HomeMy WebLinkAboutAgenda Packet - LB - 1985.02.19 fi
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A G E N D A
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
F E B R U A R Y 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 : $21 ,628 . 55
Special Fund : $ 810 . 63
IV . MINUTES OF THE MEETING OF JANUARY 15th , 1985
�— V . CORRESPONDENCE
,Thank you letter from George Paul Lechich
, Memo from Council regarding Commissioner attendance
Memo from Assistant Librarian regarding Conference
fees for staff
VI . LIBRARIAN ' S REPORT
VII . UNFINISHED BUSINESS
A . On- line Implementation of Circulation System
VIII . NEW BUSINESS
Introduction of Vera Warrick , Supervisor of
Technical Services
Gift of organ ( musical instrument ) , to the Library
from former Trustee Ben Hechinger
Plaques for Duncan building and the fountain
IX . ADJOURNMENT
PMB/j
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
`. JANUARY 15th , 1985
CALL TO ORDER :
The meeting of January 15th , 1985 was called to order at
4 : 30pm by President Weatherbe .
Trustees Present : Trustees Nagle , Blevins , Harvey
Mink and Weatherbe
Trustees Absent : None
Staff Present : Mrs . Judy Gladysz , Library Secretary
Mr . Al Escoffier , Asst . City Librarian
BILLS :
President Weatherbe stated that she appeared to be
the only Board member that wished to have the bills read at
the meeting . Since the majority did not care to continue this
practice , she inquired about a copy of the list of accounts
payable to take home to study at her leisure . Librarian Bergsing
replied that this could be done easily after the meeting , but
would be difficult to do before , because of the early cut-off
date then required for paying bills . This solution met with
President Weatherbe ' s approval . M/S/C ( Blevins , Mink ) unanimously
to approve the payment of City checks in the amount of $ 17 ,542 .66
and Special Fund checks in the amount of $ 1 ,651 .40 .
MINUTES OF THE MEETING OF DECEMBER 18th , 1984 :
M/S/C unanimously to approve the minutes of the December
18th , 1984 meeting of the Library Board of Trustees .
CORRESPONDENCE :
Secretary Harvey acknowledged the distribution and
receipt of the following :
( a ) City Newsletter
( b ) P . L . S . Newsletter
( c ) Statement of Economic Interests Forms
( D ) City Manager ' s Capital Improvement Program
( e ) City Manager ' s New Year ' s Resolutions
( f ) City Librarian ' s New Year ' s Resolutions
�— LIBRARIAN ' S REPORT :
Automated Circulation : Librarian Bergsing said the training
for the staff members on the automated circulation has been
delayed due to the illness of Project Director , Lois Kershner .
! P3ge 2 - Minutes - Library Board of Trustees - January 15th , 1985
f Trustee Mink expressed an interest in attending an abreviated
training session at a later date .
Budget : Library Bergsing gave a brief explanation of the process
and procedures regarding the annual budget . There was some
discussion regarding an on - line catalog system . President
Weatherbe asked how much such a system would cost . Mrs . Bergsing
said it would probably be about the same as the automated circulation
system , providing it was a shared system with the other libraries in
the County . There was additional discussion regarding some
of the other long-range issues facing the Library .
Personnel : Librarian Bergsing said the new Technical Services
Supervisor , Vera Warrick , would be available to be starting
on February 4th and she would attend the next Board meeting .
UNFINISHED BUSINESS:
Recognition of Implementation of on-line Circ System :
There was some discussion regarding a celebration for
coming on-line . It was decided it would not be held on the
same day as the system comes "up " . Mr. Escoffier is going
to check with his committee and report back at the next Board
meeting as to any ideas on a "theme " for the party .
NEW BUSINESS :
Librarian had spoken to the City Manager prior to the
meeting and said that the Public Library Fund money in the
amount of $ 17 ,469 had arrived from the State . She wished to
request that Council again allow the funds to be allocated
for the automated system for the completion of conversion ,
staffing , etc . She further reported that Governor Deukmajian
has requested an additional $3 million for this same fund for
next year . M/S/C ( Nagle , Harvey ) to request that the funds
be allocated to the Automated Circulation System Funds .
MISCELLANEOUS :
Mr . Escoffier reported that Jane Taylor came to the Library
to discuss student behavior problems . She suggested many good
methods and excellent pointers on how to deal with the young
people that continually disrupt the "study " atmosphere in the
Library . She emphasized the need to be consistent and to establish
the "bottom- line " .
Librarian Bergsing announced that Patrick Ball would be
performing the following evening .
Page 3 - Minutes - Library Board of Trustees - January 15th , 1985
t Trustee Mink inquired if the Library has its own VCR .
Mr . Escoffier replied yes , they do however it is not suitable
for public use and also , there is no convenient place to set
one up at this time . The Trustees decided to place the subject
of the VCR on the agenda for more discussion at their next
meeting .
Secretary Harvey gave a report on the condition and progress
of George Paul Lechich . M/S/C ( Blevins , Nagle ) to send a plant .
Trustee Harvey agreed to purchase and deliver it on behalf
of the Board members .
ADJOURNMENT :
There being no further business to come before the meeting ,
upon motion duly made , seconded and carried , the meeting adjourned
at 5 :46pm .
Respectfully submitted ,
Patricia M . Bergsing
Clerk of the Board
PMB/j
i L I B R A R I A N ' S R E P O R T
F E B R U A R Y 1 9 t h 1 9 8 5
`- AUTOMATED CIRCULATION SYSTEM :
Geac Training : Geac training is moving along well . Our 24
j key staff members are using the "buddy " system to help each
other learn the necessary procedures ( and idiosyncracies ) of
the system . Those with little prior experience on Geac are
being assisted in separate "readiness " sessions by members of
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the Implementation Committee . Our training schedule has been
reconfigured several times due to on- line dates of other libraries
and system downtime .
i Patron Registration : Re-registration of library users is moving
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forward . After some re-organization , we decided to mail all
new PLAN cards to users who had not yet picked them up . This
will result in fewer users having to be inconvenienced when
we go on- line . The registration desk ( in the Reference area )
is working well . It is in operation most of the hours the library
is open . We have had several very loyal volunteers assist us :
June Schnacke , Marge Borda , Jack Haber , Warren Wickliffe , Jean
Ratel and Bob Patterson . We average 200 registrations gistrations per day .
( up from 30 ) .
The Implementation Committee is reviewing policies , procedures
and desk organization in preparation for our new system . We
are beginning to implement physical and policy changes and outline
transitional steps from the manual to the automated system .
System Downtime : There has been considerable Geac system downtime
since December . The causes have been many , including the recent
difficulty in loading RLIN tapes . We have been assured that
the system downtime will be solved in the next month . At this
point , it is an inconvenience for us , but a very difficult problem
for those already on-line . When we are on-line , there will
be four methods of back-up , depending on the problem . Staff
will be trained in each of these operations . If the problem
with the RLIN tapes is not solved soon , it is likely that we
will push our start-up date back a week or two .
Geac Conversion : Conversion winds down as we finish up the
California Collection and the Periodicals . Conversion of the
Branch has slowed some as we shifted conversion staff to the
Main to complete conversion here . We have currently converted
171 ,598 total volumes ; 11 ,222 are at the Branch .
LIBRARIAN ' S REPORT - PAGE 2 - FEBRUARY 19th , 1985
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Branch On-Line Status : Easton will not be coming on- line until
April or May of this year . The Branch has experienced " line"
problems which has made the reception on the terminal slow and/or
inaccurate . A new phone line has been ordered to remedy the
problem , however we are still waiting for it to be installed .
PUBLIC LIBRARY FUND:
At the regular meeting cf February 4th , the City Council approved
the transfer of the $ 17 ,469 from the sTate Public Library Fund
allocation to the Computer System Project for automation purposes .
ADULT SERVICES ACTIVITY :
The Reference Department reports tax form questions are on the
rise . The Millard Fillmore Trivia Contest provided a lively
weekend of reference , but no improper behavior on the part of
the students .
The reference staff is being trained on our microcomputers .
We plan to implement our public micro in April or May . We also
plan to offer computer classes for the public this Spring .
This will be to meet the State Library ' s requirement to train
60 citizens in "computer comfort " by June 30th .
Also a part of our computer operations in coming months will
be the use of our IBM PC to order books from Baker and Taylor .
Representatives from B & T demonstrated the new system which
will work on our PC and modem . The software for the system ,
and the use of B & T ' s database , will be provided at the same
cost as "Betaphone " which we currently use .
Joan Leach has agreed to begin compilation of booklists on selected
topics of interest to the community . She is planning her first
list for late February . These lists will be designed for public
service staff to increase their skills in reader ' s advisory
services .
PROGRAMMING/OUTREACH :
Pre-school story hour has begun . The sessions will be on Tuesday
monrings , 10-10 : 30am at the Easton Branch from January 15th
through March 16th . Joan Leach and Shirley Robertson (of the
�- Burlingame Elementary School District ) taped their fifth program
on children ' s books for the Burlingame Cable TV station .
`e
LIBRARIAN ' S REPORT - PAGE 3 - FEBRUARY 19th , 1985
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The Patrick Ball storytelling series began January 13th with
75 in attendance . The next programs are scheduled for February
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13th and March 20th .
f A successful piano concert was given by Mrs . Frieda Colish
of Burlingame on January 27th in the Community Room . Mrs . Colish
offered the concert to the citizens of Burlingame for the excellent
service she has received at the Burlingame Public Library .
The current art exhibit at the Main Library is that of inter-
nationally known artest Ruby Aranquez of San Mateo .
Displays for the month included : gorillas ; Robert Kennedy ,
in conjunction with the TV mini -series ; and re-registration
of borrowers , with a giant PLAN library card featured in our
lobby .
STAFF DEVELOPMENT :
Brenda Chavez developed an excellent new procedure manual for
the audio-visual department . The manual provides pages with
general library rules and policies , as well as specific aspects
of audio-visual work .
Donna Ridley Smith attended a 2 day course on business reference
sources at San Jose State University ' s Library School . This
is the same course attended by Marge Johansen last year . It
has proven useful in reference service and in training new staff .
The PLS Staff Development Committee is planning several upcoming
training opportunities including a workshop by Rick Gilbert
of Hewlett-Packard on interpersonal communications for library
staff .
Joan Leach participated in the regular review meetings of the
Association of Children ' s Librarians and the County Book Selection
group this month . Joan also attended a luncheon on January
19th honoring outstanding Bay Area children ' s authors . Over
175 children , parents and librarians attended .
EASTON BRANCH LIBRARY :
The Branch is considering options for a cable TV hook-up . In
addition , librarian Cathy Somerton is considering some physical
�. reorganization . Noise problems with children from Our Lady
of Angels school resulted in letters of apology from both J .
F. Marino , principal and from the several children involved/
k
LIBRARIAN ' S REPORT - PAGE 4 - FEBRUARY 19th , 1985
R
P . L .S . / PLAN MERGER:
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The Board of Directors of PLA/PLAN is continuing to work toward
a Joint Powers Agreement that will merge these two agencies .
A draft has been reviewed by the Burlingame City Attorney and
his suggestions are being incorporated in the next draft . It
is the current plan to have the Agreement ready to go to the
seven City Councils and the County Board of Supervisors by late
this Spring .
CONGRATULATIONS TO STAFF ON SICK LEAVE REPORT :
The Library staff has received a letter from the Civil Service
Commission commending them on the reduced use of sick leave
during 1984 . We were "the most improved " department in the
City . We hope that we can do even better in 1985 .
PMB/j
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MONTHLY REPORT
j MONTH
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Outreach Activities
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1. Volunteer Coordinator
I A. Hours worked ?%
2. Volunteers
f� A. Number of volunteers 19.
B. Hours contributed 28J
3. Shut-in Patrons--Individual Visits
A. Number of patrons ?
B. Number of visits made 7-;
C. Items circulated
4. Shut-in Patrons--Institutional Visits
No. of Materials
visits / Attendance / circulated
A.
B.
ri
R
E. ia.c-1onda 1 ,
= F. Convent -
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5. Totals (3 & 4)
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A. Shut-in patrons 1l;C
i B. Visits made 88
C. Items circulated r
Comments/activities:
!e are ha �v T
! p, -to have ne.a Outrna ch patron names? Viral ni_a Cate� 7:410
I is at a Board and Care facility in, Djrli.n^anc. She really io ,,C
for.;rrd to the rf,,rvice.
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STATISTICS FORJanuary 1985 i
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:I RCULATI ON h1AIN BRANCH
rooks: � 1
Adult, Non-Fiction 10 , 6_32 411 Ii
Child, Non-Fic= on 1 , 323
Adult, Fiction 8 ,415
Child, Fiction -2. 644 6g
TOTAL: 23 , 510 TOTAL: 2 ,449
'eriodicals: 81r
'amphlets (Incl . I•laps S Sm. Press: 443 — -
TOTAL: 2., 2.54 TOTAL: 2 , 961
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loving Pictures: _
kudiorecordings (incl . Rec. & Cass.) 1 , 322 j
krt Prints: 28
:quipment Loaned: 9
;XX Video Tames 67
GRAND TOTAL: 27 , 190 GRAND TOTAL: 2 , 561
Main Total 1985 Circ. : 27 190 Main Tota11984 Circ. : 28 , 806 = 5. 61 ',,,'Decrease
Branch TotaT1985 Circ : 2 , 961 Branch Tota11984 Circ. :2 , 8,75 = 2 . 99 %Increase I
GRAND TOTAL CIRC. :30, 151 GRAND TOTAL CIRC'. :31 , 681 = 4 . 83 %Decrease I
tEFERENCE STATISTICS:
Total Reference Questions: 4, 599 ILL Borrowed• J5 GRAND TOTAL OF
ILL Lent: 149 REF. ACTIVITY4 , 803 '
ILL Total : 204
iEGISTRATIONS: ADDITIONS WITHDRAWALS TOTAL REG.
Adults: 10, 076 312 353 10, 535
�-- Children: 1 , 580 _ —i 21 . 49
1 , 552
Hillsborough: 4 , 544 107 102 4 , 0549
?then Non-Res. Patrons 272 — 3 -0- 275
TOTAL: 16, 972 443 504 16 , 911
--4444— -- - �
,XCESSIONS AND WITHDRAWALS: Added Discarded Tota.1 to Date 1
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
WuIt,Non-Fic. : 134, 364-100 799 114 - 51 11 - -0- 134 , 967 -100, 850
:h i l d, Non-F i c: 17,426- 14 , 171 36 - 25 -0- - -0- 17 ,462 - 14 ,196
.A. , Non-Fic: 3 , 320- __3,_L82 1 - 1 30 - 2 32291 - 3 , 181
Ddu 1 t, Fiction: 44 , 788- 41 , 205 170 -107 -0- - -0- 44,958 - 41 , 312
.hild, Fiction: 13 , 705_- 9 , 684 106 - 42 12 - 10 1.32799 - 9, 716
'.A. , Fiction: 2 , 947- - 2 , 633 22 - 20 2 - -0- _ 2 , 967 -
_OTAL: 217 , 050-171 , 674 449 -246 55 - 12 217 ,444 -
'AMPHLETS ADDED: -0- MAPS ADDED: _U_
'AI",PHLETS DISCARDED:-0- MAPS DISCARDED: -0-
.TOTAL: TOTAL:
'ECORDINGS: ADDED DISCARDED
UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES
Disc' s : 5, 706 / 5 , 085 -0- / _0_ _ -U- / __0- 5, 706 /5 , Oa5 _
Cassettes: -390_/_ 853 13 / 13 5 / 5 898 % 851
TOTAL: 6 , 596 / 5, 938 13 / 13 5 / 5 6, 604 �o;_04
-::P,--.TED WITH THE CITY "TREASURER: MAIN: 1 , 422 . 28
BRANCH:--_23�5 __ TOTAL: 1 , 635 . 23
=ET I N� ROOM FEES COLLLC.FF:D s DEPOSITED: S -0- TOTAL: 1 , 635 . 23
JAL MEETINGS HELD 24 PEOPLE IN ATTENDANCE 662
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CITY OF BURLIiNGAmL
12 ivlONTH Y-T—D Y—TwD CUP mo (J�J,XPLNDED
ACCT DESCRIPTION APPROP. ESTIMATL ACTUAL ACTUAL VARIANCE BALANCE EN(
LIBRARY
75OU10 LIBRARY SALARIES 386r404 225, 1-'5 IC49, 012 ?-8,,884 26, 423 187p4S2
750011 LIBRARY EMPLOYEE BENEFITS 177r694 10„r 6 S() 1031656 1.44 11.08 74 , 038
750013 LI6RARY PARTTIME 21141331 142f527 141 , 743 19ro31 7811 1()2f588
750110 LIbRARY OFFICE EXPENSE 8? 7145 5r103 ()1200 100 11097- 2f545
750120 LIBRARY *PECIAL DEPTL EXPENSE 12t650 7r 378 a,, I . -7 523 3,221 8j4c13
713ol2l LIBRARY UOUK-S & MAPS 103j263 6Oo23S 61 , 103 14, 100 868- 42, 160
150122 LlbRARY PERIODICALS 1(,,f5o0 9fL,25 13, 781 151.1 4r 1 5b- 2, 719-
750123 LIBRARY BINDINGS A1907 5r 194 3r 1. 112 269 21052 5x76-'
750124 LIORARY CATALOGING 14, 200 8, 281 80000 0 281 o 0 2 0 0
750125 L113RARY RECORDS & CASSETTES 5r678 3, 430 1r395 2t35 P0, 035 4, 483
750130 LIBRARY SMALL TOUL3 & LQUIP 250 147 15 0 132 235
750160 LIBRARY COMMUNICATIONS gf915 5? 201 51,(mcp / 1j344 11? 3,620
750170 LISRARY UTILITIES 2662814 15, 330 11f923 3t455 3, 1.407 14o, 361
750190 LIBRARY MAJNT BLOC is GROUNDS 14, 000 6 p I ci9 7 , 367 1 ,030 762 (-)
750200 LIBRARY LOUIPMENT MAINTENANCE 1211.(? 525 140 0 465 is
750201 LIURARY EQUIP MAINT-AU0IU VIS 950 550 3811 7
750202 LIBRARY EQUIP MAINT-SEC.SYSTLM 0 0 0
750210 LIBRARY PROF & SPECIAL SERVICE 11, 100 2e394 0 11706-
750220 LIBRARY OTHER CONTRUCTUAL SERV 26r390 15P393 22,551.5 1140 7, 1u2- 3 :35
750240 LIBRARY DULS & SWISCRIPTIONS 605 350 3'x_'5 to 25
750250 L16RARY TRAVEL 650 376 1914 12�3 1hil
750251 LIB C0jNF & MTGS-LIBRARIAN 500 294 515 0 221 -
15^-
750252 Llb C0iNF & NlTi;S-STAFF 550 322 615 6 1� ?93-1
750260 LIBRARY TRAINING & SAFLTY 500 204 136 01 1 51.' 3t)4
750290 LIBRARY UTHER CHARGES 100 r,6 71 2
2i4o947 1-1 8, 0 0 3
TOTAL LIBRARY 1063p326 020#270 59S, 323 81 ,644