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HomeMy WebLinkAbout2010/09/09 (Min) Library Board of Trustees CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES A. CALL TO ORDER An adjourned meeting of the Library Board of Trustees was held on Thursday,September 9,2010,in the Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:01 p.m. by President Coberly. Present were Members Amsler, Coberly and Hairston. Also present were: Robert Karatsu, Library Director, Michelle Perera, Assistant Library Director, Renee Tobin, Principal Librarian, Cara Vera, Senor Librarian, Karye Hood, Reference Services Coordinator,Allen Callaci,Reading Enrichment Coordinator,Carol Durkel,Office Specialist II and Vivian Garcia, Administrative Secretary. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS Bl. Administration of Oath of Office — Oath of Office will be administered to re-appointees Jackie Amsler, Robert Coberly and Luella Hairston by City Clerk Janice Reynolds. Janice Reynolds,City Clerk,administered the Oath of Office to re-appointees Jackie Amsler,Robert Coberly and Luella Hairston. C. ANNOUCEMENTS/PRESENTATION Cl. Donation to the Rancho Cucamonga Public Library by the Friends of the Library. Helen Knuttel and Sharon Totaro presented the third donation this year of$25,000 to the Board from the Friends of the Library. Robert Karatsu, Library Director, thanked the Friends of the Library for their donation. President Coberly thanked the Friends of the Library for their time and donations. Member Amsler complimented the friendly and helpful Friends volunteers. D. CONSENT CALENDAR D1. Approval of Minutes: May 13, June 10, July 8 and August 12, 2010. Library Board Minutes September 9, 2010 Page 2 Member Amsler asked for a change to the spelling of Biane on page 7 of the minutes for May 13. MOTION: Moved by Member Hairston to approve the minutes for May 13, June 10, July 8 and August 12, 2010, seconded by Member Amsler. Motion carried 3-0-1 (with Haddon absent). D2. Approval of Holiday Calendar for 2011. President Coberly requested a change to reflect Labor Day Sunday instead of Labor Day Weekend. MOTION: Moved by President Coberly to approve the Holiday Calendar for 2011, seconded by Member Hairston. Motion carried 3-0-1 (with Haddon absent). E. LIBRARY DIRECTOR'S STAFF REPORTS E1. Library Status Report: Oral reports presented by staff. a. General announcements. Oral report by Robert Karatsu, Library Director. Robert Karatsu,Library Director,presented a PowerPoint presentation on September's Employee of the Month, Allen Callaci the Reading Enrichment Coordinator for the Library. Robert Karatsu,Library Director,stated that about a year ago the Library received the first donation from the Lola A. Livesey Trust. Before her passing, she had named the Rancho Cucamonga Public Library beneficiary in her trust. The first installment of $158,000 was donated to the Library Foundation. Last week a second installment of$50,000 was sent to the Library. Robert Karatsu, Library Director, presented an update to the Board on the passport services. The Passport Services started at the Biane Library on Wednesday, September 1". The revenue generated so far is over $600. Member Hairston stated this is a much needed service. President Coberly stated that the Library offers a great service. He stated that word of mouth will help spread the word to everyone. Member Hairston stated that notary service would be something the Library could look into. Library Board Minutes September 9, 2010 Page 3 Michelle Perera, Assistant Library Director, reviewed the grants the Library has been approved for by the California State Library. Rancho KIDS Phase II Part 2 Grant is for$99,500. The grant is to build six(6)more Play and Learn Islands with a few changes. The Healthy RC Grant is for$39,500. Included in the grant is a book vending machine to be located in the north town housing area. There will be books on nutrition, diet and exercise. Some of the books will be in Spanish. There is also the California State Library Digital Storytelling Grant for $5,000 for more digital stories on the history of Rancho Cucamonga. Member Amsler stated she wondered how library staff handles all the programs and the public as they do. She stated that she is proud to be a part of the Library. b. Review of current statistics. Oral report by Robert Karatsu, Library Director. Robert Karatsu, Library Director, reviewed the statistics with the Board. E2. Budget Report: Report presented by Robert Karatsu, Library Director. Robert Karatsu, Library Director, reviewed the budget with the Members. E3. Children's Services: Oral update by Renee Tobin, Principal Librarian. Renee Tobin,Principal Librarian,reviewed the Summer Reading Program with the Board. A record 3800 participants completed the Children's and Teens programs. This summer has been the largest participation so far. Renee Tobin, Principal Librarian, stated there will be Play and Learn Workshops at Archibald Library in October. There are four(4)workshops starting Friday,October 8`h. The registration will be held on September 24. The workshops will be on Friday mornings before the Library opens to the public. These workshops are for parents and babies under two years old. E4. Archibald Library: Oral update by Karye Hood, Reference Services Coordinator. Karye Hood,Reference Services Coordinator,reviewed Snapshot Day,Tuesday October 5,with the Board. Karye Hood, Reference Services Coordinator, reviewed the Computer Classes,Teen Programs and after school craft programs on Thursday for Teens with the Board. Karye Hood, Reference Services Coordinator, stated that there will be more appointments this fall for the recordings for digital storytelling. Library Board Minutes September 9, 2010 Page 4 Member Hairston requested that any special event at the Library be sent by e-mail to the Members. E5. Paul A. Biane Library: Oral update by Cara Vera, Senior Librarian. Cara Vera, Senior Librarian, stated that Passport Service started on September 1. There had been a "soft opening"two weeks prior to September 1. For promoting the new service, a banner had been created by Carol Durkel; there is a passport display in the lobby and a phone line, ext. 5087, dedicated to Passports. The Library's website lists the information and is linked to the State Department's website. The passport desk is located next to the Local History Room at the Biane Library. Cara Vera, Senior Librarian, reviewed the Hispanic Heritage Cultural Arts Night activities for this Friday, September 17, with the Board. F. BOARD BUSINESS F1. Library Board meeting schedule for FY 2010-2011. Resolution attached. Discussion led by Library Director Karatsu. Robert Karatsu,Library Director, stated that the City Council had approved the application of Janet Temkin, Superintendent of Cucamonga School District, as a Member on the Library Broad. Janet Temkin's Board meetings with her School Board are held on the second and fourth Thursdays of each month. She asked if the Library Board Meetings might be moved to the first Thursday of each month. MOTION: Moved by Member Hairston to adopt Resolution No. VLBO1-007 changing the days of the meetings from the second Thursday of each month to the first Thursday of each month,seconded by Member Amsler. Motion carried 3-0-1 (with Haddon absent). F2. Unaccompanied Child Policy. Policy Attached Discussion led by Principal Librarian Renee Tobin. Renee Tobin, Principal Librarian, reviewed the policy with the Board. After discussion, the following motion was made. MOTION: Moved by Member Amsler to approve the Unaccompanied Child Policy as submitted on September 9, 2011, seconded by President Coberly. Motion carried 3-0-1 (with Haddon absent). Library Board Minutes September 9, 2010 Page 5 F3. Video-DVD Loan Policy. Policy attached. Discussion led by Principal Librarian Renee Tobin. Renee Tobin, Principal Librarian Renee Tobin, reviewed the policy with the Members. After discussion, the following motion was made. MOTION: Moved by Member Hairston to accept the Video-DVD Policy as proposed on pages 24, 25 and 26, seconded by President Coberly. Motion carried 3-0-1 (with Haddon absent). F4. Patron Bankruptcy Policy. Discussion led by Assistant Library Director Michelle Perera. Michelle Perera, Assistant Library Director, reviewed the background on patron's bankruptcies. Michelle Perera,Assistant Library Director, stated there had been a few incidents where a patron had several overdues and ended up in collection,from there they declare bankruptcy. After the debt has been cleared through the bankruptcy proceedings,the patron would like a new library card issued to them. Michelle Perera, Assistant Library Director, stated Library staff would like to open this up for discussion with the Members for their thoughts, suggestions and ideas on how to address this problem. President Coberly reviewed what happens when someone declares bankruptcy. President Coberly suggested that if a patron does not return the items, they should be unable to receive a new library card that allows them to check out 25 items. Perhaps a new library card that will give them access to the computers but unable to check out items. Member Hairston suggested that the patron have limited use. Michelle Perera, Assistant Library Director, said library staff could create a new status with the library card that could limit what or how many items the patron could check out. Member Hairston stated the patron could have limited use. They could check out two or three items at a time. Robert Karatsu, Library Director, stated Library staff had spoken with the City Attorney. His suggestion was that whatever the policy the Library Board of Trustees adopts would be fine as long as the debt was excused. Library Board Minutes September 9, 2010 Page 6 President Coberly stated that the patrons that file bankruptcy and do not return the items, he would allow them access to the Library for normal activities but nothing extra. Michelle Perera, Assistant Library Director, stated that she did contact other libraries in the State to see what their policies were. Most of the Libraries forgive the debt, however; most do not forgive the umeturned items. Member Hairston stated this would not include the patrons that return the items or the patrons who do not have the items, but re-affirm the debt and pay it off. Member Amsler stated that once you receive notification of the bankruptcy that you suspend the patron's card for a three month period. Then library staff would work with them that they have the option to discharge the debt if they want to, but they need to return the items. If they have not returned the items, they will remain active and they will not be issued a library card again to check out items. They are not responsible enough to have the materials. The patron then should be limited for at least a year to five items at a time. Michelle Perera,Assistant Library Director,stated that this would be for bankruptcy,what about the patrons that are in collection? Member Amsler stated that there would have to be consistency with the policies. President Coberly was concerned about putting staff in a confrontation situation. He stated that once the patron returns the items or has paid for everything,the patron should once again be granted full access. Member Amsler stated that patrons that are in these situations should be not be denied access to a computer. President Coberly disagreed. He asked if the patron has taken $500 of materials and not returned them, why should they have special privileges. Robert Karatsu, Library Director, stated that in preparing the wording in the policy, staff could list that if an attempt of restitution is made, it should be up to the library staff to make a decision. Michelle Perera,Assistant Library Director, stated that since the collection agency has been used by the Library over the sixteen years, a total of fifty (50) bankruptcies have occurred. Member Amsler asked staff to seriously look at the access to the computer for the patron. Robert Karatsu stated that staff had direction and will have something in writing at the next meeting. Library Board Minutes September 9, 2010 Page 7 F5. 2010 California Library Association Conference. Oral report by Library Director Robert Karatsu. Robert Karatsu,Library Director,reviewed the CLA conference with the Board. There are sufficient funds available in the Board account to send one member to the conference. Member Hairston stated since Robert Coberly is President that he have the first opportunity in attending the conference if he desires to attend. G. IDENTIFICATION OF ITEMS FOR NEXT MEETING GI. Summer Reading Program wrap-up with PowerPoint Presentation. G2. Naming Rights G3. Patron Bankruptcy Policy G4. Circulation Policy G5. Staff Presentation on the Library H. COMMUNICATIONS FROM THE PUBLIC None 1. ADJOURNMENT MOTION: Moved by Member Hairston to adjourn,seconded by Member Amsler. Motion carried 3- 0-1 (with Haddon absent). Respectfully submi ted, Vivian Garcia Administrative Secretary Approved: November 4, 2010