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HomeMy WebLinkAbout2003/02/13 - Agenda Packet - Library Board of Trustees DECLARATION OF POSTING OF AGENDA ¥IVIAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Librar~ of Rancho Cucamonga. Acting in that capacity, on ~--~ ~ , at ~ , I posted a true and correct copy of the meeting agenda dated y~, /~ 2003 at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on ~q~-O~ , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga ¥ivian Garcia, Administrative Secretary City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Thursday 6:30 p.m. February 13, 2003 Council Chambers City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Diane .Williams, Mayor Pro Tem Rex Gutierrez, Councilmember Robert J. Howdyshell, Councilmember Donald J. Kurth, M.D., Councilmember Boardmembers Ravenel Wimberly, President Dobbin Lo, President Pro Tem Donna Bradshaw, Boardmember Joyce Womack, Boardmember  Rancho Cucamonga Public Library Page 1 Board of Library Trustees Agenda Regular Meeting, February 13, 2003 A. CALL TO ORDER 1) Roll Call: Wimberly , Bradshaw Lo , and Womack 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: January 9, 2003. 2) Approval of Spoken Word Loan Policy. 6 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 Stams report: report presented by staff. 2) Budget Report: report presented by Deborah Clark, Library Director. 15 3) Victoria Gardens Library: update on the progress of the project. Oral report by Deborah Clark, Library Director. 4) Housecalls Report: update by Housecalls coordinator Karye Hood. Oral report. D. BOARD BUSINESS The following items hav~ 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) LibraryBoardofTmsteeVacancy: oral report by Deborah Clark, Library Director. 2) Young Adult Liaisons: oral report by new members. 3) Interact Access Fees: follow-up on the current policy of charging for Interact Access. Oral report by Robert Karatsu, Library Services Manager. 4) Library Foundation Board Report: Update from Library Foundation liaison Donna Bradshaw. 5) Meeting place for Library Board meeting in March. Update by Library Secretary, Vivian Garcia.  Rancho Cucamonga Public Library Page 2 Board of Library Trustees Agenda Regular Meeting, February 13, 2003 E. IDENTIFICATION OF ITEMS FORNEXT MEETING This is the time for the Board of Library Trustees to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Board of Library Trustees. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, ¥ivian 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, February 6, 2003, 6:00 pm, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. T H E 0 I T Y 0 F l~A N CliO C U CA M 0 N GA StaffRepor DATE: February 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the January 9, 2003, meeting. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular meeting of the Library Board of Trustees listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Library Director 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 January 9, 2003, in the Council Chambers of the City of Rancho Cucamonga, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:33 p.m. by President Wimberly. Present were Boardmembers Bradshaw, Lo and Womack. Also present were: Robert Karatsu, Library Services Manager, Renee Tobin, Senior Librarian, Michelle Perera, Reference Services Coordinator, Jason Daly, Outreach Coordinator/Bookmobile and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR BI. Approval of Minutes: December 12, 2002. MOTION: Moved by Boardmember Lo to approve the minutes, seconded by Boardmember Womack. Motion carried, 4-0. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library Status report: oral report presented by staff. Robert Karatsu, Library Services Manager, presented an oral report to the Library Board on the status of the Library during the month of December. He stated that the Housecalls report from staff would be delayed until next month. Renee Tobin, Senior Librarian, gave an oral report on the children's department. Michelle Perera, References Services Coordinator, stated that December was a quiet month. Staff was busy answering questions for 24/7. She stated this was a learning experience for staff with training being back during the summer. Tax Forms would be available for the public later this month. C2. Budget Report: report presented by Robert Karatsu, Library Services Manager. Robert Karatsu, Library Services Manager, reviewed the budget with the Library Board. Library Board Minutes January 9, 2003 Page 2 C3. Victoria Gardens Library, update on the progress of the project and status of grant application. Oral report by Robert Karatsu, Library Services Manager. a) Maneuvering through the regulations. (Attached) Robert Karatsu, Library Services Manager, stated that staff was involved in getting the conceptual plans ready for the State. They are due at the end of January. The Planning Commission had reviewed and approved Victoria Gardens at their meeting on Wednesday, January 15. C4. Kidsmobile Update: Oral report presented by Robert Karatsu, Library Services Manager and Jason Daly, Outreach Coordinator/Bookmobile. Jason Daly, Outreach Coordinator/Bookmobile provided pictures of the new bookmobile "a work in progress" to the Library Board. He gave an oral update on the statistics of the Bookmobile with October, 2002 being the busiest month so far with over 4,000 items being checked out. The Kidsmobile CUITently has twenty different stops. Eleven are public schools, one private school, four daycare centers and four parks. C5. Database Use and Statistics: Oral report by Michelle Perera, Reference Services Coordinator. Michelle Perera, Reference Services Coordinator reviewed the staff report and the statistics with the Board. The Library Boardmembers requested for this to be a regular item to the agenda packet. D. BOARD BUSINESS D 1. Library Board of Trustee Vacancy: oral report by Robert Karatsu, Library Services Manager. Robert Karatsu, Library Services Manager, read the resignation letter from Robert Howdyshell to the Library Board. Robert stated that Council would be meeting to appoint a new councilmember for the Library subcommittee. Then the subcommittee will meet and review applications submitted from the last recruitment. D2. Young Adult Liaisons: High School participation at an advisory level. Update by Boardmember Womack. Library Board Minutes January 9, 2003 Page 3 Boardmember Womack stated that she, the Young Adult Liaisons, President Wimberly, Michelle Perera, Reference Services Coordinator and Renee Tobin, Senior Librarian, had met to "brainstorm" ideas for the remainder of the school year. They are listed below: 1. In-house Tour of the Library. Date to be determined 2. Career Fair in March. Students to help staff. 3. April 30, Legislative Day in Sacramento. 4. National Library Week 5. Assisting of Young Adult Book Selections. D3. Internet Access Fees: Update on the process of reviewing the current policy of charging for Internet Access. Oral report by Robert Karatsu, Library Services Manager. Robert Karatsu, Library Services Manager, stated staff recommended keeping the current policy in place charging $3 per hour. Staff would keep reviewing the policy and trying to find a solution for access to job sites. Michelle Perera, Reference Services Coordinator, stated that currently there is not a job site which is totally inclusive. Staff will keep looking for a job site that is self-contained. D4. Library Foundation Board Report: Update from Library Foundation liaison Donna Bradshaw. Boardmember Bradshaw stated that next week the Library Foundation Board would be meeting. They have not met since October 30. She will present an update at the next meeting. D5. Library Board Liaisons: Report by Robert Karatsu, Library Services Manager. Robert Karatsu, Library Services Manager, stated this item would be held over to the next meeting. Boardmember Lo asked that sin~e this was a non-Telethon year, what should he do in his position as Business Liaison with the Chamber of Commerce? Robert Karatsu, Library Services Manager, suggested that he could promote the new Victoria Gardens Library, the State Grant and the new Bookmobile. Staff could provide him with materials to present to the business leaders. Boardmember Lo volunteered for the Senior Services Liaison. Library Board Minutes January 9, 2003 Page 4 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Location of Library Board Meeting for March E2. Housecalls Update E3. Grant Status E4. Library Board Vacancy E5. Library Foundation Update E6. Young Adult Liaison Update E7. lntemet Access Fees F. COMMUNICATIONS FROM THE PUBLIC None G. ADJOURNMENT MOTION: Moved by Boardmember Lo to adjourn to February 13, 2003, at 6:30 p.m., seconded by Boardmember Bradshaw. Motion carried, 4-0. Meeting adjourned at 7:36 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: R A N C H O C U C A M O N G A i3UBLIC LIBRARY Sti :f Report DATE: February 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW AND APPROVAL OF UPDATED POLICIES RECOMMENDATION That the Board approve the changes to the policies, as outlined below. BACKGROUND/ANALYSIS The Library Board requested that the Library post all policies on the Library web site. Accepting staff's suggestion that the policies be reviewed for timeliness and appropriateness before being scanned into the web, the Board directed that policies appear as a regular item on the consent agenda for review and possible revision by the Board. This will continue until all existing policies are updated by the Board. Attached is the policy for the loan of spoken work audio tapes. Of special interest in this policy is the clause that eliminates fees for borrowing for the partially sighted. Note that all borrowers are subject to replacement and damage fees. FISCAL IMPACT None mitted, Library Director CITY OF RANCHO CUCAMONGA SPOKEN WORD LOAN POLICY POLICY NO.: PAGE 1 OF 1 EFFECTIVE: REVISED: APPROVED: PURPOSE: The purpose of this policy is to provide spoken word audio materials to library borrowers on a fee based scale, but to allow the blind or partially sighted free access to those materials that represent the only "book" they can access independently SELECTION: Spoken word audio tapes and CD's are purchased by the Library for the primary purpose of enrichment. The Library currently pumhases spoken word audios both in tape and in CD formats. When possible, tapes are obtained in full length, or unabridged versions. The abridged versions of spoken word audios will be pumhased, if a full length version is not available. WHO MAY BORROW: Any borrower with a current Rancho Cucamonga Public Library card may borrow any spoken word tape or cd in the collection. LOAN PERIODS/FEES: Fees are based on the number of cassettes or cd's in a set. Spoken Word Materials: Loan Period Fee to Borrow Overdue Fee · Tape: 2 weeks $.25 per tape $.25 per day · CD's: 2 weeks $.25 per tape $.25 per day No fees for patrons who are partially sighted or blind. DETERMINATION OF PATRONS ABILITY TO QUALIFY FOR FEE EXEMPTION This determination is based solely on evidence supplied by patron to library staff. The evidence required is a form or letter from a doctor's office indicated a sight disability severe enough to impair the patrons ability to read. TH E CITY 0 F ]~A N C H 0 C IJCAH 0 N GA Staff Report DATE: February 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: STATUS OF LIBRARY RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Attached is a spreadsheet on the monthly statistics, a snapshot of the measurable activities of the Library. An Executive report identifying highlights is included. FISCAL IMPACT None. Library Director EXECUTIVE SUMMARY OF STATISTICS Circulation/Library Visitors: Overall, borrowing has increased by 4% so far this year. Visitation to Archibald dropped slightly this month, but the day following Martin Luther King holiday, a remarkable 2,489 visitors passed through the library doors. The Kidsmobile also experienced a remarkable month, with 3,966 items borrowed by youngsters. Information Questions: The number of information questions dropped 12% this month, with most of the decline again due to lower children's statistics. Children's Services experienced a 18% decline. Adult Information Services experienced a 6% decline. Children's Programs: Storytimes and program attendance showed a 3% growth this month, however, the absence of Nina Cole, Children's Library Assistant, has had a critical impact on the workload of this popular division. Nina will continue to be absent on Long Term Disability, until July, 2003. Technology Center Visitors: This area demonstrates another 27% jump. Overall, demand for this service is up 26% for the year. Fees are not getting in the way of use for adults. However, revenues are lower since so much of the online activity consists of email rather than print fees. Items Classified: Big jump in items classified during the month of January. Overall items classified is not up 5% this year over last. Volunteer Hours: Thanks to the introduction of the "House Calls" program for the housebound, volunteers hours show a 16% growth this year over last. STATISTICS Jan 2003 Jan 2002 FY 2002/03 FY 2001/02 Days Open 29 29 204 204 Items Borrowed 69,441 88,799 435,585 418,859 Average Daily 2,395 2,372 2,140 2,053 % Change 1% 4% Archibald Library 65.475 65,989 355,404 347,094 Average Daily 2,258 2.275 1,742 1,704 % Changed -1% 2% Kidsmobile 3,966 2.810 18,340 5,483 % Changed 41% 198% Patrons Registered 1,075 1,397 7,422 7,143 Average Daily 37 48 36 35 % Change -23% 4% Information Questions 9,991 11.317 53,930 57,803 Average Daily 345 390 264 283 % Change -12% -7% Library Visitors 42,390 40.787 252,944 252,639 Average Daily 1,462 1,406 1.240 1,238 % Change 4% 0% Children's Programs 1,129 1.131 6.563 6,008 # of Sessions 32 33 242 233 Aver. Per session 35 34 27 26 % Change 3% 5% Technology Center Visitors 1,197 940 7,825 6,042 % Change 27% 26% Items Classified 2,178 1,025 13,774 13,151 % Change 112% 5% Volunteer Hours 594 453 5,297 4.584 % Change 31% 16% ADULT SERVICES Information Questions 5,1155 6,250 33,582 34,764 Average Daily 202 216 165 170 % Change -6% -3% Programs/Classes Attendance 20 20 180 97 # of Sessions 1 2 9 8 Aver. per session 20 10 20 12 Tours/Group Visits Attendance 0 6 15 61 # of Sessions 0 1 1 4 Aver. per session 0 6 15 15 CHILDRENS SERVICES Information Questions 4,136 5,067 20,368 23,039 Average Daily 143 175 100 113 % Change -18% -12% Toddler Time 175 201 1,110 1,004 # of Sessions 8 8 46 46 Aver. Per session 22 25 24 22 Preschool Storytime Attendance 224 270 1,320 1,370 # of Sessions 8 8 46 46 Aver. per session 28 34 29 30 Afterschool Storytime Attendance 105 88 459 563 # of Sessions 4 4 19 27 Aver. per session 26 22 24 21 Family Storytime Attendance 220 236 1,180 1,043 # of Sessions 7 8 ' 45 43 Aver. per session 31 30 26 24 Outreach Storytimes 405 338 1,184 751 # of Sessions 5 5 22 10 Aver. per session 81 68 54 75 Special Events Program Attendance 0 0 1,148 1,115 # of Sessions 0 0 10 7 Aver. per session 0 0 115 159 Back to Basics Program 0 0 162 162 # of Sessions 0 0 54 54 Aver. Per session 0 0 3 3 Group Visits to Library Attendance 16 20 647 495 # of Sessions I 2 23 22 Aver. per session 16 10 28 23 School Visits by Staff 0 0 0 400 # of Visits 0 0 0 1 // Online Database Statistics Jan 2002 - Dec 2002 ROC - Library Catalog Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Logins (not searches) n/a 1243 10887 10664 9283 7963 8361 7574 7924 9290 8548 7249 88986 - # of holds placed n/a 12 189 201 177 183 218 225 151 200 173 125 1854 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Logins (not searches) 9106 9106 - # of holds placed 178 178 Biography Resource Ctr Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-~2 TOTAL - Total Searches 768 1707 2096 1278 1890 494 410 146 230 1209 1083 631 11942 - Total Docs Viewed 307 808 906 595 824 249 145 45 95 347 383 222 4928 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Searches 1368 1368 - Total Docs Viewed 454 454 Literature Resource Ctr Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-{)2 Nov-02 Dec-02 TOTAL - Total Searches 484 1459 1842 2347 1467 724 532 287 287 555 774 587 11345 - Total Docs Viewed 216 545 875 1341 738 396 271 159 129 249 392 266 5577 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Searches 500 500 - Totar Docs Viewed 184 184 History Resource Ctr Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL * Total Searches 686 1834 1170 1735 1034 372 550 244 560 400 521 752 9858 - Total Docs Viewed 47 202 75 110 87 36 81 28 57 38 105 53 919 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-93 Oct-03 Nov-03 Dec-03 - Total Searches 970 970 - Total Docs Viewed 87 87 Opp. View Resource Ctr Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Searches 0 0 325 1244 810 821 1243 234 340 771 779 289 6856 - Total Docs Viewed 0 0 66 210 174 185 276 62 59 108 163 78 1381 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Searches 435 435 - Total Docs Viewed 76 76 Reference USA Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Searches 1361 1649 1302 1160 1227 780 1267 1524 1334 1603 1069 975 15251 - Records Printed or Viewed 5864 13500 10675 12233 6481 6041 6444 6778 5550 12164 7525 8750 102005 - # of Records Downloaded 16451 866 6675 5514 21935 2715 6664 6593 1831 7344 2531 187 79306 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - Total Searches 2570 2570 Online Database Statistics Jan 2002 - Dec 2002 - Records Printed or Viewed 12758 ' 12766 - # of Records Downloaded 429 429 Poem Finder Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - Total Searches 52 24 24 11 38 30 44 53 46 31 44 134 531 - Total Docs Viewed 68 69 60 12 48 27 38 43 13 47 60 238 723 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-93 Nov-03 Dec-03 - Total Searches 163 163 - Total Docs Viewed 205 205 Learn-a-Test Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-(12 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - # of Logins 12 10 18 31 13 12 44 30 22 40 62 26 320 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - # of Logins 22 22 Proquest and SIRS are the only two database companies that provide remote usage breakdown, Proquest Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sap-02 Oct-02 Nov-02 Dec-02 TOTAL - In-house Searches 8732 11400 11169 12790 14439 8330 7729 5271 7782 11313 13116 8390 120461 - Remote Searches 481 1025 1154 1109 1134 686 1481 879 728 1396 1957 920 12950 - In-house Docs Viewed 3697 5853 5483 4576 4353 2746 3150 2113 2566 4685 4716 2367 46305 - Remote Docs Viewed 394 755 851 561 340 469 891 328 489 731 738 302 6849 -* TofalSearches 9213 12425 12323 13899 15573 9016 9210 6150 8510 12709 15073 9310 133411 -- TotalDocs Viewed 4091 6608 6334 5137 4693 3215 4041 2441 3055 5416 5454 2669 53154 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 - In-house Searches 10952 10952 - Remote Searches 1930 1930 - in-house Docs Viewed 2711 2711 - Remote Docs Viewed 808 808 -- Total Searches 12882 0 0 0 0 0 0 0 0 0 0 0 12882 -- Total Docs Viewed 3519 0 0 0 0 0 0 0 0 0 0 0 3519 SIRS Jan-02 Feb-02 Mar-02 Apr-02 May-02 Jun-02 Jul-02 Aug-02 Sep-02 Oct-02 Nov-02 Dec-02 TOTAL - in-house Searches 100 222 213 194 62 87 145 53 23 148 192 86 1525 - Remote Searches 34 13 79 29 31 5 44 17 49 48 40 63 452 - In-house Docs Viewed 178 204 377 210 73 149 153 69 42 202 316 100 2073 - Remote Docs Viewed 49 10 170 28 46 2 28 8 82 83 45 111 662 -- Total Searchea 134 235 292 223 93 92 189 70 72 196 232 149 1977 - TotalDocs Viewed 227 13 79 29 31 5 44 17 49 48 40 63 452 Online Database Statistics Jan 2002 * Dec 2002 Jan-03 Feb-03 Mar-03 Apr-03 May-03 Jun-03 Jul-03 Aug-03 Sep-03 Oct-03 Nov-03 Dec-03 TOTAL In-house Searches 150 150 Remote Searches 56 56 In-house Docs Viewed 56 56 Remote Docs Viewed 42 42 - Total Searches 206 0 0 0 0 0 0 0 0 0 0 0 206 - Total Docs Viewed 56 0 0 0 0 0 0 0 0 0 0 0 56 R A N H O C U C A M © N G A PUBLIC LIBRARY Staff Report DATE: February 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: STATUS OF 2002/2003 BUDGET RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled "Revenue Report" is a report of all funds earned during the month and is attached as Schedule A. Schedule B, titled "Balance Sheet FY 2002/2003" is a report balancing income vs. projections for the current fiscal year to date and is attached as Schedule B. Schedule C, titled "Library Expenditures "2002/2003" is an accounting of all funds expended in the current fiscal year and is attached as Schedule C. FISCAL IMPACT None Library Director Schedule A REVENUE REPORT FINES MEDIA REF Jan~3 & FEES RENTALS SERV. 01-Jan 02-Jan $653.73 $275.98 $0.00 03-Jan $475.56 $508.52 $0.00 Jan 4 & 5 $908.45 $336.38 $0.10 06-Jan $857.53 $153.31 $5.00 07-Jan $476.46 $186.85 $9.01 08-Jan $679.10 $232.74 $5.00 09-Jan $621.85 $221.19 $10.00 10-Jan $388.48 $579.80 $0.00 Jan 11 & 12 $919.96 $412.63 $0.00 13-Jan $784.31 $196.81 $0.00 14-Jan $479.14 $224.19 $4.00 15-Jan $482.29 $249.48 $0.00 16-Jan $533.33 $249.03 $0.00 17-Jan $340.15 $554.33 $0.00 Jan 18 & 19 $691.90 $423.53 $10.00 Jan 20- Holiday 21-Jan $608.15 $260.59 $2.00 22-Jan $748.37 $231.42 $2.00 23-Jan $434.35 $234.42 $4.00 24-Jan $178.10 $568.22 $5.00 Jan 25 & 26 $509.37 $386.37 $5.56 27-Jan $405.19 $221.19 $0.00 28-Jan $529.50 $150.14 $0.00 29-Jan $615.65 $223.31 $0.00 30-Jan $285.90 $215.17 $0.00 31-Jan $200.65 $589.05 $0.00 TOTALS: $12,207.47 $7,884.45 $61.67 Jan 2002 TOTALS $11,480.15 $7,436.17 $125.78 % CHANGE 6% 6% -51% TOTAL LIBRARY INCOME 2002/3 Rev 2001/2 Rev 2002/03 Pr $20,154 $19,042 Daily Average Fines $552.30 $333.33 Daily Average Media $315.38 $222.22 Daily Average Ref. Fees $2.47 $8.59 DAILY TOTALS $870.14 $564.14 GAIN/LOSS ON PRO J: $9,486 Schedule B BALANCE SHEET January FY 2002/2003 Revenues Earned Projected Loss/Gain Fines & Fees $79,112 $70,000 $9,112 13.0% Media Rentals $52,402 $46,662 $5,740 12.3% Technology Center Revenue $4,544 $5,000 ($456) -9.1% Print Fees $3,114 $4,271 ($1,157) -27.1% Information Services Fees $898 $1,750 ($852) -48.7% Direct Loan $54,188 $66,750 ($12,562) -18.8% Totals: $194,258 $194,433 ($175) -0.1% Balance for Year throu.qh January ($175) /'7 EXECUTIVE HIGHLIGHTS OF BUDGET Library Expenditures: 5010: Salaries are at 57% spent or on target for this fiscal year. 5100: Travel and Meetings is completely spcm, impacted by the Intcmet Librarian Conference and the California Library Association Conference, both coming up in October/November. The successful application for a CALTAC a~vard required an additional attendee to the Library Conference. Staff has also been providing training in construction projects to key personnel, in response to the Victoria Gardens Branch project, also a successful grant application. Funds will be transferred from travel funds in other accounts not yet expended to cover the costs o£ California Legislative Day in Sacramento. 5200: Operations funds leveled out during the month of December, and are presently running only 5% over for the year. However, the future budget cuts anticipated insure we remain conservative in this account. 5300: Some savings realized this fiscal year. 5400: Considerable savings in telephone charges this year due to consolidation of lines with changing of phone number system. After School Learning Program Personnel costs are lower than anticipated, showing a 10% savings. The recent resignation of the projects Library Assistant resulted in this saving, however thc position has now been filled. Bookmobile Expenditures: 5000: Full time salaries over due to retroactive pay n~ade to Jason Daly. Part time salaries now registering savings thanks to December month. 5400: Use of cell technology resulted in major savings in anticipated telephone technology. Adult Literacy: Continued savings in the part time budget through attrition results in overall savings for the program. The budget is 44% committed. Family Literacy: Savings realized in this account due to billing off to the YES grant program. Library Board of Trustees No changes in this account. Redevelopment Agency Funds No changes in this account. LIBRARY EXPENDITURES JUL AUG SEP OCT NOV DEC JAN TOTALS SPENT PER FUNDS % % OF 2002/2003 CATEGORY REMAINING SPENT YEAR 1290601 PERSONNEL 58% 5000 REGULAR SALARIES $637,590 $23,690 $74,865 $48,454 $48,167 $48,363 $48,257 $74,481 $366,276 $366,276 $271,314 57% 58% 5010 PART TIME SALARIES $348,200 $14,414 $42,965 $25,830 $26,789 $26,575 $25,534 $34,326 $196,433 $196,433 $151,767 56% 5030 FRINGE BENEFITS $247,460 $20,622 $20,622 $20,622 $20,622 $20,622 $20,622 $20,622 $144,354 $144,354 $103,106 58% TOTAL PERSONNEL $1,233,250 $58,726 $138,452 $94,905 $95,578 $95,559 $94,413 $129,429 $707,063 $707,063 $526,187 57°/° OPERATIONS 5100 TRAVEL & MEETINGS $4,000 $3,917 $83 98% Internet Librarian Conference $398 $161 $559 Karatsu - workshop $1,053 $117 $78 $148 $1,397 Clark - workshops $235 $21 $85 $45 $385 Perera - Institute $0 Meeting Supplies $55 $209 $264 Inservice Workshops $0 Public Library Association Conference $0 CLA Conference $1,312 $1,312 5105 MILEAGE $5,800 $3,098 $2,702 53% Auto Allowance $4,800 $400 $400 $400 $400 $400 $400 $400 $2,800 $2,800 $2,000 58% Reimbursement $1,000 $298 $702 30% Garcia $29 $48 $28 $55 $26 $26 $211 Pages $20 $20 Other $45 $22 $66 Conference Mileage 5152 COMPUTER SOFTWARE $0 $0 5160 MEMBERSHIP DUES $2,350 $1,821 $529 77% American Library Assoc. $450 $195 $195 $195 $255 43% MCLS Associate Membership $150 $150 $150 $150 $0 100% California Library Assoc. $200 $105 $105 $105 $95 53% Inland Library system $1,350 $1,371 $1,371 $1,371 ($21) 102% 5200 MAINTENANCE/OPER $209,202 $117,613 $91,589 56% Encumbrance $0 Printing/Postage $1,000 $370 $370 $777 $223 78% Printing $77 $312 $389 Postage $370 $9 $9 $388 Office Supplies $16,000 $9,666 $6,332 60% Photography $24 $24 Office Depot $6,000 $104 $69 $95 $6,268 Office machine repair $0 Letterhead $178 $140 $318 Miscellaneous $432 $94 $106 $216 $56 $904 Computer supplies $1,097 $747 $38 $1,882 Federal Express $16 $16 Special Paper $48 $208 $256 Special Program Supplies $20,000 $10,954 $9,046 55% Cataloging Supplies $5,196 $630 $638 $70 $1,137 $256 $7,927 Children's Supplies $122 $457 $411 $10 $33 $31 $1,064 Children's Programs - Friends $8 $118 $25 $17 $168 Adult Programs & Outreach $9 $3 $320 $96 $429 Summer Reading program (FR) ' $583 $281 $293 $1,157 Housecalls $209 $209 Volunteer Recognition $197 $616 $813 Books/Materials $155,000 $93,630 $61,370 60% Bookstore rush $5,000 $4,000 $27 $1,898 $28 $10,953 Childrens Books $11,822 $1,499 $937 $616 $12 $14,886 Brodart Books $19,592 $20,000 $39,592 Reference Books $112 $4,616 $1,785 $1,100 $86 $298 $7,997 Large Print Books $2,700 $2,700 Data Bases-Poem Finder $0 Books on Tape - Friends $2,618 $2,022 $19 $77 $1,067 $78 $5,881 Video $3,000 $3,000 CD's (music) $358 $157 $262 $337 $253 $1,368 DVD's $2,000 $2,000 $4,000 CD ROMS $2,500 $80 $271 $21 $381 $3,253 Magazines/Publications $12,000 $312 $147 $242 $701 $701 $11,299 6% Training $1,000 $0 $0 $1,000 0% Bindery $1,000 $700 $700 $700 $300 70% 5283 Depreciation - Computer Equi $20,270 $1,689 $1,689 $1,689 $1,689 $1,689 $1,689 $1,689 $11,824 $11,824 $8,446 58% 5300 CONTRACT SERVICES $142,575 $67,931 $74,644 48% Encumbrance $0 Art Work $500 $500 $500 Book binding $688 Book Processing $23,500 $4,066 $4,066 $4,066 $19,434 17% Children's Programs $3,000 $0 Collection Agency $5,000 $2,153 $591 $2,744 $2,744 $2,256 55% Dynix System Maintenance $30,000 $22,818 $22,818 Minutes $50 $50 $50 $100 $100 $350 OCLC $143 $111 $84 $86 $423 Offic Equip/Maintenance $15,000 $0 $6,372 $15,000 42% Xerox Fund $1,859 $2,159 $255 $915 $1,184 $6,372 Misc. $0 S.B. County $50,000 $4,167 $4,167 $4,167 $4,167 $4,167 $4,167 $4,167 $29,167 $29,167 $20,833 56% Self Check Maintenance $0 $482 $1,010 $1,492 Telephone Maintenance $3,000 $0 $0 $3,000 0% 5400 TELEPHONE $t8,000 $5,732 $12,268 32% General Telephone services $4,995 $737 $5,732 Additional services $0 5402 WATER UTILITIES $3,000 $1,901 $1,099 63% Water Use $789 $654 $458 $1,901 5403 ELECTRIC UTILITIES $77,000 $1,341 $6,175 $6,762 $7,194 $5,733 $5,239 $5,530 $37,974 $37,974 $39,026 49% TOTAL LIBRARY BUDGET $1,715,447 $138,061 $201,304 $117,169 $117,977 $115,086 $121,643 $148,320 $959,561 $947,049 $748,129 55% AFTER SCHOOL LEARNING PROGRAM JUL AUG SEP OCT NOV DEC JAN TOTALS SPENT PER FUNDS % % OF Cost Center 1290605 200212003 CATEGORY REMAINING SPENT YEAR PERSONNEL 1100 REGULAR SALARIES $17.010 $1,273 $1,304 $1,304 $1,304 $1,239 $1,304 $1,338 $9,067 $9,067 $7,943 53% 1300 PART TIME SALARIES* $3,280 $0 $0 $0 $0 $0 $0 $0 $0 $0 $3,280 0% 1900 FRINGE BENEFITS $6,360 $530 $530 $530 $530 $530 $530 $530 $3,710 $3,710 $2,650 58% TOTAL PERSONNEL $26,650 $1,803 $1,834 $1,834 $1,834 $1,769 $1,834 $1,868 $12,777 $12,777 $13,873 48% OPERATIONS 5100 TRAVEL & MEETINGS $500 $8 $17 $25 $25 $475 0% 5200 MAINTENANCE/OPER $700 $143 $557 20% Office Supplies $700 $48 $67 $29 $143 TOTAL LIBRARY BUDGET $27,850 $1,851 $1,901 $1,843 $1,834 $1,798 $1,851 $1,868 $12,945 $12,945 $14,431 46% BOOKMOBILE SERVICES JUL AUG SEP OCT NOV DEC JAN TOTALS SPENT PER FUNDS % % OF Cost Center 1290604 2002/2003 CATEGORY REMAINING SPENT YEAR PERSONNEL 58% 5000 REGULAR SALARIES $41,540 $1,514 $4,543 $3.029 $3,029 $3,029 $6,009 $6,129 $27,281 $27,281 $14,259 66% 5010 PARTTIME SALARIES $20,660 $870 $2,921 $1,826 $1,447 $1,828 $915 $2,335 $12,143 $12,143 $8,517 59% 5030 FRINGE BENEFITS $15,780 $1,315 $1,315 $1,315 $1,315 $1,315 $1,315 $1,315 $9,205 $9,205 $6,575 58% TOTAL PERSONNEL $77,980 $3,700 $8,779 $6,170 $5,791 $6,172 $8,240 $9,778 $48,628 $48,628 $29,352 62% OPERATIONS 5100 TRAVEL & MEETINGS $500 $0 $0 $0 $500 0% 5105 MILEAGE $100 $0 $0 $100 0% 5200 MAINTENANCEIOPER $6,000 $1,412 $4,588 24% Office Supplies $2.000 $43 $243 $287 $1,713 14% Books/Materials $6,000 $16 $500 $610 $1,125 $4,875 19% Printing $3,000 $0 $3,000 0% 5400 TELEPHONE UTILITIES $10,000 $289 $9,711 3% Cellular Technology $10,000 $289 $289 TOTAL LIBRARY BUDGET $94,580 $3,743 $8,794 $6,703 $5,791 $6,672 $8,849 $9,778 $50.329 $50,329 $44,251 53% ADULT LITERACY JUL AUG SEP OCT NOV DEC JAN TOTALS SPENT PER FUNDS % % OF 298 601 2002~2003 CATEGORY REMAINING SPENT YEAR PERSONNEL 58% 5000 REGULAR SALARIES $26,860 $1,062 $2,502 $1,906 $1,936 $2,056 $2,159 $4,318 $15,939 $15,939 $10,921 59% 5010 PART TIME SALARIES $10,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $10,000 0% 5030 FRINGE BENEFITS $10,140 $845 $845 $845 $845 $845 $845 $845 $5.915 $5,915 $4,225 58% TOTAL PERSONNEL $47,000 $1,907 $3,347 $2,751 $2,781 $2,901 $3,004 $5,163 $21,854 $21,854 $25,146 46% OPERATIONS 5100 TRAVEL & MEETINGS $1,600 $277 $1,323 17% Literacy Meetings $97 $26 $31 $155 Southern California Library Literacy Network Conference $122 $122 Adult Learner Conference $0 CLA Conference $0 5105 MILEAGE $380 $86 $88 $88 $292 23% 5160 MEMBERSHIP DUES $180 $0 $0 $180 0% California Literacy $80 $0 SCLLN $100 $0 5200 MAINTENANCEIOPER $1,400 $279 $1,121 20% Office Supplies $800 $19 $71 $55 $144 $656 0% Families for Literacy Curriculum Mab $600 $135 $135 $465 Literacy Celebration 5300 CONTRACT SERVICES $2,930 $1,260 $1,670 43% Tutor Training $2,500 $600 $230 $830 $830 $1,670 33% Literacy Pro Service Agreement $430 $430 $430 $430 $0 100% TOTAL LIBRARY BUDGET $53,490 $2,740 $3,795 $2,873 $2,879 $3,044 $3,265 $5,163 $23,759 $25,019 $29,551 44% FAMILIES FOR LITERACY JUL AUG SEP OCT NOV DEC JAN TOTALS SPENT PER FUNDS % % OF 308 602 2002/2003 CATEGORY REMAINING SPENT YEAR PERSONNEL 58% 5000 REGULAR SALARIES $8,950 $472 $754 $754 $634 $617 $343 $343 $3,916 $3,916 $5,034 44% 5010 PART TIME SALARIES $13,000 $393 $1,151 $1,025 $702 $632 $800 $800 $5,502 $5,502 $7,498 42% 5030 FRINGE BENEFITS $3,570 $298 $298 $298 $298 $298 $298 $298 $2,083 $2,083 $1,487 58% TOTAL PERSONNEL $25,520 $1,163 $2,202 $2,076 $1,633 $1,546 $t,440 $1,441 $11,502 $11,502 $14,018 45% OPERATIONS 5100 TRAVEL. & MEETINGS $500 $0 $0 $500 0% Literacy Meetings $0 5200 MAINTENANCE/OPER $500 $0 $0 $500 0% Office Supplies $200 $200 0% Families for Literacy Curriculum Mat~ $100 $100 0% Books/Materials $100 $100 0% FFL Stor~times $100 $10 $100 0% TOTAL LIBRARY BUDGET $26,520 $1,163 $2,202 $2,086 $1,633 $1,546 $1,440 $1,441 $11,512 $11,502 $15,018 43% LIBRARY BOARD OF TRUSTEES JUL AUG SEP OCT NOV DEC JAN TOTALS SPENT PER FUNDS % % OF Cost Center 4535 2002/2003 CATEGORY REMAINING SPENT YEAR 58% OPERATIONS 3100 TRAVEL & MEETINGS $3,000 $2,268 $732 76% Workshops Lo $0 Wimberly $1,250 $1,017 $2,268 Womack $0 Bradshaw $0 CLA Legislative Day $0 Caltac Sessions $0 3956 DUES $350 $0 $0 $350 0% Caltac $0 TOTAL LIBRARY BUDGET $3,350 $0 $0 $0 $1,250 $1,017 $0 $0 $2,268 $2,268 $1,082 68% REDEVELOPMENT EXPENDITURES FY 2002/2003 TOTALS FUNDS % % OF 2630 801 JUL AUG SEP OCT NOV DEC JAN SPENT REMAINING SPENT YEAR OPERATIONS 58% Maintenance/Operations $183,700 $66,259 $117,441 36% Encumbrance $0 Books $92,500 $5,000 $1,398 $6,398 $86,102 Children's Update Fund $10,000 $0 $10,000 Learning Express (SAT, GRE, etc.) $2,094 $2,094 ($2,094) Biography Resource Cent $6,500 $8,255 $8,255 ($1,755) Business Disc OnLine $6,500 $8,280 $8,280 ($1,780) History Resource Center $12,000 $13,227 $13,227 ($1,227) Literature Resource Cent{ $17,000 $20,576 $20,576 ($3,576) SIRS $1,500 $1,382 $1,382 $118 Magazine Index $30,000 $0 $30,000 Poem Finder/Novel List $1,700 $1,191 $1,191 $509 Net Library - Electronic Be $0 $0 $0 Michell's Subscription CD $6,000 $1,076 $1,076 $2,153 $3,847 Value Line $0 $1,398 $1,398 ($1,398) DVD Shelving $0 $1,306 $1,306 Contract Services $0 $o $o CAPITAL OUTLAY Project Improvement Co.~ $128,000 $0 $128,000 0% Staff Area Remodel $8,000 $0 $8,000 0% Termite Treat/Struc. Ren¢ $120,000 0% Computer Equipment $66,000 $66,000 $0 100% Self Check Upgrade $66,000 $66,000 $66,000 $0 Capital Project $27,000 Upgrade Elevator Contral $27,000 TOTALS $404,700 $54,890 $7,267 $68,704 $1,398 $0 $0 $0 $132,259 $245,441 33%