HomeMy WebLinkAbout2006/04/13 - Agenda Packet - Library Board of TrusteesLIBRARY BOARD OF TRUSTEES
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
Second Thursday
6:30 p.m.
April 13, 2006
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
L. Dennis Michael, Councilmember
Sam Spagnolo, Councilmember
***
Boardmembers
Ravenel Wimberly, President
Dobbin Lo, President Pro Tem
Donna Bradshaw, Member
Robert Coberly, Member
Sharon Nagel, Member
- LIBRARY BOARD OF TRUSTEES AGENDA ,
APRIL 13, 2006 1
RANCHO
cUCAMONGA
I~ A. CALL TO ORDER ~I
Roll Call: Bradshaw-, Coberly , Lo ,
Nagel and Wimberly-
II B. CONSENT CALENDAR II
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: March 9, 2006.
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. 7
2. Budget Reports: reports presented by Deborah Clark, Library
Director.
a. Review of 2005/2006 budget.
b. Approval of Proposed Library Budget for 2006/07.
3. Adult Services Issues: Update by Robert Karatsu, Library Services
Manager/Archibald. Oral report.
4. Children's Services Issues: Update by Renee Tobin, Principal
Librarian. Oral report
5. Highlights of Public Library Conference 2006: Oral presentation by
staff who attended the conference in March. Robert Karatsu, Library
Services Manager and Karye Hood, Librarian II for Archibald Library;
Michelle Perera, Library Services Manager and Cara Vera, Librarian
II for Victoria Gardens Library
9
21
6. Authorize Staff to Request that Council Accept the Low Bidder, 37
Integrated Technology Group, for the Provision of a Complete RFID
Technology System for the Rancho Cucamonga Public Library at a
Cost Not to Exceed $329,734. Report attached. Robert Karatsu,
Library Services Manager, to present.
7. Victoria Gardens Library: update on the progress of the project.
Oral reports as follows:
Services
- LIBRARY BOARD OF TRUSTEES AGENDA
APRiL 13, 2006 2
RANCHO
G'UCA.~IONGA
Manager/Archibald with recently released video.
b. Staff recruitment, Collection Development and FF&E
(Furnishings, Fixtures, and Equipment) update by Michelle
Peres, Library Services ManagerNictoria Gardens.
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. 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.
2. 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.
F. 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.
G. 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 Monday, April
10, 2006, 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 G A
~ s• ,-
P u u r i c L I B R A R Y
Staff Report
DATE: March 9, 2006
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 for the meetings of March 9, 2006.
BACKGROUND/ANALYSIS
Attached, please find the minutes for the regular special meeting of the Board of Library
Trustees taken and compiled by Library Administrative Secretary, Vivian Garcia.
FISCAL IMPACT
None.
submitted,
~Q~r
Kaye
Library Director
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
Adjourned Meeting
A. CALL TO ORDER
An adjourned meeting of the Library Board of Trustees was held on Thursday, March 9, 2006, 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 Wimberly. Present were
Members Bradshaw and Coberly.
Also present were: Deborah K. Clark, Library Director, Michelle Perera, Library Services
Manager/Victoria Gardens; Renee Tobin, Principal Librarian; Cara Vera, Reference Services
CoordinatorNictoria Gardens, Heather Fredrics, Children's LibrarianNictoria Gardens, Jennifer
Downey, Reference Librarian/Archibald and Vivian Garcia, Senior Administrative Secretary.
Teen Board Members: Samuel Chang, Bianca Harrison and Yi Jing were present.
.*::**
B. CONSENT CALENDAR
B I . Approval of Minutes: February 9, 2006.
MOTION: Moved by Member Bradshaw to approve the minutes, seconded by Member Coberly.
Motion carried, 3-0-2 (with Lo and Nagel absent). '
****r*
C. LIBRARY DIRECTOR'S STAFF REPORTS
C 1. Library Status report: oral reports presented by staff.
a. Review of statistics.
Deborah Clark, Library Director, reviewed the statistics with the Board.
C2. Budget Reports: reports presented by Deborah Clark, Library Director.
a. Review of 2005/2006 budget.
Deborah Clark, Library Director, reviewed the budget sheets for 2005/06 with the Library Board.
b. Approval of Proposed Library Budget for 2006/07.
2
Library Board Minutes
Mazch 9, 2006
Page 2
Deborah Clark, Library Director, gave an overview ofthe proposed Library Budget for 2006/07. She
stated that since two of the Library Board Members were absent, that staff would bring this item
back for discussion at the next meeting.
C3. Adult Services Issues: Update by Robert Karatsu, Library Services Manager/Archibald. Oral
report.
Michelle Perera, Library Services Manager/Victoria Gardens, updated the Boazd on projects being
pursued in the Adult Services division and introduced Jenniferpowney, the new Reference Librarian
for the Archibald Library.
C4. Children's Services Issues: Update by Renee Tobin, Principal Librarian. Oral report.
Renee Tobin, Principal Librarian, gave an oral update on Children's Division activities and
introduced Heather Fredrics, the new Children's Librarian for Victoria Gardens, to the Board.
C5. Re-organization ofthe Friends ofthe Library. Update onthe on-going re-organization. Oral
report by Library Director, Deborah Clark.
Deborah Clark, Library Director, gave an oral report to the Library Board on the status of the Friends
of the Library, stating that the Executive Board Meeting had not yet been held regarding the
appointments needed to make the Friends Board complete, but that progress was being made in
making the Book Store back room more accessible to the volunteers.
C6. Strategic Planning Process. Updated on the Strategic Planning Process. Oral report by
Library Director, Deborah Clark.
Deborah Clark, Library Director, stated that staff would hold this over to the next meeting, due to a
meeting cancellation by the proposed consultant.
C7. Victoria Gardens Library: update on the progress of the project. Oral reports as follows:
a. Construction update by Robert Karatsu, Library Services Manager/Archibald.
Michelle Perera, Library Services Manager/Victoria Gardens, updated the Library Board on
construction at Victoria Gardens, stating that the drywall is almost complete as is painting on the
exterior of the building. Slate is beginning to be installed. Palm trees have been planted in the front
of the Cultural Center. The Large Books have been installed in the front of the Library; however
they are covered at this time for protection. There are six giant books in front of the Library and five
books will be installed in the rear of the Library.
3
Library Board Minutes
March 9, 2006
Page 3
Michelle Perera, Library Services Manager/Victoria Gardens, stated that the Move-In Team for the
Cultural Center is now meeting regularly. A total of 62,000 books and 10,000 media have been
ordered; and 10,000 to 12,000 donations of items from the Friends ofthe Library have been collected
so far for the new Library.
b. Staff recruitment update by Michelle Perera, Library Services Manager/Victoria
Gardens.
Michelle Perera, Library Services ManagerNictoria Gardens, stated that interviews were being
scheduled for the recruitment for two full time positions, both Library Clerk. One is refilling a
vacant full time position at the Archibald Library available through a promotion and the other is a
new position at Victoria Gardens.
*****^
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 Bradshaw stated that the Friends were interviewing every Wednesday for new volunteers.
The Friends are in the process of recruiting, interviewing and processing volunteers for the new
future Victoria Gardens Library Gift and Bookstore.
President Wimberly stated that the PAL Campaign Cabinet and both the Library Foundation and the
Community Foundation Boards have approved the House Raffle and the project is moving forward.
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 the student community.
Bianca Harrison, stated that the students will assist staff at the Career Fair which will be held on
Thursday, March 16th.
*:**.*
Library Board Minutes
March 9, 2006
Page 4
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
E1. Budget 2006/07.
E2. ~ Strategic Planning
E3. Media Policy.
******
F. COMMUNICATIONS FROM THE PUBLIC
None received.
******
G. ADJOURNMENT
MOTION: Moved by Member Bradshaw to adjourn, seconded by Member Coberly. Motion carried,
3-0-2 (with Lo and Nagel absent). Meeting adjourned at 7:15 p.m.
Respectfully submitted,
U~- ~~..
Vivian Garcia
Administrative Secretary
Approved:
5
R A N C H O C U C A M O N G A
Puni,iC LIBRARY
Staff Report
DATE: April 13, 2006
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
The spreadsheets on the monthly statistics, a snapshot of the measurable activities of
the Library, are attached for your review.
FISCAL IMPACT
None
R pe/ctfully submitted,~~
®4
Deborah Kaye rk
Library Directo
STATISTICS Mar-06 Mar-05 FY 2005/06 FY 2004/05
Days Open 31 26 259 229
Items Borrowed 66,723 68,912 475,145 487,432
Average Daily 2,152 2,650 1,835 2,129
%Change -3% -3%
Archibald Library 64,270 62,814 449,297 463,071
Average Daily 2,073 2,416 1,735 2,022
Change ~ 2% -3%
Kidsmobile 2,453 6,098 25,848 27,407
Changed -60% -6%
Patrons Registered 985 913 6,792 6,997
Average Daily 32 35 26 31
%Change 8% -3%
Information Questions 6,139 8,199 58,454 65,609
Average Daily 198 315 226 287
Change -25% -11°/
Data Base Searches 5,498 New Statistic 11,409
Average Daily 177 0 187
Library Visitors 33,193 37,906 255,311 302,443
Average Daily 1,071 1,458 986 1,321
%Change -12% -16%
Children's Programs 1,221 1,250 8,188 8,086
# of Sessions 37 31 179 198
Aver. Per session 33 40 46 41
%Change -2 % 1
Items Classified 897 2,369 12,544 14,213
%Change -62% -12%
Victoria Gardens Books 2,117 43,847
Volunteer Hours 580 4,471 4,484
%Change -100 % 0
TECHNOLOGY CENTER SERVICES
Computer Use Sessions 1,294 1,086 8,882 8,500
%Change 19% 4°/
Waiting for Computer 604 365 1,897 1,848
%Change 65 % 3
'Adult information statistics are currently unavailable due to creation of new method of counting
7
ADULT SERVICES
Information Guestions 3,049 5,220 35,866 41,531
Average Daily 98 201 138 181
Change -42% -14
Programs/Classes Attendance 0 60 100 134
# of Sessions 0 5 5 6
Aver. per session 0 12 20 22
Tours/Group Visits Attendance 150 0 200 73
# of Sessions 6 0 9 2
Aver. per session - 25 0 22 . 37
CHILDRENS SERVICES
Information Questions 3,090 2,979 22,588 24,078
Average Daily ~ 100 115 87 105
Change 4 % -6°/
Toddler Time 272 346 1,808 1,572
# of Sessions 10 10 64 53
Aver. Per session 27 35 28 30
Preschool Storytime Attendance 350 336 1,864 1,949
# of Sessions 10 10 62 64
Aver. per session ~ 35 34 30 30
Afterschool Storytime Attendance 290 147 846 750
# of Sessions 5 5 26 27
Aver. per session 58 29 33 28
Family Storytime Attendance 161 231 1,429 1,303
# of Sessions 10 4 10 32
Aver. per session 16 58 143 41
Special Events/Outreach Program Atten - 14 22 1,391 1,604
# of Sessions 1 1 11 16
Aver. per session 14 22 126 100
Back to Basics Program 40 40 280 280
# of Sessions 1 1 6 6
Aver. Per session 40 40 40 40
Group Visits to Library Attendance 94 8 530 508
# of Sessions 5 1 24 22
Aver. per session 19 8 22 23
School Visits by Staff 0 120 40 120
# of Visits 0 1 1 1
b
I
jijllii
u,
R A N C H O C U C A M O N G A
PUBLIC IrIBRARY
Staff Report
DATE: April 13, 2006
TO: President and Members of the Board of Library Trustees
FROM: Deborah Kaye Clark, Library Director
SUBJECT: STATUS OF 2005/2006 BUDGET
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A, titled "Revenue Report" is a report of all funds earned during the month(s).
Schedule B, titled "Balance Sheet FY 2005/2006" is a report balancing income vs.
projections for the current fiscal year to date and is attached.
Schedule C, titled "Library Expenditures "2005/2006" is an accounting of all funds
expended in the current fiscal year and is attached.
FISCAL IMPACT
None
Re ectfully submitted,
~O-P ~~
Deborah Kaye Clar
Library Director
Y
REVENUE REPORT FINES MEDIA REF
Mar-06 & FEES RENTALS SERV.
01-Mar $714.16 $181.96 $0.00
02-Mar $471.75 $370.09 $6.00
03-Mar $531.84 $365.65 $0.00
04-Mar $604.39 $175.67 $0.00
05-Mar $311.00 $164.98 $0.00
06-Mar $881.92 $195.19 $1.50
07-Mar $342.69 $171.05 $12.00
08-Mar $443.09 $178.93 $0.00
09-Mar $525.61 $411.18 $0.00
10-Mar $303.58 $311.87 $0.00
11-Mar $519.81 $208.99 $0.00
12-Mar $254.64 $125.00 $0.00
13-Mar $664.44 $196.51 $0.00
14-Mar $456.68 $218.94 $0.00
15-Mar $545.70 $200.20 $25.00
16-Mar $633.49 $266.34 $0.00
17-Mar $312.84 $217.59 $0.45
18-Mar $430.24 $318.20 $0.00
19-Mar $328.06 $102.92 $0.00
20-Mar $884.25 $165.67 $0.00
21-Mar $757.25 $205.12 $0.00
22-Mar $701.64 $234.12 $0.00
23-Mar $501.07 $271.22 $5.28
24-Mar $311.39 $201.31 $0.00
25-Mar $444.83 $200.52 $0.00
26-Mar $364.15 $104.85 $0.00
27-Mar $617.14 $239.41 $0.00
28-Mar $686.70 $191.18 $0.00
29-Mar $755.96 $158.45 $0.00
30-Mar $887.23 $312.80 $7.50
31-Mar $433.03 $224.40 $0.00
TOTALS: $15,740.57 $6,890.31 $57.73
March 2005 TOTALS $13,192.71 $7,250.56 $124.50
%CHANGE 19% -5% -54%
2005/6 Rev 2005/6 Proj:
Daily Average Fines $539.58 $327.77
Daily Average Media $222.20 $263.89
Daily Average Ref. Fees $1.92 $4.17
DAILY TOTALS $763.71 $595.82
GAIN/LOSS ON PROJ: $4,533
jb
BALANCE SHEET
March
FY 2005/2006
Revenues Earned Projected Loss/Gain
Fines & Fees $107,596 $90,000 $17,596 19.6%
Media Rentals $54,831 $60,000 ($5,169) -8.6%
Technology Center Revenue $11,168 $10,000 $1,168 11.7%
Print Fees $3,123 $3,333 ($210) -6.3%
Information Services Fees $458 $1,125 ($667) -59.3%
Direct Loan $64,659 $30,000 $34,659 115.5%
Totals: $241,836 $194,458 $47,378 24.4%
*Balance for
Yearthrough March $47,378
"based on recalculated revenues, removing all Victoria Gardens Branch
revenues due to delayed opening date to fiscal year 2006/07
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R A N C H O C U C A M O N G A'
POISLIC LI IS RARY
Staff Report
DATE: April 13, 2006
TO: President and Members of the Board of Library Trustees
FROM: Deborah Kaye Clark, Library Director
SUBJECT: APPROVAL OF PROPOSED LIBRARY BUDGET FOR 2006/2007
RECOMMENDATION
Attached, please find copies of the proposed Library Budget for 2006/2007. After presentation,
staff recommends the Library Board approve the budget as proposed or consider establishing a
budget study session for in depth discussion of budget issues if necessary.
BACKGROUND/ANALYSIS
The .budget presented is balanced, given the data available at the time of budget preparation.
Growth of property tax dollars allow the expansion of programs, materials and staffing to a
limited extent. The key points of this budget are outlined below:
• Property tax revenues have grown from $2,387,470 in the Approved 2005/06 budget, to
$2,753,450 in 2006/07. This represents a growth of 15%. Overall, the anticipated
growth in library revenues is estimated at 14%.
• With the addition of the Victoria Gardens Library, the combined annual book and
materials budget for the library is $317,000. Growth in the materials budget is estimated
at 64%.
• The Virtual Library, the "third" library location, is receiving increased funding in the
amount of $111,170 or 21%, adding an additional 5 databases to the roster of materials
available on-line to the public.
• Two new staff positions are being requested: One for Archibald Library (replacing a
Librarian I Reference position transferred to help support the Victoria Gardens Library);
one for Victoria Gardens Library, adding a position of Library Assistant I to assist in
children's programming.
• Two position reclassifications are being requested, each representing a 5% increase in
salary range:
Robert Karatsu
Current Title Proposed Title
Library Services Manager Library Services Manager/Deputy Director
ZI
Linda Janecek
Current Title
Library Assistant I
Proposed Title
Library Assistant II
• Archibald Library budget and Victoria Gardens Library budget are equally balanced,
based on their plan of service and the following open hours:
Archibald: Monday-Thursday, 10 a.m. to 9 p.m.
Friday: closed
Saturday: 10 a.m. to 5 p.m.
Sunday: 1 p.m. to 5 p.m.
Victoria Gardens: Closed Sunday and Monday
Tuesday-Thursday, 10 a.m. to 9 p.m.
Friday: 10 a.m. to 6 p.m.
Saturday: 10 a.m. to 5 p.m.
• Total proposed Library Services Budget is $3,571,400 or 14% higher than the 2005/06
budget proposal. This is consistent with the increased revenues, which are 14% higher
than 2005/06.
FISCAL IMPACT:
Overall, this proposal will allow the library a balanced budget, with a remainder of $19,670 in
revenues unspent. In addition, this budget shows an estimated fund balance of $3,248,881 in
Library Reserves at the close of fiscal year 2006/07, an approximate gain of $332,034 or 11 %.
specttully submitted,
. C`{
Deborah Kaye Clark .
Library Director
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1290 LIBRARY FUND
Approved Actual Proposed
05/06 Budget 05/06 Budget 06/07 Budget
4101 Property Taxes-CY Secured $2,178,600 $2,245,420 $2,408,490
4102 Property Taxes-CY Unsecured $68,200 $69,060 $75,270
4103 Property Taxes-PY Sec & Unsec $78,010 $82,670 $90,110
4105 Property Taxes-Supplemental $62,660 $286,943 $179,580
4312 Library Fines & Fees $210,000 $125,000 $225,000
4401 Interest Earnings $40,000 $40,000 $40,000
4410 Media Rentals $100,000 $80,000 $110,000
4512 Library Card & Merchndse Sales $1,000 $0 $1,000
4514 Technology Center Revenue $8,000 $10,000 $30,000
4515 Information Service Fees $1,000 $2,000 $4,000
4570 Sale of Printed Materials $5,000. $4,000 $8,000
4906 CLSA Direct Loan $60,000 $60,000 $80,000
4907 Private Contributions $130,000 $100,000 $200,000
4908 Public Library Foundation $70,000 $63,551 $63,550
8001 Transfer In-General Fund $71,600 $71,600 $0
Total for Fund 290 $3,084,070 $3,240,244 3,515,000
1298 CALIFORNIA LITERACY CAPMPAIGN
4740 Grant Income $36,400 $36,400 $36,400
RC Library Foundation Support $10,000 $10,000 $20,000
Total for Fund 290 $46,400 $46,400 $56,400
TOTAL LIBRARY REVENUES $3,130,470 $3,286,644 $3;571,400
7/
-°- -- "- - -- - 2 ~ r~,
LIBRARY SUMMARY BUDGET PROJECTIONS
290 LIBRARY FUND
601 LIBRARY ADMINISTRATION.
606 ARCHIBALD LIBRARY
607 VICTORIA GARDENS LIBRARY
604 BOOKMOBILE SERVICES
605 LIBRARY BOARD OF TRUSTEES
398 LITERACY FUND
601 ADMINISTRATION
TOTAL LIBRARY SERVICES BUDGET
TOTAL LIBRARY REVENUES
DIFFERENCE
Subtotal
Approved Actual Proposed
05/06 Budget 05/06 Budget 06/07 Budget
$1,059,510 $1,058,760 $810,640
$1,311,325 $1,293,580 $1,250,990
$546,024 $434,360 $1,287,530
$103,354 $103,360 $107,850
$1,980 $1,980 $3,500
$3,022,193 $2,892,040 $3,460,510
$82,240 $82,240 $91,220
$3,104,433 $2,974,280 $3,551,730
$3,130,470 $3,286,644 $3,571,400
$26,037 $312,364 $19,670
~/
2-7
Approved Actual Proposed
05/06 Budget 05/06 Budget 06/07 Budget
LIBRARY ADMINISTRATION (601)
5000 Regular Salaries
Library Director $123,265 $123,265 $123,270
Special Projects Manager/Deputy Director $80,220
Senior Administrative Secretary, $53,365 $53,365 $53,370
' 5% Cola $8,840
Sub Total: $176,630 $176,630 $265,700
5010 Part Time Salaries
Office Specialist I (.5 FTE) $13,000 $0 $0
Office Specialist II (.5 FTE) $13,000 $15,000 $21,000
5% Cola $1,050
Sub Total: $26,000. $15,000 $22,050
5030 Fringe Benefits $87,510 $87,510 $90,890
TOTAL FOR PERSONNEL SERVICES $290,140 $279,140 $378,640
5100 Travel and Meetings
Library Meetings $1,000 $1,000 $1,000
CLA Library Conference $3,500 $3,500 $3,500
Codi Conference $0 $0 $1,000
5102 Training $1,000 $1,000 $2,000
5105 Mileage
Auto Allowance $4,800 $4,800 $4,800
Reimbursement $1,000 $1,000 $1,000
5150 Office Supplies & Equipment $3,000 $3,000 $3,000
5160 Membership Dues
American Library Association $450 $500 $500
California Library Association $300 $500 $500
Codi Dynix/Horizon Association $0 $0 $200
Inland Library System $1,500 $1,500 $1,500
5200 Operations & Maintenance
Bindery $2,000 $2,000 $2,000
Printing & Postage $2,000 $2,000 $2,000
Special Program Supplies $5,000 $5,000 $5,000
5283 Depreciation-Computer Equip
5300 Contract Services
Collection Agency $15,000 $15,000 $15,000
Consultant for Long Range Planning $0 $5,000 $0
Dynix System Maintenance $35,000 $35,000 $35,000
Office Equip/Machine Maint $15,000 $15,000 $15,000
On-Line Databases
7T
z~s
School Databases (5 curriculum support)
Homework Help Database
Printing (Brochures/Fliers)
5501 Admin./General Overhead
XXXX ERAF III
5400 Telephone Utilities
5402 Water Utilities
5403 Electric Utilities
TOTAL FOR OPERATIONS
TOTAL FOR LIBRARY ADMINISTRATION:
$5,000 $17,000
$0 $20,000
$10,000 $20,000
$189,000 $189,000 $189,000
$399,820 $399,820 0
$15,000 $15,000 $15,000
$3,000 $3,000 $3,000
$72,000 $72,000 $75,000
$769,370 $789,620 $432,000
$1,059,510 $1,068,760 $810,640
Z9
LIBRARY BOOKMOBILE SERVICES (604)
5000 Regular Salaries
Library Assistant II
Cola 5%
5010 Part Time Salaries
Library Clerk
5030 Fringe Benefits
5100 Travel and Meetings
Library Meetings
5105 Mileage
Reimbursement
5150 Office Supplies & Equipment
5200 Operations & Maintenance
Books
5283 Depreciation-Computer Equip
5400 Telephone Utilities
TOTAL FOR DIVISION 604
2005/06 2005/06 2006/07
$53,620 $53,620 $53,620
$2,680
$16,000 $16,000 $16,000
$27,714 $27,720 $29,030
$0
$100
$500
$2,000
$2,420
$1,000
$103,354
$0
$100
$500
$2,000
$2,420
$1,000
$103,360
$0
$100
$500
$2,000
$2,420
$1,500
$107,850
30
LIBRARY BOARD OF TRUSTEES (605)
OPERATIONS
3100 TRAVEL & MEETINGS
CLA Legislative Day
California Library Conference
Workshops
3956 DUES
Caltac
California Library Assoc.
TOTAL LIBRARY BUDGET
$3,000
$500
$1,500
$1,000
$500
$350
$150
$3,500
Approved Actual Proposed
2005/2006 2005/06 2006/2007
$1,630
$350
$1,980
$1,630 $3,000
$350 $500
$1,980 $3,500
~_~,_
ARCHIBALD REGIONAL LIBRARY (606)
5000 Regular Salaries
Library Services Manager
Principal Librarian
Librarian II
Librarian I
Librarian I
Library Assistant II
Library Assistant I
Library Clerk
Library Page II
Library Page I
Approved
2006/2007
$464,655
Actual
2006/2007
$76,400
$66,500
$23,800
100% Robert Trans to 601
100% Renee
100% Karye
300%
Jim
Jennifer Trans to 607
Vacant Childrens
New Request
100% Karen
100% Nina
100% Vacant
100% Jacquie
200% Tracy
Vacant Trans to 607
Sub Total 12 FT $464,655
Plus 5% Cola
5010 Part Time Salaries
Librarian I (1 FTE) 100%
Library Assistant (2 FTE) 200%
Clerk (4 FTE) 400%
Page II (1 FTE) 100%
Page (5.25 FTE) 525%
Sub Total 1325%
Plua 5% Cola
FTE Count: 13.75
5030 Fringe Benefits
TOTAL FOR PERSONNEL SERVICES:
5100 Travel and Meetings
Library Meetings
Public Library Conference (1)
5105 Mileage
Reimbursement
5150 Office Supplies & Equipment
5152 Computer Software
5160 Membership Dues
American Library Association
California Library Association
5200 Operations & Maintenance
Books/Materials
Magazines/Publications
Special Program Supplies
5283 Depreciation-Computer Equip
$53,620
$48,690
$20,900
$46,400
$37,820
$12,000
$25,010
$20,570
$0
$431,710
0%
100%
100%
200%
100%
100%
100%
100%
100%
100%
0%
10 FT
$51,000 $41,000 50%
$72,000 $92,000 250%
$126,500 $132,200 400%
$19,600 $0 0%
$97,$00 $107,400 625%
$366,900 $372,600 1325%
$278,110 $278,110
$1,109,665 $1,082,420
$1,000 $1,000
$2,500 $5,000
$200 $200
$10,000 $10,000
$0 $7,000
$450 $450
$200 $200
$102,310 $102,310
$12,000 $12,000
$15,000 $15,000
Proposed
2006/2007
$0
$69,800
$57,000
$54,000
$0
$41,800
$51,000
$46,500
$38,000
$36,490
$25,010
$20,600
$0
$440,200
$22,010
$462,210
$26,000
$89,500
$126,500
$0
$102,500
$344,500
$17,230
$361,730
$222,700
$1,046,640
$1,000
$2,500
$200
$10,000
$0
$450
$200
$100,000
$12,000
$15,000
3z
5300 Contract Services
Bk Process & Tech Serve $22,000 $22,000 $20,000
Children's Programming Fund $3,000 $3,000. $10,000
Security Gate Maintenance $4,000 $4,000 $4,000
Security Monitor Contract $22,000 $22,000 $22,000
Self Check Maintenance $7,000 $7,000 $7,000
TOTAL FOR OPERATIONS $201,860 $211,160 $204,350
TOTAL FOR ARCHIBALD LIBRARY $1,311,325 $1,293,580 $1,250,990
O" T
~3
VICTORIA GARDENS LIBRARY (607) Approved Actual Proposed
2005/2006 2005/06 2006/07
5000 Regular Salaries $259,520
Library Services Manager 100% Michelle $65,800 100% $69,100
Librarian II 100% Cara $25,800 100% $54,100
Librarian I 200% Heather $17,410 200% $43,900
Vacant $20,900 $42,900
Trans from 606 100% $42,900
Library Assistant II 200% Barb $36,200 20b% $37,970
Adam $36,200 $37,970
Library Assistant 1 New Request 100% $35,980
Library Assistant 1 100% Linda J $37,820 0%
Library Assistant II Linda J Reclass. Request 100% $39,710
Library Clerk 100% Vacant $6,780 100% $28,500
Library Page I 100% Vacant Position Eliminated:Hrs. trans. To pt. Time
Library Page II 100% Vacant $0 1.00% $22,050
Sub Total: $259,520 $246,910 $455,080
5% Cola $23,700
FT Count: 10 11 FT
5010 Part Time Salaries $133',470
Librarian I 25% Vacant $11,100 25% $12,800
.Library Assistant I 300% Vacant $0 300% $89,500
Library Clerk 375% Vacant $15,000 400% $126,500
Office Specialist II 0% Carol Trans from 606 $0 50% $15,600
Library Page II 100% Vacant Position Elimin ated:Hrs. trans. To Pa ge 1
Library Page 525% Vacant $0 725% $104,570
Sub Total: 1325% $133,470 $26,100 1500% $348,970
5% Cola $15,180
FTE Count: 13.25
5030 Fringe Benefits $129,834 $121,500 $238,250
TOTAL FOR PERSONNEL S ERVICES: $522,824 $394,510 $1,081,180
5100 Travel and Meetings
Library Meetings $500 $7,400 $3,500
5105 Mileage
Reimbursement $200 $200 $200
5150 Office Supplies & Equipment $3,000 $10,000 $10,000
5152 Computer Software
Office programs $0 $2,250 $0
5160 Memberships
American Library Association
California Library Association
5200 Operations & Maintenance
Books/Materials
Magazines/Publications
$450
$200
$3,000 $0 $100,000
$0 $0 $15,000
Special Program Supplies $2,500 $20,000 $15,000
5283 Depreciation-Computer Equip $0 $0 $0
5300 Contract Services
Bk Process & Tech Serve $2,000 $0 $20,000'
Children's Programming Fund $3,000 $0 $10,000
Computer Services Warranty $3,000 $0 $0
Office Equip/Machine Maint $1,000 $0 $70,000
Security Gate Maintenanc Warranty $0 $0 $0
Security Monitor Contract $5,000 $0 $22,000
Self Check Maintenance Warranty $0 $0 $0
TOTAL FOR OPERATIONS $23,200 $39,850 $206,350
TOTAL FOR VICTORIA GARDENS LIBRARY $546,024 $434,360 $1,287,530
~~'-
_ 35
Approved Actual Proposed
2005/06 2005/06 2006/07
CALIFORNIA LITERACY CAMPAIGN (298)
LIBRARY -ADMINISTRATION (601)
5000 Regular Salaries
Library Assistant II $40,690 $40,690 $41,720
Step Increase 5% $2,090
Cola 5% $2,090
Sub Total: $45,900
5010 Part Time Salaries
Library Assistant I $18,000 $18,000 $18,000
Library Clerk $0
Cola 5% $900
Sub Total: $18,900
5030 Fringe Benefits $20,300 $20,300 $22,870
TOTAL PERSONNEL SERVICES: $87,670 $78,990 $78,990 $87,670
5100 Travel and Meetings
Library Meetings $500 $500 $500
5105 Mileage
Reimbursement $200 $200 $200
5150 Office Supplies & Equipment $200 $200 $500
5160 Membership Dues
California Literacy $80 $80 $80
SCLLN $140 $140 $140
5200 Operations & Maintenance
Instructional Resources $200 $200 $200
Office Supplies $0
5300 Contract Services '
LitPro Annual Service Agmt $430 $430 $430
Tutor Training $1,500 $1,500 $1,500
TOTAL FOR CALIFORNIA LITERACY CAMPAIGN $82,240 $82,240 $91,220
3 ~--
STAFF REPORT ' V -
~;
RANCHO CUCAilIONGa PUBLIC LIBRARY J
RANCHO
Date: April 13, 2006 C,UCAMONGA
To: President and Members of the Rancho Cucamonga Library Board of Trustees
From: Deborah Kaye Clark, Library Director
By: Robert Karatsu, Library Services Manager
Subject: AUTHORIZE STAFF TO REQUEST THAT COUNCIL ACCEPT THE LOW BIDDER,
INTEGRATED TECHNOLOGY GROUP, FOR THE PROVISION OF A COMPLETE
RFID TECHNOLOGY SYSTEM FOR THE RANCHO CUCAMONGA PUBLIC
LIBRARY AT A COST NOT TO EXCEED $329,734.
RECOMMENDATION
It is recommended that the Library Board move forward in the acquisition of RFID Technology by
authorizing staff to proceed in requesting the following City Council action: That the Council accept
the low bidder, Integrated Technology Group, for the provision of equipment, software and technical
support to provide a complete RFID Technology System for the Rancho Cucamonga Public Library,
at a cost not to exceed $329,734.
Costs and accounts for this project are outlined below
Archibald Library
Self Check Terminals (2) $28,815 1290606-xxx
Security Gates (2) $10,795 1290606-xxx
Inventory Wands (1) $ 4,950 1290606-xxx
RFID Conversion Stations (1) $ 3,555 1290606-xxx
RFID Conversion Station lease (1) $ 945 1290606-xxx
RFID Readers (5) $12,750 1290606-xxx
RFID Tags (185,000) $94,880 1290606-xxx
Subtotal for Archibald: $156,690
Victoria Gardens Library
Self Check Terminals (2) $28,815 1290607-xxx
Security Gates (3) $16,192 1290607-xxx
Inventory Wands (1) $ 4,950 1290607-xxx
RFID Conversion Stations (1) $ 3,555 1290607-xxx
RFID Readers (4) $10,200 1290607-xxx
RFID Conversion Station lease (1) $ 945 1290607-xxx
RFID Tags (100,000) $53,370 1290607-xxx
Subtotal for Victoria Gardens: $118,027
Subtotal Sum: $274,717
~..~
AnRU.13,200G
Tax C~3 7.75% $ 21,291
Shipping: $ 3,750
TOTAL ESTIMATED COST: $299,758
Add10% Contingency: $ 29,976
Less Grant Payment: $ (76,718)
TOTAL LIBRARY INVESTMENT: $253,016
BACKGROUND/ANALYSIS
Following the receipt of competitive and responsive bids to the RFP issued in December 2006
outlining the library's needs in the arena of Radio Frequency Identification Technology, (RFID),
Administration at the Rancho Cucamonga Public Library would like to move forward and implement
RFID technology at both the Archibald and Victoria Gardens locations by accepting the lowest,
responsible bidder in the process.
RFID is a combination of radio-frequency-based technology and microchip technology. The
information (simply a library identification number) contained on microchips in the tags affixed to
library materials is read using radio frequency technology regardless of item orientation or
alignment (i.e., the technology does not require line-of-sight or a fixed plane to read tags as do
traditional barcode readers or theft detection systems).
Staff proposes the use of RFID at both library locations for the following reasons
• To promote employee wellness by reducing the number of repetitive motion injuries.
Significant reduction in the number of steps tied to the current circulation process, resulting
in improvement. It should also be noted that in addition to a time saving in achieving similar
results when using a traditional barcode, repetitive motion is greatly reduced.
To improve customer service by speeding checkout, reducing lines.
The use of RFID reduces the amount of time required to perform circulation operations. The
most significant time savings are attributable to the facts that information can be read from
RFID tags much faster than from barcodes and that several items in a stack can be read at
the same time. The self-check terminals, security gates, inventory wands and tagging
stations all work in concert with the RFID tags.
At the October 13, 2005 meeting of the Library Board of Trustees, library staff gave a detailed
presentation on RFID technology. The Library Board unanimously approved moving forward with
RFID bid process. In January 2006, library staff gave a presentation and answered questions about
RFID from the City's Information Technology steering committee, which also unanimously approved
the implementation of RFID for both Rancho Cucamonga Libraries since it was in accordance with
the City's overall Technology Master Plan.
FISCAL IMPACT
The initial investment for startup costs for RFID Technology will be funded by State Library Grant
Funds, and Redevelopment Library Capital Funds. Moving forward with RFID at this point will allow
3S
A~~~su_ 13, 2006
the library to use State Grant dollars for 65% of the costs accrued at the Victoria Gardens Library (a
savings to the city of $76,718). Action at a later date will require the library to absorb all of the costs
of this project.
Ongoing project costs, such as maintenance and additional RFID tags, will be offset by cost savings
resultant through a more efficient work flow, coupled with an anticipated reduction of repetitive
injury claims against the city.
CONCLUSION
Staff proposes that the Library Board approve moving forward in the process of bringing RFIC
technology to the Rancho Cucamonga Public Library, by authorizing Library Administration to
request Council action on this item.
incj rely,
/ ~
Deborah Kaye Clark
Library Director
~~
~9
MEMORANDUM
~~
RANCHO
Date: April 3, 2006 CUCAMONGA
To: Deborah Clark, Robert Karatsu, Michelle Perera
From: Renee Tobin
Subject: storytime Schedules
Children's staff (Nina Cole, Linda Engelke, Heather Fredrics, Linda Janecek and Renee Tobin) met
last week to discuss possible storytime schedules for both the Archibald and Victoria Gardens
Libraries. After some discussion we created the tentative schedule below:
Storytimes Archibald Victoria Gardens
Toddler Time Thursday 10 & 11 Friday 10:00
Preschool Wednesday 10 & 11 Tuesday 10 (& 11)
Afterschool Cool Thursday 4:00 p.m. 4:00 p.m. Friday or
Wednesday
Family Saturday (10 &) 11:OOa.m. Saturday 2:00 p.m.
We worked from the premise that one person would present the Toddler Times each week, one
Preschool, one Afterschool, etc., at both libraries and that we would not alter the schedule at
Archibald. We did not want the burden on staff of presenting storytimes at both locations at the
same time. Since many staff are currently off on Fridays and we don't yet know our work schedules
in the new fiscal year, we thought staffing might dictate Afterschool Cool on Wednesdays at Victoria
Gardens. We may want to draw more people to Victoria Gardens on Wednesday afternoon rather
than Friday when Archibald maybe closed and the mall busier than midweek.
Times in parentheses are times we thought might be reduced or added as patron demand dictates.
Given current attendance, we could reduce the Family storytime presentations at Archibald on
Saturday to just one. However, I would prefer to wait until after summer to do this because
attendance is usually higher during the Summer Reading Club. We might not want to reduce this
storytime immediately upon opening Victoria Gardens because of the perception to residents near
Archibald that their library services are being reduced due to the opening of the new library.
However, if we have fall statistics that show low attendance we should eliminate one Saturday
storytime at Archibald by the end of 2006.
We have committed in the grant to present 4 storytimes each week at Victoria Gardens but the
grant does not dictate haw soon upon opening we have to present them. We can consider starting
up storytime sessions in November or even January after experiencing a few months of service and
SroxrrintE Sc~ [~ a>u~.Es
A1~a~~. 3, 2006
PAGE 2
the demand for school tours related. Starting up a few months after opening may also help us
determine which days are best for presenting storytimes at Victoria Gardens.
This is our initial outline and we are looking far feedback.
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
Adjourned Meeting
A. CALL TO ORDER
An adjourned meeting of the Library Board of Trustees was held on Thursday, April 13, 2006, 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 Wimberly. Present were
Members Bradshaw, Lo and Nagel.
Also present were: Deborah K. Clark, Library Director, Robert Karatsu, Library Services
Manager/Archibald, Michelle Perera, Library Services Manager/Victoria Gardens; Renee Tobin,
Principal Librarian; Karye Hood, Reference Services Coordinator/Archibald, Cara Vera, Reference
Services Coordinator/Victoria Gardens and Vivian Garcia, Senior Administrative Secretary.
Teen Board Members: Habeeba Biad, Samuel Chang, Bianca Hamson and Yi Jing were present.
******
B. CONSENT CALENDAR
B1. Approval of Minutes: March 9, 2006.
Unable to pass the Minutes due to lack of quorum of those who attended the March 9`h meeting.
*+**+*
C. LIBRARY DIRECTOR'S STAFF REPORTS
C1. Library Status report: oral reports presented by staff.
a. Review of statistics. .
Deborah Clark, Library Director, reviewed the statistics with the Board.
C2. Budget Reports: reports presented by Deborah Clark, Library Director.
a. Review of 2005/2006 budget.
Deborah Clark, Library Director, reviewed the budget sheets for 2005/06 with the Library Board.
b. Approval of Proposed Library Budget for 2006/07.
Library Board Minutes
April 13, 2006
Page 2
Deborah Clark, Library Director, gave an overview of the proposed Library Budget for 2006/07.
MOTION: Moved by Member Bradshaw to approve the proposed Library Budget for. 2006/07,
seconded by Member Nagel. Motion carried, 4-0-1 (with Coberly absent).
C3. Adult Services Issues: Update by Robert Karatsu, Library Services Manager/Archibald. Oral
report.
Robert Karatsu, Library Services Manager/Archibald, gave an oral report on the projects being
pursued by staff in the Adult Services division.
C4. Children's Services Issues: Update by Renee Tobin, Principal Librarian. Oral report.
Renee Tobin, Principal Librarian, gave an oral update on Children's Division. She showed a sample
of the one of the t-shirts for the Summer Reading Program.
C5. Highlights of Public Library Conference 2006: Oral presentation by staff who attended the
conference in March.
Michelle Perera, Library Services ManagerNictoria Gardens, shared with the Board how one Library
while going through a building refurbishment, displayed their books to the public.
Karye Hood, Reference Services Coordinator/Archibald, gave an oral report on the workshops she
attended while at PLA.
Cara Vera, Reference Services CoordinatorNictoriaeardens, gave an oral report on the workshop
highlighting Teen Programs.
C6. Authorize staff to request that the City Council accept the apparent low bidder, Integrated
Technology Group, for the provision of a complete RFID Technology System for the Rancho
Cucamonga Public Library at a cost not to exceed $329,734. Report attached. Robert Karatsu,
Library Services Manager/Archibald to present.
Robert Karatsu, Library Services Manager/Archibald, went over the report with the Board.
C7. Victoria Gardens Library: update on the progress of the project. Oral reports as follows:
a. Construction update by Robert Karatsu, Library Services Manager/Archibald with
recently released DVD.
Library Board Minutes
April ]3, 2006
Page 3
Robert Karatsu, Library Services Manager/Archibald, showed the new DVD on the construction of
the Cultural Center to the Board.
b. Staff recruitment, Collection Development and FF&E (Furnishings, Fixtures and
Equipment) update by Michelle Perera, Library Services ManagerNictoria Gardens.
Michelle Perera, Library Services Manager/Victoria Gardens, shared pictures of the site visit to
Brodart in Williamsport, PA with the Board. At the cost ofBrodart Corporation and in accordance
with the Opening Day Collection Contract, staff visited the warehouse to audit the Victoria Gardens
collection.
Michelle Perera, Library Services ManagerNictoriaGardens, reviewed the collection development
of Victoria Gardens with the Board.
Michelle Perera, Library Services Manager/Victoria Gardens, stated that ajob offer had been made
to the (2) successful candidates for the Librarian positions at Victoria Gardens. The hiring process
needs to be complete before names are released. She stated that two full time Library Clerk positions
were filled by Victoria Roslof, Library Clerk at the Archibald Library and Kristin Brailey, Library
Clerk at the Victoria Gardens Library
**~*~*
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 Bradshaw stated that the Friends were interviewing new volunteers in preparation for the
bookstore operation in Victoria Gardens Library.
President Wimberly gave an oral update on the PAL Campaign Steering Committee meeting to the
Board.
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 the student community.
Bianca Harrison stated that the students assisted library staff at the Career Fair, held on Thursday,
March 16th.
Library Board Minutes
April 13, 2006
Page 4
Habeeba Biad stated that two (2) students would accompany staff to the California Library
Legislative Day on Wednesday, April 26.
~*+~**
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
E1. RFID Status
E2. Strategic Planning
E3. Media Policy.
******
F. COMMUNICATIONS FROM THE PUBLIC
None received.
******
G. ADJOURNMENT
MOTION: Moved by Member Nagel to adjourn, seconded by President Wimberly. Motion carved,
4-0-1 (with Coberly absent). Meeting adjourned at 7:40 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved: June 8, 2006