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HomeMy WebLinkAboutLibrary Board of Trustees Min 1989/06/28 . MINUTES OF A REGULAR MEETING LIBRARY BOARD OF TRUSTEES CITY OF CHULA VISTA, CALIFORNIA JUNE 28, 1989 LIBRARY CONFERENCE ROOM 3:07 PM BOARD MEMBERS PRESENT: Chairman McBreen, Vice Chairman Lindsay, Trustees Miller, Williams BOARD MEMBERS ABSENT: Trustee Romero (excused) CITY STAFF PRESENT: Library Manager, Services, Director Thomson, Jung Lane, Deputy City Head of Children's Chairman McBreen advised that two Trustees indicated they must depart at 5 p.m. He asked all participants to keep their comments brief to complete the agenda items by that time. I. APPROVAL OF MINUTES - Meeting of April 26, 1989 and May 24, 1989 MSUC (Miller/Lindsay) to accept the minutes as presented. . II. CONTINUED MATTERS A. Library Board Policy Statement - Sue Miller Trustee Miller reintroduced her policy statement, which had originally been presented at the April 1989 meeting. It was, she said, a concise statement of material extracted from many sources of information which had been supplied piecemeal to Trustees. Since the April meeting, she had added a second paragraph concerning public trust for consideration. Director Lane stated that she did not support the policy statement, finding it unnecessary and redundant. She felt that the second paragraph was not applicable to an advisory board. The Trustees agreed that the new paragraph was unnecessary and expressed their approval of the statement in its original form. They felt that a great deal of time and effort could have been more productive if such a concise statement of policy had been available from the start of their tenure. . MSUC (Miller/Lindsay) To Board of Trustees Policy the second paragraph. attached) accept the Chula Vista Library Statement with the deletion of (Adopted policy statement LIBRARY BOARD OF TRUSTEES - 2 - JUNE 28, 1989 B. Update on book security and budget request for security system The final council action on the additional items, and wish list items, included approval of the adult book money. Sue Miller reported that she attended the Library budget hearing and was asked by the Mayor to speak. She discussed the Board's position on book security. (Ron Williams arrived at 3:30) Director Lane reported that Council discussed using $15,000 of new book money to upgrade the security system. However, during the final budget meeting on June 20, 1989, Council did not fund this request. Chairman McBreen questioned the book costs used in the report to Council. The Bowker Annual and Publishers Weekly, both considered "bibles" of the industry, give $35.35 as the average hard bound book price. He felt that this figure would more than justify the costs for the additional security recommended by the Trustees. Director Lane said that the Library used the actual cost to Chula vista per circulating book, which is $11. 85. Since the reference collection at $85 per volume is already protected, these were not averaged with the circulating books to obtain the price. The Library receives a 44% discount on new fiction as well as a considerable discount on other books. C. Establishment of Fair Sharing Standards Chairman McBreen distributed a memo to Board members regarding establishment of fair sharing standards and read it for the record (copy attached). In the discussion that followed, the Trustees in turn supported the fair sharing proposals, citing the benefits to the general public and the fact that this system is in place and working well in many comparable libraries. They were under the impression, until recently, that the 25 book limit had been in effect since December, however, Director Lane explained that she had later decided not to implement the program after reviewing it with the City Manager's staff. She apologized for the delay in informing the Board. The Library Director and staff expressed opposition to the fair sharing concept, citing difficulties in implementing the program and possible effects on . LIBRARY BOARD OF TRUSTEES - 3 - JUNE 28, 1989 teachers and parents who wish to take out more than 25 books at a time. The Chairman pointed out that the recommended plan grants the Library freedom to make exceptions for teachers and others, based on their own discretion. It was the Board's consensus that whenever they feel strongly about a recommendation, even through Staff is opposed, it is incumbent upon the Board to make their conscientious recommendations to the City Council, and let the Council make the final decision based on their best judgement after consideration of all factors. MSUC (Lindsay/Miller) The Library Board recommends that the City Council, as a matter of policy, adopt the following fair sharing circulation standards: 1. Establish a fair sharing limit of 25 total items per loan period. 2. Establish a fair share of 5 items in the same category. 3. Announce this policy with explanatory signs and flyers. . Director Lane stated that she would not support this motion. D. Status of new library sites Trustee Miller and Library Director Lane attended a Council meeting involving the library site on Bonita Road in the Sweetwater/Bonita area that was considered in the Library Site Selection Study as a possible branch library site. Use of this site for a library would enable the City to use the value of the land as the City's matching share for State grant funds. Under such a grant the City would be able to obtain a library building with no additional investment. At the meeting Trustee Miller reminded Council that the City should not dispose of this property until it is established where the library in the Sweetwater/Bonita area will be built and what the State guidelines are for applying for these matching funds. Director Lane reported that she has since gotten a Council referral to investigate the use of the Lauderbach Center as a possible library site. She thanked Trustee Miller for her support at the Council meeting. . III. NEW BUSINESS A. Sue Jung, Head of Children's Services, 25th Anniversary LIBRARY BOARD OF TRUSTEES - 4 - JUNE 28, 1989 with the Chula vista Public Library Board members congratulated Ms. Jung for her 25 years of fine service to the Children's Room and expressed disappointment that they were not informed of the anniversary earlier. They would have liked to attend the observances of her fine service to the City. Ms. Jung reported on the activities of the Summer Reading Club. To date 1,600 children have joined, 318 just the previous day. Last year 3,700 children joined. She hopes to institute this program next year at the branches. B. written communication to Council regarding the Library parking lot. The Library Director reported that she wanted the Board to be aware of this communication to Council from Hugh Christensen. She distributed a copy of the City Manager's response to Mr. Christensen's letter. C. Proposed parking lot action Director Lane reported that Councilman Moore expected the restriping of the east library lot to be in the FY 1989-90 CIP budget. She stated at that time the Library and the Board felt there was not a pressing need. Board members expressed concern regarding vertical striping because of the difficulty of getting in and out of the spaces. D. Chula vista 2000, Library sub-Committee Library Director Lane reported the Chula vista 2000 Library sub-committee has had a number of meetings. She stated that Board members Sue Miller and Robert Romero had attended meetings. She reported that she has also attended the Cultural Arts Sub-committee meetings. Jim Thomson, Deputy City Manager, reported that there are six sub-committees. Cultural Arts, Day Care, Economic Development and Jobs, Library, open Space and Environmental Issues, and Parks and Recreation. Item V. A. was heard at this time. A. Friends Betty Roche reported that the Friends have been very successful their first year of running the Book stop. . LIBRARY BOARD OF TRUSTEES - 5 - JUNE 28, 1989 She is sure that they have made more money this year than they would have normally earned with their book sales. The two Book stop Managers, Ernestine Dease and Bess Grote have been spending a great deal of time organizing the books in the storage area to make book selection easier and additional shelving is being ordered for addi tional display space. She thanked Julianne Facknitz, the Library's Volunteer Coordinator, for providing volunteers to run the store. IV. LIBRARY DIRECTOR' S REPORT A. FY 1989-90 approved budget for the Library and Library Board Director Lane reported that the Library budget was finalized on June 20, 1989. She thanked the Board for their support. B. Tentative schedule for opening the two new branches C. Director Lane reported that the Woodlawn Park Branch will open Saturday, July 15, 1989 and the Castle Park Branch would open Monday, July 17, 1989. She asked Board members to mark July 28, 1989 on the calendars for the grand opening of these new branches. Capital improvement project for a new automated library system including book circulation and a public catalog . Director Lane reported that the Library's request for a new automated library system had been approved. She thanked the Board for backing this project. She expects the system to be in place next spring. When it is installed, we will have an on-line public catalog. Audio Visual materials will be integrated into the catalog with other library materials. A separate catalog of AV materials will also be available. V. COMMUNICATIONS A. Friends - Discussed prior to Library Director's Report B. Public Comments - None c. Written Comments - None . D. Board Comments Vice Chairman Lindsay suggested a letter of appreciation LIBRARY BOARD OF TRUSTEES - 6 - JUNE 28, 1989 for Lisa Samu, a volunteer who has been doing a year- long inventory of the Library I s reference collection. Director Lane suggested that the Board work with Julianne Facknitz, the Library I s Volunteer Coordinator and select a volunteer a month to honor. Mrs. Lane suggested Mrs. Facknitz attend the next meeting. The Chairman acknowledged the fine work of all volunteers and staff, and requested that in future, the Board be notified of extraordinary anniversaries, retirements and exceptional services performed by staff and volunteers, so that suitable recognition from the Board of Trustees can be given. MSUC (Miller/Lindsay) appreciation both to 25th anniversary and job she is doing collection. that the Board write a letter of Sue Jung on the occasion of her to Lisa Samu for the exceptional in inventorying the reference Trustee Miller Thanked Director Lane for the informative letters she has been sending to the Board. She reminded the Board that August 18th is the deadline for sending in nominations for CALTAC awards this year. She asked the Board secretary to send copies of last year's nominations to Trustees Romero and Williams. VI. ADJOURNMENT - The meeting was adjourned at 5:03 pm. The next Library Board meeting is scheduled for July 26, 1989 at 3 pm.