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Agenda Packet - LB - 1992.10.20
BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - AGENDA OCTOBER 20TH, 1992 - 3 :OOPM - COMMUNITY ROOM { SUGGESTED ACTION { 1 . CALL TO ORDER { 2 . ROLL CALL { 3 . BILLS { APPROVAL City Checks: $40,613.53 Revoeving: $1 ,500.00 { Special Fund: $ 1 ,449 .41 { Duncan Funds : $ 5,413.84 { 4 . MINUTES { APPROVAL 5 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION { a. Summary and Revised draft of Library's { Long-Range Plan { b. Letter from City Librarian announcing { retirement effective December 29, 1992 { c. Memo from City Manager announcing { promotion of Asst. City Librarian to { City Librarian { d. Statement of Purpose from new City Libn. { e. Letter from Mayor regarding Councilmember{ attendance at Commission meetings { f. Letter from Louise Boggess complimenting { Joan Manini { g. Thank you note from Trustee Taylor { h. Thank you note from Hilde Rooth { i. Memo from State Libn, regarding repeal of{ taxes on magazine subscriptions { j . Announcement of general staff meeting on { October 28th at 8:OOam { k. City Newsletter { 6. REPORTS { a. City Librarian's Report { INFORMATION b. System Advisory Board Orientation-Cannon { INFORMATION { 7. UNFINISHED BUSINESS { a. Follow-up on Long-Range Planning Retreat { INFORMATION { 8 . NEW BUSINESS { a. Change in Interlibrary Loan Fees { ACTION b. Reimburse Volunteer & Staff Recog. Funds { ACTION { 9. FROM THE FLOOR { PUBLIC COMMENTS 10 . CLOSED SESSION _ EMPLOYEE ACHIEVEMENT AWARDS { 11 . ADJOURNMENT { { PMB/jg { 10/13/92 { AGENDAO { BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES SEPTEMBER 15TH, 1992 CALL TO ORDER: The meeting of September 15th, 1992 was called to order by President Cannon at 4 : 30pm. Trustees Present: Blevins , Benson, Cannon Trustees Absent: Robertson & Taylor Staff Present: Mrs . Patti Bergsing, City Librarian Mr. Al Escoffier, Asst. City Librarian Mrs . Judy Gladysz , Library Secretary Guests: Marti Knight, Burlingame Resident BILLS • M/S/C (Benson/Blevins) unanimously to approve the payment of City checks in the amount of $78 ,532 .70 , payment of the Trustees Special Fund in the amount of $2 , 941 .78 , Duncan Funds in the amount of $328 . 73 , and Revolving Funds in the amount of $6 , 948 . 82 . MINUTES OF THE MEETING OF AUGUST 18TH, 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 with the exception of the architect's report and the agenda and map for the retreat on September 23rd which were distributed at the Board meeting. President Cannon commented on what a nice job Mr. Escoffier had done on- the demographics report. REPORTS: Librarian's Report: Librarian Bergsing reported that there was no new news regarding the budget. She said the budget will be going to Council on the 23rd in a study session and that the City Manager would be attending the Retreat on September 23rd as well . UNFINISHED BUSINESS: a. Ripley Resort - Date for Presentation: After some discussion it was decided by the Board members to have the Ripley presentation on October 20th at 3 : 30pm in the Community Room and the Board meeting will be at 3 : 00pm prior to the presentation. b. Long Range Planning Retreat ::. September 23rd: Mrs. Bergsing distributed the Agenda and the map to the Retreat to the Board members . She explained the need for a Long Range Plan. PAGE 1 C. Employee Achievement Awards : President Cannon said she had received some nominations for the Employee Achievement Awards . She said that she and Trustee Blevins would be working on them with the assistance of Carol Mink. d. Volunteer Luncheon: Librarian Bergsing reminded the Board members that the Volunteer Luncheon would be held on Friday, September 18th and that she had received 11 RSVP's . President Cannon and Trustee Blevins said they would both be in attendance. NEW BUSINESS• a. CLA Conference: Librarian Bergsing said that the California State Library conference would be held in Long Beach on November 13th through the 17th and asked if any of the Board members wished to attend. FROM THE FLOOR• ADJOURNMENT- The meeting of September 15th, 1992 was adjourned at 5 : 20pm with the next meeting scheduled for October 20th in the Community Room at 3 : OOpm followed by the Ripley Report presentation at 3 : 30pm. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg 09/15/92 SEPTEMBER PAGE 2 Librarian's Report October 20th, 1992 Strategic Planning Retreat On September 23rd, Library Division Heads and Board members took a day to reflect on the future of the Burlingame Public Library. This was a unique opportunity for Board members and staff to interact and brainstorm on priorities for service, goals and first year objectives , which will form the basis for the next Three Year Plan. City Manager, Dennis Argyres opened the session with a review of the financial realities facing the city in the coming years . One comment which was particularly revealing, was that some economists predict that this may be the best economic year of this decade for the public sector. Facilitator, Marilyn Snider ably led the group through a brainstorming session on the positive and negative factors affecting the library. The group also reviewed the external factors , such as the economy, which will play a role in the library's future. The outcome of the day included a confirmation of the library mission statement, a review and update of the service priorities, five major goals for the three year period, and a number of objectives for the first year of the plan. Staff are excited about embarking on this new long range plan which will guide the future of the library. The day also provided a unique team-building experience for the library managers and library board members. In your packet is a draft of the plan that the Assistant City Librarian pulled together from the recorder's notes from the retreat. He used the description of the service priorities that we developed for the last plan where they were appropriate. The Library Supervisor's met on October 7th and reviewed the draft summary. Everyone agreed on the service priorities but there was strong concensus to make a few changes in the goals. We combined the goals regarding funding and reconstructing the Library, changed the wording on the goal related to staff, and added a fifth goal on P.R. I hope these meet with your approval . The next step will be for the supervisors to meet again on October 22nd to review the changes and then move on to a discussion of the objectives. We also hope to meet with other members of the staff to review the plan, and to ask for their input regarding the objectives. We will keep you informed of any changes and ask for your input as well . It is my hope that by your November Board meeting we can have most of the plan completed. Page 1 Retirement of City Librarian and Appointment of new City Librarian In your packet is a copy of my letter to the City Manager announcing my retirement effective December 29th, 1992 . As I stated in my letter, it is with mixed emotions that I leave. Working for the City of Burlingame has been a wonderful experience, and it has been especially rewarding to work with such a dedicated and caring Library Board. It is much easier to move on knowing that the Library will be under the very capable direction of Al Escoffier, the current Assistant City Librarian. I have worked with Al for many years , and I know he will continue to support and promote the high standards of service that the Burlingame Library has come to represent. In your packet is the City Manager's announcement of Al 's appointment and a copy of Al 's "Statement of Purpose" for the future direction of the Library. My very best wishes for the continued success of the Burlingame Library and for the speedy renovation of the Main Library building. Phased Reconstruction Plan Architect Cynthia Ripley will present her supplemental report on the phased reconstruction of the Main Library at 3 : 30pm on October 20th in the Community Room of the Library. As you decided, the Board will meet at 3 : 00 , recess at 3 : 30 if you have not completed your business and reconvene after the presentation. Staff members and City Council have been invited to attend. Copies of the report have been distributed to the Board, Council and staff . Budget Status The $ 400 , 000 loss in state funding to the City was reviewed by Council recently. The approach approved by Council for dealing with the reductions in the departments would include both reductions in capital expenditures and personnel by attrition. When a personnel vacancy occurs, the department will have the option of proposing other reductions instead of personnel and the final choice and decision would come to Council. It appears that the cut for the Library in 1992-93 budget will be to leave the Assistant City Librarian position vacant for the remainder of the year, and a $50 , 000 reduction from the $100 , 000 allocated for schematic design for the Main Library. Page 2 Change in Interlibrary Loan Fees We would like your approval to change our interlibrary loan fees to conform with the majority of other libraries in P.L.S . Beginning November 1st we would like to raise the fee from $1 . 00 to $2 . 00 for items requested from libraries outside P.L.S. We wish to drop the fee for P.L.S. requests from $1 . 00 back to 50 cents. All fees will be collected when the material is picked up. Request for Volunteer / Staff Recognition Funds This is a request to replenish the Volunteer / Staff Recognition Fund for $795 . 00 . As you recall , you have been supporting these funds for the past six years to allow us to recognize and reward the volunteers and staff . Geac Hardware Vendor evaluation will take place on the three automation vendors for the upgrade of the automated system. Several Burlingame staffers are on the evaluation team. Vera Warrick will serve on the cataloging team; Marilyn Morrison will serve on the acquisitions, serials, media booking team; Esther Cummings will serve on the OPAC, reference team; Al Escoffier will serve on the management information, reports, team. The vendor presentation will take place during selected days in October and November. Friends Book Sale The fall book sale was held the first weekend of October and raised $2 , 842 . This is down from previous sales which we think reflects both the depressed economy and the lack of very many high quality books. They hope to do better at the next sale in the Spring. Volunteer Recognition Luncheon Fifteen volunteers were honored at our Volunteer Recognition Luncheon on September 18th on the Duncan Patio. Library Board President, Kris Cannon, spoke of the wonderful work our volunteers do in three major areas : outreach, book sales, and in house volunteers. The volunteers were given a cloisonne library logo pin as a token of appreciation for their many hours of service. We have pictures to show you at your meeting. Page 3 Children's Services During September, Cathy did a total of 24 program including: 1 Saturday Story Time, 4 Preschool Story Hours, 8 Toddler Story Times , 3 visits to Easton and 8 programs at schools . The programs were attended by a total of 419 children. A special Halloween Story Time will be held on Monday, October 26th at 7 pm. We have received the puppet theatre which was purchased by the Friends . It will be used primarily by children visiting the library, with the puppets that we have had available for the past year. Nancy made a sign for the theater that says , "Story Time Theatre" and "A Gift from the Friends of the Library. " So far the theater is very popular with the children and parents. Cathy has purchased some new books for the Teacher Collection to satisfy requests from teachers of elementary grades for those kinds of materials . Until now, the collection had focused on preschool and kindergarten teachers . Reference Division The American Library Association public relations posters were on display in the Reference Room during the month. Tracy assisted the Armenian General Benevolent Union in presenting a display on Armenian culture. The display included books available in the library, many of which were gifts of the Benevolent Union. During the last two months, we featured a display on staff book favorites and patron favorites. A booklist was prepared for distribution with each of the displays. September was month of experimental poetry for the Minotaur Poetry Reading series. Attendance peaked at 51 for the two sessions featuring new "language" poet H.D. Moe, as well as poets from Cafe Babar. There will be one reading in October due to the book sale. Program on Paintings from the National Gallery of Ireland The Friends of the Library sponsored a successful program on master paintings from the National Gallery of Ireland on October 8th. Tracy Hammond, a member of the reference staff , coordinated the program which featured Joan Rorick, a docent from the San Francisco Fine Arts Museums . The program was attended by 50+ people. Page 4 Info Edge _ The San Mateo Public Library begins it's fee-based information service on October 29th. I'll have a packet of information for you to see at your meeting. It will be interesting to see how it progresses. Upcoming Events: o October 16th, Friday, 4: 30-7pm - Redwood City Public Library Library of the Year presentation o October 20th, Tuesday, 3 : 30 pm - Community Room - Architect's Presentation of Reconstruction Plan, Board meeting preceding at 3 pm, continuing after 5: 30 pm if necessary o October 28th, Wednesday, Sam - Community Room - General Staff Meeting - Employee Achievement Awards o November 13-17th, Friday through Tuesday - Long Beach -California Library Association Conference a:LIBRPTI0 10/13/92 PMB/]g �" Page 5 STATISTICS FOR SEPTEMBER 1992 REGISTERED BORROWERS: Total Registered Burlingame Adults 10 , 991 Burlingame Children 2 , 525 Hillsborough Adults 1 ,639 Hillsborough Children 704 Non-San Mateo Co. Borrowers 503 TOTAL: 16 , 362 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main• Branch• Adult Print Materials (books, periodicals, pamphlets, paperbacks) 20, 216 1, 359 Children's Print Materials (books, periodicals, pamphlets, paperbacks) 8, 084 1 ,066 Audio Visual Materials (records, cassettes, films, videos, art prints, slides, equipment, talking books) 3 ,632 105 TOTALS: 31,932 2,530 Main Total 1992 Circ: 31 ,932 Main Total 1991 Circ: 29 , 319 = 8.91% Inc. Branch Tot 1992 Circ: 2 ,530 Branch Tot 1991 Circ: 2 ,817 = 10. 19% Dec. GrandTotal 1992 Circ: 34 ,462 GrandTotal 1991 Circ: 32 ,136 = 7 . 23% Inc. -------------------------------------------------------------------------- REFERENCE ACTIVITY: Questions Directions Reference 4 ,889 1,140 Children's 350 82 I .L.L. Borrowed: 282 Audio-Visual 639 368 I.L.L. Lent: 493 Branch 197 7 I .L.L. Total: 775 Total : 6,075 1,597 -------------------------------------------------------------------------- COLLECTIONS: MAIN BRANCH TOTAL VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 108, 347/102, 481 4, 417/ 4 ,417 112 ,764/106 ,898 Ch.Non-Fic. 18 , 260/ 16,685 3 ,107/ 3 , 107 21, 367/ 19,792 YA Non-Fic. 1,681/ 1, 681 92/ 92 1 ,773/ 1 ,773 Ad.Fiction 43 ,029/ 41,770 4 , 302/ 4, 302 47 , 331/ 46,072 Ch.Fiction 14,596/ 10,700 4 ,532/ 4 ,532 19, 128/ 15,232 YA Fiction 2 ,722/ 2,443 295/ 295 3 ,017/ 2 ,738 Reference 5, 322/ 5, 248 122/ 122 5,444/ 5, 370 TOTALS: 193 ,957/181,008 16,867/16,867 210 ,824/197,875 OTHER MATERIALS• Pamphlets 30 ,737 N/A 30 ,737 Paperbacks 4 ,200 it 4 , 200 Maps 1 , 390 of 1, 390 Records 4 ,575 " 4 ,575 Cassettes 2 ,098 " 2 , 098 Video Tapes 698 " 698 Compact Discs 508 " 508 Deposited with the City Treasurer: Main: 21177 .98 Branch: $ 322 . 25 Rev: $ 298:15 Rent: $ 1, 649.00-i Est. User Traffic: 32 , 571 Daily Average: 1 , 163 Trustees: $ 655.00 Total Meetings Held: 10 Attendance: 195 CLSA: $15 , 679 .95 Children's Programs: 1 Attendance: 90 Total : $20,782 . 33 � � 1 MINI NOW 1 In .• �� :� ■■i :_ . ■11111■i■IIIIn■i■11101 ■nn -©1 �ml 1111■I■IILr'ttl'' I■Ig101E■n6 'Imm t'1 1 11 IN in ,.I■t1 1 lI�f ©®I III ism ;1In111CJ1'�■nn; 11111111-•1 MINIM 11101,111-11111 ,� ■n11?�31�! . ©x'11 111111101■1: �'.I■11 11c�, :I■ 1� IRS X11 IN! 1111■I■11111. •■IIsnInIN I a.- I 110110■IlnMINER 1■el►P,.ERR NEI ■IIMI1■I■111111■I■Inill■I■11NINE ■■I ■��1111■I■111111■I■111111■I■111111■ ■■I I■nlnl■1■111111■I■I11 NMI■111111■ ■■I Mill 1III■1111n■1■111111■I■111111■ NEI II III■I■1111■■I■Iliin■I■111111■ NEI MINE■I■11INE111■111111■I■111111■ ■■I 111111■11■111111■1■111111■I■111111■ . 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Shut-in Patrons---Individual Visits A. Number of patrons 15 B. Number of visits made 28 C. Items circulated 138 4. Shut-in Patrons--Institutional Visits # visits Materials circulated A. Hacienda 5 46 B. Edelweiss 1 12 C. Easter Seals 1 50 D. Care West E. Marion Convent 1 25 5, Totals A. Shut-in patrons 15 + 40 B. Visits made 33 C. Items circulated 239 Comments/Activities A smooth-flowing month despite the month-long absence of one of our two book deliverers. Wendell is expected back in the middle of October and that will really help. Dale Nelson CITY OF BURLINGAME PAGE 35 BUDGET STATUS REPORT FOR THE MONTH ENDING SEPTEMBER 30, 1992 PRINTED 10/08/92 CURRENT MONTH YEAR-TO-DATE BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT -------------------------------------------------------------------------------------- 101 GENERAL FUND 67500 LIBRARY 010 REGULAR SALARIES 707,935.00 51 ,261 .08 153,882.67 554,052.33 21 .74 011 PART-TIME SALARIES 415,627.00 32,581 .90 99,258.50 316,368.50 23.88 012 OVERTIME 150.00 150.00 TOTAL SALARIES & WAGES 1 , 123,712.00 83,842.98 253, 141 . 17 870,570.83 22.53 TOTAL DIRECT LABOR 1 , 123,712.00 83,842.98 253, 141 . 17 870,570.83 22.53 030 RETIREMENT 262,467.00 8,654.23 27,501 .09 234,965.91 10.48 031 HEALTH INSURANCE 5,879.86 17,482.54 <17,482.54> 033 CITY DENTAL PLAN 756.95 2,270.88 <2,270.88> 034 LIFE INSURANCE 236.74 710.22 <710.22> 035 LONG TERM DISABILITY INSURANCE 669. 11 2,007.29 <2,007.29> 036 MEDICARE INSURANCE 559.21 1 ,705. 12 <1 ,705. 12> 037 UNEMPLOYMENT INSURANCE 038 WORKERS COMPENSATION INSURANCE 360.45 1 ,088.30 <1 ,088.30> 041 CITY VISION PLAN 166.32 498.96 <498.96> 046 SOCIAL SECURITY EXPENSE 1 , 112. 16 3,440.48 <3,440.48> TOTAL EMPLOYEE BENEFITS 262,467.00 18,395.03 56,704.88 205,762. 12 21 .60 TOTAL EMPLOYEE SERVICES 1 ,386, 179.00 102,238.01 309,846.05 1 ,076,332.95 22.35 110 OFFICE EXPENSE 12,000.00 2,385.68 3,584. 16 8,415.84 29.87 120 SPECIAL DEPARTMENT EXPENSE 21 ,000.00 730.61 2,286.32 18,713.68 10.89 122 PERIODICALS 26,300.00 23.60 14,023.60 12,276.40 53.32 123 BOOK BINDINGS 13,895.00 2,326.06 3,353.50 10,541 .50 24. 13 124 CATALOGING EXPENSE 16,450.00 674.82 1 ,324.08 15, 125.92 8.05 125 RECORDS AND CASSETTES 11 ,265.00 847.28 1 ,074.78 10, 190.22 9.54 128 VEHICLE ALLOWANCE 1 ,200.00 92.32 276.96 923.04 23.08 129 BOOKS AND MAPS 194,100.00 13,571.64 28,638.69 165,461 .31 14.75 130 SMALL TOOLS 300.00 300.00 160 COMMUNICATIONS 14,645.00 774.66 1 ,907.07 12,737.93 13.02 170 ELECTRIC & GAS UTILITIES 48,000.00 4,460.47 8,538.46 39,461 .54 17.79 190 MAINTENANCE OF BUILDINGS AND GROUND 34,350.00 1 ,118.36 2,892.98 31 ,457.02 8.42 200 EQUIPMENT MAINTENANCE 3,575.00 168.00 321 .50 3,253.50 8.99 209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1 ,970.00 83.29 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 50,784.73 4,685.27 91 .55 240 DUES AND SUBSCRIPTIONS 1 ,625.00 55.00 55.00 1 ,570.00 3.38 250 TRAVEL, CONFERENCES & MEETINGS 500.00 49.43 450.57 9.89 251 DEPARTMENT HEAD CONFERENCE & MEETIN 1 ,000.00 159.00 159.00 841 .00 15.90 252 STAFF CONFERENCE AND MEETINGS 2,000.00 459.00 459.00 1 ,541 .00 22.95 260 TRAINING AND SAFETY 3,000.00 160.00 2,840.00 5.33 290 OTHER CHARGES 100.00 100.00 100.00 CITY OF BURLINGAME PAGE 36 BUDGET STATUS REPORT FOR THE MONTH ENDING SEPTEMBER 30, 1992 PRINTED 10/08/92 CURRENT MONTH YEAR-TO-DATE BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT -------------------------------------------------------------------------------------- 701 INSURANCE COST ALLOCATION 4, 128.00 344.00 1 ,032.00 3,096.00 25.00 TOTAL SUPPLIES AND SERVICES 474,245.00 79,058.52 128,476.55 345,768.45 27.09 TOTAL SUPPLIES AND SERVICES 474,245.00 79,058.52 128,476.55 345,768.45 27.09 800 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 ,880,424.00 181 ,296.53 438,322.60 1 ,442, 101 .40 23.31