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HomeMy WebLinkAbout2003-01-15 BOLT MINSMinute' s LIBRARY BOARD OF TRUSTEES January 15, 2003 LIBRARY CONFERENCE ROOM 4:00 PM All Items. May be Considered for Action CALL TO ORDER ROLL CALL Trustees Clover P , Pasqua_P_, Valerio _P_, Chair Hubbard _P_, Vice Chair Hartman _P Others Present: Joan Roseman, Rod Reinhart, Nora McMartin, Shauna Stokes, Paula Brown, Maureen Roeber I. APPROVAL OF MINUTES - Meeting of October 23, 2002 MSUC (Pasqua/Valerio) to approved the minutes of the October 23, 2002 meeting with the following correction: Volkswagen. Il. CONTINUED MATTERS A., Library Bond Act Grant Application Deputy City Manager Palmer reported that the State Bond Board met twice and awarded .18 grants from among the 61 applications received. The State Library's analysis of Chula Vista's grant application indicated that the MOU with the School District for the joint use project did not have enough specificity in the contract to guarantee which entity would do what task. This was done purposely because adequate resources may not be available in the future. Deputy City Manager Palmer reported that the library is experiencing large-scale staffing changes: Foremost, Administrative Services Manager, Shauna Stokes will transfer to the Recreation Department to become their new Assistant Recreation Director. Due to the budget constraints, vacant management positions in the City generally are not being filled (Trustee Clover arrived. at 4:26 pm.) Due to time constraints, present workload and lack of staff, the Library has decided not to reapply for the, second round of this grant. City Manager Rowlands has agreed with this decision. In not competing for State grant funds the City will not have to comply with grant requirements, which could lead to lower building costs. The City Manager has agreed to use development impact fees to build this facility. Board comments were solicited on this issue. Chair Hubbard asked when the next possible date for submitting the grant proposal would be. Deputy City Manager Palmer replied that January 2004 would be the next grant opportunity. This would delay the building timeline by one year, but is still an option. If by this July things weren't moving along, the Library would have 6 months to reapply. Chair Hubbard stated that the.Board needs to look at the rapid growth in the eastern part of the city and the impact this growth is going to. have on the plans for libraries. Deputy City Manager Palmer stated that.one of the things the Board might want to do.is look at growth figures. They may want to recommend that the building's -construction be moved up. - Instead of opening in 2006, it would be in 2005. Library facilities will soon fall short of the 500 GSF per 1,000 population called for by the City's Growth Management Oversight Committee. The Library Board could, attend one of their -meetings to make appropriate recommendations. Chair Clover inquired as to how the County library in Bonita was fairing. Director Palmer replied that Building and Parks Director Andy Campbell has been asked to work on landfill issues. SRI 25 materials were scheduled to fill in this area. III. NEW BUSINESS A. Supporting the Literacy Team's application for CDBG funds MSUC (Pasqua/Hartman) to approve this application B. 2003 Business Plan The Library has taken the.strategic service plan that'was completed at the end of 2001. 2003 is year 2 of the 5 year plan. The' -Strategic Plan was broken down into small workable units. Library staff has taken the six service responses and built the.2003 program around them. Some highlights of the plan are: • Clean up the bibliographic and patron database • Make the collections more current, attractive and space efficient. • Evaluate and eliminate duplication in print and data records. • Study reference and circulation functions to find out how reference is being used and perhaps redirect librarians into other programs • Determine if more self -checkout units would be appropriate. • Marketing and educating the community onwhat we have. Library Board of Trustees 3 January 15, 2003 C. FY 2003=04-05 Budget The next budget process has not yet begun. The Library has unique issues because of direct State aide in the form of Public Library Funds (PLF) and California Library Services.Act (CLSA) Funds. Public Library Funds have been cut from $279,000 two years ago to $85,000. CLSA funding for serving non-residents is being zeroed out. The Governor suggests that this` money could be replaced by charging for non- resident library cards. Historically, revenues received for non-resident library cards has not come close to CLSA reimbursements. This funding is used for debt management on the library's circulation system. Chair Hubbard stated that it was remarkable that education and libraries were being cut while the Governor requests funding for more prisons. D. 2003 Fund Raising Plan Fund Development/Strategic Plan Manager, Rod Reinhart, reviewed the. Library's.fund raising plan for the coming year. He reported that fundraising nationally has'been brought on by the ,downturn in the stock market. For the first time in 15 years .charitable giving experienced a downturn for 2002. - Fund raising efforts will include: • A Spring appeal for Literacy support • Recruitment of new donors • Renewed responses from current donors • Lapsed donors will be encouraged to contribute. • Creation of a Fund Raising Committee • Creation of a Giving Tree • Creation of a Legacy Society for patrons to bequest funds • Continued education of City staff to target City destinations for their United Way Contributions A Study Committee will be created to determine the feasibility of a small . capital campaign to renovate the Civic Center Library. Trustee Valerio agreed to participate in the Study Committee. Trustees were asked to call or email their suggestions as to who else should serve on this committee. Members of this Committee need a strongconnection to others in the community. E. Library Area Wide Study `� Administrative Services Manager, .Shauna Stokes, reported that this Library Board of Trustees 4 January 15, 2003 document was created as part of the General Plan Update. Included are: • Results from the Library Strategic Plan • Current Growth Management Oversight standards • Existing facilities • Plans for the remaining two facilities, Rancho del Rey and the Eastern Urban Center Staff has determined that before 2006, library space will fall below the GMOC standard. Some. general plan issues included in the report:_ phasing ,of new library development over time in relation to population growth; grant funding of the Rancho del Rey library; finalizing the exact location of Eastern Urban Center Branch in next 8-12 years depending on population growth. , Public comments through General Plan updates suggest maintaining libraries. to keep pace with growth. This will go to the Planning Department and reviewed by the General Plan Steering Committee. IV. LIBRARY DIRECTOR'S REPORT A.. Book Bug The Library has entered into a partnership with South Bay Volkswagen. This one-year agreement provides a VW Book bug for the Library to drive to community events to promote library services. A committee has been formed to obtain the most community impact from this partnership. B. Personnel Director Palmer reported that in addition to the promotion of Shauna Stokes to Assistant Recreation Director, There are a number of other staff changes. Community Relations Manager, Nora McMartin, is schedule to retire in May. Medical procedures will..cause her to.be out of the office beginning February 7, 2003. Jeri Gulbransen, former Public Information Officer for the City, will become Community Relations Manager for the Library, Recreation and, the Nature Center. She will begin working at the library on February 24. Finally John Corbett, Automation Librarian, has submitted his resignation for departure in mid-February. C. Other Trustees received Chula Vista 2003 calendars donated by the Otay Land Company.featu ring pictures of old Chula Vista. The Chula Vista Heritage Museum was instrumental to providing the photos for this. These calendars are available .for purchase through the bookstores, the Historical Museum or the Friends of the Library for $3.00 each. Library Board of Trustees 5 V. COMMUNICATIONS A. Friends January 15, 2003 Joan Roseman reported that Shauna Stokes had resigned as Friends President in lieu her new position in the Recreation Department. Elections had been held and she has agreed to step in as President. She hopes the Friends will continue their commitment to supporting the Library Foundation. This year the friends contributed $11,000. She urged the Trustees to become members of the Friends of the Library. B. Public Comments — None C. Written Comments — None D. Board Comments —none VI. ADJOURNMENT— The meeting adjourned at 5:25 pm. The next meeting of the Library Board will be on February 19, 2003. COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT (ADA) The City of Chula Vista, in complying with the Americans with Disabilities Act, requests individuals who may need special accommodation to access, attend and/or participate in a City meeting, activity or service request such accommodation at least forty-eight hours in advance for meetings and five days for scheduled services and activities. Please contact JoAnn Howard for specific information at 691-5193 or Telecommunications Devices for the Deaf (TDD) (619) 476-5357. California Relay Service is available for the hearing impaired.