Loading...
HomeMy WebLinkAbout1993-09-22 BOLT MINS . - ~ - e City clerk (9 cOpies) MINUTES LIBRARY BOARD OF TRUSTEES SEPTEMBER 22, 1993 LIBRARY CONFERENCE ROOM 3:30 PM BOARD MEMBERS PRESENT: Chair Viesca, Vice Chair Donovan, Trustees Alexander, Wilson MSC (Alexander/Donovan) to excuse Trustee Williams due to jury duty. (Approved 4-0-1 with Trustee Williams absent) CITY STAFF PRESENT: Library Director Palmer OTHERS PRESENT: Robert Coye I. APPROVAL OF MINUTES - Meeting of July 28, 1993 Trustee Alexander asked that the minutes be changed to indicate Jose Viesca as Board Chairman and Peggy Donovan as Vice Chair. MSC (Wilson/Donovan) to approve the minutes as corrected. (4-0-1 with Trustee Williams absent) II. CONTINUED MATTERS A. EastLake Library Director Palmer thanked the Trustees for attending the grand opening of the EastLake Library on August 14th. Many people commented on how much they enjoyed the event. The Friends of the Library made the festivities possible with their donation of $1,000. Business at EastLake is slowly increasing with circulation between 50 to 150 per day; the vast majority of circulation occurs during public hours. EastLake Librarian, Nora McMartin, reported that many people from EastLake Greens particularly are using the facility. Trustee Alexander suggested that flyers promoting the EastLake library be posted in public areas because many EastLake residents are renters. Mr. Palmer said that would be done and reported that staff has also placed flyers on cars in the high school parking lot to advertise the library. Chairman viesca asked about the staffing at EastLake and if it would be reduced due to low usage. Director Palmer answered that 5 people (3 FTE) work at EastLake. This level of staffing allows some flexibility in LIBRARY BOARD OF TRUSTEES - 2 - SEPTEMBER 22, 1993 covering absences at other branch libraries, which in the past was absorbed by staff from the civic Center Library. If the workload does not increase at EastLake some staff may be transferred to South Chula vista. B. South Chula vista Library Mr. Palmer reported that bids for the South Chula vista Library have been received and are approximately 10% over budget. This was unexpected as the architect's San Diego office has never had a project come in over the engineer's estimate and the project management team is well-known for its efforts toward budget control. The project had been cost estimated on three occasions by two separate firms before being put out to bid and each time came in under budget. The project architect, LPA, Inc., and project manager, Starboard Development, are currently reviewing the bids in detail and will meet Thursday afternoon to determine a course of action. Mr. Palmer feels that the State Library would be willing to negotiate the October 29th deadline to award a construction contract in order to have the project come in on budget. The city Manager has been informed. Director Palmer promised to keep the Trustees informed of any developments. Director Palmer brought the furniture spec book for Trustees review. He reiterated that every attempt had been made to select materials that discourage damage and graffiti and provide long-term use. III. NEW BUSINESS A. Vision Director Palmer reported that as part of the recent library management retreat, he had presented his vision of library service in Chula vista. He asked the Board's indulgence in making a similar presentation to the Trustees. Director Palmer began by saying how much he believed in this year's ALA theme; "Libraries Change Lives". During the opening general session of this summer's annual conference several people related how libraries affected their lives in a very real and positive way. Afterwards he reflected how the Chula vista Library can - ~ - e LIBRARY BOARD OF TRUSTEES - 3 - SEPTEMBER 22, 1993 also point to its considerable impact on peoples lives. For example; the ongoing story hours at all branches for preschool children; resource materials to assist small businesses; career information for laid off workers; literacy tutoring for those who cannot read; a local history museum to celebrate our heritage; the development of an American's with Disability model service program; and grants to acquire additional books and AV materials for Spanish speaking immigrants. However, even though we can point with pride to these successes, it is time to realize that they have often come in a piece-meal manner. We really do not have a system-wide plan of public service, a system-wide staffing plan, nor a system-wide collection development plan. What we do have, thankfully, is a Library Master Plan. Although it is already six-years old and in need of updating, it still provides us with direction in terms of physical development. Under the direction of the master plan, the Library is proceeding with the concept of large area libraries. South Chula Vista is in the pre-construction stage and EastLake is on board and eventually Rancho del Rey and possibly the Otay Ranch will be brought on line. But again, the construction of large area libraries does not negate the need for additional system-wide service plans and these plans should be developed by an organization that is participatory management oriented . built around the concept of team work at every level. From this team should come service plans that continue to meet the needs of our patrons directly and quickly, plans which are responsive to community needs, and plans which meet the technological challenges of the future. Unfortunately, the development of these plans and the physical plants must be accomplished in an atmosphere of decreasing revenues and a continued poor economy. We need to continue to look for innovative approaches to funding our libraries. And although libraries should not need to meet a bottom-line cost benefit analysis in the classic sense of the phrase, they should be run in a business-like manner. Therefore, the library will reorganize itself during the coming 12 months for maximum efficiencies and that LIBRARY BOARD OF TRUSTEES - 4 - SEPTEMBER 22, 1993 will probably include eliminating some jobs (the Assistant Director?). It is also probable that we will need to look at using more volunteers in different ways (running Woodlawn?). And we will need to find additional sources of revenues besides our aggressive grants program (a foundation?). In summary, Chula vista Public Library should: 1. continue to develop large area-sized libraries located per the master plan; 2. Develop a plan of service that incorporates meaningful input from both the public and staff and provides a focus for services to the community; 3. Ensure that the plan of service is economically viable; and 4. Meet and work with changing technology. Mr. Palmer concluded that he became a librarian because he loves libraries and the concept of a free library. He believes that we can continue to change people's lives. Chairman Viesca termed this speech the State of the Library address and suggested Director Palmer attend Chamber of Commerce meetings to develop contacts. Director Palmer replied that as soon as South Chula vista goes into construction he will start to actively solicit speaking engagements. B. Upper Management Retreat and Library Management Structure Mr. Palmer reported that upper management staff participated in a seven-hour meeting facilitated by Janet Lange on September 14th. The objective of the retreat was to develop a new management plan to incorporate South Chula Vista, equalize the workload among managerial staff to allow them to accomplish their tasks, and to accomplish this with no increase in staff or additional costs. By the end of the day a plan of action had been developed. During the next few days this plan was fine tuned and several changes had been made. The revised plan has been reviewed by the Personnel Director and Deputy City Manager, both of whom have provide helpful comments and support. Director Palmer intends to take the new organizational plan to the remainder of the staff at the next general staff meeting. The new organization must be solidified - ~ - e LIBRARY BOARD OF TRUSTEES - 5 - SEPTEMBER 22, 1993 quickly so that it can be written into the FY 1994-95 budget and that process will begin within the next 30 days. Currently the proposed organization plan consists of each major facility (Civic Center Library and South Chula Vista Library) being headed by a Principal Librarian. EastLake, because it is smaller, would be headed by a Senior Librarian. A new department, Support Services, would be headed by the current Automation Manager, or a Principal Librarian, and would incorporate Technical Services and the computer system. Unique to the current organization would be the addition of two coordinator positions for adult and children's services. These positions would provide advisory services, perform materials selection, develop adult and juvenile programming, and provide training system-wide. These positions would be filled by existing Senior Librarians. Supervising librarians would work at each major facility, with an undetermined number of Librarian II's and I's. Whether the Assistant Library Director position is filled is undetermined at this time. If the position is not filled, a Principal Management Assistant would be substituted. Since this is still in the preliminary developmental stage, Director Palmer promised to keep the Trustees apprised as to the progress as changes are made. He also asked the trustees to reflect on the proposed changes and get back to him with any comments or concerns based upon their own managerial experiences. He will also bring issues such as role setting and the development of a new mission statement before the Trustees at a later date. Chairman viesca asked for a current organization chart with employee names and tasks. C. Report to California State Library This item was in the Trustee packet. LIBRARY BOARD OF TRUSTEES - 6 - SEPTEMBER 22, 1993 D. MURL Grant E. Spanish Immigrant Grant Director Palmer asked the Trustees to support the Library's MURL and Spanish Immigrant grant applications. The MURL grant, in excess of $11,000, would be used to continue the business collection on microfilm and buy other materials to support career development. The $5,000 Spanish Immigrant grant, if awarded, will be used to improve service to the immigrant Spanish-speaking population at the Castle Park Library. MSC The Library Board supports the Library's application for the MURL Grant as well as the Spanish Immigrant Grant for continuing the business collection and career development under MURL and for materials to assist Spanish immigrants. (Donovan/Wilson 4-0-1, Williams absent) IV. LIBRARY DIRECTOR'S REPORT A. Parking Lot Resurfacing Resurfacing the parking lot has been completed with few public complaints. B. ADA Grant The state awarded this grant to Chula vista to develop a model for service to the disabled and Library staff is in the process of final implementation. The equipment has arrived and will be located where the computer terminal for the handicapped is currently. These new tools will be available to the public once a table upon which the equipment will be placed arrives. Some of the special equipment the center will contain are a voice-synthesizer system, a large screen magnification system, an OPAC with a large screen and voice output. The Library is also buying a closed caption capable TV and VCR to preview videos, a system to help the hearing-impaired in the auditorium and a TOO. Mr. Alexander suggested using closed-caption videos to aid in literacy training. . - ~ - e LIBRARY BOARD OF TRUSTEES - 7 - SEPTEMBER 22, 1993 C. Title VI Grant Director Palmer reported that the Literacy Team had been awarded Title VI funds. D. Arturo Barrios Donation The Library has received a check for $7,000 for last year's Arturo Barrios race. Of this, two thousand dollars will be spent on the Museum and five thousand for materials for the EastLake Library. Next year the library is expected to receive approximately $10,000 in race proceeds. If awarded, those funds will be used to purchase materials for the Castle Park Library which will then be moved to South Chula Vista when that library opens. Director Palmer took this opportunity to suggest that the Trustees write personal letters to Governor Wilson asking him to sign Senate Bill 566. This bill, recently passed by the Legislature, would permit a local governmental agency to establish an assessment district for library services. Although the Chula vista Public Library has not been badly hurt by the latest round of budget cuts, it is feeling the effects of cuts on other libraries. Benefit Assessment Districts would provide libraries in the state with one more potential funding source. V. COMMUNICATIONS A. Friends None B. Public Comments Mr. Coye suggested putting in a Senior Services Coordinator position, in addition to the Children's and Adult Coordinator positions. C. Written Comments None D. Board Comments Trustee Alexander - It's always darkest before the dawn. Trustee Wilson - reported that due to family and job demands she would be submitting her resignation from the Library Board at the end of the calendar year. LIBRARY BOARD OF TRUSTEES - 8 - SEPTEMBER 22, 1993 vice Chair Donovan - congratulated Trustee Alexander on his recent marriage. She also asked if Starboard Development had gone into Chapter 11. Mr. Palmer reported Starboard had not at this time filed for Chapter 11, but that Ian Gill, contract supervisor, had left Starboard and set ~p his own company which subsequently subcontracted with Starboard to provide Chula vista with the same service as a contract employee. The Library did add Mr. Gill's new company as an approved subcontractor to our contract with Starboard. Chairman Viesca - Congratulated Trustee Alexander. He sees the library going into a different realm of service with EastLake and South Chula vista. VI. ADJOURNMENT - The meeting adjourned at 5:27. The next Library Board of Trustees meeting will be held on October 27, 1993.