Saturday, August 11, 2012

CITY COUNCIL: Ordinance Amending Municipal Code Section 2.72.050 (H) Regarding Procedure for Annual Library Board of Trustees Report to City Council



Meeting Date: August 7, 2012
Prepared by: Janet Bombard, Library Director

City Council
Agenda Item Summary

Name: Consideration of the second reading of an Ordinance amending Municipal Code Section 2.72.050 (H) regarding the procedure for an annual Library Board of Trustees report to the City Council on the condition of the library.

Description: Since the last formal report to the City Council in Fiscal Year 1970171, the procedure for the Library Board of Trustees report has changed considerably. Staff is proposing to amend the Municipal Code to reflect current practice with respect to an annual report on the condition of the library.

Overall Cost:
City Funds: N/A
Grant Funds: N/ A

Staff Recommendation: Adopt the Ordinance.

Important Considerations: The procedure as outlined in the Municipal Code has not been followed in 31 years. Every year, the Library Director prepares an annual statistical report, the California Public Library Survey, for the California State Library that provides an in-depth look at the library's fiscal year performance. The California Public Library Survey has served as the de facto annual report since 1982.
Decision Record: Council heard the first reading of this Ordinance at its July 3, 2012 meeting. At that time, Council moved to amend the proposed Ordinance, "that the Library Trustees will make the report to the City on the 30th of June preceding and then forward a copy to the State Library".

This agenda item was reviewed by City Attorney Don Freeman.
Reviewed by:

Jason Stilwell, City Administrator Date

CITY OF CARMEL-BY-THE-SEA
STAFF REPORT
TO: MAYOR BURNETT AND COUNCIL MEMBERS
THROUGH: JASON STILWELL, CITY ADMINISTRATOR
FROM: JANET BOMBARD, LIBRARY DIRECTOR
DATE: AUGUST 7, 2012
SUBJECT: CONSIDERATION OF THE SECOND READING OF AN ORDINANCE AMENDING MUNICIPAL CODE SECTION 2.72.050 (H) REGARDING THE PROCEDURE FOR AN
ANNUAL LIBRARY BOARD OF TRUSTEES REPORT TO THE CITY COUNCIL ON THE CONDITION OF THE LIBRARY

RECOMMENDED MOTION
Adopt the Ordinance on second reading.

BACKGROUND
Carmel-by-the-Sea Municipal Code Section 2.72.050 (H), states that “the Board of Library Trustees shall, on or before the thirty-first day of August in each year make a report to the City Council of the city, giving the condition of the library on the thirtieth day of June preceding, together with a statement of its proceedings for the year then ended, and forward a copy thereof to the State Library at Sacramento”.

The last annual report to the City Council occurred in Fiscal Year 1970/71.
In 1982, the California State Library began collecting and compiling fiscal year statistical
data – the California Public Library Survey - from public and county libraries throughout the
state. The data is compiled and published in an annual publication titled “California Library
Statistics”. The deadline for submitting the California Public Library Survey is September
30.
Since the inception of the California Public Library Survey, the Library Director, as staff
liaison to the Library Board of Trustees, has submitted a copy of the report to the City
Administrator and Assistant City Administrator every year, thereby causing it to become the
de facto annual report.
STAFF REVIEW
In reviewing old annual reports to the City Council, the information contained therein
duplicated some of the information contained in the California Public Library Survey. The
Public Library Survey, however, goes into considerably more detail; the document typically
averages 10 pages (the Table of Contents from “California Library Statistics 2011”, which
details the data collected, is attached) and is more comprehensive than the old annual report
format, which detailed basic statistics including circulation, reference services, the number of
cardholders, children’s programs, and the number of books held by the library.
In the intervening years since the last report to Council in 1971, an alternative procedure to
the annual report has been established. The Municipal Code, as well as the deadline for
submission of the report, should be amended to reflect current procedure.
168
ATTACHMENT
Contents
Statewide Statistics
State Summary of Library Statistics
Public Library Statistics
Year to Year Comparison Table
Five Year Trend Charts
Rank Order Tables
Reference Questions per Capita
Expenditures per Capita
Materials Expenditures per Capita
Print Materials per Capita
Total Materials Available per Capita
Population Served per FTE Staff
Circulation per Capita
Program Attendance per Capita
Visits per Capita
Public Access Computer Use per Capita
Public Library Table Descriptions and Column Headings
Profile
Income
Expenditures
Expenditures Detail
Collections
Services
Children’s Services
Literacy Services
Salaries
Electronic Services
Comparisons
Mobile Libraries
County Law Library Statistics
Appendix A - Public Library Survey Instructions
Appendix B - County Law Library Survey Instructions
Source: California Library Statistics 2011
Library Development Services Bureau
California State Library
169
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
ORDINANCE 2012-
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE SEA AMENDING CARMEL-BY-THE-SEA MUNICIPAL
CODE SECTION 2.72.050 (H) REGARDING THE PROCEDURE FOR AN
ANNUAL LIBRARY BOARD OF TRUSTEES REPORT TO THE CITY
COUNCIL ON THE CONDITION OF THE LIBRARY
WHEREAS, the Carmel-by-the-Sea Municipal Code Section 2.72.050 (H) states
that the Library Board of Trustees will make an annual report regarding the condition of
the library; and
WHEREAS, the last official annual report to the City Council occurred in Fiscal
Year 1970/71; and
WHEREAS, in the intervening years the procedure has changed with regard to the
report itself and to whom the report has been made; and
WHEREAS, since 1982 the California Public Library Survey has served as the de
facto report.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF
THE CITY OF CARMEL-BY-THE-SEA does hereby resolve to:
Adopt the attached amendments to the Carmel-by-the-Sea Municipal Code
Section 2.72.050 (H) (Exhibit “A”)
Severability. If any part of this ordinance, even as small as a word or phrase, is found to
be unenforceable such finding shall not affect the enforceability of any other part.
Effective Date. This ordinance shall become effective 30 days after final adoption by the
City Council or the California Coastal Commission, whichever occurs last.
170
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA this 7th day of August 2012 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
SIGNED,
________________________
JASON BURNETT, MAYOR
ATTEST:
_________________________________
Heidi Burch, City Clerk

Exhibit “A” Carmel-by-the-Sea Municipal Code Section 2.72.050 (H)
(Changes shown in strikeout and underline)
2.72.050 Board of Trustees – Powers.
The Board of Library Trustees shall have power as follows:
H. The Board of Library Trustees shall each year make a report to the
City, on or before the thirty-first day of August in each year, make a report
to the City Council of the City, giving the condition of the library on the
thirtieth day of June preceding, together with a statement of its
proceedings for the year then ended, and forward a copy thereof to the
State Library at Sacramento.

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