HomeMy WebLinkAboutAgenda Packet - LB - 1991.02.19 BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES - AGENDA
FEBRUARY 19TH, 1991 - 4 : 30PM
{ SUGGESTED ACTION
1 . CALL TO ORDER {
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2. ROLL CALL {
3 . BILLS {
City Checks: $29,800.02 f APPROVAL
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Special Fund: $ 598.08 {
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4 . MINUTES { APPROVAL
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5 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION
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a. Budget Instructions 1991-1992 {
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b. Letter from Peninsula Foundation {
c. City of San Mateo Newsletter f
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d. San Francisco Examiner Article {
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6. REPORTS {
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a. City Librarian' s Report { INFORMATION
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b. PLS System Advisory Board Report - { INFORMATION
Trustee Robertson {
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c. On-Line Public Catalog Demo - Assistant { INFORMATION
City Librarian Al Escoffier {
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7. UNFINISHED BUSINESS {
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a. Update on Duncan Property and Space { INFORMATION
Planning {
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b. Building Consultant Report { INFORMATION
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8. NEW BUSINESS {
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a. Change of Meeting Time - March 19th { ACTION
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9. FROM THE FLOOR { PUBLIC COMMENTS
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10. ADJOURNMENT {
Brief Tour of the Downstairs Duncan Property {
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�- -PMBJJg {
02/14/91 {
AGENDAF {
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Burlingame Public Library
Board of Trustees
Minutes
Tanuary 15th, 1991
The meeting of January 15th, 1991 was called to order by President
Robertson at 4:30pm.
Trustees Present: Benson, Blevins, Cannon, Robertson & Taylor
Trustees Absent: None
Staff Present: Mrs. Patricia Bergsing, City Librarian
Mrs.Judy Gladysz, Library Secretary
Daniel Alvarez, Reference Librarian
M/S/C (Benson/Taylor) unanimously to approve the payment of City
checks in the amount of $36,770.50, and Special Fund checks in the amount
of$705.03.
Minutes oLthe Mmtt ag Dezember 18�6ua
Minutes of the meeting of December 18th, 1990 were approved as
written and ordered filed.
Introduction off mcew �F�al�ll tigne Relf ence Librarian Daniel
a
Afyarez
City Librarian, Patti Bergsing, introduced the new full-time reference
Librarian II, Daniel Alvarez. She then introduced the Board members and
told Daniel what their occupations are. Daniel then told a little of his
background prior to BPL. Daniel said that he is delighted to have the
opportunity to work at the Burlingame Public Library and the Board
members welcomed him.
Coffes2ondence andCommunication:
kation¢:
Correspondence A & B & C were mailed in the Trustees Packets for their
information. Trustee Robertson however had a couple of comments
regarding capital improvement expenditures.
f e 2e
Rte°
e
Librarian's Repo
Mrs. Bergsing brought the Board members up-to-date regarding the
Duncan property. She said the upstairs rental will remain as agreed,
however if the tenants decide they want to leave earlier that January 1992,
they can leave and are not obligated to fulfill their lease if they give 30 days
notice.
There was some discussion regarding moving administration to the
downstairs Duncan property; the meeting with the structural engineer to
do some seismic reinforcement/upgrading in the library, and the status of
the Long-Range Plan. There was further discussion regarding finance
regarding all of the moves, upgrades, reinforcing, and time frames to
accomplish everything.
Trustee Cannon asked if Esther Cummings had given a tour of the
Reference Department when she gave her orientation. Mrs. Bergsing said
she would find out.
The City Librarian voiced some concern regarding Branch statistics.
This month (December) was the largest drop in circulation (35%) however
circulation has been declining slowly since September.
Trustee Taylor extended her congratulation to the Library staff for
collecting so much food for the hungry during the holidays.
SAB Report: Trustee Robertson:
Trustee Robertson Iwd gave an update to the Board members on a
recently attended PLS System Advisory meeting that was held at the
Burlingame Library on January 11th.
s
Update on Duncan Property and Space Planning:
The Duncan property was discussed under City Librarian's report
however Mrs. Bergsing did add that since the City had purchased the
Duncan property from the Foundation in the amount of $500,00, the
interest payments from the Foundation will go into the Trustees Special
Fund however the rent payment from the tenants upstairs , in the amount
of$1,500 per month, will go into the general fund. Expenses from the
property such as heating, communications, repairs, etc. will come out of
the operating budget for the Library and the City Manager will then
reimburse the library at the end of this fiscal year.
Page 3:
Mrs. Bergsing then distributed the Detailed Space Requirement Report
that had been prepared by Jane Light.
PLA Registration Deadline Is February 20th:
Mrs. Bergsing reminded the Board members that the final date for early
PLA registration is due by February 20th.
9Tew B so
Approval of Staff Recognition Account:
Mrs. Bergsing explained, for the benefit of the new Board members,
that the Trustees generally provide a small amount of money available to
the staff for certain staff recognition items during the year. She explained
that the fund was getting low and asked if it could be replenished. M/S/C
(Blevins/Taylor) that the staff recognition account be brought current and
funds be replenished from the Trustees Special Fund.
From the
There was no public present.
Adiour mente
a
The meeting of January 15th, 1991, was adjourned at 5:25pm. The next
meeting is scheduled for February 19th, 1991 at 4:30pm in the California
Room.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
01/22/91 - Minutes January
LIBRARIAN' S REPORT
FEBRUARY 19TH, 1991
`--SPACE PLANNING
Meetings are continuing with architect Cynthia Ripley and building
consultant Jane Light. We have received an interim report and the final
report and engineering report are due on March 15th.
The library is beginning to plan the move to the Duncan building. Costs
are being compiled on the cost of the actual move and arrangements are being
studied on the logical staff to utilize the space. A final decision will
probably not be made until receipt of the architect' s and engineer' s
report.
Tentatively we are scheduling the move for this summer. We are planning
a brief tour of the downstairs portion of the building after your meeting on
Tuesday.
BUILDING MAINTENANCE
Several items of building maintenance have occurred during the month.
Heating in the Duncan building has been checked-out and put into good working
order. During the rain of February 4th, several substantial leaks were
discovered in the 1959 stack area, as well as the Children' s Room. We are
obtaining estimates on the repair of the stack roof.
In addition, it was discovered that one of the seismic braces on the
roof over the 1959 stacks was broken, probably during the recent freezing
weather. The City responded quickly to look at the broken tie rods. After
`— assessing the matter, Frank Erbacher, City Engineer, had Bob Malamo from the
Corporation Yard come over and cut, splice and repair the broken rod which
was done by the end of the week. He is currently working up costs for
replacing the rest of the tie-rods both inside and outside of the building.
BUDGET INSTRUCTIONS 1991-1992
Included in your packet are the City Manager' s Budget Instructions for
1991-1992. As you can see, the outlook is not good. We have also included
the newsletter from San Mateo describing their financial problems, and a news
article from the Examiner on the general hard times facing libraries. We may
have to begin again to think about service cutbacks.
PLAN/GEAC
The PLS Administrative Council met on February 5th to discuss an
approach toward planning for automation in PLS. Each library had been
interviewed before the meeting, and the facilitator reviewed the results at
the meeting. Individual libraries then outlined their future plans for us e
of the automated system. All agreed that the most important aspect of the
project is the development of the shared database. Access to the data is
another concern. Allocation of terminals and other equipment is still a
further concern. Council will be dealing with these issues in further
meetings during the year. Several staff members attended a demonstration of
the Geac On Line Public Catalog on February 14th and 15th. Al will give you
a brief update at your meeting.
CHILDREN'S SERVICES
As of February 1st, the circulation of children' s materials is being
done at the main circulation desk. This change has been planned in an effort
to eventually centralize all circulation functions in the building. Some
problems have occurred, particularly in traffic patterns. We are currently
considering moving the circulation desk back to allow more room for our users
in front of the desk.
Cathy Somerton completed 23 programs which reached a total of 418
children during the month of January. Cathy has prepared a letter to go out
to all preschools and kindergartens on the subject of "Peaceful Stories. "
REFERENCE DIVISION
On January 22nd, Donna Smith chaired the PLS Reference Committee
meeting. Directors and/or representatives from three of the five "Project
Read" programs spoke about their operations. The committee' s 1991 calendar
of activities and sub-committee structures were reviewed.
Esther Cummings attended the PLS Public Relations Committee meeting on
January 29th, to finalize the plans for the National Library Week celebration
Author' s Fair Lecture to be held at Burlingame City Hall, Sunday, April 21st
at 2pm.
Sandy Gleichmann attended the PLS Multicultural Service Committee
meeting, the focus of which was demographic data collections from each
jurisdiction.
PROGRAMS AND SERVICES
The art of Terry Johnson was featured during the month. The Minotaur
Poetry Reading reached 32 people in January with poetry read by Jim Gove and
Tom Powers. Sandy put up a book display for each one.
STAFF DEVELOPMENT
The main topic for the Frontline Leadership Training session that Donna
and Joan Manini attended on January 15th was "Dealing With Emotional
Behavior. " As the recipient of emotional behavior in the work situation, the
recommended key actions are: 1) calmly acknowledge the emotional behavior;
2 ) describe the impact the emotional behavior is having on you and the
discussion; 3 ) determine if it' s possible to continue the discussion
constructively; 4 ) propose and approach for jointly refocusing on the work
issue; and 5 ) express support and reassurance.
Instruction on the BAIRS database was offered by Patricia Hatlen of CIP
to Sandy, Tracy and Dan.
PERSONNEL
Joan Giampaoli, Branch Supervisor, has not yet returned from leave. We
hope to see her by the end of February.
CONFERENCE AND WORKSHOPS
Upcoming dates to remember:
'1--larch 1 - COMMISSIONERS DINNER - Hyatt Hotel - All Trustees and Guests
to attend.
March 2 - CALTAC WORKSHOP - Redwood City - Trustees Benson, Blevins and
Robertson to attend
March 20-23 - PLA CONFERENCE - San Diego - Trustee Taylor to attend
April 6 - LEGISLATIVE BREAKFAST- Stanford Park - Which Trustees will attend?
CHANGE OF MEETING TIME - MARCH 19TH
I 'd like to request that you move your meeting time up to either 3 : 30 or
4:00 on March 19th, so that architect Cynthia Ripley can make a presentation
of her report and answer any questions. I 'd also like the library
supervisors to attend your meeting to hear her presentation.
LIBREPT2
PMB/jg
02/13/91
STATISTICS FOR JANUARY 1991
REGISTERED BORROWERS:
Total Registered
nurlingame Adults 12 , 197
A :urlingame Children 2 , 324
Hillsborough Adults 1 , 931
Hillsborough Children 794
Non-San Mateo Co. Borrowers 445
TOTAL: 17 , 691
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CIRCULATION ACTIVITY:
Main• Branch•
Adult Print Materials
(books, periodicals , pamphlets , paperbacks) 21 , 396 1 , 674
Children' s Print Materials
(books, periodicals, pamphlets, paperbacks ) 6 , 818 1 , 104
Audio Visual Materials
( records , cassettes , films , videos, art
prints, slides, equipment, talking books) 3 , 958 64
TOTALS: 32 , 172 2 , 842
Main Total 1991 Circ: 32 , 172 Main Total 1990 Circ: 31 , 156 = 3 . 3 % Inc.
Branch Tot 1991 Circ: 2, 842 Branch Tot 1990 Circ: 2 ,701 = 5 . 2 % Inc.
GrandTotal 1991 Circ: 35 , 014 GrandTotal 1990 Circ: 38 , 857 = 3 . 4 % Inc.
--------------------------------------------------------------------------
'�EFERENCE ACTIVITY:
Total Reference Questions : 7 , 994 I .L.L. Borrowed: 87
I .L.L. Lent: 301
Grand Total Ref. Activity: 8 , 382 I .L.L. Total: 388
--------------------------------------------------------------------------
COLLECTIONS: MAIN BRANCH TOTAL
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 109 , 273/104 , 484 4 , 412/ 4 , 412 113 , 685/108 , 896
Ch.Non-Fic. 19 , 001/ 17 , 311 3 , 079/ 3 ,079 22 , 080/ 20 , 390
YA Non-Fic. 1 , 594/ 1 , 584 94/ 94 1 , 688/ 1 , 678
Ad.Fiction 41 , 205/ 40 ,773 4 ,765/ 4 ,765 45 , 970/ 45 , 538
Ch.Fiction 17 , 294/ 13 , 443 4 , 406/ 4 , 406 21 ,700/ 17 , 849
YA Fiction 2 , 361/ 1 , 959 293/ 293 2 , 654/ 2 , 252
Reference 5 , 297 5 , 266 118/ 118 5 , 415/ 5 , 384
TOTALS: 196 , 025/179 , 420 17 , 167/17 , 167 213 , 192/196 , 587
OTHER MATERIALS:
Pamphlets 28 , 544 N/A 28 , 544
Paperbacks 2 ,726 2 ,726
Maps 1 ,756 " 1 ,756
Records 4 ,730 4 ,730
Cassettes 2 , 274 2 , 274
Video Tapes 465 465
Compact Discs 282 282
Deposited with the City Treasurer : Main: $ 4 , 098 . 24
Branch: $ 253 . 3.9_
User Traffic: 28 , 642 - Daily Average: 954 Total: $ 4 , 351 . 63
Total Meetings Held: 17 People in Attendance: 299
Children' s Programs: 2 Children in Attendance : 150
t
' -- ------- - ..- -._..-- - CITY Of BUR-LINGAME
BUDGET STATUS REPORT '
FOR THE MONTH ENDING JANUARY 31, 1991 FRINTED C2/08/91
le n
CURRENT MONTH YEAR-TO-DATE o
' BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
101 GENERAL FUND
67500 LIBRARY
11
'i 010 REGULAR SALARIES 671x719.CO 51.477.45 380x349.98 291x369.02 56.62
14 011 PART-TIME SALARIES 37Cx668.00 30.171.41 226x496.07 144x171.93 61.10
1s -0.12- OVEILTIRE --- -- - __ 500.00 120.61 379.36 24.13 -
17 TOTAL SALARIES 8 WAGES 1x042x887.G0 81.648.86 6061966.69 435x920.31 58.20 '
u i
" TOTAL DIRECT LABOR 1x042.887.00 81x648.86 606x966.69 435x920.31 58.20
0
030 RETIREMENT _ -- - _-_ 221x5-91-.00 8x575.55_. 63x891.10 _ - 157x699.90 28.83----- ___--
" 031 HEALTH INSURANCE 5.887.82 40x783.03 <40,783.03>
033 CITY DENTAL PLAN 715.04 5/195.70 <5,195.70>
" _0.14_ LIFE_-INSURANCE 242.97 1.783.71 - <ir*83.71>
035 LONG TERM DISABILITY INSURANCE 648.15 4.825.56 <4,825.56>
036 MEDICARE INSURANCE 383.20 2.690.10 <2,690.10>
"-037 LYERPLIIYMEri.I_1ASURANCE
" 038 WORKERS COMPENSATION INSURANCE 351.06 2r698.C2 <2,698.02> s
" 041 CITY VISION PLAN
"xu 170.94 1x253.35 <1,253.35>
TOTAL EMPLOYEE BENEFITS 221x591.00 16x974.73 123.120.57 98x470.43 55.56
w
g
`-TOTAL-EMPLOYEE-SERVICES 1#264x478.00 98x623.54 730x087.76 53.4x3.90.7-4 57.74
as 110 OFFICE EXPENSE 11x750.00 207.95 5,564.72 6.185.28 47.363.- 120 SPECIAL "
123 IlIENI l0o390.67 49-29
v 122 lt022.94 18466.38 3,243.62 84.78
BINDINGS 12,320.00 488.84 10.720.82
PERIOD1,599.18 87.02
-.12C CATALDGIN6 LXPENS_E_- _ _ -__- - _._ -------_ 15s655.00 36.38 _ __ __ .2,109.-2-7_- _.- _.- 43.S45.73 _ ._ IS.47
125 RECORDS AND CASSETTES 9,200.00 120.81 4,144.86 5,055.14 45.05 >.
128 VEHICLE ALLOWANCE 92.32 692.40 <692.40>
" 124.. EOOKS.-AND MAPS 184'iC0.00 16.421.72 103,552.20 80x547.80 56.25
130 SMALL TOOLS 300.CC 33.35 266.65 11.12
" 160 COMMUNICATIONS 11r215.CC 524.73 4,659.18 6,555.62 41.54
•'! _1__74 9LUTRIG i-AAS__4TILITIES_ . -_--- 34'180.00 3x479.53 23x181.12- __ _ 1-0x998.88 - ._ __6.7..82
190 MAINTENANCE OF dUILOINGS AND GROUND 2tx325.CO 2e744.94 12,533.12 13,791.88 47.61
200 EQUIPMENT MAINTENANCE 3x575.00 48.OG 835.45 2,739.55 23.37
_209 AUDIO-VI$UAL EQUIPMENT MAINTENANCE 1'970.00 190.00 1x780.00 9.64 -I
210 PROFESSIONAL AND SPECIALIZED SERVIC 31P372.CO 10x500.00 17,872.CC 13P500.00 56.97
220 CONTRACTUAL SERVICES 45x544.00 45,369.48 174.52 99.62
240 D E - - !r
250 TRAVEL, CONFERENCES 8 MEETINGS 1,000.CO 166.95 833.05 16.70
U_ 34lfl SRIP_TIONS 1x535.00 30D.00 1,325.00 210.00 86.32 -,
v 251 DEPARTMENT HEAD CONFERENCE 8 MEETIN 900.00 135.00 897.93 2.07 99.77
"_252 STAFF CONFERENCE AND MEETIN63 2xC00.00 248.00 1x503.94 496.06 - 75.20
260 TRAININ6 AND SAFETY 3,000.00 568.14 2.431.86 18.94
290 OTHER CHARGES 100.00 100.00
741._INSUBAALCE_>iIlSI_ALLOLAIIIlAL- - - _ __.. 4.'128.00 _ _ 344.00____ _ _2x408.00 _ __- __- 1.720.00 - ---- 58.33 __-------
-CITY OF BURLINGAPE '
BUDGET STATUS REPORT
FOR THE MONTH ENDING JANUARY 31P 1991 PRINTED C2/08/91
' 0 2
CURRENT MONTH YEAR—TO—DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
S..:TTlT_.SS.11R.RfR.f1,..STT..flf1T.14T.el.Sfl.f-fif
10
TOTAL SUPPLIES AND SERVICES 441.969.00 37.301.69 266.493.64 175.475.36 60.30
u _ _
TOTAL SUPPLIES AND SERVICES 4411969.00 37.301.69 266.493.64 175.475.36 60.30
s
D 800 CAPITAL OUTLAY 40.032_.00 <849.25> 11.805.97 28.226.03 29.49
~
"—..--TOTAL_CAPITAL-OUT-LAY., 400-02.0Q <849.25> 11 805.-97 _28.226.03- __ .29.49
19 2
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a` _ILIAL.CAPIIAL_EXPENDITURES-.------.-_ _ 40p 32.00 <849.25> - - 11.805.47--- - - _._ 28id26.03 ___._ _29.49 ---
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" 100..LIflEABY---TOTAL __ _ _ _. __1.7-4bs474.00 135.076.03 1.008.386.87 738A92.13 -----5 .74---
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MONTHLY REPORT
MONTH January, 1991
OUTREACH ACTIVITIES
1 . Volunteer Coordinator
A. Hours worked 40.5
2. Volunteers
A. Number of volunteers 10
B. Hours contributed 57.5
3. Shut-in Patrons---Individual Visits
A. Number of patrons 15
B. Number of visits made 33
C. Items circulated 164
4. Shut-in Patrons--Institutional Visits
# visits Materials circulated
A. Hacienda 6 42
B. Edelweiss 4 6
C. Easter Seals 1 50
D. Care West
E. Marion Convent 1 15
5, Totals
A. Shut-in patrons 15 + 30
B. Visits made 35
C. Items circulated ' 229
Comments/Activities
January being a long month, th'd numbers are up a bit,
but all our volunteers were here the whole month so everything
ran smoothly.
Dale Nelson, volunteer co-ordinator