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HomeMy WebLinkAbout2008/10/13 - Minutes - Special Joint LibraryOctober 13, 2008 CITY OF RANCHO CUCAMONGA CITY COUNCIL, LIBRARY BOARD AND LIBRARY FOUNDATION BOARD SPECIAL JOINT MEETING MINUTES A. CALL TO ORDER A special joint meeting of the Rancho Cucamonga City Council, Library Board of Trustees and the Library Foundation Board was held on Monday, October 13, 2008, at the Cultural Center, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:35 p. m. by Mayor Donald J. Kurth, M.D. Present were Councilmembers: Rex Gutierrez (arrived at 6:40 p.m.), Sam Spagnolo, Diane Williams, Mayor Pro Tem L. Dennis Michael and Mayor Donald J. Kurth. Present were Library Board of Trustee Boardmembers: Jackie Amsler (arrived at 6:41 p.m.), Scott Haddon, Luella Hairston, President Pro Tem Sharon Nagel and President Robert Coberly. Present were Library Foundation Boardmembers: Teresa A. Akahoshi, Jackie Amsler (arrived at 6:41 p.m.), David Atkins (arrived at 6:42 p.m.), Gino L. Filippi (arrived at 6:41 p.m.), Tina Gilfry, David Gonzalez (arrived at 6:40 p.m.), Ruth Leal, Dominic Melillo, Chris White, Vice President Rebecca Davies and President Bruce Bowne. Also present were: Jack Lam, City Manager; Pamela S. Easter, Assistant City Manager; John Gillison, Deputy City Manager/Administrative Services; Deborah Clark, Library Director; Robert Karatsu, Assistant Library Director; Michelle Perera, Library Services Manager; Vivian Garcia, Administrative Secretary/Library; Susan Sluka-Kelly, Cultural Arts Supervisor/Community Services and Shirr'I Griffin, Deputy City Clerk. _..... B. PUBLIC COMMTINTCATIONS , No communication was made from the public. C. ITGM(S) OF BUSINESS C1. PRESENTATION ON CREATING THE "3 AMAZING LIBRARIES" Jack Lam, City Manager, introduced Deborah Clark, Library Director Library Director Clark welcomed the City Council, Library Board of Trustees and Library Foundation Board. She noted the last joint meeting (City Council and Library Board of Trustees) was in fall of 2000. Ms. Clark indicated this meeting would review accomplished goals and in 2009 launch a new planning process setting a course for the Library for 2010 and beyond. Library Boardmember Nagel left the meeting at 6:39 p.m. and returned at 6:40 p.m. Library Director Clark recalled the list of goals from the first five years: expanding the book collection; expanding services offered at the Archibald Library; developing collaborations with other City Departments, School Districts and non-profit agencies; expanding online access to library services to the Community "24/7"; providing outreach library services in existing City facilities across the City; investigating options and creating funding for Library growth and developing a branch Library of 15,000 square feet, expandable to 30,000 square feet at the east end of the Community funded by Proposition 14. She stated the concept for the "3 Amazing Libraries" was created from this list of goals. She introduced Robert Karatsu, Assistant Library Director and Michelle Perera, Library Services Manager to present a PowerPoint slide show on the Library. Robert Karatsu, Assistant Library Director, stated the Archibald Library was recently remodeled and commented on how happy they were with the way it turned out. He said the Archibald Library is the cornerstone of Library services. Library usage increased 25% after the remodel. Realigned service desks improved sightlines and enhanced service without increasing staff. He noted larger dedicated spaces contributed to expanding services such as access tc computers and classes as well as the new "Teen-Scene" space. At Wednesday night's "Welcome Back" program over 125 kids and their parents easily fit in the newly remodeled children's space. The space also benefits from more natural light once walls were removed. He highlighted the Archibald Library Adult Literacy program, the "HouseCalls" Senior program and the Senior Book Club at Central Park. He spoke about Community outreach opportunities and talked about "partnering- up" programs coordinated with other City Departments. Michelle Perera, Library Services Manager stated programs at the Biane Library have become the cornerstone of what the Biane Library is about. She spoke about day-to-day Storytime children's programs and said the State Library supplements these programs through an Early Learning grant. She noted the Library is a second time recipient of the grant and received $25,000 this year. Ms. Perera talked about Cultural Arts programs. She noted over 1,300 people attended the events and that the Library Foundation gave a $15,000 grant to support the programs. She mentioned partnerships through the Literary Roots program, and the State and Healthy RC health and wellness initiative. Library Services Manager Perera said with the opening of the Biane Library, Teen programs have "really taken off." The Library recently received a $12,000 grant from Libraries for the Future for Teen and Senior health related programs, which will begin in January and February 2009. The weekly series programs are rounded out by technology classes that are standing room only. Recalling the Adult Literacy program at the Archibald Library, Michelle Perera talked about a similar program, Back-to-Basics, for elementary school kids whose reading skills are below average by one or two grade levels. Library Services Manager Perera announced the Second Annual Big Read and said the Big Read is representative of quality programming the Library might not otherwise get to offer. The Library received a grant for $20,000 this year to do a Big Read and is doing the First Annual Little Read. Since the reading selection for Big Read is the Maltese Falcon by Dashiell Hammett, the Little Read selection is the Malted Falcon. Assistant Library Director Karatsu described features of the "Third Amazing Library", the virtual library. He noted the Library reinvented its website earlier in the year and in the last year alone has received more than two million hits. Based on the Master Plan, the virtual library is endeavoring to create an environment in which what can be done atone of the library buildings, can be done online from a computer "24/7". Popular virtual library resources are databases, "downloadables" and Tutor.com. In conclusion, he noted statistics regarding the "3 Amazing Libraries." With only two locations, over one million items were checked out last year. Statistics also tracked how may people visited the Libraries, attend programs, used computers, how many questions were answered, and the amount of grants monies supporting programs. Assistant Library Director Karatsu noted 35% of the kids who use the Libraries are not Rancho Cucamonga residents. In response to Mayor Kurth, Library Services Manager Perera said the Back-to-Basics tutoring program is an after school program. She indicated that there is an activity based StoryTime program Mondays and Thursdays for 6-12 year olds. For ages 13-17, she mentioned the Teen Book Club is currently reading and discussing Stephenie Meyer's Twilight. Library Services Manager Perera noted Mayor Pro Tem Michael's consideration that teens be involved with positive activities and added the Library offers writing forums for Teens. She clarified adult learner and children's tutoring programs for Councilmember Williams who asked about reading and writing programs for children since they are tested in both skills. The Assistant Library Director acknowledged Linda Engelke, Children's Services Librarian, for receiving a $3,000 scholarship at the California Library Association Conference to apply towards her Masters of Library Science degree, and Library Services Manager Perera for being distinguished throughout all public libraries Special Joint Meeting Minutes of the Rancho Cucamonga City Council, Library Board of Trustees and Library Foundation Board October 13, 2008 -- Page 2 of 7 and awarded California Librarian of the Year C2. PRESENTATION AND DISCUSSION OF FUTURE POTENTIAL LIBRARY SERVICES ON THE SECOND FLOOR OF THE PAULA. BIANE LIBRARY AT VICTORIA GARDENS Library Director Clark referred to the original 2000 Master Plan and its most exciting aspect: Expanding the branch library at the east portion of the community into a 30,000 square foot facility: In response to Mayor Pro Tem Michael, she indicated funding was received for the planning process. Library Services Manager Perera gave a PowerPoint presentation to help illustrate what makes the Biane Library a unique library. She reported the Library measures information on popular programs, especially those popular with children 0-8 years of age and families, and takes into account 30% of library circulations are picture and beginning reader books. She noted "ELF", Early Learning for Families, a State Library initiative grants money to libraries to provide early learning support. Tracking these popular trends and what programs grant monies go to, contributes to an understanding of the concept of libraries as a third place. Library Services Manager Perera spoke about the need to offer experiential opportunities where together, families can enjoy games, activities, arts, crafts, etc. She stated the Library has done a good job with programs and noted the great synergy the Library, Cultural Arts Center and the Victoria Gardens Shopping Center share. She pointed out that the Library is still looking for unique and alternative learning opportunities for children and for adults. Additional space on the second floor of the Biane Library is needed to continue the overall energy and to build on existing partnership with schools and the Playhouse. Library Service Perera introduced a project called "Rancho KIDS", Rancho Kids Interactive Discovery Space. The project would expand the best elements from children's museum and library services, blending them together into a non- traditional space. Library Services Manager Perera described concepts and showed images that represented an example of an outdoor environment, a grocery stores and an actual fire truck reassembled in the discovery space, though subtle nuances like music, sounds, movement and lighting could not be represented. Children could learn about the importance of nutrition and healthy eating, or colors and shapes using the physical elements they discover in the environments. They could climb through a seed pod or over the roots of trees, use a pretend fire hose and learn the importance of dialing "9-1-1." She noted the children's museum element would not stop there; the library brings the element of books. Collections would complement each area and exhibit. Lots of children's museums have arts and crafts areas, and these programs are among the most popular with kids and parents at the library. Library Services Manager Perera noted that lots of children's museums have performing arts spaces that allow kids to dress-up. As there is already a great theatrical component here, she noted that this would be a great exhibit and would be supplemented by the Library's collection of materials. Lastly, Ms. Perera noted the need to have a space for programs. She envisioned a multipurpose space where traveling exhibits would be hosted. For example, a veterinary exhibit where kids look at pet x-rays, learn how to keep their pets from getting fleas, how to bathe them and how to care for their pets. On weekends a lot of the discovery spaces can be used for birthday parties, which is a huge revenue source for museums. Assistant Library Director Karatsu noted that the Library, Cultural Arts Center and the Victoria Gardens Shopping Center are a great economic tool. He restated that with the 35%non-resident use coming in it really creates a unique opportunity for Rancho Cucamonga. Library Director Clark spoke about grant funding opportunities for the expansion. The State awarded the Library $50,000 in grant funding to study the feasibility for creating such a space in Rancho Cucamonga. She noted that the first part of the federal LSTA Grant (Library Services and Technology Act) allows the Library to survey stakeholders and the public to determine the types of desired exhibits. By approaching the survey from a different point of view, it will allow the team to ask the right questions, noting the Library is trying to determine the initial cost of expanding the second floor as well as find out what operational cost for the project will be. Lastly, she noted that the feasibility study will give the Library a plan for blending traditional library services. She indicated that a survey will be developed and sent out in the fall. Community meetings will also be held. Special Joint Meeting Minutes of the Rancho Cucamonga City Council, Library Board of Trustees and Library Foundation Board October 13, 2008 -- Page 3 of 7 Library Service Manager clarified that the space would not be divided between a book area and a museum area. Instead, the discovery exhibit would "blend" elements of children's museums and libraries. She also discussed the feasibility study survey and the type of information it would analyze from the community of library users and non-users in reply to Councilmember Gutierrez. She addressed Boardmember Haddon's query about how schools would be involved in the survey process. In response to Councilmember Spagnolo, Library Director Clark noted that feedback on desired elements of the second floor can be provided at anytime. Councilmember Spagnolo appreciated the opportunity to meet with the Library Foundation and Library Board. He suggested that pictures of the Foundation and Board members be put in a collage at the Library for the public's information. Councilmember Spagnolo concurred with the concepts that were presented and suggested that they be expanded slightly. For instance, the focus could be on public safety rather than fire safety and the second floor could showcase some of the history of the community. Library Boardmember Amsler spoke in support of the placement of rotating permanent displays, as they are excellent ways to explore the Community's history and heritage. Mayor Pro Tem Michael wondered if it would be possible to acquire capital funds from Forest City as these improvements would provide an added benefit to the shopping experience at Victoria Gardens. He concurred with the concept for the second floor and saw its potential. He noted that Abundant Living Family Church's nursery has some incredible features and suggested that staff speak with them. In response, Library Director Clark recognized the economic engine currently in place at Victoria Gardens. She addressed the non-resident use and noted that the State has been reducing the amount granted to the City under the Direct Loan program. She recognized the policy decision on charging non-residents but noted that the Library needs to serve everyone within our system orjeopardize receiving State grant funding. In response to Mayor Kurth, Library Director Clark also recognized the possibility of working with cities or the County in order to explore additional funding opportunities. In response to Library Board of Trustee President Coberly, Library Director Clark indicated that the Library tracks a variety of statistics on library usage. Assistant Library Director Karatsu gave examples of statistics commonly tracked. In response to Councilmember Spagnolo, he indicated that the summer statistics were a bit skewed as the Archibald Library was closed. However, he did not believe that the new Fontana library had any lasting negative impact to the use of the Archibald Library. In response to Mayor Kurth, it was noted that a GIS survey had not been done recently to see if both sides of the Community were served adequately. Library Director Clark stated that she would work with GIS to provide more information to the Council, Foundation and Board on this topic. She indicated that the residents were not going much to Ontario anymore. Library Boardmember Amsler noted that it would be interesting to know if the people who visit the Archibald Library use the summer library at the school. Also, she thought that we should consider whether public transportation is sufficient. In response, Library Director Clark spoke of the work done with Senior Services to try to get the Senior Ride program. Also she also noted that the Library is trying to ensure that both libraries are on a bus route. Library Boardmember Amsler was surprised to see the Library at the Senicr Center this summer. Discussion was held regarding this resource and it was noted that a Senior Book Club started in July. Library Director Clark noted that the goal is to put libraries throughout existing City facilities instead of building separate libraries. Councilmember Spagnolo suggested that the bookmobile routes could be expanded to provide more coverage to the south end. Library Director Clark stated that the original Master Plan did included three library locations of libraries in the City, based on the concept of three communities that came together to create Rancho Cucamonga. The need for a third library in the future is one of the questions that she hoped that the survey would address. Special Joint Meeting Minutes of the Rancho Cucamonga City Council, Library Board of Trustees and Library Foundation Board October 13, 2008 -- Page 4 of 7 In response to Councilmember Williams, Library Director Clark discussed funding opportunities. She did not believe it likely that a building facility grant could be acquired from the State. However, Library Director Clark did note that there are many avenues that can be explored, including obtaining grants from the Museum Association, Federal Library Group, County, etc. She noted that the feasibility study is a necessary first step. Councilmember Williams suggested that local businesses be contacted with sponsorship opportunities. In response to Mayor Pro Tem Michael, Library Director Clark concurred that she could include in the survey some questions regarding the respondent's willingness to pay a fee to visit a special display or exhibit. Library Director Clark noted that the believability of the response needs to be measured realistically. In response, Mayor Pro Tem Michael noted that focus groups would be useful in fleshing out a realistic answer to this question. In response to Library Boardmember Amsler, City Manager Jack Lam addressed the anticipated parking impact as a result of the expansion. He noted that 40% of Victoria Gardens is yet to be built. Forest City plans for the next phase includes two or three more parking structures to help distribute the parking and to handle additional traffic. Consequently, the timing of the library expansion could dovetail very nicely with the construction of the additional parking structures. Library Boardmember Amsler inquired if additional shelving is needed with the different kinds of books being produced, such as "mango" books. She also inquired about the type of resources being provided by the theatre to the Library. In response, Library Services Manager Perera noted that collection space is not a problem with popular collections, as these books are always checked out. Regarding the theatre, Library Services Manager Perera stated that the Library will be providing theatre arts academy classes. There are also several Library programs that coincide with productions and performances. In response to Library Board of Trustee President Coberly, Library Services Manager Perera noted that generally for museums there is an admission charge, the average is between $6 and $10. It was noted that charging admission to the upstairs collection would not conflict with the State Charter, as a page would simply retrieve materials that the public has access to free of charge. Library Boardmember Haddon inquired if it was possible to work with the various Museum Associations to find out what is popular with their Children's Museums. In response, Library Services Manager Perera confirmed that the Children's Museums Association is willing to share information. Library Director Clark noted that part of the feasibility study is to contract with a group from the museum industry to analyze popular exhibits and activities currently available locally. Councilmember Gutierrez noted the need to target specific groups of patrons but was concerned with the amount of fee to be charged. As some families have more than one child, he noted that a $6 charge per person could amount to a lot. Library Director Clark noted the need to have an open mind in determining what could be accomplished if a fee were charged and what would happen if a fee was not charged. This information would help generate a cost analysis with a revenue stream similar to the one provided for the Cultural Center. Ultimately, she noted that policy decisions like these will be made by the Library Board and City Council. In response, Mayor Kurth hated to see low-income families being excluded from visiting future exhibits and displays at the Library. In response, Councilmember Williams noted that fees can be charged and low-income families could be accommodated. Sponsors could be found to assist low-income families with a day at the Library. Thursday afternoons could be free, or teachers could give out certificates to low-income students. She expected that the feasibility study would help identify creative funding opportunities, noting that she would also like to further explore charging admission to non-residents. In response to Library Board of Trustee President Coberly, Library Director Clark anticipated that the feasibility study would be completed in April or May of next year. In response to Mayor Pro Tem Michael, City Manger Jack Lam addressed the possible use of Redevelopment Special Joint Meeting Minutes of the Rancho Cucamonga City Council, Library Board of Trustees and Library Foundation Board October 13, 2008 -- Page 5 of 7 funds. He noted that in light of current budget conditions and with the State taking money, the Council needs to prioritize the best use of Redevelopment funds. He noted that the plan, concepts and strategies need to be developed first. The project is not funded right now but it is eligible for Redevelopment funding. Mayor Pro Tem Michael noted that current economic conditions will likely necessitate waiting several years to expand the second floor and wondered on the viability of the feasibility study. In response, Library Director Clark noted that the results of the feasibility study would be valid for many years. When the project is ready to be constructed, the information would be sent back to the estimator to update the construction estimate. Mayor Pro Tem Michael suggested that entrepreneur opportunities be explored as well. Discussion was held on ways that revenue could be generated to support the construction and operation of the second floor. Library Foundation Boardmember Leal left at 7:59 p.m. and returned at 8:01 p.m. Library Foundation Boardmember Gilfry noted that it is wonderful to plan exhibits, displays, programs and activities that help learning become alive. She envisioned that students could read about James and the Giant Peach, go see it at the Playhouse, and then physically get into the peach. In response, Library Director Clark concurred with the possibilities and noted that the theatre staff is very excited by this concept because they can see all kinds of opportunities. Councilmember Williams left at 8:05 p.m. and returned at 8:07 p.m. Library Foundation Boardmember Leal stated that parents want to take their kids to local activities that are fun and educational. She concurred with providing rotating displays and exhibits that provide something for everyone. Library Director Clark noted that when the library was first opened, there was an aggressive fee schedule in order to provide the newest books and the best possible service. Residents saw that they could spend a small fee and get better materials than anyplace else. She noted that they really do support paying a small fee for exhibits and materials that are fresh and clean and different. In response to Mayor Kurth, Library Director Clark confirmed that there is a program where money can be bequeathed to the Library or to the Foundation and spoke about the new PAL campaign. Library Boardmember Hairston noted that many students need assistance in preparing for exit exams and suggested that this could be provided at the Library. In response, Library Services Manager Perera noted that Tutor.com provides tutoring in a broad range of subjects. The Internet site has a writing lab where the tutorwill work with the student on writing papers. Discussion was held. C3. DISCUSSION OF ITEMS OF MUTUAL INTEREST TO THE LIBRARY BOARD OF TRUSTEES LIBRARY FOUNDATION AND CITY COUNCIL In response to Mayor Kurth, Library Director Clark confirmed that the Library offers an adult literacy program. The library's focus is on the adult learner that didn't succeed in learning to read. Mayor Kurth provided an example from Claremont where they have notable people come to speak. In response, Library Director Clark indicated that adult programming is constantly expanding. Assistant Library Director Karatsu discussed some of the popular adult programming currently being offered by the Library. Mayor Kurth inquired if the theatre was large enough for our needs. In response, City Manager Lam noted that a feasibility study was completed a number of years ago to look at the needs in this region. The theatre was built accordingly with specific consideration to entertainment venues surrounding communities. He noted the theater accommodates library and cultural arts programming. Mayor Kurth and Boardmember Coberly in turn expressed their pride in the Libraries, its services and the great job everyone is doing. They recognized the Library's notoriety at other agency levels. Special Joint Meeting Minutes of the Rancho Cucamonga City Council, Library Board of Trustees and Library Foundation Board October 13, 2008 -- Page 6 of 7 D. ADJOURNMENT Mayor Kurth hearing no other discussion adjourned the meeting at 8:29 p.m. Respectfully submitted, Shirr'I Griffin Deputy City C Approved by Library Board of Trustees: October 21, 2009 Approved by Library Foundation Board: October 21, 2009 Approved by City Council: October 21, 2009 Special Joint Meeting Minutes of the Rancho Cucamonga City Council, Library Board of Trustees and Library Foundation Board October 13, 2008 -- Page 7 of 7