HomeMy WebLinkAboutAgenda Packet - LB - 1987.08.18 BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES - AGENDA
AUGUST 18TH 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 . BILLS { APPROVAL
City Checks: $18,502.86 {
Special Fund: $ 1,038.68 {
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4. MINUTES - Regular Meeting of July 21st, 1987 { APPROVAL
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5. CORRESPONDENCE AND COMMUNICATIONS { INFORMATION
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a. Letter to Peninsula Foundation {
b. Letter to Lions Club {
C. Letter to Joe Harvey {
d. August Library Spectacles {
e. Friends Newsletter & Program Flyers {
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6. REPORTS {
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a. City Librarian { INFORMATION
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7. UNFINISHED BUSINESS {
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a. Geac Upgrade { INFORMATION
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8 . NEW BUSINESS {
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a. Strategic Planning Workshop { INFORMATION
b. Special Pre-School Program { APPROVAL
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9. FROM THE FLOOR { PUBLIC COMMENTS
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10. ADJOURNMENT f
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8/13/87 f
PMB/jg {
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BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
JULY 21ST, 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 Blevins.
Trustees Present: BLEVINS, MINK, HARRISON, CANNON, BACIGALUPI
Trustees Absent: NONE
Staff Present: MRS. JUDY GLADYSZ, LIBRARY SECRETARY
MR. ALFRED ESCOFFIER, ASST. CITY LIBRARIAN
INTRODUCTION OF NEW BOARD MEMBER: WILLIAM BACIGALUPI :
President Blevins introduced new Board member Bill Bacigalupi. The
Board welcomed Mr. Bacigalupi.
BILLS:
M/S/C (Mink/Harrison) unanimously to approve the payment of City
checks in the amount of $46 , 268 . 26 . M/S/C (Mink/Harrison) unanimously to
approve the payment of the Trustees Special Fund in the amount of $693 . 45 .
MINUTES:
Minutes of the Regular Meeting of June 16th, 1987 were approved.
CORRESPONDENCE AND COMMUNICATIONS:
Acknowledgements: a. Letter from Jan Bisinski thanking the Library
staff for locating a book on Interlibrary Loan
b. Library Spectacles: Distributed
c. City Newsletter: Distributed
d. Caltactics for July: Distributed
e. Souvenir Invitations of the 75th Anniversary:
Distributed
f . Letter to Mr. Walter Lembi , President of
Continental Savings and Loan from President
Blevins thanking him for his company' s generous
donation to the Library on its 75th
Anniversary.
REPORTS•
a. A.L.A. Conference - Trustees Cannon and Mink: Trustee Mink said she
did not attend. Trustee Cannon said she had attended A.L.A. and had
attended several meetings which were informative. She said she had
visited the exhibits and enjoyed them, and had attended the Friends
luncheon as well.She gave additional information on the meeting on the
"Role of the Public Library, " and suggested that B.P.L. might wish to try
some of the suggested planning procedures . She showed the Board the
publications from the meeting and suggested that the other Board members
might want to read them.
Mrs. Bergsing and Mr. Escoffier both gave brief reports on the
conference.
Page 1
b. 75th Anniversary - President Blevins: President Blevins said the
Anniversary Celebration was enjoyed by young and old alike. It was a
fantastic party where wonderful warmth was generated. She said that it
made one feel good just being there. Trustee Mink said someone had told
her that it made Burlingame seem like a small town again. Trustee
Bacigalupi said he enjoyed the celebration and he thinks everyone enjoyed
it. He said it was nice and easy going.
C. President Blevins said she didn' t have anything further to report
about the System Advisory Board except that it had been very nice to meet
in Burlingame.
d. Librarian' s Report: The Board members concurred that Cathy Somerton
is doing an excellent job on the "Begin With Books" program, and they
enthusiastically support her.
Trustee Mink had a question regarding intrasystem loans through Geac
which Mr. Escoffier explained to her.
The Board asked about the success of the fine-free day. Mr. Escoffier
explained that it had gone very well, however if it we did it again, he
would change a several procedures. Some discussion followed.
UNFINISHED BUSINESS:
Announcement of new appointment to Library Assistant II position:
Mr. Escoffier announced that the position of Library Assistant II in
Technical Processing had been filled by Rosalind Mincher. Rosalind, has
been working part-time at the Library since 1984 , and full-time in a data
processing division of J.C. Penney. Mrs. Mincher begins July 27th.
NEW BUSINESS•
Letter from Renter at 404 Mrs. Bergsing received a letter from Mr.
Primrose Road: Somerville at the Peninsula Community
Foundation requesting a recommendation
regarding the use of the property at 404
Primrose Road. It is currently leased to Ms.
Deborah Guberman-Lane and she had requested
that she be allowed to continue occupancy on a
month-to-month basis after her lease runs out
in February 1988 . After some discussion,
Trustee Harrison made a motion that Ms.
Guberman-Lane be allowed to continue occupancy
_ on a month-to-month basis with a provision in
the agreement that she can be asked to vacate
the premises within 30 days of written notice
from the Foundation. The motion was seconded
by Trustee Mink and carried unanimously.
Page 2
President Blevins asked Mrs. Bergsing to write
to Mr. Somerville and request an income and
financial statement of the Duncan Trust for the
past two years to date and to further request a
visitation of the upstairs property located at
404 Primrose Road in the near future to
evaluate its usefulness to the Library. She
also suggested the language in the request be
reviewed by the City Attorney and/or Bill Nagle
before submitting it to the Foundation.
Election of Officers: President Blevins nominated Trustee Mink to be
President for the new year, the nomination was
seconded by Trustee Cannon and carried
unanimously. Trustee Harrison then nominated
Trustee Cannon to the office of Secretary for
the new year. The nomination was seconded by
Trustee Mink and carried unanimously.
Congratulations to you both! !
Gift to Joe Harvey for President Blevins suggested that the Board mem-
Emceeing the 75th bers make a donation to the "Lions Eye Founda-
Anniversary Celebration: tion" in the name of Joe Harvey for their
appreciation of the wonderful job he did as
Master of Ceremonies at the 75th Anniversary
- Celebration. The Board members concurred and
agreed to donate $100 in his name.
Date for Library Orienta- Mrs. Bergsing and Trustee Bacigalupi agreed on
tion for Trustee August 6th at 4: OOpm as a time for a tour and
Bacigalupi : orientation.
Miscellaneous: Mr. Escoffier announced that the Summer Reading
Club party will be held the same day as the
August Board meeting, Tuesday, August 18th.
Mrs. Bergsing announced she is the City' s Chair
person for the Bicentennial of the Constitution
celebration to be held on September 17th and
Trustee Mink has agreed to serve on the
committee.
ADJOURNMENT:
The meeting of July 21st, 1987 was adjourned at 5 : 55pm with the next
meeting scheduled for August 18th in the California Room.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
_ PMB/jg
07/23/87
Page 3
LIBRARIAN' S REPORT
August 1987
Duncan Property
Attached to this report is a copy of the letter that was sent to the
Peninsula Community Foundation per your request. To date, we have received
no answer.
Geac
We had a real downtime situation in which to test our IBM/PC back-up
for Geac on August 3 and 4 . The main computer had to be brought down those
days due to a malfunction of the air conditioning in the computer room at
PLAN. We were able to use the PC Back-Up system to charge out material from
the four terminals in the main circulation area. The procedures worked well
initially. However, we did find we had a communication line problem, when
we proceeded to download the data to PLAN. Fortunately, no records were
lost, as the PC system does capture all transactions and allow us to either
reload them by machine or manually. PLAN is investigating this
communication line problem.
Also attached to this report is the background documentation of the
Geac upgrade prepared by the Automation Planning Group (A.P.G. ) of the
Peninsula Library system. This was done to answer the most commonly asked
questions regarding the need to upgrade the automated circulation system.
At your meeting, Al and I would like to hear if we achieved this or not.
The Administrative Council approved the recommendation to send a Letter
of Intent to Geac that the PLAN libraries intend to buy a Geac 9000 and that
our proposed delivery date will be August 1988 . This Letter will allow us
to enter the queue for construction of a computer.
We are continuing to refine and purge unnecessary items from the Geac
system. At Burlingame, we have eliminated some unnecessary statistical
codes and rearranged records in an effort not only to make our statistical
compilations easier and more meaningful, but to relieve the load of
unnecessary transactions processed daily.
Governance of Public Libraries
Included in this report is a copy of an informal opinion from the State
Attorney General ' s Office on the governance of public libraries in general
law cities. It should be placed in your manuals in the By-Laws and Code
Section. Let me know if you have questions.
Statistics
Included with this report are some figures that I thought you might
find interesting. First is a table showing the amount of money that will be
expended for library materials by the eight P.L.S. libraries . Next is a
table showing the number of books lent to and borrowed from P.L.S. libraries
during the last fiscal year; and, finally, a table showing the number of
questions asked and answered by P.L.S. libraries during the past year.
Page 1
Planning Workshop
On August 10th, I attended a half-day workshop on a "Needs Assessment"
technique called "Sense-making" presented by Brenda Dervin, a consultant
hired by the State Library. Basically it describes how to ask significant
questions when conducting interviews for a library survey on information
needs of users. As part of the workshop, I received the publication Ms.
Darvin compiled as a result of her study. We may be able to use some of her
techniques in a survey of Burlingame library users.
Another workshop on planning is scheduled for September 21st in
Millbrae. Al and I have already registered to attend. Let me know at the
meeting if any of you wish to go. The registration form is enclosed.
C.L.A. Conference
We have already received the preliminary program for the California
Library Association Conference in November in Santa Clara. We are
requesting additional copies for all of you.
Library Legislation
Included in this packet is an update on the status of library
legislation in Sacramento. If anything more recent arrives between now and
your meeting, I ' ll let you know.
Trustee Orientation
New Library Trustee, Bill Bacigalupi, spent about two hours at the Main
Library on August 6th receiving a brief orientation tour of the different
departments. The staff enjoyed meeting him and hope that he found the tour
informative.
Burlingame Historical Society
On Sunday, August 23rd, at 2: OOpm in the Library Community Room, the
Burlingame Historical Society will hold its regular meeting. At that time,
the Society will present a set of 1,000 catalog cards to the Library. These
will provide access to their collection at the Carriage House in Washington
Park. Both Loretta Blevins and Al Escoffier will be attending the meeting
as representatives of the Board and staff of the Library. You are all
invited! !
Programs and Services
Planning is now underway for our rather extensive list of Fall
programs. Programs will include the following: Pre-School storyhour at the
Branch on Tuesday mornings; a new school-age program at the Branch on
Wednesdays; and a continuation of the Begin with Books programming for very
young children.
For adults, the Friends are holding their annual meeting on September
13 at 2 PM, followed by an Historical Fashion Show sponsored by the San
Mateo County Historical Association. The Fashions are all authentic costumes
from the early part of the century, reflecting the dress of our citizens
during that period. The costumes are part of the permanent holdings of the
Museum of the San Mateo County Historical Association.
Page 2
�. The Library will celebrate Constitution Day in a big way on September
17th! Patti Bergsing is chairing the city-wide Bicentennial celebration
which is currently in the planning stages. That same day, we have scheduled
the play "The Other Tea Party, " which will be given by members of the
Art-Rise and Spindrift local theater groups , at 7 : 30 PM in the Library
Community Room.
The Fall Book Sale will preview Friday, October 9th from 6-9 PM, and
continue through that weekend, October 10 , 10-4 PM and October 11 , 1-4 PM.
In August, members of the staff and Board participated in the Peninsula
Library System booth at the San Mateo County Fair. The award-winning
display featured a lottery spin for prizes, with the theme "Everyone is a
Winner at the Library. "
Our silent Art Auction continues through August 15th. The framed art
prints will be sold to the highest bidders after that date. I ' ll let you
know the results at your meeting.
Children' s Services
The Summer Reading Club, sponsored by the Burlingame Lions Club, will
culminate with the Reading Club Party, on Tuesday, August 18th at 2 PM. The
entertainment will be "Puppetwork, " a puppet group which has performed for
us previously. The Read-Aloud Party will be held Friday, August 21 , 2 PM
and will feature a magician.
Begin with Books Program
Cathy Somerton presented 16 programs at Preschools in July, reaching a
total of 253 children. Fall planning was begun and letters will be sent to
all of the schools in late August.
Easton Branch
The Branch is looking at updating their copy machine. Bedtime
Storyhour is continuing with 20 attendees at the Branch Library, and
approximately 30 at the Main.
We are planning on continuing this program in the fall, but in a
different time slot. Cathy Somerton is going to give a special holiday
story hour once a month at both libraries. This requires your approval,
because we wish to hold the Branch sessions on Saturday morning when the
Branch is usually closed. We believe the budget can support these few added
hours . A total list of scheduled children' s programs for the fall months is
attached.
Reference Division
Reference statistics were up 20. 50 over the same month last year. This
reflects a substantial increase in patron transactions , particularly at the
Audio Visual Desk.
Interlibrary loan transactions are down slightly over August of last
year, probably as a result of the policy change urging other libraries to
use Burlingame less frequently for interlibrary loans.
Page 3
Thanks to Sandy Gleichmann, Burlingame received a gift of a number of
German Language books. Sandy is currently looking at alternatives for
shelving and accessing foreign language books and materials. Sandy has also
completed a "Pathfinder" instruction sheet on how to find language books in
our collection. This is available for staff and public alike.
Sandy also conducted a library tour for the International School for
English West, located on the College of Notre Dame campus. Teacher Anne
Woodmansee brought her international students in for a tour and discussion
of library use on July 30.
Michael Hubbell reports that updating is continuing on the computer-
generated Inforama file. A new update should be ready in the Fall.
Collection Development
Thanks to Geac' s new Events Statistical Report system, we are now able
to get reports on the use and content of our materials collections. The
first quarterly report which monitors the circulation of materials by class
code (eg: Dewey number breakdowns by subject) has provided us with the means
of analyzing the circulation of our collections.
Al Escoffier has been comparing the circulation figures against our
budget figures for last year to see how the budget figures compare with
circulation. The results are fascinating. The figures are strikingly
similar: our circulation figures are within one or two percentage points of
the money spent for materials in most sections.
The report will allow us to carefully monitor trends in circulation and
purchasing. This year we will budget our monies based on circulation and
earmark several areas for emphasis, as we have done in previous years.
The weeding and updating of collections is continuing in earnest this
summer. We have hired a part-time librarian in Reference to free our
subject selectors to work on their collections. The 500 ' s ( sciences) and the
620-629 (aeronautics, etc. ) have been weeded. We have also nearly completed
the 300 ' s weeding (social sciences) . All of this weeding is necessary to
removed dated material, buy newer editions of popular material and to get
rid of items no longer used. Weeding also frees more space for newer
materials, which is a critical factor in our crowded stack areas.
Exhibits and Displays
Exhibits continued to reflect the library' s 75th anniversary this
month. Other exhibits included the 1912 wedding dress, from the historical
society and a bulletin board of photographs taken of the 75th celebration.
A Scrapbook will be compiled on the entire 75th event in the coming months.
Personnel
Rosalind Mincher has been hired to fill the position of Library
Assistant II in Technical Services. Roz has worked for us part-time in
conversion and on the circulation desk. Roz has also held a full-time
`. position working with computers at J.C. Penney in San Mateo.
Page 4
Barbara Lazarus, Library Assistant II , has submitted her resignation
effective August 25th. Barbara has been in charge of our Outreach program
and has worked half time in the Children' s Division. After 16 years with
the Library, we will certainly miss Barbara. She leaves us to go into sales
in the private sector. The staff is honoring Barbara at a farewell coffee on
the Duncan Patio on Friday, August 21st at 11: OOam. You are all invited.
New pages have been hired recently. Erika Ranahan and Heather Pecoraro
have been hired as pages in the Circulation Division. Steve Stamates has
been hired as a new page at the Branch, replacing Cordelia Leoncio who
resigned to attend college.
David Russell, Librarian I , has been hired as a part-time cataloger to
fill-in for Vera Warrick. Vera begins her maternity leave August 14.
8/13/87
PMB/jg
Page 5
STATISTICS FOR JULY 1987
REGISTERED BORROWERS:
Total Registered
Burlingame Adults 11,723
`- Burlingame Children 1,797
Hillsborough Adults 2,118
Hillsborough Children 685
Non-San Mateo Co. Borrowers 295
TOTAL: 16 ,618
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CIRCULATION ACTIVITY:
Main: Branch-
Adult Print Materials
(books, periodicals, pamphlets, paperbacks) 19,271 1,858
Children' s Print Materials
(books, periodicals, pamphlets, paperbacks) 6,249 1 ,713
Audio Visual Materials
(records, cassettes, films, videos, art
prints, slides, equipment, talking books) 1 ,829 8
TOTALS: 27, 349 3 ,579
Main Total 1987 Circ: 27, 349 Main Total 1986 Circ: '27,074 = 1 .02% Inc.
Branch Tot 1987 Circ: 3-,57-9-.,Branch Tot 1986 Circ: 3 , 274 = 9. 32% Inc.
GrandTotal 1987 Circ: 30,928 GrandTotal 1986 Circ: 30,348 = 1. 91% Inc.
REFERENCE ACTIVITY:
Total Reference Questions: 6,271 I .L.L. Borrowed: 66
I .L.L. Lent: 193
Grand Total Ref. Activity: 6, 530 I .L.L. Total: 259
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COLLECTIONS: added withdrawn total
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 138,812/104,091 205 / 33 560 / 450 138,457/103 ,774
Ch.Non-Fic. 17,964/ 14,695 76 / 1 24 / -0- 18,016/ 14,696
YA Non-Fic. 3 , 287/ 3,227 17 / 16 22 / 2 3 , 282/ 3 ,241
Ad.Fiction 47, 505/ 43 ,640 194 / 117 9 / -0- 47, 690/ 43 ,757
Ch.Fiction 14,976/ 10,220 7 / -0- 51 / -0- 14, 932/ 10, 220
YA Fiction 3 , 182/ 2,824 -0- / -0- -0- / -0- 3,182/ 2,824
TOTALS: 225,726/178,710 499 / 267 666 / 452 225, 559/178,525
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OTHER MATERIALS:
Pamphlets 25,629 355 -0- 25, 984
Paperbacks 2,726 -0- -0- 2 ,726
Maps 1 , 526 -0- -0- 1,526
Records 5,392 15 11 5, 396
Cassettes 1,598 17 4 1, 611
Video Tapes 184 -0- -0- 184
Films 6 -0- -0- 6
Art Prints 103 -0- -0- 103
Deposited with the City Treasurer: Main: $ 1 , 492. 92 .b; '� (" , -:'
Branch: $ 241 '
Total: $ 1,734. 27
Total Meetings Held: 7 People in Attendance: 175
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MONTHLY REPORT
- MONTH July
Outreach Activities
r 1 . Volunteer Coordinator
A. Hours worked ...5.
2. Volunteers
A. Number of volunteers 21
B. Hours contributed 130
3. Shut-in Patrons--Indivuadual Visits
1%.,
A. Number of patrons 22
' B. Number of visits made
—
C. Items circulated 217-
4. Shut-in Patrons--Institutional Visits
No. visits Attendance Materials circ.
A. LaVrar 2 0 30
B. Hillhaven 2 42-
12
C. Hacienda 2 22_ 30
D. Burl . Care 2 48 -- o
E. Marian Convent 2 30 30
F.
5. Totals (3b4)
A. Shut-in patrons 164
B. Visits made _
C. Items circulated 314
Comments/ activities:
" Good work Volunteers, statistics are-up again ! For three
years I have worked with
and seen such growth and pleasure s
of us as a group I love Vnif all , You're all sn sppr9a1!.--
Thanks fr
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