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HomeMy WebLinkAbout2008-04-16 BOLT MINSThe Cmmm t,4yamily Romp . wwt,chuWshlihrwys y M K=1 PUBLIC LIBRARY CHULA VISTA MINUTES LIBRARY BOARD OF TRUSTEES 1.1ti1 CU OF CHULAMSTA . APRIL 16, 2008 CIVIC CENTER LIBRARY 4:00PM CONFERENCE ROOM BOARD MEMBERS PRESENT: CHAIR VALERIO, TRUSTEES D LINDER, S LINDER, MARTINEZ (LATE) & STILLMAN BOARD MEMBERS ABSENT: NONE CITY STAFF PRESENT: INTERIM LIBRARY DIRECTOR LEAH BROWDER, ASSISTANT LIBRARY DIRECTOR RODERICK REINHART, SECRETARY ANNA GIULIANO, SR. MANAGEMENT ANALYST MARIYA ANTON OTHERS PRESENT: MEMBERS OF CHULA VISTA GENEALOGY SOCIETY AS LISTED BELOW I. CALL TO ORDER / ROLL CALL Chair Valerio called the meeting to order at 4:05pm II. APPROVAL OF MINUTES Motion was made (Stillman / S Linder) to approve the Minutes of the March 18, 2008 as distributed. Brief discussion. Motion was made to approve minutes as amended. Motion was unanimously carried. At this time, Chair Valerio recognized members of the Chula Vista Genealogy Society in attendance and moved to New Business to allow them to speak. Mr. Randy Seaver, President of the Chula Vista Genealogy Society, introduced others in the audience, Susan Zimmer, Ginny Taylor, John Finch, Susi Pentico and Bob Page. Mr. Seaver began by advising that the Genealogy Society is a non-profit organization, has approximately 90 members, and has been meeting at the Chula Vista Library since 1987-1988 to promote genealogy and history. As .President, Mr.Seaver recently received a letter from the Civic Center Branch Manager, Stephanie Loney, along.with a copy of the revised Library Meeting Room Policy. Mr. Seaver questioned the area of the policy in which it states that any group or organization not affiliated with the City of Chula Vista could use any one meeting room only four times per year which greatly affects the CVGS's use of meeting rooms. Mr. Seaver then questioned the area of the policy regarding applications would not be accepted until 90 days prior to the requested date. After discussion, Interim Library Director Leah Browder advised- that since the Genealogy Society collaborates with the Library to bring in programs, patrons and book donations, she would waive the "4 times per year per meeting room" portion of the policy to let them have their regular monthly meetings. Ms. Browder, however, also mentioned that if the meeting room needed to be used by a City organization, the Genealogy Society might. be asked to make other accommodations. CVGS members left the meeting happy with the compromise. MINUTES LIBRARY BOARD OF TRUSTEES III. CONTINUED MATTERS A. FY 2007 — 2,008 Budget (Current Year) Ms. Browder distributed a hand out regarding the current year's budget in which a projection of $969,000 would be going back to city to help manage the current year's .shortfall.. Discussion regarding the annual Taste of the Arts Festival as held and Trustees were advised that this year's festival had_ been cancelled and it was hoped that it would continue next year. - B. FY 2008 - 2009 Budget City Council has wrapped up the current phase of the 08/09 budget that should be finalized in June. . The Library submitted 4 proposals with potential to. be accepted by council but only 3 were taken, elimination of the Cultural Arts budget, organizational restructure (adding- hours), and $93,000 in the reduction in books / materials budget. Ms. Browder. mentioned that because of the Library Board's involvement and that of the Friends of the Library, the City Manager did not believe the 4 proposal, cutting another $250,000 from book/materials should be accepted. Ms. Browder gave her personal thanks to the Board. The area of CIP funds (Capital Improvement) was discussed; the RDR Library, renovation of Civic Center Branch, Radio Frequency, and the Eastern Urban Center Library. C. Implementation Steps: ➢ Organization — Ms. Browder distributed a new organization chart, which, is simpler; the Assistant Director will be, responsible for branch operations, digital services, technical services, and education services. Fiscal services & fund development; centralized ,scheduling, fundraising, grants, sponsors and surveys will be the responsibility of Mariya Anton.. Schedule and' desk assignments will be created for employees through a shift bidding. process, which will finish .up June 12 in time for the new fiscal year. Trustee Martinez. advised she would like to volunteer to hold an AP book club (Secretary to, give Trustee Martinez' name and telephone number to Joy Whatley, Senior Librarian for call=back): ➢ Operations. Manager Loney.advised that a new system that has been implemented for shelving books had greatly reduced the .time to get books back on the shelves. Chair. Valerio advised that when he, came into the Civic Center Library the previous Sunday, it was very hot and the air conditioner wasn't working. Trustees were told that the CC library was on the air conditioner replacement schedule for this year. IV. NEW BUSINESS A. Council Approved Ordinance Governing City's Boards and Commissions Council approved_ a change from 5 to 7 members of the Library Board of Trustees. It is unclear at this time when new members would be located. B. Recommendations for Streamlining of Boards & Commissions . Every department,was asked to ask whether or not their Board/Commission members would approve of meeting every other month. The Library Board advised they felt it would not be in the best interest of the Board to implement that change at this time. -0 -1 MINUTES LIBRARY BOARD OF TRUSTEES C. Climate Change Measures A 7 -point climate measure was approved by City Council with changes addressed when they came up; no action has to be taken now. V. LIBRARY DIRECTOR'S REPORT A. MONTHLY REPORT No information provided VI. COMMUNICATIONS A. FRIENDS Joan Roseman, President of the Friends of the Library was out of town and would be returning for May's meeting. At this time, it was mentioned that the letter the Friends sent to Mayor and Council had a big impact on the Library book budget. B. PUBLIC COMMENTS None C. WRITTEN COMMENTS T�� D. BOARD COMMENTS NONE VII. ADJOURNMENT THE MEETING WAS ADJOURNED AT 5:50PM. Next meeting scheduled: Regular Meeting —Wednesday, May 21, 2008 at 4:00pm Respectfully Submitted: May 21, 2008 .� Approved: Anna Giuliano, Secretary