a Iow of 16 on July 29 to a high of 42 on July 15. Average attendance was 29 since with young children, parents often don't make it to every session. Care-giver Limitations: Attendees may include care-givers with one 2-year-old child but excludes day care groups. Exception to one child per adult has been made for the parent of twins on two occasions but neither has endured through the 8-week session. Storytimes for Two-Year-Olds by Judy Nichols recommends encouraging parents to find a grandparent or adult friend to assist them with twins, something our staff encouraged these parents to do. Registration Requirement: Registration is for 8-week-long sessions, following the same schedule established by the Board for preschool storytime in 1995. Walk-in Ability: Occasionally, due to illness or vacation, space is available in a storytime to accommodate a walk-in or standby. A caregiver and child who would like to experience the storytime to see if they would like to register for the next 8 week session is welcome to attend. Such opportunities are limited to a one- time basis. Analysis: Toddler Time is designed as a program to introduce children 24 to 35 months old and their parents to the library. Toddler Time incorporates books, songs, activities/games, flannel board stories, puppets and parent participation. Children at this age have developed long-range sight that is conducive to sharing books with a group, and they are able to pick out detail in illustrations. Verbal skills allow them to join in songs, and developing motor skills to Page 3 August 12, 2004 APPROVAL OF STORYTIME POLICY participate in fingerplay activities. Staff model reading, singing and fingerplays to young parents. Because children attend for no longer than one calendar year, staff have created a notebook of weekly themes that are repeated annually. With outlines for each week already prepared, this storytime presents a good training opportunity for new Children's staff. At the CLA workshop some libraries, including Pasadena Public, were adamant about 1 child per adult and would not allow younger or older children to attend. At Rancho Cucamonga, we have allowed parents to bring infants in carriers into the storyroom but have discouraged older children from attending. Infants often sleep through the program. If a baby, cries the parents usually remove both children before staff requests it. With short attention spans and newly acquired running skills, one-year-olds can be even more disruptive than babies, while older children can become bored with the content or attempt to dominate the activities. Recommendations: Given the demand for the program which is currently offered only once a week, children's staff recommend continuing Toddler Time as a registration only program for children 24 to 35 months old with one adult in attendance. Registration would be offered for 8-week sessions. A child must be 24 months old by the first date of a session. When a child reaches 36 months, he or she would be "graduated" to Preschool or Family storytimes. Walk-ins will be limited to care-giver/child pairs on a one time basis, as space allows to experience the program and determine if they wish to register for the next session. Fiscal Impact: None, if the recommendation is followed. However, staff has prepared budget information to aid the Library Board in assessing the cost of each storytime program. The current funding for one Toddler Time session per week includes a library assistant's time of 3 hours per week for preparation, 1 hour for presentation, and 1 hour per week of children's reference desk coverage. The cost of each Storytime time per year is approximately $4,000 per year. CITY OF RANCHO CUCAMONGA CHILDREN'S STORYTIME POLICY POLICY NO.: PAGE 1 OF 4 EFFECTIVE: REVISED: APPROVED: PURPOSE: The purpose of this policy is to provide the most fair and equitable access to children's storytimes at Rancho Cucamonga Public Library. PHILOSOPHY: Attendance at library storytimes by children is desirable to instill a love of reading and life-long library habits. Storytime can be a wonderful opportunity for families to enjoy the library together as well as provide young children their first steps toward independence. The library will offer storytimes for a variety of ages based on available funding for staff and the capacity of the Library's story room (43 people as set by the Fire Department). Generally storytimes will be offered for toddlers, preschool and school-aged children as defined in this policy. These storytimes are offered to individuals and cannot accommodate schools or day care groups. Groups may schedule a tour which can be designed to include a storytime. TYPES OF STORYTIMES: Storytimes for four audiences are offered at Rancho Cucamonga Public Library and include: Toddler Time for children 24 to 35 months old with an adult caregiver Preschool Storvtime for children 3, 4 or 5 years old attending in the storyroom on their own with library staff and volunteers Family Stor,/time for children 8 years and younger with parents or adult caregiver Afterschool for children 6 to 11 years old attending in the storyroom on their own with library staff and volunteers Children's Storytime Policy Page 2 of 4 TODDLER TIME: Description: Toddler Time is designed to introduce children and their parents to the library. Toddler Time incorporates books, songs, fingerplays and other activities with parent participation. Age Limits: 24 to 35 months. Children at this age have developed long-range sight that is conducive to sharing books with a group, and they are able to pick out detail in illustrations. Verbal skills allow them to join in songs, and developing motor skills to participate in fingerplay activities. Staff model reading, singing and fingerplays for young parents. Procedures: Staff will conduct registration for 8-week sessions of Toddler Time conducted one morning per week. The number of Toddler Times offered may be increased as budget and demand allows. Eligible children are 24 to 35 months old and will be registered with one adult per child. Registration will be made in person at the library on the specific date selected for each new session. Telephone registration may be accepted the second day as space allows. Limited to 21 children with an adult for a maximum audience of 42. Parents and care-givers will be discouraged from bringing infants, babies and older children to this storytime, allowing the focus to remain on the children registered for Toddler Time and to allow more 2-year-olds to attend. PRESCHOOL STORYTIME: Description: Children 3 to 5 years-old are offered their first steps toward independence at these two half-hour weekly storytimes. Children are registered for an 8- week series which they attend in the story room with staff and volunteers while their parent or adult care-giver waits in the library. This storytime is designed to help develop reading readiness by instilling a love of books and stories at an ear!y age. A parent may attend the child's first preschool storytime to help the child become comfortable in a new setting, review program content and to determine if the child will be able to attend on their own in the coming weeks. Age Limits: Children 3 to 5 years-old. Children can begin to develop listening skills that will help them when they start school. Preschool storytime also brings children into contact with other young children in what is for some their first group setting. Here they can interact with other children and the adult staff and volunteers Procedures: Staff will conduct registration for 8-week sessions of Preschool Storytime. Eligible children are 3, 4 and 5 years-old and potty trained by the first date in a session. Registration will be made in person at the library on the specific date selected for each new session. Telephone registration maybe accepted the second day as space allows. Limited to 42 children. Children's Storytime Policy Page 3 of 4 FAMILY STORYTIME: Description: This half-hour storytime was created for families who would like the opportunity to attend storytime together. Family storytime is offered on a walk-in basis once a week on Saturdays allowing working parents the opportunity to bring their children to storytime. As funding allows additional sessions maybe offered. Age Limits: It is open to families with children 8-years-old and younger. Parents are encouraged to attend this storytime with their children and are required to do so with a child under 3 years old. Procedures: Library staff will make reusable nametags available for each session. Everyone entering the storyroom is encouraged to wear a nametag to help staff track statistics and ensure the audience does not exceed the posted limit. AFTERSCHOOL: Description: Children in thc elementary school grades are offered a weekly walk- in program designed to continue to draw them into the library and to continue to stimulate their interest in books and reading. Given their ages the audience is ready for activities in addition to sharing books. Crafts, guest performers and special events such as making dragons to celebrate Chinese New Year, learning about Irish step dancing at Saint Patrick's Day, or recreating the Underground Railroad are a sample of the activities enjoyed in the afterschool program. Age Limits: Children 6 to 11 years. A parent or responsible sibling at least 16- years-old is required to remain in the library during this program. Procedures: Library staff will provide reusable nametags available for each session. Children entering the storyroom wear a nametag to help staff track statistics, ensure the audience does not exceed the posted limit, and help staff to identify children who are in the storyroom without a parent. WAIT LISTS: Waiting lists will be maintained for any registered storytime that has filled to capacity. Should a child miss two weeks in a row their position maybe given to the first child on the waiting list for that storytime. Staff will attempt to contact the family to determine if illness or other emergency prevented attendance. If after five days staff has been unable to reach the family the storytime space will be offered to the next child on the appropriate wait list. Children's Storytime Policy Page 4 of 4 Occasionally, due to illness or vacation, space is available in a storytime to accommodate a walk-in or standby. A caregiver and child who would like to experience the storytime to see if they would like to register for the next 8 week session will be welcome to attend. Such opportunities will be limited to a one-time basis (Toddler and Preschool storytimes).