HomeMy WebLinkAbout1997/04/03 - Agenda Packet - Library Board of TrusteesDECLARATION OF POSTING OF AGENDA
VIVIAN 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 /~O'h~, /~.3/~,
at , I posted a true and correct copy of the meeting
~ 3/ /~7 at 10500 Civic
agenda
dated
Center Drive, Rancho Cucamonga.
I declare under penalty of perjury that the foregoing
true and correct and that this declaration was executed on
, at Rancho Cucamonga.
is
DEBORAH KAYE CLARK, LIBRARY MANAGER
City of Rancho Cucamonga
BY:
¥ivian Garcia, Administrative
Secretary
City of Rancho Cucamonga
LIBRARY BOARD OF TRUSTEES
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
First Thursday
7:00 p.m.
April 3, 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
Laura J. Muna-Landa, Presidem Pro Tem
Rebecca Davies, Boardmember
Gina Gregory, Boardmember
Edward E. Swistock, Boardmember
PAGE
Board of Library Trustees Agenda 1
Regular Meeting~ April 3~ 1997
A. CALL TO ORDER
1. Roll Call: Howdyshell , Davies __, Gregory
Muna-Landa , and Swistock __
B. ANNOUNCEMENTS/PRESENTATIONS
1. Presentation by thc Rancho Cucamonga Council PTA of "100 books
for 100 years," a project celebrating the PTA's 100th birthday. Presentation
by Julie McClellan, Council President
C. 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: February 6, 1997. 2
March 6, 1997. 7
D. 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. Budget proposal for 1997/98: presented by Deborah Clark, Library 17
Manager.
4. Technology Center Update: oral report presented by Robert Karatsu,
Principal Librarian.
.~ PAGE
Board of Library Trustees Agenda 2
Regular Meeting, April 3, 1997
E. 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 Deborah Clark, Library
Manager.
F. IDENTIFICATION OF ITEMS FOR'NEXT MEETING
1. Literacy Update
2. Budget 1997/98: Status report
3. Library Survey results
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.
G. 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.
H. 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, March 31, 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:
April 3, 1997
President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
Deborah Kaye Clark, Library Manager
APPROVAL OF MINUTES
RECOMMENDATION
That the Library Board o£ Trustees approve the Minutes of the Regular Meeting of the Board of Trustees
for February 6, 1997 and March 7, 1997.
BACKGROUND
Minutes taken and compiled by Library Administrative Secretary Vivian Garcia.
Aesp~ctfully submitted,.
1
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
Regular Meeting
A. CALL TO ORDER
The regular meeting of the Library Board of Trustees was held on Thursday, February 6, 1997, in
the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho
Cucamonga, Califomia. The meeting was called to order at 7:01 p.m. and the pledge of allegiance
was led by President Howdyshell. Present were Boardmembers Davies, Muna-Landa and Swistock.
Also present were: Diane Williams, Councilmember, Paul Williams, President of the Friends of
the Library, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin,
Children's Services Supervisor and Vivian Garcia, Administrative Secretary.
B. CONSENT CALENDAR
Boardmember Davies asked Item BI to be pulled.
B2. Approval of CD Rom Rental policy and Establishment of Fee.
MOTION: Moved by Boardmember Swistock to accept the consent calendar, seconded by President
Howdyshell. Motion carried 4-0~1 (with Gregory absent).
Boardmember Davies asked for the wording of the minutes of January 16 to be changed on Page 3
under D3 from "Rancho Cucamonga Council" to "National PTA"; and to add the following wording
after National to "22 PTA affiliated schools in the city".
B1. Approval of minutes: January 16, 1997
MOTION: Moved by President Howdyshell to accept the minutes as amended, seconded by
Boardmember Davies. Motion carried 4-0-1 (with Gregory absent).
C. LIBRARY DIRECTOR'S STAFF REPORTS
Cl. Library status report: oral report presented by Library Staff.
Library Board Minutes
February 6, 1997
Page 2
Deborah Clark, Library Manager, stated that construction is still taking place on both floors of the
Library. The Literacy area is proceeding along well. There will be a grand opening ceremony on
March 15. The budget cycle has begun. Staffwill be updating the Plan of Service and adding a
component for budget purposes that combines the concept of basic service along with cost analysis.
This package will be forwarded to you in March.
Deborah Clark, Library Manager, stated that staff interviewed this week for the Library Monitor
position.
Robert Karatsu, Principal Librarian, stated January was a record breaking month. The reference
questions were higher in January than any other month. The fines, fees and media rentals also
increased in January.
Renee Tobin, Children's Services Supervisor, stated that she, along with Sheila Keeling, attended
a training on the Grandparent's and Books Grant. Covered in the workshop were the concepts of
recruiting for senior volunteers to read to children in the Library, and providing training to the
volunteers on how one reads to groups of children. Staff will begin recruiting volunteers for this
program. Once staff has a group, we will do the training and volunteers will begin reading to
children before the end of the school year.
Renee Tobin, Children's Services Supervisor, stated that staffhad their third annual dragon making
program for Chinese New Year. Approximately fifty children attended and they made three dragons
which are hanging in the entrance to the story room and picture book area. Staffis currently working
on the Summer Reading Program. Samples of the artwork will be shared next month. The theme
is, "Library Detectives, Inc." and Gator Gumshoe is the alligator detective. The funding has been
donated by Wells Fargo Bank.
Renee Tobin, Children's Services Supervisor, shared with the Board a form for "Reading Moments"
for the Telethon. Staff is looking for anyone who has a favorite book that is in our library's
collection that would like to tape one of these to be shown on the Telethon. Nina Cole will have a
crew do the taping on the first two Saturdays in March.
C2. Budget report: presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, reviewed the budget sheets with the Board.
C3. Proposal for securing staff exit and removing front benches: presented by Deborah Clark,
Library Manager.
Deborah Clark, Library Manager, stated that staff interviewed and have selected three qualified
candidates for the position of Monitor at the Library. Staff is working with the City for funding to
3
Library Board Minutes
February 6, 1997
Page 3
have both floors of the Library covered for the intense period of time when there is heavy use. The
proposal for securing the staff exit and removing the front benches came from a number of minor
security incidents that occurred over the past three months. The staff exit securing was proposed by
the Sheriff's Department when the Crime Prevention Department did a walk though with staff.
President Howdyshell asked for a more detail description of the Monitor position.
Deborah Clark, Library Manager, described the position to the Board.
Boardmember Davies stated that she and Diane Williams walked the area requested this afternoon
and stated that she also sees it as a real need. She asked if this includes additional lighting? Is there
going to be a motion detector ? Is there sufficient lighting?
Deborah Clark, Library Manager, asked if she meant the building lighting or the parking lot lighting?
Boardmember Davies stated, her concern was directed at the building lighting for the exit of the
employees. The fencing is a great idea and necessary. She also stated, that she would like to see
staff consider additional lighting and motion detectors.
Boardmember Swistock asked if it would be possible to do the fencing, but leave the benches for a
month or two to see if they need to be removed.
MOTION: Moved by Boardmember Swistock to approve the proposal for securing the staff exit
by installing fencing on the west side of the building; the benches at the front of the Library will
remain, seconded by Boardmember Davies. Motion carried 4-0-1 (with Gregory absent).
D. BOARD BUSINESS
D1. Library Telethon Update: oral reports
Status, time line and mailout: Deborah Clark, Library Manager
Deborah Clark, Library Manager, stated that the lines for credit card access have been installed and
staffwill be receiving training. She gave thanks to Susan Stark and Joan Kmse who worked very
hard to get this project done.
Deborah Clark, Library Manager, gave an oral report to the Library Board on the various meetings
with the Telethon.
Deborah Clark, Library Manager, asked the Board if they would give the authority to the Executive
Committee to decided if they want to waive that $50 requirement for the youngsters talent show.
Library Board Minutes
February 6, 1997
Page 4
MOTION: Moved by President Howdyshell to give the Executive Committee the discretion to make
the appropriate decision about the $50 registration fee, seconded by Boardmember Muna-Landa.
Motion carried 3-0-1-1 (with Gregory absent).
Deborah Clark, Library Manager, stated that the Exectuvie Committee will be meeting tomorrow.
The Auction Committee, we have had good response from the people that are making the calls for
the auction items. Staff commends Foundation Boardmember Bob Valenti who has been sending
the responses back to staff quickly.
Robert Karatsu, Principal Librarian, gave an oral report to the Library Board on the Trivia Contest
portion of the Telethon.
Deborah Clark, Library Manager, asked the Boardmembers for volunteers to review the auditioning
acts for the Telethon.
D2. Library Survey: oral report presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, stated that staff has received approximately 300 surveys. Staff
will be doing the analysis on the surveys. There will be three work groups. The work groups will
be composed of someone in Circulation, Reference and from Children's. They will include full and
part time staff. Staff will compile the results and plot them on the maps, but also try to analyse what
the people were asking for in the survey. Staffthen will make recommendations on how requests
or concerns the patrons have raised can be addressed.
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
El. Telethon
E2. Budg~
E3. President Howdyshell requested he would like to have staff check on the number of
applications received for the credit card.
E4. President Howdyshell requested an update on Literacy.
None were received.
Library Board Minutes
February 6, 1997
Page 5
F. COMMUNICATIONS FROM THE PUBLIC
President Howdyshell stated that he would like to thank Diane Williams, from City Council for her
support and Paul Williams from the Friends on his support. He also thanked the staff for their
professional presentations and the time that it takes to attend meetings and compile reports for the
Board; he found the information helpful and very professionally done. He stated his appreciation
on behalf of the Trustees.
G. ADJOURNMENT
MOTION: Moved by Boardmember Swistock to adjourn in memory of Dan Richard's son,
seconded by President Howdyshell to adjourn to March 6, 1997 at 7:00 p.m. Motion carried, 4-0-1
(with Gregory absent). The meeting adjourned at 7:56 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
Regular Meeting
A. CALL TO ORDER
The regular meeting of the Library Board of Trnstees was scheduled for Thursday, March 6, 1997,
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:
7
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE:
TO:
FROM:
SUBJECT:
April 3, 1997
President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
Deborah Kaye Clark, Library Manager
BUDGET REPORT FOR JANUARY
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A*, titled Revenue Report March 1997 attached for your review.
Schedule B*, titled "Balance Sheet July through March 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 68% of library funds expended or encumbered at 75% into the fiscal
year. Also included are the expenditure figures for Literacy and Redevelopment Agency library
funds.
D~ebor~//~K{~y e C l~~~_~spect fully submitted,
Library Manager
* Updated through March 30, 1997
8
REVENUE REPORT FINES MEDIA LIBRARY REF DONA-
March 1997 & FEES RENTALS SALES SERV. TIONS
March 1 & 2 $553.15 $259.05 $2.78
March 3 $591.70 $117.94 $2.78
March 4 $500.70 $149.22 $2.78
March 5 $340.11 $185.39 $2.78 $5.06
March 6 $314.68 $158.99 $35.00
March 7 $193.45 $120.69
March 8 & 9 $511.55 $274.56 $1.40 $8.00
March 10 $467.65 $162.75
March 11 $472.50 $152.72
March 12 $428.90 $174.58
March 13 $341.82 $181.49
March 14 $148.60 $118.59
March 15 & 16 $388.21 $254.58
March 17 - holiday $423.10 $154.07
March 18 $536.85 $142.72
March 19 $350.30 $170.84
March 20 $287.35 $189.64
March 21 $149.10 $99.77
March 22 & 23 $493.67 $239.93
March 24 $323.52 $171.46
March 25 $459.09 $131.37
March 26 $417.15 $194.08
March 27 $312.75 $181.06
March 28 $185.60 $114.90
March 29 $347.08 $150.76
March 30 - Closed
March 31
$2.78
$6.50
$6.00
$2.00
$12.00
$2.78 $4.05
$5.56
$10.00
$0.40
$2.00
$3.00
TOTALS: $9,538.58 $4,251.15 $23.64 $94.01
FEBRUARY TOTALS $9,295.67 $4,381.64 $21.32 $167.44
% CHANGE 3% -3% 11% -44%
TOTAL LIBRARY INCOME $23,027.38
Daily Average Fines $381.54
Daily Average Media $170.05
Daily Average Sales $2.96
Daily Average APS $21.23
Daily Average Ref. Fees $7.83
DAILY TOTALS $583.61
GAIN/LOSS ON PRO J: $5,010
PERSONNEL EXPENSES
Part time Salaries $18,304
GAIN/LOSS ON PRO J: ($2,498)
BALANCE $2,512.62
96/97 Proj:
$253.91
$150.51
$0.00
$16.13
$1.43
$421.98
$15,806
Schedule A
TELETHON
INCOME
$200.00
$205.00
$50.00
$200.00
$400.00
$225.00
$1.55
$0.15 $515.00
$300.00
$1,150.00
$1.00
$2.00 $5,215.30
$655.00
$4.70 $9,115.30
$2.05 $7,750.00
129%
Schedule B
BALANCE SHEET
JULY THROUGH MARCH
FY 1996~97
Revenues
Fines & Fees
Media Rentals
Sales
APS
Information Services Fees
Misc. Revenues
Totals:
Part Time Salaries
Balance for
Year through March
Earned
$72,176
$42,O57
$283
$5,276
$1,235
$14,082
$135,110
Spent
$145,723
Pr~ected
$67,387
$37,858
$o
$3,633
$379
$o
$109,257
Pr~ected
$142,254
Loss/Gain
$4,789
$4,199
$283
$1,643
$856
$14,082
$25,853
Loss/Gain
($3,469)
$22,384
7.1%
11.1%
45.2%
226.0%
23.7%
Projected End of the Year
Donations:
Received
$37,302
Projected
$35,000
OvedUnder
$2,302
10
LIBRARY EXPENDITURES JUL AUG SEP OCT NOV DEC JAN FEB MAR TOTALS SPENT PE FUNDS % % OF
'1996197 CATEGOR REMAININ SPENTYEAR
PERSONNEL 75%
1100 REGULAR SALARIES $381,590 $22,109 $29,078 $29,078 $43,764 $29,176 $29,176 $29,176 $29,176 $29,176 $269,910 $269,910 $111,680 71%
1200 OVERTIME SALARIES $1,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $1,000 0%
1300 PART TIME SALARIES $205,480 $10,595 $14,014 $13,359 $23,735 $17,319 $15,855 $15,000 $17,542 $18,304 $145,724 $145,724 $59,756 71%
1900 FRINGE BENEFITS $145,300 $12,108 $12,108 $12,108 $12,108 $12,108 $12,108 $12,108 $12,108 $12,108 $108,973 $108,973 $36,327 75%
TOTALPERSONNEL
$733,370 $44,813 $55,201 $54,546 $79,607 $58,603 $57,139 $56,284 $58,826 $59,588 $524,607 $524,607 $208,763 72%
OPERATIONS
3100 TRAVEL & MEETINGS $3,500
California Libra[y Conference $2,350 $2,350
Corwin workshops $0
Kamtsu-workshops $162 $162
Meeting Supplies ($184) $24 ($160)
Clark-meetings $84 $58 $7 $149
ILS Workshops $20 $10 $30
Telethon Kickoff $0
$2,531 $969 72%
3300 MILEAGE $3,800
Auto Allowance $3,000 $231 $231 $231 $346 $231 $231 $231 $1,731
Reimbursement $800 $0
Garcia ($58) $27 $22 $42 $32 $44 $113 $223
Pages $20 $3 $11 $19 $13 $66
Hood $0
Corwin $0
Tobin $31 $31
$2,050 $1,750 54%
$1,731 $1,269 58%
$320 $480 40%
3900 MAINTENANCE/OPER
Cash Receipts
Printing/Postage
Printing
Postage
Office Supplies
Cataloging Supplies
Farm
Photo House
8 Ave. graphics
Office Depot
Laminating supplies
Letterhead
Miscellaneous
$153,270
$4,000
$18,000
($99) ($60) ($97) ($50)
$2,827
$14 $3 $14 $14
$2,069 $103 $11 $2,752 $399
$37
$667 $667 $754 $667
$194 $6
$239
($306)
$32 $178 $3,037
$503 $32 $578
$199 $758 $56 $6,347
$5 $42
$0
$0
$2,755
$194 $394
$239
$38 $93 $130
$92,789 $60,481 61%
$3,615 $385 90%
$10,265 $7,735 57%
Petty Cash
Computer supplies
Stationary
Federal Express $14
Board Supplies
Special Program Supplies $5,000
Children's Supplies $229
Children's Programs- Friends
Grandparents with Books $5,000
Software
Summer Reading Program (FR) $48
Creation of Affinity Card $250
Literacy Projects
Volunteer Supplies
Reference On-line
Advertising/Promotions $0
National Library Week - Friends
Foundation Board recruitment $440
Telethon
Production
Pdnting
Stageing
Sound
Supplies
Books/Materials $111,310
Bookstore rush $1,174 $65
Childrens Books $14,041
Adult Books $15,030
Reference Books $156 $993
Reference CD's $360
Circulating Instructional CD $0
Large Print Books - Friends $1,877
Books on Tape - Friends
Video $2,325 $14
CD's (music) $1,000
Literacy
Magazines/Publications $6,210 $2,013
Training $500
Bindery $1,000 $1,000
Collection Agency $2,000
3914 MAINTENANCE DEPT $11,830
Encumbrances
Jar~itorial Supplies $4,260
Facility Maintenance supplie $5,630
Sinclair Paint
Familian Pipe Supply
Mountain View Glass $0
R&R Electdc
$527
$50
$35
$220
$500 $15
$102
$194
$17 $118
$197
$16 $9
$137
$1,000
$205
$4,885
$474
$40
$8
$51 $122
$12 $120 $24 $7
$169 $31 $15
$150
$469
$10
$20
$371
$57
$394 $7,564
$500 $15,085
$9 $39
$94
$250
$113 $87
$35
$5O
$676
$8
$174
$0
$14
$163
$1,968
$530
$200
$676
$35
$48
$0
$0
$469
$10
$28 $48
$1,031
$0
$3,773 $3,773
$5O $94
$728 $728
$250 $250
$290 $290
$500 $60 $2,370
$261 $14 $22,376
$14 $30,822
$219 $628 $2,131
$360
$0
$2,074
$10 $65 $147
$143 $1,149 $46 $3,907
$1,000 $3,250
$0
$70 $109 $2,596
$0
$1,000
$0
$1,079
$16
$5,135
$67,437
$2,596
$0
$1,000
$0
$6,307
$3,032 39%
($1,079) ERR
$43,873 61%
$3,614 42%
$500 0%
$0 100%
$2,000 0%
$5,523 53%
$4,885
$1,001 $1,001 $3,259 24%
$6 $62 $62 $5,568 1%
$111 $111
$0
$0 $0 $0
$0
]3
8021 WATER UTILITIES
Inside Use
Landscaping
$4,000
8022 ELECTRIC UTILITIES $90,000
TOTAL LIBRARY BUDGET $1,211,040
$4,783
$94,122 $122,047
$189 $189
$321 $249
$4,227 $4,386 $3,747 $3,400
$82,074 $115,131 $103,373 $102,747
$0 $1,240 $2,760 31%
$88 $467
$203 $773
$0
$2,659 $2,639 $3,139 $28,980 $28,980 $21,020 58%
$0
$75,598 $63,793 $71,082 $829,967 $826,967 $384,073 68%
LITERACY EXPENDITURES
1996~97
CITY VERSION
JUL AUG SEP OCT NOV DEC JAN FEB
PERSONNEL
1100 REGULAR SALARIES $21,210 $1,195
1900 FRINGE BENEFITS $7,850 $654
TOTALPERSONNEL
$29,060 $1,849
OPERATIONS
3100 TRAVEL & MEETINGS $800
3300 MILEAGE
$350 $67
3900 MAINTENANCE/OPER $6,500
Printing/Postage $3,000
Printing
Postage
Office Supplies $2,000
Instructional Materials $1,500
MAR TOTALS SPENT PE FUNDS % % OF
CATEGOR REMAININ SPENTYEAR
78%
$1,594 $1,594 $2,717 $1,675 $1,675 $1,675 $1,675 $1,675 $15,475 $15,475 $5,735 73%
$654 $654 $654 $654 $654 $654 $654 $654 $5,888 $5,888 $1,963 75%
$2,248 $2,248 $3,371 $2,329 $2,329 $2,329 $2,329 $2,329 $21,363 $21,363 $7,697 74%
$50 $52 $23 $37 $98 $2 $262 $262 $538 33%
$72 $132 $60 $332 $332 $19 95%
$4,510 $t,990 69%
$1,223 $1,777 41%
$1,223 $975 $2,199
$352 $352
$519 $48 $300 $868 $868 $1,132 43%
$70 $1,021 ($37) $38 $1,091 $t,09t $409 73%
89t0 LIBRARY OVERHEAD $7,670 $7,670
$7,670 $7,670 $0 100%
6028 CONTRACT SERVICE $48,846
Literacy Coordinator $43,846 $3,452
Tutor Training $5,000
Telephone Contract
$38,3t8 $t3,528 72%
$3,452 $3,452 $3,452 $3,452 $3,452 $3,452 $3,452 $31,068 $31,068 $12,778 71%
$4,250 $4,250 $4,250 $750 85%
$3,452
8019 TELEPHONE $1,200
TOTAL LITERACY BUDGET $94,426 $13,108 $5,700 $tt,540 $8,170 $5,948 $5,879
$85 $85 $85 $1,115 7%
$7,142 $5,880 $6,t73 $69,539 $69,539 $24,887 74%
REDEVELOPMENT EXPENDITURES
FY 1996197
July
Materials
Books
Standing Order for Ref.
Rental Books
Books on Tape
New database
CD's
$50,000
Sub Total
$0
Plans/Designs
Literacy remodel/shelving
Sub Total
$10,000
$10,000
Furnishings/misc.
Study Carrelr
Video Drop (replacement)
Picture Framing
Citizen Printer for self/check
Recorder - Admin
Multi Pro CTV
Admin. cabinets
PB Racks
Counter
Library cards
Rental book display
Tech Center
Shelving Childrens
Shelving Adult (Estimate)
Sub Total
$40,000
$1,041
$1,041
TOTALS
$100,000 $1,041
Aug
Sep Oct Nov Dec Jan
$5,326 $743 $953 $748
$6,400 $912 $992 $909
$11,210
$3,000
$13,933 $2,020
$0 $25,937 $1,655 $15,879 $2,929 $748
$412
$1,454
$761
$565
$1,637
$412 $4,416
$412 $30,353
$172
$269
$322
$763
$2,418
$52
$9,087
$52 $9,087
$15,930 $12,016
$1,240
Feb
Mar
$252 $881
$2,597
$846
TOTALS
SPENT
$47,148
$7,770
$9,213
$11,210
$3,000
$15,954
$0
$47,148
FUNDS % % OF
REMAINING SPENT YEAR
75%
$2,882 94%
$10,000 $0 100%
$10,000
$21,587 $18,413 54%
$1,240 $252 $4,324 $17,011
$1,988 $252 $4,324 $74,159 $21,266 74%
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE:
TO:
FROM:
SUBJECT:
April 3, 1997
President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
Deborah Kaye Clark, Library Manager
REVIEW OF PROPOSED LIBRARY BUDGET FOR 1997/98
RECOMMENDATION
Review and discussion of attached proposed library budget for 1997/98.
BACKGROUND/ANALYSIS
Attached you will find the finalized budget proposal for fiscal year 1997/98. The major goals of
this fiscal budget is to stabilize staffing in Circulation by replacing 40 hours of part time Clerical
help with a full time position at the same class; to add part time Library Assistant hours to
reflect the opening of the Technology Center; and to increase the book budget to $100,000,
moving toward goal of $1 per resident for materials.
The budget process in Rancho Cucamonga is designed in multiple steps. The first step is a
proposal from the Department Manager which is reviewed by the Finance Director to determine
if funds exist to adequately cover proposed expenses. The second step is a review by the City
Manager.
The attached document has passed the review of the Finance Manager only and is scheduled to
review by the City Manager on April 29. It will once again be presented to the Library Board for
Approval at the Regular May meeting.
~e~~ oeCtfully submitted,
r~(K~ffaye/Ci~~~
Library Manager
17
CITY OF RANCHO CUCAMONGA
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
March 25, 1997
Susan Stark, Fin,~e Officer
Deborah Kay~.~ibrary Manager
Justification for Additional (new) Personnel
LIBRARY MONITORS:
Priority One
Cost: $12,495
Security and safety issues, coupled with patron attitudes discovered through the survey process,
made the hiring of library monitors capable of handling diverse emergency situations essential.
This budget item calls for two monitors, one for each floor, for the following hours during the
school year:
Monday through Thursday: 4 p.m. to 9 p.m.
Friday: None
Saturday: 12-5
Sunday: 1-5
During the Summer months, one monitor only is needed to cover both floors.
FULL TIME CLERICAL ONE: Priority Two
Cost: App. $22,000 plus benefits
Presently, the busiest area of service for the Library is managed by one Library Assistant II, who
supervises more than 26 employees, clerical and pages. The lack ora second full time individual
in that division has been a source of concern since opening day. The entire revenue stream of the
library is dependent on the accuracy of this department, as is all hilling and collection agency
management. Administrative staff strongly recommends the creation and funding of this full
time position, to guarantee the effectiveness of this department during the 20 hours the library is
open beyond the current supervisors hours as well as times of vacation and administrative leave.
LIBRARY ASSISTANT PT. TIME/TECH CENTER: Priority Two
Cost: $32,130
This part time position would be used to staff the second floor, allowing the Tech Center and the
new study rooms to be monitored and serviced. This position is critical to allow full use of the
second floor and to promote the fee based services found in the Technology Center. This item
would provide for 60 hours of Library Assistant time.
18
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1997/98 ANNUAL BUDGET SUMMARY
DEPARTMENT: Community Sen/ices
DIVISION: Librar~
FUND: 02
COST CENTER: 4532
APPROPRIATION DETAIL
1995/96 Fiscal Year 1996/97 FiscalYear 1997/98
Library Adopted Adopted Estimated Dept Manager
OBJECT # Budget Budget 6/30/97 Request Rcmd
1100 Regular Salaries 385,600 381,590 381,590 413,890
1200 Overtime Salades 1,000 1,000 0 0
1300 Parttime Salaries 182,510 205,480 207,770 249,390
1900 Fdnge Benefits 146,320 145,300 145,300 177,970
Personnel Total: 715,430 733,370 734,660 841,250
OPERATIONS
3100 Travel & Meetings 3,000 2,500 2,500 4,000
3300 Mileage 3,500 3,800 3,800 3,800
3900 Maintenance&Operations 117,100 118,020 183,510 139,300
3914 Maintenance & Operations/Facilities 11,830 11,830 11,830 10,530
3932 Equipment Maintenance/Depreciation 0 0 0 7,140
3933 Emergency & Routine Vehicle & Equipment Rental 0 0 160 380
3956 Dues 2,550 2,100 2,100 2,100
3960 General Liability 3,880 4,340 4,340 4,620
6028 Contract Services 64,000 167,530 160,000 173,380
6036 Contract Services/Facilities 91,640 59,300 59,300 52,430
8019 Telephone Utilities 18,000 15,000 15,000 15,000
8021 Water Utilities 3,300 4,000 4,000! 4,000
8022 Electdc Utilities 73,390 50,000 50,000 50,000
O~)erationsTotal; 392,190 438,420 466,540 466,680
CAPITAL OUTLAY
7047 Computer Equiment 0 0 0 340
CaDital Outiav Total: 0 0 0 340
Department Total: 1,107,620 1,171,790 1,201,200 1,308,270
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1997198 PERSONNEL ALLOCATION
DEPARTMENT: Community Services
DIVISION: Library
FUND: 02
COST CENTER: 4532
FY 96/97 Fiscal Year 1997198
Adopted Dept. Mgr. Rcmds. Adopted
OBJECT # Budget Request Auth. Funded Budget
1100 P R ONN - U LTIM
Library Manager 100% 100% 100% 100%
Principal Librarian 100% 100% 100% 100%
Librarian II 100% 100% 100% 100%
Librarian I 300% 300% 300% 300%
Library Assistant II 100% 100% 100% 100%
Library Assistant I 100% 100% 100% 100%
AdministratNe Secretary 100% 100% 100% 100%
1200 PERSONNEL - OVERTIME
1300 PERSONNEL - PART TIME
Library Clerks, Pages, Assistant 1180% 1180% 1180% 1180%
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1997/98 OPERATIONS AND MAINTENANCE DETAIL
DEPARTMENT: Community Services
DIVISION: Library
FUND: 02
COST CENTER: 4532
APPROPRIATION DETAIL
1995/96 FiscalYear 1996/97 FiscalYear 1997/98
Adopted Adopted Estimated Dept Manager
OBJECT # Budget Budget 6/30/97 Request Rcmd
3100 TRAVEL & MEETINGS
Library Meetings 3,000 2,500 2,500 4,000
Subtotal: 3,000 2,500 2,500 4,000 0
3300 MILEAGE
Auto Allowance 3,000 3,000 3,000 3,000
Reimbursement 500 800 800 800
Subtotal: 3,500 3,800' 3,800 3,800 0
3900 MAINTENANCE & OPERATION
Printing & Postage 6,000 4,000 3,000 3,000
Office Supplies 16,000 18,000 19,000 18,000
Special Programs Supplies 4,000 5,000 5,000 5,000
Adve rlising/Promotions 1,000 0 0 0
Books/Materials 85,000 81,310 120,000 100,000
Audio Visual/Media 0 0 0 0
Magazines/Publications 3,000 6,210 3,210 10,000
Training 500 500 500 500
Bindery 600 1,000 1,000 1,000
Collection Agency-Trans World (Specialty - Libraries) 1,000 2,000 1,800 1,800
Subtotal 117,100 118,020 153,510 139,300 0
3914 MAINTENANCE & OPERATION/Facilities
Janitorial Supplies 4,260 4,260 4,260 4,260
Facil~ Maintenance Supplies 5,630 5,630 5,630 5,630
Graf~ Removal Supplies 200 200 200 200!
Landscape Maintenance Supplies 1,300 1,300 1,300 0
Water/Fire Se~ice 440 440 440 440
Subtotal 11,830 11,830 11,830 10,530 0
3932 EQUIPMENT MAINTENANCE/DEPRECIATION
Depreciation 0 0 0 7,140
Subtotal 0 0 0 7,140 0
3933 ~MI~RGENCY & ROUTINE vEH. & EQUIP. RENTAL
Credit Card Equipment 0 0 160 380
Subtotal: 0 0 160 380 0
3956 DUES
~,merican Library Association 450 450 450 450
;alifornia Library Association 600 150 150 150
Professional Publications 0 0 0 0
Inland Library System 1,500 1,500 1,500 1,500
Subtotal: 2,550 2,100 2,100 2,100 0
PAGE 1 OF 2 PAGE 1 TOTAL: 137,980 138,250 173,900 167,260 0
2!
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1997198 OPERATIONS AND MAINTENANCE DETAIL
DEPARTMENT: Community Services
DIVISION: Library
FUND: 02
COST CENTER: 4532
APPROPRIATION DETAIL
1995/96 Fiscal Year 1996/97 Fiscal Year 1997/98
Adopted Adopted Estimated Dept Manager
OBJECT # Budget Budget 6/30/97 Request Rcmd
3960 PAL IABI I
3,880 4,340 4,340 4,620
Subtotal: 3,880 4,340 4,340 4,620
6028 CONTRACT SERVICES
Office Equipment/Machines Maintenance 4,000 3,500 4,000 4,200
Computer Maintenance 5,000 0 0 0
Book Processing & Technical Se~ices For Collection 20,000 23,000 22,000 25,000
Information Access Services 0 0 0 0
S.B. County 0 100,000 100,000 100,000
!Computer Technical Services 30,000 31,030 29,000 31,030
Self Check 5,000 0 0 0
Technology Maintenance 0 7,000 2,000 3,000
ITelephone Maintenance Service 0 3,000 3,000 3,000
Landscape Maintenance 0 0 0 7,150
Subtotal; 64,000 167,530 160,000 173,380 0
6036 CONTRACT SERViCES/Facilities
Janitorial Services 37,400 16,000 16,000 16,000
Security Sen'ice 3,360 3,360 3,360 3,360
Elevator Service 6,160 6,160 6,160 6,160
I-IVAC 14,410 14,500 14,500 14,500
Electrical 6,160 4,160 4,160 4,160
Plumbing 450 2,000 2,000 2,000
Pest Control 670 670 670 670
Fire/Life Safety 670 670 670 670
Structural/Roof 2,910 2,910 2,910 2,910
Exterior Grounds Maintenance 19,450 6,870 6,870 0
Glass Replacement 0 2,000 2,000 2,000
Subtotal 91,640 59,300 59,300 52,430 0
8019 TELEPHONE UTILITIES
18,000 15,000 15,000 15,000
Subtotal: 18,000 15,000 15,000 15,000 0
8021 WATER UTILITIES
3,300 4,000 4,000 4,000
Subtotal: 3,300 4,000 4,000 4,000 0
8022 C T ITl
73,390 50,000 50,000 50,000
Subtotal: 73,390 50,000 50,000 50,000 0
PAGE 2 OF 2 DEPARTMENT TOTAL: 392,190 438,420 466,540 466,680 0
22