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HomeMy WebLinkAboutMin - LB - 1981.02.17 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES FEBRUARY 17th, 1981 CALL TO ORDER: The meeting of February 17th, 1981 , was called to order by Chairman Nagle at 4 : 30pm. ROLL CALL: Trustees Present : Chairman Nagle, Secretary Fricke , Trustee Parsons and Trustee Weatherbe Trustees Absent : Trustee Hechinger , excused for vacation Also Present : Mrs . Patricia Harding, Reference Librarian Mrs . Joy Molder, Assistant City Librarian Mrs . Judy Gladysz , Library Secretary BILLS : Checks in the amount of $9 ,658 . 72 were approved to be paid on a motion made by Trustee Weatherbe , seconded by Trustee Parsons , and carried. Special Fund checks in the amount of $2 ,179 . 58 were approved on a motion made by Trustee Parsons , seconded by Trustee Weatherbe and carried. MINUTES OF THE MEETING OF JANUARY 20th, 1981 : Minutes of the meeting of January 20th, 1981 , were approved as written and ordered filed. CORRESPONDENCE : None INTRODUCTION OF PAT HARDING, NEW LIBRARIAN I , IN THE REFERENCE DEPARTMENT : Mrs . Bergsing introduced Pat Harding, the new Reference Librarian, to all of the Board members present. Pat told a little about herself, and some of her past experience in Library work. Chairman Nagle expressed , on behalf on the Board members , how pleased they were that she was working at the Burlingame Public Library, and that she had accepted the position in the Reference Department . He commented that the Library has one of the best staffs in California,if not the very best. Pat said she was pleased to be here. LIBRARIAN' S REPORT: Discussed in conjunction with Unfinished Business . UNFINISHED BUSINESS : Automated Circulation : Librarian Bergsing stated that the City of San Mateo is "on-hold" waiting to hear what the County is doing. She discussed some of the options BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - MINUTES 2/17/81 PAGE #2 : available to the City of San Mateo. She said that the County, hopefully, will go out for bid in March. Mrs . Bergsing stated that she had received two estimates , for Burlingame to "go it alone" , one from DataPhase, in the amount of $1795740 . 00 and one from C .L. S . I . in the amount of $207 , 000 . 00 . Neither estimate includes Conversion Costs . There are no final figures available for the County, until the vendors respond to the R. F .P. Trustee Parsons asked if a "shared" system would be less expensive and Mrs . Bergsing told her that it would be , probably half the cost of what it would be to purchase our own. Then Mrs . Bergsing explained the function of the computer, its holdings capacity , etc. Secretary Fricke asked about the possibilities of going into a shared system and later "pulling out" . Librarian Bergsing said the DataPhase representative was going to check into the problems and availability of that capability. Trustee Weatherbe asked what the process was to convert the collection over to "machine readable form". Mrs . Bergsing explained that there were several conversion methods that were possible. One method would be to use another library ' s holding that had already been converted. `- Burlingame would "match" its holdings against a tape of the machine readable data base , and then at the end of the process , purge the other library' s holdings that did not match Burlingame' s holdings . The remaining titles , that did not match , would have to be added manually by the Burlingame staff. Mrs . Bergsing explained that so many libraries in California, and on the West Coast , had already converted their collections , that the "hit-rate" was getting better and better. Joseph Matthews , the Library Consultant , thought that San Mateo libraries should be able to find one or more data bases that could produce an 85% to 900 match. Trustee Parsons asked if the Branch had its own shelf list of books and Mrs . Bergsing replied "yes" . Trustee Parsons also raised the question as to whether or not the Library would close down for the conver- sion period. Mrs . Bergsing said "no" . The Burlingame Public Library collection was too large to complete a conversion in a "crash program" while the Library was closed for a few days . It might be feasible to convert the Branch Library that way, but not the Main Library. After further discussion, Mrs . Bergsing told the Board that she would keep them informed of any new developments . BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - MINUTES 2/17/81 PAGE #3 : G. R. C. Study : Mrs . Bergsing informed the Board that she now had extra copies of the G. R. C . study on"The Feasibility of Automating Circulation Systemwide for P. L. S . " , if anyone was interested in reading the report . Trustee Weatherbe and Secretary Fricke each took a copy and Chairman Nagle and Trustee Parsons said they would read it when they were finished. Capital Improvements : Mrs . Bergsing stated that she was still working on the Capital Improvement budget requests . The major items will be computerized circulation, reorganization of the Library, and replacement of the communication equipment. Chairman Nagle asked if she had obtained any new figures for making the physical changes and Librarian Bergsing informed him that she had met with architect , David Crabbe, A. I .A. , to ask what the possibilities were to enclose the mezzanine and to convert it to Reference office space. His recommendation was to enclose the mezzanine section in order to eliminate the noise of the Reference offices if they are to move up there . A pre- liminary work estimate was around $6 ,500 . 00 . Mrs . Bergsing stated that she was meeting with Anne Kirkland, the Building Consultant , from the California State Library in Sacramento , on Wednesday , and she was anxious to get Ms . Kirkland' s opinion regarding the subject . Mrs . Bergsing briefly explained some of the other various changes to the Board members and discussion followed. Chairman Nagle stated that whatever plan is presented, that he would like to see alternatives , in order to have as broad a range of options , as possible , to choose from. Mrs . Bergsing told the Board that she was meeting with a telephone representative to find out what the alternatives are for a new communications system. She said she would keep them informed . Mrs . Bergsing said she was obtaining new estimates on the painting that needs to be done. She said that last year' s estimates are a year old now, and furthermore , since the installation of the smoke detectors , more areas need painting. She also stated that she was having some problems obtaining an electrician. There are some outlets that need to be changed, and new light fixtures installed in the Cataloging Department . She will keep the Board informed. Book Chat : Mrs . Molder was called upon to give the Board an update on the progress of the Book Chat Program. She explained to the Board that BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - MINUTES 2/17/81 PAGE #4 : it is scheduled in the Main Library, in the Community Room, on the fourth Tuesday of each month. This schedule will be in effect for 4 months , then the program will be held at the Easton Branch Library for 4 months . Smoke Detection System: Librarian Bergsing told the Board members that the Smoke Detection System is completely installed. She further stated that Mrs . Molder is doing an extensive training session with the staff in order to be able to handle an emergency. Mrs . Molder hopes to carry the Smoke Detection System training one step further in order to consolidate it with the "Disaster Plan" that the Department of Emergency Services developed a year ago . Miscellaneous : Secretary Fricke announced that she had received a phone call at home, from a collector of antique prints . He was interested in selling his prints and donating 100 of his profits to the Friends of the Library. Librarian Bergsing said she was concerned with anything that might involve staff time, but other than that she couldn't see why it wouldn 't be legal for the Friends to participate in such a sale. Chairman Nagle suggested that Alice call Jerry Coleman to find out if there were any objections or legal problems involved. Mrs . Fricke said she would investigate the situation. Chairman Nagle was concerned about the funds in account #750210 and 750251 which specifically are : Library Professional and Special Services and Librarian-Conference and Meetings . Mrs . Bergsing stated that in order to receive more money for these two accounts , she might have to petition the City Council. She already planned to request additional funds for both the Librarian and Staff Conference Accounts . She stated that she had forgotten when she did the budget that the American Library Association was meeting in San Francisco in June. She wants as many staff as possible to attend the National Conference since the American Library Association has met in San Francisco only twice since 1957 . Chairman Nagle and the rest of the Board members expressed �.. support for the need for additional funds . Barbara Parsons moved for reasonable and prudent additions to the Conference Accounts . The motion was seconded by Trustee Weatherbe and carried unanimously. BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - MINUTES 2/17/81 PAGE #5 : Mrs . Bergsing announced that there is going to be a staff party in April. She further stated that it is going to be held at the Lion ' s Hall on the eleventh. She said the "theme" was going to be "Western" , and for everyone to drag out their cowboy boots and hats and come and have a good time . The Board members all agreed that this was a good idea and that they would all try and be there. ADJOURNMENT: The meeting was adjourned at 5 : 50pm, with the next scheduled meeting set for March 17th , 1981 at 4 : 30pm in the California Room Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jag