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HomeMy WebLinkAbout1999/12/02 - Agenda Packet - Library Board of Trustees - Special Library Board of Trustees Agenda 1 December 2, 1999 A. CALL TO ORDER RANCHO CUCAMONGA CIVIC CENTER COUNCIL CHAMBERS 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA, CALIFORNIA 91730 NOTICE IS HEREBY GIVEN THATTHE MEETING SCHEDULED FOR THE LIBRARY BOARD OF TRUSTEES ON DECEMBER 2, 1999 AT 7:00 P.M. HAS BEEN CANCELED. THE LIBRARY BOARD WILL BE MEETING AT 5:30 P.M. AT A DIFFERENT LOCATION. Vivian Garcia Administrative Secretary November 29, 1999 DECLARATION OF POSTING OF AGENDA VI¥IAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on /{-~-~ , at ~.'~O a,~. , I posted a true and correct copy of the meeting ag.nda dat.d at lO,O0 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 ~J~--- ~g , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga Vivian Garcia, Administrative Secretar~ City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING 5:30 p.m. December 2, 1999 Filippi Winery 12467 Base Line Road 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 Tern Donna Bradshaw, Boardmember Doris Dredd-Lee, Boardmember Joyce Womack, Boardmember  PAGE ' Board of Library Trustees Agenda Special Meeting, December 2, 1999 A. CALL TO ORDER 1. Roll Call: Howdyshell __, Bradshaw , Dredd-Lee , S~4stock and Womack B. 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. Approval to close the Library on Sunday, January 2, 2000. Report attached. C. 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. D ADJOURNMENT I, Vivian Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Monday, November 29, 1999, 6:00 p.m. seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. R A N C H O C U C A M O N G A P~BL~¢ L~B~ARY Repol TO: President and members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director DATE: December 2, 1999 SUBJECT: Approval to Close Sunday, January 2, 2000 RECOMMENDATION Staff recommends the Library Board approve closing the Library on Sunday, January 2, 2000 due to predictable Iow attendance and possible Y2K complications. BACKGROUND/ANALYSIS While the City has explored every avenue and pursued every solution to the Y2K issue, staff recommends closure of the library for the first day after the critical date change. Since that first day falls on a Sunday, back up City staff may not be available for non- critical support, since they are on-call for safety service issues. Since records show Iow library attendance during the holiday season, staff recommends closure as a prudent action. Respectfully submitted, Library Director R A N C H O C U C A M O N G A P~LI¢ LIBgAt%Y Staff Report TO.' Mayor William Alexander and Council Members Jack Lam, City Manager CC: Library Board Members Library Founda/~Members FROM: Deborah Kaye(,(~l~,~JZi, ~brary Director DATE: November 29, 1999 SUBJECT: Bookmobile As a Potential Fundraising Project PURPOSE: The purpose of this report is twofold: 1) To provide background information supporting the Library Board's recommendation that the Library Foundation formally adopt a bookmobile as the fund raising focus of the year 2000 Telethon. 2) To provide support documentation on the strength and energy of existing bookmobile projects serving youth in California. CONTENT: Why a Bookmobile? "Project Reach": A sample program Appendices: History of the Bookmobile and Bookmobile Services in California. Sample Budget for bookmobile services based on 30 hours of operation READING The ABCs of helping youngsters achieve literacy-the first skill. Children st Allesandro ElementaP/ Elysian Heights in Los A~geles line up to visit a city Libraries on Wheels Still Rolling WHY A BOOKMOBILE? The Library Board has selected the children of Rancho Cucamonga as the number one priority client for library services. However, with limited resources and a single library location, staff has identified for the Board some specific challenges to overcome in providing service to such a large target population. Library Challenges To Solve: · Estimates show over 33,000 school age youngsters live in Rancho Cucamonga, a city of app. 29 square miles. The table below gives comparative statistics for libraries with similar demographics in California. Library Square School Age Number of Jurisdition Miles Population Outlets Rancho Cucamonga 29 33,000 1 Chula Vista 33 39,000 3 Glendale 30 33,000 7 Huntington Beach 26 39,000 5 Oceanside 44 39,000 6 Ontario 37 40,000 2 · As demonstrated in the above table, Rancho Cucamonga Public Library needs additional outlets to appropriately serve the student population. · The existing Library continues to experience major congestion during peak after school hours. The parking is limited, and the seating at 100% capacity currently. While the public continues to request broader collections and multiple volumes per title, shelving is at a premium with 85% of the shelves at capacity. · While the Library Board encourages the creation of a Branch library in the future, the minimum funding to support on-going costs for even a store front Branch is approximately $400,000 to $500,000 each year, funds currently not available through existing library resources. Given these challenges, the Library Board looked at other methods of providing off-site resources to school aged clients. Bookmobile services, provided successfully by two of the 5 libraries listed above, was selected as a viable option. The Board examined funding issues, and determined that bookmobile service targeted at "At-Risk" Youth would be likely to achieve grant funding and serve as an excellent project for fundraising through "Telethon 2000". Toward that end, Staff devised a sample program, working in partnership with the Community Services Department--a new and unique outreach program called "Project Reach", designed to enrich the lives of Rancho youngsters and fill a gap currently existing in after-school services. -2- "PROJECT REACH" The following sample project, designed by Kevin McCardle, Director of Community Services and the Library Director, with the help of key support staff from each Division, represents a vision of how Community Services and the Library could collaborate, using a bookmobile and a recreation mobile to better serve our youngest residents. Community Challenges To Solve: · Parents have consistently requested more supervised after school programming. · New 'no social promotion' concept in education has caused the elimination of much of the arts, crafts and humanities programs in the schools. After school programs have been replaced by remedial reading and tutodng programs. · After school program dollars are available, but grant applications require multiple partnerships to apply and emphasize the importance of providing an array of services. Libraries need ~youth at dsk- recreation elements to be competitive, Community Services programs need an educational component. Purpose of "Project Reach" · To provide opportunities on campus after school for wholesome and enriching entertainment. · To involve "at risk" youngsters with limited ability to travel to existing park and library events in cultural and educational activities. · To promote existing educational and cultural services to community members who may not be aware of them. Project Description: A joint project planned by the Community Services and Library Departments, Project REACH stands for recreation, education, arts, culture and the humanities. Designed as an outreach program directed at Iow and moderate income youngsters between the ages of 7 and 14, Project Reach will consist of two mobile units (one altemate fuel book/cybermobile, one recreation-mobile) staffed to deliver quality after school and week-end programming. The programs offered dudng the two hour time frame will be filled with sports, culture, literacy, performing arts and other selected topics. Examples are storytelling sessions, arts & crafts sessions, drama training, soft ball and kick ball, sports clinics, etc. Sites for the after school and weekend visits will be selected for their access to youth deemed "at risk'. Sample sites: schools with high enrollment of Iow-income youngsters; YMCA programs; West Valley Juvenile Hall; Low-income housing units; local Skate Park, etc. Funding: Purchase of vehicles and initial start up staff would serve as an excellent grant project, with possibilities of funding through Library Services and Technology funds, Park grant funds or CDBG funding. On going funding for the library component would come from a State program called Public Library Foundation or from a combination of funds including CDBG funds targeted for serving Iow income residents. -3- APPENDICES: History of the Bookmobile and Current Status in California: Originally designed in the 1950's for large County jurisdictions with rural areas whose sparse populations could not justify the location of a branch library, bookmobiles came into their own during the 70's and 80's as a popular outreach tool. Bookmobiles found their way into schools, parks, churches, Senior Centers and shopping centers. Wherever there were people to be found, there was a bookmobile ready to pull into service. In the 1980's, popularity of the bookmobiles dimmed as the gas crisis forced gas prices up and the practicality of mobile library services down. During the 90's, outreach programs again began to receive funding and bookmobiles emerged from storage, reborn in new and exciting formats as Cybermobiles, FunMobiles and KidMobiles took to the roads. Targeting youngsters as their primary audience, the new, remodeled bookmobiles offered all the traditional services--plus a little bit more. Repainted, reuphholstered and rewired for the computer age, the new bookmobiles offer the best in print resources--and some even offer the new cyber services so popular with the young. Todays bookmobile comes equipped with over 2,000 books, plus instantaneous communication with the countless reference and electronic resources available at the ~Main' library. In addition, uCybermobiles", equipped with satellite and cell technology, now offer Internet stations with World Wide Web access, bringing the information highway right to the doorway of the new targeted clients. Over 55 bookmobiles are in service in California today, with at least three more in the planning stages. Attached, please find eight samples of bookmobile service in California, seven successful and still operating or expanding, one that was not deemed successful and was phased out upon the opening of a new branch library. Overall, several concepts emerge from all the jurisdictions contacted: School aged youngsters are the primary clientele for bookmobile services. 2) The programs are most successful when partnered with elementary schools. 3) Most jurisdictions use bookmobile services when building a branch is not economically feasible but service for children is a priority. 4) Cyber services are helpful, but not critical to the success of the program. -4- City of Anaheim City Facts: ' Population: 301,200 Size: 45.02 sq. miles Branches: 6 Bookmobile: Size: 60' Stops: 14 Capacity: 5,000 volumes Hrs./mo: 85 Year: 1993 Circulation: 101,297 Number of Bookmobiles: 1 with a second under discussion Status: Operational and expanding Source of Funding: CDBG Target Audience: Children of elementary school age. Staffing: Three staff members assigned, one library assistant, one clerk and one driver. General: Bookmobile service has been provided in Anaheim since the 1960's. The service remains popular, but the Director is currently in discussion with the City to provide more service directly on the school campuses. She has proposed the pumhase of a new, smaller vehicle to add to the "fleet". She believes it will be more maneuverable, have better access into all desirable sites and would not require a professional bus driver to manage. While the primary clients are the economically disadvantaged, she has found a dramatic increase in the number of youngsters throughout the system that want to use the service after school since they are "latchkey" youngsters, with no one to supervise them at home. Therefore they remain on campus, and would welcome positive activities. Computers: While the existing bookmobile does not offer cyber services, the new vehicle under discussion would provide Internet access, although the primary emphasis would remain on book materials. Overall Analysis: The bookmobile is a popular service that staff is working to redefine. While the bookmobile does well at community centers, staff believes that moving directly into the schools is the best avenue to reach the youngsters they have targeted as their primary clientele: youngsters on their own, after school. -5- City of Glendale City Facts: Population:197,600 Size: 30.59 sq. miles Branches: 7 Bookmobile: Size: 35' Stops: 13 Capacity: 4,000 volumes Hrs./mo: 294 Year: 1981 Circulation: 25,639 Number of Bookmobiles: 1 Status: Operational Source of Funding: General Fund and CDBG Target Audience: Elementary School Children as primary with Senior as secondary. Staffing: Two staff members, Library Assistant and Bookmobile Operator, both part time. General: The service is targeted at two major interest groups, children and seniors. 80% of the stops are at schools, with the remaining stops at community centers and senior housing units. The book collection is comprised of 80% juvenile titles and 20% adult titles. Magazines are also offered. Bookmobile stops are designed to reach school age youngsters and also are geared toward areas of the city most distant from the main library or branch library. Computers: No computer services currently offered. Not connected on-line to the main library. Overall Analysis: The bookmobile service is described in the community as ~very popular". They are continually being asked for more bookmobile stops. They are also asked to supply programs, which they are presently unable to do due to the level of staff funded for bookmobile service. -6- City of Los Angeles City Facts: Population: 3,722,500 Size: 463.70 sq. miles Branches: 72 Bookmobile: Details: Size: 29-37' Stops: 61 Capacity: 14,000 volumes Hrs./mo: 294 Year: 1981 Circulation: 338,331 Number of Bookmobiles: Fleet of 4 Status: Operational Source of Funding: General Fund and CDBG Target Audience: School age children. Bookmobiles stop more at schools than any other locations. Staffing: Staff of three; a Library Assistant, a Clerk and a driver. General: The bookmobile system provides access to schools and community centers throughout the city that do not have local public libraries within a mile. The book and materials in the collection are selected in advance for each location. Approximately 40% of the books are in Spanish. Stops are scheduled at schools, community centers, senior citizen homes and public housing developments. Computers: Currently, no computers are offered, but cyber services are in the "discussion phase". Overall Analysis: The program is booming, with increased requests for bookmobile stops. During budget crunch times, letters in support of the bookmobile program to the schools increase in volume. School visits are extremely popular with teachers and students. Quoting one teacher: "For some students who lack transportation, bookmobiles provide the only opportunity to visit a public library and to develop a relationship with books outside school." -7- City of Oceanside City Facts: Population: 223,050 Size: 28.6 sq. miles Branches: 15 Bookmobile: Size: 40'/24' Stops: 13/5 Capacity: 6,000/3,000 vols Hrs./mo: 118/60 Year: 1989/90 Circulation: 62,311/7,866 Number of Bookmobiles: 2 Status: Both bookmobiles strong and in service. Funding: CDBG and General Fund Target audience: Children and Spanish Speaking Staffing: The bookmobile has a staff of three, consisting of 2 full time technicians and one part time support staff. General: Bookmobile staff says: ~Our general bookmobile is a 40 foot custom vehicle that makes scheduled stops around Oceanside in order to better serve our patrons that are not located near enough to our two libraries for convenient service. Our ADELANTE! Or outreach bookmobile targets Hispanic families in Oceanside. The Library works in cooperation with San Diego County Public Health Department Nurses. Service delivery takes library and public health resources directly to predominantly Hispanic residential areas. Computers: Available for staff only. Overall Analysis: Both bookmobiles are successful by targeting the specific population they wish to serve and catering to specific needs identified by the clients. -8- City of Ontario City Facts: Population: 143,800 Size: 36.8 sq. miles Branches: 2 Bookmobile: Size: 24' Stops: 32 Capacity: 3,600 volumes Hrs./mo: 88 Year: 1972 Circulation: 31,000 Number of Bookmobiles: Formerly 1 Status: Removed from service in 1990 Funding: General Fund Target audience: Hispanic Community Ontario began bookmobile service in the 80's under the direction of former director Harriet Covey. Funded by a State grant as an outreach project to the Hispanic community, a vehicle and start up staffing was provided. The vehicle was a 1972 dodge, a used and retired state bookmobile. 24' in length, it was designed like a 'bread delivery" truck and carried approximately 3,600 volumes. According to Ms. Luce, the upkeep of the vehicle was a problem, since it could provide either electricity or air conditioning, but not both while at a stop. In addition, while designed as a Hispanic outreach program, no Spanish speaking staff were ever hired as staff for the project. The bookmobile operated 88 hours per month and was scheduled for 32 stops. It garnered 31,000 circulations per year and cost approximately $100,000 to operate. Ms. Luce stated that every effort was made to increase the use of the bookmobile, including increased publicity and changed stops, and limited school involvement. In 1987, Ontario opened a Branch Library to serve the same location and community, and eliminated bookmobile service as a cost saving measure. No complaints were received when service ceased. Costs to operate the storefront Branch operation: $425,000. The vehicle was given to the Fire Department to be used as part of the Disaster Preparedness Program. Overall Analysis: While it appears that attempts were made to make bookmobile service viable, the age of the vehicle, the apparent poor maintenance, and the lack of Spanish speaking staff for a Hispanic area, could have contributed to failure. -9- City of San Jose City Facts: Population: 894,000 Size: 176.26 sq. miles Branches: 19 Bookmobile: Size: 31' Stops: 14 Capacity: 5,000 volumes Hrs./mo: 85 Year: 1999 Circulation: 101,297 Status: Operational and expanding; new bookmobile was just purchased 2 months ago Source of Funding: General Fund and CDBG Target Audience: The primary clientele targeted is children, although they are transitioning to some senior stops. There is a waiting list of schools to visit, since the schools are very receptive to the bookmobile services. Sta~ng: The bookmobile is staffed by three, a librarian, a library assistant and a clerk. General: The city has 18 branches that are geographically spread out and it is a long way for residents to visit a branch. The bookmobile §lis this gap and a need to reach city residents. The bookmobile is the city's answer to more branch libraries, which they don't have the funding to supply. Computers: Two computers with Internet access are offered to the public and are popular with youngsters at the school stops. Overall Analysis: The service Js well received in the community and there is more demand for stops than the limited staffing is able to supply. Schools are particularly receptive to bookmobile service. -10- City of Santa Ana City Facts: Population: 311,200 Size: 27.2 sq. miles Branches: 15 Bookmobile: Size: 28' Stops: 17 Capacity: 5,000 volumes Hrs./mo: 161 Year: 1987 Circulation: 87,332 Number of Bookmobiles: 2 Status: Expanding program Funding: CDBG and General Fund Target audience: Children and Spanish Speaking Staffing: The bookmobile program has a staff of three librarians, supported by two clerks and seven drivers. General: The program operates two bookmobiles, one RV conversion built in 1987 and one cab & trailer from 1978. 80% of the bookmobile collection consists of children's materials with a high percentage in the Spanish language. Adult materials also include videos and CD's. The bookmobile stops at schools and community centers. Although they stop at High Schools, staff states that Uhigh schoolers do not use the bookmobile". High school students are able to reach the library on their own and are "too sophisticated" to appreciate the bookmobile. Computers: Computers are available for staff only. Overall Analysis: The bookmobile project is well received by the community and they have become "part of the neighborhood". People have come to count on the service and the staff have a waiting list of locations wishing to receive service. -11- City of Santa Barbara City Facts: Population: 223,050 Size: 28.6 sq. miles Branches: 15 Bookmobile: Size: 30' Stops: 18 Capacity: 4,500 volumes Hrs./mo: 86 Year: 1974 Circulation: 106,848 Number of Bookmobiles: 1Status: Expanding program, currently out to bid on new vehicle Funding: CDBG and General Fund Target audience: Children and Spanish Speaking Staffing: The bookmobile has a staff of three, consisting of 1 full time technician and two part time support staff. General: The program is run out of the Goleta Branch, located in the Iow-income area of Santa Barbara. The bookmobile is over 30 years old and is a 1960" model, a former city bus. The are currently out to bid for a new bookmobile. Over % of the bookmobile collection is children's materials with a high percentage in the Spanish language. The bookmobile stops at schools, community centers and areas where they can reach the Spanish speaking population. Story times are offered at community center stops and remain extremely popular with children and adults. Computers: Available for staff only. Overall Analysis: The bookmobile project is extremely well received by the public and seen as a positive force from the library directed at increasing the sense of community in Santa Barbara. -12- PRELIMINARY OPERATIONS BUDGET Estimated Estimated KIDSMOBILEI (BOOKMOBILE SERVICE) On-Going Start up 20 HRS. OF SERVtCF./9 DAYS PER WEEK Library Budget Costs PERSONNEL 1300 Part time Salaries Ubrary Assistant I (.5) $14,500 Library Clerk (.5) $12,000 1900 Fdnge Benefits $530 Personnel Total: $27,030 OPERATIONS/MAJNT. DETAIL 3900 MAINTENANCE/OPER Office Supplies $1,000 Printing/Postage $0 Special Program Supplies $500 Library Materials $5,000 $50.000 M ag azine, s.~Poblicafions $100 6029 CONTRACT SERVICES Office Equip~Maintenance $500 Computer Sewices $3,000 6036 CONTRACT SERVICES Janitodal Sennces $2,000 Security Service $1,000 VehicJe Maintenance $12,000 8019 TELEPHONE OPERATIONS TOTAL $55,130 CAPITAL COSTS Vehiciepurcflase $140,000 Grant funding potential Technology Cell or Satellite $50,000 Grant f~nding potential Computers $10,000 DEPARTMENT TOTAL $55,130 $250,000 REVENUES Fines & Fees $10.000 Fundraising for materials $50.000 TOTAL REVENUES $19,000 $50,000 COSTS NOT OFFSET BY REVENUES $45,130 $200,000 INCREASE IN STATE MONIES FOR 1999/2000 $70,000 FUNDS REMAINING AFTER NEW EXPENDITURES $24,870