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HomeMy WebLinkAboutAgenda Packet - LB - 1995.01.17 RLINGAME PUBLIC LIBRARY r BURLINGAME Board of Trustees Agenda i r January 17th, 1995 - 4 30 pm A v DUNCAN ANNEX y rC ` SUGGESTED ACTION CALL TO ORDER: ROLL CALL: BILLS: Approval City Checks: $ 20,607.36 Special Fund: $ 709.22 Duncan Funds: $ nn MINUTES: a , Approval CORRESPONDENCE & COMMUNICATIONS: Information a. Letter of Thanks: E. Glasgow b. Foster City Donor Program REPORTS: .,.-, a. City Librarian's Report Information UNFINISHED BUSINESS: a. Foundation Request for Funds from Trustees Special Fund Approval/Action NEW BUSINESS: a. Design Development Review Discussion ADJOURNMENT: JJg '95 NTl4 I IF BURLINGAME 4 � Burlingame Public Library Board of Trustees Minutes December 20th, 1994 Call To Order: The meeting of December 20th, 1994 was called to order by President Robertson at 4:30pm. Trustees Present: Cannon, Dunbar, Herman, Robertson & Taylor Trustees Absent: None Staff Present: Alfred Escoffier,City Librarian Judy Gladysz, Administrative Secretary Esther Cummings, Reference Supervisor Others Present: Midge Bolton, Burlingame Library Foundation Bills: M/S/C (Taylor/Herman) unanimously to approve the payment of City and Special Fund checks. Minutes of the Meeting of November 15th, 1994: The Minutes were approved as written and ordered filed. Correspondence and Communication: Correspondence was mailed in the Trustee packets. Reports: City Librarian's Report Librarian Escoffier said the City had selected Richard Sampson Associates as the Project Manager for the Library reconstruction project. The Project Manager will begin by assisting with the selection and implementation of the modular buildings and moving the library into temporary space. ,Page 1 L- 480 Primrose Road • Burlingame, CA 94010-4083 9 (415) 342-1038 1 Fax (415) 342-1948 System Advisory Board - Trustee Cannon: Trustee Cannon gave a brief report. She announced she has been elected to serve as Chair of the System Advisory Board for the coming year and is looking �-' forward to serving. Unfinished Business: New Business: Recognition of the Dorothea M. Tackson Gift: There was brief discussion regarding appropriate donor recognition for the generous gift from Dorothea Jackson to the Library Board of Trustees. It was decided that a letter from the Board be sent with mention of a donor plaque in the new library. Foundation Report - Bolton: Midge Bolton of the newly formed Burlingame Library Foundation reported on the progress of the Foundation. She said that the non-profit status has been approved by the State, but they are still waiting to hear from the IRS concerning the 501C3 status. Ms. Bolton then gave an accounting of the Foundation's funds. She reported �. that the Foundation has spent $7,800 for consulting fees. She further reported that the Library Trustees donated $3,000 from the Trustee's Special Fund and $5,200 from Duncan Funds totaling $8,200. She said they have gone to local Foundations to solicit additional funds for start-up monies. Ms. Bolton then requested $7,000 from the Trustees$pe6ft�_ tntd. Trustee Taylor asked when the Foundation will start asking for donations from private individuals. Ms. Bolton replied after March when the Fund Development Plan is in place. Trustee Cannon said the Foundation is for the betterment of the Library. Trustee Taylor suggested "loaning" the money to the Foundation because the Trustees Special Fund is also for purchasing equipment for the library. Trustee Dunbar said she prefers not to give the money on a loan basis. President Robertson said it would not be right to deplete the Trustees Fund. Trustee Taylor asked if there might be a conflict of interest for Trustees Cannon and Herman since they served on both Boards. Both Trustees said they could abstain from voting at the next meeting. President Robertson asked if there would be a full Board at the next meeting. Everyone said they would be present. She then pointed out that it only takes three Trustees to qualify as a quorum. President Robertson asked to have the matter tabled until the next Board meeting for action. Adjournment: The meeting of December 20th, 1994 was adjourned at 5:25pm. The next regular Board meeting will be held on January 17th, 1995 at 4:30 in the Duncan Annex. Respectfully submitted, Alfred H. Escoffier City Librarian Trustee Minutes December 12/27/94 Page 3 J30URLINGAME 'l City Librarian's Report January 17, 1994 Building Design Progress Group 4/Architecture has submitted the Design Development package for city review. This package includes the floor plans, elevations and design details which will then be further developed in the construction documents. The plans should be ready for review by January 12. Project Manager The city has selected a Project Manager to assist staff with the numerous details of the building project. Richard Sampson Associates of Pleasanton was chosen to do the work. Sampson Associates has built public libraries in Benicia, Pleasanton and Albany and come very highly recommended. Jim Karum will be working with staff directly and has established an office in the main library. The initial phase of the manager's work will be to assist in selection of the modular building vendor, develop specifications for the building, assist with the conceptual and specific space plans for the modular building, and oversee the construction and implementation of the structure. Temporary Quarters Progress As of this writing, negotiations are in progress with three vendors to obtain the best price and the best modular building option for the temporary library. Jan Davis of Group 4 and Richard Sampson are assisting in the selection and will make a recommendation to the City in the next few days. With the assistance of library consultant Gloria Stockton, staff have developed a preliminary conceptual space plan for the modular. Ms. Stockton comes to the project with wide experience in development of temporary quarters for a variety of university and public libraries. Priorities are being developed for which functions will go in the modular and what must be stored elsewhere during construction. -1- 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 • Fax (415) 342-1948 Protect Schedule The building project has maintained the time line developed last year. We are still planning on moving out of the present building by summer 1995. One of the driving forces which is keeping us moving forward quickly is the desire on the part of the architects to complete demolition and in-ground foundation work before next year's winter rains. Following negotiations with the modular vendors, we will have a better idea of just how long the construction of the temporary building will take. Most of the bidders indicated that the building could be completed in four months. It will likely take an additional month for electrical, computer cabling, telephone and other services to be installed. Dynix System Successfully Implemented The Dynix automated system was successfully implemented system wide on December 20. There were very few problems with the implementation. Some immediate changes with Dynix include: mailed notices for holds and fines (an automated system will be implemented shortly); patron access to their own records; receipts issued at the point of circulation with titles, due dates, etc. There was some concern on the part of users concerning the issuing of the receipt in lieu of stamping the book. This was done in an effort to speed up the check out process for the user and give them more detailed information on what they had charged out. We also issued refrigerator magnets in an effort to make the receipt concept a viable one. Unfortunately, the change met with some resistance and we have revised our procedure to include stamping each book once again. An excellent front page article appeared in the San Mateo Times on January 7th featuring our own Esther Cummings describing the features of the new system. The staff training in the last 90 days truly paid off in making staff confident with the new system and making the transition a successful one. Burlingame's training has been singled out county wide as one of the best! My congratulations to the staff!! -2- Personnel Kathy Naftaly, Library Assistant ll, has resigned to accept a position as cataloging librarian at Adirondack Community College in Glens Falls, New York. We will miss Kathy greatly. She has had responsibilities for cataloging in Technical services, monitoring reports and missing items library wide in Circulation, and working at the Reference Desk. We will freeze the position for now until a full analysis can be done to determine how best to fill these many duties. Reference Services Internet was very much a part of several training sessions for reference staff this month. Nationally known librarian and electronic consultant, Louella Wetherbee spoke on technology and networking in libraries. She emphasized the importance of public libraries being key players in the adaptation of the public's needs for information. She emphasized the need for librarians to sift out the "garbage" information and save and manage the important information. Children's Services Cathy Somerton did a total of 28 programs during December, reaching some 596 young children in Burlingame and Hillsborough. The annual holiday program was a great success with 150 children and parents and even a visit form Santa (John Bendick of the Burlingame Lions Club). Upcoming Events: o Foundation Board Meeting, January 12, 4:30 pm, California Room o Martin Luther King Holiday, January 16, Closed o Library Board Meeting, January 17, 4:30 pm, Duncan House o Council Goal Session, January 21, 9-noon, Conference Room A, City Hall o System Advisory Board, February 7, 4 pm o President's Day Holiday, February 20, Closed o Library Board Meeting, February 21, 4:30, Duncan House o CalTac Meeting (California Trustees Association), February 25, Davis cL.zs -3- CITY OF BURLINGAME PAGE 37 BUDGET STATUS REPORT FOR THE MONTH ENDING DECEMBER 31 , 1994 PRINTED 01/06/95 CURRENT MONTH YEAR-TO-DATE BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT -------------------------------------------------------------------------------------- 101 GENERAL FUND 67500 LIBRARY 010 REGULAR SALARIES 723,443.00 55,354.21 362,041 .43 361 ,401 .57 50.04 011 PART-TIME SALARIES 468,911 .00 35,931 .77 226,951 .20 241 ,959.80 48.40 012 OVERTIME 150.00 150.00 TOTAL SALARIES & WAGES 1 ,192,504.00 91 ,285.98 588,992.63 603,511 .37 49.39 TOTAL DIRECT LABOR 1, 192,504.00 91 ,285.98 588,992.63 603,511 .37 49.39 030 RETIREMENT 116,858.00 7,798.51 52,339.32 64,518.68 44.79 031 HEALTH INSURANCE 71 ,532.00 5,212.42 34,262.05 37,269.95 47.90 033 CITY DENTAL PLAN 9,408.00 768.25 4,717.23 4,690.77 50. 14 034 LIFE INSURANCE 2,916.00 223.53 1 ,446.89 1 ,469. 11 49.62 035 LONG TERM DISABILITY INSURANCE 5,312.00 407.04 2,720.74 2,591 .26 51 .22 036 MEDICARE INSURANCE 9,551 .00 706.33 4,484. 10 5,066.90 46.95 037 UNEMPLOYMENT INSURANCE 59.00 125.00 <125.00> 038 WORKERS COMPENSATION INSURANCE 6,773.00 520.33 3,357. 18 3,415.82 49.57 041 CITY VISION PLAN 2,040.00 156.49 1 ,012.79 1 ,027.21 49.65 046 SOCIAL SECURITY EXPENSE 17,615.00 1 ,321.90 8,189.52 9,425.48 46.49 TOTAL EMPLOYEE BENEFITS 242,005.00 17, 173.80 112,654.82 129,350. 18 46.55 TOTAL EMPLOYEE SERVICES 1 ,434,509.00 108,459.78 701 ,647.45 732,861 .55 48.91 110 OFFICE EXPENSE 12,425.00 173.42 3,959.76 8,465.24 31 .87 120 SPECIAL DEPARTMENT EXPENSE 21 ,000.00 2,259.68 9,302.24 11 ,697.76 44.30 122 PERIODICALS 28,930.00 2,663.53 18,782.53 10, 147.47 64.92 123 BOOK BINDINGS 16,000.00 1 ,048.06 10,537.64 5,462.36 65.86 124 CATALOGING EXPENSE 22,471 .00 1 ,549.89 9,036.88 13,434. 12 40.22 125 RECORDS AND CASSETTES 11 ,265.00 4,457.31 6,807.69 39.57 128 VEHICLE ALLOWANCE 1 ,200.00 92.32 600.08 599.92 50.01 129 BOOKS AND MAPS 204, 136.00 22,513.77 114,737.42 89,398.58 56.21 130 SMALL TOOLS 300.00 25.92 274.08 8.64 160 COMMUNICATIONS 15,000.00 1 ,533.51 6,461 .84 8,538. 16 43.08 170 ELECTRIC & GAS UTILITIES 48,960.00 2,938.97 25,649.83 23,310. 17 52.39 190 MAINTENANCE OF BUILDINGS AND GROUND 34,350.00 3,315.76 16,640. 12 17,709.88 48.44 200 EQUIPMENT MAINTENANCE 4, 111 .00 28.98 712.78 3,398.22 17.34 209 AUDIO-VISUAL EQUIPMENT MAINTENANCE 1 ,970.00 1 ,000.00 1 ,000.00 970.00 50.76 210 PROFESSIONAL AND SPECIALIZED SERVIC 8, 109.00 8, 109.00 100.00 220 CONTRACTUAL SERVICES 55,470.00 113. 17 48,465.59 7,004.41 87.37 240 DUES AND SUBSCRIPTIONS 1 ,390.00 845.00 1 ,285.00 105.00 92.45 250 TRAVEL, CONFERENCES & MEETINGS 500.00 4.64 82.04 417.96 16.41 251 DEPARTMENT HEAD CONFERENCE & MEETIN 900.00 164.00 501 .00 399.00 55.67 252 STAFF CONFERENCE AND MEETINGS 2,000.00 320.00 1 ,680.00 16.00 260 TRAINING AND SAFETY 2,701 .00 333.00 2,368.00 12.33 701 INSURANCE COST ALLOCATION 6,121 .00 510.00 3,060.00 _ 3,061 .00 49.99 CITY OF BURLINGAME PAGE 38 BUDGET STATUS REPORT FOR THE MONTH ENDING DECEMBER 31 , 1994 PRINTED 01/06/95 CURRENT MONTH YEAR-TO-DATE BUDGET EXPENDITURE EXPENDITURE ENCUMBRANCE BALANCE PERCENT -------------------------------------------------------------------------------------- TOTAL SUPPLIES AND SERVICES 499,309.00 40,754.70 284,059.98 215,249.02 56.89 TOTAL SUPPLIES AND SERVICES 499,309.00 40,754.70 284,059.98 215,249.02 56.89 800 CAPITAL OUTLAY 40,428.00 42,815.00 <2,387.00> 105.90 TOTAL CAPITAL OUTLAY 40,428.00 42,815.00 <2,387.00> 105.90 TOTAL CAPITAL EXPENDITURES 40,428.00 42,815.00 <2,387.00> 105.90 67500 LIBRARY TOTAL 1,974,246.00 149,214.48 1 ,028,522.43 945,723.57 52. 10 STATISTICS FOR DECEMBER 1994 REGISTERED BORROWERS: Total Registered: Burlingame Adults 19,812 Burlingame Children Registered Borrowers and 4,273 Hillsborough Adults Circulation Activities are for 2,762 Hillsborough Children December 1-16th only. 1 ,191 Universal Borrowers 1 ,183 -------------------------------------------------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main Branch Adult Print Materials(books, periodicals, pamphlets, paperbacks) 9,575* 516* Children's Print Materials (books, periodicals, pamphlets, paperbacks) 2,888* 489* Audio Visual Materials(records, cassettes, films, videos, cd's) 2,167 67* TOTALS: 14,630* 1,072* Main Total 1994 Circ: 14,630 Main Total 1993 Circ: 27,677 = %"These figures Branch Total 1994 Circ: 1,072 Branch Total 1993 Circ: 1,776 = %are only for half Grand Total 1994 Circ: 37,758 Grand Total 1993Circ: 29,453 = %of December. --------------------------------------------- ---- - ---------------------------------------------------------------j REFERENCE ACTIVITY: Questions Directions Reference 4,011 1,279 Children's 238 115 ILL Borrowed: 131 Audio-Visual 148 831 ILL Lent: 43 Branch 132 29 ILL Total: 174 Total: 4,529 2,254 -------------------------------------------------------------------------------------------------------------------- COLLECTIONS: MAIN BRANCH TOTALVOLUMES VOLUMES/TITLES VOLUMES MAIN&BRANCH Ad.Non-Fiction 114,710 /107,590 4,685 119,395 Ch.Non-Fiction 19,8701 18,015 3,480 23,350 YA Non-Fiction 1,820 / 1,660 90 1,910 Ad. Fiction 45,950/ 43,420 4,850 50,800 Ch. Fiction 16,430 / 15,885 5,020 21,450 YA Fiction 2,585 / 2,380 295 2,880 Reference 5.425 / 5.365 190 5.615 Totals: 206,790 /194,315 18,610 225,400 ----------------------------------------------------------------------------------------------------------------------------------------------------- OTHER MATERIALS: Pamphlets 32,410 Paperbacks 2,800 Maps 1,820 Records 4,500 Cassettes 5,015 Video Tapes 1,320 Compact Discs 1,050 -------------------------------------------------------------------------------------------------------------------------------------------------- Deposited with the City Treasurer: Main: $3,359 $8 Branch: $124.00 = S37 va Xerox: $ 1,302.00 Rent: $1,733.65 CLSA: $3,604.68 Donations:$ 80.00 Total: $10.203.91 Estimated User Traffi c: Counter out of order Daily Average: NA Total Meetings Held in Community Room: 8 Attendance: 250 - Children's Programs: 1 Attendance: 90 As of Dec. 31, 1994, the Meeting Rooms are closed until construction is completed. MONTHLY REPORT MONTH QL-cPmhar. 14_4 OUTREACH A-TIVITIES 1. Volunteer Coordinator A. Hours worked 41 2. Volunteers A. Number of volunteers 3 + 3 Friends B. Hours contributed 13 + 16.5 Friends 3. Shut-in Patrons---Individual Visits A. Number of patrons 13 + 30 B. N,imber of visits madE 22 C. Items circulated 148 4. Shut-in Patrons--Institutional Visits # visits Materials circulated A. Hacienda 3 30 C. Easter Seals 1 40 D. Care West E. Marion Convent 1 20 5. Totals A. Shut-in patrons 13 + 30 B. Visits made 22 C. Items circulated 234 Comments/Activities c l� Dale Nelsnn SAVE THIS DATE! Saturday, May 20, 1994; 8:30-11 :00 AM Stanford Park Hotel, Menlo Park System Advisory Boards for Peninsula Library System and South Bay Cooperative Library System present 1995 Legislative Breakfast An Annual Event for Local Elected Officials and Other Community Leaders By Invitation Only Invite your local officials to reserve the date now! Watch for more details available soon SAVE THIS DATE! PENINSULA LIBRARY SYSTEM SOUTH BAY COOPERATIVE LIBRARY SYSTEM --_-- -25 Tower Road • San :Mateo, California 94402-4000 • 41.5-349-5538 Fax 413-349-5089 --- MEMORANDUM DATE: February 8, 1995 TO: System Advisory Board Members Peninsula Library System and South Bay Cooperative Library System cc: Administrative Councils FROM: 0-Diane O� SUBJECT: Minutes, Joint SAB meeting, 2/7/95 Enclosed is a copy of the minutes from our meeting yesterday. Since we had several events scheduled, I thought you might like to see the information and review it for accuracy before our meeting in June! I am also enclosing for your information • a copy of the revised SAB calendar for 1994/95 • flyer announcement for the forum on 4/22/95 . (You are welcome to copy and distribute liberally. Copies arebeing sent to all the libraries this week and the rest will be distributed as soon as our mailing list from last year has been updated.) • announcement for the legislative breakfast (Pass the information along as you deem appropriate.) • copies of three articles which may be of interest to you. Encls. PLS hemmers:13urling:une Dal}'Cite - Nlenlo Park - Redwood Cite- San Bruno• San Mateo City S:ul Mateo County'. San Mateo County Convnunity College District • SUUth San Francisco- SBCLS.11emberc:Mountain View• Palo Alto- San jose •Santa CLira Cite-_Santa Clact County - Sunmvale PLS & SBCLS JOINT MEETING SYSTEM ADVISORY BOARDS �- February 7, 1995 Menlo Park Library Community Room MINUTES Members Present PLS: Kristine Cannon, Burlingame; Aldora Lee, Menlo Park; Lynne Johnston, Redwood City; Ernie Scott, San Mateo County; SBCLS: Shirley Pearson, City of Mountain View; Nancy Olson, Palo Alto; Sue Williams, San Jose; Lillian Wurzel, Santa Clara City; Barbara Campbell, Santa Clara County; Carol Willis, Sunnyvale. Others Attending: Nancy Lewis, San Mateo County; Diane Ortiz, PLS/SBCLS. Call to order: The meeting was called to order at 4:10 p.m., Kris Cannon presiding. Approval of agenda: Following welcome and introductions, the agenda was adopted as submitted. Approval of minutes: The minutes of November 1, 1994 were accepted as presented. CLSB Certificates Awarded: On behalf of each system SAB Chairs Shirley Pearson and Kris Cannon accepted the certificates of appreciation and commendation awarded by the California State Library Board(CLSB). Diane agreed to contact the state in response to an error noted in nomenclature on each certificate. It was suggested that copies of the certificates be sent to City Council and County Board members after the corrected certificates are available. Activities for 1994/95: 1. 1995 Legislative Day, Sacramento: Barbara Campbell reported that CLA has scheduled Legislative Day Tuesday,May 2, 1995, 8:45 a.m. to 4:00 p.m. Only slight format changes are planned: Appointment schedules will be posted at the Hyatt where the brief morning session will be held; "debriefing"is proposed to be in the new California State Library office with a reception following. It was agreed to reschedule the next regular SAB meeting date for June 13, to avoid conflict with this important event. 2. 1995 Legislative Breakfast: Carol Willis and Lynne Johnston volunteered to be on the planning committee for this event. It was agreed that the committee will explore the following possibilities: Title/Theme- Restructuring Library Service in Santa Clara County (creating and implementing a new benefit assessment district) Speakers- Introduction of Program- Susan Fuller Panel of representatives for the new JPA, Don Brown, et al. Location- Stanford Park Hotel, Menlo Park Date/Time- Saturday,May 20, 1994; 8:30-11:00 AM Additional suggestions/reminders: be sure the invitations are clear regarding arrival time (8:30 a.m.) and dining time (9:00 a.m.); send a flyer announcement EARLY so that the date will be reserved on individual calendars and so that local officials can be invited as soon as possible; each SAB member should invite and sit with one local official PLS & SBCLS JOINT MEETING SYSTEM ADVISORY BOARDS MEETING Menlo Park Library Community Room,February 7, 1995 Minutes,Page 2 of 2 3. Joint Projects among Peninsula LibraryS stem(PLS), Bay Area Library and Information System (BALIS) and South Bay Cooperative Library System: Education Forum: Kris Cannon will work with Diane Ortiz to do preliminary planning for the educational forum,proposed as follows: Purpose - Preparation and orientation for CLA Legislative Day, 5/2/95 Sponsors - PLS & SBCLS Advisory Boards Audience- Boards, Commissions, Friends, Advisors, Special Libraries/SLA, Leagues of Women Voters,etc. in all three geographic areas & including BALIS Advisory members Location- Los Altos Library Community Room Date/Time- Saturday, April 22, 1995; 9:30-Noon Additional suggestions/reminders: prepare/distribute background on each legislator; handout on how to approach your legislator, identify two or three key issues of local interest or need; prepare flyer immediate; include CMLEA's public relations packet; build on last year's mailing list. Tri-system Coordination Meeting: It was agreed to invite BALIS Advisory Board members to join PLS & SBCLS Advisory Boards for a year-end business meeting at Redwood City Library on Tuesday, June 13, 1995.. Individual Advisory Board meetings would be 4 p.m. to 5 p.m., a tri-system meeting from 5 p.m. to 6 p.m., and a reception/social time 6 p.m. to 7:30 p.m.; PLS & SBCLS advisory members would provide light repast. Commentary: It was noted that activities and date changes should be updated and published in the meeting and events calendar for 1994/95. Shirley Pearson noted that terms for all SBCLS Advisory Board members end on the same date; Diane Ortiz agreed to validate the accuracy of listed appointment dates. Information Exchange and Agenda Building: Following brief announcements and information exchange, the members requested that,in addition to the recurring/standard agenda, the following items be put on PLS and SBCLS Advisory Board agenda for June, 1995: Review Plan of Service, Wrap-up for 1995 events (Education Forum,Legislative Day and Legislative Breakfast),Preparation for fall orientation meeting; the tri-system meeting agenda will focus on an information exchange regarding past and current activities and explore possibilities for future joint projects. Adjournment: The meeting was adjourned at 6:10 p.m. Submitted by Diane Ortiz, Special Projects,PLS & SBCLS NEXT REGULAR MEETING: Tuesday,June 13, 1995, 4:00 P.M SOUTH BAY COOPERATIVE LIBRARY SYSTEM ADVISORY BOARD MEETING & EVENT CALENDAR 1994/95 1994 July August Ad hoc Planning Committee meets (Wednesday,August 31) September October Joint Meeting with PLS: Orientation and Review Session; Approve Committee Recommendations (Tuesday, October 4) November Regular Meeting, includes Legislative Breakfast Planning (Tuesday, November 1) Annual CLA Conference December 1995 January Committee Meetings as needed February Joint Meeting with PLS (Tuesday,February 7) March Committee Meetings as needed April Educational Forum: Orientation &Preparation for Legislative Day (Saturday, April 22) Submit Application for SAB Award Committee meetings as needed May Legislative Day, Sacramento (Tuesday, May 2) Legislative Breakfast (Saturday,May 20) Committee meetings as needed June Regular Meeting followed by Joint Meeting with PLS and BALIS; social hour following (Tuesday, June 13) Committee meetings as needed Preview Plan of Service, 1995/96 Updated 2/95 PENINSULA LIBRARY SYSTEM ADVISORY BOARD MEETING & EVENT CALENDAR 1994/95 1994 July August Ad hoc Planning Committee meets (Wednesday, August 31) September October Joint Meeting with SBCLS: Orientation and Review Session; Approve Committee Recommendations (Tuesday, October 4) November Regular Meeting,includes Legislative Breakfast Planning (Tuesday, November 1) Annual CLA Conference December 1995 January Committee Meetings as needed February Joint Meeting with SBCLS (Tuesday, February 7) March Committee Meetings as needed April Educational Forum: Orientation&Preparation for Legislative Day (Saturday, April 22) Submit Application for SAB Award Committee meetings as needed May Legislative Day, Sacramento (Tuesday,May 2) Legislative Breakfast(Saturday,May 20) Committee meetings as needed June Regular Meeting followed by Joint Meeting with SBCLS and BALIS; social hour following (Tuesday, June 13) Committee meetings as needed Preview Plan of Service, 1995/96 Updated 2/95 LIBRARY SUPPORTERS! SAVE THIS DATE! April 22, 1995 , Saturday 9:30-11 :30 a.m. Los Altos Library Community Room System Advisory Boards for South Bay Cooperative Library System and Peninsula Library System present Approaching Your Legislator and other elected o icials crt-f An educational forum and advocacy training workshop in preparation for the California Library Association's Legislative Day in Sacramento on May 2nd Join us! Invite others! Everyone is welcome. Watch for registration materials available soon LIBRARY SUPPORTERS! SAVE THIS DATE! Californian's Say YES To LibrariesHUH! (contimied from page 1) California voters strongly acknowledge the important role libraries play in society.-Ninety -five percent agree that libraries play an essential role in the education of children and 91% agree public libraries are essential to the quality of life in their communities. * When asked if there were a measure on the local ballot to raise taxes specifically for library services, 73% of respondents would pay some amount, with only 23% not supporting any tax at all (with 4%undecided). * There is widespread agreement the state has a responsibility to fund local libraries. Eighty- A Word of Thanks one percent agree the state should ensure adequate funding of local libraries, with only 15% in to Our Donors: disagreement. * A large majority of respondents think government spends too little on public libraries. Over 130 people Fifty-nine percent felt state and local government spend too little, with only 2% stating and 40 Friends Groups government spends too much. sent tax-deductible contributions to fund When told the average government spending on public libraries is about $20 per person this Statewide Opinion per year and asked what they thought the proper amount should be, about half of the respon- Poll- The Public Library dents felt it should be more. The amount suggested by those who use the library at least six Section wishes to thank times a year was about $50, while those who have not used the library suggested on average the following major $37 per year. contributors: Initial challengers. About 77%of respondents visited their local library at least once in the last twelve Regina Minudri and months, and 85%of households had at least one use. The typical respondent visited the Ursula Meyer for" library 4 times in the last twelve months. Those that stated they do not use libraries say they putting up $1,000 each. get their information elsewhere (28%), or have no use for the libraries (25%). Dixie Adenfran answered this challenge Voters generally give two responses to what libraries can do to improve themselves: open with her $1,000 contri more hours (28%), and increase the selection of books and materials (12%). button. Thanks also to'our Those interviewed rated highest services such as summer reading programs for children organizational and and recreational reading for all ages. Other programs for students, children, and seniors were corporate donors:.Baker also highly rated. and Taylor Books, * A higher proportion of respondents stated they had used the library for personal research Brodart Company, than for checking out books for pleasure reading (64%and 57% respectively have done so California State Library within the last twelve months). Other services used by over one-third of the respondents in Foundation, California the last twelve months include taking children to the library, reading magazines or newspa- County Librarians` pers, and conducting research for business. Association, EBSCO Industries, Inc.,Public About 60% of respondents give public libraries excellent or good ratings, which is rela- Library Executives of tively comparable to other local agencies such as police and parks and recreation. Libraries Southern California and were rated more favorable in performance than public schools and streets and sewers, but Quality Books. lower than the fire department. Political parry, ideology, gender, employment, and other demographic factors had little effect on ratings of libraries. Next Steps: Copies of the report may be purchased from CLA office; $15 for members and $25 for non- CLA members. Profits go to the Public Library Section & California Library Association. The Public Library Section has decided on a three year project, with the Statewide Public Opinion Poll as the project for the first year. In 1994-95, the Public Library Section will be conducting a media awareness campaign to publicize the results of the survey and the plight of libraries in California. How can you help? O Generate local coverage and local stories which will enhance the survey information. O Donate to CLA/Public Library Section for the media awareness campaign. Send your tax deductible check, made out to CLA/Public Library Section, to Carol Starr, Benicia Public Library, 150 E "L" St., Benicia, CA 94510 O Join CLA/Public Library Section and send your ideas and suggestions for future Public Library Section activities to Anne Turner, Public Library Section President, Santa Cruz Public Library, 224 Church St., Santa Cruz, CA 95060-3873. Carol Starr Public Library Section 10 Redefining the Library At its January meeting the CLA Executive Committee wrestled with implementation of a statement of "Redef ring the Library"which was prepared by the Committee on Public Policy and.Emerging Issues. We needed a clear definition of what constitutes basic library service in the context of emerging technologies,so �– the Executive Committee asked Ken Dowlin, City Librarian of San Francisco Public Library,and Jordan Scepanski,Director of the University Library at CSU Long Beach to prepare a visionary statement of libraries and library service in the future. What we asked these men to do was rather vague because the Executive Committee did not wish to pre- define their analysis or to limit it in any way. A draft of the report was discussed at the'vfay Assembly meeting;Assembly comments were given to Dowlin and Scepanski,who incorporated them and presented the statement you see below to the Executive Committee in June. Please read this statement carefully and send your comments to John Kallenberg,Chair of Public Policy and Emerging Issues Committee at Fresno County Public Library at(209)488-3185 or e-mail<jkallenb@class.org>.This policy statement will be on the agenda for the November meeting of the Assembly. While the Executive Committee authorized an honorarium for this report the writers very generously declined it,asking that we put the funds toward other CLA activities,and the Executive Committee decided that the finds should be used to further CLA's nascent.Leadership Development project. Joy Thomas A Statement Prepared for the President p The Vision California Library Association "The vision is that People in an information society cannot every individual in Liberally influenced by: The Electronic live, learn, and work without information Doorway Library:Nfeeting the Information that is organized, accessible, and preserved. California shall have Needs of the people of New York State. The primary role of publicly funded libraries access to electronic community, academic, or school-based is to provide information and knowledge In order for California to regain its library services as well position as an economic, educational, and services to their constituencies. Libraries as those traditionally intellectual leader in the United States and with electronic networking capacity have provided." the world all of its citizens must have new opportunities to meet people's infor- access to information, knowledge, and mation needs. Such capacity is now avail- recreational reading to meet their learning able in almost every sector of American and communication needs. It is critical that enterprise—from the White House, where the information and knowledge resources of staff have access to the most sophisticated California be networked to expand access technology, to the apartment down the beyond local publicly-funded institutions street, where a family uses an information and agencies; it is only through harnessing service accessed through its new microcom- the extensive resources available in the state puter. and by providing equitable access to the vast This "universal" networking technology information available outside its borders will create expanded roles for librarians who that the state can advance. will organize data, develop navigational The libraries of California must not only tools, negotiate access to resources for their provide collections and services to meet clienteles, create electronic resource files for most of the demands of their communities, their communities, and guide their con- most of the time; they must serve as the stituents through the expanding world of local doorway to a global village network. It networked information. Even many of is time to create a California Electronic those who already have access to such Village Library Network. technology need the help of librarians in A library in the California Electronic using online services. As electronic data Village will use computer and telecommuni- sources become commonplace, identifica- cations technology, the full range of historic tion, organization, retrieval, and evaluation library resources, and skilled librarians and of information will be ever more important other information specialists to meet the and more valued. Librarians will be called library and information needs of business, upon to gather data, apply their biblio- government, and people of all ages, back- graphic expertise in "cataloging" of network grounds, interests, and abilities extending resources, interpret inquiries, determine services into homes, workplaces, and other what is relevant, and teach others how to locations; facilitating use by those with access and critically assess information. disabilities; providing powerful new ways of They will be essential to the effective accessing, assembling, evaluating, and using functioning of the electronic village. information and knowledge; and collaborat- ing with others to increase the effectiveness of the library in provision of service. (continued on page 9) 8 Z_t Restructuring Task Force Update The Joint Task Force for Restructuring California Public Libraries established by CLA, and including the League of California Cities, the California State Association of Counties (CSAC), and CALTAC, met in June,July and September and will meet again on October 13-14 in San Diego and December 1 in Sacramento. L- In July's meeting, the Joint Task Force heard from State Librarian Gary Strong regarding a the current status of California's public libraries. He challenged the group to be creative and . collaborative in developing long-term solutions to the funding and governance problems �A facing them. Sue North, Project Director for the California Citizens Budget Commission also xA spoke to the Joint Task Force and highlighted the state's fiscal decline over the last several years. North keenly described the challenges facing the state in recovering its financial health and was not optimistic about a successful recovery. Beverley Simmons Introduced at the meeting was Regina Minudri, who will develop a media relations Task Force Director program, and work with members of the Joint Task Force to bring public library issues to the attention of local media. One of the key information sources for the initial contacts will be CLA Task Force the data from the CLA Public Library Section's recent poll of voters. Members The Joint Task Force established a research agenda that includes 16 different areas of study. Copies of the agenda can be obtained by requesting them from the Project Director Dixie Adeniran (Fax requests to (415) 585-9509). Joint Task Force members will report to the membership on Monday, November 14th, at Ventura County 10:00 am during the annual conference. Billie Dancy Beverley Simmons South San Francisco Project Director Linda Elliott Palos Verdes Some Thoughts Anne Marie Gold on Restructuring California Public Libraries Contra Costa County Martin Gomez Since 1978, the crisis in California public library funding has grown from isolated infec- Oakland tion to raging epidemic. Recent successful library funding elections are encouraging signs, but Cliff Lange many public libraries in our state remain in critical condition. A more comprehensive and Carlsbad long-term cure is needed. Even before Prop. 13, public library funding levels throughout California and nationwide Dallas Shaffer show public libraries at or near the top of all governmental services, with preferred per capita Monterey funding levels (even among non-users) at more than double the current per capita levels in California. Why is it that decision-makers only put public libraries first in line when it's time For a complete roster of to cut budgets? Perhaps it's time to take our case to the people in a statewide election, which all task force members contact could be won with a simple not super majority. the CGA office. California's economy is in shambles for many reasons. I believe it's not just due to defense industry cutbacks, government red-tape, and/or (allegedly) high taxes. Proposition 13 and other barriers to good government are rapidly destroying the governmental infra- structure necessary for businesses to survive in our state. Strong public libraries are an indispensable ingredient in any economic turnaround, as are schools and other programs such as adult literacy and affordable childcare. Stealing finite resources from positive social programs in order to build the largest penal colony on Earth is insane. We must consider public library funding in three phases: sustain, diversify, and increase. • Get angry and get active. • Forget consensus and look for bold leadership. • Work with the politicians, but depend on the people. • Market the treasures of our public libraries to California's senior citizens. • Forge partnerships with businesses. Businesses cannot exist without employees and customers who can read, write, and in this day and age are committed to lifelong learning. • Consider designing value-added contracts to serve K-12 schools. Lord knows, there is market niche out there of humongous proportions. • Reach out to our diverse residents and get them to vote for strong public libraries. • Research what works elsewhere (Washington: multicounty, regional libraries; Ohio: a fixed percentage of the state income tax going to all public libraries, no strings attached). �- The time for dithering is long past; carpe diem. Brian A. Reynolds San Luis Obispo City-County Library 7 PENINSULA COMMUNITY FOU N DATION February 1, 1995 Al Escoffier Burlingame Public Library 480 Primrose Burlingame, CA 94010 Dear Mr. Escoffier: As we begin a new year, I'd life to tliank you again for your work in our community and your philanthropic partnership with the Foundation. I'm pleased to forward your fund statement for DIRECTORS the final quarter of 1994. Hon. Thomas M.Jenkins,Chair Thomas E. Bailard As you know, the Foundation celebrated its thirtieth Hugh C.Burroughs anniversary in 1994, and we capitalized on the celebration by T.Jack Foster,Jr. working to increase our visibility in the community. Generous Albert J.Horn,Esq. chanes B.Johnson donors responded from throughout the Peninsula, contributing Robert C.Kirkwood over $10 million to the Foundation. Excluding the exceptional Karen Van Hoesen Olson year in 1989, when an anonymous donor granted $25 million to John P.Renshaw the Foundation, this was our best year ever! Gordon Russell William Wilson III I'd like to let you know about a change in the tax law Rosemary Young effective January 1 St. Gifts of appreciated stock can no longer be deducted at full market value when contributed to a private EXECUTIVE DIRECTOR foundation. However, such gifts are still fully deductible when Sterling K.Speirn contributed to a community foundation. Our Winter issue of Update, due out in late February, will have a detailed article regarding this change in the tax code. In the meantime, please call me with any questions—we're monitoring this situation closely. Again, you have my sincere thanks for your participation and support. I look forward to continuing our work together in 1995. Sincerely, Sterling peirn Executive Director TEL. (415) 358-9369 FAX. (415) 358-9817 1700 SOUTH EL CAMINO REAL, NO. 300, SAN MATEO, CALIFORNIA 94402 - 3049 PENINSULA COMMUNITY FOUNDATION DDUN 01/31/95 Roger & Jean Hunt Duncan F U N D B A L A N C E For the period 10/01/1994 through 12/31/1994 inclusive . BEGINNING FUND BALANCE (as of 10/01/1994 ) : $ 564 , 055 . 89 STATEMENT OF ACTIVITY : INFLOWS Revenues Interest & Dividends 5 , 237 . 90 Gains (Losses ) , Realized 2 , 552 . 15- Gains (Losses ) , Unrealized 7 , 693 . 58- Contributions 0 . 00 Other 0 . 00 Interfund Grants Received 0 . 00 OUTFLOWS Administrative Fees 705 . 07- Other Expenses 0 . 00 Interfund Grants Awarded 0 . 00 Grants Awarded 0 . 00 -------------- Total Activity: 5 , 712 . 90- --------------- --------------- ENDING FUND BALANCE (as of 12/31/1994 ) : $ 558 , 342 . 99 JAN-31-1995 17:12 FROM PENINSULA LILMRY SYSTEMS TO BPL P.02/03 MIA/'fir 1r3.11f:1tj -) 4I5 31V Wo runirmla rage Hill JAN-31-95 TUE 17:08 111CIlAEL DILLON & AM FAX NO, 010-448-4808 f',01 M) l 1 1111,RK 4. pAn EXE=rn • . t 9IAEEC 1313E 14M j$nuary 31, 1995 wc:tilerota:WM CA Qftf4 - 1976} 44$-21M - FAX 191" 4454808 T h (.2A bUMIRM AISO ALL CUOMMA7M i1 AXY S'YSl<JBM FROK- IlIae Dmwa LQU7.i_dt CWrWmDiLobbyla 1tE NE"FROM TM GAMOL L, COMIfg[IITT Z5 ARE ANNOUN(M) Republican CuEtt:Pringle and.Dsmomt Richard Lva ow on J,sxteaay 25 to eompk ft the first pate of the pawer*ha6*pias,.as they took tus:�aiesa�sMS Ycey commiumm for their respoctivc parties. The Rqmbimm were 4tn&to seieet their &xin�whin o*h9an the»Prino pra t w apPmn d by Asrsmbly finders rain Broke and Willie Brown. Couveraeiy,the�ocr-at+s w=�a t ee&adie s Masts for' am s rem]�t of�mA r the-Sp t+s humiqp and , same n=abs`sm ity p6ymg it mbsraaitial rok in dw dair choipm Onty hours ago the I enmrrada LmdmAip releamd its afoeiimm regwdis*tkoir 1 : 1114 for can At' m Ckilm They we sec Wf ow= T6 Duets wit Chair the foilawing covoniftm(Waite the Chair's name in pmenthcak� BuTgpt 0ohn Vaseoncellos� CQawmw P'roee6on, GovernmmW icia+ucy and Ecoaors c Dewdopmmt Godkit Speiwr Edwcattoss(DO&AIVCN, i-ovaimamrtd Ospni 2don(pad ffam wa H*ha w m " Hud ), He um nr,acid Coma»'7: ty Daydapomat(Days bmbmj�IaWr ma Fmploymemtt(VaEy&maa�N=nml Room=(Byron Shvf) iiceme and Tsxa dosn ((ua nita Mc)"ddb Mes Qa&a bumn fw BarQW4 Trsaiaporra rk (x a Xz4=J WaLm,R,6 sm4 W941&(Dong Co, � The Fqmbrwam wM Chawr thv fWtowiag►munittem(mete the C hoes num in parentl=): A Viculumv(Trine nrvcA.Approprtatua£torr ftipdc� Z=hlag mW Emu ce(Ted Wc=dam%FAccdons,Reasppa:xtiioamnassst and C.o ictu end Amend to (Bruce Kdlm a Bnvvm=td Safa y ad Tb=s(Ba me:Richter, fkWth (Doris Alkn),Human Servx=(MCM Graan unA Uwrm r+e( iavid Snaswkm), Local Govaw=t(Ric hard Rain ) Public Employees, Raetainw=4 and Social Secu*y(Howard Bsaoo&n),Public Sd ty(P=la RaImAIdmising the A,s My, (Tom'Waods},UUUties and Qommerax(Midwy CuIUW� CIA!mins rW ntic+e the abwm of the Ways o d Mmm C=uWu=and the creadon of two aew sommitxem the,Appr maUc=CmvmUm ami the Rudget Conrmii~ m `Uese Me new corranittaaes will rqA=W Ways said moms Mise JAN-331-1c-+35 17:13 FROM PEM I NSLLP L I BRgPY SYSTUE TO BPL P. 81ay% 101-11::89 --> 415 349 5884 Penimilla r44t WK! JAI!-31-85 TLE 17;09 1110A EL DILLON & A= FAX NO, 916�448-4NB P.02 which The�Axse rcomatittce handled yany re a m well as the(�ovances Be clomly pamUeNthat sof the mate. I.ast meet, Senator!barks'office phoned to inform us that the Mrwy bond tail!.for the 1935 anion hme GnAy been omkiwd an of dd hilt number. Senator Il*s will carry SB 154.,whi&he'll be ro.%uthomd by Se ator Kellcy-amd Am=blywoman 1 Alpert. The bill is sitar to the two library bond bfa authamd Iasi vadon by Senates Markt;snJ Avmnblywman Apert. 5pccificalty tht bill would cnact the ftWe Library Uniting,and icy EVxnnm Acct of 1"6 which would Wthorize the iswamc of$350 oOgon in staff Samral*bUgad=bmscls. The bill,if pried by the legialatu,rc,would be placed on the Nov=bcr 5, 1996 baflot TOTAL P.03 IF UBWURLINGA,'%,�E ' December 21 , 1994 TO: Dennis Argyres ity Manager FROM: Al Escoffie ity Librarian RE: 1995 New Year's Resolutions 1. Develop an appropriate budget to offer quality library services during the first year of operation in temporary quarters. 2. Complete temporary quarters planning including: facility and operational needs, space planning, service levels, study space, available collections. 3. Develop a plan for the move of books, as well as furniture and equipment, to temporary quarters and storage. 4. Complete implementation of Dynix integrated automated system, including installation and training for new public functions: "Kid's Catalog," Internet, touch-tone phone renewals, etc., and new staff functions including the installation of acquisitions and serials modules. 5. Revise the Branch plan of service for use of the branch during main library reconstruction. 6. Move toward more self service for library users, including a review of self-check- out and revision of the date due process to free up staff for more direct user assistance. 7. Complete review and weeding of all library collections in preparation for the move and potential storage of parts of the collection. 8. Implement temporary quarters public relations plan for staff and public. 9. Review staffing needs for temporary quarters operational phase, while planning for future staffing needs in the new building. 10. Continue to work with the newly formed Burlingame Library Foundation on enhanced fund development. Resolutions.1 995A 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 9 Fax (415) 342-1948 1994 New Year's Resolutions City Librarian's Office Year End Review 1. Coordinate planning of the main library renovation: complete schematic design (including design model) monitor architect selection process, begin design development phase, review funding options for project. Schematic Design complete, architect selected, Design Development and funding plans underway. 2. Develop Temporary Quarters Plan including: facility and operational needs during construction, temporary operations site, move plan. Modular structure alternative chosen, vendors interviewed, RFP issued, vendor selection pending. 3. Implement Dynix integrated automated system to upgrade present system: install system, train staff, develop public access materials. Training, implementation completed. 4. Review all collections in preparation for library move at main and branch library. Review and weeding of all collections nearly complete, to continue to move date. 5. Complete study of retention, format and document delivery of periodical information. Long term Periodical study complete; Document delivery under study. 6. Study community needs and develop guidelines for collection development resources to serve the changing demographics of the community. Postponed. 7. Implement appropriate CD Rom technology to provide up-to-date public information and reference services. 3 workstations with 7 new products installed. 8. Review and update Emergency and Disaster plans. Update completed. 9. Keep public informed of the progress of the library building renovation. Public relations master plan completed. 10. Consolidate computer materials, hardware and supplies for greater efficiency. Computer hardware, software inventoried, reviewed, replaced. 11. Work with the Library Board on enhanced fund dev lopment. Established the 12 member Burlingame Library Foundation. Alfr d H. EsIo Ze Resolutions.1995 City Librarian We Welcome Your Comments 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. 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 � — f L -A4 ``4' �� � Ifyou would like a response,please leave your name and address below: _ fly - :� City Librarian 5( BURLINGAME Burlingame Public Library p � ( r 1 480 Primrose Road Burlingame, CA 94010 415-342-1038e<1c L1eRP 7-0/ 17 We( '7elcome Your Comments ( A� � The Burlingame Public Library serves all members of the community by providing and promoting fire 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. /1 p ,, _ � �� /,/vG✓�dtlz�-rti Le /Q�CSC .�t/� If you would like a response,please leave your name and address below: City Librarian BURLINGAME le Burlingame Public LibriryV`/-� -e ( Y l 480 Primrose Road -Lz'P � Burlingame, CA 94010 415-342-1038 +�. ,�-•�f 0_.t1�:L(" `tom c ! ��!�'_ � '.._- G�-Ll.� �t✓ � "C��--2t��J• I � / /lit.-C _ r BURLINGAME 1 r Ge� C L��RP TO: Library Board of Trustees FROM: City Librarian RE: Staff and Volunteer Recognition Accounts Attached is a request to replenish the Staff and Volunteer Recognition accounts. These monies have been supplied by the Trustee's Special Fund for a number of years. Judy has offered some background these accounts on the attached page. The purpose of the funds and amounts requested follow: o Staff Recognition is used for staff meetings and other events which honor staff, including a remembrance for staff who are hospitalized or experience a death in the family. Amount Requested: $ 580.38 o Volunteer Recognition is used to honor our volunteers, sometimes at a special lunch event, sometimes individually. Amount Requested: $ 243.99 Total Requested: $ 824.37 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 • Fax (415) 342-1948 To: Library Board of Trustees From: Library Secretary Re: Staff & Volunteer Recognition Accounts Date: February 14th, 1995 This is a request to the Library Trustees to replenish the Staff Recognition and Volunteer Recognition accounts. The Staff Recognition account has a balance of $69.62 as of 2/14/95. The maximum amount that is usually replenished is $650.00, therefore, I am requesting $580.38 to bring the account back to $650.00. The last time this account was replenished was in October of 1992. The Volunteer Recognition account has a balance of $206.01 as of 2/14/95. The maximum amount that is usually replenished is $450.00, therefore, I am requesting $243.99 to bring the account back to $450.00. The last time this account was replenished was also in October of 1992. Thank you for your consideration. JG/ PUBLIC RELATIONS PLAN for NEW LIBRARY BUILDING Developed by Library Public Relations Committee December 1994 The goal of the plan is to promote positive community awareness during the new library building project. It is divided into two phases. Phase 1 focuses on the relocation to temporary quarters and the move to the new facility. Phase 2 outlines a broader PR campaign designed to keep the public informed of progress toward a new building. PHASE 1: TEMPORARY QUARTERS - Community Activity #1: Annual Report. Include temporary quarters information in 93- 94 annual report. Target Date: December 1994 Responsibility: Al Activity #2: Book Sales. Use book sales and silent auctions as promotional opportunities. Target Date: As scheduled by Friends Responsibility: Friends/PR Committee Activity#3: Schools. Notify local schools (teachers/administrators) of temporary quarters location, hours, and available services. Use reverse of June children's calendar for letter to parents. Target Date: May 95 (for June 95 Calendar) Responsibility: Al (letter to schools); Nancy (calendar) Activity #4: Press Releases. Write press releases to Boutique & Villager and San Mateo Times announcing temporary quarters location, hours, and services. Target Date: May/June 95 Responsibility: PR Committee -1- Activity #5: Post cards. Notify Burlingame residents of temporary quarters location and hours. Send out bulk rate postcards, using mailing labels from City Hall Water Department if possible. Postcards will contain slogan and graphic. Target Date: May/June 95 Responsibility: Postcard text and design: PR Committee; Bulk mailing rate (Friends): Judy; Water Dept. mailing labels: Judy/AI Activity #6: Paid Advertisement. Place paid advertisement in Boutique & Villager. Use text and design developed for postcard. Target Date: May/June 95 Responsibility: PR Committee Activity #7: Press Releases. Submit articles on a regular basis to Boutique & Villager for publication. Possible topics include: Easton Branch hours and services, contractor chosen for building project, and a human interest story (probably following move). Contractor Story: following selection; Easton Story highlighting service levels. Target Date: May/June 95 Other ideas? Responsibility: PR Committee Activity #8: Book Marks. Produce and distribute temporary quarter bookmarks. Use selected text and design. Distribute bookmarks at Branch and Main. Target Date: May/June 95 Responsibility: PR Committee Activity #9: Posters. Produce posters announcing temporary quarters location and hours (include map). Use selected text and design. Distribute to various locations within the community (City Hall, schools, Recreation Department, businesses). Target Date: May/June 95 Responsibility: PR Committee -2- Activity #10: Cable TV. Use selected text and design from printed materials - to alert Burlingame Cable users. Target Date: May/June 95 Responsibility: PR Committee Activity #11: Peninsula Library System. Notify other libraries of temporary quarters location & hours. Target Date: May/June 95 Responsibility: Al Activity #12: Banners and flags. Banners to be used at construction site, temporary quarters and branch. Develop signage for temporary quarters. Target Date: May/June 95 Responsibility: PR Committee Activity #13: Library Events. Publish temporary quarters information in Library Events. Target Date: May 95 (for June 95 issue) Responsibility: PR Committee Activity #14: Recorded Phone Message. Update recorded telephone message with temporary quarters information. Target Date: June 95 Responsibility: PR Committee (Judy) Activity #15: Map to Library. Develop directions to temporary quarters: map and written directions; "footprints"or trail markers. Target Date: July 95 Activity #16: Project Timeline. Develop a project Timeline, along with drawings for public display at temporary quarters site. Target Dater July 95 Responsibility: PR Committee -3- PHASE 2- NEW LIBRARY BUILDING CAMPAIGN Activity # 1 Milestones. Recognize%elebrate major project milestones, including ground breaking, topping out, and dedication. Activity # 2 Fundraising. Plan and implement fund raising activities in conjunction with Library Foundation. Activity # 3 Donor Recognition. Plan and implement donor recognition program(s) (for example personalized tiles, glass etchings). Activity # 4 Tours. Conduct tours of new building. Activity # 5 Mystery Party Fund raiser. Assist trustees in planning and implementing "Library Mystery Party". Activity # 6 Press Releases. Submit publicity to local newspapers. Activity #7 Video Tape. Videotape construction project. Activity # 8 Norberg Gallery. Consider placing a "Norberg Gallery" in the new library to highlight Norberg's works. Activity # 9 Photographic Documentation. Arrange to have the library building professionally photographed before and after reconstruction. Activity #10 Dedication. Design "Opening Day" banner. -4- PHASE 1: TEMPORARY QUARTERS - Staff Activity #1: Slogan. Develop slogan and accompanying graphic to be used for public relations materials (flyers, announcements, banners, T-shirts, caps, etc.) Target Date: October 94 Responsibility: PR Committee Activity#2: Newsletter. Create new column in staff newsletter, "On the Move'; to highlight all temporary quarters information. Target Date: October 94 Responsibility: Tracy Activity #3: Raffles. Hold raffles at staff meetings to boost staff morale. Tie in to building project ("attic sale'). Target Date: October 94 Responsibility: PR Committee Activity #4: Project Milestones. Recognize project milestones, including: - temporary quarters site announcement (October 94) - temporary quarters walk-thru (April 95) - phased move to temporary quarters (July 95) - closing of library building - topping -out ceremony Target Date: Dependent on milestone Responsibility: PR Committee Activity #5: Staff Meetings. Hold frequent staff meetings (monthly oras needed) to provide information and maintain morale.Schedule days & times for alternate meetings to reach the maximum number of staff. Invite on-call staff to attend. Target date: January 95 (ongoing) Responsibility: Al Activity #6: Bulletin Board. Set up and maintain bulletin board in central location for posting temporary quarters and new library building information & announcements. Target Date: January 95 Responsibility: Set up - PR Committee Maintenance - Administration/PR Committee Activity #7: Staff Briefing. Brief staff members on an individual basis on how the relocation to temporary quarters will affect them (time permitting) Target Date: January/February/March 95 Responsibility: AI/Division Supervisors Activity #8: T-Shirts. Design and order T-shirts and/or caps for staff using slogan and graphic. Target Date: May 95 Responsibility: PR Committee Activity #9: Move. Provide refreshments to staff during phases of actual move to temporary quarters. Target Date: July 95 Responsibility: PR Committee, Division Supervisors -6-