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HomeMy WebLinkAboutAgenda Packet - LB - 1985.12.17 BURLINGAME PUBLI LIBRARY I RAR BOARD PF TRUSTEES DECEMBER 47TH. 1985 AGENDA I . CALL TO ORDER II . ROLL CALL Trustees Present : Trustees Absent : Staff Present : III . BILLS City Checks : $19,280.58 Special Fund: $ 1 ,204.53 IV• MINUTES OF THE M ETIN OF NOVEMBER 12TH, 1985 �• CORRESPONDENCE Letter to Council Regarding Circulation and Branch Collection. Letter From Foy; and Carsk.adon Regarding Remodeling of Duncan Property P.L.S. Newsletter Pictures From November and December Programs Staff Reports on C.L.A. Conference CALTAC Proceedings VI . LIBRARIAN'S REPORT VII . UNFINISHEO BUSINESS Automated Circulation Building Maintenance Reports on C.L.A. Conference - Blevins/Nagle VIII . NEW BUSINESS Staff Holiday Party Memorial Book. for Charlotte Johnson Proosed Breakfast Meeting Be ween Trustees & Council CALYAC Workshop, March 1 , 1986, SJPL IX. ADJOURNMENT PMB%j BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES NOVEMBER 12th, 1985 CALL TO ORDER: The meeting of November 12th, 1985 was called to order by Past Secretary Harvey 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, Mini: ) unanimously to approve the payment of City checks in the amount of $17,705.02, and Special Fund checks in the amount of $747.23. MINUTES OF THE MEETING OFF OCTOBER 15th, 1985: M/S/C unanimously to approve the Minutes of the October 15th, 1985 meeting of the Library Board of Trustees. CORRESPONDENCE: Enclosed in the Trustees packet were the letters to and from Geac regarding the Circulation System. Mrs. Bergsing distributed the P.L.S. Newsletter, November Spectacles the CALTAC Regional Workshop flyer and the pictures of the Children's Halloween Program and the Staff Halloween costumes. Trustee Mink read a thank you note from Lincoln School , to Joan Leach, thanking Mrs. Leach for compiling book.lists for the Children. LIBRARIAN'S REPORT: Nobody had any questions regarding the Librarian's Report . UNFINISHED BUSINESS: Automated Circulation: Mrs . Bergsing reported that as a result of the meeting of November 5th, 1985 between Eric Willis and Kate Hixson from Geac, and the P.L.S. Council , Geac will conduct additional tests to check on the stability of the system. She said the Directors voted unanimously to re-run the 45-day reliabilty test beginning in early \.- December, and to withhold payment of the next installment on the contract until the test has been successfully completed. Z - Minutes DI ibs November 12th, 1985 Board Meeting= Trustee Mink: asked if the payment that is being withheld is the " final " payment . Librarian Bergsing replied there are two payments still due to Geac. The first payment will be. released if the system Passes the reliability test and then the second and final payment will be released only when the system is stabilized and there is proof there has been no damage to the existing hardware, and the response time test R has been successfully passed. Secretary Blevins asked if Geac would be stocking more parts ( hardware ) due to the fact it took so long to get the needed part last time from Toronto. Mrs. Bergsing said Geac is opening a larger West Coast office in Los Angeles so parts should be readily available in an emergency situation such as the last one. She said they have also put Eric Willis, from Geac, in charge of the West Coast Operation, and he is available for consultation, assistance, help, etc. and he will fly up from Los Angeles on short. notice. Librarian Bergsing stated that she would write a response to Councilman Pagliaro's questions .about the circulation system. Trustee Mink said she had attended the P.L.S. Administrative Council meeting on November 5th and observed both sides to be agreeable but very firm in the wants and needs. Trustee Mink said the Staff has put up with quite a little bit more than their share because of the downtime and should ber commended, in writing, from the Library Board. All of the Trustees concurred and Secretary Blevins made a motion that the Board address the Staff and thank: them for the super job they are doing. The motion was seconded by Trustee Harvey and carried unanimously. California Library Association Conference: Librarian Bergsing asked who from the Board would be attending the Conference. President Nagle said he would be there on Saturday and Secretary Blevins said she would be there on Saturday as well . Some discussion followed. NEW BUSINESS: Duncan Building - Trustee Harvey: Trustee Harvey reported that the Duncan Building is being vacated by Re-Max Real Estate and being re- rented by Fox and Carskadon. Fox proposes that the two bay windows in the front be removed, a new front door installed, and a trellis with columns be installed in their place, to be paid for by Fox and Carskadon. In return, the Foundation is to install a new heating and cooling system. Fox is also asking permission to take down some of the interior walls and install new carpeting. Trustee Harvey said that by installing a new front entry, the renters upstairs would not have to go through the downstairs to get upstairs, and that both businesses would have separate entrys as they should have. Trustee Harvey displayed the r ite is col r ren iti ns of �hTt Fox �r�pos s to do. Discussion L oc1 owe cd regar�ing t�e pans, w �a the r a es ate company was paying for the space, and what the terms of the lease agreement were. It was suggested that Mr. G. Paul Lechich, executor of the estate, would know or could find out the terms of the lease. Paae - Minutes pf the November21 th, 19$5 Board Meetina: Buildino Repairs - Main and Branch: There was discussion regarding the possible appearance of dry-wood termites at the Branr-h. It was the overall consensus that Bay Pest. Termite Company be hired to inspect the Branch for termites and recommend what should be done. M/S/C (Blevins, Harvey ) unanimously to retain Bay Termite to inspect for termites. R S.A.B. Report - Trustee Mink: Trustee Mint: gave .a report to the Board members about. the System Advisory Board meeting she attended recently. She announced there will be a public meeting in April for Boards of Trustees and City Council members to discuss the automated circulation system. She further reported that in March the Advisory Board is considering the possibility of inviting Gary Strong, State Librarian to attend a meeting. She also commented on the needs assessment project for Community analysis being conducted by Brenda Dervin. Branch Book Collection: Librarian Bergsing distributed a report on the goals and objectives , plan of action, and book budget expenditures for the Easton Drive Branch Library. The report .was prepared for the Board and Council by Assistant City 'Libraria7i AI tE 'coffieF-'- kn gnswdr 't•o`a question from Councilman Pagliaro. Board President. Nagle reported that it was his understanding that one or two Burlingame residents had expressed concern to Councilman Pagliaro about the number of vacant shelves in the picture book collection at the Easton Drive Branch Library. To answer that concern, Trustee Nagle and Librarian Bergsing had gone together to the Branch Library to assess the situation in person, and to meet with Branch Librarian, Mrs. Cathy Somerton. Mrs. Somerton showed Nagle and Bergsing where the easy reading materials had been shifted from the picture book area to the main reading room. This had been done to make room for puzzles, learning games, card-board books , and more picture books, all aimed at pre- school children. Mrs. Somerton further noted that less than 10% of the pciture books collection had been weeded because of poor condition. Staff is currently reordering and replacing many of the discarded materials, but they have not yet been added to the shelves. President Nagle noted that Mrs. Somerton, is the first professional librarian at the Branch since Proposition 13, and he commended the wisdom of the City Council in approving this staff position. He complimented both Mrs. Somerton for her work. , and Mr. Escoffier for his excellent report . He stated that no efforts had been made nor were any contemplated to reduce library services at the Branch. He felt that all the changes that had been implemented were positive. He expressed the hope that this would put the issue to rest and answer the concerns that had been expressed. Trustee Nagle concluded his observations by expressing the hope that if finances were available that the hours at the Branch might be expanded in the future and that the Book. Chat for Seniors could be resumed. Pave 4 - Minute5 of the November 12th, 1985 Board meetino: Miscellaneous Mrs . Bergsing shared the new memorial bookplate that was designed by our own staff artist. Nancy Montague for the Duncan Memorial Book:. Collection. Librarian Bergsing also showed the Board the new portable VCR that was purchased by the Duncan Trust for circulation to the public . ADJOURNMENT: The meeting of November 1-7th, 1985, was adjourned at 5:50pm with the next Board Meeting sscheduled for December 17th, 1985 at 4:30pm in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk: of the Board PMBijg LIBRARIANS REPORT DECEMBER 1985 GEAC CIRCULATION STATUS Work is continuing on the analysis of the software and hardware problems experienced on the main computer. Eric Willis, Geac software expert , has examined the software carefully and continues to do so. In addition, a number of hardware components have been replaced. Data integrity errors have been a recent problem, apparently unrelated to the reliability of the system. At the moment, we suspect software irregularities may be the culprit . Geac representatives are analyzing every procedure and key stroke performed by the PLAN staff to determine what might cause such errors. A second workshop to review system-produced management reports was held on December 11th at Burlingame. We look for Old Reserves:, Missing and Unsatisfied Fines reports. BUIL. ING MAINTENANCE: We may or may not be able to give you further information at your meeting on the status of the various maintenance problems at both libraries. We did proceed with a termite inspection at the Branch, but we have not yet received a written report . The inspector did suggest that we might be getting some water damage from a possible roof leak near the rear of the building. Ace Roofing is scheduled to do a water test on the area this week, but they have already cancelled twice. We had one waterproofing company look at the stucco damage near the front of the main library, but we have not received any estimate of the cost to repair. We have contacted two more companies recommended by Trustee Harvey. Part of the problem seems to be finding a material to repair the cracks in the stucco, and waterproof the leaks that doesn't significantly "stand-out" and alter the appearance of the building. I hope to have more data by the 17th. REFERENCE SERVICES Reference transactions, library-wide, continue to climb. Statistics at public desks rose 36% over the same month last year. All of our professional staff participated actively in our annual periodical selection process. The process, coordinated by, Periodicals supervisor Marilyn Morrison, includes: review and analysis of 113 of our current subscriptions, evaluation of subscriptions which we have been receiving 2 years or less, decisions on retention of periodicals received 2 years or less, and evaluation of new Page 2 - Librarian's Report - December 12, 1985: titles to add to the collection. This process should be complete in January. CHILDREN'S SERVICES Class visits this month included the McKinley School Third Grade, United Methodist Pre-School , St . Paul 's Nursery School , and First Presbyterian Nursery School , for a total contact of about 100 children. In addition, Joan Leach gave book talks to the sixth grade at Crocker, and Burlingame Intermediate Schools, and visited second, third and fourth grades at West School in Hillsborough, reaching another 150 students. Joan Leach also was guest columnist in the "Peninsula Parent" magazine for December. She also gave a book talk to the Burlingame Women's Club Book Group. Our final fall program, featuring Paul the Magician, drew nearly 175 children and adults. We are in the planning stages for our Saturday Specials programs for 1986. ASTON BRANCH LIBRARY A second Geac terminal was installed at the Branch this month. Plans for implementing the Apple microcomputer are progressing. An evaluation of the Toddler storyhours will be completed shortly. The eight session series was attended by 60 youngsters. The next Pre-School Newsletter is being prepared to be sent out in May or June. SERVICES AND PROGRAMS Our Annual Family Christmas Program on December 7th was a great success, with over 2SO people in attendance. Steve Overton's Olde World Puppet Theatre entertained the children and adults present , refreshments were served, and Santa Claus dropped by to give candy canes to the children. Joan Leach is to be congratulated on an excellent program, and many thanks go to the Friends of the Library for their financial support which made it all possible. Everyone be sure and stop by the Children's Room or go up to the Branch and see the beautiful Christmas trees that were given the libraries by the Burlingame Lions Club. They are outstanding! ! A coffee honoring our library volunteers will be held on Tuesday, Decmeber 17, 10:30 AM. A PLS Open House will be held at system headquarters on the same day in two sessions: 9:30- 11 :30 and 1 :30- 3:30. Page 3 - Librarian's Report - December 17th, 1985: An art history lecture on the Leonardo Oi Vinci exhibit at the California Palace of the Legion of Honor in San Francisco was held on December 1". Marge Johansen coordinated the event given by a docent of the Museum Society. Library Spectacles , our new system-wide public relations brochure, continues to find a wider audience with patrons. With the third issue, the layout and typesetting appear to be error-free. The work on the brochure is done on SPIRES, Stanford's main-frame computer, via our library connection with them. It is then downloaded and given graphic interest using the Apple Macintosh PC. We are particularly fortunate in being able to exhibit items from the Mary L. Schofield Collection of Children's Literature at Stanford University this month. The entire collection includes 10,000 volumes of children's books from England, Europe and America, issued since the late eighteenth century. Notable rare and first editions are included, along with books from throughout the world. Our local exhibit includes books, toys and figures of characters from various books. The exhibit was brought to us by Carol Jacobs of the Friends of the Mary L.Schofield Collection. Displays also featured books, bookmarks, and explanatory information on Jewish Book Month, November 7 - December 7. Two new pieces of software are now available for our public microcomputer: Tax Financier, a tax planning package, and Flashcalc a simple spreadsheet . "Reel Entertainment , " a new weekly film showing will be held on Thursdays at noon, beginning January 9, 1986. The showing will be in the Community Room at the Main Library and the audience will be invited to bring their own bag lunch. The December painting exhibit features the work; of Burlingame resident Mark; S. Fiebert . HOLIDAY CLOSURES Our holiday closures this year will be: December 14th, Christmas Day, New Year's Day. We will be open New Year's Eve from 9-5 PM. The Branch will remain closed all four days. PERSONNEL Warren Wickliffe is re-joining our staff as a page. Warren was a longterm reference e librarian, and has been a Page 4 - Librarian's Report - December 17th, 1985: tireless volunteer and library Friend since his retirement . He will be doing our Branch delivery and assisting in Technical Processing. STAFF DEVELOPMENT Nancy Montague taught the PLS Flier Workshop. She covered the basics of creating a simple, effective flier for library events. The workshop was very well received by the Participants from FLS. Most of the professional staff attended the California Library Association Conference in Oakland. Their reports are are most informative. Marilyn Morrison and Donna Ridley Smith attended an in- depth Telecommunications seminar presented by FCC grant from the California State Librar through a various aspects of accessing on-line databases. seminar covered Brenda Buckley Chavez, Joan 6iampaoli and Al Escoffier attended a system-sponsored workshop on "Performance Appraisal , " held in Oakland. The workshop leader offered a number of helpful suggestions on various aspects Performance appraisal . of the REMEMBER THE STAFF HOLIDAY PARTY ON WEDNESDAY_ DECEMBER 18TH �. FROM 5-7pm_ (note from Judy, if you haven' t P.S.V.P. 'd yet , please call me ) Thank youii PMB/jg STATISTICS FOR NOVEMBEF, 1985 REGISTERED BORROWERS: Additions : Total Registered : Burlingame Adults 8 , 771 268 9 , 039 Burlingame Children 1 , 328 74 1 , 402 Hillsborough Adults 11625 51 1 , 676 Hillsborough Children 525 9 534 Non-San Mateo Co.Borrowers 115 10 125 TOTALS: 12 , 364 412 12 , 776 CIRCULATION ACTIVITY: -� Main : Branch : Adult Print Materials (books, periodicals, pamphlets, paperbacks) 18 , 716 1 , 234 Children's Print Materials (books,,periodicals, pamphlets, paperbacks) 4 , 516 1 , 350 Audio Visual Materials (records, cassettes, films, videol, art prints, slides, equipment, talking books 1 , 170 9 TOTALS: 24 , 402 ?_ , 593 Main Total 1985 Circ: 24 , 402 Main Total 1984 Circ: 24 , 611 = 85 %Decrease Branch Tot--19-8 5irc : 2 , 593 Main Total 1984 irc : 2 , 656 = 2 . 37% it GrandTotal 1985 Circ: 26 , 995 Grandfotal 1984 Clrc : 27 , 267 = 1.00 1 if REFERENCE ACTIVITY: Total Reference Questions : 4 ,802 I .L.L. Borrowed: 88 _ I .L.L. Lent : 210 Grand Total Ref. Activity: 5 , 100 I .L.L. Total : 298 COLLECTIONS: added withdrawn total Books: VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES 00-TI-Von-F i c. 136,224 102 036 362 283 181 86 136,405 /102,238 Child Non-FIC. 17,502 14,293 36 25 -0- T -0- 17,556 14 ,318 YA Non-F i c. 8 ,1 7 3 2 -o- -0- 3,292 7 3 189 Adult Fiction 45 677 41 ,911 178 130 104 93 45.751 41 ,948 Child Fiction 14 146 9,925 140 33 -0- -0- 14,28 9,958 YA Fiction 72 ,984 2,706 15 13 -0- -0- ---2,999 2,719 TOTALS: _219,840 174,058 734 486 285 179 2204289 174,365 OTHER MATERIALS: Pamphlets 22 , 649 232 1 22 .880 Paperbacks 2 , 726 _0- _0_ 2 , 726 Maps 1 , 484 -0' -0- 1 , 484 Records 5 , 156 -0- -0- 5 „156 Cassettes 967 -0- 967 Video Tapes 63 -0- -0- 63 Films 109 -0- -0- 109 Art Prints 100 3 -0- 103 Deposited with the City Treasurer: Main : $ 1 , 252 .82 Branch : $- 139 . 10 Meeting Rooms : $ 20 .00 Total : $ 1 , 411 .92 Total Meetings Held : 23 People in Attendance : 785 CITY OF HURLINGAME BUDGET STATUS REPORT 1 MUNTH Y-T-D Y-T-u CUR Mu UNEXPENDFD ACCT DESCRIPTION 12 ESTIMATE. ACToAL ACTUAL VARIANCE HALANCE EN( - LIBRARY -- - - - - ---- 750010tIbRARY__S_ALAtiIE3_---- --- --- --272.2611------ 754011 LIBRARY L4PLUYEE HENEFITS 198, 748 82,820 82,820 16,564 A 0 0 750012 LIBRARY OVERTIME 0 1150948 0 0 0 7501213 LI6RARY PARTTIME _ _ 211,2b6 118,0312 __ 91 , 734 __ 15,665 3, 704• 119s530 754110 LIBRARY OFFICE EXPENSE 4,245 3,850 2, 321 487 f ,529 6,924 750120 LIBRARY SPECIAL DEPTL EXPENSE 13,240 5,535 3.566 1 , 186 2 ,950 9,645 750121 LfbRARY HOUKS d MAPS_ 108,950 45,395 43.857-- ___ 7,661 - ______ 1,538_--._ _-_ 65,091__ _-- J501?2 lIt3RARY PFRIUOICALS 17, 325 7,220 12. 400 1 ,,028 50180• 4,925 754123 LIBRARY BINDINGS 90350 31895 754124 LI9RAkY CATALOGING 14,91Q b 215- 2,538 1 ,588 1 ,590• 3,365 7541 ?S LIBRARY KECONDS 8 CASSETTF'S 6,234 ` - 568- _ 10417 _ 12,372 750130 LIBRARY SM 2,595 1 , 181 989 1,415 S,OSO 1 0 AlL TOOLS d EQUIP 250 105 18 754160 LIbRAkY COMMUNICATIONS 13 87 232 10, 415 . 4.340 2, 791 631 1.549 754174 LIBRARY UTILITIES 27,apo 11 ,500 9, 399 80201 754190 LIBRARY MAINT BLDG is rROUNDS 14 7 0 2. 171 2, 101 18,201 754200 L IHRARY E(a11IPIAF-NT MAINTENANCE 90 a, 125 3,373 797 2, 132 10, 727 750201 L18RARY EQUIP MAjNT-AtIDIO VI3 qS0 375. 373 0 2 464 440 4527 86 754 202 LIHRAkY EUVIP MAINT-SEC;SYSTEM b9- qAb Q 0 0 0 Q 7502t0 LIBRARY PROF d SPECIAL SEHYICt 4, 100 0 1 . 210 40100 0 2,390- 0 754220 LIBRARY UIHFR CONTWICTUAL SERV 25,590 10,b?5 2,4• 126 U 13,501- 1 ,374 750240 LIBRARY 011ES & SUBSCRIPTIONS 670 280 105 754250 LIBRARY TRAVEL 650 270 i52 i40 95 495 750251 LIE; CONF K MIGS-LI84ARIA�V 8 lid 302 498 75,0252 LIH CONF S MTGS-STAFF bo 335 637 0 302- 0 250 163 o 750260 LIBRARY TRAINING A SAFETY SSI► 230 404 0 274- 72 i 754290 LIBRARY UTHER LHARGFS 0 l74- 146 754p3o0 CAPITAL OUTLAY OA 40 Q 0 40 100 23, 7ho 23, 731} 9,?_35 0 iu,545 1v,545 TOTAL LIKRaRY 11450370 � 3 - - _ 4 f , ti5 474,544 87,27i ib,571 670,826 CITY OF BURLINGAME -. _. ._ _ _ _. -- 3i_393-310 31-777-3ia _ t.... 9 4- t, — — — _ a � 6 Lo • 0 iR 3/ 1sT ' v i J 12 13 12 711 C' 116 S'7i i ? - 17 AL 77 15 Doi! ! !' - ► , 19 it Z9400 - : IoNg _ 22 124 75 I I !I I ! 26 27 s -7- - I n ! ! I ! 31 I I ! i '33 '35 --f"1TT- It. i 1'.111--.r. November Outrl�.,;,�i '_ctivitios I. Volunteer Coordinator A. Hoirr:s worked 50 2. Volunteers �_. P:u.*aber of volunteerr, 17 B. Hours contributed 2 3. Shut-n Patrons--ndividual Vi sits ". I: er of patron,,, 21 B. .umber of visits nme-a 35 C. ;ter_?s circulated 217 '_. Shut-i-n. ?�trous--Insl�.t� fio�±al ;tfsit . M1 °• ofator3a?s • LaVrar ^'_?'.t.., '.':ondance/ circ it ated i. PeninM12a niw,n L Rehab 2 30 1 �_ 4 L8 10 _• uj l l ba an 2— _! __ 10 • F�1` anAg 2 20 27 •____.M8x3.on�C�vexit. . . 1- - .10 5. Tolls (13 -.. 4) Shut-in patrons 166 B. visits rade C. Itons circulated 318 -Cat04at'ivi ties: This month w heard from on of our outreach patrons, Jean DeJardin how wall he feels "our crew" has done and horn much he appreciates all our services. Also I � gazd from the Mason the Marion Convent how much the Sisters of Mercy ppreciate the book selection and service afforded them. In this month of Thanksgiving- a special thanks to all those volunteers who enriched the lives of our shut-ins throw theix special car3sjK1 I love you Volunteersly Thanks,