HomeMy WebLinkAboutAgenda Packet - LB - 2004.11.16 :'1URLINGAME PUBLIC LIBRARY BURLIIYGAME
Board of Trustees Agenda
November 16, 2004— 4.30pm Ge<� RPS
C L1�
480 Primrose Road - Library Conference Room
SUGGESTED ACTION
1. CALL TO ORDER
2. ROLL CALL
3. WARRANTS & SPECIAL FUND Approval
4. MINUTES Approval
5. CORRESPONDENCE AND INFORMATION Information
a. Statistics - Collections
6. FROM THE FLOOR (Public Comments)
7. REPORTS
a. City Librarian—Escoffier Information
b. Foundation Report—Escoffier Information
c. Public Art Committee Task Force—McCormack/Toff✓ Information
S. UNFINISHED BUSINESS
a. Employee Appreciation Dinner, December 5, 2004 - RossiDiscussion
9. NEW BUSINESS
V/a. Cancel December 21"Meeting Due to Lack of Official Business Discussion/Approval
,A. Change Date of January Meeting to January 11`h or January 25`h Discussion/Approval
''� Fiscal Statement Review (Duncan Trust Quarterly Report,Trustees Discussion/Approval
Special Fund Balance Report, Revolving Account Balance Report)
10. ANNOUNCEMENTS -;c
11. ADJOURNMENT Adjourn
BURLINGAME PUBLIC LIBRARY
Burlingame Public Library
Board of Trustees
Minutes
October 19, 2004
I. Call to Order
President Herman called the meeting to order at 4:30pm.
II. Roll Call
Trustees Present: David Carr, Mary Herman, Catherine
McCormack, Carol Rossi and Pat Toft
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
(Carr/Herman)
IV. Minutes
The Trustees unanimously approved the minutes of the September
�. 21, 2004 meeting with the correction that Katie McCormack is
assisting Carol Rossi with the Employee Appreciation Event.
M/S/C (Rossi/McCormack)
V. Correspondence and Attachments
The Trustees agreed to move discussion on Item 5a. and Item 5c.
to Item 9. New Business.
A. San Mateo County Literacy Statistics - The Trustees
discussed a memo on San Mateo County Library literacy program
statistics in city library service areas. The City Librarian noted
that Burlingame Public Library contributes to San Mateo Public's
program Project Read.
VI. From the Floor None
VII. Reports
A. City Librarian's Report - Highlights of Report
1. Easton Happenings - The two story hours at Easton
are in full swing with the first evening event having an attendance
of 50. Additional staffing has been sent to Easton for the first
month to help staff and patrons become acquainted with
procedures and technical equipment. Installation of the express
�-' check out machine is complete.
48o Pximrose Road•Burlingame•CA 940zo-4o83
Phone (650) 558-7474'Fax(650) 342-6295
2. Projects at Main - Staff will now begin work on
�. various projects that have been on hold due to the commitment to
open Easton on time. Complete technology upgrades at main,
installation of new express checks, collection development,
conclusion of the periodical evaluation project, and finalization of
the Easton punch list are a few of areas that will keep staff busy.
3. CLA Conference - Mary Herman, Pat Toft and Al
Escoffier will attend the conference on Saturday, November 13th.
B. Foundation Report
1. Financial Developments - The Foundation Board has
pledged to raise $50,000 a year for the Library. The Development
Committee under the guidance of Scott Nedwick, is working on a
business plan that will give the Foundation a broader base for its
fund raising projects. Forming a membership group is one of the
ideas under discussion.
2. Book Sale - Jim Cannon and Steven Hamilton,
co-chairs of the November 13th sale have had an excellent response
from active board members, as well as Advisory members to work
as volunteers. The sale hours will be 10:00am - 5:00pm.
3. Newsletter - The Newsletter is in the final draft stages
and will be mailed November 8th.
C. Public Art Committee Task Force - McCormack/Toft
The committee has had 2 meetings and is in the process of drafting
`- a policy that will provide concise guidelines for the City to use in
its acceptance of donated artwork and in commissioning an
artwork for a particular site in the City. The next meeting is
October 28th.
VIII. Unfinished Business
A. Gift of Bronze Statue to the Library - The Trustees agreed
to table agenda item (8a) regarding the acceptance of the bronze
statue in memory the late Mayor and Councilwoman Gloria Barton
to the Library until the Public Art Committee has completed the
policy and it has been approved by the City Council.
B. Employee Appreciation Event, December 5th
Trustee Rossi reported that the cost of the event will be $25.00 per
person. Invitations will be sent the second week of November.
IX. New Business
A. Utilization of PLS Resources - City Librarian, Al Escoffier,
discussed his memo to PLS Council in which he noted some of his
concerns about how budget cuts resulting in loss of service hours
and significant staff reductions may be affecting the cooperative
spirit of the PLS system in areas such as collection development,
equal offerings of service, open service hours and library use and
traffic.
Library Board of Trustee Minutes 2
October 19, 2004
1. Collection Development Policy - Burlingame Library
is now purchasing more copies of books and media, and fewer
titles due to patron requests. The City Librarian has determined
that our collection has the depth to proceed with this new policy.
2. Cluster Holds - Holds for popular items are now filled
for our patrons first. Users from other libraries will not be able to
place these popular items on hold but may come to the library to
pick the item up. The purpose of the change is to insure that our
patrons will be able to get the materials sooner. The Trustees
agreed with this policy and felt it would promote good will and
community support.
B. Budget for Employee Appreciation Dinner - The Trustees
agreed to table this item until the cost of the event is available.
C. Library Closure Schedule 2005 - The Trustees
unanimously approved the Library Closure Schedule for 2005.
M/S/C (Rossi/Carr)
X. Announcements
A. December Meeting - Trustee Herman requested that the
cancellation of the December 21 st meeting due to lack of official
business be included on the agenda for the November 16th
meeting.
B. City Holiday Program - The City is considering having the
�.. annual tree lighting and program at the train station. The Library
Holiday program will be held December 7th.
XI. Adjournment -
The meeting was adjourned at 6:OOPM. M/S/C (McCormack/Carr)
The next meeting of the Library Board of Trustees will be held
November 16, 2004 in the Library Conference Room.
Respectfully Submitted,
t2�"O
gv,/--
Alfred H. Escoffier
City Librarian
Library Board of Trustee Minutes 3
October 19, 2004
Data Report on Topics Selected for Library of Interest and Comparison Groups Page 1 of 2
site index I ED.gov National Center for Education Statistics Search NCES
' LibRARY STATkTiCS PROGRAM
_ t.y COMPARE Public LibRARiES
DATA TOOLS DATA FILES PUBLICATIONS CONTACT STAFF LIBRARY TYPES LIBRARY HOME
Select Library of Interest>Choose Comparison Group>Select Report Topics>View Report
Data Report on Selected Topics for Library of Interest and Comparison Group
View Averages
Click on a library name to view a standard report for that library.
Libraries by State Collection Expenditures per Capita ($)
BURLINGAME PUBLIC LIBRARY, CA $10.09
(Library of Interest)
California
DALY CITY PUBLIC LIBRARY $2.92
MENLO PARK PUBLIC LIBRARY $6.23
REDWOOD CITY PUBLIC LIBRARY $7.24
SAN BRUNO PUBLIC LIBRARY $4.27
SAN MATEO COUNTY LIBRARY $5.65
SAN MATEO PUBLIC LIBRARY $3.81
SOUTH SAN FRANCISCO PUBLIC $7.19
(� LIBRARY
Fiscal Year 2002 data from the Public Libraries Survey are used to generate report.
Note:
—See how per-capita values are calculated.
—See how averages are calculated.
—"N/A" means the data are not available; "D/S" means data were suppressed.
—Averages are not shown for salaries and staff expenditures data because of confidentiality
concerns.
—An asterisk (* ) by the library name means the library does not meet the FSCS definition for a
public library.
Start New Search
LACES • Register Now!18th Annual MIS Conference,2005
Headlines • New Training Seminar Announced for Early Childhood Longitudinal Study
• JUST RELEASED!A Decade of Undergraduate Student Aid
NCES Home I Publications I Surveys&Programs I Quick Tables&Figures I Data Tools
Search I Help I News Flash I NCES Staff I Contact NCES I Site Index
National Center for Education Statistics
Institute of Education Sciences,U.S.Dept.of Education
(map)1990 K Street,NW, Washington,DC 20006,USA,Phone:(202)502-7300
http://nces.ed.gov/surveys/libraries/publicpeer/varlist.asp 11/1/2004
Data Report on Topics Selected for Library of Interest and Comparison Groups Pagel of 2
site index ED.gov National Center for Education Statistics Search NCES
LibRARY STATISTiCS Pn0CjRaM
COMPARE Public LIBRARIES
I'm
0
DATA TOOLS DATA FILES PUBLICATIONS CONTACT STAFF LIBRARY TYPES LIBRARY HOME
Select Library of Interest>Choose Comparison Group>Select Report Topics>View Report
Data Report on Selected Topics for Library of Interest and Comparison Group
View-_Averac es
Click on a library name to view a standard report for that library.
Libraries by State Collection Collection Expenditures as
Expenditures per Percent of Total Expenditures
Capita ($) (%)
BURLINGAME PUBLIC LIBRARY_ _ CA $10.09 12.0%
(Library of Interest)
California
DALY CITY PUBLIC LIBRARY $2.92 13.2%
MENLO PARK PUBLIC LIBRARY $6.23 12.0%
REDWOOD CITY PUBLIC LIBRARY $7.24 9.9%
SAN BRUNO PUBLIC LIBRARY $4.27 10.8%
SAN MATEO COUNTY LIBRARY $5.65 12.2%
SAN MATEO PUBLIC LIBRARY $3.81 8.8%
SOUTH SA_N_ _FRANC_I-S-CO__PUBLIC $7.19 11.8%
LIBRARY
Fisca! Year 2002 data from the Public Libraries Survey are used to generate report.
Note:
—See how per-capita_values_are calculated.
—See how averages a-re_ca__Icu-lated_.
—"N/A" means the data are not available; "D/S" means data were suppressed.
—Averages are not shown for salaries and staff expenditures data because of confidentiality
concerns.
—An asterisk ( * ) by the library name means the library does not meet the FSC_Sd_efinitio_n for a
public library.
Start New Search
NCES • Register Now! 18th Annual MIS Conference,2005
Headlines • New Training Seminar Announced for Early Childhood Longitudinal Study
• JUST RELEASED!A Decade of Undergraduate Student Aid
NCES Home I Publications_ I Surveys&Programs I Quick Tables&Figures I Data Tools
Search I Help I News Flash I NCES Staff I Contact NCES I SiteIndex
National Center for Education Statistics
http://nces.ed.gov/surveys/libraries/publicpeer/varlist.asp 11/1/2004
BURLINGAME PUBLIC LIBRARY
City Librarian's Report
November 16, 2004
Library Use Up 39%
The Easton Branch circulation is on the rise with figures on the first month's operations
now available. Circulation more than doubled over the same month last year. We are at
nearly 5,000 items circulated for October 2004.
Overall circulation at main and branch is up 19% over the same month last year. When
we figure that last September was 20% over the year previous, we are up 39% for the
two-year period.
Children's summer reading club statistics are at an all time high with nearly 1,000
children enrolled in the preschool, school age, and teen programs this summer. This is
almost 20% of the eligible children in Burlingame. This is a very high figure.
Overall patron registration is 28, 831, or 81% of our service area residents (Burlingame
and 2/3 of Hillsborough) are registered borrowers. This is much higher than the local or
national averages for public library use.
Staff is keeping pace as best they can; though there is certainly a fatigue factor at public
service desks. Help is on the way with the two new express check machines to be
installed at main shortly. The Easton Express check is up and running and is a very slick
operation.
Foundation Re ort
The Burlingame Library Foundation met last month and among the highlights of their
meeting was an announcement of receipt of an anonymous donation of$ 25,000.00! The
money is to be used for Library purposes and will be administered by the Foundation.
Book Sale in November
In other news, Jim Cannon and Stephen Hamilton are co-chairing the Library Book Sale
scheduled for Saturday, November 13, 2004. We wish them well in this new endeavor
and thank them very much for co-chairing the event. And we thank the many volunteers
for their service in making this sale happen.
Foundation Wish List
The Foundation has asked for a wish list of things needed by the library. I am preparing
the list. It will include upgrades for noise control on the main level. Replacement and re-
upholstery of furniture, etc.
48o Primrose Road•Burlingame•CA 94010-4083 1
Phone (650) 558-7474'Fax(650) 342-6295
Foundation Membership Proposal
I am working with Scott Nedwick and the Foundation Development committee to
develop a membership component to the Foundation. This would take the place of the
Friends of the library membership from years past. We feel there would be an audience
for a membership type structure much like museums have. It would raise a baseline of
funds for the Foundation and provide a potential volunteer network. We will be working
on this proposal to bring back to the Foundation Board.
Easton Branch Library
The Easton Branch is moving along well. Staffing is settling in, with staff from the main
library taking shifts at Easton. The cross training and mix of staff is working well. The
public likes the evening hours. The story hours, one Wednesday morning and one
Thursday evening, are very popular.
Children's Room Upgrades
The marketing team has come up with some upgrades to improve service in the
Children's room. Children's media has been moved up from the Lower Level to the
Children's room. This move is much appreciated by library users, as all the children's
material is in one room.
Display units have been installed on the low shelving in the children's room to display
books conveniently for patrons and to encourage them to check items out. The display
units allow children's materials to be displayed"face out"which enhances use.
Upcoming Events:
• 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
November 9, 2004
2
Peninsula Community Foundation 1012
Roger and Jean Hunt Duncan Fund
peninsula* Fund Activity Statement
ltt't'it -t fdafi� July 1, 2004 through September 30, 2004
Prepared for: Mr. Alfred H. Escoffier
Burlingame Public Library
480 Primrose Road
Burlingame, CA 94010-4083
-Fund Activity
Q-T-D
Beginning Balance $ 921,622.04 $ 1,035,855.02
Contributions 0.00 0.00
Investment Income 2,974.17 7,781.73
Gain/Loss on Gifted Securities 0.00 0.00
Gain/Loss on Investments (4,213.11) 29,236.31
Interfund Contributions 0.00 0.00
Other Income 0.00 0.00
Grants 0.00 (150,000.00)
Interfund Grants 0.00 0.00
Administration Fees (1,134.92) (3,624.88)
Other Expenses 0.00 0.00
Ending Balance $ 919,248.18 $ 919,248.18
Grants Payable $0.00
Balance Available for Grants $220,762.00
Investment Allocation---
Asset
llocation Asset Allocation Per Agreement:
PCF Endowment Pool 100.00%
--Comments---
For questions, please call Kara Coyle, Controller, or Vera Bennett, Senior V. P. & CFO at 650.358.9369.
**Asset allocations:
FIXED INCOME POOL-- 50%Vanguard Short-Term Corporate (VFSUX), 50% PIMCO Total Return (PTTRX)
EQUITY POOL --25%Vanguard Institutional Index (VINIX), 22% Jennison Institutional Growth Equity Fund,
16% Rice Hall James Small/Mid Cap (RHJMX), 22%American Funds Washington Mutual (AEPGX), 15%
American Funds EuroPacific (AWSHX)
SOCIALLY RESPONSIVE POOL--65% Calvert Social Investment Equity Fund (CEYIX), 35% PIMCO Total
Return III Institutional Fund (PTSAX)
Trustees Special Fund Balances Report
As of 11/10/04
11/10/04 Page 1
11/10/04
Account Balance
Bank Accounts
Burlingame Bank and Trust 600.00
Cell Phone 240.00
Donations - Children 250.00
Donations-Misc 9,904.41
Dougherty (Diane) Fund 0.00
Duncan- Misc 1,355.64
Duncan-Audio Visual 10.76
Duncan-Fine Arts 4,000.00
Ellis Memorial 340.00
Farrell (Julia) Fund 5,698.06
Fricke (Alice) Fund 465.64
Gottlieb (Ruth) Fund 125.00
Interest 15,782.09
Jackson (Dorothea) Fund 10,000.00
Karp Fund 200.00
Lechich (George Paul) Fund 0.00
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 5,221.81
Poulton Memorial Fund 110.00
Schmidt (Mary Jane) Fund 1,565.00
Schroeder (Alice) Fund 1,215.00
Shinnyo-En USA Fund 812.78
Trixler (John Thomas) Fund _ 2,210.00
Xerox Fund 27,472.48
TOTAL Bank Accounts 90,463.67
OVERALL TOTAL 90,463.67
Revolving Account Balances Report
(Includes unrealized gains)
As of 11/10/04
11/10/04 Page 1
11/10/04
Account Balance
ASSETS
Cash and Bank Accounts
Atkinson Fund 0.00
Books On Tape 5.51
Children's Reading Club 158.77
Delgado Fund 0.00
Duncan Trust-Internet 0.00
Easton 0.00
Flood Damages Fund 0.00
Friends of the Library 9,535.57
Henzel (Bonnie) Fund 0.00
Land's End -140.29
Large Print Books 27.53
Manini (David) Fund 1,813.00
Moose (Gladys) Fund 100.00
Peninsula Community Foundation 0.00
PLS Video -252.04
Postcard Sales 583.26
Programming 19.60
Rental Fund 4,418.81
SMCU Refund 0.00
Staff Education -LSTA 126.00
Staff Recognition 34.41
Stone (Dan) Memorial Lecture Fund 437.11
Veech Fund 826.95
Volunteer Program 495.22
Writers Club 150.00
TOTAL Cash and Bank Accounts 18,339.41
TOTAL ASSETS 18,339.41
LIABILITIES 0.00
OVERALL TOTAL 18,339.41
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2004
egistered Borrowers Previous month's total #Added Total Registered
Burlingame Adults 17,853 127 17,980
Burlingame Children 5,013 64 5,077
Hillsborough Adults 2,668 17 2,685
Hillsborough Children 1,380 6 1,386
Non-San Mateo Co. Borrowers 1,679 24 1,703
Totals 28,593 238 28,831
Circulation Activity Main Branch
Adult Print Materials 21,060 955
Children's Print Materials 11,781 2,453
Audio[Visual Materials 11,253 1,089
Circulation Totals
This month total Main 47,391 This month previous year 43,490 9.0%1
**This month total Branch 4,886 This month previous year 110 4,341.8%1
This month Grand Total 52,277 This,month previous year 43,600 19.0%1
*Easton Open October 2, 2004
Reference Activity Inter Library Loans
Questions Directions Lent 2,489
Reference 3,133 245 Borrowed 2,591
Children's 1,680 826 TOTAL 5,080
Lower Level 1,509 1,521
Branch 728 381
TOTAL 7,050 2,973
Collections Main Titles Volumes Main Titles Added Branch Volumes Added
Adult Non Fiction 365 235 6
Children's Non Fiction 7 1 0
YA Non Fiction 0 0 0
Adult Fiction 203 137 12
Children's Fiction 38 9 9
YA Fiction 4 4 0
Cassettes Audio 0 0 0
Compact Discs 33 30 0
Videos 17 14 0
Children's Audio 0 0 0
Children's Video 0 0 0
Children's Compact Disc 26 0 0
WD's 39 34 0
:hildren's DVD's 0 0 0
TOTALS 732 464 27
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2004
PAGE 2
Other Material Volumes Added Total Held
Adult un-cataloged books 266 8,080
'hildren's un-cataloged 0 8,015
ooks
Foreign Language un- 0 684
cataloged
D nix Deposit to City Treasurer Main $8,504.25
Branch* 598.92
Total $9,103.17
**Easton Opened October 2, 2004
Main and Easton Deposits Revolving Account Rental (Main) $132.00
Trustees Special Fund Photocopies (Main)** $727.10
Estimated User Traffic Main 39,000 estimated)*** Daily Average Main 1,300 (estimated)***
Estimated User Traffic Easton counter not installed Daily Average Easton counter not installed
*** People counter not working properly; replacement ordered and will be installed November 16 .
Community Room Adult*
TOTAL MEETINGS HELD ' 11 292
Adult Library Programs Attendance
Lectures, Film Series etc. 0 0
Book Groups 2 30
Children's and Young Adult Attendance
Pre-school Story Time 10 287
Toddler Story Time 8 570
Total Story Time Events 18 Total Story Time Attendance 857
Special Program Halloween Story Time 120
Teen Program "It's Alive Magic Workshop 8
Class Visits 0 0
Preschool Outreach 4 153
Total Class Visits 7 Total Class Visits Attendance 250
Children's Reference Questions Main 1,680
Children's Directional Questions Main 826
Total 2,506
Easton Story Times &Special Programs Attendance Questions Easton
Preschool 4 210 Reference 728
Toddler 4 177 Directional 381
Total Programs 8 Total Attendance 387 Total 1,109
Class Visits 3 97 71
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2004
PAGE 3
Easton Internet Usage
User Sessions 1 494
Internet User Sessions
**Hour& 1/2 Hour Express Children's Total
5,875 1,980 380 8,235
**This includes both hour and half-hour Internet terminals.
October 2004 Outreach Statistics
Total Number of Outreach Patrons 20
Items Delivered 26
Books 108
Magazines 8
Videos 4
Books on Tape 2
Paperbacks 6
Total Library Materials 128
• City of Burlingame - Art in Public Places Policy
eYRUNGAME November 8, 2004
� ro ose
I PURPOSE
Since public art is a cultural reflection of a community and its people, it is important that procedures be in
place for the acquisition and acceptance of art in the city of Burlingame. The purpose of this policy is to
serve as a guide when considering aspects of public art, such as
A Selection and acceptance of donated or loaned artwork,
B Placement or site selection,
C Funding projected maintenance, and
D Deaccessioning or removal of artwork
Changes to this Public Art Policy shall be directed,by Council, for review to a task force comprised of
two (2)Beautification Commissioners,two (2) Library Board members and two(2)Parks&Recreation
Commissioners.
II DEFINITIONS
Art that is intended to enrich the public environment for both residents and visitors shall be referred to in
this policy. All art shall include,but not be limited to, sculptures, murals, paintings, graphic arts, mosaics,
photography, crafts, mixed media, and environmental works. It shall include all artwork that is to be
displayed for a long period of time in a publicly owned or leased facility or park, or a publicly owned or
leased open space.
In this policy,Appropriate Commission refers to the City Commission whose sphere of influence is most
closely associated with the facility or site in question. For example, the Parks & Recreation Commission
will review applications for placement at park facilities or recreational buildings; the Library Board will
review applications for placement at Library property; and the Beautification Commission will review
applications for other City property.
III SELECTION/ACCEPTANCE PROCESS
When reviewing works of art for loan or gift to the collection, the Council and responsible department(s)
shall consider whether:
A The artwork is
1. Thought provoking, memorable and enduring and shall reflect the diverse social,
cultural, and historic values of the City
2. Appropriate in terms of scale, form, content, and the environment
3. Durable relative to theft,vandalism and the environment
4. Acknowledges and is sensitive to the importance of the contributions by local and
regional artists to the City of Burlingame's art program
B The City already owns sufficient examples or better examples of this type of object or the
objects by a particular artist in a particular style
C The City has the facilities and resources necessary to properly care for and safe keep the
object. The City has limited facilities and must consider the cost of processing, insuring,
and maintaining the new artwork.
D Whether the Commission has been advised that the artist or donor is prepared to execute a
contract or other document which, in the estimation of the City Attorney and City
Manager, protects and serves the fiscal and other interests of the City in connection with
the acquisition or donation of the artwork proposed for display in a public area.
IV SITE SELECTION
When selecting sites for works of art for loan or gift to the collection, the Council and responsible
department(s) shall consider::
`- A Whether the artwork can be properly installed, placed to be seen, and displayed with patron
safety in mind
B Compatibility of design and location within unified design character or historical character
of site, preservation and integration of natural features of the project
C Site design including landscaping, drainage, grading, lighting and seating considerations
D Environmental impacts such as noise, sound and light
E Public accessibility to the artwork, particularly handicapped areas
F Impact on adjacent property owner's views
G Impact on operational functions of the City
V FORM OF RECOMMENDATION TO COUNCIL,
Applications to donate artwork to the City will be made to the City Manager's office and will be routed to
the Appropriate Commission. The Commission will consider the Commission recommendation, the
criteria above, including written documentation, and, after a 30-day review period, will conduct a public
hearing before making a recommendation to the City Council. The notice of the proposed public art will
be published in the local newspaper at least fifteen (15) days before the end of the review period and will
be delivered to property owners who live within 300' and are in view of the artwork. The documentation
of the proposed public art will be available for review at the City Manager's office during this period.
At least three (3) members of the City Council must vote affirmatively in order to approve the decision.
The City Manager will notify donors of the City Council's decision. The notification, if donation is
approved, will include a description of the location where the art will be placed.
VI MAINTENANCE OF ART IN PUBLIC PLACES:
The City Clerk shall maintain detailed records of all artworks acquired. The records shall include all
items outlined in the application attached to this policy.
The work of art will be maintained in good condition and insurance and indemnification will be provided
as is appropriate by the City department housing the artwork. Staff will take into account the donor's or
artist's recommendation for the appropriate method of maintenance for each work of art.
It shall be the responsibility of the Appropriate Commission to:
A Provide for the regular inspection of public artworks
B Ensure that all maintenance of public artworks is completed with the highest standards of
professional conservation
C Report on the location and condition of each artwork to the City Council each October,
including recommendations for the restoration, repair, or maintenance of artworks, and
estimated costs
In the event repair, alteration, or refinishing of the artwork is required, the City shall first give the artist
the opportunity to do the work for a reasonable fee. In the event the artist is unable or refuses to do the
work for such a fee, the City may proceed to contract for the work with another qualified artist.
VII REMOVING(DEACCESSIONING)ARTWORK
Artwork may be removed from the City of Burlingame's art collection following review by the
Appropriate Commission if:
`- A The artwork's physical or structural condition poses a threat to public safety.
B The artwork requires excessive maintenance, has faulty design or workmanship, and repair
or remedy is impractical or unfeasible.
C The artwork has been damaged and repair or remedy is impractical or unfeasible.
D The condition or security of the artwork cannot be reasonably guaranteed.
E Significant changes in the use, character or design of the site have occurred which affects
the integrity of the artwork.
F Significant, adverse public reaction has continued unabated over an extended period of
time
G Removal is requested by the artist or donor.
Removal should be a seldom-employed action that operates with a strong presumption against removing
works from the collection. Removal will be undertaken only in extreme circumstances, and primarily
when the condition of the artwork makes conservation impossible for technical or financial reason.
Removal Procedures
Prior to removing artwork, the Appropriate Commission shall prepare a written report for each object it
recommends to be removed. The report shall include:
A Title, artist medium, dimensions, and present location of the artwork
B The origin/source of the artwork
C Slide(s) and/or photograph(s)of the artwork
D Report on the condition of the artwork
�.- E Estimated value of the artwork
F Justification for disposal of the artwork
G Recommendation for method of disposal of the artwork
A copy of this report shall be distributed to each member of the Appropriate Commission for review at
least one month prior to the meeting at which the removal of the work will be considered. Each member
of the Appropriate Commission shall physically inspect the work and the Commission shall conduct a
public hearing before voting on whether or not to remove the artwork.
A report of the decision will be given to the City Council who will also conduct a public hearing prior to
consideration of removal. Prior to the Council's public hearing, staff shall make a reasonable effort to
locate the donor or his/her heirs, advising them in writing of the City's consideration to remove the
artwork, giving reasons for their decision.
Disposal of artwork shall be handled in accordance with City procedures for removal of surplus property.
VIII ON-LOAN POLICIES
The City Council may wish to accept donated artwork to the City for display on a temporary basis.
Policies in addition to those listed in this document should be developed prior to the acceptance of
artwork on a temporary basis.
IX FUNDING FOR ART IN PUBLIC PLACES
The City of Burlingame shall establish a special reserve account designated as the Art in Public Places
Fund. This reserve account shall be credited annually, with funds allocated by the City through the
�-- budgetary process and monies received through donations or grants or otherwise obtained. The fund is to
be maintained and administered by the City's Finance Director.
This account shall be used for the maintenance of public art. Expenditures of funds may include, but are
not limited to, the following uses: costs associated with the transportation, installation, insurance,
maintenance, repair, or restoration of artwork, and any costs to administer the art in Public Places
program or purchase objects necessary for the proper presentation of the artwork.
If individuals, entities, or groups donate undesignated funds to the Art in Public Places Program, the funds
shall be deposited into the Art in Public Places Fund. The City Manager shall direct an Appropriate
Commission to be designated the funds for either the maintenance or purchase of artwork.
X PUBLIC ART PROPOSAL
Any person wishing to donate artwork to the City of Burlingame must complete a Donation of Public Art
Application, available in the City Manager's office.
The application and accompanying materials shall include the following:
A Photo,plans, model or other representation of proposed artwork
B Proposed location of the artwork
C Statement of reason for donation
D Description of the artwork, including dimensions, weight, finish, and color, and system for
�— mounting or displaying the artwork
E Any special maintenance, mounting or display requirements
F Artist biography
G Statement of the approximate value of the proposed donation
H Signage proposed for the artwork, including size, lettering and material
(Note: signage shall be limited to the artist's name, title, and date of work, and where
appropriate, a dedication. The name of the donor or lender may be part of the installation)
a
City of Burlingame's
Donation of Public Art Application
�- I DRAFT
Project Name
Proposed Location/Address
Proposed by
Phone Email
Address City Zip
Reason for donation
Artist Name
Phone Email
Address City Zip
L. Description of Artwork(Include finish and color)
Approximate Weight Approximate Dimensions
System for Mounting of Displaying Artwork
Maintenance,Mounting or Display Requirements
Approximate Value: $
Please attach
• Photo, plans, model or other representation of proposed artwork
• Artist biography
0 Signage proposed for the artwork, including size, lettering and material