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HomeMy WebLinkAbout2018/12/06 - Agenda Packet - Library Board of Trustees DECEMBER 6, 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: B. ITEMS OF BUSINESS WITH NEWLY APPOINTED OFFICIALS B1. Administration of Oath of Office to Board Member Kristen Murrieta-Morales. The Oath of Office will be administered by Janice Reynolds, City Clerk. C. 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 business meeting 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. D. 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. President, Christine DeVries President Pro Tem, Janet Temkin Board Member, Luella G. Hairston, Esq. Board Member, Mary Hannah Board Member, Kristen Murrieta-Morales DECEMBER 6, 2018 LIBRARY BOARD OF TRUSTEES AGENDA Page 2 of 3 D1. Consideration to approve the Minutes of November 1, 2018. D2. Consideration to approve the Library Revenue Balance Report of 2018/2019 Budget. E. DIRECTOR’S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. F. 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. G. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING E1. Consideration and discussion regarding the Library Status Report. 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. E2. Consideration and discussion regarding Children’s Services, Adult Services and Library Programming. The oral report will be presented by Brian Sternberg, Assistant Library Director. E3. Consideration and discussion regarding Passport Services. Presentation by Jacquie Cox, Circulation Supervisor and Linda Engelke, Adult Librarian. F1. Consideration and discussion regarding January meeting date. F2. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by Mary Hannah, Board Member. F3. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per Board Member.) DECEMBER 6, 2018 LIBRARY BOARD OF TRUSTEES AGENDA Page 3 of 3 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. H. 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, Monday, December 03, 2018, seventy-two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. 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. Jennifer Palacios Library Executive Assistant City of Rancho Cucamonga 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. LIBRARY BOARD OF TRUSTEES STAFF REPORT RECOMMENDATION: Staff recommends the Library Board of Trustees to approve the minutes of the regular meeting of November 1, 2018. BACKGROUND: Attached, please find the minutes for the regular meeting of the Library Board of Trustees taken and compiled by Executive Assistant, Jennifer Palacios. ANALYSIS: None. FISCAL IMPACT: None. COUNCIL GOAL(S) ADDRESSED: Not Applicable. ATTACHMENT(S): November 1, 2018 Minutes Page 1 of 1 Item D1-1 DATE: December 6, 2018 TO: Rancho Cucamonga Library Board of Trustees FROM: Julie A. Sowles, Library Director SUBJECT: APPROVAL OF MINUTES CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES A. CALL TO ORDER The adjourned meeting of the Library Board of Trustees was held on Thursday, November 1, 2018, in the Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:00 p.m. by President DeVries. Present were Members Hannah and Hairston. Also present were: Julie A. Sowles, Library Director, Brian Sternberg, Assistant Library Director, Rina Fernandez, Early Learning Librarian and Jennifer Palacios, Executive Assistant. ****** B. PUBLIC COMMUNICATIONS B1. There were none. ****** C.CONSENT CALENDAR C1. Consideration to approve Minutes of October 4, 2018. MOTION: Moved by Member Hairston to approve October 4, 2018 minutes, seconded by Member Hannah. Motion carried 3-0-1 (with President Pro Tem Temkin absent). C2. Consideration to approve the Library Revenue Balance Report of 2017/2018 Budget. MOTION: Moved by Member Hairston to approve the Library Revenue Balance Report of 2017/2018 Budget, seconded by Member Hannah. Motion carried 3-0-1 (with President Pro Tem Temkin absent). C3. Consideration to approve Holiday Closures for the Calendar Year 2019. MOTION: Moved by Member Hairston to approve the Holiday Closures for the Calendar Year 2019, seconded by Member Hannah. Motion carried 3-0-1 (with President Pro Tem Temkin absent). ****** D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Consideration and discussion regarding the Library Status Report. a.Consideration and discussion regarding general announcements. The oral report will be presented by Julie A. Sowles, Library Director. Library Director Julie Sowles stated City Hall is hosting an exhibit of contemporary art featuring paintings and sculptures curated by Chaffey College’s Wignall Museum. The display will be refreshed with new pieces on a regular basis. Director Sowles encouraged the Board to go to City Item D1-2 Library Board of Trustees Minutes November 1, 2018 Page 2 Hall see the exhibit. Julie A. Sowles, Library Director, reported the Library held their final interviews for the Library Technician position in Children Services and will announce the results next month. Library Director Sowles stated on October 26, 2018 the Archibald Library held the annual Fall into Fun event with over 400 attendees. The theme was Harry Potter with several costume characters walking around. The family event was a success and it was exciting to see the adults and children dressed up as their favorite Harry Potter characters. Julie A. Sowles, Library Director, asked the Board to save the date for Diane Williams’ retirement luncheon on December 3, 2018. Tickets are available at the Cultural Center Box Office. This event is sponsored by the Foundation and the Foundation will be awarding Diane William’s with the first Champions of Literacy Award. Library Director Sowles asked the Board to save the date for State of the City which will be held on February 28, 2019. Details to follow when the date gets closer. Julie A. Sowles, Library Director, reported the Library has been working with a vendor to launch a new e-book service called cloudLibrary. The selection of the opening day collection is in progress and the Library is hoping to have the digital content ready in time for the winter holidays. Rancho Cucamonga Public Library cardholders will have top priority to access the collection’s titles and the Library has the option to lend and borrow available titles with other California libraries who offer the same service. Library Director Sowles reported Brian Sternberg, Assistant Library Director and Wess Garcia, Program Coordinator and herself have been talking to potential consultants for the next phase of the Second Story project. More information will be shared as the process progresses. Julie A. Sowles, Library Director, stated that the recent changes on the Technology Use Policy which now permit staff to issue temporary cards for Technology Center computer use has been a success. Library Director Sowles reminded the Board on November 3, 2018 the Library will have the Little Free Library kickoff program. Library staff will talk to participants about general information regarding Little Free Libraries and a Lowes representative will be conducting demonstrations on how to construct a Little Free Library. Julie A. Sowles, Library Director, encouraged the Board to follow the Library on Twitter. b.Consideration and discussion regarding a review of Library statistics. The report will be presented by Cara Vera, Library Services Manager. Library Director Sowles presented the oral report for Cara Vera, Library Services Manager. Director Sowles discussed the revised changes on the updated document on the dais for the Board (Copy on file). 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. Item D1-3 Library Board of Trustees Minutes November 1, 2018 Page 3 Brian Sternberg, Assistant Library Director, reported Literacy Staff will be kicking off National Novel Writers Month (NaNoWriMo) on Wednesday, November 7, 2018 in the Biane Library Story Theater. Participates will make a commitment to write 50,000 words, encouraging them to write a novel. The finale will take place at Archibald Library featuring David Allen from the Daily Bulletin. Assistant Library Director Sternberg reported Teen Services will be hosting an escape room, with a Fantastic Beasts theme. Participants will have to find their way out of Newt’s briefcase. The program will take place in the Second Story on Thursday, November 8, 2018. Brian Sternberg, Assistant Library Director, stated Sensory Storytime is about to wrap up. The finale will be held at the Archibald Library on Monday, November 5, 2018. Assistant Library Director Sternberg reported National Family Literacy Day will be celebrated at Archibald Library on November 17, 2018. The theme will be called, “Together We Read” and the honored author will be Mo Willems who wrote Knuffle Bunny, the Elephant and Piggie series and Don’t Let the Pigeon Drive the Bus! Families will enjoy stories, crafts and games. Brian Sternberg, Assistant Library Director, stated Ready Open Play 2.0 will take place on November 30, 2018 in the Second Story. The Library will be holding four of these events: November 30, December 1, December 4 and December 8, 2018. Families will enjoy activities inspired by Ernest Cline’s Ready Player One and classic videogames. D3. Consideration and discussion regarding Outreach Programs. Presentation by Rina Fernandez, Early Learning Librarian. Rina Fernandez, Early Learning Librarian, presented an oral staff report and PowerPoint presentation (copy on file). Mary Hannah, Board Member, told Rina her presentation was great and the activities sound very fun. ****** E. BOARD BUSINESS E1. Consideration to approve proposed changes to the Display Policy and to eliminate the Library Tours for Adults Policy and the Library Tours for Children Policy. Staff Report presented by Julie A. Sowles, Library Director. Julie A. Sowles, Library Director, recommended the Board to approve the proposed changes to the Display Policy and to eliminate the Library Tours for Adults Policy and the Library Tours for Children Policy. Library Director Sowles stated the Library accommodates for tours and that the Tour Policy should instead be captured as guidelines, noted internally for staff procedures and training. Julie A. Sowles, Library Director, asked the Board if there were any changes or questions regarding the policies. Luella Hairston, Board Member suggested the change in wording on paragraph 3, 4 and 5 of the Display Policy. Item D1-4 Library Board of Trustees Minutes November 1, 2018 Page 4 Mary Hannah, Board Member, agreed. Christine DeVries, President, agreed as well. MOTION: Moved by Member DeVries to eliminate Library Tours for Adults Policy and the Library Tours for Children Policy and approve the Display Policy with the adjustments to paragraph 3, 4 and 5. Seconded by Member Hairston. 3-0-1 (with President Pro Tem Temkin absent). E2. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by Mary Hannah, Board Member. Mary Hannah, Board Member, reported the Library Foundation Board will host a welcoming dinner for the three new Foundation Board Members at the next Board meeting on Monday, November 5, 2018. President DeVries asked if there were any applicants for the Library Board of Trustees. Library Director Sowles reported that two applicants applied, and they are scheduled to be interviewed by the City Council Library Subcommittee on Monday, November 5, 2018. E3. BOARDMEMBER ANNOUNCEMENTS: None. ****** F.IDENTIFICATION OF ITEMS FOR NEXT MEETING Luella Hairston, Board Member stated the Library Board of Trustees Mission Statement needs to be updated and would like to have it revisited during a future Board of Trustees meeting. ****** G.ADJOURNMENT The meeting adjourned at 6:53 p.m. Respectfully submitted, Jennifer Palacios Executive Assistant Approved: December 6, 2018 Item D1-5 Fiscal Year: 2019 Report Date: Nov 2018 CITY OF RANCHO CUCAMONGA Revenue Balance Report by Entity, Fund, Org Key & Object Code 42% of}ear complete Budget Amount Collected Object Description Budget MTD Activity YTD Actil'ity Remaining % Entity I -CITY OF RANCHO CUCAMONGA Fund 290 -LIBRARY FUND Key 1290000 -Library Fund 4312 Libral)' Fines and Fees 0.00 0.00 5,739.99 -5,739.99 0.00 4410 Media Rentals 0.00 0.00 16.60 -16.60 0.00 4419 Other RentalfLease Income 2,000.00 0.00 3,435.00 -1,435.00 171.75 4512 Libra!)' Card & Merchndse Sales 0.00 0.00 1,997.28 -1,997.28 0.00 4515 Infomrntion Service Fees 100.00 0.00 21.00 79.00 21.00 4565 Passport Processing Fees 120,000.00 0.00 47,613.20 72,386.80 39.67 4567 Passport Photo Fees 24,000.00 0.00 8,157.70 15,842.30 33.99 4907 Private Contributions Library 137,000.00 0.00 70,000.00 67,000.00 51.09 4941 Other Revenue -ActiveNet 0.00 0.00 161.50 -161.50 0.00 Total For Org Key 1290000: 283,100.00 0.00 137,142.27 145,957.73 48.44 Total for Fund 290: 283,100.00 0.00 137,142.27 145,957.73 48.44 Tota/for Entity I: 283,100.00 0.00 137,142.27 145,957.73 48.44 Total Net For Report: 283,100.00 0.00 137,142.27 145,957.73 48.44 BIANE LIBRARY REVENUE REPORT Media Second Story Fines & Fees Rentals Ref Serv. Photo Copy Passports Rentals October-18 $1,127.28 $0.00 $0.00 $1,184.95 $7,855.40 $3,717.00 ARCHIBALD LIBRARY REVENUE REPORT Media Fines & Fees Rentals Ref Serv. Photo Copy Passports October-18 $937.98 $0.00 $3.00 $1,398.83 $7,470.70 Item D2-1 LIBRARY BOARD OF TRUSTEES STAFF REPORT Page 1 of 1 Item E1, b)-1 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. ANALYSIS: Attached is the October 2018 statistics report. These statistics indicate positive borrowing changes following our new fine and fee-free Circulation policies, and regular program attendance and library use patterns. FISCAL IMPACT: None. COUNCIL GOAL(S) ADDRESSED: Not Applicable. ATTACHMENT(S): Attachment 1 - Library Use Statistics DATE: December 6, 2018 TO: Rancho Cucamonga Library Board of Trustees FROM: Julie A. Sowles, Library Director INITIATED BY: Cara Vera, Library Services Manager SUBJECT: LIBRARY USE STATISTICS l.bitnrary.' Statiisties f.o·r. ©ctaber· 2(1).18 = 2011•201-e 21rr1-n1e 20�201s 201.•201& nia � General (Oomi"INMI) (CoRi&lnetf) ___ (Anm __ lba_lcl_· __ ) ____ ( __ B_lan_e,..;_) % Change (281'8"2819) :::r pa�sOee_n ____________ 5 __ 7 ___ ...__ __ 5_7___ 31 !26�----'----0 _% __ ���22_1�-3 Libra� Visitors 46,387 47 !�?_2 ____ 23,020 I 23,3�7--3%189,0 07 (1) lte�� Borrowet -Ph�sica_l _________ 8_2 !391 76,882 4 0,_�.?-� I. 36,532 7%321,595 :, Items Borrowed -Download� __ 4,774 1 ___ 3_,2 _41__ _ __ !1_/a __ ---'-l ___ n_/a ______ 4_7 _% ______ 1_8--'---,5_4_0 __ , r+ Information Questions 15,32 0 I 1�,956 7,89 0 _?.430 10% 56,852 � Patrons R�gistered 958 I 878 499 415 9% 4,9 08 ----------Comp_ute_r_U_s_e _____ __..;. ____ 4'-!.C,7--=9--=-6 __ .j __ 6,827 ____ 3....:....,0_3_8 __ ---'-__ 1_:..,7_5 __ 8 _____ -3_0_°i<_o _ ___.j __ 2_5....:...., 1_7_7 __ 1 2018-2019 2017-2018 Programs (Attendancel (Attendance) Adult I 159 197 ·-----------'---------Children's I 3,493 3,638 Outreach I 2,470 ___ 4,50 0 � _Second Story_. _____ ... 1 ___ 86__20 0 y S�e_c_ia _l__ I 60 0 eoo "" Tech I 33 130 ·----"'------Teen I 126 18 TQ.urs & Groue__Visit_s ___ -_-__,1 ___ 8_7 _______ 2 __ o_o __ _ 2818'-2019 ��7-2018 2018-2019 2017-2018 (# of Programs) (# of Pr�rams) 10 9 ---92 71 4 2 ,---5 1 1 1 8 10 5 2 3 1 %Change '"10 (Attendance) _(2018-2019) -19%661 ,-_-4%12,0�-- -45%2,587 __ -57%549 _-2_5_�_o ___ �_,3,048� _ -75% 391 600% 226 --------57% 87--------1 •Adult Literacy (It ofi.PartlclJ?&Rts) __ (,,_o_fi_P.a_rt_iot_·pa_· _nt_s) ____ _Program Attendance •Children'sAdult Literacy ______ __, ____ 35 ______ 33 ______ _ Back 2 Basics 67 58 Housecall s 7 •--��------�--- Virtual Library 2018-2019 -Online Res9_!Jrces (searches) _, __ ____,1,'--73_7. ___ .. Website visits I 28,639 -----'---'-------- Passports 2018-2019 PaSSQOrt sl���-d��----C-----40 _7 ___ ·eBooks, eAudiobooks, eMa azines I 2017·2018 %Change _!,6�44�---�6_0/o 31,0 42 -8% 2017-2018 ______ ......___. 359 13% ! ' •Outreach •Second Story •Special Tech •Teen Tours & Group Visits E