HomeMy WebLinkAboutAgenda Packet - LB - 2005.07.19 IURLINGAME PUBLIC LIBRARY '.[ BURLINGAME 1
Board of Trustees Agenda _
July 19, 2005- 5.30pm °e P
480 Primrose Road-Library Conference Room
SUGGESTED ACTION
I. CALL TO ORDER
II. ROLL CALL
f
III. *ARRANTS & SPECIAL FUND Approval
IV. ,MINUTES Approval
V. CORRESPONDENCE AND INFORMATION Information
A. Letter: Ann Siberell
B. Highlights of ALA Conference
C. News from the Capitol July 11, 2005
D. Ralph M. Brown Act
VI. FROM THE FLOOR (Public Comments)
-1. REPORTS
�— A. City Librarian's Report—Escoffier
B. Foundation Report- Escoffier
C. City Centennial Committee
VIII. UNFINISHED BUSINESS
IX. NEW BUSINESS �J
A. Council Liaisons 3o Information/Decision
B. Board Meeting Times 491 Information/Decision
C. Employee Recognition Fund ($500) Discussion/Approval
D. Restore Open Hours Discussion/Direction
X. ANNOUNCEMENTS
XI. ADJOURNMENT Adjourn
BURLINGAME PUBLIC LIBRARY
Burlingame Public Library
Board of Trustees
Minutes
June 21, 2005
I. Call to Order
President McCormack called the meeting to order at 4:30pm.
II. Roll Call
Trustees Present: Bruce Carlton, Deborah Griffith, Katie
McCormack, and Pat Toft
Trustee Absent: Nancy Brock
Staff Present: Al Escoffier, City Librarian
Sidney Poland, Recorder
The City Librarian introduced new Trustees Bruce Carlton and
Deborah Griffith. Trustee Brock, who is completing Dave Carr's
term, is traveling.
III. Warrants and Special Funds
The'Trustees unanimously approved the warrants. M/S/C
(loft/Carlton),
IV. Minutes
The Trustees unanimously approved the minutes of the May 24,
2005 meeting. M/S/C (McCormack/Toft)
V. Correspondence and Attachments
Correspondence and Attachments were noted.
VI. From the Floor
VII. Reports
A. City Librarian's Report - Highlights of Report
1. Library Budget - The Library budget includes a 3%
increase in both personnel and the operating budget.
Collection budgets remain below their high of 2002. Even
though 65 titles were removed from the periodical collection,
magazine costs rose sufficiently to necessitate a budget
increase.
2. On-Line Migration - The date for the new automated
system.is on schedule for August 17th.
48o Primrose Road,Burlingame,CA 94010-4083
Phone (650) 558-7474'Fax (650) 342-6295'Email:www.burlingame.org/library
3. New Children's Librarian - Kathy von Mayrhauser
�- has been appointed to the 25 hour benefited position as
Children's Librarian. Kathy received her Masters of Library
Science from San Jose State University in June.
4. Express Check - A third self check out machine will
be installed this summer at the main Library. May statistics
for self check users at Easton are 48% and 36% at the main
Library.
B. Foundation Report
October 7th Fundraiser - The committee, chaired by Lisa
Rosenthal, is presently firming up its plans for a children oriented
event celebrating the 10th anniversary of the Foundation.
Children's programs, in various formats, will be in progress
throughout the evening. A treasure chest, a raffle, and balloons
with prizes inside are just a few of the entertainment features of
the evening.
VIII. Unfinished Business
A. Status of Statue Installation - David Biggs has officially
contracted to build the base for the statue. Ro Logrippo Spinelli
is writing the inscription for the bronze plaque.
IX. New Business
A Trustee Informational Binders - The City Librarian
reviewed the newly revised Trustee informational handout with the
new Trustees. He discussed the Patriot Act and how it currently
relates to Library policy and procedure.
B. Council Liaisons - The Trustees decided to delay assigning
their individual council liaison until the July 19th meeting when
all Trustees would be present.
C. Board Meetings Day and Times - The Trustees discussed
changing the meeting time from 4:30pm to 5:00 or 5:30pm. No
permanent time change was determined but the Trustees did
decide to schedule the July 19th meeting to begin at 5:30pm in the
Library Conference Room.
X. Announcements
Library Board of Trustee Minutes
June 21,2005
XI. Adjournment
The meeting was adjourned at 5:30pm. The next meeting will be
held July 19, 2005 at 5:30pm in the Conference Room.
Respectfully Submitted,
Alfred H. Escoffier
City Librarian
Library Board of Trustee Minutes
June 21,2005
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Some Highlights of ALA Conference
July 1, 2005
1) Tutor.com. The Tutor.com product is thriving throughout the
country and is being expanded into schools, institutions, etc. It is
being spearheaded by local public libraries. LA County Library has
an intriguing program that reaches virtually all young people in the
County.
2) Tutor.com Update for BPL: We will continue with our program of
Tutor.com facilities in Reference, Children's and Branch. This
program has been sponsored with funds from the California State
Library for the past several years. We will be picking up 25% of the
cost in the 2006-2007 fiscal year. Remote Tutor.com training will
take place later this summer.
3) Audio Books are hot! Public libraries throughout the country are
finding audio books very popular, as we do here. Downloadable e-
books are the next service that libraries are offering in this area.
PLS currently has Overdrive on our PLS computers. These books
are more technical in nature. We are considering adding Recorded
Books which can be downloaded to an MP3 player or other device
for use for a 3 week period, with a 3 week renewal. We are hoping
to begin this service in PLS after we implement the new automated
system. We will need to address the issue of whether these are
downloadable in the library.
4) Google Print Project. Google will be digitizing book collections at
Harvard, Stanford, NYU, University of Michigan and Oxford in a
special project which will create one copy for Google and one copy
for the library. This will eventually include 10.5 million titles.
Rareness in these collections is common, making it a most unique
database. There is an intention to include these materials in OCLC
World Cat.
5) Access to OCLC World Cat. The California State Library has
approved a grant that will offer a catalog of the collections of the
libraries in California on OCLC World Cat. Training will be offered.
We are planning for this to be a button on our new PLS
website/catalog, as well as a button on our local site. More details
to follow.
6) OCLC News. OCLC expects to enter their 1 Billionth record
sometime this year! The entries have been increasing exponentially
in the last few years. OCLC had is inception in August 1971.
OCLC's net library has 91,000 titles listed from 14,000 libraries.
7) New to the OCLC Board of Directors. San Mateo County Library
Director, Vickey Johnson has been elected to the OCLC
International Board of Directors.
8) Growing Trends seen at ALA:
a. One book-One Community. A program whereby an entire
community reads the same book and a number of activities
are planned around the reading. We have had requests for
this at BPL.
b. Leadership development. Management issues and
succession planning.
c. Non-English as a first language. Addressing the need for
serving the non- English user.
d. Fundamentals of fundraising. Including Planned giving
which our Foundation is beginning to discuss.
e. Google. What's in store for Google print and Google Scholar?
f. Outsourcing for Libraries.
Upcoming Conference Opportunities:
• California Library Association, Pasadena, November 4-7, 2005
• Public Library Association, Boston, March 20-25, 2006 (Next
conference in Minneapolis in 2008)
Escoffier, Al
From: Susan Negreen [snegreen@cla-net.org]
Sent: Tuesday, July 12, 2005 10:46 AM
To: calix@listproc.sjsu.edu
Subject: [CALIX:4152] Governor Signs Budget-Protects PLF from further cuts
July 11, 2005
TO: CLA MEMBERS/SYSTEMS/NETWORK CONTACTS
FROM: Mike Dillon, Lobbyist f`
Christina Dillon, Lobbyist
RE: NEWS FROM THE CAPITOL
GOVERNOR SIGNS BUDGET- PROTECTS PLF FROM FURTHER CUTS
Before noon today, Governor Arnold Schwarzenegger signed the 2005-06 State Budget in the majestic rotunda of the
State Capitol building, only 11 days
past the constitutional deadline for passage of a budget. Under heavy
security, and flanked by legislative leaders and Budget Chairs from the Assembly and Senate, the Governor signed the
$90 billion (General Fund) Budget and subsequently released a list of reductions. We are pleased to report that Governor
Schwarzenegger chose to protect the baseline for the Public Library Foundation (PLF) at$14.1 million and did not make
any
further reductions to the fund. You may recall that in his January version
if the Budget, the Governor had proposed a $2.2 million reduction to the PLF, and we worked with the Budget
— Subcommittees to restore that funding in the May Revision Budget process. Today CLA can declare a small victory, and
offer sincere thanks to the Governor for his willingness to protect library funding in the 2005-06 Budget. Ultimately, the
Governor and his staff had a choice to accept the Budget subcommittee action and agree to the$2.2 million restoration for
the PLF, reject the $2.2 million augmentation entirely and revert back to the Governor's January Budget level, or make
even further reductions to the PLF. Thus, with this Budget, the Governor
and his staff made a conscientious decision to save the PLF from further reductions.
We would also like to report that the Budget signed today does not reflect any further cuts to any other library programs or
State Library operations.
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mailing list.
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1
BURLINGAME PUBLIC LIBRARY
City Librarian's Report
July 19, 2005
Online System Migration on Track
Staff is working to keep the migration date for the new system on course.
The new PLS-wide system will replace the 10 year old Dynix system
which is no longer maintained by the vendor.
The new system, Innovative Interface's product "Millennium" is a web-
based product in a windows format, which should make it easier to use
for the public. On the staff side, those who have windows background
will definitely find the transition easier.
We began our formal training on July 12th with two sessions at the
Millbrae Library computer lab. We will have trained 24 staff that day.
We will then have a hiatus until August 1St. There will be several points
along the way where we will be unable to access the database for patron
records (about 10 days) or make any changes to the database (about 10
days), so we won't quite be at "business as usual."
We are planning to "Go Live" on Wednesday, August 17th. At this point I
have not suggested any library closure, however, we may need to do so
as we get closer to the opening day. Other libraries with this system have
closed for up to a week; we are hoping that will not be the case for us,
since we have most of our new hardware in place, or will, thanks to
Barry and Jeff.
It is likely that we will not have Express Check available the first week of
the system; we do not think the new system will have an effect on the
use of SAM/Internet access.
The heroes of this effort are all of the staff who have worked so hard on
the various system task forces: Amy Gettle, Barry Mills, Pat Harding, .
Patti Flynn, and Vera Warrick. I offer my thanks to all the staff that have
worked and will work hard to make this system the best it can be.
480 Primrose Road,Burlingame,CA 94010-4083
Phone (650) 558-7474'Fax(650) 342-6295'Email:www.burtingame.org/library
Public Relations for our Patrons
We are doing some PR for our users around the new system. Bookmarks
will begin to appear in books checked out as of July 12, 2005, and we
will have some posters and fliers announcing the changes. We are urging
patrons to replace lost or damaged library cards for free in the next 30
days so that their access to the systems won't be denied. Press releases
will be issued by Peninsula Library System.
Outsourcing of Overdue Notices
We will be outsourcing our overdue notices to our Unique Management
vendor. This is the vendor who processes our collections operations. They
will send notices out in a first class envelope with the return address of
the local library. Though located in Nevada, our vendor's notices will look
like they were mailed from Burlingame. The savings to the PLS libraries
is about 30% for this process. We are confident that they can provide
good service at a reduced cost. We will continue to get library users on
email notification, which is, of course the least expensive means of
issuing notices.
Children's Summer Reading Clubs
The Reading Clubs are highly popular this summer, thanks to our
promotional efforts in the Burlingame and Hillsborough schools. We are
offering 3 programs this summer: "Read to Me" for young readers; School
age; and Teen. The theme of all three is: "Super heroes, super readers."
Those who complete the "Read to me" or School age club will receive a
paperback book. Teens will receive a gift certificate for $ 15.00 from
Burlingame's Books, Inc. The materials for the three clubs are
underwritten by the Burlingame Library Foundation and the Burlingame
Lions Club.
Popular Materials Room Changes
Beginning later this summer, you will begin to see the changes to the
Popular Materials room thanks to the efforts of the Library Foundation.
We will be reworking the room to make it more user friendly, with lower
shelving, gondola-type shelving and more display of popular materials.
This will likely happen in phases in August.
Along with this change in shelving and display will be a philosophical
change in how we handle paperback books. Quality paperbacks (the ones
that are $ 12.00 or so) will be fully cataloged and processed by our
vendor. They will have plastic covered jackets and be made more durable
for use. This means the quality paperbacks will be available in the
2
`. database and available for holds. These items can be checked out at the
Express Checks and we will expect them to be returned, as they will
remain on patron records as a checked out item. Overdues will be
assessed. We are doing this in part because of the expense of losing
these quality paperbacks. We also would like these popular materials
available to users in our catalog.
The mass market paperbacks will also be bar coded with a unique
paperback barcode so that they can be checked out on Express Check
and have an alert on the label that they can circulate for up to 6 weeks,
but should be returned to the library.
TV Promotion of the Library's Summer Programs
The City Librarian did a short video clip for Comcast to advertise the
summer reading programs at the Burlingame Public Library. The
segment was part of Comcast's community programming. The interview
took place in San Francisco with veteran commentator Jack Hanson. The
clip will be shown on CNN segments during the month of July.
Upcoming Events:
• 19 July- Library Board Meeting, 5:30 PM, Library Board Room
• 16 August- Library Board Meeting, 5:30 PM, Library Board Room
�— • 17 August- "Go Live" Date for Millennium
• 1 September- Regular Foundation Board Meeting, 4:30 PM (new date)
• 4 & 5 September- Labor Day Holiday, Closed
• 20 September- Library Board Meeting, 5:30 PM, Library Board Room
• 7 October- Foundation Fundraiser, 6:30-8:30 PM
• 21, 22, 23 October- Foundation Book Sale, Lane Room
3
Library Board of Trustees Meeting, Item VII.B: Library Foundation Report
• Silent Auction for Collectible Books. A silent auction will be held as
a future separate event for the more collectible books.
• Book Sale. The Foundation Book Sale will be: October 21, 22, 23rd.
• EBay Auction. Jim Nagel is adding collectible books for sale for the
Foundation on EBay. This has been a good source of extra income.
• Donor Packet. A donor packet containing information of interest to
a potential corporate or individual donor has been developed and
will be distributed to the Board on September 1St.
• Easton Book Spines were a hit! We added approximately 25 new
names to the books spines donors and will have them installed in
the next month. We have about 8-10 empty shelves to go. This can
continue to be a valuable fundraiser.
• Foundation Newsletter. Chair Lisa Rosenthal has agreed the
newsletter should go out in early November to capture the
fundraising event on October 7th. This will also fulfill our
requirement to publish the donor names for the current year.
• Public Relations Bookmark. We are looking for a corporate donor
to underwrite the first of our bookmarks publicizing the
Foundation. The book mark has been designed to leave a space in
the middle for the donating entity to place their name and/or logo.
�" • Website Design. The Foundation Board is looking into a
professional upgrade in the Foundation website. We will work the
city on their website upgrade.
• Planned Giving. This topic was discussed as a future growth
builder for an endowment for the foundation. Attorney Laurelle
Gutierrez-Lundquist agreed to draft an information sheet on how
to make a gift to the Foundation in your will, trust, or charitable
remainder trust.
• Library Wish List. The City Librarian will compile and distribute a
wish list.
• Matching Donors. Some corporations such as Bank of America
offer matching donations for individual gifts. The Foundation is
looking into this as an option for enhancing donor gifts.
• Recorded Books. Downloadable audio books will likely be
instituted at the library in the next few months. This will be a
Wishlist item at $ 4,500.00 from the Foundation.
• Corporate Donors. The feasibility of each Board member taking an
individual or corporate donor to do an "ask" was discussed. This
will be discussed at our next Board meeting.
Library Board of Trustees Meeting Item VII C• City Centennial Report
• Organizational Meeting. Held July 7th with over 50 people,
including Mary Herman Armstrong and Dale Perkins, both
formerly with the Library Foundation/Trustees.
• Brainstorming Events. The group broke up into two groups, one
headed by Jim Nantell and the other headed by Mayor Joe Galligan
to brainstorm ideas for the year long celebration. The
brainstorming lists will be available shortly
• Community Involvement. We are looking for a great deal of
community involvement. Individual groups and organizations will
plan to use the 100th anniversary as a public relations device for
the year.
• Library Involvement. The Board of Trustees and the Library
Foundation will be involved in the Centennial celebration which
will last from June 2007-June 2008. One of you on the Board
presently may wish to represent the library on this committee. The
Board had expressed interest in this project in the past.
�- Library Board of Trustees, Item IX, A: City Council Liaisons
In the past, the Board has found it useful to form a personal liaison with
City Council members. In light of the recent resignation of Mike Coffey
and the upcoming Council election with 4 seats open, the Board may or
may not wish to go forward with this effort at this time.
• Mayor Joe Galligan
• Vice Mayor, Cathy Baylock
• Councilwoman Terry Nagel
• Councilwoman Rosalie O'Mahony
• Vacant
Library Board of Trustees, Item IX, B: Library Board Meeting Times
At your last Board meeting there was some discussion of changing
library board meeting times. The suggestion was to keep the meeting on
the Third Tuesday of the month, but move it from 4:30 PM to 5:30 PM.
This items needs Board action to be approved.
Library Board of Trustees Meeting, Item IX, C: Supplement Employee
Recognition Fund
The library sponsors quarterly library employee recognition during the
regular all staff meetings. Employees are honored for their longevity with
the city and for other accomplishments.
Typically, we give employees a small token gift. The most recent has been
a $ 5.00 gift certificate to Peet's Coffee or Books, Inc.
We would like to continue this endeavor at our all staff meetings.
Budget Impact: The Board offers $ 500.00 annually to this project from
the Trustees Fund.
�— Library Board of Trustees Meeting, Item IX, D: Restore Library Open
Hours
Background: Several Trustees and City Council members have suggested
that the library consider more open hours for the coming year. While I
think more open hours are always welcome, I have some concerns
regarding this issue. My response to those who have asked has been that
I see this as a year of stabilization of the library budget after 3 years of
hits. We are not certain that the revenues have stabilized for the long
term.
A. Timing: The City Department Heads have been working with the City
Manager and Finance Director on budget priorities since January 2005.
It was agreed that we would have a replacement priority plan to replace
items cut from the budget should revenues improve. This plan is not yet
in place. The City Council may feel that there may be items of a higher
priority than library hours citywide that should be restored first.
B. Funding: The funding for the library hours, depending on how many
we restore, would be between $ 40,000 and $ 50,000 per year. The city
would need to agree to this increase in the library's 2005-2006 budget in
order for this to take place. Taking the funds out of our current budget,
would not be possible, as we are already 8 positions down from 3 years
ago and $ 50,000 down in collections/media funding. I would like to see
the collection funding restored first.
C. Public Relations: If library hours were restored, I would want them to
be restored for the long term. The cost of printing new brochures and
changing the telephone book and other brochures and websites is"
expensive.
D. Options to Consider: I would see two options for the Board to consider
at this time. The one time gift from Joan and Ralph Lane, of$ 50,000
which kept the library open Friday nights for one year, was given to the
Foundation for the express purpose of staying open. I would not suggest
that the Foundation attempt to fund further open hours from their
ongoing budget.
If the full Board agrees that the library hours should be restored, I see
two options:
a) Priority for Next Year, 2006-2007. Alert the City Council
via a letter or memo of the Board's desire to restore
funding for library hours and request this be considered in
the 2006/2007 library budget. The added cost to the
budget would be about $ 50,000.00 per year.
b) Priority for this Year, 2005-2006. Alert the City Council
via letter and personal presentation and request that the
library hours be restored with additional city funding of
$ 50,000 this fiscal year and for the foreseeable future.
E. System Hours Background. Attached are two matrices of Peninsula
Library System hours: "
a) Matrix of Open Hours. Burlingame is about average at 62
hours per week. Three years ago we were at 73 hours per
week, the largest number of open hours in the system.
b) Matrix of Sunday Hours. Burlingame is one of 6 of the 9
library jurisdictions in PLS open on Sundays.
Matrix of Peninsula Library System
Average Open Hours
July 12, 2005
Jurisdiction Weekly Hours
Burlingame 62*
Daly City 59*
Menlo Park 59
Redwood City 62*
San Bruno 59
San Mateo 52*
SMCO/Foster City 63*
South San Francisco 57*
* In cities/county with multiple branches, the branch with the highest
number of service hours was used in the figure above.
Matrix of Peninsula Library System
Libraries Open on Sunday
`.. July 12, 2005
Jurisdiction Open Sunday
Burlingame Yes
Daly City No
Menlo Park Yes
Redwood City Yes
San Bruno No
San Mateo Yes
SMCO/Foster City Yes (4 out of 10 county branches are open)
South San Francisco Yes
SMCCCD No
* In cities/county with multiple branches, it is only the main library that
is open on Sunday. Sunday hours are usually 4 hours, with the
exception of Menlo Park at 5 hours.
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JUNE 2005
Patron Statistical Classes - New Adds
Aegistered Borrowers Previous month's total #Added Total Registered
Burlingame Adults 18,831 123 18,954
Burlingame Children 5,387 43 5,430
Hillsborough Adults 2,828 21 2,849
Hillsborough Children 1,530 20 1,550
Non-San Mateo Co. Borrowers 1,858 28 1,886
Totals 30,434 235 30,669
Item Statistical Classes-Use Counts
Circulation Activity Main Easton Branch
Adult Print Materials 22,097 1,171
Children's Print Materials 11,097 2,073
Audio/Visual Materials 11,913 1,293
Overview Checkouts
Circulation Totals
This month total Main 48,822 This month previous year 52,490 -7.0% Decrease
This month total Branch 5,051 This month previous year 0* 100% Increase
This month Grand Total 53,873 This month previous year 52,490 2.0% Increase
'aston Closed
`*-Express Check Use
Patrons Items %of Circulation
Main 3,879 13,845 37%
Easton 474 2,086 46%
Reference Activity Inter Library Loans
Questions Lent 2,452
Reference 3,422 Borrowed 2,733
Children's 1,565 TOTAL 5,185
Lower Level 2,606
Branch 856
TOTAL 8,449
Collections Main Titles Volumes Main Titles Added Branch Volumes Added
Adult Non Fiction 180 61 1
Children's Non Fiction 40 19 9
YA Non Fiction 0 0 0
Adult Fiction 454 311 59
Children's Fiction 158 55 34
YA Fiction 167 13 7
Cassettes Audio 2 1 0
Compact Discs 63 54 10
Videos 0 0 0
hildren's Audio 1 0 0
Children's Video 0 0 0
Children's Compact Disc 25 0 0
DVD's 175 78 48
Children's DVD's 43 0 0
TOTALS 1,308 592 168
BUFtLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JUNE 2005
PAGE 2
D nix Deposit to City Treasurer Main $10,064.58
Branch* 588.10
Total $10,652.68
Main and Easton Deposits
Revolving Account Photocopies/Print Fees (Main)** $877.21
Trustees Special Fund Branch $ 10.85
Estimated User Traffic Main 34,642 Daily Average Main 1,155
Estimated User Traffic Easton 3,225 Daily Average Easton 124
Community Room Adult*
TOTAL MEETINGS HELD 13 336
Adult Library Programs Attendance
Lectures, Film Series etc. 2> 87
Book Groups 2 30
Children's and Young Adult Attendance
Pre-school Story Time 6-a 185
Toddler Story Time 6 334
Total Story Time 12 Total Story Time Attendance 519
lass Visits 21 437
Preschool Outreach 0 0
Total Class Visits 21 Total Class Visits Attendance 437
Special Programs Attendance
Magic Dan 250
Lariat Larry 155
Total Attendance 405
Children's Reference Questions Main YA Main
Easton Story Times &Special Programs Attendance Questions Easton
Preschool 2 58 Reference 865
Toddler 3 118
Total Programs 5 Total Attendance 176
Class Visits 0 Attendance 0
Special Program Dad and Me at The Library 65
Easton Internet Usage
User Sessions 509
Main Internet User Sessions
Hour, Half Hour, & Express Childrens Total
12,237 274 1 12,511
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JUNE 2005
PAGE 3
October 2004 Outreach Statistics
Total Number of Active Outreach Patrons 19
Deliveries 29
Pick Ups 4
Books 152
Magazines 10
Videos 6
Books on Tape 0
Paperbacks 0
Total Library Materials 168