HomeMy WebLinkAboutAgenda Packet - LB - 1984.05.15 AGENDA
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MAY 15th , 1984
I. CALL TO ORDER:
II. ROLL CALL:
Trustees Present :
Trustees Absent :
Also Present :
III. BILLS:
City Checks : $15 ,264 - 30
Special Fund : $1 ,402. 29
IV. MINUTES OF THE MEETING OF APRIL 17th, 1984 :
V. CORRESPONDENCE:
Letter to Ken Bowers - Studio B
Letter to Mr. Felix Lauricella
VI. LIBRARIAN'S REPORT:
VII. UNFINISHED BUSINESS:
Duncan Patio Project
VIII. NEW BUSINESS:
Request to Peninsula Foundation for use of
Duncan Trust Funds
Suggestions for 5 year plan
Luncheon for Trustee Parsons
XI_ ADJOURNMENT:
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BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
APRIL 17th, 1984
CALL TO ORDER•
The meeting of April 17th , 1984 was called to order at
4 : 30pm by President Parsons .
Trustees Present : Trustees Parsons , Kriloff , Harvey
and Weatherbe
Trustees Absent : Trustee Nagle , excused for illness
in his family
Also Present : Mrs . Joy Molder , Asst . City Librarian
Mrs . Judy Gladysz , Library Secretary
BILLS:
City checks in the amount of $13 ,648 . 34 , and Special
Fund checks in the amount of $767 . 95 , were approved to be paid
on a motion made by Trustee Kriloff , seconded by Trustee Harvey ,
and carried.
MINUTES OF THE MEETING OF MARCH 20th, 1984 :
The Minutes of March 20th , 1984 were approved as written
and ordered filed .
CORRESPONDENCE:
A post card from Marian Sweeney of San Bruno thanking
the Board for providing the wonderful entertainment by Patrick
Ball , Storyteller , was read by President Parsons .
The Council Resolution regarding Commissioners attendance
at Board meetings was distributed to the Board members by Librarian
Bergsing.
Librarian Bergsing presented the proclamation for
National Library Week from Mayor Amstrup to the Board members .
Mrs . Bergsing said she had written a letter to Ace
Roofing to thank them for their generous donation of roof tiles
for the porch in the Duncan patio area but she is going to re-write
it because Ace Roofing has also very generously donated their
labor to install the roof tiles and she wants the letter to
reflect both.
Page 2 / Minutes / April 17th , 1984
Mrs . Bergsing also showed the Board a newsclipping
from the San Mateo Times of an editorial written by Ex-Councilman
Crosby stating the importance of National Library Week.
Librarian Bergsing said that Ken Bowers of Studio
B has donated the matting and framing of an 1896 map of Burlingame
that the Library has owned for some time . For the moment it
will be housed in the California Room.
UNFINISHED BUSINESS:
Bata-Phone Demonstration : Linda Saltzer , Head of Technical
Services , explained the new ordering process., from the Baker
and Taylor Company. She explained that rather than fill ou.t
a five part form they "code-in" a number which identifies the
Burlingame Library , and another identifying number which identifies
the book that is being ordered, and finally , how many books
being ordered at that time . That information is then transmitted
over the phone on an 800 toll-free number and received by Baker
and Taylor . The Bata-Phone has a built in acoustical coupler
for transmitting. Baker and Taylor acknowledges the order on
a computer-type printout. We can order 400 books at one time .
The Board members thought this was a great way to handle the
book orders and an excellent time saver .
"Fine-Free" Week : Mrs . Bergsing said the Library got back a
number of overdue books but they were not very long overdue .
She feels that the community , by and large , is basically honest
and aware of the importance of returning books on time . She
said the book that was overdue the longest period of time was
checked out in 1976 .
Librarian Bergsing said she felt this had promoted
good public relations for the Library and the community. She
said some people came in and wanted to pay their fines regardless
of the amnesty period.
Duncan Patio Project : Librarian Bergsing said that there has
been some progress on the project however it was still moving
very slowly . She said the stairs had been redone , and the tiles
were in place and looked great .
She said that Mr . Somerville , Director of the Foundation ,
had called to say that the tenants in the building were complaining
about the screens over the windows . The Trustees felt that
the screens should stay as they are , and that the blueprints
were offered for inspection , to the tenants , prior to construction.
Page 3 / Minutes / April 17th , 1984
Trustee Harvey said that Ace Roofing will not only
be donating the roof tiles but also the labor to install same .
He said there will be no problems with leakage after the door
is installed.
CALTAC Membership : Librarian Bergsing asked what action had
been taken regarding the CALTAC membership and President Parsons
said there was no action other than the membership should be
sent to the Library under the title of "President" and the name
could be changed when there is a change of officers .
NEW BUSINESS:
Request for Volunteer Program Funds and Capital Outlay Items :
Librarian Bergsing presented a list of items that the Library ' s
Volunteer Program needs . After reviewing the items Trustee
Kriloff made a motion to approve funds for an on-going volunteer
recognition program from the Special Fund. The motion included
funds in the amount of $550.00 for 2 year ' s (through June 1986 ) .
The Trustees also expressed their support for an on-going volunteer
�-- program.
The motion was seconded by Trustee Weatherbe and carried
unanimously. Mrs . bergsing said she was requesting some items
from the Trustees Special Fund . After reviewing the list of
office items needed , Trustee Weatherbe made a motion to approve
funds , not to exceed $ 1 , 800 .00 , to be paid out of the Trustees
Special Fund. The motion was seconded by Trustee Kriloff and
passed unanimously.
Preliminary suggestions for items to be requested from the Duncan
Truste Fund : Mrs . Bergsing said she was working on a number
of items that she is going to request from the Duncan Trust
Fund. The items include talking book cassettes consisting of
stories and foreign languages ; a video cassette cabinet and re-
corder ; and funds to copy the Burlingame historical pictures
so there would be three sets , one to circulate , one to frame
and hang in the library and one for historical purposes . The
Board members thought this was a great way to expand Library
services without using City money.
Attendance at Volunteer Tea Mrs . Molder announced the Volunteer _
Tea would be held on May 9th , 1984 for those who wish to attend
the recognition ceremony for Friends and volunteers . The Trustees
said they would confirm their attendance .
Page 4 / Minutes / April 17th , 1984
MISCELLANEOUS:
Mrs . Bergsing said the budget had gone over to City
Hall on Friday , April 13th. She said she would keep the Board
informed about the status until it is approved. President
Parsons asked if Mrs . Bergsing would be present at the Council
meetings when the Budget is presented and Mrs . Bergsing said
yes she will .
Trustee Harvey said he had a bid to paint the Easton
Branch Library and water-blast it for under $3 ,000 .00 . The Board
members were quite impressed. Trustee Harvey said the company
that gave him the bid would be submitting it in writing by their
next Board meeting.
Trustee Weatherbe asked about the "Problem Patron Work-
Shop" and Mrs . Molder explained briefly what areas the workshop
covered and the types of people that warrant certain procedures
and policies .
Trustee Kriloff suggested that the staff wear name
tags . Mrs . Molder explained some of the staff reactions to name
tags when they had been suggested before . Discussion followed.
Mrs . Bergsing said she would consider discussing the
idea with staff again , but she would have to think carefully
about the approach.
ADJOURNMENT•
The meeting was adjourned at 6 :07pm with the next meeting
scheduled for May 15th , 1984 , at 4 : 30pm in the California Room.
Respectfully submitted ,
Patricia M. Bergsing
Clerk of the Board
PMB/jg
LIBRARIAN' S REPORT / MAY 15th , 1984 / PAGE #1
AUTOMATED CIRCULATION
As of today , the following libraries are on-line
and using the System to circulate books : Millbrae ; Belmont ;
Pacifica ; East Palo Alto ; Marina Branch of San Mateo
City ; and Menlo Park. Portola Valley is scheduled to
go on-line on May 22nd , and Foster City in June . We
are still trying to get our last three terminals installed ,
as well as the RLIN interface . Conversion is continuing ,
but at a slightly slower pace . We have had a number
of personnel changes recently and recruiting and training
takes time . Mrs . Molder is planning on an all—out effort
on conversion this summer , when we will have students
available to help .
DUNCAN PATIO
The concrete floor has been poured for the
patio and it looks just great . Al Escoffier selected
the color and type of exposed aggregate , and we think
it is especially attractive . We are still having trouble
getting the general contractor to complete the job.
We will need to discuss possible alternatives at your
meeting.
REQUEST TO THE DUNCAN TRUST
We are working on a request for funds from
the Duncan Trust Fund , which we are planning to have
ready in time for your meeting. The Distribution Committee
of the Foundation meets on May 30th , so we hope to be
able to submit the request in time to meet their deadline .
P.L.S. ADVISORY BOARD
At their regular meeting on May 7th , the City
Council re-appointed Trustee Kriloff as Burlingame ' s
representative to the Peninsula Library System ' s Advisory
Board . Linda Crowe , the System Director , has been notified .
Congratulations Leo ! !
FRIENDS OF THE LIBRARY BOOKSALE
The Friends of the Library had another successful
booksale on the weekend of May 4th , 5th and 6th . They
made approximately $2 ,300 .00 . Jean Ratel did a great
LIBRARIAN ' S REPORT / MAY 15th , 1984 / PAGE #2
job as Chairman , and she has agreed to Chair the fall
`- booksale too . The Board of the Friends will be meeting
soon to plan future activities , and adopt a budget for
the year.
VOLUNTEER TEA
The Volunteer Tea was a big success . It was
very gratifying to have three of the City Council in
attendance . They made the presentations to the volunteers ,
and I know the volunteers appreciated it. Pamela Stamnes
was in charge of the event and. she did a wonderful job.
Joy helped with the planning , refreshments and the invitations ,
and as always , Judy did her part . We are hoping that
next year we will be able to hold this annual event on
the patio .
MAINTENANCE PROJECTS
We received the written estimate on painting
the Branch . It totals $2 ,950. 00 for materials and labor .
We submitted the request as part of the Library ' s budget ,
so when Council approves the City budget ,
(which we assume will be in June sometime ) , we will notify
the contractor. In the meantime , I have talked to the
contractor and he is aware. of the situation .
We have had three additional bells installed
(one on each floor ) , as part of the smoke alarm system.
We hope this helps us to alert both the public and staff
in case of a fire , so we can evacuate more rapidly.
P.L.S. RETREAT
On Friday , May 18th , the P. L. S. Board of Directors
is planning a "retreat" to brainstorm on long range plans
for the System and for the individual libraries . I would
very much appreciate any ideas or suggestions you may
have about what you would like to see Burlingame Public
Library or the Peninsula Library System do in the next
five years . I added this item to your Agenda in the
hope that we might do a little brainstorming of our own .
LIBRARIAN 'S REPORT / MAY 15th , 1984 / PAGE #3
COLLECTIONS
On April 2nd , Barbara Maher , a teacher at
the Field-Moore Academy , brought over six students from
the 7th and 8th grades for an intensive orientation/research
visit . The students had specific research projects which
had been cleared by our Reference Department beforehand ,
so Mrs . Johnson was able to be very specific in her explanations .
We are very pleased with how this session went . It is
always helpful when a teacher gives us advance notice
of student research topics. It makes the students ' visit
much more meaningful and productive.
The P. L.S. Film Committee met on May 2nd to
discuss some revisions of the Circulation rules for 16mm
films and videocassettes . Statistics for the Film Center
have taken a big jump recently up to 2 , 400 titles last month
with video leading in circulation statistics .
VIDEOCASSETTES
The Children ' s videocassttes purchased by the
Friends for BPL have arrived and will be processed and on
the shelves in A/V in a few weeks .
PAPERBACKS
Jack Haber has joined our Volunteer Staff to
process paperback books . Jack will be checking gift paper-
backs , canelling worn titles and adding new ones . We are
please to have a knowledgeable volunteer to help us with
this task.
O�iTt`1LY 1EPORT
PROM Easton Branch Library _ DATE _Argil 30, 19£34
DEPARTMENT
.SIGNIFICANT DEPARTMENT ACTIVITY (may include statistical data, service level changes,
or noteworthy procedural changes)
No significant activity, however I- would .like to comment on
the "No Fine" week during themonth of April . For the Branch
it was a positive experience as we did find a book retur-nad
that had- been out since 1966 .
We also found that patrons liked the idea, and did not take
advantage of the opportunity to return material. over-due
with no fines charged.
We feel strongly that the library should have this activity
again next year, at a different time of cool:se .
COMMUNITY iE ,A T IOi S AND PROGRAMMING (may include public programs, letters of
commendation, interaction with community groups)
PERSONNEL (may include staff achievements, training, meetings, conferences, etc.)
The Easton Library has a new page, Michael McMorrow who
is a sophomore at CSM. While attending school and working
part—time for us, he works part—time for the Biology dept.
as CSM.
6/83 ��!/
MONTIILY RUORT
MONTH April 1984
Outreach Activities
1. Volunteer Coordinator
A. Hours worked
2. Volunteers
A. Number of volunteers 9 Outreach
B. Hours contributed —3-4-
3. Shut-in Patrons--Individual Visits
A. Number of patrons 13
B. Number of visits made 26
C. Items circulated 49
4. Shut-in Patrons--Institutional ViFits
No. of Materials
visits / Attendance / circulated
A. _ Marion Convent 1 -0- 25
B. La Vrar home 2. -0- 15
C. Bayview 4 2 16
D. Hacienda 2 1 10
E.
F.
5. Totals (3 & 4)
A. Shut-in patrons 16
B. Visits made
C. Items circulated 115
Comments/activities:
Many of the Outreach Volunteers visited with their shut-ins on Easter
Sunday , taking bouguets and boxes of sweets . For those patrons living
in institutions this un-scheduled visit was very meaningful .
B121- -will begin a deposit collection for the Burlingame chapter of the
Pa-,ter SPa1S in May. The new PLS OUtreach Librarian will make the
i
dPlivPry and I shall make -the selection of 60 volumes every month .
This is a pilot program and will be monitored for reading interest
and circulation for two to three months .
Sin erely;,,
STATISTICS FOR APRIL. 1984
CIRCULATION 14AIN BRANCH
hooks: -
Adult, Non-Fict+on 12,955 366
Child, Non-FIc_ '::r-: 1,672_ 275
Adult , Fiction 7,374 958_
Child, Fiction 2,523 51.2
TOTAL: 24,524 TOTAL: 2, 111
Periodicals: .1 ,6.97 423
Pamphlets (Incl . Maps & Sm. Press: 481. -0-
TOTAL: 2. 178 TOTAL: 423
moving Pictures: 16
Audiorecordings (Incl . Rec. & Cass.) 1,253
Art Prints: 22
Equipment Loaned: 12
Slides:
GRAND TOTAL: 28,005 GRAND TOTAL: 2,534
Blain Total 19$4 Circ. : 28,005 Main Total 1983 Circ. : 29,023 = 3.51 ;Decrease
Branch Total 1984 Circ. : 2,534 Branco Total 1983 Circ. : 3, 139 = 19.27 Decrease
GRAND TOTAL 1984 CTRC. : .38;539 GRAND TOTAL 1983 CIRC. : 32,.162 -
--,=- - 5„05 %�Decrease
REFERENCE STATISTICS:
Total Reference Questions: 4,441 ILL Borrowed: 59 GRAND TOTAL OF
ILL Lent: 173 REF. ACTIVITY4,673
ILL Total : 232 -
RE" ' STRATIONS: ADDITIONS 41ITHD RAWALS TOTAL REG. PLS PATRONS TO
Adults: 10,610 _302 307 10,605 DATE: 7,811
Children: 1,638 28 35 1,631 Increase of 57
Hillsborough: 4,352 114 152 4,314
Other Non-Res. Patrons 300 _ 8 _ 0 308
TOTAL: 16,900 451 494 16,857
ACCESSIONS AND WITHDRAWALS: Added Discarded Total to Date
VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Adult,Non-Fic. : 137, 191 - 101,619 372 - 282 445 - 233 737, 118- 101,668
Child, Non-Fic: 19, 190 141654 47 34 182 - 35 19,055- 14,653
Y.A. , Non-Fic: 3,329 - 31182 3 - 3 3 - 2 3,329- 3,183_
Adult, Fiction: 45,279 - 41,290 178 - 118 2.89 - 4 45, 169- 41 .404
Child, Fiction: 151014 - 10,547 39 - 20 53 - 13 15,000- 10,554
Y.A. , Fiction: 3,027 - 2,710 15 - 13 0 0_ 3,042- 2;723
TOTAL: 223,030 - 174,002 654 - 470 972 - 287 222,712- 174, 185
PAFiPHLETS ADDED: 206_ MAPS ADDED: -0-
PAMPHLETS DISCARDED: -0- MAPS DISCARDED: -0-
TOTAL: 21 ,929 _ TOTAL: 1,477
..ECOP,DINGS: ADDED DISCARDED
UN ITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES
Disc' s: 5!743 / 5,269 12 / 10 5 / 5 5, 750 / 5,274
Cassettes: _ 980_/_ 945 19 / 18 0 / 0 _ 999 / -6-,2 963
_ TOTAL: - 6723 / 6,214 31 / 28 5 / 5 6,749 6,237
;.-P-ni TED WITH THE CITY TREASURER: MAIN: 1,023.25
BRANCH: SZ`50 TOTAL: Q
iEETING ROOM FEES COLLEC-1ED & DEPOSITED: S 140.00 TOTAL: $1,215.75
: :;TAL MEETINGS HELD 14 PEOPLE IN ATTENDANCE 430
7
CITY OF i tJPLTW-',AvF ! U1yFT STATUS 2Ef>
L ?TJe9
12 1AUNTfa CUR M10 (INEAPENUFi)
ACCT 'S" ON APPROP. F STI SATE ;c'vjAl_ ACTUAL. VARIANCE BALANCE
L I R- WR Y
750010 LIBRARY SALARIES 376,920 31.4, 100 312,.299 28,412 1 ,801 64,h21
-_ 750011 LIBRARY EMPLOYEE BE"!EFITS 167, 71 139076 139,758 13,97x, ? 27, ` c;2
750913 LIHPARY PPRTTTME ?2f,1141 "1 1h8,b8o
190084 19,1s87 11E+04» 3o, 129
75GI I LItS(�Af7Y OFFICF f X€�F Pd$�= 7r9`.xC? �,,63G 7t 107 237 'J77» t`�ri �
7SC�1?�} LIBRARY Sf�EGIA1, t1Et�TL EXPENSE Y2,67tt 10.5110 R, 340 705 2,?ao 41 ilu �
_ 750121 LIbR'ARY BOOKS & MAPS 9A, 3.46 �'1 ,�3fi4# '10,ts2i1 8 5") 1127o, 726
750'122 LIBRARY PE.f TODICAL3 12,67c'' to,560 9,657 118 903 3fot�'
L23 .LTBRARY_ BINDINGS 1t 575
, 35?. 2 6 :15 4, 035
75CI?4 LIBRARY CATALOGING l?" 640 10,590 10, 153 tr 347 ?, 447
1,s 75005 LIBRARY RECORDS & CASSETTES 5, : 45 14,!45,^, 4,767 43?. 3.17- 578
_ .--.750}130- LIBRARY SMALL TOOL�i & E01}TP 245 190 ti 0 186
7501.60 LIBRARY COMMUNICATIONS 8,491 7,OAU Ut92F? 54? 2. 152 3,563
750170 LTBRAf<Y UTILITIES 26,21ts/t 210,910 2, 179 41r ?10 8,5911
�- ice_..
a„ 750190 LIBRARY ilAINT BLDG & CFiC)x NDN 1•',11)03"f 111,000 81807 01943 1 , 193 3r 11,113
` ')3I 75o2oC LTBRARY EQUIPMENT MAINTENANCE 866 7;'!u 590 1?S tan 27t3
Iz ��7501201 LIBRARY EQUIP tY?AI" T-AOD'O VIS 8'5(0 710 7ct 21 c!
it
5 2 c' LI
WARY EQUIP MAINJ-SEC` �iY TEM 0 0 As n
75OZI O LIBRARY PROF & rPE"C I AL SERVICE tt,2o 0 3,500 4, 10A „ 0 600- 100
7502e" o LIBRARY OTNFR Ct�NTRUCTUA�L SERV 2/1, 700 20 5Ao i'tt,700 O 4, 120- V
_.__._750240 LIBRARY DOES R SUBSCRIPTIONS 516 5 0490 607 117* 22-
750250:+ LIBRARY TRAVEL 1475 14;0;3 371 117 29 14
750251 LIES CONF & MTGS-LI13F'tAfzIAN 6()o 500 430 i) 70 1701
17-7 L;I13 CcINF & 1-,"1'GS-3TAFF 5%4 1420 290 0 130 210
�.: 7 0<a6o LIBRARY TRAINING & SAf LTY 3 14 7th 23-• U8
1331 75029+0 L.16 RARY OTHER CHAR'G 75 - 60 SSS Fi 5 c;3
�351
TOTAL LTDRARY 10019, 51s 811112go 821 , 173 76rll) 'c 4t, 117 1 ft3, Su?
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1770
411
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