Loading...
HomeMy WebLinkAboutAgenda Packet - LB - 1987.06.16 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - AGENDA JUNE 16TH 1987 { SUGGESTED ACTION { 1 . CALL TO ORDER { 4 : 30 PM /Calif.Room { 2 . ROLL CALL { { 3 . BILLS { APPROVAL City Checks : $28,677.20 { Special Fund: $ 423.14 { { 4 . MINUTES - Regular Meeting of May 19th, 1987 { APPROVAL { 5 . CORRESPONDENCE AND COMMUNICATIONS { INFORMATION { a. Letter to Friends from Board President { Blevins { b. Letter to Board of Trustees of the { SMUHSD { C. Letter to Iry Amstrup { { d. Letter from Morning Glory Nursery { School thanking Cathy Somerton { e. Library Spectacles { { 6 . REPORTS { a. City Librarian { INFORMATION b. System Advisory Board - Blevins { INFORMATION f 7 . UNFINISHED BUSINESS { { a. Library Budget 1987-1988 and Cataloging{ INFORMATION /Processing Backlog { b. A.L.A. Conference - June 27th-July 2nd { INFORMATION C. Update on 75th Anniversary Celebration { INFORMATION { 8 . NEW BUSINESS { { ,, a. Amnesty on Fines on 75th Anniversary { APPROVAL Vb. Geac update & System Questions { INFORMATION V/b. San Mateo County Fair { INFORMATION { 9 . FROM THE FLOOR { PUBLIC COMMENTS { 10 . ADJOURNMENT { { f { { { 6/11/87 { { { { { { { BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES MAY 19TH, 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/Sommer) unanimously to approve the payment of City checks in the amount of $18 , 895 . 83 . M/S/C (Harrison/Sommer) unanimously to approve the payment of the Trustees Special Fund in the amount of $1 , 447 . 49 . MINUTES• Minutes of the Regular Meeting of April 21st, 1987 were approved. CORRESPONDENCE AND COMMUNICATIONS: Acknowledgements: a. Letter to Cathy Somerton from President Blevins commending Cathy on the great job she is doing with the "Begin With Books" program. b. P.L.S. Library Spectacles - Distributed c. A.L.A. Pre-Conference Program - Mailed REPORTS: a. City Librarian: Discussed under Unfinished and New Business . b. Legislative Day: Secretary Mink said Legislative Day was very worthwhile and a successful day. She said there were 24 librarians, Trustees and Friends from San Mateo County who attended out of the 250+ total people who participated in the event. The delegation from San Mateo called on the following legislators : Kopp, Morgan, Speir, Duplissea and Sher. Mrs . Bergsing reported that the following day, after the visit, she had recieved notice that an augmentation to the California Literacy Campaign and an approval of a cost-of-living adjustment to the Public Library Fund had been recommended by the Senate Budget Committee. Some discussion followed. C. Meeting of S.A.B. and P.L.S. Administrative Council - Bergsing: Mrs . Bergsing reported briefly on the Joint Meeting of the System Advisory Board and the P.L.S. Administrative Council. The meeting covered the experiences of four of the P.L.S. libraries in conducting surveys of library users and non-users. There was also discussion about public libraries concentrating on specific roles rather than trying to be "all things to all people. " The group decided to wait before proceeding until after the A.L.A. Convention when the publication and more information would be available. Discussion followed. Page 2 - Minutes - May 19th, 1987 UNFINISHED BUSINESS: Recommendations for changes in the Meeting Room Policies: Trustee Harrison moved that the changes in the meeting room policies be adopted effective July 1 , 1987 . The motion was seconded by Trustee Cannon and carried unanimously. A.L.A. Conference - June 27th-July 2nd: Trustee Cannon expressed interest in attending the American Library Association Conference that will be held in San Francisco next month. None of the other Board members will be able to attend. Update on the 75th Anniversary Celebration: Mrs. Bergsing pointed out the announcement in the Recreation Bulletin. The Board members thought it was very nice. Mrs . Bergsing further reported that she had met with Joe Harvey and he has agreed to be the Master of Ceremonies on July 12th. She said she has lined-up the following for entertainment: a barbershop quartet; singers in costume from My Fair Lady; a juggler and/ or a mime; a ventriloquist; a gazebo; the old fire engine and hand pumper; classic cars; the Lions Club circus wagon for blowing up balloons (helium to be supplied by the Lions Club) ; an art auction; she has 24 decorated womens hats and 12 mens hats reflecting those worn in the 1912 era and plans to put up bunting on the front of the Library. The Board members said they are looking forward to the celebration. Mrs . Bergsing said there will be a meeting of the Committee of the 75th on Thursday so she will have more to report at the next Board meeting. NEW BUSINESS: Library Budget Requests Mrs. Bergsing had mailed the Library Budget in for 1987-1988 : the packets and she distributed the two sheets with the City Manager ' s recommended amounts . The City Manager ' s figures show a reduction in employee benefits because of a change in the formula. Mrs . Bergsing said she would be conferring with Gloria Barton soon to discuss the budget request. Some discussion followed. Friends of the Library: Mrs. Bergsing said the Friends Budget for 1987- 1988 had been sent in the packets in April, listing the items that the Friends had decided to donate to the Library. The Chair was directed to write a thank you letter. Miscellaneous: Mrs. Bergsing shared the Read-To-Me and the Summer Reading Club materials with the Board. The Burlingame Lions Club is sponsoring the Reading Program again, which it has for almost forty years . ADJOURNMENT: The meeting of May 19th, 1987 was adjourned at 5 : 05pm with the next meeting scheduled for June 16th in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg 05/26/87 LIBRARIANS REPORT JUNE 1987 Library Budget 1987-1988 The City Council reviewed the budget at its regular study session on Wednesday, June 10th. Mayor Barton and I had met on June 1st to discuss the Library Budget. The major concern voiced at the Council meeting regarding the Library' s budget was from Vice-Mayor Pagliaro regarding the small increase in last year ' s book budget. I pointed out the substantial inciease in this year ' s book budget from las.:. year ' s $108 , 950 to $157 , 446 this year. This in turn has caused a "backlog" to develop in Technical Services both because of the increased number of books arriving, and because of the shortage of personnel. Councilman Pagliaro expressed concezn about getting the books c-.taloged, processed and available for the public, and I told him t. at I would be sure that you (the Library Board) were aware of the problem. I ' ll have some statistics ready for your meeting, and some suggestions about how we are trying to solve the "backlog. " A.L.A. Conference We can make final plans about who will be attending A.L.A. We do have free exhibit passes if any of you wish to go. Trustee Cannon has registered to attend the conference. 75th Anniversary Plans are virtually complete for the 75th Anniversary Celebration on July 12th. The line-up of entertainers will include the following: Capuchino Community Players singing numbers from "My Fair Lady" ; Ventriloquist Steve Chaney; Chi Chi the Clown; Ken Falk, International Champion Juggler; Barbershop Songs by the Golden Chordsmen; Scaramouche Repertory Theatre. In addition, there will be a classic car parade; an old fire engine and hand pumper from the Burlingame Fire Department; Historical exhibits of the Library; a silent art auction; the Burlingame Lions Circus wagon; free balloons for the children; souvenir invitations and tours of the Library; and lemonade and cookies furnished by the Friends of the Library. New exhibits have been installed at the Main Library for the Library' s 75th Anniversary. Books and records of 1912 are being featured. In addition, early photographs of the library, as well as old circulation stamps and library cards from the 1920 ' s forward are on display. We also have our 75th Anniversary Birthday cake on exhibit near the Browsing Room! I ' ll have all of the details for your meeting! ! Amnesty on Fines on July 12th As part of our celebration we would like to have an amnesty day on fines on the 12th. I was able to reach some of you by phone for your tentative approval, but it takes a formal vote of the Board. Page 1 C.L.S.A. Attached is a sheet showing the figures for the money we received from the State for lending books directly to non-Burlingame/Hillsborough residents, and for inter-library loans during 1987-1988 . It also shows the figures for last year. As you can see, we were reimbursed almost $10 , 000 more this year. Commission Appointments The Council decided on interview teams for the Commission vacancies at its June 10th meeting. Councilmen Amstrup and Pagliaro will be interviewing for the Library Board on Tuesday, June 16th. Appointments will be made at the regular July 6th Council meeting. Geac Statistics Attached are copies of correspondence from Geac regarding their financial condition, and an interesting article that explains "What and How" it happened. There will be a meeting between directors of libraries that use Geac and Geac top management at A.L.A. We should know more after that about what the future holds for Geac. In the meantime, the company has received orders for 20 additional systems. In addition, Geac has 35 Concept 9000 system installed in five countries. The Concept 9000 is the system which has some potential for a PLAN upgrade. Also attached is a series of questions regarding a system upgrade. Please let me know at your meeting if these questions cover what you feel you "need to know. " If so, the Automated Planning Group (APG) will proceed to supply the answers. After 22 hours of running, the job to remove 10 , 000 deleted items from the main computer had to be aborted. A software system failure indicated that index files were overflowing due to the high amount of change being incurred. From what was learned from this experience, PLAN intends to proceed differently next time. The entire job will take 30-35 hours. Libraries will be using soft back-up on June 16th and 17th, while the deletion run is being completed. Soft back-up will allow charge and discharge at the terminals, but not access to the bibliographic or patron databases . PLS Needs Assessment and Role of Libraries Attached is a report of the System Advisory Board and Council Meeting that I reported on briefly at your last meeting. Trustee Cannon and I will be attending a meeting at A.L.A. on the "Roles of Public Libraries" and we will also purchase the two books that the Public Library Association has just published on the subject. SMUHSD and Public Library Committee Attached is a brief report from Penni Vogel, Supervisor of Reference for the San Mateo Public Library, on the SMUHSD and Public Library Cooperation Committee. It also includes a sample cover memo on the new assignment alert form that will be distributed to all teachers in the fall. San Mateo County Fair Attached is the announcement about the PLS Booth at the San Mateo County Fair. Let me know if any of you want to work a shift. Page 2 Children' s Services Joan Leach gave students from the Washington School third grade a tour of the library. She also did a program for Nancy Padilla who operates a child care center for students at McKinley School. The center is for children who must be dropped off before school starts. It opens at 7 : 30 AM. A teacher at Park School, San Mateo, is bringing her class in groups of 4 or 5 students to the library to get library cards and have a tour. Although the school is located in San Mateo, we are the closest library. Letters were sent to the individual school principals informing them about the summer programs. The letter also indicated that Diane Casey, Cathy Somerton or Barbara Lazarus would contact them about talking to their students about the Summer Reading Club. They will be visiting classes through the first two weeks of June. Diane and Cathy visited each of the kindergartens in Burlingame to promote the Read Aloud Program. They performed a skit for the children about reading. The May program "Puppet Pals" was a success. There were about 60 children who attended, which is quite good considering it was Memorial Day weekend. Diane visited five classes at Our Lady of Angels School and six classes at Lincoln School to announce the Summer Reading Club. Diane has also purchased several new pieces of software for the Apple computer at the Branch. Begin with Books Program During May, Cathy presented 17 programs at 10 different preschools for a total of 341 children. Cathy prepared and distributed a third parent newsletter along with flyers about the Summer programs for young children. The Parent Letter explains the programs in more detail and also has some suggested books for summer reading. Seven more baby bags were distributed to parents . Also a number of books were purchased for the toddler programs for both the Main and Branch libraries. Bicentennial Michael Hubbell attended a PLS Bicentennial of the U.S. Constitution planning committee meeting. Carol Mink submitted a proposal to set up a Constitution-related video series to be presented at various libraries on the peninsula. Linda Crowe mentioned that a play on the constitution is available, to be presented by Art-Rise. We have scheduled this play to be presented the day of the signing of the Constitution, September 17th, in the Community Room. Michael also attended a Leadership Conference on the Bicentennial of the U.S. Constitution, offered by Congressman Lantos. The conference goal was to assist in coordinating communities ' Bicentennial programs and offering ideas and sources to assist in developing individual programs. Page 3 Reference Services Reference statistics were up 3% over the same month last year. The A/V Department is experimenting with staffing the Audio Visual Desk three mornings per week from llam to 1pm. We currently have been staffing only after 1pm weekdays. Audio visual usage has continued to climb steadily. Staff Development Esther Cummings and Hilde Rooth attended the PLS Neophytic Reference Workshop at Portola Valley. Donna Ridley Smith attended a Northern/Southern California Music Library Association meeting on May 22nd at the Conservatory of Music. Esther also attended the Microsolutions Conference in San Jose. The workshop on creating in-house indexes was especially helpful. Some vendors were present and available for questions. Our Librarian III ' s, as well as Al and I attended a city-sponsored lunch at the Velvet Turtle and heard a speaker on the topic of drug and alcohol abuse in the workplace. Personnel We are now recruiting for the Library Assistant II in Technical Services. This recruitment closes June 19th. Civil Service interviews will follow a written examination. PMB/jg 6/11/87 Page 4 STATISTICS FOR MAY 1987 REGISTERED BORROWERS: Additions Total Registered Burlingame Adults 12 , 008 211 12 , 219 Burlingame Children 1 ,867 39 1 , 906 Hillsborough Adults 2 , 232 28 2 , 260 Hillsborough Children 757 19 776 Non-San Mateo Co. Borrowers 263 11 274 TOTALS: 17, 127 308 17, 435 ----------------------------------------------------------------------- CIRCULATION ACTIVITY: Adult Print Materials Main: Branch: (books, periodicals, pamphlets, paperbacks) 21, 417 1 , 556 Children' s Print Materials (books, periodicals, pamphlets, paperbacks) 4 , 844 983 Audio Visual Materials (records , cassettes, films , videos, art prints, slides , equipment, talking books) 1 , 626 TOTALS: 27 , 887 2 , 539 Main Total 1987 Circ: 27, 887 Main Total 1986 Circ: 27, 510 = 1 . 37% Inc. Branch Tot 1987 Circ: Z,53-9,, Branch Tot 1986 Circ: 2 ,713 = 6 . 41% Dec. GrandTotal 1987 Circ: 30,4GrandTotal 1986 Circ: 30 , 223 = . 67o Inc. ----------------------------------------------------------------------- REFERENCE ACTIVITY: Total Reference Questions: 6 , 627 I .L.L. Borrowed: 66 I .L.L. Lent: 191 Grand Total Ref. Activity: 6, 884 I .L.L. Total: 257 -------------------------------------------------------------------- COLLECTIONS: added withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 139 , 220/104,332 321 / 225 524 / 327 139 , 017/104 , 332 Ch.Non-Fic. 18,132/ 14 , 809 21 / 17 211 / 132 17 , 942/ 14 , 694 YA Non-Fic. 3 , 351/ 3 , 245 4 / 3 36 / 21 3 , 319/ 3 , 227 Ad.Fiction 47,556/ 43 , 588 186 / 117 342 / 131 47, 400/ 43 , 574 Ch.Fiction 15 , 138/ 10,397 181 / 33 437 / 211 14 , 882/ 10, 219 YA Fiction 3 , 185/ 2, 836 18 / 16 38 / 28 3 , 165/ 2 , 824 TOTALS: 226 , 582/179, 309 731 / 411 1 , 588 / 850 225 , 725/178 ,870 --- ----------------------------------------------------------------- OTHER MATERIALS: Pamphlets 25 ,154 209 5 25 , 358 Paperbacks 2 ,726 -0- -0- 2 ,726 Maps 1 , 524 -0- -0- 1 , 524 Records 5 , 375 -0- -0- 5 , 375 Cassettes 1 , 529 -0- -0- 1 , 529 Video Tapes 173 -0- -0- 173 Films 6 -0- -0- 6 Art Prints 103 -0- -0- 103 Deposited with the City Treasurer: - Main: $ 1 , 535 . 46 /�� /, Branch: $ 241 . Meeting Rooms: $ 52 . 00 Total: $ 1, 829.30 Total Meetings Held: 18 _ _____People in Attendance.:__._535___.__. _.._. CITY OF �WRLINGAME_ 8U[)GET STATUS--REPORT 12 MONTH Y-TSD Y-T-U CUR MO (INFXPENOEU ACC. - _ _DESCRIPTION_ ---------__T_ APPROI ._ -FSTIMAT-E---- - ACTUAL ACTUAL -- va�t�-�� ---4A�A!vCE ENC LIBRARY • 750410 LIt1RARY SALAk1E5 506,200 464, 013 454, 459 ;90565 9,qr.4 r,2, 141 750011 LIBRARY EMPLOYEE BENEFITS 208,600 191 ,213 1610989 0 29,224 1160611 750412-I IBRARY OVERT-LME ---_-_ -_ `.--_._0 -------q-_ _1rb64 -- -a - 1 ,-664'-.-- -1-.b6y- 7501113 LIARARY PARt1TME 2bq,7!Q0 247,313 226,531 22,065 24x782 43#269 750110 LIBRARY OFFTCF EXPENSE 8,a,µ5 7.557 6,665 1.203 892 1.584 _ 750-12.0__LrbRARY. _SPEC-IAL,._ 0EPTL__EXPENSE---- - --151445 - --- 14, 157--.- - - 14,01? 750121 LIBRARY aUllK$ S MAPS 157,446 144, 331 114,602 t3, 482 20, 7?-tl 42,844 c 750122 LIBRARY PFRIOnICALS 17,674 161203 15, 72h 39 1177 1 , 9am 750123 L[-8 R A R Y_ 8 I N D I-N G 8.---- -------- --- #R 1-8-- --- ---g-,9 9 8 A♦ 161 ------._ _1 1-_ R A 7 l r �'`' - -- 750124 LIBRARY CATALnGING 15,h55 14,355 13, 1 !5 ii,484- t , Z�iO 2, 5 750125 LIBRARY kCCOVnS I CASSETTES 60540 5,495 5,951 8 141 bA9 _750130 LIBRA.R_�SMALL- TUULS- _LOTp -__----- --_ X40 275 2.96 _ 1R'3: 21 - - .--- -� 754160 LIBRARY COMMUNICATIONS 11 , 250 t0, 318 K,$94 434 I , g2�1 2, S5b 750170 LIBRARY UTILITIES 29,530 27, 071 2n. 7593 164 6, 316 8, 775 750190 LIBRARY _M-AINT SLOG R CROUNpS _15, 435 -_ 1n, 1116 110113 1re4S_ .. . z, 33 ___4t'�2. _ 754204 LIBRARY EGUINMENT MAINTENANCE 975 891 Pilo 435 ►t 165 750201 LIBRARY EWUTP MAINT-AUUIO 1115 1 , 000 913 510 0 403 400 -_754202 L16RARY_E_QUI_P MIAINT_-SFC*SYSTEM--- - o - -- 0_ 0 _ _ - Q_ 4 - _ 0 -- 750210 LIBRARY PROF R SPVCTAL SLRVICE 4,510 40136 40510 0 374- 0 1 750220 LIBRARY OTHER CONTRUCTUAL SERV 3q, 100 35,838 VIr535 360 ?, E+�17- S65 750232 INSURANCE COST ALLOCATION 3, 696 1,_388 30388 348 0 _308- - 750240 LIBRARY DUES & SUBSCRIPTIONS 705 649 705 0 cj6- 0 750250 LIBRARY TRAVEL. H00 737 514 105 223 286 750251 LIB_CCNF & MTGS-LIbRARIAN If 000 913 10040 t7 _.- - 57- 0- 750252 LI8 CONF R MTG3-STAFF t , 600 1 , 463 10449 361 111 151 750260 LIBRARY TRAINING k SAFETY ?, OSft 10,881 1r61449 ?71 440 750400 LIBRARY OTHER CHARGES _ . - 100 88__ 0 0_ __.. _-----__Ka 140 7501304 CAPTTAL OUTLAY 34,966 34,966 33,342 0 1624 1 ,624 } #***** TOTAL. LIBRARY 1362,440 t251008 t14,1, 867 67,939 10! ,941 212,573 M4-Bun ;q04-c«rn ``D4-Wh'te CITY OF BURLINGAME �BsJ����r - �- ---�-- 3/- :/ - -94 - II �� — •' I � q �I I OJ 3 4 ! 11 � � l 11 l �i I t q 3011 I i! a o '7 &, 6 4/ 1 y o II 111 � 8 /I� 7 I' I� s Zl� 10 i I � I I li i!12 13 14 16 3 it i! I li li I ie 1 II �I19 it ' I jl i :121 I I. i li 2 3 i :13 I 1 24 126 i i !! 127 23 !i I II II 29 0- I I ''31 i 3 I I I !I I 1133 34 MONTHLY REPORT MONTH May Outreach Activities 1. Volunteer Coordinator A. Hours worked 6.__.__ ` 2. Volunteers T A. Number of volunteers 21 B. Hours contributed 165 ! 3. Shut-in Patrons--Indivuadual Visits A. Number of patrons 22 B. Number of visits made C. Items circulated 197 4. Shut-in Patrons--Institutional Visits No. visits Attendance Materials circ. ! A. LaVrar 2 0 _ 30 12 B. Hillhaven 2 �— C Hacienda 2 22 30 O. Burl. Care 2 48 0 ►� E. Marian Convent 2 30 30 F S. - Totals (3&4) A. Shut-in patrons 164 B. Visits made 41 C. Items circulated 299 Comments/ activities: -I thank all the volunteers for a mist nroductivP month!