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HomeMy WebLinkAbout1994 - Library Board Minutes September 6, 1994 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Svecial Meeting A. CALL TO ORDER A special meeting of the Library Board of Trustees was held on Tuesday, September 6, 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 7:02 p.m. and the pledge of allegiance was led by Deborah Kaye Clark, Library Manager. Present were Boardmembers Bolda, Gregory, Howdyshell, Muna-Landa and Swistock. Also present were: Charles J. Buquet II, Mayor Pro Tem, Diana Williams, Councilmember, Jack Lam, City Manager, Jerry B. Fulwood, Deputy City Manager, Suzanne Ota, Community Services Manager, Deborah Clark, Library Manager, Diane O2qeal, Management Analyst II, Robert Karatsu, Principal Librarian, Jan Sutton, Deputy City Clerk and Vivian Garcia, Administrative Secretary. B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS BI. Charles J. Buquet II, Mayor Pro Tem, administered the Oaths of Office to the new Boardmembers. B2. Deborah Clark, Library Manager, stated that the Library is run under the Education Code of the State of California. By that Code, an election of officers for President and President Pro Tem is required. Deborah Clark, Library Manager, opened the floor for nominations for President for the Library Board. Boardmember Muna-Landa nominated Swistock for President. Boardmember Howdyshell nominated Jacqueline Bolda. An oral vote was taken. Boardmembers Muna-Landa and Swistock voted for Edward Swistock for President. Boardmembers Bolda, Gregory and Howdyshell voted for Jacqueline Bolda as President. Ms. Bolda was elected President. Deborah Clark, Library Manager, opened the floor for election of President Pro Tern for the Library Board. Boardmember Swistock nominated Laura J. Muna-Landa. Boardmember Bolda nominated Robert Howdyshell. Boardmembers Muna-Landa and Swistock voted for Laura J. Muna- Landa. Boardmembers Bolda, Gregory and Howdyshell voted for Robert Howdyshell as President Pro Tem. Mr. Howdyshell was elected President pro Tem. B3. By Ordinance, Board Trustees serve a three year term. To assure a staggered turnover and continuity of the Board, the Education Code requires that two of the initial Boardmembers serve a Library Board Minutes September 6, 1994 Page 2 three year term, two- a two year term and one - a one year term. The Board drew lots with President Bolda and Boardmember Gregory receiving terms ending June 30, 1996; Boardmembers Howdyshell and Muna-Landa serving until June 30, 1997; and Boardmember Swistock serving until June 30, 1995. Deborah Clark, Library Manager, stated she is inquiring about reappointment provisions with the City Attorney and will have the information at the next meeting. B4. Resolution to establish day, time and place for regular meeting of the Board of Library of Trustees. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Howdyshell that the Board of Trustees will meet the first Thursday of the month at 7:00 p.m. in Council Chambers. Motion carried unanimously, 5-0. C. CONSENT CALENDAR C 1. Approval of the personnel system of the City of Rancho Cucamonga to govern all personnel matters for the Rancho Cucamonga Public Library. C2. Approval of the purchasing procedures of the City of Rancho Cucamonga to control all purchasing practices of the Rancho Cucamonga Public Library. Boardmember Howdyshell questioned if the City would be purchasing for the Library or would the Library be purchasing the supplies for themselves and following the procedures of the City. Deborah Clark confirmed the latter, that the Library would be going through the Finance Department with all requirements on requisitions. MOTION: Moved by Howdyshell for both items to be approved on the consent calendar, seconded by Muna-Landa. Motion carded unanimously, 5-0. D. LIBRARY DIRECTOR'S STAFF REPORTS D 1. Deborah Clark, Library Manager, stated that some of the items which must be accomplished by the Library Board of Trustees before the Library opens are establishment of fines and fees for the Library Board Minutes September 6, 1994 Page 3 Library, the establishment of borrowing periods for the Library, the holiday schedule, an adoption of an official selection policy for the Library and finally, an approval of different patron borrowing designations and regulations. President Bolda stated the next meeting would be September 13, 1994, at 7:00 p.m. to address these policies for the Library. E. BOARD BUSINESS None received. F. IDENTIFICATION OF ITEMS FOR NEXT MEETING Fl. Boardmember Swistoek requested that for the next regularly scheduled meeting he would like to know how we plan on going to the schools in general and spreading the word that the Library is no longer on Baseline but is now on Archibald. F2. President Bolda inquired if we are going to have Ad Hoc Committees for senior citizens and for children. Boardmember Swistock agreed on the concept. However, he recommended that we continue this item on the next regularly scheduled meeting. President Bolda would like staffto come up with ideas. G. COMMUNICATIONS FROM THE PUBLIC None received. Library Board Minutes September 6, 1994 Page 4 H. ADJOURNMENT MOTION: Moved by Swistock, seconded by Muna-Landa to adjourn to September 13, 1994, at 7:00 p.m. Motion carried unanimously, 5-0. The meeting adjourned at 7:20 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: September 13, 1994 September 13, 1994 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Ad_ioumed Meetim, A. CALL TO ORDER An adjourned meeting of the Library Board of Trustees was held on Tuesday, September 13, 1994, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:05 p.m. and the pledge of allegiance was led by Deborah Kaye Clark, Library Manager. Present were Boardmembers Bolda, Gregory, Howdyshell, Muna-Landa and Swistock. Also present were: Jack Lam, City Manager, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. B. ITEMS OF BUSINESS WITIt NEWLY APPOINTED OFFICIALS B1. Approval of minutes: September 6, 1994 B2. Approval to adopt Resolution No. LB94-001 establishing the first Thursday of each month at 7:00 p.m. as the regular meeting day and time for the Rancho Cucamonga Public Library Board of Tmstees. RESOLUTION NO. LB94-001 A RESOLUTION OF THE LIBRARY BOARD OF TRUSTEES OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ESTABLISHING A TIME AND PLACE OF REGULAR MEETINGS. B3. Approval to adopt the proposed fee/fine schedule for the Rancho Cucamonga Public Library. ITEM REMOVED FOR DISCUSSION BY PRESIDENT BOLDA. B4. Approval to adopt the fee of $3 to purchase a marketing style library card packet. B5. Approval to adopt the proposed open hours for the Rancho Cucamonga Public Library. B6. Approval to adopt the Holiday schedule of closures for the Rancho Cucamonga Public Library. ITEM REMOVED FOR DISCUSSION BY BOARDMEMBER SWISTOCK. Library Board Minutes September 13, 1994 Page 2 MOTION: Moved by Howdyshell for items to be approved on the consent calendar, seconded by Muna-Landa. Motion carried 5-0. DISCUSSION OF ITEM B3. Proposed fee/fine schedule for the Rancho Cucamonga Public Library. President Bolda stated that in this proposed schedule the Children's overdue charge of $.15 per day is recommended. Currently, the County charges $.10 a day. President Bolda asked for the fee to be changed to $. 10 a day for children. Boardmember Howdyshell questioned the Intcrlibrary Loan Fee. Why are we charging a $2 fee when the item is costing us approximately $127 Deborah Clark, Library Manager, stated that the survey we did on the libraries in our area show a rather low fee for Interlibrary Loan and in some cases no fee at all. She stated that we feel strongly that a fee needs to be in place for a service that is so expensive to undertake, however, one of the concerns from the community is that because we are new that we will have fewer older titles available for them. By subsidizing the Interlibrary loan fee, we will be able to give the borrowers the ability to borrow these items. MOTION: Moved by Muna-Landa, seconded by Boardmember Gregory. Motion carried 5-0. DISCUSSION OF ITEM B6. Holiday schedule of closures for the Rancho Cucamonga Public Library. Boardmember Swistock stated his concern of school holidays - Veteran's day, Martin Luther King's birthday and President's day which could be potentially high usage days at the Library because of children not being in school. An alternative for them to go to the library instead of other actions. Also, parents may want to bring them to the Library. What would this do to the budget and what would we be looking at dollar wise? Deborah Clark, Library Manager, stated that average cost of being open on a day with the 12:00 noon to 9:00 p.m. schedule would be approximately $1,255 for any time we are open on an official City holiday. This includes the electricity, the cost of building, the cost of cleaning and staffcost which would be an overtime situation at time and one half because it is a holiday. Library Board Minutes September 13, 1994 Page 3 Deborah Clark, Library Manager, stated that we have probably the most aggressive open hour schedule of any libraries in our area. We are open seven days a week with a staffof only 75 percent of what most of surrounding libraries have. Also, the attendance on the days proposed is usually low. This is also one of the items surveyed with the other libraries in the area and is in line with them. Boardmember Swistock also asked if we will be able to change the dates six months from now if we decide that this will not work. Deborah Clark, Library Manager, stated that we need one month advance notice of any changes to enter the dates in the computer system. Also, for budgeting purposes, we need to know where we stand every quarter to budget for the year. Finally, we need to publish the holidays and let the public know when we are going to be open and close. Deborah Clark, Library Manager, stated that the Board would be looking at the Holiday schedule each fiscal year to accept or make changes to. Jack Lam, City Manager, proposed that the Board wait a year and see how the library does. His suggestion was to defend vigoursly the present schedule because in a year you can work out the "bugs," examine the budget, evaluate the programs and any modifications or changes you may want in the late spring for the following fiscal year. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Howdyshell. Motion carded 5-0. President Bolda asked for a Motion to accept the Consent Calendar. MOTION: Moved by Swistock, seconded by Boardmember Muna-Landa. Motion carried 5-0. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Jack Lam, City Manager, presented the Board with an oral overview of the history and process that created the Rancho Cucamonga Public Library. C2. Approval of key policies regarding Intellectual Freedom, Freedom to Read Statement and the Students' Right to Read Statement. MOTION: Moved by Boardmember Howdyshell, seconded by Boardmember Muna-Landa. Motion carried 5-0. Library Board Minutes September 13, 1994 Page 4 C3. Approval to adopt the proposed patron classifications and borrowing limits for the Rancho Cucamonga Public Library. Boardmember Swistock asked if it is legally defendable to have the type of classification "Transient"? Deborah Clark, Library Manager, stated that it has never had to be legally defended, but libraries are allowed to define borrowing rules differently to reasonable protect materials. Under the classification Transient, "using a motel address" is to be removed. Five items out as the maximum number allowed by the system is to be changed to a limit of three. Also, four items overdue, to require supervisor intervention to borrow more items is to be changed to two. Boardmember Swistock recommended that the maximum number of items out to be changed from twenty-five to ten with the supervisors being allowed to override the number under the Resident Adult classification and Teacher classification. Boardmember Howdyshell asked what borrowing privileges would staff receive that regular patrons would not. Deborah Clark, Library Manager, stated that staff would receive no overdue charges and free rental of video. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Howdyshell. Motion carried 5-0. C4. Presentation of the American Library Association process of Public Library role selection. Board discussion and selection of 3 or 4 major roles for the Rancho Cucarnonga Public Library. Deborah Clark, Library Manager, presented the American Library Association process, an easy to use planning device to allow us to focus our goals and objectives around roles selected by our policy making body. She requested that the item be pulled from the agenda this month and presented along with the Library Master Plan which includes roles and objectives from the public at a future date to be selected by the Board. Deborah Clark, Library Manager, went through and described the roles for the Board. Community Activities Center: This role emphasizes the use of the community room in bringing in groups such as Girl or Boy Scouts. The idea is whether you want to make your library serve as a meeting spot. Library Board Minutes September 13, 1994 Page 5 Community Information Center: Creating an on-line data base that would give people information on what kind of meetings are happening in the city. For example, the Pen System in Santa Monica which gives people the access to electronic mail and access to Council records. Formal Education Support Center: Includes after school study centers and working tutor relationships. Independent Learning Center: Emphasis on selecting materials to help achieve whatever the individual's particular needs are in business, school or education; establishment of programs such as Literacy. Popular Materials Library: Getting popular materials like Stephen King's or Danielle Steele's novels and more videos into the hands of the public. Preschoolers' Door to Learning: Emphasizes programs for the very young by the Children's Librarians. Reference Library: Developing a strong reference collection, working with the business community in developing business resources. Research Center: This would be found in a larger library setting such as Los Angeles. Deborah Clark, Library Manager, stated she would like the Board to select the roles and prioritize them for us. Boardmember Howdyshell suggested that a survey be set-up for the Friends of the Library on the night of their "soft opening" on their roles for the library. Also, one for the open house. President Bolda requested that for the November 3rd Board meeting we will bring back this item for fuller discussion with attachments of surveys from the patrons of the library, surveys from the Friends library and possibly the Council. MOTION: Moved by Boardmember Howdyshell, seconded by Muna-Landa. Motion carried 5-0. D. BOARD BUSINESS None received. Library Board Minutes September 13, 1994 Page 6 E. IDENTIFICATION OF ITEMS FOR NEXT MEETINC El. President Bolda would like s~aff to have a suggestion box for the patrons to send to the Library Board of Trustees. Deborah Clark, Library Manager, stated that at a later time we will have an electronic bulletin board with the public. One of the ~'~rst screens will be for the patron to enter their comments and suggestions. Staffcould pass the information onto the Board. E2. Deborah Clark, Library Manager, stated that Boardmember Swistock had asked staffhow we plan on going to the schools in general and spreading the word that the Library is no longer on Baseline, but now on Archibald. Ms. Tobin will be presenting the information to the Board at the next meeting. Private schools are also to be included. E3. President Bolda inquired if the Boardmembers could be representatives for the Library as speakers at school board or PTA meetings. Boardmember Swistock recommended we talk in depth on this at our next meeting. FA. President Bolda inquh'ed if we are going to have Ad Hoc Committees for senior citizens and for cb. ildren. Boardmember Swistock agreed on the concept. However, he recommended that we continue this item on the next regularly scheduled meeting. President Bolda would like staffto come up with ideas. Deborah Clark, Library Manager, recommended that the item of subcommittees be deferred until we have our roles defined. F~ COMMUNICATIONS FROM THE PUBLIC None received. Library Board Minutes September 13, 1994 Page 7 MOTION: Moved by Howdyshell, seconded by Gregory to adjourn to October 6, 1994 at 7:00 p.m. Motion carded unanimously, 5-0. The meeting adjourned at 9:04 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: October 6, 1994 October 6, 1994 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, October 6, 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 7:02 p.m. and the pledge of allegiance was led by President Bolda. Present were Boardmembers Bolda, Gregory, Howdyshell, Muna-Landa and Swistock. Also present were: Deborah Clark, Library Manager, Renee Tobin, Children's Services Supervisor, and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: September 13, 1994 MOTION: Moved by Boardmember Gregory for approval of minutes on the consent calendar, seconded by Boardmember Howdyshell. Motion carried 5-0. C- LIBRARY DIRECTOR'S STAFF REPORTS President Bolda moved Item C1 to Item C3. Cl. Approval to adopt the proposed fine fee structure and borrowing limits for spoken word cassettes, compact discs and audio cassettes. Deborah Clark, Library Manager, passed out an information sheet with library comparisons of overall budget, stalTmg levels and materials budget. Deborah Clark, Library Manager, stated that fees for media and spoken word media is not completely new to the library world, but it is new to the Inland area. When canvassing other libraries in the inland system, she found that there are not any libraries currently charging for the media. The Huntington Beach Library has been charging for at least ten years and very successfully. Library Board Minutes October 6, 1994 Page 2 President Bolda wanted Deborah Clark, Library Manager, to explain Item 2 uader other alternatives, 2) Exempt any item donated by Lion's Club from a fee. Deborah Clark, Library Manager, stated one of the concerns in talking with the people from the community, is the Lion's Club donation which happens every year. President Bolda asked if it is possible to have low income status a factor on waiving charges for media rental. Boardmember Howdyshell asked if it would be easier to exempt individuals if they qualified as visually impaired or handicap? Deborah Clark, Library Manager, stated that she would inquire of the City Attorney as to whether we can require evidence of visual impairment. Boardmember Swistock stated that if we are to start charging, he felt that it is better to start now, while the Library is opening than to start in a year from now. There will probably be some resistance. If we move ahead with this, he would like us to be sure and explain why we are doing this, to build the materials up so that the media becomes self-supporting. As far as exemptions, without having all the information, it will be difficult to make a decision right now, and perhaps the best course of action would be not to bring the exemptions in - if it becomes an issue, we can look at adding them at a later date. Boardmember Swistock recommended that we accept a proposed fmc fee structure for spoken word cassettes, compact discs and audio cassettes similar to the Huntington Beach Public Library plan which will be $.25 per cassette per two week loan period with a $1.00 maximum fee per title. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Muna-Landa. Motion carried 5-0. Deborah Clark, Library Manager, stated that now the Board needs to decide the borrowing limits for the media. Boardmember Swistock reminded the Board that we need to give Deborah Clark, Library Manager, direction regarding the Lion's Club. Deborah Clark, Library Manager, stated she would like the Board to give her direction on whether to exempt the Lion's Club material from fees, or request they agree to the fee structure. Library Board Minutes October 6, 1994 Page 3 Boardmember Howdyshell stated that he would prefer that we have one set of rules. However, if the Lion's Club is going to make it contingent on giving us any items, then bring it back to the Board. President Bolda moved to approve the media at a four (4) item limit and asked Deborah Clark, Library Manager, to negotiate with the Lion's Club for their fee to see if they are willing to work within the structure and if not, to bring it back to another meeting; and to eliminate the category of "Best Seller" from audio and CD's. MOTION: Moved by President Bolda, seconded by Boardmember Muna-Landa. Motion carded 5-0. C2. Approval to appoint John Wang as System Advisory Board representative for the Inland Library System. John Wang of 5436 Valinda, Rancho Cucamonga, came forward to the Board and stated, he would be happy to be System Advisory Board Representative if the Board appoints him. Boardmember Gregory asked what is this relationship of this appointment to the Board - as an advisor, someone who reports back on the meetings? Deborah Clark, Library Manager, stated that the position of System Advisory Boardmember is an advisory one to the Library Board of Trustees as well as representing the City of Rancho Cucamonga and the Public Library in meetings with other neighboring districts that go from Banning to Beaumont. They meet on a quarterly basis sometimes more often and share what is going on in their commtmities and things that the libraries are doing. They do report on a regular basis to the Board of Trustees on what has happened at those meetings. MOTION: Moved by President Bolda, seconded by Boardmember Swistock. Motion carried 5-0. C3. Approval to adopt the proposed fee structure and regulations for use of the Rancho Cucamonga Public Library Community Room space. Deborah Clark, Library Manager, presented to the Board fees currently used by the Community Services Department of the City of Rancho Cucamonga in providing community rooms to rent to the public. The fee slxucture is for recovery on the cost of using that facility. The difficulty is that the library function is very different for the community room. Our room is only available when the library is open which would include the cost of utilities. In addition, the type of groups we deal with are Girl Scouts, Cub Scouts, the very small groups which are not able to function at some of the other locations. Presently, the community room through the County Branch has been completely free. The question before the Board is do you want to adopt a fee schedule similar to Community Services or one consistent with other libraries? Library Board Minutes October 6, 1994 Page 4 President Bolda stated she felt the community room at the library is different from the community rental space with the city in that the city space is for large groups and parties. Also, whenever the space is being used by a group, a staff member of the city needs to be present and paid for during that time, while the Library's staffis already present. Deborah Clark, Library Manager, stated she also would like the Board to address how far ahead of the event may groups book the room? President Bolda moved to adopt the proposed fee structure and regulations for the use of the Rancho Cucamonga Public Library Community Room space with a three (3) month ceiling. MOTION: Moved by President Bolda, seconded by Boardmember Muna-Landa. Motion carried 5-0. D. BOARD BUSINESS D1. Renee Tobin, Children's Services Supervisor, presented the Board with an oral overview on the current progress of the Children's Services Division, programming and outreach. President Bolda asked ifRenee Tobin, Children's Services Supervisor, could look into meeting with the seniors at the Rancho Cucamonga Neighborhood Center in the Silverfox group to consider creating an "Adopt a Grandparent" time during story time? Also, could we have the picture books with three or fewer words on a page, put together in a special section - maybe in the inner or outer section? Renee Tobin, Children's Services Supervisor, stated this was something staff would explore. E. IDENTIHCATION OF ITEMS FOR NEXT MEETING E 1. Boardmember Gregory asked if staff could present a Latchkey Policy at the next meeting. Also, she would like staff to include information on what other libraries do. E2. Deborah Clark, Library Manager, reminded the Board of their Role issue for the November meeting. Also, there will be something presented on the volunteer program. Library Board Minutes October 6, 1994 Page 5 F, COMMUNICATIONS FROM THE PUBLIC None received. G, ADJOURNMENT MOTION: Moved by President Bolda, seconded by Boardmcmbcr Howdyshcll to adjourn to November 3, 1994 at 7:00 p.m. Motion carried unanimously, 5-0. The meeting adjourned at 8:09 p.m. Respectfully submi~cd, Vivian Garcia Administrative Secretary Approved: November 3, 1994 November 3, 1994 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting ~RDER The regular meeting of the Library Board of Trustees was held on Thursday, November 3, 1994, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:04 p.m. and the pledge of allegiance was led by President Pro Tern Howdyshell. Present were Boardmembers Gregory, Muna-Landa and Swistock. President Bolda was absent. Also present were: Deborah Clark, Library Manager, John Wang, System Advisory Board Representative and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR DISCUSSION OF ITEM B5. Approval of borrowing limits for Business Friends category. Boardmember Swistock stated he pulled this item so that he could ask two questions. How many teachers have taken advantage of the extended loan period that we made available to them? Also, how many Business Friends do we currently have? Deborah Clark, Library Manager, stated that 158 teachers are presently using the extended loan and wc have 27 Business Friend members so far. BI. Approval of minutes: October 6, 1994 B2. Approval to adopt $10 fee to monitor examinations. B3. Approval to adopt $10 deposit fee for special collections. B4. Approval to adopt $2 interlibrary loan fee for magazine articles. B5. Approval of borrowing limits for Business Friends category. Library Board Minutes November 3, 1994 Page 2 MOTION: Moved by Boardmember Swistock to approve the consent calendar, seconded by Boardmember Gregory. Motion carded 4-0-1 (Bolda absent). President Bolda arrived at 7:07 p.m. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Deborah Clark, Library Manager, gave an oral report on the status of the volunteer program. The booklet, Volunteer Opportunities, giving job descriptions of positions in the Library was given to the Board. The first half of the booklet lists the vital volunteers, handling fimctions such as technical services, shelving or processing of materials. The second half covers what we call the ambassador corp of volunteers. These individuals will be trained to help on public service desks. They will include circulation volunteers to assist in checkout, reference people to assist with information questions and volunteers in children's services to help with storytelling and other special services we plan to offer. Deborah Clark, Library Manager, stated that we currently have 65 applications on file. We have a "volunteer" Volunteer Coordinator, who works with ns three times a week. She has been interviewing each of the volunteer applicants and helping to place them. We also have another volunteer coordinator who oversees the data patron entries. Our volunteer program is going very well. We are receiving approximately ten applications weekly. Deborah Clark, Library Manager, stated we will be expanding into the ambassador corp next. D. BOARD BUSINESS D1. Proposed Latchkey child policy. Deborah Clark, Library Manager, stated she had included as requested both our proposed Latchkey policy for Rancho Cucamonga Public Library and two other policies that we borrowed from the Los Angeles County Library System and one from the Alhambra Public Library. MOTION: Moved by Boardmember Howdyshell to accept the proposed policy on the Latchkey, seconded by Boardmember Muna-Landa. Motion carded 5-0. Library Board Minutes November 3, 1994 Page 3 D2. Creation of Library Plan of Service: Phase One Developing Roles and Mission, Collecting information on the Community and the Library, review of Library Master Plan, review of survey/data collected and review of Library monthly statistics. Deborah Clark, Library Manager, stated she had included the Library Master Plan for the Boardmember's information. She would be happy to answer any questions that the Board has on any of the interpretation of the Library Master Plan or any questions on where some of the terminology might fall into the kind of roles she had proposed the Board to look at for discussion. Deborah Clark, Library Manager, stated she had included in the handouts to the Board the first survey results on what the public had selected as roles. Formal education is coming up as priority number one with reference library as secondary. Preschoolers door to learning was also very popular and we had a tie with independent learning and popular materials. Deborah Clark, Library Manager, stated she is going to take a different direction with the surveys starting this month. More prominence in placing of the flyers and the use of the electronic bulletin board to get the survey across. E. IDENTIFICATION OF ITEMS FOR NEXT MEETINC El. Boardmember Swistock asked for a status report on where we are with the dial-up lines, being able to access some of the things we had talked about doing electronically. E2. President Bolda asked for name tags for the Board and business cards. E3. Boardmember Howdyshell stated he had received complaints on not being able to donate books. Deborah Clark, Library Manager, stated we will be accepting donations. Boardmember Howdyshell stated he had also received a complaint about the charge of copy machines. Deborah Clark, Library Manager, stated that the vendacard and copier machines are owned by a vendor and we don't have control of the charge. However, the $. 15 cost is consistent with other libraries in the area. Library Board Minutes November 3, 1994 Page 4 F. COMMUNICATIONS FROM THE PUBLIC Diane Schneiderwent of 6333 Amberwood Drive of Alta Loma came forward to talk about a literacy program geared towards teens as a possible role with the Library. She stated that she works at a local high school and she feels there is a need for the teens for literacy. She has spoken with Laurie Hopkins at the Upland Library and Laurie indicated to her that there were not any literacy programs in the surrounding community geared towards teens. However, there are literacy programs for adults. Diane Schneiderwent also spoke with Mr. A1 Bennet, Literacy Specialist, of the California State Library who indicated that there is only one other program that he is aware of that is dealing with teens and it is somewhere in Redwood City. Diane Schneiderwent stated that she feels there is a need for literacy for teens. Deborah Clark, Library Manager, stated that when she worked at Alhambra Public Library that they were a pilot project for the state for a teen literacy program. She stated that she had already been in contact with A1 Bennet about applying for a grant for literacy. This would be an adult literacy program which is the only grant they offer. She also has been in contact with the Literacy Coordinator and the Director at Upland Library. They are very interested in working with us on literacy projects. Should this Board decide to adopt a role which would emphasize literacy, there is a good window of opportunity with the State and the grant applications. Redwood City Public Library, Project Read, Kathy Endaya, 1044 Middlefield Road, Redwood City, California, 94063, (415) 780-7077. MOTION: Moved by Boardmember Muna-Landa, seconded by Boardmember Swistock to adjourn to December 1, 1994 at 7:00 p.m. Motion carried unanimously, 5-0. The meeting adjourned at 7:25 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: December 1, 1994 December 1, 1994 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES ~ 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, Administrative Secretary. B. CONSENT CALENDAR BI. 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-Landaabsent). DISCUSSION OF ITEM BS. Approval to adopt Borrowing Limits policy. 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 staff to 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 this 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 carried 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 strong 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 Staff's 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 Stall's proposal, and instead to provide moderate level service, seconded by Boardmember Gregory. Motion carried 4-0-1 (Muna-Landa absen0. 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, stated 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, staff is having some individuals test this out and fmd out if there is a problem or errors. Once the magazines are loaded, we will have to password protect items per our agreement with the Vendor, IAC. 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 stated that when he called the library and received no answer, instead of receiving a busy signal, the phone kept on ringing as if no one was in. Deborah Clark, Library Manager, stated that per the phone vendor, Alert, this is part of the system. If all four pons are busy, the next call will keep on ringing until one of the ports is available. Boardmember Swistock asked if we could increase the number of ports. Deborah Clark, Library Manager, stated 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 B olda stated that (1) Formal Education\Children and (2) Business References Boardmember Howdyshell asked Councilmember Williams if from 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 President 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 carded 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 E 1. Presidem 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, Library 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. 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: January 5, 1995