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HomeMy WebLinkAboutAgenda Packet - LB - 1993.07.20 URLINGAME PUBUIC 1L,11BRAR-Y- Board of Trustees Agenda July 20th, 1993 - 4:3OPM D UNCAN ANNEX SUGGESTED ACTION 1. CALL TO ORDER: 2. ROLL CALL: 3. BILLS: City Checks: $ 138,926.60 Special Fund: $ 613.50 4. MINUTES: 5. CORRESPONDENCE AND COMMUNICATIONS: Information a. CLA Legislative Report b. Letter from Mary Sullivan c. Press Releases d. City Newsletter e. Commission Attendance Policy f. Letter to Teresa Adams 6. REPORTS: a. City Librarian's Report Information 7. UNFINISHED BUSINESS: a. Foundation Action Plan (Attachment B) Approval 8. NEW BUSINESS: a. Library Building Site Issues (Attachment A) Discussion s b. Board Member Orientation Date ;: Discussion c. Board Election- August; , Information 9. FROM THE FLOOR: 10. ADJOURNMENT: AHE/jg 7/15/93 AGENDAJ BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES JUNE 15TH, 1993 CALL TO ORDER• The meeting of June 15th, 1993 was called to order by President Cannon at 4 : 30pm. Trustees Present: Benson, Blevins, Cannon and Robertson Trustees Absent: Taylor Staff Present: Mr. Alfred Escoffier, City Librarian Mrs. Judy Gladysz, Library Secretary Also Present: Mrs. Marti Knight, Burlingame Resident BILLS• M/S/C (Robertson/Benson) unanimously to approve the payment of City checks in the amount of $40,524 .54 and payment of Duncan Funds in the amount of $5,756 .80 . MINUTES OF THE MEETING OF MAY 18TH, 1993 : The minutes of the May 18th, 1993 Board meeting were approved as written and ordered filed. CORRESPONDENCE AND COMMUNICATIONS: All correspondence and communications were mailed in the Board packets. CL Escoffier reported that there has been $175.00 donated to the Library in memory of George Paul Lechich to date. President Cannon complimented CL Escoffier for composing a "job description" of the Library Trustees. REPORTS• Librarian's Report: a. CL Escoffier reported that the roof repairs have been completed and that the 5,000+ books removed from the stacks to the Community Room have been moved back to the stacks. He further reported that Cynthia Ripley will be meeting with the Division Supervisors on Monday, June 21st to refine the schematic design plans. A presentation for the Board members is planned. President Cannon said she appreciates having the dates for upcoming events at the end of the Librarian's Report. b. CL Escoffier gave the Board an update on the Budget. He said it had been approved by the City Manager with one change. Trustee Blevins asked what Council meant by the morale problem of library staff as it relates to the frozen Assistant City Librarian position. CL Escoffier said he was not aware of a morale problem and said it was Council's decision to eliminate the Assistant City Librarian's PAGE 1 position rather than "freeze" it. The Board members felt the decision was premature due to the upcoming renovation and that the City Librarian will need professional assistance during the construction phase in order to enable him to oversee the continuity of Library operations as well as the building project. Trustee Blevins was concerned as to why Council eliminated the Assistant City Librarian position and only "froze" other vacant positions in the City. Trustee Benson suggested writing a letter to City Council requesting the position be put back into the Budget but left unfilled. There was some discussion among the Board members regarding how the duties of the Assistant City Librarian are being accomplished. CL Escoffier responded by stating that duties have been assigned to the 3 Librarian III mid-managers, as well as the Library Secretary the Circulation Supervisor and a Reference Librarian. Other duties are currently being completed on personal time by the City Librarian. C. CL Escoffier said the meeting with the Friends of the Library on Monday, June 14th, went very well and that their Board had approved a request in the amount of $15,024 .00 for Audio-Visual materials. Children's Programs and Library promotion. President Cannon said she would write a thank you letter. Trustee Blevins said the efforts of the Friends over the years have been admirable. UNFINISHED BUSINESS: None NEW BUSINESS• a. Foundation Resolution: M/S/C (Blevins/Benson) unanimously, to endorse the creation of a library foundation for the Burlingame Public Library for the purpose of strengthening library services and to provide materials and services not feasible with existing public funds. The foundation will serve as a catalyst for attracting private funding and the building of an endowment for the future benefit of the library. b. Foundation Action Plan: M/S/C (Blevins/Benson) unanimously, to approve the Foundation Action Plan. A Board task force will be appointed in July. It is the Board's intention to seek formal Council support for the project later in the Summer. C. Annual Fund Raising Goal: M/S/C (Blevins/Robertson) unanimously, to approve the establishment of an Annual Fund Raising Goal in the amount of $75,000 for the fiscal year 1993/1994 . d. Proposal for Ripley Associates Presentation: M/S/C (Blevins/Benson) unanimously, to schedule a special meeting on July 13th at 3 :OOpm for the Ripley presentation. The regularly scheduled Board meeting on July 20th will remain as scheduled. PAGE 2 FROM THE FLOOR: ADJOURNMENT• The meeting of June 15th, 1993 was adjourned at 5: 20pm with the next meeting scheduled for July 13th, 1993 at 3 : OOpm in the Community Room and the regular Board meeting to be held on July 20th in the Duncan Annex. Respectfully submitted, Alfred H. Escoffier City Librarian AHE/jg 06/22/93 JUNE PAGE 3 r BURLINGAME 1 City Librarian's Report July 20, 1993 New Board Members The City Council appointed two new library board members in June. We welcome Jane Dunbar and Mary Herman to the Board of Trustees! Jane comes to the Board with experience on local boards and committees. She has been a member of the Friends of the Library and was an outreach volunteer. Mary is a retired college professor, who has taught in kindergarten through graduate school. The two new appointees replace Loretta Blevins and John Benson. Loretta ably served the Board for three terms, taking an active role in the long range planning cycles, as well as building renovation issues. John leaves the Board after one term. Both have expressed an eagerness to remain involved in library issues. Board Orientation On June 23rd, I met with Jane and Mary to brief them on the major issues facing the Board. In the past, staff have provided an in-depth orientation for new Board members including, a tour of the libraries, meeting individually with each library manager, and getting to know the staff. I would like to continue this tradition. Perhaps we can schedule an orientation in September. Friends of the Library Summer Sale The Friends are eagerly preparing for their first summer book sale ever! The sale will be Saturday, July 24, 10 am to 5 pm. The sale include books for all ages. A special feature of this summer sale will be a paperback book sale on the lawn in front of the main library. The Friends publicity is bigger and better than ever this year, with two bright new banners for the front of the building advertising the sale! Library Budget The City budget has been finalized. It appears there will not be any program cuts for the rest of this fiscal year. This means our hours should remain constant for now. Council did vote on June 21 st to eliminate the Assistant Librarian position in the final budget. Staff will review options for restructuring the professional mid- management duties. -1- 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 • Fax (415) 342-1948 Building Schematics Continues Cynthia Ripley met with staff on June 21 st to review schematic design. She is currently preparing for the City Council Study Session on July 21 st in which the building scope and architectural footprint will be discussed. The major thrust of the meeting with Council will be to determine the extent of the use of the building site, as well as the disposition of the Duncan House and the 1970's wing. Long Range Plan- Mid Year Report The library managers recently reviewed the status of the task force work for the long range plan. Most committees are on schedule. Highlights include: Public Relations Task Force- The PR Master plan has been revised and the group has accomplished a number of tasks including: two programs; National Library Week promotion "Libraries Change Lives;" Monthly staff newsletter to improve communications; creation of a number of book marks for magazine subjects; Library tour on the Macintosh. Automation Committee- coordinated the purchase and installation of 7 new circulation terminals and printers; provided technical input and future projections into the planning process for a replacement automated circulation system. Children's Activities The Children's Summer Reading Club, sponsored by the Burlingame Lions Club, "Dive into Books" continues through the end of the month. The party for the Summer Reading Club will be on Wednesday, July 28th at 1 pm. Mary Lee Sanseri from the Monterey area will sing songs and tell stories. Cathy Somerton of the Begin with Books Program reports a total of 24 programs in June, reaching a total of 568 children. Programs included: 1 Saturday Story Time, 3 Preschool Story Hours, 6 Toddler Story Times, 2 class visits to Easton, 9 programs at schools and three bedtime story hours. Automated System Update After nearly a year of study and analysis of automated library systems, the Peninsula Library System Administrative Council is moving forward with negotiations for a new system. The current system is nearly 10 years old and is at capacity, not allowing libraries to add much needed terminals for public service use. In addition, maintenance costs on the current system are nearly double that of newer systems with newer technology. An announcement of the vendor of choice will be made in the coming weeks, along with preliminary cost figures for the system. -2- Reference Division Three new on-call librarians have been hired to serve at the reference desk on an "as needed" basis. Hourly on-call staff fill in for public service staff who are ill or on vacation. We are pleased to welcome Marjorie Brean, who has a background in several other peninsula libraries, as well as the San Francisco Public Library. Ken Loders is currently working as a reference librarian at the San Bruno Library and Evelyn Posamentier works part time at the McGeorge School of Law, as well as on call for several other peninsula libraries. We welcome these invaluable people who help us through emergency staffing. Personnel A number of staff were honored in June for their years of service to the city. Honorees included: Judy Gladysz, 15 years; Jan Laurie, 15 years; Deanna Tomei, 15 years; Dorothy Ezquerro, 20 years; Marilyn Morrison, 20 years; Paul Lechich, 25 years. The staff were feted at a luncheon in their honor hosted by the City Council and City Manager on June 4th. Congratulations to you all! Upcoming Events: o Council Study Session, Library Building Discussion, July 21 , 7:30 pm. o Friends Special One Day Book Sale, Saturday, July 24, 10 am - 5 pm. o Board Meeting, Tuesday, August 17, 4:30 pm. o Labor Day Closure, Sunday, September 5 and Monday, September 6. Alfred H. Escoffier City Librarian Attachments: Staff Report CL.Rept7 -3- STATISTICS FOR JUNE 1993 REGISTERED BORROWERS: Total Registered Burlingame Adults 12 ,168 Burlingame Children 2 ,811 Hillsborough Adults 1,722 Hillsborough Children 763 Non-San Mateo Co. Borrowers 637 TOTAL: 18,101 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials (books, periodicals, pamphlets, paperbacks) 20,720 1,494 Children's Print Materials (books, periodicals, pamphlets, paperbacks) 7,068 912 Audio Visual Materials (records, cassettes, films, videos, slides, equipment, talking books) 4 , 954 152 TOTALS: 32 ,742 2 ,558 Main Total 1993 Circ: 32,742 Main Total 1992 Circ: 30 ,218 = 8. 35% Inc. Branch Tot. 1993 Circ: 2,558 Branch Tot. 1992 Circ: 2,604 = 1.77% Dec. Grand Total 1993 Circ: 35, 300 Grand Total 1992 Circ: 32,822 = 7. 55% Inc. -------------------------------------------------------------------------- REFERENCE ACTIVITY: Questions Directions Reference 4, 709 937 Children's 616 190 I .L.L. Borrowed: 274 Audio-Visual 396 409 I.L.L. Lent: 434 Branch 180 13 I .L.L. Total: 708 Total: 5,901 1,549 -------------------------------------------------------------------------- COLLECTIONS: MAIN BRANCH TOTAL VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 109, 970/104,440 4,460/ NA 114,430/108,900 Ch.Non-Fic. 18, 320/ 17,025 3 , 195/ NA 21 ,515/ 20 , 220 YA Non-Fic. 1,700/ 1,655 90/ NA 1 ,790/ 1 ,745 Ad.Fiction 43 ,985/ 42, 945 4 ,435/ NA 48 ,420/ 47 , 380 Ch.Fiction 14,775/ 10,985 4,610/ NA 19, 320/ 15 , 600 YA Fiction 2, 305/ 2 ,480 290/ NA 3 ,065/ 2 , 770 Reference 5,305,[ 5, 220 125Z NA 5, 43U 5 , 345 TOTALS: 196 ,760/184,750 17,210/ NA 213 ,970/201 ,960 OTHER MATERIALS• Pamphlets 31, 950 Paperbacks 1 ,520 Maps 1,763 Records 4 ,515 Cassettes 3 ,670 Video Tapes 820 Compact Discs 6501 Deposited with the City Treasurer: Main: ; $1.,706 . 10 Branch: $ 277 . 65 Xerox: $ 638 . 00 Rent: $TI;698.00 Est. User Traffic: 31 ,064 Daily Average: 1,036 RLIN: $ .00 Total Meetings Held: 8 Attendance: 222 CLSA: $ 3 , 139 .99 Children's Programs: -0- Attendance: -0- Total: $ 7,634. 74 ;; rY CF F-„RLlnrarE �� -� �7 -LDcLT STATL. r7:,j 4iT . FCR Tho "CNN •' ,INZ TUNE 1563 =ilk c ' Ci/ 7! ---- CLRt':'.NT iVL;NTH YEAR-TC-DATE cLi tT EXP 161TL r IT1.F NCLtlbPANC_ ALAhC.E - _-- F r.t�fT -------------------------------------------------------------------------------------- 1J1 cNctHL FLYJ t7`, Li k P i Y 13 =`S UL AR JAL AH 5 7 7,10 '5.CC 50 4r.Z 7C'S/3"t.51 G,CCc 9f rr. x ,11 �NK7-tTf 4'2.i:j .ti?_ --- - --._. -- ------ -- 1 Tl TLT,L ! 1/12:/?14.LC :4/7 4. 1/117/:45,x.` GTL . , i Lr 'C 1,1 !/712.CC c4/534 5 1,13"1/ xyS.0 <13,4 _.C3> 101.2.7 kcT.'=,fE;NI 2CG/4t7.0 ,?72 . 113,774 t ---.- 14t,t5i.35 43.?5 X :'1 Nr:-LTr iflSLi«NCt =/3=4.75 i ,t7i .5 <7:/t7C,52> J3_ C:TY 4.LNTrL PLAN 7x1 .`.4 9/5:x1. 30 ---- - <y/ v:54 Ll, i',tLJPANCL 224.2 3.Cu9 1 J35 'L-N T E P Y lSaw:LiTY IN1 LR4Nl' 541.72 r.,b1 < iC15.t5> �4 --. JYv1ENT P15LxAi4CE _ ..0 J 4i, < -R:. C0NrcNSNTICn 1NS•JRanCc J4`J ''% TIF �. hc1 Tn :n' U'=HhC ;.;J' S.0 �L- <2/1Cc.77> 4'f^C i T Y b T 5 i C n as A a N - -_ _..-------- --------- 1:?.u; �,1 am u. /7 04t ZCCI4L SrCL 9i1YEkf✓_'�S 1'r ."7 15/7 :7>74 415/7F7. 74> T U T H LC'?PL3YEE i'd=rI1 -_.- - 2t . -L�------ 7_ ., -----_-24 4 5 G 1 .7 ----------- ____ e�.C 1 5.c 7 c/._7. _ 17/6 . 7 J/ T'JTHtCYE_ SV.0 1 `. L 2 "1 C 1/377/75t. /t -- - -_;/ ,cG.ty rY.4 v 11J CFF:CL -- EXFzi1Sc --- ---- / --. -- 1-u,34c I- 1,65162 2r 3 3,b 1.1 c. '51 LO S° CI LDEFART;"ZNT OPN21 CC 943.6' 17, ;9c5I, � er `" S C1%F <_. ...CALS 2c.3L :.Ci1 .742 J 13- LOK ;,INDINGS 14,354. :t 1U:5 31 124 CATHI:C IP:r: EXFFnSE1t/45L.CC 4`_ 34 _16/7:4.7;' - <274.7%> - 101.47 1r5-�.E To >±-'-nZ A55E T ------ 11,2b5.CC 1L 10 31 . 9 433 �1 St.15 12`i Uct+ICLE ALLCWANCE 1,tCU.CC' yZ.3i 1,240-.?2 <4t.32> -1C3.�t 1.24 i LCKS AD,, NNRS 1+4,1C0.CC 13/515.63 1t3,352.52 _N 3 U,7 4 7.4 e 4.16 sS�iALL TCCLS L 1 .59 141.41 .4 Y`_ 03.23 1oJ, CCMi'luNiCAI ICNS 14,c4S.CC 724.(36 1�/1:^.'y..5 r,455.t5 17C SLHCTRIC 5 6A5 LTILITIFS 4C,CCC.CC 556 . 4_>/36t.C.= 5,c".97 �,.a�ti cvr� CM CF EI TLilh"u5 A-: ---- - - -__ LLND 34/35J.0 - ----- 575.47 41,249. 5 13,1L6.75 t1.z0 3 z 3/9C2.i -- - CITY OF :LFL:N:,-YE PHGE 3t �LDG:T STATUS REPCRT FUR Tht IYUNTh. ENvING JUNE 3L, 19'43 PRINTED C7/C7/93 CURFSNT YCNTf YEAR-TC—CATs cUCGET EXPENI;ITURE EXPENDITLRE ENCLMERANCE cALANCE FEACENT ----------------------------------------------------------------------------------- <9C CTntR CHARGES _1C0.CC 19.65 119.t5 <ly.t5115.E5 701 INSikANCE COST ALLGCATICN 4r1z .CC 344.00 4,12r. .CC 1CC.CC TOTAL SUPPLIES AND SERVICiS 474,245.CC 2Cr333 77 412,427.36 tI .E17.t4 Et.S7 TCTnL SUr"PLIES ANC SERVICES 474,i4D.Cc 20,333.77 41t,427.2t t1rt17.t4 Et. S7 L,moi?'TTI:-7S-C'T�Y-- L, C-�;-t'c--^_3-1; TOTAL CAPITAL CLTLAY 2O,LCO.LC 17,17C.6t 19,732.17 iE7.t3 5c.ch T ,T.L Cn,'1T,L XPeti TKFS 2i ,CCC.CC 17,17 .bO 1 ,73 .1? ct7.c3 4t.fc 67500 LI,.-rcA ?Y T'0AL 1"3y,715.3i 1 49,y t 5 7J,4E7.71 9t. O5 MONTHLY REPORT MONTH June. 1993 OUTREACH ACTIVITIES 1. Volunteer Coordinator A. Hours worked 45 2. Volunteers A. Number of volunteers 4 + 6 Friends . B. Hours contributed 16 + 58.5 3. Shut-in Patrons---Individual Visits A. Number of patrons 11 B. Number of visits made 18 C. Items circulated 110 4. Shut-in Patrons--Institutional Visits it visits Materials circulated A. Hacienda 4 38 B. C. Easter Seals 1 50 D. Care West E. Marion Convent 1 16 5, Totals A. Shut-in patrons 11 + 30 B. Visits made 23 C. Items circulated 208 Comments/Activities Dale Nelson '