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HomeMy WebLinkAboutAgenda Packet - LB - 2007.10.16 :'►URLINGAME PUBLIC LIBRARY 1 BURLINGAME Board of Trustees Agenda _ October 16, 2007—5.30pm (Revised October 16, 2007) Gey �P 480 Primrose Road—Library Conference Room c SUGGESTED ACTION J. CALL TO ORDER III. ROLL CALL YI. WARRANTS & SPECIAL FUND Approval IV. MINUTES Approval Library Board of Trustees' Minutes September 11, 2007 V. CORRESPONDENCE AND INFORMATION Information �;A. Press Release: One Book, One Community r,B..Employee Achievement Award Memo sample p t1CORO Logic Study Presentation dD. Letter from Tara Pratt re: Stump of"Tom the Tree" E. Council Policy on Commission Attendance VI. FROM THE FLOOR (Public Comments) �r VII. REPORTS VA. City Librarian's Report—Escoffier Information VIII. UNFINISHED BUSINESS A. �,Bronze Lions Public Art Report B. Employee Achievement Awards Task Force (Binders) Report I'll yJ. Memo on Event /2. Hotel Confirmation of Event Reminder of November Meeting Date Change: November 13 Information IX. NEW BUSINESS V A. Hillsborough Contract Task Force (Attachment) Discussion VB. Ideas for Honoring Ralph Lane,Jr. Discussion/Recommend C. Public Art: Burlingame Mural (Attachment) Discussion/Advise M ANNOUNCEMENTS XI. ADJOURNMENT Adjourn BURL NO-AM[ : Board of Trustees Minutes September 11, 2007 I. Call to Order President Griffith called the meeting to order at 5:30-pm. II. Roll Call Trustees Present: Nancy Brock, Bruce Carlton, Deborah Griffith, Katie McCormack, Pat Toft Staff Present: Al Escoffier, City Librarian Sidney Poland, Recorder III. Warrants and Special Funds The Trustees unanimously approved the Warrants. M/S/C (Toft/Griffith) IV. Minutes The Trustees unanimously approved the minutes for the August 21, 2007 meeting. M/S/C (Carlton/McCormack) V. Correspondence and Attachments Correspondence was reviewed. VI. From the Floor - No one from the public attended. VII. Reports The City Librarian reviewed his report emphasizing the success of the Harry Potter event and making note of the fact Isabel Allende will be featured at the One Book/One Community event to be held October 11th at the San Mate Performing Arts Center. Ms. Allende will be interviewed by Michael Krasny of KQED, (PM) radio. VIII. Unfinished Business A. Employee Awards Dinner The nomination letter and form for the Employee Achievement Awards will be prepared and placed in the staff mail boxes the first week of October. Staff will be requested to return their nominations to Trustee Toft and/or Carlton by November 2nd. Invitations will be given to staff on November 1st. Manuel Caneri and Vicki Machado will be asked to peform at the event. 48o Primrose Road Burlingame•California 94010-4.083 Phone(650)558-7474-Fax(650)342-6295•www.burlingame.org/library - B. Library Reorganization Status The reorganization of the collection has been completed. All Fiction and Mysteries now reside on the Upper Level and Biography can be found on the Lower Level. New directories depicting the location of the library's collection are being prepared by Fast Signs. C. Agenda for Council The Trustees requested that the following items be placed on the agenda for the joint City Council and Trustee meeting October 1st: 1) Hillsborough Contract; 2) Increase in Hours; 3) Additional Budget Funding for The Library's Collection. IX. New Business The Trustees approved the Library Holiday Schedule for 2008 and January 1, 2009 as drafted. M/S/C (McCormack/Carlton) X. Announcements Trustee Toft noted that she would not be present at the October 16th meeting. XI. Adjournment The meeting was adjourned at 6:40pm. M/S/C (McCormack/Carlton) The next meeting of the Library Trustees will be held October 16th, 2007at 5:30pm in the Library Conference Room. Respectfully Submitted, Alfred H. Esco fi r City Librarian Library Board of Trustee Minutes 2 September 11 2007 BUK13 ref October 4, 2007 To; BPL Staff From: , Burlingame Library. Board of Trustees _ Subject:. _ Annual Library Employee-Achievement Awards - 2007 In 1989 the Library Board of Trustees-established the "Employee Achievement Award." Up to three staff members are honored each year from nominations received from staff. Employees at all levels are eligible to receive an award which includes a personal plaque, a monetary gift, and your name on the perpetual award plaque hanging in.the main library lobby. Awards are given at the annual - Staff Recognition Dinner co-sponsored by the Library Trustees and the Burlingame Library Foundation. Why an Award? Each staff member helps make the-.Burlingame Public Library the excellent public library it continues to be. The Board-of Trustees appreciates the importance of individual efforts to the success of the Library. We know that you all do.your jobs well, and many of you give "over and above" in your time, talent, and energy to make the library the heart of the community. Our patrons appreciate these efforts as evidenced by their many,comments about the library's knowledgeable, caring, and efficient staff, and their support of the library in the community. How to Submit a Nomination . Nominations for co-workers are confidential and should be sent to our Trustee Award Committee. Please provide all of the information requested and return it to the mailboxes of Bruce Carlton or Pat Toft by November 2nd. You may also send your nominees by e-mail to Bruce Carlton at bcarltonna claremontresortcom or Pat Toft at (pattgolf( aol.com.) An employee does not have to meet all of the criteria to win an award, but select those that best apply and provide specific examples of your nominee's actions so that informed.selections can be made. The Trustees Award Committee will select the winners. The annual Employee Dinner, honoring all Library employees, will be held December 4, 2007 at the Doubletree-Hotel Invitations will be placed in your mailboxes at a later date. Sincerely, ^ Deborah Griffith -President, Library Board of Trustees 480 Primrose Road•.Burlingame•California 94010-4083 Phone(650)558-7474Fax(65o)342-6295•www.burlingame.org/>,library Library Board of Trustees Employee Achievement Award Nomination Form Name of Nominee: Job Title: Job Description: (Please provide sufficient detail for Board Information): Describe why this nominee should be considered for the "Library Board of Trustees Employee Achievement Award" with respect to the criteria listed below: (attach additional sheets if necessary) Criteria for selection: (Nominee need not meet all criteria) 1. Displays a commitment to library service (above and beyond) 2. Expresses creativity and ingenuity on the job 3. Demonstrates leadership qualities 4. Maintains positive working relationships staff and public 5. Acts as a role model for other staff 6. Possesses special qualities Submitted by: C CORO Coro Logic Study Presentation Coro Center for Civic Leadership and the City of Burlingame cordially invite you to attend a public report on: "The Logic of Burlingame" Presented by the 2007-2008 Coro Fellows in Public Affairs Date:Friday,September 7,2007 Location:Burlingame City Hall 6:00 pm-7:00 pm Presentation Council Chambers 7:00 pm-7:30 pm Reception 501 Primrose Road Burlingame,CA 94010 WHAT IS A LOGIC STUDY? For four days,the Coro Fellows examine the economic,political and social conditions of Burlingame.They will be talking with a variety of individuals and groups to discover the special configuration and character which distinguish the community and make it unique.At the end of their study,they will create a public presentation reflecting their insights into the city's present condition as well as possibilities for the future. ABOUT CORO Coro,founded in 1942,is a private,non-partisan organization that conducts leadership development programs in public affairs.Coro offers a variety of programs to train leaders to effect community change and to strengthen democratic self-governance.Coro centers are located in San Francisco,Los Angeles, New York,St.Louis,Pittsburgh,and Kansas City. FELLOWS PROGRAM IN PUBLIC AFFAIRS The Coro Fellows Program in Public Affairs is a full-time,nine-month,graduate-level program Every year,individuals are selected from a competitive national pool of applicants.Fellows complete field assignments in business,political,government,labor,and community organizations.In addition,special weeks focus on communication,state government,agriculture,and the media. Fellows complete group and individual projects,and attend weekly seminars where they participate in policy and organizational analysis,interviews,governance exercises and effective communication training. Questions?Contact:Minden Bennion at(415)986-0521,ext 104 or email mbennioa( coro.org. 6 October 2007 Burlingame Library Commission 480 Primrose Rd. Burlingame,CA 94010 Dear Library Commissioners, I recently learned about a proposal to use the stump of Tom the Tree to commemorate Burlingame's history. The idea of using the age rings of the stump to highlight key dates in Burlingame history seems a fitting end to one of Easton's magnificent trees, and I want to offer my enthusiastic endorsement. Furthermore, this project seems perfectly timed to add interest to the upcoming Centennial Celebration. I am one of the many citizens saddened to see such a key part of Burlingame's identity destroyed. No replacement tree can possibly replicate its grandeur. Realizing that the fate of the other trees may be in jeopardy, I'd like to see that the city is doing something to preserve the legacy of these Easton Dr. beauties. It's easy to forget how magnificent they are, but I am reminded every time an out-of-towner drives up Easton to reach my house. Their remarks are similar to my thoughts the first time I viewed them. —WOW! I'd be happy to help this idea along. Sincerely, Tara Pratt 2116 Easton Dr. Burlingame, CA 94010 Tara01 C pacbell.net T4 C4.9p 14 3"qt� o - OFFICE OF THE CITY MANAGER BURU ... . IE 501 primrose Road,Burlingame,CA 94010-3997 1908-7008 telephone: (650) 558-7204 • fax: (650) 556-9281 www.burlinsame.ora September 19,2007 RE: Council Policy on Commission Attendance Dear Commissioners, As you are probably well aware the City Council and staff place a lot of confidence in the important contributions you make for the community in your role as commissioners. The work that you do in the development of policies to direct the City services we provide and to conduct hearings and make determinations is essential to an effective local government. The varied perspectives that you bring to the process and discussion is invaluable to the City Council and results in a high level of confidence from the City Council in both the decisions and recommendations that you make. In order for that work to move forward in a timely fashion and without lengthy delays, it is important that the commissions hold their regularly scheduled meetings and are able to achieve a quorum by having a majority of commission members in attendance throughout the meeting. For this reason, in 1984 the City Council adopted a resolution establishing a policy dative to commissioner attendance. It has recently come to my attention that we have failed to keep commissioners informed of the Council policy on attendance. Per the attached Council Resolution No. 16-84 on Commission attendance, absences of more than 33% in a calendar year, and/or four consecutive meetings, results in removal from the Commission to allow for appointment of a Commissioner whose time will allow more regular attendance. Although ideally it is hoped that commissioners can attend 100% of the meetings, obviously situations arise that lead to absences. As a guide to help Commissioners determine when their attendance may be adversely affecting their ability to serve effectively, we would suggest that missing 25% or more of the meetings over a calendar year should be viewed as cause for concern. Should you find yourself in that position and have reason to believe that your level of absences may continue for a second year or more, we would ask that you reconsider your ability to serve on the commission. We would also ask that as soon as you know you will not be able to make a scheduled meeting that you contact the Commission Chair and staff liaison to allow them to monitor whether the availability of a commission quorum may be at risk. I appreciate this opportunity to clarify the importance of the work our commissions do for the community and organization as well as the importance of attendance at commission meetings to undertake the work. I assure you that both the staff and City Council know and appreciate the sacrifices that you make to serve the City of Burlingame. I hope that this information will help guide you relative to the attendance expectations of City Commissioners, and invite you to contact me or your Commission staff liaison should you have any questions. Thank you again for your dedicated service to the City of Burlingame. ncerely, James Nantell City Manager ❖Register online with the City of Burlingame to receive regular City updates at www.Burlin2ame.orQ❖ RESOLUTION 16-84 PROVIDING FOR THE REMOVAL OF COMMISSIONERS FOR NON-ATTENDANCE RESOLVED, by the City Council of the City of Burlingame, that: 1. If a member of any board or commission absents himself for more than one-third (1/3) of the regular meetings held by such board or commission during any calendar year, or four consecutive meetings, his office becomes vacant from the last regular meeting he attended and shall be filled as any other vacancy. 2 . In the event of any such vacancy, the board or commission may recommend the reappointment of any such member to fill such vacancy. The City Council shall consider any such recommendation in filling such vacancy. 3. This resolution supercedes all prior resolutions concerning Commissioner non-attendance. ayor I , JUDITH A. MALFATTI , City Clerk of the City of Burlingame, do hereby certify that the foregoing resolution was introduced at a regular meeting of the City Council held on the 19th day of March 1984, and adopted thereafter by the following vote: AYES: COUNCILMEN: Amstrup, 8ar:tbn:,. Martin:, Paga Aro NOES: COUNCILMEN: None ABSENT: COUNCILMEN: Mangini City Clerk BURL NOAME 14114IM111 Alm i p Librarian 7 s Report October 15, 2007 "One Book, One Community" The-75 programs for the OBOC are underway and the Keynote Event featuring Isabel Allende in conversation with Michael Krasny was a great success with 1,275 in attendance. The event was beautifully organized by the committee and Burlingame staff played a large role in that success. Seven programs in the "One Book" project have been or will be held at Burlingame Library: • "Death on a Friendly Border" a film about immigration on the southern border, October 9, with filmmaker Rachel Antell answering questions about her work; • Rose Castillo Guilbault, Burlingame author, discussing her book "Farmworker's Daughter" on October 15; • Wayne Bernhardson, author of "Moon Handbooks, Chile"will give a slide show and talk about Chile on October 18; • Stanford professor John Felstiner will discuss "The Life and times of Pablo Neruda" on October 23rd; • "Music of the 49'ers" on October 26 will feature "The Gold Rush Sisters" playing banjo and fiddle and telling stories; • "Chilean music and Dance"will feature Chilean history and culture on October 29th; Successful Corporate Grant Linda Santo of the Burlingame staff wrote a successful grant to the Target Corporation for $ 1,000.00 in support of the One Book programs. Congratulations Linda! Library Benefactor Passes Away Benefactor and friend, Ralph Lane, Jr. passed away October 9th after a brief illness. Ralph and his wife Joan donated $ 100,000 as the first major donation to the Library Foundation in 1994. Since that time they have given the library annual gifts to support hours, services, collections, and programs. Lane, a former UCSF history professor had wide ranging interests which included literature, writing and travel. The Lane Room is named for his underwriting of the furnishing of that room. The Foundation and Trustees will be considering an appropriate remembrance for him. 48o Primrose Road-Burlingame•California 94010-4o83 1 Phone(650)558-7474"Fax(650)342-6295-www.burlingame.org1library Library Re-organization _ The Duncan Trust underwrote a re-organization of the library collections in August. The Biographies were moved to the Lower Level with the rest of the Non-fiction print materials. Now_the upper level includes Fiction on the south side stacks and Mysteries in the north side stacks. In addition, some shelving was removed to open up the space for additional marketing of materials. Ten moveable "gondola" type shelves were installed as a gift from the Foundation. New Signage To accommodate the many changes of the re-organization, some new and rearranged signage has been necessary. On the Upper Level, we reused and reinstalled the signage for the fiction collections. On the Lower Level we will be installing new signage in a couple of areas. New Building Directories After 11 years in our building, it is time to upgrade our building directories. They have been getting more and more out of date as the years have gone by and as we have moved collections. The 7 directories will be redesigned to fit in the existing holders. Our graphic artist will be doing the graphic work and we will have a local signage company do the work. Library Centennial Programs Councilman Russ Cohen, who is also the President of the Burlingame Historical Society, will be giving 5 historical lectures on Burlingame .during the next 7 months. His first lecture was "Lights, Camera, Action: the history of movie houses, the movie industry and movies made in the area." Foundation Newsletter The Library Foundation Newsletter will be published in November, outlining the projects and fundraising of the Foundation during the past year. The layout will be slightly different to include more photos of events and activities. Hillsborough Contract. I updated the figures for the Hillsborough contract and sent them to _ the City Managers of Burlingame, Hillsborough and San Mateo. After review, Hillsborough had a number of questions which we answered 2 for them. We now have a firm figure and invoicing will begin , immediately. In the meantime, the City Council and the Library Board would like Burlingame to reopen negotiations between the 3 cities to raise the fees for library service. The current fees are based on the average per capita cost of all PLS libraries. Since San Mateo's per capita cost is lower, and Burlingame's is higher, and since both cities have had major capital projects on their main libraries and branches, both Council and Board would like to see fees raised to better reflect the costs to serve Hillsborough. The City Manager will ask Hillsborough to reopen the contract effective December 31, 2007, for the July 2008 contract. Deborah Griffith and Bruce Carlton agreed to be the Trustee sub- committee to discussion options concerning Hillsborough and report back to the City Council in January 2008. Easton Tree The Easton Tree, nicknamed "Tom the Tree" was removed on September 4 and 5th. The contractors did an excellent job of clean up. The new tree planting and ceremony was Saturday, October 13, 2007, 9: 30 AM. State Library Conference Pat Harding attended a State Library sponsored conference in Sacramento on September 20 and 21St. The conference was an overview of the services of the state library, pending legislation and the various programs open to public libraries in the state. All costs were underwritten by the state. Joint Meetingof f City Council 8v Library Trustees A joint meeting of the Council and Board was held on Monday, October 1. Agenda items included: upgrading the Hillsborough contract; the need for additional hours for the library; and need for more funding for collections. Jim outlined the city's limited finances. The Council asked questions about current hours, use and services. Foundation Book Sale The Foundation Book Sale was a great success this year. Chair Jim Cannon opened the sale one day earlier on a Thursday, which resulted in the highest book sale numbers to date: over $ 5.000.00. Revenues for the on-going sales and twice annual sales are used to fund library programs. 3 PLS Administrative Council -� The PLS Administrative Council met and discussed the feasibility of reducing or eliminating the hold fee to place items on hold. It was agreed the fee would remain in place. The beta test of WorldCat received mixed reviews from staff and public. The test will be completed by October 19th. Plans are in the works to review other similar products to improve the friendliness of the catalog. Personnel Issues We have had one full time Library Assistant from Circulation out on medical leave since May 2007. It is unlikely she will return before January 2008. Alfred H. Escoffier City Librarian October 12, 2007 4 Board of Trustees Meeting October 15, 2007 Agenda Item: IX. Hillsborough Contract Task Force Recommendation: Confirm Hillsborough Task Force and set up some timelines for accomplishments. Background: At the Joint meeting of the City Council and the Library Board on October 1, 2007, it was agreed that a task force of the Library Board meet, discuss and come up with recommendations regarding an increase in the contract to serve Hillsborough residents. One approach to this might be for me to propose, with assistance from the City Manager and the Finance Director, a couple of scenarios. One might be based on debt-service for the main libraries of San Mateo and Burlingame (this is the San Mateo City Manager's first choice); another might be the average per capita of just the two cities: San Mateo and Burlingame. I can also supply you with figures on registered Hillsborough users and Hillsborough circulation. Escoffier, Al �rom: Escoffier, Al nt: Thursday, October 04, 2007 10:38 AM Yo: Susan May; Deborah Griffith; Poland, Sidney; Bruce Carlton; Deborah Griffith; Deborah Griffith; Escoffier, Al; Katie McCormack; Nancy Brock; Pat Toft Subject: Employee Achievement Awards and Dinner Event Dear Board and Sub-Committee for the Events: Just to bring you up to date on a couple of things: 1) Employee Achievement Award Letter/Form. I revised the form slightly and it will go out to staff today with a due date of November 2nd. Pat Toft and Bruce Carlton are the sub-committee for the Employee Achievement Awards selection. 2) Plaques. I have ordered 10 new plaques in a different design that does not require nails or screws, but allows the certificate to slip into the wood frame. This should make life easier for the committee and the plaques will look equally nice. These should arrive next week. 3) Monetary award. We have given a monetary award to the winners in the same amount ($100.00) since 1989. I'm wondering if the Board would like to consider an increase in this amount. This could be voted on at your October meeting. 4) Wine for the Dinner. I have a lead on wines for the dinner. I have a call into a friend who manages the K 8s L Liquors in Menlo Park. I'm asking him for support for a One Book, One Community program, but he might be willing to assist with the dinner wine as well. I'm not sure if we typically get a full donation or just a discount on wine. Mark Lucchesi might be another contact, though he is so consistently generous to us, I sometimes hate to ask him one more time! 5) Raffle Baskets. I think Deborah agreed to do raffle baskets for the event. We might want to be thinking of things we can get donated for the baskets. I'm willing to make a couple of inquires. is it for now. Has anyone contacted Jim Ensign to confirm space and price, etc.? Thanks, Al aqAed3t.Ea City Librarian Burlingame Public Library 480 Primrose Road Burlingame,CA 94010 650-558-7401 'The fh t ofAfe is love,joy,peace,patience,gentleness,goodness and hope." 1 UU. 6. ZUV a:24AM fru. UuU r. 1 835 Airport Boulevard Burlingame, CA 94010 Doubletree • i Direct line: (650)373-2204 Son Francisco Airport Fag: (650)347-9887 Entail address: liza_normandy@hilton.com FaX To: Ms. Sidney Poland From: Liza NormandYp Director of Catering Fax: 342-6295 Pages: CO: BURLINCOX UBWY Date: 10/06/07 CC: D Urgent r7k Review ❑Please Comment ❑Please Reply ❑Please Recycle 0 Comments: Dear Sidney, Please acc t this fax as confirmation on the following for the BPL Employee Appreciation to be held at our hotel on Sunday December 2nd Special menu price of$30.00 per person inclusive for Chicken or Fish Complimentary Large Cheese& Cracker Tray (reception) • Up to five-gallons of fruit punch (reception) Thank you once again and WELCOME BACK1! Board of Trustees Meeting October 15, 2007 Agenda Item: IX. Public Art in the Library Recommendation: Discuss and give direction to the City Librarian on the offer from the Burlingame Historical Society to hang their 7 x 12 foot framed mural in the Library, possibly in the Children's Room (their first choice). Background: The Burlingame Historical Society, via President Russ Cohen has offered that the library hang the restored "Burlingame Mural" in the main library Children's Room. The piece was done in the 1950's and depicts various buildings and sites in Burlingame on a grand scale. An image of the artwork is on the cover of the new Burlingame History book, being published by the Society this winter. The Society is proposing to hang the large mural in the library until it can be placed in the Burlingame Historical Museum in the Burlingame Train Depot. It is unclear when the Museum will be ready to open to the public. In considering this decision, there are several areas to consider: 1) Public Art Policy. The hanging of the art must follow the Public Art Policy for the City passed by Council and crafted by members of the Library Board and the Beautification Commission. This would require approval by the Library Board and the City Council. 2) Plans for Children's Mural in the Children's Room. As the Board is aware, the Foundation is still interested in the design and installation of a children's mural depicting characters from children's books, fables and myths on the north wall of the Children's Room. We already have two potential designs from the San Francisco firm of Evans & Brown, the creators of our Easton Book Spines, and we have a meeting planned this month with Michelle Nelson, of Craftsman Homes, who was the lead interior designer on the Easton project to discuss a potential mural. There is renewed interest on the part of Foundation Board members to pursue this project. '" 1 I have mentioned these concerns to Councilman Cohen, but I wanted to get your thoughts on this recommendation since the Board, as part of the Public Art Policy, would need to officially act on this proposal at a later date. Budget Impacts: Councilman Cohen is suggesting that the mural be professionally hung due to its weight. I agree this would be the best alternative for safety. It is not clear who would pay for the hanging or . what the cost would be. 2 ADMINISTRATIVE PROCEDURES CITY OF BURLINGAME CATEGORY: Administration July 23, 2007 PAGE: 2.18 SUBJECT: Art in Public Places I PURPOSE Since public art is a cultural reflection of a community and its people,it is important that procedures be in place for the acquisition and acceptance of art in the city of Burlingame. The purpose of this policy is to serve as a guide when considering aspects of public art, such as: A Selection and acceptance of donated or loaned artwork, B Placement or site selection, C Funding projected maintenance, and D De-accessioning or removal of artwork Changes to this Public Art Policy shall be directed,by Council, for review to a task force comprised of two (2)Beautification Commissioners, two (2) Library Board members and two (2) Parks &Recreation Commissioners. 1 II DEFINITIONS Art as described in this policy is art intended to enrich the public environment for both residents and �-- visitors. Art shall include,but not be limited to,sculptures,murals,paintings,graphic arts,mosaics, photography,crafts,mixed media,and environmental works. It shall include all artwork that is to be displayed for an extended period of time in a City-owned or leased facility or park,or a City-owned or leased open space. In this policy,Appropriate Commission refers to the City Commission whose sphere of influence is most closely associated with the facility or site in question. For example, the Parks &Recreation Commission will review applications for placement at park facilities or recreational buildings; the Library Board will review applications for placement at Library property; and the Beautification Commission will review applications for other City property. III SELECTION /ACCEPTANCE PROCESS When reviewing works of art for loan or gift to the collection,the Council,appropriate commission, and responsible department(s) shall consider whether: A The artwork 1. is thought-provoking,memorable or enduring and shall reflect the diverse social, cultural, or historic values of the City 2. is appropriate in terms of scale, form, content, and the environment 3. is durable relative to theft, vandalism and the environment Administrative Procedures 2.18 1 July 23, 2007 4. acknowledges and is sensitive to the importance of the contributions by local and regional artists to the City of Burlingame's art program 5. can be displayed on City property under the Federal and State Constitutions 6. meets the City of Burlingame's general library collection standards for appropriateness, and no depiction of specified sexual activities as defined in Chapter 10.58 of the Burlingame Municipal Code nor any advocacy of racism nor depiction of graphic violence shall be allowed. B The City already owns sufficient examples or better examples of this type of obj ect or the objects by a particular artist in a particular style C The City has the facilities and resources necessary to properly care for and safe keep the object. The City has limited facilities and must consider the cost of processing, insuring, and maintaining the new artwork. D Whether the artist or donor is prepared to execute a contract or other document which,in the estimation of the City Attorney and City Manager,protects and serves the fiscal and other interests of the City in connection with the acquisition or donation of the artwork proposed for display in a public area. IV SITE SELECTION When selecting sites for works of art for loan or gift to the collection, the Council,the appropriate commission, and responsible department(s) shall consider: A Whether the artwork can be properly installed,placed to be seen,and displayed with patron safety in mind B Compatibility of design and location within unified design character or historical character of site, preservation and integration of natural features of the project `-- C Site design including landscaping, drainage, grading, lighting and seating considerations D Environmental impacts such as noise, sound and light E Public accessibility to the artwork, particularly handicapped areas F Impact on adjacent property owner's views G Impact on operational functions of the City After consideration of the above, final selection of site location is the decision of the City Council. V FORM OF RECOMMENDATION TO COUNCIL Applications to donate artwork to the City will be made to the City Manager's office and will be routed to the Appropriate Commission. The Appropriate Commission will consider the staff's recommendation or comments,the criteria above,including written documentation, and,after a 30- day review period, will conduct a public hearing before making a recommendation to the City Council. The notice of the proposed public art will be published in the local newspaper at least fifteen(15) days before the end of the review period and will be delivered to property owners who live within 300' and are in view of the artwork. The documentation of the proposed public art will J be available for review at the City Clerk's office during this period. Administrative Procedures 2.18 2 July 23, 2007 Three members of the City Council must vote affirmatively in order to approve the decision. The City Manager will notify donors of the City Council's decision. The notification,if the donation is approved, will include a description of the location where the art will be placed. The donation offer may be withdrawn at any time up until execution of an agreement between the City and the donor(s). VI MAINTENANCE OF ART IN PUBLIC PLACES: The City Clerk shall maintain detailed records of all artworks acquired. The records shall include all items outlined in the application attached to this policy. The work of art will be maintained with the same care as the City does in keeping and maintaining other similar City property. Upon receipt of the work of art pursuant to this policy,the City will be responsible for insuring the work of art as it determines appropriate in its sole discretion;however, nothing in this policy shall imply that the City has any obligation to purchase or obtain any insurance regarding the work of art of any kind. Staff will take into account the donor's or artist's recommendations for the appropriate method and frequency of maintenance for each work of art. It shall be the responsibility of the City to: A Provide for the regular inspection of public artworks B Ensure that all maintenance of public artworks is completed with the highest standards of professional conservation C Report on the location and condition of each artwork to the City Council each year in time for budget preparation,including recommendations for the restoration,repair,or maintenance of artworks, and estimated costs In the event repair, alteration, or refinishing of the artwork is required, the City shall first give the artist the opportunity to do the work for a reasonable fee if possible. However,it is recognized that the insurer of the artwork may require the repair,alteration,or refinishing to be done by the insurer's contractors. In the event the artist is unable or refuses to do the work for such a fee, the City may proceed to contract for the work with another qualified artist. VII REMOVING (DEACCESSIONING) ARTWORK Artwork may be removed from the City of Burlingame's art collection following review by the Appropriate Commission if A The artwork's physical or structural condition poses a threat to public safety. B The artwork requires excessive maintenance,has faulty design or workmanship,and repair or remedy is impractical or unfeasible. C The artwork has been damaged and repair or remedy is impractical or unfeasible. D The condition or security of the artwork cannot be reasonably guaranteed. E Significant changes in the use, character or design of the site have occurred which affects the integrity of the artwork. Administrative Procedures 2.18 3 July 23, 2007 F Significant,adverse public reaction has continued unabated over an extended period of time G Removal is requested by the artist or donor. Removal should be a seldom-employed action that operates with a strong presumption against removing works from the collection. Removal will be undertaken only in extreme circumstances, and primarily when the condition of the artwork makes conservation impossible for technical or financial reason. Removal Procedures Prior to removing artwork,the Appropriate Commission shall prepare a written report for each object it recommends to be removed. The report shall include: A Title, artist medium, dimensions, and present location of the artwork B The origin/source of the artwork C Slide(s) and/or photograph(s) of the artwork D Report on the condition of the artwork E Estimated value of the artwork F Justification for disposal of the artwork G Recommendation for method of disposal of the artwork A copy of this report shall be distributed to each member of the Appropriate Commission for review } at least one month prior to the meeting at which the removal of the work will be considered. Each member of the Appropriate Commission shall physically inspect the work and the Commission shall conduct a public hearing before voting on whether or not to remove the artwork. Prior to the Commission meeting, staff shall make a reasonable effort to locate the donor or his/her heirs to advise them of the City's consideration to remove the artwork and reasons for the decision. A report of the decision to remove the artwork will be given to the City Council. The decision of the Appropriate Commission will be deemed final,unless called up by a member of the City Council for Council approval. Disposition of artwork shall be handled in accordance with the requirements of Civil Code sections 987 and following and City procedures for disposition of surplus property. VIII ON-LOAN POLICIES The City Council may wish to accept donated artwork to the City for display on a temporary basis. Policies in addition to those listed in this document should be developed prior to the acceptance of artwork on a temporary basis. IX FUNDING FOR ART IN PUBLIC PLACES The City of Burlingame shall establish a special reserve account designated as the Art in Public Places Fund. This reserve account shall be credited annually, with funds allocated by the City through the budgetary process and monies received through donations or grants or otherwise obtained. The fund is to be maintained and administered by the City's Finance Director. Administrative Procedures 2.18 4 July 23, 2007 This account shall be used for the maintenance of public art. Expenditures of funds may include,but are not limited to,the following uses:costs associated with the transportation,installation,insurance, maintenance, repair, or restoration of artwork, and any costs to administer the art in Public Places program or purchase objects necessary for the proper presentation of the artwork. If individuals,entities,or groups donate undesignated funds to the Art in Public Places Program,the funds shall be deposited into the Art in Public Places Fund. The City Manager shall direct an Appropriate Commission to designate the funds for either the maintenance or purchase of artwork. X PUBLIC ART PROPOSAL Any person wishing to donate artwork to the City of Burlingame must complete a Donation of Public Art Application, available in the City Manager's office. The application and accompanying materials shall include the following: A Photo,plans, model or other representation of proposed artwork B Proposed location of the artwork C Statement of reason for donation D Description of the artwork, including dimensions, weight, finish, and color, and system for mounting or displaying the artwork E Any special maintenance, mounting or display requirements F Artist biography ' G Statement of the approximate value of the proposed donation H Signage proposed for the artwork, including size, lettering and material (Note: signage shall be limited to the artist's name,title,and date of work,and where appropriate, a dedication. The name of the donor or lender may be part of the installation) t - /fames Nantell City Manager Administrative Procedures 2.18 5 July 23, 2007 City of Burlingame's BURUNGAME Donation of Public Art Application (Please complete this application as fully as possible) Date: Project Name Proposed Location/Address Proposed by Phone Email Address City Zip Reason for donation Artist Name Phone Email Address City Zip Description of Artwork(Include finish and color) Approximate Weight Approximate Dimensions System for Mounting of Displaying Artwork Maintenance, Mounting or Display Requirements Approximate Value: $ Approximate Annual Maintenance Costs: $ Please attach • Photo,plans,model or other representation of proposed artwork • Artist biography • Signage proposed for the artwork,including size,lettering and material Administrative Procedures 2.18 6 July 23, 2007