HomeMy WebLinkAboutAgenda Packet - LB - 2002.11.19 :'►URLINGAME PUBLIC LIBRARY BURLINGAME 1
Board of Trustees Agenda
November 19, 2002 - 4:30pm
480 Primrose Road - Board Room �c L
SUGGESTED ACTION
1. CALL TO ORDER
2. ROLL CALL
3. WARRANTS & SPECIAL FUND -� Approval
4. MINUTES Approval
5. CORRESPONDENCE AND ATTACHMENTS Information
a. Holiday Closure Request for Christmas Eve Day &New Year's Eve Day
(Attachment 8A)
b. Library Closure Schedule 2002 2003 2004 (Attachment 8B)
c. Revised Lane Community Room Use Policy Effective January 2003
(Attachment 8C)
d. Revised Lane Community Room Use Fees (Attachment 8D)
e. Survey of Library Use (Attachment 8E)
b�..f ROM THE FLOOR (Public Comments)
7. REPORTS Information
,/a. City Librarian's Report - Escoffier
fib. Foundation Report - Rossi
,,c. Budget Reductions —1" Draft—Escoffier (Attachment 7C)
8. UNFINISHED BUSINESS M Imp- C/ CC
k/a. Holiday Closure Request for Christmas Eve Day & New Year's Day Discussion/Approval
Vb. Library Closure Schedule 2002 2003 2004 n?/ C,t S/ic-w Discussion/Approval
Revised Lane Community Room Use Policy Effective January 2003 Discussion/Approval
V�16. Revised Lane Community Room Use Fees ht oo h, S/ex, Discussion/Approval
e. Survey of Library Use Alis e 5,/pct", Information
f. Employee Achievement Awards Discussion
9. NEW BUSINESS
10. ANNOUNCEMENTS
PT—ADJOURNMENT Adjourn
BURLINGAME PUBLIC LIBRARY
Burlingame Public Library
Board of Trustees
Minutes
October 15, 2002
K
I. Call to Order
The meeting of October 15, 2002 was called to order by the
Secretary Katie McCormack at 4:30 pm.
II. Roll Call
Trustees Present: Cecile Coar, Catherine McCormack, Mary
Herman and Carol Rossi
Trustee Absent: Andrew Gurthet
Staff Present: Alfred Escoffier, City Librarian
Sidney Poland, Recorder
III. Warrants and Special Funds
The Trustees unanimously agreed to approve the warrants. M/S/C
(Herman/Rossi)
IV. Minutes
The Trustees unanimously agreed to approve the minutes of the
September 17, 2002 meeting. M/S/C (Herman/Coar)
V. Correspondence
Correspondence mailed in_the packets was reviewed.
A. Proposed Reduction of Library Schedule - The City
Librarian and the Trustees discussed the proposal for a reduction
of library hours from 73 hours to 66 hours for the year 2003.
Library hours would be Monday-Friday 10:00am to 9:00am,
Saturday 10:00am to 5:00pm with Sunday hours remaining the
same 1:00 - 5pm. Implementation of this schedule would result in
a total savings of$83,095.
1. Library hours could be restored if the economy
improved, as this would be considered a temporary
reduction.
480 Primrose Road•Burlingame•CA 94010-4o83
Phone (650) 558-7474Fax (650) 342-6295
2. The trustees requested that terminology be included in
the proposal that would allow them to review the budget at a
later date.
3. Trustee Rossi suggested weekly hours from 9:30am to
8:30pm be considered due to a 10:00am story time and with
so many people job hunting, earlier Internet access would be
helpful.
4. Trustee Herman requested that the library conduct a
patron survey before the next Library Trustee meeting
regarding the change in open hours from 10:00am to 9:00pm
or 9:30am to 8:30pm.
5. Further potential budget cuts are being discussed by
the library managers and will possibly include reduction in
the collection expenditures, as well as not filling recently
vacated positions.
6. Suggested budget cuts from all departments are to be
given to the City Manager at the end of October for review
and will then be brought before the City Council who will
make the final determination of which budget reductions will
be implemented in early January.
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. Dan Stone Memorial - The first Dan Stone Memorial
Author's series for children featuring Paul Fleichman was
very successful and the family has pledged a $ 2,000
donation for next year's program.
2. Easton Branch Renovation - The architects are
working on the structural design, as well as having initial
meetings on interior finishes, colors and lighting.
3. Friends Book Sale - The two day book sale netted
approximately $1,500.
B. Foundation Report - Carol Rossi
1. Elegant Affair Branches Out - The event will be held
October 19th. Reservations have been increasing everyday
and there are 160 guests to date.
Library Board of Trustee Minutes 2
October 15, 2002
VIII. Unfinished Business
�-- A. Community Room Policy Review - This matter was tabled
until the November 19th meeting.
B. Employee Achievement Award Process - Trustee Herman
made a motion that the two Trustees overseeing the Employee
Achievement Awards be given the authority to select the winners
and present them to the Trustees at the November meeting.
M/S/C (Herman/Rossi)
IX. New Business
A. Library Closure Schedule 2002-2004 - As a budget saving
measure of approximately $ 1,600 in salaries, the City Librarian
has proposed closing all day on Christmas Eve and New Year's
Eve. The library is normally open 4 hours on each of those days.
Human Resources will have to clear closing of these additional
hours, as it will require staff to take 8 hours of vacation. The
Trustees will vote on the Library Closure Schedule at the November
meeting.
B. Increase of Fines and Fees - The City is strongly requesting
that the library raise its rates on overdue items. Adult fines would
be increased to $ .25 and Children's fines to $ .15.
1. The present Fine system is county wide and unless
PLS increases fines across the board, Burlingame Library
would have to recode its 300,000 materials. Overnight
processing would take longer, as the system would be
running two different fee calculations.
2. Trustee McCormack suggested waiting for a period of
time and then instituting a larger increase for adults and
less for children.
3. Interlibrary Loans will increase from $3.00 - $5.00.
4. Charging for use of the Internet could cost more to
manage than revenues collected.
5. A system to monitor Internet printing is still under
consideration.
6. Increases in fines and fees will be reviewed by the
Trustees over the next few months.
X. Announcements
The Library has 5 tables for the Author's Luncheon sponsored by
the Kidney Foundation. The Foundation is sponsoring a bus for
the event.
Library Board of Trustee Minutes 3
October 15, 2002
XII. Adjournment
The meeting adjourned at 5:45pm. M/S/C (Herman/Coar)
The next meeting of the Library Board of Trustees is scheduled for
November 19, 2002 at 4:30pm in the Library Conference Room.
Respectfully Submitted
1
Alfred H. Escoffi r
City Librarian
t
Library Board of Trustee Minutes 4
October 15, 2002
Board of Trustees Aqenda Item:8A
November 19, 2002
Holiday Closure Request
Background: Christmas Eve and New Year's Eve are half-day holidays for the
City of Burlingame. The City Librarian is recommending closing all day both days
to save hourly staff funding. The action has been reviewed and approved by the
labor unions affected and employees will be given the option of time off without
pay, or to take vacation time.
Proposed Action: Adopt the closure plan to close all day Christmas Eve and all
day New Year's Eve 2002.
Budget Impact: Approximately $1,600 in salaries will be saved, along with
some small savings for utilities.
� B
Burlingame Public Library
2002 2003 2004 Closure Schedule
Date Day Holiday Hours
December 31, 2002 Tuesday New Year's Eve Da (1)* Closed
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 Day 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 Wednesda Close Spm
November 27, 2003 Thursday Thanksgiving Da * Closed
November 28, 2002 Friday Day After Thanksgiving Closed
December 24, 2003 Wednesday C C"S CEb Closed
lecember 25, 2003 Thursday Christmas Da * Closed
—December 31, 2003 Wednesday e-0 Closed
January 1, 2004 Thursday New Year's Da * Closed
(1) Easton - Closed
* City Holiday
Attachment 8C
Burlingame Public Library
Lane Community Room Use Policy
I. Qualifying Criteria for Use of Lane Community Room
A. Eligibility: The Lane Community Room is available for use by civic,
educational and cultural organizations. The room is not available for purely social
events, private individual events or commercial concerns.
B. Responsibility: The individual who assumes the responsibility for the
room must hold a current library card from any library in the Peninsula Library
System.
C. Use of Library Name: The library name, address or phone number may not
be used in the official address of any organization (except the Friends of the
Library, Burlingame Library Foundation). Groups may not publicize their events in
any way that implies library sponsorship. The Library reserves the right to request
a disclaimer of library sponsorship on any flyers or brochures that advertise the
event.
II. Reservation Procedures
A. Applications for reservations may be obtained by contacting the
Administration office 650-558-7474 or at the Reference desk. If applicant is
eligible, a tentative date will be entered on the Community Room calendar. Date
will be finalized when application is returned with room fee and approved by the
City Librarian.
B. Priority of Booking: Requests for use of the Lane Room will be approved
according to the following priorities:
1. Burlingame Library-sponsored or related meetings, programs etc.
2. Government agency-sponsored programs serving the Burlingame
Community, (for example: city, local schools, etc.)
3. Non-profit educational organizations (example: book groups,
Scouts, etc.)
Regular library service takes precedence over meeting room activities, and the use
of the meeting room must not interfere with the operation of the library. Admission
fees may not be charged or solicited by the user nor may any item or service be
sold or advertised. (Exceptions may be made for library programs.) As a tax
supported public facility, all meetings must be open to the public.
C. Secured Building — New Applicants must meet with an Administrative Staff
person in order to tour the building and become acquainted with the security rules
that need to be adhered to during their use of the Lane Community Room.
D. Entering and Exiting Procedures — Guests will be able to enter the Lane
Room from the Bellevue Avenue side door or at the main entrance to the library on
Primrose Road. Disabled guests will need to ask Reference staff for assistance in
proceeding to the Lane Room.
E. Check In and Check Out— Please check in with the Reference staff and also
advise them when the group has left.
Revised November 2002
III. Community Room Services and Use Policies
A. Hours Available: The Lane Room is available during open library hours
9:00 am-8: 45 pm, Monday through Thursday and Friday until 6:OOpm. The room is
not available Friday night, Saturday or Sunday due to a shortage of staff at those
times. Occupants must leave 15 minutes before closing to allow for an orderly
exit.
B. Room Capacity: The Lane Room has a seating capacity of 90; total
capacity of 140 persons.
C. Facilities and Equipment—The Lane Room has a kitchenette with sink,
countertop, and refrigerator; 20 tables, 90 stacking chairs, vacuum cleaner.
Multimedia equipment is available by separate arrangement and for an extra cost.
D. Set Up of Room —Applicant may request the number of tables and chairs
needed, as well as a specific arrangement such as theatre style, workshop style or
U shaped style. Library staff is not available to assist_groups in changing of room
set up or obtaining extra or forgotten materials.
E. Clean-Up— Group must leave room clean and garbage should be emptied.
IV. Community Room Fees
A. Charges: For groups in Category 1 and 2 (Library sponsored, City
sponsored programs) there is no charge. For other groups (Category 3 - Non-
profit organizations) there will be a $50.00 fee for room use.
B. Additional Fees. There are additional fees for use of the audiovisual
equipment. Trained library personnel must operate this equipment. The fee for
use of this equipment is $20.00 per hour. Arrangements for staff assistance
should be made well in advance of the event to assure coverage. If staff is
unavailable to assist with media, the equipment will not be made available.
Organizations are free to bring in their own audiovisual equipment and utilize the
screen in the room for audiovisual presentations, in lieu of using library personnel.
Please call if you have any questions related to the use of the Lane Community Room.
You may call 650-558-7474 during regular business hours 9:00 am to 5:00 pm.
Revised November 2002
Burlingame Public Library
480 Primrose Road
Burlingame, CA 94010
Telephone: (650)558-7474 Fax (650)342-6295
Lane Community Room Use Application
Organization Representative's Name
Address Address
City Zip City Zip
Phone: Day Eve. Phone: Day Eve.
Is this organization a registered non-profit group possessing an IRS 501C(3) Tax ID#
yes, no
Event Date Day of the Week
Hours (Hours to include set up and clean up)
Nature of Event
Estimated Attendance: Equipment to be used Tables (20 available)
Chairs (90 available) Coffee Pot (30 cup)
Applicant hereby agrees to hold the City of Burlingame, its City Council, Conirni,5sia s�the
individual members thereof, harmless from any loss, damage, liability, cost,of"pense that may
arise in any way by such loss or occupancy of the Lane Room. l/
I hereby certify that I have read the policies for the Lane Room and will abide by the rules. I also
realize that the facility contract is granted with the understanding that the Burlingame Public
Library has the right to cancel the contract if the agreed upon facility is needed for a city
sponsored event.
I hereby certify that I will be personally responsible on behalf of the applicant for any damages
sustained by the facility, furniture, and equipment occurring through the use of the facility by the
applicant.
Applicant Signature Date City Librarian Approval Date
++++++++++++++
Board of Trustees Agenda Item: 8D
November 19, 2002
Revised Lane Room Use Fees
Effective January 1, 2003
Background: After a study of neighboring libraries requested by the Board, Staff
is recommending an increase in fees for the use of the Lane Community Room
from $ 35.00 to $ 50.00 for non-profit organizations. City and library related
organizations would continue to use the room gratis.
Proposed Action: Raise the Community Room use fee for non-profits from
$ 35.00 per use to $ 50.00 per use. Fees for assistance with audiovisual
equipment will be raised from $ 15.00 per hour to $ 20.00 per hour. This is the
first increase since 1997.
Budget Impact: Approximately $ 1,000 additional funds will be raised annually
with this change.
Board of Trustees Aqenda Item: 8E
November 19, 2002
Survey of Library Use During Specific Hours
October 2002 Survey n�
Background: Library staff surveyed the library use during specific hours as
requested. The survey was for a two-week period during October. er a use
for the hour from 9AM — 10AM was 60 patrons; average use forth 8AM 9PM
hour was also 60 patrons. The patrons per hour average overall for a l hours the
library is open is 109.
Proposed Action: No action at this time. This information should be helpful in
decision making should the library be asked to alter its current schedule.
Budget Impact: None
BURLINGAME PUBLIC LIBRARY
City Librarian's Report
November 19, 2002
Reviewing Library Service Priorities
As part of our desire to more finely tune library services, the library
managers are reviewing our priorities for service. Using the skills of a
management consultant, staff is looking at all aspects of the library operation
to determine what is most important and what should be preserved and what
might be trimmed. City financial revenue shortfalls will make for some
difficult decisions in services provided. It is the desire of the managers as
well as the City Librarian, that Burlingame continue to offer the very best
library service possible, even if we need to shrink the operations to fit the
finances available. We are looking at behind the scenes operations, as well
as public services to determine where we can best serve the public. Looking
for efficiencies in the library operation are top priority.
Library Budget Reduction Study
Library Budget reduction discussion is continuing. Suggested budget
reductions for 2002-2003 will be implemented immediately; budget
reductions for 2003-2004 will be implemented in July 2003 subject to
approval by the City Council. Any reduction in service hours will need
approval of the Library Board of Trustees. Increased fees will come to the
Board for their review and approval.
Discussion of Easton Closure
The City Manager has asked that Council review the viability of the Easton
Library as an appropriate library service center for the City in light of the
city's current budget situation. Staff is reviewing service levels at Easton
and will have a report for you at your meeting on November 19tH
In summary, it,costs approximately $ 104,000 to run the Easton Branch for
one year, including personnel, maintenance and collections. This is 3% of
the overall library budget.
48o Primrose Road•Burlingame•CA 94010-4o83 1
Phone(650) 558-7474'Fax (650) 342-6295
The Easton branch has been operational for 55 years for the citizens of
Burlingame and offers a unique small library experience to those who desire
it. Traditional story times are held there weekly and the smaller nature of the
Branch provides one-on-one service in a unique fashion. While the City of
Burlingame would likely not build a branch library today, it is an operation
that costs relatively little to operate. The building has been owned by the city
for generations and serves as something of a landmark in the North
Burlingame neighborhood.
If the Easton Branch Library is to be closed, the Library Board and the City
Council should review the matter carefully, as it will have far ranging
implications for years to come.
Easton Branch Renovation Project
Progress on the Easton Renovation Project is continuing as contracted.
Recent developments in the project include: soils study, structural study and
review of interior finishes. Private funding of approximately $ 830,000 is in
place or pledged.
Upcoming Events:
• Library Board Meeting, Tuesday, November 19th'4:30 PM
• Veteran's Day Holiday, November 11, Closed
• Thanksgiving Closures, November 27, 5 PM; November 281h, Closed;
November 29th, Closed
• Holiday Open House, Friday, December 6, 4:30 PM (Held at the
Library this year)
• Employee Achievement Recognition Dinner, Sunday, December 8,
6:30 PM
Alfred Escoffier
City Librarian
November 4, 2002
2
Board of Trustees Agenda Item: 7C
November 5, 2002
Budget Reductions 2002-2003, 2003-2004
Background: The revenue shortfall for the City has resulted in staff
reviewing budget cuts for fiscal 2002-2003. In addition, staff has been
asked to prepare cuts at the 12.5% reduction level for 2003-2004.
Proposed Action: The list of proposed reductions will be distributed for
discussion. Council will review the budget reductions at their meeting on
January 21, 2003. No Board action is suggested at this time.