HomeMy WebLinkAboutAgenda Packet - LB - 2006.02.21 URLINGAME PUBLIC LIBRARY 1 BURLINGAME
Board of Trustees Agenda (Revised) _
February 21, 2006—9.30pm
480 Primrose Road—Library Conference Room
SUGGESTED ACTION
I. CALL TO ORDER
II. ROLL CALL
III. WARRANTS & SPECIAL FUND Approval
IV. MINUTES Approval
V. CORRESPONDENCE AND INFORMATION Information
A. Godbe Central Coast Library Survey- Executive Summary
B. System Reference Center Reference Policy
C. Peninsula Community Foundation Quarterly Report
D. Unique Management Quarterly Report
E. Letter: Central County Fire Department
F. Trustee Special Fund Quarterly Report
. FROM THE FLOOR (Public Comments)
VII. REPORTS
A. City Librarian's Report—Escoffier Information
B. Foundation Report- Escoffier Information
VIII. UNFINISHED BUSINESS
A. Recommendation to City Council to Increase Library Service Discussion/Approval
Hours & Funding For Collection-
IX. NEW BUSINESS
✓A City Council Counterparts Discussion/Approval
VB. City Council Goals Discussion
,,,C. Financial Support for Conference Attendance Discussion/Approval
X. ANNOUNCEMENTS
XI. ADJOURNMENT Adjourn
(BURLIfiGAME 1
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BURLINGAMf
PUBLIC
LIBRARY
Burlingame Public Library
Board of Trustees Minutes
January 17, 2006
I. Call to Order
President McCormack called the meeting to order at 5:30pm
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
III. Warrants and Special Funds
The Trustees approved the warrants for December 15, 2005 and
January 17, 2006. M/S/C (Griffith/Toft)
IV. Minutes
The Trustees approved as written the minutes of the November 17,
2005 meeting. M/S/C (Griffith/Toft) There was no meeting in
December.
V. Correspondence and Attachments
Correspondence and Attachments were noted.
A. Legislative Report - The City Librarian advised the Trustees
that the Library Construction Bond measure will be placed on the
June 2006 ballot.
B. CALTAC Workshop - The Trustees received CALTAC
applications in their board packets and were appraised of
the benefits of becoming a member by the City Librarian. Sidney will
register all Trustees as CALTAC members.
VI. From the Floor
No one from the public attended the meeting.
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VII. Reports
A. City Librarian's Report - Highlights of Report
1. Easton Branch Library - Two national magazines
American Libraries and Library Journal featured the Easton
Branch in their recent publications. Easton circulation has
increased approximately 300% and user traffic 140% over pre-
renovation days.
2. Personnel Issues - Library staff is presently down 120
hours per week (3 FTE). One librarian remains out on a
workman's compensation claim; Jan Eustis, a library assistant
in the Children's Dept. will return on a part time basis the
week of January 23rd. Recruitment is in process for a
temporary part time professional librarian to assist in covering
public service desks.
3. Burlingame City Centennial - The City Librarian is a
member of the marketing committee which is chaired by Dan
Anderson. Jeffrey Griffith is Finance Director. Deborah
Griffith and Pat Toft of the Trustees and Dale Perkins of the
Foundation Advisory Board, along with the Stephen Hamilton,
President of the Foundation Board will also participate in
planning the event
B. Foundation Report
1. Election of Officers for 2006 - The Board of Directors
`.. approved the following slate of officers for 2006: President -
Stephen Hamilton, First Vice President - Scott Nedwick, Second
Vice President - Jim Cannon, Treasurer - Mary Blythe, and
Secretary - Lisa Rosenthal.
2. New Board Members - Susan May, John McMorrow, Eileen
Nash and Regina Neu are the newly elected members of the
Foundation Board.
3. Wish List - The Foundation Board approved the following
funding for library programs and collection development which the
City Librarian had requested:
Special Children's $ 3,500
Programs
Spanish Language Story Hours $ 5,600
One County/One Book Project $ 3,000
Saturday Morning Story Hours $ 3,600
Enhance Picture Book $ 8,000
Collection
Adult Author Programming $ 3,500
Enhancement of Media $10,000
Collection
Total $37,200
The Board decided to set aside funding for the Centennial
Celebration until a future date.
Library Board of Trustee Minutes 2
January 17 2005
VIII. Unfinished Business
A. Statistics Comparison
The Trustees reviewed the "Key Indicators" which reflected a yearly
comparison of various library statistics from 2003-2005.
B. Increase of Library Services Hours
1. Trustees Request - At the request of the Trustees, the
City Librarian and the management team discussed the
possibility of restoring service hours lost as a result of budget
cuts 3 years ago. Their recommendation to the Trustees
to restore 4 hours on Friday night was considered to be the
best choice for the community and the most realistic in terms
of staffing, if additional funding from the City becomes
available
2. Recommendation from Trustees - The Trustees requested
that the record show their unanimous support for the recommen-
dation proposed by the City Librarian and library managers to
restore the 4 hours on Friday night and their consensus that a
funding request be made to the City Council at the soonest
appropriate time. In addition, the Trustees recommended
requesting that the City Council increase the budget for the library
collection which is $66,000 or 27% below 3 years ago.
IX. New Business
A. Lane Community Room Usage Fee - The Trustees
unanimously approved the recommendation of the City Librarian to
increase the usage for the Lane Community Room from $50. to $75.
per event. M/S/C (Griffith/Carlton)
X. Announcements
Trustee McCormack noted the following library events:
A. Bay Area Library & Information System, Peninsula Library
System, Silicon Valley Library System event about creative ideas
for fund raising. The event will be held at San Francisco Public
Library on April 1, 2006.
B. California Library Association Conference - This event will
be held November 10th - 13th in Sacramento. Further information
will follow.
C. One Book/One Community Program - This event will take
place in the fall. Further information will follow.
D. Legislative Breakfast - The date for this event is March 25th
E. Literacy Breakfast will be held at Dominic's on April 6th.
Library Board of Trustee Minutes 3
January 17 2005
XI. Adjournment
The meeting was adjourned at 6:30pm. The next meeting will be held
February 21 st at 5:30pm in the Conference Room.
Res ctfully Submitted,
AlfreH. Escoffi r
City Librarian
Library Board of Trustee Minutes 4
January 17 2005
System Reference Center
Reference Policy
The System Reference Center (SRC) for Bay Area Library and Information System
(BALIS), Peninsula Library System (PLS), Silicon Valley Library System (SVLS) and
Monterey Bay Area Cooperative Library System (MOBAC) strengthens member
libraries' information service to their users. The Reference Center staff works to
give depth and breadth to local resources and to provide library users equal access
to information no matter what resources are available in their local libraries .
Each member library acts as an intermediary between the System Reference Center
and its patrons. It is the duty of each jurisdiction to determine access to the
Reference Center.
SRC will answer all questions as completely, accurately and in a timely manner as
possible. The Center will utilize in-house sources, online databases, outside
organizations and any other reasonable resource to obtain an answer.
Effective responses to reference questions can be achieved only with the support
and cooperation of each member library. When submitting requests, members are
responsible for providing as much information as possible, including the sources
checked by the referring librarian as well as the patron, and what search terms
have been used in search engines.
The importance of a complete reference interview cannot be stressed enough.
DEADLINES
Although requests are generally handled in chronological order by date received,
every effort is made to meet each patron's deadline. Since all requests are handled
"as soon as possible," we request a date after which the patron cannot use the
material. "Rush" requests must include an explanation for the deadline.
FILE CHECKS
Call us to check our extensive file of songs, poems, quotes and how-to information.
INTERLIBRARY LOANS
Retrieval of material identified by the Reference Center will be the responsibility of
the referring library.
LETTERS, CALLS, and EMAILS
Experts and agencies may be contacted by the Reference Center. Some follow-up
may need to be made by the patron. In this case, appropriate contact information
will be supplied.
APPRAISALS OF ART, ANTIQUES AND COLLECTIBLES
We will provide published information on antiques and auction prices. Monetary
evaluations of art objects, considerations of scarcity and condition are beyond the
scope of the Reference Center. In the absence of published information, referrals
to appropriate experts willbe provided if available.
BOOK APPRAISALS
We will supply published prices for specific editions whenever available. Patrons
may also be referred to antiquarian book dealers and/or specialists.
GENEALOGICAL RESEARCH
We will supply information on published family and local histories, and guide
patrons to appropriate documents and sources for information. We will search the
San Jose Mercury News and/or the San Francisco Chronicle for one week after the
date of death for obituaries and death notices. This service is free to California
residents; persons from out of state may order the search for a fee from the
Reference Center website, systemref.org. Searches of other primary source
material in this field are outside the scope of the Reference Center.
IDENTIFICATION OF PLOTS, POEMS, QUOTATIONS, TITLES
The Reference Center will search standard indexes, specialized bibliographic
sources, and listservs. The identification of plots, fragments of poems, quotations
and half-remembered titles often depends upon the combination of bibliographic
indexing and personal memory. Appeals to "collective memory" may be initiated
when standard search strategies fail.
LEGAL QUESTIONS
Copies of specificallycited laws, court rulings ,administrative regulations and
published commentary of laws and the legal system will be provided. We cannot
provide legal advice or interpretation, though referrals to legal sources may be
given as appropriate.
MEDICAL QUESTIONS
Factual information, published studies and/or bibliographic citations to published
studies concerning diseases, medications or therapeutic treatments will be
provided. Information involving interpretation or medical advice will not be
provided. We will refer patrons to appropriate medical experts or agencies.
ONLINE DATABASE SEARCHES
Since many member libraries have given up their Dialog services, the Reference
Center will search Dialog upon request. If the cost of the search exceeds $70.00,
we will notify the referring library, so that the patron may be referred to a for-pay
service.
MARKET RESEARCH/MARKET SURVEYS
We will search for published market surveys. When published material is not
available, we may refer the patron/client to market research services.
ORIGINAL RESEARCH
Reference Center staff cannot perform original research, nor compile bibliographies
on demand. It is out of the scope of the Reference Center to examine primary
source materials, draw conclusions, or synthesize research.
We will provide direction in search strategies and assistance with identification of
resources and specialists. We will provide data, but cannot perform mathematical,
analytical or interpretive calculations. Subject to the provisions regarding original
research, Center staff will locate answers to single, highly specific questions.
PATENT, TRADEMARK OR COPYRIGHT SEARCHES
Patrons with patent, trademark or copyright inquiries are referred to the Sunnyvale
Center for Innovation, Invention and Ideas (SCI3) at the Sunnyvale Public Library.
STANDARDS AND SPECIFICATIONS
We will provide verification and locations/sources for standards and specifications.
TRANSLATIONS
The Reference Center will translate short phrases when feasible. For longer
passages, it is the responsibility fo the local library to refer the patron to
professional translators.
Rev. 05/05
Adopted by the Administrative Councils of BALIS, PLS, SVLS and MOBAC, 2005.
UNIQUEServanagement icces Inc.
January 16,2006
Mr.Alfred H.Escoffier
Burlingame Public Library
480 Primrose Rd
Burlingame,CA 94010-4083
Dear Mr.Alfred H.Escoffier:
Unique Management Services,Inc.(UMS)has provided a quality material recovery service for the Burlingame Public
Library since July 2003.As of December 2005,the library has submitted 888 accounts for collection.
The financial result for your library has been the total recovery of$54,650.49 in materials,cash received,amounts waived.
This does not include amounts still to be recovered from patrons who will respond to our continued contacts.
When considering the value of our recoveries described above compared to the amount UMS has billed the library,our
service has given the library a return of$6.87 for each$1.00 invested.This 7:1 ratio shows a powerful return on the library's
investment,one that we are pleased to report.
$60,000 -----------------------------------------
$45,004 ------------------------- -----
$30,000 ------------------------- - -- ❑ Total Billings
0 Total Recovery
$1C"000 -------------------------
$G - F-7
Total Billings Total Recovery
It should also be noted that we have demonstrated that we can maintain patron goodwill while producing these results.In
addition,with our strategic partnerships and strong working relationships with ILS vendors,UMS can ensure all data is
transferred and processed electronically to eliminate paperwork and minimize library staff time.
Unique Management Services,Inc.strives to provide thorough and useful recovery information on a regular basis.In
addition to our monthly reports,many of our clients have expressed a desire to see our results compared to cost.Please keep
in mind that this letter is an overview of your historical recovery.If you should require results for a specific time period,
please do not hesitate to contact your customer service representative.We appreciate the opportunity to serve the
Burlingame Public Library and its patrons.
Sincerely,
2.Bra42—
Brad
d Rainier
Customer Service Specialist
cc:Ms.Amy Gettle
119 East Maple Street • Jeffersonville, Indiana 47130 • (812) 285-0886 • Fax: (812) 285-0895
CC-NTRALCOUNTY CIRC DC-PARTMENT
l ' ' serving the Town of f-Illsborougk onJ the City of-Purlingame
V
-Pill Reilly
F—ire Chief
January 12, 2006
Burlingame Library
Attn: Sidney Poland
480 Primrose Road
Burlingame, CA 94010
RE: 2005 Holiday Toy Program
Dear Mrs. Poland:
I just wanted to say -thank you" for your assistance with our Annual Firefighter Holiday
Toy Program and taking the time to host a toy barrel at your location.
With the generous donations of toys, gift cards, and monetary support, we were able to
brighten the holidays of several people this holiday season. This included older youths and
�. teenagers who are often forgotten during the holiday season.
With our program, we were able to distribute one hundred and fifty-six (156) barrels of
toys which were collected throughout the City of Burlingame and Town of Hillsborough.
These donations went to ten (10) different charitable organizations throughout San Mateo
County.
Your generous donations enabled us to make a difference in the lives of so many young
people and families this holiday season. Our continued success will be determined by the
generosity of people like you and your organization.
I look forward to working with you again for our 2006 Firefighter Holiday Toy Program.
All the best for a healthy and happy 2006.
Sinc 1
l
Firefighter Herman G. Barahona
Program Coordinator
Holiday Toy Program
Central County Fire Department
(650) 558-7600
1600 F—loribundavlIenue, � ]ilLkorough, C� 84010 (650) 375-7422 �ax: (650) 375-7423
1399 Kollin, Road, Burlingame, CA 94010 (650) 558-7600 �:ax : (650) 344-9950
Trustees Special Fund Balances Report
As of 2/132006
2/132006 Page 1
2/132006
Account Balance
Bank Accounts
Cell Phone 0.00
Donations-Children 250.00
Donations-Misc 10,272.99
Duncan-Misc 1,355.64
Duncan-Audio Visual 10.76
Duncan-Fine Arts 4,000.00
Ellis Memorial 340.00
Farrell(Julia)Fund 6,006.06
Gottlieb(Ruth)Fund 125.00
Interest 12,322.19
Jackson(Dorothea)Fund 10,000.00
Karp Fund 200.00
Markus Fund 325.00
Mayall(Angeline)Fund 275.00
Nadaner Fund15.00
__ _
Peltier Memorial Fund 1,270.00
Pine(Jane and David)Fund 1,000.00
Porter(Hilda)Fund 5,448.01
Schmidt(Mary Jane)Fund 1,565.00
Schroeder(Alice)Fund 1,215.00
Shinnyo-En USA Fund 812.78
----------- ---------------
Thigpen(Dorothy)Fund 300.00
Trixler(John Thomas)Fund 2,210.00
Xerox Fund 28,734.35
TOTAL Bank Accounts 88,052.78
OVERALL TOTAL 88,052.78
' , (BURLIIiGAME
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B U R L I N G A M E
P U B L I C
LIBRARY
City Librarian's Report
February 21, 2006
City Goals Sessions Begin
The City Council Goals session of January 28th was successful in
winnowing down over 260 goals or activities submitted by the general
public into a more manageable list of 60. The Council will hold Round II
of the Goals session on Saturday, February 25th. I don't expect a great
deal of discussion of library issues during that session, but I do expect
discussion of the library at the March 1St Budget meeting.
Two lists have now been created by Council: 1) Council Goals 2006-
2007, and 2) Items/Suggestions referred elsewhere (mostly budgetary).
Five issues for the library were outlined on list #2 "Items/Suggestions"
list and all are budgetary. These will be dealt with at the Council Budget
session, currently scheduled for Wednesday, March 1St, 6 PM, Lane
Community Room.
The five issues that affect library services are: 1) Increase library hours if
budget permits; 2) Restore library collection budget; 3) Restore hours on
Friday nights; 4) One Community/One Book program; 5) Donate
books/cash to the Mississippi Gulf libraries.
Status of Library Recommendations
1) Increase library hours.
Background: We reduced our weekly hours from 73 to 62 during the 3
year budget crisis. We now open.at 10 AM instead of 9 AM, 6 days a
week; we close on Friday and Saturday at 5 PM instead of 9 PM and 6
PM respectively at the main library.
Recommendation: See # 3 below.
2) Restore library book and media collection budgets.
Background: The library collection budget is currently $ 179K, down
from $ 245K, 3 years ago. This is a reduction of 27%. We have been able
to manage through gifts from the Foundation, as well as reducing the
number of individual titles purchased. We are also purchasing many
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more items in paperback instead of hardback, and reducing our
purchase of expensive reference books. With the Foundation's help, we
have begun the "Quick Pick" program that targets high-interest popular
titles in multiple copies. We are shifting the way we do reference, and are
leasing proprietary database access (collectively through PLS) to help the
public and staff have access to information that was formerly in print,
but is now online.
Recommendation: Consider adding 14% or $ 25,000 back into the
collection budget; I would suggest taking $ 10,000 of this increase for
media due to the high impact media is having on our circulation.
3) Restore hours on Friday nights.
Background: The Library Board of Trustees and the library managers
agreed that if we are able to restore hours, they should be Friday
evenings from 5 PM- 9 PM. The cost of this would be between $ 50-60K.
4) One Book/One Community.
Background: This project is now underway with a partnership with all of
the libraries in PLS. Burlingame Library is part of a system-wide task
force which will participate, and the Foundation has pledged funds for
�. the project. We are looking for an appropriate book by a living author
with California roots. The title should be selected shortly. The project is
targeted to launch in fall 2006. Jan Eustis is working with me on this
project.
Recommendation: Reaffirm with the City Council that a "One Book/One
Community" program will be held this year.
5) Donate books to Gulf Region.
Background: Last year, following Hurricane Katrina, the Board of
Trustees asked the Burlingame Public Library to join the "Adopt a
Library" program through American Library Association. We adopted the
St. Tammany Parish Library. The system lost two library branches:
Madisonville and Lake Pontchartrain Branches. We have received a seed
money gift from community member Alex Veech for this project of
$ 1,000.00 which we are holding until more gifts are received.
Recommendation: The City Librarian will contact the St. Tammany
Parish library system to see exactly what their needs might be: books,
cash or something else. I would also like to suggest that the Foundation
consider a donation to this project. It could be in the form of a cash
donation or a fundraiser, or perhaps the proceeds from the next book
sale.
Library Issues Breakfast
The Peninsula Library System and Silicon Valley Library System Advisory
Boards are sponsoring the Library Issues Breakfast on Saturday, March
25, 2006, 8:30 AM- 11 AM, Stanford Park Hotel, Menlo Park. This annual
event features different speakers each year of interest to local
government officials, community leaders, and of course Library Trustees.
This year's speakers will be Michael and Christina Dillon, California
Library Association Lobbyists. They will speak of their working
experiences with our elected officials at the State Capitol. City Council
Members and each of you should have received the post card invitation
in the mail last week. You may RSVP by March 10 to Kathy Krause at
650-349-5538. This is always a popular event. Vice Mayor Terry Nagel
has already expressed her intention to attend. I hope each of you can
make it that day.
Trustee/Council Counterparts
`,. In keeping with tradition, the Board will review and make decisions on
City Council counterparts this month. This project pairs each Trustee
with a City Council member to help keep them abreast of the current
issues affecting the library services and funding. Pat Toft has already
expressed an interest in Rosalie O'Mahony as her Council counterpart.
One immediate item which could be mentioned to your counterpart
would be the upcoming Library Issues Breakfast.
Library Catalog Usability Study
Peninsula Library System contracted for a usability study on our new
automated system. The consultant has done a number of such studies
and the survey group covered a cross-section of library users, by age,
education, type of work, type of library use and a number of other
factors. Pat Toft was selected to participate in this study, as was Amy
Gettle of the staff. We expect a report shortly which will be used to work
with our vendor to improve public access to the use of the library catalog.
Personnel Issues
With staff returning from worker's compensation injuries, we have moved
from being 120 hours per week down (3 FTE) to 50 hours per week down
(1.25 FTE). Tracy Hammond and her family send their thanks to the
staff and Board for your generosity over the holidays.
We held a successful session on "Coping with Loss and Change," on
February 8th, offered by a representative from the Centre for Living with
Dying, a part of the Bill Wilson Center in San Jose. Those who attended
found it a very good way to deal with some of the losses they are feeling.
We will ask a counselor to return later as the need arises.
With circulation of materials up 30% over the past 3 years, we are
ramping up efforts to hire more shelvers. Shelvers may be of any age, but
must be fit enough for the bending, stooping and lifting that the job
takes.
How Do Central Coast Californians Use Public Libraries?
Peninsula Library System followed up their Godbe library use study done
5 years ago in 2000 with a new one completed in late 2005. The results
have just been released. An Executive Summary of the report is attached
to the City Librarian's Report.
Orientation of New Foundation Board Members
The City Librarian held an orientation for the four new Foundation Board
members in February to give them some background on library services,
issues and funding. Regina Neu, John McMorrow, Susan May and Eileen
Nash all attended a session, toured the library and met staff.
�. Library Statistics
Library circulation statistics have not been readily available since we
went online August 17, 2006. PLS has asked the vendor to return and
give additional training. Two trainings occurred in February. There will
be additional sessions in March and April. Pulling statistics from the
database for library consortia seems to be a difficult process for this
vendor's software. However, just last week, we did discover some new
things about drawing accurate statistical reports from the system. For
the past 3 years, library usage system wide is at an all time high, and we
are uncertain as to why the statistics have not shown this continuing
trend. We should have more answers for you at your March Board
Meeting.
Upcoming Events:
• President's Day Holiday, Monday, February 20th, Closed
• Library Board Meeting, Tuesday, February 21St, 5:30 PM
• City Council Goals Session, Round 2, Saturday, February 25, 9 AM, Lane Room
• City Council Budget Study Session, Wednesday, March , 6 PM, Lane Room
• City Commissioner's Dinner, Friday, March 3, 6 PM, Burlingame Woman's Club
• Library Foundation Board Meeting, Thursday, March 9, 2006, Conference Room
• Library Board Meeting (Proposed Change in Date), Monday, March 20, 5:30 PM
• Public Library Association Conference, March 21-25, Boston
• PLS/SVLS Library Issues Breakfast, Saturday, March 25, 8:30 AM, Stanford
Park Hotel, Menlo Park
Alfred H. Escoffier
City Librarian - February 13, 2006
Proposed Budget for PLA Conference
March 21-25, 2006
`-' Boston
Revised February 14, 2006
Request to Trustees
Proposed Expenditures (2 persons)
Airfare: $ 333 x 2 = $ 666.00
Hotel: $ 200.00 x 2 x 5 = $ 2,000.00
Registration: Paid by City General Fund
Total Request: $ 2,667.00
Proposed Payment (2 persons)
General Fund-Registration $ 795.00
.. Request to Trustees $ 2,667.00
Godbe Central Coast Library Survey
Survey Results 2005
Executive Summary
During the fall of 2005, Bryan Godbe and Alice Chan conducted a
professional study of library usage in the central coast area of California.
This study followed up on a similar study done in 2000 by the same firm.
Compared to 2000, the public put a higher degree of importance on
accuracy instead of speed. The 2000 study emphasized speed over
accuracy, but increased inaccuracies in online information likely
accounted for this change.
There has been an exponential surge in use of the internet both in
libraries and by the public offsite. For this reason, the public increasingly
needs help in scrutinizing the vast amount of information available. The
public values their local libraries for providing accurate information AND
expertise in helping them find what they need.
From this overarching theme in the area of online services, the public
values convenience by automating tasks that saves them a trip to the
library, eg: reserving and renewing materials online and receiving
informational assistance online or on the telephone.
In terms of offline services, the public valued libraries for what the
internet cannot provide: face-to-face value-added assistance, especially
in helping patrons find what they need, providing story hours, programs
and other one-on-one services.