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HomeMy WebLinkAboutAgenda Packet - LB - 2002.07.23 URLINGAME PUBLIC LIBRARY BURLINGAME Board of Trustees Agenda July 23, 2002 - 4.30pm °e� �P �c 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. Legislative News: July 1, 2002 b. Trustees Special Fund Statement c. Revolving Fund Statement 6. FROM THE FLOOR (Public Comments) !,. EPORTS Information a. City Librarian's Report -Escoffier b. Foundation Report—Du ar, Rossi 8. UNFINISHED BUSINESS a. Council Assignments for Board Action 9. NEW BUSINESS a. Nomination of Officers for 2002/2003 Action b. Trustee Donation to Easton Project Action c. Copy Machine Lease Authorization Action 10. ANNOUNCEMENTS 11. ADJOURNMENT Adjourn BURLINGAME PUBLIC LIBRARY Burlingame Public Library Board of Trustees Minutes June 18, 2002 I. Call to Order The meeting of June 18, 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, and Catherine McCormack Staff Present: Alfred Escoffier, City Librarian Sidney Poland, Recorder III. Warrants and Special Funds Trustees unanimously agreed to approve the warrants subject to corrections. M/S/C (Gurthet/Coar) IV. Minutes The Trustees unanimously agreed to approve the minutes of the May 14, 2002 meeting. M/S/C (McCormack/Gurthet) V. Correspondence Correspondence mailed in the packets was,reviewed. A. State Budget Cuts - The City Librarian noted that it is possible that the funds for the Public Library Foundation will be cut 43%. This means Burlingame Public Library's share would be $25,000 less than the $60,000 it usually receives. The funds from the Public Library Foundation come from the State and are charged off as revenue to the Library. B. Trustee Description - This,information provides prospective Library Trustees with an overview of the Trustee's duties and responsibilities. VI. From the Floor - No one from the public attended. 480 Primrose Road•Burlingame•CA 940io-4o83 Phone (650) 558-7474'Fax(650) 342-6295 VII. Reports A. City Librarian's Report - Al Escoffier, City Librarian, reviewed his report highlighting the following issues. 1. Children's Activities a. "Reading Road Trip USA" is the theme of the program for school age children. Children need to read and report on 6 books in any manner they choose. b. Teen Summer Reading Club - Books have been selected for middle and high school students. Also, teens may participate in a mural workshop by Precita Eyes Muralists from San Francisco. C. "Mouse Tales" is the program for the pre- readers and requires parent participation. 2. Patriot Act - Peninsula Library System is developing a policy on the Patriot Act to be implemented by all libraries in the PLS system including the community colleges. Mary Minnow, a librarian and an attorney specializing in library law, has been hired by PLS to help with drafting the policy. 3. Easton Branch Workshop - On Saturday, June 8th, a public workshop was held at Easton to review the work to date since the March workshop. Hal Brandes, architect, presented the conceptual plan, including alternate features. Renderings illustrating the concept of the interiors were also shown to the attendees. 4. Personnel - Interviews are being held to fill the 25 hour position in Technical Services held by Paul Lechich who retired recently after 34 years of service to the Library. 5. Easton Branch - Sue Reiterman is weeding the adult collection of all books that have not circulated for a period of 5 to 10 years. Trustee McCormack suggested contacting Paul Constantino and advise him that these books are available for him to send to the library in Khe Sanh, Viet Nam. B. Foundation Report - Jane Dunbar 1. Board Vacancies - Lisa Rosenthal and Mark Lucchesi are being invited to join the Foundation Board of Directors. 2. Elegant Affair Branches Out - The theme of the event is Southwestern; cuisine will follow this theme. A jazz trio will perform throughout the event. Board members will be requested to make a contribution of their choice. For example, one board member is offering a month of Sunday desserts. Richard T. Dwyer and Co. and AMS Bekins have offered to underwrite the event. Library Board of Trustee Minutes 2 June 18,2002 C. Trustees CALTAC Conference Report - Gurthet, Herman and McCormack - The Trustees who attended the conference felt that they had benefited from the event both in the areas of library information and new ideas for our own library. Some ideas the trustees offered were as follows: 1. Periodical Room (Compact Shelving) - Use this room as a teen area. The City Librarian noted that originally the periodical room was designed as a study room and in the future it may be possible to change its usage. 2. Technology - Add more computers for public use if possible. The City Librarian advised that the PLS Internet Committee is reviewing software programs that would be used system wide to regulate the time of a patron's usage. Once the program has been selected and installed the library may add more public terminals. 3. Foreign Language Collection - If possible determine how often our foreign language collection is circulated, particularly Japanese children's books, to make certain the library is meeting the cultural diversities of its patrons. The City Librarian noted that the top ten magazines in circulation are in a foreign language. VIII. Unfinished Business A. Patriot Act - The City Librarian reviewed the policy statement he wrote for the Burlingame Library and had reviewed by the City Attorney, Larry Anderson. Trustee Gurthet felt the policy, if approved, should be posted. Trustee Dunbar proposed a motion that the Trustees approve and post the Librarian's written statement of policy until the PLS policy for all libraries in the system has been written and approved. M/S/C (Dunbar/Gurthet) B. Easton Plan of Service - The Trustees approved the Easton Plan of Service which was written by the City Librarian, Al Escoffier. M/S/C (Gurthet/Dunbar) The Trustees will send a copy of the Easton Library Plan of Service with a personal note to their individual City Council person. Mary Herman Mike Coffey Catherine McCormack Rosalie M. O'Mahony Cecile Clark Joe Galligan Andrew Gurthet Mary Janney Carol Rossi Cathy Baylock Library Board of Trustee Minutes 3 June 18, 2002 �.. C. Board Recognition - The Trustees will host a dinner on July 23rd to welcome Carol Rossi to the Board of Trustees and to thank Jane Dunbar, outgoing Trustee, for her many years of service. IX. New Business There was not any New Business. X. Announcements Trustee McCormack suggested using the marble flooring from the old library for the new fireplace at Easton. It is also possible that the marble in question could be used for the counter tops which are designed to be similar to the ones at Books, Inc. XI. Adjournment The meeting adjourned at 5:30pm. M/S/C (Dunbar/Gurthet) The next meeting of the Library Board of Trustees is scheduled for July 23, 2002 at 4:30pm in the Library Conference Room. Respectfully Submitted Alfred H. Escoffier City Librarian Library Board of Trustee Minutes 4 June 18, 2002 Pagel of 2 Escoffier, Al From: Susan Negreen [snegreen@cla- �" Sent: Monday, July 01, 2002 10:52 AM To: CLA Listserve-CALIX Subject: NEWS FROM THE CAPITOL July 1, 2002 TO: CLA MEMBERS/SYSTEMS/NETWORK CONTACTS FROM: Mike Dillon, Lobbyist Christina Dillon, Lobbyist RE: NEWS FROM THE CAPITOL I. SENATOR CHESBRO SAVES PUBLIC LIBRARY FOUNDATION - FUNDING RESTORED TO $31.5 MILLION You will recall from our memo on Friday afternoon, that the Budget Conference Committee voted to eliminate the remaining state's share of the Public Library Foundation from the Budget—a $31.5 million reduction, which zeroed out all of the funding entirely. At our request, late on Friday, CLA members began calling their Senators and Assemblymembers to protest the stunning cut. Meanwhile, we distributed computer runs to various legislators and key staff, indicating what the cuts would specifically `— mean to each library jurisdiction. It appeared that many legislators,particularly those in the Assembly, that we talked to were simply not aware of the cut. In a surprising turn of events on Friday evening, Conference Committee member, Senator Wes Chesbro made an official motion to restore $31.5 million back to the Public Library Foundation, which would leave the baseline for the program at $31.5 million. The motion passed, and the funding was subsequently restored to the Budget bill. As you may have read in your local papers, the Senate passed the Budget on Saturday evening along with twenty"trailer bills"related to the Budget, and adjourned until August 5th. Senate committee hearings scheduled for this week were cancelled. If the Senate were to remain in session, the Assembly would have the option of amending some budget-related bills and sending them back to the Senate to reflect their own views. With the Senate adjourned, the Assembly has no choice but to approve the Senate actions. That is, unless the Assembly Republicans and Democrats continue to argue over the Budget until the Senate returns on August 5th. On Sunday, the Assembly reached an impasse on the Budget bill, and is scheduled to go into session this morning. However, Assembly Republicans are claiming that they will not vote for the Budget as the bill contains "tax increases." II. CALLS DO MAKE A DIFFERENCE After our alert to the field was sent out on Friday afternoon, Erika DeMille, Mendocino County Library Director, called Senator Wes Chesbro's office and expressed her concern over the PLF cut, stating "the Mendocino library budget is doomed without this funding." After the Senator's motion and vote, and a brief recess of the Conference Committee, we thanked Senator Chesbro and asked him what prompted his action. He informed us that he had received several calls, and that the message from Library Director DeMille was "like a knife in my heart." He subsequently talked to Budget Conference 7/l/02 Page 2 of 2 Committee Chair, Senator Steve Peace, discussed the issue within his caucus, and then spoke to Betty Yee, the Deputy Director of Finance who represents the Governor before the Conference Committee. Ms. Yee said the Administration had some concerns with this cut and would try to find some money to �-' restore the cut to the PLF. Senator Chesbro also said that.the "no vote"by Senator Ackerman on the original motion,to zero out the program, also influenced him. We also understand that the Service Employees International Union (SEIU)was alerting legislators of possible job losses as a result of the PLF cut. Timing is everything. Calls do make a difference. Thanks to all of you who responded to our memo and called your legislator's offices. Susan Negreen,CAE Executive Director California Library Association snegreen@cla-net.org 916-447-8541 7/1/02 Trustees Special Find Balances Report As of 7/2/02 7/2/02 Page 1 �-- 7/2/02 Account Balance Bank Accounts Bradford Trust 0.38 Burlingame Bank and Trust 600.00 Donations-Misc 6,294.03 Duncan- Misc 1,868.40 Duncan-Audio Visual 30.24 Duncan-Fine Arts 4,000.00 Ellis Memorial 340.00 Farrell (Julia) Fund 10,039.06 Fricke (Alice) Fund 465.64 Gottlieb (Ruth) Fund 100.00 Interest 14,151.19 Jackson (Dorothea) Fund 10,000.00 Karp Fund 200.00 Lechich (George Paul) Fund 710.00 Markus Fund 325.00 Mayall (Angeline) Fund 275.00 Nadaner Fund 15.00 Peltier Memorial Fund 1,270.00 Porter (Hilda) Fund 8,556.36 Poulton Memorial Fund 110.00 Schmidt (Mary Jane) Fund 1,565.00 Shinnyo-En USA Fund 812.78 Thayer Fund 42.29 Xerox Fund 29,734.36 TOTAL Bank Accounts 91,504.73 OVERALL TOTAL 91,504.73 Revolving Account Balances Report (Includes unrealized gains) As of 7/2/02 '2/02 Page 1 7/2/02 Account Balance ASSETS Cash and Bank Accounts Atkinson Fund 200.00 Books On Tape 5.51 Delgado Fund 200.00 Duncan Trust-Internet 3,305.70 Friends of the Library 4,181.15 Henzel (Bonnie) Fund 2,486.99 Large Print Books 2.68 Manini (David) Fund 25.00 Moose (Gladys) Fund 100.00 PLS Video -120.74 Postcard Sales 446.50 Programming 54.20 Reading Club 1,234.51 Rental Fund 5,746.62 Retirement Party 105.01 Staff Recognition 322.70 Stone (Dan) Memorial Lecture Fund 2,000.00 Veech Fund 1,082.97 Volunteer Program 521.81 Writers Club 150.00 TOTAL Cash and Bank Accounts 22,050.61 TOTAL ASSETS 22,050.61 LIABILITIES 0.00 OVERALL TOTAL 22,050.61 BURLINGAME PUBLIC LIBRARY City Librarian's Report July 1, 2002 "Readinjg Road Trip." Summer Programs Underwqy! All children's programs are in full swing for the summer and include: a school age reading club, a teen club and bedtime story hours at Easton. All are very well attended, as children's staff scurries to listen to reports and engage children in the many activities available. All club activities will be held from June 17- July 28th at both libraries. Also new this summer, and so popular that nearly all are checked out: �-- Graphic Novels. These are reading opportunities aimed at the teenage group with large graphic images and storylines. Michelle Barrese of the Children's Department has launched the program in the teen area, and we have already ordered more titles for this very popular Foundation-supported program. Posters of"Spiderman" and other comic characters enhance the teen area. Easton Branch Renovation Project The City Council enthusiastically endorsed the plan presented by Dahanukar Brandes on June 17th at the Council meeting to go forward with the Easton plans. Council was pleased with the design and impressed with the Foundation's efforts at private fund raising. On July 1St, the proposal for the architect's work will go before Council for approval. City Budget Status The Council approved the City Budget on June 17th. Several issues for the future are of great concern. City revenues are still not up to where they were. If revenues do not increase, we are looking at perhaps a $ 2 million cut to `.• city programs in the next year's budget. This could mean a cut of up to 48o Primrose Road•Burlingame•CA 94010-4083 1 Phone (650) 558-7474-Fax(650) 342-6295 $ 100K for the Library. Staff will be monitoring expenditures even more carefully this year and vacancies will not automatically be filled. As of this writing, we are looking at the possibility of losing our entire $ 62,000 in Public Library Foundation funding from the state, to help balance the state's budget. Library Foundation Campaign The Library Foundation is taking the leadership role in fundraising for the Easton Project. The initial targeted campaign aimed at Easton Library users and neighbors has raised over $ 30,000 to date! We are currently on track with the Marshall Trust in place and the proceeds from the Baker and Taylor class action suit as part of the funding. The next steps will be to kick off a community wide campaign in the fall. The "Elegant Affair Branches Out" will be the fundraising event to be held in the Main Library, Saturday, October 19''. It will feature music, buffet, cocktails, dancing, auctions and a chance to meet several children's authors. Personnel/Staff Development We are interviewing for a Technical Services assistant and an outreach assistant, both of which were vacated last fiscal year. It is likely that this will �-' be the last recruitment for sometime. Upcoming Events: • Independence Day Holiday, July 4, Closed • Board Meeting, July 23, 4:30 PM (Note Date Change) • Board Recognition Dinner, July 23`d, Immediately following • Egyptian Exhibit, Docent Lecture, August 14, 7 PM Alfred Escoffier City Librarian July 1, 2002 2 Board of Trustees Agenda Item: 8a July 23, 2002 Council Assignments for Trustees Background: The Library Board of Trustees have, as a matter of policy, partnered with a City Council member to keep them abreast of library issues and act as a contact person and liaison for issues and concerns. Proposed Action: MSA: To assign City Council members to individual Library Trustee members. Cathy Baylock: Mike Coffey: Joe Galligan: lJ�G7, �e✓ Mary Janney: Rosalie O'Mahony: AO, Budget Impact: None m/ e06Y - �S/ 4551 Board of Trustees Agenda Item: 9a July 23, 2002 Nomination of Officers of the Board Background: The nomination of Board officers takes place at the July Board meeting; the Election of officers takes place at the August Board meeting. Board officers include: President and Secretary. Board members generally rotate into the positions in succession. Proposed Action: K�*be MSA: To nominate Andrew Gurthet, President and K.-4hy McCormack as Secretary of the Board. Budget Impact: None �� mG Board of Trustees Agenda Item: 9b July 23, 2002 Trustee Special Fund Donation to Easton Renovation Project Background: The Trustees have offered seed money to the Library Foundation at the time of their formation. The Trustees have been strong supporters of the Foundation and it's mission. A formal donation to the Foundation by the Trustees would help encourage the campaign fund with the public as the campaign moves forward in the fall. Proposed Action: MSA: For the Trustees to authorize $ 0 b 0 donation from the Trustees Special Fund to the Burlingame Library Foundation Easton Campaign to support the renovation of the Easton Branch Library. A balance sheet for the Trustees Fund is attached. Approximately $ 60,000 is available in the Trustees unrestricted funds. The Trustees may allocate a particular amount at this time, and increase `- the amount later, or allocate a larger amount over two years. Since the final cost analysis is not yet complete, it might be best to allocate a specific amount now so that it appears in the publicity for the fundraising efforts. Budget Impact: The Trustees could allocate $ 5,000 toward the Easton Project as a strong gesture of support from the Trustees. m1 f►ct Board of Trustees Agenda Item: 9c July 23, 2002 Copy Machine Lease Authorization for New Contract Background: For many years, the Board of Trustees has operated the Copy machines as a profit making business for the benefit of the library. Funding for the copy machines is part of the Trustees Special Fund. Profits and expenses for the machines are deposited in the Trustees Fund which is managed by Library Administration and on deposit with the City of Burlingame. Proposed Action: MSA: To authorize that the Library lease 3 new copiers for a period of 5 years. The three copiers would be replacements for the existing 3 copiers currently leased with Trustees Funds. The Trustees provide the leases, paper and maintenance costs for the public printers. Any and all profits from the machines go back into the.Trustees Fund. The particular copiers proposed include: 2 digital black and white copiers and one digital color copier. All would be coin-operated machines for the public. This does not include staff copiers funded with City funds. Budget Impact: The new machines will cost approximately the same as the current ones, but will offer better quality copies.