HomeMy WebLinkAbout1995/01/05 - Agenda Packet - Library Board of Trustees LIBRARY BOARD OF TRUSTEES
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
First Thursday
7:00 p.m.
January 5, 1995
Civic Center
Council Chambers
10500 Civic Center Drive
Rancho Cucamonga, California 91730
City Councilmembers
William J. Alexander, Mayor
Paul Biane, Councilmember
James V. Curatalo, Councilmember
Rex Gutierrez, Councilmember
Diane Williams, Councilmember
Boardmembers
Jadqueline Bolda, President
Robert Howdysbell, President Pro Tern
G~na Gregory, Boardmember
Laura J. Muna-Landa, Boardmember
Edward E. Swistock, Boardmember
PAGE
i~~' Board of Library Trustees Agenda 1
Regular Meeting, January 5, 1995
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: December 1, 1994.
2. Approval to adopt Tour policy.
'3. Contract with Weldon & Associates to perform
Approval
to
adopt
Collection services.
4. Approval to adopt Collection Development policy.
5. Approval to adopt Contract with the Friends of the Library covering
occupation of space in the Rancho Cucamonga Interim Public Library
for the purpose of operating a Friends of the Library bookstore.
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. Request to reserve the Community Room: Mark P. Hernandez with
Merrill Lynch. Application attached.
2. Status report on the Library, iocluding Midyear budget report:
presented by Library Manager.
D 3. Preliminary Plan of Service Program: presented by Library Manager.
PAGE
Board of Library Trustees Agenda 2
Regular Meeting, January 5, 1995
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. Review of the photocopier fee: requested by Boardmember
Howdyshell.
2. Approval of formal request for the Library Board to meet with
Rancho Cucamonga City Council in joint session.
3. Status report on parking and results of first survey.
4. Black History Month: program possibilities presented by President
Bolda.
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.
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
1, 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 Thursday, December 29, 6:00 p.m.,
1994, seventy-two (72) hours prior to the meeting per Government Code
54953 at 10500 Civic Center Drive.
December 1, 1994
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
Regular Meeting
A. CALL TO ORDER
The regular meeting of the Library Board of Trustees was held on Thursday, December 1, 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 7:03 p.m. and the pledge of allegiance
was led by President Bolda. Present were Boardmembers Gregory, Howdyshell and Swistock.
Boardmember Muna-Landa was absent.
Also present were: Diane Williams, Councilmember, Jerry Fulwood, Deputy City Manager,
Deborah Clark, Library Manager, John Wang, System Advisory Board Representative, Robert
Karatsu, Principal Librarian and Vivian Garcia, Adminislxative Secretary.
B. CONSENT CALENDAR
B1. Approval of minutes: November 3, 1994
B2. Approval to adopt Interlibrary Loan policy.
B3. Approval to adopt Reserve policy.
B4. Approval to adopt Display of Brochures and Posters policy.
B5. Approval to adopt Borrowing Limits policy. ITEM REMOVED FOR DISCUSSION BY
BOARDMEMBER SWISTOCK.
B6. Approval to adopt Materials Donation policy.
B7. Approval to adopt City/Fire District Policy for Gifts and Gratuities.
MOTION: Moved by Boardmember Swistock to approve the consent calendar, seconded by
Boardmember Gregory. Motion carried 4-0-1 (Muna-Landa absent).
DISCUSSION OF ITEM B5. Approval to adopt Borrowing Limits policy.
1
Library Board Minutes
December 1, 1994
Page 2
Boardmember Swistock stated he pulled this item to discuss the length of time this policy would be
in effect and when the Board could reconsider the item to expand the number.
Deborah Clark, Library Manager, stated that the two item subject limit was requested by staffto
increase the accessibility to students to curriculum related materials. We also found that this was
not just limited to school children, but to the adult collection as well.
Deborah Clark, Library Manager, stated that she would bring ttfis before the Board to review once
our collection grows.
Boardmember Swistock stated he would like to see a handout explaining why we are limiting the
subject and increase the items to four.
Robert Karatsu, Principal Librarian, stated that the four item limit could quickly "wipe out" the
availability to other students with a subject such as Indian tribes.
MOTION: Moved by Boardmember Swistock to approve the Borrowing Limits policy with the
addition of having a handout explaining why the library is doing this, seconded by Boardmember
Gregory. Motion carded 4-0-1 (Muna-Landa absent).
C. LIBRARY DIRECTOR'S STAFF REPORTS
Cl. Deborah Clark, Library Manager, gave an oral report on where we are in our collection,
where we are in our budget and what's coming up in our technology. She referred to a handout given
to the Board on Item Loan Types.
The count as of the Board meeting for library materials is 74, 438 items. The library opened with
55,000. For the last two months, staff processed and/or shelved approximately 20,000 items.
Thanks to a lot of work on Robert's part and his staff, the library now has what is becoming a very
good collection of reference materials, particularly slxong in school support.
In the area of budget, Deborah Clark, Library Manager, stated we are still waiting for our first
quarter's budget from Finance. But she was guaranteed that she will see a mid-year completed report
or she will be allowed access to create one. So the January meeting will feature a six month budget
report.
Boardmember Gregory asked about the Gold cards.
Library Board Minutes
December 1, 1994
Page 3
Deborah Clark, Library Manager, stated that the Gold cards are linked directly with the Donor Wall.
Sam Maloof has agreed to design the Donor Wall. The Gold cards will be connected with that
particular function and the opening of the Donor Wall as a recognition gift. That will be coming
before this Board as an entire package.
Deborah Clark, Library Manager, stated that our biggest frustration now with our technology is the
lack of ability to print including overdue notices. Because of this, the Telecirc unit became the
priority of installation. This is the facility which has two lines and the electronic voice which will
be calling patrons letting them know they have overdue items. Telecirc also allows patrons to call
in to do renewals over the phone. However in the process of installation, it was discovered that the
hardware was faulty and Dynix is now replacing this equipment. Meanwhile, staff members are
currently placing phone calls to patrons after a two week late period.
Deborah Clark, Library Manager, reviewed another handout, Fund Accounting Report for the
Library from Baker and Taylor and a final order to them. The total amount remaining available to
spend is $455,500. The reason this number is high is that the library decided to order direct and not
to use Baker and Taylor for our reference books. They simply did not have the materials that the
library needed and wanted. A final order to Baker and Taylor was submitted, adding approximately
9,500 volumes to the collection.
C2. Discussion of the use of the Rancho Cucamonga Public Library for tax form distribution and
approval or denial of Staffs proposal to not serve as a distribution point in 1995.
Deborah Clark, Library Manager, stated that this is before the Board for their decision on whether
they want to use the library as a tax distribution place. The tax forms have already been delivered
via the County branch.
The library has the option of not providing the service, of providing the service on a limited basis
or providing full service.
President Bolda suggested that on the weekend and the night before April 15, we should bring in
extra volunteers to help patrons.
Boardmember Howdyshell stated he would like the library to have the forms available. He himself
goes to the library for the forms. He does like Debbie's idea of having the high turnover forms
available and having the packet of reproducible forms available.
MOTION: Moved by Boardmember Howdyshell to deny Staffs proposal, and instead to provide
moderate level service, seconded by Boardmember Gregory. Motion carried 4-0-1 0vluna-Landa
absent).
3
Library Board Minutes
December 1, 1994
Page 4
D. BOARD BUSINESS
D1. Status of Dial Access capability: Oral report presented by Robert Karatsu, Principal
Librarian.
Robert Karatsu, Principal Librarian, slated that ifa patron has a computer and a modem it is possible
to dial in and get access to the catalog as if you are in the library. A handout has been given to a few
as a trial on how to dial in, and what is required to get in and out of the system. Before this is
offered to all patrons, slaff is having some individuals test this out and find out if there is a problem
or errors. Once the magavlnes are loaded, we will have to password protect items per our agreement
with the Vendor, lAC.
When questioned about phone service, Deborah Clark, Library Manager, asked if any of the
Boardmembers had problems with placing a call to the library.
Boardmember Howdyshell slated that when he called the library and received no answer, instead of
receiving a busy signal, the phone kept on tinging as if no one was in.
Deborah Clark, Library Manager, slated that per the phone vendor, Alert, this is part of the system.
If all four ports are busy, the next call will keep on tinging until one of the ports is available.
Boardmember Swistock asked if we could increase the number of ports.
Deborah Clark, Library Manager, slated that once we look at the budget, this is an area we could
look into. We will contact the vendor and see if we have any options.
D2. Creation of Library Plan of Service Phase One
Developing Roles and Mission, adoption of major roles of service.
Deborah Clark, Library Manager, asked the Board to refer to their handout on the survey which was
given to patrons and Council asking what they thought the roles should be for the library. Staff
would like the Board to select what they want the library to focus our attentions on.
President Bolda slated that (1) Formal Education\Children and (2) Business References
Boardmember Howdyshell asked Councilmember Williams ifil'om the survey showing the top four
items as roles, would this reflect what the Friends would support.
Councilmember Williams stated that the role items have not changed - they have been enhanced.
Library Board Minutes
December 1, 1994
Page 5
Presidem Bolda listed the roles:
1. Formal Education-Preschool
2. Business Reference Library
3. Independent Learning-Literacy Program
Boardmember Gregory asked, Formal Education and Preschool or Formal Education for Youth?
Deborah Clark, Library Manager, suggested the term "youth" service to encompass preschool,
elementary and secondary education and youth at risk as well.
President Bolda changed Formal Education to Youth Services.
MOTION: Moved by Boardmember Howdyshell, seconded by Boardmember Swistock. Motion
carried 4-0-1 (Muna-Landa absent).
President Bolda requested that an article be sent to the paper stating what Roles have been selected
by the Library Board of Trustees.
D3. Friends of the Library Bookstore: discussion oftimelines for opening.
Councilmember Williams representing the Friends of the Library gave an oral presentation on the
Bookstore. The opening is planned for mid-January. The volunteers will be under the City's
Volunteer Program. The City's Attorney is working on a contract between the Friends and the
Library.
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
El. President Bolda asked about group tours being provided by the Friends on a scheduled basis
with a story read at the end. She also asked if staff could report back on the phones.
Boardmember Howdyshell inquired on what the Lion's Club reaction was to a fee being charged for
books on tape.
Deborah Clark, Library Manager, stated that the Lion's Club would go along with the fee and see
what the response will be from the public.
E2. Boardmember Swistock asked for a mid-year budget at the next meeting.
Library Board Minutes
December 1, 1994
Page 6
E3. President Bolda asked for a meeting between the Board and the City Council.
Jerry Fulwood, Deputy City Manager, stated that if it is the request of the Board to meet with the
City Council, that the Library Board can make that request. In the past, City Council assigned two
Councilmembers to work closely with a Board. But if that is your wish, you can make that
recommendation and it will be up to City Council to address it.
E4. Boardmember Gregory asked about parking congestion. Had we received any complaints
and how are we doing at different times during the day.
Deborah Clark, Libra~ Manager, stated she hasn't received any angry complaints, but has received
comments that it will be a challenge for the library at this location. She will look into the
surrounding areas and bring the information back.
E5. Boardmember Gregory also asked if there were any associations or meetings that the Board
could attend, networking with other Library Boards in the area.
Deborah Clark, Library Manager, will have a list in the next newsletter as to what meetings and
events will occur in the next six months.
E6. Boardmember Howdyshell stated he would like Deborah to pursue the cost with the
photocopying machines, looking to see if we could make the cash and the card fee the same.
Deborah Clark, Library Manager, stated that she has contacted the vendor and let him know the
concerns of the Board. She is trying to have him come to the next meeting to present his point of
view.
E7. Boardmember Howdyshell asked for a timeline on the Donor Wall.
F. COMMUNICATIONS FROM THE PUBLIC
No communications were made from the public.
6
Library Board Minutes
December 1, 1994
Page 7
G. ADJOURNMENT
MOTION: Moved by Boardmember Swistock, seconded by President Bolda to adjourn to January
5, 1995 at 7:00 p.m. Motion carried, 4-0-1 (Muna-Landa absent). The meeting adjourned at 8:40
p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
CITY OF RANCHO CUCAMONGA ~ ~
STAFF REPORT
DATE: January 5, 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 TOUR POLICIES FOR ADULT
AND CHILDREN'S SERVICES
RECOMMENDATION
Approve adoption of proposed policies governing the offering of tours for adult and juvenile class
and group visits.
BACKGROUND/ANALYSIS
The Library welcomes the opportunity to provide class visits and group tours to the adult and
juvenile patrons of the Library. Critical to make the experience positive for the group, the general
public and the staffis the coordination of times of availability, the consideration of staffing patterns
in providing special services and the ability to provide an "exception" to any element w/thin the
policy.
Of note in the Adult Tour policy is the unavailability of tours Monday through Thursday, between
the hours of 2:30 p.m. and 6 p.m. At this time, critical limits in seating, parking and library services
are reached throughout the Library, but particularly in the Adult Division servicing teens and other
adult users. Therefore, the policy proposes that no adult tours be offered at that time.
In addition, the offering ofbooktalks, storytimes and other special events generally not provided in
the regular tour package provided by Children's Services is encouraged as a special request item, to
be made at the time of the tour booking. Staff will recommend days and times available for this
extended tour, based on staffing pattems and staff availability.
All of these areas are covered in the attached policies for approval.
{~ect fully submitted,
Deborah Kaye C[,~.~
Library Manager
LIBRARY TOURS - ADULTS
PURPOSE:
To establish guidelines for the provision of tours of the Rancho Cucamonga Public Library for
public and private education classes and community groups, ensuring fair and equitable access.
PHILOSOPHY:
The Library is pleased to provide tours of the facility. These tours fulfill several purposes:
To assist in the instruction of how to use a library successfully.
To make the potential palxon more aware and more comfortable with the many services offered
by their public library.
ELIGIBLE GROUPS AND HOURS OF SERVICE:
No tours offered from 2:30 to 6 p.m. Monday through Thursday due to high student use.
Group: Any private or public school class, or adult education class
Any organization, such as Eagle Scouts or Computer Groups
Limitations: Lirnited in attendance to 40 s~udents or group members
Hours: Service offered Monday through Thursday, 9 a.m. to noon; 6 p.m. to 8 p.m.
Friday & Saturday 9 a.m. to 4 p.m.
Not available Sundays
CONTENT:
Presentation will be designed to group leader's request, but will basically include library
procedures, types of collections, library resources and instruction in use.
SUPERVISION:
Group leader will remain with group and assist Library staff member with supervision.
MULTI-LANGUAGE:
Tours might be available in languages other than English depending on staff availability. Please
ask at time of scheduling.
LIBRARY CARD ISSUING:
If your group requests library cards be issued at the time of the tour, official Rancho Cucamonga
Public Library registration forms must be completed for each applicant with all required
signatures. Applications should be proof-read by Group leader and submitted to the Library two
9
weeks prior to the date of the requested tour.
SCHEDULING:
Groups of over 10 members must be scheduled in advance. All group visits must be scheduled a
minimum of one week and a maximum of three months ahead. Two weeks advance notice is
required if library cards are to be issues at time of visit. Twenty-four hours cancellation notice is
requested.
Ifa group of more than 20 have already scheduled the library for a tour, a second request from
another class may be denied based on limited capacity and staff.
EXCEPTIONS:
Exceptions to the above requirements or additional options in tours may be granted by the
Library Director or the Board of Library Trustees. Requests for such action should be submitted
in writing a minimum of 2 weeks prior to the proposed tour date requested.
10
LIBRARY TOURS - CHILDREN
PURPOSE:
To establish guidelines for the provision of tours of the Rancho Cucamonga Public Library for
public and private education classes and community groups for children, ensuring fair and
equitable access.
PHILOSOPHY:
The Library is pleased to provide tours of the facility. These tours fulfill several purposes:
To instill a love of books, reading and the importance of information in children at an early age.
To assist in the early instruction of how to use a library successfully.
CONTENT:
Presentation will be designed to group leaders' request, but will basically include library
procedures, care of materials, locations of collections, library resources and instruction in use.
Tours do not ordinarily include booktalks and stories.
At the time of the original request, the Group leader may request that the tour include booktalks,
stories, a film strip or other services. These special tours are arranged as library stalTmg permits.
Staff will suggest tour days and times at which these additional services will be available.
ELIGIBLE GROUPS AND HOURS OF SERVICE:
Group: Any private or public school class
Any organization, such as Scouts or "Y" groups
Limitations: Limited in attendance to 40 students
Hours: Not available Sunday
Not available during any regularly scheduled storytime
Tours are offered during all other regular Library hours, up to one hour before
scheduled closing time
SUPERVISION:
Teacher or Group leader will remain with group and assist Library staff member with
supervision.
MULTI-LANGUAGE:
Tours might be available in languages other than English depending on staff availability. Please
ask at time of scheduling.
11
LIBRARY CARD ISSUING:
If your group requests library cards be issued at the time of the tour, official Rancho Cucamonga
Public Library registration forms must be completed for each applicant with all required
signatures. Applications should be proof-read by Group leader and submitted to the Library two
weeks prior to the date of thc requested tour.
SCHEDULING:
Groups of over 10 members must be scheduled in advance. All group visits must be scheduled a
minimum of one week and a maximum of three months ahead. Two weeks advance notice is
required if library cards are to be issues at time of visit. Twenty-four hours cancellation notice is
requested.
If a group of more than 20 have already scheduled the library for a tour, a second request from
another class may be denied based on limited capacity and staff.
A group may schedule no more than 3 visits annually.
EXCEPTIONS:
Exceptions to the above requirements or additional options in tours may be granted by the
Library Director or the Board of Library Trustees. Requests for such action should be submitted
in writing a minimum of 1 month prior to the proposed tour date requested.
CITY OF RANCHO CUCAMONGA
DATE: January 5, 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 CONTRACT WITH WELDON &
ASSOCIATES TO PERFORM COLLECTION SERVICES
RECOMMENDATION
Approve adoption of contract with Weldon & Associates to purchase 300 accounts at a cost of $7.$0.
BACKGROUND/ANALYSIS
In todays mobile society, libraries have increasingly come to rely on collection agencies to assist in the retrieval of
overdue library materials. Less than 2% of a library's borrowers end up going into collection, but these same 2%
fi-equently account for hundreds of popular library titles unavailable for general usc and thousands of dollars of
materials literally "in limbo" during the collection process. Generally, approximately 35% to 70% of the accounts
referred to a collection agency can be recovered.
Weldon & Associates specializes in a customized library recovery system. Lcttars to clients and reporting criteria
all reflect the large number of library clients currently handled by Weldon. The process consists of a series of up to
5 collection demand letters, the last being an attorney letter. If the account has not been resolved after the fifth
letter, the Library decides on a case by case basis whether to follow through and report thc paU'on to TRW.
In use by Los Angeles County Library, Upland Public Library, San Bernardino County and Public Library, and
many other library systems, Wcldon & Associates Phase One collection offers a cost effective service in a palatable
package which maintains good public relations within the community.
FINANCIAL IMPACT
The costs for the collection accounts are recovered through a pass-through fee to the public of $15 per account,
which also covers staff costs in initiating and maintaining the collection files.
This bid and con~'act has been reviewed and approved by the Purchasing Department of the City of Rancho
Cucamonga and is presented for your adoption.
~Re~pectfully submitted,
Library Manager ~
WELDON & ASSOCIATES
2~ ~almenIo Way
Irvlne, CA 92715-2t09
Telephone (714) 733-3558 FAX (714) 733-3611
CITY ~C~O ~C~d~ 9TATE
DIRECTOR t) LIBRARIAN ~ ~E~K~ ~LR~KE PHONE
CIRCULATION DEPT. ~IVI~ ~IR PHONE
This AOREEFlEHT~ end any addenduats) to ltl Is entered Into by and batueen NELSON
Ag6OCIATEg~ l# & A)~ Library Consulting flrw~ herelflaiter referred to as 'CONIRACTOR'~
origlnator~ developer~ ONOer sod exclusive contractor of NELDON'9 CUOTONlZEO LIBRARY
RECDYERY OERYICE (#/CLRR)~ hereinafter referred to as NICLRO, subcontracting for fha
purpose of assigning accounts For the collection agency portions of M/CLRS to agencies
operating In accordance Hlth Orate and Federal Collection LaKe, with library-specific
versatile and tlsxlble computer capabilities custom-designed to east CONTRACTOR'9 HICLR6
specifications For recovery of overdue materials, fees and Flneal and the entity listed
above~ hereinafter referred to as 'CLIENT'.
#ICLR90YERDUEB PRogRAM - Iociudest consultlng~ analysis, planning
(Overdues Opectallsts) and development of library's specific NICLR9
custom-designed recovery systemI customized
series of collection notlces~ manuals For
staff use and tralnJngg and reporting ForlsI
publicity kill Honthly Progress
ongoing program updates~ couoBellng end
SupervisionI PROPRIETARY INFORMATION.
SERVICE CHARRE based on PH~6E ! system beloNf
Hew Order .~:) t. Reorder t.
PHAGE I gYBTEM - Includeel production and mailing of up to Five
iAealgned to N/CLRg cuStom-designed library-specific collection
Collection Agency) notices .iCh optional "Thank You Letter' and TAN
Consumer Credit Bureau ReportingI Referral to an
Attorney IF noceessryl Monthly Progress Reports.
No. of accounta ..~oO I S ~'~-~'~ each
Termel ~T ~&~ TOTAL -
~CLIENT I Title Bate
! N6T ALLOT I ON I N8 1RUC T I ON9
Cuatoalzed Notlcg~t TRHs Yeet) Ho(). Hinura~ Yeet) ~o() Other
NICLR9 Ki~e~ tapleeentaEionll DHV Requester CodeH ~aneetyl) Hilitaryt) Publl~ltyl)
Cu~toalxed Hanuate~ R~portlng Former As36t)lt) Df3Ltt4(t Ct3~Pl)4() 0136ol) 4ll
Hg[hod et ~egignaen[g T-2LI) 3() q-l) O~her
Call Ph6ne No.~Ext
N/CLR5 Fo~ NR-6.67
Weldon & Associates
Library Consultants
Specializing in Recovery of Library Overdues
26 Palmento Way, Irvine, CA 92715-2109
Telephone (714) 733-3558 FAX (714) 733-3611
SUBJECT: WELDON'S/CUSTOIvBZED LIBRARY RECOVERY SYSTEM - W/CLRS
(mW/clears") - for Library 'Overdues-Loss-Prevention' and Overdues Collection.
In 1981, at the request of a number of librarians, we undertook the development of a 100% library-
specific overdues recovery system for the express purpose of resolving overdues problem "wish-lists".
Our first pilot project, run early in 1983, proved to be so successful that the California Library
Association requested we present W/CLRS at the 1983 CLA Conference (also at a number of
subsequent Conferences). We have agreed to do this again in November 1994.
Hundreds of county libraries; individual libraries; academic and college libraries; law, art, theological,
and other specialized library systems have been using W/CLRS for a number of years. Library,
statistics show we recover from approximately 35% to as high as 70% of the overdues sent to
collection. Depending upon the recommendations put into effect, approximately one-third of the
recovery comes in as 'cash' and two-thirds in as 'value of recovered materials'. Almost without
exception the cash return more than covers the low cash outlay required for W/CLRS.
W/CLRS is a unique 2-part system:
PART I: We select and customize tested and proven W/CLRS methods to help resolve specific
library in-house overdues problems and reduce the number of overdue accounts. We generate
faster and better response to in-house library 'Reminder Notices', improve patron cooperation,
increase number of'on-time' returns, improve circulation of priority materials, and reduce bad
address problems.
For ease of operation, we custom-design library-specific collection notices, reporting forms,
and instructions for staff training and use. We also provide implementation and publicity
information with in-house library and news media samples and examples. Time-saving
interface procedures, updates, ongoing supervision and counseling continue throughout the
duration of the W/CLRS 2-part system.
PART II: Includes the collection agency portion of W/CLRS (outside third party intervention) for
certain accounts that do not respond to Part I. We subcontract with bonded and licensed
collection agencies, for the processing and forwarding of our proprietary custom-designed
collection notices and optional 'thank you letter'. If necessary, certain accounts are referred
to an Attorney and/or TRW Consumer Credit Reporting Bureau. Monthly Progress Reports
are provided.
With our 'double the investment' performance guarantee no financial risk is involved even with pilot
projects. Recovered overdue Fines and Fees, wlfich would otherwise be lost, not only pay for the
cost of the system but ot~en generate cash surpluses. The benefits of cash avoidance, with the return
of long overdue and valuable materials, are always quite substantial.
Wands H. Welclon
Enclosure~
Member of California Library Association 1 5
WELDON'S/CUSTOMIZED LIBRARY RECOVERY SERVICE {W/CLRS)
HISTORICAL TIME-LINE
Note: Wanda H. We/don, as Assistant to the Comptroller of The University of Manitoba, Canada
(appointed to new Administration fo#owing defalcation of university funds] worked to help save
seven campus libraries from closure. This experience was of immeasurable value in the
development of "W/CLRS" - pronounced 'W/clears'.
1980 At request of librarians Weldon & Associates began research and development to
modernize overdues recovery procedures. Librarians gave enthusiastic support and
input.They wanted to reduce new-book-budget funds from going into replacements.
Oct]81 Received 'Request for Proposal" from County of San Bernardino Public Library (SBCL).
Contract awarded to develop Pilot Project of system now known as W/CLRS.
Jan/83 Started SBCL Pilot Project using a labor-intensive business-oriented collection service
which was adapted to library use.
OctJ83 Notwithstanding ongoing interface problems, exceptional recovery results prompted
SBCL to recommend to the California Library Association (CLA) that the W/CLRS and
the SBCL Pilot Project results be presented to members at the CIA Conference.
Dec/83 CLA Director called a "Special Session" sponsored by CIA, at which W/CLRS and
SBCL Pilot Project results were presented to the membership.
Feb/84 American Library Association published report on W/CLRS Special Session at CIA
Conference in AIA's February issue of "American Libraries" - see attached copy.
'84]85 Surge of new libraries add W/CLRS to in-house recovery procedures.
Dec/84 Second W/CLRS Seminar at CIA Conference--again sponsored by CIA.
'85/88 Continued to hold W/CLRS "Overdues Recovery" Seminars and Workshops at CIA
Annual Conferences for six consecutive years - two sponsored by CIA and four
sponsored by California Library Employees Assoc. (CLEA).
Marl66 As recognized experts in library overdues recovery field--and as a result of on-site
training at libraries during customization of W/CLRS systems--Weldon & Associates
was requested to hold a "first ever" new type of Workshop at December 1986 CIA
Conference-entitled "Behind the Circulation Desk"--in addition to W/CLRS "Overdues
Recovery" Seminar.
1986 Advanced Collection Systems, Inc. (ACS), agreed to build for the exclusive W.CLRS
use a 100% 'library-specific state-of-the-art' software program to meet Co-Offeror's
specifications. The labor-intensive problems and system limitations experienced with
the business-oriented service were thereby totally eliminated, and comprehensive
library-specific reports were introduced.
'87/88 Continued to hold both W/CLRS "Overdues Recovery" seminars and "Behind the
Circulation Desk" workshops at CIA Conferences, sponsored by CLEA. See attached
CIA information and letters of commendation.
No¥.94 At CLA's request will conduct W/CLRS "Overdues Recovery" Forum at Conference.
Conference.
Weldon & Associates
Library Consultants
Specializing in Recovery of Library Overdues
26 Palmeato Way, lrvine, CA 92715-2109
Telephone(714)733.3558 FAX (714)733-3611
Key W/CLRS Features, Advantages and Benefits
* Noticeable improvement in 'on-time' returns.
* Appreciably higher recovery results from in-house collection procedures.
* Returned ~Lost' and irreplaceable materials get back into circulation.
* Fewer 'new book budget dollars' used for replacements-more lef~ for new acquisitions.
* Public libraries add up to $15.00 per account (per item with academic libraries) to cover cost of
collection. Overdue patrons pay most, if not all, collection costs.
* Library maintains sole control over both patron and the account throughout entire collection
process. Agency does not contact patrons by telephone or in person.
* Library receives all monies and library materials directly from patrons.
* Diplomatic or Intensive collection notices are customized to: * Meet individual needs of library systems--large or small.
* Protect 'debtor dignity'.
* Build goodwill.
* Preserve the library image.
* Maintain library/patron relationships and give library staff needed support.
* Optional ~rhank You Letter' protects library-image and public relations.
* ATTORNEY LETTER, at no additional fee, provides libraries with special legal support, and
generates response from would-be-hard-core debtors.
* Optional nationwide TRW Consumer Credit Bureau Reporting at no extra fee. Especially
effective in recovering larger balance accounts.
* Highly comprehensive Monthly Progress Reports show original and updated patron balances,
month-to-date, year-to-date and inception to-date patron-response figures; as well as the overall
performance of the system.
* 'Double the investment' performance guarantee eliminates financial risk even with pilot projects.
Commenls from Librarians and Staff: 'Most impressed with quick results", 'Staff'loves it', 'Patrons who previously
ignored us s~ just so nice--even when box)ks ~e found on the shellTM (nm all libraries do sheff checks fuji), "Excellent press
suplx~ helped us publicize new overducs policies', 'Love ~e extra deposit trips to the benk--never have so many fmcs heen
paid', 'Nahing ever done before including a seemingly similar collection agency service, ever began to get the resulls we
get now'.
More Comments: "System more lhan pays for it.sell', 'Amazing how long-lost books show up wilh recent overdoes",
'Bcoks lhat 'walked out' are now 'walking back in'. One County Librarian states: 'Overducs no longer require my attention',
"National coverage brings letteri, long distance calls, racr~ and libral'y materials from everywhere', "Patmus moved cot-of-
area respond from as far away az Taiwan', "Some patrons have returned libra.,y materials by Air Mail", 'Even patrons sent
to collection express lheir appreciation for ~he attentionl'
Some libraries using W/CLRS: Los Angeles County Library, Orange County Library, Sacramento Public Library,
Alhambra Public Library, Buena Park Public Libras3~, Upland Public Libras)', San 13cmardino Public Library, Placontia
Librasy Dislrict, Fullerton Public Librat3', Anaheim Public Library, Upland Public Library, Ventusa County Library, etc.
17
Member of California Library Association
Weldon & Associates
Library Consultants
Specializing in Recovery of Library Overdues
26 Palmemo Way, Irvine, CA 92715-2109
Ielcphone (714) 733-3558 FAX (714) 733-3611
"W/C L R S"
WELDON'S/CUSTOMIZED LIBRARY RECOVERY SERVICE
QUESTION:
"How can W/CLRS recover the missing library materials and outstanding charges that libraries
cannot recover?
ANSWERS;
A - PATRONS TEND TO IGNORE LIBRARY NOTICES AND BILLS 1) Patrons have discovered nothing serious happens when such requests are ignored.
2) Patrons circumvent suspended library privileges by using library cards belonging to friends and/or
family members. They also use other libraries where they are not suspended.
3) Inconvenience is the main loss suffered.
4) All things considered, patrons prefer to keep libra~ items they want and not pay the charges.
B - PATRONS RESPOND TO "THIRD PARTIES" - ATTORNEY. COLLECTION AGENCY. TRW 1) Everyone knows it is not wise to ignore any of these parties.
2) An Attorney contact on a library matter is impressive. It brings results.
3) Agency notices and TRW credit repotling, with possible damage to credit ratings, arouse the self-interest
motivational factors. Today, employers, rental agents ete. all pull TRW reports.
C - DWLOMATIC APPROACH BUILDS GOODWILL AND ENCOURAGES RESPONSE: 1) W/CLRS colleetion agency notices are custom-designed to bring response from patrons by building
goodwill and maintaining patrons' self-esteem.
2) Careful attention is given to the protection of the valued library/patron/constituent/taxpayer
relationships.
3) Patron is given a diplomatic 'faee-saving' opportunity to resolve library problems and ecome a patron-in-
good-standing.
4) Optional TRW credit reporting available for unresolved accounts.
RESULTS: 1) Depending upon location, age of accounts, economic situations, and W/CLRS features used, libraries
repo~ patron response runs as high as 70% with 50% recovery.
2) Response to in-house libra~'y notices improves, and newly implemented loss-prevention measures
prove to be effective.
3) Thousands of 'old and current' missing librmy books retta'n to circulation without direct cost to
libraries.
4) One by one, W/CLRS helps delinquent patrons learn to abide by libra~ rules.
18
Member of California Library Association
CITY OF RANCHO CUCAMONGA -
DATE: January 5, 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 COLLECTION
DEVELOPMENT POLICY
RECOMMENDATION
Approve adoption of Collection Development Policy as presented.
BACKGROUND/ANALYSIS
The adoption of the Collection Development Policy allows staff to have a document to present to
the public in case of questions, concerns or challenges to library materials. It sets forth the major
documents involved in circumventing censorship, presents the major roles that the library will focus
on in collection efforts and helps the public understand the criteria the library uses in purchasing,
considering, rejecting or removing all library materials for public access.
ectfully submitted, ,
rah
Library
COLLECTION DEVELOPMENT POLICY
PURPOSE:
More than 90,000 books, records, videos and other materials are published in the United States
each year. The Rancho Cucamonga Public Library will be able to purchase only approximately
8% of those items. Budgetary and space limitations necessitate highly selective judgement in
order to provide the most appropriate of materials for this communiW. Recognizing that not all
library needs can be supported by a limited budget, specific roles appropriate to this community
have been selected by the Library Board. The purpose of the selection process is to support and
fulfill the main roles of the Rancho Cucamonga Public Library established by the Board of
Library Trustees in 1994. These are:
1) To support the formal education process for all ages
2) To serve youth from preschool through High School, emphasizing education, literacy and
life enrichment
3) To serve as a reference center, emphasizing information support to community business
4) To fulfill the role as an independent learning center for all the community
Therefore, materials for all ages, representing several languages and cultures which form our
community will be selected based on their ability to assist individuals in the community to:
*Succeed and excel in a formal educational program
*Continually enrich and educate themselves
*Make good use of leisure time and promote their personal well being
*Be more capable in their daily occupations
METHODOLOGY/PHILOSOPHY
The Material Selection Policy of Rancho Cucamonga Public Library is based on the principles
expressed in the "Freedom to Read Statement", and the "Library Bill of Rights" (American
Library Association), attached.
The ultimate authority and responsibility for the selection of library materials rests with the
Library Director, who operates within the framework of policies determined by the Library
Board of Trustees. The staff makes recommendations for selection on the basis of professional
experience, collective background and subject knowledge, complemented by study of
authoritative published reviews. Suggestions from library patrons are encouraged and seriously
considered in the selection process.
Materials shall be evaluated according to objective standards. Consideration shall be given to
expanding knowledge, changing social values, technological advances and cultural differences.
Reading and language abilities of the community shall also be considered.
Different viewpoints on controversial issues may be acquired, including those which may be
20
unpopular or unorthodox. The library recognizes that some materials which may offend, shock
or fail to interest one reader may be considered agreeable, meaningful or significant to another.
While Rancho Cucamonga Public Library is committed to supporting school curriculum by
supplying primary and secondary resource materials, providing textbooks and assigned readings
is held to be the responsibility of the schools. Textbooks shall be purchased for the collection
when they supply information in areas in which they may be the best, or the only source of
information.
SPECIFIC PRINCIPLES FOR SELECTION
Criteria used for the selection of materials include:
Perceived interest in or need for the materials by the community
Accuracy, or authority, of the information presented or literary merit of the item itself
Appropriateness, scope and recency of the information
Organization, style and physical characteristics of the item selected
The representation of varying points of view on topics of general interest or controversy
Price and availability
Material in very specialized areas or of a highly technical nature may not be selected unless
community demand for the item is significant. To obtain individual materials outside the scope
of our collection, items from more specialized collections will be acquired through the
Interlibrary Loan process. Patrons may also be referred to other local library collections for
specialized informational needs.
WITHI)RA~rlNG MATERIAL FROM TItE COLLECTION
Philosophy:
"Outdated, seldom-used, or shabby items remaining in the collection can weaken a library. In
time such material characterizes the whole collection, overshadowing newer and more useful
purchases. With few exceptions, community libraries are not centers for histQrical research.
Smaller community libraries do not ordinarily need to retain seldom-used items, for to do so may
decrease day-to-day effectiveness." (American Library Association)
Criteria:
Material is no longer of interest or of use to the community
Information is out of date
Items are worn out and cannot be repaired
- Material fails to meet the selection criteria outlined in this document
21
CITY OF RANCHO CUCAMONGA -
DATE: January 5, 1994
TO: President and Membem of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL TO ADOPT PROPOSED CONTRACT WITH THE
FRIENDS OF THE LIBRARY
RECOMMENDATION
Approve adoption of the a~ached contract covering occupation of space in the Rancho Cucamonga
Library for the purpose of operating a Friends of the Library bookstore.
BACKGROUND
Public libraries today are challenged to provide effective service to a growing population while
working with ever dwindling general funds. In the spirit of entrepreneurism, libraries are forming
partnerships with their local Friends organizations for the purpose of creating and staffing library
bookstores.
Incomes available from Friends Bookstores can range from $50 per week up to as much as $500,
depending on location and commitment by Friends, Library staff and Board members.
Featuring everything fi'om used books to carefully selected handicraft items, each store is unique in
its product line and approach to service, but alike in the potential problems and concerns such a
venture can cause. The attached conU'act lays out conditions designed to protect both the City and
the Friends while developing this exciting concept.
ANALYSIS
The following are the most critical concepts contained in the contract:
1) The net benefit of all funds earned will be utilized to support municipal library services.
2) City may revoke the license, with our without cause, at any time..Twenty working
days are allowed for revocation.
3) The bookstore will be in operation only during library open hours, unless otherwise permitted
by the City.
4) Insurance for the Friends activities are blanketed under the policies governing the volunteer
program operated by the City. Therefore, all persons participating in the Friends of the
Library on library premises shall complete city volunteer applications and adhere to all
provisions therein.
5) Friends of the Library volunteers shall not be construed for any purpose to be employees of
the City.
The attached contract, reviewed and accepted by the Friends of the Rancho Cucamonga Public
Library, protects the interests of the City while creating a reasonable fxamework in which the Friends
organization, chartered solely for the support of public library service, can thrive.
spectfully submitted,
Deborah Kaye Cl[ffk )
Library Manager~'~-~
23
REVOCABLE LICENSE AGREEMENT
This License Agreement (hereinafter "LICENSE") is
executed this __ day of , 19 , by and between
the CITY OF RANCHO CUCAMONGA, a California Municipal corporation
(hereinafter "CITY") and the FRIENDS OF THE LIBRARY, a nonprofit
California corporation (hereinafter "FOTL") for the purpose of
granting a revocable license to FOTL for the use of a portion of
CITY real property for CITY library related fund raising activity.
1. Purpose of Revocable License Aqreement.
The purpose of this LICENSE is to expressly identify and
define the limited rights accorded to FOTL by CITY as regards
FOTL's use of a certain space in the municipal library building of
CITY. FOTL is being licensed to utilize such space, subject to the
terms and conditions set forth herein this LICENSE, solely in
furtherance of FOTL's intent to benefit CITY's library by
generating funds, which will be used for the library's benefit by
and through the sales of books and related merchandise at the
licensed space. CITY would not have issued this license but for
FOTL's intent to utilize the net benefit of its accrued funds for
municipal library purposes.
2. Consideration.
CITY and FOTL agree'that CITY hereby offers and FOTL
accepts this LICENSE in consideration of FOTL's offer to provide
the economic benefits of its actions on the Premises exclusively
to CITY's municipal library general fund.
1
3. Premises.
CITY licenses FOTL to utilize that portion of CITY's
library as shown on Attachment 1 hereto, which is hereby
incorporated by reference (hereinafter "Premises").
Notwithstanding such, CITY has the right, which right may be
exercised from time to time, to cause the reasonable relocation of
FOTL within the municipal library, in furtherance of the
convenience of CITY. FOTL may request of CITY that additional
facilities be licensed for FOTL's use; CITY may grant or refuse
FOTL's request in its sole discretion. FOTL's use of the Premises
shall be limited to the times the municipal library is open to the
general public, unless otherwise permitted by CITY.
4. Term.
This LICENSE shall remain in force until revoked.
5. Revocation.
(a) Notice and Effective Date: CITY may revoke
this LICENSE, with or without cause, at any time. FOTL shall be
without recourse in the event CITY exercises this right. Such
revocation shall not be effective until twenty working days have
elapsed, with the date upon which such calculation is commenced
being the date of CITY's dispatch of the notice of termination.
(b) Condition of Premises: Upon revocation, FOTL
shall leave the premises in a first class condition, free of trash,
debris and similar items. Any fixtures, equipment or merchandise
remaining on the premises at the termination of this LICENSE shall
become the sole property of CITY.
2
(c) CITY shall have no duty, except as to the
provision of the notice described in Section 5.a of this Agreement.
6. FOTL Improvement of the Pr~m~se~.
FOTL shall make no physical improvements to the Premises
except for those which CITY authorizes, in writing. CITY may
authorize, in its sole discretion, FOTL to place signs at places
other than the Premises, for and upon such terms and conditions as
CITY may impose from time to time.
7. Temporary Storaqe Sit-.
CITY may, in its sole election, provide FOTL, upon terms
and conditions satisfactory to CITY, a facility for the storage of
books and other merchandise of FOTL, prior to the time the Premises
are made available to FOTL. CITY may impose any conditions it
deems necessary upon FOTL as regards the use of such temporary
storage site; such terms shall be conclusive and FOTL shall have
no remedy or means by which such terms may be appealed.
8. Notices and Desiqnated ReDresentative~.
Any and all notices, demands, invoices and written
communications between the parties hereto shall be addressed as set
forth in this paragraph 8, unless otherwise provided n this
Agreement. The below named representatives, furthermore, shall be
those persons primarily responsible for the performance by the
parties under this Agreement:
CITY:
FOTL: President, Vice President, Secretary, Treasurer.
Any such notices, demands, invoices and written communications, by
3 26
mail, shall be deemed to have been received by the addressee forty-
eight (48) hours after deposit thereof in the United States mail,
postage prepaid and properly addressed as set forth above.
9. Assignment.
No assignment of this Agreement or of any part or
obligation of performance hereunder shall be made, either in whole
or in part, by FOTL without the prior written consent of CITY.
10. ~unteers~
The parties hereto agree that FOTL and its officers and
all persons participating in fundraising activity or other
activities on behalf of FOTL on Premises shall complete CITY
volunteer application and adhere to all provisions therein. It is
understood that FOTL volunteers will also be considered CITY
volunteers for all intents and purposes and shall not be construed
for any purpose to be employees of CITY.
11. Gove~.
This Agreement shall be governed by and construed in
accordance with the laws of the State of California.
12. Att~.
In the event any legal proceeding is instituted to
enforce any term or provision of the Agreement, the prevailing
party in said legal proceeding shall be entitled to recover
attorneys' fees and costs from the opposing party in an amount
determined by the court to be reasonable.
13. EntireA~ent.
This Agreement supersedes any and all other agreements,
4
27
either oral or in writing, between the parties with respect to the
subject matter herein. Each party to this Agreement acknowledges
that no representation by any party which is not embodied herein
nor any other agreement, statement, or promise not contained in
this Agreement shall be valid and binding. Any modification of
this Agreement shall be effective only if it is in writing signed
by all parties.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement as of the day and year first set forth above.
CITY OF RANCHO CUCAMONGA
A Municipal Corporation
ATTEST: By
Mayor
Debra J. Adams, City Clerk
Approved as to Form:
James L. Markman
City Attorney
City of Rancho Cucamonga FRIENDS OF THE LIBRARY
By:
Its:
5
28
CITY OF RANCHO CUCAMONGA
TO: President and Members of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPLICATION FROM MARK P. HERNANDEZ TO RENT THE
COMMUNITY ROOM
RECOMMENDATION
Staff recommends that the Board receive testimony from applicant Mark Hemandez and allow the
use of the Community Room space, to be charged at the rate for Commercial non-resident busihess.
BACKGROUND/ANALYSIS
The attached policy governing the use of the Community Room does allow the use of the facility by
commercial businesses at a higher use rate. Mr. Hernandez presented his application as providing
educational seminars on financial planning.
The following two clauses are the areas of concern in this arena:
PUBLIC MEETINGS:
.41l 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.
and
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.
The application by Mr. Hemandez marks the first request for use of space for a purpose similar to
an "info-mercial". Mr. Hemandez will be presenting educational and useful material, for the purpose
of building clients in the Rancho Cucamonga area.
The Board is being asked to determine whether a solicitation of business can be construed as a
"donation solicited" and whether the clause on Library Endorsement is sufficiently strong to counter
the use of a public facility by a private business to promote that business.
The Board's determination on this issue will guide interpretation of the policy for Community Room
use for future commercial applicants as well as Mr. Hemandez.
ectfully submitted,
30
Rancho Cucamonga Public Library
7368 Archibald Avenue
Rancho Cucamonga, CA 91730
(909) 948-9900 ~ ~ ~ e c-. b ~c_ e. _~ ~,'1 ~ q ~ '~
(Date of Application) '
APPLICATION FOR USE OF THE COMMUNITY ROOM
(Name of Person) , representing the
(Name of Organization) , request permission to
use the Community Room on ~v-~,~-x~'i +l~-~I from (~'.30 f~
(Date or Dates) (Time)
to ~7: 30
(Time)
Please give the name and address of President of organization.
(Name of President)
(Address) (Phone m~mber, including area code)
)Please outline briefly the use your organization wishes to make of the room and state how many people
are expected to attend.
~ ~--~ ~%iz ~'~ t~ ';_~ ?o~ e_ :""~ "~ ~' ":-~''i l~:,- -.~ "~%'--(- ,'.'. ~ --. c~-' ~-'~ ~.. ,~- _.:~. L
Is your organization (circle yes or no) non-political ~S" NO non-profit
non-religious ~I~' NO YES ~
I will personally be responsible for the compliance with all the roles (on separate sheet) regarding the use
of the Community Room.
(Signature) & 02-3901-1504
~-./z,~c,t~ 6u ~ ~.,~,,,%-~ .cA. 5t'~3o Date: n/~5 [9~
(Address)
(Phone number, including area code) Deborah Clark, Library Manager
31
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 defined as an organization that has been granted 501(c) (3) tax status by the
Federal Government.
Federal, State and County governmental agencies may use thc Community Room for informational
programs for the public or staff training 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 3 months ahead of the event.
32
Applications may be requested of:
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 ~s~ the responsibility of the organization
renting the room. One hundred chairs and I0 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 Sr ceilings.
PREFERENCE IN SCHEDULING:
Use of the Community Room shall be limited to one time ~r 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 even~
Preference will be given to Rancho Cucamonga based groufis
Preference will be given to meetings open to the general pu'l~lic
A scheduled group will not be displaced within one (1) monlth of the usage date.
Reservations are subject to review by the Library Managei 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, ~cludmg 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 entr~.
33
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 Library 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 of the 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
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. fi., 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
35
BUDGET.DETAIL
A a c I O E F G . ! J K
LIBRARY BUDGET
_ _ _ JULY AUG SEP ......
1994/95
P~N~
.........................
llOOREGU~RSA~hlES $.3'i.~;~p "~}-~6034 ~$~2,588 ~.~0,5~0 $25,330 $25,330 '~2~,'330 - $1~5,~3'' 6392 .....
'~000VE~r'~.~',.~.. *~.~.90 ~--]~_ _*b _-]'_-~.~ -5-5-_.~_ -'- *0 ..'9 ~_. *0 .......... o ...........
10 1300PART~IMESAmR'IE5 ~il'61~fO ....... S0 .... $6 ~0 $16071 $9,79a $5,2~4-'~_' _ ' ' ~.-_._ --73%-..~
.....................................................
I~O~-~IUG~8-~IJ~ -~1~}!~'~..~2~7 ~99_ ............. ~"' ...... ' ........... ~-- . ............ *~ 17,700 " ~/°'~ .....
TOTAL PERmNNEL $547,36~ ............. -
OPE~TIONS
a~oo ~ u[ET~.~... *~,~9o ........................ ~8 ..... ,4% ~}}.~.._
Conferences $~5 . $55
Kar~tsu-~0[kshops ......... ~.~ ....... $2~ ........
Moo~i~ ~uppli~s ............. $8 .................... $8
s)~y.i.~o_ ~92~_~P .............. ~_~ .......................... ~ ~.p..........
fl°imbur~nJ -~ ............... $78 ........
Oarc~a $20 $2S ~.~ ~ $~0
3900 MAINTENANC~OPER $9~,5~0 $8,645 ~1~
Page 1
BUDGET.DETAIL.
A B C D E F G H I J K L M
3 3 Printin /Postage _. $8,_0.0_0_
34 Office Supplies $18,.0_00 ....... $~,~48
35 Eastman $96_4 _ ' S_1.6_6. __ '$~1,1_30
36 Stores .................................. .$_A1_ $82 ............. S 1_1__3
37 8 ave. graphics $670 $670
38 Data mailers _$900 ....... $900 .........
Central Stores .................................................
3 9 ...................... ~__..._" " - ~3','~65" $209 $4,074
40 ._ P_e_~y.~_as_h_ ............................ $27_ ..................... ~$_7 ...... :~8 .......... $3.9
41 Cash drawer .....................................................
........................... $300 · $300
42 BOARD supplies $121 $121
4 3 Special Progr_a.m Supplies _ 65_,5__0.0 ...... $659
44 Cataloging suppl!?$ ............................ $162 _.. $17~ $334
4 5 Children's Supplies $325 $325
46 Advertising/Prgmo~ions _ $_5__00 .......... .$_ _1. ~_4
47 National Library Week ...... . ~;12'~ $'~24 .........
48 Books/Materials ........ $50,000 ........................... $271 $_30_ $;~4:l ' . $24!'.'.
4 9 Audio Visual/Me~l.i_a . _, _$10,000 ....... $0 $0
50 Magazines(Pub!ication~ $5,000 _ _ .$47 .. 15.1_6§ $15 $27 $254 $254 ............
5 1 Trainiog . .. ~.~(~.0 ............. $0 SO
52
53 3912MAINT-E~NANcEDEPT . _$_~.,~_0~. '__~-- ' _. $3,38_0_, .... ' .'. ". '.. $3,380_ .S3_',_3~0 .... i_6_3>
54
55 3956 DUES . . S4',O00 .... - .$2,'9~.~0 - 50;'/; '
56 Americ~r~_~!b.ra[y_ _As_~o_c: ..... 6400 ............. _-_._~.".i_' ~. ~_;_.__-___.; ...__-~_S~160. .-' '~- - ;$25_0- $410 ....... "~-; ..'
57 California Libra?/.Ass9c. .~ $_600 ....................................... $0
58 Profes~i_ona. I P_u_blication~ $1,000~ .............
59 .!nlan_d.. _Libr~a_ry___Sy_s_te~m_ ..... $_2__,0_0_.0_ ' .... ~ ..... _ ....... ~1,800 " -i_- ..... - -, $1,600
60 ................ So
61 !9_60 GE~_NE. RAL L_IA@IL.)~Y_. ._$4,_330 _ _ .S_4.,-33_0_ ..................... $4,339
62
6 3 8_0_2_8~_O__N.'r_R_A__C'[__S._E_I~y~C~_S_ $_1_4._3,25~0 ................................. 69_'!.,2_Z_1 ...... 36°/°
64 Office EcJuip./Maintenance $3,000 $1,380 $1~380
Page 2
BUDGET.DETAIL
CO
A B C I D E F G H I J K L M
6 5_C__o.m_put_e_r_M_aj_n_t_e_~_a_n_c__e __ $_5_,0_0._0_ .................... __$_3,_5_2_9 ..................... $_3,52_9
6 6 Boo_k__Proc_essing & T.S. $20,000 .......................................... ~ ...............................
67 lAC $14,000 $0
6 S gounty Trans!t_ion_ ........ _$@g,~00- .... _$.~,3_6_3- ........ $eo,ooo .._ ~86,363 ..........
69 Computer Tech. Serv. $21,250 $0
70
7 1 6032 CONTEl?CT ~E_R_V_!~S,_ .$_7.6,.9__2_0- ............................ $_36_,5_~1_5_
72 J a nit_o ri~l-_Bi~_a_n ~h- .................. $89_5_ .... _$_8. ~ ~ ....... _$_8~995 ............... $2,685 ..................
7 3 M yAC - _s e_r~i~e._c.a_ll ........... $~1_3~3 ........................................... $13~ ......................
74; Mariposa Hgrticu!t_ur~!- _ ~1~_2_6_ .................... _$_2,_25__0 .................... $2,250
75 Protection Services Alarn 2122g $2,0i~.1 ...... $2,061 ..........
76 _Mariposa Ho~ti(~Ul!ural i . 2/15~:~7 ......... ~_ .... $2,_6~13 ............ ~2,613 ................
77 Bolin Maintenance/Janitol 21156 $22,805 $22,805
7 8 Supplemental 21 g.17 $1,000 ..... $1,000 . .
79 Amtech Elevat_or ........ ~563 ............. $1,3:4~ ........... $1,347
80 HVAC Service Contract 21018 $1,622 $1,622
a I . Environmental _C~on_t?_o[s___ ._2_1_0._1_~ .............. ~;_7,5_0_0- .....
82
83 80:IgTELEPH.~N_E ...... ...... ___$~16,~0(i '-' '~ii'_~'.'ii._i___- .... ..... $2'166
84 989-8277 ......................... $108 $110 ...... $217 .
85 181-1185 (T1 LINE: COMP. $242 $240 $482
8 6 948-9900 ........ $501 $385 $382 .... $1,268
87 980-0871 EMS&S_E~C-' ' . ~ ......... - -.--_ ........ ~ ._i ........... $~4 $39 $4_2 .. $165
88 980-4361..ELEV. I:.INE ................... $17 $17 .$33 .........
89
90 8020 .......................................................... GAS UTILITIES $2 240 '0 .......................
91 .................
92 80_21 'WATEF~ UTII-IT_I~S_-.-_j_. '_$3 ~_00.' 'i~ _- ..... _ 'i_"..i "i~.. -' ' -_- ..... _ ....... $0 ....
93 $454 $454
_B._r~ngh
g4 ............. $0 .................
96
Page 3
BUDGET.DETAIL
I 9 s ITOTAL OPERATIONS BUDGE'~ $437,440 ' Si 59,"~0-7- ..... ~.,~ ......
Page 4
CITY OF RANCHO CUCAMONGA
DATE: January 5, 1994 [1~
TO: President and Members of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: REVIEW OF PRELIMINARY PLAN OF SERVICE
BACKGROUND/ANALYSIS
The attached plan of service reflects the goals and direction to be established for the Rancho
Cucamonga Public Library for fiscal year 1995/96, running from July 1, 1995 through Jane 30,
1996.
The plan currently reflects the roles selected by the Rancho Cucamonga Public Library Board of
Trustees, the traditional work plan for a public library of the size and technological complexity of
Rancho Cucamonga and the spirit of entrepreneurism that has been predominant through the
planning and opening of the new library.
The plan will form a major component of the Library's portion of the City budget process, planning
for which will occur from February through May of 1995.
This is the oppommity for the Library Board to critically evaluate the proposed components of
service, to indicate to staffany additional program(s) that the Board would like to see established
or alteration of any current emphasis in service.
Critical in this process is the limitation imposed on the Board and staff by finances and the
understanding that any proposed service enhancement must be balanced by a reduction of current
services offered or the discovery of a new revenue source to support the new service.
ectfully submitted,
Deborah Kaye Cla~
Library Manager
RANCHO CUCAMONGA PUBLIC LIBRARY
PLAN OF SERVICE 1994/95
The following plan of service focusses on anticipated highlights of projects to be
accomplished by Library Staff working with the Board of Library Trustees and the
Friends of the Library. In addition to the below activities, Library Staffwili be circulating
and shelving an estimated 500,000 items; answering approximately 90,000 information
questions and selecting and processing some 6,000 titles in the course of the year.
GOAL 1) MAXIMIZE USE OF RANCHO CUCAMONGA PUBLIC LIBRARY
Objective 1.1: Provide convenient access to information services offsite
Action: Establish fee based dial-up access for Intemet
By Whom: Reference & Technology Staff By: July, 1995
Action: Provide a community database of a minimum of 300 entries
By Whom: Reference & Technology Staff By: Dccembcr, 1995
Objective 1.2: Provide programming for families, including programs with
multi-ethnic appeal
Action: Plan and present a minimum of 6 programs/displays, including:
Children's Bookweek: November
Holiday Program: December
Chinese New Year: January
Black History Program: February
National Library Week: April
Cinco de Mayo: May
By Whom: Programming Committee By: Annually
Objective 1.3: Ensure the commnnity is well informed about library service
Action: Create a marketing/public relations plan for the Library focussing
on publicity and program promotion
By Whom: Public Relations Committee By: September, 1995
Action: Develop a speaker's bureau on library topics
By Whom: Library Staff, Board of Trustees By: September, 1995
Action: Promote awareness and understanding of library procedures
services through library promotional materials such as brochures.
By Whom: Library Administration By: December, 1995
41
GOAL 2) SEARCH OUT NON TRADITIONAL APPROACHES TO FUNDING AND
SERVICE DELIVERY
Objective 2.1: Increase the funding base of library services
Action: Apply for a minimum of four grants
By Whom: Administration By: Annually
Action: Appoint Entrepreneurial Committee, composed of Staff, Board and
Friends members
By Whom: Administration/Library Board By: July, 1995
Action: Identify value-added service packages or cost recovery fees for
selected services
By Whom: Entrepreneurial Committee By: September, 1995
Action: Identify potential community partnerships to support library
programs including Summer Reading Program, Literacy and
Young Adult/Youth at Risk activities.
By Whom: Entrepreneurial Committee By: December, 1995
Action: Contact all potential partners on the list to request support
By Whom: Entrepreneurial Committee By: February, 1996
Objective 2.2: Establish a Library Foundation
Action: Create Bylaws and apply for State and Federal tax exempt status
for the Rancho Cucamonga Public Library Foundation
By Whom: Administration By: April 1, 1996
Action: Develop a Fundraising Master Plan for the Foundation
By Whom: Administration By: June 30, 1996
Objective 2.3: Investigate new ways to provide "old" services
Action: Explore new technologies to provide the newest of information
services on a cost recovery basis
By Whom: Reference and Technology
Entrepreneurial Committee By: Annually
GOAL 3: PLAN FOR FUTURE GROWTH AND DEVELOPMENT
Objective 3.1: Begin Creation of a Long Range a Plan
Action: Establish a Strategic Planning Committee, to be composed of Staff
and Boardmembers, interested Friends to plan for future growth
and expansion of library services to Rancho Cucamonga residents.
By Whom: Administration/Library Board By: January, 1996
Action: Develop a Strategic Planning workshop
By Whom: Strategic Planning Committee By: June, 1996
GOAL 4: PROVIDE SKILLED, EFFICIENT AND FRIENDLY SERVICES AT
EVERY PUBLIC SERVICE DESK
Objective 4.1: Increase the ratio of "staff" to public
Action: Increase the number of volunteers by 10% and the number of
volunteer hours by 20%.
By Whom: Volunteer Coordinator By: July, 1995
Objective 4.2: Increase staff training
Action: Provide formal training on safety and emergency procedures for all
staff
By Whom: Administration By: July, 1995
Action: Formalize training for volunteer corps
By Whom: Volunteer Coordinator By: September, 1995
Action: Provide monthly informal workshops of staff, utilizing video
training tapes on topics selected by staff
By Whom: Administration By: Annually
Action: Provide one major workshop annually for full and part time
staff emphasizing a particular aspect of library service.
By Whom: Administration By: April, 1996
Objective 4.3: Provide policy, procedures manuals for all divisions
Action: Complete a policy manual for all library functions
By Whom: Administration By: June, 1996
Action: Complete divisional procedures manuals for Circulation, Reference
& Technology and Children's
By Whom: Division Heads By: June, 1996
43
GOAL 5: SUPPORT FORMAL EDUCATION PROGRAMS
Objective 5.1: Increase cooperation with schools and teachers
Action: Work with school district personnel to identify major assignments
in a timely manner
By Whom: Children's/Reference Staff By: Annually
Action: Provide a minimum of 1 school visit per week by library staff
By Whom: Children's/Reference Staff By: Annually
Action: Provide class visits for a minimum of 10 classes per month
By Whom: Children's/Reference Staff By: Annually
Objective 5.2: Offer off site opportunities to expand library use
Action: Explore possibilities of linkages between schools and the libraries
on-line catalog and resources.
By Whom: Principal Librarian By: September, 1995
Objective 5.3: Provide materials support for school curriculum
Action: Purchase heavily of primary and secondary resources to support
school curriculum
By Whom: Selectors By: Annually
GOAL 6: PROVIDE LIBRARY SERVICES TO COMMUNITY YOUTIt OF ALL
AGES
Objective 6.1: Provide consistent youth programming of interest to a variety
of ages
Action: Provide weekly preschool storytimes
By Whom: Children's Services By: Annually
Action: Provide monthlyAfterschool Specials for school aged children
By Whom: Children's Services By: Annually
Action: Provide annual Smnmer Reading Program for all ages, including
Read-To-Me and Teens
By Whom: Children's Services By: Annually
Action: Conduct a minimum of 6 special events programs
By Whom: Children's Services By: Annually
Objective 6.2: Provide Library services to Youth at Risk
Action: Investigate grant funding for Teen Literacy program
By Whom: Administration By: December, 1995
Action: Investigate grant funding for a Student Study Center
By Whom: Administration By December, 1995
Action: Provide a minimum of 4 programs of interest to teens
By Whom: Young Adult Services By: Annually
GOAL 7: PROMOTE INFORMATION SERVICES TO THE BUSINESS
COMMUNITY
Objective 7.1: Increase membership & involvement of Business Friends
Action: Host 2 sessions or focus groups of members to solicit possible
future purchases or services desired by business
By Whom: Reference Services By: Annually
Action: Submit a monthly article to the Chamber of Commerce Bulletin
By Whom: Reference Services By: Annually
Action: Develop newsletter designed for Business Friends
By Whom: Reference Services By: July, 1995
Action: Host a minimum of two workshops designed to assist business
people in the use of library business technology
By Whom: Reference Services By: Annually
Action: Perform a minimum of two speaking engagements focussing on
library services to the business community
By Whom: Reference Services By: Annually
Objective 7.2: Continue to investigate offering state of the art services on a
cost recovery basis
Action: Investigate and remain current on all advances and possibilities of
mutual opportunities for library/business partnerships in the area of
technology
By Whom: Technology & Reference By: Annually
45
GOAL 8: FACILITATE SELF EDUCATION FOR ALL RESIDENTS
Objective 8.1: Provide adult literacy services
Action: If grant funding is received, initiate Adult Literacy Program in the
city of Rancho Cucamonga
By Whom: Literacy Coordinator By: November 1995
Objective 8.2: Provide materials support for independent learning
Action: Purchase heavily in the area of self-help to support the role of
independent learning
By Whom: Selectors By: Annually
Objective 8.3: Provide adult programming
Action: Provide a minimum of 4 programs per year of interest to adults
By Whom: Programming Committee By: Annually
In addition, many of the unique services offered by Rancho Cucamonga Public Library through APS
operate solely on the copier card. These include the microcomputers for the public and the printers
that will be appearing in the future as part of our on-line catalog system.
Finally, the cost of the card ($.50 cost to the patron) is recouped by the patron after only 10 copies
have been made. This can be accomplished in only one homework assignment for the average
student.
Staff and the staff of APS believe that the cost differential between copier fees helps to promote the
use of the card system, a positive outcome for both the Library and APS. The $.15 charge for the
use of coin is consistent with the charges made by other libraries in the area.
,e~ectfully submitted,
Deborah Kaye Clar~c*~'-[
Library Manager ~
48
PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into this 1st day of August,
1994, between th~ City of Rancho Cucamonga, a Municipal Corporation
(hereinafter referred to as "CITY") and APS Affiliates, Incorporation
(hereinafter referred to as "SERVICE PROVIDER").
A. Recitals.
(i) CITY has heretofore issued its Request for Proposal
pertaining to the provision and maintenance of various public access
devices in the Rancho Cucamonga Public Library ("Project" hereafter), a
full, true and correct copy of which is attached hereto as Exhibit "A": and
by this reference made a part hereof.
(ii) SERVICE PROVIDER has now submitted its proposal for
the performance of such services, a full true and correct copy of which
proposal is attached hereto as Exhibit "B" and by this reference made a
part hereof.
(iii) CITY desires to retain SERVICE PROVIDER to perform
professional services necessary to render and maintain such public access
equipment for CITY.
(iv) SERVICE PROVIDER represents that it is qualified to
perform such services and is willing to perform such professional services
as hereinafter defined.
NOW, THEREFORE, it is agreed by and between CITY and
SERVICE PROVIDER as follows:
B. Agreement.
i. Definitions: The following definitions shall apply to the
following terms, except where the context of this Agreement otherwise
requires:
(a) Project: The provision and installation of
equipment and maintenance of same described in Exhibit 'A' hereto
including, but not limited to, 2 photocopiers, 8 laser printers, 1 fax
machine, 2 486 computers, 1 change machine and 21 vend card units.
(b) Services: Such professional services as are
necessary to be performed by SERVICE PROVIDER in order to complete the
project.
(c) Completion of Project: The date of completion of all
phases of the project, including installation of equipment on Schedule A to
be completed by September 15, 1994.
ii. SERVICE PROVIDER agrees' as follows:
(a) SERVICE PROVIDER shall forthwith undertake and
complete the project in accordance with Exhibits ~A~ and "B" hereto and all
in accordance with Federal, State and City statutes, regulations, ordinances
and guidelines, all to the reasonable satisfaction of CITY.
(b) SERVICE PROVIDER shall supply all equipment as
described in Exhibits "A" and "B" to CITY within the time specified in
Section l(c) of of this Agreement.. The time limits set forth pursuant to
this Section may be extended upon written approval of CITY.
(c) SERVICE PROVIDER shall, at SERVICE PROVIDER's
own cost and expense, secure and hire such other persons as may, in the
opinion of SERVICE PROVIDER, be necessary to comply with the terms of
this Agreement. In the event any such other persons are retained by
SERVICE PROVIDER, SERVICE PROVIDER hereby warrants that such persons
shall be fully qualified to perform services required hereunder. SERVICE
PROVIDER further agrees that no subcontractor shall be retained by
SERVICE PROVIDER except upon the prior written approval of CITY.
(d) SERVICE PROVIDER shall provide all necessary Key
Operator training for CITY staff.
(e) SERVICE PROVIDER shall respond to requests for
emergency repair service within four (4) contiguous hours.
(f) SERVICE PROVIDER shall accept as sole income and
recompense by CITY, all sales revenue received for the use of all
equipment supplied to CITY by SERVICE PROVIDER in Schedule "A". This l
sum shall cover the cost of all staff time and all other direct and indriect
costs or fees, including the work of employees, consultants and
subcontractors to SERVICE PROVIDER.
(g) SERVICE PROVIDER shall pay CITY a commission at
the rate of 20% of the net, after sales tax, sales revenue for funds received
in the public use of all equipment supplied by SERVICE PROVIDER in
Schedule "A".
(h) Payment to CITY shall be made by SERVICE
PROVIDER on a monthly basis.
iii. CITY agrees as follows:
(a) CITY shall establish the coin vend price for copies at
$.15 per photocopy when coin is used, $.10 when debit card is used. Copies
made from the CD Rom laser printers and computer laser printers are $.10
per page.
iv. Termination: CITY may cancel this agreement for
cause if SERVICE PROVIDER wilfully defaults or violates the terms of this
agreement, by giving the SERVICE PROVIDER a written 30 day notice of
intent to cancel for cause. Items that are considered "Cause" include:
failure to replace any piece of equipment that has more than 10 failures in
any 30 day period, failure to respond to a service request within four
contiguous working hours, failure to deliver paper, toner and other
supplies within 4 continguous working hours, failure to pay commissions
on or before the 20th day of the following month or lapses in or
cancellation of liability or worker's compensation insurance. Exceptions to
"Cause" are elements that are out of the control of SERVICE PROVIDER, or
acts of God. Such elements could include; traffic or weather conditions
causing delays in travel or transportation, earthquakes, strikes by
suppliers, out of stock conditions of suppliers or product unavailability.
CITY may also cancel this agreement for 'nonfunding' with a 30 day
written notice.
v. Annual review and Re-openers: SERVICE PROVIDER
agrees to provide for an annual review of the copier vending operation
provided to CITY. Items to come under review shall include, but not be
limited to, performance of service responsiveness, evaluation of the
equipment as it pertains to meeting the needs of C1TY and suggestions that
may improve the overall operation of this enterprise. This agreement may
also be modified during the annual review and shall become binding upon
the written agreement of both parties. The scope of such items could
include, but is not limited to, changing of the vend prices, changing or
upgrading equipment, adding equipment, changing the commission plan,
bypass copies, charges for bypass copies, etc.
vi. Notices and Designated Representatives: Any and all
notices, demands, invoices and written communications between the
parties hereto shall be addressed as set forth in this paragraph 6. The
below named individuals, furthermore, shall be those persons primarily
responsible for the performance by the parties under this Agreement:
Deborah Kaye Clark, CITY, 10500 Civic Center Drive, Rancho Cucamonga, CA
91729
David E. Bolton, SERVICE PROVIDER, 1571 North "E" Street, San Bemardino,
CA 92405
Any such notices, demands, invoices and written communications, by mail,
shall be deemed to have been received by the addressee forty-eight (48)
hours after deposit thereof in the United States mail, postage prepaid and
properly addressed as set forth above.
vi Insurance: SERVICE PROVIDER shall neither commence
work under this Agreement until it has obtained all insurance required
hereunder in a company or companies acceptable to CITY nor shall
SERVICE PROVIDER allow any subcontractor to commence work on a
subcontract until all insurance required of the subcontractor has been
obtained. SERVICE PROVIDER shall take out and maintain at all times
during the term of this Agreement the following policies of insurance:
(a) Workers' Compensation Insurance: Before
beginning work, SERVICE PROVIDER shall furnish to CITY a certificate of
insurance as proof that it has taken out full workers' compensation
insurance for all persons whom it may employ directly or through
subcontractors in carrying out the work specified herein, in accordance
with the laws of the State of California.
In accordance with the provisions of California Labor
Code Section 3700, every employer shall secure the payment of
compensation to his employees. SERVICE PROVIDER prior to commencing
work, shall sign and file with CITY a certification as follows:
"I am aware of the provisions of Section 3700 of the
Labor Code which required every employer to be insured against liability
for workers' compensation or to undertake self insurance in accordance
with the provisions of that Code and I will comply with such provisions
before commencing the performance of the work of this Agreement."
(b) Public Liability and Property Damage: Throughout
the term of this Agreement, at SERVICE PROVIDER's sole cost and expense,
SERVICE PROVIDER shall keep, or cause to be kept, in full force and effect,
for the mutual benefit of CITY and SERVICE PROVIDER, comprehensive,
broad form, general public liability and automobile insurance against
claims and liabilities for personal injury, death, or property damage arising
from SERVICE PROVIDER's activities, providing protection of at least One
Million Dollars ($1,000,000) for property damage.
(c) General Insurance Requirements: All insurance
required by express provision of this Agreement shall be carried only in
responsible insurance companies licensed to do business in the State of
California and policies required under paragraphs 8.(a) and (b) shall name
as additional insureds CITY, its elected officials, officers, employees, and
agents. All policies shall contain language, to the extent obtainable, to the
effect that: (1) the insurer waives the right of subrogation against CITY
and CITY's elected officials, officers, employees, and agents; (2) the policies
are primary and noncontributing with any insurance that may be carried
by CITY and (3) they cannot be cancelled or materially changed except
after thirty (30) days notice by the insurer to CITY by certified mail.
SERVICE PROVIDER shall furnish CITY with copies of all such policies
promptly upon receipt of them, or certificate evidencing the insurance.
SERVICE PROVIDER may effect for its own account insurance not required
under this Agreement.
vii. Indemnification: SERVICE PROVIDER shall defend,
indemnify and save harmless CITY, its elected and appointed officials,
officers, agents and employees, from all liability from loss, damage or
injury to persons or property, including the payment by SERVICE
PROVIDER of any and all legal costs and attorneys' fees, in any manner
arising out of or incidental to the performance by SERVICE PROVIDER of
this Agreement, including, but not limited to, all consequential damages, to
the maximum extent permitted by law.
viii. Assignment: No assignment of the Agreement or of any
part or obligation of performance hereunder shall be made, either in whole
or in part, by SERVICE PROVIDER, without the prior written consent of
ix. Independent Contractor: The parties hereto agree
that SERVICE PROVIDER and its employers, officers and agents are
independent contractors under this Agreement and shall not be construed
for any purpose to be employees of CITY.
x. Governing Law: This Agreement shall be governed by
and construed in accordance with the laws of the State of California.
xi. Attorney's Fees: In the event any legal proceeding is
instituted to enforce any term or provision of the Agreement, the
prevailing party in said legal proceeding shall be entitled to recover
attorneys' fees and costs from the opposing party in an amount
determined by the Court to be reasonable.
xii. Entire Agreement: This Agreement supersedes any
and ali other agreements, either oral or in writing, between the parties
with respect to the subject matter herein. Each party to this Agreement
acknowledges that no representation by any party which is not embodied
herein nor any other agreement, statement, or promise not contained in
this Agreement shall be valid and binding. Any modification of this
Agreement shall be effective only if it is in writing signed by all parties.
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement as of the day and year first set forth above:
SERVICE PROVIDER
David E. Bolton
ATYEST:
53
~ ~ 1994
1571 North "E Street, San Bernardlno, Call,mia 92405
INCORPORATED Telephones: Area Code (909) 884-6058 ~
FAX (909) 885-7572
MONTHLY USE REPORT SUI4NARY Af~ILIATLD PHOT~OPIER ~EC.
· T FO~: 11/30/94 #ASTLR AC{X~JNT: 3584 PA~ 1
·IllL~A[I~ ~[MAC~INL PERIOD IDAYS IOTAL TLSTS; BYPASS ALLOW- NE; ~OSS CHARGED SALES NET
END DA~E ~TtR R~FUNDS ANCE COLLECTION ~MISS]~ BYPASS TAX "" ~'~
}1217 R~C~ C~ LIB. 11/18/94 22 1,947 8 334 91 $ 223.48 $ 44.~ $ .~ $ .~ ) 44.~
11/30/94 12 1,321 ii 191 49 $ i55.78 $ 31.~ $ .00 $ .00 $ '~ '~.
)1218 ~C~ CU~M~ LIB. 11/18/94 22 3,387 11 ~ 91 $ ~.40 $ ~7.~ $ .~ $ .~ ~ ~7.~
11/~/94 12 1,777 26 279 49 $ 204.97 $ 41.04 $ .00 $ .00
121g R~C~ C~A~NGA LIB. 11/~/~ 34 2,597 13 i76 ]4I $ ]~.27 $ ~.98 $ .00 $ .00 $ 66.98
Ii2~ R~C~ ~AMON~
~1221 R~C~ C~AM~ LIB.
mi222 R~C~ C~ LIB. ]1/~/94 71 1,738 53 58 ~5 $1,~.98 $ ~1.75 $ .~ $ .00 $ ~l,~
m1223 R~ C~AMONGA LIB.
~I224 RA~ CUCAM~GA LIB.
~1233 R~O ~AMO~A tIB.
ml2~ R~ CU~MON~ LIB. 11/~0/94 34 164 i 0 141 $ 37.~ $ 7.48 $ .~ $ .~ $ 7.48
CUC~GA LIB.
OIALS ........ l~3I 123 1624 85~ ~55.70 570.77 .~ $ .~ ) 570.77
54
~ 1994
A Full Service Company
1571 North "£" $1teet, Ssn 8ernerdino, California 92405
Telephones: Area Code (909) 884~058
INCORPORATED
'" ....... a~,M~RY A~FIIIAIID PHU,O~UN~IR SPEw.
,v,,.~Y USE RLFORI '"~ *' ~,~' ,~ ,"
YuRT FUR: '[0/3i/94 ~SItR ACCOUriI: 3584 PAbE 1
UNIT# L6CAiION NA~[ #A~HINE PERIob JOAYS ~UlAL rE,lo & BYP~o ALLO#- NLI G~OSS CfiARGtb
ENO OAlt #LILR ~UNDS AN~E COLtECItON CO~MISSION BYPASS TAX CO~MISSi;
U~I, RANCHO~U~A.,NoAr'" '~'td,."~ SHARP 7900 10~,,/,4"' '" 26 776 5 22i 108 $ 76.57 $ ~1.44 $ 3.95 $ .30 $ 7.i9
~ARP 7900 i0/27/94 i5 i,156 8 ~,~'~"62 $H,.,I"~' ~' $ i7.85 $ 8.05 $ .62 $ 9.i8
0~,1~ RAWCI;0 *"~'"~* LIB. SHARP "~'~' '"~"~* ~ ~ ~'
1,, $ 2i9.35 $ 3,./, $ 20.05 $ 1.55 $ h.b
SHARP 7900 ~O/z,/~4 ~c ,,
,, ~,~,b 17 4i4 62 $ Z~.,,'-~ o, $ 38.55 $ i2.32 $ .95 $
01219 RANC1;O ~,~A~GA LiB. ~H~e ,~,,, ~n~,~,~U, *~Uil~i~4' ~ ~ ~''' 26 72? 7 71 1~'~° $'"'~,.~)~ $ 13.52 $ .00 $
I~u i0/27/94 Is 935 5 68 ~ $ i20.00 $ i8.00 $ .dl$ .0i $
01224 WA~.;[; ......... '
' '~ - ~ .00
u,,38 RANCHO CUCA~ONGA LIB. S#INI[L: 70 i0/27/944i i46 -i '" i70 $ 34.ii $ 4.92 $ .00 $ $ 4.92
0i307 RAnChO Co~,U~oA ~B.
........ TOTALS ........ 820i 49 i747 680 9i6.43 i37.04 44.58 $ 3.43 $ 89.03
55
Copy Charges
Library Photocopy Charge Microforms Charge
Colton Main Library 15 cents no charge
Corona Main Library 15 cents 25 cents
Ontario Main Library 15 cents 25 cents
Riverside Main Library 10 cents 25 ceres
San Bemardino County 15 cents 25 cents
Library
San Bemardino City Library 15 cents 25 cents
Upland Public Library 10 cents 25 cents
56
CITY OF RANCHO CUCAMONGA
DATE: January 5, 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 OF FORMAL REQUEST FOR JOINT MEETING WITH
CITY COUNCIL
RECOMMENDATION
Approve submission of a request by the Library Board to meet in joint session with the Rancho
Cucamonga City Council at a day and time to be established by Council, said request to be presented
to them at their meeting of January 18th, 1995.
BACKGROUND/ANALYSIS
The Library Board, established in September of 1994, stated at their Regular Meeting of December
that they would appreciate the opportunity to meet with the Council to discuss general issues
important to the direction o£ the Rancho Cucamonga Public Library. The Board believes the
opportunity to interact with the Council, learn their general direction for and concerns about library
services for the City, would be of value to them as they plot the policies of the Library in the year
ahead.
This action will make official that request and establish January 18th for the date to present the
request to the Rancho Cucamonga City Council.
o~t fully submitted,
Deb°rah Kaye 5~1~_.~
Library Manager
CITY OF RANCHO CUCAMONGA
STAFF
REPORT
DATE: January 5, 1994
TO: President and Members of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: PRELIMINARY REPORT ON PARKING
BACKGROUND
At the request of Boardmember Gregory, an assessment of parking conditions for the Rancho
Cucamonga Public Library is being undertaken. This item will be brought back at the February
Regular Meeting of the Board, along with explorations of potential solutions should a critical
problem be identified.
SURVEY
Attached please find the results of the first survey of parking conditions. The numbers displayed
show the number of parking spaces available. Due to the holiday season, library traffic was
considerably reduced. Even the night of the major holiday program, parking during survey periods
shows availability of spaces.
Our second survey period will be January 9th through the 23rd.
ectfully submitted,
Deborah Kaye C~k I
Library Manager''~-~
PARKING SURVEY -December 10th- December 17th
SAT SUN MON TUES WED THUR FRI
12noon 42/4 closed 57/4 58/4 60/4 57/4 65/4
2pm 27/4 36/3 46/5 54/4 59/4 73/4 62/4
4pm 45/4 25/3 37/2 27/3 55/5 60/4 60/4
6pm closed closed 53/5 47/4 46/4 68/4 closed
8pm closed closed 73/5 60/4 60/4 70/5 closed
There are a total of 100 regular spaces and 5 handicapped spaces in the parking lot. The numbers
represent the number of AVAILABLE spaces.
PARKING SURVEY - December 18th- December 24th
SAT SUN MON TUES WED THUR FRI
12noon 67/4 closed 60/4 62/4 68/4 70/4 74/4
2pm 58/3 64/5 46/5 60/5 59/4 68/4 79/4
4pm 60/4 71/5 54/5 67/4 69/5 65/4 82/4
6pm closed closed 63/4 73/4 65/4 63/4 closed
8pm closed closed 73/5 70/4 69/4 70/4 closed
There are a total of 100 regular spaces and 5 handicapped spaces in the parking lot. The numbers
represent the number of AVAILABLE spaces.
60