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Home My WebLink About1999-08-11 BOLT MINS s Minutes LIBRARY BOARD OF TRUSTEES August 11, 1999 LIBRARY CONFERENCE ROOM 3:35 PM All Items May be Considered for Action CALL TO ORDER ROLL CALL Trustees Charett P , Deason P , Valdovinos P Hartman P , Chair Clover P Others Present: David Palmer, Ignacio Valdovinos,Nora McMartin, Nancy Woods,Nancy Lemke I. APPROVAL OF MINUTES -Meeting of April 28, 1999 MSUC (Deason/Valdovinos) to approve the minutes of the April 28 meeting as amended changing page 3, section to "Public Library Fund". II. CONTINUED MATTERS A. Library Automation System Director Palmer reported that demonstrations for the two automation system finalists were held in early July. He thanked Trustee Hartman for attending. A consultant has been hired to negotiate a contract with the finalist,which should be completed by the end of September. It was discovered that the Library's Hewlett Packard system was not Y2K compliant. An upgrade has been written and staff is currently working with Hey;-lett Packard to remedy this situation. This process should also be completed by the end of September. The Library's Automation Manager, Diane Bednarski, has resigned to return to the public sector at the end of June. The Library is currently recruiting for a replacement. Two candidates, both highly qualified, will be interviewed in late August and early September. S Library Board of Trustees -2- August 11, 1999 i III. NEW BUSINESS - � i A. Establish Meeting Schedule Trustees discussed their meeting schedule for the coming fiscal year. Meeting time will change to 4:00 pm,beginning with the September meeting. The 1999- 2000 meeting schedule is as follows: September 22, 1999 October 27, 1999 December 8, 1999 January 26, 2000 February 23, 2000 March 22, 2000 April 26, 2000 May 24, 2000 June 28, 2000 1 MSUC (Hartman/Deason) to meet on the fourth Wednesday of each month, change the time of the meetings from 3:30 to 4:00 pm, and to consolidate the November/December meeting on December 8. i B. Annual Report to Council The Board reviewed and approved the submission of the Annual Report to Council. C. Election of Officers MSUC (Hartman/Charett) to elect Maryellene Deason as Chair and Constance Clover as Vice Chair of the Library Board of Trustees. Director Palmer discussed the duties of the Chair and reported that Constance Clover had been Library Board Chair for the past three years. D. Youth Services Materials Grant Director Palmer reported that this was a new grant with a very short turn-around time between application and award. This grant will provide $25,000 for the purchase of books and materials for all three Chula Vista Libraries. MSUC (Hartman/Deason) to endorse the Library's application to the California State Library for three grants for young adult materials. i Library Board of Trustees -3- August 11, 1999 E. Reduction of Video Fines f Director Palmer reported that because the cost of videocassettes had decreased, I sometimes to less than the cost of a book, fines for these materials should also be reduced to bring the fee into closer alignment with book fines. MSUC (Deason/Hartman) that the Library Board supports this reduction in Video Fines. F. EastLake Library Agreement I Revisions to the joint-use contract were mainly in the areas of equipment. The premise that the School District would provide the Library rent-free space with some custodial services and the Library would provide the School District with an automated circulation system, cataloging services and access to the Chula Vista i Public Library's holdings remains unchanged. The offices currently being used by the City Librarian and School Librarians are technically classrooms,which the Library does not have access. Staff has negotiated revisions to the contract so staff will have a private office in the library building. MSUC (Hartman/Deason) to support the EastLake Library Agreement. Director Palmer reported that the EastLake Library has recently established a Friends group. EastLake Development Company has donated $2,000 toward this end and the Friend's Umbrella Board will also contribute to this group. G. Naming the Civic Center Local History Room i Principal Librarian,Nora McMartin, reported that the Library is recommending the Civic Center Library's Local History Room be named in honor of John Rojas. Mr. Rojas founded the Chula Vista Historical Society in 1981 and has dedicated his life to researching, collecting and preserving the history of our community. MSUC (Charett,/Deason) The Library Board supports naming the Civic Center Local History room in honor of John Rojas. Director Palmer reported that this issue will be forwarded to the City Council. H. Families for Literacy Grant MSUC (Hartman/Deason) that the Library Board ratify the application for and allocation of Families for Literacy Grant funds. I a { 3 Library Board of Trustees -4- August 11, 1999 IV. LIBRARY DIRECTOR'S REPORT s A. American Public Library Rating Index j At their meeting of April 28, 1999 Trustees received an article from the March issue of American Libraries listing the Chula Vista Public Library in the top 15% of libraries serving populations over 100,000. Supporting data and the criteria used to establish this ranking was included in their packets for this month. B. Legislative Update The Public Library Fund augmentation was approved,which will provide in excess of$90,000 to the Chula Vista Public Library. Staff will ask Council to apply these funds to the Library's book budget. Senate Bill-3, the Library Bond issue, is still viable and would provide funds for building libraries. Chula Vista would use these funds to build the Rancho Del Rey Library. C. Donor Plaque Dedication t: The dedication of the donor plaque at the South Chula Vista was attended by. approximately 80 people. Bobs on the Bay, one of the donors, catered the event. D. Summer Reading Program The Summer Reading Program ended last week with a Renaissance Faire in Friendship Park. Approximately 400 children attended this event. A party was held at the South Chula Vista Library for the 40 young adults completing the program. E. Annual Circulation Statistics The annual circulation report for 1998-99 showed a 9% decrease in library circulation. That trend has continued into the July 99 statistics. Staff is analyzing this figure to determine the cause. The decrease could be attributed to the changing way libraries are used, the sad state of the collection at the Civic Center Library, and the law that eliminated the teaching of Spanish in elementary schools. Other libraries in the region have experienced a similar decrease. Staff estimated that circulation at the Civic Center Library would decrease approximately 35% with the opening of the South Chula Vista Library. Circulation at the South Chula Vista Library has not increased, however, to reflect users moving to this branch. Staff expects circulation to decrease further when the new on-line system becomes operational, as users will be able to obtain the information they need without leaving their home. Library Board of Trustees -5- August 11, 1999 F. Administrative Team Building The City has been conducting a role clarification process for department heads with the help of an outside consultant. The Library has taken this process into the department level and will conduct role clarification and team building with Library, Recreation and Educational Services Managers at an Administrative Retreat on August 31. G. Materials Availability Survey, October 1-14, 1.999 . Director Palmer reported that the annual Staff Development Day has.been scheduled on Tuesday, December 14. For the first time, the Recreation and Educational Services staff will be included with the Library. All Recreational and Library facilities will be closed to the public on that day. Director Palmer reported that staff has been working for the past year on i developing a new Internet Access Policy. This policy deals specifically with how internet access is provided to minors. This policy has been docketed on the agenda for the September 22°d meeting. Trustees were urged to read the policy closely and be ready to discuss it at the meeting. V. COMMUNICATIONS A. Friends Nancy Lemke reported that a consultant has been hired to coordinate a new membership drive. Mary Boyd is working on this project. The Friends have developed a policy to invite members of the Friends organization to pre-book sales. She also reported that the Friends have a piano to sell. David acknowledged the work John McLauren has done on the Friends' newsletter. B. Public Comments Mr. Valdovinos reported that John Rojas had published a book on trees in Chula Vista. C. Written Comments -None D. Board Comments Chair Deason-was eager to accept her new responsibilities on the Board. Vice Chair Clover—reported that she has enjoyed her time on the Board as Chair. VI . ADJOURNMENT - The next Library Board of Trustees adjourned at 4:57 pm to the next scheduled meeting on September 22, 1999.. I �