HomeMy WebLinkAbout1999/08/05 - Agenda Packet - Library Board of Trustees DECLARATION 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 /~J~// ~/~ ,
at ~O0~PrF~7 , I posted a true and correct copy of the meeting
agenda dated /~O~¢ ~-, /??~ at 10500 Civic
Center Drive, Rancho Cucamonga.
I declare under penalty of perjury that the foregoing is
true and correct and that this declaration was executed on
~- ~ , at Rancho Cucamonga.
DEBORAH KAYE CLARK, LIBRARY MANAGER
City of Rancho Cucamonga
¥ivian Garcia, Administrative
Secretar~
City of Rancho Cucamonga
LIBRARY BOARD OF TRUSTEES
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
First Thursday
7:00 p.m.
August 5, 1999
Civic Center
Council Chambers
10500 Civic Center Drive
Rancho Cucamonga, California 91730
City Councilmembers
William J. Alexander, Mayor
Diane Williams, Mayor Pro Tem
Paul Biane, Councilmember
James V. Curatalo, Councilmember
Bob Dutton, Councilmember
Boardmembers
Robert Howdyshell, President
Edward E. Swistock, President Pro Tem
Donna Bradshaw, Boardmember
Doris Dredd-Lee, Boardmember
Joyce Womack, Boardmcmber
PAGE
Board of Library Trustees Agenda
I~oE.l~r Mo~tin~: A.~.O
A. CALL TO ORDER
1. Roll Call: Howdyshell __, Bradshaw ,
Dredd-Lee , Swistock
and Womack
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: June 3 and July 1, 1999.
2. Approval of grant application and acceptance of funds from the 7
California State Library for $10,000 to purchase young adult
materials.
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 Director.
a. Status of 1998/99 Budget 14
b. Proposed 1999/2000 Budget
3. Update on "Back to Basics" Grant: oral report presented by staff.
4. Report on the recent flood in the Library and the extraordinary
responsiveness of City staff to meet the challenge: oral report
presented by Deborah Clark, Library Director.
5. Update oflntemet Access Policy: written report presented by 22
Robert Karatsu, Principal Librarian.
PAGE
~ ~ Board of Library Trustees Agenda
Regular Meeting, August 5, 1999
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.
I. Update on Master Plan process: oral report presented by Deborah
Clark, Library Director.
2. Update on Donor Wall: oral report presented by Deborah Clark,
Library Director, based on the August 4~h meeting of the Donor
Wall Subcommittee.
3. Report on Workshop attended by Boardmembers Bradshaw and
Dredd Lee: oral report presented by attendees.
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.
1. Collection Agency Policy on Phase II
2. American Library Association Conference: Report from Lori
Hopkins, Literacy Coordinator
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, August 2, 1999, 6:00 p.m.
seventy-two (72) hours prior to the meeting per Government Code 54953
at 10500 Civic Center Drive.
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: August 5, 1999
TO: President and Members of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL OF MINUTES
RECOMMENDATION
Approval of the Minutes of the Regular Meetings of the Board of Library Trustees for June 3
and July 1, 1999.
BACKGROUND
Attached, please find the minutes for the Regular Meetings of the Library Board of Trustees
listed above, taken and compiled by Library Secretary, Vivian Garcia.
('~pectfully~~ submitt e d,~_~(!~__.~
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES
Regular Meeting
A. CALL TO ORDER
The regular meeting of the Rancho Cucamonga Library Board of Trustees was scheduled for
Thursday, July 1, 1999, at 7:00 p.m. in the Council Chambers at the City of Rancho Cucamonga,
located at 10500 Civic Center Drive, Rancho Cucamonga, California.
The meeting was canceled.
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 Trustees was held on June 3, 1999, 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 7:05 p.m. and the pledge of allegiance
was led by President Howdyshell. Present were Boardmembers Bradshaw and Womack.
Also present were: Deborah Clark, Library Director, Robert Karatsu, Principal Librarian, Renee
Tobin, Children's Supervisor, Loft Hopkins, Literacy Coordinator and Vivian Garcia, Administrative
Secretary.
ITEM D1. CENTRAL PARK UPDATE
MOTION: Moved by President Howdyshell to take the agenda items out of order by moving Item
D1 to the top of the agenda, seconded by Boardmember Womack. Motion carried, 3~0-2 (with
Dredd Lee and Swistock absent).
Boardmember Dredd Lee arrived at 7:10 p.m.
Rick Gomez, Community Development Director, presented an oral report on the history and current
status of Central Park.
B. CONSENT CALENDAR
B1. Approval of Minutes: May 6, 1999
B2. Approval of New Borrowing Limits for Videocassettes
MOTION: Moved by Boardmember Bradshaw to approve the consent calendar, seconded by
Boardmember Womack. Motion carried, 4-0-1 (with Swistock absent).
C. LIBRARY DIRECTOR'S STAFF REPORTS
C1, Library Status Report: oral report presented by staff,
Library Board Minutes
June 3, 1999
Page 2
Renee Tobin, Children's Suprvisor, stated the Summer Reading Program will start on Monday, June
21st. Staffhas been preparing handouts and making decorations for the program. The theme for the
program this summer is, "Long Ago and Far Away..." The castle will be built on Friday, June 18.
Renee Tobin, Children's Supervisor, stated the author, Julie Mammano, will be speaking and giving
autographs at the 5th Birthday of the Library on Saturday, September 25. She wrote the books,
"Rhinos Who Snowboard" and "Rhinos Who Surf."
Lori Hopkins, Literacy Coordinator, updated the Library Board on the Literacy Program.
Robert Karatsu, Principal Librarian, reviewed the status of the Library for May with the Board.
C2. Budget Report: presented by Deborah Clark, Library Director.
Deborah Clark, Library Director, reviewed the budget reports for 98/99 with the Library Board. The
budget for 1999/2000 will have two public hearing dates before going to Council for their final
approval.
C3. Approval of Holiday Closures for 1999/2000: presented by Deborah Clark, Library Director.
Deborah Clark, Library Director, reviewed the list of holidays with the Board.
MOTION: Moved by President Howdyshell to approve the Holiday Closures for 1999/2000,
seconded by Boardmember Dredd Lee. Motion carried, 4-0-1 (with Swistock absent).
C4. Update on "Back to Basics" grant: oral report presented by staff.
Renee Tobin, Children's Supervisor, stated that the tutor session for the Back to Basics Program
concluded this week. She announced: a parent meeting is scheduled for next Tuesday evening with
a storytime planned for the children; tutor training is planned for August with volunteers to start in
the fall; staff will be accepting applications for students during the summer for the fall program; and
a short six-week program will be offered in the summer starting July 6.
C5. Telethon Update: oral report presented by Deborah Clark, Library Director.
Deborah Clark, Library Director, reviewed the Thank-you event planned for Friday evening, Jnnel 8
at the Library.
C6. Update on Technology Center: oral report presented by Robert Karatsu, Principal Librarian.
Library Board Minutes
June 3, 1999
Page 3
Robert Karatsu, Principal Librarian, stated staffwould be offering more classes (to the public) in the
Fall on resume making, creating web pages and using the library catalog.
D. BOARD BUSINESS
D2. Library Board Meeting for July, identification of date and location.
Deborah Clark, Library Director, asked the Board for direction, due to the fact that there would be
a lack of quorum in July.
MOTION: Moved by President Howdyshell to adjourn the meeting to the first Thursday in August,
seconded by Boardmember Bradshaw. Motion carried, 4-0-1 (with Swistock absent).
D3. Rules for board of Library Trustees. Questions from the Board.
Deborah Clark, Library Director, asked the Library Board if they had any questions.
None were asked.
D4. Collection Agency Update.
Deborah Clark, Library Director, reviewed a handout provided by the Collection Agency, Unique,
updating the Board on the status of claims.
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
El. Collection Agency Policy on Phase II
E2. Workshop Attended by Boardmembers in July
E3. Master Plan
E4. ALA
Library Board Minutes
June 3, 1999
Page 4
F. COMMUNICATIONS FROM THE PUBLIC
None
G. ADJOURNMENT
MOTION: Moved by President Howdyshell to adjourn to the meeting on August 5 at City Hall,
seconded by Boardmember Dredd Lee. Motion carried, 5-0. The meeting adjourned at 8:23 p.m.
Respectfi~lly submitted,
Vivian Garcia
Administrative Secretary
Approved:
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: August 5, 1999
TO: President and Members of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Director
SUBJECT: APPROVAL TO APPLY FOR $10,000 OFFERED BY TIlE
CALIFORNIA STATE LIBRARY FOR THE PURCIlASE OF
CHILDREN'S MATERIALS
RECOMMENDATION
Approve retrospectively a grant application for $10,000 to the California State Library to be used to
purchase young adult materials.
BACKGROUND/ANALYSIS
In June, the California State Library offered public libraries the opportunity to apply for $5,000 or $10,000
mini-grants to be used for children's materials, through a competitive process. Rancho Cucamonga Public
Library applied for and was awarded $10,000 to purchase materials for young adults, ages 12 through 17.
FISCAL IMPACT
None.
lly submitted _
YOUTH SERVICES MATERIALS GRANT PROGRAM
1998-1999
I. Applicam Jurisdiction P, emcho C'ucalnonga Public Library
2. Librars' Branch, station~ or bookmobile (if applicable). Main
(This will be referred to as the "applicant site
3. District: State Assembly 63 State Senate 31, 32
House 42, 40
4. Type of materials to be purchased (select one)
Children's Materials Young Adult Materials
5. Grant Amount (select one)
$5,000 xx $10,000
The de£mition ora "branch" and "station" can be found on page 2 of this mailing.
-' 6. Please describe your library service area (demographic data, youth population, etc.)
Please confine your answer to this page only, do not attach additional sheets.
DESCRIPTION: A family oriented community with an emphas~ on youth
Located on 29 square miles in San Bernardino County, Rancho Cucamonga, a city of 120,000
people, is one of Southern California's most family oriented communities. The 1990 census
shows a mean age of 25.3 years, with the largest population group the 30-39 year old baby
boomer group. The second largest group was their 0-9 year old children. Nearly ten years later,
projections show the highest percentages of youth to be now in their teen years.
SCHOOL ENROLLMENT: Estimated 15,000 teens, aged 12 to 18
Rancho Cucamonga is served by 5 separate school districts. High School service is provided by
the Chaffey Union High School Dish'ict through three local schools: Alta Loma High, Etiwanda
High and Rancho Cucamonga High. Combined enrollment for the three schools in 1997/98 was
8,657 students.
Middle School students are served by Alta Loma Junior High, Cucamonga Middle School,
Etiwanda Intermediate, Rancho Cucamonga Middle, Ruth Mnsser Middle, Summit Intermediate
and Vineyard Junior High. Combined enrollment for these schools in 1997/98 was 6,308.
ETHNICITY: Hispanic enroilment figures average 30%
The ethnic breakdown of our target service group (teens 12 to 18) is as follows:
Student Ethnic Enrollment Hispanic Black Asian White Other Free Lunch
Qualification
High Schools
Alta Loma 25.6% 7.7% 2.7% 62.6% 1.4% 10.0%
Ettwanda 23.7% 13.7% 5.9% 52.7% 4.0% 7.0%
Rancho Cucamonga 25.1% 11.6% 5.7% 53.9% 3.7% 8.0%
Middle Schools
A~ta Loma Junior High 17.0% 6.0% 4.0% 72.0% 1.0%. 14.0%
Cucamonga Middle 36,0% 9.0% 3.0% 52.0% 0.0% 37.0%
Etiwanda Intermediate 29.0% 15.0% 12.0% 45.0% 0.0% 20.0%
Rancho Cucamonga Middle 56.0% 19.0% 3.0% 22.0% 0,0% 60.0%
Ruther Musser Middle 26.0% 14,0% 7.0% 52.0% 1.0% 22.0%
Summit Intermediate 27.0% 13.0% 12.0% 48.0% 0.0% 16.0%
Vineyard Junior High 17.0% 8.0% 7.0% 68.0% 0.0% 11.0%
Average 29.7% 12.0% 6.9% 51.3% 0.3% 25.7%
ECONOMICALLY DISAD VANTA GED: Approximately 26 % of the enrolled youngsters
qualify for the free lunch subsidy awarded to families earning below $29,000 per year.
7. Please identify the types of materials that are needed in your collection and how that need was
determined (was there input from children and/or young adults, etc.). Please confine your
answer to this page only, do not attach additional sheets.
Currently, 24,522 borrowers using the Rancho Cucamonga Public Library---or 26% of our total user
population--are "young adults" between the ages of 12 to 18. In reviewing borrowing statistics, on
average 22% of the materials borrowed are loaned to young adults. The collection has 2,981 fiction
titles--approximately .2 books per teen! In 1998, the Young Adult Collection was shifted to the second
floor, housed opposite the new Technology Center. Thanks to that move, in fiscal year 1998/99, the
circulation of regular Young Adult materials jumped 27.7% and the paperback collection increased its
use by 12.7%. It is impossible to meet current demand with the existing collection and the vote was
unanimous on staffto use this grant cycle in an attempt to increase the young adult collection.
To assess what resources would prove most valuable for at teens, three approaches were used:
1. A survey was distributed to the 35 teens currently volunteering in the library. (Attached)
2. A focus group meeting was held with 8 of the teens most interested in the project.
3. Selectors in the area of Young Adult Fiction and all Non Fiction collections assessed
their collections and circulation figures to determine areas of greatest use and items
receiving the greatest number of holds and requests for additional materials
The focus group and survey results both showed the need for leisure reading materials and for materials
that support the formal education process. However, during the focus group discussion, an interesting
schism appeared between the "regular" students interested in leisure reading and the college preparatory
students who felt they "had no time" for leisure reading and emphasized the need for school materials
support and materials from reading lists.
Emphasized throughout the surveys and repeated in the focus group was the need for multiple copies of
popular titles and assigned titles. Students expressed frustration at their inability to obtain a needed
book because "all the copies are checked out". Most often expressed was the need for "more". While
appreciative of the existing services, young people emphasized the need for current information or
materials deliverable "now"--at the first point of contact, not by placing a hold or through interlibrary
loan. Many of the students had Intemet access through school or at home. They looked to the library to
supplement information already found on-line and help them utilize on-line sen~ices more effectively.
Both focus group and the surveys supported staff's initial collection development study, which
emphasized the purchase of paperbacks for leisure reading and targeted very specific subject areas for
development. For leisure reading, paperbacks were still the most popular format with teens, but a high
number of participants said they enjoyed hooks on tape for the speed of absorption and their ability to
listen while working on another project. Still others emphasized the importance of magazines. Many
could not afford subscriptions to their favorites, but enjoyed reading the new copy at the library.
Smprising to the staff, students requested a collection of Cliff's Notes as a number one priority not
currently existing at the library. Students also perceived a need for a broader range ofcritieal analysis
materials beyond CLC. In addition to basic math and science, advanced materials were also requested.
Biographies about current personalities were high on the list as were new sports books, self help books
and "lots of copies" of popular releases like "Chicken Soup for the Teenage Soul".
2
8. Please describe the types of materials (either children's or young adult) that you plan to select
and purchase. (Limit your answer to space provided).
Non Fiction:
Emphasis was placed on non-fiction titles, with 65% of the funds dixected in that area. Those students in
our survey and focus groups often read non-fiction for their leisure activities as well as using non fiction
to support their school assignments.
Fiction:
Receiving 35% of the funds, Fiction materials will be purchased largely by genre for leisure reading.
The school support fiction will be purchased using reading lists provided by English Literature teachers.
Spanish Language/Culture:
10% of the funds will be spent on materials of interesl to the Hispanic teen population. While Rancho
Cucamonga has a large Hispanic population, only a small percentage could be considered "linguistically
isolated". Therefore, culture as well as language will be used to determine purchases in this category.
Magazines:
$200 will be spent on ordering additional magazine titles of interest to teens and locating them in the
Young Adult collection. Some new titles will be ordered, and some second copies of popular magazine
titles will be added.
Type Dollar Amount %
Fiction (35%)
Leisure Read Fiction:
Paperback fiction supporting the interests described $1,500 15%
by Teens in our focus groups and surveys:
mysteries, romance, fantasy and short stories
High School Required Reading Lists
Multiple copies of required reading $1,000 10%
Books on Tapes $1,000 10%
Non Fiction: $6,300 (65%)
Popular biographies
UFO' s/Occult/New Age
Sociology (Opposing Viewpoints series)
Computers/Technology
SAT & other Tes! Books
College Placement Materials (circulating copies)
Cliff's Notes
Basic Math/Advanced Math
Inventions & Inventors
Extreme sports
Magazines: $ 200 2%
3
9. Please describe your plans for the promotion of the collection that will be purchased. (Limit
your answer to space provided.)
The Rancho Cucamonga Public Library has a strong working relationship with the local paper,
The Inland Valley Dally Bulletin. Already a major sponsor of the Library's annual Telethon, the
Bulletin also supports the Library's Adult and Children's Literacy programs and actively invites
press releases promoting other library events and services.
In addition to routine press releases to the Dally Bulletin, the Los Angeles Times "Our Times"
local addition, and the San Bernardino Sun, the Library would use both Jr. High and High
Schools newspapers to alert students to the new collection.
In responding to our question about how we get information to students, our focus group
recommended their school papers, their school librarians and their teachers as their best source of
information. Staffwill follow up on those recommendations.
Our survey showed us that our Teens are very Web oriented. We will use our Web Site, located
at www.rancho-cucamonga.lib.ca.us, to promote the collection. Our Web Site offers a Teen
Page that will feature updates on the materials added and help promote some of the special
events to highlight the collection.
Two events are currently planned:
Fall: Scheduled for a Friday afternoon, the library will be transformed into a miniature golf site
and whiffie ball golf tournament will be performed for teens, leading them through selected
library services and materials.
Spring: In conjunction with Community Services, a Youth Career and College Fair will be held,
promoting library materials that will help teens with the tough future choices they face. This
suggestion came from the focus group.
4
10. On behalfof(libraryjurisdiction). Rancho Cucamoncja Public: Library
for the (library) Rancho C'ucamonc;a Public Library - Main
I will accept a Library Services and Technology Act grant awmd of $ 3.o,ooo for the
Youth Sen'ices Materials Grant Program of 1998-1999. I agree to the conditions of this
award and stipulate that the funds will be used for the purchase of youth materials that meet
the needs of children or young adults, and that materials will be processed and made
availableF~tly. I understand that all funds must be expended by
September 30, 1999, or
retumedl,tothe~StateLibf?y. ~_ ~ /
Title L~.brarv Director 'Q~J~
Library. ~ancho Cucamonga Public L±brar¥
Malting Address 7368 ~rchibalcl /~venue
City Rancho Cucamonga Zip Code 91730
Telephone Number (909} 948-99QQ TelefacsimileNumber t909~ q~9-8966
E-mail Address dclark@ci.rancho-cucamonga, ca.us
Please submit this original signed application, and five copies no later than 4:00 p.m. on
Iuesdav, Juh' 20, 1999.
California State Library
Library Development Services Bureau
Youth Services Materials Grant Program
P.O. Box 942837 (900 "N" Street, 5'~ Floor)
Sacramento, CA 94237-0001 (Sacramento, CA 95814)
s
The Rancho Cucamonga Public Library is applying for a grant to purchase $10,000 worth
of new materials for teens. To help us purchase materials you might want to borrow--
and to help us qualify for the grant--would you complete the questions below and return
this form to any member of the Children's Department staff. Thank you for helping!
1. Do you read for pleasure and if yes, what kinds of books do you enjoy reading
(mystery, fact, romance, humor, etc.)?
2. To be competitive in your school work, what kinds of books do you need to
borrow fi.om your public library?
3. What materials, besides books, do you need your public library to make available
to you?
4. What resources do you currently use to complete school projects?
5. How can your public library help you to do better in school?
6. How can your public library help you do better at home?
7. What question do you wish we had asked you--but didn't?
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: August 5, 1999
TO: President and Members of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Director
SUBJECT: STATUS OF 1998/99 CLOSEOUT BUDGET
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A shows revenues received in 1998/99.
Schedule B shows library expenditures to date in 1998/99.
isubmitted,
lq
Schedule A
LIBRARY BUDGET Estimated Amount %
FISCAL YEAR Revenue Received Received
REVENUE WORKSHEET FY 98/99
As of June 30, 1999
O2-3900 1020 Library Prop Tax Secured $854,000 $828,008 97%
02-3900 1030 Library Prop Tax Unsec. $27,710 $29,244 106%
02-3900 1040 Library Prop Tax Pre Yr $14,560 $20,367 140%
02-3900 1065 Library Prop Tax Supp. $2,010 $2,473 123%
02-3900 4600 Interest Earnings $8,000 $7,466 93%
O2-3901 1502 CLSA Direct Loan $32,000 $44,920 140%
O2-3901 1506 Library card sales $200 $655 327%
O2-3901 1507 Library Fines & Fees $97,000 $123,117 127%
O2-3901 1508 Media Rentals $62,500 $58,967 94%
O2-3901 1509 Information Service Fees $2,500 $3,159 126%
O2-3901 1510 Private Contributions $50,000 $61,078 122%
O2-3901 1511 Public Library Foundation $139,140 $139,140 100%
O2-3901 1513 Contribution/Fund Raising $27,000 $20,000 74%
Foundation
O2-3901-1514 Credit Card Income $3,000 $2,724 91%
O2-3901-7910 Tech CentedPhotocopy Income $20,000 $11,086 55%
02-3992 8000 Transfer In: Literacy $8,390 $4,000 48%
02-3992-8000 Transfer In: Co. Payment $100,000 $100,000 100%
TOTAL LIBRARY FUND $1,448,010 $1,456,404 101%
Estimated over/under receipts: $8,394
LIBRARY EXPENDITURES JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TOTALS SPENT PER FUNDS %
1998/99 CATEGORY REMAINING SPENT
PERSONNEL
1100 REGULAR SALARIES $450,530 $21,C68 $33,685 $33,971 $50,729 $37,027 $33,819 $33,984 $34,149 $34,149 $51,785 $34,354 $34,354 $450,530 $450,530 $0 100%
1200 OVERTIME SALARIES $0 $6 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $6 $0 $0 0%
1300 PART TIME SALARIES $280,625 $8,423 $19,227 $23,346 $31,943 $21,046 $23,070 $19,249 $23,356 $21,542 $33,999 $22,759 $32,664 $280,625 $280,625 $6 100%
1900 FRINGE BENEFITS $174,290 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $14,524 $174,288 $174,288 $2 100%
TOTAL PERSONNEL $905,445 $44,015 $67,435 $71,841 $97,196 S72,596 $71,413 $67,757 $72,029 S70,218 S100,308 $71,637 $81,542 $887,986 $908,443 $2 100%
OPERATIONS
3100 TRAVEl. & MEETINGS $0,800 $4,286 $1,214 78%
ALA Conference ($202) ($113) ($315)
Urban Libraries Workshop $781 $781
Karatsu-workshops $95 $95
Meeting Supplies $43 $11 $279 $69 $17 $106 $150 $674
California A~r Tickets $512 ($236) $276
ILS Workshops $45 $50 $25 $120
CLA Conference $1,686 $245 $258 $2,189
CALTAC Wod(shop $69 $69
CLA Legislative Day $200 $197 $397
3300 M[LEAGE $$,000 $4,108 $892 82%
Petty Cash $0
Cemputer supplies $42 $119 $205 $365
Stationery $4f I $411
Federal Express $28 $17 $16 $25 $80
Board Supplies $79 $75 $154
Special program Supplies $6,0C0 $0 $6,253 $1,747 78%
Children's Supplies $77 $48 $55 $4 $31 $136 $18 $33 $6 $274 $47 $729
Children's Programs - Friends $4 $5 $27 $523 $45 $603
Administration Office supplies $199 $199
Tach Center $0
Meving message sign $0
Summer Reading PrOgram (FR) $692 $355 $335 $347 $300 $2.030
Foundation Expenses $240 $5 $6 $251
Literacy Projects $6
Volunteer Supplies $43 $259 $144 $39 $1,940 $15 $2,439
Reference On-line $2 $2
Adveriising/Promations $3,000 $0 $42 $2,958 1%
National Library Week - Friends $30 $30
Recruitments $0
Telethon $12 $12
Float (Friends funded) $0
Books/Materials $116,830 $0 $106,201 $10,629 91%
Bookstore rush $15 $1,000 $5 $100 $400 $1,520
Childrens Books $1,384 $12 $369 $7,211 $5,491 $5,0C0 $1,257 $198 $2,000 $100 $1,039 $24,061
Adult Books $19,434 $254 $6,371 $775 $10,218 $2,574 $69 $9 $600 $40,303
Reference Books $572 $441 $124 $183 $194 $1,489 $1,129 $317 $34 $558 $348 857 $5,446
Reference CD's $750 $17,000 $17,750
Circulating Instructional CD's $0
Large Print Books - Friends $2,211 $2,211
BcOkS on Tape ~ Friends $4,099 $12 $500 $16 $20 $45 $73 $35 $91 $4,891
Video $152 $1.0C0 $631 $1.885 $388 $81 $500 $300 $234 $425 $5.600
CD'S (music) $2,013 $1,C00 $1,000 $4,013
Spanish Language $100 $306 $406
Magazines/Publications $10.000 $2.138 $41 $113 $500 $6,870 $64 $219 $9.944 $9.944 $56 99%
Training $1.500 $310 $1.0(X3 $1.310 $1.310 $190 87%
Bindery $1.000 $1.000 $1.000 $1.000 $6 100%
3932 Equipment Maint/Oeprec. $9,820 $1.930 $2.510 $4.,~40 $4.440 $4.440 45%
3933 Emergency Equip. Rental $0 $0 $0 $0 #DIV/~!
3956 DUES $2,100 $6 $2,059 $41 98%
American Library AssOC. $450 $195 $195 $195 $255 43%
MCLS Associate Membership $150 $150 $150 $150 $6 IC0%
Cal~omia Library Assoc $6 $85 $400 $485 $485 ($485) #DIV/~!
Inland Library system $1,500 $1,184 $1,184 $1,184 $316 79%
CALTAC 0 $40 ($40) $45 $45 $45 ($45) #DIVI0!
3960 GENERAL LIABILITY $4,220 $4,220 $4,220 $8,440 $8,440 ($4,220) 200%
6028 CONTRACT SERVICES $178,150 $3,683 $3,683 $178,407 ($257) 100%
Encumbrances $10,981 $10.981
Offc Equip/Maintenance $6~000 $0 $2,582 $6,000 43%
Xerox Fund $961 $861 $861 $2,589
Book ProCessing $21,000 $1,497 $1,50~ $1,716 $3,654 $383 $2,261 $6~ $1,794 $3,000 $18,707 $16,707 $4,293 80%
OCLC $6 $76 $128 $72 $62 $39 $92 $132 $601 ($601) #DIV/0!
Landscape Maintenance $7,150 $902 $674 $437 $467 $991 $445 $445 $4,560 $4,560 52,590 64%
SB County $100,000 $100,000 $100,000 $100,0CO $6 100%
Collection Agency $9,000 $2,798 $503 $423 $640 $205 $1,188 $339 $3C6 $6,402 $6,402 $2,598 71%
Self Check Maintenance $3,000 $2,828 $2,828 $2,828 $172 94%
Telephone Maintenance $3,000 $2,772 $351 $3,123 $3,123 ($123) 104%
Computer Tech Services $29,000 $30,483 $140 630,623 $30,623 ($1,623) 105%
8019 TELEPHONE $15,000 $0 $15,995 ($995) 107%
9894277 (Rotary line) $355 $308 $311 $231 $2~6 $%136 $349 $385 $417 $425 $434 $416 $5,061
181-1185 (T1 line) $226 $443 $221 $221 $211 $206 $20~ $209 $412 $2,355
948-9900 $455 $439 $452 $462 $450 $~46 $438 $434 $465 $4,040
476-2793 (ISDN Line) $229 $217 $218 $218 $218 $211 $213 $212 $207 $1,934
980~J871 (EMS & Security) $57 $57 $56 $57 $57 $55 $59 $55 $56 $56 $564
980~1361 (Elevator) $28 $28 $28 $28 $28 $27 $27 $27 $27 $28 $276
987-3271 (Irrigation Sprink) $24 $24 $24 $24 $24 $23 $23 $23 $24 $24 $235
987-9671 $234 $234
989~904 (Public Fax) $30 $64 $31 $32 $32 $30 $29 $29 $29 $30 $30 $368
481 ~724 $262 $28 $289
MCI $66 $72 $66 $73 $134 $68 $72 $85 $637
8021 WATER UTILITrES $3,000 $2,313 $687 77%
Inside Use $325 $264 $241 $254 $1,084
Landscaping $435 $293 $138 $37 $903
Fireline water $37 $37 $37 $37 $179 $326
CAPITAL OUTLAY
7047 COMPUTER EQUIPMENT $15,000 $0 $9,525 $6,475 64%
Dynix Software $6,371 $3,154 $9,525
$6
Dynix Hardware
TOTAL LIBRARY BUDGET $1,359,380 $85,465 $123,396 $90,358 $127,701 $91,725 $98,065 $84,988 $186,163 $101,099 $111,395 $67,026 $108,504 $1,295,887 $1,308,661 $49,719 96%
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: August 5, 1999
TO: President and Members of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Director
SUBJECT: STATUS OF 1999/2000 BUDGET
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A, titled Revenue Report July 1999 available at the meeting.
Schedule B, titled Balance Sheet July FY 1999/2000" available at the meeting.
Schedule C*, titled Library Expenditures 1999/2000" is an accounting of all funds expended so far this
fiscal year, showing 8% of library funds expended or encumbered at 8% into the fiscal year. Also included
are the expenditure figures for Literacy and Redevelopment Agency funds.
illysubmitted,
* Funds encumbered through July 27, 1999.
Schedule C
LIBRARY EXPENDITURES JUL TOTALS SPENT PER FUNDS % % OF
1999/2000 CATEGORY REMAINING SPENT YEAR I
PERSONNEL
1100 REGULAR SALARIES $519,960 $36,046 $36,048 $36,046 $483,914 7%
1200 OVERTIME SALARIES $0 $0 $0 $0 $0 0%
1300 PART TIME SALARIES $302,690 8619.33'2 $0 $0 $302,660 0%
1900 FRINGE BENEFITS $200,940 $7,728.46 $7,728 $7,728 $193~212 4%
TOTAL PERSONNEL $1,023,590 $43,775 $43,775 $43,775 $979,815 4%
OPERATIONS
3100 TRAVEL & MEETINGS $5,000 $0 $8.000 0%
ALA Conference $0
Urban Libraries Workshop $0
Karatsu-workshops $0
Meeting Supplies $0
California Air Tickets $0
iLS Workshops $0
CLA Conference $0
CALTAC Workshop $0
CLA Legislative Day $0
3300 MILEAGE $5,000 $8 $4,992 0%
Auto Allowance $4,200 $0 $0 $4,200 0%
Reimbursement $800 $0 $8 $792 1%
Garcia $O
Pages $8 $8
Manela $0
National Library Week- Friends $0
Recruitments $0
Telethon $0
Float (Friends funded) $0
Books/Materials $115,000 $0 $43,766 $71,234 35%
Bookstore rush $0
Childrens Books $6,966 $6,966
Adult Books $24,529 $24,529
Reference Books $1,968 $1,968
Rental Collection $5,812 $5,812
Reference CD's $0
Circulating Instructional CD*s $0
Large Print Books - Friends $0
Books on Tape - Friends $3,491 $3,491
Video $1,000 $1,000
CD'S (music) $0
Spanish Language $0
Magazines/PubliCaUons $10,000 $155 $155 $155 $9,845 2%
Training $2,500 $0 $0 $2,5~0 0%
Bindery $1,000 $0 $0 $1,000 0%
3932 Equipment Malnt,'Deprec. $7,980 $0 $0 $7,980 0%
3956 DUES · $2,100 $0 $150 $1,990 7%
Amedcan Library Assoc. $450 $0 $0 $456 0%
MCLS Associate Membership $150 $150 $150 $150 $0 100%
California Library Assoc. $0 $0 $0 $0 #DIV/0!
Inland Library system $1,500 $0 $0 $1,500 0%
CALTAC 0 $0 $0 $0 #D]V/0!
3960 GENERAL LIABILITY $4,220 $0 $0 $4,220 0%
6028 CONTRACT SERVICES $132,000 $0 $10,254 $121,746 8%
Encumbrances $0
Offic Equip/Maintenance $6,000 $144 $144 $1,721 $5,856 29%
XerOx Fund $861 $861
Book PrOCessing $20,000 $2,000 $2,C00 $2,000 $18~000 10%
OCLC $0 $1,000 $1,000 ($1,030) #DiV/0!
S.B. County $50,0{)0 $0 $0 $50,000 0%
Collection Agency $5,000 $0 $0 $5,000 0%
Self Check Maintenance $3,000 $6,250 $6,250 $6,250 ($3,250) 208%
Telephone Maintenance $3,000 $0 $0 $3,000 0%
Computer Tech Services $35,000 $0 $0 $35,000 0%
Library Master Plan $10,000 $10,000 $10,000 $10,000 $0 100%
8019 TELEPHONE $t6,000 $0 $366 $15,634 2%
989-8277 (Rotary line) 5366 $366
181-1185 (T1 line) $0
948-99C0 $0
479-2793 (ISDN Line) $0
980-0871 (EMS & Secu~y) $0
98{%4361 (Elevator) $0
987-3271 (Irrigation Sprink.) $0
987-9671 $0
989-6904 (Public Fax) $0
481-6724 $0
MCI $0
802~i WATER UTILITIES $3,ggg $0 $3,066 0%
Inside Use $9
Landscaping $0
Fireline water $0
8022 ELECTRIC UTILITIES $48.000 $4,836 $4,836 $4,836 $43,164 10%
TOTAL LIBRARY BUDGET $t,408,390 $117,103 $117,103 $107,t22 $1,301,268 8%
CITY OF RANCHO CUCAMONGA 'x
STAFF REPORT
DATE: August 5, 1999
TO: President and Members of the Library Board
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Director
SUBJECT: UPDATE INTERNET ACCESS POLICY
RECOMMENDATION:
Approve the attached updated lnternet Access Policy after discussion.
BACKGROUND/ANALYSIS:
The following points are recommended for enhancing the Intemet access policy:
1) Strengthen language as it applies to "acceptable use" of the Internet in the library.
2) Change language on item 7, reflecting the fact that e-mail and Chat rooms are available.
3) Add statement that "any user will refrain from displaying material on a terminal if requested to do so by
a Library staff member".
FISCAL IMPACT:
None.
( Reyectfully sRbmitlte
Deborah Kaye Cl~-~]
Library Director
PUBLIC ACCESS INTERNET POLICY
PURPOSE
The profusion o£useful information available over the Intemet continues to grow and all projections
envision the Internet as a major source for providing in£ormation content in the future. The Rancho
Cucamonga Public Library can better serve community informational needs by providing access to
the Intemet for our patrons.
The purpose of this policy is to outline guidelines for use of the Intemet when accessed through
services provided by the Rancho Cucamonga Public Library.
GUIDELINES
1). The Rancho Cucamonga Public Library offers lnternet access in order to more effectively
fulfill the educational and informational needs of greater Rancho Cucarnonga community
library patrons. Use of the Internet for unauthorized, illegal or unethical purposes is
expressly forbidden by the Library.
1). Use nf public access Internet is strictly on a "first-come, first-served" basis.
2). Parents, and not the library, have the responsibility to supervise and guide the use of the
Interact by their children.
3). The Intemet-consists of resources outside of the Rancho Cucamonga Public Library. Some
material may not be completely accurate, complete or current. Some material may be
considered offensive. The Rancho Cucamonga Public Library has no control over the
material on the Internet other than what it has directly posted via its own home page. The
Rancho Cucamonga Public Library cannot assure the validity of all information, nor can it
protect the public from offensive material. The Rancho Cucamonga Public Library cannot
assure access to all resources at any given time as they may be busy, available only to
authorized persons, or may no longer be available.
4). A valid Rancho Cucamonga Public Library card and a signed "Internet Access Consent
Form" is required to access the Internet in the Technology Center. Patrons may register
for a library card and obtain consent form at the Technology Center service desk.
5). A "filtering" program may be installed on all public access Intemet terminals for use under
the following age guidelines:
a). Adults 18 and over will be logged into a non-filtered terminal unless they request
filtering.
b). Minors between the ages of 13 and 17 may use the Internet with a signed parental
consent form. This form, to be signed by a parent or legal guardian, will give the parent or
legal guardian the option of designating whether their child may use a filtered or non-filtered
Intemet terminal. Parental consent forms will be verified by staff.
c). Children under 12 will be allowed to access the Intemet in the Technology Center only
when registered by a parent or legal guardian in person. Children under 14 will have access
to the Internet in the Children's Room. This terminal will be permanently locked into
"Yahooligans." This terminal will have a predetermined time limit on it.
6). Library staff cannot provide detailed help or individual instruction on the use of the Internet
or any Web Sites the patron may be using or interested in accessing. However, staff will
make every effort to assist users with the Interuet, and may also refer users to Library
material which may be helpful.
7). The Rancho Cucamonga Public Library will provide access to the World Wide Web but
does not provide patrons with access to any other services including, but not limited to:
c-ma'2, telnet, newsgroups, FTP (file transfer protocol), Archie, Gopher, C--hat-Room~ or
IRC.
8). Any user will refrain from displaying material on a terminal if requested to do so by a
Library staff member.
8). The Rancho Cucamonga Public Library is not liable for costs incurred through patron use
of fee-based services.
9). Downloading of any files may only be done to the a: drive.
10). Files may be printed from the Intemet at a cost designated by the Library.
11). It is not appropriate to use Internet privileges to interfere with or disrupt other users, services
or equipment. Disruptions included, but are not limited to, distribution of u n s o 1 i c i t e d
advertising, harassment, propagation of computer viruses, or use of the network to make
unauthorized entry to any other machine. Patrons will not use the Internet for any illegal
activity, or place any text, data, graphics, images, messages, communications, files or other
material related to any illegal activity on the Internet.
12). The Rancho Cucamonga Public Library may suspend or terminate Internet privileges if the
Library reasonably believes that any user has violated these policy guidelines. The Rancho
Cucamonga_Public Library will review these matters on a case-by-case basis.
Adopted by the Rancho Cucamonga Public Library Board of Trustees, 09/04/97
STATISTICS JUNE 99 JUNE 98 FY 98/99 FY 97~98
Days Open 29 30 349 350
Items Borrowed 51,807 54,021 679,073 696,137
Average Daily 1,786 1,801 1,946 1,989
% Change -1% -2%
Patyons Registered 874 872 11,815 12,993
Average Dai~y 30 29 34 37
% Change 4% -9%
Information Questions 6,741 7,407 100,846 102,908
Average Daily 232 247 289 2~4
% Change 4% -2%
Items Classified 1,765 2,216 19,568 17,274
% Change -20% 13%
Volunteer Hours 411 6,025 3,713
% Change -100% 62%
teterlibrary Loan
Books Borrowed 7 10 106 85
ADULT SERVICES
Information Questions 4,321 5,255 60,433 63,083
Average Daily 149 175 173 180
% Change -15%
Programs/Classes Attendance 12 25 227 326
# of Sessions 2 2 17 12
Aver. per session 6 13 13 27
Tours/Group Visits To the Library 0 30 150 423
Number of Tours 0 2 4 19
Aver. per session 0 15 38 22
CHILDRENS SERViCES
Information Questions 2,420 2,152 40,413 39,825
Average Daily 83 72 116 114
% Change 16% 2%
Toddler Time Attendance 0 0 661 0
# of Sessions 0 0 24 0
Aver. per session 0 0 27 0
Preschool Storyflme Attendance 341 412 3,560 4,666
# of Sessions 15 16 169 175
Aver. per session 23 26 21 27
Aftsmchool StorytJme Attendance 105 164 1,587 1.372
# of Sessions 4 5 51 53
Aver. per session 26 33 31 26
Special Events Program Attendance 18 35 692 590
# of Sessions 1 6 48 49
Aver. per session 18 6 14 12
Group Visits to Library 50 93 1,181 1,293
# of Sessions I 4 56 62
Aver. per session 50 23 21 21
School Visits by Staff 0 0 765 284
# of V'~its 0 0 4 7
STATISTICS JUL 99 JUL 98 FY 9912000 FY 98~99
Days Open 27 30 27 30
Items Borrowed 56,329 60,050 56,329 60,050
Average Daily 2,086 2,002 2,086 2,002
% Change 4% 4%
Patrons Registered 844 1,022 844 1,022
Average Daily 31 34 31 34
% Change -8% -8%
Information Questions 6,787 6,899 6,787 7,220
Average Daily 251 230 251 241
% Change 9% 4%
Items Classified 1,605 1,716 1,605 1,716
% Change -6% -6%
Volunteer Hours 743 619 743 619
% Change 20% 20%
ADULT SERVICES
Information Questions 4,752 5,100 4,752 5,100
Ave rage Daily 176 170 176 170
% Change 4% 4%
Programs/Classes Attendance 0 0 0 0
# of Sessions 0 0 0 0
Aver. per session 0 0 0 0
ToureJGroup Visits Attendance 40 0 0 0
# of Sessions 1 0 0 0
Aver. per session 40 0 0 0
CHILDRENS SERVICES
Information Questions 2,035 1,799 2,035 1,799
Average Daily 75 60 75 60
% Change 26% 25%
Toddler Time 96 0 94 0
# of Sessions 4 0 4 0
Aver. Per session 24 0 24 0
Preschool Sto~/fime Attendance 390 377 390 377
# of Sessions 16 15 16 15
Aver. per session 24 25 24 25
Afterschool Storyfime Attendance 293 282 293 282
# of Sessions 8 8 8 8
Aver. per session 37 35 37 35
Special Events Program Attendance 0 42 0 42
# of Sessions 0 7 0 7
Aver. per session 0 6 0 6
Group Visits to Librery Attendance 85 74 85 74
# of Sessions 3 4 3 4
Aver. per session 28 19 28 19
School Visits by Staff 0 0 0 0
# of V~sits 0 0 0 0
Schedule A
C2b
REVENUE REPORT FINES MEDIA LIBRARY REF
July 1999 & FEES RENTALS SALES SERV.
July 1 $266.65 $221.95 $0.00 $0.00
July 2 $283.91 $202.60 $8.35 $2.00
July 3 $176.35 $232.50 $0.00 $0.00
July 4 & 5 - closed
July 6 $642.34 $381.34 $5.56 $3.00
July 7 $430.60 $252.54 $0.00 $2.00
July 8 $369.05 $247.43 $0.00 $3.00
July 9 $270.85 $175.66 $2.78 $0.00
July 10 & 11 $433.20 $346.67 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
12-Jul $160.30 $77.30 $0.00 $0.00
July 13
July 14
July 15 $508.92 $391.09 $2.78 $0.00
July 16 $321.00 $242.93 $0.00 $0.00
July 17 & 18 $406.65 $280.41 $0.00 $3.70
$0.00 $0.00 $0.00 $0.00
July 19 $580.00 $185.51 $5.56 $10.00
July 20 $307.37 $268.06 $0.00 $0.00
July 21 $345.35 $218.50 $0.00 $3.00
July 22 $356.35 $287.87 $0.00 $0.00
July 23 $211.08 $152.95 $0.00 $0.00
July 24 & 25 $240.79 $307.44 $1.86 $0.00
$0.00 $0,00 $0.00 $0.00
July 26 $439.27 $192.13 $2.78 $0.00
July 27 $420.54 $209.39 $2.78 $11.00
July 28 $397.59 $270.86 SQ00 $3.00
July 29 $302.24 $256.31 $0.00 $0.00
July 30 $162.55 $197.52 $0.00 $0.00
July 31 $192.25 $295.46 $0.00 $0.00
TOTALS: $8,225.20 $5,894.45 $32.45 $40.70
Less refunds $7,302.20
July 98 TOTALS $6,977.66 $5,875.46 $26.96 $47.40
% CHANGE 5% 0% 20% -14%
9812000 Rev 98/99 Rev.
TOTAL LIBRARY INCOME $13,270 $12,927
99/2000 Proj.
Daily Average Fines $251.80 $285.72
Daily Average Media $228.97 $178.58
Daily Average Sales $1.85 $0.00
Daily Average Ref. Fees $1.11 $8.57
DAILY TOTALS $483.73 $472.87
GAIN/LOSS ON PRO J: $337
PERSONNEL EXPENSES
Part time Salades $17,239 $23,284
GAIN/LOSS ON PRO J: $6,045
BALANCE $6,381.98
Schedule B
C2b
BALANCE SHEET
JULY
FY 199912000
Revenues Earned Projected Loss/Gain
Fines & Fees $7,302 $7,857 ($555) -7.1%
Media Rentals $5,875 $4,906 $970 19.8%
Sales $32 $0 $32
APS $1,800 $1,666 $134 8.0%
Information Services Fees $41 $79 ($38) -48.2%
Misc. Revenues $0 $0 $0
Totals: $15,051 $14,507 $544 3.7%
Part Time Salaries Spent Projected Loss/Gain
$18,652 $23,284 $4,632
Balance for
Year through July $5,176
Projected End of the Year
Donations: Received Projected Over/Under
Friends $10,000 $50,000 ($40,000)
Foundation $0 $20,000 ($20,000)
DATE: August 5, 1999
TO: President and Members of the Library Board of Trustees
President and Members of the Library Foundation Board
FROM: Deborah Kaye Clark, Library Director
SUBJECT: Monthly Report: July in Review
1) FLOOD
On Monday, July 12, at approximately 3 p.m., a water main broke in the Men's Room on
the first floor of the library. Fortunately for us, a member of the Facilities Team was in
the building and quickly moved to shut offthe water (located on the street outside the
building).
In spite of his quick action, 5 minutes ora broken 2" pipe took their toll, as flooding
occurred over 1/3 of the lower level of the library.
Library staff called the Fire Department for assistance, and while the Facilities crew
worked to control the problem, Firefightem arrived to help pump up the water and limit
the damage.
The Library was closed to service for the remainder of Monday due to the safety hazard,
after consultation with the City's Risk Manager, Mary Teagarden and the City Manager's
Office.
Following up quickly on the crisis, Dale Catron, Facilities Supervisor, obtained the
services of an Environmental Specialist who discovered that water had already penetrated
the walls. Without immediate containment, the City risked further damage and mold--a
costly environmental ba?ard.
Approval was immediately obtained to begin removal of damaged dry wall, to measure
moisture content of remaining walls, and confn'm that all damage was contained. Work
continued round the clock to remove wet dry wall as the Library remained closed during
Iuesday.
On Wednesday, to guarantee some degree of Library Services and provide full Children's
Services and storytimes, the Library relocated terminals and provided a Circulation Desk
on the second floor. First floor services were limited. Telephone reference was available
and staff met requests for books and services in areas not made inaccessible by the
construction.
Visitors were greeted with fliers and explanations on what occurred. Citizens expressed
astonishment at how much the City crews were able to accomplish so quickly!
By Thursday, we were open again for service. We might not look as pretty--but we were
proud to work in a City where problems were addressed so quickly and the loss of service
to the public placed our need at the highest level of city response.
Presently, Facilities is working hard to retum the Library to the level of excellence they
expect. Wall covering is being ordered and the first extraction was performed on the
carpeting in an attempt to remove the stains.
We'll be looking great again in no time!
2. LONG AGO AND FAR AWAY!
In the midst of all the turmoil, the Summer Reading Program is churning away. Kids
were more than happy to trudge through water to get up the stairs...(I'm surprised Nina
didn't turn the water into the castle moat!)
So far this year 1,934 youngsters have participated in the program which continues for
two more weeks. The enrollees are as follows:
Jesters (Read to Me) 525
Dragons (6-12) 1,315
Young Adults 94
Congratulations to our terrific Children's Team who are deep in the midst of final
planning for the Medieval Faire. Scheduled to take place in the Library, this summer
event is the reward to our youngsters for reading the required number of books in their
level.
3. Y2K READY OR NOT...
Robert Karatsu, Principal Librarian, has been working to bring in the final bid on the
upgrade of the Dynix System that will take care of the final "bugs" of the Y2K issues for
the library computer system. Thanks to some involvement from Joe Kamrani, Senior
Information Systems Analyst, a purchase requisition has been signed and the new system
will be delivered shortly. And then the fun begins ....
4. WELCOME THE FOLLOWING NEW ADDITIONS TO OUR FULL TIME
STAFF
Attached you will find a memo welcoming our three new full time employees,
representing two positions in Circulation and one position split between Adult Literacy
and Children's Services.
5) CHILDREN'S SERVICES GRANT
More good news! Late in June, the State Library discovered more money that needed to
be spent quickly and assembled a competitive grant process to award $10,000 and $5,000
grants to libraries to purchase either materials for children 6 to 12 or 12-17.
For this process, we chose the Young Adult audience as our area of greatest need. This
process happened so quickly that we wrote a grant in a week and received a positive
response in a second week.
The State Library was dealing with a very tight timeframe, so all money needs to be
encumbered by September 30.
Below is an outline of where we are spending the funds, which should purchase
somewhere over 500 items:
Fiction
General Genre $1,500
Teen Reading Lists 1,000
Books on Tape 1,000
NonFiction
Biographies 750
Parapsychology 500
Current events 1,200
Computers/Technology 500
College Prop & Placement 500
CliffNotes 1,100
Math 500
Inventions/Science 500
Extreme Sports 250
A copy of the text supporting the grant request is attached for your information.
6) DONOR WALL
Thanks to some great PR work by City Manager Jack Lam, a $10,000 donation to build
the donor wall was garnered from Stone and Youngberg, one of the City's financial
consultants.
The Donor Wall committee met and is collecting data on the costs of three different
design approaches. The committee will meet again to determine which design best meets
our needs and our financial resources.
CITY OF RANCHO CUCAMONGA
MEMORANDUM
DATE: August 5, 1999
TO: Library Staff
FROM: Deborah Kaye l~I~rary Director
SUBJECT: Congratulations To Our New Full Time Employees
This year's budget has brought three new and exiting changes to our staff: the
opportunity to hire on three additional full time employees.
The interviews are over, the tough decisions made and here's are the names that go with
the faces we are fortunate in seeing even more often in the near future!
Lori Hopkins: Officially on board, with the physical exam behind her, Loft will be back
with us on August 18. She will now be spending all 40 hours per week with us and will
be splitting that time between Adult Literacy, the Back to Basics program and Children's
Services.
Jacqule Cox: We're welcoming back Jacquie with an invitation to spend more ;fine with
us! Jacquie will be the only Full Time Page II and will continue to be in charge of
volunteers as well as keeping tabs of our building supply needs and those inevitable tax
forms. Jacquie will also be cross trained at the Circulation Desk and to support
Children's Services. Official starting date of new duties: September 7.
Tracy Yniguez: Again, our one and only full time Page. Tracy will be in charge of
training new Pages; will learn all of the in-s and our's for repair of materials, and will
serve as Jacquie's back up. She will also continue to work as an A-I Page! Official
starting date of new duties: September 7.
Congratulations to all of the above. They all richly deserve the honor of working harder
than ever and we welcome them!
YOUTH SERVICES MATERIALS GRANT PROGRAM
1998-1999
1. Applicant Jurisdiction Rancho C'ucaraonga Public Library
2. Library Branch, station~ or bookmobile (if applicable). (This will be referred to as the "applicant site
3. District: State Assembly 63 State Senate
House 42, 40
4. Type of materials to be purchased (select one)
Children's Materials Young Adult Materials
5. Grant Amount (select one)
$5,000 xx $10,000
The defmilion ora "branch" and "station" can be found on page 2 of this maalng
: 6. Please describe your library service area (demographic data, youth population, etc.)
Please confine your answer to this page only, do not attach additional sheets.
DESCRIPTION: A farnily oriented community with an emphasis on youth
Located on 29 square miles in San Bemardino County, Rancho Cucamonga, a city of 120,000
people, is one of Southern Califomia's most family oriemed communities. The 1990 census
shows a mean age of 25.3 years, with the largest population group the 30-39 year old baby
boomer group. The second largest group was their 0-9 year old children. Nearly ten years later,
projections show the highest percentages of youth to be now in their teen years.
SCHOOL ENROLLMENT: Estimated 15,000 teens, aged 12 to 18
Rancho Cucamonga is served by 5 separate school districts. High School service is provided by
the Chaffey Union High School District through three local schools: Alta Loma High, Etiwanda
High and Rancho Cucamonga High. Combined enrollment for the three schools in 1997/98 was
8,657 students.
Middle School students are served by Alta Loma Junior High, Cucamonga Middle School,
Etiwanda Intermediate, Rancho Cucamonga Middle, Ruth Musser Middle, Summit Intermediate
and Vineyard Junior High. Combined ertrollment for these schools in 1997/98 was 6,308.
ETHNICITY: Hispanic enrollment figures average 30%
The ethnic breakdown of our target service group (teens 12 to 18) is as follows:
Student Ethnic Enrollment Hispanic Black Asian White Other Free Lunch
QualhScation
High Schools
Alta Loma 25.6% 7.7% 2.7% 62.6% 1.4% 10.0%
Et~,wanda 23.7% 13.7% 5.9% 52.7% 4.0% 7.0%
Rancho Cucamonga 25.1% 11.6% 5.7% 53.9% 3.7% 8.0%
Middle Schools
Alta Loma Junior High 17.0% 6.0% 4.0% 72.0% 1.0% 14.0%
Cucamonga Middle 36 0% 9.0% 3.0% 52.0% 0.0% 37.0%
Etiwanda Intem~:liate 29.0% 15.0% 12.0% 45.0% 0.0% 20.0%
Rancho Cucamonga Middle 56.0% 19.0% 3.0% 22.0% 0.0% 60.0%
Ruther Musser Middle 26.0% 14.0% 7.0% 52.0% 1.0% 22.0%
Summit Intermediate 27.0% 13.0% 12.0% 48.0% 0.0% 16.0%
V'meyall:l Junior High 17.0% 8.0% 7.0% 68.0% 0.0% 11.0%
Average 29,7% 12.0% 6.9% 51.3% 0,3% 25.7%
ECONOMICALLY DISADVANTAGED: Approximately 26% of the enrolled youngsters
qualify for the free lunch subsidy awarded to families earning below $29,000 per year.
7. Please identify the types of materials that are needed in your collection and how that need was
determined (was there input from children and/or young adults, etc.). Please confine your
answer to this page only, do not attach additional sheets.
Currently, 24,522 borrowers using the Rancho Cucamonga Public Library--or 26% of our total user
population--are "young adults" between the ages of 12 to 18. In reviewing borrowing statistics, on
average 22% of the materials borrowed are loaned to young adults. The collection has 2,981 fiction
titles--approximately .2 books per teen! In 1998, the Young Adult Collection was shifted to the second
floor, housed opposite the new Technology Center. Thanks to that move, in fiscal year 1998/99, the
circulation of regular Young Adult materials jumped 27.7% and the paperback collection increased its
use by 12.7%. It is impossible to meet current demand with the existing collection and the vote was
unanimous on staff to use this grant cycle in an attempt to increase the young adult collection.
To assess what resources would prove most valuable for at teens, three approaches were used:
1. A survey was distributed to the 35 teens currently volunteering in the library. (Attached)
2. A focus group meeting was held with 8 of the teens most interested in the project.
3. Selectors in the area of Young Adult Fiction and all Non Fiction collections assessed
their collections and circulation figures to determine areas of greatest use and items
receiving the greatest number of holds and requests for additional materials
The focus group and survey results both showed the need for leisure reading materials and for materials
that support the formal education process. However, during the focus group discussion, an interesting
schism appeared between the ~'regular" students interested in leisure reading and the college preparatory
students who felt they "had no time" for leisure reading and emphasized the need for school materials
support and materials from reading lists.
Emphasized throughout the surveys and repeated in the focus group was the need for multiple copies of
popular titles and assigned titles. Students expressed frustration at their inability to obtain a needed
book because "all the copies are checked out". Most often expressed was the need for "more". While
appreciative of the existing services, young people emphasized the need for current information or
materials deliverable "now"--at the first point of contact, not by placing a hold or through interlibrary
loan. Many of the students had Intemet access through school or at home. They looked to the library to
supplement information already found on-line and help them utilize on-line services more effectively.
Both focus group and the surveys supported staff's initial collection development study, which
emphasized the purchase of paperbacks for leisure reading and targeted very specific subject areas for
development. For leisure reading, paperbacks were still the most popular format with teens, but a high
number of participants said they enjoyed books on tape for the speed of absorption--and their ability to
listen while working on another project. Still others emphasized the importance of magazines. Many
could not afford subscriptions to their favorites, but enjoyed reading the new copy at the library.
Surprising to the staff, students requested a collection of ClitTs Notes as a number one priority not
currently existing at the library. Students also perceived a need for a broader range of critical analysis
materials beyond CLC. In addition to basic math and science, advanced materials were also requested.
Biographies about current personalities were high on the list as were new sports books, self help books
and "lots of copies" of popular releases like "Chicken Soup for the Teenage Soul".
8. Please describe the types of materials (either children's or young adult) that you plan to select
and purchase. (Limit your answer to space provided).
Non Fiction:
Emphasis was placed on non-fiction titles, with 65% of the funds directed in that area. Those students in
our survey and focus groups often read non-fiction for their leisure activities as well as using non fiction
to support their school assignments.
Fiction:
Receiving 35% of the funds, Fiction materials will be purchased largely by genre for leisure reading.
The school support fiction will be purchased using reading lists provided by English Literature teachers.
Spanish Language/Culture:
10% of the funds will be spent on materials of interest to the Hispanic teen population. While Rancho
Cucamonga has a large Hispanic population, only a small percentage could be considered "linguistically
isolated". Therefore, culture as well as language will be used to determine purchases in this category.
Magazines:
$200 will be spent on ordering additional magazine titles of interest to teens and locating them in the
Young Adult collection. Some new titles will be ordered, and some second copies of popular magazine
tires will be added.
Type Dollar Amount ~
Fiction (35%)
Leisure Read Fiction:
Paperback fiction supporting the interests described $1,500 15%
by Teens in our focus groups and surveys:
mysteries, romance, fantasy and short stories
High School Required Reading Lists
Multiple copies of required reading $1,000 10%
Books on Tapes $1,000 10%
Non Fiction: $6,300 (65%)
Popular biographies
LIFO' s/Occult/New Age
Sociology (Opposing Viewpoints series)
Computers/Technology
SAT & other Test Books
College Placement Materials (circulating copies)
ClifFs Notes
Basic Math/Advanced Math
Inventions & Inventors
Extreme sports
Magazines: $ 200 2%
9. Please describe your plans for the promotion of the collection that will be purchased. (Limit
your answer to space provided.)
The Rancho Cucamonga Public Library has a strong working relationship with the local paper,
The Inland Valley Daily Bulletin. Already a major sponsor of the Library's annual Telethon, the
Bulletin also supports the Library's Adult and Children's Literacy programs and actively invites
press releases promoting other library events and services.
In addition to routine press releases to the Dally Bulletin, the Los Angeles Times "Our Times"
local addition, and the San Bemardino Sun, the Library would use both Jr. High and High
Schools newspapers to alert students to the new collection.
In responding to our question about how we get information to students, our focus group
recommended their school papers, their school librarians and their teachers as their best source of
information. Staffwill follow up on those recommendations.
Our survey showed us that our Teens are very Web oriented. We will use our Web Site, located
at www.rancho-cucamonga, lib.ca.us, to promote the collection. Our Web Site offers a Teen
Page that will feature updates on the materials added and help promote some of the special
events to highlight the collection.
Two events are currently planned:
Fall: Scheduled for a Friday afternoon, the library will be transformed into a miniature golf site
and whiffle ball golf tournament will be performed for teens, leading them through selected
library services and materials.
Spring: In conjunction with Community Services, a Youth Career and College Fair will be held,
promoting library materials that will help teens with the tough future choices they face. This
suggestion came from the focus group.
The Rancho Cucamonga Public Library is applying for a grant to purchase $10,000 worth
of new materials for teens. To help us purchase materials you might want to borrow--
and to help us qualiff, for the grant--would you complete the questions below and return
this form to any member of the Children's Department staff. Thank you for helping!
1. Do you read for pleasure and if yes, what kinds of books do you enjoy reading
(mystery, fact, romance, humor, etc.).'?
2. To be competitive in your school work, what kinds of books do you need to
borrow from your public library?
3. What materials, besides books, do you need your public library to make available
to you?
4. What resources do you currently use to complete school projects?
5. How can your public library help you to do better in school?
6. How can your public library help you do better at home?
7. What question do you wish we had asked you--but didn't?
· FACILITATION · TRAINING · CONSULTATION~i'
Becoming an Effective Public Library
Commissioner/Trustee/Suppor~r
July 15, 1999
P.O. BOX ~053 ON0_AND. CAUFORNU~ 94S6~ (510) 53~-~04 · SAGO. (916) 483-9~2
o 1989, 8r~4er emi A~o~d~te.. No part of thio peebt may be rel)~O4u~cl without j)en~lon ~rom Miz~lm 8hider. '
UNDERSTANDING GROUP DYNAMICS
DEFINITIONS:
Grouo: A collection of one or more people who meet somewhat regularly to
pursue one or more common goals.
An Eff ive Grou : A group that achieves and maintains high levels of task
performance and member satisfaction.
Gr u D nam/cs: Forces within groups that effect the group's task perform-
ance and member satisfaction. The study of behavior in groups.
~: A tendency for groups which are highly cohesive to lose their
ability to critically evaluate the members' ideas/suggestions.
Team: A group of people (two or more) with a common mission/purpose,
goals and objectives, clear expectations of each other, a process for
resolving conflict within the team and respect for one another.
KEY ELEMENTS OF GROUP DYNAMICS:
Group Develol~ment Phases/Staqes: · Getting to Know You Phase
· Working/Middle Phase
· Termination/Final Phase
~: Behavior which is expected of group members and is largely
determined by the collective will of the group (e.g., norms regarding: the
amount of work to be accomplished each day, arrival time at wc~rk, pre-
paredness for meetings)
Gro C h iv nes : The degree to which members are attracted to and
motivated to remain a part of the group. The more cohesive a group is,
the more likely it is to conform to group norms.
THE COMMUNICATED' MESSAGE
oice Tone 38 Non-Verbal 55%
(Dr. Albert Mehrabian, UCLA)
3
TYPES OF BOARDS ~~L~+.
STATUTORY AUTHORITY
The specific law or ordinance.which establishes the public library commission or
board of trustees determines the responsibilities, level of authority, method of
appointment, term of office and provisions for removal from office. It is essential
that the trustees/commissioners and staff are familiar with the ordinance or law in
order to understand their separate functions and to be able to work together
effectively. Trustees or commissioners may operate very differently from one com-
munity to another because of the statutory authority given to them.
ADVISORy AND ADMINISTRATIVE BOARDS
According to the CALTAC Trustee Tool Kit for Library Leadershio:
· Advisory library boards are designated as such when:
1. the head librarian is appointed by the mayor, mayor and city
council, city manager, county board of supervisors or other
county chief administrator
2. the head librarian submits the library budget directly to the
mayor, may and city council, city manager, county board of
supervisors or other county chief administrator
· Trustees/commissioners who serve in an a~LV~LL~C~[E~ need to
understand:
1. whom they may and may not advise legally according to the
statutory authority (e.g., some advise the city council, the mayor,
the head librarian or a combination of people while some trustees/
commissioners are mandated to advise the council only and not
advise the head librarian)
2. on what policies and issues they may give advise
3. that they do not hire, fire or direct (rather they work with) the
head librarian
4. that they do not prepare or approve the budget but. ac.t.in an
advisory capacity
· Adminiatrative library boaEds are designated as such when the library
board has:
1. authority for appointing the head librarian
2. authority for approving the library's operating budget
3. the responsibility for determining personnel, fiscal and adminis- trative policies (preferably in conjunction with the head librarian)
TEAM AND TEAM BUILDING DEFINITIONS
TEAM--two or more people who have mutual respect and who need to
work together and influence each other in order to accomplish
tasks and make decisions effectively and efficiently
TEAM BUILDING--an ongoing collaborative group process designed to
improve working relationships and problem solving among team
members
TEAM BUILDING IS NOT:
· a process for losing one's individuality
· being unwilling to disagree
· "group think"--a tendency for a group that is very cohesive to
lose the ability to critically evaluate the members' suggestions/
ideas
· a confrontational process or a way to handle personal vendettas
· a polarizing process
· focused only on relationships but is concerned with task-development
and implementation as well
STEPS TO EFFECTIVE STRATEGIC PLANNING: A GENERIC GUIDE
Marilyn M. Snider, Strategic Planning Process Designer and Facilitator
Snider and Associates, P.O. Box 13053, Oakland, CA 94661
(510) 531-2904, Fax (510) 530-1568 or (916) 483-9802
1. Assess the: · Internal Strengths of the Organization
· Internal Weaknesses of the Organization
· External Opportunities (e.g., social, economic, political,
technological, demographic trends and issues) Which
Will Have a ~ on the Organization
· External Threats Which Will Have a Ne~]ative Impact on
the Organization
2. Identify a Mission/Purpose Statement for the Organization (one
sentence which states why the organization exists and who it
serves).
Examples:
The purpose of the California Library Services Board is to
encourage and enable libraries statewide to share their
resources.
The mission of the State and Consumer Services Agency
is to protect and inform consumers and enable the delivery
of cost-effective state services to the public and the taxpayer.
The artistic mission of the Oakland Ballet is to both preserve
and create dance history.
The mission of Snider and Associates is to facilitate productive,
harmonious working relationships and clearly defined, effective
strategic plans.
3. Identify a Vision Statement (what the organization should become).
Examples:
In 2015, Oakland will be a thriving economic center composed
of diverse and profitable businesses, enhanced by fiscally re-
sponsible and innovative government, and supported by a skill-.-'
ed and educated multiculturel workforce.
Oakland: Sharing the Vision--Expanded Economic Base
Task Force Vision Statement
Our vision for San Rafael is to be a vibrant economic end cultural
center reflective of our diversity, with unique and distinct neighbor-
hoods in a beautiful natural environment, sustained by active and
informed residents and a responsive, Innovative local government.
San Rafael City Council and Management Team
J
./
7
4. Identify Core Values (what the organization values).
Examples:
Diversity
Teamwork
Creativity and initiative
5. Identify 4 or 5 Multi-Year {usually three year or five year) Goals (whlal[ the
organization needs to accomplish-broad statements of intent).
Examples:
Increase public awareness of diabetes
Improve managed care quality oversight
Position the State as an innovative and reliable business partner
Achieve financial stability
Attract and retain high quality staff
6. Identify the First Year or Six Month Strategic Objectives (indicates how the
goals will be accomplished--by when, who will be accountable, to do what
--six month objectives tend to jump-start the process and increase the level of
commitment as well as improve results).
Example: ~'~-~
By April, 1996, the Chief Investment Officer will develop an optimal
portfolio with a blend of investments that will maximize returns
within the investment risk parameters defined by the board.
By March 15, 1996, the Director of Personnel will develop and begin
implementation of cross training for staff.
7. Define an Ongoing Monitoring/Evaluating Process (that will be followedl).
Example:
Monthly, the Management Team will evaluate progress on the goals
and objectives and revise (amend, add and/or delete) objectives
as necessary.
8. At the Conclusion of Years One and Two of a Three Year Plan (or every
six months for six month objectives), Have a Planning Workshop/Retreat
to:
· Review the Organization's Mission, Vision and Values
· Evaluate Progress on the Goals and Objectives
· Review/Revise, if Necessary, the Three Year Goals
· Identify the 05jecfives for Years Two and Three, Respectively (or
for the next six months if utilizing six month objectives instead of
one year)
8
TECHNIQUES FOR POSITIVE COMMISSION/STAFF* TEAM RELATIONSHIPS
Get to Know Each Other
· In order for groups to work together effectively, time must be spent
on the "getting to know you" phase of group process.
· Commission members should talk with staff to show interest and gain
understanding of their responsibilities.
· Getting together "over food" is an easy way to get acquainted.
Refreshments prior to commission meetings create an informal atmos-
phere which allows people to get to know each other.
· Compile a commission/staff manual which includes background about
each commission and staff member. Include in it polaroid pictures to
help people call each other by name.
· Provide name tags (written largely) for commission meetings and events.
· An orientation program (including a packet of information regarding the
ordinance establishing the commission, policies, procedures, organlza-
tion chart, strategic plan, roster of commission and staff members, res-
ponsibilities of commission and staff, committee descriptions, etc.) should
be prov!ded for new commission members and staff.
Communi a I ri
· Communicate openly and honestly. No hidden agendas.
· Clearly define a problem before searching for solutions. If the
group doesn't have a common understanding of a problem, it will
not be able to agree on the solution(s).
a When trying to find solutions to a problem, brainstorm ideas (writing
the suggestions on flipchart paper so everyone can see them) first and
then evaluate them. People will speak much more freely and crea-
tively if they don't have to worry about being criticized as soon as they
make their suggestion.
· Clarify expectations and needs which commission and staff have of each
other in order to work together effectively.
· Staff and commission should have job descriptions which Clea~ly define
their responsibilities.
· Listen without judging.
a Commission and staff should state what they like (or is positive) before
stating what they don't like.
a Ask for verbal feedback and be aware of non-verbal communication.
· Realize ~hat what someone intends to say may have a different Impact
than was expected on the receiver.
· Give positive feedback. Commission and staff should set-up each other
for success. .
· Praise In public. Criticize in private. ~~
9
Strateaic Planning]
· The commission and staff should develop a mission/purpose statement
(one sentence) together.
· A vision statement and organizational values also should be part of a
strategic plan.
· Identify three-year action-oriented goals (whaf; needs to be done).
· Develop one-year objectives (by when. who will do what) for each
of the three-year goals.
· Identify and use a process to monitor the goals and objectives (it
should include a brief review of the progress at each commission
meeting).
· Review the commission's committees to see if they help achieve the
plan. It may be necessary to add some committees and delete others.
Desired Commission/Staff Relationshio
The commission/staff relationship is that of a team/partnership which includes... · Mutual respect.
· Common commitment to the mission/purpose of the commission
· Shared goals and objectives.
· Clear roles and responsibilities.
· Common information.
· Clear COmmunication processes.
· Willingness to be open and honest.
· Willingness to disagree agreeably.
· Process for conflict resolution.
· Shared responsibility.
Parliamentary Procedure
· Parliamentary procedure should be used, not abused. Know the rules.
· A motion is a proposed solution to a problem that the group may not
have agreed exists. Consequently, don't over-use the introduction of
motions.
· Don't be afraid to come to d0nsensus (everyone can support/live with the
decision, even if it isn't their favorite idea) and then vote.' C~nsensus
brings a group together. The making of motions and taking a vote often
polarizes a group--those who are for and those who are against.
· If making a motion, state '1 move that..." not "1 make a motion that..."
· There has to be a second to a motion if an individual makes it, but not
if the motion comes from a committee.
* Whenever the term "commission" Is used, it also applies to a governmental
board.
l0
BOARD/COMMISSION AND STAFF CHECKMST
THE ORGANIZATION
What is the stated purpose of the Board/Commission?
What are the functions and duties of the Board/Commission as
defined by the ordinance?
How does the Board/Commission operate (organizational structure)? · internally?
· in relation to departmental staff?
· in relation to the City Council?
· in relation to the City Manager?
Are copies of the ordinance, policies, procedures and budget given
to all Board/Commission members?
What are the current annual goals and objectives of the Board/
Commission?
What State regulations apply to the functioning of the Board/Commission?
Is the Brown Act understood and followed?
THE BOARD/COMMISSION MEMBERR
Who is each member? · Does he/she have a special skill?
· Does he/she have a special position in the community?
· Who is the Board/Commission member's constituency?
· Does he/she have a special interest in the Board/Commission's
area of concern?
Are their scheduled assignments'(such as committees of the Board
or Commission) for each member? '**
What are the occasional tasks for which each member is responsible?
THE STAFF
Who is each Staff member? · What is their particular skill?
· How long have the worked for the City? the Board/Commission?
· Does he/she have a special position in the community?
· Does he/she have a constituency?
· Doe· he/she have · special interest in the Board/Commission's
area of concern?
For what scheduled assignments is the Staff responsible?
For what records is the Staff responsible?
To whom is the Staff member immediately responsible?
THE POWER STRUCTURE
Who makes the decisions? What is the decision making process?
How is the system of communication (oral and written) structured?
Who is empowered to speak for the Board/Commission?
e To the press?
· To the Staff?
· to the City Council?
What is the extent of the Board/Commission's power? Is it advisory
or autonomous?
How is the power of the Board/Commie·ion exercised?'
What is the extent of the power of the Staff? How is it exercised?
What is the process if the Staff disagrees with the recommendation/
position taken by the Board/Commission?
CRITERIA FOR AN EFFECTIVE MEETING
Physical Set-Up Conducive to Interaction
Clear, Agreed-Upon Agenda (distributed in advance of the meeting)
Clear Ground Rules, Roles end Responsibilities
Clear Beginning and End (on time)
TImed Agenda (time Indicated about every 15 minutes)
Common Focus on Content
Common Focus on Process
Opportunity for All to Participate
Someone (usually the chair or an outside facilitator) Responsible
for Protecting Individuals from Personal, Verbal attack
Someone {usually the chair) Responsible for Maintaining an Open,
Even Flow/Pace
Everyone Well Prepared
STEPS TO A MOTION
From: Roberts's Rules of Order, Newly Revised:
1. Member #1 addresses the chair, "Madam/Mister Chairman."
2. Chair recognizes Member #1.
3. Member #1 introduces the motion, "1 move that..."
4. Member #2 seconds the motion, "1 second the motion." No
second is needed if the motion is the result of a committee's
recommendation. At this point, the motion is still the property
of the "maker" and the "seconder" of the motion.
5. Options of the chair:
a. The chair may make a statement such aa the following, "1
hear your concern about the problem and in view of our
full agenda (the complexity of the problem or wahtever
applies which will explain why the discussion should be
deferred) and if there are no objections, I would like to
refer this to a committee."
b. Chair states the motion aa soon as it is seconded. The mo-
tion now becomes the property of the 'assembly'.
6. The chair calls for discussion.
a. The chair may call for discussion as soon aa the motion has
been seconded. In this casa, the rules of debate apply (pro
and con speakers must alternate and no one may speak a
second time until everyone has had a chance to speak once
who wishes to do so).
7. Call for the vote.
a. The chair may ask, 'Are you ready for the question?"
b. A member of the assembly may state, "1 call for the question."
This really means, '1 move the previous question and wish to
close debate." .~
c. The chair then says, "If there are no objections, we'will vote on
the motion." *'
d. If there are. objections to closing debate, there must be: 1. a second to 'call for the question."'.
2. a 2/3rds vote of the members to close debate.
8. Chair restates Member #1's motion.
9. Members vote and then chair announces the vote.
15
,. pA~?.?al.m~.,{?A~I PROmrnURE AT A G~ICE ([~ue of W~ Votes)
* N~ ~dable
~il I~ !~5T ~U IS ~ %~T VOT
SP~? ~C~D~? D~.~? ~Q~
*~J~ ~e "I move ~t %m No Yes No ~mJ~ity
mee~g ad~ ~"
~cess ~e "I m~e ~a% ~ No Zee No ~J~ity
mee~g recess ~t~.."
~*- a~ "P~ ~ ~i~ege" les No No No vote
n~se,room te~e-
fa=e, · to.
*S~d ~ "I m~ we ~ble it" No Yes No
c~deratl~ of
.........................
~d debate "I m~ ~e ~e~s No Yes' No ~3 v~
~es~~
Pos~=e c~side- "I m~ we pos~e No Yes Yes ~Jo~lty
ra~ of s~et~g~ t~s ~t~ ~t~..
~ve s~e~g "I m~ we refer ~: ~o Yes Yes ~J~t7
s~ed ~ ~tter to a cc~tte,
.~ed a motl~ "I mo~ t~t ~s
~ ~e ~e~e~ ~" No Yes Yes
~uce ~ess ,,I mo~ ~at..." No Yes !es ~J~
(a p~ m~ion)
~Ject to prcced~, "Po~ of ~er" Zee ~o ~o No ~e.
~ to a pers~
~fr~t Decides
,Re~eat ~~ "Po~t o~ ~'~- Yes No No' ~o Vote
~k for a v~te by u~ c~l~ f~ a ~. No ~o ~o No V~e
mtu~ cc~t to ~ ~ ~e h~se"
~ a v~ce vote
~Ject to c~sid~ "I object to c~si-
~g s=e =~pl~- d~a~ of t~s yes No No ~3 v~e
;lc ~t%~ ~e~i~
~e ~ a mmtter "I move to t~e No Yes No ~mJo~
prelacy tabled ~ ~e table"
~Rec~sider so~h~]$ "I m~e ~ reco-
Very ~os'ed of sid~ ~ ac~ · Yes Yes ~es
re~ve to,.~
C~d~ s~e~g ~Z ~e we ~d
at ~ its s~ed~e~ ~ ~es ~d No ~es ~o
by ~a ~{- ~S de~si~ Tee ; Yes ~es ~Jo~t7
DESC: A PROCESS FOR RESOLVING CONFLICT
(by Sharon and Gordon Bower)
D--DESCRIBE "SEE": "When you..."
· Specific behavior (as objective as possible)
· Specific situation (as recent as possible)
E--EXPRESS "FEEL": "1 felt/feel..."
· Your feelings (e.g., frustrated, angry, disappointed)
· Calmly stated
· Use "1" rather than"You" messages
S--SPECIFY "WANT": "1 would appreciate it if you would..."
· Ask for specific action
· Tell what you want/need
C--CONSEQUENCES "RESULTS": "We will/will not be able..."
· Positive benefits
· Negative consequences
17
RESPONDING TO STATEMENTS
Upon hearing a statement (particularly if the speaker is upset/angry), it is
suggested that the receiver of the message avoid evaluating what has
been heard and instead use the following process:
STATEMENT
ACCEPT/LISTEN
LEGITIMIZE
EXPLORE FOR UNDERSTANDING
DEAL OR DEFER
AGREE OR DISAGREE
18
DEALING WITH DIFFICULT PEOPLE IN A MEETING
The following suggestions may help you deal with difficult people in a meeting.
The approaches will not always work and may not fit your style of dealing with
people. If you are not comfortable saying something that is suggested, don't
say it.
LATECOMER Do not confront this person when he/she comes in late.
Neither should you take time to review material you have
covered as it penalizes those who have arrived on time.
Instead, have an agenda posted at the front of the room
with items checked off as you complete them so the late-
comer(s) can see readily what is being discussed·
Focus the meeting away from the door so the latecomers
are not disruptive when they enter. Ask yourself if you are
the cause of late arrivals. Do you always start the meetings
on time? Are your meetings necessary, interesting and effi-
cient or a waste of time?
EARLY LEAVER At the beginning of the meeting when you review the agenda,
check to be certain that everyone can stay until the end. If not,
find out when he/she needs to leave.
If many people need to leave early, adjust the ending time of
the meeting· Otherwise as each person leaves, it is like water
draining out of a bathtub. The energy of/for the meeting dis-
appearsl
If you are the meeting leader, ask yourself if you are the cause
of the early leavers. Are the meetings too long, uninteresting
or too unstructured?
DOMINATOR "During the discussion, I will not be calling on anyone a second
time until everyone who wishes to speak has had a chance to
speak once."
"In order to give everyone an opportunity to participate, I may
not call on people in order if others have not had a chance to
speak and wish to do so."
"Thank you, George. What suggestions do you have, Joan?"
"How many of you would like to continue discussing this topic?
Since others wish to move on, perhaps you and I can talk about
this at the break."
~-~/~,7 ~ .~'-.'~ t't ~' _ .....
· ~/'~. SILENT MEMBER "Let's hear from someone who hasn't spoken yet."
"What do some of the rest of you think who have not spoken?"
Small group discussions prior to large group interaction can
help the silent member speak-up and try out his/her ideas.
RAMBLER "As you share your comments, please be as specific as you can
about how your ideas relate to the topic." (stated to the entire
group before a discussion begins)
"Thank you for your comments, Jennifer. I need to move on to
the next item on the agenda in order to keep us on time."
OFF-SUBJECT "What do you see as the relationship between what you are
saying and the issue we are discussing?" (be particularly
careful about your tone of voice)
"Thank you for your input, Bob." (quickly move on to avoid
embarrassing the person)
DOUBTING "Who else agrees with Tom's misgivings about the process that
THOMAS is being used?"
"You've clearly explained your concerns, Sue. Wait until all the
ideas are expressed and then everyone will have a chance to
evaluate them."
CHRONIC Recognize that "devil's advocates" can be very helpful as long
DISAGREER as they are not always the same people (then they tend to get
ignored). In order to avoid "group think," a variety of people in
a group should question periodically what the group is doing.
Particularly when a team works together for a long time, it is
too easy to "go along with the crowd to get along with the
crowd."
"What other viewpoints are there regarding the solution we are
discussing?
HOSTILE Often the hostile/aggressive person is not personally angry with
you. You just happen to be a handy.target for their anger. Act
calmly and non-defensively. Since feelings are contagious, your
calmness may help reduce the other person's anger. Avoid
arguing with someone who is angry.
"1 know you are upset. Please describe the problem as specific-
ally as you can and perhaps the gro~up will be able to help you
solve it."
!
MEETING AGENDA FORMAT*
(name of the commission/board)
Day and Date Time {beginning & end)
Location of Meeting
Purposes of the Meeting:
1. Example: Review the budget of the commission/board
2. Get acquainted with new commission/board members
3.
Background Material:
1. Example: Commission/board budget
2.
Please Bring to the Meeting:
1. Example: Your calendar (this should be requested for every meeting)
2.
~rime (~ontent Prgcess WhoJ
7:30 Welcome & Purpose of the Meeting Presentation Chair
Agenda .Review/Agreement Consensus Group
Introductory Question(s) Round Robin Group
7:45' Commission/Board Budget Presentation Staff
8:00 Legislative Report Presentation Cmte. Chr
* Adapted from the agenda of David Streus and Michael Doyle in their book,
How to Make Meet/nas Work, Wyden Books, 1976.
Item C-1
STATISTICS Aug 99 Aug 98 FY 99~2000 FY 98~99
Days Open 31 31 58 61
Items Borrowed 51,487 52,049 107,816 112,099
Average Daily 1,661 1,679 1,859 1,838
% Change -1% 1%
Patrons Registered 778 894 1,622 1,916
Average Daily 25 29 28 31
% Change -13% -11%
Information Questions 6,846 6,681 6,787 7,220
Average Daily 221 216 117 118
% Change 2% -1%
Items Classified 1,922 1,904 3,527 3,620
% Change 1% -3%
Volunteer Hours 602 546 1,345 1,165
% Change 10% 15%
ADULT SERVICES
Information Questions 5,210 4,920 9,962 10,020
Average Daily 168 159 172 164
% Change 6% 5%
Programs/Classes Attendance 0 0 0 0
# of Sessions 0 0 0 0
Aver. per session 0 0 0 0
Tours/Group Visits Attendance 0 0 0 0
# of Sessions 0 0 0 0
Aver. per session 0 0 0 0
CHILDRENS SERVICES
Information Questions 1,636 1,761 3,671 3,560
Average Daily 53 57 75 58
% Change -7% 29%
Toddler Time 46 0 142 0
# of Sessions 2 0 6 0
Aver. Per session 23 0 24 0
Preschool Storytime Attendance 302 315 692 692
# of Sessions 16 16 32 31
Aver. per session 19 20 22 22
Afterschool Storytime Attendance 192 176 485 458
# of Sessions 6 6 14 14
Aver. per session 32 29 35 33
Special Events Program Attendance 335 320 335 362
# of Sessions 2 11 2 18
Aver. per session 168 29 168 20
Group Visits to Libranj Attendance 26 70 111 144
# of Sessions I 3 4 7
Aver. per session 26 23 28 21
School Visits by Staff 0 0 0 0
# of Visits 0 0 0 0
Item C-2
Schedule A
REVENUE REPORT FINES MEDIA LIBRARY REF REFUNDS
· August '1999 & FEES RENTALS SALES SERV.
August 2 $352.65 $196.33 $0.00 $7.00 $0.00
August 3 $536.39 $199.81 $5.56 $0.00 $40.00
August 4 $352.70 $228.59 $0.00 $0.00 $40.00
August 5 $360.64 $197.75 $0.00 $0.00 $100.00
August 6 $176.99 $168.05 $0.00 $0.00 $60.00
August 7 & 8 $310.32 $151.20 $0.00 $2.00 $240.00
$0.00 $0.00 $0.00 $0.00
August 9 $264.40 $225.36 $0.00 $30.00 $140.00
August 10 $295.05 $212.34 $0.00 $3.00 $80.00
August 11 $454.78 $248.86 $0.00 $1.00 $20.00
August 12 $258.56 $187.10 $5.56 $10.00 $80.00
August 13 $92.20 $181.97 $0.00 $0.00 $40.00
August 14 & 15 $228.82 $246.25 $0.00 $4.00 $60.00
$0.00 $0.00 $0.00 $0.00
August 16 $170.60 $204.00 $0.00 $30.00 $120.00
August 17 $629.35 $189.57 $0.00 $2.00 $20.00
August 18 $554.04 $214.32 $0.00 $0.00 $60.00
August 19 $261.46 $155.28 $2.78 $0.00 $100.00
August 20 $131.30 $164.32 $0.00 $2.00 $40.00
August 21 & 22 $299.54 $275.24 $2.78 $23.00 $60.00
$0.00 $0.00 $0.00 $0.00
August 23 $339.55 $148.31 $0.00 $4.00 $100.00
August 24 $297.90 $181.50 $0.00 $0.00 $20.00
August 25 $236.25 $212.13 $0.00 $2.00 $100.00
August 26 $172.15 $179.88 $0.00 $2.95 $60.00
August 27 $434.70 $173.40 $0.00 $0.00
August 28 & 29 $286.00 $301.26 $0.00 $0.00 $80.00
$0.00 $0.00 $0.00 $0.00
August 30 $316.24 $135.35 $0.00 $10.00 $60.00
August 31 $163.30 $188.46 $0.00 $2.00 $60.00
$8,271.02
TOTALS: $6,491.02 $5,166.63 $16.68 $134.95 $1,780.00
AUGUST98 TOTALS $6,864.04 $5,795.95 $33.36 $219.07
% CHANGE -5% -11% -50% -38%
98/2000 Rev 98/99 Rev.
TOTAL LIBRARY INCOME $11,809 $12,912
97/98 Proj:
Daily Average Fines $209.39 $285.72
Daily Average Media $174.54 $178.58
Daily Average Sales $0.79 $0.00
Daily Average Ref. Fees $9.75 $8.57
DAILY TOTALS $394.47 $472.87
GAIN/LOSS ON PRO J: ($2,430)
PERSONNEL EXPENSES
Part time Salades $19,729 $23,284
GAIN/LOSS ON PRO J: $3,554
BALANCE $1,124.11
Item C-2
Schedule B
BALANCE SHEET
AUGUST
FY 1999/2000
Revenues Earned Projected Loss/Gain
Fines & Fees $13,793 $16,878 ($3,085) -18.3%
Media Rentals $11,042 $10,538 $504 4.8%
Sales $49 $0 $49
Technology/Print Fees $2,169 $3,332 ($1,163) -34.9%
Information Services Fees $176 $169 $7 4.1%
Direct Loan $9,787 $8,000 $1,787 22.3%
Totals: $37,016 $38,917 ($1,901) -4.9%
Part Time Salaries Spent Projected Loss/Gain
$38,381 $46,568 $8,187
Balance for
Year throu.qh Au;ust $6,286
Projected End of the Year
Donations: Received Projected Over/Under
Friends $10,000 $50,000 ($40,000)
Foundation $10,100 $30,000 ($19,900)
(Includes $10~000 targeted for donor wall)