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HomeMy WebLinkAbout2022/08/04 - Agenda Packet - Library Board of Trustees BOARD OF TRUSTEES LIBRARY EGULAR M EETING A GENDA R A UGUST 4,2022 C OUNCIL C HAMBERS C ITY OF R ANCHO C UCAMONGA 10500C IVIC C ENTER D RIVE ANCHO C UCAMONGA, C ALIFORNIA R 6:00 P.M. – C ALL TO O RDER Roll Call: President, Janet Temkin President Pro Tem, Christine DeVries Board Member, Eva Miller Board Member, Kristen Murrieta-Morales Board Member, Riley Wells A.P UBLIC C OMMUNICATIONS 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. Thisis 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. B.C ONSENT C ALENDAR 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 Memberor member of the audience for discussion. B1.Consideration of Meeting Minutes for the Regular Meeting of May 5, 2022. B2.Consideration to Approve the Amended Library Holidays Calendar for 2022. T HURSDAY, A UGUST 4, 2022 L IBRARY B OARD OF T RUSTEES A GENDA C. L IBRARY D IRECTOR’S S TAFF R EPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. C1. Verbal Report—General Library Update. Presented by Julie A. Sowles, Library Director. C2.Verbal Report—Children’s Services, Adult Services and Library Programming. Presented by Wess Garcia, Deputy Director of Library Services. C3. Library Use Metrics Report presented by Cara Vera, Library Services Manager. D. B OARD B USINESS 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. D1. Election of Officers for fiscal year2022-2023 as mandated by Library Board of Trustees Bylaws. Presided over by Janet Temkin, Library Board President. D2. Consideration to approve Collection Development Policy. D3. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per Board Member.) E. I DENTIFICATION OF I TEMS FOR THE N EXT M EETING 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. A DJOURNMENT I, Jennifer Palacios, Library Executive Assistant of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on day, Thursday, July 28, 2022, seventy-two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. Page 2 of 3 T HURSDAY,A UGUST 4,2022 IBRARY B OARD OF T RUSTEES A GENDA L Jennifer Palacios Library Executive Assistant II City of Rancho Cucamonga Mission Statement Igniting Curiosity Transforming Lives Creating Community If you need special assistance or accommodations to participate in this meeting, please contact the Library at (909) 774-3940. 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 Thursday, May 5, 2022 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES MEETING MINUTES C ALL TO O RDER The regular meeting of the Library Board of Trustees was held on Thursday, May 5, 2022, in the Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. President Janet Temkin called the meeting to order at 6:02 p.m. Present were Members DeVries, Miller, Murrieta-Morales and Wells. Also present were: Julie A. Sowles, Library Director, Wess Garcia, Deputy Library Director, Cara Vera, Library Services Manager and Jennifer Palacios, Executive Assistant II. A.P UBLIC C OMMUNICATIONS None. B.C ONSENT C ALENDAR B1.Consideration of Meeting Minutes for the Regular Meeting of March 3, 2022 MOTION: Moved by Member Miller, seconded by Member Wells, to approve Consent Calendar Item B1. 5-0-0. C.L IBRARY D IRECTOR’S S TAFF R EPORTS C1. Verbal Report—General Library Update. Presented by Julie A. Sowles, Library Director. Library Director Sowles presented an oral Library Services update report. C2. Verbal Report—Children’s Services, Adult Services and Library Programming. Presented by Wess Garcia, Deputy Director of Library Services. Deputy Director Garcia presented an oral report about upcoming Library Service Programs. brary Use Metrics Report presented by Cara Vera, Library Services Manager. C3. Li Library Services Manager Vera shared information from the Library Use Metrics for January through March 2022. C4. Verbal Report—Intellectual Freedom and Collection Development Policies. Presented by Julie A. Sowles, Library Director. Library Director Sowles presented an oral report and PowerPoint presentation (Copy on file). D.B OARD B USINESS Thursday, May 5, 2022 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES MEETING MINUTES D1. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per Board Member.) Board Member Miller announced there will be a Little Free Libraries event at Day Creek Park on Sunday, May 15, 2022. E.I DENTIFICATION OF I TEMS FOR THE N EXT M EETING None. F.I DENTIFICATION OF I TEMS FOR THE N EXT M EETING President Temkin adjourned the meeting at 7:34 p.m. to August 4, 2022. Respectfully submitted, Jennifer Palacios Library Executive Assistant II Rancho Cucamonga Public Library 2022 Holidays Calendar WINTER HOLIDAY CLOSURE January 1through January 3 MARTIN LUTHER KING JR. DAY Monday, January 17 PRESIDENTS’ DAY Monday, February 21 *EASTER Sunday, April 17 CITY STAFF DEVELOPMENT DAY Friday, May 6 (Biane Library only) *MEMORIAL DAY SUNDAY Sunday, May 29 MEMORIAL DAY Monday, May 30 INDEPENDENCE DAY Monday, July 4 *LABOR DAY SUNDAY Sunday, September 4 LABOR DAY Monday, September 5 VETERANS DAY OBSERVED Thursday, November 10 VETERANS DAY Friday, November 11 THANKSGIVING Thursday/Friday, November 24 and 25 WINTER HOLIDAY CLOSURE December 22through January 2, 2023 *Proposed due to low usage RANCHOCUCAMONGA LIBRARY SERVICES DATE:August 4, 2022 TO:Rancho Cucamonga Library Board of Trustees FROM:Julie A. Sowles, Library Director INITIATED BY:Cara Vera, Library Services Manager SUBJECT:Library Use Metrics RECOMMENDATION: No recommendation. For information purposes, only. BACKGROUND: Library use metrics are kept regularly to provide data on the measurable activities of both physical and virtual Library Services. ANALYSIS: Attachedfor review and comparison are metrics reports forthe periods of January–March 2022 and April–June2022. The reports include metrics reflecting the number of visitors, number of checkouts, number of patrons registered by location, and number of passport applications processed. All use of Library Services has been significantly impacted by the COVID-19 pandemic, including visitor traffic and materials checkout. Staff will continue to collect data to use for evaluation and assessment of programs and services and report it to the Library Board of Trustees on a quarterly basis. FISCAL IMPACT: None. ATTACHMENT(S): Attachment 1 – Library Use Metrics(January–March2022) Attachment 2 – Library Use Metrics (April–June2022) ATTACHMENT Library Use Metrics January-March 2022 Number of Visitors Number of Checkouts 40,000 1 36,396 160,000 142,123 35,000 140,000 30,000 120,000 25,000 100,000 17,77018,626 20,000 80,000 66,398 54,820 15,000 60,000 10,000 40,000 20,905 5,000 20,000 0 0 Combined Archibald Biane eCheckouts CombinedArchibaldBiane Number of Passports Number of Patrons Registered 70 by Location 5858 56 60 422 50 Archibald 40 678 Biane 30 30 21 20 Combined 1,626 20 Archibald Biane 10 Online 0 526 JanFebMar Library Use Metrics April - June 2022 Number of Checkouts Number of Visitors 60,000 180,000 160,726 48,118 160,000 50,000 140,000 40,000 120,000 100,000 30,000 25,721 74,391 22,397 80,000 63,231 20,000 60,000 40,000 23,104 10,000 20,000 0 0 Combined Archibald Biane eCheckouts CombinedArchibaldBiane Number of Passports Number of Patrons Registered by Location 120 97 100 90 80 829 887 80 Archibald Biane 60 34 40 Combined 2,506 2222 Archibald 20 Biane Online 0 790 AprMayJun RANCHOCUCAMONGA LIBRARY SERVICES DATE:August 4, 2022 TO:Rancho Cucamonga Library Board of Trustees FROM:Julie A. Sowles, Library Director SUBJECT:Consideration and Discussion Regarding Updates to the Collection Development Policy RECOMMENDATION: Staff recommends the Library Board of Trustees adopt the proposed changes to the Library’s Collection Development Policy. BACKGROUND: The revised Collection Development Policy will provide guidelines for selecting and maintaining materials for the library’s collection that reflect the mission of the Library and expresses a commitment to intellectual freedom. The policy both informs the public of the principles supporting selection decisions and provides guidance for the selection and evaluation of library materials that anticipate and meet the needs of the Rancho Cucamonga community. ANALYSIS: The existing Collection Development Policy has not been revisited since its initial adoption in 1995 and no longer aligns with current standards. The current document lacks several fundamental principles including language about intellectual freedom or information about how gifts and donations are handled. Updating the policy will help the Library better align with national standardsand local needs and support the continued development and maintenance of a vibrant, relevant collection of resources. In developing the revised policy, staff looked at peer libraries, industry leaders, national standards, and professional literature. Adoption of the revised Collection Development Policy reaffirms the library’s commitment that the selection and evaluation of library materials is done in a consistent and cohesive manner and will prevent personal biases from entering into selection decisions. By implementing a formal Collection Development Policy, we increase transparency in our collection development practices; clarify for the community the purpose and scope of the library’s collection; and provide a foundation for allocationof materials, resources, and for future planning. FISCAL IMPACT: None. ATTACHMENT(S): Attachment 1 –Current Collection Development Policy Attachment 2 –Revised Collection Development Policy CITY OF RANCHO CUCAMONGA COLLECTION DEVELOPMENT POLICY POLICY NO.: PAGE1OF3 EFFECTIVE: 1/5/95 REVISED: APPROVED: 1/5/95 PURPOSE:The purpose of this policy is to set forth guidelines for use by staff in determining what materials to purchase and otherwise add to the materials collection of the Rancho Cucamonga Public Library. More than 90,000 books, records, videos and other materials are published in the United States each year. The Rancho Cucamonga Public Library will be able to purchase only approximately 8% of those items. Budgetary and space limitations necessitate highly selective judgement in order to provide the most appropriate of materials for this community. Recognizing that not all library needs can be supported by a limited budget, specific roles appropriate to this community have been selected by the Library Board. The purpose of the selection process is to support and fulfill the main roles of the Rancho Cucamonga Public Library established by the Board of Library Trustees in 1994. These are: 1)To support the formal education process for all ages 2)To serveyouth from preschool through High School, emphasizing education, literacy and life enrichment 3)To serve as a reference center, emphasizing information support to community business 4)To fulfill the role as an independent learning center for all the community Therefore, materials for all ages, representing several languages and cultures which form our community will be selected based on their ability to assist individuals in the community to: *Succeed and excel in a formal educational program *Continually enrich and educate themselves *Make good use of leisure time and promote their personal well being *Be more capable in their daily occupations METHODOLOGY/PHILOSOPHY: The Material Selection Policy of Rancho Cucamonga Public Library is based on the principles expressed in the "Freedom to Read Statement", and the "Library Bill of Rights" (American Library Association), attached. The ultimate authority and responsibility for the selection of library materials rests with the Library Director, who operates within the framework of policies determined by the Library Board of Trustees. The staff makes recommendations for selection on the basis of professional experience, collective background and subject knowledge, complemented by purchase of materials deemed "best sellers" by the publishing industryand a study of authoritative published reviews. Suggestions from library patrons are encouraged and seriously considered in 43 Collection Development Policy Page 2of 3 the selection process. Materials shall be evaluated according to objective standards. Consideration shall be given to expanding knowledge, changing social values, technological advances and cultural differences. Reading and language abilities of the community shall also be considered. Different viewpoints on controversial issues may be acquired, including those which may be unpopular or unorthodox. The library recognizes that some materials which may offend, shock or fail to interest one reader may be considered agreeable, meaningful or significant to another. While Rancho Cucamonga Public Library is committed to supporting school curriculum by supplying primary and secondary resource materials, providing textbooks and assigned readings is held to be the responsibility of the schools. Textbooks shall be purchased for the collection when they supply information in areas in which they may be the best, or the only source of information. SPECIFIC PRINCIPLES FOR SELECTION: Criteria used for the selection of materials include: 1.Inclusion on popular "best seller" lists including Los Angeles and New York Times book lists 2.Perceived interest in or need for the materials by the community 3.Accuracy, or authority, of the information presented or literary merit of the item itself 4.Appropriateness, scope and recency of the information 5.Organization, style and physical characteristics of the item selected 6.The representation of varying points of view on topics of general interest or controversy 7.Price and availability Material in very specialized areas or of a highly technical nature may not be selected unless community demand for the item is significant. To obtain individual materials outside the scope of our collection, items from more specialized collections will be acquired through the Interlibrary Loan process. Patrons may also be referred to other local library collections for specialized informational needs. WITHDRAWING MATERIAL FROM THE COLLECTION Philosophy:"Outdated, seldom-used, or shabby items remaining in the collection can weaken a library. In time such material characterizes the whole collection, overshadowing newer and more useful purchases. With few exceptions, community libraries are not centers for historical research. Smaller community libraries do not ordinarily need to retain seldom-used items, for to do so may decrease day-to-day effectiveness." (American Library Association) Criteria: 1.Material is no longer of interest or of use to the community 44 Collection Development Policy Page 3of 3 2.Information is out of date 3.Items are worn out and cannot be repaired 4.Material fails to meet the selection criteria outlined in this document 44a Rancho Cucamonga Public Library Collection DevelopmentPolicy Adopted by Library Board of Trustees:08/04/2022 PURPOSE: Collection Development Policy reflects the mission of public libraries to provide access to information and support diversity, democracy, lifelong learning, and intellectual freedom. Collection development is the ongoing process of assessing the materials available for purchase or licensing and deciding on their inclusion or their retention. The policy both informs the public of the principles supporting selection decisions and provides guidance for the selection and evaluation of library materials that anticipate and meet the needs of the Rancho Cucamonga community. It is the goal of the Library to provide free, equal, and equitable access to a high-quality collection of resources in a variety of formats, reflective of thediversity of the community. Materials available in the Library present a diversity of viewpoints, enabling the community to make the informed choices necessary in a democracy. In support of preserving and encouraging the essential free expression of ideas, Rancho Cucamonga Public Library endorses the principles documented in theLibrary Bill of Rights,theFreedom to Read Statement, theFreedom to View Statementand the Libraries: an American Value Statementof the American Library Association. RESPONSIBILITY FOR SELECTION AND COLLECTION MAINTENANCE: Selection and collection maintenance of library materials is delegated to qualified Library staff, under the authority and at the discretion of the Library Director. All staff members and the Rancho Cucamonga community are encouraged to recommend materials for consideration. SELECTION CRITERIA: All materials, whether purchased or donated, are considered in terms of the criteria listed below. An item need not meet all of these standards in order to be added to the collection. Popular interestRelationship to other materials and adequacy of coverage in subject area Contemporary significance Significance of item within subject area Currency of information Professional reviews from a variety of Authority sources Comprehensivenessand accuracy Relationship to materials in other area Local emphasis libraries Readability Requests from the public Objectivity Format and ease of use Creative, literary, or technical quality Cost and availability Representation of diverse points of view Physical appearance and condition Sustained interest Space limitations Relevance and use of the information SCOPE OF THE COLLECTION: The Rancho Cucamonga Public Library is a popular materials library and maintains a varied and current collection covering a wide range of subjects and containing multiple points of view. The Library's collections are dynamic, with an emphasis on up-to-date and in-demand materials. The Library provides information resources in physical and electronic formats in an effort to deliver the broadest possible ac primary responsibility of the RanchoCucamonga Public Library is to serve the Rancho Cucamonga community by providing a broad choice of materials to meet informational, educational, cultural, and recreational needs. Collections are developed in response to current use patterns, community needs, budgetary and space constraints, evolving technology, and the Library's mission. The majority of the Library's collection development activities will be conducted to create a collection of popular and informational works that is evaluated continually. The collection embraces broad fields of knowledge with basic, representative works in most subject areas, emphasizing materials that are useful for the general public. Textbooks and materials of a highly technical or specialized nature of limited community interest are generally not collected. Collections in languages other than English will be guided by needs of significant population groups living within the city of Rancho Cucamonga that have a language other than English as their primary language. Access to other specialized and comprehensive collections that exist elsewhere in the state of California is provided through interlibrary loan and direct referral. SUGGESTIONS FOR PURCHASE: The Library encourages input from the community concerning the collection. Asuggestion for purchaseprocedureenables the Rancho Cucamonga community to request that a particular item or material on a certain subject be purchased by the Library. All suggestions for purchase are subject to the same selection criteria as other materials and are not automat to help the Library in developing collections which serve the interests and needs of the community. COLLECTION MAINTENANCE: In an effort tomaintain a relevant, popular, and appealing collection, theCREW method, and other best practices are used when evaluating collections. DISPOSITION OF WITHDRAWN MATERIALS: Materials that have been withdrawn may be first offered to the Friends of the Rancho Cucamonga Public Library. Items not provided to the Friends of the Rancho Cucamonga PublicLibrary will be disposed of in accordance with general City policies and procedures. REPLACEMENT: Replacement of damaged, missing, and withdrawn materials is not automatic. The decision to replace is determined by the selection criteria listed in this policy. MATERIAL AND FUND DONATIONS: Donations of books and other materials are to be made through theFriends of the Rancho Cucamonga Public Library, a 501(c)(3) nonprofit organization. For further information on their procedures, contact the Friends of the Rancho Cucamonga Public Library directly. The Library cannot guarantee that unsolicited materials will be returned to donors. The Library reserves the right to accept or refuse materials or funds and any conditions placed upon gifts of materials or funds, and to evaluate and dispose of donated items in accordance with the criteria applied to purchased materials. REQUEST FOR RECONSIDERATION: Members of the Rancho Cucamonga community that are concerned about the appropriateness of a particular item in the Library's collection will be referred to a staff member designated to answer questions regarding collection development, at the discretion of the Library Director. If, after speaking with the designated staff member, the patron still wishes to pursue review of the item, they must complete a Request for Reconsideration form. The Library Director will review the request and apply the selection criteriaset forth in this policy to determine if the item should be removed or re- reconsideration is the City of Rancho final decision. The item under review will not be removed from circulation during the review process. Reasonable efforts will be made by Library management to respond in writing regarding the disposition of the Request for Reconsideration within 60 days of receipt of the completed Request for Reconsideration form. CONCLUSION: The Rancho Cucamonga Public Library is committed to providing a broad and diverse collection, and its collection development activities are guided by the above principles and criteria. resources are for use by all members of the Rancho Cucamonga community, and the Library strives to reflect the needs and diversity of the community in its collections.