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HomeMy WebLinkAboutAgenda Packet - LB - 2003.12.16 URLINGAME PUBLIC LIBRARY 1 BURS'"SAME 1 Board of Trustees Agenda _ December 16, 2003 — 4:30pm 480 Primrose Road - Board Room SUGGESTED ACTION 1. CALL TO ORDER 2. ROLL CALL 3. WARRANTS & SPECIAL FUND Approval 4. MINUTES ��tC, Approval 5. CORRESPONDENCE AND ATTACHMENTS Information a. Letter: San Mateo Project Read b. Statistics: October 2003 c. Roster of Council, Commissions d. Legislative Report: November 25, 2003 e. Letter: Library Flood (Anderson) f. Letter to Sterling Speirn Peninsula Community Foundation Re: Request for Disbursement from Duncan Trust Fund 6. FROM THE FLOOR (Public Comments) 7. REPORTS Information a. City Librarian's Report- Escoffier b. Foundation Report- Rossi 8. UNFINISHED BUSINESS a. Easton Project Status Discussion b. Employee Achievement Awards/Dinner Approval c. Budget 2004-2005 Discussion 9. NEW BUSINESS a. Duncan Trust Request Approval 10. ANNOUNCEMENTS ADJOURNMENT Adjourn BURLINGAME PUBLIC LIBRARY Burlingame Public Library Board of Trustees Minutes November 18, 2003 I. Call to Order Secretary Cecile Coar called the meeting to order at 4:30pm. II. Roll Call Trustees Present: Dave Carr, Cecile Coar, Mary Herman Trustees Absent: Catherine McCormack, 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/Carr) IV. Minutes The Trustees unanimously approved the minutes of the October 20, 2003 meeting. M/S/C (Herman/Carr) V. Correspondence and Attachments A. Status of Accounts - The Friends of the Burlingame Library have officially been dissolved. The City Librarian noted that the President of the Friends, Shirley Robertson, will present a check, representing the balance of their funds, to the Library at the Staff Appreciation Dinner December 7, 2003. B Monthly Statistics - The statistics .for September and October were reviewed; October circulation statistics "showed an increase of 20% from September figures even with Easton being closed for remodel. VI. From The Floor - None L. 48o Primrose Road•Burlingame•CA 94010-4o83 Phone(650) 558-7474'Fax(650) 342-6295 VII. Reports A. City Librarian's Report - Highlights of Report 1. Budget - The City Librarian has been instructed by the City Manager to prepare a budget for the 2004-2005 library budget with cuts ranging in the areas of 5%, 10% and 15%. a. Four budget meetings will be held with library staff to obtain their input regarding what services can be cut, reduced or eliminated. b. At the staff meeting December 12111, Bob Bell, Human Resource Director, will answer staff questions regarding budget issues. C. A budget session will be held by the City Manager and Council on January 24th at the library. The meeting is open to employees and the public. d. Final budget for the City will be presented to Council in February for approval 2. New Council Member - Terry Nagel will be invited to attend an orientation of the library on Tuesday, December 16th at 3:00pm. 3. Holiday Event - The Peninsula Girls Chorus will perform in the library foyer after the annual Christmas tree lighting at City Hall on Friday, December 6th. B. Foundation Report - Carol Rossi 1. Newsletter - Newsletter is scheduled to be mailed the first part of December. 2. Employee Recognition Dinner - Invitations to the event have been sent to all library employees; seventy acceptances have been received. VIII. Unfinished Business - A. Easton Project Status - A utility fence has been placed around the site; no demolition activity has begun. B. Employee Achievement Awards - Trustee Coar noted that three staff members have been selected to receive the awards. IX. New Business - Update on budget planning for the year 2004 - 2005 was presented during the Correspondence and Attachments discussion. X. Announcements Library Board of Trustee Minutes 2 November 18,2003 XI. Adjournment The meeting was adjourned at 5:45pm. M/S/C (Herman\Carr) The next meeting of the Library Trustees will be held December 16, 2003 at 4:30pm in the Library Conference Room. Respectfully Submitted, / off Alfred H. Esc offier City Librarian Library Board of Trustee Minutes 3 November 18,2003 ROJECT Ik I READ November 12, 2003 Mr. Al Escoff er City Librarian Burlingame Public Library 480 Primrose Rd. Burlingame, CA 94010 Dear Al: Greetings from the San Mateo Temporary Library. I want to share with you that we're hearing from tutors and students how welcoming your staff has been. I'm enclosing a letter from tutor, Natalie Rapp, with her comments. Please let your staff know how grateful we are. Sincerer, Caroline Beverstock Literacy Program Coordinator SAN MATEO PROJECT READ V SAN MATEO PUBLIC LIBRARY 55 WEST THIRD AVENUE SAN MATEO,CA 94402 • (650)522-7848 • FAX(650)522-7801 • email:smread@pls.lib.ca.us November 11, 2003 Dear Caroline, Just a note to let you kwow that Emmett and I are still working together at the Burlingame Library. Regular report enclosed. We try to meet twice a week but sometimes medical appointments (you know how difficult it is to get them!) interfere, etc. I also want to mention an experiment that is working well. I tried to introduce Emmett to the dictionary some months ago -- a failure! I had no idea one had to know so much to use a dictionary. A friend suggested I try a child's dictionary. (I did not know such a thing existed) Anyway, I was a bit nervous about the idea, worrying that Emmett might be offended. But I went to the bookstore anyway and found "First Dictionary" by DK. It is a wonderful book -- charmingly illustrated, on glossy stock, AND it explains the parts of speech, operates a bit as a Thesaurus, shows pronunciation, has good size type, full color and delightful pictures, and good spacing between lines of type, just a splendid layout. I was prepared to tell Emmett that if he did not like it, I would be happy to find something else. I did not need to worry --the minute I mentoned it was a child's dictionary, he broke in with "That's just what I need!!! He is happy with it --wants to start each lesson with using the dictionary. Needless to say, I am happy. The Burlingame staff are wonderful. We are both happy to be meeting there. I did go once to help out at your temporary library. You have all done a wonderful job. It is inviting and comfortable. BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2003 Registered Borrowers Previous month's total #Added Total Registered Burlingame Adults 16,386 140 16,526 Burlingame Children 4,624 25 4,649 Hillsborough Adults 2,482 20 2,502 Hillsborough Children 1,267 7 1,274 Non-San Mateo Co. Borrowers 1,429 26 1,455 Totals 26,188 218 26,406 Circulation Activity Main Branch Adult Print Materials 20,392 32 Children's Print Materials 11,976 44 AudioNisual Materials 7,682 11 Circulation Totals This month total Main 43,490 This month previous year 36,167 20.2%1 *This month total Branch 110 This month previous year 2,752 -96.0%D This month Grand Total 43,600 This month previous year 38,919 12% 1 ,,.— :Easton closed on September 29, 2003 Reference Activity Inter Library Loans Questions Directions Lent 2,593 Reference 3,215 301 Borrowed 2,534 Children's 1,261 434 TOTAL 5,127 Lower Level 1,146 1,898 Branch Closed Closed TOTAL 5,622 2,633 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non Fiction 431 238 1 Children's Non Fiction 110 102 0 YA Non Fiction 0 0 0 Adult Fiction 324 225 0 'Children's Fiction 160 105 1 YA Fiction 5 4 0 Cassettes Audio 24 22 0 Compact Discs 22 18 0 Videos 22 21 0 Children's Audio 0 0 Closed Children's Video 0 0 Closed Children's Compact Disc 0 0 Closed DVD 129 94 Closed ;hildren's DVD 15 0 Closed TOTALS 1,242 829 2 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2003 WPE 2 Other Material Volumes Added Total Held Adult un-cataloged books 160 6,357 Children's un-cataloged 0 6,384 books Foreign Language un- 0 657 cataloged D nix Deposit to City Treasurer Main $8,903.40 Branch Closed Total $8,903.40 Main and Easton Deposits Revolving Account Rental Main $229.30 Revolving Account PLS Video Main $ 16.50 Trustees Special Fund Photocopies Main & Easton $881.55 Estimated User Traffic 32,144 T—D-Wil—y Average 1,072 Community Room Adult* TOTAL MEETINGS HELD 15 445 Adult Programs Attendance Lectures, Film Series etc. 1 32 3ook Groups 1 12 Childrens and Young Adult Attendance Pre-school programs 24 1,169 School A e 0 Teen Music Program 1 30 Special Program Halloween Story Time 152 Total 26 1,351 Children's Reference Questions 1,261 Children's Directional Questions 434 Total 1,694 Easton Branch Closed for Remodel Internet User Sessions **Hour& 1/2 Hour Express Childrens Total 5,444 2,135 369 7,948 **This includes both hour and half-hour Internet terminals. CITY OF BURLINGAME ROSTER OF COUNCIL, COMMISSIONS AND STAFF 501 Primrose Road $ Burlingame CA 94010 Phone (650) 558-7200 $ FAX (650) 342-8386 www.burlingame.org CITY COUNCIL & CITY CLERK E-MAIL TERM Meets 151 and 3rd Monday, City Hall, 7:00 pm; Elected 4-year term ADDRESS EXPIRES Cathy Baylock 1527 Newlands Avenue 579-2623 (h) cathyb@baylock.com 11-8-05 Mike Coffey 1129 Killarney Lane 692-4107 mcffy@aol.com 11-4-07 Joe Galligan, Vice Mayor2404 Easton Drive 548-1065 (w) joegallign@aol.com 11-8-05 Terry Nagel 2337 Poppy Drive 347-3576 terrydnagel@aol.com 11-4-07 Rosalie M. O=Mahony, 1427 Floribunda Avenue #206 574-6541 (w) rosalieomahony1@netzero.net 11-8-05 Mayor 347-8481 (h) Ann Musso, City Clerk 1320 Lincoln Avenue 558-7203 (w) amusso@burlingame.org 11-8-05 BEAUTIFICATION COMMISSION DATE TERM TERMS Meets 1" Thursday, City Hall, 5:30 pm; Appointed 3-year term APPOINTED EXPIRES SERVED Jeanne Carney 727 Winchester Drive 375-1863 11-19-01 10-7-04 1 Jo-Ellen Ellis P 0 Box 601 343-3728 12-7-98 10-7-04 2 Mark Grandcolas 754 Walnut Avenue 315-8639 12-1-03 10-7-06 1 Laura Hesselgren 416 Bayswater Avenue 348-1824 1-4-00 10-7-05 2 Jill Lauder 449 Bloomfield 347-8934 3-16-92 10-7-06 5 Leslie McQuaide 1439 Montero Avenue 344-7755 12-1-03 10-7-06 1 John Webb 720 Paloma Avenue 342-7240 1-4-00 10-7-05 2 CIVIL SERVICE COMMISSION DATE TERM TERMS Meets 3'd Monday of odd month, City Hall, 4:00 pm; Appointed 3-yr term APPOINTED EXPIRES SERVED James Delia 1228 Bernal Avenue 347-6845 11-16-98 12-1-04 2 Linda Lees Dwyer 328 Dwight Road 348-5110 12-1-03 12-1-06 1 Michael F. Lennon Jr 1128 Hamilton Lane 692-2531 6-17-91 12-1-04 5 Rolando Pasquali 2836 Hillside Drive 343-9337 12-18-00 12-1-06 2 Victor J. Richmond 1653 Balboa Way 692-2928 1-17-90 12-1-04 5 LIBRARY BOARD DATE TERM TERMS Meets 3rd Tuesday, Library, 4:30 pm; Appointed 3-year term APPOINTED EXPIRES SERVED David Carr 148 Elm Street 342-9871 6-16-03 6-30-06 1 Cecile Coar 1224 Drake Avenue 344-8092 6-10-98 6-30-04 2 Mary Herman 1547 Alturas Drive 344-8056 6-21-93 6-30-05 4 Catherine McCormack 1530 Meadow Lane 692-4252 6-30-01 6-30-04 1 Carol Rossi 132 Costa Rica Avenue 548-1346 6-17-02 6-30-05 1 PARKS & RECREATION COMMISSION DATE TERM TERMS Meets 3rd Thursday, City Hall, 7:00 pm; Appointed 3-year term APPOINTED EXPIRES SERVED Karen Dittman 1495 Columbus Avenue 348-1836 12-7-98 10-7-04 2 Jack Erickson 836 Linden Avenue 548-9289 1-4-00 10-7-05 2 Kirkland Heathcote 2305 Hillside Drive 342-5127 12-1-97 10-7-06 3 Mara Kahn 1108 Edgehill Drive 375-0826 6-4-01 10-7-06 2 Edward Larios 1536 Barroilhet 347-6087 5-1-95 10-7-04 3 Mary Lawson 1460 Drake Avenue 348-0246 1-4-00 10-7-05 2 Carol Muller 621 Burlingame Avenue 401-6737 12-7-98 10-7-04 2 John Webb, Jr. (youth advisor) 720 Paloma Avenue 342-7240 12-2-02 6-30-04 2 PLANNING COMMISSION DATE TERM TERMS Meets 2nd and 4`h Monday, City Hall, 7:00 pm; Appointed 4-year term APPOINTE EXPIRES SERVED D Tim Auran 1323 Bernal Avenue 347-3300 5-7-01 4-7-05 1 Joseph Bojues 1000 Vancouver Avenue 343-0100 (w) 5-18-98 4-7-05 2 Michael Brownrigg 1524 Columbus Avenue 685-6784 12-3-01 4-7-07 2 Christopher Keele 21 Hayward Court 692-7118 12-3-01 4-7-07 2 Ann Keighran 1531 Vancouver Avenue 340-9399 5-18-98 4-7-06 2 Ralph Osterling 1361 Columbus Avenue 573-8733 (w) 1-19-00 4-7-04 1 Stanley Vistica 24 Arundel Road 340-7014 5-18-98 4-7-06 2 TRAFFIC SAFETY PARKING COMMISSION DATE TERM TERMS Meets 2nd Thursday, City Hall, 7:00 pm; Appointed 3-year term APPOINTED EXPIRES SERVED Russ Cohen 605 LexingtonWay 348-6930 5-21-01 11-6-05 2 Lisa DeAngelis 824 Alpine Avenue 347-1630 12-7-98 11-6-04 2 David Mayer 1600 Easton Drive 579-4431 3-16-92 11-6-03 4 James McIver 2712 Summit Drive 344-0664 12-7-98 11-6-04 2 Steve Warden 736 Acacia Drive 859-1242 11-4-02 11-6-05 1 MOSQUITO ABATEMENT DISTRICT DATE TERM TERMS 1351 Rollins Road, 344-8592, Board Rep. Appointed 2-year term APPOINTED EXPIRES SERVED Dennis Preger 1012 Chula Vista Avenue 579-1335 1-19-94 12-31-04 3 DEPARTMENT DIRECTORS Name Office Address Direct Phone City Hall 501 Primrose Road 558-7200 City Manager James Nantell 558-7202 City Attorney Larry Anderson 558-7204 Finance Director Jesus Nava 558-7222 City Planner Margaret Monroe 558-7250 Public Works Director George Bagdon 558-7230 Assistant Public Works Director Frank Erbacher 558-7230 Human Resources Director Robert Bell 558-7209 City Engineer Syed Murtuza 558-7230 Chief Building Inspector Fred Cullum 558-7270 Fire Chief William Reilly 1399 Rollins Road 558-7600 Police Chief Alfred (Fred) Palmer 1 11 1 Trousdale Drive 777-4100 City Librarian Alfred Escoffier 480 Primrose Road 558-7400 1800 Easton Drive (branch) 343-1794 Parks & Rec Director Randy Schwartz 850 Burlingame Avenue 558-7307 Parks Superintendent Tim Richmond 850 Burlingame Avenue 558-7333 SICC-ROSTR.wpd1 December 10,2003 Pagel of 3 Escoffier, Al From: Crowe, Linda Sent: Wednesday, November 26, 2003 10:35 AM To: PLSCOUNCIL@PLSSRV2.PLSINFO.ORG Subject: Fw: [CALIX:1569] LEGISLATIVE REPORT ----- Original Message ----- From: Susan Negreen To: CLA Listserve- CALIX Sent: Tuesday, November 25, 2003 5:16 PM Subject: [CALIX:1569] LEGISLATIVE REPORT November 25, 2003 TO: CLA MEMBERS/ SYSTEMS/NETWORK CONTACTS FROM: Mike Dillon, Lobbyist; Christina Dillon, Lobbyist RE: LEGISLATIVE REPORT I. GOVERNOR PROPOSES $2 BILLION IN "CURRENT YEAR" CUTS Not unlike his predecessor, Governor Gray Davis, who exercised his right to propose cuts during the legislative interim, Governor Schwarzenegger is proposing $1.9 billion in cuts in the current year 2003- 04 Budget. However, unlike Davis, the Governor is not making any cuts to K-14 education, which as far as we can tell, also includes the Public Library Foundation (PLF). A committee consultant for the Senate Budget and Fiscal Committee, who staffs the PLF issue, concurred that the library funding "may be safe --- for now." The major cuts are in the areas of transportation, resources, health and human services, and higher education. The major cut to high education involves an unallocated reduction of approximately $27 million in the current year to the University of California, CSU, and Hastings College of Law. Additionally, outreach funding for CSU and UC would be eliminated, effective January 1, 2004. Both houses of the Legislature are scheduled to meet next week to consider the Governor's proposed reductions. At that time, the Legislature can accept, reject, or modify the Governor's requests. There is a good chance the deliberations will be carried over to January for further debate. II. GOVERNOR'S GENERAL OBLIGATION BOND AND CONSTITUTIONAL SPENDING LIMIT PROPOSAL Last week, the Governor proposed a so-called "deficit recovery bond" proposal, which would be submitted to the voters on the March 2, 2004 primary ballot. Specifically, the Administration wants the Legislature to authorize the issuance of up to $17 billion of bonds for the following purposes: • Up to $15 billion to fund the accumulated State Budget deficit, as of June 30, 2004. This amount would include the $10.7 billion of Governor Davis' fiscal recovery bonds, issued under existing �- law, that was adopted as part of the 2003-04 budget package. • "Related Costs" (presumably up to $2 billion) including issuance costs, administrative costs, and 11/29/03 Page 2 of 3 any costs of repayment or refunding of any fiscal recovery bonds issued under existing law. Tied to the bond proposal would be a constitutional amendment imposing a new state spending limit, �— which would take effect only if voters also approved the deficit bonds. III. BUDGET COMMITTEE SKEPTICAL At 9:00 a.m. this morning, the Assembly Budget Committee heard presentations from Donna Arduin, the new Director of Finance, Elizabeth Hill, the Legislative Analyst, and Philip Angelides, the State Treasurer, on the Governor's bond and spending cap proposal. As they wrapped their testimony in the Assembly hearing, the above witnesses moved across the hall to the hearing on the same subject by the Senate Budget and Fiscal Review Committee. Donna Arduin began by explaining that the State was in a fiscal mess because of past years of overspending, and noted that "health services are more expensive than in the private sector- - , K-12 spending has been consistently over-funded, but with no accountability - - ." She then noted that her presentation would be a discussion of the bond and spending limit proposal with discussion of budget cuts to come next week. Committee members and representatives of the Analyst's office commented that they just received the Governor's spending cap language last night and were still in the process interpreting its various provisions. However, Elizabeth Hill (LAO), in attempting to explain the ramifications of Proposition 98, noted that if debt service and Proposition 98 get first call on limited revenues under the spending limit, it could "crowd out" (cause a reduction) of other programs that received State General Funds. Hill also cautioned legislators to carefully examine the language in the spending cap proposal that would allow the Governor to make mid-year cuts arbitrarily, and the Legislature would need a 2/3 vote to block his cuts. Committee members also queried, with a current Gann spending limit on the books, why is a new limit needed. Finance `-- Director Arduin argued that in order to send a signal to the market and get the best possible rate for the bonds, "we need to also put a cap on the ballot." The debate will continue in the coming weeks. IV. TREASURER ANGELIDES ATTACKS GOVERNOR'S BOND PROPOSAL The last witness at both of today's Budget Committee hearings was State Treasurer Phil Angelide who was not bashful in attacking the Governor's bond proposal. He emphasized, over and over agai that the State should be reducing, not increasing, the total debt burden. He said the Governor proposed General Obligation bond, which would be used to pay for ongoing expenses rather th, traditional infrastructure, has an "immoral effect of passing debt onto our children at grandchildren." He further added, "This borrowing does nothing to bring us to a truly structure balanced budget ... nothing ... zip! All cuts and revenue should be on the table and borrowing shou be used as a last resort." Other comments by Treasurer Angelides on the Governor's bond propos were: 1. "It goes the wrong way. It results in more borrowing, not less. Our Office was prepared to with the $10.7 billion, plus the pension bonds. This adds another $4 billion." 2. "The proposed borrowing of$15 billion extends the term from 15 to 30 years, as opposed the five years for the already legislatively-approved $10.7 billion tied to the sales tax. Shot term bonds result in far less interest payments." 3. "The proposal does move us toward a budget solution." 4. "It does not help us with our credit rating." 5. "The `cap' on spending (proposed for the ballot) is no help at all — Wall Street can see rig through it." 6. "I urge you to reject the Governor's plan." 11/29/03 Page 3 of 3 Later in his presentation, Angelides emphasized that bonding should be used for capital projects, every dollar spent there generates $2.50 in terms of jobs and the economy. Lastly, Angelides unveil( �..- several charts showing that with the proposed additional debt, and if voters approve the school bon( scheduled for March, and the high-speed rail bonds scheduled for November, California's ratio of de service to General Fund revenues will exceed 7.5%, whereas a 6% limit has been traditional for mar years. The final chart showed that sales of GO bonds typically have ranged in the neighborhood of 9 to $4 billion a year. Last year, it was over $6 billion. If the Governor's proposal is added, we will 1 approaching almost $25 billion, which Angelides stated is an astounding level of borrowing and w. stretch the credit market. 11/29/03 M E M O R A N D U M CITY OF BURLINGAME CITY ATTORNEY DATE: December 1, 2003 TO: Mayor and Council Board of Trustees, Burlingame Public Library FROM: Larry E. Anderson, City Attorney RE : Library Flooding on February 17, 2003 On February 17, 2003, the Main Library suffered extensive damage to both the building and the collection from a water valve rupture on the top floor. Over the next month Library and Public Works employees gave an extraordinary effort to pull the Library apart and then to put it back together. The City was blessed with an exceptional collection of private contractors and insurance adjustors who cleared the water,reconstructed the damage,and then made it like new. The City spent almost$250,000 in out-of-pocket expenses to pay for the remediation efforts.' The �-- Library lost over 2200 books and 1500 audio cassettes. City personnel expenses exceeded$56,000 in time devoted to the clean-up and repair. Fortunately,the City's property insurers came forward to compensate the City for these losses. The first layer of pool coverage with ABAG Plan has paid $95,000. The second layer of coverage through ACE, Limited (owners of CIGNA)has paid $325,608.67. This means that with regard to out-of-pocket expenses,the City is only out the$5,000 deductible on the policy, and the City has been compensated for the documented personnel expenses. With regard to the loss of books and cassettes,the insurance policy pays on a set schedule,not actual replacement value. Therefore, on some books we may fall short in being able to either purchase or even find replacements. Approximately$100,000 is allocated to the book losses and$13,000 to loss to the multimedia collection. The City Librarian will be taking this money and combining it with the money that has been so generously donated by so many citizens and local businesses to reconstitute the collection. 'About $65,000 in repairs were also needed for damage that had occurred to the building before the flooding, and the City is working with ABAG Plan on a process to obtain some �, compensation for this prior damage. Mayor and Council/Board of Trustees Re: Library Flooding on February 17, 2003 December 1, 2003 Page 2 The damage to the Library could have devastated both the building and the department. However, the remarkable work and spirit of the Library and our community have instead recreated the building and affirmed the central role that the Library plays in Burlingame. B U R L I N G A M E PUBLIC LIBRARY December 10, 2003 Sterling Speirn Peninsula Community Foundation 1700 South El Camino Real San Mateo, California 94402 Dear Sterling: RE: Request for Disbufsement from Duncan Trust Fund The Burlingame Public Library Board of Trustees is requesting a disbursement from the Roger and Jean Hunt Duncan Trust for support of the renovation of the Easton Branch Library. The funding of this project has been made possible by community partnerships with the Burlingame Library Foundation and the City. The Trustees would like to support this project at $ 150,000. Funding of-the project includes a bequest from the Thomas V. Marshall �-' Trust in the amount of$ 722,766. In addition, the Burlingame Community, via the Library Foundation is contributing $ 200,000. The , City will be contributing the design and construction management costs of approximately $ 150,000.'We would like the Trustees to contribute the final $ 150,000 from the Duncan Trust Account.. Attached is the Burlingame City Council resolution awarding the contract for the project on October 20, 2003. This Staff Report outlines the expenditure and anticipated funding as of that date. We have included the potential Duncan Trust Pledge in the funding for the project'. While we would appreciate approval of this transaction, we will not request an immediate distribution of the funds, but would"rather keep them in the Trust until next year until the second.quarter of 2004. If you have any questions regarding this request, please feel free to contact me. Si cere1 Alfred H. Escoffie City Librarian 480 Primrose Road•Burlingame•CA 94010-4083 Phone (650) 558-7474'Fax (650) 342-6295 AGENDA BURLINGAME STAFF REPORT ITEM xMTG. /2 DAn 0/20/03 D o: HONORABLE MAYOR AND CITY COUNCIL SUBMITTED �-' BY DATE: October 10, 2003 APPROVED FROM: PUBLIC WORKS BY SUBJECT: RESOLUTION AWARDING CONTRACT FOR EASTON B &M W - RANFFKINWO BRARY RECONSTRUCTION - CITY PROJECT NO. 80370 and REJECTING BID PROTEST CONSTRUCTION, INC. RECOMMENDATION: It is recommended that Council adopt the attached resolution approving an agreement with D.L. Falk Construction Inc. for the Easton Library Reconstruction, and rejecting bid protest of KinWo Construction, Inc. BACKGROUND: On October 2, 2003, eleven bids were received and opened. Bids ranged from $794,000 to $1,203,829.The architects estimate was $733,000. Although the bid is in excess of the estimate, staff believes that it is competitive as there were eleven bidders. The bid summary is attached. This project will retain the existing library shell and completely reconstruct the interior including a new roof,handicap access ramps and seismic upgrades. Construction should be completed in the summer of 2004. The second low bidder,Kin Wo Construction, has forwarded a letter protesting the bid submitted by D.L. Falk. They are requesting the City deem Falks' bid non-responsive and award the contract to them. (see attached letter dated October 7,2003 from Kin Wo Construction).City staff does not believe that their claims are sufficient to disqualify the -)w bidder (see letter dated October 8, 2003 from the City of Burlingame). D.L.Falk completed the Village Park Remodel Project in 1997 and the work was performed in a timely and satisfactory manner. EXHIBITS: Resolution; Bid Summary; Agreement, Letter dated October 7, 2003, Letter dated October 8, 2003. BUDGET IMPACT: Following is a financial summary: Expenditures • Construction contract $ 794,000 • Construction contingency $ 40,000 • Furniture and equipment $ 70,000 • Shelving, carpeting and misc. $ 95,000 • Project management, inspection and testing $ 103,000 Total $1,102,000 Fundin • Marshall Trust $ 722,766 • Foundation Pledge $ 200,000 • Initial Duncan Trust Pledge $ 150,000 • Additional Duncan Trust Pledge $ 29,234 Total; $1,102,000 '-Philip B. Mona an, P.E. Senior Civil E ineer c: City Clerk, City Attorney, Finance Director, D.L. Falk Construction; KinWo Construction BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2003 registered Borrowers Previous month's total #Added Total Registered Burlingame Adults 16,386 140 16,526 Burlingame Children 4,624 25 4,649 Hillsborough Adults 2,482 20 2,502 Hillsborough Children 1,267 7 1,274 Non-San Mateo Co. Borrowers 1,429 26 1,455 Totals 26,188 218 26,406 Circulation Activity Main Branch Adult Print Materials 20,392 32 Children's Print Materials 11,976 44 AudioNisual Materials 7,682 11 Circulation Totals This month total Main 43,490 This month previous year 36,167 20.2%1 "This month total Branch 110 This month previous year 2,752 -96.0%D This month Grand Total 43,600 This month previous year 38,919 12% 1 -aston closed on September 29, 2003 Reference Activity Inter Library Loans Questions Directions Lent 2,593 Reference 3,215 301 Borrowed 2,534 Children's 1,261 434 TOTAL 5,127 Lower Level 1,146 1,898 Branch Closed Closed TOTAL 5,622 2,633 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non Fiction 431 238 1 Children's Non Fiction 110 102 0 YA Non Fiction 0 0 0 Adult Fiction 324 225 0 'Children's Fiction 160 105 1 YA Fiction 5 4 0 Cassettes Audio 24 22 0 Compact Discs 22 18 0 Videos 22 21 0 Children's Audio 0 0 Closed Children's Video 0 0 Closed Children's Compact Disc 0 0 Closed WD 129 94 Closed hildren's DVD 15 0 Closed TOTALS 1,242 829 2 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2003 WiC 2 Other Material Volumes Added Total Held Adult un-cataloged books 160 6,357 .hildren's un-cataloged 0 6,384 ooks Foreign Language un- 0 657 cataloged D nix Deposit to City Treasurer Main $8,903.40 Branch Closed Total $8,903.40 Main and Easton Deposits Revolving Account Rental Main $229.30 Revolving Account PLS Video Main $ 16.50 Trustees Special Fund Photocopies Main & Easton $881.55 Estimated User Traffic 32,144 Daily Average 1,072 Community Room Adult* TOTAL MEETINGS HELD 15 445 Adult Programs Attendance '.ectures, Film Series etc. 1 32 gook Groups 1 12 Childrens and Young Adult Attendance Pre-school programs 24 1,169 School A e 0 Teen Music Program 1 30 Special Program Halloween Story Time 152 Total 26 1,351 Children's Reference Questions 1,261 Children's Directional Questions 434 Total 1,694 Easton Branch Closed for Remodel Internet User Sessions **Hour& 1/2 Hour Express Childrens Total 5,444 2,135 369 7,948 **This includes both hour and half-hour Internet terminals. BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF NOVEMBER 2003 egistered Borrowers Previous month's total #Added Total Registered Burlingame Adults 16,526 134 16,660 Burlingame Children 4,649 24 4,673 Hillsborough Adults 2,502 16 2,518 Hillsborough Children 1,274 9 1,283 Non-San Mateo Co. Borrowers 1,455 18 1,473 Totals 26,406 201 26,607 Circulation Activity Main Branch Adult Print Materials 19,589 10 Children's Print Materials 12,003 0 AudioNisual Materials 7,525 10 Circulation Totals This month total Main 42,131 This month previous year 35,125 19.9%1 "This month total Branch 23 This month previous year 2,215 -99%D This month Grand Total 42,154 This month previous year 37,340 12.9%1 ,,,�aston closed on September 29, 2003 Reference Activity Inter Library Loans Questions Directions Lent 2,238 Reference 3,476 429 Borrowed 2,281 Children's 1,465 498 TOTAL 4,519 Lower Level 920 1,716 Branch 0 0 TOTAL 5,861 2,643 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non Fiction 384 223 5 Children's Non Fiction 91 75 0 YA Non Fiction 0 0 0 Adult Fiction 195 134 0 'Children's Fiction 83 57 0 YA Fiction 6 5 0 Cassettes Audio 50 44 0 Compact Discs 91 74 0 Videos 14 6 0 Children's Audio 0 0 0 Children's Video 0 0 0 Children's Compact Disc 0 0 0 WD 158 135 0 hildren's DVD 48 0 0 TOTALS 1,120 753 5 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF NOVEMBER 2003 PAGE 2 Other Material Volumes Added Total Held lkdult un-cataloged books 119 6,476 ,hildren's un-cataloged 0 6,384 books Foreign Language un- 0 675 cataloged D nix Deposit to City Treasurer Main $8,940.77 Branch Closed Total $8,940.77 Main and Easton Deposits Revolving Account Rental Main $207.25 Revolving Account PLS Video Main $ 20.25 Trustees Special Fund Photocopies (Main)* $643.15 *Easton Closed Estimated User Traffic 29,782 _FD_ai;1_y Average 1,103 Community Room Adult* TOTAL MEETINGS HELD 13 340 7771 Adult Library Programs Attendance ectures, Film Series etc. ook Groups 1 15 Childrens and Young Adult Attendance Pre-school programs 21 1,431 School A e Teen Music Program Special Program 1 Mother's Club 50 Total 22 1,481 Children's Reference Questions 1,465 Children's Directional Questions 498 Total 1,963 Easton Branch Closed for Remodel Internet User Sessions **Hour& 112 Hour Express Childrens Total 5,064 1,898 323 7,285 **This includes both hour and half-hour Internet terminals. Escoffier, Al From: Laura Fisher[info@cla-net.org] ent: Thursday, December 11, 2003 9:09 AM 'To: calix@listproc.sjsu.edu Subject: [CALIX:1632] NEWS FROM THE CAPITOL December 9, 2003 TO: CLA MEMBERS/ SYSTEMS/ NETWORK CONTACTS FROM: Mike Dillon, CLA Lobbyist Christina Dillon, CLA Lobbyist RE: LEGISLATIVE UPDATE I . GOVERNOR EXTENDS "NEGOTIATING TIME" Governor Schwarzenegger had been pressuring the Legislature to enact his proposal to issue $15 billion in deficit bonds (actually $17 billion with "stuff" included) along with his constitutional spending cap by last Friday, December 5th, the Secretary of State's "deadline" for getting constitutional amendments on the March ballot. Throughout last week, both *he Assembly and Senate debated Democratic proposals for a modest `%--pending cap, the Governor's proposal which calls for a stringent cap, and a middle ground proposal offered by Democratic Assemblyman Joe Canciamilla and Republican Assemblyman Keith Richman, with a number of moderate Democrats and Republicans as co-authors. In the end, Democrats were unable to receive Republican votes to reach the 2/3 vote requirements on their proposal, Republicans were unable to get Democratic votes for the Governor's proposal, and the Canciamilla proposal, with some bipartisan votes, also failed. Democrats complained that the Governor's proposal would prevent the Legislature from ever restoring many of the programs that have been cut in recent years, as the cap was too restrictive. With the failure to enact the Governor's plan, Senate Republican Leader Jim Brulte stated, "We will come back with an even stronger proposal for the November ballot." It is the consensus of most of us around the Capitol that the issue of placing a $15 billion bond proposal on the ballot, or perhaps increasing the current $10.7 billion bond tied to the sales tax, could have been reached. However, the Governor and Republicans insist that the bonds and spending cap proposal be tied together. Yesterday, we received word that the Governor had extended the "negotiating time" by another 48 hours, ' .e. ,%,esterday and today. Earlier today, the Governor met with Assembly Speaker Herb Wesson and this afternoon, he met with Senate President pro Tem John Burton. It is our suspicion that an agreement will likely not be 1 reached. While the Secretary of State's deadline could possibly be pushed forward another day or so, time is running out. � . SUBCOMMITTEES DEBATE GOVERNOR'S MID-YEAR CUTS As part of the current-year reductions proposed in special session, the Administration has identified $2.26 billion in current-year savings, and $1.62 billion in 2004-05 (The PLF and TBR have not been targeted for mid-year cuts) . Of this amount, the Senate Budget Subcommittee No. 4 is responsible for reviewing approximately $1.7 billion of the reductions, representing the largest of cuts being reviewed by any of the subcommittees. A majority of the savings is attributed to cuts in the Department of Transportation ($930 million) , tax relief ($475 million) , and other reductions ($150 million) . With respect to the "tax relief, " the current-year budget agreement assumes that local governments will lose $825 million as a result of the implementation lag of the higher vehicle license fees. The General Fund is scheduled to repay this loss in the 2006-07 fiscal year. The Department of Finance estimates that the loss of revenues to local governments is now $1.3 billion ($475 million above projections) . This proposal will add the additional $475 million to the amount scheduled for repayment in 2006-2007. It should be noted that SB 1 5X (Brulte) , which is sponsored by the Administration, has been referred to the Senate Local Government Committee. The measure would appropriate $3.625 billion to pay the vehicle license fee backfill to local governments and VLF refunds for the 2003-04 fiscal year. While there has een much discussion of the VLF issue, it is not likely to be dealt with -separately, but will be part of the overall budget negotiations after the Governor' s Budget is released in January. NOTE: SOME PROBLEMS OCCURRED WHEN THIS WAS SENT TO CALIX YESTERDAY. PLEASE EXCUSE DUPLICATE POSTING. -----------------------------------------------------------------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-- 2 t BURLINGAME PUBLIC LIBRARY City Librarian's Report December 16, 2003 Budget Status As of this writing the 5%, 10%, and 15% budget reductions requested by the City Manager have been submitted. These will be discussed at the Department Head level and then brought to Council. The Library managers spent many hours reviewing the reductions and prioritizing them as best as possible. Each staff member was invited to participate in small division meetings on the budget, and to submit a survey regarding what they considered our core services. This was helpful as the managers crafted the recommended core services and areas of reduction. Among the reductions are additional reduced open hours, reduction in the book budget and reductions in hours for hourly employees. We have several �.. months to go before we will know how deeply the library will be affected. Last year the library took a 16% reduction in the budget. Holiday Program The holiday program, held on Friday, December 5t'' was a great success with the tree lighting , library lighting and a concert by the Peninsula Girls Chorus. Easton Branch Renovation The second meeting with the contractor will be Wednesday, December 10, 2003. The site has been fenced off for safety. The City has hired an asbestos , inspection company to inspect the site for hazardous items, which may need special handling during demolition. The Burlingame Library Foundation made their first down payment on the Easton project furnishings in November. Oak furniture has been ordered for the seating areas and an area carpet has been purchased. We also have ordered a charming tile mural of a child reading for above the entry to the children's area. This will be offered as a donor item to those who wish to donate and have their name on a nearby plaque. 480 Primrose Road•Burlingame•CA 94010-4083 1 Phone (650) 558-7474'Fax(650) 342-6295 Library Statistics and Accounts Library statistics continue to climb rapidly. Children's circulation was up 30% for the month ending in November, or over 12,000 items. This increase is also showing up in the workload of re-shelving. Overall increases in all circulation areas averages 20%. Thank You to Donors Thank you notes were sent to the following donations made directly to the library for memorial gifts: El Camino Car Club; Ruth Gottlieb; Burlingame Lions Club. The Lions Club donated $ 1,500 toward the purchase of large type books and $ 500 toward the Children's summer reading club. We are grateful for such donations that help us produce excellent programs for children. Dinner/Awards Event This year the Staff Recognition Dinner was the nicest I remember. I offer my sincere thanks to the Trustees and the Foundation, for sponsoring this popular event for the staff. It was truly a meaningful event. �- Also a part of the event was honoring our 30-year-old Friends group as they officially closed the doors on their operations as an organization. President Shirley Robertson presented the City Librarian with a check for $ 27,000 to be used for programs and services. The key members of the Friends each received an engraved paperweight in thanks for their many years of hard work. The Friends will as volunteers to continue their efforts on book sales, this time working under the auspices of the Burlingame Library Foundation. Upcoming Events: • Council Member Orientation preceding the Board Meeting, December 16`". Please plan to arrive at 4 pm for a brief reception before our meeting. • Holiday Closures: December 24, 25, Closed; Reopen December 26 from 10 AM- 5 PM; December 31, January 1, Closed; Reopen January 2, 2004, 10 AM-5 PM Alfred Escoffier City Librarian December 10, 2003 2