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HomeMy WebLinkAbout1995 - Library Board Minutes January 5, 1995 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meeting A. ALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, January 5, 1995, 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, Muna-Landa and Swistock. Also present were: Jerry Fulwood, Deputy City Manager, Deborah Clark, Library Manager, John Wang, System Advisory Board Representative, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Services Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: December 1, 1994 (Muna-Landa absent) B2. Approval to adopt Tour policy. B3. Approval to adopt contract with Weldon & Associates to perform Collection services. ITEM REMOVED FOR DISCUSSION BY BOARDMEMBER HOWDYSHELL. B4. Approval to adopt Collection Development policy. B5. 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. MOTION: Moved by President Bolda to approve the consent calendar with the exception of Item B3, seconded by Boardmember Swistock. Motion carried 5-0 with Muna-Landa abstaining from the minutes of December 1, 1994. DISCUSSION OF ITEM B3. Approval to adopt contract with Weldon & Associates to perform Collection services. Library Board Minutes January 5, 1995 Page 2 Boardmember Howdyshell asked if there was any opportunity to go directly to the collection agency instead of using a consultant? Also, what percentage of revenue can the library expect from the collections that go to them? Deborah Clark, Library Manager, stated that the dollar amount is the same. Wanda Weldon was assigned as part of the company to design a package for libraries. Other companies with similar services were contacted to see if there was a competitive bid that was lower and there was not. With a collection agency, we are trying Phase 1 in which the agency sends out letters in order for the items to be returned back to the library. The success rate is about 35 percent. Staff finds that we more than pay for the service through the fee that is charged for the collection process itself. One of the positives with the Weldon proposal, is that staff selects those accounts which staff wants to send to the collection agency and not a fixed dollar amount. Boardmember Howdyshell asked if this would cost the library money. Would their fees be paid through what they collect? Deborah Clark, Library Manager, stated that she has never experienced losing money with a collection agency. Boardmember Muna-Landa asked what do we do with repeated offenders who keep having to be reported to the collection agency. Deborah Clark, Library Manager, stated that as long as the account remains cleared, we do not have anything in place, such as a policy which would stop their borrowing. How?er, if their account is in collection, we would place a block on their card. ' MOTION: Moved by Boardmember Howdyshell to adopt Contract with Weldon & Associates, seconded by Boardmember Muna-Landa. Motion carried 5-0. C. LIBRARY DIRECTOR'S STAFF REPORTS Boardmember Swistock requested that if Mark Hemandez was not present, he would like to do Item C2., first. C 1. Status report on the Library, including midyear budget report. Deborah Clark, Library Manager, presented an oral status report on the library and a midyear budget report. Boardmember Howdyshell requested that the next report include a projection of the budget. Library Board Minutes January 5, 1995 Page 3 Boardmember Swistock requested that projected revenues also be included in the budget spreadsheet. MOTION: Moved by Boardmember Muna-Landa to accept the status report on the library, seconded by Boardmember Howdyshell. Motion carded 5-0. C2. Request to reserve the Community Room: Mark P. Hernandez with Merrill Lynch. Deborah Clark, Library Manager, stated she wanted the Board to review this application. The policy on the Community Room does not prevent this type of reservation. Mark P. Hernandez is looking for the opportunity to showcase the services that he offers at a charge. While he is offering the program for free, there is obviously behind the program the intent that he is trying to get business for his company. While the policy does not prevent this, staff wanted to make the Board aware of this and to inquire what direction they would like staff to take. Boardmember Swistock wanted clarified to participants, that this is not an endorsement by the City nor the Board. He would like this stated on the flyers or brochures. Boardmember Gregory inquired if we would actually see someone bringing in products to sell or to demonstrate an item. Deborah Clark, Library Manager, stated that applicants could not sell anything on the premises. MOTION: Moved by Boardmember Howdyshell to accept the application for Mark P. Hernandez with Merrill Lynch, seconded by Boardmember Swistock. Motion carried 5-0. C3. Preliminary Plan of Service Program. Deborah Clark, Library Manager, asked if the Board would like to hold this Item and go to Item D.1, ' review of the photocopier fee since Mr. Bolton of AP S is here in the audience. D. BOARD BUSINESS D 1. Review of the photocopier fee. Deborah Clark, Library Manager, stated that in staffs report the recommendation is to continue with the contract and to retain the current level of photocopier charges. Library Board Minutes January 5, 1995 Page 4 An oral report was presented by Mr. Bolton of APS. He also prepared a spreadsheet for the Board to review which he collected after his presentation. Boardmember Swistock asked Mr. Bolton if he envisioned this rate being stable for the next 48 months. Mr. Bolton stated, that he does not foresee the rate going up, but because of the changing technology, the company has a clause in the proposal to make changes annually, every August. He cannot state that there will not be any raises, but he does not anticipate it. MOTION: Moved by Boardmember Howdyshell to accept the photocopier fees as submitted, seconded by Boardmember Gregory. Motion carried 5-0. C3. Preliminary Plan of Service Program: presented by Library Manager. Deborah Clark, Library Manager, stated that on page 40 of the Agenda is a rough draft of the Plan of Service for the Board's review. This is the document that will be attached with the budget proposal for July through June of 1996. Boardmember Swistock stated he felt it was very well done. Deborah Clark, Library Manager, stated that since this is preliminary, if there is anything that the Board would like to add or change, staffcould bring this item back for the Board's review next time. Boardmember Muna-Landa asked how the six programs were selected under Objective 1.2. Deborah Clark, Library Manager, stated that stafftried to select programs which were of particular ethnic interest to reflect diversity within the community. Because of the impact of the summer reading program, staffdoes try to "steer clear" of events then. If there are other holidays which the Board would like the library to emphasize, staff can change the selections. Boardrnember Muna-Landa asked if we could add something on the theme "American History." Boardmember Swistock asked if staff could also incorporate information on "Engineers." Interest youth on what engineers do-not driving a train. Deborah Clark, Library Manager, asked if the Board would be interested in a Career Program. The Board agreed. Boardmember Swistock requested another month to review the Plan of service. Library Board Minutes January 5, 1995 Page 5 Deborah Clark, Library Manager, stated that the Plan will be on the next agenda. D2. Approval of formal request for the Library Board to meet with Rancho Cucamonga City Council in joint session. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Howdyshell. Motion carried 5-0. D3. Status report on parking and results of first survey. Deborah Clark, Library Manager, stated the parking was not heavily impacted at this time of year. There are 100 spaces in the parking lot. The most popular time still remains between 2:00 and 4:00 p.m. Linda Daniels, Redevelopment Manager, stated to Deborah Clark that the cost to expand the parking lot would be approximately 1/2 million dollars. Boardmember Howdyshell requested that staffcontinue to survey on a quarterly basis for a one week period, to substantiate a budget item for the future. D4. Black History Month: program possibilities presented by President Bolda. President Bolda stated that we almost had Magic Johnson and Rosa Parks as guest speakers; however, due to scheduling problems, they were unable to come. President Bolda stated that if there could be a display of black history in this area, Glen Adams has some pictures if staff would like to borrow them. Also, in the children's section, possibly a display of black inventors. President Bolda also asked if in a future program, we could incorporate an essay contest. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E 1. Boardmember Swistock asked, what the timetable for the 95-96 Library budget process is going to be. Specifically related to what the Board's involvement will be. Jerry Fulwood, Deputy City Manager, stated that when staff starts to generate the budget calendar, we start the process sometime during the month of January. During the month of February, we would be meeting with department heads to go over the preliminary budget. The City Manager reviews that information and streamlines it during the month of March. The budget then returns to the department heads at which point Deborah Clark will bring it before the Board. Staff then sets up workshops with the City Council to go over the budget, usually three workshops. During the workshops, any input or comments the Board has will go to the Council. Library Board Minutes January 5, 1995 Page 6 Jerry Fulwood, Deputy City Manager, stated that the Board would see the budget at the end of March or the beginning of April. Deborah Clark, Library Manager, stated that there might be a special, scheduled Board meeting for the Board to address the budget. The Board will be involved before the budget goes before the Council. Boardmember Swistock stated, that whenever the Board has the joint meeting with the City Council, he would like this to be one of the items of discussion, what does Council envision the Board's role to be in the budget process. E2. Boardmember Swistock asked if the Board could review patrons making suggestions or complaints. Deborah Clark, Library Manager, stated that on a weekly basis as part of the Newsletter package, the Board will see the questions and answers. E3. Deborah Clark, Library Manager, that she will bring before the Board some ideas on committees and subcommittees. E4. President Bolda stated she would like to see what is expected of a Boardmember and other information such as, how many absences a Boardmember is allowed. F. COMMUNICATIONS FROM THE PUBLIC No communications were made from the public. G. ADJOURNMENT MOTION: Moved by Boardmember Howdyshell, seconded by Boardmember Gregory to adjourn to February 2, 1995 at 7:00 p.m. Motion carried, 5-0. The meeting adjourned at 8:44 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: February 2, 1995 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, February 2, 1995, 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 Muna-Landa and Swistock. Boardmembers Gregory and Howdyshell were absent. Also present were: Deborah Clark, Library Manager and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: January 5, 1995. B2. Approval to adopt policy on public access to library records. B3. Approval to adopt closing policy. Boardmember Muna-Landa asked if staff was currently having problems with patrons who stay longer than necessary. Deborah Clark, Library Manager, stated that the policy was created by Karen Schneiderwent, Circulation Supervisor, Robert Karatsu, Principal Librarian and herself to address some of the areas where they need to stop service prior to closing, and so that the Board will be aware of those instances. One of the areas is library cards and the other is computers. Boardmember Muna-Landa requested that written notification also be placed near the computer room. President Bolda requested that if staff has more instances of parents not picking up children until after closing to bring the information back to the Board. MOTION: Moved by Boardmember Muna-Landa to approve the consent calendar, seconded by Boardmember Swistock. Motion carried 3-0-2 with Gregory and Howdyshell absent. Library Board Minutes February 2, 1995 Page 2 C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral status report on the library. Boardmember Howdyshell arrived at 7:07 p.m. Boardmember Howdyshell stated that he was impressed with the Friends of the Library Bookstore opening on Wednesday evening, February 1. The aesthetics of the Friends Bookstore is an asset to the Library. Also, the Bookstore is a great service and revenue to the community. C2. Projections of budget expenditures and library revenue requested by Boardmember Howdyshell. Report presented by Library Manager. Deborah Clark, Library Manager, presented an oral report and stated that there were some changes on Attachment A. A new handout was given at the meeting. Deborah Clark, Library Manager, stated that you will see under Account 3900, Maintenance a $0 amount for Bindery and Collection Agency. A dollar amount was not budgeted for the 94/95 fiscal year; however, the Board will see a dollar amount in the account in the 95/96 budget year. C3. Plan of Service Program for adoption: presented by Library Manager.. President Bolda requested that Item C3. be placed as the last Item on the Agenda tonight. D. BOARD BUSINESS D1. Library Committee Opportunities: follow through on original request by President Bolda. Deborah Clark, Library Manager, asked if she could receive further direction from President Bolda in regards to committees. The Plan of Service outlined a number of committees that would be appropriate for Board inter-reaction. The Library Manager asked if there was something President Bolda had in mind over and above those that were suggested? President Bolda stated she was happy with the committees which were suggested by staff. Library Board Minutes February 2, 1995 Page 3 D2. Literacy Program Efforts: requested by Boardmember Gregory. Deborah Clark, Library Manager, stated that Boardmember Gregory had called staff and wanted to re-emphasize the Literacy Programs and asked if it could be placed on the Agenda so that she could address a few of her concems. Deborah Clark, Library Manager, requested that this item be delayed for Boardmember Gregory to the next month's meeting. D3. Report on the Entrepreneurial Library Forum: oral report by President Bolda. President Bolda stated that she has a report prepared and once it is typed up, she will have it and also some brochures sent out to all the Boardmembers. The Forum was excellent. The ideas and thoughts shared by other staff of libraries was very informative. President Bolda moved back to Item C3. Plan of Service Program for adoption: presented by Library Manager. Deborah Clark, Library Manager, stated that staff suggests the Board hold this item over to next month's meeting to have the Board to adopt and approve the Budget at the same time the Board adopts and approves the Plan of Service. Staffwill be presenting next month the balanced budget based on revenues that staff has indicated and approved by Finance, coupled with expenditures. Deborah Clark, Library Manager, stated that starting in March, staff will be adding storytime to preschoolers on Saturdays in addition to Wednesdays. This will be the same story told on Wednesday, but offered to children whose parents may work during the week. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING Boardmember Muna-Landa requested staff add another label on the videos which would show that there is a $2 overdue fee per day per video and have another sign posted on the Cimulation desk about the overdue fee on videos. President Bolda requested information be available for children on "How to Use the Computer" and also information on computer etiquette. President Bolda asked if when patrons are purchasing the Rancho Cucamonga Public Library cards, they could be told that the key chain library card does not work on the shelf-check machine. Library Board Minutes February 2, 1995 Page 4 F. COMMUNICATIONS FROM THE PUBLIC No communications were made from the public. G. ADJOURNMENT MOTION: Moved by Boardmember Muna-Landa seconded by Boardmember Swistock to adjourn to an Executive Session to discuss (1) Pending Litigation with Baker & Taylor, Inc. with the Executive Session to adjourn to March 2, 1995 at 7:00 p.m. Motion carried, 4-0-1 with Gregory absent. Thc meeting adjourned at 8:12 p.m. with no action taken in Executive Session. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: March 2, 1995 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, March 2, 1995, 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 Pro Tem Howdyshell. Present were Boardmembers Gregory, Muna-Landa and Swistock. Also present were: Jerry Fulwood, Deputy City Manager, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Karen Schneiderwent, Circulation Supervisor, Paul Williams from the Friends of the Library and Vivian Garcia, Administrative Secretary. President Pro Tem Howdyshell read a letter from Jacqueline Bolda stating that her resignation had been accepted by the City Council on March 2, 1995. B. CONSENT CALENDAR BI. Approval of minutes: February 2, 1995. MOTION: Moved by Boardmember Gregory to approve the consent calendar, seconded by Boardmember Swistock. Motion carried 4-0. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library status report: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral status report on the library. The Compact Discs will be available for patrons on Friday, March 3. Staff expects to receive twenty-two boxes of books, completed and repaired, consisting of children's and adult non-fiction titles from Baker and Taylor by Monday. Deborah Clark, Library Manager, stated Telecire will be available to the patrons very soon. A "rough draft" brochure was given to the Board explaining how Telecirc works. Other flyers produced this month were, "How to Find Newspapers and Magazines" and "Instructions for Searching the Computerized Catalog" with dial-in instructions on the back side. Library Board Minutes March 2, 1995 Page 2 Deborah Clark, Library Manager, stated she had received a telephone call from a parent concerned about the condition of the children's books. Staff surveyed about 200 picture and beginning reader books and found only one which had been damaged. Staff is still proceeding with the bookmark alerting parents to watch the picture books and to report damages when they see them to Library staff. Staff is also watching for any damages. Deborah Clark, Library Manager, stated that staffhas ordered a stamp to be placed on videos to alert patrons of the $2 fine on overdue videos. An additional sign was posted in Circulation. Staff will be working on a flyer to make patrons aware of the Library's policies on overdue fines. Staff is still working on a brochure for children's, a guide on how to use the catalog, and computer use and etiquette as well. Deborah Clark, Library Manager, stated that the Library had received another sign for the self-check machine on the first floor which can easily be seen by those waiting in line. Also, bookmarks are being handed out explaining how to use the self-check machine. Robert Karatsu, Principal Librarian, went over the Statistics for February handout given at the meeting with the Board. More books were returned in February than in months past. For the first time since the Library opened, more adult materials were checked out than children's. Medical books along with Biographies and American History were the subjects of interest circulating this month. Deborah Clark, Library Manager, went over the Library Budget spreadsheet with the Board. C2. Proposal to purchase a banner for National Library Week. Deborah Clark, Library Manager, suggested it might be appropriate of the Board to purchase a banner promoting National Library Week at a cost of approximately $629. The banner is re-useable each year with a cost of $100 to change the date on the banner. Staffalso proposed that we spilt the cost and ask the Friends of the Library to co-fund this project with us. The banner which staff preferred was the second one on the handout which states the Library's address. The banner will be hung on Archibald, just north of Foothill Boulevard. MOTION: Moved by Boardmember Swistock to approve the purchase of the banner to be located at Archibald and Foothill and approach the Friends on co-funding this project, seconded by Boardmember Muna-Landa. Motion carried 4-0. C3. Proposed budget package presented by Library Staff for initial review and approval. Deborah Clark, Library Manager, presented an oral report to the Board with handouts of adjustments from the meeting with the Finance Department today. Library Board Minutes March 2, 1995 Page 3 Deborah Clark, Library Manager, stated staff would like the approval of the Board for the concepts presented of the funding and budget proposal. The report will then go to the City Manager. MOTION: Moved by President Pro Tem Howdyshell, seconded by Boardmember Muna-Landa. Motion carried 4-0. C4. Plan of Service Program for adoption: presented by Library Manager. Deborah Clark, Library Manager, stated that if the Board does not have any changes for the Plan of Service and approves it, this will go with the Budget to the City Manager. MOTION: Moved by Boardmember Swistock, seconded by President Pro Tem Howdyshell. Motion carried 4-0. President Pro Tem Howdyshell stated he would like to assign some of the goals to each one of the Boardmembers to look at for the next meeting and incorporate some of the committee requirements. Boardmembers were assigned goals based on some of the comments and personal interest by them. Boardmember Swistock was assigned Goals 1 and 7, Boardmember Muna-Landa, Goals 2 and 4, and Boardmember Gregory, Goals 5, 6 and 8. At the next meeting, the Boardmembers will talk about the committees they would like to start. D. BOARD BUSINESS D1. Literacy Program Efforts: Boardmember Gregory. Boardmember Gregory asked where staff currently is with the Literacy program efforts. Deborah Clark, Library Manager, stated that she has the application for California Literacy Campaign 1995-96. The application deadline is May 5, 1995. With the Board's approval, staff will complete the application for adult literacy and will have the entire application packet back to the Board at the May meeting before it goes to the State Library for approval. Deborah Clark, Library Manager, stated that what the State Literacy program offers is a grant start- up of between $80,000 to $90,000 which includes staffing, literacy materials to assist in tutors and development of new readers. Also included is a certain amount of money for promotion of the program and for special program events. Deborah Clark, Library Manager, stated that the program offers a first year funding of 75 percent - which means the funding will not begin until September. Funding for the second and third years Library Board Minutes March 2, 1995 Page 4 is 100 percent and 75 percent in the fourth. For the fifth year, funding is reduced to 50 percent with this supposedly being the last year of the program. MOTION: Moved by President Pro Tem Howdyshell to approve staff to apply for the Califomia Literacy Campaign, seconded by Boardmember Gregory. Motion carried, 4-0. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. President Pro Tem Howdyshell requested Boardmembers to review their goals and form some objectives for the committees. E2. Deborah Clark, Library Manager, stated that staff will be bringing before the Board policies for Storytime. E3. Robert Karatsu, Principal Librarian, stated that another grant will be presented to the Board next month. E4. Deborah Clark, Library Manager, stated that the Friends of the Library will be presenting a quarterly status report to the Board. Paul Williams of the Friends of the Library stated that the bookstore has been opened for one month. There are presently twenty-four volunteers on rotation for the bookstore. The bookstore hours are the same as the Library. During the month of February, the Friends took in just over $4,000. They are concentrating on purchasing bookmarks ranging in price from $1 to $10. F. COMMUNICATIONS FROM THE PUBLIC, No communications were made from the public. Library Board Minutes March 2, 1995 Page 5 G. ADJOURNMENT MOTION: Moved by Boardmember Swistock seconded by Boardmember Muna-Landa to adjourn to April 6, 1995 at 7:00 p.m. Motion carried, 4-0. The meeting adjourned at 8:20 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: April 6, 1995 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, April 6, 1995, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:00 p.m. and the pledge of allegiance was led by President Pro Tem Howdyshell. Present were Boardmembers Gregory, and Muna-Landa. Boardmember Swistock was absent. Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of minutes: March 2, 1995. B2. Approval of proposed fee for rental of Children's Storytelling Room and various equipment. B3. Approval of proposed fee change for the following video rentals: Best Selling Video Business Video Tapes B4. Approval of proposed fee of $.50 per disc for "best seller" new releases. MOTION: Moved by Boardmember Muna-Landa to approve the consent calendar, seconded by Boardmember Gregory. Motion carried 3-0-1 (Swistock absent). C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report and budget update: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral status report on the library. Staff referred to statistics handout. The library in six months went over 270,000 items checked out for fiscal year 94/95 - the old circulation record for the branch library in a year. Library Board Minutes April 6, 1995 Page 2 Boardmember Edward Swistock arrived at 7:08 p.m. Deborah Clark, Library Manager, went over the Library Budget spreadsheet with the Board. Robert Karatsu, Principal Librarian, went over the statistics for March with the Board. Computers, personal finance, medicine, gardening and landscaping books along with athletics were the subjects of interest circulating this month. Staffstated that Telecirc, the telephone book renewal started being used this month. President Pro Tem Robert Howdyshell asked Deborah Clark, Library Manager, if the proclamation given by City Council last night was available. He then asked if she would read it. C2. Presentation of Grant proposal for computer networking presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated that the grant would enable staff to purchase software that would allow Rancho Cucamonga Public Library the capability of connecting with other libraries through their catalog system to see if an item is available with them. Boardmember Swistock asked if it is possible to access another library even if they do not have the Gateway software. Robert Karatsu, Principal Librarian, stated that as long as they have a public access dial-in catalog we should be able to get in. Boardmember Swistock recommended that if the grant for the software is provided to include Cal Poly Pomona and Cal State San Bernardino. C3. Presentation of Grant proposal for CD Rom workstations for youth presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated that this grant would provided a couple of CD Rom workstations specifically for children. The software would include an electronic encyclopedia, mathematics, reading, information on animals and dinosaurs. This would show parents the capabilities of what a computer could provide if they are thinking about purchasing one without a salesperson involved. President Pro Tem Howdyshell stated his concem about having headsets for this type of equipment. Library Board Minutes April 6, 1995 Page 3 C4. Discussion of proposal for handling Children's Storytime presented by Library Manager and Renee Tobin, Children's Supervisor. Deborah Clark, Library Manager, stated that the demand for Children's Storytime is at a point in which staff needs to deal with the number of children allowed at a time in the room due to the fire regulation limit posted. Currently, staffhas two storytimes on Wednesday - one at 10:00, the other at 11:00 a.m. with another storytime on Saturday at 11:00 a.m. The numbers keep increasing with last week going over sixty. Renee Tobin will be presenting staffs suggestions. Renee Tobin, Children's Supervisor, stated staff has brought recommendations before for the Board for their review on registration for the children. Quarterly sessions would be twelve weeks long with an enrollment of forty children per each storytime. President Pro Tem Howdyshell asked why staff had picked twelve week session compared to a four or six week session? Renee Tobin, Children's Supervisor, stated quarterly would be seasonal and the paperwork involved would be lessened with only four times a year. Also, this would fit easily into the Grapevine each quarter. Boardmember Muna-Landa asked Deborah Clark when she had approached the parents about this item being on the agenda, what comments did staff receive? Deborah Clark, Library Manager, stated that the parents main concern was continuity with Renee Tobin and Nina Cole being the storytellers. Familiar faces at each of the storytimes was a concern with the parents instead of new faces each time. The Community Service's approach with a registration fee charged for each child for each session was then looked at by staffto be able to hire additional staff to free up time for the Librarians to add new storytimes. Boardmember Swistock stated his concem for a twelve week period. Staff might look at staggering the three storytime tracks to run two weeks apart and so the longest anyone would have to wait would be two weeks. President Pro Tem Howdyshell stated he also shared the time frame of twelve weeks. He would prefer to see a four or five week session. Boardmember Gregory stated she would rather see two sessions being locked in with the third as an open session. Library Board Minutes April 6, 1995 Page 4 Deborah Clark, Library Manager, asked Renee Tobin could staff take this item back and restructure some aspects of it and bring it back next month, would the time frames still work? Renee Tobin, Children's Supervisor, stated this would work. Deborah Clark, Library Manager, stated that staff would like the Board to just look at the registration concept, and on the fee base item to have the Board and Council going in the same direction on this issue at a later date. MOTION: Moved by President Pro Tem Howdyshell to adjourn this item until after the joint meeting with City Council on April 12, seconded by Boardmember Muna-Landa. Motion carried 4-0. D. BOARD BUSINESS D1. Follow up on goals distributed by President Pro Tem Howdyshell at the March meeting. President Pro Tem Howdyshell stated that the reason he wanted the Board to review the Goals was for the Boardmembers to see if they might be able through their resources and time to start some of these goals in an earlier time frame. Boardmember Muna-Landa stated that with one of her goals, Search Out Non-Traditional Approaches to Funding and Service Delivery, she would recommend setting up a subcommittee to discuss what are the "Basic Services" versus "Fee Base" with the library. Also, to approach patrons with a survey on what their opinions would be on fee base services. Deborah Clark, Library Manager, stated that if the Board included a Councilmember on the subcommittee this would help in making recommendations to the Council later. Also, if the Board uses the Grapevine to conduct the survey, the Board would be receiving opinions from non-library users as well as patrons. This would reflect more of the community. Boardmember Swistock stated that through surveys he has conducted the most effective was telephone surveys. Boardmember Muna-Landa stated she will look more into this item. Boardmember Gregory stated that two of her three goals are with the Literacy Program. Due to the grant not being available until the later part of the year, she asked if she could help staff with anything. Library Board Minutes April 6, 1995 Page 5 Deborah Clark, Library Manager, stated staff could use help in contacting other literacy programs which are not related to the library in the community and assist in creating that grant. D2. Report by Boardmembers Muna-Landa and Swistock covering the CALTAC meeting attended Saturday, March 11, 1995. Boardmembers Muna-Landa and Swistock presented an oral report to the Board. Boardmember Swistock requested that President Pro Tem Howdyshell send a letter to the State Librarian Kevin Starr asking if he could come visit us at our Library or to arrange a meeting with the Board to meet with him. Second recommendation, is for staff to find out about funding available for a local history program for the Rancho Cucamonga Public Library. D3. Discussion issues regarding the joint meeting of the Council and Board to take place on Wednesday, April 12, 1995. President Pro Tem Howdyshell requested the following items: · Concern about Library Revenue being fenced - if we are generating revenues from fee based services, will it be fenced to be put back into the Library. Council's consensus on if this will continue as it was agreed to by the last Council. · Library - Revenues we raise, will the Library be able to keep those funds as budget enhancements. Property Tax Reductions - City Supplement Library Cut - Alternatives · Report Card from Council - Their perception of the Library Board of Trustees. What would the Council like to see the Board doing, that they are presently not doing? Representative(s) to be part of a subcommittee on creating structure to establish a definition of what "Basic Library Services" are for Rancho Cucamonga. D4. Report by System Advisory Boardmember John Wang covering the meeting of March 8th held at Rancho Cucamonga Public Library. John Wang, System Advisory Boardmember, presented an oral report to the Board. D5. Options for the Board regarding reorganization due to the resignation of former Board President Bolda. Library Board Minutes April 6, 1995 Page 6 Deborah Clark, Library Manager, stated that the City Attomey said that the Board has no requirements or limitations, you may continue as you are now until the new members are appointed or you may choose to have an election and have the term that Jackie had filled, filled at this point by one of your members, whatever this Board wishes in terms of action to take, you are able under law to do. MOTION: Moved by Boardmember Swistock to nominate Bob Howdyshell for President, seconded by Boardmember Muna-Landa. Motion carried 4-0. MOTION: Moved by Boardmember Swistock to nominate Laura Muna-Landa for President Pro Tem, seconded by Boardmember Gregory. Motion carried 4-0. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock stated any action which needs to be taken as a result of the joint meeting with the City Council, and follow-up with the Boardmembers on the goals. F. COMMUNICATIONS FROM THE PUBLIC No communications were made from the public. G. ADJOURNMENT MOTION: Moved by Boardmember Swistock seconded by Boardmember Gregory to adjourn to the joint meeting with City Council on April 12, 1995 at 5:00 p.m. Motion carried, 4-0. The meeting adjourned at 8:40 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: June 1, 1995 April 12 1995 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Adjourned Meetine A. CALL TO ORDER An adjourned meeting of the Library Board of Trustees was held on Wednesday, April 12, 1995, in the Tri Communities Room of the City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, Califomia. The meeting was called to order at 6:05 p.m. Present were Boardmembers Gregory, Howdyshell, Muna-Landa and Swistock. Also present were: Deborah Clark, Library Manager and Vivian Garcia, Administrative Secretary. B. LIBRARY DIRECTOR'S STAFF REPORT BI. Children's Storytimes Deborah Clark, Library Manager, stated that staffhad amended the proposal for children's storytimes to include two (2) sessions on Wednesday and one (1) session on Saturday using the same stories. The length of the program was changed from twelve (12) to eight (8) weeks. In addition, youngsters can register any time as long as there are vacancies. Staff will be maintaining waiting lists for each session. Any child that misses two (2) consecutive sessions may be bumped by a child from the waiting list. Regarding the issue of parents with children: staffwill be telling the parents that they are welcome for the first one or two sessions to make their child feel comfortable or they can currently attend the Saturday session with their child. Staff emphasizes currently, because there is room at this time which may change if the class fills up. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Muna-Landa. Motion carried 4-0. C. ADJOURNMENT MOTION: Moved by Howdyshell, seconded by Muna-Landa to adjourn to May 4, 1995, at 7:00 p.m. Motion carried unanimously, 4-0. The meeting adjourned at 6:15 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: June 1, 1995 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES A. CALL TO ORDER The regular meeting of the Library Board of Trustees was scheduled for Thursday, May 4, 1995, at 7:00 p.m. in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, Califorrfia. The meeting was canceled due to lack of quorum. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: June 1, 1995 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meetine A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, June 1, 1995, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:01 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Gregory, Muna-Landa and Swistock. Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENTCALENDAR B1. Approval of minutes: April 6, 1995 April 12, 1995 (Adjoumed Meeting) May 4, 1995 B2. Approval of proposed Holiday schedule for 1995/96 ITEM REMOVED FOR DISCUSSION BY PRESIDENT HOWDYSHELL. MOTION: Moved by Boardmember Muna-Landa to approve the consent calendar, seconded by Boardmember Gregory. Motion carried 4-0. President Howdyshell stated that a request had been made to move Communications from the Public out of order. F. COMMUNICATIONS FROM THE PUBLIC Roberta Encinias of 6210 Callaway Place, Alta Loma, representing International Educational Forum, stated that IEF is a non-profit organization that coordinates groups of exchange students and will be expecting a group of French students coming this summer from July 13 to August 10. There are 25 students, ages 14 to 19 years old and they will be taking an ESL course. Roberta Encinias has contacted all the high schools in the area, but due to renovation during that time, they are unable to help IEF. Roberta also contacted junior high and elementary schools. However, the schools stated Library Board Minutes June 1, 1995 Page 2 this is for the high school level and should be handled through the high schools. Roberta also contacted twenty different churches in the area and they are unable to help. Robert Encinias requested the Board to consider IEF the usage of the community room. The dates would be July 17 through July 20 and July 24 through 27 from 9:00 a.m. to 12:00 noon, August 1 from 9:00 a.m. to 12:00 noon, August 2 from 9:00 to 11:00 and August 4 from 9:00 to 12:00 for a total of 32 hours class time. IEF would be willing to make a donation from $200 to $300 for the use of the community room. The students would be dropped offbetween 8:45 to 9:00 from their host families, so this would not impact parking. Deborah Clark, Library Manager, stated that staff had three basic concerns, 1) parking which Roberta has addressed, 2) according to the Community Room Rental Policy, there is a limit of one booking per month and 3) during that time frame, staff will be in the midst of the summer reading program. Boardmember Gregory stated that she has reservations, since it is against the policy and is concerned that the Board would start making exceptions. President Howdyshell stated that from what he has read regarding organizations bringing in foreign students, that there is income generated for the certain people who host these organizations. President Howdyshell stated that he would like to know more about the IEF organization. Roberta Encinias stated that she is coordinating the group and receives payment for how many students she has and places. The host families do not get paid for having the students in their home. IEF charges the students for their airfare, certain excursions, such as Disneyland, etc. Roberta stated that she does have a budget she must work with. Boardmember Swistock stated that the Board does not know at this time what the summer will hold for the Library, coupled with a modification of the policy. Although it is for a worthwhile cause, there would be a modification. The biggest problem he has, is that it is a classroom setting in the Library. These are three major areas of concern and he would not be inclined to grant a waiver. Roberta Encinias asked if anyone could suggestion where else or anyone she might contact. Boardmember Swistock asked if she had contacted the Chamber of Commeree. The contact person would be Judy Clayton at 987-1012. He stated that while she would not be able to provide Ms. Encinias with facilities, she might know of a facility that had not yet been contacted. Boardmember Muna-Landa asked if Roberta would give the Board her phone number in case someone thought of something after tonight. Library Board Minutes June 1, 1995 Page 3 Roberta Encinias stated that her phone number is 944-9090. Deborah Clark, Library Manager asked Roberta to fax the Library information on the IEF Organization, staff would again contact City Hall and Community Services. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library status report and budget update: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral status report on the library referring to handouts Item B and C 1. Deborah Clark, Library Manager, stated that the Library has received a number of cartons of materials from Baker and Taylor and Brodart. Staffreceived a $35,000 credit from Baker and Taylor for items sent back which were unacceptable. C2. Approval of fee of $35 per year to access the on-line services of Rancho Cucamonga Public Library. President Howdyshell stated that he liked Plan B, "The on-line catalog and the community data base service would be free. The service charge would cover only access to the Magazine index and full text." Boardmember Swistock asked if this would include the Intemet access or would that be in addition to the $35. Deborah Clark, Library Manager, stated that would depend on how the library is able to provide Internet access and what the costs would be. Boardmember Swistock stated that he dials-up the on-line computer periodically, and he would prefer Plan B in dialing up from his home rather than using the computers at the library. He likes the features that are being added, and thinks the Community Database is an excellent feature and that staff has done a wonderful job in implementing the whole program. Robert Karatsu, Principal Librarian, stated that on Tuesday, June 6, he has a meeting with Bob Trammell, Data Processing Manager, regarding the Intemet. The City may get involved in offering the Intemet access not just through the Library's access but becoming its own Internet provider. Doing that, this would be just the City or the Library selling individual passwords and would be completely separate from the Library's catalog. Deborah Clark, Library Manager, stated that staffwould include information from the meeting in next week's newsletter. Library Board Minutes June 1, 1995 Page 4 President Howdyshell stated that in accepting Plan B, he would like to strike "plus, any new on-line services added in the future" which implies that $35 would cover anything that would be added in the future. MOTION: Moved by President Howdyshell to approve the fee as recommended in Plan B striking the phrasing "plus, any new on-line services added in the future," seconded by Boardmember Swistock. Motion carried 4-0. President Howdyshell asked if the Board had just approved this with a school being able to use this for $35? Deborah Clark, Library Manager, stated that schools had been doing this for free. If the Board would like staff to bring something back regarding schools or if the Board would like staff to bring something back that includes schools being charged $35 each, staff could do so next month. Boardmember Swistock asked that he would like staff to bring a recommendation back next month handling the school as a separate issue. C3. Approval of proposed update of fines and fees: presented by Library Manager Deborah Clark. Deborah Clark, Library Manager, went over the proposal with the Board. Staff clarified Deposit Books as the Arco Test Books (Postal Workers, Police Officer, etc.) which seem to disappear. The deposit will be refunded once the book is returned. MOTION: Moved by Boardmember Swistock, seconded by President Howdyshell. Motion carried 4-0. C4. Report on proposed patron guidelines for behavior, approval of problem patron policy and complaint policy. Boardmember Gregory asked what is considered to be under poor hygiene. Deborah Clark, Library Manager, stated that from staffs point of view that this would be "real health issues" rather than "did you use deodorant this moming?" The patron policy is currently in the hands of the attorney for his review and staff will let the Board know what his recommendation is. Deborah Clark, Library Manager, stated that "operation of personal office equipment" has currently been a problem. There is a patron who is bringing in their lap top computer to do work. The problem is that they are plugging in the computer and creating a safety ha?ard by the cord extending Library Board Minutes June 1, 1995 Page 5 out to the table. The patron has been moving the table closer so this is not a problem, but if two or three more start bringing in theirs, this would become a problem. Boardmember Swistock stated that one of his "dreams" is to be able to plug into the computer, include the magazine text, plus the network at a designated place in the library. President Howdyshell asked does the library currently have a place to do this now? He looks forward to the time when the library could have workstations with plug-ins to accommodate patrons. He would like staff to look into this now or in the future. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Muna-Landa. Motion carded 4-0. C5. Report on the tax form distribution process: oral report presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated that there were no problems with the process. Next year, staffwill try to purchase tax forms on CD. C6. Presentation of Grant proposal for literacy: presented by Deborah Clark, Library Manager. Approval of grant package requested. Deborah Clark, Library Manager, stated that the package is for a $100,000 + grant for a five year time period. Staff is working with Upland which presently has a program up and running. Staff would look for another library to join in at the fourth year to join the program and share costs. Boardmember Gregory asked what personnel this include. Deborah Clark, Library Manager, stated that there would be two full time positions. One full time coordinator which would be shared with Upland and one full time clerical which would stay at our library. MOTION: Moved by Boardmember Gregory, seconded by President Howdyshell. Motion carried 4-0. C7. Update on Children's Storytime: presented by Renee Tobin, Children's Supervisor. Renee Tobin, Children's Supervisor, presented an oral report on storytime. C8. Presentation of Children's Summer Reading Program: presented by Renee Tobin, Children's Supervisor. Library Board Minutes June 1, 1995 Page 6 Renee Tobin, Children's Supervisor, presented an oral report on the Summer Reading Program, "Paws to Read." President Howdyshell suggested that staff contact the Police Department and see if they might come out to the library and have fingerprinting done for the children. DISCUSSION OF ITEM B2. Approval of proposed Holiday schedule for 1995/96. Deborah Clark, Library Manager, stated that the holidays are the same as the past year; however, staff added four (4) Sundays where costs of opening, versus the use of the facility were based on the past year's performance. MOTION: Moved by Boardmember Swistock to approve the staff report with the following amendments. That the library remain open on Sunday, New Years Eve, Sunday before Labor Day, Mother's Day and Sunday before Memorial Day, seconded by Boardmember Gregory. Motion carried 4-0. D. BOARD BUSINESS D 1. Follow up on goals distributed by President Howdyshell at the March meeting. Boardmember Swistock stated he would like to pursue the goal of trying to involve the business community more. He would like to ask staff during the month of July to contact the Business Friends, to set up a meeting and he would act as the liaison from the Board in that meeting, to see if they could get a Task Force recommendation on what the business community would like to see in the library with a secondary goal of trying to increase membership in that group. President Howdyshell recommended that staffmake a presentation at one of the Chamber meetings. President Howdyshell asked about the one year anniversary - donor wall. Deborah Clark, Library Manager, stated that staff had down as identification of items for the next meeting, foundation issues for discussion of the wall. D2. Follow up on the joint meeting of the Council and Board, Wednesday, April 12th. Boardmember Swistock stated he felt it was a great idea and should be a goal armually. Library Board Minutes June 1, 1995 Page 7 Deborah Clark, Library Manager, stated that the minutes (joint meeting with City Council) from the City Clerk were received this past week and will be included in next week's newsletter. The only "action" type of item that staff could see was a request from Mayor Alexander to have some information on fundraising at an August meeting. Staffbelieves he had in mind getting the Quakes for Library Day. President Howdyshell asked if staff should start try to schedule something with the Quakes. Deborah Clark, Library Manager, stated staff would look into that for next month. D3. Review and/or amend prior to approval of mission and responsibilities for newly formed Task Force on Defining Basic Service. Boardmember Muna-Landa stated the mission statement was shared with the Task Force and Mayor Alexander was supportive of the mission statement. Councilmember Williams through a phone conference call was also supportive. D4. Report of first meeting of the Task Force on Defining Basic Service: presented by Laura Muna-Landa. Deborah Clark, Library Manager, stated that staff will try to meet this next week and to do some brain storming and put the list together. Staff will the get this information to Boardmember Muna- Landa for review, to have for the Board at the next meeting. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Deborah Clark, Library Manager, stated one of the items is foundation issues which includes fundraisers and the Quakes. E2. School access to the on-line catalog. E3. Update on fingerprinting and where staff is with the process and the cost. E4. Update on the collection agency. E5. Friends of the Library will be presenting where they are on the bookstore. E6. Boardmember Swistock suggested since there will be a new Boardmember and they will be setting a precedence for the Board, if they shouldn't have a vote on President and President Pro Tem Library Board Minutes June 1, 1995 Page 8 and that the elections should be held every July. Staff agreed to find out how other commissions handle this procedure. G. ADJOURNMENT MOTION: Moved by Boardmember Swistock seconded by Boardmember Muna-Landa to adjourn to July 6, 1995 at 7:00 p.m. Motion carried, 4-0. The meeting adjourned at 8:50 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: July 6, 1995 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meetine A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, July 6, 1995, 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 Howdyshell. Present were Boardmembers Gregory, Muna-Landa and Swistock. Also present were: Diane Williams, Councilmember, Paul Williams, Friends of the Library, Rebecca Davies, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Childreffs Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of minutes: April 12, 1995 (Special Meeting) June 1, 1995 MOTION: Moved by Boardmember Swistock, seconded by Boardmember Muna-Landa. Motion carried 4-0. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report and budget update: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral status report on the library referring to handouts Item C 1. In regard to the budget, Deborah Clark, Library Manager, stated that the budget package on Item C. 1 shows estimated balance for 1994/95. When stafftalked with the Finance Department last week and this week, staff was told that the "close-out" figures for the end of the fiscal year will not be available until August. In a review of the month of June, Deborah Clark, Library Manager, stated that media rentals are up. Rentals went up from $130 per day, to a high of $218. Helping to promote circulation, there are over 1,100 children enrolled in the Summer Reading Program. Library Board Minutes July 6, 1995 Page 2 Robert Karatsu, Principal Librarian, stated that all the CD ROM's are out for the public to use. Some of the items available are L.A. Times going back to 1990, Thomas Manufacturers Register and the American Business Disc resource. Robert Karatsu, Principal Librarian, stated that overall circulation for the month was down approximately 12 percent. However, circulation of the CD's and the videos have gone up almost 25 percent l~om last month. For the first time in about three months, more of the children's materials have been checked out than adult. C2. Report on progress to provide Internet access: oral report presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated that before he left on vacation he met with Dan Watters of the Sheriffs Department and with Bob Trammell, Data Processing Manager, regarding ideas on offering access to the Internet to the public. Dan Watters has been researching on the costs of hardware, software, phone lines and where the equipment will be placed. Staff is still in the discussion stage. C3. Creation of the Rancho Cucamonga Public Library Foundation: proposal presented by Deborah Clark, Library Manager, w/th recommendation to approve bylaws and articles of incorporation. Deborah Clark, Library Manager, stated that part of the Plan of Service for this year calls for the creation of a Foundation. This is the first stage which staffhas proposed for the Board's review which are bylaws and articles of incorporation which have been review by the attorney. President Howdyshell asked what the process will be once the Board approves this. Deborah Clark, Library Manager, stated that once this is approved, staff will begin filling out all the state and federal forms, including tax identification numbers and employee identification numbers. The process to complete takes two months. Next month, staff will have for the Board recommendation for forming the Foundation Board. MOTION: Moved by President Howdyshell, seconded by Boardmember Muna-Landa. Motion carried 4-0. C4. Presentation on the Collection Agency: oral report presented by Karen Schneiderwent, Circulation Supervisor, with recommendation to approve moving to second stage collections and to alter current registration process to require two forms of patron identification. Library Board Minutes July 6, 1995 Page 3 Deborah Clark, Library Manager, stated that due to family illness, Karen was unable to be present tonight. Deborah Clark, Library Manager, reviewed with the Library Board handout packet, Item C.4, reviewing where staff is currently with the collection agency, what Phase One involves and what Phase Two would provide. The proposal before the Board is that the Board approve staffto negotiate to provide Phase Two collection services. Wanda H. Weldon of Weldon and Associates reviewed the Phase Two collection process with the Board. Deborah Clark, Library Manager, stated staff is also recommending that two forms of identification be required to receive a library card along with the presence of photo I.D. Patrons with only one form or no photo will be limited to two items, no media until the library card is received at their address in the mail. MOTION: Moved by Boardmember Swistock to approve the memo issued by staff regarding Phase Two collection and alter the registration process to require two forms of patron identification with the added provision that Phase Two be given a 12 month trial, seconded by Boardmember Gregory. Motion carried 4-0. D. BOARD BUSINESS D1. Report on the progress of the Friends of the Library Bookstore and presentation of check: presented by Bookstore Manager, Paul Williams. Paul Williams, Friends of the Library, presented to the Library Board a check for $10,000 and a check for $500 for the Summer Reading Program. Paul Williams passed out a handout showing the Library Book Store receipts for June and also a spreadsheet on the volunteer hours put in by each volunteer since their opening in February. Boardmember Swistock requested that a letter from the Library Board of Trustees be sent to the Friends of the Library thanking them. President Howdyshell requested that staff have a picture taken at the Library with the check presentation to be placed in the Grapevine. D2. Follow up on goals distributed by President Howdyshell at the March meeting. Library Board Minutes July 6, 1995 Page 4 Boardmember Laura Muna-Landa stated that staff will be having meetings on Defining Basic Services. Deborah Clark, Library Manager, suggested that this item be combined with D4. Staff has issued a memo (Handout - Item #D.4) to all staff for meetings on Defining Basic Services starting next week. Staff will report back to the Board next month. Boardmember Swistock stated he, Deborah Clark and Robert Karatsu will be meeting next Friday to discuss ways to get the business community involved. As an agenda item for next month's meeting, the question he would like everyone to think about is, "How can we market ourselves in the business community, so we both benefit from that relationship?" D3. Follow up on the joint meeting of the Council and Board, Wednesday, April 12th. Boardmember Muna-Landa stated follow up needs to occur regarding the fundraiser at the Quake's stadium. Boardmember Swistock stated that he thought the idea was to use the facility for a fundraising event. Deborah Clark, Library Manager, stated staff will inquire what is needed to find out about sponsorship of the Quakes. Then when the Foundation and the fundraising plan is created, the Foundation can work towards a major event, later on, using the facility. Boardmember Swistock stated that in reviewing the minutes, the agenda items are 1) using the Epicenter facility as a fundraiser, 2) approaching the Community Services Department to see how they could assist the Library in fundraising, and 3) approaching the Church to the south of the Library to see if they would be interested in sharing cost in allowing us to use their parking lot. Deborah Clark, Library Manager, stated staff had talked with Bob Dominquez about this issue of parking, in which he expressed concems about off site parking. D5. Report on current Commission practices within the City regarding election of officers and request by staff for direction. Deborah Clark, Library Manager, introduced the new Boardmember appointed by Council last evening, Rebecca Davies. Boardmember Swistock recommendation for staffis to have an agenda item next month stating that election of officers will take place in the fiscal year, July 1 of every year with the next election to take place July 1, 1996. Library Board Minutes July 6, 1995 Page 5 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E 1. Boardmember Swistock requested that staff update the Board on the letter to Kevin Starr inviting him to our Library and/or a mutual time the Board could meet with him. Also, an update of the grant for local history projects. F. COMMUNICATIONS FROM THE PUBLIC No communications were made from the public. G. ADJOURNMENT MOTION: Moved by Boardmember Swistock, seconded by Boardmember Muna-Landa to adjourn to August 3, 1995 at 7:00 p.m. Motion carried, 4-0. The meeting adjourned at 8:19 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: August 3, 1995 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meetine A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, August 3, 1995, 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 Howdyshell. Present were Boardmembers Gregory, Muna-Landa and Swistock. Also present were: Mayor Bill Alexander, Diane Williams, Councilmember, Jack Lam, City Manager, Jerry Fulwood, Deputy City Manager, Diane O~Neal, Management Analyst II, Susan Stark, Finance Manager, Paul Williams, Friends of the Library, Rebecca Davies, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. B. PRESENTATIONS/ANNOUNCEMENTS B1. Administration of Oath of Office - Oaths of Office were administered by Mayor Bill Alexander to Rebecca Davies, new appointment to fill term vacated by Jacqueline Bolda, and Edward E. Swistock, reappointment. C. CONSENT CALENDAR Cl. Approval of minutes: July 6, 1995 C2. Approval of proposed bylaw for the Rancho Cucamonga Public Library Board of Trustees. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Gregory. Motion carried 4-0-1 with Boardmember Davies abstaining. D. LIBRARY DIRECTOR'S STAFF REPORTS President Howdyshell stated that Item D5 was requested to be pulled because the information was not available at this time. Library Board Minutes August 3, 1995 Page 2 D 1. Approval of proposal to allow all schools in the Rancho Cucamonga Public Library service area free dial-up access to Magazine Index component. Deborah Clark, Library Manager, stated staffis proposing to allow schools free dial-up access. This supports the formal education program that was the number one role selected by the Board earlier in the last fiscal year. Robert Karatsu had GTE perform a survey on the use of the dial-up ports and access to the catalog, there also, appeared to be a low period of concentration of calls during peak school hours. President Howdyshell asked if there would be any additional cost or expenses that the library would have. Robert Karatsu, Principal Librarian, stated that library already pays for this and there would be no additional costs. MOTION: Moved by President Howdyshell, seconded by Boardmember Swistock. Motion carried 5-0. D2. Library status report: oral report presented by Library staff. Deborah Clark, Library Manager, reviewed Handout D2 with the Board. The best news for the month of July was when the State passed their budget, they also passed our Literacy grant. We are fully funded - $94,000 for this fiscal year, $84,000 for next year and the following year, and then a 75 pement grant in the fourth year with 50 percent grant in the fifth year. The program will begin in October. Robert Karatsu, Principal Librarian, stated that "hot" topics thus far, (6) computer books, (5) books on psychology, (4) medicine, (3) books about drawing, (2) books about travel and the most popular, cookbooks. President Howdyshell pulled Item D4 out of order to be addressed by Jerry Fulwood, Deputy City Manager. D4. Budget Report Jerry Fulwood, Deputy City Manager, stated that staff is setting up a meeting with the County to analyze receipts. The City Manager's office is committed to ensuring a high level of service. The first step is to meet with the County to find out what has happened and to see if we can resolve it. If resolution does not occur, staff will be looking at options and making recommendations to City Council. Library Board Minutes August 3, 1995 Page 3 Deborah Clark, Library Manager, stated that handout D4 is a memo stating historically how the Library Budget was formed. Column A represents the revenues staff expected and budgeted for and Column B represents what staff has received. Column C shows what the percentage difference is. Staff has been in contact with the County Accessors office. Boardmember Swistock asked when staff was planning to meet with the County. Jerry Fulwood, Deputy City Manager, stated that staff was planning to meet next week sometime around August 9th. Staffs recommendation is that the Board allow for more time to resolve the issue. The City Manager's office is closely watching the budget and the situation. D3. Summer Reading Program update: oral report presented by Renee Tobin, Librarian II. Renee Tobin, Librarian II, stated that there are approximately 1,600 children signed up in the Summer Reading Program. Support for incentives and prizes have been received from the Friends of the Library, Mrs. Nelson's Toy and Book Shop in La Veme, Carl's Junior on Base Line, Scandia Amusement Park, and other local businesses which have given coupons to the children. Wells Fargo Bank paid for printing of all the folders, bookmarks and buttons. Staff has received additional help with the Summer Reading Program from a federally funded summer youth employment program, JPTA. Four high school students have been working in children's 20 to 25 hours a week. President Howdyshell asked if staff has any recognition planned for the businesses that contributed. He stated that he would like staff to include the organization which funded the program for the students. Deborah Clark, Library Manager, stated that staff will send a letter to the JTPA Program, and also have Nina Cole, Library Assistant I, create a poster that would highlight all the businesses that contributed. The poster will be displayed at the major event at the end of the Summer Reading Program. Boardmember Swistock asked that staff send "thank you" letters to all the businesses that contributed. President Howdyshell asked that staff recognize businesses at the end of the program, by requesting a representative from each business to be present for a group picture and have it appear in the Grapevine or the newspaper along with remarks on the success of the program. Deborah Clark, Library Manager, went back to the second part of Item D4, appointment of special fund-raising Task Force. Staff is asking the Board to approve the appointment of a group which will address issues right away, and can work on the mall-out campaign, the establishment of the donor wall, help staff with the promotion of the business friends, planning of one major fund-raising event for the year, brain storming ideas for fund-raising and to indicate a list of potential members for the Library Board Minutes August 3, 1995 Page 4 future Foundation Board. Why the task force instead of the Foundation Board? Staff is still filling out the paperwork on creating the Board, tax status has not be given yet, and at least a four month period will pass before the Foundation begins. Staff would like to create this Task Force with people who are excited about fund-raising, willing and anxious to get to work on things right away. Boardmember Swistock and Boardmember Muna-Landa volunteered to be on the Task Fome. Boardmember Swistock requested staff to approach the Community Foundation and to have two of their members on the Task Force. Deborah Clark asked Paul Williams if any of the Friends of the Library would like to be on the Task Force. Paul Williams stated that two members will serve on the Task Force. MOTION: Moved by President Howdyshell that formation of the Task Force to be composed of two members of the Community Foundation if two are willing to accept, two members of the Friends of the Library, the two selected by the Board to serve who volunteered, the Library Manager and the Principal Librarian as staff support be approved, seconded by Boardmember Gregory. Motion carried 5-0. D6. Report on Telecirc dial-out function and proposed consideration of elimination of term "Interim" in the official library name. Presentation by Library Staff. Robert Karatsu, Principal Librarian, stated that the use of the word "Interim" which is in the catalog and Telecirc, tends to confuse patrons. MOTION: Moved by Boardmember Swistock, seconded by President Howdyshell. Motion carried 5-0. E. BOARD BUSINESS El. Follow up on goals distributed by President Howdyshell at the March meeting. Report on the progress of developing the Business Friends of the Library: presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated that in a meeting with Boardmember Swistock and Deborah Clark, staff developed four classes of Business Friends. The Business Friend for $100 a Library Board Minutes August 3, 1995 Page 5 year, Patron Business Friend for $500 a year, an Affiliate Business Friend for $50 a year and a Lifetime Business Friend for $5,000. The Business Friend would receive free on line access to the Library Catalog, $10 worth of photocopies, computer printouts and personal computer access, the Check-it-Out Marketing Library Card, a quarterly Business Friend Newsletter, invitation to one introductory orientation workshop introducing them to Rancho Cucamonga Public Library services; attendance at one specialized workshop that the library will put on; $20 worth of Rancho Library dollars which can be used for videos, audio books, cd's, book holds; 10 percent discount on fee based custom research; a special library reference hotline-phone number-for business friends only; invitation to participate in service resource selection focus groups and a waiver to the start-up of the Intemet access. The Patron Business Friend would receive more of the photocopy use, more of the Rancho dollars and their name on the donor wall. The Lifetime Business Friend would receive much more of everything and an Affiliate Member would receive less of the Rancho dollars, less of the photocopies. Deborah Clark, Library Manager, asked that the Board approve the concept and staff will keep working on this and develop a finished product. MOTION: Moved by President Howdyshell, seconded by Boardmember Muna-Landa. Motion carried 5-0. E2. Report from staff on progress on Defining Basic Service: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that staff has had eight meet'rags. Most of the area covered and completed was the Children's Services. Staffwill be present'mg their idea of basic service to the Task Force on Basic Service. Staff is currently meeting on Reference and Information services. E3. Follow up on the joint meeting of the Council and Board, Wednesday, April 12th. Deborah Clark, Library Manager, stated that an item City Clerk's office was tracking, the parking issue. Does the Board want staff to bring parking before Council? President Howdyshell stated that this was an issue brought before Council in the joint meeting as a concern for "down the road." However, there does not need to be any immediate action taken, but he would like this continually brought to their attention so it is not forgotten. President Howdyshell had Deborah Clark read a letter from Kevin Starr, California State Librarian. Library Board Minutes August 3, 1995 Page 6 E4. Update on local history grant application: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated the Board directed and in the long range plan there is an agreement to apply for a local history grant this year. Staff is proposing that the library apply this year. Staff reviewed handout E4 with the Board. The first step in the creation of a Historical Advisory Committee of residents. A list of those who have agreed to serve on this committee except those in bold was attached to the handout. Staff is asking the Board to direct staffto continue the application process. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Gregory. Motion carried 5-0. F, IDENTIFICATION OF ITEMS FOR NEXT MEETING F 1. President Howdyshell requested an update on the Donor Wall. F2. Boardmember Swistock requested an update on the budget. F3. President Howdyshell would like the Task Force to look at, along with Robert's and Boardmember Swistock's comments on the Business donors, to create an advisory group from those donors to have a schedule meeting of their input. Robert Karatsu, Principal Librarian, stated that any business friend would be invited to serve on a focus group and asked for their input on the selection of materials and resources the library selects. F4. Deborah Clark, Library Manager, stated staff will have a publicity plan for the Board's review. F5. Boardmember Gregory requested a progress report on the Literacy Grant. G. COMMUNICATIONS FROM THE PUBLIC No communications were made from the public. Library Board Minutes August 3, 1995 Page 7 H. ADJOURNMENT MOTION: Moved by Boardmember Davies, seconded by President Howdyshell to adjourn to September 7, 1995 at 7:00 p.m. Motion carried, 5-0. The meeting adjourned at 8:16 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meetine A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, September 7, 1995, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:06 p.m. and the pledge of allegiance was led by President Pro Tem Muna-Landa. Present were Boardmembers Davies, Gregory and Swistock. President Howdyshell was absent. Also present were: Jerry Fulwood, Deputy City Manager, Paul Williams, Friends of the Library, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: August 3, 1995 B2. Approval of retention of existing fees in Schedule A, unchanged. B3. Approval of State Library Report. MOTION: Moved by Boardmember Swistock, seconded by.Boardmember Davies. Motion carded 4-0-1 with Howdyshell absent. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library status report: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral status report on the library. Stafffinished the Summer Reading Program with 1600 children in the program. Staff was busy with grant applications, one completed and one more under consideration for the Board this evening. The Telecirc is now telephoning patrons with overdues as well as delivering the good news of reserves waiting for them. Magazines will now be circulating. Tom Shollenberger, Cucamonga County Water District Manager was enthusiastic about running the promotion for the Foundation. He is presenting the idea to his Board. The target is April, National Library Week for the campaign. The Library Board Minutes September 7, 1995 Page 2 Mayor will be asking the local rapid transit district to sponsor consideration of one day each week in the summer to be known as "Library Day." On that day, any child under the age of 18 can show a library card from libraries participating in the program and reCeive free transportation to the library. Referring to handout Item C1, while our statistics look good in terms of transactions, our revenues were down. C2. Budget report: presented by Deborah Clark, Library Manager.. Deborah Clark, Library Manager, reviewed pages 23 and 24 with the Board. The can'y-over amount of $63,665 will roll over, since everything that we earn rolls over into the next year. In the proposed budget that the Board will be looking at, staff has treated the $63,665 amount as reserves. Deborah Clark, Library Manager, went over the Budget amendments for 1995/96 on page 25. The biggest change is that staff decided not to appoint a full-time circulation position at this time. Staff has reduced $50,000 here and there within accounts. Staff eliminated some dues money which means librarians will not have their dues paid for by the library. Jerry Fulwood, Deputy City Manager, stated that annually for the next five years and for the succeeding five years after that, the Library will have to pay the County $100,000 for the first five years and then $50,000 for the next five years. Staff has made a proposal to the County to buy out the contract for $400,000 cash. At this time, staffhas not heard back from the County. The money that will be used is from a bond issue that we are defeasing. This is not general fund dollars, it is bond dollars. If the County does not accept our proposal, then staff would look at using the bond money to make the annual payments. C3. Approval to accept $5,000 grant award by the Weingart Foundation: presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated this is a grant which was prepared back in May and the Weingart Foundation replied by saying they could not fund the entire amount, but they would fund $5,000. Staff is asking the Board to accept the grant for two multi-media computers for the children's room with the software and a few other items. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Gregory. Motion carried 4-0-1 with Howdyshell absent. C4. Approval to participate in two joint grant projects: a) Joint Project for Linking Public and School Libraries in San Bernardino County: presented by Robert Karatsu, Principal Librarian. Library Board Minutes September 7, 1995 Page 3 Robert Karatsu, Principal Librarian, stated that this is a grant proposal from San Bemardino County Library System along with public school libraries and several city libraries. The grant is to link some of the school and public libraries together, so that they would have access to each other's catalogs and some of their resources. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Davies. Motion carried 4-0-1 with Howdyshell absent. b) Joint Project to Preserve and Collect Local History: oral presentation by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated the California Preservation Grant Fund really is emphasizing large resource libraries. The State Librarian is trying to have on-line in the state data base, materials of local history interest. In order to achieve that, the State Librarian is willing to co- fund jurisdictions that have materials that are worthy of merit. Matching funds will be needed. Digitized form of information will not be accepted. Instead of Intemet, they require an OCLC record. OCLC is the State data base as well as being an international data base. The State requires the library to use OCLC for cataloging of photographs or cataloging any local history documents. This will require a fee of approximately $5 for each record into OCLC to create that record. They also require that it be available to inter-library loaning to any institution or photocopying to any institution that requests it. President Pro Tem Muna-Landa asked, when you say matching funds, how much are we looking at? Deborah Clark, Library Manager, stated that in the grant, staff may ask for anything between $500 and up to $25,000. Staff is looking at a $6,000 project with the brunt of it to be Upland, because Upland will be having the person housed at their location. Deborah Clark, Library Manager, stated staffwould like direction to continue the procedure working with Upland with the understanding that staff is to be very cautious in the application and look at a lower dollar amount. Also, to direct staffto continue Rancho Cucamonga local history collection building efforts. MOTION: Moved by Boardmember Swistock to direct staffto continue the local history project in a very cautious and low cost manner, seconded by Boardmember Davies. Motion carded 4-0-1 with Howdyshell absent. C5. New frees/fees proposed for review and approval/denial as outlined in Schedule A: presented by Deborah Clark, Library Manager. Boardmember Swistock asked if this was consistent with the Basic Services Task Force findings? Library Board Minutes September 7, 1995 Page 4 Deborah Clark, Library Manager, stated, yes it is. President Pro Tem Muna-Landa asked if on the rental books, are we still going to have some copies that are just available for check-out and rental books will be additional copies? Deborah Clark, Library Manager, stated yes. MOTION: Moved by Boardmember Davies, seconded by Boardmember Gregory. Motion carried 4-0-1 with Howdyshell absent. C6. Publicity Plan: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the Plan with the Board. One concern brought up by Renee Tobin, Children's Supervisor, was Number 1, weekly releases on storytime. Should we really be advertising a weekly storytime since we have no room for additional children? President Pro Tern Muna-Landa stated for staff to try the storytime releases monthly with special events being released as they are happening. D. BOARD BUSINESS D1. Follow up on goals distributed by President Howdyshell at the March meeting. President Howdyshell was absent. D2. Report from staff on progress on Defining Basic Service: oral report presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated staffwill be finishing up the Basic Service this month and will then present it to the Task Force. D3. Report from the Fundraising Task Force, including the Donor Wall: oral report presented by Boardmember Swistock. Boardmember Swistock stated that the Fundraising Task Fome did some brainstorming. Target goal was $50,000 in the next year. Some of the ideas: pursue some things with the Quakes which cannot happen until the spring; to host a big, single fundraiser - idea was a telethon of some sort. Boardmember Swistock did get an update from John Mannefino, Mark's Cablevision enthusiastically embraced the idea of a telethon. There is a major technical problem, however, Mark's does not have Library Board Minutes September 7, 1995 Page 5 remote camera capabilities. The time line is for the spring to coincide with National Library month, April.. Boardmember Swistock asked if staff had a time line on the Business Friends publication? Deborah Clark, Library Manager, stated that staff will bring that back next month. Paul Williams stated that on September 24, at the Filippi Winery there will be a fundraiser for the birthday of the Rancho Cucamonga Public Library. There will be a band, door prizes, winery tours, storytimes for the children, a clown, petting zoo and a barbeque. Tickets will be sold in the bookstore. Adults are $6 and children are $3. All proceeds will go directly to the Library. President Pro Tern Muna-Landa stated the cake is being donated by Albertsons. Are we going to be able to advertise this on the public access channel? Paul Williams stated, yes. President Pro Tem Muna-Landa stated she had an idea and wanted to bounce it off of staff, a friend of hers from Concord Foods suggested staff might want to try a fundraiser where we would insert a flyer with every book in which the patron would receive a discount at local pizza places or Italian restaurants, and he in mm would round up all of these Italian restaurants and pizza places to make a donation of a $1 for every pizza. Deborah Clark, Library Manager, asked if President Pro Tem Muna-Landa wanted to establish a date for the Task Force to meet, this would be a good idea to bring up and staff could talk it through. D4. Update on Literacy Grant: oral report presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that staff will be contracting with the City of Upland to provide the Literacy Coordinator. This will go before Council on September 20. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock requested that staff have an update on Phase II Collections. Deborah Clark, Library Manager, stated that we just started, so staff will bring an update in November. E2. Boardmember Swistock requested that the Library sign on Baseline pointing to Lions park, Library Board Minutes September 7, 1995 Page 6 be removed. Also, staff might want to look at the due structure, he is not sure that it is appropriate to save $400 and not to pay for professional dues. President Pro Tern Muna-Landa asked if within the budget, do we pay for dues for Boardmembers? Deborah Clark, Library Manager, stated yes. President Pro Tem Muna-Landa stated that she would rather that their dues not be paid and keep up staffs dues. Boardmember Swistock agreed with that. He would like staffto bring it back to the next meeting. E3. President Pro Tem Muna-Landa stated that with the donations being received from the community, she would like to have a system in place where there would be certificates which would be sent to the businesses to thank them as well as letters. Deborah Clark, Library Manager, asked if the Board would like some type of program for next month on the agenda of things staffmight do to recognize donors. E4. Boardmember Davies stated on the monthly statistics, there was a donation of $100 during the month of August. Is there a way that the Boardmembers might be aware of who donated that and if that information could also be reported to the Board at the monthly meetings? E5. Boardmember Davies asked that the four school districts be advised of the free dial-up access of the Magazine Index component, including, what steps they need to take to make this work for them. Robert Karatsu, Principal Librarian, stated that staff would do this. Boardmember Davies requested that the Board be provided with a copy of the letter. E6. Boardmember Davies stated that with regard to the Summer Reading Program, the library received a lot of donations from several business, if the Trustees could have a list of those businesses so perhaps on their own, they could write personal thank you notes. E7. Boardmember Davies asked if on the children's calendar of events, could the Board Meeting be included on it. Library Board Minutes September 7, 1995 Page 7 F. COMMUNICATIONS FROM THE PUBLIC FI. Request from Charles Richards, representing the Rainbow Praise Center, to use the Community Room for five consecutive days in September. Deborah CIark, Library Manager, reviewed the request with the Board. Boardmember Swistock stated that the request is for a modification of the policy and he does not see a compelling reason to change the policy. Boardmember Gregory stated that the impact, especially with the five days, Sunday through Thursday was during a heavy student time and would also impact the parking. MOTION: Moved by Boardmember Gregory to deny the request for the use of the Community Room, seconded by Boardmember Swistock. Motion carried 4-0-1 with Howdyshell absent. G. ADJOURNMENT MOTION: Moved by Boardmember Swistock, seconded by Boardmember Gregory to adjourn to October 5, 1995 at 7:00 p.m. Motion carded, 4-0-1 with Howdyshell absent. The meeting adjourned at 8:19 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: October 5, 1995 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Regular Meetine A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, October 5, 1995, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:07 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies and Swistock. Boardmembers Gregory and Muna-Landa were absent. Also present were: Paul Williams, Friends of the Library, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor, Lori Hopkins, Literacy Coordinator and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of minutes: September 7, 1995 B2. Approval of grant application: Words and Visions of Historic West End: Upland and Cucamonga, the Vintage Years. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Davies. Motion carried 3-0-2 with Gregory and Muna-Landa absent. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral report on the library. School started this month with more information questions, more monitoring for reasonable behavior from our student population. Staff is attempting to do some monitoring with the use of the Student Guideline pamphlets. Deborah Clark, Library Manager, stated staff had attended an interesting presentation on the furore course of a program, Direct Loan. A program mn by the State Library, the intent of the program is to reimburse libraries that lend more to their neighboring library's patrons than in reverse. Library Board Minutes October 5, 1995 Page 2 Deborah Clark, Library Manager will be attending a Director's meeting in Sacramento next week, put on by the State Library which is taking care of all expenses. Robert Karatsu, Principal Librarian, stated that patton registrations went up in September. For once Cookbooks were not the most popular item checked out, Biographies were. Over the course of the year, the one item that has been checked out the most is the video, In the Line of Fire. The most popular adult book, Mrs. Fields Cookie Book, the most popular children's book, Mr. Brown Can Moo. Can You?, the most popular book on tape, Michael Crichton's, Congo. Deborah Clark, Library Manager, reviewed handout lA with the Board which shows the comparisons of the same month in the last fiscal year. C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that due to the Board meeting date on the first Thursday of each month, financial information packets are handed out the night of the Board meeting. Staff suggests two altematives, 1) look at rescheduling the monthly meetings or 2) be a month behind in reporting of financial data. Deborah Clark, Library Manager, reviewed the handout 2A with the Board. The Balance Sheet for the first quarter shows what the library has earned in Revenues and what the library has expended in part-time salaries. The results of the first quarter shows a negative balance in the two areas of approximately $2,500. Staffis hopeful that the balance will improve in the months ahead, because revenues for October are up. But when revenues are up, the use is also up - staffis not sure for how long we will be able to keep saving money in part-time salaries. Staffs recommendation is that this will be brought back next month along with October's revenues to look at and if it is the Board's desire, that staff strictly balance the revenues with the salaries. Staff will bring proposals for reductions to take care of the negative balance. Deborah Clark, Library Manager, stated that on the bright side, under donations from the Friends of the Library, staffhas received $20,986. Staffs desire and probably the desire of the Friends of the Library is to be able to use this money for things other than open days. The materials budget and special programs desperately needs the Friends support. C3. Approval to apply for "MURLS" grant of $9,240: presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, reviewed page 30 of the Agenda packet with the Board requesting their approval to apply for this grant. This is a federal grant administered by the State Library and is for libraries that serve a population of over 100,000 people. Staff is planning to use this grant towards purchase of business resources. Library Board Minutes October 5, 1995 Page 3 President Howdyshell stated that he would like staff to survey the business community on what resources or to give them a list to pick from to see what they would like to have available in the library. Boardmember Swistock stated, this will occur through the Business friends focus group meeting. MOTION: Moved by Boardmember Howdyshell, seconded by Boardmember Swistock. Motion carded 3-0-2 with Gregory and Muna-Landa absent. C4. Approval of Council to investigate an "affinity" credit card with proceeds to support the Rancho Cucamonga Public Library. Status report by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated this idea was officially passed by Council and staff is pursuing it. Any recommendation of bank(s) that staff should contact are welcomed. C5. Summer Reading Program: A look back, presented by Children's Services Supervisor, Renee Tobin. Renee Tobin, Children's Services Supervisor, stated that staff wants to explore more detailed instructions for the children and their parents next year. Quite a few children started, but did not complete the program. For the children that do complete the program, they need to be encouraged to pick-up their bags and certificates. Next year, there will be more publicity. Staff will again be participating with Inland Library System, Santiago Library System (Orange County) and Serra Library System (San Diego area) along with Wells Fargo on the Summer Reading Program. D. BOARD BUSINESS D 1. Dues: Board requested a staff repor~ on the current dues paid for Boardmembers, staff, etc. Report presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed page 31 of the agenda packet with the Board. MOTION: Moved by Boardmember Davies to accept staff's recommendation, seconded by President Howdyshell. Motion carried 3-0-2 with Gregory and Muna-Landa absent. D2. Report from staff on progress on Defining Basic Service: oral report presented by Deborah Clark, Library Manager. Select tentative date(s) for Task Force meeting. Library Board Minutes October 5, 1995 Page 4 Deborah Clark, Library Manager, suggested that this item be brought back next mouth. Boardmember Muna-Landa has been very involved with the Basic Service and is absent. Staffwill be meeting with her next week once she is feeling better and review handout D2. MOTION: Moved by Boardmember Swistock to table the item, seconded by President Howdyshell. Motion carried 3-0-2 with Gregory and Muna-Landa absent. D3. Fundraising Task Force: Report on the Friends of the Library Barbeque. Presented by President Paul Williams. Paul Williams stated that the Friends sold 240 tickets (more than the 100 anticipated) for the first Celebration of the Rancho Cucamonga Public Library. The total revenue was $1,650 and the expenses totaled $880.50 for a profit of $769.50. Special thanks to Boardmembers Gregory and Muna-Landa for their help at the picnic, and also, Deborah Clark, and her husband, Chuck. There will be another celebration next year with some changes. Paul Williams stated the gross receipts for Bookstore for the month of September including the ticket sales was $5,180. The year to date figure is $35,341.99. The year to date hours of volunteers is 3,789. Report on proposed Focus Group Meeting for Business Friends. Report by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated the meeting will take place at the Library on Friday, October 20 at 11:00 and will include a luncheon. The agenda will include demonstrations of some of the library's technology such as the CD ROM and the On-line Magazine Index. Boardmember Swistock will have a presentation on what the Library can do for the businesses in Rancho Cucamonga. Feedback will be asked from the group as to what the Library can do for them. Boardmember Davies stated that she would like to attend. Staff agreed to check on the number of Trustees allowed to attend with reference to the Brown Act. Report on current methods of recognizing donors. Reported by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed with the Board handout D3 of sample letters staff has sent out since the library has opened. For donations of $500 or more, official "Thank You" proclamations from the City Council, continuous listing on the government channel as a Library donor for the year and a plaque on the Library's Donor Wall. Library Board Minutes October 5, 1995 Page 5 Selection of proposed date for next meeting. Deborah Clark, Library Manager, asked if there should be another meeting of the Fundraising Task Force? B oardmember Swistock asked if October 27 at 3:30 would work. Paul Williams will find out if that date and time works for Diane and get back to staff. D4. Update on Literacy Grant: Introduction and comments from Literacy Coordinator Lori Hopkins. Deborah Clark, Library Manager, introduced the Literacy Coordinator Lori Hopkins. Lori Hopkins, Literacy Coordinator, stated that she started with the Upland Literacy Program in January of 1991. She enjoys her job in helping an adult to better their skills at this late stage of their life. The Literacy program will be a positive and vital program to the Rancho Cucamonga Public Library. Staff will be working to establish a joint identity for Literacy with the Upland Public Library. Lori Hopkins, Literacy Coordinator, stated that the Literacy program will bring a new group of library users to the Library. Most of the adults do not use the Library currently and actually are intimidated to use the Library. Most of staffs time will be spent in Rancho Cucamonga especially with the start up of the program here. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. President Howdyshell stated he would be willing to look at a change in meeting time. Also, to have the Boardmembers to bring their calendars to the next meeting and have staff check as to what days the Council Chamber is available. Boardmember Swistock requested that a matrix of what days are available be in the packet before the meeting. Deborah Clark, Library Manager, stated that staffwill have a collection development report. Staff referred to the letter which appeared in the Inland Valley Daily Bulletin complaining about a lack of books on atheism. Staff had been working on an analysis of that collection and was in the process of recommending eight items that would be appropriate for that selection to be purchased for next month. Staff referred to the handout with the letter on top, followed by a list - under the general Library Board Minutes October 5, 1995 Page 6 topic search: religions - to show how broad the collection is with various types of religions of the world. E2. Boardmember Swistock requested an update on Phase II collections. F. COMMUNICATIONS FROM THE PUBLIC None were received. G. ADJOURNMENT MOTION: Moved by Boardmember Swistock, seconded by Boardmember Davies to adjourn to November 2, 1995 at 7:00 p.m. Motion carried, 3-0-2 with Gregory and Muna-Landa absent. The meeting adjourned at 8:07 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: November 2, 1995 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, November 2, 1995, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:00 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies, Gregory, Muna-Landa and Swistock. Also present were: Paul Williams, Friends of the Library, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of minutes: October 5, 1995 (Gregory and Muna-Landa absent) B2. Approval to change the following borrowing parameters: CD loan from 2 weeks to 1 week Business video loan from 3 days to 1 week ITEM REMOVED FOR DISCUSSION BY BOARDMEMBER DAVIES B3. Approval to install video drop for public use. B4. Approval to provide two programs for the Holiday season. MOTION: Moved by Boardmember Muna-Landa, seconded by Boardmember Gregory. Motion carried 5-0, with Boardmembers Gregory and Muna-Landa abstaining fi.om the minutes of October 5, 1995. DISCUSSION OF ITEM B2. Boardmember Davies stated she pulled this item because of her concern of the compact disc loan period being changed from two to one week. She understands staff reasoning and it does make sense. She feels, however, the decision has been more of a financial than a service decision. Library Board Minutes November 2, 1995 Page 2 Deborah Clark, Library Manager, stated that Jim Corwin, who is the selected buyer for the CD's, stated his concern was that the library has a lot of very popular CD's. He presented this change to the Library Manager in order to get the CD's in the hands of more people. If the loan period was changed to one week, the CD's would be circulating more rapidly. The best seller CD's in particular would be available to other patrons. Boardmember Muna-Landa asked if the CD's can be renewed? Robert Karatsu, Principal Librarian, stated that as long as there is no "hold" placed on the item. Boardmember Davies asked if this could be done over the phone? Robert Karatsu, Principal Librarian, stated No, a fee is attached to this, so patrons would need to do the renewal in person. MOTION: Moved by Boardmember Muna-Landa to approved Item B2 to change the borrowing parameters for Business videos and the Compact Disc collection, seconded by President Howdyshell. Motion carried 4-1. C. LIBRARY DIRECTOR'S STAFF REPORTS C I. Library status report: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral report on the library. October has been the Library's busiest month since opening with 55,791 items loaned. Deborah Clark, Library Manager, stated that the State Librarian, Kevin Starr has been offered an invitation to attend the Inland Council Meeting in March which the Rancho Cucamonga Public Library will be hosting. Robert Karatsu, Principal Librarian, stated that at the next board meeting, he hopes to be able to demonstrate some items to the Board with the lan ton computer. C2. Budget report: oral report presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed updated handouts with the Board. Closing the budget gap: report presented by Deborah Clark, Library Manager. Library Board Minutes November 2, 1995 Page 3 Deborah Clark, Library Manager, reviewed staff report on Sunday closures, November 26 and December 31. This would save $1,116 in part time hours. MOTION: Moved by Boardmember Davies, seconded by Boardmember Gregory. Motion carried 5-0. D. BOARD BUSINESS D1. Reconsideration for date of Regular Board Meeting: report by Deborah Clark, Library Manager. The Board reviewed the different days of the month and decided to leave the date as it currently is. MOTION: Moved by Boardmember Gregory to leave the Board Meeting Date as the first Thursday of the month, seconded by Boardmember Muna-Landa. Motion carried 5-0. D2. Planning to Plan: Request from the Library Manager to discuss the first session of planning for the Rancho Cucamonga Public Library. Report attached. Deborah Clark, Library Manager, stated that this is an opportunity to get together and to come up with a mission statement and our long range plan. Staff would like input from the Board on any direction they find interesting or have used successfully in the past. Staff will come back with a proposal and a budget for the Board. A correction on the budget, originally there was $5,000, however, there now is $500 for planning. President Howdyshell stated he would like to see this involving the Board and Councilmembers. He will share with staff a couple of plans. The Board supports the start of the planning process. D3. Report fxom staff on progress on Defining Basic Service: report presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed the sample in the agenda of the format and content of Defining Basic Service report with the Board. Boardmember Muna-Landa was given a very "rough" draft of the all the services. Boardmember Davies stated she like the format. Boardmember Muna-Landa asked what does staff think the timing on this will be for the subcommittee? Library Board Minutes November 2, 1995 Page 4 Deborah Clark, Library Manager, stated January. D4. Fundraising Task Force: Report on Affinity Group meeting for Business Friends by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, reviewed the Business AITmity Group Meeting on October 20. Boardmember Swistock stated he thought the meeting went well. D5. Update on Literacy Program: oral report by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated them will be more information at the December meeting. The first quarter has been spent in getting everything started and set up. In the newsletter, staff will have the arrangement of how the office will be set up. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Muna-Landa asked about the career program which was planned for September or October in the Plan of Service. Is staff rescheduling? Deborah Clark, Library Manager, stated that on next month's agenda, staff will bring back the Plan of Service for the Board to review. The career program is going to be a combination of young adult and the literacy program. This will occur around spring. Also, staff will be asking Ray Bradbury to be a keynote speaker. E2. Boardmember Swistock stated that January is AfiScan-American history month. This might be an opportunity to bring Rosa Parks in as a speaker. E3. President Howdyshell asked for an update on the affinity credit card. E4. Boardmember Gregory asked for an update on the Donor Wall. F. COMMUNICATIONS FROM THE PUBLIC None were received. Library Board Minutes November 2, 1995 Page 5 G. ADJOURNMENT MOTION: Moved by Boardmember Swistock, seconded by Boardmember Muna-Landa to adjourn to December 7, 1995 at 7:00 p.m. Motion carried, 5-0. The meeting adjourned at 7:50 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: December 7, 1995 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 7, 1995, in the Council Chambers o£ 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 Howdyshell. Present were Boardmembers Davies, Gregory, Muna-Landa and Swistock. Also present were: Paul and Diane Williams, Friends of the Library, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor, Lori Hopkins, Literacy Coordinator and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of minutes: November 2, 1995 MOTION: Moved by Boardmember Davies, seconded by Boardmember Swistock. Motion can'ied 5-0. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral report on the library. Volunteer hours have dropped by 22 percent in November. Staff has not recruited during the past two months due to the resignation of our Volunteer Coordinator. With holidays approaching and with the opening of the Coordinator position, staff withheld recruiting until the new year begins. Volunteer hours for the Library since January is 4,846. If we add the number for the Friends Bookstore which is 4,891, the total is close to 10,000 hours. Also, accomplished this month was an invitation to Ray Bradbury to speak whenever he is available. Nettle Nielson, Recreation Supervisor of the Community Services Department is the staff member who puts together the Grapevine magazine. Nettie is also the Coordinator of a Career Fair. Staff of the library is planning to work in conjunction with Community Services to put on a larger Career Fair this next year with displays at the Library. Library Board Minutes December 7, 1995 Page 2 In terms of other publicity, Sandy Woodcock, has created a Press Release on the Nolo Press offer. Thanks to President Howdyshell, Nolo, which is known for their legal aid publications, has started a matched-grant program for libraries. If an individual or a member of the community sends in a donation - Nolo will match that amount of money towards the purchase of Nolo publications. Staffis starting the first holiday fundraiser. A tree was donated fi:om our local Sanwa bank and staff decided to decorate with a string of lights and see if families would sponsor stars, bulbs and books. The cost is $3 for a star, $5 for a bulb and $10 for a book. Each one of will be hung on the tree with the selected name. Robert Karatsu, Principal Librarian, stated that November was the second busiest month since we have opened. Patrons are now able to renew books by a PC with a modem instead of using the Telecirc. Boardmember Davies stated she would like to commend Robert Karatsu for going to Deer Canyon School to help one of the teachers, Mr. Mark Rader, in bringing his computer up and live with the Library. She wanted to personally thank Renee Tobin and Nina Cole in assisting the Rancho Cucamonga Council PTA with the Reflections judging. Congratulations to Nina Cole in being November's Employee of the Month. Boardmember Davies asked when the library magnets will be available for purchasing. Diane Williams, member of Friends of the Library, stated they should be available by next week. C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed Schedules A, B and C with the Board. C3. Approval of mid-year budget adjustment. Report presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, stated that this action is critical for the Public Library Fund; a state managed program which allocates funds to each library based on the percentage of per capita support the library is given, plus, the overall population of the library jurisdiction. We are only eligible for that funding if, in each fiscal year, the appropriating body gives us the same amount or more money than they did the year before. If our budget is reduced by our funding body, then we lose Public Library Fund money. With the budget which was proposed in April of'94, staff was projecting a more solid property tax base than we ended up having. An adjustment during mid-year '95/'96 is needed. Staff contacted Library Board Minutes December 7, 1995 Page 3 the State Librarian regarding this situation. The state's request was that we file our certification on the "approved budget," but that the Board approve the amended budget before you. Staff will send a new certification to the State. MOTION: Moved by Boardmember Muna-Landa to approve the mid-year budget adjustment, seconded by Boardmember Davies. Motion carried 5-0. C4. Literacy Update and approval to apply for CDBG funds to create Literacy Center and tutoring rooms. Presented by Deborah Clark, Library Manager and Lori Hopkins, Literacy Coordinator. Lori Hopkins, Literacy Coordinator, stated that the furniture which was ordered for the Literacy office arrived yesterday. Staff has contracted with a Literacy consultant and the first tutor training workshop is scheduled for January 20 and 27. Staffhas been contacted by twelve potential tutors and three potential learners. Staffis planning an open house for the new literacy center on January 13 from 10:00 a.m. to 2:00 p.m. The recruitment for a full time clerk, 20 hours in Literacy and 20 hours in Circulation closed on Monday with over a hundred applicants. The interviews will be held on Tuesday, December 12. Staff will sending a letter out to businesses recruiting for speakers for the life skills program which will be meeting on the first Tuesday of each month. The CDBG application grant that staff is asking for, is construction to be done in the storage room to enclose the storage area and separate it from the literacy office section. Deborah Clark, Library Manager, stated that staff is looking at having a series of upgrades done. The first upgrade will be construction to create study rooms similar to what is presently in the Children's Room. One larger room will hold to six to eight, a small group meeting room. Then two smaller study rooms for two or three. Pete Pitassi, the architect for the original Library project, will be working the project and giving staff numbers at this time. Boardmember Muna-Landa asked what is the block grant process here? Deborah Clark, Library Manager, stated that staffis currently filling out the application which is due on December 20. Boardmember Swistock asked if the City reviews the applications or ifa consultant is hired? Deborah Clark, Library Manager, stated she would find out and get back to the Board. Boardmember Muna-Landa asked when the public hearing will take place? Deborah Clark, Library Manager, stated she will find out the information and have it in the next newsletter. Library Board Minutes December 7, 1995 Page 4 MOTION: Moved by President Howdyshell, seconded by Boardmember Gregory. Motion carded 5-0. C5. Mid-year review of the Plan of Service 1995-96. Presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, invited the Board to review the Plan of Service in their packets and if there are areas you would like to address to contact her. C6. Demonstration of Lap Top Technology: Presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, presented and reviewed with the Board the Internet Web Page which will show patrons what services are available at the Library. D. BOARD BUSINESS D 1. Update on status of donor wall. Boardmember Swistock stated the Fundraising Task Force will be having a meeting tomorrow in which this item will discussed. Deborah Clark, Library Manager, stated this item will appear on next month's agenda. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Davies asked for an update on the affinity credit card. Deborah Clark, Library Manager, stated that newsletter had the most current status on the card. There is currently an RFP (request for proposal) out with responses due January 10. These will be evaluated by staff and the determination of the successful bidder will go to Council for approval. The next update will be in February. E2. Boardmember Swistock asked for an update on Phase II Collections. E3. Boardmember Swistock requested Internet Policies. Library Board Minutes December 7, 1995 Page 5 F. COMMUNICATIONS FROM THE PUBLIC Paul Williams, President of the Friends of the Library, reviewed handouts from the Friends Bookstore with the Board. Paul Williams, stated that the Playboy issues, a 20 year collection, fell into the category as a collectible. Sensitivity was considered in the issues which were placed in the closed glass bookcase. The Friends received $235 for the collection. In the future, the Friends will not sell these through the Bookstore. President Howdyshell stated that he "spoke for himself' and publicly acknowledge the Friends of the Library are all doing a fantastic job and have a hundred percent of his support at all times. Paul Williams presented a check for $10,000 to Deborah Clark. F 1. Offer from Gil Rodriguez, Jr. to provide a 20 percent donation of each Christmas tree sold when presented with a flier from the program by the Rancho Cucamonga Public Library. Deborah Clark, Library Manager, stated that Gil Rodriguez wanted a flyer (sample shown on the overhead projector at the meeting) to be handed out to patrons. The pa~ons who brought this flyer to his tree lot and purchased a tree would have 20 percent of that charge donated to the Library. Deborah Clark, Library Manger, stated that City policy would not allow the Library to use its name in this way. Staffs recommendation is to thank Mr. Rodriguez for being willing to approach the Library with this suggestion. MOTION: Moved by Boardmember Swistock to thank Mr. Rodriguez and indicate that the Board will refer this to the Fundraising Task Force, and there simply was not enough time this year to accommodate his request, seconded by Boardmember Muna-Landa. Motion carried 5-0. G. ADJOURNMENT MOTION: Moved by Boardmember Swistock, seconded by Boardmember Gregory to adjourn to January 4, 1996 at 7:00 p.m. Motion carried, 5-0. The meeting adjourned at 8:04 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: January 4, 1996