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HomeMy WebLinkAboutAgenda Packet - LB - 2002.03.19 URLINGAME PUBLIC LIBRARY BURLIIyGAME r r Board of Trustees Agenda a March 19, 2002 - 4.30pm 480 Primrose Road - Board Room { SUGGESTED ACTION 1. CALL TO ORDER 2. ROLL CALL V 3. WARRANTS & SPECIAL FUND V APPROVAL 4. MINUTES APPROVAL 5. CORRESPONDENCE AND ATTACHMENTS INFORMATION a. Letter: Lions Club b. Duncan Trust Overview c. Circulation and Traffic Study 6. FROM THE FLOOR (Public Comments) . REPORTS INFORMATION a. City Librarian's Report—EscoffierInformation b. Foundation Report—Dunbar -. Discussion c. Duncan Trust—Escoffier (attachment b)v Discussion 8. UNFINISHED BUSINESS a. Patriot Act Discussion/Action b. Elegant Affair Date (attachment c) Veye Atasfk., Discussion/Action 9. NEW BUSINESS a. SAB Appointments,' Discussion/Action b.Joint Board/Council Meeting Agenda Building Discussion (Monday, May 6, 2002 6:30pm) 10.ANNOUNCEMENTS /� 11. ADJOURNMENT �° ' 2`�`� ADJOURN rBURLINGAME P 9 U R L I N G A M E R U B L I C LIBRARY Burlingame Public Library Board of Trustees Minutes February 19, 2002 I. Call to Order President, Mary Herman, called the meeting of February 19, 2002 to order at 4:30 pm. II. Roll Call Trustees Present: Cecile Coar, Jane Dunbar, Andrew Gurthet Mary Herman Trustee Absent; Catherine McCormack Staff Present: Alfred Escoffier, City Librarian Jacqueline Zlatunich, Recorder City Representation: Larry Anderson, City Attorney III. Warrants and Special Funds Trustees unanimously agreed to approve the warrants as presented. M/S/C (Dunbar/Gurthet) IV. Minutes A. Legislative Day - Trustee Dunbar asked for clarification as to the date of Legislative Day. Al Escoffier, City Librarian, explained that February 1St was a District Legislative Day, and May 7th will be a Legislative Day in Sacramento. B. The minutes of the January 19, 2002 meeting were approved. M/S/C (Coar/Dunbar) V. Correspondence and Attachments A. Duncan Trust Statement Members of the Board would like to see previous years comparisons of the Duncan Trust Funds. Al Escoffier agreed to prepare a spreadsheet comparison of annual earnings for the next meeting. 4 8 0 P r i m r o s e Road • Burl 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 B. CLA/PLCF Information President Herman suggested that the report on the Patriot Act by Larry Anderson be moved to the first part of the agenda. IX. New Business B. Patriot Act Information Larry Anderson gave a brief history on intelligence gathering in the United States. With the new technology of the Internet there has been debate on the need for broader authority. He explained current intelligence gathering powers such as "roving wire tap", "pen register", and "trap and trace". The Federal government thinks these powers should extend to the Internet. The ACLU maintains that it is an invasion of privacy. As pertains to the library, a warrant is necessary before any information may be released. Patron registration is confidential but law enforcement would have a right to sign-up lists for use of the Internet. If we keep records they must be kept for two years according to State law. Reference does no tracking of subject researched linked to patrons. President Herman suggested that the subject be tabled until the next meeting. Subjects for further consideration are: (1) whether to keep sign-up sheets for Internet reservations or consider some other more anonymous means of reserving use. (2) should signage notifying patrons of possible surveillance be posted. V. Correspondence and Attachments The remainder of the correspondence and attachments were reviewed. VI. From the Floor- None VII. Reports A. City Librarian's Report - Al Escoffier reviewed his report and the November/ December statistics. Issues discussed were: 1. Funding Capital Improvements - If funding for capital outlay is limited this year the Board of Trustees may look to other sources for funding. 2. www.Tutor.com, a State Library grant-funded program, will begin in March. There will be a six month pilot program spearheaded by Barry Mills and Pat Harding. There was discussion regarding partnering with schools so that students might access this program from their school. The board members asked for a report on this program at the end of the six months. They also asked if it would be available in other languages. 2 Library Board of Trustees Minutes February 19, 2002 B. System Advisory Report - Agendize Appointment of the Burlingame Representative - Al Escoffier suggested that Mary Lou Morton could be reappointed as our System Advisory Board representative. Al will check with Mary Lou. The matter was tabled until the next meeting C. Foundation Report - Dunbar The Duncan Trust statement was reviewed. VIII. Unfinished Business A. Duncan Trust Status - Discussed under item a, section 5. IX. New Business A. Elegant Affair Fundraiser At present the Elegant Affair fundraiser is planned for either a Friday or Saturday evening in October. There was discussion on the advantages and disadvantages of each day. Trustee Gurthet asked which day had more patron use. He is concerned about upsetting patrons with an unexpected closure of the library. Al will check on that aspect of closure of the library. B. Patriot Act Information- Moved to item b, section 5 at request of President Herman. C. Flag Pole Gift - Acceptance It was moved to accept this generous gift from the Lions Club. M/S/C (Coar/ Gurthet). Trustee Dunbar suggested that a thank you letter should be written and sent expressing the trustee's appreciation for their continued support and the assurance that the Lion's Den would have a presence in the renovated building. D. Budget Report - Escoffier The city's revenues have fallen significantly beginning last summer due to a loss in TOT (Transient Occupancy Tax). This will affect both the current year and next year's budget. E. Strategic Planning Proposal Funding- Duncan/ Special Fund There was a motion to authorize funding of the Strategic Planning Proposal up to $10,000 from the Trustees Special Fund. M/S/C (Dunbar/ Gurthet) F. Business Card Order New business cards will be printed with the new email addresses and new phone numbers for staff and trustees. Library Board of Trustees Minutes 3 February 19, 2002 X. Announcements A. Statewide Trustees Conference There are two spaces available at the State Conference in Sacramento. President Herman recommended this conference. Trustee Gurthet would like to attend. Al will check with Trustee McCormack. B. Retirement Dinner Trustee Dunbar suggested having a dinner for retired Board members, Kris Cannon and Jeff Berger immediately following the March 19th Board meeting. XI. Adjournment The meeting was adjourned at 5:50 pm. M/S/C (Gurthet/ Dunbar). Al gave the Board members copies of the proposed design plans for the Easton Branch renovation. Respectfully Submitted 4W/VI �;ex� Alfred H. Escoffier City Librarian Library Board of Trustees Minutes 4 February 19, 2002 (9URLIliG E I B U R L I N G A M f P U B L I C LIBRARY February 22, 2002 Jack L. Van Etten, President Burlingame Lions.Club P.O. Box 206 Burlingame, CA 94011 Dear Jack: On behalf of the Board and staff of the Burlingame Public Library, we would like to thank you for your generous contribution of a flagpole for the Easton Branch Library. The newly renovated library will offer state-of-the-art library services in a charming and cozy residential environment. Because of the generous donations from donors such as the Lions Club, as well as major private donations, the renovation of the Easton Library can go forward as planned. We plan to complete design work in 2002 and construction in 2003. The "Lions Den" which you refer to in your letter will remain a feature of the newly �. renovated facility, though it will not be in the exact form you currently see it. We are planning to expand the children's area, as mainly children and parents use the library. We will also feature a strong collection of popular adult materials and media. We are indeed grateful to the Lions Club for their unfailing support of the Burlingame Public Library over the years. For nearly 50 years, the Club has supported our Children's Summer Reading Club. The Large Print Book collection for those who have difficulty reading conventional print was also begun by donations from the Lions Club. Thank you Lions for your continuing generosity! Sincerely r7ennan, President Board of Trustees Alfred H. Escoffier City Librarian 4 8 0 P r i m r o s e Road Burlingame CA 9 4 0 1 0 4 0 8 3 Phone ( 650 ) 342 - 1038 • Fax ( 650 ) 342 -; 1948 • ww w . pIs . Iib . ca . us / pls / pIs . htmI Duncan Trust Fund Overview 1997-To Date Year Interest/Dividend Gain/Loss Admin Fees Grants Balance 1997 20,329 87,235 2,768 0 828,051 1998 23,557 1,095 4,212 20,000 879,767 1999 23,166 80,335 4,514 0 978,754 2000 26,653 2,705 4,826 8,000 995,286 2001 19,864 -53,629 4,818 8,000 948,705 RE: Circulation and Traffic at Main Library, Friday and Saturdays The Board recently asked to see traffic and circulation statistics for selected hours on Fridays and Saturdays in an effort to assist in the decision to close for a fund raising event. The sample study taken in February is as follows: Circulation Traffic Friday 843 420 (5 hours total: 4 PM — 9 PM) Saturday 801 223 (2 hours total: 4 PM — 6 PM) RE: Patriot Act Compliance March 6, 2002 Recommendation: It is recommended that the Library Board of Trustees review and take action on two major privacy issues regarding computer use and privacy. A. Whether Jhe Library should post signage indicating that what users may view on the public Internet terminal is subject to monitoring by a _government agencyA. Bhe Library will continue to maintain records of those who use the Internet reservation system for a two-year period]The Library reserves the right in the future to change to a technology-based monitoring system to provide more effective use of the workstations for the public. Background: In response to the implications of the Patriot Act, the Library could post signage alerting the public that it is possible that what they view either on the Internet or email may be monitored by a government agency for investigative purposes. In addition, the library maintains manual records of those who use the Internet terminals for a period of two years (in compliance with State Law) to more easily facilitate making local reservations for Internet users. This tracking is not intended to monitor Internet content use, but rather make the use of the technology more widely available to all users. The current manual system will remain in place until such time as a technological solution is implemented. These records are subject to government review or seizure as well. Law Enforcement Inquiries: Inquires from law enforcement agencies need to follow a protocol of being referred to the City Librarian who will consult with the City Attorney regarding the investigation of patron records, Internet use, sign up sheets, etc. The City Attorney will determine when such access is appropriate under the law and on what terms. r BURLItYGAME f f BURL [ NGAME PUBLIC LIBRARY City Librarian's Report March 19, 2002 Budget Outlook Status Budget cuts were one of the many subjects covered by the City Department Head meeting in late February. It was agreed that each operating department would reduce current year expenditures by at least 5%. The Library budget will see a $ 46,000 reduction for the remainder of this year. We will trim unexpended balances in our Electronic databases line item, which will result in purchase of fewer new databases. All existing subscriptions will remain in force. In addition, we will cut $ 20,000 from the Capital Outlay budget earmarked for replacement computers. We also plan to limit use of"on-call' hours for emergency fill-in staffing. No other measures will be taken this year. Salaries, collections budgets and other operating accounts will remain at budgeted levels. Next year's budget will be handled similarly. Negotiated personnel salaries will remain in place, capital projects will be limited, and operating budgets will be trimmed to balance the budget. Next year will be a lean year for the city budget. It was agreed to continue the Easton project as most funding is from private donations earmarked for this purpose. Easton Branch Renovation Project Status A planning session meeting with the Project Team and City Staff will be held on March 7th, with a public input session to be held on March 9`''. A public survey has been completed and the results are now available. After the public session, the architect will solidify a final conceptual drawing and we will determine the next steps: contract with an architect for the project, hire a construction manager for constructability and oversight of the project. 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 . Iib . ca,. us / pls / pls . html System Advisory Board Representation Mary Lou Morton has requested she not be reappointed to the SAB for the coming year. This two-year position ends on June 30,2002. The Board will need to recommend a candidate to the City Council for this important advocacy role. Generally we have nominated former members of the Board of Trustees for this position, as they have a good working knowledge of the Library and the Peninsula Library System. "Elegant Affair" Fundraiser Board President Jane Dunbar brings to the Board a recommendation for Saturday, October 19th as a date for the Elegant Affair Fundraiser. The focus will be to raise funds to furnish the Easton Branch. This date would require Board action to close the library 2 hours early on Saturday afternoon. Duncan Trust Overview I have assembled a compilation of the Duncan Trust overview by calendar year for your review. The dates of the compilation are from 1997-2001. The actual trust began in the early 1990's, but included rent and maintenance for the old Duncan building. Approximately $ 555,584.00 is the portion of the endowment that cannot be touched. Interest from the endowment is available for library projects subject to the recommendation of the Library Board of Trustees and the approval of the Peninsula Community Foundation. Upcoming Events: • 9 March, Easton Library Public Planning Session, 10 AM-Noon, Easton • 19 March, Library Board Meeting, 4:30 PM • 21 March, Foundation Board Meeting, 4:30 PM • 22 March, Commissioner's Dinner, Doubletree Hotel, 6 PM (Invitations mailed) • 23 March, System Advisory Board Breakfast, Stanford Park Hotel, TBA • 31 March, Closed on Sunday • 13 April, Annual Book Appraisal Day, Lane Room, 10 AM • 16 April, Library Board Meeting, 4:30 PM • 17 April, Volunteer Recognition Tea, Lane Room, 4 PM Alfred Escoffier City Librarian March 5, 2002 2 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JANUARY 2002 _ .registered Borrowers Previous month's total #Added Total Registered Burlingame Adults 14,144 125 14,269 Burlingame Children 3,987 50 4,037 Hillsborough Adults 2,234 19 2,253 Hillsborough Children 1,113 12 1,125 Non-San Mateo Co. Borrowers 1,105 16 1,121 Totals 22,583 222 22,805 Circulation Activity Main Branch Adult Print Materials 19,509 922 Children's Print Materials 11,129 1,307 Audio/Visual Materials 8,491 202 Circulation Totals This month total Main 41,542 This month previous year 38,358 8.3% 1 This month total Branch 2,767 This month previous year 2,778 -.4% D This month Grand Total 44,309 This month previous year 41,136 7.7% 1 Reference Activity Inter Library Loans Questions Directions Lent 3,154 Reference 3,107 301 Borrowed 2,153 Children's 1,213 658 TOTAL 5,307 Lower Level 1,511 3,306 Branch 80 154 TOTAL 5,911 4,419 Collections Main Titles Added Main Volumes Added Branch Volumes Added Adult Non Fiction 518 709 19 Children's Non Fiction 172 237 38 YA Non Fiction 9 9 0 Adult Fiction 229 283 30 Children's Fiction 137 182 28 YA Fiction 17 24 1 Cassettes 7 55 0 Compact Discs 36 40 0 Videos 13 40 0 Children's Audio 0 0 0 Children's Video 0 0 0 Children's Compact Disc 0 4 0 TOTALS 1,138 1,583 116 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JANUARY 2002 PATE 2 Other Material Volumes added Total Held Adult un-cataloged books 71 4,092 Children's un-cataloged 62 3,457 �- books Foreign Language un- 0 510 cataloged Deposited with the City Treasurer Main $7,987.88 Branch $ 394.40 Total $8,382.28 Other Deposits Rental $ 95.00 PLS Video $ 27.00 Photocopies* $980.25 *This Figure is included in the"total main deposit". Estimated User Traffic 30,339 Daily Average 1,046 Community Room Adult' TOTAL MEETINGS HELD: 11 IATTENDANCE 226 ADULT PROGRAMS 0 1ATTENDANCE 0 Children's and Young Adult Attendance Pre-school programs 28 programs 1,334 School-Age K-5 5 classes 126 Book rou ies 1 session 8 students Total 34 1,468 Internet Use One Hour Express Childrens Total 1,498 2,370 92 3,960