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Home My WebLink AboutAgenda Packet - LB - 1994.07.19 i RLINGAME PUBLIC LIBRARY rBURLiNGAME Board of Trustees Agenda I '' July 19th 1994 - 3:30 pm o- LIC L le R' DUNCAN ANNEX 1. CALL TO ORDER: 2. ROLL CALL: 3. BILLS: Approval City Checks: $153,116.93 Special Fund: $ 210.42 Duncan Funds: $ 1,600.00 4. MINUTES: Approval 5. CORRESPONDENCE & COMMUNICATIONS: Information a. Commissioner Attendance Report b. State Librarian's Press Release c. Library Construction -Architectural Services Contit= d. Peninsula Community Foundation - Spring Report e. Legislative Update ' '.SPORTS: Information a. City Librarian's Report b. Foundation Report — 7. UNFINISHED BUSINESS: None ✓ � 8. NEW BUSINESS: eAP�A None 9. ADJOURNMENT Ae4 7�L Agenda) AHE/jg 07/14/94 ir BURLINGAME Q G� Q- Burlingame Public Library Board of Trustees Minutes June 21st, 1994 Call To Order• The meeting of June 21st, 1994 was called to order by President Taylor at 4:30pm. Trustees Present: Cannon, Dunbar, Herman, Robertson & Taylor Trustees Absent: None Staff Present: Mr. Alfred Escoffier, City Librarian Mrs.Judy Gladysz, Administrative Secretary Others Present: Marti Knight, Burlingame Resident Bills: MIS/C (Robertson/Dunbar) unanimously to approve the payment of City and Special Fund checks. Minutes of the Meeting of May 17th, 1994: The Minutes were approved as written and ordered filed. Correspondence and Communication: Correspondence was mailed in the Trustee packets. Trustee Dunbar asked Librarian Escoffier about the "realized" and "unrealized" losses to the Duncan Fund maintained by the Peninsula Community Foundation. Librarian Escoffier showed the Board the Financial Audit. President Taylor asked Librarian Escoffier to write a letter to the Foundation and request a clearer explanation. Resorts• City Librarian's Report During budget hearings, Mayor O'Mahony suggested that Burlingame contribute to Project Read as a part of community contributions. Burlingame is the only library on the peninsula that does not offer a contract for such a program. The Board members said that they unanimously support Project Read and would like to see Burlingame contribute. `- 480 Primrose Road • Burlingame, CA 94010083 • (415) 342-1038 • Fax (415) 342-1948 Trustee Herman made a motion for Mr. Escoffier to write a letter of behalf of the Library Board to City Council requesting funds for Project Read. The Motion was seconded by Trustee Cannon and carried. Librarian Escoffier will request further information and statistics on the program from the San Mateo Library Director. System Advisory Board: Trustee Cannon Trustee Cannon gave a brief report regarding the goals of the System Advisory Board. Foundation Task Force: Trustees Herman & Cannon Trustee Herman said the Task Force has made a tremendous amount of progress. She said she was happy to report that there are 9 Board members already; Loretta Blevins, Former Library Commissioner; Midge Bolton, former Peninsula Foundation Board Chairman; David Campbell, CEO of Burlingame Bank and Trust; Sheri Galvin, Friends President; John Root, Director of the San Mateo County Fairgrounds and Expo Center; Lailee Van Dillen, Author; Don Roberts, Attorney; Mary Herman, Library Trustee and Kris Cannon, Library Trustee. She said that Librarian Escoffier is Board Member, ex-officio. Trustee Herman said the Task Force is still looking for a few more members. Librarian Escoffier thanked them for all of their hard work and support. Unfinished Business: Trustee's Mailboxes Librarian Escoffier asked the Trustees if they preferred to have items in their mailboxes or mailed. President Taylor said that they prefer to keep their mailboxes the way they are and only have the Board packets and other important, timely things, sent to them in order to save postage. New Business• a. Election of Officers for July 1994 -June 1995: Trustee Cannon nominated Secretary Robertson for President, and Trustee Dunbar for Secretary. Trustee Herman seconded the nomination and it was unanimously carried. President Taylor thanked everyone for all the support she received during her year as President. b. Holiday Closures: Librarian Escoffier reviewed holiday schedules. The day after Thanksgiving is an expensive day to remain open. He suggested the Board may wish to consider closing on the Friday after Thanksgiving. Trustee Cannon felt very strongly about remaining open. She stated that if the library closes the day after Thanksgiving that it would be difficult to reopen at a later date. She noted a similar situation with the Branch schedule. They gave up hours and now they are unable to get them back. The other Board members concurred. �?uge 2 c. Temporary Quarters: Librarian Escoffier brought the Board up to date on temporary quarters for the library during construction. He asked the Board members for input regarding criteria for temporary quarters. Trustee Cannon stated that a major priority would be to maintain the current �- level of service that the library now provides. She further stated that during construction it is important that the Library maintain goodwill and keep the public as happy as possible during the transitional phase. Trustee Dunbar asked about"closed vs. open" stacks. Librarian Escoffier explained that closed stacks are stacks that the public does not have access to. Staff retrieve books for the public. This allows a smaller space in which to house the books and the stacks would not have to meet ADA requirements. This type of book arrangement is labor intensive however. The Board members felt that "closed stacks" would not allow the public to "browse", as they're used to doing. A large portion of users go directly to the stacks. Trustee Herman said she thought parking is a big issue. She would like to have enough parking for the convenience of the patrons. Librarian Escoffier handed out a fact sheet on "Space Requirements" to the Board members. Trustee Cannon asked how much space would be needed to accommodate the entire collection. Librarian Escoffier said it's possible to maintain open stacks, service desks and staff offices in 20,000 square feet. On the issue of dividing the collection, Trustee Cannon asked how one would go about deciding which part of the collection would stay and which part would not. Librarian Escoffier explained that this task (dividing the collection) is extremely labor intensive. Staff has to pull each book to be stored, change the data base to reflect the status, store the books; when the construction is finished staff would need to reverse the process, update the database and reintegrate the books. There was some discussion regarding the possibilities of putting modulars on one of two parking lots; either Ralston or near Howard between Park & Lorton. The Board felt that the Howard parking lot, although larger than the Ralston lot, might inconvenience those who use that parking lot more than Ralston. Ralston however, might not allow enough patron parking. Trustee Cannon noted that the Board and staff have been working on temporary quarter options for the past 4-5 months. She reviewed the six options developed to date. �a9e 3 After further discussion, the Board members agreed: Priorities for Interim Operations are: a. Large enough to house the entire collection and services b. Accessible location,with parking �- c. Maintain an "open stack" policy for materials. d. Maintain current service levels e. Maintain current service hours (73 hours per week) f. Maintain current staffing levels g. Operate more hours at the Easton Drive Branch Library for user convenience From the Floor: Adjournment: The meeting of June 21st, 1994 was adjourned at 6:15pm. The next regular Board meeting will be held on July 19th at 4:30 in the Duncan Annex. Respectfully submitted, Alfred H. Escoffier City Librarian 06/21194 Minutes-June Tage 4 UFBURLINCIAMIE ' City Librarian's Report July 19, 1994 Architect Contract Approved Following negotiations with city staff, the City Council has approved the contract with Group 4/Architecture to complete the design work for the reconstruction of the main library. The kick off organizational meeting will be July 15. We will be moving directly into confirmation of Schematic Design and further refining options for temporary quarters. I would suggest that two Board members serve in a consultative capacity for the building project, as well as the temporary quarters project, to represent the public in our meetings with the architects and consultants. Library Program Staff have completed work on the update of the Library Program document. The "program" outlines the functions and services, as well as the components to provide those services: service desks, tables, chairs, shelving, space for each function, etc. The original library program was written by Jane Light in 1990 and was in need of revision, as our reconstruction plans have evolved. This working draft will be used as a starting point in finalizing services and functionality in the new building. Copies of the program will be available for Board members. Construction Management The City Librarian has completed review of several construction management firms in an effort to find a construction manager for the project who not only has construction management experience in the private sector, but who has built public libraries. I visited two sites this week: City College of San Francisco and the Davis Branch of the Yolo County Library. Both projects were managed by Vanir Construction Management. I was very impressed with the assistance and the level of detail that the construction managers gave to the owning jurisdiction as well as to the library administration in each case. -1- _ 480 Primrose Road • Burlingame. CA 94010-4083 • (415) 342-1038 9 Fax (415) 342-1948 Easton Branch Lighting _ Jan Meyer of O'Mahony and Meyer has done a plan for upgrading the lighting at the Branch library. In addition, P.G. & E is reviewing the plans. We are currently seeking bids to complete the work. Peninsula Community Foundation The foundation has responded via telephone to concerns regarding the Duncan Trust Fund and will follow that up with additional information. Dynix System Update The library building is being recabled in anticipation of installation of the Dynix system in the fall. The Branch Library cabling has been completed. The installation of Dynix, projected for November, will allow us to provide online public catalogs for the public in the children's room, branch library and audio visual areas. Reference Division Cliff Lynch, who developed the Melvil automated system at UC/Berkeley spoke about the "Information Highway" at a staff development meeting at Menlo Park Library on June 8th. Staff also attended the Internet Conference in San Jose June 2nd. Children's Services The Reading Club is in full swing! Our partners in offering the club this year include the Burlingame Lions Club and Round Table Pizza. On Saturday, June 25th, the kick-off program for the summer reading club featured a mummy program. The video Mummies, which is based on the book by Aliki of the same title, was shown. Cathy did a round song about pyramids and the program concluded with the mummification of a library doll, now know as Bookshepbut. She rests in our pyramid. The pyramid was made by Jim Kaufman of the staff. After the children read six books, they will be able to enter the pyramid and claim their Round Table Pizza coupon. Two volunteers are hearing reports in the Children's Room. This year, the summer reading club has gone on the road. Children's staff is taking paperback books to the Recreation Department's summer day camp at Lincoln, which is being handled by the Branch and at the Recreation Department. Foundation Update The Library Foundation task force is rapidly becoming the Foundation Board of Directors. The goal of the Board is to be fully operational September 1st. The group is currently working on bylaws and articles of incorporation. -2- Upcoming Events: o Library Board Meeting, July 19, 3:30 pm o Friends One-Day Book Sale, August 6 o Foundation Board Meeting, August 15, 4:30 pm o Library Board Meeting, August 16, 4:30 pm o Labor Day Closure, September 4 and 5 Alfred H. Escoffier City Librarian CL.19 -3- STATISTICS FOR JUNE 1994 REGISTERED BORROWERS: Total Registered: Burlingame Adults 19,804 Burlingame Children 4,119 Hillsborough Adults 2,854 Hillsborough Children 1 ,233 Universal Borrowers 1 ,108 -------------------------------------------------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main Branch Adult Print Materials(books, periodicals, pamphlets, paperbacks) 20,211 1,202 Children's Print Materials (books, periodicals, pamphlets, paperbacks) 6,677 964 Audio Visual Materials(records, cassettes, films, videos, cd's) 4,877 144 TOTALS: 31,765 2,310 Main Total 1994 Circ: 31 ,765 Main Total 1993 Circ: 32,742 = 2.98 % Dec. Branch Total 1994 Circ: 2,310 Branch Total 1993 Circ: 2,558 = 9.65 % Dec. Grand Total 1994 Circ: 34� ,07_ Grand Total 1993Circ: 35,300 = 3.47 % Dec. --------------------------- ---------------------------------------------------------------------------------- REFERENCE ACTIVITY: Questions Directions Reference 4,384 1,286 Children's 444 208 ILL Borrowed: 190 Audio-Visual 428 756 ILL Lent: 461 Branch 136 78 ILL Total: 651 Total: 5,392 2,328 -------------------------------------------------------------------------------------------------------------------- COLLECTIONS: MAIN BRANCH TOTALVOLUMES VOLUMES/TITLES VOLUMES MAIN& BRANCH Ad.Non-Fiction 113,385 /106,850 4,585 117,970 Ch.Non-Fiction 19,360 / 17,695 3,375 22,735 YA Non-Fiction 1,780 / 1,720 90 1,870 Ad. Fiction 46,205 / 44,225 4,930 51,135 Ch. Fiction 15,870 / 15,580 4,885 20,755 YA Fiction 2,550 / 2,360 295 2,845 Reference 5.395 / 5,360 125 5,520 Totals: 204,545 /193,790 18,285 222,830 -------------------------------------------------------------------------------------------------------------------------------------------------------- OTHER MATERIALS: Pamphlets 32,075 Paperbacks 1,890 Maps 1,820 Records 4,510 Cassettes 4,510 Video Tapes 1,155 Compact Discs 960 ----------------------------------------------------------------------------------------------------------------------------------------------------------- Deposited with the City Treasurer: Main: $2,298.35 Branch: $170.40 Xerox: $ 765.00 Rent: $1,733.65 CLSA: $ 14,720.59 Donations: $ 30.00 Total: $16,756.59 Estimated User Traffi c: 26,970 Daily Average: 899 Total Meetings Held in Community Room: 7 Attendance: 175 - Children's Programs: 1 Attendance: 90 MDNTHI Y R:pOP,' N H lllnp_ 1 Q94 OUTREACH A:TlYlTIES A. Hours worked 44 2. Volunteers A. NJmber 01 volunteers 7 + 5 Friends - B. Hours contributed 35.5 + 15 3. Shut-in Patrons---Individual Visits A. patro-is 12 + 30 B. N� o` visits rta,E 21 C. lte7s circulate 134 4. Shut-in Patrons--Institutional Visits visits katerials circulated A. Hacienda 6 30 B. .. C. Easter Seals 1 40 D. Care West E. Marion Convent 1 20 5, Totals A. Shut-in patrons 12 + 30 B. Visits made 21 C. Items circulated 234 Comments/Activities Two new summer volunteers in•'the Children' s Department contributed heavily to *the larger-than-normal number on line 2B. �� Dale Nelson