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Home My WebLink AboutMINUTES - 03141995 - I.O-06 TO: BOARD OF SUPERVISORS I .O.-6 5 L ..E.......; o� C; n a FROM: INTERNAL OPERATIONS COMMITTEE ` Costa •�l y ° County March 6, 1995 DATE: r�_YdiT+�1 SUBJECT: REPORT REGARDING VARIOUS ISSUES INVOLVING THE COUNTY LIBRARY SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . ACCEPT the performance review of the County Library as presented to our Committee and express the Board appreciation to the County Librarian and members of her staff for the excellent job they are doing and have been doing, particularly for the past three years, under very trying circumstances . 2 . APPROVE the Library Master Plan. 3 . REQUEST the County Librarian to report to the Board of Supervisors on a mechanism by which she can update the operational data in the Library Master Plan on a periodic basis so it will continue to be a useful document to the Board of Supervisors and others who want some background on the County Library. 4 . AGREE to extend the life of the Library Commission for two years, through March 14, 1997 . 5 . AGREE to add one seat to the Library Commission. for a designee from the Youth Commission. 6 . REQUEST the Contra Costa Mayors ' Conference to likewise agree to extend the life of the Library Commission for two years and agree to the addition of one seat for a designee from the Youth Commission and DIRECT the County Librarian to forward the Board' s request to the Mayors ' Conference, hopefully for action at their April 6, 1995 meeting. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURES) MARK T)PQAIjT NTFR 1! ,TTM RCl SFR$ ACTION OF BOARD ON March 14 , 1995 V APPROVED AS RECOMMENDED _X_ OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED MAR 14 1995 _Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR County Librarian BY ��-� r -�^-� DEPUTY I .O.-6 -2- 7 . AGREE to the formation of an Ad Hoc Task Force on the County Library, composed as follows : ❑ Three representatives from the Contra Costa Mayors ' Conference, to be appointed by the Mayors ' Conference. ❑ Two representatives from the Board of Supervisors . ❑ Two representatives from the Library Commission, to be appointed by the Library Commission. ❑ Two representatives from the general public, one of whom shall be a professional librarian and represent organized labor, to be appointed by the Board of Supervisors . One of the representatives from either the Library Commission or the general public shall, in addition, represent the unincorporated area of the County. 8 . REQUEST the Contra Costa Mayors ' Conference to agree to participate on an Ad Hoc Task Force on the County Library and DIRECT the County Librarian to forward the Board' s request to the Mayors ' Conference, hopefully for action at their April 6, 1995 meeting. 9 . SET generally as the charge to the Ad Hoc Task Force on the County Library the following: ❑ To examine the concerns of the cities regarding the governance and operation of the County Library and make appropriate recommendations to the City/County Relations Committee, Board of Supervisors and Mayors ' Conference. ❑ To explore any other issues regarding the County Library which are brought to the Task Force by any of its members and to make appropriate recommendations to the City/County Relations Committee, Board of Supervisors and Mayors ' Conference. ❑ To review work which has been done to date by staff and others on funding alternatives for the County Library and make recommendations to the City/County Relations Committee, Board of Supervisors and Mayors ' Conference. Among the alternatives which should be explored is the possibility of a benefit assessment to be imposed by the Board of Supervisors only following a majority "yes" vote on an advisory measure by the voters, understanding that the imposition of the benefit assessment in a city could be accomplished only in response to a request from the city council . 10 . REQUEST the Ad Hoc Task Force to report monthly to the Board of Supervisors and the Mayors ' Conference and at least once, but more often upon request, to the Library Commission. 11 . SET a sunset date for the Ad Hoc Task Force on the County Library one year from the date that all appointments to the Task Force have been made, unless the Board of Supervisors takes action to extend the life of the Task Force for a longer period of .time. 12 . REMOVE as referrals to the Internal Operations Committee the following: ❑ GOVERNANCE OPTIONS FOR THE COUNTY LIBRARY ❑ CONSIDER EXTENDING THE LIBRARY COMMISSION ❑ CONSIDER ADOPTING THE LIBRARY MASTER PLAN ❑ PERFORMANCE EVALUATION OF THE COUNTY LIBRARY I .O.-6 -3- BACKGROUND: There are four separate referral to our Committee having to do with the County Library. We are reporting on all of them at this time since they are each interrelated with the others . GOVERNANCE OPTIONS FOR THE COUNTY LIBRARY. This referral to the 1994 Internal Operations Committee originally came out of the Board' s discussion on February 15, 1994 setting March 1, 1994 for a Workshop on the County Library. This issue was also referred to the 1994 Finance Committee to review the financing options for the County Library. This item was referred to the 1995 Internal Operations Committee on December 20, 1994 . CONSIDER EXTENDING THE LIBRARY COMMISSION. The Library Commission was created in 1991 and sunsets March 14, 1995 . Its continuation requires positive action by the Board of Supervisors and the Contra Costa Mayors ' Conference. This issue was referred to the 1995 Internal Operations Committee on December 20, 1994 . CONSIDER ADOPTING THE LIBRARY MASTER PLAN. The Board of Supervisors originally considered the Library Master Plan in 1993, but was not prepared to adopt it because of concerns about how its implementation would be financed. Subsequent budget cuts in the Library have compounded these concerns . This item was referred to the 1995 Internal Operations Committee on January 10, 1995 . PERFORMANCE EVALUATION OF THE COUNTY LIBRARY. As a part of its evaluation of all County Departments, the County Library has submitted its performance report in the format requested by the County Administrator' s Office. On March 6, 1995, our Committee met with the County Librarian and members of her staff, members of the Library Commission and other interested citizens . The County Librarian, Anne Marie Gold, reviewed her performance report on the County Library, noting in particular the chart on page 9 of the attached performance report, which shows that in most areas of comparison with other libraries, our County Library compares positively, despite the fact that we have less than one half of the staff per capita of other libraries in California. This points to the high volume and quality of work performed by the staff in our County Library. Susanna Schlendorf, Chair of the Library Commission, presented the attached 1994 Annual Activity Report from the Commission. We also reviewed the attached memorandum from Ms . Gold commenting on the history and value of the Library Commission. Ms . Gold reviewed the Library Master Plan and some of the background which brought about its creation. We have attached to this report copies of Ms . Gold' s memorandum and the Executive Summary of the Master Plan. We are also separately providing a copy of the Master Plan to each of the other Board members . We are prepared to recommend approval of the Master Plan, although we also believe that much of the operational detail on budgets, expenditures and other comparative data needs to be updated periodically in order to remain useful . We discussed the need for additional funding for the County Library and some of the potential sources of revenue. It is clear that there is not going to be any General Fund money available for the Library in the near future. Additional State and Federal funds do not appear to be likely prospects . We continue to be impressed with the fact that more than 60% of the voters in 1994 supported a special tax for the Library, only a few percentage points short of the required 2/3 approval . I .O.-6 -4- We discussed the possibility of a benefit assessment which could be imposed by the Board of Supervisors in the unincorporated areas of the County and within the incorporated cities at the request of the city council . Supervisor DeSaulnier emphasized that it is essential before seriously considering a benefit assessment that the County consult and plan closely with the cities . Issues remain which need to be addressed before the Board of Supervisors should seriously consider a benefit assessment. We are aware that there has been a great deal of discussion between the County and the cities over the past two years about the operation of the County Library, the governance of the Library, the number of hours of service provided by the Library, the financing of the Library and ways to improve the operation of the Library. The members of the City/County Relations Committee have spent the majority of the past year on this subject. Unresolved issues remain between the cities have with the County. The Library Commission also has valuable input to offer on this subject, as do the labor unions . We are, therefore, recommending. the formation of an Ad Hoc Task Force on the County Library to identify and address each of these issues and provide recommendations to the Board of Supervisors, the Mayors ' Conference and the Library Commission. If we are to seriously consider a benefit assessment, we must have the cities solidly on our side and supporting the need for the assessment. We suggest that the composition of the Task Force and its narrow focus on the County Library may be able to serve as a forum for identifying and suggesting the resolution for many of the concerns which continue to be expressed about the County Library. Even though the Board of Supervisors may have the authority to impose a benefit assessment without a vote of the people, we believe that we should not even consider such a move without a separate advisory vote on whether the Board should impose such a benefit assessment. '6 CONTRA COSTA COUNTY LIBIZ..R, 1995 DEPARTMENT PERFORMANCE REPORT CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report 1. OVERVIEW The Contra Costa County Library serves the citizens of the County Library service area which encompasses all of the County with the exception of the incorporated boundaries of the City of Richmond, which operates its own municipal library. The department provides comprehensive public library services to all residents of the service area. The Department has four major program areas: Branch and Extension Services, Central Library Services, Support Services and Administrative Services. The County Library is operated under a non-General Fund budget unit using restricted revenues. Although the County Library is a non-mandited service.it is funded.primarily with property tax revenues that are.restricted solely for the support of the library; as a result the services are non-discretionary. However, the specific break-down of services provided by the library,'are discretionary. Additional revenue sources include state and federal grants, fines and fees, and contracts for extended services. The FY 1994/95 adopted budget and staff for the department is distributed in the following manner: Prggjarn Expenditures .:% Staff Branch & Extension Services $4;535,500 54% 59.8 Central Library Services $1,624,050�:- 21.5 Support Services $861,500 10% 12.0 Administrative Services $1,397,200 .17% 9.5 TOTAL $8,418,250 102.8 Net County Cost $0 Branch and Extension Services The County Library provides the majority of its public services through, its network of 18 branches, 3 outlets and various outreach'services including two detention facility libraries and a Homework Help Center at the Riverview Middle School in Bay Point. The basic range of services includes access to adult, young adult and children's print, non-print and electronic materials for circulation and reference work, public interest programming including pre-school and toddler story hours and additional information and outreach services tailored to the needs of each community. There is no mandated level or breakdown of service. Central Library Services The Central Library in Pleasant Hill provides in-library services to primarily Central County residents and supports the provision of public services throughout the branch system. The Central Library has a 250,000 volume Page 1 CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report collection and provides in depth telephone and in-person reference services. The Central Library has the largest collection and staff of all public service operations and, as such, serves as a resource for all branch operations, including referral of reference questions and maintenance of a toll-free information number accessible to all County residents. In addition, Project Second Chance, the library's adult literacy program, is part of Central Library Services. There is no mandated level or breakdown of service. Support Services Support Services provides technical support functions for the public service divisions of the library including selection and acquisition of library materials, cataloging and data base maintenance, automation services,and interlibrary loan services. Although there is no mandated level or breakdown of service the level of service is in direct correlation to the level of public service. Administrative Services - Administrative Services provides operational direction and budgetary control for the department and develops and implements policies and procedures. It also provides courier and stock room services, as well as graphic design services, to all public service operations. It also provides staff support to the County Library Commission. Although there is no mandated level or breakdown of service.the---. level of service is in direct correlation to the level of public and support service.= •--- -= : - 2. RESOURCES The County Library accomplishes its work through County funded and staffed programs. The department does not contract out any of its work t6cominunity- based programs,although increasingly the department works in partnership with other community organizations, such asthe schools and cities. Automation and new information technologies play a very important role in the library and one that will increase significantly in the future. The department has a staff with long tenure and a higher than Countywide average sick leave usage rate of 73%. However, the rate has been reduced by 7%over the prior year. Because of recent staff layoffs, it has been increasingly difficult to address affirmative action needs. BRANCH AND EXTENSION SERVICES Automation All library public service operations utilize the department's CLSI circulation control system which provides automated access to inventory control for the materials collections. In addition, all branches have the "card catalog" on a CD-Rom product from Autographics Corporation entitled Impact. The Impact catalog provides users with expanded author, title, subject and word search capabilities in a CD-Rom database that Page 2 CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report encompasses all of the holdings of County Library. Six branches - Antioch, Clayton, Concord, San Ramon, Walnut Creek, and Ygnacio Valley- have also introduced patron self-check machines which allow patrons to check out their own materials and are linked to automated theft detection systems. Seven branches - Antioch, Concord, Orinda, San Ramon, El Cerrito, Walnut Creek, Pinole - have recently introduced public Internet access via PC and modem connections. One branch - Pinole -has public access Macintosh computers available. All branches are connected via a fax network. Five branches-Antioch,Clayton,Pinole,Orinda and San Ramon-provide access to CD-Rom periodical and newspaper indexes as well as full-text databases. Two branches - El Sobrante and Pittsburg-have CD-Rom encyclopedias. Three branches-Orinda,Moraga. and Lafayette - will be installing CD-Rom tower networks for access to CD-Rom databases. Financial Resources Branch library services are funded primarily through the, departments,dedicated share . of the property tax. Overdue fines and associated fees provide some additional revenues. Contracts with other governmental entities for services, such as with the Sheriffs Department for detention facility library services and cities for extended hours of service, provide an increasing source of revenue. Gross Expenditures $4,535,500 Library Property Taxes 82.8% $3,756,750 Fees 6.7% $302,000 Overdue fines State 2.8% $127,400 Public Library Fund Intergovernmental 6.9% $314,750 Sheriff, cities Other .8% $34,600 Net County Cost $0 Personnel Resources There are 59.8 FTE positions in Branch and Extension Services funded by County funds. In addition there are 37 Library Aide/Library Student Assistant/Senior Aide positions, which are temporary hourly paid positions which are not included in the FTE count. There are additional positions funded with city funds that are not included in the FTE count. 1 FTE Deputy County Librarian - Branch & Extension Services (administrator) 9 FIE Senior Branch Librarian (professional) 15 FTE Librarian (professional) 2 FTE Library Assistant H (paraprofessional) 15.3 FTE Library Assistant I (paraprofessional) 17.5 Library Clerk I/H (clerical) Page 3 • s CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report The following describes the staff by affirmative action category: Male Female Total White 6 54 60 African American 3 3 Hispanic 3 3 Asian 4 4 Filipino 1 1 2 TOTAL 7 65 72 CENTRAL LIBRARY SERVICES Automation The Central Library also employs the same CLSI automated circulation system for= materials inventory control that the branches use, as well as the same Impact CD-Rosi catalog. There is one patron self-check station linked to an automated theft detection system at the Central Library, which now accounts for 20% of the Central.Library circulation. The Central Library is linked to all other operations in the fax network..::.: There is also public access to the Internet via a PC and modem. The Central Library also provides on-line search services to major database vendors such as Dialog and OCLC. There are also a variety of CD-Rom reference products available to the public, including Grolier's Encyclopedia, government documents, telephone books, . and periodical and newspaper indexes and full-text databases. In addition, the Central Library and key staff are linked to the library's Local Area Network which provides ' access to Support and Administrative Services for office automation functions. _ Financial Resources Central Library services are funded primarily through the department's dedicated share of the property tax. Overdue fines and associated fees provide some additional revenues. Project Second Chance funding is comprised of a combination of local revenues and state grant funds. Page 4 CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report Gross Expenditures $1,624,050 Library Property Taxes 93.1% $1,512,150 Fees 4.5% $73,000 Overdue fines State 1.9% $30,600 Public Library Fund/PSC Other .5% $8,300 Net County Cost $0 Personnel Resources There are 21.5 positions in Central Library Services. In addition, there are 16 Library 'Aide/Library Student Assistant/Senior Aide positions,which are temporary hourly paid positions, not included in the FTE count. 1 FTE Deputy County Librarian - Central and Support Services (administrator) 1 FTE Library Adult Services Manager (manager) 1 FIE Library Literacy Director-Project (manager) 1 FTE Library Circulation Supervisor (manager) 4 FTE Library Specialist (professional) 5 FTE Librarian ( professional) 1 FTE Library Assistant II (paraprofessional) 1 FIE Library Assistant I (paraprofessional) 5 FIE Library Clerk.I/111 (clerical) 1 FTE Intermediate Typist Clerk - Project (clerical) .5 FTE Clerk-Experienced Level (clerical) The following describes the staff by affirmative action category: Male Female Total White 1 21 22 African American Hispanic Asian 1 1 2 Filipino TOTAL 2 22 24 Page 5 CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report SUPPORT SERVICES Automation Support Services provides technical services for all other sections of the department. The Automation Division provides support for the CLSI circulation control system which consists of a central site CPU and 96 terminals linked by a county-wide telecommunications network to 23 locations,a 20 terminal IBM OS/2 version 2.0 Token- Ring Local Area Network for office automation, the Impact CD-Rom catalog which is mounted on 125 PCs throughout the County, 8 Internet PC -workstations, and an automated voice response system based substitute staff finder. The Cataloging and Acquisitons divisions perform all library cataloging using a computer link to 2 bibliographic utilities,0CLC and Agile,as well as computerized acquisitions searching using a CD-Rom product. Interlibrary loan services are provided by linkage to a computerized bibliographic utility. The division also provides staff training and support for all software utilized by the various systems. Financial-Resources Support Services are funded entirely through the department's dedicated share of the- property tax. Gross Expenditures $861,500 Library Property Taxes 100% $861,500 Net County Cost $0 Personnel Resources There are 12 FTE positions in Support Services. In addition, there are 2 Library Aide/Library Student Assistant/Senior Aide positions,which are temporary hourly paid positions, not included in the FIE count. 1 FTE Library Automated Systems and Technical Services Manager (manager) 1 FIE Library Collection Development Manager (manager) 1 FTE Head Cataloger (manager) 1 FIE Library Assistant H (paraprofessional) 2 FIE Library Clerk I/II 1 FTE Departmental Computer Systems Tedu-ddan (technical) 1 FTE Library Automation Training Specialist (paraprofessional) 1 Clerk-Senior Level (clerical) 3 Clerk-Experienced Level (clerical) Page 6 CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report The following describes the staff by affirmative action category: Male Female Total White 1 8 9 African American 2 2 Hispanic Asian 1 1 Filipino TOTAL 1 11 12 ADMINISTRATIVE SERVICES Automation All administrative staff are linked to the Local Area Network and most of the work of the division is accomplished through the use of office automation resources. In addition, . key staff have links to the County's TAO e-mail system, budget prep system and the Internet. Financial Resources Administrative Services are funded entirely through the department's dedicated share of the property tax. Gross Expenditures $1,397,200 Library Property Taxes 100% $1,397,200 Net County Cost $0 Personnel Resources There are 9.5 FTE positions in Administrative Services. 1 FTE County Librarian (administrator) 1 FTE Assistant County Librarian (administrator) 1 FTE Administrative Services Officer (administrator) 1 Executive Secretary (manager) .5 Administrative Services Assistant H (manager) Page 7 CONTRA COSTA COUNTY LIBRARY 1 Y i Internal Operations Committee 1995 Department Performance Report 1 Clerical Supervisor (clerical) .5 Graphic Artist (technical) 1 Clerk-Senior Level (clerical) 2 Driver-Clerk (clerical) .5 Clerk-Experienced Level (clerical) The following describes the staff by affirmative action category: Male Female Total White 1 5 6 African American Hispanic 1 1 Asian Filipino TOTAL 3 6 9 3. CLIENT PROFILE The County Library serves 776,000 residents of_the County,of whom 431,911 have library cards. Library users number more than just card holders as a result of patrons who primarily utilize reference,services. either in person or over the telephone. Over 2.8 million patron visits are made to the library annually and nearly 500,000 reference questions are answered. The libraries are open over 35,000 hours annually and circulate over 3.6 million items. Nearly.20% ofthe the circulation is at the Central Library. There are over 2,000 public programs offered annually attended by nearly 55,000 patrons. The County Library participates mi universal borrowing allowing all residents of California access to its services. There are no eligibility requirements for service and because of patron i confidentiality laws,no client profile data is available,other than geographic user data. The County Library provides its basic services free of charge to all users. 4. PERFORMANCE INDICATORS) OUTCOMES OBJECTIVE Provide all Contra Costa residents with equitable access to public library services, including well-trained staff, acessible facilities and up-to date collections. Page 8 CONTRA COSTA COUNTY LIBRARY ! ' Internal Operations Committee 1995 Department Performance Report Performance Indicators: The California State Library annually publishes a summary of statewide library, data that encompasses a variety of areas. The report is generally available in January/February of each year and includes data based on the prior fiscal year. Key performance indicators that are considered important by the public relate to the open hours of the library, staff availability and new materials purchased. In FY 1993/94 these key performance indicators were as follows: All public libraries in California public Contra Costa County California libraries serving similar Library. size populations Hours open per capita .05 .04 .05 Population served per 3,445 3,960 7,080 -- staff member Materials expenditure 1.66 1.31 92 ` per capita _ -_-- - Circulation per capita 4.5 3.9 4.6 Reference questions 1.29 1.37 0.63 per capita _... Circulation per hour 81 84 101 - open .- % of population that 50.8% 45.7% 55.6% x are registered - borrowers Outcomes: While it is clear that there have been significant degradations in public service as a result of diminished funding, other indicators would show that the County,. Library is an extremely cost-effective service provider. s - The hours open per capita are at the statewide average, as is the circulation per capita. The percentage of registered borrowers is higher than the statewide average. An extremely efficient library staff is able to provide these services as statewide the average number of residents served by a staff member is nearly double the local number, and the circulation per hour open is 25% higher than the statewide number. However, the amount of money that is spent on acquiring new materials is 45% below the statewide average and the number of reference questions answered per capita is 52% below the statewide average. Page 9 CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report OBJECTIVE Provide all Contra Costa residents with the benefits from the latest methods of information access by incorporating new technologies into the library service program. Performance Indicators: New information technologies enhance staff efficiencies and patron access. Over the past two years, library technology has been enhanced-as follows: 1. Installation of a 24 station fax network for resource sharing,funded by the Productivity Investment Fund 2. Installation of an automated computer voice resp onse system Substitute Finder to schedule substitute staff, funded by the Productivity Investment Fund' 3. Installation of 6 patron self-i::hecksystemsto allow patrons to check out their own books 4. Installation of 8 public access In'temetWorks;tz,a�t-i'o� .m–"which allow the �,-- public to access the Internet free.of charge, fancied by a federal grant 5. Installation of a toll-free telephone reference number that residents throughout the County can- 1 't 1" . :use,-._q--gaccesstoinformation 6. Installation of voice mail systems,a Wjocations to provide 24hour a day information to the pu.ljc about services 7. Installation of CD-Rom reference 0 a-6iijocati C :iNv ons-that, provide access to index andjulij ation' resources:. Outcomes: W-4 :2Over 20,000 questions were answeredviA the -tQ, -ii. P one reference ce number. 20% of the circulation at the Central LibraryJsi one on,the patron self- check machine. All staff substitute scheduling is--Mow;done'.ria the,Subs tit4te, Finder, freeing up a half-time clerical position. Over,1j7Q0-taxeswere sent by the library, including nearly 1,500 among library braricheszsand the Central Library sharing information resources and 126 directly tode requested. information. 80 faxes were received from other response =to information requests. OBJECTIVE Provide local library service keyed to the needs- of.specific communities and resulting in enhanced community support and funding. Performance Indicators: As a result of the funding reductions suffered by the library, city a I nd community specific financial support has been key over the past year. In addition, as opportunities for new service programs arise they should be tied to the specific needs of each community. Page 10 CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report Outcomes: In FY 1993/94 over $738,000 was contributed from cities and community groups for enhanced library services which provided over 4,300 hours of library service. Initially Keller Canyon mitigation funds and then federal funding was made available to start up library service in Bay Point. A new Homework Help Center was started in conjunction with the Mt. Diablo Unified School District which provides after school and weekend library service out of the Riverview Middle School in Bay Point. 5. CHALLENGES The County Library has undergone an immense change over the past two years. As a result of state budget cuts, the department suffered a loss'of nearly. $3 million in FY 1993/94, which represented approximately 30% Of its budget..�--M a result, branch operating hours..were reduced by 30% and Central tibia'ri operating hours were reduced by 20%. Branches are now funded by the County: : , to be open 5 days a week over 29 hours. The Central Library is now ib*' hours per week over 6 days. 30% of the library staff were subject to layoff.; .m library materials budget was reduced by 50% over two years. However,"while hours and services were reduced, public usage of the libraries was.micrea's' with circulation per hour increasing by over 9%. As a result of these drastic cutbacks, many of the,cities and-communities seryed,�4 by the County Library chose to fund.additional hours,of service. In the pi66iif.-... .......... and immediately prior fiscal years.approximately $700,000-was.raised annually-, in additional city and community funding to supplement' library se-' . However, as a result, many of the cities which chose to provide funding also began a dialogue with the County about operational efficiencies and funding---.1 priorities. Two areas of concern focused on union work rules and the use of volunteers. In addition, as result of the increasing partnership in funding library services, the cities have also discussed the possibilities of joint governance. Absent any resolution to these issues, some cities have actively begun to look at,::-.' the possibility of withdrawing from the County Library system and establishing independent municipal libraries. In November 1994 a$15 per year parcel tax to enhance library revenues failed at. the polls with a 61% vote. While at the same time that the County Library has been undergoing significant, fiscal and operational downsizing, the world of information technology has exploded,offering exciting new vistas for libraries. The challenge for any library is to make appropriate strategic decisions about resource allocation and product development and acquisition that will enable it to re-position itself as the information provider of choice to its local community. As part of its Page 11 CONTRA COSTA COUNTY LIBRARY Internal Operations Committee 1995 Department Performance Report implementation of new information technologies, the library will also have to review and develop new policies relating to fee based services to determine which services it will continue to offer for free versus those for which a fee will be charged. 6. THE FUTURE 1995 will be a critical year for the County Library. No major change - either positive or negative - in funding is expected so that the operational level Will likely remain stable. The new Clayton branch will open in early March. The department is currently engaged in reviewing vendor proposals for a new integrated automation system which will enable it to provide the latest in information technologies. Installation of the system is expected in itielatter:half of the year. The County and cities will be engaging in joint discussions regarding library 'funding and governance via a newly-formed-Library TaskForce. _.Innovative approaches to these issues will be explored such as-the neWly.formed,Santa Clara County library JPA which includes a voter-approved benefit.assessment. If the jurisdictions are unable to arrive at a mutually.agreeable'solution to'-:the-futureI I I provision of library services it is likely that cities may pursue.the introduction o£ state legislation to allow them to withdraw. frornL.ffie.CounV-Lbra M the ta le County required to return to them the library,_property'tax,-revenues�.-generated within their jurisdiction. Such a withdrawal'-by,, Major cities would cause the County to significantly reassess its 'operational objectives Library: County An end result could be that the County Library consisted only .of the revenues from the unincorporated areas with resulting service operations in those areas. 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H + r• Oro �,�tt r• ry rA Cl) o tom' �C n cn rn tri a O 7� pq C 6 r 4 4 DQ G Od C� O r r � oxo 400 cna � z5 Zz y i CL C � � C � z x r7l r - En -1 O o c N. ° co -s y x ° t7 a tzs Y C/) Z 4 M � d tri N c CD C EF 6 b 0 w i � a GO rj y v tzr tr r a r y PO* LA � I n � n � O P17 cz O 5' W' Y a a x a 0 Cq C � 00 CONTRA COSTA COUNTY LIBRARY COMMISSION > 1994 ANNUAL ACTIVITY REPORT The Library Commission continued to operate this year according to founding purposes set by the Board of Supervisors. These included the charge to serve in an advisory capacity to the Board and County Librarian; to provide a community linkage to the County Library; to serve as a forum for the public to express its views on library services and needs; and to assist the County Librarian and Board to provide services and explore and pursue funding to support these services. In the beginning of the year the Commission concentrated on soliciting information from a variety of sources on possible changes in the governance and funding structures for the library. As a part of this process, the Commission heard advice and testimony from several members of the Public Managers Association, Supervisor Bishop, and Henry Clarke, Business Manager, Local One, as well as members of the general public, who presented their perspective on issues affecting Library services county-wide. Commissioners also participated in Board Workshops in March and July, providing direct advice and input into Board formulation of library policy. In the latter part of the year, members advised the Board of Supervisors on the need for Measure B, the Library parcel tax, and endorsed it as a commission. Individual commissioners advocated in their cities for the tax (which resulted in several cities endorsing the measure), and contributed many hours of volunteer work and support to the campaign for this measure. Despite the failure of Measure B to gain a 2/3 majority for passage, the Commission has been encouraged by the strong show of public support for libraries as an important community resource. On an individual basis, Commission members continued through the year to support the application of the Library for additional funds. One such successful application was for the installation of Internet access in several library branches. Commissioners advocated on behalf of the Library system with their individual city governments and other appointing authorities throughout the year. Early in the year, a survey was taken of commissioners' community involvement beyond their employment and service on the Library Commission so that better use could be made of commissioners' collective community networks beyond their appointment agencies. Throughout its existence, the Commission has had to contend with continuing reduction of resources, not improvements; but this year, as in the past, the Commission continued its role as a listening post on the community and guide for responding to this continuing deprivation. The Commission this year has continued its service as a body of active volunteers, aware of and representing a variety of municipal and other constituencies but bound by a common commitment to providing a quality free library system for all residents of the county, and subordinating to this common purpose geographic and organizational differences, wherever possible. i Acomm issioMann rep.94 CONTRA COSTA COUNTY LIBRARY INTER-OFFICE MEMO DATE: February 22, 1995 TO: Internal Operations Committee FROM: Anne Marie Gold, County Librarian SUBJECT: Extending the Life of the County Library Commission RECOMMENDATION Extend the life of the County Library Commission for two years from March 15, 1995, to March 15, 1997. BACKGROUND On March 12, 1991 the Contra Costa County Board of Supervisors initially established. the Contra Costa County Library Commission for a two year term from March 15, 1991 through March 14, 1993. Attached is the Board order from the March 12, 1991 meeting establishing the Commission and outlining its purposes and duties. Contained within the original March 15, 1991 Board order creating the Commission is the process whereby the Library Commission can be continued for additional periods of time: "...the Commission ...may be continued for additional periods of time,with the approval of the Mayors's Conference and the Board of Supervisors." On February 23, 1993 the Board of Supervisors reauthorized the continuation of the Library Commission for a one year term to March 14, 1994. At the same time the Mayor's Conference approved the continuation of the Library Commission for a two year term until March 14, 1995. On January 25, 1994 the Board of Supervisors extended the life of the County Library Commission for one year until March 14, 1995. At its meeting in December 1994 the County Library Commission recommended that the life of the Commission be extended for two years. Subsequent to any action of the Board of Supervisors to extend the life of the Library Commission, the Mayor's Conference will be asked to approve the extension at their April 1995 meeting. The County Library Commission has continued to be an invaluable linkage to the cities and communities served by the County Library, particularly so over this past year as the library and the County and cities have grappled with the complex issues relating to funding and governance of the library. As the library continues to address the need to reorganize its operations in view of continuing budgetary reductions, the input of the Library Commission will continue to be crucial to insure a service program that reflects community specific needs. cAj\amg\reauth95 1 r TO: BOARD OF SUPERVISORS Contra FROM: INTERNAL OPERATIONS COMMITTEE C�QSt ( G March 7, 1991 ounty DATE: COMPOSITION OF PROPOSED COUNnVIDE LIBRM COMMISSION SUBJECT: .- SPECIFIC REOUEST(S)OR RECOMMENDATIONS)t SACKOROUNO AMO JUSTIFICATION RECOMMENDATIONS: 1. Establish a Library Commission of either 26 or 27 members, as follows: 17 representatives, one from each of the 17 cities (towns) in the County other than the City of Richmond, to be appointed by the City (Town) Council and to be other than a member of the city council. 1 representative from the City of Richmond, if they wish to participate on the Commission, to be appointed by the Richmond City Council and to be other than a member of the city council. S representatives of the County, one appointed by each member of the Board of Supervisors, other than a member of the Board of Supervisors. 4 special representatives of the following: Superintendent of Schools Contra Costa Central-Labor Council Contra Costa Council Alliance for Better Libraries CONTINUED ON ATTACHMENf-S S SIGNATURE: RECOMMENOATION OF UN I ATOR _RECOI4MENOATIONOF BOARO COMWITTEE APPROVE l� SICyATURE S I ...ODER SJWNE MCPEA.K ACTION OF 80AROcKMarch IZ, 1991 ✓►ROVED AS RECOMMENOEO X OTHER__ 1-r R(EY C(R':r•TNA,TNI{13 A TRUE —_'JN ANI u.O JS(ABSCr+T 1' ASO CORRECT CO-OF AN ACTION TAKEN "Es HOES: AND ENTERED ON,S+(MINUTES OF THE EOARO 2. Establish a Library Commission Steering Committee of ten (10) members, each of whom is to be drawn from the membership of the Commission and be selected as. follows: 5 representatives of the cities, one representing the cities in each supervisorial district, to be selected by the city representatives on the Commission -1 rom that supervisorial district, in the absence of any other selection process having been identified. 3 representatives from the County, selected by the five, County representatives on the Commission. 1 of the four special representatives, selected by: the four special representatives. The Chair of the commission; serving ex officio during. such . time as he or she continues to be the. Chair of the Commission. 3. Determine that when a vacancy occurs on either the Commission or the Steering Committee, the appointing organization should fill the vacancy. 4. Authorize the Commission to elect its own Chair, who will also serve as Chair of the Steering Committee. 5. Consistent with the policy of the Board of Supervisors on open government, the Library Commission should govern itself consistent with the Board's policy on conflict of interest and the provisions of the Ralph M. Brown Act, as other advisory bodies have been advised by the County Counsel. 6. Establish the Commission and Steering Committee for a two year period commencing March 15, 1991 and ending March 14, 1993, except that the Commission and Steering Committee may be continued for additional periods of time, with the approval of the Mayors' Conference and the Board of Supervisors. 7. For purposes of voting at Commission meetings, direct the four special representatives to draw lots such that two of the special representatives are associated with the city representatives for voting purposes and the other two are associated with the County representatives for voting purposes. 8. Direct that the work of the Commission proceed by consensus Whenever there is no objection from a member to proceeding in this manner. On any matter where any member requests -a recorded vote on a matter, approval of the matter shall require a majority vote by the city representatives and the special representatives associated with them and a majority vote by the County representatives and the special representatives associated with them. ,(For example, on a 26 member Commission with all members present, approval of an item would require at least 10 "aye" votes from the 19 city representatives and four "aye" votes from the 7 county representatives. ) 9. In addition to the purpose and duties outlined below, charge the Commission to meet at least quarterly, to review and ratify actions of the Steering committee, to discuss and vote on major policy issues, to be - involved in providing local input for the County Library Needs Assessment and Master Plan, and to give particular attention to the duties outlined under Recommendation 02 A and B below. I establishing stable and adequate funding for each level. Report their findings to the Board of Supervisors and County Librarian along with their recommendations for actions which may be necessary to achieve the levels of service desired. G. To perform such other tasks and undertake such other assignments as may, from time- to time, be referred to them by the Board of Supervisors or County Librarian. H. To provide reports to the Board of Supervisors and County Librarian when the Commission deems such reports to be timely and appropriate. I. The Library Commission. . is . specifically prohibited from undertaking any inquiry or investigation into the personnel .policies and practices of the County Library or the day-to-day administrative operations of the County Library. - 13. Authorize, but do not require, the Commission and Steering Committee to utilize regional subcommittees or any other mechanisms which will assist the Commission in being aware of the "grass roots" interests of the communities they represent. 14. Upon approval of these recommendations by the Contra Costa Mayors' Conference and the Board of Supervisors, request the County Librarian to solicit appointments from each city, from the Contra Costa Council and invite the City of Richmond to participate in the work of the Commission. 15. Request each member of the Board of Supervisors to make his or her appointment to the Commission as quickly as possible so the Commission can begin to undertake its work. 16. The County Librarian should provide appropriate staff support to the Commission. Supervisor Schroder indicated that it would have been his preference that the cities contribute financially to the support and staffing of the Commission, but that he was willing to support these recommendations without that provision being included. 17. Direct the County Librarian to convene the first meeting of the County Library Commission as soon as feasible after all members have been appointed. 18. Remove this -item as a referral to our Committee. BACKGROUND: On September 25, 1990, the Board of Supervisors approved a report from the Internal Operations Committee, creating a Library Commission, based on an understanding that the cities supported the composition which had been agreed to at the Internal Operations Committee meeting. This was apparently not the case and the Contra Costa Mayors' Conference at its November, 1990 meeting approved all of the September 25, 1990 Board Order except for the composition of the Commission. The Mayors' Conference. proposed an alternative composition consisting of more city representatives, fewer County representatives and no representatives from other agencies. The letter from the Mayors' Conference was considered at the Board's meeting on January 22, 1991. The composition suggested 1 SUMMARY OF THE PROCEEDINGS BEFORE THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY MEETING IN ALL ITS CAPACITIES PURSUANT TO ORDINANCE CODE SECTION.24-20402 TUESDAY, FEBRUARY 23, 1993 (Supervisor Powers absent) CONSENT ITEMS: Approved as listed except as noted below: 1.40 Deleted; action taken by the Board on February 9, 1993. 1.86 CORRECTED the effective date of the contract amendment with HHL Financial Services, Inc., to April 3, 1992. 1.90 CORRECTED the contract limit to reflect the increase to be $1,357,482 with Regional Ambulance, Inc. 1.111AUTHORIZED the-Chair, Board of Supervisors, to execute a mutual consent franchise agreement extension for the Keller Canyon Landfill, and REQUESTED staff to return to the Board in the near` future to consider the rate. DETERMINATION ITEMS: Approved as listed except as noted below: 2.1 APPROVED the recommendations of the County Administrator as 'a 'preliminary response*to the report from the 1992-1993 Grand Jury on Hazardous Materials Programs, and REQUESTED the Internal Operations Committee to expedite consideration of the member status and recommendation'for membership to the Technical Committee of the Oil Refinery and' Chemical Plant Safety Preparedness Act. 2.6 REFERRED to the Education Committee and the City[county Relations Committee the Contra Costa County Library Master Plan for 1993-1998; and REFERRED to. the Education Committee policy issues and possible joint venture with the schools with a report to the Board also in 60 days (April 27, 1993). 2.7 AUTHORIZED the continuation of'the Library Commission for one year (March 14, 1994); REFERRED to the City/County Relations Committee the issues of representation from the unincorporated areas and an adequate*.level of ethnic representation on the Commission with a report to the Board in 60 days (April 27, 1993). 2.8 CONTINUED to March 2, 1993 consideration of the report from County Counsel recommending the adoption of an urgency interim ordinance clarifying solid waste transfer station establishment regulations. 2.9 CONTINUED to April 6, 1993 consideration of the report from the Public Works Director on negotiations between Hal Porter Homes and Oak Builders relative to Subdivision 5946. TIMED ITEMS- 9 A.M. H.A ACCEPTED report of Joan Sparks, Chair, on the Contra-Costa County Employees"Combined Charity Campaign, and DIRECTED that . letters of appreciation be sent to all who worked on the campaign. f.- ,.� Contra Costa County Mayors' Conference REPRESENTING Peg Kovar,Executive Secretary THE MAYORS RECEIVED 1078 Hacienda Drive OF: Walnut Creek, CA 94598 JUL _ 6 I993Fax (510) 934-3963 ANIIOCH Phone (510) 937-2951 BRENTWOOD CLERK BOARD OF SUPERVISORS I July 2, 1993 CONTRA COSTA CO. CLAYTON CONCORD DANVILLE Anne Marie Gold, County Librarian 1750 Oak Park Blvd. EL CERRnn Pleasant Hill, CA 94523 HERCULES LAPAYEII Dear Ms. Gold: MARTINEZ As you are aware, at last night's meeting, the members of the Contra Costa County Mayors' Conference did not agree with the MORAGA proposal to authorize the addition of 12 special representatives ORINDA to the Contra Costa County Library Gamti.ssion. PINOLE On a vote of 12-3 the Mayors felt that a 38 member Cannission would be far too large to be effective. While the goal to increase PITTSBURG special representation is laudable, some indicated that the goal PLEASANT HILL could be met through the normal."nominating process. RICHMOND The Conference did agree to extending the term of the Library Can i.ssion from March 14, 1994 to March 14, 1995. SAN PABLO SAN RAMON V sincerely yo s, WALNUT CREEK Peg Kovar Executive Secretary f cc: Beard of Supervisors J Gwen Regalia, Chair City/County Relations C,anmittee cc : 'ward n' crs TO: BOARD OF SUPERVISORS Contra FROM: Phil Batchelor, County Administrator i l Costa DATE: January 25, 1994 ''" s 'u' t 1, SUBJECT: EXTENSION OF SUNSET DATE FOR THE.COUNTY LIBRARY COMMISSION - SPECIFIC REOUEST(S)OR RECOMMENDATIONS)i BACKGROUND AND JUSTIFICATION RECOMMENDATION: EXTEND the life of the County Library Commission through March 14, 1995, consistent with action already taken by the Contra Costa Mayors' Conference. BACKGROUND: The Contra Costa County Board of Supervisors initially established the Contra Costa County Library Commission on March 12, 1991 for a two year period of time, through March 14, 1993. On February 23, 1993, the Board of Supervisors reauthorized the continuation of the Library Commission for an additional one year term, through.March. 14, 1994. • The Contra Costa County Mayors' Conference has already agreed to extend the Commission through March 14, 1995. ' See additional background contained in the attached memo from the County Librarian, recommending that the County Library Commission be continued for one additional year. CONTINUED ON ATTACHMENT: -YES SIGNATURE: Z/ RECOMMENDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE LAPPROVE -OTHER � �i�f SIGNATURE(SI: �i(glz,�IlERAL�t l.Jzd�== ACTION OF BOARD ON FebrilAxty 3 3994 APPROVED AS RECOMMENDED OTHER XX . APPROVED as recommends ; also REQUESTED the County Librarian to report on issues the Commission will pursue in the future that will include implementation of the Master Plan, the incorporation of resources of all public agencies and private interests to facilitate the concept of a library being a program for information sharing and transfer, and incgrporate a focus on super data highway deployment in libraries in the future; and REQUESTED the County Librarian to work with the cities and the City/County Relations Committee in reviewing library policies in conjunction with budget restraints and the role of libraries today and in the future. VOTE OF SUPERVISORS XX _ _ _ 1 HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT- AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED_ February 1, 1994 Contact: PHIL BATCHELOR.CLERK OF THE BOARD OF cc County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR County Librarian CONTRA COSTA COUNTY LIBRARY INTER-OFFICE MEMO DATE: February 22, 1995 TO: Internal Operations Committee FROM: Anne Marie Gold, County Librarian SUBJECT: Library Master Plan RECOMMENDATION Based on the recommendation of the Library Commission, consider .adaption of the Library Master Plan. BACKGROUND In March 1991 the Contra Costa County Board of Supervisors appointed, a new 26 member County Library Commission. As part of its responsibilities,it was charged with participating in a planning process to develop a Library Master Plan. In August 1991 a joint Commission-Staff Planning Task Force was formed which determined the outline. of the planning process to be used, and decided that the plan should cover a, five year time period. From September 1991-January 1992 extensive data collection was undertaken under the guidance of the Planning Task Force. The data collection methods included over 150 key informant interviews, over 60 focus groups with over 1,000 people in attendance, an m- library user survey with over 10,000 respondents, a newspaper survey with over 700 respondents, 6 staff focus groups and further analysis of the Strategy Research Institute August 1990 survey data. As a result of this data collection, the Planning Task Force developed a new mission statement for the library as well as five major goal areas. Five subgroups of the Task Force, one for each goal, were formed in February 1992 with a mixture of staff and Commission members on each subgroup. Each subgroup developed specific objectives for its goal. In May 1992 the Planning Task Force reviewed the work of all the subgroups and adopted a set of goals and objectives. In May 1992 the Library Commission received and discussed this first draft of the mission statement, goals and objectives for the Master Plan. Library Master Plan February 22, 1995 Page 2 During its work on the goals and objectives in the spring of 1992, the Planning Task Force determined that it was necessary to appoint one more subgroup to study Policy and Framework issues as they relate to overall allocation of resources and planning needs of the County Library. At its meeting in May 1992 the Commission-created such a subgroup which met over the next two months. It looked at the various issues related to how resources are allocated within the library, what reasonable criteria might be for such allocation, and how alike or different the current service programs were for the various libraries in the county. From June through August the subgroup suspended their work due to the FY 1992/93 budgetary crisis currently being experienced throughout the county and the library. In September 1992 the subgroup reconvened and decided to look at the issues relating to equity of service program and resource allocation based on per capita guidelines. By October 1992 the subgroup had developed five areas for proposed per capita standards which were then presented to the Commission at its meeting in October 1992. The Commission at its October 1992 meeting approved the final draft of the Master Plan, including the draft standards for planning and resource allocation as well as the final draft of the mission statement,goals and objectives. It directed the County Librarian to set up public hearings as well as a broad-based public and staff input process on the draft plan. The hearings were held in thL,, December 1992 - January 1993 time frame with all public comments due by January 8, 1993. During January 1993 the Library Commission considered all the public comments and revised the plan accordingly. On February 4, 1993 the Library Commission adopted the final version of the Master Plan and sent it to the Contra Costa County Board of Supervisors for consideration. On February 23, 1993 the Board of Supervisors considered the Library Master Plan and referred it to the City/County Relations Committee and Education Committee for comments and review. The referrals came about as a result of discussion by board members about the need to include schools more in the planning process by the library and also to gain input from the cities about the plan. The Board also expressed a concern that the document did not adequately deal with the role of technology in the library and that the funding mechanism for implementation of the plan was not clear. The Board documents relating to its consideration of the plan are attached. The Education Committee reviewed the plan during the Spring of 1993 and suggested additional language, as attached. At its meeting on May 27, 1993 the Library Commission unanimously approved the additional language. Library Master Plan February 22, 1995 Page 3 The City-County Relations Committee discussed the plan at its meetings in the Spring of 1993 also. However,the ensuing budget crisis of FY 1993/94 refocused the discussion of library services by that committee from the Master Plan to city financial support for enhancing library services in that year. No final action was taken by that committee on the plan. During FY 1993/94 there was continuing discussion of the MasterPlan by the Library Commission. At its meeting in October 1993 the Library Commission had an extensive discussion regarding where to go with the Master Plan. At its meeting in November 1993 Chairperson Schlendorf reported on discussions she had with four members of the Board of Supervisors regarding the Master Plan. The Board of Supervisors did not take any formal action or have any formal discussion regarding the Library Master Plan during FY 1993/94, except as it may have occurred during their discussion of other library matters. In response to the concerns expressed by the Board regarding technology, in June 1994 the Board approved an item on library technology planning that outlined some directions for the use of technology in the library. While the funding mechanism issue was not specifically discussed by the Board, the placement of Measure B on the November ballot was seen as a possible method for addressing some of the issues raised in the Master Plan. During the summer of 1994 during stakeholder interviews,Library Commission member Brett Howard talked with all five Board members regarding their views on funding and governance for the County Library. At its meeting in October 1994 the Library Commission discussed the need to review the plan again and decide on what course of action to take regarding the plan. As a result of that discussion,the Master Plan was once again reviewed by the Library Commission at its November 1994 meeting. The Commission approved a motion to send the Master Plan back to the Board of Supervisors with a request for adoption. The resulting letter from the Library Commission to the Board of Supervisors is attached. At its meeting on January 10, 1995 the Board of Supervisors referred to the Internal Operations Committee the issue of whether the Board of Supervisors should adopt the Library Master Plan. c:\j\amg\mp Y TO: BOARD OF SUPERVISORS FROM: Anne Marie Gold,County Librarian DATE: February 5,1993 SUBJECT: Contra Costa County Library Master Plan 1993-1998 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: 1. Adapt the Contra Costa County Ubrary Master Plan 9993 - 1998 as the policy document for the Contra Costa County Ubrary. 2. Authorize the County Ubradan to send the plan out to all affected cities and Interested parties. 3. Thank the;Contra Costa County Ubrary Commission for Its efforts in developing the plan. FINANCIAL IMPACT: The Master Plan proposes three levels.of Gbrary..service.program.,-.,Threshold, Minimum and Enhanced. The first two levels Threshold'and Minimum - would be the'responslblr'dy'Torthe county to fund throughout the county library service area, with the.exception of capital projects. Since 1958 the County has had a policy that local communities are responsible for funding'capita!projects for library facilities. Funding for the Threshold and Minimum levels of service program would come from current sources of revenue such as the historic property tax share as well as potential new funding sources such as benefit assessments,parcel taxes or other methods.of;fir ancing,-Fundng'of these two levels would insure a more common and equitable access to a basic level of library services throughout the county than currently exists. The third level - Enhanced - as well as capital projects funding, would be`a community-specific responsibility. It would allow local communities to choose_the.enhanced level of library service that should be funded on a local basis. Sources of funding for this level of service`,pragram would come from community specific sources-city funding,zone specific parcel taxes or.bei efit assessments,or other local funding sources. CONTINUED ON ATTACHMENT: X YES SIGNATURE: t _RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE —APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED—OTHER_ VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE _UNANIMOUS(ABSENT } AND CORRECT COPY OF AN ACTION TAKEN AND AYES: NOES: ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED Contact: 646.6423 PHIL BATCHELOR,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR Co: County Library County Administrator By County Auditor SUMMARY OF THE PROCEEDINGS BEFORE THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY MEETING IN ALL ITS CAPACITIES PURSUANT TO ORDINANCE CODE SECTION 24-20402 TUESDAY, FEBRUARY 23, 1993 (Supervisor Powers absent) CONSENT ITEMS: Approved as listed except as noted below: 1.40 Deleted;' action taken by the Board on February 9, 1993. 1.86 CORRECTED the effective date of the contract amendment with HHL Financial Services, Inc., to April 3, 1992. 1.90 CORRECTED the contract limit to reflect the increase to 'be $1,357,482 with Regional Ambulance, Inc. 1.111AUTHORIZED the Chair, Board of Supervisors, to execute a mutual consent franchise agreement extension for the Keller Canyon Landfill, and REQUESTED staff to return to the Board in the near future to consider the rate. DETERMINATION ITEMS: Approved as listed except as noted below: 2.1 APPROVED the recommendations of the County Administrator as a preliminary response to the report from the 1992-1993 Grand Jury on Hazardous Materials Programs, and REQUESTED the Internal Operations Committee to expedite consideration of the member status and recommendation for membership to the Technical Committee of the Oil Refinery and Chemical Plant Safety Preparedness Act. 2.6 REFERRED to the Education Committee and the City/County Relations Committee the Contra Costa County. Library Master Plan for 19,93-1999; and REFERRED to, the Education Committee policy issues and Possibleloint-venture with the schools with a, report to the Board also in 60 days (April 27, 1993). 2.7 AUTHORIZED the continuation of the Library Commission for one year (March 14, 1994); REFERRED to the City/County Relations Committee the issues of representation from the unincorporated areas and an adequate level of ethnic representation on the Commission with a report to the Board in 60 days (April 27, 1993) . 2.8 CONTINUED to March 2, 1993 consideration of the report from County Counsel recommending the adoption of an urgency interim ordinance clarifying solid waste transfer station establishment regulations. 2.9 CONTINUED to April 6, 1993 consideration of the report from the Public Works Director on negotiations between Hal Porter Homes and Oak Builders relative to Subdivision 5946. TIMED ITEMS: ♦ H.A ACCEPTED report of Joan Sparks, Chair, on the Contra Costa County Employees' Combined Charity Campaign, and DIRECTED that. lettersof appreciation be sent to all who worked on the campaign. (2/23/93-Swm) CONTRA COSTA COUNTY LIBRARY INTEROFFICE MEMO DATE: June 4, 1993 TO: Claude Van Marter, Assistant County Administrator FROM: Anne Marie Gold, County Librarian SUBJECT: Additional language for library Master Plan Attached.,pleasp_.find..th6.revised pages with the additional language,proposed for.the library Master Plan. Atits;meeting on May 27,_1993 the County Library Commission unanimously approved both of these changes. This proposed language is to be discussed'by the Fiscal Unity Committee-City/County Relations Committee at its meeting on June J7,4993.- The specific sections are as follows: 1. On Page-41 of the Master Plan under_the Facilities goal add anew Objective III. III. Plan, as appropriate, joint use facilities with strategic partners, such as school library public library or community ceater_public library combinations. A. WHAT: Develop contact network with Other local agencies such as cities or school districts to insure that capital facility planning is coordinated. WHO: Facilities Planning Committee WHEN: .Tune, 1993 2. On Page 53 of the Master Plan under the Services goal add a new Activity VI F. F. WHAT: Develop strategic alliances with K-12 schools and colleges to enhance resource sharing, technological linkages and joint programming. WHO: Youth Services Manager, Adult Services Manager, Library Automation Manager WHEN: June 1993 and ongoing ��m� CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993-1998 WHEN: School year 1993-94 and continuously over 5 year period E. WHAT: Examine and evaluate the effectiveness of existing library policies and procedures pertaining to youth. Revise existing policies and procedures and create new policies/procedures if necessary (i.e. latchkey lids, daycare and community referrals). WHO: Task Force of Youth Services Librarians malting recommendations to Assistant County Librarian. WHEN: March-June 1993 F. WHAT: Develop strategidalliances with K-12 schools and colleges to enhance resource sharing, technological linkages and joint programming. WHO: Youth Services Manager,Adult Services Manager,Library Automation Manager WHEN: June 1993 and ongoing VIL Identify and utilize technological solutions to improve the quality of library services by increasing access to information and library resources and by insuring timely and efficient delivery of library resources and services. This goal will be carried out by the implementation of the following objectives in the Master Plan: Collections: Goal IIB. . Fax machines will be used to share information quickly among branches and for fast, efficient delivery to the public. Goal 1IC. Access to magazines and newspapers will be improved through the addition of a -magazine/journal storage and retrieval service, searchable from public access catalogs. Page 53 ,c}Urity LibraryContra County Liibra an old 1750 Oak Park Boulevard (�/"1c +� Anne Henley Cain Pleasant Hill,California 94523-4497 f.�J/VV�wl�a Assistant County Librarian (510) 646-6423 County FAX(510)646-6461 December 22, 1994 V� COSTA CO N'� J Contra Costa County Board of Supervisors 651 Pine Street, First Floor Administration Building Martinez, California 94553 Dear Chairperson and Members of the Board: The Contra Costa County Library Commission has reviewed the Master Plan again; as directed by the Board. We believe the plan is still generally applicable and is a comprehensive blue print for an excellent library system. We recommend that the Board of Supervisors adopt the Master Plan at this time. The Commission also recognizes that there are several issues which will make it impossible to fully implement the plan unless they are resolved. These issues include financing, governance and the use of volunteers. The Commission respectfully urges the Board to set up some type of mechanism to bring the various parties involved together in order to solve these problems. The.Commission would like to offer any assistance in this effort and certainly would like to be involved. We feel there is a sense of urgency in obtaining a solution to these problems. There is danger of the whole system disintegrating as some cities may find it appealing to try and organize their own libraries. The Commission is committed to a County wide system and views the possibility of fragmentation with alarm. 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MASTER PLAN 1993 - 1998 i MISSION STATEMENT � The Contra Costa County Library: Bringing People and Ideas Together A LL ==dj p �I FOREWORD February 1993 The Contra Costa County Library Master Plan 1993-1998 represents a major commitment to invest in and enhance the quality of public library service enjoyed by the residents of the county. It focuses on the future information and library service needs of the communities served by the library.The plan envisions a library that transcends the walls within which it operates, one which has the ability to play a central role in the communities it serves and to impact positively the quality of life for everyone who benefits by its services. The plan represents an ambitious program to upgrade the overall service program.of the library, including making the collection more responsive to the needs of the communities, developing new service programs that target the special needs of each community, using technology to enhance access to information, investing in staff to insure quality customer service,ensuring that communities are aware of the library services offered to them, and upgrading the physical facilities in which the library operates. In response to constantly changing populations and demographics, the plan also addresses the need to insure equal levels of basic service throughout the county. What will it take to make this vision of library service a reality? It will require the commitment of the citizens of Contra Costa County coupled with the willingness of local communities and officials to join hands to insure that this highly valued public service has the opportunity to grow and enrich the lives of all who use it. The fiscal climate within which the library operates will continue to be difficult during the next few years. We must be willing to work to secure new and enhanced sources of funding. Merely because funding may not be easily obtained is not a reason to let go of the commitment to change and develop. What may be necessary is a willingness to revise time frames or lengthen the time to implement a program, rather than to choosing not to move forward. I am excited by the new vision of library service that the Master Plan represents. Its implementation will insure that all residents and communities of Contra Costa County are well served. Libraries touch all parts of our diverse communities; the youngest users learn to love reading through Toddler Time story hours; business people gain access to important financial information that will allow their companies, and in turn our communities, to grow and prosper, teenagers find a whole world of information that opens up new opportunities for them, adult learners gain access to the world of books and reading for the first time and all users may just enjoy browsing in the world of books and ideas. Let us move forward together as we meet all of these diverse needs and create a public library of which we all can be proud. q Judy AInr son, Chairperson Contra Costa County Library Commission ti TABLE OF CONTENTS LIBRARY COMMISSION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 1 EXECUTIVE SUMMARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 2 PLANNING HISTORY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 13 PLANNING PROCESS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 13 PLANNING SCHEDULE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . Page 14 MASTER PLAN COMMITTEES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 16 LIBRARY ORGANIZATIONAL INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . Page 19 GOVERNING STRUCTURE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 19 LIBRARY HISTORY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : Page,21. CURRENT SERVICE DESCRIPTIONS . . . . . . . . . . . . . Page 22 LIBRARY STAFF, VOLUNTEERS AND ORGANIZATION CHART . . . . . Page 27 LIBRARY LOCATIONS AND HOURS . . . . . . . . . . . . . . . . . . . . . . . . . . Page 29 STATEMENT OF VALUES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 31 MISSION STATEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 32 GOALS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 33 OBJECTIVES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 34 COLLECTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 34 COMMUNITY RELATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 37 FACILITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 39 HUMAN RESOURCES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 42 SERVICES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 47 STANDARDS FOR PLANNING AND RESOURCE ALLOCATION . . . . . . . . . . . Page 56 THRESHOLD STANDARD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 61 PER CAPITA STANDARDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . Page 63 FACILITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 63 PRIORITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 66 VOLUMES PER CAPITA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 75 PRIORITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 77 MATERIALS EXPENDITURE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 86 PRIORITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 88 HOURS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page97 ' PRIORITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 99 STAFF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 108 L PRIORITIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 112 PER CAPITA STANDARD IMPLEMENTATION . . . . . . . . . . . . . . . . . . . . . . . Page 129 ANTIOCH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 129 BRENTWOOD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 134 CONCORD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 139 CROCKETT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . Page 144 DANVILLE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 147 EL CERRITO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 152 EL SOBRANTE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . Page 157 KENSINGTON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 162 LAFAYETTE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 166 MARTINEZ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 171 MORAGA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 176 OAKLEY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 180 ORINDA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 185 PINOLE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 189 PITTSBURG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 194 PLEASANT HILL . . . . . . . . . . 0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 199 RODEO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 204 SAN PABLO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 207 SAN RAMON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 212 WALNUT CREEK . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 217 YGNACIO VALLEY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 222 ALAMO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 227 CLAYTON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 230 DOUGHERTY VALLEY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 233 HERCULES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 236 WEST PITTSBURG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 239 FINANCIAL INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 242 LIBRARY REVENUE & EXPENSE HISTORY . . . . . . . . . . . . . . . . . . . . Page.242 MASTER PLAN ESTIMATED IMPLEMENTATION COSTS . . . . . . . . . . Page 250 POTENTIAL FUNDING SOURCES . . . . ... . . . . . . . . . . . . . . . . . . . . . . Page 252 EVALUATION PROCESS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 254 APPENDICES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 256 TERMS AND DEFINITIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 256 LIBRARY BILL OF RIGHTS . . . . . . . . . . . . . . . . . . . . . . Page 258. INTELLECTUAL FREEDOM STATEMENT . . . . . . . . . . . . . . . . . . . . . . Page 259 DATA INSTRUMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 263 USER SURVEY . . . . . . . . . . . . . . . . . . . . Page 264 NEWSPAPER SURVEY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 267 FOCUS GROUPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 272 KEY INFORMANT INTERVIEWS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 284 SRIDATA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 288 SERVICE AREAS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 290 CENSUS TRACT DATA Page 291 1990 POPULATION AND 20 YEAR POPULATION PROJECTIONS CHART . . . . . . . . . . ` . . . . . . Page 295 USER SURVEY ZIP CODE DATA . . Page 298 BOARD OF SUPERVISORS: Supervisor Tom Powers - District I Supervisor Jeff Smith - District 2 Supervisor Gayle Bishop - District 3 Supervisor.Sunne Wright McPeak - District 4 Supervisor Tom Torlakson - District S LIBRARY COMMISSIONERS: Catherine Anderson District 4 Judy Anderson District 3 Joyce Atkinson City of Clayton Jules Black District 1 Dave Bortin City of Walnut Creek Katherine Compagno City of El Cerrito Joseph Goglio Contra Costa Central Labor Council Kleanthy Gonos Superintendent of Schools Alice Hampson City of Pittsburg Dobie Jenkins District 2 Vernita Kenner: City of Pleasant Hill Diane Longshore Contra Costa Council Verna McClure City of Concord Gail McMurchie City of San Pablo Yolanda Misquez City of Brentwood Bev Novarina District S Maeve Pessis City of Lafayette Dale Peterson City of Antioch Susanna Schlendorf Town of Danville Gerald Schlintz City of Pinole Keith Sexton Town of Moraga Meredith Shadrach City of San Ramon Victor Sundquist Alliance for Better Libraries Curt Thayer City of Hercules Jeanne Will City of Martinez Amy Worth City of Orinda COUNTY ADMINISTRATOR: Phil Batchelor COUNTY LIBRARIAN: Anne Marie Gold CONTRA COSTA COUNTY LIBRARY MASTER PLAN 2993-1998 EXECUTIVE SUMMARY PLANNING PROCESS In March 1991 the Contra Costa County Board of Supervisors appointed a new 26 member County Library Commission. As part of its responsibilities, it was charged with participating in the planning process including the Library Master Plan. In August 1991 a joint Commission-staff Planning Task Force was formed and from September 1991 -January 1992 extensive data collection was undertaken including key informant interviews, focus groups, an in-library user survey, a newspaper survey, staff focus groups and analysis of library statistical data. From February 1992-May 1992 the Task Force and various subgroups developed a new mission statement, goals and objectives. In May 1992 the Library Commission reviewed the work of the Task Force and established a Policy/Framework subgroup to consider equity issues. The Policy/Framework subgroup presented draft Per Capita standards in five areas to the Library Commission at its meeting in October 1992. The Commission at its October 1992 meeting approved the final draft of the Master Plan and established a process for public hearings and comment. In December 1992 the Board of Supervisors received the draft Master Plan and authorized public hearings to be held. In January 3993 the Commission considered all comments and public hearing input and revised the plan accordingly. On February 4, 1993 the Commission adopted the Master Plan and sent it to the Contra Costa County Board of Supervisors for consideration. MISSION STATEMENT The mission statement of the Contra Costa County Library is: THE CONTRA COSTA COUNTY LIBRARY:BRINGING PEOPLE AND IDEAS TOGETHER GOALS The goals of the Contra Costa County Library are: Collections • Provide collections that meet the needs of a diverse community. Page 2 CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993.1998 Community Relations • Increase public awareness of and support for the library and its services. Facilities • Maintain and operate library facilities that are inviting, accessible and fully usable. • Plan, with local communities, for new or expanded library facilities where needed. Human Resources • Provide well-trained, motivated staff at all levels commensurate with the demands for library services. Services • Provide quality library services that respond to the changing needs of the community. OBJECTIVES For each of the goals listed above, there are a number of objectives that have been developed to ensure that each goal is achieved. Each objective in the report describes what specific activity will take place, who will carry it out and a timeline for when it will be achieved. The objectives for each goal are summarized below: Collections In order to ensure that the library's collections satisfy the informational, educational, recreational and cultural needs of the community, collections will be assessed for their currency, usage and relevancy, and plans developed to improve the collections. Internal practices and procedures will be examined to ensure that materials are available in a timely manner and access to material such as newspapers and magazines will be improved. New avenues for increasing funding for library materials will be identified and explored. Page 3 .. n CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993-1998 Community Relations All library promotional material(brochures,maps,etc.) will be evaluated for their usefulness and attractiveness and will be regularly scheduled for updating. .Improved publicity and media coverage of library programs and activities will be planned. Internal and external communications will be enhanced by the addition of both a staff newsletter and a newsletter to inform the public about library- related programs, services and activities. The library will foster stronger ties with Friends of the Library groups and non-profit community organizations that support libraries. Facilities Based on the square foot standards described in this report, a comprehensive plan will be developed to ensure that library facilities have sufficient lighting, parking, accessibility, signage, furnishings and equipment, and seating capacity and to improve the cleanliness and maintenance of library facilities. Human Resources In order to provide a strong customer-service oriented staff, a number of objectives have been developed to improve staff training and development and make them more widely available, build morale, and ensure the staffing levels required for effective public service and projected long-term staffing needs. A number of improvements will be made to the library's volunteer program to build upon the existing volunteer program to supplement library services available to the community. Services Each library will develop a plan of service based on the unique needs of the individual communities, which may include service to underserved portions of the community or programs or activities for target populations, such as seniors, children, etc. Existing services programs and activities will be evaluated to ensure that library users find them convenient, efficient, and accessible. Cooperative efforts and partnerships will be explored to improve existing services or to design and implement strategies for new programs and services. Particular attention will be paid to increasing the effectiveness of library services for youth. Page 4 CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993-1998 STANDARDS FOR PLANNING AND RESOURCE ALLOCATION Standards Definitions The primary determinant used in developing guidelines for planning for library services and for allocating resources was population. However,-the use of any per capita guideline would be modified for implementation purposes by use and need factors. The standards were divided into two major components - the Minimum standard representing the minimum level of service and the Enhanced standard representing a higher level of service. However, overriding these per capita standards are Threshold standards which would be applicable to any community with a service area population of 10,000 or greater. Any community with a service area population of 10,000 or less would not be required to meet the Threshold or per capita standards. By virtue of its function, the central resource facility for the County Library may exceed any per capita standard. Bay Area comparative averages were reviewed in each area of standard. Standards were developed in five separate areas: Facility square footage Number of volumes Annual materials expenditure Open hours per week FTE Staff (Full Time Equivalent) The implementation timeline for Minimum standards is five years and would be accomplished by both the reallocation of existing revenues-and growth in existing revenues and new sources of revenue. Implementation of Enhanced standards would only be achieved with new sources of revenue without a specified time frame. Threshold Standards Service Area Population: 10,000 Facility Square Footage: 5,000 Number of Volumes 20,000 Materials Expenditure: $20,000 Open Hours Per Week: 40 FTE Staff 3.5 FTE Page 5 CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993-1998 Square Foot Per Capita: Current average: .32 square feet per capita Minimum: .30 square feet per capita Enhanced: .50 square feet per capita Based on the current service area population and the current square feet.of library space today, an additional 28,280 square feet would need to be added to reach the Minimum standard and 171,393 to meet the Enhanced standard. To meet twenty year facility planning needs, 110,099 square feet would need to be added to meet the Minimum standard and 307,758 square feet to meet the Enhanced standard. Contra Costa County has operated under a policy since 1958 that library operating revenues shall not be used for building construction.The County has established a policy that states that it is responsible for funding the cost of operating libraries, such as personnel and library materials, and that the local communities, either incorporated or unincorporated, are responsible for providing the facility. With the two most recent facilities constructed-San Ramon and Clayton-the local community has also been responsible for funding the cost of the opening day materials collection. The capital project priorities, based on libraries whose square footage is below the current Minimum needs, are: For communities with a population of 10,000 or greater that do not have a library: COMMUNITY POPULATION 1. West Pittsburg 17,453 2. Hercules 16,829 3. Alamo 12,277 Page 6 a j CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993-1998 For communities with a population of 10,000 or greater that do have a library: LIBRARY % BELOW MINIMUM STANDARD 1. Oakley 80% 2. Concord 63% 3. Pittsburg 60% 4. Danville 50% 5. Antioch 42% 6. Martinez 35% 7. Walnut Creek 32% 8. Brentwood 30% 9. San Pablo 26% 10. El Cerrito 7% 11. Lafayette 6% Volumes Per Capita Current average: 1.64 volumes per capita Minimum: 2 volumes per capita Enhanced: 3 volumes per capita Based on the current population and the current number of volumes in the collection, 472,131 volumes would need to be added to reach the Minimum standard and 1,187,696 volumes to reach to Enhanced standard. To meet the five year needs, 698,633 volumes would need to be added to reach the Minimum standard and 1,527,449 volumes to reach the Enhanced standard. 1 I 1 Page 7 l � � CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993-1998 The volumes per capita priorities, based on libraries whose volumes per capita are below the current Minimum needs, are: LIBRARY % BELOW MWIMUM STANDARD 1. Oakley 88% 2. Pittsburg 73% 3. Concord 71% 4. Antioch 63% 5. Danville 60% 6. Pinole 56% 7. San Pablo 53% 8. Martinez 51% 9. San Ramon 34% 10. Brentwood 31% 11. Walnut Creek 29% 12. Ygnacio Valley 7% Materials Expenditure Per Capita Current average: $1.76er capita P Minimum: $2.00 per capita Enhanced: $4.00 per capita Based on the current population and the current materials expenditure per capita,$371,130 would thave to added to the materials budget to reach the Minimum standard and $1,802,260 to reach the Enhanced standard. To meet the five year needs, $597,632 would have to be added to the materials budget to reach the Minimum standard and$2,255,264 to reach the Enhanced standard. Page 8 CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993.1998 The materials expenditure per capita priorities, based on libraries whose materials expenditure per capita are below the current Minimum needs, are: LIBRARY % BELOW MINIMUM STANDARD 1. Oakley 78% 2. Pittsburg 67% 3. Concord 66% 4. Antioch 57% ' Eon 5. 'Martinez 54% 6. San Pablo 52% 7. Pinole 51% .8. Danville 44% 9. Brentwood 24% 10. San Ramon 18% 11. Walnut Creek 13% Open Hours Per Week Per 1,000 Residents Current average: 1.83 per capita Minimum: 1.5 per capita Enhanced: 2.0 per capita Based on the current population and the current open hours per week, 279 hours of serviceper week would have to added to reach the Minimum standard and 637 hours of service per week to reach the Enhanced standard. To meet the five year needs, 449 hours of service per week would have to be added to reach the Minimum standard and 864 hours of service per week reach the Enhanced standard. Page 9 � s k. { A CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993-1998 The open hours per week per 1,000 residents priorities, based on libraries whose open hours per week are below the current Minimum needs, are: LIBRARY % BELOW MINIMUM STANDARD 1. Oakley 42%* 2. Concord 75% 3. Antioch 58% 4. Pittsburg 55% 5. Danville 43% 6. Walnut Creek 41% 7. Pinole. 40% 8. Pleasant Hill 39% 9. San Ramon 33%** 10. Martinez 16% 11. San Pablo 7% *Does not meet Threshold standard **Does not include hours paid for by the City FTE (Full Time Equivalent) Staff Per Capita Clerk: Current average: 1 FTE Clerk per 22,833 residents Minimum: 1 FTE Clerk per 15,000 residents Enhanced: 1 FTE Clerk per 14,000 residents Professional: Current average: 1 FTE Professional per 16,160 residents Minimum: 1 FTE Professional per 10,000 residents Enhanced: 1 FTE Professional per 7,500 residents Based on the current population and the current FTE Clerk staff, 8.15 FTE Clerks would need to be added to reach the Minimum standard and 11.56 FTE to reach the Enhanced standard. To meet the five year needs, 15.7 FTE Clerks would need to be added to reach the Minimum standard and 19.65 FTE to reach the Enhanced standard. Based on the current population and the current FTE Professional staff, 8.01 FTE Professionals would need to be added to reach the Minimum standard and 31.86 FTE to reach the Enhanced standard. To meet the five year needs, 19.33 FTE Professionals would need to be added to reach the Minimum standard and 46.96 FTE to reach the Enhanced standard. Page 10 CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993.1998 ' The FTE staff per capita priorities, based on libraries whose FTE staff are below the current Minimum needs, are: CLERK LIBRARY % BELOW MIMMUM STANDARD 1. Oakley 81%* 2. Concord 67% 3. Pittsburg 62% 4. Antioch 59% 5 Martinez 46% 6. Danville 43% 7. San Ramon 34%** 8. Pinole 32% 9. Walnut Creek 17% 10. El Cerrito 9% 11. San Pablo 9% 12. Ygnacio Valley 7% PROFESSIONAL LIBRARY % BELOW MINIMUM STANDARD 1. Oakley 87%* 2. Concord 65% 3. Pittsburg 58% 4. Antioch 57% 5. Pinole 44% 6. San Pablo 39% 7. Martinez 33% 8. Danville 19% 9. Walnut Creek 12% 10. Brentwood 10% 11. San Ramon 5%** *Does not meet the Threshold standard **Does not include staff paid for by the City Page 11 CONTRA COSTA COUNTY LIBRARY MASTER PLAN 1993-1998 FINANCIAL IMPLICATIONS OF THE MASTER PLAN County Library revenues have increased from$5,029,506 in 1977-78 to $11,985,072 in 1991-92. A decrease of approximately 10% is expected for 1992-93 as a result of actions taken by the State Legislature. Prior to the 1978-79 fiscal year approximately 98% of library revenues were from dedicated property taxes which were determined each year by the Board of Supervisors. For 1992-93 approximately 67% of library revenues are estimated to be from property taxes. The balance is from a combination of an allocation from the Special District Augmentation Fund, the State Public Library Fund, fines and fees and other smaller sources. Library expenditures are primarily for staff,building occupancy, and library materials. Staff costs account for approximately 70% of the library budget. Each of the Objectives in the Master Plan has been reviewed for potential costs. Some can be accomplished with a one-time expenditure only. Some will require on-going expenses only. Others will have both one-time and on-going expenses. Future funding sources for the County Library are not certain. In 1992-93 the State Legislature diverted $1,049,434 of library property taxes to schools. In 1993-94 it is possible that the State will divert additional library taxes to schools and/or reduce or eliminate the library's Special District Augmentation Fund allocation. It is therefore important that alternate sources of funding the County Library be investigated. EVALUATION PROCESS An evaluation process has been established which will monitor progress made towards accomplishing the goals and objectives and towards reaching the standards set forth in the plan. The process includes a regular schedule for monitoring progress towards accomplishing the Master Plan and communicating this to the library staff, Library Commission, Board of Supervisors, library support groups, local governments and the general public. Page 12