HomeMy WebLinkAbout2018/10/04 - Agenda Packet - Library Board of Trustees OCTOBER 4, 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, Janet Temkin
Board Member, Luella G. Hairston, Esq.
Board Member, Mary Hannah y
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 September 6, 2018.
C2. Consideration to approve the Library Revenue Balance Report of 2018/2019 Budget.
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OCTOBER 4, 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 Teen and Tween Services. Presentation by Brittany
Garcia, Teen 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 to eliminate the Cell Phone/Pager Policy, Closing Policy and the
Copy Right Law Policy. Staff Report presented by Julie A. Sowles, Library Director.
E2. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by
Mary Hannah, Board Member.
E3. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per
Board Member.)
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.
Page 2of3
i
OCTOBER 4, 2018
LIBRARY BOARD OF TRUSTEES AGENDA
G. ADJOURNMENT
1, 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, Monday, October 01, 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 Statement
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.
It 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 3of3
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L II BRIIR,Y SEIRMCES
DATE: October 4, 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
September 6, 2018.
BACKGROUND:
Attached, please find the minutes for the regular meeting of the Library Board of Trustees taken
and compiled by Executive Assistant, Jennifer Palacios.
ANALYSIS:
None.
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
Not Applicable.
ATTACHMENT(S):
September 6, 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,
September 6, 2018, in the Council Chambers at City Hall, located at 10500 Civic Center Drive,
Rancho Cucamonga, California. The meeting was called to order at 6:00 p.m. by President
DeVries. Present were Members Hannah, Hairston and Temkin.
Also present were: Julie A. Sowles, Library Director, Cara Vera, Library Services Manager, Jason
Daly, Bookmobile Librarian, Jennifer Palacios, Executive Assistant and Avianca Ortiz, Library
Clerk
B. PUBLIC COMMUNICATIONS
W, There were none.
C. CONSENT CALENDAR
C1, Consideration to approve Minutes of August 2, 2018-
MOTION: Moved by Member Hairston to approve August 2, 2018 minutes, seconded by Member
Hannah, Motion carried 4-0-0.
C2, Consideration to approve the Library Revenue Balance Report of 2017/2018 Budget,
Item to be brought back at the October 4, 2018 meeting Correction needed in the Revenue
Balance Report under August Media Rentals.
D. LIBRARY DIRECTOR'S STAFF REPORTS
DlConsideration 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,
Julie A. Sowles, Library Director, reported on August 6, 2018, the Library Foundation Board
approved their 2018-19 Budget.
Library Director Sovules reported the Library staff held their annual Staff Development Day and
the in topic discussed was Library Safety. The guest speaker was former San Diego Police
Officer, Dr. Steve Albrecht who specializes in Library Security. Staff was taught how to handle
challenging and difficult situations with practical tools to make the Library a safe environment,
Julie A. Sovules, Library Director, reported on August 13, 2018, the Library Foundation held their
first Transition Subcommittee meeting. The City requested that all City appointed Foundation
Its C1—2
Library Board of Trustees Minutes
September 6, 2018
Page 2
Boards begin to transition towards independence by the end of the fiscal year.
Library Director Sowles stated on August 16, 2018, Brian Sternberg, Assistant Library Director,
Cara Vera, Library Services Manager and herself attended an Open+ Workshop at a Venture
County Library branch facility. The workshop addressed methods for extending library access and
service hours through technology without impacting personnel budgets.
Julie A. Sowles, Library Director, reported on August 22, 2018, staff met with Facilities personnel
to discuss a refresh of the Biane Library's Children's to Theater. The refresh will include new
carpeting for the sifting steps and all coverings.
Library Director Sole s stated on August 23, 2018, City to met and discussed ideas of the
Victoria Gardens courtyard remodel project.
Julie A. Sole , Library Director, reported on August 29, 2018, the Library Foundation
Recruitment Subcommittee interviewed three potential new Board candidates. The
Subcommittee's recommendation will go to the City Council Library Subcommittee on September
19, 2018 and for final approval to City Council on October 3, 2018.
Library Director Soes reported on September 6, 2018 the Library Board of Trustees recruitment
launched and will be open until September 27, 2018.
Julie A. Sowles, Library Director, reminded the Board that September 8, 2018 will be the No Fines
& No Fees kickoff event at Archibald Library from 11:00 p.m. to 1:00 p.m. and Biane Library from
2:00 p.m. to 4,00 p.m.
Julie A. Sowles, Library Director, stated since July 1, 2018 the Library cleared over 3,400 blocked
accounts, Library holds are up to 50% and the Circulation of DVD's are up 193%.
Julie A. Sowles, Library Director, shared a story from Library Foundation Member Tina Gilfry. She
had a school meeting for a special little girl who was diagnosed a year ago with leukemia. Her
parents shared with Gilfry about how they love the Archibald Library because staff went out of
their way to make a special Stme video that of her through her hospital stay anilfry told
the little girl she loved the library too for she is on the Library Foundation Board and now they
share a special connection use of their love for the Library. Library Director Sowles stated
how proud she is of Library Staff and always finding a way to go above and beyond.
Library Director Sowl reported on September 14, 2018 the Archibald Library Technology Center
will be closed due to the installation of 24 new computers.
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, provided an updated Library Statistics Report on the dais
from the previous report in the agenda packet and reviewed the statistics with the Board.
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.
Julie A. Sowles, Library Director, presented the oral report for Brian Sternberg, Assistant Library
Director.
Item C1—3
Library Board of Trustees Minutes
September 6, 2018
Page 3
Library Director Sowles reported on August 29, 2018 the Library's Teen Staff and the Community
Service Department's Teen Center at Lions West held a teen program about photography. The
teens got to use new cameras which were purchased from the Libraries Illuminated Grant and
learned tips, techniques and applications for photo editing.
Julie A. Sowles, Library Director, reported that on September 28, 2018 the It Services will be
hosting its annual Hispanic Heritage Night at the is Library from 7:00 p.m. to 9:00 p.m. The
theme will be Dia de los Muertos.
Library Director Sowls stated August 25, 2018 was Super Hero Saturday at the is Library.
Four Color Comic Book Store was there passing out free comic books to families, The event
featured family Storytime, crafts, games and several photo opportunities with Captain Marvel,
Spiderman, Black Panther and many more heroes.
Julie A. Sowles, Library Director, reported the Bookmobile had several outreach programs such
as the Compassionate Community Event at Los Amigos Park on July 30, 2018, National Night
Out with the San Bernardino County Sheriff on August 7, 2018 and the Back to School Event at
Victoria Gardens on August 11, 2018.
Library Director Sowles reported the Second Story will be having another Proactive Parenting
class on September 8, 2018, Little Scientist Dino Explores on September 7, 2018 and a Mental
Health First Aid course on September 22, 2018.
D3. Consideration and discussion regarding the Bookmobile. Presentation by Jason Daly,
Bookmobile Librarian.
Jason Daly, Bookmobile Librarian, presented an oral staff report and PowerPoint presentation
(copy on file).
Janet Temkin, President Pro Tern shared when she is at the school she enjoys watching the
children get excited for the Bookmobile.
Library Director Sowles stated Jason is a fabulous ambassador for the Library and he has a
special gift with the children.
E. BOARD BUSINESS
El. Consideration to approve proposed changes to the Technology Policy and to eliminate the
Confidentiality of Library Records and the USA Patriot Act Policy, Library Dress Code Policy and
Library Patron Policy. Staff Report presented by Julie A. owl s, Library Director.
Julie A. Sowles, Library Director, presented the revised Technology Policy- The revision was done
to make the public computers more accessible to all patrons.
Library Director Sowles recommended the elimination of the Confidentiality of Library Records
and the USA Patriot Act Policy. The Library already has in place a new Confidentiality of Library
Records Policy, Library Directory Sole s also recommended the elimination of The Library Patron
Policy as it is now redundant due to Library Board of Trustees' recent adoption of the Code of
Conduct. The City of Rancho Cucamonga recently adopted a new dress code for all City
employees. The new policy is called Dress for Your Day. Library Director Sowles recommended
eliminating the Library Dress Code Policy and using the City's Dress for Your Day Policy,
Item C1-4
Library Board of Trustees Minutes
September 6, 2018
Page 4
Christine DeVries, President stated she is pleased with the changes forte Dress Code Policy,
MOTION: Moved by Member Hairston to recommend the approval of the proposed changes to
the Technology Policy and the elimination of the Confidentiality of Library Records and the USA
Patriot Act Policy, Library Dress Code Policy and Library Patron Policy. Seconded by Member
Hannah. Motion carried 4-0-0.
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 has a tenant for the
Foundation apartment.
Member Hannah reported the Library Foundation went through their 2018-19 proposed budget.
The Budget will be brought back at a future meeting once the Transition Subcommittee has had
an opportunity to estimate potential expenses related to becoming independent from the City.
Mary Hannah, Board Member, stated the it it event plans are progressing.
Member Hannah reported the donations the Foundation received in the previous month.
E3. BOARDMEMBER ANNOUNCEMENTS:
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
The August Revenue Balance Report.
G. ADJOURNMENT
The meeting adjourned at 7:32 p.m.
Respectfully submitted,
Jennifer Palacios
Administrative Secretary
Approved:
Item C1--5
III'II3IIR A,R Y' .5,E RV
DATE: October 4, 2018
TO: Rancho Cucamonga Library Board of Trustees
FROM: Julie A. Sowles, Library Director
SUBJECT: LIBRARY REVENUE BALANCE REPORT OF 2018/2019 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 IE10 CUCAMONGA
Fiscal Year: 2019 Revenue Balance Rpince
Report Date Sep 2018 by IEnnnity,Fund,Org Key&Object Code
2596of,earcomplew
Budget Awroun Collected
Objed Description Bud-eq m"r1DAcfi%ft, N7DAc11%,1t, Remaining %
Enkity I -CITY OF IIANCHO C1,JCA,%,10NGA
1"und 290- LIBRARY FUND
Key: 1290000.- Library Fund
.4312 Library Fines and Fees 0.00 047.02 3,829.79 -3,829.79 0..00
4410 Media Rentals 0..00 4.00 -3.00 3.00 0.00
4512 Library Card& Merchindse Salles 0,00 290,00 1,231,00 -1,2;31.00 0..00
4515 Informakien Smice Fees 100.00 9..00 21.00 79,00 21.00
4565 Passport Processing Fees 120,000.00 6,532.40 28,300.10 91,699.90 23.58
4567 Passport Photo Fees 24,000.00 1,056.00 4,800.70 19,19930 20.00
4907 Private Contributions Library 137,00000 0.00 40,000.00 97,4100.00 29.19
Total For Orr Key 4290000, '281,,100.00 8,53142 78,17%59 202,920.41 27.,81
Tbeaffiov Fuad 290., 281,100.00 8,533.42 78,179,59 202,920..41 27.81
Toudfiop-Enfi�lv 1. 281,100,00 8,531,12 78,179.59 202,920.41 2731
ToW Net For Report281,100.00 8,53142 78,179.59 202,920Af 27.81
BIANE LIBRARY
REVENUE REPORT
Fines & Fees Media Rentals of Sery Photo Copy Passports
July-18 $729.35 $0.00 $100 $771.20 $3,136-70
ARCHIBALD LIBRARY
REVENUE REPORT
Fines & Fees Media Rentals of Serv. Photo Copy Passports
July-18 $85165 $0.00 $0.00 $1,17019 $5,193.70
BIANE LIBRARY
REVENUE REPORT
Fines & Fees Media Rentals of Sery Photo Copy Passports
August®1 $946.95 $0.00 $3.00 $1,51830 $8,150.00
ARCHIBALD LIBRARY
REVENUE REPORT
Fines & Fees Media Rentals of Serv. Photo Copy Passports
August-18 $1,739,20 $0.00 $3.00 $1,297.28 $8,338-09
Item C2-2
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LX11 EiR A R Y 5 E CRVI(:E S
DATE: October 4, 2018
TO: Rancho Cucamonga Library Board of Trustees
FROM: Julie A. Sowles, Library Director
INITIATED BY: Cara Vera, Library Services Mand r
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:
Attached is the August 2018 statistics report.These statistics indicate positive borrowing changes
following our new fine and fee-free Circulation policies, and regular 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
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General
Days Open 56 56 30 26 0% 111
Library Visitors 47,323 50,784 24,115 23,208 -7°!% 96,766
Items Borrowed - Physical 79,570 73,654 40,786 35,911 8°!° 156,435
Items Borrowed - Downloads* 4,686 3,409 n/a nla 37% 9,278
Information Questions 14,892 14,888 6,479 8,413 0% 28,294
Patrons Registered 1,551 1,323 606 517 17% 2,695
Computer Use 6,449 7,402 4,381 2,068 -13% 13,686
Programs
\ Attendance \\ Attendance ;\ #of Pr rams ;\ #of Pro rams Attendance\ 2018-2019
Adult 143 136 95% 329
Children's 1,956 2,483 69 - 71 -21%
_ 5,489
o Outreach 8 500 1 1 -98% 92
Second Story 83 1 2 1 8200°0 83
Special 84 50 3 3 68°ro 1,898
^' Tech 172 122 9 11 41% 269
Teen 16 5 2 1 220°0 80
Tours & Group Visits 0 1 0 1 -100% 0
- Adult
Literacya Pia ani } ErqEram Attendance
Adult Literacy 32 32 0% _ Children's
Back 2 Basics 0 0 0%
Housecalls 8 11 -27% w Outreach
- 2018-2019 2017-2018 %� Change
Virtual Library Second Story
Online Resources (searches) 1,654 1,923 -14%
Specialo
r _
Website visits 31,772 36,036 -12%
Tech
Passports AMy
Passports Issued 439 478 -8% been
'eBooks, eAudiobooks, eMa azines - -
1-;CMM0N(;
L I IFI R A IUB'Y 5ERVIK,IES
DATE: October 4, 2018
TO: Rancho Cucamonga Library Board of Trustees
FROM: Julie A. Sowles, Library Director `
SUBJECT: CONSIDERATION TO APPROVE PROPOSED CHANGES TO LIBRARY
POLICIES
RECOMMENDATION:
Staff recommends the Library Board of Trustees adopt the proposed changes to the Library's
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 Cell Phone/Pager Policy, Copyright
Law Policy and Closing Policy. The recommended updates include a series of changes that will
have a positive impact on library services. The following policies contain information that is either
outdated, procedural or irrelevant to current library operations. Staff propose the elimination of
these current policies as indicated in the chart below.
Proposed Changes to Library Policies
Policy Name Recommended Action Notes
Since this policy was written in the
year 2000, cell phones have become
Cell Phone/Pager Policy Eliminate ubiquitous in society and are generally
considered a fundamental tool for
accessing information and
communicatina with others.
This procedural document predates
the Biane Library and has become an
Closing Policy Eliminate outdated closing manual for the
Archibald Library that contains
factually incorrect information.
Page 1 of 2
Item i~1-1
CONSIDERATION TO APPROVE PROPOSED CHANGES TO LISRARY REFERENCE AND
STUDY ROOM POLICIES
October 4, 2018
This procedural document from 1996
outlines a particular copyright law from
the 1970's. This document is
Copyright Law Policy Eliminate proposed for elimination, as the
Library is not required to consistently
inform patrons of laws that may
frequently change or are outside of
the Librr 's_oM22jtion Isco e.�
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
None.
ATTACHMENT(S):
Attachment 1—Cell Phone/Pager Policy
Attachment 2—Closing Policy
Attachment 3—Copyright Law Policy
Page 2 of 2
Item E1-2
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Item E 1—3
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Item E 1—6
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Item E 1-7
CITY OF RANCHO CUCAMONGA
COPYRIGHT LAW POLICY
POLICY NO.:
PAGE I OF 2
R
mNcl
EFFECTIVE:4.,4196 011
CUCAMONGA REVISED:
LIBRARY SEMCE!'!� APPROVED:4A/96
PURPOSE: The purpose of this policy is to ensure that the staff and public understand the
provisions of the 1978 copyright law and the concept of"fair use".
BACKGROUND: On January 2, 1978, a copyright law(Public Law 94-553)went into effect.
Among other issues, it sets out guidelines for individuals and institutions in their use of
photocopiers. It affected any segments of society, including teachers, authors, publishers,
makers of recordings and librarians. The law introduced the concept of"Fair Use", which
means that while no one, including the persons named above, shall deprive a creator of a fee due
him under a copyright he holds, neither shall any of us be deprived of a fair use of the materials
involved. The factors that determine whether we are copying materials fairly are the
circumstances and teamount of the item photocopied.
GUIDELINES:
I. We must not use copies of articles to substitute for subscriptions to periodicals.
2. We must not photocopy entire books unless the title is really unavailable for purchase.
We may copy a small portion of a book for library use, for example: a chapter on the
Bermuda Triangle from an of magazine no longer available.
3. Under no circumstances may copies of copyrighted materials be made for profit.
INTERPRETATION-
Ask yourself. Did I copy enough material to deny the creator financial gain? The difference in
principle is that it's legal for a student to make a single copy of copyrighted materials for his own
use, but it's not legal for libraries to make copies to substitute for purchased materials.
Rancho Cucamonga Public Library is affected by the law in the following ways:
I. Ali copying machines must display signs alerting patrons of the liability regarding the
copyright law.
2. When patrons ask you what the sign means, you must tell them that you cannot interpret
the law,but you can explain the intent of the law, emphasizing the Fair Use aspects.
75
Attachment 3 Item E 1—8
Copyright Low Policy
Page 2 of 2
3. You, as a library employee, are warned not to photocopy for library use materials which
the library could have purchased, unless you believe such copying falls within the Fair
Use guidelines.
4. Requests to Inland System Reference Headquarters fora periodical article are considered
to be for the patrons own private use. This is proper under the law.
Please direct all questions on copyright or on photocopying to the Library Director.
76
Item E1-9