HomeMy WebLinkAboutAgenda Packet - LB - 1988.04.19 BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES - AGENDA
APRIL 19, 1988
{ SUGGESTED ACTION
1. CALL TO ORDER f
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2 . ROLL CALL {
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3 . BILLS { APPROVAL
City Checks: $51 ,138.32 {
Special Fund: 2,906.29 {
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4 . MINUTES { APPROVAL
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5 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION
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. a. System Advisory Board Minutes and Attach-{
ments f
b. City Newsletter {
c. Negative Declaration and Initial Study {
for Parking Structure on Parking Lot A {
d. Friends of the Library Newsletter {
e. Legislative Day Announcement & Agenda {
f. Read-In Flyer f
. g. California State Library Newsletter {
h. Update on Legislation {
i. Articles on Literacy and Distributing {
Tax Forms {
j . Library Spectacles - April {
f
6 . REPORTS { INFORMATION
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a. Report from PLS Advisory Board - Blevins {
b. Planning Committee - Cannon {
c. City Librarian f
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7 . UNFINISHED BUSINESS { INFORMATION
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a. Project Read - Tabled to May Meeting {
b. Survey Form Returns { DISCUSSION
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8 . NEW BUSINESS {
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a. Request to Foundation for Funds from {
the Duncan Trust { ACTION
b. Legislative Day - May 11th { INFORMATION
c. Request for Funds from Trustees Acct. { ACTION
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9 . FROM THE FLOOR { PUBLIC COMMENTS
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10 . ADJOURNMENT {
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PMB/jg {
4/13/88 {
AGENDAA {
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BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
MARCH 15TH, 1988
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 Mink.
Trustees Present: MINK, CANNON, ROBERTSON & BLEVINS
Trustees Absent: BACIGALUPI
Staff Present: MRS. JUDY GLADYSZ, LIBRARY SECRETARY
MRS. PATRICIA BERGSING, CITY LIBRARIAN
MR. ALFRED ESCOFFIER
BILLS:
M/S/C (Cannon/Robertson) unanimously to approve the payment of City
checks in the amount of $24 ,810. 46 and payment of the Trustees Special
Fund in the amount of $1, 296 . 59 .
MINUTES:
Minutes of the Regular Meeting of February 16th, 1988 were approved.
CORRESPONDENCE AND COMMUNICATIONS:
Acknowledgements: a. Letter from the San Mateo County Adult School
thanking Michael Hubbell for assistance on their
field trip with the students of ESL. There was
some discussion regarding the new foreign language
materials that Sandy Gleichmann is purchasing for
the library. Some discussion followed.
b. Library Spectacles - Mailed in packets
REPORTS:
City Librarian: Budget: Mrs. Bergsing reported that she had not yet
completed the Library Budget. She mentioned again to the Board that City
revenues are down, and large capital improvement projects are pending, so
it appears there will be no increases in the Library budget beyond the
absolute essentials. She said that in view of increasing service demands
from the public, particularly in the areas of Reference, Audio-Visual, and
Technical Services, and no increases in staff, that it was time to look at
clearer priorities of service, more efficient procedures, and possible
reduction of service in some areas. Discussion followed.
Parking Structure: Librarian Bergsing described the "Architect ' s
drawings she had borrowed from the City Manager, and brought them up to
date on the current status of the parking structure plans. Some brief
discussion followed. The Board said they appreciate Patti ' s efforts to
keep them informed.
S.M. County Reading Day: Trustee Robertson reported on the letters being
sent from the library to leaders in the community inviting them to
participate in "San Mateo County Reading Day" on April 27th. Individuals
will read aloud from their favorite books for a 15-30 minute period of
time at the Main Library from 10: 00am to 8: OOpm. The Board agreed to
support the special "Reading Day. "
Page 1
SB181 : Librarian Bergsing reminded the Trustees that the Legislative
Breakfast is Saturday, March 19th and that SB181 will be discussed.
Personnel: The Library Board said "Wow! ! " to Cathy Somerton. . . . . She is
doing one fantastic job.
PLANNING COMMITTEE: Trustee Cannon reported that the members of the
planning committee met on February 25th at the Captain' s House on Coyote
Point. She said the committee discussed internal strengths and
weaknesses, external threats and opportunities and stakeholders in the
results of the planning process. Another meeting of the committee was
held with the facilitator, Marilyn Snider, and the staff members on the
committee to work on some of the internal issues of concern that were
raised during the first meeting such as effective communications, etc.
The next meeting of the committee is scheduled for March 31st and will
deal with assessment tools, and discussion of the Mission Statement and
roles of the Library. President Mink asked that the Board be kept
informed about the progress of the planning process, and suggested that
keeping the staff informed was also an excellent morale builder for staff.
There was some further discussion.
UNFINISHED BUSINESS:
Project Read: Mrs. Bergsing said she had called Nancy Crabbe, the City
Librarian at San Mateo Public Library and that she and Project Read
Director Maura Okamoto, will be attending the April Board meeting to
discuss the Literacy Project. President Mink asked that any information,
` background and/or statistics that would be helpful to the discussion be
`,.• distributed to the Board members prior to the meeting. The City Librarian
agreed.
Roles of the Burlingame Library: Mrs. Bergsing had asked the Library
Board to fill-out a questionnaire regarding eight possible roles of the
Library. Assistant City Librarian Escoffier tallied the scores submitted
by the four Trustees present. Some discussion followed but it was agreed
that further discussion would be postponed until they could get input from
all the Trustees and all could be present.
NEW BUSINESS•
None
ADJOURNMENT:
The meeting of March 15th, 1987 was adjourned at 5 : 50pm with the next
meeting scheduled for April 19th in the California Room.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
PMB/jg
031888
MARCH
Page 2
LIBRARIAN'S REPORT
`-- APRIL 19, 1988
Project Read
San Mateo City Librarian, Nancy Crabbe, has requested that the
discussion about the San Mateo Public Library Literacy Program be postponed
until your May Board meeting. She is short of staff and has not had time to
pull the information together for your April meeting.
Budget 1988-1989
The Library budget was submitted to the City Manager in late March, but
he hasn' t yet scheduled a meeting with me to discuss it. So, I have no new
information to report to you since your last meeting except to say again that
it was a "very tight" budget.
Request for Funds from the Duncan Trust
Attached to this report is a request for funds from the Duncan Trust.
Our past practice has been that the request is forwarded to Mr. Lechich and
the Peninsula Foundation as a request from the Library Board of Trustees.
Parking Structure
Attached to this report for your information is the Negative Declaration
and Initial Study Document on the Parking Structure on Parking Lot A. As I
understand it, there will be further discussion regarding the structure at
the City Council meeting on April 18th.
Strategic Planning Process
Trustee Cannon will update you on our progress to date on the Planning
Process. Attached is a copy of the survey that we are currently distributing
to the public, and to City Council, City Department Heads, Community
Organizations, etc. It would be helpful if each of you would fill out a
survey form and we could include your input in the process. This is just a
simpler way to deal with the role statements that you already did at your
last meeting.
Because the Planning Committee believes that staff input is so
important, we have asked Marilyn Snider to facilitate a general staff meeting
from 10-12 noon on April 28th. The Planning Committee will meet that same
afternoon to discuss the results of the surveys plus your ideas and those of
the staff. Then we will try to develop a Mission Statement.
The general staff meeting and two additional meetings that were held on
"Team-Building" have put us over our budget for the Planning Process. I 'd
like to discuss a possible funding method at your meeting.
Older Adult Materials Grant
Burlingame Library received approval from the State Library for the
$5,000 Grant for older adult materials collection development. Esther
Cummings in our Reference Department will coordinate the project and she will
be attending a meeting on April 15th to learn more about the rules and
regulations required by the Grant. A11 _the funds must be encumbered by
September 30th, 1988 and all invoices received by November 30th, so we
will need to make decisions fairly quickly.
Page 1
Programs and Services
Library traffic totalled 36,829 people in the building during March.
This averages 1 ,188 persons per day.
On Thursday evening, March 24th, City Attorney Jerry Coleman presented
"Canaling in England" to an enthusiastic group of 74 armchair travelers.
Exhibits during the month included paintings by the Oriental Art
Association of San Francisco. Exhibits on Women' s History Month, Canal
vacations in England and National Wildlife Week were featured.
Joan Giampaoli reports a total of 157 shut-in patrons in our Outreach
program. They are served by 21 volunteers, who contributed 142 hours of
their time during the month. Sixty five visits were made to patrons, with a
total of 453 items circulated. Joan spends about one quarter of her time
supervising this activity.
Reference Services
Reference statistics were down 6% over the same month last year.
Due to resignations, the Reference Division continued to be down 1. 5 FTE
during the month. On-call staff and regular staff have filled in. Donna
presented a budget proposal in both audio and video formats, regarding space
planning in the Reference Room.
Tours were conducted for two English as a Second Language classes. On
`- March 21 , Sandy Gleichmann conducted a tour of a Burlingame High School
English as a Second Language class taught by Jean Van Houten. The students
were from a variety of countries including: Romania, Peru, Guatemala, France,
Iran and Spain. The group was attentive and seemed to enjoy the tour.
Michael Hubbell led another group of mostly Spanish-speaking students on a
tour later in the month.
Donna Smith submitted a report indicating an increase in "shelf checks"
requested by other libraries. Many patrons travel from other libraries to
Burlingame to pick up a book, rather than wait for interlibrary loan.
Statistics have increased 140% for this function since the implementation of
Geac in March 1985.
Children' s Services
Cathy Somerton reports 41 programs done during the month of March: 4
pre-school story hours, 2 special holiday story hours, 1 class visit to the
Main Library, 7 class visits to Easton, and 27 programs in the schools. The
programs were attended by a total of 803 children. Cathy also continued
preparations for the Hands-on Teachers workshop April 9th, which will be
repeated May 14 at the Branch.
Page 2
PLAN/GEAC
Planning is moving forward on the implementation of the Geac 9000 . The
crucial components at this time involve the physical requirements and
location of the Computer Room at County Central where the main computer and
PLAN staff will be located. Costs for the Computer Room are likely to be
higher than anticipated, as the room must be completely recreated in another
location. This is due to the necessity to work within the existing County
facility, as well as to avoid long periods of potential downtime, with work
going on in the existing computer room. The new computer room will allow for
expansion of the 9000 to 700 terminals in the future. Other issues center on
the PLAN budget itself, as well as initial terminal allocation for the 9000.
Conversion of the database is continuing under the new Database Manager,
Susan Yasar. Another operation to "de-duplicate" records by Library of
Congress card number will take place later this Spring.
Policy questions are also being determined which will have an ultimate
impact on local libraries. For example, all libraries will need to add
materials to the database via Marc-tagged records, beginning as early as
January 1989. For us this may mean cataloging records, cassettes and videos
in Marc-tagged format, which we are not now doing. Books have been done this
way for sometime. Although this is an extra technical step for us, it will
give greater access to items in the database when we move to an on-line
catalog environment.
Easton Branch
Diane reports that since the recent publicity on the latch key problem
in libraries, she has noticed that some of the school children are being
picked up more quickly after school. Discussion of a latch key policy is
still under review by staff.
Diane conducted a third After School program on "Wee Folk, " in honor of
St. Patrick' s Leprechauns, which was attended by 22 children.
Diane also conducted a preschool story hour at the Main Library in early
March for a class of 30 Montessori students.
Staff Development
Esther Cummings attended a half day Display workshop sponsored by the
PLS Community Relations Committee.
Brenda Chavez and Al Escoffier attended a forum on the future of the PLS
Film Center on March 16.
Personnel
A combination All-Staff Meeting and Staff Recognition was held on March
16th. Staff were honored for 1 to 20 years of service. A new mug, designed
by the City Librarian, was given to those with anniversary dates of hire
falling in the months of January, February, March, April. City awards were
given for non-use of sick leave as well. Deanna Tomei received her 10 year
service pin from the City at the same time.
Page 3
A reorganization has been announced by the City Librarian. The Reference
Supervisor will report to the City Librarian. The Assistant City Librarian
will focus attention on space study, capital outlay requests, collection
management, and implementation of the Geac 9000 .
The recruitment for Librarian II in Reference has resulted in the
establishment of an eligibility list. Selection of the final candidate will
take place after in-house interviews. Interviews have already taken place
for the part-time Librarian I in Reference. Selection will be made shortly.
Interviews are continuing for the vacancy of Library Assistant I in the
Children' s Division.
4/13/88
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Page 4
CITY OF BURLINGAME ���/ (� � - BUDGET STATUS REPORT
12 MONT Y-T-O Y-T-O CUR MO UNEXPENDED
AW DESCRIPTION APPROP, ESTIMATE ACTUAL ACTUAL VARIANCE BALANCE ENCU'
LI8R4RY -
750010 LIBRARY SALARIES 5259241 3939930 36-29-2-53---------389494 319677 1629988
75CCll LI9RARY EMPLOYEE 8ENEFITS IG0 ,405 1429803 1429075 15086 728 48030
75C012 LI8RARY OVERTIME __ 500 378 152 0 226 348
----- - -- ----- _- --750013
L18-k- PARTTIME
291,746 219,56.4 220,046 239201 --- -- 482- 72 ,700
750110 LIBRARY OFFICE EXPEtdSE 109245 79686 59147 924 2 ,539 51098:
750120 LIBRARY SPECIAL OEPTL EXPENSE 171,860 13092 _ 11,301 813 2 ,092 6 ,560
750121 LIBRARY BOOKS E MAPS 1659670 1249254 103,209 13,920 219045 629461
750122 LIBRARY PERIODICALS 199445 149580 189020 21719 3 ,440- 1 ,425
750123 LIBRARY BINOINGS 109725 89046 79028 378 19018 3 ,697
750124 LIBRARY CATALOGING 159655 119745 19575 93 109170 14080
750125 LIBRARY RECOROS E CASSETTES 7,605 59706 59075 1 ,087 - 631 29530-
750120 LIBRARY SMALL TOOLS E EQUIP 300 225 94 _ 0 131 206
750160 LIBRARY COMMUNICATIONS 9, 250 69939 4,564 662 29375 49686
750170 LIBRARY UTILITIES 319000 239257 189551 19798 4 ,696 129449
7501SO LIBRARY MAINT SLOG E GROUNDS 169207 12, 159 8,934 19993 3 ,225 7 ,273
75 2 0 LIBRARY EQUIPMENT MAINTENANCE 19025 765 876 123 111- 149
7502( 1 LIBRARY EQUIP MAINT-AUOIO VIS 19050 792 823 0 31- 227
7502C2 LIBRARY EQUIP MAINT-SEC.SYSTEM _ 0 0 0 0 0 0
750210 LAI WARY. P- OF E SPECIAL SERVICE 49510 393d4 49510 0 19126- 0
750220 LIBRARY OTHER CONTRUCTUAL SERV 399638 29,727 339551 0 3 ,824- 69087
750232 INSURANCE COST ALLOCATION 39696 2 ,772 29772 308 U 924
750240 L18RARY DUES E SUBSCRIPTIONS 72 540 700 40 160- _
750280 LIBRARY TRAVEL 900 675 562 35 113 338
750251 LIB CONF L MTGS-LIBRARIAN 800 603 279 0 324 521
7502:2 ! I8 CONF E MTGS-STAFF 1 ,600 19197 5 . 2 0 665 1 , 6t�- --
750260 L18RARY TRAINING 4 SAFETY 29000 1 ,503 690 205 813 1 , 310
750250 LIBRARY OTHER CHARGES 100 72 0 0 72 100
750800--C4P-I TAI --�UTE.AY 18,462 189862 3s4I2 5,450 1 ,4
50
s* �*---TClAL LIBRARY 13b7916 5,5 4 6 ,731
STATISTICS FOR MARCH 1988
REGISTERED BORROWERS:
Total Registered
_,urlingame Adults . 10 , 095
Burlingame Children 1 , 591
Hillsborough Adults 1 ,749
Hillsborough Children 618
Non-San Mateo Co. Borrowers 306
TOTAL: 14 , 359
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CIRCULATION ACTIVITY:
Main• Branch:
Adult Print Materials
(books , periodicals, pamphlets, paperbacks ) 21 , 153 1 ,719
Children' s Print Materials
(books , periodicals, pamphlets , paperbacks) 6 , 493 1 , 222
Audio Visual Materials
( records, cassettes, films , videos , art
prints, slides, equipment, talking books ) 1 , 948 4
TOTALS: 29 , 594 2 , 945
Main Total 1988 Circ: 29 , 594 Main Total 1987 Circ: 30 , 670 = 3 . 51% Dec.
Branch Tot 1988 Circ: 2 , 945 Branch Tot 1987 Circ: 3 , 178 = 7 . 33% dEC.
GrandTotal 1988 Circ: 32, 539 GrandTotal 1987 Circ: 33 , 848 = 3 . 87% Dec .
--------------------------------------------------------------------------
_ REFERENCE ACTIVITY:
Total Reference Questions: 6 , 853 I .L.L. Borrowed: 78
I .L.L. Lent: 214
Grand Total Ref. Activity: 7 , 145 I .L.L. Total: 292
--------------------------------------------------------------------------
COLLECTIONS : added withdrawn total
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 139 , 489/104 , 676 277 / 168 446 / 319 139 , 320/104 , 425
Ch.Non-Fic. 18 , 467/ 14 , 883 231 / 119 26 / 1 18 , 672/ 15 , 001
YA Non-Fic. 3 , 336/ 3 , 287 18 / 9 -0- / -0- 3 , 354/ 3 , 296
Ad.Fiction 48 ,770/ 45,008 305 / 201 104 / 6 48 , 971/ 45 , 203
Ch.Fiction 15 , 643/ 10 ,421 266 / 141 3 / -0- 15 , 906/ 10 , 562
YA Fiction 3 , 281/ 2 , 892 9 / 8 -0- / -0- 3 , 290/ 2 , 900
TOTALS: 229 , 041/180 ,829 1 , 106 / 646 579 / 326 229 , 568/181 , 149
OTHER MATERIALS:
Pamphlets 26 ,897 138 5 26 , 822
Paperbacks 2 ,726 -0- -0- 2 ,726
Maps 1 , 577 -0- -0- 1 , 577
Records 5 , 485 35 20 5 , 500
Cassettes 1 ,738 124 3 11994
Video Tapes 205 5 -0- 201
Films 6 -0- -0- 6
Art Prints 79 -0- -0- 79
Deposited with the City Treasurer: Main: $ 1, 525 . 52
Branch: $ - 195 . 24
User Traffic: 36 , 829 = 1 , 188 daily average Total: $ 1,720 . 76
Total Meetings Held: 46 People in Attendance: 520
Children' s Programs : -0- Children in Attendance: -0-
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MONTHLY REPORT
MONTH March 1988 -
Outreach Activities
1 . Volunteer Coordinator
A. Hours worked A4
2. Volunteers
A. Number of volunteers 2
B. Hours contributed 142
3. Shut-in Patrons--Indivuadual Visits
A. Number of patrons 34-
B. Number of visits made 7-333
""
C. Items circulated
4. Shut-in Patrons--Institutional Visits
No. visits Attendance Materials circ.
A. LaVrar 2 30
B.
C. Hacienda 2
p, Burl . Care 2 30___------
E. Marian Convent 2 30
F.
S. Totals (3&4)
A. Shut-in patrons 157
B. visits made 65
C. Items circulated
Comments/ activities:
More large-type- books are available for our shut
Carewest and Retirement Inn patrons are leased
books but want more and more romance. It' s Spring! The wonderful
volunteers from the Friends are busy preparing for the Spring
Book Sale May 13, 14, and 15.