HomeMy WebLinkAboutAgenda Packet - LB - 1992.11.17 BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES - AGENDA
NOVEMBER 17th, 1992 - 4 : 30PM - DUNCAN ANNEX
{
1 . CALL TO ORDER SUGGESTED ACTION
{
{
2 . ROLL CALL {
{
3 . BILLS { APPROVAL
City Checks: $32 , 300 . 77 {
Special Fund: $ 1 ,119. 50 {
Duncan Funds : $ 1 , 102 . 43 {
{
4 . MINUTES { APPROVAL
5 . CORRESPONDENCE AND COMMUNICATIONS {
{ INFORMATION
a. Thank you note from City Librarian-Patti {
Bergsing {
b. Report from California State Librarian on{
October 23rd meeting on Fiscal Concerns {
of Public Libraries {
C. Quarterly Report - July / September 1992 {
from Peninsula Community Foundation {
d. Letters from 5th Graders at McKinley {
School {
e. Children's Librarian's Report {
{
{
{
6 . REPORTS {
{
a. City Librarian's Report { INFORMATION
b. System Advisory Board - President Cannon { INFORMATION
C. C.L.A. Conference Reports - Patti & Al {
{
7 . UNFINISHED BUSINESS {
{
a. Final Draft of Long-Range Plan { ACTION
{
8 . NEW BUSINESS {
{
a. Holiday Schedule for 1993 { ACTION
{
9 . FROM THE FLOOR { PUBLIC COMMENTS
{
10 . ADJOURNMENT {
PMB/jg {
{
11/10/92 {
AGENDAO {
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
OCTOBER 20TH, 1992
CALL TO ORDER:
The meeting of October 20th, 1992 was called to order by President
Cannon at 3 :00pm.
Trustees Present: Blevins, Benson, Cannon, Robertson & Taylor
Trustees Absent: None
Staff Present: Mrs. Patti Bergsing, City Librarian
Mrs. Judy Gladysz , Library Secretary
Guests: Marti Knight, Burlingame Resident
Bud Harrison, Burlingame Resident
BILLS:
M/S/C (Taylor/Benson) unanimously to approve the payment of City
checks in the amount of $40 ,613 . 53 , payment of the Trustees Special Fund
in the amount of $1 ,449 .41 , Duncan Funds in the amount of $5 , 417 . 84 , and
Revolving Funds in the amount of $1 , 500 . 00 .
MINUTES OF THE MEETING OF SEPTEMBER 15TH, 1992 :
The minutes of the August 18th, 1992 Board meeting were approved as
written and ordered filed.
CORRESPONDENCE AND COMMUNICATIONS:
All correspondence and communications had been mailed in the Board
packets for their information. There were congratulations in order and
President Cannon wished Librarian Bergsing all the best in her retirement
and said the Board would miss her. Trustee Blevins and the other Board
members concurred that Mr. Escoffier was an excellent replacement choice
and thanked the City Manager and Council for giving the Library "the
best. "
REPORTS:
Librarian's Report:
President Cannon asked about the Assistant City Librarian's position
and the impact if it remained vacant? Librarian Bergsing said that the
City Manager was suggesting that the position remain vacant for the
remainder of the fiscal year. During that time, the position's
responsibilities would need to be studied, reorganized, reassigned or
maybe even eliminated. She suggested that other staff members would
have to assume additional responsibilities . The economic climate of the
City will determine whether or not the position remains vacant. She also
suggested that if a building program is undertaken it would be very
difficult to operate without the Assistant City Librarian position.
PAGE 1
System Advisory Board Orientation - President Cannon:
President Cannon attended the SAB orientation and said she enjoyed
meeting the different representatives from the other libraries and
discussing goals . She announced the next SAB meeting will be held on
Tuesday, October 27th.
UNFINISHED BUSINESS:
a. Follow-up on Long-Range Planning Retreat: Because of time
restraints, Librarian Bergsing explained briefly to the Board
members that there had been a follow-up meeting of the Library
Supervisors and some changes in the goals were recommended. The
Board concurred that the changes were beneficial . Librarian
Bergsing further explained the remainder of the process and said
she hoped to have most of the plan completed in time for the
November Board Meeting.
NEW BUSINESS•
a. Change in Interlibrary Loan Fees :
M/S/C (Taylor/Robertson) unanimously to change the ILL fees from
$1 .00 to $2 . 00 for items requested from libraries outside P.L.S. and to
drop the fee for P.L.S. requests from $1 .00 back to 50 cents.
b. Reimburse Volunteer and Staff Recognition Funds:
M/S/C (Robertson/Benson) unanimously to reimburse the Volunteer and
Staff Recognition Fund in the amount of $795 .00 .
FROM THE FLOOR•
ADJOURNMENT:
The meeting of October 20th, 1992 was adjourned at 3 : 30pm. The
Architects presentation then followed in the Community Room. This was
followed by closed session to discuss the Employee Achievement Awards.
The next meeting is scheduled for November 17th, 1992 in the Duncan Annex
at 4 : 30 .
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
PMB/jg
10/21/92
OCTOBER
PAGE 2
Librarian's Report
November 17th, 1992
Long Range Plan
The library planning team worked toward refinement of the three year
Long Range Plan. The major changes were the combination of two goals on
the building and on funding. A new goal was developed which reflects the
focus on promotion of library programs and services.
Several new objectives relating to the promotion of services at both
libraries were developed. An objective was also written to develop a
"Plan of Service" for the Easton Branch based on the past work of the
Branch task force.
The planning team also developed a list of task forces and committees
to carry out the plan. The committees are on-going groups of staff with
specific responsibilities, such as the Book Selection Committee. The task
forces have specific responsibilities for a given activity within a given
timeframe.
A briefing on the Long Range Plan process and the resulting document
will be held for all staff on November 18th. The purpose of this meeting
is to let staff know what the planning team has developed and to solicit
input and participation on the newly created task forces.
_ A copy of the final draft of the Plan and supporting documents are in
your packet. We would appreciate your formal approval of the Plan at your
meeting.
Holiday Schedule - 1993
In your packet is a tentative schedule of Library holidays for 1993 .
Also included is the City's holiday schedule. We would like your approval
with the understanding that it might have to be revised if budget cutbacks
are necessary.
Employee Achievement Awards
The Board of Trustees honored three staff members in October with
Employee Achievement Awards. Up to three awards are given annually to
staff who have exhibited exceptional qualities such as: maintaining
positive working relationship with others, expressing creativity on the
job, demonstrating leadership qualities.
Cited for an award this year was City Librarian Patti Bergsing. She
was honored for exhibiting the highest ideals of public service throughout
her tenure with the City. She has set the tone for positive public
service, always keeping the needs of the public at the forefront. She has
maintained the highest of standards for public libraries , keeping
Burlingame among the most-used, well-supported and best loved libraries in
the State.
Page 1
Also cited was Kathy Naftaly. Kathy works in several library
_ divisions, including circulation and technical services , as well as
assisting in Reference. Kathy was honored for her talents at mastering
the complexities of automation and her ability to work in several
different work environment successfully. Her colleagues praised her
superior grasp of policies and procedures, her conscienciousness, her
dedication and her creativity.
Paul Lechich was the third recipient, who was honored for his ability
to bring humor into the workplace, along with an uncanny ability to fix
almost anything. He was also honored for his warmth and friendliness to
all and his ability to make that extra effort.
The Employee Achievement Awards were developed by the Board several
years ago and have been a wonderful addition to the staff recognition
program.
Phased Reconstruction Plan
Cynthia Ripley gave a presentation of the latest study to the staff
and members of the Board and Council on October 20th. She clarified a
number of questions. We are now hoping that Council will consider
discussion at a future study session.
Disaster Preparedness
_ Library staff participated in the citywide disaster drill on October
23rd. This was the first in a series of planning activities to prepare
the city for emergency action in case of disaster. One of the objectives
in the library's long range plan is to update the library's disaster plan.
Children's Services
During the month of October, Cathy did a total of 42 programs
including: 1 Saturday Story Time, 4 Pre-school Story Hours , 8 Toddler
Story Times, 6 visits to Easton, 2 visits to the Main, 20 programs at the
schools, and 1 Halloween Story Time. The programs were attended by a
total of 944 people. This was a record month!
The Halloween Story Time was especially successful attended by 65
children and 45 adults.
Cathy also sent out a parent letter to pre-schools and kindergartens
on using books to promote multicultural understanding.
Recently, we learned that a previous parent letter on promoting self-
esteem in children was given out at a conference of the National
Association of the Education of Young Children on "Empowering Children. "
Congratulations Cathy!
Included in your packet is a copy of Joan Manini 's report for
September which I neglected to include last month.
Page 2
Geac Upgrade
The initial vendor evaluations were completed on November 4th by the
staff evaluators, for the upgrade of the automated system. Key Peninsula
Library System staff reviewed the three automated circulation/online
vendors: Dynix, Geac and DRA. The next step will be for the
representatives to share their evaluations and decide on two systems to
explore further. A system procurement committee will develop and issue an
RFQ. Another committee will visit sites where the systems in which we are
interested are in operation. We are also considering employing a
financial consultant to help develop a plan to finance the new system.
Everyone is hoping that a new system can be implemented in the summer of
1994 .
Reference Division
Tracy, Maribeth and Laura attended a workshop on basic business
resources at the San Mateo Public Library on October 27th. Basic sources
were reviewed, and they had the opportunity to look at a few sources that
are available only at San Mateo.
Several staff also attended the genealogy workshop at Santa Clara
Public Library. On October 29th, Esther attended the grand opening
celebration for Info Edge at SMPL.
Upcoming Events•
o November 13-17, California Library Association
Conference, Long Beach.
o November 25 , Hours 9-5 (Evening closure)
o November 26 , Thanksgiving Closure, all day
o November 27 , Hours 9-5 (Evening closure)
o December 5 , 11 am, Family Holiday Program
o December 12 , 11-3 pm, Luncheon for Patti , Marriott
PMB/]g
11/10/92
LIBRPT11
Page 3
STATISTICS FOR OCTOBER 1992
REGISTERED BORROWERS:
Total Registered
Burlingame Adults 11 , 178
Burlingame Children 2 , 564
Hillsborough Adults 1 , 642
Hillsborough Children 718
Non-San Mateo Co. Borrowers 517
TOTAL: 16 , 619
--------------------------------------------------------------------------
CIRCULATION ACTIVITY:
Main: Branch:
Adult Print Materials
(books, periodicals, pamphlets, paperbacks) 21 , 124 1 , 441
Children's Print Materials
(books , periodicals, pamphlets, paperbacks) 8 , 111 1 , 370
Audio Visual Materials
(records, cassettes, films, videos, art
prints, slides, equipment, talking books) 3 ,799 71
TOTALS: 33 , 034 2 , 882
Main Total 1992 Circ: 33 , 034 Main Total 1991 Circ: 32 , 162 = 2 .71% Inc.
Branch Tot 1992 Circ: 2 , 882 Branch Tot 1991 Circ: 3 , 371 = 14 . 51% Dec.
GrandTotal 1992 Circ: 35,916 GrandTotal 1991 Circ: 35 ,533 = 1 . 07% Inc.
--------------------------------------------------------------------------
REFERENCE ACTIVITY: Questions Directions
Reference 4 , 840 1 ,172
Children's 390 140 I .L.L. Borrowed: 194
Audio-Visual 725 578 I .L.L. Lent: 493
Branch 235 15 I .L.L. Total : 687
Total : 6 , 190 1 , 905
----7---------------------------------------------------------------------
COLLECTIONS: MAIN BRANCH TOTAL
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 107 , 758/102 ,684 4 , 429/ 4 , 429 112,187/107 , 113
Ch.Non-Fic. 18 ,095/ 16,728 3 , 126/ 3 ,126 21 , 221/ 19,854
YA Non-Fic. 1 ,677/ 1 , 677 92/ 92 1 , 769/ 1 , 769
Ad.Fiction 42 , 885/ 41 , 858 4 ,839/ 4 , 839 47 ,724/ 46 , 697
Ch.Fiction 14 , 354/ 10 , 745 5 , 103/ 5,103 19 , 457/ 15 , 848
YA Fiction 2 ,726/ 2 ,448 316/ 316 3 ,042/ 2 , 764
Reference 5, 322/ 5, 246 122/ 122 5 , 444/ 5 , 368
TOTALS: 210 , 435/181, 386 18 ,027/18 , 027 228 , 462/199 ,413
OTHER MATERIALS•
Pamphlets 30 ,906
Paperbacks 4 , 200
Maps 1 , 391
Records 4, 575
Cassettes 2, 098
Video Tapes 698
Compact Discs 509
Deposited with the City Treasurer: Main: 260,., 4_ Branch:-. $ R?.7
Rev. : 191 .56 Rent: $ 1 , 649.00
_ Est. User Traffic: 34 , 012 Daily Average: 1 , 163 Trustees : $ 615 . 00
Total Meetings Held: 8 Attendance: 155 CLSA: $ . 00
Children's Programs : 1 Attendance: 90 Total : $ 3 , 903 . 44
i I I
CITY OF BURLINGAME PAGE 35
BUDGET STATUS REPORT
FOR THE MONTH ENDING OCTOBER 31 , 1992 PRINTED 11/16/92
CURRENT MONTH YEAR-TO-DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
--------------------------------------------------------------------------------------
101 GENERAL FUND
67500 LIBRARY
010 REGULAR SALARIES 707,935.00 62,719. 13 216,601 .80 491 ,333.20 30.60
011 PART-TIME SALARIES 415,627.00 31 ,741 .27 130,999.77 284,627.23 31 .52
012 OVERTIME 150.00 150.00
TOTAL SALARIES & WAGES 1 ,123,712.00 94,460.40 347,601.57 776, 110.43 30.93
TOTAL DIRECT LABOR 1 , 123,712.00 94,460.40 347,601 .57 776, 110.43 30.93
030 RETIREMENT 262,467.00 9,739.31 37,240.40 225,226.60 14. 19
031 HEALTH INSURANCE 5,879.84 23,362.38 <23,362.38>
033 CITY DENTAL PLAN 756.97 3,027.85 <3,027.85>
034 LIFE INSURANCE 236.74 946.96 <946.96>
035 LONG TERM DISABILITY INSURANCE 690.99 2,698.28 <2,698.28>
036 MEDICARE INSURANCE 650.76 2,355.88 <2,355.88>
037 UNEMPLOYMENT INSURANCE
038 WORKERS COMPENSATION INSURANCE 466.41 1 ,554.71 <1 ,554.71>
041 CITY VISION PLAN 166.30 665.26 <665.26>
046 SOCIAL SECURITY EXPENSE 1 ,280.62 4,721 . 10 <4,721 . 10>
TOTAL EMPLOYEE BENEFITS 262,467.00 19,867.94 76,572.82 185,894. 18 29. 17
TOTAL EMPLOYEE SERVICES 1 ,386, 179.00 114,328.34 424, 174.39 962,004.61 30.60
110 OFFICE EXPENSE 12,000.00 1 ,685.20 5,269.36 6,730.64 43.91
120 SPECIAL DEPARTMENT EXPENSE 21 ,000.00 4,258.61 6,544.93 14,455.07 31 . 17
122 PERIODICALS 26,300.00 14,023.60 12,276.40 53.32
123 BOOK BINDINGS 13,895.00 3,353.50 10,541 .50 24. 13
124 CATALOGING EXPENSE 16,450.00 2,079. 15 3,403.23 13,046.77 20.69
125 RECORDS AND CASSETTES 11 ,265.00 1 ,331 .46 2,406.24 8,858.76 21 .36
128 VEHICLE ALLOWANCE 1 ,200.00 92.32 369.28 830.72 30.77
129 BOOKS AND MAPS 194, 100.00 17,750.55 46,389.24 147,710.76 23.90
130 SMALL TOOLS 300.00 300.00
160 COMMUNICATIONS 14,645.00 1 ,737. 15 3,644.22 11 ,000.78 24.88
170 ELECTRIC & GAS UTILITIES 48,000.00 7,932.07 16,470.53 31 ,529.47 34.31
190 MAINTENANCE OF BUILDINGS AND GROUND 34,350.00 2,353.49 5,246.47 29, 103.53 15.27
200 EQUIPMENT MAINTENANCE 3,575.00 671 .09 992.59 2,582.41 27.76
209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1 ,970.00 83.29 1 ,886.71 4.23
210 PROFESSIONAL AND SPECIALIZED SERVIC 7,372.00 7,372.00 100.00
220 CONTRACTUAL SERVICES 55,470.00 50,784.73 4,685.27 91 .55
240 DUES AND SUBSCRIPTIONS 1 ,625.00 55.00 1 ,570.00 3.38
250 TRAVEL, CONFERENCES & MEETINGS 500.00 56.76 106. 19 393.81 21 .24
251 DEPARTMENT HEAD CONFERENCE & MEETIN 1 ,000.00 247.00 406.00 594.00 40.60
252 STAFF CONFERENCE AND MEETINGS 2,000.00 247.00 706.00 1 ,294.00 35.30
260 TRAINING AND SAFETY 3,000.00 264.00 424.00 2,576.00 14. 13
290 OTHER CHARGES 100.00 100.00 100.00
CITY OF BURLINGAME PAGE 36
BUDGET STATUS REPORT
FOR THE MONTH ENDING OCTOBER 31 , 1992 PRINTED 11/16/92
CURRENT MONTH YEAR-TO-DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
--------------------------------------------------------------------------------------
701 INSURANCE COST ALLOCATION 4,128.00 344.00 1 ,376.00 2,752.00 33.33
TOTAL SUPPLIES AND SERVICES 474,245.00 41 ,049.85 169,526.40 304,718.60 35.75
TOTAL SUPPLIES AND SERVICES 474,245.00 41 ,049.85 169,526.40 304,718.60 35.75
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 ,880,424.00 155,378. 19 593,700.79 1 ,286,723.21 31 .57
lu
Y-(,i V-( rz� T
e 1
i9q
g 2. 2,q 1
231 '' o
7SI 2
0 3 II
1 3
N 4 53� I i b � I ! 4 j
!a 5 n r�e -- Ac1.cz� " 1 I S s (0 5
►; 6 I I I s
7 I -�
8 I, I --8
10 LD &s D Z I u 10
11 j! I
11
12 I 12
13 �
13
14 i II
14
if r I I
15 15
16
16
u
i; 17
18
19 19
20 20
21 21
22 22
23 23
24 I 24
25 25
26 26
27 27
28 ( 28
29 i 29
30 I 30
31 31
32 i 32
33 33
34 if
34
35 '
35
51 �I 36
�I II 37
38 I� I I 38
r
39
i 1 I 39
40
40! I I i I jj I 1
I
MONTHLY REPORT
MONTH QrtnhPr. 1292
OUTREACH ArITIYITIES
1 . Volunteer Coordinator
A. Hours worked 36
2. Volunteers
A. Number of volunteers 2 + R friends
B. Hours contributed 7 + 98
3. Shut-in Patrons---Individual Visits
A. Number of patrons 15
B. NJmber of visits made 24
C. Items circulated 127
4. Shut-in Patrons--Institutional Visits
# visits Materials circulated
A. Hacienda 4 -1R
B. 1 12
C. Easter Seals 1 Sn
D. Care Nest
E. Marion Convent 1
5, Totals
A. Shut-in patrons __15__+ 40
B. Visits made 29
C. Items circulated 221
Comments/Activities _
Dale Nelson