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HomeMy WebLinkAboutAgenda Packet - LB - 1989.12.19 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - AGENDA DECEMBER 19th, 1989 - 4 : 30PM { SUGGESTED ACTION { 1 . CALL TO ORDER { { 2 . ROLL CALL { { 3 . BILLS { APPROVAL City Checks: $24,720.80 { Special Fund: $ 17.84 { t 4 . MINUTES { APPROVAL r 5 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION { a. Memo from City Manager - New Year ' s { Resolutions 1990-1991 Budget Schedule { { b. Letter to Joan Manini from Newcomers Club{ thanking her for her talk { { C. Memos from CLA Lobbyist on Governor ' s {. Budget and California Education Summit {. { d. Notice from Peninsula Community { Foundation regarding significant growth { in assets {. { e. Status of Trustees Fund { f { 6 . REPORTS { INFORMATION { a. City Librarian' s Report { { b. Public Relations Master Plan { { f 7 . UNFINISHED BUSINESS { { a. 1990 update of Library Long-Range Plan { APPROVAL { b. Final Summary of Employee Achievement { INFORMATION Awards { { 8 . NEW BUSINESS { { 9 . FROM THE FLOOR { PUBLIC COMMENTS { 10 . ADJOURNMENT { { { 12/14/89 { AGENDAD { f { { { r BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES NOVEMBER 21ST, 1989 CALL TO ORDER: A duly noticed regular meeting of the Burlingame Public Library Board of Trustees was held on the above date in the California Room of the Burlingame Public Library. The meeting was called to order at 4:30pm by Past-President Cannon. Trustees Present: CANNON, MINK, & BLEVINS Trustees Absent: BACIGALUPI & ROBERTSON Staff Present: MRS. PATRICIA BERGSING, CITY LIBRARIAN MR. ALFRED ESCOFFIER, ASST. CITY LIBRARIAN MRS. JUDY GLADYSZ, LIBRARY SECRETARY BILLS: M/S/C (Blevins/Mink) unanimously to approve the payment of City checks in the amount of $86,930.77 and Special Fund checks in the amount $680.40. MINUTES: Minutes of the regular meeting of October 17th, 1989 were approved as written and ordered filed. CORRESPONDENCE AND COMMUNICATIONS: a. Financial Report on the Duncan Property - Mailed in packets b. Library Events - November - Mailed in packets. C. CALTAC Workshop Announcement - Mailed in packets. d. California State Library Newsletter - Mailed in packets. REPORTS: CITY LIBRARIAN'S REPORT: Librarian Bergsing gave an update of the Duncan Property and there was some discussion about the vacant audio visual librarian position. BRANCH LONG RANGE PLAN OF SERVICE: Trustee Cannon commended Mr. Escoffier for the outstanding job had done in compiling the report. Trustee Mink expressed a number of concerns about the report. kAfter considerable discussion it was agreed that Trustee Mink would write up her questions and comments and forward them to Mr. Escoffier. He will then copy and forward them to the Branch Task Force members and they will plan to meet and discuss them in early December. The outcome of that meeting will determine whether or not the Branch Long-Range Plan will be an action item on the December Board Agenda. CLA REPORTS - TRUSTEES AND STAFF: Trustee Cannon gave a brief report of her activities at the California Library Association Conference. Librarian Esther Cummings had typed a brief report which Mrs. Bergsing had distributed to the Board members. UNFINISHED BUSINESS: Employee Achivement Awards - Summary, Comments and Recommendations - Trustee Mink and all members of the Board: Trustees Mink, Cannon and Blevins all thought the Employee Achivement Awards went very well. Trustee Mink said she would write up a summary of the events that took place. NEW BUSINESS: Holiday Schedule for 1990: M/S/C (Blevins/Mink) to approve the 1990 Holiday Schedule as written. MAS and Wilsearch Demonstration: Following some discussion the Board members agreed to have the Magazine Article Summaries and Wilsearch demo on the day of the January Board Meeting at 4:00. FROM THE FLOOR: ADJOURNMENT: The meeting was adjourned at 6:00 with the next meeting scheduled for December 19th at 4:30 pm in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg 11/28/89 November LIBRARIAN' S REPORT Branch Long Range Plan The Branch Task Force continues to meet to polish up the final report. Comments from Board members and staff are currently being integrated into the document. The Task Force plans to meet again in early January to review the changes , and it will be on your January meeting agenda for approval. For your information we have included a copy of Trustee Minks comments on the first draft. If Trustees Bacigalupi and Robertson have any further suggestions or changes to the report, the Task Force would appreciate hearing them at the meeting. Employee Achievement Awards Please bring your Board Manuals to the meeting and we ' ll see that receive a summary of the Awards process and a copy of the paperwork involved. Long Range Plan Update 1990 Last month we distributed the update of the objectives and activities for 1990. We hope you will approve them at your meeting so we can distribute them to council in January. In addition, we will have a complete new copy of the entire plan which we will distribute at your meeting. It would be helpful if you would bring your old plan with you to the meeting. Public Relations Master Plan One of the objectives (Objective A) under Goal V in the Long Range Plan has to do with implementation of the PR Master Plan. We have included it in your packet for your information. New Board Member On December 15th, Councilmen Frank Pagliaro and Bud Harrison will interview three candidates to replace Trustee Mink on the Board. I assume they will recommend their choice to the full Council at the meeting on January 3rd. Library Tour In January we are planning to schedule an orientation tour of the Library for the new Board member and Councilwoman Rosalie O'Mahoney. Councilman Harrison prefers to do a more informal tour at some other time . San Ramon Library My husband and I toured the new Branch Library of Contra Costa County at San Ramon on Thanksgiving weekend. We took quite a few pictures which I ' ll have for your meeting. It ' s an attractive Library building. Page 1 New Year ' s Resolutions and 1990-1991 Budget Schedule `.. The City Manager ' s memo, New Year ' s Resolutions , Summary of Events of the Past Year and the New Budget Schedule are all included in your packet. Personnel Recruitment for the Audio Visual Supervisor, Librarian II vacancy is underway. A new job description has been drafted. The focus of the position will be mainly audio visual, and will include audio visual cataloging. This position will now report to the Assistant Librarian. With a closing date of January 31st, we do not anticipate the position being filled until sometime in February or March. PLAN/GEAC Our order for the two new terminals for this budget year has been placed. Due to some necessary internal rearrangements, we will not be installing them for several months . The terminals are actually IBM "PC- Clones , " with components assembled by a local vendor. The installation will require some additional cabling. There will be some delay in proceeding with bibliographic conversion. The vendor is required to enter data from three major bibliographic utilities : RLIN, OCLC and Bibliofile. The process of loading these items , while avoiding duplications is currently under study by Geac. Circulation Division Michael Donnellan and his pages are continuing with projects which are making the stacks better organized. A major clean-out was done of the stack closet in the basement, which now allows for excess book trucks to be stored there. In addition, the California Locked Cases and Art Locked cases are having their contents reviewed. Periodicals Division The Periodicals Division is preparing for the implementation of the recent decisions of the Periodical Task Force. Marilyn Morrison and her crew will be discarding deleted titles and shifting the main floor and basement periodical stacks during the holidays . Reference Division A number of reference librarians attended the California Library Association Conference in Oakland in November: Donna Ridley Smith, Esther Cummings, Michael Hubbell, Tibi McCann, Sandy Gleichmann, Maribeth Farcich. Topics included: a reference session on AIDS sources , information about the 1990 census , issues in young adult services , and successful budgeting. Page 2 Michael attended the PENLIT ( literacy) committee meeting, November 7 . Several on-going projects were discussed including: planning a March/April regional Project Read/literacy student event, and ESL training for tutors. r Esther met with the PLS Community Relations Committee on November 15th to finalize the author program invitations for the April Author series . Esther also presented a formal master plan for public relations to the PLS Administrative Council. Staff Development Other attendees at the CLA conference included Joan Giampaoli and Patti Bergsing. In addition to the CLA Conference, staff attended other development events. Michelle Barrese , children' s library assistant, attended a three day workshop, "Getting Children to Jump into Books . " It was about book-related programs. Al Escoffier attended a San Mateo County produced program on telephone behavior. We are planning a series of programs at Burlingame this year on the topic . Patti Bergsing led a tour of our facilities for 24 new city employees on the annual Employee Orientation Day. Programs and Services The Family Holiday Program featured "The Imagination Company" in a �- rendition of Dickens ' "A Christmas Carol. " Children from the audience assisted with sound effects and acted out parts in the familiar Christmas tale. The company was lively and fun for young and old alike. The audience numbers approximately 80 . Jolly Ed Gladysz was our Santa this year , passing out candy canes to the children. We thank him for his efforts ! Joan Manini also gave out awards to families who participated in the Family Book Sharing Program. Joan Manini did an adult book program for the Burlingame-Hillsborough Newcomers Group. She discussed Amy Tan' s Joy Luck Club, Anne Lamott ' s All New People, and Larry McMurtry' s Some Can Whistle. Paintings by Burlingame Art Society were exhibited through mid- November, followed by Peninsula Outdoor Painters . Materials on earthquakes and the disaster relief kits available from the federal government were on display. In addition, the library received a gift copy of an excellent video on earthquake preparedness from the Burlingame Fire Department. Sandy Gleichmann reports a successful poetry reading by Barbara Schaffer. Two readings are planned for December, one including our own Warren Wickliffe. The Library received $ 1 , 400 . 00 from the Burlingame Lions Club for the purchase of Large Type Books. This is an increase over their usually generous donation. We are very grateful for their continuing support of this program. Page 3 Children' s Services School visits included: McKinley, first grade; Washington, first and second grades; United Methodist Nursery School; and Hillsborough Pre-School. The Family Book Sharing Program, "Words , Words , Words" was held November 29 . Singers , storytellers and puppeteers , Nancy McGinley and Claudia Overlock performed for our monthly Saturday program. Begin with Books Cathy Somerton did a total of 36 programs for the Begin With Books Program. A total of 665 children were reached. Cathy has also simplified the process of baby book bags . The first two will now include : a booklist, coupon for a free book, and a library card application. The third will be sent with just the coupon and library card application. Easton Branch The annual staff holiday party will be hosted by the Branch Library staff on Thursday, December 14th! This will be an excellent opportunity for all staff to see the Branch library and the collections it has to offer, while enjoying each other ' s company at the same time. Next Meeting The next meeting will be on January 16th and will be preceded at 4 : OOpm by two brief demos of the two new Reference data-bases, Wilsearch and Magazine Article Summaries . librptl2 Page 4 CITY OF EURLIN.iAME PAGE 37 BUDGET STATUS REPCRT FOR ThE MONTH ENDING NOVEMBER 30x' 1989 PRINTED 12!12/89 x CURRENT MCNTH YEAR-TO-DATE BUDGET EXPENDITURE EXPENDITURE ENCLMBRANCE BALANCE PERCENT - -------------------------------------------------------------------------------------- 101 GENERAL FUND 67500 LIBRARY 010 REGULAR SALARIES 613.115.CC 46,8d4.2'd 23'5x256.95 377x858.05 38.37 011 PART-TIME ,SALARIES 346,321.CiC 20x842.96 1313,114.62 213x2C6.38 38.44 012 OVERTIME 5CO.CO 5CC.00 TOTAL SALARIES & 6A4ES 959xk36.CC 73..727.24 368,371.57 591x564.43 38.37 TOTAL DIRECT LA80R 955,936.CC 73,727.24 36x371.57 591,564.43 38.37 030 RETIREMENT Z21r16o.CO 7x337.85 36x157.53 185r01C.47 16.35 031 GROUP INSURANCE 6x364.07 28x555.52 <28,555.92> 036 MEDICARE INSURANCE 294.15 1,r436.C7 <1r436.C7> 037 UNEMPLOYMENT INSURANCE 038 WORKERS COMPENSATION INSURANCE 466.65 2,425.54 <2..425.54> TOTAL EMPLOYEE BENEFITS 221x1,66.CC, 14x482.72 681575.C6 152x592.94 31.C1 TOTAL EMPLOYEE SERVICES 1,131..1C4.CO b8r2O9.96 436,946.63 744x157.37 36.99 v 110 OFFICE EXPENSE 11,3CO.CC 3,020.3o 5..073.93 6x226.07 44.90 120 SPECIAL DEPARTMENT EXPENSE 15..700.CO 2r 510.89 6,518.36 13,181.64 33.09 122 PERIODICALS 2C,295.CO 2,305.12 12x265.65 8xC29.35 60.44 123 BOOK 3INDINGS 11r620.CC 384.36 o,959.11 4x66C.89 59.89 124 CATALOGING EXPENSE 151655.00 132:26 1x641.3C I4PL13.70 10.48 125 RECORDS AND CASSETTES 8/7CO.CQ 48.63, 4,x582.28 4x117.72 52.67 129 BOOKS AND MAPS 17711CO.CO 13xJ69.71 54r452.C5 122x647.95 30.75 130 SMALL TOOLS 3CG.0C 52.36 247.64 17.45 160 COMMUNICATIONS 91715.CQ 1..127.59 4x364.53 5x35C.47 44.93 170 ELECTRIC &' GAS UTILITIES 32r550.LC 2.461.65 '14.224.44 18,,325.56 43.70 190 MAINTENANCE OF EUILDINGS AND GROUND 17,650.CO 3,241.65 12x116.75 5;733.25 67.88 - 200 EQUIPMENT MAINTENANCE I 31575.CG 944.00 11101.00 2x474.00 30.00 209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1/970.00 50.00 197.44 1x772.56 1C.C2 210 PROFESSIONAL AND ' SPECIALIZED SERVIC 27rQ21.CC 7..021.00 7..021.CO 20xOCC.00 25.58 - -- 220 CONTRACTUAL SERVICES 38,959.00 37,504.40 371504.40 1x454.60 96.27 240 DUES AND SUBSCRIPTIONS 795.CO 409.00 475.CC 32C.60 59.75 250 TRAVEL.. CCNFERENCES & MEETINGS 1,CC0.00 151.95 648.05 15.20 251 DEPARTMENT HEAD CONFERENCE d MEETIN 6CO.CO 357.19 518.19 81.81 86.37 252 STAFF CONFERENCE AND'MEETINGS 1..6CQ.CO 455.CQ 1x145.00 28.44 260 TRAINING AND SAFETY 30CCO.00 255.CG 2x745.00 8.50 290 OTHER CHARGES 1CO.00 1CC.00 701 INSURANCE COST ALLOCATICN 3x444.QO 11712.00 1,712.CO 5C.00 TOTAL SUPPLIES AND SERVICES 406,829.00 75.039.33 171x641.74 235x187.26 42.19 TOTAL SUPPLIES AND' SERVICES 4061829.00 75rO39.33 17!x641.74 235'x197.26 42.19 6 t -11 i ,.Tj CITY OF BURLINGAME PAGE 38 oUDGET STATUS REPORT FOR 'ThE MONTH ENDING NOVEMBER 3C. 1989 FRINTED 12/12/89 CURRENT MONTH YEAR-TO-DATE BLDGET EXPENDITURE "EXPENDITURE ENCUMBRANCE BALANCE PERCENT- - --- ----------=--------------------------------------------------------------------------- t 800 CAPITAL OUTLAY 30.425.00 12P375 OC 15.075.00 15.150.00 49.88 i TOTAL CAPITAL OUTLAY 3C.225.00 12.375.00 15.G75.CC 15.150.00 49.88 .> TOTAL CAPITAL EXPENDITURES 3G.225.00 12.375.00 15.075.00 15.150.00 49.88 v ----- -------------- -------------- -------------- --------------- 67500 LIBRARY TOTAL 1.618.158.CG 175.024.29 623.663.37 994.494.63 38.54 - i r r STATISTICS FOR NOVEMBER 1989 7 q` ® REGISTERED BORROWERS: Total Registered -?9t Burlingame Adults 11 , 000 Burlingame Children 2 ,088 �- Hillsborough Adults 1 , 804 Hillsborough Children 733 Non-San Mateo Co. Borrowers 375 TOTAL: 16 , 000 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch- Adult Print Materials (books, periodicals , pamphlets, paperbacks) 18 , 654 1 , 489 Children' s Print Materials (books , periodicals , pamphlets , paperbacks) 6 , 396 1 , 181 Audio Visual Materials , (records, cassettes, films , videos, a-x-t prints, slides , equipment, talking books) 2 ,750 1 TOTALS: 27 , 800 2 , 671 Main Total 1989 Circ : 27 ,800 Main Total 1988 Circ: 28 , 462 = 21 . 33% Dec. Branch Tot 1989 Circ: 2 , 671 Branch Tot 1988 Circ: 2 , 584 = 3 . 37% Dec. GrandTotal 1989 Circ: 30, 371 GrandTotal 1988 Circ: 31 , 046 = 2 . 17% Dec . -------------------------------------------------------------------------- REFERENCE ACTIVITY: `- Total Reference Questions : 4 , 504 I .L.L. Borrowed: 81 I .L.L. Lent: 264 Grand Total Ref . Activity: 4 , 849 I .L.L. Total: 345 -------------------------------------------------------------------------- COLLECTIONS: added withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 137-;-170/101 , 720 44,2 / 293 -0- I 252 137 , 612/101 , 761 ,Ch.Non-Fic. 19 , 457/ 15 , 521 98 87 -0- / -0- 19-; 55/ 15 , 608 YA Non-Fic. 3,438/ x;385-% ` ' 3ti 3 -0- / 2 3 , 441/ 3 , 386. l`a/ Ad.Fiction 42,804/ 39, 594 192 112 -0- / = 3 42, 996/ 39 , 703. Ch.Fiction 1b ,486/ 11, 068 157/1 73 -0- / 1 16 , 643/ 11 , 140 / 5` .YA Fiction 3 ,341/ 2-;4,t6- a 1;8 / 17 -0- i,;' -0'L 3 , 359/ 2 , 963 Mfr"` TOTALS: ??',`_`_'_/N ; 2-34 910 / 585 -0- / 258 223 , 606/174 , 561 OTHER MATERIALS: Pamphlets 28 , 033 115 9 28 , 139 Paperbacks 2 ,726 -0- -0- 2 ,726 ,- Maps 1 , 670 -0- -0- 1, 670e- Records -5-,-2-15 3 53 5 , 192 V770 Cassettes 3 ,188 4 19 3; 173 ,PO-1f7 Video Tapes 381 8 -0- 3-5-9 3-7 Z Films 49 -0- f© Compact Discs 125 2 -S- 3- - Deposited with the City Treasurer: Main: $ 1,713 . 37 �.. Branch: $ 246 . 45 User Traffic: 36 , 696 - Daily Average: 1 , 320 Total: $ 1 , 959 . 82 Total Meetings Held: 19 People in Attendance: 539 Children' s Programs: 3 Children in Attendance: 250 STATISTICS FOR NOVEMBER 1989 REGISTERED BORROWERS: Total Registered Burlingame Adults 11 , 000 Burlingame Children 2 ,088 �. Hillsborough Adults 1 ,804 Hillsborough Children 733 Non-San Mateo Co. Borrowers 375 TOTAL: 16 , 000 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials (books, periodicals, pamphlets, paperbacks) 18 , 654 1 , 489 Children' s Print Materials (books, periodicals, pamphlets, paperbacks) 6 , 396 1 , 181 Audio Visual Materials (records, cassettes, films , videos, art prints , slides , equipment, talking books ) 2 ,750 1 TOTALS: 27 , 800 2 , 671 Main Total 1989 Circ: 27 , 800 Main Total 1988 Circ: 28 , 462 = 2 . 33% Dec. Branch Tot 1989 Circ: 2 ,671 Branch Tot 1988 Circ: 2 , 584 = 3 . 37% Dec. GrandTotal 1989 Circ: 3.D-,-3-7-1- GrandTotal 1988 Circ: 31 , 046 = 2. 17% Dec. ------------------- =----------------------------------------------- R � EFERENCE ACTIVITY: / �i �- Total Reference Questions : 4 , 504 I .L.L. Borrowed: 81 I .L.L. Lent: 264 Grand Total Ref . Activity: 4 , 849 I .L.L. Total: 345 -------------------------------------------------------------------------- COLLECTIONS: added withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 137 , 170/101 ,720 442 / 293 -0- / 252 137 , 612/101 , 761 Ch.Non-Fic. 19 , 457/ 15, 521 98 ! 87 -0- / -0- 19 , 555/ 15 , 608 YA Non-Fic. 3 , 438/ 3 , 385 3 / 3 -0- / 2 3 , 441/ 3 , 386 Ad.Fiction 42 ,804/ 39 , 594 192 / 112 -0- / 3 42 , 996/ 39 ,703 Ch.Fiction 16 , 486/ 11 ,068 157 / 73 -0- / 1 16 , 643/ 11 , 140 YA Fiction 3 , 341/ 2,946 18 / 17 -0- / -0- 3 , 359/ 2 , 963 TOTALS: 222 ,696/174 , 234 910 / 585 -0- / 258 223 , 606/174 , 561 OTHER MATERIALS: Pamphlets 28 ,033 115 9 28 , 139 Paperbacks 2 ,726 -0- -0- 2, 726 Maps 1 , 670 -0- -0- 1, 670 Records 5 , 215 3 53 5 , 192 Cassettes 3 , 188 4 19 3 , 173 Video Tapes 381 8 -0- 389 Films49 4 Compact Discs 125 -02 -S- 9 127 Deposited with the City Treasurer: Main: $ 1 ,713 . 37 Branch: $ 246 .-45 User Traffic: 36 ,696 - Daily Average: 1 , 320 Total: $ 1 , 959 . 82 Total Meetings Held: 19 People in Attendance: 539 Children' s Programs: 3 Children in Attendance: 250 MONTHLY REPORT MONTH Nnv_p g. OUTREACH ACTIVITIES 1 . Volunteer Coordinator A. Hours worked 37- 2. Volunteers A. Number of volunteers 10 B. Hours contributed 59.5 3. Shut-i-n Patrons---Individual Visits A. Number of patrons 7 B. Number of visits made 14 C. Items circulated 58 �- 4. Shut-in Patrons--Institutional Visits ( it visits Materials circulated A. Hacienda 2 28 B. Edelweiss 2 4 C. Easter Seals _1 50 D. Care West, 0 0 E. Marion Convent 1 15 5, Totals A. Shut-in patrons 11 + 30 B. Visits made 21 C. Items circulated 170 Comments/Activities This month there is a minor rhangP in how we tahii1atp these figures In section 5, A the 11 represents individual patrons and the 30 represents "approximately" 10 patrons at _ C - Marion Convent and 20 patrons at Easter Seals Home whotitally use the service, instead of how many peopleare a ruia y living there. Smaller numbers but a more accurate count.