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HomeMy WebLinkAboutAgenda Packet - LB - 1979.07.17 Burlingame Public Library Board of Trustees Agenda July 17th, 1979 TRUSTEES PRESENT: TRUSTEES ABSENT: BILLS: Warrants: $8, 983 . 48 Special Fund: $929. 24 MINUTES OF THE MEETING OF JUNE 19th, 1979 : LIBRARIAN' S REPORT: CORRESPONDENCE: Letter to City Council from Genevieve Phelan. UNFINISHED BUSINESS : Update on Capital Outlay and Improvements. NEW BUSINESS: ADJOURNMENT: NEXT BOARD MEETING SCHEDULED FOR AUGUST 21st , 1979 AT 4 : 30 P.M. i BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES JUNE 19th, 1979 CALL TO ORDER: The meeting was called to order by Vice-President/Secretary DeMartini on June 19th, 1979 a 4:30 pm. ROLL CALL: Trustees Present: Trustee DeMartini, Trustee Parsons, Trustee Weatherbe and Chairman Hechinger. Trustees Absent: Trustee Phelan, excused for personal reasons Also Present: Mrs. Joy Molder, Assistant City Librarian Mrs. Frank Pagliaro BILLS: Checks in the amount of $24,503.84 were ordered paid on a motion by Trustee Parsons, seconded by Trustee Weatherbe, and carried. Special Fund bills totaling $1,313.60, were paid on a motion by Trustee Weatherbe, seconded by Trustee Parsons, and carried. MINUTES: Minutes of the May 15th, 1979 meeting were approved and ordered filed. LIBRARIAN'S REPORT: The Librarian's Report was discussed in conjunction with the Agenda items under Unfinished Business and New Business. CORRESPONDENCE: Librarian Bergsing read a letter to the Board from Prudence Hamilton, Chief of Library Services at Peninsula Hospital that was addressed to Mayor Amstrup. Ms. Hamilton wanted to express her appreciation of the Burlingame Public Library. Mrs. Bergsing also read a letter from Mr. Dikran Kazanjian of San Mateo who wanted to express his feelings on the "outstanding staff" and the many kindnesses he has been afforeded at the Burlingame Public Library. He donated $100.00 to the Library to show his appreciation. UNFINISHED BUSINESS: Update on the 1979-1980 Budget: Librarian Bergsing informed the Board that the City Council had been over to tour the Library on Saturday, June 9th. They viewed first hand some of the items the Library had requested in the Capital Improvement portion of the budget. The majority of the session however, was an update on the current financial status of the City by the City Finance Director. Mrs. Bergsing is going to send a follow-up of the discussion regarding the Capital Improvements to Councilman Crosby. Trustee DeMartini stated that he feels very strongly that if the City of Burlingame can afford to become involved with the potential expenses supporting a rent control board, there should be no more question about supporting the Easton Branch Library. If they can find the money for that, they can certainly find the money to keep Easton open. It was discussed that perhaps the Council might consider additional open hours at the Branch and Librarian Bergsing said that she would include this as a possibility in her memo to Councilman Crosby. NEW BUSINESS: Financial Status of the City: Librarian Bergsing gave a brief summary of the Proposed City Budget and the Financial Status of the City of Burlingame as presented by the Finance Director. She also described the possible impact of the proposed Gann initiative on Burlingame's finances it it is approved by the voters. Discussion followed. Librarian Bergsing requested that the Board members consider the purchase of a new laminating machine for use in the Periodical Department. The one that is presently being used is 15 to 20 years old and can no longer be repaired. The price for a new machine she said, would run approximately $1,000.00. This was considered to be a definate need for the Library's operation and the Board unanimously agreed that it should be purchased out of the Special Fund. After discussion, Trustee Parsons moved that we purchase the new machine, Trustee DeMartini seconded the motion and the Trustees present carried the vote unanimously. Mrs. Bergsing made mention of an "on-line cataloging system" which she thinks would be an excellent purchase choice to make use of the C.L.S.A. funds. The Board requested more information on this and Trustee DeMartini said that he would like to continue the matter under "Unfinished Business". Librarian Bergsing is going to obtain further information and report back to the Board. ADJOURNMENT: The meeting was adjourned at 5:32 pm with the next meeting scheduled for July 17th, 1979 at 4:30 pm. Respectfully submitted, l// /Patricia M. Bergsing / Clerk of the Board PMB/jag . BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES LIBRARIAN' S REPORT JULY 17th, 1979 Resignation of Library Trustee: At their meeting of July 2nd, 1979, the City Council accepted with regret, the resignation of Genevieve Phelan as a member of the Library Board 'of Trustees. She cited her impaired vision as the reason for her resignation. The City Council sent a letter thanking Mrs. Phelan for her 10 years of service to the City. I know this Board wishes to join the Council and the Library staff in expressing their regret over Genevieve's' resignation. Her wisdom and judgement will be missed by all of us. Mayor Amstrup appointed Councilman Martin and himself to interview applicants for. the Board with an application deadline of two weeks . Budget 1979-1980: The City Council discussed the budget briefly at their study session on July 10th. A July 20th dealine was set for individual Council members to meet with their assigned department heads. A special budget meeting will be scheduled after that date. At the regular Council meeting on July 16th, the proposed use of Revenue Sharing funds will be discussed. This includes roof repairs and `- a smoke detection system for the Library. I plan to attend and I ' ll report to you on the 17th about what happens. Easton Drive Branch: Beginning July 1st , Miss Ginny Rollett began working at the Branch Library as the Library Assistant II responsible for the clerical tasks and daily operation of the Branch. Ms. Barbara Rowe, the former Branch Librarian has been reclassified as a Librarian II and is working full-time at the Main Library. The hours of the two part-time Librarian II ' s have been reduced to accomodate this change. The Assitant Librarian, Mrs. Joy Molder, will supervise and oversee all services and activities of the Branch. Joy has done an excellent job of planning and organizing a smooth transition of this major change in our Branch operating procedures. This change was made necessary by the 60% reduction in the Branch service hours operating budget after the passage of Proposition 13. Farrell Fund : The Library received a check for $303 . 75 from the San Mateo Foundation in the name of the Julia Farrell Memorial Fund. This Library receives about $300. 00 per year from the interest on this fund. The money has been used to purchase special books for the Library for the past 10 years as requested in Mrs. Farrell ' s will . BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES LIBRARIAN' S REPORT CONTINUED, PAGE 2 JULY 17th,' 1979 Study of Technical Processing Costs : As part of a study undertaken by P.L.S ., the Burlingame Library is conducting a time and motion study of all the tasks carried out by the Technical Service staff. On July 19th, Pat Thomas and I will be meeting with the consultant the System has hired to conduct the survey. It is the goal of this part of the study to arrive at sound, realistic cost figures for selecting, ordering, cataloging and processing books. Capital Outlay and Capital Improvments: A considerable part of my time during the past month has been spent in gathering more information on the following items and services: a new laminating machine, new microfilm and microfiche reader/printers, a new bindery to bind our periodicals and rebind our older books, on-line cataloging systems, and automated and manual circulation systems. I 'm not ready yet to give you a complete report or recommendations on any of these items because I still have more research to do, but I will update you on current progress at your meeting. Friends of the Library: The Friends of the Library initiated a new service for Library patrons this month - providing "free" supplies of items like scissors , stapler, and scotch tape. Since last June the Library had discontinued free handouts of these items because so many staplers, scissors, etc. , had "walked away" and/or the privilege had been frequently abused. However, the staff received considerable criticism from the public for not providing some of these "niceties" , so once again the Friends have come to the rescue. They have re-established the service on an experimental basis.We hope it will improve public relations, not prove too burdensome to handle, and not be abused. We are not advertising the availability, but it will be nice to have something to offer when asked. Meeting Room Use: We are. in the process of compiling figures for use of the California and Community Rooms and I will have them completed in time for your meeting. Annual Report : We are currently in the process of compliling statistics for the annual report to the State Library which is due in August . We should have everything completed by your next Board meeting. The figures provide an interesting summary of the Libraries activities for the 1978-1979 fiscal year and make it possible to do some comparison with previous years. Statistics : Overall statistics are .up a whopping 300 over last June for general reference transactions . Our six month average to date has been 2, 521 per month. We are down slightly for June at 2, 177, but this is common for , --- June to lag slightly. Interlibrary loans remained strong over last month at 283. Circulation at the Main Library was up 11% over June a year ago, but the Branch was down 360, reflecting the reduced service hours and the reduced number of new books. BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES LIBRARIAN' S REPORT CONTINUED, PAGE 3 JULY 19th, 1979 Children ' s Department : The Summer Reading Club is into its second week. Over a hundred children have joined and are doing oral reports, drawings and dioramas. Betty Hallock and Sue Reiterman completed their recruitment program for volunteers for the children ' s Summer Reading Club. Sixteen individuals were acepted to listen to children' s stories, following a training session by Joan Leach. All open time periods were filled by volunteers, with some additional persons volunteering to substitute if the need arises. The volunteers seem to be enjoying listening to the children make their reports and commenting on their art work. r STATISTICS FOR JUNE 1979 CIRCULATION MAIN BRANCH Books: Adult, Non-Fiction 9744 357 Child, Non-Fiction 1268 246 Adult, Fiction 9595 903 Nk.- Child, Fiction 2819_ 442 TOTAL: 23426 TOTAL: 1948 Periodicals: 1. 336 329 Pamphlets ( Incl . Maps & Sm. Press: 231 1 TOTAL: 1567 TOTAL: 330 Moving Pictures: 55 -0 Audiorecordings (Incl . Rec. & Cass.) 1092 -0- Art Prints: 37 -0- Equipment Loaned: 4 -0- Sl ides: 20 -0- TOTAL: 1208 TOTAL: -0- TOTAL CIRCULATION: 26,201 + 2,278 GRAND TOTAL CIRCULATION: 1978 Circulation 30,747 1979 Circulation 28,479 7.38 % `Dec. Average Daily Circulation, Main, 1978 832 Main, 1979 936 11.10 % Inc. Average Daily Circulation, Branch, 1978 222 Branch, 1979 142 36.00 % Dec. REFERENCE STATISTICS: Total Reference Questions: 2,193 ILL Borrowed: 119 GRAND TOTAL OF ILL Lent: 164 REF. ACTIVITY 2,476 ILL Total : 283 REGISTRATIONS: AS OF Mau 30, 1979 ADDITIONS WITHDRAWALS TOTAL REG. PLS PATRONS TO Adults: 18,566 359 524 18,401 DATE: 7,263 Children: 3,039 72 169 2,942 Increase of 60 Hillsborough: 2,958 72 -0- 3,030 Other Non-Res. Patrons 216 3 -0- 219 TOTAL: 24,779 506 693 24,592 ACCESSIONS AND WITHDRAWALS: Added Discarded Total to Date AS OF: May 31st VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Adult,PJon-Fic. : 132,536 - 97,037 446 - 276 209 - 189 132,773 - 97,124 Child, Non-Fic: 1.7,688 - 13,689 52 - 45 205 - 21 17,535 - 13,713 Y.A. , Non-Fic: 3,241 - -31-041 -0- - -0- 9 - -0- 3,232 - 3;041 Adult, Fiction: 47,137 - 39,736 240 - 145 6 - 5 47,371 - 39,876 Child, Fiction: 13,325 - 9,526 53 - 44 8 - 5 13,370 - 9,569 Y.A. , Fiction: 2,587 - 2,237 11 - 8 7 - 4 2,591 - 2,241 TOTAL: 216,514 -165,266 802 - 518 444 - 220 216,872 - 165,564 PAMPHLETS ADDED: 361 MAPS ADDED: 1 PAMPHLETS DISCARDED: 274 MAPS DISCARDED: 11 TOTAL: 16,773 TOTAL: 1,219 RECORDINGS: AS OF: May 31st, 1979 ADDED DISCARDED AS OF: ,lune 30, 1979 UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES Disc' s: 4788 / 3983 16 / 14 -0- / -0- 4804 / 3997 Cassettes: 483 / 390 -0- / -0- -0- / -0- 483 / 390 TOTAL: 5271 / 4373 16 / 14 -0- / -0- 5287 / 4387 DEPOSITED WITH THE CITY TREASURER: MAIN: 1,736.27 BRANCH:' 22.95 TOTAL: ' 1,759.22 MEETIN 80014 FEES COLLECTED & DEPOSITED: $ 151.00 TOTAL: 1,910.22 TOTAL MEETINGS HELD 15 PEOPLE IN ATTENDANCE 373 Easton Branch Library `.. Patron Count Monday, June 11th 125 Tuesday, June 12th 141 Wednesday, June 13th 80 Thursday, June 14th 53 Monday, June 18th 102 Tuesday, June 19th 116 Wednesday , June 20th 84 Thursday, June 21st 51 Monday, June 25th 116 Tuesday, June 26th 143 Wednesday, June 27th 127 Thursday, June 28th 65 Monday, July 2nd 122 Tuesday, July 3rd 78 Wednesday, July 4th Closed for Holiday Thursday, July 5th 107 SPECIAL FUND JULY 1979 CHECKING ACCOUNT : DATE DEPOSITS WITHDRAWALS BALANCE 6/19/79 Balance Forward: 1 , 051. 21 6/21/79 357. 26 6/28/79 174. 70 2/28/79 225. 20 6/12/79 10. 00 5/10/79 Error in deposit - .40 7/6/79 162. 60 7/12/79 222. 75 7/13/79 303. 75 7/17/79 929. 24 7/17/79 Balance Forward to August : 1 , 577. 83 SAVINGS ACCOUNT: 6/19/79 Balance Forward: 8, 128. 06 6/25/79 Interest Earned: $117. 37 7/17/79 Balance Forward to August : 8, 245.43 MONTHLY REPORT MONTH June 1979 ( Outreach Activities `— 1. Volunteer Coordinator A. Hours worked 51 1/4 2. Volunteers A. Number of volunteers 13 B. Hours contributed 33 U2 3. Shut-in Patrons--Individual Visits A. Number of patrons 24 B. Number of visits made 57 C. Items circulated 19? 4. Shut-in Patrons--Institutional Visits No. of Materials visits / Attendance / circulated A. Marion Convent I (BPL) 2 23 B. % C. D. �. E. F. 5. Totals (3 & 4) A. Shut-in patrons 2.6 B. Visits made 58 C. Items circulated 215 Comments/activities: Our outreach service to individuals continued as usual this month, with replacements being scheduled for volunteers who are on vacation. t42 are also receivine renular numbers of books from the rental collection for use in our outreach program. This report does not include our institutional outreac7 statistics b-ecause of a change In personnel at -ILS. Susan ,Holmar h3s resinnec as uu =reacn Liorarian to acceot a oosi tion e1se�:rhere, and Jan Horne has begun in her place. ':lhi le outreach scrvl ce tG bl .,r 1 ng•Lam3 institutions con t1 nus as usu3 1 in i s iaon Tn, t Ur of temporarily unaval ]able. Petty H-ijl lock and I att2nd,ed a going-a •:ay lunch-on n for Susan Ho mer o .-na r f ot''L. V JU' R te-r rn (1 CITY OF BURLINGAME BUDGET EXPENDITURE LIBRARY FUND ACCOUNT NUMBER 01-750 FOR MONTH OF JULY 1979 This To Budget t t # Month Date Allowance Balance 750110 Office Expense 37 . 06 5771 . 26 5940. 00 169. 00 750120 Special Dept. Expenses 134. 49 4704. 86 4830. 00 125. 00 750121 Books & Maps 11504. 73 67379. 19 67298. 00 (81 . 00) 750122 Periodicals 120. 54 7513. 86 7450. 00 (65. 00) 750123 Binding -0- 1476. 07 2850. 00 1374. 00 750124 Cataloging 433 . 68 2949. 25 3032. 00 83 .00 750125 Records & Cassettes 198. 08 3535. 98 3610. 00 74 . 00 750130 Small Tools -0- 26. 24 225. 00 199. 00 750160 Communications 133. 89 1874. 55 2232 . 00 357. 00 750170 Utilities 1041. 57 13572. 00 16522. 00 2950. 00 750190 Maintenance 162. 01 4841 . 47 5170. 00 329. 00 750200 Maintenance of Equipment -0- 372. 81 866. 00 493 . 00 %�,_201 Operations of Equipment 86. 44 261 . 14 250. 00 (10 . 00) 750202 Maint . of Security System -0- 333. 00 240. 00 (93. 00) 750210 Professional & Spc. Serv. -0- 2400. 00 2400. 00 -0- 750240 Dues & Subscriptions -0- 212. 50 217. 00 5 . 00 750250 Travel Reimbursement 30. 99 188. 35 300. 00 111 . 00 750251 Conf . & Meetings, Lib. -0- 204. 50 250. 00 45. 00 750290 Miscellaneous -0- 92. 82 75. 00 ( 18. 00) 750800 Capital Outlay -0- 2573. 00 3000. 00 427. 00 TOTAL: 13883 . 200 120282. 85 126757 . 00 6474 . 00