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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 T'-, 2.T July 1. 7.7,01"itntner -1,01- 50 -C-.3 17 3. 1,ol-irs cont.rlltyate, 2UT 3. Fnt- on;,-on7,--IInI--'I vic2lIal r 04, ,-,It-On- 20 D. of —(11 n 7- _.!jj t I tri i 4. n LaVrar r.n- Retirement Inn 2 30 Bayview -7— Hillhaven 21. 42 10 20 ZY Hacienda 1 10 M Marion Convent f3 `1hut-Ln pa'-on�l U 14o nad, 59 V 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 10 9 .................................................................................................................... ... .................................................................................................................... .... .................................................................................................................... ... ....... .................................................................................................... ... ....... ....................................................... ....................... .... ....... ....................................... ....... ....... ....... .... L .... ....... ....... ....... ....... ....... ....... ........... 1 .. ....... ...... ..... 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) 10 9 ................................................................................................................................. 8 ................................................................................................................................. 7 ................................................................................................................................... ori M ka— 5 ................................................................................................................................. Q4 ................................................................................................................................. 3 ................................................................................................................................. .............................................................................. ............ 1 ............. .......................... 21 22 itis '44 25 26 i7 28 29 Day of the Month (May) ) Graph A Microcomputer Use (After Class) 10 ................................................................................................................................. 8 ................................................................................................................................. 'A 7 ................................................................................................................................. � .................................... ....................................................... 4- 5 ........................... ....................................................... b 4 ........................... ......... .................. . .. .. . . .. . . .. . . . .. ......... ......... 2 .. ......... ......... . .. .. .. . . .. .. .. .. .. . . .. . .. 1 0 5 6 i 8 9 10 11 1 13 14 15 16 17 18 Day of the Month (June) M Graph A