Loading...
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 . PB/j g M 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 :- 4 t, w CITY OF BURLINGAME 7-7 if 1-7 4� _ v' 2 V- i l � G 3 � II I I `' �• IIII - i 1 J �S; 1 n/ li it /T, ] s / i I ��� 2 II I I ( /1� W. , All 76 /I a i'✓ I/� I1 17 3 � D � . ,I I I / �� ; j! 3, 3 ! I ► / °els _ ✓ 3 I �I / _ 3 19 I21 _ � � _- it i I /f � � �✓ /:G Z,S � I D 3'`22 i ✓ )i it ! / 30'✓ gl 24 i aL 910 I I II II ( I 1.2s I � _ . I- t ' '27 - i! I II - ii I i► ! �`2s i I; li 31 II I x'32 if I 11 ----------------------------------------------- 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: - �•�� .�/,•r/�' Lf�7l' � Il7�l Z��7 G� �C�1)� k i rl ?�-✓�C' `-.�� l�2GC'Yl�IL/77''.�� LV �-{-��//l�� ! � t � �i 1 �! � lig `� - _if i.�)� � / ��•�� f.��C fr�l.r �/�L�� �� / C�I�� '�J�/ 2,2�'62, L �-�/L���:CCCL l/��--L'�✓Ji�GL'/•'�L-CrT� 4 *Acl)w - '%1 C�'c"�-`�-•u-, �C`�2C/`�y�p-Ji t'Q-t�-� ,.��J __'L!'C.� �l'�'L--�`�C-t� G�. .�C� J C