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HomeMy WebLinkAbout2002-01-16 BOLT MINSMin' utes LIBRARY BOARD OF TRUSTEES January 16, 2002 LIBRARY CONFERENCE ROOM 4:05 PM All Items May be Considered for Action CALL TO ORDER ROLL CALL Trustees : Clover E. , Pasqua X_, Valerio _E, Chair Hubbard Vice Chair Hartman X City Staff: David Palmer, Paula Brown, Shauna Stokes MSUC to excuse Trustees Valerio and Clover. I. APPROVAL OF MINUTES - Meeting of September 19, 2001 MSUC (Pasqua/Hartman) to approve the minutes as corrected. The minutes should reflect that Paula Brown was in attendance II. CONTINUED MATTERS A.' Library Strategic Plan DeputyCity Manager Palmer thanked Chair Hubbard for serving as Chair of the Strategic Plan Steering Committee. The Strategic Plan process is wrapping up and Trustees were asked for their input. The Trustees will receive a draft report at their February meeting, which will require formal action, the report will then go to Council in March. a. Mission Statement. Director Palmer relayed that Trustees Pasqua and Clover part of the committee that created the Library's new mission statement. Staff has begun to use this statement and it will become more widely know as it is published. Trustees were asked to endorse this mission statement. Trustee Hartman asked that "our local community" be added to the end of the. mission statement. Director Palmer suggested instead, that this line be added to the first sentence, to read,,' purpose of the Chula Vista Public Library is to increase knowledge and to enrich lives within our community..." MSUC (Pasqua/Hartman) to change the mission statement to include the above addition. r . b. Initiatives Deputy City Manager Palmer explained to the Trustees that the Strategic Planning Committee was divided into five sub committees: Programs and Clients, Marketing and Communication, Staff and Volunteers, Finance and Facilities. Each of these committees created initiatives where will included in the Trustees' packets. These initiatives have been further revised to eliminate duplication and improve clarity. The revised initiatives were distributed to the Trustees. c. Program Service Response Deputy City Manager Palmer reported that the Program Service Responses were the core of the Library Strategic Plan. The Library will concentrate on the following service responses: • Basic literacy — To provide a learning environment to help people reach their personal literacy goals • Commons — A place for people to meet and interact with others in the community • Current topics and titles — To fulfill the community residents' appetite for information and desire for satisfying recreational experiences • General information — Help meet the need for information and answer questions on a broad array of topics. • Lifelong learning — Address the desires for self-directed personal growth and development opportunities • Local history — Address the desire of community residents to know and understand personal or community heritage. d. Goals and Objectives A new set of goals were distributed to the Trustees at the meeting. Trustees were asked to review the document and make any changes at their February meeting. Chair Hubbard asked if the Library had committed itself to responses that it could hold to. Assistant Director Brown commented that the goals are achievable as most of them came from the actual working committees currently doing these activities. . However, staff has not yet determined if adequate resources, staff etc, are available to accomplish these goals. A new emphasis has been placed on volunteers in the library, and schools are asking to incorporate their community service programs at the library. These have all been in the works. Trustee Hartman believed this was a good working blueprint for the Library. B. Library Bond Act Application a. Time Line — A time line for the Bond Act Application process was included in the Trustee's packets. b. Needs Assessment - This is a major portion of the information required by the Bond Act Application. Library Consultant Beverley Simmons is working with staff and will conduct more focus groups with teachers and students. This part of the application will not be complete until the end of the process as it is being built as we go along. Joint Venture — Instead of providing a learning lab to teach local school students about canyon eco and bio systems in the new Ranch del Rey Library, an early childhood education center, geared for children 0 to 5 and their parents is being proposed. The schools favor this change. This childhood education center will provide information to parents, private and professional childcare givers. Management staff will visit some successful sites in Arizona during the first week of February and will report to the Trustees at their next meeting. Library staff will work with the School District on developing the design and MOU for this program. The Elementary School District has committed on-site staff and funding for this program from Proposition 10 funds. This money is education based for children ages 0 to 5. This proposal will be taken to the City's Child Care Commission in February. Trustees were asked for their initial reaction to this proposal. Chair Hubbard felt the learning center would train staff for childcare centers in the City and outreach the needs of the community. Further, Southwestern College has a good child development program, with a child development center. Assistant Director Brown reported that every new library program designed will have a volunteer and internship opportunity. d. Building Program Assistant Director Brown is working on the building program with the assistance of Library Consultant, Beverley Simmons. Square footage is currently up to 38,000 sq. ft., but further refinement will reduce it to the 32,000 to 34,000 sq. ft. range. The early childhood education component requires considerable space and is a key component in acquiring the grant. The building program should be available for Trustee review at their February meeting. A bubble map was provided in Trustees' packets represented adjacencies of activities. Staff developed this map by determining what kinds of activities need to be next to one another. Some changes being incorporated are: • Engineering in the ability to cordon off the common areas from core library functions • Putting more people on the floor to provide customer service. • Placing the new books and customer service areas near the entrance. • Conduct the majority of checkout activity through self -checkout machines • Encourage patrons to be more self-sufficient There will be a small service desk near the exit to help with items that won't self -check. In time, this model will be replicated at all other Chula Vista branches to help alleviate the shortage of librarians and to contain operating costs, while providing optimum service levels. Roving employees will be at the Library Associate level. Intensive on-going, in-house training will be done to enable staff to fill this niche. Librarians will work at program planning and design, staff training and service implementation. Senior Librarians will work as Branch Managers, Librarian III's will work as Assistant Branch Managers. Director Palmer reported that there is a library in Vancouver, British Columbia, that circulates over a million items, 90% of which is through self - checkout machines. He further stated that this trend rolling over to grocery stores. e. Architect Selection Architect interviews were held earlier today. From the 18 requests for proposal mailed, the Library received five responses. Firms had to have designed at least 3 libraries to qualify for an interview. Architecture firms interviewed were: Wheeler, Wimer, Blackman and Associates, Carrier Johnson, and Roesling Nakamura Architects, Inc. The Architect Selection committee will meet again to make a final selection. Staff hopes to go to Council in February with their selection. The Board was asked to provide a member to work on the project team. Chair Hubbard was asked to attend some of these meetings for conceptual design phase. Once selected, the architect will set up a schedule of meetings. III. NEW BUSINESS A. Friends of the Library - The City's Risk Management had alerted the Friends that although they exist solely for the benefit of the Library, they cannot be added as an insured under the City's liability insurance. If, however, all Friends activities were to be co-sponsored by the City, the event would technically become a City event and as such, be covered under the City's insurance. Regarding workers compensation issues, as long as Friend's volunteers are performing activities for the benefit of the Library, they are City volunteers. The City requires its volunteers to be registered with the City and included in the official volunteer database. To be included in the database, volunteers must have their fingerprints taken. Friends President, Shauna Stokes, reported that the Friends did vote to become City volunteers and are also looking for Directors and officers insurance. She did not see the City affecting programs the Friends might sponsor on City property. Trustees were asked to endorse this concept. MSUC (Hartman/Pasqua) to endorse the concept of the library supporting co- sponsoring programs with the Friends of the Library. The Friends are considering creating a great issues forum. The Foreign Policy Institute has a curriculum for community discussion. If the Friends were to sponsor this program, the meetings will be held at the library.. IV. LIBRARY DIRECTOR'S REPORT A. Personnel Senior Librarian, John Bishop, has taken a position at the American School Library in Romania. Staff is currently recruiting for this position and hopes to have this position filled shortly. B. Civic Center Library HVAC Project Assistant Director Brown reported that the Civic Center Branch has had no heat or air circulation since the beginning of December. The new equipment has been installed and will be tested next week. It's been very cold upstairs. C. CVPL Operations Report Not available at this time. D. Results of Year End Fund Raising Campaign The Library has received over $7,000 in this year's fund raising campaign. E. Legislative Update Director Palmer reported that the Library began the year with $281,000 in Public Library Funds, in August the State cut this amount to $270,000, and further reduced in November to $235,000. The Governor's proposed budget cuts PLF funds down to $220,000. The Library is looking at a possible $60,000 reduction in funding from the State. F. Other In January, the City's organization structure was adjusted as follows: Former Parks and Recreation Director, Andy Campbell, has been appointed Director of Building and Park Construction. Buck Martin, formerly with the Coors Amphitheater, is now Director of Parks and Recreation David Palmer, Deputy City Manager for Community Services, now oversees the Parks and Recreation Department along with the Library, Nature Center, ODT and Communications. V. COMMUNICATIONS No comments were made for the following categories. A. Friends B. Public Comments C. Written Comments D. Board Comments VI. ADJOURNMENT — The meeting adjourned at 5:37 pm. The next Library Board of Trustees meeting will be held on February 20, 2002. 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.