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Agenda Packet - LB - 1985.03.19
AGENDA L I B R A R Y B 0 A R D O F T R U S T E E S B U R L I N G A M E P U B L I C L I B R A R Y M A R C H 1 9 t h 1 9 8 5 I. CALL TO ORDER II. ROLL CALL Trustees Present Trustees Absent : Staff Present : III. BILLS City Checks : $13 ,309 .96 Special Fund : 2 ,747 .87 IV. MINUTES OF THE MEETING OF FEBRUARY 19th, 1985 V. CORRESPONDENCE Vi. LIBRARIAN'S REPORT VI%. UNFINISHED BUSINESS -A. On-line Party VIII. NEW BUSINESS A . New copy machines B. Board Packets IX. ADJOURNMENT PMBi. BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES FEBRUARY 19th , 1985 CALL TO ORDER: The meeting of February 19th , 1985 was called to order at 4 : 30pm by President Weatherbe. Trustees Present : Trustees Nagle , Blevins , Mink and Weatherbe Trustees Absent : Harvey (vacation) Staff Present : Mrs . Judy Gladysz , Library Secretary Mr . Al Escoffier , Asst . City Librarian Mrs . Vera Warrick , Tech. Services Supervisor ' BILLS: M/S/C (Blevins , Nagle ) unanimously to approve the payment of City checks in the amount of $21 ,628 .55 and Special Fund checks in the amount of $810 . 63 . MINUTES OF THE MEETING OF JANUARY 15th, 1984 : M/S/C unanimously to approve the minutes of the January 15th7 1984 meeting of the Library Board of Trustees . CORRESPONDENCE: Trustee Blevins read and acknowledged the following correspondence : 1 . Thank you letter from George Paul Lechich thanking the Board members for the potted plant when he was ill . 2 . Memo from Council regarding Commissioner attendance . 3 . Memo from Assistant City Librarian thanking the Board for paying Conference fees for staff. Librarian Bergsing requested that the order of the Agenda be changed in order to introduce Vera Warrick , the new Supervisor of Technical Services . At that time Librarian Bergsing introduced Vera to the Board members . The Board members welcomed Vera to the Burlingame Library staff and Vera told the Board a little bit about her background . The Trustees said they were pleased to have Vera on the staff. Page 2 - Minutes - February 19th , 1985 LIBRARIAN'S REPORT: Automated Circulation System: Mrs . Bergsing announced that the on-line date had been changed to the last week in March rather than push to come online earlier . She also said they were going to try to have an "on-line party" later than they had originally planned . Trustee Nagle asked what problems were occuring which had interferred with training . Mrs . Bergsing explained there had been some down time because of new software and programming packages that had been changed in Geac . President Weatherbe agreed that the on-line party be put off for a while to allow the staff be become more comfortable with the procedures . The matter was tabled for further discussion at the next meeting. Programming: Librarian Bergsing said the Patrick Ball 's latest Storytelling session was very entertaining and that he is scheduled next for March 20th. Trustee Mink asked about Joan Leach ' s video taping of the talks on children 's books . She asked if they could tape something recreational in addition to talks about children ' s books . NEW BUSINESS: Gift of Organ to Library from former Trustee , Ben Hechinger: Mrs . Bergsing said former Trustee Ben Hechinger had left the Library a Werlitzer Organ in his Will . She asked if anybody had any suggestions about what to do with it . . . .keep it , donate it , sell it , or . . . . . ??? She explained that it is a beautiful piece of furniture but it is quite loud and vibrates the books when it is being played . There was some discussion that followed but no solutions as yet , on the fate of the organ. Plaques for Duncan building and the fountain: Mrs . Bergsing showed the Trustees the plaques for the Duncan patio . She reported that the patio funds had been dispursed and the account at Bayview Federal Savings had been closed . Miscellaneous: Trustee Mink asked if she could have a copy of the Audio Visual procedure manual for herself , to read . Al Escoffier explained that the only manual available was the one they used in A/V but she is welcome to go back and read through it whenever she wanted to . Trustee Mink asked what uses there would be for a television and or cable at the Easton Drive Branch Library. Librarian Page 3 - Minutes - February 19th , 1985 Bergsi~igexplained it could be used for story hour and book discussions . She further explained that there are numerous video cassettes available for children. She stated , however , that they still haven 't decided where they would place the equipment at the Branch , and none of the details have been worked out . Librarian Bergsing gave some background on a Grant from the National Endowment for the Humanities which had not been funded . Trustee Mink gave a report on the latest P.L.S. Advisory Board meeting she attended . Trustee Nagle was impressed by the good circulation in the Outreach report . He also said he was pleased to observe that the Branch statistics have increased . Trustee Nagle asked if we have received a recent income and expense statement from the Community Foundation , noting the last one was dated November 1982 . Librarian Bergsing said she would request one and try to have it available for the next Board meeting. Librarian Bergsing stated that once the Library is "on-line" , to expect some drastic changes in statistical reports . She said for a few months there might not be any reports . There was discussion regarding Xerox machines . Ideally it would be nice to have a separate room for them and maybe some public use typewriters . ADJOURNMENT: The meeting of February 19th , 1985 was adjourned at 5 :22pm with the next meeting scheduled for March 19th , 1985 , at 4 : 30pm in the California Room. Respectfully submitted , Patricia M. Bergsing Clerk of the Board PMB/jg LIBRARIAN' S REPORT MARCH 19th , 1985 On-Line Celebration Attached to this report is your invitation to the "on-line" party. After much discussion among staff , we finally decided to go ahead and have the celebration on the morning we come "on-lire" . The Mayor has agreed to cut the ribbon. We ' ll have some costs for you at your meeting . The Friends have agreed to split the costs , and co-sponsor the event . The theme for the party is the "brain-child" of Trustee Harvey. Thank you Joe ! ! Automated Circulation Geac Training: Training is now in the review phase for all three groups . 1:,;o review sessions are planned . Actual desk practice is scheduled for the 25th and 26th . Lois will be working one-on- one with each member of the group . Our terminals will be installed in their permanent locations on Friday , March 22nd . We are also planning for Lois to do another session for pages who work the circulation desks . This will be briefer and include: charge , discharge , renewal , and fine payments . Also , the week before we go on-line , we plan to have a session on policy relating to the system . Each staff member will be given a policy manual and we will review our policies with regard to our new system. A system-wide policy manual has yet to be created , so this will be a first effort to gather policy together in one manual . Geac Staffing: We expect the new system will result in some staff reassignment eventually. The first few weeks , we will have super- visory sta_ff on hand to assist with the system questions . Since we are the last library to come on-lire , we expect many of our non-resident users to already have their cards . We do plan to issue cards to them if they do not , in order to expedite the circulation process . The patron registration desk will be staffed for four weeks or so after coming on line to ease the burden of re-registrants on circulation personnel . Reserves will be taken in our usual manner and entered into the syste.., by our reserve clerk . Many intrasystem requests will continue to be handled by our !LL clerk. Eventually , some of the operations can be done at the first point of contact with the user . LIBRARIAN' S REPORT - MARCH 19th , 1985 - Page 2 Uz er Awareness: Many users already know about our system and have re-registered . Approximately 5 ,000 have done so . This is the most obvious change . Users will begin to appreciate access to the holdings of other libraries as their requests are searched on the terminal at Reference . Publicity will go out in several days y giving more details on the system and the an-line date . Overdue items returned in the book drop are not being billed , this includes itemized bills . The procedure is very labor intensive and• will be abandoned for the next 3 weeks . Geac will capture these fines when we are on-lire . F Budget 193;-1986 4 The : onth of March has become a very busy time for the library. Not only: are we coming on-line with the circulation system, but we are deep in the annual budget process . The outlook is quite good for next year . The City Manager described the situation in his budget instructions as follows : it is that time of year again. . . . our seventy-eighth straight year of a "bane bones" budget. The budget outlook is quite bright :his year. State revenues are more stable , sales tax and hotel tax are up and inflation is down. The Council seems "generally satisfied" with our operating budget service levels although street resurfacing, sidewalks , sewers and "spring-cleanup" need additional emphasis. We continue to push for major capital improve- ments such as the Anza Freeway Connection, Airport Boulevard improvement and dump closure.- Preliminary revenue estimates appear adequate to allow a 5 to 7 percent increase in operating budget for 1985-86 if necessary. The salary adjustments for most of our employee groups are known. The timetable is projected as follows : April 5 - Department budget request to City Manager April - Department Heads meet with City Manager May 2G - Proposed budget to City Council June 3,5 , 17 - Council budget review and hearings 'He ' ll go over the requests and changes regarding the library ' s budget w---n we have pulled all the figures together . Dun an Foundation Status Per Trustee Nagle 's request at your last Board meeting , -� we are en--losing a report of the income and expenditures on the Dunca.; property from the Peninsula Community. Foundation. We are now in the process of formulating some new requests for this y•=; r. We hope to bring them to you at - your April meeting. LIBRARIAN ' S REPORT - MARCH 19th , 1985 - Wage 3 Copy Machines We are preparing figures for your meeting , requesting two copy machines from the Trustee 's fund . One machine will replace one of our coin-operated machines for public use . The other is a small office copier for staff use . We are asking now , because we would like to get both machines as soon as possible in the hope of reducing the stress and strain associated with income tax time . Microcomputer Access In audition to Geac , we have another connection with the outside world ! One of our IBM PC' s is now connected to a "modem" (modulat '-�vmodulator) which allows us to communicate electronically with other libraries . Our first system to be accessed will be On-Tyme , an electronic mail messaging system , which allows us to send information or book requests from our terminal to some other terminal across the county , state or nation. We will also have dial-up access to CIP ( Computerized Community Information file ) . CIP is the database from which the CIP directory San Mateo County Directory of Human Services , is published . Training will be held March 22nd . Our public access microcomputer will.-be available for use sometime in April. Further training on the micro will take place during the summer via a State Library-sponsored training module . The training will include ; Framework for the IBM and Appleworks. for the Apple . Both are integrated software packages . Programming/Schools Our final program in the Patrick Ball series is March 20th. We have been pleased with the success of these programs . Book talks were given for two sixth grade classes at Crocker School in Hillsborough . Book talks were also given at Washington School for grades 2 through 5 . North School in Hillsborough brought their fourth and fifth grades to the library to acquaint them with our resources . Barbara Lazarus has been doing the pre-school storyhour at the Branch. On February 5th and the 26th the sessions were `.. videotaped on Channel 24 . They are shown on some Mondays from 5-6PM. Shirley Robertson and Joan Leach videotaped another .Children's Book Review at Channel 24 . These are also aired in the Monday time slot . LILRARIAN' S REPORT - MARCH 19th , 1985 - Page 4 Work has begun on the Summer Reading Club , "A Summer of Books and Blocks" . Cathy Somerton , Branch Librarian , is assisting Joan Leach with the details . Nancy Montague is doing the artwork. -� Literacy Project . The Peninsula Library System Advisory Board is sponsoring a community program on the adult literacy project in libraries in San Mateo County. The invitation is enclosed . It will be { on -Thursday, April 18th at 7 :30pm at the San Mateo City Library on West Third Avenue . . I hope you can all come. Throughout the state , libraries have received grants to support literacy. Burlingame 's share is $2 ,000 .00 . Some of this :money will ,be spent locally. A share will also be spent 1 to enrich the media collections of the Peninsula Library System Film Ce ter in the area of literacy. Local teachers and literacy volunteers will be able to use these resources with those who need heli . Special and Account Attached to this report is the breakdown of the Trustees Account, that you requested . -� Easto:s Drive Branch Library Conversion is progressing at the Branch. We anticipate an on-line date in April or May. Furniture at the Branch was rearranged to move the sutdy tables closer to the circulation desk and hopefully decrease the noise problem. This also restores a comfortable place for adults to sit and read upstairs . Both seem to be working well . Personnel Marie DeMartini , Library Assistant I , has resigned to assist her. hU3ban,: in a .new business . Lisa Contreras , Library Assistant I., reduced her hours to accept full-time employment with Dun and Bradst.-eet. She remains "on call" for circulation desk duties. Our newest page at the Branch Library is Mary Lew Waller , a retired libraries . We feel fortunate to have her . Other adult pages hired this month include Mary Scharlan and Connie VanNiekerken for the audio visual desk. Brenda Chavez has taken over the supervision of the shelving -� pales while Helen Ward concentrates her efforts on the transition CD from manual to automated system. LIBRARIAN' S REPORT - MARCH 19th , 1985 - Page 5 Reference Department Dave Murphy of the San Mateo Times is writing an article on typical and unusual reference questions received by public libraries . At the end of the month , Donna Smith supplied him with a selected list of such questions . One example ; What does "the latch string is out" mean?? The answer was found in the Dictionary of American Idioms : " .: .a string that opens an old fashioned door by lifting a small bar... . . .` The early. settlers kept the latch string outside the door when they were working around the house , but at night they pulled it to the inside so that no one could get in. " PMBtj 1 1 + abr lla r 1 , 7011z_-,Jeer OoLrdinator Hours v-ar'ked 50 2. o 1?a'1toer5 o- volLlnteers 1 Hous con tr3btltnd 19.6 3. 3 r.t PatronS__TndirUIt " V, sits L giber o= v4 sits r-.ade 75 _ �s circulated 237 :,aVrar G' C tA_ _t d Inn, 2 30 1 7 42 ' r 1 t TI(jG 27 1pat�rons 1-40 oda 87 Dan -is stiL showing slides and films to Hillhaven, Bayview and ?en'_.nsul.a Hospital Drug and Alcohol Rehab._ They seems: to be happy Mfr th the ^roarms. Barbara Lazarus STATISTICS FOR FEBRUARY 1985 CIRCULATION MAIN BRANCH Books Adult, Non-Fiction 9,811 288 - Child, Non-Fic_ic�n x,694 226 Adult, Fiction 7 .091 602 Child, Fiction 2J8_8_ 379 TOTAL: 21 3j84 TOTAL: 1 ,494 Periodicals: 1 0673. 300 Pamphlets (Incl . Maps & Sm. Press: 360 -0- TOTAL: 2.033 TOTAL: 1 ,394 Moving Pictures: Audiorecordings (Incl . Rec. S Cass.) 1 ,057 Art Prints: 18 u Equipment Loaned: 11 Slides: -0- GRAND TOTAL: 24 ,618 GRAND TOTAL:1 ,794 Main Total 1985C1rc. : 242648 i-lain Total 1984 Circ. : 25 ,691 = 4.06 ;' Decrease Branch Total 1985.C i rc. : "1 .798 _ Branch. Total 1984 Ci rc. : 2 ,987 = 9.81 Decrease GRAND TOTAL 1985- 265 .446 GRAND TOTAL 1984 CIRC. : 28 ,678 = x.78 ;! Decrease REFERENCE STATISTICS: Total Reference Questions: 3, 105 ILL Borro:yed: 61 GRAND TOTAL OF ILL Lent: 126 REF. ACTIVITY 3292 ILL Total : 187 c ICANS: ADDITIONS WITHDRAWALS TOTAL REG. PLS PA T't1 Adu� c Chi Tdrerr: — Increase of Hillsborough: Other Non-Res. Patrons TOTAL: ACCESSIONS AND ':II T In"D?AWALS: Added Discarded Total to Date V0LI.;i"ESITITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES r du l t,Non-Ric. . 13-_.967 - 1001850 205 - 128 183 51 13 4g9 _ 100 2 ,4 7 Child, Non-Fic: 17.462 - 14J96 . 10 - 7 43 - 12 17,429 - 141,191 Y A. , Non-Fic: 3,291 3,181 -0- - -0- -0- - -0- 31291 - 3 181 Adult, Fiction: 44,799 - 41 .31 162 90 15 - 5 44 946 41,397 Child, Fiction: 13,799 - 9,716 51 - 6 38 - 24 13,812 - 9,698_ `!_A. , Fiction: 2. 7 - 2,653 10 - 8 -0- - -0- 2 977 - __2,661 TOTAL: 217.4-4 _ 171 ,908 438 - 239 279 - 92 217, 172,055 PAMPHLETS ADDED: 1y13 MAPS ADDED: _02- PAMPHLETS DISCARDED: 18 MAPS DISCARDED: _0- JOTAL: -21 ,823 __ TOTAL: 1 ,484 RECORDINGS: ADDED DISCARDED UNITS. / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES Disc' s: 5 ,706 / 5 ,085 -0- / -0- _ -0- / -0- 5 ,706 / 5 ,085 Cassettes: 89 851 3 / 3 =0- / -0- 901 / 854 TOTAL: -6,-6-0 1 5,94-6— 3 / 3 -0- / -0- 6 -7/ — SITED WITH THE CITY TREASURER: MAIN: $1 ,314. 11 `- BRANCH: 131 .20 _ TOTAL: $1 ,440 EET I;IG ROOA FEES COLLECTED & DEPOSITED: S .00 TOTAL: $1 ,al! ~.20 " ;TAL HEFTINGS HELD 21 PEOPLE IN ATTENDANCE 740 1904-Nutt 8904-Green - 1204-Wide CITY OF 13URLINGAME _----_--_ - __- 1– — —2 - 3 4 — 4�rr/'��i¢ ii I I I 90,aSV 2 a a II ii —li 9. 0 96 4 '773 Ds{ i I 6 7 I 7 9 0 ! J 1 9 :0 0 3, 10 ' 'I it -2 i 1 ©JI 12 I i3 1i rT7/i113 �' II 1 1 114 15 15 16 1117 3 1 II 1118 9 1 119 •o I I 120_ ,2 �I 1122 '3 I 1 ii I 1 ,4 I I it 1124 25 i 5 1 TI 1 26 II 11 1 1127 11i 2298 I1 j� ji 0 31 2 I �� II 132 3 ji I {1!33 j . II - f134 l CITY OF BURLINGAME- BUDGET STATUS RLPORT Pt 12 MONTH Y -T-1) YTwn, cur' hits WNEXPENUEU ACCT PLI'JLRIPTION APP1OP, E5TIMATI. ACTOAL ACTUAI VARIANCE BALANCE tNC 750010 LIBRARY .3ALARIES 386, 4164. . 257,6110 229085 . 30,873 27r7a5 15br579 750011 LIBRARY EMPLOYEE BENEFITS 177x694 118064 118.464 1 /1,4308 0 590230 750013 LIBRARY PARTTIME 2114.331 162?888 1.57x696 15,953 5. 192 136r635 750110- LIBRARY OFFICE EXPENSE 8. 745 'So 832. ----_.------7l662 1 ,462 1 . 130. _ ._1, 08.3:-- 750120 LIBRARY SPECIAL DEPTL EXPENSE 12r6' 0 8032 7012 2*856 11420 Sr638 750121 LIBRARY BOOKS & MAP'S 1030243 680840 68#9,84 7,085 1480 34e275 750122 LIBRARY..PEF;IONCAL$ 16#5011 11 #000 11; 101 320 3r 101- 2,399- 750123 LIBRARY BINDINGS 8o907 50314 3, 788 (a14 ?+ 1 48 5, 11y 750124 LIBRARY CATALOGING 14,200 9r464 8000 0 101464 200 750125_._LIBRARY -RECORDS �_ CASSETTES 15•-A'l8 30VO -- 114115 "S ._ . , 4, 463_ 7501 : 0 LIURAR.Y SHALL fOf)LS & LOUTP 850 168 15 8 t53 235 750160 LIBRARY C0MMUNICAT10N3 8,91` 509414 6.291 10200 3147• 2x624 150170 LIbR'ARY UTILITIES 26f?-84 17',520 161 t76 4,.253._ 1 r 5'44 101, 108 750190 LIBRARY MAINT ULGG & GROUNDS 14. 000 90336 8141 ? 10026 9?-4 5,588 7$02130 LIBRARY EQ0IPHLNT MAINTENANCE 900 600 1. 11 76 ut31� 784 750201 LIBRARY LQUIP MAINT-AUDIO VIS 950 632 1 (��D 0 �'t; 3 781 750204 LIBRARY EQUIP MAINT-Sf:C.SYSTE.M q 0 t� 0 0 _ _ 0 750 '10 LIBRARY PROF & SPCCIAL. SERVICE 4. 1110 2r 736 u, 1. (111 0 11 St u- 0 :1 750220 LIBRARY UTHER GONTHUCTUAL SERV ,26090 17p592 21.107t,A 2r 213, ' 7, 176- 10622 750240 LIBRARY DUES � SUBSCRIPTI014S 605 1100 62S 300 225ov 20• 750210 LIBRARY TRAVLL b511 434 �?61 68 171 389 750251 LIE; CONN K MTGS-LIBPARIAN 500 336 515 0 179- 151a_ 750252 LII CONE & MTGS-STAFF 550 368 615 4 2147- 65- 7 )11260 LI6RARY TRAINING & SAFLTY 504 330 1 at 25 175 339 750297 LIBRARY OTHER CHARGES 100 64 71 0 7— 29 * * ** TOTAL LIBRARY. 67903(m Fi'#986 29r57? 3134?018 4 utv+�� tv.' zy,;es:"d!'. -�. .:'=A�"'W:.. --... .. ._.:,,i'4s.'� JI,C.�"•1S!eflt+n',IF;'Rt'Jt".4.:. �ywr,ayyty.y,.,,� ay.77""K.:� ?'„a, •R`i. ,.. "1"+•""7M-•ta x?+eP. e w,.�'�,'moi.78'+t'S�.`w6.?!'t,! 'S-'+�v+•+ay s Yif t .tettl », ,a++r •..F,.dti..... *•y' ,•:m�.,_.. _ .._,tT"':Y+?n';'�+"!!'"'”" ,. b76�gs?-K;re�1.: ... ,-r cws .