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HomeMy WebLinkAboutAgenda Packet - LB - 2006.05.16 :'IURLINGAME PUBLIC LIBRARY fBURLINGAME 1 Board of Trustees Agenda _ May 16, 2006—5.30pm 480 Primrose Road—Library Conference Room SUGGESTED ACTION "CALL TO ORDER II. ROLL CALL III. WARRANTS & SPECIAL FUND Approval SIV. MINUTES Approval April 18,2006 V. CORRESPONDENCE AND INFORMATION Information A. Trustee and Revolving Quarterly Reports B. Centennial Events (Item VII. C.) C. Commendation for Maribeth Farcich D. Letter: Peninsula Community Foundation E. Final Library Public Services Hours Scenarios (Item .IX.A.) --VI FROM THE FLOOR (Public Comments) VII. REPORTS A. City Librarian's Report—Escoffier Information B. Foundation Report- Escoffier Information C. Centennial Report- Escoffier Information VIII. UNFINISHED BUSINESS A. Library Budget Information IX. NEW BUSINESS Recommend Adoption of An Option for the 2 Additional Service Discussion/Approval Hours Allocated by the City Council X. ANNOUNCEMENTS XI. ADJOURNMENT Adjourn BURL NOAME MOVIE 4137an Board of Trustees Minutes April 18, 2006 I. Call to Order Secretary Toft called the meeting to order at 5:30pm. II. Roll Call Trustees Present: Nancy Brock,'Bruce Carlton, Deborah Griffith, Pat Toft Trustees Absent: Katie McCormack Staff Present: Al Escoffier, City Librarian Sidney Poland, Recorder III. Warrants and-Special Funds The Trustees approved the warrants for April 18, 2006. M/S/C (Brock/Griffith) IV. Minutes The Trustees approved as written the minutes of the March 28, 2006 meeting. M/S/C (Carlton/Griffith) V. Correspondence and Attachments Emergency Contacts - This handout provides Burlingame residents with specific information on how to contact the proper agency during emergency and non-emergency situations. VI. From the Floor No one from the public attended the meeting. VII. Reports A. City Librarian's Report - Highlights of Report 1. Library Budget - The City Council will review the final budget May 31st at 6:00pm in the Lane Room. 2. Usability Study Results - Some subtle changes were made to make the on-line catalog more user friendly. Future changes are being planned but some of the suggestions require software changes which have to be addressed by the vendor or be incorporated into future releases of the product. 48o Primrose Road•Burlingame•California 940io-4o83 Phone(650)558-7474'Fax(65o)342-6295'www.burlingame.org/library 3. Personnel Issues �- Linda Santo has returned to full time status. The Circulation Department has hired 5 new pages which will decrease the shelving back,log. B. Foundation Report The Foundation hosted a very successful book club exchange event on April 2nd for 55 attendees from the peninsula and San Francisco. The spring book sale will be held Friday April 21 st through Sunday April 23rd. Foundation President, Stephen Hamilton, has invited all Foundation Board members to join him in a special session to talk about the mission and future goals of the Foundation April 20th. VIII. Unfinished Business Library Budget - Budget issues were previously discussed during the City Librarian's report. IX. New Business A. Revised Behavior Policy - The Trustees unanimously approved the revised Burlingame Library Behavior Policy. M/S/C (Griffith/Carlton) B. Scholarship Fund for Hannah Van Niekerken - The Trustees unanimously approved a $500 donation to the Hannah Van Niekerken scholarship fund. Hannah is the 11 year old daughter of the library's staff member Tracy Hammond who passed away in March. M/S/C (Grifffith/Carlton) C. Training Expenses - The Trustees unanimously approved the City Librarian's request to allocate $1,600 to fund travel expenses for two staff members to attend the Innovative User's Group Conference training this spring in Denver. M/S/C (Griffith/Brock) X. Announcements A. Author's Luncheon - Trustee Griffith suggested having a sponsored ticket drawing for staff and/or patrons. Proceeds would benefit the Library. B. Reader's Services & Genealogy Databases - Since the cost for the entire county to purchase one of the genealogy databases is very expensive, Pat Harding, Library Services Manager, is researching the possibility of purchasing a genealogy database for Burlingame libraries only. The Reader's Advisory database is also under consideration for purchase by the Library. C. Financial Reporting - The Trustee and Revolving Fund reports are distributed to the Trustees on a quarterly basis. The City Librarian will give a detailed review of these funds to the Trustees at the May 16th meeting. Library Board of Trustee Minutes 2 April 18, 2006 XI. Adjournment The meeting was adjourned at 6:30pm. The next meeting will be held May 16, 2006 in the Conference Room at 5:30pm. M/S/C (Griffith/Carlton) Respectfully Submitted, Alfred H. Escoffier City Librarian Library Board of Trustee Minutes 3 April 18,2006 Revolving Account Balances Report (Includes unrealized gains) As of 5/4/2006 5/4/2006 Page 1 5/4/2006 Account Balance ASSETS Cash and Bank Accounts Amazon.com 910.23 Books On Tape 5.51 Children's Reading Club(designated) 805.79 Friends of the Library 5,387.56 Gifts to Staff 200.00 Global Languages Fund 9.95 Land's End 112.96 Large Print Books 9.13 Manini(David)Fund 1,813.00 .(Gladys) ------ - -- - Moose Glad Fund 100.00 New Orleans Flood Libr. Fund(dsgn.) 1,000.00 PLS Video 0.00 Postcard Sales 383.22 Programming 2.10 Rental Fund 0.00 - -------------------- Staff Education-LSTA 1,092.00 Staff Recognition -470.59 Stone Mem.Lecture Fund(dsgn.) 291.85 Veech Fund(designated) 809.95 Volunteer Program(designated) 1,020.42 Writers Club 150.00 TOTAL Cash and Bank Accounts 13,633.08 TOTAL ASSETS 13,633.08 LIABILITIES 0.00 OVERALL TOTAL 13,633.08 Trustees Special Fund Balances Report As of 5/4/2006 5/42006 Page 1 5/42006 Account Balance Bank Accounts Cell Phone 0.00 Donations-Children (designated) 250.00 Donations-Mis 10,272.99 Duncan-Misc 1,355.64 Duncan-Fine Arts(designated) 4,010.76 Ellis Memorial 340.00 Farrell(Julia)Fund 6,319.06 Gottlieb(Ruth)Fund 125.00 Interest 11,657.19 Jackson(Dorothea)Fund 10,000.00 Karp Fund 200.00 Markus Fund 325.00 Mayaii(Angeline)Fund 275.00 Nadaner Fund 15.00 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(designated) 660.00 Trixler(John Thomas) Fund 2,210.00 Xerox Fund 32,325.17 TOTAL Bank Accounts 91,651.60 OVERALL TOTAL 91,651.60 Revised-April 18, 2006 CENTENNL4L EVENTS FIRST CENTENNIAL EVENT Art in the Park will work with Burlingame Parks and Recreation staff on "Burlingame 99" The first Centennial Event will be held on Saturday June 9th or Sunday June 10th, 2007. This fun filled day will include the essay contest, a parade, a steam train ceremony, and a softball game. Hopefully,we will also be able to include the ribbon cutting ceremony for the historical society's museum during this ceremony. There will be a couple of memorabilia booths set up selling centennial calendars, Christmas ornaments, and other merchandise. Our volunteers for these events can be from the centennial committee, services clubs, or non-profit organizations. The expenses for all of these events will include decorations, steam train, advertisement, and memorabilia. The revenue from these events will be from the sponsors, City's fund, and memorabilia sales. Essay Contest for the Next 100 Years (March 2007- 100th days of school left to go) The Essay Contest will be for all of the schools in the Burlingame Community. There will be two forms of the essay contest: one in an essay format where students will write what they predict the world will be like in 100 years; the second a list of already made questions, where the students will be able to use their imagination to answer. The winners of this contest will be announced at the Centennial Ball, and the essay will be placed in the time capsule. Who: Target Audience(s): Burlingame School Children Staff needed: Committee members teachers Where: All schools in Burlingame When:March 2007 Timeline (Steps & dates necessary to meet): 1. Contact School: September 2006 2. Information to Schools: January 2007 3. Prizes: order prizes or get donations 2 or 3 months before the contest 4. Publicize: (Burlingame Brochure) 6 weeks before the event 5. Entry Date: March 2007 6. Volunteers to read the essays: 1 month to read the essays and pick the winners 7. Award Prizes: June 6, 2007 - 1 - Revised-April 18,2006 Why: (Goals) - To have all of the schools participate in the essay contest - To have the committee read the essays and pick a winner for each grade - To have the prizes donate for the winners How: (Details): - Teachers will get instructions on when the essays are due - Student will have a couple of weeks to write their essays - A committee will be made to read and score all of the essays - The winner will be announced at the Centennial Ball Budget Items: - Publicity - Prizes Parade The parade will be from 9:00 to 10:00am on Saturday June 9t', 2007. The route of the parade is yet to be determined, but will end at the Burlingame Avenue Train Station. The Fire Trucks will �— lead the parade celebrating turning 100, and following them will be the Police departments, City officials and the 99-year-old birthdays. If possible we would like the fire and police department to wear their old fashioned uniforms for the parade. For the parade the participants will either be walking or riding in old vintage cars or trucks. The volunteers will be in charge of organizing and setting up the line up for the parade, and some volunteers will be directing where people should sit or stand. Who: TargetAudience(s): Burlingame Community Staff needed: Committee members, Volunteers, and Police staff(traffic & cadets) Where: Aquatic Center parking lot to Train Station When:Saturday June 9th or Sunday June 10th, 2007 Timeline (Steps & dates necessary to meet): 1. Set date, time, location: April 2006 2. List of parade participants: two or three months in advance • Vintage Cars and Trucks • Police and Fire Department • City Officials: • Schools: - 2 - Revised-April 18, 2006 • Set up: �. • Clean up: 3. Volunteer or Police assignments: 6 weeks before the event • Traffic Control • Set up • Clean up 4. Publicize: (Burlingame Brochure) 6 weeks before the event 5. Organize the order of Parade: 1 month in advance Why: (Goals) - To have at least 25 vintage cars and trucks for the parade - To have each school participate in building a float for the parade - To have participation from the police, fire fighters, service clubs, and city officials - To have volunteers help with the parade - To have 1,000 spectators - To stage the cars, trucks, and floats on Oak Grove near the tennis court How: (Details): - A list needs to be made for the order of the parade and participants - Decorations need to be setup along side of the parade - Volunteers will need to direct where people can sit or stand - Members of the Centennial Committee will direct the parade - Clean up Committee Budget Items: - Publicity - Trak Control??? Steam Train/Ceremony: The location for the steam train ceremony will be at the Burlingame Avenue Train Station. The ceremony will include the steam train, Burlingame High School Band, and speeches from the Centennial Committee, and City Officials. At the front of the stage there will be a row of chairs for all the people in our community turning 99 or 100 years old. Hopefully, we will also be able to include the ribbon cutting ceremony for the historical society's museum during this ceremony. Who: Target Audience(s): Burlingame Community Staff needed: Committee members Where: Burlingame Avenue Train Station �-- When:Saturday June 9th or Sunday June 10th, 2007 - 3 - Revised-April 18, 2006 Timeline (Steps & dates necessary to meet): 1. Set date, time: April 2006 2. Speakers: 2 months in advance 3. Publicize: (Burlingame Brochure) 6 weeks before the event 4. List of Volunteers: 1 month before the event(Set up and clean up) Why: (Goals): To establish a smooth agenda of speakers and times - To have 1,000 people attend the ceremony directly after the parade - To have the Steam Train come to Burlingame for free or at a discount rate How: (Details): - Agenda needs to be made for the order of the speeches - Setup the time for the Steam Train to arrive - Setup the Sound system and stage area - Decorations (Bunting) Budget Items: - Publicity - Steam Train - Decorations Softball Game: The softball game will be at 1:30pm at Washington Park. The equipment needed for this game will be the bases, softballs, and bats. The game management will include field preparation, scoreboard, participants,umpires, and announcers. Between innings, there will contests and prizes. Who: Target Audience(s): Burlingame Community Staff needed: Committee members Where: Washington Park When:Saturday June 9th or Sunday June 10th, 2007 at 1:30pm Timeline (Steps & dates necessary to meet): 1. Set date, time, location: April 2006 2. Invite teams (police/fire): 3 months before the event 3. Buy the prizes or get donations: 3 months before the event 4. Order trophies: 2 months before the event 5. Publicize: (Burlingame Brochure) 6 weeks before the event 6. Find Referees and scorekeepers: One month before the event 7. Staff(volunteers): Have a list of volunteers at least one month before the event - 4 - Revised-April 18, 2006 • Field Preparation `-- • Games/activities Why: (Goals): - To have the Burlingame fire fighters play against the police officers - To have 300 spectators - To have volunteers serve as umpires, score board, announcers - To have activities during the game for spectators - To have prizes donated for the game How: (Details) - Field prep - 2 or 4 volunteers to be in charge of the score board, umpires, and announcers - 2 other volunteers will be in charge of the contests during the innings - Clean up committee Budget Items: - Publicity - Prizes - Trophies - 5 - Revised- April 18, 2006 SECOND CENTENNIAL EVENT The second Centennial Event will be on Saturday October 6'", 2007, and will need to double check with Mary to avoid any school conflicts. The activities for the day will consist of a passport scavenger hunt,pioneer day, and the street gala. The location for these activities will be Burlingame historical spots, Burlingame High School, and Burlingame Avenue. There will be a couple of memorabilia booths set up selling centennial calendars, Christmas ornaments, and other merchandise at each of the events. Our volunteers for these events can be from the centennial committee, services clubs, or non-profit organizations. The expenses for all of these events will include decorations,material for clues, car games, and booths, food and drinks, live music, prizes, advertisement, and memorabilia. The revenue from these events will be from the sponsors, City's fund, entrance fee, raffle sales, game participants, food sales, and memorabilia sales. Scavenger Event with Passports: The scavenger event is going to take place from 9:OOam to 12:00 noon. The object of this game will be to solve each clue (10-15 clues) that will take you to the next destination. At each destination their passport (purchased in advance)will be stamped, and when returning to the finishing point their book will have over 10-15 different stamps in it. There are a couple of options for the starting and finishing point,the Easton Library, Burlingame High School, or the Recreation Center. During the driving portion of the scavenger hunt there will be crossword and word search puzzles. There will also be a volunteer at each destination, to give participants the next clue. We will have some prizes for the people that were able to complete the scavenger hunt and their passports will make great souvenirs. Who: Target Audience(s): Burlingame Community (Families) Staff needed: Committee members and volunteers at the start/finish point and one or two at each spot. Where: Burlingame Locations (TBD) When:Saturday October 6`h, 2007 from 9:00 to noon. Timeline (Steps & dates necessaly to meet): - 6 - Revised-April 18, 2006 1. Time, Date location: April 2006 2. Get donations: 3 months in advance 3. Make clues and word search puzzles: 3 months in advance 4. Publicize: (Burlingame Brochure) 6 weeks before the event 5. Buy Additional Prizes: 1 month 6. Staff(volunteers): Have a list of volunteers at least one month before the event • Start Location/Finish Location • Set up (Place the clues at each Spot) • Clean up Why: (Goals) - To have over 100 families or individuals participate in the scavenger hunt - To have volunteers at each historical spot to help with the clues - To have the prizes and material donated for the event How: (Details) Select 10-15 historical spots - Committee members will need to make the clues, crossword and word search puzzles - Purchase prizes for the winners - Have 2 or 3 volunteers at the starting point and finishing point - Have 1 or 2 people at each of the historical spots - Burlingame Passport(stamps) for the students Budget Items: - Passports - Rubbers stamps (10-15) - Clues and word search puzzles - Prizes - Publicity Pioneer Day: Pioneer Day is for all of the elementary through high school students in Burlingame. This event will be held at the Burlingame High School track, and will be from 12:00 to 3:00pm on Saturday. All of the schools will participate and represent Burlingame's 100-years. Each school will do a different time period, and can walk around the track with all of the different costumes,hand made posters, and different types of music and dance. There will be a stage where the schools can make presentations about their era, and a display area where students can show off their work to the community. There will also be an old fashion carnival with games, prizes, food, and raffle tickets. - 7 - Revised - April 18, 2006 Who: Target Audience(s): All Schools and the Community Staff needed: Committee members, school representatives,volunteers Where: Burlingame High School Track When:Saturday October 6t', 2007 from 12:00 to 3:OOpm. Timeline (Steps & dates necessary to meet): 1. Set time, date, and location: April 2006 2. Select games and activities to be held: 6 to 7 months before the event 3. Decide on cost for food, drinks, games and raffles: 6 to 7 months before the event 4. Announce to all schools the event and their time period: Sept. 1, 2007 5. Publicize: 6 weeks before the event • Flyers to students • Flyers to the community • Burlingame Brochure 6. Order food, prizes, and decorations for games and raffle: 1 or 2 months before the event 7. Staff(volunteers): Have a list of volunteers at least one month before the event • Sell food/drinks • Collect tickets. • Sell Raffles • Carnival Games • Set-up • Clean up 8. Delivered food,prizes, and decorations: 1 week before the event Why: (Goals) - To have all of the schools participate in Pioneer Day - To have at least two Centennial members and teachers assist each school, along with all of the teachers to help with each grade - To have 1,000 people come out and watch the parade - To have volunteers help with the parade and the carnival booths - To have many of the prizes and food donated for the event How: (Details) - Each school will be given their era at the start of school - There will be one or two committee members in charge of each school - The event will need volunteers to help run the parade and presentations, carnival booths, selling food, radio drama, and the raffle tickets. - Clean up committee Budget Items: - Publicity - Material for the games and activities - Prizes for the carnival games - Raffle and Prizes - Food/Drinks - 8 - j Revised-April 18, 2006 - Decorations �- Street Gala: The Street Gala will be located on Broadway after the Pet Parade on Saturday evening for 4:00/5:00-9:OOpm. There will be live music, outside folk dancing, and people dressed up in costumes throughout the eras. This event will also have old fashion games like pie eating contest, pass the spoon, sack races, and cakewalks. There will be homemade food booths, which will be selling ice creams,pies, cookies,popcorn, and cotton candy. For the barbeque we will be serving a variety of foods (hamburgers, hot dogs, chicken, steak, and salads), desserts (cakes,pies, cookies) and drinks (sodas, water,juices). The decoration for the street gala will be balloons, table decorations, and a photo layout with hanging pictures of Burlingame and the San Francisco earthquake. The volunteers for this event will be in charge of the food sales, booths, games, and the band line up. Who: Target Audience(s): Adults and Seniors Staff needed: Committee members, volunteers and police staff(including cadets) Where: Broadway When:Saturday evening for 4:00/5:00-9:OOpm Timeline (Steps & dates necessary to meet): 1. Set date, time, location: April 2006 2. Select games and activities to be held: 6 to 7 months before the event 3. Set cost for food, drinks, and games: 6 to 7 months before the event 4. Order the food,prizes, and decorations: 1 or 2 months before the event 5. Hire a Disc Jockey or Band and sign a contract 2 months 6. Publicize: (Burlingame Brochure) 6 weeks before the event 7. Build the booths for the games and activities: 1 month before event 8. Staff(volunteers): Have a list of volunteers at least one month before the event • Serve food and drinks • Games/Activities • Set up • Clean up 9. Delivered food, prizes, and decorations: 1 week before the event Why: (Goals) To have a variety of quality bands play at the event - To have volunteers help with the booths and games - To get the prizes and food donated for the event - To have 2,000 people come to the event How: (Details) - 9 - Revised-April 18, 2006 , - Setup of the booths, games, and decoration - Volunteers for barbeque,booths, and games - 1 or 2 people in charge of the band line up - Street clean up Budget Items: - Publicity - Material for the games and activities - Prizes for the games - Raffle and Prizes - Food/Drinks - Decorations - DJ - 10 - Revised- April 18, 2006 THIRD CENTENNIAL EVENT The third Centennial Event will be in February 2008, and will consist of three days, Friday evening, Saturday evening, and Sunday matinee. The events and activities for this weekend are the variety show(adults), talent show(children), children's tea, vintage fashion show, and 100- year-old tour of historical buildings. The location for these events will be Mercy High School, Burlingame Intermediate School/Burlingame High School theaters, and the historical buildings in Burlingame. Each event will have a booth selling centennial calendars, Christmas ornaments, and other merchandise. Our volunteers for these events can be from the centennial committee, services clubs, or non-profit organizations. The expenses for all of these events will include decorations, clothes for the fashion show, food and drinks,programs, transportation, advertisement, and memorabilia. The revenue from these events will be from the sponsors, City's fund, ticket sales,program sales, food sales, vendors, and memorabilia sales. Vintage Fashion Show and Luncheon at the Kohl Mansion: The vintage fashion show will be located at the Kohl Mansion Sunday February 24`h from 12-3 pm. The room will have circular tables and chairs with beautiful table candles and there will be flowers surrounding the stage runway. The luncheon will happen before the fashion show begins and will be caterer. The entertainment will be the vintage fashion show that will present the different style through out the years. There will be around 15 to 20 volunteers for the fashion show with all different ages. This event will need to be RSVP to, and there will be a check in table at the door. There will also be vendors selling their different products adults. The volunteers for this event will be in charge of the check-in table, and 1 or 2 people in charge of the fashion show. Who: Target Audience(s): Jr. High Students, Adults and Seniors Staff needed: Committee members, City staff and volunteers Where: Kohl Mansion/Mercy High School When:February 24, 2008, 12:00-3:OOpm Timeline (Steps & dates necessary to meet): 1. Food: (Caterer) 6 months before the event - 11 - Revised- April 18, 2006 2. Pianist: 6 months before the event �. 3. Programs: Design(4 months before the event), Printed(1 month before event) 4. Publicize: (Burlingame Brochure) 6 weeks before the event 5. Decorations: (Table Clothes/Center Pieces) Order 2 month in advance 6. Pre-Sell Tickets: 2 months before the event(on-line) 7. Assign Volunteer Duties: 1 month before the event • Check-in • Greet • Parking • Serve or Buffet food and drinks • Set-up • Set-tables ;ick Clean-up 8. up Decorations: 1 week before the event Why: (Goals) - To have volunteers help with the fashion show - To have quality food and decorations - To have 150 people come to the event - To be able to borrow the costumes for the fashion show How: (Details) Set the date for the Kohl Mansion to be rented out - Send out invitations with RSVP - Get the participates and the costumes for the fashion show - Setup both rooms (tables, chairs, fashion show stage, decorations) - Prepare the food and tea(Catered food) - Volunteers will be for the check in table, food serving, children babysitting, and the fashion show. - Clean up committee Budget Items: - Publicity - Tickets - Programs - Catered Food - Decoration - Pianist Variety Show The variety show will either take place in the Burlingame High School Theater. This performance will be on Friday night from 7-9pm, Saturday night from 7-9pm, and Sunday from 1-3pm. The acts will be up to ten minutes long, and will have announcers calling up the next act and telling jokes in between. There will be a 10-15 minute intermission where there will be a snack bar and a booth with centennial memorabilia. Volunteers will be needed in the back stage - 12 - Revised-April 18, 2006 to help with the line up, in charge of the sound system and lighting, and running the snack bar and memorabilia booth. Who: Target Audience(s): Children, Adults, and Seniors Staff needed: Committee members, City staff or volunteers Where: Burlingame Intermediate School Theater or the Burlingame High School Theater When:January 25th, 26th,and 27th, Friday& Saturday night from 7-9pm, Sunday matinee Timeline (Steps & dates necessary to meet): 1. Set time, days, and location: April 2006 2. Programs: Design(4 months before the event), Printed (1 month before the event) 3. Publicize: (Burlingame Brochure) 6 weeks before the event 4. Pre-Sell Tickets: 2 months before the event(on-line) 5. Staff(volunteers): Have a list of volunteers at least one month before the event • Lighting and Sound System • Snack Bar • Collect Tickets • Sell Programs • Announcers • Back stage help • Set up �— • Clean up 6. Buy prizes, food, and drinks: 1 week before the event Why: (Goals) - To have volunteers help with the back stage, snack bar, and the memorabilia - To have 500 people attend the performances - To have at least 15 different acts - To provide a quality snack bar and memorabilia section How: (Details) - Try-outs for the performances, and announcers - One practices run before the event - Setup committee (decorations, snack bar, memorabilia sales booth) - 2 volunteers during the performance will be located back stage helping with the props, and the line up. - Clean up committee Budget Items: - Publicity - Tickets - Programs �— - Prizes - 13 - Revised-April 18, 2006 , - Snack food/drinks Historic Building Tour The Historic Building Tour will be on a Sunday morning. This tour will be both a walking and bus tour and will included a tour guide,which will give interesting facts about Burlingame and the historical buildings. People in the community will need to purchase tickets and a time slot for this tour. Who: Target Audience(s): Adults and Seniors Staff needed: Committee members and volunteers Where: Burlingame Historical Buildings When:February 2008, Sunday morning Timeline (Steps & dates necessary to meet): 1. Set date, time, locations: April/May 2006 2. Set cost: June 2006 3. Set Tour Route: 1 year before the event 4. Publicize: (Burlingame Brochure) 6 weeks before the event 5. Pre-Sell Tickets: 6 weeks before the event 6. Staff(volunteers): Have a list of volunteers at least one month before the event Why: (Goals) - To have volunteers help give the bus tour of Burlingame - To have volunteers at every stop to give a tour of the building - To establish and distribute maps of all the stops and buildings - To develop a list of interesting facts of Burlingame for the volunteers giving the tour - To have over 150 people attend the tour How: (Details) Selected the historical buildings that will be on the tour - Rent a bus for the transportation - Have on or two volunteers in the Bus that would be able to talk about interesting facts about Burlingame. - Have one or two tour guides for each building Budget Items: - Publicity - Bus - Tickets - 14 - Revised- April 18, 2006 FINAL CENTENNIAL EVENT The final Centennial Event will be on May 2nd or May 3rd and June 6, 2008. The activities for this event will be the Day on the Green,All School Dance for 7th and 8th grader, and the Centennial Ball. The location for these events will be Burlingame High School, Burlingame Recreation Center, and the Hyatt Regency Hotel. Our volunteers for these events can be from the centennial committee, services clubs, or non-profit organizations. The expenses for all of the events will be food and drinks, DJ,hotel fee, invitations, catering fee, live band,plaques, awards, fireworks, advertisement, decoration, and memorabilia. The revenue from these events will be from the ticket sales, food and drink sales,raffle/auction items, memorabilia sales, and sponsors. Day on the Green: The Day on the Green will be located at Burlingame High School on Saturday May 3, 2008, at 3:OOpm-7:OOpm. This concert will be for the Burlingame students ages 13-18, and will have a Battle of the Bands theme. There will be all kinds of different bands using their own sound system competing for 1St place. In the end the audience will pick which band won by the sound of the clapping. For security there will be adult supervision, student ID check at the door, and no Ins and Outs. There will be a snack bar selling candy bars, cotton candy,popcorn, bags of chips, and soda and water. For this event there will need to 10-15 volunteers watching over the students. Who: Target Audience(s): Burlingame Teens Staff needed: Committee members and volunteers. Where: Burlingame High School When:May 3, 2008, 3:00-7:OOpm or 5:00-9:OOpm Timeline (Steps & dates necessary to meet): 1. Set date, time, and location: April 2006 2. Submit a facility request: 6 months before the event 3. Set a date for Local Bands to sign up: 6 months before the concert 4. Make the tickets: 3 months before the event 5. Publicize with flyers and posters: (Burlingame Brochure) 2 months before the event 6. Staff(Volunteers): Have a list of volunteers at least one month before the event • Collect and sell tickets �..- • Check Ids - 15 - Revised-April 18, 2006 • Sell food and drinks �— • Chaperons the concert • Set up • Clean up 7. Ticket Sales: 3 weeks before the event(on-line) 8. Buy food and drinks: 1 week before the event Why: (Goals) To schedule at least 15 bands to play - To have over 500 students attend this event - To have volunteers help with the check-in table, ticket sales, snack bar, and memorabilia sales - To get the food and drinks donated for the concert - To have the concert run smoothly there will be a list made of the band order How: (Details) Send out flyers to all of the local bands that would be interested in participating - Have flyers and posters around the school for the event - Setup Burlingame High School track and field with a stage - Have volunteers collecting and selling tickets at the door, selling food and memorabilia - Have one or two people as the announcers for the battle of the bands �— - Clean up committee Budget Items: - Publicity - Tickets - Food/Drinks - Prizes All School Dance for 7th and 8th Graders The All School Dance will be located at the Burlingame Recreation Center auditorium on Friday May 2, 2008, at 7:00-10:00pm. This dance will be for all of the middle schools located in Burlingame, and only for the 7th and 8th graders. For this event there will be adult supervision, student ID check at the door, and no Ins and Outs. There will be a snack bar selling candies, sodas and waters. There will need to be volunteers for this event helping with the ticket sales at the door, snack bar, and the supervision. Who: TargetAudience(s): 7th and 8th graders from Burlingame Middle Schools Staff needed: Committee Members and Youth Advisory Committee Where: Burlingame Recreation Center auditorium - 16 - s Revised-April 18, 2006 �. When:Friday May 2, 2008 at 7:00-10:00pm Timeline (Steps & dates necessary to meet): 1. Set date,time, location: April 2006 2. Submit a facility request: A year to six month before the dance 3. Hire a DJ- sign a contract: 5 to 6 months before the dance 4. Make the tickets and number them: 2 to 3 months before the event 5. Publicize with posters and flyers to the students: (Burlingame Brochure) 6 weeks before the dance 6. Staff the dance: Have a list of volunteers at least 1 month before the dance • Collect and sell tickets • Check Ids • Sell food and drinks • Chaperons the dance • Set up • Clean up 7. Give some tickets to the school for pre-sale: 2 or 3 weeks before the event 8. Buy refreshments: 1 week before the dance Why: (Goals) To have the volunteers and the YAC committee help with the check-in table,ticket sales, snack bar, and decorations - To have adequate food, drinks and decorations - To have over 300 student attend How: (Details) - Flyers and posters around the school - Setup (snack bar, decorations) - Volunteers will collect and sell tickets at the door, sell food and drinks, and watch over the students - Clean up committee Budget Items: - Publicity Tickets - Snack food/drinks - DJ - Decorations Centennial Ball The Centennial Ball will be held on Friday June 6th, 2008 at the Hyatt Regency. This event will be a black tie and costume ball for the Burlingame community. Invitation will be sent out to everyone in the community and RSVP's will need to be made in advance. There will be 3 rooms - 17 - Revised-April 18, 2006 set up with different eras and live bands, and there will be one major room for the dinner reception. The hotel will cater the dinner and will have 3 or 4 meal options,which will need to be selected in advance with the RSVP cards. After dinner there will be the slide show and walk of fame ceremony,which will honor the people who have given their time to volunteer and help serve the Burlingame community. After the ceremony there will be the raffle tickets dealing with 100, a silent auction, and dancing in all three rooms. The finale will be the fireworks show outside the Hyatt Regency Hotel. For this event the volunteers will be in charge of the check in table, the seating for dinner, and the raffle and silent auction. Who: Target Audience(s): Adults and Seniors Staff needed: Committee members and volunteers Where: Hyatt Regency Hotel When: Friday June 6t', 2008 Timeline (Steps & dates necessary to meet): 1. Set date, time, location: April 2006 2. Reserve a Hotel: June 2006 3. Hire the bands (3): 1 year before the event 4. Set cost per ticket: June 2006 5. Purchase Fireworks and set up with necessary agencies: 1 year before 6. Invitations: Design: (6 month before the event), Print & distribute: (2 months before) 7. Set food& Beverages: 7 months before the event 8. Purchase/Donations for the Raffle and Auction: 6 to 8 months in advance 9. Select a Master of Ceremonies: 3 months 10. Publicize: (Burlingame Brochure) 2 months before the event 11. Begin ticket sales: 2 month before (on-line) 12. Make Favors: 2 months before the dance 13. Decorations: (table centerpieces, balloons, etc.) 1-2 months in advance 14. Staff(volunteers): Have a list of volunteers at least one month before the event • Check-in & Greet • Set-up decorations • Clean-up 15. Make nametags for the guest: 1 month before the dance 16. Pick up the decorations: 1 week before the event 17. Balloons should be picked up on the day of the event Why: (Goals for each event—participation, budget, etc): - To get Hyatt rooms donated or at a discount rate - To have over 1,000 people attend the event - To get a variety of quality bands- suitable for every era `— - To have a centennial committee put together a slideshow of the community - 18 - Revised-April 18, 2006 How: (Details): - Rent the event rooms for the date of June 6`t', 2008 - Send out invitation with RSVP cards - Put together the slide show and walk of fame - Talk to the fire department about the fireworks - Schedule 3 live bands to play at the event(different eras) - Setup the rooms with different era themes (decorations) - Volunteers will be in charge of the check in table, raffle tickets, and silent auction. - Committee members presented awards and walk of fame Budget Items: - Publicity - Invitations - Hotel Rental - Food& Beverages - Bands - Decorations - Favors - Fireworks - 19 - We Welcome Your Comments The Burlingame Public Library serves all rn f bers of the community by providing and promoting free and equal access to resources and information in a professional,welcoming environment. In support of this mission,we strive to provide quality library collections, along with courteous and efficient service to our users. We encourage your comments, so that we may continue to provide you with the best library service possible. �j Au 41 i i If you would like a response,please leave your name and address below: l/ =- '!�-3 City Librarian /e Burlingame Public Library U'S`X 480 Primrose Road Burlingame, CA 94010 650-342-1038 C:/Ref/Esther/sugdoc 1/98 Pouinsul"a Community Foundation Page 1 of 2 Escoffier, Al From: Patricia Bresee &Vera Bennett [pbresee@pcf.org] Sent: Wednesday, May 03, 2006 2:30 PM To: Escoffier, Al Subject: A message from Peninsula Community Foundation peninsula community foundation May 3,2006 Dear Alfred, Because you are a close and valued friend of Peninsula Community Foundation,we are pleased to tell you about some exciting developments that are of great significance to residents of the San Francisco Peninsula and Silicon Valley. In recent months,Peninsula Community Foundation and Community Foundation Silicon Valley have been exploring opportunities for increased collaboration with the goal of expanding our ability to serve and strengthen the entire region. After reviewing the results of an initial study conducted by McKinsey&Company,the Boards of Directors of both Foundations have affirmed their support for increased collaboration,including the possibility of full integration of the two Foundations. Among the 700+community foundations across the country,Peninsula Community Foundation and Community Foundation Silicon Valley are recognized for innovation and leadership. Both foundations have a long history of breaking new ground.Today,by exploring opportunities for collaboration,we are once again setting new precedent. The potential reward will be an enhanced quality of life for nearly three million people from Daly City to Gilroy and the Pacific Ocean to the San Francisco Bay. It will also enable an unparalleled level of service for our donors and fundholders,with additional expertise and resources for Peninsula philanthropists to support the causes they care about locally,nationally and around the world. At present,there will be no changes in our day to day operations or grantmaking practices.Vera remains at the helm as interim CEO of Peninsula Community Foundation and Community Foundation Silicon Valley remains under the leadership of President Peter Hero. Should the two Foundations merge,a new CEO will be selected to lead the new entity and Peter Hero will stay on in a senior leadership role. As ever,we are deeply grateful for your support and your commitment to our community. We look forward to sharing more details and will be communicating with you about this landmark opportunity in the coming weeks. Respectfully, 5/4/2006 6. Peiinsula Community Foundation Page 2 of 2 Patricia Bresee Vera Bennett Chair,Board of Directors Interim CEO and CFO About PCF Since 1964,Peninsula Community Foundation has connected people,ideas and resources to serve the common good and enrich our community.With assets of$612 million,PCF is an innovative leader in meeting community needs across the Bay Area and Silicon Valley. The Foundation awarded$92 million in grants in 2005 through its$123 million Endowment for the Community and an array of advised funds established by local individuals,families and corporations.The Foundation's divisions and initiatives include the Center for Venture PhilanthropyTM,the Peninsula Partnership for Children,Youth and FamiliesTM,and the Peninsula Nonprofit CenterTM. Unsubscribe I Update Profile I Confirm • 5/4/2006 BURL NOAMI TO: Library Board,of Trustees FROM: Al Escoffier, City Librarian RE: Final Library Public Service Hours Scenarios Recommendation: The Library Board of Trustees should review and consider an option to recommend library open hours to the City Council. At their March 1 st, City Council budget study session, Council agreed to compromise on adding back 2 hours to the main library public service hours instead of the 4 requested. The library managers have worked i through the scheduling options and suggest two scenarios for using these hours. Obviously, there are others, but we would like to be as consistent as possible-so that the public understands the library schedule. There are also the practical issue of finding and scheduling appropriate staff to fill the hours.- I would request that the Board make a recommendation from one of the options below. Option #1 — Open Friday evenings from 5 PM to 7 PM. Option #1 Pros: • Would allow patrons to come in during the early evening on Fridays • Would allow full time staff to go back to a 9 AM- 6 PM schedule on Fridays, instead of a 8 AM to 5 PM schedule Option #1 Cons: • Would not fully restore Friday evening hours, perhaps making them confusing to the public • Would not restore the hour between 5 PM and 6 PM on Saturdays • Would be difficult to staff, as hourly staff work in 4 hour shifts and we would not be able to offer hourly staff 2 extra hours on Friday. • Would likely have to "rotate" in full time staff on Fridays from 10 AM- 7 PM 480 Primrose Road Burlingame•California 940x0-4083 Phone(650)558-7474-Fax(650)342-6295•www.burlingame.org/library Option #2 - Open Friday evenings until 6 PM; Open Saturday �-- evenings until 6 PM. This would add one hour to Friday and one hour to Saturday. Option #2 Pros: • Would allow patrons to stay one hour longer on Friday and one hour longer on Saturday • Patrons often have a difficult time leaving on Fridays and Saturdays at 5 PM because it seems very early. It is difficult to close the building at 5 PM. • Staffing this hour on both days would allow full time staff scheduled those days to work 9 AM- 6 PM, instead of 8 AM - 5 PM. • Staffing with this option would allow us to provide a back up staff person for the lunch hours on Saturdays, which is a very busy day. • The cost to provide these hours as outlined above would be the same as that already approved by Council • Extending hours in this way would make us more similar in hours for those days as neighboring libraries Option #2 Cons: • The public would have access to the main library one more hour on Friday, instead of two • If the public and the Council was expecting to add back hours on Friday evenings, it should probably be done as a full 4 hour shift • In the past we were the only library open on Friday evenings in Peninsula Library System. There would no longer be a library open on Friday evenings. Expense Givens for any of the above options: • Change main library signage: Approximately $ 750.00 (2 signs) • Change library-brochure hours: Approximately $ 2,000 for 5,000 brochure inserts • Increase in lighting and HVAC costs for 2 hours Budget Impact: $ 25,000.00 as indicated in the preliminary budget and tentatively approved by City Council on March 1, 2006. Revised May 4, 2006 L BURL NOAME City Librarian's Report May 16, 2006 Recommended Weekend Schedules The library managers have worked out sample schedules and scenarios for your review for the potential 2 additional public open hours. Adding back only two hours to the schedule may prove slightly more difficult than adding back full 4 hour shifts, as most hourly staff only wish to work in 4 hour blocks. However, we are looking at the weekend staffing and will have some options for your review and recommendation in'the Board packet. Library Budget Status - The library budget increase this year will be 4.1%, with 3% of that increase in employee salaries and benefits. Major increases have been requested for 2 additional public service hours, $ 33K in funding for `— materials, and an 18% increase in costs for the Peninsula Library Automated Network. This increase appears artificially high because we did not pay for maintenance on our old Dynix system last year and we will.be paying maintenance on Millennium this year. The Council budget study session will be May 31 St, 6 PM in the Lane Room. Personnel Matters A task force of our management team is reviewing skill sets and institutional needs in preparation to recruit for our librarian vacancy. I expect we would begin recruitment in June and hopefully fill the position in July. Library Page Recognition The recruitment of new pages has been very successful, and we are - caught up on the current shelving needs. We now need to go back and do some "shelf reading" (being sure the books are in order) and some shifting of collections. These are standard page duties which we have not been able,to do for some time. In addition, we are planning a bulletin board with photos of our pages, along with a little bit about each one to help everyone to get to know them better. We hope to have a party for the pages this spring or summer 480 Primrose Road•Burlingame•California 94010-4083 1 Phone(650)558-7474-Fax(650)342=6295-www.burlingame.org/library to thank them for all the work they do. We were given a gift of cash from `-- patron Alex Veech for this specific purpose. Emergency Plan The City is embarking on a city-wide emergency plan. The library has one of the more advanced plans in place, perhaps because we have - experienced a number of emergencies, power outages, etc., over the years. I'll keep you posted on the final product. Burlingame Library Foundation News A lively Strategic Planning session for the Foundation was held on Saturday, April 29th. A draft plan was crafted by the task force present and will be presented to the full Foundation Board on May 11th. One Book/One Community The One Book/One Community events begin this month with Redwood City kicking off the discussion of the Kite Runner by Khaled Hosseini. Arnim Ansary, is the author of West of Kabul. Hosseini attended Ansary's San Francisco Writer's Workshops and out of that experience, wrote the Kite Runner. The events continue after the summer with Afghan cultural events and lectures throughout the libraries,_culminating in Dr. Hosseini's appearance at the San Mateo Performing Arts Center, on Thursday, October 19th. Burlingame Centennial Work is continuing on the Burlingame Centennial celebration to begin June 2007 and end June 2008. Four major events are planned, each of which includes several smaller events. Attached to your packet is the current schedule of events. The libraryplans to include the Centennial in all of our events that year. The Foundation is also planning to celebrate our 99th year in 2008 in preparation for our 100th in 2009. Upcoming Events: • Library Director's Forum,May 17 & 18, San Diego • Volunteer Recognition Tea, Thursday, May 18th • Memorial Day Closure, May 28 & 29, Closed • City Council Budget Study Session, Wednesday, May 31St, 6 PM • Library Board Meeting, June 20, 5:30 PM Alfred H. Escoffier City Librarian May 1, 2006 2 Burlingame Library 2006-2007 2005-06 Dept. Adopted Resources Allocated Budget Request C.M.Rec. Budget Employee costs $ 2,551,370 $ 2,658,334 $ 2,658,334 Supplies and Services 628,610 691,773 691,773 Internal services 210,106 209,709 209,709 Capital and non-capital equipment 27,000 - Total $ 3,417,086 $ 3,559,816 $ 3,559,816 $ - �. "O Program Financing General Fund 3,417,086 3,559,816 3,559,816 U] $ 3,417,086 $ 3,559,816 $ 3,559,816 $ - Total �. A Personnel(FTEI City Librarian 1.00 1.00 1.00 Library Services Manager 1.00 1.00 1.00 Library Technology Supervisor 1.00 1.00 1.00 Librarian III 1.00 1.00 1.00 Librarian II 5.71 5.64 5.64 �,,ibrarian I 0.63 0.63 0.63 Circulation Supervisor 1.00 1.00 1.00 1.00 1.00 1.00 e Library Assistant III e� Library Assistant II 8.47 8.89 8.89 Library Assistant I 0.63 - - Building Maintenance Worker 1.00 1.00 1.00 Administrative Secretary 0.98 0.98 0.98 Total 23.420 23.140 23.140 - C e c Department Overview . e MISSION STATEMENT: The Burlingame Public Library serves all members of the community ' by providing and promoting free and equal access to resources and information in a professional, welcoming environment. COMMUNITY ACCESS TO INFORMATION COLLECTIONS AND RESOURCES Adult Public Services: Provide professional guidance and access to information via collections and electronic resources. Select print and electronic resources to meet user needs. Coordinate outreach,volunteer programs,public relations, and interlibrary loan. Circulation Services: Centralized loan and return. Maintain circulation, overdue, and billing records. Provide inventory control. Provide centralized hiring,training of library pages. FY 2006-07 Budget Page 47 Burlingame Library Children's/TeenBranch/Program Services: Reader guidance and access to information for children and youth. Promote effective use of the library via programming efforts both in the library and the community. Select resources for children and youth. Direct services at neighborhood branch library. Outreach to schools,recreation centers and community centers. TECHNICAL AND PROFESSIONAL SUPPORT SERVICES Technical Support Services: Purchase, catalog, process and maintain print and non-print collections: books, magazines, newspapers, microfilm, and other collections. Maintain online databases, local, regional, national. Technology: plan, organize and maintain computer hardware, software, database access, and local area networks. Liaison with PLAN and City networks. Train staff in technology protocols. Maintain Internet site. COMMUNITY PARTNERSHIPS Maintain partnerships and share resources with peninsula, regional libraries and the State. Maintain liaison with constituent groups: Board of Trustees, Burlingame Library Foundation, PLS Administrative Council, PLS System Advisory Board, service clubs, schools, businesses, community groups Department Obiectives 1. Implement results of Library Catalog Usability Study, to provide greater functionality for library users. 2. Expand outsourcing of cataloging and processing to children's and media materials to reduce personnel costs. 3. Implement acquisition module of automated system to better track acquisitions, provide "one button"purchase, and provide "on order" status in the catalog for library users. 4. Implement serials/magazine module of automated system to replace current manual system. 5. Partner with Peninsula Library System to sponsor "One Book/ One Community" program featuring a single author who focuses on the California experience. 6. Participate in City Centennial marketing and planning with the full Centennial committee. 7. Create new Library and Foundation WebPages, to provide a better web presence to the community, and a one-stop web presence for library services, announcements, and donations. 8. Begin to restore adult literacy programming after a three year hiatus. 9. Restore collection purchases by 15% in media and print materials. Budget Changes from FY 05-06 1. Budget includes a 3%increase for employee costs per Finance direction. 2. Increase of$25K to open two additional hours per week at the Main Library per Council direction. 3. Collections budgets reflect a$33K increase per Council direction. 4. Increase of$29K in Peninsula Library System budget due to new system maintenance costs. (The figure seems high as there was no maintenance done on the Dynix system during the last fiscal year. FY 2006-07 Budget Page 48 Burlingame Library 5.`�C replacement of$15K assumes 15% of computer network replaced per year. (Would prefer 20%of network per year.) Key Indicators Indicator 2003-2004 2004-2005 2005-2006 ACTUAL ACTUAL PROJECTED Population served 35,180 35,180* 35,602 Patron registration 27,947 29,035 32,000 ►z Registration by% of population 79% 82.5% 89% c� Circulation 535,616 607,878 624,000 S. A l� Media 106,480 142,012 145,000 Children's 140,828 149,215 157,000 Cii, ,ition per capita 15.22 17.27 17.5 co Circulation per child 22.59 23.9 22.4 c A Attendance in library 500,250 520,000 450,000 Use of internet/databases 85,000 103,065 140,000 Number of programs 375 .400 400 d Q. R Program attendance 14,871 15,150 19,000 A S. FTE staff 26.95 FTE 23.925 FTE 24FTE Volumes added 11,053 10,020 11,000 n Reference per capita 2.51 2.55 2.55 Periodical Titles 380 340 330 *p ition updated by State Library annually in August.Includes service to two-thirds of Hillsborough .� O C cfl 3 a FY 2006-07 Budget Page 49 Ago