HomeMy WebLinkAboutAgenda Packet - LB - 2005.01.11 URLINGAME PUBLIC LIBRARY '(BURLINGAME
Board of Trustees Agenda _ a
January 11, 2005— 4.30pm
480 Primrose Road—Library Conference Room c L'BR
SUGGESTED ACTION
1. CALL TO ORDER
2. ROLL CALL
3. WARRANTS & SPECIAL FUND Approval
4. MINUTES Approval
5. CORRESPONDENCE AND INFORMATION Information
a. November 2004 Statistics
b. Letter: Peninsula Girls Chorus
c. Letter: To Alois J. Strnad from the City Librarian
d. FAQ: What is Happening to my Library
e. Budget Document
f. Memo: To Randy Schwartz from Ro Logrippo Spinelli
g. Article: Gloria Barton
h. Art in Public Places Policy
i. CALTAC
6. FROM THE FLOOR (Public Comments)
7. REPORTS
tea. City Librarian—Escoffier Information
b. Foundation Report—Escoffier Information
c. Budget Status Information
8. UNFINISHED BUSINESS
a. Public Art Acceptance - Location / Discussion/Approval
9. NEW BUSINESS
a. CALTAC Renewal Discussion/Approval
b. Donation of$25,000 for Easton Project Close-out 3&, Discussion/Approval
10. ANNOUNCEMENTS
ADJOURNMENT Adjourn
BURLINGAME PUBLIC LIBRARY
Burlingame Public Library
�-' Board of Trustees
Minutes
November 16, 2004
I. Call to Order
President Herman called the meeting to order at 4:45pm.
II. Roll Call
Trustees Present: David Carr, Mary Herman, and Pat Toft
Trustees Absent: Katie McCormack and Carol Rossi
Staff Present: Al Escoffier, City Librarian
Sidney Poland, Recorder
III. Warrants and Special Funds
The Trustees unanimously agreed to approve the warrants. M/S/C
(Toft/Carr)
IV. Minutes
The Trustees unanimously approved the minutes of the October
19, 2004 meeting. M/S/C (Toft/Carr)
V. Correspondence and Attachments
Correspondence and Attachments were duly noted but did not
require discussion.
VI. From the Floor None
VII. Reports
A. City Librarian's Report - Highlights of Report
Circulation Easton and Main - 5,000 items circulated at Easton
in October; circulation at the Main library has increased 19% over
October 2003 figures. Registration figures are also on the rise.
The number of registered borrowers, including both Hillsborough
and Burlingame, is 28,831. This figures is higher than local or
national averages for public library use.
B. Foundation Report
1. Financial Developments - President Dunbar
announced, at the November meeting, that the Foundation was the
recipient of a $25,0000 anonymous donation.
2. Book Sale - The book sale grossed approximately
$2,000. Co-Chairs Stephen Hamilton and Jim Cannon were
pleased with the support they received from the volunteers.
48o Primrose Road•Burlingame•CA 940zo-4o83
Phone (650) 558-7474'Fax (650) 342-6295
3. Wish List - The Foundation has asked for a "Wish
List" of items that the Library staff would like the Foundation to
�- fund. Items to be included are upgrades for noise control on the
main level, upholstering the chairs in the Conference Room, and
upgrading the projector and audio equipment in the Lane Room.
4. Membership Proposal - Scott Nedwick, of the
Development Committee, is working on a business plan that will
have the potential to create a membership base. Trustee Carr
recommended that the guidelines for non-profit organizations be
reviewed to determine what criteria, if any, exists with regard to
the required percentage of non-member donations. It is often the
case that the membership cannot be the main funding source.
C. Public Art Committee Task Force - Pat Toft
Trustee Toft reviewed the final draft of the "Art in Public Places
Policy". The policy will be presented to the City Council for
approval on December 6, 2004.
VIII. Unfinished Business
A. Employee Appreciation Dinner, December Sth - Rossi
All arrangements for the event are in place. This year all
employees will receive a gift in recognition of their hard work and
continued commitment to the Library.
IX. New Business
A. Cancellation of December 21, 2004 Meeting - The
Trustees unanimously passed a motion to cancel their December
21, 2004 meeting due to lack of official business. M/S/C
(Carr/Toft)
B. Date Change for January Meeting - The Trustees
unanimously passed a motion to change the January 2005
meeting date to January 11, 2005. M/S/C (Carr/Toft)
C. Fiscal Statement Review - The Trustees unanimously
agreed to accept the review of the fiscal statements which include
the Duncan Quarterly Report, Trustees Special Fund Balance, and
the Revolving Fund Balance Report. M/S/C (Toft/Carr)
X. Announcements
XI. Adjournment - The meeting was adjourned at 5:30PM. M/S/C
(Carr/Toft) The next meeting of the Library Board of Trustees will
be held January 11, 2005 in the Library Conference Room.
R e4Hs
u mitted,
A fr d ' ier
City Librarian
Library Board of Trustee Minutes 2
November 16,2004
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF NOVEMBER 2004
Registered Borrowers Previous month's total #Added Total Registered
Burlingame Adults 17,980 118 18,098
Burlingame Children 5,077 42 5,119
Hillsborough Adults 2,685 17 2,702
Hillsborough Children 1,386 7 1,393
Non-San Mateo Co. Borrowers 1,703 20 1,723
Totals 28,831 204 29,035
Circulation Activity Main Branch
Adult Print Materials 20,946 905
Children's Print Materials 11,774 2,172
Audio/Visual Materials 12,129 927
Circulation Totals
This month total Main 48,277 This month previous year 42,131 14.6% increase
**This month total Branch 4,402 This month previous year 23 9039% Increase
This month Grand Total 52,679 This month previous year 42,154 24.0% increase
**Easton Open October 2, 2004
Reference Activity Inter Library Loans
Questions Directions** Lent 2,188
Reference 3,327 113 Borrowed 2,747
Children's 1,794 788 TOTAL 4,935
Lower Level 1,283 1,451
Branch 424 364
TOTAL 1 6,828 1 2,716
** Directional figures represent only the first 15 days of November for reference.
Collections Main Titles Volumes Main Titles Added Branch Volumes Added
Adult Non Fiction 346 239 13
Children's Non Fiction 64 34 12
YA Non Fiction 0 0 0
Adult Fiction 214 120 24
Children's Fiction 114 60 19
YA Fiction 3 3 3
Cassettes Audio 1 1 0
Compact Discs 39 30 0
Videos 0 0 0
Children's Audio 0 0 0
Children's Video 0 0 0
Children's Compact Disc 1 0 0
DVD's 51 39 4
,hildren's DVD's 4 0 0
Li OTALS 837 526 75
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF NOVEMBER 2004
PAGE 2
Other Material Volumes Added Total Held
Adult un-cataloged books 116 8,196
Children's un-cataloged 0 8,015
books
Foreign Language un- 0 684
cataloged
D nix Deposit to City Treasurer Main $8,611.42
Branch* $ 413.90
Total $9,025.32
Main and Easton Deposits Revolving Account Rental Main $121.50
Trustees Special Fund Photocopies(Main)** $647.25
Estimated User Traffic Main 29,489 Daily Average Main 1,092
Estimated User Traffic 15 days Easton 2,149 Daily Average Easton 143
Community Room Adult
TOTAL MEETINGS HELD '12 400
Adult Library Programs Attendance
Lectures, Film Series etc. 0 0
Book Groups 2 30
Book Sale 1 day 200
Children's and Young Adult Attendance
Pre-school Story Time 9 365
Toddler Story Time 6 321
Total Story Time Events 15 Total Story Time Attendance 686
Special Program Waldon Marionettes 125
Class Visits 0 0
Preschool Outreach 5 110
Total Class Visits 5 Total Class Visits Attendance 110
Children's Reference Questions Main 1,794
Children's Directional Questions Main 1,008
Total 2,802
Easton Story Times &Special Programs Attendance Questions Easton
Preschool 3 120 Reference 424
Toddler 2 98 Directional 364
Total Programs 5 Total Attendance 218 Total 788
Class Visits 3 91
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF NOVEMBER 2004
PAGE 3
Easton Internet Usage
User Sessions 410
Internet User Sessions
"Hour& 112 Hour Express Children's Total
5,744 1,950 350 8,044
"This includes both hour and half-hour Internet terminals.
October 2004 Outreach Statistics
Total Number of Outreach Patrons 20
Items Delivered 30
Books 112
Magazines 10
Videos 6
Books on Tae 0
Paperbacks 0
Total Library Materials 128
phone 650 347-6351
fax 650 342-4874 December 17, 2004
www.peninsulagirlschorus.org
1443 Howard Avenue
Burlingame, CA 94010 Cathy Somerton
BURLINGAME PUBLIC LIBRARY
Catherine Doyle Wesolek 480 Primrose Road
Founder and Artistic Director Burlingame, CA 94010
Dear Cathy:
Many thanks for once again inviting the Peninsula Girls Chorus to
perform at the Burlingame Library as part of your holiday festivities.
The girls had so much fun performing there. We loved the flyers your
very talented designer created! And, we appreciated the change in
schedule this year, which allowed us to sing on a Tuesday evening,
which is our regular rehearsal evening.
We also appreciated how wonderfully everything was organized
and how smoothly the entire performance went. Kudos to you and
your wonderful staff! Wishing you all the happiest of holidays-
Regards,
AatherinDoyle Wesolek
Founder & Artistic Director
Peninsula Community Foundation 1012
Roger and Jean Hunt Duncan Fund
peninsula Fund Activity Statement
rommunityfoundation October 1, 2004 through December 31, 2004
Prepared for: Mr. Alfred H. Escoffier
Burlingame Public Library
480 Primrose Road
Burlingame, CA 94010-4083
—Fund Activity- ---
Q-T-D Y-T-D
Beginning Balance $ 919,248.18 $ 1,035,855.02
Contributions 0.00 0.00
Investment Income 6,136.65 13,918.38
Gain/Loss on Gifted Securities 0.00 0.00
Gain/Loss on Investments 58,040.34 87,276.65
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 (1,175.69) (4,800.57)
Other Expenses 0.00 0.00
Ending Balance $ 982,249.48 $ 982,249.48
Grants Payable $0.00
Balance Available for Grants $220,762.00
Investment Allocation
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 Short-Term Investment-Grade (VFSIX), 22% Jennison Institutional Growth
Equity Fund, 16% Rice Hall James Small/Mid Cap (RHJMX), 11%American Funds Washington Mutual
(AWSHX), 15% American Funds EuroPacific (AEPGX), 11% Dodge & Cox Stock Fund (DODGX)
SOCIALLY RESPONSIVE POOL --65% Calvert Social Investment Equity Fund (CEYIX), 35% PIMCO Total
Return III Institutional Fund (PTSAX)
1012
peninsula
community foundation
January 31,2005
Mr. Alfred H. Escoffier
Burlingame Public Library
480 Primrose Road
Burlingame, CA 94010-4083
Dear Al,
On behalf of the PCF Board of Directors and staff, I extend to you and your family our heartiest greetings
for the New Year of 2005. Enclosed is your fund statement for the last quarter of 2004. While 2004 was
filled with many accomplishments and experiences,the tragic earthquake and tsunami in South Asia are
top of mind. In the face of such a widespread catastrophe,the immediate responses by individuals and
governments around the world have been truly inspirational. Here in the United States alone, our
citizenry has donated more than $550 million toward the relief efforts.
PCF has joined the efforts as well. Within 24 hours of the news,we established the South Asia Disaster
Relief Fund. Donors immediately began contributing funds and, as of today,the Fund has raised more
than$370,000 from over one hundred individuals, families and corporations. We know that many of you
gave directly to specific relief agencies, and our funds are being distributed to CARE, Give2Asia, OxFam
America,the Red Cross and UNICEF. At the heart of philanthropy is how caring people respond to
the bad news affecting others. As a result,hope and the promise of healing are reborn.
We are grateful for so many acts of charity last year. Thanks to you, PCF grantmaking reached a new
historical high,totaling$88 million and surpassing the$65 million granted in 2000! Total gifts to the
Foundation reached an amazing$133 million,our second best year ever.
These numbers reflect a dynamism and vitality that is illustrated in many of 2004's events and
achievements. Many of our donors enjoyed two enlivening donor salons that were added to our core
offering of Venture Van tours. An Artist Residency Program for local artists, funded in partnership
with the Hewlett,Irvine and Ford Foundations was established. Our fourth Social Venture Fund,
"Fostering the Future,"was launched with a$1 million anchor grant from our Community Endowment
to improve the services and outcomes for local teenagers in the foster care system.
Our support of San Mateo County's Children's Health Initiative achieved continued success,including
providing health insurance to more than 5,000 children through the Healthy Kids program. Advocates of
children's issues are now promoting it as the model for a statewide initiative.
We catalyzed the local replication of Citizen Schools, a promising national after-school program,at a
Redwood City middle school by bringing together the national partner with a local nonprofit and securing
funding of$500,000 from a PCF Donor Advisor. We assisted another donor in launching a$1 million
campaign to develop clean water systems in four rural villages in India.
Peninsula Community Foundation TEL 650.358.9369
1700 South EI Camino Real,Suite 300 FAx 650.358.9817
San Mateo, California 94402-3049 wee www.pcf.org
With the addition of 700 new childcare classrooms, our Raising A Reader program has now been adopted
by 72 affiliates in 23 states,the District of Columbia and four countries. Today over 23,000 children carry
their book bags home to share books and stories with their parents.
To celebrate the fifth anniversary of our Center for Venture Philanthropy(CVP),we published
"Defining Virtue"to describe key elements and to document results. CVP was one of six case studies
profiled in the Venture Philanthropy Partners' High Engagement Philanthroj2 yearbook, and we made
two major presentations at the national Venture Philanthropy Summit held at Stanford.
Many of you may have noticed that in November we began a year-long celebration of PCF's 40 Years of
Impact. We started by giving surprise birthday presents of$4,000 to ten nonprofits. In 2005,we'll
continue to reflect on our history and celebrate the long-term impact our work has had on our community.
These stories and so many more demonstrate the exciting creativity and philanthropic momentum that
continues to build at Peninsula Community Foundation. In the coming year we hope to launch a new
Civic Engagement Initiative and report to you on the results of an in-depth Grantee Perception
Survey recently conducted for us by the Center for Effective Philanthropy.
And, as ever,we expect the unexpected. We know in the coming year you will challenge us with new ideas,
inspire us with dreams to improve our community, and ask us for advice and assistance in tackling new and
old issues. We thrive on such partnerships and thank you for all these opportunities to collaborate.
We look forward to working with you in 2005.
Sincerely,
Ster eim
President
P.S. With the New Year comes our renewed commitment to getting to know you better and to establishing
clear lines of communication. To this end, I'm enclosing a copy of our charitable interest survey. If you
would kindly complete and return it to us,we would be most grateful—it is a helpful tool for us in terms of
knowing how we might best be able to work with you. You may have completed one for us years ago, but
we want to make sure we have the most up-to-date information as to your needs.
Equally as important,we would like to know your email address(if we don't have it already)so that we can
correspond with you in this manner. The Foundation is using email as a way to share late-breaking news,
invitations to events and our enewsletter for fundholders. Please feel free to email Amy Park
(apark@pcf.org)with this information or simply write your email address on page one of this letter and
return>t via fax to 650.358.0300
Peninsula Community Foundation TEL 650.358.9369
1700 South EI Camino Real, Suite 300 rnx 650.358.9817
San Mateo, California 94402-3049 WEB www.pcf.org
BURLINGAME PUBLIC LIBRARY
December 22, 2004
Alois J. Strnad
554 Edgewood Road
San Mateo, CA 94402
Dear Mr. Strnad:
RE: Your Query Regarding our Collection Development Policy
Thank you for your recent letter regarding our reduction in materials available.
Budget Background
The Burlingame Public Library has undergone an unprecedented loss of revenues over
the past two years, reducing our operating budget by over 21%. We have laid off 10 full
time equivalent staff. We have reduced collection expenditures by 25%. Our public
service hours have been reduced by 15%. With these significant reductions in our budget
we have had to make adjustments in collection management.
Collection Development
Our collection development policies are now focused more directly on what our
community is asking for. We are adding more multiple copies of highly popular
requested materials. We are marketing our collection in a way that responds to the
community we serve and we are'building in more self service options for users.
Librarians work to provide a balanced collection without political or any other bias. This
past year, however, there have been an unprecedented number of popular titles in the
political area. During a presidential election year, there is more emphasis on publishing
books of a political nature, and therefore more requests for political materials by our
public.
Periodical Collections
We have just completed a major 18 month review of our periodical holdings. After
careful study of use, both circulation in the library and use in the building, we have
dropped 65 magazine titles. We have attempted to provide as much subject coverage as
possible, but some titles simply were not being used. This represents a 15%reduction in
our periodical holdings. We have reduced our title list from 420 to about 360 titles.
480 Primrose Road•Burlingame•CA 9400-4083
Phone (650) 558-7474'Fax (650) 342-6295
Looking Forward
Looking forward, we are being asked to bring further reductions to the table for City
Council discussion next month. Among these reductions are further reductions in public
service hours, perhaps closing an entire day a week; additional layoffs of our talented
staff, and further reductions in our book and periodical budget.
Unfortunately, this is not a good time for public libraries in the state. We have seen
situations of libraries, such as Salinas, slated to close altogether. We are doing our best to
keep the doors open and the books and media moving out to our users. Despite the
limited resources we face, we are seeing a 30% increase in patron use and circulation at
both library branches. The public needs and uses libraries now more than ever.
I appreciate your interest in the Burlingame Public Library. If you have further questions,
please do not hesitate to contact me.
Sincerely,
Alfred H. Escoffier
City Librarian
C: City Manager, City Council
Alfred Escoffier
City Librarian
Burlingame Public Library
480 Primrose Rd.,
Burlingame, CA 94010
Alois J. Strnad
554 Edgewood Rd.,
San Mateo, CA 94402
San Mateo 12/19/2004
Dear Mr. Escoffier,
Just want to comment on the great service by your staff in the Burlingame Library.
Nevertheless, I am concerned by your policy of acquiring new books while
discontinuing subscriptions of some periodicals.
I have discovered recently that you have acquired tens of Clinton Memoirs, and also
noticed that multiple copies of this expensive book have been available for long time
for immediate checkout without corresponding interest.
I believe that this costly policy is depriving the library of having a well-diversified
books and magazines portfolio. I have a strong suspicion that your policy of
spending your limited funds on the Clinton book is influenced by the political bias.
I hope you will correct this policy and return to objective evaluation of the library
needs. Due to limited interest,,you will have no choice but to purge the excessive
Cliton books from the library very soon.
Regards,
cc. Mayor office
poc 14 04 10: 21a Spinelli/Logrippo 650-344- 1096 p. 1
December 14, 2004
Ro I-ogrippo Spinelli
1301 Mills Avenue
Burlingame, CA 94010
Randy Schwartz, Director
Burlingame Parks & Recreation
City of Burlingame
850 Burlingame Avenue
Burlingame, CA 94010
Dear Randy:
Attached to this fax is the Public Art Application for a statue honoring our city's
former Mayor Gloria Barton who passed away earlier this year. As you know, our
City Council approved: the process being moved along towards what would be
Burlingame's first piece of public art honoring a resident.
Please let me know if there is anything further that you need in the way of
information. My phone is 650-344-8640.
Although we haven't discussed it, I assume that part of the money donated can
go towards an extraordinarily nice bronze plaque. If the City doesn't have a
source for these, I will be glad to investigate_ Once approval is final, I'll provide
the wording for consideration,
I believe you have a photo of the statue proposed. If not, I will email a photo of
"Boy Reading" — Item S363S at Sun Studios in Half Moon Bay.
appreciate all you've done to facilitate this and look forward to taking the final
steps with you to purchase it with funds donated for this purpose.
Sincerely,
Ro
Faxed with Public Art Application
Te—r--DO 04 10: 228 Spimelli/Logrippo 650-344- I096 P. 2
City of Burlingame's
Donation of Public Art Application
t
lem,chis yMlir!�LtL.o!Lqv_;�4lly as possib Date:
Project Name kp�
qe
Proposed b'IRl( 2b �_ _C IGtJGL. �C�- Qr'� /Y? L'��,/' G J' hl/��'�LI"�•Sn/�I{��
Phone Z � L6 Email 6 RO,
Z,
Address Aveo City al'n6zip-
14--
Reason for
Artist Name oeC
Phone Email
Address ...... zip—
Dvscription of Artwork (include finish and color)
P)rc r)7-6 '2izt— e-
5'
Approximate Weight 940 lbf� Approximate ffimensions;
System for Mounting ofDispl3ying Artwork
Maintenance,Mounting or Display Requirements
4<
-7�
Approximate Value: Costs: $
Ploaxse attach
• Photo,plans, model or other rcpnescnwtion of proTx>ud artwork'
• Arti.itbiography /J//�
• Signage pro"ed for the'
artwork, including size. lotering ban/
nd material
`7 120
%)e ?IZ- 773/
de'llle�- i'mc ",;J,""*`I-q-,- 9-1A L
H.E IN DEPE
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The Voice of Burlingame and Hillsborough for 44 ,•, ' ,r
;. ,:,�\, -�,�..�,��,;•.� � ���z' � years ..
1'
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Saturday, December 11, 2004
�'4,�.•, r i r , 9
acartot i in pube c arklives
' e' Burlingame was among the about Burlingame,;, Burlingame's 11(W g game, the adjec- larger— the creation of a new
most beautiful places on Barth. tive beautiful always preceded citywide art in public places
Prooram encourages She dedicated her 13 years of it," said Ro Logrippo Spinelli, policy.
service.on the City.Council to who spearheaded fund-raising While San Mateo, Foster City
WOr�{$ 111 pUbI1C Places keeping it that way,her friends efforts for the memorial. "It and, farther south. Palo
Alto
131'SAI311INA CRAWFORD say, seems only natural to honor and Menlo Park all have pro
Maj Writer Ilius, there is perhaps no her memory by beautifying Bur- grams for art in public.places,
BURLINGAMB—Former Mayor better tribute than to,use the lingame a little more." until now, Burlingame has
Gloria Barton,who passed away dedication of a new statue in 11ie proposed statue of a little not.
earlier this year, believed that her lionor to kick off a brand bo reading, for
�. program y g. . which the "There was no formal program,
new citywide ro for Art grouli has already raised more and there are very few public
ted irresv mono in Public Places. than $2, 00, quicklybecame art pieces right now, which is
A statue dedicated in memory than
Gloria ��talked the im ctus'for something
of Mayor Gloria Barton. p
— --- �I1RT:page 16A
NMIIarmnoilday lout t; ON �baml "Udlhe
The frenzy for must-have toys may be a thing of the past,
p ty gi -
but there are still len of gift gifears st " ii
ving options
i
! i
AVE MOORE, Y ;:
the UPS truck tobubi
THE owner of „
�,; arrive, he said.
I ; the Perenni- µ ' �' Thisear, lila the
! ally popular 'Talbot's y
i last Couple of years, Supel'visors ask top mediCa1 CU1111Ci1 for aC�V1Ce
Toy store in tiara r however Moore says
Mlttl:o, rellletllbers {� t a B11JUSTIN NYBERG. doses coming out of the tai.
_ .L_.. �....•..•.. ,_ ._ �.
there,
is no^ St- I s7r�j'Ir'ri�e,
_'.1.^"^' '�'1•—^a--• :!' pl:IllA!!1(lll..,lfl'I'Y__..1,.•a:...ri.uu__It,r v./,l l.v,ys,lemlthroughoi�tt ie
,
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PAGE 1.6A THE INDEPENDENT SERVING BURLINGAME AND HILISBOROUGH
1�bfic oversaw,officials said. derful.It opens so many doors and
m "It's a fitting tribute to Gloriacity."
b possibilities for the
because of her dedication to the Those wishing to donate orfind"out
He
Co►libitied �i•om In city to kick off this program in her more about the new Art in Public Places
Why this really made sense," said honor,"saidfonnerMayorMikeSpi- program can contact the city for more f, " , '
1
Parks and Recreation Director nelli. "I'I11 ecstatic. It's really won- information at 558-7200. ;
Randy Schwartz. - ---- ---— r _ I
N -1
'I71e new policy, drafted by a spe-
CIa1CU1111]11LIce,111C111C1111gn1CI11bCrS
of the. Beautification Commission,
Parks and Recreation Commission
and. Libraly Board, was recently
Council.
approved by the City
r ,
It establishes al framework for
donating I)llbllc art and meI orial-
l'Lilly It I11 50171CO11C'S h01101', lllalll-
tailllllg work and removinu It If
necessary.It also sets llp an account • �F _ a,
w
f01'�''ellel'ilI f111a11Clill C011tl'lbllt1011S h�
for public art. i
Proposed artworks and dedlca-
tions will be reviewed individually a f ;
by one of the three collinlittees, `
beautification, Parks and Recre-
ation, the Library Board, and the a n to rn
council will have the power to grant
o L'1d
the final say. ` Y.
City officials expect the city's first Chef Ramon
' ReSlLllfl LLIZC
public statue honoring Barton Set)-I1 11 1L7Glleos I'itlest ItGlriLln
to come before the city for final Preparing Agffi6n6c ltplian spetjulttios
110nletill tG' Prtsttc •' Crrillcr( Fresh Fisl,)
approval in the Heal' future. It's SPcrctacirlar lacisscr[p ,
likely that the sculpture of the little A cd � ucir nz;u►
boy reading will be placed near the Ltinch Mon.- Fri. Dinner 7 Ni lets
y
library, whose renovation Bm-toli 1'S'n lV=:'Sib At�e,u�e Surr. lllulco 341-8877 enjoy a huge selection
Tnis yc!ar items from our soup, s;
WS your OEI bakery, and dessert ba,
�F (of• the El fry our ®ece her fa voi
.�. �a pp
City of Burlingame - Art in Public Places Policy
BURLINGAME Adopted December 6, 2004
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 as described in this policy is art intended to enrich the public environment for both residents and
visitors. 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 an extended period of time in a City- owned or leased facility or park, or a City- 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, appropriate commission, and
responsible department(s) shall consider whether:
A The artwork
1. is thought-provoking, memorable or enduring and shall reflect the diverse social,
cultural, or historic values of the City
2. is appropriate in terms of scale, form, content, and the environment
3. is 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
5. can be displayed on City property under the Federal and State Constitutions
6. meets the City of Burlingame's general library collection standards for appropriateness,
and no depiction of specified sexual activities as defined in Chapter 10.58 of the
Burlingame Municipal Code nor any advocacy of racism nor depiction of graphic
violence shall be allowed.
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 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, the appropriate
commission, 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
After consideration of the above, final selection of site location is the decision of the City Council.
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 Appropriate Commission will consider the staff's recommendation or
comments, 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 iri 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 Clerk's
office during this period.
Three 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 the donation is approved,
will include a description of the location where the art will be placed.
The donation offer may be withdrawn at any time up until execution of an agreement between the City
and the donor(s).
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 with the same care as the City does in keeping and maintaining other
similar City property. Upon receipt of the work of art pursuant to this policy, the City will be responsible
for insuring the work of art as it determines appropriate in its sole discretion; however, nothing in this
policy shall imply that the City has any obligation to purchase or obtain any insurance regarding the work
of art of any kind. Staff will take into account the donor's or artist's recommendations for the
appropriate method and frequency of maintenance for each work of art.
It shall be the responsibility of the City 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 year in time
for budget preparation, 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 if possible. However, it is recognized that the insurer
of the artwork may require the repair, alteration, or refinishing to be done by the insurer's contractors. 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. Prior to the Commission meeting,
staff shall make a reasonable effort to locate the donor or his/her heirs to advise them of the City's
consideration to remove the artwork and reasons for the decision.
A report of the decision to remove the artwork will be given to the City Council. The decision of the
Appropriate Commission will be deemed final, unless called up by a member of the City Council for
Council approval. Disposition of artwork shall be handled in accordance with the requirements of Civil
Code sections 987 and following and City procedures for disposition 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 designate 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)
C� City of Burlingame's
BURLINGAME
'A ' Donation of Public Art Application
(Please complete this application as fully as possible) Date:
Project Name
Proposed Location/Address
Proposed by
Phone Email
Address City Zip
Reason for donation
Artist Name
Phone Email
Address City Zip
Description of Artwork(Include finish and color)
Approximate Weight Approximate Dimensions
System for Mounting of Displaying Artwork
Maintenance, Mounting or Display Requirements
Approximate Value: $ Approximate Annual Maintenance Costs: $
Please attach
NV-- • Photo, plans, model or other representation of proposed artwork
• Artist biography
• Signage proposed for the artwork, including size, lettering and material
BURLINGAME PUBLIC LIBRARY
City Librarian's Report
January 11, 2005
Library Budget Work to Date
Staff has been working on library budget reductions in three tiers in keeping with Finance
Department direction. I have reworked the budget impacts on the public in a draft
document. I would be interested in your comments as they best reflect the impacts on the
public. The major impacts on the public would be a one day closure either Sunday or
Friday. Collections would continue at a 25%reduction.
California State Library Annual Report
After completing the State Library report for last fiscal year, we are showing a staff
reduction of 10 FTE, a loss of 11 service hours per week, and a reduction of 25%in
purchase of books and media. State subventions are down about 40%. Jesus Nava, City
Finance Director, was able to work with the State Library to help protect the Public
Library Foundation funding($ 15,000.09). Library jurisdictions must maintain "sustained
effort"in terms of funding or they will not be eligible for state funds.
New PLS Library Directors
The PLS Council welcomed two new library directors to the library system: Vickey
Johnson, San Mateo County Librarian; and Ben Ocon, San Mateo City Librarian. Vickey
is formerly the director of the Sunnyvale Library and Ben was Assistant Library director
under the retiring K.G.Ouye.
Staff Recognition Event
Staff was treated to the 7th annual staff recognition event co-hosted by the Library
Foundation and the Trustees. Employee achievement awards were given to: Ann
Langendorf, Karen Kott, and Dan Alvarez. Special recognition was also given to our
three library school students: Heidi Kenney, who graduated in December; Kathy von
Mayrhauser, who graduates in May; and Eric Hannon.-Maryam Refahi was honored for
her award-winning public relations work, following the receipt of another state honor.
Peninsula Girls Chorus
The library holiday program on December 7th featured the Peninsula Girls Chorus in a
return engagement. They sang seasonal songs in the lobby of the main library to about
100 friends and admirers.
Staff Adopt a Family
The library staff adopted a family for the holidays via Call Primrose. Staff donated
money, gift cards for Safeway and Target, as well as toys for a Hispanic family of 4
children. Staff member, Ramona Boada, a fluent Spanish speaker, was able to
communicate with the Mom on the needs of the children.
48o Primrose Road•Burlingame•CA 940ro-4o83 1
Phone (650) 558-7474'Fax(650)342-6295
Express Check-Out Machines
\.. The Express Check at Easton is working very well, especially with children. We have
begun installation at the main library service desk and the lobby. The first Express check
in installed in the main library service desk. The second will arrive mid-January in the
main library lobby. An express check campaign will be organized by volunteers and
headed up by Amy Gettle and our super volunteer Rochelle Yonezawa.
New Integrated Library System
Peninsula Library System negotiations are now complete for the new Integrated Library
System:Innovative Interfaces. The target date to begin work is January 1. We plan to "go
live"to the public on July 1, 2005, system wide. This next 6 months will be an intensive
time for staff training on the new system. The Lane room will be set up as a computer
learning center for weeks at a time in an effort to adequately train staff,who then will
train the public. The new system is more user friendly, using windows-based technology
rather than specific commands.
Library Weeding
An intensive effort has begun to review all non-conforming records in the library
database. Non-conforming(or pseudo-Marc records) creates exceptions in the migration
to the new system. We are basing our decisions on subject content,use and condition.
Magazine Collection Reduction
As you are aware,we reduced our magazine titles by 65 titles or 15%, effective January
`. 1, 2005. The results are beginning to show. The criteria we used for de-selection
included: use in the library, circulation, subject content coverage. We have had some
comments from the public on this loss. We will be arranging the Popular Materials room
to better feature new books and magazines. This project will likely take until spring.
Easton Branch Close Out
I have learned from the Finance Department that the Easton budget is over the planned
expenditures by$ 133,000.00 due to the extensive work that was done to rebuild the
foundation of the building and replace the entire west wall. Since the building had not
been maintained adequately over the years,there was a great deal of deferred
maintenance in the form of dry rot and termite damage. I have asked the City Manager if
we can use Capital Project funds to complete the project. He is considering it. In the
meantime,he has requested that I ask both the Trustees and the Foundation for an
additional $ 25,000.00 each to help defray the cost.
2
Upcoming Events:
• Library Board Meeting, Tuesday, January 11, 2005, 4:30 PM
• Foundation Board Meeting, Thursday, January 13, 2005, 4:30 PM
• Martin Luther King Holiday, Closed, Monday, January 17, 2005
City Council Goals Session, Saturday, January 29, 2005, 9 AM, Lane Room
Alfred Escoffier
City Librarian
January 3, 2005
3
Burlingame Library Foundation Report
January 4, 2005
1) Next Meeting, The Burlingame Library Foundation will have its next meeting this
week on Thursday, January 13, 2005. This is the annual meeting where the new
board members meet the existing board members. The new President this year
will be former Board member, and founding Foundation member, Kristine
Cannon. Kris will succeed Jane Dunbar as president. Leaving the Board will be
Don Roberts and Stephanie Lucas. We thank them for their hard work and
dedication over the last few years.
2) Request for Funds to Close out Easton Project. The City Manager has asked that I
request funds from both the Trustees and the Library Foundation in the magnitude
of$ 25,000 each to help defray the cost overage of$ 133,000.00 on the Easton
project. I had previously asked that the city fund the expenditure. The City is still
considering this option.
3) Staff Recognition.tion. The Staff Recognition was a huge success and I thank the
Board for their continuation of this lovely event. In this time of turmoil, it was a
delightful time to honor our staff, cheer on our employee achievement award
honorees, and enjoy some time together.
4) Foundation Wish List. I will be requesting several wish list items from the
Foundation. Among these are: 1) Some type of glass enclosure of the Reference
Room to keep the noise down in this area(Estimate: $ 20,000); 2)Replacement of
the Lane Room projector( $ 15,000); Recovering of the Board Room chairs
(Estimate: $ 6,500)
5) Development Committee. The development committee of the Foundation is
working on programs to raise funds. Corporations and businesses will be targeted.
It is likely that the library will need more funds for actual operations in the
coming years, as we continue to see reductions in the library budget.
6) Book Sale. The Foundation Book Sale continues going strong with the on-going
sale and the seasonal sales, the most recent chaired by Jim Cannon and Stephen
Hamilton which raised $ 2,000.00. Jim Nagel continues to work on the E-Bay
auction sales of special books and materials.
7) Fundraising Activities. On the agenda for the Foundation this week will be
additions fundraising events for the future. I will keep you posted.
8) Additional Board Members. The Foundation will be looking for a few new Board
members in the coming months. If you have someone in mind who you think
might make a good Board member, please have them contact Kris Cannon at 343-
4377 or myself.
Al Escoffier
City Librarian
Foundation Board Member
January 4, 2005
Memorandum
To: Jim Nantell,City Manager
From: Alfred Escoffier,City Librarian
Date: 1/4/2005
Re: Final Closeout Expenses for Easton Project
Easton Project Final Cost
As I mentioned in my memo of August 2,2004,the Easton library building project endured
significant added expenses due to the very poor physical condition of the 1927 wood frame building.
Dry rot around most of the windows was not detected in the building inspections by either an
independent inspector or by the architect.The lack of maintenance over a period of many years
resulted in damage that needed to be repaired during the renovation.
When the walls were opened up as part of the renovation,it was discovered that part of the west wall
had little or no foundation support.The entire wall needed to be demolished and replaced.The other
three walls were similarly affected to some degree.There was nearly$ 150,000.00 in mandatory
remedial work on the building.This used up our entire contingency and forced some savings in other
areas.Fortunately,all of the other work,including furnishings came in on or under budget.
~' These issues have resulted in an overage of$ 133,000,according to records compiled by the Finance
Department and the Project Manager Phil Monaghan.This is approximately 12%over the original
estimated cost of$ 1,100,000.00.
During construction the Project Manager and I made the decision,in consultation with the architect,
that we should do the necessary repairs and not shortchange the integrity of the building. The result is
a building,which meets all health,life,safety and building codes.
Private Contributions Fund 90%of Project
As you are aware,there were significant contributions to the project from a variety of community
sources:
The approximate levels of giving for the project were:
Marshall Trust $698,919.00
Duncan Trust $ 150,000.00
Library Foundation $230,000.00
$ 1,078,919.00 Total Private Donations
The City paid for project management costs and preliminary studies for the project.
� 1
January 4, 2005
Budget Impact to Closeout Project
If the figures from Finance and from Phil are correct,we have a shortfall of$ 133,000.00,which
needs to be paid to close out the project.It is my feeling that we should find some way for the city to
pay the remainder of this cost.I feel the Foundation,Trustees and the community has given nearly
90%of the funding for the project,and should not be asked to give more.
The Trustees Fund contains less than$90,000,most of which is earmarked by donors for specific
kinds of gifts(books,media,children's programs,etc.)and I don't feel these funds should be used to
patch the shortfall in the building project.
The Board of Trustees has not yet had a chance to discuss this item,as their December meeting was
cancelled.However,I did speak with Board President Mary Herman this morning and she feels that
the Trustees cannot and should not handle this additional expense.The project has been deemed a
great success with quadruple the number of users through the door daily,and the doubling of
circulation to 5,000 items per month.This is more than many branches twice the size of Easton.
I respectfully request that funds be allocated to complete the project from elsewhere in the City's CIP
budget.
Attachment:Resolution Awarding Contract,October 2.2003,George Bagdon
2
CITY OF BURLINGAME
SUMMARY OF ALL TIER REDUCTIONS FOR FY 2005-06
City Department FY 03-04 Implemented
Recommended Reductions
Adopted Adjusted(1) Tier 3 %of Adt Tier 4 %of Adj Tier 5 ;f„ %of Adj
City Attorney $313,858 $298,316 $1,700 0.57% -» $2,300 0.77%° $22, Q�
City Clerk $206,378 $178,659 -$37,336 -20-90% $1,500 0.84% s
City Council $96,800 $95,500 $7,125 7.46%J_ 04 a
$5,,000 5-24/° $7 125
City Manager $336,778 $306,622 $8,100 2.64% ' 2 86°1° $1y6 692 544°l0
Finance $762,547 $698,571 $35,546 5.09% , ° #� 0
Fire $8,030,067 $7,675,067 $472,000 6.15/° $360
Human Resources $477,830 $448,384 $25,000 5.58% $25, DO?' in�°I° 5�
r � ,
Library $2,922,759 $2,792,652 $158,315 5.67% _ ;11
4855: % $126;Q75 4.51°la S
� . .
Non-Departmental $464,373 $464,373 $17,900 3.85% o# $0 0.00%
Parks& Recreation $4,854,689 $4,767,047 $311,055 6.53% f82 OQO 3.82% $112,000 2.35%
Planning $870,036 $743,836 $172,536 23.20% r~ ,b00 _ 0-67% $36,97,4`97%
Police&Communications $7,957,636 $7,213,323 $491,724 6.82% $ * 2/o $162,515 x=25/o
5.39%$3,999,OQ , y,.ft's��=•. $107,7-7 6.
9% SPublic Works $5,158,076 , z.
Administration& Info Services(2) $0 $478,424 $29,000 6.06% °
$20,000��� 'x;18/° $11;125 2:3.3./° 1
Totals: $32,451,8271 $30,159,774 $1,908,2621 6.33% $1,118,099 3-71%° $740,6291, 2.45%°
Footnotes:
(1) Represents the General Fund Adopted Budget minus Computer, Facilities Maintenance and Insurance Allocations.
(2) Internal Service Fund(Expenses are allocated among departments).
Budget Reductions Matrix,v.3-22Dec04.xls
0
Tiers,34,5&6
Tier 6 %of Adj Totals %of Adj
49,000 16.43% $75,000 25.14%
24,000 13 43°!0 $10,336 5.79%
O A $19;250 20.16%
21,490 7.01% $48,909 X 5.95%
.17,500 2.51% $.104,892 15.02%
310,000 4.04% $1,252,000 16.31%
8,750 1.95% $67,500 15.05%
51,4
,QO 2:06% $456;645 16:35°Jo
2,500 0.54% $77,120 16.61%
$112,000 2.35% $717,055 15.04%
52,760 7.09% $267,270 25.93%0
$321,290 4.45% $1,186;268 16.45%
107,940 2.70% $529,322 13.24%
11,125: $71,250 14.89%
$1,095,755 3.63% $4,862,145 16_12°lo
"('!3/2005