HomeMy WebLinkAboutAgenda Packet - LB - 2003.10.20 URLINGAME PUBLIC LIBRARY 1BURLINGAME 1
r r
Board of Trustees Agenda _
October 20 2003 — 6:00pm
480 Primrose Road - Board Room c ` '
SUGGESTED ACTION
1. CALL TO ORDER
2. ROLL CALL
3. WARRANTS & SPECIAL FUND Approval
4. MINUTES , Approval
�l
5. CORRESPONDENCE AND ATTACHMENTS Information
a. Duncan Trust Request
b. Easton Project Budget
6.
7. FROM THE FLOOR (Public Comments)
a- REPORTS Information
a. City Librarian's Report- Escoffier
b. Foundation Report- Rossi ✓
L/9. UNFINISHED BUSINESS
a. Easton Project Status - Escoffier Discussion
b. Employee Achievement Awards —McCormack/Coar
c. Employee Recognition Dinner—Rossi
10. NEW BUSINESS
a. Easton Request from Duncan Trust Discussion/Action
11. ANNOUNCEMENTS
12. ADJOURNMENT Adjourn
BURLINGAME PUBLIC LIBRARY
Burlingame Public Library
Board of Trustees
Minutes
September 30, 2003
I. Call to Order
President Catherine McCormack called the meeting to order at
4:30pm.
II. Roll Call
Trustees Present: Cecile Coar, Catherine McCormack, Mary
Herman and Carol Rossi
Trustee Absent: David Carr
Staff Present: Al Escoffier, City Librarian
Sidney Polancf, Recorder
III. Warrants and Special Funds
The Trustees unanimously agreed to approve the warrants. M/S/C
`.. (Herman/Rossi)
IV. Minutes
The_Trustees unanimously approved the minutes of the August 19,
2003 meeting. M/S/C (Coar/Rossi)
V. Agenda Change - Item 8 Unfinished Business Section b
Presentation to Dan Alvarez - The Trustees approved a motion to
move the Presentation to Dan Alvarez to the next item of business.
M/S/C (Herman/Rossi) President McCormack presented Dan
Alvarez with a Resolution of Appreciation from the Trustees which
acknowledged his outstanding efforts in supervising the Outreach
Program.
VI. Correspondence and Attachments
Correspondence mailed in the Board packets was reviewed.
VII. From The Floor - None
48o Primrose Road•Burlingame•CA 94010-4083
Phone (650) 558-7474'Fax (650) 342-6295
VIII. Reports
A. City Librarian's Report - Highlights of Report
1. Library Traffic -Usage of our Library by San Mateo
patrons, whose temporary quarters were not functional until
September 2nd, resulted in an increase of approximately 20%
in revenues, traffic, and circulation.
2. Children's Dept. - A professional librarian will oversee
the Children's Dept. for most open hours. Branch story time
hours will now be absorbed into the story times held at the
main library.
B. Foundation Report - Carol Rossi
1. Brochure - Lisa Rosenthal and Maryam Refahi,
Library Staff Artist, are working on a new brochure.
2. February Book Sale 2004 - February 27th through
the 29th are the dates for the Friends and Foundation Book
Sale. Heidi Kenney will chair the event.
3. Newsletter - Lisa Rosenthal will oversee the
newsletter this year; Lauren Rosen will assist her. The
newsletter is scheduled to be mailed to residents the first
part of December.
4. Media Equipment - The Trustees approved the City
Librarian's request to upgrade the projector, remote and
purchase a new DVD player in an amount not to exceed
$15,000. M/S/C (Rossi/Herman)
IX. Unfinished Business -
A. Easton Project Status- Nineteen contractors purchased
plans for the Easton renovation; bids will be opened Thursday,
October 2nd. The selected bid will go before the City Council
October 20th.
X. New Business
A. Holiday Schedule Last Quarter 2003 - The Trustees
approved the changes in the year end holiday schedule for the
latter part of December 2003 and beginning of January 2004.
M/S/C (Herman/Rossi).
B. Proposed Holiday Schedule 2004 - The Trustees approved
the Library Closure Schedule for the year 2004 with the following
changes: Martin Luther King Day should be noted as Martin
Luther King, Jr. Day; and Sunday, April 11th should be noted as
"Closed".
Library Board of Trustee Minutes 2
September 30, 2003
C. Employee Achievement Awards - President McCormack
and Secretary Coar will make the three Employee Award selections
and present them to the Trustees at the November meeting for
approval. Request for Nominations will be given to Library staff
employees by next week with a request to return them by October
31 st. Any library employee, including pages and aides, who meets
the criteria is eligible for the award.
D. Employee Recognition Dinner - The date and site of the
event is yet to be determined.
XI. Announcements
Change of Meeting Date - The Trustees present agreed to a
tentative date change for the October meeting from October 21St to
October 20th at 6:00pm, if the time and date are workable for
Trustees Carr and Coar.
XII. Adjournment
The meeting was adjourned at 5:45pm. M/S/C (Coar/Herman)
The next meeting of the Library Trustees will tentatively be held
October 20, 2003 at 6:00pm in the Library Conference Room.
Upon confirmation of the meeting date change, a Notification of
Date Change will be posted at City Hall and the Library.
Respectfully Submitted,
Alfred H. Escoffier
City Librarian
Library Board of Trustee Minutes 3
September 30,2003
Board of Trustees Agenda Item: 10a
October 20, 2003
Duncan Trust Request
Background: An error in accounting in the Finance Department in May
of this year resulted in my composing the Easton Renovation budget on
inaccurate figures. The report received from Finance was approximately
$ 100,000 short of the actual funds in the Marshall Trust. We have done
an independent audit of the actual checks received and have confirmed
that the new figures for the Marshall Trust are accurate at:
$ 668,872.53. This includes interest since the first payment in July
1999.
In the past few weeks I have revised the budget with the assistance of the
architect and other city staff. I now feel comfortable with the numbers on
the attached budget. The Public Works Director feels that the 10%
contingency built into the budget is a more than adequate cushion for
contingency. We may not need to use all of the requested money from
Duncan Trust for the project.
Proposed Action: �� r
MSA: For the Board of Trustees to approve an additional $ 27,000 from
the Duncan Trust via the Peninsula Community Foundation for the
Easton Renovation Project.
Budget Impact: The Duncan Trust has a balance of$ 841,507 as of
March 2003. The principal which cannot be touched is $ 518,000. The
balance available for grants at this time is $ 324,396. If$ 179,224 is
used for the Easton project, that will leave a balance of$ 145,172 for
future grants. The principal of over $ 518,000 will continue to accrue
interest.
Easton Project Budget
October 4, 2003
Cost:
$ 794,000 Construction Contractor Bid (includes $ 40K
contingency)
70,000 Furniture Fixtures & Equipment
40,000 Additional contingency per Public Works
233,000 Project Development costs (Partially expended)
41,000 Items not in contract (cable plant, etc.)
54,000 Shelving/Carpet/Blinds
$ 1,232,000 Total Project Cost
Expended to Date:
- $ 130,000 Design, testing, consultants
$ 1,102,000 Balance
Funding Available: (Revised)
$ 722,776 Marshall Trust and General Fund CIP Remaining
+ 200,000 Foundation Pledge
$ 922,776 Total Available
$ 179,224 Shortfall to be made up by Trustees/Duncan Trust
BURLINGAME PUBLIC LIBRARY-
City Librarian's Report
October 14, 2003
Easton Branch Closure
The Easton Branch Library closed for renovation following a lively
reception attended by some 150 local residents on Sunday, September 28tH
The Library will remain closed until the renovation is complete next
summer. Professional photographs were taken of the interior and exterior of
the library building for archival purposes and will be ready for display later
in the year.
Moving days will be October 16 and 17. Norcal Movers was the low bidder
for the move out/move in and storage of library materials. A final auction
�. will be held of remaining equipment which cannot be reused. Shelving will
be recycled. The building should be ready to turn over to the contractor on
November 1St
Contractor to Be Chosen
The City received 11 responsive bids for the construction, ranging from
$7945000 to $ 1,200,000. The lowest responsive bid was from D.L. Falk for
$ 794,000. The contract will go to the City Council on Monday, October 20,
2003 for approval.
Easton Project Financing
The final bid came in higher than the architect's estimate. We will need to
request that the Board authorize a total of$ 178,000 from the Duncan Trust,
as opposed to the $ 150,000 authorized in July 2003. There is a total of 10%
contingency within these figures, so there should be leeway for any
problems, which might occur.
48o Primrose Road•Burlingame•CA 940io-4o83 1
Phone (650) 558-7474'Fax(650) 342-6295
Collection Development Policy Review
The professional staff of the library is currently reviewing our collection
development policies with an eye toward updating them. The last major
revision was made 13 years ago, and the use of online resources and access
to information has grown dramatically since that time, greatly affecting the
dynamics of collections. The Library Bill of Rights and the Freedom to Read
Statement will remain in place as they have in the past.
Along with policy revision, a group of staff members have formed a
Marketing Team. Their role is to focus on how to get our services out to
more Burlingame/Hillsborough users. Ideas will include a library card
campaign in the schools; more popular materials shelving on the main floor,
particularly media; more multiple copies of popular materials, and more
inclusion of quality paperback books in the database for ease of access by
users.
Flood Recovery Collections
The Flood recovery is continuing and will for sometime. We are replacing
those titles we feel are the most used, and in many cases ordering more than
one copy to fill in for the subject need. Funding for flood recovery has been
deposited in an account with the City and the plan is to utilize this funding
over a period of 3 years.
Upcoming Events:
• Library Board of Trustees, Monday, October 20, 6:00 PM (New Date)
• Veteran's Day Holiday, Tuesday, November 11, Closed
• Foundation Board Meeting, Thursday, November 13, 4:30 PM
• Library Board of Trustees, Tuesday, November 18, 4:30 PM
Alfred Escoffier
City Librarian
October 14, 2003
2
Peninsula Community Foundation 1012
Roger and Jean Hunt Duncan Fund
peninsula Fund Activity Statement
communityfoundation July 1,2003 through September 30, 2003
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 $ 923,773.56 $ 864,016.12
Contributions 0.00 0.00
Investment Income 3,320.24 11,241.87
Gain/Loss on Gifted Securities 0.00 0.00
Gain/Loss on Investments 28,910.34 82,914.02
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 (1,169.47) (3,337.34)
_ Other Expenses 0.00 0.00
Ending Balance $ 954,834.67 $ 954,834.67
Grants Payable $0.00
Balance Available for Grants $324,396.00
Investment Allocation
Asset Allocation Per Agreement:
Endowment Pool 100.00%
Comments
For questions, please call Kara Coyle, Controller, or Vera Bennett, V. P. of Finance &Administration, at
650.358.9369.
Asset allocations:
FIXED IINCOME POOL-- 50% Vanguard Short-Term Corporate (VFSUX), 5% Merrill Lynch Corporate Intermediate
"``TX), 45% PIMCO Total Return (PTTRX)
(POOL--25%Vanguard Institutional Index (VINIX), 22% Montag & Caldwell Growth (MCGIX), 16% Rice Hall
James Small/Mid Cap (RHJMX), 22%American Funds Washington Mutual (AEPGX), 15%American Funds
EuroPacific (AWSHX)
SOCIALLY RESPONSIVE POOL--65% Citizens Funds Core Growth Institutional (WINIX) and 35% Citizens Funds
Income (WAIMX)
Escoffier, Al
From: Susan Negreen [snegreen@cla-net.org]
;nt: Wednesday, October 15, 2003 4:39 PM
`-ro: CLA Listserve-CALIX
Subject: NEWS FROM THE CAPITOL
October 15, 2003
TO: CLA MEMBERS/ SYSTEMS/ NETWORK CONTACTS
FROM: Mike Dillon, CLA Lobbyist
Christina Dillon, CLA Lobbyist
RE: NEWS FROM THE CAPITOL
I . NEW GOVERNOR - BIG TRANSITION IN PROGRESS
Sometime before November 15, the Secretary of State will have confirmed
the
election results from all 58 counties and Arnold Schwarzenegger will
soon
thereafter be sworn in as Governor. In the meantime, Governor-Elect
Schwarzenegger has appointed a 65 member "transition team" that will
assist
him in recommending gubernatorial appointments, and formulating policy.
True to his word of attempting to reach out "across the aisle, " the
governor-Elect has crossed party lines to appoint individuals who he
mels
can be helpful in setting up his new team, and to begin establishing
priorities and goals. Most notably, are the inclusions of two Democrats
who
previously served as Assembly Speakers: Mayor of San Francisco, Willie
Brown, and Bob Hertzberg, who is currently a partner in a Los Angeles
law
firm. Other interesting additions include individuals such as Eli
Broad,
Chairman of Kaufman and Broad Homes; Carly Fiorina, the Chair and CEO of
Hewlett-Packard; Ivan Reitman, a famed Hollywood Director; former
Senator
Jim Nielsen, author of CLA's PLF legislation; and two former candidates
for
Governor, Bill Simon and Richard Riordan. Fortunately, a number of the
Governor-Elect's people who will play a key role in the new
Administration,
are old friends and acquaintances of ours.
The most formidable task ahead for the new Governor will be developing
the
2004-05 Budget by the end of December and send it to the printer, in
anticipation of its release on or about January 10, 2004 . This will be
no
easy task given the magnitude of an estimated $8 billion Budget deficit
already projected for next year. The number has the great potential to
-inflate significantly if lawsuits barring the use of bond funds for the
"' ,tate's required contribution to PERS ($2 billion) and other potential
lawsuits are upheld.
i
II. GOVERNOR DAVIS WINDS DOWN
Governor Davis pledged that he would remain active until his final day
in
-)ffice. During this last weekend, the Governor signed 909 bills and
'I%— etoed
only 58 bills prior to the October 12th legislative deadline.
Meanwhile,
the Governor has also been using his authority to make last minute
appointments to boards, commissions, and judicial appointments. All
told,
the Governor has the ability to make 1100 appointments under his
authority.
Many of his former employees, those without civil service protection,
have
been seeking jobs elsewhere, as chances of being retained by the new
Administration are slim.
Just as Governor Davis has pledged the use of his Administration to
assist
Governor-Elect Schwarzenegger in making a smooth transition into office,
similarly Senator Burton stated he would pledge to work with the new
Governor. Noting in a press conference that he might disagree with
Governor-Elect Schwarzenegger on policy issues, he believed he could get
along with him on a personal level. He added that the newly elected
Governor's greatest challenge may, in fact, be in engaging some of the
more
conservative members of his own Republican party.
III. WHAT WILL HAPPEN TO THE VEHICLE LICENSE FEE
any of you have expressed concern of late over Governor-Elect
'N,chwarzenegger's campaign pledge to repeal the "car tax, " also known as
the
Vehicle License Fee (VLF) . This action would add another $4 billion or
more
to the Budget deficit problem (assuming there was a "backfill" to local
government) if the Governor-Elect were to be successful in repealing the
car
tax.
During Governor Pete Wilson's term of office, the Vehicle License Fee
law
was modified to contain a so-called "trigger. " Under the terms of the
"trigger, " in good fiscal years, the VLF would be suspended and in lean
years, it would go into effect. In attempting to find revenue to
bridge
the huge budget deficit, this year the State Controller and Department
of
Finance "triggered" the VLF and argued that they had this authority.
Governor-Elect Schwarzenegger has stated he will repeal the car tax "by
fiat. " Whether he can do this is still unknown. It is conceivable he
could
argue that there was sufficient General Fund revenue available earlier
in
2003 to pay for offsets to local government, and consequently the
trigger
`S'iould never have been pulled. He could then attempt to reverse the
i --ontroller and DOF's action. If this were to happen, there is no
provision
in law to "backfill" the loss to local government and they would lose
2
two-thirds of their VLF funds. (Cities and counties would still get
their
1/3 or what they otherwise would receive) .
-ven if Governor-Elect Schwarzenegger were unsuccessful in the above
,,_..ction,
there is currently an initiative in circulation that would permanently
abolish the "car tax. "
CLA and other segments of local government, including CSAC and the
League of
California Cities will be closely monitoring developments regarding the
VLF
in the coming months. In the meantime, it would be helpful if libraries
would let your local press know what the loss of this funding would mean
to
your library.
-----------------------------------------------------------------calix-+
Views expressed on CALIX are the opinion of the sender and do not
necessarily reflect the position of the California Library Association.
How to get off CALIX: Subscribers are strongly encouraged to keep
abreast of CLA and California library news via this mailing list.
To sign off from the list, send email to listproc@listproc.sjsu.edu with
the following request: SIGNOFF CALIX or UNSUBSCRIBE CALIX in the body
of the message. Make sure your subject line is blank and nothing other
than the command is in the body of the message.
----------------------------------------------------------------calix--
1
3