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Home My WebLink AboutAgenda Packet - LB - 1985.06.18 BURLINGAME PUBLIC LIBRARY LIBRARY BOARD OF TRUSTEES JUNE 18th, 1985 AGENDA I . CALL TO ORDER IT . ROLL CALL TAus-tees PAu en-t : Tnusxeu Absent : S-ta�� PAesen-t : III . BILLS : City Checks : $ 19 , 865 . 47 Special. Fund : $ 933 . 43 IV . MINUTES OF THE MEETING OF MAY 216t, 1985 V . CORRESPONDENCE Memo eomptimen-ting Pat HaAding on ou-t6 Landing 6eAvice VI . UNFINISHED BUSINESS : Appnovat o� LibAaAy Budget 1985-86 - TAu6tee Harvey VotunteeA Tea VIII . NEW BUSINESS AppAovat o6 Joint Powek6 AgAeemen-t 4oA McAgeA o6 P . L .S . / P . L .A .N . Ix . ADJOURNMENT PMB/.!g BURLINGAME PUBLIC LIBRARY BOAR QF TRUSTEES MINUTES MAY 21st, 1985 CALL TO ORDER The meeting of May 215t , 1985 was called to order by President Weatherbe at 4:30pm. Trustees Present : All Trustees were present Trustees Absent : None Staff Present : Mrs. Judy Gladysz, Library Secretary Mr. Alfred Escoffier, Asst .City Lib. BILLS M/S/C (Harvey, Nagle ) unanimously to approve the payment of City checks in the amount of $22,436.49, and Special Fund checks in the amount of $2,508.03. MINUTES OF THE MEETING OF APRIL 16th, 1985; M/S/C unanimously to approve the minutes of the April 16th, 1985 meeting of the Library Board of Trustees. CORRESPONDENCE Letter from Peninsula Community Foundation - mailed to the Trustees in their packet . Letter to the Apple Computer Company and the reply - mailed to the Trustees in their packet. CALTAC Spring Newsletter - mailed to the Trustees in their packet . LIBRARIAN'S REPORT Volunteer Tea: Mrs. Bergsing said the Volunteer Tea is scheduled for June 20th, 1985, from 4-bpm and everyone is invited. She said she had been in contact with the Mayor prior to setting the date to be sure he could attend to present some of the awards. Geac Status: Mr. Escoffier said that down-time seems to be behind us and that staff is seemingly more confident . He said they are busy working out some of the problems that are left-over from the manual system but nothing that they can't deal with. Some discussion followed. MINUTES: PAGE 2 - MAY 215t , 1985 Microcomputer Literacy: Mr. Escoffier told a little of the "Computer Comfort" class that is to be held in the Community Room on May 29th, 30th, June 15t and 4th. He distributed a flyer and brochure explaining about the sessions. He said there were originally 3 classes scheduled however they were so popular that another one was added to try and accomodate everyone who is interested in attending. Easton Branch: Mrs. Bergsing announced that the Branch would be coming on-line on May 22nd. She extended an invitation to everyone who wished to attend. She said there are still a several small branches left to come on-line in the system, one in Redwood City and a couple more in the North County. UNFINISHED BUSINESS: None NEW BUSINESS: Report of Literacy Meeting - Trustee Mink: Trustee Mink said the Literacy Meeting was held on May 18th, 1985, in the �. Community Room of the San Mateo Public Library. She said there were not many people in attendance however the speakers were excellent . They spoke of the goal , which is to have 200 trained tutors to work, on a one to one basis with illiterate people who come from a native born American background. She said in order to reach these people and provide the service, the people must come forth and indicate an interest , or they must be reached via referral . Discussion followed. Library Budget : Trustee Nagle congratulated Librarian Bergsing on her new appointment as Vice-President elect of the California Institute of Librarians. Trustee Nagle asked if the City Manager had approved the three new positions for the Library. Mrs. Bergsing replied yes , that he supports the new positions and that City Council has to approve them. She said there will be a Study Session on June 5th and Mrs. Bergsing will be meeting with Gloria Barton prior to that to discuss the Library Budget . Some discussion followed. Volunteer Tea: Discussed in conjuction with the Librarians Report . MINUTES: Page 3 - May 21st , 1985 Miacelleneous: Trustee Mink said that the Peninsula Library System will have a booth at the San Mateo County Fair. She invited any of the Board Members who wanted to help man the booth on Burlingame Day. There was some further discussion on the what the different libraries were going to do. ADJOURNMENT: The meeting of May 21st , 1985 was adjourned at 5: 15pm with the next meeting scheduled for June 18th, 1985, at 4:30pm in the California Room. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg �.. LIBRARIANS REPORT JUNE 18TH, 1985 TRUSTEE APPOINTMENT At its regular meeting of June 3rd, the City Council appointed Carol Mink to a full three-year term on the Library Board. Her term will expire on June 30th, 1988. Congratulations Carol ! ! BUDGET 1985-1986 The City Council reviewed the budgets of all the Departments at its study session on June 5th. It should formally approve the entire City Budget at its regular meeting of June 17th. The Library budget was approved as submitted. Trustee Harvey attended the study session and he will make a further report at your meeting. Councilman Pagliaro requested that the Library Board look at the long-term needs of the Library. VOLUNTEER TEA The Annual Volunteer Recognition Tea will be held from 4-6 on June 20th on the Duncan Memorial Patio. I hope you will all be there. In addition to the volunteers, we have invited the City Council , City Department Heads, and the Library staff. �.- JOINT POWERS AGREEMENT Attached to this report is an amended Joint Powers Agreement which merges the Peninsula Library System and the Automated Circulation System into one agency. All eight Library Directors, all eight Attorneys from each of the participating jurisdictions, all seven City Managers and the County Manager have read, reviewed, and revised this Agreement a number of times, so we believe it now meets with everyone 's approval . If you agree, I would like to forward it to the City Manager to put on the Consent Calendar for the Council Meeting of July 1st . We made this decision to merge the two Agencies for a number of reasons. First , the membership in the two Agencies is the same, but we have had two different meeting agendas, administrative structures, fiscal agents, etc. This has been cumbersome and time consuming. Second, the merger will allow more efficient utilization of staff. Third, using one accounting system and one fiscal agent , ( Daly City ), will be more efficient and cost effective. We' ll discuss this further at your meeting. 6 ACTS ATUS The big news of the month, was the Easton Branch going on-line May �.. 22nd. The transition was a smooth one. Cathy initiated several changes in the desk arrangements. The patrons seem to be enjoying the access to more materials. LIBRARIAN'S REPORT - PAGE 2 - JUNE 18TH, 1985 6eac operations have gone considerably better in May. 6eac representatives met with the PLS Board during the month to explain some of the problems with hardware and software which have been causing our significant downtime. Geac feels that many of the hardware problems have been solved. We are currently awaiting postcard reserve and overdue notices . This should make the notification of patrons faster and easier. In addition, our notice cycle will change shortly from one notice and a bill to two notices and a bill . This will give the user a second notification that an item is overdue, before sending a bill . The bill will be mailed 56 days after the due date. This should lessen the current workload involved in clearing "bills for replacement . " Further in-house training is planned for the circulation staff, particularly in financial operations. We are working on a valid method of reporting our statistics from Geac. The system generates a number of statistics based on our initial monthly requests. Some of these include: charges, discharges, �-' renewals, financial transactions, holds. We also get a total workload statistic for all functions. This numbered 62,213 this month. This gives a picture of the total number of books, items , fines, holds, etc. , handled by the Circulation department during the month. This gives an impressive picture of activity, not always shown by circulation. Other statistics will be available by sampling. We are also compiling a report consisting of use of our collection by patron privilege class and residency. Attached to this report is the summary of the PLAN Board's meeting with the Geac representatives, as written by Nancy Lewis, the County Librarian to her staff. She did such a good job of reporting the current status of the System, I thought you might be interest in reading it . REFERENCE SERVICES May reference statistics posted a very healthy rise: 9. 18 % over May 1984 . This is second major increase this fiscal. year. On May 13th, Marge Johansen presented a library orientation tour to 20 members of an English as a Second Language gifted class from Burlingame High. Brenda Chavez received Polaroid cameras which will be ready to circulate to the public in the near future. LIBRARIAN'S REPORT - PAGE 3 - JUNE 18TH, 1985 On May 20th, an IBM PC microcomputer was put out in the Audio Visual area for the use of the public. The first of our computer comfort classes for the public were held at the end of May. We completed the fourth session on June 4. We have trained approximately 80 persons so far. There is user interest in a more advanced course. We appreciated having Elaine Beal do the training for us. OTHER AUTOMATION ISSUES We are currently putting the finishing touches on implementation of an OCLC database account . OCLC is a major national bibliographic database, much like RLIN, only considerably larger. This will provide U5 with locations for books for interlibrary loan purposes, as well as verification information for acquisitions purposes. We are planning a dial up account accessible via one of our microcomputer/modem stations. We have received the go-ahead from the Peninsula Community Foundation to purchase our additional microcomputers . We plan to install one unit in Technical services to access our book. jobber. Another unit will be housed in the reference office area for database development and word processing. A third computer will go to the branch for both staff and patron use. We are currently getting bids on the equipment . CHILDREN'S SERVICES Joan Leach gave book talks to two sixth grades at Crocker School . Also, the first grade at McKinley School came to the library for a structured visit . Barbara Lazarus continued with the pre-school storyhour at the Branch and Our Lady of Angels Pre-school visited the Branch as well . The programs for the Summer Reading Club will include our traditional Summer Reading Club, "Summer of Books and Blocks" and for the second year, a READ TO ME program for young children. The READ TO ME program is for pre-readers to encourage parents to read to their children. The Burlingame Lions Club is again sponsoring these programs and have given $ 600.00 toward the sponsorship. The Summer storyhour will begin on June 2S and continue through August 16. Joan and Patti met with the Burlingame High School librarian and talked with him about ways in which we could assist and cooperate with him during the school year. LIBRARIAN'S REPORT - PAGE 4 - JUNE 18TH, 1985 PENINSULA LIBRARYYS STEM The Staff attended a number of P.L.S. meetings this month including: Literacy: Marge Johansen (May 15t and 15th ); Microcomputers: Allen Testa, Al Eseoffier (May 8th and June 12th ); Community Relations : Allen Testa (May 13th ); Reference: Donne Ridley Smith (May 28th ); Film: Brenda Chavez (May 28th ) PERSONNEL Judy Steele, Library Assistant I , leaves us this month to take a full time position at the San Bruno Public Library. Judy's experience has been a great help to us during our Geac transitional phase. A page test was given on May 30th for twenty candidates. The results of the exam are in and we are beginning to interview for the 5 Positions open. We welcome back Lance Flodin as summer help in the Circulation and Audio Visual Departments. We are currently interviewing for a part-time reference librarian. We hope to make an announcement shortly. We are also updating job descriptions and preparing for the recruitment process in anticipation of additional library assistant positions . STAFF DEVELOPMENT May 9th, 10th and 11th a number of reference staff members were trained in the PFS family of software for the IBM, PC. This was part of the training which Burlingame received for the fiscal year 1985/1986. Training will take place for the integrated package "Framework" this summer. The training should not only help the staff deal effectively with the public microcomputer, but also with off-desk tasks. Allen Testa has trained S pages and three part-time reference librarians on the use of the computer to enable them to provide basic assistance to the public. Brenda Chavez visited Redwood City Public Library on a PLS exchange and saw some of their technical publications and government documents. On Memorial Day weekend, Al Escoffier, Nancy Montague, Donna Smith, Marge Johansen, and Joan Leach saw the exhibits at the American Bookseller's Association. It was an exciting opportunity to see bookseller's in action. It. provided an opportunity to talk with publishers, pick up catalogs for book selection, pick up posters for library displays , and to meet some authors. Cathy Somerton and Joan Leach attended the Annual Association of Children's Librarian's one day conference of May 9th. The subject was humor. Betsy Byers , P. J . Paterson and Thatcher Hurd spoke to the group. STATISTICS FOR May 1985 CIRCULATION MAIN BRANCH Books: Adult, Non-Fiction Child, Non-Fiction Adult, Fiction Child, Fiction _ TOTAL: TOTAL: Periodicals: Pamphlets (Incl . Maps & Sm. Press: TOTAL: TOTAL: Moving Pictures: Audiorecordings (Incl . Rec. E Cass.) Art Prints: '-- ; Equipment Loaned: 11 Slides: GRAND TOTAL: GRAND TOTAL: y Main Total 1985 Circ. : 26,721 Main Total 1984 Circ. : 26,470 = .95 " increase Branch Total 1985 Circ. : 2,687 Branch Total 1984 Circ. : 2,917 = 7.85 -; decrease GRAND TOTAL 1985CIRC. : 29,,394 GRAND TOTAL 1984 CIRC. : 29, 387 = -702—% increase REFERENCE STATISTICS: Total Reference Questions: 4559 ILL Borrowed: 67 GRAND TOTAL OF ILL Lent: 207 REF. ACTIVITY 45 : ILL Total : 274 BIONS: ADDITIONS WITHDRAWALS TOTAL REG. PLS PATR Children: __--- -' Increase of Hillsborough: Other Non-Res. Patrons TOTAL: --- -- ------ ACCESSIONS AND WITHDRAWALS: Added Discarded Total to Date VOLUMES/TITLES VOLU11ES/TITLES VOLUMES/TITLES VOLUMES/TITLES Adult ,Non-Fic. : 135, 331 - 1. 01, 144 277-181 24 -1 135,584- 101,324 Child, Non-Fic: 17,426 - 14,195 33- 27 11 -2 17,448- 14,220 Y.A. , Non-Fic: 3.291 - - 3, 181 8- 6 -0- - -0- 3,299: 3,197 Adult , Fiction: 45,022 - 41,447 183-108 55 - -0- , Child, Fiction: 13,887 - 9 774 90- 42 19 - 2 - 9,814 Y.A. , Fiction: 2m951 - 2 1- -0- 9 - _ - 2,66 TOTAL: 218.237 - 172.483 592-364 118 - 6 218,711- T7_174_1 PAMPHLETS ADDED: 166 MAPS ADDED: - PAMPHLETS DISCARDED: -0- MAPS DISCARDED: - .TOTAL: 22.050 TOTAL: 1,484 RECORDINGS: ADDED DISCARDED UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES Disc' s: 5,714 / 5.093 8 / 8 -0- / -0- 5,722 / 5,101 Cassettes: 901 / 854 28 / 28 -0- / -0- 929 / 882 TOTAL: 6,615 / 5,947 36 / 36 -0- / -0- 69651 / 5,983 ,::,- SITED WITH THE CITY TREASURER: MAIN: 1,599.12 BRANCH: 128.43 TOTAL: 1,727.55 � -� ,-= iEETINS ROOM FEES COLLECTED & DEPOSITED: S 0 30.00 TOTAL: 1,757.55 " .,'TAL MEETINGS HELD 23 PEOPLE IN ATTENDANCE 617 hit', CITY OF BURLINGA4E BUDGET STATUS REPORT 12 MONTH Y-T-D Y-T-D CUR 40 U NEXPENDEO ACCT DESCRIPTION APPROP, ESTIVATE ACTUAL ACTUAL VARIANCE BALANCE Erl( LIBRARY 750010 LIBRARY SALARIES 386, 464 3540255 3220504 30, 873 311751 630960 750D11 LIBRARY EMPLOYEE BENEFITS 177,694 162088 162, 888 14,808 0 14080b 750013 LIBRARY PARTTIME 244, 331 223,971 2150687 180929 8, 284 280044 750110 LI6RARY OFFICE EXPENSE 9, 7,45 80,019 8, 736 183 717- 9 150120 LIBRARY SPECIAL DEPTL EXPENSE 120650 110594 90, 149 10074 2, 445 30501 750121 LIBRARY BOOKS & NAPS 1030263 94,655 92, 000 7,bg0 20655 11 , 263 750122 LIBRARY PERIODICALS 160500 150125 140265 158 860 20235 750123 LIBRARY BINDPIGS 8,407 80162 60460 240 10702 2, 447 750124 LIBRARY CATALOGING 140200 13, 013 141, 146 511100 10133- 541 150125 LIBRARY RECORDS A CASSETTES S, 878 50390 3071'4 11,296 1067b 2, 164 750130 LIBRARY SMALL TOOLS & EAUIP 250 231 20 5 211 230 750160 LIBRARY COMMUNICATIONS 8,915 8, 173 80906 665 733- 9 150170 LIBRARY UTILITIES 26, 284 24, 090 22,899 30901 10191 3. 385 750190 LIURARY MAINT BLDG K GROUNDS 141, 000 120837 1101564 1318 10273 2, 43b 750200 LIORARY EOUIR4ENT MAINTENANCE goo 8?5 537 44 288 363 150201 LIBRARY EQUIP 44INT-AUUIO VIS 950 869 40`) 122 4bo 541 750202 LIBRARY EQUIP 44INT-SEC.SYSTE4 0 0 0 0 0 0 750210 LIBRARY PRUF K SPECIAL SERVICE 4, 100 30762 40, 100 0 338- 0 750220 LIBRARY OTHER CONTRUCTUAL SERV 26, 390 24, 1139 150435 1 , 067 10646- 555 750240 LI64ARY DUES K 3UHSCRIPTIONS 605 550 650 0 100- 45- 150250 LIBRARY TRAVEL 650 594 447 38 147 203 150151 LIB CONF '4TGS-LIORARIAN 500 462 515 0 53- iS- 750252 LIU CONF 3 `-+TGS-STAFF 550 506 615 0 t09- 150260 LIBRARY TRAINING d SAFETY 500 462 499 J 37- 1 750290 LIBRARY OTHER CHARGES 100 88 100 29 12- 0 **�*** TOTAL LIBRARY 1063, 1026 9740710 926, 646 870739 48, 064 1360600 Ilnll 111►-i:: 111FAn'i m'M11 , Iln11 nl�t X11 11 MINE I•I 111111 1 /IZ�� 11172►�' III 1/111111 1 CICS IIC.�11? 11��iir.� % , 111111®111�iE�,�.i�: IIi�E71 : 111E�G�Gi � � 111111�11111�1J�1 ;: 11��IG�1IE�IIE� Ilnll�lli l��li rz1��.� 1�111111�1n111��11► r�r� �, 1�1� �1 Inll�l 1 1111111m1 lipme I.'�111E R. . Ilnllmlil� 11 ..I'RUN1� 1� 111111MR111011111: 190 r lNr 111111�1111r�1 MIICP11011Mom •1 ; Illlll�lln ��Illlll�iln 1 121 111111�111111�11111111111111111 111111�1�111111�111111�111111 IIIIl1�111111�111111�111111 11 11 1111 111111111111 11 1 1111 Ilnll 111111 111111111111 �IIIIII�i1111111 11111 1111111/1 11111111 . Inl 1111111/1 1111111 111111 X111111®111111 X11111111 111111111111®111111®1111111 . 1 1 11111®111111111111 1 1 In11m11111m1oil 1 11 In11�111111�111111 1 1 111111®1111111111111 1111 ®Ilnll®111111®111111 Iiay Cutr,-,,Pch Activities 1. Volunteer Coordinator A. Yours workedr0, 2. Voluntaers *iu�+be-r of volunteer a 17 B. Hours contributed 211 3. Shut-n Patrons--individual Visits A. Number of patrono j-- B. N,,mber of visits nvide 74 C. T-bar ns circulated 259 1. Shut-wn ?atrons--Inst4_tutional Visits ITo. of LnVrr4r visits !ttendance/ cl.rnul2.to-o B. Retirerent Inn 2 30 1 7 C. Ba iew _ ! ,C 8 _ 1 D. Hi. ven 42 11-1 Hacienda 20 27 Aferion Conven "- 5. Totals {3 A. Shut- .n patrons 110 B. Visits mads 87 C. circiilated Conment Wa ctivitie s: We have a new Inhouse volunteer narod Linda Levi*-n. She is currently working six hours a week helping to read the LT shelves and straighten and put in order. We' look fonjard to oar June loth Volunteer Tea which Patti and I will hostess on the Duncan Patio from 4-6 Sincerely.,