HomeMy WebLinkAbout1995/12/07 - Agenda Packet - Library Board of Trustees LIBRARY BOARD OF TRUSTEES
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
First Thursday
7:00 p.m.
December 7, 1995
Civic Center
Council Chambers
10500 Civic Center Drive
Rancho Cucamonga, California 91730
City Councilmembers
William J. Alexander, Mayor
Rex Gutierrez, Mayor Pro Tem
Paul Biane, Councilmember
James V. Curatalo, Councilmember
Diane Williams, Councilmember
Boardmembers
Robert Howdyshell, President
Laura J. Muna-Landa, President Pro Tern
Rebecca Davies, Boardmember
Gina Gregory, Boardmember
Edward E. Swistock, Boardmember
..~ PAGE
I ~ Board of Library Trustees Agenda 1
Regular Meeting~ December 7~ 1995
A. CALL TO ORDER
I. Roll Call: Howdyshell , Davies __., Gregory
Muna-Landa , and Swistock __
B. CONSENT CALENDAR
The following Consent Calendar items are expected to be routine and
non-controversial. They will be acted upon by the Board at one time
without discussion. Any item may be removed by a Boardmember or
member of the audience for discussion.
1. Approval of Minutes: November 2, 1995.
~1~ C. LIBRARY DIRECTOR'S STAFF REPORTS
The following items do not legally require any public testimony,
although the President may open the meeting for public input.
1. Library status report: oral report presented by Library Staff.
2. Budget report: presemed by Deborah Clark, Library Manager.
3. Approval of mid-year budget adjustment. Report presented by
Deborah Clark, Library Manager.
4. 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.
5. Mid-year review of the Plan of Service 1995-96. Presented by
Deborah Clark, Library Manager.
6. Demonstration of Lap Top Technology: presented by Robert
Karatsu, Principal Librarian.
PAGE
Board of Library Trustees Agenda
Regular Meeting, December 7~ 1995
D. BOARD BUSINESS
The following items have been requested by the Board of Library
Trustees for discussion. They are not public hearing items, although the
President may open the meeting for public input.
1. Update on status of donor wall.
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
This is the time for the Board of Library Trustees to identify the items
they wish to discuss at the next meeting. These items will not be
discussed at this meeting, only identified for the next meeting.
F. COMMUNICATIONS FROM THE PUBLIC
This is the time and place for the general public to address the Board of
Library Trustees. State law prohibits the Board from addressing any
issue not previously included on the Agenda.
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 sponsored by the Rancho Cucamonga Public Library.
G. ADJOURNMENT
I, Vivlan Gareia, Library Administrative Secretary of the City of
Rancho Cucamonga, hereby certify that a true, accurate copy of the
foregoing agenda was posted on Monday, December 4, 6:00 p.m., 1995,
seventy-two (72) hours prior to the meeting per Government Code 54953
at 10500 Civic Center Drive.
CITY OF RANCHO CUCAMONGA
DATE: December 7, 1995 C
TO: President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL OF MINUTES FOR NOVEMBER 2, 1995
RECOMMENDATION
Approval of the Minutes of the Regular Meeting of the Board of Trustees for November 2, 1995.
BACKGROUND
Minutes taken and compiled by Library Administrative Secretary Vivian Garcia.
(/~-Respectfully submitted,
Library Manage.r..~J
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 &the Libra~-y, 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
can-led 5-0, with Boardmembers Gregory and Muna-Landa abstaining from 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 carded 4-1.
C. LIBRARY DIRECTOR'S STAFF REPORTS
Cl. 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 Start 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 lap top 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 GregoD' to leave the Board Meeting Date as the first Thursday
of the month, seconded by Boardmember Muna-Landa. Motion carded 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. Staffwill 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 staffa couple of plans. The Board supports the start of the planning process.
D3. Report from 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 fomaat.
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 A1Tmity 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 there 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 staffrescheduling?
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 Afl/can-American history month. This might
be an oppommity 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:
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: December 7,1995
TO: President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: BUDGET REPORT FOR NOVEMBER
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A, titled Revenue Report November 1995 is attached for your review.
Schedule B, titled "Balance Sheet July through November FY 1995/96" is available for your review.
This spread sheet shows the library to have a negative balance of-$279 in selected accounts. This
amount, while worthy of tracking, merits no further action currently on the part of the Board.
Schedule C, titled "Library Expenditures 1995/96" is simply an accounting of all funds expended so far
this fiscal year, showing 40% of library funds expended or encumbered at 42% into the fiscal year.
cffully submitted,
Deborah Kaye CI~/
Library Manager(,~J
SCHEDULE A
REVENUE REPORT FINES MEDIA LIBRARY TEST DONA- SALES
November 1995 & FEES RENTALS SALES PROC TIONS TAX
~ovember 1 $262.30 $156.23 $0.00 $0.00. $12.02
ovember 2 $257.68 $157.35 $5.57 $0.00 $12.62
November 3 $258.69 $121.17 $2.78 $0.00 $9.55
November 4 & 5 $497.84 $248.11 $8.34 $0.00 $19.81
$0.00 $0.00 $0.00 $0.00 $0.00
November 6 $456.70 $130.04 $2.78 $0.00 $10.26
November 7 $378,70 $102.58 $2.78 $0.00 $8.14
November 8 $401.64 $191.71 $0.00 $0.00 $14.80
November 9 $294.37 $145.54 $3.60 $0.00 $11.49
November 10 & 12 $417.65 $226.47 $2.78 $0.00 $17.75
$0.00 $0.00 $0.00 $0.00 $0.00
November 13 $376.13 $174.63 $0.00 $0.00 $13.59
November 14 $344.40 $108.92 $2.78 $0.00 $8.55
November 15 $305.01 $150.14 $3.00 $0.00 $11.84
November 16 $424.90 $128.08 $0.00 $0.00 $9.92
November 17 $157.15 $95.83 $2.78 $0.00 $7.64
November 18 & 19 $345.54 $253.92 $0.00 $0.00 $19.59
$0.00 $0.00 $0.00 $0.00 $0.00
November 20 $461.75 $138.08 $0.00 $0.00 $10.67
November 21 $247.05 $169.18 $0.00 $0.00 $13.07
November 22 $224.55 $197.66 $0.00 $0.00 $15.34
November 23
November 24
~lovember 25 $226.20 $162.00 $0.00 $0.00 $12.50
~ovember 26
~lovember 27 $557.39 $142.05 $2.78 $0.00 $11.17
November 28 $373,20 $117.66 $5.56 $0.00 $9.53
November 29 $258.71 $140,90 $0.00 $0.00 $10.85
November 30 $180.45 $87.92 $2.78 $0,00 $7.05
TOTALS: $7,708.00 $3,546.17 $48.31 $0.00 $0.00 $277.75
OCTOBER TOTALS $7,558.91 $3,638.83 $55.04 $50.00 $0.00 $285.26
% CHANGE 2% -3% -12%
TOTAL INCOME: $11,580.23
TOTAL LIBRARY INCOME $11,302.48
95/96 Proj:
Daily Average Fines $296.46 $253.91
Daily Average Media $136.39 $150.51
Daily Average Sales $1.86 $3.09
Daily Average APS $13.98 $16.13
DALLY TOTALS $448.69 $423.64
GAIN/LOSS ON PRO J: $752
eaERSONNEL EXPENSES
rt time Salaries $12,236 $13,764
GAIN/LOSS ON PRO J: $1,528
BALANCE $2,279.19
8
SCHEDULE B
BALANCE SHEET
e ULY THROUGH NOV
Y 1995/96
Revenues Earned Projected Loss/Gain
Fines & Fees $36,047 $37,325 ($1,278)
Media Rentals $20,407 $22,125 ($1,718)
Sales $416 $454 ($38)
APS $1,971 $2,500 ($529)
Misc. revenues $30 $0 $30
Totals: $58,841 $62,404 ($3,533)
Part Time Salaries Spent Projected Loss/Gain
$72,447 $75,701 $3,254
Balance for
Year through November ($279)
Donations: Received Projected Loss/Gain
$20,986 $5,000 $15,986
9
LIBRAR~'=L~'XPENDITURES JUL AUG SEP NOV TOTALS SPENTPE FUNDS % % OF
1995/96 CATEGORYREMAININ SPENTYEAR
PERSONNEL 42%
1100 REGULAR SALARIES $360,902 $27,073 $27,023 $27,350 $40,619 $27,363 $149,428 $149,428 $211,474 41%
1200 OVERTIME SALARIES $1,000 $0 $0 $0 $0 $0 $0 $0 $1,000 0%
1300 PART TIME SALARIES $178,930 $14,690 $12,725 $12,719 $20,076 $12,236 $72,447 $72,447 $106,483 40%
1900 FRINGE BENEFITS $136,935 $11,411 $11,411 $11,411 $11,411 $11,411 $57,056 $57,056 $79,880 42%
TOTAL PERSONNEL $677,167 $63,174 $51,169 $51,481 $72,106 $51,010 $278,931 $278,931 $398,836 41%
OPERATIONS
3100 TRAVEL & MEETINGS $2,500 $0 $2,500 0%
Conferences $0 $0 $0 $0 $0 $0
Forum for Entrepreneurial $0 $0 $0 $0 $0 $0
Karatsu*workshops $0 $0 $0 $0 $0 $0
Meeting Supplies $0 $0 $0 $0 $0 $0
Shelving workgroup $0 $0 $0 $0 $0 $0
Inland Empire Library Assoc. $0 $0 $0 $0 $0 $0
3300 MILEAGE $3,800 $1,360 $2,440 36%
Auto Allowance $3,000 $250 $250 $250 $250 $250 $1,250 $1,250 $1,750 42%
Reimbursement $800 $6 $0 $0 $0 $0 $6 $105 $695 13%
Garcia $0 $22 $29 $25 $29 $105
Hood $0 $0 $0 $0 $0 $0
Tobin $0 $0 $0 $0 $0 $0
Corwin $0 $0 $0 $0 $0 $0
3900 MAINTENANCE/OPER $136,750 $66,876 $69,874 49%
Printing/Postage $6,000 $1,765 $4,235 29%
Printing $0 $1,197 $0 $0 $533 $1,731
Postage $6 $0 $6 $19 $3 $34 r-
Patron Bar codes $0 $0 $0 $0 $0 $0
Book bar codes $0 $0 $0 $0 $0 $0
Librar~ $0 $0 $0 $0 $0
Office Supplies $16,000 $11,122 $4,878 70%
Cataloging Supplies $889 $659 $37 $0 $0 $1,586
Fans $0 $62 $103 $15 $0 $179
Photo House $0 $26 $28 $17 $0 $70
8 Ave. graphics $0 $39 $96 $0 $0 $135
Data Mailers $0 $0 $0 $0 $0 $0
Eastman $8,194 $0 $0 $0 $0 $8,194
Demco $56 $0 $28 $214 $0 $297
Hardware $7 $0 $0 $0 $0 $7
Reimbursements-office $10 $17 $0 $0 $0 $27
Petty Cash $0 $11 $0 $0 $93 $104
Cash Drawer $0 $0 $0 $0 $0 $0
Computer supplies $0 $0 $0 $195 $0 $195
Stationary $0 $0 $139 $5 $0 $144
Federal Express $0 $0 $16 $0 $0 $16
Board Supplies $66 $0 $24 $78 $0 $168
Xerox supplies $0 $0 $0 $0 $0 $0
Special Program Supplies $6,750 $4,052 $2,698 60%
Children's Supplies $89 $263 $38 $302 $210 $902
Software $0 $0 $0 $0 $750 $750
Summer Reading Program (FR) $1,393 $267 $13 $0 $0 $1,672
Volunteer Supplies $41 $0 $0 $386 $0 $427
Business Friends $0 $0 $0 $32 $0 $32
Reference On-line $0 $0 $75 $0 $194 $269
Advertising/Promotions $0 $0 $78 ($78) ERR
National Library Week $0 $50 $0 $28 $0 $78
Books/Materials $102,000 $45,048 $56,952 44%
Bookstore rush $915 $837 $487 $108 $79 $2,426
Childrens Books $0 $1,302 $5,791 $2,560 $5,692 $15,345
Adult Books $0 $7,498 $2,665 $138 $2,886 $13,186
McNaughton Books $0 $0 $10,066 $0 $0 $10,066
Large Print Books $1,799 $0 $0 $0 $0 $1,799
Books on Tape $0 $0 $0 $500 $0 $500
Video $500 $0 $32 $1,062 $0 $1,594
Literacy , $0 $0 $0 $0 $133 $133
Magazines/Publications $3,000 $37 $14 $113 $2,022 $126 $2,312 $2,312 $688 77%
Training $500 $0 $0 $0 $0 $0 $0 $0 $500 0%
Bindery $500 $500 $0 $0 $0 $0 $500 $500 $0 100%
Collection Agency $2,000 $0 $0 $1,998 $0 $1,998 $1,998 $2 100%
3912 MAINTENANCE DEPT $11,830 $2,084 $9,746 18%
Janitorial Supplies $4,260 $2,000 $0 $0 $0 $0 $2,000 $2,000 $2,260 47%
Facility Maintenance supplie $5,630 $57 $0 $27 $0 $0 $84 $84 $5,546 1%
Graffiti Removal Supplies $200 $0 $0 $0 $0 $0 $0 $0 $200 0%
Landscape Maint. supplies $1,300 $0 $0 $0 $0 $0 $0 $0 $1,300 0%
Water/Fire Service $440 $0 $0 $0 $0 $0 $0 $0 $440 0%
3956 DUES $2,200 $t,524 $676 69%
American Library Assoc. $450 $0 $0 $0 $170 $0 $170 $170 $280 38%
California Library Assoc. $150 $0 $0 $0 $0 $75 $75 $75 $75 50%
Inland Library system $1,500 $1,279 $0 $0 $0 $0 $1,279 $1,279 $221 85%
CLASS $100 $0 $0 $0 $0 $0 $0 $0 $100 0%
3960 GENERAL LIABILITY $3,880 $3,880 $9 100%
6028 CONTRACT SERVICES $58,900 $27,940 $30,660 48%
Offic Equip/Maintenance $3,500 $2,844 $0 $0 $56 $0 $2,900 $2,900 $600 83%
Book Processing & T.S. $19,000 $0 $1,971 $926 $220 $1,896 $5,013 $5,013 $13,987 26%
Technology Maintenance $7,000 $0 $0 $0 $0 $0 $0 $0 $7,000 0%
Computer Tech Services $29,000 $17,175 $0 $2,852 $0 $0 $20,027 $20,027 $8,974 69%
6032 CONTRACT SERVICES $78,690 $20,968 $97,723 27%
Janitorial Services $37,400 $2,782 $2,782 $2,782 $3,060 $2,782 $14,188 $14,188 $23,212 38%
Secudty Service $3,360 $60 $60 $60 $60 $60 $300 $300 $3,060 9%
Elevator Service $6,160 $125 $125 $125 $125 $125 $625 $626 $5,535 10%
HVAC $14,410 $751 $438 $751 $438 $438 $2,814 $2,814 $11,597 20%
Electrical $6,160 $0 $0 $0 $0 $0 $0 $0 $6,160 0%
Plumbing $450 $0 $0 $0 $0 $0 $0 $0 $450 0%
Pest Control $670 $81 $75 $75 $75 $0 $306 $306 $364 46%
Fire/Life Safety $670 $670 $0 $0 $0 $0 $670 $670 $0 100%
Structural/Roof $2,910 $O $0 $0 $0 $0 $0 $0 $2,910 0%
Exterior Grounds Maint. $6,500 $413 $413 $413 $413 $413 $2,065 $2,065 $4,435 32%
7047 HARDWARE $4,250 $0 $4,280 0%
Weingart grant purchase $0 $0
8019 TELEPHONE $18,000 $3,718 $14,282 21%
Service $0 $0 $0 $0 $0
989-8277 (Rotary line) $161 $169 $272 $375 $0 $977
181-1185 (T1 line) $214 $214 $214 $214 $214 $1,071
948-9900 $456 $473 $0 $432 $0 $1,360
980-0871 (EMS & Security) $0 $54 $0 $54 $0 $108
980-4361 (Elevator) $0 $26 $0 $26 $0 $52
989-2036 (Telecirc) $0 $0 $0 $0 $0 $0
987-3271 (Irrigation Spdnk.) $0 $26 $26 $26 $0 $77
989-6904 (Public Fax) $0 $0 $12 $26 $0 $38
MCI $0 $0 $35 $0 $0 $35
8021 WATER UTILITIES $3,300 $1,480 $1,820 45%
Inside Use $170 $0 $401 $200 $0 $771
Landscaping $240 $240 $0 $228 $0 $709
8022 ELECTRIC UTILITIES $73,390 $4,804 $4,671 $3,158 $3,450 $0 $16,083 $16,083 $57,307 22%
TOTAL LIBRARY BUDGET $1,070,72t $'102,2t4 $76,409 $86,642 $89,707 $67,990 $420,963 $424,957 $645,764 40%
CITY OF RANCHO CUCAMONGA
MEMORANDUM
DATE: December 7,1995 V e.~
TO: President and Members of the Library Board of Trustees
Jack Lam, A1CP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL OF MID-YEAR BUDGET ADJUSTMENT
RECOMMENDATION
Staff recommends the Board approve Schedule A, representing amendments necessary to balance the
library's budget for fiscal year 1995/96.
BACKGROUND/ANALYSIS
Schedule A, titled "Library Budget 1995/96" shows two columns: one, the approved budget, shows the
figures passed by Council in June of'95. The second column shows the amendments proposed by staff
to balance the budget in the face of the reduction of property tax income. Friends of the Library funds
are not reflected in this budget. Schedule B outlines the revenue reductions which require the budget
amendment.
The amended budget, currently in operation, will result in an anticipated fund of $74,200 at the end of
95/96. This budget will be forwarded to Council for approval through the City's routine mid-year budget
adjustment process.
While ordinarily, mid-year adjustment by Council would be the only official action necessary, to comply
with certification requirements for the Public Library Fund of the State of California, the Board must
take action at this meeting or risk being ineligible for Public Library Funding in 1996/97. The loss
would be approximately $20,300 to the 1996/97 budget.
Ineligibility occurs when the funding jurisdiction fails to meet or exceed the level of dollar support given
to library services in the prior year. The inflated amount of the official budget passed by Council in June
of'95 prior to discovery of the drop of revenues in the Property Tax account would have caused
difficulty in matching the dollar amount in the 1996/97 budget.
FISCAL IMPACT
This amended budget is the one reviewed by the Board in July of '95, under which the library has been
operating since that date. No additional reductions have taken place beyond the personnel and book
materials reductions described at that time.
Respec, tfully submitted, ~,~,
Lib ary
SCHEDULE A
LIBRARY BUDGET Approved Amended %
1995/96 Budget Budget Change
'ERSONNEL
1100 REGULAR SALARIES $378,010 $360,902 -4.53%
1200 OVERTIME SALARIES $1,000 $1,000 0.00%
1300 PART TIME SALARIES $178,930 $178,930 0.00%
Library Assistant (1 FTE)
Librarian (.15 FTE)
Clerks (4.65 FTE)
Pages (4.675 FTE)
Page II (.45 FTE)
1900 FRINGE BENEFITS $143,440 $136,935 -4.53%
TOTAL PERSONNEL $701,380 $677,767 -3.37%
OPERATIONS
3100 TRAVEL & MEETINGS $3,000 $2,500 -16.67%
MILEAGE $3,500 $3,800 8.57%
3900 MAINTENANCE/OPER
Office Supplies $16,000 $16,000 0.00%
Printing/Postage $6,000 $6,000 0.00%
Special Program Supplies $4,000 $3,000 -25.00%
Advertising/Promotions $1,000 $0 -100.00%
Library Materials $85,000 $85,000 0.00%
Magazines/Publications $3,000 $3,000 0.00%
Training $500 $500 0.00%
Bindery $600 $500 -16.67%
Collection Agency $1,000 $2,000 100.00%
3912 MAINTENANCE DEPT
Janitorial Supplies $4,260 $4,260 0.00%
Facility Maint Supplies $5,630 $5,630 0.00%
Graffiti Removal Supplies $200 $200 0.00%
Landscape Maint. supplies $1,300 $1,300 0.00%
Water/Fire Service $440 $440 0.00%
3956 DUES
Amedcan Library Assoc. $450 $450 0.00%
California Library Assoc. $500 $150 -70.00%
) Professional Publications $0 $0
Library System membership $1,500 $1,500 000%
Class $100 $100 0.00%
15
3960 GENERAL LIABILITY $3,880 $3,880 0.00%
6028 CONTRACT SERVICES
ffic Equip/Maintenance $4,000 $3,500 -12.50%
D Rom Maintenance $5,000 $0 -100.00%
Book Processing & T.S. $20,000 $19,000 -5.00%
Computer Tech Services $30,000 $29,000 -3.33%
Self check maintenance $5,000 $0 -t00.00%
Technology maintenance* $0 $7,000
6032 CONTRACT SERVICES
Janitorial Services** $37,400 $37,400 0.00%
Secudty Service $3,360 $3,360 0.00%
Elevator Services $6,160 $6,160 0.00%
HVAC $14,410 $14,410 0.00%
Electrical $6,160 $6,160 0.00%
Plumbing $450 $450 0.00%
Pest Control $670 $670 0.00%
Fire/Life Safety $670 $670 0.00%
Structural/Roof $2,910 $2,910 0.00%
Exterior Grounds Maint. $19,450 $6,500 *66.58%
8019 TELEPHONE $18,000 $18,000 0.00%
8021 WATER UTILITIES $3,300 $3,300 0.00%
e022 ELECTRIC UTILITIES $73,390 $73,390 0.00%
TOTAL OPERATIONS COST $392,190 $372,090 -5.13%
TOTAL LIBRARY COSTS $1,093,570 $1,049,857 -4.00%
LIBRARY REVENUES $1,060,392
LIBRARY CARRYOVERS $63,665
ESTIMATED LIBRARY FUND $74,200
* New account reflecting "pay as you go" for repair of technology
**Contract will be rebid in fiscal year 1995/96; expected reduction in costs
SCHEDULE B
LIBR~RY BUDGET Budgeted Revised %
ESTIMATED REVENUE 95~96 FY95/96 Estimate Change
1020 Library Property Tax $916,850 $873,822 -4.69%
02-3900 4600 Interest Earnings $0 $0
O2-3901 1501 CLSA Database $0 $0
O2-3901 1502 CLSA Direct Loan $0 $0
O2-3901 1503 CLSA Interlibrary Loan $0 $0
O2-3901 1504 Community Room Rental $100 $0 -100.00%
O2-3901 1505 Direct Mail Solicitations $5,000 $5,000 0.00%
O2-3901 1506 Library card sales $1,000 $1,000 0.00%
O2-3901 1507 Library Fines & Fees $89,000 $89,000 0.00%
O2-3901 1508 Media Rentals $52,000 $52,000 0.00%
O2-3901 1510 Pdvate Contributions $5,000 $5,000 0.00%
1511 Public Library Foundation $20,300 $20,300 0.00%
O2-3901-7910 APS Copier Fund $4,800 $6,600 37.50%
O2-3901-8520 Other Revenue** $0 $7,670
LIBRARY REVENUES $1,094,050 $1,060,392 -3.08%
LIBRARY RESERVES $63,665
TOTAL LIBRARY FUND $1,124,057
*Community Room Rentals: Income lost through introduction of Literacy Program
**Other Revenue: Reflects "indirect" funds to be received through the Literacy Grant program
17
CITY OF RANCHO CUCAMONGA
DATE: December 7, 1995
TO: President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL TO APPLY FOR CDBG FUNDS TO CREATE
LITERACY CENTER AND TUTORING ROOMS
RECOMMENDATION
Authorize the Library Director and the Literacy Coordinator to follow through on a grant
proposal for Community Development Block Grant funds to create a Literacy Center for the
Rancho Cucamonga Public Library using space currently designated for storage/meeting room.
BACKGROUND/ANALYSIS
The attached elementary design is the concept of the proposed request for funds. Architect Peter
Pitassi has expressed his willingness to develop the concept and work with us on plans in the
given time frame.
The grant request would be approximately $50,000 and would be for construction only. Long
term, the library hopes to expand the literacy area to encompass a computer center designed to
provide job-searching and training resources. This concept was identified as a trend promoted
and supported by the State and Federal library funding agencies.
FISCAL IMPACT:
No increased operating expenses would be required at this time.
Peter Pitassi's expenditures, should the grant not be funded, would be an expense that would need
to be absorbed this year. However, there are sufficient funds in the building fund to cover the
expense and Administration believes the proposal worth pursuing for a second year, if not funded
in 1995/96.
/~' f/~- (g_~~es?ectfully submitted, (~'~ ~'6~
Deborah Kaye CTark'~
Library Manag~r~_~/
18
CITY OF RANCHO CUCAMONGA
DATE: December 7, 1995 (~
TO: President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: MID-YEAR REVIEW OF PLAN OF SERVICE
RECOMMENDATION
For information only.
BACKGROUND/ANALYSIS
Attached is the Plan of Service for 1995/96, including a status line on our progress on each goal and
objective.
The Plan of Service was originally approved by the Board based on the Proposed Budget which had a
full time Clerical I in place. Due to budget reductions, that position was eliminated and consequently, 40
hours of part time help was not available.
Since the budget plan was to promote a part time staffmember to the full time position and use the saved
hours for Adult and Children's service desk coverage, the professional and paraprofessional staff have
experienced the greatest impact.
Staff are spending longer hours on desk--since public information service and provision of borrowing
services remain our number one priority.
Of less priority are public programs for adults and young adults, and various administrative offdesk
tasks that have been delayed.
In addition, City Administration made a strong push for Internet Access and the creation of Home Pages
for services. While delighted to participate, this project has eaten into Reference stafftime and, if
Library Staff participates in the training of employees to the extent that we believe might be necessary,
there will be greater impact this Spring.
Overall, however, staffis pleased with their progress on the goals and objectives for this year. Further
progress as stated is based on current funds projected.
~~'~~sp~ctfullysubmitted" ~/],~ ~
Deborah Kaye Cla~
Library Manager
RANCHO CUCAMONGA PUBLIC LIBRARY
PLAN OF SERVICE 1995/96
The following plan of service focusses on anticipated highlights of projects to be
accomplished by Library Staff working with the Board of Library Trustees and the
Friends of the Library. In addition to the below activities, Library Staff will be circulating
and shelving an estimated 600,000 items; answering approximately 90,000 information
questions and selecting and processing some 6,000 titles in the course of the year.
GOAL 1) MAXIMIZE USE OF RANCHO CUCAMONGA PUBLIC LIBRARY
Objective 1.1: Provide convenient open hours of service
Action: Maintain the existing 7 day per week schedule through creative
budgeting and aggressive fundraising
By Whom: Administration & Library Board By: Annually
Status: On target. January will see the kick-off campaign for Business
Friends of the Library; National Library Week, April 14th through
20th, will kick-off a telethon fundraiser, a mail-out solicitation and
an in-house solicitation for funds.
Budgetary creativity was demonstrated through creation of on-line
service fees, rebidding of janitorial contract and institution of
pooled fund for computer repair and cancellation of service
contracts.
Objective 1.2: Provide new and timely materials
Action: Through budget, fees and fundraising, provide a minimum of
$1 per capita for library materials. (Statewide average:
$2.69 for libraries serving populations over 30,000.)
By Whom: Administration & Library Board By: Annually
Status: Currently providing $.91 per resident. This level is possible thanks
to the extraordinary success and dedication of the Friends of the
Library. Achievement of this full goal by year-end will be
possible, though not guaranteed.
Objective 1.3: Provide convenient access to information services off site
Action: Establish fee based dial-up access for Intemet
By Whom: Reference & Technology Staff By: July, 1995
Status: Delayed. This is a city wide program, presently being led by Dan
Waters, Sheriffs Department. The work of creating the "fire
wall" necessary, to protect city and library data bases must be
accomplished by the city's Data Management Division.
Implementation of this program will be delayed. Most likely will
not be up and running for public use until late Spring/Summer 96.
Action: Provide a community database of a minimum of 300 entries
By Whom: Reference & Technology Staff By: December, 1995
Status: Completed
Action: Provide a Library "Home Page" for the Internet. New action item
assigned by City Management.
By Whom: Reference & Technology Staff By: December, 1995
Status: On target with Library portion.
Objective 1.4: Provide programming for families, including programs with
multi-ethnic appeal
Action: Plan and present a minimum of 6 programs/displays, including:
Title Date Status
Career Program: September Delayed to Spring
Holiday Program: December On target
Chinese New Year: January On target
Black History Program: February On target
National Library Week: April On target
Cinco de Mayo: May On target
By Whom: Programming Committee By: Annually
Objective 1.5: Provide information services to the employees of Rancho
Cucamonga
Action: Provide training in Intemet access to city employees
By Whom: Reference Staff By: February, 1996
Status: New action item, assigned by City Management. On target, for
library's participation.
Action: Create a plan to address the assessed needs of employees in
terms of frequency, depth and types of information needed to
perform most effectively on the job
By Whom: Municipal Reference Librarian By: July 1, 1995
Status: Sandy Woodcock assumed task of serving City employees
information needs. Budget reductions in part time salaries reduced
the level of support given this goal.
Action: Provide reference assistance, perform database searching and
package mater/al in its most effective form to Rancho
Cucamonga City employees.
By Whom: Municipal Reference Librarian By: Annually
Status: Sandy created a brochure for employees, explaining the service and
offering personalized assistance. Sandy has met, on request, with
employees to describe resources available.
Objective 1.6: Ensure the community is well informed about library service
Action: Create a marketing/public relations plan for the Library focussing
on publicity and program promotion
By Whom: Public Relations Committee By: September, 1995
Status: Created Publicity Plan focussing on press and media releases and
level of library participation. No formal Public Relations
Committee yet created.
Action: Develop a speaker's bureau on library topics
By Whom: Library Staff, Board of Trustees By: September, 1995
Status: The following speakers and topics have been formalized:
General Library Services/New Library/Information Anxiety
Deborah Kaye Clark, Library Manager
Business Services/Libraries & Technology/Information & the
Intemet
Robert Karatsu
Literacy Services for the West End
Lori Hopkins
By March '96, the Board will be invited to participate; each
Librarian will be asked to create a topic on which they will offer
presentations and a letter inviting Service and other organizations
to look to the Library for speakers will be created.
Action: Promote awareness and understanding of library procedures
services through library promotional materials such as brochures.
By Whom: Library Administration By: December, 1995
Status: On target. Completed are Magazine brochure, On-line access
brochure, general information brochure and Guidelines for student
use.
GOAL 2) SEARCH OUT NON TRADITIONAL APPROACHES TO FUNDING AND
SERVICE DELIVERY
Objective 2.1: Increase the funding base of library services
Action: Apply for a minimum of four grants
By Whom: Administration By: Annually
Status:
Literacy Grant Received
Weingart Grant Received
MURLS Grant Pending
Tales of the West End Pending
Library links Pending
If other grant opportunities are available, the Library plans to
apply. No offerings this year for the State mini-grant program.
Action: Appoint Entrepreneurial Committee, composed of Staff, Board and
Friends members
By Whom: Administration/Library Board By: July, 1995
Status: Completed, however, operates under Fund-raising title.
Action: Identify value-added service packages or cost recovery fees for
selected services
By Whom: Entrepreneurial Committee By: September, 1995
Status: Delayed. Undertaken by Staffduring "Basic Service" meetings.
Report due to be completed in January.
Action: Identify potential community partnerships to support library
programs including Summer Reading Program, Literacy and
Young Adult/Youth at Risk activities.
By Whom: Entrepreneurial Committee By: December, 1995
Status: On target. Will address this issue at December meeting of the
24
Fundraising Committee while brain-storming on Library
Foundation Board.
Action: Contact all potential partners on the list to request support
By Whom: Entrepreneurial Committee By: February, 1996
Status: Pending.
Objective 2.2: Establish a Library Foundation
Action: Create Bylaws and apply for State and Federal tax exempt status
for the Rancho Cucamonga Public Library Foundation
By Whom: Administration By: April 1, 1996
Status: Completed Bylaws. Application underway.
Action: Develop a Fundraising Master Plan for the Foundation
By Whom: Administration By: June 30, 1996
Status: Pending.
Objective 2.3: Investigate new ways to provide "old" services
Action: Explore new technologies to provide the newest of information
services on a cost recovery basis
By Whom: Reference and Technology
Entrepreneurial Committee By: Annually
Status: If funds permit, the Library is sending Robert Karatsu, Principal
Librarian, to the Public Library Conference in Oregon Spring of
'96. While we are still "cutting edge" in terms of technology and
fee base in California, the conference is centered around Intemet
and technology. Robert will provide new information and stimulus
on current trends in technology prior to the conference.
GOAL 3: PLAN FOR FUTURE GROWTH AND DEVELOPMENT
Objective 3.1: Begin Creation of a Long Range a Plan
Action: Establish a Strategic Planning Committee, to be composed of Staff
and Board members, interested Friends to plan for future growth
and expansion of library services to Rancho Cucamonga residents.
By Whom: Administration/Library Board By: January, 1996
Status: Possibilities for planning will be on the January Board agenda.
Action: Develop a Strategic Planning workshop
By Whom: Strategic Planning Committee By: June, 1996
Status: Pending Board decision on planning process.
GOAL 4: PROVIDE SKILLED, EFFICIENT AND FRIENDLY SERVICES AT
EVERY PUBLIC SERVICE DESK
Objective 4.1: Increase the ratio of *'staff" to public
Action: Maintain current level of professional, paraprofessional and
clerical staff.
By Whom: Administration, Library Board By: Annually
Status: Reduced proposed budget level by 1 full time position. Impacted
Circulation and Reference Service desk by limiting number of part
time hours available. Less time offdesk for all staff, reducing
amount of time for special projects.
Action: Increase the number of volunteers by 10% and the number of
volunteer hours by 20%.
By Whom: Volunteer Coordinator By: July, 1995
Status: Accomplished by target date. Fall saw a tremendous fall offin the
number of hours due to the completion of Summer Reading
Program and the start-up of school programs.
Objective 4.2: Increase staff training
Action: Provide formal training on safety and emergency procedures for all
staff
By Whom: Administration By: July, 1995
Status: No accomplished. New target date: March, 96
Action: Formalize training for volunteer corps
By Whom: Volunteer Coordinator By: September, 1995
Status: Not completed. Karye Hood, Librarian I is working to complete
by December.
Action: Provide monthly informal workshops of staff, utili7Jng video
training tapes on topics selected by staff
26
By Whom: Administration By: Annually
Status: This is taking place on an informal individual basis. Inability to
gather staff for general staff meetings remains one of the
frustrations of a largely part time staff spread over 7 days per
week, mornings through 9 p.m..
Administration will work on providing some stxucture and an
annotated list of tapes available by March, 96.
Action: Provide one major workshop annually for full and part time
staff emphasizing a particular aspect of library service.
By Whom: Administration By: April, 1996
Status: Pending budget.
Objective 4.3: Provide policy, procedures manuals for all divisions
Action: Complete a policy manual for all library functions
By Whom: Administration By: June, 1996
Status: On target.
Action: Complete divisional procedures manuals for Circulation, Reference
& Technology and Children's
By Whom: Division Heads By: June, 1996
Status: On target.
GOAL 5: SUPPORT FORMAL EDUCATION PROGRAMS
Objective 5.1: Increase cooperation with schools and teachers
Action: Work with school district personnel to identify major assignments
in a timely manner
By Whom: Children's/Reference Staff By: Annually
Status: Created new form and initiated successful contact with all districts
this year.
Action: Provide a minimum of 1 school visit per week by library staff
By Whom: Children's/Reference Staff By: Annually
Status: Not possible with current staffing levels. Will attempt one per
27
month and will respond to requests from the schools to provide.
Action: Provide class visits for a minimum of 10 classes per month
By Whom: Children's/Reference Staff By: Annually
Status: Not attained. Have been averaging 7-8 visits per month.
Objective 5.2: Offer off site opportunities to expand library use
Action: Explore possibilities of linkages between schools and the libraries
on-line catalog and resources.
By Whom: Principal Librarian By: September, 1995
Status: Invited participation and provided training on dial-up access to the
Magazine Index product for all Middle and High Schools.
Objective 5.3: Provide materials support for school curriculum
Action: Purchase heavily of primary and secondary resources to support
school curriculum
By Whom: Selectors By: Annually
Status: On target. Recently received a $5,000 donation from the Friends
of the Library to purchase exclusively primary school curriculum
support.
GOAL 6: PROVIDE LIBRARY SERVICES TO COMMUNITY YOUTH OF ALL
AGES
Objective 6.1: Provide consistent youth programming of interest to a variety
of ages
Action: Provide weekly preschool storytimes
By Whom: Children's Services By: Annually
Status: On target.
Action: Provide monthly Afterschool Specials for school aged children
By Whom: Children's Services By: Annually
Status: On target.
Action: Provide annual Summer Reading Program for all ages, including
Read-To-Me and Teens
By Whom: Children's Services By: Annually
Status: In planning for Summer '96. On target.
Action: Conduct a minimum of 6 special events programs
By Whom: Children's Services By: Annually
Status: On target with Halloween, Thanksgiving and Christmas completed.
Objective 6.2: Provide Library services to Youth at Risk
Action: Investigate grant funding for Teen Literacy program
By Whom: Administration By: December, 1995
Status: This was a goal only if funding for adult literacy was not received.
Delayed due to implementation of Adult program.
Action: Investigate grant funding for a Student Study Center
By Whom: Administration By December, 1995
Status: This was a goal only if funding for adult literacy was not received.
Action: Provide a minimum of 4 programs of interest to teens
By Whom: Young Adult Services By: Annually
Status: Not accomplished due to limitations in off desk time and addition
of major city-wide effort to provide Interact Home Page.
GOAL 7: PROMOTE INFORMATION SERVICES TO THE BUSINESS
COMMUNITY
Objective 7.1: Increase membership & involvement of Business Friends
Action: Host 2 sessions or focus groups of members to solicit possible
future purchases or services desired by business
By Whom: Reference Services By: Annually
Status: On target. First conducted in November.
Action: Submit a monthly article to the Chamber of Commerce Bulletin
By Whom: Reference Services By: Annually
Status: Not accomplished on a sufficiently regular basis. Will be a
primary goal of the Principal Librarian beginning with January
edition.
Action: Develop newsletter designed for Business Friends
By Whom: Reference Services By: July; 1995
Status: Delayed to January, 1996.
Action: Host a minimum of two workshops designed to assist business
people in the use of library business technology
By Whom: Reference Services By: Annually
Status: On target. Planning one for general and one for Interact after
Business Friends recruitment in Spring.
Action: Perform a minimum of two speaking engagements focussing on
library services to the business community
By Whom: Reference Services By: Annually
Status: Completed. Robert Karatsu has spoken to Rotary and the Chamber
of Commerce. More opportunity to share information will be
pursued.
Objective 7.2: Continue to investigate offering state of the art services on a
cost recovery basis
Action: Investigate and remain current on all advances and possibilities of
mutual opportunities for library/business partnerships in the area of
technology
By Whom: Technology & Reference By: Annually
Status: If funds permit, the Library is sending Robert Karatsu, Principal
Librarian, to the Public Library Conference in Oregon Spring of
'96. While we are still "cutting edge" in terms of technology and
fee base in California, the conference is centered around Internet
and technology. Robert will provide new information and stimulus
on current trends in technology prior to the conference.
GOAL 8: FACILITATE SELF EDUCATION FOR ALL RESIDENTS
Objective 8.1: Provide adult literacy services
Action: If grant funding is received, initiate Adult Literacy Program in the
City of Rancho Cucamonga
By Whom: Literacy Coordinator By: November 1995
Status: Funds received. On target.
30
Objective 8.2: Provide materials support for independent learning
Action: Purchase heavily in the area of self-help to support the role of
independent learning
By Whom: Selectors By: Annually
Status: On target.
Objective 8.3: Provide adult programming
Action: Provide a minimum of 4 programs per year of interest to adults
By Whom: Literacy Division By: Annually
Status: Delayed. Literacy will be providing these, termed "Life Skills
Programs". First will be offered in January, '96.
31