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
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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,