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HomeMy WebLinkAboutAgenda Packet - LB - 2002.09.17 :'►URLINGAME PUBLIC LIBRARY IBURLINGAME 1 Board of Trustees Agenda _ September 17, 2002 - 4.30pmGe4RPS 480 Primrose Road - Board Room �c ��e SUGGESTED ACTION 1. CALL TO ORDER 2.,/ROLL CALL 3./ELECTION OF OFFICERS 2002-2003 Action 4.AARRANTS & SPECIAL FUND Approval 5. MINUTES Approval 6. CORRESPONDENCE AND INFORMATION Information a. Legislature Passes Budget Package b. Foreign Language Use c. Community Room Policies d. Report from Peninsula Community Foundation ,ROM THE FLOOR (Public Comments) & REPORTS Information a. City Librarian Report—Al Escoffier b. Foundation Report— Carol Rossi 9. UNFINISHED BUSINESS / a. Employee Achievement Award `� Discussion b. Community Room Policy Review✓ �a( Discussion c. Employee Recognition Dinner yam' �f Z Discussion/Action d. Report from Peninsula Community Foundation t/ Discussion e. Foreign Language Circulation Report ,i Discussion 10. NEW BUSINESS 11. ANNOUNCEMENTS 9" ADJOURNMENT Adjourn BURLINGAME PUBLIC LIBRARY Burlingame Public Library Board of Trustees Minutes August 20, 2002 I. Call to Order The meeting of August 20, 2002 was called to order by President Andrew Gurthet at 4:30 pm. II. Roll Call Trustees Present: Cecile Coar, Andrew Gurthet, Catherine McCormack and Carol Rossi Trustee Absent: Mary Herman Staff Present: Alfred Escoffier, City Librarian Sidney Poland, Recorder III. Warrants and Special Funds Trustees unanimously agreed to approve the warrants. M/S/C (McCormack/Coar) IV. Minutes The Trustees unanimously agreed to approve the minutes of the July 23, 2002 meeting. M/S/C (Rossi/Coar) V. Correspondence Correspondence mailed in the packets was reviewed. A. Duncan Trust Statement (June 30, 2002) - The Trustees requested that the City Librarian contact the fund representative and inquire as to what funds comprise the Endowment Pool, what are the selected sectors and what percentage.of the fund is invested in each sector. 48o Primrose Road•Burlingame•CA 94010-4083 Phone (650) 558-7474'Fax(650) 342-6295 B. Easton Renovation 1. Funding and Schedule of Project - The Trustees reviewed the breakdown of the proposed funding of the Easton project and the timeline for design completion (February 2003) to the grand opening (November 2003). To date the Library Foundation has raised approximately $90,000 with an ultimate goal of$200,000; $650,000 will be provided from the Marshall Trust and the City of Burlingame budgeted $100,000 last year and $50,000 this year for the project. 2. Ceiling Trusses - Hal Brandes, architect for the project, was able to view and photograph the trusses through an open hatch in the lowered ceiling. The trusses are redwood timbers and may not be restorable. A structural engineer, Mr. Brandes and Al Escoffier will enter the ceiling to thoroughly examine the trusses and determine whether the condition of the trusses warrants exposing them as part of the new ceiling. 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 - Summer programs for all ages were a great success. 2. Easton Branch a. Personnel- Connie Dougherty, Bernie Hinds and Maureen Lennon were promoted to the classification of Library Assistant I; Fiona Ho is the new Easton page. b. Easton Renovation Campaign - The campaign has raised approximately $90,000. Joan and Ralph Lane have made a pledge of$50,000 and Our Lady of Angels Church has pledged $ 10,000. 3. Budgeting and Personnel - Due to requests from the City to make budget cuts, two 25 hour Library Assistant II positions one in Technical Services and one in Children's will not be filled. Trustee Gurthet inquired as to the impact this decision will have on Library services. An hourly person is filling the position in Technical Services. The Children's Dept. may have to reduce the projects for the Teen Program, full time staff may be placed on public services desks on occasion to reduce hourly staff, and a volunteer recruitment may be launched. N%- Library Board of Trustee Minutes 2 August 20, 2002 B. Foundation Report - Carol Rossi 1. Newsletter - Forty five hundred newsletters will be mailed to the public by the second week of September. 2. Elegant Affair Branches Out - Invitations will be mailed the first week of September to previous Elegant Affair attendees and all new and former donors; Tickets are $85. Maximum attendance is 200 guests. 3. New Board Members - Lisa Rosenthal and Mark Lucchesi will join the Foundation Board. There are three open positions remaining. VIII. Unfinished Business (None) IX. New Business A. Revision of Community Room Policy- Staff has recommended that revisions be made in the Community Room policy regarding criteria for room usage, as well as increasing the usage fee from $35.00 to $40.00. The Trustees suggested charging $50.00 for use of the room. Trustees requested that the City Librarian survey public room policies of other libraries in the county and report the results at the next meeting. No action was taken on this item. B. City/Library Budget 1. The City has requested that all City departments develop a plan for possible budget cuts of 5-7% that may be implemented. The City Manager will submit the budget plan to City Council. Council will determine which budget cuts will be implemented. 2. The Library is considering possible cuts in the following areas: a. Close Friday night. b. Hourly Staff- Use full time people instead of hourly on public service desks. C. Operations - create efficiencies in the general operation of the Library. d. Raising Fees - The fee charges are system wide and a change would have to be proposed to the entire PLS system. e. Internet Printing Software - Trustee Gurthet advised that the Santa Clara University Law Library does have a printing software system which has reduced the cost of paper and toner. However, administrative costs to manage the system have increased. Library Board of Trustee Minutes 3 August 20, 2002 3. The City Librarian noted that PLS is reviewing all Technical Service Departments of each library in its system for the ... purpose of raising the efficiency standards. X. Announcements A. Employee Achievement Award Dinner - Dinner to be held Sunday, December 8th at the Sheraton Gateway Hotel. Trustee Gurthet requested that this item be placed on the agenda for the September Trustees' meeting. B. CLA Conference November 16, 2002 - Barry Mills and Linda Santo have expressed an interest in attending this event. XI. Adjournment The meeting adjourned at 5:45pm. M/S/C (McCormack/Rossi) The next meeting of the Library Board of Trustees is scheduled for September 17, 2002 at 4:30pm in the Library Conference Room. Respectfully Submitted U/Z' All Alfred H. Escoffier City Librarian Library Board of Trustee Minutes 4 August 20,2002 Legislature Passes Budget Package The Legislature passed a budget early Sunday morning, September 1. The Governor has said publicly that he will sign it as early as Thursday, September 5, after making a reported $300m in line-item veto reductions. The League is generally pleased with the current budget that has been passed. Local Governments succeeded in re-instating funding for many of their key programs. However, until the Governor signs the bills, the budget is not yet finalized. We urge cities to contact the Governor, thank him for preserving local government funds, and to maintain the funding levels for local government programs in the current budget 1. The Vehicle License Fees (VLF) --the "trigger"to lower the offset(to vehicle owners) was not pulled. The backfill payments from the state to local government remain intact. It is status quo for the 2002-03 fiscal year. 2. Public Safety Funds. The following programs, once reduced in funding, will receive funding: a. Booking Fees ($38m) b. COPS/Juvenile Justice Program ($132m) c. High Technology Grants ($18.5m -- $16.9 below 01-02 levels) 3. State Mandates: Most state funded mandates have been limited to $1,000, with the remaining amounts owed deferred for an unspecified period of time.. Adjustments to the mandate process were also made: a. Test claims must be filed no later than 3 years following the date the mandate became effective, or, in the case of mandates that became effective before Jan. 1, 2002, one year from the effective date of the budget. b. Interest will be charged on any claims, audited by the Controller, where a reimbursement is found to be due to the State. c. Previously, claims for initial reimbursement that are filed late could be reduced by �.. 10% of the amount that would have been allowed, not to exceed $1,000. The $1,000 limit has been deleted. d. The Controller will deliver annual reports to the Legislature, and the Legislative Analyst will review make recommendations on whether certain mandates should be repealed, funded, suspended or modified. e. Currently, the minimum claim amount, by an individual agency, or a county on behalf of specified agencies within their geography, is $200. This amount is raised to$1,000. 4. Redevelopment Agencies are required to shift funds to ERAF for a period of one year, subject to the same formulas and requirements that governed the similar shift in the 92- 93 FY. In addition, for those Redevelopment agencies that borrowed funds to cover the 92-93 FY obligations, and are required to make further payments on that loan prior to June 30, 2003, they are allowed to delay the repayment date of the loan for one year. 5. Coastal Resources and Energy Assistance Act (CREA) Existing law requires that 50% of the amount of funds received by the state pursuant to the federal Outer Continental Shelf Lands Act over the amount received in the 1996 calendar year be available, annually, for grants to coastal counties and cities pursuant to the. For the FY 02-03, the above-cited federal funds received by the state will not be allocated. This provision is repealed on Jan. 1, 2004. 6. ACA 11 (Richman— Northridge). This constitutional amendment--to go before voters in 2004 -- establishes the Twenty-First Century Infrastructure Investment Fund and requires a specified percentage of General fund revenues to be transferred annually to this fund beginning in 2006-07. These funds would be used to finance infrastructure projects related to transportation, education, natural resource preservation, parks, and water, of which 50 percent would be continuously appropriated to local government and 50 percent would be available for state projects. Specifically, it would transfer one percent of General Fund revenue in 2006-07 and increase to three percent in 2013-14. The measure requires the State Department of Finance to prepare an annual plan to expend these funds unless the Governor directs another state agency to prepare the plan. 7. Tobacco Sales Taxes. Sale of tobacco assets is authorized to bring in a net$4.5 billion. The large increase in cigarette taxes proposed by the Assembly Democrats a few weeks ago was not adopted. 8. 5% State Operations Cuts. The Department of Finance was given the authority to make up to an additional $750 million in expenditure cuts by reducing appropriations for state operations by up to 5%. These reductions shall be reflected and identified in the 2003-04 Governor's Budget as submitted to the Legislature in early January. This is similar to actions that were taken to adjust expenses for the 01-02 FY budget. 9. Reducing State Employee Positions. There will be an early retirement program available, to specifically defined state employees that will offer them an additional 2 years' service credit if they retire early. In addition, the Department of Finance must eliminate 1,000 positions in state government by June 30, 2004 (subject to restrictions). This latter item could likely have a greater impact on the 2003-04 budget depending on when the positions are eliminated. 10. Limits on General Fund Expenditures. Total expenditure authorizations from the General Fund for 2003-04 fiscal year shall be limited to the total revenues to the General Fund for the 2003-04 fiscal year. 11. The Speaker's Commission on Structural Challenges to Budgeting in California is �+- established. The commission shall be composed of 12 Members of the Assembly, as follows: the Speaker of the Assembly, who shall serve as chair; the Minority Leader of the Assembly, who shall serve as vice chair;five Members appointed by the Speaker of the Assembly; five Members appointed by the Assembly Minority Leader. Members must be appointed by Dec. 1, 2002 and the commission's work completed by May 1, 2003. In addition to the specifics cited above, the Budget includes a number of fiscal tools, and revenue enhancements aimed at accelerating revenues to the State's General Fund. It enables the State to loan monies from one state fund or account, to another state fund or account(unless prohibited by law). It allows the Board of Equalization to forgive penalties to certain identified taxpayers if they pay required amounts of their taxes due by specified dates ($145m in revenues). It applies property transfer withholding (at 3.5%)to certain properties acquired from an individual ($225m in revenues). It suspends the Net Operating Loss payments for two years ($1.2b in revenue). It suspends the Teacher Tax Credit for a year($1.7b). It t provides for bank bad debt conformity with Federal tax ($285b). And, the budget increases, to 9.3%, the withholding amount on stock options and bonus payments that constitute wages paid on or after Jan. 1, 2002 ($400m in revenues). Burlingame Public Library Foreign Language Use In response to questions from the Board, I have reviewed the foreign language book circulation figures. In gross numbers, the circulation is not high for a given month or year. The library averages several hundred circulations per month for the foreign language book materials, most all of which are paperbacks. We purchase the paperbacks from foreign language vendors and have had some luck with foreign language speaking Buringame residents assisting with the selection. Circulation for July 2002 for example, showed Chinese paperbacks at the leading edge with 125 circulations, followed by Russian, Japanese, Spanish, German, French. In the periodicals circulation, our highest circulating materials are in foreign language. I was unable to get up to date accurate figures for you at this writing, but our last study of circulation of magazines showed that our top circulating titles were all in foreign languages. I think this speaks for the need for current, popular and particularly magazines in foreign language as an important part of our collections. We will do some further study in this area as we review our collections during the year. Al Escoffier September 4, 2002 Summary of Policies, Regulations, and Rules of Public Room in San Mateo County Libraries The Trustees requested that information be compiled in order to compare how libraries in San Mateo County manage the rooms they provide for public use. Daly City Public Library A. Group Classifications 1. Group A - Library and Library-related activities or programs (No Charge) 2. Group B — City of Daly City official business (No Charge) 3. Group C — Local organizations engaged in educational, cultural, intellectual, charitable or community activities. Room is schedule on an equitable basis, regardless of the beliefs or affiliations of the individuals or groups requesting its use. Two rates for this category: non-profit - $20.00 for the first 4 hours of use and $5.00 per hour thereafter, for profit groups $40.00 for the first 4 hours of use and $10.00 thereafter. B. Reservations — First time applications must be delivered in person to the Library's Administrative Office. Thereafter, reservations may be made by telephone. Rental fees are due 7 days after application has been scheduled. C. Summary of Rules and Guidelines 1. Groups may not charge admission fees. 2. All meetings must be open to public. 3. Flyers etc. for meetings must not infer library sponsorship of event. 4. Library Director is authorized to grant exceptions to any meeting room use rules. Exceptions must be submitted in writing. 5. Library Director may deny future use of the room to any group that has violated the rules. D. Library Priority — Unforeseen need for Library staff or City of Daly City to use the room may preempt a group's reservation. E. Equipment Offered — Piano, blackboard, projector screen, whiteboard and an easel. No charge for equipment. Menlo Park Public Library --. A. Group Classification — Non - profit groups only. Fee is $35.00 per hour. B. Reservations — The room cannot be reserved more than two weeks in advance and the same group cannot use the room more than twice a year. Exceptions to this rule may be made by application to the Library Commission or Library Director. Library and City meetings or programs can be held in the room as needed. C. Summary of Rules and Guidelines 1. All meetings are to be opened to the public. 2. No candidates for political office may use the room. 3. Fee for a staff person to close room will be charged if group stays beyond the library's closing time. D. Equipment— Videocassette player, easel, drop-down screen, coffeepot. Overhead projector and sound system are available if prior arrangements are made. No charge for equipment. Pacifica Library Community Room — Pacifica is the only County Library that has control of its own public meeting room. Foster City, Millbrae, and San Carlos meeting rooms are controlled by their respective Recreation Departments A. Group Classification — Community Room is available for non-profit groups and organizations that present programs or meetings of general or particular interest to the community. No charge for meetings. B. Reservations — Scheduling is on a first come, first serve basis. Groups who use the room on a regular basis may have to give up their slot to a one-time broad interest program that would benefit the community. Library Director has final approval over applicants. C. Summary of Rules and Guidelines 1. Groups are allowed to use the room when the library is closed and during holiday closure. 2. Room must be cleaned before leaving; no janitorial service 3. Parking is limited; patrons have priority in parking lot. 4. Direct commercial advertising for presentations is prohibited. 5. All programs have to be open to the public. D. Library Priority - Library programs or library related activities/events have priority over outside non-profit groups. Cultural programs or activities sponsored by the City of Pacifica are given priority over community organization meetings. E. Equipment — Tables, Chairs — High tech equipment not available. 2 South San Francisco Public Library —West Orange Auditorium A. Group Classification — Local non-profit groups targeting a South San Francisco audience. Group attendance is limited to 25 people due to limited parking. B. Reservations 1. - Reservations can be made three months in advance by contacting the library secretary. Room is available during open hours. 2. Written applications are required. 3. If program has multiple performers, proof of personal and property liability insurance in the amount of $1,000,000 may be required. C. Summary of Rules and Guidelines 1. Groups may not charge fees, dues or donations to the event; items may not be sold or services advertised. 2. Commercial use by private groups for purpose of sales is prohibited; library or City sponsored programs including Friends of the Library are an exception to this policy. 3. Name, address, phone number of the South San Francisco Public Library may not be used as the official address or headquarters of any group using the auditorium. 4. Publicity for the event must not imply library sponsorship in any way. 5. Each group is responsible for setting up the room for their meeting. 6. Children programs must have adults present in a ratio of 15 to 1. D. Library Priority— Library programs have first priority. The auditorium is part of the EOC (Emergency Operations Center—federally funded) and has the right to revoke use of the auditorium as a meeting space without advance notice. E. Equipment Offered —tables, stacking chairs, chalkboard, permanently. mounted projection screens, and a small raised stage area. Other items in the room are for library programs and should not be disturbed. San Bruno Public Library San Bruno does not offer the public use of a meeting room. 3 Millbrae Library — This policy may change when the new library is built. A. Group Categories and Fees Week Rate Weekend Rate 1. Resident (Private) $ 15.00/hr $ 25.00/hr 2. Category B — Non-Resident (Private) $ 20.00/hr $ 50.00/hr 3. Category C — Millbrae Resident Youth $ 5.00/hr $ 7.00/hr Senior, Non-Profit Group 4. Category D — Non-Resident Youth, $ 10.00/hr $ 10.00/hr Senior, Non-Profit Group 5. Category E — Business/Commercial $ 25.00/hr $ 40.00/hr B. Reservations — Room scheduling is made through the Millbrae Recreation Center. C. Rules 1. Millbrae does allow private events and parties in their Community Room wherein the public would be excluded. 2. Publicity for events is not monitored. D. Library Priority - Millbrae follows the general rules of the County Libraries for Community Room use which in general give library sponsored or library related activities first priority. City sponsored activities or programs have precedent over requests from the public. E. Equipment — Tables, chairs, TV monitor and VCR. Whoever rents the room has to do the set up. Burlingame Parks and Recreation Department — Information on the Auditorium is included for purpose of group classifications and rental rates. A. Group Classifications 1. Group A — Government agencies serving the Burlingame community. 2. Group B — Non-profit groups or organizations. Examples: AYSO, Scouts etc. Resident non-profit youth sports groups must be affiliated with Burlingame leagues. 3. Group C — Private parties, commercial, business and profit-making organizations. Examples: Weddings, receptions, educational seminars, etc. B. Group Charges 1. Group A Burlingame Resident— No cost 2. Group B Burlingame Resident— $18.00/hr. 3. Group C Burlingame Resident - $ 55.00/hr 4. Group A Non-Resident No cost 5. Group B Non-Resident $ 22.00/hr 6. Group C Non-Resident $ 67.00/hr 4 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JUNE 2002 Registered Borrowers Previous month's total #Added Total Registered lingame 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 Compact 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 Adult un-cataloged books 73 4,559 ^',ildren's un-cataloged 76 3,845 Bks 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 IATTENDANCE 10 `%&nildrens 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 4,354 BURLINGAME PUBLIC LIBRARY City Librarian's Report September 1.7, 2002 Dan Stone Memorial Authors Series Paul Fleichman will be the featured author at the Library's first Dan Stone Memorial Authors Series. The late Mr. Stone's family is funding this event to feature important authors in the Burlingame community. This is the first in the series and will be aimed at elementary school children. Paul Fleichman is a native California who never dreamed of being a writer as a child. But eventually his interests and experiences came to life in his stories. The recipient of both a Newbery Award for Joyful Noise, his book of poetry for two voices, and the Scott O'Dell Award for BullRun, his multicharacter account of the Civil War, Fleichman lives in Monterey, California. Fleichman willmeet with local school children in their classrooms on the morning of September 25th; That afternoon a public reception will be held from 3:30-4:30 in the Lane Community Room, which will include a Question and Answer session and a book signing. Budget Review The library managers are reviewing options for potential cuts to the library budget for the current year. They have held several brainstorming sessions and developed several task forces to work on potential reductions. Since so much of the library budget relies on staff, it is a difficult task to try to trim the budget without affecting staff. A proposed plan will be submitted to the City Manager and then to Council for review. Easton Technology Infrastructure Meeting A special meeting was called by Technology Manager Barry Mills, to begin • planning for the technology infrastructure for the Easton project. On hand were representatives from the City (Public Works and Information 480 Primrose Road-Burlingame-CA 94010-4083 1 Phone (650) 558-7474-Fax(650) 342-6295 Technology), AT & T, Peninsula Libraries Automated Network, Dahanukar `.. Brandes architects, as well as selected members of the planning team. A number of issues were reviewed including cabling for terminals, fiber optic cable access to the City network, network terminations, flexibility of moving of workstations and other issues. Barry will develop a budget for the technology aspect of the project based on the outcome of this meeting. Other Easton News On August 17th, Maureen Lennon's skills from her previous career as a nurse were put to use when,a patron had a seizure and fell in the library at the circulation desk. Maureen comforted and stayed with the patron directly while Sue called for emergency help. The patron, who has epilepsy, was not injured in the fall and eventually was able to walk to the ambulance with paramedics who too him to the hospital. Live Homework Help Extended The California State Library has extended Service for our Live Homework Help program for 2001-2002 for a three-month period from October- December 2002. The State Library will submit an application to the LSTA (Library Services and Technology Act, a Federal program) for additional �. funding for next year. More Homework Help A special program will be featured by our Reference Division on shortcuts and electronic services to assist young people doing homework. On hand will be reference librarians, representatives from our several databases often used for homework. There will be door prizes, pizza and other goodies, provided by the Friends of the Library. Mary Beth James Thibodeaux is spearheading this project. Foundation Update The Foundation Fundraiser is fast approaching the October 19th date. The event will be held in the library that day. The Library Board voted earlier in the year to close 2 hours early that Saturday to allow time to set up for the event. Stephanie Lucas and Jane Dunbar of the Foundation have been busy planning the catering, prizes and children's authors who will be featured. A number of prizes have been solicited and a list will be available on the library website: www.burlin armor /l ibrary. 2 The Foundation newsletter has been completed and will be mailed to over `.. 4,500 households the week of September 9th. Invitations will be mailed to all current and past donors, as well as other selected individuals by September 16th. We are very excited about the upcoming event and look forward to a full house. Upcoming Events: • Foundation Board meeting, September 12, 4:30 PM, • Board Meeting, September 17, 2002, 4:30 PM • Paul Fleichman Event, September 25, 3:30 PM • Homework Help Event, October 2nd, 7 PM Alfred Escoffier City Librarian September 3, 2002 3 Board of Trustees Agenda Item: 9a September 17, 2002 Employee Achievement Award Background: For over 10 years the Board of Trustees has sponsored the Employee Achievement Award. The library staff selects nominees, and the Board chooses up to thee selections per year. The three awards have been given at the All Staff Recognition in early December. The Award consists of a plaque, $ 100 check, and the staff member's name on a permanent plaque in the library. Proposed Action: MSA: For the Board of Trustees to proceed with the Employee Achievement Award program. Traditionally the former Chair and Secretary to the Board is the two-person committee to make the selection. Budget Impact: The Trustee's Fund pays out up to $ 300 for this program per year. Board of Trustees Agenda Item: 9b September 17, 2002 Community Room Policy and Fee Review Background: For many years, the library has been able to provide a community room for community groups and events. Since we moved into the present building in 1997, we have revised the policy and currently charge $ 35 per meeting for outside (non-library, non-city) meetings. Proposed Action: The Board should review the policies of other local libraries and decide what is most appropriate for Burlingame Public Library. There are some legal implications, which could be addressed by the City Attorney. The goal is to have this new policy and fee structure in place by January 2003. Budget Impact: An increase in fees would increase the account receivables slightly. However, most meetings held in the room are library or city events and these are not charged. Increased fees would bring in between $ 600- $1,000 annually. Board of Trustees Agenda Item: 9c September 17, 2002 Employee Recognition Dinner Background: For the last few years, a partnership between the Board of Trustees and the Foundation Board has provided an Employee Recognition event in early December as a thank you to the work of library staff. The event is generally held at a local hotel. The Employee Achievement Award is presented at that time. The date for this year's event is December 8th. Proposed Action: MSA: To approve the funding of half of the Employee Recognition Dinner for 2002. Budget Impact: The funding for the dinner comes from discretionary funds of both the Trustees and the Foundation. There is no impact on the city general fund budget. The cost for each group is approximately $ 1,500. L. 3EF'. 55.__—OC! 13HM F C F• HF' DEFT fJ[i, lip —F. Asset Allocation for Endomnent Funds peninsula community foundation, Endowment funds are invested for total return in a diversified portfolio designed to meet current distribution requirements and to provide for long-term growth, Investment management fees range from 40 basis points to 65 basis points. AII,funds are pooled within these investments. Fees, capital gains and income are allocated monthly based on the average Fund balance at the beginning and end of each month, Investments are rebalanced through allocation of new contributions and are reviewed quarterly. Up to five percent (517c) of any Fund may be held in cash to allow for distribution of grants and other expenses. The annual balance available for grants is determined by taking five percent (5%) of asset balances, averaged over twelve trailing quarters, In addition, any unused grant money from the previous year is added to the 5% calculation to make the total available for the current year. Target Asset Allocation Investment Managers Domestic Equity 56% Large Cap 401,7o Dodge &Cox, Montag & Caldwell. Vanguard Index 500 Small Cap 6% INVESCO Venture Capital 106 Accel VII, VIII; Mayfield X, XI,X Annex; '.Mohr Davidow VI, VII; Sequoia Capital Franchise, X International Equity I0% EuroPacific Growth Fund Domestic Fixed-Income 34% PIMCO Total Return fund 9/s,'?002 Penlnsuie commurlty Foundation TES G;,^„�5fi•5359 SEP. 5.20C12 '3: 14PM P C F HP DEPT HO. 150 P.3:' peninsula The Roger and Jean Hunt Duncan Fund community foundation The Roger and jean Hunt Duncan Fuad was established in 1980 to provide additional income to the Burlingame Library as a supplement to tax revenues from the City. Up until December of 1990, when the City purchased the property on Primrose, that income came from the rental of the property. From 1990 to 1994 the proceeds from the sale of the property as well as the balance remaining in the Primrose Property checking account ($555,5$4,1.2)was invested in fixed income securities, The income from those securities was available for Library use. In 1994 the Foundation extended its total return investrnexrt policies to include all permanent funds at the Foundation. The Library s Board of Directors elected to pool the Duncan Fund's assets with PCPs endowment at that time, This decision was made so that capital appreciation would accrue to the principal of the Fund, increasing income over time, Requests for distributions from the fund must corne in the form of a proposal initiated by the Directors/Staff of the Library. Any grant made from the Fund must be used as a supplement, not a replacement, of the income the Library receives from the City, .111 requests must be approved by the Foundation's Distribution Committee. Crams made 4/17/91 860,000 Costs associated with moving Administrative and Reference staff offices, furniture for storage and display of audio-visual materials, on-going collections. 7/9/92 $32,900 Can-going collections, C-D Rom products, computer equipment and software, two outside book& a/v material return boxes, two new terminals for access to the on-line catalog and circulation system. 4/29/94 $10,000 Start-up funds for the Burlingame Library Foundation 2/15/95 47,000 Additional start-up funds for the Burlingame Library Foundation 4/9/98 $20,000 Upgrade internet services for the Library 2/29/00 SS-000 Project Read 8/30/01. $8,000 To support the Burlingame users portion of"Project Read" based at the San '_Mateo Public Library t '^^Peninsula Community FounC�It062L SSU.35E.A3o9