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HomeMy WebLinkAbout1999-04-28 BOLT MINS Minutes LIBRARY BOARD OF TRUSTEES April 28, 1999 Library Conference Room 3:30 PM BOARD MEMBERS PRESENT: Chair Clover, Trustees Deason, Hartman, Valdovinos . BOARD MEMBERS ABSENT: Charett CITY STAFF PRESENT: Library Director Palmer, Assistant Library Director Brown, Principal Librarian Bednarski, Principal Management Assistant, Woods OTHERS PRESENT: Nancy Lemke, Ignacio Valdovinos I. APPROVAL OF MINUTES -Meeting of March 24, 1999 The minutes of the March 24, 1999 meeting were approved with the following corrections: Page 2, Section III B. to read, "This issue was presented..." and Page 2, Section IV A to.read, "...the library recently held its annual..." H. CONTINUED MATTERS A. FY 1999-2000 Budget Director Palmer reported that the requested book budget increase will be funded. Those costs will be partially offset by the sale of a proposed library site in EastLake. The Library's organizational structure will changed slightly to place Principal Librarian, McMartin in change of outreach, special projects, cultural arts and public relations. (Trustee Hartman arrived at 3:37 p.m.) The Library Board's request to increase travel funds within their budget has been denied. B. EastLake Library City operation of the EastLake Library will continue until the completion of the Rancho Del Rey Library. Renewal of the EastLake contract will now move forward. Library Board of Trustees - 2 - April 28 , 1999 C. Selection Committee for Library Automation System Staff is in the process of selecting a new automation system. A Selection Committee has been established, consisting of librarians and managers representing each of the major areas of the library. Seven vendors have responded to the Request for Proposal that was issued in March. This vendor list will be narrowed to three for on-site demonstrations. Trustees were asked to provide input during the demonstration phase. Trustees Deason and Hartman volunteered to work on this committee. III. NEW BUSINESS A. Fine Amnesty—Staff proposes a one week amnesty for all fines in July 1999 as part of implementation of a new automated on-line library system Principal Librarian Bednarski,reported that staff is considering an amnesty period of one to two weeks to allow patrons to return overdue materials without fines. This would provide an incentive for patrons to return longi overdue materials and update the database before it is converted to a new automation system. The amnesty period may be held in conjunction with a food drive to gain more publicity. Chair Clover thought it should be tied into some type of publicity. Trustee Harman suggested the amnesty period be advertised in the Chula Vista Quarterly, providing the timeline was compatible. Other suggestions for advertising this amnesty period were the Chamber of Commerce Newsletter and the Library's web page. Trustees discussed the number of materials that could be checked out to a patron and the recovery process now in operation. MSUC (Deason/Hartman) to support the proposed amnesty period in conjunction with the implementation of a new online system. IV. LIBRARY DIRECTOR'S REPORT A. Presentation for the joint City/School Task Force on collaboration between the City and local school districts Trustees received this information in their packets and the subject was briefly discussed at the meeting.. B. Fund Raising Trustees received a letter in their packets that was sent to individuals who had previously made donations to the Library. The letter requested additional financial support. Trustees were invited to make a donation to the Library. The second edition of Collections, the Library's newsletter, will go out shortly, and is primarily a revenue generating medium. -- , j Library Board of Trustees - 3 - Apr i 1 28 , 1999 C. Disaster Preparedness Assistant Director Brown reported that she had attended a workshop on what to do after a disaster. A team of librarians and management staff will attend a similar workshop at the end of May. Once trained, these individuals will devise a plan for the Library. D. Library Ranking Director Palmer discussed an article in the March issue American Libraries that ranked the Chula Vista Library in the top 15% of libraries serving over 100,000. E. Legislative Update Staff has received word that the Public Library Fund fund has passed out of committee in both houses with major augmentations. Last year the Public Library Fund was fully funded by the Legislature only to be reduced by the Governor. Any additional funds will be earmarked for the Library's books budget. F. Other Director Palmer asked Trustees to call him, or his secretary, JoAnn Howard, if they had an item to place on the Trustee's agenda. V. COMMUNICATIONS A. Friends Friends Liaison,Nancy Lemke, reported that the Friends are considering hiring a consultant to help with their membership drive. B. Public Comments None C. Written Comments None D. Board Comments Chair Clover stated that she liked the fund raising brochure. VI. ADJOURNMENT - The meeting adjourned at 4:45 p.m. The next Library Board of Trustees meeting will be held on May 26, 1999.