HomeMy WebLinkAboutcc min 1981/10/22 MINUTES OF AN ADJOURNED REGULAR MEETING OF THE
CITY COUNCIL OF CHULA VISTA, CALIFORNIA
Thursday, October 22, 1981 - 4 P.M. Council Conference Room, City Hall
ROLL CALL
Councilmen present: Mayor Hyde, Councilmen Gillow, Scott
Councilwoman McCandliss arrived at 4:07 P.M.
Councilman Cox arrived at 4:55 P.M.
Staff present: City Manager Cole, City Attorney Lindberg, Assistant
City Manager Asmus, Development Services Administrator Robens
1. MANAGEMENT REVIEW OF THE LIBRARY
In his opening remarks, City Manager Cole commented on some of the features in the
study which he stated would be explained in detail by the Director of Policy
Analysis and Program Evaluation, Jim Thomson, and the Senior Administrative Analyst,
Marilyn Leuck, who made the actual study.
Mr. Thomson referred to his written report noting the following eleven items for
Council consideration:
(1) Accept the attached report for review.
{2) Reserve latitude to the recently appointed City Librarian to provide
alternative approaches to the administrative recommendations (as listed
in the Executive Summary) at a later time which, when reviewed by the
City Manager, would be in the best interest of the organization.
(3) Maintain the present 57 hours of operation per week.
(4) Do not resume Sunday hours of operation.
Authorize staff to begin investigation of the best vendor and/or
hardware approach to automate several labor-intensive activities.
(6) Authorize staff to pursue the following issues:
- The cost effectiveness of the State's Direct Loan Program
-The cost effectiveness of participation in the Serra
Cooperative Library System
- The determination of which library services can be charged
for and not be in violation of the Serra System's "equal
access" clause or the State's "free, public library"
designation
- A re-evaluation of increasing current fees and fines
(7) Authorize staff to develop a Master Plan for Library services and
facilities. (This will be a long-term effort requiring considerable
time whose priority should folloW the more immediate organizational
and management concerns.)
(8) Adopt a "Sound" level of service as a policy goal.
(9)If a "Sound" level of service is not i~mmediately implementable,
then maintain service at the present "Breakeven" level.
(10) Open the darkroom facilities for 12 months at 20 hours per week
and staff with existing personnel and/or volUnteers.
(ll) Release the expenditure freeze on the Audio Visual Supplies
budget (account 100-1640-5332).
Marilyn Leuck explained briefly the procedur~and methodology she used in the 5.7
staff months it took to complete this management review. Using flip charts, she
discussed the organization and management noting the areas of concern, the span of
control, responsibility and authority - present and revised.
City Council Meeting -2- October 22, 1981
Under the segment of "Personnel", Mrs. Leuck explained the staffing levels and
utilization noting in particular the use of Seasonal Assistants, CE[A, and the
professional staff's role in the structure. No additional professional class personnel
are being recommended at this time; however, training, cross-training, policy and
procedures are recommended in order to develop and utilize employees to their proper
levels.
In discussing "Policy Areas", Mrs. Leuck explained the difference between the Serra
System and the State Direct Loan Program. Under the Direct Loan Program, one-third
of the total circulation (785,000) are direct loans - people from other libraries
under the Serra System are coming into Chula Vista's Library and checking out books.
Since 1978, the library has been paid 48~ for the net volume. Mrs. Leuck questioned
the adequacy of the 48~ payment maintaining that the overall cost of checking out
a book is more than that; this will be watched closely over the next several years.
She maintained that in charging for any services, there are problems involved due
to the nebulous wording of the State law and its tie-in to the system: the "equal
access of services."
Director Thomson noted this was one area in which there is a lot of controversy among
inter-library circles.
Furthering her presentation, Mrs. Leuck noted automation of services, programming
of special events in the library, the materials selection policy, service level
alternatives and the subject of fees and fines.
City Attorney Lindberg stated that although Chula Vista has not had any litigation
in this area, there have been questions raised as to the materials (or lack of)
placed in the library, so there is the potential of liability which should be
written into the policy.
As to the collection of fines, City Librarian Rosemary Lane commented that in her
previous employment (New Mexico) for the past nine years, they did not collect any
fines on books finding it was not cost-effective.
Under "Future Considerations", Mrs. Leuck stressed the need for a master plan, taking
into account an assessment of the community needs and expecta%ions. Questions which
should be asked are the use of the library by school children; type of library -
is it going to be a South Bay regional center, a cultural center, or a general purpose
library.
In the FY 1981/82 budget ($1,115,910), salaries comprised 61% or $681,920 and 15%
for materials - $170,300.
Other subjects covered in the overall presentation was the importance of maintaining
the visual-aid section, comparative review of the library with that of other cities
in the County, the cost of operation and services.
City Librarian Lane remarked that in talking to the general public, the people in
Chula Vista are very proud of their library facility; the staff ~s doing a good job
in providing an abundance of services; the report presented today is theoretically
sound; however, she needs more time and experience before she can say how this will
apply.
In answer to Councilman Gillow's question, Miss Lane said she agrees with the ll
recommendations in the report. As to the recommendation of opening the darkroom
facilities for 12 months at 20 hours a week staffing it with existing personnel
and/or volunteers,.Miss Lane noted the opposition of the Library Board, but expressed
her concurrence with continuing this operation for a period of one year.
Chairman of the Library Board, Bruce Murray, indicated that there were several
areas of concern in the report that the Board will be monitoring in the future; they
will report back on these.
Council discussion followed regarding the various aspects of the report, the services
for the physically handicapped, cost-effective programs, the automated system, and
the City Librarian's recommendation to keep the Chula Vista local history room.
City Council Meeting -3- October 22, 1981
MS (Hyde/Scott) to accept the report which means the eleven recommendations taking
note of the fact that there is a difference of opinion on item #10 - the darkroom
facility - the motion bears in mind the comment of the Librarian that, at this point,
she would like to have the opportunity of keeping the darkroom open for one year,
take records on it, see whether or not it is cost-effective, and if it is not,
"shoot it down" at that time.
Discussion on the motion: Councilman Scott expressed his misgivings on the darkroom
facility adding that the "break-even" level should be adhered to.
AMENDMENT TO MOTION
MS (Scott/Cox) to drop #10 - opening the darkroom facility for 12 months. The
motion failed by the following vote, to wit:
AYES: Scott, Cox
NOES: McCandliss, Hyde, Gillow
ABSENT: None
THE MAIN MOTION
To accept the report and the recommendations - carried unanimous)y.
The members of the Council expressed their appreciation to Mrs. Leuck for "an excellent
report", and commented on the dedication of the PAPE staff.
2. CITY MANAGER,S REPORT
RESCHEDULE OF BOARDS/COMMISSION SECRETARY DUTIES: City Manager Cole submitted a schedule
of Board and Commission meetings and the secretaries assigned to those activities.
3. MAYOR'S REPORT
a. FIESTA DE LA LUNA PARADE: Mayor Hyde reminded Council of the Fiesta Parade on
Saturday, October 24 at 11 A.M.
b. SISTER CITY CEREMONIES: Mayor Hyde noted that there will be a meeting of the Odawara-
Chula Vista Sister City ad hoc Committee this evening at'7 P.M.
4. COUNCIL COMMENTS
a. APPOINTMENT TO CITY COUNCIL: Councilwoman McCandliss questioned the City's policy
for filling vacancies on the Council.
MSUC (McCandliss/Scott) that the City Attorney prepare a statement or opinion on
the procedure for filling a Council vacancy and the time period, at this point.
b. LEAGUE CONFERENCE: Councilman Scott noted a session he attended (San Francisco,
October 17-20) dealing with a process to speed up consideration of subdivision
maps - one city advertised both the Planning Commission and Council hearings at the
same time.
MSUC (Scott/Gillow) that t~e staff look into the possibility of doing that.
c. CHANGE OF NAME FOR COMMITTEE: Mayor Hyde suggested changing the name and the scope
of the Town Centre Project Area Committee. He said he would bring this item up for
discussion at the next Council meeting.
ADJOURNMENT at 5:22 P.M. to the meeting scheduled for Tuesday, October 27, 1981 at 7 PJM.
~// J~nnie M. Ful%sz, CMC, Cit~lerk