HomeMy WebLinkAboutAgenda Packet - LB - 2002.12.17 :�►URLINGAME PUBLIC LIBRARY ( BURLINGAME
Board of Trustees Agenda _
December 17, 2002 - 4.30pm �e� RP
480 Primrose Road - Board Room �c L`'3
SUGGESTED ACTION
1. CALL TO ORDER
2. ROLL CALL
3!/WARRANTS & SPECIAL FUND Approval
4.,.MINUTES Approval
5. CORRESPONDENCE AND ATTACHMENTS Information
,,a<'Duncan Trust Fund Activity Statement 3`d Quarter 7/1-9/30/02
b. Monthly Statistics: September, October- 2002
i c. Letter: Alois J. Strnad
,4 Revised Library Closure Schedule 2002 2003 2004
V
6. FROM THE FLOOR (Public Comments) -
7. REPORTS Information
a. City Librarian's Report - Escoffier
b. Foundation Report - Rossi
8. UNFINISHED BUSINESS
a. Change in Trustee Meeting Date to January 13, 2003 (Attachment 1) Discussion/Approval
Vb. Interlibrary Loan Fees Increased to $5.00 (Attachment 2) Discussion/Approval
Request for Disciplinary Action of Problem Patron Mr. Lee Discussion/Approval,
Vd. Draft of Budget Reduction Items from Jim Nantell, City Manager Discussion
y9 1NEW BUSINESS
10. ANNOUNCEMENTS
11. ADJOURNMENT Adjourn
r
BURLINGAME PUBLIC LIBRARY
Burlingame Public Library -
Board of Trustees
Minutes
November 19, 2002
I. Call to Order
President, Andrew Gurthet, called the meeting to order at 4:30pm.
II. Roll Call
Trustees Present: Cecile Coar, Andrew Gurthet, Catherine
McCormack, Mary Herman and Carol
Rossi
Foundation President: Jane Dunbar
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
(McCormack/Rossi)
IV. Minutes
The Trustees unanimously agreed to approve the minutes of the
October 15, 2002 meeting. M/S/C (McCormack/Coar)
V. Correspondence
Correspondence was discussed under Old Business.
VI. From the Floor - Foundation President Jane Dunbar
commented on the Foundation Board's concern regarding the
impact of the budget reductions on the Easton Branch renovation.
The City Librarian stated that the City Manager had requested that
the Branch be put on the table for consideration of possible
closure.
480 Primrose Road•Burlingame•CA 940io-4083
Phone (650) 558-7474'Fax (650) 342-6295
VII. Reports
�- A. City Librarian's Report
1. Easton Branch Renovation - The project is currently
in the design stage. Donations from the private sector are
approximately $ 830,000.
2. Holiday Open House December 6th - The Library will
host the event this year. The children will perform on the
Library's front porch. The Peninsula Girl's chorus will be
featured at the Library's annual program.
B. Foundation Report - Carol Rossi
1. Elegant Affair Branches Out - The Foundation
members are very excited about the success of the event.
Even though expenses were higher, the event raised
approximately $21,000 in comparison to $18,000 two years
ago.
2. Nominating Committee - The committee will be
recruiting up to four new members to replace those whose
terms have been completed.
C. Budget Reductions - 1st Draft - Al Escoffier
1. Fiscal Year 2003 - 2004 - Originally the City Manger,
Jim Nantell, asked the department managers to cut 7.5%
from their individual budgets. As budget shortfalls
�. continued to surface, Mr. Nantell increased his requested
budget cuts for each department by an additional 5% for a
total of 12.5%
2. 3 Tier Reductions - Budget cuts in the first tier will
total $2 million and be implemented at the beginning of the
fiscal year, July 1, 2003. Cuts in the second tier totaling
$1 million will also occur during the fiscal year 2003-2004.
Third tier cuts will total $1 M but if the State is able to
handle its budget deficit without taking funds from the
cities, these reductions may not be necessary.
3. Library Reductions - The library could lose one or
more middle managers as part of its portion of the first tier
reductions; closing of the Easton Branch is now under
consideration for second tier reductions.
4. City Staff- Jim Nantell, City Manager, will release his
draft of possible budget reduction options to City staff on
December 9th. Department Managers will meet with their
staff for discussion of the document.
Library Board of Trustee Minutes 2
November 19,2002
S. City Council - The City Council will review the
City Manager's draft budget on January 21 st; a study
session will be held before which can be attended by the
public. Trustee Herman emphasized that it was very
important for all Trustees to attend this session.
6. Hillsborough Contract - The Trustees inquired as to
the status of the Hillsborough Contract. The present
contract which expires in June 2003 is for the amount of
$280,000.
VIII. Unfinished Business
A. Holiday Closure Request - The Trustees approved the City
Librarian's request to close the Library all day on Christmas Eve
Day and New Year's Eve Day instead of just half a day as in
previous years. M/S/C (Herman/Coar)
1. Closure for both days will save the Library $1,600 in
salaries plus a small savings in utilities.
2. Approval for this change was obtained from the labor
unions. Employees who are affected by the loss of 8 hours
work time will be given the option of taking vacation or time
without pay.
3. Trustee Herman recommended that signage to advise
the public of the all day closures read "Closure"
�. B. Library Closure Schedule 2002 2003 2004 - The Trustees
approved the schedule with the following changes: December 31,
New Year's Eve Day 2002 - Closed, November 26, 2003 - Close at
5:00pm, November 28, 2003 - Closed, December 24, 2003 - Closed,
December 31, 2003 - Closed. Signage for these dates will read
"Closed". M/S/C (Rossi/McCormack)
C. Community Room Policy - The Trustees approved the
revised Community Room Policy for the Library. (Herman/Rossi)
D. Revised Lane Community Use Fees - The Trustees approved
the increase in use fees for the Lane Community Room to $50.00 per
event for non-profits and $20.00 per hour for use of audiovisual
equipment with staff assistance. M/S/C (Coar/McCormack)
E. Survey of Library Use - In accordance with the Trustees'
request, library staff surveyed patron usage from 8:00pm to
9:00pm and from 9:00am to 10:00am. Average use for both these
time periods was 60 patrons. Overall patron average per hour for
all open hours is 109.
Library Board of Trustee Minutes 3
November 19,2002
F. Employee Achievement Awards - Trustee Gurthet noted
�- that the contract with the Sheraton Gateway for the Employee
Dinner has been signed and the cost is $25.00 per person. Present
count is 50 guests. Andrew Gurthet and Jane Dunbar will prepare
the program. Andrew Gurthet, Carol Rossi, and Katie McCormack
will present the employee awards.
IX. New Business - There was not any New Business.
X. Announcements
Trustee Rossi requested that a change of date for the January,
2003 meeting be placed on the December 17th agenda.
XI. Adjournment
The meeting adjourned at 6:00pm. M/S/C (Herman/McCormack)
The next meeting of the Library Board of Trustees is scheduled for
December 17, 2002 at 4:30pm in the Library Conference Room.
Respectfully Submitted
Alfred H. Escoffier
a� City Librarian
Library Board of Trustee Minutes 4
November 19,2002
Peninsula Community Foundation 1012
Roger and Jean Hunt Duncan Fund
peninsula Fund Activity Statement
communityfoundation July 1,2002 through September 30, 2002
Prepared for: Mr. Alfred H. Escoffier
Burlingame Public Library
480 Primrose Road
Burlingame, CA 94010-4083
Fund Activity ..
Q-T-D Y-T-D
Beginning Balance $ 926,398.17 $ 951,531.23
Contributions 0.00 0.00
Investment Income 3,083.17 13,172.45
Gain/Loss on Gifted Securities 0.00 0.00
Gain/Loss on Investments (97,099.22) (129,934.56)
Interfund Contributions 0.00 0.00
Other Income 0.00 0.00
Grants 0.00 0.00
Interfund Grants 0.00 0.00
Administration Fees (1,129.99) (3,516.99)
Other Expenses 0.00 0.00
Ending Balance $ 831,252.13 $ 831,252.13
Grants Payable $0.00
Balance Available for Grants $277,439.00
Investment Allocation
Asset Allocation Per Agreement:
Endowment Pool 100.00%
Comments
Due to the prolonged reduction in interest rates, the investment committee recently approved the addition of
Certificates of Deposits (CDs) to the Money Market Pool to help boost the return for that Pool. 25% of the Pool's
assets were invested in four laddered CDs of one, two, three and four year terms. The CDs are all at local banks,
Borel Private Bank and Trust and Mid-Peninsula Bank. The addition of this investment vehicle will not effect the
liquidity of your fund, but will add approximately 40 basis points of return to the Pool. The Pool will be renamed the
Cash Pool, to reflect the change in investment strategy. Each year, as the CDs mature, the committee will evaluate
cur t interest rates and determine if the CDs should be renewed. If you have any questions regarding your
sta,_,,ent, please call Kara Coyle, Controller, or Vera Bennett, Vice President of Finance and Administration, at
650.358.9369.
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF September 2002
Registered Borrowers Previous month's total #Added Total Registered
rlingame Adults 15,022 117 15,139
urlingame Children 4,222 51 4,273
Hillsborough Adults 2,332 18 2,350
Hillsborough Children 1,196 7 1,203
Non-San Mateo Co. Borrowers 1,222 16 1,238
Totals 23,994 209 24,203
Circulation Activity Main Branch
Adult Print Materials 16,954 710
Children's Print Materials 9,487 1,358
AudioNisual Materials 6,878 197
Circulation Totals
This month total Main 35,685 This month previous year 36,006 -.9 decrease
This month total Branch 2.536 This month previous year 2,608 -2.8 decrease
This month Grand Total 38,221 This month previous year 38,614 -1.0 decrease
�. Reference Activity Inter Library Loans
Questions Directions Lent 3,284
Reference 3,108 286 Borrowed 2,073
Children's 1,410 1,282 TOTAL 5,357
Lower Level 1,922 3705
Branch 182 63
TOTAL 6,622 5,336
Collections Main Titles Added Main Volumes Added Branch Volumes Added
Adult Non Fiction 187 280 10
Children's Non Fiction 149 166 6
YA Non Fiction 0 0 0
Adult Fiction 162 330 29
Children's Fiction 35 99 18
YA Fiction 5 3 0
Cassettes 50 50 0
Compact Discs 37 45 0
Videos 27 29 1
Children's Audio 0 44 0
Children's Video 0 6 0
Children's Compact Disc 0 18 0
TOTALS 652 1,070 64
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF September 2002
PAGE 2
Other Material Volumes added Total Held
Adult un-cataloged books 105 4,885
—hildren's un-cataloged 46 4,224
oks
Foreign Language un- 0 575
cataloged
D nix Deposit to City Treasurer Main $5,727.58
Branch 348.30
Total $6,075.88
Main and Easton Deposits Revolving Account Rental Main $ 116
Revolving Account PLS Video Main & Easton $ 36.50
Trustees Special Fund Photocopies Main & Easton $681.35
Estimated User Traffic 31,600 Daily Average 1,129
Community Room Adult''
TOTAL MEETINGS HELD 8 240
Adult Programs
Lectures, Film Series etc. 1 10
ok Groups 2 15
Childrens and Young Adult No Programs in August Attendance
Pre-school programs 19 704
School A e 0 0
Book Groupies 1 1
Total 20 705
Internet Use
One Hour Express Childrens Total
1,437 2,190 220 3,847
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF October 2002
Registered Borrowers Previous month's total #Added Total Registered
rlingame Adults 15,139 89 15,228
Burlingame Children 4,273 28 4,301
Hillsborough Adults 2,350 17 2,367
Hillsborough Children 1,203 5 1,208
Non-San Mateo Co. Borrowers 1,238 9 1,247
Totals 24,203 148 24,351
Circulation Activity Main Branch
Adult Print Materials 17,436 746
Children's Print Materials 9,327 1,528
AudioNisual Materials 6,863 228
Circulation Totals
This month total Main 36,167 This month previous year 37,297 -3.01D
This month total Branch 2,752 This month previous year 2.865 -3.91D
This month Grand Total 38,919 This month previous year 40,162 -3.01D
Reference Activity Inter Library Loans
Questions Directions Lent 3,530
Reference 3,297 332 Borrowed 2,246
Children's 1,257 564 TOTAL 5,776
Lower Level 1,359 4,012
Branch 188 65
TOTAL 6,101 4,973
Collections Main Titles Added Main Volumes Added Branch Volumes Added
Adult Non Fiction 178 282 16
Children's Non Fiction 105 115 6
YA Non Fiction 0 0 0
Adult Fiction 232 351 35
Children's Fiction 48 76 19
YA Fiction 5 5 0
Cassettes 0 23 0
Compact Discs 0 15 0
Videos 0 19 0
Children's Audio 0 2 0
Children's Video 0 16 0
Children's Compact Disc 0 3 0
TOTALS 568 907 76
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF October 2002
PAGE 2
Other Material Volumes added Total Held
Adult un-cataloged books 198 5,083
"tiildren's un-cataloged 27 4,251
oks
Foreign Language un- 0 575
cataloged
D nix Deposit to City Treasurer Main $6,404.12
Branch 208.65
Total $6,612.77
Main and Easton Deposits Revolving Account Rental Main $105.00
RevolvingAccount PLS Video Main & Easton $ 24.00
Trustees Special Fund Photocopies Main & Easton $831.15
Estimated User Traffic 31,107 Daily Average 1,037
Community Room Adult*
TOTAL MEETINGS HELD 11 292
Adult Programs
Lectures, Film Series etc. 8 105
ok Groups 2 12
lft�
Childrens and Young Adult No Programs in August Attendance
Pre-school programs 32 1,517
School A e 1 45
Book Groupies 0 0
Total 33 1,562
Internet Use
One Hour Express Childrens Total
1,444 2,220 265 3,929
Alois I Strnad
554 Edgewood Rd.,
San Mateo
94402 California
Pat Harding
Library Services Mabager
Burlingame Library
Burlingame
San Mateo 12/3/02
Dear Ms Harding,
This is just a note to express my appreciation for the consistently
excellent work by the Burlingame library staff. I appreciate it very
much.
Sincerely
l
cc. Burlingame City Hall
att. Mayor of the City
Burlingame Public Library (Main and Easton)
_ 2002 2003 2004 Closure Schedule
Date Day Holiday Hours
December 31, 2002 Tuesday Closed
January 1, 2003 Wednesday New Year's Day 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 Wednesday Close g Spm
November 27, 2003 Thursday Thanksgiving Da * Closed
November 28, 2003 Friday Closed
December 24, 2003 Wednesday Closed
December 25, 2003 Thursday Christmas Da * Closed
ecember 31, 2003 Wednesday Closed
January 1, 2004 Thursday New Year's Da * Closed
* City Holiday
The Library Closure schedule for the years 2002, 2003 and 2004 was
approved by the Library Board of Trustees at their meeting held on November
19, 2002.
BURLINGAME PUBLIC LIBRARY
City Librarian's Report
December 17, 2002
Staff Recognition Event a Huge Success!
The staff recognition dinner featuring the presentation of the employee
achievement awards had the highest attendance ever. The Board of Trustees
and the Library Foundation jointly sponsored the event. Recipients of the
Employee Achievement Awards were: Mary Beth James-Thibodeaux, Susan
Reiterman, and Geralyn O'Brien. A special award was given to Sidney
Poland for her tireless work with the Library Foundation. Congratulations to
our winners! And many thanks. to the entertainment provided by Manuel
Caneri and Vicki Machado.
City Budget Reduction Draft Proposal
On December 9th the draft proposal for the proposed reductions in the budget
was distributed to staff. On December 10th, meetings were held with all staff
to discuss the reductions and the impact on staff. The document will be
further refined and presented to the City Council at the January 21, 2003
meeting.
Major Reductions for the Library
It is the goal of the library to continue to maintain high-level public service
to our patrons despite the funding losses. Some programs will be reduced
and staff will be cross training to function across departmental lines.
The proposed major reductions for the library include service hour
reductions of up to 11 hours per week. These reduction would cut nearly 10
FTE staff. Hardest hit would be hourly staff. Reductions have been made
across the board and currently cost out at 20% reduction, nearly $ 600,000.
Reductions in staffing are a bit higher at 25%. Among the recommended
cuts by the City Manager are permanent closure of the Easton Branch and
the reduction of the middle manager team by two staff.
48o Primrose Road-Burlingame•CA 94010-4083 1
Phone (650) 558-7474'Fax(650) 342-6295
Begin with Books Program
During November, a total of 24 story times were produced including: 7
Preschool Story Times, 10 Toddler Story Times, 2 Saturday Story Times, 1
visit to Easton and 4 programs at preschools. These programs were attended
by a total of 1,043 people!
Easton Branch Renovation Project
While we are still under contract for the design work for Easton, the
architects are nearly 2/3 finished with the design.
Sue Reiterman explored the History of the Easton Library in an excellent
presentation to the Burlingame Historical Society. Sue presented the post
1978 history and information about the current project. Early photos and
documents were displayed. The Society appreciated the overview of Easton
and reinforced the notion that the Branch is a valuable piece of City history.
Upcoming Events:
• December 18-20- Dynix down system wide for server replacement
• December 24-25- Christmas closures
• December 31- January 1- New Years closure
• January 13, 2003 (Monday) Revised Board Meeting Date
• January 20, 2003- Martin Luther King Holiday closure
Alfred Escoffier
City Librarian
December 10, 2002
2
Library Board Attachment #1
Change in Board Meeting Date for January
Action Recommended: It is recommended that the Board of Trustees
change their regular meeting date for January to Monday, January 13,
2003, 4:30 PM to better accommodate Board member schedules.
Budget Impact: None
Library Board Attachment #2
Interlibrary Loan Fees
Action Recommended: It is recommended that the Board of Trustees
increase the fee for interlibrary loans outside the Peninsula Library
System from $ 3.00 to $ 5.00 each. This is consistent with our
neighboring libraries. The actual cost for providing this service is
considerably higher. The proposed change would take effect January 1,
2003.
Budget Impact: It is estimated that this increase would increase revenues
by approximately $ 1,000 per year.
Library Board Attachment #3
Disciplinary Action for Library Patron
Action Recommended: It is recommended that the Board of Trustees bar
Mr. Lee from use of the library for a period of one week due to a series of
behavioral issues. Should these behavioral issues continue, the Board
might wish to ban Mr. Lee from use of the library for a longer period of
time in the future. See attached letter from the Library Services Manager
to Mr. Lee.
Budget Impact: None.
BURLINGAME PUBLIC LIBRARY
December 7, 2002
George Lee
500 Marin Drive
Burlingame, CA 94010
Dear Mr. Lee,
The library staff has experienced on going problems with your behavior on the Internet Express computer
stations since September 2002. Reference staff has repeatedly alerted you to your disregard for the library
rules regarding the 15- minute time limit on these computers. This has led to repeated confrontations with
other patrons waiting for their tum on the Internet, and with staff acting as a referee.
On September 12, 2002 several patrons were yelling at you about your repeated abuse of the 15-minute
time limit on the Internet Express stations.
On September 20, 2002 a reference librarian told you that you had stayed long past your 15 minutes and
other patrons were in line waiting for their turn. You denied you had overstayed your time and became very
argumentative with the staff person and used obscene language.
On November 4, 2002, a patron became very angry with you when you were again overstaying your time
limit and began pounding on your keyboard.
I spoke to you on Monday, November 16th about the number of complaints I had been getting from both
staff and patrons about your behavior and your lack of responsiveness when asked to leave an Internet
station. At that point I gave you a verbal warning that if you didn't follow the library rules I would take this
information to the Library Board of Trustees and ask them to ban you for a period of time. I explained that a
particular concern of mine was that other patrons were getting angrier about your behavior and there could
be an incident where someone got hurt. I also explained that it was up to you to watch your time and be
aware of people waiting. We installed a clock in front of the Internet Express stations for this purpose.
On November 22 1 again got a complaint that you went over your time limit at least three times, once for
over 40 minutes, another time for 20 minutes and you repeatedly got back in line throughout the afterno6n.
I talked to you then and asked you to leave the Internet Express for the day since you were continuing to
disregard the library rules. I also informed you that I would be asking the Library Board to ban you from the
library for a week.
Prior to such a ban being issued, you are entitled to request a public hearing with the Library Board of
Trustees. You have 10 days from the date of this letter to request such a public hearing of the Board. If we
do not hear from you by December 17, 2002, 1 will recommend to the Board of Trustees that they suspend
your library privileges, including use of the library buildings, for a period of one week.
You may contact me at 650-558-7410 should you have any questions regarding this matter.
.--5ift!:-�,'y _
Pat Harding
Library Services Manage
C: Al Escoffier, City Librarian
480 Primrose Road•Burlingame•CA 94010-4083
Phone (650) 558-7474' Fax (650) 342-6295