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HomeMy WebLinkAboutAgenda Packet - LB - 1983.01.18 AGENDA BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES JANUARY 18TH, 1983 I . CALL TO ORDER: II. INTRODUCTION OF NEW TRUSTEE : JOE HARVEY III . ROLL CALL : Trustees Present : Trustees Absent : Also Present : IV. BILLS : City Checks : $ 11 , 765 . 19 Special Fund : $ 1 , 025 . 98 V. MINUTES OF THE MEETING OF DECEMBER 21st , 1982 VI . CORRESPONDENCE : None VII . LIBRARIAN' S REPORT : VIII . UNFINISHED BUSINESS : Report on P .L .A.N. (Peninsula Libraries Automated Network) presented by Mrs . Joy Molder, Assistant City Librarian IX. NEW BUSINESS : Adjustment of Meeting Room Fees for Burlingame Historical Society Statement of Economic Interests X . ADJOURNMENT : The next regularly scheduled meeting to be held on February 15th , 1983 at 4 : 30pm in the California Room. PN1B; j MINUTES BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES DECEMBER 21st , 1982 CALL TO ORDER: President Parsons called the meeting to order at 4 : 30 pm, on Tuesday , December 21st , 1982. ROLL CALL : Trustees Absent : President Parsons , Trustees Nagle , and Kriloff Trustees Absent : Secretary Weatherbe Also Present : Diane Tani , Senior, American Government student at Mills High School Mrs . Judy Gladysz , Library Secretary BILLS : City checks in the amount of $38, 657 .24 were approved to be paid on a motion made by Trustee Nagle , seconded by Trustee Kriloff and carried. Special Fund checks in the amount of $744 . 52 were approved to be paid on a motion made by Trustee Nagle , seconded by Trustee Kriloff and carried. In observing the expenses incurred by Librarian' s Escoffier and Molder, Trustee Nagle made a motion to reimburse each person an additional $50. 00 for the California Library Association Conference out of the Trustees Special Fund. The motion was seconded by Trustee Kriloff and carried . MINUTES OF THE MEETING OF NOVEMBER 16th, 1982 : Minutes of the Board meeting of November 16th , 1982 were approved as written and ordered filed. CORRESPONDENCE : The Trustees acknowledged having received all of the correspondence that was listed on the Agenda with the exception of the Newsletter from the California Association of Library Trustees and Commissioners . Mrs . Bergsing said Page 2 she had not included it in their packets but it was available if anyone wished to read it . LIBRARIAN ' S REPORT: Status of the Fricke Memorial Fund: Library Secretary , Judy Gladysz reported that there was a total of $565 . 00 that had been donated to the Fricke Fund to date, and that they had all been acknowledged. Maintenance: Librarian Bergsing reported that she had received back two estimates for sandblasting the exterior of the Branch Library , that ranged from $4 , 000 . 00 to $9 , 000 . 00 which include the paiting. She also said that she is still waiting for estimates for the anodized windows . She explained the repairs will more than likely involve going through a formal bid process if the estimates exceed $5 , 000 . 00 , and the money would need to be requested from the City Council as part of the budget process . Librarian Bergsing further reported that she had obtained an estimate to install a sump pump in the basement of the Main Library where the foundation is leaking so badly , but she is trying to tie it all together with the plans for the door that will be installed leading to the Duncan patio . She reported that she still needs plans and she is in the process of contacting architects . She agreed to keep the Board informed as plans progressed. Commissioner Dinner : Librarian Bergsing announced that the Commissioner ' s Dinner will be held on Friday, February 18th, at Kee Joon ' s Bestaurant in Burlingame. UNFINISHED BUSINESS : P .L.A .N. : Mrs . Molder was ill for the Board meeting and unable to report on the Conference or the Automated Circulation System. Librarian Bergsing announced however , that Mrs . Molder and Lois Kirshner , the Project Manager , had gone to the Pasadena Public Library while they were in the Los Angeles area and they were very impressed with the Geac System which is up and running there. The Trustees asked to hear Mrs . Molder ' s report at their next meeting. P. L. S . Advisory Board: Trustee Kriloff reported that the meeting he attended as Burlingame ' s Representative to the Peninsula Library System Advisory Board, was very interesting . He reported that there was a slide show depicting the services of P . L.S . that was informative as well as interesting . He said the next meeting would be in January at the County Headquarters and that he is looking forward to going and seeing the facility that houses the computer for the automated circu- lation system as well as the P .LS . operations . Mrs. Bergsing reported that San Mateo County and the City of San Mateo are both recruiting for new Library Directors . Page 3 NEW BUSINESS : C .L .A . Conference Report : Mrs . Bergsing reported that the California Library Association Conference had been interesting but she had spent a lot of time in business meetings . She reported that Mrs . Molder had attended a very good program on Computers in Children ' s Rooms . Librarian Bergsing asked if all of the Trustees had memberships in the California Library Association . After discussion, the Trustees agreed to pay for one membership for 1983 for Board President Parsons to the California Library Association and the California Association of Library Trustees and Commissioners . ADJOURNMENT: The Board meeting of December 21st , 1982 , was adjourned at 5 : 35pm. The next regular meeting will be held in the California Room on January 18th, 1983 at 4 : 30pm. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg LIBRARIAN ' S REPORT NEW TRUSTEE APPOINTED At the regular meeting of the City Council on January 3rd, Joe Harvey was appointed as the new member of the Library Board . I know you join with the staff and me in welcoming Trustee Harvey to the Board. Joe has served as a member of the Planning Commission for the past several years . However, the time required to be a Planning Commissioner as well as to run his own contracting business became prohibitive . We are delighted to have Trustee Harvey on the Board and look forward to working with him. CAPITAL IMPROVEMENT BUDGET REQUESTS 1983-1987 : The City Manager has sent out the packet of materials relating to the five-year Capital Improvement Plan. I am attaching these documents to this report for your information . At the moment , the Library does not have any requests that we are planning to submit . The City Manager wants all maintenance requests to be part of the regular operating budget unless they exceed the $50 ,000 minimum. MAINTENANCE PROJECTS : Main Library : At their meeting of January 3rd, the City Council approved the bid to paint the interior of the Main Library . They approved the least expensive bid which was slightly under $5 , 000 . 00. Since the next bid was over $10, 000. 00 we are a little concerned about what the quality of the work will be , and how much monitoring will be required during the process . As of this writing we have not heard from the Contractor when he might begin work. During the last storm, December 22nd, the Main Library lost power about 4 : 00 p .m. and we closed the building at 5 : 00 p .m. During the downpour, we had a few isolated roof leaks in the Children' s Room, and a continuing problem with the increasingly heavy leakage in the basement periodical stacks . We are planning on solving this problem when we do the work on the Duncan patio. Branch Library : The man we retained to scrape, seal, and repaint the windows on the West side of the Branch Library , should complete his work by the date of your January meeting. In the process , he discovered dry-rot in several of the window sills . We are meeting with a window- glass company representative , and a termite inspector„ the end of the week to see if we can determine the extent of the damage , what it will cost to do repairs , and also what it will cost to replace existing windows with anodized aluminum ones . I hope to have some figures in time for your meeting . Page 2 DUNCAN PATIO : On January 11th , Al Escoffier and I met with Mr . `- Robert Williams , an Architect , to discuss plans for the Duncan patio . Both Al and I like Mr . Williams and he appears to have a good grasp on what we are trying to achieve in the patio . He has promised to have a proposal to me in time for your meeting on what he would charge to draw up plans . SHORTAGE OF FUNDS FOR T.B .R. 'S : We have been notified by the State Librarian that it is probable that State funds to reimburse local libraries for direct loans to non-residents and for inter-library loans will run out about half-way through the 4th quarter of this fiscal year . This means that Burlingame will not receive from $5, 000. 00 to $10, 000.00 this year in transaction-based reimbrusements . We will not know the exact amount until after the close of the 4th quarter , that is , after June 30th . AUTOMATED CIRCULATION: The Policy Committee made up of Project Managers are in a holding pattern right now waiting for wiring to be completed in the various libraries , and for feedback from Geac on utilizing the CPU in a specific manner for retrospective conversion . A verbal report on this might be in order rather than a written one . Linda Saltzer will participate in a one day training session on January 19th, which will be conducted by Lois` Kershner. This specific training will concentrate on bibliographic searching and input . This training is essential to preparing for the beginning of the conversion of our collection. REFERENCE DEPARTMENT: Reference transactions at the public service desks were up 37% over the same month last year . This represents over 1 , 000 more patron contacts over December 1981 . Interlibrary loan transactions were up 8 . 6% overall (this figure includes items borrowed and lent) . Reference service did not level off in December, as often happens . This may have been due to the San Mateo Public Library being closed during Christmas week . We continued to schedule two persons for most hours we were open. Student behavior remains a concern for the staff . However, we are continuing to present a united front in dealing with troublemakers . Students do leave when asked to do so and we have had no overt incidents . Page 3 TAX FORM DISTRIBUTION : The distribution of state and federal tax forms beginsfor us in the next week or two . This was a tremendous burden for the reference staff last year because it took a great deal of time to monitor the use of the tax forms books . This year we will create a tax form area near the reference desk which is self-service . We will put out all forms received as well as the booklets , and advise patrons to ask for further assistance from the appropriate tax offices . COLLECTION DEVELOPMENT : Barbara Rowe is 60% through the weeding of the oversized books on the mezzanine . The weeding here is necessary due to crowded conditions and to eliminate titles we don' t wish to convert to machine readable form. Barbara will continue on into the 650's , her selection area , when this project is finished . As a final project , Warren Wickliffe will finish weeding the 800's . Slowly , but surely , we will have weeded the entire collection within the next 12 months . The Branch continues to weed the collection primarily because there is no room. Pamela Stamnes and the Branch staff are doing a good job in this project , which Mrs . Molder is monitoring . The book budget is 50% spent which is both good \„ and bad . It means that the subject selectors are pacing their orders (that ' s good) , but it also seems we have little hedge against unexpected needs should they arise (that's bad) . I suspect the cost of library materials is difficult to keep up with in spite of our attempts to economize . I am pleased with the thoughtful selection done by all of the subject selectors . That is why we have such a comprehensive and well rounded collection. Al Escoffier is coordinating a review and evaluation of our standing order file . He has put together a comprehensive list , with the assistance of Marge Johanson, of all the titles the library is committed to. All subject selectors will evaluate their own subject areas , as well as the list as a whole . A meeting of the subject selectors will be held after February 1 , to discuss the results of the review. This year' s evaluation is greatly facilitated due to the extensive work done by Marilyn Morrison several years ago in setting up our standing order system, and to Dorothy Ezquerro who maintains the record keeping and file on a daily basis . SYSTEM NEWS : Joy Molder and Christine Dassoff represented Burlingame Public Library at a meeting to discuss the format �. for interlibrary loan messages within PLS on the Geac terminals . The new terminal is due to arrive in February or Page 4 March and will replace the existing teletype machine which is used to transmit ILL transactions . Each Geac terminal that will be used for ILL messages will be attached to a mini-printer which will produce a tape . In addition to determining the most effective format for relaying messages , this committee is studying other options for communication between PLS libraries such as the PLS daily delivery and increased telephone use . COMCAT has also been quite helpful in expediting interlibrary loan requests . The first user survey , conducted in December, indicated that COMCAT has been enthusiastically received by both patrons and staff . Pat Harding attended a PLS Film Committee meeting on December 20th. The Film Catalog which will include 16mm and video cassettes , was approved for printing at a cost of $4, 532 . 00. One thousand copies will be printed . A delivery date of early Spring is planned . The Film Committee discussed possible PLS budget cuts and prepared its response to the PLS Priorities Committee . PERSONNEL Pat Harding successfully passed a promotional oral exam for Librarian II on January 4th. February is the beginning of Pat's third year as a professional librarian at Burlingame Public Library. Since that time, Pat has assumed responsibility for the A/V collection development and supervision of the pages who assist patrons at the A/V Periodical Desk . Her promotion is well deserved . Warren [,Wickliffe has elected August 11 , 1983 as his retirement date . Warren will have served the City and the Burlingame Library for 27 years effective February 1st . Warren has been a loyal City and Library employee and we commend him for his dedication . CALIFORNIA LIBRARY ASSOCIATION CONFERENCE - ASS ' T . CITY LIBRARIAN The CLA Conference at the Bonaventure Hotel was as much fun as it was educational. Because all of the programs and exhibits were in the hotel which is a city in itself, one felt a compactness to the Conference . Two programs were especially interesting . 1 ) A description of the Computer Town USA project , in which the Menlo Park Library is a par- ticipant , was useful . This National Science Foundation supported program gets computers in public buildings so that people can teach themselves to become "computer smart" . 2) "The Citizen Lobbyist" was a dynamic presentation by a young professional lobbyist who filled the program with important hints to lobbying success . The important message was that every individual can have an impact on creating change and swaying opinion . You just need to know how to do it . CITY OF BURLINGAML BUDGET STATUS REPORT i 1? pN Y T•D Y-T- uCUR Mp UNEXPENDED ACCT DESCRIPTION 1P �(PESTIMATE ACTUAL ACTUAL VARIANCE BALANCE EN� LIBRARY 75(Ip10 LIBRARY SALARIES _ 345�BE5 172`f944 _172_t3.0.4_ 20_,,75 SFlil 17 .t 52j a 750011 LIBRARY LmPlOYEE BENEFITS lb?1594 81 , 300 81 ,297 4 , 312 3 81 ,297 750013 LIBRARY PARTTIME 22Ofl 35 110 , 070 1030110 17 ,818 6,960 117x025 � 75ollO LIBRARY OFFICE EXPENSE �—_ 7,t�70 3�93b _ 5 650 682 1 , 714- 2r220 750120. LIBRARY SPECIAL DEPTL EXPENSE IW431 5`, 718 5 ,461 205 6 257 S,97 750121 LIBRARY 80OKS & MAPS 95,,481 47, 742 44c567 10, 705> 3, 175 50,914 E 750122. LIBRARY PERIODICALS 12. 07c1 6 36_ k� ' U1 275_i 21-005-� 4 0.29 t c _- � c- _ _ 750123 LIBRARY HTNOINGS 8,200 4x098 1 ,697 109 20401 6.503 750124 LIBRARY CATALOGING 12, 000 6 , 000 lq,blm 20, 033 13,618- 7P618- LIBRARY RECORDS & CASSETTES 5r 090 2,544 1664 534 875 3, 421 750130 `LIBRARY SMALL''` TOOL; t 'ECUI€� 225 � mm114 _ 0 1t1 -- _Tm .. _ 215 750160 LIBRARY COMMONICATIONS' 6r186 3 09lu 11921 390 1 , 11'5 41265' --75 1.7p.__�-PRAky VTILI_IIES_ _ 26t284�-- 1311r1t1._LL 1_0 28q �t38 _ _ 2 _e L _ _ —. _-.tel 5 0 9 9 5 750190 LIBRARY MAINT BLDG R GROUNDS 10, 000 4 ,998 21199 348 2, 799 71,801 750200 LIBRARY LQUIPMENT MAINTENANCE 866 432 126 0 306 740 _750-201 LIBRARY:EQUIP MAINT—AL1U_TO VIS 525 264� T .._ 0-_____-------0 264 525 750202 L18RARY EQUIP MAINT-SEC.SYSTLM ----0 ----- 0 0 0 0 0> f 750210 LIBRARY PRUF & SPECIAL. SERVICE 40200 2, 100 4,200 0 20100- 0' 750240--L.IBRARY_�DUES t�—SUBSCRIPTIONS 560 282 _ � 22s 75---- �y -33 — -- _. 750250 RARY TPAVEL 450 028 244 13 16- 206 750251 LIES CONF & 1,ITGS-LIBRARIAN 650 324 505 50 181 - 145 750_252 LI8 LONF 8 MTGS-STAFF 500252 _ 400 400 148- 100 -�'S026t7 ,LG LIBRARY TRAINING & SAFETY 400 _-1�8 ��1 _ ___---0-- 310 750290 LI8PARY OTHER CHARGES 75 36 0 0 36 75 41 ****** TOTAL LIBRARY 931 , 677 465P852 4630682 89,539 2ri7o 467,995 1 t � t•1 en h CITY OF 13URLINGAME 3- -4- -77 I 1 _ r it 2 - . 4 I I II { Z i ,I 5 6 7,1 y �. �; ;� it-• .f s � II li � O I it 13 7 jj Qin Q I4 NOVi• I ' I SIS D ! i /V yell /. 3 3 .i 7 T1 I -Z 16b/S 13!:i9 3 ''20 3 {I II it j �i ,- If ► I .i I, � I21 �� I I i jI (I II22 {! 1!2 it r ( II I Ii Ij ;'24 VTI I°Z ''27 !� { I� I (L �.,i is I il. ii I II G 31 Ii i li it 32 li � iiec STATISTICS FOR December 1980f CIRCULATION MAIN BRANCH E3ooks Adult, Non-Fiction 9,850 393 Child, Non-Fiction 1 ,2 +0- 241 Adult, Fiction 7,317 1 ,004 Child, Fiction 1 ,801 345 TOTAL: 20,207 TOTAL: 1 ,9$3 Periodicals: 1 ,512 397 Pamphlets (Incl . Maps & Sm. Press: 412 19 TOTAL: .1 24 TOTAL: 416 Moving Pictures: _0- Audiorecordings (Incl . Rec. & Cass.) 1 ,487 -0- Art Prints: 28 -p- Equipment Loaned: 20 _p_ Slides: -0- -0- - GRAND TOTAL: 23,706 GRAND TOTAL: 2,399 Main Total 1982 Circ. : 23,706 Main Total. 1981 Circ. : 22, 196 = 6.80% INcrease Branch Total 1982 Circ. : 2,399-=, Branch Total 1981 Circ, : 2,243 = 6.95% Increase GRAND TOTAL 1982 CIRC. : 26,105 GRAND TOTAL 1981 CIRC`. : 24,439 = 6.82% Increase REFERENCE STATISTICS: Total Reference Questions: 3.629 ILL Borrowed: 153 GRAND TOTAL OF ILL Lent: 175 REF. ACTIVITY 3,95: ILL Total : 328 REGISTRATIONS: AS OF November 30,82 -ADDITIONS WITHDRAWALS TOTAL REG. PLS PATRONS TO Adults: 10,435 284 214 10,505 DATE: 7,797 Children: 1,603 36 39 1 ,600 DEcrease of 626 ' Hillsborough: 4,638 56 3 4,641 Other Non-Res. Patrons 218 4 -0- 222 TOTAL: 16,894_ 380 93o6 16,968 ACCESSIONS AND WITHDRAWALS: Added Discarded Total to Date AS OF: Nov. 30;82 VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Adult,Non-Fic. : 133,692- 98, 131 _ 485-346 128- 54 134,049 - 98,423_ Child, Non-Fic: 17,928- 14,314 45- 41_ 9- 3 17,964- 14,352 Y.A. , Non-Fic: 3,308- 3,155 2- 2 -0---0- 3,310 - 3,1.57 : Adult, Fiction: 45,308- 41 ,130 233-134 _ 412-101 45,129 - 41 ,163 Child, Fiction: 14,381- 10,097 8 3- 1 19- 1 14,445 - 1a,110 Y.A. , Fiction: 2,876- 2,582 1:4- .1 -0---0- 2,890 - 2,593 TOTAL: 217,493- 169,409 2-5g 217,787-1-9,798 PAMPHLETS ADDED: 129 MAPS ADDED: 31 PAMPHLETS DISCARDED: 2S MAPS DISCARDED: R TOTAL: 20,360 TOTAL: 1 .475 RECORDINGS: AS OF: Nov, 10,82 ADDED DISCARDED AS OF: Dec.31 ,82 UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES Disc' s: 5,499 / 4,90 44 / 33 -0- / -0- 5,543/ 4,96 _ Cassettes: 802 / 754 6 / 2 1 / -0- 801/ 756 TOTAL: 6,301 / 5,684 SO / 35 1 / -0- 6,350/ 5,719 f)EPOSITED WITH THE CITY TREASURER: MAIN: $ 2,479 .38 L BRANCH: $ 121 .95 TOTAL, 2,601 •33 FETING ROOM FEES COLLECTED & DEPOSITED: $ 16o.00 v TOTAL: 2,761 .33 TOTAL MEETINGS HELD 9 PEOPLE IN ATTENDANCE 290 1 . ) Volunteer Coordinator A. Hours worked 2. ) Volunteers A: Number of Volunteers B. Hours Contributed c� 3. ) Shut-In Patrons Individual Visits A. Number of Patrons ---�T B. Number of Visits 14ade 5, C. Items Circulated 4 . ) Shut-In Patrons -- Institutional Visits //�� No. of Visits A. �J�u//�iP�f� E. B• cF. C. ��;.r��a n�'�i��• W���ons�,� 1 D • �Zn/_7 n,, 5. ) Totals of 4 and 5 A. Shut-In Patrons B. Visits Made �C C. Items Circulated Comments.