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HomeMy WebLinkAboutMin - LB - 1979.03.20 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES - MINUTES MARCH 20, 1979 CALL TO ORDER: The meeting was called to order by Chairman Hechinger at 4:30 P.M. on March 20, 1979. ROLL CALL: Trustees Present: Chairman Hechinger, Trustee DeMartini, Trustee Phelan, Trustee Weatherbe, Trustee Parsons Trustees Absent: None Also Present: Joy Molder, Assistant City Librarian; Elain White, Representative of the A.A.U.W. - William Nagle, Representative to the System Advisory Board and Delegate to the Governor's Conference on Libraries. BILLS: Checks in the amount of $8,811.52 were ordered paid on a motion by Trustee DeMartini , seconded by Trustee Phelan, and carried by those Trustees present. The Special Fund bills that totaled $620.52, were paid on a motion by Trustee Phelan, seconded by Trustee Parsons and carried. REPORT: Mr. William Nagle was present to give the Board a report of his experience at the California Governor's Conference. Mr. Nagle stated that they days were extremely busy and meetings productive and informative. Governor Brown did not attend the meeting but there was a good turnout despite that fact. The major concern of the meeting was adequate financial support for Libraries but a number of other issues were addressed. There was considerable discussion on minimum standards for Libraries as well as service to minority groups. It is the hope of the participants of the Library Governor's Conference that increased awareness of Library needs and services will be carried on at a local level as a result of the Conference. Trustee De Martini asked if there was anything discussed regarding security measures that other Libraries use. Mr. Nagle said that there was very little discussion on this issue, and nothing that "made the floor". Trustee De Martini commented that this surprised him because it is so improtant to the Library and that it had saved us a great deal of money in loss of books over the past year since Burlingame Library had it's security system installed. Librarian Bergsing congratulated Bill on his appointment as the Burlingame Representative to the Peninsula Library System Advisory Board and noted that Mr. Nagle was still "in the running" as a delegate to the White House Conference on Libraries and Information Services in Washington, D.C. in October. LIBRARIAN'S REPORT: Librarian Bergsing gave the Board of Trustees the 'survey forms' that were filled out by Patrons of the Easton Branch Library requesting different hours of service. She explained to the Board that they hadn't been tallied as there was no consistency to the hours requested. Patti Bergsing pointed out that Joy Molder is conducting training sessions for the staff to better serve the public. Her first staff meeting concerned proper telephone courtesy as well as "Patron-to-Staff" public relations. Her most recent meeting was titled "The Problem Patron" and centered around difficult situations with patrons who have problems. Several employees from other City Departments also attended the session. Trustee Phelan agreed that this was a good idea and that the Staff should be kept informed on how to deal with problem situations. CORRESPONDENCE: Trustee DeMartini read letters to the Board from the following people: Mrs. R. H. Van Doorn (in appreciation of the Reference Department) California Association of Library Trustees and Commissioners Chairman Hechinger questioned the function of the California Association of Library Trustees and wondered just how much activity the Trustees had that belonged to the association. Librarian Bergsing explained that for a while the association had been non-existant but it was now reorganizing and people were getting more involved. Eventuallyit should be a very useful orgainization. UNFINISHED BUSINESS Appointment of Burlingame's Representative to the Peninsula Library System Advisory Board: Librarian Bergsing officially advised the Board that Council had appointed Mr. William Nagle to the System Board. There is one representative from each of the eight Library jurisdictions in the County. Capital Improvemeqts: Patti Bergsing gave a copy of the Capital Improvements requests to each of the Board members. She explained to them the reduced pressure backflow apparatus, the foundation and roof problems the Library is having. Discussion was held on the proposed Smoke Detector System and the Board members felt that this would be very beneficial to the Library in the event that there should ever be a fire. NEW BUSINESS Option for use of $2 400.00 membership fee to P.L.S, waived for this year: Librarian Bergsing recommended that the Board use the money to purchase 35,000 security tags for the books, since this request had been deleted from this year's budget. Trustee DeMartini thought this was an excellent idea as the system probably saved us considerable money in the past year that we have had it. A motion was made to purchase the security tags by Trustee DeMartini, seconded by Trustee Phelan and carried unanimously. Options for the use of C.L.S.A. funds earned in 1978-1979: Librarian Bergsing suggested that these funds could be used to develop and implement a plan for some reorganization of public service areas and replacement of worn out equipment. Specifically she mentioned the possibility of working with a Library building consultant from the State Library or hiring an outside consultant for two or three thousand dollars. In the long run she felt it would save the City money. She pointed out the following problems regarding current operations: Lack of visual communication between the Circulation Desk, the Reference Desk and the Children's Department. The continuing problems with the existing intercom system and the high cost of repairs. The constant difficulty at the Circulation Desk becuase all three outside phone lines ring in there, and the staff is trying to forward calls throughout the building while waiting on the public at the same time. The Circulation machines are no longer being manufactured and the current machines are worn out and should be replaced within the next couple of years. To change over to another manual system would be about $4,000.00 but long range, the Baord might want to investigate the possibility of installing a computerized system. This could cost about $25,000.00 to convert the holdings to machine readable form and another $25,000.00 to $50,000.00 for installation. Mrs. Bergsing did not think Burlingame should or could afford to do it alone, but it might be more feasible and considerably cheaper if it could be developed with the other Libraries in P.L.S.. She pointed out that the bound periodical collection was running out of space and backfiles on microfilm needed to be considered as well as cooperative retention and storage with the P.L.S. Libraries. If any changes are made in the phone, intercom and circulation systems, then the Circulation Desk may need to be redesigned or replaced. The current index tables are defective and need to be substantially redesigned or replaced. Regarding the possibility of adding a few more open hours of service at the Easton Branch Library, Trustee DeMartini did not feel that it should be considered at all. He emphasized that the 1980-1981 budget is only one budget away and that we should think about our priorities. He felt that Librarian Bergsing should start getting comparative prices on various circulation systems at this time, taking into consideration the possible options she had given the Board to choose from. Trustee Weatherbe did not agree, and felt that a few additional hours of Branch operation should be considered. In regards to possible furniture purchases; Trustee DeMartini suggested that we check into Libraries that have already closed and are getting rid of their furniture and fixtures at reasonable prices. He said that we might be able to utilize some of these things and price could be right. Chairman Hechinger requested that we get some kind of information regarding the "Computerized Circulation Systems". After discussion, the Board decided that they would like to think about the various proposals until their meeting in April. At that time they would consider what recommendations they might forward to the City Council about possible uses of the C.L.S.A. funds. Establishing a Petty Cash Bank Account: Librarian Bergsing explained to the Board that the City wanted to set up a "Petty Cash Account" in addition to the one we already have, in the form of a checking account in the amount of $250.00 to pay for small amount items in lieu of a "computer check" that is issued by the City. The motion was moved by Trustee Phelan, seconded by Trustee DeMartini and carried. ADJOURNMENT:The meeting was adjourned at 6:00 PM with the next meeting scheduled for April 17, 1979 at 4:30. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB/jg