Loading...
HomeMy WebLinkAboutAgenda Packet - LB - 2002.10.15 URLINGAME PUBLIC LIBRARY '..' BURLINGAME Board of Trustees Agenda A October 15, 2002 — 4.30pm 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. Proposed Closure Schedule b. Statistics,July 2002,August 2002 c. Proposed Reduction to Library Schedule 6. FROM THE FLOOR (Public Comments) 7*—,cEPORTS a. City Librarian's Report - Escoffier Information b. Foundation Report - Rossi Information 8. UNFINISHED BUSINESS a. Community Room Policy Table b. Employee Achievement Award Process Approval 9. NEW BUSINESS a. Holiday Closures Discussion b. Increase of Fines & Fees Discussion 10. ANNOUNCEMENTS 11. ADJOURNMENT Adjourn BURLINGAME PUBLIC LIBRARY Burlingame Public Library Board of Trustees Minutes September 17, 2002 I. Call to Order The meeting of September 17, 2002 was called to order by President Andrew Gurthet at 4:30 pm. II. Roll Call Trustees Present: Cecile Coar, Andrew Gurthet, Catherine McCormack, Mary Herman and Carol Rossi Staff Present: Alfred Escoffier, City Librarian Sidney Poland, Recorder III. Election of Officers Trustee Herman moved that the nominations of,officers for 2Q02 - 2003 be closed and the slate be approved unanimously. M/S/C (Herman/Coar) IV. Warrants and Special Funds Trustees unanimously agreed to approve the warrants. M/S/C (Herman/Rossi) V. Minutes The Trustees unanimously agreed to approve the minutes of the August 20, 2002 meeting. M/S/C (Rossi/McCormack) 48o Primrose Road•Burlingame•CA 94010-4o83 Phone (650) 558-7474'Fax (650) 342-6295 VI. Correspondence Correspondence mailed in the packets was reviewed. `- A. Legislature Passes Budget Package - The Library will receive a 35 percent decrease in state funds for both book loans to non-residents and interlibrary loans. In addition, the Public Library Fund, which in the past has been funded at approximately $62,000 and is based on population served, will be decreased by 40 percent. B. Foreign Language Use - Average circulation for paperbacks is approximately several hundred items per month. Using July 2002 as an example, Chinese paperbacks have the highest circulation followed by Russian, Japanese, Spanish, German and French. Foreign language periodicals have the highest rate of periodical circulation. Trustee Rossi inquired as to the possibility of having a story time program in Spanish due to the large number of students in the elementary school district who speak Spanish as their first language. C. Community Room Policies - The Trustees reviewed the survey of public room polices of other libraries in the County. Trustee Coar suggested that Al Escoffier and Sidney Poland draft a revised policy for the Burlingame Library and present it at the October meeting. Trustee McCormack recommended deleting the word "educational" in section C of Item 4 under the Lane Room Use Policies, which in the present policy reads "Non-profit educational organizations (example: book groups, Scouts, etc.)" D. Report from Peninsula Community Foundation - The Trustees felt the report clarified information that had not been fully explained in past reports. Trustee Rossi commented that she was surprised at how aggressive the fund allocations are considering the current market. VII. From the Floor - No one from the public attended. VIII. Reports A. City Librarian's Report - Al Escoffier, City Librarian, reviewed his report highlighting the following issues. 1. Dan Stone Memorial - The first Dan Stone Memorial Author's series for children will be held September 26th in the Lane Community Room. Paul Fleichman is the featured children's author. This event is to be funded by a $2,000 donation from the Stone family. Library Board of Trustee Minutes 2 September 17,2002 2. Budget Review - The City Manager has requested that �-- each City department prepare a budget with possible cuts in the area of 5 to 7.5%. His focus is to make cuts without laying off full time or permanent part time staff. Library department managers have had several meetings to discuss ways to restructure the budget. Library staff will be given an overview of the budget status by the City Librarian Wednesday, September 16th at the All Staff Meeting. B. Foundation Report - Carol Rossi 1. Newsletter - The newsletter was very successful and recipients have been very generous in donating to the Easton Branch renovation. 2. Elegant Affair Branches Out - Auction items for the event will be featured on the web site. 3. Easton Campaign Committee - Kris Cannon has prepared a list of businesses in the area for the Board of Directors to review and determine if any of them might be possible supporters of the Easton renovation campaign. IX. Unfinished Business A. Employee Achievement Award - The Employee Achievement Award letter and form will be given to all library staff October 1 st with a request to return the recommendation of candidates by October 25th to Andrew Gruthet or Katie McCormack by e-mail or in their mailbox. B. Community Room Policy Review - This matter was discussed in Section VI Correspondence and Information. C. Employee Recognition Dinner - Trustee Rossi made a motion that the Library Trustees continue their policy to share half the cost of the event with the Library Foundation. M/S/C (Rossi/McCormack) D. Report from Peninsula Community Foundation- This matter was discussed in Section VI Correspondence and Information. E. Foreign Language Circulation Report - This matter was discussed in Section VI Correspondence and Information. X. New Business - There was not any new business Library Board of Trustee Minutes 3 September 17,2002 XI. Announcements �-- The Trustees requested that the procedure for the announcement of the Employee Award candidates to the full Board of Trustees be finalized at the October 15th meeting. XII. Adjournment The meeting adjourned at 5:45pm. M/S/C (Coar/McCormack) The next meeting of the Library Board of Trustees is scheduled for October 15, 2002 at 4:30pm in the Library Conference Room. Respectfully Submitted Al red H. Escoffie� City Librarian Library Board of Trustee Minutes 4 September 17, 2002 Board of Trustees Agenda Item: 9a October 15, 2002 Library Closure Schedule Background: The Board at the November meeting should finalize the closure schedule for the library. In light of budget constraints this year, I suggest we close all day Christmas Eve and all day New Year's Eve. These are usually not very busy days and would save staffing those days. Full time employees would need to take 4 hours vacation for those days. The enclosed schedule does NOT include these changes. Proposed Action: Discuss the additional closures, as well as the proposed closure schedule; adopt at the next meeting. Budget Imapact: Closing two additional shifts, 8 hours total, would save approximately $ 1,600 in salaries. Burlingame Public Library 2002 2003 2004 Closure Schedule Date Day Holiday Hours December 31, 2002 Tuesday New Year's Eve 1 /2 da * Close g 1 pm January 1, 2003 Wednesday New Year's Da * Closed January 20, 2003 Monday M.L. King Jr.'s Birthday * Closed February 17, 2003 Monday President's Da * Closed April 20, 2003 Sunday Closed May 26, 2003 Monday Memorial Da * Closed July 4, 2003 Friday Independence Da * Closed August 31, 2003 Sunday Closed September 1, 2003 Monday Labor Day Closed October 13, 2003 Monday Columbus Da * Closed November 11, 2003 Tuesday Veteran's Da * Closed November 26, 2003 Wednesday Day before Thanksgiving Close g 5 m November 27, 2003 Thursday Thanksgiving Da * Closed November 28, 2002 Friday Day After Thanksgiving * Closed December 24, 2003 Wednesday Christmas Eve 1 /2 day Close g 1 m lecember 25, 2003 Thursday Christmas Da * Closed ecember 31, 2003 Wednesday New Year's Eve 1 l2 da * Close g 1 m January 1, 2004 Thursday New Year's Da * Closed (1) Easton - Closed * City Holiday BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF July 2002 Registered Borrowers Previous month's total #Added Total Registered rlingame Adults 14,798 115 14,913 Burlingame Children 4,163 27 4,190 Hillsborough Adults 2,306 9 2,315 Hillsborough Children 1,175 13 1,188 Non-San Mateo Co. Borrowers 1,186 17 1,203 Totals 23,628 181 23,809 Circulation Activity Main Branch Adult Print Materials 20,186 795 Children's Print Materials 10,503 1,230 Audio/Visual Materials 7,688 233 Circulation Totals This month total Main 40,976 This month previous year 40,421 1.4%1 This month total Branch 2,529 This month previous year 2,912 -13.2%D This month Grand Total 43,505 This month previous year 43.333 .4%1 Reference Activity Inter Library Loans Questions Directions Lent 3,261 Reference 2,884 252 Borrowed 2,162 Children's 1,455 1,334 TOTAL 5,423 Lower Level 1,142 3,572 Branch 119 64 TOTAL 5,600 5,222 Collections Main Titles Added Main Volumes Added Branch Volumes Added Adult Non Fiction 320 390 5 Children's Non Fiction 74 87 8 YA Non Fiction 1 2 0 Adult Fiction 179 244 32 Children's Fiction 95 127 20 YA Fiction 17 21 2 Cassettes 36 36 0 Compact Discs 19 19 0 Videos 23 23 1 Children's Audio 0 4 0 Children's Video 0 10 0 Children's Compact Disc 0 4 0 TOTALS 764 967 68 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JULY 2002 PAGE 2 Other Material Volumes added Total Held Adult un-cataloged books 109 4,668 ildren's un-cataloged 210 4,055 oks Foreign Language un- 0 575 cataloged D nix Deposit to City Treasurer Main $6,361.24 Branch 314.85 Total $6,676.09 Main and Easton Deposits Revolving Account Rental Main $140.00 Revolving Account PLS Video Main & Easton $ 36.50 Trustees Special Fund Photocopies Main & Easton $773.05 Estimated User Traffic 33,739 Daily Average 1,125 Community Room Adult* TOTAL MEETINGS HELD: 9 231 ADULT PROGRAMS 1 IATTENDANCE 11 ildrens and Young Adult Attendance Pre-school programs 37 1,358 Read To Me Program 100 School A e 5 141 School Age Summer Reading Club 175 Children Participated Book Groupies 1 7 Teen Summer Reading Club 77 Teens Completed the Program Total 43 1,858 Internet Use One Hour Express Childrens Total 1,580 2,370 150 4,100 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF AUGUST 2002 Registered Borrowers Previous month's total #Added Total Registered rlingame Adults 14,913 109 15,022 Burlingame Children 4,190 32 4,222 Hillsborough Adults 2,315 17 2,332 Hillsborough Children 1,188 8 1,196 Non-San Mateo Co. Borrowers 1,203 19 1,222 Totals 23,809 185 23,994 Circulation Activity Main Branch Adult Print Materials 18,889 779 Children's Print Materials 8,873 867 AudioNisual Materials 8,255 165 Circulation Totals This month total Main 38,663 This month previous year 38,235 1.1 % Increase This month total Branch 2,031 This month previous year 2,506 -19.0 % Decrease This month Grand Total 40,694 This month previous year 40,741 -.1% Decrease Reference Activity Inter Library Loans Questions Directions Lent 3,467 Reference 3,123 355 Borrowed 2,165 Children's 1,274 1,198 TOTAL 5,632 Lower Level 1,228 3,967 Branch 143 67 TOTAL 5,768 5,587 Collections Main Titles Added Main Volumes Added Branch Volumes Added Adult Non Fiction 379 444 8 Children's Non Fiction 65 78 8 YA Non Fiction 0 0 0 Adult Fiction 342 433 44 Children's Fiction 24 52 10 YA Fiction 11 13 0 Cassettes 20 25 0 Compact Discs 4 6 0 Videos 15 19 0 Children's Audio 0 3 0 Children's Video 0 9 0 Children's Compact Disc 0 0 0 TOTALS 860 1,082 70 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF AUGUST 2002 PAGE 2 Other Material Volumes added Total Held Adult un-cataloged books 112 4,780 ;Idren's un-cataloged 123 4,178 mks Foreign Language un- 0 575 cataloged D nix Deposit to City Treasurer Main $6,308.11 Branch $ 367.75 Total $6,675.86 Main and Easton Deposits Revolving Account Rental Main $114.00 Revolving Account PLS Video Main & Easton $ 44.00 Trustees Special Fund Photocopies Main & Easton $714.30 Estimated User Traffic 31,994 Daily Average 1,032 Community Room Adult TOTAL MEETINGS HELD 8 136 ADULT PROGRAMS 1 ATTENDANCE 15 ildrens and Young Adult No Programs in August Attendance Pre-school programs School A e Book Groupies Total Internet Use One Hour Express Childrens Total 1,785 2,677 76 4,538 Proposed Reduction of Library Schedule (From 73 hours to 66 hours per week; Reduction of 7 hours per week) Proposed Schedule v Monday- Friday 10 AM - 9 PM Saturday 10 AM- 5 PM Personnel Savings: Savings in Children's: $ 18,325 Savings in Reference: $ 16,380 Savings in Circulation: $ 32,000 Savings in Lower Level: $ 16,390 Total Savings: $ 83,095 • Represents 20% of part time budget • Would affect all hourly staff • Would look at ways of making impact fair on staff • Does not include closure of Easton for 6 months Additional Reductions Being considered: • Reduce collections (books, media) budgets by 10% • Reduce 1 FTE Library Assistant II through attrition (2 positions) • Reduce "big ticket" microform: New York Times, San Francisco Chronicle BURLINGAME PUBLIC LIBRARY City Librarian's Report October 15, 2002 Library Budget Reduction Study The library managers are reviewing options for potential cuts to the library budget. Several brainstorming sessions have been held and plans are due to the City Manager by the end of the month: Because so much of the library budget is personnel, budget reductions will include not filling vacant positions, reductions in hourly staff hours, and a potential reduction in the library public service hours. Collection and travel budgets will also be proposed for reduction. Dan Stone Memorial Authors Series Paul Fleichman was the featured author at the first Dan Stone Memorial Authors Series. The late Mr. Stone's family funded this event to feature important authors in the Burlingame community. Fleichman met with local school children in their classrooms on the morning of September 25th; That afternoon a public reception was held from 3:30- 4:30 in the Lane Community Room, which included a Question and Answer session and a book signing. At the end of the day, Mrs. Stone was so pleased that she promised a check for $ 2,000 for next year's program! Easton Branch Renovation Project Work is continuing on the Easton Renovation project on two fronts: fundraising and schematic design. The fundraising efforts are continuing with the Library Foundation sponsorship of the Elegant Affair Branches Out, a casual social fundraising evening to be held on Saturday, October 19, 2002, in the main library. To date the Foundation has raised over $ 105,000 in addition to the $ 650,000 48o Primrose Road•Burlingame•CA 94010-4083 1 Phone (650) 558-7474Fax(650) 342-6295 Marshall Trust Fund. The Foundation has pledged to raise $ 200,000 for the project. The Easton architects are moving forward with structural design work and fine tuning the interior work. Initial meetings have been held regarding interior finishes, colors, flooring, lighting, etc. Homework Help Twenty-five middle and high school students attended a special program on shortcuts and electronic services to assist young people doing homework. There were door prizes, pizza and other goodies, provided by the Friends of the Library. Mary Beth James Thibodeaux and Pat Harding headed this proj ect. Staffing for Results All of the managers attended a special meeting on "Staffing for Results," offered by consultant Jeanne Goodrich. The workshops provide an introduction to effective staffing and are based on the book by the same title published this year. The managers will be using the techniques to work toward efficiencies in the library workflow. Programming The Library programming efforts are going full speed ahead this month with a four-part investment seminar by Victor James. The first in the series was on long-term care. The Friday evening book club met on September 13th to discuss Annie Dillard's Pilgrim at Tinker Creek. This is the third year for this particular group. James Hartman exhibited his California Plein Air paintings during the month. Volunteers Thirteen volunteers, not including those who worked for the Friends Book Sale, contributed 73 hours during the month of September. The total number of volunteers and the hours completed was down a bit from previous months, perhaps due to the beginning of the school year. The total volunteer hours for the month were over 112 hours. 2 Library Book Sale The Library Book Sale held October 4th and 5th was a success by raising $ 1,500 for the two-day sale. We have been fortunate to have the in-library sale as a great success, lessening our reliance on the two labor-intensive large sales held in the spring and fall. City Wide Open House The Library had a booth at the Citywide Open House, thanks to Pat Harding and Linda Santo. We sold paperback books, discussed the Foundation fundraising efforts and gave out magnets with the library hours and phone number on them. Upcoming Events: • Library Board Meeting, Tuesday, October 15, 4:30 PM • Columbus Day Holiday, Monday, October 14, Closed • Elegant Affair Branches Out, Saturday, October 19, 7 PM Alfred Escoffier City Librarian October 7, 2002 3