HomeMy WebLinkAboutAgenda Packet - LB - 1993.08.17 URILINGAME PUBEIC LIBRARY
Board of Trustees Agenda
August 17th, 1993 - 4:30PM
D UNCAN ANNEX
SUGGESTED ACTION
1. CALL TO ORDER:
2. ROLL CALL:
3. _BILLS:
City Checks: $ 21 ,846.76 Approval
Special Fund: $ 261 .78 Duncan Funds: $390.00
4. NtWUTES: Approval
5. CORRESPONDENCE AND COMMUNICATIONS: Information
a. PLS Selects Dynix
b. Duncan Trust Fund Fees
c. Press Release: Large Type Books
d. ALA Report
e. Letter: Rey
f. Letter: Rosman
g. Letter: Short
h. Questions Regarding Library Reconstruction
6. REPORTS:
a. City Librarian's Report Information
b. Building Update Information
7. UNFIlVISHED BUSINESS:
a. Election of Officers Action
b. Board Orientation Date: Sept. 14th or 15th Q 2pm Approval
8. NEW BUSINESS:
a. Employee Achievement Award Committee Information
b. Revision of Community Room Policy Action
c. Reception for Former Board Members: Taylor Information
d. Letter to Jackie Speier Action
9. FROM THE FLOOR:
ADJOURNMENT:
AHE/IS
7/15/93
AGENDAJ
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
JULY 20TH, 1993
CALL TO ORDER•
The meeting of July 20th, 1993 was called to order by President
Cannon at 4: 30pm.
Trustees Present: Cannon, Herman, Robertson & Taylor
Trustees Absent: Dunbar
Staff Present: Mr. Alfred Escoffier, City Librarian
Mrs. Judy Gladysz , Library Secretary
Also Present: Mrs. Marti Knight, Burlingame Resident
Mr. Jim Cannon, Burlingame Resident
BILLS:
M/S/C (Robertson/Taylor) unanimously to approve the payment of City
checks in the amount of $138 ,926.60 and payment of Special Funds in the
amount of $613 .50.
MINUTES OF THE MEETING OF JUNE 15TH, 1993 :
The minutes of the June 15th, 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 is happy to see that there are no program
cuts at the Library due to budget constraints.
Trustee Herman said she appreciated the new Board member orientation
with the City Librarian. It proved to be very helpful to acquaint
her with the current affairs of the Library and the Board.
Trustee Robertson asked Librarian Escoffier if PLS had decided which
vendor they were going to use for the new automated system. CL
Escoffier said that negotiations are currently underway with Dynix of
Provo, Utah.
Trustee Robertson congratulated Library Secretary, Judy Gladysz, on
her 15 years of service.
PAGE 1
UNFINISHED BUSINESS:
a. Foundation Action Plan:
M/S/C (Robertson/Herman) unanimously to appoint Jane Taylor and
Kris Cannon to serve as a Board sub-committee, along with the City
Librarian, to begin work on the development of the Burlingame Public
Library Foundation.
NEW BUSINESS
a. Library wilding Site Issues:
After lengthy discussion, the Board agreed to support
Alternative 3 : all new construction of the Library building. It was
the feeling of the Board that new construction would better
accommodate state of the art equipment and services. It would also
be a more effective use of public funds and provide a more functional
library. One of their biggest concerns is how the community will
react to a new building. The new fire house proved to be a good
example of how well a new building can look like the old one and
still be seismically sound and be accessible for the handicapped.
The Board members agreed that they would be attending the City
Council Study Session on July 22nd to urge Council to go forward with
new construction.
b. Board Member Orientation ate:
Tabled until the August meeting.
C. Board Election = August:
President Cannon announced that there would be an election of
officers at the August meeting. Trustee Herman said she would not be
in attendance at that meeting.
ER9M THE FLOOR:
.ADJOURNMENT•
The meeting of July 20th, 1993 was adjourned at 5:15pm with the next
meeting scheduled for August 17th, 1993 at 4:30pm in the Duncan Annex.
Respectfully submitted,
Alfred H. Escoffier
City Librarian
AHE/7g
07/22/93
JULY
PAGE 2
'
61
City Librarian's Report
August 17, 1993
Building Plans Move Forward
At the City Council Study Session on July 21 st, Cynthia Ripley presented three
site alternatives for the building reconstruction for Council consideration. One
retained the 1930's wings of the building, one removed Duncan House and the
1970's wings, and one utilized the site for all new construction.
After discussion, Council embraced the idea of doing two schematic designs,
one which retained the 1930's wings, and the other all new construction.
After discussion with the architect and the City Manager, it was determined that
doing full schematic designs for both potential projects was an unnecessary expense.
(Full schematics would cost upwards of $ 80,000.) The architect then proposed doing
three exterior concept designs based on the ideas discussed at Council. These
designs would include: retention of the 1930's wings with new construction behind
them; replication of the wings at grade level with the new library behind; and all new
construction.
The proposal outlining the design of three exterior concepts was offered at the
- August 2nd Council meeting. The proposals were $ 16,500 per alternative for the
architect to draft the concepts for Council review.
After discussion, Council decided not to do the exterior concepts and to go
ahead with the present contract with Ripley with several revisions. Schematic design
will now include retaining the 1930's wings and facade and utilizing the rest of the site
to reconstruct the library. Council confirmed their decision to remove both the
Duncan House and the 1970's wings.
Building: Next Steps
The next steps in the process will include wrapping up the interior discussions
with the staff planning team in an all day workshop on August 19th. The architects will
then proceed with the exterior and interior elevation drawings, as well as the floor
plans at a larger scale. The revised schedule anticipates the completion of
Schematics by the end of September.
Duncan Trust Fund
We have been notified that the Peninsula Community Foundation has lowered
its fees for designated funds such as the Duncan Trust Fund from 2% to 1%. This is a
substantial benefit for the fund.
-1-
480 Primrose Road - Burlingame, CA 94010-4083 - (415) 342-1038 - Fax (415) 342-1948
Friends Book Sale a Success!
The Friends held a very successful one day book sale on Saturday, July 24th.
Total proceeds were $ 2,260 for the day. The sale featured a paperback sale on the
lawn, which drew a good crowd. This was also the first sale in which the Friends used
their new blue and gold banners which announce: "Friends of the Library Book Sale
Today." Congratulations Friends!
Dynix to be Automation Vendor
The Peninsula Library System Council is moving forward with plans to enter
into a contract with Dynix of Provo, Utah, for acquisition of the Dynix Automated
Library System. The decision came about after an intensive two year selection
process for replacing the Geac 9000 Library Information System. The new system will
provide one database for circulation and online catalog use instead of two.
The new system will utilize most of our existing local terminals. The existing
telecommunications system will be upgraded to newer technology.
The migration to the new system will take place next Spring, with the
anticipated implementation of the system to be July 1 , 1994.
A background report on the selection process and the need to upgrade the
system is attached.
Appropriate Behavior in the Library
Staff met with Sergeant Pete Tokarsky of the Police Department to talk about
effective ways of handling inappropriate behavior in the library. Officer Tokarsky gave
us some helpful approaches to dealing with difficult people, and encouraged staff to
call the Police as soon as they sense a problem. The Police offered to do walk
through patrols of the building during peak afternoon hours during the school year. In
addition, the library will be added to the new "Bike Patrol" beat.
English As A Second Language Tours
Deanna Tomei led two "English as a Second Language" tours. In addition to
the tours, she helped them register for library cards. Both groups were very
appreciative of the tour and of the services the library provides. We received thank
you letters from both groups.
Children's Activities
The Children's Summer Reading Club, "Dive into Books," culminated with
several hundred children completing the club. The party for those who finished the
Club featured entertainer Mary Lee Sanseri. The Burlingame Lions Club president,
Judy Malfatti (City Clerk) attended the party to congratulate the children.
-2-
Begin with Books Annual Report
Cathy Somerton, Begin with Books coordinator, reports 335 programs done
during the past 12 months. These included Preschool Story Hour, Toddler Story
Time, Saturday Story Time, Bedtime Story Hour (summer only), class visits to the Main
and Easton and programs at the schools. Total attendance at the programs: 7,192
children!! All of this on a 10 hour a week schedule! Cathy is amazing!
Reference Division
The online public catalog has arrived in Reference!! The Geac version of the
online public catalog is now available on a computer terminal at the Reference Desk.
Several libraries, particularly the San Bruno and Menlo Park libraries have been
offering the catalog to users for sometime. We have been unable to do so until now,
because the Geac system has not allowed us to add more terminals. We have instead
transferred a terminal from the Branch library temporarily to offer the service at the
Main. Drop by and see how the catalog works!
Technical Services News
Vera Warrick reports that technical services staff were trained in the new
Holdings and Pieces software upgrade installed in July.
Vera continues to work with the PLAN Advisory Committee to review and assist
in implementation of telephone notification and maintenance issues. Vera also plays a
major role in the Bibliographic Standards Committee of PLS which sets the standards
and procedures for database maintenance.
Joan Giampaoli Retires
Joan Giampaoli, Branch Supervisor has announced her retirement effective
August 31 st. Those of us who know and work with Joan will miss her unflappable
style and incredible knowledge of books. We wish Joan the best in her retirement,
and look forward to serving her as a Burlingame Library patron!
Personnel
The City Council has approved filling the Branch Supervisor position at the
Librarian I level. This request was made in an effort to gain additional public service
staff hours not only at the Branch, but at the main as well. In addition, this new
librarian will select books in several major areas. We will begin recruitment for this
position shortly.
Community Room Policy Change Proposed
Due to on-going concerns for safety of community room users, as well as
security of the library building, I am proposing that the Board endorse a limit on the
use of the Community and California Rooms to the hours the library is open.
-3-
This would eliminate the current practice of checking out keys to Community Room
users and making them responsible for locking the doors, turning out lights and
securing the building for the night.
The impact of this policy would mean that evening meetings would need to end
before closing. This would effect approximately 6 organizations during the year,
which would need to leave at 8:45 pm, rather than 10 pm or later.
Implementation of this new policy would eliminate the need for staff to come
back to the library when keys are lost, lights lefts on, doors are left unlocked, or panic
alarm hardware is engaged. Suggested start date would be January 1 , 1994. We
begin booking the rooms in November for the new calendar year.
Upcoming Events:
o Board Meeting, Tuesday, August 17, 4:30 pm.
o Retirement Tea for Joan Giampaoli, Friday, August 20, 3-5 pm
o Schools open, September 1st
o Labor Day Closure, Sunday, September 5 and Monday, September 6.
o Burlingame Community Picnic, Sunday, September 19
o Board Meeting, Tuesday, September 21 , 4:30 pm
o System Advisory Board Tea, September 21 , 4-6 pm, Mountain View
o Fall Book Sale, October 1 , 2, 3.
Alfred H. Escoffier
City Librarian
Attachments:
Attachment A- Revision of Community Room Policy
CLA
-4-
Attachment A
Revision of Policy Regarding Use of the Community Room
To enhance the security of the library building after hours, it is recommended
that the library Board endorse a policy which limits the use of the library meeting
rooms to the hours the library is open.
This revision would be effective January 1 , 1994.
STATISTICS FOR JULY 1993
REGISTERED BORROWERS:
Total Registered
Burlingame Adults 18,396
Burlingame Children 3 ,711
Hillsborough Adults 2 ,729
Hillsborough Children 1,131
Non-San Mateo Co. Borrowers 942
TOTAL: 26 ,909
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CIRCULATION ACTIVITY: main: Branch:
Adult Print Materials
(books, periodicals, pamphlets, paperbacks) 21,646 1,348
Children's Print Materials
(books, periodicals, pamphlets, paperbacks) 7,419 937
Audio Visual Materials
(records, cassettes, films, videos,
slides, equipment, talking books) 5,508 150
TOTALS: 34,573 2 ,435
Main Total 1993 Circ: 34 ,573 Main Total 1992 Circ: 31 ,137 = 11.04% Inc.
Branch Tot. 1993 Circ: 2 , 435 Branch Tot. 1992 Circ: 2 ,451 = .65% Dec.
Grand Total 1993 Circ: 37 ,008 Grand Total 1992 Circ: 33 ,594 = 10 .16% Inc.
--------------------------------------------------------------------------
REFERENCE ACTIVITY: Ouestions Directions
Reference 4 ,700 882
Children's 414 121 I .L.L. Borrowed: 279
Audio-Visual 441 606 I .L.L. Lent: 426
Branch 146 9 I.L.L. Total : 705
Total : 5,701 1,618
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COLLECTIONS: MAIN BRANCH TOTAL
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 110,150/104,735 4,470/ NA 114,620/109, 205
Ch.Non-Fic. 18,470/ 17 ,125 3 ,215/ NA 21 , 685/ 20, 340
YA Non-Fic. 1,705/ 1 ,660 90/ NA 1,795/ 1,750
Ad.Fiction 44,175/ 43 ,035 4 ,480/ NA 48 ,655/ 47 ,515
Ch.Fiction 14,985/ 11 ,130 4,675/ NA 19,660/ 15,805
YA Fiction 2,480/ 2, 320 290/ NA 2 ,770/ 2,610
Reference 5 , 3251, 5 ,220 115L NA 5,450/ 5,345
TOTALS: 197 , 130/185,225 17, 345/ NA 214 ,475/202 ,570
OTHER MATERIALS•
Pamphlets 31,915 Paperbacks 1,520
Maps 1,765 Records 4 ,515
Cassettes 3 ,815 Video Tapes 825
Compact Discs 675 --- - --�
Deposited with the City Treasurer: Main: $ 3 ,111 .52 Branch: $ 262 .15
Xerox: $ 976.00 Rent: $ 1,698.00
_ Est. User Traffic: 29,584 Daily Average: 1,020 RLIN: $ .00
Total Meetings Held: 6 Attendance: 145 Donations: $ 210.00
Children's Programs: 2 Attendance: 180 Total: $ 6,257 . 67
I
CITY OF BURLINGAME PAGE 38
BUDGET STATUS REPORT
FOR THE MONTH ENDING JUNE 30, 1993 PRINTED 08/06/93
CURRENT MONTH YEAR-TO-DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
--------------------------------------------------------------------------------------
101 GENERAL FUND
67500 LIBRARY
010 REGULAR SALARIES 707,935.00 50,649.26 705,332.51 2,602.49 99.63
011 PART-TIME SALARIES 415,627.00 33,885.60 432,012.52 <16,385.52> 103.94
012 OVERTIME 150.00 150.00
TOTAL SALARIES & WAGES 1 , 123,712.00 84,534.86 1 , 137,345.03 <13,633.03> 101 .21
TOTAL DIRECT LABOR 1 , 123,712.00 84,534.86 1 , 137,345.03 <13,633.03> 101 .21
030 RETIREMENT 262,467.00 8,272.59 113,774.65 148,692.35 43.35
031 HEALTH INSURANCE 5,384.75 73,670.52 <73,670.52>
033 CITY DENTAL PLAN 701 .54 9,531 .30 <9,531 .30>
034 LIFE INSURANCE 224,28 3,009. 18 <3,009. 18>
035 LONG TERM DISABILITY INSURANCE 641 .72 8,619.85 <8,619.85>
036 MEDICARE INSURANCE 612.40 7,863.21 <7,863.21>
037 UNEMPLOYMENT INSURANCE 23.00 <23.00>
038 WORKERS COMPENSATION INSURANCE 481 .83 6,056.51 <6,056.51>
040 RETIREE HEALTH INSURANCE 9.00 9.00 <9.00>
041 CITY VISION PLAN 157.09 2, 106.77 <2,106.77>
042 COMP.ABSENCES-VACATION 1 ,783.00 1 ,783.00 <1 ,783.00>
043 COMP.ABSENCES-SICK LEAVE <14,087.00> <14,087.00> 14,087.00
045 COMP.ABSENCES-COMPTIME 192.00 192.00 <192.00>
046 SOCIAL SECURITY EXPENSE 1 , 190.87 15,787.74 <15,787.74>
TOTAL EMPLOYEE BENEFITS 262,467.00 5,564.07 228,339.73 34, 127.27 87.00
TOTAL EMPLOYEE SERVICES 1 ,386, 179.00 90,098.93 1 ,365,684.76 20,494.24 98.52
110 OFFICE EXPENSE 12,000.00 440.47 10,788.65 1 ,211 .35 89.91
120 SPECIAL DEPARTMENT EXPENSE 21 ,000.00 3,882.31 20,337.52 662.48 96.85
122 PERIODICALS 26,300.00 1 ,547.64 24,916.31 1 ,383.69 94.74
123 BOOK BINDINGS 13,895.00 1 ,206.25 13,895.00 100.00
124 CATALOGING EXPENSE 16,450.00 3,256.89 19,936.27 <3,486.27> 121 . 19
125 RECORDS AND CASSETTES 11 ,265.00 1 ,812.98 12,364.57 <1 ,099.57> 109.76
128 VEHICLE ALLOWANCE 1 ,200.00 92.32 1 ,246.32 <46.32> 103.86
129 BOOKS AND MAPS 194, 100.00 46,933.46 196,766.35 <2,666.35> 101 .37
130 SMALL TOOLS 300.00 10.02 168.61 131 .39 56.20
160 COMMUNICATIONS 14,645.00 3,338.26 14,803.53 <158.53> 101 .08
170 ELECTRIC & GAS UTILITIES 48,000.00 6,876.51 48,645.71 <645.71> 101 .35
190 MAINTENANCE OF BUILDINGS AND GROUND 34,350.00 7,613. 19 28,282.97 6,067.03 82.34
200 EQUIPMENT MAINTENANCE 3,575.00 43.53 3,902.06 <327.06> 109. 15
209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1 ,970.00 774.41 1 ,692.26 277.74 85.90
210 PROFESSIONAL AND SPECIALIZED SERVIC 7,372.00 7,372.00 100.00
220 CONTRACTUAL SERVICES 55,470.00 2, 124.81 56,093.25 <623.25> 101 . 12
240 DUES AND SUBSCRIPTIONS 1 ,625.00 135.00 1 ,531 .81 93. 19 94.27
250 TRAVEL, CONFERENCES & MEETINGS 500.00 27.44 351 .74 148.26 70.35
CITY OF BURLINGAME PAGE 39
BUDGET STATUS REPORT
FOR THE MONTH ENDING JUNE 30, 1993 PRINTED 08/06/93
CURRENT MONTH YEAR-TO-DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
--------------------------------------------------------------------------------------
251 DEPARTMENT HEAD CONFERENCE & MEETIN 1 ,000.00 990.27 9.73 99.03
252 STAFF CONFERENCE AND MEETINGS 2,000.00 2,045.00 <45.00> 102.25
260 TRAINING AND SAFETY 3,000.00 2, 194.88 805. 12 73. 16
290 OTHER CHARGES 100.00 19.65 119.65 <19.65> 119.65
701 INSURANCE COST ALLOCATION 4, 128.00 344.00 4, 128.00 100.00
TOTAL SUPPLIES AND SERVICES 474,245.00 80,479. 14 472,572.73 1 ,672.27 99.65
TOTAL SUPPLIES AND SERVICES 474,245.00 80,479. 14 472,572.73 1 ,672.27 99.65
800 CAPITAL OUTLAY 20,000.00 17, 170.62 19,732. 17 267.83 98.66
TOTAL CAPITAL OUTLAY 20,000.00 17, 170.62 19,732. 17 267.83 98.66
TOTAL CAPITAL EXPENDITURES 20,000.00 17, 170.62 19,732. 17 267.83 98.66
67500 LIBRARY TOTAL 1 ,880,424.00 187,748.69 1 ,857,989.66 22,434.34 98.81
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