HomeMy WebLinkAbout2023/02/02 Library Board of Trustees CITY OF
• • CUCAMONGA
LIBRARY BOARD OF TRUSTEES
REGULAR MEETING AGENDA
FEBRUARY 2, 2023
COUNCIL CHAMBERS
CITY OF RANCHO CUCAMONGA
10500 CIVIC CENTER DRIVE
RANCHO CUCAMONGA, CALIFORNIA
6:00 P.M. - CALL TO ORDER
Pledge of Allegiance
Roll Call: President, Christine DeVries
President Pro Tem, Riley Wells
Board Member, Eva Miller
Board Member, Kristen Murrieta-Morales
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 of Meeting Minutes for the Regular Meeting of December 1, 2022.
THURSDAY, FEBRUARY 2, 2023
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. Verbal Report—General Library Update. Presented by Wess Garcia, Acting Library Director.
C2. Verbal Report — Children's Services, Adult Services and Library Programming. Presented
by Cara Vera, Library Services Manager.
C3. Library Use Metrics Report presented by Cara Vera, Library Services Manager.
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 recommend approval to City Council the revised Library Fee Schedule.
Presented by Wess Garcia, Acting Library Director. (Continued from December 1, 2022.)
D2. 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.
F. ADJOURNMENT
I, Jennifer Palacios, Library Executive Assistant of the City of Rancho Cucamonga,
or my designee, hereby certify that a true, accurate copy of the foregoing agenda
was posted on day, Friday, January 27, 2023, seventy-two (72) hours prior to the
meeting per Government Code 54954.2 at 10500 Civic Center Drive.
Page 2 of 3
CITY OF RANCHO CUCAMONGA
THURSDAY, FEBRUARY 2, 2023
LIBRARY BOARD OF TRUSTEES AGENDA
J nifer alacios
Library Executive Assistant II
City of Rancho Cucamonga
Mission Statement
Igniting Curiosity
Transforming Lives
Creating Community
If you need specia,assistance or accommodations to participate in this meeting,please contact the
Library at(909)774-3940. Notification of 48 hours prior to the meeting will enable the City to make
reasonable arrangements to ensure accessibility. Listen ng devices are available for the hearing
impaired.
Page 3of3
Thursday, December 1 , 2022
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
CALL TO ORDER
The regular meeting of the Library Board of Trustees was held on Thursday, November 3, 2022,
in the Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga,
California. President Christine De Vries called the meeting to order at 6:00 p.m.
Present were Members Temkin and Wells.
Also present were: Wess Garcia, Acting Library Director, Cara Vera, Library Services Manager,
Margo Mullen, Head of Museum Operations and Jennifer Palacios, Executive Assistant 11.
A. PUBLIC COMMUNICATIONS
None.
B. CONSENT CALENDAR
B1. Consideration of Meeting Minutes for the Regular Meeting of November 3, 2022.
MOTION: Moved by Member Temkin, seconded by Member Wells, to approve Consent
Calendar Item B 1. 3-0-2(with Board Member Miller and Murrieta-Morales absent).
C. LIBRARY DIRECTOR'S STAFF REPORTS
C1. Verbal Report—General Library Update. Presented by Wess Garcia, Acting Library Director.
Acting Library Director Garcia presented an oral Library Services update report.
C2. Verbal Report - Children's Services, Adult Services and Library Programming. Presented
by Cara Vera, Library Services Manager.
Library Services Manager Vera presented an oral report about upcoming Library Service
Programs.
C3. Verbal Report - Second Story and Beyond® update. Presented by Margo Mullen, Head of
Museum Operations.
Head of Museum Operations Mullen presented an oral report and PowerPoint presentation
(Copy on file).
D. BOARD BUSINESS
ITEM 131-1
Thursday, December 1 , 2022
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES MEETING MINUTES
D1. Consideration to recommend approval to City Council the revised Library Fee Schedule.
Presented by Margo Mullen, Head of Museum Operations.
MOTION. Moved by Member Wells, seconded by Member Temkin, to bring back Board
Business Item D 1. 2-1-2(with Board Member Miller and Murrieta-Morales absent).
D2. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per
Board Member.)
Boardmember Temkin thanked Acting Library Director Garcia for sharing the
elementary artwork at Archibald Library.
President De Vries will be absent at the February board meeting.
E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING
D 1. Consideration to recommend approval to City Council the revised Library Fee Schedule.
F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING
President De Vries adjoumed the meeting at 7.14 p.m. to February 2, 2023.
Respectfully submitted,
Jennifer Palacios
Library Executive Assistant II
ITEM B1-2
RANCHO A . A LIBRARY
DATE: February 2, 2023
TO: Rancho Cucamonga Library Board of Trustees
FROM: Wess Garcia, Acting Library Director
INITIATED BY: Cara Vera, Library Services Manager
SUBJECT: Library Use Metrics
RECOMMENDATION:
No recommendation. For information purposes, only.
BACKGROUND:
Library use metrics are Kept regularly to provide data on the measurable activities of both
physical and virtual Library Services.
ANALYSIS:
Attached is a metrics report for October---December 2022. The report includes metrics reflecting
the number of visitors, number of checkouts, number of patrons registered by location, and
number of passport applications processed.
All use of Library Services has been significantly impacted by the COVID-19 pandemic, including
visitor traffic and materials checkout. Staff will continue to collect data to use for evaluation and
assessment of programs and services and report it to the Library Board of Trustees on a quarterly
basis.
FISCAL IMPACT:
None.
ATTACHMENT(S):
Attachment 1 -- Library Use Metrics (July-September 2022)
Attachment 2 - Library Use Metrics (October-December 2022)
RANCHO
CU CAMONGA C
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ATTACHMENT 2
ITEM 0-3
RANCHO CUCAMONGA LIBRARY SERVICES
DATE: February 2, 2023
TO: Rancho Cucamonga Library Board of Trustees
FROM: Wess Garcia, Acting Library Director
Margo Mullen, Head of Museum Services
SUBJECT: CONSIDERATION AND DISCUSSION TO RECOMMEND APPROVAL TO
CITY COUNCIL REGARDING AN UPDATE TO THE LIBRARY SERVICES
DEPARTMENT FEES
RECOMMENDATION:
Staff recommends the Library Board of Trustees to recommend approval to City Council, an
update to the Fees and Charges Schedule for the Library Services Department, including the
Second Story and Beyond® (SSAB).
BACKGROUND:
In August of 2010, Passport services were transferred from City Hall to Library Services providing
enhanced hours of service for the public. Fees for passport processing are currently established
by the U.S. Department of State. Library passport photo processing fees were based on
comparable service in the area.
In May of 2018, the Library Board of Trustees approved a recommendation for the City Council
to approve the Library's Second Story and Beyond® rental fees and procedures. This
recommendation was subsequently approved by the City Council allowing the Library Services
Department to rent the STEM Lab, Art Studio, Workshop, Kitchenette and Open Exhibit area to
the general public at competitive rates. Since receiving City Council approval, staff have rented
Second Story and Beyond®spaces to community members, local businesses and organizations.
Beginning in 2019, the Community Services Department began revising policies regarding facility
rentals which included the addition and alteration of group classification rates, fees and
procedures. This included the use of Employee Cost Index (ECI) to establish the increase in fees
for room rental rates.
ANALYSIS:
General fees have been restated in the Library's fee schedule.These include a proposed increase
to the passport photo fee to recover service costs and the deletion of the ILS service fee that is
no longer required. ILS service has been replaced by LINK+ (free service to Library card holders)
and fee-based ILS service is no longer required.
RANCHO
CUR A MONGA
ITEM D1-1
RANCHO CUCAMONGA LIBRARY SERVICES
In order to provide a consistent level of customer service, rates and fees, the Library Services
Department recommends adopting several of the changes made by the Community Services
Department to ensure Library rental fees, refunds and staffing rates have parity with other City
facilities and are competitive with the surrounding region.
The Library recommends effective July 1, 2023, rental fees to be automatically adjusted annually
by the percentage change in the Employment Cost Index (ECI) for state and local government
workers, total compensation (not seasonally adjusted), during the 12-month period ending on
December 31 st of the immediately preceding calendar year, as published by the United States
Bureau of Labor Statistics. The escalator is consistent with use by other City departments and
will help ensure rental fees stay current with the economic market.
Rental fees are based on user group classifications,facility space,operating hours and equipment
use. Rates for programs are dependent upon non-resident and transaction costs. Group
classifications are distinguished by the type of organization they represent. A resident, non-profit
organization (Group 2) will pay a different rate than a resident, commercial business (Group 4).
Spaces are valued based upon size and the amount of people they can accommodate. In addition,
rates for business operating hours differ from extended hours based on the availability of staff
and demand for space.
As Second Story and Beyon& prepares to open in 2023 the Library is recommending fees for
admissions and memberships to SSAB. The admissions and memberships fees are comparable
to the local region and competitive with surrounding children's discovery spaces and museums.
FISCAL IMPACT:
Revenue generated from adjusted fees is estimated below:
Revenue Description Estimate for FY 23/24
Admissions $340,000
Memberships $187,500
Passport Photo Services $4,910
Rentals $24,540
School Group Admissions $26,250
COUNCIL GOAL(S) ADDRESSED:
• Providing and nurturing a high quality of life for all
• Building and preserving a family-oriented atmosphere
ATTACHMENTS:
Attachment 1 - Library Fee Schedule 2023
RANCHO
U �MONGA FCIBRAARY A
ITEM D1-2
Library Services Department Fees and Procedures
4
N
`I
4
Library Board of Trustees: February 2, 2023
Adopted by City Council on:
Resolution:
Rates Effective: March 1 , 2023
ATTACHMENT 1
Page 1 of 6
ITEM D1-3
TABLE OF CONTENTS
SECTION 1:MASTER FEE AND CHARGE SCHEDULE..............................................................................................................3
1.1 EMPLOYEE COST INDEX(ECI)ADJUSTMENT......................................................................................... 3
1.2 USER GROUP CLASSIFICATIONS.......................................................................................................... 3
1.3 GENERAL FEES................................................................................................................................... 3
1.3.1 SECOND STORY AND BEYOND®ADMISSION AND MEMBERSHIPS FEES............................................ 4
1.3.2 WAIVER OF FEES.........................................................................................................................4
1.4 NON-RESIDENT FEES.......................................................................................................................... 5
1.5 STAFFING FEES .................................................................................................................................. 5
1.6 INDOOR FACILITY RENTALS................................................................................................................. 5
1.6.1 Facility Room Rental Cancellation and Rescheduling Fees: ...........................................................5
1.6.2 Second Story and Beyond®Rental Fees:........................................................................................5
1.6.3 facility Equipment Use Fees(Library Facilities).............................................................................6
1.6.4 Customer Convenience Rental Options(Second Story and Beyond®).............................................6
1.6.5 Service Fees(Second Story and BeyondD).....................................................................................6
Page 2 of 6
ITEM D1-4
SECTION 1 : MASTER FEE AND CHARGE SCHEDULE
Section revised 0111012023)
1.1 EMPLOYEE COST INDEX(ECI)ADJUSTMENT
1.1.1 Effective July 1, 2023,fees will be automatically adjusted annually by the percentage change in the Employee Cost
Index(ECI)for state and local government workers,total compensaton(not seasonally adjusted),during the 12-
month period ending on December 31$,of the immediately preceding calendar year, as published by the United
States Bureau of Labor Statistics.
1.1.2 The adjustment will apply to fees directly related to City staffing
1.1.3 Adjusted fees will be rounded up to the nearest whole dollar.
1.2 USER GROUP CLASSIFICATIONS
GroupOrganizations Event Ty
City City of Rancho Cucamonga, Rancho Cucamonga Fire Protection District Agency mission-based programs,events
Rancho Cucamonga Police Department meetings,etc.
LSD City of Rancho Cucamonga Library Services Department Agency mission-based programs,events
meetings,etc.
Other governmental agencies(County,State,School District,Water Events providing a direct benefit to City of
1 District) Rancho Cucamonga residents(ex. public
events,meetings,hearings,etc.
Resident non-profits; resident civic and athletic organizations;resident Events providing a direct benefit to City of
churches; resident public and private schools(including clubs, Rancho Cucamonga residents(ex. public
2 associations, boosters,etc.), events, religious services,organizational
meetings,or fundraisers).
Other governmental agencies(County, State,School District,Water Employee meetings and trainings.
District
Resident private party;employee organizations;political organizations, All approved functions.
candidate campaigns;City of Rancho Cucamonga employees.
User Group 1 and 2 Private social events not in support of
3 or anization's mission
Non-resident non-profits;non-resident civic and athletic organizations; Events providing a direct benefit to City of
non-resident churches; non-resident public and private schools Rancho Cucamonga residents(ex. public
(including clubs,associations, boosters,etc.). events,religious services,organizational
meetings,or fundraisers).
Resident commercial 1 business All approve functions.
4 Non-resident non-profits, non-resident civic and athletic organizations; private social events not in support of
non-resident churches; non-resident public and private schools organization's mission
(including clubs,associations, boosters,etc.).
5 Non-resident commerciallbusiness All approved functions.
1.3 GENERAL FEES
Item Location Fee Unit
ActiveNek Transaction Fee All Locations 4.00% Per transaction
Application Processing Fee Second Story and Beyond" $35.00 Per application
Application Processing Fee with alcohol Second Story and Beyond® $50.00 Per application
Alcohol Use Deposit Second Story and Beyond" $500.00 Per rental
As determined by
Additional Rental Deposit Second Story and Beyond" event/rental Per rental
requirements
Barcode(Replacement) All Locations $2.00 Per unit
Page 3 of 6
ITEM 131-5
Collection Agency Fee As determined by
All Locations City of Rancho Per unit
Cucamonga
Damaged Item(Entire) As listed in item
All Locations Per unit
record
Equipment Replacement Fee All Locations $2.00 Per class I activity
registration
Class and Activity Refund Fee All Locations $10.00 Per class 1 activity
—registration
Library Card(Replacement) All Locations $2.00 Per unit
Lost Item All Locations As listed in item Per unit
record
Passport Acceptance Fee As determined by
All Locations U.S. Department Per unit
of State
Passport Photos(2) All Locations $13.00 Per unit
Photocopies—Black and White All Locations $.10 Per unit
Photocopies--Color All Locations $.50 Per unit
RFID Tag(Replacement) All Locations $2.00 Per unit
Story Pack(Entire) All Locations As listed in item Per unit
record
Story Pack Book All Locations $5.00 Per unit
Story Pack Toy All Locations $10.00 Per unit
1.3.1 SECOND STORY AND BEYOND®ADMISSION AND MEMBERSHIPS FEES:
Secondand : .
I General Admission
General Admission fee Definition
Adults $16 18-61 years of age
Children(1 -17) $15 1-17 years of age
Seniors $13 62 years of age or older
Infants(0) Free Less than one year old
School from a verified organization.Minimum of 15 students. Must
Student School Visit 50%discount off be accompanied by a ratio of 1 adult chaperone per 5 students.
general admission Free admission for adult chaperones within the 1:5 ratio. Pending
availability.
Second Story and Beyond--Annual Memberships
Membershlp Level Fee Definition
Family of 2 Membership $200 2 named persons e. .one parent/caregiver and one child)
Family of 3 Membership $250 3 named persons(e.g.at least one parent/caregiver and at least
one child
Family of 4 Membership $300 Must live in same household(e.g. at least one parenticaregiver
and at least one child required)
Additional Child $50 Additional added to membership(per child)
1.3.2 WAIVER OF FEES
The Library Services Director may approve to waive or reduce the room deposit amount if multiple rooms are rented.
Second Story and Beyond*: For extended periods of rental,negotiated fees may be approved by the Library Services
Director.
Page 4 of 6
ITEM D1—G
The City Manager is authorized to adjust fees as appropriate on a case-by-case basis, including but not limited to
partnerships, funerals,large revenue generating rentals, emergencies, and other unique circumstances,to meet the
community need.
1.4 NON-RESIDENT FEES
Item Location Fee Unit
Classes,workshops, programs and Per class I activity
activities All Locations $13.00 registration
1.5 STAFFING FEES
Staff Title Location Fee Unit
Fully burdened
Event I Rental Staff Second Story and Beyond (top pf ratep x Per hour
se
fringe benefit rate
Private Security Second Story and Beyond® As determined by Per hour
service contract
Day Porters Second Story and Beyond® As determined by Per hour(required
service contract minimum
1.6 INDOOR FACILITY RENTALS
1.6.1 Facilh Room Rental Cancellation and Rescheduling Fees:
Room Category Location Fee' Unit
Small Second Sto and Be onds $25.00 Per rental
Lae Second Story and Beyond* $75.00 Per rental
Kitchen Second Story and Beyond® $25.00 Per rental
*Subject to refund window
1.6.2 Second Story and Bevond®Rental Fees:
OPERATING HOURS EXTENDED HOURS
CategoryRoom Rental Group Group Group Group Group Group Group Group Group Group
Deposit'
Small $100.00 No Use $33.04 $49.00 $66.00 $83.00 No Use $42.00 $62.00 1 83.00 $103.00
Lar a $500,00 No Use $109.00 $196,00 $217.00 $283.00 No Use $142.00 $254.00 $283.00 $367.00
Kitchen $0.00 No Use $28.00 $42.00 $56.00 $69.00 No Use $34.00 $51.00 1 $69.00 $86.00
*As approved by the Library Services Director,deposit may be reduced if multiple rooms are rented.
PREMIUM HOURS
Deposit'Room Rental Group Group Group Group Group
Category
Exhibition
Space $500.00 No Use $183.00 $330.00 $366.00 $476.00
(Large)
*As approved by the Library Services Director, deposit may be reduced if multiple rooms are rented.
Page 5 of 6
ITEM D1-7
1.6.3 Facility Equipment Use Fees (Second Story and Beyond®):
Item Location Fee Unit
Cocktail Table no linen Second Story and Beyond® $15.00 Each per day_
Easel Second Sloa and Be ond® $5.00 Each per day
Microphone Second Sloy and Beyond® $25.00 Each per day
Microphone(wireless) Second Story and Beyond@ $50.00, max of Each per da
$200 per week
y
Microphone(cavalier) Second Story and Beyond@ $25.00, max of Each per day
$75 per week
Mobile Dry Erase Whiteboard Second Story and Be ond@ $25.00 Each per day
Lectern Second Story and Be ond@ $25.00 Each per day
Projector(portable) Second Story and Beyond@ $50.00,max of Each per day
$150 p2rweek
Public Address System(portable) Second Story and Be ond@ $175.00 Each per day
Screen(portable) Second Story and Be ond@ $50.00 Each per day
Rear Projection Screen with Dress Kit Second Story and Beyond* $150.00,max of Each per day
$400 per week
Standard Facility Audio I Visual` Second Story and Beyond® Included with Per event
rental
Uplighting Second Story and Be ond@ $50.00 Per li ht
'Listed fee is the minimum base rate. Base Rates are subject to change based on individual client needs, City staff
recommendations, and availability of on-site equipment.
1.6.4 Customer Convenience Rental 0 tions Second Story and Be ond®:
Facility Maintenance Staff Second Story and Beyond@ As determined by Per event
Public Works
Services
Depart ent
Merchandise Sales by Vendors All Locations 10-30%as Per event
negotiated per
event. Based on
order.
In-house catering' Second Story and Beyond@ As determined by Per event
vendor.
'Fees based on the cost of City staff renting the equipment from a vendor plus 17%overhead and convenience fee,Although the
Industry standard is 20%, as the City is service based and not profit based 17%was calculated to be the amount needed to cost
recover the staff time and facility overhead to arrange these options as a service to the rental client.
1.6.5 Service Fees[Second Story and Beyond@):
Item Location Fee Unit
Ticket Handling Fee(Other Uses& Second Story and Beyond@ $2.00 Per ticket
Rentals
Ticket Exchange Fee Second Story and Be ond@ $2.00 Per ticket
Ticket Internet Fees Second Story and Beyond@ $2.00+web host fees,not Per order
to exceed$6.00 per ticket
Ticket Mailing Fee Second Story and Be ond@ $1.50 Per ticket
Ticket Reprint Fee Second Story and tie ond@ $2.00 Per ticket
Page 6 of 6
ITEM D1-8