HomeMy WebLinkAbout1996/05/02 - Agenda Packet - Library Board of Trustees LIBRARY BOARD OF TRIJSTEES
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
First Thursday
7:00 p.m.
May 2, 1996
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
Board of Library Trustees Agenda 1
Regular Meeting, May 2, 1996
A. CALL TO ORDER
1. 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 wffi 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: April 4, 1996. 1
The following items do not legally require any public testimony,
although the President may open the meeting for public input.
1. Library status reportL, oral report presented by Robert Karatsu,
Principal Librarian and Renee Tobin, Children's Librarian.
2. Budget report: presented by Deborah Clark, Library Manager. 9
3. Approval of Library Plan of Service for 1996/97: presented by 16
Deborah Clark, Library Manager
4. Update on Automation System: oral report presented by Robert
Karatsu, Principal Librarian.
~ PAGE,
Board of Library Trustees Agenda 2
Regular Meeting, May 2, 1996
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. Report on Status of Current Fund Raising processes
Oral Reports:
Telethon: Presentation by Bill Anthony; support documentation from 24
Boardmember Swistock
Quakes Event: by Boardmember Davies
Bucks for Books Campaign: by Library Manager
Foundation: by Library Manager
2. Appointment of Boardmembers to serve as liaisons for special areas
of library service. Raised by Boardmember Davies, presented by
Library Manager, Deborah Clark.
Literacy
Schools
Business
Young Adults
3. Update on Phase II ~'f Collection Agency: Oral report by Karen
Schneiderwent, Circulation Supervisor. Requested by Boardmember
Muna-Landa.
4. Selection of date and time for the Regular Meeting of July, 1996. 28
5. Report on CLA Legislative Day. Oral report by Boardmember Muna-
Landa and Boardmember Davies.
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.
' , PAGE
_ Board of Library ~Trustees Agend~ 3
·
p Regular Meeting, M~y 2, 1996
F. COMMUNICATIONS FROM THE PUBLIC
This is the time and place for the general public to address the Board of
Library Trustees. State law prohibits the Board from addressing any
issue not previously included on the Agenda.
G. ADJOURNMENT
Consideration by the Board to adjourn to Friday, May 3rd at 4:00 p.m. at the
Rancho Cucamonga Public Library in the Conference Room, located at 7368
Archibald for the purpose of discussing the Library Telethon.
I, Vivian Garcia, Library Administrative Secretary of the City of
Rancho Cucamonga, hereby certify that a true, accurate copy of the
foregoing agenda was posted on Thursday, April 25, 6:00 p.m., 1996,
seventy-two (72) hours prior to the meeting per Government Code 54953
at 10500 Civic Center Drive.
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 2, 1996
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 APRIL 4. 1996
RECOMMENDATION
Approval of the Minutes of the Regular Meeting of the Board of Trustees for April 4, 1996.
BACKGROUND
Minutes taken and compiled by Library Administrative Secretary Vivian Garcia.
MaayeCtfully submitted,
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
Reeular Meetine
A. CALL TO ORDER
The regular meeting o£the Library Board of Trustees was held on Thursday, April 4, 1996, 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 Muna-Landa and Swistock.
Also present were: Robert Karatsu, Principal Librarian and Vivian Garcia, Administrative Secretary.
B. CONSENT CALENDAR
B I. Approval of minutes: March 7, 1996 (Howdyshell and Muna-Landa absent
B2. Approval of Literacy Program Participant Loan Policy.
B3. Approval of Reserve Policy.
MOTION: Moved by Boardmember Swistock, seconded by President Howdyshell. Motion carried
unanimously, 3-0-2 (Davies and Gregory absent) with Howdyshell and Mana-Landa abstaining from
the minutes of March 7, 1996.
C. LIBRARY DIRECTOR'S STAFF REPORTS
C 1. Library status report: oral report presented by Robert Karatsu, Principal Librarian and Renee
Tobin, Children's Librarian.
Robert Karatsu, Principal Librarian, stated that March was busy. The popular books this month were
books about medicine.
Deborah Clark, Library Manager, stated that March was busy for the children's staff. They were
busy planning and preparing the last minute details for the many programs that will be coming up
for National Library Week. Also Linda Janeck, Central School's Library Technician, is one of
children's most falttLful and talented volunteer storyreaders on our Friday sessions. Thank you,
Linda, for all of your time and work!
Library Board Minutes
April 4, 1996 --
Page 2
Deborah Clark, Library Manager, stated that Literacy has nineteen matched teams. Literacy staff
processed and put on the shelf 603 Literacy items in the last couple of months. There have been
thirty-one walk-ins who are potential learners that will be assessed for their reading skill levels.
C2. Budget report: presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, reviewed C1 Schedule A and the RDA account with the Board.
Boardmember Davies arrived.
Boardmember Muna-Landa requested that staffreport on how much RDA money is left over for the
Library project and for the facility account.
C3. Approval of Library Plan of Service for 1996/97 consideration of prioritizing of major goals:
presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, stated that the Board has before them five major goals. The
question to the Board is, do you approve of the goals and do you wish to prioritize them.
Boardmember Davies stated that in reviewing the Goals and in prioritizing them, "I think it might
be helpful for us to havea study session as Boardmembers and-get.together!.and discuss the. goals in
a more open forum, perhaps as a Saturday morning or a Sunday afternoon."
Boardmember Muna-Landa stated that perhaps the Board might pole each other and see if an
agreement can be reached.
The Board discussedthe priorities and agreed to the following:
Goal # 1: Provide Skilled, Efficient and Friendly Services at Every Public Service Desk
Goal #2: Support the Four Service Roles Selected by the Board of Library Trustees
Support Formal Education Programs
Provide Library Services to Community Youth of All Ages
Promote Information Services to the Business Community
Facilitate Self Education for All Residents
Goal #3: Search Out Alternative Approaches to Funding
Goal g4: Initiate State of the Art Service Using New Technology in a Cost Effective
Manner
Library Board Minutes
~ril 4, 1996
Page 3
Goal//5: Plan for Future Growth and Development
MOTION: Moved by Boardmember Swistock to accept the five goals for the Plan of Service,
seconded by President Howdyshell. Motion carried unanimously, 4-0-1 (Gregory absent).
MOTION: Moved by Boardmember Swistock to accept the five goals listed as prioritized by the
Board, seconded by Boardmember Muna-Landa. Motion carried unanimously, 4-0-1 (Gregory
absent).
C4. Approval of Library Budget for 1996/97: presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, reviewed the Budget meeting with the City Manager and Finance
with the Board.
MOTION: Moved by Boardmember Davies, seconded by President Howdyshell. Motion carded
unanimously, 4-0-1 (Gregory absent).
C5. Update on Automation System: oral report presented by Robert Karatsu, Principal Librarian.
Robert Karatsu, Principal Librari ~an, reviewed the problem' staff had with the computer system a
month ago. The end result was a small piece of faulty cable which linked GTE with the City. A
recommendation from staff which was agreed by the staff at city hall, is to move the Library's
computer into the Library. The cost will be approximately $4,000 to move the system.
C6. Report on the Public Library Association Conference, Portland Oregon: oral report by Robert
Karatsu, Principal Librarian.
Robert Karatsu, Principal Librarian, reviewed his trip with the Board.
C7. Update on Literacy Center Funding Request for Community Development Block Grant: by
Gina Gregory, Boardmember.
Deborah Clark, Library Manager, stated that the Library is still being considered for funding of the
Literacy Center.
President Howdyshell asked what is the composition of the tutors. "Are most of them working
professionals, non-working or teachers?"
Deborah Clark, Library Manager, stated that she could only base this on her past experience. Two
thirds are retired and about one third are still in the work force just volunteering their time.
· Library Board Minutes
April 4, 1996
Page 4
C8. Approval of Parking Lot Circulation Plan. Presented by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, reviewed Engineefing's recommendations for the Library's
parking lot on a site map with the Board. There would be no cost, this would be provided by the
Engineering Department.
MOTION: Moved by Boardmember Davies, seconded by President Howdyshell. Motion carried
unanimously, 4-0-1 (Gregory absent).
D. BOARD BUSINESS
D 1. Report on Status of Current Fund Raising processes and Appointment of Boardmembers to
selected committees.
Boardmember Davies stated that she volunteered to contact the Quakes to see about a fundraising
program to be put together with them. "I sent a letter to Patty Geye, Director of Marketing and
Commurdty Relations and she also sits on the Community Foundation Board. I followed up a week
later with a phone call. She is currently overwhelmed with requests for fundraisers. Unfortunately,
I have nothing to report other than we have made contact. They have a written notice from us that
we are interested in working in with them and discussingoppommities for fundraising. With the
season beginning, our chances for this year are not realistic. But, I think with the Community
Foundation that perhaps they will consider us for next year. I will have another report for the Board
next month."
Deborah Clark, Library Manger, stated that staff has seen a modest but, consistent number of checks
for the Bucks for Books Campaign. We have received $1,113. Staff did manage to get the Library
programs and information into every household in the city. Staff recommends that we do it again
next year for National Library Week in April. The Campaign will continue through April.
Robert Karatsu, Principal Librarian, stated that staff is looking at having another Intemet Program
for the Business Friends and also, concentrating on the next newsletter with the Intemet.
Deborah Clark, Library Manger, stated staff needs a couple of Boardmembers to spend some time
working on the Foundation and selecting the potential members on the Foundation. The City
Council_appointed Rex Gutierrez and Paul Biane to serve on the Foundation Selection Committee
along with two members of the Board of Trustees. Also, to have them review the Bylaws.
President Howdyshell asked for volunteers.
Library Board Minutes
-April 4, 1996
Page 5
Boardmember Swistock stated he would volunteer. He also stated that the Telethon would involve
all Boardmembers to work if the Board approves the fundraiser.
President Howdyshell stated he would volunteer to serve on the Foundation Committee.
Boardmember Muna-Landa volunteered to be on the Donor Wall.
Deborah Clark, Library Manger, stated that the first item on the coInmittee for the Donor Wall
business is to establish a budget.
Boardmember Davies also volunteered to be on the committee for the Donor Wall.
Boardmember Swistock stated he will be coming to the Board next month with an agenda item
asking the Board if they want to decide whether or not if the Board wants to proceed with the
Telethon. "Whenever, the Fundraising Task Force met, we had in our minds we wanted to be able
to raise $50,000. The only item we could come up with that would raise that type of money would
be a telethon. Marks Cablevision has agreed to participate. The telephone and the video services
are taken care of. So if this proceeds, it will be six months from May. Bill Anthony who owns the
Daily Planet, publishes the Inland Empire Business Journal and also does the local TV new station,
would be the one I would recommend as the producer. He has come up with the strategy and plan
that at least on paper would clear $50,000 for the Library. The key to his plan is that there is broad
and deep community support for the telethon. We also need to get the PTA's and the City involved.
If the Board would like, I will ask him to appear next month before the Board. What we need to do
very quickly, is to decide if we want to do the telethon this year or not."
President Howdyshell asked if Bill Anthony could make a presentation and let the Board know what
we need to do and when, so we will know what we are committing to at that time.
D2. Consideration of Request to Council for Joint Meeting: presented by Boardmember
Swistock.
Boardmember Swistock stated, "that we met with City Council last February or March in a special
session and discussed items of mutual interest. My thought is that it would appropriate to do that
again. Two of the items I have would like to discuss with them, the parking and status of the RDA
funding."
President Howdyshell stated he supported it.
Deborah Clark, Library Manager, stated she would make the request.
Library Board Minutes
April 4, 1996
Page 6
D3. Report on CALTAC Meeting: oral report by Boardmembers Gregory and Davies.
Boardmember Davies and Deborah Clark, Library Manager, gave an oral report on the CALTAC
meeting.
D4. Opportunity to participate in CLA's Legislative Day, April 30th in Sacramento: President
Howdyshell to conduct.
President Howdyshell read information on CLA Legislative Day.
Deborah Clark, Library Manager, asked if there are two Boardmembers who would like to attend
and have the experience of lobbying.
Boardmember Muna-Landa stated she would be interested in attending.
Boardmember Davies stated she would be interested in going.
President Howdyshell asked staff to contact Boardmember Gregory to see if she would like to attend
and draw lots to see who will attend.
President Howdyshell stated he is also interested in attending.
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
E 1. Boardmember Davies stated that in preparing a letter to the Superintendents from the Board
and having the President sign the letter, she felt there might be confusion when she goes to speak
at each of the school district meetings. Who is Rebecca, where does she relate? Who is Robert
Howdyshell, how does he relate? After discussion with staff, a suggestion was made to have liaison
titles that will assist.
Deborah Clark, Library Manager, agreed to place on the next agenda.
F. COMMUNICATIONS FROM TItE PUBLIC
Robert Karatsu, Principal Librarian, invited the Board to the Interact Class on Friday, April 26.
Library Board Minutes
April 4, 1996
Page 7
Robert Karatsu, Principal Librarian, read a letter from Paul Williams and presented a check for
$10,000 to Deborah Clark, Library Manager.
~OURNMENT
MOTION: Moved by Boardmember Swistock, seconded by President Howdyshell to adjourn to
May 2, 1996 at 7:00 p.m. Motion carried unanimously, 4-0-1 (Gregory absent). The meeting
adjourned at 8:22 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
8
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 2, 1996
TO: Presidem and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: BUDGET REPORT FOR APRIL
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A*, titled Revenue Report April 1996 attached for your review.
Schedule B, titled "Balance Sheet July through April FY 1995/96" will be available at the Board
Meeting.
Schedule C*, titled "Library Expenditures 1995/96" i~ an accounting of all funds expended so far
this fiscal year, showing 73% of library funds expended or encumbered at 83% into the fiscal
year. Also included are the expenditure figures for Literacy and Redevelopment Agency funds.
ectfully submitted,
* Updated through April 25, 1996
9
S CH,EDU L'£ A
REVENUE REPORT FINES MEDIA LIBRARY REF DONA- SALES
April 1996 & FEES RENTALS SALES SERV. TIONS TAX
A Pril _1 $287.88 $132.50 $2.00 $0.00 $10,000.00 $10.41
pril 2 $434.40 $134.16 $0.00 $0.00 $86.00 $10.34
pril 3 $381.23 $132.32 $0.00 $0.00 $5.00 $10.18
April 4 $235.75 $128.84 $0.00 $0.00 $0.00 $9.91
April 5 $195.64 $127.43 $0.00 $0.00 $0.00 $9.82
April 6 $316.69 $138.78 $0.00 $6,00 $0.00 $10.72
CLOSED FOR EASTER
April 8 $421.22 $117.61 $0.00 $72.00 $0.00 $9.14
April 9 $483.17 $147.59 $0.00 $0,00 $0.00 $11.41
April 10 $521.15 $153.18 $0.00 $0.00 $195.00 $11.82
Apdl 11 $341.25 $112.77 $0.00 $0.00 $0.00 $8.73
April 12 $169.23 $97.30 $0.00 $0,00 $0,00 $7.47
April 13 & 14 $389.32 $192.34 $0.00 $1.86 $0.00 $15.05
$0.00 $0.00 $0.00 $0.00 $0,00 $0.00
April 15 $458,86 $116.00 $0.00 $0.00 $0.00 $9.00
April 16 $475.72 $148.55 $0.00 $35,00 $55.00 $11.45
April 17 $367.80 $170.54 $0.00 $0.00 $0,00 $13.21
April 18 $351.95 $132.97 $2.78 $0.00 $164.50 $10.50
April 19 $213.15 $134.15 $0.00 $2.00 $0.00 $10.35
April 20 & 21 $472,55 $230.93 $2.78 $80.00 $186.00 $18.04
$0.00 $0,00 $0.00 $0.00 $0.00 $0.00
April 22 $333.60 $146.64 $0,00 $7.00 $108.00 $11.36
April 23 $438.26 $127.01 $0.00 $0.00 $0.00 $9.74
April 24 $428.55 $164.33 $0.00 $15.00 $130.00 $12.67
~APril 25 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
pril 26 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
April 27 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
April 28 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
April 29 $0.00 $0.00 $0.00 $0.00 -$0.00 $0.00
April 30 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
TOTALS: $7,717.37 $2,985.94 $7.56 $218.86 $10,929.50 $231.32
MARCH TOTALS $7,558.91 $3,638.83 $55.04 $0.00 $0.00 $285.26
% CHANGE 2% -18% -86%
TOTAL INCOME: $22,090.55
TOTAL LIBRARY INCOME $21,859.23
95~96 Proj:
Daily Average Fines $331.31 $253.91
Daily Average Media $128.26 $150.51
Daily Average Sales $0.34 $3.09
Daily Average APS $25.22 $16.13
DAILY TOTALS $485.13 $423.64
GAIN/LOSS ON PRO J: $1,906
ERSONNEL EXPENSES
art time Salades $14,819 $13,764
AIN/LOSS ON PRO J: ($1,055)
BALANCE $851.08
[0
I.IBRARYE~'X'~ENDITURES JUL AUG SEP OCT NOV DEC FEB MAR APR TOTALS SPENT PER FUNDS %
1995/96 CATEGORY REMAINING SPENT YEAR
PERSONNEL 83',~
1100 REGULAR SALARIES $367.310 $27.073 $27.023 $27.350 $40.619 $27.363 $27.363 $28.350 $27.363 $29.967 $13.802 $276.273 $276.273 $91.037 75%
1200 OVERT]ME SALARIES $1.000 $0 $1.000 0%
1300 PART TIME SALARIES $182.510 $14.690 $12.725 $12.719 $20.076 $12.236 $13.598 $11.532 $14.484 $14.145 $14.819 $141.024 $141.024 $41.486 17%
t900 FRINGE BENEFITS $148.320 $12.193 $12.193 $12.193 $12.193 $12.193 $12.193 $12.193 $12.193 $12.193 $12.193 $121.931 $121.931 $24.389 83%
TOTAL PERSONNEl. $697,140 $53,956 $5t,941 $52,263 $72,888 $51,792 $83,154 $52,075 $54,040 $56,304 $40,814 $539.228 $539,228 $157,9'12 77%
OPERATIONS
3t00 TRAVEL & MEETINGS $2,500 $1,506 $994 60%
Co~ference$ $52 $20 $209 $281
Co,win workshops $8 $6 $t4
Karatsu-workshops $571 $154 $89 $815
Meeting Supplies $69 $69
Clark-meetings $6 $29 $285 $321
Hood $8 $6
3300 MILEAGE $3,800 $2,644 $1,157 70%
Auto Allowance $3.000 $250 $250 $250 $250 $250 $250 $250 $250 $250 $2.250 $2.250 $750 75%
Reimbursement $800 $0 $394 $407 49%
Garc~a $6 $22 $29 $25 $29 $20 $44 $26 $24 $224
Pages $4 $18 $22
Hood $66 $66 ·
Convin $34 $34
Woodcock $30 $18 $48
3900 MAINTENANCE/OPER $153,300 $t25,6~3 $27,687 82%
printing/Postage $6.000 $1.953 $4.047 33%
Printing $1.197 $533 $125 $63 $1.919
Postage $6 $6 $19 $3 $34
Patron Bar c~les $0
Book bar codes $0
$0
Computer supplies $195 $50 $245
Stationary $139 $5 $144
Flags $158 $158
Federal Express $19 $13 $16 S44
Board Supplies $66 $24 $78 $188
Xerox supplies $94 $94
Special program Supplies $11.000 $8,612 $2,388 78%
Children's Supples - Friends $89 $263 $38 $302 $210 $134 $1.319 $8 $1,694 $7 $4,063
Children's Programs - Frfends $50 $225 $275
Software $750 $36 $8 $794
Sumrner Reading Program (FR) $1.393 $267 $13 $667 $172 $2,812
Literacy Projects $64 $64
Volunteer Supplies $41 $386 $153 $9 $599
Business Fdends $32 $32
Reference On-ll~e $75 $0 $194 $15 $284
Advertising/Pror~ofion s $172 ($172) ERR
National Library Week - Friends $50 $28 $75 $4 $15 $172
Books~atorials $114,300 $93,509 $20,791 82%
Bookstore rash $915 $837 $487 $108 $219 $41 $1,030 $1,000 $922 $92 $5,651
Childre~s Books $1,302 $5,791 $2,560 $5,692 $3,665 $4,578 $2,788 $2,297 $121 $28,794
Aduit Books $7,498 $2,865 $138 $2,931 $3,671 $10,086 $3,547 $3,671 $3.998 $38,203
McNaughton Books - Fdends $10,066 $6.327 $16,392
Large Print Books - Fdends $1.799 $1,799
BOOks on Tape - Friends $500 $200 $27 $727 /
video $500 $32 $1,062 $98 $60 $22 $36 $1,809
Literacy $133 $133
Magezi~s/Publicafions $3,000 $37 $14 $113 $2,022 $126 $0 $22 $199 $25 $39 $2~596 $2~596 $404 87%
Training $500 $0 $0 $500 0%
Bindery $500 $500 $500 $500 $0 100%
Collectio~ Agency $2,900 $1,998 $1,968 $1,998 $2 100%
3912 MAINTENANCE DEPT $11,830 $2,846 $8,984 24%
Janitorial Supplies $4.260 $535 $296 $107 $1~'~ $273 $500 $1,877 $1,877 $2,383 44%
Facility Maintenance supplies $5,630 $27 $0 $7~ $36 $33 $173 $173 $5,457 3%
Mountain View Glass $0 $760 $760 $760 ($760)
Graffiti Removal Supplies $200 $0 $0 $200 0%
Landscape Maint. supplies $1.300 $0 $0 $1,300 0%
~Nater/Fire Se~vrce $440 $36 $36 $36 $404 8%
39~6 DUES $2,100 $1,814 $286 86%
American Ltbra~ Assoc. $450 $170 $180 $350 $350 $100 75%
Calitomia Libm~/Asscc. $150 $75 $35 $75 $185 $185 ($35) 123%
Intar~ Library system $1,500 $1.279 $1,279 $1,279 $221 85%
CLASS $100 ~ $0 $0 $100 0%
3960 GENERAL LIABILITY $3,880 $3,880 $3,880 $3,880 $0 100%
6028 CONTRACT SERVICES $68,500 $34,893 $23,607 60%
Offic Equil:~Malntenance $3,500 $2,844 $90 $148 $3,082 $3,082 $418 88%
Book Processing & T.S. $19,000 $1,971 $926 $220 $1,896 $1,864 $1,106 $972 $1,405 $10,362 $10,362 $8,638 55%
Technology Maintenarlce $7,000 $0 $0 $7,009 0%
OCLC $0 $251 $843 $1,093 $1.093 ($1,093) ERR
$29,000 $17,175 $2,852 $323 $7 $20,356 $20,356 $8.644 70%
6032 CONTRACT SERVICES $78,690 $35,610 $43,080 45%
Janitorial Se~lces $37.400 $6.120 $2.782 $6.120 $0 $3.987 $19.009 $19.009 $18.391 51%
Security Service $3.360 $2.040 $60 $60 $60 $60 $60 $69 $60 $2.460 $2.460 $900 73%
Elevator Se~lce $6.160 $250 $177 $125 $125 $125 $125 $125 $1.052 $1.052 $5.108 17%
HVAC $14.410 $1.188 $438 $3.325 $1.751 $197 $6.897 $6.897 $7.513 48%
Eles~rical $6.160 $0 $6.160 0%
Wall paper/ceiling files $0 $564 $564 $564 ($564)
Instarl doorbell $0 $223 $223 $223
V~ndow Ix~ardu p-repair $0 $129 $190 $319 $319 ($319)
Plum01ng $450 $6 $6 $450 0%
Pest Control $670 $75 $75 $152 $75 $158 $75 $75 $75 $760 $760 ($90) 113%
Fire/Life Safety $670 $0 $6 $670 0%
Structural/Roof $2,910 $0 $0 $2,9~0 0%
Exterior Grounds Maint. $6.500 $413 $413 $413 $413 $413 $413 $453 $434 $961 $4.326 $4.326 $2.174 67%
7047 HARDWARE $4,250 $0 $4,250 0%
IA~ingart grant purchase $0 $0 $0
8019 TELEPHONE $15,000 $10,142 $4,858 98%
989-2036 (Tea,.irc) $0 $0 $0 $0
LITERAC~"EXPENDITURES OCT NOV DEC JAN FEB APR TOTALS SPENT PER FUNDS % % OF
1995~96 CATEGORY REMAINING SPENT YEAR
PERSONNEL 78%
1100 REGULAR SALARIES $16,932 $771 $1,452 $777 $2,223 $2,223 $14,709 13%
1900 FRINGE BENEFITS $6,000 $293 $552 $295 $845 $845 $5,155 14%
TOTAL PERSONNEL $22,932 $0 $0 $0 $0 $1,063 $2,004 $1,072 $3,067 $3,067 $`19,865 `13%
OPERATIONS
3100 TRAVEL & MEETINGS $550 $0 $140 $0 $14' ' $79 $99 $332 $332 $2'18 60%
3300 MILEAGE $200 $73 $73 $73 $`127 36%
3900 MAINTENANCEIOPER $7,150 $5,463 $1,687 76%
Printing/Postage $1,500 $0 $3`1 $1,469 2%
Printing $0
Postage $16 $16
Office Supplies $2,025 $500 $104 $529 $600 $65 $1,733 $1,733 $292 86%
Library Materials $2,500 $2,299 $2,299 $2,299
Instructional Materials $1,125 $1,416 $1,416 $`1,416
Library Admin. Overhead $7,670 $7,670 $7,670 $7,670 $0 100%
6028 CONTRACT SERVICES $34,8`18 $24,462 $`10,356 70%
Literacy Coordinator $31,068 $3,452 $3,452 $3,452 $3,452 $3,452 $3,452 $3,452 $20,712 $20,712 $10,356 67%
Tutor Training $3,750 $3,750 $3,750 $3,750 $0 100%
Telephone Contract $153
8019 TELEPHONE $0 $0 $0 $0 ERR
7044 CAPITAL OUTLAYIEQU $7,050 $5,000 $5,000 $5,000 $2,050 7t%
7047 COMPUTER EQUIPME $4,000 $4,000 $4,000 $4,000 100%
TOTAL LITERACY BUDGET $84,370 $'15,445 $12,307 $3,452 $7,570 $6,202 $8,`159 $5,662 $53,135 $53,135 $3`1,235 63%
REDEVEgMENT EXPENDITURES
FY t995/96 TOTALS FUNDS % % OF
July Aug Sep Oct Nov Dec Jan Feb Mar Apr SPENT REMAINING SPENT YEAR
83%
Materials $150,000 $136,953 $t3,047 91%
Books $50 $258 $12,651 $2,491 $1,869 $7,298 $706 $1,687 $1,236 $2,713
B&T Books (retro) $33,246 $11 $15,717 $27,116 $436
B&T Cataloging (retro) $4
Magazines $225 $513 $1,978 $33 $199 $199
CD Rom Netwon~ Software $3,013 $2,748 $646 $1,328
Videos $4,571 $821 $191 $22 $1,000
B&T Videos (retro) $211 $106
CD's $1,595 $264 $209 $200
B&T CD's (tetra) $39,168
Play collection $3,179
Tax not deducted $44,360
Ropes/Table $1,210
Square frames $1,087
Chair $161
Board $375
Cassette cases $2,017 $983
Organizer floor stand $356 $761
Tape O~anizer $320
Cataloging Supplies $835
Trash RecoptacJe $1,060
Video Rack $353
CD Tape Player $129
Shelves $887
Mirrors $478
TYpe Stand/Shelving table ,; $291
Refunds
B&T ($31,990)($55,651) ($975) ($4)
SubTotal $23,662 ($16,913)$19.925 $5,025 $3,832 $23;015 $28,023 $43,184 $3,527 $3,673 $133,280
Furnishings/misc. $40.000 ::' $35,058 $4,942 88%
CD Rom Lan $9,015
Gressco racAs ~ .: $2,470
Telecirc $18,921
Epeon receipt printer $615 - ::
Kwik case Video $1,250 .,
Librar/Furniture :. $1,664
Demco file cabinets (CR) $681
Highemith files ;' $612
Vk:leo drop i $2,300
SubTotal $6 $27,937 $0 $615 $1,250 ' $0 $1,664 $3,592 $2,470 $37,527
TOTALS $190,000 $23,662 $11,024 $19,925 $5,640 $5,082 $23;015 $29,687 $46,776 $5,997 $3,673 $170,807 $19,193
CITY OF RANCHO CUCAIVIONGA
STAFF REPORT
DATE: May 2, 1996
TO: President and Members of the Library Board of Trustees '
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL OF LIBRARY PLAN OF SERVICE FOR 1996/97
RECOMMENDATION:
The attached Library Plan of Service for 1996/97 is ready for approval.
BACKGROUND:
The attached plan of service reflects the goals and direction to be established for the Rancho
Cucamonga Public Library for fiscal year 1996/97.
The plan currently reflects the roles originally selected by the Rancho Cucamonga Public Library
Board of Trustees and the spirit of emrepreneurism that has been predominant throughout the
opening and first year operation of the library.
This is the oppommity for the Library Board to evaluate the proposed components of service, to
indicate to staff any additional program(s) that the Board would like to see established or
alteration of any current emphasis in service.
Critical in this process is the limitation imposed on the Board and staffby finances and the
understanding that any proposed service enhancement must be balanced by a reduction of current
services offered or the discovery of a new revenue source'to support the new service.
FISCAL IMPACT:
The attached Plan of Service and Goals reflect the funding levels as proposed in the Library
Budget for 1996/97.
(~pect fully submitted,
Library Managek,,~}
16
RANCHO CUCAMONGA PUBLIC LIBRARY
PLAN OF SERVICE 1996/97
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.
IN PRIORITY ORDER, THE FIVE MAJOR GOALS FOR THE RANCHO
CUCAMONGA PUBLIC LIBRARY IN 1996/97 ARE:
GOAL 1: PROVIDE SKILLED, EFFICIENT AND FRIENDLY SERVICES AT
EVERY PUBLIC SERVICE DESK
GOAL 2: SUPPORT THE FOUR SERVICE ROLES SELECTED BY THE BOARD
OF LIBRARY TRUSTEES:
Support Formal Education Programs
Provide Library Services to Community Youth of All Ages
Promote Information Services to the Business Community
Facilitate Self Education for All Residents
GOAL 3: SEARCH OUT ALTERNATIVE AND ENTREPRENEURIAL
APPROACHES TO FUNDING '. ~ ..-
GOAL 4: INITIATE STATE OF THE ART SERVICE USING NEW TECHNOLOGY
IN A COST EFFECTIVE MANNER
GOAL 5: PLAN FOR FUTURE GROWTH AND DEVELOPMENT
17
GOAL 1: PROVIDE SKILLED, EFFICIENT AND FRIENDLY SERVICES AT
EVERY PUBLIC SERVICE DESK
Objective 1: Increase the ratio of "staff'* to public
Action: Reconfigure staffing for maximum coverage during open hours
By Whom: Library Division Heads By: January, 1997
Action: Redesign the volunteer handbooks to include new job descriptions
and training requirements/opportunities
By Whom: Volunteer Staff By October, 1996
Action: Increase the effectiveness of volunteers by recruiting for
specialized positions
By Whom: Volunteer Coordinator By: August, 1996
Objective 2: Increase staff training
Action: Assess staff needs through a training survey to full and part time
employees
By Whom: Administration By: July, 1996
Action: Schedule training to address staff' s stated needs--group and
individual, looking at in-house or outside training opportunities.
By Whom: Administration By: September~ 1996
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
GOAL 2: SUPPORT THE FOUR SERVICE ROLES SELECTED BY THE BOARD
OF LIBRARY TRUSTEES:
Support Formal Education Programs
Objective 1: Increase cooperation with schools and teachers
Action: Provide 1 workshop/opportunity to connect with school library
support staff by a kick-off function hosted at Rancho Cucamonga
Public Library.
By Whom: Children's/Reference Staff By: October, 1996
Action: Provide a minimum of 1 school visit per month by library staff
18
By Whom: Children's/Reference Staff By: Annually
Action: Provide class visits for a minimum of 8 classes per month
By Whom: Children's/Reference Staff By: Annually
Objective 2: Offer off site opportunities to expand library use
Action: Explore possibilities of linkages between schools and the library
through Internet.
By Whom: Principal Librarian By: January, 1997
Objective 3: Provide materials support for school curriculum
Action: Purchase heavily of primary and secondary resources to support
school curriculum
By Whom: Selectors By: Annually
Provide Library Services to Community Youth of All Ages
Objective 4: Provide programming for families, including programs with
multi-ethnic appeal
Action: Plan and present a minimum of 6 programs/displays, including:
Black History Program: February
: ;~ : National Library~Week:; '- -April
Cinco de Mayo: May
By Whom: Programming Committee By: Annually
Objective 5: Provide consistent youth programming of interest to a variety of ages
Action: Provide weekly preschool story times
By Whom: Children's Services By: Annually
Action: Provide weekly After school story times for school aged children
By Whom: Children's Services By: Annually
Action: Provide annual Summer Reading Program for all ages, including
ReM-To-Me and Teens
By Whom: Children's Services By: Annually
19
Action: Conduct quarterly special events programs
By Whom: Children's Services '-- By: Annually
Action: Solicit sponsorship of key children's programs by local businesses.
By Whom: Administration By: December, 1996
Promote Information Services to the Business Community
Objective 6: Increase membership & involvement of Business Friends
Action: Host annual meeting of members to solicit possible
future purchases or services desired by business
By Whom: Reference Services By: Annually
Action: Submit a monthly article to the Chamber of Conunerce Bulletin
By Whom: Reference Services By: Annually
Action: Host a minimum of two workshops designed to assist business
people in the use of library business technology
By Whom: Reference Services By: Annually
Action: Perform a minimum of two speaking engagements focussing on
library services to the business community
By Whom: Reference Services By: Annually
Facilitate Self Education for All Residents
Objective 7: Continue to provide adult literacy services
Action: If grant ftmding is continued, serve a minimum of 70 adult learners
By Whom: Literacy Staff By: June, 1997
Action: If grant funding is continued, train a minimum of 50 volunteer
tutors
By Whom: Literacy Staff By: June, 1997
Action: If CDBG funding is awarded, award bid and monitor contract to
complete construction of tutoring center on the 2nd floor.
By Whom: Administration By: January, 1997
Action: Apply for a minimum of two grants
By Whom: Literacy Coordinator By: Annually
Action: Perform a minimum of four speaking engagements focussing on
literacy services
2O
By Whom: Literacy Coordinator By: Annually
Action: Seek corporate sponsorships in the amount of $7,500
By Whom: Literacy Coordinator By: June, 1997
Action: Offer six Tutor Training Workshops to train volunteers
By Whom: Literacy Staff By: June, 1997
Action: Provide monthly "Life Skills" workshops for adult learners
By Whom: Literacy Coordinator By: Annually
Action: Provide a minimum of two in-service workshops for volunteer
tutors
By Whom: Literacy Staff By: June, 1997
Action: Conduct an annual Literacy Celebration in conjunction with
National Literacy Week
By Whom: Literacy Staff By: October, 1996
GOAL 3: SEARCH OUT ALTERNATIVE AND ENTREPRENEURIAL
APPROACHES TO FUNDING
Objective 1: Increase the funding base of library services through grants/fees & fines
Action: Apply for a minimum of four grants
By Whom: Administration By: Annually
Action: Provide fee-based programs that will generate income: ie., Internet
By Whom: Reference Staff By: April, 1997
Action: Reassess fines and fees each year for currency
By Whom: Administration/Library Board By: October, 1996
Action: Investigate libraries currently using a developer fee to fired new
buildings and other entrepreneurial approaches to new facility
funding
By Whom: Administration By: October, 1996
Objective 2: Develop and Market the Library Foundation
Action: Develop a Fundraising Master Plan for the Foundation
By Whom: Administration By: September 30, 1996
Action: Develop brochure and marketing tools for the Foundation
By Whom: Administration By December, 1996
Action: Work with Foundation Board to develop a database of prospective
donors
By Whom: Administration By: December, 1996
Action: Develop planned giving program for the Foundation
By Whom: Administration/Foundation Board By: April, 1997
Action: Maintain a strong public relations program through pro-active
publicity
By Whom: Publicity Committee By: Annually
Objective 3: Promote two annual fundraising events for the Library
Action: Produce and Telecast the Library's first Telethon
By Whom: Staff, Board, Foundation, Friends By: November 17, 1996
Action: Use National Library Week to conduct annual "Bucks for Books"
Campaign
By Whom: Administration By: April 1, 1997
Objective 4: Assist in Celebrating City of Rancho Cucamonga's 20th Anniversary
Action: Plan for Treasure Hunt historical portion of 20th Anniversary
celebration, tying to fundraising events, historical information and
publicity for library programs and needs.
By Whom: Admin./Boards/Friends/Hist. Soc. By: June, 1997
GOAL 4: INITIATE STATE OF THE ART SERVICE USING NEW TECHNOLOGY
IN A COST EFFECTIVE MANNER
Objective 1: Provide Internet Access to Library Patrons on Site
Action: Establish fee-based terminals allowing access to Internet
By Whom: Reference & Technology Staff By: September, 1996
Objective 2: Provide convenient access to information services off site
Action: Establish fee based dial-up access for Internet
By Whom: City and Principal Librarian By: December, 1996
Objective 3: Continue to investigate offering state of the art services on a cost
recovery basis
Action: Should staff funding or volunteer staffing appear feasible,
investigate private partnership to open a Technology Center on the
2nd floor.
By Whom: Administration By: Spring, '97
Objective 4: Investigate new ways to provide "old" services
Action: Explore new technologies to provide the most effective method of
obtaining on-line magazine services.
By Whom: Principal Librarian By: Spring, '97
GOAL 5: PLAN FOR FUTURE GROWTH AND DEVELOPMENT
Objective 1: Continue planning process
Action: Based on information gathered by Pre-Planning Committee,
develop long range plan to update Master Plan for Library
Services.
By Whom: Administration/Library Board By: December, 1996
mmunitywid planni g/ ' "' "' '
Action: Hold a minimum of one co e n vision
workshop
By Whom: Administration/Library Board By: December, 1996
Objective 2: Work with City Council for Long Range Vision of Services
Action: Meet annually to discuss direction/visions
By Whom: Requested by Library Board By: Spring, 1997
Action: Involve City Council, if willing, in Planning Process
By Whom: Requested by Library Board By: Spring, 1997
~3
R A N C H O C U C A M O N G A ~'
P.U B L I C L I BRARY
To: Library' Board of Trustees
From: Ede S~4stock
Date: 25 April 1996
Subject: Fund Raising Task Force / Telethon
At our next board meeting I would like to discuss the Library"s fund raising
possibilities; specifically, the proposed telethon.
A task force was created late last year to explore possibilities for fund raising.
Laura Muna-Landa and I represented the Board. Debbie Clark and Robert Karatsu
represented staff. Paul and Diane Williams represented The Friends. And John
Mannerino represented the Community Foundation. The task force has several ideas
for fund raising. It has become clear to the task force members that to proceed, each
individual project now needs additional resources involved to make sure they are
successful. Specifically, all of us as Board Members need to be involved in the one
or more of the fund raising projects to insure their success.
The largest project, both in resource commitment, and potential for revenue, is a
telethon. The task force has explored possibilities, and have set November 1996 as a
time frame for the first telethon. Beforelw~proceed any~further, I feel it is important
that the Board officially approve having' a ~leth°n. I alsb feell ~iue to the amount of
work required, that each' Board Member is involved hl some aspect of planning for
the telethon. This project will also require stafftime. I want to make sure you all
realize this.
Attached is a sheet demonstrating the profit potential of a telethon. This concept
was developed by Bill Anthony, who publishes the Inland Valley Business Journal.
He also produces a local television show highlighting the Inland Empire. He has
been asked to attend our next board meeting to elaborate on the telethon concept.
I wanted to provide some advance information to you, so we can discuss in detail
our feelings about fund raising projects in general, and the telethon in particular.
Sincerely,
7368 Archibald Avenue · Rancho Cucamonga, CA 91780 * (909) 9Zl8-.9~00 · Fax (909) 989-896
The "Three Ring" Library TelethOn Plan
~0 hou~ :'
ENTERTAINMENT Amateur and Professional DECIDE THE WINNER LIVE AUCTION
Houdy~Pr~_fi_t Potzn~ad ~25 3500 $400
D~t~ls * Each amatcm aaa b6ngs $50.00 guarnat¢¢d pledge * P¢opl* ~:all to vote * 250 Vsiu~ itens
· Anmtcva ac! Uct 3.5 smnutgs * Each vote costs $5.00 * Chases, ditmets cts..
· 12 Amateur acts pgz bom (,~) * 100 votes pet bom * Averat¢ bid mice $50.00
· Each in'ofessional act biings $150 Stau~tced pledge
~ * Professional act sets 5 smnutcs
· 1.5 Professional ac~s o4 ho~[ ~YO,25)
CITY OF RANCHO CUCAIVIONGA
STAFF REPORT
DATE: May 2, 1996
TO: President and Members of the Librkry Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPOINTMENT OF BOARD MEMBERS TO SERVE AS LIAISONS TO
SPECIFIC SERVICE AREAS
RECOMMENDATION:
That the Library Board of Trustees appoint a one member to serve as liaison to specific library
service areas/clients and that presently those be defined as:
School Services
Work with the School Districts, promote special communications or events, support
School/Library partnerships at Council or other civic meetings, be prepared to speak on
Library activities and services to the schools.
Business Services
Work with local businesses and the Chamber of Commerce, promote special fundraisers
connected to business, advise on key areas of additional services to business, be prepared
to speak on Library activities and services to the business community.
L~iteracy Services
Work with Literacy Staff from Rancho Cucamonga and Upland Public Library to provide
and improve literacy services, represent the Rancho Cucamonga Public Library on the
Literacy Coalition that will be formed in the next few months, assist in identifying grant
opportunities for literacy, support literacy projects at Council or other civic meetings, be
prepared to speak on Literacy activities and services.
Young Adult Services
Work with Young Adult staffto plan and promote Young Adult programs, advise on key
areas of additional services to young adults, assist in identifying grant opportunities for
young adult services, be prepared to speak on young adult activities and services. (The
State Library appears to be considering Young Adult services as an area of grant interest
in the year or years ahead.)
26
BACKGROUND:
These special areas of service reflect the four major roles selected by the Library Board in the
Plan of Service for 1995/96. While all Board members will be involved in each of these areas in
their role of policy makers, the assignment of particular service areas to each Board member will
facilitate assignment of special duties (meetings to attend, special projects to advise, etc.)
The staff is in favor of this proposal, viewing it as a way to more fully involve Board members in
the many facets of library operations.
ectfully submitted,
Deborah Kaye C~i~k ]
Library Manager ~
CITY OF RANC~IO CUCAMONGA
STAFF REPORT
DATE: May 2, 1996
TO: President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: SELECTION OF DATE AND TIME FOR THE REGULAR MEETING OF
JULY. 1996
RECOMMENDATION:
That the Library Board of Trustees review their calendars and select a date for the Regular
Meeting of the Library Board for July, 1996.
BACKGROUND:
The Regular Meeting date of the Library Board of Trustees, established by By-Laws, is the first
Thursday of the month. In July, the first Thursday falls on the Fourth of July, an official city
holiday, and is not available for a meeting. The Library Board has the following options:
1) Select an alternate date and time from those listed below:
Monday, July 1st or 8th
Tuesday July 2nd or 9th
Thursday July 1 lth
(Motion: Adjourn June meeting to the selected July date)
2) Cancel the July meeting
(Motion: Adjourn to Regular Meeting of August lst)
3) Cancel the July and August Regular Meeting dates and select a date later in July to
cover business over both months
Monday, July 22nd or 29th
Tuesday, July 23rd or 30th
Thursday, July 25th
(Motion: Cancel the Regular Meetings of July and August; adjourn to selected date in
July)
~lly submitted,
Deborah Kaye Clarl/k] --
Library Manager
28
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