HomeMy WebLinkAboutAgenda Packet - LB - 1987.10.20 BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES - AGENDA
OCTOBER 20TH, 1987
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1 . CALL TO ORDER { 4 : 30 PM /Calif .Room
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2 . ROLL CALL f
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3 . INTRODUCTION OF NEW BOARD MEMBER - SHIRLEY {
ROBERTSON f
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4 . BILLS { APPROVAL
City Checks : $78 ,805.91 {
Special Fund: $ 598.26 {
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5 . MINUTES - Regular Meeting of Sept 15th, 1987 { APPROVAL
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6 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION
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a. City Newsletter {
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b. Letter from Peninsula Foundation {
regarding Farrell Fund {
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C. Library Spectacles - October {
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6 . REPORTS f
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a. City Librarian { INFORMATION
b. Workshop on Applied Strategic Planning-{
Trustee Cannon { INFORMATION
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7 . UNFINISHED BUSINESS {
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a. Attendance at C.L.A. Conference { ACTION
b. Change in Rental Agreement for upstairs{
tenant in Duncan building { ACTION
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8 . NEW BUSINESS f
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a. Long-range Planning Process { APPROVAL
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9 . FROM THE FLOOR { PUBLIC COMMENTS
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10. ADJOURNMENT {
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10/14/87 f
PMB/jg f
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BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
SEPTEMBER 15TH, 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 : 30pm by
President Mink.
Trustees Present: BLEVINS, MINK, CANNON, BACIGALUPI
Trustees Absent: NONE
Staff Present: MRS. JUDY GLADYSZ, LIBRARY SECRETARY
MR. ALFRED ESCOFFIER, ASST. CITY LIBRARIAN
BILLS:
M/S/C (Cannon/Bacigalupi ) unanimously to approve the payment of City
checks in the amount of $27,139. 55. M/S/C (Cannon/Bacigalupi) unanimously
to approve the payment of the Trustees Special Fund in the amount of
$1, 445 . 67 .
MINUTES:
Minutes of the Regular Meeting of August 18th, 1987 were approved.
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CORRESPONDENCE AND COMMUNICATIONS:
Acknowledgements: a. Letter from Michael Gentleman requesting direct
t" public access to the University of California on-
line catalogs. Mrs . Bergsing explained what
is public access to an on-line data base means .
She stated she will inform Mr. Gentleman that the
Library can provide the service but not in a
direct-access mode. Some discussion followed.
b. Letter from Lee Marie VanDusen complimenting two
staff members for help and courtesy.
E
C. Letter from San Francisco Public Library to the
Franchise Tax Board withdrawing from distribution
of tax forms . Mrs. Bergsing read a tele-type she
had received from the Peninsula Library System
earlier in the day. There is a legislative bill,
#AB129 on the Governor ' s desk that will require
public libraries to distribute tax forms.
Librarian Bergsing will follow-up on what happens
to the bill.
d. Library Spectacles : Distributed
REPORTS•
City Librarian: Vacancy on the Library Board: Mrs. Bergsing said the
final filing date for the Library Board is September 16th and no
interviews have been scheduled to date.
Finance Director ' s Year End Financial Review: Mailed in the Board
packets.
Page 1
Friends of the Library Meeting: Librarian Bergsing said the Friends
Fashion Show that was held in the Community Room on Sunday, September
13th, was a very nice affair. She said the clothes, from the 1912
Edwardian era, were just magnificent.
UNFINISHED BUSINESS:
Letter from Foundation Regarding the Duncan Trust: Mrs. Bergsing has heard
nothing since receiving the letter from the Foundation. President Mink
suggested Mrs. Bergsing get in touch with the Foundation to see if Ms .
Guberman-Lane has responded to the letter from Mr. Somerville. Also, the
Board suggested that Librarian Bergsing try and schedule an appointment to
view the upstairs portion of the property in conjunction with the next
Board meeting.
Trustee Bacigalupi discussed the financial report from the Foundation
on the Duncan Property and suggested that since there is such a large
amount of money that the Library should draft a list of needed items and
present it to the Foundation. Mrs. Bergsing explained the procedures for
requesting funds that the Library Board has followed in the past. Trustee
Blevins suggested waiting until after the first of the year or until
budget requests were received from staff before requesting funds from the
Foundation. Discussion followed and Librarian Bergsing said she would
check with staff regarding any immediate needs they might have.
There was some discussion regarding g g possible future uses of the
Duncan property. There were no decisions made. Librarian Bergsing said
she will continue to discuss the possibilities with staff.
Trustee Registration and Attendance at C.L.A. Conference: Mrs. Bergsing
distributed the Preliminary Conference Programs and asked the Trustees to
fill out the appropriate paperwork before the deadline if they are going
to be attending the Conference.
Librarian Bergsing reminded the Trustees about Thursday' s celebration on
the lawn at City Hall for the Bicentennial of the Constitution.
E
Trustee Bacigalupi said the book on goal-setting for public libraries was
very good and helped him, as a new trustee, to understand the process in
library goal-setting. He found the book on performance measures less
helpful. The books were passed-on to Trustee Blevins.
NEW BUSINESS•
ADJOURNMENT:
The meeting of September 15th, 1987 was adjourned at 5: 25pm with the
next meeting scheduled for October 20th in the California Room.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
PMB/jg
09/25/87
Page 2
LIBRARIAN' S REPORT
October 20th, 1987
Appointment of New Trustee
At the regular meeting of October 5th, the City Council appointed Shirley
Robertson to the Library Board. Shirley has recently retired as a long-time
school librarian with the Burlingame Elementary School District. She is
currently serving as President of the San Mateo County Reading Association,
and has an M.A. Degree in Library Science. Shirley is well-known to many of
the staff both as a constant library user and as a professional with whom we
have worked on joint school and public library programs. The staff joins the
Board members in welcoming her to the Library Board, and looks forward to
working with her.
Duncan Property
Just a reminder that we will plan to meet by the Circulation Desk at
12 : 10 on Monday, October 19th to tour the upstairs area of the Duncan
building. I have told the tenant, Ms. Deborah Guberman-Lane, that as a Board,
you will consider lengthening the notice period from 30 days to 90 days after
the lease expires in February. This would allow her more time to find another
office in the event that the Library decides it has a use for the space. I
doubt we could move much more quickly than 90 days anyway.
Farr( ll Fund
The Peninsula Foundation has sent a check for $511. 00 to purchase books
in the name of the Julia Farrell Memorial Fund. The Library has been
receiving money from this fund since 1972, and the money is used to purchase
books in the Fine Arts and Literature sections.
Long Range Planning
Attached to this report, is a summary article on "Public-Sector Strategic
Planning" by Arthur Andersen and Company; and a proposal to begin a strategic
planning process at the Library. Trustee Cannon, Assistant Librarian
Escoffier and I can give you additional information based on the several
meetings we have attended on long-range planning. I believe this will be a
very worthwhile process for us and it should produce both long-term directions
and short-term operating objectives. I 'd like to discuss this at the meeting,
answer any questions, and gain your formal approval to begin the process. If
you do agree, I would hope that one member of the Board would be able to serve
as a member of the Planning or Steering Committee.
Programs and Services
Patriotic spirit was in the air, as the City celebrated the Bicentennial
of the U.S. Constitution. Patti Bergsing chaired the event, with a number of
community members and library staff assisting. The September 17th celebration
included speeches by the Mayor and Council, as well as representatives from a
`- number of community groups. Well over 300 were in attendance, as 200 balloons
were released, and bells rang for 200 seconds.
Librarian' s Report
Page 1
The evening of the 17th, the Friends sponsored a play reading "The Other
Tea Party, " in the Library Community Room.
The Friends of the Library, Fall Book Sale, was a success running the
three days from October 9th - 11th.
Upcoming programs for October include: "Japanese Ghost Stories" by Brenda
Aoki on Saturday, October 24 . "Halloween stories" will be featured at the Main
Library on Monday, October 26th at 7 PM, and at the Branch Library on
Saturday, October 31st at 11 AM.
Local mystery writer Jerry Kennealy will be the featured speaker on
Thursday, October 29th at 7 : 30 PM in the Community Room. Kennealy is the
author of "Polo Solo. " His books will be available at the door.
Children' s Services
Pre-school storyhour resumed September 15th. Attendance was light the
first two weeks , but increased the last week of September to ten children.
Seventy-five children and their parents attended the Dinosaur Theatre
production given by Cathy Somerton and her mother.
Cathy also did 6 programs, reaching a total of 85 children, for the
schools this month. Four programs at McKinley for the kindergarten classes
( 60 children) and two programs at United Methodist Church for their toddler
class ( 9 children) and the 4-year old class ( 16 children) .
Cathy also sent out the first parent letter of the school year. The
subject was "wordless" books. A letter was also sent to the pre-schools and
kindergartens about programs in the schools and encouraging them to schedule a
visit to the library. Eleven schools have responded so far requesting a total
of 30 programs in the schools and 16 programs at the Main or Easton Libraries
between now and the end of December.
GEAC
Significant downtime was experienced beginning September 24th. Two
problems occurred simultaneously. One was the disc drive motor burned out;
the other was a bad memory board in one of the central processing units . Both
seem to be resolved. During the downtime, we were able to use either soft
back-up or our PC back-up systems for much of the time.
Discussion is now underway on the potential use of the Geac 9000 by the
libraries of the San Mateo Community College District. Preliminary planning
meetings have been held by system staff . The PLS Budget committee has met to
recommend the "buy-in" costs of such a decision, which would be determined by
the shared cost formula, augmented to reflect the district ' s patron, volume
and circulation transactions activity. It is anticipated the PLS Council will
make a decision to include the District by December 1987 .
The Administrative Council has also approved a "Letter of Intent" to
purchase the Geac 9000 . The letter has been reviewed by legal counsel and
approved by PLS Council. The intent to purchase the system anticipates
delivery July 1988 , with installation by August 1988 .
Librarian' s Report
Page 2
_reference Division
Reference statistics were up 2% over the same month last year. Reference
Supervisor Donna Ridley Smith returns to her post October 19th. I would like
to commend her staff for carrying on so very well during her four month leave.
Each individual carried a heavier load than usual both helping the public and
behind the scenes.
Members of the Reference Division attended the following meetings during
the month: PLS Council, Brenda Buckley Chavez; PLS Film Committee, Brenda
Buckley Chavez; PLS Microcomputer Meeting, Allen Testa.
Collection Development
The summer weeding projects are winding down, as public desk duties
become more intense.
On the system level, the PLS Cooperative Collection Development
Committee, chaired by Al Escoffier, has been meeting to discuss a model for
cooperative collection development. The model will be tested during this
fiscal year.
Easton Branch
The first after school program, "Owls, Wolves and Such" was well-received
,,-,by the 35 children in attendance. Diane used a stuffed owl borrowed from the
Peninsula Humane Society to assist with her program.
Personnel
We have hired another new on-call librarian for reference. Jeff Grinnell
will join us November 1st to assist with filling in the evening and weekend
reference schedules. Jeff will begin training when Donna Ridley Smith returns
from leave.
10/14/87
PMB/jg
Librarian' s Report
Page 3
STATISTICS FOR SEPTEMBER 1987
REGISTERED BORROWERS:
Total Registered
,,,-Burlingame Adults 11 ,767
Burlingame Children 1,788
Hillsborough Adults 2,094
Hillsborough Children 680
Non-San Mateo Co. Borrowers 299
TOTAL: 16,628
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CIRCULATION ACTIVITY:
Main: Branch:
Adult Print Materials
(books, periodicals, pamphlets, paperbacks) 17 ,718 1,542
Children' s Print Materials
(books, periodicals, pamphlets, paperbacks) 4 , 346 1 ,065
Audio Visual Materials
(records, cassettes, films, videos, art
prints, slides, equipment, talking books) 1, 479 1
TOTALS: 23 ,543 2 ,608
Main Total 1987 Circ: 23 , 543 Main Total 1986 Circ: 25 , 959 = 9. 31% DEC.
Branch Tot 1987 Circ: 2,608 Branch Tot 1986 Circ: 2 ,928 = 10. 93% DEC.
GrandTotal 1987 Circ: 26,151' GrandTotal 1986 Circ: 28 ,887 = 9. 47% DEC.
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"- -REFERENCE ACTIVITY:
TPtal Reference Questions: 5, 907 I.L.L. Borrowed: 61
I .L.L. Lent: 173
Grand Total Ref. Activity: 6,141 I .L.L. Total: 234
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COLLECTIONS: added withdrawn total
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 138,602/103 ,907 493 / 366 175 / 116 138, 920/104 , 157
Ch.Non-Fic. 18 ,025/ 14,701 48 / 38 3 / -0- 18,070/ 14,739
YA Non-Fic. 3 , 284/ 3 , 242 13 / 11 1 / -0- 3 , 296/ 3 , 253
Ad.Fiction 47, 838/ 43 , 836 190 / 98 29 / 2 47, 999/ 43 , 932
Ch.Fiction 15,083/ 10, 286 152 / 1 1 / -0- 15, 234/ 10,287
YA Fiction 3 ,185/ 2,827 4 / 4 -0- / -0- 3,189/ 2,831
TOTALS: 226 , 017/178,812 900 / 518 479 / 118 226, 438/179,212
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OTHER MATERIALS:
Pamphlets 25, 225 -0- -0- 26,225
Paperbacks 2,726 -0- -0- 2,726
Maps 1,526 -0- -0- 1 , 526
Records 5,396 11 50 5 , 357
Cassettes 1 ,611 1 50 1, 562
Video Tapes 184 -0- -0- 184
Films 6 -0- -0- 6
Art Prints 103 -0- -0- 103
Deposited with the City Treasurer: Main: $ 554. 47
Branch: $ 111. 30
Total: $ 665. 7
Total Meetings Held: 29 People in Attendance: 365
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MONTHLY REPORT
- - MONTH September, 1587
t Outreach Activities
1. Volunteer Coordinator
' A. Hours worked ??z
2. Volunteers
A. Number of volunteers 14
B. Hours contributed -102-
3. Shut-in Patrons--Indivuadual Visits
A. Number of patrons 24
75
B. Number of visits made +
C. Items circulated
4. Shut-in Patrons--Institutional Visits
No. visits Attendance Materials circ.
A. LaVrar _ 30
42 12
B, Hillhaven -
C. Hacienda 2 22 -
p.
2 48 0
Burl . Care
E. Marian Convent 2 30 30
F.
r
t
1..
5. Totals (3b4)
� 166
A. Shut-in patrons
B. Visits made 55
C. Items circulated 430
Comments/ activities:
Jane Dunbar an
Lorrzine I" g 1
Barbara Merritt were unavailable this month.
is e an sco ier or heroic special delivery service, above and
dir