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HomeMy WebLinkAboutAgenda Packet - LB - 2001.08.21 URLINGAME PUBLIC LIBRARY BU RLINGAME Board of Trustees Agenda August 21, 2001 — 4:30pm 480 Primrose Road— Board Room SUGGESTED ACTION 1. CALL TO ORDER 2. ROLL CALL 3. WARRANTS & SPECIAL FUND Approval 4. MINUTES Approval 5. CORRESPONDENCE AND INFORMATION Information a. Letter: Peninsula Community Foundation b. Letter: Dan Stone Memorial c. Holiday Schedule 2001 - 2002 - 2003 d. Easton Report (To be hand delivered) e. Funding Recommendation: Easton 6. FROM THE FLOOR (Public Comments) . REPORTS Information /a. Librarian's Report - Escoffier A. Foundation Report—Dunbar, Herman 8. UN INISHED BUSINESS a liday Schedule 2001—2002 - 2003 Approval able Status Report Information 9. NEW BUSINESS a chitect Presentation: Dahanukar Brandes Approval Nunding Proposal Easton Approval hange Date of September Meeting to September 11, 2001 Approval 10. Announcements 11. Adjournment Adjourn rBURL1IYGAME 1 I r I B U R L I N G A M f �.. PUBLIC LIBRARY Burlingame Public Library Board of Trustees Minutes July 24, 2001 I. Call to Order The meeting of June 24, 2001 was called to order by President, Cecile Coar, at 4:30 pm. 11. Roll Call Trustees Present: Cecile Coar, Jane Dunbar, Andrew Gurthet, Mary Herman, Katie McCormack City Attorney: Larry Anderson Staff Present: Alfred Escoffier, City Librarian Lisa Wyatt, Recorder III Warrants & Special Fund The Trustees unanimously agreed to approve the warrants as presented. M/S/C (Herman/Coar) IV. Minutes The Trustees unanimously agreed to approve the minutes of the June 19, 2001 meeting. M/S/C (Herman/Guerthet) V. Correspondence Correspondence mailed in the packets was reviewed. VI. From the Floor No public in attendance VII. Reports A. City Librarian's Report - Al Escoffier The City Librarian reviewed his report highlighting the following issues. 1. Easton Branch- The architects have been requested to make a presentation to the Board at the August meeting. i 4 8 0 P r i m r o s e R o a d • B u r I i n g a m e • C A 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 2. Summer Reading Club - Reading clubs for pre-school, `- school age children and teenagers are in full swing. The teen program has nearly 150 readers this year which is the largest participation since the group originated. 3. Art in the Park - Linda Santo together with staff members Pat Harding, Sue Reiterman, Roz Mincher, Karen Kott and Georgia Rothrock organized the library's booth for this local event on June 9th and 10th. Giveaways included magnets with library phone numbers, children's calendars and bookmarks. B. Foundation Report - Dunbar/Herman - No Report VIII. Unfinished Business A. Easter Closure 1. Linda Crowe, System Director for PLAN/PLS has advised the City Librarian that there will be no access to the PLS automated network for circulation or bibliographic searching (catalogue) on Easter Sunday, as it is a District holiday. 2. Trustee Herman reported that Los Angles County Library closes on Easter Sunday designating the holiday as "Family Day". It is not a paid holiday. 3. Trustee Gurthet presented further information on the Martin Luther King Library court case. The Martin Luther King Library located in Washington D.C. was originally closed on Easter Sunday. Due to an increase in funding the library was able to open on Easter Sunday for three years. Increased expenses, difficulty in staffing and few patrons, led to the decision to return to an Easter Sunday closure. The library was sued for closing on this holiday but the court ruled in favor of the library's action. However, wording on signage to the public noting the closure of the library had to be non-religious. 4. City Attorney, Larry Anderson suggested that in keeping within state and federal legal decisions regarding religious holidays, only city and federal holidays should be specifically named in signage and publicity. The term "Holiday" should be used for non-city and non-federal holidays on which the Board wishes to close. Library Board of Trustee Minutes 2 July 24, 2001 5. Mr. Anderson further suggested that reasons for closing on Easter Sunday should cite the Martin Luther King case; state that the on-line catalogue would not be available; required numbers of staff for operation of building would not be available; staffing would be too expensive as premium pay would be necessary due to union contracts and patron traffic is anticipated to be low. 6. The Trustees agreed that the Easter Closure issue should be placed on the August agenda as an action item. 7. After the Trustees have taken action on the Easter Closure issue, the City Librarian has been requested to advise Mr. Dave Johnson by letter of the Trustees' decision. B. Election of Officers - The Trustees unanimously passed President Coar's motion to approve the nomination of Mary Herman as President of the Board for a one year term (July 2001-June 2002). (Coar/McCormack) The Trustees also unanimously passed President Coar's motion to approve the nomination of Jane Dunbar as Secretary of the Board for a one year term (July 2001-June 2002). (Coar/Gurthet). IX. New Business - A. City Council Contacts - The Trustees have updated their �. individual city council contacts as follows: Cecile Coar Joe Galligan Jane Dunbar Mike Spinelli Kathy McCormack Rosalie O'Mahoney Mary Herman Mike Coffee Andrew Gurthet Mary Janney B. Friends Request - The Trustees unanimously passed the motion of Trustee Herman to request a donation of$16,000 from the Friends of the Burlingame Library for the fiscal year July 2001- June 2002 to fund the following programs. (Herman/McCormack) Program Amount Begin with Books Program $2,000 Poetry Month 1,200 Holiday Programs 750 Printing/Public Relations 2,850 Videocassettes 2,600 Compact Disks Music 2,600 Books on CD 4,000 Total $16,000 Library Board of Trustee Minutes 3 July 24,2001 X. Announcements - A. Gladysz Case - City Attorney, Larry Anderson, informed the Trustees of the recent developments in the Gladysz civil suit. The City of Burlingame, Plaintiff and Judy Gladysz, Defendant, have agreed to the terms of a settlement. If a settlement proves unworkable, the court case will be continued on October 5, 2001. B. Marble - The Trustees indicated an interest in having the marble from the floor of the old library made into book ends or paper weights to be given to donors or used as a fund raising item. C. Recognition - The Trustees discussed giving a party for Kris Cannon and Jeff Berger in recognition of their years of service on the Library Board. A definite date will be set after determining a time when both Jeff and Kris can attend. D. Change of September Meeting Date -The Trustees requested that a possible date change for the September meeting to the 11th of September be placed on the agenda. E. CALTAC Workshop - Andrew Gurthet will attend the workshop on September 22nd in San Francisco. XI. Adjournment The meeting was adjourned at 5:30pm. The next meeting of the Library Board of Trustees is tentatively scheduled for August 21, 2001 in the Library Conference Room. Respectfully Submitted Alfred H. Escoffier City Librarian The final draft of the Minutes for July 24, 2001 was completed by Sidney Poland. Library Board of Trustee Minutes 4 July 24, 2001 peninsula communityfoundation Board of Directors August 1, 2001 Gordon Russell,Chair Thomas E. Bailard Patricia Bresee Hugh C.Burroughs John H.Clinton,Jr. Mr. Alfred H. Escoffier Bernadine Chuck Fong Burlingame Public Library Susan Ford 480 Primrose Road Charles "Chip" Huggins Olivia G. Martinez, Ed.D. Burlingame, CA 94010-4083 Linda R. Meier Karen Van Hoesen Olson Nancy J. Pedot Dear Mr. Escoffier, William L.Schwartz, M.D. Donald H.Seiler Warren "Ned" Spieker I hope you are having an enjoyable summer. In sending you your quarterly fund statement, it is indeed the season to reflect on the fruits of our philanthropic labors. Board Emeritus Marjorie Bolton For example, as I write, over 1400 pre-schoolers are attending a special summer T.Jack Foster,Jr. school program we are sponsoring to help prepare them for their entrance into 3ruce Hinchliffe `JI-Ion.Thomas M.Jenkins kindergarten next month. For many of them,this is their first experience in a Charles B.Johnson school or pre-school setting, and for our school partners,this is the first time they Robert C. Kirkwood William Wilson III have had the chance to work with their incoming students and their families before Rosemary Young they formally start school in September. We anticipate that this relatively modest Committee Advisors program will result in tremendous benefits for the children, their teachers and their Richard L.Bennett parents during their critical first year in an organized school setting. It will Elizabeth Obershaw certainly make the first day of children's educational journey easier and more Marcia R.Wythes exciting in that they will know their teachers and their new classrooms. Of Counsel Albert J. Horn, Esq. Another example is in East Palo Alto,where seeds planted almost two years ago are President producing dramatic results today. Thanks to our donors,just a few weeks ago, the Sterling K.Speirn Foundation made one of its largest grant disbursements by providing the lead gift of$1.8 million to begin construction of a new South County Community Health Clinic and a new nonprofit office cluster,the Community Resource Center. We'll invite you to the opening ceremony this fall. Yet another example of fruitful philanthropic activity is the level of giving you and our other donors are maintaining despite the downturn in our economy. Charitable grants given in the first six months of 2001 totaled $30,046,230 compared to last- year's record-breaking pace of $26,773,381. This is great news for our local nonprofit agencies that are coping with substantial uncertainty in this fiscal year. Peninsula Community Foundation TEL 650.358.9369 1700 South EI Camino Real,Suite 300 FAx 650.358.9817 San Mateo, California 94402-3049 wEa www.pcf.org I wanted to call your attention to changes we've made to the presentation of your Fund Activity Statement. We changed the statement to show the amount of grants payable and added a schedule on the second page that details the payables. Grants payable are those grants that have been charged against your fund but that have not been paid as of the statement date. Your fund earns income on the grants payable amount but that amount is subtracted from your fund's balance on the statement and is not available for new grants. For example, if your fund's ending balance is $100,000 and its grants payable amount is $50,000,your fund is earning income on the full $150,000,while only$100,000 is available for new grants. The second change you will find is in the "Comments"section of your statement. There is additional information regarding changes in the asset allocations in some of the investment pools. Also, enclosed is a copy of the charitable interest survey you received with your last quarterly statement or when you first established your fund.This tool helps you consider your approach to grant making and helps the Foundation get to know you better. We use the survey to guide us in providing you with educational resources and invitations to events. It also helps us connect you with funding opportunities that fall within your charitable giving interest areas. If you have already completed and returned your survey to us, thank you! If you have not yet done so, I hope you'll take the time, so that we may update our records and provide you with the services you most want and need from the Foundation. Sincerely, Sterling Speirn Encl. P.S. Since I am currently on vacation, I have asked my staff to sign this letter on my behalf. I do this to ensure that you receive your Fund Statement in a timely manner. L Peninsula Community Foundation TEL 650.358.9369 1700 South EI Camino Real, Suite 300 FA 650.358.9817 San Mateo,California 94402-3049 WEB www.pcf.org Peninsula Community Foundation 1012 Roger and Jean Hunt Duncan Fund peninsula Fund Activity Statement t"^mmunity foundation October 1, 2001 through December 31, 2001 Prepared for: Mr. Alfred H. Escoffier Burlingame Public Library 480 Primrose Road Burlingame, CA 94010-4083 Fund Activity Q-T-D Y-T-D Beginning Balance $ 909,154.17 $ 995,286.90 Contributions 0.00 0.00 Investment Income 3,014.46 19,864.88 Gain/Loss on Gifted Securities 0.00 0.00 Gain/Loss on Investments 37,698.29 (53,628.55) Interfund Contributions 0.00 0.00 Other Income 0.00 0.00 Grants 0.00 (8,000.00) Interfund Grants 0.00 0.00 Administration Fees (1,161.63) (4,817.94) Other Expenses 0.00 0.00 Ending Balance $ 948,705.29 $ 948,705.29 Grants Payable $0.00 Balance Available for Grants $230,075.03 Investment Allocation Asset Allocation Per Agreement: Endowment Pool 100.00% Comments Despite the tragic events of September 11th, and a very difficult year for the stock market, the returns for the fourth quarter were positive in all of our investment portfolios. Although the return in the equity pool is negative for the year, the changes we made in the portfolio mid-year are proving effective in boosting returns and smoothing volatility. The returns for the quarter and the year are as follows: oney Market - .76%qtr., 4.37%yr. iced Income - .41%qtr., 9.29%yr. Equity Pool - 9.22%qtr., (16.06%) yr. Socially Responsive - 5.31%qtr., (9.95%) yr. 2152 Carol Avenue Mountain View CA 94040 �. Jherman@mofo.com Alfred Escoffier August 13, 2001 City Librarian Burlingame Public Library 480 Primrose Road Burlingame, Ca 94010-4083 Dear Mr. Escoffier, It has been several months since we met to discuss a memorial for Dan Stone. My mother, brother, sister and I have decided that we would like to establish a fund at the Library for annual lectures or readings in memory of our father. You stated that you believed $2000 would cover the cost of one speaker. We are enclosing checks totaling $2000. To the extent that this amount is in excess of the amount needed for one lecture or reading we request that you keep the funds and apply them to a lecture or speaker in memory of our father for the following year. If all goes well, we commit ourselves to making a donation at the end each of the next four years, beginning December 2002, for a total of five lectures or readings and a maximum total of$10,000. We prefer that the first few speakers be children's authors. The format could be either talks directed at parents or storytelling for children. In later years, we would prefer that the speaker be a writer of teen literature. The material advertising the program will mention Dan Stone in an appropriate manner. As my mother, sister and I live locally, we'd hope that you could involve us in the planning of the events. Of course, we want to attend and can offer our assistance in preparing for the lecture as well. Please contact me to discuss this further. We look forward to the opportunity to work with the library to bring the community a series of lectures in memory of our father and husband. Yours truly, Xaneterman cc: Ann Stone David M. Stone Elizabeth Charlson rBURLINGAME l ' T 9 U R L I N G A M E P U B L I C LIBRARY City Librarian's Report August 21, 2001 Easton Branch Renovation Project Architects from Dahanukar Brandes will make a presentation to you concerning the cost study for the Easton Branch renovation project. Assuming you are in agreement with the proposal, I would request that the Board take formal action in recommending the project to the City Council for their September 4th meeting. If changes are needed in the document, or the Board is unable to agree to move forward at this time, I would recommend postponing the vote until revisions are made. Children's Summer Programs_ "Catch a Dragon by the Tale" summer reading club is complete. The final tabulation is not in yet on the participants, but by all accounts the clubs were a great,success! During July, a total of 46 programs were held for children including: 10 Preschool Story Times, 14 Toddler Story Times, 2 Saturday Story Times, 9 Bedtime Story Times, 1 visit to the Main, and 10 programs at schools. These programs were attended by 1,783 people! Our "Listeners Club" was quite successful. Thanks to the Friends/Foundation, we gave away Mother Goose books to all families who completed and turned in our "Once Upon a Story Time" listener's log. Seventy-six books were distributed to families. What a great way to get families reading! 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 14 0 8 3 Phone (650 ) 342 - 1038 • Fax ( 650 ) 342 - 1948 • www . pls . lib . ca . us / pls / pIs . html Programs and Exhibits The Friday Evening Book Club met on July I3th to discuss William Faulkner's As I Lay Dying. Pam Gehrke serves as discussion leader, and Sue Reiterman is the library representative. Nine regular participants attended. Volunteer Program Several new volunteers began service in the library this month, bringing the number of individuals in the program to 28. The new volunteers worked sorting and pricing book donations; maintaining the on-going book sale; caring for indoor plants and the outdoor terraces; processing new paperbacks, discards and gift magazines; cleaning computer work stations, etc. A total of 148.5 hours were contributed for the month. Reference Services We have two new on-call Reference Librarians: Mary Ann Miotto and Leslie Finlev will be working primarily on the weekends. Mary Ann is also a Reference Librarian in Palo Alto and Menlo Park. Leslie Finlev has worked for San Francisco Public Library and is currently teaching English as a Second Language at CSM. Leslie lives in Burlingame. Sharon Henagar, an on-call librarian has left to take a Children's Services Director position for Orange County Library System. Tracy Hammond attended a PowerSearch 2 workshop given by InfoPeople on July 12. This workshop focuses on the advanced search features of the best of the major search engines. Pat Harding, Mary Beth James-Thibodeaux, and Maribeth Farcich attended a Census workshop put on by the U.S. Census Bureau. The focus of the training was on how to find 2000 Census information online, as the print information will be limited. The Reference Department purchased Gale Literature Resource Center, an online database, which includes biographical information about authors, critical information on authors and their works, as well as current journal articles. This database is available at the Reference Desk and on our dedicated database computers in the Electronic Gallery. 2 Easton Branch Services The summer reading clubs have been the main business at the branch this summer. Staff has been busy with reports and paperwork. Parents gave very positive feedback on the uniqueness of the program. Turnout has been good for teens and the "read to mes." Our thanks to volunteers J.D. Smiley and David Abecassis who assisted with the summer reading clubs at the Branch. Upcoming Events: • Library Board Meeting, August 21, 4:30 PM (Easton Plan) • Friends "Mid-Summer Madness" Book Sale, August 25, 10 AM-4 PM • Labor Day Weekend Closure, September 2-3 • Proposed Easton Plan to Council, September 4, 7 PM • Library Board Meeting, September 11, 4:30 PM (Note Date Change) Alfred H. Escoffier City Librarian August 14, 2001 3 lsuauncune B U R L I N G A M E FUBLIC August 14, 2001 L I B R A R Y TO: Board of Trustees ltoN, . FROM: Alfred Escoffier, City Librarian' RE: Proposed Easton Branch Renovation Funding Library staff has developed a preliminary plan to remodel and upgrade the 74-year-old Easton Branch Library building at 1800 Cabrillo Avenue. The architectural firm of Dahanukar Brandes Architects has completed a conceptual and cost study to make recommendations for improvements. Financing_Detail When we began reviewing the Easton building last year,I anticipated we could use part of the Marshall Trust to do the project. However the cost to remodel will likely be in ' excess of $ 650,000. This would leave a shortfall of approximately $ 200,000. This difference would need to be made up with some City funds..(Perhaps the settlement funds from the recent litigation might be used to make up the difference, along with supplements from the Library Foundation.) The Library Foundation has agreed in concept to assist with funding of the project. Other Options I have discussed with the City Manager several other options for funding the project including: Use of the Transit Occupancy Tax (TOT) Reserves; Addition of the project to the Capital Projects queue (which would require,another budget cycle); Review of the project in the upcoming Facilities Maintenance study(which would require another budget cycle and a priority listing for the project). Use of the Marshall Trust in this manner would certainly be a fitting way to honor Mr. Marshall and would ensure the project moves forward in a timely manner. Using the Trust for this project would utilize the residue of the Trust. City Librarian-Recommendation: I recommend that the Board recommend funding the Easton Project from both the Marshall Trust, the funds from the recent library litigation, and other general fund monies as needed. The Library Foundation has agreed to raise funds specifically to assist with furnishing the building much as they did for the main library several years ago. 4 8 0 P r i m r o s e Road • 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 • Fax ( 650 ) 342 - 1948 • www . pis . lib . ca . us / pls / pls . html N it Burlingame Public Library (M 2001-2002- 2003 Date Day Holiday Hours December 31, 2001 Monday New Year's Eve 1 Y2day Close 1 pm January 1, 2002 Tuesday New Year's Da * Closed January 21, 2002 Monday King Jr.'s Birthday * Closed February 18, 2002 Monday President's Day Closed March 31, 2002 Sunda Closed May 27, 2002 Monday Memorial Da * Closed July 4, 2002 Thursday Independence Da * Closed September 1, 2002 Sunda Closed September 2, 2002 Monday Labor Da * Closed October 14, 2002 Monday Columbus Da * Closed November 11, 2002 Monday Veteran's Da * Closed November 27, 2002 Wednesday Day before Thanksgiving Close 5 m November 28, 2002 Thursday Thanksgiving Da * Closed November 29, 2002 Friday Day After Thanksgiving Closed December 24, 2002 Tuesday Christmas Eve Y2day Close 1 m December 25, 2002 Wednesday Christmas Da * Closed December 31, 2002 Tuesday New Year's Eve 1 Y2day Close 1 m January 1, 2003 Wednesday New Year's Da * Closed (1) Easton - Closed * City Holiday Easton Report To Be Hand Delivered