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.
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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
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Penlnsuie commurlty Foundation TES G;,^„�5fi•5359
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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
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'^^Peninsula Community FounC�It062L SSU.35E.A3o9