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HomeMy WebLinkAboutAgenda Packet - LB - 1986.11.25 BURLINGAME PUBLIC LIBRARY LIBRARY BOARD OF TRUSTEES NOVEMBER 25TH, 1986 / 4: 30 P.M. AGENDA I . CALL TO ORDER II . ROLL CALL Trustees Present: Trustees Absent: Staff Present: III . BILLS City Checks: $17,308.67 Special Fund: $ 602.25 IV. MINUTES OF THE MEETING OF OCTOBER 21ST, 1986 V. CORRESPONDENCE AND COMMUNICATIONS Announcement of CALTAC Workshop VI . LIBRARIAN' S REPORT VII. UNFINISHED BUSINESS Appointment and/or Volunteer From Board as a Liason to The Friends of the Library VIII. NEW BUSINESS Suggested Action Revised Commission Selection Process - Information Brown Act Amendments - Information Court Approval of Compromise of Duncan Trust - Information Value of Staff - Approval Sytem Advisory Board Report - Blevins - Information Report on C.L.A. Conference-Escoffier/Bergsing - Information IX. ADJOURNMENT PMB/jg 11/16/86 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES OCTOBER 21ST, 1986 CALL TO ORDER: The meeting of October 21st, 1986 was called to order by Acting President Blevins at 4 : 30pm. She warmly welcomed the new Trustees. Trustees Present: All Trustees were present Trustees Absent: None Staff Present: Mrs. Judy Gladysz , Library Secretary Mr. Al Escoffier, Asst. City Librarian BILLS: M/S/C (Mink/Harrison) unanimously to approve the payment of City checks in the amount of $68,064 . 14. M/S/C (Mink/Harrison) unanimously to approve the payment of the Trustees Special Fund in the amount of $1 , 220. 65 . MINUTES OF THE MEETING OF SEPTEMBER 15TH, 1986 : Minutes of the meeting of September 15th, 1986 were approved as written and ordered filed. CORRESPONDENCE AND COMMUNICATIONS: Letter from Superintendent of S.M.U.H.S.D. : Acting President Blevins read the letter to Dr. Gennaro of September 15th from President Harvey to bring the new Hoard members up-to-date. She then read the letter from Dr. Gennaro wherein he thanked the Trustees and the Library for their continued support. Letter to the Peninsula Community Foundation: Librarian Bergsing said the letter to the Foundation related the City' s concern for making the front of the Duncan building "water-tight" . Since the letter was written, the problem has been rectified. Article from Golden State Report Friends of California Libraries Newsletter Peninsula Library System Newsletter C.L.A. Preliminary Conference Program Caltactics City of Burlingame Newsletter Program Announcements All of the above communications were distributed to the Trustees to read at their leisure. LIBRARIAN'S REPORT: Duncan Property: Trustee Harrison asked if the 5 year lease with the 5- year option was still in effect for the downstairs portion of the building since the construction was taking so long. Mrs. Bergsing said that Councilman Amstrup had raised the same question recently and the City Attorney is checking on the answer. She said she would try to find out. She also added that the Contractor has a deadline of November 8, 1986 Page 2 . Minutes. October 21st, 1986 to complete the job but he didn' t seem to think the work would be done by then. Maintenance Projects: Mrs. Bergsing said the waterproofing had been completed and she was extremely pleased with Alpha Waterproofing' s work. Mrs. Bergsing also said that the termite repairs at the Branch had been delayed briefly awaiting the fianl o.k. from Public Works to close in the repairs. She also said she was waiting to hear from Joe Harvey and Public Works about the need to request further repairs in next year ' s budget. Personnel: Trustee Mink said she is very unhappy to see Marge Johansen leave the Library. Mr. Escoffier said he is recruiting for her position. Acting President Blevins asked if Marge went to San Bruno Library because the wages were higher there. Mrs. Bergsing said no, Marge needed more flexible part-time hours than what Burlingame had to offer. Mr. Escoffier announced that Cathy Somerton, Branch Librarian would be accepting the Children' s Librarian job at the Main Library so he will be recruiting to fill Cathy' s position at the Branch. Friends Booksale: Acting President Blevins said she had attended the Friends booksale over the past weekend and thought it was great. Mrs . Bergsing said they made approximately $3 , 000. UNFINISHED BUSINESS: Termite Repairs at the Easton Branch: Discussed in conjunction with the �-- Librarian' s Report. NEW BUSINESS• Election of Officers: Trustee Mink nominated Trustee Blevins for President. The motion was seconded by Trustee Cannon and unanimously approved. Trustee Harrison then nominated Trustee Mink for Secretary. The motion was seconded by Trustee Cannon and carried unanimously. Congratulations ! ! Reports on P.L.S. Orientation Tour: President Blevins said it was her second time and she enjoyed it very much. Trustee Harrison said they had a good lunch and he enjoyed the tour very much as well. Trustee Cannon ,said it was great and it enabled her to understand Geac better. C.L.A. Conference: Mrs. Bergsing distributed the C.L.A. Conference Programs and said the Conference is held annually, and alternates between Southern and Northern California. This year the Conference is in Long Beach and next year it will be held at the Double Tree Inn in Santa Clara this will make it easier for the Trustees to attend. She further added that the American Library Association Conference will be held in San Francisco in 1987 in late June. Library Board Manual: Mrs. Bergsing had already distributed the brand new Library Board Manuals. The Trustees were extremely pleased with them. Trustee Sommer had a couple of questions regarding the various funds. There was discussion regarding some other topics in the manual. Page 3 - Minutes - October 21st, 1986 Orientation of New Board Members: After discussion, it was agreed that the staff would organize an orientation tour of the Library for the Trustees in order for them to meet the staff in the various departments and to become better acquainted. The Trustees thought this was be an excellent idea and set the tour for Tuesday, November 25th from 2 : 30 pm to 4 : 30 with the Board meeting following. Change of Library Hours for Thanksgiving Holiday: Trustee Cannon made a motion to close the Library at 6: 00pm on Wednesday, the day before Thanksgiving and at 6 : 00pm on Friday, the day after Thanksgiving in order to offset the time and a half and double time which will have to be paid to employees who work the day after Thanksgiving which is a City holiday. The motion was seconded by Secretary Mink and carried. Change of Date for November Board Meeting: The Trustees said changing the Board meeting date to November 25th instead of the normal third Tuesday would be fine with them. The reason for the change is that Mrs. Bergsing and Mr.Escoffier will be attending C.L.A. Conference the third week in November. Mrs. Bergsing said she would like to suggest a liason from the Board to the Friends of the Library. She said with the 75th anniversary of the Library coming up next year, it would be very helpful to have a joint committee consisting of staff, the Friends and the Board. The Trustees concurred and Mrs. Bergsing said she would add this to next month' s agenda. ADJOURNMENT: The meeting of October 21st, 1986 was adjourned at 5 : 45pm with the next meeting scheduled for November 25th in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg 10/22/86 ~-' LIBRARIAN'S REPORT November 25th, 1986 This report was compiled very early in November, and there may be other items of business that will come up during the month that we will need to add to your agenda. We' ll try to keep them brief. Board Orientation By the time you receive this, you should have received your invitation from the staff to the orientation and tour beginning at 2 : OOpm on November 25th. In addition, included in this mailing is some information about each of the divisions in the Library that the staff hopes you will have read before the tour. Commissioners Selection Process Attached to this report is a copy of the newly revised procedures for commissioner appointments. If you have any questions we can discuss them at your meeting. Brown Act Also attached to this report is a copy of the newly revised procedures relating to the Brown Act. We will need to discuss these at your November meeting. Duncan Trust Enclosed is a copy of the Petition of Testamentary Trustee for approval of compromise regarding the Duncan Trust. The hearing is set for November 18th as you can see. The City Attorney will represent the City, and I will have a report for your meeting. It is our understanding that work is almost complete on the Duncan Building and Fox and Carskadon should be moving in on November 18th. It is our further understanding that the lease dates remain the same as those originally negotiated between the Foundation and Fox and Carskadon, that is, September 14th, 1995 will be the end of the lease. Staff Recognition Attached to this report is a policy statement regarding the values of the Library staff. If you approve, I would like to distribute it to the staff and add it to your Board Manuals as a part of the policy of the Library. CLA Conference As you know, Al Escoffier, Donna Ridley Smith and I , all attended the California Library Association Annual .Conference in Long Beach this month. We will have some brief summary reports for your meeting. �— Page 2 - Librarian' s Report - November 25th, 1986 Maintenance Projects The termite repairs have been completed at the Branch, but it appears that we should consider requesting another $2, 000 to $3 ,000 in next year ' s budget to finish repairing the siding on the West wall of the building. The roof repairs at the Main Library over the men' s and women' s rest rooms and the children' s room have been completed. However, in the one rain storm we have had this fall, we discovered another leak in the children' s room. This is in approximately the same area as the repairs that were just completed. We are talking to the roofing contractor to find out what the problem is. I ' ll keep you posted. Personnel We have completed the Civil Service interviews for our part-time reference position as well as the Branch librarian position. Hopefully, by your Board meeting we will have filled these jobs and can let you know. The interviewsd for the full-time reference position to replace Marge Johansen are scheduled for Monday, November 24th. On the 25th, we should at least know if we had some qualified candidates. Cathy Somerton has resigned from her position as Branch Librarian to ., take the part-time 15 hour position as Children' s Outreach Librarian. Cathy will be developing programs for pre-school and elementary school children. Her job will consist of programming and visiting the local schools in an effort to broaden our service to this age group. Geac The automated system is functioning well after the new software addition. We are discovering some "bugs" which are being reported to Geac and are gradually being repaired. Reports are coming in new formats and are causing some delays in statistical reporting. Overnight processing appears to be more efficient and timely. The system failed the most recent response time test. Geac is continuing to check into the problems. Reference Services Reference statistics library-wide are up 52% over the same month last year. Interlibrary loan activity is up significantly as well. Hilde Rooth has completed training to provide back-up reference at the Reference Desk. Page 3 - Librarian' s Report - November 25th, 1986 Programs and Services We had two very successful adult programs during the month. The docent lecture on the Indian Art Exhibit at the de Young Museum, October 21, drew 40 participants. The Meet the Author Night with local author Babes Van Dillen Clinton, drew slightly more than that. Plans are set for the annual family Christmas Program to be held Saturday, December 6th in the Children' s Room. The featured entertainment will be the Magical Moonshine Theatre. The paintings during the month were those of Peninsula Art Association member Kathy Dench. Children' s Services The second Saturday Special Program featuring Witch Hazel was also a great success, with over 100 children and their parents in attendance. Our next program features Stevey Chaney, a ventriloquist on Saturday, November 22nd, at Ilam. Easton Branch Cathy is finishing up the weeding of adult materials which began `- during the summer. The Peninsula Art Association has agreed to schedule and coordinate art exhibits for the Branch during the year. The current exhibit includes works by Josette Konsle. During the week before Halloween, the Branch had a "Decorate the Jack-o-Lantern Contest" for the children. All who participated received a treat and all entries were displayed. Peninsula Library System Burlingame participated in the California Cooperative Selection meeting during the month. This group selects California materials cooperatively according to a pre-arranged plan. Al Escoffier is also working on the PLS Coopertive Selection Committee to help devise a plan for overall system cooperative selection. Several members of the staff particpated in the Super Reference meeting and discussion group during the month. The purpose of the meeting was to develop ideas to pass onto the State Librarian concerning the issue of third level reference for the public libraries in the state. MONTHLY REPORT MONTH October Outreach Activities 1. Volunteer Coordinator A. Hours worked 38 2. Volunteers A. Number of volunteers 23 B. Hours contributed 198 3. Shut-in Patrons--Indivuadual Visits A. Number of patrons 22 B. Number of visits made 48 C. Items circulated 4. Shut-in Patrons--Institutional Visits No. of Visits Attendance Materials Circulate A. IAyrar 2 0 30 B•—Hi l Ihaven 2 42 12 C•_ Hacienda 2 22 30 0• Burl . Care 2 48 0 E• Marian Cnnvent 2 30 30 F. 5. Totals (3&4) A. Shut-in patrons 162 B. Visits made 58 C. Items circulated 351 Comments/ activities: Our Friends worked -exceptionally hard and nit in many Pxtrd ho trc fnr annthPr -uirreSSfiil honk CAIQ- Also I was able to encourage one outreACh Datr= to begin using the Books by mail program ' i t' STATISTICS FOR OCTOBER 1986 REGISTERED BORROWERS: Additions Total Registered Burlingame Adults 11,334 229 11, 563 Burlingame Children 1 ,760 51 1,811 Hillsborough Adults 2 , 078 31 2 ,109 Hillsborough Children 683 28 711 Non-San Mateo Co. Borrowers 206 8 214 TOTALS: 16, 061 347 16 ,408 ----------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials TENTATIVE (books, periodicals, pamphlets, paperbacks) STATISTICS DUE Children' s Print Materials TO (books, periodicals, pamphlets, paperbacks) SOFTWARE CHANGES Audio Visual Materials BETTER (records, cassettes, films, videos, art NEXT prints, slides, equipment, talking books ) MONTH TOTALS: 25, 876 3 ,086 Main Total 1986 Circ: 25, 876 Main Total 1985 Circ: 24, 414 = 5 .98% Inc. Branch Tot 1986 Circ: 3,08 Branch Tot 1985 Circ: 3 , 190 = 3 . 26% Dec. GrandTotal 1986 Circ1 28 , 962GrandTotal 1985 Circ: 27 ,604 = 4. 92$ Inc. ----------------------------------------------------------------------- REFERENCE ACTIVITY: Total Reference Questions: 6, 527 I .L.L. Borrowed: 81 I .L.L. Lent: 265 Grand Total Ref. Activity: 6,873 I .L.L. Total: 346 ----------------------------------------------------------------------- COLLECTIONS: added withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 138,714/104 , 157 509 / 338 - 482 / 333 138 ,741/104,162 Ch.Non-Fic. 17 ,855/ 14 , 573 52 / 29 5 / -0- 17, 902/ 14 , 602 YA Non-Fic. 3 , 334/ 3 , 228 1 / 1 2 / -0- 3 , 333/ 3 , 229 Ad.Fiction 46,852/ 42 , 904 264 / 156 241 / -0- 46 ,875/ 43 , 060 Ch.Fiction 14 , 967/ 10 , 287 32 / 26 4 / -0- 14 ,995/ 10 ,313 YA Fiction 3 , 120/ 2 ,783 9 / 6 6 / 1 3 ,123/ 2 ,788 TOTALS: 224,818/177, 931 867 / 556 740 / 334 224, 945/178 , 153 ----------------------------------------------------------------------- OTHER MATERIALS: Pamphlets 23 ,758 144 18 23 ,884 Paperbacks 2,726 -0- -0- 2 ,726 Maps 1 , 511 -0- -0- 1 , 511 Records 5,298 -0- -0- 5 , 327 Cassettes 1,149 -0- -0- 1,197 Video Tapes 170 -0- -0- 170 Films 109 -0- -0- 109 Art Prints 103 -0- -0- 103 Deposited with the City Treasurer: Main: $ 1, 231. 6 /jy6 -G f Branch: $ 171. 0 Meeting Rooms: $ 54-. 00 Total: $ 1 ,456. 69 Total Meetings Held: 13 People in Attendance: 431