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HomeMy WebLinkAboutMin - LB - 1978.11.21 BURLINGAME PUBLIC LIBRARY MINUTES BOARD OF TRUSTEES NOVEMBER 21, 1978 TRUSTEES PRESENT: Chairman Hechinger, Trustee Phelan, Trustee Weatherbe, Trustee Parsons & Trustee DeMartini TRUSTEES ABSENT: None OTHERS ATTENDING: Mrs. Joy Molder, Assistant City Librarian; Mrs. Mary Lang, President of The Friends of the Burlingame Public Library; Mrs. Elaine White, Chairman of the Book Sale; Mr. Jerry Coleman, City Attorney; Mr. Dennis Argyres, Finance Director; Mrs. Dolores Huajardo, Representing the Citizen's Committee; Mr. Bill Nagle, Representing the Citizen's Committee; and Kris Cannon, also Representing the Citizen's Committee, and Mr. Dennis Huajardo. CALL TO ORDER: The meeting was called to order by Chairman Hechinger on November 21 , 1978 at 4:40 pm. BILLS: Checks in the amount of $10,379.47 were ordered paid on a motion by Trustee DeMartini, seconded by Trustee Parsons and carreid. Special Fund bills in the amount of $657.12 were paid on a motion by Trustee Parsons, seconded by Trustee DeMartini and carried. MINUTES: Minutes of the Octover 17, 1978 meeting were read and approved as written and ordered filed. LIBRARIAN'S REPORT: The Librarian's Report was discussed in conjunction with the Agenda items under Unfinished and New Business. CORRESPONDENCE: Chairman Hechinger read through the correspondence which was mostly related to the Easton Branch closing. He commented that there was an unusually large amount. Mrs. Bergsing stated that the letter received from Mrs. Virginia Stodart was especially moving and very well written. She said she would make copies for the Board members to read at the next meeting. UNFINISHED BUSINESS: COMPUTERIZED ACCOUNTS PAYABLE AND GENERAL LEDGER SYSTEM - MR. DENNIS ARGYRES: Mr. Argyres explained to the Board members that the intent of going on computer to pay the bills for the Library and the City of Burlingame is to simplify the accounts payable. He stated that there are four sources from which the checks feed through the finance department every month and that trying to reconcile to the bank statement is very difficult. He made mention that if a check were lost or stolen that it would take months to even notice it gone. He further explained that the old system, as we use it now, is outdated and just too time consuming. He said that the Board of Trustees could continue their past procedure, in other words, approve the bills before payment is requested from City Hall. He didn't mean to infringe on the authority of the Board members but merely to "Streamline the whole City" as far as the check writing procedure is concerned. BURLINGAME PUBLIC LIBRARY MINUTES: NOVEMBER 21, 1978 PAGE TWO UNFINISHED BUSINESS CONTINUED: Trustee DeMartini agreed that this would be an expedient way of handline the accounts payable. Trustee Phelan thought it was a great idea. It was unanimously agreed that it would save time and effort and it was an overall good idea. Mr. Argyres suggested that we check into the Interest on Checking Accounts with a minimum balance to see if perhaps we could be gaining interest on the balance that is always left in the Special Fund monthly. He said the minimum balance would have to be $2,000.00 and if we could meet this specification that it would be to our advantage. EASTON BRANCH LIBRARY: There were a few people from the Citizens Committee attending the meeting of the Board of Trustees, mainly because they were under the impression that the Board was going to make a decision as to whether or not to close the Easton Branch Library or keep it open. Chairman Hechinger took into consideration that there was an option that the Branch could be kept open 19 hours per week without cutting into the service of the Main Library. He asked if this might be an alternative. Trustee Parsons asked if the $50,000.00 cost to run the branch was a true figure. Patricia Bergsing stated that this was a figure quoted to cut back on the budget, since it cost approximately $50,000.00 to run the branch, it was the most feasible cutback. Trustee DeMartini addressed Mr. Argyres; could the cutback on the budget which is presently $50,000.00 be doubled by June 1979? In other words, the Library has been forced to cut back a set amount at this time, could funds be further cut at a later date which could affect the Library? Mr. Argyres explained yes it could. He said that he has no control over the funds that the City of Burlingame receives annually. Since Proposition 13 has passed, it could very easily be that Burlingame might not receive as much money next year as they did this year and consequently will have to make further cutbacks if this is the case. A meeting for the Board of Trustees to consider Committee recommendations and any input from the public was scheduled for Thursday evening at 7:00 pm on November 30, 1978 to be held at the Council Chambers at Burlingame City Hall. An additional meeting for deliberation with no public input was scheduled for Wednesday evening at 7:00 pm on December 6, 1978 also to be held in the Council Chambers at Burlingame City Hall. Both of these rooms and dates have to be confirmed. There was a somewhat lengthy discussion regarding employee scheduling between Patricia Bergsing and Trustee Parsons. Mrs. Bergsing was attempting to clarify just how the scheduling was done. Since it is a very involved process it sometimes it difficult to explain briefly. Citizens Committee member Kris Kannon stated clearly that they have done their share of investi- gating the Easton Branch statistics, given their recommendations and have nothing else to contribute. Chairman Hechinger wanted to know what input to expect from the public meeting next week. Mr. Nagle offered his assistance if needed but the general consensus and overall opinion was that the Board's meeting may only be to rehash all that has already been said and done. NEW BUSINESS: C.L.A. CONVENTION - DECEMBER 2nd THROUGH DECEMBER 5th, 1978 IN SAN DIEGO: Librarian Bergsing advised the Board that she will be attending the California Library Association meeting on December 2, 3, 4, & 5, 1978 in San Diego. She gave the Board members an itinerary and literature and explained that the members were welcome to attend the meeting at their own expense if they wished to do so. ACKNOWLEDGEMENT OF THE GIFT OF THE 8mm SOUND MOVIE PROJECTOR FROM MRS. FERN PERIN: Mrs. Bergsing stated that Mrs. Perin of San Mateo, California had purchased a brand new 8mm Bell and Howell Sound Movie Projector for the Library. Chairman Hechinger signed a thank you letter to be mailed to Mrs. Perin. The Library is very proud to own the new projector and expresses their sincere thanks to Mrs. Perin. BURLINGAME PUBLIC LIBRARY MINUTES: November 21, 1978 PAGE THREE ADJOURNMENT: The open meeting was adjourned at 6:10 pm for a brief executive session. The next regular meeting was scheduled for December 19, 1978 at 4:30 pm. Respectfully submitted, Patricia M. Bergsing Clerk of the Board PMB:jg:jt