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HomeMy WebLinkAboutAgenda Packet - LB - 1986.01.21 � %LRLJN�AM� f�UBLICLIBRARY LIBRARY BOARD {FTRUSUE JANL&RY 215t , 15�5 AGENDA T ' CALL TO ORDER II . ROLL [ ALL Trustees Present : Trustees Absent ; Staff Present: III . 8ILLS City Checks. $ 19,018,37 Special Fund' $ 754.80 IV' MI@{ TE$ DF !HE MEETING OF DECEMBER 17,[H� l�8S V. CORRESPONDENCE & QOMMUNICATJONS Statement of Economic Interests City Newsletter UI . REPORT VII . UNFINISHED BUSINESS Maintenance - Termites & Waterproofing - Trustee Harvey Short Term Parking Breakfast Meeting with Council - Prea. Nagle II . NEW BUSINESS v Budget Requests for 1986-1887 Duncan Building System Advisory Board Report - Trustee Mink IX . ADJOURNMENT _ pMB/J - -- ' BUR�jN6gM8 Pel BI,IC LBRARY 9QARQ QE 1ROJE.E.5 MINUTES QE�UMBRR- 17th, 1 .85 QAC TO ORDER: The meeting of December 17th, 1985 was called to order by President Nagle at 4:30pm. Trustees Present : All Trustees were present . Staff Present : Mrs. Judy Gladys--, Library Secretary Mr. Al EsCOffier, Asst . Librarian BILLS: M/S/C (Weatherbe, Blevins ) unanimously to approve the payment of City checks in the amount of $19,280.58, and Special Fund checks in the amount, of $1 ,204.53. MINUTES OF THE MEETING QF NOVEMBER 12TH, 1985: M/S/C unanimously to approve the Minutes of the November 12th, 1985 meeting of the Library Board of Trustees. CORRESPONDENCE: Enclosed in the Trustees packet was the letter to Council regarding Circulation and the Branch collection. Mrs. Bergsing distributed the P.L.S. Newsletter, December Spectacles; the CALTAC Regional Workshop flyer and the pictures of the Children's November Program and the Christmas Program. Secretary Blevins read a letter from Fox and Carskadon regarding the remodeling of the Duncan property. t IBRffi N'S RE.PQRRT: No questions regarding the Librarian' s Report . UNFIN�SHE�[ BUSINESS_ A�tq��tt�dCirculation: Mr. Escoffier gave an up-to-date report on the progress of Geac. He reported that .there was a response time test held on Monday, December 16th, 1985. He further reported that Geac had replaced software and hardware due to testing that was done last week.. `' Analyzing and testing is continuing and hopefully Geac will get to the base of the problems soon. Mrs. Bergsing said that she and Mr. . Escoffier and two other staff members had attended a workshop on reports that are generated by Geac . Page Z - Minutes Qf S_hj December 17th. 1985 Board Meetino: Buildino Maintenance: Librarian Bergsing explained the stucco damage caused by moisture to the front of the Main Library. She said the roofing company was out to inspect it and said the damage is not being caused by leakage in the roof. Then a waterproofing company came out and said there are cracks in the stucco that need to be repaired, sealed and perhaps the stucco should be waterproofed to prevent further damage. Mrs . Bergsing said she is waiting for bids to come and she will keep the Board informed at their January meeting. She explained if the bids exceed much over $1 ,000.00, she will have to present the costs for repair to City Council for approval. Mrs. Bergsing said the Branch termite report was received and Ace Roofing had inspected for the water leaks. Ace Roofing will fix the roof for $68S.00 where it is leaking around the beams . They will cut off the beams, cap and repair them. M/S/C (Blevins, Mink- ) unanimously to go ahead and get the roof leaks taken care of. Trustee Harvey read the termite report for the Board members and recommended an additional inspection before proceeding. Mrs. Bergsing said she would contact Hasti Termite to do another inspection. M/S/C (Mink, Weatherbe ) unanimously to get a second termite report. Renorta Qa C.L.A. Conference: Secretary Blevins distributed a California Library Trustees Directory and a proceedings booklet to each of the Trustees. She told of her day at the California Library Association in Oakland in November. Secretary Blevins said she and President Nagle will be attending the CALTAC Workshop on March 1 , 1986 at the San Jose Public Library and urged everyone who hasn't attended, to do so. She and President Nagle agreed the Conference and the workshops are very worth the while. President Nagle made a suggestion to nominate some people from Burlingame who contribute a lot to the Library for CALTAC awards. Some discussion followed. Mrs. Bergsing said the California Library Association Conference would be held next year in Long Beach and in 1987 at the Red Lion Inn in San Jose. She further announced that the American Library Association will be in San Francisco in July 1987. NEW_ BUSINESS: Staff Holiday Party: Mrs. Bergsing reminded everyone that the staff Christmas party was the following night from S:00 to 7:00pm and asked who would be attending. All of the Trustees said they would be there with the exception of Trustee Mink. who wasn't quite sure due to a previous engagement . Page 3 - MinuAgLa of Vie_ Oeceriber 7th 1985 Board Meeting McMorla1 Book for Charlotte -I—. Johnson: There was discussion regarding the possible addition to the Library collection of "The Audubon Society's Book. of Wild Cats" , in memory of Charlotte I . Johnson, from the Library Board of Trustees. The Board members agreed that it would indeed be a good choice. Pr _d Breakfast Mee nq Between Trustees -and Coun i President Nagle suggested a breakfast meeting between the Trustees and City Council , paid for out of the Trustees Fund. Mrs. Bergsing said she would discuss it with the City Manager, and find out the best way to proceed. CAUK Workshoo, March 1,. IRri. &t JOA Sate Jose. Rublic Uibrary: Discussed under Unfinished Business. M ipcellaneoua: There was some discussion regarding the storage of the Duncan bay" windows upon removal after Fox and Carsk.adon remodels the lower portion of the Duncan building. Nothing was settled because the Board wasn' t sure if they could be disassembled for storage, and where they could locate any space. Trustee Harvey, as a representative of the Committee to elect Iry Amstrup, announced that extra funds had been discovered and that the Committee wished to present the Library with a check. in the amount of $250.00 to be used expressly for the reproduction and additional framing or duplication of the historical Burlingame pictures. The Board members accepted the gift with grateful appreciation. Mrs. Bergsing asked the Board for three typewriters, one for the new full-time clerical person, one for the circ office and one for the Children's Room (which had previously been approved for purchase in the amount of $300.00 ). M/S/C (Blevins, Harvey ) unanimously to purchase three typewriters to be paid for out the special fund. Mrs. Bergsing said she was working on New Year's resolutions for the Library for the City Manager, and asked if there were any goals, objectives or thoughts that the Board members would like to see the Library accomplish in 1986. Trustee Mink said she would like to see an analysis of the needs for audio visual material and President Nagle said he would like to see a 3-5 year expansion program. AQJOURNMENT: The meeting of December 17th, 1985, was adjourned at 5: 25pm with the next Board Meeting sscheduled for January 21st , 1986 at 4:30pm in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk. of the Board PMB/jg LIBRARIANS REPORT JANUARY 21st, 1985 Buildina Maintenance We are continuing to gather information regarding the maintenance needs at both the Main and Branch libraries. Ace Roofing has repaired the leaks around the roof beams at the Branch Library. Hastie Termite Company completed a second inspection of the Branch per your request , and Trustee Harvey is comparing the two reports. We hope to have some recommendations regarding budget requests for repairs. I ' am also seeking the opinion of the Public Works Department . . We have received two additional estimates for sealing and waterproofing the front of the Main Library. We are also checking with at least one other company for suggestions regarding repairs. Both this item and the termite repairs will have to be factored into next years budget requests. Budget January begins the budget process for Burlingame. Attached to this report , for your general information, are the following documents : 1 . New Year's Resolutions 1966 - City Manager 2. New Year's Resolutions 1986 - City Librarian 3. Capital Imrpovement Program 1986-1991 . We need to discuss what , if any, out of the ordinary or special requests we would like to include in the Library's budget for 1986-1987. Parkina We have received from Public Works a scale drawing of the current parking in front of the Library. We should discuss any changes we may wish to recommend to the City. P.Q.Q. HEARING On January 10th, the Public Utilities Commission ruled that PacBell must continue to provide phone books to California libraries at no charge as they have done for many years. I still can't believe it . Finally, the little guys win one! ! Librarian's Report - January 21, 1986 - Page 2 Duncan Buildina The representatives from Fox and Carsk.adon, the Contractor, Mr. Somerville from the Peninsula Community Foundation, and the upstairs tenant Ms. Guberman-Lane, met on Monday, December 30th to discuss the current remodeling of the downstairs of the Duncan building. I was also invited to attend, which I did. At that time a number of issues were discussed including the following: A. Library asked if garbage cans could be moved to driveway side of building. Upstairs tenant refused. Mr. Somerville agreed to box-in the garbage cans and utility meters on Library side of the building. B. The Library expressed concern about the debris box and delivery trucks taking up Library parking. The Contractor agreed to move the debris box when full and as soon as possible. He noted that putting the debris box in front was not convenient and the upstairs tenant would not allow it in the driveway. As a result , nothing has improved. C. Library asked to be notified when bay windows were going to be removed. Neither the Contractor nor Mr. Somerville thought they would be salvageable, but the Contractor agreed to notify. (comment ; we have not heard anything to date ) D. I expressed my concern to Mr. Somerville regarding the lease agreements, and then followed up my conversation with the attached letter. I am also including a summay of some long range issues regarding the Duncan property. We need to discuss what further actions, if any, might be appropriate. Breakfast Meeting With Cid Council Attached is a rouoh draft of an invitation to the City Council to join you for breakfast . The reason we have not sent it to Council is that I thin{:, the whole idea needs a little more discussion. First , the Commissioners Dinner is now set for Friday, March 211st , the night before the tentative breakfast date selected by President Nagle. Second, the Saturday meeting on March 1st in San Jose sponsored by CALTAC which several of you are planning to `..- attend. Third, A PLS Advisory Board and Administrative Council Joint Meeting on March 4th honoring the California State Librarian, Gary Strong. You will be receiving invitations to attend as will members of the City Council . Librarian's Report - January 21 , 1986 - Page 3 The questions are how many "extra" meetings do you wish to attend and how many will Council wish to attend?? What is an appropriate date? What 's the Agenda? Maybe you could discuss this a little more at your meeting. Geac Status On December 19th, following an unsuccessful data recovery, 6eac management decided to replace the entire CPU (Central Processing Unit ) at PLAN headquarters . The decision was made after doing a number of tests and replacing a number of hardware components. The changeover took several days to implement , resulting in some hard downtime, but for the most part the system was on "soft back-up" for the week:. of installation and recovery. We were able to be up and running quick:.ly because the CPU which 6eac installed was one that had been operational in their Los Angeles office. Therefore, it required little testing or break:.-in time. The on-line system was brought up on Friday, December 27th. The download of more than 112,000 soft back up transactions slowed response time and resulted in several long recoverys over the next day or two. By January 2, the system was up and running. Since that time, we have had no problems with the new CPU and response time has been good. We trust that the new CPU has solved our system problems. As a further enhancement to response time, system and library staff have been exploring the feasibility of removing some 20 terminals from the main circulation system and putting them on a "Query" online. There is also a possibility that technical services terminals might be removed from the circulation online and interact with 6eac via the RLIN interface. This would further improve reponse time. In house, we have developed a training package for new staff and pages. The Circulation Department will be in charge of staff training and development . A special package of material has been designed for pages who work public service desks. Services and Programs "Reel Entertainment , " our new film series began Thursday, January 9. Films are scheduled most Thursdays, at noon in the Community Room. The public is invited to bring their lunch. Tax, forms have begun to arrive for public distribution. Unfortunately, not all forms have yet arrived. We have further streamlined the procedure for user pick..-up. In Librarian's Report - January 21, 1986 - Page 4 addition, a changemak.er is on order, which should assist with the making of change for the copy machines. Our beautiful Christmas trees received many favorable comments from the public. We have sent a letter of thanks to the Burlingame Lions Club for their generous donation. Our public microcomputer continues to be popular, with about 2/3 of the public using library-supplied software. A graphic picture of use created by Allen Testa is attached. Reference Services Public desk reference statistics remain very strong at 4, 13S. This is 39% higher than December 1964. Pat Harding and Donna Ridley Smith prepared a detailled report on databases for reference services. As a result , we will have access to "Search Helper" , a menu-driven on-line reference service. The database will be used by reference personnel to assist them in ready reference seraches of 5 major databases. "Search Helper" will not be an on-demand service, but rather will be used by the reference staff for questions which might likely be answered through use of the system. We hope to implement the system .in February. Children's 5eryices Joan Leach gave a boot; talk to one session of sixth graders at Crocker School , visited 5 grades (Kindergarten, first , second ) at West School and visited a third grade at Lincoln School . Ms. Leach also wrote a column for the Toddler/Pre-School Newsletter. Joan has been elected to serve as Chair of the Peninsula Library System Children's Services Committee. Our Saturday Specials continue to be popular. The next program will feature Nancy Schimmel , nationally known storyteller, on January 25, 11 AM. On February 22, Chuck. Ashton will present a program of music and puppets. Easton Branch Library Branch Librarian Cathy Somerton has announced her maternity leave effective April 1 for four months. We are in the process of planning coverage for the Branch in her absence. Librarian's Report - January 21 , 1986 - Page 5 Cathy has developed guidelines for use of the Apple microcomputer at the Branch. She will also offer two "Computer Comfort " classes this month: January 22nd, at 4: 00 pm and January 28th, at 4:00pm. Total attendance for the Fall series of Toddler Storytime, featuring Cathy as storyteller, was 194. Personnel The PLS Supervisory Skills workshops continued with "Assessing Your Management Style, " featuring management consultant Gary Bridges. Vera Warrick, Joan Giampaoli , Helen Ward and Brenda Chavez attended. The final workshop in the series "Moving Up to Supervisor, " also led by Bridges, will be attended by Deanna Draper, Dorothy Ezquerro, Karen Kott , Allen Testa, Brenda Chavez and Marge Johansen. This workshop series was developed by the PLS Staff Development Committee, in response to needs outlined by system staff. PMB/jg STATISTICS FOR DECEMBER 1985 REGISTERED BORROWERS: Additions Total Reoistered Burlingame Adults 9,039 212 9,251 Burlingame Children 1 ,402 39 1 ,441 Hillsborough Adults 1 ,676 43 1 ,719 Hillsborough Children 534 20 554 Non-San Mateo Co. Borrowers 125 7 125 TOTALS: 12,776 321 13,097 -------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main: Branch: Adult Print Materials (books, periodicals, pamphlets, paperbacks ) 11 ,068 568 Children's Print Materials (books, periodicals, pamphlets, paperbacks ) 1 ,687 1 ,476 Audio Visual Materials ( records, cassettes, films, videos, art prints , slides, equipment , talking books ) 2 ,200 11 TOTALS: 20,955 2,055 Main Total 1985 Circ 20,955 Main Total 1984 Circ 21 ,851 = 4. 10 % Dec. Branch Tot 1985 Circ 2,055 Branch Tot 1984 Circ 2, 126 = 3.34 % Dec . GrandTotal 1985 Circ3,010 GrandTotal 1984 Circ: 23,977 - 4.03 % Dec. --------------------- ------------------------------------------ REFERENCE ACTIVITY: Total Reference Questions: 4, 122 I .L.L. Borrowed: 96 I .L.L. Lent : 131 Grand Total Ref. Activity: 4,349 I.L.L. Total : 227 ----------------------------------------------------------------- COLLECTIONS: added withdrawn total VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Ad.Non-Fic. 136,405/102,238 419 / 334 396 / 24 . 136,428/102 ,548 Ch.Non-Fic. 17,556/ 14,318 21 / -0- 2 / -0- 17,575/ 14,328 YA Non-Fic. 3,292/ 3, 189 1 / 1 -0- / -0- 3,293/ 3, 190 Ad.Fiction 45,751/ 41 ,948 165 / 115 7 / -0- 45,909/ 42 ,063 Ch.Fiction 14,286/ 9,958 64 / 26 1 / -0- 14,349/ 9,984 YA Fiction 2,999/ 2 ,719 6 / 5 -0- / -0- 3,005/ 2 ,724 TOTALS: 220,289/174,365 676 / 491 406 / 24 220,559/174,832 -------------------------------------------------------------------------------- OTHER MATERIALS= Pamphlets 22,880 141 80 22,941 Paperbacks 2,726 -0- -0- 2,726 Maps 1 ,484 2 -0- 1 ,486 Records 5, 156 -0- -0- 5, 156 Cassettes 967 -0- -0- 967 Video Tapes 63 -0- -0- 63 Films 109 -0- -0- 109 Art Prints 103 -0- -0- 103 Deposited with the City Treasurer: Main; $ 1 ,273.41 Branch: $ 103.25 Meeting Rooms: $ 82. Total: $ 1,459.16 Total Meetings Held; 16 People in Attendance: 756 CITY BURLINGAME BUDGET TATUS REPpr 12 MONTH YwTmD Y-T-O CUR MO UNEXPENDED ACCT DESCRIPTIOL APPROP. ESTIMATE ACTUAL ACTUAL VARIANCE BALANCE LIBRARY ---_TS8Oto_ LIBRARY_.SALARLEs___ 750011 LIBRARY EMPLOYEE HENEFIT3 198,766 99,384 99, 384 16,564 0 99, 384 75e012 LIBRARY OVERTIME 0 0 0 0 0 0 2239.. 1030,3.9.1,. 750110 LIBRARY OFFICE EXPENSE 90,245 4•b20 2.807 466 1 ,813 6.438 150120 LIBRARY SPECIAL DEPTL EXPENSE 13,.280 6,642 4x126 541 2,516 9x154 754121- LIRARY QOKa&_MAF_$__ _ 1-0-0t9 t -------__..S-4. T!�f57x7$2-1-0-0.&- JL3 ----.____-3r-30dr*-__:_-'SIjJ 8. 754122 LIBRARY PERIODICALS 170325 8,664 12,, 719 319 148055- 4x606 750123 LIBRARY BINDINGS - �---- 903504.174 5x642 157 968- 3x708 754124 LIBRARY CATAL06ING-- 1-µt.91-1fl --- - ,05_-8--- -- 31449 511---- 4tuV9 11r86L 75n125 LIBRARY RECORDS & CASSETTE3 6,23E 3,, 114 1#181 0 11934 5x050 75ft1 ;0 LIBRARY SMALL TOOLS & EQUIP 250 126 22 3 104 228 75?16 .LIgRARY COMMUNICATIONS -- __..1.0t. LS��._-- ----_:-_5x2.08 3tb, _-. 671 1 ,746 6,953 750170 LIBRARY UTILITIES 27x600 130800 110689 2. 290 21111 150911 7541.90 LIBRARY MAINT BLDG & GROUNDS 14, 700 7x350 4x171 S7n 20979 10x329 7502_09._ LIBRARY EQUIPMENT MAINIE_NANCE----- ---900- ---- - 45Q373 U 77_ 52'7 75it241, LIBRARY EQUIP MAINT-AUDIO VIS 950 474 464 0 10 486 75OZ02 LIBRARY EQUIP MAINT-SEC SYSTEM 0 0 0 0 0 0 756210 LIBRARY PRUF &_ SPECIAL SERVICE_ _ 4r Of}- - _ _ 2x052 4r.1QtI- - 0 2#048" ---- ---- Q 751220 LIBRARY UTHER CONTRUCTUAL SERV 25,500 12, 750 24x126 0 110376- 1.374 75n240 LIBRARY DUES & SUBSCRIPTIONS 670 336 185 0 151 485 _____75n250__-L I 13RAKY TRAVEL_ __ _----- ----------_b_ 324152.--___ U 172 498 750251 LIB CONF & MTGS-LIBRARIAN 800 402 637 0 235- 163 750252 LIB C'UNF R MTGS-STAFF 600 310 483 4S- 183- 111 75(Q6Q_._LT8RARY TRAINING A_.-SAFETY------ -- --- -- 50 276 404- 0 12 - 1.46 -- 750?90 LIBRARY OTHFR CHARGES ! uo 48 0 U 4fi 100 ' 7511800 CAPITAL OUTLAY 230, 704 23, 780 9,135 0 14x545 14,545 ' ------------- TfiTAL LIBRARY 1145, 370 584,582 5b3,822 89,277 20, 760 581 ,548 n ri December 1. Voliritrier Coordinator Hoiirf5 vork.ei 30 2. Vol-antoers A. liumbcr o' vol.unteers 16 B. lloars contriblitc-1 165 Shut-n Patron o--D1_d-*v4 6 ial 1_11117b0r Of latrols 21 1;u'-*er of vislt.s 28 C. _Tt'_M7' circulito" 215 '_ h' t-'n ln.L ztio-pl .''.Sit,:.- - LaVrar .,.n nr, - tc� L. PP insula Drug &-Rehab . 2 30 1 25 C. _Bayview 4 48 7 D. Hillhaven 2 42 10 Haciends, 2 20 27 1 10 5. To',-!c 13 AN S Shut-in patrons 166 D. made 40 C. V_•on!3 circiiiated 31 this month we held a "Holiday get-to-gether" in the Community Room to again say a special thanks to the In-house volunteers, the Outreach volunteers, and officers of the Friends of the BPL for all the hours they have amassed in their unselfish way to lend a hand to others who also like to read. We had delicious coffee cakes homemade by Roberta Craig, coffee, and tea. Also I gave each of the volunteers a handmade ornament from the boutique at the Garden Cafe. . Also I left some of my duties in the capable hands of Joan Giampaoli while I was in the Bahamas. Happy New Year toall ! �,a