HomeMy WebLinkAboutAgenda Packet - LB - 2003.03.28 URLINGAME PUBLIC LIBRARY 1URLINGAME
Board of Trustees Agenda
March 25, 2003 — 4:30pm
480 Primrose Road - Board Room
SUGGESTED ACTION
1. CALL TO ORDER
2. ROLL CALL
3. WARRANTS & SPECIAL FUND Approval
4. MINUTES
a. Meeting Minutes February 18. 2003 Approval
b. Meeting Minutes February 25, 2003 (Special Meeting to change Approval
March Meeting Date)
5. CORRESPONDENCE AND ATTACHMENTS Information
a. Letter: Marshall Trust Executor
b. Letter: Lisa Dunseth
c. Library Flood Events, March 17, 2003
d. TBR Proposal in Response to Governor's Budget Cuts
e. Burlingame Library Week Announcement
f. Memo to Council
6. FROM THE FLOOR (Public Comments)
7. REPORTS Information
a. City Librarian's Report- Escoffier
b. Foundation Report- Rossi
8. UNFINISHED BUSINESS
a. Budget Status —Reorganization Discussion
b. Easton Status —Plan, Costs - Discussion
9. NEW BUSINESS
a. New Library Schedule (Attachment) Discussion/Approval
b. Delay in Easton Renovation (Attachment) Discussion/Approval
" C
'ANNOUNCEMENTS
11. ADJOURNMENT Adjourn
BURLIN'GAME PUBLIC LIBRARY
Burlingame Public Library
Board of Trustees
Minutes
February 18, 2003
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
Staff Present Al Escoffier, City Librarian, Sidney Poland,
Recorder
Public Present Cathy Somerton, Children's Librarian,
Jane Dunbar, President of the Burlingame
Library Foundation
III. Warrants and Special Funds
The Trustees unanimously agreed to approve the warrants. M/S/C
(Rossi/McCormack)
IV. Minutes
The Trustees unanimously approved the minutes of the January
13, 2003 meeting. M/S/C (Herman/McCormack)
The Trustees unanimously approved the minutes of the February
4, 2003 meeting. M/S/C (Rossi/McCormack)
V. Correspondence and Attachments
Correspondence mailed in the Board packets was reviewed.
VI. From the Floor - Cathy Somerton - Part-time Children's Librarian
for 19 years - Cathy expressed her views as to why the Easton
Branch Library should be closed instead of renovated. Cathy
compared 2002 usage and circulation statistics for both Easton
and the main library, together with the fiscal implications of
Easton operations, to support her concern that keeping Easton
operational would compromise the services at the main library.
48o Primrose Road•Burlinyame•CA 9400-4o83
Phone (650) 558-7474'Fax (650) 342-6295
VII. Reports
N-' A. City Librarian's Report - Al Escoffier - Flood Damage - All
floors of the Library incurred substantial water damage on
President's Day, February 17th. The flood was caused by a broken
valve located in a utility closet on the public terrace. Twenty five
thousand gallons of water flowed through the library for an
undetermined amount of time until it was discovered around
approximately 7:30pm.
1. General Damages - Physical damage to date is as
follows: loss of numerous ceiling tiles on all floors; sheet
rock on main level needs to be replaced, carpets on lower
level may not be salvageable; some chairs need to be
refinished.
2. Material Loss - The majority of book loss was in the
oversize section with the photography section being virtually
a total loss. Cookbooks and gardening sections also
incurred losses. Books on tapes losses amounted to
approximately 100 titles.
3. Technical Equipment - The phone and electrical
systems, as well as the computers, are in operative
condition.
4. Operating Procedures - Full time and Permanent Part
Time staff will work their regular hours Hourly staff will be
called in to work as needed. The Easton Branch will be open
on a temporary basis from 10:00am to 6:00pm until the re-
opening of the main Library.
B. Foundation Report - President Jane Dunbar
expressed her concern regarding the $190,000 cost overrun for the
Easton project. She felt that the Foundation could still reach its
original pledge to raise $200,000 but was not in a position to
increase its commitment to the project.
VIII. Unfinished Business
A. Effect of Budget Reductions on Patrons - Budget cuts to
the Library have been greater than any other City Department.
The public will see a reduction in a variety of services.
1. Service Hours - Service hours to the public will be
reduced by eleven hours. New hours will begin July 1, 2003
as follows: Monday through Thursday 10:00am - 9:00pm;
Friday 10:00am - 5:00pm; Saturday 10:00am to 5:00pm,
Sunday 1:00am - 5:00am. (No change of hours for Sunday.)
Library Board of Trustee Minutes 2
February 18, 2003
2. Hourly Staff- Hourly staff will be reduced by 40%. At
this time there has been no definitive determination of how
many of the hourly staff will lose their positions. Full time
staff will have increased shifts on public desks.
3. Middle Manager Positions - The middle manager
positions in the Children's and Technical Services
Departments will be eliminated. Additional hours will be
needed in the Children's Department.
4. Administration Department - Administration will
lose an Account Clerk Two position.
5. Adult Programs - Fewer adult programs will be held.
B. Easton Status Report
1. Cost Overrun - At the last meeting held with the
architects of Dahanukar Brandes, the estimated renovation
costs for Easton showed an estimate of$190,000 over the
original cost.
2. Design Changes - In an effort to bring project costs
into line, the Easton committee eliminated the Cabrillo
Terrace and changed the proposed lighting plan. These
changes reduced the overrun to $130,000.
3. Next Steps in Renovation Process - The City
Librarian will request Phil Monaghan, City Engineer, to
review the project to determine any possible cost reductions.
Introduction of an outside party to perform Value
Engineering is also a possibility.
4. Renovation Completion- The City Librarian advised
the Trustees that in his opinion it is not possible to proceed
with the renovation unless the project is completely funded
beforehand.
IX. New Business
A. Options for Building Support for Easton Branch
1. Jane Dunbar suggested that the Foundation send a
letter to donors advising them of the current status of the
Easton project and informing them that Easton donations
have been placed in a 6 month CD.
2. At the request of the Trustees, the City Librarian will
contact Richard Hall of the State Library and inquire as to
whether Easton might qualify for library building funds
under Proposition 14.
Library Board of Trustee Minutes 3
February 18, 2003
B. System Advisory Board Member - Jane Dunbar has
�- resigned as the Library's System Advisory Board Member.
Trustee Herman moved that the Board of Trustees
recommend to the City Council that Trustee McCormack be
appointed to be the new representative. M/S/C
(Herman/Rossi)
X. Announcements
A. President Gurthet will send a letter from the Library Trustees
to selected newspapers thanking the community for its support to
the Library during the flood restoration process.
B. The Trustees agreed to hold a special meeting on February
25th in order to officially change the date of the March meeting to
March 25, 2003.
C. President Gurthet announced that he would not seek
reappointment to the Board of Trustees when his term ends in
June 2003.
D. Trustee McCormack suggested asking a high school student
to sit on the Library Board in an advisory capacity.
XI. Adjournment
The meeting was adjourned at 6:00pm M/S/C (Herman/Rossi) The
next meeting of the Library Board of Trustees is scheduled for
March 25, 2003 at 4:30pm in the Library Conference Room.
Respectfully Submitted,
Alfred H. Escoffier
City Librarian
Library Board of Trustee Minutes 4
February 18, 2003
BURLINGAME PUBLIC LIBRARY
Burlingame Public Library
Board of Trustees
Minutes of Special Meeting
February 25, 2003
I. Call to Order
President Andrew Gurthet called the meeting to order at 4:30pm.
II. Roll Call
Trustees Present: Andrew Gurthet, Catherine McCormack,
Mary Herman and Carol Rossi
Trustee Absent: Cecile Coar
Staff Present Al Escoffier, City Librarian, Sidney Poland,
Recorder
III. Flood Update - Al Escoffier
The Trustees were given a brief update on the flood restoration
progress.
A. Building Status --Drying of the building is still in process;
damaged ceiling tiles were removed today; dry wall contractors are
determining the extent of the sheet rock damage; mold has been
discovered in the utility closet, public elevator shaft and a few
other areas where previous leaks have occurred (an Industrial
Hygenist will be called in to remove the mold.); entire electrical
system will be checked; security guards will secure the building;
dry wall and painting crews will work two shifts until finished.
B. Materials Status - To date the number of books totally lost
is approximately 2,500; six hundred books have been sent out to
be freeze dried; approximately 100 titles were lost in the audio
visual section.
IV. From the Floor (Public Comments) - None
V. New Business - The Trustees unanimously passed a motion to
move the March Trustee meeting originally schedule for March 18th to
March 25th. M/S/C (Herman/McCormack)
VI. Announcements - There will be a Foundation Board meeting on
February 27, 2003 at 4:30pm to brainstorm ideas on how to raise money
to help replace the losses in the library collection.
480 Primrose Road•Burlingame•CA 940zo-4o83
Phone (650) 558-7474Fax (650) 342-6295
VII. Adjournment
The meeting was adjourned at 5:00pm M/S/C
(McCormack/Herman) The next meeting of the Library Board of
Trustees is scheduled for March 25, 2003 at 4:30pm in the Library
Conference Room.
Respectfully Submitted,
Alfred HH Escoffier
City Librarian
Library Board of Trustee Minutes 2
February 25, 2003
Marshall 1991 Trust
Paul Whitesides, Trustee
215 Carville Circle
Carson City, NV 89703
(775) 841-1758
February 18, 2003
Mr. Alfred H. Escoffier
City Librarian, City of Burlingame
480 Primrose Road
Burlingame, CA 94010-4083
Re: Marshall 1991 Trust
Dear Mr. Escoffier:
Enclosed find the general ledger and financial statements for
the Marshall 1991 Trust for the year ended December 31, 2002 . These
reports are for the fourth and final year of the Trust.
Assets of $59,366. 55 as of the beginning of the year were all
converted to cash this year. Income of $3,044. 38 was earned on
investments. Expenses of $25, 822 .00 and distributions to
beneficiaries of $36, 588.93 were paid. As a result the Trust no
longer has any assets. It has been completely liquidated.
Over the last four years I have sent to you detailed general
L- ledgers and financial statements for each year. All of the
financial transactions appear in these annual reports. If you have
any questions or need additional information about the Trust please
feel free to contact me.
Thank you for allowing me to liquidate this Trust for you.
There is nothing more I can do unless something unforeseen surfaces .
I am available if the need arises.
Yours very truly,
March 4, 2003
Mr. Jim Nantell, City Manager
Burlingame City Hall
501 Primrose Rd.
Burlingame, CA 94010-3997
cc: Rosalie O'Mahony, City Council Member
Mary Herman, Advisory Board, Library Foundation
Dear Mr. Nantell:
I am writing to express my dismay about the budget cuts and proposed layoffs at
the Burlingame Public Library. I served the Burlingame community for eight
years as a Children's Librarian and Branch Manager. I have a deep appreciation
for the Burlingame Public Library and was always keenly impressed by the
dedicated support the library receives from the community. It was a privilege to
be the Easton Branch Librarian and it is in this spirit of concern that I am writing
to you.
It is truly a sad day for the Burlingame Library when its tradition of library
service is facing long-term and irreversible consequences as a result of a
reorganization and proposed cuts to children's and technical services. If the
general public understood the implications of this they would be appalled.
The idea to cut Children's and Technical Services is misguided. They are
essential services with barebones staffing which supply the backbone for the
entire library. Why have you not considered cuts to the disproportionately large
and highly paid staff of the Reference Department? Why would you consider
outsourcing technical processes when a study by the library staff has already
revealed that it would not be cost effective? Outsourcing would certainly not
maintain the standard of quality Burlingame Public Library is known for.
How could anyone justify compromising the core and well-loved service which
the staff of the Children's Room provide? It not only benefits parents, children
and teachers, it guarantees a customer base for the library's future. The Children's
Department has long been run with minimal, but very enthusiastic staff. This has
resulted in decades of fine service and an outstanding and far-reaching reputation.
Nine thousand books per month are borrowed from the Children's Room---this is
just one measure of its worth. The fate of the local school librarians is also
1
currently under threat. This makes it even more important to maintain the
stability and quality of the library's children's programs and services. Staffmg the
department with a generalist manager, a Children's Librarian not part of the
management team, and fill-in help would be a disservice to the community, an
insult to all children's librarians and very bad for all of San Mateo County.
Despite my love for the Easton Drive Branch Library, in a time of fiscal crisis in
which the very livelihoods of people are threatened, it can only be considered a
luxury to keep it open.
I believe these proposals are not in the best interest of the community. They
reveal a lack of vision,judgment and maturity on the part of the library
administration.
Thank you very much for your attention. I wish you luck with these important
and difficult decisions.
Sincerely,
Lisa Dunseth
�•- 7700 Geary St. Apt. 302
San Francisco, CA 94121-1561
415-750-1905 H
415-355-5619 W
2
The Burlingame Library Foundation and The Burlingame Chamber of Commerce
are sponsoring Burlingame Library Week, March 24 — 31.
Welcome back to the Library! Please join us in celebrating the
reopening of the Main Library after a month of flood repairs.
Spring; Book Sale in the Lane Community Room
Friday March 28, 3:00- 6:00
Saturday March 29, 11:00 —3:00
Purchase a variety of duplicate Fiction and Non-Fiction books that have been
donated to the Library.
Preview/Early Shopping Friday March 28, suggested entry donation $5.00.
Special Book Auction in the Lane Community Room
Friday March 28, 7-8:30 p.m.
Join us for a Silent Auction of special collectible and signed books that are not
needed as part of the Library collection.
Merchant Donation Collection
March 24-31
At many Burlingame merchants and businesses, you can conveniently contribute
money at the counter to help rebuild the Book Collection.
On Line Book Wish List
Check the Library website, www.burl in ag me.or /library for specific books to be
replaced and order them yourself on amazon.com.
Library Flood Events
March 17, 2003
Service Issues
• Easton Branch opens from 10 AM to 6 PM, Monday through
Saturday
• Holds moved to Easton from main
• Burlingame removed from system hold queue
• Books accepted at all PLS libraries for return; Book drops emptied
regularly
• Story hours continuing at the Branch Library
Clean Up Accomplished to Date
• Damage discovered 7:30 PM February 17, 2003
�. • Fire Department dispatched to clean up water
• Ideal Restoration hired to dry out building
• Wet, damaged books removed and discarded, list made (2,220
items)
• Wet, damaged books removed and sent to freeze dry (60 boxes),
Document Reprocessors
• All books removed from bottom shelves on all stacks on all floors,
with assistance from Nor Cal Moving.
• All bottom shelves removed for water removal, with assistance from
Ross McDonald shelving.
• Industrial Hygienist hired to check environment; mold found
• Mold containerized for removal
• Mold removed using full safety techniques
• Extensive Sheet rock removed and replaced at various locations on
all three floors
• Taping, mudding, preparation of sheet rock for painting
• Painting throughout affected areas on all three floors completed
• Baseboards removed and replaced
• Office area baseboards replaced
• Touch-up of damaged wood throughout building
• Stickley wood furniture restored, depending on damage
• Fabric Upholstery cleaned
• Leather upholstery on flood damaged pieces cleaned, re-pigmented,
restored.
• Full custodial cleaning from light fixtures to floors
• Carpets cleaned throughout the building
• Books returned from freeze drying
• Link from Library Home Page on the web to Amazon.com to allow
for potential donors to buy books needed by the library.
• Foundation develops "Burlingame Library Week," March 24-30 to
include book sale, book auction, collection canisters in businesses
in the city.
• Over $ 10,000 in donations received for collection restoration.
Memorandum
To: Honorable Mayor Coffey and City Council Members
CC: Jim Nantell,City Manager
From: Al Escoffier,City Librarian
Date: 3/18/03
Re: Library Flood Recovery Nearly Complete
The Burlingame Main Library successfully reopened to the public on Monday,March 17th after a
busy four-week flood recovery effort.The building was flooded by water from a faulty domestic
water valve on the third floor,dumping more than 25,000 gallons of water throughout the library
building damaging books,media,sheet rock walls,woodwork,furniture,upholstery,tile,and carpet.
The building is now dried out and repair work has been completed.Replacement of sheet rock,and
painting was completed throughout the damaged areas.Mold remediation due to earlier damage was
cleaned up in five discrete areas. Damage to the book and media collection was estimated at over
$ 100,000 with nearly 3,000 titles lost. Some 600 books went through a freeze-drying process in an
attempt to save them.
The Library was cleaned to clear construction debris.Carpets and upholstery were cleaned. The
building's mechanical,electrical and HVAC systems were checked and tested before opening.
Furniture that was damaged has been expertly repaired and restored;some leather-upholstered
f imiture is still in process.
As part of the re-opening,the Burlingame Library Foundation Board is sponsoring a Burlingame
Library Week,March 24-30.During that week a series of events will be held in the community and
the library to help raise funds for collection restoration.In addition to regular donations,the library's
website:www.burlin ag me.or library provides a link to the BPL Amazon.com"Wish List"so that
potential donors may be solicited via the web.
My personal thanks go to the library staff,city staff and the many contractors who pulled together to
make the flood recovery a great success.The insurance adjusters remarked that this was one of the
most successful and speedy restorations they had ever been involved with. Special thanks go to Larry
Anderson who assisted with the insurance adjusters,Phil Monaghan who worked with the contractors
and the city staff,Rob Mallick and his Facilities maintenance crew,Phil Scott and George Bagdon,
for their tireless efforts at getting the library back online quickly.
Thanks also go to the community for their efforts in support of the library through cash donations,
sandwiches for hungry workers,and support and encouragement during our time of crisis.
City Attorney Larry Anderson will have a full report on the insurance payments and losses at a future
date.
1
BURLINGAME PUBLIC LIBRARY
City Librarian's Report
1 •
March 25, 2003
Flood Recovery a Success!
I am very pleased to report that recovery from the February 17, 2003
President's Day flood is nearly complete. Some furnishings are still at the
furniture restorer. The tile floor on the main and lower levels has not yet
been completed. The salts in the grout need to dry out and then the floor will
• be cleaned and sealed. Seethe attached list of activities accomplished.
Loss of Materials
The loss of library materials was nearly 3,000 titles.The library website
contains a rotating list of items that patrons could buy for the library. A
number of items-are out of print and will need to be pursued by other means.
Library Reorganization
In response to the library budget reductions, the library reporting structure
has been reorganized. The functional reorganization of staff was announced
the week of March 10th to all staff.
We were able to save two middle manager positions by reclassifying them
from Librarian III to Librarian II. Both librarians have the option of staying
on in their jobs at their current rate of pay, or retiring should they be of an
age to retire. The restructure brings the number of library divisions reporting
to the City Librarian from six to four. We will be losing one account clerk in
administration and approximately 40% of our hourly part time staff.
The transition to the new structure is already beginning and will continue the
next three months, with the restructure complete by July 1, 2003.
48o Primrose Road•Burlingame•CA 94010-4o83 1
Phone (650) 558-7474'Fax(650) 342-6295
Reductions in Library Budget
�.. Reduction in service hours from 73 to 62 per week will take place the week
of July 1. The new schedule will be: 10 AM- 9 PM, Monday through
Thursday; 10 AM- 5 PM, Friday and Saturday; 1 PM-5 PM Sunday.
Reductions will also be made in the books and media budgets. Capital items
will no longer be in the library budget, but will be approved individually by
the City Manager.
Status of Easton Renovation Project
The Easton renovation project has been on "hold" since last month's flood.
In light of the flood recovery losses and the library reorganization and
budget reduction, I will be asking the Trustees and the City Council to delay
the Easton project until October 2003, and keep the library open for its
current hours. The extensive loss of staff beginning July 1 will make it
difficult to implement a timely closure and renovation schedule for Easton.
Upcoming Events:
• March 17, Re-Opening of Main Library; Easton returns to regular schedule
• March 20- Chamber Coffee at the Lane Room, 7:45 AM
• March 25- Library Board Meeting, 4:30 PM (new date)
• March 26- Thank You Luncheon for Staff,Noon
• March 28- Foundation Book Sale and Auction, 3 PM-8: 30 PM
• March 29- Book Sale continues
Alfred Escoffier
City Librarian
March 18, 2003
2
Board of Trustees Agenda Item: 9a
March 18, 2003
New Library Schedule as of July 1, 2003
Background:
Due to a reduction in the library's budget of 16% for the upcoming fiscal
year, we are proposing to close 11 hours per week for an estimated
savings of$ 175,000. The new schedule would reduce our open hours
from 73 to 62. The City Council has indicated that these reductions were
necessary in their February 8, 2003 Council meeting.
Proposed Action:
It is recommended that the Library Trustees adopt a new schedule
effective July 1, 2003, which reduces the main library's open hours by 11
hours per week.
The new schedule would be: Monday-Thursday, 10 AM- 9 PM; Friday and
Saturday, 10 AM- 5 PM; Sunday 1 PM- 5 PM
Should changes occur in the library revenue stream, the Board may wish
to address the reopening of certain hours. I would suggest reopening of
hours be considered in the following order: 1) Friday evening; 5 PM-9 PM,
2) Saturday, 6 PM; 3) Mornings, 9 AM.
The library will need to reprint library brochures, book marks and
outdoor signage to reflect this change.
Budget Impact: Approximate savings in the library personnel budget
would be $ 175,000. The savings would be taken from reducing hourly
employee hours.
Board of Trustees Agenda Item: 9b
March 18, 2003 A
r
Suggested Delay in Easton Renovation Schedule
Background:
Two factors have conspired to suggest that a delay in the Easton
renovation project is a more viable option than previously considered.
The Library flood recovery has taken a month of staff time and will
continue to take staff time as we recover in terms of workload.
In addition, the reduction in budget for the library has resulted in a
reorganization of the library divisions. This reorganization will take place
over the next quarter and will consist of reducing staff divisions from six
to four. We will also be reducing hourly staff by 40% and adjusting
schedules accordingly.
Proposed Action:
`,. I would recommend that the Trustees consider an option of delaying the
Easton renovation project for at least a period of 4 months to allow staff
to recover from flood and reorganization issues. It is estimated it would
take at least 60 days of staff time to close down the branch in a timely
manner.
The City could either bid the project in June, as scheduled or ask the
successful contractor to hold his bid for a period of three months, or we
could delay the bidding until next year.
In the meantime, I would recommend we keep the Easton library open at
its present level of service. I have an indication from the City Manager
that coming up with this revenue might be an option, subject to Council
approval.
Budget Impact: Bidding the project later could result in higher
construction costs, however, the bidding climate now is uncertain due to
the economic realities of the peninsula. It is possible that we would see
little difference in bidding now or later.
Libraries—a great bargain for all—are endangered by a new
proposal from the Governor.
Whether you need job information, programs for your preschooler, computer training,
small business information, or a good book, public libraries provide it all with economy
and convenience. When money is tight, people use their libraries more than ever.
Thanks to 30 years of state support, California residents can walk into any library in the
state and check out a book. Or, if your local library does not have a particular item, you
can ask to borrow it from another library.
Libraries can do this because the state gives money to local jurisdictions to help pay for
service to people who don't live within their boundaries. This program is called
Transaction Based Reimbursement or TBR.
The Governor's proposed budget eliminates TBR and asks that people be charged for
borrowing books from libraries other than their own. The suggested amount is at least
one dollar for each item.
What this means
If TBR is eliminated, a preschool child or a senior on a fixed income who lives closer to a
library in a neighboring city could have to pay at least a dollar for every book borrowed.
Students whose school districts cross several community lines could have to pay to use
`.- the public library nearest their school. College students, researchers or anyone who
wishes to borrow a book not available at their local library would have to pay fees. This
places an unfair burden on those who most need libraries and can least afford to pay for
them.
Although a miniscule part of the state budget, TBR is a significant part of many local
libraries' budgets. If there is no support from the state, many libraries will be forced to
charge or deny service to those who live outside their community. They may also be
forced to cut hours, book budgets and other services that residents depend on.
Last year people like you borrowed more than 30 million items from libraries other than
their own. At less than 40 cents per loan, all Californians enjoy access to information
resources much greater than even the largest local libraries can provide.
The Bottom Line
Charging fees is neither efficient nor effective for California residents. Eliminating TBR
will save little money for state government but decrease library service significantly.
CALIFORNIA LIBRARY ASSOCIATION
71720th Street, Suite 200, Sacramento, CA 95814-916-447-8541—www.cla-net.org
V2 2/27/03