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HomeMy WebLinkAboutAgenda Packet - LB - 1983.06.21 AGENDA BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES JUNE 21st, 1983 I. CALL TO ORDER: II. ROLL CALL: Trustees. Present: Trustees Absent : Also Present: III. BILLS: City Checks: $22,982. 72 Special Fund: $583. 13 V1. MINUTES OF THE MEETING OF MAY 17th, 1983: V. CORRESPONDENCE: Letter from City Librarian to Ace Roofing Company Letter from City Librarian to Mrs. Knudsen, President �- of the Friends of the Burlingame Public Library Letter from City Librarian to Glenn Morgan, President of the Burlingame High School Association VI. LIBRARIAN'S REPORT: VII. UNFINISHED BUSINESS Duncan Patio Project VIII. NEW BUSINESS: None IX. ADJOURNMENT: The next regularly scheduled meeting to be held on July 19th, 1983, at 4:30pm in the California Room. PB/jg BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES MAY 17th , 1983 CALL TO ORDER: Trustees Present : President Parsons , ' Secretary Weatherbe , Trustees Harvey , and Kriloff Trustees Absent : Trustee Nagle excused for vacation Also Present : Mrs . Joy Molder , Asst . City Librarian Alfred Escoffier , Head of Reference Mrs . Judy Gladysz , Library Secretary BILLS : A list of the Accounts Payable was distributed to each of the Trustees in order that each might all check the vendors and amounts to be paid . Trustee Kriloff made a motion that the old procedure of reading aloud all of the invoices before approving them for payment be reinstated . The motion was seconded by Trustee Weatherbe . `— After discussion , President Parsons called for the vote . Trustee Kriloff and Weatherbe voted yes , Trustee Harvey voted no , and President Parsons abstained . The motion failed . President Parsons noted that she had abstained because she felt that the full Board should vote on the matter , and Trustee Nagle was absent . After further discussion , Trustee Harvey made a motion to approve the City checks in the amount of $ 12 ,655 . 76 , the motion was seconded by Trust, - Kriloff and carried . Special Fund checks in the amount of $2 ,846 .69 were approved to be paid on a motion made by Trustee Kriloff , seconded by Trustee Weatherbe and carried . MINUTES OF THE MEETING OF APRIL 19th , 1983 : Minutes of the meeting of April 19th , 1983 were approved as written and ordered filed . CORRESPONDENCE : None Page 2 LIBRARIAN ' S REPORT : Discussed in conjunction with Unfinished and New Business . UNFINISHED BUSINESS : Plans for Duncan Patio . Librarian Bergsing introduced Bob Williams , the Architect for the Duncan Patio , and asked that he give the Board members an update regarding the plans . Mr . Williams presented his drawings for the remodeling of the patio and explained what they meant . There were many questions and considerable discussion regarding various aspects of the project . Possible methods of correcting the leak in the basement near the proposed site of the stairs were also discussed again . Trustee Harvey and Librarian Bergsing explained to the Board members that the City Attorney , had expressed the opinion that if the money from the Foundation was given directly to the Library Board for disbursement to the contractors , then the Board would be bound by all the City ' s regulations regarding the bid process . In other words , the project would have to be handled by the Public Works Department and go out for formal bid . This would not only delay the project but add substantially to the cost . In order to avoid this Trustee Harvey asked Mr . Williams if he would be willing to prepare a cost evaluation of the project , and if that falls within the acceptable limits that the Foundation approves , then would Mr . Williams oversee the construction of the project for a mutually acceptable fixed fee . At that point , the Foundation would act as the funding agent/contractor . Mr . Williams ' contract as a professional Architect would then be with the Foundation and they in turn would have their assurance that the job would be completed properly and on time . Page 3 Trustee Harvey asked Mr . Williams if he . would be willing to do this and he replied "yes , he would be willing to oversee the project " . There was some discussion regarding permits , lighting , etc . The Board members all concurred that this would be the best approach ; for Mr . Williams to oversee the project and to get it underway as soon as possible if the Foundation approves . Mr . Williams said he would prepare cost figures and report back . After Mr . Williams departed , the Board discussed some preliminary cost estimates that Trustee Harvey had gathered from various subcontractors . All agreed that a letter should be sent to the Distribution Committee of the Foundation requesting the funds , and also seeking approval of the arrangement by which the Foundation contracted directly with the architect to oversee the project . There was further discussion regarding the City Attorney ' s opinion about the authority and responsibility of the Library Board to administer Trust Funds , but the matter was tabled until Trustee Nagle could be present . Maintenance Projects : Trustee Harvey said that Ace Roofing had completed a full roof inspection of the Branch and checked for a possible leak . They resealed the portion where they thought there might be a problem . There has been no leakage , however , and they sealed it to be on the "safe side " . They submitted an invoice for "no charge " . The Board members were very pleased and impressed . Mrs . Bergsing was asked to send an acknowledgement to the company thanking them for their work . Operating Budget for 1983-1984 : Mrs . Bergsing said that the budget had gone to the City Council and she did not foresee any problems . Trustee Kriloff asked what happened to any money if it were left over at the end of the budget year? Mrs . Bergsing replied that it goes back to the City . She said that she would keep the Board members informed regarding the pending budget . Page 4 NEW BUSINESS : The Board requested that a letter be sent to the Friends of the Library thanking them for their recent approval of materials and equipment for the AudioVisual Department and also thank them for their many other generous donations of time and materials over the years . ADJOURNMENT : The meeting was adjourned at 6 :03pm with the next meeting scheduled for June 21st , 1983 at 4 :30pm in the California Room . Respectfully submitted , Patricia M. Bergsing Clerk of the Board PMB/j9 LIBRARIAN'S REPORT DUNCAN 'S PATIO L The Foundation has officially approved the plans for the Duncan Patio . We are now in the process of setting up the procedures to handle the money so neither the Library nor the Library Board will be involved. Trustee Harvey, Al Escoffier and I met with Mr. Williams on June 10th to discuss the arrangements . We plan to have cost estimates from the architect in time for your meeting. MAINTENANCE PROJECTS: Trustee Harvey ordered and had installed a new window at the Branch Library to replace the one especially bowed window on the West side of the building. The carpets have been cleaned at the Main Library and our Maintenance-Man , Jim Kaufman , purchased some of the chemicals from the cleaning company so he can clean the carpets at the Branch . The replacement carpet has been selected for the front of the Library and we hope to have a sample for you to see at your Board meeting. LIBRARY OPERATING BUDGET 1983-1984 : The City Council reviewed all the departments ' budgets at its study meeting of June 8th . There were no comments about the Library 's budget other than it was fine , and the Council acknowledged that it was tight as were all the City Department 's budgets . Formal approval should come at the regular Council meeting on June 20th. AUTOMATED CIRCULATION: Conversion is set to begin on Monday , June 20th . Several pages have expressed an interest in the project and will be used to begin our conversion effort . We have 2 terminals scheduled from 9-6, Monday through Friday , and the 3rd terminal is being used by full-time staff for conversion as it fits into their regular work schedule. Two additional terminals are expected in the summer which will be utilized for additional conversion . Job descriptions have gone out to recruit additional part-time employees who are available for more varied hours than the pages . By September conversion should be in full swing with at least 4 terminals in use from Page 2 9am to 9pm, Monday through Priday and from 9 to 6 on Saturdays . If you are interested, we 'll have Linda or Joy give you a brief demo of the conversion process after your Board meeting_ PERSONNEL: Interviews were held for the position of full-time Reference Librarian on May 17th and May 18th . Over 60 applicants were interviewed, and an eligibility list was established. The top five candidates were interviewed, and we have decided to hire Mrs . Penny Johnson . Penny is currently employed at the San Carlos Branch of the San Mateo County Library . She has worked as Children 's Librarian at the San Carlos Branch , and has also worked at the Berkeley Public Library 's Weekend Library Line and the Berkeley Information Network . Penny attended Cal State Long Beach , where she got her BA in history . She earned her Masters in Library Science at UC/Berkeley . She lives in Oakland with her husband and will begin work on July 5th . Al Escoffier has also filled the part-time Librarian position that has been vacant since Sue Reiterman resigned. The--new Li•brrarian :is Mrs Betty Stout . She will be working alternate weekends (opposite of Marge Johansen ) and will begin work on June 27th . She comes to us from Santa Monica Public Library , where she was a reference librarian for 8 years . She has had various responsibilities over the years in training, vertical files , design of publicity materials and the creation of a sign system for the Santa Monica Public Library . Betty received her Master 's Degree in Library Science from the University of Southern California in 1975 and her bachelor 's degree from the University of Nebraska . She lives in San Jose with her husband. . We are planning to ask both Penny and Betty to attend your July Board meeting so you can meet them. It is with great pleasure that we are announcing that Marilyn Morrison , Head of Periodicals, has been accepted into UC/Berkeley 's School of Library and Information Management . Page 3 3 She will begin the program in the fall at which time her weekly schedule will change quite a bit . She will still be working full-time , however. Marilyn is interested in information management and systems anaylsis and Berkeley has included a considerable number of courses in these areas . REFERENCE/CIRCULATION DEPARTMENTS: Reference transactions showed a small increase this month over May 1982 . However, Interlibrary Loan transactions were up 53 Circulation was up an astounding 10 . 85% at the Main Library in May , and 4 . 86% at the Branch . No wonder all of the staff at the public service desks are tired ! CHILDREN'S DEPARTMENT: The Summer Reading Club materials arrived and Mrs . Lazarus and Mrs . Leach visited the Burlingame schools, kindergarten through fifth grades . Each child was given a flyer announcing the dates of the Club and the location of the libraries. An article about the Club was sent to the newspapers . Flyers were sent to all K-5 students in the Hillsborough schools . Pre-School Story Hour will begin on June 28th and continue through August 16th . Again , this year, a great big "THANK YOU! " goes to Nancy Montague for her outstanding art work on the Summer Reading Club materials . OUTREACH/PROGRAMMING: The Spring Art Series continues to be successful . The Slide/Lecture topics have included : Color, Physics and Art , the Artist 's Hand, and the Eye of the Artist . Mrs . Rowe gave a "Book Talk " on May 19th for the Senior Citizens Group , "New Horizons ", at the Presbyterian Church . There were about 25 in attendance . Books discussed at the monthly Burlingame Book Chat .included : Trevanian 's Summer_of_Katya ; Carothers ' Kilcaraig; O 'Donoghue 's Jedder 's Land; and Hughes ' The Day They Stole the Queen Mary. Exhibits this month : Display of several horse-racing "silks " to feature Kentucky Derby Days; Books for the Spring Garden ; Art Book Tie-in with Slide Series . MON'T'HLY REPORT MONTH�M;2 Outreach Activities 1. Volunteer Coordinator A. Hours worked 2, Volunteers A. Number of volunteers B. Hours contributed ,Z 3. Shut-in Patrons--Individual Visits A. Number of patrons / CJ B. Number of visits rude C. Items circulated 4. Shut-in Patrons--Institutional Visits No. of Materials visits / Attendance / circulated A• 1_.L.Lfd���.f-11 2 �/r7,� ,1.1 yr Q B. C. D. E. F. 5, Totals (3 & 4) A. Shut-in patrons B. Visits made �,_262 C. Items circulated Commen is/ac tivi ties: J � ",� ��+�` r � � e � � �� .� �i ��3R � � � � :�� � a � � t5�� yes STATISTICS FOR MAY 1983 iRCION MAIN BRANCH oohs . Adult, Non-Fiction 11,581 412 Child, Non-Fiction 1,339 198_ Adult, Fiction 8,060 1,068 Child, Fiction 2 ?-17 569 TOTAL: 23, 197 TOTAL: 2,247 rioAicals: 1,645 515 afilphIet5 ( Incl . flaps & Sm. Press: 684 -0- TOTAL: x,329 TOTAL: 515 7VIR� Pictures: 25 -U- udio:ecordings (Incl . Rec. & Cass.) X33 -0- -rt Prints: 29 .-0- =qu i p-:ent Loaned: 7 -0- lides : R4 -0- GRAND TOTAL: 22_nn4 GRAND TOTAL: 2,76 .,lain Total 1983 Cire. : 27,004 Main Total 1982 Circ. : 24,361 = 10.85 ;Increase .,")rand Total 1983 Circ. :_ 2'-762-1 Branch Total 1982Circ. : 2,634 - 4.86 "Increase RAi; TOTt'�,L 1983 CIRC`: 29,766 GRAND TOTAL 1982 CIRC. : 26,995 _ 10_26 jIncrease rFERENCE STATISTICS: Total Reference Questions: 3.875 ILL Borrowed: 169 GRAND TOTAL OF ILL Lent: 202 REF. ACTIVITY4,246 ILL Total : 371 �EGIST?ATIONS_: AS OF 4'/30/83ADDITIONS WITHDRAWALS TOTAL REG. _ PLS PATRONS TO Adults: 10,627 744 268 10,598 DATE: _ 6,996 Children: .,606 26 31 1,601 Increase of 99 �-- Hillsborough: 4~650 53 64 44639 hithdr-amn: 1,300 'they rlon-P.es. Patrons 239 2 -0- 241 TOTAL: 17. 11Z_ 325 363 17,079 CCESSIOPJS AND WITHDRAWALS: Added Discarded Total to Date `;S OF: 4/--30/83 VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES ;.Ault,Non-Fic. : 135,366- -22,592 272 173 72 - 38 135,5667 99,727 :hi Id, Non-Fic: _18,008- 14,4Q3 11 - 19 12 - 1 18007 - 14,412 A. , *Jon-Fic: 3,324- 3172 -0- - -0- -0- - 3,324 ,-0- 3,324 - 3, 172_ . -adult , Fiction: 44,914" 40.888 172 - 107 212 - 154 44,874 - 40,841 hi Id, Fiction: 14,5581_ 10, 187 34 - 25 21 - 6 14,571 - 10,206 .A. , Fiction: _2_,921 - 2,617 3 - 2 -0- - -0- _ 2,924 - 2,619 TAL: 219,091 - 170.859 492 317 317 - 199 219,266 - 170,977 :'.MPHLETS ADDED: 132 MAPS ADDED: -0- 2IPHL=TS DISCARDED: 34 - MAPS DISCARDED: -0- TOTAL: 20,864 TOTAL: 1,477 CORL" 1NGS: AS OF: _ ADDED DISCARDED AS OF:_ 5131183 UN��ITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES Disc' s: 5,574 /_ 5,025 55 / 45 -0- / -0- 5,629 /5,070 Cassettes : 823 / 797 28 / 20 1 / 1 850 / 816 OTAL: 6,397 5,822 83 6,479 /5,886 �SITIED WITH THE CITY TREASURER: MAIN:_ 2,016.45 BRANCH: 84.98 TOTAL: ,._ 2, 101 .43 f1 ',� ROOM FEES COLLECTED DEPOSITED: $_ 37.50 TOTAL: 2, 138.93 �+� :'EETINGS HELD __ 27 PEOPLE IN ATTENDANCE 1,000 r r • i 1 / A I - In ®11 el 1 1 e 1111 1►J�I. 1 �, 11 11 FAM 111115 1 e 1Ise . � 1 1 1�1 1 X11► '�C�!�, In11 salM,a • ®1s 1 1rm1C� mini,X11 >I 1 I1'1' :a 1111 �111111�1111 1®11 nl 11 11 PIP 1 e e leenle I� n11 Ilnl 1®1 �111111�11n11 . 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