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HomeMy WebLinkAboutAgenda Packet - LB - 1992.04.21 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - AGENDA APRIL 21ST, 1992 - 4 : 30PM - DUNCAN ANNEX { SUGGESTED ACTION 1. CALL TO ORDER { 2. ROLL CALL { { 3 . BILLS { City Checks: $65,223.64 { APPROVAL { Special Fund: $ 781 .61 { Duncan Funds : $ 186.07 { 4 . MINUTES { APPROVAL 5. CORRESPONDENCE AND COMMUNICATIONS { { INFORMATION a. City Newsletter - Mailed in packet { b. Memo from City Attorney regarding non- { profit Foundation - Mailed in packet { C. News article regarding New Jersey case on{ "homeless in libraries" . - Mailed { d. CLA Legislative Day Orientation and Bus { Reservation Forms - Mailed in packet { e. ALA Registration { f. Summary of Status of Bills in Legislation{ Mailed in packet { g. Reprint of an article from American { Libraries "Ten Ways to look at a { Library" . { 6 . REPORTS { { { d. City Librarian' s Report { INFORMATION b. System Advisory Board Report - Trustee { Robertson { 7. UNFINISHED BUSINESS { { a. Raising Overdue Fines { ACTION b. Update on Ripley Report { INFORMATION C. Circulation Statistics { INFORMATION 8. NEW BUSINESS { { { a. System Advisory Board Representative { ACTION b. Update on Mr. James Vivian { 'INFORMATION C. ALA Membership and Registration { 9. FROM THE FLOOR { { PUBLIC COMMENTS 10. ADJOURNMENT { { f { { { PMB/j g { 04/15/92 r BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES MARCH 17TH, 1992 :ALL TO ORDER: The meeting of March 17th, 1992 was called to order by President �31evins at 4 : 30pm. Trustees Present: Blevins, Cannon, Robertson, Benson, Taylor Trustees Absent: None Staff Present: Mrs . Patti Bergsing, City Librarian Mr. Al Escoffier, Asst. City Librarian Mrs. Judy Gladysz, Library Secretary Others Present: Councilwoman Marti Knight BILLS• M/S/C (Taylor/Robertson) unanimously to approve the payment of City checks in the amount of $29 , 901 . 55 , payment of the Trustees Special Fund in the amount of $199 . 52 , and Duncan Funds in the amount of $392 . 92 . MINUTES OF THE MEETING OF FEBRUARY 18TH, 1992 : Trustee Cannon questioned that the Minutes may not have adequately reflected the concern she felt about any cuts in hours and services at the Main Library as well as the Branch. After discussion, the Board agreed that the Minutes of the February meeting were accurate because the discussion Yegarding cuts at the Main Library had been held at some length at the January meeting. After further discussion the Board agreed to let the Minutes stand but wanted it clearly on the record that the Board was aot in favor of any cuts in library service at either library. Librarian Bergsing followed up on the discussion by reminding the Board, that if more cuts became necessary in the future, they should not decimate the Main Library to save the Branch. Two mediocre libraries were not in the best interests oflibrary service to the people of Burlingame. President Blevins asked that the Minutes of the meeting be corrected on page 2, under New Business , part b, to read as follows : M/S/C that the CALTAC membership will be paid out of the Trustees Special Fund in the amount of $45 . 00 . The Minutes were approved as corrected. CORRESPONDENCE AND COMMUNICATIONS: Correspondence had been mailed in the Trustees packets. REPORTS: Librarian' s Report: Trustee Taylor said she was very impressed that San Mateo Public Library had increased their revenue by 80% by increasing their fines. Some discussion followed. CALTAC Workshop: President Blevins said it was the most interesting talk she ' s ever heard from Gary Strong, State Librarian. The Board members concurred that it was a very interesting workshop. PAGE 1 Svstem Advisory Reoort - Trustee Robertson: Trustee Robertson said she had attended a joint SAB meeting on March 10th along with the South Bay System. Mrs . Bergsing gave an overview of why both systems operate with one director. :NFINISHED BUSINESS : 'a. Update on Budget Cutbacks : Librarian Bergsing gave the Board an update on the status of the Budget cutbacks. She said the situation appeared to look a little better For the library than she originally thought. This was primarily the result of staff changes , and a change in the way employee benefits were calculated. Discussion followed. b. Geac Update: Librarian Bergsing said PLS is about to begin "shopping" again for a new automated circulation/catalog system. NEW BUSINESS: a. Purchase of Business Cards : Librarian Bergsing asked the Trustees if they would like to purchase some business cards to be paid for out of the Trustees Account. M/S/C (Cannon/Benson) to purchase business cards for the Trustees . b. Long Range Plan Update: Librarian Bergsing gave the Trustees an update on the Long Range Plan. She asked if the date of September 23rd, 1992 would be agreeable for a -meeting with Marilyn Snider, facilitator, to develop a new three year plan for the Library. - The Board members said that would be fine. M/S/C (Robertson/Taylor) for $2, 000 be funded from the Trustees account to Day for -the facilitator. MISCELLANEOUS• Assistant City Librarian Escoffier distributed a mock-up of the new Branch brochure. Librarian Bergsing gave the Board an update on forms for memorial gifts and the establishing of a fund for donations and mentioned a building fund campaign. Trustee Robertson told the Board about a phone campaign sponsored by the American Library Association entitled the "Call for America' s Libraries. " Members of the public may call % toll-free number 1-800-530-8888 in Chicago, from March 16th through April 11th, and register their support for libraries and librarians. President Blevins thanked Councilwoman Marti Knight and the rest of the Council for the great Commissioner' s Dinner. Councilwoman Knight congratulated President Blevins on her speech at the dinner. Trustee Benson said his son-in-law suggested that public buy books , read them and then donate them to the Library to save on the book budget. PAGE 2 FROM THE FLOOR• ADJOURNMENT• The meeting of March 17th, 1992 was adjourned at 5: 45pm with the next ieeting scheduled for April 21st in the Duncan Annex. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg 03/18/92 MARCH PAGE 3 LIBRARIAN' S REPORT April 21 , 1992 Budget The budget has been submitted to the City Manager, with the requested 2% maximum increase. The budget included projected salaries , although bargaining groups have not yet negotiated with the City. Reductions in the on-call budget are the only reductions in staff . Included in the City Manager' s proposed budget is the recommendation that the overdue fines be raised from Sc and 10c to 10c and 20c. You need to formally approve this raise. At the April PLS Council meeting, all the libraries (except South San Francisco) reported that they intend to zaise fines to this level beginning July 1st. South City is still uncertain what it will do. Building Project Staff is reviewing the space projections made by Architect Cynthia Ripley and Library Consultant Jane Light in preparation for space planning for the building. The supervisors are brainstorming options for space. Patti and Al met with Cynthia Ripley on April 9th, and Cynthia met with the Library Supervisors on April 17th. I ' ll give you an update at your meeting. Circulation Statistics Included in your packet are the circulation statisitcs for February and March for the hours that we discussed closing if further budget Seductions became necessary. They are revealing in that they show heavier use on Friday nights than we might have assumed. System Advisory Board Representative For a number of years the Burlingame Library Board of Trustees has recommended a member of the Board to the City Council for appointment to the PLS Advisory Board. Trustee Robertson has done an outstnding job as Burlingame ' s representative for two two-year terms. She is not eligible to be reappointed. It is my understanding that Trustee Cannon is willing to serve. If you wish to continue your past practice then you need to approve the recommendation to Council. Problem Patron The Burlingame City Attorney has filed a temporary Restraining Order against a problem patron, Mr. James Vivian. We are scheduled for a court hearing on Monday, April 20th, to make the Restraining Order permanent. Mr. Vivian has made repeated harassing phone calls to the City Librarian as well as the City Manager and members of the City Council. I ' ll give you a report at your meeting. , PAGE 1 Geac PLAN brought up the On-line Public Catalog (OPC) for staff use _.wring the month. Staff training has begun in earnest. Esther Cummings is our chief trainer. She has been arranging four-person training sessions during the past few weeks . A few glitches remain after the conversion, particularly a group of newer records with one-word titles which were added during 1991 . This and several other items will be corrected in the coming weeks . Some items will remain incomplete for now. The PLS Council voted not to implement the Authorities software which would have provided cross- references in the database from entries or subjects which are not used to those that are used. Due to the expense and time which this operation would take, it was tabled for now. The money earmarked for this project will be used to fund the Sth full function processor. This move was considered a very high priority by consultant Jim Schmidt, who has been hired by PLS to evaluate the progress of the Geac system. Schmidt maintains that our Geac system is operating at or beyond peak capacity at times and needs another full-function processor and additional memory. A number of staff from PLS libraries met with a Geac representative to hear about their new system. We have asked for a quote. ,mericans with Disabilities Act Job Descriptions A task force consisting of Esther, Deanna and Al have begun the daunting task of rewriting the library job descriptions to meet the new ADA requirements. The group has met several times, and has formed a good foundation for future work. Much of the entry level Library Assistant description is complete. This description will assist us in moving through the remainder of the para-professional classes . Reference Division On March 10th and 12th, Dan attended an effective writing workshop at West Orange Library sponsored by the Cities Training Consortium. The instructor, Richard Barnhart, had some good, practical tips on how to .improve writing letters, memos, and reports. Esther attended a FLS Reference Committee meeting on Tuesday, March 24. Many items were discussed including the new Online Public Catalog and CD ROM products for libraries. Selections of materials for PLS purchase were made. On March 13 , Dan attended a meeting at the Community Information Project to 'Learn how Burlingame Library could help update Inforama. The coming edition will be a combined Southbay/PLS venture. PAGE 2 Lora, Dan, Sandy and several other Burlingame staff members visited the Multicultural Book Fair on March 18th. The Book Fair had much to offer ncluding two excellent speakers and a variety of vendors. Lora found a _ ew language titles to order for the library. Dan established contact with librarians from other local systems that will help in ordering fiction paperbacks for our language collection. Sandy has received 23 evaluations of the Fair to date and the response was favorable. The multicultural Fiction bocklist, "Mosaic, " made its debut at the fair and comments were excellent. Sandy was the editor of the list which will be distributed to local libraries . The T-shirts, with "Library" in many languages , were also a hit! They cost $ 10 . 00 each and come in five colors ! Proceeds go to PLS in support of future programs . An interesting reference question for March was the Gaelic translation for Happy Birthday. Several foreign phrase dictionaries and the Gaelic Dictionary were checked with out good results. Maribeth offered to call back the patron after checking with our own Michael Donnellan later in the day. However, a few minutes later, Maribeth had the good fortune of helping an Irish patron locate two books and in gratitude, she offered to translate Happy Birthday into Gaelic! ! Breithla shona duit! (pronounced .Brehlaw hone ditch) . Children' s Services Cathy Somerton reports a total of 25 programs during the month teaching a total of 558 children and adults. Planning was begun during the ionth for the summer programs for pre-school children. "A Shoe-full of _ stories" will be the theme this year. . Cathy sent a letter to all of the Burlingame and Hillsborough kindergartens asking that they contact her to schedule a program in the next couple of months. She plans to visit each of the kindergartens to talk about the library, the summer programs, and distribute library card applications. Cathy also prepared a Parent Letter on "self-esteem" to send out in April. A sample is in your packet. National Library Week Burlingame Public Library promoted National Library Week (April 5-11 ) by scheduling three special library tours throughout the week and inviting local author Gus Lee to give a talk on his bestselling book "China Boy" . The weekday tours were cancelled due to lack of participation; however, the Saturday morning tour was given for two interested patrons. About 30 people attended Gus Lee ' s talk on April 9th and the response was very enthusiastic. Mr. Lee talked about his positive, personal experience with libraries and stressed the need for everyone to show active support for their local libraries. PAGE 3 Proarams and Exhibits The Minotaur Poetry Reading Series entertained about 50 people at the _,March readings . The readings continue to improve in quality and attendance. The book sale schedule will Affect the number of readings this month and next. On Monday, March 4th, Esther led a tour of the library for four teachers , 1 interpreter and 30 ESL students . They were especially Interested in the paperback books in other languages and the cassette language tapes for learning English. Legislative Breakfast The Legislative Breakfast was well attended by staff and trustees alike at the Stanford Park Hotel on March 28th. Tom Lantos was the keynote speaker. C attendees vi Liie White house Conrerence on Libraries also spoke. Upcoming Events: o PLS Legislative Day Orientation - Tuesday, April 28 , 7-8 :30pm - San Mateo County Library Headquarters o Friends Book Sale, April 30, May 1, 2, 3 . o Bus to CLA Reservation Deadline is April 30th. o CLA Legislative Day, Sacramento, Wednesday May 6th. o ALA Conference - San Francisco - June 25th - July 2nd. Membership in ALA only: $ 34. Full Conference Registration - Member: $ 85 . Full Conference Registration - Non-member: $157 . Daily Registration - Member: $ 53 . Daily Registration - Non-member: $81. Advance registration deadline is June 5th. LIBRPT4 PMB/jg 04/15/92 PAGE 4 STATISTICS FOR MARCH 1992 REGISTERED BORROWERS: Total Registered BurlZngame Adults 11 , 322 Burlingame Children 2 , 717 illsborcugh Adults 1 , 645 -Hillsborough Children 715 Non-San Mateo Co. Borrowers 468 TOTAL: 16 , 867 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials (books , periodicals , pamphlets , paperbacks) 23 , 018 1 , 446 Children' s Print Materials (books , periodicals , pamphlets, paperbacks ) 8 , 509 1 , 225 Audio Visual Materials (records, cassettes , films, videos , art prints, slides , equipment, talking books ) 3 ,713 86 TOTALS: 35 , 240 2,757 Main Total 1992 Circ: 35 , 240 Main Total 1991 Circ: 34 ,524 = 2. 07% Inc . Branch Tot 1992 Circ: 2 ,757 Branch Tot 1991 Circ: 3 , 027 = 8 . 92% Dec. GrandTotal 1992 Circ: 37 , 997 GrandTotal 1991 Circ: 37 , 551 = 1 . 19% Inc. -------------------------------------------------------------------------- REFERENCE ACTIVITY: Questions Directions Reference 4 , 769 1 , 256 ^hildren' s 476 95 I .L.L. Borrowed: 226 _audio-Visual 700 450 I .L.L. Lent: 563 Branch 226 7 I .L.L. Total: 789 Total: 6 ,171 1 , 808 -------------------------------------------------------------------------- COLLECTIONS: MAIN BRANCH TOTAL VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 107 ,362/102 , 477 4 , 371/ 4 , 371 111,733/106 ,848 Ch.Non-Fic. 17, 975/ 16 , 334 3 , 045/ 3 , 045 21 ,020/ 19, 379 YA Non-Fic. 1, 648/ 1,647 94/ 94 1 ,742/ 1 ,741 Ad.Fiction 42 ,268/ 41, 197 4 , 97g1/ 4 , 971 4g7,239/ 466 ,8168 YA Fiction 12,171 13;396 4 ' 298% 4 , 298 12 ; 569/ 12; 694 YA Fiction 2 , 677 Reference 5, 215/ 5 ,173 120/ 120 5 , 335/ 5 , 293 TOTALS: 191,312/179,593 17 , 377/17 , 377 208 , 689/196 , 970 OTHER MATERIALS• Pamphlets 30 ,112 N/A 30 , 112 Paperbacks 2 ,728 " 2 ,728 Maps x,757 " 1 ,757 Records 4,635 4 , 635 Cassettes 2, 409 2 , 409 Video Tapes 551 1.51 Compact Discs 471 4'71 Deposited with the City Treasurer: Main: $ 1, 647 . 48 Branch: $ 243 .7 - Est. User Traffic: 35 , 027 Daily Average: 1 , 130 Rent: $ 1 , 649 . 00 Total Meetings Held: 24 Attendance: 545 CLSA: $ 3 , 596 . 12 Trustees : $ 745 . 00 Children ' s Programs: 1 Attendance: 90 Total : $ 9 , 822. 91 ----- - ------ -------- - R L R L I N 3 A N E F A 6 E 4 c' }5 -CITY Of bLDGET STATUS REPCRT ECR Th_'-J"CNTH °�\CINC MARCH 311 1592 FR? rl NTt� y41C7/92 5 CURRENT MONTH YEAR-TO-DATE IV' °L DC ETEkPENDITUR< EkPENDITLRE EM1CLM RAtiC- EALAbCE_ FERC ENT -- i v, 111 GENERAL FLNG I 67500 LIBRARY -- 001 0 REGULAR SALARIES 7022 376.CC 51x347.84 5C1r424.16 cCCo951.84 71.39 1LFART-TIME SALA�L _ 4Q1�;49.CC 33,6-5_ _ 313. 4 75 6 F 012 OVERTIME 5CO.CC 5CC-CO ?, TOTAL SALARIES & MAGFS __�r103t9 .�� E5r�2' S2 ° 4rc� 53 259.1`7.47 7�_._S1 z< TOTAL DIRECT 1A80R 111C3r925.CC 85,023.52 EC41667.53 299,C57.47 72.S1 r. 030 RETIREMENT - 261.-263.CC 9x701.65 S I o 7 2 1.4 C 1c91541.t0 35.11- x 031 HEALTH INSURANCE 5.957.68 56r747.3C <56x747.30> 033 CITY DENTAL FLAN 692.36 6.497.56 <6.-497.S6> '• ! 034 LIFE INSUFANCE 236.75 2217.S3 <2121T.53> f, 6! 035 LONG TERM DISABILITY INSURANCE 607.3C 6,317.26 < ,3C7.26> J. 036 MEDICARE INSURANCE - _ .-___- - ____ _ 567.46 5.171 €1 <551171.E1> 037 UNEMPLOYMENT INSURANCE 9 038 WORKERS CCNPENSATION INSURANCE 364.34 3,454.97 <3,454.97> x 0 041 CITY VISICN FLAN 166.2$ 1,556.91 TOTAL EMFLOYEE BENEFITS 261,263 00, 1D/353:53 173,675.54 87,:87.46 E1.48 a. �----- 3861844.5 71.68 A TOTAL EMPLOYEE SERVICES 1x365,188.CC 1031377.35 9781543.07 s b _ 042 COM?.A$SENC ES-VACATION -! -f045 CO MP.ABSENCES=CCNPTZ" --__ 52 �5 14 :TOTAL 42 n Is 43 045 SOCIAL SECURITY EXPENSE 1.162.17 11127C.51 <11127C.S1> >> TOTAL EMPLOYEE EENEFiTS 1..162.17 11x270.51 <11.-27C.51> -i5 c <11127C.51> TOTAL EMPLOYEE SERVICES 1.-162.17 11,27C.51 110 CFFICE EXPE {7.35NSE 12,CC0.00 786.51 6x818.57 ,35 .43 56.52 51 120 SPECIAL DEPARTMENT EXPENSE 21,CCO:CO 1,177.60 13,t43.33 6.67 . : 64.57 52 122 PERIODICALS 2318CC-CC 19,485.86 41314.14 E1.E7 123 BOOK BINDINGS 13,355.10 122.06 10.-157.50 3,197.50 76.13 { s, 124 CATALOGING EXFENSE 1t,450.00 142.25 21503.56 13/946.44- 1 .22 'ss 12 RECORDS AND CASSw TES 9,715.CC 314.07 7,297.17 21417.83 x..11 i 56 :128 VEHICLE ALLCWANCE. 102CO.CC 92.32 - 877T..C4 322.56 ':73.09 IA129 BOOKS AND NAPS 169,1CO.CG 14.-905.95 1231579.62 65152C.38 65.35 I lice SMALL TOOLS 310.11 2 .t� 27t.?6 7.21 1 CITY OF ELRL:NGAME F A E E 42 cL'DGET STATES REPCRT FOP T6E MONTH ENCING MARCH 31, 1952 FRINTED C4/C7/92 ' CURRENT MCNTH YEAR-TO-DATE ELDGET EXPENDITURE EXPENDITLRE ENCLMERANCE :ALANCE FERCENT -------------------------------------------------------------------------------------- ' 160 CCMMUNICATICNS Ie -255.CC 604.24 7,688.EE 1Co,6C6.12 42.C3 ' 170 F-LILL C d LASITIIITIES 42,280.CC 5,431.61 34,942.65 7,337.35 E2.65 ' 190 MAINTENANCE OF EUILDINGS AND GROLND 31,550.CC 2,004.57 15,909.Cz 15,64C.97 50.42 " 200 EQUIPMEENT MAINTENANCE 3,575.CC 93.57 2,67C.54 904.46 74.70 209 AUDIO-VISA EG 'IPMENT MAINTENANCE 1.970 CC 1097C.00 210 PROFESSIONAL AND SPECIALIZED SERVIC 7,372.CC 71372.CG iCC.CC 7 220 CONTRACTUAL SERVICES 53,770.CC 52,562.4c 1,2C7.54 97.75 a 240 DUES AND SLESCRIFTIONS 1,590.CG lo30C.CC 29C.CO 81.76 250 TRAVEL. CONFERENCES $ MEETING750.CC "'78.56 671.44` 1C.47 251 DEPARTMENT HEAD CONFERENCE d MEETIN 1,GC0.CO 924.36 75.b4 92.44 252 -JTAFf CONFERENCE- AND MEETINGS 2,GCC_CO 435.CC 1,565.CO 21.75 7 2cO TRAINING AND SAFETY 3,CCO.CC 14C.OG 1.240.55 1,759.G5 41.37 290 OTHER CHARGES iCO.CC 1CC.CC .CS.T ALLOCATICN 4,12E.CC 344.CG 3,096.00 10C32.00 75.CO TOTAL SUPPLIES AND SERVICES 458,340.CG 26,218.80 312,644.72 145,695.28 6E.21 TOTAL SUPPLIES AND SERVICES 458,340.CG 26,21E.8C 312.644.72 145,695.28 6E.21 " 800. CAPITAL OUTLAY 12,228.CG 4,144.91 4,144.51 E,C83. 9 33.90 TOTAL CAPITAL CUILAY li.-226.CC 4,144.91 4,144.51 8,CE3.C9 33.90 a u b TOTAL CAPITAL EXPENDITURES 12,228.CC 4,144.91 4,144.91 8,CE3.Cg 33.50 A p LlERARY T�TAI 1,835,756.GC 134,903.23 1,3C6,6C3.21 529,152.79 71.18 -------------- -------------- ------------ ----------- --------------- ;s i5 :7 ro 50 51 ST `--- 5 55 5 SC 2 3 4 'I 2 4 �� I � I 3 I i 0 6 7 I j I I 8 7 9 8 10 I I I 9 11 i j 10 13 II 12 14 j 13 15 14 I� 16 li 15 J 16 17 ,I _ 18 20 19 21 20 22 21 23 22 24 23' 25 24 26 I 25 27 28 28 27 29 28 30 29' 31 30 32 31 33 I r 32 . 34 s,- 33 } 3534! 34 } ,... ,5 35� � 0 7 36 37 g 391 � I 38 ao 1; I �I � S I i) 39 , 40 � MONTHLY REPORT MONTH Marrh, 14q? OUTREACH ACTIVITIES 1 . Volunteer Coordinator A. Hours worked 40.5 2. Volunteers A. Number of volunteers 4 + 7 Friends B. Hours contributed 18.5 + 73—= 91 .5 3. Shut-in Patrons---Individual Visits A. Number of patrons 13 B. Nurr,ber of visits made 28 C. Items circulated 139 4. Shut-in Patrons--Institutional Visits # visits Materials circulated A. Hacienda 4 40 B.-Peninsula. Hosp. 1 12 C. Easter Seals 1 50 D. Care West E. Marion Convent 1 25 5, Totals A. Shut-in patrons 13 + 40 B. Visits made 31 C. Items circulated ' 23____ 1_ Comments/Activities _ One of our deliverers•' Arnie Ped rc n_ had to give up the position, due to his wife's illness. which nnw regiiirPs his full- time care We were very nleasari with Arnio'c service and hope he Gan return in the future . We're currently trvinn to find a replacement nada Nalcnn