HomeMy WebLinkAboutAgenda Packet - LB - 1980.08.19 BURLINGAME PUBLIC LIBRARY
AGENDA
LIBRARY BOARD OF TRUSTEES
MEETING OF AUGUST 19th, 1980
ROLL CALL:
Trustees Present :
' Trustees Absent :
BILLS :
Checks : $17 , 403 . 91 ,
Special Fund : $2 , 196 . 94
MINUTES OF THE MEETING OF JULY 15th, 1980 :
LIBRARIAN' S REPORT:
CORRESPONDENCE:
None
UNFINISHED BUSINESS :
Election of Officers for 1980-1981
Burlingame Historical Society Request for Space
NEW BUSINESS:
ADJOURNMENT:
Next meeting scheduled for September 16th, 1980 at 4 : 30 pm.
PB/jg
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
JULY 15th, 1980
CALL TO ORDER: The meeting of July 15th, 1980 was called to order by Chairman Weatherbe at 4:30pm.
ROLL CALL: Trustees Present: Chairman Weatherbe, Trustee Hechinger, Trustee Parsons, Trustee
Nagle and Trustee Fricke.
Trustees Absent: None
Also Present: Mrs. Joy Molder, Assistant City Librarian
BILLS: Checks in the amount of $10,201 .36 were paid on a motion made by Trustee Parsons,
seconded by Trustee Fricke and carried. The special fund checks in the amount of
$1,117.02 were approved and ordered paid on a motion made by Trustee Parsons, seconded
by Chairman Weatherbe and carried.
Mrs. Bergsing pointed out the Budget Expenditure report for the end of the 1979-1980
fiscal year. It shows $7,047.00 left in the 1979-1980 operating budget (exclusive of
salaries) . The Board discussed the City Librarian's memo to the City Manager and the
City Council requesting an additional $2,500.00 to be added to the book budget for
the fiscal year 1980-1981 . All agreed that it was needed and one Board member
expressed concern that it still might not be enough.
Mr. Escoffier introduced Mr. Tim Talbot, supervisor of the P.L.S. Film Center of
San Mateo County, who brought video tape equipment and presented a tape of the
November, 1979 White House Conference on Libraries and Information Services. The
video tape showed the members a synopsis of what happened at the Conference and the
reasoning behind it. It was informative as well as interesting and Mr. Talbot did
an excellent job in explaining the video equipment to the Board members after the tape
was over.
Mr. Escoffier showed the Board the new'Directory of Human Services" compiled by the
staff of the Peninsula Library System Community Information Project. The Directory
describes the social services and human services that are available to all residents
of the County. The Directory was partially funded by a grant from the San Mateo
Foundation, and should be an extremely useful resource for the public.
MINUTES OF THE MEETING OF JUNE 17th, 1980:
The minutes of the meeting of June 17th, 1980 were approved as written and ordered filed.
LIBRARIAN'S REPORT:
1980-1981 Budget: Mrs. Bergsing reviewed the status of the budget hearings and
reported that the remaining items of the Library's budget will probably be taken up
by the Council at a study session sometime in August.
Foundation Repairs: A young man from the Public Works Deparmtent completed digging under
the wheelchair ramp to the depth of the leak in the Community Room. He ran into mud
and some water came to the surgace. Mrs. Bergsing is now consulting with Mr. Kirkup,
Larry Nelson and other members of the Public Works Department to try and determine what
we should do next.
Smoke Detection System: Mrs. Bergsing reported that the bids for the smoke detection
system had come in earlier in the day and that Mr. Kirkup had called to report that the
lowest bid was from Western Audio Video for $14,200.00. The Council will be asked to
award the contract at their next regular meeting, with an extra work order for additional
detectors not to exceed $3,000.00.
G.R.C. Study on Automated Circulation: Librarian Bergsing stated that PLS had received a
copy of a "rough-draft" report on the feasibility of automating circulation activities in
public libraries in San Mateo County. They have written to Mr. Keyston, President of.
G.R.C. (Governmental Research Council) informing him that the libraries have not yet
had an opportunity to give any input and that there were questions regarding the contents
and some of the conclusions. She said that the PLS Board of Directors is concerned about
the final report and have asked Mr. Keyston to wait until the consultant returns from
vacation in order to make sufficient corrections and comments. Mrs. Bergsing will keep
the Board members up-to-date regarding this subject.
P.L.S. System News: Mrs. Bergsing explained to the Board that the System has received approval for 3
grants for the fiscal year 1980-1981. The amounts were as follows: $5,100.00 for Bibcen
(Bidbliographic Center -Centralized Inter-Library Loan); $47,800.00 to complete the
conversion of the Union File to machine readable format and the most exciting news was
the $10,375.00 (the full amount requested) to support the Community Awareness Project.
This will give PLS the money they need to advertise library services. Ideas under
consideration include a slide/tape show, pulbic service announcements on radio and TV
lobby displays, billboards on bus', and a reception to celebrate the 10th anniversary of
PLS. All the funds for the projects are from the Federal Government as allocated by the
State Library. Discussion followed.
Automated Circulation: Mrs. Bergsing reported that she had been spending considerable amount of time
researching automated circulation systems. She would like to devote an entire meeting
sometime this fall to advising the Board members of the possibilities and the
alternatives. The Mayor has suggested that a joint meeting of the Council and the Board
might be arranged to discuss the systems. Everyone agreed thatthis would be an excellent
idea.
Burlingame Historical Society: The Burlingame Historical Society contacted Mrs. Bergsing and requested
that they be allowed to store some of their things at the Library. Mrs. Bergsing said it
consisted of letters, real estate books, photographs, etc. She further explained that they
have their own locked cabinets to store their items which could be housed in the Friends
sorting room. There was discussion and Chairman Weatherbe expressed concern about
placing the cainets in that location because it was already so crowded. After further
discussion it was agreed that Trustees Nagle and Hechinger would form a Committee to
meet with Librarian Bergsing and/or representatives of the Historical Society to see if
any satisfactory arrangement could be worked out. They will report at the next meeting.
CORRESPONDENCE: Chairman Weatherbe acknowledged a thank you note from Trustee Parsons. Everyone
expressed pleasure at seeing Barbara at the meeting again.
UNFINISHED BUSINESS: Unfinished Business was discussed in conjunction with the Librarian's Report.
NEW BUSINESS:
Report on Seminar for Board members: June Weatherbe: Chairman Weatherbe gave a
report on the seminar she had just attended on "How to be a More Effective Commissioner".
Her comments were interesting but she felt that the seminar was directed more towards
planning commissioners rather than libary commissioners. However, she said it was
well presented and informative. She shared a book she had received at the seminar
with the other Board members. Mrs. Bergsing mentioned that the American Library
Association will be holding their annual convention next year in San Francisco, and the
Trustee section always has a number of programs directed towards Trustees. It will
be held the end of June or the first part of July 1981.
Report on American Library Association Conference: Joy Molder: Mrs. Molder reported that
she had just attended the American Library Association Conference in New York. She said
that it was extremely interesting and part of her attendance consisted of a program for
the Library Administration Management Association for which she was a speaker. Her topic
was "Interpersonal Relationships for Middle Managers".
The remainder of the New Business was discussed in conjuction with the Librarian's Report
with the exception of the Election of Officers which was table until next months meeting.
ADJOURNMENT: The meeting was adjourned at 6:25pm with the next meeting scheduled for August 19th, 1980
at 4:30 pm.
Respectfully submitted.
Patricia M. Bergsing
Clerk of the Board
PMB/jag
LIBRARIAN ' S REPORT
AUGUST 19th , 1980
`- 1980-1981 BUDGET:
As far as we know now, the next Budget session will be on Wednesday ,
August 20th , at -S--0-0pm.*7'3d
FOUNDATION REPAIRS :
Nothing has been decided yet about how to repair the foundation leak
by the_ Redwood Tree . We are still doing water tests to try and pinpoint
the trouble as precisely as possible . It ' s beginning to appear likely
that we may try to seal the wall of the building, and also consider
installing a sump pump.
SMOKE DETECTION SYSTEM:
By the date of your, meeting, work should have begun on installation
of the smoke detection system. The first step is installing the conduit .
Since that requires drilling through some walls , it is also the dirtiest
and noisiest part of the process .
BURLINGAME HISTORICAL SOCIETY :
Bill Nagle, Ben Hechinger, and I met and discussed the Historical
Society' s request for space to house 3 storage cabinets filled with their
materials . We toured the Friend ' s sorting room, and considered other
arrangements for the cabinets . Bill is working on a draft of a written
agreement that he will be bringing to your meeting for discussion and action.
P . L. S . ADVISORY BOARD:
Alice Fricke has been appointed to the P.L.S . Advisory Board as
Burlingame ' s Representative . The next meeting will be on September 18th
at the County Library Headquarters . All of you are welcome to attend.
G . R. C . CIRCULATION STUDY:
It is my understanding that G .R.C. has hired another consultant to
rewrite their study of automated circulation systems for P. L.S . I am not
sure when the new person is scheduled to begin work, so, at the moment ,
we have no idea when the report will be completed and issued.
P. L. S . UNIFORM CIRCULATION POLICIES COMMITTEE:
The above Committee met on July 16th and tentatively agreed to the
following recommendations :
1 . 10� per day overdue fine for all adult materials except 16mm
films and art prints .
2 . S� per day overdue fine for Children ' s books .
3 . 2S� fee for reserves and interlibrary loans .
y 4 . 21 day loan period for all materials except 7 days for new
fiction , periodicals , 8mm films , and high demand items .
The Committee is composed of the Directors of Menlo Park , San Mateo
City, San Mateo County , San Bruno and Burlingame Public Libraries , and
LIBRARIAN' S REPORT CONTINUED:
AUGUST 19th , 1
PAGE 2 :
two members of the P.L.S . Advisory Board. The Committee is planning on
another meeting in September, and then a report will be forwarded to
the full. P . L. S . Board. If they all agree , then I will ask you to consider
c',,anging Burlingame ' s circulation procedures where necessary to conform
to the recommendations . The biggest change for Burlingame will be the
21 day loan period and reducing fines on records , cassettes and 8mm films
from 15� per day to 10� .
HILLSBOROUGH CONTRACT:
A tentative contract agreement has been forwarded to the City Managers
of Hillsborough and San Mateo from Burlingame 's City Manager. If everyone
agrees , we will have a three-year arrangement to serve Hillsborough
residents , with the amount Hillsborough pays adjusted annually beginning
in 1981 . This adjustment will be based on the percentage increase or
decrease in the combined annual operating budgets of the two libraries
as compared to the original 1977-1978 budget amount. The distribution of
the money between Burlingame and San Mateo may also be amended based on
usage data.
. AUTOMATED CIRCULATION:
I am continuing to read , study and attend meetings in order to learn
as much as possible about automated circulation systems . In a recent
conversation with the Mayor, he indicated that the Council has agreed to
the idea of meeting with the Library Board sometime this Fall to discuss
�- automated circulation. It will probably be a Saturday morning meeting.
I am giving serious consideration to the possibility of asking the consultant,
Mr. Joseph Mathews to attend the meeting. He was hired by both G .R.C .
and the County Library to assist them in their studies of automated
circulation. What do you think?
ANNUAL REPORT:
We finally completed work on our annual report "How Much Does it Cost
to Read a Family of Four" , and it has been sent to the printer. The Friends
of the Library agreed to pay for the cost of the printing, and a copy of
the report will be inserted in the Recreation Department Fall Bulletin and
distributed to every household in Burlingame. We are very excited about
it . We are hoping it will help Burlingame residents and tax payers realize
what a bargain their Library is .
VISIT BY STATE LIBRARY CONSULTANT:
Mr. John Amend, a consultant for the State Library spent the morning
of July 31st here at the Library. He was interested in touring the
building, seeing our current operations , and hearing about our problems
and concerns . We discussed a wide variety of issues and some of his
observa`:ions were very helpful and thought provoking - particularly
regarding our plans to reorganize the public service areas .
LIBRARY INSTRUCTION:
A special class visit by 40+ members of a Youth Employment Program
class were given instruction in finding career material in the Library.
Barbara Rowe and Al Escoffier developed the specialized instruction which
LIBRARIAN' S REPORT CONTINUED:
AUGUST 1 th, 1980
PAGE 3 :
outlined the wide variety of resources available on career management
at Burlingame Public Library.
A tour of Bay Microfilms was held for members of the Reference
Committee in which their new service "Photo-Fiche" was discussed and
demonstrated. This service provides very clear copies of local history
photographs on microfiche . This enables the safe use of local history
photos for research. Some P. L. S . libraries are considering this service .
CHILDREN' S DEPARTMENT :
The Summer Reading Club concluded on August 1Sth. One hundred and
fifteen children finished the Club . They will receive their certificates
at the party in the Community Room on Wednesday, August 20th at 2 : OOpm.
Judy Strup, a puppeteer will provide the entertainment , and the
Friends are serving the refreshments . All of the materials for the
Reading Club and the party have been provided again by the Burlingame
Lions Club.
PROGRAMS :
John Hoffman, Director of Parks , gave two apecial lunch-hour
travelogue programs on July 9th and 16th. He presented slides of his
trip to European capitals . The first program attracted 64 people and
the second program made the room burst with 92 people. Alice Fricke
and Ruth Gottlieb , on behalf of the Friends of the Library provided
,and served desert , coffee and tea.
PB/jg
JULY 1980
BRANCH PATRON COUNT
170
Tuesday, July 1st 111
Wednesday, July 2nd. 104
Thursday, July 3rd 69
Saturday, July 5th
Monday, July 7th 113
July Jul 8th 108
Tuesday,
Wednesday, July 9th 90.
102
Thursday, July 10th 64
Saturday, July 12th
Monday, July 14th 120
Tuesday, July 15th 159
Wednesday, July 16th 158
Thursday, July 17th 100
Saturday, July 19th
60
Monday, July 21st 150
Tuesday, July 22nd 151
Wednesday, July 23rd 111
Thursday, July 24th 76
Saturday, July 26th 71
Monday, July 28th 154
Tuesday, July 29th 103
Wednesday, July 30th 133
Thursday, July 31st 104
Total for month: 2 , 571
STATISTICS FOR JULY 1980
CIRCULATION MAIN BRANCH
Books:
Adult, Non-Fiction 10,150 487
Child, Non-Fiction 1,400 401
Adult, Fiction 10,164 1.376
Child, Fiction 3.24 .x,166
TOTAL: 24.956 TOTAL: 3,430
Periodicals: 1,454 483
Pamphlets (incl. Maps & Sm. Press: 236 1
TOTAL: 1.690 TOTAL: 484
Moving Pictures: -0-
Audiorecordings (Inc] . Rec. & Cass.) 1,049 -0-
Art Prints: 29 -0-
Equipmept Loaned: 6 -0-
Slides: 105 -0-
TOTAL: 1,220 TOTAL: -0-
TOTAL CIRCULATION: 27,866 + 3.914
GRAND TOTAL CIRCULATION: 1979 Circulation 31,346 1980 Circulation 31,780 1_.38 o Inc.
Average Daily Circulation, Main, 1979 1.010 _ Main, 1980 1 .49 % Dec.
Average Daily Circulation, Branch, 1979 133 Branch, 1980 170 98.7Q % Inc.
REFERENCE STATISTICS:
Total Reference Questions: 2,438 ILL Borrowed: 147 GRAND TOTAL. OF
ILL Lent: 249 REF. ACTIVITY 2,834
ILL Total : 396
REGISTRATIONS: AS OF 6/30/80 ADDITIONS WITHDRAWALS TOTAL REG. PLS PATRONS TO
Adults: 10,767 270 302 10,735 DATE: 7,230
Children: 1,677 59 52 1,684 Increase of 73
Hillsborough: 3,328 65 -0- } 3,393
Other Non-Res. Patrons 91 3 -0- 94
TOTAL: 15,863 397 354 15,906
ACCESSIONS AND WITHDRAWALS: Added Discarded Total to Date
AS OF: 6/3(u 80 VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Adult,Non-Fic. : 135,986 - 99,872 429 - 318 294 - 171 136.121 100,,019
Child, Non-Fic: j7,559 - 13,902 73 - 54 14 11 17,618 13,945
Y.A. , Non-Fic: 3,348 - 3,117 6 - 5 -0- - -0- 3,354 - 3,122
Adult, Fiction: 48,841 - 41,`038 245 - x.55 222 - 43 48,864 - 41.150
Child, Fiction: 13,194 - 9,531 118 - 27 12 - 3 13,300 - 9,555
Y.A. , Fiction: 2,760 - - 2,304 9 - 7 16 - -0- 2,753 - 2,311 .
TOTAL: 2.21,688 -169,764 880 - 566 558 - 228 T 222,010 - 170,102
PAMPHLETS ADDED: 194 MAPS ADDED: -0-
PAMPHLETS DISCARDED: 215 MAPS DISCARDED: -0-
. TOTAL: 17,710- TOTAL: 1,270
RECORDINGS: AS OF: 6/30/80 ADDED DISCARDED AS OF: 7131/80
UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES
Disc' s: 4818 / 4228 98 / 96 15 / -0- 4901 / 4324
Cassettes: 549 / 452 -0- / -0- -0- / -0- 549 / 452
TOTAL: 5367 / 4680 _ 9R / 96 1, / -0- 5450 / 4776
DEPOSITED WITH THE CITY TREASURER: MAIN: 1,923.68
BRANCH: 104.40 TOTAL: 2,028.08
MEETING ROOM FEES COLLECTED & DEPOSITED: $ 107.00 TOTAL: 2,135.08
TOTAL MEETINGS HELD 18 PEOPLE IN ATTENDANCE 496
SPECIAL FUND
CHECKING ACCOUNT
Balance forward from July: 313.34
July 29th Deposit 881. 45
August 7th Deposit 359. 85
Transfer from savings - 7/8/80 $1,000. 00
August 14th Deposit 235 . 35
August 19th Withdrawals : (2, 196. 94)
Balance forward to September : 593 . 05
SAVINGS ACCOUNT
Balance forward from July : 8 215 . 99
Transfer to Bank of America : 1,000 .00
Balance forward to September: 7 215 . 99
BUDGET EXPENDITURES
BURLINGAME' PUBLI'C' LhBRARX
Payables through August 19 , 1980 :
"ACCOUNT # THIS MONTH
750110 Office Expense 2 ,274 . 01
750120 Special Department Expense 20 . 53
750121 Books 8 ,010 . 91 \
750'122 Periodicals 8 Subscriptions 5 ,736 . 17 i
750123 Binding . 00
750124 Cataloging 438 . 73
75012.5 Records 8 Cassettes 346 . 71
750130 Small Tools .00
750160 Telephone 129 . 77
750170 Utilities 110 . 34
750190 Building Maintenance 187 . 48
50200 Equipment Maintenance . 00
750201 A/V Equipment Maintenance . 00
750202 Security System Maintenance . 00
750210 Professional Services . 00
750240 Dues and Subscriptions 30 . 00
750250 Travel Reimbursemeni 21. 76
750251 Conferences 8 Mtgs . Librarian . 00
750252 Conferences & Mtgs . Staff . 00
750260 Training and Safety - Staff 55 . 00
750290 Other Charges . 00
20-008-220 Capital Expenditure 42 . 50
TOTAL: $17 ,403 . 91