Loading...
HomeMy WebLinkAboutAgenda Packet - LB - 1993.06.15 URLINGAME PUBuic L,11BRAR-Y- Board of Trustees Agenda June 15th 1993 - 4:3OPM i SUGGESTED ACTION 1. CALL TO ORDER: 2. ROLL CALL: 3. BILLS: Approval City Checks: $40,524.54 Special Fund: $ 5,756.82 4. MINUTES: Approval 5. CORRESPONDENCE AND COMMUNICATIONS: Information a. Lechich Memorial Press Release b. Letter from Cathy Marvier c. Duncan Trust Quarterly Report d. Workshop Summary e. Library Trustee Description 6. REPORTS: a. City Librarians Report Information b. Budget Report Information c. Friends Report Information d. Building Design Report Information 7. UNFINISHED BUSINESS: None 8. NEW BUSINESS: a. Foundation Resolution (Attachment A) Approval b. Foundation Action Plan (Attachment B) Approval c. Annual Fund Raising Goal(Attachment C) Approval d. Proposal for Ripley Associates Presentation(Attachment D) Approval 9. FROM THE FLOOR: kDJOURNMENT: AHE/18 6/9/93 AGENDAJ BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES MAY 18TH, 1993 CALL TO ORDER• The meeting of May 18th, 1993 was called to order by President Cannon at 4 : 30pm. Trustees Present: Blevins, Cannon and Robertson Trustees Absent: Benson & Taylor Staff Present: Mr. Alfred Escoffier, City Librarian Mrs. Judy Gladysz , Library Secretary Also Present: Mrs. Marti Knight, Burlingame Resident BILLS• M/S/C (Blevins/Robertson) unanimously to approve the payment of City checks in the amount of $30 , 859 . 64 , payment of Duncan Funds in the amount of $184 . 13 and Trustees Special Fund in the amount of $1 , 621 . 77 . MINUTES OF THE MEETING OF APRIL 20TH , 1993 : The minutes of the April 20th, 1993 Board meeting were approved as written and ordered filed. CORRESPONDENCE AND COMMUNICATIONS: All correspondence and communications were mailed in the Board packets . President Cannon thanked Mr . Escoffier and Mrs . Gladysz for arranging for a gift basket for the Friends on the Board's behalf . She also extended congratulations to the Friends for the wonderful job they did on the book sale. REPORTS: Librarian's Report: a President Cannon said the San Francisco Public Library Friends Workshop she attended was very interesting and worthwhile. She was sorry that the Friends President and Vice-President could not attend as planned. She was happy that she had attended and said the speakers were excellent. President Cannon said she is glad to see cross-training between the Reference and Children's Room staff . The Board extended a special "Thank You" to the Reference Staff for taking on additional public service work in the Children's Room. Mr. Escoffier gave a building renovation update. He explained that using a portion of the parking lot next to the parking structure would allow more floor space with more flexibility. There was some discussion with regard to the Duncan Building. PAGE 1 The Board members were impressed with the Budget for the new fiscal year. Mr. Escoffier said he had received a copy of the letter that the City Manager had sent to the City Manager of Hillsborough wherein he outlined revised library service costs for Hillsborough. Some discussion followed. UNFINISHED BUSINESS : a. Fund Development Seminar: President Cannon said the Fund Development Seminar was excellent. Trustee Robertson concurred . There was some brief discussion and Trustee Cannon asked what would be happening next. Trustee Blevins suggested they go forward and establish a Foundation for funding the library renovation. Trustee Blevins asked that this issue be listed as an Action item on next month's Agenda. b. Building Task Force Selection: Librarian Escoffier distributed the Schematic Design Work Plan to the Board members . He asked that a couple of members of the Board would serve on the Building Task Force which would involve meeting a couple of times with Cynthia Ripley along with attending other meetings . He gave them an explanation of what the task force further entailed . President Cannon said she would be able to attend all meetings , as presented, with the exception of the 24th. NEW BUSINESS: a. Memorial Fund, George Paul Lechich: M/S/C (Robertson/Blevins) unanimously, to establish a memorial fund in memory of George Paul Lechich . Librarian Escoffier said he will issue a press release and notify local clubs and organizations. b. Foundation Donation from Linda Crowe: Librarian Escoffier said that Linda Crowe, presenter at the Fund Raising Seminar, donated her $100 . 00 honorarium to the Building Fund for the Library . After discussion it was decided that the money be deposited into the Trustees Special Fund and earmarked for future use. FROM THE FLOOR: Trustee Cannon commended the new Staff Newsletter. ADJOURNMENT: The meeting of May 18th, 1993 was adjourned at 5: 45pm with the next meeting scheduled for June 15th, 1993 in the Duncan Annex. Respectfully submitted, Alfred H. Escoffier City Librarian AHE/jg 05/21/93 MAY PAGE 2 r BURLINCAME City Librarian's Report June 15, 1993 Libraries Change Lives The three winners of our "Libraries Change Lives" contest, part of the American Library Association's national write-in campaign to collect and promote true stories of how libraries make a difference in individual lives, have been announced. In the "Most Humorous" category, Vicky Heintzberger won for her "...Eleventh commandment- Thou shalt honor thy library." Third grader Chris Wood, an avid Hardy Boys fan, won in the "Most Inspiring" category. "The Library has made me a very good reader and it made me love to read," says Chris, who also uses library materials for his school reports. Laurene Spencer, winner in the "Biggest Money Saver" category, says that "with the support of the library, I have learned to invest. I invest in stocks, mutual funds and I'm in two investment clubs. We all use the library to make our investment decisions." The prize for the "Best Overall Success Story" went to Douglas Schwartz. "It was my great good fortune to pass my early educational years without television. Accordingly I was never distracted from books and libraries and the great advantage they provide. As a result, my business career always had the competitive edge of strong communications skills, good vocabulary, good grammar, good spelling and good structure," says Schwartz. Winners in each category received an attractive library book bag, and will go on to the regional contest. Many thanks to our judges Loretta Blevins, Shirley Robertson and Tracy Hammond. Water Damage from Roof The mid-month rains proved to be the last straw for the stack roof over the 700's, resulting in many leaks in the second floor stacks. At times there was so much water leaking through, we were emptying 5 gallon buckets every hour! Over 5,000 books were moved out of the area in a 24 hour period to the Community Room. The area was roped off, and we are now trying to deal with the mildew problem as the carpet dries out. 480 Primrose Road • Burlingame, CA 94010-4083 9 (415) 342-1038 • Fax (415) 342-1948 Roof repair has been scheduled for this area for early June. We trust this will solve our water problems for the time-being! In the meantime, the community room is closed and library users must ask at the reference desk for help with the 643-760 non- fiction books. Outdoor Book Return We have received our new outdoor book return and placed it in front of the building along with the older one. The small book return in the parking structure was removed because it had become damaged beyond repair from vehicles hitting it. Building Schematics Underway Ripley Associates met with staff several times during the month to begin the schematic design phase of the building design. Staff reviewed the work done last year and revised the square foot figures in preparation for the work with Ripley. At a meeting with staff, Cynthia presented her plan and sought comments and input. The revised drawings will come back to staff in mid-June. Cynthia will be meeting with us again on June 21 st for further discussion and refinements. Summer Reading Club The Children's Summer Reading Club, sponsored by the Burlingame Lions Club, will feature "Dive into Books" as the theme this year. The Club begins June 14th and runs through July. A giant stuffed whale will be available for children to enjoy! Begin with Books Cathy Somerton did a total of 31 programs in May, reaching a total of 660 children. The preschool and toddler story times continue to be filled beyond capacity and make Wednesday mornings very lively. The Summer programs for younger readers will also begin June 14th. Two Bedtime Story Hours will be added to the other weekly programs for the 6 week session.The theme for young children is " Terrific Turtles." New Terminals and On-Line Public Access Terminal We have received our final group of replacement terminals for the automated system. All are IBM PC clones, with 386 CPU's. This step will remove us completely from Geac proprietary hardware and attendant downtime and maintenance costs. Since we are still unable to add additional terminals to the network, we plan to reconfigure the system to enable us to have an on-line public access terminal at the main library. This means that the public will be able to access the special public mode on the automated network by themselves. This service will be available on one terminal located at the reference desk to allow maximum assistance by the reference staff. Reference Division Tracy attended a workshop on "Answering Tough Questions in Tough Times" on May 20. Esther Cummings, Michael Donnellan and I attended a workshop on funding on May 27, given by Dallas Shaffer, Monterey County Librarian and Jim Bower, Monterey County Foundation Director. (Report attached) Programming The Mystery program, sponsored by the Northern California Mystery Writer's Association was very successful, with over 60 in attendance. The Minotaur Poetry Reading series focused entirely on youth for the month of May. For both readings, over 80 people attended. Students of Burlingame High School and Mills High School offered readings. Exhibits The Fourth graders of Our Lady of Angels School displayed their California Mission models at the Main and Branch Libraries. It is rewarding for staff to see the models, after having assisted the young people in finding the resources, photographs and building plans to build them! Burlingame photographer Michael Collopy is currently exhibiting a collection of his work in the Reference Room through June. Michael is a longtime Burlingame resident, whose photographic portraits of celebrities are truly remarkable. Local resident Jean Horton is displaying memorabilia celebrating Queen Elizabeth's fortieth coronation anniversary in the new book room. Friends of the Library The Friends are planning a Board meeting for June 14th. I will report the events at the June 15th Board meeting. Personnel Laura Martinengo, part-time, 10 hour reference librarian, resigned effective May 30 to join her husband in Maryland. Due to budget uncertainties, we will not fill the position at the 10 hour level, but will fill-in with "on-call" staff. We have recently recruited for "on-call' reference librarians to increase our pool of available hourly staff, and will be interviewing shortly. Our first page test of the year was given May 28th and it was the largest ever. We had 42 applicants take the test. We will be interviewing for several slots. Upcoming Events: o Budget, Public Hearing, City Council, June 21st, 7:30 pm o Meeting with Cynthia Ripley, Staff and Board, June 21 st, 2-4 pm o Independence Day Closure, July 4th and 5th, Reopen Tuesday, July 6th o Library Board Meeting, July 20th, 4:30 pm o Schematic Design Study Session, Council, July 21st, 7:30 pm Alfred H. Escoffier City Librarian CL.Rept6 STATISTICS FOR MAY 1993 REGISTERED BORROWERS: Total Registered Burlingame Adults 12 , 043 Burlingame Children 2 ,750 Hillsborough Adults 1, 707 Hillsborough Children 760 Non-San Mateo Co. Borrowers 625 TOTAL: 17,885 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials (books, periodicals, pamphlets, paperbacks) 22 , 377 1 , 362 Children's Print Materials (books, periodicals, pamphlets, paperbacks) 6,787 993 Audio Visual Materials (records, cassettes, films, videos, slides, equipment, talking books) 4 ,483 124 TOTALS: 33 ,647 2 , 479 Main Total 1993 Circ: 33 ,647 Main Total 1992 Circ: 32 ,508 = 3 .50% Inc. Branch Tot. 1993 Circ: 2,479 Branch Tot. 1992 Circ: 2 ,620 = 5. 38% Dec. Grand Total 1993 Circ: 36,126 Grand Total 1992 Circ: 35, 128 = 2 .84% Inc. -------------------------------------------------------------------------- REFERENCE ACTIVITY: Questions Directions Reference 4,910 1 ,223 Children's 385 139 I .L.L. Borrowed: 314 Audio-Visual 433 775 I.L.L. Lent: 549 Branch 213 8 I.L.L. Total: 863 Total : 5 ,941 2 , 145 -------------------------------------------------------------------------- COLLECTIONS: MAIN BRANCH TOTAL VOLUMESfTITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 109 ,600/104 ,160 4 ,450/ NA 114 ,050/108 ,610 Ch.Non-Fic. 18 ,285/ 17 ,005 3 ,190/ NA 21,475/ 20 , 195 YA Non-Fic. 1,695/ 1 ,650 90/ NA 1,785/ 1 ,740 Ad.Fiction 43 ,805/ 42 ,580 4 , 380/ NA 48 ,185/ 46 ,965 Ch.Fiction 14 ,640/ 10,965 4,610/ NA 19 ,250/ 15,575 YA Fiction 2,770/ 2 ,480 290/ NA 3 ,060/ 2 ,770 Reference 5 .285/ 5 . 200 125 NA 5 ,41OZ 5 , 325 TOTALS: 196,080/184 ,040 17,135/ NA 215,215/201 ,175 OTHER MATERIALS• Pamphlets 31,730 Paperbacks 4, 200 Maps 1,515 Records 4 ,520 Cassettes 3 , 160 Video Tapes 7754d Compact Discs 610 _ Deposited with the City Treasurer: Main: $ 2 ,587 .44 Branch: $ 224.49 ...✓� �_,b66.00 Rent: $ 2 ,208.00 Est. User Traffic: 33 ,190 Daily Average: 1 ,106 RLIN: $ .00 Total Meetings Held--t-1-3--Attendance: 325 CLSA: $10 ,633 .84 Children's Programs: 2 Attendance: 180 Total : $16 , 719.77 ' 1 I CITY OF BURLINGAME PAGE 36 BUDGET STATUS REPORT FOR THE MONTH ENDING APRIL 30, 1993 PRINTED 05/14/93 CURRENT MONTH YEAR-TO-DATE BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT ------------------------------------------------------------------------------ 101 GENERAL FUND 67500 LIBRARY 010 REGULAR SALARIES 707,935.00 51 ,091 .66 578,049.66 129,885.34 81 .65 Olt PART-TIME SALARIES 415,627.00 33,556.40 348,062. 12 67,564.88 83.74 150.00 012 OVERTIME 150.00 TOTAL SALARIES & WAGES 1 , 123,712.00 84,648.06 926, 111 .78 197,600.22 82.42 TOTAL DIRECT LABOR 1 , 123,712.00 84,648.06 §26, 111 .76 197,600.22 82.42 030 RETIREMENT 262,467.00 8, 164. 13 93,228.45 169,238.55 35.52 031 HEALTH INSURANCE 5,384.78 60,208.61 <60,208.61> 033 CITY DENTAL PLAN 701 .54 7,777.39 <7,777.39> 034 LIFE INSURANCE 224.28 2,448.47 <2,448.47> 035 LONG TERM DISABILITY INSURANCE 641 .69 7,015.61 <7.015.61> 036 MEDICARE INSURANCE 614.06 6,330.58 <6,330.58> 037 UNEMPLOYMENT INSURANCE 23.00 <23.00> 038 WORKERS COMPENSATION INSURANCE 482.49 4,852.42 <4,852.42> 041 CITY VISION PLAN 157.09 1 ,714.07 <1 ,714.07> 046 SOCIAL SECURITY EXPENSE 1 ,247.93 12,754.52 <12,754.52> TOTAL EMPLOYEE BENEFITS 262,467.00 17,617.99 196.353. 12 66, 113.88 74.81 TOTAL EMPLOYEE SERVICES 1 ,386, 179.00 102,266.05 1 ,122,464.90 263,714. 10 80.98 110 OFFICE EXPENSE 12,000.00 657.47 9,238. 11 2,761 .89 76.98 120 SPECIAL DEPARTMENT EXPENSE 21 ,000.00 1 ,736.48 14,227.80 6,772.20 67.75 122 PERIODICALS 26,300.00 3,485.64 23.046.37 3,253.63 87.63 123 BOOK BINDINGS 13,895.00 671 .79 12,274.57 1 ,620.43 88.34 124 CATALOGING EXPENSE 16,450.00 293.75 14,739.36 1 ,710.64 89.60 125 RECORDS AND CASSETTES 11 ,265.00 3,014.53 10,027.24 1 ,237.76 89.01 128 VEHICLE ALLOWANCE 1 ,200.00 92.32 1 ,015.52 184.48 84.63 129 BOOKS AND MAPS 194,100.00 19,973.26 134,990.99 59,109.01 69.55 130 SMALL TOOLS 300.00 18.52 106.83 193. 17 35.61 160 COMMUNICATIONS 14,645.00 2, 133.83 10,904.23 3,740.77 74.46 170 ELECTRIC & GAS UTILITIES 48,000.00 5,242.55 39.780.07 ,219.93 82.88 190 MAINTENANCE OF BUILDINGS AND GROUND 34,350.00 2,636. 10 17,477. 10 166,872.90 50.88 200 EQUIPMENT MAINTENANCE 3,575.00 112.50 3,858.53 <283.53> 107.93 209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1 ,970.00 309.01 520.90 1 ,449. 10 26.44 210 PROFESSIONAL AND SPECIALIZED SERVIC 7,372.00 7,372.00 100.00 220 CONTRACTUAL SERVICES 55,470.00 53,968.44 1 ,501 .56 97.29 240 DUES AND SUBSCRIPTIONS 1 ,625.00 41 .81 1 ,396.81 228. 19 85.96 250 TRAVEL, CONFERENCES & MEETINGS 500.00 321 .50 178.50 64.30 251 DEPARTMENT HEAD CONFERENCE & MEETIN 1 ,000.00 990.27 9.73 99.03 252 STAFF CONFERENCE AND MEETINGS 2,000.00 2,045.00 . 102.25 260 TRAINING AND SAFETY 3,000.00 395.00 1 ,588.88 1 ,411 . 52.96 52.96 290 OTHER CHARGES 100.00 100.00 100.00 CITY OF BURLINGAME PAGE 37 BUDGET STATUS REPORT FOR THE MONTH ENDING APRIL 30, 1993 PRINTED 05/14/93 CURRENT MONTH YEAR-TO-DATE BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT -------------------------------------------------------------------- ------- 701 INSURANCE COST ALLOCATION 4, 128.00 344.00 3,440.00 688.00 83.33 TOTAL SUPPLIES AND SERVICES 474,245.00 41 ,358.76 363,430.52 110,814.48 76.63 TOTAL SUPPLIES AND SERVICES 474,245.00 41 ,358.76 363,430.52 110,814.48 76.63 800 CAPITAL OUTLAY 20,000.00 20,000.00 TOTAL CAPITAL OUTLAY 20,000.00 20,000.00 TOTAL CAPITAL EXPENDITURES 20,000.00 20,000.00 67500 LIBRARY TOTAL 1 ,880,424.00 143,624.81 1 ,465,895.42 394,528.58 79.02 MONTHLY REPORT i MONTH Mak_ 1993 OUTREACH ACTIVITIES 1. Volunteer Coordinator A. Hours worked 36.5 2. Volunteers A. Number of volunteers 3 + 5 Friends _ B. Hours contributed 10 + 47= 57 3. Shut-in Patrons---Individual Visits A. Kimber of patrons 11 B. Nimber of visits made 19 C. Items circulated 114 4. Shut-in Patrons--Institutional Visits # visits Materials circulated A. Hacienda 6 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 24 C. Items circulated 212 Comments/Activities _ �.- na1a Nalcnn r ' CORRESPONDENCE A. Memorial fund established ror Burlingame city librarian 'I he Hoard of Trustees of the collections and services in Hurlingarne Public Library Burl inlamc. "His vision, recently established a memorial dedication and leadership has led lund in memory of long — time the Burlingame Library to be one city librarian George Paul of the best in the state," the I.cc:hich. board president at that time said Lechich was city librarian for of Lechich. The memorial fund 27 years, from 1950 — 1977, will be used to further, the through many of the "formative" library's building program, years of modem library service in according to Board of Trustees Burlingame. lie began such President Kristine Cannon. "We beloved programs as the feel this is particularly Children's Summer Reading appropriate since Lechich was so Club, which through his instrumental in expanding and leadership has been supported by enhancing the facilities of the the local Lions Club for nearly 43 city's libraries over a period of Years. many years." lie also supervised several Further information can be library construction programs obtained by contacting Alfred including two expansions and a Escoffier, City Librarian, 480 remodel of the branch library. Primrose Road, Burlingame, CA During his tenure the library 94010. grew by 100,000 volumes. He nurtured excellent library Boutique&Villager•June 2.1993•21 480 Primrose Road • Burlingame. C.A, 94010-4083 • (4 151) 342-1038 • Fax (415) 342-1948 CORRESPONDENCE B. i j ' I i i i I I I zLLJ LU CD I ` I • I � I i ai i j CORRESPONDENCE C. PENINSULA COMMUNITY FOUNDATION VDUN 04/23/93 Fund Name: Roger & Jean Duncan Fund F U N D B A L A N C E �- For the period 01/01/93 through 03/31/93 (Fiscal-Year months 1 through 3 inclusive) . BEGINNING FUND BALANCE (as of 01/01/93) : $ 596, 072. 14 STATEMENT OF ACTIVITY: REVENUES Interest & Dividends 8 , 732 . 23 Gains (Losses) , Realized 0. 00 Gains (Losses) , Unrealized 0. 00 Contributions 0. 00 Other 0. 00 ADMINISTRATIVE FEES 2 , 980. 36- FUND TRANSFERS 0. 00 GRANTS AWARDED 0. 00 Total Activity: 5,751.87 --------------- ENDING FUND BALANCE (as of 03/31/93) : $ 601, 824 . 01 FUBURLINGAME CORRESPONDENCE D How to Survive the Revenue Cuts of the Nineties: Developing a Successful Fund Raising Program (Workshop Summary) This excellent workshop was offered by Dallas Shaffer, Monterey County Librarian and Jim Bower, consultant and development director for the Monterey County Library Foundation. The purpose of the workshop was to develop preliminary funding plans for libraries. Topics covered included: benefits of fund raising, elements of a successful fund raising organization, barriers and fears, developing a preliminary plan and recruiting key community leaders. In three short years, Monterey developed their foundation into a viable community resource. The most recent donation was a $ 125,000 bookmobile to serve the residents of rural Monterey County. I was particularly impressed with the positive public relations and many successful hints for developing an on going fund raising effort. Ideas gleaned from the workshop which might be helpful to us to consider: - Meet with the Peninsula Community Foundation and ask for their help and advice - Gain acceptance of the concept by Council - Recruit key people - Agree on the needs, program, mission - Develop article of incorporation and bylaws - Apply for non-profit status - Elect officers - Establish meeting schedule 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 • Fax (415) 342-1948 - Design logo/letterhead - Develop initial brochure - Get governing body official support statement - Establish fund raising network connections - Recruit additional Board members Esther Cummings and Michael Donnellan attended along with myself. Esther and I felt that Michael's workshop was far superior in giving an overall view of fund raising and of the fund development options open to us. However, this workshop did give us some " nuts and bolts" of putting together a foundation. We also were able to meet other library staff and board members already involved in the process. Al Escoffier June 2, 1993 Monterey UULINICA CORRESPONDENCE c Library Trustee Description General Information: Members of the Library Board of Trustees are appointed for a 3 Year Term by the City Council. The Board is advisory in nature. Board appointments require Burlingame residency and registered voter status. Regular Board meetings are currently held the third Tuesday, 4:30 pm. Accountable to: The taxpayers and library users. Responsibilities: Advise the City Librarian on library services, establish policy, conduct public relations, provide citizen input on library operations, and provide long range planning. Duties:Attend Board meetings. Read board meeting minutes and other materials sent out before the board meeting. Become informed about all phases of library operation. Participate at Board meetings. Serve on board and staff committees as assigned by the Board chair. Lend expertise and leadership to the Board for the good of the library. Actively participate in board workshops and activities. Participate in fund raising activities. Visit the library often and become acquainted with its services. Qualifications: A sense of the library's enormous importance to the economic and social life of the community. Appreciation of the library and a desire to provide the best possible service for the community. Sensitivity to the political environment. Skills, Beliefs, Abilities:Ability to work with people. Ability to lead and preside at board meetings. Ability to plan. Belief in the importance of access to the materials of lifelong independent learning for everyone. Ability to communicate effectively. Current Issues facing the Board: o Planning for the renovation and seismic upgrade of the main library building. The library is currently in the schematic design phase. Funding has not yet been determined. o Plan for fund development to assist with support of the library in the future. The Board is currently taking the leadership role in planning for a library foundation. o Support of library funding in the city environment. o Encourage and support the Friends of the Library and other library support groups. o Provide public relations support for the library in the community. o Trustees usually participate in Legislative Day in Sacramento annually. Trustees may become active in the Trustee activities of the California Library Association California Association of Trustees and Commissioners. o A member of the Board is generally selected by the City Council to serve on the Peninsula Library System"System Advisory Board." 6/'93 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 • Fax (415) 342-1948 r BURLINGAME ' Ge L'��T Attachment A Foundation Resolution The Burlingame Library Board of Trustees unanimously endorses the creation of a library foundation for the Burlingame Public Library. The purpose of the foundation will be to strengthen the library services of the Burlingame Public Library by providing 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. Foundaaon.Resolution 480 Primrose Road • Burlingame, CA 94010-4083 9 (415) 342-1038 • Fax (415) 342-1948 IF BURLINGAME r 7 4 � G � Attachment B Foundation Action Plan The Burlingame Public Library Board of Trustees hereby appoints two members of the Board: and to serve as a board sub- committee, along with the City Librarian, to begin work on the development of the Burlingame Public Library Foundation. Background: Initial action plan items would include, but not be limited to: creation of a list of key community leaders to assist with the foundation; development of mission, goals and objectives for the foundation; development of articles of incorporation and bylaws, and other such tasks necessary to establish the foundation. Action.Plan 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 0 Fax (415) 342-1948 IF UBURUINICA,"AEAttachment C Establishment of an Annual Fund Raising Goal The Library Board of Trustees hereby establishes an annual fund raising goal for the Burlingame Public Library of $ 75,000 for the fiscal year 1993/94. Background: In fiscal 1992/93, the library received proceeds from Trust funds, cash gifts, interest and other donations in the amount of: $ 61 ,331 . It is recommended that the annual fund goal for the 1993/94 fiscal year be increased by 25% to $ 75,000. This gives us a significant goal to reach for in the coming year for both gifts and outside fund raisers. These funds might be acquired through cash gifts, Friends of the Library donations, donations from clubs and organizations, interest on current deposited funds and other fund raising efforts. Annual.Fund 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 • Fax (415) 342-1948 IFUBURLING,-Ni%,�E Attachment D Proposal for Ripley Associates Presentation (Special Meeting) Cynthia Ripley would like to present the preliminary building options to the Board of Trustees sometime in July, before the study session with City Council. This would be a unique opportunity to review the schematic design plans with the architect and get your questions answered as to functionality, services and aesthetics. The staff planning team will have met with Cynthia twice by the end of June, so you will have the benefit of staff input as well. Your advice, recommendations and input would be very valuable at this stage. Since the July Board meeting is the day just preceding the Council meeting, I would like to recommend an earlier date for the presentation which would allow Cynthia to integrate your comments into her presentation. I see at least two scheduling options for the presentation: T 1A o Wecou hedule a special Board Meeting for either Tuesday, July 6th or Tuesday, Jul 1 he schematic design would be the single agenda item. We _ wou i ely meet no more than an hour. The regular Board Meeting would remain on Tuesday, July 20th. o A second option would be to schedule one longer Board Meeting for July, but make it earlier in the month. One possibility would be Tuesday, July 13, 3 pm, one week earlier than usual. The presentation could be first and the business meeting afte r. Either option would fulfill the goal of providing input into the schematic design process. Spec Bd 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 • Fax (415) 342-1948 r CORRESPONDENCE A. Memorial fund established ror Burlingame city librarian "I he Board of"Trustees of the collections and services i n Burlingame Public Library Burlingame. "His vision, recently established a memorial dedication and leadership has led lurid in memory of long — time die Burlingame Library to be one city librarian George Paul of the best in the state," the t.cchich. board president at that time said Lechich was city librarian for of Lechich. The memorial fund 27 years, from 1950 — 1977, will be used to further the through many of the"formative" library's building program, years of modem library service in according to Board of Trustees Burlingame. He began such President Kristine Cannon. "We beloved programs as the feel this is particularly Children's Summer Reading appropriate since Lechich was so Club, which through his instrumental in expanding and leadership has been supported by enhancing the facilities of the the local Lions Club for nearly 43 city's libraries over a period of years. many years." Fie also supervised several Further information can be library construction programs obtained by contacting Alfred including two expansions and a Escoffier, City Librarian,, 480 remodel of the branch library. Primrose Road, Burlingame,CA During his tenure the library 94010. grew by 100,000 volumes. He nurtured excellent library Boutique&Villager•June 2,1993•21 `-- 480 Primrose Road Burlingame, CA 94010-4083 • (4 15) 342-1038 • Fax (415) 342-1948 UBUURLINGAME CORRESPONDENC D X,?,p How to Survive the Revenue Cuts of the Nineties: Developing a Successful Fund Raising Program (Workshop Summary) This excellent workshop was offered by Dallas Shaffer, Monterey County Librarian and Jim Bower, consultant and development director for the Monterey County Library Foundation. The purpose of the workshop was to develop preliminary funding plans for libraries. Topics covered included: benefits of fund raising, elements of a successful fund raising organization, barriers and fears, developing a preliminary plan and recruiting key community leaders. In three short years, Monterey developed their foundation into a viable community resource. The most recent donation was a $ 125,000 bookmobile to serve the residents of rural Monterey County. I was particularly impressed with the positive public relations and many successful hints for developing an on going fund raising effort. Ideas gleaned from the workshop which might be helpful to us to consider: - Meet with the Peninsula Community Foundation and ask for their help and advice - Gain acceptance of the concept by Council - Recruit key people - Agree on the needs, program, mission - Develop article of incorporation and bylaws - Apply for non-profit status - Elect officers - Establish meeting schedule 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 • Fax (415) 342-1948 - Design logo/letterhead - Develop initial brochure - Get governing body official support statement - Establish fund raising network connections - Recruit additional Board members Esther Cummings and Michael Donnellan attended along with myself. Esther and I felt that Michael's workshop was far superior in giving an overall view of fund raising and of the fund development options open to us. However, this workshop did give us some " nuts and bolts" of putting together a foundation. We also were able to meet other library staff and board members already involved in the process. Al Escoffier June 2, 1993 Monterey r BURLINGAME 1 'p C0RRESPONDENCE E. Ge4�C L"6R, Library Trustee Description General Information: Members of the Library Board of Trustees are appointed for a 3 Year Term by the City Council. The Board is advisory in nature. Board appointments require Burlingame residency and registered voter status. Regular Board meetings are currently held the third Tuesday, 4:30 pm. Accountable to:The taxpayers and library users. Responsibilities: Advise the City Librarian on library services, establish policy, conduct public relations, provide citizen input on library operations, and provide long range planning. Duties:Attend Board meetings. Read board meeting minutes and other materials sent out before the board meeting. Become informed about all phases of library operation. Participate at Board meetings. Serve on board and staff committees as assigned by the Board chair. Lend expertise and leadership to the Board for the good of the library. Actively participate in board workshops and activities. Participate in fund raising activities. Visit the library often and become acquainted with its services. Qualifications: A sense of the library's enormous importance to the economic and social life of the community. Appreciation of the library and a desire to provide the best possible service for the community. Sensitivity to the political environment. Skills, Beliefs, Abilities:Ability to work with people. Ability to lead and preside at board meetings. Ability to plan. Belief in the importance of access to the materials of lifelong independent learning for everyone. Ability to communicate effectively. Current Issues facing the Board: o Planning for the renovation and seismic upgrade of the main library building. The library is currently in the schematic design phase. Funding has not yet been determined. o Plan for fund development to assist with support of the library in the future. The Board is currently taking the leadership role in planning for a library foundation. o Support of library funding in the city environment. o Encourage and support the Friends of the Library and other library support groups. o Provide public relations support for the library in the community. o Trustees usually participate in Legislative Day in Sacramento annually. Trustees may become active in the Trustee activities of the California Library Association California Association of Trustees and Commissioners. o A member of the Board is generally selected by the City Council to serve on the Peninsula Library System"System Advisory Board." 6/'93 480 Primrose Road • Burlingame, CA 94010-4083 9 (415) 342-1038 0 Fax (415) 342-1948 IF UBURLINGAME Attachment A Foundation Resolution The Burlingame Library Board of Trustees unanimously endorses the creation of a library foundation for the Burlingame Public Library. The purpose of the foundation will be to strengthen the library services of the Burlingame Public Library by providing 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. Foundation.Resolution Burlingame, CA 94010-4083 (415) 342-1038 Fax (415) 342-1948 480 Primrose Road • • r BURLINGAME 1 r Attachment B Foundation Action Plan The Burlingame Public Library Board of Trustees hereby appoints two members of the Board: and to serve as a board sub- committee, along with the City Librarian, to begin work on the development of the Burlingame Public Library Foundation. Background: Initial action plan items would include, but not be limited to: creation of a list of key community leaders to assist with the foundation; development of mission, goals and objectives for the foundation; development of articles of incorporation and bylaws, and other such tasks necessary to establish the foundation. Action.Plan 480 Primrose Road • Burlingame, CA 94010-4083 9 (415) 342-1038 0 Fax (415) 342-1948 BURLINGAME r " _ Attachment C Ge</C L��RP Establishment of an Annual Fund Raising Goal The Library Board of Trustees hereby establishes an annual fund raising goal for the Burlingame Public Library of $ 75,000 for the fiscal year 1993/94. Background: In fiscal 1992/93, the library received proceeds from Trust funds, cash gifts, interest and other donations in the amount of: $ 61 ,331 . It is recommended that the annual fund goal for the 1993/94 fiscal year be increased by 25% to $ 75,000. This gives us a significant goal to reach for in the coming year for both gifts and outside fund raisers. These funds might be acquired through cash gifts, Friends of the Library donations, donations from clubs and organizations, interest on current deposited funds and other fund raising efforts. Annuallund 480 Primrose Road • Burlingame, CA 94010-4083 9 (415) 342-1038 • Fax (415) 342-1948 r BURLINGAME 1 r r Attachment D Gey c � SRP Proposal for Ripley Associates Presentation (Special Meeting) Cynthia Ripley would like to present the preliminary building options to the Board of Trustees sometime in July, before the study session with City Council. This would be a unique opportunity to review the schematic design plans with the architect and get your questions answered as to functionality, services and aesthetics. The staff planning team will have met with Cynthia twice by the end of June, so you will have the benefit of staff input as well. Your advice, recommendations and input would be very valuable at this stage. Since the July Board meeting is the day just preceding the Council meeting, I would like to recommend an earlier date for the presentation which would allow Cynthia to integrate your comments into her presentation. I see at least two scheduling options for the presentation: o We could schedule a special Board Meeting for either Tuesday, July 6th or Tuesday, July 13th. The schematic design would be the single agenda item. We would likely meet no more than an hour. The regular Board Meeting would remain on Tuesday, July 20th. o A second option would be to schedule one longer Board Meeting for July, but make it earlier in the month. One possibility would be Tuesday, July 13, 3 pm, one week earlier than usual. The presentation could be first and the business meeting after. Either option would fulfill the goal of providing input into the schematic design process. Spec.Bd `" 480 Primrose Road 9 Burlingame, CA 94010-4083 9 (415) 342-1038 0 Fax (415) 342-1948