Loading...
HomeMy WebLinkAbout2003-12-03 BOLT MINSMINUTES LIBRARY BOARD OF TRUSTEES December 3, 2003 Library Conference Room 4:00 PM All Items May be considered for Action CALL TO ORDER ROLL CALL Trustees Craft P , Pasqua P , Valerio P , Chair Hubbard P , Vice Chair Hartman P Others Present: David Palmer, Paula Brown, Maureen Roeber, Joan Roseman, Patricia Spalding I. INTRODUCTION OF NEW TRUSTEE Mr. William (Bill) Craft was introduced to the Library Board and staff. Mr. Craft is a retiree with 30 years military service and currently serves as the Dean of the School of Learning Resources and Instructional Support at San Diego Mesa College. He replaces long-time trustee Constance Clover. II. APPROVAL OF MINTUES Minutes of the meeting of August 20, 2003 were approved with no corrections. Minutes of the October 22, 2003 meeting were approved with two minor corrections: Add Joan Roseman to the attendance list, Page 2 Item IV.B. change first sentence to read "Assistant Library Director Brown". III. CONTINUED MATTERS A. Library Bond Act Application Library Director Palmer informed the trustees that the Rancho del Rey grant application was not funded in cycle -2. Once again CVPL received a "very good rating, but the biggest problem continued to be with the joint -use contact. Raters believed this contract to be one-sided, with the City taking on all responsibilities. Other comments from the raters were related to the site and the goals and objectives section of the Plan of Service. The grant application will be revised as appropriate and resubmitted for the third and final round. Unfortunately, it will continue to be a very competitive process as there may be even more applicants vying for even less money during this final round. A, decision will probably be made in July 2004. Library Director Palmer indicated that the City Manager is committed to building the new library. Therefore, the design process will begin in mid - 2004 regardless of whether or not we get the grant. During the first 6 months of 2004, Assistant Library Director Paula Brown will be working on a new building program that will need Library Board input. It is expected that the branch will open no later than January 2007. Mr. Hartman arrived at 4:20 pm. IV. NEW BUSINESS A. Library Report on Growth Management Oversight Commission This year's draft Library GMOC report was distributed and reviewed. B. Book Bug Contract Renewal Library Director Palmer reviewed the renewal of the contract with South Bay Volkswagen and asked for the Boards endorsement. MSUC (-/-) to endorse the renewal of the Book Bug contract C. Meeting Room Capacity at South Chula Vista Branch Library Public Services Manager Maureen Roeber requested the Board's approval to change the maximum capacity of Room B at the South Chula Vista Branch. The Fire Marshall determined that a more realistic capacity would be 50 persons. MSUC (-/-) to endorse the change in the Meeting Room Capacity of Room B at South Chula Vista Branch Library D. Heritage Museum — Plan of Service Analysis Assistant Library Director Brown described how for the past 11 years two volunteers have been running the museum, that those two individuals have retired, and that the Library now does not have an experienced individual on staff to run the museum. Therefore, the Library will be preparing an RFP to hire a consultant to us identify the role and scope of the Heritage Museum, its operations and governance. Ms. Brown asked that a member of the Library Board member sit on the RFP panel. Trustee Pasqua volunteered to do so. V. LIBRARY DIRECTOR'S REPORT A. Renovation of Civic Center Branch Library Library Director Palmer reported that while in discussion with the City Manager regarding the Rancho del Rey project, Mr. Rowlands indicated his support for the renovation of the Civic Center Branch. Therefore, staff will now begin working with the General Services Department to review issues and options, determine funding sources, and establish a schedule. B. Fund Raising Projects Mr. Palmer promised that in 2004 a public committee would finally be established to assist with fund raising efforts. Trustee Valerio has previously volunteered to help with such an endeavor. C. Local History Room Study Assistant Library Director Brown announced that she was coordinating a local history focus group, to be facilitated by our consultant, at the South Chula Vista Branch on Saturday, December 6. D. Best Books Library Director Palmer pointed out that the Board's packet included a list of "best books of 2003" from Library Journal. The good news is the Library owns a copy of almost all the titles listed. But the bad news is, in many cases, we have only copy available to be shared by the entire community. E. Film Festival The festival was very successful. During the first week attendance averaged about 50 people per showing, while it decreased to about 30-50 people per showing during the second week. F. All Staff Meeting A library staff training is scheduled for Thursday, December 11 at the Civic Center Branch. The branches will be closed for the morning until 1:15 pm that day, with Eastlake operating normal hours. Professional speaker, Mary -Ellen Drummond has been invited to talk on the subject of Quality Customer Service. G. Balanced Score Card There will be a December 18 retreat for library managers to begin translating the Library's Strategic Plan into the City's new Performance Management System based upon the Balanced Score Card. Staff will present the results to the Library Board in January 2004. H. Holiday Schedule The furlough for the City will be between Christmas and New Years, with all branches opening back for normal business on January 2, 2004. The Civic Center Branch will be open Monday, Tuesday and Wednesday from 10:00am to 6:00pm. The monthly of events is now being printed as a quarterly calendar and lists the days and hours during the furlough period. I. Monthly Statistics Assistant Director Brown reviewed the October and September 2003 monthly reports. Several key indicators are down for a number of reasons, including: - The brush fires (the library was closed for two days0 - Parking lot construction, extremely difficult to find a parking space and access to the lot. - Islands were being constructed on F and 4t' She also provided the following information: For 15 years the library received $10,000 for providing . volunteers for the Arturo Barrios race. The requested number of volunteers for the Library to provide has increased from 30 to about 100. This year, the Recreation Department and the Library will split the money because of their participation in providing about half of the volunteers needed. Automation Manager Eric Rhee and the MIS Department did a major upgrade to the Integrated Online Library System in October, which went very well The hiring Freeze is still on. The Library is down nine positions. Up to 50% of salary savings can be used to fill behind those position with hourly employees. South Chula Vista Children's Librarian Zoe Abrahams is on indefinite leave, which impacts the Born to Read Program Due to staff shortages, there will be no more adult programming or any children's craft programs during the winter 2004 season. J. Legislative Update Library Director Palmer reported that with the decrease in the Vehicle License Fees, the City could lose $8 million. Next year (2004) could be very difficult, if these funds are not replaced. K. Other Several Library press releases were included in the Board Packet. Trustee Pasqua inquired on how does the. Civic Center Branch advertise it's books sales. Library Director Palmer stated that there had been problems and "this topic will be tackled in the new year. VI. COMMUNICATIONS A. Friends Friends President Joan Roseman reported that the chapters were in the process of being dissolved. The Civic Center Chapter has continued to supply books to Donovan Correctional Facility and to ships coming into port per request from the Captain/Commanding Officer. Ms. Roseman announced her retirement as the President of the Friends and is not sure at this time if she will continue attending the Library Board Meetings, but Library Director Palmer wanted her to know she is welcome to do so. Ms. Roseman also reminded the Trustees about the, upcoming book sale at the Civic Center Branch. B. Public Comments None C. .Written Comments None D. Board Comments Welcome again to Commissioner Bill Craft. VII. ADJOURNMENT The meeting adjourned at 5:20 pm. The next meeting of the Library Board will be on January 21, 2004. Respectfully submitted, Patricia Spalding Library Board Secretary