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HomeMy WebLinkAboutAgenda Packet - LB - 1989.10.17 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - AGENDA OCTOBER 17TH, 1989 - 4 : 30PM { SUGGESTED ACTION 1 . CALL TO ORDER { { 2 . ROLL_CALL { { 3 . BILLS { APPROVAL City Checks: $25,025.61 { Special Fund: $ 133.00 { { 4 . MINUTES { APPROVAL { 5. CORRESPONDENCE AND COMMUNICATIONS { INFORMATION a. City Newsletter { { b. Library Events - October { { c. Governor ' s Action on Legislation { { { 6. REPORTS { INFORMATION { a. City Librarian' s Report { { b. Report on County 2000 - { Trustees Robertson and Mink { c. Report on Visit to New Fremont Library { Trustees Blevins , Cannon & Robertson { { d. Report from the System Advisory Board { Meeting - Trustee Robertson { { 7 . UNFINISHED BUSINESS { { a. Board Attendance at the General Staff { INFORMATION Meeting - October 25th at 8 : 00am { b. Board Attendance at C.L.A. - Nov. 11-13 { INFORMATION f 8 . NEW BUSINESS { { a. Holiday Schedule for 1990 { ACTION f b. MAS Demonstration in November { INFORMATION { 9 . FROM THE FLOOR { PUBLIC COMMENTS { 10 . EXECUTIVE SESSION _ EMPLOYEE ACHIEVEMENT AWARDS { { 11 . ADJOURNMENT { { �- 10/11/89 { AGENDAO { { BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES `.- MINUTES SEPTEMBER 19TH, 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 President Bacigalupi. Trustees Present: BACIGALUPI, ROBERTSON, CANNON; MINK, & BLEVINS Trustees Absent: NONE 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 $41,841.85. MINUTES: Minutes of the regular meeting of August 15th, 1989 were approved as written after the following correction: BILLS: M/S/C (Mink/Blevins) instead of (Mink/Bacigalupi) as President Bacigalupi was not present. The Minutes were then ordered filed. Mrs. Bergsing introduced Teresa McCann to the Board members. Ms. McCann told of her background and experience and said she was happy to be employed by the Burlingame Public Library. The Board members welcomed Teresa. CORRESPONDENCE AND COMMUNICATIONS: a. Carol Minks Letter of Resignation and Acceptance by Council - Mailed in the packets. b. Letter from Asst. City Manager of San Mateo, Jim Nantell, complimenting staff and the reply from City Librarian Bergsing - Mailed in the packets. C. Year-end Financial Status Report = Mailed in the packets. There was brief discussion about the materials that had been mailed in the packets. REPORTS: CITY LIBRARIAN'S REPORT: Trustee Mink commended the A/V Task Force on the wonderful job they are doing. President Bacigalupi said he would be sure that the Friends Booksale is publicized on KGO radio. Trustee Mink said she would like to see some reading materials for new "Grandparents" on the shelves in a special area to encourage reading to grandchildren. UPDATE REPORT ON BRANCH TASK FORCE - TRUSTEES BLEVINS & CANNON: Trustee Blevins gave an update report on the Branch Task Force meeting. The purpose of the study is to improve the relevance of the collection and services to the community. She said the Task Force is reviewing and evaluating the collection and service policies at the Branch and goals and objectives are currently being drafted. The final report will be made available in December. Some discussion followed. REPORT ON LANTOS CONFERENCE - "THE BOOK AND BEYOND" - TRUSTEE CANNON: Trustee Cannon gave her report on the Lantos Conference. All who attended thought it was a worthwhile conference. Brief discussion followed. UNFINISHED BUSINESS: Mrs. Bergsing said she had received an invitation from the new Fremont Library to attend their Open House on October 4th from 3-6. Trustees Cannon, Robertson and Blevins all said they would attend. Librarian Bergsing said she would RSVP on their behalf. NEW BUSINESS: Mr. Escoffier gave a very detailed report, about the landscape project, complete with drawings, that will take place as soon as possible. After some suggestions and discussion the Board agreed to request an amount, not to exceed $5,000 from the Duncan Trust to supplement, not supplant, the City funds that are available for this undertaking. After some discussion, Trustees Cannon and Robertson decided they would be attending the CLA Conference in November. Librarian Bergsing said she would send in the registrations. Librarian Bergsing distributed the CLA Legislative changes to date to keep the Board informed. FROM THE FLOOR: ADJOURNMENT: The meeting was adjourned at 5:40 to executive session, to. discuss the Employee Achievement Awards with the next meeting of the Library Board of Trustees to be held on October 17th, 1989 at 4:30pm in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg 9/26/89 September LIBRARIAN' S REPORT October 17th, 1989 Branch Task Force The Branch Task Force is finalizing their recommendations for updating the collections and services at the Branch Library. Goals, objectives and activities have been drafted. The final report will include the process of the work of the committee, along with demographics and other statistics gathered, and final recommendations from the committee. It will be submitted for Board approval at your November or December meeting. Book Selection All subject selectors attended the September 13 book selection meeting. The focus was on the new budget and collection management assignments . A number of procedural issues were discussed and resolved. The third revised edition of the Burlingame Bibliography has been published. It is a classified list of sources on the city and its history. There are sections on Indians , architecture and landmarks, schools , planning, etc. Al Escoffier compiled the bibliography which includes annotations to give an idea of what each source contains . All sources are available here at the library. A/V Task Force The A/V Task Force is continuing their work on weeding the collection. Many titles are being weeded on condition alone, as many titles are nearly unusable. In addition, plans are being made to move the Audio Visual Desk back to create a better traffic flow and a more workable staff station. PLAN/GEAC Only minor downtime has occurred with the Geac 9000 to date. We are pleased that the transfer to the new machine has been so successful. Planning for the purchase of new terminals is currently being done by a task force of the Automated Planning Group. Their recommendations will be offered shortly for those libraries wishing to purchase equipment. We anticipate two new terminals this fiscal year. Three Requests for Proposal for the telecommunications upgrade to our system have been received. The response will be reviewed shortly. Bibliographic conversion details are still being worked out with the community college district in an effort to reduce the overall costs of conversion. . CLSA Reimbursements 1989-1990 Attached to this report is the summary of the amount money received from the State for serving non-residents during the past year. As you see, the City was reimbursed approximately $5 ,000 more than last year. Page 1 Holiday Schedule Included in your packet are the City Hall Holiday Schedule for 1990 and the proposed Library Holiday Schedule. We would like your approval of the Library schedule. Duncan Trust The Peninsula Community Foundation has approved your request for $4 , 000 to provide brick planter boxes and two new benches in front of the Library. The Park Department has not yet scheduled the renovation project pending completion of other projects. We also received word from the Foundation that the tenant upstairs in the Duncan Building has given notice that she is leaving on October 31st. After conferring with the City Manager, we notified Bill Somerville that it would be alright to lease the upstairs for one year. The five-year lease on the downstairs expires in Septdmber 1990, and if for some reason Fox and Carskadon do not exercise their option to renew the lease for another five years, we don' t want to be locked into a long-term lease upstairs. Friends Booksale The Fall Booksale is a four day event this year. Opening night will be October 12 , 6-9 PM. The sale continues Friday, 4-8 , Saturday, 10-4 , Sunday, 1-4 . Magazine Article Summaries The CD ROM index to magazine articles is now available to the public. The public is responding well and seem to be able to access the citations and abstracts by themselves. Some afternoons it appears as if we should have several machines ! We have scheduled a brief demo of MAS for your November meeting, and have included in this report a brief description of what it provides . If possible, because of staff schedules, we would like to hold the demo prior to your meeting at either 4 : 15 or 4 : 30pm. Children' s Services Twenty one families have joined the Family Book Sharing program to date. The publicity in the Boutique was front page news ! A mailing to 500 hundred families has also been made. The first of the three presentation to parents on Introducing children to the Arts was held on Wednesday evening, September 27th. Fifteen people heard Pat Skjverhein speak about visual awareness. Concurrently, Michelle Barrese, along with pages Amy Dower and Joe Scheurs conducted a program for the 3 years olds in the Children' s Room. •The second presentation will be Music and Books, featuring Cathy Somerton. The fourth Saturday program was the Magical Moonshine Theatre with Mike Nelson. One hundred and thirty-five people attended! Page 2 The first of the Saturday Read Aloud program drew only .five children. Since it is a new program hopefully this number will increase. Marlys Lovell from Lincoln School has asked Joan Manini to assist in choosing books for grades 3-5 for their "Books of the Month Program" for the months January through May. Theodore Taylor, children' s author, who had volunteered to speak to the public in November had to cancel. He will reschedule in January. Begin with Books Programs and school visits resumed the middle of September. During the month, Cathy did 15 programs including 2 preschool Story Hours, 4 toddle Story Times, 1 class visit to Easton, 1 class visit to the Main and 7 programs in the schools. These program were attended by a total of 247 children. Fourteen of the 25 pre-schools and kindergartens in the city have responded to the letter Cathy send out early this month and have scheduled programs. Circulation Division The Circulation Task Force is continuing to review circulation arrangements at other libraries in an effort to better understand our space options at Burlingame. Michael Donnellan has competed the first draft of a new Page Handbook. The intent of the Handbook is to provide a training device for new pages. The Handbook will include basic work rules and expectations for pages . �..- Currently the draft is under review by those staff who supervise pages , for their input. It should prove a useful device for management of our pages throughout the library. Six candidates took the page test on September 28th. We will be hiring from that list in the next week. Reference Division Esther set up the PLS Booth on California History at the Books and Beyond Conference. Donna attended the PLS Reference Committee Meeting on September 26th. Shuk Chun attended the Film Committee meeting on September 20. A new master video list is available. Over 100 titles were approved for purchase. Plans are nearing completion for the PLS forum on "Multi-Cultural Awareness in our libraries . " Sandy Gleichmann is the organizer of the event. The forum will be held for staff of all PLS libraries and will be on Tuesday, October 24 , 9 - 11 : 30 AM. Poetry Readings for September included Phyllis Koestenbaum who read more than 20 of her sonnets to an audience of 14 . Philip Klasky entertained over 22 people with his unique performance style. Page 3 i 4 jt E1 i Easton Branch i The Branch carpet has finally been repaired. Old carpet from the I community room (at the Branch) was removed and used to repair the stair = treds . New carpet was purchased for the meeting room. Personnel Allegra Diaz transferred to the Children' s Division from the Technical Services Division. Scott Harden of the Children' s Division resigned. Brandon Dudley transferred to the Audio Visual Division. Exhibit An exhibit on "Ear Tissue Donation" was on display with books on hearing during this past month. PMB. j 10/11/89 librptl0 t Page 4 STATISTICS FOR SEPTEMBER 1989 REGISTERED BORROWERS: Total Registered Burlingame Adults 10 ,743 Burlingame Children 2 , 003 Hillsborough Adults 1 ,760 Hillsborough Children 723 Non-San Mateo Co. Borrowers 359 TOTAL: 15 , 588 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main• Branch• Adult Print Materials (books, periodicals, pamphlets , paperbacks) 17 ,152 1 ,578 Children' s Print Materials (books, periodicals, pamphlets , paperbacks) 5 , 534 928 Audio Visual Materials ( records, cassettes, films, videos, art prints, slides , equipment, talking books ) 2 , 459 2 TOTALS: 25 , 143 2, 508 Main Total 1989 Circ: 25 , 143 Main Total 1988 Circ : 26 ,175 = 3 . 94% Dec. Branch Tot 1989 Circ: 2, 508 Branch Tot 1988 Circ: 2 ,775 = 9 . 62% Dec. GrandTotal 1989 Circ: 27 , 651 GrandTotal 1988 Circ: 28 , 950 = 4 . 49% Dec. -------------------------------------------------------------------------- REFERENCE ACTIVITY: Total Reference Questions: 6 , 214 I .L.L. Borrowed: 79 I .L.L. Lent: 204 Grand Total Ref. Activity: 6 ,497 I .L.L. Total: 283 -------------------------------------------------------------------------- COLLECTIONS: added withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 136, 485/101,169 445 / 346 -0- / 57 136 , 930/101 ,458 Ch.Non-Fic. 19 , 298/ 15 , 357 90 / 80 -0- / -0- 19 , 388/ 15 , 459 YA Non-Fic. 3 , 422/ 3 , 369 8 / 8 -0- / -0- 3 , 430/ 3 , 377 Ad.Fiction 42 , 509/ 39, 396 147 / 95 -0- / 1 42 ,656/ 39 , 490 Ch.Fiction 16 , 312/ 10, 953 91 / 68 -0- / -0- 16 , 403/ 11 , 021 YA Fiction 3 , 328/ 2,934 -0- / -0- -0- / -0- 3 , 328/ 2 , 934 TOTALS: 221 , 354/173 ,200 781 / 597 -0- / 58 222, 135/173 ,739 OTHER MATERIALS: Pamphlets 27 , 833 89 20 28 , 002 Paperbacks 2,726 -0 -0- 2 ,726 Maps 1 , 670 -0- -0- 1 , 670 Records 5, 341 3 55 5 , 289 Cassettes 3 , 144 14 6 3 , 152 Video Tapes 331 10 -0- 351 Films 10 -0- -0- 10 Compact Discs 120 5 -0- 125 Deposited with the City Treasurer: Main: $ 952 . 63 Branch: $ 205 . 35 User Traffic: 33 , 175 - Daily Average: 1, 228 Total: $ 1 , 157 . 98 Total Meetings Held: 21 People in Attendance: 437 Children' s Programs: 1 Children in Attendance: 130 13 '"£ ,.-,vrY. r."'Y€iteb�s. m.w:..:�-.:�.b�az c. ..,."•.:.,.:.a.EaY�r,a`�"a5. ..r c yam... - �' _.. ........ - 4 .s...mv� ..._ ^s��.���;.wo�. '_- "�a ....•..-. -....::ea':._ .: *e....�..::;;n w,..'+.5t+t�*�� +��+¢„"7� _ :r.•+rm�"`../ __,.'Y„'`-::-y�,,.a a -w 1 - u b + '{ CITY OF 3U:RLINGAMc 3UDGET STATUS REPORT 6 FOR THE r131dTH ENDING SEPTt_M3_R 30, 1939 ' CURRENT MONTH YEAR-TO-DATE BUDGET EXPENDITURE EXPEiP�.ITU�c.a,_�ALANCF..-_�_ o ----------- -- 101 GENERAL- FUND 57500 LI3RARY 31 110 OFFICE... EXPENSE 11.300. 00 936.50 1 ,036. 45 . ..•.10. 213. 55. j 32' 120 SPECIAL OEPARTAENT EXPENSE 19,700.00 965.47 2,777. 57 1d,922.43 �3; 122 PERIODICALS 20. 295 .00 9,337. 27 9,538 .60 10,756. 40 = ! 123 300K 31INDINGS 11 ,620 00 5,302.47 6.465. 15,154. 28 " 351 124 CATALOGING EXPENSE 15.655.00 1 ,314.47 1 ,414. 47 14, 240. 53 �76+ 125 RECORDS AND CASSETTES 3,_700. 00 535. 42 3,0_43.80 5,651 . 20 1 Z 9 30OKS AND - MAPS 177,100.00 12,753.92 26,347.16 150,752. 84 Jl-a{ 130 SMALL TOOLS 300.00 w7.05 47.08 . 252. 92 > 160 COMMUNICATIONS 9,715. 00 1,OJ7.93 1 ,813 . 61 7,901 .39 170 ELECTRIC y GAS UTILITIES _--- 32,550. 00-- 3,050. 60 3,960 .85-- 23,589.15• -- , �,+,<< 190 MAINTENANCE OF 3UILDINGS AND GROUND 17,350.00 5,2 3? . 3 9 7,444. 00 -10,406.00 !'z{ 200 EQUIPMENT MAINTENANCE _N_ _ 3, 575 . 00 137.00 157. 00 3, 418. 00 209 AUDIO-VISUAL EyUIPAENT MAITEN.INC00 - - - 14. 49 1 ,955.51 210 PROFESSIO?JAL AND SPECIALIZED SERVIC 27,021 .00 271021 . 00 3 220 CONTRACTUAL - SERVICES 36,939.00 33,959. 00 - - - - - t0. _- _ 4500 750.00 -- -- � .; Z4J DUES AND SUBSCRIPTIONS 793 .00 ;5. 250 TRAVcL, CO1FE:.E ACES � M E T I N G S 11000. 00 1.000. 00 ' 251 DEPARTMENT HEAD CONFERENCE � MEETIV 600.00 131 .00 151 . 00 449.00 --- - --- 252 STAFF CONFERENCE AND ilEETIVvS 1,600.00 403. 010 405 . 00 1 195. 00 260 TRAINING AND SAFETY 3,000. 00 5.00 150.00 2,850.00 29:0 OTHER CHA,RIES _100.00 ` 100.00 701 INSURAC-E- COST ALLOCATION _ --- --- 3,424.00 356.00 2,568.00 sj TOTAL SUPPLIES AND SERVICES - 406,829 .00 41 ,341 . 35 70,P722. 30 -1 336,1-06. 20 ro TOTAL SUPPLIES AND SERVICES 406,629.00 41 ,341 .35 70,722. 80 336,106.2-0 --, MONTHLY REPORT T`-- MONTH September 1989 OUTREACH ACTIVITIES 1 . Volunteer Coordinator A. Hours worked 25 2. Volunteers A. Number of volunteers 9 B. Hours contributed 77.5 3. Shut-in Patrons---Individual Visits A. Number of patrons 15 B. Number of visits made 22 C. Items circulated 152 4. Shut-in Patrons--Institutional Visits # visits Materials circulated A. Hacienda 2 36 B. Edelweiss 2 17 C. Easter Seals 1 50 D. Care West. 1 40 E. Marion Convent 1 15 5, Totals X. Shut-in patrons 148 _ B. Visits made –77— C. Items circulated ' 216 ' Comments/Activities Two of our volunteer delivery persons (Dana and Marge) were on vacation during parts of September but Jean Dahlinger, who function's as a substitute volunteer. was, able to "pinch-hit" for them so the deliveries continued smoothly. Dale Nelson