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