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HomeMy WebLinkAboutAgenda Packet - LB - 2000.10.17 URLINGAME PUBLIC LIBRARY BURLINGAME r r Board of Trustees Agenda a October 17, 2000 - 4.30pm Ge��c gRe� 480 Primrose Road - Board Room SUGGESTED ACTION 1. CALL TO ORDER 2. ROLL CALL ✓3. WARRENTS & SPECIAL FUND Approval ✓4. MINUTES Approval /5. CORRESPONDENCE AND INFORMATION Information a. Duncan Trust -Asset Allocation b. Letter- Second Harvest Food Bank c. Revolving Account Statement d. Trustees' Account Statement 6. FROM THE FLOOR(Public Comments) REPORTS Information `- !City Librarian's Report - Escoffier Foundation Report- Herman,Dunbar c. Duncan Trust - Coar , Ver. Marshall Trust - Escoffier 8. UNFINISHED BUSINESS ,a. Donor Wall Funding Information/Action VY. Time Capsule Committee .beef Action �X. Employee Achievement Awards Update Discussion 9. NEW BUSINESS t/. Internet Policy (See Librarian's Report) Information . Microform Reader Printer Funding Action c. Posting of Materials Information 10. ADJOURNMENT Adjourn N N �B(1RlJtiGAME 1 B U R L I N G A M f PUBLIC LIBRARY Burlingame Public Library Board of Trustees Minutes September 19, 2000 I. Call to Order The meeting of September 19, 2000 was called to order by President Cecile Coar at 4:30 pm. II. Roll Call Trustees Present: Jeff Berger, Cecile Coar, Jane Dunbar, Mary Herman and Mary Lou Morton Staff Present: Alfred Escoffier, City Librarian Sidney Poland, Recorder III Warrants & Special Fund The Trustees unanimously agreed to approve the warrants as presented. M/S/C (Morton/Herman) IV. Minutes The Trustees unanimously agreed to approve the minutes of the August 21, 2000 meeting. M/S/C (Berger/Dunbar). The minutes of the Special Meeting of September 7, 2000 regarding the Hearing on and Consideration of Suspension of Library Privileges of Joseph Patrick Banyasz were approved as read. M/S/C (Herman/Dunbar) V. Correspondence Correspondence mailed in the packets was reviewed. The City Librarian commented on the following issue: 1. Parking Permits the City Council passed an Ordinance which will allow issuance of parking permits for City Employees in Lot A (parking structure). VI. From the Floor (Public Comments) - None 4 8 0 P r i m r o s e R o a d • Burl i n g a m e . C A 9 4 0 1 0 - 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fox ( 650 ) 342 - 1948 • www . pls . lib . ca . us / pls / pls . html VII. Reports A. City Librarian's Report: The City Librarian reviewed his report highlighting the following events. 1. Time Capsule -The time capsule, sponsored by Shinnyo-en, is located in the Children's Room. Items reflecting the world of 2000 are being collected from the public during September & October. The Library is also contacting teachers in the Burlingame schools in an effort to have their students participate in the program. It was suggested that the Trustees place an item in the capsule, such as an old catalogue card. 2. Fall Book Sale - The Friends book sale will be held Friday night October 6th, Saturday, October 7th and Sunday afternoon the 8th. 3. Cultural Programs - The Library will host a slide lecture featuring "Kingdoms of Edward Hicks" on November 2nd and a lecture on the Anderson Graphics will be given on November 16th. These exhibits can be visited at the Museum of Modern Art and the Legion of Honor in San Francisco. 4. Joint Retirement Reception On October 27th - The Library staff, friends and family will join Esther and Deanna on `— Friday, October 27th from 5:00 -7:00pm to wish them well in their new role as "retirees" and send them off on the road to "new adventures, new lives" S. Personnel - Interviews for the Library Services Manager will be held September 15th. Recruitment for Circulation Supervisor applications is open until October 2nd. Brenda Chavez resigned her position as a part time reference librarian to accept a position as the Mercy High School Librarian. 6. New City Manager - The City Council announced the appointment of Jim Nantell as the new City Manager. He will replace Dennis Argyres who is retiring in December. B. Foundation Report - 1. Elegant Affair - Invitations will be mailed by October 1St. 2. Merger of Friends and Foundation - The ad hoc committee will begin work on the transition in November. 3. Donations - The Foundation approved approximately $20,000 to fund various Library programs and needed equipment. President Coar will personally acknowledge the Foundation's generosity. Library Board of Trustee Minutes 2 September 19, 2000 VIII. Unfinished Business A. Employee Recognition Dinner - President Coar will assist Stephanie Lucas and Mary Herman in planning this event. B. Employee Achievement Awards - Trustees Herman and Berger will review the staff recommendations for the awards. IX. New Business A. Duncan Financial Statement - President Coar requested the Trustees review the information received from the Peninsula Community Foundation in order that it can be discussed at the next meeting. M/S/C (Herman/Berger) B. Joint Retirement Party Request - The Trustees agreed to fund the joint retirement reception for Esther and Deanna with the added proviso that if gift donations did not reach the $400. goal, the Board would supplement the difference. M/S/C (Herman/Dunbar).. C. Holiday Schedule - The Trustees accepted the Holiday Schedule for the year 2001 including January 1st of 2002. M/S/C (Morton/Berger) D. Agenda Items for October Meeting 1. Microform Reader and Printer `.- 2. Review of the Library's Internet Policy X. Adjournment Trustee Mary Lou Morton said her good-byes and expressed how much she enjoyed serving on the Library Board of Trustees. Mary Lou will be traveling for a 4 month period. The meeting was adjourned at 5:30pm. M/S/C Herman/Dunbar The next meeting will be held October 17, 2000 at 4:30pm. Respectfully Submitted Alfre H. Escoffier City Librarian Library Board of Trustee Minutes 3 September 19, 2000 -SEP. 18.2000 45PP1 PENINSULA 00111 FOUIT N0.007 P.7/4 PENINSULA r CQMMUN I TY ' FOUNDATION ON THE WES AT;w Av.pcf osg Asset Allocation for Endowment: Funds Endowment funds are invested for total return in a diversizled portfolio designed to meet current distribution requirements and to provide for long-terra growth. Investment management fees range Isom 40 basis points to 65 basis points. All funds are pooled within these investments. Fees, capital gains and income are allocated monthly based on the average Fund balance at the beginning and end of each month. Investments are rebalanced through allocation of new contributions and are reviewed quarterly. Up to five percent(5%) of any Fund may be held in cash to allo w for distribution of grants and other expenses. The annual balance available for grants is determined by 1-alcing five percent ON of asset balances, averaged over twelve trailing quarters. In addition, any unused grant money from the previous year is added to the 5% calculation to make the total available for the current year. Target Asset Allocation Investment Managers Domestic Equity 569% Large Cap 40% Dodge & Cox, ?Montag& Caldwell, Vanguard Index 500 Small Cap 6% INVESCO Venture Capital 10% Accel VTI, VIII; Mayfield X, XI; Molz Davidow VI; Sequoia Capital Franchise, l.. International Equity 10% Developed Markets 7% Morgan Stanley Dean Witter Liternational ?Magnum Fund Emerging_Markets 3% MSDW Emerging Markets Fund Domestic Fixed-Income 34% Dresdner R"—'M, Wells Capital Management 911 S/00 !'00 SOUTH EL CA.NIINO REAL.. SUITE 300 SAN NATF.O, CAUFOR::IA 94402-3049 SEP. 19.2200 10:2_11PM PENINSULA 1--OMM FOUND NO.01'3 Peninsula Community Foundation 1012 Roger and Jean Hunt Duncan Fund Fund Activity Statement July 1, 2000 through July 3•I, 2000 i Prepared for: Mr. Alfred H. Escoffier Burlingame Public Library 480 Primrose Road Burlingame, CA 94010-4083 -G.�--_..�.. -�.-: -- -- Z'�7�__----�""•�L" �'.- -Fund Activity Y-T-p Beginning Balance $ 963,337.49 $ 978,754.29 Contributions 0.00 0.00 i Investment Income 1,412.48 12,296.66 Gain/Loss on Gifted Securities 0,00 0.00 Gain/Loss on Investments (15,308.74) (31,193.41) Interfund Contributions 0.00 0.00 Other Income 0,00 0.00 i Grants Awarded 0.00 (8,000.00) Intenvnd Grants 0.00 0.00 Administration Fees (402.16) (2,818.47) Other Expenses 0.00 0.00 i Ending Balance $ ;-349,039.07 S 949,039.07 Grants Pending $0.00 Balance Available for Grants S192,148.03 investment Allocation Asset Allocation Per Agreement: Endowment Pool 100.00% I � I Comments If you have any questions about this statement or your Fund, please call Kara Coyle or Vera Bennett at(650) j 1-9369--they will be happy to assist you. We appreciate your partnership with the Foundation, and it is our _ asure to work with you. i --SEP. 18.20a 5:47FN PENINSULP COMM FOUND NO.007 P.=!4 PENINSULA COMMUNITY FOUNDATION ON THE WEB AT:wnvw.pcf org The Roger and Jean Hunt Dunean Fund The Roger and Jean.Yount Duncan Fund was established irl 1980 to pro-vide additional income to the Burlingame Library as a supplement to tax revenues from the City. UP until December of 1990, when the City purchased the property on Primrose, that income came from the rental of the property, from 1990 to 1994 the proceeds from the sale of the property as well as the balance remaining in the Primrose Property checking account ($555,5S4.12) was invested in fixed income securities, The iucorne from those securities was available for Library use. In 1994 the Foundation extended its total return investment policies to include all permanent funds at the Foundation, The Library's Board of Directors elected to pool the Duncan Fund's assets with PCF's endowment at that time. This decision was made so that capital appreciation would accrue to the principal of the Fund, increasing income over time, Requests for distributions from the fund must come in tho-form of a proposal initiated by the Directors/Staff of the Library. Any grant made from the Fund must be used as a supplement, not a replacement, of the income the Library receives from the City. All requests must be approved by the Foundation's Distributa.on Committee. Grants made 4/17/91 560,000 Costs associated with moving Administrative and Reference staff offices, faraiture for storage and display of audio-visual ma,;arials, on-going collections. 7/9/92 $32,900 On-going collections, C-D :Rom products, computer equipment and software, two outside book &:a/v material return boxes, two new terminals for access to the on-line catalog and circulation system, 4/29/94 510,000 Start-up funds for the Burlingame Library Foundation 2/151195 $7,000 Additional start-up funds tier the Burlingame Library Foundation 4/9/98 $20,000 Upgrade internet services ,fbr the Library 2/29/00 SS,000 Project Read 9/18/00 1700 SOUTH EL CAMINO REAL, SUITE 30C SAN MATEO. c_ALIFORMA 94402-3049 TEL: (650) 358-9369 EkN: (650) 358-9817 1051 Bing Street San Carlos,CA 94070-5320 (650)610-0800 Fax(650)610-0808 OF SANTA CIARA AND SAN MATEO COUNTIES July 17, 2000 Ms. Esther Cummings Burlingame City Library 480 Primrose Road Burlingame, CA 94010 Dear Ms. Cummings: Statistics are finally in from the Spring 2000 Food Drive. Through the combined efforts of schools, the legal community, individuals, businesses, and Postal Workers, donors on the Peninsula contributed an amazing 150,210 pounds of food and $14,898.67. 1 would like to personally thank you and everyone at Burlingame City Library for working with us to assist thousands of low-income people in our community. Your donation of 43 pounds of food insured that our hungry neighbors had food throughout the spring and into the summer. Your contribution helped Second Harvest Food Bank to provide basic food assistance to more than 116,000 people each month plus expand services to hungry children, special needs populations and other diverse groups we serve. Many people made this success possible in so many different ways. Please extend our thanks to everyone who helped. Again, all of us at Second Harvest Food Bank appreciate your tremendous support and look forward to working with you in the future. Sincerely, '�?Susan Takalo Program Manager ST/st Note: Your donation is deductible to the extent allowed by law. Per IRS regulations, we hereby state that no goods or services were received in exchange for this gift. Federal Tax ID Number: 94-2614101. REVOLVING ACCOUNT B OF A-All Accounts 10/10/00 Account Balances Report As of 10/10/00 Page 1 10/10/00 Acct Balance ASSETS Cash and Bank Accounts Atkinson Fund 200.00 Books On Tape 5.51 Chautauqua Programs 0.00 Delgado Fund 200.00 DiLorenzo (Joann) Fund 100.00 Duncan Trust-Internet 3,305.70 Friends of the Library 8,350.29 Henzel (Bonnie) Fund 4,489.69 Large Print Books -9.63 Manini (David) Fund 25.00 Moose (Gladys) Fund 100.00 PLS Video -68.59 Postcard Sales 330.50 Programming 21.60 Reading Club 134.51 Rental Fund 3,899.90 Retirement Parry 805.00 Staff Recognition 249.97 Taylor (Isobel) Fund 55.96 Veech Fund 1,478.63 Volunteer Program 2,940.48 Writers Club 150.00 TOTAL Cash and Bank Accounts 26,764.52 TOTAL ASSETS 26,764.52 LIABILITIES 0.00 OVERALL TOTAL 26,764.52 TRUSTEES SPECIAL FUND-All Accounts 10/10/00 Account Balances Report As of 10/10/00 Page 1 10/10/00 Acct Balance ASSETS Cash and Bank Accounts Bradford Trust 429.98 Burlingame Bank and Trust 600.00 Donations-Misc 4,599.03 Duncan- Misc 1,868.40 Duncan-Audio Visual 69.89 Duncan-Fine Arts 4,000.00 Ellis Memorial 340.00 Farrell (Julia) Fund 9,308.06 Fricke (Alice) Fund 465.64 Gottlieb (Ruth) Fund 50.00 Interest 19,245.26 Jackson (Dorothea) Fund 10,000.00 Karp Fund 200.00 Lechich (George Paul) Fund 710.00 Markus Fund 325.00 Nadaner Fund 15.00 Peltier Memorial Fund 1,270.00 Porter (Hilda) Fund 20,000.00 Poulton Memorial Fund 110.00 Schmidt (Mary Jane) Fund 1,565.00 Shinnyo-En USA Fund 3,000.00 Thayer Fund 125.00 Xerox Fund 44,635.88 TOTAL Cash and Bank Accounts 122,932.14 TOTAL ASSETS 122,932.14 LIABILITIES 0.00 OVERALL TOTAL 122,932.14 IBURLIIYOAM E B U R L I N G A M E P U B L I C L I B R A R Y City Librarian's Report October 17, 2000 New Library Services Manager! Pat Harding will assume the role of Library Services Manager on October 16, 2000. Pat worked for Burlingame Public Library for 5 years from 1984-1986. She then worked at Daly City Library and most recently as Library Services Manager at the San Bruno Public Library. Pat has had extensive experience with system and network issues, reference and public services. Pat lives with her husband and two children in Burlingame. She is active in community affairs and her daughters attend Burlingame schools. We are very pleased to welcome Pat back to Burlingame! Time Capsule The Time Capsule program is underway. The library received excellent coverage in the daily newspaper last week. We will accept entries until the end of October. The capsule will then be sealed and presented to the City at the December 8 "tree lighting" event. Brochures and more details are available in the library lobby. The project was underwritten by Shinnyo-en of Burlingame. Cultural Programs Two cultural programs are scheduled for November 2 and 16. "Kingdoms of Edward Hicks" will feature docent Kay Payne offering a slide lecture on the exhibit. On Thursday, November 16 a lecture on the Anderson Graphics collection will be held. This exhibit will be held at the Museum of Modern Art and the Legion of Honor. Donor Wall Additions Andrew Bradford, the Napa Valley artist who is working on the additions to the Donor Wall, is creating a prototype leaf and vine for staff and Board review. We hope to have the prototype ready for the Elegant Affair event. The sculpture will be in metal on the two pillars at the Donor Wall. The question to be discussed at our next meeting will be the funding of the Donor Wall. The Foundation Executive Board has agreed to support up to one half of the expenses. Marshall Trust Several Board members asked about the status of the Marshall Trust. The Assistant City Manager, Rahn Becker, reports that the Marshall Trust interest is posted annually June 30`h. The interest earned is the average for the portfolio balance. The Trust earned $ 23,039.57 for 1999-2000. The average yield for the year was just over 6%. For the month of June it was 6.237%, and increasing based on recent market trends. 4 8 0 P r i m r o s e R o a d • B u r l i n g a m e • C A 9 4 0 1 0 - 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fox ( 650 ) 342 - 1948 • www . pls . lib . c a . us / pIs / pIs . htmI Internet Status Trustee Morton asked for a review of the Internet usage at the library. The usage of the Internet remains high. We have had no complaints about our service. We continue to maintain 9 public Internet stations 5 by reservation only, 3 for express use (15-minute use) and one filtered Internet in the children's room. The major behavioral issue we had in the past few months was with one particular patron. This individual abused not only his Internet privileges but also a number of other behavior rules including: eating, drinking, sleeping, rolling cigarettes, not paying for printing, etc. At a recent Board meeting this individual was banned from the library until March 2001. There have been no other incidents to my knowledge. Building Issues Update The terrace door replacement is nearly complete in the Librarian's office. The other doors are in fabrication. We will be contracting soon for the work to be done on the terrace water leaks. Joint Retirement Reception A joint retirement reception honoring the many accomplishments of Esther Cummings and Deanna Tomei has been planned for Friday, October 27th in the Lane Room. The catered event will honor the many dedicated years of these two individuals. Invitations will be issued shortly. Esther's last day is October 27th; Deanna's last day is November 17th Personnel Recruitment for the Circulation Supervisor has been extended. We will schedule interviews and selection process shortly. We hope to have someone in the position by mid-November. Recruitment for the position of reference librarian will begin shortly to fill our vacant position. The new City Manager, Jim Nantell begins work on November 15th Elegant Affair Invitations have been sent out for the Foundation Elegant Affair. The event will be held in the library on Friday, November 10th, and will feature an international theme. The cocktail buffet will include music, a silent auction, raffle, library tours, and more! Invitations will be sent in early October. Funds raised from the event will go toward the development of an e-Book program at the library to be inaugurated January 2001. Upcoming Events • Friends Book Sale, October 6, 7 • Columbus Day, October 9, Closed • Foundation Board Meeting, October 12, 4:30 PM • Library Board Meeting, October 17,4:30 PM • All Staff Meeting, October 18, 8 AM • Foundation Elegant Affair, November 10 • California Library Association "Millennium" Conference, November 10-13, Santa Clara Convention Center Alfred H. Escoffier/City Librarian/10-6-2000 2 Attachment 8a 9 U R L I N G A M E �... PUBLIC LIBRARY October 10, 2000 TO: Library Board of Trustees FROM: Alfred Escoffier, City L rarian RE: Donor Wall Funding Recommendation: Review the options open to the board in funding for the Donor Wall and recommend action to the City Librarian regarding funding of the Donor Wall addition at approximately $ 11,000. Background: The library Donor Wall has been an enormously popular fixture to encourage prospective donors to contribute to the Burlingame Library Foundation for the benefit of the library. The wall itself was designed by Group 4 as part of the building and paid for by the city as part of the building. The Foundation funded the plaques for the wall and for the furnishings throughout the library. �-- With the addition to the Donor Wall, there is a proposal to add metal sculptural vines to the pillars at each side of the wall. The vines would hold approximately 120 additional names. The intention of the Foundation would be to encourage future donors by this addition to the wall. There are approximately 15 additional names which would qualify for the wall @ $ 1,000 each or more per donation. The Executive Board of the Foundation has agreed in concept to fund part, if not half of the cost of the additions to the wall, with the stipulation that the Board would find additional funds to fully fund the wall. The full Board has not yet had an opportunity to vote on the proposal. The options open to the Board would include Duncan Trust and the Trustees Special Fund. The Duncan Trust report is in your packets and the Trustees Special Fund is as well. Sufficient funds are available via either fund to fund half of the wall. 4 8 0 P r i m r o s e R o a d • Burlingame • C A 9 4 0 1 0 - 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fax ( 650 ) 342 - 1948 • www . pls . lib . ca . us / pIs / pIs . htmI fflA,MI , ' ' �Ga LUNN 10 ■ IN a ! 'r ma lot l rmi, Mill �ir,� Attachment 8b r B(IRLIIYGMIE 1 B U R L I N G A M f P U B L I C LIBRARY October 10, 2000 TO: Board of Trustees FROM: Alfred Escoffier, City Librarian RE: Time Capsule Contents Recommendation: Select one or two Board members (no more than two) for inclusion on a committee to select items for inclusion in the Time Capsule. Background: The Library, in cooperation with Shinnyo-en, is sponsoring a time capsule for the community. The Library is seeking submissions to the capsule through the end of October. At that time, we would like a committee to review the items for inclusion, which have been submitted and include additional items as needed for the capsule. Staff will then have the capsule sealed and readied for presentation to the City on December 8 at the community tree lighting. 4 8 0 P r i m r o s e Road Burlingame • C A 9 4 0 1 0 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fax ( 650 ) 342 - 1948 • www . pls . lib . ca . us / pIs / pIs . htmI rBURl1RGAMEI Attachment 9b BU R L I N G A M E P U B L I C LIBRARY October 10, 2000 TO: Board of Trustees FROM: Alfred Escoffier RE: Funding for Microform Reader Printer Recommendation: Authorize funding for a new Microform reader printer not to exceed $ 14,000 from the Trustee's Fund. Background: The time has come to replace our old microform reader printers. Staff has recommended replacing our two printers with one state-of the-art reader printer. The cost of the high-end reader is nearly $ 14,000. Others are available for a lesser cost but do not have the necessary accessories and high resolution printer. Staff is now investigating the best buys. This request is referred to the Trustees from the Foundation. The Foundation Board felt this was more "basic" than they would wish to fund at this time. 4 8 0 P r i m r o s e R o a d B u r I i n 9 a m e C A 9 4 0 1 0 - 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fax ( 650 ) 342 - 1 948 • www . p1s . Iib . ca . us / pls / pls . html BGRLJnGAME� UU." I B U R L I N G A M E P U B L I C LIBRARY October 10, 2000 TO: Honorable Mayor and City Council FROM: Alfred Escoffier, City Librarian RE: Posting of Materials Several of you asked me to review certain materials available in the library's giveaway/posting area for the public. I have reviewed the materials and the Board policy regarding posting and giveaways, and feel that the materials fall within the guidelines established by the Board of Trustees in November 1997. If Council would like this policy reviewed by the Board, it can be added to a future agenda for further Board discussion. 4 8 0 P r i m r o s. a Road Burlingame - CA 9 4 0 1 0 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fax ( 650 ) 342 - 1948 • www . pls . lib . ca . us / pls / pls . html POSTING OF MATERIALS UPDATE: 11/97 AHTHOR: ESCOFFIER The criteria for posting of materials is as follows: 1) City agendas, minutes and other required city posting. 2) Items of educational, recreational or cultural interest for the general public. 3) Events sponsored or promoted by non-profit or educational institutions. 4) Policy specifically excludes: business ventures, for-profit business opportunities (garage sales, items for sale, etc.) ,S - Giveaways of a similar nature may be made available on the racks for this purpose. Page 84