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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.