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HomeMy WebLinkAboutMin - LB - 2003.10.20 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 480 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, eEetcfi Alf ed er City Librarian Library Board of Trustee Minutes 3 October 20,2003