Loading...
HomeMy WebLinkAbout2018/08/02 - Minutes - Library Board of Trustees 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, August 2, 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 Hairston, Temkin and Tompkins. Also present were: Julie A. Sowles, Library Director, Brian Sternberg, Assistant Library Director, Cara Vera, Library Services Manager, Angelica Trummell, Children’s Services Supervisor, Carmen Sanchez, Children’s Librarian, Jennifer Palacios, Executive Assistant and Avianca Ortiz, Library Clerk. ****** B. PUBLIC COMMUNICATIONS B1. There were none. ****** C. CONSENT CALENDAR C1. Consideration to approve Minutes of June 7, 2018. MOTION: Moved by President Pro Tem Hairston to approve June 7, 2018 minutes, seconded by Member Temkin. Motion carried 5-0-0. C2. Consideration to approve the Library Revenue Balance Report of 2017/2018 Budget. MOTION: Moved by President Pro Tem Hairston to approve the Library Revenue Balance Report, seconded by Member Temkin. Motion carried 5-0-0. ****** 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. Julie A. Sowles, Library Director, announced that the Loan Limits Policy went into effect on June 15, 2018. Library Director Sowles reported that Noelia Chapa was appointed by the City Council to the Library Foundation Board of Directors on June 20, 2018. Julie A. Sowles, Library Director, reported the City Council approved the City’s 2018/19 Fiscal Year Budget on June 21, 2018. The budget adoption included the Library’s new Fines Free practice. Library Board of Trustees Minutes August 2, 2018 Page 2 Library Director Sowles reported that she and Brian Sternberg attended the American Library Association (ALA) conference in New Orleans on June 21-26, 2018 and learned about new services and programs. Julie A. Sowles, Library Director, reported that Brittany Garcia, Teen Librarian was awarded a $1,000 YALSA Teen Read Week Program Grant on July 6, 2018. Teen Read Week will take place in October with programs and events that focus on the book Railhead by Philip Reeve. Library Director Sowles reported Megan Houng, who was a Library Technician, had been promoted to Children’s Librarian on July 9, 2018. She has been a fabulous contributor to the Libraries Children’s Department. Julie A. Sowles, Library Director, stated July 1, 2018 the scholarship programs for Second Story programs began. Friends of the Library donated $10,000 to start the scholarship fund. The Library is grateful for their help with this program and if you see a “Friend” be sure to thank them for their support and donation. Library Director Sowles reported on July 12, 2018 the Library Foundation launched a recruitment for additional board members. Julie A. Sowles, Library Director, reported the online passport scheduling software went live on July 18, 2018. Thanks to Cara Vera, Library Manager and her team who researched and setup the online software. The software is working so well for the Library it may also be used to book the Library’s Study Rooms. Library Director Sowles stated on July 18, 2018 the Library held their first Media Lab Program in the Cultural Center’s Celebration Hall, where participants were able to use the 30 Virtual Reality Headsets. Julie A. Sowles, Library Director, congratulated Luella Hairston, President Pro Tem for her Library Board of Trustees reappointment which was confirmed at the August 1, 2018 City Council meeting. Ms. Hairston has been appointed for a new four-year term. The Council Board thanked Luella for her continued support of the Library. Also announced at the City Council meeting, Rebecca Davies retired from the Library Foundation Board and was presented a proclamation for her two-year service with the Board of Trustees and twenty-one years on the Foundation Board. During Rebecca’s acceptance speech she mentioned how valuable all the Library support Boards are and thanked them for their service. Library Director Sowles reported the Library will be removing the locked cases on all DVD’s and CD’s. Library staff decided to do so because these items are circulating more, and we want the public to be able to perform self-checkout with these items. Julie A. Sowles, Library Director, stated the Library Foundation is still looking for a renter for the Foundation’s Apartment at $1,500 a month. Library Director Sowles asked the Board to notify Jennifer or herself about any interested parties. Library Director Sowles reported that a City-wide website revamp is in the works. The website will have a new look to be less texted based and the website will be responsive—adapting its layout to the electronic device being used by each individual. Julie A. Sowles, Library Director, stated the Fine Free kickoff event will take place in September instead of August to coincide with Library Card Sign-up Month. The event will take place on Saturday, September 8, 2018. Library Board of Trustees Minutes August 2, 2018 Page 3 Library Director Sowles stated Freegal, the Library’s music service to download and stream music, was discontinued on July 29, 2018. Staff did an 8-month study looking at the addresses of the patrons who downloaded titles. The study’s results indicated the service was being used by approximately 53 homes per months, and of the 53 homes 50% of them were located outside of Rancho Cucamonga. Because of the limited use from the community and the cost to continue the service, the Library decided to discontinue Freegal. Christine DeVries, President, stated she likes the availability of the VR headsets for the community. President DeVries also stated when Freegal first came out she was excited to try it to get free music, but the program only allowed so many songs at a time and the time to download took too long. It was frustrating to use the software. Library Director Sowles stated that is was a frustrating platform to work with and that may have been a contributing factor as to why more people didn’t use the service. b. Consideration and discussion regarding a review of Library statistics. The report will be presented by Cara Vera, Library Services Manager. Cara Vera, Library Services Manager, provided the Board an updated Library Statistics Report due to a number that was inconsistent from the previous report in the agenda packet. Library Services Manger Vera reported the Library highlights for the month. Adult programs had an increase due to the Library Meditation Program held on Mondays. The outreach program had a decrease due to the Library taking a summer off from the City’s Summer Feeding Program. The Second Story programs had a significant increase due to several summer contract classes that filled up quickly. Some contract classes were so popular a waitlist was created to bring the classes back during the fall. President Pro Tem Hairston expressed how great this is for the Second Story because the classes being offered are for fee classes. Cara Vera, Library Services Manager, stated technology related classes have declined at Biane Library because of the younger demographics visiting this library. Whereas Archibald Library has an increase due to the older crowd who may not be tech savvy and may not have access to a computer. Staff is looking at new programs to attract more users to the classes at Biane Library. 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. Brian Sternberg, Assistant Library Director, reported the Teen Librarians started a Teen Advisory Group, this group is for teens ages 12 to 17. Participants can tell the Library about the types of programs they’d like to attend and what types of books they’d like to read. The meeting will take place every third Thursday of the month from 6:30-7:30 p.m. at the Biane Library. Assistant Library Director Sternberg reported Children’s Services will be hosting its annual Super Hero Day at Biane Library on Saturday, August 25, 2018 from 2:00 p.m. to 3:00 p.m. Families will get to hear stories about their favorite super hero characters and may get to have their picture taken with a few special guests. Brian Sternberg, Assistant Library Director, stated on July 14, 2018 both Libraries hosted the 9th annual Shark Day. The event coincided with Discovery Channel’s Shark Week. The event kicked off with a life-size inflated great white shark greeting the audience. Families participated in shark- themed storytimes and crafts. Library Board of Trustees Minutes August 2, 2018 Page 4 Assistant Library Director Sternberg reported the Second Story will be holding a proactive parenting class this Saturday, August 4, 2018. The contract class focuses on how to use attention and encouragement to reinforce children’s positive behaviors. Brian Sternberg, Assistant Library Director, stated due to the immense response from Little Scientists, Dino Explorers contract class back in July, a waitlist was created, and the Second Story added another Dino Explorers class to the September programming lineup. Assistant Library Director Sternberg stated himself, Wess Garcia, Programming Coordinator and Julie A. Sowles, Library Director will be finalizing staff procedures for Second Story Rentals. The Second Story Rental fees have been approved through City Council and room rentals are currently advertised in the “Grapevine”. Brian Sternberg, Assistant Library Director, stated library scholarships are now available thanks to the Friends of the Library. The scholarship pays 70% of the contract class but does not cover the materials fee. Scholarships are not available for room rentals. Residents may apply for a scholarship online or in person at Central Park. Julie A. Sowles, Library Director, reported the Library held its first LGBTQ program called Rainbow Family Day. During the event families were able to create a family mural and enjoy a storytime picture book called, “A Family Is a Family Is a Family” by Sara O’Leary. It was important to staff to offer diversity in the library and important for children to see their families reflected in picture books. Due to the success of this program the Library will be offering it again next year. D3. Consideration and discussion regarding Summer Reading Program. Presentation by Carmen Sanchez, Children’s Librarian. Carmen Sanchez, Children’s Librarian, presented an oral staff report and PowerPoint presentation of this year’s Summer Reading Program which was held June 6 - July 19, 2018 (copy on file). Mary Hannah Board Member stated she was impressed at the number of attendance. ****** E. BOARD BUSINESS E1. Consideration to approve proposed changes to Library Reference and Study Room Policies. Julie A. Sowles, Library Director, presented to the Board the revised Study Room Policy. The rewording recommendation addressed the following: allow a patron to use a Study Room if they have a blocked library card, allow the Study Rooms to be booked seven days in advance, voicemail messages will not be accepted to book a Study Room, the public can reserve a Study Room for a maximum of two hours, two reservations are allowed per individual per seven days and the room will be held for 10 minutes after the scheduled reservation time. Luella Hairston, President Pro Tem asked if the room could be booked less than seven days. Library Director Sowles stated the room can be booked less than seven days and no more than seven days in advance. Library Board of Trustees Minutes August 2, 2018 Page 5 President Pro Tem Hairston asked, what was the meaning of the sentence reading, “Any individuals present in the room during the two-hour use period will also be considered to have used their two-hour allotment for that day.” Library Director Sowles stated a member in the group from the first booking could not turn around and book the room again, if it is for the same group. Julie A. Sowles, Library Director, reviewed and recommended to the Board the elimination of the Legal Reference Questions Policy, Medical Reference Questions Policy, Reference Policy and Special Reference Questions Policy. The information listed in the policies is information that is taught in Library School. Staff feels this information should be a staff procedure and belongs in a training manual. President Pro Tem Hairston asked if the polices will be available to the public. Library Director Sowles stated once the policies have been updated and approved, the polices will be available on the website. President Pro Tem Hairston wanted the Study Room Policy to be clear for the two-hour allotment and to state, “Any individuals present in the room during the two-hour use period will also be considered to have used their two-hour allotment for that same group that day.” MOTION: Moved by President DeVries to recommend approving the elimination of the Library Reference Polices and the modification of the Study Room Policy in the reservation section (second paragraph) to state, “Any individuals present in the room during the two-hour use period will also be considered to have used their two-hour allotment for that same group that day.” Seconded by Member Temkin. Motion carried 5-0-0. E2. Election of Officers for FY 2018-2019 as mandated by Library Board of Trustees By-Laws. Presided over by Christine DeVries, Library Board President. Julie A. Sowles, Library Director, distributed a handout addressing the Library Board of Trustees Bylaws, Article II-Officers and the description and duties of the Library Foundation Liaison. Library Director Sowles stated the Library Foundation Board meetings are public, but when confidential information is discussed the meeting will go into a closed session. The Library Board of Trustees Liaison, would be considered a member of the public and therefor would not be present at closed sessions. Mary Hannah, Board Member, stated the Liaison is present at Foundation meetings to observe and report. Janet Temkin, Board Member, nominated Christine DeVries to continue as Library Board of Trustees President. Christine DeVries, President stated she would love to continue in the roll as President. Luella Hairston, President Pro Tem, expressed her concern that the President be able to commit to attending each Board meeting. Library Board of Trustees Minutes August 2, 2018 Page 6 President DeVries stated she traditionally misses three meetings a year because of scheduling conflicts with her current employer. President DeVries understood when the President is absent the President Pro Tem takes over the meeting. President DeVries also stated when she is absent she stays informed reviewing the agenda packets and is in constant communication with emails. Member Temkin stated she does not see this as an obstacle and when President DeVries is absent, President Pro Tem Hairston has been available to conduct the meetings. President DeVries expressed her interest again, to serve as President. The Board discussed if another Board Member would be interested to serve as President of the Library Board of Trustees; having none, the Board closed the floor for nominations for the office of President without objection. MOTION: Moved by Member Temkin to approve President DeVries to continue in her role as President, seconded by President Pro Tem Hairston. Motion carried 5-0-0. President DeVries called for nominations for the office of President Pro Tem. Member Temkin asked President Pro Tem Hairston if she is interested in continuing the role. President Pro Tem Hairston stated if she needed to continue in the role she would do so but was willing to allow another Member to serve as President Pro Tem. Member Temkin stated she would be happy to serve as President Pro Tem. President Pro Tem Hairston asked Member Temkin if she will be available on the dates when the President will not be available and Member Temkin stated she will be available. The Board discussed if another Board Member would be interested to serve as President Pro Tem of the Library Board of Trustees; having none, the Board closed the floor for nominations for the office of President Pro Tem without objection. MOTION: Moved by President DeVries to approve Member Temkin to be President Pro Tem, seconded by Member Hairston. Motion carried 5-0-0. President DeVries called for nominations for The Library Foundation Board Liaison. Sarah Tompkins, Board Member, stated Member Hannah has expressed interest previously. Member Hannah stated she would like to continue her role as Liaison. President Pro Tem Hairston nominated Member Hannah to continue her role as the Liaison for the Library Foundation Board. President DeVries expressed interest stating it would benefit her role as President representing the Trustees and becoming more familiar with the Library Foundation Board Members. Member Temkin nominated President DeVries for the Liaison position. President Pro Tem Hairston stated a personal preference that the Liaison be a Board Member other than the President and would like the Liaison to be able to attend all Foundation meetings. Library Board of Trustees Minutes August 2, 2018 Page 7 The Board voted on the two nominated candidates for the Library Foundation Board Liaison: President Pro Tem, Hairston voted for Member Hannah Member Tompkins voted for Member Hannah Member Temkin voted for President Devries President, DeVries voted for herself Member Hannah voted for herself The majority of the Board voted for Member Mary Hannah to continue as the Library Foundation Liaison. E3. LIBRARY BOARD OF TRUSTEES LIAISON REPORT. An oral report will be presented by Mary Hannah, Board Member. Mary Hannah, Board Member, reported Tina Gilfry will continue her role as Secretary for the Library Foundation Board and Noelia Chapa is the newest Board Member to the Foundation. Member Hannah stated the Library Foundation Board launched another recruitment for additional Members to serve on the Foundation Board and she was involved with revising the polices for the Board Members. Mary Hannah, Board Member, reported Board Member Chapa will be leading the Board to revise their Strategic Plan. Member Hannah stated the Foundation is hosting a Lewis/ Gilfry event to raise money for the Second Story. Library Director Sowles report the event is the Lewis/ Gilfry Concert. Mr. and Mrs. Randall Lewis opened their home for this fundraising event, with a limited amount of tickets selling for a $1,000.00 per person. Foundation Secretary Tina Gilfry’s husband, Rob Gilfry, is a renowned opera singer and he will be performing at the event as well as other entertainment. E4. BOARDMEMBER ANNOUNCEMENTS: Christine DeVries, President, announced she was on vacation with her family and they visited local libraries in several towns. They came across a Seed Library, which is a collection of seeds the community can take for free to plant and grow at home. The seeds are donated from local nurseries and individuals. At another library they came across a Sponsor of the Month Wall, which local businesses can donate to the library to advertise for the month. Sarah Tompkins, Board Member, announced this was her last meeting. She accepted a new position with the Irvine Company and will be relocating outside of Rancho Cucamonga. Member Tompkins thanked the Board for allowing her to serve on the Board and expressed her gratitude for her involvement with the Library. The Board congratulated and thanked Member Tompkins for her service and wished her luck on her new adventures. Julie A. Sowles, Library Director, stated on behalf of the entire staff a huge thank you for Member Tompkins service and support. Library Director Sowles also stated that any library will be lucky to have her serve on their board. Library Board of Trustees Minutes August 2, 2018 Page 8 ****** F. IDENTIFICATION OF ITEMS FOR NEXT MEETING No items were requested. ****** G. ADJOURNMENT The meeting adjourned at 8:10 p.m. Respectfully submitted, Jennifer Palacios Administrative Secretary Approved: September 6, 2018