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HomeMy WebLinkAboutAgenda Packet - LB - 1986.10.21 BURLINGAME PUBLIC LIBRARY LIBRARY BOARD OF TRUSTEES OCTOBER 21ST, 1986 / 4 : 30 P.M. AGENDA I . CALL TO ORDER II . ROLL CALL Trustees Present: Trustees Absent: Staff Present: III . BILLS City Checks: $68,064.14 Special Fund: $ 1 ,220.65 IV. MINUTES OF THE MEETING OF SEPTEMBER 15TH, 1986 V. CORRESPONDENCE AND COMMUNICATIONS Letter from Superintendent of S.M.U.H.S.D. VLetter to the Peninsula Community Foundation v--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 VI. LIBRARIAN'S REPORT VII . UNFINISHED BUSINESS , Termite Repairs at the Easton Branch VIII. NEW BUSINESS Election of Officers ,/Reports on P.L.S. Orientation Tour X.L.A. Conference Attendance Library Board Manual eOrientation of New Board Members ,Cbange of Library Hours for Thanksgiving Holiday rChange of Date for November Board Meeting IX. ADJOURNMENT PMB/jg 10/16/86 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES SEPTEMBER 15TH, 1986 CALL TO ORDER: The meeting of September 15th, 1986 was called to order by President Harvey at 4 : 30pm. Trustees Present: All three Trustees were present Trustees Absent: None Staff Present: Mrs. Judy Gladysz , Library Secretary Mr. Al Escoffier, Asst. City Librarian BILLS• M/S/C (Mink/Blevins ) unanimously to approve the payment of City checks in the amount of $15 , 161 . 51. M/S/C (Mink/Blevins ) unanimously to approve the payment of the Trustees Special Fund in the amount of $ 564 . 22 . MINUTES OF THE MEETING OF AUGUST 20TH, 1986 : Minutes of the meeting of August 15th, 1986 were approved as written and ordered filed. CORRESPONDENCE AND COMMUNICATIONS: None LIBRARIAN' S REPORT: Duncan Property: Librarian Bergsing gave a progress report on the contruction next door at the Duncan Building. She added that they were moving very slowly. Maintenance Projects: Mrs. Bergsing said the roof repairs had been completed and the waterproofing company is to start on Wednesday. The waterproofing company was going to bring in a sample of the color they will be using on the front of the building for Mrs. Bergsing's approval. She said "Hastie Termite Company" would be starting work at the Branch. Wurlitzer organ: Mrs . Bergsing said the recipients of the organ were very pleased. She said the money from the sale of the organ has been deposited into the Trustees account for the purchase of books in memory of Ben Hechinger. Geac: Mrs. Bergsing said there has been an analysis going on to determine the peak hours of usage on Geac. Trustee Mink asked if the recent disk crash lost any information. Mr. Escoffier told her no. He further explained that while Geac is making repairs, soft back-up can be used. Trustee Mink said she is extremely pleased with the cooperation and interest in the new "Reading Break" program at Burlingame High School. She said it is very consistant with the Library' s Mission Statement. She expressed interest in the study currently underway regarding changing the S.M.U.H.S.D. curriculum in English, Social Studies and Science. She also volunteered to monitor the progress of the High School Committee and to keep the Board informed. She felt that the Board should be aware of the suggested changes because they might cause a severe impact on the Library. Page 2 . Minutes. September 15th, 1986 Personnel: Mr. Escoffier reported that as of last Friday, Reference is down two half time positions . He added that he has not been overwhelmed with applications for either the Children' s Librarian position or for student assistants. UNFINISHED BUSINESS: Letter to Superintendant of Schools Regarding "Reading Break" : Secretary Blevins read a letter from the Trustees to Dr. Nicholas Gennaro regarding the Reading Break. The letter was signed by President Harvey. Letter to the Peninsula Foundation Regarding Duncan Building: Librarian Bergsing said a letter had not yet been written to the Peninsula Foundation. President Harvey stated that he had spoken with Ralph Kirkup in Public Works and Mr. Kirkup is concerned about water damage in the front of the building. He also feels a letter should be written to the Foundation recommending the building be made watertight and immediate action to do so take place. President Harvey said he would follow through with a letter. NEW BUSINESS: Orientation of New Board Members: After lengthy discussion, it was agreed that Mrs. Bergsing should put together a "Board Manual" for the Trustees �.. containing everything they would need to know to enable them to serve productively in their new positions. President Harvey officially submitted his resignation to the Library Board due to his appointment as City Treasurer. The Board members accepted his resignation with deep regret. ADJOURNMENT: The meeting of September 15th, 1986 was adjourned at 5: 41pm with the next meeting scheduled for October 21st in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg 9/22/86 V `- LIBRARIANS REPORT / OCTOBER 1986 NEW TRUSTEES As you all know, the City Council appointed three new Library Board Members at their September 15th Council meeting. They are Kris Cannon, Bud Harrison and Herb Sommer. Herb has been appointed to complete Joe Harvey' s unexpired term. The Library staff, and our other two Board members, Loretta Blevins and Carol Mink join me in welcoming all of you. We look forward to a long, pleasant and mutually rewarding experience working together for continued outstanding library service for the residents of Burlingame. BOARD ORIENTATION We have compiled a new manual for Library Board members. This is a "first" for us, so we would like to take a few minutes at your meeting to review the manual. We need to know if we covered everything, gave you too much or too little, etc. We would also like to discuss further ideas for orientation such as a tour of the libraries, meeting the staff, etc. The Library supervisors have several suggestions that they would like me to discuss with you. ELECTION OF OFFICERS *4ft.. One of the business items you will need to address at your meeting is the election of officers. According to the Library Board' s By-Laws, the Board has two officers. President and Secretary. Joe Harvey was President until he resigned, and Loretta Blevins is Secretary. Loretta will serve as acting President at your October meeting until you have the election. SCHEDULE CHANGES Two other items of business on your October Agenda relate to schedule changes in November. We would like your approval to close the Main Library on Wednesday evening, the day before Thanksgiving, and Friday evening, the day after Thanksgiving, at 6 : 00 pm. This would mitigate the impact on the Library budget and allow us to stay open 9-6 on Friday, the day after Thanksgiving. Friday is a regular City holiday and we must pay staff who work on that day either time and a half or double time. The other change I am requesting is that you consider moving your regular November Board meeting from November 18th to November 25th. On November 18th, both the Assistant Librarian and I will be in Long Beach at the annual California State Library Association Conference. DUNCAN PROPERTY There has been considerable work on the Duncan building since the last Board meeting. After checking with the Peninsula Community Foundation, it is )ur understanding that Fox and Carskadon hopes to move in by the end of "—October. They resumed paying rent on October 15th, and the upstairs tenant has also brought her rent payments up to date. Page 2 - Librarians Report - October 1986 MAINTENANCE PROJECTS Work has been completed on waterproofing the front of the Main Library. Alpha Waterproofing did an excellent job and we are all very pleased with the results. The termite repairs at the Branch were delayed for a week or so pending a decision by the Department of Public Works about how many, if any, additional repairs needed to be done. As of this writing, my understanding is that the Termite Company will be given permission to complete the job as contracted, but we will probably have to ask the City for an additional $2, 000 to $3 , 000 to do some additional work next budget year. I ' ll have further clarification in time for your meeting. FALL BOOK SALE The Friends of the Library are sponsoring the Fall Book Sale. Preview night is October 17th, 6-9 pm, with the sale continuing Saturday, October 18th, 10-4 pm, and Sunday, October 19th, 1-4 pm. PROGRAMS AND SERVICES Publicity is out for our fall adult programs. The Friends of the Library are also sponsoring a docent lecture on the Indian Art Exhibit at the de Young Museum in San Francisco, Tuesday, October 21st, 7 pm. A second program will feature local author Babes Van Dillen Clinton, who `- will discuss her book "Give Terry a Bone, " on Tuesday, October 28th, 7 pm. YEAR OF THE READER Burlingame High School students are now touring the Library on a regular basis and our librarians, particularly Joan Leach, are visiting Burlingame High School to give book talks. This is all a part of the school ' s "Reading Break" program. The program has been very well received by students g teachers alike. and CHILDREN'S SERVICES The first Saturday Special Program featuring Bubbles the Clown was a great success, with over 100 children and their parents in attendance. Our next program features Witch Hazel, a storyteller, with Halloween stories, on Saturday, October 25th, 11 am. EXHIBITS Exhibits for the month included: censorship and banned books; literacy programs; a display of adult education flyers and back to school information. The art exhibit for September was the Peninsula Art Association group exhibition. Page 3 - Librarian' s Report - October 1986 GEAC New software installation occurred October 1 , 2 , and 3rd. This software package, Release 10 , will allow for more efficient overnight processing, and a more efficient compilation of statistical report data. For most of the installation, we were on Soft Backup which caused a minimum of delays for staff and public. This is the most successful software installation on the system to date. Geac libraries have been asked to perform another 30 minute response time test to test only the Inquiry and Data Entry function of the response time acceptance test. This is scheduled for October 16th. REFERENCE SERVICES Reference statistics library-wide are up a rather astonishing 40% over the same month last year! Interlibrary loan activity is up over 30% as well. PERSONNEL Al Escoffier is working on an Employee Handbook for new library employees . In addition, he is compiling a personnel manual which will include a number of aspects of personnel rules , guidelines and laws, not actually �- covered in the City Administrative Procedures Manual. Michael Hubbell will remain with us as a part-time Reference Librarian. We have a vacancy for a second part-time Reference Librarian. This will be filled by the civil service process. Final filing is October 24th. Marge Johansen, full-time Reference Librarian for 2 years (and part-time for 2 years) left us on October 11th for a part-time position at the San Bruno Public Library. Marge has been an excellent Reference Librarian and often second in command in the department. We are sorry to see her go. We are now doing a statewide recruitment for this position at the Librarian II level. The closing date is November 4th. We are pround to announce two promotions in the Reference Department. Allen Testa and Brenda Buckley Chavez took the Librarian II promotional examination and each has been promoted to Librarian II . Congratulations ! ! Interviews are being conducted for the part-time children' s librarian position. We will be interviewing three applicants. PERMANENT PART-TIME EMPLOYEES The City has approved the concept of permanent part-time employees during the recent labor negotiations process. As a result, we have had six budgeted permanent part-time positions approved, three professional positions and three ,,._ para-professional positions . All of these positions have been in existance over fifteen years, but did not have the status of being separately listed in the budget. Vacancies in these positions will be filled through the Civil Service process. In addition, pro-rated vacation and holiday benefits will Page 4 - Librarian' s Report - October 1986 now be available, along with retirement and health benefits for these six positions . We feel this change should allow us to attract and keep qualified personnel in these vital positions . STAFF DEVELOPMENT Several staff members attended a PLUSNET meeting entitled "Impact of Networks on our Profession. " Five members of the reference department attended the Computer Faire in San Francisco. VIDEOCASSETTES Brenda Chavez chaired the PLS Film Committee meeting on September 17th, in which a number of non-feature videos were approved for purchase. PMBjg 10/16/86 STATISTICS FOR SEPTEMBER 1986 REGISTERED BORROWERS: Additions Total Registered Burlingame Adults 11 ,108 226 11, 334 Burlingame Children 1,713 47 1,760 Hillsborough Adults 2,034 44 2 ,078 Hillsborough Children 667 16 683 Non-San Mateo Co. Borrowers 196 10 206 TOTALS: 15 ,718 343 16 ,061 ----------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials (books, periodicals, pamphlets, paperbacks) 19,425 1,840 Children' s Print Materials (books, periodicals, pamphlets, paperbacks) 4 , 959 1, 085 Audio Visual Materials (records, cassettes, films, videos, art prints, slides, equipment, talking books) 1 , 575 3 TOTALS: 25, 959 2 , 928 Main Total 1986 Circ: 25,959 Main Total 1985 Circ: 21 , 319 =21. 76% Inc. Branch Tot 1986 Circ: 2,928 Branch Tot 1985 Circ: 2, 489 =17. 65% Inc. GrandTotal 1986 Circ: 28, 887 GrandTotal 1985 Circ: 23 ,808 =21. 33% Inc. -------------------- - ---------------------------------------------- REFERENCE ACTIVITY: Total Reference Questions: 5,571 I.L.L. Borrowed: 88 I .L.L. Lent: 269 Grand Total Ref. Activity: 5,928 I .L.L. Total: 357 ----------------------------------------------------------------------- COLLECTIONS: added . withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 138 , 564/103,894 367 / 310 217 / 47 138,714/104,157 Ch.Non-Fic. 17,821/ 14, 571 39 / 2 5 / -0- 17,855/ 14, 573 YA Non-Fic. 3 , 329/ 3 , 224 5 / 4 -0- / -0- 3 , 334/ 3 ,228 Ad.Fiction 46,734/ 42,806 164 / 98 46 / -0- 46, 852/ 42 ,904 Ch.Fiction 14, 900/ 10, 260 73 / 27 6 / -0- 14,967/ 10, 287 YA Fiction 3 ,107/ 2,772 13 / 11 -0- -0- 3 , 120/ 2, 783 TOTALS: 224,431/177, 526 661 / 452 274 / 47 224 ,818/177,931 ----------------------------------------------------------------------- OTHER MATERIALS: Pamphlets 23 ,706 107 55 23 ,758 Paperbacks 2 ,726 -0- -0- 2,726 Maps 1 , 511 -0- 4 1,511 Records 5, 298 29 -0- 5 , 327 Cassettes 1, 149 48 -0- 1, 197 Video Tapes 170 -0- -0- 170 Films 109 -0- -0- 109 Art Prints 103 -0- -0- 103 3 Deposited with the City Treasurer: Main: $ 1, 370. 85 Branch: $ 1aQ. 5 0_,.� Meeting Rooms: $ 9 . 50 Total: $ 1, 570. 85 i Total Meetings Held: 7 People in Attendance: 314 CITY OF suR( 4GA4E BUDGET STA( _JREPORT Y- D Cuti SHO UNEXPENDED ACCT DESCRIPTION APPROP. ESTIMATE ACTUAL ACTUAL VARIANCE ' BALANCE ENCt L 750010 LIBRARY 3ALARIE3 46t #221 1151305 1t8r431 39#584 30126- 342o,790 .7 r 4f --n-0011 0 3 0,437 49, 437 1b,4 9 0 148,309 750012 LIBRARY OVERTIME 0 0 0 0 0 0 750013 LIBRARY PARTTIME 254#279 63#570 56# 158 taro9a 7# 412 1980121 _T5_0L_T0_Cr8R`AKY_0FFTCE__ EXPENSE 4-61 1 #760 03 331 6o-,4-85 750102* LIBRARY 3FIECIAL DEPTL EXPENSE 13p945 3:486 6,858 1 ,004 3,372- 7,087 750t21 LIBRARY BOOK3 & MAPS 133#446 33,363 36,513 t0#200 31150- 96,933 "AY_PERrODTC­ALS_-- 1 ,4 322 60652- 701203 75OL23 LIBRARY BINDINGS 9" 8ta 2,4934 2, 767 0 3t3- 7p051 750t24 LIBRARY CATALOGING 15,655 3019t5 710 206 3#205 14#945 750 iZ5-L�TgRA RY_R EC OR DS-9-C A S S ET T ES--- b;540 3 5 —X792-- 2 q�-_G_f 0 198- 7501:30 LIBRARY SMALL TOOLS & EQUIP 300 75 78 5 3 222 7507460 LIBRARY COMMUNICATIONS 11 #250 2#8t4 2,07 92t 737 9sJ73 75_UTo_LIBRARY-UTILITIES--- 2 383-- 557---ra—iCO-8 26 —.-201P913 7501:90 LIBRARY MAINT BLDG & GROUNDS 15, 435 3,858 1p753 778 2, 105 13#682 750200 LIBRARY EQUIPMENT 4AINTENANCE 975 243 00 243 975 75-02 Oif-LIBRARY--EQUIP IPF- MAI NrwAUD 10- V 13 --t-,0-o0 -_24 154--805--- 750202 LIBRARY EQUIP MAII,4T.SEC .3YSTEM . 0 0 0 0 0 0 750214) LIBRARY PROF & SPECIAL SERVICE 4p5to 10, 128 0 tf, 128 4,510 75622d­_LrBRART--OT�jER7-CON TRUC TUAL SERV__39v 1714--39 - 751240 LIBRARY DUES & SUBSCRIPTIONS 705 177 45 f too 750250 LIBRARY TRAVEL 0 132 b6o 800 201 3o 0 tit 770 il 0—----- 711 750252 LIB CONF & MTGS-STAFF I :,boo 399 120 0 279 1 ,480 750260 LIBRARY TRAINING & SAFETY 2,050 5t3 263 244250 1 #787 TW91_Lr8RAR`Y__OT_HER_CHARGES - 10 0-- ---­2 4- -o——­-4___.._ - 2 4 __ 100 750800 CAPITAL UUTLAY 31 , 450 31 , 450 0 0 31 , 1450 31,450 TOTAL LIBRARY 1258* 374 338# 182 293t254 89t540 44,928 965P120 MONTHLY REPORT MONTH September Outreach Activities 1. Volunteer Coordinator A. Hours worked �S 2. Volunteers A. Number of volunteers -24 B. Hours contributed 144 3. Shut-in Patrons--Indivuadual Visits A. Number of patrons 2P B. Number of visits made C. Items circulated 4. Shut-in Patrons--Institutional Visits No.of Visits Attendance Materials Circulate( A. LaVrar 2 0 30 B• Hillhaven 2 42 12 C. uacienda 2 20 30 D. Burl. Care 2 0 E. Marian Convent 9 30 30 F. 5. Totals (3&4) A. Shut-in patrons 162 B. Visits made C. Items circulated 322 Comments/ activities: Our volunteers continue to do an excellent job! Thank you so much! __