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HomeMy WebLinkAbout2023/02/02 Library Board of Trustees CITY OF • • CUCAMONGA LIBRARY BOARD OF TRUSTEES REGULAR MEETING AGENDA FEBRUARY 2, 2023 COUNCIL CHAMBERS CITY OF RANCHO CUCAMONGA 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA, CALIFORNIA 6:00 P.M. - CALL TO ORDER Pledge of Allegiance Roll Call: President, Christine DeVries President Pro Tem, Riley Wells Board Member, Eva Miller Board Member, Kristen Murrieta-Morales Board Member, Janet Temkin A. 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. B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non- controversial. They will be acted upon by the Library Board of Trustees at one time without discussion. Any item may be removed by a Member or member of the audience for discussion. B1. Consideration of Meeting Minutes for the Regular Meeting of December 1, 2022. THURSDAY, FEBRUARY 2, 2023 LIBRARY BOARD OF TRUSTEES AGENDA C. LIBRARY DIRECTOR'S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. C1. Verbal Report—General Library Update. Presented by Wess Garcia, Acting Library Director. C2. Verbal Report — Children's Services, Adult Services and Library Programming. Presented by Cara Vera, Library Services Manager. C3. Library Use Metrics Report presented by Cara Vera, Library Services Manager. D. 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. D1. Consideration to recommend approval to City Council the revised Library Fee Schedule. Presented by Wess Garcia, Acting Library Director. (Continued from December 1, 2022.) D2. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per Board Member.) E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for the Library Board of Trustees to identify the items they wish to discuss at the next meeting.These items will not be discussed at this meeting, only identified for the next meeting. F. ADJOURNMENT 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, Friday, January 27, 2023, seventy-two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. Page 2 of 3 CITY OF RANCHO CUCAMONGA THURSDAY, FEBRUARY 2, 2023 LIBRARY BOARD OF TRUSTEES AGENDA J nifer alacios Library Executive Assistant II City of Rancho Cucamonga Mission Statement Igniting Curiosity Transforming Lives Creating Community If you need specia,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. Listen ng devices are available for the hearing impaired. Page 3of3 Thursday, December 1 , 2022 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES MEETING MINUTES CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, November 3, 2022, in the Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. President Christine De Vries called the meeting to order at 6:00 p.m. Present were Members Temkin and Wells. Also present were: Wess Garcia, Acting Library Director, Cara Vera, Library Services Manager, Margo Mullen, Head of Museum Operations and Jennifer Palacios, Executive Assistant 11. A. PUBLIC COMMUNICATIONS None. B. CONSENT CALENDAR B1. Consideration of Meeting Minutes for the Regular Meeting of November 3, 2022. MOTION: Moved by Member Temkin, seconded by Member Wells, to approve Consent Calendar Item B 1. 3-0-2(with Board Member Miller and Murrieta-Morales absent). C. LIBRARY DIRECTOR'S STAFF REPORTS C1. Verbal Report—General Library Update. Presented by Wess Garcia, Acting Library Director. Acting Library Director Garcia presented an oral Library Services update report. C2. Verbal Report - Children's Services, Adult Services and Library Programming. Presented by Cara Vera, Library Services Manager. Library Services Manager Vera presented an oral report about upcoming Library Service Programs. C3. Verbal Report - Second Story and Beyond® update. Presented by Margo Mullen, Head of Museum Operations. Head of Museum Operations Mullen presented an oral report and PowerPoint presentation (Copy on file). D. BOARD BUSINESS ITEM 131-1 Thursday, December 1 , 2022 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES MEETING MINUTES D1. Consideration to recommend approval to City Council the revised Library Fee Schedule. Presented by Margo Mullen, Head of Museum Operations. MOTION. Moved by Member Wells, seconded by Member Temkin, to bring back Board Business Item D 1. 2-1-2(with Board Member Miller and Murrieta-Morales absent). D2. BOARD MEMBER ANNOUNCEMENTS. (Comments to be limited to three minutes per Board Member.) Boardmember Temkin thanked Acting Library Director Garcia for sharing the elementary artwork at Archibald Library. President De Vries will be absent at the February board meeting. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING D 1. Consideration to recommend approval to City Council the revised Library Fee Schedule. F. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING President De Vries adjoumed the meeting at 7.14 p.m. to February 2, 2023. Respectfully submitted, Jennifer Palacios Library Executive Assistant II ITEM B1-2 RANCHO A . A LIBRARY DATE: February 2, 2023 TO: Rancho Cucamonga Library Board of Trustees FROM: Wess Garcia, Acting 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: Attached is a metrics report for October---December 2022. The report includes 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 (July-September 2022) Attachment 2 - Library Use Metrics (October-December 2022) RANCHO CU CAMONGA C ITEM 0-1 7 Ds U C 4 m N I ti c V u, W � N Ln Q O 6 y cL E a` a Z � h a� ^ U ,D Ci 6 O p 6 O p O o Q O O O O O O O O o ! 8 0 � Q N 8 a Q cdq [V v N [V ... ... ._ ... ! C ¢ m O 0 ■ ■ ■ W 13 o O v L 0 d � z �D v E � fl a z LY QQ 4Q QQ QQ QQ QQ � V V V V V V Q O O In O O O O ATTACHMENT 1 ITEM 0-2 L) �^ o T m O L C U L Q m U v a+ ^} 0. Y rr C7 M tA V O �r La D- a L ■ 0 o c o � r U O r � co o 0 0 0 w n o �i v c4i cv 1 ad ;� o c ¢ m O C + V d � W a o E � 3 z t5 � R 2S 25 ti a ATTACHMENT 2 ITEM 0-3 RANCHO CUCAMONGA LIBRARY SERVICES DATE: February 2, 2023 TO: Rancho Cucamonga Library Board of Trustees FROM: Wess Garcia, Acting Library Director Margo Mullen, Head of Museum Services SUBJECT: CONSIDERATION AND DISCUSSION TO RECOMMEND APPROVAL TO CITY COUNCIL REGARDING AN UPDATE TO THE LIBRARY SERVICES DEPARTMENT FEES RECOMMENDATION: Staff recommends the Library Board of Trustees to recommend approval to City Council, an update to the Fees and Charges Schedule for the Library Services Department, including the Second Story and Beyond® (SSAB). BACKGROUND: In August of 2010, Passport services were transferred from City Hall to Library Services providing enhanced hours of service for the public. Fees for passport processing are currently established by the U.S. Department of State. Library passport photo processing fees were based on comparable service in the area. In May of 2018, the Library Board of Trustees approved a recommendation for the City Council to approve the Library's Second Story and Beyond® rental fees and procedures. This recommendation was subsequently approved by the City Council allowing the Library Services Department to rent the STEM Lab, Art Studio, Workshop, Kitchenette and Open Exhibit area to the general public at competitive rates. Since receiving City Council approval, staff have rented Second Story and Beyond®spaces to community members, local businesses and organizations. Beginning in 2019, the Community Services Department began revising policies regarding facility rentals which included the addition and alteration of group classification rates, fees and procedures. This included the use of Employee Cost Index (ECI) to establish the increase in fees for room rental rates. ANALYSIS: General fees have been restated in the Library's fee schedule.These include a proposed increase to the passport photo fee to recover service costs and the deletion of the ILS service fee that is no longer required. ILS service has been replaced by LINK+ (free service to Library card holders) and fee-based ILS service is no longer required. RANCHO CUR A MONGA ITEM D1-1 RANCHO CUCAMONGA LIBRARY SERVICES In order to provide a consistent level of customer service, rates and fees, the Library Services Department recommends adopting several of the changes made by the Community Services Department to ensure Library rental fees, refunds and staffing rates have parity with other City facilities and are competitive with the surrounding region. The Library recommends effective July 1, 2023, rental fees to be automatically adjusted annually by the percentage change in the Employment Cost Index (ECI) for state and local government workers, total compensation (not seasonally adjusted), during the 12-month period ending on December 31 st of the immediately preceding calendar year, as published by the United States Bureau of Labor Statistics. The escalator is consistent with use by other City departments and will help ensure rental fees stay current with the economic market. Rental fees are based on user group classifications,facility space,operating hours and equipment use. Rates for programs are dependent upon non-resident and transaction costs. Group classifications are distinguished by the type of organization they represent. A resident, non-profit organization (Group 2) will pay a different rate than a resident, commercial business (Group 4). Spaces are valued based upon size and the amount of people they can accommodate. In addition, rates for business operating hours differ from extended hours based on the availability of staff and demand for space. As Second Story and Beyon& prepares to open in 2023 the Library is recommending fees for admissions and memberships to SSAB. The admissions and memberships fees are comparable to the local region and competitive with surrounding children's discovery spaces and museums. FISCAL IMPACT: Revenue generated from adjusted fees is estimated below: Revenue Description Estimate for FY 23/24 Admissions $340,000 Memberships $187,500 Passport Photo Services $4,910 Rentals $24,540 School Group Admissions $26,250 COUNCIL GOAL(S) ADDRESSED: • Providing and nurturing a high quality of life for all • Building and preserving a family-oriented atmosphere ATTACHMENTS: Attachment 1 - Library Fee Schedule 2023 RANCHO U �MONGA FCIBRAARY A ITEM D1-2 Library Services Department Fees and Procedures 4 N `I 4 Library Board of Trustees: February 2, 2023 Adopted by City Council on: Resolution: Rates Effective: March 1 , 2023 ATTACHMENT 1 Page 1 of 6 ITEM D1-3 TABLE OF CONTENTS SECTION 1:MASTER FEE AND CHARGE SCHEDULE..............................................................................................................3 1.1 EMPLOYEE COST INDEX(ECI)ADJUSTMENT......................................................................................... 3 1.2 USER GROUP CLASSIFICATIONS.......................................................................................................... 3 1.3 GENERAL FEES................................................................................................................................... 3 1.3.1 SECOND STORY AND BEYOND®ADMISSION AND MEMBERSHIPS FEES............................................ 4 1.3.2 WAIVER OF FEES.........................................................................................................................4 1.4 NON-RESIDENT FEES.......................................................................................................................... 5 1.5 STAFFING FEES .................................................................................................................................. 5 1.6 INDOOR FACILITY RENTALS................................................................................................................. 5 1.6.1 Facility Room Rental Cancellation and Rescheduling Fees: ...........................................................5 1.6.2 Second Story and Beyond®Rental Fees:........................................................................................5 1.6.3 facility Equipment Use Fees(Library Facilities).............................................................................6 1.6.4 Customer Convenience Rental Options(Second Story and Beyond®).............................................6 1.6.5 Service Fees(Second Story and BeyondD).....................................................................................6 Page 2 of 6 ITEM D1-4 SECTION 1 : MASTER FEE AND CHARGE SCHEDULE Section revised 0111012023) 1.1 EMPLOYEE COST INDEX(ECI)ADJUSTMENT 1.1.1 Effective July 1, 2023,fees will be automatically adjusted annually by the percentage change in the Employee Cost Index(ECI)for state and local government workers,total compensaton(not seasonally adjusted),during the 12- month period ending on December 31$,of the immediately preceding calendar year, as published by the United States Bureau of Labor Statistics. 1.1.2 The adjustment will apply to fees directly related to City staffing 1.1.3 Adjusted fees will be rounded up to the nearest whole dollar. 1.2 USER GROUP CLASSIFICATIONS GroupOrganizations Event Ty City City of Rancho Cucamonga, Rancho Cucamonga Fire Protection District Agency mission-based programs,events Rancho Cucamonga Police Department meetings,etc. LSD City of Rancho Cucamonga Library Services Department Agency mission-based programs,events meetings,etc. Other governmental agencies(County,State,School District,Water Events providing a direct benefit to City of 1 District) Rancho Cucamonga residents(ex. public events,meetings,hearings,etc. Resident non-profits; resident civic and athletic organizations;resident Events providing a direct benefit to City of churches; resident public and private schools(including clubs, Rancho Cucamonga residents(ex. public 2 associations, boosters,etc.), events, religious services,organizational meetings,or fundraisers). Other governmental agencies(County, State,School District,Water Employee meetings and trainings. District Resident private party;employee organizations;political organizations, All approved functions. candidate campaigns;City of Rancho Cucamonga employees. User Group 1 and 2 Private social events not in support of 3 or anization's mission Non-resident non-profits;non-resident civic and athletic organizations; Events providing a direct benefit to City of non-resident churches; non-resident public and private schools Rancho Cucamonga residents(ex. public (including clubs,associations, boosters,etc.). events,religious services,organizational meetings,or fundraisers). Resident commercial 1 business All approve functions. 4 Non-resident non-profits, non-resident civic and athletic organizations; private social events not in support of non-resident churches; non-resident public and private schools organization's mission (including clubs,associations, boosters,etc.). 5 Non-resident commerciallbusiness All approved functions. 1.3 GENERAL FEES Item Location Fee Unit ActiveNek Transaction Fee All Locations 4.00% Per transaction Application Processing Fee Second Story and Beyond" $35.00 Per application Application Processing Fee with alcohol Second Story and Beyond® $50.00 Per application Alcohol Use Deposit Second Story and Beyond" $500.00 Per rental As determined by Additional Rental Deposit Second Story and Beyond" event/rental Per rental requirements Barcode(Replacement) All Locations $2.00 Per unit Page 3 of 6 ITEM 131-5 Collection Agency Fee As determined by All Locations City of Rancho Per unit Cucamonga Damaged Item(Entire) As listed in item All Locations Per unit record Equipment Replacement Fee All Locations $2.00 Per class I activity registration Class and Activity Refund Fee All Locations $10.00 Per class 1 activity —registration Library Card(Replacement) All Locations $2.00 Per unit Lost Item All Locations As listed in item Per unit record Passport Acceptance Fee As determined by All Locations U.S. Department Per unit of State Passport Photos(2) All Locations $13.00 Per unit Photocopies—Black and White All Locations $.10 Per unit Photocopies--Color All Locations $.50 Per unit RFID Tag(Replacement) All Locations $2.00 Per unit Story Pack(Entire) All Locations As listed in item Per unit record Story Pack Book All Locations $5.00 Per unit Story Pack Toy All Locations $10.00 Per unit 1.3.1 SECOND STORY AND BEYOND®ADMISSION AND MEMBERSHIPS FEES: Secondand : . I General Admission General Admission fee Definition Adults $16 18-61 years of age Children(1 -17) $15 1-17 years of age Seniors $13 62 years of age or older Infants(0) Free Less than one year old School from a verified organization.Minimum of 15 students. Must Student School Visit 50%discount off be accompanied by a ratio of 1 adult chaperone per 5 students. general admission Free admission for adult chaperones within the 1:5 ratio. Pending availability. Second Story and Beyond--Annual Memberships Membershlp Level Fee Definition Family of 2 Membership $200 2 named persons e. .one parent/caregiver and one child) Family of 3 Membership $250 3 named persons(e.g.at least one parent/caregiver and at least one child Family of 4 Membership $300 Must live in same household(e.g. at least one parenticaregiver and at least one child required) Additional Child $50 Additional added to membership(per child) 1.3.2 WAIVER OF FEES The Library Services Director may approve to waive or reduce the room deposit amount if multiple rooms are rented. Second Story and Beyond*: For extended periods of rental,negotiated fees may be approved by the Library Services Director. Page 4 of 6 ITEM D1—G The City Manager is authorized to adjust fees as appropriate on a case-by-case basis, including but not limited to partnerships, funerals,large revenue generating rentals, emergencies, and other unique circumstances,to meet the community need. 1.4 NON-RESIDENT FEES Item Location Fee Unit Classes,workshops, programs and Per class I activity activities All Locations $13.00 registration 1.5 STAFFING FEES Staff Title Location Fee Unit Fully burdened Event I Rental Staff Second Story and Beyond (top pf ratep x Per hour se fringe benefit rate Private Security Second Story and Beyond® As determined by Per hour service contract Day Porters Second Story and Beyond® As determined by Per hour(required service contract minimum 1.6 INDOOR FACILITY RENTALS 1.6.1 Facilh Room Rental Cancellation and Rescheduling Fees: Room Category Location Fee' Unit Small Second Sto and Be onds $25.00 Per rental Lae Second Story and Beyond* $75.00 Per rental Kitchen Second Story and Beyond® $25.00 Per rental *Subject to refund window 1.6.2 Second Story and Bevond®Rental Fees: OPERATING HOURS EXTENDED HOURS CategoryRoom Rental Group Group Group Group Group Group Group Group Group Group Deposit' Small $100.00 No Use $33.04 $49.00 $66.00 $83.00 No Use $42.00 $62.00 1 83.00 $103.00 Lar a $500,00 No Use $109.00 $196,00 $217.00 $283.00 No Use $142.00 $254.00 $283.00 $367.00 Kitchen $0.00 No Use $28.00 $42.00 $56.00 $69.00 No Use $34.00 $51.00 1 $69.00 $86.00 *As approved by the Library Services Director,deposit may be reduced if multiple rooms are rented. PREMIUM HOURS Deposit'Room Rental Group Group Group Group Group Category Exhibition Space $500.00 No Use $183.00 $330.00 $366.00 $476.00 (Large) *As approved by the Library Services Director, deposit may be reduced if multiple rooms are rented. Page 5 of 6 ITEM D1-7 1.6.3 Facility Equipment Use Fees (Second Story and Beyond®): Item Location Fee Unit Cocktail Table no linen Second Story and Beyond® $15.00 Each per day_ Easel Second Sloa and Be ond® $5.00 Each per day Microphone Second Sloy and Beyond® $25.00 Each per day Microphone(wireless) Second Story and Beyond@ $50.00, max of Each per da $200 per week y Microphone(cavalier) Second Story and Beyond@ $25.00, max of Each per day $75 per week Mobile Dry Erase Whiteboard Second Story and Be ond@ $25.00 Each per day Lectern Second Story and Be ond@ $25.00 Each per day Projector(portable) Second Story and Beyond@ $50.00,max of Each per day $150 p2rweek Public Address System(portable) Second Story and Be ond@ $175.00 Each per day Screen(portable) Second Story and Be ond@ $50.00 Each per day Rear Projection Screen with Dress Kit Second Story and Beyond* $150.00,max of Each per day $400 per week Standard Facility Audio I Visual` Second Story and Beyond® Included with Per event rental Uplighting Second Story and Be ond@ $50.00 Per li ht 'Listed fee is the minimum base rate. Base Rates are subject to change based on individual client needs, City staff recommendations, and availability of on-site equipment. 1.6.4 Customer Convenience Rental 0 tions Second Story and Be ond®: Facility Maintenance Staff Second Story and Beyond@ As determined by Per event Public Works Services Depart ent Merchandise Sales by Vendors All Locations 10-30%as Per event negotiated per event. Based on order. In-house catering' Second Story and Beyond@ As determined by Per event vendor. 'Fees based on the cost of City staff renting the equipment from a vendor plus 17%overhead and convenience fee,Although the Industry standard is 20%, as the City is service based and not profit based 17%was calculated to be the amount needed to cost recover the staff time and facility overhead to arrange these options as a service to the rental client. 1.6.5 Service Fees[Second Story and Beyond@): Item Location Fee Unit Ticket Handling Fee(Other Uses& Second Story and Beyond@ $2.00 Per ticket Rentals Ticket Exchange Fee Second Story and Be ond@ $2.00 Per ticket Ticket Internet Fees Second Story and Beyond@ $2.00+web host fees,not Per order to exceed$6.00 per ticket Ticket Mailing Fee Second Story and Be ond@ $1.50 Per ticket Ticket Reprint Fee Second Story and tie ond@ $2.00 Per ticket Page 6 of 6 ITEM D1-8