HomeMy WebLinkAbout2018/08/02 - Agenda Packet - Library Board of Trustees AUGUST 2, 2018
LIBRARY BOARD OF TRUSTEES AGENDA
COUNCIL CHAMBERS
CITY OF RANCHO CUCAMONGA
10500 CIVIC CENTER DRIVE
RANCHO CUCAMONGA, CALIFORNIA
A. 6:00 P.M. — CALL TO ORDER
Roll Call:
President, Christine DeVries
President Pro Tem, Luella G. Hairston, Esq.
Board Member, Mary Hannah
Board Member, Janet Temkin
Board Member, Sarah Tompkins
B. PUBLIC COMMUNICATIONS
This is the time and place for the general public to address the Library Board of
Trustees on any item listed on the agenda. State law prohibits the Library Board of
Trustees from addressing any issue not previously included on the Agenda.The Board
may receive testimony and set the matter for a subsequent meeting.
Comments are to be limited to five minutes per individual or less, as deemed
necessary by the Chair, depending upon the number of individual Members of the
audience. This is a professional business meeting and courtesy and decorum are
expected. Please refrain from any debate between audience and speaker, making loud
noises or engaging in any activity which might be disruptive to the decorum of the
meeting.
C. CONSENT CALENDAR
The following Consent Calendar items are expected to be routine and non-
controversial. They will be acted upon by the Library Board of Trustees at one time
without discussion. Any item may be removed by a Member or member of the audience
for discussion.
C1. Consideration to approve the Minutes of June 7, 2018.
C2. Consideration to approve the Library Revenue Balance Report of 2017/2018 Budget.
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AUGUST 2, 2018
LIBRARY BOARD OF TRUSTEES AGENDA
D. DIRECTOR'S STAFF REPORTS
The following items do not legally require any public testimony, although the President
may open the meeting for public input.
D1. Consideration and discussion regarding the Library Status Report.
a) Consideration and discussion regarding general announcements. The oral report
will be presented by Julie A. Sowles, Library Director.
b) Consideration and discussion regarding a review of Library Statistics. The report
will be presented by Cara Vera, Library Services Manager.
D2. Consideration and discussion regarding Children's Services, Adult Services and Library
Programming. The oral report will be presented by Brian Sternberg, Assistant Library
Director.
D3. Consideration and discussion regarding Summer Reading Program. Presentation by
Carmen Sanchez, Children's Librarian.
E. 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.
E1. Consideration to approve proposed changes to Library Reference and Study Room
Policies.
E2. Election of Officers for FY 2018-2019 as mandated by Library Board of Trustees By-Laws.
Presided over by Christine DeVries, Library Board President.
E3. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by
Mary Hannah, Board Member.
E4. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per
Board Member.)
Page 2 of 3
151 11 IF I
AUGUST 2, 2018
LIBRARY BOARD OF TRUSTEES AGENDA
F. 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.
G. ADJOURNMENT
I, Jennifer Palacios, 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 day, Thursday, July 26, 2018, seventy-two (72) hours prior to
the meeting per Government Code 54954.2 at 10500 Civic Center Drive.
Jennifer Palacios
Library Administrative Secretary
City of Rancho Cucamonga
Mission tatement
The mission of the Rancho Cucamonga Public Library is to inform and enrich our community. We strive to
accomplish this by providing access to traditional and technologically innovative resources. We support and
encourage education and the love of reading in a welcoming atmosphere by a knowledgeable, service-oriented
staff.
If you need special assistance or accommodations to participate in this meeting,please contact the
Library at(909)477-2720. Notification of 48 hours prior to the meeting will enable the City to make
reasonable arrangements to ensure accessibility. Listening devices are available for the hearing
impaired.
Page 3 of 3
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DATE: August 2, 2018
TO: Rancho Cucamonga Library Board of Trustees
FROM: Julie A. Sowles, Library Director _
SUBJECT: APPROVAL OF MINUTES
RECOMMENDATION:
Staff recommends the Library Board of Trustees to approve the minutes of the regular meeting of
June 7, 2018.
BACKGROUND:
Attached, please find the minutes for the regular meeting of the Library Board of Trustees taken
and compiled by Library Clerk, Avianca Ortiz for Administrative Secretary, Jennifer Palacios.
ANALYSIS:
None.
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
Not Applicable.
ATTACHMENT(S):
June 7, 2018 Minutes
Page 1 of 1
Item C1-1
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
A. CALL TO ORDER
The adjourned meeting of the Library Board of Trustees was held on Thursday, June 7, 2018, in
the Council Chambers at City all, located at 10500 Civic Center Drive, Rancho Cucamonga,
California, The meeting was called to order at &105 p.m. by President Pro Tern Luella Hairston
Present were Members Temkin and Tompkins.
Also present were: Julie A. Sowles, Library Director, Brian Sternberg, Assistant Library
Director, Cara Vera, Library Services Manager, and Avianca Ortiz, Library Clerk.
B. PUBLIC COMMUNICATIONS
B1 There were none.
C. CONSENT CALENDAR
C1, Consideration to approve Minutes of May 3, 2018-
MOTIOK Moved by President Pro Tern Hairston to approve May 3, 2018 minutes, seconded by
Member Temkin. Motion carried 3-0-2 (with President DeVeries and Member Hannah absent),
C2. Consideration to approve the Library Revenue Balance Report of 201712018 Budget.
MOTION- Moved by Member Temkin to approve the Library Revenue Balance Report, seconded
by Member Tompkins. Motion carried 3-0-2(with Member President Devries and Member Hannah
absent).
D. LIBRARY DIRECTOR'S STAFF REPORTS
D1. Consideration and discussion regarding the Library Status Report. The reports will be
presented by staff.
a. Consideration and discussion regarding general announcements. The oral report
will be presented by Julie A. Sowles, Library Director.
Julie A. Sowles, Library Director, announced that on June 20th through June 28th, Friends of the
Library will host a Fill-a-bag Event Promotion.
Library Director, Julie A. Sowles, reported that City Council voted to accept the Board's
recommendation to eliminate the fifty-cent fee on non-picked up holds and the proposed rental
rates for the Second to which take effect July 1, 2018.
Item C1—2
Library Board of Trustees Minutes
June 7, 2018
Page 2
Julie A. Sowles, Library Director, stated she and Assistant Library Director, Brian Sternberg
attended the City Budget Workshop on June 7, 2018, but was unable to attend the whole meeting
due to today's Board of Trustees meeting.
Library Director Sowles, recommended the Board revisit the annual meetings schedule for the
Board of Trustees and consider changing the June 6, 2019 meeting to another to so Library
Director Soes and Assistant Library Director Sternberg may attend the Annual Budget Meeting.
Julie A. awl s, Library Director, reported that The Second Story received a donation of$15,000
from Doctor and Mrs. Tina Chen and an anonymous donation of$1 million dollars.
b. Consideration and discussion regarding a review of Library statistics. The report
will be presented by Cara Vera, Library Services Manager.
Cara Vera, Library Services Manager, reported the Library had lower numbers from last year's
numbers due to specialty Outreach Programs the Library was invited to that were onetime events,
Board Member Hairston suggested to consider not including Outreach Programs since it is not
continual.
Board Member an arrived at 6:22 pm.
D2. Consideration and discussion regarding Children's Services, Adult Services and Library
Programming. The oral report will be presented by Brian Sternberg, Assistant Library Director.
Brian Sternberg, Assistant Library Director, reported the annual Summer Reading Program
started on June 4, 2018. The program offers programs and incentives for children, adults and
teens, it day registrations were up 20% over last year's numbers and 46 new library cards
were issued that day.
Assistant Library Director Sternberg stated many programs are being offered for adults, teens,
and children which include online shopping programs for Adults, a cos play literature convention
fort and special performances for children.
Brian Sternberg, Assistant Library Director, reported that the City Council approved the rental
rates for Second Story and the Library will be working with the Community Service Department
to finalize rental procedures and workflows.
Board Member Hairston was very impressed by the many unique programs being offered for all
ages.
DI Consideration and discussion regarding Star Wars Day. Presentation by Cara Vera,
Library Services Manager,
Cara Vera, Library Services Manager, presented an oral staff report and PowerPoint presentation
of Star Wars Day on May 26, 2018 (copy on file).
Board Member Hannah stated she enjoyed seeing the creativity from Staff and the community.
Item C1-3
Library Board of Trustees Minutes
June 7, 2018
Page 3
Board Member Hairston stated this event connects the people to the Library and brings her joy
when seeing all the families that come out to be part of this event.
E. BOARD BUSINESS
Ell. Consideration and discussion regarding the review of proposed changes to Library
Circulation Policies. This report will be presented by Julie A. owl s, Library Director.
Julie A. Sowles, Library Director, recommended eliminating the following Library Circulation
Polices: DVD Loan Policy, Fees for Service Policy, Literacy Program Policy and Teacher Service
Policy.
Library Director Sowles also recommended raising the borrowing items maximum from 25 items
to 75 items.
Board Member Tompkins asked where the proposed number of 75 items came from.
Library Director Sowl es stated it is comparable to other libraries,
Julie A. Sowles, Library Director, recommended simplifying the requirements to obtain a library
card, asking for only one for of identification instead of two, and to change the minimum age to
register for a card without parental signature from 18 to 14 years of age.
Board Member Hairston stated 14 years of is a reasonable age from the perspective of a law,
Library Director Sowles also recommended the elimination of the 50 cents temporary card fee,
but to retain the $2.00 replacement/lost card fee, for the time being.
Julie A. Sowles, Library Director, suggested eliminating the past practice to deny service to family
members who have a household member with a delinquent account as currently stated in the
Overdue Fines and Fees Policy.
Library Director Sowles reviewed the Library's past account collections practices and indicated
that the Library will be working with the City's Finance Department to address patron accounts
that are in arears.
Julie A. Sowles, Library Director, proposed eliminating the past practice of not permitting holds
on high demand DVD's.
Board Member Hannah, stated that she enjoyed the presentation.
Board Member Temkin liked the new policy document for and the new philosophy of the
Library.
MOTION: Moved by Member Mary Hannah to recommend approving the proposed changes to
the Library's Circulation policies, eliminating 8 and adopting 4 new policies, seconded by Board
Member Janet Temkin. Motion carried 4-0-1 (with Member DeVries absent).
Item C1—4
Library Board of Trustees Minutes
June 7, 2018
Page 4
E2. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented
by Mary Hannah, Board Member.
Mary Hannah, Board Member, reported the Library Foundation Board is of well and is working
on donor funding.
E4. BOARDMEMBER ANNOUNCEMENTS:
No announcements.
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
No items were requested.
G. ADJOURNMENT
The meeting adjourned at 8:00 p.m.
Respectfully submitted,
Avianca Ortiz
Library Clerk
On Behalf of Jennifer Palacios
Administrative Secretary
Approved.
Item C1—5
�lh
IIilRA R Y S ERVQC"ES
DATE: August 2, 2018
TO: Rancho Cucamonga Library Board of Trustees
0
FROM: Julie A. Sowles, Library Director
SUBJECT: LIBRARY REVENUE BALANCE REPORT OF 2017/2018 BUDGET
RECOMMENDATION:
No recommendation. For information only.
BACKGROUND:
The Revenue Balance Report is a report of funds earned during the month(s) and is attached. It
includes separate totals for Archibald Library revenue and Paul A. Biane Library revenue.
ANALYSIS:
None.
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
Not Applicable.
ATTACHMENT(S):
Attachment 1 — Revenue Balance Report
Page 1 of 1
Item C2-1
CITY OF RANCHO CUCANNIONGA
Fiscal Year: 2018 Revenue Balance Repprit
Report Date JUn 2018 h% Emit%,Fund,Ort„ikei &ObJect Code
0 c f.N ew Conaph.-le
Budget Aruoun Colleued
Object Description Bud-et M`IFDActhit YTI)Acthiv IRemahning, IN16
Entity I - CH'YOF RANCHO CuCA%IONGA
Fund 290- LIBRARY FUND
Km 1290000- Libraryy Fund
4312 Librax) Fines and Fees 133,000M 10,49.55M 34,506.56 1,506.56 101.13
4410 Media Rentals 60,000,00 4,873,90 54,237.25 5,762.75 90.379
4512 Library Card& ,Nleirchndse Sales 0,00 467.50 5,121.10 -5,321.10 0,00
4315 Information Serycc Fees 1110.00 9.00 109.941 -.9,90 109.90
4565 Passpon Processing Fees 120,000.,00 1.4,512,50 140,577.1.5 -20,527.15 117.10
4567 Passport Photo Fees 30,()00.00 1,9-11,00 28,410.75 1,5W23 94.70
4907 Priv ate Cowribufloris l..riliurQari 152,000M 0.00 137,000M 15,000.00 90,13
Two! Vor.Org,Ke..w 1290000. 49.1,100,00 32,302.48 500,112.71 5,012.'71 101,01
Twalfor FidP029R 495,100,00 32,302.48 500,11171 -5,012,71 101.01
Totcd fnr Entity I- 49.55,1 MOO 32,302.48
;500,112,71 -5,012.71 101,01
row[Net For Report: 495,100.00 32,302.48 500,112.71 5,0 112.71 101.1111
BIANE LIBRARY
REVENUE REPORT
Fines & Fees Media Rentals of Serv. Photo Copy 1."assports
May-18 $5,19207 $2,200.04 $0.00 $841.60 $8,52730
ARCHIBALD LIBRARY
REVENUE REPORT
Fines & Fees Melia Rentals Ref Sery Photo Copy Passports
May-18 $4,633.98 $2,213.35 $12.00 $1,734.54 $9,747.70
BIANE LIBRARY
REVENUE REPORT
Fines & Fees Media Rentals Ref Serv. Photo Copy Passports
June-18 $6,219M $2,299.90 $9.00 $649,57 $6,44715
ARCHIBALD LIBRARY
REVENUE REPORT
Fines& Fees Media Rentals of Sery Photo Copy Passports
June-18 $4,744.55 $2,574.50 $0.00 $1,215.93 $9,649-60
Item C2-2
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UCAMO G
LAII IIRARY SEMICES
ES
DATE: August 2, 2018
TO: Rancho Cucamonga Library Board of Trustees
FROM: Julie A. Sowles, Library Director
INITIATED BY: Cara Vera, Library Services Manager
SUBJECT: LIBRARY USE STATISTICS
RECOMMENDATION:
No recommendation. For information purposes, only.
BACKGROUND:
Library use statistics are kept each month to provide data on the measurable activities of both our
physical and virtual library locations.
ANALYSIS:
June 2018 marks the end of Fiscal Year 2017-2018 and our report now shows a complete year
of use statistics. These statistics indicate regular borrowing, program attendance, and library use
patterns.
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
Not Applicable.
ATTACHMENT(S):
Attachment 1 - Library Use Statistics.
Page 1 of 1
D1, b)-1
i I A
Days Open . 1
Items Borrowed(AR,9L,BKM)
Average Daily
%Change
Patrons Registered(AR,BL,BKM) •'
Average Daily
j
%Change '
Information Questions �" 1
Average Daily '
%Change
Library Visitors r •
Average Daily '
%Change
Children's Programs
I
#of Sessions
Aver.Per session
%Change
Items Classified
%Change
Volunteer Hours �« #
°o Change
TECHNOLOGY CENTER SERVICES
Computer Use Sessions '
%Change
Technology Questions •
0%Change s •'
Programs/Classes Attendance
#of Sessions
Aver.per session
ADULT SERVICES
Information Questions '
Average Daily
%Change
Programs/Classes Attendance
#of Sessions
Aver.per session
Teen Programs
#of Sessions
Aver.per session
TourstGroup Visits Attendance `
D1, b)-2
#of Sessions
Aver,per session
r,
r
CHILDRENS SERVICES
Information Questions •
Average Daily / 11
%0 Change
Mother Goose on the Loose
#of Sessions
Aver.Per session `
Bright Beginning Attendance 1 1
#of Sessions
Aver.Per session
Terrific Tots Attendance `
#of Sessions
Aver.Per session
Little Learners Attendance
#of Sessions
Aver.Per session
Rhyme Time Attendance ':: •
#of Sessions '
Aver.Per session
Hooray for Pre-K Attendance
#of Sessions •
Aver.Per session 1 1
Discovery Club Attendance ! 1
#of Sessions •.
Aver.per session
i
Tween Program Attendance
It of Sessions
Aver.per session •
Family Storytime Attendance ! 1
#of Sessions :
Aver,per session
Special Events Program Attendance 1
#of Sessions •
Aver.per session
Group Visits to Library Attendance
#of Sessions
Aver.per session r +'
D1, b)-3
1J11U0 l'7lllll���alar��';������l�lrY1�d11�rr��!��
May-18 May 17f0
Days Open 29
e
n
Items Borrowed(incl,renewals) 31,72$ 31,357
ktrr ��rUrt � tor�t��
Average Daily 1,058, 1,061 ��1�3� �� r•
%Change 11% L;
I �1
Patrons Registered 309 387i
Average Daily 10, 13 ����J��� � � •
y�II 1
%Change 720%
�II
Information Questions 5,595 5,321;,.
Average Daily 187 .183
�ui�rtrl ,
%Change 5%
Library Visitors 21,407 22,467 rrrrr � •• ••
Average Daily 714 775: 1
%Change -5�/a
Children's Programs 449 716. ,
�r�Jplm✓1 J�j+/�� •.
#of Sessions 17" 29 •
Aver.Per session 26 25
06 Change -37`
1 I I I
Items Classified 1,724 1,636 "�� ��� '' ••
%Change 5/a
Volunteer Hours 87 80 `2 r
k � I
%Change 9%
TECHNOLOGY CENTER SERVICES
Computer Use Sessions 4,144 4,043 rp t i � ••
%Change 24
Techn a]ogy Questions 1,175 1,131 i1 #
0,6 Change 4% I+ •
Programs/Classes Attendance 0 27i •'
k'
#of Sessions 0 41 or 11'"II'
r •
Aver.per session 0 7
ADULT SERVICES
Information Questions 2,124 1,933 r� ;`,�/ r� •
IiVVVVVVVVVVVVVVVVi
Average Daily 67
%Change 100/.
ProgramslClasses Attendance $ 21 •
#of Sessions 1 2
Aver.per session 8 1=1 •
Teen Programs 0 `0
#of Sessions 0 �0`
Aver.per session 0 �0' •
Tours/Group Visits Attendance 0 0
D1, b} »4
- May-18 j)J�flalllJlll��lUrrr�rrl+,1�;��1J�11�j�?�r�rrl�
May-17iJ117�1fi ; rrr�xGa,rikr r e
#of Sessions 0 '0%
Aver.per session 0 0
CHILDRENS SERVICES
Information Questions 2,296 2,257 � tJrr �� �,� ���II rtrt�' • •
Average Daily 77 78 � ,�,'7� :•
%Change 2%
Mother Goose on the Loose 74 113 '}$%�� •
#of Sessions 2 3 � 1 tit
Aver.Per session 37 38
Bright Beginning Attendance 42 5$
#of Sessions 2 3
Aver.Per session 21 19
Terrific Tots Attendance 58, 72,
, �irr rr
#of Sessions 2 3
i lniHi �ll t
Aver.Per session 29 24
Little Learners Attendance 46 84!
#of Sessions 2 3
1� ud fll t n�;
Aver. Per session 23' 281' ��
Rhyme Time Attendance 42 79 t • 1
#of Sessions 2 3' U'1 fa
Aver. Per session 21 26
Hooray for Pre-K Attendance 446 69 f +
#of Sessions 23
Aver. Per session 23 23 •
Discovery Club Attendance 52 58 � :•
#of Sessions 2 3
Aver.per session 26, 19
o
Tween Program Attendance 0. Dr
#of Sessions 0 0
Aver.per session 0 0! +
Family Storytime Attendance 107 183 :•
#of Sessions 3 8
Aver,per session 36 23�
Special Events Program Attendance 0 0
#of Sessions 0 0
'I
Aver.per session 0 0
Group Visits to Library Attendance 0 0' 1 1
#of Sessions 0 0 �
Aver.per session 0 0, � e C
D1, b)-5
Days open ��'" 26 2B •
Items Borrowed 40,673 42,939 = ® •
Average Daily 1,564 1,652 •
°`6 Change -5%
Patrons Registered 625 604 '
Average Daily 24 23
s
°'x Change 3%
Information Questions M 7,337 9,851 •
Average Daily 282 379
Change -26%
Library Visitors 26,103 30,750
Average Daily 1,004 1,183 "#• •
,.Change '° -15%
i
Children's Programs 4,166 3,889
#of Sessions 78 54 =•
Aver,Per session 53 72
%Change 7%
Items Classified 1,905 2,1731 • #
Change -12%
Volunteer Hours 781 647 s••
Change 21% ,
TECHNOLOGY CENTER SERVICES
Computer Use Sessions 1,531 1,787 0 •
Changes, -14000 •
Technology Questions . < ' 1,168 1,723 •• •
Changs -32%
ProgramsfCl asses Attendance 66 94 `••
#of Sessions 5 5
Aver.per session 13 19
ADULT SERVICES
Information Questions 3,101 3,850 '•
Average Daily 119 148 •
�r Change -19%
Programs/Classes Attendance 190 107 •• „���� ����
#of Sessions 15 7 ••
Aver.per session � 13 15
Teen Programs 35 41 r
#of Sessions 4 4 •
Aver.per session 9 10 #
D1, b)-6
Jun-18 Jun-17 e
2nd Floor Visits/Programs 575 79 • + +
#of Sessions 29 4
w
Aver.per session 20 20 • '
CHILDRENS SERVICES
Information Questions 4„171 4,278 •
Average Daily 160 165 •
%Change -3
Mother Goose on the Loose 314 297j •
#of Sessions 8 8 :I
Aver.Per session 39 37
Bright Beginning Attendance 126 104 f
#of Sessions 4 4 : 1
Aver.Per session 32 26
Terrific Tots Attendance 136 132 •
�i
#of Sessions 4 4
Aver.Per session 34 33
Little Learners Attendance 99 92 '
#of Sessions 4 4
Aver.Per session 25 23
Rhyme Time Attendance 111 123 1 /•
#of Sessions 4 4
Aver.Per session 28 31
Hooray for Pre-K Attendance94 44
i
#of Sessions Q 4 3
Aver.Per session 24 15
Discovery Club Attendance 0 0 •
#of Sessions s��lu�"' 0 0
Aver.per session "VVV 0 0
Tween Program Attendance 21 12 •
#of Sessions 1 1
Aver.per session 21 12
Family Programming Attendance 660 764 I #
#of Sessions 24 22, •
Aver.per session 28 35 f
Special Events Program Attendance - ^ 2,358 2,413 I
r
#of Sessions 8 8 '
Aver.per session " 295 302
Group Visits to Library Attendance 0 0 •
#of Sessions 0 0
Aver.per session 0 0 .•
D1, b)-7
[�"111 Ell �lY ��1�7�f 1., �1 ��1����
BOOKMOBILE
Items Borrowed{incl,renewals}
I�u
%Change
Patrons Registered
f
ADULT LITERACY SERVICES
Tutor Teams Matched
i
Learners Waiting
Computer Literacy Participants t
Volunteer Hours t
BACK 2 BASICS ARCHIBALD �
#of Students l
#of Sessions
YID
#of Volunteer Hours t j
Special Program Att. t
#of Sessions
u
Aver, Per session u t
1
BACK 2 BASICS BIANE
#of Students n
#of Sessionsstpq�!Is
#of Volunteer Hours iiiiii�llll!I
Special Program Att.
#of Sessions
Aver.Per session
SCHOOL&COMMUNITY OUTREACH
uuuu
#of Visits
PASSPORTS
#of applications processed t L'
'hci»Change
gym.
NI
#of Passport Hotline calls
1%Change
,
VIRTUAL LIBRARY SERVICES
Auto Repair-Chillton°s
Business Research-Reference USA
Career&Test-taking-Leamiing Express W
Digital Books-Overdrive
Audio Downloads
eBook Downloads
Digital Books-OneClick+Enkli
Freegal Music -Songs downloaded �
Freegal Music -Songs streamed
Magazines&Journals -Infotrac �^
Mango Languages
Newspapers -Newsbank,Daily Builotin
Research-Lit,Current issues
Tutor.Com-Live Homework e1p
Zinio Magazines Checkouts ^r +
Website Hits
Y
HOMEBOUND SERVICES
Patrons Served
i
Materials Loaned
Visitor Hours VtOunlaered
D1, WS
a
General -
Days Open 56 56 30 - 26 0% -
Library Visitors 49,482 55,314 23,379 26,103 -i1% 531,966
Items Borrowed - Physical 76,307 78,675 35,634 40,673 -3% 795,935
Items Borrowed - Downloads* 4,282 3,563 n/a n/a 20% 43,154
Information Questions 13,663 15,866 6,326 7,337 -14% 156,331
Patrons Registered 1,228 1,126 598 625 9% 10,270
Computer Use 5,971 6,034 4,440 1,531 -1% 73,429
\
\201,7 2018, \ 207 6.201.7\
\ \ \ \ \\ \
Programs \ Attendance\ Attendance \ #of P rams #of Pro rams \ \ Attendance 2017.2076
Adult 203 120 16 9 69% 1,971
Children's 5,827 5,350 - 121 95 9% 38,007
Outreach 13 95 1 2 -86% 9,713
Second Story 575 79 29 4 F 628% _ 1,656
v Special 3,134 3,010 19 16 4% 12,165
Cr Tech 95 133 9 9 -29% 1,067
i Teen 43 62 5 6 -31% 246
UD Tours & Group Visits 575 79 29 a ._ _._4 628% 2,162
Adult
Program Attendance
Literac - -
Adult Literacy 33 31 6% Children's
Back 2 Basics 0 0 - 0% Outreach
Housecalls 11 12 -8%
Second Story
Virtual Library 2017-2018 2016-2017 % Change
Online Resources (searches) 1,875 1,423 32% a Special
Website visits 29,733 36,216 -18%
Tec E
Passports
Teen
Passports Issued 376 586 -36
Passport Calls 854 1,043 -18% a Tours
Group Visits
`eBooks, eAudiobooks, eMa azines s _ _«
f %I
7
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a �
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!UBR IIR''Y SERVICES
DATE: August 2, 2018
TO: Rancho Cucamonga Library Board of Trustees
FROM: Julie A. Sowles, Library Director
SUBJECT: CONSIDERATION TO APPROVE PROPOSED CHANGES TO LIBRARY
REFERENCE AND STUDY ROOM POLICIES
RECOMMENDATION:
Staff recommends the Library Board of Trustees adopt the proposed changes to the Library's
Reference and Study Room policies.
BACKGROUND:
In April of 2018, the Library Services Department began a review of all current library policies to
streamline services, ensure compliance, update practices and provide a better customer
experience for library users. Recommended policy updates will be brought to the Library Board
of Trustees for approval.
ANALYSIS:
The following table summarizes the proposed changes to the current Reference and Study Room
policies. The recommended updates include a series of changes that will have a positive impact
on library services, including expanding access to study rooms, as well as eliminate outdated or
irrelevant policies. Staff propose revising or eliminating current policies as indicated in the chart
below. Editing notes on the Study Room Policy document indicate the portions that are being
retained or revised.
Proposed Changes to Library Policies
Policy Name Recommended Action Notes
Recommended revisions make study
Study Room Policy Revise spaces more accessible and expand
the booking timeframe from 24 hours
in advance to seven days.
Current policy document only contains
Legal Reference best practices and guidelines. Content
Questions Policy Eliminate falls outside the scope of a policy
instrument and fits better in a staff
procedures or training manual.
Page 1 of 2
Item E1-1
CONSIDERATION TO APPROVE PROPOSED CHANGES TO LIBRARY REFERENCE AND
STUDY ROOM POLICIES
AUGUST 2, 2018
Current policy document only contains
Medical Reference best practices and guidelines. Content
Questions Policy Eliminate falls outside the scope of a policy
instrument and fits better in a staff
procedures or training manual.
Current policy document is a list of
potential information resources and a
Reference Policy Eliminate reiteration of a portion the Library's
Mission Statement. A policy is not
needed to authorize delivery of
reference services.
Current policy document addresses
situations or scenarios that are no
longer relevant with today's access to
Special Reference information online, or new products
Questions Policy Eliminate and services currently available at the
Library. A policy is not needed to limit
the scope or method used for
answering specific types of reference
questions.
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
None.
ATTACHMENT(S):
Attachment 1 - Study Room Policy
Attachment 2 - Legal Reference Questions Policy
Attachment 3 - Medical Reference Questions Policy
Attachment 4 - Reference Policy
Attachment 5 - Special Reference Questions Policy
Page 2 of 2
Item E 1—Z
CITY OF RANCHO CUCAMONGA
STUDY ROOM POLICY
POLICY NO.:
PAGE I OF 1
R1NCIiOII�,;� r � �I ,...W„.
C
UCAMONGA ��z
LIBRARY SERVICES
PURPOSE:
To establish guidelines for the public°s use of the library study rooms, ensuring fair and equitable
access.
PHILOSOPHY:
The Archibald and Paul A. Biane '; F e Libraries are pleased to provide study rooms for the use of
the general public as Weil as the use of Adult Literacy and Back 2 Basics (13213) tutors and students.
Some of the study rooms were provided through Community Development Block Grant funding. A
requirement of funding was to give first priority in use to the Adult Literacy program clients. After
the priority has been fulfilled, the general public has access to the study room resources.
REQUIREMENTS TO USE THE ROOMS:
Age limits: Study room use is permitted for patrons 14 years or older. Children under the age of 14
must be accompanied by an adult 18 years or older while in the study rooms.
Identification required: A valid Rancho Cuca oard will be required to
be on file for any patron wishing to use a study room and will be held at the Information Desk during
the time a patron uses a study room.
d a w x ' tt bl1 r
RESERVING THE ROOMS:
�( The study rooms may be reserved u've,as follows,
Adult Literacy & Back 2 Basics Tutors: Library staff and tutors enrolled in the Adult Literacy and
13213 tutoring programs have first access to reserving the study rooms and may reserve any of the
rooms up to two weeks in advance through the Literacy and Back 2 Basics offices.
The general public may reserve any available study room yup to 2 seve ays in
advance of the time requested.
Reservation re gists left as voicemail essaes will not be acceoted.
Attachment 'I
Item E1-3
V
RESERVATION PERIODS:
Adult Literacy and B213 Tutors: Library staff and tutors enrolled in the Adult Literacy and Back 2
Basics programs may reserve the room for as long as necessary for tutoring purposes and as many
times per week as they meet with literacy clients.
The general public may reserve rooms for ,a maximum of two hours at a time- Two
u reservations are allowed per individual perseven da s. Any individuals present in the room
during the two hour use period will also be considered to have used their two hour allotment for that
day. Missed bookings canceled due to late arrivals will still be counted.
STUDY ROOM OCCUPANCY:
Occupancy is limited to the maximum number of people permitted per room as indicated by the fire
code and as posted for each individual study room.
LATE ARRIVALS:
The rooms will be held for 4-5-10 minutes after the scheduled reservation time. After that time, rooms
will be made,available on a first come-first served basis to other users.
CONDITION OF THE ROOM:
Patrons using study rooms shall leave the room in a neat, clean and; orderly condition. Patrons who
fail to follow this requirement will be notified and a be denied future access to study rooms.
Vandalism will result in law enforcement action and all involved patrons being denied future access
to study rooms.
I�
Item E 1-4
CITY OF RANCHO CUCAMONGA
LEGAL REFERENCE QUESTIONS
POLICY
POLICY O.:
®R _
PAGE I OF
EFFECTIVE:41`41,46
l"CAMONGA
LIBRARY SERVuCES REVISED:
APPROVED:4/4)'96
PURPOSE: The purpose of this policy is to provide staff with guidelines for answering requests
for legal information in a consistent manner.
BACKGROUND: Library staff are not trained to give legal advice and while the library may
contain material pertinent to a patron's question, it may not be the most accurate, complete or
up-to-date available. The following guidelines are intended to protect patrons and staff from
misleading information and not to limit service. Present them in a positive light to the patron
and assist as much as possible.
GUIDELINES:GENERAL Any staff member delivering responses to legal questions will
operate under the following guidelines:
I. Assistance appropriate in answering legal questions:
Library staff may:
a. Direct a patron to basic legal reference sources such as dictionaries, codes and
directories and demonstrate their use.
. Help a patron to locate specific legal materials such as public laws, statutes,
legislative bills, legal codes through text or the iternet. The patron mustjudge if
what is found is the correct material.
C. Instruct a patron in the use of the Library catalog or other indexes to find
materials on a particular subject. Staff should caution the patron that materials
found may not be the latest or most complete information on the subject.
d. Refer a patron in need of legal advice or more information than the library can
provide to appropriate agencies, the local law library or to an attorney for further
assistance.
e. Photocopy or fax information requested and treat as a fee based service. All
materials photocopied or fared should include rhe "Legal Information"flier
attached to this policy.
2. Assistance Inappropriate in Answering legal questions:
Library staff may not:
a. Indicate whether a particular behavior or set of circumstances is legal or not.
b. Interpret legal materials in any way (except for giving instructions on how to use
a reference source).
C. Translate legal phrases into a foreign language.
Attachment 2 Item E1-5
Telephone Assistance:
Library staff may not read legal materials over the phone. Legal terminology is
complicated and is easily misheard or misinterpreted over the phone. Exceptions to this
are:
I A definition from a law dictionary such as Black's may be read over the phone if
the definition is short enough to reach in its entirety. Even so, if a patron requires
several readings of the definition and the staff member feels it is not being
transcribed properly, the patron should be asked to come in.
2. If a patron has a citation to a specific section of a legal code, staff may read the
phrase in bold type immediately arfter the section number. Such bold-type
statements are usually no more than 10 words. The code itself should not be read
since terminology is complicated and not transcribed easily over the phone. Also
it is usually too long.
Services that may be offered over the phone are:
1. If a patron can fu is enough information to identify a needed item or a section
thereof, staff can check holdings and put the item on one side for the patron to
come in and look at.
2. Staff may check holdings for a layman's guide to a topic and put it aside. The
patron should be cautioned that the guide is only a general statement and further
information should be sought from a qualified source.
Item E1-6
CITY OF RANCHO CUCAMONGA
MEDICAL REFERENCE QUESTIONS
POLICY
NONCII I ..
UCA`i NGA
LIBRARY SEM CE5 POLICY NO.:
PAGE I OF 3
EFFECTIVE:8f8,<'98
REVISED:
APPROVED:88)98
PURPOSE: The purpose of this policy is to provide staff with guidelines for answering requests
for medical information in a consistent manner.
BACKGROUND: Library staff are not trained to give medical advice and while the library may
contain material pertinent to a patron's question, the patron should be encouraged to consult a
physician to obtain both the latest information and advice on how to interpret it.
Patrons have the right to find medical information in library books and are often able to gather
background material helpful to them. Staff should assist in this process.
GENERAL GUIDELINES:
I. The role of library staff in answering medical questions is to assist patrons in locating
information within our medical sources on a given topic. It is the patron's decision as to
what is relevant and how to use it.
2. Library staff must be careful not to practice medicine and may not interpret medical
information nor give advice.
3. Medical information found in library sources may not be the most current or complete
available. Encourage patrons to seek advice from a qualified practitioner.
4. Tact is essential during a reference interview of this type since users are often
embarrassed about asking for medical information.
'TELEPHONE ASSISTANCE:
1. Selection of materials in response to medical questions involves a decision as to their
appropriateness. Staff may find circulating general guidebooks to a topic and chapters in
medical encyclopedias in the reference collection and put them on one side for the patron
to come in and look at. When the patron comes in he/she may be cautioned that
additional or more current information might be available and encouraged to consult a
physician.
2. Staff should not read medical information over the phone. Medical terminology is
complicated and is easily misheard or misinterpreted over the phone. Exception: a
definition may be read from a medical dictionary if it is short enough to read in its
Attachment 3
Item 1-7
ti
Medical Reference Question Policy
Page 2 of 2
entirety (2 to 3 minutes) and the patron knows the spelling of the term sought.
3. Drug information: Patrons often call asking for information about a particular drug.
Staff should verify that one of our drug encyclopedias contains the type of material
needed and if so, encourage the patron to come in. One might be able to read the first
paragraph describing the drug if it is short enough and not too complicated. Generally
there is too much information to read over the phone and selecting which paragraphs or
part thereof are relevant is prohibited. This is particularly true when the patron needs
side-effects or contraindications a common question which generally requires much
`'picking and choosing".
4. Symptoms: Patrons may call with a set of symptoms asking for the name of the disease
or condition. Staff may not provide such an answer since it would involve diagnosis, but
they may tell the patron that the library has dictionaries of symptoms available for in
library consultation.
5. Inexact spellings and "sound alikes": Extreme caution is required when a person is
looking for a definition of a medical term and has an inexact spelling o "it sounds like..."'
Medical terms may sound alike but be different. Staff may check sources to see if there
are any likely looking terms but patrons should be asked to come in and determine for
themselves which term is the one sought.
Judgement is often called for. If the patron is a patient who has just been given a
diagnosis, library staff must avoid tring to decipher for the patron what term was used.
ucy better source is the patron's physician. Ifthe patron is a court reporter, reading two
possible definitions over the phone may work since he/she has the context to work with
to make a decision.
. fatal conditions: If asked to read a definition of condition and you notice that it is very
serious or fatal, please make an excuse not to read it e.g. too long to read. Indicate that
the library does have material and also refer the patron back to their doctor. We need to
be sensitive to our patrons feelings
7. Requests for materials to be mailed: Photocopy or fax information requested and treat as
a fee based service. All materials photocopied or faxed should include the"Medical
Information" flier attached to this policy.
Item E 1-8
CITY OF RANCHO CUCAMONGA
REFERENCE POLICY
POLICY .:
ANCFIO'Np PAGE t OF 1
IUCAMONGA EFFECTIVE:4496
LIBRARY SERViC11':;'P REVISED:
APPROVED:4,1496
PURPOSE: The purpose of this policy is to ensure fair and equal access to the library's
information collections including,print and on-line.
The Library recognizes that a wealth of information is available for our
patrons, in traditional print format and through on-line searches and the Internet and that
delivery of information can occur in person, via the phone or through fax.
The Library will use a mixture of free and fee service options to provide the maximum
amount of fair access for all of our patrons.
Attachment 4
Item E1-9
CITY OF RANCHO CUCAMONGA
SPECIAL REFERENCE QUESTIONS
POLICY
Rv\,c 110
CUCS MONGA POLICY NO.:
IJBIRARY SERVICES PAGE I OF 3
EFFECTIVE:4°4^'96
REVISED:
APPROVED:4*96
PURPOSE: The purpose of this policy is to establish brief guidelines on types of questions
where some guidance but not a full length policy is required.
BACKGROUND: For some types of questions brief guidelines are sufficient. If it is
determined that one of the needs fuller treatment it may be excerpted from this section and given
a full policy at a later date.
.............___.....................
1. CONSUMER QUESTIONS.
These pose no problem in the library, where staff may guide patrons to sources to help
them. Some difficulty arises when a telephone enquirer asks for the top 3 or 4 rated
models of a particular item. Information found in issues or buying guides of consumer
publications is often in chart form with important annotations as to advantages and
disadvantages and is too lengthy to read out. The best solution is to treat the question as
a call back and put material on one side for the patron to come in and look at. However,
if the patron insists and understands he/she is missing annotated information, the top 3 or
4 models may be read out.
2. CONTEST QUESTIONS.
In-library patrons with contest questions generally pose no problem since library staff
may direct them to appropriate sources. Library policy is not to answer contest questions
over the phone. The difficulty lies in the fact that few patrons admit their question is for
a contest. Staff should not give patrons the "third degree" to avoid contest questions and
if an occasional disguised contest question is answered over the phone, that is an
acceptable trade-off to promote quality reference service. Justification of the policy is
mainly so that all contestants are treated fairly (and many come into the library to do the
research). Note that the System Reference Center will accept contest and trivia questions
already worked on by the requesting library but will not work on those with deadlines.
3. DREAMS.
Library staff will not do research on unidentified people or objects seen by patrons in
dreams or altered states of consciousness. Suggest politely that the patron come in to the
library where he/she may be directed to potential sources for information.
Attachment 5 Item El—10
Special Rererence Questions Policy
Page 2 of 3
4. FILLING OUT FORMS
Assisting patrons in filling out forms is not a service offered by the library. Patrons may
be referred to appropriate agencies according to their circumstances and the nature of the
form (Legal Aid, Office on Aging, etc.)
5. GENEALOGY SEARCHES.
Staff are unable to assist patrons in researching a family tree. They may show patrons
how to use basic sources and direct them to genealogy volunteers if they are available. It
is also possible to answer specific and narrow questions such as "does the library have an
example of the crest for the name xxx". Specific questions may also be sent to the
System Reference Center.
6. CRISS-CROSS DIRECTORIES
In-library patrons use the criss-cross as they wish. Telephone enquirers may be given
information for a specific address or telephone number(the rule of three applies). The
library does not give out"nearby" information over the phone.
7. HOMEWORK
The role of library staff assisting patrons with homework(school-related assignments) is
to instruct them in using our on-line catalog, periodical and newspaper indices, etc. or
show them sources that may yield helpful information. Library staff should not suggest
topics for essays, interpret what a teacher's question means or how a student should use
library materials and synthesize information to fulfil an assignment.
Library policy is to not give homework assistance over the telephone. This is so that all
students receive the same type of assistance from the library and also because finding
information is often seen by instructors as an important part of the assignment. However,
in practice patrons rarely admit their question is homework related. Staff should not give
patrons the"third degree" to avoid homework questions, nor worry if an occasional
disguised school question is answered over the phone, as long as it fits in with our
TELEPHONENCE SERVICE guidelines.
8. MARKET RESEARCH
Library staff may be able to find citations to previously published surveys or suggest
standard directories to identify companies engaged in original market research. The
library is unable to do original market research.
9. PATENT SEARCHES
The library is unable to perform patent searches.
10. TRANSLATIONS
Staff with foreign language expertise may translate one or two lines into or from a
forieng language, but in general the library does not provide translation service.
ll. TYPING
Staff may not provide patrons with typing service, nor may patrons use library office
typewriters. Typewriters are provided for public use on a fee basis.
Item E1-11
Special Reference Questions Policy
Page 3 of 3
1 . VAGUE QUOTATION, STORY PLOTS, ETC.
Library staff may try to search for these and the System Reference Center will accept this
type of uery. However, patrons should be cautioned that this type of search is difficult
to do. It is also important to get as much background information as possible from the
patron.
13. VALUATIONS
The role of library staff assisting patrons attempting to appraise the value of an item is to
refer them to standard sources such as ovel's Complete Antiques Prices, Encyclopedia
of Collectibles, etc. Staff may also suggest ways of contacting a professional appraiser
(but, of course, cannot make any recommendations.) Library staff are not qualified to
determine the value of a book, painting, art object or other valuable. Patrons should also
e cautioned that prices found in reference sources may not apply to their particular
object since many conditions affect value.
Valuation assistance cannot be performed over the telephone. The patron should be
encouraged to come to the library to begin his[her search.
Item P1-12