HomeMy WebLinkAboutAgenda Packet - LB - 1987.07.21 BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES - AGENDA
JULY 21ST 1987
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1 . CALL TO ORDER { 4 : 30 PM /Calif.Room
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2 . ROLL CALL {
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3 . INTRODUCTION OF NEW BOARD MEMBER: WILLIAM {
BACIGALUPI {
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4 . BILLS { APPROVAL
City Checks : 1986-87: $34,273.01 87-88:11 ,995.{
Special Fund: 693.45 25 {
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5 . MINUTES - Regular Meeting of June 16th, 1987 { APPROVAL
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6 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION
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a. Letter from Jan Bisinski {
b. Library Spectacles {
C. City Newsletter {
d. Caltactics {
e. Souvenir Invitations of the 75th Anniv. {
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7 . REPORTS {
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a. A.L.A. Conference - Trustees Cannon & { INFORMATION
Mink {
b. 75th Anniversary - President Blevins { INFORMATION
c. System Advisory Board - Blevins { INFORMATION
d. Librarian' s Report { INFORMATION
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8 . UNFINISHED BUSINESS {
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a. Announcement of new appointment to Lib-{
rary Assistant II position { INFORMATION
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9 . NEW BUSINESS {
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a. Letter from Renter at 404 Primrose Rd { ACTION
b. Election of Officers { ACTION
c. Gift to Joe Harvey for 75th CelebrationkACsACTION
d. Date for Library Orientation for {
Trustee Bacigalupi { ACTION
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9 . FROM THE FLOOR { PUBLIC COMMENTS
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10 . ADJOURNMENT {
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7/15/87 {
PMB/jg {
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BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
JUNE 16TH, 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
Secretary Carol Mink.
Trustees Present: MINK, HARRISON, CANNON AND SOMMER
Trustees Absent: BLEVINS
Staff Present: MRS. JUDY GLADYSZ, LIBRARY SECRETARY
MR. ALFRED ESCOFFIER, ASST. CITY LIBRARIAN
BILLS:
M/S/C (Harrison/Cannon) unanimously to approve the payment of City
checks in the amount of $28 , 677 . 20 . M/S/C (Harrison/Sommer) unanimously
to approve the payment of the Trustees Special Fund in the amount of
$423 . 14 .
MINUTES:
Minutes of the Regular Meeting of May 19th, 1987 were approved.
CORRESPONDENCE AND COMMUNICATIONS:
Acknowledgements: a. Letter to Friends of the Library from President
Blevins thanking them for their continued support.
b. Letter to Board of Trustees of the SMUHSD asking
them to consider continuing the "Reading Break"
program. Trustee Harrison said the Committee and
Superintendent are recommending continuing
Reading Break to the Board and adding 5 minutes to
the present "Break Time. "
C. Letter to Iry Amstrup informing him that the
Library had framed an old map of Burlingame to be
displayed with the other historic pictures. Funds
from his gift to the Library had been used to pay
for the framing of same.
d. Letter from Morning Glory Nursery School thanking
Cathy Somerton for the excellent job she is doing.
e. Library Spectacles for June was distributed.
REPORTS:
a. City Librarian: Librarian Bergsing said Councilmen Pagliaro and
Amstrup are interviewing for a new Trustee for the Library Board to
replace Trustee Sommer. She said the appointment will probably be made at
their July Council meeting.
Secretary Mink said she wanted the minutes to reflect that she too
had attended the Tom Lantos Breakfast meeting.
Page 1
Secretary Mink gave a brief description of a 12 hour video program on
the Bicentennial that is available for loan from the High School District.
,he said it is a series of tapes starring prominent national leaders
,,_..iscussing constitutional issues. Trustee Mink is suggesting that various
PLS libraries show the video tapes followed by a discussion moderated by
selected community leaders. Mrs. Bergsing said it is presently being
shown on channel 9 if anyone wishes to watch it.
There were some questions regarding the calculations and
reimbursements for non-residents. Librarian Bergsing explained the
process . Some discussion followed.
Al Escoffier had prepared statistics showing the number of registered
borrowers. These were distributed to the Board members and explained.
Secretary Mink thanked him for the figures.
System Advisory Board - Blevins: Tabled until the next Board meeting.
UNFINISHED BUSINESS:
Library Budget 1987-1988 and Cataloging/Processing Backlog: Mrs.
Bergsing stated that Councilman Pagliaro had expressed concern about the
small increase in next year ' s book budget. She explained that the book
budget had increased from $108 , 950 last year to $165 , 670 requested for
next year. This represents a $56 ,720 increase. She added that if the
book budget were much higher it would require more staff and compound the
backlog in processing because of the current staff vacancies. Councilman
Pagliaro said he wanted the Trustees to be aware of this situation and
Mrs . Bergsing said she would express the concern to the Commissioners.
Trustee Cannon asked how large the backlog is. Mrs . Bergsing
explained at the moment there are probably about 1 , 000 books which could
be caught up by July or August. Trustee Cannon asked how long to process
a book from the time it is received to the time it gets on the shelf .
Mrs . Bergsing replied that it varies from one day to two weeks depending
on the subject matter.
Librarian Bergsing stated that they were actively recruiting for both
the Library Assistant and the Librarian position, and they would be
recruiting at A.L.A. next week. In the meantime, they are reassigning
duties among current staff to help cope with the "backlog. "
The Board had several suggestions regarding recruiting possibilities ,
and Secretary Mink said the Board members are very concerned about the
staffing issue and support Mrs . Bergsing' s efforts . Discussion followed.
A.L.A. Conference - June 27th-July 2nd: Trustee Cannon said she
would be attending the American Library Association Conference that will
be held in San Francisco next week. Secretary Mink expressed an interest
in attending the exhibits as did Trustee Sommer.
Update on the 75th Anniversary Celebration: Mrs . Bergsing said
everything for the celebration is moving along very nicely. All of the
entertainment has been obtained and the printing is almost finished. Some
iscussion followed. Trustees Harrison and Blevins will be at the Library
zy 1 : 00 on the 12th of July for the opening ceremonies .
Page 2
NEW BUSINESS•
nnesty on Fines of the Trustee Harrison made a motion to approve
—75th Anniversary amnesty on July 12th for all fines. Trustee
Sommer thought however that it might encourage
people to keep the books, while Trustee
Harrison felt that it encourages people to dig
into their closets and return the books they've
had for so long. Trustee Sommer said that had
never occurred to him and then seconded the
motion which passed unanimously.
Geac Update and System Mrs . Bergsing told the Commissioners that
Questions a company named "Helix Investments Ltd. " has
recently invested $20 million in Geac. This
should help their recent financial crisis.
Trustee Mink asked if there was anything the
Board should do regarding the circulation
system. Mrs. Bergsing said that at the moment
they just needed to be informed and she would
keep them up to date on developments. Trustee
Cannon asked about the cost effectiveness of
the automated circulation system, why it was
better than a manual system, and why we were
looking toward a larger system. Mrs . Bergsing
replied that a committee of PLAN was proposing
written answers to these and the other
questions distributed to the Board. She also
said that some of the answers were contained in
a pamphlet on the circulation system that was
available. Trustee Cannon asked what a
"deletion process" was . Mr. Escoffier
explained. Brief discussion followed.
San Mateo County Fair: Mrs . Bergsing asked if any of the Board members
were interested in working the PLS booth at the
Fair. Trustee Cannon said she would fill out
an application since her hours are more
flexible during the summer.
Miscellaneous : Secretary Mink said she ' s concerned about the
ceramic art work that' s falling apart
throughout the City. She asked if there was
anything to replace them? Mrs. Bergsing said
she would check with Rich Quadri to see if he
has any suggestions.
The Board members thanked Trustee Sommer for
serving on the Board. Secretary Mink said it
was their pleasure and privilege to have him on
the Library Board. After he left she made a
suggestion to present something to Herb. The
Board members concurred. Brief discussion
followed.
Page 3
ADJOURNMENT:
The meeting of June 16th, 1987 was adjourned at 5 : 50pm with the next
seting scheduled for July 21st in the California Room.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
PMB/jg
06/17/87
Page 4
_ LIBRARIAN' S REPORT
JULY 1987
Appointment of New Library Trustee
At it' s regular meeting on July 6th, the City Council appointed
William T. Bacigalupi to the Library Board replacing Herb Sommer. Bill
lives at 317 Chapin Lane. He is the father of three children and is
employed as General Sales Manager for KGO Radio. I know the board joins
the staff in welcoming Bill to the Library Board. At the meeting we will
set a time for an orientation tour of the Library for Bill.
Commission Attendance
Attached to this report is the copy of the Commission Attendance
Report which was submitted to the City Manager for the period January
through June 1987.
75th Anniversary Celebration
Our 75th Anniversary celebration was a great success ! We are proud
to report over 500 people were in attendance at the July 12th event. The
entertainment was fun for all. The logistics of staging, sound, etc. ,
worked very well. The Friends of the Library were busy distributing
Friends applications, as well as lemonade and cookies. Joe Harvey did an
excellent job as Master of Ceremonies.
The day truly felt like July 4, 1912, with so many people in costume,
and with the wonderful antique cars parked under the elms on Primrose.
All of the Council were in attendance and Mayor Gloria Barton
enthusiastically welcomed the crowd. President Blevins gave a wonderful
summary of the growth and development of the Library from its beginning to
�-- date. The staff did an excellent job of set-up, staffing and clean-up.
The silent auction of art prints on canvas will continue at the Main
Library through August 12.
A.L.A. Conference
Almost all of the staff took advantage of the A.L.A. Conference in
San Francisco during the end of June and first of July. Most of the full-
time staff attended meetings, as well as going through the exhibits. Most
of the part-time staff at least were able to see the exhibits. Everyone
agreed that the Conference was worthwhile, but so large it was a little
overwhelming. Trustees Cannon and Mink, Al Escoffier and I can give you
brief reports at the meeting.
Duncan Property
Attached to this report is a letter from the renter upstairs at the
Duncan Property. She would like to continue to rent the flat after her
lease expires in February 1988 . I took the liberty of consulting with
former Board members Bill Nagle and Joe Harvey and City Attorney Jerry
Coleman and they all recommend continuing on a month-to-month basis
instead of renewing any lease agreement. I told Mr. Somerville that you
would decide at the July Board meeting, and I would notify him immediately
thereafter.
Page 1
Librarian' s Report
San Mateo County Fair
Many members of the staff are preparing to participate in the
Peninsula Library System booth at the San Mateo County Fair later in July.
The award winning display will feature the lottery spin for prizes, with
the theme "Everyone is a Winner at the Library. "
We are pleased that the Burlingame Friends have donated $ 100 . 00
toward the cost of prizes and materials that will be distributed at the
fair. Each PLS Friends group was asked to participate.
Children' s Services
The Summer Reading Club, sponsored by the Burlingame Lions Club, is
in full swing. "Summer of Celebration" features a hot air balloon theme.
A spectacular replica of a hot air balloon adorns the center of the
children' s room.
Preparation was the keyword in June as Cathy Somerton, Diane Casey
and Barbara Lazarus finished visiting the schools to tell children about
the Reading Club. Nancy Montague and Paul Dimitre completed the Branch
and Main decorations . Paul made and painted the giant hot air balloons at
both libraries.
Casey, our orange-haired clown, designed to promote the Read-to-Me
program, was made by Cathy Somerton. She made a twin for the Branch.
Barbara Lazarus is doing pre-school story hours on Tuesdays . Cathy
and Diane are doing the Bedtime storyhours .
One hundred and ninety children are participating in the Club to
date. Ninety-two are enrolled in the Read-to-Me program.
Begin with Books Program
Cathy Somerton presented 19 programs at Preschools in June, for a
total of 255 children. Programs were given at both the Main and Branch
libraries, as well as Washington School and West School. Sixteen baby
bags went out in June. Bedtime storyhours included 20-22 children at each
of the programs to date (June 22 , 24 , 29 ) . Fred Thayer Carpets donated
approximately 50 carpet squares which are being used for the bedtime
storyhour at the Main Library.
GEAC
Training for the IBM/PC back-up for our Geac circulation terminals
will take place the week of July 20th.
Efforts are being made to clean up various aspects of the database,
to improve overnight processing time. At this point, the overnight is
taking all of the hours the libraries are closed with only a 10-15 minute
window before we open. Each library has been sent a lengthy list of
unnecessary transactions to purge from the system.
The system copy specific hold procedure has been revised system-wide,
primarily at our request. The new policy will encourage PLS libraries to
place holds on other library' s books beginning with the San Mateo County
Branches . Burlingame and Menlo Park, the libraries with the highest non-
resident imbalance, will be the libraries of "last resort" for inter-
system loans. Of course, this will not affect direct access to all
libraries by walk-in users.
Page 2
Librarian' s Report
Following the American Library Association Conference, the Automated
Planning Group of PLS has completely reorganized. Goals and objectives
have been written and a plan of action begun. Members of the APG will
have a report/discussion meeting with the PLS Administrative Council at
their August meeting, centering on the issues involved in a system
upgrade.
Geac offered a private demonstration of their on-line catalog system
at the Ramada Renaissance Hotel during the ALA Conference. The
demonstration gave PLS staff a glimpse of the use of such a catalog, as
well as the format of the Concept 9000 system. When PLS does upgrade its
system to the Geac 9000 , a number of changes will need to be made in the
system itself. The chief change is the necessity to upgrade our database
so that all records have the standard MARC (Machine-readable) tags. PLAN
is about the hire a Database Manager who will coordinate this activity
system-wide.
The deletion of bibliographic records program was successfully run
during June. Over 10 , 000 items were removed from the system.
Reference Division
Reference statistics were up 70 over the same month last year.
Esther Cummings participated in the PLS Staff Visit Program with a
visit to Tom Kam at the Redwood City Public Library on June 26 . Esther
reviewed the technical book selection process and reference tools
available at Redwood City.
A senior Economics class from Burlingame High had a library
assignment which required them to use Valueline and Standard and Poor ' s
reference materials. After the assignment, we noticed significant sections
missing from Valueline. Donna called the instructor, Mrs . Siepser, to
report the vandalism and Mrs. Siepser was very upset by the student
behavior and most cooperative. She wanted to know the stocks covered on
the missing pages , and the price of Valueline so she could speak to the
class. She hoped the guilty parties would come forward. Next year, four
of her classes will have similar library assignments . She hopes to avoid
these problems by warning the students before the assignments .
Allen Testa gave a computer class to 10 staff members on June 24th.
The class served as an introduction to the IBM PC and microcomputers in
general. The class was well received and another is planned for late July.
Circulation Division
Deanna Tomei reports all members of the desk staff assisted in
assembling the souvenir invitations and the bicentennial tour books for
the 75th celebration.
The Fine-Free Day resulted in the return of a number very overdue
items, some from 1985.
Joan Giampaoli and Brenda Buckley Chavez co-hosted a page party on
the patio on June 9 to honor those pages graduating from high school.
Helen Ward also attended.
Page 3
Librarian' s Report
Exhibits and Displays
Oil paintings by Doriane Heyman, a display on Older Americans
materials and services, books and music from 1912 and children' s art from
the United Methodist School were featured at the Main Library. Currently,
the silent Art Auction of art prints is on display though August 12 .
Easton Branch
The Branch staff have all participated in installing the displays for
the Summer Reading Club. New acquisitions in the Lions Den include
puzzles, and blocks, as well as magnetic board games.
Personnel
Due to a number of page resignations, we re-hired two former pages as
"summer help. " Lance Flodin and Joe Ken will be with us through much of
the summer. We also gave a page test in June, and hired 2 young people
from that test. Another test will be given July 15 for additional pages.
We are currently interviewing for Library Assistant II in Technical
Services. We anticipate the new person will be hired by the July Board
meeting.
Donna Ridley Smith began her four month leave on June 23rd. On June
26th, she and her husband adopted a brand new baby boy, Owen Tyler.
Page 4
Librarian' s Report
STATISTICS FOR JUNE 1987
REGISTERED BORROWERS:
Additions Total Registered
Burlingame Adults 12,219 278 12,497
Burlingame Children 1,906 35 1,941
Hillsborough Adults 2 ,260 49 2 , 309
Hillsborough Children 776 ( 7 ) 769
Non-San Mateo Co. Borrowers 274 14 288
TOTALS: 17,435 369 17,804
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CIRCULATION ACTIVITY:
Main: Branch:
Adult Print Materials
(books, periodicals, pamphlets, paperbacks) 19 ,050 1 ,818
Children' s Print Materials
(books, periodicals, pamphlets, paperbacks) 5,820 1,190
Audio Visual Materials
(records, cassettes, films, videos, art
prints, slides, equipment, talking books) 1,705 7
TOTALS: 26,575 3 ,015
Main Total 1987 Circ: 26,575 Main Total 1986 Circ: 25,608 = 3 .78% Dec.
Branch Tot 1987 Circ: _1;41-5,Branch Tot 1986 Circ: 3 ,074 = 1. 92% Inc.
GrandTotal 1987 Circr'29, 590 ;GrandTotal 1986 Circ: 28,682 = 3 . 17% Dec.
REFERENCE ACTIVITY:
Total Reference Questions: 5 , 591 I .L.L. Borrowed: 77
I .L.L. Lent: 228
Grand Total Ref. Activity: 5,896 I .L.L. Total: 305
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COLLECTIONS: added withdrawn total
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Ad.Non-Fic. 139, 017/104 , 332 195 / 79 400 / 320 138,812/104 ,091
Ch.Non-Fic. 17, 942/ 14,694 22 / 1 -0- / -0- 17,964/ 14,695
YA Non-Fic. 3 , 319/ 3 ,227 1 / 1 33 / 1 3 , 287/ 3 ,227
Ad.Fiction 47,400/ 43,574 120 / 67 15 / 1 47, 505/ 43 ,640
Ch.Fiction 14,882/ 10,219 97 / 1 3 / -0- 14 , 976/ 10,220
YA Fiction 3 , 165/ 2,824 17 / 13 -0- / -0- 3 ,182/ 2,824
TOTALS: 226,725/178,870 452 / 162 451 / 322 225,726/178,710
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OTHER MATERIALS:
Pamphlets 25, 358 271 -0- 25 , 629
Paperbacks 2 ,726 -0- -0- 2,726
Maps 1,524 2 -0- 1, 526
Records 5 , 375 17 -0- 5 , 392
Cassettes 1, 529 69 -0- 1,598
Video Tapes 173 11 -0- 184
Films 6 -0- -0- 6
Art Prints 103 -0- -0- 103
Deposited with the City Treasurer: Main: $ 1 , 116 . 28 '
Branch: $ 295.61
Meeting Rooms: $ 22. 0
Total: $ 1, 434. 39
Total Meetings Held: 21 People in Attendance: 620
MONTHLY REPORT
MONTH June
Outreach Activities
1. Volunteer Coordinator
A. Hours worked 61
2. Volunteers
A. Number of volunteers 21
B. Hours contributed 171
3. Shut-in Patrons--Indivuadual Visits
�.
A. Number of patrons 22 -
B. Number of visits made
C. Items circulated
4. Shut-in Patrons--Institutional Visits
No. visits Attendance Materials circ.
A. LaVrar 2 0 30
B. Hilihaven 2 42
C. Hacienda 2 22 30
D. Burl . Care 2 48 0
E. Marian Convent 2 30 30
F.
5. Totals (3&4)
I A. Shut-in patrons 164
B. Visits made 42
C. Items circulated 301
Comments/ activities:
Statistics are up again this mo th Outreach has fillPri
a lot of special requests Thank you VniuntAArs again -
fo all Your soecial Pffnrts,l