HomeMy WebLinkAbout2018/05/03 - Agenda Packet - Library Board of Trustees 1
MAY 39 2018
LIBRARY BOARD OF TRUSTEES AGENDA
COUNCIL CHAMBERS
CITY OF RANCHO CUCAMONGA
10500 CIVIC CENTER DRIVE
RANCHO CUCAMONGA, CALIFORNIA
A. 6:00 P.M. — CALL TO ORDER
Roll Call:
President, Christine DeVries
President Pro Tem, Luella G. Hairston, Esq.
Board Member, Mary Hannah
Board Member, Janet Temkin
Board Member, Sarah Tompkins
B. PUBLIC COMMUNICATIONS
This is the time and place for the general public to address the Library Board of Trustees on
any item listed on the agenda. State law prohibits the Library Board of Trustees from
addressing any issue not previously included on the Agenda. The Board may receive
testimony and set the matter for a subsequent meeting.
Comments are to be limited to five minutes per individual or less, as deemed necessary by
the Chair, depending upon the number of individual Members of the audience. This is a
professional businessmeeting and courtesy and decorum are expected. Please refrain from
any debate between audience and speaker, making loud noises or engaging in any activity
which might be disruptive to the decorum of the meeting.
C. 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.
C1. Consideration to approve the Minutes of April 5, 2018.
C2. Consideration to approve the Library Revenue Balance Report of 2017/2018 Budget.
D. DIRECTOR'S STAFF REPORTS
The following items do not legally require any public testimony, although the President may
open the meeting for public input.
131. Consideration and discussion regarding the Library Status Report.
Y,
i
MAY 3, 2418
LIBRARY BOARD OF TRUSTEES AGENDA
a) Consideration and discussion regarding general announcements. The oral report
will be presented by Julie A. Sowles, Library Director.
b) Consideration and discussion regarding a review of Library Statistics. The report
will be presented by Cara Vera, Library Services Manager.
D2. Consideration and discussion regarding Children's Services, Adult Services and Library
Programming. The oral report will be presented by Brian Sternberg, Assistant Library
Director.
D3. Consideration and discussion regarding Cultural Arts Nights. Presentation by Casey
Marcarello, Adult Librarian and Brittany Garcia, Teen Librarian.
E. 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.
E1. Consideration and discussion to recommend approval to City Council regarding Second
Story rental fees and policies. The report will be presented by Brian Sternberg, Assistant
Library Director.
E2. Consideration and discussion to recommend approval to City Council to discontinue $.50
non-pick up hold fee. The oral report will be presented by Julie A. Sowles, Library Director.
E3. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by
Mary Hannah, Board Member.
E4. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per
Board Member.)
F. 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.
G. ADJOURNMENT
I,Jennifer Palacios, 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 day,
Page 2 of 3
z
MAY 39 2018
LIBRARY BOARD OF TRUSTEES AGENDA
Thursday, April 26, 2018, seventy-two (72) hours prior to the meeting per Government Code
54954.2 at 10504 Civic Center Drive.
Jennifer Palacios
Library Administrative Secretary
City of Rancho Cucamonga
Mission Statement
The mission of the Rancho Cucamonga Public Library is to inform and enrich our community. We strive to
accomplish this by providing access to traditional and technologically innovative resources. We support and
encourage education and the love of reading in a welcoming atmosphere by a knowledgeable, service-oriented
staff.
If you need special assistance or accommodations to participate in this meeting,please contact the
Library at(909)477-2720. Notification of 48 hours prior to the meeting will enable the City to make
reasonable arrangements to ensure accessibility. Listening devices are available for the hearing
impaired.
Page 3 of 3
NN
STAFF REPORT
LIBRARY SERVICES DEPARTMENT �
RANCHO
Date: May 3, 2018 UCAMONGA
To: Rancho Cucamonga Library Board of Trustees
From: Julie A. Sowles, Library Director
Subject: APPROVAL OF MINUTES
RECOMMENDATION:
Approval of the minutes of the regular meeting of April 5, 2018.
BACKGROUND:
Attached, please find the minutes for the regular meetings of the Library Board of Trustees taken and
compiled by Library Administrative Secretary, Jennifer Palacios.
ANALYSIS:
None.
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
Not Applicable.
ATTACHMENTS:
Attachment 1 —April 5, 2018 Minutes
Item C1--1
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
A.
LLT ORDER
The adjourned meeting of the Library Board of Trustees was held on Thursday, April 5, 2018, in
the Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga,
California. The meeting was called to order at 6:03 p.m. by President Pro Tem, Luella G. Hairston,
Esq. Present were Members Hannah and Tompkins.
Also present were: Julie A. Sowles, Library Director, Brian Sternberg, Assistant Library
Director, Jennifer Palacios, Administrative Secretary and Avianca Ortiz, Library Clerk.
B. PUBLIC COMMUNICATIONS
81There were none,
C. CONSENT CALENDAR
C1. Consideration to approve Minutes of April 5, 2018.
MOTION. Moved by Member Hannah to approve April 5, 2018 minutes, seconded by Member
Tompkins. Motion carried 3-0-2 (with Member DeVries and Member Temkin absent).
Q. LIBRARY DIRECTOR'S STAFF REPORTS
D1, Consideration and discussion regarding the Library Status Report. The reports will be
presented by staff.
a. Consideration and discussion regarding general announcements. The oral report
will be presented by Julie A. Sowles, Library Director
Julie A. Sowles, Library Director, reported the annual Tour de Fork event has been discontinued
by Victoria Gardens.
Library Director Sowles stated City Council adopted the recommended change of the Code of
Conduct.
Julie A. Sowles, Library Director stated she, Margaret Hatanaka, Adult and Teen Supervisor and
Brian Sternberg, Assistant Library Director attended the 2018 Public Library Association (PLA)
Conference.
Library Director Sowles reported the Friends of the Library held their annual dinner on Sunday,
March 25, 2018 and presented to the Library a check donation in the amount of$25,000.
A JL
Attachment "I
Item C1—2
Library Board of Trustees Minutes
April 5, 2018
Page 2
Julie A. Sowles, Library Director, stated on April 2, 2018 the passport fees increased to $35.00
from $25.00.
Christine Deyries, President arrived at 6:07 p.m.
Library Director Sowles stated Serving with a Purpose Conference will be held at the Ontario
Convention on May 2, 2018.
b. Consideration and discussion regarding a review of Library statistics. The oral
report will be presented by Cara Vera, Library Services Manager.
Brian Sternberg, Assistant Library Director, presented the oral report for Cara Vera, Library
Services Manager.
Assistant Library Director Sternberg identified the newest Library Statistics Report on page D1,
b)-9.
Member Hairston stated Cara Vera, Library Services Manager did an outstanding job of compiling
the statistics on a one-page document that is readable and understandable.
D2. Consideration and discussion regarding Library Budget Report. The report will be
presented by Julie A. Sowles, Library Director.
Julie Sowles, Library Director, reviewed the budget with the Members and stated fiscal year 2017-
18 was 75% complete and library fines and fees only collected 62%. The Private Contributions
Library line item, donations received from Friends of the Library. Predicted a donation of$130,000
but received $137,000, because the Friends of the Library are on a calendar fiscal year.
Library Director Sowles stated for future agendas, the Library Budget Report will be located in the
Consent Calendar.
D3. Consideration and discussion regarding Children's Services, Adult Services and Library
Programming. The report will be presented by Brian Sternberg, Assistant Library Director.
Brian Sternberg, Assistant Library Director, reported the Book to Action Grant April Programming
is celebrating kindness and compassion with the community by reading the "Book of Joy: Lasting
Happiness in a Changing World," by the Dalai Lama and Desmond Tutu. Free copies of the book
are available at both Archibald Library and Paul A. Biane Library. The Library will be partnering
with the Family Resource Center for a Food Drive and the Children's Storytime's theme will be
about joy and happiness.
Assistant Library Director Sternberg stated there will be a teen program at the Biane Library on
April 12, 2018 themed, Joy of Splatter Art and a tween program at the Archibald Library on
April 21, 2018 themed, Express Yourself (Joy of Art).
Brian Sternberg, Assistant Library Director, reported April is National Poetry month with an
upcoming poetry slam program on April 25, 2018 at the Biane Library. The event features the
award-winning Los Angeles poet, Matthieu Callier who will be sharing some of his poetry and
offering tips and advice to aspiring poets.
Item C1—3
Library Board of Trustees Minutes
April 5, 2018
Page 3
Assistant Library Director Sternberg stated the Asian, Pacific Islander Cultural Arts Night will be
on May 4, 2018 at the Biane Library and the event will feature the Book to Action Program Final,
traditional Chinese Music, Korean classical dance and much more.
Brian Sternberg, Assistant Library Director, reported Ready Open Play for all ages will take place
on the Second Story on April 7, 2018. The theme is based on the book "Ready Player One," by
Ernest Cline,
Assistant Library Director Sternberg reported Family Saturday: Earth Day, will take place on April
21, 2018 at the Archibald Library at 11:00 a.m. and Biane Library at 2:00 p.m. and 3:00 p.m. The
Library will be partnering with the City's Engineering Department to offer special family Storytime's
in honor of Earth Day.
E. BOARD BUSINESS
El. Consideration and discussion to recommend approval to City Council to discontinue library
overdue fines and audio-visual materials lending fees.
Julie A. Sole , Library Director, presented an oral staff report and PowerPoint presentation (copy
on file).
Christine Deyries, President, asked if the time can bee n d to return a library book.
Library Director Sowles stated administration will be looking at the Circulation Policies and will be
presenting a recommendation at our May or June meeting to extend the borrowing period from
two weeks to three weeks.
Sarah Tompkins, Board Member, states she prefers the three-week borrowing period to allow
more time to finish a book.
Luella Hairston, Esq., President Pro Tem, stated it is a great idea to eliminate fines and fees.
Mary Hannah, Board Member, stated the presentation was powerful and thanked Library Director
Sowles for her presentation.
MOTION: Moved by Member DeVries to recommend approval to City Council to discontinue
library overdue fines and audio-visual materials lending fees. Seconded by Member Hannah,
Motion carried 4-0-1 (with Member Temkin absent).
E4. BOARDMEMBER ANNOUNCEMENTS:
Mary Hannah, Board Member, announced the Library Foundation Board established a new Sub-
Committee for interviewing new potential Members.
Board Member Hannah stated she attended a Campaign Training Workshop on March 27, 2018,
held by Diana Lee, Community Partnerships Coordinator. The training focused on how to bring in
potential new donors with new campaigning materials.
Item C1—4
Library Board of Trustees Minutes
April 5, 2018
Page 4
Board Member Hannah presented to the Board a flier created by the Library Foundation Board's
Recruitment Sub-Committee, to help bring in prospective members to help raise funds for the
Second Story Campaign.
Christine Deyries, President, thanks staff for everything they do to make the Library a wonderful
place to go to.
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
New line item for the Library Board of Trustees Liaison Report,
G. ADJOURNMENT
The meeting adjourned at 7:44 p,m,
Respectfully submitted,
Jennifer Palacios
Administration Secretary
Approved-,
Item C1—5
STAFF REPORT .
LIBRARY SERVICES DEP.-1RI, M ":I"
RANCHO
Date: May 3, 2018 UCAMONGA
To: Rancho Cucamonga Library Board of.Trustees
From: Julie A. Sowles, Library Director
Subject: LIBRARY REVENUE BALANCESPORT OF 2017/2018 BUDGET
RECOMMENDATION:
No recommendation. For information only.
BACKGROUND:
The Revenue Balance Report is a report of funds earned during the month(s) and is attached. It
includes separate totals for Archibald Library revenue and Paull A. Biane Library revenue.
ANALYSIS:
None.
FISCAL IMPACT:
None.
COUNCIL GOALS? ADDRESSED:
Not Applicable.
ATTACHMENTS:
Attachment 1 — Revenue Balance Report
Item C2-1
CITY OF RANCHO CUCAMONGA
Fiscal Year: 2018 Revenue Balance R rt
Report Date: Apr 2018 by Entity,Fund,Orb Key&Object Code
83%oryear complete
Budget Amount Collected
Object Description Budget kN-ITD Activity YTD Activity Remaining %
Entity I -CITY OF RANCHO CUCAMONGA
Fund 290-LIBRARY FUND
Key 1290000-Library Fund
4312 Library Fines and Fees 160,000.00 2,904.35 105,307.92 54,692.08 65.81
4410 Media Rentals 80,000.00 1,005.75 42,079.85 37,920.15 52.59
4512 Library Card&Merchndse Sales 0.00 132.20 4,111.60 4,111.60 0.00
4515 Information Service Fees 600.00 6.00 82.90 517.10 13.81
4565 Passport Processing Fees 120,000.00 4,294.40 1019490.25 18,509.75 84.57
4567 Passport Photo Fees 30,000.00 720.00 22,683.75 7,316.25 75.61
4907 Private Contributions Libra rL_ 130,000.00 0.00 1379000.00 -7,000.00 105.38
Total For Org Key 1290000: 520,600.00 9,052.70 412,756.27 107,843.73 79.28
Tolalfor Fund 2900 520,600.00 9,052.70 412,756.27 107,843.73 79.28
Tolalfor Entity 1: 520,600.00 9,05230 412,756.27 107,843.73 79.28
Total Net For Report: 520,600.00 9,052.70 412,756.27 107,843,73 7918
BIANE LIBRARY
REVENUE REPORT
Fines & Media
Fees Rentals of Serv. Photo Copy Passports
March-18 $6,113.74 $2,078.35 $3.00 $1,048.56 $9,326.35
ARCHIBALD LIBRARY
REVENUE REPORT
Fines & Media
Fees Rentals Ref Serv. Photo Copy Passports
March-18 $6,561.94 $2,869.00 $9.00 $1,437.11 $9,008.90
Attachment 1
Item C2-2
STAFF REPQRT
LiBIURT SERVICES DEPaR' IEivT
RANCHO
Date: May 3, 2018 UCAMONGA
To: Rancho Cucamonga Library Board otTrustees
From: Julie A. Sowles, Library Director d"I"
Initiated By: Cara Vera, Library Services Manager
Subject: LIBRARY USE STATISTICS
RECOMMENDATION:
No recommendation. For information purposes, only.
BACKGROUND:
Library use statistics are kept each month to provide data on the measurable activities of both our
physical and virtual library locations. This report includes a March statistics recap utilizing the new
one-sheet format introduced in February 2018. For the remainder of FY 2017-18, library staff will
present the new recap along with the regular long-form monthly use statistics.
ANALYSIS:
As of March 2018, use statistics indicate regular borrowing, program attendance, and library use
patterns.
FISCAL IMPACT:
None.
COUNCIL GOAL(S) ADDRESSED:
Not Applicable.
ATTACHMENTS:
Attachment 1 - Library Use Statistics.
D1, b)-1
• Feb-118 Feb-17 u i �isalll r=1°7r r r .
Days open 50 50
Items Borrowed(AR,BL,BKM) 68,796 70,223 7 1 1
r,�o,�,��iG,�r/ 1�y�ur>'��i✓i
Average Dailey 1,376 1,404
%Change -2%
rJ
Patrons Registered(AR,BL,BKM) 861 80179
Average Daily 17 16 fri7/r •
%Change 7%
Information Questions 12,285 139414
Average Daily 246 268'
f YrVlllky �� �IY
/o Change
Library Visitors 38,180 45,390
Average Daily 764 908
/a Change -16% l "
Children's Programs 2,1293,014''
#of Sessions 84 135' I
II � h/'1 f 1S4�F)
Aver.Per session 25 22
1/6 Change =29%
Items Classified 2,011, 1,283,
i) r
%Change 57%
Volunteer Hours 538 371;
%Change 45%
TECHNOLOGY CENTER SERVICES
Computer Use Sessions 5,954 6,151 , !r i� it•
Change -3%
Technology Questions `2,663 3,269"
%,Change -19% �
Programs/Classes Attendance 102 164
#of Sessions '91 9 f¢,
Aver.per session 11 18;
ADULT SERVICES
Information Questions 4,551 5,131
r
Average Daily 91 103; a
%Change
Programs/Classes Attendance $6 32 �
#of Sessions 7 4'
Aver.per session 12 8
Teen Programs 5
#of Sessions I 1
Aver.per session 5 6.
TourslGroup Visits Attendance 18 220
Attachment I o1, b)-2
• • Feb-18 t=eb-17MaiBMr�r 17a r i
#of Sessions 1 5
p
Aver.per session 18 44
CHILDRENS SERVICES ��J
Information Questions 5,071 5,011
Average Dally 101 100 3� 5 1 11
%Change 1% �� �i L
iii ���II f
Mother Goose on the Loose 311 2 53" ` 1 •
#of Sessions 10 9
Aver.Per session .
s 31 28
Bright Beginning Attendance 162 114
#of Sessions 7 7
Aver.Per session 23 16
Terrific Tots Attendance 192 . 172
#of Sessions 7 7
Aver.Per session 27 25
Little Learners Attendance 99 137 l 1
#of Sessions 6 7 �
Aver.Per session 12 20 �� J
Rhyme Time Attendance 175 197>'
It of Sessions 8 8; i •
Aver.Per session 22 25�
Hooray for Pre-K Attendance 159 1801 ° 1
#of Sessions 7 8
Aver.Per session 23 23` 1
Discovery Club Attendance 237 216
#of Sessions 8 7
i
Aver.per session 30 31 %
Tween Program Attendance 5 39� •
#of Sessions 1 2 a •
Aver.per session 5 20
Family Storytime Attendance 754928 9 o
#of Sessions 31 31:
Aver.per session 24' 30 ���
Special Events Program Attendance 35 732 �� �� •
#of Sessions 1 6
Aver.per session 35 122 }
Group Visits to Library Attendance 100- 50
#of Sessions 1" 2;
Aver.per session 100 25
D1, b}-r3
Feb-17 LL8
-18 Mar-17
Days Open 27 27 30 31
9t� t e ti.
Items Borrowed(incl.renewals) 33,245 33,778 37,214 36,203 ® •
Average Daily 1,231 1,251 1,240 1,168
%Change -2% 3%
Patrons Registered 459 396 527 431 ••
Average Daily 17 15 18 14
%,Change 16% 22% •'
Information Questions 6,019 5,875 6,813 6,459 . •
Average Daily 223 218 227 208' ,: '•
%Change 2% 5%
Library Visitors 18,814 22,971 22,895 26,611 •. • .•
Average Daily 697 851 763 858 :•
%Change -18% -14% •°
Children's Programs 776 895 757 11030
#of Sessions 36 37 23 40 ,•
Aver.Per session 22 24 33 26 •
%Change -13% -27%
Items Classified 1,094 309 1,071 1,584 • .® •
%,Change 254% -32%
.r ria:
Volunteer Hours 125 38 87 104 :® •
%Change 229% -17%
TECHNOLOGY CENTER SERVICES
Computer Use Sessions 4,268 4,253 4,702 4,957 • • • ..
%Change 0% -5%
Technology Questions 1,252 1,365 1,396 1,396 •
%Change -8% 0%
Programs/Classes Attendance 26 54 56 571
#of Sessions 4 4 4 4;
Aver.per session 7 14 14 14
ADULT SERVICES
Information Questions 2,240 2,161 2,617 2,484 •
Average Daily 83 80 87 80
%Change 4% 5%
Programs/Classes Attendance 19 21 12 14
#of Sessions 2 2 2 2
Aver.per session 10 11 6 7
Teen Programs 0 0 0 0 •
#of Sessions 0 0 0 0
Aver,per session 0 0 0 0
Tours/Group Visits Attendance 0 0 0 0
D1, W-4
MOMFeb-1 8 Feb-17 Mar-18 Mar-17 ' r
#of Sessions 0 0 0 0
Aver.per session 0 0 0 0
CHILDRENS SERVICES
Information Questions 2,527 2,346 2,800 2,579 .1
Average Deily 94 87 93 83 1 ::
%,Change 8% 9%
Mother Goose on the Loose 81 90 82 147 1 ..
#of Sessions 4 3 2 4
Aver.Per session 20 30 41 37
I
Bright Beginning Attendance 92 54 60 70 ••
#of Sessions 4 4 3 4
Aver.Per session 23 14 20 18
Terrific Tots Attendance 92 64 80 108 •
#of Sessions 4 4 3 4
Aver.Per session 23 16 27 27 1
Little Learners Attendance 26 35 50 106
#of Sessions 4 3 2 4
Aver.Per session 7 12 25 27
Rhyme Time Attendance 99 108 51 78 +°° •
#of Sessions 4 4 2 4
Aver.Per session 25 27 26 20
Hooray for Pre-K Attendance 69 105 58 68 •1
#of Sessions 3 4 3 4
Aver.Per session 23 26 19 17
Discovery Club Attendance 150 147 44 119
#of Sessions 4 4 2 4
Aver.per session 38 37 22 30
Tween Program Attendance 5 28 6 7 °•
#of Sessions 1 1 1 1
Aver.per session 5 28 6 7 •
Family Storytime Attendance 127 224 75 245 •
#of Sessions 7 7 5 8 ;,,,,;; ,,,,,,, •
Aver.per session 18 32 15 31
Special Events Program Attendance 35 40 0 82
#of Sessions 1 3 0 3
Aver.per session 35 13 0 27
Group Visits to Library Attendance 0 0 0 0 i 1
#of Sessions 0 0 0 0 , 1
Aver.per session 0 0 0 0 1
D1, b)--5
m
Fels 18 17 Mair-i8 Mar-17;, r
Days Oen 23� ,:23�, '27 27� •�
Items Borrowed 29,151 29,72$- 33165 34,068
Average Daily 1p267 1,293` 1,228 1;282" :.
%Change
Patrons Registered 377," 375; 433X488' •
Average Daily 16 156 17
%Change
i
Information Questions 6,266 " 7,539' 7,6947;909
w.
Average Daily 272, 32B 285"
85 '293
%Change
i
t
Library Visitors 19,366 22,419 22,745- 26;165, •
Average Daily 842 975` 842 969 '• •
i
%Change 14W =13
Children's Programs I' 1,353; 2,073 1,289 1,762 • • j
#of Sessions 48 51 .37 '54'
Aver.Per session X28 41- 3533' ,
%Change 35°ro" 27°e
m
, II I
Items Classified917 974: . 940, 1,362�
%.Change
Volunteer Hours ; 103, 78 309` 111'
%Change 329r 178
TECHNOLOGY CENTER SERVICES
Computer uler Use Sessions $6 888 2,226; .. . .
%Change 1 #%
Technology questions 1;411` - "1',904 1,585, 1,9411 �1
%Change -28 -18%
Programs/Classes Attendance -76, 110 94, 67�
#of Sessions ;5: 5 5, 6:
Aver.per session -.15, 22 19 11F,
ADULT SERVICES .
Information questions2,312,1970 3,031 3,022
Average Daily ""1,
100` 129 112" '112 •
%Change 22°i6; 096
Programs/Classes Attendance " 67" 11" 105, 87, •:
#of Sessions 5„ 2 6, 5 •
Aver.per session 136 18 17 •
Teen Programs 5- 6 13 8 .4
#of Sessions
Aver.per session '5" 6' 13 .8
D1, b)-6
i
J sFeb-18 Feb''-17 Mar-i i3 "Mar-17%, t t
2nd Floor Visits/Programs 18 `220" 209 "", 21 •
#of Sessions 1 5' T 4
Aver.per session 30 5
CHILDRENS SERVICES
Information Questions 2rO44, 2,665 3;078, 2;946
Average Daily 1;11 1161 114 109
/o Change 4'r "
Mother Goose on the Loose 230 163` 130' 181, 4
9.
#of Sessions 6 6 4. 6
Aver.Per session 38r 27 33 30,,
Bright Beginning Attendance 70' 60 70 74�
i
#of Sessions 3 3 2 3' � p 'i�� •
Aver.Per session 23; 20 35" 25 P
Terrific Tots Attendance 1001 108 76 881 •
#of Sessions 3 3 2 3, °
Aver.Per session 3& 36 38 29
Little Learners Attendance 73"', ,102 54 66
N of Sessions 2 3
Aver.Per session 18 28° 27 23 •
Rhyme Time Attendance 76, ,� •
89 83 72
#of Sessions ,4i, I4` 3 3'
Aver.Per session 19; 22 28 24
Hooray for Pre-K Attendance 90 75 83 $9 ••
#of Sessions ;,. 4, �}' 3; 4
Aver,Per session 123; `19' 22
l
Discovery Club Attendance „ 87 $9' 47 =51'
#of Sessions
Aver,per session <22 23 16, 17
Tween Program Attendance 0' 1,1" 0 13 °#
#of Sessions 0" 1 0' 1 � •j
Aver.per session 0 1 0 13 ° Vt!fI •
Family Programming Attendance62T' 704 460. 742'' ° •
#of Sessions 24;
24 1& 24' •.
a t {igoii
Aver.per session "26; `29 29 3i t
Special Events Program Attendance 0 692 , '286,, 384
#of Sessions 0' ' 3 4 7., •
Aver.per session 0 231 72" 55
Group Visits to Library Attendance 100. -,,50 .0 193 •'
#of Sessions 2
Aver.per session 100 25 d0 97
D3,b)-7
Feb-18 Feb-17Mar-18 Mar-17
BOOKMOBILE
Item ��
s Borrowed(incl.renewals) � 6,400 6,717 5,600 6,924
%Change -5°0 -19°dot a
Patrons Registered 25 30 19 22 uur r
ADULT LITERACY SERVICESI
Tutor Teams Matched 1 32 28 32 28
Learners Waiting , 4 2 4 1
Computer Literacy Participants0 0 0 0 �q
� ll
Volunteer Hours 131 56 118 64 .
it
BACK 2 BASICS ARCHIBALD
#of Students 26 27 26 28
#of Sessions 60 46 fig B5
#of Volunteer Hours 72 47 81 77
Special Program AII, 0 15 3 0
m
#of Sessions 0 1 1 0
r r�
Aver.Per session 0 15 3 0 w
BACK 2 BASICS BIANE
#of Students 37 44 43 44
#of Sessions '` 83 103 94 117
#of Volunteer Hours 106 152 110 165
Special Program Att. 0 0 20 24i I t W
�j
#of Sessions �� 0 0 1 1 m
Aver.Per session f 0 0 20 24
SCHOOL&COMMUNITY OUTREACH 328 251 126 291
#of Visits 3 3 2 3
PASSPORTS f
#of applications processed 545 564' 729 760
Change f -3% -4%
#of Passport Hotline calls y';f 587 1,782 Irl 1,512 1,548, 1,Change -2%-2% -11°0
VIRTUAL LIBRARY SERVICES 38,114 43,298 39,523 44.935, E
,g,utc Repair-Chillon's 27 53 63 8$
Business Research-Reference USA ^
503 459 787 645'
Career&Test-taking-Leaming Express 5 51 30 55
Digital 3,324 2,770 3,657 3,327
I
Audio Downloads // i1,483 1,182 1,590 1,433-.eBook Downloads ;o' ll
1,861 1,588 .2,067 1,894
Digital Books-OnaClick+Enki 21 3 8 15'
Freegal Music -Songs downloadedf 834 754 830 815
Freegal Musie •Songs streamed 2,435 2,175 2,483 2,501
Magazines&Journals -fnfotrac 242 778 418 199'
Mango Languages �j 123 151 135 90
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Newspapers -Newsbank,Daily Bulletin 128 187 237 149 t°
Research-Bio,Lit,Current issues 225 252 217 56" w
Tutor.Com-Live Homework Help 145 183 221 245
Zinio Magazines-Checkouts 179 198 228 180 ro
website Hits � 2'9;923 35,284 30,209 36,570
HOMEBOUND SERVICES
Patrons Served 12 10 11 12� s' t
Materials
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Hours Vn unteered r� 132 112 44 123, �I1
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P�ays Open 57 58 30 27 -2%
Library Visitors 45,640 52,776 22,895 22,745 -14% 392,965
-Items Borrowed Ph sical 70,379 70,271 37,214 33,165 0% 591,331
Items Borrowed - Downloads* 3,893 3,522 nla n/a 11% 31,003
Information Questions 14,507 14,368 6,813 7,694 1% 118,442
Patrons Registered 979 921 527 433 -6% 7,491
Computer Use 6,393 7,183 4,702 1,691 -11% 55,540
17'2018--'. ,. �\001' 2 ate-2ort� AaA Programs \ #of Pro rams #of Pro ramsy r 9,�,� .
Adult 117 101 8 7 16% 1,130
Children s 2,069 2,901 62 172 -29°x° 24,331
Outreach _ 126291 2 3 -57% 6,028
Second Story 209 21 7 4 895% 748
o Special 286 466 4 10 -39% 5,181
Tech 150124 9 10 21% 832
Teen 13 _ 8 1 1 -63% 182
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Back 2 Basics 6972 -4%
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Housecalls 11 12 -8%
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Virtual Library 2017-2018 2016-2017 % Change
Online Resources (searches) 2,108 1,527 38% a Special
Website visits 30,20936,570 -17%
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Passports
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Passports Issued 729 760 --- -4%--,-
Passport Calls 1,587 1,782 -11% - Tours
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STAFF REPORT " '...
LIBR RY SERVICES DE-RARTNIENT °
ANCHO
Date: May 3, 2018 CUCAMONGA
To: Rancho Cucamonga Library Board of Trustees
From: Julie A. Sowles, Library Director
Subject: CONSIDERATION AND DISCUSSION TO RECOMMEND APPROVAL TO CITY
COUNCIL REGARDING SECOND STORY RENTAL FEES AND POLICIES
RECOMMENDATION:
Staff recommends the Library Board of Trustees to recommend approval to City Council the room
rental fees and policies for the Second Story in the Library Services Department 2018 Fees &
Charges Schedule.
BACKGROUND:
In February of 2017, Rancho Cucamonga Library Services completed tenant improvements to the
second floor of the Biane Library. This resulted in the renovation of 8,135 sq. ft. of space which now
houses a STEM Lab, Art Studio, Workshop, Kitchenette and Open Exhibit area. Later that year,
Gyroscope Inc., a museum design consultant, was hired to create a business plan that includes the
development of those spaces into a fully functional discovery space with examples of the types
services that are typically offered by children's museums. This plan includes offering room rentals to
the public to help generate revenue that will offset costs for staffing, programs, classes and events
that take place on the second floor.
The rates suggested in the 2018 Fees&Charges Schedule are consistent with rates currently offered
by the City of Rancho Cucamonga at other facilities.
A draft version of the Library Services Department, 2018 Fees & Charges Schedule is attached
(Attachment 1).
ANALYSIS:
Room rentals will provide the ability to offer additional services to the public. These services may
include birthday party rentals, school field trips and corporate trainings. Rental fees are based on
user group classifications, facility space, operating hours and equipment use. Rates for programs are
dependent on non-resident and transaction costs.
Group classifications are distinguished by the type of organization they represent. A non-profit civic
or athletic organization (Group 2) will pay a different fee than a commercial business or non-resident
(Group 4). Spaces are valued based on size and the amount of people they can accommodate. In
addition, regular operating hours differ from premium hours based on availability of staff and demand
for space.
Item E1-1
LIBRARY BOARD OF TRUSTEES STAFF REPORT
CONSIDERATION AND DISCUSSION TO RECOMMEND APPROVAL TO CITY COUNCIL
REGARDING SECOND STORY RENTAL FEES AND POLICIES
May 3, 2018
Page 2
FISCAL IMPACT:
Revenue generated from room rentals is estimated to be $2,000 for the 2018/2019 fiscal year.
COUNCIL GOAL(S)
Not Applicable.
ATTACHMENTS:
Attachment 1 — Library Services Department 2018 Fees & Charges Schedule Draft
Item E 1--2 2
JI „,
Library Services Department
2018 Fees & Charges Schedule
Draft
RANCHO
CUCAMONGA
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Library Board of Trustees - —92018
SECOND STORY
City Council - 92018
New Fees Effective - July 1, 2018
Attachment 1 Item E3—3
Library Services Department
2018 Fees and Charges Schedule
SECTION 1 - FEES FOR USE OF CITY FACILITIES
FACILITY USER GROUP CLASSIFICATION CHART AND DESCRIPTION
...........................
GENERAL
FEES FOR FACILITY .....................................................................................
FACILITY ROOM RENTAL FEES
.............................................................................................
BianeLibrary-Secondt ............................................................................................................
SECTION 2 - GENERAL FEES AND FEE POLICIES
GENERALFEES
51
................................................................................................ .................
Item E 1-4
Group Qualifying Type of Function Specifications
Outside Governmental Events/Functions that directly serve The following applies to governmental agencies having
Agencies-RC Resident the Rancho Cucamonga an approved,written partnership with the City.Group I
Benefit Use— function community. (no fees)facility use only permitted at the RC Family
provides a direct benefit to RC If an outside Government Agency Resource Center.
Residents requests facility use for a purpose
that does not provide a direct
benefit to RC residents,they will be
classified as Group 3 user.
Non-profit civic,athletic,social Events/Functions that directly serve Compliance with City Non-Profit Eligibility Policy is required
organizations,churches and the Rancho Cucamonga to receive Group 2 status.
public and private schools community.
based in Rancho Cucarno
2 Group 2 facility rental rates are highly discounted to allow for consistent and affordable use of facilites by non-profit groups
serving City residents.To insure consistency among user groups®the City cannot consider rental fee waivers by Group 2 users.
Outside Governmental Events/Functions that do NOT Events/Functions not providing a direct service to the
Agencies(Non-RC Benefit provide a direct benefit to RC Rancho Cucamonga community will be charged Group 3
Use residents. rates.
Resident non-profit Private events/programs that do not Events/Functions not providing a direct service to the
organizations meet Group 2 criteria, Rancho Cucamonga community will be charged Group 3
rates.
Cit Residents An a rov function
Errs to ee O ani tions Ana roved function
3 Political Candidates Any approved function
±22i 10 an�izafions..
Non-resident non-profit,civic, Any approved function
social organizations and
schools and churches
City commercial,business and Any approved function
i Non-residents Ana roved function
Non-resident employee Any approved function
4 organizations,commercial,
business and profit making
organizations and private
church events not open to the
public
City of Rancho Cucamonga Events,meetings and programs No rental fees are required for City of Rancho Cucamonga
which are directly hosted and Departments for official business.Equipment requested
City coordinated by a City Department at additional expense to Library Services Department will
for official business. be recovered from the requesting Department.See
separate City Departments Facility Use Guidelines.
"'............
City of Rancho Events,meetings and programs No rental fees are required for Library Services
Cucamonga Library which are directly hosted and Department use.Any costs for additional staff or
Library Services Department coordinated by the Library equipment must be recovered from the program
Services Department. budget,
A 3.7S%nonrefundable tran3actionjee will be chargedfor eachfinancial tramaction processed throaghActire,Vet software synern.The fee trill be charAvdio
all cunamers registeringforfee basedprograms orfaciliry rentals.Thisfee does no#apply tofree programs,donations,arfinaircial transactionspracessed
through Proventse sous'-acre
Page 11
its E 1-5
AllVS Llbrjr Qq0 rin
LaL_ SL_ _q_&n
All Library Services Department's Fees will be deposited into the Library Services Department's Fund 290, unless
stated otherwise,
Biging Library -Second %p_!3r FacjIltyRenj:aIs; General Information:
9X2Eafi0g_H9_uLt_QU—Rental usage Monday through Thursday during open hours with regularly scheduled staff.
Ergrnlurn HouM Ugg—Rental usage during regular hours of operation on Friday and Saturday with regularly scheduled
staff. Requires a four(4) hour minimum charge
6gp,ficatlon Fee:
A non-refundable application fee of$25.013 will be applied to every facility rental request,except those users that are exempt
from rental fees as specified in the facility reservation policy.This fee is collected in addition to the facility rental deposit and
will be retained upon return of the rental deposit.
Alcohol Use Fees:
Alcohol Use is permitted only at Biane Library-Second Story, Ana ditional $500.00 Rental Deposit and a$50,M
Administration Fee will be required for alcohol use rentals.
Ci!y Staff Fees:
One staff person is included in the rental fees and additional staff may be required depending on the type of event, as
determined by the Library Services Department,
0 $20.00 per hour for Library Services Building staff for facility
N $25 00 per hour for Technician staff
Rental Deposits:
A Rental Deposit is charged for all rentals, except those users that are exempt from rental fees, as specified in the facility
reservation policy at City facilities and will be returned as long as there is no damage to the facility, no overage of time and
the renter has been compliant with the rental policies of the Department.
An Additional Rental Deposit may be required according to event/rental requirements and the City's risk assessment,
Overtime Fee:
For rentals that go over in time from their rental contract and/or are requesting an early entry on the day of, a fee will be
assessed based on time-and-a-half of the hourly rental fee rate plus staff costs
A 3.73x6 nonrefundable transaction fee will be chargedfor eachfinancral era nsaction processed through Artie Net safnvare s)jlein Thee welf be charged to
all cusionjers registeringforfee based prograins orfacifet)rentals Thisfee does notappl)(ofree prograrns donations,orfinaircial transactions processed
thrOgigh PFOI-enife SQfhl-are
u 6., �2
Item E11-6
Cancellation I Reschedulipq_Eees.
In the event the renter requests a cancellation or rescheduling of their rental event after 7 calendar days from the time of
the approval of the Permit, a cancellation or rescheduling fee is withheld from any fees paid and/or the rental deposit as
follows:
* $25 for small room rentals (Art Studio, Workshop or STEM Lab)
* $100 for the Second to (includes Open Exhibit space,Art Studio and STEM Lab)
Refund Policy:
Refunds of facility rental fees (excluding the Application and Cancellation Fee)will be processed as follows for all facilities
!$mail Rooms (Art StUdio,.Work5hol?orSTEM Lab :
I
0 30 or more calendar days prior to scheduled rental event —full refund of rental fees, equipment fees and rental
deposit
2 15-29 calendar days prior to scheduled rental event —full refund of rental fees, equipment fees and full forfeiture
of rental deposit*
0 2 to 14 calendar days prior to scheduled rental event —50% refund of all rental and equipment fees and full
forfeiture of rental deposit*
9 Less than 2 calendar days prior to scheduled rental event—Forfeiture of all fees-rental and equipment fees and
rental deposit*and application fee.
a 60 or more calendar days prior to scheduled rental event —full refund of rental fees, equipment fees and rental
deposit
a 30 to 59 calendar days prior to scheduled rental event —full refund of rental fees, equipment fees and full
forfeiture of rental deposit*
a Less than 30 calendar days prior to scheduled rental event—Forfeiture of all fees—rental and equipment fees,
rental deposit* and application fee.
*If deposit exceeds estimated amount of rental fees, then 100%of rental and equipment fees will be forfeited and the
balance will be refunded.
Filming for Commercial/Business purposes in Rancho Cucamonga Public Libraries is approved based upon availability of
space and requires a film permit. It may require a Temporary Use Permit and any applicable fees or staff costs for City
services. Film Permit application process and fees are subject to the Planning Department's criteria and fees.
A 3.75%nonrefundable transactionfee will be chargedfor eachfovancial transaction processed through Active Net sq/brare system The fee will be charged to
all custotners registeringfar fee bosedprograms orfacifiry rentals This fee does not apply tea free prograins.donations,orfurancial transm dons processed
through Pro venue sofni-are
11 r< 3
Item E 1—7
6
Operating ours Premium Hours
Group roup Group GroupRoomRental
Room Name Group1 roe 2 3 Roomr u 1 Group $ eosit
Open Exhibit Opera Exhibit
& No Use' $75,00 $150.00 $195.00 & o use $105.00 8225,00 5255,00 ll $500,00
Kitchenette Kitchenette Hall
Art Studio No Use® $25,00 $60.00 $70.00 Art Studio No use $3500 $75.00 $90.00 Large $250.00
Workshop No Use- $25.00 $60.00 $70.00 Workshop No use $3500 $75.00 $90.00 Large $250.00
STEM Lab 525.40 $60.00 $70.00 STEM Lab $35 00 $7500 590.00 Lar S25000
Kitchenette No lJse� S20.00 $9a.ao $40000 Kitchenette use $20.00 $30 00 $40.40 Kitchen No Fee
'Group 1 (no tees)facility use only pe fitted at the RC Family Resource Center.
Facility Eguigmertt Use Feas (Library Facilitlesle
NOTE:Not all items may be available at all fa6htWs
Packaoe A (included with room rental)
Tables
Chairs
Lectern
Sign older(3)
Access to a TV/Projection
*Technology sat®upltro les oot'in vaila le at
additional Technician staff rte
acka e B (Package A a Technology) Fge:
Package
Portable Microphone Address System
Microphone
Wireless Lapel Microphone($50 each additional day)
Projector
Projector Screen
pii hts
Service
Item: Fee.
Deputy Sheriff s charged y Sheriff's Department
Private Secudly, As determinedy service contract
Facility Maintenance Staff As determined by Public Works Services Department
Merchandise Sales by Vendors 10® %as negotiated per event
In-house catering se on order
Bar Service Basedon order
A 3 75%tome/andabte transactionfee irill be charged ffar each fin ancatrl traansactaean forma;°essed through rlq are het software systent.Ae fee%rill be charged to
all cusioniers re isteringfaar fee beased progrartras arfacafir) reraraals, Thisfee daces not aapplg tv free progratras donations,ar furaracial rransacetaans processed
through f rcay°emee Saafrivapre
4
Its 1
hignAggidgirit QftgLgLe:
Each non-resident shall pay a separate fee for each City sponsored class or program, (each team member,each season in
leagues) payable at the time of registration as follows:
• $1100-Classes,workshops, programs and activities
Library Services Department programs are structured on a cost-covering basis, and fees based upon the market rate of
similar programs innearby jurisdictions.
Refunds and transfers for classes,workshops and programs will be issued in full if requested prior to the start of the program,
After the start of the program,, participants may request a refund before the second program meeting date, is a $10
refund fee. After the second program meeting date, norefunds will be issued
Exception: STEM Leagues have the followinfund/credit policy.
STEM Leagues—Refundslcredits will be issued one month prior to league games Less than one month
prior to league games refunds/credits will be issued minus a $10 refund fee. After the first league game or
practice, no refundalcredits will be issued.
Eguipment Replacement Fee:
A$2.00 Fee will be charged per class or activity registration that will be applied to a fund to repair or replace equipment in
Library Services facilities. This fee does not apply to drop-in programs, free programs or facility rentals.
Active Net Transaction
A 3.75% nonrefundable transaction fee will be charged for each financial transaction processed through Active Net software
system. The fee will be charged to all customers registering for fee based programs or facility rentals. This fee does not
apply to free programs, donations, or financial transactions processed through Provenue software.
A 3 75%nopprefiendable truipsacdonfee it all be changed fear eachfinancial tran3acdopi processed through Aceire Xet safhrare 3ysiem,The fee uJil be charged to
all cuslanters registeringfurfee based progrann orfaciiny rentals 77itifee does not apply tafreeprogrants,donations air fenancialtraitsuctiotpsprocessed
through Prorentee safni-are
Item E 1—
CITY OF RANCHO CUCAMONGA
HOLD OR RESERVE POLICY
le
e
POLICY NO.:
CK PAGE I OF 2
R,%NICIIO-8�, EFFECTIVE:2,11196
CUCAMONGA REVISED:2/2,17
LIBRARY SERWCES APPROVED:2/217
PURPOSE: The purpose of this policy is to provide fair and equitable access for all patrons to the
hold or reserve service provided by the Rancho Cucamonga Public Library and to establish fees and
restrictions for the service.
The hold process assists Rancho Cucamonga library card holders in obtaining library materials which
are owned by the library, but are not on the shelf at the time of the patron's visit.
RESPONSETIME: In general,most requests are filled within two to four weeks.Bestseller status
of an its will add three to fifteen weeks to the process.
ITEMS NOT AVAILABLE THROUGH THE HOLD PROCESS:
1. High Demand DVDs
PROCEDURES:
Submitting requests:
I. Patrons are encouraged to learn to place their own holds via the library website.
2. Staff will always assist patrons or place the of far them at their request,using their library
card to facilitate the process.
3. There will be no fee charged for placing the hold. (See Borrower's Responsibilities)
Notification and Status Reports:
1. Patrons will be notified by one ore ail when materials are available. Materials will be
held for 7 days after notification.
2. Inquiries conesng the status of requests should be made tote Circulation or Reference
Department,
Item E2-11
Hold or Reserve Policy
Page 2 of 2
Borrower's Responsibilities:
I All materials must be picked up at the Circulation Desk at the Rancho Cucamonga Public
Library within the time frame established, ora S.50 non-pick up fee will be charged to the
patron's account, and the requested item returned tote shelve or tothe next patron in the
of queue.
2. A of may be picked up by a family member of the patron who placed the of if that
person has the library card of the patron who placed the hold. However, all items held on
hold must be checked out to the library card number that placed the hold.
Item 112-2