HomeMy WebLinkAboutAgenda Packet - LB - 1991.12.17 BURLINGAME PUBLIC LIBRARY
BOARD OF a_:.%:.:STEES - AGENDA
DECEMBER 17TH, 199.1. - 4 : 30PM - DUNCAN ANNEX
{ SUGGESTED ACTION
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1 . CALL TO ORDER {
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2 . ROLL CALL {
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3 . BILLS { APPROVAL
City Checks : $20,904.22 {
Special Fund: .00 {
Duncan Move: $ 1 ,379.23 Duncan Funds: $495.07 {
4 . MINUTES { APPROVAL
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5 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION
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a. Memos to Council Regarding Space Study {
b. Letter from Burt C. Gentle Co. Regarding {
Stacks {
C. Minutes of City Council Study Meeting - {
December 4 , 1991 {
d. City Manager' s Mid Year Financial Review {
e. City Manager ' s Memo - 1992 New Year ' s {
Resolutions {
f. Letter from City Manager to tenants at {
404 Primrose Road - Upstairs Duncan {
g. Financial Report from the Peninsula {
Community Foundation {
h. Thank you letter to Burlingame Lions Club{
i . Thank you letter to Esther Cummings from {
Tom Carey {
j . CALTAC Regional Workshop - February 1992 {
k. Library Events Publication {
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6 . REPORTS { INFORMATION
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a. City Librarian' s Report {
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7 . UNFINISHED BUSINESS {
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a. Library' s Retrofit - Next steps {
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8 . NEW BUSINESS {
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d. New Year ' s Resolutions { INFORMATION
b. Caltac Workshop { INFORMATION
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9 . FROM THE FLOOR { PUBLIC COMMENTS
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10. ADJOURNMENT {
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PMB/jg {
12/11/91 {
AGENDAD {
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T'^.LTN AYE PUBLIC L_.L LtARY
30;iRD OF rTEiiSTF_S
NUTES
NOVEMBER 1991t
CALL '"0 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 Secretery Cannon.
Trustees Present: CANNON, BENSON, ROBERTSON AND TAYLOR
Trustees Absent: BLEVINS
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 (Taylor/Benson) unanimously to approve the payment of City and
Duncan Fund, Duncan Moving Fund and Special Fund Checks.
MINUTES OF THE MEETING _.CT.EER 15TH, .1991 -
Minutes
siMinutes were approved as written and ordered filed.
rCFi ES?nr:PEN.CE ;NLD COy.",:UT_CATIONS
a. Letter from Debra Bassett and the City Atty' s Response - Mailed in
packets
b. Memo from the City Manager regarding the December 4th Study
Session - Mailed in packets
ttF.K'RI'S:
a. City Librarian' s Report: There was some discussion about the
cataloging freeze that has never started.
b. Trustee Robertson gave a brief report on the recent SAB meeting
she had attended.
C. Each of the Trustees gave a brief report on the meetings they had
attended at CLA. They said they found the meetings both
-informational as well as interesting.
UNFINISHED BUSINESS:
None
BUSINESS-
Page 1
a. Review of Library Study and discussion of possible options for
action: There was lengthy discussion regarding tactics and
strategies regarding the Ripley Report and options that might
�- possibly be available for discussion at the Study Session of
December 4th. There was further discussion on seismic safety and
the connecting of the Duncan Building and Main Library. The
majority of the Board members said they would be in attendance at
the Study Session to lend their support of the issue.
r jH HE F- -• ,
Marti Knight said she enjoys coming to the Library Board meetings.
and that it gives her a clearer picture of what is happening at Department
levels so that when issues are raised she has some background.
�LJt1C'J CCI l'LL1hT
The meeting of November 17th, 1991 was adjourned at 5 : 40pm. The
Trustees said they would be attending the Staff Christmas Party at the
Branch on December 13th. The next Board meeting is scheduled for December
17th, 1991, at 4: 30pm in the Conference Room of the Duncan Annex.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
PMB/jg
1/23/91
November
Page 2
LIBRARIAN' S REPORT
DECEMBER 17TH, 1991
Ripley Report Review
The Ripley Report on Space Utilization and Expansion was reviewed by
the City Council at their study session of December 4 . The Council
complimented the study and would like to go forward, but were unable to
determine where money for the project would come from.
The study indicates a need to fix the library' s stacks because of
danger from earthquakes. Hal Davis, Structural Engineer from Rutherford
and Chekene, indicated that in a heavy quake, the stacks could collapse or
separate from the floors which they support. A number of other safety and
handicapped accessibility issues are also involved.
Council asked that the project be broken down in such a way that the
city might be able to do the project in manageable chucks as the funds
became available, as the economy improves.
Staff will develop a scope of work outline to submit to the
architect and engineer for a proposal to plan the phased approach &
develop costs.
Report on Stacks
Attached to this report is a report from the Burt C. Gentle Company
`-cegarding our multi-tier bookstacks. As you can see, without further
structural examination, it is difficult for Mr. Held to make a firm
recommendation. However, he does seem to be supporting the same
conclusions that the architect and engineer presented in their report.
Mid-Year Financial Review
I am enclosing the City Manager' s Mid-year Financial Review as well
as the Minutes of the City Council Study Meeting of December 4th. The
City Manager will know more when he receives the next quarters sales tax
report the end of December. The picture is not very bright.
New Year ' s Resolutions
Next year' s New Year' s Resolutions are due to the City Manager by
December 27th. I have attached his resolutions for 1992 and the library' s
for 1991. Please let me know if you have any items you would like us to
add to our list for next year.
Tenants at 404 Primrose Road
In your packet is a copy of the City Manager' s letter to the tenants
upstairs in the Duncan Building regarding their lease. As of this writing
we have not heard whether they wish to continue on a month-to-month basis
or not.
PAGE 1
Financial Report _ Peninsula Community Foundation
Enclosed with this report is the statement of activity for the Duncan
Trust Fund for July - September 1991 .
CALTAC Regional Workshop
The annual CALTAC Workshop will be held on Saturday, February 29th at
the Pinole Branch of the Contra Costa County Library. The announcement is
enclosed.
Children' s Services
Cathy Somerton reports 27 programs during the month including: 4
Preschool Story Hours, 8 Toddler Story Times, 1 Saturday Story Time, 2
programs at Easton, 11 programs at schools and 1 parent meeting at a
preschool. The programs were attended by a total of 548 people.
Our Children' s Book Week Program with the Round Table was a great
success. Close to 200 children participated
at the Main and Easton.
The Big Books and their display have arrived and are out and
available for check out by teachers.
Cathy attended the first two sessions of the University of California
Extension class on storytelling. The first session dealt with using props
(puppets, flannel board, etc. ) in telling stories . The second session was
bout using music, sound effects and chants in storytelling. There have
been a lot of wonderful ideas, several of which Cathy has already used.
Personnel
The search for the new Reference Division Supervisor was completed
with the promotion of Esther Cummings to the position! We are delighted
that she has accepted this key position on our management team.
Esther has been with the library for nearly six years. Before that
she worked with the Bank of America for nearly 10 years. Esther also
worked for us part-time during the 1970 ' s in our cataloging division.
Tracy Hammond has been appointed full-time Librarian I . Tracy works
for us 25 hours per week as present and maintains a part-time position at
the Bank of America in San Francisco. Tracy has experience at several
local libraries including San Mateo.
The permanent part-time reference librarian recruitment was a short
one, really only two weeks. However, we had a total of 37 applicants.
The Civil Service interview will be held on Thursday, December 12 ,
interviewing 15 applicants .
Joan Manini and Cathy Somerton are currently interviewing for a part-
time children' s assistant. We received 85+ applications, so the process
f review has taken a little longer than anticipated. They will be
,,, .nterviewing 12 applicants and filling the position this month.
PAGE 2
Reference Division
The annual meeting of the California Library Association was held in
Oakland November 16-19 , enabling all of the reference 'Librarians to attend
the exhibits and some of the meetings.
Sandy attended the San Francisco Bay Area Book Festival on November
2, held at the Concourse Exhibition Hall in San Francisco. Sandy reports
that it was a delightful event filled with literally hundreds of small
press publishers . Sandy brought back a number of materials to help with
our Small Press Task Force project as well as goodies for the FLS
Multicultural committee. She highly recommends this annual event for all
selectors. She also served on the library booth co-sponsored by PLS,
BALIS, and North Bay systems which was a wonderful chance to promote the
library and meet fellow lovers of the small press.
Tracy attended the city training on "The Citizen as Consumer, " on
November 6th.
Dan and Deanna attended a workshop on "How to Gain Control of Your
Library After 3 : 30pm" on November 14 . Discussion centered on the behavior
of young adults in the library.
Tom Carey, a former BPL page and staff artist, returned to the
library on November 14 for two hours to observe a reference librarian in
action. Tom is a student at San Jose State preparing to be a librarian.
Karen Thomas, a library school student intern from San Jose State,
who has been working with the reference staff on Sundays this last
semester, has completed her time with us. She worked a total of 90
volunteer hours. Tracy took responsibility for her training and
supervision. She was a great help with special reference projects and
answering the simpler questions during our busiest times.
Esther attended the PLS Community Relations forum on November 21st.
The quarterly forums are replacing the committee. The future of Library
Events, our PLS newsletter, was discussed and plans for changes put in
place.
Esther attended the PLS Reference Committee meeting on November 26 .
Geac
The "Cataloging Freeze" has been scheduled for sometime in January
The Freeze is necessary, as this is the point at which the creation of the
database for the on-line public access catalog will take place. As tapes
are loaded, the system will remain operational for circulation purposes.
The Freeze actually means that new titles will not be 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 3
The implications of the freeze for users will be that new titles
added to the library during the freeze period will not be added to the
eac Database. Therefore, these newer items will not be able to be
reserved. We have developed a series of guidelines for staff which will
allow us to place holds on only the most popular new titles , such as those
on the best seller list.
We have not been notified of how long the freeze will last, or the
exact start date. We would hope it would be no more that 60 days .
Programs and Services
Minotaur Poetry Readings featured our last special guest poet on
November 1st. Twenty-two people enjoyed the writings of editor Michale
Hathaway who visited us from Kansas. Special thanks once again to our
Friends of the Library for their support for these special events . On
November 15, Camincha and Kathelyn Adams stepped up to the new sound
lectern ( again, thanks to the Friends ) and delighted 28+ people with their
newest poems. We were all especially delighted to be able to hear them
both so well! The December readings will be on the 6th and 12th.
Paintings by Joe Zona were followed on November 14th by paintings by
members of the Peninsula Outdoor Painters in the Reference Room Exhibit
Area.
Holiday Hours :
o Christmas Eve, Tuesday, December 24 , Open 9-1 PM
o Christmas Day, Wednesday, December 25 , Closed
o New Year ' s Eve, Tuesday, December 31 , Open 9-1 PM
o New Year ' s Day, Wednesday, January 1 , Closed
LIBRPT12
PMB/jg
12/11/91
PAGE 4
STATISTICS FOR QTR 1991
REGISTERED BORROWERS:
Total Registered
,irlingame Adults 10,728
`Burlingame Children 2, 619
Hillsborough Adults 1, 594
Hillsborough Children 672
Non-San Mateo Co. Borrowers 39
TOTAL: 15, 652
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CIRCULATION ACTIVITY:
Main: Branch:
Adult Print Materials
(books, periodicals, pamphlets, paperbacks) 20, 174 1 , 567
Children' s Print Materials
(books, periodicals, pamphlets, paperbacks) 7 , 885 1 , 152
Audio Visual Materials
(records, cassettes, films, videos, art
prints, slides, equipment, talking books) 3 , 504 73
TOTALS: �'r-;-o�� d 2�.7 9t,�/179a S//o/
Main Total 1991 Circ: -J 1 -,Main Total 1990 Circ: 29, 655 = 6 . 90% Inc.
Branch Tot 1991 Circ: -2-;7-eA Branch Tot 1990 Circ: 2 , 657 = 9 . 23% Inc.
GrandTotal 1991 CircGrandTotal 1990 Circ: 32, 312 = 6 . 76% Inc_---
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"EFERENCE ACTIVITY Questions Directions
-ference 4 , 329 1 ,318
''Children' s 247 214 I .L.L. Borrowed: 68
Audio-Visual 356 246 I .L.L. Lent: 543
Branch 182 10 I .L.L. Total: 611
Total: 5, 114 1,788
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COLLECTIONS: MAIN BRANCH TOTAL
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 106 , 314/101 , 618 4 , 354/ 4 , 354 110 , 668/105 , 972
Ch.Non-Fic. 17,738/ 16, 146 3 ,022/ 3 , 022 20 ,760/ 19 , 168
YA Non-Fic. 1 , 634/ 1 , 625 90/ 90 1 ,724/ 1,715
Ad.Fiction 41 , 879/ 40, 889 4 , 807/ 4, 807 46 , 686/ 45, 696
Ch.Fiction 13 , 929/ 10 , 188 4 , 378/ 4 , 378 18 , 307/ 14, 566
YA Fiction 2, 628/ 2 , 375 298/ 298 2 , 926/ 2 , 673
Reference 5 ,183/ 5 ,164 119/ 119 5 , 302/ 5 ,283
TOTALS: 189 , 305/178 , 005 17 , 068/17 ,068 206 , 373/195, 073
OTHER MATERIALS:
Pamphlets 29,659 N/A 29,659
Paperbacks 2 ,728 If2 ,728
Maps 1 ,756 IV1 ,756
Records 4 , 651 4 , 651
Cassettes 2, 490 2, 490
Video Tapes 557 557
Compact Discs 438 " 438
,.__.:!posited with the City Treasurer: Main: $ 1 , 364 . 04
Branch: $ 172 . 80
Est. User Traffic: 31 , 448 Daily Average: 1 , 084 Rent: $ 1, 001 . 40
Total Meetings Held: 15 Attendance: 302
Children' s Programs: 1 Attendance: 100 Total: $ 4 , 135. 14
/
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CITY OF zuoLzxo~nE i'
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s� CITY OF BURLINGAME PAGE 43
BUDGET STATUS REPORT
aFORSHE-Mfl.NT-I_E.ND.ING NDYEM-Et ZA-3IlPRINTED 121 /91 a
° CURRENT MONTH YEAR-TO-DATE Illi
° BUDGET EXPENDITU$E__EXP—ENDIT LJR F ENCUMBRANCE BALANCE PFRrFNT 112
10 _______________________ —_--________—_--________—__
11 160 COMMUNICATIONS 18,295.00 1,151.06 4,511.62 13,783.38 24.66 �,�
11 -170 ELECTRIC & GAS UTILITIES _ 42,UQ..00 7.Q.O. -.-31-._ -2D,.4.$.�.a-1_0--_ 21 e-735-..QQ.. 48-4.5 '
t3 190 MAINTENANCE OF BUILDINGS AND GROUND 31,550.00 1,880.54 9,593.33 21,956.67 30.41
14( 200 EQUIPMENT MAINTENANCE 3,575.00 849.89 2,449.32 1,125.68 68.51
15L 209 AUDIOVISUAL EQUIPMENT MAINTENANCE 1,970.00 1,970.00
21
16
219 PROFESSIONAL AND SPECIALIZED SERVIC 7,372.00 7,372.00 100.00 n
17 220 CONTRACTUAL SERVICES 53,770.00 51,641.46 2,128.54 96.04 7
18 240 DUES AND SUBSCRIPTIONS I"5U--u0 .290.00 34500 1,.245.00 --1-1-70 3
lar'0 RAVEL, CONFERENCES & MEETINGS 750.00 750.00 ;
20 251 DEPARTMENT HEAD CONFERENCE & MEETIN 1,000.00 125.00' 875.00 12.50 77
71 252 STAFF CONFERENCE AND MEETINGS 2,0 co 435.on 1,s65.On 21-75 2a
n29
260 TRAINING AND SAFETY 3,000.00 381.00 2,619.00 12.70 30
23 290 OTHER CHARGES 100.00 100.00 31
74 701 INS COST AL"CATION 4-,-lZ000 3.44.9.4 ___-1,7.2.0._00. , ?,--4 nn ._4.1..-62 31
33
TOTAL SUPPLIES AND SERVICES 458,340.00 33,792.56 215,560.90 242.779.10 47.03
9
29 TOTAL SUPPLIES AND SERVICES 458,340.00 33,792.56 215,560.90 242,779.10 47.03 i38
800 CAPITAL OUTLAY 12,228.00 __. 12,228.00
X3.1 1-3
33I TOTAL CAPITAL OUTLAY 1 ,228.0 _- ". _ 12,228.00 lu,
1341 i45!
i 1 46
_5, IC471
&
'361 TOTAL CAPITAL EXPENDITURES 12,228.00 12,x$ 00
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67500 LIBRARY TOTAL _ 1�$ 5,7 5 4,5Q-__�_3$�2,$2-�0 __-7_.451 r_9 b_6_._4l._.� _ —1.,119_4.,3.$9 5 9 _4 0 3 A41
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a 63
466
10. 165
ad
67
151
151. 68
IS2!
)53 170
In
154
'55
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MONTHLY REPORT
MONTH NnvamhPr, 1QQ1
OUTREACH ACTIVITIES
1 . Volunteer Coordinator
A. Hours worked 38
2. Volunteers
A. Number of volunteers 4 + 6 Friends _
B. Hours contributed 11 + 46 (57)
3. Shut-in Patrons---Individual Visits
A. Number of patrons 14
B. Number of visits made 23
C. Items circulated 111
4. Shut-in Patrons--Institutional Visits
# visits Materials circulated
A. Hacienda 4 41
B. Edelweiss 1 2
C. Easter Seals 1 50
D. Care West
E. Marion Convent 1 25
5, Totals
A. Shut-in patrons 14 + 30
B. Visits made 25
C. Items circulated 186
Comments/Activities
This month we welcomed a new volunteer deliverer, Arnie
Pedersen. Arnie has already made two d6livery runs and is working
out extremly well. He is currently responsible for Warren's old
route, and we feel very fortunate to have him with us_
Dale Nelson