Loading...
HomeMy WebLinkAboutAgenda Packet - LB - 1986.02.18 f BURLINGAME PUBLIC LIBRARY LIBRARY BOARD OF TRUSTEES FEBRUARY 18th, 1986 AGENDA I . CALL TO ORDER II . ROLL CALL Trustees Present: Trustees Absent: Staff Present: III . BILLS City Checks: $24,180.25 Special Fund: $4,270.07 IV. MINUTES OF THE MEETING OF DECEMBER 17TH, 1985 V. INTRODUCTION OF MR. ALBERT HORN, ATTORNEY-DUNCAN TRUST VI . CORRESPONDENCE & COMMUNICATIONS CALTAC Workshop Announcement - March lst Forum and Reception for California State Librarian - March 4th PLS Newsletter - Library Spectacles Community Information Program Brochure Thank You Letter to Committee to Re-Elect Iry Amstrup Letter from Peninsula Foundation to City Librarian VII . LIBRARIAN' S REPORT VIII . UNFINISHED BUSINESS Budget Requests - 1986-1987 Maintenance Projects Duncan Trust IX. NEW BUSINESS CALTAC Membership and Workshop X. IMPORTANT DATES TO REMEMBER March lst - CALTAC Workshop March 4th - Reception for Gary Strong March 18th- Board Meeting March 21st- Commissioners Dinner XI . ADJOURNMENT PMB/jg `— BURLINGAME PUBLIC LIBRARY BOARD QE TRUSTEES MINUTES JANUARY 215t• 1986 CALL TO ORDER: The meeting of January 215t , 1986 was called to order by President Nagle at 4:30pm. Trustees Present = All Trustees were present . Staff Present : Mrs . Judy Gladysz, Library Secretary Mr. Al Escoffier, Asst . Librarian BILLS: M/S/C (Mint:., Weatherbe ) unanimously to approve the payment of City checks in the amount of $19,018.37. M/S/C (Mink., Blevins ) unanimously to approve the payment of the Trustees Special Fund in the amount of $754.80. MINUTES OF THE MEETING OF ,DECEMBER 17th. 1985: M/S/C unanimously to approve the Minutes of the December 17th, 1985 meeting of the Library Board of Trustees. CORRESPONDENCE: Librarian Bergsing distributed the Statement of Economic Interests and the City Newsletter to the Library Board. Mrs. Bergsing also distributed a letter addressed to the Burlingame Public Library staff from President Bill Nagle thanking the them for their cooperation and patience during "downtime" and past problems with Geac. LIBRARIAN'SER PORT: No questions regarding the Librarian's Report . UNFINISHED BUSINESS: Maintenance - Termites and Waterproofing - Trustee Harvey: Trustee Harvey presented the Board with details from the Bay Pest Termite report and the additional termite inspection that was done by Hastie Termite Company. He explained that because of the extensive damage that is evident at the Branch, neither of the reports told exactly the same story. He said both reports show there are some parts of the Branch that are inaccessible, however there are tests that can be done, such as drilling into the building, to provide a more accurate description of the damage. Page - Minutes of Lho January 21et • 1986 Board Meeting: Trustee Harvey further reported that the closest to accurate figure to repair "known" areas , came from the Hastie report , which is $9,600 - $10,600. There was some discussion regarding different ways to proceed and the Board members felt Trustee Harvey should talk. with Hastie Termite Company to request a priority list of repairs with a cost so Mrs. Bergsing can request the funds in the new budget . Trustee Harvey also presented a report on the bids received by the various waterproofing companies regarding different ways/materials to remedy the water leaks in the Main Library. All of the bids stated there is no clear sealant available that will do the job and the sealants that will work will discolor the building where the repairs need to be made. Also, there was a question whether or not to re-seal the building and paint the window frames , or to just re-seal . There was some discussion and it was decided that Librarian Bergsing will request Alpha Waterproofing Company's bid to include painting the window frames and she will report back at the next Board meeting. Short Term Parking: Mrs. Bergsing presented a "to scale" blue-print of the short term parking around the Library to the Board that was drawn by the City's Engineering Department . There was some discussion about the possible relocation of the book:.drop and the Board members agreed that they are happy where the book.drop is presently located, especially for safety reasons , and they are appreciative of the short term parking as it is now being maintained. Mrs . Bergsing agreed to notify the Director of Public Works. Breakfast Meeting with Council - President Nagle: President Nagle feels that since March is such a busy month for both Council and the Board, the breakfast meeting should be postponed until a later date. NEW BUSINESS: Budget Reguests for 1986-1987: Librarian Bergsing said she is in the process of pulling the budget items together and asked if the Board members have any particular requests. The Board members said they would give it some thought and report back. to her at. the February Board Meeting. President Nagle asked Mrs. Bergsing how she wants to address the possibility of expansion. Trustee Harvey said the cost per square foot is relatively high. Mrs. Bergsing said there have been questions raised regarding who would use the extra space and for what purpose. There was further discussion and it was decided it would be a good idea to form a Committee to include one or two Board members to work:. with the staff to decide how much space is needed and for what purpose. Duncan Building: Mrs. Bergsing said that. Mr. Lechich plans to meet with Mr. Al Horn to discuss the Duncan property. Mrs . Bergsing said she didn' t know when he planned to do so. President Nagle said the letter Mrs . Bergsing had written to Mr. Somerville was very good, however he feels that the City Attorney, and the City Manager should be involved to represent the Library, otherwise without immediate action the property could be tied up for the next ten years without any way to intervene. • Paae 3 - Minutes D-f 1bt January 213t• 1986 Board Meetina: Trustee Nagle stressed the fact that the Foundation has not followed through on a regular basis with any of the requests for revenues and expenditures from the Library Board of Trustees and he feels that the longer this is "put off" , the less chance the Library has of utilizing the building. The Board members agreed that it would be a good idea if President Nagle met with the City Manager, the City Attorney, Mr. Horn and Mr. Somerville to try to establish some legal rights as to what protocol to follow with Mrs. Duncan's Will as a guideline. President Nagle is very concerned over the fact that the Peninsula Community Foundation is acting for their own benefit and not paying any particular attention to the Library, and he feels the longer this is allowed to happen, the more difficult it would be at a later date to try to take possession of the building because the Will clearly states the intent of the property. Mrs. Bergsing said she would talk with the City Attorney and the City Manager regarding a meeting with Mr. Horn and Mr. Somerville. st M v o Board or - Trustee Mink: Trustee Mink gave a report on the System Advisory Board Meeting she recently attended and shared some of the thoughts/ideas that were exchanged at that meeting. She said there is lots of enthusiasm at the Advisory Board Meetings and she is happy to be able to share this. She mentioned the meeting with Gary Strong, the State Librarian, on March 4th, 1986, and the meeting of the System Advisory Board and the Peninsula Library System Administrative Council in April on the future impacts of technology on libraries. Miscellaneous: President Nagle asked about the status of Geac. Mr. Escoffier reported that everything has been running smoothly. Some discussion followed. Librarian Bergsing showed the Board a picture of the new changemaker that had been ordered. There was some discussion regarding public libraries distributing Federal and State income tax forms. Historically these forms were available at the income tax places of business and the post office to name two, however, now the IRS tells residents that the forms are available at "your local library" . The room that is taken up by the storage of the numerous boxes of Federal and State forms is extraordinary and staff time is quite costly. President Nagle suggested that Mr. Coleman should be looking into this to see if the library can't share the responsibility with another government entity. Mrs. Bergsing is also checking with the American Library Association to see how many other libraries throughout the Country provide this service. A check in the amount of $300.00 was graciously accepted from the Committee to elect Iry Amstrup for the purpose of providing additional historical photographs for the Library. Mrs. Bergsing said she would send a letter of thanks on behalf of the Board. A facsimile CALTAC Agenda was distributed which President Nagle and Trustees Harvey, Mink. and Blevins plan on attending on March 15t . Paas 4 - Minutes 2f the January 215t• IM Board Deetina: ADJOURNMENT= The meeting of January 215t , 1986, was adjourned at 6= 15pm with the next Board Meeting 55cheduled for February 18th, 1986 at 4:30pm in the California Room. Respectfully submitted, Patricia M. Berg5ing Clerk of the Board PMB/jg LIBRARIAN' S REPORT February 18th, 1986 GEAC STATUS Geac has been functioning beautifully during the last few weeks. We have had no downtime since the replacement of the CPU on December 27th. The Administrative Council met with representatives from Geac on February 4th, to discuss system status and other issues. The Council learned that there will be a "parts depot" located in Detroit, to enable Geac sites to obtain system parts more quickly. The Geac staff also discussed the potential of a completely upgraded CPU which could take up to 500 terminals. Such an option would become feasible should PLAN consider 150-plus terminals. (We are currently at approximately 125 . ) BUDGET REQUESTS 1986-1987 On February 18th, the City Manager distributes the forms, etc. , for the operating budget for 1986-1987 . They will be due back to him by early April. In addition to the _ Library' s regular operating needs we will be factoring in any major maintenance items (termite repairs at the Branch, waterproofing at the Main) , any personnel changes, added funds for books and other materials etc. If you have thought of any other items you wish considered, please let me know at your meeting. DUNCAN TRUST President Nagle will give you an update on his conversation with Mr. Albert Horn and Bill Somerville regarding the Duncan Trust. In addition, Bill is inviting Mr. Horn to attend your Board meeting, so you can discuss the matter with him in person. Attached to this report is the reply from Mr. Somerville to my letter of January 9th. ADULT SERVICES Public desk reference statistics were up 23 . 2 % over the same month last year. Our reference statistics have reached all-time highs over the past several months. Our "Computer Comfort" classes resumed on February 5 and 10, with Allen Testa as instructor on the IBM PC. The classes were designed for adult beginners and were once again completely filled. In addition, at the Branch Library, Cathy Somerton held two classes in "Computer Comfort" on the Apple IIe computer. The Apple computer becomes available to the public at the Branch library this month. Page 2 - Librarian' s Report - February 18th, 1986 Sixteen new videos were added to the collection this month, including a number of film classics such as "Gone with the Wind, " "African Queen, " and others . "Search Helper, " an on-line database, has been approved for use at the Reference Desk, as a tool for answering reference questions. Staff will gain experience using a tutorial version and will receive additional training. The service should be fully usable by the end of the month. This service is being supported though funds from the Duncan Trust. The lunchtime film series "Reel Entertainment" continues in the Community Room, Thursdays at noon. An informal survey has been conducted by Branch Librarian, Cathy Somerton, asking patrons what additional hours they would like for the Branch should such be possible. Slightly more favored having the Branch open one or two mornings per week. The next most popular times were evenings and then Saturday mornings . Evelyne Lazarus, a local artist, exhibited her oil paintings at the library during the month. Other exhibits included women' s issues, physical fitness, and a special exhibit in honor of the birthday of Martin Luther King. CHILDREN' S SERVICES Joan Leach has begun a series of toddler storyhours through the Burlingame Recreation Department. She is bringing books and telling stories as part of the toddler activity program, "Tot Time" sponsored by the Department. Programs are held at Village Park. Stories are also offered at the Recreation Department "Playschool" program for 3 and 4 year olds. United Methodist Pre-School children came to the Library on January 10th for stories and finger-plays . At the Easton Branch, children came from the Presbyterian Pre-School for a special storytime given by Barbara Lazarus. The January/February issue of Pre-School News has been issued to the Burlingame Pre-Schools . This popular newsletter is shared by both pre-school teachers and parents . We are pleased to note the newsletter being posted at local facilities. Page 3 - Librarian' s Report - February 18th, 1986 Our January 25th program, featuring storyteller Nancy Schimmel, drew over sixty children and adults. Our next family program will feature puppeteer (and San Bruno Children' s librarian) Chuck Ashton. Chuck never fails to please with his combination of guitar playing and lively puppets . This program will be offered on Saturday, February 22 , 11 AM. All the programs are sponsored by the Friends of the Library. TECHNICAL SERVICES Vera Warrick, Technical Services Supervisor, met with Patti and Al to look at options for clearing up the backlog of uncataloged items. Much of the backlog has occurred due to our inability to have access to Geac. Several options are being considered. We are also re-activating some of our data entry staff to continue conversion of several parts of the book collection which have not already been converted. In an effort to increase and improve communications and workflow of all the departments, the Technical Services Department will report to the Assistant City Librarian effective February 1 . PERSONNEL AND STAFF DEVELOPMENT After an analysis of our page/aide job descriptions and duties , we have re-written the basic descriptions . In addition, we have analyzed the pay scales in an effort to bring them more in line with local libraries. We have had considerable difficulty recruiting young people to work in the library during the past year, and felt that the salaries were at least part of the problem. As a result, the salary scales were revised upward, giving all pages a 15 cent per hour raise effective February 1. We will be considering another salary scale revision with the new budget. Mary McGrath and Pat Harding attended a DIALOG training workshop in Palo Alto. The expensive training session was completely funded by the Peninsula Library System in an effort to acquaint PLS reference librarians with the usefulness of DIALOG for certain types of reference transactions. Barbara Lazarus attended the Corporate Connection Workshop on volunteerism. The aim of the workshop was to alert volunteer coordinators to the reservoir of talent available in the private sector. The workshop focused on how to attract volunteers from local businesses and corporations using innovative public relations techniques . Page 4 - Librarian' s Report - February 18th, 1986 Al Escoffier, Marge Johansen, and Barbara Lazarus attended the PLS-sponsored workshop on "Bi-Folkal" multi- media kits for use in programing. The kits were designed primarily for use with seniors, but could also be used with those learning English as a second language. The kits consist of slides , objects and skits to assist a program leader in helping seniors share the remembered past. Kit topics include: Remembering Farm Days, Remembering the Depression, Remembering the Home Front and others. All of the kits are available through the Peninsula Library System for library and community use. Effective February 23rd, Mary McGrath, one of our Part- Time Reference Librarian has resigned. She has taken a half- time position with the Redwood City Public Library because they offer pro-rated benefits and a higher rate of pay. This will be the fourth time in one year we have had to recruit, hire, and train for this position. This is becoming very costly, and time consuming, not to mention having a negative impact on other staff and causing lower performance standards as new staff learn the job. PMB/jg 2/11/86 i STATISTICS FOR JANUARY 1986 REGISTERED BORROWERS: Additions Total Registered Burlingame Adults 9, 251 387 9 , 638 Burlingame Children 1,441 68 1 , 509 Hillsborough Adults 1 ,719 49 1 , 768 Hillsborough Children 554 18 572 Non-San Mateo Co. Borrowers 125 11 136 TOTALS: 13 , 090 533 13 , 623 ----------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials (books, periodicals, pamphlets, paperbacks) 20, 571 2 ,066 Children' s Print Materials (books, periodicals, pamphlets, paperbacks) 4 ,707 1 ,004 Audio Visual Materials (records, cassettes, films , videos, art prints, slides, equipment, talking books) 1 , 533 5 TOTALS: 26, 811 3 , 075 Main Total 1986 Circ: 26,811 Main Total 1985 Circ: 27 , 190 = 1 . 39 % Dec. Branch Tot 1986 Circ: Tot 1985 Circ: 2,961 = 3 . 85 % Inc. GrandTotal 1986 Circ: <�29,886 randTotal 1985 Circ: 30 , 151 = . 88 % Dec. REFERENCE ACTIVITY: Total Reference Questions : 5 , 691 I.L.L. Borrowed: 97 I.L.L. Lent: 230 Grand Total Ref. Activity: 6,018 I .L.L. Total: 327 ----------------------------------------------------------------------- COLLECTIONS: added withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 136,428/102, 548 538 / 375 344 / -0- 136 , 622/102 ,923 Ch.Non-Fic. 17,575/ 14 , 328 56 / 40 -0- / -0- 17 , 631/ 14 , 368 YA Non-Fic. 3 ,293/ 3 ,190 -0- / -0- -0- / -0- 3 , 293/ 3 , 190 Ad.Fiction 45,909/ 41, 063 219 / 126 2 / -0- 46 , 126/ 42 , 189 Ch.Fiction 14,349/ 9 , 984 73 / 31 7 / -0- 14 , 415/ 10 , 015 YA Fiction 3 ,005/ 2,724 17 / 16 -0- / -0- 3 , 022/ 2 ,740 TOTALS: 220 ,559/174 ,832 903 / 588 353 / -0- 221 , 109/175 , 067 ----------------------------------------------------------------------- OTHER MATERIALS: Pamphlets 22, 941 139 70 23 , 010 Paperbacks 2, 726 -0- -0- 2 ,726 Maps 1,486 1 -0- 1 , 487 Records 5, 162 6 -0- 5 , 162 Cassettes 967 -0- -0- 967 Video Tapes 63 16 -0- 79 Films 109 -0- -0- 109 Art Prints 103 -0- -0- 103 Deposited with the City Treasurer: Main: $ 1 , 949 . 37 11/Branch: $ 212 . 25 Meeting Rooms : $ 55 . 00 Total: $ 2 , 216 . 62 Total Meetings Held: 19 People in Attendance: 723 �— "9 T1_ January 1986 Out- ^l' r'Ct7"vit4_o r, 1. Volimteer Coordinator .lours tTorked 50 :'. Z;Oluritoers ;u`bc—c or volunteers 19 B. :lours contributed 207 3. 30hut—n Pat.-ons--Tndiv.idual T� sits der o�' ^patrons 21 3. Or Visi is n2do 31 C, T1s._ , ci:^culated 279 4. J121 _^„ ^-�i0'_1S--Tna�"ttttlQn2_l Vi si tw r„ .'n. off' «ger'a, ....LaVrar Fn:1C�';?1Cp/ C� 'Clll? .."Peninsula Drug & Rehab 2 30 1 25 0 C•}li l lhaven 2 42 10 D-Hacienda 2 20 27 7. Burlingame Care 4 48 10 Marion Convent 1 1024 + 5. Totals (3 '—;Ti T).tro- 166 B. Y'_s'U s .rede 43 C ;•Cu ated 380 C., iesl On January 13th a new Outreach Librarian named Roberto Urzua began work for the i Peninsula Library System. He shows films and slides at Peninsula Drug & Rehab. and two other convalescent hospitals in Burlingame. Also he delivers 50 books once a month for me to the Easter Seal Society in Burlingame. I hope you too will also have the pleasure of having made his acquaintance in the future. We welcome Roberto to our crew! Thanks again to all our volunteers for helping us begin another swell year in both Outreach and and as In-House ,heelpers ! A heartful of thankerO l!_rgAfL&I � / w i -j- � 11111 _,�111� .� �NIINI!� Tull HEAR I IJAIh •. ,��ii� - - I lull ............. ��� 1111 lil'c�®NI • • rel I 1 NII 1�7I��IC�1 ►��� 4 • r 1®1 1N1 : 1 ami (IRON 1�l INI IINI �N1MASS C 1 1111 ®IIu i�lNl(1 1 1 iNllN�li® 1�1®11 ® OIINII�1 11NN1N11 NI �1NII®1 11111®11 . 1 1111 INI NII®11 1 1®11 111 111111 1 INTI ME ®11111 1 1 1111 1 1®II®IIn INI 1® 1 1N11imil f��n 1 ns u 1 afy) 1204 Burlingame Avenue P.O. Box 627 COr'�'1 177 till,j Burlingame Foc1{nd c�trorL� CA 94011 0627 �— (415) 342-2477 January 17 , 1986 Patricia Bergsing Burlingame Public Library 480 Primrose Road Burlingame, CA 94010 Dear Patty, I am writing in response to your recent letter concerning the Duncan property on Primrose Road. We have noted your statement of possible use by the Library of this property in the distant future. In your letter you asked for a copy of the leases for the Primrose Property. I checked with Albert J. Horn about this and it is his and my decision not to send copies of the leases to you for use by the Library Board. These leases are strictly between the Foundation and the Lessees. I hope and trust that this meets with your understanding. Sincerely, / t B LL S OM R r LLE Executive Director Distribution T.Jack Foster,Chairman Consultants Mrs.Theodore M. Lilienthal Executive Bill Somerville Committee Marjorie Bolton Robert J. Koshland Director Albert J. Horn Judge Thomas M.Jenkins Rosemary Young Pcn 1 nsu I a. 1204 Burlingame Avenue P.O. Box 627 Corn m u n,iY Burlingame FoundatfiorL, (41A 5) 342-20477 February 14 , 1986 Patricia Bergsing, Librarian Burlingame Public Library 480 Primrose Road Burlingame , CA 94010 Dear Patty, Bill asked that I prepare and send you a 1985 recap for the Primrose Property. Income and expenses are broken down in specifics. I hope this breakdown is satisfactory. Sincerely, EVELINA DUNTON Administrative Assistant Distribution T.Jack Foster,Chairman Consultants Mrs.Theodore M. Lilienthal Executive Bill Somerville Committee Marjorie Bolton Robert J. Koshland Director Albert J. Horn Judge Thomas M.Jenkins Rosemary Young 1204 Burlingame Avenue r� Box 27 cn1nsula , Burlingame r� mtyL CA94011-0627oi (415)342-2477\ Foundafi'o PRIMROSE PROPERTY 1985 RECAP Income Rent $51 ,844 . 92 Interest 3 , 795. 54* $55, 640 .46 Expenses Water & Sewer 299 . 62 Gardner 884 . 72 Taxes 5 , 103. 96 Insurance 3 ,052 . 00 Library Grant 25 ,000 . 00 Administrative Fees 7 ,500 . 00 Deposit Return 5 ,576 . 74 Other 722 . 75 $48 ,139 . 79 Balance as of 12-31-85 $68 , 240 .67** *Interest earned at 7 . 32% **Of this amount , $3 , 450 is rental deposit.