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LIBRARY AND LITERACY COMMISSION

Tuesday, October 9, 2012

5:30 p.m.

LOCAL HISTORY ROOM

PORTERVILLE PUBLIC LIBRARY

AGENDA

I. CALL TO ORDER

II. ROLL CALL

Ellen Nichols, Chair (10/2012) Joe Moreno (10/2012)

Allan Bailey (10/2012) Catherine E. May (10/2013)

Rebecca Ybarra , Vice Chair (10/2013) Esther Figueroa (10/2012)

III. ORAL/WRITTEN COMMUNICATIONS FROM PUBLIC

All items not scheduled should be addressed to the Library and Literacy Commission at this time during Oral

Communications. Anyone wishing to address the Library and Literacy Commission should state their name

for the record. In order to proceed in a timely manner, please limit the duration of your comments to three (3)

minutes.

IV. REPORTS

This is the time for the Library and Literacy Commissioners to report on advocacy activities.

V. CONSENT CALENDAR

Consent Calendar items are considered routine and informational in nature and will be enacted in one motion.

There will be no separate discussion on these matters unless a request is made, in which event the item will be

removed from the Consent Calendar.

1. Library and Literacy Commission Minutes from September 11, 2012

2. Monthly Highlights – information only

3. Literacy Report – information only

4. Chamber Ambassador Report – information only

5. Update Tulare County Law Library proposal – information only

6. Update Library Facility Planning Efforts – information only

7. Update second floor renovation project – information only

8. Announcements – information only

VI. SCHEDULED MATTERS

1. Leap Into Learning – staff presentation

2. 2012 American Library Association Conference – presentation by Commissioners

3. Library and Literacy Commission Advocacy Opportunities – discussion and action

4. Review MOU revisions – discussion and action

5. Library and Literacy Commission Vacancies Update– information only

VII. COMMENTS FROM COMMISSIONERS

The Commissioners’ opportunity to comment on any item or issue that is under the purview of the Library

and Literacy Commission that is not on the agenda.

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VIII. SCHEDULED ITEMS FOR FUTURE MEETINGS

Agenda items for subsequent Commission meetings.

IX. ADJOURNMENT - to the meeting of Tuesday, November 13, 2012 at 5:30pm

In compliance with the Americans with Disabilities Act and the California Ralph M. Brown Act, if you need special assistance to

participate in this meeting, or to be able to access this agenda and documents in the agenda packet, please contact the Office of City

Clerk at (559) 782-7464. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure

accessibility to this meeting and/or provision of an appropriate alternative format of the agenda and documents in the agenda packet.

Materials related to an item on this Agenda submitted to the Library and Literacy Commission after distribution of the Agenda packet

are available for public inspection during normal business hours at the Library, 41 West Thurman Avenue, Porterville, CA 93257.

The mission of the Porterville Public Library is to be a visible learning center by providing literacy materials and

services for all ages throughout our community for personal enrichment, the power of information, and the joy of

reading.

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LIBRARY AND LITERACY COMMISSION

Tuesday, October 9, 2012

5:30 p.m.

CONSENT CALENDAR

1. Library and Literacy Commission Minutes

September 11, 2012

Call to Order: The meeting was called to order at 5:03 pm by Chair Nichols.

Roll Call: Chair Nichols, Commissioner Bailey, Commissioner Ybarra, Commissioner Moreno,

Commissioner May (5:26), and Commissioner Figueroa.

Also Present: Donnie Moore, Parks and Leisure Services Director; Vikki Cervantes, City Librarian; Anthony

Arellano, Library Supervisor.

Oral/Written Communications from Public: At this time Chair Nichols read the letter of resignation from

Commissioner Cortez.

Reports: Commissioner Figueroa attended the City Council meeting where they read the Library Card Sign

up Month proclamation. Chair Nichols attended First Friday Coffee.

Consent Calendar: Commissioner Bailey motioned for approval. Commissioner Figueroa seconded and the

motion passed.

Scheduled Matters:

1. Library Facility Planning Efforts Next Steps. After discussion the Commission agreed that funding was

the #1 priority with site selection as #2. Chair Nichols inquired about the Tulare County Grant Writing

Workshop that had been mentioned in a previous meeting by Supervisor Ennis. Commissioner Figueroa

motioned for staff to connect with City resources and bring back information, primarily about funding,

and to produce a recommendation to forward to City Council.

2. Tulare County Law Library Proposal. Commissioner Ybarra motioned for staff to package support

letters, draft an MOU, write a proposal, and to move forward with the next steps prepared around the

November/December timeline, possibly January, forming an Ad Hoc Committee if necessary.

3. Review MOU for the Margaret J. Slattery Children’s Library. Commissioners agreed that the document

needed to by updated and clarified. The following recommendations were made:

Remove #3 or amend time to read “8:00 am until 3:00 pm”

Remove #6 or amend by omitting the second sentence

Remove #15 or amend by changing wording to reflect a shared cost of a monitoring system

Remove #17 or amend to read “PUSD” instead of “CITY” or removal

Staff was directed to move forward as discussed; incorporate the Summer M.O.U. information for equal

access, draft the new MOU with changes, and bring it back to the Commission for review.

4. Library Mixer Update. Commissioner Ybarra motioned to postpone the Library Mixer to the Spring to

coincide with National Library Week in April, with an Ad Hoc Committee formed in December.

Commissioner May seconded and the motion passed.

5. 2012 American Library Association Conference. Commissioner Figueroa reported about the importance

of bonding with the Friends of the Library group. She also shared handouts from ALA; Trustee

Competencies, Basic Principles of Parliamentary Procedure, and The Role of Library Trustees.

Commissioner May will give her report in October.

6. Library and Literacy Commission Advocacy Opportunities. Commissioner Figueroa recommended

identifying commissioners to alternate representing the Library and Literacy Commission at City Council

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meetings. Commissioner Ybarra suggested revisiting the matter in October. She also volunteered to be

the representative for the September 18 City Council meeting. Commissioner Figueroa volunteered to be

the alternate. Commissioner May reported that her availability would change after December 18. Chair

Nichols volunteered to attend the Youth Commission meeting scheduled for the 24th.

7. Annual California Library Association Conference. Commissioner May volunteered to attend the

conference.

Comments from Commissioners: None

Scheduled Items for Future Meetings:

Revisit Scheduled Matter #6 in October

ALA report from Commissioner May

Staff documents and MOUs as discussed

Adjournment: The meeting was adjourned at 7:18 pm.

2. Monthly Highlights

The month of September was Library Card Sign-up Month @ Your Library. Staff conducted a promotion for

new patrons to sign up for a “SMART CARD.” New patrons who signed up for a library card were entered

into a drawing. Prizes included a Nook Color, a Back to School kit with school supplies, and various gift

cards. There were 286 library cards processed in the month of September.

September 1, 2012, staff attended the Annual Porterville Firefighter’s Chili Cook-off. Staff had an

informational booth and a Spin and Win game for a chance to win various prizes, including books, CDs, and

promotional book bags. There were 415 participants.

September 9, 2012, the City Librarian gave a Library Presentation to the Parks & Leisure Commission.

September 11, 2012, the Library had a Special Kick-Off Spanish Story Time event. Staff read Spanish stories,

sang Spanish songs, and presented a craft for the children to create. Special guest Bobo the clown was on

site. He entertained the audience by making balloon animals and doing face painting for the children.

Refreshments were served. There were 235 participants.

September 14, 2012, staff conducted two tours for the Kindergarten students from Summit Charter Academy.

There were 50 participants.

September 19, 2012, the Social Security Office staff made arrangements with the library to utilize the

computer lab for online social security benefits enrollment. There were 8 participants.

September 21, 2012, staff conducted two tours for the Kindergarten students from Summit Charter Academy.

There were 50 participants.

September 22, 2012, staff attended a Step-up event to promote library services. There were 80 participants.

September 26, 2012 staff conducted two tours for the Kindergarten students from Buckley Elementary

School. There were 50 participants.

September 30 – October 6, 2012, is Banned Books Week - Celebrating the Freedom to Read. Staff members

have a variety of banned books displayed for viewing and for check out.

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Staff conducted 1-Hour courses on the following Computer Topics:

September 1: Introduction to EBay

September 8: Introduction to Craigslist

September15: Top 10 Websites

September 22: Introduction to Facebook

September 29: Introduction to Excel

Boppy Times for Babies: parents and their babies get to play and bond together. There were 40 participants.

Tuesday Morning Story Times: preschoolers enjoy singing, dancing, and books. There were 181 participants.

Tuesday Evening Spanish Story Times: preschoolers enjoy Spanish stories, Spanish songs, and crafts. There

were 257 participants.

3. Literacy Report

Read to Succeed Stats: Tutors trained: 1 Learner assessments: 0 Tutor match: 3

Learners’ Achievement Corner

Anthony Y. – Anthony reached out to staff and made a proposal with his ideas for the Spooky Make-

Over event. He conducted a make-up demonstration and trained staff. Anthony will assist staff with this

event during National Teen Read Week.

Blake Brawley – Blake successfully passed his GED exam. He is currently enrolled at Porterville

College. Blake is passing his classes with a “B” average.

4. Chamber Ambassador Report

September 5, 2012, staff attended an Ambassadors luncheon at the Pizza Factory.

September 7, 2012, staff attended First Friday Coffee at Galaxy 9.

September 12, 2012, staff attended a Ribbon cutting for SETCO Republican Women Headquarters.

September 21, 2012, staff attended a Ribbon cutting for Monache High School.

September 28, 2012, staff attended a Ribbon cutting for Solavei.

5. Update Tulare County Law Library Proposal

The Tulare County Law Library Board met on Monday, September 10. Law Library Director Anne Bernardo

brought them up to speed on the conversation that took place with the Library and Literacy Commission on

August 14. The Law Library Board did not have any recommendations to change the proposal according to

Director Bernardo. The City Librarian will move forward in the development of the draft MOU.

6. Update Library Facility Planning Efforts

The Parks and Leisure Director is coordinating the next steps to build a foundation of knowledge about “site

requirements” with the City Planner, as well as, identifying the expert who would provide a presentation on

“funding evaluation” steps. Staff anticipates that presentations will be scheduled before the end of the year.

7. Update second floor renovation project

The Parks and Leisure Director is investigating the status of this project with the Engineering Department to

explore the feasibility of accomplishing the project planning internally or to identify the need to complete the

project through use of an outside vendor.

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8. Announcements

The Family Crisis Center has set up a mini-clothes line in the library for Domestic Violence

Awareness month.

The October mini-reading incentive program “Scurry Up and Read” for ages 3-12 is in progress.

The Library is now a Wi-Fi hotspot with contracted services provided by OACYS.

Teen Read Week is October 14-20 – staff has attached a flyer.

National Friends of the Library Week is October 21-27.

Staff will have an informational booth on Sunday, October 28, at the 12th Annual Health and Safety

Fair, held at Veterans Park from 1-4pm.

Staff will have an information booth and book giveaway at the Annual Project Homeless Event on

Thursday, November 1, at the First Assembly of God Church.

Through a partnership with the Kiwanis of Porterville, Vanessa Avila, M.A., the Site

Supervisor for Autism Comprehensive Educational Services (ACES), will give a special

presentation on Autism on Tuesday, November 7, from 5-7 pm.

CITY COUNCIL

City Council will have a place on their Tuesday, October 16, agenda for the Library & Literacy

Commission to report.

City Council will review the staff report for the Annual Food for Fines Campaign at their Tuesday,

October 16, meeting.

City Council will present a proclamation to the Friends of the Library in recognition of National

Friends of the Library week October 21-27.

Staff anticipates that city council will consider request for appointments to the Library &

Literacy Commission at their Tuesday, November 6, meeting.

SCHEDULED MATTERS

1. Leap in to Learning

Staff has created an early learning program that will utilize 20 leap pads. This new program will offer parents,

caregivers, and their children the highest quality educational experience through LeapFrog learning apps and

games that are designed by educational experts who create innovative, immersive experiences that keep kids

challenged and inspired! From math and science to creativity and friendship, kids can explore hundreds of

skills at just the right pace for them.

The program launched on Monday, September 24. It is geared for preschool age children 3-5 years and will

run every Monday evening from 6:30-7:30 pm in the community room.

Staff would like to provide a brief demonstration for the Commission.

2. 2012 American Library Association Conference

Commissioner May did not have an opportunity to report at the last meeting. Therefore, this item has been

placed on the agenda at the request of the Commission.

Commissioner May, Commissioner Figueroa, and three library staff attended the Annual American Library

Association Conference in Anaheim, CA, June 22-25. This item has been placed on the agenda to share

information with the other members of the Commission who did not participate.

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Staff recommends that topics of interest that align with the library’s mission, vision, and advocacy efforts be

programmed into the agenda calendar and/or set a special meeting if directed by Commission Chair Nichols.

3. Library and Literacy Commission Advocacy Opportunities

At the request of Commission this item has been place on the agenda for further discussion and action.

Commissioner Figueroa requested that this item come forward for discussion. At the October 2011 Library

and Literacy Commission meeting, Commissioner Ybarra brought forward the desire to form a structured

outreach program for the Commission. Staff provided a meeting schedule for 2012 that covered City Council,

Parks and Leisure Commission, and Youth Commission meetings. At the time the schedule was released to

the Commission the City Council had not incorporated Committee Reports into their agenda structure. Staff

has revised the meeting schedule document that was shared with you last year, please see attachment.

Staff recommends that the Commission review the revised schedule and come prepared to discuss their

participation in advocacy efforts.

4. Review MOU revisions

The Commission directed the City Librarian to make recommended revisions to the MOU between the City of

Porterville and the Porterville Unified School District for the Shared Use of the Porterville Heritage Center

Library and to incorporate additional modifications as outlined in the Equal Access MOU established

temporarily this past summer.

Staff would like to move this item forward by asking the Commission to review the revisions. If no

significant alterations are made to the proposed draft staff would like to engage the City Council in discussion

of proposed changes before officially approaching the PUSD. Staff believes a memo addressed to City

Council from the Library and Literacy Commission for such consideration along with a copy of the adopted

MOU from 2005 with recommended revisions will be sufficient before next steps can be achieved. Staff

suggests that the Commission authorize the Chair or Vice-Chair to sign the memo, as to expedite the

document.

5. Library and Literacy Commission Vacancies Update

At their meeting on Tuesday, October 2, City Council directed the City Clerk’s office to publicize recruitment

for the vacant seat left by Commissioner Cortez’s resignation and the expiration of terms of Commissioner

Nichols, Commissioner Moreno, Commissioner Bailey, and Commissioner Figueroa.

Staff has provided in your packet a request for appointment form for those Commissioners who wish to be

considered for reappointment. In addition, staff has provided a copy of the Library and Literacy Commission

Ordinance for the interested individuals you may know in the community who would like to serve.

VII. COMMENTS FROM COMMISSIONERS – comments on any items or issues not on the agenda

VIII. SCHEDULE ITEMS FOR FUTURE MEETINGS

IX. ADJOURNMENT – Adjourn the meeting

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Porterville City Library

41 West Thurman Ave.

Porterville, CA 93257

(559)784-0177

library@ci.porterville.ca.us

www.portervillelibrary.org

Facebook.com/PortervilleLibrary

Porterville City Library

Daily Schedule: Monday—Campfire Night 5pm-8pm

Tuesday—Monster Makeup 5pm-8pm Wednesday—Spooky Poster Contest 5pm-8pm Thursday—Death Mask 5pm-8pm

National Teen Read Week

October 15th - 20th

Ages 12-17

Friday—Frankenstein T-shirt Reconstruction 3pm-6pm Saturday—Party Your Brains out Monster Ball 7pm-11pm

ATTENTION TEENS! join us in

celebration OF Teen Read Week! THE LIBRARY HAS activities planned everyday of the week just for Teens! All Activities will include snacks and refreshments and some will include the chance to win prizes!

Everything is free!!!

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2012/2013 MEETING SCHEDULES

CITY COUNCIL (TUES)

P&L COMMISSION (TH)

YOUTH COMMISSION (MON)

JULY 2012 3RD & 17TH 5TH N/A

AUGUST 2012 7TH & 21ST 2ND N/A

SEPTEMBER 2012 4TH & 18TH 6TH 10TH & 24TH

OCTOBER 2012 2ND & 16TH 4TH 8TH & 22ND

NOVEMBER 2012 6TH & 20TH 1ST 5TH & 26TH

DECEMBER 2012 4TH & 18TH 6TH 10TH

JANUARY 2013 15TH* 3RD* 14TH & 28TH

FEBRUARY 2013 5TH & 19TH* 7TH* 11TH & 25TH

MARCH 2013 5TH & 19* 7TH* 11TH & 25TH

APRIL 2013 2ND & 16TH* 4TH* 8TH & 22ND

MAY 2013 7TH & 21ST* 2ND* 13TH

JUNE 2013 4TH & 18TH* 6TH* N/A

* UNOFFICIAL - Dates projected based on meeting patterns.

CITY COUNCIL MEETS ON THE FIRST AND THIRD TUESDAYS OF EVERY MONTH. MEETINGS

ARE HELD AT 6:30PM IN CITY HALL COUNCIL CHAMBERS.

PARKS & LEISURE COMMISSION MEETINGS ARE HELD ON THE FIRST THURDAYS OF EVERY

MONTH. MEETINGS ARE HELD AT 5:30PM IN CITY HALL COUNCIL CHAMBERS.

YOUTH COMMISSION MEETINGS ARE HELD ON SCHEDULED MONDAYS DURING THE SCHOOL

YEAR. MEETINGS ARE HELD AT 4PM IN CITY HALL COUNCIL CHAMBERS.

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MEMORANDUM OF UNDERSTANDING

BETWEEN

CITY OF PORTERVILLE

AND

PORTERVILLE UNIFIED SCHOOL DISTRICT

FOR THE SHARED USE OF THE

PORTERVILLE HERITAGE CENTER LIBRARY

This Memorandum of Understanding (MOU) is entered into between the City of Porterville (CITY) and the

Porterville Unified School District (PUSD) for the joint use of the Porterville Heritage Center’s (CENTER)

library.

A. PURPOSE

The purpose of this MOU is to establish a formal working relationship between the parties to this

agreement and to set forth the conditions that will govern this partnership.

B. RESPONSIBILITIES

1. CITY shall retain ownership of the Porterville Heritage Center, including the joint use library and

computer center, and parking area.

2. PUSD will have exclusive use of the computer center. PUSD will provide janitorial service and

maintain all PUSD-owned equipment in the computer center. PUSD will provide chairs for the

computer center.

3. PUSD shall have exclusive use of the library and computer center from 8:00 am until 3:00 pm,

Monday through Friday, when Santa Fe Elementary School is in session.

4. CITY will have use of the library when school is not using the facility, until closing hours of the

CENTER, Monday through Friday, when school is in session.

5. CITY will have exclusive use of the library on weekends and during non-school periods. Hours of

use by the CITY during these periods shall be at the CITY’S discretion.

6. From time to time, hours of library and computer center operation may be negotiated between the

CITY and PUSD representative.

7. PUSD will keep the computer center locked when it is not in use. CITY will be provided a key in

case of emergency.

8. PUSD will provide the library with Santa Fe Elementary School books, which shall be coded in such

a manner that will allow checkout by the general public.

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9. CITY shall maintain records of all transactions of PUSD library materials that are checked out

through the common Integrated Library System (ILS) by City Library Cardholders.

10. CITY shall generate a report on an annual basis that accounts for any lost and/or damaged PUSD

materials.

11. PUSD upon review of the lost and/or damage materials report will submit a request for

reimbursement from the CITY for materials checked out by the general public, excluding PUSD

students, and the CITY shall reimburse PUSD for said materials within 60 days of receipt of said

request and verification of the reimbursement cost.

12. PUSD will provide bookshelves for PUSD book collections within the library and the CITY will

provide bookshelves for CITY book collections within the library.

13. PUSD and CITY representative will agree upon style, quantity, and size of bookshelves, chairs,

tables, study carousels, and other furnishings prior to purchases. PUSD will provide sufficient

tables and chairs in the library for Santa Fe Elementary School students use.

14. PUSD and CITY representative will agree on the collection capacity of respective holdings and

equipment, including furnishings, to accommodate ADA compliance, within the 2,240 square foot

library. *As followed by general library standards.

15. The San Joaquin Valley Library System, or other system as determined by CITY, will be utilized for

all collections.

16. CITY will train PUSD on the use of the San Joaquin Valley Library system, or other system

determined by CITY for checkout of PUSD books to Santa Fe Elementary School Students and

faculty. CITY training will include periodic checking of PUSD use of the system.

17. CITY will provide library cards for Santa Fe Elementary School students and credentialed faculty.

PUSD will maintain student cards and will modify library card records when students are no longer

enrolled at this campus.

18. Subject to funding availability, CITY and PUSD will share the cost of the installation of a

monitoring system for the collections at a time when the library is accessible by the public.

19. CITY will be responsible for installation and maintenance of any Security System that may be

installed at the CENTER. PUSD shall reimburse CITY for PUSD necessitated changes to security

codes. PUSD will be responsible for installation and maintenance of any Fire Monitoring System

that may be installed at the CENTER.

20. CITY will be responsible for janitorial maintenance of the library, excluding the computer media

center.

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C. TERM

The term of this Agreement shall be for a period of twenty (20) years from the date of signing. This

Agreement may be extended by mutual agreement of both parties.

Any party may withdraw from this MOU by giving written notice of intent to withdraw at least 90

calendar days in advance of the effective withdrawal date and upon completion of any operational

commitments.

At the conclusion of this agreement, or at any time the agreement is cancelled or nullified all books,

materials, equipment and related supplies shall revert to the party who originally contributed the item to

the facility.

D. MODIFICATION AND ASSIGNMENT

This MOU may be modified at any time by written agreement of the parties. Written modifications shall

require prior approval by the City Council and the Porterville Unified School District Board, unless

authority for such modifications has been expressly delegate to other acting on their behalf. Assignment

of responsibilities under this MOU by any of the parties shall be effective only upon prior written

consent of the other party, which shall not be unreasonably withheld.

E. INDEMNIFICATION PROVISION

Each party agrees to indemnify, defend and hold harmless the other party and its respective officers,

agents, and employees from any and all claims, actions, and losses accruing or resulting to any person

who may be injured or damaged solely by the indemnifying party in its performance of this Agreement.

This provision shall survive the term of the agreement.

The individuals signing below have the authority to commit the party they represent to the terms of this MOU, and do so commit by signing.

_________________________________ _________________________________ Signature of Authorized Official Signature of Authorized Official CITY OF PORTERVILLE PORTERVILLE UNIFIED SCHOOL DISTRICT _________________________________ _________________________________ NAME NAME ________________________________ _________________________________ TITLE TITLE ________________________________ _________________________________ DATE DATE

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