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HomeMy WebLinkAboutAgenda Packet - LB - 1979.03.20 BURLINGAME PUBLIC LIBRARY �-- BOARD OF TRUSTEES AGENDA MARCH 20 , 1979 TRUSTEES PRESENT : TRUSTEES ABSENT : BILLS : Warrants : $8,811.52 S p e c i al Fund : $ 620.52 MINUTES OF THE MEETING OF FEBRUARY 20 , 1979 REPORT : California Govenor ' s Conference on Libraries and Information Services - Mr . William. Nagle . LIBRARIAN ' S REPORT : CORRESPONDENCE : UNFINISHED BUSINESS : Appointment of Burlingame Represntative to the Peninsula Library System Advisory Board . Capital Improvements . NEW BUSINESS : Option for use of $2 ,400 . 00 membership fee to P . L . S . waived for this year . Options for use of C . L . S . A . funds earned in 1978- 1979 . Establishing a petty cash account . ADJOURNMENT : NEXT BOARD MEETING SCHEDULED FOR : April 17 , 1979 at 4 : 30 pm. th Jf BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES FEBRUARY 20, 1979 CALL TO ORDER: The meeting was called to order by Chairman Hechinger at 4:35 P.M. on February 20, 1979. ROLL CALL: Trustees Present: Trustee DeMartini, Trustee Hechinger, Trustee Phelan, Trustee Weatherbe Trustees Absent: Trustee Parsons, absent due to illness Also Present: Joy Molder, Assistant City Librarian Elaine White, Representative of the A.A.U.W. Kris Cannon, Resident of Burlingame BILLS: Checks in the amount of $8,793.42 were ordered paid on a motion by Trustee Phelan, seconded by Trustee DeMartini, and carried by those Trustees present. Special Fund bills totaling $8,545.00 were paid on a motion by Trustee Phelan, seconded by Trustee DeMartini, and carried. MINUTES: Minutes of the meeting of January 16, 1979 were approved and ordered filed. LIBRARIAN'S REPORT: Update on Branch: Discussion was held on the Librarian's report on the Branch. Trustee DeMartini asked the Librarian about the Friends of the Library paying for the magazine sub- scriptions, and if refunds couldn't be obtained on a pro-rata basis for the subscriptions renewed for two and three years. Librarian Bergsing replied that the Friends had reaffirmed their desire to do something to help support service at the Branch Library and had approved the paying for the magazine subscriptions at their last Board meeting. She also noted that since the Friends wished to provide the magazines for the Branch, this could be done by having them pay a separate invoice rather than co-mingling funds with the City's funds. Regarding the pro-rata refunds, the library was still checking with the jobber to see if this was possible, but sometimes the clerical time involved in cancelling subscriptions and trying to collect refunds was more costly than it was worth. She stated payment for the magazines would not be due until July even though decisions had to be made now regarding renewals and cancellations. She also noted that in the event the Branch did close, the patrons currently using the Branch materials would then be coming to the Main Library, and the Main's collection would have to be supplemented to provide the same service level. Reference Statistics: Chairman Hechinger commented on the report that total questions were up 32% over January of last year, and inquired about the total reference questions answered in a month. Librarian Bergsing noted that there were 2,943 questions answered by the Reference Department during January 1979. Foundation and Roof Repairs: Trustee Phelan asked the Librarian about the status of the leaks in the roof. Librarian Bergsing reported that there were leaks in the Reading Room that had not yet been repaired. The Browsing Room leaks were repaired a week ago and seemed to be holding up well. The Librarian reported that the facade around the foundation of the new addition was pulling away from the building and that there was a leak as a result of this. The City Engineer had obtained three bids for repairs and they ranged from $685.00 to $6,500.00 Discussion was held regarding the comparison of the wide range of bids received. Librarian Bergsing reported that the City Engineer was in the process of researching the specifics of the proposed work to be done by the contractors. She will report further after she had heard from the City Engineer. Regional and Governor's Conferences: Librarian Bergsing reported that Bill Nagle was chosen one of the eight delegates from San Mateo County to attend the Governor's Conference. Dis- cussion was held and the Board asked the Librarian to invite Mr. Nagle to attend the March Board meeting to report on the Governor's Conference. CORRESPONDENCE: None UNFINISHED BUSINESS: Update on Branch: This item of business was discussed during the Librarian's Report. Report on Regional Conference: This tiem of business was discussed during the Librarian's Report. NEW BUSINESS: Recommendations to Council for Burlingame Representative on the System Advisory Board: Discussion was held regarding recommendations for the Peninsula Library System Lay Advisory Board. ' After discussion, it was the unanimous opinion of the Board that the Council be urged to consider one of the candidates who had applied for the recent vacant positions on the Library Board. In addition, Mrs. Kristine Cannon expressed interest in the position and the Board agreed that she would be an excellent candidate and her name should be included with the other possible appointees. Foundation and Roof Repairs: This itme of business was discussed in the Librarian's Report. Holiday Schedule: Librarian Bergsing discussed the proposed holiday schedule and special attention was drawn to the Verteran's Day holiday. She explained that the City of Burlingame had chosen to recognize the Monday before the traditional Veteran's Day as the day the City offices would close, but that most of the schools and banks have returned to the traditional day to be closed. After discussion, the Board agreed that the library should close on the traditional day to coordinate with the school schedule and this would be less confusing for patrons who use our library. ADJOURNMENT: The meeting was adjourned at 5:55 P.M. with the next Board meeting scheduled for March 20, 1979. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB:jt LIBRARIAN'S REPORT MARCH 20, 1979 BUDGET 1979-1980: We have received the budget instructions and forms for the 1979-1980 fiscal year. The format is substantially the same as last year' s. According to the City Finance Director, "The basic budget philosophy will be 1978-79 budget and service levels adjusted for inflation. The preliminary revenue estimates appear adequate, although we still have a big question mark concerning property tax distribution at the State level . The budget will assume that any State bailout money will be used for capital improvements, most likely sewers. If any new long term revenue is forthcoming, i .e. portion of State sales tax, the Council will be asked to make a policy decision as to how to use these funds. By the same process, any significant cut in property tax revenue will require submittal of "cut lists" as last year. Departments in preparing their budgets should be identifying areas of possible cuts. In preparing this year's budget we must also be aware of the probable passage of the Gann "Spirit of 13" or other Governmental expenditure limit legislation within the next couple of years. The Gann initiative would limit expenditure increases to the 1978-79 budget plus increase in consumer price index or growth in California per capita personal income, whichever is less. This may cause problems because the base year budget included no salary increases, and capital outlay and improvements were deferred." The budget requests are due to the City Manager by April 27th, and I am planning on having everything completed for your Board meeting on April 17th. CAPITAL IMPROVEMENT BUDGET: We are still waiting for more definite figures regarding roof repairs, foundation repairs and sewer and water system repairs. I hope I ' ll have some of these costs in time for your meeting. In addition, we have asked for an estimate to install a smoke detector system in the main Library. Tris was recommended several years ago by the City's insurance carrier, but the cost was extremely high and the Council did not approve the expenditure. Now that the City is self-insured, and about to require smoke detection equipment in all new and/or remodeled buildings, it seems appropriate to consider the system again. P.L.S. MEMBERSHIP FEE: As you will remember the $2,400.00 membership fee was waived for all P.L.S. Libraries this year because of cutbacks caused by Proposition 13. In addition, the Library's request of $5,000.00 for 50,000 security tags to protect existing volumes in our collection was also cut. The allocation of $1,200.00 to purchase tags to cover new acquisitions was not eliminated, however_ It is my recommendation that the Board consider using the $2,400.00 allocated for P.L.S. , plus the $1,200.00 still in the budget, plus $225.00 from the Special Fund to purchase 35,000 security tags. There is a definite price advantage in ordering in larger quantities, which is one reason we have delayed ordering to date. We are almost out of our current supply however, and we must take some action within the next few weeks. The sample checking we have been able to do in the past year in various areas of the collection have left us very pleased with the security system. It is definitely reducing our book and record losses. C.L.S.A. REIMBURSEMENT: The last C.L.S.A. Circulation Survey covered January 29th through February llth, 1979. The amount of circulation to non-residents was greater than the previous two surveys. This should result in over $7,000.00 in reimbursements for the third quarter of the year. This means that Burlingame's total C.L.S.A. reimbursements for service to non-residents should easily reach $25,000.00 for this year. Since the law clearly reads that these funds are t Librarian's Report Continued: Page 2 March 20, 1979 C.L.S.A. REIMBURSEMENT: "to supplement not supplant local funding", I will have several options for you to discuss at your meeting for recommendations to the City Council on possible use of the funds. PETTY CASH ACCOUNT: All of the departments of the City, with the exception of the Library, have established a petty cash checking account. The Finance Director is urging that the Library follow this prodedure also. As you know, we currently have a petty cash fund in cash, but this does not solve the problem of mailing payments for very small amounts and carrying the transactions through the entire Library and Finance departments bookkeeping procedures. This is costly and time consuming. I would therefore recommend that the Board authorize the establishment of this account. CALIFORNIA GOVERNOR'S CONFERENCE ON LIBRARIES AND INFORMATION SERVICES: Mr. William Nagle attended the Governor's Conference in Sacramento on March 2nd through the 4th and he will give you a full report at your meeting. As of this writing, there is a strong possibility that Bill may be chosen as one of the delegates to represent California at the White House Conference in Washington, D.C. in October. If he is success- ful , it will be a great honor for Bill and for the City of Burlingame. SYSTEM ADVISORY BOARD: The City Council should announce the appointment of the Burlingame Representative to the Board at its meeting of Jrlarch 19th. I hope I ' ll be able to give you the name on the 20th. EASTON DRIVE BRANCH: Attached is an updated report on the walk-in traffic at the Branch Library. We will continue to include these reports each month so we can keep you as informed as possible on the use of the Branch. The survey of the Branch users soliciting opinions regarding hours has been largely unsuccessful . Mrs. Rowe tells me that the forms are readily available on the circulation desk, but relatively few have been turned in. Many of those that were are not responsive or helpful . A number of them suggest isolated hours that make no sense, or they suggest many more open hours than 19, or they just placed an "X" by certain days without stating hours. I did not tally the results but I ' ll have the completed survey forms for you to read at the meeting if you wish. REFERENCE DEPARTMENT: February reference transactions remained very high. As in January, the February Reference Desk transactions totalled over 32% higher than February 1978. This is a full 800 transaction increase over the monthly average for the last five years. A weeding project has begun in the oversize and 300 non-fiction sections. Mr. Escoffier completed the weeding of the oversize section, 000-600, 800. Approximately 100 items were cancelled and many updates and replacements were ordered. Mrs. Reiterman is continuing with the 300 weeding, updating and replacing as necessary. Librarian's Report Continued: Page 3 March 20, 1979 REFERENCE DEPARTMENT: In addition, Mrs. Porter is weeding the Pamphlet Files. A new criteria for inclusion has been drafted and is being used as a guide to revising and updating the files. In a continuing effort to make shelf arrangements of recordings more accessible to the public, Tom Carey has made section guides of bright yellow to separate the various subjects. Computer print outs concerning the availability of senior housing, as well as' residential care homes are now available at system Libraries. This is a frequently asked question at the reference desk, and we are pleased to have a current listing. Flowers brightened a day early in the month with a gift of Spring flowers delivered by Ah Sam from a grateful patron. Otto Plaat, a shut-in, was thanking the reference staff for their work in his behalf. STAFF DEVELOPMENT: The March Staff Development sessions will be held in the Community Room on March 15th and 23rd. The topic is "The Problem Patron" and centers on the socially disoriented patron. Lt. Thomas Chase of the Burlingame Police Department and Mr. Phillip Martinez of the Peninsula Hospital Community Mental Health Services will be present to give the staff practical tips and insights on dealing with patrons with deviant behavior. PROGRAMMING EXHIBITS: The Friends-sponsored Mina Tut Slide Program on February 27th was very successful with about 150 people attending. A booklist was produced and distributed. Several exhibits calling attention to the program were on display in the Library. Mr. Wickliffe gave a reading of various kinds of poetry at the Retirement Inn of Burlingame, on February 171,-h, "What is Poetry"?. Exhibits for the month included: Burlingame Art Society paintings; Robert Coleman glass; Tutankhamun exhibits (Exhibit Tie-In) ; Splendor of Dresden (Exhibit Tie-In) ; Chinese New Year; President's Day; Harp Seals; Valentine's Day "Greatest Lovers"; Peninsula Humane Society. E EASTON BRANCH LIBRARY i PATRON COUNT Daily Hourly Date and Day Hours: 2:30 3:30 4:30 5:30 6:30 7:30 Total Average Monday, 2/12/79 Holiday - Closed -0- Tuesday, 2/13/79 10 31 15 7 9 6 78 13 Wednesday, 2/14/79 8 12 13 12 45 11.25 Thursday, 2/15/79 5 11 9 25 8.33 Monday, 2/19/79 Holiday - Closed Tuesday, 2/20/79 17 24 19 7 5 7 79 13. 17 Wednesday, 2/21/79 10 24 10 6 50 12.50 Thursday, 2/22/79 6 9 4 19 6.33 Monday, 2/25/79 8 20 12 7 4 4 55 9. 17 Tuesday, 2/27/79 5 17 14 8 44 7.33 Wednesday, 2;28/79 3 12 12 4 31 7.75 Thursday, 3/1/79 2 5 7 3 17 5.67 Monday, 3/5/79 15 8 5 7 3 4 42 7.00 Tuesday, 3/6/79 9 10 12 5 6 3 45 7.50 Wednesday, 3/7/79 4 10 10 4 28 7.00 Thursday, 3/8/79 3 9 8 5 25 8.33 Totals: 105 202 150 75 27 24 583 Hourly Average: 7.5014.43 10.71 5.36 1.93 1.71 MONTHLY REPORT MONTH February 1979 Outreach Activities 1. Volunteer Coordinator A. Hours worked 50 2. Volunteers t A. Number of volunteers 11 t B. Hours contributed 50 3. Shut-in Patrons--Individual Visits A. Number of patrons 30 B. Number of visits made 64 C. Items circulated, 229 4. Shut-in Patrons--Institutional Visits No. of Ma ter ials visits / Attendance / circulated A. _Bayview Conv. Hospital 4(BPL) 3(PLS) S0 35 B. Marian Convent l (BPL) 20 CC. 3urlingam� '�ar;enda ?(PLS) 30 D. Bur i i ncwre Retirement Inn _ 1 PI.S) _ _Ln E. Hillhaven On v. Hosp. 2 PLS) F. 5. Totals (3 & 4) A. Shut-intron pa 179 B. Visits made 77 C. Items circulated 294 Comments/activities: The second regular volunteer meeting was held February 23 in the Calif. Room. Mrs. Bergsing welcomed the roup and--Sue Rei terman and Betty Hal lock gave progress reports on volunteer accomplishments. Volunteers exhan;ed ideas on their work and Sue R-aiterman presented sore sources of information of interest to seniors and shut-ins. Sandee Rubel photographed the meeting for our records. Barbara Escoffier from San Mateo County Library attended the meQting and spent the morning discussing volunteer services with Sue Reiterman. This month we added two new shut-in patrons and transferred another from �— boa'< deli very to the Talking Boo' s program of the Library o ongress. Sue, Reiterran SPECIAL FUND MONTH/YEAR DEPOSITS EXPENDITURES BALANCE BALANCE FORWARDED FRO;l,f FISCAL YEAR 1976-1977 13,589.66 JULY 1977 977.90 1, 107.93 13,459.63 AUGUST 1977 927. 00 655.48 13,731. 15 SEPTEMBER 1977 1,935. 98 638. 56 14,485. 27 OCTOBER 1977 1,021.45 598. 04 14,908.68 NOVEMBER 1977 854.50 521.61 15,241.57 DECEMBER 1977 748. 70 8,657. 88 7,332.39 JANUARY 1978 751. 90 314.49 7,769.80 FEBRUARY 1978 916. 20 342.42 8,343.58 MARCH 1978 1,319.40 461. 07 9,201.91 APRIL 1978 975. 75 1, 823. 02 80354.64 MAY 1978 941 .45 892.60 8,403.49 JUNE 1978 1, 111 . 85 1,238.46 8,276. 88 BALANCE FORWARD FROM FISCAL YEAR 1977-1978 8,276.88 JULY 1978 851.40 550. 78 8,577.50 AUGUST 1978 1, 153. 55 480. 56 9,250.49 SEPTEMBER 1978 872. 80 432. 86 9,690.43 OCTOBER 1978 889.65 1,603. 93 8,976. 15 NOVEMBER 1978 1,223. 80 657. 12 9,542. 83 DECEMBER 1978 867.65 988.96 9,421 .52 JANUARY 1979 956. 00 977.44 9,400.08 FEBRUARY 1979 725. 05 545. 00 9,580. 13 FEBRUARY 1979 TRANSFERRED TO SAVINGS ACCOUNT: $8,000.00 1,580. 13 TO DATE: CHECKING ACCOUNT BALANCE: $1, 580. 13 SAVINGS ACCOUNT BALANCE: $8, 530. 20 (inc Buda P aitch Depo,5 is) SPECIAL FUND CHECKING ACCOUNT: DATE DEPOSITS WITHDRAWALS BALANCE 3/1/79 1,580.13 3/20/79 620.52 3/20/79 959.61 SAVINGS ACCOUNT: 2/23/79 81000.00 3/01/79 247.10 3/08/79 283.10 3/15/79 319.55 3/20/79 8,849.75 STATISTICS FOR FEBRUARY 1979 CIRCULATION MAIN BRANCH Books: Adult, Non-Fiction 10,762 409 Child, Non-Fiction 1,611 298 Adult, Fiction 8,505 1,012 Child, Fiction 2,170 470 TOTAL: 23,048 TOTAL: 2,189 Periodicals: 1,361 348 Pamphlets ( Incl . Maps S Sm. Press: 234 1 TOTAL: 1,595 TOTAL: 349 Moving Pictures: --�- ; _ Audiorecordings .(Incl . Rec. & Cass.) 908 O Art Prints: li_ -�- Equipment Loaned: 2 ��_ Slides: -0- -0- TOTAL: 1,014 TOTAL: TOTAL CIRCULATION: 25,657 + 2,538 = 28,195 Total 1978 Circulation: 29,386 4 decrease Average Daily Circulation, Main Library: 1,069 8.89 increase Average Daily Circulation, Branch Library: 181 24.58 % decrease REFERENCE STATISTICS: Total Reference Questions: 2,451 ILL Borrowed: 121 GRAND TOTAL OF ILL Lent: 158 REF. ACTIVITY 2,731 ILL Total : 279 REGISTRATIONS: AS OF January 31s` ADDITIONS WITHDRAWALS TOTAL REG. PLS PATRONS TO Adults: 185423 380 337 18,466 DATE: 6,941 Children: 3,081 37 25 3,093 Increase of 49 Hillsborough: 2,664 74 -0- 2,738 Other Non-Res. Patrons 438 7 72 373 TOTAL: 24,606 498 434 24,670 ACCESSIONS AND WITHDRAWALS: AS OF: 1/31/79 VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Adult,Non-Fic. : 132,198 - 96,721 401 - 240 202 - 54 132,397 - 96,907 Child, Non-Fic: _17,657 - 13,579 28 - 21 13 - 2 17,672 - 13,598 Y.A. , Non-Fic: 35219 - N.A. 9 - N.A. -0- - N.A. _ 3,228 - N.A. Adult, Fiction: 46,796 = 39,468 116 - 69 58 - 11 46,854 - 39,526 Child, Fiction: 13,262 - 9,473 58 - 30 ^40 - 12 13,280 - 9,491 Y.A. , Fiction: 2,686 - N.A. 7 - N.A. 62 - N.A. 2,631 - N.A. TOTAL: 215,818 -159,241 619 - 360 375 - 79 216,062 -159;522 PAMPHLETS ADDED: RI MAPS ADDED: PAMPHLETS DISCARDED: 62 -0- MAPS DISCARDED: _0_ TOTAL: � 16;844 TOTAL: 1,170 RECORDINGS: AS OF: January 31st, 1979 ADDED DISCARDED AS OF: February 28th, 1975 UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES Disc's: 4,640 / 3,849 41 / 38 2 / 1 4,679 / 3,886 Cassettes: 509 / 395 5 / 5 -0- / -O- 5 14 / TOTAL: 5,149 / 4,24446 / 43 2 / 1 5,193 4,286 DEPOSITED WITH THE CITY TREASURER: MAIN: 1,661.51 `., BRANCH: 102.75 TOTAL: 1,764.26 MEETING ROOM FEES COLLECTED & DEPOSITED: $ 99.50 TOTAL: $ 1,863.76 e -- a 1 2 iTY_OF: BURLINGAME BUDGET STATUS REPORT #! 'MONTH Y+T-O 1-Two CUR MO UNEXPENDED UNENC x I6f _ ACCT DESCRIPTION APPROP* ESTIMATE ACTUAL ACTUAL VARIANCE BALANCE ENCUMBERED IALANCE SAL LIBRARY 750010 SALARIES .,832#501 155#000 1520845 19#158 20155 79#656 0 79#654 ;34 750013 PARTTIME 144#008 96#004 930195 100445 2#813 50#813 0 300$12 35 750110 OFFICE EXPENSE 50940 3#960 4#114✓ 114✓ 1540 10426✓ 0 1#82 31 750120 SPECIAL DEPARTMENTAL EXPENSE 4#830 3#224 3#177✓ 962, 47 1#453 0 18653 34 750121 BOOKS AND MAPS 670298 44#864 23,830/ 4,596"' 21#034 43#468 / 0 430464 65 750122 PERIODICALS 7#450 4#968 5#236' 41" 268- 2,214/ 0 2#214 .30 750123 BINDING ,2#850 1#904 802✓ 0, 1#102 28 046/ 0 2#04/ 72 750124 CATALOGING 3#032 2#024 1#104✓ 4941 920 to 928v/ 0 1#922 64 750125 RECORDS AND CASSETTES 3#610 2#408 20063✓ 754• 345 10547✓ 0 10047 •43 750130 SMALL TOOLS & .EQUIPMENT 225 152 23-/ 0'/ 129 202✓ 0 204 .90 750160 COMMUNICATIONS 2#232 10484 1#171 137- 317 10061✓ 0 1#061 48 730170 UTILITIES 160522 110014 8#209✓ 1#319• 2#407 8#313 0 8#313 50 750190 BUILDINGS&GROUNDS MAINTENANCE 5#170 3#444 1#774' 361 18674 3#396 0 3#391 66 75CE00 EQUIPMENT MAINTENANCE 866 576 120,/ 0✓ 456 746' 0 746 46 750201 EQUIP MAINTwAUDIO VISUAL 250 164 13!✓ 8� 36 120' 0 itQ 48 750202 EQUIP MAINTaSECURITY SYSTEM 240 160 333/ 0` 173- 0 936 4 750210 PROFESSIONAL d SPECIAL SERVICE. 20400 10600 O� 01 1#600 2#400• 0 20400 100 750240 DUES 6 SUBSCRIPTIONS 217 144 125- 0/ 19 921/ 0 93 42 750250 TRAVEL 300 200 79,' 13, 121 2211/ - 0 221 74 - 750251 CONFERENCE 6 MTGS-LIBRARIAN 250 168 205✓ 0 37+ 46V 0 46 SB 750290 OTHER CHARGES 75 44 68, 5• 200 7✓ 0 1 10 750800 CAPITAL OUTLAY 3#000 3#000 2#573 0' 427 4271' 0 427 14 ••��*+ TOTAL LIBRARY 503#266 336#524 301#176 38#396 35#352 202#090 0 2020090 40 tl 43 e I J 3 `s ' LIBRARIAN'S REPORT MARCH 20, 1979 BUDGET 1979-1980: `- We have received the budget instructions and forms for the 1979-1980 fiscal year. The format i.s substantially the same as last year's.. According to the City Finance Director, "The basic budget philosophy will be 1978-79 budget and service levels adjusted for inflation, The preliminary revenue estimates appear adequate, although we still have a big question mark concerning property tax distribution at the State level . The budget will assume that any State bailout money will be used for capital improvements, most likely sewers. If any new long term revenue is forthcoming, i .e. portion of State sales tax, the Council will be asked to make a policy decision as to how to use these funds. By the same process, any significant cut in property tax revenue will require submittal of "cut lists" as last year. Departments in preparing their budgets should be identifying areas of possible cuts. In preparing this year's budget we must also be aware of the probable passage of the Gann "Spirit of 13" or other Governmental expenditure limit legislation within the next couple of years. The Gann initiative would limit expenditure increases to the 1978-79 budget plus increase in consumer price index or growth in California per capita personal income, whichever is less. This may cause problems because the base year budget included no salary increases, and capital outlay and improvements were deferred." The budget requests are due to the City Manager by April 27th, and I am planning on having everything completed for your Board meeting on April 17th. CAPITAL IMPROVEMENT BUDGET: We are still waiting for more definite figures regarding roof repairs, foundation repairs and sewer and ►Anter system repairs. I hope I ' ll have some of these costs in time for your meeting. In addition, we have asked for an estimate to install a smoke detector system in the main Library. This was recommended several years ago by the City's insurance carrier, but the cost was extremely high and the Council did not approve the expenditure. Now that the Cit,✓ is self-insured, and about to require smoke detection equipment in all new and/or remodeled buildings, it seems appropriate to consider the system again. P.L.S. MEMBERSHIP FEE: As you will remember tie $2,400.00 membership fee was waived for all P.L.S. Libraries this year because of cutbacks caused by Proposition 13. In addition, the Library's request of $5,000.00 for 50,000 security tags to protect existing volumes in our collection was also cut. The allocation of $1,200.00 to purchase tags to cover new acquisitions was not eliminated, however. It is my recommendation that the Board consider using the $2,400.00 allocated for P.L.S. , plus the $1,200.00 still in the budget, plus $225.00 from the Special Fund to purchase 35,000 security tags. There is a definite price advantage in ordering in larger quantities, which is one reason we have delayed ordering to date. We are almost out of our current supply however, and we must take some action within the next few weeks. The sample checking we have been able to do in the past year in various areas of the collection have left us very pleased with the security system. It is definitely reducing our book and record losses. C.L.S.A. REIMBURSEMENT: The last C.L.S.A. Circulation Survey covered January 29th through February 11th, 1979. The amount of circulation to non-residents was greater than the previous two surveys. This should result in over $7,000.00 in reimbursements for the third quarter of the year. This means that Burlingame's total C.L.S.A. reimbursements for service to non-residents should easily reach $25,000.00 for this year. Since the law clearly reads that these funds are Librarian's Report Continued: Page 2 March 20, 1979 C.L.S.A. REIMBURSEMENT: "to supplement not supplant local funding" , I will have several options for you to discuss at your meeting for recommendations to the City Council on possible use of the funds. PETTY CASH ACCOUNT: All of the departments of the City, with the exception of the Library, have established a petty cash checking account. The Finance Director is urging that the Library follow this prodedure also. As you know, we currently have a petty cash fund in cash, but this does not solve the problem of mailing payments for very small amounts and carrying the transactions through the entire Library and Finance departments bookkeeping procedures. This is costly and time consuming. I would therefore recommend that the Board authorize the establishment of this account. CALIFORNIA GOVERNOR'S CONFERENCE ON LIBRARIES AND INFORMATION SERVICES: Mr. William Nagle attended the Governor's Conference in Sacramento on March 2nd through the 4th and he will give you a full report at your meeting. As of this writing, there is a strong possibility that Bill may be chosen as one of the delegates to represent California at the White House Conference in Washington, D.C. in October. If he is success- ful , it will be a great honor for Bill and for the City of Burlingame. SYSTEM ADVISORY BOARD: The City Council should announce the appointment of the Burlingame Representative to the Board at its meeting of March 19th. I hope I ' ll be able to give you the name on the 20th. EASTON DRIVE BRANCH: Attached is an updated report on the walk-in traffic at the Branch Library. We will continue to include these reports each month so we can keep you as informed as possible on the use of the Branch. The survey of the Branch users soliciting opinions regarding hours has been largely unsuccessful . Mrs. Rowe tells me that the forms are readily available on the circulation desk, but relatively few have been turned in. Many of those that were are not responsive or helpful . A number of them suggest isolated hours that make no sense, or they suggest many more open hours than 19, or they just placed an "X" by certain days without stating hours. I did not tally the results but I ' ll have the completed survey forms for you to read at the meeting if you wish. REFERENCE DEPARTMENT: February reference transactions remained very high. As in January, the February Reference Desk transactions totalled over 32% higher than February 1978. This is a full 800 transaction increase over the monthly average for the last five years. A weeding project has begun in the oversize and 300 non-fiction sections. Mr. Escoffier completed the weeding of the oversize section, 000-600, 800. Approximately 100 items were cancelled and many updates and replacements were ordered. Mrs. Reiterman is continuing with the 300 weeding, updating and replacing as necessary. Librarian's Report Continued: Page 3 March 20, 1979 REFERENCE DEPARTMENT: �— In addition, Mrs. Porter is weeding the Pamphlet Files. A new criteria for inclusion has been drafted and is being used as a guide to revising and updating the files. In a continuing effort to make shelf arrangements of recordings more accessible to the public, Tom Carey has made section guides of bright yellow to separate the various subjects. Computer print outs concerning the availability of senior housing, as well as residential care homes are now available at system Libraries. This is a frequently asked question at the reference desk, and we are pleased to have a current listing. Flowers brightened a day early in the month with a gift of Spring flowers delivered by Ah Sam from a grateful patron. Otto Plaat, a shut-in, was thanking the reference staff for their work in his behalf. STAFF DEVELOPMENT: The March Staff Development sessions will be held in the Community Room on March 15th and 23rd. The topic is "The Problem Patron" and centers on the socially disoriented patron. Lt. Thomas Chase of the Burlingame Police Department and Mr. Phillip Martinez of the Peninsula Hospital Community Mental Health Services will be present to give the staff practical tips and insights on dealing with patrons with deviant behavior. PROGRAMMING EXHIBITS: The Friends-sponsored King Tut Slide Program on February 27th was very successful with about 150 people attending. A booklist was produced and distributed. Several exhibits calling attention to the program were on display in the Library. Mr. Wickliffe gave a reading of various kinds of poetry at the Retirement Inn of Burlingame, on February 17th, "What is Poetry"?. Exhibits for the month included: Burlingame Art Society paintings; Robert Coleman glass; Tutankhamun exhibits (Exhibit Tie-In); Splendor of Dresden (Exhibit Tie-In) ; Chinese New Year; President's Day; Harp Seals; Valentine's Day "Greatest Lovers"; Peninsula Humane Society. EASTON BRANCH LIBRARY PATRON COUNT �-- Daily Hourly Date and Day Hours: 2:30 3:30 4:30 5:30 6:30 7:30 Total Average Monday, 2/12/79 Holiday - Closed -0- Tuesday, 2/13/79 10 31 15 7 9 6 78 13 Wednesday, 2/14/79 8 12 13 12 45 11.25 Thursday, 2/15/79 5 11 9 25 8.33 Monday, 2/19/79 Holiday - Closed Tuesday, 2/20/79 17 24 19 7 5 7 79 13.17 Wednesday, 2/21/79 10 24 10 6 50 12.50 Thursday, 2/22/79 6 9 4 19 6.33 Monday, 2/26/79 8 20 12 7 4 4 55 9.17 Tuesday, 2/27/79 5 17 14 8 44 7.33 Wednesday, 2/28/79 �2 T 12 4 31 7.75 Thursday, 3/1/79 2 5 7 3 17 5.67 Monday, 3/5/79 15 8 5 7 3 4 42 7.00 Tuesday, 3/6/79 9 10 12 5 6 3 45 7.50 Wednesday, 3/7/79 4 10 10 4 28 7.00 Thursday, 3/8/79 3 9 8 5 25 8.33 Totals: 105 202 150 75 27 24 583 Hourly Average: 7.50 `14.43 10.71 5.36 1.93 1.71 L, MONTHLY REPORT MONTH February 1979 Outreach Activities 1. Volunteer Coordinator A. Hours worked 50 2. Volunteers A. Number of volunteers 11 B. Hours contributed 50 3. Shut-in Patrons--Individual Visits A. Number of patrons 30 B. Number of visits made 64 C. Items circulated 229 4. Shut-in Patrons--Institutional Visits No. of Materials visits / Attendance / circulated A. Bayview Conv. Hospital 4(BPL) 3(PLS) 90 B. Marian Convent l (BPL) 20. C C. Burl ' naarne Hacienda 2(PLS) 30 D. Our Iingar? Retirement Inn ___I (PLS) -10 E. Hi i shavenor.v. Hosp. 2 PLS) 4 F. _5. Totals (3 & 4) A. Shut-in pa 179 B. Visits *made 77 C. Items circulated 294 , Comments/activities: The second re^ular volunteer muting was held February 23 in the Calif. Rooms. Mrs. Bergsing welcomed the qro.up and -Sue Reiterman and Betty Haliock gave progress reports on volunteer accomplishments. Volunteers exhan;ed ideas on their work and Sue Reiterman presented some sources of information of 'interest to seniors avid shut-ins. Sandee Rubel photographed the meeting for our records. Barbara Escoffier from San Mateo County Library attended the meeting and spent tha morning discussing volunteer services wi th Sue Reiterman. This month we added two new shut-in patrons and transferred another from book delivery to the Talking Books program of the Library o ongress. Sup Reiterman SPECIAL FUND MONTH/YEAR DEPOSITS EXPENDITURES BALANCE �- BALANCE FORWARDED FROM FISCAL YEAR 1976-1977 13,589.66 JULY 1977 977.90 1, 107. 93 13,459.63 AUGUST 1977 927.00 655.48 13,731. 15 SEPTEMBER 1977 1,935. 98 638. 56 14,485.27 OCTOBER 1977 1,021.45 598. 04 14,908.68 NOVEMBER 1977 854. 50 521.61 15,241.57 DECEMBER 1977 748. 70 8,657. 88 7,332.39 JANUARY 1978 751.90 314.49 7, 769.80 FEBRUARY 1978 916. 20 . 342. 42 8,343.58 MARCH 1978 1, 319. 40 461.07 9,201.91 APRIL 1978 975. 75 1, 823. 02 8,354.64 MAY 1978 941.45 892.60 8,403.4q JUNE 1978 1, 111. 85 1,238.46 8,276.88 BALANCE FORWARD FROM FISCAL VE;`,R 1977-1978 8,276.88 JULY 1978 851.40 550. 78 8,577.50 AUGUST 1978 1, 153. 55 480. 56 9,250.49 SEPTEMBER 1978 872. 80 432. 86 9,690.43 OCTOBER 1978 889.65 1,603.93 8,976. 15 NOVEMBER 1978 1, 223. 80 657. 12 9,542.83 DECEMBER 1978 867.65 988.96 9,421.52 JANUARY 1979 956. 00 977.44 9,400.08 FEBRUARY 1979 725. 05 545. 00 9,580. 13 FEBRUARY 1979 TRANSFERRED TO SAVINGS ACCOUNT: $8,000.00 1, 580. 13 TO DATE: CHECKING ACCOUNT BALANCE: $1, 580. 13 SAVINGS ACCOUNT BALANCE: $8,530. 20 (inctudes Mcutch Deposit-6) SPECIAL FUND CHECKING ACCOUNT: DATE DEPOSITS WITHDRAWALS BALANCE 3/1/79 1,580.13 3/20/79 620.52 3/20/79 959.61 SAVINGS ACCOUNT: 2/23/79 8,000.00 3/01/79 247.10 3/08/79 283. 10 3/15/79 319.55 3/20/79 8,849.75 STATISTICS FOR FEBRUARY 1979 s CIRCULATION MAIN BRANCH Books: Adult, Non-Fiction 10,762 409 Child, Non-Fiction 1,611 298 Adult, Fiction 8,505 1,012 'N_ Adult, Fiction 2,170 470 TOTAL: 23,048_ TOTAL: 2,189 Periodicals: 1,361 348 Pamphlets ( Incl . Maps & Sm. Press: 234 1 Moving Pictures: TOTAL: 1,595 TOTAL: 349 ---�0-- Audiorecordings .(Inti . Rec. & Cass.) q08 -n- Art Prints: __44 _Q_ Equipment Loaned: .22_ -0- Slides: _0_ -�- TOTAL: 1.014 TOTAL: TOTAL CIRCULATION: 25,657 + 22538 = 28,195 Total 1978 Circulation: 29,386 4-5-' decrease Average Daily Circulation, Main Library: 1,069 8.89 % increase Average Daily Circulation, Branch Library: 181 24.58 % decrease REFERENCE STATISTICS Total Reference Questions: 2,451 ILL Borrowed: 121 GRAND TOTAL OF ILL Lent: 158 REF. ACTIVITY 2,73( ILL Total : 279 REGISTRATIONS: AS 'OF January 31st ADDITIONS WITHDRAWALS TOTAL REG. PLS PATRONS TO Adults: 18,423 380 337 18,466 DATE: 6,941 Children: 3,081 37 - - 25 3,093 increase of 49 Hillsborough: 2,664 74 -0- 2,738 Other Non-Res. Patrons 438 7 72 373 TOTAL: 24,606 498 434 24,670 ACCESSIONS AND WITHDRAWALS: AS OF: 1/31/79 VOLUMES/TITLES 'VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES Adult,Non-Fic. : 132,198 - 96,721 401 - 240 202 - 54 132,397 - 96,907 Child, Non-Fic- 17,657 - 13,579 28 - 21 13 - 2 17,672 - 13,598 Y.A. , Non-Fic: . 3,219 - N.A- 9 - N.A. -0- - N.A. 32228 - N.A. Adult, Fiction: 46,796 = 39,468 116 - 69 58 - 11 46,854- 39,526 Child, Fiction: 13,262 - 9,473 58 - 30 40 - 12 13,280 - 9,491 Y.A. , Fiction: 2,686 - N.A. 7 - N.A. 62 - N.A. 2,631 - N.A. TOTAL: 215,818-159,241 619 - 360 375 - 79 216,062 -159,522 PAMPHLETS ADDED: 31 MAPS ADDED: PAMPHLETS DISCARDED: -0- - 62 MAPS DISCARDED: _0_ TOTAL: 16;(344 TOTAL: 1,170 RECORDINGS: AS OF: January 31st, 1979 ADDED DISCARDED AS OF: February 28th, 1979 UNITS / TITLES UNITS / TITLES UNITS / TITLES UNITS / TITLES Disc's: 4,640 / 3,849 41 / 38 2 / 1 4,679 / 3,886 Cassettes: 509 / 395 5 / 5 -0- / -0- 514 / TOTAL: 5,149 / 4,244 46 / 43 2 / 1 9 / DE`;I TED WITH THE CITY TREASURER: MAIN:_ 1,661.51 BRANCH: 102.75. TOTAL: $ 1,764.26 !1EETI,IG ROOM FEES COLLECTED & DEPOSITED: $ 99.50 TOTAL: $ 1,863.76 f. t { ITY_0_RURIINAAME SUDSET STATUS REPORT Iw28r71D 2! tt 'MONTM Y-TwD Y=T•D CUR MO UNEXPENDED UNENC -X ACCT DESCRIPTION APPROP• ESTIMATI ACTUAL ACTUAL VARIANCE BALANCE ENCUMBERED BALANCE NAL -. LIBRARY 750010 SALARIES 832,501 1550000 1520845 191158 .2,166 79,656 0 79,656 ,34 750013 PART-TIME 144,008 96,006 930195 100445 2,813 50,913 0 50,813 35 750110 OFFICE EXPENSE 50940 3,960 4,114✓ 114 154- 1,826v 0 10826 .31 r 750120 SPECIAL DEPARTMENTAL EXPENSE 40830 3,224 3,177✓ 962• 47 1,653 0 1,653 34 750121 BOOKS AND MAPS 67,298 440864 23,830/ 4,596" 21,034 43,4w/ 0 43,468 65 t 750122 PERIODICALS 7,450 4,968 5,236/ 41" 268- 2,214✓ 0 2,214 30 750123 BINDING ,20850 1,904 902-, 0, 10102 2,045/--- 0 20048 72 750124 CATALOGING 3*032 2,024 .10104✓ 494" 920 1,92it" 0 1,92/ 64 750125 RECORDS AND CASSETTES 3,610 2,408 2,063✓ 754, 345 1,547/ 0 1,547 43 750130 SMALL TCCLS 6 .EQUIPMENT 225 152 23-/ 129 202/ 0 208 90 750160 COMMUNICATIONS 2,232 11488 1,171✓ 137,' 317 1,06!✓ 0 10061 48 750170 UTILITIES 160522 110016 8,209" 10319, 2,807 8,313 0 8,313 50 750190 BUILDINGS6GROUNDS MAINTENANCE 5,170 3,448 1,771f,' 3B1 10674 3*396.1' 0 3,396 66 750200 EQUIPMENT MAINTENANCE 866 576 120✓ 0✓ 456 746/ 0 746 86 750201 EQUIP MAINT-AUDIO VISUAL 250 168 131✓ 9.• 36 120' 0 120 45 750202 E©UIP MAINT•SECURITY SYSTEM 240 160 333v 0` 173- 932✓ 0 916 s 750210 PROFESSIONAL 5 SPECIAL SERVICE, 2,400 10600 0 0` 10600 2,400 0 2,400 ,100 750240 DUES 6 SUBSCRIPTIONS 217 144 125 r 0' 19 92/ 0 9E 42 750250 TRAVEL 300 200 79✓ 13, 121 221✓ 0 225 74 750231 CONFERENCE 6 MTGS-LIBRARIAN 250 168 205✓ 0> 37- 46-/ 0 46 19 750290 OTHER CHARGES 75 48 68✓ 5• 20- 7✓ 0 7 10 750800 CAPITAL OUTLAY 3,000 3,000 21573, 01' 427 427,' 0 427 14 frrrrr TOTAL LIBRARY 5030266 336,526 301,176 38,396 35,352 202,090 0 '202,090 40 fi I 4 L{-41 I �eI L' r 3t r i q s: