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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. 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