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
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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
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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
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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