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HomeMy WebLinkAbout1994/12/01 - Agenda Packet - Library Board of Trustees LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. December 1, 1994 Civic Center Council Chambers 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councihnembers Dennis L. Stout, Mayor Charles J. Buquet, MaYor Pro Tern William J. Alexander, Councilmember Rex Gutierrez, Courwilmembcr Diane Williams~ Councilmember Boardmembers Jacqueline Bolda, President Robert Howdyshell, President Pro Tern ~ina Gregory, Boardmember Laura J. Muna-Landa, Boardmc:':zber Edward E. Swistoek, Boardmember ~~ PAGE Board of Library Trustees Agenda Regular Meeting, December 1, 1994 A. CALL TO ORDER 1. Roll Call: Bolda , Howdyshell , Gregory Muna-Landa , and Swistock __ B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Board at one time without discussion. Any item may be removed by a Boardmember or member of the audience for discussion. 1. Approval of Minutes: November 3, 1994. 1 2. Approval to adopt Interlibrary Loan policy. 5 ~3. Approval to adopt Reserve policy. 8 4. Approval to adopt Display of Brochures and Posters policy. 10 5. Approval to adopt Borrowing Limits policy. 13 6. Approval to adopt Materials Donation policy. 15 7. Approval to adopt City/Fire Distdct Policy for Gifts and 18 Gratuities. C. LIBRARY DIRECTOR'S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the mee§ng for public input. 1. Status Of the IJ"~ra~ oral report presented by Library Manager 2. Discussion of lhe use of the Rancho Cucamonga Public h'ora~f for tax form distribution and approval or denial of Staff's proposal to not sewe as a distribution point in 1995.  PAGE D. BOARD BUSINESS The following items have been requested by the Board of Library Trustees for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Status of Dial Access capability: oral report presented by Robert Karatsu, Principal Librarian 2. Creation of Library Plan of Service: Phase One Developing Roles & Mission Review of survey/data collected (available at the meeting) Adoption of major roles of service 3. Friends of the Library Bookstore: discussion of timeline for opening. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Board of Library Trustees to identify I the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This 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 foregoing agenda was posted on Wed~-~sday, Noveml~er ~ 23, 6.00 p.m., t994, seventy two (72) hours prior-- to the meeting per Government Code 54953 at 10500 Civic Center Drive. November 3, 1994 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES A,__CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, November 3, 1994, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:04 p.m. and the pledge of allegiance was led by President Pro Tern Howdyshell. Present were Boardmembers Gregory, Muna-Landa and Swistock. President Bolda was absent. Also present were: Deborah Clark, Library Manager, John Wang, System Advisory Board Representative and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR DISCUSSION OF ITEM B5. Approval of borrowing limits for Business Friends category. Boardmember Swistock stated he pulled this item so that he could ask two questions. How many teachers have taken advantage of the extended loan period that we made available to them? Also, how many Business Friends do we currently have? Deborah Clark, Library Manager, stated that 158 teachers are presently using the extended loan and we have 27 Business Friend members so far. B1. Approval of minutes: October 6, 1994 B2. Approval to adopt $10 fee to monitor examinations. B3. Approval to adopt $10 deposit fee for special collections. B4. Approval to adopt $2 interlibrary loan fee for magazine articles. B5. Approval of borrowing limits for Business Friends category. Library Board Minutes November 3, 1994 Page 2 MOTION: Moved by Boardmember Swistock to approve the consent calendar, seconded by Boardmember Gregory. Motion carried 4-0-1 (Bolda absent). President Bolda arrived at 7:07 p.m. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Deborah Clark, Library Manager, gave an oral report on the status of the volunteer program. The booklet, Volunteer Opportunities, giving job descriptions of positions in the Library was given to the Board. The first half of the booklet lists the vital volunteers, handling functions such as technical services, shelving or processing of materials. The second half covers what we call the ambassador corp of volunteers. These individuals will be trained to help on public service desks. They will include circulation volunteers to assist in checkout, reference people to assist with information questions and volunteers in children's services to help with storytelling and other special services we plan to offer. Deborah Clark, Library Manager, stated that we currently have 65 applications on file. We have a "volunteer" Volunteer Coordinator, who works with us three times a week. She has been interviewing each of the volunteer applicants and helping to place them. We also have another volunteer coordinator who oversees the data patron entries. Our volunteer program is going very well. We are receiving approximately ten applications weekly. Deborah Clark, Library Manager, stated we will be expanding into the ambassador corp next. D. BOARD BUSINESS DI. Proposed Latchkey child policy. Deborah Clark. Library Manager, stated she had included as requested both our proposed Latchkey policy for Rancho Cucamonga Public Library and two other policies that we borrowed from the Los Angeles County Library System and one from the Alhambra Public Library. MOTION: Moved by Boardmember Howdyshell to accept the proposed policy on the Latchkey, seconded by Boardmember Muna-Landa. Motion carried 5-0. 2 Library Board Minutes November 3, ! 994 Page 3 D2. Creation of Library Plan of Service: Phase One Developing Roles and Mission, Collecting information on the Community and the Library, review of Library Master Plan, review of survey/data collected and review of Library. monthly statistics. Deborah Clark, Library Manager, stated she had included the Library Master Plan for the Boardmember's information. She would be happy to answer any questions that the Board has on any of the interpretation of the Library Master Plan or any questions on where some of the terminology might fall into the kind of roles she had proposed the Board to look at for discussion. Deborah Clark, Library Manager, stated she had included in the handouts to the Board the first survey results on what the public had selected as roles. Formal education is coming up as priority number one with reference library as secondary. Preschoolers door to learning was also very popular and we had a tie with independent learning and popular materials. Deborah Clark, Library Manager, stated she is going to take a different direction with the surveys starting this month. More prominence in placing of the flyers and the use of the electronic bulletin board to get the survey across. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock asked for a status report on where we are with the dial-up lines, being able to access some of the things we had talked about doing electronically. E2. President Bolda asked for name tags for the Board and business cards. E3. Boardmember Howdyshell stated he had received complaints on not being able to donate Deborah Clark, Library Manager, stated we will be accepting donations. Boardmember Howdyshell stated he had also received a complaint about the charge of copy machines. Deborah Clark, Library Manager, stated that the vendacard and copier machines are owned by a vendor and we don~ have control of thc charge. However, the $.15 cost is consistent with other libraries in the area. 3 Library Board Minutes November 3, 1994 Page 4 F. COMMUNICATIONS FROM THE PUBLIC Diane Schneiderwent of 6333 Amberwood Drive of Alta Loma came forward to talk about a literacy program geared towards teem as a possible role with the Library. She stated that she works at a local high school and she feels there is a need for the teem for literacy. She has spoken with Laurie Hopkins at the Upland Library and Laurie indicated to her that there were not any literacy programs in the surrounding community geared towards teem. However, there are literacy programs for adults. Diane Schneiderwent also spoke with Mr. A1 Bennet, Literacy Specialist, of the California State Library who indicated that there is only one other program that he is aware of that is dealing with teens and it is somewhere in Redwood City. Diane Schneiderwent stated that she feels there is a need for literacy for teens. Deborah Clark, Libraq, Manager, stated that when she worked at Alhambra Public Library that they were a pilot project for the state for a teen literacy program. She stated that she had already been in contact with Al Bennet about applying for a grant for literacy. This would be an adult literacy program which is the only grant they offer. She also has been in contact with the Literacy Coordinator and the Director at Upland Library. They are very interested in working with us on literacy projects. Should this Board decide to adopt a role which would emphasize literacy, there is a good ~ndow of opportunity with the State and the grant applications. Redwood City Public Library, Project Read, Kathy Endaya, 1044 Middlefield Road, Redwood City, California, 94063, (415) 780-7077. MOTION: Moved by Boardmember Muna-Landa, seconded by Boardmember Swistock to adjourn to December 1, 1994 at 7:00 p.m. Motion carried unanimously, 5-0. The meeting adjourned at 7:25 Vivian Garcia Adminigtrative Secretary Approved: CITY OF RANCHO CUCAMONGA DATE: December 1, 1994 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL TO ADOPT INTERLIBRARY LOAN POLICY RECOMMENDATION App.rove adoption of attached Interlibrary Loan policy to establish guidelines and limits for the service. BACKGROUND/ANALYSIS lntertibrary Loan is a cost-intensive service that yet deserves a vital place in the array of library services available. The attached policy establishes limits to the service, outlines costs for the patrons and focuses on patron responsibilities in the process. {~pectfully submitted, Deborah Kaye CI ka~ Library Manager INTERLIBRARY LOAN POLICY PURPOSE: To provide fair and equitable access for all patrons to the interlibrary loan service provided by the Rancho Cucamonga Public Library and to establish fees and restrictions for the service. The interlibrary loan service assists Rancho Cucamonga library card holders in obtaining library materials which are not in the library's own collection. COSTS & FEES: The average cost to the library to provide the service is between $10 to $20 per transaction. The library subsidizes this service by requiring an established fee of $2 to initiate the loan. This fee is not refundable, even if the item cannot be found or is not available for lending. In addition, patron must be prepared to pay any mailing, handling and service charges assessed by the lending library, over which Rancho Cucamonga Public Library has no authority or control. Magazine a_,ficles: the first 20 pages of a requested magazine article will be faxed to the Rancho Cucamonga Public Library free of charge. The requesting patron will be asked to pay $.15 for each additional page beyond the 20 page limit. Overdue fines are charged at the regular rote established for the Rancho Cucamonga Public Library. In the event of loss or damage to the item, the replacement fee is established by the lending library and is payable by the patron. Rancho Cucamonga Public Library has no authority or control over that fee. RESPONSE TIME: In general, most requests are filled within two to four weeks. Inability to obtain an item locally will add three to fifteen weeks to the process. ITEMS NOT AVAH.ABLE THROUGH INTERLIBRARY LOAN: Reference books Best sellers/new books Rare or unusual publications Textbooks in current use Titles owned by the Rancho Cucamonga Public Library which are in circulation or on reserve LIMITS OF SERVICE: No more than 3 titles may be submitted or in process at any time. No more than 20 titles may be loaned per individual per year. STRUCTURE & SCOPE: All requests, except for the Federal Archive microfilms and some special materials, are searched for through the SIRCULS Library system located at the University of Califorrfia, Riverside. The I.L.L. clerk will search databases including OCLC, MELVYL and the catalogs of various SIRCULS libraries in an attempt to fill the request through a member of the Inland library network. If there are no system holdings, the Library will query the closest holding libraries to attempt the loan. PROCEDURES: Submitting requests: -All requests must be submitted in writing on authorized forms available at the Reference Desk. -All requests should be clearly written and include accurate, complete bibliographic information: author, title, publisher and publication date. In the case of periodical requests, this should also include the periodical title, volume number, date and page citations. If bibliographic data is incomplete, a source of reference should be supplied to verify that the i~em actually exists. -All records should indicate whether or not a deadline is applicable. Notification and Status Reports: -Pa~'ons will be informed by telephone call when materials are available. Materials will be held until due date and then returned to lending library if not picked up. Patrons will also be informed if it is determined that the material is not available. -Inquiries concerning the status of requests should be made to the Reference Deparanent. -A minimum of two weeks and up to four to six months should be allowed for arrival of some materials. Borrower's Responsibilities: -All materials must be picked up and returned to the Circulation Desk at the Rancho Cucamonga Public Library. -Materials should be returned by the due date indicated. -Renewals are not pen~itted. -Borrower assumes r~sponsibility for all interlibraxy loan charges and for any replacement or STAFF REPORT DATE: December 1, 1994 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL TO ADOPT RESERVE POLICY RECOMMENDATION Approve adoption of attached Reserve policy to establish guidelines and limits for the service. BACKGROUND/ANALYSIS The reserve process involves staff costs, postage costs, tying up of materials for 7 additional days and therefore requires a fee and limits for its use. The attached policy establishes limits to the service while providing for the greatest possible convenience in access. ct~ly submitted, Deborah Kaye Cla~ Library Manager RESERVE POLICY PURPOSE: To set forth procedures and establish a fee for the setting of reserves on library material. GENERAL: Certain library materials listed in the catalog may be placed on reserve by any library card holder. Holds can only be placed on material owned by the library that show in the online catalog system as being "in use". Patrons are limited to 10 reserves on file at any given time. Reserves may be placed by patrons while in the library, through dial-in access or through a telephone request to staff. PROCEDURE: Patron or staff will initiate hold by typing PH (for Place a Hold) at the copy status screen of the on-line catalog. Patron will be prompted for their library bar code number. Once the staffor patron enters this number, the Dynix system will "trap" this book when it is returned to the library. When the item placed on hold is available for the requesting patron, staff will notify patron by telephone that the item has arrived and is waiting for them. Patron will be informed that the item must be picked up within 7 days or the item will either return to the shelf or be routed to the next patron in the holds que. MATERIALS UNAVAILABLE FOR RESERVE: Due to the high demand and fast turnover of these items, BEST SELLER VIDEOS are not allowed to be reserved. FEES: A nonrefundable handling fee of $1 per item is charged for each reserve. This fee is payable when the reserve is filled and the pa.'on picks up the requested iten~ If the patron is unable or unwilling to pay the fee, ~he book will be retained for the nex~ patron in the hold que. 9 DATE: December 1, 1994 TO: President and Members of the Board of Library Trustees Jack Lam, A]CP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL TO ADOPT DISPLAY POLICY RECOMMENDATION Approve adoption of attached policy governing display of informational brochures, bulletins and posters by the public. BACKGROUND/ANALYSIS Libraries are occassionally challenged by individuals, groups and organizations to display materials that are inappropriate to the Library for reasons that include space limitations, bias in presentation or inappropriateness of the audience. The attached policy establishes guidelines for this community service while protecting the group and individuals right to free expression. Library Manager RANCHO CUCAMONGA LIBRARY POLICY FOR THE DISPLAY OF INFORMATIONAL BULLETINS, BROCHURES AND POSTERS PURPOSE: To provide fair and equitable access for all to display informational bulletins, brochures and posters regarding area educational, cultural and civic events of interest to the community. CONTENT: The content of postings can include any announcement of an event, educational opportunity or presentation, including announcements or informational material from social service agencies. EXCLUSIONS: Explicitly excluded are: notices of merchandise for sale; rental announcements; and notices of sales or auctions and related events. This would not exclude dinners or similar events held for the benefit of nonprofit organizations. Because the Library does not have sufficient space to allow varying viewpoints to be exhibited on topics and institutions which are subject to controversy, such as politics, sex, religion, gun control, etc., posters bulletins, newspaper clippings, etc. representing a single point of view on these subjects shall not be permitted. GUIDELINES: Such bulletins, brochures and posters to be displayed must meet the following guidelines: 1. Items to be displayed should be of a reasonable size, preferably no larger than 12" X 18". 2. Handwritten or drawn posters or art work must meet acceptable standards as determined by the library, i.e., correct spelling, nealaess, etc. 3. Informational, nonpartisan political events will be publicized. 4. Information regarding money-making events sponsored by any profitxnaking organiTation will not be displayed. 5. Information regarding contests or solicitaliona of any kind will not be displayed unless sponsored by an area library. PROCEDURES: Each item posted must be dated and signed. Library staff will be assigned to place and ~¢move postings promptly. Multiple postings will be removed by the assigned staff. Activities having no specific date may be displayed for a reasonable length of time as determined by the libtar-y according to available space. 11 RETURN OF ITEMS DISPLAYED: Unless other arrangements are made, items must be picked up the first working day following the date of the publicized event if the owners want them returned. Otherwise, the library will not be responsible for returning materials. Request for return of item with name and telephone number of person to be contacted should be written on the back of the article. 12 CITY OF RANCHO CUCAMONGA ~ STAFF REPORT DATE: December I, 1994 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL TO ADOPT SUBJECT LIMITATION POLICY RECOMMENDATION Approve adoption of attached Subject Limitation policy to establish limit of 2 items per subject. BACKGROUND/ANALYSIS High demand for school curriculum materials coupled with a low inventory of book stock per resident results in frusturation for students and staff. The attached policy was designed to help stretch limited resources and to have a hand-out for the public to help them understand the reasons for the restrictions and some of the causes for the problem. ~.~ ctfully submitted, Deborah Kaye Clark~ Library Manager SUBJECT LIMITATIONS FOR BORROWING PURPOSE: To establish a policy to provide the broadest range of access for each individual, adult and child, to the materials available on a particular subject owned by the Rancho Cucamonga Public Library by limiting the number of items borrowed in each subject classification. POLICY: Patrons will be limited to two items on a subject per library card. BACKGROUND: The Rancho Cucamonga Public Library currently has a collection of approximately 75,000 book titles. While every effort is made to purchase materials for school curriculum support, with over 30,000 school-aged youngsters living within the City limits and with entire classes throughom the district given similar assignments based on California Department of Education subject curriculum, ia order to make materials available to the maximum number of youngsters, the Library has established a subject limit of two items per borrower. In addition, ia the event of loss or disappearance of items checked out to borrowers, the subject limit helps insure that an entire subject collection of holdings will not be lost to other potential borrowers. REFERENCE SUPPORT: To increase student access to needed school curriculum support material, the librarians make every effort to receive advance knowledge of assignments through their contacts with the School Districts, and to place appropriate materials under temporary reserve or in the reference collection. SCHOOL LIBRARIES: Much of the impact on the public library ia this area is caused by poor funding and sometimes the disappearance of school libraries fxom California schools. Ranked 50th in the nation, school libraries no longer are able to serve as intended-the primary source of curriculum infommfion for the students they were designed to serve. 14 c~w o~ ~a~c~o cuc~osa,~ . DATE: December I,1994 STAFF REPORT ~ TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL TO ADOPT DONATIONS OF MATERIAL POLICY RECOMMENDATION Approve adoption of attached policy establishing the manner in which the Library will handle donations of material. BACKGROUND/ANALYSIS The attached policy reflects the patrons right to understand the final dispensation of any books, tapes or magazines donated while protecting the Library's right to create a fair and balanced collection for the public, reflective of the roles selected by the Board of Library Trustees. The receipt form with signature wi~esses the patrons acceptance of the terms of the gift. cl ffully submitted, Deborah Kaye Cl~gJ Library Manager 15 DONATIONS OF MATERIAL POLICY PURPOSE: To establish a policy for accepting donations from the public of books, magazines and other materials of potential value to the Rancho Cucamonga Public Library. POLICY: Gifts of material will be accepted by the Library within the following guidelines: Materials obtained as gifts must meet the same standards as those stated in the Library selection policy. GifLs become the property of the Rancho Cucamonga Public Library. Materials may be added or discarded without consulting the original donor. The library staff reserves the right to add only selected items from a donation. All items not added to the Library collection become the property of the Friends of the Rancho Cucamonga Public Library, for disposition as they determine best benefits the Library. RECEIPT: A receipt in the form of a letter acknowledging the donation will be sent to the donor within 5 working days of the donation. This letter may be used by the donor for lax purposes. VALUE OF DONATION: In accordance with tax regulations, no dollar value will be stated in the letter of receipt. The letter will simply reflect the number of items donated. It is up to the donor to estimate the dollar value of the donation. 16 DONATIONS Thank you for your donation to thc Rancho Cucamonga Public Library. Attached you will find a copy of thc Donations of Materials Policy which governs how we handle the materials you have donated. For a letter stating the terms of your donation for tax purposes, please complete the information below and add your signature, indicating your agreement to the terms of donation. Again, thank you for thinking of the Rancho Cucamonga Public Library for your donation. Deborah Kaye Clark Library Manager DATE MR. MRS. MS. ADDRESS CITY STATE ZIP NUMBER OF ITEMS DONATED: PAPERBACKS HARDBACKS MAGAZINES OTHER, PLEASE SPECIFY SIGNATURE OFDONOR CITY OF RANCHO CUCAbIONGA DATE: December 1, 1994 TO: President and Members of the Board of Library Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL TO ADOPT CITY/FIRE DISTRICT POLICY FOR GIFTS AND GRATUITIES RECOMMENDATION Approve adoption of attached policy establishing guidelines for gifts and gratuities. BACKGROUND/ANALYSIS Originally, at the recommendation of Library Management, the Board approved a longer term borrowing policy, fine flee borrowing and fee exempt media borrowing for Library staff members. After review by the Personnel Department and discussion with the City Manager, this policy was found to be inconsistent with the em'rem city-wide policy governing gifts and gratuities. The adoption of the attached city-wide policy governing gifts and gratuities will still allow staff members the 28 day loan, consistent with teachers, but will require all stalT members to pay fines and fees consistem with the general public. ~ctfully submitted, Library Manager CITY/FIRE DISTRICT POLICY GILTS AND GRATUITIES Purpose: To provide guidance for employees when in the course of their work offers of gifts, favors, or gratuities may be made. Policy: It shall be the policy of the City/District to disallow any official or employee from accepting any gift, whether in the form of service, loan, thing, or promise from any person, firm, or corporation, other than that paid by the City/District. No official or employee: 1. Shall accept any gift, favor, money, or thing of value (including free meals or offers of discount not available to the general public or to all employees). 2. Shall grant in the discharge of duties any improper favor, service, or thing of value. 3. Shall permit delivery at the work site (office or City/District facility) any gift or thing of value. Any acceptance shall be with the approval of the department head. 4. Shall use their offidal position to solidt spedal privileges for themselves or others. Tokens of appredation or modest gifts given in appreciation such as flowers, candy, homemade foods, and similar items can be accepted with the approval of the department head. Further, the solicitation of donations for City/District programs shall be allowed when duly authorized and approved by the City/District. 19 City/District Policy Gifts and Gratuities Page 2 It is not the intent of this policy to offend well-intentioned members of the community, but rather to permit an opportunity for members of the City/District to enjoy sincere offers of appreciation without apprehension concerning the intent of a RCD/dah