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HomeMy WebLinkAbout1996/10/16 - Minutes - Special AdjournedOctober 16, 1996 CITY OF RANCHO CUCAMONGA JOINT CITY COUNCIL AND LIBRARY BOARD MINUTES Special Adiourned Meeting A. CALL TO ORDER A special adjourned meeting of the Rancho Cucamonga City Council and the Library Board was held on Wednesday, October 16, 1996, in the Td Communrdes Room of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:30 p.m. by Mayor William J. Alexander. Present were Councilmembers: Paul Biane, Rex Gutierrez, Diane Williams, and Mayor William J. Alexander. Present were Library Boardmembers: Rebecca Davies, Gina Gregory (arrived at 5:40 p.m.), Laura Muna- Landa, Ede Swistock, and Chairman Robert Howdyshell. Also present were: Jack Lam, City Manager; Jerry B. Fulwood, Deputy City Manager; Deborah Clark, Library Manager; Linda D. Daniels, Redevelopment Manager; and Debra J. Adams, City Clerk. Absent was: Councilmember James Curatalo B. ITEMS OF DISCUSSION B1. DISCUSSION OF LONG RANGE VISIONS Assessing the Needs (In-house survey, Grapevine survey) Boardmember Davies presented information on this item. She reported after the Library has been open for two years, they are now serving between 1,000 an 1,300 individuals each day, have circulated over 600,000 items last year and know they have registered over 55,000 patrons. She stated they would like to know what their patrons think of the Library and what new services they might want for the future. She stated through their Planning Committee, consisting of Boardmembers Davies and Gregory, and Library Manager Deborah Clark, they have designed two surveys to help them measure their progress. She reported the In-House Survey asks questions of the borrowers about what they like about the library and what they think needs improving. They have asked what they feel about the facility, what kind of services they received from staff and have asked for suggeslions how to improve services. She stated the second survey is designed to be an insert in the Winter issue of the Grapevine and would ask similar questions but would direct them to their non-users. She stated she hoped this survey would help them plan for the future. She stated once the results of both of the surveys have been compiled, they will be presenting some conclusions to the Library Board in early 1997. Mayor Alexander felt a question should be asked if the people would be willing to contribute money towards the operation of the library. City Council/Library Board Minutes October 16, 1996 Page 2 Councilmember Williams stated she had learned at a League of California Cities Conference yesterday that you should gather the information from the survey first and then you can determine whether people are willing to pay for services. She asked if they had any ideas on getting people to return the survey. Deborah Clark, Library Manager, stated it could be faxed or emailed or go through regular mail. Bo Expanding Existing Facility (Second floor expansion - Literacy Center, Technology Center and Parking Concerns) Chairman Howdyshell presented the information for this item. He reported that in December, the HUD funded project to open three quiet study areas for literacy tutoring will be under construction. He stated when completed, the three study rooms, literacy office and a new larger storage area will help to organize the second fleer into more usable space. This will help to increase shelving in the lower level. He reported parking continues to be an issue because during peak hours, no parking is available. He stated the Board will continue to examine any logical and cost effective solutions for parking, but felt that by adding 50 parking spaces or more would also add 100 more users to an already crowded facility. He asked the Council for their thoughts on the parking situation. Councilmember Gutierrez stated he would like to see parking in the vacant lot until the housing project starts. Jack Lam, City Manager, stated there isn't enough time to put in the parking lot before the housing project starts. Deborah Clark, Library Manager, stated if here are special programs going on, there is a parking problem. Councilmember Williams inquired how much parking is done by staff. Deborah Clark, Library Manager, stated about 18 spaces worth. Councilmember Williams felt there could possibly be an incentive program to get them to park at Albertsons. Deborah Clark, Library Manager, stated Bob Dominguez had advised against this. Mayor Alexander hoped that the Board would keep working on the parking problem. Chairman Howdyshell added they would lose approximately 44 spaces when they start their construction. Jack Lam, City Manager, stated the long-term solution will be a larger facility. Expanding Services (Technology Center, Young Adult Services Opportunity) Commissioner Gregory presented information on this item. She stated expanding services also means expanding technology. She stated everyone is asking how to get "Internet Access" and onto the Information Highway. She mentioned that in Spring, 1997, staff proposes turning the second floor area currently unused into a Technology and Discovery Center. She stated to provide the necessary equipment, the Library would be partnedng with APS, the business that currently supplies copy machines and public access computers in the Ubrary. She reported that ten computer terminals are planned for this fee-based technology center linked to both standard and color printers with full Internet access available to the patrons including the capability of City Council/Library Board Minutes October 16, 1996 Page 3 e-mail. There will also be many other software programs available. She stated the software and furnishings of the Center will be determined by the success of their grant application to HUD funding, and of the Spring fundraiser, the Library Telethon. She mentioned for the library to expand services has meant finding grant funding to by new things. The Literacy Program continues to be strong in '~s second year of a five year grant. She stated they will be emphasizing on family literacy in 1997 and that this program will be housed next to the Technology Center which will be a vital part of the staffing and use of the Center. She added that the State Library is offering a grant opportunity in 1997/98 to create young Adult or Youth At Risk Programs and that the library is araious to apply for those funds when the window of opportunity appears. She stated that the newest legislation to be passed at the federal level for libraries is the Library Services and Technology Act (LSTA), which will allow for compe 't~dve grant funding of technology projects across the country beginning in 1997. She pointed out that Robert Karatsu will be working on this project and most likely attempt to partner with the schools to create a competitive proposal for these funds. She asked if the Council had any services they would like to see the Library offer that are not currently available or in the planning stage. Mayor Alexander stated he did not have any suggestions, but was wondering how they were going to handle more people in the library with new programs coming up. Councilmember Biane stated he is concerned that the seniors will have access to the library and its services. Deborah Clark, Library Manager, stated they are looking at considering a satellite collection that would be rotating materials for the senior center itself so that they can actually go to the senior center instead of not necessarily having to come to the library. She stated the other thing they are looking at currently to involve them in a Grandparents with Book Program that the state has just sent an announcement for funds available for that. She stated the seniors are very involved with the library's volunteer program and also through Friends of the Library. She stated they are also looking at rotating their collection of books with other libraries which would bring more of a selection to the seniors of Rancho Cucamonga. Councilmember Gutierrez felt an outreach program to the high school kids to let them know what is available is very important also. Councilmember Williams suggested that the survey also take place at the senior center to get their input. Chairman Howdyshell suggested that the senior center be able to access the library's collection through the Internet for easier access for them. Boardmember Gregory asked if the Council might be able to support additional programs in the future. Mayor Alexander felt they could. Chairman Howdyshell felt there might be the need of coordination when the youth programs project starts up. Do Funding Challenges (Grant Opportunities, Library Referendum, Fundraising: TELETHON, New Services: New Money?) Commissioner Swistock presented information on this item. He reported that staff will continue to search out grant opportunities to increase the services and budget for the library, but that this is only a small part of the money that is needed. He stated in 1997, the library will be using its final year of bond funds available to purchase book materials. He stated the bond funds used to make the annual payment to the County of San City Council/Library Board Minutes October 16, 1996 Page 4 Bernardino will be exhausted in 1998, but added the contract demands continue to the year 2004. He added that multiple three year subscriptions of periodicals, an index tools purchased by bond funds in 1994, will expire in 1997. He stated the three items mentioned above would impact the budget by approximately $300,000 in 1998/99. He also mentioned the Friends of the Ubrary have been an amazing support group, but that even with their large contributions, they alone cannot close the funding gap. He reported that they hoped the Telethon fundraiser project would raise from $10,000 to $20,000 its first year. He felt this might be the time to start planning for the future and asked the Council how they felt about looking for a larger facility. Councilmember Gutierrez stated he has not given up the dream of the library at Central Park, and wished they could start something there. He felt the librery would be a big piece of that project. Councilmember Biane asked what was to be the funding source for the Central Park Library. Jack Lam, City Manager, stated originally that was part of the Redevelopment Plan Project which goes back to the 1980's. He stated as the increment kept going up that by 1994 they had hoped they could do another bend issue and be able to have the first phase of Central Park, which included this 130,000 square foot library. He also stated the thought was to have the operations dollars to maintain a much larger library. He pointed out that everyone knows what has happened over the last five years since about 1990 with the increment going backwards. He now felt the increment growth would be very slow so there is not the same expectations as we all had in the late 1980's. He stated for the future they need to think about two things. He stated in order to fund this that whatever the Agency could contribute would not be enough to do the library and did not know when it could accomplish some increment of Central Park. He stated they really are looking at alternative financing whether it be a bond issue or something like that. He added even if you have a large library, how could the City cover the cost to maintain and operate it. Councilmember Williams stated even though there is a plan for a 125,000 to 130,000 square foot building at Central Park, that with technology happening the way it is, she did not feel the word should be put out that this is the only plan for a library the City can have there. She stated before the project starts, the needs should be redetermined because of all of the new technology since the 1980's. Jack Lam, City Manager, stated he agreed with Councilmember Williams that the project would need to be redefined. Mayor Alexander felt the first phase of the Central Park library needs to be looked at. He felt there needs to be a commitment to do something at the park site. He suggested that the Library Board make a recommendation to the Council of what the needs are in order to start this and submit it to the Council. Boardmember Swistock left the meeting at 6:35 p.m. Eo Facilities for the Future (Centrel Park, Branch Locations) Boardmember Muna-Landa presented the information for this item. She felt this is the time to look at the original Library Sewices Master Plan. She added that Centrel Park had been discussed, and that there is still a need for an add'~ional branch at the east end or Eliwanda side of the City. She stated the Board realized that planning, getting the funding and building all takes time, but that now is the time to begin to tackle the future. She stated the staff and Board are exploring the possibilities of secured funding to support existing progrems City Council/Library Board Minutes October 16, 1996 Page 5 and to provide new programs. She mentioned the California Library Association is offering a workshop on placing a library funding issue on the ballot which would be attended by the Board President and the Director. She stated they are concerned about Prop 218 and the effects it will have on local government. She stated they are looking for the Council to help them fund and assist in their programs. Councilmember Williams asked if the City has looked at the possibility to use the Mountjoy Bill that passed as leverage to go to the County to try to renegotiate the commitment to them. Jack Lam, City Manager, slated he has approached the County, and stated they are really in the same position the cities are in with mandates imposed on them. Councilmember Williams asked if anyone knew how many residents our library serves that are from Fontana, Montclair, etc. branches. Jack Lam, City Manager, stated part of the agreement with the County was that we allow access to residents outside of the City into our library. Deborah Clark, Library Manager, stated they are approximately 10% of the City's user base, which is very low. She added they did get $6,000 last quarter because of the services they provide to these people. Mayor Alexander stated this could also be talked about at the City/County Conference. He suggested that the Library Board and City Council meet in November after the election to discuss the outcome of Prop 218 and how it will affect some of the issues brought up tonight. Councilmember Gutierrez felt a workshop, which should also include the Library Foundation, would be a great idea. B2. DISCUSSION OF ITEMS OF MUTUAL INTEREST No further items were identified or discussed. C. COMMUNICATIONS FROM THE PUBLIC No communication was made from the public. D. ADJOURNMENT MOTION: Moved by Gutierrez, seconded by Williams to adjourn. Motion carried unanimously, 5-0. The meeting adjourned at 6:50 p.m. ~~ebar J A. d a s~,~'tt'*~~ City Clerk Approved by Library Board: December 5, 1996 Approved by City Council: December 18, 1996