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HomeMy WebLinkAbout1991-08-07 BOLT MINS . . . , City Clerk (9 copies) MINUTES LIBRARY BOARD OF TRUSTEES AUGUST 7, 1991 LIBRARY CONFERENCE ROOM 3:30 PM BOARD MEMBERS PRESENT: Chair Williams, Trustees Donovan, Viesca, Wilson BOARD MEMBERS ABSENT: Vice Chair Alexander, excused CITY STAFF PRESENT: Library Director Lane, Assistant Director Palmer, Councilmember Deputy city Manager, Thomson Library Moore, OTHERS PRESENT: Betty Roche, Robert Coye I. APPROVAL OF MINUTES - Meeting of June 26, 1991 MSUC (DonovanjViesca) that the minutes of the June 26, 1991 meeting be approved as mailed. II. COMMUNICATIONS A. Friends Betty Roche, Friends Liaison, reported that the Friends are busy preparing for the Library Centennial on August 18th. She reported that members of the Refreshment Committee are making cookies from recipes of the era. Another committee is putting together a list of books that were popular at the time of the original opening. The book store earned $1,413 during the month of July. B. Public Comments - None Chairman Williams welcomed Councilmember Moore to the meeting. III. CONTINUED MATTERS A. Library Budget This item was covered in the Library Director's letter to the Board. The State of California has finalized its budget. The City of Chula Vista has lost tax revenue, but received some expenditure relief on a one-time basis in relation to PERS changes. How the deficit of about $700,000 will be reflected in individual departmental budgets has not yet been determined. LIBRARY BOARD OF TRUSTEES - 2 - August 7, 1991 Councilmember Moore reported that very little change is expected in the budget. There may be some curtailment of spending at the end of the fiscal year. B. Library Centennial Celebration, August 18, 1991 Director Lane reported that she is pleased with the first draft of the history of the Library, brochure the Friends are having prepared for distribution during the Centennial celebration. A major feature of the program will be an actress in costume reciting the speech given by Flora Kimball on the evening of the 1891 event. The newspaper reporting the original event will be on display. A draft proclamation was given to Mayor Nader at a Friends meeting which he attended. It will proclaim August 18th as Chula vista Public Library Day. C. CALTAC recognition awards The Library Library for Palmer will committee. Board will this award. prepare a nominate the Friends of the Assistant Library Director first draft for the awards D. Summer Reading Program Conclusion Director Lane reported that 5,264 children enrolled in the Summer Reading Program and 2,525 children completed by reading ten books (2,329 children completed ten books at the Library at 365 F Street, 78 at Castle Park and 29 at Woodlawn Park.) This is almost one third more than last year. Some explanation for this overwhelming success might have been the free passes to the Zoo for children who reached the ten book level, and half-price adult zoo passes, the professional and attractive brochures printed by the Zoo, or the Childrens Librarian's visits to the schools publicizing this program. The unseasonably cool weather may also have played a part. E. California Library Construction and Renovation Bond Act Grant Update The Library has received the State grant contract and is addressing a clause which prohibits the use of any of the library site for anything other than direct library services for the life of the building. In earlier discussions with the Parks and Recreation Commission, the Library Board's agreed to support a recreation center on the site at some future time. Presently an area (1.25 . LIBRARY BOARD OF TRUSTEES - 3 - August 7, 1991 acres) designated for future parking can be developed as a passive park, much like the one behind the library at 365 F Street. Modifying land use to include active sports in the park or to build a recreation center will not be allowed. To make any modifications in land use for the site, the Library will have to resubmit its grant application subtracting the land to be used for an active park or recreation center from the site. In addition to the $15,000 estimated cost in architectural fees and staff time resubmitting the grant would entail, the grant award would be reduced in proportion to the value of the land used for this activity ($396,000 estimate). In addition, the new grant application will still have to be competitive with other applications submitted to the State. If the revised application is not considered competitive by the State, Chula Vista can go back to its original application. . The Library Director will discuss this issue with the Parks and Recreation commission and the Montgomery Planning Committee at their regular meetings in August. On September 4th at 6:00 pm, there will be a joint meeting of these two groups plus the Library Board of Trustees for the purpose of making a recommendation to the City Council. Time and financial constraints make a rapid resolution to this issue imperative. The State grant contract requires that construction begin by 1993. Prior to this, the State contract must be finalized, an architect hired, final plans drawn and approved by both the City Council, the State, a contractor hired, and building permits obtained. Reapplying for the grant to make modifications in land use would delay this process six to eight months. The longer this process is delayed, the more inflation will reduce the amount of construction and diminish what State funds can purchase. To complete construction the City will have to fund a greater portion of the cost to build the same project. (Trustee Donovan left the meeting at 4:15 pm) . Councilmember Moore suggested that the Library Director determine the State's definition of what constitutes an active park. He also suggested that a time line be presented at the joint meeting to convey a sense of urgency to the Boards, Commissions and Committees. LIBRARY BOARD OF TRUSTEES - 4 - August 7, 1991 IV. NEW BUSINESS A. Fine Free Day on August 18th in conjunction with Library centennial The Friends of the Library have requested that Sunday, August 18th be declared a fine-free day in conjunction with the Library's 100th birthday. MSUC (ViescajWilson) that the Library Board supports the Friends request to make August 18th a fine-free day in conjunction with the Library Centennial. B. Library Fine Fee Schedule Update The City updates its fine and fee schedule on a regular basis and has asked all departments to .review the fines and fees they collect. The Library proposes increases in two fees it currently charges and the institution of a new fee. 1. Increase the overdue charge for children's books from $.05 per day to $.10 per day. 2. Increase non-resident of California Library Card fee from $10 per year'~o $20 per year. This is a per family fee and during FY 1990-91 the Library issued 113 paid cards. Most of the people obtaining these cards live in Baja California. The Library does not charge this fee to active military personnel. 3. Institute a $5.00 processing charge for lost books or audio visual materials. This fee is to replace the overdue book charge on most books that are declared lost. The ALIS II circulation system could calculate this fee, but the new INLEX system does not. MS (ViescajWilson) that the Library Board support increasing the children's overdue fee, the non-resident card fee and the $5 processing charge. Chairman Williams argued that he faces students that are unable to read on a daily basis and could not support any measure that might prevent children from reading. Trustee Viesca withdrew his motion and offered the following: .' . . LIBRARY BOARD OF TRUSTEES - 5 - August 7, 1991 . MSUC (Viesca/Wilson 3-0) that the Library Board table the issue of the children's overdue fee until the full Board can vote on it and support the increase in the non- resident library card and the $5 processing charge. C. Grant Update 1. Family Literacy Grant The City Council has approved the Library's acceptance of this grant 2. Application for Grant to Serve Spanish Speaking Immigrant Populations 1991-92 Library staff is working on this grant application. If awarded, this grant could provide a total of $12,000, $4,000 for each library building, with which to purchase materials for Spanish speaking immigrants to provide assistance in the process of their adaptation to the united States. MSUC (Viesca/Wilson, 3-0) that the Library Board supports the Library's application for this grant to serve Spanish speaking immigrant populations. 3. Major Urban Resource Library Grant This grant is available to any library that serves over 100,000 people. Chula Vista received these funds in FY 1990-91 and will use 1991-92 funds, if awarded, to continue services to the business community. MSUC (Wilson/Viesca, 3-0) that the Library Board of supports the Library's application for MURL funds. 4. Application for Grandparents and Books Programme Development Grants If awarded, this grant can provide $5,000 for each of the three libraries in Chula Vista. This grant requires that funds be used to purchase books to encourage adults to read to children. This grant requires a high percentage of minority population in the library service areas. MSUC (Wilson/Viesca 3-0) that the Library Board of Trustees supports the application for the Grandparents and Books Programme Development Grant LIBRARY BOARD OF TRUSTEES - 6 - August 7, 1991 Chairman Williams commended the Library staff for their work in applying for these grants. D. Boards/Commissions/Committees Workshop September 16, 1991 Library Director Lane urged the Trustees to attend this workshop. Invitations will be sent from the city Clerk's office closer to the date of the workshop. E. Setting dates of Library Board meetings for FY 1991-92 The next Library Board meeting is scheduled for September 18th at 3:30 p.m. At that time the schedule for the remainder of the fiscal year will be finalized. Chairman Williams asked that the Summary of Activities for Fy 1990-91 be tabled until the September meeting. He asked the Trustees to check their minutes from the previous year for items they would like to highlight for Council. He also asked that Councilmember Moore's memo regarding potential special joint efforts of City commissions or Committees to enhance government and young people relationship be placed on the September agenda. V. LIBRARY DIRECTOR'S REPORT A. New shelving for Children's Room Four new ranges of shelving for the Children's Room and a lower range for children's reference books have been received, but due' to an error in the parts delivered, have not been installed. B. Facts in response to letter to the editor This item was discussed in the Library Director's letter to the Trustees. Director Lane invited Library Trustees to attend International Literacy Day on September 8th. Library Trustees reviewed the annual report for the Library's Volunteer Program. During FY 1990-91 volunteers worked a total of 7,627.75 hours. A letter will be written to the Library Volunteer Coordinator thanking her for her efforts. . . . LIBRARY BOARD OF TRUSTEES - 7 - August 7, 1991 VI. COMMUNICATIONS B. Public Comments Mr. Coye suggested having the Palomar bus re-routed past the new South Chula vista Library. councilmember Moore replied that this would be considered. C. written Comments None D. Board Comments Trustee Viesca - Kudos to Rosemary and the Library staff for applying for the grants. He also requested that the record reflect the sense of urgency for work to begin on the South Chula vista Library. wilson - No remarks. williams - Thanked the Director for her letter saying that it helped the Trustees keep up with events in the library. He said that during the fiscal year he would like to move some of the Board meetings to a Friday to facilitate having State Legislators attend the meetings. They are in town on Fridays. Councilmember Moore suggested that a joint meeting might have a greater attraction for these legislators. Perhaps once every three months. If these meetings are set up in advance, the legislators could arrange their schedules. Chairman williams also suggested reinstating the "Adopt A Council Member" program. He thinks it is very important for the Trustees to keep Council aware of events and issues in the Library. VI. ADJOURNMENT - The meeting adjourned at 5:40 pm. The next Library Board of Trustees meeting is scheduled for September 18, 1991.