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HomeMy WebLinkAboutAgenda Packet - LB - 1999.08.17 BURLINGAME i URLINGAME PUBLIC LIBRARY Board of Trustees Agenda e Q� CIS �I�P August 17, 1999 - 4:30pm 480 Primrose Road- Board Room SUGGESTED ACTION 1. CALL TO ORDER: 2. ROLL CALL: 3. WARRANTS & SPECIAL FUND Approval 4. MINUTES: Approval 5. CORRESPONDENCE AND INFORMATION: Information a. News from the Capitol b. Letter: New College c. Friends Gifts d. Foundation Gifts e. Letter: Palo Alto Library Board f. Duncan Trust Statement g. Marshall Trust h. Joint Meeting with Council +6. FROM THE FLOOR (Public Comments): 7. REPORTS: Information a. City Librarian's Report - Escoffier b. Foundation Report- Herman 8. UNFINISHED BUSINESS: 9. NEW BUSINESS: a. Marshall Trust Fund Information/Discussion b. Election of Officers Action c.Joint Meeting with Council Discussion/Action 10. ADJOURNMENT: Adjourn Agenda} Y rB(IRLINGAME l r. BU R L I N G A M E P U B L I C LIBRARY Burlingame Public Library Board of Trustees Minutes July 20, 1999 1. Call to Order: The meeting of July 20, 1999 was called to order by President Jane Dunbar at 4:40 pm. 2. Roll Call Trustees Present: Berger, Coar, Dunbar, Herman & Morton Trustees Absent: None Staff Present: Alfred Escoffier, City Librarian Sidney Poland, Secretary 3. Bills: The Board unanimously agreed to approve the bills as presented. M/S/C (Morton/Berger) 4. Minutes The Minutes of June 3, 1999 were approved as written and ordered filed. (M/S/C/ Herman/Coar) 5. Correspondence Trustee Dunbar reviewed the correspondence and noted that Sue Reiterman had received a letter of commendation for her work on the Teen Committee from Mayor, Mary Janney. 6. From the Floor Public Comments None 7. Reports: a. City Librarians Report: Highlights of the report: 1999-2000 budget was approved and is being implemented. The patio is being opened to the public, depending on volunteer availability. Year 2000 computer fixes are in progress; all library computers have received a clean rating. 4 8 0 P r i m r o s e R o a d • Burl i n g a m e • C A 9 4 0 1 0 - 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fax ( 650 ) 342 - 1 948 • www. pls . lib . ca . us / pls / pls . html b. Foundation: Herman �- The Elegant Affair will be held at the Doubletree Hotel, Thursday, October 14th. Prominent author, Dr. Leonard Shlain, will discuss his latest book "The Alphabet Versus the Goddess". 8. Unfinished Business: a. Mary Lou Morton was nominated for President of the Board. (M/S/C/Berger/Coar) and Cecile Coar was nominated for Secretary. (M/S/C/ Herman/Berger) The Board of Trustees will vote on the nominees at the August meeting. 9. New Business: a. Proposed Increase in Interlibrary Loan Fees Mr. Escoffier advised the board that most of the ILL borrowing is from within the Peninsula Library System. However, for the small percentage of out of system loans, he proposed raising the fee from $2.00 to $3.00. Neighboring library's fees range from $2.00 to $5.00 and PLS is working toward more uniform fees. Trustee Berger recommended advising patrons of how the new fee plan will be implemented. It was moved and seconded to increase the ILL fees to $3.00 for the coming year. (M/S/C/ Herman/Coar) 10. Trustees Conference: Herman and Morton. a. Trustees Herman and Morton reported on the State Library sponsored Trustees Conference. The conference was well organized with specific sessions on fundraising and responsibilities of board members. Trustee Herman recommended that all Trustees attend next year. 11. Adjournment The meeting was adjourned at 5:15pm by President Jane Dunbar. The next meeting will be held August 17th at 4:30pm. Library Board of Trustee Minutes 2 July 20, 1999 FB TRLI N--E UW, "- B U R L I N G A M E _ P U B L I C L I B R A R Y City Librarian's Report August 17, 1999 Generous Donations Received! Library services in Burlingame were further enriched by the announcement of three donations this month! A major donation of over $ 500,000.00 was received from the Marshall Trust. The late Thomas Z. Marshall of Burlingame left one quarter of his estate to the City specifically for benefit of the library. The City will manage the endowment and requests will be made via the City Librarian, Board and Council. A second gift of nearly $ 16,000 came from the Friends of the Library. The Friends annually fund children's and audiovisual programs and this year is no exception. Funds will be allocated to "Begin with Books" program, Poetry Month (January), Holiday programs, Children's Book Week, and publicity for our children's services. A third gift this month was the third and final installment from the Henzel Fund. This fund was established in memory of Bonnie Henzel and has been used to enrich the book budget. The third installment of $ 7,500, administered by the Foundation, will be used to purchase popular circulating materials. "On the Wild Side" Children's Summer Programs The successful children's summer reading programs were completed July 30`h The children's staff at both branches heard thousands of reports during the 6-week period. The addition of the teen reading club was a great success. Programs were underwritten by: Burlingame Lions Club, Border's Books, Macaulay Memorial Fund and the Poulton Memorial Fund. This is the largest group we have had in many years. We thank our participants and donors. Library Building Tours Al Escoffier gave two building tours during the month to Board and Council members of other cities who anticipate construction of new libraries. Six members of the Palo Alto Library Board toured on July 22"d, along with Library Director Mary Jo Levy. Palo Alto is planning major renovations at several branches. On August 5`h, a tour was given to members of the Santa Clara City Council and several architects from Group 4. Santa Clara City Council recently voted to build a new 90,000 square foot main library. 4 8 0 P r i m r o s e R o a d • Burl i n g a m e • C A 9 4 0 1 0 - 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fax ( 650 ) 342 - 1948 • www . p1s . lib . ca . us / pls / pls . htmI Reference Services Esther Cummings attended the PLS Reference meeting on the 27`h. Discussion focused on the up-coming Magazine Index demos for the public, Dynix updates and the impact of technology on the delivery of library services. After this meeting, Esther went to the Mountain View Public Library with Pat Harding to participate in the development of a common reference tally sheet for statewide use. Sue Reiterman gave a tour to 12 adult English as a Second Language students from a private ESL school in Millbrae on July 20'h. Begin with Books During the busy month of July we did a total of 36 programs including: 3 Monday story times, 4 Preschool story times, 4 Toddler story times, 5 Thursday story times, 7 Bedtime story times, 2 Saturday story times, 1 visit to the Main, and 10 programs at schools. The programs were attended by 1,273 people (children and parents). Programs at schools included Cathy Somerton's annual visit to the Hillsborough summer school where she did programs for all Pre-K- 5th grade students.) Cathy Somerton has also been asked to present a workshop to children's librarians in the Bay Area on August 4th on story times. Volunteer Program Volunteer activity has increased significantly this summer with 21 individuals of all ages contributing 191 hours to the library. The plants on our newly landscaped terraces are thriving thanks to the reliable care of a student volunteer. In addition, volunteers opened our public terrace for the first time this month for a total of 28 hours in July. Other volunteer activities include: cleaning public computer workstations; processing new paperback books; processing withdrawn books and magazines; sorting and pricing book donations; maintaining the ongoing used book sale; typing special lists, checking bibliographies; refreshing scratch paper and pencil; filing, etc. Thank you volunteers! Technology Update Key staff attended a presentation by Joan Frye Williams, noted technology and library science expert at the San Mateo Community College District. Joan outlined the importance of keeping up with technology, particularly in the area of learning more about our electronic networks. The network is the heart of the electronic services libraries offer. Joan also noted the changing role of the librarian as information provider and teacher, and the changing role of libraries as community and information centers. Joan's advice was especially appropriate in Burlingame. During a recent power outage, spikes and other electrical activity resulted in the loss of one computer and one UPS (Uninterrupted Power Source equipment), which then took down the entire network. Thanks to quick action on the part of Barry Mills we were able to get the network working until a complete fix is possible. Upcoming Events Library Board Meeting, August 17, 4:30 PM 2 Labor Day Holiday, September 5 and 6, Closed • Joint Meeting with City Council, September 8,6:30 PM t Friends Book Sale, October 1,2,3 • Amy Ephron Program, October 7, noon • Elegant Affair(Foundation), October 14`° Alfred H. Escoffier/City Librarian/August 9, 1999 • 3 [Fwd:SB31 Subject: [Fwd: SB3] Date: Wed, 04 Aug 1999 16:13:44 -0700 From: Linda Crowe <crowel@pls.lib.ca.us> To: Adelia Lines <alines@netcom.com>, Al Escoffier<escoffia@pls.lib.ca.us>, Billie Dancy <bdancy@dancysoft.com>, Frank Vaskelis <vaskelis@smcccd.cc.ca.us>, Jane Light<jane.light@ci.sj.ca.us>, Karen Fredrickson <fredrick@pls.lib.ca.us>, KG Ouye <ouyekg@pls.lib.ca.us>, Linda Wood<lwoadm@alaml.lib.co.alameda.ca.us>, Marilyn Baker-Madsen <mbakerma@class.org>, Marilyn Hayward<hayward@smcccd.cc.ca.us>, Mary Jo Levy <mary,jo_levy@city.palo-alto.ca.us>, Nancy Lewis <lewisn@pls.lib.ca.us>, Regina Minudri <reginam@sfpl.lib.ca.us>, Sarah Jane Amoroso <amorosos@pls.lib.ca.us>, Susan Fuller<sfuller@hqmail.lib.co.santa-clara.ca.us>, Susan Gallinger<livermor@class.org>, Susan Holmer<holmers@pls.lib.ca.us>, Susan Ozubko <susan.ozubko@ci.mtnview.ca.us>, Terry Jackson <jacksont@pls.lib.ca.us>, Valerie Sommer<sommery@pls.lib.ca.us>, Vickey Johnson<vjohnson@ci.sunnyvale.ca.us>, Susanna Gilden <gildens@pls.lib.ca.us>, Gus Petropoulos <petropoulos@smcccd.cc.ca.us>, Tom Hewitt<hewitt@smcccd.cc.ca.us>, Gregg Atkins <atkins@smcccd.cc.ca.us>, Karen Rollin Duffy <krduffy@ci.santa-clara.ca.us>, Gail McPartland <mcpartla@pls.lib.ca.us>, Susan Hildreth <shildreth@sfpl.lib.ca.us>, Yvette Gan <yvg2@ci.berkeley.ca.us>, Susan Hardie<shardie@ci.alameda.ca.us> ********************************** Linda D. Crowe Executive Director BALIS/PLS/SVLS 25 Tower Road San Mateo CA 94402-4000 Phone: (650) 349-5538 ext. 3040 Fax: (650)349-5089 crowe1@p1s.1ib.ca.us ********************************** Subject: SB3 Date: Wed, 04 Aug 1999 15:54:40 -0700 From: Margaret Donnellan Todd<mdt@jps.net> Organization: Whittier Public Library To: calix@sjsuvml.sjsu.edu SB3 LIBRARY CONSTRUCTION AND RENOVATION ACT We still need letters of support for SB3. SB3 was passed by the Senate and will be sent to the Assembly Education Committee when the legislature comes back from recess (8/16). From there it will go to the full Assembly for a vote and then to the Big 5. The Big 5 will determine how much money goes into the bond measure. The amount of the bond was removed from the bill in the Senate with wording empowering the Big 5 to set the amount of the bond. SB3 would place a bond measure on the state wide ballot for public library construction and renovation. The bond would provide a 65% match. With over 2 billion dollars of identified construction needs, it is essential that this measure be passed. Please ask people to send letters to the Big 5: 1 of 2 8/5/99 9:26 AM [Fwd:SB31 Hon. Gray Davis, Governor Hon. Antonia Villaraigosa, Speaker of the Assembly Hon. Scott Baugh, Assembly Minority Leader Hon. John Burton, Senator President pro Tem �- Hon Ross Johnson, Senate Minority Leader Your local assembly person- when you write to your local assembly person please include in the letter your concern that donated land be allowed to be part of the local match. At present there is some discussion that the bill might be amended in the assembly to prohibit donated land being used as part of the match. You may address any of these letters to State Capitol, Sacramento, Ca 95814 Time is of the essence- letters should be sent this week! If you have any questions or need additional information please call me at 562-464-3452 or email mdt@jps.net. Thank you for your support, Margaret Donnellan Todd SB3 Task Force Chair California Library Association 2 of 2 8/5/99 9:26 AM `�k Hk`G,{S •���� , ENGLISH AS A SECOND LANGUAGE INSTITUTE CL Of NEW COLLEGE OF CALIFORNIA �.. 450 CHADBOURNE AVENUE,MILLBRAE, CA 94030 TEL: 650-697-6313 FAx:650-697-6316 E-MAIL:ESLI@AOL.COM ?k k Yc- �c--tt- 1-7�LiJ2� '57 0 V,Jc l 14 .y r of at 1YD61 Ye 07 U`C -i cY t C r �,'h c�h ess s c4. S Jt/ANS YOv Svcs �NT�%��T7�Ne� yo��� AT��/TiO�t/ S it:,yYl �H- �� 2 � so rnu . �r v � y S . :� uraS not a b to to jef a /;brar i ao (0-41d- buf I'll come o n a d w� Some+."-� thox .ShrwS my addi-ess. Thawk yv " \�nvr kl41Y exo iin is very � C -Tvia")k fau. ver-/ W UCI'. f auauncnme I 8 U R L I N G A M E P U B L I C `- LIBRARY July 29, 1999 To: Shirley Robertson, President Friends of the Library From: Al Escoffier, City L brarian RE: Friends Gifts to the Library I offer my thanks to you and the Board for your generous donation to the services of the library in the amount of$ 15, 250.00 for fiscal year 1999-2000. Your support will go a long way toward improving and sustaining many important programs, especially for children. At your request, I have devised a budget for the allocation of the funds for the year into two parts. We will be expending the money as discussed. I will produce a,report of expenditures for the Board. Please let me know if you have questions or concerns. We look forward to another successful year for the Friends. 4 8 0 P r i m r o s e Road B u r l i n g a m e • C A 9 4 0 1 0 4 0 8 3 Phone ( 650 ) 342 - 1038 - Fax ( 650 ) 342 - 1948 • www . pls . lib . ca . us / pls / pls . html Friends Gift Allocation 1999-2000 Project 1999 2000 Total Begin with Books $1,100 $1,100 $ 2,200 Poetry Month 0 1,800 1,800 Holiday Program 450 0 450 Newbury/Caldecott 150 0 150 Children's Book Week 150 0 150 Printing PR 2,000 2,000 4,000 Teen Poetry Cafe 0 500 500 Books on Tape 3,775 2,225 6,000 Total $7,625 $7,625 $15,250 Burlingame Library Foundation Gifts 1998-1999 • Children's Books and Programs- $ 10,500 • General Collections- $ 7,500 • Project Read Literacy- $ 5,000 • Terrace Furnishings- $ 5,000 • Specialized Graphics Computer- $ 4,200 • Terrace Landscaping- $ 4,000 • Reference Collections- $ 2,265 • Staff Appreciation Recognition- $ 2,000 • Conference Room Audio Visual- $ 900 • Easton Branch Bench- $ 600 • Frame Burlingame Aerial Photography- $ 600 • Teen Poetry Support- $ 100 Foundation Pledges for 1999 • Public Relations- $ 7,650 • Optelec for Sight Impaired- $ 3,500 • Author Program Funding- $ 2,000 PAL LIBRA R Y AD VISOR Y COMMISSION U[ O P.O. BOX 10250 PALO ALTO, CA 94303 ° gLIFOR� July 27, 1999 Mr. Alfred Escoffier Burlingame Public Library 480 Primrose Road Burlingame, CA 94041 Dear Alfred: On behalf of members of the Palo Alto Library Commission, I want to thank you for the �. comprehensive and personalized tour of your library on July 22, 1999. I'll assure you that we were all impressed with the care that went into preserving the original structure and then in conforming the new construction and architectural details to the original. We all came away with some fresh ideas as to how Palo Alto might move ahead in modernizing and expanding its library system. Burlingame is fortunate indeed in having such an attractive and inviting library. Thank you for the time you spent with us. I would not be at all surprised if, as our plans develop, some of us returned to you with additional questions and requests for information. Sincerely yours, Tom Wyman, Chair, Library Advisory Commission cc: Library Advisory Commissioners Mary Jo Levy, Director of Palo Alto Libraries Peninsula Community Foundation 1012 Roger and Jean Hunt Duncan Fund Fund Activity Statement October 1, 1999 through December 31, 1999 Prepared for: Mr. Alfred H. Escoffier Burlingame Public Library 480 Primrose Rd. Burlingame, CA 94010-4083 Fund Activity Q-T-D Y-T-D Beginning Balance $ 888,370.45 $ 879,767.36 Contributions 0.00 0.00 Investment Income 7,790.14 23,165.90 Gain/Loss on Gifted Securities 0.00 0.00 Gain/Loss on Investments 83,733.73 80,335.22 Interfund Contributions 0.00 0.00 Other Income 0.00 0.00 Grants Awarded 0.00 0.00 Interfund Grants 0.00 0.00 Administration Fees (1,140.03) (4,514.19) Other Expenses 0.00 0.00 Ending Balance $ 978,754.29 $ 978,754.29 Grants Pending $0.00 Balance Available for Grants $157,869.00 Investment Allocation Asset Allocation Per Agreement: Endowment Pool 100.00% Comments Please review your statement carefully and let us know if you have any questions. The new statement format includes a column to show the year to date activity and a grants pending line showing any grants approved but not yet posted to your Fund. Schedules will be attached when there is current quarter grant activity. Investment Performance for 1999: Q-T-D Y-T-D oney Market Pool: 1.39% 5.20% \1.1.xed-Income Pool: 1.06% 3.43% Equity Pool: 16.26% 21.37% Socially Responsive Pool: 13.42% 21.09% Actual performance for the fund will vary due to cash inflows and outflows. CITY oN STAFF REPORT AGENDA ITEM# BURLINGAME Burlingame Public Library MEETING DATE: AwTm uw[b July 21, 1999 TO: Honorable Mayor and City Council SUBMITTED BY: FROM: Al Escoffier, City Librarian APPROVED BY: SUBJECT: Marshall Trust Gift Recommendation: It is recommended that the City Council approve the procedures for implementation of a new Marshall Trust Gift account for benefit of the Burlingame Public Library. Announcement The library is thrilled to announce the receipt of a very important gift to the City for the direct benefit of the public library. Thomas Z. Marshall of Burlingame left one quarter of this estate for the direct benefit of the Burlingame Public Library. Mr. Marshall was in the manufacturing business in San Francisco for many years before moving to the Mills Estate area of Burlingame in 1957. Mr. Marshall's wife preceded him in death by several years. Mr. Marshall established the Marshall 1991 Trust, currently being administered by Mr. Paul Whitesides of Daly City. The trust names for public recipients: University of California, Berkeley; Mills College; Elks Club of California and Hawaii; and the Burlingame Public Library. The library's share of the estate will be slightly over$ 500,000.00. Administration of the Trust On July 16, 1999, the trustee of the 1991 Marshall Trust distributed $ 260,000.00 as a first installment of the trust gift. The funds have been deposited into the Marshall Trust account with the Finance Department. Procedures for Use of the Trust It is a rare indeed when a library is a beneficiary of such a wonderful gift. As such I would recommend the library use it for major capital projects (repair, upgrade of the Branch for example) or for other special patron programs that would not be possible without such funds. A proposed procedure is appended for Council approval. Marshall Trust Expenditure Procedure Purpose: Thomas Z. Marshall gave The Marshall Trust Endowment to the City for the benefit of the library in April 1999. It is recommended that the trust be used for major library capital projects that might not be possible with city funds, or for special public programs beyond the scope of traditional library service, requiring materials and personnel funding. City Account#731-22536 Procedure: 1) The Marshall Trust funds will remain on deposit in an interest bearing trust account with the City Finance Department. 2) Utilization of the funds will be via a formal request to either the Library Board, or City Council, executed in advance. 3) Capital improvement requests for modifications of library facilities will be forwarded to the City Council for approval. 4) Program requests will include a detailed budget, including materials and salaries (if applicable). 5) Any personnel costs requested and approved will be expended in the general fund account#67500 and "reimbursed" to the library budget from the Marshall Trust account. 6) The library board will receive an annual report of receipts and disbursements for the Marshall Trust. r BURLINGAME 1 T BURLINGAMf P U B L I C LIBRARY July 30, 1999 TO: Board of Trustees FROM: Alfred Escoffier, City Librarian RE: Joint Meeting with City Council As you may recall, the City Council scheduled a joint meeting with the Library Board for Wednesday, September 8, 1999, 6:30 PM, City Hall, Conference Room A. Since this is a regular Council meeting evening, the meeting would be held to half an hour. This meeting is one of a series of joint Council meetings with various commissions and Boards and is designed to allow Council and Board members to discuss major issues facing the Board. Previous meetings have functioned well with an agenda of discussion items in advance to help direct discussion. I have placed this on the Board agenda to allow some time to discuss agenda items in preparation for the meeting. This meeting is your last regular meeting before the September 8`h date. I would be happy to put the agenda together for the Board. Potential topics for discussion: • Internet status • Marshall Trust Gift • Success of programming for adults and children • Revision of library fiscal policies • Status of the Foundation, Friends, Volunteer programs 4 8 0 P r i m r o s e Road • Burlingame • C A 9 4 0 1 0 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fax ( 650 ) 342 - 1948 • www . pls . lib . ca . us / pls / pls . html Potential Discussion Topics Internet Services The March 1, 1999 status report on the Internet was shared with Council at that time. There are virtually no changes to the 7-workstation system outlined in that document. We do continue to have more requests from the public for more terminals and plan to add 2 more this fiscal. The Cyberpatrol filter on the Children's terminal seems to be working well, along with a sign that indicates that particular terminal is for children and/or children and their parents only. We have had no complaints on the service in recent months. We are planning Internet classes, which we may offer, on an "as requested" basis. Past classes have not been well attended, and we are finding that one-on-one assistance via a community volunteer seems to work the best. We will be looking further at this program. Marshall Trust Gift Council will have received the library staff report by this meeting, so will be aware of the gift. You may wish to emphasize that the gift be used for major projects (a renovation of the Branch for example) or for a special program and materials targeted at a special group. The newly developed procedures require that the City Librarian submits, and the Board and Council approve of the expenditures before the Finance Department releases �. the funds. Programming Success This was the most well attended year for children's and teen programs. Our teen summer reading club was very successful, resulting in twice as many teens as we had expected. Teens who finished the program received a$ 15.00 gift certificate for Border's Books. The certificates were a gift from Philanthropy Ventures. We intend to grow this program in future years. Adult programming is growing as well, with two nationally known authors drawing crowds. More programs are planned in partnership with the "M is for Mystery Book Store." In addition, the Foundation is funding additional non-mystery programs. Revision of Library Fiscal Policies I will be asking the Board to review several fiscal policies in the coming months. These policies have been revised and refined with the assistance the City's finance department. Every effort is being made to create checks and balances in the system to provide efficient and accurate accounting. Status of the Foundation,Friends, Volunteer Program The Foundation is busy planning for their fall fundraiser"An Elegant Affair" which will be held at the Doubletree Hotel on Thursday, October 14, 1999. Invitations will be available shortly. The event will feature Leonard Shlain, noted author. The Foundation will also complete a newsletter of activities and gifts to the Library in early September. The Friends of the Library continue with their on-going book sales and two major book sales a year. The Friends are beginning some program planning as well. The Friends recently awarded the library over$ 15,000 in funds to be used for children's programs and books on tape. Volunteers Our volunteer program is expanding, particularly during the summer months. We have had number of younger volunteers doing a variety of tasks behind the scenes. Volunteers are now staffing the public terrace at specific hours so that the public can use it. We are also having good luck with our Internet volunteer