HomeMy WebLinkAbout1996/11/07 - Agenda Packet - Library Board of TrusteesLIBRARY BOARD OF TRUSTEES
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
First Thursday
7:00 p.m.
November 7, 1996
Civic Center
Council Chambers
10500 Civic Cemer Drive
Rancho Cucamonga, California 91730
City Councilmembers
William J. Alexander, Mayor
Rex Gutierrez, Mayor Pro Tem
Paul Biane, Councilmember
James V. Curatalo, Councilmember
Diane Williams, Councilmember
Boardmembers
Robert Howdyshell, President
Laura J. Muna-Landa, Presidem Pro Tem
Rebecca Davies, Boardmember
Gina Gregory, Boardmember
Edward E. Swistock, Boardmember
PAGE
' Board of Librat~3~ Trustees Agenda 1
Regular Meeting, November 7, 1996
A. CALL TO ORDER
1. Roll Call: Howdyshell __., Davies
Muna-Landa , and Swistock __
B. CONSENT CALENDAR
The following Consent Calendar items are expected to be routine and
non-controversial. They will be acted upon by the Board at one time
without discussion. Any item may be removed by a Boardmember or
member of the audience for discussion.
1. Approval of Minutes: October 3, 1996. 1
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.
1. Library Status Report: oral report presented by staff.
2. Budget report: presented by Deborah Clark, Library Manager: 8
3. Collection Agency Report: presented by Karen Schneiderwent, 17
Circulation Supervisor.
D. BOARD BUSINESS
The following items have been requested by the Board of Library
Trhstees for discussion. They are not public hearing items, although the
President may open the meeting for public input.
1. Reports t~om Committees
Foundation Board Subcommittee: by President Howdyshell and
Staff
.~ PAGE
Board of Library Trustees Agenda 2
Regular Meeting, November 7, 1996
Oral report on initial meeting of the Rancho Cucamonga Public
Librm'y Foundation Board.
Telethon Subcommittees: by Boardmembers and staff
a) Fundralser Kick-off: oral report by Library Manager.
b) Executive Committee Meeting: oral report by Library
Manager.
c) Establishment of date and time for meetings for the following
subcommittee:
Executive Committee
Auction Committee
Professional Acts Committee
Penn~es for Pages Committee
d) Recommendation from staff for the creation of the following
committee:
Publicity Committee
Trivia Bee Committee
2. Update on the Literacy Program: oral report presented by Lori
Hopkins, Literacy Coordinator. Requested by Boardmember
Gregory.
3. Update from Boardmember Davies on her school district visits.
4. Discussion of December Board meeting and planning of agenda.
Requested by Boardmember Davies.
5. Coordination of schedules for the California Library Association
Conference. Requested by Boardmembcr Muna-Landa.
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
This is the time for the Board of Library 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
Board of Library Trustees Agenda 3
Regular Meeting, November 7, 1996
F. COMMUNICATIONS FROM THE PUBLIC
This is the time and place for the general public to address the Board of
Library Trustees. State law prohibits the Board from addressing any
issue not previously included on the Agenda.
G. ADJOURNMENT
I, Vivian Garcia, Library Administrative Secretary of the City of
Rancho Cucamonga, hereby certify that a true, accurate copy of the
foregoing agenda was posted on Monday, November 4, 6:00 p.m., 1996,
seventy-two (72) hours prior to the meeting per Government Code 54953
at 10500 Civic Center Drive.
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE:
TO:
FROM:
SUBJECT:
November 7, 1996
President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
Deborah Kaye Clark, Library Manager
APPROVAL OF MINUTES FOR OCTOBER 3, 1996
RECOMMENDATION
Approval of the Minutes of the Regular Meeting o~'the Board of Trustees for October 3, 1996.
BACKGROUND
Minutes taken and compiled by Library Administrative Secretary Vivian Garcia.
/,~fully submitted,
Deborah Kaye Cla~}
Library Manager
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
Reeular Meeting
A. CALL TO ORDER
The regular meeting of the Library Board of Trustees was held on Thursday, October 3, 1996, in the
Council Chambers of the City of Rancho Cucamonga located at 10500 Civic Center Drive, Rancho
Cucamonga, California. The meeting was called to order at 7:06 p.m. and the pledge of allegiance
was led by President Howdyshell. Present were Boardmembers Davies and Muna-Landa.
Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Nina Cole
Children's Services Assistant, Rosie Manela, Literacy Assistant and Vivian Garcia, Administrative
Secretary.
President Howdyshell stated that staff requested an Emergency Item be placed on the agenda under
Board Business as Item No. 3.
MOTION: Moved by Boardmember Muna-Landa to add emergency item to the agenda under Board
Business, seconded by Boardmember Davies. Motion carried unanimously, 3-0-2 (with Gregory
and Swistock absent).
B. CONSENT CALENDAR
BI. Approval of Minutes: September 5, 1996
MOTION: Moved by Boardmember Davies to approve the consent calendar, seconded by
Boardmember Muna-Landa. Motion carried unanimously, 3-0-2 (with Gregory and Swistock
absent).
C. LIBRARY DIRECTOR'S STAFF REPORTS
Cl. Library Status Report: oral report presented by staff and written report from Karen
Schneiderwent, Circulation Supervisor, on status of Collection Agency action.
Deborah Clark, Library Manager, stated that the written report from Karen will be added to the
Newsletter along with the statistics for the month past. Staff is reporting satisfaction with Phase II
and some new thoughts on how we might like to handle the primary collection letter function. This
will be brought back as a discussion item to the Board at the November meeting.
Library Board Minutes
October 3, 1996
Page 2
Deborah Clark, Library Manager, stated LSTA, Library Services and Technology Act was passed.
This allows libraries across the country to apply for grant funding emphasizing technology and
cooperative ventures with schools. Also, the State Library decided through the Library Services
Board that they want to spend some attention and funds on Young Adult Services. Staff might be
receiving a grant application package to apply for Young Adult Services money. Staff has been told
that this format will be similar though smaller than the Literacy Grant application, funding multiple
year programs.
Nina Cole, Children's Services Assistant, stated that requests for school report materials dominated
September on topics such as tornadoes and the state of Michigan. In October, we will begin
advertising the afterschool storytime that we offer to children that are six and older.
Robert Karatsu, Principal Librarian, stated that the month of September compared to last year was
a busy month. From the look of the first few days of October, the library faced a busy schedule. On
October 30, staff will hold another yotmg adult class on "Learn to Use Your Library" at 7:00 p.m.
C2. Budget Report: presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, reviewed handouts of Schedule A and B with the Board.
C3. Intemet Access: oral report presented by Robert Karatsu, Principal Librarian.
Robert Karatsu, Principal Librarian, stated that issues on whether to charge or not to charge and
other items need to be addressed regarding Internet Access. A subcommittee of the staff and Board
could meet over the next month and discuss some of these issues and could come to the Board on
recommendations for policy to the full Board.
Deborah Clark, Library Manager, stated that Robert Karatsu and Jim Corwin will be the staff
members on the proposed committee. Staff would like someone from the Board representing
children and someone representing free access.
Laura Muna-Landa recommended Rebecca Davies.
Rebecca Davies accepted.
Laura Muna-Landa also volunteered to serve.
MOTION: Moved by President Howdyshell to create a task force for recommendations to come
back to the Board for approval on Intemet Policy, seconded by Boardmember Davies. Motion
carried unanimously, 3-0-2 (with Gregory and Swistock absent).
Library Board Minutes
October 3, 1996
Page 3
C4. Sponsorship Policy: presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, reviewed the Sponsorship Policy with the Board.
Deborah Clark, Library Manager, stated that Cheri Gregory of the Discovery Toys decided not to
participate at this time.
MOTION: Moved by President Howdyshell to accept staff recommended Sponsorship Policy,
seconded by Boardmember Muna-Landa. Motion carried unanimously, 3-0-2 (with Gregory and
Swistock absent).
D. BOARD BUSINESS
D 1. Determination of items for the agenda of the Joint Board and Council meeting scheduled for
October 16 at 5:30 p.m.
Boardmember Laura Muna-Landa asked staff to discover what the price and footage is for the
property for sale south of the Library, and President Howdyshell stated that parking should be a topic
with the Council at the joint meeting.
Deborah Clark, Library Manager, asked the Board if parking could be an item under long-range
planning and to identifying some of the needs they see as long range planning. Some of the items
could be the survey, fundraising through the telethon and parking.
Boardmember Davies asked if there will be any surveys done by that time?
Deborah Clark, Library Manager, stated that staff is trying to schedule volunteers from the Friends
of the Library and a few teen volunteers, for the second week in October; but sufficient numbers of
surveys to show trends would not be available.
President Howdyshell asked Robert Karatsu to perform a survey of the parking lot prior to the joint
meeting.
D2. Reports from Committees
Foundation Board Subcommittee: by President Howdyshell and staff.
Oral report on recruitment, appointment and swearing in to occur at joint meeting.
4
Library Board Minutes
October 3, 1996
Page 4
President Howdyshell stated that the subcommittee held interviews and recommended seven
Foundation Boardmembers to the City Council. They were approved by City Council. The City
Council also approved the change in the bylaws on recruiting for Foundation Boardmembers to
include non-residents who have involvement in our city.
Deborah Clark, Library Manager, stated that a swearing in will occur at the joint meeting.
Telethon Subcommittees: by Boardmembers and staff
1) Presentation of initial artwork: Nina Cole, Children's Assistant.
Nina Cole, Children's Assistant, shared the artwork she created for the Telethon with the Board.
MOTION: Moved by Boardmember Muna-Landa to approve the concept of the artwork and flyer
for the Telethon, seconded by President Howdyshell. Motion carried unanimously, 3-0-2 (with
Gregory and Swistock absent).
2) Pennies for Pages: report on presentation to School Superintendents, Library Manager,
presenting.
Deborah Clark, Library Manager, stated that the School Superintendents were enthusiastic. They
want staff to retum with the final materials for their review. They will be presenting this to their
Principals.
President Howdyshell asked if it is possible to load the artwork and for it to be a part of our
homepage.
Deborah Clark, Library Manager, stated that there will be a homepage for the Telethon.
3) Fundraiser Kick-off oral report by Library Manager.
Deborah Clark, Library Manager, went over the menu, and the caterer with the Board. The Telethon
kick-off will be held at the J. Filippi Winery on Monday, October 28 at 5:30 p.m. The invitations
should be going out next week.
4) Update on Talent Contest, Donor Wall Contest and Video Contest. Oral report presented
by Library Manager.
Deborah Clark, Library Manager, reviewed applications, rules and other information sheets with the
Boardmembers.
5
Library Board Minutes
October 3, 1996
Page 5
5) Potential of Trivia Contest: oral report by Principal Librarian.
Robert Karatsu, Principal Librarian, shared with the Board his attending the Glendora Public
Library's trivia contest which supports their Literacy program. The contest is broadcast on their
local cable television. They raise approximately $10,000 in a night. Robert suggested a trivia
contest be incorporated into the Telethon.
6) Need for Executive Committee Meeting and other subcommittee meetings: oral report
presented by Library Manager.
Deborah Clark, Library Manager, stated staff would like to have a meeting with the "key players"
(Ede Swistock, Robert Karatsu, John Mannerino, Bill Anthony, the representative from Comcast,
the representative from Marks Cablevision and the Library Manager) for the Telethon to firm up
commitments.
D3. Emergency item: Parameters of Library Use for Alex Grigsby.
Deborah Clark, Library Manager, discussed with the Board, Alex Grigsby and his brother in their
recent usage of the Library.
MOTION: Moved by President Howdyshell to authorize the requirement of an adult to be present
with Alex Grigsby and in addition taking similar action on his brother whose behavior is
unacceptable also, seconded by Boardmember Muna-Landa. Motion carried unanimously, 3-0-2
(with Gregory and Swistock absent).
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
El. Update on the Literacy Program requested by Boardmember Gregory.
E2. Boardmember Davies stated that she will be reporting on her school district visits.
E3. Boardmember Muna-Landa would like a discussion from the Boardmembers who are
attending the CALTAC meeting on what workshops they will be attending.
E4. President Howdyshell would like staff'to gather information about an idea that Mission Viejo
is using. Patrons purchase first release books al~er the Library orders them. They get to read the
book first and then it is retumed back to the library for circulation.
Library Board Minutes
October 3, 1996
Page 6
E5. Boardmember Davies requested that our December meeting which will be held at the Library
to include a session with Robert Karatsu on what is new at the Library for the Boardmembers. The
item and agenda will be discussed more fully at the November meeting.
E6. Boardmember Muna-Landa requested information on a similar approach to the "Sugar Plum
Tree" idea as a sponsorship fund-raising drive or a can food drive to give back to the community.
Deborah Clark, Library Manager, stated she would get back this information in the newsletter.
F. COMMUNICATIONS FROM THE PUBLIC
None were received.
G. ADJOURNMENT
MOTION: Moved by Boardmember Davies to adjourn to November 7, 1996, at 7:00 p.m., seconded
by Boardmember Muna-Landa. Motion carried unanimously, 3-0-2 (with Gregory and Swistock
absent). The meeting adjourned at 8:20 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE:
TO:
FROM:
SUBJECT:
November 7, 1996
President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
Deborah Kaye Clark, Library Manager
BUDGET REPORT FOR OCTOBER
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A, titled Revenue Report October 1996 attached for your review.
Schedule B, titled "Balance Sheet July through October FY 1996/97" attached for your review.
Schedule C, titled "Library Expenditures 1996/97" is an accounting of all funds expended so far
this fiscal year, showing 36% of library funds expended or encumbered at 33% into the fiscal
year. Also included are the expenditure figures for Literacy and Redevelopment Agency funds.
ctfully submitted,
LDiebbr ° r ar y~h~ aa nYfg~ rl ~
8
Schedule A
REVENUE REPORT FINES MEDIA LIBRARY REF DONA- SALES
October 1996 & FEES RENTALS SALES SERV. TIONS TAX
October 1 $331.47 $157.80
October 2 $359.41 $198.89
October 3 $211.09 $151.34
October 4 $232.55 $142.04
October 5 & 6 $409.28 $323.74
$0.00 $0.00
October 7 $408.55 $154.35
October 8 $377.95 $139.99
October 9 $383.40 $169.42
October 10 $285.24 $148.32
October 11 $159.50 $167.08
October 12 & 13 $394.00 $338.43
$0.00 $0.00
October 14 $342.05 $144.81
October 15 $357.76 $201.44
October 16 $354.93 $159.47
October 17 $211.70 $136.04
October 18 $150.90 $174.29
October 19 & 20 $485.39 $320.50
$0.00 $0.00
October 21 $253.50 $158.75
October 22 $421.06 $121.17
October 23 $345.00 $156.92
October 24 $345.90 $149.68
October 25 $200.55 $149.19
October 26 & 27 $502.48 $358.50
$0.00 $0.00
October 28 $440.54 $150.65
October 29 $334.86 $131.58
October 30 $289.04 $148.53
October 31 $218.54 $102.15
$0.00 $18.00 $0.00 $12.20
$0.00 $0.00 $0.75 $15.36
$0.00 $6.00 $0.00 $11.66
$0.00 $0.00 $0.00 $10.96
$7.42 $2.00 $0.00 $25.59
$0.00 $0.00 $0.00 $0.00
$0.00 $35.00 $0.00 $11.90
$0.00 $2.00 $0.00 $10.76
$2.78 $0.00 $0.00 $13.30
$2.78 $0.00 $100.10 $11.70
$0.00 $44.00 $0.00 $12.92
$8.34 $1.00 $0.00 $26.83
$0.00 $0.00 $0.00 $0.00
$2.78 $2.00 $4.70 $11.41
$2.78 $2.00 $0.00 $15.78
$2.78 $8.00 $0.00 $12.50
$0.00 $2.00 $0.00 $10.46
$0.00 $0.00 $0.00 $13.46
$3.72 $4.00 $0.00 $25.03
$0.00 $0.00 $0.00 $0.00
$7.42 $37.00 $0.00 $12.83
$0.00 $0.00 $0.00 $9.32
$9.28 $0.25 $0.00 $12.80
$1.86 $6.00 $0.00 $11.71
$0.00 $35.10 $0.00 $11.56
$0.00 $0.00 $0.00 $27.75
$0.00 $0.00 $0.00 $0.00
$5.56 $0.00 $0.00 $12.04
$2.78 $5.00 $0.00 $10.39
$2.78 $1.00 $0.00 $11.69
$0.00 $5.00 $3.30 $7.85
TOTALS: $8,806.64 $4,855.07 $63.06 $215.35 $108.85 $379.76
SEPTEMBER TOTALS $6,344.84 $4,370.43 $38.05 $45.66 $25.75 $340.12
% CHANGE 39% 11% 66% 372% 323%
TOTAL INCOME: $14,428.73
TOTAL LIBRARY INCOME $14,048.97
Daily Average Fines $284.09
Daily Average Media $156.62
Daily Average Sales $2.03
Daily Average APS $11.41
Daily Average Ref. Fees $6.81
DAILY TOTALS $460.95
GAIN/LOSS ON PRO J: $1,208
96~97 Pr~:
$253.91
$150.51
$0.00
$16.13
$1.43
$421.98
$15,806
PERSONNEL EXPENSES
Part time Salaries $16,515
GAIN/LOSS ON PRO J: ($709)
BALANCE $499.05
9
Schedule B
BALANCE SHEET
JULY THROUGH OCTOBER
FY1996/97
Revenues
Fines & Fees
Media Rentals
Sales
APS
Information Services Fees
Misc. Revenues
Totals:
Part Time Salaries
Balance for
Year through October
Earned
$28,176
$19,925
$137
$2,442
$374
$0
$51,053
Spent
$51,045
Pr~ected
$30,515
$17,143
$o
$1,645
$172
$o
$49,475
Pr~ected
$55,321
Loss/Gain
($2,339)
$2,781
$137
$796
$202
$0
$1,579
Loss/Gain
$4,276
$5,855
Projected End of the Year
Donations:
Received
$17,302
Projected
$35,000
Over/Under
($17,698)
10
LIBRARY EXPENDITURES JUL AUG SEP OCT TOTALS SPENT PE FUNDS % % OF
1996/97 CATEGOR REMAININ SPENTYEAR
PERSONNEL
1100 REGULAR SALARIES $381,590
1200 OVERTIME SALARIES $1,000
1300 PART TIME SALARIES $205,480
1900 FRINGE BENEFITS $145,300
TOTAL PERSONNEL
$733,370
OPERATIONS
3100 TRAVEL & MEETINGS
California Library Conference
Corwin workshops
Karatsu-workshops
Meeting Supplies
Clark-meetings
ILS Workshops
$3,000
3300 MILEAGE
Auto Allowance
Reimbursement
Garcia
Pages
Hoed
ConNin
Tobin
$3,800
$3,000
$800
3900 MAINTENANCEIOPER
Printing/Postage
Printing
Postage
$133,520
$4,0O0
$36,691
$0
$17,336
$12,108
$66,135
$250
$20
$11
$14
$29,078
$0
$14,046
$12,108
$55,233
$220
$250
$20
$3
33%
$29,078 $29,176 $124,024 $124,024 $257,566 33%
$0 $0 $0 $0 $1,000 0%
$13,359 $16,515 $61,257 $61,257 $144,223 30%
$12,108 $12,108 $48,433 $48,433 $96,867 33%
$54,546 $57,799 $233,713 $233,713 $499,657 32%
$45
$250
$27
$3
$0
$1,560 $1,560
$0
$528 $528
$0
$220 $485
$20 $20
$65
$14
$750
$92
$43
$0
$0
$11
$0
$30
$2,593
$896
$750
$146
$407 86%
$2,904 24%
$2,25O 25%
$654 18%
$52,271 $81,250 39%
$30 $3,97O 1%
Office Supplies $18,000
Cataloging Supplies $2,069 $103
Farts
Photo House
8 Ave, graphics
Office Depot $667 $667
Laminating supplies $194
Hardware
Reimbursements-office
Petty Cash
Computer supplies
Stationary
Federal Express $14
Board Supplies
Special Program Supplies $5,000
Children's Supplies $229
Children's Programs - Friends
Software
Summer Reading Program (FR) $48
Creation of Foundation
Literacy Projects
Volunteer Supplies
Reference On-line
Advertising/Promotions $3,000
National Library Week - Friends
Foundation Board recruitment $440
Telethon $1,000
Kickoff
Books/Materials $88,310
Bookstore rush $1,174 $65
Childrens Books $14,041
Adult Books $15,030
Reference Books $156 $993
Reference CD's $360
Circulating Instructional CD' $5,000
Large Print Books - Friends $1,877
Books on Tape - Friends
Video $2,325 $14
$11
$754
$6
$5O
$35
$220
$5OO
$102
$194
$17
$197
$16
$137
$2,752
$37
$667
$51
$12
$20
$654
$118
$9
$4,934
$37
$0
$0
$2,755
$2OO
$0
$0
$0
$51
$0
$14
$12
$280
$0
$35
$48
$0
$0
$0
$0
$2O
$660
$654
$1,738
$14,144
$15,223
$1,284
$360
$0
$2,074
$25
$2,476
$8,003
$363
$680
$39,323
$9,997
$4,637
$2,320
$48,987
44%
7%
23%
45%
CD's (music) $1,000
Literacy
Magazines/Publications $6,210 $2,013
Training $0
Bindery $1,000
Collection Agency $2,000
3914 MAINTENANCE DEPT $11,830
Janitorial Supplies $4,260 $3,000
Facility Maintenance supplie $5,630 $273
Sinclair Paint $500
Familian Pipe Supply $1,000
Mountain View Glass $0
R&R Electric $500
Trash Receptacle
Owen Electric $500
Graffiti Removal Supplies $200
Landscape Maint. supplies $1,300
Water/Fire Service $440
3956 DUES $2,'100
American Library Assoc. $450
MCLS Associate Membershi $150
California Library Assoc. $500
Inland Library system $1,000
3960 GENERAL LIABILITY $4,340
6028 CONTRACT SERVICES $167,530
Offic Equip/Maintenance $4,000
Book Processing & OCLC $23,500
S.B. County $100,000
Technology Maintenance $6,000
Telephone Maintenance $3,000
Computer Tech Services $31,030
$362
$24,881
$1,000
$125
$362
$3,676
$10,236
$205
$150
$45
$919
$362
$2,848
$1,000
$4O
$42
$35
$362
$182
$1,500
$50,000
$65
$2,000
$0
$2,218
$0
$1,000
$0
$3,000
$313
$5OO
$1,000
$0
$500
$0
$500
$0
$0
$0
$42
$150
$205
$919
$1,448
$3,858
$11,736
$50,000
$65
$2,848
$24,881
$2,218
$0
$1,000
$0
$5,813
$3,000
$313
$0
$0
$0
$0
$1,316
$42
$150
$205
$919
$1,448
$93,388
$3,858
$11,736
$50,000
$65
$2,848
$24,881
$3,992
$0
$0
$2,000
$6,017
$1,260
$5,317
$0
$200
$1,300
$440
$784
$408
$0
$295
$81
$2,892
$74,142
$142
$11,764
$50,000
$5,935
$152
$6,149
36%
ERR
100%
O%
49%
70%
6%
O%
O%
O%
63%
9%
100%
41%
92%
33%
66%
96%
5O%
5O%
1%
95%
8O%
6036 CONTRACT SERVICES $59,300 $20,029 $39,271 34%
Janitorial Services $16,000 $8,000 $8,000 $8,000 $8,000 50%
Security Service
Elevator Service
HVAC
Electrical
Glass replacercent
Locksmith
Plumbing
Pest Control
Fire/Life Safety
Structural/Roof
Exterior Grounds Maint,
7047 COMPUTER EQUIP.
8019 TELEPHONE
989-8277 (Rotary line)
181-1185 (T1 line)
948-9900
980-0871 (EMS & Security)
980-4361 (Elevator)
989-2036 (Telecirc)
987-3271 (Irrigation Sprink.)
989-6904 (Public Fax)
MCI
8021 WATER UTILITIES
Inside Use
Landscaping
8022 ELECTRIC UTILITIES
TOTAL LIBRARY BUDGET
$3,360
$6,160
$14,500 $786 $460
$4,160 $631
$2,000
$0
$2,000
$670
$670
$2,910
$6,870 $413 $491
$1,703 $1,703 $1,703 $1,657 51%
$250 $250 $250 $5,910 4%
$460 $3,910 $5,616 $5,616 $8,884 39%
$631 $631 $3,529 15%
$0 $0 $2,000 0%
$166 $166 $166 ($166) ERR
$138 $138 $138 $1,862 7%
$229 $229 $229 $441 34%
$686 $686 $686 ($16) 102%
$880 $880 $880 $2,030 30%
$413 $413 $1,730 $1,730 $5,140 25%
$3,000 Friends donation $3,000 $3,000
$16,200
$407 $374 $365 $412 $1,558
$214 $214 $217 $215 $860
$441 $441
$53 $52 $105
$26 $26 $52
$0
$26 $26 $52
$34 $33 $34 $34 $134
$20 $9 $28
$4,000
$50,000 $4,783
$1,194,990 $120,606 $108,952
$189 $189 $379
$321 $249 $570
$4,227 $4,386 $13,396
$74,779 $127,705 $432,041
$3,000
$3,230
$949
$13,396
$429,041
$0 100%
$12,970 20%
$3,051 24%
$36,604 27%
$765,949 36%
LITERACY EXPENDITURES
1996/97
CITY VERSION
PERSONNEL
1100 REGULAR SALARIES
1900 FRINGE BENEFITS
TOTAL PERSONNEL
OPERATIONS
JUL AUG SEP OCT
TOTALS SPENT PE FUNDS % % OF
CATEGOR REMAININ SPENTYEAR
$21,210 $1,768 $1,768 $1,768 $1,768 $7,070 $7,070 $14,140 33%
$7,850 $654 $654 $654 $654 $2,617 $2,617 $5,233 33%
$29,060 $2,422 $2,422 $2,422 $2,422 $9,687 $9,687 $19,373 33%
33%
3100 TRAVEL & MEETINGS
3300 MILEAGE
3900 MAINTENANCE/OPER
Printing/Postage
Printing
Postage
Office Supplies
Instructional Materials
$800
$350
$6,500
$3,000
$2,000
$1,500
5910 LIBRARY OVERHEAD $7,670
6028 CONTRACT SERVICES $48,846
Literacy Coordinator $43,846
Tutor Training $5,000
Telephone Contract $0
8019 TELEPHONE $1,200
TOTAL LITERACY BUDGET $94,426
$67
$70
$7,670
$3,452
$100
$13,781
$5O
$t7 $67
$72 $140
$0
$0
$0
$519 $519
$1,021 $1,091
$67 $733 8%
$140 $211 40%
$1,610 $4,890 25%
$0 $3,000 0%
$519 $1,481 26%
$1,091 $409 73%
$7,670 $7,670 $0 100%
$3,452 $3,452 $3,452 $13,808
$4,250 $4,250
$0
$100 $100 $100 $400
$5,974 $11,814 $6,063 $37,631
$18,058 $30,788 37%
$13,808 $30,038 31%
$4,260 $750 85%
$400 $800 33%
$37,631 $56,795 40%
REDEVELOPMENT EXPENDITURES
FY 1996/97
July
Aug
Sep
Oct
TOTALS FUNDS % % OF
SPENT REMAINING SPENT YEAR
33%
Materials $$0,000 $38,592 $11,408 77%
Books $5,326 $743 $6,069
Standing Order for Ref. $6,400 $912 $7,312
Rental Books $11,210 $11,210
Books on Tape $3,000 $3,000
Magazines $11,000 $11,000
CD's $0
Sub Total $0 $0 $25,937 $12,655 $38,592
$10,000 $10,000 $0 100%
Plans/Designs
Literacy remodel/shelving
Sub Total
$10,000
$10,000
$40,000 $15,132 $24,868 38%
$1,041
$172
$269
$322
Furnishings/misc.
Study Carrell
Picture Framing
Citizen Printer for self/check
Multi Pro CTV
Admin. cabinets $1,454
PB Racks $761
Rental book display $565
Shelving Childrens $1,637
Shelving Adult (Estimate) $8,500
$412
Sub Total $1,041 $412 $12,916 $763 $15,132
TOTALS $100,000 $1,041 $412 $38,853 $13,418 $63,724 $36,276 64%
CITY OF RANCHO CUCAIVIONGA
STAFF REPORT
DATE:
TO:
FROM:
SUBJECT:
November 7, 1996
President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
Karen Schneiderwent, Circulation Supervisor
COLLECTION AGENCY UPDATE
RECOMMENDATION
For information only. This item will be retumed for further action early in Spring, 1997.
BACKGROUND/ANALYSIS
As of September 3, 1996, we have submitted 203 accounts to Phase II Collection, with 13
accounts paying in full, 14 accounts making partial payments and 176 accounts having no
activity. In Phase II Collection, we pay the agency 40% of only what is collected. Phase II
Collection consists of phone calls and placing the debt on the patron's TRW account. The
account stays open and does not cycle to "inactive". Phase II Collection accounts are definitely a
long term activity.
As of September 3, 1996, we have submitted 501 accounts to Phase I Collection, with 101
accounts either paid in full or setted in full and 123 accounts making partial payments or
returning items, leaving 277 accounts unresolved with no activity. Phase I Collection consists of
a series of 5 letters, after which time the cycle is complete and no further action is taken. Each
account we submit to Phase I Collection costs us $7.
We are presently researching software that will allow us to take over the Phase I part of
collection ourselves. The advantages of processing the Phase I accounts would be that we would
keep the full amount charged to the patron, the account would never be cycled out to "inactive",
and we could change the wording on the notices, sending as many as we wish.
When we find suitable software, we will re-submit our findings and our proposal to the Board for
approval. We target Spring of 1997 for finalizing a replacement for our Phase I Collection
activity.
Respectfully submitted,
Karen Schneiderwent
Circulation Supervisor
17
STATISTICS
Days Open
OCT 96
OCT 95 FY 96~97 FY 95196
31 31 120 121
Schedule Cl
Average Daily
% Change
Pab'ons Registered
Average Da8y
% Change
Information Questions
Average Daily
% Change
Items Classified
% Change
Volunteer Hours
% Change
IntoHibrary Loan
Books Borrowed
58,760 55,791 220,919 209,592
1,895 '1,800 1,841 1,732
5% 6%
1,304 1,690 4,581 6,135
42 55 38 51
-23% -25%
9,153 9,254 29,437 33,610
295 299 245 278
-1% -12%
2,255 5,159 5,296 8,893
-56% -40%
266 295 1781 1708
-10% 4%
g 2 20 9
ADULT SERVICES
Information Questions
Average Daay
% Change
5,420 5,121 19,051 16,914
175 165 159 140
6% 14%
Pregrams/Classes Attendance
# of Sessions
Aver. per seS~on
12 0 67 0
I 0 3 0
12 ERR 22 ERR
ToumJGroup Visits To the Library
Number of Toum
Aver. per ss~Smn
8 82 72 117
1 3 4 5
8 27 18 23
CHILDRENS SERVICES
Information Questions
Average Daily
% Change
3,733 4,133 10,386 11,281
120 133 87 93
~10% -7%
Preschool Storytime Attendance
# of Sessions
Aver. per session
455 419 1621 1874
18 16 66 62
25 26 25 30
Aftorschool Storyfime Attendance
# of Sessions
Aver. per session
107 45 435 115
4 2 16 4
27 23 27 29
Special Events Program Attendance
# of Sessions
Aver. per session
0 0 58 456
0 0 4 9
ERR ERR 15 51
Group Vislls to Library
# of Sessions
Aver. per sesaofl
64 86 270 377
4 7 11 13
16 12 25 29
School Visits by Staff
# of Visits
38 0 38 0
1 0 1 0
LITERACY SERVICES
OCT 96 OCT 96 FY 96~97 FY 95~96
Learners Assessed
Leamem Matched
Learners waiting for tutors
Leamem referred
6 NA 16 NA
0 NA 22 NA
6 NA NA NA
2 NA 0 NA
Tutors Orientation Attendance 18 NA 18 NA
Tutors Trained 0 NA 15 NA
Tutom Matched 0 NA 22 NA
f
STATISTICS
Days Open
SEP 96
SEP95 FY96197 FY 95/96
28 29 89 90
Itenm Borrowed
Averepe Da~ly
% Change
Petront R~gltt~md
Average Daily
% Change
Information Questions
Average Daily
% Change
% Change
Volunteer Houm
InteHIbrary Loan
Books Bo~Towed
50,540 48,171 162,128 153.801
1,805 1,661 1.822 1,709
9%
1,138 1.320 3,277 4,445
41 46 37 49
-11% -25%
7,077 8,192 20,284 24,356
253 282 228 271
-11% -16%
4~5 976 3,041 3,734
-59% -19%
247 295 1515 1413
-16% 7%
7 5 11 7
ADULT SERVICES
Infonnaflon Questions
Average Daily
% Change
4,325 4,820 13,631 11,793
154 166 153 131
-7% 17%
Program~/Classns Attendance
# of Sessk)ns
Aver. per session
55 0 55 0
2 0 2 0
28 0 28 0
Toum/Group Visits To the Ubrary
Number of Tours
Aver. per session
41 0 64 35
I 0 3 2
41 ERR 21 18
CHILDRENS SERVICES
Information Questions
Average Daily
2,762 3,372 6,653 7,148
98 116 75 79
-15% -6%
Preschool Storytime Attendance
# of Sessions
Aver. per session
379 507 1166 1455
16 15 48 46
24 34 24 32
Afterschool Storyt]me Attendance
# of Sessions
Aver. per session
Special Event~ Program Altsedanes
.# of Sessions
Aver. per session
73 70 328 70
4 2 12 2
18 0 27 0
0 24 58 456
0 2 4 9
ERR 12 15 51
Group Visits to Library
# of Sessions
Aver. per session
31 179 206 291
2 7 7 13
16 26 29 22
$chout~ ~S~ff
#off. its
UTERACY SERVICES
0 0 0 0
0 0 0 0
SEP 96
SEP 95 FY 96/97 FY 95/96
Leamem waiting for tutors
Lesmem referred
4 NA 10 NA
0 NA 22 NA
0 NA 0 NA
Tutors TrMned 15 NA 0 NA
Tutors Matched 0 NA 22 NA
TELETHON SUBCOMMITTEES
Schedule Dl'c
The following subcommittees have been created to support the Telethon project:
EXECUTIVE SUBCOMMITTEE
Current members: Ede Swistock, Library Boardmember; Paul Williams, Friends President;
Diane Williams, Councilmember; Bill Anthony, Executive Producer; John Mannerino, Master of
Ceremonies; Paula Pachon, Library Foundation Board President; Deborah Clark, Robert Karatsu,
staff.
Project: To be responsible for planning, coordination and technical aspects of the telethon
production.
PROFESSIONAL ENTERTAINMENT SUBCOMMITTEE
Current members: John Mannerino, Master of Ceremonies; Renee Barnett, Library Foundation
Boardmember; Deborah Clark, staff.
Project: To contact and book professional entertainment for the hours available on the Library
Telethon.
AMATEUR TALENT CONTEST SUBCOMMITTEE
Current members: Rebecca Davies, Library Boardmember; Renee Barnett, Library Foundation
Boardmember; Renee Tobin, Nina Cole, Deborah Clark, staff.
Project: To promote, recruit youth performers for the amateur contest of the telethon. Involves
publicity, coordinating schedules, previewing acts and working with young people.
AUCTION SUBCOMMITTEE
Current members: Bob Howdyshell, Laura Muna Landa, Library Boardmembers; Robert Valenti,
Patricia Beasley, Library Foundation Boardmembers; Deborah Clark, staff.
Project: To solicit donations in the form of goods from local merchants; to create "gift packages"
for auctioning on the telethon; to create a schedule of gifts to be auctioned.
VOTING SUBCOMMITTEE
Gina Gregory, Library Boardmember; Paul Williams, Library Foundation Boardmember; Robert
Karatsu, staff.
Project: To develop method of voting for the talent contest; to follow-through on technology
necessary for the pledging process of the telethon; to coordinate the phone bank.
FRIENDS OF'THE LIBRARY BOOK STORE RECEIPTS
DAY
il
41
iol
12!
14 [
16 {
17 {
181
20
2i
22
23
24
25
26
27
28
29 ~
30
31
TOTAL OCT
PER DAY-OCT
YTD TOTAL
1996
OCTOBER
SPECIAL BOOKS NAGAZINEINERCHANDIS TAX TOTAL
$0 . 00 8155 . 21 $30 . 95 $it . 59 j $0 . 90 } $198 . 68
$0.08 8121,40 $0.76 I 8172.26
80. O0 $99.85
$O.O0
$0.00
$0.00
$0.00
80.00
80.00
80.00
80.00
810.08
$0.00
$0.00
SO.O0
S0.00
$0.00
80.00
$0.00
80.00
80.00
$0.00
$0.00
80.00
$0.00
80.00
$219.00
80.00
$0.00
80.00
80.00
8229.00
$55.59
$86.48
849.60
8174.08
838.41
8148.91
898.01
S40.50
$128.94
$89.42
886.91
8185.85
S116.70
$194.95
$44.80
$141.10
8106.00
8100.50
Si32.74
887.55
$7.39
$40.25 89.85
828.25 $22.00
829.25 812.45
$15.25 87.87
817.00 83.75
$45.25 823.76
825.45 86.72
$38188 $23.55
827.75 88.82
820.75 S7.70
$33.50 825.99
837.75 814.57
853.75 S27.56
$29.25 $18.79
827.00 $6.68
S39.25 $14.85
$10.25 810.50
$34.50 837.64
834.50 86.89
832.75 811.49
820.75 $20.38
846.75 818.10
$86.10 830.90 $14.40
$153.00 842.90 81.50
8166.13 S33.60 S16.04
8112.84 S10.50 Sl.20
892.18 $24.38 $7.25
$154.25 $27.90 $58.99
$i57.45 827.50 88.74
$146.85 814.50 S19.20~
S3,552.30 $931.18 S478.82 ,
8114.59 830.04 815.45
S232.99 i834,962.02 88,261.49 85,077.80 i
PER DAY-YR
$1.711 8151.81
$0.96{ 898.28
$0.61 $110.21
80.29 870.64
81.84 I 8244 93
80.52 L $71.10
$1.83 [ $213.14
$0.68 I $135.26
80.60 869.55
$2.01 $200.44
$i.13 I $142.87
82.14 / 8170.36
81.46 $235.35
$0.52 8150.90
$1.15 I S250.20
S0.811 866.36
82.92 { 8216.16
80.53 I 8147.92
80.89 8145.63
81.58 8175.45
$i.40I $i53.8o
81.12 I $132.52
80.12{ $197.52
$1.24 } 8217.01
$0.09 I $343.63
$0.86I 8124.37
$4.57 { 8245.71
80.68 } 8194.37
Sl.49 { S182.04
837.11 i 85,228.4i
$1.20I 8168.66
8393 83~
. !848,927.83
81.33 ! $165.86
EXPENSE OCTOBER
$0.79i 8118.52 S28.01 817.21 i
!MERCHANDISE $109.70 OPERATING i 8344.16{
11,"03/96
IFILE Folb¢ { i }
'FRIENDS OF THE LIBRARY BOOK STORE
VOLUNTEER HOURS
1996
Jan Feb March IApril IMay l June I July IAu9 Bep IOct Nov IOec IYTD
Sue Balchak 1001 41.5! 16.51 16.251 57.51 97.51 94.75 97 951 1
Donna Br=,~,ha~, ~ 91 10.751 11.51 161 16.5! 51 8 141 7.51 1~4 0; 01
I 23.51 12.25[ 18l 221 171 61 18.251 151 12.751
RobCas~llo
Fays Oa~s!
PauIDa~s[
Ione Downey
Mar.,/Jane Harvey
Mar~ Jay !
Rut~ K,fitzman
Linda Lam I
Chuck Mya~
CadottaNed
Anita No~le
73O
120.25
01 O{ 11
Merna Mack 13.5) 191 16J 19{ 20' 25' 151 25l 181 29l 0J 0{ 199 ,
Susan Mickey 6[ 8{ 81 10l 5.5 61 91 BI Bi 91 o{ Ol 71 ,,
Connie M),att 16i 81 161 161 16[ 20! 161 81 141 121 01 0[ 14/
16i O! O]
91 6J 91 9~ 15.5; 12i 01 01
01 01 01 01 0! 01 01 0l 1.51 121 0! 01
Grace Parker 12.5! 22'~ 16! 8! 01 01 01
11.251
O; OI 185.25
31 121 12J 121 61 121 6l 121 91 01 01 84
15.51 12.51 14.5[ 13.5 18.5: 151 181 151 141 18i 01 ol 150~
91 7.751 61 81 2.5i 5i 0J 01 O[ 01 Or 0! 37.~
41 41 4.5l 3.75i 4; 8i 121 81 9.251 8.251 01 01 65.7~
41 4l 4.51 61 51 81 12.251 101 31 41 0) 01 60.7~
4l 41 4.5i 2.5i 0~ 0] 121 101 0l 0J or or 37
12) 12.5i 151 91 121 121 121 151 12[ 211 OI 01 132.~
19i 19! 26m 121 16: 191 16i 16l 191 231 OI OI 18~
9.51 41 26! 181 22: 13[ 171 22.5! 181 19[ 91 or 1~
91 151 121 91 15; 121 8r 141 121 161 gl oJ 12~
20J 151 161 19i 16, 16! 201 121 12[ 225l O) O; 1685
61 6{ 121 81 61 61 101 81 61 131 01 01 81
01 01 01 01 01 0! 01 61 121 13[ 0! 01 31
Or 0! 16.51 181 23.5 22.25i 28.51 24.751 12.751 17.51 0i 01 163
121 201 151 16 20; 16l 12[ 161 161
9J 6J 131 91 97b
13
0! 01 01 2.51 17.51 78:,
8.51 111 8.251 0: 0 01 gl o~ 04
16) 81 0] 0! 6; 8~ 8; 01 101 01
31 31 41 OI 61 4, 5.5, 61 61 4!
9i 91 91 91 13.5 16 18, 18) 9i 15[ 0l 0[ 125.b
01 01 01 01 0, 0, 01 01 0! 121 0: 01
101 8J 4i 81 9! 5: lO: B~ 9r 81
181 18r
Belen Paraiso
Hudson Pate
Carolyn Rapoza
Louise Rehm
Helen Rempel 17
Sandy Sanford 78
Jenni Wan9 81 81 9.5i 21 6' 8' 4.5, 101 6.75[ 71 01 01 69.75
Mary WOES 18~ 12[ 12', 12] 15 16 15' 12 121 15i 0, 01 13~
Total / 498 454.5! ,~06~ 601 251 556 51475 517.75: 52675 499.5: 686.751 0 01 5471.2.~
Page 1