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HomeMy WebLinkAboutAgenda Packet - LB - 2005.03.15 :'►URLINGAME PUBLIC LIBRARY I BURLINGAME f r r Board of Trustees Agenda March 15, 2005- 4:30pm 480 Primrose Road-Library Conference Room C L SUGGESTED ACTION CALL TO ORDER . ROLL CALL 3. WARRANTS & SPECIAL FUND Approval .4. MINUTES Approval 5. CORRESPONDENCE AND INFORMATION Information a. Key Indicators b. State Library Indicators c. Goals for 2005-2006 6. FROM THE FLOOR (Public Comments) 7. RVORTS a. City Librarian—Escoffier Information b.\,Foundation Report—Escoffier Information c.,,,Budget Status Report- Escoffier Information 8. UNFINISHED BUSINESS - Public Hearing on "Boy Reading" Bronze Statue Preparation of Recommendation to Council to approve the Library's Discussion/Approval Y' acceptance of the Artwork and its designated placement in the Library. c. Removal of Eucalyptus Tree at Easton and Cabrillo Ave. Discussion 9. NEW BUSINESS 10. ANNOUNCEMENTS 11. ADJOURNMENT Adjourn I t BURL NOAMI February 16, 2005 Honorable Mayor Galligan and City Council City of Burlingame 501 Primrose Road Burlingame, CA 94010 Dear Mayor Galligan: RE: Removal of the Tree at the Corner of Easton Drive and Cabrillo Avenue The Library Board of Trustees reviewed the matter of removal of the tree on Easton Drive at their meeting of February 15, 2005. We support the decision(4 yes and 1 abstention) of the Beautification Commission to remove this particular tree. There were a number of issues that were of concern: safety of pedestrians, safety of vehicle drivers, concern for falling limbs on homes or the library itself. In addition, it is difficult to turn left from Cabrillo to Easton safely because of the location of the tree. This tree narrows the Easton arterial considerably. We understand that the Beautification Commission looked at: a) removal of the root in the street, which would likely shorten the life of the tree; b) re-routing traffic off Easton onto the side streets, which would route traffic onto streets not designed to carry this traffic; c) make Easton one-way, which would again route traffic onto side streets, no longer making Easton the important arterial street it is. Randy Schwartz, Park and Recreation Director, spoke to the commission about the need to manage the urban forest and not have all trees end their life at the same time. In keeping with this long range strategy, we support the removal of the tree and the planting of new tree species. We understand that this will likely need to be done in other parts of the city so that trees that come to the end of their lives are not removed all at once, completely changing the urban forest environment. The Board will be available for comments at your March 7th meeting, should you wish further comments. 480 Primrose Road Burlingame•California 94010-4083 Phone(650)558-7474•Fax(650)342-6295•www.burlingame.org/library �. Thank you for the opportunity to provide input on this important decision. Sincerely, Mary Herman President, Library Board of Trustees David Carr, Secretary Carol Rossi, Trustee Patricia Toft, Trustee Katie McCormack, Trustee BURLINGAME PUBLIC LIBRARY `- • Burlingame Public Library Board of Trustees Minutes February 15, 2005 t I. Call to Order President Herman called the meeting to order at 4:30pm. II. Roll Call Trustees Present: David Carr, Mary Herman, Katie 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 (Rossi/Toft) IV. Minutes The Trustees unanimously approved the minutes of the January 11, 2005 meeting. M/S/C (McCormack/Toft) V.' Correspondence and Attachments Correspondence and Attachments were noted. A. Charitable Interest Survey - The Trustees decided to respond to the survey on an individual basis. B. Patron Request - The City Librarian will respond to a parent's request for the Library to have a writer's workshop. C. Media Center Statistics -The Media Center will be closing July 1, 2005 due to operational deficits. VI. From the Floor None VII. Reports A. City Librarian's Report - Highlights of Report 1. Budget - The City Librarian presented the Trustees with an overview of the budget emphasizing that at.present there will not be any reductions in current staff. One vacant position will be dropped. Hours at the Main and Easton will remain the same. 2. Material Losses - No further cuts in periodicals are expected. Fewer-books and media titles will be offered but more copies will be available to fill patron demand. 48o Primrose Road•Burlingame•CA 94010-4083 Phone (650) 558-7474'Fax (650) 342-6295 3. Employee Costs - Costs for City employees have been budgeted at 3%. This figure does not mean employees will �— receive a 3 % raise; negotiations with employee bargaining entities will occur. 4. Library Goals - Emphasis will be on more self service. Another self check out machine will be installed at the Main Library in March. Installation of the new integrated library system which will replace Dynix will be up and running by July 1, 2005. B. Foundation Report - The Development Committee is researching various avenues to fund library projects on a basis of need. Collection enrichment is a priority. Other projects include replacing the projector in Lane Room, special shelving to market the collection and finding a way to decrease the noise level in the Reference area. IX. Item 9b. Tree at Easton under New Business was moved to the next matter of discussion. Randy Schwartz, Director of Parks and Recreation, came to discuss and answer questions regarding the Beautification Commission's decision to remove the Eucalyptus Tree in front of the Easton Library. A. Beautification Commission Decision 1 Subject - Request from Public Works Dept. to remove the Eucalyptus tree at Easton and Cabrillo Ave. due to sewage problems caused by its location. The tree itself is in good health and has been well maintained. 2. Alternatives to Tree Removal - a.) remove the main root in street and pave over the area causing possible destabilization of the tree; b) re-route Easton traffic patterns which could negatively affect trees on opposite side of street; c.)Change Easton to one way resulting in excessive stress on side streets not constructed for such usage. 3. Safety Issues- Safety of pedestrians, motorists and damage to property from falling limbs on homes were were key issues in the Commission's decision. B. Appeal of Commission Decision - Councilwoman Baylock has called up the appeal on the tree removal for the March 7th Council Meeting. C. Trustee Action - Trustee Carr moved that the Trustees write a letter to Council in favor of removing the Eucalyptus tree and in support of the Beautification Commission's decision; seconded by Trustee Rossi. The motion carried 4-0; Trustee McCormack abstained. Library Board of Trustee Minutes 2 February 15,2005 D. Statement of Support - Trustee Herman wanted the record to show that the Library Trustees respected the time, �- effort and research that the Beautification Commission exhibited in their consideration of this matter. E. Landscaping - Trustee Rossi suggested that after the tree is removed the strip should be attractively landscaped. VIII. Unfinished Business A. Public Art Acceptance 1. Sub-Committee Report - Trustee Toft presented the sub-committee's decision to place the "Boy Reading " statue on the left side of the Children's Room entrance. The Trustees and the City Librarian agreed with the location. 2. Acceptance of Art Object and Approval of Location a. Trustee Carr moved that the Trustees accept the statue donated to the Library by the friends of former Mayor and Councilwoman Gloria Barton. M/S/C (Carr/Toft) b. Trustee Carr moved that a recommendation be sent to Council requesting their approval for the statue to be placed near the wall to the left of the Children's Room entrance. M/S/C (Carr/Toft) C. Trustee Rossi moved that the Trustees hold a public hearing on the proposed artwork at their March 15, 2005 meeting. M/S/C (Rossi/Carr) IX. New Business A. Staff Recognition Funding - The Trustees approved the City Librarian's request to fund staff recognition awards based on individual longevity and given 3 times a year in the amount of $1,000. M/S/C (Rossi/Carr). X. Announcements A. PLS Activities - Trustee McCormack noted the following PLS activities: March 19th System Advisory Board breakfast and April 23rd Legislative Breakfast. B. Staff Appreciation Dinner - Trustee McCormack noted that she contacted the Doubletree and Friday night is not available in December. The Trustees agreed to hold the event on Sunday December 4, 2005. XI. Adjournment - The meeting was adjourned at 6:00pm. The next meeting will be held March 15, 2005 in the Conference Room. s' c �y muted, Alfred H. Escoffier City Librarian Library Board of Trustee Minutes 3 February 15,2005 February 16, 2005 Honorable Mayor Galligan and City Council City of Burlingame 501 Primrose Road Burlingame, CA 94010 Dear Mayor Galligan: RE: Removal of the Tree at the Corner of Easton Drive and Cabrillo Avenue The Library Board of Trustees reviewed the matter of removal of the tree on Easton Drive at their meeting of February 15, 2005. We support the decision (4 yes and 1 abstention) of the Beautification Commission to remove this particular tree. There were a number of issues that were of concern: safety of pedestrians, safety of vehicle drivers, concern for falling limbs on homes or the library itself. In addition, it is difficult to turn left from Cabrillo to Easton safely because of the location of the tree. This tree narrows the Easton arterial considerably. We understand that the Beautification Commission looked at: a) removal of the root in the street, which would likely shorten the life of the tree; b) re-routing traffic off Easton onto the side streets, which would route traffic onto streets not designed to carry this traffic; c) make Easton one-way, which would again route traffic onto side streets, no longer making Easton the important arterial street it is. Randy Schwartz, Park and Recreation Director, spoke to the commission about the need to manage the urban forest and not have all trees end their life at the same time. In keeping with this long range strategy, we support the removal of the tree and the planting of new tree species. We understand that this will likely need to be done in other parts of the city so that trees that come to the end of their lives are not removed all at once, completely changing the urban forest environment. The Board will be available for comments at your March 7th meeting, should you wish further comments. Thank you for the opportunity to provide input on this important decision. Sincerely, Mary Herman President, Library Board of Trustees David Carr, Secretary Carol Rossi, Trustee Patricia Toft, Trustee Katie McCormack, Trustee Burlingame Public Library Key Indicators Indicator 2002-2003 2003-2004 2004-2005 Actual Actual Projected Population Served 35,550 35,180 35,180* Patron Registration 26,981 27,947 29,035 Registration by%of Population 76% 79% 82.5% Circulation 455,471 535,616 607,878 Media 86,548 106,480 142,012 Children's 121,348 140,828 149,215 Circulation per capita 12.81 15.22 17.27 Circulation per child 20.01 22.59 23.9 Attendance in library 435,000 500,250 520,000 Use of Internet/Databases 45,000 85,000 103,065 Number of Programs 286 375 400 Program attendance 12,722 14,871 15,150 FTE Staff 37.8 FTE 26.95 FTE 23.925 FTE Volumes added 12,125 11,053 10,020 Reference per capita 2.11 2.51 2.55 *Figure updated by State Library,August each year,including 2/3 of Hillsborough Burlingame Public Library Key Indicators As compared to other Public Libraries in California There are 179 public libraries in the State of California. The California State Library compiles statistics on all libraries annually. The following are rankings in major areas by the state: • Support per capita @ $ 92.70 ranks 12`h in the state • Materials added per capita @ $ 6.65 ranks 161h in the state • Population served per FTE @ 940 ranks 17`h in the state • Books held per capita @ 6.37 ranks 16`h in the state Burlingame Public Library Goals for FY 2005-2006 March 7, 2005 1) Implement new Integrated Library System. Staff is moving forward to replace the 10-year old Dynix system with Innovative Interfaces System "Millennium. " Upgraded workstations will be replaced as needed; the network equipment will be upgraded. Train all staff on the new system. Develop methods of training the public on the new system. Impact: New windows-based system should provide better functionality and be easier and more intuitive to use for the public and staff. All staff will be trained by July 1, 2005. 2) Increase Self Service Options for the Public. Focus on expanding opportunities for self service options for the public. Install a third express check machine at the main library. Intensify volunteer program to train the public. Impact: The immediate goal is to move at least 30% of the library circulation to express check this year. 3) Market Collections. Using the staff-driven marketing team and assistance from the Library Foundation and volunteers, implement a concept of display, arrangement and improved access for both adult and children's collections. Rework the popular materials and other collections to encourage self service. Conduct a customer satisfactory survey in addition to the key indicators. Impact: Provide optimum service with fewer staff. 4) Collection Management. Focus on patron requests and popular titles in all subject areas, using the updated Collection Development policy. Expand media collections which are now 25% of circulation. Increase collections in Spanish and Chinese via a grant from the State Library. Shift non-fiction collections to one floor for easier access. Impact: Increase patron use and patron satisfaction. 5) Expand Outsourcing of Cataloging and Processing.All adult fiction is now outsourced to our satisfaction. This saves one FTE in Technical services. We will next work on children's fiction and non-fiction this year to have these collections supplied shelf-ready. Impact: Deal with reduced personnel in cataloging and processing; bring more staff to public service desks. 6) Increase professional Children's staffing. Fill vacant children's librarian position at .625 FTE to assist with increased children's needs and programs. Impact: This will give us the ability to keep up with community children's needs and continued requests for"visits to every classroom" and our 7 story hours per week. 7) Balanced budget. Work within a balanced budget, finding cost savings where it is feasible and continuing with reductions in collections budgets. Impact: Meet or exceed city guidelines for managing the budget. . 8) Foundation Support. Challenge the Foundation Board to develop new sources of fundraising through establishment of a Development Committee to reach out to new donors, both individual and corporate. Resurrect biannual book sales with new volunteers; plan a signature fundraising event; refocus the Foundation's energies from the renovation of the library buildings to a focus on collections and programs. Impact: A revitalized Foundation Board will help provide much needed support in the future. 9) Public Relations. Keep the public aware of what the library has to offer in the buildings, on the web and via the databases available from home. Continue program of professionally developed brochures, program announcements; calendars of events, bookmarks, targeted book lists for children and teens; outreach. Impact: Users come to know what to expect and utilize via their public library and the systems to which it belongs. 10)Outreach to the Community. Continue outreach to the community in form of visits to schools; outreach to those who are unable to come into the library; and outreach to those who need literacy training (via contract). Impact: The library reaches out to those most vulnerable and in need in the community. Alfred H. Escoffier City Librarian March 7, 2005 BURLINGAME PUBLIC LIBRARY City Librarian's Report March 15, 2005 Library Use Growth After two years of very rapid growth in use of the building and circulation of materials, we are now experiencing between a 17% and 18% growth rate this year. We think that .the changes in collection development (more copies, fewer titles), and the addition of more computer workstations (5 more at the main; 8 at Easton this year) has added to the user traffic. We hope the quality of our service continues to be equally as strong. We will be doing a patron survey next budget year to measure our service,quality. Key Indicators The City Manager has asked all departments to develop key indicators for use of their facilities and services.`I have attached a list of key indicators which we have developed at the library. Since we are a library,many of them are quantitative. We do an annual report to the State Library, in which we gather information regarding services and usage. The key indicators are based on the numbers we gather monthly. State Rankings. Although the California State Library does not rank public libraries in every area, they do rank in a few areas. Burlingame ranks 16 out of 179 public libraries in the state for materials available; population served per FTE.staff; and number of books per capita. So we can be proud of the work we are continuing to do, despite budget setbacks. We are working smarter and focusing on what our users are requesting. Children's Library Card Campaign Heidi Kenney, working with the Children's staff, has been visiting schools in Burlingame and Hillsborough to be sure we have as close to 100% of children in the community with library cards. We have visited many of the Burlingame elementary schools and are now working on the Hillsborough elementary schools. We understand, and research supports, that if a child gets a library card, he is much more likely to visit the library, want to check out materials, and more importantly READ! Express Check Machines The express check machines are doing very well. We have boosted the self-check statistics at Easton from 0 to 39% of their circulation. At the main library, we are replacing the two older machines that did not take media, with two state of the art machines. We have seen growth from 9% of total circulation to 19%. With the installation of the second machine in the lobby, our goal is to double that number this year. This is the kind of service that makes it possible for us to continue to function at a high level fewer staff. 480 Primrose Road•Burlingame•CA 94010-40'83 1 Phone (650) 558-7474'Fax (650) 342-6295 Budget Preparation �.. Budget preparation continues for the 2005-2006 fiscal year,with the budget due at the end of March. The library managers are planning programs and services, and we are sharpening our pencils so we can stay at about the same personnel level as last year and still provide quality service. We will be at the same number of open hours, but have about 1,000 fewer personnel hours for coverage. We are continuing to reduce services which are less used, use more volunteers, and contract out larger portions of our cataloging and processing. The move toward outsourcing is very time-consuming to set up and monitor initially,but once underway,we are seeing a very positive result. New Integrated Library System Migration Underway The team of Amy Gettle, Barry Mills and Pat Harding are working with Peninsula Library System/Peninsula Library Automated Network staff to pull together the policies, procedures and training for the new ILS system. The new system database will be migrated late in June. Training of all staff begins in earnest in early June. Most training will take place in the offices behind the scenes and mornings at Easton Branch. Marketing the Collection Marketing the collection continues to be a priority as we try to make the collection more useful, attractive and self service. Plans are now underway, with the assistance of the Library Foundation, to make some significant changes in the way new and popular materials are displayed in the Popular Materials Room and the Lobby. We will see more details next month. Easton Eucalyptus Tree The fate of the removal of the Easton Tree has been postponed pending Council action. The City Council wishes to have a radiograph test done to test the soundness of the tree. They also wish to review the reforestation plan for the lower Easton area. They also wish to involve members of the Traffic, Safety, and Parking Commission in the discussion. Supporting our High School Librarian Partners Several PLS library directors, including myself,were present to testify against the high school district's proposal to eliminate high school librarians and counselors from the schools to create a 7th period. Following 4 hours of public input,the high school Trustees voted for a modified plan which saved the high school librarians, and helped us keep our network of library service seamless to high school students in the district. UncominE Events: • Library Board Meeting, Tuesday,March 15, 2005, 4:30 PM • Sunday, March 27th, Closed • Foundation Book Sale, April 15, 16, 17, 2005, Lane Community Room • Library Board Meeting, Tuesday,April 19, 2005, 4:30 PM Alfred Escoffier City Librarian March 7,2005 2