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HomeMy WebLinkAboutAgenda Packet - LB - 1988.02.16 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - AGENDA FEBRUARY 16, 1988 { SUGGESTED ACTION { `- 1. CALL TO ORDER { { 2 . ROLL CALL { { 3 . BILLS { APPROVAL City Checks: $16,897.98 { Special Fund: $ 861 .52 { { 4. MINUTES { APPROVAL { 5 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION a. Thank you to Joan Leach for evening with { Teachers and Librarians { b. Year-end Statement of Income and Expenses{ on the Duncan Property { C. Clarion { d. Caltactics { e. CALTAC Workshop Announcement { f. Library Spectacles { g. California State Library Newsletter { { 6 . REPORTS { INFORMATION a. City Librarian { b. CALTAC Workshop - Trustee Cannon { f 7 . UNFINISHED BUSINESS { INFORMATION { a. Project Read { f 8 . NEW BUSINESS { { a. Budget Requests for 1988-89 { b. Discussion of Strengths and Weaknesses { of the Burlingame Public Library { C. Trustees as Links to Community Groups { d. Parking Structure Update { e. New regulations regarding Commission { Appointments { f. Legislation Breakfast Registrations { g. Commissioners Dinner - R.S.V.P. { { 9 . FROM THE FLOOR { { 10 . ADJOURNMENT { { { f f { { { PMB/j g { 2/9/88 { AGENDAF { BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES JANUARY 19TH, 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, BACIGALUPI , ROBERTSON & BLEVINS Trustees Absent: NONE Staff Present: MRS. JUDY GLADYSZ, LIBRARY SECRETARY MR. ALFRED ESCOFFIER, ASST. CITY LIBRARIAN MRS. PATRICIA BERGSING, CITY LIBRARIAN Others Present: NIKOS MENICOU, STUDENT, MILLS HIGH SCHOOL TONY BENOIT, STUDENT, MILLS HIGH SCHOOL BILLS• M/S/C (Blevins/Bacigalupi) unanimously to approve the payment of City checks in the amount of $23 ,674. 49. M/S/C (Blevins/Bacigalupi ) unanimously to approve the payment of the Trustees Special Fund in the amount of $428. 09. MINUTES: Minutes of the Regular Meeting of December 15th, 1987 were approved. CORRESPONDENCE AND COMMUNICATIONS: Acknowledgements : a. Memo to City Planner from Board: Mailed in packets b. Thank you to Board from Library Staff: Trustee Cannon read a thank you to the Board for their generous contribution of Christmas pastries. c. Teletype message on the status of Shasta County Libraries: Mailed in packets d. City Newsletter: Mailed in packets e. Memo to City on Board Attendance - Mailed in packets f. Library Spectacles: Mailed in packets. REPORTS: City Librarian: Long Range Planning: Librarian Bergsing said the Planning Committee will be meeting with Marily Snider on Monday, January 25th. Older Adults Materials Grant: There was some discussion regarding the Older Materials Grant the Library has decided to apply for. This will enable the Library to purchase materials for older adults in the amount of $5 ,000 . Parking Structure: Mrs. Bergsing reported that the Fire Department had been into the Library regarding fire exit concerns in relationship to the proposed parking structure. The City did a soil test last week and next they will be surveying. She said the architect and City Planner will be meeting sometime in February with key staff. Page 1 Project Read: There was considerable discussion regarding Project Read. Mrs . Bergsing explained in detail about the costs, etc. , to keep the project going. The Board members had concerns about the cost per student and asked Mrs . Bergsing to obtain some information about how many students _ were ESL students ; why supplies for one literacy student can' t be used for the next new student; and to obtain some completion statistics. President Mink asked that this be an Agenda item for February. Mrs . Bergsing said it is her intention to send a memo to Council stating there has been a request from San Mateo Public Library for funds for the literacy project in the amount of $12 , 000 . The subject was tabled pending further information. Geac: President Mink asked how many patron terminals would be available after installation. Mr. Escoffier explained this is a five year project, however upon completion there will be 12 terminals for patron access in the year 1993 . Children' s Services : Trustee Robertson said she had attended the book preview that was presented by Joan Leach which was excellent. UNFINISHED BUSINESS: None NEW BUSINESS• Holiday Schedule for 1988 : Trustee Cannon made a motion to approve the 1988 holiday schedule as presented with a change to close at 5 : 00 on New Year ' s Eve, January 31 , 1988 , subject to further review by Mrs . Bergsing. The motion was seconded by Trustee Blevins and carried unanimously. CALTAC Membership for 1988 : Trustee Blevins made a motion to renew the membership the CALTAC (California Association of Library Trustees and Commissioners) organization for 1988 to be paid for from the Special Fund. The motion was seconded by Trustee Robertson and carried. MISCELLANEOUS: Librarian Bergsing said she had received a memo from Kevin O' Connell, City Engineer, and he had received an asbestos report stating that there is less than to asbestos in the samples that he had had tested. Mrs . Bergsing announced the Commissioners Dinner will be held on March 4 , at the Marriott Hotel. ADJOURNMENT: The meeting of January 19th, 1987 was adjourned at 5 : 40pm with the next meeting scheduled for February 16th in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg 01/22/88 JANUARY Page 2 LIBRARIAN' S REPORT February 16th, 1988 Project Read Enclosed is the information I have received to date from the San Mateo Public Library Literacy Project. I am still trying to get some additional information in time for your meeting. Commission Appointments It is our understanding that the latest revision in commission appointment procedures is that applications for appointments will no longer be held for a year. Once an appointment to a specific commission has been made, the applications will be thrown out. All current commissioners must reapply when their terms expire if they wish to be considered for reappointment. Currently, there is still no limit on the number of terms. Enclosed for your Board books is the new roster of commissioners. Budget Requests 1988-89 Attached to this report are the budget guidelines from the City Manager for next year. As you will see, there are no major changes. I 'd like to take a little time at your meeting to see if there are any particular items you would like us to consider including in next year' s requests. Strategic Planning Process I hope you received the memo from the Planning Team updating you on the hiring of a consultant, Marilyn Snider, and asking you to think about L strengths and weaknesses of the Library. We hope to spend a little time discussing your ideas at your February meeting. This will help Trustee Cannon' add your input to our Planning Team meeting on February 25th. Many thanks. Parking Structure Update On January 26th, the City Planner Meg Monroe, Al Escoffier and I met with the architect doing the preliminary plans for the parking structure. He is being very sensitive to the concerns of the Board and the staff and has made a number of modifications in the proposed plans. On February 20th, the City Council will be receiving some preliminary drawings of a couple of options. I ' ll give you a brief summary at your meeting. Duncan Property Attached is a copy of the financial report from the Peninsula Community Foundation on the status of the Duncan Fund as of December 31, 1987 . It came without requesting it! ! It is also reassuring to see a balance of $57 , 500 in the account. The information should go with the other Duncan materials in your Board books. CALTAC Workshop Trustee Cannon and I attended the CALTAC Workshop on the Planning Process in Salinas on January 30th. We both thought it was excellent, and Trustee Cannon will have a more detailed report to give you at your meeting. The Workshop will be repeated in Davis on March 12th if any of you wish to attend. Page 1 S.M. County Reading Day The San Mateo County Office of Education and the San Mateo County Reading Association (President and Burlingame Public Library Trustee Shirley Iobertson) have declared April 27th as Reading Day in our County. To participate in the event and increase awareness of the joy of reading, the Burlingame Public Library is going to sponsor a day of reading aloud from their favorite books by local celebrities such as City Council members, Library Board members, City and Library staff, local business men and women etc. Hope you will join us. More Later. . . . . . Older Adult Materials Grant I 'm enclosing some excerpts from the grant we submitted to the State Library for the older adult materials. I thought you might find the demographic information of interest. Geac/PLAN The database merge, which was designed to merge duplicate RLIN and OCLC records was successfully completed in January. As we learn more about the Geac 9000, we understand that data loading is slow and resource consumptive. This will likely push our change-over to the 9000 into 1989. The PLAN Board is holding a special meeting on February 17th to discuss budget needs regarding the new system for 1988-89. Programs and Services Our January program featuring Maxfield Parrish expert Alma Gilbert was a great success. Attendance was over 100 people. Twenty five children attended the school age storyhour at the Branch Library "Horses, Horses, Horses, " with an authentic show-quality western saddle as a backdrop to the book talks. staff member Karen Kott contributed the saddle. The librarians of the Children' s Division did a book presentation to local teachers to acquaint them with new books available at the library. A second presentation was targeted at pre-school and kindergarten teachers. Twenty-eight teachers attended. Joan Leach and Cathy Somerton were both involved in the presentations. Children' s Services Chuck Ashton, Redwood City Children' s Librarian, provided a lively program on January 23rd. The February Program will feature Al Einhorn telling stories and singing songs. Joan Leach visited the Lincoln School Fifth Grade ( 32 students) and brought books and talked about realistic fiction. Begin with Books Program Cathy Somerton reports three pre-school storyhours and two visits to the library by Preschool children. A total of 82 children attended these programs. Ten of the Birthday packets were sent out to parents of one year olds. Cathy has scheduled programs for 21 of the preschools and kindergartens for the period February through June. Currently 126 programs are scheduled not including Preschool Storyhours and Special Holiday Storytimes. Page 2 Reference Services Esther attended the PLS Community Relations Committee meeting where plans are being made to offer two Sunday author programs, April 17 and 24, as part of the National Library Week celebration. The reference staff also attended two tours of the Burlingame Historical Society Archives. Archivist Martha Rosman spoke about the catalog, indexes and collections of the Society and of how they might be of service to our Reference Division. Ten staff members participated. Outside meetings attended included: PLS Reference Committee- Donna; Penlit (Project Read) - Esther; Film Circuit Preview- Brenda. The Weekend Library Line, based in Berkeley, would like library staff to publicize their telephone reference service to more of our patrons. They may be called with reference questions, toll-free from San Mateo County at 540- 0222. Their hours are Friday-Saturday, 6 PM to midnight, and Sunday, 1 PM to midnight. Easton Branch Diane Casey is currently working on a "latch key " policy to assist her in dealing with a number of children who spend the afternoon at the library. An attempt is being made to deal more effectively with the resulting disruptive behavior and offer the children more constructive outlets for their energy. Personnel We have received with regret the resignation of Allen Testa, effective February 25. Allen has been with us full time for three and a half years. He has spearheaded many of our efforts in training and implementing microcomputers, both for the staff and the public. He will be taking over reference duties at the Novato Branch of the Marin County Library. We have also received a resignation from Mary Beth James-Thibodeaux. Mary Beth is expecting a child shortly and has decided to take another part- time position with benefits. These resignations will leave us 35 hours short per week in the Reference Division. Recruitment for both positions will begin shortly. The Library Assistant I , Children' s Assistant position, is currently in the evaluation stage. Forty applications were received. Joan Leach and Al will be interviewing the most qualified applicants. The Library Assistant II, (full time) recruitment will close on February 11th. A written test will follow two weeks later. Civil Service interviews will result in the establishment of an eligibility list. We gave a Page Test during January. The scores were quite good. Of the 20 tested, we have hired three to date, and will hire more in the coming weeks to fill-in for our needs in the various divisions. Page 3 Staff Development Allen attended a workshop on "Getting the Most out of the Children' s Collection. " Al and Donna attended a seminar on the city' s new Employee Issistance Program. Al attended a workshop on performance evaluation and disciplinary action sponsored by the personnel consortium of San Mateo County. New Statistics As part of the planning process, we are beginning to gather some new statistics to measure output. In December we installed an electronic counter at the security gates at the Main library to count the outgoing patron traffic. Our first full month ended with a count of 33 , 544 people using the Main Library in January. This is an average of 1,118 per day! IMPORTANT DATES TO REMEMBER - SPRING 1988 February 12th - Holiday - Library Closed February 15th - Holiday - Library Closed February 16th - Board Meeting February 25th - Planning Team Meeting at the "Captain' s House" at Coyote Point March 4th - Commissioner' s Dinner at the Marriott Hotel March 12th - CALTAC Workshop in Davis March 15th - Board Meeting March 19th - P.L.S. Legislative Breakfast March 24th - Travel Program - "Waterways of England" presented by City Attorney, Jerry Coleman in the Main Library' s Community Room March 31st - Planning Team Meeting - Captain' s House April 3rd - Easter - Library Closed April 10th - 17th - National Library Week '%—April 19th - Board Meeting April 27th - San Mateo County Reading Council "Reading from your favorite Book" April 28th - Planning Team Meeting - Captain' s House May 11th - Legislative Day - Sacramento May 13th, 14th, 15th - Friends of the Library Book Sale May 17th - Board Meeting May 30th - Holiday - Library Closed PMB/jg 2/9/88 LIBREPTF Page 4 STATISTICS FOR JANUARY 1988 REGISTERED BORROWERS: Total Registered Burlingame Adults 10,702 .Burlingame Children 1 , 697 Hillsborough Adults 1, 879 Hillsborough Children 652 Non-San Mateo Co. Borrowers 319 TOTAL: 15 ,249 ----------------------------------------------------------------------- CIRCULATION ACTIVITY: Main• Branch• Adult Print Materials (books, periodicals, pamphlets, paperbacks) 20,617 1 , 587 Children' s Print Materials (books, periodicals, pamphlets, paperbacks) 5 ,193 1,111 Audio Visual Materials (records, cassettes, films, videos, art prints, slides, equipment, talking books) 1 , 814 1 TOTALS: 27 ,624 2, 699 Main Total 1988 Circ: 27,624 Main Total 1987 Circ: 29,262 = 5 . 60% Dec. Branch Tot 1988 Circ: 2 ,699 Branch Tot 1987 Circ: 2 , 829 = 4. 60% Dec. GrandTotal 1988 Circ: 30,323 GrandTotal 1987 Circ: 32,091 = 5. 51% Dec. ----------------------------------------------------------------------- REFERENCE ACTIVITY: Total Reference Questions: 6,811 I .L.L. Borrowed: 74 I .L.L. Lent: 161 Grand Total Ref. Activity: 7, 049 I .L.L. Total: 235 ----------------------------------------------------------------------- COLLECTIONS: added withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 139,738/104,826 382 / 252 258 / 172 139,862/104 , 906 Ch.Non-Fic. 18 , 347/ 14,821 44 / 22 1 / -0- 18 ,390/ 14,843 YA Non-Fic. 3 , 311/ 3 , 268 12 / 8 -0- / -0- 3 , 323/ 3 , 276 Ad.Fiction 48 ,462/ 44, 620 201 / 137 85 / -0- 48 , 478/ 44 ,757 Ch.Fiction 15, 410/ 10, 331 194 / 62 2 / -0- 15,602/ 10, 393 YA Fiction 3 ,264/ 2 , 883 14 / 6 -0- / -0- 3 ,278/ 2,889 TOTALS: 228, 487/180, 511 847 / 487 346 / 172 228, 988/180,826 OTHER MATERIALS: Pamphlets 26,735 22 -0- 26,757 Paperbacks 2 ,726 -0- -0- 2 ,726 Maps 1 , 577 -0- -0- 1,577 Records 5, 401 70 59 5, 412 Cassettes 1 ,726 52 40 1,738 Video Tapes 205 -0- -0- 205 Films 6 -0- -0- 6 Art Prints 103 -0- -0- 103 �.. Deposited with the City Treasurer: Main: $ 1, 566. 63 Branch: $ 184. 98 Total: $ ,_751 . 61. 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InW44U L1dKAKr UTdtk CUN(NU(;TUAL StKV j99a3d 1yvdld 3j9�151 0 lit )jj- b9Utl ] 15013L INSUNANLt LUST ALLCH Arlllm J9096 lsd4tl 1904tl 91/0 U 1 ; b41t I5UZIU L I e K A A I OUta u 'aUdSLK IP T 1UNa _ 141 _ j6 Q___ ___ Jou ____. A1z-------- 385-.. ISU1�0 L1bKAKY (KAVCL yUU 494 Jy1 Zvz 91 X43 1:nlU151 Lid ZUNI- L MTbS-Ll8KAAlAh duu 401 Cly 15121 150151 Lib LLNt L MTUS-aTArt 19uOu- -- -_ l9d _ 1jt_ _ -- ---- - .il---= ------ttio- -- -- _19Uat----- -- I-'jULaO LIOXAMI IKAIN1N4j 6 SArt ( r L90Uu 19002 J00 j9 101 19100 150190 LIONAAl UTMcR LflANbtS 100 4t! U 0 4b IU0 l]U8UO LAN 1TAL Uu YLA i s���9,99< TUTAL Lid�ta:ttr ijSlylbU _ _.10393!29__ ____a5b_sLtftl__-_-.__ lOjs�'�1_.-_ 4_I.s-ti311_—._-432:442—__ MONTHLY REPORT MONTH- ,January - Outreach Activities 1. Volunteer Coordinator A. Hours worked 44 2. Volunteers 20 A. Number of volunteers B. Hours contributed 135 3. Shut-in Patrons--Indivuadual Visits A. Number of patrons 30- B. Number of visits made C. Items circulated � — 4. Shut-in Patrons--Institutional Visits ' No. visits Attendance Materials circ. A. LaVrar 2 30 B. C. Hacienda 2 30 D. Burl . Care 2 30 E. Marian Convent 2 30 F. 5. Totals (3&4) A. Shut-in patrons 130 B. Visits made 58 C. Items circulated 408 . Comments/ activities: Jana Pratt,- SMCO .Outreach Librarian, and I visited CareWest which was not being served by BPL. We were warmly received and BPL will have 25 new patrons and 40 books will be taken to them each month. Joan Leach and I spoke to the St. Paul ' s Senior Citizen meeting. We were such a hit we are planning more such visits. Ulterior motive is to find out about shut-ins needing Outreach services and to recruit volunteers to deliver books.