HomeMy WebLinkAboutAgenda Packet - LB - 2005.08.16 URLINGAME PUBLIC LIBRARY 1BURLINGAME
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Board of Trustees Agenda _
August 16, 2005- 5.30pm °� P
480 Primrose Road-Library Conference Room
SUGGESTED ACTION
VT. CALL TO ORDER
II. ROLL CALL
ii
III. WARRANTS & SPECIAL FUND Approval
L IV. MINUTES Approval
V. CORRESPONDENCE AND INFORMATION Information
_A.Unique Management Letter
✓B. Peninsula Community Foundation Quarterly Report
,C. PLS System Orientation Opportunity
Y. Letter: David Studebaker
,,VI. FROM THE FLOOR (Public Comments)
-TI. REPORTS
`- V A. City Librarian's Report—Escoffier Information
,J3: Foundation Report- Escoffier Information
VIII. UNFINISHED BUSINESS
L,, A. Statue Status Information
IX. NEW BUSINESS
,-A. Employee Achievement Award Planning Task Force Discussion/Approval
B. Employee Recognition Dinner Coordinator Discussion/Approval
X. ANNOUNCEMENTS
XI. ADJOURNMENT Adjourn
Management UNI UE .
July 22,2005
Mr.Alfred H. Escoffier
Director
Burlingame Public Library
480 Primrose Rd
Burlingame,CA 94010
Dear Mr.Escoffier:
This is our periodic Return on Investment letter designed to keep you informed of our results on behalf'of
the library. This information can always be extrapolated from our monthly reports to the library but I
thought you might find it useful to see our results,compared to cost,in a more concise format. Our aim is
to keep you fully apprised of the bottom line as it relates to our service without creating additional demands
on your time.Providing this information at regular intervals will help you track the library's return on
investment.
From July 2003 through June 2005,Unique Management processed 748 Burlingame Public Library
accounts for collection.Of that number,612 or 81.82%of patrons processed responded by fully or partially
settling their accounts.
The financial result for the library has been the recovery of$20,903.34 in materials,$23,974.72 in cash and
$6,395.70 in waives for a total value of$51,273.76. This does not include materials and cash still to be
recovered from patrons submitted during that period who will continue to respond.
Our billings for services to the library during the same period total less than the cash recovered and
amounts waived,so our service remains budget neutral. When considering the value of our recoveries
described above compared to our billings,our service has given the library a return of$6.93 for each$1.00
invested. This 7:1 ratio shows a powerful return on the library's investment.Needless to say,we are very
pleased to bring these results to your attention.
It should also be noted that we have demonstrated that we can maintain patron goodwill while producing
these results.In addition,with our electronic interface,all data is transferred and processed electronically to
eliminate paperwork and minimize library staff time required.
Please feel free to contact me or any member of the customer service team should you have any questions.
Thank you for the opportunity to serve the Burlingame Public Library and it's patrons.
Sincerely,
Brad D.Rainier
Customer Service Specialist
cc: Ms. Amy Gettle
119 East Maple Street 9 Jeffersonville, Indiana 47130 • (812) 285-0886 9 Fax: (812) 285-0895
BURLINGAME PUBLIC LIBRARY
Burlingame Public Library
Board of Trustees
Minutes
July 19, 2005
I. Call to Order
Secretary Toft called the meeting to order at 5:32pm.
u4 II. Roll Call
Trustees Present: Nancy Brock, Deborah Griffith
--: and Pat Toft
Trustees Absent: Bruce Carlton, Katie McCormack
Staff Present: Al Escoffier, City Librarian
Sidney Poland, Recorder
City Manager Jim Nantell
III. Warrants and Special Funds
The Trustees unanimously approved the warrants. M/S/C
(Brock/Griffith)
IV. Minutes
The Trustees unanimously approved the minutes of the June 21,
2005 meeting. M/S/C (Griffith/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. On-Line Migration
a. Public Relations - August 17th remains the
date for the new system to "go live" to the public. Staff has
begun a promotional campaign to prepare our patrons for
the system change by displaying posters and flyers and
handing out informational book marks at the Circulation
desk.
b. Closure - The Trustees passed a motion giving
the City Librarian permission to close the Library for a
period of 7 days during the Millennium change over, if he
deems it necessary. M/S/C (Griffith/Brock) Al Escoffier
noted that, at this time, he and the staff are confident that
L. the Burlingame Library will be able to remain open.
480 Primrose Road,Burlingame,CA 940ro-4083
Phone (650) 558-7474'Fax-(650) 342-6295'Email:www.burlingame.org/library
2. Staff Illness - Two of our Reference Librarians will be
on disability leave due to illness. It may be necessary to hire
on-call Reference librarians to assist the Reference staff
during their absence.
3. Paperback Procedures - Paperbacks will be divided
into two different categories both of which can be checked
out on Express Check. Quality paperbacks will now be
cataloged and become part of our database; fines will be
assessed. Mass market paperbacks will have a unique
barcode differentiating them from the cataloged paperbacks
and a 3 week checkout period with no fines assessed.
B. Foundation Report Highlights
1. Book Sale - Dates for the fall book sale are October
21, 22, and 23rd.
2. Newsletter - The newsletter will be published the first
part of November. Donors who contributed to the
Foundation since the last year's newsletter will be
recognized.
3. Planned Giving - Foundation member Laurelle
Gutierrez Lundquist, who is associated with Carr McClellan
Ingersoll Thompson and Horn, will draft an information
sheet for donors who might be interested in giving to the
Foundation through their estate.
C. City Centennial Committee
An organizational meeting was held July 7th; 50 people
attended. Two groups headed by Jim Nantell, City Manager
and Joe Galligan, Mayor of Burlingame, began brainstorming
for the year long event. Community involvement is especially
important. Both the Library Foundation and the Trustees
have expressed interest in participating.
VIII. Unfinished Business
IX. New Business
A Council Liaisons - The trustees agreed to postpone the
assignment of their council liaisons until after the November 2005
election.
B. Board Meeting Times - The Trustees unanimously voted to
officially change the meeting time to 5:30pm. M/S/C (Toft/Griffith)
C. Employee Recognition Fund ($500) - The Trustees
unanimously approved the City Librarian's request to allocate
$500 for employee recognition gifts which are given three times a
year at staff meetings for years of service and other accomplish-
ments. M/S/C (Griffith/Toft)
Library Board of Trustee Minutes
July 19,2005
D. Restore Open Hours
The Trustees, City Librarian and City Manager discussed the
present financial outlook of the City and the conditions that would
have to be met if library hours were to be reinstated. The
conclusion of the discussion resulted in a motion by Trustee Toft
stating that the discussion of restoring library hours be tabled
until the Council budget study session in January of 2006.
M/S/C (Toft/Griffith)
X. Announcements
A. CLA Membership - Membership forms for CLA membership
will be submitted for all Trustees.
B. Conference Room Chairs - At the request of the Trustees,
the City Librarian will prepare a thank you note to the Foundation
for providing the funds to recover the Conference Room chairs.
XI. Adjournment
The meeting was adjourned at 6:35pm. The next meeting will be
held August 16, 2005 at 5:30pm in the Conference Room.
Respectfully Submitted,
Alfred H. Zfier
City Librarian
Library Board of Trustee Minutes
July 19,2005
peninsula
`-- Ctstllii' unity foundaflon'"
August 1, 2005
Mr. Alfred H. Escoffier
City Librarian
Burlingame Public Library
480 Primrose Road
Burlingame, CA 94010-4083
Dear Al,
�— With warm summer greetings, I am pleased to send you your fund statement
for the second quarter of 2005. As always, if you have questions about your
statement, please call our Controller, Kara Coyle, or our Senior Vice
President and CFO, Vera Bennett. They will be delighted to assist you.
I do hope you know how much we appreciate your partnership with us and
that you will let us know if there is anything we can do to serve you better.
Until next time, enjoy the sunshine!
Sincerely,
t,
Sterling Speirn
President
Peninsula Community Foundation 1012
l�tRoger and Jean Hunt Duncan Fund
peninsula . Fund Activity Statement
Cot m unity foundation April 1, 2005 through June 30, 2005
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 $ 940,457.41 $ 982,249.48
Contributions 0.00 0.00
Investment Income 4,891.65 7,013.05
Gain/Loss on Gifted Securities 0.00 0.00
Gain/Loss on Investments 18,834.83 12,226.32
Interfund Contributions 0.00 0.00
Other Income 0.00 0.00
Grants 0.00 (36,100.00)
Interfund Grants 0.00 0.00
Support Fees (1,177.09) (2,382.05)
Other Expenses 0.00 0.00
Ending Balance $ 963,006.80 $ 963,006.80
Grants Payable $0.00
Balance Available for Grants $231,510.00
Comments
For questions, please call Kara Coyle, Controller, or Vera Bennett, Senior V. P. &CFO at 650.358.9369.
i�
Date: 28 September 2005
To: PLS System Advisory
Board Members
From: Linda Crowe
Subject: PLS New Employee Orientation
The Peninsula Library System will host an Orientation for
new staff, 4:00 p.m. to 6:00 p.m., September 28th, 2005.
This meeting will be held at the PLS Offices, 32 West 25tH
Avenue, Suite 204, San Mateo.
Please call if you have any questions, 650/349-5538.
Thank you for being a member of our System Advisory
Board and I look forward to seeing you on September 28th!
To register please email Kathy Krause at krause@plsinfo.org.
Send name, library, email address and phone number.
DAVID H. STUDEBAKER
Thursday, August 11, 2005
Dear Friends at the Library,
Just a brief word of appreciation for the excellent
library services you provide the community.The
Burlingame Library is one of my favorite locales in this
city which has been my home for over 46 years.
In particular,the Library Web Site is such a helpful
service. Something as specific as the gracious reminder of
the due date for materials out-standing is most helpful.
Again, many many thanks to the entire staff.
Gratefully,
fI
David Studebaker
518 Almer Road. #4
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JULY 2005
'atron Statistical Classes - New Adds
",-Registered Borrowers Previous month's total #Added Total Registered
Burlingame Adults 18,954 179 19,133
Burlingame Children 5,430 36 5,466
Hillsborough Adults 2,849 16 2,865
Hillsborough Children 1,550 11 1,561
Non-San Mateo Co. Borrowers 1,886 26 1,912
Totals 30,669 268 30,937
Item Statistical Classes-Use Counts
Circulation Activity Main Easton Branch
Adult Print Materials 21,603 1,007
Children's Print Materials 10,538 1,717
Audio/Visual Materials 11,774 1,148
Overview Checkouts
Circulation Totals
This month total Main 47,791 This month previous year 53,296 -10.3%decrease
This month total Branch 4,382 This month previous year 0 100% increase
This month Grand Total 52,173 This month previous year 53,296 2.0%decrease
,-:aston Closed
Express Check Use
Patrons Items %of Circulation
Main 3,531 12,251 32%
Easton 378 1,542 40%
Reference Activity Inter Library Loans
Questions Lent 2,689
Reference 3,216 Borrowed 2,740
Children's 1,465 TOTAL 5.249
Lower Level 2,351
Branch 653
TOTAL 7,685
Collections Main Titles Volumes Main Titles Added Branch Volumes Added
Adult Non Fiction 85 28 2
Children's Non Fiction 16 0 3
YA Non Fiction 0 0 0
Adult Fiction 212 166 15
Children's Fiction 52 19 15
YA Fiction 33 18 4
Cassettes Audio 1 1 0
Compact Discs 15 12 1
Videos 1 1 0
'hildren's Audio 0 0 0
Children's Video 0 0 0
Children's Compact Disc 0 0 0
DVD's 27 17 1
Children's DVD's 1 0 1
TOTALS 443 262 L 42
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JULY 2005
PAGE 2
-) nix Deposit to City Treasurer Main $8,550.16
Branch* 522.99
Total $9,073.15
Main and Easton Deposits
Revolving Account Photocopies/Print Fees (Main)** $923.86
Trustees Special Fund Branch $ 11.15
Estimated User Traffic Main 35,949 Daily Average Main 1,250
Estimated User Traffic Easton 2,800 Daily Average Easton 112
Community Room Adult*
TOTAL MEETINGS HELD 7 Attendance 160
Adult Library Programs Attendance
Lectures, Film Series etc. 0
Book Groups 2 30
Children's and Young Adult Attendance
Pre-school Story Time 9 304
Toddler Story Time 8 454
Total Story Time 17 Total Story Time Attendance 758
Class Visits 1 35
Preschool Outreach 2 79
Total Class Visits 3 Total Class Visits Attendance 114
Special Programs Attendance
Natya 150
Amy Wigton 150
Swazzle Puppets 130
Children's Delight 140
Total Attendance 570
Easton Story Times & Special Programs Attendance Questions Easton
Preschool 4 120 Reference 653
Toddler 4 90
Total Programs 8 Total Attendance 210
Class Visits 0 Attendance
Special Program 0
Easton Internet Usage
User Sessions 411
Main Internet User Sessions
Hour, Half Hour, & Express Childrens Total
11,981 322 12,303
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JULY 2005
PAGE 3
October 2004 Outreach Statistics
Total Number of Active Outreach Patrons 18
Deliveries 23
Pick Ups 3
Books 163
Magazines 8
Videos 4
Books on Tae 0
Paperbacks 0
Total Library Materials 175
BURLINGAME PUBLIC LIBRARY
City Librarian's Report
August 16, 2005
PLS Plus Online Catalog is here!
We are in the midst of our migration to the new Millennium system. We
plan to "Go Live" on Wednesday, August 17th.
Dynix will become unavailable to the public beginning Sunday, August
14th, 6:30 PM. We plan to bring the Millennium online catalog up on
August 17th.
The Express Check system has been tested and should be available; the
new system will not have an effect on the use of SAM/Internet access.
All patrons will need to get new pin numbers to access their accounts
and place holds.
It will likely be a difficult couple of weeks, but the system itself is user
friendly and well designed. The staff has been trained in all aspects of
the system and is excited about the many new features.
I have issued press releases and we have done PR for our users. We are
trying to make the change as easy as possible on the public. Extended
loan periods and a fine free week will help ease the pain on the library
public.
Children's Summer Reading Clubs
Nearly 600 children completed the Reading Clubs as follows:
• Read to Me: Hats off to Reading- 170 completed;
• Children's Summer Reading Club: Super Readers, Super Heroes-
280 completed;
• Teen Summer Reading Club: Super Readers, Super Heroes- 128
completed.
The Family Fun Nights were a big success, with ticketed admission to
help control the crowds. We were still averaging 130 or so in attendance
at each Fun Night.
480 Primrose Road,Burlingame,CA 94010-4o83
Phone (650) 558-7474'Fax(650) 342-6295•Email:www.burlingame.org/library
Personnel Issues
- One of our 30 hour reference librarians underwent surgery for a rare
type of spinal cancer. She is home now, but will need to go through some
additional treatment over the coming months. She will likely be out for at
least 6 more months.
Our Building Maintenance worker suffered a heart attack several weeks
ago and underwent a quadruple bypass. He is home and resting
comfortably. The earliest he will return would be October.
We have another reference librarian scheduled for a worker's
compensation injury surgery, probably in September which will take her
away for 3 months.
We are hiring on-call reference librarians to backfill for the losses of our
regular staff. We are also increasing hours of some staff to pick up the
work.
A new face you will see at the reference desk, is Linda Hedges. Linda was
a reference librarian at the Redwood City Library for many years and is
now retired. She will be working for us 10 hours per week. Susan Cordes
will work some on-call hours; she is the new librarian at Serra High
School. We will be hiring at least one more on-call librarian. Other staff
are working additional hours to help us patch through the holes in our
schedules.
Foundation News
President Kris Cannon met with me last week and the Foundation is well
on their way to producing the Foundation Birthday Bash on Friday,
October 7, 2005. The focus will be on families and children, with multiple
activities available. The entertainment scheduled to date includes:
Walden Marionettes and Magic Dan. A birthday cake and other
refreshments will be served in the Lane Room. Invitations will go in the
mail over the Labor Day weekend.
The Foundation has begun an effort to explore Planned Giving for
support of the Foundation/Library. There is a particularly timely article
on the subject in a recent library journal. The average individual makes a
will in his/her late 40's. We are looking at the largest transfer of wealth
in history, with the baby boomers moving into retirement. This is an
opportune time for the Foundation to move into the Planned Giving
arena.
Easton Branch News
The Easton Branch circulation has tripled since reopening. This is in
part due to the increased number of fresh new books and media. The
branch's 8 additional service hours help add more access to the
collections. We have been asked to submit background and photos to
Library Journal and American Libraries, as well as the State Library, on
the renovation project.
Annual Library Statistics
Statistics for circulation at Burlingame were up 14% over the prior year.
This was the second highest increase in the system this year. We will
continue to pull together statistics for our annual State Library report
and keep you abreast of the changes in usage.
Upcoming Events:
• 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
Board of Trustees, Agenda Item IX A: Employee Achievement Award
Task Force.
Recommendation: The Trustees should discuss the upcoming annual
Employee achievement award process and decide which two Trustees will
work on the project.
Background: The Trustees administer the Employee Achievement Award
for library staff annually. Nominations are made by the library staff in
October. The winners are announced at the Employee Recognition
Dinner in early December.
The Trustees review the returned reformations and chose up to 3
employees for the awards. The winners receive a plaque and a check
from the Trustees Fund for $ 100.00 each.
Board of Trustees Agenda Item• IX B• Employee Recognition Dinner
coordinator.
Recommendation: It is recommended that the Trustees review and
discuss the Employee Recognition Dinner and assign a Trustee to be the
Trustee representative for the event. The event is co-sponsored with the
library foundation who will also co-chair.
Background: This will be the 8t" annual Employee Recognition Dinner.
The dinner is co-sponsored and funded jointly by the Board of Trustees
and the Burlingame Library Foundation. The committee, with library
administration assistance, sends out invitations to all staff that may also
bring a guest. Attendance is usually around 100 people.
The event is calendared this year for Sunday, December 4th at the
Doubletree Hotel. (This should be confirmed.)
There was some discussion of having the event on a Friday evening last
year, but there seemed to be many more people who wanted the event on
a Sunday.
There are generally flowers or plants on the tables which go to staff
(usually a plate is marked). Sidney can do name tags.