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HomeMy WebLinkAboutAgenda Packet - LB - 1992.01.21 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - AGENDA JANUARY 21ST, 1992 - 4 : 30PM - DUNCAN ANNEX { SUGGESTED ACTION { 1. CALL TO ORDER { { 2 . ROLL CALL { { 3 . BILLS { APPROVAL City Checks: $27,257.86 { Special Fund: $ 1,970.30 { Duncan Move: $ 4,849.98 { 4 . MINUTES { APPROVAL { 5 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION f a. Summary of Long-Range Plan Action Items { b. Library Board Attendance Report { C. City Newsletter { d. Roster of Commission Members { e. Library' s New Year ' s Resolutions { E. Memo from CLA Lobbyist Mike Dillon { Regarding Governor ' s Budget { g. Copy of City Manager ' s Letter Regarding { the Extension of Duncan Rental Agreement{ h. Thank you letters from Marilyn Morrison { and Vera Warrick { { 6 . REPORTS { INFORMATION . f. a. City Librarian' s Report { { 7 . UNFINISHED BUSINESS { { { 8 . NEW BUSINESS { { a. Possible Reductions in Library' s Budget { INFORMATION b. Review of Meeting Room Policies { INFORMATION f 9. FROM THE FLOOR { PUBLIC COMMENTS { 10 . ADJOURNMENT { f { f { { { { { { f { f PMB/jg { 01/16/92 { BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES DECEMBER 17th, 1991 -'CALL TO ORDER A duly noticed regular meeting of the Burlingame Public Library Board of Trustees was held on the above date in the Conference Room of the Duncan Annex. The meeting was called to order at 4: 30pm by President Blevins. Trustees Present: BLEVINS, CANNON, BENSON, ROBERTSON AND TAYLOR Trustees Absent: NONE Staff Present: MRS. PATRICIA BERGSING, CITY LIBRARIAN MRS. JUDY GLADYSZ, LIBRARY SECRETARY MR. ALFRED ESCOFFIER, ASSISTANT CITY LIBRARIAN MRS. MARTI KNIGHT, CITY COUNCIL WOMAN BILLS• M/S/C (Robertson/Taylor) unanimously to approve the payment of City and Duncan Fund, and Duncan Moving Fund Checks. MINUTES OF THE MEETING OF NOVEMBER 17TH, 1991: Minutes were approved as written and ordered filed. CORRESPONDENCE AND CGIMMUNICATIONS: All of the correspondence had been mailed in the Board packets with .he exception of h and i which were read to the Board by Secretary Cannon. `'Also, President Blevins commented on how she has to agree with the City in their approach to the Study because of the depressed state of the City' s revenues. REPORTS• a. City Librarian' s Report: Trustee Cannon said she was very happy about the decision to make Esther Cummings Head of Reference. Mrs. Bergsing told the Board that Tracy Hammond is the new full- time Reference Librarian replacing Esther and that recruitment for Tracy' s job is well underway and a decision will probably be made in the next day or two. b. Trustee Taylor asked about the Small Press Task Force and Mrs . Bergsi'ng explained they are reviewing methods of acquiring more small press publications. c. Mrs. Bergsing gave an update on the cataloging freeze stating that it most likely will begin in January. UNFINISHED BUSINESS: a. Library' s Retrofit - Next steps: Librarian Bergsing gave an update on the Library' s Retrofit Project. The Board reviewed the draft and approved the scope of work for the architect and engineer. Discussion followed. Page 1 NEW BUSINESS• a. New Year's Resolutions: Librarian Bergsing asked the Board if they had anything they wanted to appear as a New Year' s Resolution. All of the Trustees agreed that planning for the �- Library' s retrofit project should appear as the number one resolution. Trustee Blevins asked if the Branch review had been done in the Fall as planned. Mrs. Bergsing said it had not been done because of the move to the Duncan Building. President Blevins asked then if it could be done after the first of the year. Librarian Bergsing said it would be done at that time. They then discussed the option of having a retreat in late summer with Marilyn Schnieder to develop the Library' s next five-year plan. Some discussion followed. b. CALTAC Workshop: Librarian Bergsing asked the Board members to put the dates for the CALTAC workshop on their calendars. They said they would. FROM THE FLOOR: Librarian Bergsing presented the Board members with the library' s new cloth book bags and wished them all a Merry Christmas. Marti Knight asked if there was any impact on the library regarding latch-key children. Mrs. Bergsing responded that there had not been a big problem to date. She suggested she discuss the matter with the Children' s Librarian, Joan Manini, when she meets with her after the first of the vear. 'ADJOURNMENT• The meeting of December 17th, 1991 was adjourned at 5 : 35pm. The next Board meeting is scheduled for January 21st, 1992, at 4 : 30pm in the Conference Room of the Duncan Annex. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/j g 12/19/91 December Page 2 Librarian' s Report January 21, 1992 Ripley Report Review Ripley Associates is working on a proposal for a phased approach to the building retrofit project. They are planning to have their proposal to the City within the next few days. We may receive it in time for your meeting. It is my understanding that it will need to be approved by the City Council before work can proceed. Financial Picture The City Manager' s Financial Review following the second quarter sales tax receipts shows the City still about loo behind last year. Consideration of a hiring freeze has been delayed until the receipts for the third quarter are received in March. Department heads have been advised to plan for only a 2-3% increase in the 1992/93 budget. The net effect of this small increase (with the increase in employee salaries and inflation for materials) will be a net decrease of from anywhere between $ 35 , 000 and $ 56 , 000 for the library budget. The library staff have been asked to look at potential service cuts for the next fiscal year, and to submit them to the City Manager sometime in March. The library division heads have begun the review process initially with brainstorming ideas for trimming the budget. We will begin �- to attach costs to these ideas and further refine them at a meeting on January 22nd. We would like to discuss these ideas at your meeting, and add any other thoughts you might have. New Year' s Resolutions The 1992 New Year' s Resolutions have been submitted to the City Manager and the Library' s Resolutions are in your packet. In addition, each of the Library' s Divisions has submitted resolutions for it' s operations. Long Range Plan Included in your packet is a summary of the action items for the 1992 Long-Range Plan. Geac We are currently experiencing the "Cataloging Freeze" which has been planned for sometime. We have experienced relatively little down-time to date. That which we have experienced has been planned down-time which allows us to schedule staff at appropriate times for recovery. The Freeze does mean that new titles are not being added to the database, and maintenance of the older titles (deletions, corrections, etc. ) cannot be made. Once the magnetic tapes have been loaded and checked, libraries will go back in and load all of the titles which were not added during the Freeze. PAGE 1 The implications of the freeze for users will be that new titles added �- to the library during the freeze period may not be reserved. We are hoping the freeze will last only a few weeks . So far, everything is going very well. The P.L.S. Council has hired James Schmidt, another Library Consultant, to do the report that Susan Berg Epstein never completed. Mr. Schmidt has interviewed all the PLS Library Directors about their future automation plans. From these interviews he will assess the current and future prospects of the Geac 9000 to perform these functions. Next he will develop cost models for the various alternatives . He will make a presentation to the PLS Council sometime in May. We are hopeful that all will go well with this contract. Personnel Lora Shank has been hired as our permanent part time ( 25 hours per week) reference librarian. Lora is a familiar face to staff and public alike. She worked for us as a reference librarian for seven years during the 1970 ' s and then left to pursue other interests. Lora joined us almost two years ago in an "on-call" capacity and now is a permanent member of our reference team. Congratulations Lora, it' s great to have you back! Joan Manini has announced the appointment of Patricia Psaila as a part-time ( 15 hours per week) library assistant in the children' s room. She will fill the position vacated by Michelle Barrese last summer. Patricia has worked with grade school and high school students, both in `- libraries and in school settings. She has taken course work in storytelling and children' s literature. She also speaks Spanish. Reference Division Sandy attended a class at College of San Mateo on "Understanding the IBM PC DOS" on four afternoons. She picked up a great deal about computer language and logic. The instructor Mike Claire was especially good. Dan arranged for a Magazine Article Summaries demonstration with advanced searching techniques for the reference staff on December 16 . MAS is our popular CD-ROM index to articles in magazines. Sandy and Dan attended the December PLS Multicultural Committee meeting. The group welcomed Dan as Burlingame' s new representative and thanked Sandy for her past contributions. Diane Ortiz , new Director of the LSCA Project on Staff Training for a Multicultural Environment (STFME) was on hand to explain the purpose of her project. Staff from three PLS libraries (Daly City, Redwood City, East Palo Alto) and two from South Bay, will be a pilot group trained to help them excel in service to their diverse public. Then the best training techniques and materials will be shared with other PLS libraries. A Small Press Task Force has been developed to discuss ways in which to integrate the publications of small presses into our collections . Sandy will chair. PAGE 2 Children' s Services Cathy Somerton did a total of 19 programs during the month including: 2 Preschool Story Hours, 6 Toddler Story Times , 10 programs at schools and 1 visit to Easton. The programs were attended by a total of 347 children. More than 100 parents and children enjoyed the holiday program on Saturday, December 14 . The Caterpillar Puppets were a big hit and refreshments were served. Santa ( the Lions Club' s John Bendick) passed out candy canes and sang songs. Programs and Services A total of 50 people listened to four poets read at the December readings for the Minotaur Poetry series . Sandy put out books displays which featured women' s poetry anthologies and San Francisco/Bay Area poets. Moderator poet and publisher Jim Gove is reviving a longstanding plan to publish a small anthology of selections from those poets who have read at Burlingame. Enthusiasm for the readings grows and Jim has two poets scheduled per reading through July. Sandy will begin giving a short presentation at each reading on new poetry arrivals and other related library "news, " during the open readings in 1992 . The staff holiday party was held at the Branch library on Friday, December 13 and was an enjoyable events for all. Scenic paintings by the Peninsula Outdoor painters were on display in December. Our generous patrons brought in more than eight barrels of food donations to the library for the Holiday Food Drive administered by the Second Harvest Food Bank of Santa Clara and San Mateo Counties. Holiday Hours - Closed Martin Luther King, Jr. ' s birthday, Monday, January 20th. PMB/jg librptl 1/16/92 PAGE 3 . CITY OF ^.a;� uRLINE s! CURRENT MONTH YEAR-TO-DATE > iUDGET STATUS REPORT / 'i- FOR T,. _ MONTH ENDiWG DEC E&IER 31 . _1-991 1 QDGET EXPENDITURE EXPENDITURE +e! ----------------------------------------------� !=� 101 GENERAL 1 FUND --- __-------_--_-- ! 67500 LI3RARY 010 REGULAR SALARIES 702.376.00 76,905. 83 347,469.27 354. 906. 73 �!+ ! 011 PART-TIME SALARIES 401,049.00 47.704.43 204. 263. 33 196-e-05.97 — 4 012 OVERTIME _ 500.CC 500. 00 TOTAL SALA4IES y '«AGES, 1 ,103,925 .00 124,o10. 26 551 , 732 . 60 552.192. 40 JTOTAL DIRECT LA30R 1 ,10:,925.U0 124,010.26 551 .732.00 552.191. 40 J30 RETIREA-;NT 261 . 263. 00 13.947. 54 6L.431 .99 193, 71 . 01 031 HEALTH i`ISURtiNCc .025. 23 39,051 . 67 <39, 051 . 67> 033 CITY D=NTAL PLAN - -__ __- 963.10 4,439. 29 <4 43.9. 19>__, _ 034 L,FE INSURANCE 336. 42 1,513. 92 <1 , 513 . 92> 035 LONG TERM DISABILITY INSURANCE ?49 . 0'5 4.323.30 <4. 323. 30> _ 03_6 MEDICARE INSU_R.ANC = cl `/. 57 3,439. 13_.__----<3. 489. 13> __ _-- 037 Uti��•irLOY:�}E^Nt IVSuRANC 03d KERS C0ivPENSATi'.N I'iSURANCc 535.79 2.372. 22 <2. 372. 22> 041 CITY VIJIGN PLAN 235.E+2 1 .062. 61 <1 .062. 01 > ji T0-1AL CM?'-3YEE 6ENEF: T'S 261 ,263. CO 25.463.40 116,734. 13 142. 52 c. o7 TLTHL E;i?LOYcE SE,tViCcS 1 . 3o5.18b.L+G 151 , J93. So 6713,46o. 73 694, 721 . 27 042 COQ,?.h9SENC _S-VAC .3TIG:`� TOTAL 7� � • 046 ISOCIAL SECURITY EXPENSE 1 .?10. 1 7,c42. 62 <7. 842. 62> =FITS- — ------- -- - - - _ ---�.-a X6.1 0 ---------7. 14 2. 6? �— L• O TOTAL _-4PLOYEE SERVICES 1 ,310. 1 ;; 7, 342.62 <7, E42. 62> �'.:. 110 OFFICE EXPENSE — - - - - - 1Z,G'O0.iJ0 213. 54 5. 576. 92 6.423. 03 120 SPECIAL DEPART' ENT EXPENSE 21,000.tO 210. 543, 373. 73 12. 621 . 12 -Tc`2—"= 7 -I��C�- 23,dGU.CO 417. 59 17,d?3. 43 5. 970. 52 -- - ;i..' 123 -BOCK 3Ir;D . ;s 13, 393. 00 9.632.25 3, 512•. 75 124 CATALOSIiNiu EXPENS= 16,450. 1:0 113.30 2,010. 40 14,4_39. 60_ T25--R-_CURD S- -<. ���c7T=S- - ----- --9,715 .00 - 1:16. 41 6,762. 34 2, 952.6 123 VEHICLE ALLOW-A,1ICE 1, L'J0.00 133. 43 600. 03 599. 92 129 'BOOKS 4ND :,►APS 139, 100.UO 14,934.93 dl ,581 .97 107, 51o. 03 _ r J+T` i•i H L L T-C g' Ls --`---- -- LT.C-G, 21 . c4 2 7 L . 3 5 f —( ,t # , CITY OF 2U,RLINGAME s 6UD5ET STATUS REPORT FOR THE MQNTH ENDING DtC=f13ER 31 , 1991 a CURRENT MONTH YEAR—TO—DATE. ciUDGET EXPENDITURE EXPENDITURE' bA.lA CS -------------------------------------------------------------- 160 COt•1MUNICATIO`JS 1c,Z95.00 39.50 4.601 . 22 13,693. 78 170 ELECTRIC_ GAS UTILITIES 42.280._00 1 ,323 .56 21 .312. 66 20,467. 34 — j 190 MAINTENANCE CF 3UILDINGS AND GROUND 31.550.00 1 .796.63 11 ,339.96 20.150. 04 ! ,j 200 EQUIPMENT MAINTEIANCE 3p575.00 3G.92 2,5�0. 24 1 .044. 76 209 AUDIO-VISUAL EDUIPYENT MAINTENANCE 1,970. 10 1,F97 . 00 __— Ih! 213 PROFESSIONAL ANu SPECIALIZED SERVIC 7,372.00 7p372.00 I ! 2 Z CONTRACTUAL SERVIC S 531770.00 921 .00 52.562. 46 1 . 207. 54 �j 24�J DUES AAD SU- SCRIPT:3N3 —_ 159~3..00_- 270.00 61 5 . 00 250 TRAVEL, CCi4FER*ENCZS , :I__ETI.GS 15G.G0 13.60 13. 63 -- 736. 40 251 DEPARTAENT HEAD CONFERENCE s MEcTIN 1,O0J.GO 409.18 534.13 455. 82 ! 252 STAFF CONFERENCE AND AEET,IN53 2.000.00 _ 435.00 1 .Sb-5-vU_0__._—_ -=i ?60TR{IN—I�:b AND SAF;--TY 73 . ? 5 454.95 2, 545. 05 �;: 290 OTHER CHA �G.S 100.C0 100.00 1ul INSURANCE COST ALLOCATION _ 4,12a. 00344. J0 j;. 'c,064. 00 ._-- j;.'` TOTAL SU?PLIES AND SERVICES 455.340. 00 21 ,472 . 23 X37,023. 13 221 ,316. 87 TJT�L SJ%r'LI S a `1D S= cVICcS ~` 3,34J C;0' X1 , 462 . 23 Z37,U23. 13 2i'1i31t. �7 ,UJ CAPITAL OUTLAY 11, 2Z i.GO 12,22E. 00 _ TOTCHAP TA L OUTLA --_-- J I _ (P E Y-D—I T U R--_S -- -- _ , Z-'—J-. 0 0 _ T O—A.L—C—_i TAL --__r_-- _.___-- ------ - ---- y20..423-. 52_ ''67500 LI_RARY TOTAL 1_,835,756.00 174,366.07 915,332. 43 __ e l � � . .�/ i i. r i • �� r I I lullllllul Iillr�''Sulllel�!•-lulllllls�! FF �1 ullilll■ 1111!���11111- �llulllllll�l • milli11u1u111CJll�llul ul11111111M �: Iu111111u1u1111�J1�1�11lIIIOIu1C��lIJII:-�I uillilluulln�nluulll��l1 %lui�1�,!!�1�1C-�i . luliilll�lll�cl�IIIIn7Ell C,llfl� I hr u111111uu11n1��,.1��11111uu1�' 1�lA�I IN111111 11111!�Infls�11u1111�'� :�I 111111 1InI111 111111=111121,�!� Illlll�llIII ll®IIIOM IS1!M1-11I illl�llam, IIISIIMInCl!JI .• u11�11�1!��111111�1111111M1 �• � IIIIIuu11:�.1Aa. 11111u1u1����1�!�. 1111 uullllll®111�111 . 1�►Illeml �' 11111 uu111119�u1111111 --Iu1nR !'I�!1 . • = Illlllumillll!psu111111uu1 lI111111111 Ilnlluu1111C1s111111FOslrl III Mill uiMill 1u11111s11III M- 1111110 1 fl 1111 INE 111111�u11M1A291u1101 1-qMIIMI I �1IMP, M1iMEMO ©�= 11MINE 1111'111► 1111611 rl��lulll!'11� .I 11 oil11111111 011111111M ONu111n11ME mill 111111110111111111111. �1111�n1 OR 1u1�11 1 � I 111111u1uillnm u1I®110G 1IN �IM . 11u11ulull n1 lie 6111;lue �l1�.�-��: llulluu111111n ullulll�seltlml' .01 • 11111111111111II15111�u111Q�1111MI 111111MII 11 111111 111111uu1111e111 IIu11�111J1;81�1 r71C101�a 11111®1111111®11111111 11111®11u11�11u11®111111 1 1 111111uloll 11MEMO STATISTICS FOR DECEMBER 1991 REGISTERED BORROWERS: Total Registered Burlingame Adults 10, 818 Burlingame Children 2, 626 illsborough Adults 1, 611 'Hillsborough Children 695 Non-San Mateo Co. Borrowers 44 TOTAL: 15 ,794 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials (books, periodicals , pamphlets, paperbacks ) 19, 831 1, 360 Children' s Print Materials (books , periodicals, pamphlets, paperbacks) 5 , 603 776 Audio Visual Materials ( records, cassettes, films, videos, art prints, slides, equipment, talking books) 3 , 953 60 TOTALS: 29,387 2 , 196 i Main Total 1991 Circ: 29, 387 Main Total 1990 Circ: 25,784 = 10 . 09% Inc. Branch Tot 1991 Circ: 2,196 Branch Tot 1990 Circ: 1,938 = 13 . 31% Inc. i GrandTotal1991Circ31 ,583GrandTotal1990Circ_- - 27 ,727-_ 13_ - 91% Inc_ - - _- - - - --- REFERENCE ACTIVITY: Questions Directions Reference 3 , 455 932 Children' s 249 134 I .L.L. Borrowed: 72 {udio-Visual 380 262 I .L.L. Lent: 440 `"Branch 141 14 I .L.L. Total: 512 Total: 4,225 1 , 342 --------------=----------------------------------------------------------- COLLECTIONS: MAIN BRANCH TOTAL VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 106 ,512/101,790 4, 378/ 4 , 378 110, 890/106, 198 Ch.Non-Fic. 17,808/ 16, 186 3 , 035/ 3 ,035 20 , 843/ 19 , 221 { YA Non-Fic. 1, 638/ 1, 629 90/ 90 1,728/ 1,719 Ad.Fiction 42 , 002/ 40 ,969 4, 840/ 4 ,840 46 , 842/ 45 , 809 Ch.Fiction 14 ,066/ 10 ,230 4 , 412/ 4,412 18, 478,E 14,642 YA Fiction 2 , 631/ 2 , 378 298/ 298 2 , 929/ 2 , 676 Reference 5 , 190/ 5 ,164 119/ 119 5, 309/ 5 ,283 TOTALS: 189,847/178,346 17,172/17 , 172 207,019/195 , 518 OTHER MATERIALS: Pamphlets 29, 839 N/A 29 , 839 Paperbacks 2 ,728 2,728 Maps 1,757 " 1 ,757 Records 40651 " 4, 651 Cassettes 2, 518 " 2 , 518 Video Tapes 637 " 637 Compact Discs 467 467 ' Deposited with the City Treasurer: Main: $ 1, 294 . 99 Branch: $ 216 . 69 ,__ Est. User Traffic: Daily Average: Rent: $ 1 , 500 . 00 Total Meetings Held: 16 Attendance: 402 Children' s Programs: 1 Attendance: 90 Total: $ 3 ,011. 68 MONTHLY REPORT �— MONTH Qecember 1991 OUTREACH ACTIVITIES 1 . Volunteer Coordinator A. Hours worked 40 2. Volunteers A. Number of volunteers 4 + 6 friends B. Hours contributed 8 + 32 3. Shut-in Patrons---Individual Visits A. Number of patrons 14 B. Number of visits made 25 C. Items circulated 116 4. Shut-in Patrons--Institutional Visits #I visits Materials circulated `-- A. Hac i enda 4 42 B. Edelweiss C. Easter Seals 1 50 D. Care West E. Marion Convent 1 25 5, Totals A. Shut-in patrons 14 + 40 B. Visits made 28 C. Items circulated 198 Comments/Activities Our Edelweiss delivery has been' discontinued ( 1 patron— .2 books monthly) , but we have begiOn sewing Peninsula Hos- pital . They will be taking 12 books per month. Their activ- ities co-ordinator will pick up and return their books for them, so no new volunteer needed. Dale Nelson