HomeMy WebLinkAboutAgenda Packet - LB - 1978.11.21 BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
NOVEMBER 21 , 1978
TRUSTEES PRESENT :
TRUSTEES ABSENT :
BILLS :
Checks : 51.0,379.47
Special Fund : 379.80
MINUTES OF THE MEETING OF OCTOBER 17 , 1978 :
LIBRARIAN ' S REPORT :
CORRESPONDENCE:
Several letters in opposition to closing the Easton Branch Library .
UNFINISHED BUSINESS :
Computerized Accounts Payable and General Ledger System - Mr. Dennis Argyres
Easton Branch Library
NEW BUSINESS :
C . L . A. Convention - December 2nd through December 5th , 1978 in San Diego .
Acknowledgement of the gift of the 8mm Sound Movie Projector from Mrs . Perin .
ADJOURNMENT :
NEXT BOARD MEETING SCHEDULED FOR DECEMBER 19 , 1978 at 4 : 30 om.
BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
OCTOBER 17, 1978
CALL TO ORDER:
The meeting was called to order by Chairman Hechinger on October 17, 1978 at 4:30 pm.
ROLL CALL:
Trustees Present: Trustee Hechinger, Trustee DeMartini, Trustee Phelan, Trustee Weatherbe, and Trustee
Parsons. -
Trustees Absent: None
Others Attending: Mrs. Joy Molder, Assistant Librarian and Mrs. Elaine White
BILLS:
Warrants in the amount of $3,347.80 were ordered paid on a motion by Trustee DeMartini, seconded by
Trustee Phelan and carried. Special Fund bills totaling $1,603.93 were paid on`a motion by Trustee Phelan,
seconded by Trustee Weatherbe and carried.
MINUTES:
Minutes of the September 19, 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 Business and
New Business.
CORRESPONDENCE:
Chairman Hechinger read a letter from Mr. Erin Phelan to Mayor Crosby regarding the closing of the Easton
Branch Library and there was no discussion.
UNFINISHED BUSINESS:
REPORT OF THE CITIZENS COMMITTEE MEETINGS: Chairman Hechinger stated that the Citizens Committee is in-
vestigating options to keep the Branch Library open, but in doing so they will have to cut into the budget
and operation of the Main Library. He personally is not in favor of cutting back at the Main Library's
expense. He further stated that the Committee will have a public hearing to be held at Roosevelt School
on October 18, 1978 at 7:30 pm to report on what their findings have been as a result of their study, and
to allow further input from the public. After the public hearing, the Committee will write a report with
recommendations to submit to the City Council in November. Chairman Hechinger felt that closing the Main
Library on Sunday and Friday evening would be detrimental to students who use the Library during those
hours. He felt that these services should not be jeopardized. In essence he noted he would,rather that
the Easton Branch be closed than to have it interfere with the Main Library in any way.
The other Trustees expressed their opinions regarding the closing of the Branch as follows:
Trustee DeMartini stated that the more he heard regarding other options, the more convinced he became
that the best alternative was to close the Branch. He questioned the figures presented in the option to
run the Branch at about $20,000.00 per year. He felt it was probably optimistic to think that supplies,
utilities, cataloging and phone costs could be cut to the extent projected, and he pointed out that on-
going overhead costs would remain. He noted that the entire issue was an emotional one, but the Board
had an obligation to look at over-all Library service for all citizens of Burlingame. He plans to attend
the public hearing on Wednesday evening at Roosevelt school.
Trustee Phelan expressed strong concern about closing hours at the Main Library to support the Branch.
She was particularly unhappy about closing the Main on Sundays, and felt that if the Branch could not be
maintained without infringing on service or hours at the Main, then it should be closed.
Trustee Weatherbe stated that her position was to keep the Branch open longer than the porjected closing
date of January 1, 1979. She felt everyone needed additional time to get a clearer picture of the City's
finances. She felt a compromise was feasible by cutting hours at the Branch and closing the Main on
Friday evenings and Sundays. She pointed out that closing the Main might only be necessary temporarily
and the hours could always be restored at a later date. Closing the Branch however is an irreversible
decision. She mentioned that Hoover School is due for closure at the end of this school year and has it
been suggested that Roosevelt School will also be closed. This decision will be made in April. The
children who attend these schools live in the Easton Branch Library area. The closing of the Branch would
be a hardship for those children. She said that the "Friends of the Library" has offered funds to help
keep the Branch in operation.
Trustee Parsons said that she did not wish to express an opinion one way or the other at this time.
She had not had enough time to study all sides of the issue. She did not like the idea of closing the
Main on Sunday because she understood the heavy use that the students make of the Library on that day.
On the other hand, she also realized that the Branch served many Senior Citizens and children in the
North Buringame area. She notyd that cutbacks in school Libraries in the area might increase the need to
maintain the Branch.
Both Trustees Weatherbe and Parsons stated that they would try and attend the public meeting.
All of the Trustees reaffirmed that they were sorry that any Library services had to be cut.
REPORT ON THE LIBRARY TOUR OF THE NEW TRUSTEES: Both Trustee Weatherbe and Trustee Parsons were impressed
by their orientation tour of the Main Library on September 25, 1978. They both .felt they had learned a
great deal, and they saw aspects of the operations that they had not been aware existed. They were
particularly interested in the Cataloging Department and the functioning of the I.B.M. Memory Typewriter
to produce catalog cards.
NEW BUSINESS:
COMPUTERIZATION OF THE CITY'S ACCOUNTS PAYABLE AND GENERAL LEDGER: Trustee DeMartini wished the record
to show his strong opposition to the "Computerization of the Monthly Accounts Payable" for the Library.
He stated that the Board operates under the State of California Education Code, and it is empowered to
pay the bills. He felt that if the Board no longer signed the warrants, it was an infringement on the
legal powers and the authority of the Trustees.
Discussion followed regarding the procedures that might be followed under this new method of operation, .___
and Librarian Bergsing stated that the Board would still have the power to approve or disapprove the
bills either from the statements themselves or the Council Record.
Trustee DeMartini requested that the City Librarian forward his opposition to this proposal to the City
Manager. Mrs. Bergsing agreed to do so as soon as the City Manager returned from vacation at the end of
the month. In the meantime she would consult with the City Attorney for a ruling on the legality of the
issue, and with the City Finanace Director for more specific information on the details of the new
procedure.
APPROVAL TO PARTICIPATE IN THE G.R.C. STUDY: Librarian Bergsing stated the Governmental Research Council
of San Mateo County was about to begin a study of Library services throughout the County. She asked for
the approval of the Board to participate in the project. It was moved by Trustee Phelan, seconded by
Chairman Hechinger and carried. Mrs. Bergsing informed the Board that they might be contacted individually
for input by members of the study team.
DISCUSSION OF CALIFORNIA LIBRARY ASSOCIATION PROPOSAL ON PUBLIC LIBRARY FUNDING: There was discussion on
the implications of the California Library Association's position requesting state funds to support local
public Library service. The Board asked Chairman Hechinger to cast the ballot as their representative.
ADJOURNMENT: The meeting was adjourned at 5:45 pm with the next meeting scheduled for November 21, 1978.
Respectfully submitted,
Patricia M. Bergsing
Clerk of the Board
PMB/jag
LIBRARIAN'S REPORT
NOVEMBER 21 , 1978
COMPUTERIZED ACCOUNTS PAYABLE AND GENERAL LEDGER SYSTEM
Enclosed with this report are two memos from the City Attorney and the Finance Director
regarding computerization. I think they are self-explanatory, and the Finance Director
will attend the Board meeting to answer any further questions you may have.
EASTON BRANCH LIBRARY
At the time of this writing, it is my understanding that the report of the "Citizens
Committee to save the Branch" will be formally received by the City Council at their
regular meeting of November 20, 1978. It is my further "unofficial understanding" that
the Mayor then intends to refer the report to the Library Board for your recommendation
and consideration. If this turns out to be the procedure followed, we will have the re-
port to give you at your November 21st meeting. Depending on the wishes of the Council ,
and when they want to hear from the Board, it may require a special meeting in December
to consider the matter.
OUTREACH/SERVICE TO SHUT- INS
On October 20, 1978, Betty Hallock and Sue Reiterman conducted the first in a projected
series of regular meetings for Library volunteers for the service to Shut- Ins program.
The purposes of the meeting were: 1 ) to thank volunteers and to report to them their
accomplishments; 2) to provide volunteers an informal forum where problems, solutions,
ideas, etc. , could be exchanged among staff and themselves; 3) to provide volunteers
with new information which might be useful to them in their work. At this meeting Ms.
Reiterman discussed the Talking Books Program, large type books and their availability
through interlibrary loan, and a few of the services locally available which may interest
their homebound patrons. The volunteers expressed enthusiasm for future meetings of this
nature.
PUBLIC RELATIONS
Joy Molder gave a talk to a local PEO Chapter in Burlingame on October 12, 1978. The
talk covered Library services in Burlingame and a brief book talk. PEO in a philanthropic
women' s group devoted to helping other women with economic and educational needs. On
November 7, 1978, Mr. Warren Wickliffe plans to conduct an adult school class on a tour
of the Library, which will include some instruction in the use of the catalog, indexes, etc.
CHILDREN'S DEPARTMENT
A reference day was held for the sixth grade from Washington School . McKinley' s first,
second and fourth grades, and Washington' s first and second grades visited the Library.
The Children' s Librarian, Joan Riordan Leach, gave book talks for the sixth graders at
Crocker School , and conducted a mini-reference day with seventh and eighth graders from
Field Moore Acadamy. Mrs. Leach also gave a book talk to the Brandeis University Book
Review group. The Children' s Room, acting for the staff of the Library, sent a telegram
to Patricia Miles Martin, well-known local Children's author, on the publication of her
ninetieth Childrens book.
EASTON BRANCH
October continued to be a very busy month. O.L.A. ' s Library is closed for remodeling and
the Branch has been inundated with O. L.A. youngsters every afternoon. Story Hour atten-
dance continues to hold steady at 8 - 12 as does the Book Chat group.
LIBRARIAN' S REPORT CONTINUED
NOVEMBER 21 , 1978
PAGE #2
EASTON BRANCH CONTINUED:
The Branch was visited twice this month by the Early Learning Center's afternoon class of
18; classroom collections for the St. Paul 's Nursery School and Sister Victoria 's fifth
grade class at O.L.A. were provided.
REFERENCE DEPARTMENT
Reference activity remained high throughout the month of October, with reference trans-
actions slightly higher than September, and about 70 over October 1977. The reference
Librarians are studying their subject areas in reference, particularly books in reference
storage, for removal from the collection. We have several long backruns of reference
books, which are seldom used, which will be considered for discard.
SYSTEM NEWS
System projects for LSCA grant proposals are now being discussed. Some projects under
consideration include: Cooperative Resource Sharing and the Union File Conversion Project.
The Computerized Community Information Project staff have moved their office from San Mateo
Public Library to county facilities. They are now on the county telephone system, The
basic system of CIP continues to be available via our teletype system.
Interlibrary Loan requests remain high for Burlingame Public Library, while a change in
Bibliographic Center policy increases our workload. System Libraries now send their own
ALA forms for out-of-system interlibrary loans. This procedure is done after locations
are received (via the Bibliographic Center) from the State Library.
PERSONNEL
We welcome Jennifer Curry, new student assistant, to the staff of the Reference Department.
Jennifer is a junior at Burlingame High School . She will be handling maintenance of the
record and cassette collections in addition to regular Page duties.
STAFF DEVELOPMENT
Joan' Leach, Barbara Rowe, Al Escoffier, and Joy Molder attended the Baker and Taylor Show-
case on October 26, 1978, which was devoted to publisher's presentation of fall adult book
releases. In addition to coverage of a large number of titles, the participants heard a
talk by Alice Ihrig, Chair, ALA Committee on the White House Conference, on the current
status of various State White House Conferences. Patty Campbell , Wilson Library Bulletin,
spoke on "Young Adult and Books for Young Adults." Mrs. Leach and Ms. Rowe attended the
Showcase on October 27, 1978, which was devoted to children' s books and paperback books.
One guest speaker was children' s author, Marilyn Sachs.
�-- October 19 , 1978
To: LIBRARY BOARD
From: City Attorney
Subject: Fiscal Procedures
The City Librarian has asked that I comment upon the process which
the City is initiating whereby all checks will be drafted in City
Hall, and none will be signed by members of the Library Board. It
is my opinion that this is an appropriate procedure and does not
contravene the provisions of the Education Code .
Section 18922 of the Education Code gives your Board the authority
to purchase books , journals , publications and other personal prop-
erty. The provisions regarding payments are contained in Sections
18951 through 18953 of that code. They were originally adopted in
1901. The current language of these sections is:
"Section 18951. Library fund
All money acquired by gift, devise, bequest, or other-
wise , for the purposes of the library, shall be apportioned
to a fund to be designated the library fund, and shall be
applied to the purposes authorized in this chapter.
Section 18952 . Safety, preservation, and application
of fund not payable into treasury
If payment into the treasury is inconsistent with the
conditions or terms of any gift, devise, or bequest, the
board shall provide for the safety and preservation of the
fund, and the application thereof to the use of the library,
in accordance with the terms and conditions of the gift,
devise, or bequest.
Section 18953 . Payments from the library fund
Payments from the fund shall be made upon warrants
issued after due audit by, and an order from, the library
trustees . The warrants shall be signed by the president
and secretary of the board of library trustees. The treasurer
of the municipality shall pay such warrants without any
further order or warrant from any other authority. "
1
In 1977 Section 18950 was repealed and Section 18951 was amended
so that any reference to a library tax or revenue derived from
it was stricken from the Code . This was done since there is no
longer a separate tax rate for this purpose. It would appear that
this fund is now intended to be a repository for gifts , devises ,
bequests , and similar monies from outside the City' s revenue pro-
ducing process , and the procedure in Section 18953 for signature
of warrants by the president and secretary of your Board applies
only to expenditures from that source . Expenditures from the
departmental budget come from the City' s general tax rate and are
signed by the same city officers as for other departments.
It should be further noted that warrants are no longer issued.
As you may be aware , those were a type of financial document under
which the warrants were issued by the city, processed by a bank,
and then returned for demand upon the city treasury. That process
no longer exists for our city; rather� we issue checks as any other_
business does .
Insummary, the recent amendments of the Education Code indicate a
legislative intention that the only direct signing of warrants , or
as the case is now, checks , by your board officers is on a fund
composed of gifts , devises , bequests , and similar monies , and that
the City' s process of writing checks directly against the general
fund with the signaturesof the City Treasurer and other Council
authorized officers is legal and appropriate for all Library De-
partment expenditures .
J;EROME COLEMAN
City Attorney
JFC/k
cc: City Treasurer
Finance Director
November 14 1978
TO: Library Board
FROM: Finance Director
sem: Computerized Accounts Payable and General Ledger System
From reviewing the Library Board' s October minutes and discussions
with the City Librarian, I understand that the Board is concerned
about the effect of a: City-wide Accounts Payable system and
General Ledger upon the Library Board' s 'function of approving the
Library warrants for payment. The basic concern is that the
new system, might be an infringement on the legal powers and
authori-VI of the Trustees. In order for the Board to evaluate
this question, it is necessary to understand the reasons for the
new system and how .it will function.
Why A New System?
Currently, all of the City's accounts payable checks are hand.-
written and manually posted to various disbursement journals.
The City's records are maintained on a cash receipts and disburse-
men-Its basis, and there is no general ledger. Cash disbursements
are not centralized; and four separate series of checks, including
the Library' s, are drawn upon the City' s general bank account.
Two 3f the "significant" findings of the City' s external auditors,
Peat Marwick ;Mitchell & Company, as outlined in their most
recent .management letter were that the City "lacks adequate records"
and has "inadequate safeguards for cash disbursements_ " It has
been my opinion and that of the City Council. and City Treasurer
that this situation must be corrected_ By adding a computerized
accounts payable system to our current computerized payroll and ,
utility billing systems, we can greatly improve the situation
and develop a General Ledger. Cash disbursements must also be
centralized to improve the safeguards against possible loss,
theft, or misappropriation of City assets.
How Will The New System Work?
In order to implement our new system, two basic constraints must
be adhered to. First, all accounts payable checks must be
computer generated since this automatically updates the General
Ledger; . and second, all cash disbursements must come from only
one source, mainly, the City Treasurer. In order to continue
the practice. of Library Board review and approval of all Library
warrants, I would recommend the following procedure:
November 14, 1978
Library Board - 2 -.
1. The Library will continue to maintain all supporting
documentation of all purchases and this material will be
available to the Board prior to approval of the claims.
2. The Library would prepare a warrant request form listing all
of the vendors to be paid, the amount and the budget accounts
to be charged. After Library Board review and approval,
this form would be signed by two members of the Library Board
and submitted to- Finance so the checks could be generated
by the computer, After preparation, the checks .would be
signed by the City Treasurer and returned to the Library
for mailing.
This procedure would only apply to expenditures against budgeted
Library funds. The separate Board of Trustees fund for gifts, etc.
is not for City expenses and would continue to be handled in the:
current manner. Our auditors have suggested that the Board
consider placing these funds in some form of interest bearing
tfaccount to increase the . funds available to the Library. Board.
Summar_Z
The purpose of the comouter:ized accounts payable and general
ledger syst.em is to improve the financial management and records
of to":a'! City operation. By providing for the Library Board
approval prior to preparation of Library warrants and maintaining
all dc.icumentation at the Library available for Board review, I
hope the Board will agree that the new system will meet your
needs and not be an infringement on your legal powers or authority.
I plan to attend your Board meeting of November 21st to answer_
any questions you may have.
Dennis Argyresi
Finance Director
DA:bg
CC: City Manager
STATISTICS FOR OCTOBER 1278
CIRCULATION MAIN BRANCH
Books: —
Adult, Non-Fiction 102265 .. 772
Child, Non-Fiction 1 ,5$4 561
Adult, Fiction 8,064 1 ,612
Child, Fiction 2,379, 949.
TOTAL: 22,292. TOTAL: 3,901
Periodicals: 1 ,386 _ 472 -
Pamphlets (Incl . Maps Sm. Press: � 195 5-
TOTAL: 1 ,581 TOTAL: 477
Moving Pictures: -0-
Audiorecordings (Incl . Rec. E Cass.) I , 14o . S2__
Art Prints: 4.5 -0` _
Equipment Loaned: 28--
Slides:
8_,_Slides: -0-
TOTAL. -1 2 TOTAL: S2
TOTAL CIRCULATION; 25,132
GRAND TOTAL CIRCULATION 1977 Circulation: 31 ,391 1 Increase
Average Daily Circulation, Main Library: 838 1 ,99 Decrease
Average Daily Circulation, Branch Library: 170
TOTAL DAILY CIRCULATION AVERAGE: 1 ,008
REFERENCE STATISTICS;
Total Reference Questions: 21071 ILL Borrowed: 79 GRAND TOTAL OF
ILL Lent: 137 . REF. ACTIVITY2 28
ILL Total : 216
REGISTRATIONS: AS OF
Sept. 30, 1978: ADDITIONS WITHDRAWALS TOTAL REG. PLS PATRONS TO
Adults: 18,077_ .341 256 18,162 MATE: 6679
Children: 3,.020 96 �-.. 3,035 Increase of 5
Hillsborough: 2,.395 79 2$471
Other Non-Res. Patrons 220 58 36 272
TOTAL: 23,71 571 43". 23,940
ACCESSIONS AND WITHDRAWALS, ADDED WITHDRAWN
AS OF: 9/30/73 VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES VOLUMES/TITLES
Adult,Non-F i c. : 131193 -95769 434 256 222 - 33 131 ,_405 - 96.007
Child, Non-Fic; 1770- 134 5 51 48 �O1 ' 22 17.654 13 ,511
Y.A. , Non-Fic: 3202 -. N.A.._- 11 - N.A. 5 N.A. 3,208 N.A
Adult, Fiction: 952 -:39181. 153 - 90 183 46,922 7 39,277
Child,, Fiction: 131 9 17 46 - 25 14 1 133 23
_ 3, 9, .
Y,A. , Fiction: 2677 - N.A. 9 - N.A. 1 7 N.A. . 2,685 N.A.
TOTAL: 21 ,912 704 - 19 609 - 74 215,007 - 158, 23
PAMPHLETS ADDER: 144 MAPS ADDED: -0-
PAMPHLETS DISCARDED: 22S MAPS DISCARDED: - 6
TOTAL: 16,,774 TOTAL: 1 ,135
RECORDINGS: AS OF SEpT 3q. 1978 ADDED DISCARDED AS OF OCTOBER at , 178
UNITS / TITLES UNITS / TITLES . UNITS f TIT'_=S UNITS / TITLES
Disc's: 4478 / 3722 24 / 23 5 t 4 4497 / 3741
Cassettes: 491 / 375" -�0- / -0- -0- / -0 91 / 375
TOTAL: 1f269 / 4097 24 / 23 5 / 4 49FS / 116
DF`)SITED WITH THE CITY TREASURER: MAIN: 1,565•,x3
BRANCH: $9.69 TOTAL: $1 ,655.22
MEETING ROOM FEES COLLECTED DEPOSITED: $ 113.00 TOTAL: $1 ,768.22
CITY OF BURLINGAME
BUDGET EXPENDITURE
LIBRARY FUND ACCOUNT NU143cq 03-750
FOR MONTH OF : Rov.
This To Budget-
� ,mber Month Date Allowance Balance
11 Offfce_ Expense 588,-58 1 ,182.63 5,940.00 4,757.37
12 Special . Department Expense 567. 14 t ,6o1 .49 4,830.00 3,228-51-
12. 1 Books and Maps 6,574.73 11 ,591 .93 67,298.00 55,706.02
12 . 2 Periodicals 296.54 4,959.24 7,450.00 2,490,76.
12. 3 Binding 412.20 424.71 2,850.00 2,425.29
12 . 4 Cataloging 188.13 336.29 3,032.00 2P695,71
12 . 5 Records and Cassettes 83.26 1 ,133-97 3,610.00 2,476.03
13 Small Tools & Equipment -0- 22.81 225.00 202.19
16 Communications 128.21 739.84 1 2,232.00 1 ,492.16
17 Utilities
1 ,257.73 4,904.89 16,522.00 11 ,617,11
10 Maintenance of Bldgs. & Grnds; 210.51 1 ,071 .99 5,174.00 4,o98.o1
Maintenance of Equipment 32.80 120. 17 866.00 745-83
20. 1 Operations of Equipment -0 63.24 250.04 186.76
20 . 2 Maintenance of Sec. System -0- -0- 240.00 24o.00
21 Professional & Special Svcs. -0- -0- 2,400.00 2,40o.00
24 Dues and Subscriptions -0- 30.00 217.00 187.00
300.00
2:> Travel 7. 14 53.08 246.92
250.00
25 . 1 Conf. ? Ileetings - Librarian 32.50 32.50 217.50
00
29 Other Charges -0- -0- 75. 75.x,0
Qq Capital Outlay -0- -0- 3,000.00 31000.00
TOTA 10,379.'-17 28,2681.83 126,757.00 98,488.17