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Home My WebLink About2003/11/13 - Agenda Packet - Library Board of Trustees DECLARATION OF POSTING OF AGENDA VIVIAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on //~&-~3 , at ~'~,~, , I posted a true and correct copy of the meeting agenda dated //~/3-0~ at t-~ C~CCC~, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on /~OJ' ~ ~ ~0(5~ , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga vivian.Garcla~ Administrative Secretary City of Rancho Cucamonga LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Thursday 6:30 p.m. November 13, 2003 Opici Room Lions Center West 9191 Baseline 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 Members Ravenel Wimberly, President Dobbin Lo, President Pro Tem Donna Bradshaw, Member Rebecca Guerrero, Member Joyce Womack, Member LIBRARY BOARD OF TRUSTEES AGENDA NOVEMBER 13, 2003 1 II A. CALL TO ORDER 1. Roll Call: Bradshaw , Guerrero , Lo Wimberly__ 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 Library Board of Trustees at one time without discussion. Any item may be removed by a Member or member of the audience for discussion. 1. Approval of Minutes: October 9, 2003 1 Il 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. 7 1. L[braryStatus Report: report presented by staff. 11 2. Budget Report: report presented by Deborah Clark, Library Director. 3. Victoria Gardens Library: update on the progress of the project. Oral report by staff. 4. Adult Services Issues: Update by Robert Karatsu, Library Services Manager. a. Literacy Services Issues: Update by Rose Manela, Literacy Supervisor. 5. Children's Services Issues: Update by Renee Tobin, Senior Librarian. Oral report. 6. Approval of Proposed Additional Closures for 2003/2004. Report 23 presented by Deborah Clark, Library Director. l[,,. BOARD BUSINESS The following items have been requested by the Library Board of Trustees for discussion. They are not public hearing items, although the President may open the meeting for public input. LIBRARY BOARD OF TRUSTEES AGENDA NOVEMBER 13, 2003 2 1. Update on Banned Student issues. Oral report presented by Deborah Clark, Library Director. a. Review of letter to students/parents & new student guidelines. 26 2. Library Board Liaison Reports: Oral reports by Members. This is the oppodunity for Libra~ Members to speak about the oppodunities and challenges they have encountered while serving as liaisons to the community. 3. Teen Member Reports. Oral reports by Members. This is the opportunity for Teen Advisory Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the school and student community. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for the Library Board of 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. PUBLIC COMMUNICATIONS This is the time and place for the general public to address the Library Board of Trustees. State law prohibits the Library Board of Trustees from addressing any issue not previously included on the Agenda. I, Vivian R. Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, November 6, 2003, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. F~ A N C H O C U C A M O N G A PUBLIC LIBRARY Staff Report DATE: November 13, 2003 TO: President and Members of the Board of the Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the Minutes of October 9, 2003. BACKGROUND/ANALYSIS Attached, please find the minutes for the meeting of the Board of Library Trustees taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. ~espectfully submitted, Deborah Kayo G~ Library Director CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Adjourned Meeting A. CALL TO ORDER The regular meeting of the Library Board of Tmstees was held on October 9, 2003, in the Opici Room of Lions Center West, located at 9191 Baseline, Rancho Cucamonga, California. The meeting was called to order at 6:34 p.m. by President Wimbefly. Present were Members Bradshaw, Guerrero, Lo and Womack. Also present were: Deborah K. Clark, Library Director, Robert Karatsu, Library Services Manager, Renee Tobin, Senior Librarian, Michelle Perera, Reference Services Coordinator and Vivian Garcia, Senior Administrative Secretary. B. CONSENT CALENDAR B 1. Approval of Minutes: September 4 and 11. MOTION: Moved by Member Lo to approve the Consent Calendar, seconded by Member Bradshaw. Motion carried, 2-0. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library Status report: oral report presented by staff. Deborah Clark, Library Director, stated that the year was starting out strong with a six percent growth in Circulation Since July lst. There was an eight percent growth just in the month of September. C2. Budget Report: report presented by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed the budget with the Library Board. Member Womack inquired about the fifty percent being spent in RDA. Deborah Clark, Library Director, stated that the databases for the Library are on an annual renewal basis which are due and paid for in the month of July. Library Board Minutes October 9, 2003 Page 2 C3. Victoria Gardens Library, update on the progress of the project. Oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, updated the Library Board on the status of the Victoria Gardens Branch Library. Deborah Clark, Library Director, stated that Finance received the first check of $400,000 from the State for the Victoria Gardens Branch Grant. C4. Adult Services Issues: update by Robert Karatsu, Library Services Manager and Michelle Perera, Reference Services Coordinator. Oral report. Robert Karatsu, Library Services Manager, gave an update on the Library in adult services for the month of September. Michelle Perera, Reference Services Coordinator, stated that the Collection Development for Victoria Gardens Branch Library was awarded to Brodart. C5. Children's Services Issues: Update by Renee Tobin, Senior Librarian. Oral report. Renee Tobin, Senior Librarian, wanted to recognize Linda Janecek, Back to Basics Assistant, for overseeing the Children's Department while Nina Cole was still out and Renee Tobin was on vacation. While making sure all the storytimes were done, Linda started the new Back to Basics program with sixteen new Tutors. Renee Tobin, Senior Librarian, stated that Nina Cole would start back to work full time on Monday, October 8th at 8 a.m. C6. Library Fees and Fines Update. Report presented by Deborah Clarkl Library Director. Deborah Clark, Library Director, reviewed the Overdue Fines and Fees Policy with the Board. The Board discussed this policy and made the following motion: MOTION: Moved by Member Womack to accept the Overdue Fines and Fees Policyrecommended by staff with the exception that the "Maximum Fine thresholds for all items returned late" remain at $10 for children, seconded by Member Lo. Motion carded, 5-0. MOTION: Moved by Member Womack to accept the Fees for S'ervice Policy recommended by staff, seconded by Member Guerrero. Motion carried, 5-0. Library Board Minutes October 9, 2003 Page 3 MOTION: Moved by Member Guerrero t6 implement the new Overdue Fines and Fees Policy and Fees for Service Policy on January 1, 2004, with notification posted on the website and in the Library, seconded by Member Wimberly. Motion carded, 5-0. D. BOARD BUSINESS D1. Parameters of Library Use for Wajdi and Dina Fakhoury. Presented by Deborah Clark, Library Director. Report attached. Deborah Clark, Library Director, stated that AkefFakhoury father of Wajdi and Dina Fakhoury had met with staff and that Dina Fakhoury was named in the letter in error. The disruptive student was a cousin of Dina, not Dina, herself. Deborah Clark, Library Director, stated that Akef Fakhoury was involved and very supportive. Deborah Clark, Library Director, reviewed the letter handed out at the meeting sent to Josefina Cota, guardian of Christian Ortiz, who was also part of the "group" causing loud and disruptive behavior in the Library. MOTION: Moved by Member Womack to give staff the authority that if the misbehavior continues, for a period of one, the students will only be able to visit the Library with a guardian, seconded by Member Bradshaw. Motion carried, 5-0. D2. Library Board Liaison Reports: Oral reports by Members. This is the oppommity for Library Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the community. Member Bradshaw stated that she attended the Literacy Awards Luncheon on Saturday, September 6. She stated that it was a wonderful event. Member Lo stated that he will be talking to the Rotary Club at their luncheon in November and asked to be accompanied by the Literacy Award Winners. Member Womack introduced the new Young Adult Members. Alexis Sypek and Habeeba Biad. Member Wimberly gave an oral update on the PAL Campaign. D3. Introduction of new Young Adult Members. Oral presentation by Members Womaek and Guerrero. Library Board Minutes October 9, 2003 Page 4 The Young Adult Members introduced themselves. Habeeba Biad, a sophomore at Los Osos High School. Victoria Booker, a junior at Rancho Cucamonga High School. Daniel Huh, a junior at Etiwanda High School. Samantha Stinnett, a junior at Alta Loma High School. Alexis Sypek, a sophomore at Los Osos High School. D4. Teen Member Reports. Oral reports by Members. This is the oppommity for Teen Advisory Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the school and student community. Member Vicky Booker stated the Members were going to create a policy for the Student Advisory Board which will include the functions for the Board. They will be electing a President, Vice President and Secretary: They will also be creating Goals for the Board. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E 1. Update on the Collection Development for Victoria Gardens Branch Library E2. Tape from the Council Meeting on September 17 with the Literacy Presentation E3. Adult Literacy Update E4. Student Board Advisory Update E5. Update on the Patriot Act E6. PAL Campaign Gala Update E7. Telethon Update F. COMMUNICATIONS FROM THE PUBLIC None Library Board Minutes · October 9, 2003 Page 5 G. ADJOURNMENT MOTION: Moved byMemberGuerrero to adjournto November 13, secondedbyMember Womack. Motion carded, 5-0. Meeting adjourned at 7:55 p.m. Respectfully sul~mitted, Vivian Garcia Administrative Secretary Approved: R A N C H O C U C A M O N G A PUBLIC LIBRARY SlaffReport DATE: November 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye (3lark, Library Director SU~Jl:Crr: STATUS OF LI[itRAR¥ R£COMMENDATION No recommendation. For information only. [~ACKGROUND/ANAL¥$1$ Attached is a spreadsheet on the monthly statistics, a snapshot of the measurable activities of the Library. An Executive report idefltifying highlights is included. FI$OAL IMPACT None STATISTICS Oct-03 Oct-02 FY 2003~04 FY 2002/03 Days Open 30 31 118 120 Items Borrowed 67,832 69,631 258,695 251,767 Average Daily 2,261 2,246 2,192 2,098 % Change 1% 4% Archibald Library 64,072 65,381 251,478 245,025 Average Daily 2,136 2,109 2,131 2,042 % Changed 1% 4% Kidsmobile 3,760 4,250 7,217 6,742 % Changed -12% 7% Patrons Registered 1,413 1,713 4,653 4,799 Average Daily 47 55 39 40 % Change - 15% -1% Information Questions 8,700 8,279 31,233 29,429 Average Daily 290 267 265 245 % Change 9% 8% Library Visitors 39,425 38,420 149,776 146,113 Average Daily 1,314 1,239 1,269 1,218 % Change 6% 3% Children's Programs 724 1,104 3,704 3,904 # of Sessions 55 66 116 133 Aver. Per session 13 17 32 29 % Change -21% 9% Technology Center Visitors 1,249 1149 4,632 4,516 % Change 9% 3% Items Classified 2,502 2,134 8.303 7,986 % Change 17% 4% Volunteer Hours 833 776 2,632 3,400 % Change -18% -23% ADULT SERVICES Information Questions 5,120 5,350 19,790 18,752 Average Daily 171 173 168 156 % Change -1% 7% Programs/Classes Attendance 23 20 43 76 # of Sessions I 1 2 5 Aver. per session 21 20 22 15 Tours/Group Visits Attendance 0 0 35 15 # of Sessions 0 0 1 1 Aver. per session 0 0 35 15 CHILDRENS SERVICES Information Questions 3,580 2,919 11,443 10,667 Average Daily 119 94 97 89 % Change 27% 9% Toddler Time 129 227 341 691 # of Sessions 5 8 13 26 Aver. Per session 26 28 26 27 Preschool Storytime Attendance 280 226 785 684 # of Sessions 9 8 27 26 Aver. per session 31 28 29 26 Afterschool Storytime Attendance 85 114 151 · 237 # of Sessions 5 5 9 9 Aver. per session 17 23 17 28 Family Storytime Attendance 143 152 695 759 # of Sessions 10 8 28 25 Aver. per session 14 19 25 30 Outreach Storytimes 40 338 135 338 # of Sessions 2 13 4 13 Aver. per session 20 26 34 26 Special Events Program Attendance 0 0 1,549 1,148 # of Sessions 0 0 11 10 Aver. per session 0 0 141 115 Back to Basics Program 47 47 47 47 # of Sessions 24 24 24 24 Aver. Per session 3 3 3 3 Group Visits to Library Attendance 17 109 166 335 # of Sessions 2 5 5 13 Aver. per session 9 22 33 26 School Visits by Staff 0 0 0 0 # of Visits 0 0 0 0 EXECUTIVE SUMMARY OF STATISTICS Circulation/Library Visitors: Overall, borrowing fell off a bit for the month, as fires streaked across the sky and parents and children alike faced evacuation from their home or stayed at home, glued to the TV. The result is a more modest increase for the week of October than we had expected, a -12% drop for the Kidsmobile, due to cancelled park and school visits. We also closed an additional day to encourage people to stay in their homes and away from the smoke! Information Questions: In spite of closure and fires, the number of information questions increased 9% this month, a growth registered by a -1% drop in adult's countered by a 27% gain in children's information--almost the reverse image of last months figures! Children's Programs: Storytimes and program attendance was down, due partially to the extraordinary circumstances caused by the fire. The secondary cause was the high number of participants in outreach storytimes during Fall of 2002. This year, due to personnel changes in Community Services and the hiring freeze in the City, outreach storytimes through our YES partnership, are limited. Technology Center Visitors: Surprisingly, Technology Center use was up 9%. Guess everyone had a lot to email their friends about-- in addition to being evacuated from their own computers. Items Classified: Items classified shows a jump of 17%. Lots of donations received from the Friends of the Library. Volunteer Hours: The volunteer hours continue to show an -18% decline as the new fingerprinting system continues to bog us down. /0 R A N C H O C U C A M O N G A PUBLIC L~BRAR¥ Staff Report DATE: November 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: STATUS OF 2003~2004 BUDGET RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled "Revenue Report" is a report of all funds earned during the month. Schedule B, titled "Balance Sheet FY 2003/2004" is a report balancing income vs. projections for the current fiscal year to date. Schedule C, titled "Library Expenditures "2003/2004" is an accounting of all funds expended in the current fiscal year. FISCAL IMPACT None De~bora~pectfully submitted,, Library Director Schedule A REVENUE REPORT FINES MEDIA REF Oct-03 & FEES RENTALS SERV. 01-Oct $428.50 $233.93 7.00 02-Oct $469.24 $318.03 2.00 03-Oct $262.72 $437.98 2.00 October 4 & 5 $633.47 $339.08 0.00 $0.00 $0.00 0.00 06-Oct $734.45 $262.96 0.00 07-Oct $382.90 $208.41 0.80 08-Oct $513.78 $231.37 0.00 09-Oct $655.64 $323.35 5.30 10-Oct $242.58 $384.16 0.00 October 11 & 12 $395.33 $348.67 ;2.00 $0.00 $0.00 ;0.00 13-Oct $512.22 $222.64 ;4.00 14-Oct $543.89 $155.50 20.00 15-Oct $605.13 $223.94 26.11 16-Oct $420.66 $268.08 20.00 17-Oct $325.89 $378.77 20.00 October 18 & 19 $538.84 $317.78 ;2.44 $0.00 $0.00 20.00 20-Oct $403.34 $190.76 20.00 21-Oct $472.33 $186.60 25.00 22-Oct $4i5.94 $203.83 23.90 23-Oct $550.24 $279.49 20.00 24-Oct $253.85 $401.76 20.00 25-Oct $229.80 $190.32 10.00 10/26/2003 - closed 27-Oct $746.04 $225.43 $0.96 28-Oct $490.13 $201.67 $0.00 29-Oct $401.75 $182.15 $0.00 30-O¢t $381.33 $404.31 $0.00 31 -Oct $364.88 $349.05 $0.00 TOTALS: $10,714.87 $7,470.02 $51.51 October 2002 TOTALS $10,440.48 $7,076.53 $98.87 % CHANGE 3% 6% -48% 2003/4 Rev 2003/4 Proj: Daily Average Fines $414.14 $337.14 Daily Average Media $245.55 $251.43 Daily Average Ref. Fees $1.78 $4.29 DAILY TOTALS $661.46 $592.86 GAIN/LOSS ON PRO J: $2,058 Schedule B BALANCE SHEET October FY 2003/2004 Revenues Earned Projected Loss/Gain Fines & Fees $42,029 $39,332 $2,697 6.9% Media Rentals $32,651 $29,332 $3,319 11.3% Technology Center Revenue $2,495 $2,000 $495 24.7% Print Fees $1,652 $1,667 ($14) -0.9% Information Services Fees $289 $500 ($211) -42.1% Direct Loan $0 $0 $0 0.0% Totals: $79,117 $72,83'1 $6,286 8.6% Balance for Year throu.qh October $6,286 Schedule C LIBRARY EXPENDITURES JUL AUG SEP OCT TOTALS SPENT PER FUNDS % % OF 200312004 CATEGORY REMAINING SPENT YEAR 1290601 PERSONNEL 33% 5000 REGULAR SALARIES $627,490 $68,435 $46,486 $45,552 $46,931 $207,404 $207,404 $420,086 33% 5010 PART TIME SALARIES $298,780 $40,879 $26,994 $24,572 $24,671 $117,117 $117,117 $101,663 39% 5030 FRINGE BENEFITS $242,740. $20,228 $20,228 $20,228 $20,228 $80,912 $80,912 $161,828 33% TOTAL PERSONNEL $1,169,010 $129,543 $93,708 $90,352 $91,830 $405,433 $405,433 $763,577 35% OPERATIONS 5100 TRAVEL & MEETINGS $2,000 $245 $1,755 12% Internet Librarian Conference $0 Karatsu - workshop $0 Clark - workshops $0 Perera - Institute $0 Meeting Supplies $30 $30 Inservice Workshops $0 CLA Legislative Day $0 CLA Conference $215 $215 5105 MILEAGE $5,800 $1,438 $4,362 25% Auto Allowance $4,800 $400 $400 $400 $1,200 $1,200 $3,600 25% Reimbursement $1,000 $0 $236 $762 24% Garcia $23 $26 $92 $54 $195 Pages $0 Other $44 $44 Conference Mileage $0 5160 MEMBERSHIP DUES $2,350 $1~617 $733 69% American Library Assoc. $450 $0 $0 $450 0% MCLS Associate Membership $0 $150 $150 $150 {$150) #DIV/0! California Library Assoc. $400 $0 $0 $400 0% rnland Library system $1,500 $1,467 $1,467 $1,467 $33 98% 5200 MAJNTENANCE/OPER $199,384 $48,194 $151,190 24% Pdngng/Postage $2,000 $1,353 $647 68% Printing $1,344 $1,344 Postage $10 $10 Office Supplies $15,000 $1,759. $13,241 12% Photography, $32 $32 Office Depot $313 $784 $128 $1,225 Office machine repair $0 Letterhead $0 Miscellaneous $50 $85 $10 $145 Computer supplies $183 $162 $346 Federal Express $0 Special Paper $12 $12 Special Program Supplies $20,000 $0 $1,947 $18,053 10% Board Supplies $511 $511 Cataloging Supplies $584 $160 $744 Children's Supplies $21 $21 Children's Programs - Friends $13 . $11 $24 Dewey Award Program $72 $72 Foundation Suppo~l $150 $190 $340 Interlibrary Loan $10 $10 Adult Programs & Outreach $45 $45 Ready Set Read $201 $201 Summer Reading Program (FR) $72 $419 $491 Volunteer Recognition $0 /~ Books/Materials $155,000 $0 $34,726 $120,274 22% Bookstore rush $139 $549 $306 $404 $1,398 Childrens Books $1,269 $1,487 $76 $2,832 Brodart Books $0 Reference Books $338 $171 $929 $1,438 Rental Books $19,841 $19,841 La~Je Pdnt Books $54 $806 $228 $1,088 Books on Tape - Friends $2,793 $279 $45 $359 $3,477 Video $245 $232 $708 $186 $1,370 CD's (music) $736 $736 DVD's $547 $553 $306 $533 $1,938 CD ROMS $333 $276 $009 Magazines/Publications $12,000 $7,555 $210 $133 $7,898 $7,898 $4,102 68% Training $0 $0 $0 $0 #DIV/0! Bindew $1,000 $0 $0 $1,000 0% 5283 Depreciation - Computer EClui $20,270 $0 $0 $20,270 0% 5300 CONTRACT SERVICES $168,199 $50,611 $117,588 30% Encumbrance $0 Bcok Processing $24,000 $0 $0 $24,000 0% Children's Programs $3,000 $0 Collection Agency $5,000 $420 $477 $552 $1,449 $1,449 $3,551 29% Dynix System Maintenance $35,000 $19,606 $250 $19,856 $19,856 $15,144 57% Guard Service $20,000 $486 $486 $486 $19,514 2% Minutes $0 $50 $50 $50 ($50) #DIV/0! OCLC $0 $45 $61 $57 $164 $164 ($164) #DIV/0! Offic Equip/Maintenance $15,000 $3,838 $15,000 26% Xerox Fund $929 $1,050 $1,859 $3,838 Misc. $0 S.B. County $50,000 $4,187 $4,167 $4,167 $4,167 $16,667 $16,667 $33,333 33% Self Check Maintenance $7,000 $1,131 $6,970 $8,101 $8,101 ($1,101) 116% 5400 TELEPHONE $18,000 $2,702 $15,298 15% General Telephone services $1,022 $817 $864 $2,702 Additional services $0 5402 WATER UTILITIES $3,000 $758 $2,242 25% Water Use $758 $758 5403 ELECTRIC UTILITIES $72,000 $7,832 $6,824 $2,977 $17,634 $17,634 $54,367 24% TOTAL LIBRARY BUDGET $1,660,013 $190,555 $110,925 St 15,342 $111,809 $528,632 $528,632 $1,111,111 32% AFTER SCHOOL LEARNING PROGRAM JUL AUG SEP OCT TOTALS SPENT PER FUNDS % % OF Cost Center 1290603 200312004 CATEGORY REMAINING SPENT YEAR PERSONNEL 33% 1100 REGULAR SALARIES $17,820 $1,911 $531 $1,371 $1,371 $5,183 $5,183 $12,637 29% 1900 FRINGE BENEFITS $6,590 $549 $549 $549 $549 $2,197 $2,197 $4,393 33% TOTAL PERSONNEL $24,410 $2,460 ~1,080 $1,920 $1,920 $7,380 $7,380 $17,030 30% OPERATIONS 5100 TRAVEL & MEETINGS $250 $0 $0 $250 0% 5200 MAINTENANCE/OPER $200 $31 $169 15% Office Supplies $200 $31 $31 TOTAL LIBRARY BUDGET $24,860 $2,460 $1,080 $1,920 $1,950 $7,410 $7,410 $17,200 30% BOOKMOBILE SERVICES JUL AUG SEP OCT TOTALS SPENT PER FUNDS % % OF Cost Center 1290604 2003/2004 CATEGORY REMAINING SPENT YEAR PERSONNEL 33% 5000 REGULAR SALARIES $45,930 $5,338 $3,518 $3,518 $3,518 $15,891 $15,891 $30,039 35% 5010 PART TIME SALARIES $23,000 $618 $294 $1,281 $2,086 $4,279 $4,279 $18,721 19% 5030 FRINGE BENEFITS $17,450 $1,315 $1,315 $1,315 $1,315 $5,260 $5,260 $12,190 30% TOTAL PERSONNEL $86,380 $7,270 $5,127 $6,114 $6,919 $25,431 $25,431 $60,949 29% OPERATIONS 5100 TRAVEL & MEETINGS $0 $0 $0 $0 $0 0% 5105 MILEAGE $t00 $0 $0 $100 0% 5200 MAINTENANCE/OPER $6,950 $1,139 $5,811 16% Office Supplies $250 $43 $90 $133 $117 53% Books/Materials $2,000 $514 $492 $1,006 $994 50% Printing $0 $0 5283 DEPRECIATION. COMPUTER $2,420 $0 $2,420 6% Total for Depreicat[on - Computer E( $2,420 $0 $2,420 0% 5400 TELEPHONE UTILITIES $5,500 $0 $5,500 0% Cellular Technology $5,500 $0 TOTAL LIBRARY BUDGET $t01,350 $7,313 $5,127 $6,718 $7,411 $26,570 $26,570 $72,360 26% /? LIBRARY BOARD OF TRUSTEES JUL AUG SEP OCT TOTALS SPENT PER FUNDS % % OF Cost Center 4535 2003/2004 CATEGORY REMAINING SPENT YEAR OPERATIONS 33% 3100 TRAVEL & MEETINGS $t,500 $0 $1,500 0% Workshops Lo $0 Wimberly $0 Womack $0 Bradshaw $0 CLA Legislative Day $0 Caltac Sessions $0 3956 DUES $350 $0 $0 $350 0% Caltac $0 TOTAL LIBRARY BUDGET $1,850 $0 $0 $0 $0 $0 $0 $1,850 0% ADULT LITERACY JUL AUG SEP OCT TOTALS SPENT PER FUNDS % % OF 298 601 2003~2004 CATEGORY REMAINING SPENT YEAR PERSONNEL 5000 REGULAR SALARIES $26,730 $2,947 $1,833 $1,825 $2,039 $8,645 $8,645 $18,085 32% 5010 PART TIME SALARIES $5,000 $0 $0 $0 $0 $0 $0 $5,000 0% 5030 FRINGE BENEFITS $9,990 $845 $845 $845 $845 $3,380 $3,380 $6,610 34% TOTAL PERSONNEL $41,720 $3,792 $2,678 $2,670 $2,884 $12,025 $12,025 $29,695 29% OPERATIONS 5100 TRAVEL & MEETINGS $500 $11 $489 2% Literacy Meetings $0 Southern California Library Literacy Network Conference $0 Adult Learner Conference $11 $11 CLA Conference $0 5105 MILEAGE $150 $0 $0 $150 0% 5160 MEMBERSHIP DUES $180 $0 $135 $45 75% California Literacy $80 SCLLN $100 $135 $135 5200 MAINTENANCE/OPER $500 $400 $100 80% Office Supplies $300 $68 $68 $232 0% Curriculum Materials $200 $11 $12 $23 $177 Literacy Celebration $309 $309 ($309) 5300 CONTRACT SERVICES $1,930 $732 $1,198 38% Tutor Training $1,500 $300 $300 $300 $1,200 20% Literacy Pro Service Agreement $430 $432 $432 $432 ($2) 100% TOTAL LIBRARY BUDGET $44,980 $4,224 $2,678 $3,493 $2,907 $13,302 $14,034 $31,633 30% FAMILIES FOR LITERACY JUL AUG SEP OCT TOTALS SPENT PER FUNDS % % OF 308 602 2003~2004 CATEGORY REMAINING SPENT YEAR PERSONNEL 33% 5000 REGULAR SALARIES $8,910 $1,165 $788 $891 $668 $3,513 $3,513 $5,397 39% 5010 PART TIME SALARIES $13,000 $0 $0 $106 $245 $352 $352 $12,648 3% 5030 FRINGE BENEFITS $3,560 $298 $298 $298 $298 $1,190 $1,190 $2,370 33% TOTAL PERSONNEL $25,470 $'1,463 $1,086 $1,295 $1,211 $5,054 $5,054 $20,416 20% OPERATIONS 5100 TRAVEL & MEETINGS $0 $0 $0 $0 Literacy Meetings 5200 MAINTENANCE/OPER $250 $25 $225 10% Office Supplies $250 $7 $18 $25 $225 0% Families for Literacy Curriculum Mat, $0 $0 $0 Books/Materials $0 $0 $0 FFL Storytimes $0 $0 $0 TOTAL LIBRARY BUDGET $25,720 $1,463 $1,086 $1,302 $1,229 $5,080 $5,080 $20,640 20% REDEVELOPMENT EXPENDITURES FY 200312004 TOTALS FUNDS % % OF 2630 801 JUL AUG SEP OCT SPENT REMAINING SPENT YEAR OPERATIONS 33% Maintenance/Operations $176,200 50% Books $85,000 $795 $1,555 $2,350 $82,650 Children's Update Fund $10,000 $0 $10,000 Databases Learning Express (SAT, GRE, etc.) $3,307 $3,307 ($3,307) Biography Resource Center $6,500 $7,518 $7,518 ($1,018) Reference USA $6,500 $0 $0 $6,500 History Resource Center $12,000 $0 $0 $12,000 Literature Resource Center $17,000 $18,915 $18,915 ($1,915) SIRS $1,500 $1,535 $1,535 ($35) Newsbank $7,532 $7.,532 ($7,532) Magazine Index $30,000 $39,749 $39,749 {$9,749) Poem FindedNovel List $1,700 $1,105 $1,105 $595 Michell's Subscription CD R $6,000 $0 $0 $6,000 Opposing Viewpoints $6,548 $6,548 ($6,548) TOTALS $176,200 $54,023 $0 $34,536 $0 ' $88,559 $87,641 50% EXECUTIVE HIGHLIGHTS OF BUDGET 33% of year completed Library Expenditures: 32% spent At the fourth month of the fiscal year, 32% of the budget is spent. Below is an update on areas of significance. 5000/10: Part time salaries are at 39%. This overspending is the result of an increase in temporary hours to cover Nina ColeUs continued absence. Nina has returned and we hope to see those numbers slowly turn. Las month this account was over by 19%. This month the overage has dropped to 15%. We wil! continue to monitor this account closely. 5100: Travel and Meetings will be encumbered when several interested staff members a~end California Library Association Conference in November. 5200: Operations funds are at 24%, no challenges yet. 5300: Contract services are at 30%, no challenges yet. After School Learning Program: 30% spent Nothing to report. Bookmobile Expenditures: 26% spent Nothing to report. Adult Literacy: 30% spent Continued savings in the part time budget through at~ition results in overall savings for the program. Family Literacy: 20% spent Continued savings through use of YES Grant program funds. Library Board of Trustees: 0% spent Opportunities for the Board to attend the California Library Association Conference right here in Ontario. If you are interested, contact Vivian Garcia at 477-2720, ext. 5040. Redevelopment Agency Funds: 50% spent The Library portion of the accounts continue to show 50% spent, due to the fact that online resources are paid for in July for the entire year. No further changes to this account. PUBLIC LIBRARY Staff Report DATE: November 13, 2003 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF PROPOSED ADDITIONAL CLOSURES FOR 2003~2004 RECOMMENDATION That the Library Board approve closing the library for the additional days listed below as part of the budget reduction package approved by Council in September, 2003. DAYS DATES HOURS AMT. SAVED Sunday December 21 1-5 4 hrs. $ 800 Sunday December 28 1-5 4 hrs $ 800 Wednesday December31 10-9 11 hrs $1,700 TOTAL SAVED $3,300 BACKGROUND/ANALYSIS During the budget hearings which occurred in September of 2003, the Library was asked to reduce expenditures by approximately $50,000. This was done by reducing open hours and by agreeing to close a minimum of four additional days during the fiscal year. Staff is recommending closure for two Sundays during December and on December 31, New Year's Eve. Due to holiday shopping and the holidays themselves, December is the slowest month in terms of services at the library. These two Sundays fall directly before and directly after the Christmas holidays. New Year's Eve, normally closing at 6 p.m., is also a traditionally slow day. Therefore these two days are recommended for closure due to the following factors: 1. Low use of the facility based on the past year's performance. (See chart on next page.) 2. Attempt to save budget dollars by closing on days targeted as "low use". 3. Remaining open on Saturdays to allow one day available for families who are working the traditional Monday through Friday schedule during the holidays. Chart showing visits to the Archibald Library on the proposed dates for closure 2002/03 Average Sunday % Sunday % Average Tuesday % Sundays 12/22 Change 12/29 Change Tuesdays 12/31 Change 775 481 -38% 624 -19% 1,425 832 -20% 155 per hr 96 per hr 125 per hr 130 per hr 104 per hr 2001/02 Average Sunday Sunday Average Monday Sundays 12/23 12/30 Mondays 12/31 1,075 461 -57% 657 -39% 1,434 880 -37% 215perhr 92perhr 131perhr 174perhr 110perhr FISCAL IMPACT "Low Use" Sundays in December along with New Years Eve (Wednesday, December 31) constitute approximately $3,300 in savings. h0YK~aaPecffu Ily submitted, Library Director Attachment A RECOMMENDED LIST OF HOLIDAY CLOSURES CURRENT PROPOSAL LAST YEAR JULY 4*" Close July 4, Friday Closed July 4, Thursday (Official City Holiday) LABOR DAY WEEKEND Saturday Close Aug. 30, Saturday New closure proposed Sunday Close Aug. 31, Sunday Closed Sept. 1, Sunday (Proposed due to low usage) Monday Close Sept. 1, Monday Closed Sept. 2, Monday (Official City Holiday) VETERAN'S DAY Close Nov. 11, Tuesday Closed Nov. 11, Monday (Official City Holiday) THANKSGIVING Close Nov. 27, Thursday Closed Nov. 28, Thursday (Official City Holiday) DAY AFTER THANKSGIVING Close Nov. 28, Friday Closed Nov. 29, Friday (Official City Holiday) CHRISTMAS EVE Close Dec. 24, Wednesday Closed Dec. 24, Tuesday (Proposed due to low usage) CHRISTMAS DAY Close Dec. 25, Thursday Closed Dec. 25, Wednesday (Official City Holiday) NEW YEARS EYE Close Dec. 31, 6 p.m. Wednesday Closed Dec. 31, Tuesday (Proposed due to iow usage) NEW YEARS DAY Close Jan. 1, Thursday Closed Jan. 1, Wednesday (Official City Holiday) MARTIN LUTHER KINGS Close Jan. 19, Monday Closed Jan. 20, Monday (Official City Holiday) PRESIDENT'S DAY Close Feb. 16, Monday Closed Feb. 17, Monday (Official City Holiday) EASTER SUNDAY Close April 11, Sunday Closed April 20, Sunday (Proposed due to low usage) MOTHER'S DAY Close May 9, Sunday New closure proposed (Proposed due to low usage) MEMORIAL DAY (SUNDAY) Close May 30, Sunday Closed May 25, Sunday (Proposed due to low usage) MEMORIAL DAY Close May 31, Monday Closed May 26, Monday (Official City Ho!iday) Date: Dear Parent/Guardian of The Rancho Cucamonga Public Library works hard to create an atmosphere after school that allows for quiet study space for students as well as the general public. The creation of this environment is accomplished through library monitors and security guards requiring library visitors to conform to the attached list of behavior guidelines. (Rules of Conduct are attached.) Policy allows staff to ban from the library for a period of one month any youngster whose boisterous behavior resulted in eviction--yet who continues to repeat the behavior when allowed to return to the library. The child named above, who we understand to be under your guardianship, has been evicted for misbehavior more than once. Consequently, he/she is now banned from attending the library for a period of 30 days, unless accompanied and supervised by you. If you wish to discuss the specific behaviors of your child that prompted this action, I would welcome your phone call. I can be reached at (909) 477-2720, ext. 5020, Monday through Friday from 8:30 to 5:30 p.m.. Inability to quietly study in a group environment can have many causes. We find that youngsters younger than 16 years of age are sometimes not mature enough to study quietly as part of a group. Sometimes they tend to "show off" for friends. Sometimes, they simply believe there will be no consequences to their actions. In our role of providing a quiet environment for all our visitors, we are required to take action. In this case, we ban the student from attending the library, unless accompanied by a parent or guardian. After 30 days, the youngster is welcome to return to the library. However, if the same behavior again occurs, the student risks being banned for another month or even an entire year, depending on the severity of the disturbance. I am sending you this letter in hopes that you can persuade this youngster to study quietly when in the library in the future. I appreciate your intervention and involvement in this matter, and hope to see a much improved behavior from the youngster (vhen he/she returns to the library next month. Sincerely, Deborah Kaye Clark Library Director LIBRARY RULES OF CONDUCT LIBRARY RULES OF CONDUCT The Rancho Cucamonga Public Library is a public facility The Rancho Cucamonga Public Library is a public facility open to all. It is our intention to provide library visitors with open to all. It is our intention to provide library visitors with good service in a pleasant atmosphere. Each of you can help good service in a pleasant atmosphere. Each of you can help by observing the following rules of conduct, by observing the following rules of conduct. · No food, drinks or smoking is allowed at any time in the · No food, drinks or smoking is allowed at any time in the library, library. · Horseplay, disruptive behavior or inappropriate action is · Horseplay, disruptive behavior or inappropriate action is not permitted in the library, not permitted in the library. · Cell phones and pagers must be turned offor switched to · Cell phones and pagers must be turned off or switched to silent alert. Phone conversations are to be kept to a silent alert. Phone conversations are to be kept to a minimum, using soft and quiet tones. Patrons engaging in minimum, using soft and quiet tones. Patrons engaging in lengthy and/or loud phone conversations will be asked to lengthy and/or loud phone conversations will be asked to lower their voices or continue the conversation outside, lower their voices or continue the conversation outside. · Skateboards, roller blades, razor scooters and bicycles · Skateboards, roller blades, razor scooters and bicycles must be left outside of the library building. No must be left outside of the library building. No skateboarding or rnllerblading is permitted at the entrance to skateboarding or rollerblading is permitted at the entrance to the library or in the parking lot. the library or in the parking lot. · Seating is limited to four chairs per table, one person per · Seating is limited to four chairs per table, one person per chair, chair. · The library does not provide facilities for group work or · The library does not provide facilities for group work or discussions. Please talk in soft and quiet tones only if discussions. Please talk in soft and quiet tones only if necessary. Each person is responsible for proper behavior to necessary. Each person is responsible for proper behavior to ensure a quiet library atmosphere, ensure a quiet library atmosphere. · Study carrels are designated as quiet (no talking) areas. · Study carrels are designated as quiet (no talking) areas. · First priority use of the meeting space on the second floor · First priority use of the meeting space on the second floor is for Literacy tutors and students, is for Literacy tutors and students only. · Damage, destruction or theft of library property is · Damage, destruction or theft of library property is prohibited. Parents are liable for all acts of minors, prohibited. Parents are liable for all acts of minors. · Children eleven years of age or under must be · Children eleven years of age or under must be accompanied by someone fourteen years of age or older at accompanied by someone fourteen years of age or older at all times, all times. · When requested, students must give their names and show · When requested, students must give their names and show appropriate identification, appropriate identification. · Purses, backpacks and other personal belongings should · Purses, backpacks and other personal belongings should not be left unattended. We cannot be responsible for their not be left unattended. We cannot be responsible for their secmity, security. · Saving or reserving of tables is not permitted. Any · Saving or reserving of tables is not permitted. Any personal belongings left unattended for more than fifteen personal belongings left unattended for more than fifteen minutes will be placed in the Lost & Found located behind minutes will be placed in the Lost & Found located behind the Circulation Desk. the Circulation Desk. Repeated breaking of the above rules will result in loss of Repeated breaking of the above rules will result in loss of library visiting rights, parental and school contact and/or library visiting rights, parental and school contact and/or police involvement, police involvement.