HomeMy WebLinkAboutAgenda Packet - LB - 1993.09.21 URLINGAME PUBILIC LIBRARY
Board of Trustees Agenda
September 21st, 1993 - 3:00pm
D UNCAN ANNEX
SUGGESTED ACTION
1. CALL TO ORDER:
2. ROLL CALL:
3. BILLS:
City Checks: $ 48,127.50 Approval
Special Fund: $ 202.00 (Duncan)
4. MINUTES: Approval
5. CORRESPONDENCE AND COMMUNICATIONS: Information
a. Letter: Vorsatz &Vorsatz (Trust)
b. Letter: Wayne Willert (Thank You)
c. Letter: Supervisory Staff (Building)
d. Letter: Janis Musante (Gift)
e. Letter: Arthur E. Anderson (Building)
f. Letter: CallPrimrose (Donation)
g. Legislative Update. September 13, 1993
h. Press Release: Poetry Reading
i. Letter: Burlingame Bank and Trust
6. REPORTS:
a. City Librarian's Report Information
b. Building Update Information
7. UNFINISHED BUSINESS:
a. Foundation Task Force Meeting Date Action
8. NEW BUSINESS:
a. CLA Registration Information
9. FROM THE FLOOR:
10. ADJOURNMENT:
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"-__/93
A�NDSS
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
AUGUST 17th, 1993
CALL TO ORDER:
The meeting of August 17th, 1993 was called to order by President
Cannon at 4 : 45pm.
Trustees Present: Cannon, Dunbar, Robertson & Taylor
Trustees Absent: Herman
Staff Present: Mr. Alfred Escoffier, City Librarian
Mrs. Judy Gladysz , Library Secretary
Also Present: Mrs. Marti Knight, Burlingame Resident
BILLS:
M/S/C (Robertson/Taylor) unanimously to approve the payment of City
checks in the amount of $21, 846 .76 and payment of Special Funds in the
amount of $261 . 78.
MINUTES OF THE MEETING OF JULY 17TH, 1993 :
The minutes of the July 17th, 1993 Board meeting were approved as
written and ordered filed.
CORRESPONDENCE AND COMMUNICATIONS:
All correspondence and communications were mailed in the Board
packets.
REPORTS•
Librarian's Report:
Trustee Robertson said she was happy to see that the Friends had such
a successful book sale.
Trustee Robertson said she was surprised to hear that there was so
much inappropriate behavior going on in the Library. The Board
members were pleased to hear that the "bicycle patrol" is in force.
Building Update:
Librarian Escoffier commented that architect, Cynthia Ripley, is
moving forward with a schematic design which retains the 1930's wings
and utilizing the entire Library site. He said the result will
necessarily be a 3 floor library. The preliminary sketches are very
exciting. He further reported that Ripley will conduct an all-day
workshop with the planning team on August 19th in which she will take
a final pass at the building layout and firm up functional issues in
individualized meetings with each division supervisor.
PAGE 1
UNFINISHED BUSINESS:
a. Election of Officers :
Trustee Robertson made a motion to nominate Trustee Taylor to
the office of President which was seconded by Trustee Dunbar.
Trustee Taylor made a motion to nominate Trustee Robertson to the
office of Secretary which was seconded by Trustee Dunbar. Both were
carried unanimously.
Trustee Cannon said she has very much enjoyed representing the
Board as President this past year.
b. Board Orientation ate: September 14th or 15th Q moo-.
After brief discussion, it was decided that 2 : 15 in the
afternoon of either September 14th or the 15th would be fine for the Board
orientation however because Trustee Herman was not present, Librarian
Escoffier said he would contact her and then inform Trustee Dunbar of the
final date.
EW BUSINESS:
a. Employee Achievement Award Committee:
Librarian Escoffier and the Trustees reviewed the procedures for
the Employee Achievement Awards. He said the General Staff meeting will
be held on October 28th at 8:00am at which time the awards could be
presented. President Cannon asked that the nominations be put in sealed
envelopes in President Taylor's mailbox by September 17th. Trustee Taylor
and Trustee Dunbar agreed to serve on the Selection Committee.
b. Revision of the Community Room Policies and Procedures:
The Board reviewed the policy regarding the use of the Community
Room after Library hours. M/S/C (Taylor/Dunbar) unanimously, to endorse a
policy which limits the use of the Library meeting rooms to the hours the
Library is open.
C. Reception for Former Board Members: Trustee Taylor
Trustee Taylor generously offered to hold a reception for the
outgoing Board members and a welcome to new Board members. She said she
would be in touch with everyone to set a date.
d. Letter to Jackie Speier•
The Board voted unanimously M/S/C (Robertson/Taylor) to write a
letter to Assembly Member Jack Speier in support of AB61 , a bond act which
would provide funds for California Public Library buildings.
PAGE 2
FROM THE FLOOR:
ADJOURNMENT:
The meeting of August 17th, 1993 was adjourned at 5: 35pm with the
next meeting scheduled for Sept. 21st, 1993 at 3 : OOpm in the Duncan Annex.
Respectfully submitted,
Alfred H. Escoffier
City Librarian
AHE/jg
08/23/93
AUGUST
PAGE 3
13URL:NCAME
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City Librarian's Report
September 21, 1993
Building Project Status:
Architect Cynthia Ripley presented her latest interior layouts to the library staff
planning team on August 19th. The latest plan incorporates the 1930's wings into
traditional reference and children's services uses. The result is a three floor library.
The major functions of Reference, Childrens, Periodicals, and Circulation are located
on the main floor. The fiction collections and the Audio Visual Division are on the
second floor, with a public service desk. Non-fiction is located in the basement,
without a public service desk. Staff offices are located on two floors.
Later in the day, the planning team members met with Ripley individually to
discuss the specific needs of each function in the new plan. A number of details were
refined for each function within the building.
Following a meeting with the City manager, it was agreed that the architects
would proceed with several study models which will help interpret the proposed
structure. A second model will be the existing structure. In addition, exterior and
interior elevation drawings, as well as the floor plans on a larger scale, are being
produced. The revised schedule suggests completion of schematics in October.
Supervisory Staff Comments:
The division supervisors of the library have written a letter outlining their
concerns regarding building design issues. Among the issues raised are the
desirability of a two floor library, the need to consider supervision of the three floors of
the building, and the desirability of a ground level access to the Main Floor, as well as
the need to increase public awareness of the project.
Friends of the Library News:
The Friends Fall Book Sale is scheduled for October 1 , 2, 3 in the Library
Community Room. The Fall Sale is usually our biggest and best!
The Friends and staff will participate in the Burlingame Community picnic,
September 19th, distributing their new membership brochures and alerting the
community about the Friends.
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480 Primrose Road • Burlingame. CA 94010-4083 • (415) 342-1038 * Fax (415) 342-1948
New Board Member Orientation:
An orientation of the library and its services was held on Tuesday, September
14 for Trustees Herman and Dunbar. Each of the division supervisors gave a brief
tour and overview of their divisions.
Gift from Burlingame Bank and Trust:
Thanks to Trustee Cannon, Burlingame Bank and Trust has graciously agreed
to print our first run of donor brochures to encourage gifts to the library. The bank will
have their logo on the back of the brochures indicating their contribution. I am
particularly pleased to see this type of partnership develop between the library and
the business community.
Reference Division:
Lora Shank has announced her retirement effective December 2nd. Lora is one
of our 25 hour per week reference librarians. Lora worked at Burlingame from 1973 to
1980, then left us for a few years to pursue other interests. She returned to work in
Reference in 1989. Lora will be moving to Phoenix with her husband.
We wish her well in her new endeavors!
Easton Branch:
With the retirement of the Branch Supervisor, we have restructured
management responsibilities. Children's Librarian Joan Manini will coordinate
Branch activities with the new Branch Librarian reporting to her.
Personnel:
City Personnel is pursuing recruitment for a Librarian I, Branch/Public Service
Librarian, as well as a 25 hour per week reference librarian. The recruitment will
close on September 28th, with interviews scheduled in October.
Another Chapter from `This Old Library':
Staff had another adventure with the building locks during the month. Two
evenings staff stayed until 10 pm until the doors could be secured. The first evening,
the door was finally secured after Judy arrived. The second evening, the locksmith
couldn't get the lock to work, and we secured the door with a bicycle chain and lock so
everyone could go home. Since the locks cannot be replaced we have ordered new
panic hardware for the back door which should arrive shortly.
In the meantime, we swapped the entire lock assembly from the community room to
the back door so we could continue to use the staff entrance door. Where is Bob Vila
when we need him?!
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Minotaur Poetry Reading:
Sandy Gleichmann's Minotaur Poetry readings gained special attention this
month with a front page article in the Boutique and Villager! The poets included Bana
Witt and Bruce Isaacson. The article was particularly well done by editor Barbara
Vogt.
California Library Association Conference:
The annual CLA Conference will be held November 13-16 in Oakland this
year. Board members will likely wish to sign up for the conference by the "early bird"
deadline of September 24. A registration form is available if you need one. Saturday
is `Trustees Day" and that is a good time for trustees to attend and meet other Trustees
from California libraries.
League of California Cities Conference:
The League will hold it's annual conference in San Francisco October 17 and
18th. As a member of the California Council of City Librarians, Al is helping to
organize the library booth for the event.
Upcoming Events:
o Employee Achievement Awards deadline, September 17
_ o Burlingame Community Picnic, September 19, 12-5 pm
o Board Meeting, Tuesday, September 21 , 3 pm. (Note revised time)
o System Advisory Board Tea, September 21 , 4-6 pm, Mountain View
o Fall Book Sale, October 1 , 2, 3.
o Columbus Day Holiday closure, October 11
o League of California Cities Conference, San Francisco, October 18, 19
o California Library Association Conference, Oakland, November 13-16.
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CIA
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CITY OF BURLINGAME PAGE 34
BUDGET STATUS REPORT
FOR THE MONTH ENDING JULY 31 , 1993 PRINTED 08/30/93
CURRENT MONTH YEAR-TO-DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
--------------------------------------------------------------------------------------
101 GENERAL FUND
67500 LIBRARY
010 REGULAR SALARIES 695,093.00 52,755.32 52,755.32 642,337.68 7.59
011 PART-TIME SALARIES 434,316.00 35,333.52 35,333.52 398,982.48 8. 14
012 OVERTIME 150.00 150.00
TOTAL SALARIES & WAGES 1 , 129,559.00 88,088.84 88,088.84 1 ,041 ,470. 16 7.80
TOTAL DIRECT LABOR 1 , 129,559.00 88,088.84 88,088.84 1 ,041 ,470. 16 7.80
030 RETIREMENT 111 ,333.00 8,533.03 8,533.03 102,799.97 7.66
031 HEALTH INSURANCE 74,916.00 5,384.79 5,384.79 69,531 .21 7. 19
033 CITY DENTAL PLAN 9,648.00 733.01 733.01 8,914.99 7.60
034 LIFE INSURANCE 2,916.00 224.29 224.29 2,691 .71 7.69
035 LONG TERM DISABILITY INSURANCE 5,872.00 668.58 668.58 5,203.42 11 .39
036 MEDICARE INSURANCE 7,900.00 641 .96 641 .96 7,258.04 8. 13
037 UNEMPLOYMENT INSURANCE
038 WORKERS COMPENSATION INSURANCE 6,709.00 502. 11 502. 11 6,206.89 7.48
041 CITY VISION PLAN 2,040.00 157. 10 157. 10 1 ,882.90 7.70
046 SOCIAL SECURITY EXPENSE 19,203.00 1 ,281 .96 1 ,281 .96 17,921 .04 6.68
TOTAL EMPLOYEE BENEFITS 240,537.00 18, 126.83 18, 126.83 222,410. 17 7.54
TOTAL EMPLOYEE SERVICES 1 ,370,096.00 106,215.67 106,215.67 1 ,263,880.33 7.75
110 OFFICE EXPENSE 12,225.00 45.98 45.98 12, 179.02 0.38
120 SPECIAL DEPARTMENT EXPENSE 21 ,000.00 3,333.89 3,333.89 17,666. 11 15.88
122 PERIODICALS 28,930.00 15,000.00 15,000.00 13,930.00 51 .85
123 BOOK BINDINGS 15,525.00 3, 198.00 3, 198.00 12,327.00 20.60
124 CATALOGING EXPENSE 20,471 .00 20,471 .00
125 RECORDS AND CASSETTES 11 ,265.00 11 ,265.00
128 VEHICLE ALLOWANCE 1 ,200.00 92.32 92.32 1 , 107.68 7.69
129 BOOKS AND MAPS 204, 136.00 212.35 212.35 203,923.65 0. 10
130 SMALL TOOLS 300.00 12.71 12.71 287.29 4.24
160 COMMUNICATIONS 14,845.00 501 .43 501 .43 14,343.57 3.38
170 ELECTRIC & GAS UTILITIES 48,000.00 48,000.00
190 MAINTENANCE OF BUILDINGS AND GROUND 34,350.00 34,350.00
200 EQUIPMENT MAINTENANCE 3,575.00 331 .86 331 .86 3,243. 14 9.28
209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1 ,970.00 1 ,970.00
210 PROFESSIONAL AND SPECIALIZED SERVIC 7,372.00 7,372.00 7,372.00 100.00
220 CONTRACTUAL SERVICES 55,470.00 49,355.00 49,355.00 6, 115.00 88.98
240 DUES AND SUBSCRIPTIONS 1 ,390.00 1 ,390.00
250 TRAVEL, CONFERENCES & MEETINGS 500.00 500.00
251 DEPARTMENT HEAD CONFERENCE & MEETIN 900.00 900.00
252 STAFF CONFERENCE AND MEETINGS 2,000.00 2,000.00
260 TRAINING AND SAFETY 2,701 .00 2,701 .00
701 INSURANCE COST ALLOCATION 4, 128.00 344.00 344.00 3,784.00 8.33
CITY OF BURLINGAME PAGE 35
BUDGET STATUS REPORT
FOR THE MONTH ENDING JULY 31 , 1993 PRINTED 08/30/93
CURRENT MONTH YEAR-TO-DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
--------------------------------------------------------------------------------------
TOTAL SUPPLIES AND SERVICES 492,253.00 79,799.54 79,799.54 412,453.46 16.21
TOTAL SUPPLIES AND SERVICES 492,253.00 79,799.54 79,799.54 412,453.46 16.21
800 CAPITAL OUTLAY 18,500.00 18,500.00
TOTAL CAPITAL OUTLAY 18,500.00 18,500.00
TOTAL CAPITAL EXPENDITURES 18,500.00 18,500.00
67500 LIBRARY TOTAL 1 ,880,849.00 186,015.21 186,015.21 1 ,694,833.79 9.89
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CITY OF BURLINGAME PAGE 34
BUDGET STATUS REPORT
FOR THE MONTH ENDING AUGUST 31 , 1993 PRINTED 09/15/93
CURRENT MONTH YEAR-TO-DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
--------------------------------------------------------------------------------------
101 GENERAL FUND
67500 LIBRARY
010 REGULAR SALARIES 695,093.00 52,755.32 105,510.64 589,582.36 15. 18
011 PART-TIME SALARIES 434,316.00 34,979.45 70,312.97 364,003.03 16. 19
012 OVERTIME 150.00 150.00
TOTAL SALARIES & WAGES 1 , 129,559.00 87,734.77 175,823.61 953,735.39 15.57
TOTAL DIRECT LABOR 1 , 129,559.00 87,734.77 175,823.61 953,735.39 15.57
030 RETIREMENT 111 ,333.00 8,476.00 17,009.03 94,323.97 15.28
031 HEALTH INSURANCE 74,916.00 5,494.37 10,879. 16 64,036.84 14.52
033 CITY DENTAL PLAN 9,648.00 733.04 1 ,466.05 8, 181 .95 15.20
034 LIFE INSURANCE 2,916.00 224.33 448.62 2,467.38 15.38
035 LONG TERM DISABILITY INSURANCE 5,872.00 668.60 1 ,337. 18 4,534.82 22.77
036 MEDICARE INSURANCE 7,900.00 640.95 1 ,282.91 6,617.09 16.24
037 UNEMPLOYMENT INSURANCE
038 WORKERS COMPENSATION INSURANCE 6,709.00 500.09 1 ,002.20 5,706.80 14.94
041 CITY VISION PLAN 2,040.00 157.08 314. 18 1 ,725.82 15.40
046 SOCIAL SECURITY EXPENSE 19,203.00 1 ,286.37 2,568.33 16,634.67 13.37
TOTAL EMPLOYEE BENEFITS 240,537.00 18, 180.83 36,307.66 204,229.34 15.09
TOTAL EMPLOYEE SERVICES 1 ,370,096.00 105,915.60 212, 131 .27 1 , 157,964.73 15.48
110 OFFICE EXPENSE 12,225.00 527.32 573.30 11 ,651 .70 4.69
120 SPECIAL DEPARTMENT EXPENSE 21 ,000.00 883.32 4,217.21 16,782.79 20.08
122 PERIODICALS 28,930.00 15,000.00 13,930.00 51 .85
123 BOOK BINDINGS 15,525.00 3, 198.00 12,327.00 20.60
124 CATALOGING EXPENSE 20,471 .00 20,471 .00
125 RECORDS AND CASSETTES 11 ,265.00 1 ,024.34 1 ,024.34 10,240.66 9.09
128 VEHICLE ALLOWANCE 1 ,200.00 92.32 184.64 1 ,015.36 15.39
129 BOOKS AND MAPS 204, 136.00 14,893. 11 15, 105.46 189,030.54 7.40
130 SMALL TOOLS 300.00 30. 18 42.89 257. 11 14.30
160 COMMUNICATIONS 14,845.00 1 , 136. 15 1 ,637.58 13,207.42 11 .03
170 ELECTRIC & GAS UTILITIES 48,000.00 621 .35 621 .35 47,378.65 1 .29
190 MAINTENANCE OF BUILDINGS AND GROUND 34,350.00 2,653.72 2,653.72 31 ,696.28 7.73
200 EQUIPMENT MAINTENANCE 3,575.00 126.50 458.36 3, 116.64 12.82
209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1 ,970.00 1 ,970.00
210 PROFESSIONAL AND SPECIALIZED SERVIC 7,372.00 7,372.00 100.00
220 CONTRACTUAL SERVICES 55,470.00 49,355.00 6, 115.00 88.98
240 DUES AND SUBSCRIPTIONS 1 ,390.00 35.00 35.00 1 ,355.00 2.52
250 TRAVEL, CONFERENCES & MEETINGS 500.00 500.00
251 DEPARTMENT HEAD CONFERENCE & MEETIN 900.00 195.00 195.00 705.00 21 .67
252 STAFF CONFERENCE AND MEETINGS 2,000.00 2,000.00
260 TRAINING AND SAFETY 2,701 .00 2,701 .00
701 INSURANCE COST ALLOCATION 4, 128.00 344.00 688.00 3,440.00 16.67
CITY OF BURLINGAME PAGE 35
BUDGET STATUS REPORT
FOR THE MONTH ENDING AUGUST 31 , 1993 PRINTED 09/15/93
CURRENT MONTH YEAR-TO-DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
--------------------------------------------------------------------------------------
TOTAL SUPPLIES AND SERVICES 492,253.00 22,562.31 102,361 .85 389,891 . 15 20.79
TOTAL SUPPLIES AND SERVICES 492,253.00 22,562.31 102,361 .85 389,891 . 15 20.79
800 CAPITAL OUTLAY 18,500.00 18,500.00
TOTAL CAPITAL OUTLAY 18,500.00 18,500.00
TOTAL CAPITAL EXPENDITURES 18,500.00 18,500.00
67500 LIBRARY TOTAL 1 ,880,849.00 128,477.91 314,493. 12 1 ,566,355.88 16.72
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STATISTICS FOR AUGUST 1993
REGISTERED BORROWERS:
Total Registered
Burlingame Adults 18 ,512
Burlingame Children 31734
Hillsborough Adults 2 . 738
Hillsborough Children 1 , 137
Non-San Mateo Co. Borrowers 959
TOTAL: 27 , 080
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CIRCULATION ACTIVITY: Main: Branch:
Adult Print Materials
(books , periodicals, pamphlets , paperbacks) 21 , 185 1 , 258
Children's Print Materials
(books , periodicals , pamphlets , paperbacks) 6 , 472 791
Audio Visual Materials
(records, cassettes, films , videos,
slides , equipment, talking books) 5 , 241 145
TOTALS: 32 , 898 2 , 194
Main Total 1993 Circ: 32 ,898 Main Total 1992 Circ: 30 , 119 = 9 . 22% Inc.
Branch Tot. 1993 Circ: 2 , 194 Branch Tot. 1992 Circ: 2 , 236 = 1 . 88% Dec.
Grand Total 1993 Circ: 35 ,092 Grand Total 1992 Circ: 32 , 355 = 8 .46% Inc.
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REFERENCE ACTIVITY: Questions Directions
_ Reference 5 ,001 1 , 322
Children's 235 90 I.L.L. Borrowed: 235
Audio-Visual 327 608 I .L.L. Lent: 66
Branch 163 15 I .L.L. Total: 301
Total : 5 , 726 2 ,035
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COLLECTIONS: MAIN BRANCH TOTAL
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 110 , 305/104 ,815 4 , 480/ NA 114 , 785/109 ,295
Ch.Non-Fic. 18 ,565/ 17 ,195 3 , 240/ NA 21,805/ 20 ,435
YA Non-Fic. 1,710/ 1 , 670 90/ NA 1 , 800/ 1 , 760
Ad.Fiction 44 , 325/ 43 , 120 4 ,520/ NA 48 , 845/ 47 ,640
Ch.Fiction 15 , 075/ 11 , 180 4 , 700/ NA 19 ,775/ 15 ,880
YA Fiction 2 , 495/ 2 , 320 290/ NA 2 ,785/ 2 ,610
Reference 5 , 345/ 5, 225 125 NA 5 , 460/ 5 , 350
TOTALS: 197 ,820/185, 525 17 ,445/ NA 215 , 265/202 , 970
OTHER MATERIALS•
Pamphlets 31 , 850 Paperbacks 1 , 520
Maps 1 ,765 Records 4 , 515
Cassettes 3 , 835 Video Tapes 850 p
Compact Discs 755 .l��ijd Sa 37/
Deposited with the City Treasurer:`,, Main , $ 2 , 432,71 __Branch: $ 217 . 80
Xerox: $ 568.00 Rent: $ 1 , 358 .00
Est. User Traffic: 30 , 820 Daily Average: 994 CLSA: $13 , 945. 39
Total Meetings Held: 10 Attendance: 227 Trustees : $ 525. 00
Children's Programs: 1 Attendance: 90 Total : $19 , 046 . 90
MONTHLY REPORT
i
MONTH August, 1993
OUTREACH ACTIVITIES
t. Volunteer Coordinator
A. Hours worked 42.5
2. Volunteers
A. Nimber of volunteers 4 + 7 Friends
B. Hours contributed 7 + 59 = 56
3. Shut-in Patrons---Individual Visits
A. N.imber of patrons 11
B. Nimber of visits made 18
C. Items circulated 109
4. Shut-in Patrons--Institutional Visits
visits Materials circulated
A. Hacienda 5 42
B.
C. Easter Seals 1 50
D. Care Nest
E. Marion Convent 1 16
5, Totals
A. Shut-in patrons 11 + I
B. Visits made 23
C. Items circulated tog
Comments/Activities
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