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HomeMy WebLinkAbout2013-05-15 BOLT MINSThe C-Ityt Family Room . ­hU13WiSt21ibMry.CDM PUBLIC LIBRARY MINUTES c o CHULA VISTA BOARD OF LIBRARY TRUSTEES CHUTAVISTA MAY 15, 2013 CIVIC CENTER BRANCH LIBRARY 4:00 PM CONFERENCE ROOM BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: CITY STAFF PRESENT: OTHERS PRESENT: CALL TO ORDER / ROLL CALL CHAIR B. YOUNG; TRUSTEES J. BALNIS, J. BARNES, AND E. MELLOR VICE -CHAIR A. RIGGS DIRECTOR OF LIBRARY & RECREATION, BETTY WAZNIS DIRECTOR OF FINANCE, MARIA KACHADOORIAN TREASURY MANAGER, TIFFANYALLEN Chair Young called the meeting to order at 4:04 p.m. I. APPROVAL OF MINUTES Motion made by Trustee Mellor and seconded by Trustee Barnes to approve the meeting minutes from April 17, 2013. Motion carried. II. SPECIAL PRESENTATION Maria Kachadoorian, Director of Finance and Tiffany Allen, Treasury Manager presented information regarding the City's Master Fee Schedule Update. Finance Director Kachadoorian informed the Board that the City Manager will be presenting the proposed FY -14 Budget to the City Council on May 28th. Public comments are welcomed and encouraged at the meeting. Trustee Barnes stated that she read an article in the newspaper which stated the Library does not meet standards of square footage per population. She asked for clarification of whose standards. Director Waznis explained that it is the City's Growth Management Oversight Commission (GMOC) standards. Treasury Manager Allen explained that residential development fees help fund city facilities (including libraries). Chair Young questioned why the City is substandard in Library facility footage if we have a funding source. MINUTES BOARD OF LIBRARY TRUSTEES Treasury Manager Allen responded that the funding shortfall was due to borrowing between the components. Funding allocated to the Rancho del Rey Library went toward construction of Recreation facilities and Fire facilities in 2004. The City did not anticipate the construction decline. Finance Director Kachadoorian stated that she did not want to leave the impression that City Council took money from one project and put it into another project. At that time, the City was growing and there was a funding source for the library facilities; however the bond never went forward. Master Fee Schedule Update — Overview, Concepts & Proposed Timelines In order to charge a fee in the City, the fee must be included in the Master Fee Schedule. The City started working on revising the MFS in 2010. The City is currently reviewing the "Community Service Fees", which includes Library, Recreation, Animal Care Facility and Fire Suppression. The City cannot charge a fee that is higher than the cost of service. Library fees will be evaluated to determine if it makes sense to charge for every service. This is the first time the City has thoroughly reviewed Library fees. In the past, some fees may have been referenced in the Municipal Code. The Cost Recovery Policy is - on the City's website. The Library is about 50% recovery, and some fees are in 1 general well below 50%. Fee Bulletin 5-100 (dated May 2010) was distributed to the Board for review (copy attached.) As part of the fee analysis, the City is looking at fees charged by other jurisdictions. Chair Young asked for clarification on the role of the Board of Library Trustees in the MFS update process. Treasury Manager Allen replied that the Board does not have a formal role, and has no power to approve fees. However, the Board's input, findings & recommendations are welcomed. Director Waznis affirmed the Board's input would be valuable in the next phase of the process and the City Council would welcome the Board's feedback. Treasury Manager Allen stated she would be available to come back to the future Board meeting to provide an update. At that time, the Facilities Rental Fees will be presented to the Board. Director Waznis stated that we do not currently charge residents for a library card due to the State Library's funding criteria. Although the amount of funding received from the State fluctuates year to year, it is best for us in the long run to not charge for cards. 2 MINUTES BOARD OF LIBRARY TRUSTEES Trustee Balnis asked about accountability/reporting of fee collected. Director Waznis reported that we have daily cash count reports that go to the Finance Department. Trustee Mellor inquired about the fees collected for passport services. Director Waznis replied that fees collected are dictated by the Department of State. III. NEw BUSINESS - None IV. LIBRARY DIRECTOR'S REPORT A. San Diego County Taxpayers Association recently awarded the City of Chula Vista and General Growth Properties the Golden Watchdog Award for the Otay Ranch Branch Library in the Public -Private Partnership Category. The Mayor will be presenting a Proclamation to the Otay Ranch Town Center at the May 28th Council Meeting. B. The City Manager will be presenting his proposed FY 13-14 Budget at the May 2e Council Meeting. r , C. The Department is recruiting two positions to be filled in FY -14. One full-time Librarian I and one 0.75 Library Associate. D. Beginning September 9th, the Otay Ranch Branch Library will be opened on Mondays — providing six days of service per week to our patrons. E. The State is providing $10,000 worth of books to Chula Vista Public Library. We will be able to select our own books and the State will pay for them. F. This year's Library Foundation Fundraiser was a huge success. The foundation doubled the proceeds from previous years and net over $23,000. G. The Conference Room renovation is an ongoing project and should be completed by the early part of July. We will have new paint, carpet, movable tables and chairs. H. The "This Land Is Your Land, This Land Is My Land" Exhibit is in its final weeks. The Museum will be showing the Farewell of Manzanar movie in the Library Auditorium on May 30th I. The Boards and Commissions Recognition Event is scheduled for June 3`d. J. The Summer Reading Program begins on June 3`d and will run through July 12th. K. The Strategic Visioning Workshop is tentatively scheduled for September 2013. 3 MINUTES BOARD OF LIBRARY TRUSTEES V. COMMUNICATIONS A. Friends of the Chula Vista Library — Trustee Barnes will be attending the next Executive Friends Board meeting scheduled for May 28"'. B. Chula Vista Public Library Foundation — No report C. Public Comments — None D. Written Comments — None E. Board Comments — Trustee Barnes shared a written report by a little boy (in 3rd grade) who she tutors, stating why Libraries are important. ADJOURNMENT Meeting was adjourned by Chair Young at 5:18 p.m. The next Board of Library Trustees meeting will be on Wednesday, June 19, 2013 W. 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