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
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