HomeMy WebLinkAboutAgenda Packet - LB - 1985.07.16 BURLINGAME PUBLIC LIBRARY
LIBRARY BOARD OF TRUSTEES
JULY 16TH, 198S
AGENDA
I . CALL TO ORDER
II . ROLL CALL
Trustees Present :
Trustees Absent :
Staff Present :
III . 13ILLS
City Checks: 1984-1985 : $7 ,483 .86 1985-1986 : $20 , 136 .56
Special Fund: $2 ,630 .67
�. IV. MINUTES OF THE MEETING QF JUNE 18TH, 1965:
V. CORRESPONDENCE
VI . LIBRARIAN'S REPORT
VII . UNFINISHED BUSINESS
Short-term Library Parking
Expend i+u.re report on Volunteer Tea
VIII . NEW, BUSINESS
Election of Officers
Reference Staff Response to Space Needs
IX. ADJOURNMENT
PMB/Jg
BURLINWE PUBLIC LIBRARY
BOAR O QF TRUSTEES
MINUTES
JUNE 18th, 1985
CALL TO ORDER
The meeting of June 18th, 1985 was called to order by President
Weatherbe at 4:30pm.
Trustees Present : All Trustees were present
Trustees Absent : None
Staff Present : Mrs . Judy Glady5Z, Library Secretary
Mr. Alfred E5coffier, A55t .City Lib.
Also Present : Mrs. Reginald Grady, Hillsborough Resident
Representing a group of citizens from Hillsborough and Burlingame, Mrs .
Reginald Grady came to the Board meeting to discuss the 6 parking
meters located in front of the Library on Primrose Road. She said she
would hope that the meters could be changed from a 1 hour limit to a
limit of 20 minutes each. She said that several of her friends use the
Library and they all have a hard time trying to find a place to park .
She said they don't need any longer than 20 minutes to come into the
Library, select their books, check them out and leave. She said
because there is a one hour limit now, the cars that are parked there
tend to use facilities other than the Library and there is noplace
"handy" to park. She further expressed said she would appreciate it if
the Library Board could take this matter to the City on her behalf.
Trustee Harvey suggested that Mrs . Grady present her situation to the
TSP Commission and explained the steps she would need to take. Mrs .
Grady said she appreciated the helpful information.
BILLS:
M/S/C (Blevins, Mink ) unanimously to approve the payment of City
checks in the amount of $19,865.47, and Special Fund checks in the
amount of $933.43.
MINUTES QE THE MEETING OF MAY 21at, 1985:
M/S/C unanimously to approve the minutes of the May 21st 1985
meeting of the Library Board of Trustees.
Page 2 - Minutes - June 18th, 1985
CORRESPONDENCE
Memo complimenting Pat Harding on outstanding service:
Trustee Harvey read a memo from Al Escoffier on a phone
call he had received from Burlingame Resident Margaret
Wilson commending the service she received from Pat
Harding. Ms . Wilson said she has been using the Library
for many years and had been an Outreach Volunteer and
that Pat had gone out of her way to answer fully,
completely and helpfully, despite the fact that Ms.
Wilson couldn't come into the Library.
Trustee Harvey read another letter from Peggy Barber,
Associate Director for Communications for the American
Library Association. Ms. Barber had written a letter
commending Nancy Montague on her "clean,
straightforward" art-work. Ms. Barber said to "keep up
the good work" , she was impressed.
Trustee Harvey further read a letter from the Mayor to
Trustee Carol Minkofficially advising her of her
reappointment to the Library Board for 1-3-year term
continuing to June 30th, 1988.
LIBRARIAN'S REPORT
Geac Status: Trustee Mink asked if she could see the statistics
for patron privilege class and residency. Mr. Escoffier explained
that this is a very long report to loot: through, but he intends to have
those statistics available at a later date.
Summer Reeding Club: Trustee Mink asked if there was a pre-
registration for the Summer Reading Club . Mr. Escoffier explained
there was no pre-registration but the Children's Librarian, Joan Leach,
goes to all of the elementary schools and distributes flyers and rules.
He further explained there is a "Read To Me" Program for pre-schoolers.
He said all of the participants will get a certificate of completion
and a party. All of the artwork is done by Nancy Montague and the
programs are sponsored by the Burlingame Lions Club.
Miscellaneous: Trustee Mink. asked if there was a particular
outcome from the meeting with the Burlingame High School Librarian and
Mrs . Bergsing and Mrs. Leach. Mrs. Bergsing replied that it had been
a get-acquainted visit , and an opportunity to see what was available in
the BHS Library. They discussed some possible ways for the two
libraries to cooperate. She said they plan on another meeting before
school commences in the fall .
Page 3 - Minutes - June 18th, 1985
UNFINISHED BUSINESS:
Approval of Library Budget 1985-1986 - Trustee Harvey: Trustee
Harvey read the official minutes from City Council approving the
Library Budget for 1985-1986 . The Board discussed a possible expansion
of the Library building. They talked about making the "old" mens
bathroon into a computer room Trustee Nagle spoke of the possibility of
tying in a new parking structure with a Library expansion program.
There was discussion about the Duncan Storage shed and the possibility
of expansion there. Mrs . Bergsing said the Library is almost at zero
growth capacity.
Volunteer Tea Librarian Bergsing announced that the Volunteer Tea
would be held on Thursday, June 20th and asked what Board members would
be attending. All of the Board members said they would be present with
the exception of Trustee Nagle who said he would be in court that day.
NEW BUSINESS
Approval of Joint Powers Agreement for Merger of P.L.S./P.L. A.N. :
Mrs . Bergsing said the Amended Joint Powers Agreement has gone to all
of the City Managers and City Attorneys in the System and they have
looked it over and made the necessary changes and adjustments. The
Board members discussed the document and Trustee Harvey made a motion
that. the Library Board approve the J.P.A. for recommendation to the
City Council that they approve the merger of P.L.S. /P.L.A.N. The
motion was seconded by Trustee Mink and carried with Trustee Nagle
abstaining. He did so on the grounds that his law firm could become
involved if any litigation ever developed from the Agreement .
ADJOURNMENT
The meeting of June 18th, 1985 was adjourned at 5: 15pm with the
next meeting scheduled for July 16th, 1985, at 4 30pm in the California
Room. Trustees Weatherbe and Mink: stated that they would not be present
for the July meeting due to prior committments.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
PMB/jg
LIBRARIAN'S REPORT
JULY 16TH, 1985
Volunteer jag
The annual reception to honor the Library volunteers was held on
Thursday June 20th from 4-6 pm on the Duncan Memorial Patio. The event
was well attended by Volunteers, City Officials and Staff. Over 40
Volunteers were honored for their over 2,800 hours of service to the
Library during the past year. Staff members Paul Lechich and Brenda
Chavez took pictures of the party and we will have them to show you at
your meeting. Also, we will have a report on the expenditures.
Joint Powers Aareenent
The City Council approved unanimously the J.P.A. for the merger of
P.L.S. and P.L.A.N. at its regular meeting of July 1st . All the
jurisdictions have now approved the merger except the County which had
to delay getting the item on the Board of Supervisors Agenda.
Geac Status
Geac downtime has improved rather dramatically during the month of
June. It appears that the hardware maintenance done in May has had a
positive effect .
`- Geac has provided a power line monitor for the central processing
unit in Belmont . To date the electrical power has evidenced surges as
great as 162 volts on a 115 volt line. These surges are frequent
enough to warrant consideration of a voltage stabilizer.
The Project Managers have discussed some aspects of response time
testing for the system. The response time acceptance testing is tied
to the original contract with Geac. Acceptance tests will be done at
the 41 terminal levels on or about August 28 and at the 83 terminal
levels on September 18. Both tests will take considerable manpower
thoughout the system, but are vital for testing response time.
Neither our notice cycle or our postcard notices have been
implemented. We are waiting for word from PLAN.
This is the first month that we have attempted to pull together
the statistics from the PLAN "Interagency Report . " We compiled our
statistics from this report with the idea of looking at functions done
both for user statistical class (eg: adult , juvenile, etc . ), as well as
non-Burlingame use. We have figures which pull out the charges ,
discharges, renewals, financial transactions, and holds. We also get a
total workload statistic for all functions.
The Interagency Report gives a broad picture of books and other
items borrowed and lent . It will also assist us with measuring
Hillsborough usage both by those Hillsborough residents registered at
Burlingame and those registered at San Mateo.
Page 2 - Librarian's Report - July 16th, 1985
Reference Services
The Poloroid cameras will be ready for circulation in July.
Brenda Chavez is also working on putting together a small rotating
collection of records to be circulated from the Branch.
Marge Johansen selected titles to be purchased with money provided
by the State for the Literacy Project . She also installed a display of
airline memorabilia.
Other Automation Issues
Our three new microcomputers are on order. We will be getting one
IBM PC XT with internal modem for the Technical Services Department . A
second IBM PC XT is on order for the Reference Department . It will
have 512 X and graphics capability for the creation of signs and
posters and other artwork for library progamming, in addition to its
use for word processing and data management . The Reference IBM will
have a Epson LQ 1500 dot matrix printer attached.
We have also ordered the Apple computer for the Branch Library
direct from Apple. It will have graphics capability and will be
attached to an Olympia Compact 2 letter quality printer/typewriter
which we have already received.
Additional State sponsored training will be held July 29, 30, 31
for the Apple. Cathy Somerton plans to attend. IBM training in
"Framework " will be held August 5, 6, 7 and will include Allen Testa,
Donna Smith and Judy Gladysz. The training is free to us and will be
held at the Menlo Park. Library.
Use of the public microcomputer continues to increase, and I am
attaching some graphs compiled by Reference Librarian Allen Testa that
illustrate the use. I thought you might be interested in seeing what
our I .B.M. and P.F.S. Graph Software can produce.
Children's Services
The Summer reading program's have begun in earnest . The Children's
Room is beginning to blossom with elaborate wood block sculptures
indicating the books children have read. 112 children have joined the
Club so far at the Main Library, and 118 children have signed up at the
Branch. An additional 65 are signed up for the "Read to Me" Program at
the Main, and 12 at the Branch.
C.L.S.A. Reimbursements
Attached to this report is a summary of the reimbursements the
City received from the State of California for serving non-residents.
The figures speak for themselves. We are serving more non-residents.
Also we are including a breakdown of use by non-residents in June.
`. This was generated by Geac.
Page 3 - Librarian's Report - July 16th, 1985
San Mateo County Fair
Three members of the staff, Brenda Chavez, Helen Ward, and Allen
Testa will be helping to staff the Peninsula Library System's booth at
the Fair on Thursday, July 25th. That is Burlingame Day, and if any of
you are attending that day, I hope you will stop by and say "hello" .
Beace Concerns
At a June 27th meeting of the Reference Department , space problems
in the Library were discussed at my request . Three major areas of
concern surfaced: The audiovisual room, the reference office, and the
stacks. This is Donna Smith's summary of the discussion:
Audiovisual Room: This space is very congested for patrons as well as
staff who must walk through it to get to the office. We are currently
having trouble making room for the latest addition, a public
microcomputer. It would be nice to have a space which would accomodate
the growth of new materials such as videocassettes and books on tape,
for which we have an increased budget this year. There should be more
space for equipment to be used or checked out by the public ; e.g.
listening stations, cameras, microcomputers .
Reference Office: The office is very cluttered and at times hard to
work in because of limited space. More space for work. stations, such
as counter space would be nice. Storage space could also be used -
supplies overflow out of the supply cabinet ; new books received from
technical processing overflow the book truck on to the floor.
Stacks: Patrons have complained about placement of books on bottom and
top shelves because they are difficult to reach. If there were more
shelves (assuming there was more floor space for them ), perhaps books
would not need to be shelved so low or so high.
Personnel
We have hired a new part-time Reference Librarian, Doug Holtzman.
Doug is a graduate of University of California at Berkeley, and has had
three years of experience at the Anaheim Public Library. We have also
hired two new "On-Call " Librarians to fill in on an "as needed" basis .
They are Pat Myers and Mary McGrath. Pat has had experience in a
number of positions. Most recently she was Children's Librarian at
Millbrae. Mary works part-time for the Community Information Project ,
developing the computerized database.
Two new pages have been hired: Robert Sun and Dane Fetherling.
Two pages have resigned: Less O'Brien and Evelyn Woods.
Recruitment is open for our three new full-time positions. The
Library Assistant I (Clerk/Typist ) position will be open until July 26.
The Library Assistant II (Acquisitions Assistant and Circulation
Assistant ) will be open until August 2. Written tests will be given in
Page 4 - Librarian's Report - July 16th, 1985
August . Interviews are tentatively scheduled for the first week in
September.
Joan Leach will be out on sick leave from July 16th to September
3rd for surgery.
Staff Development
On June 28, a number of library staff members were able to
participate in a one day workshop sponsored by the City on "Public
Contact Skills. " The trainers included Tony De Francesca and Maria
Niers . Ms. Nieri conducted the very successful stress workshops last
year. This workshop came at a very good time for our staff, as there
was plenty of discussion about the changes our automated system has
brought to us and how to cope with them. It also opened up
communications lines amoung staff with other city departments.
Approximately 8 more staff will be trained in the same format in the
coming weeks. Our target group was the part-time circulation staff.
PMB/jg
STATISTICS FOR June 1985
CIRCULATION MAIN BRANCH
Books:
Adult , Non-Fiction
Child, Non-Fiction
Adult , Fiction
Child, Fiction _
TOTAL: TOTAL:
Periodicals:
Pamphlets (Incl . Maps S Sm. Press:
TOTAL: A. TOTAL:.2,328
Moving Pictures:
Audiorecordings (Incl . Rec. S Cass.)
Art Prints:
Equipment Loaned:
Slides .
GRAND TOTAL: 25,518 GRAND TOTAL: 2,328
Main Total 1985 Circ. : 25,518 Main Total 1984 Circ. : 25,979 = 1.77 % Decrease
Branch Total 1985Ci rc. : 2,328 _ Branch Total 1984 Circ. : 3,001 = 22.43 A
GRAND TOTAL 1985 ' CIRC. : 21,84 GRAND TOTAL 1984 CIRC. : 28,980 = 3.91 "
REFERENCE STATISTICS:
Total Reference Questions: 4,004 ILL Borrowed: 76 GRAND TOTAL OF
ILL Lent: 180 REF. ACTIVITY4,274
ILL Total : 256
_ NS: ADDITIONS WITHDRAWALS TOTAL REG. PLS PAT
Adults .
Children: Increase of
Hillsborough:
Other Non-Res. Patrons
TOTAL:
ACCESSIONS AND WITHDRAWALS: Added Discarded Total to Date
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Adult ,Non-Fic. : 135,584 - 101,324 319 261 201 - 182 13 02 - 101,403
Child, Non-Fic: 17,448 - 14,22'0 52 - 43 132 - 74 17, 368 - 14,189
Y.A. , Non-Fic: 3,299 - - 3,187 0 - 0 14 - 3 3,285 - 9184
Adult, Fiction: 45,150 - 41,555 139 91 137 - 98 45,152 - 41,50
Child, Fiction: 13,958 - 9,814 105 - 39 111 - 31 13,952 - 9,822
Y.A , Fiction. 2,943 - 2,666 9 9 3 - - 1 - 2,949 - 2,674
TOTAL: 218,382 - 172.766 624 443 598 - 399 218-40P - 172.820
PAMPHLETS ADDED: 176 MAPS ADDED: -0-
PAMPHLETS DISCARDED: -0 - MAPS DISCARDED: -0-
.TOTAL: 22,226 TOTAL: 1,484
RECORDINGS: ADDED DISCARDED
UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES
Disc' s: 5,722 / 5, 101 12 / 4 -0 - / _O - 5,734 / 5,105
Cassettes: 929 / 882 19 / 19 -0 - / _0 - 948 / 901
TOTAL: 7-,-6-5-1 / 5,983 31 / 23 _0 _ / _0 - 9,682 6,006
-EPOSITED WITH THE CITY TREASURER: MAIN: $1 .875 .83
BRANCH: $ 190 _2() TOTAL: $ 2066 . 03
-b ,3�---
•�EETINS ROOM FEES COLLECTED & DEPOSITED: 5 1 .00 TOTAL: $ 2 ,081 .03
` JTAL MEETINGS HELD 26 PEOPLE IN ATTENDANCE 775
_ I N T E R A G E N C Y R E P O R T
G E A C S T A T I S T I C A L S U M M A R Y - M A Y 1 9 8 5
AGENCY CHARGES DISCHARGES RENEWALS TOTAL
Burlingame ( Adult ) 12 ,609 12 ,566 456 25 ,631
Hillsborough ( Adult ) 3 , 004 4 , 142 96 7 ,242
Burlingame ( Juvenile ) 990 986 15 1 ,9
Hillsborough ( Juvenile ) 768 733 10 1 ,511
Easton Branch ( Adult ) 941 556 18 1 ,515
Easton Branch ( Juvenile ) 209 173 17 399
Unknown 7 ,431 7 ,431
Daly City - Bayshore 3 3
Daly City - Westlake 70 75 145
Daly City - Serramonte 66 72 138
Menlo Park 41 27 2 70
San Bruno 359 31f; 22 697
San Mateo - Marina 131 127 258
San Mateo - Hillsdale 223 149 6 376
San Mateo - 3rd Avenue 3 ,478 3 ,333 109 6 ,920
San Mateo - Hills . Borrowers 362 273 4 639
So . San Fran . - West Orange 151 110 8 269
SMCO - Atherton 32 17 49
SMCO - Belmont 174 249 6 429
SMCO - Brisbane 6 6
SMCO - Palo Alto 6 6
SMCO - Foster City 367 249 10 626
SMCO - Half Moon Bay 45 23 68
SMCO - Millbrae 1 , 948 1 ,470 90 3 ,508
SMCO - Pacifica 75 91 6 172
SMCO - Portola Valley 2 2
SMCO - San Carlos 222 111 12 345
SMCO - Sanchez - Pacifica 36 21 1 58
SMCO - Woodside 53 50 103
PMB/jg
G E A C - JUNE 1985
STATISTICAL SUMMARY
AGENCY CHARGES DISCHARGES RENEWALS TOTAL
Burlingame 22 ,235 13 ,948 455 36 ,638
Easton Drive Branch 2 ,311 2 ,013 17 4 ,341
Hillsborough 2 ,901 3 ,453 74 6 ,428
SMCO 2 ,222 1 ,957 59 4 , 125
Daly City 172 146 322
Menlo Park 23 27 3 53
Redwood City 82 70 3 155
San Bruno 276 226 16 518
San Mateo 3 ,615 3 ,327 115 7 ,057
San Mateo (Hillsborough )* [242] [245 ] [ 10] [497]
So . San Francisco 203 210 6 419
*Already added into San Mateo figure
PB/J9
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The Large Type books are relocated on the main floor two aisles over from
the stairs to the basement. They look super and Patti and I feel patrons
will feel more comfortable browsing there. I have had tremendous positive
response from the Sisters of Mercy regarding the book selection. They are very
pleased. Also Tom Eardley, a patient at Bayview says that his books I selected.
for him are far superior to San Mateo's selection when he was in their district.
I just love positive feedback. Sincerely
MEMO TO: STAFF
FROM: PATTI
RE: C. L.S .A. REIMBURSEMENTS FOR SERVING NON-RESIDENTS
DATE : JULY 1 , 1985
These are the figures for 1984-1985 reimbursements from the State
for serving non-residents :
1984- 1985
C . L.S .A. Reimbursements
440 Direct Loans I . L . L. $2 . 34 TOTAL
1st Quarter July-Sept . 1984 $9 , 272 . 12 $ 1 , 194 . 28 $ 10 ,466 . 40
2nd Quarter Oct . -Dec . 1984 7 , 447 . 44 1 , 106 . 82 8 , 554 . 26
3rd Quarter Jan . -March 1985 13 , 848 . 12 910 . 26 14 , 758 . 38
4th Quarter Apr . -June 1985 9 ,615 . 32 1 ,038 . 96 10 ,654 . 28
$40 , 183 .00 $4 , 250 . 32 $44 , 433. 32
These compare with the 1983- 1984 figures as follows :
Direct Loans @480 I . L. L. @ $2 . 71 TOTAL
$32 , 267 . 52 $ 5 , 531 . 11 $37 , 798 . 63
As you can see , we are serving more non-residents this year than
last . The total amount of money we received from the State is
up $6 ,600 .00 while the reimubrsement rates have dropped per item .
Microcomputer Use May & June
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20 21 22 23 24 25 "1216 27
Gay of the Month Grain=May Pinl.<=. Una
Graph A ED Graph B
Microcomputer Use (Before Classes)
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21 22 itis '44 25 26 i7 28 29
Day of the Month (May)
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Graph A
Microcomputer Use (After Class)
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Day of the Month (June)
M Graph A