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HomeMy WebLinkAboutAgenda Packet - LB - 2002.08.20 URLINGAME PUBLIC LIBRARY rBU(L1NG1ME � Board of Trustees Agenda - August 20, 2002 — 4.•30pm c �,sR�'� 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. Duncan Trust Statement (June 30, 2002) b. Community Room Policy (Revised) c. Easton Renovation Project (August 2002) 6. FROM THE FLOOR (Public Comments) r _EPORTS Information a. City Librarian's Report - Escoffier b. Foundation Report - Rossi 8. UNFINISHED BUSINESS 9. NEW BUSINESS a. Revise`'Community Room Po ' / /L, Discussion/ Action b. City/ Library Budget Discussion 10. ANNOUNCEMENTS 11. ADJOURNMENT _ ' i � /1��1� Adjourn l SLA BURLINGAME PUBLIC LIBRARY Burlingame Public Library Board of Trustees Minutes July 23, 2002 I. Call to Order The meeting of July 21, 2002 was called to order;by President Mary Herman at 4;30 pm. President Herman officially welcomed Carol Rossi to the Board of Trustees. II. Roll Call Trustees Present: Cecile Coar, Andrew Gurthet, Mary Herman, Catherine McCormack and Carol Rossi Staff Present: Alfred Escoffier, City Librarian Sidney Poland, Recorder III. Warrants and Special Funds Trustees unanimously agreed to approve the warrants. M/S/C (Coar/Rossi) , IV. Minutes The Trustees unanimously agreed to approve the minutes of the June 18, 2002 meeting. M/S/C (Coar/Gurthet) V. Correspondence Correspondence mailed in the packets was reviewed. A. State Budget Cuts - Due to the official motion made by Budget Committee Conference Member Senator Wes Chesbro and passed by the Senate on June 28, 2002, $31.5 million was restored to the Public Library Foundation fund. 48o Primrose Road•Burlingame•CA 94010-4083 Phone (650) 558-7474'Fax(650) 342-6295 B. Trustee Special Fund Balances - The Xerox fund balance �-' is $29,734.36. The City Librarian noted that revenue from the copy machines is decreasing due to less usage by the patrons. Copies made from the Internet are increasing and PLS is looking for a software program that will track cost of individual Internet copies and can be implemented on a system wide basis. VI. From the Floor - No one from the public attended. 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 another Summer Reading Club success story. Programs are well attended and staff is enjoying listening to the children's book reports. b. Teen Summer Reading Club - Graphic novels, a new format in reading materials with large graphic images and storylines, have taken the teen summer reading program by storm. More titles are being ordered due to the popularity of the novels. �. 2. Easton Branch Renovation Project a. The City Council approved the architect's proposal for the Easton renovation on June 17th. Council members are very supportive of the project. b. Rob Mallick and his staff opened up a portion of the ceiling at the Easton branch to expose the trusses. It appears that the trusses are in inferior condition and may not be able to be exposed. 3. City Budget Status -All City departments have been asked to make 10% budget cuts. Al Escoffier will meet with his middle managers to discuss how to cut costs effectively. Our fines and fees are tied to the PLS system so raising them to increase revenue is probably not an option. 4. Personnel/Staff Development a. In keeping with the need for budget reduction, the Technical Services position of 25 hours will not be filled. A present hourly person will be trained to perform the duties related to this position. b. Kathy Von Mayrhauser was selected to fill the 10 hour Outreach Position. Library Board of Trustee Minutes 2 July 23,2002 B. Foundation Report - Carol Rossi `- 1. Newsletter - Approximately, 3,000 copies of the newsletter will be mailed in early September. Carol requested the Trustees to provide her with additional names for the newsletter. 2. Elegant Affair Branches Out - Invitations are scheduled to be mailed 5 weeks before the October 14th event date. 3. Easton Campaign - The campaign for the Easton renovation has raised approximately $35,000 to date. C. Alternative Energy Systems - Trustee McCormack shared her research on types of alternative energy programs for "green buildings" with the Trustees and explained ways to obtain financing. Al Escoffier will give this information to Hal Brandes of Dahanukar Brandes to determine if any of these alternative energy programs can be implemented in the Easton Branch design. VIII. Unfinished Business A. Council Assignments for Board The Trustees passed the motion made by Trustee Coar to accept the assignment of individual City Council members to each �. Trustee. M/S/C (Coar/Rossi) Mary Herman Mike Coffey Catherine McCormack Rosalie M. O'Mahony Cecile Coar Joe Galligan Andrew Gurthet Mary Janney Carol Rossi Cathy Baylock Trustee Coar amended her motion to include a provision that Trustees would contact their individual council member four times a year. M/S/C (Coar/Gurthet) IX. New Business A. Nomination of Officers for 2002/2003 Trustee McCormack nominated Andrew Gurthet to serve as President of the Board of Trustees for the year 2002/2003. M/S/C (McCormack/Rossi) Trustee Coar nominated Catherine McCormack to serve as Secretary of the Board of Trustees for the year 2002/2003. M/S/C (Coar/Rossi) The election for these nominations will take place at the August 20, 2002 Trustee meeting. Library Board of Trustee Minutes 3 July 23,2002 B. Trustee Donation to Easton Project The City Librarian requested that the Trustees approve a donation to the Burlingame Library Foundation Easton Branch Campaign from their Special Fund. He suggested that the donation could be given in several small increments or as one large contribution. As well as showing support for the Foundation's efforts to provide funding for the Easton project, it is important for the public to be cognizant that the Library Trustees are strong advocates for the rebuilding of the Easton Library. Trustee McCormack made a motion that the Library Board of Trustees make a contribution of$5,000 from the Trustees Special Fund to the Easton Branch renovation project. M/S/C (McCormack/Coar) C. Copy Machine Lease Authorization The City Librarian requested that the Trustees authorize him to sign a contract to lease three new copiers for a period of 5 years. These copiers would replace the present copiers leased with Trustee Funds which are not providing quality copies and often need repair due to constant patron usage. Two of the machines would be digital black and white and one digital color. The machines are coin operated for the public and profits will be returned to the Trustees Fund. Trustee Rossi made a motion to proceed with the contract leases for the new copy machines. M/S/C (Rossi/Coax) X. Announcements Trustee Herman requested that the City Librarian obtain statistics for the Trustees on patron usage of foreign language books. XI. Adjournment The meeting adjourned at 5:30pm. M/S/C (Gurthet/McCormick) The next meeting of the Library Board of Trustees is scheduled for August 20, 2002 at 4:30pm in the Library Conference Room. Respectfully Submitted C fr d H.' Alfred H. Escoffier City Librarian Library Board of Trustee Minutes 4 July 23,2002 EA5TON BRANc 1 LIBRARY PLAN Of SERVICE 2002-2005 OVERVIEW The Easton Branch Library is currently slated for a complete interior remodel and accessibility upgrade. This renovation will include a closure of the facility for approximately six months, with a tentative opening date of Fall 2003. In conjunction with the upgrade, the focus of the Easton Branch will be fine-tuned to attract new users and enrich the reading experience for existing users. City Council has expressed interest in expanding the hours of the Branch to include some evening and morning hours to allow for more use following renovation. ROLE Of THE: BRANCH IN BURLINGAME The role of the Easton Branch can be defined as a neighborhood branch library featuring highly popular adult and children's materials. All materials at the Easton Branch are also available at the main library. The goal is to provide an attractive, well-circulating collection for those who enjoy a smaller library experience. The Easton Branch also provides a venue of children's story hours and other children's programs, as well as a potential venue for adult and teen programs. Adult book clubs, which have proven increasingly popular, could easily be held in the "living room" area of the new Branch. Recent developments in technology will allow the Easton Library users to have full access to the online catalog for the Peninsula Library System, as well as access to the Internet. Access to online magazine indexes and full text magazines, will make Easton a fully functional information center for library patrons. PRIORITIE5 Of 5ERVICE Easton service priorities will include: • Focus on service to children up to middle school • Focus on serving adult popular reading: including fiction, biography, and popular non-fiction • Focus on presenting programs of interest to the community from the Easton facility GOALS Of THE EA5TON FACILITY RENOVATION The goals of the renovation of the Easton Library include: • New fireplace seating area • More media: DVD, Books on Tape, etc. • Increased children's collection • Increased variety of seating • Additional public computer terminals with high speed Internet access • Separate children's area, with children's books together in one location • New larger "Lions Den" for young children with parent-children reading areas • A "Secret Garden" off the Lion's Den • An outdoor reading terrace • Larger children's program area • Full handicapped access • More popular adult books and displays OPENING DAY 5ERVICE5 It is anticipated that library hours will be expanded to include some early evening, and perhaps some morning hours. This will necessitate some additional staffing. While it is unlikely for the Branch to return to a 45 hour per week schedule, staff will tailor the expanded hours to the needs of the neighborhood. LIBRARY COLLECTION5-ADULT The Easton Library collections will consist of highly popular adult materials with a strong emphasis on popular fiction and mysteries. The collection will include non-fiction in areas of proven popularity: home decorating, cookbooks, biography, etc. The collection will consist of materials in hardcover, paperback and media formats. Media will become an important aspect of the Easton collections. LIBRARY COLLECTIONS- C11ILDREN The Easton children's collections will include a strong collection of picture storybooks for those just learning to appreciate books and reading. An emphasis will also be placed on the beginning reader. Children's fiction appropriate for elementary and middle school will also enhance the collection. Non-fiction areas for children will emphasize those areas most called for in the curriculum of local schools such as: Native Americans, California missions, science fair materials, country study books, biography, etc. Media will be available for children to enrich the reading and listening experience. COLLECTION MAINTENANCE The Easton Branch collection will remain current and topical, perhaps even including rotating collections from the main library. This will necessitate efforts and continual weeding of the collection. Displays of new and talked about materials will be an important component of marketing the library collections. Alfred H. Escoffier City Librarian June 11, 2002 Easton Branch Library Plan of service05 Memorandum To: Jim Nantell,City Manager From: Al Escoffier,City Librarian Date: 2/3/03 Re: Background Information on Easton Branch Library Overview For more than 55 years,the City of Burlingame has operated the Easton Branch Library.This library has provided a particular type of neighborhood library service.Most patrons walk to the branch,and the residential location is highly valued by older people and families with children.The easy accessibility offered by the small scale provide an especially comfortable introduction for children to the world of books and libraries.They come with parents,with caregivers,and with nearby school groups,as they have grown up,they have returned with their own families for the same kind of experience.As such,Easton Branch library constitutes a type of service in a category of its own,not duplicated at the Main Library located in busy downtown Burlingame. In the words of one patron,"I just love that my 6 and 8 year old kids can walk with me to the library, know it's layout,bump into friends,have relationships with the librarians,and feel a sense of community in this neighborhood branch." Annual Costs to Run Easton The annual costs to run Easton average$ 104,125,or 3%of the overall library budget.Operating costs are kept low with dedicated hourly staff serving on the one public desk.The library is supervised 1/3 time by a Branch Librarian. Renovation Plan to Date The City is currently in contract to renovate the Easton Library.The architectural contract includes design,construction drawings and bidding.The attached memo indicates the details of the project to date. Do we need a Branch Library? This question would be probably be answered in a variety of ways depending on the individual.If we were looking at the feasibility of building a branch library to serve the City today,it is likely it would not be built. But the Branch IS here and has been for 55 years.It costs very relatively little to operate the Branch,and it holds a special place in the hearts of community members.The annual traffic at 1 L February 3, 2003 Easton is approximately 35,000 people with circulation of materials approximately 36,000. Story hours are a regular feature of the Branch,as are class visits. Why a renovated facility? Burlingame's public buildings meet a high standard.The Main Library is an excellent facility in fine shape. The Easton Library facility does not meet this standard in quality,access,safety,or durability over time. The building needs to be renovated to be effectively used into the future. How to Fund? The renovation has taken on a life of its own in the community.Two major gifts,one for$650,000 from the Marshall Trust and one for$50,000 from the Lane Family Trust are the cornerstone of the fundraising efforts. From there,another$ 80,000 has been raised and another$70,000 has been pledged.We now have 85%of what is needed to go forward with the project. In addition,the City has spent approximately$ 50,000 of the$ 150,000 budgeted during the last and current fiscal years. This is a gift to the City of nearly$850,000 to this project,which makes it among the highest privately funded projects in the history of the City. Delay the Renovation? Delaying the renovation is possible.However,the cost of construction would likely only be higher in the future,making the need for more funding likely. Recommendation The City Librarian and staff recommend that the Library Board and the City Council: 1) Reaffirm the desire to go forward with retaining the Easton Library as a viable library facility; 2) Reaffirm the desire to go forward with the renovation. Should Closure be an option... Should the City Council decide to close the Easton Branch,library staff will cooperate in the orderly closing of the service.Council will need to determine a use for the property within the City or sell it on the open market.The Foundation would need to make arrangements to return monetary donations made to the project to the donors.We would also need to negotiate with the architect to terminate the contract with them at whatever point this occurs(should this occur before the termination of the contract in June 2003.) Attachments: Easton Branch Costs to Operate Easton Branch Renovation Status 2 1012 peninsula C01111 unity foundation Board of Directors July 25, 2002 John H.Clinton,Jr.,Chair Thomas E. Ballard Patricia Bresee Bernadine Chuck Fong, Ph.D. Mr. Alfred H. Escoffier Susan Ford Nylda Gemple, R.D./L.D. Burlingame Public Library Charles "Chip" Huggins 480 Primrose Road Rick Jones Olivia G.Martinez,Ed.D. Burlingame, CA 94010-4083 Linda R. Meier Karen V H.Olson Nancy J. Pedot Jennifer Raiser Dear Al: Gordon Russell William L.Schwartz,M.D. As I write this quarterly letter, the markets continue to demonstrate their volatility Donald H. Seiler Warren E. "Ned" Spieker,Jr. in the face of issues facing our economy and our country. Against this background, Jane H.Williams there is still much to be hopeful about and always some good news to report. Many Emeritus of you may have children, maybe grandchildren, or other relatives and friends who Bolton donned their cap and gown this spring. These recent graduates,whether from pre- Hugh C.Burroughs T.Jack Foster,Jr. school or 8`'grade, high school or college, provide hope that the next generation Bruce Hinchliffe will rise to its own set of challenges. Hon.Thomas M.Jenkins Charles B.Johnson Robert C. Kirkwood In the meantime, I am heartened by Your generosity and the many gifts that daily William Wilson III flow into and out of the Foundation. The connections of caring that we witness Rosemary Young here every day renew and strengthen our faith in the enduring presence of Committee Advisors community. Richard L. Bennett Elizabeth Obershaw As stewards of your charitable gifts,we receive many calls from donors about Marcia R.Wythes financial and estate planning. The Foundation is a resource for looking at creative Of Counsel ways of converting assets such as real estate into income-producing charitable Albert J. Horn, Esq. remainder trusts. I invite you to call us to explore alternative opportunities for your President family. Sterling K. Speirn In this packet you will find new investment resource materials. First is the Foundation's Investment Guidelines, developed by our Investment Committee to provide a clear understanding of the objectives of each investment pool, as well as the Foundation's monitoring process. We don't expect these guidelines to change frequently, but will notify you when they do. Also enclosed is an executive summary of the returns in each of the Foundation's investment pools, compiled quarterly by investment consultant Callan Associates. Peninsula Community Foundation TEL 650.358.9369 1700 South EI Camino Real,Suite 300 FAx 650.358.9817 San Mateo, California 94402-3049 WEB www.pcf.org The purpose is to provide you with an analysis of the returns, the performance of the underlying managers in the pools, and market forces that affect performance. A new summary for each quarter will appear online with your fund statement approximately 15 days after the end of each calendar quarter. We hope you will find these materials helpful and welcome your comments. For information about PCF Connect online services, contact Laura Del Fava, Donor Resources Associate, at 650.358.9369. Many of you completed the Donor Survey we mailed in March. I'd like to share a few findings: • The top three words used to describe the Foundation were trustworthy, knowledgeable and reliable. • The majority of respondents made their first contribution to the Foundation within the past five years. • 60%of respondents have served on the Board of a local nonprofit organization within the last year. We are grateful for your involvement and dedication to our community. • 72%of respondents have had occasion to recommend the Foundation to someone unfamiliar with it. 92%of respondents have a will and 19%have a will that includes a bequest to Peninsula Community Foundation. Thank,u! • While 95%of respondents have a personal computer and access to the Internet, only 40%have visited PCF's Web site.We hope you'll take the time to visit the new and improved www.pc£or and learn more about our recent work,upcoming events and services we provide. The insights gained from this survey will guide the Foundation's annual planning, help us reach out to new donors and become a better resource for your charitable needs. We appreciate those of you who took the time to respond. If you did not receive the survey, please know that your feedback is always welcomed. Peninsula Community Foundation is a learning organization and we consider our donors some of the best teachers around! Two final items. First, the Foundation is partnering with the County of San Mateo in the campaign to create a universal health insurance program for all of our children under the age of eighteen. We are proud to be following in the footsteps of our colleagues in Santa Clara and San Francisco counties where successful campaigns are well underway. Lastly, we have just been notified that Peninsula Community Foundation is being recognized as the 2002 Outstanding Foundation/Community Grantmaker by the Association of Fundraising Professionals— Golden Gate Chapter—and Northern California Grantmakers. It is a testimony to our continuing commitment to excellence that PCF becomes the first community foundation to win the award twice; we were first honored in 1989. As ever, it is your generosity that makes our work possible. Thank you for your support. Sincerely, *igirn President Enc. 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 Investment Guidelines and Oversight For Advised and Non-Endowed Funds � peninsula community foundation Introduction Peninsula Community Foundation's investment guidelines have been established to facilitate a clear understanding by the Foundation, the donor, the investment consultant, and any appointed investment managers of the nature, purpose and goals of the Foundation's investments. This is a summary; full guidelines are available upon request. Investment Objective The Foundation's investment objective is to preserve and enhance the purchasing power of the Foundation's assets, while providing a relatively predictable, stable stream of capital, sufficient to meet the spending needs of each fund. Investment Options The Foundation provides sufficient investment options to allow for diversification of each donor's �,. fund. • Each fund will be invested in a manner consistent with the charitable goals of the donor. • The Foundation, in consultation with the donor,will detennine the appropriate asset allocation at the time the fund is established. • Changes to asset allocation may occur when a change in charitable goals is identified by the donor and communicated to the Foundation; there is a significant change in the balance of the fund; and/or the Foundation determines that market forces indicate a change is warranted. • Changes will occur only with the approval of the Foundation in consultation with the donor and are recommended no more than once annually. • The Investment Committee may make changes to the target asset allocation ranges (as listed on the last page of this document), however, it is anticipated that these changes will be infrequent. Money Market Pool: Appropriate for funds with short-term charitable goals of one year or less. The purpose of the money market pool is to provide instant liquidity with no principal fluctuations. The pool consists of actively managed short-term investments in low-risk, highly liquid financial instruments. Peninsula Community Foundation TEL 650.358.9369 1700 South EI Camino Real, Suite 300 FAx 650.358.9817 San Mateo, California 94402-3049 wee www.pcf.org Fixed-Income Pool: Appropriate for funds with short-term charitable goals of one to three years. The purpose of the fixed income pool is to produce current income in support of spending needs with a minimum of principal fluctuations; to provide a hedge against deflation, and to provide liquidity. It pool invests in short-term and intermediate-term investment grade bonds and other fixed-income securities. Equity Pool: Appropriate for funds with long-term charitable goals of three years or more. The purpose of the equity pool is to provide total return that exceeds inflation and to provide a growing stream of capital in support of spending needs. The Pool seeks capital appreciation, investing primarily in common stocks and securities. It is recognized that equity investments carry greater market price variability and risk than other asset classes. To smooth out volatility the Pool invests in funds that provide diversification among growth and value styles, economic sectors, industries, and international investments. Socially Responsive Pool: Appropriate for funds with long-term charitable goals of three years or more. The securities in the socially responsive pool are screened using the standard avoidance list (military, tobacco, etc.), as well as for issues related to the environment, citizenships, animal rights, and international human rights. The pool's objective is long-term capital appreciation along with current income. It is a balanced portfolio managed by Citizens Funds, with 65% of the assets invested in the Index Fund and 35% in the Income Fund. Roles of the Board of Directors and the Investment Committee The Board of Directors has primary responsibility for the overall investment of Foundation assets. The Board delegates the responsibility of regularly monitoring the investments to the Investment Committee. Investment Committee members discharge their duties solely in the interest of the Foundation and exercise the care, skill, prudence and diligence that a prudent person, acting in a like capacity would use in the conduct of a similar enterprise. Selection of Investment Managers In order to facilitate the efficient and effective asset management of donor funds within Peninsula Community Foundation, it is desirable to limit the number of investment managers and investment alternatives. In addition to those alternatives already approved by the Board of Directors and the Investment Committee, any request for approval by the Peninsula Community Foundation of a new investment adviser must be made in conjunction with a fund valued at a minimum of $5 million, with the exception of Charitable Remainder Trusts. The Foundation shall have full authority and discretion over the investment and reinvestment of its assets in accordance with the Foundation's investment policies. Peninsula Community Foundation TEL 650.358.9369 1700 South EI Camino Real, Suite 300 FAx 650.358.9817 San Mateo, California 94402-3049 wee www.pcf.org Investment Pools for Advised and Non-Endowed Funds Target Allocations, Benchmarks and Investment Fees peninsula co11 munity foundation Current Target Investment Allocation Fees Money Market Pool Vanguard Money Market Institutional 100% 0.13 Investment Fee for Pool: 0.13 Benchmark: 90-day Treasury Bills Fixed Income Pool Vanguard Short Term Corporate Admiral Shares 50% 0.09 PIMCO Total Return Fund 43% 0.18 Merrill Lynch Intermediate Bond 7% 0.05 Total Investment Fee for Pool: 0.33 Benchmark: 50% Merrill 1-3 year Govt/Credit, 43% Lehman Aggregate 7% Lehman Aggregate Intermediate Equity Pool Vanguard Institutional Index 30% 0.02 Vanguard US Growth Admiral Shares 20% 0.08 American Funds --Washington Mutual 20% 0.17 Goldman Sachs Core US Equity 1517o 0.17 American Funds -- EuroPacific Fund 150/c 0.10 Total Investment Fee for Pool: 0.53 Benchmark: 80% Standard & Poor's 500 20% MSCI EAFE Socially Responsive Pool Citizens Index Fund 65% 0.44 Citizens Income Fund 3517o 0.49 Total Investment Fee for Pool: 0.93 Benchmark: 65% Standard & Poor's 500 35% Lehman Aggregate Peninsula Community Foundation TEL 650.358.9369 1700 South EI Camino Real, Suite 300 FAx 650.358.9817 San Mateo,California 94402-3049 wee www.pcf.org Advised and Non-Endowed Funds Investment Summary-June 30, 2002 peninsula co11 munity foundation Peninsula Community Foundation's Advised Investment Pool was valued at $238.3 million on June 30, 2002. Money Market Pool The Money Market Pool gained 0.5% during second quarter 2002, 4 basis points ahead of the 90-day Treasury Bills. The Pool outpaces the index for longer cumulative periods measured. Fixed-Income Pool PCF's Fixed-Income Pool gained 2.3% during the second quarter of 2002, lagging the Lehman Aggregate index. Although the return is strong for the quarter, the bond market was very volatile during the quarter. Most investment managers underperformed the index for the quarter as most managers were underweight superior performing Treasury bonds. Equity Pool The PCF Equity Pool is comprised of domestic and international stock funds. Both the domestic and international portfolios are generally balanced between value and growth styles. The Equity Pool declined 12.2% during second quarter of 2002, lagging the benchmark of 80%n Standard & �-- Poor's 500 plus 20% MSCI EAFE (-11.2%). Underperformance can be attributed to Vanguard US Growth and American Funds EuroPacific Growth. Socially Responsive Pool The Socially Responsive Pool is comprised of both equity and fixed-income funds. The equity fund is the Standard &Poor's 500 Index excluding the stocks of socially irresponsible companies. The bond fund is managed to the Lehman Government/Credit Intermediate Index but excludes the bonds of socially irresponsible companies. The Pool declined 9.9% for the second quarter of 2002 and 11.4% for the trailing six months, falling more than the benchmark returns of negative 6.6% for both the quarter and the trailing six months. Market Overview Domestic equities, as measured by the Standard & Poor's 500, declined a significant 13.4% during second quarter. During the quarter value stocks continued their outperformance of growth stocks. The quarter also saw a continuation of small stocks outperforming the stocks of larger companies. International equity also suffered a decline as the MSCI EAFE index lost 2.2%. International markets were boosted by the weakening US Dollar. The bond market increased 3.7% as investors instigated a"flight to quality." Peninsula Community Foundation TEL 650.358.9369 1700 South EI Camino Real,Suite 300 FAx 650.358.9817 San Mateo,California 94402-3049 wEe www.pcf.org G t j f ! s ! i AL Urgent FOR A.M. DATE TIME P.M. While You `Were Out OF— PHONE D AREACODE NUMBER EXTENSION TELEPHONED PLEASE CALL CAME TO SEE YOU WILL CALL AGAIN RETURNED YOUR CALL WANTS TO SEE YOU MESSAGE 4Ad,� SIGNED ab. a- 9711 Peninsula Community Foundation 1012 Roger and Jean Hunt Duncan Fund peninsula Fund Activity Statement Ct?I"t'tl'?unt foundation April 1, 2002 through June 30, 2002 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 $ 967,336.66 $ 951,531.23 Contributions 0.00 0.00 Investment Income 5,281.07 10,089.28 Gain/Loss on Gifted Securities 0.00 0.00 Gain/Loss on Investments (45,017.55) (32,835.34) Interfund Contributions 0.00 0.00 Other Income 0.00 0.00 Grants 0.00 0.00 Interfund Grants 0.00 0.00 Administration Fees (1,202.01) (2,387.00) Other Expenses 0.00 0.00 Ending Balance $ 926,398.17 $ 926,398.17 Grants Payable $0.00 Balance Available for Grants $277,439.00 Investment Allocation Asset Allocation Per Agreement: Endowment Pool 100.00% Comments If you have any questions regarding your statement, please call Kara Coyle, Controller, or Vera Bennett, Vice President of Finance and Administration, at 650.358.9369. Burlingame Public Library Lane Community Room Use Policy Revised August 20,2002 1. Eligibility: The Lane Community Room is available for use by civic, educational and cultural organizations. The room is not available for purely social events, or for the benefit of private individuals or commercial concerns. No marketing or sales may take place on library property. `9nfomercia/s"are prohibited. Commercial activities are prohibited. 2. Responsibility: The individual who assumes the responsibility for the use of the room must hold a valid Burlingame Public Library card; the majority of the sponsoring group must be from Burlingame/Hillsborough community. 3. Hours Available: The Lane Room is available during open library hours: 9:00 am-8:45 pm, Monday through Friday. Due to staff constraints at closing, attendees must leave the room promptly at 8:45 PM. 4. Priority of Booking: Requests for use of the Lane Room will be approved by the City Librarian according to the following priorities: A. Burlingame Library-sponsored or related meetings, programs etc. B. Government agency-sponsored programs serving the Burlingame Community, (for example: city, local schools, etc.) C. Non-profit educational organizations(example: book groups, Scouts, etc.) Regular library service takes precedence over meeting room activities, and the use of the meeting room must not interfere with the operation of the library. Admission fees may not be charged or solicited by the user nor may any item or service be sold or advertised. (Exceptions may be made for library programs.) As a tax supported public facility, all meetings must be open to the public. 5. Room Reservations: Reservations for use of the meeting room may be made through the Library Administration office during regular business hours: 9 am-5 pm, Monday through Friday. The phone number is 650-558-7474. A telephone reservation is tentative only, and a completed and approved application form must be filed at least one week(5 working days) prior to the event. Requests will be granted in the order in which they are received under the priorities listed earlier. Meetings may be booked for the next calendar year beginning in November of the preceding year. No group other than those related either to the library or city government may reserve the room more than twice in one month. Use of the room may be limited to one group per day. 6. Room Capacity: The Lane Room has a seating capacity of 80; total capacity of 140 persons. 7. Facilities and Equipment: The Lane Room has a kitchenette with sink and countertop; 20 tables, 80 stacking chairs. Multimedia equipment is available by separate arrangement. 8. Charges: For groups in Category A and B (Library sponsored, City sponsored programs)there is no charge. For other groups (Category C- Non-profit organizations) there will be a $40.00 fee for room use. 9. Additional Fees. There are additional fees for use of the audiovisual equipment. Trained library personnel must operate this equipment. The fees for use of this equipment are $15.00 per hour. Partial hours will be charged to the next full hour. Arrangements for staff assistance should be made well in advance of the event to assure coverage. If staff is unavailable to assist with media, the equipment will not be made - available. Organizations are free to bring in their own audiovisual equipment and utilize the screen in the room for audiovisual presentations, in lieu of using library personnel. Rules for Use of the Lane Community Room Revised August 20,2002 _ 1) Hours: Occupants of the room must leave the library 15 minutes before closing time to allow an orderly exit of the building. 2) Room Reservation Cancellation: As a courtesy to the library, organizations are asked to notify the library one week in advance of cancellation of a meeting. 3) Room Capacity: Due to fire codes, the room capacity must not exceed 140 persons. 4) Clean Up: Each group is responsible for setting up the Lane Room in any manner it desires and for returning the room to the way in which it was found: i.e., restack chairs, tables, etc. Countertops should be wiped down. 5) Set Up: Staff is NOT available for set up or clean up of the room. 6) No Smoking: Smoking is not permitted in city buildings at any time. 7) Alcoholic Beverages: Alcoholic beverages may not be served in the Community Room. Exceptions may be made by the City Council. 8) Use of Library Name: The library name, address or phone number may not be used in the official address of any organization. Groups may not publicize their events in any way that implies library sponsorship. Publicity for non-library events must clearly say:Not Sponsored by the Burlingame Public Libraryy. 9) Fees: Any fees due must be paid at the time of reservation. 10) Refund Policy: Refunds for the room will not be made unless room cancellation is made 7 days in advance. Lane Community Room Guest Information 1. Check-in: Please check-in with the staff at the Reference Desk located on the main level of the library. A Reference Librarian will go down to the Lane Room with you. 2. Entrances: Guests will be able to enter the Lane Room from Bellevue Avenue or at the Main library entrance at 480 Primrose Road. Disabled Guests will need to enter at the Main Library entrance and use the public elevator to go to the Lower Level to enter the Lane Room. The stairs may also be used to go to the Lower Level. The entrance to the Lane Room is reached by going right at the bottom of the stairs (or straight from the elevator)to the north wall and then turning right and going along the corridor to the Lane Entrance door. 3. Equipment: For outside groups, we offer a 30-cup coffee maker and a projection screen. Special arrangements must be made prior to the meeting day for use of the microphone, projector, sound system or computer. 4. Parking: The garage next to the library has parking meters, for two hours and 10 hours. The meters accept only quarters. 5. Questions: If you have questions once you are settled in the room, you can call the Reference Desk using the telephone at the back of the room: Dial 503. 6. Check-out: When you are finished with the room, please notify the Reference Staff. It is very important for us to lock the room as soon as you are finished. 7. Set-up: Unfortunately, we do not have enough staff available to assist with set-up. You will be responsible for arranging the furniture and for cleaning up the room after you have finished your event. Staff will supply extra trash bags for your use and a vacuum cleaner is available if needed. Please call if you have any questions related to the use of the Lane Community Room that were not answered above. You may call 650-558-7474 during regular business hours 9:00 am to 5:00 pm. A:/ref/Esther/comrom.doc Board of Trustees Agenda Item: 9a �- August 20, 2002 Revision of Lane Community Room Policy Background: Staff has noted that since May 1999, several revisions of the Community Room policy have been needed. Staff is making the proposed changes in use to limit commercial uses of the room and to increase fees for use of the room by outside groups to $ 40.00. This represents the first increase in 5 years. This is a $ 5.00 per session increase of 13%. While we would like to keep the fees reasonable, I feel we need to reflect our costs for maintaining the room. Proposed Action: MSA: For the Board of Trustees to authorize the changes as reflected on the revised Community Room policy (underlined in bold), dated August 20, 2002. Budget Impact: The revenues should show a small increase for total revenues for the room of approximately $ 600.00. `-- Easton Renovation Project August 2002 Funding: Marshall Trust $ 650,000 Library Foundation 200,000 City 150,000 Total $ 1,000,000 Timeline: Design Complete February 2003 Construction complete October 2003 Grand Opening November 2003 (Estimates based on plan as of this date.) Capital Campaign: Raise $ 200,000 $ 90,000 to date Architect: Hal Brandes of Dahanukar Brandes, Mill Valley L r!t BURLINGAME PUBLIC LIBRARY t: City Librarian's Report August 20, 2002 "Reading Road Trip." Summer Programs Complete! The summer reading clubs were a great success this year with 150 teens and over 250 school age children participating. During the month of July, the Children's Division did a total of 37 programs including: 8 Preschool Story Times, 10 Toddler Story Times, 2 Saturday Story Times, 8 Bedtime Story Times, 1 class visit to the Main Library and 8 programs in the schools. Six of the programs at the schools were visits to all of the grade levels of the Hillsborough Summer School, a visit that Cathy Somerton is requested to make each summer. The "Mouse Tales" Read-to-Me program was very successful with over 100 children turning in listener's logs and receiving paperback mouse books! In addition to the regular children's staff of Joan Manini and Cathy Somerton, thanks go to Pat Psaila who did all the Bedtime Story Hours and to Sue Reiterman who did the Easton Bedtime Story times. Graphic Novels a Hit for Teens! We scored well with the new graphic novels for teens, so well in fact that all books were checked out the first week! We then requested an additional grant from the Library Foundation and from Philanthropic Ventures to add additional titles to the collection. The graphic novels are housed in the teen area on the main floor. Easton Branch News The new fiscal year began with the promotion of the Easton Branch staffers ,Connie Dougherty, Bernie Hinds and Maureen Lennon to the position of Library Assistant I. Their reclassification, accomplished through the budget 480 Primrose Road-Burlingame•CA 94010-4o83 1 Phone (650) 558-7474'Fax(650) 342-6295 process, reflects the skill and responsibility level of their Branch work, and they are to be congratulated on their continue good service to the Easton area community. A new page was hired, Fiona Ho, to replace Jon Housely who is moving on to college. Fiona will be working two afternoons and most Saturdays as the Easton page. Children's activity was high this month with the Summer Reading Club for children and teens in full swing, regular Preschool and Toddler Story times on Tuesday and Thursday mornings, and an additional Bedtime Story time on Wednesday nights. The Bedtime story time attracted many neighborhood families and we were please to see a number of moms and dad who work during the day. For the final evening of the series, we had 56 attendees, and request to continue this at other times during the year. We appreciated the assistance of our two student volunteers with the Summer Reading Club in helping with craft activities, record-keeping and listening to reports. By the end of the month, the Branch was papered in reports, pictures and several diorama depicting books the children read. Easton Branch Renovation Project To facilitate the design work, the city's Facilities Maintenance staff located a sealed ceiling hatch, which, when opening, provided visual access to the area between the roof and the ceiling. From an extension ladder through the hatch, Hal Brandes was able to see and photograph the trusses, which he thought might be restored as an architectural feature of the renovated building. While he did find redwood timbers, they were not the hoped for restorable trusses. Library Foundation Campaign The Library Foundation has raised approximately $ 90,000 in pledges to date before their campaign goes to the full Burlingame/Hillsborough community in September. Joan and Ralph Lane have made a major pledge for $ 50,000; and by Our Lady of Angels Church for $ 10,000. Details are being firmed up for the "Elegant Affair Branches Out" which will be the Branch fundraising event to be held in the Main Library, Saturday, October 19th. It will feature music, buffet, cocktails, dancing, 2 auctions and a chance to meet several children's authors. Invitations will be mailed to all past and potential donors in September. The Foundation has also completed a newsletter, which will be mailed to the community in early September. Budgeting and Personnel Due to budget constraints, the Library has placed the filling of two vacancies on indefinite hold. Two Library Assistant II positions remain unfilled at 25 hours per week in Technical Services and Children's Divisions. Upcoming Events: • Board Meeting, August 20, 2002, 4:30 PM • Division Supervisors, August 22, 2002, 9:30 AM • Labor Day, Closed September 1 and September 2"d, Open September 3rd Alfred Escoffier City Librarian August 12, 2002 3 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JUNE 2002 Registered Borrowers Previous month's total #Added Total Registered rlingame Adults 14,690 108 14,798 Burlingame Children 4,134 29 4,163 Hillsborough Adults 2,291 15 2,306 Hillsborough Children 1,163 12 1,175 Non-San Mateo Co. Borrowers 1,173 13 1,186 Totals 23,451 177 23,628 Circulation Activity Main Branch Adult Print Materials 18,994 810 Children's Print Materials 9,703 1,163 AudioNisual Materials 7,315 202 Circulation Totals This month total Main 38,462 This month previous year 38,172 .8%1 This month total Branch 2,441 This month previous year 2,707 -9.8%D This month Grand Total 40,903 This month previous year 40,879 .1%1 Reference Activity Inter Library Loans Questions Directions Lent 3,085 Reference 2,861 293 Borrowed 2,147 Children's 1,505 1,150 TOTAL 5,232 Lower Level 1,025 3,185 Branch 138 86 TOTAL 5,529 4,714 Collections Main Titles Added Main Volumes Added Branch Volumes Added Adult Non Fiction 129 212 2 Children's Non Fiction 17 22 0 YA Non Fiction 1 1 0 Adult Fiction 72 276 49 Children's Fiction 72 125 31 YA Fiction 6 9 1 Cassettes 4 4 0 Compact Discs 2 2 0 Videos 0 19 2 Children's Audio 0 0 0 Children's Video 0 9 0 Children's Com act Disc 0 0 0 TOTALS 303 679 85 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JUNE 2002 PAGE 2 Other Material Volumes added Total Held Ad,-,It un-cataloged books 73 4,559 'ildren's un-cataloged 76 3,845 —.,oks Foreign Language un- 21 575 cataloged D nix Deposit to City Treasurer Main $6,666.77 Branch $ 368.91 Total $7,035.68 Main and Easton Deposits Revolving Account Rental Main $140.00 Revolving Account PLS Video Main & Easton $ 34.00 Trustees Special Fund Photocopies Main & Easton $808.20 Estimated User Traffic 30,425 Daily Average 1,014 Community Room Adult* TOTAL MEETINGS HELD: 14 308 ADULT PROGRAMS 1 FKTffENDANCE 10 Mhildrens and Young Adult Attendance Pre-school programs 40 1,442 School A e 7 349 Book Groupies 1 5 Total 48 1,796 Internet Use One Hour Express Childrens Total 1,567 2,745 42 1 4,354