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HomeMy WebLinkAboutAgenda Packet - LB - 2008.07.15 URLINGAME PUBLIC LIBRARY UOURLINGAMEBoard of Trustees Agenda -July 15, 2008—5.30pm480 Primrose Road—Library Conference Room SUGGESTED ACTION CALL TO ORDER ROLL CALL Vul. ELECTION OF OFFICERS FOR 2008-2009 Action VI,V- WARRANTS Approval LV. Library Board of Trustee Minutes for June 24,2008 Approval J►�. CORRESPONDENCE AND INFORMATION Information a/ A. June Statistics 2008 VV1. FROM THE FLOOR (Public Comments) VII. REPORTS ✓A. City Librarian's Report-Escoffier Information XFoundation Update-Foundation Board Member VIII. UNFINISHED BUSINESS l! " ./A. Lion Naming Contest Rules & Procedures Toft/Brock Discussion/Action V)I. Hillsborough Update/Trustees Comments to Jim Nantell Discussion/Action McCormack continuing Education-Final Draft Information IX. NEW BUSINESS A. August Trustee Meeting Date Change �tc� -6 � Action B. Statistical Trends - Escoffier a X. ANNOUNCEMENTS XI. ADJOURNMENT Adjourn Any writings or documents provided to a majority of the Library Board of Trustees regarding any item on this agenda will be made available for public inspection at the Reference Desk of the Burlingame Public Library, 480 Primrose Road, Burlingame, California ti BURL'0I�GMf Library Board of Trustees Minutes June 24, 2008 I. Call to Order President Griffith called the meeting to order at 5:30pm. II. Roll Call Trustees Present: Nancy Brock, Deborah Griffith, Katie McCormack, Pat Toft, Sandy Towle Staff Present: Al Escoffier, City Librarian Sidney Poland, Recorder III. Warrants and SRecial Funds The Trustees unanimously approved the Warrants. M/S/C (Toft/Brock) IV. Minutes The Trustees unanimously approved the minutes of the May 20, 2008 meeting. M/S/C (Brock/Toft) V. Correspondence and Attachments \., Statistics for May continue to show an increase in circulation. Easton increased 9.28% and the main Library increased 8.27% over May of 2007. On May 23rd members of the Senate Appropriations Committee approved Library Bond Bill SB 1516-Simitian to be sent to the Senate in approximately two weeks. If passed by the legislature, the bond would appear on the November 2010 ballot and would provide $4 billion for library construction and renovation. VI. From the Floor - No one from the public attended. VII. Reports A. City Librarian's Report - Highlights 1. ALA Awards - Maryam Refahi, our staff artist won 6 first place awards and 1 honorable mention from the American Library Association for her public relations posters, programs, brochures, reading materials for adult, young adult, children materials and the Foundation newsletter. 2. Library Carpet Project - Bids for the carpet will close on June 13th. It is hoped that the carpet will be installed before-the beginning of the Library Centennial in October. 480 Primrose Road•Burlingame•California 94010-4o83 Phone(650)558-7474'Fax(650)342-6295'www.bu4ingame.org/library d 3. Technology Update - Fiber optic cable is presently being installed in all PLS Libraries by AT&T. Upon completion, the -� libraries' increased bandwidth will provide greater access speed to computer users. B. Foundation Report 1. Mural Update The Mural Committee's plan is to find a lead gift of$10,000 to kick start the campaign while simultaneously seeking possible contributions in the $ 1,000 to $ 5,000 range. The goal for this project is approximately $ 25,000-$30,000. 2. � Broadcast Mailing In August, the Foundation will send out a fold out promotional mailing to 8,000 plus residents with the 94010 zip code. The mailing will highlight the Foundation's role as the fundraising arm to the Library. VIII. Unfinished Business A. Lion Naming Contest Trustees Toft and Brock will prepare a draft of the rules and procedures for the contest to be distributed to the schools by August 18th. The contest will close September 15th. Forms for the contest will be available at the Children's desk. Trustees Toft - and Brock will review all the names and make a determination which ones to bring to the Trustees for the final selection. B. Hillsborough_Update Currently the Hillsborough Contract is being discussed between the City Managers of Hillsborough, San Mateo and Burlingame. Trustee McCormack suggested that perhaps the Trustees should send a communication to City Manager, Jim Nantell, stating the Trustees' position on the contract. Trustee McCormack will prepare a draft on this issue to be reviewed at the next meeting. C. Proposal_for Staff Endowment and Scholarship Fund 1. Continuing Education Fund -The Trustees reviewed the City Librarian's written proposal and recommended the following changes: a) item #3 should read ".....fixed expenses ...."; b) add "Recipients are requested to report highlights of events they attended."; c) add ...funding for this program will begin with the $20,000 from the O. E. E. Anderson account. As the program progresses funds from the Duncan Trust will be allocated; d) add...determination of recipient and amount of awards will be made by the City Librarian. The Trustees approved the Continuing Education Fund with the proposed changes. M/S/C (McCormack/Griffith) Library Board of Trustee Minutes June 24,2008 2 2. Trustees' Scholarship Education Fund-The Trustees reviewed the City Librarian's proposal and made the following suggestions: a) scholarship should be $1,000; b)' ...applicant must be currently enrolled in an ALA accredited library graduate program; and c) applicant-must provide proof of registration and attendance. Some Board members felt it might be more beneficial to put Library monies towards the Continuing Education program. The proposed scholarship program,will be discussed at a future meeting. IX. New Business A. Nomination of Officers for 2008-2009 Trustee Brock was nominated to serve as President of the Board of Trustees from July 2008 to June of 2009; Trustee McCormack was nominated to serve as Secretary of the Board of Trustees from July 2008 to June of 2009. M/S/C (Griffith/loft) B. . Honoring Graphic Artist - The Trustees unanimously approved the motion of Trustee Griffith to recognize the exceptional, creative performance in graphic arts of the Library's staff artist,Maryam Refahi, by giving her a special award at the Employee Achievement Awards dinner in December. Trustee McCormack will write a note to Maryam advising her of this award. M/S/C (Griffith/Toft) X. Senate Bill 343 A. Senate Bill 343 This bill becomes effective July 1, 2008 and requires that all writings or documents related to any item on an open session agenda and which are distributed to a majority of City Council or Commission members must be made available to the public 72 hours before the open meeting. B. Senate Bill 343 - Agenda Material This portion of Senate Bill 343 requires that any materials that are provided to the members of City Council or City Commission after the original materials have been given to said members at the meeting or by mail be placed in a separate folder and labled as such. Library Board of Trustee Minutes June 24,2008 3 C. Agenda A footer must now be added to all Agendas relating to public -1 meetings stating that all writings and documents will be made available for public inspection during normal business hours. D. Library Board of Trustee Information In compliance with Senate Bill 343 as of July 1, 2008, all Library Trustee board packets and any added information will be placed at the Reference desk 72 hours before the Trustee meeting for public viewing. E. Agenda Posting The agenda for each meeting is also posted 72 hours before the Trustee meeting on the Library's public bulletin board and at City Hall. XI. Announcements The Trustees requested that the August 19th Trustee meeting be placed on the July agenda in order to officially reschedule the meeting to August 26, 2008. XII. Adjournment The Trustees' meeting was adjourned at 7:00pm. M/S/C Toft/Griffith I4 Re ectfully Submitted, Alf ed H. Escoff r City Librarian Library Board of Trustee Minutes June 24,2008 4 Final Draft Burlingame Public Library Trustees Cnti�g Education Fund July 9, 2008 Purpose: The Burlingame Public Library Trustees Education Fund is intended to provide financial support to staff who wish to enhance their career through co in education opportunities. Con-f* ng Education Fund The Trustees will offer financial support to existing library staff at the recommendation of the City Librarian. Educational opportunities may include, but are not limited to, educational conferences; short term classes, seminars; book, media, programming events pertinent to the role of the library's mission to better serve all residents of the community. Qd-n-t-jv2d1n`g Education Fund Criteria and Information 1) Criteria for funding will be: a) relevance to the employee's current work; b) importance to employee's continuing growth in their career; c) relevance to providing direct patron programs and services to the community. 2) Requests for use of funds by employees should be made in advance of the educational event on the "Request for Csrffx it ng Education" form. Staff may be awarded funding for reservations which they cannot fund themselves. 3) Funds may be used for fixed expenses such as: educational fees, travel costs, lodging. 4) Payment of the awards will be made based on the City of Burlingame's Reimbursement form. Receipts for goods and services should be attached. 5) The amount of the award will vary according to funds available. 6) Staff who attend events will be asked to report to the staff and the trustees on the highlights of their learning activities. 7) The Board of Trustees will begin the Fund with $ 20,000 from the O.E.E. Anderson Donation, part of the Trustees Special Fund. At a later time, the Trustees will request funding for this ongoing initiative from the Duncan Trust Fund. 1 Request for Funds for Cog Education Trustees Fund Name: Address: City: Zip Phone Library position: Department: Funding Requested I hearby request funds for the following cortfig education program to enhance my library skills: Training Organization: \..- Type of training: When/Where: Budget for training (Be specific) Signature Date ---------------------------------------------------------------------------------------------------------- Approved: Burlingame City Librarian Date: Approved: President, Board of Trustees Date: 2 BURL '13NOAMI eport July 15, 2008 Library does "Clean Sweep" of PR National Awards! AmyPelman picked up the 6 public relations awards earned by the Library through the efforts of program staff and Maryam Refahi. Amy said she felt like a rock star when she went up to the stage to pick up the awards.,Congratulations Maryam! Library Collections Budget- With the Library's collections budget cut 6%, we are working on ways of continuing to provide popular, circulating materials for our users.-Pat Harding and I will be reviewing our standing orders for reference and other annual print materials with the idea of cutting them almost completely. We think we can make up some of the difference this way, as about $ 30K of our collections budget is standing orders. This _ will mean we will need to find other ways of seeking information in certain areas. We will be dropping our standing orders for series like: 201h Century Authors; 19th Century Authors, and other series that serve students. We will instead encourage them to visit the several electronic sites that serve the literary user. Our priority is to continue our highly popular current collections in adult and children's materials. Moving Forward, Standing Still Since I was appointed Library Director in 1994, we have moved rather dramatically forward in services, outreach and programming. We have done two major facility renovations and come through a total reorganization of the library staff. The number of open hours has remained steady: we'lost 9 hours at the main library with reductions, gained back 2 through the efforts of City Council, and gained 7 hours at Easton, following the renovation). The collection budget has dropped from a high of $ 248,000 annually to approximately$ 195,000 currently. The number_ of magazine titles has been reduced from a high of 480 to the present 350 titles. The good news is that our circulation is up a whopping 40% during that time. The traffic in the building is up 10% and the outreach and programming for children has increased by 51%. Circulation per capita (per person in our service area) has gone up from 11.96 per capita to 17.1 per capita. The national average is somewhere around 7 items per capita. Burlingame definitely values and uses its public library! A more complete outline is attached. Hillsborough.Contract Status City Manager Jim Nantell is working with the other two city managers on a plan for funding the Hillsborough library services. The proportion of 2/3 Burlingame and 1/3 San Mateo is very likely to remain, since our registered borrowers and circulation 1 • 48o Primrose Road•Burlingame•California 940io-4083 Phone(650)558-7474-Fax(650)342-6295'www.burlingame.org/library A support this breakdown. I have asked for some sort of escalator clause in the contract such as the Consumer Price Index, or the average per capita support of PLS libraries -� (current escalator). Katie McCormack will be contacting Jim Nantell and may have a report for you at your meeting. Library Re-Carpeting Project Fortunately, the City Public Works Department has hired an experienced project manager to direct this project. The two bids we received are problematic: one is very high and one is very low. We have decided to hire a carpet consultant to write a tight specification document to go out to future bid. While we had hoped to do the project this summer, itis likely that it will be on hold until after January 2009. Children's Room Mini-Renovation Status The Children's Room will be professionally painted during the first two weeks of August. Due to some complications from the 1997 painting of the room, we will need to seal and re-stain the ceiling rafters as part of this project. This will likely put the older part of the room out of commission for 3 days. The colors were chosen by designer Michelle-Nelson and confirmed by the muralist Lynne Rutter. Lynne is busy working on the children's room mural and has set aside the month of August to complete it. Three new chairs have been ordered and are awaiting upholstery. We have chosen leather to match the upholstery in the rest of the building for the settees. The small children's tables will be refinished later in the summer. Library Centennial Events Take Shape • Fine Free Week, October 1-8-This event will be publicized about 7 days before the Fine Free Week occurs. Everything returned that-week will be waived. • Library Centennial Event, October 19- This event-will be an open house on Sunday before we open. The Lions will get their names and awards will be given to the winners. The Children's Room mural will be unveiled. The Burlingame Historical Society will have a book signing. • Winter Wonderland, December 12- A magical night of family entertainment, costumed elves, and bright twinkling lights will welcome children and families this Friday evening. The theme will be snow and winter. Crafts, games, entertainment and refreshments will be offered up to the community. This, and all events, are free and open to the public. 2 One Book, One Community: Dave Eggers The One Book, One Community program: Dave Eggers in conversation with Michael Krasny will take place on Wednesday, October 1, 2008, 7:30 PM, San Mateo Performing Arts Center. Additional programs will be planned here and at venues throughout the County. The book is "What is the What" an autobiographical novel about Valentino Deng, one of the Sudanese "Lost Boys," who we hope will be here in person during our events in October. We will have one major program here on Sudanese culture. Literary Tastings Burlingame Library The culinary arts continue to provide the theme for our adult summer reading club through July. There are raffles, prizes and special programs. We are hosting 8 programs by individuals in the local food industry: chefs, bakers, cookbook writers, winemakers. Upcoming Events: • 15 July, Library Board Meeting, 5:30 PM (new date) • 8 August, First time ever! All staff Barbeque, on the staff terrace, 7 PM (after closing) • 14 August, Foundation Board Meeting, 5:30 PM • 31 August & 1 September, Labor Day Closure • 16 September, Library Board Meeting, 5:30 PM _ - •' 11 October, Kidney Foundation Author Luncheon, 10: 30 AM • 13 October, Columbus Day Holiday, Closed • 19 October, Library Centennial Kick-Off, Noon, Front porch • 12 December, Winter Wonderland, community program, 7 PM- 9 PM • 14 December, Centennial Staff Recognition, Doubletree Hotel, 6 PM 3 BURLINGAME PUBLIC LIBRARY NAME THE LIONS CONTEST RULES The Burlingame Library received two bronze lions which were a gift of the Duncan Trust. The lions symbolize many things, including guarding the gates of knowledge. The Board of Trustees is sponsoring a contest to name the lions. I. Proposed names should be submitted on a form which is available at either library - main or Easton. 2. Entrants may choose to name one or both lions. Names should reflect the importance of lions. Contest runs from August 1 - Sept. 15. 3. Entries are due to the main library, 480 Primrose Road by Monday, September 15, 2008. 4. Entries should include your name, address, phone number and email address. 5. The winner will be chosen in September and announced at the Dedication of the Lions on Sunday, October 19, 2008. Left lion: Right lion: Your name: Address: Phone: e-mail BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF June 2008 Burlingame Registered Borrowers Burlingame Hillsborough Other Total Adult Patrons 16,265 2,886 0 19,151 'uvenile Patrons 4,816 1,476 0 6,292 on-PLS Patrons 0 0 1,842 1,842 Teachers 96 11 94 201 Temporary Patrons 80 3 0 83 Outreach Patrons 24 1 0 25 Staff 30 0 37 67 Total Registered Borrowers 21,311 4,377 1,973 27,661 Circulation Totals This month total Main 53,558 This month previous year 46,546 15.06% increase This month total Branch 7,059 This month previous year 6,197 13.91% increase This month Grand Total 60,617 This month previous year 52,743 14.93% increase Circulation Activit All Children's All AIV All Non-English Main 18,922 16,161 478 Easton 4,312 2,370 0 Total 23,234 18,531 478 Self Check Usage Total Items % of 1 st Time Check Outs Main 24,872 62% Branch 3,226 60% Reference Activity Inter Lib ary Loans Questions Lent 4,057 Reference 2,628 Borrowed 2,597 Children's 1,564 TOTAL 6,654 Lower Level 2,243 Branch 858 TOTAL 7,293 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non-Fiction 184 128 3 Children's Non-Fiction 20 17 3 YA Non-Fiction 0 0 0 Adult Fiction 217 152 28 Children's Fiction 96 56 14 YA Fiction 126 39 4 DVD Fiction Adult 99 53 11 DVD Fiction JUV 34 8 4 DVD Fiction YA 0 0 0 DVD Non-Fiction Adult 22 19 0 DVD Non-Fiction JUV 3 2 0 DVD Non-Fiction YA 0 0 0 BCKD Adult 90 56 3 "hildren's BKCD 20 18 2 A BKCD 3 2 1 CD Music Adult 31 30 0 CD Music JUV 2 1 0 CD Music YA 0 0 0 Totals 947 581 73 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF June 2008 PAGE 2 ines and Fees Main $ 9,799.03 Branch* $ 628.70 Total $10,427.73 Main and Easton Deposits Trustee Special Fund Photocopies/SAM Main $741.10 Photocopies/SAM (Branch) 20.00 Total Branch and Main $ 761.10 Estimated User Traffic Main 35,647 Daily Average Main 1,188 Estimated User Traffic Branch 3,872 Daily Average Easton 155 Total User Traffic 39,519 Total Daily Average 1,343 Community Room Adult Number of Meetings Attendance Public Meetings 3 80 Staff Meetings 2 25 City Meetings 0 0 Summer Adult Reading Program' 4 96 Summer Adult Movies 2 38 Total Events in Community Room 11 Total Attendance 239 Conference Room Book Club Adult 1 15 ity Meetings 0 0 -Staff Meetings 3 25 Foundation Meeting 0 0 Once Book/One Community 1 25 Total Meetings & Programs 65 Children's and Young Adult Programs Attendance Main Pre-school Story Time 7 217 Toddler Story Time 4 241 Baby Story Time 1 64 Total Story Time 12 Total Story Time Attendance 522 Special Programs Attendance Dad & Me ST Puppet Art Theatre 1 68 Family Fun Night-Magic by Alex 1 114 Family Fun Night Fratello Marionettes 1 125 Total Special Programs 3 Total Special Program 307 Attendance Class Visits (Elementary) 108 2,404 Preschool Outreach Visits 3 113 Total Class Visits 111 Total Class Visits Attendance 2,517 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF June 2008 PAGE 3 Easton Story Times & Special Programs Attendance Questions Easton Preschool 2 85 Reference Toddler 2 95 858 otal Programs 4 Total 180 Class Visits (elementary) 6 Attendance 100 Total Class Visits 6 Total 100 Attendance Easton Internet Usage User Sessions 467 Main Internet User Sessions Hour, Half Hour, & Express Childrens Total 6,381 246 6,627 June Outreach Statistics Current Patrons 26 Additions/Subtractions 1 Total Outreach Patrons 27 Deliveries 39 Pick Ups 0 Books 72 Paperbacks 20 Audio Books 10 usic CD's 30 -tiVD's 52 Magazines 8 Total Library Materials 192 Burlingame Public Library Year End Statistics FY 2007-2008 July 2007-June 2008 Summary By the percentages: 4 Main Library Circulation up 6% Easton Branch Circulation up 13% Total Circulation up 6.4% By the numbers: Main Library Circulation: 563,786 Easton Branch Circulation: 73,418 Total Circulation: 637,214 Notes: 1) Despite fewer resources, the library's circulation is the highest it has ever been. 2) Easton's Circulation is more than triple what it was before the 2004 remodel. 3) Children's Circulation.is 239,101 of the total. 4) Self Check usage averages 60% of the total of items circulated. Total Circulation FY 2007-08 Total Circ Prev Year % Change Main 563,786 533,598 5.66% Branch 73,428 65,117 12.76% Total 637,214 598,715 6.43% Circulation Activity All Children's All AN All Non-English Main 195,861 176,504 5,125 Branch 43,240 25,267 0 Total 239,101 201,771 5,125 Self-Check Usage Total Items % of 1st Time CIO's Main 243,426 58% Branch 33,048 58% s Total Circulation Month: Jun-08 Total Circ Prev Year % Change Main 53,558 46,546 15.06% Branch 7,059 6,197 13.91% Total 60,617 52,743 14.93% Circulation Activity All Children's All AN All Non-English Main 18,922 16,161 478 Branch 4,312 i 2,370 0 Total 23,234 18,5311 478 Self-Check Usage Total Items %of 1st Time C/O's Main 24,872 62% Branch 3,226 60% N. f s Burlingame Public Library Service Growth Fiscal 1994 - Fiscal 2006 Yr Circulation Traffic Child Prog Attendance Hrs Open Circ P/C Borrowers 1994 421,083 396,576 383 9,284 4790 11.96 25,328 ti 2006 610,061 441,785 400 17,962 4790 17.1 30,669 Legend: 1. Circulation:The number of items, print and non-print, circulated outside of the library buildings in the community. This figure shows a 40% increase in circulation. 2. Traffic:Number of people who enter the main and branch library buildings for -� any purpose (through the front doors). This figure shows a 10% increase in use of the buildings. 3. Children's Programs:The number of programs offered to those under 14. This is a 5% increase in the number of programs offered. 4. Attendance:The number of children who attended the programs offered. This is a 51% increase in attendance at the programs for children. 5. Hours Open:The total number of service hours and main and branch libraries. The Library added 7 hours to Easton when we reopened after the renovation. This has tripled the circulation at that facility. The Library dropped 7 hours at the main library during budget reductions. 6. Circulation per capita:The number of items circulated to our community divided by the service population (includes our portion of Hillsborough). Circulation per capita is the average number of items typical citizen checks out of the Library. The national average is around 6 per capita. This shows a very strong (70% increase) use of the library collections. 7. Borrowers:The number of citizens registered for a Burlingame Library card that live in either Burlingame or Hillsborough. Registered borrowers have increased by 17%, though the population served has remained flat.