Loading...
HomeMy WebLinkAboutAG RPTS 2017 1212 LB REG PPK Cq ,c CITY OF MOORPARK clad �� 7� ADMINISTRATIVE SERVICES DEPT. I 799 Moorpark Avenue,Moorpark,CA 93021 � Main City Phone Number(805)517-6200 I Fax(805)532-2550 I moorpark@moorparkca.gov q4 TE° J' LIBRARY BOARD REGULAR MEETING AGENDA December 12, 2017 6:00 p.m. Moorpark Community Center 799 Moorpark Avenue 1. CALL TO ORDER: 2. PLEDGE OF ALLEGIANCE: 3. ROLL CALL: 4. SPECIAL AGENDA ITEMS: 5. PUBLIC COMMENT: 6. REORDERING OF, AND ADDITIONS TO, THE AGENDA: (Items to be pulled from the Consent Calendar shall be identified under this section.) 7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON MEETINGS/CONFERENCES ATTENDED BY THE BOARD MEMBERS: 8. PRESENTATIONS/ACTION/DISCUSSION: A. Consider Moorpark City Library Annual Report for Fiscal Year 2016-17. Staff Recommendation: Receive and file report. (Staff: Christine Conwell) B. Consider Moorpark Friends of the Library Report for the First Quarter of Fiscal Year 2017-18. Staff Recommendation: Receive and file report. (Staff: Jessica Sandifer) C. Consider Revised Rules of Procedure for Library Board Meetings and Related Functions and Activities. Staff Recommendation: Adopt revised Rules of Procedure for Library Board Meetings and Related Functions and Activities. (Staff: Jessica Sandifer) 9. CONSENT CALENDAR: A. Consider the Moorpark City Library Quarterly Report for the First Quarter of Fiscal Year 2017-18 (July, August, September 2017). Staff Recommendation: Receive and file report. JANICE S.PARVIN ROSEANN MIKOS,Ph.D. DAVID POLLOCK KEN SIMONS MARK VAN DAM Mayor Councilmember Councilmember Councilmember Councilmember Regular Library Board Meeting Agenda December 12, 2017 Page 2 B. Approval of Minutes from Library Board's Regular Meeting of September 12, 2017. Staff Recommendation: Approve the minutes as presented. 10. ADJOURNMENT: All writings and documents provided to the majority of the Library Board regarding all agenda items are available for public inspection at the City Hall public counter located at 799 Moorpark Avenue during regular business hours. The agenda packet for all Library Board meetings is available on the City's website at www.moorparkca.gov. Any member of the public may address the Board during the Public Comments portion of the Agenda, unless it is a Discussion item. Speakers who wish to address the Board concerning a Discussion item must do so during the Discussion portion of the Agenda for that item. Speaker cards must be received by the Recording Secretary for Public Comment prior to the beginning of the Public Comments portion of the meeting; and for a Discussion item, prior to the Chair's call for speaker cards for each Discussion agenda item. A limitation of three minutes shall be imposed upon each Public Comment and Discussion item speaker. Written Statement Cards may be submitted in lieu of speaking orally for Discussion items. Any questions concerning any agenda item may be directed to the Parks, Recreation, and Community Services Department at (805) 517-6225. In compliance with the Americans with Disabilities Act, if you need special assistance to review an agenda or participate in this meeting, including auxiliary aids or services, please contact the Parks, Recreation, and Community Services Department at (805) 517-6257. Upon request, the agenda can be made available in appropriate alternative formats to persons with a disability. Any request for disability- related modification or accommodation should be made at least 48 hours prior to the scheduled meeting to assist the City staff in assuring reasonable arrangements can be made to provide accessibility to the meeting (28 CFR 35.102-35.104; ADA Title II). Regular Library Board Meeting Agenda December 12, 2017 Page 3 STATE OF CALIFORNIA ) COUNTY OF VENTURA )§ CITY OF MOORPARK ) AFFIDAVIT OF POSTING I, Blanca Garza, City Clerk II of the City of Moorpark, County of Ventura, State of California, do hereby certify under penalty of perjury, that I posted a copy of the Notice of Regular Meeting of the Library Board for December 12, 2017. Executed on this 8th day of December 2017, at Moorpark, California. Blanca Garza Deputy Clerk II Parks, Recreation and Community Services Department ITEM 8.A. CITY OF MOORPARK MOORPARK LIBRARY BOARD AGENDA REPORT TO: Moorpark Library Board FROM: Jessica Sandifer, Community Services Manager DATE: December 8, 2017 (Meeting of 12/12/17) SUBJECT: Consider the Library Annual Report for Fiscal Year 2016-17 DISCUSSION Attached for your review is the Moorpark Library Annual Report for Fiscal Year 2016-17. Moorpark City Librarian, Christine Conwell, will give an oral report on the highlights for Fiscal Year 2016-17. STAFF RECOMMENDATION Receive and file the Moorpark Library Annual Report for Fiscal Year 2016-17. Attachments: Library Annual Report 7 o���hvn8 for Everyo' d • e fti. •.. St Moorpark CITY LIBRARY `� al" ANNUAL REPORT 2016 -2017 TABLE OF CONTENTS City Librarian's Message 3 Library Metrics 4 Program Attendance & Highlights 7 Special Projects & Additional Funding 9 Moorpark Friends of the Library 9 Moorpark Library Board 10 3 From the Desk of the City Librarian — It is incredible to think that nearly one year has passed since I joined the team at the Moorpark City Library! I will never forget ending my first week of work at the Library by '" manning our booth at Moorpark Country Days. I was •r' fascinated by just how many different service groups, local businesses, and organizations participated in the parade down High Street. But what really surprised me was watching almost every child wave, shout, or run over to hug Mrs. T at the Library booth. I knew right then that Moorpark was a special place. The hard work, passion, and creativity of the Library staff are what make our Library so special. Despite popular belief, our staff does not simply work with books — they encourage people of all ages to discover new worlds, learn new skills, engage with neighbors, and develop our community into its very best. It is my honor to work with such a dedicated team. I also want to acknowledge the commitment of the City of Moorpark's elected officials, Administration, other city departments, the Moorpark Friends of the Library, the Library Board, and the supportive residents of Moorpark. They recognize the benefits that a library brings to our community and make it possible for us to provide quality Library services and programs. I am extremely proud to share with you the Moorpark City Library Annual Report for July 1, 2016 — June 30, 2017. This report will give you a look into our past year, including metrics, financials and highlights of our biggest events. The future of the library is bright, and the Moorpark City Library aims to bring new technologies and innovations to our community. As we look back on the past year, we also look forward to what this year will bring. Christine Conwell Library Director, Library Systems & Services, Inc. Moorpark City Library 3IPage 4 °s,} S'°E for Er,ryo " i MOORPARKCITY LIBRARY Jr � oa �= � �--� Cy� „ b4norf rk 2016-2017 ANNUAL REPORT SUMMARY ., 1 r. 1 LIBRARY VISITS CHECKOUTS :0 6,416 ae =rl/�, -rj 0ramfuseSessions I � - 23,634 — ——— —' U U j 0 — Unique Website y� " Visitors + -' 0 109,695 109 253 ` ' 12,070 > > — j Public Computer People Printed &E-Material — - Login 1 HOLDS LIBRARY CARDS PROGRAM ATTENDANCE CI 1//1= ! .4 iabrasY ..rty 4 F ' 1,416 483 12,615 15,908 new patrons Events Attendees 1 TOUR ATTENDANCE REVENUE VOLUNTEERING J A t # 11 E$20,743 480 2,054 2016-17 Volunteers Hours 41Page 5 LIBRARY VISITS LIBRARY VISITS — DOOR COUNT AND VIRTUAL USE In FY 2016-2017, patrons made 109,695 visits to the Moorpark City "11--il c) Library and 23,634 visits to the Library's website. This is a decrease of 3.39% from the previous year. Staff have identified two factors 3.39%4 contributing to this decline: program location and public awareness of People resources. Of the Library's 486 programs, 31 had to be held offsite due to spatial limitations of the current facility. As a result, nearly 32% of program participants attended a library program without stepping foot into the library. A 2016 Pew study highlighting who uses the library, found that many visitors aren't aware of the new and non-traditional resources and services available to them. We will respond to this information gap by prioritizing marketing strategies, develop brand loyalty to help create favorable association in the minds of the public, and raise the bar on customer service. We will research and identify the best modes of delivering the library's message, mobile applications that will allow users to interact with the library from anywhere, and will identify steps to delivering five star customer service. CHECKOUTS CHECKOUTS — PRINT AND E-MATERIALS n The Library had a slight increase of 0.7% for material checkouts. The collection had the most dramatic circulation increase of 38% sinceCite Spanish111� FY 2015-2016. This is a reflection of increased efforts by Library Staff to �tI1 engage with the Spanish speaking community. We have encouraged our 0.7% non-English patrons to submit purchase requests for materials in their Printed&E-Material preferred language. This has helped us to better tailor the Spanish, and Arabic, collection to the interests and needs of the patrons. Collections with an increase in circulation for FY 2016-2017: Children's Print, Children's AV, and Spanish AV. Adult/Young Adult AV experienced a 6% decrease in circulation. Both the Adult and Young Adult Print collections also experienced a decrease in circulation. Library Staff are working to highlight these collections in the next fiscal year. LIBRARY CARDS .... LIBRARY CARDS ISSUED Library staff issued 10 less library cards in FY 2016-2017 than the 77% previous year. As of June 30, 2017, the Library had 21,973 library card New Patrons holders which is equivalent to roughly 60% of the Moorpark population. Of those registered patrons, 38% checked out an item at least once during 2016-2017. The Moorpark City Library offers filtered, unfiltered, and no Internet cards for adults, juveniles, and teens. Currently, there are 13,975 adult, 6,632 juvenile, and 1,473 teen cards. The remaining 163 cards are issued to staff, online registrations, and limited/new cards. 5 � - 6 PUBLIC COMPUTER AND WIRELESS SESSIONS CHECKOUTS _ The decline of in-house public computer usage was r-�J n 892eb,j expected as current trends indicate an increase of personal -r�J VR� digital devices, such as smartphones. Library Staff is u working on ways to increase the community's awareness of 8.19%4 0PrrIPP the Library's e-resources and creating a more user friendly ��0 Pubic`opn `" website. Brainfuse Sessions The library offers 16 computers with internet, 2 computers with no internet connection in the children's area, and 4 computers throughout the library for catalog searches. We also have 4 laptops and 6 iPads which we use for programming. The increase in Brainfuse sessions is a direct reflection of increased outreach efforts by the Young Adult and Youth Services Librarians to individual classes within the Moorpark Unified School District. The greatest jump in the number of patron use occurred in October, March, and May. HOLDS ill o Ali i O HOLD SERVICE USE — Holds increased from 15,189 to 15,908 showing that patrons are making great use of our catalogs expansive reach to include other libraries in our network. 4.73% The Moorpark City Library is a member of the Inland Network which gives our patrons access to materials from 40 libraries in Riverside, Santa Clarita, and Simi Valley. During the 2016-2017 fiscal year, we loaned 1,252 materials to other libraries in the network and received 3,118 materials. This contributes greatly to use of the Library because patrons know that even if the Moorpark City Library does not own the material they are looking for, we can borrow the item from another library and have it delivered to Moorpark within a week. This is especially helpful to students and teachers. e REVENUE REVENUE The revenues above reflect the total of fines/fees r1 collected, printing and copy charges. Revenue ~� from these avenues has remained consistent over $20,743 $23,297 $24,647 the past few years. 2016-17 2015-16 2014-15 61 - - PROGRAM ATTENDANCE PROGRAM ATTENDANCE ."8 This year, regular library programming was assessed for r=i quality, participation, staff time, and patron feedback. Low • 1.13P performing programs such as the Adult Coloring Club and '��% Pajama Storytime were no longer offered. Despite a 7% 7.47%4 9.39% decrease in the number of events offered, program Events Attendees attendance increased by 9%. The number of young adult participants, students in grades 6-12, has more than doubled since last year. The creation of the Teen Advisory Group, TAG, in February 2016 has contributed greatly to the success of YA events. TAG members earn community service hours and meet new friends while expressing ideas, organizing upcoming events, and suggesting new materials for the teen collection. Adult participation increased by 175% this fiscal year. A key barrier keeping adults from library programs is the perception that learning and fun are separate. When evaluating the adult programs, the City Librarian focused on the idea of edutainment, programs that are not only educational but fun. The adult portion of the Summer Reading Club was redesigned as a BINGO game that encouraged participants to not just read, but explore other library resources. Monthly 3D printing and crafts for adults were also added. In previous years, adult programming was scheduled for the evenings, to accommodate work schedules. This year, we began offering afternoon programs which has contributed to the increase in attendance. 7000 Annual Program Attendance by Age 6000 5000 - FY 2012-2013 4000 FY2013-2014 FY 2014-2015 3000 FY 2015-2016 2000 ■FY 2016-2017 1000 0 Preschool Juvenile Young Adult Adult 7IPage 8 Program Highlights Preschool: • 118 programs with 3,382 participants • 35 Family Storytime's with 1,576 participants • 613 participants at 26 Little Bilingual Storytime's Juvenile: • 148 programs with 5,731 participants • 428 students received help during Golden Grades Tutoring • 158 children practiced reading aloud to service dogs during the Read to a Dog program • 207 students practiced reading aloud to an adult during our weekly Reading Buddies program • 57 class visits to the Library by 1,492 children in grades K-5 Young Adult: • 187 programs with 1,577 participants • 110 teens participated in the 2017 Teen Tech Week • 72 teens have been trained as Library volunteers during VolunTEEN Training • 80 participants of all ages attended the Teen Advisory Group's first program, Star Wars Day: May the 4th be with You Adult: • 34 programs with 1,101 participants • 279 participants attended 5 local author discussions • 20 parents and caregivers attended Positive Parenting Classes Offsite: • 14 programs occurred offsite with 1,663 participants • 17 outreach opportunities in which Library Staff went into the community and provided information and resources to 2,483 residents Total programs = 486 Total program attendance = 12,629 8IPage 9 SPECIAL PROJECTS AND In July 2016, the laptops in the Teen Zone were replaced with ADDITIONAL FUNDING four new PC's. The laptops are currently being used to allow more participants at technology related programs, such as 3D - printing and Makey Makey. The Library also received a new @ Lulzbot Mini 3D printer to permanently reside in the Library �,, meeting room. The printer was purchased with remaining funds from the Makerbox Collective project adding to the six that had already been incorporated into the program by the seven libraries in the collective. On March 10, a Self-Checkout station, purchased with donated funds from the Moorpark Women's Fortnightly Club, was installed at the circulation desk replacing a staff workstation. The circulation desk serves as a pivotal point for interaction with patrons and staff; but, by eliminating one staff workstation the Library can offer roving reference where staff is actively engaging with patrons in the stacks to help build patron comfort and confidence in the Library. The Moorpark City Library was accepted to participate in the Virtual VIRTUAL REALITY EXPERIENCE Reality Experience Project Grant from the California State Library in April 2016. With this grant we received a VR enabled computer with + ^ o pre-loaded educational programs, an Oculus Rift head gear, training, ` and access to a web portal with resources for successful VR programming. Per the outlines of the grant, programming will be L J limited to patrons ages 13 and up. Through a grant supported by the California State Library, the Moorpark City Library was selected to participate in a year subscription to the Enki Library, a statewide e-book platform that gives Library users access to over 60,000 titles in a shared collection. MOORPARK FRIENDS OF THEELIBRARY MOORPARK FRIENDS OF THE LIBRARY LIBRARY The Moorpark Friends of the Library continued to support the Library by fundraising and presenting various events. The Friends of the Library operate the used-book store in the Library with 100% volunteer support and hold special porch sales throughout the year. 1:-. They also financially sponsored several large library events such �,.�' as: Holiday PJ Party, Harry Potter Festival, Summer Reading Club. Our Friends members and volunteers are strong and successful advocates for public support of the Library. They continued to provide $12,000 in financial support towards some of the Library's most popular events. In October, the 4th Annual Clean Comedy Night returned and brought in over $1,800 for the Library. 9 I = 10 MOORPARK LIBRARY BOARD MOORPARK LIBRARY The Moorpark Library Board Members are committed to increase BOARD community awareness of the Moorpark City Library, and through their observations and suggestions, advise the City Librarian about what the Library is doing well and what needs improvement. The ' cal Moorpark Library Board has encouraged staff to pioneer new 0 9 programs with a focus on technology and STEAM related activities (,"l while expanding its collection. 10jPage 11 ITEM 8.B. CITY OF MOORPARK MOORPARK LIBRARY BOARD AGENDA REPORT TO: Moorpark Library Board FROM: Jessica Sandifer, Community Services Manager DATE: December 6, 2017 (Meeting of 12/12/17) SUBJECT: Consider the Moorpark Friends of the Library Report for July through September 2017 DISCUSSION The Moorpark Friends of the Library Report for July through September 2017 is attached for your review. STAFF RECOMMENDATION Receive and file the Moorpark Friends of the Library Report for July through September 2017. Attachments: Moorpark Friends of the Library Report 12 Moorpark Friends of the Library (MFOTL) President's Report for July through September 2017 Moorpark Library Board October Meeting The current Board of the MFOTL comprises the following members: President Rosalie Barili Vice President and Volunteer Match Coordinator Theresa Tardif Secretary Dona Pugh Treasurer Arianne Kha Assistant Treasurer Madison Kha Book Sales Coordinator Mike Fenerin Newsletter and Marketing Coordinator Neha Patel Policies and Procedures Coordinator Lou Langkusch Book Sorter Diana Fowler Public Relations Team Janina Mancilla,Jessica Radrigan Mike Fenerin,and Neha Patel Special Events Coordinator Suzy Lesiak ➢ Moorpark Friends of the Library Board update: o Recent bimonthly board meetings were held on July 18 and September 19, 2017, from 4 to 6 PM in the Library. o Next bimonthly board meeting is scheduled for Tuesday,November 21,from 4 to 6 PM,location TBD. Outreach o VolunteerMatch.org continues to attract potential volunteers,successfully adding three members,two adults and one teen. o Our monthly articles for the MWFC newsletter continue as a standard feature,promoting our activities, membership in the Friends,and mutual interests. o Clipboards for volunteer signups for service to the Library and MFOTL are maintained at monthly meetings of the Moorpark Women's Fortnightly Club as a part of their Helping Hands program. o We are receiving regular book donations at the MWFC monthly meetings. o We continue to fill the gap between Newsletters with eblasts promoting Library and Friends' events,as well as regular input to the NextDoor and other special websites for Moorpark groups. Thanks to Emily Appleton,links to MFOTL events and the Newsletter are on the Library website. Two volunteers,Janina Mancilla and Keelan Paraja are now setting up a draft website for our review. o Mike Fenerin has pursued a dynamic outreach to MFOTL members,Moorpark organizations, newspapers,and related media to keep our name and projects"in the news." He has been assisted by others on the board,particularly Neha Patel and Jessica Radrigan,reaching beyond our Moorpark community for the same purposes. o A Public Relations team has been formed,consisting of Mike Fenerin,Neha Patel,Jessica Radrigan,and Janina Mancilla, for the purpose of coordinating and expanding our visibility in the community through print and social media. o Efforts continue to(1)increase the number of Friends,and the level of their involvement in activities such as the book store,book sales,and special events;and(2)fundraising. Three possibilities for the latter were identified: 13 MFOTL President's Report for July—September 2017 Page 2 of 2 ✓ Campaign to fulfill a donation in kind program for specific needs,such as furniture,rug, decor, upgrade,etc. A recent request was received from the Library to support the Haunted High Street event through an in-kind donation to the Library. A motion to purchase and donate to the Library a large inflatable was made,seconded and approved. Two members,Lou Langkusch and Diana Fowler have purchased a large inflatable dragon. ✓ Used Purse Sale: continuing investigation. ✓ Arrangement for percentage of sales at Studio Movie Grill for special showings. Ryan Woods,at the SNG,has been contacted for details for setting up this program. ➢ Finances o Finances remain in good shape with over$50,000 in checking and savings. We have now made our last transfer of funds into our Vanguard Balanced Index Fund,and reached our commitment of$10,000 added,for a current amount of$29,097.73. This Fund is reserved for future use for the projected new Library. o Ignacio Valenzuela,of Union Bank,has very kindly volunteered to audit our financial record- keeping process. > Established Fundraising o Our seasonal book sales continue with a steady rate of income. Our book store committee meets regularly to implement procedures to keep the book store and our book sales attractive and buyer- oriented. Seasonal book sales continue to be popular;the summer sale netted$504.50. o Our yearly book sale at the Moorpark Country Days is scheduled for October 7,followed by a 10- day porch sale at the Library. o Our Fifth Annual Clean Comedy Night at the High Street Arts Center on September 24,was an outstanding success,with attendance increasing by nearly 100 patrons over last year. Net proceeds nearly doubled,at$3580.56. ➢ Procedural Improvements Still to be finalized are the Standing Rules,our Roster of Board Members and City Liaisons,and the yearly MFOTL timeline for required actions. Meeting efficiency and purpose have been addressed to streamline reports and emphasize action items. > Grant Awards Continuing requests in our newsletter and article in the Moorpark Women's Fortnight Club newsletter have so far not yielded offers. We will investigate reaching into the community through various social media pathways. ➢ MFOTL priorities for 2017: o Build endowment and provide continuing level of donations for the library o Continue to strengthen volunteer base,with emphasis on finding an experienced grant writer. o Improve book store sales,book sales,on-line sales,membership revenues,and upgraded donations. o Continue a strong community and school outreach. These efforts will become increasingly important as the new library begins to take shape in concept and construction. Respectfully submitted, Rosalie Barili President,Moorpark Friends of the Library 14 ITEM 8.C. CITY OF MOORPARK MOORPARK LIBRARY BOARD TO: Moorpark Library Board FROM: Jessica Sandifer, Community Services Manager DATE: November 27, 2017 (Library Board Meeting of 12/12/17) SUBJECT: Consider Revised Rules of Procedure for Library Board Meetings and Related Functions and Activities DISCUSSION A draft revision to the Rules of Procedure for Library Board Meetings and Related Functions is attached for Library Board Consideration. The substantive revised language is shown with the use of legislative format in Sections 2.7 (Public Comment) and 2.10 (Presentation/Action/Discussion Items) of the resolution. Revisions in Sections 2.7 and 2.10 of the Rules of Procedure address compliance with newly revised Section 54954.3(b)(2) of the California Government Code. The proposed change to the Rules is to add language to provide at least twice the allotted time for a member of the public to speak who utilizes a translator in order to ensure that non-English speakers receive the same opportunity to directly address the legislative body of a local agency. There are also other minor edits related to the transfer of management of the Library Board from the Administrative Services Department to the Parks, Recreation, and Community Services Department. The changes to the time allotted for non-English speakers has been incorporated into the Library Board speaker cards. FISCAL IMPACT None. STAFF RECOMMENDATION Adopt revised Rules of Procedure for Library Board Meetings and Related Functions and Activities. Attachment: Proposed Revised Rules of Procedures 15 RULES OF PROCEDURE FOR THE LIBRARY BOARD OF THE CITY OF MOORPARK FOR MEETINGS AND RELATED FUNCTIONS AND ACTIVITIES SECTION 1. Rules of Procedure for Library Board Meetings and Related Functions and Activities are as follows: 1. GENERAL PROVISIONS 1.1 Purpose: The purpose and intent of the Library Board in adopting the Rules of Procedure for Meetings and Related Functions and Activities (Rules) shall be to provide directory guidelines relating to the conduct of the public business by the Board. In the event of any non-compliance with, or violation of, any provision herein, such shall not be deemed to affect the validity of any action taken, unless otherwise specifically provided by law. 1.2 Procedures in Absence of Rules: In the absence of a rule herein to govern a point or procedure, Robert's Rules of Order, Newly Revised, shall be used as a guide. 2. ORDER OF BUSINESS 2.1 Agenda: The Order of Business of each meeting shall be as contained in the Agenda prepared by the Records Secretary, who shall be appointed by the Deputy City Adla-R-agerParks and Recreation Director or his/her designee. The Agenda shall be a listing by topic of the items of business which shall be transacted or discussed in the following order: 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Special Agenda Items 5. Public Comments 6. Reordering of, and Additions to, the Agenda (Items to be pulled from the Consent Calendar shall be identified under this section.) 7. Announcements, Future Agenda Items and Reports on Meetings/Conferences Attended by Board Members. 16 Library Board Rules of Procedure , 2017 Page 2 8. Presentations/Action/Discussion 9. Consent Calendar 10. Adjournment 2.2 Special Meeting Agenda Format: The order of business of special meeting agendas shall generally be consistent with the order of business of regular meeting agendas, although not all regular items of business must be included. Public Comments shall be included on all special meeting agendas. 2.3 Delivery of Agenda Packet: Barring insurmountable difficulties, the Agenda for regular meetings shall be delivered ordinarily to Board Members on or before the Friday preceding each Tuesday meeting to which it pertains. Special Meeting Agendas shall be delivered no less than twenty-four (24) hours prior to the scheduled meeting. The Agenda shall also be available to the general public after it is posted. Agenda reports will be available to the general public after distribution to the Board Members. 2.4 Call to Order: The meeting of the Board shall be called to order by the President or, in his/her absence, by the President Pro Tem who shall serve until the arrival of the President. In the absence of both the President and the President Pro Tem, the meeting shall be called to order by the Records Secretary. The Records Secretary shall immediately call for the selection of a temporary Presiding Officer who shall serve until the arrival of the President or President Pro Tem or until adjournment. 2.5 Roll Call/Quorum: Before proceeding with the business of the Board, the Records Secretary shall call the roll of the Board and the names of those present shall be entered in the minutes. The order of roll call shall be alphabetical with the President called last. Unless otherwise provided for by law, a majority of the Board shall constitute a quorum sufficient to do business. I 2.6 Special Agenda Items Agenda items to be scheduled under this section title will include selection of a S:\PRCS\AdministrativelLibrary BoardlLibrary Board folder from Admin Services\Agenda Staff Reports\201 711 2-1 2-1 71Attachment LIBRARY 2017 Revised Rules of Procedure.docx 17 Library Board Rules of Procedure , 2017 Page 3 Presiding Officer (President and President Pro Tern) in accordance with the provisions of Section 3.1 of these Rules, and may also include special presentations or other agenda items as determined by the President and the Parks and Recreation Director, or his/her designee. 2.6 2.7 Public Comments: Any member of the public may address the Board on any item within the subject matter jurisdiction of the Board which is not listed on the Agenda as a Presentations/Action/Discussion item. Speakers will be heard in the order that their speaker cards are received by the Records Secretary. All speaker cards for Public Comments must be received prior to the President's call for speaker cards for the Public Comments agenda item. A limitation of three (3) minutes shall be imposed upon each speaker. This limitation will be extended to six (6) minutes for a speaker who utilizes a translator to ensure that non-English speakers receive the same opportunity to directly address the Library Board. Speaker cards must be presented in person by the person wishing to speak. The passing of time from one speaker to another or speaking in place of another speaker is not allowed. No speaker will be allowed to speak after all speaker cards are called. By majority vote of the Board present and voting, the number of speakers and time permitted for comments may be limited at any single meeting. The speaker shall be governed by the rules of Sections 6.1, 6.2 and 6.3. Board Members shall reserve their comments and responses until the end of the public comments period. Speakers may be heard at greater length at the end of the agenda by majority vote of the Board Members present and voting. The Records Secretary shall hold over to the next regular meeting, timely submitted speaker cards of speakers who were not heard during the public comments period, and those speakers shall be given priority in the order that their speaker cards were originally received during the public comments period of the next meeting. Speakers at a regular meeting shall not be allowed to address the same subject at an adjourned meeting of the regular meeting at which they spoke, except by a four-fifth's majority vote of the Board. 2.8 Reordering of, and Additions to, the Agenda: Except with majority consent of the Board Members present and voting, items may not be taken out of order. At this time, Board Members and the Deputy City ManagerParks and Recreation Director or his/her designee in attendance may request that any item on the Consent Calendar be withdrawn for separate consideration. Items withdrawn from the Consent Calendar shall be considered immediately after action on the balance of the Consent Calendar in the order that they were withdrawn. S:\PRCS\Administrative\Library Board\Library Board folder from Admin Services\Agenda Staff Reports12 0 1 711 2-1 2-1 71Attachment LIBRARY 2017 Revised Rules of Procedure.docx 18 Library Board Rules of Procedure , 2017 Page 4 Any Board Member and the Dep4.ity City ManagerParks and Recreation Director or his/her designee in attendance may bring to the attention of the Board new items of business for discussion and action in the event of an emergency situation or when the need to take immediate action comes to the attention of the City subsequent to the posting of the agenda, as specified in Government Code Section 54954.2. A two-thirds vote of the Board, or if less than two-thirds are present, a unanimous vote of those who are present, is required to add an item to the agenda. In addition to having the opportunity to reorder the agenda as order of business number 6, the President shall suspend the item under discussion at 10:30 p.m. in order that the agenda may be reordered by majority vote of the Board Members present and voting. The Records Secretary will notify the President that the time for reordering the agenda has arrived. 2.9Announcements, Future Agenda Items, and Reports on Meetings/Conferences Attended by Board Members: At this time, Board Members may make an announcement; update other Board Members on a City ad-hoc committee on which they may be participating; request to have an item placed on a future agenda; and/or provide a brief report on meetings, conferences, or training attended at City expense in compliance with Section 53232.3(d) of the Government Code. 2.10 Presentations/Action/Discussion Items: Items that involve the consideration of city policy and items of a non-routine nature shall be placed under this topic. Presentations to the Board by other public agencies or groups and appointments will be listed first under the Presentations/Action/Discussion heading. Continued Presentations/Action/Discussion items will appear in the order they previously appeared, following presentations and appointments. Discussion/Action items shall be conducted in the following order: Staff Report Questions of Staff by Board Testimony by Applicant Public Comment S:\PRCS\Administrative\Library BoardlLibrary Board folder from Admin Services\Agenda Staff Reports\2 0 1 711 2-1 2-1 7\Attachment LIBRARY 2017 Revised Rules of Procedure.docx 19 Library Board Rules of Procedure , 2017 Page 5 Discussion by Board Action by Board Questions or comments from the public shall be limited to the item under consideration and the speaker shall be governed by the provisions of Sections 6.1 and 6.2. Speakers will be heard in the order that their speaker cards are received by the Records Secretary for the item during which the speaker wishes to address the Board. However, a proponent/applicant may be heard first during the public comment for a Presentations/Action/Discussion item, if so determined by the President, but no rebuttal by the proponent/applicant shall be allowed. All speaker cards for each agenda item must be received prior to the President's announcement of the public comment for each Presentations/Action/Discussion item and call for speaker cards. A limitation of three (3) minutes shall be imposed upon each speaker. This limitation will be extended to six (6) minutes for a speaker who utilizes a translator to ensure that non-English speakers receive the same opportunity to directly address the Library Board. Speaker cards must be presented to the Records Secretary by the person wishing to speak. The passing of time from one speaker to another or speaking in place of another speaker is not allowed. Written statement cards may be submitted in lieu of addressing the Board. The number of cards received in favor of or in opposition to an item being considered will be verbally reported to the Board by the Records Secretary following the last public speaker for an item. The total number of written statement cards received in favor of or in opposition to an item will be recorded in the minutes of the meeting, and the written statement cards will become a part of the official record. 2.11 Consent Calendar: Minutes of previous Library Board meetings, items of a routine nature and items recommended to be received and filed shall be placed on the Consent Calendar. All items may be approved by one blanket motion by unanimous vote of those present and voting. Prior to a motion on the Consent Calendar, any Board Member may request that any item be withdrawn from the Consent Calendar for individual consideration. Items withdrawn from the Consent Calendar shall be considered immediately after action on the Consent Calendar in the order that they were withdrawn, including any items requested to be withdrawn under Section 2.8 (Reordering of, and Additions to, the Agenda). 2.12 Adjournment: It is the policy of the Library Board that upon reaching 12:00 midnight, the Library Board will not address any new agenda items. Should the Library Board decide to continue to address an in-progress non-closed session agenda item past 12:00 midnight, the S:\PRCS\Administrative\Library Board\Library Board folder from Admin Services\Agenda Staff Reports12 0 1 711 2-1 2-1 71Attachment LIBRARY 2017 Revised Rules of Procedure.docx 20 V Library Board Rules of Procedure , 2017 Page 6 following motion is in order: Move that the Library Board meeting tonight may extend beyond the 12:00 midnight deadline to conclude the item in progress. 3. PRESIDING OFFICER 3.1 Selection and Term: The President shall be the Presiding Officer at all meetings of the Board, except as otherwise provided in Section 2.4 (Call to Order). At its first regular meeting of the year, the Board shall elect a President and President Pro Tern from among the appointed members, to serve for that year. Each selection shall be by three (3) or more affirmative votes, and a failure to achieve such total of affirmative votes shall be deemed a selection of the incumbent to remain in office. Each person so selected shall serve until the end of the year or until a successor is chosen (at any time) by three (3) or more affirmative votes, whichever first occurs. If a vacancy in the position of President occurs for any reason except for removal of the President pursuant to this Section, the President Pro Tern shall assume the position of President until a successor is chosen. 3.2 Participation of Presiding Officer: The Presiding Officer may move, second and debate from the President, subject only to such limitations of debate as are imposed on all Board Members. He/she shall be accorded all of the rights and privileges of a Board Member. 3.3 Maintenance of Order: The Presiding Officer is responsible for the maintenance of order and decorum at all times. 3.4 Rulings Final Unless Overruled: The Presiding Officer shall decide all questions of interpretation of these rules, points of order, maintenance of order or other questions of procedure requiring rulings. Any such decision shall be final and binding and (even if clearly erroneous) for purposes of the item under consideration, unless overridden by a majority vote of the Board Members present and voting. Any Board Member may seek to have the Presiding Officer's decision overridden by moving the question "Shall the decision of the Presiding Officer be sustained?" S:\PRCS\Administrative\Library Board\Library Board folder from Admin Services\Agenda Staff Reports\2017112-12-17\Attachment LIBRARY 2017 Revised Rules of Procedure.docx 21 Library Board Rules of Procedure , 2017 Page 7 4. CONDUCT OF BOARD MEMBERS 4.1 Decorum and Order: (a) Any Board Member desiring to speak shall address the Presiding Officer and, upon recognition by the Presiding Officer, shall confine himself/herself to the item under debate. (b) A Board Member desiring to question the staff shall address his/her question to the Parks and Recreation Director or his/her designee in attendance, as appropriate, who shall be entitled either to answer the inquiry or to designate some member of his/her staff for that purpose. (c) A Board Member, once recognized, shall not be interrupted while speaking unless called to order by the Presiding Officer, a point of order is raised by another Board Member pursuant to Section 3.4, or the speaker chooses to yield to questions from another Board Member. (d) Any Board Member called to order while he/she is speaking shall cease speaking immediately until the question of order is determined. If ruled to be in order he/she shall be permitted to proceed. If ruled out of order he/she shall remain silent or shall alter his/her remarks so as to comply with the rules. (e) Board Members shall accord the utmost courtesy to each other, to City employees, and to the public appearing before the Board. They shall refrain at all times from rude and derogatory remarks, abusive comments and statements as to integrity, motives or personalities. (f) The right of a Board Member to address the Board on a question of personal privilege shall be limited to cases in which his/her integrity, character, or motives are assailed, questioned or impugned. (g) Any Board Member may move to require the Presiding Officer to enforce the rules. The affirmative vote of a majority of the Board present and voting shall require him/her to so act. 4.2 Limitation of Debate: A Board Member should not speak more than once upon any one item until every other member choosing to speak thereon has spoken. No member shall speak for a longer time than five (5) minutes each time he/she has the floor, without the approval of a majority vote of the Board present and voting. S:\PRCS1Administrative'Library Board\Library Board folder from Admin Services\Agenda Staff Reports12017112-12-171Attachment LIBRARY 2017 Revised Rules of Procedure.docx 22 • Library Board Rules of Procedure , 2017 Page 8 4.3 Dissents and Protests: Any Board Member shall have the right to express dissent from, or protest to, any action of the Board and to have the reason entered in the minutes. If such dissent or protest is desired to be entered in the minutes, this should be made clear by language such as, "I would like the minutes to show that I am opposed to this action for the following reasons. . . ." 4.4 Conflict of Interest: Section 87105 of the Government Code describes the procedure to be followed if an official has a conflict of interest on a matter and cannot participate in a decision. Section 87105 shall apply to the Library Board. The official must publicly identify the financial interest (not including the address of a personal residence), recuse himself or herself from voting, and leave the room until after the discussion, vote and other disposition of the matter is concluded. If the matter is on the consent calendar, the official need not leave the room, but must still make the required disclosure on the record and abstain from voting. The official also may speak on the issue as a member of the general public, during the public comment period on that matter, solely to represent himself or herself on a matter related to his or her personal interest. The announcement of the conflict of interest must be declared prior to the initiation of Board consideration of the agenda item for which the conflict of interest exists. Section 87105 of the Government Code, any statutes amendatory or supplementary thereto, and any applicable regulations of the California Fair Political Practices Board are hereby incorporated by reference. 5. CONDUCT OF EMPLOYEES 5.1 Decorum and Order: (a) Members of the staff and employees of the City shall observe the same rules of procedure and decorum applicable to members of the Board. (b) The i Parks and Recreation Director or his/her designee in attendance shall insure that all staff members and employees observe such decorum. (c) Any staff member or employee, including the Deputy City ManagerParks and Recreation Director, desiring to address the Board or members of the public shall first be recognized by the President. All remarks shall be addressed to the President and not to any one individual Board Member or member of the public. 6. CONDUCT OF THE PUBLIC 6.1 Decorum and Order: S:\PRCS\Administrative\Library Board\Library Board folder from Admin Services\Agenda Staff Reports\2017\12-12-17\Attachment LIBRARY 2017 Revised Rules of Procedure.docx 23 Library Board Rules of Procedure , 2017 Page 9 (a) Members of the public attending Board meetings shall observe the same rules of order and decorum applicable to the Board pursuant to Section 4.1. (b) Willful conduct that is disruptive, including but not limited to, unauthorized remarks from the audience, stamping of feet, whistles, yells and similar demonstrations shall be prohibited by the Presiding Officer. Any person who becomes willfully disruptive while addressing the Board or while attending the Board meeting shall be requested by the President to leave the meeting. The President may call a recess or adjourn the meeting if the disruption continues. Aggravated cases shall be prosecuted on appropriate complaint signed by the Presiding Officer. 6.2 Manner of Addressing the Board: No person shall address the Board without being recognized by the Presiding Officer. After being recognized by the Presiding Officer, any member of the public desiring to address the Board shall proceed to the podium. The speaker shall state his/her name for the record. All remarks and questions shall be addressed to the Presiding Officer and not to any individual Board Member, staff member or other person. 6.3 Limitations on Addressing the Board: The making of oral communications to the Board by any member of the public during the "Public Comments" portion of the Agenda shall be subject to the following limitations: (a) No speaker shall be permitted to address the Board on an item which is currently before or is under submission for consideration by the Board, committee, or officer before which the speaker should make his/her presentation, until that body has completed its deliberations and taken its final action. In case the speaker should have followed an otherwise available appeal procedure, the Presiding Officer shall not allow oral communication to the Board outside that procedure. (b) A speaker that verbally complains about an employee of the City, or any employee of a private firm or public agency providing a contract service to the City, will be I directed to contact the C ity's Human Resources/Risk Management Division for assistance in documenting and resolving their complaint. (c) If it appears that several speakers desire to speak regarding any item on the Agenda, the Presiding Officer may reasonably limit the number of speakers on each side of the issue. In this regard, preference may be given to speakers who represent groups of persons who have designated a spokesperson. 6.4 Video, Audiotape, PowerPoint, Slide or Similar Presentation. S:\PRCS\Administrative\Library Board\Library Board folder from Admin Services\Agenda Staff Reports12017112-12-171Attachment LIBRARY 2017 Revised Rules of Procedure.docx 24 Library Board Rules of Procedure , 2017 Page 10 Video, audiotape, PowerPoint, slide or similar presentation will be disallowed unless relative to an item on the agenda, and the Records Secretary has been provided with no less than 24-hours notice of the video, audiotape, PowerPoint, slide or similar presentation, and has determined the City has the appropriate equipment to view and broadcast the presentation. The video, audiotape, PowerPoint, slide or similar presentation must be made by the person or agency making the presentation. The Board may limit the total amount of time allocated for presentations or particular issues and for each speaker. The same limitations that govern speakers under Sections 2.7, and 2.10 shall apply. Presentations shall be limited to the subject matter jurisdiction of the Board. Those items not germane to the agenda will be disallowed. 7. MOTIONS 7.1 Processing of Motions: When a motion is made and seconded, it shall be stated by the Presiding Officer or, at the request of the Presiding Officer, by the Records Secretary before debate. A motion so stated shall not be withdrawn by the mover without the consent of the person seconding it. 7.2 Division of Motion: If the motion contains two or more divisible propositions, the Presiding Officer may, and upon request of any Board Member shall, divide the same, unless a majority of the Board Members present and voting, votes not to do so. 7.3 Precedence of Motions: When a motion is before the Board, no motion shall be entertained except the following, which shall have precedence in the following order. The ordinary motions rank as follows, and any of them (except to amend) can be made while one of a lower order is pending, but none can supersede one of a higher order. Motions to limit discussion, to call the question and to suspend the rules require a two- thirds vote; all other motions require only a majority vote: Not Debatable: To Fix the Time of Adjournment ) To Adjourn (when unqualified) ) Cannot To Table ) be To Limit Discussion (2/3 vote) ) Amended To Call the Question (2/3 vote) ) To Suspend the Rules (2/3 vote) ) S:IPRCS\Administrat velLibrary Board\Library Board folder from Admin Services\Agenda Staff Reports12017112-12-171Attachment LIBRARY 2017 Revised Rules of Procedure.docx 25 Library Board Rules of Procedure , 2017 Page 11 Debatable: To Postpone to a Certain Time ) To Commit or Refer to Committee) Can be To Amend ) Amended To Postpone Indefinitely The Motion to Reconsider: the motion can be made when any other motion is before the Board, but cannot be acted upon until the business then before the Board is disposed of; when called up, it takes precedence over all other motions, except to adjourn, and to fix the time to which to adjourn. Motions incidental to those before the Board take precedence over them and shall be acted upon first. 7.4 Motion to Fix Hour of Adjournment: Such a motion shall be to set a definite time at which to adjourn and may be amended by unanimous vote. 7.5 Motion to Adjourn: Such a motion shall be in order at any time, except as follows: (a) When repeated without intervening business or discussion; (b) When made as an interruption of another Board Member while speaking; (c) When discussion has been ended and vote on the motion is pending; or (d) While a vote is being taken. A motion to adjourn "to another time" shall be debatable, but only as to the time to which the meeting is adjourned. 7.6 Motion to Table: Such a motion shall be used to temporarily bypass the subject and shall preclude all amendments or debate of the subject under consideration. If the motion prevails, the item may be "taken from the table" at any time prior to the end of the next regular meeting. 7.7 Motion to Limit Discussion: S:IPRCS1AdministrativelLibrary Board\Library Board folder from Admin Services&Agenda Staff Reports12 0 1 711 2-1 2-1 71Attachment LIBRARY 2017 Revised Rules of Procedure.docx 26 Library Board Rules of Procedure , 2017 Page 12 Such a motion shall be used to limit the time allowed each Board Member to speak to, or to appoint a time at which discussion shall close on, the question of the main motion and any previously made amendment to the main motion. If a motion to limit the time allowed each member to speak passes, no member shall thereafter speak more than two times to the question or longer than the time allowed at either time and no member shall speak the second time until every member choosing to speak has spoken. 7.8 Motion to Call the Question: Such a motion shall be used to close debate on, and further amendment to, the main motion. If the motion fails, debate shall be reopened; if the motion passes, a vote shall next be taken on any previously made amendments to the main motion and finally on the main motion. 7.9 Motion to Suspend the Rules: Such a motion shall be used to suspend these rules of procedure and shall include a statement of the purpose of the suspension. If the motion fails, the motion shall not be renewed for the same purpose at the same meeting, but it may be renewed for the same purpose at an adjourned meeting of that meeting. 7.10 Motion to Postpone to a Certain Time: Such a motion shall be amendable and debatable only as to propriety of postponement and time set. 7.11 Motion to Amend: Such a motion shall be debatable only as to the amendment. A motion to amend an amendment shall be in order, but a motion to amend an amendment to an amendment shall not be in order. An amendment modifying the intention of a motion shall be in order, but an amendment relating to a different matter shall not be in order. A substitute motion on the same subject shall be acceptable, and voted on before a vote on the amendment. Amendments shall be voted first, then the main motion as amended. 7.12 Motion for Reconsideration: Any Board Member who voted with the majority may move a reconsideration of any vote at the same meeting or request an agenda item on at the next regular meeting or request a special meeting called to be held prior to the next regular meeting to consider reconsideration of any vote. The agenda item shall appear on Presentation/ Action/Discussion as a two-part item, e.g.: S:\PRCS\AdministrativelLibrary Board\Library Board folder from Admin Services\Agenda Staff Reports120 1 711 2-1 2-1 71Attachment LIBRARY 2017 Revised Rules of Procedure.docx 27 iimommoommummionimor Library Board Rules of Procedure , 2017 Page 13 Consider Reconsideration of Reconsideration of vote on After a motion for reconsideration has once been acted upon, no other motion for a reconsideration thereof shall be made without unanimous consent of the Board. 8. VOTING 8.1 Restatement of the Motion: Upon the request of any Board Member, the Presiding Officer shall verbally restate each motion immediately prior to calling for the vote. 8.2 Voting Procedure: In acting upon every motion, the vote shall be taken by voice, roll call or any other method by which the vote of each Board Member present can be clearly ascertained. The vote on each motion shall then be entered in full upon the record. The order of voting shall be the maker of the motion, the second and then the remaining Board Members alphabetically, with the President called last. The Records Secretary shall call the names of all members seated when a roll call vote is ordered. Members shall respond 'aye', 'no' or 'abstain', provided that when a vote is collectively taken by voice or when a method of voting other than by voice or roll call is used, any Board Member not audibly and clearly responding 'no' or 'abstain' or otherwise registering an objection shall have his/her vote recorded as 'aye'. Following the vote, the Presiding Officer shall verbally announce whether the motion carried or was defeated. The Presiding Officer may also publicly state the effect of the vote for the benefit of the audience before proceeding to the next item of business. Any member may change his/her vote before the next item of business is called. 8.3 Voting: A roll call vote shall not be used for any item before the Board unless demanded by any Board Member. It shall not be in order for members to explain their vote during roll call. 8.4 Failure to Vote: Every Board Member should vote unless disqualified for cause. A Board Member who abstains from voting on an item because of being disqualified shall be considered as if absent. S:IPRCS1AdministrativelLibrary Board\Library Board folder from Admin Services\Agenda Staff Reports12 0 1 711 2-1 2-1 71Attachment LIBRARY 2017 Revised Rules of Procedure.docx 28 Library Board Rules of Procedure , 2017 Page 14 8.5 Tie Votes: When no Board Member abstains from voting, the motion shall be lost on a tie vote. Any member who abstains and is not considered absent shall be deemed to have acquiesced to the motion and the motion shall be passed on a tie vote. If a tie vote results at a time when less than all members of the Board are present, the matter shall automatically be continued to the agenda of the next regular meeting of the Board, unless otherwise ordered by the Board. 9. RECORD OF DECISIONS Routine business and administrative matters for Library Board are accomplished by "minute order" or "motion" (thereafter recorded by minute entry). Technically, both are equally as legally effective and binding; they just vary in the formality of respective memorialization. The "motion" or "minute order" is a Board action which is recorded simply by an item entry in the minutes of the meeting at which it was accomplished documenting consensus or vote, and no separate document is made to memorialize it. The Records Secretary is empowered by State law to furnish certified excerpts of the minutes in order to facilitate the administrative process to which a particular action pertains. 10. COMMUNICATIONS 10.1 Addressed to Board as a Whole: The Deputy City ManagerParks and Recreation Director or his/her designee is authorized to receive and open all written communications, including e-mails, addressed to the Board, as a whole, and give such communication immediate attention to the end that all administrative business referred to in said communications, and not necessarily requiring Board action, may be disposed of between Board meetings. The Deputy City ManagerParks and Recreation Director or his/her designee shall cause a copy of such communication to be sent to each Board Member. 10.2 All Other Written Communications: Any written communication, including e-mails, received at City Hall addressed to the President and/or an individual Board Member shall be opened by the Deputy City MaPagerParks and Recreation Director or his/her designee. A copy of such communication shall be provided to each of the other Board Members, unless such communication is personal and/or confidential and not related to the business of the City. Any Board Member who receives any written communication, including e-mails, on S:IPRCS\AdministrativelLibrary Board\Library Board folder from Admin Services\Agenda Staff Reports12017112-12-171Attachment LIBRARY 2017 Revised Rules of Procedure.docx 29 Library Board Rules of Procedure , 2017 Page 15 any subject related to the business of the City, whether or not received at City Hall, shall cause a copy to be provided to the Records Secretary who shall cause a copy of such communication to be sent to each of the other members and the Deputy City ManagerParks and Recreation Director. All outgoing Library Board Member correspondence will be copied to the Board reading file unless the Board is listed as receiving a copy, in which case each Board Member will be provided an individual copy. Any Board Member who generates any written communication related to the business of the City, other than at City Hall, shall cause a copy to be provided to the Records Secretary for distribution. Letters produced by city staff for Library Board Members will be created on official city letterhead, only. 10.3 Agenda Item Communications: Any such communication which relates to an item pending or to be brought before the Board and has been received prior to agenda distribution, shall be included in the agenda packet for the meeting at which such item is to be considered and shall become part of the public record for that item. If a Board Member generates an agenda item, the Board Member will prepare a brief, written explanation including action/recommendation to the full Board or provide direction to the Deputy -City ManagerParks and Recreation Director, or his/her designee for preparation of agenda report. All agenda staff reports will be provided to the full Board with the distribution of the agenda. Agenda item communications (including e-mails) received from the public after agenda distribution will be forwarded to the Board by the Records Secretary by e-mail or regular mail delivery up until the close of the business day prior to the Library Board meeting. The Library Board will be informed during the staff presentation at the Board meeting of agenda item communications received from the public, including a project applicant, on the day of the meeting. Regardless of the source, it will take a four-fifth's majority vote (four affirmative votes) of the Board to accept additional agenda material on the day of the Board meeting at which the item is to be considered. All materials distributed by any person during a public meeting related to the subject matter being discussed or considered will be made available for public inspection at the meeting if prepared by City staff or a member of the Board, or after the meeting, if the materials were prepared by some other person in accordance with Section 54957.5(b) of the Brown Act. To avoid a Ralph M. Brown Act violation, Library Board Members should not read or send e-mail or cellular telephone text messages during a Board meeting. S:\PRCS\AdministrativelLibrary Board\Library Board folder from Admin Services\Agenda Staff Reports12017112-12-171Attachment LIBRARY 2017 Revised Rules of Procedure.docx 30 Library Board Rules of Procedure , 2017 Page 16 Written communication for a Presentation/Action/Discussion agenda item presented at the meeting for reading will be acknowledged by the President or staff, but not read. The acknowledgment shall include a summary of general content and whether the communication includes opposition or support of an agenda item. Written communication relative to an agenda item, if presented prior to the close of the business day prior to the Board meeting, will be copied for the Board, applicant, and the public agenda binder. The public shall tender a written request to the Parks and Recreation Director, or his/her designee and/or the President regarding the placement on the agenda of any items. The Deputy City ManagerParks and Recreation Director and President or his/her designee will then determine the appropriateness of the requested item being placed on a future agenda. The Library Board or Board Member may be requested to meet, outside of the public meeting process, with an applicant, the applicant representative(s), proponents and opponents to a development application to discuss aspects of the development. While meeting with these representatives is at the discretion of the individual Board Member, disclosure of the meeting(s), and the effects upon the Board's review of the application is required at the beginning of any Board discussion of a Presentation/Action/Discussion agenda item pertaining to a development project application. The Board shall disclose the nature of the contact and what effect, if any, it had on he/she in the review of the development application. 10.4 Research: Any research requested by an individual Library Board Member that results in a written response from staff will be copied to all Library Board Members. This is not meant to include copies of documents already on file. 10.5 Attendance at City Council Meetings: The Library Board recognizes that there are circumstances where the City Council could benefit from the attendance of a Library Board Member at City Council meetings. When those circumstances arise, the Library Board will offer a spokesperson to attend a City Council meeting. The Library Board also recognizes that the City Council, or one of its members, may at any time request the presence of one or more Board Members to attend one of its meetings. When such a request is made, the Library Board will respond. 11. COMMITTEES S:IPRCS\AdministrativelLibrary Board\Library Board folder from Admin Services\Agenda Staff Reports120 1 711 2-1 2-1 71Attachment LIBRARY 2017 Revised Rules of Procedure.docx 31 Library Board Rules of Procedure , 2017 Page 17 Committees may be appointed by the President, as needed, with the approval of the majority of the members of the Board. 12. BOARD MEETINGS 12.1 Meeting Time and Schedule: The regular meetings of the Library Board shall begin at the hour of 6:00 p.m. on the second Tuesday of each month. The schedule for regular meetings will be determined by the Board at its first regular meeting in July of each year, with such determination to include the dates, time and place of such meetings as set forth in Chapter 2.70 of the Municipal Code. Should the need arise during the year, the Board may, by a majority vote, revise the regular meeting schedule, including dates, time and place of such meetings. 13. MINUTES: 13.1 Action Minutes: The Records Secretary shall be responsible for preparing action minutes to record all the actions of the Library Board (motions, votes, and consensus decisions) at regular and special meetings, and shall schedule the completed minutes on the Consent Calendar consistent with Section 2.11 of this resolution. The Library Board meeting action minutes shall include documentation for each agenda item, including but not limited to the following: Date, hour, and place of meeting; Identification of regular, adjourned regular or special meeting (and special meeting notice language); Names of Library Board Members and staff in attendance; Library Board announcements, requested future agenda items, and reports on meetings, conferences and training attended at City expense by Library Board Members; Agenda titles, staff recommendations and record of action taken (motions, votes, and consensus decisions); Name(s) of staff providing the verbal staff report and documentation of verbal and written corrections to the agenda report; Public speaker names, identification of support or opposition, and/or other brief S:\PRCS\AdministrativelLibrary Board\Library Board folder from Admin Services\Agenda Staff Reports12017112-12-171Attachment LIBRARY 2017 Revised Rules of Procedure.docx 32 Library Board Rules of Procedure , 2017 Page 18 summary of comments; Written statement card documentation, consistent with Section 2.10 of this resolution; Adjournment time; and President and Records Secretary designee signatures. Adopted, Month, Day, 2017. S:\PRCS\AdministrativelLibrary BoardlLibrary Board folder from Admin Services\Agenda Staff Reports12017112-12-171Attachment LIBRARY 2017 Revised Rules of Procedure.docx 33 • ITEM 9.A. CITY OF MOORPARK MOORPARK LIBRARY BOARD AGENDA REPORT TO: Moorpark Library Board FROM: Jessica Sandifer, Community Services Manager DATE: December 8, 2017 (Meeting of 12/12/17) SUBJECT: Consider the Library Quarterly Report for First Quarter Fiscal Year 2017-18 DISCUSSION Below is the quarterly report of happenings at the Moorpark City Library for the first quarter of Fiscal Year 2017-18. Library - Library Drop Boxes: In June the outside library drop boxes were damaged. City Staff replaced the outside drop boxes on August 22. The two damaged boxes were replaced with a single box that has a split bin for media and print materials. System Maintenance: The library's ILS system, Polaris, was down from September 18- 21 as the Palmdale Library was integrated into the Inland Library Network. During this time, patrons were unable to check their accounts, renew books, search the catalog, and check in items. In preparation for the system downtime, September 18-21 were added as closed dates to the system so no items were due during this period. Automatic Renewals: Beginning September 22, if a patron has items out that are eligible for auto-renewal, the items are renewed three days before the items are overdue. The new due (renewal) date for an automatically renewed item is calculated by taking the current due date and adding the full loan period. For example, if a book with a one week loan period is due back on the 10th, then it will be auto-renewed on the 7th and its new due date will be the 17th. An item is not eligible for automatic renewal if there is a hold request Ready to Code Grant: In August, ALA had a grant opportunity (funded by Google) for participation in a group of libraries that will develop a "ready to code" toolkit. Libraries would use the kits to develop coding programs for youth. The grant provides: financial support (up to $25,000), operational support, community of practice and national visibility. If selected, the Moorpark City Library will offer two, six week sessions of Moorpark Codes; one for children in grades 3-5 and one for tweens in grades 6-8. Sessions will take place once a week and last one and a half hours. Participants will work together to identify goals, use decomposition to breakdown each person's role in 34 Library Board December 12, 2017 Page 2 completing the goal, use pattern recognition to make predictions and anticipate problems, and use abstraction and algorithmic design to complete their tasks. Library Board: The Library Board met on July 11. Heather McGregor was nominated and selected as President and David Landry was nominated and selected as President Pro Tem. Agenda items included the presentation and discussion of the Quarterly Report for the fourth quarter of fiscal year 2016-2017, Cerritos Library Tour recap by Board members Rios and Landry, and a recap of the Serving with a Purpose Conference by Board member Rios. The Library Board also met on September 12 to consider the Library Allocation for fiscal year 2017-2018. Board member Landry asked the City Librarian, Christine Conwell, whether or not circulation trends point to increased use of online resources such as streaming. Ms. Conwell responded the library does not have the internet connection to support streaming and that DVDs continue to be one of the highest circulating collections in the library. The Board also approved the Summer Reading Club report. Friends of the Library: The Moorpark Friends of the Library held their 5th annual Clean Comedy Night at the High Streets Arts Center on Sunday, September 24. The Friends of the Library met on September 19 to discuss the upcoming Harry Potter Festival, Haunted High Street, and the Holiday PJ party. The Friends approved to purchase a Halloween inflatable not to exceed $200 for the Library to use at Haunted High Street. All Ages Special Events: 1. What If? Inventors. Performer with 4 learning stations: Monday, July 10 from 3- 4pm. Attendance: 50 2. Dinosaur Safari — Summer Reading Finale: Monday, July 31 from 3-4pm. Attendance: 65 3. Banned Book Week: Book in a Jar Contest. Week of September 25-30. Total entries: 41 4. Banned Book Craft: Wednesday, September 27 at 4pm. Total Attendance: 17 Children's Monthly Programs and Events: 1. Family Storytime: Wednesdays, 10:30-11 :15am. Total Attendance: 255 2. Preschool Learning Time: Wednesday, September 27 from 10:30-11:15am. Attendance: 45 3. Construction Club: Friday, September 1 from 1:30-3pm. Attendance: 16 4. Game Time: Friday, September 1 from 1:30-3pm. Attendance: 5 5. Kids Coding Club: Saturday, September 9 & 30 from 11-12pm_ Attendance: 21 Children's Summer Reading Programs: 1 . Design Club for Grades 3-5: Mondays, July 17 & 24 from 3-4pm. Total attendance: 43 2. Construction Club: Every Tuesday from 10:30am-12pm_ Total Attendance: 159 3. Preschool Learning Time: Every Wednesday from 10:30-11:15am. Total Attendance: 235 35 Library Board December 12, 2017 Page 3 4. PJ Storytime in the Parks: Thursdays, 6:30-7:15pm. Total Attendance: 270 5. Game Day: Fridays, all day. Total attendance: 132 6. Total Children's SRC Sign-ups for July: 103 Teen Monthly Programs and Events: 1. Teen Book Club: Monday, July 3 at 4:30pm. Total Attendance: 6 2. Teen Wii U Wednesday: Wednesdays from 4-6pm. Total Attendance: 22 3. Golden Grades Tutoring: Mondays and Tuesdays from 4-6pm. Attendance: 10 4. Teen Makerspace: Tuesday, September 12 at 4pm. Attendance: 20 5. Teen Volunteer Training, Grades 7-12: Twice a month. Total Attendance: 17 6. Teen Advisory Group: 1-2 Wednesdays a month at 5pm. Total Attendance: 43 7. 3D Printing Thursday: One Thursday a month at 4pm. Total Attendance: 27 8. Virtual Reality (Ages 13+): Twice a month beginning August 9. Total Attendance: 31 Teen Summer Reading Programs: 1 . Teen Tuesday. Three Tuesday in July at 3pm. Total Attendance: 21 2. Teen Game Day: Wednesdays from 3-5pm. Total Attendance: 26 3. Teen Zine: Two Thursdays in July at 3pm. Total Attendance: 19. Total submissions: 37 4. Summer Reading Club Finale: Tuesday, August 1 from 3-5pm. Total Attendance: 10 5. Back to School Beauty: Tuesday, August 15 from 4-6pm. Attendance: 25 6. Total Teen SRC Sign-ups for July: 24 Adult Monthly Programs and Events: 1. Pop! Trivia Night: Thursday July 13 at 6pm. Attendance: 7 2. Walking Tour of High Street with Mike Winters: Saturday, July 22 from 10am- 12pm. Attendance: 93 3. Book Club for Adults: Second Monday of each month at 6pm. Total Attendance: 27 4. Crafty Adults: Thursday, September 7 at 2pm. Attendance: 10 5. Adult 3D Printing: Monday, September 11 at 6pm. Attendance: 5 Outreach & Collaborations: 1. The Youth Services Librarian and a staff member participated in Flory Elementary Kindergarten Round Up on Friday, August 4. 2. The City Librarian attended the Chamber Breakfast on July 21. 3. The Moorpark City Library had a booth at this year's July 3rd celebration. Over 200 DIY necklace kits were given out to children. 4. In August, the Library applied for ALA's "Ready to Code" grant. Winners will be announced in October. 5. The Young Adult Librarian attended Summer @ Your Library Workshop on September 18 in preparation for next year's summer reading club. 6. In August, the Young Adult Librarian attended Panther Preview at Chaparral Middle School and spoke to parents about the benefits of a library card. 36 Library Board December 12, 2017 Page 4 7. In September, the Young Adult Librarian participated in the La Reina Volunteer Fair to encourage teens to get involved at the Library. LIBRARY STATISTICS -FISCAL YEAR 2017-2018 Part 1 Month Patron Circulation Cards Holds Overdrive Brainfuse Count Issued Placed Circulation Sessions July 9,318 10069 88 1,540 147 105 Aug 8,791 9284 164 1,378 136 72 Sept 7876 8227 147 1170 128 234 Oct Nov Dec Jan Feb Mar Apr May June YTD 25,985 27580 399 4,088 41 ' 411 Last FY 113,184 106,566 1.427 15,189 1943 1,288 YTD LIBRARY STATISTICS - FISCAL YEAR 2017-208 Part 2 #of #of Event Tour Public Volunteer Month Events Attendees Attendance Computer Volunteers Hours log-ins July 34 1488 0 834 39 199.75 Aug 27 912 0 1,063 38 124.75 Sept 37 536 3 1086 37 139 Oct Nov Dec Jan Feb Mar Apr May June YTD 98 2,936 2,983 11-1 464 Last FY 522 11,532 16 13,147 511 1.879 YTD 37 Library Board December 12, 2017 Page 5 STAFF RECOMMENDATION Receive and file the quarterly report for first quarter of Fiscal Year 2017-18. 38 ITEM 9.B. MINUTES OF THE LIBRARY BOARD REGULAR MEETING Moorpark, California September 12, 2017 A Regular Meeting of the Library Board of the City of Moorpark was held on July 11, 2017, in the Community Center of said City located at 799 Moorpark Avenue, Moorpark, California. 1. CALL TO ORDER: President McGregor called the meeting to order at 6:06 p.m. 2. PLEDGE OF ALLEGIANCE: Board Member Goble led the Pledge of Allegiance. 3. ROLL CALL: Board Member Goble, Board Member Rios, Board Member Sunseri, President Pro Tern Landry, and President McGregor 4. SPECIAL AGENDA ITEMS: None. 5. PUBLIC COMMENT: None. 6. REORDERING OF, AND ADDITIONS TO, THE AGENDA: (Items to be pulled from the Consent Calendar shall be identified under this section.) Staff pulled Item 9.B. from the Consent Calendar. 7. ANNOUNCEMENTS, FUTURE AGENDA ITEMS AND REPORTS ON MEETINGS/CONFERENCES ATTENDED BY THE BOARD MEMBERS: None. 8. PRESENTATIONS/ACTION/DISCUSSION: A. Consider Library Collections Allocation for FY 2017/2018. Staff Recommendation: Receive and file report. (Staff: Christine Conwell) Ms. Conwell gave the report. 39 Staff and Board discussed the Library Collection Allocation including differences between audio and e-books, children's collection, DVDs, e-resources, and how the allocation breakdown is achieved, and how resource use statistics figure into the allocation breakdown. Board Member Landry asked questions about the use of electronic resources and how they are used by patrons. Staff explained there is an uptick in uses of these resources in the summer, most likely coinciding with summer vacation use. The Board discussed information handed out by Board Member Landry relevant to per capita use of electronic resources. The Board also discussed use of social media sites to disseminate information about streaming and other library resources and events. MOTION: Board Member Goble moved and Board Member Sunseri seconded to approve staff recommendation. The motion carried by Unanimous Voice Vote. B. Consider Presentation on American Library Association Conference. Oral Report (Board Member Sunseri) Board Member Sunseri presented some information that she had learned at the American Library Association Conference relevant to Library Boards and how they can be effective and involved in the library. 9. CONSENT CALENDAR: MOTION: Board Member Goble motioned and Board Member Rios seconded to approve the Consent Calendar with the exception of Item 9.B. which was pulled for individual consideration. The motion carried by unanimous voice vote. A. Approval of Minutes from Library Board's Regular Meeting of July 11, 2017. Staff Recommendation: Approve the minutes as presented. Approved staff recommendation. B. Consider 2017 Summer Reading Club Report. Staff Recommendation: Receive and file report. MOTION: Board Member Landry motioned and Board Member Rios seconded to approve staff recommendation with correction to the staff report that there were 700 Summer Reading Club Sign-ups. The motion carried by Unanimous Voice Vote. 10. ADJOURNMENT: President McGregor adjourned the meeting at 6:40 p.m. Heather McGrego, President 40 ,- Respectfully submitted: Jessica Sandifer, Community Services Manager 41