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HomeMy WebLinkAboutAgenda Packet - LB - 2008.08.26 :'►URLINGAME PUBLIC LIBRARY '.[BURLING AME r r ' Board of Trustees Agenda - _ August 26, 2008—5.30pm °e P 480 Primrose Road—Library Conference Room c L'5R SUGGESTED ACTION I. CALL TO ORDER II. ROLL CALL . III. Library Board of Trustees Minutes for July 15,2008 Appproval IV. Budget Status & Special Fund Information V. CORRESPONDENCE AND INFORMATION Information V-A. Letter: Department of Veterans Affairs i,xB. Letter: Assemblyman Gene Mullin VIC. News from the Capitol: August 11, 2008 L/D. Trustees Special Fund Balances June 30, 2008 VE'. Trustees Revolving Fund Balances June 30,2008 VF. Duncan Trust Balance August 14, 2008 VI. FROM THE FLOOR (Public Comments) ATTI. REPORTS t-A. City Librarian's Report-Escoffier Information L-'t. Foundation Update L,C. System Advisory Board Report- Brock Gt() VIII. UNFINISHED BUSINESS v,k. City Council Counterparts Discussion/Action VB. Trustee Education and Training Fund Policy Information IX. NEW BUSINESS vA. Library Requests for Calendar Year 2009 from Foundation Information Request for Funds from the Duncan Trust Discussion/Action /C. Accounting Changes Report �. Proposed change in September Meeting Date Discussion/Approval E� Trustee Education Fund Requests Discussion/Approval V 1 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 hlic inspection at the Reference Desk of the Burlingame Public Library, -..-4 Primrose Road, Burlingame, California Burlingame Library Board of Trustees Agenda Detail Meeting Date: August 26, 2008 a Item: III. Minutes, July 15, 2008 BURL NOAME Library Board of Trustees Minutes July 15, 2008 I. Call to Order President a � called the meeting to order at 5:30pm. II. Roll Call Trustees Present: Nancy Brock, Deborah Griffith, Pat Toft, Sandy Towle Trustee Absent: Katie McCormack Staff Present: Al Escoffier, City Librarian Sidney Poland, Recorder III. Election of Officers A. Election of President The Trustees approved the motion of Trustee Griffith to elect Nancy Brock to serve as President of the Library Board of Trustees for a term of one year beginning July 15, 2008 to June 30, 2009. M/S/C (Griffith/Towle) B. Election of Secretary The Trustees approved the motion of Trustee Toft to elect Katie McCormack to serve as Secretary of the Library Board of Trustees for a term of one year beginning July 15, 2008 to June 30, 2009. M/S/C (Toft/Griffith) IV. Warrants and Special Funds The Trustees unanimously approved the Warrants. M/S/C (Griffith/Toft) V. Minutes The Trustees unanimously approved the minutes of the June 24, 2008 meeting. M/S/C (Griffith/Toft) VI. Correspondence and Attachments Statistics - June 2008 statistics showed a 15.06% increase from June of 2007 at the main library and a 13.91% increase at Easton for the same period. VII. From the Floor - No one from the public attended. .480 Primrose Road Burlingame-California 94010-4o83 Phone(650) 558-7474•Fax(650) 342-6295-www.burlingame.org/library BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF July 2008 Burlingame Registered Borrowers Burlingame Hillsborough Other Total Adult Patrons 16,408 2,906 0 19,314 -Juvenile Patrons 4,857 1,487 0 6,344 .on-PLS Patrons 0 0 1,863 1,863 Teachers 94 11 93 198 Temporary Patrons 80 3 0 83 Outreach Patrons 24 1 0 25 Staff 29 0 37 66 Total Registered Borrowers 21,492 4,408 1,993 27,893 Circulation Totals This month total Main 58,062 This month previous year 48,614 19.43% increase This month total Branch 6,943 This month previous year 6,052 14.72% increase This month Grand Total 65,005 This month previous year 54,666 18.91% increase Circulation Activit All Children's All A/V All Non-English Main 20,491 18,041 607 Easton 4,107 2,458 0 Total 24,598 20,499 607 Self Check Usage Total Items % of 1 st Time Check Outs Main 25,903 61% Branch 3,008 56% Reference Activity Inter Lib ary Loans Questions Lent 4,398 Reference 3,198 Borrowed 2,882 Children's 1,564 TOTAL 7,280 Lower Level 2,569 Branch 698 TOTAL 8,029 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non-Fiction 236 144 5 Children's Non-Fiction 71 41 10 YA Non-Fiction 0 0 0 Adult Fiction 409 274 40 Children's Fiction 96 35 22 YA Fiction 57 41 3 DVD Fiction Adult 75 47 1 DVD Fiction JUV 36 11 9 DVD Fiction YA 0 0 0 DVD Non-Fiction Adult 17 10 0 DVD Non-Fiction JUV 0 0 0 DVD Non-Fiction YA 0 0 0 BCKD Adult 26 18 4 Children's BKCD 1 1 0 A BKCD 0 0 0 D Music Adult 23 21 0 CD Music JUV 1 1 0 CD Music YA 0 0 0 Totals 1,048 644 94 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF July 2008 PAGE 2 Cines and Fees Main $8,353.38 Branch* $ 810.46 Total $9,163.84 Main and Easton Deposits Trustee Special Fund Photocopies/SAM (Main) $1,063.53 Photocopies/SAM (Branch) $ 37.80 Total Branch and Main $1,101.33 Estimated User Traffic Main 38,388 Daily Average Main 1,280 Estimated User Traffic Branch 4,011 Daily Average Easton 154 Total User Traffic 42,399 Total Daily Average 1,434 Community Room Adult Number of Meetings Attendance Public Meetings 2 56 Staff Meetings 2 30 City Meetings 1 30 Summer Adult Reading Program' Global Warming Diet 24 From Kitchen to Computer 12 Winemaking 35 Cupcake Fun 40 Croissant Tasting 45 Total Summer Reading Program Total Attendance 156 Summer Adult Movies Sideways 27 Mostly Martha 25 Chocolate 35 East Man Drink Woman 30 Total Summer Adult Movies 4 Total Attendance 117 Total Events in Community Room 14 389 Conference Room Book Club Adult 1 15 City Meetings Staff Meetings 4 30 Foundation Meeting Once Book/One Community 1 12 Total Meetings & Programs 6 57 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF July 2008 PAGE 3 Children's and Young Adult Programs Attendance Main Pre-school Story Time 13 349 —oddler Story Time 10 617 ,--,aby Story Time 1 20 Total Story Time 24 Total Story Time Attendance 986 Special Programs Attendance Family Fun Nights 5 713 Total Special Programs 5 Total Special Program 713 Attendance Summer Reading Completions Attendance Read to Me 201 Elementary Completions 510 Teen Completions 153 Total of 3 Clubs 864 Class Visits (Elementary) 1 60 Preschool Outreach Visits 8 170 Total Class Visits 9 Total Class Visits Attendance 233 Easton Story Times &Special Programs Attendance Questions Easton Preschool 5 165 Reference )ddler 5 176 698 otal Programs 10 Total 341 Class Visits(elementary) 0 Attendance 0 Total Class Visits 0 Total 0 Attendance Easton Internet Usage User Sessions 573 Main Internet User Sessions Hour, Half Hour, & Express Childrens Total 6,819 274 7,093 June Outreach Statistics Current Patrons 25 Additions/Subtractions 0 Total Outreach Patrons 25 34 Deliveries 0 Pick Ups Books 94 Paperbacks 20 *Nudio Books 19 Music CD's 26 DVD's 65 Magazines 10 Total Library Materials 234 VIII. Reports A. City Librarian's Report - Highlights 1. Library Collections Budget - 6 % cuts in the collection budget have made it necessary for the City Librarian to find alternative ways to continue to maintain the high standards of current and future materials in both the children and adult collections. One possibility under consideration is to reduce our standing orders for some reference materials and other annual materials. Some of these materials can be accessed electronically. 2. Hillsborough Contract - The city managers from Hillsborough, San Mateo and Burlingame are continuing to try to reach a solution to this issue. 3. Status of Children's Room Mini-Renovation - Painting of the children's room is scheduled for the first two weeks of August. Lynne Rutter is working on the mural which she plans to complete by the end of August. The mural will be formally unveiled on October 19th which is the kick off to our Centennial events. B. Foundation Report Broadcast Mailing In August, the Foundation will send out a fold out promotional mailing to 8,000 plus residents with the 94010 zip code who are _ homeowners over the age of 25. The mailing will highlight the Foundation's role as the fundraising arm of the Library. IX. Unfinished Business A. Lion Naming Contest The Trustees reviewed the "Name the Lions Contest Rules" form which will be available at the Library beginning August 1 st until September 15th. Contest forms will also be taken to the schools for distribution. Anyone is eligible to enter the contest. B. Hillsborough Update City Manager, Jim Nantell, would like to meet with the Trustees to inform them of the current status of the contract. Trustee McCormack has contacted Jim Nantell to express the views of the Trustees regarding this matter. C. Proposal for Staff Endowment and Scholarship Fund 1. Continuing Education Fund - The Trustees requested that the name of the policy be changed to "Education Fund". The final policy, which was approved by the Trustees at the June 24, 2008 meeting ,will be included in the August board packet. 2. Scholarship Fund - The Trustees agreed to table the discussion of the scholarship fund until a future meeting. _ Library Board of Trustee Minutes July 15,2008 2 X. New Business Change of August Meeting The Trustees agreed to change the August meeting from August 19, 2008 to August 26, 2008. M/S/C (Towle/Toft) XI. Announcements A. Monthly Statistics- Trustee Towle suggested sending the monthly statistical report to the City Council. B. Front Porch Upgrade Trustee Toft requested that the front porch be painted for the Library's Centennial. XII: Adjournment The Trustees' meeting was adjourned at 7:OOpm. M/S/C (Griffith/Toft) Respectfully Submitted, Alfred H. Escoffier City Librarian Library Board of Trustee Minutes July 15,2008 3 Burlingame Library Board of Trustees Agenda Detail Meeting Date: August 26, 2008 Item: IV. Budget Status and Special Fund Subject: Budget Status Sample Report 98-11-08' ( SUBPROGRAM 67500 - ACCOUNTS PA REPORT PAGE 1 C Approved Dates 05-01-08 to (. -1-08 INVOICE... CHECK... CHECK AP.... VENDOR NAME................ DESCRIPTION...................... APPROVED NO........ DATE.... NO... ACCOUNT NUMBER.... TOTAL AMOUNT.. 30350 ACCEL MAIL EQUIPMENT METER POSTAGE CHANGE 05-20-08 000010591 05-20-08 32805 101 67500 200 $143.92 30722 ALFRED H. ESCOFFIER DEPT HEAD EXPENSE REIMBURSEMENT 05-29-08 00000000. 05-30-08 33009 101 67500 031 $1,040.00 30335 AMAZON BOOKS 05-20-08 810087490 05-20-08 32794 101 67500 129 $448.24 30321 ARROWHEAD MOUNTAIN SPRING BOTTLED WATER 05-20-08 024768798 05-20-08 32785 101 67500 110 $145.79 WATER 30322 ARROWHEAD MOUNTAIN SPRING BOTTLED WATER 05-20-08 027482819 05-20-08 32785 101 67500 110 $0.00 WATER -------------- ARROWHEAD MOUNTAIN SPRING $145.79 WATER 30384 AT&T ACCT # 650-348-9940-852 1 05-20-08 MAY5,2008 05-22-08 32826 101 67500 160 $77.11 30386 AT&T ACCT # 650 348-9949 378 8 05-20-08 MAY5,2008 05-22-08 32826 101 67500 160 $77.11 -------------- AT&T $154.22 30358 AT&T MOBILITY CELL PHONES 05-20-08 828819310 05-20-08 32811 101 67500 160 $310.17 30359 BAKER & TAYLOR PICTURE BOOKS 05-20-08 OL4082304 05-20-08 32812 101 67500 124 $546.16 30360 BAKER & TAYLOR PICTURE BOOKS 05-20-08 OL4082304 05-20-08 32812 101 67500 129 $1,848.37 -------------- BAKER & TAYLOR $2,394.53 30351 BAKER AND TAYLOR BOOKS 05-20-08 OL4011534 05-20-08 32806 101 67500 124 $319.80 30356 BAKER AND TAYLOR GRAPHIC NOVELS 05-20-08 OL3979544 05-20-08 32810 101 67500 124 $115.57 30352 BAKER AND TAYLOR BOOKS 05-20-08 OL4011534 05-20-08 32806 101 67500 129 $1,324.74 30357 BAKER AND TAYLOR GRAPHIC NOVELS 05-20-08 OL3979544 05-20-08 32810 101 67500 129 $588.65 -------------- BAKER AND TAYLOR $2,348.76 30344 BAKER AND TAYLOR BOOKS BOOKS 05-20-08 OL5763804 05-20-08 32802 101 67500 124 $97.90 30346 BAKER AND TAYLOR BOOKS BOOKS 05-20-08 OL5763644 05-20-08 32803 101 67500 124 $1,686.65 30348 BAKER AND TAYLOR BOOKS BOOKS 05-20-08 OL3977634 05-20-08 32804 101 67500 124 $202.54 30345 BAKER AND TAYLOR BOOKS BOOKS 05-20-08 OL5763804 05-20-08 32802 101 67500 129 $256.62 30347 BAKER AND TAYLOR BOOKS BOOKS 05-20-08 OL5763644 05-20-08 32803 101 67500 129 $5,071.30 30349 BAKER AND TAYLOR BOOKS BOOKS 05-20-08 OL3977634 05-20-08 32804 101 67500 129 $906.24 -------------- BAKER AND TAYLOR BOOKS $8,221.25 30299 BAKER AND TAYLOR, INC. BOOKS 05-20-08 OOL100734 05-20-08 32772 101 67500 124 $58.75 30300 BAKER AND TAYLOR, INC. BOOKS 05-20-08 OOL100734 05-20-08 32772 101 67500 129 $7,041.26 -------------- BAKER AND TAYLOR, INC. $7,100.01 30301 BRODART, INC. LABELS 05-20-08 000859385 05-20-08 32773 101 67500 120 $50.45 30302 BRODART, INC. LABELS 05-20-08 000858777 05-20-08 32773 101 67500 120 $0.00 -------------- BRODART, INC. $50.45 08 11 08 SUBPROGRAM 67500 ACCOUNTS PA4 2EPORT PAGE 2 Approved Dates 05-01-08 to 05-51-08 INVOICE... CHECK... CHECK AP.... VENDOR NAME................ DESCRIPTION..............-....... APPROVED NO........ DATE.... NO... ACCOUNT NUMBER.... TOTAL AMOUNT.. 30363 BURLINGAME LIBRARY REIMBURSEMENT 05-20-08 OOOCK 995 05-20-08 32781 101 67500 235 $740.63 30312 BURLINGAME PUBLIC LIBRARY PETTY CASH REIMBURSEMENT 05-20-08 000043008 05-20-08 32780 101 67500 110 $127.93 30313 BURLINGAME PUBLIC LIBRARY PETTY CASH REIMBURSEMENT 05-20-08 000043008 05-20-08 32780 101 67500 120 $151.63 30314 BURLINGAME PUBLIC LIBRARY PETTY CASH REIMBURSEMENT 05-20-08 000043008 05-20-08 32780 101 67500 125 $16.00 30315 BURLINGAME PUBLIC LIBRARY PETTY CASH REIMBURSEMENT 05-20-08 000043008 05-20-08 32780 101 67500 251 $7.50 30316 BURLINGAME PUBLIC LIBRARY PETTY CASH REIMBURSEMENT 05-20-08 000043008 05-20-08 32780 101 67500 260 $150.00 -------------- BURLINGAME PUBLIC LIBRARY $453.06 30342 CALIFA GROUP NOVELIST, NEXT READ 05-20-08 000002463 05-20-08 32800 101 67500 209 $1,968.00 30353 CALIFORNIA SUPPLY NORTH, BUILDING SUPPLIES 05-20-08 000026063 05-20-08 32807 101 67500 190 $1,376.15 INC. 30327 CDW GOVERNMENT, INC. COMPUTER EQUIPMENT 05-20-08 OOKFZ8289 05-20-08 32788 101 67500 235 $168.85 30354 CHABOT TELECOM SOLUTIONS TROUBLESHOOTING 05-20-08 000003053 05-20-08 32808 101 67500 200 $137.50 30303 DEMCO, INC. CASES, COVERS 05-20-08 003181414 05-20-08 32774 101 67500 120 $140.69 30304 DEMCO, INC. CASES, COVERS 05-20-08 003193710 05-20-08 32774 101 67500 120 $0.00 -------------- DEMCO, INC. $140.69 30323 FRANKLIN OFFICE SUPPLIES SUPPLIES 05-20-08 OOOOOB005 05-20-08 32786 101 67500 110 $321.00 30324 FRANKLIN OFFICE SUPPLIES SUPPLIES 05-20-08 OOOOOB005 05-20-08 32786 101 67500 235 $641.98 -------------- FRANKLIN OFFICE SUPPLIES $962.98 30331 GALE BOOKS 05-20-08 000175884 05-20-08 32791 101 67500 129 $1,274.28 30305 GAYLORD BROS., INC. SUPPLIES 05-20-08 001157126 05-20-08 32775 101 67500 120 $156.82 30306 GAYLORD BROS., INC. SUPPLIES 05-20-08 001161625 05-20-08 32775 101 67500 120 $0.00 30307 GAYLORD BROS., INC. SUPPLIES 05-20-08 001162606 05-20-08 32775 101 67500 120 $0.00 -------------- GAYLORD BROS., INC. $156.82 30332 INTERNATIONAL LASER GROUP TONER 05-20-08 000609651 05-20-08 32792 101 67500 235 $253.37 30319 MILLIGAN NEWS CO., INC. BOOKS 05-20-08 000019040 05-20-08 32783 101 67500 129 $110.26 30311 NOLO BOOKS 05-20-08 001484440 05-20-08 32779 101 67500 129 $488.94 30320 NOLO PRESS - OCCIDENTAL BOOKS 05-20-08 000024557 05-20-08 32784 101 67500 129 $32.61 30343 OFFICE DEPOT BUILDING SUPPLIES 05-20-08 316472001 05-20-08 32801 101 67500 190 $68.42 30333 PENINSULA LIBRARY SYSTEM CONTRACTUAL SERVICES 05-20-08 OBOC42208 05-20-08 32793 101 67500 220 $7,321.00 30334 PENINSULA LIBRARY SYSTEM CONTRACTUAL SERVICES 05-20-08 000009057 05-20-08 32793 101 67500 220 $0.00 -------------- PENINSULA LIBRARY SYSTEM $7,321.00 08-11-08' 1 SUBPROGRAM 67500 ACCOUNTS PAI REPORT PAGE 3 Approved Dates 05-01-08 to 05-:,1-08 INVOICE... CHECK... CHECK AP.... VENDOR NAME................ DESCRIPTION...................... APPROVED NO........ DATE.... NO... ACCOUNT NUMBER.... TOTAL AMOUNT.. 30336 QUILL SUPPLIES 05-20-08 OC4060170 05-20-08 32795 101 67500 110 $275.66 30337 QUILL SUPPLIES 05-20-08 OC4060170 05-20-08 32795 101 67500 235 $143.53 -------------- QUILL $419.19 30341 RANDOM HOUSE INC BOOKS 05-20-08 014630000 05-20-08 32799 101 67500 129 $108.00 30318 RECORDED BOOKS, LLC CD'S 05-20-08 000370698 05-20-08 32782 101 67500 125 $80.24 30328 RICOH AMERICAS CORPORATION PRINT FEES - STAFF 05-20-08 402522366 05-20-08 32789 101 67500 120 $160.45 30329 SHOWCASES CASES 05-20-08 000240509 05-20-08 32790 101 67500 120 $552.74 30330 SHOWCASES CASES 05-20-08 000240653 05-20-08 32790 101 67500 120 $0.00 -------------- SHOWCASES $552.74 30326 THE LIBRARY STORE, INC. SIGNAGE 05-20-08 000693602 05-20-08 32787 101 67500 120 $357.45 30361 THE OFFICE CITY SUPPLIES 05-20-08 000210978 05-20-08 32813 101 67500 110 $75.01 30537 U.S. BANK CORPORATE PAYMENT 4246 0445 5565 0575 05-21-08 004/22/08 05-22-08 32944 101 67500 110 $50.20 SYSTEMS 30587 U.S. BANK CORPORATE PAYMENT 4246 0445 5565 0575 05-21-08 004/22/08 05-22-08 32944 101 67500 110 $203.32 SYSTEMS 30538 U.S. BANK CORPORATE PAYMENT 4246 0445 5565 0575 05-21-08 004/22/08 05-22-08 32944 101 67500 120 $2,427.10 SYSTEMS 30588 U.S. BANK CORPORATE PAYMENT 4246 0445 5565 0575 05-21-08 004/22/08 05-22-08 32944 101 67500 120 $449.42 SYSTEMS 30589 U.S. BANK CORPORATE PAYMENT 4246 0445 5565 0575 05-21-08 004/22/08 05-22-08 32944 101 67500 125 $1,008.40 SYSTEMS 30539 U.S. BANK CORPORATE PAYMENT 4246 0445 5565 0575 05-21-08 004/22/08 05-22-08 32944 101 67500 129 $399.00 SYSTEMS 30590 U.S. BANK CORPORATE PAYMENT 4246 0445 5565 0575 05-21-08 004/22/08 05-22-08 32944 101 67500 129 $38.49 SYSTEMS 30591 U.S. BANK CORPORATE PAYMENT 4246 0445 5565 0575 05-21-08 004/22/08 05-22-08 32944 101 67500 235 $216.49 SYSTEMS -------------- U.S. BANK CORPORATE PAYMENT $4,792.42 SYSTEMS 30308 VALLEY LIBRARY BINDERY BINDERY 05-20-08 000003980 05-20-08 32776 101 67500 123 $554.60 30340 XEROX CORPORATION ADMIN COPIES 05-20-08 981329801 05-20-08 32798 101 67500 220 $369.39 -------------- -------------- $45,480.39 68 records listed. D8-11-08 (' SUBPROGRAM 67500 - ACCOUNTS PA( iEPORT PAGE 1 1 Approved Dates 07-01-08 to 0i-j1-08 INVOICE... CHECK... CHECK AP.... VENDOR NAME................ DESCRIPTION...................... APPROVED NO........ DATE.... NO... ACCOUNT NUMBER.... TOTAL AMOUNT.. 32330 QUILL SUPPLIES 07-14-08 OC4060170 07-14-08 34061 101 67500 110 $255.78 32332 U S POSTAL SERVICE 105000624178 07-14-08 OORESERVE 07-14-08 34071 101 67500 110 $1,000.00 (CMRS-FP) -------------- $1,255.78 32325 DEMCO, INC. DISC SLEEVES 07-14-08 003246415 07-14-08 34045 101 67500 120 $62.05 32336 THE OFFICE CITY WIPES 07-14-08 0817346-0 07-14-08 34084 101 67500 120 $118.12 -------------- $180.17 32326 EBSCO SUBSCRIPTION SERVICES SUBSCRIPTIONS 07-14-08 SFSO43090 07-14-08 34052 101 67500 122 $19,000.00 -------------- $19,000.00 32335 NATIONAL ARCHIVE PUBLISHING QTESB000004678 07-14-08 ERIODICAL 07-14-08 34076 101 67500 123 $1,460.97 COMPANY -------------- $1,460.97 32331 OCLC, INC. PREPAYMENT 07-14-08 000070108 07-14-08 34065 101 67500 124 $5,000.00 -------------- $5,000.00 32328 WEST PAYMENT CENTER SUBSCRIPTIONS 07-14-08 000295162 07-14-08 34058 101 67500 129 $257.75 32327 WORLD BOOK SCHOOL & LIBRARY RENEWAL 07-14-08 BE1361719 07-14-08 34055 101 67500 129 $1,100.00 -------------- $1,357.75 32333 CALIFORNIA SUPPLY NORTH, SUPPLIES 07-14-08 000026063 07-14-08 34074 101 67500 190 $268.52 INC. -------------- $268.52 32329 PENINSULA LIBRARY SYSTEM CONTRACTUAL SERVICES 07-14-08 000009143 07-14-08 34059 101 67500 220 $40.50 32334 TUTOR.COM, INC. CONTRACTUAL 07-14-08 000000294 07-14-08 34075 101 67500 220 $5,500.00 -------------- $5,540.50 -------------- -------------- $34,063.69 12 records listed. 1)8-11=08 SUBPROGRAM 22531 - ACCOUNTS PAY <EPORT PAGE 1 Approved Dates 05-01-08 to 05-a1-08 INVOICE... CHECK... CHECK AP.... VENDOR NAME................ DESCRIPTION...................... APPROVED NO........ DATE.... NO... ACCOUNT NUMBER.... TOTAL AMOUNT.. 30310 FASTSIGNS SIGN 05-20-08 OOSM60660 05-20-08 32778 731 22531 $504.45 30325 FRANKLIN OFFICE SUPPLIES SUPPLIES 05-20-08 00000B005 05-20-08 32786 731 22531 $106.85 30338 J&L CONSTRUCTION,INC. MURAL INSTALLATION 05-20-08 0029/2009 05-20-08 32796 731 22531 $2,743.12 30355 RICOH AMERICAS CORPORATION LEASE - PUBLIC COPIES 05-20-08 011304396 05-20-08 32809 731 22531 $549.34 30362 THE OFFICE CITY SUPPLIES 05-20-08 000210978 05-20-08 32813 731 22531 $157.74 30540 U.S. BANK CORPORATE PAYMENT 4246 0445 5565 0575 05-21-08 004/22/08 05-22-08 32944 731 22531 $2,000.00 SYSTEMS 30309 XEROX CORPORATION REMAINING PRINCIPAL 05-20-08 309852156 05-20-08 32777 731 22531 $382.50 -------------- -------------- $6,444.00 7 records listed. Burlingame Library Board of Trustees Agenda Detail Meeting Date: August 26, 2008 Item: V. Correspondence & Information Subject: A. Letter: Department of Veterans Affairs B. Letter: Assemblyman Gene Mullin C. New from the Capitol, August 11, 2008 D. Trustees Special Fund Balances, June 30, 2008 E. Trustees Revolving Fund Balances, June 30, 2008 F. Duncan Trust Fund, August 14, 2008 DEPARTMENT OF VETERANS AFFAIRS Medical Center 4150 Clement Street San Francisco, CA 94121 �- August 1, 2008 In Reply Refer To: 662/135 BURLINGAME PUBLIC LIBRARY 480 PRIMROSE ROAD BURLINGAME CA 94010 Dear Friend: On behalf of the patients and staff of the San Francisco VA Medical Center, I would like to take this opportunity to express our sincere appreciation for your kind and generous donation of assorted magazines for our hospitalized veteran patients received on July 30, 2008. Thank you for your support. Your donation will help us to provide the highest quality of care for our veteran patients. Sincerely, r/C Aft Ezra R. Safdie, PE Acting Medical Center Director TYPED BY VOLUNTEER STATE CAPITOL COMMITTEES: P.O.BOX 942849 CHAIR,EDUCATION SACRAMENTO,CA 94249-0019 BUDGET (916)319-2019 HOUSING AND COMMUNITY FAX(916)319-2119 �ttPt � l� P DEVELOPMENT DISTRICT OFFICE PUBLIC EMPLOYEES,RETIREMENT S S.EL CAMINO REAL,SUITE 302gT°'P AND SOCIAL SECURITY `4 SAN MATEO,CA 94402 WATER,PARKS AND WILDLIFE � "oz m (650)349-1900 �?? �4ro SUBCOMMITTEE: FAX(650)341-4676 '''a~ BUDGET-SUBCOMMITTEE#2, E-mail:Assemblymember.Mullin@assembly.ca.govGENE MULLIN EDUCATION FINANCE Website:httpl/democrats.assembly.ca.gov/members/al9/ ASSEMBLYMEMBER,NINETEENTH DISTRICT BUDGET-SUBCOMMITTEE#4, STATE ADMINISTRATION SELECT COMMITTEES: CHAIR,BIOTECHNOLOGY July 18, 2008 Mr. Alfred Escoffier Burlingame City Librarian Burlingame Library 480 Primrose Road Burlingame, CA 94010 Dear Mr. Escoffier: I am exceedingly pleased to congratulate you and your staff for recently being named the winner of seven national awards for public relations from the American Library Association. This prestigious and distinguished accomplishment reflects your commitment to serving our community, and for this I commend you. Furthermore, this achievement is also demonstrative of your exceptional abilities in the areas of community involvement and relations. You and your staff should be very proud of the quality of the many services offered, and to have been recognized on a national level. Once again, congratulations, and if I can be of assistance to you in the future, please do not hesitate to contact me. Sincerely, ZGene Mullin ASSEMBLYMEMBER, 19th District Printed on Recycled Paper Escoffier, Al From: California Library Association [info@cla-net.org] Cent: Monday, August 11, 2008 2:15 PM X Escoffier, Al `'Subject: News From the Capitol News F 411 News From the Capitol Library Bond Measure Dead More Info DUE TO DIRE BUDGET SITUATION, LIBRARY BOND MEASURE IS DEAD FOR THE YEAR Late Thursday afternoon, the Assembly Appropriations Committee, the fiscal committee for the Assembly, dispensed with hundreds of pieces of legislation on their so-called "suspense file." Unfortunately, the Assembly Appropriations Committee decided to "hold" SB 1516 by Senator Simitian in committee, rendering the bill dead for the year. SB 1516 is a$4 billion library construction and renovation general obligation bond measure, which if approved by the legislature and the Governor, would have been placed on the November 2010 ballot. CLA(the sponsor of SB 1516) and Senator Simitian have been engaged in intensive lobbying on behalf of the library bond since February. While we knew that it would be challenging to move a general obligation bond during a difficult Budget year, we were hopeful that the legislative leadership might decide to promote a comprehensive general obligation bond package - e.g. water, K-12, libraries, etc., which had been rumored. In the end, however, none of the three major bond measures that were heard in Assembly Appropriations Committee prevailed. (the library bond, a "green" bond for state buildings, and a K-12 "career tech education" bond). When a bill is placed on the so-called "suspense" file in the Appropriations Committee in either house, it means that the cost for the legislation is $150,000 or greater, and with no prejudice to the bill, it must be set-aside and prioritized later by the legislative leadership. You will recall in our July 9, 2008 report to the field that the committee consultant identified significant costs associated with SB 1516 that would affect the state's already dismal Budget situation. The committee consultant noted: "Assuming the $4 billion in bonds are sold at an average interest rate of 5.25% and retired over 30 years, debt service costs for principal and interest would total about $8 billion or$267.7 million annually?" The analysis went on to ask: "Should the legislature authorize a G.0. bond to be placed on the ballot in 2010 given the state's current fiscal crisis." While there has been discussion at the Capitol about a water bond, supported by Governor Schwarzenegger and Dianne Feinstein, it is unclear if an agreement will be reached on this measure either before the close of session on August 31 st, as several key representatives in the legislative leadership offices have told us "no bonds this year." 1 Trustees Fund Balances Report As of 6/302008 8/12008 Page 1 6/302008 Account Balance s'. 9i% a?� -PIT Cash and Bank Accounts Anderson, O. E.E. Fund 16,584.28 Centennial Fund -2,000.00 Copier Fund 30,224.67 Donations-Children(designated) 250.00 Donations-Misc 1,011.19 Ellis Memorial. 47.50 Farrell(Julia)Fund 6,974.06 Interest 2,398.30 Jackson(Dorothea)Fund 3,180.85 Peltier Memorial Fund 1,270.00 Pine(Jane and David)Fund 1,000.00 Schmidt(Mary Jane)Fund 1,565.00 Schroeder(Alice)Fund 71.88 Thigpen(Dorothy)Fund(designated) 1,000.00 TOTAL Cash and Bank Accounts 63,577.73 TOTAL ASSETS 63,577.73 LIABILITIES 0.00 OVERALL TOTAL 63,577.73 Revolving Account Balances Report (Includes unrealized gains) As of 6/30/2008 8/1/2008 Page 1 6/30/2008 Account Balance ASSETS Cash and Bank Accounts Amazon.com 102.45 Children's Reading Club(designated) 785.79 Circ Desk Sales -475.08 Davenport(Elizabeth) Fund 140.00 Friends of the Library 2,571.34 Gifts to Staff 200.00 Land's End 112.96 Large Print Books 26.69 Manini(David)Fund 1,813.00 Moose(Gladys)Fund 100.00 Postcard Sales 389.22 Silicon Valley Community Foundation Gran 8,177.94 Staff Education-LSTA 1,092.00 Staff Recognition 566.70 Stone Mem. Lecture Fund(dsgn.) -247.45 Volunteer Program (designated) 697.11 Writers Club 150.00 TOTAL Cash and Bank Accounts 16,202.67 - ) TOTAL ASSETS 16,202.67 - LIABILITIES 0.00 OVERALL TOTAL 16,202.67 Page 1 of 1 Close Window FUND SUMMARY Roger and Jean Hunt Duncan Fund (1012) Current Gift and Grant Information as of August 14, 2008 Year-To-Date - Last Year-2007 Cumulative 2008 (since 1/1/2003) Contributions $0.00 $0.00 n/a Non-Gifts $_0.00 $0.00 n/a Grants Paid $0.00 $35,000.00 $221,100.00 Grants Approved, Not Yet 0 Paid .00 Recommendations in 0.00 Process Recommendation(s) $0.00 (0) Pending Investment Activity $-95.521.03 $116,649.81 Support Fees& Other $-3,925.54 $-5.981.74 Expenses Balance Available for $567,680.08 Grants Current Fund Balance! $1,123,264.20 as of 08/14/2008 Select a range 04/01/2008-06/30/2008 © View fund statement* Fund Statement? C-) Email fund statement to Get Statement 1 - Current Fund Balance is based on the balance calculated at the end of the previous business day, including daily gift and grant transactions. Investment returns and administrative fees are calculated and Fund Balances are updated by the 22nd of the month. To see a detailed view of the Fund Balance, click on the underlined balance. 2 - Fund Advisors are notified via email when fund statements are available for review, approximately 22 days after the end of each quarter. Gift and grant transactions are updated nightly and account balances are updated monthly with the prior month's investment returns. Fundholders will be notified via email at the beginning of the quarter when their comprehensive fund activity statements in PDF form are available for review. Silicon Valley Community Foundation assesses reasonable fees for the costs associated with administering charitable funds. All fees are an annual percentage and are assessed monthly based on the fund balance at the beginning and end of the month. Funds must maintain a minimum balance of$1,000. The minimum annual fee for all fund types is $250. Adobe Acrobat is needed to view fund statements. https://www.edonorcentral.com/resource_print.asp 8/14/2008 Burlingame Library Board of Trustees Agenda Detail Meeting Date: August 26, 2008 Item: VII Subject: Reports Librarian's Report BURL NOAME Burlingame City Oman Report `-' August 13, 2008 Summer Reading Programs for Adults and Children Our summer reading programs were a great success this summer reaching more users than ever. We had 317 adults enrolled in the program. We reached 395 people through our adult evening programs. The children's programs were even more impressive with 510 children enrolled in the 3 children's programs. Attendance at Family Fun Nights and other family-focused activities reached 864. This was a 15% increase in participation over the 2007 summer programming efforts. We are pleased to say that we reached into every elementary school and middle school in Burlingame and Hillsborough. The students at Lincoln School were the largest group to participate in Burlingame; the students at North Hillsborough School were the top finishers for the Hillsborough schools. Hillsborough students constituted 21% of our participants this year. Children's Room kini-Renovation Status The Children's Room has been repainted, including a sealer coat and two coats of color in the 1930's wing. The room is now ready for the installation of the Children's ' Mural in September. , In addition, the 3 "Morris" lounge chairs have arrived; they are child-sized and beautifully made. Fabric to recover the end panels has also arrived and will be installed in September. The refinishing of the furniture will be done in two parts, so that all of the furniture will not be out of the room at once. We are using Acorn Refinishing who have done work for us before. The settees and the stools will also be re-upholstered in,the coming weeks. The leather for the upholstery has been ordered and will arrive shortly. We are experiencing a$ 4,280 shortfall in the Foundation funding of the project and I have asked for additional funds to complete the project. This project has been a partnership between the City, the Burlingame Library Foundation and a number of private donors. 1 480 Primrose Road Burlingame•California 94010-4083 Phone(650)558-7474'Fax(650)342-6295•www.burlingame.org/library Children's Room Mural "1 The Children's Mural is underway in Lynne Rutter's San Francisco studio. With the walls prepared, she should be ready to install the mural in mid-September. A task force chaired by former Trustee and Foundation Board President, Kris Cannon, is well on the way to raising funds for the mural, with a number of verbal commitments at the $ 1,000 level already in hand. The mural will be one of the highlights of our Centennial Kick Off in October. Library Re-Carpeting We are again stalled on the library re-carpeting. The City has hired a consultant to write a tight specification and again go out for bid. We met to discuss the matter several weeks ago, and the consultant suggested the cost has likely gone from $ 140K to $ 275K, in 4 years. I am not sure whether this will again postpone the project or if we will be able to secure adequate funding to complete it. We will need to wait for the results of our second bid process. Easton Air Conditioning During the 2004 re-construction of the Easton Branch, it was discovered that the entire west wall needed to be replaced due to termites and dry rot. This left the project with the need to scale back on other costs. Air conditioning was one of those items that were cut from the budget. Since that time, we have experienced some very hot days when the inside temperature reaches upwards of 90 degrees. In discussion and research with the City Attorney, we have agreed that staff cannot work in such high temperatures. When the inside temperature reaches 89 degrees, we-will need to close the building. I have asked the Facilities Division to get an estimate for installing air conditioning. The estimate is approximately $ 15,000. Facilities Division does not have the funds to pay for this work, so it will likely be paid out of the Library budget. I will keep you posted on our progress. Trustee Education and Training Fund Policy , At the June 24, 2008 meeting you approved the concept of Library Education for staff to improve performance and create ladders for succession planning. I am grateful that the Board sees this as a priority. When we discussed it, I suggested the existing funding from the O.E.E. Anderson donation would be sufficient to begin the project, but that we would eventually ask the Duncan Trust to fund the future education efforts. I am thinking that we will postpone asking for the Duncan support at this time, since we already have funds allocated and we have some other more immediate needs. 2 �- Collection Development Gap We have discussed the gap in funding for print and non-print collections over the last 5 years as it relates to the City budget. We are about 30% below where we were in 2003. By cutting the collection budget, buying a_significantly large number of paperbacks and quick picks, we have been able to keep up with demand for the most part. However, we have really never been able to make up the loss. I would like to try to close that gap this year. For that reason, I have drafted a letter to the Silicon Valley Community Foundation requesting $ 30,000 to help fill the gap in'the collections budget. For those of you who are less familiar with the Duncan Trust, it was created in the 1980's upon the death of Roger and Jean Hunt Duncan. The Duncan's owned the property immediately south of the Library on which the Children's room was eventually built. The Duncan's also left $ 500,000 in trust with the then Peninsula Community Foundation, now the Silicon Valley Community Foundation, Mountain View. The fund may be used for books, services and other library needs that the City cannot afford. We have used grants from this fund for; a) finish the Easton Branch construction project; b) initiate the concept of computers for the public; c) fund books in the arts for the library collection. I would like to request $ 30,000 for the collection from the Duncan Trust and another $ 40,000 from the Burlingame Library Foundation. This would help close the gap in collection funding. Grants are made in writing under the auspices of the President of the Board of Trustees. Hillsborough Contract Status Contract negotiations are continuing with the City Managers of the three cities regarding the Hillsborough Library Services contract. Our City Manager, Jim Nantell, has offered to meet with you at your next meeting to discuss the current negotiations. Name the Lions Contest The Centennial "Name the Lions" contest is underway and we have many entries. We will be taking entries through mid-September for the contest and the Board sub- committee will be meeting to select the winners. There is a lion-oriented display in the Book Sale area to encourage the public to enter the contest. 3 New Library Cards New photo library cards will be available this month. We have announced them in the full page advertisement in the Burlingame Recreation Bulletin which should reach doorsteps on or about August 25th. The photo cards are beautifully re-designed by our , graphic artist and we now have key tags for those who wish to carry their library cards -on their key rings! Awards and Centennial Proclamation Staff will be available at the City Council meeting on September 2nd to accept the thanks of the City ouncil for the 7 national awards that were won by Maryam Refahi and the Library Marketing team. City Council will also be issuing a proclamation to the Board of Trustees in honor of the Library Centennial Celebration. We also received a congratulatory letter from Assemblyman Gene Mullin regarding the awards. Library now has "Kindle" The Library now owns a Kindle electronic book reader from Amazon.com. We purchased the.Kindle so that staff could become familiar with this new technology and eventually we may circulate it to the public. The Kindle can have copies of entire books downloaded to it, as well as periodical subscriptions. Mary Beth James-Thibodeaux has taken over this project and is fast becoming our resident expert on this new technology. Library Trustees Review of Expenditures The City has asked if they can make a change in the Library Accounts Payable going forward. Approvals would be made and bills paid on a weekly basis, instead of a monthly one. At the end of the month, staff will have a detailed list of expenditures for Board review. This new procedure will help the City to better ensure security of payments to vendors. The Trustees Special Fund is directly under your auspices, so while I report the account balances to-you monthly, any expenditures need to be approved by a majority of the Board before they are made. You also receive for review the Revolving Fund balance, most of which is-Trustees Special Fund, and the Duncan Trust Balance, which is held in Trust by the Silicon Valley Community Foundation. Upcoming Events: • 26 August, Library Board Meeting, 5:30 PM (new date) • 31 August, 1 September, Labor Day Holiday, Closed 0 2 September, City Council Awards and Proclamation, 7 PM • 9 September, Upgrade to Library Circulation System (should be transparent) 4 • 16 September, Cutover to Fiber Optic Network (should improve performance of library PC's) • 23 September, Proposed change in date for Library Board meeting • 11 October, Kidney Foundation Luncheon, Hilton Hotel, San Francisco, 10:30 AM • 19 October, Library Centennial Kick-Off, Noon, Front Porch, followed by Open House Alfred H. Escoffier ) City Librarian Burlingame Public Library 480 Primrose Road Burlingame, CA 94010 5 Burlingame Library Board of Trustees Agenda Detail Meeting Date: August 26, 2008 Item: VIII. Unfinished Business A. City Council Counterparts B. Trustee Education and Training Fund Policy Libvrary Board of Trustees August 26, 2008 Item: VIII, A: Council Counterparts The Library Board has a liaison with their Council Counterparts to enhance communication between the Board and the City Council. The current Counterparts are: Coucil Member Library Trustee Terry Nagel Deborah Griffith Jerry Deal Ann Keighran Nancy Brock Rosalie O'Mahony Pat Toft Cathy Baylock Katie McCormack Representative to the Foundation: Deborah Griffith With the newly constituted Board, we need to fill the counterpart role with Jerry Deal; or the Board may wish to change counterparts. BURLiI�G ME Burlingame Public Library Trustees Education Fund Policy Purpose: The Burlingame Public Library Trustees Education Fund is intended to provide financial support to staff who wishes to enhance their career through additional education opportunities. Education and Training 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, or programming events pertinent to the role of the 'Library's mission to better serve all residents of the community. Trustees 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 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. Approved by Library Trustees, June 24, 2008 48o Primrose Road•Burlingame-California 940io-4o83 Phone(650)558-7474'Fax(650 342-6295'www.burlingame.org/library i � � w Trustees Education Fund Request From Name: Address: City: Zip Phone Library position: Department: I Funding Requested i I hearby request funds for the following 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 Burlingame Library Board of Trustees Agenda Detail Meeting Date: August 26, 2008 Item: IX. New Business Subject: A. Library Requests for Calendar 2009 B. Request for Funds from Duncan Trust C. Accounting Procedures D. Proposed change in September Meeting Date E. Trustee Education Fund Requests (new) August 15, 2008 TO: Burlingame Library Foundation Board FROM: Al Escoffier, City Librarian RE: Library Support for Calendar Year 2009 As we move into the final five months of Foundation funding for 2008, there are several areas I would like the Board to consider funding for the coming year. 1) Library Collections Budget. With the Library's operating budget at zero for the 2008-2009 fiscal year (July 2008-June 2009), 1 find we have had to reduce collections support by 6.6% or $ 12,684.00. We are currently slashing our reference standing orders for anything that is available in electronic form. We are also dropping lesser used reference items from the budget in favor of circulating materials. During the last fiscal year, the Foundation pledged a� $ 36,000.00 for collections. In order to make us "whole" the magnitude of this number will need to increase by nearly $ 13,000.00. The total request would be as follows: a. Supplement Print Budget $ 13,000.00 b. Graphic Novel Collection $ 2,000.00 c. HS Summer Enrichment $ 3,000.00 d. Children's Media $ 2,000.00 e. Media: Teen, Adult $ 25,000.00 Library Collections Total $45,000.00 2) Library Programs to Encourage Reading. Library program attendance hit an all time high during the last year thanks to the hard work of the staff and funding of the Foundation. Since programming is not paid for by the City, all funds for public programs must come from the Foundation. I would like to see programming at 12% higher expenditure than last year to fund the last half of the Library's Centennial year. 1 a. 3 Summer Reading Clubs $ 10,000.00 b. Children's Programs $ 5,000.00. c. Adult programs $ 8,000.00 d. Centennial Programs $ 6,000.00 e. One Book, One Community, 2009 $ 3,000.00 Programs Total $32,000.00 3) Library Buildings. Increasingly any enhancements to the library buildings must come from private donations. The renovation of the Easton Branch was made possible with $ 1 M in private donations; the mini-renovation of the Children's Room this year is being done with Foundation donations, etc. Shelving. Shelving is not purchased for the library except during reconstruction or renovation projects. We have recycled shelving and refinished shelving, all the while storing it so that we could do so. The media shelving would be a new type of shelving that would better show off the media and make it more accessible to the user. The shelving would be located in the Lower Level area. The estimated cost would be: $30,000. Total Requests from Library for Calendar 2009: -� Library Collections $32,000.00 Library Programs $45,000.00 Library Buildings $30,000.00 Total $ 107,000.00 Respectfully, Alfred K Escoffter City Librarian August 15, 2008 2 BURL NOAMI : August 13, 2008 Ellen Clear, Vice President for Grantmaking Silicon Valley Community Foundation 2440 West El Camino Real l Mountain View, CA 4040-1498 Dear Ellen: RE:Request for Funds from the Burlingame Public Library Duncan Trust LO 0 , The Burlingame Public Library B6ard of Trustees would like to request,3tf000 from the Roger and Jean Hunt Duncan Trust for the improvement and enrichment of the library's print and non-print collections. Background The Burlingame Public Library•suffered significant reductions in the City Budget for Library Services during the 2003 budget year. At that time, we lost 2 mid-managers, laid off 3 full time staff, and reduced our hourly staff by 40%. None of these positions have been reinstated, nor do we expect them to be. At that time, we also lost 30% of our collection budget for print and non-print materials. We have tried to keep up with demand by purchasing paperbacks.instead of hardbacks, eliminating expenditures for anything that might be available in electronic form, and significantly reducing the adult nonfiction expenditures. The difference in the budget from 5 years ago is: $ 248,000 for print materials versus $ 186,000 for print materials in 2008. Inflationary costs hit the book market harder - than most other markets, so we have seen the value of our dollar descend in terms of buying power for materials. The Duncan's were art and antique dealers, among their other avocations and they wished that part of the fund be used for high end print materials added to the library on a regular basis. Many of the classic items in our art and antiques collection were from the initial donations of the Duncan's. 48o Primrose Road Burlingame-California 94010-4o83 Phone'(65o)558-7474'Fax(650)342-6295'www.burlingame.orq/library Summary We would respectfully request that the Burlingame Public Library Trustees be granted $ 30,000 for the enrichment of the Library's print and non-print collections. Each item would have a plate on the item indicating: Gift of Roger and Jean Hunt Duncan Trust. We thank the Silicon Valley Foundation for their continuing support of the Library via the Duncan Trust. I also would like to personally thank the Silicon Valley Community Foundation for your support of the Peninsula Library System "One Book, One Community" program which has met with great success in our community the last two years. Sincerely, Nancy Brock President, Library Board of Trustees Library Board of Trustees August 26, 2008 Item: IX, C: City Accounting Changes The City Finance Department has requested that the Library handle Accounts Payable differently than we have in the past. They have requested that the Library process their accounts weekly, instead of monthly. This way the accounting will move more quickly through the system and ensure greater accountability. In discussion with the City Attorney, he indicated that this new procedure would be acceptable according to the California Education Code, Section 18953. This section discusses only the Library Board's fiduciary responsibility with regard to what we call the "Trustees Special Fund." This fund holds gifts to the Library and the profit from entrepreneurial efforts on the part of the Board. I report the balances of these funds to you on a quarterly basis. Items to be expended from this fund require Board action. In the future you can expect to receive: 1) Monthly Accounts Paid (see sample) with indications of what has been paid and from which account. This is the City's General Fund accounts. No signatures will be necessary on these reports. 2) Quarterly Account Balances (see this month's agenda) from the Trustees Special Fund, Revolving Fund, and the Duncan Trust Fund. 3) Trustees Special Fund Expenditures. These expenditures are made through action of the Board and recorded in the Board minutes. If you have questions or concerns, please let me know. Basically we are reporting the Library's expenditures to the Board on a monthly basis, though we are paying them on a weekly basis. Library Board of Trustees `. August 26, 2008 Item IX, D: Proposed change in date of September Board Meeting Due to the way the vacations of the City Librarian and Administrative Secretary fall during 7 days in September, and because we have a later than usual August Board of Trustees meeting, I am proposing that the Board consider changing their regular Board meeting in September to Tuesday, September 23, 2008, 5:30 PM (the fourth Tuesday of the month.) 4 Board of Trustees August 26, 2008 Item: IX, E. Trustee Education Fund Requests Request for Use of Funds: I have had requests from the following staff for education support for the California Library AssociationConference, San Jose, in November: Pat Harding, Library Services Manager; Barry Mill, Library Technology Manager; Amy Pelman, Librarian I; Linda Santo, Program Librarian. Projected Cost of Conference: Since the conference is local, the costs will be registration and transportation only. Registration costs will be approximately $ 300 each. The City General Fund will pick up transportation costs. I have a small fund as part of the City which will pick up my fees. Total projected cost: $ 1,200.00. Staff will fill out forms for final approval after payments have been made.