LIBRARY BOARD OF TRUSTEES MINUTES OF AUGUST 26, 2013 CIVIC CENTER LIBRARY BOARD ROOM CALL TO ORDER Meeting called to order: Dr. Adrianne Hakes, 2:01 p.m. ROLL CALL In Attendance: Mr. Worlie Cox Ms. Marie English Dr. Adrianne Hakes Ms. Alma Sisco-Smith Ms. Charlene Williamson Ms. Sherri Cosby, Library Director Ms. Cheri Noel, Recording Secretary Mayor Jim Wood, City Council Liaison Ms. Michelle Lawrence, Deputy City Manager Mr. Brad Penner, Library Division Manager Ms. Monica Chapa Domercq, Principal Librarian Ms. Lisa Ferneau-Haynes, Senior Librarian Ms. Brittney Garcia, Visitor Absences Excused: None 1. Approval of Minutes: July 22, 2013 The motion was made to approve the minutes of July 22, 2013. Motion Williamson/Second Sisco-Smith/Approved 5-0. 2. Approval of Invoices: July 22, 2013 through August 26, 2013 The motion was made to approve the invoices as presented. Motion English/Second Williamson/Approved 5-0. 3. Consideration of Financial Report: July 2013 The Financial Report was shared with the Board. The budget is currently 7% expended overall, with the 2% difference being attributed to salary savings from the open recruitments. The Children s Books & Materials show nothing expended to date due to summer reading, Grace Francisco s retirement, and under-staffing, but invoices are now in the process of being paid so this will get caught up. 4. Consideration of Circulation Statistical Report: July 2013 The Circulation Statistical Report was shared with the Board. Corrections were made to page 1 of the Circulation Report as the Young Adult and Children s circulation figures were transposed. The revised report was shared with the Board. Circulation is up in many areas including public computer usage which continues to rise. 1
5. Consideration of Program Statistical Report: July 2013 The Program Statistical Report was shared with the Board. There were strong programs with strong attendance during the month and it was noted that one adult services workshop is not included in the report. PUBLIC COMMENT 6. Public Comments for Items Not on the Agenda None. OLD BUSINESS 7. Update on Mission Branch Carpet Project Report by Ms. Cosby. The City s Public Works Department is paying for the new carpet at the Mission Branch. Carpet samples have been received and staff is working with Public Works on a final choice. Ms. Cosby and CJ DiMento had a very successful meeting with a student at the San Diego Design Institute who will be helping with the project. Installation is planned for March, 2014, and the Board will be asked to approve the facility closure at their October or November meeting. Once the cost has been established, the Friends and the Foundation will be asked to fund the replacement of the facility s oldest shelving, to match its newest. 8. Update on Civic Center Library Stairs Report by Ms. Cosby. Public Works has been contacted and are currently obtaining quotes to replace the carpet on the stairs. Material options other than carpet are also being researched. Slip and fall prevention, and other safety issues, are also being looked at. Ms. Williamson suggested that the areas in front of the elevators be considered for replacement as well. NEW BUSINESS 9. Review and Approval of Next Set of Policies from Library Policy Manual Report by Ms. Cosby. The Board discussed a revision to the already approved Customer Conduct Policy regarding children in the Library, an update to the Cell Phone Policy to be added to the Customer Conduct Policy, and the revised and updated Staff Policies. Ms. Cosby noted that the Staff Policies are the final pieces to the Policy Manual. Once these final pieces are approved, staff will spend September reviewing and fine tuning the documents. Final revisions will then be brought to the Board for approval at their October meeting, and the final complete copy will be presented for approval in November. Ms. Sisco Smith suggested that the security camera policies be added and other discussions ensued. The motion was made to approve the revised Customer Conduct Policy regarding children in the Library. Motion Williamson/Second English/Approved 5-0. The motion was made to approve the updated Staff Policies. Motion English/Second Sisco- Smith/Approved 5-0. Regarding the Staff Policies, it was noted that the word request needs to be added to the second paragraph of page 8, and that an Administration category needs to be added to page 18. The motion was made to approve the Staff Policies with the above changes. Motion Williamson/Second Sisco Smith/Approved 5-0. 2
10. Information on 2013 Summer Reading Program Wrap ups Reports by Ms. Lisa Ferneau-Haynes and Monica Chapa Domercq. Ms. Ferneau- Haynes and Ms. Chapa Domercq each shared information, and gave a wrap up presentation, for the Children s and Teen Summer Reading Program, and the Adult Summer Reading Program respectively. Ms. Chapa Domercq also informed the Board that an Adult Writing Group is being formed. 11. Information on FY2012-13 Library Statistics Report by Ms. Cosby. The Annual Circulation Report was shared with the Board and discussions ensued and it was noted that circulation is down 3.4%. A slide presentation illustrating the statistics, trends, and projections regarding circulation and borrower rates was shared with the Board. It was noted that 18% of the City s population are active Library borrowers, which is great, but leaves room for growth and improvement. It was noted that e-books can cost up to four times as much as print books which can make the cost prohibitive, but by the year 2017, the usage of each type of book should become equal. It is recognized that some of the issues affecting the statistics are that for the entire year there was no Librarian in charge of Collection Development, and that a lot of clean-up was required and completed in order to use the new Collection HQ tool properly. Now that replacement staff members have been hired, and with the addition of new Adelante and Bookmobile stops, there is much potential to recover nicely from previous circulation deficits. Ms. English asked for comparative Summer Reading Program statistics by year, and Ms. Cosby responded that the summer reading statistics did go up this year, and that the exact information will be provided at the September meeting. Additional discussions regarding Storytime statistics ensued and Ms. Cosby encouraged the Board to let her know if any other information or statistics are desired. Mayor Wood suggested, and discussions ensued, regarding the possible benefits of taking the Bookmobiles to retirement homes. Ms. English tasked each Board Member to come to the next Board Meeting with a thought as to an effective way to increase Library Circulation. 12. Consideration and Approval of a Lending Library at Fairwinds Retirement Community Report by Mr. Penner. Lead Homebound volunteers, Ruth Sorensen and Ann Beavers, have been working with Fairwinds on a presentation to its residents about the Homebound program. During this process they referred a Martha Peters to Mr. Penner. Ms. Peters asked for books to add to a Lending Library she is organizing at the facility. Mr. Penner is looking into getting them some donated items, and he is working with Monica Chapa Domercq on a way to monitor the resulting circulation rates. Mr. Penner will also be contacting Fairwinds management to verify approval of the project. Discussions ensued and the Board had no objections to exploring the idea. The motion was made to approve the program on a trial basis and with an exit strategy if it doesn t work out. Motion English/Second Sisco-Smith/Approved 5-0. LIBRARY LITERACY MEETING REPORT 13. Report by Ms. Sisco-Smith. There are currently more tutors than learners. Outreach efforts were discussed and will be made towards two churches and the family 3
Recovery Center. There are generally more tutors than learners at the Books and Bagels discussion events and this is due to the learners lower level of confidence. Ms. Hakes will attend, and report to the Board, on the October Literacy Meeting. Ms. Cosby will have the list of future meetings and the Board will decide on the liaison assignments for each at the September meeting. Ms. Cosby will also send a thank you card to the architect who donated services for the Literacy facility refresh. FRIENDS OF THE LIBRARY REPORT 14. Report by Mr. Cox. The Friends reported total proceeds for the month of July as $8,301.34. All of the programming money promised to the Library has been disbursed, along with $3,400 in Literacy funding. The City Council approved the Adelante effort and the Friends learned that the City s Public Works Department will be making the necessary repairs to the Adelante so they will not be asked to contribute financial support for this, but the Friends did approve some funding for Books and Materials and Programming for the Spanish language bookmobile. The Friends learned that the Foundation has covered future purchases such as laptops for the branch, an art rail extension, and computers for the Adelante. The Friends also learned about the increased Summer Reading Program numbers, that the Homework Helper Program needs promotion. The slideshow for their digital display monitor is an ongoing project; two volunteers are needed for the Mission Branch Bookstore; the Holiday Home Tour is coming soon; and they voted unanimously not to change the name of the See Gull. Chris Wilson shared with the Friends that he paid and donated the web hosting renewal for the Friends and Foundation s web sites. Ms. Hakes also told the Friends that regarding a recent newspaper article, the grant funding received by the Oceanside Unified School Board was used for staff development, which was required by the terms of the grant. OCEANSIDE PUBLIC LIBRARY FOUNDATION REPORT 15. Report by Ms. Williamson. The Foundation is in discussions to fund the estimated $30,000 to $40,000 for the desired new shelving for the Mission Branch. They have approved a new camera and supplies for the My First Library Card program on the Adelante, and to provide matching funds for the 2014 Big Read. Ms. Sisco-Smith asked about any special efforts towards promoting the Library winning the Big Read Grant, and Mayor Wood noted that an announcement can be made at a City Council Meeting by submitting a request to speak. The Literacy facility refresh came in $4,000 under budget and Vernon Allen is looking into plans for a new marketing campaign for the Foundation. Monica Chapa Domercq is still working on the purchase of a new paperback spinner. SERRA COOPERATIVE LIBRARY SYSTEM REPORT 16. Report by Ms. Cosby. The Serra Committee met at the end of August. The system did receive state funding to continue with the delivery and reference services and dues for member libraries have not gone up. The State Library has initiated a broadband survey, looking at how to provide funding so that all libraries have the same opportunities. 4
LIBRARY DIRECTOR S REPORT 17. Project Status Updates The needed materials for the Literacy refresh are on order. Sam Liston and CJ DiMento are coordinating the implementation of the portable training room at the Mission Branch. The shelving repair is being done by the City s Public Works Department, and the Friends have pledged $3,000 for Books and Materials, and $2,500 in programming funds for the Adelante. With staffing still in the recruitment stages, October 14 is the target date to get the Adelante back on the road. 18. Upcoming Events The September calendar listing upcoming events was shared with the Board. There is a concert coming up and author talks every Saturday. The Noche Mexicana celebration will take place on September 15. 19. Facilities Update The needed materials for Franklin Escobedo s new office space have been ordered and other staff members continue to be relocated as new staff is hired on. The City s IT Department is working to increase the Wi-Fi with more hotspots. 20. Staffing and Staff Development The Library Staffing and Recruitment Update was shared with the Board and it was noted that the promotion of Lisa Ferneau-Haynes to Senior Librarian in the Children s Department was not included in the report. This also eliminated the recruitment for that position, and added the recruitment for a new Professional Assistant. All other recruitments are either closed and candidates are chosen, or closed and interviews are scheduled. The Library Staff Training Report was shared with the Board and it was noted that the following additions were not included in the report: Early Literacy Programming in the Digital Age Marie Town A to Z Database Oksana Radomyshelsky Jennelise Hafen CJ DiMento Rose Conrad Monica Chapa Domercq Inside Prospects Business Database CJ DiMento Oksana Radomyshelsky Amy Kleman Monica Chapa Domercq Ms. Williamson noted that Kristine Moralez has been awarded a grant and been accepted to library school. 5
21. Public Relations The new Homework Helper, and a draft of the new Reading Rewards You bookmarks were shared with the Board. The new Reading Rewards You promotion will take place throughout the month of September. BOARD MEMBER ITEMS AND ANNOUNCEMENTS None. COUNCILMEMBER ITEMS AND ANNOUNCEMENTS Report by Mayor Wood. The City Manager has resigned and will be gone by December 27, although he would like to conclude his service sooner if possible. Mayor Wood shared information, and his insight, into this and other City related issues. The City has won the Carlsbad Mall and Airport lawsuits. Card keys to access the other public restrooms in the Civic Center are probably going to be put into use. Mayor Wood is going to be running for a County Supervisor seat and may not have much time to serve as the Library s Liaison to the City Council as he is also taking care of his mother. The building of the hotel next to the Wyndham is moving forward and Indian Tribes will be building hotels on other properties. There will also be three hotels built in front of the Carlsbad Mall. OTHER ANNOUNCEMENTS None. CORRESPONDENCE/PRESS None. ADJOURNMENT The Board adjourned at 4:12 p.m. 6