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HomeMy WebLinkAboutAgenda Packet - LB - 1990.11.20 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - AGENDA NOVEMBER 20TH, 1990 - 4 : 30PM { SUGGESTED ACTION { 1 . CALL TO ORDER { { 2 . ROLL CALL { 3 . BILLS { { APPROVAL City Checks : $45,243. 14 { Special Fund: $ 321 .34 (Duncan) { $ 568.03 Mu6teu) { 4 . MINUTES { APPROVAL { 5 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION { A. 1991 CALTAC Workshop Announcement { { B. White House Conference Delegate Apps . { { C. P.L.A. Preliminary Program { { D. 1991 City Council Calendar { { { { { { 6 . REPORTS { INFORMATION { a. City Librarian' s Report { f b. CLA Conf . Report - Trustee Robertson { f 7 . UNFINISHED BUSINESS { f None { { { { { 8 . NEW BUSINESS { { f { f { { f { { 9 . FROM THE FLOOR { PUBLIC COMMENTS f { 0 . ADJOURNMENT { { PMB/jg { 11/14/90 { AGENDAN { { Burlingame Public Library Board of Trustees Minutes October 16th, 1990 Cag o On r The meeting of October 16th, 1990 was called to order by President Robertson at 4:30pm. Trustees Present: Benson, Cannon, Robertson & Taylor Trustees Absent: Blevins Staff Present: Mrs. Patricia Bergsing, City Librarian Mrs.Judy Gladysz, Libre ry Secretary Mr. Alfred Escoffier,Assistant City Librarian M/S/C (Cannon/Taylor) unanimously to approve the payment of City checks in the amount of$70,194.58, Special Fund checks in the amount of $4,281.75, and a Capital Outlay check in the amount of $6,425.00. Minutes of the Meetting,2egeuberr 18th, 1-990 Minutes of the meeting of September 18th, 1990 were approved as written and ordered filed. Carrresgondz= andCommunication: ion Correspondence A & B were mailed in the Trustees Packets for their information. Page 2: ff� Librarian's Report: Librarian Bergsing said that the City Council had approved the Contract with Ripley & Associates to do the space planning. She further reported that Jane Light, consultant to Ms. Ripley, will be in to interview key staff on October 30th and November 7th for their suggestions about space planning. Mrs. Bergsing said that the Friends book sale netted approximately $3,600. Mr. Escoffier reported that recruitment for the Librarian II position is going well and that there were approximately twenty-one applicants. From these, fourteen were invited for the Civil Service interview and six were invited for an in-house interview. The Librarian I position proved to be inviting as well. There were also twenty-one applicants with ten people invited back for the Civil Service interview, three did not show up which left seven people from which to establish an eligibility list. System Advisory Board Report: Trustee Robertson: Trustee Robertson gave a brief report on the most recent SAB meeting that she attended. She reported that the January 10th, 1991 meeting will be hosted by the Burlingame Library. Un inns& l B usiWS None Page 3: Holiday Schedule for 1991 M/S/C (Taylor/Benson) unanimously to approve the 1991 holiday schedule as written and presented. Miscellaneous: Mrs. Bergsing shared the "accident " pictures from the Branch with the Board members. She had a couple of Polaroids taken and she reported that the estimate to repair the damage is $2,145 which includes replacing the shrubs that were also damaged. She said the person was insured and that the insurance should pay for the damages. Fr— the s_oummnt The meeting of October 16th, 1990, was adjourned at 5:OOpm while the Board met in executive session. The next meeting is scheduled for November 20th, 1990 at 4:30pm in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk of the Board 10/24/90 minutes - October LIBRARIANS REPORT November 20th, 1990 Employee Achievement Awards The Board of Trustees gave their annual Employee Achievement Awards at a staff breakfast on October 25th. The nominations for the awards, which include a plaque, a letter and a check for $ 100 . 00, are made by staff, and chosen by the Board of Trustees. Board members, Shirley Robertson, Loretta Blevins, and John Benson were on hand to give the awards. Former Trustee, Carol Mink, who served on the committee, also gave one of the awards. The first award winner was Michael Donnellan, Page Supervisor. Michael was honored for the remarkable job he has done in supervision of the pages. His award noted his ability to set firm, but fair methods, his promptness, orderliness, courtesy, grace and humor. He was cited as an employee who provides an admirable role model. The second honoree was Joan Manini. Joan was honored for her twenty-one years of sharing her love of books and reading with the children of Burlingame. She was cited for leading our outstanding children' s division. In -addition, her award noted her commitment to the whole library by serving on committees, giving staff training in book talks and participation in professional and community groups. The third honoree was Patti Flynn, Library Assistant II , who works at both the Branch and Main Libraries. Patti was honored for her ability to create positive working relationships with the public and staff. She was cited as being consistently friendly, cooperative, and helpful. She has received numerous commendations from patrons in the past. Congratulations to all of our award winners ! We are truly grateful for their tireless contributions to our library. Library Space Planning Jane Light, our library building consultant spent two long days at the library interviewing supervisors and key staff. She returned a third day to complete her findings by re-interviewing Al and me. The next step will be for her to prepare a spread sheet report summarizing our needs in terms of square feet requirements. I expect at that time we will have to re-evaluate our options. Another event has occurred that further complicates our decisions . Fox and Carskadon has closed it' s Burlingame office and moved out. We have been in touch with the Foundation, Fox and Carskadon, the City Manager, and Cynthia Ripley, and we are in the process of trying to decide whether or not the library and/or the City can use the vacant space. There is still some question abut who controls the property, Fox and Carskadon, or the Peninsula Community Foundation. If we hear more, we will update you at your meeting. Page 1 Landscape Plans Rick Pollestrini Masonry completed the brick benches and mowing strip at the front of the Library. The work was done with funds from the Duncan Trust. The City Park Department has installed an automated irrigation system in the front area, and plans to lay sod in the next few weeks. Planting of shrubs, perennials and annuals is still to be done, but may wait until Spring, depending on the weather. Further landscape work will be done next year on the east side of the building, to replace shrubs which were removed during construction of the parking structure. California Library Association The CLA conference in San Diego was attended by Library Trustee Shirley Robertson, as well as staff, Patti, Al, Donna Ridley-Smith, Marilyn Morrison and Sandy Gleichmann. Highlights of the conference included an emphasis on multi-cultural issues, a re-structuring of the CLA organization, and construction and renovation of library buildings, among many other topics. Trustee Robertson may have a brief report for your meeting. Meetings/Continuing Education Sandy Gleichmann, Donna Smith, Al Escoffier, Patti Bergsing and Trustee Robertson all attended the County 2000 forum held at the Dunfey Hotel on October 24th. This successful program co-sponsored by P.L.S. , continues to flourish and grow. A weekend seminar on community based organization will be held in March. A number of staff attended the presentation of the Popular Materials Center at the Redwood City Library. A panel of library staff presented the process through which the highly popular center was developed. Many aspects of the program are attractive to staff at Burlingame, as we do our planning for utilization of space. On October 10th, Maribeth Farcich attended a workshop on Managing Difficult Situations that was held at the Millbrae Library. Material from the workshop is being routed to the reference librarians. Sandy Gleichmann attended the October 3rd P.L.S. Multi-cultural Committee at Canada College. It was a very full meeting brimming with ideas, challenges, plans for the future, and resources to share. Sandy also attended a BALIS workshop on October 25th on "How to reach your minority community" featuring media personnel from foreign language T.V. , radio and newspapers and community leaders actually working for/with libraries to reach the various Hispanic, Asian-America, Native-American Indian and Filipino communities. Esther Cummings attended 2 workshops: Managing Conflict and How To Hear What People Are Saying. The workshops were attended by other city employees is this county. Both were stimulating, however, the workshop on listening was really outstanding. Areas covered included improving listening techniques and observation of body language. Page 2 Esther collected materials together and also hosted a booth for the annual Senior Fair which was held at the Hilton Hotel on October 22nd. It was attended by a large group of seniors who were very interested in what the libraries of the Peninsula have to offer. Librarians from South Bay and from P.L. S. were invited to attend a BALIS meeting on October 2nd regarding the reference use of CD-ROMs now and in the future. Donna attended as PLS Reference Chair and also related Burlingame ' s experiences . The topic for Donna Smith' s Frontline Leadership Training session on October 3rd was giving constructive feedback. Discussed were cues to watch for in employees who need constructive feedback, and techniques or "key actions" to use in giving feedback. The two sessions attended so far in this six-month training program have been very useful in that they serve as review and present new ways of looking at management challenges . Programs and Services A group of posters selected from the American Library Association series, owned by PLS, was on display during the month. Minotaur Poetry Readings featured Kennon Webber on October 19 . Minotaur publisher Jim Gove announced that he is working on an anthology of poetry by all the poets who have read at the series given here at BPL. He has invited all of the poets to submit selections and is recruiting sources of funding to cover the costs of printing in fine binding. October 30th, the Friends of the Library sponsored Mr. Jaynes Friedman in an excellent program on "Buying and Selling Used Books . " Fifty interested citizens attended, bringing with them their own books . Mr. Friedman examined the books and offered comments on their value. Plans are moving ahead on the Library logo and brochure. Gail Evenari is assisting us with the design and production of a suitable image for the library. PLAN/GEAC We are now in the third week of experiencing mysterious problems with one of our Geac lines . The computer simply stops in mid-stream. We have had the Geac repair out 5-6 times to replace various parts on the terminals . County communications has tested the phone lines . The City Electrician has done a test of the electrical lines . We have asked Gerry Wills to place a meter on the line in Technical Services to see if there are any electrical spikes on the line over a period of 24 hours . In the meantime, PLAN staff are talking with Geac Headquarters in Toronto to see if there is software problem. Page 3 New Personnel We are very pleased to announce the hiring of two new reference _ librarians . The new full-time librarian II is Daniel Alvarez . He is currently employed by the Oakland Public Library but his previous experience includes positions at the College of San Mateo, the San Mateo Public Library, and the Peninsula Library System' s Community Information Project. He will begin on November 26th. Our new permanent part-time librarian I is Tracy Hammond. She has been doing reference work for the San Mateo Public Library for the past year, and she has also worked for Bank of America for several years in various capacities . She begins on November 19th. We will plan to have them attend your December meeting so you can meet them. We have also hired a number of new pages, as well as a new Library Assistant I , Lisa Wyatt, who is a transfer from another department. Personnel This was not a good month for Library employees. Besides a number of staff coming down with colds and the flu, Warren Wickliffe suffered a mild heart attack on November 3rd. He is currently resting and recuperating at home. On November 6th, Joan Giampaoli tripped and fell on the back steps of the Library ( at the staff entrance) and dislocated her shoulder. She too is recuperating at home, but she may be unable to return _ to work for six to eight weeks. She continues her book selection responsibilities at home. We wish them both speedy and complete recoveries . Holiday Party Plans are underway for our annual library holiday party. We ' ll let you know the time and place at your meeting. PMB/jg 11/15/90 LIBRPTII Page 4 CITY OF BURLINGAME PAGE 44 BUDGET STATUS REPORT FOR THE MONTH ENDING OCTOBER 31 , 1990 PRINTED 11/09/90 CURRENT MONTH YEAR-TO-DATE BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT -------------------------------------------------------------------------------------- 101 GENERAL FUND 67500 LIBRARY 010 REGULAR SALARIES 615,833.00 50,072.50 203,679.00 412, 154.00 33.07 011 PART-TIME SALARIES 350,073.00 30,625.49 120,056.50 230,016.50 34.29 012 OVERTIME 500.00 500.00 TOTAL SALARIES & WAGES 966,406.00 80,697.99 323,735.50 642,670.50 33.50 TOTAL DIRECT LABOR 966,406.00 80,697.99 323,735.50 642,670.50 33.50 030 RETIREMENT 221 ,591 .00 8,451 .64 34, 159.44 187,431 .56 15.42 031 HEALTH INSURANCE 5,601 .90 20,837.20 <20,837.20> 033 CITY DENTAL PLAN 691 . 17 2,748.83 <2,748.83> 034 LIFE INSURANCE 238.55 948.84 <948.84> 035 LONG TERM DISABILITY INSURANCE 648.74 2,602.72 <2,602.72> 036 MEDICARE INSURANCE 351 .32 1 ,393.35 <1 ,393.35> 037 UNEMPLOYMENT INSURANCE 038 WORKERS COMPENSATION INSURANCE 346.96 1 ,481 . 15 <1 ,481 . 15> 041 CITY VISION PLAN 167.65 666.60 <666.60> TOTAL EMPLOYEE BENEFITS 221 ,591 .00 16,497.93 64,838. 13 156.752.87 29.26 TOTAL EMPLOYEE SERVICES 1 , 187,997.00 97, 195.92 388,573.63 799,423.37 32.71 110 OFFICE EXPENSE 11 ,750.00 <1 ,458.08> 2,808.08 8,941 .92 23.90 120 SPECIAL DEPARTMENT EXPENSE 20,490.00 1 ,599.20 4, 184.55 16,305.45 20.42 122 PERIODICALS 21 ,310.00 62.26 908. 12 20,401 .88 4.26 123 BOOK BINDINGS 12,320.00 354.52 9, 148.64 3, 171 .36 74,26 124 CATALOGING EXPENSE 15.655.00 197.05 1 ,352.60 14,302.40 8.64 125 RECORDS AND CASSETTES 9,200.00 940.97 2,975. 10 6,224.90 32.34 129 BOOKS AND MAPS 184, 100.00 19,405.54 60,049.91 124,050.09 32.62 130 SMALL TOOLS 300.00 300.00 160 COMMUNICATIONS 11 ,215.00 756.44 2,232. 19 8,982.81 19.90 170 ELECTRIC & GAS UTILITIES 34, 180.00 3,435.43 14, 114.42 20,065.58 41 .29 190 MAINTENANCE OF BUILDINGS AND GROUND 26,325.00 934.51 7,347.57 18.977.43 27.91 200 EQUIPMENT MAINTENANCE 3,575.00 180.00 258.50 3,316.50 7.23 209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1 ,970.00 45.00 45.00 1 ,925.00 2.28 210 PROFESSIONAL AND SPECIALIZED SERVIC 31 ,372.00 7,372.00 24,000.00 23.50 220 CONTRACTUAL SERVICES 45,544.00 41 ,017.00 41 ,617.00 3,927.00 91 .38 240 DUES AND SUBSCRIPTIONS 1 ,535.00 55.00 1 ,480.00 3.58 250 TRAVEL, CONFERENCES & MEETINGS 1 ,000.00 72.60 81 .52 918.48 8. 15 251 DEPARTMENT HEAD CONFERENCE & MEETIN 900.00 20.00 199.89 700. 11 22.21 252 STAFF CONFERENCE AND MEETINGS 2,000.00 98.00 328.00 1 ,672.00 16.40 260 TRAINING AND SAFETY 3,000.00 92.00 277.00 2,723.00 9.23 290 OTHER CHARGES 100.00 100.00 701 INSURANCE COST ALLOCATION 4, 128.00 344.00 1 ,376.00 2,752.00 33.33 i CITY OF BURLINGAME PAGE 45 BUDGET STATUS REPORT FOR THE MONTH ENDING OCTOBER 31 , 1990 PRINTED 11/09/90 CURRENT MONTH YEAR-TO-DATE BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT -------------------------------------------------------------------------------------- TOTAL SUPPLIES AND SERVICES 441 ,969.00 68,096.44 156,731 .09 285,237.91 35.46 TOTAL SUPPLIES AND SERVICES 441 ,969.00 68,096.44 156,731 .09 285,237.91 35.46 800 CAPITAL OUTLAY 40,032.00 6,425.00 6,425.00 33,607.00 16.05 TOTAL CAPITAL OUTLAY 40,032.00 6,425.00 6,425.00 33,607.00 16.05 TOTAL CAPITAL EXPENDITURES 40,032.00 6,425.00 6,425.00 33,607.00 16.05 -------------- -------------- -------------- -------------- --------------- 67500 LIBRARY TOTAL 1 ,669,998.00 171 ,717.36 551 ,729.72 1 , 118,268.28 33.04 STATISTICS FOR OCTOBER 1990 REGISTERED BORROWERS : ---------- ---------- Total Registered Burlingame Adults 10 , 530 Burlingame Children 1 , 892 Hillsborough Adults 1 , 726 Hillsborough Children 704 Non-San Mateo Co. Borrowers 391 TOTAL: 15 , 243 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: ----------- --------- Main : Branch: ------- ------- Adult Print Materials (books , periodicals , pamphlets , paperbacks ) 19, 781 1 , 505 Children' s Print Materials (books , periodicals , pamphlets , paperbacks) 6, 741 1 , 160 Audio Visual Materials (records , cassettes , films , videos , art prints , slides , equipment , talking books) 3 , 086 35 TOTALS : 29, 608 2 , 700 Main Total 1990 Circ: 29, 608 Main Total 1989 Circ: 27 , 206 = 8. 83% Inc. Branch Tot 1990 Circ: 2, 700 Branch Tot 1989 Circ: 2 , 817 = 4. 15% Dec. GrandTotal 1990 Circ: 32, 308 GrandTotal 1989 Circ: 30 , 023 = 7 . 61% Inc. -------------------------------------------------------------------------- REFERENCE ACTIVITY: --------- --------- �- Total Reference Questions : 8, 116 I . L. L. Borrowed: 78 I . L. L. Lent : 332 Grand Total Ref. Activity: 8, 526 I . L. L. Total : 410 -------------------------------------------------------------------------- COLLECTIONS : MAIN BRANCH TOTAL ------------ VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES ------- ------- ------- Ad. Non-Fic. 109, 717/108, 460 4, 719/ 1 , 719 114, 436/113 , 179 Ch. Non-Fic. 19, 770/ 18, 815 2 , 781/ 2 , 781 22 , 551/ 21 , 596 YA Non-Pic. 1 , 691/ 1 , 547 110/ 110 1 , 801/ 1 , 657 Ad. Fiction 45, 400/ 35 , 089 4, 770/ 4, 770 50 , 170/ 39, 859 Ch. Fiction 18, 700/ 17 , 031 4, 643/ 4, 643 23 , 343/ 21 , 674 YA Fiction 2, 523/ 2 , 321 315/ 315 2 , 838/ 2, 636 Reference 5, 193 5, 172 122/ 122 5 , 315/ 5 , 294 TOTALS : 202, 994/188, 435 17 , 460/17 , 460 220 , 454/205 , 895 OTHER MATERIALS: ----- ---------- Pamphlets 29, 052 N/A 28, 052 Paperbacks 2 , 726 2 , 726 Maps 1 , 727 " 1 , 727 Records 4, 751 4, 751 Cassettes 2, 677 2 , 677 Video Tapes 464 464 Compact Discs 292 292 -------------------------------------------------------------------------- Deposited with the City Treasurer: Main : $ 1 , 121 . 30 Branch: $ 133 . 90 User Traffic: 36, 436 - Daily Average: 1 , 176 Total : $ 1 , 255 . 20 Total Meetings Held: 17 People in Attendance: 325 Children ' s Programs : 1 Children in Attendance: 75 MONTHLY REPORT MONTH October 1990 OUTREACH ACTIVITIES 1 . Volunteer Coordinator A. Hours worked 41 .5 2. Volunteers A. Number of volunteers 14 B. Hours contributed 127 3. Shut-in Patrons---Individual Visits A. Number of patrons 16 B. Number of visits made 30 C. Items circulated 144 4. Shut-in Patrons--Institutional Visits # visits Materials circulated A. Hacienda 2 28 B. Edelweiss 2 6 C. Easter Seals 1 50 D. Care West E. Marion Convent 1 15 5, Totals A. Shut-in patrons 16 + 3Q B. Visits made 12 C. Items circulated 209 Comments/Activities Our Fall Book Sale was the reason for this month' s „unticim lly heavy volunteer hours contributed. In fact, this month's total of 127 matched exactly last year' s high of 127, which was also in October.