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HomeMy WebLinkAbout1994-04-27 BOLT MINS MINUTES LIBRARY BOARD OF TRUSTEES APRIL 27, 1994 LIBRARY CONFERENCE ROOM 3 : 38 PM BOARD MEMBERS PRESENT: Vice Chair Donovan, Trustees Alexander, Clover-Byram, Williams BOARD MEMBERS ABSENT: Chair Viesca, excused CITY STAFF PRESENT: Library Director Palmer OTHERS PRESENT: Deborah Barrow, Principal Librarian, Betty Roche, Friends Liaison; Robert Coye MSC (Alexander/Williams) to excuse Chairman Viesca who was required on National Guard duty at the time of the Trustee's meeting. I. APPROVAL OF MINUTES - Meeting of March 23 , 1994 MSUC to accept the minutes of the March 23 , 1994 meeting with a correction to Page 5, Section D to read "Bookstop Too" . (3- 0-2 with Chairman Viesca absent and Trustee Clover-Byram not yet in attendance) . Trustee Williams introduced Miss Maribel Romo, the new student member to the Library Board. Miss Romo is a Junior at Castle Park High School and part of their international baccalaureate program. Trustees welcomed Miss Romo to the Board. II. CONTINUED MATTERS A. South Chula Vista Library 1. Construction Construction is progressing rapidly. Director Palmer will work with the Project Manager to arrange a tour for the Trustees as soon as possible. Some change orders have occurred since the last meeting. Change Order #3 for $22 , 182 moves the responsibility for groundcover planting and landscaping in public right-of-way and medians on 4th and Orange Avenues from the Public Works Department to the Library's construction contractor y"v LIBRARY BOARD OF TRUSTEES APRIL 27, 1994 to take advantage of bulk pricing and assure timely installation. This change order also upgrades irrigation equipment to comply with the , Parks and Recreation Departments Landscape Architect's request. The costs for the landscaping will be reimbursed from the street improvement project funds. Change Order #4 for $9,588 provides labor, materials and equipment to add two glu-lam beams which were not identified in the original architect's drawings. It also provides a revision to ' a headwall that had to increase in size, upgrades a fire sprinkler main to accommodate. additional sprinkler heads and provides labor, materials and equipment to add reinforcing steel to secure concrete benches. Director Palmer reported that the project is still within budget. In answer to Trustee requests for photographs of the construction, Director Palmer displayed the Project Manager's monthly reports which showed construction photos through the end of February. 2. Works of Art Director Palmer reported that the public input session originally planned for that evening would not take place. Due to staff limitations, this meeting has not yet been scheduled. Five individuals have been tentatively selected, dependent upon the City Manager's approval, to serve on the Library Art Selection Committee, they are: Constance Clover-Byram - Library Board Doris Steinman - Friends of the Library Lee Wheeland, Arts Commission Dency Souval, Arts Commission Patricio Chavez - Visual Arts Coordinator for the Centro Cutural de la Raza These names will be presented to the * City Manager for his appointment. (Trustee Clover-Byram arrived at 3 : 56 pm) 2 N LIBRARY BOARD OF TRUSTEES APRIL 27, 1994 Vice Chair Donovan suggested that if the plan to name the young adult room after Arturo Barrios, an athletic theme for the artwork would be . appropriate. 3 . Furniture and Equipment Director Palmer reported that furniture bids for the South Chula Vista Library have come in under budget. Principal Librarian, Deborah Barrow reported that the Purchasing Department received 16 bids, none of which were from Chula Vista vendors. The bids were divided into seven sections, some vendors bid complete sections, while others bid only portions. Library staff has had to carefully analyzed the bids with the Purchasing Department to determine the best price. Bids appear to be 12% under budget. Staff expects to present bids. to the -City Council by mid May. Vendors will have five months to deliver the furnishings, which coincides with completion of construction. A few of the bidders are offering significant discounts depending on if they get the entire bid or just a portion. Trustee Williams asked for an updated chart listing the furnishings bids after staff analysis. Director Palmer reported that a copy will be sent to the Trustees as soon as it is available. Mr. Palmer also asked the Trustees to attend the Council meeting to support the Library's selection when this item is presented. ACTION B. Names - Arturo Barrios Director Palmer asked the Trustees to revisit this issue so that their position could be forwarded to the City Council . Because of his contribution to the community, Trustees considered it appropriate to name the Young Adult Room in the new library after Arturo Barrios, but were reluctant to do so until a set of guidelines or criteria was in place for naming future rooms. It was the consensus that to name the room without an established criteria in place would open the Trustees to a barrage of petitioners and 3 ' +7 LIBRARY BOARD OF TRUSTEES APRIL 27, 1994 future criticism. Further, to act hastily on this issue did not seem appropriate considering the extreme care being taken to select an artist for artwork in the South Chula Vista Library. MSC (Clover-Byram/Alexander) given current Library Board sentiment, the Trustees propose that the Young Adults Room of the new South Chula Vista Library be named the Arturo Barrios Room at such time that criteria and rules are in place to guide naming other areas of the new library. To that end, the Trustees have requested professional library staff to create proposed guidelines based on CLA or other libraries. (4-0-1 with Chair Viesca absent) Staff is expected to respond to this request by the July meeting. Trustees asked Director Palmer to report their action to the City Manager. ACTION C. Coffee Cart at Civic Center Library Trustees discussed the concept of having a coffee cart at the Civic Center Library. Other libraries currently provide this profitable service. The Friends of the Library are uncertain as to whether they would like to take on the operation of the coffee cart as it would require them to file corporate taxes on revenues. MSC (Clover-Byram/Alexander) that the Library Director conceptually explore securing a vendor to provide a coffee cart at the Civic Center Library with proceeds returning to the Library. Trustees further requested Director Palmer to report the results of his • investigation at a later meeting. (4-0-1 with Chair Viesca absent) . The Director indicated that he' would now explore the feasibility with City officials. D. Library Budget Director Palmer reported that the City Manager has requested several scenarios for open hours at the Civic Center and South Chula Vista Library for his budget report to Council. A copy will be forwarded to the Trustees as soon as it becomes available. 4 LIBRARY BOARD OF TRUSTEES APRIL 27 , 1994 Staff is recommending the South Chula Vista Library open on January 31st. Board members will be notified when a preliminary budget hearing has been scheduled. E. Library Legislation This item has been added to the Trustee's agenda to keep them informed of pending legislation. Director Palmer encouraged Trustees to write personal letters of support for the Library Assessment District Bill, SB 1448 (Roberti) when it reaches the Governor's desk. ACTION A. CLA .Legislative Day Because of conflicting schedules, Trustees are unable to attend Legislative Day this year. ACTION B. Book Campaign The City Manager has requested that 20, 000 volumes be moved from the Civic Center Library to the South Chula Vista Library when it opens so that the shelves of the new library do not look empty. To provide additional materials for the South Chula Vista Library, Director Palmer proposed establishing a "Buy a Book" campaign to generate community interest and support. He asked the Trustees to appoint one or more members to an ad hoc task force to work on setting up this campaign. Director Palmer envisioned this task force composed of Library Board members, staff and members of the Friends of the Library. The City's Public Relations representative, Jeri Gulbransen, has also volunteered to participate. Trustee Clover-Byram volunteered to serve as the Library Board's representative on this task force. MSC (Williams/Alexander) that the Library Board supports the "Buy a Book" campaign concept and further, names Trustee Clover-Byram as their representative on the committee. (4-0-1 with Chair Viesca absent) 5 LIBRARY BOARD OF TRUSTEES APRIL 27, 1994 IV. LIBRARY DIRECTOR'S REPORT A. Principal Librarian - South Chula Vista Library Deborah Barrow had been appointed Principal Librarian for the South Chula Vista Library. Recruitment to fill behind Ms. Barrow will begin immediately. B. Peggy King's Retirement Peggy King, Homebound Librarian, has retired after 10 years at the Chula Vista Library. She is planning to move to Oklahoma to be closer to her family. She will be greatly missed. C. Self Check-out Director Palmer encouraged Trustees to visit the Children's Room where the self check-out unit is now being tested. Library staff members have been trained and are available to assist patrons with their first checkout, if necessary. Two self-checkout units are proposed for the Civic Center Library in the capital improvement budget to be purchased with California Library Services Act funds. Two more units are also planned for the South Chula Vista Library. D. Serra's National Library Week Event Director Palmer reported that this program was attended by Randy Cunningham and other local legislators. He complimented the program put on by the San Diego School of Performing Arts. E. Installation of Speakers at Front Doors Speakers will soon be installed at the both entrances and the lobby as a means of crowd control. These speakers will be on separate amplifiers so that music can be played at different volumes. F. Otay Ranch Copies of the Otay Ranch General Development Plan, Otay Subregional Plan, Volume 2 were mailed to the Trustees in their packets. The plan proposes a large regional library vs smaller community libraries that would be much more costly to staff and operate. 6 i LIBRARY BOARD OF TRUSTEES APRIL 27, 1994 G. Literacy Program Report Literacy Coordinator, Meg Schofield, was unable to attend the Trustees' meeting today as she is chairing a Literacy Networking meeting. In her stead, Trustees received a report from the State Library comparing Chula Vista's literacy program against other programs in the State. V. COMMUNICATIONS A. Friends Betty Roche reported that income from the book store has increased to such an extent that the Friends must now file reports with the IRS . Three videos on graffiti prevention, one for each library, have been purchased by the Friends. Doris Steinman has been selected by the Friends of the Library to serve on the Arts Selection Committee. On April 23rd the Friends earned $165 in a mini book sale held in front of the Library. The Book Stop made $167 that same day. The Friends will have an exhibit at the Festival of the Sun in Memorial Bowl on May 21st to publicize the good things they do for the Library.. The model of the new South Chula Vista Library will also be on display. B. Public Comments Mr. Coye brought the Board's attention to an article in the LA County Examiner showing a list of places that sell coffee. The Alamedia County Library, and cities of Pleasanton and Freemont are considering selling cappuccino and espresso to fund libraries. Also being considered are cookies and Italian sodas and gift shops. C. Written Comments None. D. Board Comments Trustee Clover-Byram commended the Board for accomplishing so much at this meeting. Trustee Williams welcomed Student Member Ma•ribel Romo to the Board. Mr. Williams asked what could be done to alleviate the congestion in the Library parking lot. Director Palmer indicated that the two-hour limit is being enforced and expects that the situation will 7 E LIBRARY BOARD OF TRUSTEES APRIL 27, 1994 improve when the new South Chula Vista Library opens. If parking is not alleviated at that time, - other alternatives must be explored. Trustee Romo thanked the Trustees for inviting her to join the Board. She enjoyed participating in the meeting. Trustee Alexander reported that Lois Marriot, Librarian at Southwestern College, will retire on June 30, 1994 . Vice Chair Donovan expressed regret that Ms. Barrow had to leave the meeting before she could thank her for the valuable information she provided and the work she has done. Vice Chair Donovan reported that her Genealogy group attended the OPAL training provided by the Library. These classes have been extremely successful and are booked through July. Director Palmer thanked her for her input. The Genealogy Society has donated over $1, 000 for new books for the Family Research collection. These books- are on order. Director Palmer reported that the Library has received a copy of the work Trustee Alexander has done creating a CD-ROM based directory at Southwestern College. VI. AGENDA ITEMS FOR NEXT MEETING VII. ADJOURNMENT - The meeting adjourned at 5: 25 pm. The next Library Board of Trustees meeting will be held on May 25, 1994. 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 contact JoAnn Howard at 691-5193 for specific information on existing resources/or programs that may be available for such accommodation. Please call at least forty-eight hours in advance for meetings and five days in advance for scheduled services and activities. California Relay Service is available for the hearing impaired. 8 ,