HomeMy WebLinkAboutAgenda Packet - LB - 1989.03.21 BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES - AGENDA
MARCH 21ST, 1989 - 4 : 30PM
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1. CALL TO ORDER {
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2. ROLL CALL {
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3 . BILLS { APPROVAL
City Checks: $ 27 ,403.02 {
Special Fund: $ 156.00 {
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4 . MINUTES { APPROVAL
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5. CORRESPONDENCE AND COMMUNICATIONS { INFORMATION
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a. Library Events - March {
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6. REPORTS { INFORMATION
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a. City Librarian' s Report {
b. System Advisory Board - Trustee Robertson{
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UNFINISHED BUSINESS {
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8. NEW BUSINESS {
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a. Presentation of Preliminary Space Planning{ INFORMATION
Concepts - Mr. David Shernick - Architect {
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9. FROM THE FLOOR { PUBLIC COMMENTS
10. ADJOURNMENT
03/15/89 baa'• _ `� f/
AGENDAm �� qtr \ I' ;► �'l
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
FEBRUARY 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
President Cannon.
Trustees Present: CANNON, BLEVINS, MINK, ROBERTSON & BACIGALUPI
Trustees Absent: NONE
Staff Present: MRS. PATRICIA BERGSING, CITY LIBRARIAN
MRS. JUDY GLADYSZ, SECRETARY
Others Present: MR. ROBERT DELZELL, BURLINGAME RESIDENT
BILLS:
M/S/C (Blevins/Mink) unanimously to approve the payment of City
checks in the amount of $ 24 , 288 . 44 .
MINUTES•
Minutes of the regular Meeting of January 17th, 1989 were approved as
written and ordered filed.
CORRESPONDENCE AND COMMUNICATIONS:
a. Library Spectacles : Mailed in packets .
b. Resume for David Shernick, Space Planner: Distributed before the
meeting.
REPORTS:
a. CALTAC Workshop: President Cannon gave a report on the CALTAC
workshop that she, Al and Patti had attended. Kris commented on how
beautiful the Pleasanton Library is . She mentioned that the funds
were raised to build the Pleasanton Library by means of a County Bond
Measure.
b. PLS Retreat: Trustee Robertson gave a report on the PLS Retreat she
had attended. She complimented Consultant Marilyn Snider,
who had facilitated the Retreat, on how professional and efficient she
was. Some discussion followed.
C . PLS Legislative Breakfast: Trustee Robertson reported that the PLS
Legislative Breakfast will be held this year on March 11th, at the
Crowne Plaza Hotel. All are invited and urged to attend.
d. Long-Range Planning Team - Trustee Cannon said the Planning Team met
twice in January to review and revise the objectives and activities
regarding the Long-Range plan. She brought the Board members up-to-
date on the progress . Trustee Mink inquired about adding the new
objectives and activities to the Long-Range Plan and forwarding them
to Council.
Page 1
e. City Librarian: Trustee Mink asked the City Librarian if 4 to 6 weeks
is a good projection date for the Geac 9000 to come "on-line . " There
was some discussion. Mrs . Bergsing brought the Board members up-to-
date on the progress at PLAN regarding the Geac 9000 . Hopefully, if
all the "bugs" can be worked out, the new system will come on-line in
March.
Trustee Mink said she is anxious to see public access terminals
in the Library. Mrs . Bergsing replied it would more than likely be
another year before that happens .
UNFINISHED BUSINESS:
NEW BUSINESS :
a. MEMBER OF BOARD ON BRANCH STUDY TASK FORCE: Trustee Mink nominated
Trustee Blevins to be on the Branch Study Task Force representing the
Library Board. The nomination was seconded by Trustee Bacigalupi and
the position was accepted by Trustee Blevins .
b. COPY MACHINE: There was no proposal for a new copy machine. There was
some discussion and it was determined that the only need for a third
machine is at tax time. There aren' t any available for rent with a
coin attachment.
FROM THE FLOOR: Mr. Delzell said he is on a new Democratic committee in
Burlingame and wanted to know who sets the policy and procedures for the
use of the Community Room. Mrs . Bergsing explained the policies to Mr.
Delzell and he complimented the Library on having a good selection of
books . Some discussion followed.
ADJOURNMENT:
The meeting was adjourned at 5 : 45pm with the next meeting set for
March 21st, 1989 in the California Room at 4 : 30pm.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
PMB/
02/27/89
JAG
February
Page 2
LIBRARIAN' S REPORT
MARCH 21st, 1989
Space Planning
We hired Architect David Shernick to do some preliminary space planning
for the Library. He has interviewed, separately, each of the supervisors,
written up their comments and suggestions, reviewed them with each supervisor,
and then forwarded them to me. He has studied our long-range plan and
developed some short and long range concepts for rearranging space within the
existing building and also for using the Duncan property. He is presenting
these ideas to the Library supervisors on March 17th, and I have asked him to
attend your March 21st Board meeting and present them to you. Both the
Assistant City Librarian and I think there are many very good possibilities in
what he is suggesting, but we also realize that "true costs" can' t be
developed without further study by engineer, architects, City staff, etc.
However, we very much need your reactions, comments and support if we are
going to proceed.
Budget 1989-1990
Work is proceeding on the budget, but, largely because of Mr. Shernick' s
project, we still have a number of unresolved issues . Basically, the
operating budget reflects increases for inflation, previously negotiated pay
increases, a new security system and a request to increase a professional
reference librarian I position from 15 hours per week to 25 hours. As you
.now, the budget is due to the City Manager on April 5th, and that ' s probably
,..:xactly when we' ll complete it.
PLAN/Geac
Several meetings have been held regarding the PLAN budget for fiscal year
1989/90. Central site costs have risen some, in addition, we will need to
factor in equipment needs in our budget for the upcoming year. At the moment
we are considering 3 new terminals. One, already budgeted for 1988/89 , would
be a specialized terminal for Technical Services. Two more terminals are
planned for the Reference Office and the Circulation/Outreach areas. Some re-
cabling would be necessary to accomplish the installation of these terminals.
The migration to the Geac 9000 is still some 4-6 weeks away. The
formatting of notices and the RLIN interface for adding new materials must be
operational first.
System librarians are also analyzing the feasibility of a CD-ROM product
(compact disc read only memory) . This optical disk technology can handle
large amounts of data and either be used alone, or in conjunction with an on-
line system. One of the major reasons PLAN libraries are considering this
technology as an option is that it would free the on-line system from many of
the basic searches done by staff and patrons. One configuration might be to
have all of the on-line public access catalog records on the CD-ROM product.
Individual library holdings might then be on the on-line.
Page 1
lifornia Library Association Legislative Day
Legislative Day in Sacramento is scheduled for May 10th. We have
registration forms if any of you are planning to attend. Several library
staff members are going.
Parking Structure
Included in your packet is the staff report regarding the parking
structure. The best guess, at the moment, is that construction will probably
begin sometime in April. We are hoping to receive a map from Public Works
that will show nearby parking areas for public and staff during the
construction period.
Suggestion Box
We have finally instituted a new and improved suggestion procedure for
the public. The forms (a sample is included in the packet) are on top of the
change machine, and the suggestions and responses from appropriate staff are
posted on the kiosk display board. You may wish to take a look. We have
already had about ten suggestions.
Vending Machine
In our on-going desire to respond to public requests and yet not deplete
e library supply budget, the Friends have purchased a pen vending machine
'N.nich is near the Friends book bag dispenser. So far the pens are proving to
be a popular new item.
Fax Machine
The Library has purchased a new "Fax" machine and we are now trying to
decide where to install it that will be the most useful. The Peninsula
Library System contributed $700 per library toward the purchase of the
machine.
Volunteer Coffee
The Library is planning its annual Volunteer Coffee on Wednesday, April
12th, at 11: 00am, in the Community Room. We are celebrating both Volunteer
Week and National Library Week during the week of April 9th through 16th. We
are hoping that some of you will be able to attend the Coffee to honor our
volunteers .
Programs and Services
The Spring Garden Seminar was held on Saturday, March 18th at the
Recreation Center. It was co-sponsored this year by the Beautification
Commission and the Friends of the Library. Esther Cummings, from the
reference staff, took a display of gardening books to the seminar and checked
nut books there to interested attendees. We ' ll have a brief report for your
aeting.
Page 2
The second annual P.L. S. Author' s Fair is scheduled for April 9th and
16th. A flyer is attached. If you think you wish to attend, be sure and get
your tickets early. Space is limited.
The P.L.S. Legislative Breakfast was quite successful. Since most of you
were there, I won' t give a report.
The Peninsula Library System is participating in planning for the "County
2000" program scheduled for Fall 1989. I have included the memo from Claudia
Argyres describing the project.
Exhibits at the main library included the paintings on sale for the
Silent Auction followed by paintings done by the members of the Burlingame Art
Society. Displays on potpourri, knitting, and the Art of Enchantment were
featured.
Children' s Services
Cathy Somerton reports a total of 27 programs for 464 children were held.
This included 4 pre-school storyhours, 3 Toddler Story Times, 2 class visits
to Easton and 18 programs in schools. A toddler story time was held during
February which ran for four weeks only. Attendance varied from 8 to 16 .
Response has been positive. Cathy plans another 4 week session to run from
mid-April to mid-May.
The March school-age program will be held on Saturday, March 25th at Ilam
featuring Nancy Raven, folksinger and recording artist.
Reference Division
Shuk-Chun and Brenda Chavez attended the PLS Film Committee meeting at
which last year' s goals and objectives were re-examined and updated for the
coming year. Selection policies from all the PLS libraries were discussed and
will be compiled for exchange among libraries. Many video titles including
feature and non-feature videos were approved for purchase.
Work has begun on the Periodical study project. This effort is being
made to analyze our holdings and policies for periodicals for the next seven
years. The study is being done with a task force which will review titles by
subject areas, eg: business, computers, etc. An effort is being made to
review titles for relevancy to our community, patron use, access to indexing,
and relevancy of titles to each other.
Collection Development and Arrangement
Weeding is continuing in the 900 ' s. The travel section is now weeded and
many new, up-to-date titles have been ordered. Two task forces are considering
stack space arrangement: one group is looking at the Browsing Room and another
at the fiction and non-fiction stack arrangement.
Page 3
Outreach
L- Our new Outreach coordinator, Dale Nelson, started in January. Dale
comes to us with experience in several county libraries. Dale will be working
at the Circulation Desk several hours per week in addition to the ten hours he
will spend on outreach duties. Dale is the contact person for the program,
matching volunteers with subscribers. Three new outreach patrons were
acquired during the month. Patrons reached by this program number 161 ,
including institutions. Eighteen volunteers contributed 86 hours during the
month.
Easton Branch
Joan Giampaoli is very much enjoying her new responsibilities as Branch
supervisor and we appreciate having her on the management team.
Staff Development
Supervisory Training began for two of our supervisors, Deanna Tomei and
Joan Giampaoli. The training is sponsored by the City of Burlingame and the
City of San Mateo personnel divisions. Feedback initially has been quite
good.
Personnel
The oral interview phase of recruitment for the Library Assistant II ,
Stack Supervisor position will be held March 22 .
Brenda Chavez left on maternity leave March 3 . Her anticipated return
date is July 7 . Michael Hubbell has been appointed full-time in her absence.
Page 4
STATISTICS FOR FEBRUARY 1989
REGISTERED BORROWERS:
Total Registered
• f
Burlingame Adults 15 , 621
Burlingame Children 2 , 484 {
Hillsborough Adults 2 , 670
Hillsborough Children 911
Non-San Mateo Co. Borrowers 408 i
TOTAL: 22 , 094
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CIRCULATION ACTIVITY:
Main: Branch:
Adult Print Materials
(books, periodicals, pamphlets , paperbacks ) 18 , 258 1 , 646
Children' s Print Materials
(books, periodicals, pamphlets, paperbacks ) 6 , 281 1 , 001
Audio Visual Materials
( records, cassettes, films, videos, art j
prints, slides, equipment, talking books ) 2 , 336 2
TOTALS: 26 , 875 2 , 649
f
Main Total 1989 Circ : 26 , 875 Main Total 1988 Circ: 26 , 121 = 2 . 89% Inc.
Branch Tot 1989 Circ: 2 , 649 Branch Tot 1988 Circ: 2 , 603 = 1 . 77% Inc.
GrandTotal 1989 Circ: 29 , 524 GrandTotal 1988 Circ: 28 ,724 = 2 . 79% Inc.
--------------------------------------------------------------------------
REFERENCE ACTIVITY:
i
Total Reference Questions : 6 , 606 I .L.L. Borrowed: 78 I
I .L.L. Lent: 216
----Grand Total Ref . Activity: 6 , 900 I .L.L. Total: 294
-- --------------------------------------------------------------------
COLLECTIONS: added withdrawn total
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 137 , 279/102, 228 313 / 231 705 / 634 136 , 887/101 , 825
Ch.Non-Fic. 18 , 846/ 15 , 052 68 / 55 -0- / -0- 18 , 914/ 15 , 107
YA Non-Fic. 3 , 337/ 3 , 286 7 / 7 -0- / -0- 3 , 344/ 3 , 293
Ad.Fiction 42 , 089/ 39, 292 133 / 80 165 / 110 42 , 057/ 39 , 262
Ch.Fiction 15 ,734/ 10 , 590 52 / 38 -0- / -0- 15 ,786/ 10 , 628
YA Fiction 3 , 258/ 2, 882 9 / 5 -0- / -0- 3 , 267/ 2 , 887
TOTALS: 219 ,913/175, 010 582 / 416 870 / 744 220 , 255/174 , 682
OTHER MATERIALS:
Pamphlets 27 , 461 97 311 27 , 247
Paperbacks 2 ,726 -0- -0- 2 ,726
Maps 1 , 605 28 1 1 , 632
Records 5 , 563 11 -0- 5 , 574
Cassettes 2 , 602 203 5 2 , 800
Video Tapes 289 -0- -0- 289
Films 6 -0- -0- 6
Art Prints 74 -0- -0- 74
Deposited with the City Treasurer: Main: $ 1 , 060 . 15
Branch: $ 208 . 00
- User Traffic: 30 , 899 - Daily Average : 1 , 188 Total: $ 14268. 15
Total Meetings Held: 18 People in Attendance: 426
Children' s Programs : 27 Children in Attendance: 464
CITY OF SURLINGAME PAGE 4--(
EXPENDITURES 5Y SUB-PROGRAM 1
t FOR THE MONTH ENDING FEBRUARY 23. 1939 PRINTED 03/17/89
CURRENT MONTH YEAR-TO-DATE
-
BUDGET EXPENDITURE---"__ EXPENDITURE ENCUMBRANCE -----BALANCE----_PERCENT-
------------------------------
I
�i 67500 LIBRARY
01 142.00 142.00 <142.00>
s
7-"AL---- - --- - --- _ - - 142:00 142.00 __ <142.-00>---- --
142:00 142.00 - <142.00>
010 REGULAR SALARIES 569,212.00 66.617.36 481.761.13 87,450.87 . 84.64
- Ott *ART-TINE SALARIES - 329,511.00 -- - `- 97,928.71 ---- 231,582.29 ---' 29.-72----""-:.i
i
21
TOTAL SALARIES d WAGES 89n,723.00 66.617.86 579,689.84 319.033.16 64.50
v TOTAL DIRECT LABOR 8981723.00 66,617.86 579x689.84 3191033.16 64.50
,y
Ott OVlRTIMC-__... 1,500.00-. _ ..__-- - -------- -__..-. _. 1.500.00
u
(r, TOTAL SALARIES & WAGES 1,500.00 1,500.00 t ,
030 RETIREMENT 204.212.00 6,984.92 72.242.63 131,969.37 35.38 y
031 GROUP INSURANCE 4,325.66 22.191.76 <22,191.75>
-- 030 MEDICARE INSURANCE 193.11 878.52 <878.52>
037 UNEMPLOYMENT INSURANCE
TOTAL EMPLOYEE bENEPITS 204.212.00 12.003.69 95.312.91 108,899.09 46.67
TOTAL EMPLOYEE SERVICtS 1,104,435.00 7d,621.55 075.002.75 429,432.25 61.12
I
110 OFFICE EXPENSE 10,760.00 197.20 5,501.00 5.259.00 51.12
120 SPECIAL DEPARTMENT EXPENSE 18,76U.00 1,77J.41 10,235.26 8,524.74 54.56
142 PERIODICALS 20.295.00 28.06 15.917.72 4,377.28 78.43
123 BOOK dINDINGS 11,15u.00 1,101.35 7,d74.74 3.275.26 70.63
i., 124 CATALOGING EXPENSE 15,055.60 110.93 1,145.63 14.509.37 7.32
125 RECORDS AND CASSETTES 8,200.00 1.702.51 2,762.91 5,437.09 33.69
.l 129 BOOKS AND MAPS 16x,670.00 12,612.59 92,620.76 7o,049.24 54.91
130 SMALL TOOLS 300.60 42.85 257.15 14.23
160 COMMUNICATIONS 9,250.00 1,561.47 6,217.20 3,032.80 67.21
>f. 170 ELECTRIC & GAS UTILITIES 31,000.00 2,9dd.31 19,261.84 11,73E.16 62.13
190 MAINTENANCE OF dUILDING� AND GROUND 17,000.00 1,058.74 9.257.05 7,742.95 54.45
i 26U EQUIPMENT MAINTENANCE 1,075.00 1.107.60 <32.60> 103.03
209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1,120.00 1,120.CO
210 PROFESSIONAL AND SPECIALIZED SERVIC 5,246.UO 5,246.00 100.00
i'i.. 220 CONTRACTUAL SERVICES 37,747.00 40,421.20 <2,674.20> 107.03 -
240 DUES AND SUBSCRIPTIONS 73U.00 40.00 765.00 <35.00> 104.79
250 TRAVEL, CONFERENCES & MEETINGS 950.CO 119.05 830.95 12.53
251 DEPARTMENT MEAD CONFERENCE 6 MEETIN 600.00 553.75 246.24 69.22
252 STAFF CONFERENCE AND MEETINGS 1,600.00 340.00 1,640.66 <4C.65> 102.55
i
'. CITY OF SURLINGAME( PAGE 43
EXPENDITURES BY SUd-PRu..RAM 1
y4 FOR THE MONTH EENDING FEBRUARY 28.- 1989 PRINTED 03/17/89
CURRENT MONTH YEAR-TO-DATE
BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT
--------------------------------------------------------------------------------------
v 260 TRAINING AND SAFETY 5.000.00 750.00 1.041.00 3.959.00 20.82
290 OTHER CHARGES 100.00 100.00 _.
t. 701 INSURANCE COST ALLOCATION 3.337.00 2.224.00 2.224.00 1.113.00 66.65
—`TOTAL SUPPLIES AND SERVICES 368.745.00 26.485.57 2231955.43 144.789.57 60.73
TOTAL SUPPLIES AND SERVICES 368.745.00 26.485.57 223.955.43 144.-789.57 60.73
800 CAPITAL OUTLAY 26.651.110 21.963.00 41688.00 82.41
TOTAL CAPITAL OUTLAY 261651.00 211963.00 4.-688.00 82.41
„ TOTAL CAPITAL EXPENDITURES 2o1651.00 21.963.00 4.688.00 82.41
-------------- -------------- -------------- -------------- --------------
67500 LIBRARY 1.499.831.00 105.249.12 921.063.18 578.-767.82 61.41 ;
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MONTHLY REPORT
MONTH February
OUTREACH ACTIVITIES
1 . Volunteer Coordinator
A. Hours worked 26
2. Volunteers
A. Number of volunteers 18
B. Hours contributed 89
3. Shut-in Patrons---Individual Visits
A. Number of patrons 18
B. Number of visits made 31
C. Items circulated 146
4. Shut-in Patrons--Institutional Visits
# visits Materials circulated
A. Hacienda 2 53
B. Edelweiss 2 12
C. Easter Seals 1 50
D. Care West 1 40
E, Marion Convent 1 12
5, Totals
A. Shut-in patrons 161
38
B. Visits made
C. Items circulated 252
Comments/Activities
During the last week of February we acquired three new
outreach patrons.