HomeMy WebLinkAboutAgenda Packet - LB - 1981.06.16 BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
JUNE 16th, 1981
CALL T(-1 ORDER:
ROLL CALL: Trustees Present :
Trustees Absent : Trustee Weatherbe , excused for a
prior commitment .
Also Present :
BILLS : City Checks : $26 , 101 . 93
Special Fund: $ 1 , 295 . 72
MINUTES OF THE MEETING OF MAY 26th, 1981 :
CORRESPONDENCE :
Letter from Mr . John K. Harries
LIBRARIAN' S REPORT:
UNFINISHED BUSINESS :
= Automated Circulation
Reorganization of Library
—Implementation of 3-Week Loan Period
, A. L.A. Conference
,Trustee ' s Workshop in Vallejo
V-Trustee' s Special Fund Account
✓C.A.L.T.A.C. Tool Kit
NEW BUSINESS:
None
ADJOURNMENT :
The next regularly scheduled meeting to be held
on July 21st, 1981, at 4 : 30pm, in the California Room.
I
PB/J g
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
MAY 26th , 1981
CALL TO ORDER :
Chairman Nagle called the meeting to order at 4 : 30pm.
ROLL CALL :
Trustees Present : Chairman Nagle , Secretary Fricke , Trustee
Weatherbe and Trustee Parsons
Trustee Absent : Trustee Hechinger, excused for another meeting
Also Present : Mrs . Joy Molder, Assistant City Librarian
Mrs . Judy Gladysz , Library Secretary
BILLS:
Checks in the amount of $14 , 043. 91 were approved to be paid on
a motion made by Trustee Parsons , seconded by Trustee Fricke and carried.
Special Fund checks in the amount of $1 , 463. 39 were approved to be paid
on a motion made by Trustee Fricke , seconded by Trustee Weatherbe and
carried.
MINUTES OF THE MEETING OF APRIL 21st, 1981 :
Minutes of the meeting of April 21st , 1981 , were approved as
written and ordered filed.
�. CORRESPONDENCE :
None
Trustee ' s Special Account Fund :
Mr . Dennis Argyres , Finance Director, was at the meeting to
comment on the advantages of having the "Trustee ' s Special Fund Account"
set up in the City General Ledger Trust and Agency Fund. Mr. Argyres
explained the advantages of higher interest rates , less bookkeeping , and
happier auditors . The Board members were satisfied with his explanation,
however, the matter was tabled until Trustee Hechinger could be present .
It was felt that all Board members should be in attendance to vote on the
change , if any .
LIBRARIAN' S REPORT:
Librarian Bergsing said she had nothing to add to the Librarian 's
Report . She stated she was still trying to obtain prices for shelving,
and phone systems for the reorganization of the Library, and therefore
she had nothing definite to report . She also stated that the deadline
for vendors to submit their proposals for automated circulation to the
County, is this Friday, May 29th, and she will keep the Board informed.
She reported that the modem for the R. L. I . N. terminal has not
arrived, therefore the Technical Processing Department has not begun
cataloging "on-line".
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES - MINUTES 5/26/81
PAGE #2 :
Librarian Bergsing said that there were "3 paid memberships for
the Trustees for A. L .A. , and that Secretary Fricke had pre-registered
for the full Conference . She suggested that at next month' s Board
meeting, the Trustees might discuss the Conference agenda more
'specifically.
Chairman Nagle asked about the outcome of the Trustee Workshop
that was held in Vallejo in May . Trustee Fricke explained that she had
been unable to attend because of the Friends of the Library meeting.
Mrs . Bergsing said she would check with some of the other Library
Trustees who might have attended and report back to the Board at their
next meeting. Chairman Nagle asked that the "CALTAC Manual" be put on
the agenda for discussion at the next Board meeting.
Trustee Weatherbe commented on a "job well done" by the Friends
of the Library at their last booksale .
NEW BUSINESS:
P.L .S. Slide Shote on -System Services :
The meeting concluded with the slide presentation celebrating
P. L. S . ' s 10th Anniversary. The slides explained all of the services that
the libraries in the System have to offer to the public. It was very
interesting and well presented.
ADJOURNMENT:
The meeting was adjourned at 5 : 2Spm, with the next meeting
scheduled for June 16th, 1981 at 4 : 30pm, in the California Room.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
PMB/jag
LIBRARIAN' S REPORT
JUNE 16th , 1981
Automated Circulation:
I am enclosing two memos , one from the County Library, and one
from P. L.S. , that will bring you up to date on the status of the Automated
Circulation System. We can discuss this further at the meeting if you
have any .questions .
Reorganization of the Library:
We are progressing ever so slowly on obtaining estimates of costs
for the reorgaization of the Main Library . I am still hoping that we will
have firm prices on shelving in time for your meeting . I ' d like to review
the plans and a tentative time table with you at that time .
Implementation of the 3-Week Loan Period:
Beginning July 1st , we will be implementing our new "3-Week Loan
Period". We are planning to have materials ready for your meeting which
will include :
copies of the newspaper releases
a poster
bookmarks
a summary of all the Burlingame Public Library circulation
policies
There will still be time for changes if you wish to make any .
A. L. A. Conference :
At your last Board meeting, I think Judy made copies of the A. L.A.
Preliminary Conference Program for some of you. If you want to bring them
to the meeting, maybe we can take a few minutes and decide who is going to
what .
Trustee ' s Workshop in Vallejo :
Karl Vollmayer, City Librarian of Redwood City, and one of his
Trustee§, attended the workshop in Vallejo on May 18th. After hearing his
summary of the meeting, I don' t think we missed a great deal . Briefly,
the agenda included a report on legislation pending in Sacramento regarding
public libraries ; a report on the special tax which was passed in Berkeley
by 690 of the voters to support public library service ; a report on System
Advisory Boards ; and a panel discussion on Literacy and Libraries . Karl
said "the highlight of the day was lunch and that he was able to stop by a
couple of good bookstores onthe way back".
R. L. I .N. Agreement :
I 'm enclosing a first draft of the Agreement for Joint Use of
R. L. I .N. Cataloging Services by Burlingame, Daly City and Menlo Park . This
was prepared by Jerry' Coleman and it has been forwarded to Menlo Park and
LIBRARIAN ' S REPORT
PAGE #2 June 16th, 1981
Daly City Library Directors and City Attorneys for their comments . If any
of you have questions , or concerns , let's discuss them at the meeting .
'L Special Events :
Joy Molder presented a program for the Burlingame ),omen ' s Club
on Thursday, May 7th . She showed the 16mm sound film, 'Burlingame Pictorial" .
This film, produced under the auspices of the Burlingame Lion ' s Club,
continues to be an excellent resource on the history of Burlingame . Joy was
also invited to present the film to the North Burlingame Women' s Club on
Tuesday, June 9th. More than 80 women enjoyed the film on these two
occassions .
John Hoffman presented a very special slide show on Wednesday ,
June 3rd, in the Community Room as part of the Library' s four part
travelogue series . John' s excellent pictures of England, Scotland , 'tales ,
and Ireland were enjoyed by 72 people . Alice Fricke served cookies and
punch on behalf of the Friends of the Burlingame Public Library .
Pat Harding led the Book Chat on May 26th at the Main Library
in the California Room.
Warren Wickliffe has been appointed Chairman of the San Mateo
County Fair Poetry Competition this year. He chaired this very same job
2 years ago . Congratulations Warren!
Personnel :
Karen Bash , Staff Artist , has resigned as of June 15th. The
recruitment and interview process for her replacement is underway .
Darla Crockett , Intern, from the University of California,
Berkeley, Library School , completed her 10 week internship on June 3rd.
It was a pleasure having Darla work with us . He report is appended.
Staff Development :
Two workshops were held at Burlingame Library for P.L .S . Public
Service Staff on A.A.C. R. II (Anglo-American Cataloging Rules - Second
Edition) , on May 13th and 14th . These workshops were developed by the
P. L. S . Technical Services and Staff Development Committees . Pat Thomas
was a featured speaker. Over 75 people attended the two workshops .
Joy Molder attended a C . I .N. Workshop at Mission College in
Santa Clara called "Selling the Library . " A featured speaker was Roger
Greer, Dean of U . S . C. ' s School of Library and Information Science . `,Ir
`-✓ Greer is a strong advocate for analyzing the needs of the Community and
designing the library services to meet those needs . He also feels
strongly about Librarian' s going out into the Community rather than
waiting for the community member to come inside . He prefers assertive
Librarians and library service . He was a very stimulating speaker .
STATISTICS FOR MAY 1981
IRCULATION MAIN BRANCH
'ooks:
Adult, Non-Fiction 12 , 164 427
Child, Non-Fiction 1 , 516 213
Adult, Fiction: 9 , 257 1094
Child, Fiction 2 , 226 363-
TOTAL: 25, 163 TOTAL: 209
Periodicals: 1_,658 �U5
'amph 1 et s (Incl . Maps & Sm. Press: 841 -0-
TOTAL:
n-
TOTAL: 2.,4 9 9 TOTAL: 4 0 S
Moving Pictures: -0-
Audiorecordings (Incl . Rec. & Cass.) 1 ,013 -0-
Art Prints: 41 -0-
Equipment Loaned: 15 -0-
Slides:
0-S1ides: -0- -0-
TOTAL: 1 ,090 TOTAL: -0-
TOTAL CIRCULATION: 28 , 752 + 2 , 502
GRAND TOTAL CIRCULATION: 1980 Circulation 31,050 198? Circulation 66 Inc .
Average Daily Circulation, Main, 1980 1 �Q41 Main, 1981 1 06S Inc .
Average Daily Circulation, Branch, 1980 __140 Branch, 1981 12S 10 . 71 hDec.
REFERENCE STATISTICS:
Total Reference Questions: 3 , 258 ILL Borro,:ied: 132 GRAND TGTAL F
ILL Lent: 182 REF. ACT I V I i 3 , X72
ILL Total : 314
REGISTRATIONS: AS OF 4/30/81 ADDITIONS WITHDRAWALS TOTAL REG. PLS P,J RO S TO
Adults: 10 , 859 238 242 10855 DATE: 7 , 840
Increase o- 188
Children: 1 , 7S9 22 � 34 1 , 747
Hillsborough: 3 ,880 184 1 08 3 ,956
Other Non-Res. Patrons 139 -0- -0- 139
TOTAL: 16 ,637 444 384 16 ,69.7-
ACCESSIONS
6 697ACCESSIONS AND WITHDRAWALS: kidded Discarded Total to Date
AS OF: 4/30/81 VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Adult,Non-Fic. : 137 „646-101 ,385 266 - 165 _ 107 - 22 137;''805 - t01 , 578
Child, Non-Fic: 17 ,468- 13 , 9' 9 • 43 - 38 11 6 171 .500 - 13 ,971
Y.A. , Non-Fic: 3 ,308- 3 ,.135 1 - -0 -. -0- - -0- 3 ,309 - 3 , 135
Adult, Fiction: 4951764- 41 , 874 132 - 81 371 - 85 49 , 52S - 41 , 870
Child, Fiction: 13,566- 9 , 707 65 - 32 8 - 2 13 ,623 - 9 , 737
Y.A. , Fiction: 2 , 801- .2 ,358 S - S -0 - - -0 2 , 806 - 2 , -463
TOTAL: 224 , 553-172 ,448 S11 - 421 -4-9-7--l-J-13__ 224 , 568 - 1-2 , 654
PAMPHLETS ADDED: 297 MAPS ADDED: -n-
PAMPHLETS DISCARDED: 73 MAPS DISCARDED: -0-
TOTAL: 18 , 722 TOTAL: 1 , 3 0
RECORDINGS: AS OF: 4/30/81 ADDED DISCARDED AS OF: 5/31(81
UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES
Disc's: 5 ,119 / 4 , 542 16 / 16 _14 _ 14 S ,121 / 4 , 544
Cassettes: 567 / 487 -0 - / -0 - -0- /- 0-- S67 187
TOTAL: 5 ,686 / 5 ,029 16 / 16 14 / 14 5 ,688 / 5 ,! 31
D..-JSITED WITH THE CITY TREASURER: MAIN:_ 1 , 955 . 73
BRANCH: - 0- TOTAL: 1955 73
MEETING ROOM FEES COLLECTED & DEPOSITED: $ 130 . 00 TOTAL: 85 . 73
TOTAL MEETINGS HELD 29 PEOPLE IN ATTENDANCE 876
`Burlingame `Public Gibrarb
430 PRIMROSE ROAD
BURLINGAME, CALIFORNIA 94010
Patricia M. Bergsing (415) 344-7107
Li
a, orarian
EASTON DRIVE PATRON COUNT
Saturday, May 2nd 88
Monday, May 4th 216
Tuesday, May 5th ?��
Wednesday, May 6th log
Thursday, May 7th 61
Saturday, . May 8th No aunt notes?
Monday, May 11th.
Tuesday, May 12th 7
Wednesday, May 13th Tro count noted
Thursday, May 14th 85
Saturday, May 16th 76
Monday, May 18th 111
Tuesday, May 19th 132
Wednesday, May 20th 93
Thursday, May 21st 64
Saturday, May 23rd g3
Monday, May 25th Closed
Tuesday, May 26th 189
Wednesday, May 27th 115
Thursday, May 28th 44
Saturday, May 30th 83
TOTAL:
F
MIONTHLY REPORT
Outreach Activities
1. Volunteer Coordinator
^r Hours worked
2. Volunteers
A. Number of volunteers
B. Hours contributed
3. Shut-in Patrons--Individual Visits
A. Number of patrons
L. Number of visits made (p
C. Items circulated
4. Shut-in Patrons--Institutional Visits
No. of _te_ialS:
visits / Attendance / circ late
A.
C.
D.
5. Totals (3 & 4)
i
A. Shut-in patrons 91
B. Visits made
C. Items circulated
Comments/activities:
eV
/
Y'✓ � �� `/��/C/L cl f'� ar !i ilii C YY_c� G�J)o ri____��?(1 ! '�'�✓~!�/� ^
or
ICITY OF BURLINGAM � - BUDt;ET^ STATUS REPORT
12 IM0NTfi Y-T-D Y-T-D CUR MO UNE X P E N D E 0
ACCT DESCRIPTION APPROP, ESTIMATE ACTUAL ACTUAL VAR'IANCf: BALANCE E
LIBRARY
--7510 1b LIB SAI .5ALAff ;8 -- 5-j�li^ �� Ur 1 �" r '? 32 7A
L1,'75001 . L:TEJRAR'Y EMPLOYEE 13F_NEFITS 1,3141 .10y jjZj936 1e` 2pg31 2jtS76 6 JJPJ76
750013 LIBRARY PARTT IME 1111013 156, 761 153, 896 13,261 2f865 17 r 1 17
--75-0-1 07--�Erf3 ',AfiY OFFICE EXPENSE �i, b'�7E 6p072 1 62 394 3io 862
750120 LIBRARY 3pECIAL UEPTL EXPENSE 8, : 30 7, 634 7,390 520 244 9'10
7501.21 LIBRARY BOOKS. & MAPS 78 f 856 71o731 63o ODA 9, 6147 8j.723 15,2148 ,'
SiS _2 3 - 8 i �$;9* T—q;139 8 14Tw 6 Z7-
750123
7501,23 LIBRARY DMINGS 13035 12, 045 2t 1 10 110 91935 x 1 , 025✓
75412.4 LIBRARY CATALOGING 200532 <)f 321 8, 225 Iron 311096 12,1307✓
__75012x-1Tt3RARY ► Ei�;�� S tE V-1�,I33__ _ 75 - 2--00 --13II^ -x;754—_-2-17F33;74
750130 LIBRARY SMALL TOOLS & EQUIP p?.`.i 209 194 0 15 31✓
750160 L 18RARY COMMUNICATIONS ?r 566 2, 354 1 ' 768 173 5136 798
7 50.I77J_CI TR,"--IJ T ICS 1. —_ 15-o3-3 7 817-- ,4'
7501.90 LIf�'si2ARY MAINT BLDG & Gf7OUNDS 61 :367 5, f3141 3r4Q0 353 2114141 2x967✓
750200 LIBRARY E01JIPt-1EN1 MAINTENANCE 866 792 298 0 1194 568"'
5r 2�i 1-CTBTtY-E Ct7I F�d �Nfi.�UTTU-V y�
-s5o 9 155 —I srI✓
750202 LIl RARY EAUIP MAINT-SEC`o�SYSTEM 333 308 375 0 67- 42Mv
75020 LIBRARY PROF & SPECIAL SERVICE :;f6()0 3,;34 4 3, 600 4 300- 0✓'
..3.0 f: - __ ___ ,��-- - 0 --- -22
750250 LIBRARY TRAVEL 375 3111 315 29 26 6�4✓
4 7502 5t LIb CONF & MTGS-LIBRARIAN 600 5 S o 5140 l Oq 10 6p✓.
7W,252 . . �. f3
750260 LTURARY TRAT ITNG K SAFETY 325 297 365 58 hf1,. Ups
750299 L I .NZARY OTHER CHARCE S 75 66 25 0 1.41 501/
I '
* ***�► TOTAL, LI BR,hRY 71x2, 371 699r341 65119,17 62.f472 47, 36A 1 :10, 394
1.1
SPECIAL FUND
CHECKING ACCOUNT
Balance forward from May : 1 , 815 . 96
June 1 Deposit 445 . 80
June 10 Deposit 421 . 65
June 16 Withdrawals ($1 , 295 . 72)
Balance forward to July : $1 , 387 . 69
SAVINGS ACCOUNT
Balance forward from May : 5 , 986 . 81.
�.. No _Activity
Balance forward to Jul)- : $5 , 986 . 81
Spm matco C:ou.nly Library BOARD OF SUPERVISORS
EDWARD J. BACCIOCCO. JR.
— - �_ ARLEN GREGC'10
" •' — -
air k: WILLIAM J. SG- 'AGER
�JiI:
K. JACQUELINE_ SPE1=R
�'{/SAF• �"k� JOHN M. VAP
_JL_ ®del.' .L`� M T couN JEN8 i D�1JAS
� Fw�g ':--•- -• 25 TOWER ROAD BELMONT CALIFORNIA94002 TELEPHONE(4-5)573-2:;50
June 1 , 1981
To: PLS Library Directors
From: Nancy Lewis, San Mateo County Library
Subject: Automated Circulation Update
Copies of the automated circulation RFP were sent to a
total of 18 different firms. In addition to those on the
list attached to my memo of April 2.2, copies were sent to
};erox Corporation, Picodyne Corporation, Sperry-Univac and
Tamde-n Corporation.
Two vendors, Cincinnati Electronics and GEAC, asked questions
about the RFP. The vendors asked for clarification of
meaning in nest instances. One question resulted in our
making a change in the RFP. Section 3,8F Duplicate Holds,
(page 18,) states that the system shall "allow for the
acceptance or cancellation of the duplicate hold at the _
patron' s choice". Since no systemcurrently allows the
placement of duplicate holds, all_ vendors were advised
that the Library will accept a system which does not allow
duplicate holds.
Proposals from CLSI , Dataphase, GEAC, IBM, Picodyne, and
Universal Library Systems were received by the County Pur-
chasing Division before the deadline of 4:00 P.M. PST, May 29,
1981 . The proposals from IBM and Picodyne were disqualified
as neither firm has two (2) installed operating circulation
control systems. The remaining proposals will be reviewed by
the Proposal Evaluation Team during the next two weeks.
Proposal Evaluation Team members are:
Mike Bruer, CLASS .
Cindy Coale, County Library
Nancy Crabbe, Redwood City Public Library
Jean Davis, County Library
Nancy Lewis, County Library
Jane Light, PLS
Rich Mlachado, County Data Processing Division
Pete Quey, County Purchasing Division
Mike Wilson, City of South San Francisco
The team met for the first time on May 15. Proposal evaluation
guidelines prepared for the County by Joe Matthews were reviewed
and slightly revised by the group. In addition, the Team
reached consensus on the weights to be given each of the
evaluation criteria. A summary of the evaluation guidelines
and the weighted criteria follow.
Steps in the evaluation process:
l ) Evaluation Team establishes weighted vendor proposal evaluation
criteria before proposals are received. The following criteria and
%•;eights were agreed upon at the Team' s May 15 meeting:
Compliance with functional
and file specifications 25%
Response time 100,
System reliability 20% .
Maintenance support 15%
Training/documentation _ 5%
Past Performance on installation
and delivery _ 5%
Capability for system expansion and
upgrading 15%
Financial credibility of the vendor 5%
dote: the cost of various systems is not considered at this
stage in the evaluation process so that financial information
will not influence the evaluation team in its review of
technical considerations.
-2-
2) :receiving agent, County Purchasing Division representative Pete
Quey, screens out any proposals not meeting the minimum qualifications of:
a) two installed systems
b) any specification in the required (R) category which
the vendor indicates cannot be met and which the
the vendor has no plan to meet (see RFP section 1 .5,
Format of the Proposal , D, page 3 )
3) Vendor technical proposals are distributed to the Evaluation Team;
each member reads quickly and makes note of any questions or concerns.
4) The Evaluation Team meets to discuss 2) and 3). This meeting is
scheduled for June'll , 1981 .
5) Nancy Lewis and possibly another member of the Evaluation Team will
make reference phone calls to users of already installed systems.
Questions about the size of the system, equipment used, down time,
response time, installation, conversion-assistance, any cost savings,
etc. will be asked of each user.
6) After the results of the phone calls have been shared with other
members of the Evaluation Team, each person on the team independently
assigns a score for.each vendor's proposal for each of the criteria
�--
listed above.
7) The Evaluation Team meets again and each team member' s
scores are tallied. An average score for each criterion for each
vendor is calculated and then multiplied by the weighted factor for
each area.
8) An analysis of initial and continuing costs of each system is
prepared. Costs will be projected over a seven year period and totalled
for each vendor.
9) She most responsive vendor will be contacted by Jean Davis who will
indicate that the Library will be recommending that vendor's system to
the Board of Supervisors.
If you have any questions about the evaluation process as outlined above,
please let me know. -
NL:pp
-3-
TO: CHARLES' SCHWA 1, CITY MANAGER, CITY OF BURLINGAME
FROM: Sam Chandler, Chairman, PLS Board of Directors and
Jean Davis , County Li brari a
'!U. SUBJECT: MEETING OF CITY AND COUNTY MANAGEMENT AND LIBRARY DIRECTORS
TO DISCUSS SHARING AN AUTOMATED CIRCULATION SYSTEM AMIONG
PLS MEMBERS
DATE: June 8, 1981
This memo is a request from the Peninsula Library System's Board of Directors that
you attend a meeting to discuss the sharing of an automated circulation system by
libraries in San Mateo County. The library directors and their staffs have parti-
cipated in the preparation of a request for proposals from vendors of circulation
systems which was issued by the County. A committee which includes a representative
of city management, of a city library, and of PLS management as well as County staff
will select a recommended vendor by the end of June. We will then know, for the
first time, the proposed costs of a circulation system shared by all the libraries.
Therefore, July seems to be the appropriate time for a meeting of county manaenent
and management of those cities operating libraries as well as library directors to
discuss matters of general concern. Although not all jurisdictions may not be able
to participate in an automated circulation system in FY 81/82, we feel all the
jurisdictions should be represented at this meeting.
Agenda items include:
I. Start-up and ongoing costs of a shared circulation system (information
otained from the recommended vendor's proposal will be sent out prior
to the meeting)
II . Review of benefits of automation and of sharing a system
III . Options for sharing costs of a circulation system
(a) cost sharing by those who go into a system at beginning
(b) costs for those who enter later
IV. Ownership and management of a shared system
V. Impact on inter-jurisdictional library activities
Probably the most difficult aspect of this type of meeting is choosing a date.
The library directors selected three dates and times which are okay for all of
them -- Thursday, July 16 at 1:30, Friday, July 17 at 1:30, and Tuesday, July 21
at 1:30.
Please call Jacquie Eastman-Williams, PLS Secretary, at 349-5538 by Monday, June 15
to tell her on which, if any, of these dates you would be able to attend. She wiII
compile the responses , choose the best date and send a memo confirming date, tine,
and place of the meeting.
JEL:je-w
cc: Patti Bergsing ✓
cc: Jane Liaht
25 Tower Road•Belmont C4 94002•(415)349-5538
Member Libraries:Burlingame Da/y City.Menlo Park•Redwood City•San Bruno•San Mateo City-San/Mateo County..outh San Francisco
AGRFE-MF7NT FOR JOINT LIBRARY SERVICES
THIS AGREEMENT, between the CITIES OF BURLINGAME, DALY CITY and MENLO
PARK, entered into this day of 1981,
WITNESSETH :
WHEREAS, the Cities of Burlingame, Daly City and Menlo Park each pro-
vide a library system and services for their residents; and
WHEREAS, said cities desire jointly to utilize the cataloging services
of the Research Libraries Information Network (hereinafter referred to as "RLIN")
as provided through the California Library Authority for Systems and Services
(hereinafter referred to as "CLASS");
NOW, THEREFORE, it is AGREED by the parties hereto as follows:
I. ODerational Provisions
1. Each city shall maintain a contract with CLASS for the cataloging
services of RLIN similar to that agreement attached hereto as EXHIBIT A, provided
that all cities shall share the same on-line file.
2. The ownership of records in the shared file shall be joint among
the cities. Each city shall have the right to obtain a copy of the shared file
from RLIN for local use; jointly seared data shall not be sold without written
consent of all three cities.
3. Records entered into the shared file shall not be deleted from
the RLIN databases without prior notification and approval•of the other cities.
4. The cities shall formulate mutually acceptable guidelines for
catalog record maintenance and shall update and modify shared records in accordance
with those guidelines.
II. Fiscal Provisions
1. Each city shall, directly order such start-up and installation
services of RLIN as it determines necessary, and may from time to time incur
l
r
costs of on-going lease line communications charges, terminal maintenance charges,
catalogue card charges, training charges, supplies, tapes, and other associated
services. It may also order such individual services as retrospective conver-
sion services, acquisition services and other associated services. Billing for
all such charges shall be directed each month to the City of Burlingame, and
such charges for Daly City or Menlo Park shall be rebilled in full by Burlingame
to each individual city. Such rebillings shall be monthly, except that start-up
costs may be individually rebilled as they are received if Burlingame so deter-
mines.
2. Each city shall have a separate log on procedure for accessing
RLIN so that each system use by each city can be determined by the City of
Burlingame for billing and statistical purposes.
3. All charges for cataloging services shall be prorated among the
cities as set forth in this paragraph. During the first fiscal year of this
agreement charges shall be divided among the three cities in the proportion of
the number of titles added by that city during the preceding fiscal year to the
�- total number of titles added by all three cities during the period. On April 1st
next following the execution of this agreement, the actual number of titles cata-
loged from RLIN by each city shall be determined, and the billings previously
made to each city shall be adjusted proportionately on the basis of the actual
number. .Those figures shall also be used for determining the proportionate
billing of the cataloging cost until June 30 of that year and for the fis.ca:l.year
commencing on the following July Ist. Thereafter, on April 1st of each year, a.
determination shall be made of each city's proportionate number of titles obtained
through RLIN for the use in the next years billings. All bills sent to Daly
City or Menlo Park under either this paragraph or paragraph II 1 shall be paid
within thirty (30) days of receipt.
III. Term
This agreement shall continue from year to year unless terminated by
one of the cities, Such termination shall result if any city gives notice to
.... the other cities of its desire to terminate said agreement at least ninety (90)
days before the end of a fiscal year. This agreement shall thereafter terminate
2
at the end of said fiscal year, except that Daly City and Menlo Park will remain
responsible for any billings received by Burlingame for services provided to
�.. Daly City or -Menlo Park up to the end of said fiscal year.
IN WITNESS WHEREOF, the parties hereto have caused this agreement to
be executed by their duly authorized officers as of the day ana year first above
written.
a
CITY OF BURLINGAME
By
Its City Manager
ATTEST:
City Clerk
CITY OF DALY CITY
By
Its
ATTEST:
City Clerk
CITY OF MENLO PARK
By
Its
ATTEST:
City Clerk
3
jv
n
3
I-Y"4,e
--- /
ZL--- L
s -
r
t�
COOP ERt, T IV E AGREE ;IE: NT
THIS ALR- -li-EN is made and entered into by and between t}►e California Libr.zry
Authority for Systems and Services ("CLASS") and
Library ("Participant") .
W I T N E S S E T H:
CLASS has, among its other purposes, the goal of developing a Cooperative
Library Network (CLN) which seeks to reduce the rise of cast increases to
libraries and improve library and information services to their users. It
is e:cpected that sharing of library bibliographic resources through access
to common cataloging and other data bases by means of remote access computer
resources by Participants in the CLN will support that goal... Cooperation
between CUSS, Participants and such remote-access systems is essential to
promote such sharing of library resources for education purposes.
Accordingly, CL_ SS it l? provide its services to Participants in cooperation
with the Research Library Information Netvork (RLI;,i) located at Stanford
University, Palo Alto, California, and operated for the Research Libraries
Group, incorporated (RLG) .
Therefore, the parties agree as follows:
1.0 D%TA E .SES
1. 1 CLASS will provide to Participant Iecess to the RLIN data lase inclining
but not necessarily limited to read access to the Catalog Data File and write
access to the In-process File, and read access to the (Cross) Reference File,
ati ..,o11 as other files as they become available.
1.2 Participant may make arrangements with CLASS to input or----gii-ial catalog
data into the RLIN data base in accordance with RLIN standards and procedures,
as agreed to by CLASS.
1.3 All data added to the RLIN data base by Participants may be used by RLG/
RLI.N for any purpose without restriction. RLG/RLIN has the right to use with-
out restriction any programs it develops under this Agreement. CLASS MAKES
NO WARRANiTY, EXPRESS OR IMPLIED, AS TO THE MERCHANTABILITY OR FITNESS FOR PUR-
POSE OF THE DAT:'., PROGILA.^iS, OR SERVICES PROVIDED HEREUNDER. CLASS offers its
services on an "As ;s" a :.
sis, and cannot guarantee any information derived from
the :.LI system or its Participants.
1.4 Participant shall have the right to obtain a copy of the data it enters
or of all records containing data entered by Participant as provided in Schedule I.
1
-2-
1.5 In no event shall Participant_ copy all or any portion of the data base in
machine readable fora except with the prior written consent of CLASS.
2.0 SERVICES
2.1 CLASS will provide. to Participant access to shared cataloging services
and other services as they become available from RLII, as specified in Schedule I,
attached and made a part hereof.
2.2 CLASS will provide Services to Participant, including system installation,
training, profile definition, information and documentation distribution, user
group administration and other services as specified in Schedule I, subject to
mutual scheduling approval. Participant shall exercise best efforts to use
the system efficiently by conforming to procedures described in documentation
provided by CLASS. Since the rates set forth in Schedule I -are based on use of
efficient procedures, a consistent use of inefficient procedures, despite notice
from CLASS, shall be grounds for termination.
2.3 Participant will not use RLIN computer accounts provided under this Agree-
ment for any purpose ether than those specified herein.
Participant and CLASS shall specify the uses (from Schedule I) which shall be
rade of each account, and thereafter Participant shall restrict each account to
such specified uses. Each account shall be charged according to the permitted
uses specified .for it.
2.4 Participant shall- be responsible for insuring that its account numbers an-
their keywords are not misused by anyone using terminals under Participant's
control, and agrees to pay for all charges resulting from any such misuse.
2.5 Participant is under no obligation to make use of those services described
herein.
2.6 The computer system used to provide RLIN services is currently scheduled
to be available as follows (all times are Pacific Time)
Monday, Wednesday and Friday 5:31 a.m. - 6:00 p.m.
7:30 p.m. - 10:30 p.m.
Tuesday, Thursday 5:30 a.m. - 10:30 p.m..
*Sattrrday 1:00 p.m. - 10:30 p.m.
(*for searching and display only; weekdays, for searching, display and
shared cataloging)
The system is not available during the following holidays: New Year's Day,
14ashit:gton's Birthday, Memorial Day, Independence Day, Labor Day, Thanksgiving
Day and the day following, and Christmas Eve and Christmas Day.
This SC-h edule m.?y be changed, but not curtailed.
3.0 ACCESS DEVICES AND TECHNICAL ARRANGEMENTS
.-r
-3-
3.1 Before opening a new account for si_rvices, Particip!Ilt aid CLASS shall
agree as to tie terminals, modems, multi-drop bose.s, co,::nunicatians
lines, and
oth,,r equipment to be used for connections to RLIN services. CI,:?SS intends to
1, ke such equipment available and to maintain such equipment in order to contr^_'.
system breakdowns. Participant and CLASS shall agree in writing as to
potential s
c�:hic}i co-;:orients shall be furnished and/or maintained by CLASS at rates than Len-
erally charged by CLASS; all other components shall be the responsibility of
Partici;nant.
3.2 All equipment referenced in 3.1 move shall meet RLIN specifications.
4.0 REIMBURSMENT
4.1 Participant will reimiburse CLASS for costs at the rates for the various
services provided for in Schedule I. The rates in Schedule I may be amended
at CLASS°s sole discretion upon 30 days notice to Participant. New services
with their respective rates may be added to Schedule I by CLASS at any time
during the term of this Agreement; such rates shall be applicable from. the date
the corresponding services are used by Participant.
4.2 Participant will be responsible for any sales, use, property, or similar
taxes fees or assessments levied by any governmental agency to which Partici-
pant or the services supplied to Participant hereunder or the equipment installed
at Participant pursuant hereto or the paynents in respect thereto may be subject.
5.0 TERM
5.1 Subject to the provisions of Section 5.2 below, the initial term, of this
Agreement shall be one year, beginning on the effective date hereinafter set
forth, and will automatically be extended from year to year.
5.2 Nevertheless, this Agreement may be terminated by either of the parties,
at any time, on 90 days written notice to the other.
6.0 BILLING AND PAYr2 NrS
6.1 RLG/RLIN will render billings monthly and all payments will be due 30 days
from date of billing. Late payments shall bear interest at the rate of 10 per
annum. A deposit account -may be established in any amount for payment of ser-
vices in advance in order to reduce risk of a late payment. amounts involved
will be deducted from the deposit credit balance monthly, and unused deposit
amounts refunded upon request.
7.0 GENZERAL PROVISIONS
7.1 This Agreement shall not be assigned by either party in whole or in part
without first obtaining the express written consent of the other party. Not-
withstanding the foregoing, in the event of a merger or reorganization of either
party, this Agreement may be assigned to the successor entity. Participant shall
use, or permit the use of, RLIN services provided hereunder only for the benefit
of Participant's libraries and their users unless specific written acceptance of
any other library is provided by CLASS.
-4-
- 7.2 excuse for non-performance. Any failure of performance by CLASS here--
under which is duce to causes reasonably beyond its sole control, including
but not limited to acts of civil or military authority, national emergencies,
fire, flood, other catastrophies, labor dispute::, acts of God, quarantine, or
insurrection, wars, riots; as well as a failure of communications or computer
systems a€fec[ing the RLIN system shall not be deemed to be a default by CLASS.
7.3 This Agreement shall be construed in accordance with the laws of the State
of California and any void or voidable provision hereof shall not invalidate
the other provisions of the Agreement.
i
7.4 Participant agrees to indemnify, defend and save harmless CLASS, its dir-
ectors, officers, agents, and employees from and against any and all losses,
damages, liability, expense, claims or demands of whatsoever ciiaracter,'arising
or resulting from the acts or omissions to act of Participant, its officers,
agents, employees, students, invitees and guests, except for any claim for in-
fringement of violation of ownership rights which may arise from Participant's
use of the RLIN data or programs.
7.5 This written Agreement constitutes the entire understanding between the
parties.
7.6 Addresses for communication. Communications concerning this agreement shall
be addressed as follows:
CLASS: Executive Director
._. California Library Authority for Systems and Services (CLASS)
1415 Koll Circle, Suite 101
San Jose, California_ 95112
(408) 289-1756
Par.ticipant: )3 t j r_ i nna m o P 11b I i r ihrary _
480 Primrose Road
Burlingame' CA 94010
(415) 342-8931 EXt. 61
IN ;JITNESS WHEREOF, the parties hereto have executed this Agreement in duplicate,
effective on _Augii�*_l, 1979
date
By the California Library Authority BY BURLINGAME PUBLIC LIBRARY
fo Sys ems and Service. (Partici. ant)
Z�_ f
Authorized Stflnature Authorized Signati►
C I TY L I BRAR I AN
1-�
Title Title