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HomeMy WebLinkAboutLibrary Board of Trustees Min 1989/05/24 . . . . City Clerk (9 COpies) Minutes LIBRARY BOARD OF TRUSTEES MAY 24, 1989 LIBRARY CONFERENCE ROOM 3:12 PM BOARD MEMBERS PRESENT: Trustees Miller, Romero, (arrived at 3:25 pm) Williams BOARD MEMBERS ABSENT: Chairman McBreen, Vice Chair Lindsay (both excused) CITY STAFF PRESENT: Library Director Lane, Assistant Director Palmer, Deputy City Thomson, Sr. Administrative Stokes, Library Automation Barrow Library Manager Analyst Manager I. APPROVAL OF MINUTES - Meeting of April 26, 1989 This item was deferred until the June 28th meeting. II. CONTINUED MATTERS A. Library Board Sub-Committee statement on the Orange and Hermosa site At a May 5, 1989 Library Board Sub-Committee meeting the following statement was drafted and presented in writing for action at the next Trustees meeting. The motion was: "The Chula Vista Public Library Board of Trustees supports a Library building of 35,000 to 40,000 square feet with multi-purpose meeting rooms; a building with high visibility from Orange and Hermosa; ample parking adjacent to the library; the plaza concept; a passive park like atmosphere immediately around the library; the concept of recreational and cultural facilities to meet community needs in an integrated plan; and an outdoor amphitheater." B. MSUC (Romero/Williams 3-0) carried as written. Legislative Day Report - Robert Romero Trustee Romero reported he was able to meet with Assemblyman Steve Peace when attending Legislative Day on May 10, 1989. Chairman McBreen met with Senator Deddeh's staff. Mr. Romero felt the trip was worthwhile and asked that a copy of the keynote speech written by K. Jacqueline Speier, and presented by her administrative assistant, be sent to Board members. . LIBRARY BOARD OF TRUSTEES - 2 - MAY 24, 1989 III. NEW BUSINESS - Potential library site on Bonita Road next to the Chula Vista Municipal Golf Course Director Lane reported that the Council is considering the sale of this City-owned three acre piece of land in the Sweetwater/Bonita planning area which could be used as a library site. The Board was informed that under the California Library Construction and Renovation Board Act of 1988, the value of this property would qualify the City for a 35% local match and enable the Library to apply to the State Library for up to 65% of library construction cost. . Al though not the site Selection Committee's first choice, the property adjacent to the Bonita golf course is a viable site because the surrounding commercial area would draw many library users. The site would also give the library building high visibility with a pleasant backdrop and would be compatible with the neighborhood. The major drawback regarding the site is that although suitable for the planning area which is "the sphere of influence", the site is close to the County portions of Bonita, which are not in the City limits. Trustee Miller reported that she spoke at the City Council meeting of May 23, 1989 regarding the agenda item that dealt with the Bonita Road site. In order to eventually sell the property, the City must follow certain procedures, one of which is to declare it "of no public use." She reminded the Council that the Site Selection Report included this area as a possible library site. Assistant City Manager Asmus stated that Rancho Del Rey was another possible site, and discussion ended with Mayor Cox requesting staff to investigate the Lauderbach Community Center more fully for a potential Montgomery library. MSUC (Romero/Williams 3-0) Council that the property, be reserved as a possible Library. to address a memo to the City Sweetwater/Bonita Planning area site for a Chula Vista Public IV. LIBRARY DIRECTOR'S REPORT A. Schedule of budget hearings . A copy of the City's proposed budget calendar was distributed to the Board. The Library Director encouraged Board members to continue their practice of attending the budget meetings. The Board was also . LIBRARY BOARD OF TRUSTEES - 3 - MAY 24, 1989 informed that the city CIP projects will be discussed on June 7th. B. Capital improvement budget item - Automated Library System A background paper was sent to Board members which explained that the Library has received word from OCLC, the Library I s circulation system provider, that the company is reducing maintenance on LS/2 and have discontinued marketing their upgrade system LS/2000 to new customers. without adequate maintenance, the Library will find it difficult to keep the system operational for another year. Several years ago, CIP funds were budgeted for the development of an automated catalog. The Library will now submit a CIP proposal for a combined on-line circulation system and an automated catalog. This will be presented to the Council at the CIP budget session on June 7th. . Deborah Barrow, Library Automation Manager, answered Board questions and explained there are five potential firms that might be willing to provide a system to a library of our size. If approved in the CIP budget, requests for proposals will be sent to these firms and the information received will be evaluated in the ci ty I S formal RFP process. Board members requested that they be informed of the features being requested for the new system. Trustee Miller felt that it is ironic that the second busiest library in California does not have an automated catalog. C. Library parking update Hal Rosenberg, City Traffic Engineer, is preparing an information item for the City Council on the effectiveness of the measures taken in January (new spaces and two hour parking limit) in the Library lots to alleviate the parking problem. Director Lane reported that these measures have lessened the parking problems. . A survey taken during the past three months showed only one occasion where there were no parking spaces available. Chief Winters has been asked to check if the Parking Control Officers are monitoring the lot as regularly now as in January. . LIBRARY BOARD OF TRUSTEES - 4 - MAY 24, 1989 The next parking lot improvement was to have been to restripe and re-landscape the present diagonal parking spaces in the east lot. Restriping the lot would add 19 more spaces. Trustee Romero suggested that this measure be reserved until parking again becomes a problem and that staff re-evaluate it in six months. Board members agreed that the measures taken have been effective at this point and when and if it again becomes a problem, the situation should be re- evaluated. It was the Board I s opinion that the east lot did not have to be restriped immediately. V. COMMUNICATIONS A. Friends Betty Roche reported that the Friends Bookstore is doing very well. Ernestine Deese and Bess Grote manage the store with a staff of 16-17 volunteers. Workers are learning to organize the books so that certain items can be found more easily. Money from the bookstore is funding many cultural programs. The most popular one this spring was a blue grass concert that drew 192 people, resulting in a full auditorium and a full parking lot. This night was the only night the lot has been full since January. . B. Public Comments None C. Written Comments None D. Board Comments Mr. Romero would like to participate in the Board policy workshop but will be out of the country on the meeting date, so he distributed the attached statement. Mrs. Miller would like to formally thank David Palmer for his work on the parking lot survey. The Board needs to consider 1989 CALTAC Award nominations. They are due August 16. Board elections will be held at the July meeting. VI. ADJOURNMENT - The meeting was adjourned at 4:29 p.m. to the next Library Board of Trustees meeting which is scheduled for June 28, 1989. . . . . . " Dear Boardmembers. After receiving the proposed "Chula Vista Library Board of Trustees Policy Statement", I have come to the conclusion that I cannot support such action. In 1986, the City of Chula Vista established a series of policies for Boards and Commissions when it published "The Boards, Conunissions, Conunittees Handbook." As the introduction on page one states: "This handbook for board, conunission and conunittee members prepared to provide a statement of the policies and guidelines the role and operation of city boards, conunissions and and their respective responsibilities." has been governing committees Section IV of the handbook, beginning on page 22, clearly outlines the role of board members, scope of their responsibility, the need to keep lines of conununications open, the relationship to City Council and City Staff and the need to establish a good working relationship with other board members. These points are more thoroughly and holistically addressed in the handbook than in the proposed Library Board policy. In fact, in light of the handbook, I believe that the proposed policy is redundant and unnecessary. I hope this letter clearly outlines my feelings about the need for all of us to work under the policies and guidelines already established by the City snd enumerated in "The Boards, Commissions, Committees Handbook" I am enclosing copies of these guidelines and policies and request that we consider it in its entirety and not try to re-invent the wheel by drafting a new policy. Sincerely, L9~~ Robert B. Romero Trustee ..