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
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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
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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 �
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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.