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HomeMy WebLinkAboutAgenda Packet - LB - 2004.10.19 :'►URLINGAME PUBLIC LIBRARY BURLINGAME Board of Trustees Agenda - October 19, 2004- 4.30pm c ��g 480 Primrose Road - Library Conference Room SUGGESTED ACTION -11. CALL TO ORDER 2. ROLL CALL 3. WARRANTS & SPECIAL FUND Approval 4. MINUTES Approval 5. CORRESPONDENCE AND INFORMATION Information a. Utilization of PLS Systems b. SMCO Literacy Program Statistics c. Library Closure Schedule 2005 6. FROM THE FLOOR (Public Comments) `7 PORTS a.�ity Librarian—Escoffier Information b,_Foundation Report—Escoffier Information c.,;Public Art Committee Task Force—McCormack/Toff Information 8. UNFINISHED BUSINESS -✓` Va. Gift of Bronze Statue (young boy reading a book) in memory of Discussion/ r�-al the late Mayor and Councilwoman, Gloria Barton, �b,-'Employee Appreciation Dinner, December 5, 2004 - Rossi Information' r 9. NEW BUSINESS - V1.a. System Advisory BoardInformation b. Utilization of PLS Resources Information mac. Budget for Employee Appreciation Dinner 1/2 Foundation Discussion/Approval 1/2 Trustees 1..d` Library Closure Schedule 2005 Discussion/Approval 10. ANNOUNCEMENTS 11, ADJOURNMENT Adjourn BURLINGAME PUBLIC LIBRARY Burlingame Public.Library Board of Trustees Minutes September 21, 2004 I. Call to Order President Herman called the meeting to order at 4:30pm. II. Roll Call Trustees Present: Mary Herman, Catherine McCormack, Carol Rossi and Pat Toft Trustee Absent: David Carr 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 (McCormack/Herman) IV. Minutes The Trustees unanimously approved the minutes of the August 17, , 2004 meeting. M/S/C (McCormack/Toft) V.' Correspondence and Attachments-Item a. Art in Public Places will be discussed under Section 8 Unfinished Business. VI. From the Floor A student majoring in Journalism from San Francisco State attended the meeting to complete a requirement for her major. VII. Reports A. City Librarian's Report - Highlights of Report 1. Easton Opening Day Celebration - The dedication and opening celebration will be held October 2nd from 2 PM - S PM. Mayor Rosalie M. O'Mahony will cut the ribbon signifying the official opening of the Easton Library. Jackie Speier, our State Senator, and Susan Hildreth, the new State Librarian, as well as Mary Herman, President of the Library Board of Trustees will speak at the event. 480 Primrose Road•Burlingame•CA 94010-4083 Phone (650) 558-7474'Fax (650) 342-6295 2. Vendor Cataloging and Processing - Baker and Taylor, our outsourcing agent, are now processing and cataloging the majority of adult fiction and media titles that will be added to the Library collection. B. Foundation Report - 1. Easton Donor Reception - Honorary Members of the Easton Branch Campaign and donors who contributed $1,000 or more through the 2002 Newsletter will be invited to a reception and tour of the Easton Branch on the evening of September 30th. Carr, McClellan, Ingersoll, Thompson and Horn, Professional Law Corporation, of Burlingame have graciously offered to sponsor the reception. 2. Book Sale - Stephen Hamilton and Jim Cannon have agreed to co-chair the fall book sale. It will be a one-day book sale on Saturday, November 13th from 10:00am to 5:00pm. VIII. Unfinished Business A. Public Art Project - Trustee Rossi's motion approving the selection of Katie McCormack and Pat Toft to represent the Library on the Public Art Committee was passed unanimously. (Rossi/Herman) The first Commission meeting will be Monday, �- September 27th. It was noted that the Committee will set the policy but the Library Trustees will make the final determination on art works donated to the Library. B. Gift of Bronze Statue to the Library-The Trustees agreed to table agenda item (8b) regarding the acceptance of the bronze statue that friends of the late Mayor and Councilwoman Gloria Barton want to donate to the Library in her memory until the Public Art Committee has met. C. Employee Appreciation Awards/Dinner, December 5th 1. The letter and nomination form for the Employee Achievement Awards will be given to all employees by October 5th with a return date of November 5th. Depending on the response from staff, the date may be extended to November 12th. 2. Trustee Rossi and Foundation Board Member Heidi Kenney will co-chair the dinner event. Manuel Caneri and Vicki Machado will provide entertainment. D. Staff Orientation of Easton Branch Library staff and the Trustees will have a chance to tour the new Easton Branch at the morning staff meeting on September 30th. The Trustees will bring refreshments. Library Board of Trustee Minutes 2 September 21,2004 E. Trustee Dinner - The Trustees' dinner honoring former Trustee Cecile Coar and welcoming new Trustee Pat Toft will be held October 24th at the home of Carol Rossi. IX. New Business Resolution for Foundation - The Trustees approved President Herman's proposal that a Resolution be prepared thanking the Foundation for their efforts in spear heading a successful fund raising campaign for the Easton Branch. M/S/C (Rossi/Toft) X. Announcements A. CLA Trustees' Day-This event will be held November 13th at The San Jose Convention Center. All Trustees present are considering attending the event. B. Foundation Website - Trustee Rossi suggested that the Foundation update its Website with names of current Board Members. C. New Employee Orientation-Trustee McCormack advised that PLS is having an orientation for new employees and Trustees on September 28th from 4:00-6:OOpm at the PLS office. D. October Agenda - System Advisory Board and the utilization of PLS system resources will be placed on the October 19th agenda. �-- E. City Council Representatives-Each Trustee will contact their individual Council members with regard to important issues and events. Carol Rossi Mayor Rosalie O' Mahony Pat Toft Vice Mayor Joe Galligan Mary Herman Terry Nagel Katie McCormack Cathy Baylock Dave Carr Mike Coffey XI. Adjournment - The meeting was adjourned at 6:OOPM. M/S/C (Rossi/Toft) The next meeting of the Library Board of Trustees will be held October 19th, 2004 in the Library Conference Room. Respectfully Submitted, Alfred H. Escof ler City Librarian Library Board of Trustee Minutes 3 September 21,2004 August 4, 2004 TO: Peninsula Library System, Administrative Council Members FROM: Al Escoffier, Burlingame City Librarian RE: Issues regarding library cooperation of PLS libraries PLS is Unique As library directors who are part of one of the oldest and most successful consortiums in the state, you know that Peninsula Library System is not only unique, but a wonderful service and resource to the citizens of San Mateo County. The leadership of this Council and of Linda Crowe as our CEO is unparalleled. All of our jurisdictions benefit from the personal effort, collection building, and cooperative database and delivery systems we have managed to create in PLS. In this context, my city is concerned about several issues regarding cooperation. I would like to open a dialog on these issues. Local Reductions/Increase in business at Burlingame It has been 26 years since the Burlingame Public Library has reduced service hours to the public. However, in the past two years we have gone from 73 open hours per week to 62 open hours per week. In addition, we have had major reductions in our materials budgets and our operating budgets. We have lost 8 FTE staff, down from 34 staff to 26. We have reduced our total operating budget during the last two years by 21%. As of this month, Burlingame's circulation has risen 35% over the same month last year. I don't have to tell you this is a tremendous increase in light of reductions in personnel. �- Obviously, you've all had to make significant reductions and sacrifices in your budgets, not only this year, but in years past. But somehow we've gotten through it and we've managed as a system. I worry that with the financial realities facing us; we may no longer be cooperating as fully as we once were. What do your individual library reductions mean to you, as library jurisdictions, and more importantly, what do they mean for our library users? Specific Questions about Service Delivery in PLS I offer the following questions for discussion by the Administrative Council. These are long range issues that I feel will require some serious thought and reflection. 1) Open Service Hours. Should the PLS libraries try to coordinate open service hours to the public? Some City Managers think this would be a good idea. What impacts would this have on local libraries? Should we consider this?Are all reductions similar in cost? What impact on our public does reduction of 16% in public service hours in one library mean? What service impact is there when one library is closed two mornings a week and the neighboring library is open those same hours? 2) Equal Offering of Services. What impact does it have on member libraries if one library does not offer Interlibrary Loan, for example? What impact does it have if Burlingame were to offer interlibrary loan only to our own patrons, but not to those who reside in other PLS jurisdictions? What impact does this have on our patrons? What message is this sending? 3) Collection Budgets. We have all had to reduce budgets for collection, but at what point does the balance get thrown off more than one jurisdiction can deal with? Is 30% N-4— non-resident use too much? 40%? Both Menlo Park and Burlingame are facing increased non-resident use. While cluster holds are one way of dealing with keeping new and popular books locally available, are there other ways we can share resources with our reduced collection budget?What impact will it have for Burlingame, for example, to reduce the collection budget by 20% this year? 4) Library Use and Traffic. While we are in an unusual time of building new library infrastructures throughout the county, some libraries have seen tremendous impacts in service levels. Burlingame now offers 6 story hours per week, all "sold out" due to space. We will open our branch library with several more story hours. Our circulation has increased by 35% this month over the same month last year. Are other libraries experiencing similar increases? If not, are some libraries picking up more business because they are centrally located, have larger materials budgets, or longer hours? Is there some solution we can work toward? I offer these few examples for discussion. I have been a supporter, staff member and cheerleader for cooperative system operations for over 30 years. However, I think the Administrative Council needs to discuss the ramifications of the impact of budget reductions and subsequent policy issues on local service levels. Modest Proposals? 1) Should a local library turn patrons away to their home library for interlibrary loans? • 30% of Burlingame's ILL patrons reside outside Burlingame/Hillsborough; we are considering turning them back to their home library due to the significant workload involved. 2) Are PLS libraries aware of how many of their jurisdiction's children are attending �- other member library programs? • Would we ever turn users away because of jurisdictional issues these, users away? (This would never happen in Burlingame as long as I am director!) Should we be thinking of some way to help balance the way we do business with each other, knowing that our ultimate goal is to serve the public good and offer high quality service to the residents of San Mateo County? Library Closure Schedule 2005 Month & Date Day of Week Closure Day Hours January 1st Saturday New Year's Day Closed January 2" Sunday New Year's Day Observed Closed January 17 Monday Martin Luther King Jr. Closed February 21st Monday President's Day Closed March 27 Sunday Closed Closed May 29th Sunday Closed Closed May 30 Monday Memorial Day Closed July 3r Sunday Closed Closed J u ly 4 Monday Independence Da Closed September 4 th Sunday Closed Closed September 51h -Monday Labor Day Closed October 10 —Monday Columbus Day Closed November 1 1th Friday Veterans' Day Closed November 23 rd Wednesday Thanksgiving Eve Close 5 PM November 24 Ih Thursday Thanksgiving Closed November 25 Ih Friday Closed Closed December 23r Friday Regular Hours 10AM-5PM December 24 Ih Saturday Closed December 25 Ih Sunday Closed December 26th Monday Christmas Day Observed December 30th Friday Regular Hours 10AM-5PM December 315 Saturday New Year's Eve Closed 2006 January15 Sunda New Years' Day Closed January 2" Monday New Year's Day Observed Closed BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF AUGUST 2004 Registered Borrowers Previous month's total #Added Total Registered Burlingame Adults 17,593 135 17,728 Burlingame Children 4,932 37 4,969 Hillsborough Adults 2,640 18 2,658 Hillsborough Children 1,362 9 1,371 Non-San Mateo Co. Borrowers 1,634 24 1,658 Totals 28,161 223 28,384 Circulation Activity Main Branch Adult Print Materials 22,353 0 Children's Print Materials 11,772 0 Audio/Visual Materials 12,503 0 Circulation Totals This month total Main 49,816 This month previous year 42,488 17.2%1 **This month total Branch This month previous year 2,168 -100%D 'his month Grand Total 49,816 This month previous year 44,656 11.5%1 **Easton closed on September 29,2003 Reference Activity Inter Library Loans Questions Directions Lent 2,442 Reference 3,015 356 Borrowed 2,544 Children's 1,363 489 TOTAL 4,986 Lower Level 1,537 2,008 Branch 0 0 TOTAL 5,915 2,853 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non Fiction 463 373 22 Children's Non Fiction 26 11 0 YA Non Fiction 0 0 15 Adult Fiction 229 158 0 Children's Fiction 97 40 5 YA Fiction 22 17 0 Cassettes Audio 11 10 0 Compact Discs 30 28 0 Videos 0 0 0 Children's Audio 0 0 0 Children's Video 0 0 0 Children's Compact Disc 0 0 0 )VD's 47 40 0 Children's DVD's 0 0 0 TOTALS 925 677 42 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF August 2004 PAGE 2 Other Material Volumes Added Total Held \dult un-cataloged books 95 7,743 Children's un-cataloged 50 7,540 books Foreign Language un- 0 684 cataloged D nix Deposit to City Treasurer Main $8,496.42 Branch* Total $8,496.42 *Easton Closed Main and Easton Deposits Revolving Account Rental (Main) $ 236 Trustees Special Fund Photocopies (Main)** $ 824.60 **Easton Closed Estimated User Traffic 36,000 estimated Daily Average 1,200 estimated Community Room Adult* TOTAL MEETINGS HELD 10 240 Adult Library Programs Attendance Lectures, Film Series etc. 0 0 3ook Groups 2 30 Childrens and Young Adult Attendance Pre-school Story Time Toddler Story Time Bedtime StoryTime Class Visits Pre-school outreach 2 51 Total 2 51 Children's Reference Questions 1,363 Children's Directional Questions 489 Total 1,852 Easton Branch Closed for Remodel Internet User Sessions **Hour& 1/2 Hour Express Children's Total 6,724 2,227 457 9,408 **This includes both hour and half-hour Internet terminals. August 2004 Outreach Statistics Total Number of Outreach Patrons 20 Items Delivered 29 '3ooks 135 .Magazines 8 Videos 4 Books on Tape 0 Total Library Materials 147 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF SEPTEMBER 2004 Registered Borrowers Previous month's total #Added Total Registered Burlingame Adults 17,728 125 17,853 Burlingame Children 4,969 44 5,013 Hillsborough Adults 2,658 10 2,668 Hillsborough Children 1,371 9 1,380 Non-San Mateo Co. Borrowers 1,658 21 1,679 Totals 28,384 209 28,593 Circulation Activity Main Branch Adult Print Materials 20,444 0 Children's Print Materials 12,861 0 Audio/Visual Materials 11,010 0 Circulation Totals This month total Main 47,242 This month previous year 41,285 14.4%Increase **This month total Branch 0 This month previous year 2,451 -100% Decrease This month Grand Total 47,242 This month previous year 43,736 8% Increase '*Easton closed on September 29, 2003 Reference Activity Inter Library Loans Questions Directions Lent 2,473 Reference 2,804 267 Borrowed 2,352 Children's 1,344 359 TOTAL 4,825 Lower Level 1,544 1,577 Branch 0 0 TOTAL 5,692 2,203 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non Fiction 446 312 10 Children's Non Fiction 51 28 1 YA Non Fiction 0 0 0 Adult Fiction 281 201 2 Children's Fiction 189 64 31 YA Fiction 10 2 6 Cassettes Audio 4 4 0 Compact Discs 71 69 0 Videos 3 3 0 Children's Audio 0 0 0 Children's Video 0 0 0 Children's Compact Disc 11 0 0 OVD's 12 12 0 hildren's DVD's 3 0 0 OTALS 1,081 695 50 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF SEPTEMBER 2004 PAGE 2 Other Material Volumes Added Total Held Adult un-cataloged books 71 7,814 Children's un-cataloged 475 8,015 �. books Foreign Language un- 0 684 cataloged D nix Deposit to City Treasurer Main $9,500.43 Branch* Total $9,500.43 *Easton Closed Main and Easton Deposits Revolving Account Rental (Main) $167.25 Trustees Special Fund Photocopies (Main)** $732.35 **Easton Closed Estimated User Traffic 36,000 estimate Daily Average 1,200 estimate Community Room Adult* TOTAL MEETINGS HELD 10' 285 Adult Library Programs Attendance Lectures, Film Series etc. 1 25 Book Groups 2 25 Children's and Young Adult Attendance Pre-school Story Time 7 261 Toddler Story Time 9 661 Bedtime Story Time 0 0 Total Story Time Events 16 Total Story Time Attendance 922 Class Visits 2 85 Preschool Outreach 2 42 Total Class Visits 4 Total Class Visits Attendance 127 Children's Reference Questions 1,344 Children's Directional Questions 359 Total 1,703 Easton Branch Closed for Remodel Internet User Sessions **Hour& 1/2 Hour Express Children's Total 5,939 2,032 401 8,372 **This includes both hour and half-hour Internet terminals. August 2004 Outreach Statistics Total Number of Outreach Patrons 20 Items Delivered 34 gooks 165 lagazines 8 Videos 4 Books on Tape 0 Total Library Materials 177 BURLINGAME PUBLIC LIBRARY City Librarian's Report October 19, 2004 Easton Branch LibrM Opening Celebration a Success! After years of planning and a year of construction, the Easton Branch Library reopened to the public on October 2, 2004. More than 500 people attended the 3-hour opening celebration and dedication. Mayor Rosalie O'Mahony opened the festivities. Police Chief Jack van Etten led the flag ceremony along with 6 local boy scouts. Mary Herman, current President of the Board of Trustees, who was also President of the Trustees 7 years • ago when the main library opened, thanked the many donors to the project. Jane Dunbar, President of the Burlingame Library Foundation, also thanked the donors and the Foundation for their hard work in raising $ 230,000 for the project. Susan Hildreth, the newly appointed California State Librarian spoke of the history of Burlingame. California State Senator Jackie Speier, local resident, presented a Resolution from the State Senate regarding the Easton project and its positive impact on the community. Carolyn Power led a story hour for the children during the afternoon. Jim Stevens returned to play his guitar; Jim had played during the closing day festivities a year ago. �. Lemonade and cookies were served on the porch. As Senator Speier said in her remarks, it was a"Norman Rockwell day in Burlingame." Numerous Thank Yous There are too many people to thank for the successful completed project. Although the opening day program listed many who helped make the opening a success, numerous others helped make the vision become a reality. Over 200 community donors, 75 of whom gave over$ 1,000.00 to the project deserve thanks. The support of the City Council, City staff and Department Heads was very positive. I would also like to thank the Board of Trustees and the Library Foundation for your support during this busy time. Over 75 faux book spines, designed by Evans &Brown, were in place on opening day. These indicated 75 $ 250.00 donations to the library. This will be an ongoing fundraiser for the branch library. I am personally very proud of how this project was completed. The positive attitude of so many staff, friends and neighbors contributed to the success of the project. As we opened to the public the first week, we saw every seat filled and every computer workstation occupied. Children sat on the carpet to do their homework. Parents and children sat together on the sofa to read. Children and parents selected picture books in the new Lions Den. It really is a joy to see the facility made more usable and inviting. 48o Primrose Road•Burlingame•CA 940zo-4o83 1 Phone (650) 558-7474'Fax (6507342-6295 Easton Hours and Services My intention is to maintain the upgraded hours at Easton through this budget cycle and hopefully, if they are successful, hang on to them indefinitely. Two new story hours were begun at Easton last week, one in the morning and one in the evening. The first evening story hour had an attendance of 50! Obviously the word has leaked out. It was great to see so many Dads in the audience for the evening story times. Easton Staffing Easton staffing will be evaluated over this quarter. We have deliberately ramped up the staffing for these opening weeks, as there are so many things to get used to for staff and public. However, both staff and public are adapting well. We will be installing an Express Check(automated check out machine) in the next 6 weeks and this should help take some of the pressure off of the staff for check out. New Library Brochures, Bookmarks, Magnets Maryam Refahi and the library Public Relations committee have completed a series of revised brochures for the library. The new brochure will consist of a folder with separate inserts for: library account information; children's services; branch services; donor options; library foundation, etc. These are now at the printer. The new "hours"magnets have arrived and are popular with patrons at both libraries. They include library hours and phone numbers. Vendor Catalog and Processing �- There were a few glitches with the pre-processed Opening Day collection, which are being fixed by staff. All of the problems were with proper entry in the database. We feel the fix should be in place in the next week. Catching Up The next few months will be "catch up" for the library mangers and myself, due to the amount of time spent on the Easton project. Some behind the scenes tasks have been on hold during the construction. Projects to be completed include: complete technology upgrades at the main library; implement new express checks at main and branch; focus on collection development; renew of self-service/marketing efforts at main; add additional staff in children's services as budgeted; complete the final steps in the periodical evaluation project; and finalize Easton punch list and files. California Library Association Conference I will register Mary Herman and Pat Toft for the CLA conference November 12-15 in San Jose. I will also be attending. Any other Board members, who wish to attend, should let me know as soon as you can. Employee Achievement Awards The Employee Achievement Awards have been distributed to staff and are due back to Mary Herman by November 5th 2 Upcoming Events: • Thank You/Welcome Dinner for Trustees, October 24, 6 PM, Carol Rossi's home • Special Evening Halloween Story Hour, Monday, October 25, 7 PM • Burlingame Library Foundation Board Meeting,November 4, 4:30 PM • Veteran's Day Holiday, November 11, Closed • CLA Conference, San Jose,November 12-15 • Foundation/Friends Book Sale, November 13, 10 AM-5 PM • Library Board Meeting, Tuesday, November 16, 2004, 4:30 PM • Millbrae Library opens, Saturday, November 20 • Thanksgiving Holiday,November 24, Close 5 PM; November 25, Closed; November 26, Closed; November 27 &28, Regular hours. • Annual Holiday Program, December 3, 6 PM • Employee Recognition Dinner, Doubletree Hotel, Sunday, December 5 Alfred Escoffier City Librarian October 14, 2004 3