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HomeMy WebLinkAboutAgenda Packet - LB - 2005.08.16 URLINGAME PUBLIC LIBRARY 1BURLINGAME r r ' 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.