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
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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.