HomeMy WebLinkAboutAgenda Packet - LB - 2003.11.18 URLINGAME PUBLIC LIBRARY JURLINGAMEj
Board of Trustees Agenda November 18, 2003 — 6:00pm
480 Primrose Road - Board Room
SUGGESTED ACTION
1. CALL TO ORDER
2. ROLL CALL
3. WARRANTS & SPECIAL FUND Approval
4. MINUTES Approval
5. CORRESPONDENCE AND ATTACHMENTS Information
a. Status of Accounts: Foundation Pledges to date 2003, Friends
Budget to Date 2003, Revolving Account as of 11/12/03,Trustees
Special Fund Balances as of 11/12/0
b. September Library Statistics
6. FROM THE FLOOR (Public Comments)
7. REPORTS Information
a. City Librarian's Report- Escoffier
b. Foundation Report- Rossi
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8. UNFINISHED BUSINESS
a. Easton Project Status - Escoffier Discussion
b. Employee Achievement Awards —Coar
c. Employee Recognition Dinner—Rossi
9. NEW BUSINESS
a. Budget 2004-2005 Discussion
11. ANNOUNCEMENTS
12. ADJOURNMENT Adjourn
BURLINGAME PUBLIC LIBRARY
Burlingame Public Library
Board of Trustees
Minutes
October 20, 2003
I. Call. to Order
President Catherine McCormack called the meeting to order at
4:30pm. -
II. Roll Call
Trustees Present: Dave Carr, Cecile Coar, Catherine
McCormack, Mary Herman and Carol
Rossi
Staff Present: Al Escoffier, City Librarian
Sidney Poland, Recorder
III. Warrants and Special Funds
The Trustees unanimously agreed to approve the warrants. M/S/C
(Herman/McCormack)
IV. Minutes
The Trustees unanimously approved the minutes of the September
30, 2003 meeting. M/S/C (Rossi/Herman)
V. Correspondence and Attachments
Correspondence items are noted for discussion under Section VIII.
and New Business Section IX.
VI. From The Floor - None
48o Primrose Road•Burlingame•CA 94010-4083
Phone (650) 558-7474'Fax(650) 342-6295
VII. Reports
A. City Librarian's Report - Highlights of Report
1. Branch Closure - A public reception held on Sunday,
September 28th marked the official closing of the Branch.
Norcal Movers removed books and materials to storage on
October 16th and 17th. On Saturday, October 25th a sale of
furniture and other items, that will not be used in the
renovated library, will be available for public purchase.
2. Collection Development Policy Review - The
management staff is looking towards a policy change in how
materials for the collection are purchased, marketed to the
patrons and displayed. The purpose of this change is to
increase the circulation. For example, more copies of a
popular title would be purchased in order to decrease the
size of the hold list. On the other hand fewer titles would be
purchased. Trustee Rossi suggested increasing the rental
collection; Trustee Herman recommended making this
collection a high profile item.
B. Foundation Report - Carol Rossi
1. Brochure - The brochure has gone to the printer.
2. Newsletter - Newsletter is scheduled to be mailed the
first part of December.
3. Employee Recognition Dinner - The date will
definitely be December 7th. The place is yet to be determined
but should be confirmed by the end of this week.
VIII. Unfinished Business -
A. Easton Project Status - Eleven responsive bids were
received for the project with a range in cost from the low of
$794,000 to the high of$1,200,000. The lowest responsive bidder
was D.L. Falk who has previously worked with our architect Hal
Brandes on the Village Park project. The second lowest bidder, Kin
Wo Construction, Inc is protesting the D.L. Falk bid on the basis
that D. L. Falk made errors in its bid submission. The bid from D.
L. Falk will be presented to the City Council on Monday October
20, 2003 for approval together with a request to reject the bid
protest of Kin Wo Construction, Inc.
B. Employee Achievement Awards - Trustees Coar and
McCormack requested that a reminder be sent to staff regarding
the deadline for award nominations.
Library Board of Trustee Minutes 2
October 20,2003
IX. New Business
A. Easton Request from Duncan Trust - The City Librarian
requested that the Trustees approve an additional $27,000 from
the Duncan Trust through the Peninsula Community Foundation.
This amount would cover a shortfall in the funds allocated for the
project caused by an accounting error in the Marshall Trust of
$100,000 by the City Finance Department.
1. Duncan Trust Balance - The total request from the
Duncan Trust would be $177,000; 150,000 of which the Trustees
had previously approved at their July 15, 2003 meeting. If the
$27,000 request is approved, the remaining balance for grants is
approximately $150,000. Interest will accrue on the principal of
$518,000.
2. Trustee Action - Trustee Rossi suggested that the
$27,000 shortfall be taken from the Trustees' Account rather than
the Duncan Trust. The Trustees unanimously passed a motion to
fund the Easton shortfall of$27,000 from the Library Trustees'
Account. M/S/C Herman/Carr
X. Announcements
President McCormack noted that she would most likely be unable
to attend the November Trustees' meeting.
XI. Adjournment
The meeting was adjourned at 5:45pm. M/S/C (Rossi\Carr) The
next meeting of the Library Trustees will be held November 18,
2003 at 4:30pm in the Library Conference Room.
Respectfully Submitted,
Alf ed Aest�fier
City Librarian
Library Board of Trustee Minutes 3
October 20, 2003
Foundation Pledges to Date/ 2003
November 12, 2003
Program Budgeted Balance
Read to Me $ 2,061.14 $ 1,543.15
Children's SRC (2 clubs) $ 2,500.07 $ 1,453.87
Teen Enrichment $ 3,010.48 $ 545.12
Teen Read Week $ 1,735.23 $ 1,735.23
Teen SRC (gift certificates) $ 2,000.00 $ 950.00
Teen Writing Program $ 1,500.00 $ 1,500.00
Adult Author Series $ 1,173.20 $ 354.28
Adult Cultural $ _ $ _
_ Adult Holiday $ 701.01
$ 492.01
Public Relations $ 1,427.73 $ 750.57
Collection/ Books $ 25,000.00 $ 25,000.00
Collections/ Media/ Replacement $ 11,939.83 $ 6,757.89
Totals $ 53,048.69
$ 41,082.12
Friends Budget to Date/ 2003
November 12, 2003
Program Budgeted Balance
Begin with Books $ 1,061.95 $ 805.86
Children's DVD Collection $ 2,000.00 $ 749.83
Children's Holiday Programs $ 1,121.71 $ 1,039.04
Children's Poetry Month $ 1,320.48 $ 4.74
Children's Printing $ 3,226.74 $ 2,076.58
Collection/ Books on CD $ 1,062.51 $ _
Collection/ Video/DVD $ 3,300.95 $ 38.28
Totals $ 13,094.34
$ 4,714.33
Revolving Account Balances Report
(Includes unrealized gains)
As of 11/12/03
11/12/03 Page 1
11/12/03
Account Balance
ASSETS - - - -
Cash and Bank Accounts
Atkinson Fund 200.00
Books On Tape 5.51
Children's Reading Club 318.09
Delgado Fund 200.00
Duncan Trust-Internet 3,305.70
Easton Books 665.00
Flood Damages Fund 8,775.00
Friends of the Library 4,714.33
Henzel (Bonnie) Fund 1,239.49
Large Print Books 0.00
Manini (David) Fund 1,813.00
Moose (Gladys) Fund 100.00
Peninsula Community Foundation 10,000.00
PLS Video 181 .99
Postcard Sales 541.16
Programming 19.60
Rental Fund 5,275.76
Staff Recognition 230.60
Stone (Dan) Memorial Lecture Fund 2,000.00
Veech Fund 1,082.97
Volunteer Program 421.88
Writers Club 150.00
TOTAL Cash and Bank Accounts 40,876.10
TOTAL ASSETS 40,876.10
LIABILITIES 0.00
OVERALL TOTAL 40,876.10
Trustees Special Fund Balances Report
As of 11/12/03
11/12/03 Page 1
11/12/03
Account_ _ _ Balance
Bank Accounts
Burlingame Bank and Trust 600.00
Cell Phone 240.00
Donations - Children 100.00
Donations-Misc 6,674.41
Duncan- Misc 1,868.40
Duncan-Audio Visual 10.76
Duncan-Fine Arts 4,000.00
Ellis Memorial 340.00
Farrell (Julia) Fund 5,384.06
Fricke (Alice) Fund 465.64
Gottlieb (Ruth) Fund 100.00
Interest 18,051.26
Jackson (Dorothea) Fund 10,000.00
Karp Fund 200.00
Lechich (George Paul) Fund 710.00
Markus Fund 325.00
Mayall (Angeline) Fund 275.00
Nadaner Fund 15.00
Peltier Memorial Fund 1,270.00
Pine (Jane and David) Fund 1,000.00
_ Porter (Hilda) Fund 7,816.36
Poulton Memorial Fund 110.00
Schmidt (Mary Jane) Fund 1,565.00
Shinnyo-En USA Fund 812.78
Xerox Fund _ 27,927.04
TOTAL Bank Accounts 89,860.71
OVERALL TOTAL 89,860.71
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF SEPTEMBER 2003
Registered Borrowers Previous month's total #Added Total Registered
Burlingame Adults 16,245 141 16,386
Burlingame Children 4,575 49 4,624
Hillsborough Adults 2,468 14 2,482
Hillsborough Children 1,262 5 1,267
Non-San Mateo Co. Borrowers 1,401 28 1,429
Totals 25,951 237 26,188
Circulation Activity Main Branch
Adult Print Materials '° /r, fa- 19,708 682
Children's Print Materialsc^ 11,096 1,317
Audio/Visual Materials 2.p 0/0 7,572
194
Circulation Totals
This month total Main 41,285 This month previous year 35,685 15.7%1
This month total Branch 2,451 This month previous year 2,536 -3.4%D
This month Grand Total 43,736 This month previous year 38,221 14.0%1
Reference Activit Inter Libra Loans
Questions Directions r
2,430
Reference 3,644 656owed 2,401
Children's 1,532 509AL 4,831
Lower Level 969 2,127
Branch 242 19
TOTAL 6,387 3,311
m
Collections Main Titles Volues Main Titles Added Branch Volumes Added
Adult Non Fiction 399 230 10
Children's Non Fiction 151 136 3
YA Non Fiction 0 0 0
Adult Fiction 342 243 3
Children's Fiction 82 52 3
YA Fiction 13 12 0
Cassettes Audio 23 23 0
-Compact Discs 53 53 0
Videos 5 5 0
Children's Audio 0 0 0
Children's Video 0 0 0
Children's Compact Disc 0 0
DV0
D 54 44 2
Children's DVD 9 0 0
TALS 1,131 798 21
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF SEPTEMBER 2003
PAG-3c 2
Other Material Volumes Added Total Held
Adult un-catalo ed books 262 6,197
Children's un-cataloged 25 6,384
books
Foreign Language un- 0 657
.atalo ed
D nix Deposit to Cit Treasurer Main $8,823.13
EEEBranch 173.65
Total $8,996.78
Main and Easton Deposits Revolving Account Rental Main $226.00
RevolvingAccount PLS Video Main & Easton 9.00
Trustees Special Fund Photocopies Main & Easton $852.10
Estimated User Traffic 32,175 Daily Average 1,109
Community Room Adult*
TOTAL MEETINGS HELD 12 300
Adult Programs Attendance
Lectures, Film Series etc. 1 1,109
Book Grou s 1 20
Phildrens and YoungAdult Attendance
Pre-school programs 29 1,157
School A e
Book Groupies
Special Program
Total 29 1,157
Children's Reference Questions 1,532
Children's Directional Questions 509
Total 2,041
Easton Branch Closed for Remodel
Reference Questions
Direction Questions
Easton Traffic
Easton Internet Sessions
Internet User Sessions
�Hour 1/2 Hour Express Childrens Total
4,825 2,062 423 7,310
"This includes both hour and half-hour Internet terminals.
BURLINGAME PUBLIC LIBRARY
City Librarian's Report
November 18, 2003
Library Budget Work begins
Work on the library budget began this month. City Manager Jim Nantell has
asked each city department for reductions at the 5%, 10% and 15% levels.
We will be involving staff in these discussions at all levels through a series
of meetings with each of the 4 divisions.
At risk this year would be the loss of additional public service hours. I will
be suggesting: Friday evenings, Sundays, one or two evenings per week and
longer holiday weekend closures. We will also suggest cuts to the books and
materials budgets. Hourly staff will again be at risk.
You may wish to discuss these options at your November meeting. My list
of reductions is due to the Manager on December 12th,just before your
�. December meeting.
Holiday Program
The holiday program to be held on Friday, December 5, 4:30 PM will go on
in a slightly different manner this year. We will be partnering with the City
Manager's office for the event. Burlingame children will sing on the front
porch of the library. We will then have a concert of the Peninsula Girls
Chorus inside the library following the school program. The tree lighting
will be done at City Hall as usual. The Burlingame Library Foundation
sponsors the lighting of the library and the Peninsula Girls Chorus.
Easton Branch Renovation
Contractor D.L. Falk has been hired to do the renovation work at Easton.
The first meeting with the contractor will be November 14, 2003. The
contractor will be especially careful with neighbors, noises, etc. The project
superintendent is a local Burlingame resident, Michael Palomar, and is very
conscious of keeping the neighbors happy! Demolition could begin as early
as Monday, November 17th. The area will be fenced off for security and a
small portable office installed for the contractor.
480 Primrose Road•Burlingame•CA 94010-4083 1
Phone (650) 558-7474-Fax (65o) 342-6295
Meetings are continuing with staff, the architects and the interior designer. A
�- carpet for the seating area has been chosen and a color palette, and wood
finishes have been decided. The furniture will need to be ordered soon, as
there is often a 20-week lead-time necessary. I think you'll be excited about
how the project is progressing!
Library Statistics and Accounts
Library statistics show ever-increasing business. October was up nearly 20%
over last year. Fines and fees are continuing to climb both because of the
increase in the fines and the new use of our Debt Collect collection agency.
Upcoming Events:
• Burlingame Historical Society "Seabiscuit" Program, Sunday
November 16, 2 PM, Lane Room
• City Council Reorganization Meeting, Monday, November 17, 7 PM
• Library Board of Trustees, Tuesday, November 18, 4:30 PM
• Thanksgiving closures: Wednesday, November 26, 5 PM; all day
Thursday, November 27 and 28. Reopen on Saturday, November 29th
Alfred Escoffier
City Librarian
November 14, 2003
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