HomeMy WebLinkAbout2019/09/05- Agenda Packet - Library Board of Trustees SEPTEMBER 5, 2019
LIBRARY BOARD OF TRUSTEES AGENDA
COUNCIL CHAMBERS
CITY OF RANCHO CUCAMONGA
10500 CIVIC CENTER DRIVE
RANCHO CUCAMONGA, CALIFORNIA
5:00 P.M. - CALL TO ORDER
Roll Call:
President, Kristen Murrieta-Morales
President Pro Tem, Mary Hannah
Board Member, Christine DeVries
Board Member, Luella G. Hairston, Esq.
Board Member, Janet Temkin
A. 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.
B. 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.
B1. Consideration to approve the Minutes of August 1, 2019.
B2. Consideration to approve the Library Revenue Balance Report of 2019/2020 Budget.
SEPTEMBER 5, 2019
LIBRARY BOARD OF TRUSTEES AGENDA
C. LIBRARY DIRECTOR'S STAFF REPORTS
The following items do not legally require any public testimony, although the
President may open the meeting for public input.
C1. 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.
C2. Consideration and discussion regarding Children's Services, Adult Services and Library
Programming. The oral report will be presented by Brian Sternberg, Deputy Director of
Library Services.
C3. Consideration and discussion regarding Second Story and Beyond. Presentation by
Wess Garcia, Programming Coordinator.
D. 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.
D1. Consideration to approve Refund Policy. The Staff Report will be presented by Julie A.
Sowles, Library Director.
D2. Consideration to revise the Bylaws of the Rancho Cucamonga Public Library Board of
Trustees.
D4. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per
Board Member.)
E. 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 2 of 3
SEPTEMBER 5, 2019
LIBRARY BOARD OF TRUSTEES AGENDA
F. 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, August 29, 2019, seventy-two (72)
hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center
Drive.
Jennifer Palacios
Library Executive Assistant II
City of Rancho Cucamonga
Mission Sfafement
Igniting Curiosity
Transforming Lives
Creating Community
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
(r r CITY OF
RANCHO ♦ • a
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
REGULAR MEETING - 6:00 P.M.
CALL TO ORDER - COUNCIL CHAMBERS
The regular meeting of the Library Board of Trustees was held on Thursday, May 2, 2019, in the
Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga,
California. President DeVries called the meeting to order at 6:00 p.m.
Present were Members De Vries, Hairston, Hannah, Murrieta-Morales and Temkin.
Also present were: Julie A. Sowles, Library Director, Brian Sternberg, Deputy Director of Library
Services, Cara Vera, Library Services Manager, Megan Houng, Children's Librarian, Brittany
Garcia, Young Adult Librarian and Jennifer Palacios, Executive Assistant Il.
President DeVries led the Pledge of Allegiance.
B. PUBLIC COMMUNICATIONS
No public communications were made.
C. CONSENT CALENDAR
C1. Consideration to approve the Minutes of May 2, 2019.
Member Hannah suggested language to revise Item E3. Library Board of Trustees Liaison
Report. (Copy on file.)
MOTION: Moved by Member Hairston, seconded by Member Hannah, to approve Consent
Calendar Item C1, as modified. Motion carried unanimously, 5-0.
C2. Consideration to approve the Library Revenue Balance Report of 2018/2019 Budget.
MOTION:Moved by President Pro Tem Temkin, seconded by Member Hairston, to approve
Consent Calendar Item C2. Motion carried unanimously, 5-0.
C3. Consideration to approve Holiday Closures for the Calendar Year 2020.
MOTION: Moved by Member Hairston, seconded by Member Murrieta-Morales, to approve
Consent Calendar C3. Motion carried unanimously, 5-0.
D. DIRECTOR'S STAFF REPORTS
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.
Library Director Sowles presented a Library Services update report.
Item 81-1
CITY OF
a • • • A
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
b) Consideration and discussion regarding a review of Library Statistics. The report will
be presented by Cara Vera, Library Services Manager.
Library Services Manager Vera shared information on the Library Statistics for Fiscal Year
2018-19 document.
D2. Consideration and discussion regarding Children's Services, Adult Services and Library
Programming. The oral report will be presented by Brian Sternberg, Deputy Director of
Library Services.
Deputy Director of Library Services Sternberg gave an update of upcoming Library Service
Programs.
D3. Consideration and discussion regarding the Summer Reading Program. Presentation by
Brittany Garcia, Young Adult Services Librarian and Megan Houng, Children's Librarian.
Young Adult Librarian Garcia and Children's Librarian Houng presented an oral staff report
and PowerPoint presentation (Copy on file).
E. BOARD BUSINESS
E1. Consideration to approve proposed changes to the Library's Mission Statement. The oral
report will be presented by Julie A. Sowles, Library Director. Continued from March 7,2019.
Library Director Sowles discussed the Mission Statement handout. (Copy on file.)
The Board supported the revised Staff recommendation.
MOTION: Moved by President DeVries, seconded by Member Hairston to approve the
Revised Library Mission Statement: Igniting Curiosity, Transforming Lives, Creating
Community. Motion carried unanimously, 5-0.
E2. Election of Officers for FY 2019-2020 as mandated by Library Board of Trustees By-Laws.
Presided over by Christine DeVries, Library Board President.
President DeVries called for nominations for the office of President.
President DeVries recommended Member Murrieta-Morales.
Member Hairston recommended Member Hannah.
The Board closed the floor for nominations for the office of President.
The Board voted on the two nominated candidates for the Library Board of Trustees
President:
Item B 1-2
CITY OF RANCHO CUCAMONGA
Eli(
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Member Hairston voted for Member Hannah
Member Hannah voted for herself
President De Vries voted for Member Murrieta-Morales
President Pro Tem Temkin voted for Member Murrieta-Morales
Member Murrieta-Morales voted for herself
The majority of the Board voted for Member Kristen Murrieta-Morales to serve as the Library
Board of Trustees President.
President De Vries called for nominations for the office of President Pro Tem.
Member Hairston recommended Member Hannah.
President De Vries asked if another Member would be interested to serve as President Pro
Tem;having none, the Board closed the floor for nominations for the office of President Pro
Tem without objection.
The Board voted unanimously for Member Mary Hannah to serve as the Library Board of
Trustees President Pro Tem.
E3. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by
Mary Hannah, Board Member.
Board Member Hannah presented an update of the Library Foundation Board Meeting held
on June 3, 2019.
E4. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per
Board Member.)
F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING
Revision of Bylaws of the Rancho Cucamonga Public Library Board of Trustees.
G. ADJOURNMENT
President De Vries adjourned the meeting at 7:55 p.m.
Respectfully submitted,
Jennifer Palacios
Library Executive Assistant It
Item B 1-3
CITY OF RANCHO CUCAMONGA
Fiscal Year: 2020 Revenue Balance Report
Report Date: Jul 2019 by Entity,Fund,Org Key&Object Code
800' of)-car complete
Budget Amount Collected
Object Description Budget 1NTD Activity YTD Activity Remaining %
Entity I -CITY OF RANCHO CUCAMONGA
Fund 290-LIBRARY FUND
Key 1290000-Library Fund
4419 Other Rental/Lease Income 10,000.00 0.00 0.00 10,000.00 0.00
4512 Library Card&Merchndse Sales 5,000.00 375.90 37590 4,624.10 7.51
4565 Passport Processing Fees 120,000.00 6,864,60 6,864.60 113,135.40 5.72
4567 Passport Photo Fees 20,000.00 992,44 992.44 19,007.56 4.96
4907 Private Contributions Library 140,000.00 0.00 0.00 140,000.00 0.00
4914 Non-Abated Reimbursements 15,000.00 1.647.43 1,647.43 13,352.57 10.98
4941 Other Revenue-ActiveNet 0,00 119.65 119.65 -119.65 0.00
Total For Org Kcj,1290000- 310,000.00 10,000,02 10,000.02 299,999.98 3.22
Tolal for Fund 290: 310,000.00 10,000.02 10,000.02 299,999.98 3.22
T otal,for h-ntity 1: 310,000.00 10,000.02 10,000.02 299,999,98 3.22
Total Net For Report: 310,000.00 10,000.02 10,000.02 299,999.98 3.22
ARCHIBALD LIBRARY
REVENUE REPORT
Library Card
Merch Sales Non Abated Ref Sery Photo Copy Passports
July-19 S182 00 S747 67 S6 00 $1.260 68 $4 042 80
BIANE LIBRARY
REVENUE REPORT
Library Card
Merch Sales Non Abated Ref Serv. Photo Copy Passports
July-19 $187 00 593452 S6 00 S692 59 S3 892 30
Item B2-1
i t r r i � r r � � r r r r • r
RANC Io
CLICANIONGA
LIBRARY SERVICES
DATE: September 5, 2019
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:
Attached is the July 2019 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):
Library Use Statistics
C1, b)-1
Library Statistics for July 2019
20 201'8-20'1�9 201�9-2020 2019-2020 % Change
General om n (Comibined) (Archibald) (Blane,
Days Open --- 58 55 _ 1 �!_ 27 _ kj 5%
Library Visitors _ _ _ 51,570 49,443 24,530 I 27,040 4%
Items Borrowed - Physical _ _-79,666 _ 76,865 38,756 40,910 _ 4%
_Items Borrowed - Downloads* 8,597 _ 4,560 - n/a n/a 89%
Information Questions 1k82
14 13.402 3,564 7,850 -15%
Patrons Registered -_-— _ 4 - 1,144 410 T 414 -28%
Computer Use 6,021 7,237 3,279 — 2,742 _ -17%
-- - .2019-2020 2018-2019 2019-2020 2018-2019 °� Change
Programs _ (Attendance) lAftendance). ,(#o
Outreach f Programs) (#of Programs) [Attendance}
Adult _ _ 55 186 9 11 — _-70% -
Children's i 3536 3,492 103 _ 72 1%
- --------�- �._—�3 - 84 _ 1 --- T� �2 � -85%
_ _ _ _-. _
n Second_Story ----"- - 415 216 28 11 92%
_Special - ------ - ----4 0%
i Tech 124 97 10 7 - _ 28%
n' Teen --_ ---- 212 -�� �— 64 11 T �6 _- - 231
Tours & Group Visits ----- a-- ----- -- - 0 _ �0 0%
w_ ---- 2i?19-2020 2018-2019 Program Attendance
Literacy ! W of Pardo C#iange
ipants) �*of Pardnipasts ■Adult
Adult Literacy 33 33 _0% _
Back 2 Basics n/a n/a n/a I children's
Housecalls - � - -_- 43 -----70 -� � -39% ach
Virtual Library �- 2019-2020 2018-2019 % Change ■ Story
Online_Resources {searches}- 1,772 1,463 2.1%
Website visits 1 30,590 30,294 1%�
_Passports 2019-2020 2018-2019 % Chang ■ een
Passports Issued __ ! 227 187 21% :1 Tours&Group
"eBooks, eAudioboaks eMa azines
LIBRARY BOARD OF TRUSTEES
STAFF
RANC:I I01
C UC.AMONGA
LIBRARY SERVICES
DATE: September 5, 2019
TO: Rancho Cucamonga Library Board of Trustees
FROM: Julie A. Sowles, Library Director
SUBJECT: CONSIDERATION TO APPROVE PROPOSED CHANCES 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 addition of a Refund Policy. This recommended
update will have a positive impact on library services by making the Library's Refund Policy clear
and understandable for all patrons. Staff propose adding, revising or eliminating current policies
as indicated in the chart below.
Proposed Changes to Library Policies
Policy Name Recommended Action Notes
Establishes a clear and consistent
policy for materials refunds that is
Refund Policy Add not currently stated in a formal and
concise manner, and only appears
in procedural documents created
by the Circulation Division.
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
None.
ATTACHMENT(S):
Attachment 1—Refund Policy
Item D1-1
Rancho Cucamonga Public
Refund Policy
Approved by the Library Board of Trustees: 09/05/2019
RANCH
�,;l3CAA1bNGA
LIBRARY SERVICES
PURPOSE:To establish a consistent policy for material refunds.
POLICY:The cost of a lost and paid item is refundable, if it is returned in good condition within six
months of the paid date, with the exception of Interlibrary Loan items.The Library does not accept
the replacement of a lost item in lieu of payment.
PROCEDURE: If a customer pays for an item and subsequently finds it within six months of the paid
date, the customer may request a refund. Refunds are issued in the form of a check payable to the
customer and mailed to the address on file in the Library card account.
Attachment 'I
Item D1-2
BYLAWS OF THE
RANCHO CUCAMONGA PUBLIC LIBRARY
BOARD OF TRUSTEES
ARTICLE I NAME
This organization shall be called "The Rancho Cucamonga Public Library Board of Trustees,"
hereinafter referred to as the "Board," existing by virtue of the provisions of City of Rancho
Cucamonga Ordinance #520 and Chapter 5 of the Education Code for the State of Californiar
exercising the powers and authority and assuming the responsibilities delegated to it under the
said statute.
ARTICLE II OFFICERS
Section 1. The officers shall be a President and a#liee-President Pro Ter elected from among
the members at the annual meeting of the board.
Section 2• Officers shall serve a term of one year from the annual meeting at which they are
elected and until their successors are duly elected.
Section 3. The President shall preside at all meetings of the bGafdjqard authorize calls for any
special meetings,appoint all committees,execute all documents authorized by the beaMaaar
serve as an ex-officio voting member of all committees and generally perform all duties associated
with that office.
Section 4. The uirPresident Pro Tem in the event of the absence or disability of the
President,or of a vacancy in that office,shall assume and perform the duties and functions of the
President.
ARTICLE III SECRETARY
Section 1. Duties of a Secretary will be absorbed by the Ad xecutive
As s ista nt of the Rancho Cucamonga Public Library.-She/he shall keep a true and accurate record of
all meetings of the bear49va rd,shall issue notice of all regular and special meetings and maintain
strict compliance with ail noticing requirements of the Brown Act of California.
ARTICLE IV MEETINGS
Section 1. Meetings shall be noticed and conducted in strict accordance with the requirements
of the Brawn Act of the State of California.
Section 2. The regular meetings shall be held in the Council Chambers of the City of Rancho
Cucamonga each month,the date and hour to be set by the heafd Board at its annual meeting.
Item D2-1
Section 3. The annual meeting,which shall be far the purpose of the election of officers,shall
be held at the time of the regular meeting in July of each year. `Commented[SAl:Should we change this to August or
tSeptember to reflect the fact that the Board Is often"dark"
Section 4. The order of business for regular meetings shall include,but not be limited to,the IL during the month of July?
following items which shall be covered in sequence shown so far as circumstances will permit
a. Roll call of members
b. Presentation and announcements
C. Communications from the public
ed. Consent Calendar consisting of items of a routine and non-controversial nature,
including the disposition of minute, of previous regular meeting and any
Intervening special meeting
ed. Library Director's staff reports,including a status report on the condition of the
k6F&p,.ici d a budgeYf.,,z.,r;zli Fe Library.
fe, Board business,Including discussion or action items requested by the Board of
Library Trustees
gf. Identification of items requested for agend4zi ng for the next meeting
r LE
h. Adjournment
Section S. Special meetings may be called at the direction of the Reard President,or at the
request of three members,for the transaction of business as stated in the call for the meeting.
Section 6, A quorum for the transaction of business at any meeting shall consist of three
members of the beaWBgard.
Section 7. An affirmative vote of the majority of all members of the irBoard shall be
necessary to approve any action before the la—FdBoard.
ARTICLE V PERSONNEL
Section 1. X1 Library personnel shall be governed by the Personnel Rules and Regulations
adopted and administered by the City of Rancho Cucamonga. This shall include recruitments,
evaluations,disciplinary actions and salary setting.
ARTICLE VI FINANCIAL
Section 1. All Library finances shall be under the direction of the policies and procedures of the
City of Rancho Cucamonga. This shall include purchasing practices, reporting of assets and
liabiltties and financial management.
ARTICLE VII COMMITTEES AND TASK FORCES
Item D2-2
Section 1. The Board President shall appoint committees of one or more members each for
such specific purposes as the business of the heard Board may require from time to time. The
committee or task force shall be considered to be discharged upon the completion of the purpose
for which it was appointed and after the final report is made to the b8ar(JB0a1-d.
section 2. All committees shall make a progress report to the Wfofy-bo'rd Board at each of its
meetings.
Section 3. No committee will have other than advisory powers unless,by suitable action of the
h--rdBoard,it is granted specific power to act.
ARTICLE VIII PARLIAMENTARY AUTHORITY
The current edition of Robert's Rules of Order Newly Revised shall be the authority on all questions
of parliamentary law unless in conflict with these Bylaws or with the laws of the State of
California_
Item D2-3