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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