HomeMy WebLinkAboutAgenda Packet - LB - 1983.05.17 AGENDA
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MAY 17th , 1983
I. CALL TO ORDER:
II. ROLL CALL :
Trustees Present :
Trustees Absent :
Also Present :
III. BILLS:
City Checks : $ 12, 655 , 76
Special Fund : $ 2 , 846. 69
VI. MINUTES OF THE MEETING OF APRIL 19th , 1983 :
V. CORRESPONDENCE :
None
VI. LIBRARIAN 'S REPORT:
VII. UNFINISHED BUSINESS:
Plans for Duncan Patio - Bob Williams,
Architect
Maintenance Projects
Library Operating Budget 1983- 1984
VIII. NEW BUSINESS:
IX. ADJOURNMENT:
The next regularly scheduled meeting
to be held on June 15th , 1983 at
4 :30pm in the California Room .
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BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEE ' S
MINUTES
APRIL 19th , 1983
CALL TO ORDER:
Trustees Present : President Parsons , Secretary
Weatherbe , Trustees Harvey ,
Nagle and Kriloff
Trustees Absent : None
Also Present : Mrs . Joy Molder , Asst . City Librarian
Mrs . Judy Gladysz , Library Secretary
Mike Strohl , Student from the American
Government Class at Mills High School
BILLS:
City checks in the amount of $ 19 ,251 . 19 and Special
Fund checks in the amount of $ 1 ,631 .89 were approved to
be paid on a motion made by Trustee Kriloff , seconded by
Trustee Harvey and carried .
MINUTES OF THE MEETING OF MARCH 15th , 1983 :
Minutes of the meeting of March 15th , 1983 were approved
as written and ordered filed .
CORRESPONDENCE :
Secretary Weatherbe read a letter thanking the Reference
Desk Personnel for all of the Interlibrary Loan materials
that were obtained for the Yarborough family . Secretary
Weatherbe also read a note from Mrs . H . Verdon of Hills-
borough , thanking the Outreach staff for their understanding
and delivery when she was ill .
LIBRARIAN ' S REPORT:
Discussed in conjuction with Unfinished and New Business .
Page 2
UNFINISHED BUSINESS :
Librarian Bergsing reported that she was still
waiting to hear from the termite company regarding
the repairs at the Branch . She said the rain had
originally held up the repairs but they should be
starting soon . Trustee Harvey reported that the
window replacement for the Branch had been ordered
and that he just has to get into the Branch to confirm
how the window is secured from the inside . However ,
because of his schedule , he has not had the time
to do so . Librarian Bergsing said she is still waiting
for Ace Roofing to come to see the Branch roof .
Trustee Harvey said that he had talked with Ace Roofing
and that they should be there to inspect it very
soon . There are still no signs of leakage .
DUNCAN PATIO : Librarian Bergsing said that they
4 had received preliminary drawings from the architect .
Trustee Harvey , Al Escoffier and Mrs . Bergsing had
suggested some changes , but the revised plans had
not been received in time for the meeting .
There is a small problem in trying to locate
the proper "fountain " for the patio . She explained
that instead of a large , freestanding unit that sits
in the middle of the patio , they had decided on a
unit that could be against the wall between the windows .
The Board concurred that that was a better idea
and would occupy less space . Some discussion followed .
NEW BUSINESS :
BOARD APPROVAL OF LETTER REQUESTING FUNDS FROM THE
PENINSULA COMMUNITY FOUNDATION : Librarian Bergsing
explained that these requests for funds are over
Page 3
and above what she has already requested from the
City in this year ' s Operating Budget . She further
explained that since the City was not approving any
new staff in addition to the staff we already have ,
it has become necessary to try to relieve some of
the time consuming tasks by automating . She said
the letter has been drafted , from the Library Board
to the Peninsula Community Foundation , requesting
three pieces of equipment . A CRT , a modem and a
printer which will be used to access Reference Data
Bases . She also said there was a request for a micro-
computer on which to perform a wide variety of office
tasks . She further explained that she was requesting
the funds for the "usage fee ' s " for the Reference
Data Bases from the Trustees Special Account . Mrs .
Bergsing said she thought that the costs would probably
average about $300 .00 per month . President Parsons
asked if these costs would vary , or could they be
�- controlled , etc . Librarian Bergsing said they could
be controlled by the amount of time that was used .
One is only charged by how much time ^ is spent "on-
line " to access the various data bases . After further
discussion , Trustee Kriloff made a motion to approve
the letter , to the Peninsula Community Foundation ,
from President Parsons , the motion was seconded by
Trustee Harvey and carried unanimously .
REQUEST FOR FUNDS FROM THE TRUSTEES SPECIAL ACCOUNT :
Trustee Kriloff asked if Judy Gladysz had checked
on the cost of a Maintenance Agreement for the typewriter
that was requested out of the Trustees Special Fund .
Judy said no , she had not checked on the price of
one , but said she would do so . Some discussion followed .
Trustee Kriloff said that he feels that any time
the Trustees can afford to buy equipment which will
�-- in turn help the staff out , that he feels the Trustees
should help out as much as they can . Trustee Harvey
Page 4
made a motion to approve the funds , out of the Trustees
Special Account , to purchase an "Olympia Supertype "
`— typewriter . The motion was seconded by Trustee Kriloff
and passed unanimously . The other funds , to pay
for the "online " uses to access the Data Bases were
also approved to be paid for out of the Special Fund ,
contingent upon the Foundation approving the purchase
of the equipment . There was a motion made by Trustee
Harvey , seconded by Trustee Nagle and passed unanimously .
Trustee Nagle asked if Judy would check into a Maintenance
Agreement for the typewriter .
VOLUNTEER RECOGNITION AND DUNCAN PATIO DEDICATION :
Librarian Bergsing said that she had previously talked
about wanting to expand the volunteer program . She
feels that the volunteers need support and recognition ,
not only from staff but from the Library Board as
well . She said she would like to have some sort
of "tea " or something similiar . Mrs . Molder explained
that Pamela Stamnes , the Volunteer Coordinator , has
wanted to show recognition on an annual basis , however ,
the funds have not always been available . Mrs . Molder
said they would like to plan on having a small get-
together for the volunteers on May 18th , in the afternoon
at 4 :00 , in the Community Room . Mrs . Molder said
she didn ' t know exactly how many would be attending
but she thought it would cost about $50 .00 and asked
if money from the Trustees Fund could be used . She
also asked if the Board members would attend the
tea , and if President Parsons , or another Board member
could hand out the certificates of recognition .
Mrs . Bergsing also spoke of the dedication of the
Duncan Patio probably in September when the weather
is more dependable .
Trustee Nagle made a motion to authorize Mrs .
Molder to spend $50 .00 from the Special Fund for
the volunteers and Friend recognition . The motion
was seconded by Trustee Kriloff and carried unanimously .
Page 5
EXPIRATION OF FIRST TERMS OF TRUSTEES NAGLE AND WEATHERBE
ON JUNE 30th : Librarian Bergsing reminded Trustees
Weatherbe and Nagle that their first terms were to
expire on the 30th of June and she asked what she
should inform the Council about their serving a second
term . They both agreed it would be a priviledge
to serve a second term if City Council wishes them
to do so .
Trustee Kriloff said he had attended a P . L . S . Advisory
Board meeting at the Redwood City Public Library .
The room was not at all pleasant and hoped that
when it was Burlingame ' s turn to host the Advisory
Board meeting that it could be a cheerful , welcome
event . He suggested the Branch as an ideal location .
Librarian Bergsing said the Burlingame Historical
Society had written up a short history on the Norberg
sketches and it would soon be available for framing .
ADJOURNMENT :
The meeting of April 19th , 1983 was adjourned
at 5 :41 pm with the next meeting scheduled for May
17th , 1983 at 4 : 30pm in the California Room .
Respectfully submitted ,
Patricia M. Bergsing
Clerk of the Board
PMB/j ag
LIBRARIAN'S REPORT
DUNCAN'S PATIO:
Mr. Robert Williams , A . I. A . , will be attending
your Board meeting on Tuesday to review the plans
for the Duncan Patio . Joe Harvey is in the process
of getting estimates on the work in time for the
meeting. We hope to submit the plans and estimates
to the Foundation on Wednesday , May 18th . Their
Distribution Committee is meeting on June 1st , and
if we don ' t get approval at this meeting, we may
have to wait until their next meeting the end of
July . This would substantially delay the project ,
and make it difficult , if not impossible , to really
enjoy the patio this summer. Mr . Lechich has seen
the plans and seems very pleased with them .
MAINTENANCE PROJECTS:
Termite work has been completed at the Branch
Library . We are pleased with the results and hope
that it solves the immediate problem .
We are still in the process of getting estimates
to clean the carpet at the Main Library , and we are
also waiting for estimates to replace the existing
carpet around the Circulation Desk and Card Catalog
areas . We hope to have these , as well as the carpet
sample , in time for your Board meeting.
LIBRARY OPERATING BUDGET 1983-1984 :
Attached to this report is a copy of the Budget
for 1983- 1984 . It has been distributed to Council
and it is tentatively scheduled for public review
at a regular Council meeting in June .
AUTOMATED CIRCULATION:
The first four terminals were installed this
week in the Technical Services area and the Reference
Office . If you are interested, and time permits ,
we will give you a quick demo after your Board meeting.
Page 2
VOLUNTEER TEA ON MAY 18th :
We are hoping that all of you will be able to
attend the Tea for the Volunteers on May 18th from
4-6pm. Certificates will be presented in honor of
the many volunteer hours of dedicated service to
the Library .
FRIENDS OF THE LIBRARY:
The Friends of the Library made almost $3 , 200 . 00
on their May Booksale . This represents almost the
largest amount of money they have ever made on a
sale . With the proceeds , the Board of the Friends
has decided to purchase for the Library the following
items : 3 Cassette Player/Recorders with Headsets
and Carrying Cases; 25 Videocassettes; a Videocassette
Recorder and Receiver Monitor; a Sound/Slide Synchronized
Slide Projector, and an Overhead Projector . The
users of our Audio Visual collection and services
will be very pleased. The Friends will be celebrating
the successful Sale and honoring Warren Wickliffe
at a Potluck Supper on June 1st in the Community
Room. Trustee Weatherbe will be representing the
Library Board and presenting certificates to the
Book Sale workers who weren ' t able to attend the
Tea honoring the Volunteers on May 18th .
REFERENCE DEPARTMENT:
Reference public service activity was up 8%
over the same month last year. Other public service
areas that were also up : Children 's Reference was
up 60% and Audio Visual was up in several circulation
areas including cassettes up 14%. This is a steady
growth in cassette circulation over the year, ranging
from 6% to a high of 82% in February .
CHILDREN 'S DEPARTMENT:
Presbyterian Nursery School made their monthly
visit to the Easton Drive Library Branch .
L
Page 3
Both Peninsula Temple Shalom and Child 's Way
Nursery School visited the Library for the first
time this year . Mrs . Leach went to Crocker School
to give book talks to two of their sixth grades.
She also talked to the New Horizon Senior group
at the Presbyterian Church .
On Saturday , May 7th , the Children 's Film Program
was attended by about 90 people , both children and
adults . Barbara Lazarus was in charge of the program
and she did an excellent job .
STAFF DEVELOPMENT:
Marge Johansen attended a CLASS workshop on the use
of RLIN as a searching tool for reference on April
15th .
A number of staff members attended a workshop
held by the PLS libraries entitled "Classy Classics ",
an intensive overview of standard reference works
which covered the more unusual ways in which the
tools might be used to answer patron queries . Barbara
Rowe did an excellent job of presenting the titles
from Burlingame 's collection .
Several staff members will attenda workshop
on May 13th entitled "Catching Up With Technology ".
The program is intended to aid administrative decision
making in the use of personnel once automation has
become a real part of a library 's operation . As
Burlingame Public Library uses automation more , there
is a need to analyze how the staff is being used and
their assignments .
OUTREACH/PROGRAMMING:
The Book Chat was held Tuesday , April 26th .
Books discussed included M. M. Kaye 's "Death in Zanzibar ";
Kunzle 's "Shadow of Death "; Krantz ' Minstral 's Daughter ";
and Lottmans ' "The Brahmins ". Barbara Rowe led the chat .
Exhibits for the month included : Book Sale Promotion ;
A Salute to Our Volunteers ' Art Lecture Series Promotion ;
and a display on Kites and Ballooning.
Page 4
Barabara Lazarus was instrumental in obtaining
material for a Kentucky Derby Exhibit in the Library .
She obtained jacket silks from Bay Meadows and set
up an interesting exhibit case .
P. L. S. ADVISORY BOARD MEETING:
The Peninsula Library System Advisory Board hosted
a joint meeting of all the Library Boards and Commissions
in the County on May 12th . The purpose of the meeting
was to see the Geac Circulation System. Since several of
you attended, maybe you would like to share your reactions
with the other Board members .
REQUEST FOR FUNDS FROM THE DUNCAN TRUST:
On May 5th , the Library received a check for $ 13 , 000 . 00
from the Peninsula Foundation in answer to your request for
equipment to access automated on-line Reference Data-Bases ,
and a microcomputer for office and clerical tasks . We are
all delighted with the rapid and positive response to the
request , and we are looking forward to acquiring the
equipment as soon as further research and time permits .
PERSONNEL:
The recruitment period for the Librarian I to replace
Warren Wickliffe ended on May 9th . The interviews are
scheduled for May 17th and 18th . There are 66 eligible
applicants .
STATISTICS FOR APRIL 1983
CIRCULATION MAIN BRANCH
Books:
Adult, Non-Fiction 12,410 467
Child, Non-Fiction 1,777 298
Adult, Fiction 8,410 1, 172
Child, Fiction 2,481 693
TOTAL: 25,078 TOTAL: 2,630
Periodicals: 1,877 504
Pamphlets ( Incl . Maps & Sm. Press: I;a6 5
TOTAL: 2,383 TOTAL:_ 509
Moving Pictures: 73 -0
Audiorecordings (Incl . Rec. & Cass.) 1 ,461 -0-
Art Prints: 16 -0-
Equipment Loaned: 18 -0-
Slides: 44 -0-
GRAND TOTAL: 29,023 GRAND TOTAL:3, 139
plain Total 1983 Circ. : 9s(223 Main Total 1982 Circ. : 26, 103 = 11. 19 %Increase
Branch Total 1983 Circ. : 3 1�9 Branch Total 1982 Circ. : 2,594 = 21.01 %Increase
GRAND TOTAL 1983 ;IRC. : GRAND TOTAL 192 CIRC . : 28,697 = 12.07 °increase
REFERENCE STATISTICS:
Total Reference Questions: 4,463 ILL Borrowed: 118 GRAND TOTAL OF
ILL Lent: 224 REF. ACTIVITY4,805
ILL Total : _ 342
REGISTRATIONS: AS OF 3/31/83 ADDITIONS WITHDRAWALS TOTAL REG. PLS PATRONS TO
Adults: 10,579 275 232 10,622 DATE: 8.201
Children: 1,606 29 29 1,606 Increase of 99
Hillsborough: 4,646 53 49 4,650 -�
Other Non-Res. Patrons 232 7 -0- 239
TOTAL: 17,063 364 310 17, 117
ACCESSIONS AND WITHDRAWALS: Added Discarded Total to Date
AS OF:3/31183 VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Adu 1 t,Non-F i c. : 135,037 - 99,339 441 - 356 112 - 103 135,366 - 99,592
Child, Non-F i c: 18,011 -14,405 2 - -0- 5 - 2 18,008 - 14,403
Y.A. , Non-Fic: 3,321 - 3,169 3 - 3 -0- - -0- 3,324 - 3,172
Adult, Fiction: 45,060 -41-009 192 - 118 338 - 239 44,914 - 40,888
Child, Fiction: 14,531 -10,186 35 - 1 8 - -0- 14,558 - 10,187
Y.A. , Fiction: 2,920 - 2,616 1 - 1 -0- - -0- _ 2,921 - 21617 _
TOTAL: 218,880 -170,724 674 - 479 463 - 344 219,091 -__170,859
PAMPHLETS ADDED: 100 MAPS ADDED: -0-
PAMPHLETS DISCARDED: 20 MAPS DISCARDED: -0-
TOTAL: 20,766 TOTAL: 1,477
'?ECORDINGS: AS OF: 3/31183 ADDED DISCARDED AS OF: 4/30/83
UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES
Disc' s: 5,593 / 5,002 24 / 23 43 / -0- 5,574 / 5,025
Cassettes: 843 / 791 6 / 6 26 / -0- 823 / 797
TOTAL: 6,436 / 5,793 30 / 29 69 / -0- 6,397 / 5,822
�_r"SITED WITH THE CITY TREASURER: MAIN: $2.342.09
L.. BRANCH:_ $ 50.90 TOTAL: X2,392.99
IEETING ROOM FEES COLLECTED & DEPOSITED: $ 60.00 TOTAL: X$2,452.99
1"TAL MEETINGS HELD 12 PEOPLE IN ATTENDANCE 400
CITY OF BURLINGAME BUDGET STATUS REPORT
' 12 MONTH Y-T-D Y-T-D CUR MO UNEXPENDED
ACCT DESCRIPTION APPROP. ESTIMATE ACTUAL ACTUAL VARIANCE BALANCE EN(
LIBkARY
750010 LIBRARY SALARIES 345-0885 288,240 2870594 280826 646 58x291 .` ,
750011 LIBRARY EMPLOYEE BENEFITS 162,594 135,500 135,575 13,630 75- 27,019
750013 LIBRARY PARTTIME 220, 135 183,450 175,470 18,619 7,980 44,665
750110 LIBRARY OFFICE EXPENSE 7,87Q 6,560 6,337 114 223 1 ,533
750120 LIBRARY SPECIAL DEPTL EXPENSE lIP431 9,530 7,734 487 1 ,796 3,697 .
750121 LIBRARY BOOKS & MAPS 95,481 79,570 72,927 9,669 6,643 22,554
1(� 750122 LIBRARY PERIODICALS 12x070 10,06.0 10,432 33 372- 1x638
u 750123 lIE3RARY BINDINGS B,1 60,830 4,255 10,363 2,575 3,945
750124 LIBkARY CATALOGING 120,000 10,000 51912 1,639- 4,088 6, 088
75012.5 LIBRARY RECORDS & CASSETTES 5,090 4,240 30, 198 10 1 , 042 1 ,892-
750130 LIBRARY SMALL TOOLS & EQUIP 225 190 11 2 179 214
750160 LIBRARY COMMUNICATIONS 6, 186 5, 160 30912 863 1 ,248 2,274
750170 LIBRARY UTILITIES 26,284 21 ,900 18,786 5,237 3, 114 7,498 ,___
750190 LIBRARY MAINT BLDG & GROUNDS 10,000 81330 5053 1 , 144 2,477 4,647
750200 LIBRARY EQUIPMENT MAINTENANCE. 866 720 363 38 357 503
1
750201 LIBRARY EQUIP MAINT-AUDIO VIS 525 440 276 196 164 249
750202 LIBRARY EQUIP MAINT-SEC.SYSTEM 0 0 0 0 0 0_
750210 LIBRARY PROF R SPECIAL SERVICE 4,200 3,500 4,200 0 700- 0
750240 LIBRARY DUES & SUBSCRIPTIONS 560 470 555 15 85- 5
750250 LIBRARY TRAVEL 450 380 435 142 55- 15
750251 LIES CONF & MTGS-LIBRARIAN 650 540 605 100 65- 45
750252 LI8 CONF K MTGS-STAFF 500 420 400 0 20 100
750260 LIBRARY TRAINING & SAFETY 400 330 388 157 58 13
750290 LIBRARY OTHER CHARGES 75 60 50 0 10 2551
****** TOTAL LIBRARY 931 ,677 776,420 744,769 79,067 31 ,651 186,908
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IT
MONTHLY REPORT
MONTH
Outreach Activities
1. Volunteer Coordinator
A. Hours worked
2. Volunteers
A. Number of volunteers
B. Hours, contributed
3. Shut-in Patrons--Individual Visits
A. Number of patrons f J
B. Number of visits made ,Z
C. Items circulated �}
4.. Shut-in Patrons--Institutional Visits
No. of Materials
visits / Attendance / circulated
A.
B.
C,
F.'./
S. Totals (3 & 4)
A. Shut-in patrons /•.J
B. Visits made <�('
C. Items circulated
Comments/activities:
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