HomeMy WebLinkAboutAgenda Packet - LB - 2002.04.16 ►URLINGAME PUBLIC LIBRARY '.[ BURS►NAME
Board of Trustees Agenda
April 16, 2002— 4:30pm Goy c L SRP
480 Primrose Road — Board Room
SUGGESTED ACTION
1. CALL TO ORDER
2. ROLL CALL ✓ d e e dw
3. WARRANTS & SPECIAL FUND s/ APPROVAL
4. MINUTES APPROVAL
5. CORRESPONDENCE AND ATTACHMENTS INFORMATION
a. Elegant Affair Date
b. SAB Appointment
c. Change Date of May Board Meeting
6. FROM THE FLOOR (Public Comments)
REPORTS INFORMATION
a. City Librarian's Report—Escoffier Information
b. Foundation Report—Dunbar b Discussion
8. UNFINISHED BUSINESS
a. SAB Appointmenty Discussion/Action
b. Elegant Affair Date V ►�� Discussion/Action
c. Patriot Act—Summary—May Meeting Discussion
9. NEW BUSINESS
10.ANNOUNCEMENTS
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11. ADJOURNMENT ADJOURN
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(BURL1IiGAME
9 U R L I N G A M E
PUBLIC
LIBRARY
Burlingame Public Library
Board of Trustees
Minutes
March 19, 2002
L Call to Order
The meeting of March 19, 2002 was called to order by President
Mary Herman at 4:30 pm.
II. Roll Call
Trustees Present: Cecile Coar, Jane Dunbar,
Andrew Gurthet, Mary Herman,
Catherine McCormack
Staff Present: Alfred Escoffier, City Librarian
Sidney Poland, Recorder
City Representation: Larry Anderson, City Attorney
Guest: Kris Cannon
III. Warrants and Special Funds
Trustees unanimously agreed to approve the warrants as
presented. M/S/C (McCormack/Gurthet)
IV. Minutes
The Trustees unanimously agreed to approve the minutes of the
February 19, 2002 meeting. M/S/C (Dunbar/Coar)
V. Correspondence
Correspondence mailed in the packets was reviewed.
VI. From the Floor
There were not any comments from the Floor.
L
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VII. Reports
A. City Librarian's Report - Al Escoffier, the City Librarian,
reviewed his report highlighting the following issues.
1. Budget 2002- Each operating department will
decrease current year expenditures by at least 5%.
Specifically, the Library will reduce its expenditures $46,000.
In addition, fewer databases will be purchased but present
subscriptions will be continued, half of the public computers
will still be replaced, and on-call hours for emergency fill-in
staff will be limited.
2. Budget 2003 - Negotiated personnel salaries will
remain in place, capital projects will be limited and operating
budgets will be trimmed to meet the budgeted amount for
the Library. Easton renovation plans will continue as most
of this project is being funded by the Marshall Trust.
3. Easton Branch Project Status - The results of the
public survey have been compiled and are available. Future
steps in the development process are for the architect to
produce a conceptual drawing; City Staff and the Library
Project Team will contract with an architect for the project,
and hire a construction manager to oversee the project.
4. System Advisory Board Representation- Mary Lou
Morton does not wish to be reappointed to the System
Advisory Board when her term ends June 30, 2002. The
Trustees need to recommend a candidate to City Council
before this time.
B. Foundation Report - To be discussed under Old Business
C. Duncan Trust - (attachment c)
The City Librarian prepared a compilation of the Duncan
Trust for the year 1997-2001 for the Trustees. He noted that
approximately $555,584 of the endowment cannot be touched.
Interest from the endowment can be used for Library projects
subject to recommendation by the Library Board of Trustees and
approved by the Peninsula Community Foundation.
Library Board of Trustee Minutes 2
March 19, 2002
VIII. Unfinished Business
A. Patriot Act - Larry Anderson
1. The Trustees revisited the two major privacy issues of
the Patriot Act, which would affect Library procedures. One,
should the Library post signage informing patrons that
material selected and viewed on the Internet/e-mail could be
monitored by a government agency and two should the
Library continue to have patrons make reservations to use
the Internet/e-mail?
2. The City Librarian noted that the Library staff found
keeping manual records of patron Internet reservations to
presently be the most efficient way to manage patron usage.
These records must be kept for two years in accordance with
State Law and are also subject to government review or
seizure.
3. Trustee Dunbar inquired if the Library should post a
sign regarding possible Internet/e-mail monitoring by a
government agency. The City Attorney felt that it was a good
policy to let people know that the material viewed on the
Internet/e-mail can be subject to government review or
seizure. He also noted that the Library is not required to post
a sign; one sign is satisfactory.
4. Trustee McCormack suggested that a fact sheet of the
Patriot Act be made available to the public.
5. The City Librarian will inform other libraries in the
PLS system how Burlingame Library has addressed the
privacy issue.
6. Trustee McCormack made a motion that the Library
post a simple sign at the Internet stations advising patrons
that what they view on the Internet/e-mail may be subject to
monitoring by a government agency and that a fact sheet is
available for those who want more information about the
Patriot Act. M/S/C (McCormick/Dunbar)
7. Trustee Dunbar made a motion that the Library will
continue to take and maintain Internet reservations for 2
years. M/S/C (Dunbar/Gurthet)
a
B. Foundation Report - Dunbar
Elegant Affair 2002
The Foundation Board will meet Thursday, March 21 st and set a
date for this event. Based on a recent circulation and traffic report
for a regular Friday and Saturday, it appears that Saturday would
be a better day to close early. There is a concern that the Jewel
Ball to be held on October 19th may conflict with the Elegant Affair.
Jane Dunbar felt this matter should be brought to the attention of
`— the Foundation Board.
Library Board of Trustee Minutes 3
March 19,2002
IX. New Business
A. SAB Appointments
Trustee Dunbar whose term as a Library Trustee expires
June 30, 2002 expressed a possible interest in this position but
could not give a firm commitment at this time. The Board agreed
to table this matter until the April 2002 meeting.
B. Joint Board/Council Meeting Agenda - This meeting has
been postponed until further notice.
X. Announcements
A. There will be a budget study session on March 28th in the
Lane Room. Part Harding will represent the Library.
B. The Friends April book sale has been postponed. The on-
going book sale has been so successful that there are not enough
books for a two-day sale.
C. The merger of the Friends and Foundation is presently on
hold until the Friends resolve their tax situation with the IRS.
XI. Adjournment
The meeting was adjourned at 5:30pm. M/S/C (McCormack/Coar)
The next meeting of the Library Board of Trustees is scheduled for
April 16, 2002 at 4:30pm in the Library Conference Room.
Respectfully Submitted
Alfred H. Escoffier
City Librarian
Library Board of Trustee Minutes 4
March 19,2002
RE: Elegant Affair Date
The Board should make a final decision on the date for the Elegant Affair.
Staff will then request approval to serve alcohol in the library for the
occasion. This issue needs Council action.
The proposed date is October 19, 2002. This requires closing the library for
two hours that day, from 4 PM to 6 PM.
RE: Election of System Advisory Board Member
As was noted at the last Board Meeting, Mary Lou Morton will be unable to
serve as Burlingame's SAB Board member. Her term expires June 30, 2002.
This position has usually been a sitting or former Library Board member, as
some knowledge of the library and the Peninsula Library System is helpful
for the Board member.
The time commitment is generally 6 meetings per year, in the late afternoon.
The focus of the SAB is to provide an advocacy role for the Peninsula
Library System and libraries in the County, as well as advise the System on
community needs.
RE: Proposed Change in May Board Meeting
I am proposing that we change the May Board meeting from May 21St to
May 14th. I will be out of town at my daughter's college graduation on the
21 st.
We will need a Board action in the affirmative, as well as a public notice to
change the meeting, which staff can handle.
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF FEBRUARY 2002
tegistered Borrowers Previous month's total #Added Total Registered
Burlingame Adults 14,269 111 14,380
Burlingame Children 4,037 30 4,067
Hillsborough Adults 2,253 10 2,263
Hillsborough Children 1,125 9 1,134
Non-San Mateo Co. Borrowers 1,121 8 1,129
Totals 22,805 168 22,973
Circulation Activity Main Branch
Adult Print Materials 18,451 692
Children's Print Materials 9,290 1,354
AudioNisual Materials 7,151 200
Circulation Totals
This month total Main 37,296 This month previous year 35,864 4% Increase
This month total Branch 2,582 This month previous year 2,551 1.2% Increase
This month Grand Total 39,878 This month previous year 38,415 4% Increase
Reference Activity Inter Library Loans
Questions Directions Lent 3,241
Reference 2,927 327 Borrowed 2,035
Children's 960 475 TOTAL 5,276
Lower Level 1,332 3,035
Branch 116 60
TOTAL 5,335 3,897
Collections Main Titles Added Main Volumes Added Branch Volumes Added
Adult Non Fiction 281 450 14
Children's Non Fiction 127 143 14
YA Non Fiction 0 0 0
Adult Fiction 247 321 33
Children's Fiction 89 130 21
YA Fiction 1 4 0
Cassettes 24 25 0
Compact Discs 3 3 0
Videos 3 3 0
Children's Audio 0 9 0
Children's Video 0 0 0
Children's Compact Disc 0 15 0
TOTALS 775 1,103 82
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF FEBRUARY 2002
PAGE 2
Other Material Volumes added Total Held
Adult un-cataloged books 143 4,235
,hildren's un-cataloged 0 3,457
books
Foreign Language un- 44 554
cataloged
Deposited with the City Treasurer Main $6,257.62
Branch 298.89
Total $6,556.51
Other Deposits Rental $ 77.00
PLS Video $ 54.50
Photocopies* $ 812.65
$ 944.15
*This Figure is included in the "total main deposit".
Estimated User Traffic 30,434 Da—d—1y Average 1,127
Community Room Adult*
TOTAL MEETINGS HELD: 16 IATTENDANCE 371
ADULT PROGRAMS 2 ATTENDANCE 25
Childrens and Young Adult Attendance
Pre-school programs 30 1,278
School-Age K-5 0 0
Book groupies 1 6
Total 31 1,284
Internet Use
One Hour Express Childrens Total
1,388 2,100 92 3,580
IBURLINGAME 1
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City Librarian's Report
April 16, 2002
Library Budget Submitted
The Library budget for fiscal year 2002-2003 has been submitted to the City
Manager. The total proposed budget reflects a 6.8% increase. Most of the
increases are in the personnel portion of the budget and include negotiated
raises and merit raises.
The Personnel component of the budget includes 19 full time, 6.35 FTE
permanent part time, and 12.49 FTE hourly staff, for a total of 37.84 FTE,
the same as last year.
Most objects in the operations budget have been reduced. The only areas to
grow were fixed costs (Insurance, Facilities maintenance) and one collection
area: Media. The Media budget has not kept up with the use and we have
experienced a 41% increase in circulation in media in recent years.
Upcoming budget dates include: City Council Study Session on the budget,
June 5; Public Hearing and adoption, June 17.
Easton Branch Project Status
The public input session on the Branch was a great success with architect
Hal Brandes leading the forum. Input was received from the 25 citizens
present and a fourth plan, which addresses the input, is being designed. Staff
will review this new plan in the next week and a cost analysis will be drawn
up based on the new plan.
The Library has been given the go-ahead to request a proposal from the
architect to do the design work on the project.
Staff is busy working on collection development policies and fine-tuning the
priorities for the branch collection in anticipation of deciding on collection
scope and size in the relatively small space. A greater percentage of the
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collection will be devoted to children, since nearly 70% of the circulation is
�. children's material.
A second public input session will be held later in the spring.
Public Library Association Conference
The staff attending the PLA Conference came back with lots of new ideas
and projects to enhance their work at the library. Some of us attended a two-
day workshop on "Building the Perfect Library." Others focused on media
and maintenance of book collections. Many of us toured the various local
libraries in Phoenix, including the new main library, which is one of the
most energy efficient in the country. This was a very useful educational
session and we are grateful to the Library Board for their support of this
continuing education opportunity.
Volunteer Recognition Tea
A Volunteer Recognition Tea is set for Wednesday, April 17th, 4 PM in the
Lane Room. All current volunteers will be honored. Do try to plan to attend
to say "thank you" to our wonderful volunteers.
..A Upcoming Events:
• 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
• 14 May, Library Board Meeting(Proposed Change), 4:30 PM
Alfred Escoffier
City Librarian
April 10, 2002
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