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HomeMy WebLinkAbout1994/10/06 - Agenda Packet - Library Board of Trustees LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. October 6, 1994 Civic Center Council Chambers 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers Dennis L. Stout, Mayor Charles J. Buquet, Mayor Pro Tern William J. Alexander, Councilmember Rex Gutierrez, Councilrnember Diane Williams, Councilmember Boardmembers Jacqueline Bolda, President Robert Howdyshell, President Pro Tern Gina Gregory, Boardmember Laura J. Muna-Landa, Boardmember Edward E. Swistock, Boardmember ; PAGE _' Board of Library Trustees Agenda Regular Meeting, October 6, 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: September 13, 1994 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. Appointment of John Cheng as System Advisory Board 8 representative for the Inland Library System. 2. Approval to adopt the proposed fine fee structure and 9 borrowing limits for spoken word cassettes, compact discs and audio cassettes. 3. Approval to adopt the proposed fee structure and regulations 11 for use of the Rancho Cucamonga Public Library Community Room space. D. BOARD BUSINESS The items have been the Board of following requested by Library Trustees for discussion. They are not public hearing PAGE items, although the President may open the meeting for public input. 1. Brief oral overview on the current progress of the Children's Services division; programming and outreach. Eo IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Board of Library Trustees to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for .the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Board of Library Trustees. State law prohibits the Board from i 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, October 3, 6:00 p.m., 1994, seventy two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. ! September 13, 1994 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Ad_iourned Meetine A. CALL TO ORDER An adjourned meeting of the Library Board of Trastees was held on Tuesday, September 13, 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 7:05 p.m. and the pledge of allegiance was led by Deborah Kaye Clark, Library Manager. Present were Boardmembers Bolda, Gregory, Howdyshell, Muna-Landa and Swistock. Also present were: Jack Lam, City Manager, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS B1. Approval of minutes: September 6, 1994 B2. Approval to adopt Resolution No. LB94-001 establishing the first Thursday of each month at 7:00 p.m. as the regular meeting day and time for the Rancho Cucamonga Public Library Board of Trustees. RESOLUTION NO. LB94-001 A RESOLUTION OF THE LIBRARY BOARD OF TRUSTEES OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ESTABLISHING A TIME AND PLACE OF REGULAR MEETINGS. B3. Approval to adopt the proposed fee/fine schedule for the Rancho Cucamonga Public Library. ITEM REMOVED FOR DISCUSSION BY PRESIDENT BOLDA. B4. Approval to adopt the fee of $3 to purchase a marketing style library card packet. B5. Approval to adopt the proposed open hours for the Rancho Cucamonga Public Library. 116. Approval to adopt the Holiday schedule of closures for the Rancho Cucamonga Public Library. ITEM REMOVED FOR DISCUSSION BY BOARDMEMBER SWISTOCK. 1 Library Board Minutes September 13, 1994 Page 2 MOTION: Moved by Howdyshell for items to be approved on the consent calendar, seconded by Muna-Landa. Motion carried 5-0. DISCUSSION OF ITEM B3. Proposed fee/fine schedule for the Rancho Cucamonga Public Library. President Bolda stated that in this proposed schedule the Children's overdue charge of $. 15 per day is recommended. Currently, the County charges $.10 a day. President Bolda asked for the fee to be changed to $. 10 a day for children. Boardmember Howdyshell questioned the Interlibrary Loan Fee. Why are we charging a $2 fee when the item is costing us approximately $127 Deborah Clark, Library Manager, stated that the survey we did on the libraries in our area show a rather low fee for Interlibrary Loan and in some cases no fee at all. She stated that we feel strongly that a fee needs to be in place for a service that is so expensive to undertake, however, one of the concerns from the community is that because we are new that we will have fewer older titles available for them. By subsidizing the Interlibrary loan fee, we will be able to give the borrowers the ability to borrow these items. MOTION: Moved by Muna-Landa, seconded by Boardmember Gregory. Motion carried 5-0. DISCUSSION OF ITEM B6. Holiday schedule of closures for the Rancho Cucamonga Public Library. Boardmember Swistock stated his concern of school holidays - Veteran's day, Martin Luther King's birthday and President's day which could be potentially high usage days at the Library because of children not being in school. An alternative for them to go to the library instead of other actions. Also, parents may want to bring them to the Library. What would this do to the budget and what would we be looking at dollar wise? Deborah Clark, Library Manager, stated that average cost of being open on a day with the 12:00 noon to 9:00 p.m. schedule would be approximately $1,255 for any time we are open on an official City holiday. This includes the electricity, the cost of building, the cost of cleaning and staffcost which would be an overtime situation at time and one half because it is a holiday. Library Board Minutes September 13, 1994 Page 3 Deborah Clark, Library Manager, stated that we have probably the most aggressive open hour schedule of any libraries in our area. We are open seven days a week with a staffof only 75 percent of what most of surrounding libraries have. Also, the attendance on the days proposed is usually low. This is also one of the items surveyed with the other libraries in the area and is in line with them. Boardmember Swistock also asked if we will be able to change the dates six months from now if we decide that this will not work. Deborah Clark, Library Manager, stated that we need one month advance notice of any changes to enter the dates in the computer system. Also, for budgeting purposes, we need to know where we stand every quarter to budget for the year. Finally, we need to publish the holidays and let the public know when we are going to be open and close. Deborah Clark, Library Manager, stated that the Board would be looking at the Holiday schedule each fiscal year to accept or make changes to. Jack Lam, City Manager, proposed that the Board wait a year and see how the library does. His suggestion was to defend vigoursly the present schedule because in a year you can work out the "bugs," examine the budget, evaluate the programs and any modifications or changes you may want in the late spring for the following fiscal year. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Howdyshell. Motion carried 5-0. President Bolda asked for a Motion to accept the Consent Calendar. MOTION: Moved by Swistock, seconded by Boardmember Muna-Landa. Motion carried 5-0. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Jack Lam, City Manager, presented the Board with an oral overview of the history and process that created the Rancho Cucamonga Public Library. C2. Approval o£key policies regarding Intellectual Freedom, Freedom to Read Statement and the Students' Right to Read Statement. MOTION: Moved by Boardmember Howdyshell, seconded by Boardmember Muna-Landa. Motion carried 5-0. Library Board Minutes September 13, 1994 Page 4 C3. Approval to adopt the proposed patron classifications and borrowing limits for the Rancho Cucamonga Public Library. Boardmember Swistock asked if it is legally defendable to have the type of classification "Transient"? Deborah Clark, Library Manager, stated that it has never had to be legally defended, but libraries are allowed to define borrowing roles differently to reasonable protect materials. Under the classification Transient, "using a motel address" is to be removed. Five items out as the maximum number allowed by the system is to be changed to a limit of three. Also, four items overdue, to require supervisor intervention to borrow more items is to be changed to two. Boardmember Swistock recommended that the maximum number of items out to be changed from twenty-five to ten with the supervisors being allowed to override the number under the Resident Adult classification and Teacher classification. Boardmember Howdyshell asked what borrowing privileges would staff receive that regular patrons would not. Deborah Clark, Library Manager, stated that staff would receive no overdue charges and free rental of video. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Howdyshell. Motion carried 5-0. C4. Presentation of the American Library Association process of Public Library role selection. Board discussion and selection of 3 or 4 major roles for the Rancho Cucamonga Public Library. Deborah Clark, Library Manager, presented the American Library Association process, an easy to use planning device to allow us to focus our goals and objectives around roles selected by our policy making body. She requested that the item be pulled from the agenda this month and presented along with the Library Master Plan which includes roles and objectives from the public at a furore date to be selected by the Board. Deborah Clark, Library Manager, went through and described the roles for the Board. Community Activities Center: This role emphasizes the use of the community room in bringing in groups such as Girl or Boy Scouts. The idea is whether you want to make your library serve as a meeting spot. Library Board Minutes September 13, 1994 Page 5 Community Information Center: Creating an on-line data base that would give people information on what kind of meetings are happening in the city. For example, the Pen System in Santa Monica which gives people the access to electronic mail and access to Council records. Formal Education Support Center: Includes after school study centers and working tutor relationships. Independent Learning Center: Emphasis on selecting materials to help achieve whatever the individual's particular needs are in business, school or education; establishment of programs such as Literacy. Popular Materials Library: Getting popular materials like Stephen King's or Danielle Steele's novels and more videos into the hands of the public. Preschoolers' Door to Learning: Emphasizes programs for the very young by the Children's Librarians. Reference Library: Developing a strong reference collection, working with the business comanunity in developing business resources. Research Center: This would be found in a larger library setting such as Los Angeles. Deborah Clark, Library Manager, stated she would like the Board to select the roles and prioritize them for us. Boardmember Howdyshell suggested that a survey be set-up for the Friends of the Library on the night of their "soft opening" on their roles for the library. Also, one for the open house. President Bolda requested that for the November 3rd Board meeting we will bring back this item for fuller discussion with attachments of surveys from the patrons of the library, surveys from the Friends library and possibly the Council. MOTION: Moved by Boardmember Howdyshell, seconded by Muna-Landa. Motion carried 5-0. D. BOARD BUSINESS None received. Library Board Minutes September 13, 1994 Page 6 E. IDENTIFICATION OF ITEMS FOR NEXT MEETINC El. President Bolda would like staff to have a suggestion box for the patrons to send to the Library Board of Trustees. Deborah Clark, Library Manager, stated that at a later time we will have an electronic bulletin board with the public. One of the first screens will be for the patron to enter their comments and suggestions. Staffcould pass the information onto the Board. E2. Deborah Clark, Library Manager, stated that Boardmember Swistock had asked staff how we plan on going to the schools in general and spreading the word that the Library is no longer on Baseline, but now on Archibald. Ms. Tobin will be presenting the information to the Board at the next meeting. Private schools are also to be included. E3. President Bolda inquired if the Boardmembers could be representatives for the Library as speakers at school board or PTA meetings. Boardmember Swistock recommended we talk in depth on this at our next meeting. E4. President Bolda inquired if we are going to have Ad Hoc Committees for senior citizens and for children. Boardmember Swistock agreed on the concept. However, he recommended that we continue this item on the next regularly scheduled meeting. President Bolda would like staff to come up with ideas. Deborah Clark, Library Manager, recommended that the item of subcommittees be deferred until we have our roles defined. F. COMMUNICATIONS FROM THE PUBLIC None received. 6 Library Board Minutes September 13, 1994 Page 7 G. ADJOURNMENT MOTION: Moved by Howdyshell, seconded by Gregory to adjourn to October 6, 1994 at 7:00 p.m. Motion carded unanimously, 5-0. The meeting adjourned at 9:04 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 7 CITY OF RANCHO CUCAMONGA ~;~:'~ ~. ~,.., STAFF REPORT DATE: October 6, 1994 TO: President ~d Members of ~e Bo~d of Lib~ Trustees Jack Lin, ~CP, Ci~ M~ager FROM: Debor~ Kaye Cl~k, Libr~ M~ager SUB.CT: ~PROV~ OF ~POINTMENT OF C~G (JO~ W~G TO THE POSITION OF SYSTEM ~SORY BO~ ~P~SENTATI~ ~COMME~ATION: Approve appointment of John Wang, local developer, as System Advisory Board representative for the Inland Library System. BACKGROUND/ANALYSIS On September 8, 1994, the Rancho Cucamonga City Council approved membership for the Rancho Cucamonga Public Library in the Inland Library System. One of the requirements of membership is to appoint a citizen to serve on the Inland Library System Advisory Board. This individual attends bi-monthly meetings of the System to make recommendations on general library policies, future directions and better methods of overall Inland System library service. The State Library, overseeing the function of the System Advisory Board, requests that the appointment be made, if possible, from the target population termed "underserved" by California libraries. These population are: 1) Minority group member 2) Economically challenged or 3) Physically challenged. Mr. John Wang, candidate to serve on the Library Board of Trustees, fills the first of these categories. An immigrant to California, Mr. Wang speaks Chinese as his native language and represents the challenges of making a home in a new land and learning to adapt to language and customs. Mr. Wang has eloquently expressed his desire to serve in support of libraries, and stands ready to participate on behalf of the City of Rancho Cucamonga Public Library, should the Board decide to appoint. {ectfully submitted, Deborah Kaye Claris] Library Manager CITY OF RANCHO CUOAMONGA STAFF REPORT DATE: October 6, 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 PROPOSED FINE/FEE STRUCTURE AND BORROWING LIMITS FOR VARIOUS MEDIA RECOMMENDATION Approve adoption of fine/fee schedule as proposed: Fee Loan Period Fine rate Item limit Audio cassettes: $.25 per tape 2 week loan period $.25 per day 4 Best seller audio cassettes: $.25 per tape 2 day loan period $.25 per day 4 Compact Discs: $.25 per disc 2 week loan period $.25 per day 4 Best seller compact discs: $.25 per disc 2 day loan period $.25 per day 4 BACKGROUND/ANALYSIS The Rancho Cucamonga Public Library was designed to be funded through four distinct methods: 1) property tax dollars diverted from County to City coffers. 2) State support currently funding Sunday service. 3) Fees for service based on cost recovery. 4) Fundraising efforts in the community. While the current media collection is strong, there is no funding within the existing budget of the Rancho Cucamonga Public Library that can support this collection. If the Board wishes to see the collection grow, to replace media that is worn or damaged, funding must be sought from outside the existing combined book and media budget of $60,000. A fee for rental, similar to that collected for videocassetle borrowing, is proposed. Unlike taxes or assessments, fee based service places the cost for the service directly in the hands of those using the service and completely under the control of the borrower. Renting of spoken word and music audio cassettes and CD's would accomplish the following: 1) Provide a funding source for the continuation and growth of the media collection. 2) Eliminate the need to pay sales tax on the purchase of the item, since tax would be paid on the rental fee. A fee of $.25 per item is proposed for audiocassettes and compact discs. With this fee structure, a spoken word title package of 8 cassettes would cost $2 for a 2 week loan. Compact discs would most commonly cost $.25 for a single disc or $.50 for a double disc. The loan period is also 2 weeks for these items. Spoken word audio or compact discs will also have a "best seller" category featuring the newest releases that would rent for the same fee, but a reduced borrowing period of 2 days. The limit of 4 items per borrower will help control use of the collection. ~Ot~ay~e ~l~pectfully submitted, Library Manager lO CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: October 6, 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 THE PROPOSED FEE STRUCTURE AND REGULATIONS FOR USE OF THE RANCHO CUCAMONGA PUBLIC LIBRARY COMMUNITY ROOM. RECOMMENDATION Approve adoption of the attached proposed policy governing use of the space known as Community Room in the Rancho Cucamonga Public Library and establishing fee structure for use of same. BACKGROUND/ANALYSIS The proposed policies for use and fee structure are based on existing fees for the same service throughout Inland Empire libraries. The policies are designed to provide fair access to the facility. The fee for service is designed 1o recoup basic costs of providing the service. >)~{pectfully submitted, Deborah Kaye Cla~q~ Library Manager 11 MEETINGS IN THE LIBRARY PURPOSE: The purpose of this policy is to regulate the use of the community room to provide fair and equitable access to the facility. The Community Room of the Rancho Cucamonga Public Library is an area approximately 800 sq. ft., available for meetings of 100 or dividable to hold two groups of 30 each. Use is through application only. WHO IS ELIGIBLE TO APPLY: The Community Room will be made available by application for groups, not individuals. Nonprofit groups such as youth groups, clubs, hobbyists, and service organizations may use the Community Room for either public or membership meetings. Nonprofit is defmed as an organization that has been granted 501(c) (3) tax status by the Federal Government. Federal, State and County governmental agencies may use the Community Room for informational programs for the public or stalTtraining purposes. Local nonprofit, governmental agencies and commercial businesses receive preference in scheduling and operate from a lower fee schedule. Local is defined as a Rancho Cucamonga-based organization or one with a significant Rancho Cucamonga membership. (50% or greater.) PROCEDURE TO APPLY: Application is to be made by a responsible adult at least 21 years of age who will serve as meeting coordinator. Application is made in writing on a form provided for that purpose. This should be made at least 5 days ahead of time, accompanied by the fee. A $5 charge will be made for any booking cancelled or unfilled two weeks prior to the scheduled event. Bookings may be scheduled up to I year ahead of the event. 12 Applications may be requested off Vivian Garcia, Administrative Secretary 7368 Archibald Rancho Cucamonga, CA 91730 (909) 948-9900 ext. 5040 DUTIES OF SCHEDULED GROUPS: The physical arrangement of chairs and tables in the room is the responsibility of the organization renting the room. One hundred chairs and 10 tables are available for your use. Any decorations used shall conform to local fire regulations and must be approved. Nails, staples, scotch tape may not be used to attach anything to the walls or ceilings. PREFERENCE IN SCHEDULING: Use of the Community Room shall be limited to one time per organization per month. In the case of conflict over available dates, preference will be handled as follows: Preference will be given to Library or City sponsored events Preference will be given to Rancho Cucamonga based groups Preference will be given to meetings open to the general public A scheduled group will not be displaced within one (1) month of the usage date. Reservations are subject to review by the Library Manager and/or the Library Board, who will determine compliance with Library meeting room policy and the appropriate fees to be charged. HOURS OF AVAILABILITY: The space is available for use during Library open hours only. Organizations must be entirely finished with their activities, including cleaning up, 5 minutes before the Library closes for the day and the building vacated by closing time. FOOD, DRINK AND SMOKING: No smoking or alcoholic beverages are permitted. No catering of hot foods is permitted without express approval by the Library Board. PUBLIC MEETINGS: All meetings must be open to the public free of charge. No fee shall be charged, nor donation solicited, nor membership be required as a condition of entry. 13 LIBRARY ENDORSEMENT: Use of the room constitutes no endorsement by the Library or Board of Library Trustees of the policies, beliefs or views of the group. RESPONSIBILITY: The Librar~ is not responsible for any equipment, supplies, materials, clothing or other items brought to the Library or transported to library property by any group or individual attending the meeting. LIABILITY: The Library Board and staff does not assume any liability on groups or individuals attending a meeting in the Library. RESCINDING OF PERMISSION FOR USE: Any violation of these rules may automatically result in a forfeiture o£thc applicants reservation for the use of the room. In case of any problems regarding the room and its use, the Librarian in charge has the right to make a decision regarding appropriate use of the room. 10/6/94 14 FEE SCHEDULE FOR FULL COMMUNITY ROOM Accommodates up to 100 individuals Rancho Cucamonga Based Groups: Nonprofit local community groups: $10 per reservation Government groups: $25 per reservation Commercial groups: $25 per hour/S100 per day Other Groups: Nonprofit community groups: $25 per reservation Government groups: $50 per reservation Commercial groups: $50 per hour/S200 per day FOR PARTIAL COMMUNITY ROOM Approximately 400 sq. ft., accommodates up to 30 individuals. Divided by partition. Rancho Cucamonga Based Groups: Nonprofit local community groups: $5 per reservation Government groups: $10 per reservation Commercial groups: $10 per hour/S50 per day Other Groups: Nonprofit community groups: $10 per reservation Government groups: $25 per reservation Commercial groups: $25 per hour/S100 per day 15