Loading...
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 -------------------------------------------------------------------------- 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 -------------------------------------------------------------------------- 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 -------------- -------------- -------------- -------------- --------------- -------------- -------------- -------------- -------------- ---------------