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HomeMy WebLinkAboutAgenda Packet - LB - 1987.11.17 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - AGENDA NOVEMBER 17 , 1987 { SUGGESTED ACTION { 1 . CALL TO ORDER { 2 . ROLL CALL { { 3 . BILLS { APPROVAL City Checks : $20,720.36 { Special Fund: $ 1,084.08 { { 4 . MINUTES { APPROVAL f 5. CORRESPONDENCE AND COMMUNICATIONS { INFORMATION { a. Letter to Ms. Guberman-Lane { b. Note From Herb Sommer { C. Trustee Tool Kit for Library Leadership{ C. Library Spectacles - November f { 6 . REPORTS { INFORMATION { a. City Librarian f b. System Advisory Board-Trustee Blevins { C. C.L.A. Conference-Trustee Cannon { City Librarian { 7 . UNFINISHED BUSINESS { { a. Long-range Strategic Planning Process { ACTION { 8 . NEW BUSINESS { { ACTION a. Christmas Party f { 9 . FROM THE FLOOR { PUBLIC COMMENTS { 10 . ADJOURNMENT { { { { { { { { { { f { { { { { { { { { BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES OCTOBER 20TH, 1987 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: 35pm by Secretary Cannon in the absence of President Mink. ROLL CALL• Trustees Present: BLEVINS, ROBERTSON AND CANNON Trustees Absent: MINK AND BACIGALUPI Staff Present: MRS. JUDY GLADYSZ, LIBRARY SECRETARY MR. ALFRED ESCOFFIER, ASST. CITY LIBRARIAN INTRODUCTION OF NEW BOARD MEMBER - SHIRLEY ROBERTSON: Trustee Kris Cannon, introduced new Trustee, Shirley Robertson to the rest of the Board members . They said they were delighted to have her and welcomed her. BILLS• M/S/C (Blevins/Robertson) unanimously to approve the payment of City checks in the amount of $78,805 . 91 . M/S/C (Blevins/Robertson) unanimously to approve the payment of the Trustees Special Fund in the amount of $598. 26 . _ .MINUTES Minutes of the Regular Meeting of September 15th, 1987 were approved. Minutes of the Special Meeting held on October 19th, 1987 were also approved. CORRESPONDENCE AND COMMUNICATIONS: a. City Newsletter - mailed in packets. b. Letter from Peninsula Community Foundation regarding the Farrell Fund: Trustee Blevins asked about the Farrell Fund. Mrs. Bergsing gave a brief history about the Farrell Fund which is a donation that the Library has been receiving since 1971, in memory of Julia Farrell for the purchase of books. Some discussion followed. c. Library Spectacles: mailed in packets . REPORTS: City Librarian: Personnel: Trustee Cannon asked if the "on-call" position was new. Mrs. Bergsing explained that it is not a new position as such, it is hours designated for substitute personnel to fill-in when someone is sick or otherwise cannot work hours scheduled for public service duties. Workshop on Applied Strategic Planning - Trustee Cannon: Trustee Cannon explained that she and Librarians Bergsing and Escoffier had attended a workshop on "Applied Strategic Planning. " She said it was very interesting and she feels she learned enough about it that she would be able to serve on a planning committee if asked. She gave some details of Page 1 the days proceedings and discussion followed. The Trustees had received "hand-outs" from the Workshop in their packets and Librarian Bergsing had drafted a proposal for long-range strategic planning for the Library. Discussion followed. The matter was tabled until the November meeting when more of the Board members will be in attendance. However, those who were present wanted the record to show that they were in favor of proceeding with the process of Applied Strategic Long-Range Planning. UNFINISHED BUSINESS: Attendance at C.L.A. Conference: Some discussion regarding car-pooling, etc. Change in Rental Agreement for upstairs tenant in the Duncan Building: Mrs. Bergsing reported that Ms. Guberman-Lane (the leasee in the upstairs portion of the Duncan building) has not responded to the letter from the Foundation advising her that her lease is up in February 1988 . Ms. Guberman-Lane however has requested a 30 day quit notice to be extended to 90 days instead. Trustees Cannon, Blevins and Robertson had some discussion regarding a lease vs a month-to-month rental agreement. They all concurred that a month-to-month rental agreement with a 90 day notice to vacate clause would be in the best interest of the Library. M/S/C unanimously. (Blevins/Robertson) NEW BUSINESS• Long-Range Planning Process: Discussed in conjunction with "Reports. " Mrs . Bergsing brought-up the subject of artificial Christmas Trees and gave a brief history of the acquisition of same. She told the Board members that "real" trees are difficult to obtain because of the fire retardent restrictions. Mrs. Bergsing informed the Board that the Burlingame Lions Club had agreed to pay for half the cost of two artificial tress , one for the Main Library and one for the Branch. After discussion, the Board agreed to cover the other half of the cost in the amount of $200. 00 . M/S/C (Robert- son/Blevins) unanimously to purchase artificial Christmas trees for the Main and Branch libraries. Librarian Bergsing explained about the new Parking Structure Feasibility Study that had just been completed and sent to the City Council. Discussion followed about the impact on the Library if Lot A wre selected as a viable option for a structure. Also, thre was a discussion about how this might affect acquisition of the Duncan property and future expansion of the Library. Mrs. Bergsing said she would keep the Board informed about the Council ' s actions regarding the parking situation. ADJOURNMENT• The meeting of October 20th, 1987 was adjourned at 6 : 05pm with the next meeting scheduled for November 17th in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg Page 2 B U R L I N G A M E P U B L I C L I B R A R Y O C T O B E R 1 9 t h 1 9 8 7 B O A R D O F T R U S T E E S M I N U T E S CALL TO ORDER : A Special Meeting of the Burlingame Public Library Board of Trustees was held on the above date at 480 Primrose Road in Burlingame , California . The meeting was called to order at 12 : 10pm by President Mink for the purpose of touring the upstairs property located at 404 Primrose Road (Duncan building ) . Trustees Present : MINK , BLEUINS , ROBERTSON AND CANNON Trustees Absent : BACIGALUPI Also Present : MRS . PATRICIA BERGSING , CITY LIBRARIAN MRS . JUDY GLADYSZ , SECRETARY MR . ALFRED ESCOFFIER , ASST . CITY LIBRARIAN MR . JIM KAUFMAN , BUILDING MAINTENANCE WORKER MRS . BRENDA CHAVEZ , REFERENCE LIBRARIAN RECESS : The meeting was recessed to tour the above mentioned property . ADJOURNMENT• The Special Meeting reconvened at 12 : 30pm. TherA 1ilpre no decisions made as it was an informative tour and the Special Meeting was then adjourned . Respectfully submitted , Patricia M. Bergsing Clerk of the Board PMB/jg LIBRARIAN' S REPORT NOVEMBER 1987 Long-Range Planning Process As you know, you tabled action on the Long-Range Planning Process until this meeting when more Board members will be present. If you decide we should proceed, then you will also need to decide on whether the proposal should go to the City Council with a request for some funds to carry out the process . I hope to have more information for your meeting. Also, you will need to decide if one member of the Board will have time to serve as a member of the Planning Team. I would guess the time required will be 5 to 10 days during the next year. Duncan Property Attached to this report is the letter we sent to Ms. Guberman-Lane regarding the rental arrangement for the upstairs portion of the Duncan property. As of November 10 , the Foundation had not received a reply. C.L.A. Conference Many of the Burlingame Public Library staff will be taking advantage of the opportunity to attend the California Library Association Annual Conference in Santa Clara from November 14-17 . Al Escoffier, Trustee Cannon and I will have brief verbal reports for your meeting. Geac All library jurisdictions have reported their projections for the number of terminals and transactions that the system should be able to accommodate <. ing its life cycle thorough fiscal 1992-93 . This information, along with a cTiecklist of software capabilities desired, comprise the configuration detail that will enable Geac to quote a proposed system. Both the Project Mangers and the Bibliographic Standards Committees have prepared a list of special system features that the 9000 should accommodate. These lists are being prepared for the Automated Planning Group, and ultimately the Negotiation Task Force. Computer Room site specifications for the Geac 9000 have been outlined in terms of space, electrical and air conditioning requirements . Five floor plans presented to the County Library show that approximately 200 additional square feet will need to be added to the computer room. Data Base clean up is proceeding with a review of some 30 , 000 "linked" items nearing completion. When this project ends in several weeks , software to physically remove deleted items will be run, followed by RLIN record de- duplication software. After each phase of the database clean-up, the special software to remove records that have been flagged for deletion will be run, followed by the rebuilding of all indexes that remove pointers to deleted records . This process is commonly called a "garbage collect" and takes approximately 45 hours to complete. During this entire process, it is anticipated that soft back-up will be available. As of October 19 , Geac ' s corporate financial situation has improved imatically. As of that date, Geac was released from receivership by the ,acxpreme Court of Ontario, restoring the company' s operations to normal. Page 1 Programs and Services Plans are underway for the Library' s eighth annual family Christmas p,k ram, Saturday, December 12 , 11 AM, in the Main Library Children' s Room. The featured entertainment will be storyteller Sandra MacLees. Refreshments will be served and we anticipate a visit from Santa Claus. We are pleased to report that the new artificial Christmas trees have arrived. These beautiful new permanent additions to our holiday decor will be installed after Thanksgiving. The trees were purchased in part through funds from the Burlingame Lions Club and in part through the Trustees account. On October 29th, mystery author, Jerry Keneally, spoke to a group of thirty mystery lovers at an evening program held in the Community Room and sponsored by the Friends of the Library. Esther Cummings coordinated this successful event. Children' s Services Joan Leach gave a series of book talks at the Burlingame Intermediate School library. The talks involved five sixth grades and 150 students. Joan also talked to one seventh grade with 26 students. The October children' s programs were very successful with Cathy Somerton telling Halloween stories at a Monday and Saturday program, October 26th at the Main and October 31 at the Branch Library. The monthly Saturday program on October 24th featured Brenda Aoki. She t 3 a Japanese version of the "Gunniwolf, " a ghost story and played a game which involved Japanese numbers . The Pre-school storyhours are continuing at the Branch Library. . The "Begin with Books" program is progressing well. One of the goals of this year ' s program was to have schools visit the library if possible. The report shows that those schools within walking distance have come to the library. One of the programs Cathy did this month had a spider theme. McKinley School ' s second and third grades were studying spiders . Cathy Somerton did 39 programs during the month at 21 schools . She also did 4 pre-school storyhours, 2 special storyhours , 5 school visits at Easton and 7 at the Main. A total of 745 children were served. The second after-school program at the Branch Library had a Halloween theme was attended by 24 children. Diane used a theme of "Witches Cooking School" for the program. The P.L.S. Picturebook Program is "kicking-off" during the Children' s Book Week, November 16th through the 20th. This is a program that enables individuals to donate a picture book to the Library. For each book donated, a book plate will be placed in the book designating the donor or it can be given in the name of a child celebrating a special event such as a birthday. I ' ll have the materials to show you at your meeting. Page 2 Reference Division Reference Supervisor Donna Ridley Smith returned to her post October Michael Hubbell attended the bimonthly Inforama Committee meeting on Tuesday, October 27 . The new, updated Inforama notebook will be published in about a month. The updated BAIRS notebook will be delivered in about a week. Esther Cummings attended the PLS Community Relations Committee meeting on October 13th, where plans are progressing for the county-wide celebration for National Library Week in April 1988 . Brenda Buckley Chavez attended the PLS Film Committee meeting on October 21 at which many new videos were approved for purchase including several on cooking, storytelling, art and artists and travel. On November 4 , Sandy Gleichmann spoke to a group of students and teachers in the Adult School English as a Second Language Program. Sandy is surveying the students to ascertain how the library might be more helpful to the ever increasing number of Burlingame citizens for whom English is a second language. Staff Development Diane Casey attended the first of three classes she is taking at UC Berkeley Extension given by Elizabeth Overmeyer. The class offers a participatory approach to book talking. Three reference librarians attended the "Deadly Books" workshop, which focused on underused and neglected reference sources . Joan Leach attended a symposium in Stockton at which authors John Christopher, Eve Bunting, Joanne Hurwitz, and illustrators John Steptos and m`,acher Hurd spoke. Joan also heard Benedict Kiely speak at Herbst Auditorium in San Francisco. Personnel On-call librarian Jeff Grinnell was unable to begin training on November lst as scheduled. We hope he can join us at a later date. Joan Giampaoli will be taking over the Outreach Service to Shut-ins program beginning the end of November. Pat Myers will give up her duties in this area December 1 and will return to "on-call" status . We are outlining options for filling our vacant Library Assistant position. Increases in the materials budget, as well as obligations related to conversion of the database for the Geac 9000 may necessitate some shifting of duties and responsibilities, particularly in Technical Services . Staff Christmas Party The annual staff Christmas party will be held on December 17th from 5- 7pm in the Community Room. You are all invited to attend. In the past the Trustees Fund has contributed a modest amount toward this event as part of the Library' s staff recognition program. We hope we can count on your support again this year. PMB/jg Page 3 STATISTICS FOR OCTOBER 1987 REGISTERED BORROWERS: Total Registered Burlingame Adults 11 ,644 3urlingame Children 1 ,769 -Hillsborough Adults 2 , 059 Hillsborough Children 681 Non-San Mateo Co. Borrowers 306 TOTAL: 16 ,628 ----------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials (books , periodicals, pamphlets, paperbacks) 19 , 236 1 ,530 Children' s Print Materials (books, periodicals, pamphlets, paperbacks ) 5 ,264 1 , 277 Audio Visual Materials ( records, cassettes, films, videos, art prints , slides, equipment, talking books) 1 ,690 1 TOTALS: 26 , 190 2 , 808 Main Total 1987 Circ: 26 , 190 Main Total 1986 Circ: 25 , 876 = 1 . 21% Inc. Branch Tot 1987 Circ: 2,80_$. Branch Tot 1986 Circ: 3 , 086 = 9 . 00o Dec. GrandTotal 1987 Circ: 285,998 GrandTotal 1986 Circ: 28 , 962 = 0 . 12% Inc. -----------------------==--------------------------------------------- REFERENCE ACTIVITY: Total Reference Questions: 6,445 I .L.L. Borrowed: 113 I .L.L. Lent: 153 Grand Total Ref. Activity: 6 ,711 I .L.L. Total: 266 ----------------------------------------------------------------------- COLLECTIONS: added withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 138 , 920/104, 157 442 / 341 117 / 68 139 , 245/104 , 430 Ch.Non-Fic. 18 , 070/ 14 ,739 102 / 76 -0- / -0- 18 , 172/ 14 ,815 YA Non-Fic. 3 , 296/ 3 , 253 6 / 5 -0- / -0- 3 , 302/ 3 , 258 Ad.Fiction 47 , 999/ 43 , 932 211 / 116 5 / -0- 48 , 205/ 44 ,408 Ch.Fiction 15 , 234/ 10 , 287 17 / 2 3 / -0- 15 , 248/ 10 , 289 YA Fiction 3 , 189/ 2 , 831 20 / 15 1 / -0- 3 , 208/ 2 , 846 TOTALS: 226 , 438/179 ,212 798 / 555 126 / 68 227 , 380/179 ,686 ----------------------------------------------------------------------- OTHER MATERIALS: Pamphlets 25 , 225 138 -0- 26 , 363 Paperbacks 2 ,726 -0- -0- 2 ,726 Maps 1 , 526 -0- -0- 1 , 526 Records 5 , 396 43 -0- 5 , 400 Cassettes 1 , 611 90 -0- 1 , 652 Video Tapes 184 21 -0- 205 Films 6 -0- -0- 6 Art Prints 103 -0- -0- 103 Cit with the Deposited Treasurer: Main: $ 1 , 472 . 01 , p y Branch: $ 209. 35 I��� Total: $ 1, 681 . Total Meetings Held: 27 People in Attendance: 420 f7 L11Y Ur aUKLINQAML aUJULT �11AIUJ htrUlc1 - -._Lt KUlYitt 1-T.�U T- (-u -- AGGT Ut,�,.KtprlUN At'PkWe tSflrAlt AL WAL At;TuAL vAK1ANGt UA LANVt tl `- �1stKAK� 750610 LlokAKt SALAKIEJ IOft yyt3t3 J901410 400092 360*Zbi 150011_..1.0-K-AKI .LAP1.0_YtL.__1l 7150012 LlUkAKT Ovtkf lilt _5vU lbb. 19c u to sy4 75UU13 L1tIKAKT PAKTT1Mt L`les74b v7s9d4 IOZO16A t�lsIov 4s_5517— 1500_50_5 IbOAlU 4.10KAKT UfflGt CArtMbt 1UsZ4? 42t3[l 1s[?7 5Y5 704.4 151)1tU LABKAKT NiltGIAL UtPT4. 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Number of patrons _-20 B. Number of visits made 49 C. Items circulated 279 4. Shut-in Patrons--Institutional Visits No. visits Attendance Materials circ. A. LaVrar 2 0 30 B. C. Hacienda 2 22 - 30 D. Burl. Care _�_ 48 0 E. Marian Convent 2 30 30 F. 5. Totals (3&4) A. Shut-in patrons _ 120 _ B. Visits made b/ C. Items circulated 369 . Comments/ activities: Patients from Hill-haven will visit BPL every 3 -weeks, so we will lose Emily Hickez as an Outreach patron. Outreach volunteers Mr. & Mrs. Wendell Mason are now delivering books to Mrs . Impelman. A hearty "welcome" to them and 77 n Davina Smith of Burlingame Care will begin receiving books in November.