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HomeMy WebLinkAbout1993-07-28 BOLT MINS . . . MINUTES LIBRARY BOARD OF TRUSTEES JULY 28, 1993 3:30 PM LI.BRARY CONFERENCE ROOM BOARD MEMBERS PRESENT: Chair Alexander, Vice Chair Viesca, Trustees Donovan, Wilson, BOARD MEMBERS ABSENT: Trustee Williams (excused) CITY STAFF PRESENT: Library Director Palmer, Nora McMartin, Sr. Librarian OTHERS PRESENT: Barbara Roche, Public Library; Robert Betty Coye, EastLake Liaison; Jones, Friends I. APPROVAL OF MINUTES - Meeting of June 23, 1993 MSC the minutes of the June 23, 1993 meeting were approved as issued. (Alexander/Donovan 4-0-1 Trustee Williams absent) II. CONTINUED MATTERS A. LIBRARY DIRECTOR POSITION The Trustees congratulated Mr. Palmer on his promotion to Library Director. Mr. Palmer thanked the Trustees for their support and promised the next few years would be dynamic and exciting. B. EASTLAKE LIBRARY Director Palmer introduced Jones, the city and school public and student functions Nora McMartin and Barbara 1 ibrar ians managing joint at the EastLake Library. Mrs. Jones reported that staff at EastLake enthusiastic about the installation of computers learning to use the automated circulation system. EastLake Library staff is also pleased that it will an automated catalog for the first time in a year. is and The have Mrs. McMartin stated that although a joint library is not a new concept, in view of economic times people are more willing to accept the concept of a shared facility as a way to get more from their tax dollar. The same services will be available at EastLake as are available at the civic Center Library. Flyers for the grand opening were distributed and the Trustees were invited to attend. LIBRARY BOARD OF TRUSTEES - 2 - JULY 28, 1993 EastLake public hours will be: 3:30 - 8:00 pm Closed 10:00 am - 4:00 pm Monday through Thursday Friday Saturdays. Director Palmer reported that the EastLake grand opening will be held on August 14th. The Friends of the Library have donated $1,000 towards expenses for this celebration, which will include a short ribbon-cutting ceremony with speeches by Mayor Nader, the Chairman of the Library Board, Vice-Chairman of the School Board, and Curt Stephenson from EastLake Development. In addition to refreshments, a jazz band will perform, the Kent Family puppeteers will present a show for children, and there will be balloons for everyone. Staff is estimating a turnout of approximately 200. Chairman viesca asked about book security at EastLake. Mrs. Jones responded that EastLake has a "Knogo" system, compatible with the one at the civic Center Library. C. SOUTH CHULA VISTA LIBRARY Director Palmer reported that the Library had received confirmation that the State Librarian had approved the working drawings for the South Chula vista Library. The semi-final drawings were delivered yesterday and copies of these drawings were forwarded to Public Works and Parks and Recreation for their review. The architect, LPA, Inc., will make revisions over the weekend for final review on Monday. The entire bid package will be sent to the State Librarian late next week for final approval. The City's Engineering Department expects to release the plans for bid on August 14th. Printing costs for the bid package are over $3,000 and the packages will be sold to contractors for $50. Bid sets will also be available at the county bid library. There will be a bidders conference at the end of August with bids being opened on September 22nd, and an award made by mid-October. The Project Manager anticipates some difficulty in meeting the MBE (Minority Business Enterprise) and WBE, (Women's Business Enterprise) goals set by the City of Chula vista. Under these standards 15% of the bids must be from firms owned by minorities and 1% from firms owned by women. The Community Development Department will analyzes the bids to determine if the contractor has met the goals or made a good faith effort to meet them. . . . LIBRARY BOARD OF TRUSTEES - 3 - JULY 28, 1993 Staff is also developing a list of deductibles, items to leave out, in order to bring the cost down if the contract comes in over bid. Director Palmer promised to send the Trustees a list of these deductibles as soon as they have been developed. Chair viesca asked how the general contractor would be selected. Mr. Palmer replied that the job will be awarded to the lowest bidder. Trustees then discussed the ground breaking ceremony for the South Chula vista Library. A mexican fiesta theme was suggested. D. LIBRARY BUDGET Director Palmer reported that the Library's final budget included a cut of $25,820, or 0.83%. The cuts will come primarily from the civic Center Library's book accounts. Director Palmer reported that San Diego area libraries have not suffered as much as originally anticipated. The Library will begin its FY 1994-95 budget process in August by looking at mUlti-facility organization, and structure, workflow and the best use of resources to optimize efficiency. III. NEW BUSINESS A. SCHEDULE OF LIBRARY BOARD MEETINGS It was the Board's consensus that there would be no meeting in August. The Trustees will continue to meet on the fourth Wednesday of the month at 3: 30 pm. The November and December meetings will be combined on December 8th. B. SUMMARY OF ACTIVITIES MSUC that the summary of activities be approved as written (Donovan/Wilson 4-0-1, Williams absent) LIBRARY BOARD OF TRUSTEES - 4 - JULY 28, 1993 IV. LIBRARY DIRECTOR'S REPORT A. ALA REPORT Director Palmer thanked the Trustees for providing him the means to attend ALA in New Orleans. The conference was excellent, with many programs dealing with the role of public libraries in the technological age. B. FINES AND FEES SURVEY A survey of Serra libraries fines and fees was distributed in the Trustees packets. Director Palmer reported that San Diego County Library was in the process of revising its fines and fees. Director Palmer reported that the City and County of San Diego are considering merging their libraries. A report regarding this merger is expected to be available in 60 days. Director Palmer reported that the Chula Vista Public Library will begin assessing a $5 processing fee for lost materials. C. FY 1992-93 CIRCULATION Library-wide circulation for FY 1993-94 is 1,256,073, a 5.4% increase over the previous year. Circulation for July has exceeded that of last July and will be at least 120,000 for the month. D. LIBRARY HVAC On August 2, 1993 the City Council will be asked to waive competitive bidding for the retro-fit of the Library's HVAC system. This will authorize the Purchasing Agent to negotiate a price for this work and is estimated to save $25,000 in generator rental fees. A rental generator will be installed late this week as a temporary solution. Mr. Palmer praised the Public Works Department staff working on this project. E. FAMILIES FOR LITERACY GRANT The Literacy Team has been awarded a $23,000 Families for Literacy Grant to provide literacy services to families with young children. , . . . LIBRARY BOARD OF TRUSTEES - 5 - JULY 28, 1993 F. MURL GRANT The Library has been informed that it is eligible for $11,615 in MURL grant funds for the fiscal year. If awarded, the funds will be used to continue the Business Collection on microfilm. V. COMMUNICATIONS A. FRIENDS Betty Roche reported that the Friends approved an expenditure of $600 to maintain indoor plants in the Civic Center Library. Extensive use of indoor plants will not be a feature of the South Chula Vista Library as a cost savings measure. The Book stop earned $2,800 during the month of June. B. PUBLIC COMMENTS Mr. Coye suggested that the EastLake Library flyers could be modified into a general flyer for EastLake. He also requested that the EastLake High School parking lot have adequate signage to direct first time users to the library. C. WRITTEN COMMENTS None D. BOARD COMMENTS Trustee Alexander commented on the wonderful newspaper articles in his packet. Director Palmer commended Jeri Gulbransen, the City's Public Information Coordinator, for her help in getting Library programs such as the Summer Reading Club, publicized. Trustee Wilson congratulated Mr. Palmer on his promotion. Vice Chair Donovan stated that she was proud that Mr. Palmer was selected as Director of the Library. Chairman Viesca extended his congratulations to Mr. Palmer. Chairman viesca asked if the Library had a historian. Director Palmer informed him that a volunteer provides this function for the Library. Director Palmer reported that the minority partners of Starboard have left and there have been rumors that LIBRARY BOARD OF TRUSTEES - 6 - JULY 28, 1993 Starboard has filed Chapter 11. Trustees informed. He will keep the VI. ADJOURNMENT The meeting adjourned at 4:58 pm. The next meeting of the Library Board of Trustees will be held on September 22, 1993 at 3:30 pm in Library Conference Room One.