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Home My WebLink About1997/10/02 - Agenda Packet - Library Board of TrusteesDECLARATION OF POSTING OF AGENDA ¥I¥IAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on at - ~, I posted a true and correct copy of the meeting Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing true and correct and that this declaration was executed on ~-~-~7 , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga BY: Vivian Garcia, Administrative Secretary City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. October 2, 1997 Civic Center Council Chambers 10500 Civic Center 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 Edward E. Swistock, President Pro Tem Donna Bradshaw, Boardmember Doris Dredd-Lee, Boardmember Gina Gregory, Boardmember PAGE Board of Library Trustees Agenda Regular Meeting, October 2, 1997 A. CALL TO ORDER 1. Roll Call: Howdyshell , Bradshaw __, Dredd-Lee __, Gregory __ and Swistock __ B. CONSENT CALENDAR The following C~nsent 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: September 4, 1997 1 September 8, 1997 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. 6 3. Technology Center Update: oral report presented by Robert Karatsu, Principal Librarian. 4. Approval of MURLS grant application. Report presented by Robert ! 2 Karatsu, Principal Librarian. D. BOARD BUSINESS The following items have been requested by the Board of Library Trustees for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Library Telethon Update: oral report by staff. a) Reports from subcommittees: oral reports by Deborah Clark, Library Manager. .~ PAGE Board of Library Trustees Agenda 2 Regular Meeting~ October 2~ 1997 2. Appointment of Board Members to serve as liaisons to specific 13 service areas. 3. Appointment of Board Member to serve on the Long Range Planning ! 9 Committee made vacant by the departure of Rebecca Davies. 4. Endorse applications for CALTAC awards submitted by President 20 Howdyshell for 1996/97. Report by staffand President Howdyshell. 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. F. COMMUNICATIONS FROM THE PUBLIC This ~s 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 Cueamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, September 25, 6:00 p.m., 1997, 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: October 2, 1997 President and Members of the Rancho Cucamonga Public Library Foundation Board Jack Lam, AICP, City Manager Deborah Kaye Clark, Library Manager APPROVAL OF MINUTES RECOMMENDATION Approval of the Minutes for September 4, 1997 and September 8, 1997. BACKGROUND Minutes for the Regular Meeting of the Library Board on September 4 and September 8, 1997 taken and compiled by Library Secretary, Vivian Garcia. ( ~ectfully submitted, Library Manager CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trustees was scheduled for Thursday, September 4, 1995, at 7:00 p.m. in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was canceled due to lack of quorum. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Library Board of Trustees was held on Monday, September 8, 1997, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. Prior to the meeting, Boardmember Doris Dredd-Lee and Donna Bradshaw were sworn in by Mayor Alexander. The meeting was called to order at 6:46 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Bradshaw, Davies, Dredd-Lee and Swistock. Also present were: William Alexander, Mayor, Diane Williams, Conncilmember, Paul Williams, President of the Friends of the Library, Deborah Clark, Library Manager and Vivian Garcia, Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC B 1. Emma Acosta will address the Board regarding the current policy of holding the card holder responsible for materials checked out on a library card stolen, but not yet reported as "lost." Emma Acosta of 6770 Inyo Place in Alta Loma stated she received an overdue notice for books on her daughter's library card. H ' er daughter s purse had been stolen at school. However, the mother was not aware of the library card being in the wallet at that time. She stated that she feels that it is unfair to pay for items which were checked out on the stolen card. Boardmember Swistock asked what the time frame was from the time the purse was stolen to the time when Ms. Acosta received the notice. Ms. Acosta had no idea. Boardmember Swistock confirmed that the original fines were approximately $102 and staff offered to reduce that to approximately $23 which is to cover the cost of the materials. Deborah Clark, Library Manager, stated that all fines and processing fees were waived and the library agreed to charge only one half of the cost of the materials to replace them. Boardmember Dredd-Lee asked staffifthere was time limit as to when the fees are due? Deborah Clark, Library Manager, stated that staffis willing to make accommodations in terms of small monthly or weekly payments. Library Board Minutes September 8, 1997 Page 2 MOTION: Moved by Boardmember Swistock to keep the existing policy in place that holds the applicant of the library card responsible for any items checked out on the card until that card is reported lost or stolen, seconded by Boardmember Gregory. Motion carried 5-0. MOTION: Moved by Boardmember Swistock for staffto work with Ms. Acosta in coming up with terms that will meet her financial condition, seconded by Boardmember Gregory. Motion carried 5-0. C. CONSENT CALENDAR Cl. Approval of Minutes: August 7, 1997 C2. Increase proposed fee for color copies in the Technology Center from $. 15 to $.30 as per contract negotiated with service provider, APS. MOTION: Moved by Boardmember Swistock to approve the consent calendar, seconded by President Howdyshell. Motion carried 5-0 (abstaining on the minutes were Boardmembers Bradshaw and Dredd-Lee). D. BOARD BUSINESS D1. Ratify the action of the Library Board Subcommittee for Foundation Board recruitment by amending the Foundation Bylaws to replace the position of a Library Boardmember as Director with an at-large community member. Under that action, the current make-up of the Library Foundation Board of Directors is as listed below. Oral report by Boardmember Swistock. 8 at large community members appointed by Council 1 member of the Friends of the Library, appointed by the Friends' President. MOTION: Moved by Boardmember Swistock to amend the Foundation Bylaws, seconded by President Howdyshell. Motion carried 5-0. Library Board Minutes September 8, 1997 Page 3 E. ADJOURNMENT El. Adjourn to the joint Planned Giving Workshop for the Library Board of Trustees and the Library Foundation Board. MOTION: Moved by President Howdyshell to adjourn to the joint Planned Giving Workshop with the Library Foundation Board in the Rains Room, seconded by Boardmember Gregory. Motion carried, 5-0. The meeting adjourned at 7:02 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 5 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: TO: FROM: SUBJECT: October 2, 1997 President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager Deborah Kaye Clark, Library Manager BUDGET REPORT FOR SEPTEMBER RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled Revenue Report September 1997 will be available at the meeting. Schedule B, titled "Balance Sheet July through September FY 1997/98" will be available at the meeting. Schedule C*, titled L~brary Expenditures 1997/98 is an accotmt~ng of all funds expended so far this fiscal year, showing 25% of library funds expended or encumbered at 25% into the fiscal year. Also included are the expenditure figures for Literacy and Redevelopment Agency funds. ctfully submitted, ~:bb; rat yah~aanYaeg eCrl ar k (x~.~) *Updated through September 25, 1997 LIBRARY EXPENDITURES 1997/98 PERSONNEL 1100 REGULAR SALARIES 1200 OVERTIME SALARIES 1300 PART TIME SALARIES 1900 FRINGE BENEFITS TOTAL PERSONNEL OPERATIONS 3100 TRAVEL & MEETINGS Corwin workshops Karatsu-workshops Meeting Supplies Clark-meetings ILS Workshops CLA Conference CiA Legislative Day 3300 MILEAGE $3,800 Auto Allowance $3,000 Reimbursement $800 Garcia Pages Manela Corwin Tobin 3900 MAINTENANCE/OPER $139,300 Visa Cash Receipts Printing/Postage $3,000 Printing Postage Office Supplies $18,000 Cataloging Supplies Book Trucks Photo House 8 Ave, graphics Office Depot Signage Letterhead Miscellaneous Petty Cash Computer supplies Stationary Federal Express Board Supplies Special Program Supplies $5,000 Children's Supplies Children's Programs - Friends Donor Wall Tech Center Moving message sign Summer Reading Program (FR) Foundation Expenses JUL AUG SEP TOTALS Schedule SPENT PE FUNDS % % OF CATEGOR REMAININ SPENTYEAR $413,890 $30,099 $45,623 $14,084 $89,806 $89,806 $324,084 22% $0 $0 $0 $0 $0 $0 $0 ERR $249,390 $15,836 $25,570 $20,128 $61,534 $61,534 $187,856 25% $187,330 $15,611 $15,611 $15,611 $46,833 $46,833 $140,497 25% $860,610 $61,546 $86,805 $49,823 $198,173 $198,173 $662,437 23% $4,000 $678 $3,322 17% $30 $34 $250 $20 $12 $21 $614 $1,606 $45 $23 $2 $91 $711 $6,000 $41 $246 $9 $93 $11 $17 $12 $149 $166 $266 $97 $224 $162 $0 $0 $64 $o $0 $614 $o $25O $o $87 $o $23 $0 $12 $372 $3,428 10% $250 $2,750 8% $122 $678 15% $70,83t $68,469 51% $0 $0 $2 $2,998 0% $0 $2 $8,990 $9,010 50% $18 $3 $10 25% $1,697 $711 $0 $0 $6,000 $41 $0 $347 $0 $0 $0 $11 $183 $426 $0 $97 $224 $162 $21 $10 $1,794 $3,206 36% 7 Literacy Projects $0 Volunteer Supplies $782 $52 $21 $855 Reference On-line $0 Advertising/Promotions $0 $40 ($40) ERR National Library Week - Friends $0 Recruitments $40 $40 Telethon $588 $588 Float (Friends funded) $350 $350 Books/Materials $100,000 $51,886 $48,114 52% Bookstore rush $600 $90 $690 Childrens Books $17,635 $1,528 $1,259 $20,422 Adult Books $15,000 $300 $1,571 $16,871 Reference Books $421 $1,000 $262 $1,683 Reference CD's $0 Circulating Instructional CD's $0 Large Print Books - Friends $2,000 $2,000 Books on Tape - Friends $3,000 $21 $7 $3,029 Video $4,186 $506 $4,692 CD's (music) $2,000 $500 $2,500 Literacy $0 Magazines/Publications $10,000 $5,152 $29 $5,181 $5,181 $4,819 52% Training $500 $0 $0 $500 0% Bindery $1,000 $2,000 $2,000 $2,000 ($1,000) 200% Collection Agency $1,800 $0 $0 $1,800 0% 3914 MAINTENANCE DEPT $10,530 Janitorial Supplies $4,260 $3,000 $3,000 Facility Maintenance supplies $5,630 $4,619 $412 $5,031 Sinclair Paint $200 $200 Familian Pipe Supply $0 Mountain View Glass $0 $0 R&R Electric $1,000 $1,000 Owen Electric $586 $586 Graffiti Removal Supplies $200 $0 Water/Fire Service $440 $0 3932 Equipment MaintJDeprec. $7,140 3933 Emergency Equip. Rental $380 $0 $9,817 $713 93% $3,000 $1,260 70% $5,031 $599 89% $0 $0 $0 $200 0% $0 $440 0% $0 $7,140 0% $0 $0 $38O O% 3956 DUES $2,100 $240 $1,860 11% American Library Assoc. $450 $0 $0 $450 0% MCLS Associata Membership $150 $150 $150 $150 $0 100% California LibraryAssoc. $0 $0 $0 $0 ERR Inland Library system $1,500 $0 $0 $1,500 0% CALTAC 0 $90 $90 $90 ($90) ERR 3960 GENERAL LIABILITY $4,620 $385 6028 CONTRACT SERVICES $173,380 Offic Equip/Maintenance $4,200 Xerox Fund $6,374 Book Processing $20,000 $10,236 OCLC $5,000 Landscape Maintenance $7,150 $430 S.B. County $100,000 Technology Maintenance $3,000 Telephone Maintenance $3,000 $2,848 Tech Center Computer Tech Services $31,030 $12,140 $385 $385 $4,235 8% $32,826 $140,854 19% $6,379 $4,200 152% $5 $6,379 $10,236 $10,236 $9,764 51% $111 $95 $206 $4,794 0% $586 $1,016 $1,016 $6,134 14% $0 $0 $100,000 0% $0 $0 $3,000 0% $2,848 $2,848 $152 95% 6036 CONTRACT SERVICES $52,430 Janitorial Services $16,000 $2,000 $239 $12,140 $2,000 $12,140 $18,890 39% $7,829 $44,60t 18% $2,000 $14,000 13% Security Service $3,360 $1,397 $1,397 $1,397 $1,963 42% Elevator Service $6,160 $128 $128 $128 $383 $383 $5,778 6% HVAC $14,500 $0 $0 $14,500 0% Electrical $4,160 $438 $438 $438 $3,722 11% Glass replacement $2,000 $500 $500 $500 $1,500 25% Locksmith $0 $65 $65 $65 ($65) ERR Cabinetry $0 $360 $360 $360 ($360) ERR Plumbing $2,000 $0 $0 $2,000 0% Pest Control $670 $1,000 $1,000 $1,000 ($330) 149% Fire/Life Safety $670 $686 $686 $686 ($16) 102% Structural/Roof $2,910 $1,000 $1,000 $1,000 $1,910 34% 8019 TELEPHONE 989-8277 (Rotary line) 181-1185 (T1 line) 948~9900 476-2793 (ISDN Line) 980-0871 (EMS & Security) 980~t361 (Elevator) 987-3271 (Irrigation Sprink.) 989-6904 (Public Fax) MCI 8021 WATER UTILITIES Inside Use Landscaping Fireline water 8022 ELECTRIC UTILITIES TOTAL LIBRARY BUDGET $16,000 $325 $328 $654 $223 $226 $449 $529 $430 $463 $1,422 $305 $51 $357 $52 $53 $105 $26 $26 $52 $26 $26 $52 $28 $28 $55 $10 $34 $44 $4,000 $204 $204 $338 $338 $37 $37 $60,000 $4,624 $4,983 $9,607 $1,317,290 $230,805 $192,115 $110,017 $532,938 $3,190 $579 $9,607 $334,526 $1t,8t0 $3,421 $40,393 $982,764 21% 14% 19% 25% 9 LITERACY EXPENDITURES 1997/98 CITY VERSION PERSONNEL 1100 REGULAR SALARIES $22,200 1900 FRINGE BENEFITS $8,214 TOTAL PERSONNEL $30,414 OPERATIONS 3100 TRAVEL & MEETINGS $1,130 JUL $1,762 $685 $2,446 3300 MILEAGE $675 $38 3900 MAINTENANCEIOPER $7,620 Printing/Postage $2,520 Printing Postage Office Supplies $2,700 Instructional Materials $2,400 5910 LIBRARY OVERHEAD $7,670 6028 CONTRACT SERVICES $49,175 Literacy Coordinator $44,925 Tutor Training $4,250 8019 TELEPHONE $400 TOTAL LITERACY BUDGET $97,084 $119 $639 $3,786 $9,474 AUG $2,642 $685 $3,327 $23 $12 $208 $3,786 $10,684 SEP TOTALS SPENT PER FUNDS % % OF CATEGORY REMAININ SPENT YEAR 25% $1,762 $6,166 $6,166 $16,034 28% $685 $2,055 $2,055 $6,160 25% $2,447 $8,220 $8,220 $22,194 27% $135 $158 $158 $972 14% $49 $99 $99 $876 15% $931 $6,689 12% $0 $208 $2,312 8% $2O8 $0 $604 $723 $723 $1,977 27% $0 $0 $2,400 0% $639 $639 $7,031 8% $11,358 $37,817 23% $3,786 $11,358 $11,358 $33,567 25% $0 $0 $4,250 0% $0 $0 $400 0% $9,467 $29,625 $2t,405 $75,679 22% EDUCATION ACT Conferences $3,500 $2OO $2OO $200 lO REDEVELOPMENT EXPENDITURES FY 1997/98 JUL Materials Books Standing Order for Ref, Rental Books Books on Tape LAN Software Music CD's Beginning Readers Educational CD's Magazine Collection $60,000 AUG SEP $2,193 $746 $995 $12,810 $6,773 Sub Total $1,350 Furnishings/misc. Tech Center CD rack/4 pb racks Shelving Adult (Estimate) Signage Literacy desk panel Video Recorder $40,000 $3,843 Sub Total $20,196 TOTALS $350 $20,000 TOTALS SPENT $0 $3,933 $19,583 $0 $1,350 $0 $20,000 $0 $3,843 $746 $27,768 $48,709 $1,723 $2,898 $4,620 $3,041 $3,041 $0 $927 $927 $136 $136 $350 $350 $4,763 $3,960 $9,074 $100,000 $20,546 $5,509 $31,728 $57,783 FUNDS % % OF REMAINING SPENT YEAR 25% $11,291 81% $30,926 23% $42,217 58% CITY OF RANCHO CUCAIVlONGA STAFF REPORT DATE: TO: FROM: SUBJECT: October 2, 1997 President and Members of the Library Board of Trustees Jack Lam, A.I.C.P., City Manager Deborah Kaye Clark, Library Manager APPROVAL OF MURLS GRANT APPLICATION RECOMMENDATION: That the Board approve the action of the Library Director in submitting a grant application for MURLS funding. BACKGROUND: The State Library offers library jurisdictions serving a population base in excess of 100,000 the oppommity to apply for MURLS (Major Urban Resource Library) funding. The Rancho Cucamonga Public Library, based solely on a population formula, was eligible for $17,216 this fiscal year. The attached grant was written by Robert Karatsu, Principal Librarian. It needs to be noted that this is the final year of MURLS funding. A program component of LSCA (Library Services and Construction Act), MURLS has been phased out with the rest of the Act. LSCA has been replaced by the new LSTA (Library Services and Technology Act). In future, all funds will be available on a competitive grant program only. FISCAL IMPACT: Final budget year for this program. California State Library Library Services and Technology Act Fiscal Year 1997/98 Major Urban Resource Library (MURL) APPLICATION Submit in four copies (one must be the original, containing the original signatures) by 5:00 p.m. September 30, 1997, to the California State Library, Library Development Services Bureau, A'I~N: Jay Cunningham, P.O. Box 942837, Sacramento, CA 94237-0001. For Federal Express or other special deliver, the street address is: 900 N Street, Suite 500, Sacramento, CA 95814, and the telephone number is (916) 653-5217. 5. 6. 7. City Jurisdiction(s) designated as Major Urban Resource Library(s): Rancho Cucamonga Public Library Applicant jurisdiction: Street address: Rancho Cucamonga Public Library 7368 Archibald Avenue City: Rancho Cucamonga Applicant contact: Robert Karatsu District: Assembly 61, 62, 63State Senate CLSA System: Inland Library Svstem 31, 32 Zip code: 91730 Phone: (909) House 42 948-9900. ext. 5022 LSCA amount requested: Budget Summary: a. Salaries & Benefits b. Library Materials c. Operation d. Equipment e. Indirect Cost f. Total $17,216 LSCA 0 0 0 $17,216 13 m Applicant Sufisdicfion: Rancho Cucamonmga Library Identify and justify Se most critical needs in your region~ area-as related to library resources that f~l .wi~in Se LSTA purposes of technology, resource sharing, and/or services to the underserved: Technology - The Rancho Cucamonga Public Library will continue to support electronic resources that are available via its CD-ROM local area network. This need has been demonstrated by the heavy use of the Library's CD-ROM LAN. LAN usage can be monitored by monthly printouts, showing which programs are used, how they are used and how often they are accessed. Resource sharing - The Rancho Cucamonga Public Library will continue to support resource sharing with other local libraries,~sinesses and organizations by continuing its purchase of business resources, targeted specifically for start-up, home-based and small businesses and business-based curriculum. This need has been demonstrated by heavy usage of these often expensive and specialized business resources. Because of the availability of the Library's catalog via the Internet (in addition to-dial-up modem access), the Library has also seen an upswing in (over) Describe the assessment process and date whereby these needs were identified: -- In February of 1997, the Library conducted a city-wide survey of user satisfaction and expectations. One area that receiied numerous comments was on the availability and convenience of electronic resources within the Library; and therefore, we will continue to strongly support this area by extending subscriptions to CD-ROM products. The need for specialized business resources was another area that the Library was urged to continue support, and therefore the Library will do so by maintaining its collection of specialized business resources. The 1995 California State survey of non-HURLS Libraries, and the updated 1997 MURLS Library conference survey also showed that business resources are amongst the highest needs for resource sharing between HURLS and non-HURLS libraries. In light of this, the Library will continue to purchase specific, specialized business resources. 10. Identify the goal(s) and o~ecfive(s) from the MURL Plan for Coordinated CoUecfion Development which will be addressed through your grant project: The mgoals and objectives that the Rancho Cucamonga Public Library's have identified are: lA. Promote, identify and evaluate avenues of access. 2B. Cooperate and/or coordinate in the acquisition of or access to targeted resources and in subject areas of critical need. 3E. Promote the concept of sharing resources and services among all types of libraries at all levels {PR}. 8. continued non-resident usage of not only these business resources, but in overall of the Library as well. use Applicant Surisdiction: Rancho Cucamonqa Library 11. Description of your 1997/98MURLcollection development plan Mitchell's Automotive Repair Manuals on CD-ROM. $1,500 American Business Disc on CD-ROM. $3,000 New York Times on CD-ROM. $2,850 Los Angeles Times on CD-ROM. $1,000 Encyclopedia of Associations on CD-ROM. $1,895 Thomas Register on CD-ROM. $1,495 Dun and Bradstreet Million Dollar Directory. $1,250 Dun's Regional Business Directory. $450 National Employment Weekly. $225 Principal International Business. $500 Best's Insurance Guide. $1,600 Directory of Corporate Affiliations. $1,500 (All prices are approximate. The Library will cover any amount over the designated ~grant allotment.) 12. Description of how these resources will be shared withotherlibraxies -' All of the resources that will be purchased with MURLS funds will be fors reference, in-house use only; and therefore, will always be available to patrons or staff of any other library. Other libraries can quickly Check on the resources of the Rancho Cucamonga Public Library because of the access to our holdings via either the Internet or dial-up modem. The Library will also publicize the MURLS grant when finalized via press release, and also via its Internet home page at http://vn~wsr~plC$ib:ca.us. 13. Description of your 1997/98 participation in regional cooperative collection development activities The Library has already participated in two Region V coordinated collection development meetings, with a third meeting tentative scheduled in November. The Library has also agreed to be a part of the upcoming Region V MURLS newsletter, which will be distributed to all other libraries within the region. Finally, the Library is a part of the Region V MURLS directory, the purpose of which is to develop closer, more formalized regional ties in the area of collection development. Applicant Jurisdiction:.,Rancho Cucamonga Library 14. Certification. I affirm that the jurisdiction or agency named below is the legally designated fiscal agent for this project and is authorized to receive and expend funds for the conduct of this program. bo I affirm that the library listed below is a member of a public library system as defined in Chapter 1255, California Statutes of 1977 (CALIFORNIA LIBRARY SERVICES ACT), Sec. 18710(r) and serves as a resource center for the same. Act. (Signed): ,Q~>~tg'~~~t_ ~ Authorized r re~tafive (Printed): Deborah Kaye Clark, Library Manager I affirm that the library listed below participates in the data base program (Ed. Code 18767) and the statewide interlibrary loan program (Ed. Code 18765) of the California 9/24/97 Date Name and title Organization: Ranchn ?.uc~mnnga Public Library Street/mail address: 7368 Archibald Avenue City: Rancho Cucamonqa Telephone: (qnq) q4g-qqnn County: San Bernardi no ZIP+4: F,a~: (Of)O) qRq-R96fi 91730 4 17 CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: October 2, 1997 TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPOINTMENT OF BOARD MEMBERS TO SERVE AS LIAISONS TO SPECIFIC SERVICE AREAS RECOMMENDATION That the Board review the liaison opportunities for Board member involvement and appoint one member to serve in each of the following capacities: School Services (Current appointee: vacant) Work with the School Districts, promote special communications or events, support School/Library partnerships at Council or other civic meetings, be prepared to speak on Library activities and services to the schools. Business Services (Current appointee: Ede Swistock) Work with local businesses and the Chamber of Commerce, promote special fundraisers connected to business, advise on key areas of additional services to business, be prepared to speak on Literacy activities and services. Literacy Services (Current appointee: Gina Gregory) Work with Literacy Staff from the joint Rancho Cucamonga and Upland Library program to provide and improve literacy services, assist in identifying grant opportunities for literacy, support literacy projects at Council and other civic meetings, be prepared to speak on Literacy activities and services. Young Adult Services (Current appointee: vacant) Work with Young Adult staff to plan and promote Young Adult programs, advise on key areas of additional services to young adults, assist in identifying grant opportunities for young adult services, be prepared to speak on young adult activities and services. BACKGROUND/ANALYSIS These special areas of service reflect the four major roles selected by the Library Board in the Plan of Service for 1996/97. While all Board members will be involved in each of these areas in their role as policy makers, the assignment of particular service areas to each Board member will facilitate gnment of special duties (meetings to attend, special projects to advise, etc.) ~~Re~ectf~ully submitted, ~~ _ 18 DATE: TO: FROM: SUBJECT: CITY OF RANCHO CUCAIVIONGA STAFF REPORT October 2, 1997 President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager Deborah Kaye Clark, Library Manager LONG RANGE PLANNING COMMITTEE RECOMMENDATION That the Board review the purpose of the Long Range Planning Committee and decide on one of the following options: 1) Appoint a replacement for Rebecca Davies on the Committee 2) Consider the Long Range Planning function to be the responsibility of the entire Board BACKGROUND/ANALYSIS The Planning Committee was established in April of 1996 and met for the first time on May 28, 1996. The task of the Planning Committee was to review the Master Plan and make recommendations to the Library Board as to what actions to take to move toward future facilities/services. A survey was planned and approved by the committee and conducted during the months December and January. While survey results were reported back to the Board, production of the Telethon delayed further action from staff or the Board of Trustees. In addition, requirements of Proposition 218 resulted in an election for Park District 85, effectively putting on hold any further discussion of construction, taxing or ballot measures until this critical city issue was resolved. At this time, based on high use and a growing collection searching for more space, it is time to reopen the question of how to approach expansion of services. The Board is asked to consider if, at this time, they wish to continue this process as a subcommittee function, or to make it a function of the whole Board. i~y su~miRed, .,~,__ Library Manager ~ 19 CITY OF RANCHO CUCAIVIONGA STAFF REPORT DATE: TO: FROM: SUBJECT: October 2, 1997 President and Members of the Library Board of Trustees Jack Lam, A.I.C.P., City Manager Deborah Kaye Clark, Library Manager APPLICATIONS FOR CALTAC AWARDS SUBMITTED BY PRESIDENT HOWDYSHELL RECOMMENDATION: That the Library Board endorse the following applications made for a CALTAC (California Association of Library Trustees and Commissioners) Award for the nominees recommended by staff and supported by President Howdyshcll listed below: Individual for outstanding or volunteer service to a library. PAUL WILLIAMS, FRIENDS PRESIDENT AND FOUNDATION BOARD MEMBER Librarian working with a Library Board or Commission DEBORAH KAYE CLAP, K, LIBRARY DIRECTOR BACKGROUND: Each year, the CALTAC organization recognizes individuals and groups in the categories listed above for extraordinary service to libraries. Thc application can be based on years of work, but requires emphasis on the last two fiscal years involvement. Due September 15, the applications focus on the nominees assistance in the first critical years of operating the new library and on the sucessful Telethon project. FISCAL IMPACT: None. Respectfully submitted, Deborah Kaye Clark Library Manager 20 R A N C H O C U C A M O N G A P U B L I C L I BRARY September 10, 1997 Alice B. Grigsby, CALTAC Awards Chairman 10901 Ardath Avenue Inglewood, CA 90303 Dear Ms. Grigsby, On behalf of the Rancho Cucamonga Public Library Board of Trustees, I strongly recommend Paul Williams for a CALTAC award in the category of"Volunteer" in recognition of his fervent dedication and demonstrated commitment to the library community of Rancho Cucamonga. I make this recommendation for the awarffin recognition of his management skills as the volunteer manager of the Library Bookstore, in his dedication as the President of the Friends of the Library and his enthusiasm as a Director on the Foundation Board. While Mr. Williams has been active in the Friends of the Rancho Cucamonga Public Library for well over 12 years, he has logged over 1,000 volunteer hours so far in 1997 alone. As volunteer manager of the library bookstore, Mr. Williams coordinates the schedules of over 30 volunteer workers and txains incoming new volunteers in the store that is open 59 hours a week. He works tirelessly at maintaining stock, collecting book donations and keeping the shelves "current". Since the library bookstore opened in 1995, over $120,000 has been earned for the library. As Foundation Director, Mr. Williams was critical in supporting the recent Library Telethon. A talented woodworker, Mr. Williams built all the scenary backdrops used for the television production and was responsible for the set-up and tear down of the entire set. Mr. Williams also recently arranged for the pre-purchase of a stunning work of art to showcase the Foundation Board's efforts to raise funds for meaningful art in our library. As a permanent ornament in the children's room, his actions demonstrate once again his deep commitment to children and libraries. As an ambassador for our library, Mr. Williams is unsurpassed and I, as President of the Rancho Cucamonga Public Library Board of Trustees, take great pleasure in recommending him for this CALTAC Award. Sincerely, ~. ~ // /,~ Rancho Cucamonga Public Library Board of Trustees 7368 Archibald Avenue * Rancho Cucamonga, CA 91730 * (909) 948-9900 · (909) 989-8966 21 T' H E C A NC HO C September 10, 1997 Alice B. Grigsby, CALTAC Awards Chairman 10901 Ardath Avenue Inglewood, CA 90303 I T Y 0 F UC A H 0 NG A Dear Ms. Grigsby, On behalf of theX2ity of Rancho Cucamonga, I can only say I thoroughly endorse Paul Williams as a candidate to achieve a CALTAC award recognizing his extraordinary efforts on behaftZof library service. I first met Mr. Williams in his role as citizen advocate for libraries 10 years ago. Fighting for better library services through the Friends of the Library, Mr. Williams as Foundation Board Director, Telethon Executive Committee member and now President of the Friends, continues to be a voice on behalf of libraries and literacy and the tremendous power for good they have within our community. Thanks to the efforts of individuals like Paul Williams, our library enjoys the benefits of more than $100,000 donated in 1995/96 through fundraising efforts. I, as Mayor of the City of Rancho Cucamonga, recommend library activist Paul Williams for this CALTAC Award. As a dynamic proponent of libraries, Paul Williams helps this community keep alive a dream of offering only "the best" in library services. Sincerel~y, , (~ .~ ~ William J. A15ffander, Mayor City of RancHo Cucamonga Mayor William J. Alexander Mayor Pro Tern Diane Williams Jack Lam, AICP, City Manager 10500 Civic Center Drive Councilmember Paul Biane Councilmember Rex Gutierrez Cauncilmember James V. Curatalo P,O. Box807 · RanchoCucamonga, CA91729 . (909)477-2700 . FAX(909)477-2849?2 Jeff Malet/Daily Bulletin At left, Deborah Clark, library director and telethon executive producer, and Paul Williams, president of Friends of the Rancho Cucamonga Library, work together placing the graphics on a tote board that will · be used for the Kids Connect @ the Library Telethon. Above, .~' Twita French, puts makeup on .i~.her. daughter, Cicki, 12, of ~ ,. Rancho Cucamooga before going'. on to tape a performancebeat ..... the telethon. Vicki dances for the Inland Valley . Dance_ Academy. ~'r. !~!illiams purchased the above statue by noted artist Ramon ~armenter. It will be the showcase piece of efforts by the Foundation Poard and the Friends of the Library to raise funds for meaningful art in the Library. "She" decorates the Children's Room. 24 R A N C H O C U C A M O N G A PUB L I C L I BRARY September 10, 1997 ALice B. Grigsby, CALTAC Awards Chairman 10901 Ardath Avenue lnglewood, CA 90303 Dear Ms. Grigsby, On behalf of the Rancho Cucamonga Public Library Board of Trustees, I highly recommend Deborah Kaye Clark, Rancho Cucamonga Public Library Director, for a CALTAC award in the category of "Librarian for outstanding work with a Board of Trustees or Commission" in recognition of her dynamic leadership in developing the Library Board of Trustees and the Foundation Board for the new library jurisdiction of Rancho Cucamonga, culminating in their joint work in producing the first Library Telethon celebrating National Library Week in 1997. Ms. Clark and her extraordinary management team were hired to open a new library for the city of Rancho Cucamonga. During 1995, Ms. Clark focussed on developing the Library Board of Trustees, the group responsible for creating the entire governing policy for the Library. Keenly aware of limited resources, a Library Fund Raising Task Force was created at her suggestion, and a project was selected for fundraising: to produce and broadcast a two-day telethon to raise funds for a Technology Center. In 1996, she created the Library Foundation, an organization governed by 9 Directors responsible for helping to produce the library telethon and coordinated the work of six subcommittees to plan the event. Over the past two years, Ms. Clark has helped the Library Board to develop a highly sucessful service program, and our library is recognized as one of the busiest in the state of California. At the same time, she has coordinated the work of multiple boards and developed the team spirit necessary to carry offthe first library telethon fundraiser, "Kids Connect ~ the Library", raising $40,000 for the library during the 1997 broadcast, allowing us to open a Technology Center including full access to the Internet. I make this nomination in recognition of her tireless work in coordinating the efforts of the Library Board of Trustees, the Library Foundation Board, and the Telethon Executive Committee to provide the best of cutting-edge service while maximizing our community's fundraising potential. I, as President of the Rancho Cucamonga Public Library Board of Trnstees, recommend Library Director Deborah Clark for this CALTAC Award, recognizing her high achievement and dedication to her leadership role at the Rancho Cucamonga Public Library. Since?y,// ,~ /~ ~ ~ Rancho Cucamonga Public Library Board of Trustees 7368 Archibald Avenue · Rancho Cucamonga, CA91730 · (909) 948-9900 * (909)989-8966 RA,NC HO C AMONG A The city of Rancho Cucamonga is blessed to hnve a remarkable citizem'y, notable for their spirit of volum~-~m and their willingness lo help and work for a cause they believe in. Thanks. in pan, M Deborah Cla~k and her leadership, our citizens believe in theiz librmy nnd have helped to make il one of the busies~ in the state of California. I, m Mayor of ~he City of Rancho Cucamongn, recommend Library Director Deborah Cl~-k for ~ CALTAC AwaY. As a dynarmc "lender of people", she has helped to bring CXCitemenl, R T H E C I T Y 0 F A NC HO C UC AMONG /~ '-"- ' , ................. Page'7 busiest By Bob Page Daily Bulletin RANCHO CUCAMONGA -- In just its first full year of operation, the Rancho Cucamonga Public ~brury proved to ~e the busiest system in the entire state. uooK.hunqrv. · , state s .... - m .... I~ ~ -~ ~ 1~ ~ : 1.~ 110-,., $19~ -~r~mum 14~ ~..~ '%~'~ 2,410 118 ~ 1.~ 110':,~ $15.~ :~U~ 119 ~';: 2'~ '~ 1,~ ~ '~ 2~ '~'i.~ $13.79 According to a report from the California State Library, an aver- age of 268 books and other pieces in the Rancho Cucamonga coliec. don were checked out each hour from July 1, 1995, to June 30, 1996 - more than three times the statewide average. s certainly qmto an accem- plishment for such a small build- lng," said Councilwoman Diane Williams, who has volunteered at the library for years. %Vhen I look at the people stand- lng in line to check out their books, I'm always amazed because the3~re not angry,' Williams said. ~i'hey cope with its inadequacies. Most folks are very understand- Because the library achieved the No. 1 ranking for use so quickly in what was planned as only an interim facility, library and city officials voiced mixed feelings about the honor. "It's kind of a good news, bad news thing,' said library manager Debora~ Clark, who has run the facility since it opened September 1994. Prior to that, San Beruardino County operated a library branch in the city. 'We're extremely well-used," she said. 'But on the other hand we have 1,200 to 2,500 people in here a day. That means longer lines at the circulation desk· It's tougher to find a place to park and harder to find books for class assign- merits." The city's library master plan from 1991 called for a central library and three branches so offi- cials knew one facility wasn't enough, Clark said. ~Fhe challenge to the entire city is at what point does (the library) become saturated and what do you do at that point," said Ede Swis- tock, a library beard member. "we don't know where the money's going to come from.' For City Councilman James Curatulo, the time to plan is now. At Wednesday's council meeting, he suggested the ceund] and library board of trustees start talking about the future. "We're being drowned in our suc- coss," Curatalo said. The possible approaches to bet- ter serve a public hungry for knowl- edge range from expanding hours of oporation to building new facil- ities, Clark said. The latter would likely require a vote of the people to approve a bend. "This is a major decision,~ Williams said. ~Faere are other things that need to be done in the dty too. Some people will say, %Vel~ we already have a library.'" A library r~nning out of room, according to Clark. On the busiest days, more than 280 people each hour am in a build- lng with seating for 170. If about 57,000 items in the library's ll5,000-piece collection weren't checked out at any given time, there would not be enough shelf space. More books need to be bought if Rancho Cucamonga want~ to pu!l iteeffout of the cellar in the state s r. nl~ing of libraries based on num- ber of items in a collection per ras- ident. Only two other library sys- tems in the state had fewer pieces in fiscal 1996 than Rancho Cuca- monga's mark of 0.9 items per capita. In antidpation of more purchasez this year, new shelves are being inst~led in a conference room. No matter how sm~l it may be, Rancho Cucamonga residents love their library. "It has a lot to offer. I like it the most of any library I've been to," said Denice Sinceck, 28, of Rancho Cucamonga. qArhen they were at Lions, they didn't have a lot to offer. I had to go to Upland and other places,' she said. The county branch was located at Base Line Road and Lion Street. Sincock wasn't surprised to learn that Rancho Cucamonga's library was the busiest in the state. She said she knows people from out of town who bring their children to the same youth pregram~ her two sons and a daughter purtici- pate in, such as story time. The heavy use makes it harder to find the exact book she's looking for, Sinceck said. 'But they always help me find another similar book," she said. 'Tve always been able to find some- thing." People used to quiet libraries may want to find another place to read. "I think (Rancho Cucamonga's library) is extremely busy com- pared to other 1/bruries and much noisier,' said Susan Gibb of Upland. 28 REVENUE REPORT September 1997 September 1 - closed September 2 September 3 September 4 September 5 September 6 & 7 September 8 September 9 September 10 September 11 September 12 September 13 & 14 September 15 September 16 September 17 September 18 September 19 September 20 & 21 September 22 September 23 September 24 September 25 September 26 September 27 & 28 September 29 September 30 FINES MEDIA LIBRARY REF & FEES RENTALS SALES SERV. $350.23 $263.65 $0.00 $6.60 $309.37 $206.08 $13,71 $0.00 $296.10 $171.31 $0.00 $0.00 $211.10 $120.87 $0.00 $5.00 $123.65 $183.36 $5.56 $0.00 $0.00 $0.00 $0.00 $0.00 $429.94 $140.40 $2.78 $0.00 $282.93 $200.03 $0.00 $0.00 $262.00 $153.68 $0.00 $5.50 $117.46 $160.62 $2.78 $0.00 $184,14 $140,41 $0.00 $0.00 $457.94 $275.21 $2.78 $5,55 $369.72 $162,00 $5.56 $0.00 $0.00 $0.00 $0,00 $0.00 $262.00 $199.37 $0,00 $12,00 $372,56 $163.94 $0.00 $1.00 $126.70 $129,29 $0.00 $4,40 $74.88 $126.23 $0.00 $2.00 $547.21 $304.38 $2,78 $12.00 $0,00 $0.00 $0,00 $0,00 $354,40 $194,06 $2,78 $1,47 $430.08 $163.80 $2.78 $2.00 $332.50 $147,40 $0.00 $0,00 $264.88 $173,87 $2,78 $0.00 $254.45 $134.63 $0.00 $0.00 $489,65 $259.53 $5.56 $4,00 $0,00 $0,00 $0,00 $0,00 $430.38 $152,32 $0.00 $0.00 $278.14 $133.03 $0.00 $0.00 C2 Schedule A TOTALS: SEPTEMBER 96 TOTALS % CHANGE TOTAL LIBRARY INCOME Daily Average Fines Daily Average Media Daily Average Sales Daily Average APS Daily Average Ref. Fees DALLY TOTALS GAIN/LOSS ON PRO J: PERSONNEL EXPENSES Part time Salaries GAIN/LOSS ON PRO J: $7,612.41 $4,459.47 $49.85 $61.52 $6,344.84 $4,370.43 $38.05 $45.66 20% 2% 31% 35% Aug 97 Aug 96 %Change ERR 97/98 Proj: $262.50 $264.28 $153.77 $178.57 $1.72 $0.00 $9.90 $25.71 $1.96 $2.86 $429.85 $471.42 ($1,289) $10,064 $9,592 ($472) BALANCE ($1,760.79) C2 Schedule B BALANCE SHEET JULY-SEPTEMBER FY1997198 Revenues Fines & Fees Media Rentals Sales APS Information Services Fees Misc. Revenues Totals: Part Time Salaries Balance for Year through September Earned $22,441 $15,588 $78 $1,139 $261 $223 $39,729 Spent $61,534 Pr~ected $23,785 $16,071 $0 $2,314 $257 $0 $42,428 Pr~ected $67,144 Loss/Gain ($1,344) ($484) $78 ($1,175) $3 $223 ($2,699) Loss/Gain $5,610 $2,911 -5.6% -3.0% -50.8% 1.3% -6.4% Projected End of the Year Donations: Received $20,000 Projected $50,000 Ove#Under ($30,000) Telethon $0 $40,000 ($40,000) STATISTICS Days Open Items Borrowed Average Daily % Change Patrons Registered Average Daily % Change Information Questions Average Daily % Change Items Classified % Change Volunteer I-Ioum % Change Interlibrary Loan Books Borrowed ADULT SERVICES Information Questions Average Daily % Change Programs/Classes Attendance # of Sessions Aver. per session Toura/Group Visits To the Library Number of Tours Aver. per session CHILDRENS SERVICES Information Questions Average Daily % Change Preschool Storytime Attendance # of Sessions Aver. per session Aftemchool Storytime Attendance # of Sessions Aver. per session Special Events Program Attendance # of Sessions Aver. per session Group Visits to Library # of Sessions Aver. per session SEP 97 29 53,583 1,848 1,163 40 8,228 284 2,442 189 4 5,250 181 2,978 103 376 16 24 120 4 30 114 7 16 24 3 8 SEP 96 28 50,540 1,805 2% 1,138 41 -1% 7,077 253 12% 405 503% 247 -23% 7 4,325 154 17% 55 2 28 41 1 41 2,752 98 4% 379 16 24 73 4 18 0 0 0 31 2 16 FY 97~98 89 163,573 1,838 3,032 34 21,286 239 6,127 1,265 12 14,285 161 55 2 28 85 3 28 7,001 79 1,177 52 23 461 19 24 198 17 12 166 10 17 FY 96~97 89 162,128 1,822 1% 3,277 37 -7% 20,284 228 5% 3,041 101% 1515 -16% 11 13,631 153 5% 55 2 28 64 3 21 6,653 75 5% 1166 48 24 328 12 27 58 4 15 2O6 7 29 Outreach Visits by Staff 55 0 55 0 # of Visits 1 0 1 0