LIBRARY AND LITERACY COMMISSION Tuesday, October 9, :30 p.m. LOCAL HISTORY ROOM PORTERVILLE PUBLIC LIBRARY AGENDA

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1 LIBRARY AND LITERACY COMMISSION Tuesday, October 9, :30 p.m. LOCAL HISTORY ROOM PORTERVILLE PUBLIC LIBRARY AGENDA I. CALL TO ORDER II. ROLL CALL Ellen Nichols, Chair (10/2012) Joe Moreno (10/2012) Allan Bailey (10/2012) Catherine E. May (10/2013) Rebecca Ybarra, Vice Chair (10/2013) Esther Figueroa (10/2012) III. ORAL/WRITTEN COMMUNICATIONS FROM PUBLIC All items not scheduled should be addressed to the Library and Literacy Commission at this time during Oral Communications. Anyone wishing to address the Library and Literacy Commission should state their name for the record. In order to proceed in a timely manner, please limit the duration of your comments to three (3) minutes. IV. REPORTS This is the time for the Library and Literacy Commissioners to report on advocacy activities. V. CONSENT CALENDAR Consent Calendar items are considered routine and informational in nature and will be enacted in one motion. There will be no separate discussion on these matters unless a request is made, in which event the item will be removed from the Consent Calendar. 1. Library and Literacy Commission Minutes from September 11, Monthly Highlights information only 3. Literacy Report information only 4. Chamber Ambassador Report information only 5. Update Tulare County Law Library proposal information only 6. Update Library Facility Planning Efforts information only 7. Update second floor renovation project information only 8. Announcements information only VI. SCHEDULED MATTERS 1. Leap Into Learning staff presentation American Library Association Conference presentation by Commissioners 3. Library and Literacy Commission Advocacy Opportunities discussion and action 4. Review MOU revisions discussion and action 5. Library and Literacy Commission Vacancies Update information only VII. COMMENTS FROM COMMISSIONERS The Commissioners opportunity to comment on any item or issue that is under the purview of the Library and Literacy Commission that is not on the agenda. 1

2 VIII. SCHEDULED ITEMS FOR FUTURE MEETINGS Agenda items for subsequent Commission meetings. IX. ADJOURNMENT - to the meeting of Tuesday, November 13, 2012 at 5:30pm In compliance with the Americans with Disabilities Act and the California Ralph M. Brown Act, if you need special assistance to participate in this meeting, or to be able to access this agenda and documents in the agenda packet, please contact the Office of City Clerk at (559) Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting and/or provision of an appropriate alternative format of the agenda and documents in the agenda packet. Materials related to an item on this Agenda submitted to the Library and Literacy Commission after distribution of the Agenda packet are available for public inspection during normal business hours at the Library, 41 West Thurman Avenue, Porterville, CA The mission of the Porterville Public Library is to be a visible learning center by providing literacy materials and services for all ages throughout our community for personal enrichment, the power of information, and the joy of reading. 2

3 1. Library and Literacy Commission Minutes September 11, 2012 LIBRARY AND LITERACY COMMISSION Tuesday, October 9, :30 p.m. CONSENT CALENDAR Call to Order: The meeting was called to order at 5:03 pm by Chair Nichols. Roll Call: Chair Nichols, Commissioner Bailey, Commissioner Ybarra, Commissioner Moreno, Commissioner May (5:26), and Commissioner Figueroa. Also Present: Donnie Moore, Parks and Leisure Services Director; Vikki Cervantes, City Librarian; Anthony Arellano, Library Supervisor. Oral/Written Communications from Public: At this time Chair Nichols read the letter of resignation from Commissioner Cortez. Reports: Commissioner Figueroa attended the City Council meeting where they read the Library Card Sign up Month proclamation. Chair Nichols attended First Friday Coffee. Consent Calendar: Commissioner Bailey motioned for approval. Commissioner Figueroa seconded and the motion passed. Scheduled Matters: 1. Library Facility Planning Efforts Next Steps. After discussion the Commission agreed that funding was the #1 priority with site selection as #2. Chair Nichols inquired about the Tulare County Grant Writing Workshop that had been mentioned in a previous meeting by Supervisor Ennis. Commissioner Figueroa motioned for staff to connect with City resources and bring back information, primarily about funding, and to produce a recommendation to forward to City Council. 2. Tulare County Law Library Proposal. Commissioner Ybarra motioned for staff to package support letters, draft an MOU, write a proposal, and to move forward with the next steps prepared around the November/December timeline, possibly January, forming an Ad Hoc Committee if necessary. 3. Review MOU for the Margaret J. Slattery Children s Library. Commissioners agreed that the document needed to by updated and clarified. The following recommendations were made: Remove #3 or amend time to read 8:00 am until 3:00 pm Remove #6 or amend by omitting the second sentence Remove #15 or amend by changing wording to reflect a shared cost of a monitoring system Remove #17 or amend to read PUSD instead of CITY or removal Staff was directed to move forward as discussed; incorporate the Summer M.O.U. information for equal access, draft the new MOU with changes, and bring it back to the Commission for review. 4. Library Mixer Update. Commissioner Ybarra motioned to postpone the Library Mixer to the Spring to coincide with National Library Week in April, with an Ad Hoc Committee formed in December. Commissioner May seconded and the motion passed American Library Association Conference. Commissioner Figueroa reported about the importance of bonding with the Friends of the Library group. She also shared handouts from ALA; Trustee Competencies, Basic Principles of Parliamentary Procedure, and The Role of Library Trustees. Commissioner May will give her report in October. 6. Library and Literacy Commission Advocacy Opportunities. Commissioner Figueroa recommended identifying commissioners to alternate representing the Library and Literacy Commission at City Council 3

4 meetings. Commissioner Ybarra suggested revisiting the matter in October. She also volunteered to be the representative for the September 18 City Council meeting. Commissioner Figueroa volunteered to be the alternate. Commissioner May reported that her availability would change after December 18. Chair Nichols volunteered to attend the Youth Commission meeting scheduled for the 24 th. 7. Annual California Library Association Conference. Commissioner May volunteered to attend the conference. Comments from Commissioners: None Scheduled Items for Future Meetings: Revisit Scheduled Matter #6 in October ALA report from Commissioner May Staff documents and MOUs as discussed Adjournment: The meeting was adjourned at 7:18 pm. 2. Monthly Highlights The month of September was Library Card Sign-up Your Library. Staff conducted a promotion for new patrons to sign up for a SMART CARD. New patrons who signed up for a library card were entered into a drawing. Prizes included a Nook Color, a Back to School kit with school supplies, and various gift cards. There were 286 library cards processed in the month of September. September 1, 2012, staff attended the Annual Porterville Firefighter s Chili Cook-off. Staff had an informational booth and a Spin and Win game for a chance to win various prizes, including books, CDs, and promotional book bags. There were 415 participants. September 9, 2012, the City Librarian gave a Library Presentation to the Parks & Leisure Commission. September 11, 2012, the Library had a Special Kick-Off Spanish Story Time event. Staff read Spanish stories, sang Spanish songs, and presented a craft for the children to create. Special guest Bobo the clown was on site. He entertained the audience by making balloon animals and doing face painting for the children. Refreshments were served. There were 235 participants. September 14, 2012, staff conducted two tours for the Kindergarten students from Summit Charter Academy. There were 50 participants. September 19, 2012, the Social Security Office staff made arrangements with the library to utilize the computer lab for online social security benefits enrollment. There were 8 participants. September 21, 2012, staff conducted two tours for the Kindergarten students from Summit Charter Academy. There were 50 participants. September 22, 2012, staff attended a Step-up event to promote library services. There were 80 participants. September 26, 2012 staff conducted two tours for the Kindergarten students from Buckley Elementary School. There were 50 participants. September 30 October 6, 2012, is Banned Books Week - Celebrating the Freedom to Read. Staff members have a variety of banned books displayed for viewing and for check out. 4

5 Staff conducted 1-Hour courses on the following Computer Topics: September 1: Introduction to EBay September 8: Introduction to Craigslist September15: Top 10 Websites September 22: Introduction to Facebook September 29: Introduction to Excel Boppy Times for Babies: parents and their babies get to play and bond together. There were 40 participants. Tuesday Morning Story Times: preschoolers enjoy singing, dancing, and books. There were 181 participants. Tuesday Evening Spanish Story Times: preschoolers enjoy Spanish stories, Spanish songs, and crafts. There were 257 participants. 3. Literacy Report Read to Succeed Stats: Tutors trained: 1 Learner assessments: 0 Tutor match: 3 Learners Achievement Corner Anthony Y. Anthony reached out to staff and made a proposal with his ideas for the Spooky Make- Over event. He conducted a make-up demonstration and trained staff. Anthony will assist staff with this event during National Teen Read Week. Blake Brawley Blake successfully passed his GED exam. He is currently enrolled at Porterville College. Blake is passing his classes with a B average. 4. Chamber Ambassador Report September 5, 2012, staff attended an Ambassadors luncheon at the Pizza Factory. September 7, 2012, staff attended First Friday Coffee at Galaxy 9. September 12, 2012, staff attended a Ribbon cutting for SETCO Republican Women Headquarters. September 21, 2012, staff attended a Ribbon cutting for Monache High School. September 28, 2012, staff attended a Ribbon cutting for Solavei. 5. Update Tulare County Law Library Proposal The Tulare County Law Library Board met on Monday, September 10. Law Library Director Anne Bernardo brought them up to speed on the conversation that took place with the Library and Literacy Commission on August 14. The Law Library Board did not have any recommendations to change the proposal according to Director Bernardo. The City Librarian will move forward in the development of the draft MOU. 6. Update Library Facility Planning Efforts The Parks and Leisure Director is coordinating the next steps to build a foundation of knowledge about site requirements with the City Planner, as well as, identifying the expert who would provide a presentation on funding evaluation steps. Staff anticipates that presentations will be scheduled before the end of the year. 7. Update second floor renovation project The Parks and Leisure Director is investigating the status of this project with the Engineering Department to explore the feasibility of accomplishing the project planning internally or to identify the need to complete the project through use of an outside vendor. 5

6 8. Announcements The Family Crisis Center has set up a mini-clothes line in the library for Domestic Violence Awareness month. The October mini-reading incentive program Scurry Up and Read for ages 3-12 is in progress. The Library is now a Wi-Fi hotspot with contracted services provided by OACYS. Teen Read Week is October staff has attached a flyer. National Friends of the Library Week is October Staff will have an informational booth on Sunday, October 28, at the 12 th Annual Health and Safety Fair, held at Veterans Park from 1-4pm. Staff will have an information booth and book giveaway at the Annual Project Homeless Event on Thursday, November 1, at the First Assembly of God Church. Through a partnership with the Kiwanis of Porterville, Vanessa Avila, M.A., the Site Supervisor for Autism Comprehensive Educational Services (ACES), will give a special presentation on Autism on Tuesday, November 7, from 5-7 pm. CITY COUNCIL City Council will have a place on their Tuesday, October 16, agenda for the Library & Literacy Commission to report. City Council will review the staff report for the Annual Food for Fines Campaign at their Tuesday, October 16, meeting. City Council will present a proclamation to the Friends of the Library in recognition of National Friends of the Library week October Staff anticipates that city council will consider request for appointments to the Library & Literacy Commission at their Tuesday, November 6, meeting. 1. Leap in to Learning SCHEDULED MATTERS Staff has created an early learning program that will utilize 20 leap pads. This new program will offer parents, caregivers, and their children the highest quality educational experience through LeapFrog learning apps and games that are designed by educational experts who create innovative, immersive experiences that keep kids challenged and inspired! From math and science to creativity and friendship, kids can explore hundreds of skills at just the right pace for them. The program launched on Monday, September 24. It is geared for preschool age children 3-5 years and will run every Monday evening from 6:30-7:30 pm in the community room. Staff would like to provide a brief demonstration for the Commission American Library Association Conference Commissioner May did not have an opportunity to report at the last meeting. Therefore, this item has been placed on the agenda at the request of the Commission. Commissioner May, Commissioner Figueroa, and three library staff attended the Annual American Library Association Conference in Anaheim, CA, June This item has been placed on the agenda to share information with the other members of the Commission who did not participate. 6

7 Staff recommends that topics of interest that align with the library s mission, vision, and advocacy efforts be programmed into the agenda calendar and/or set a special meeting if directed by Commission Chair Nichols. 3. Library and Literacy Commission Advocacy Opportunities At the request of Commission this item has been place on the agenda for further discussion and action. Commissioner Figueroa requested that this item come forward for discussion. At the October 2011 Library and Literacy Commission meeting, Commissioner Ybarra brought forward the desire to form a structured outreach program for the Commission. Staff provided a meeting schedule for 2012 that covered City Council, Parks and Leisure Commission, and Youth Commission meetings. At the time the schedule was released to the Commission the City Council had not incorporated Committee Reports into their agenda structure. Staff has revised the meeting schedule document that was shared with you last year, please see attachment. Staff recommends that the Commission review the revised schedule and come prepared to discuss their participation in advocacy efforts. 4. Review MOU revisions The Commission directed the City Librarian to make recommended revisions to the MOU between the City of Porterville and the Porterville Unified School District for the Shared Use of the Porterville Heritage Center Library and to incorporate additional modifications as outlined in the Equal Access MOU established temporarily this past summer. Staff would like to move this item forward by asking the Commission to review the revisions. If no significant alterations are made to the proposed draft staff would like to engage the City Council in discussion of proposed changes before officially approaching the PUSD. Staff believes a memo addressed to City Council from the Library and Literacy Commission for such consideration along with a copy of the adopted MOU from 2005 with recommended revisions will be sufficient before next steps can be achieved. Staff suggests that the Commission authorize the Chair or Vice-Chair to sign the memo, as to expedite the document. 5. Library and Literacy Commission Vacancies Update At their meeting on Tuesday, October 2, City Council directed the City Clerk s office to publicize recruitment for the vacant seat left by Commissioner Cortez s resignation and the expiration of terms of Commissioner Nichols, Commissioner Moreno, Commissioner Bailey, and Commissioner Figueroa. Staff has provided in your packet a request for appointment form for those Commissioners who wish to be considered for reappointment. In addition, staff has provided a copy of the Library and Literacy Commission Ordinance for the interested individuals you may know in the community who would like to serve. VII. VIII. IX. COMMENTS FROM COMMISSIONERS comments on any items or issues not on the agenda SCHEDULE ITEMS FOR FUTURE MEETINGS ADJOURNMENT Adjourn the meeting 7

8 Daily Schedule: Monday Campfire Night 5pm-8pm Tuesday Monster Makeup 5pm-8pm Wednesday Spooky Poster Contest 5pm-8pm Thursday Death Mask 5pm-8pm National Teen Read Week October 15th - 20th Ages Porterville City Library Friday Frankenstein T-shirt Reconstruction 3pm-6pm Saturday Party Your Brains out Monster Ball 7pm-11pm Porterville City Library 41 West Thurman Ave. Porterville, CA (559) library@ci.porterville.ca.us Facebook.com/PortervilleLibrary ATTENTION TEENS! join us in celebration OF Teen Read Week! THE LIBRARY HAS activities planned everyday of the week just for Teens! All Activities will include snacks and refreshments and some will include the chance to win prizes! Everything is free!!! 8

9 2012/2013 MEETING CITY COUNCIL P&L COMMISSION YOUTH COMMISSION SCHEDULES (TUES) (TH) (MON) JULY RD & 17TH 5TH N/A AUGUST TH & 21ST 2ND N/A SEPTEMBER TH & 18TH 6TH 10TH & 24TH OCTOBER ND & 16TH 4TH 8TH & 22ND NOVEMBER TH & 20TH 1ST 5TH & 26TH DECEMBER TH & 18TH 6TH 10TH JANUARY TH* 3RD* 14TH & 28TH FEBRUARY TH & 19TH* 7TH* 11TH & 25TH MARCH TH & 19* 7TH* 11TH & 25TH APRIL ND & 16TH* 4TH* 8TH & 22ND MAY TH & 21ST* 2ND* 13TH JUNE TH & 18TH* 6TH* N/A * UNOFFICIAL - Dates projected based on meeting patterns. CITY COUNCIL MEETS ON THE FIRST AND THIRD TUESDAYS OF EVERY MONTH. MEETINGS ARE HELD AT 6:30PM IN CITY HALL COUNCIL CHAMBERS. PARKS & LEISURE COMMISSION MEETINGS ARE HELD ON THE FIRST THURDAYS OF EVERY MONTH. MEETINGS ARE HELD AT 5:30PM IN CITY HALL COUNCIL CHAMBERS. YOUTH COMMISSION MEETINGS ARE HELD ON SCHEDULED MONDAYS DURING THE SCHOOL YEAR. MEETINGS ARE HELD AT 4PM IN CITY HALL COUNCIL CHAMBERS. 9

10 MEMORANDUM OF UNDERSTANDING BETWEEN CITY OF PORTERVILLE AND PORTERVILLE UNIFIED SCHOOL DISTRICT FOR THE SHARED USE OF THE PORTERVILLE HERITAGE CENTER LIBRARY This Memorandum of Understanding (MOU) is entered into between the City of Porterville (CITY) and the Porterville Unified School District (PUSD) for the joint use of the Porterville Heritage Center s (CENTER) library. A. PURPOSE The purpose of this MOU is to establish a formal working relationship between the parties to this agreement and to set forth the conditions that will govern this partnership. B. RESPONSIBILITIES 1. CITY shall retain ownership of the Porterville Heritage Center, including the joint use library and computer center, and parking area. 2. PUSD will have exclusive use of the computer center. PUSD will provide janitorial service and maintain all PUSD-owned equipment in the computer center. PUSD will provide chairs for the computer center. 3. PUSD shall have exclusive use of the library and computer center from 8:00 am until 3:00 pm, Monday through Friday, when Santa Fe Elementary School is in session. 4. CITY will have use of the library when school is not using the facility, until closing hours of the CENTER, Monday through Friday, when school is in session. 5. CITY will have exclusive use of the library on weekends and during non-school periods. Hours of use by the CITY during these periods shall be at the CITY S discretion. 6. From time to time, hours of library and computer center operation may be negotiated between the CITY and PUSD representative. 7. PUSD will keep the computer center locked when it is not in use. CITY will be provided a key in case of emergency. 8. PUSD will provide the library with Santa Fe Elementary School books, which shall be coded in such a manner that will allow checkout by the general public. 10

11 9. CITY shall maintain records of all transactions of PUSD library materials that are checked out through the common Integrated Library System (ILS) by City Library Cardholders. 10. CITY shall generate a report on an annual basis that accounts for any lost and/or damaged PUSD materials. 11. PUSD upon review of the lost and/or damage materials report will submit a request for reimbursement from the CITY for materials checked out by the general public, excluding PUSD students, and the CITY shall reimburse PUSD for said materials within 60 days of receipt of said request and verification of the reimbursement cost. 12. PUSD will provide bookshelves for PUSD book collections within the library and the CITY will provide bookshelves for CITY book collections within the library. 13. PUSD and CITY representative will agree upon style, quantity, and size of bookshelves, chairs, tables, study carousels, and other furnishings prior to purchases. PUSD will provide sufficient tables and chairs in the library for Santa Fe Elementary School students use. 14. PUSD and CITY representative will agree on the collection capacity of respective holdings and equipment, including furnishings, to accommodate ADA compliance, within the 2,240 square foot library. *As followed by general library standards. 15. The San Joaquin Valley Library System, or other system as determined by CITY, will be utilized for all collections. 16. CITY will train PUSD on the use of the San Joaquin Valley Library system, or other system determined by CITY for checkout of PUSD books to Santa Fe Elementary School Students and faculty. CITY training will include periodic checking of PUSD use of the system. 17. CITY will provide library cards for Santa Fe Elementary School students and credentialed faculty. PUSD will maintain student cards and will modify library card records when students are no longer enrolled at this campus. 18. Subject to funding availability, CITY and PUSD will share the cost of the installation of a monitoring system for the collections at a time when the library is accessible by the public. 19. CITY will be responsible for installation and maintenance of any Security System that may be installed at the CENTER. PUSD shall reimburse CITY for PUSD necessitated changes to security codes. PUSD will be responsible for installation and maintenance of any Fire Monitoring System that may be installed at the CENTER. 20. CITY will be responsible for janitorial maintenance of the library, excluding the computer media center. 11

12 C. TERM The term of this Agreement shall be for a period of twenty (20) years from the date of signing. This Agreement may be extended by mutual agreement of both parties. Any party may withdraw from this MOU by giving written notice of intent to withdraw at least 90 calendar days in advance of the effective withdrawal date and upon completion of any operational commitments. At the conclusion of this agreement, or at any time the agreement is cancelled or nullified all books, materials, equipment and related supplies shall revert to the party who originally contributed the item to the facility. D. MODIFICATION AND ASSIGNMENT This MOU may be modified at any time by written agreement of the parties. Written modifications shall require prior approval by the City Council and the Porterville Unified School District Board, unless authority for such modifications has been expressly delegate to other acting on their behalf. Assignment of responsibilities under this MOU by any of the parties shall be effective only upon prior written consent of the other party, which shall not be unreasonably withheld. E. INDEMNIFICATION PROVISION Each party agrees to indemnify, defend and hold harmless the other party and its respective officers, agents, and employees from any and all claims, actions, and losses accruing or resulting to any person who may be injured or damaged solely by the indemnifying party in its performance of this Agreement. This provision shall survive the term of the agreement. The individuals signing below have the authority to commit the party they represent to the terms of this MOU, and do so commit by signing. Signature of Authorized Official CITY OF PORTERVILLE NAME TITLE DATE Signature of Authorized Official PORTERVILLE UNIFIED SCHOOL DISTRICT NAME TITLE DATE 12

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