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HomeMy WebLinkAboutAgenda Packet - LB - 1978.03.21 BURLINGAME LIBRARY BOARD `- AGENDA March 21 , 1978, 4:30 PM TRUSTEES PRESENT: TRUSTEES ABSENT: BILLS: Warrants: $8,871 .12 Special Fund: $461 .07 MINUTES OF THE MEETING OF FEBRUARY 21 , 1978: LIBRARIAN'S REPORT: CORRESPONDENCE: UNFINISHED BUSINESS: Agenda for Joint Trustees Meeting NEW BUSINESS: 1978-1979 Library Budget Xerox Copying Machines Introduction of Mrs. Deanna Draper, Library Assistant II , Technical Processing Department ADJOURNMENT: NEXT BOARD MEETING SCHEDULED FOR APRIL 18, 1978. BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES February 21 , 1978 CALL TO ORDER: The meeting of the Library Board of Trustees was called to order by Chairman Hechinger at 4:40 P.M. on February 21 , 1978. The Trustees met at the Easton Branch Library. ROLL CALL: Trustees Present: Trustee Hechinger, Trustee Lynes, Trustee DeMartini, Trustee Phelan Trustees Absent: Trustee Cohendet, excused, business trip Also Present: Mrs. Joy Molder, Assistant City Librarian BILLS: Warrants in the amount of $11,258.61 and Special Fund bills totaling $342.42 were approved for payment on a motion by Trustee Phelan, seconded by Trustee Lynes, and carried by those Trustees present. MINUTES: Minutes of the meeting of January 17, 1978 were read and ordered filed. LIBRARIAN'S REPORT: Security System: The Librarian reported that the Gaylord/Magnavox system engineer was here on Friday, February 17, to move the security system screens. In the process, he caused a malfunction of the screens, so the company is shipping new screens in a darker shade of formica. They should arrive in about two or three weeks. The Librarian commented that, in general, public response has been favorable to the system. Roof Leaks: Discussion was held regarding our on-going problem with the leaks in the roof. Librarian Bergsing is still awaiting an estimate on roof repairs from the roofing company. Parking: The replacing of underground pipes is now taking place directly in front of the Main Library. Along with the construction of buildings in the immediate area, the parking situation is worse than ever. There have been numerous complaints from library patrons. Fines and Fees: Some discussion was held and Librarian Bergsing will discuss the matter further with Mr. Sam Chandler, Chairman of the P.L.S. Board, at the next P.L.S. Board meeting to be held on February 23rd. Personnel : Since the meeting was held at the Easton Branch Library, the two new staff members will be introduced at the next Board meeting. Goals and Objectives: The Board complimented the Librarian on her statement of plans to establish library goals and objectives. The Librarian stated that the Board's involvement as community representatives would be a tremendous benefit in planning the library's long- range goals and objectives. CORRESPONDENCE: Chairman Hechinger read a letter to the Editor of the Boutique/Villager from Mr. Rouse, a San Mateo resident, who was protesting the library's policy in asking him to obtain a library card at his home library. Chairman Hechinger then read the Librarian's reply to his concern. NEW BUSINESS: Request from Mayor Harrison for free copying service for medical records of Burlingame Senior Citizens: Librarian Bergsing distributed a cost estimate for the proposed program. After some discussion, and in view of the absence of one of the Trustees, Trustee Lynes moved that the item be tabled for further study. ADJOURNMENT: The meeting was adjourned at 6:00 P.M. with the next Board meeting scheduled to be held on March 21, 1978 at the Main Library. Respectfully submitted, Grp /o �, ` 7 Patricia M. Bergsing Clerk of the Board PMB:jq LIBRARIAN'S REPORT March 21 , 1978 SECURITY SYSTEM: The new screens arrived on March 13 and have been installed. They look considerably better than the original screens because they are in a dark walnut color. We have ordered the theater posts and cords and they should arrive in about a month. Temporarily, we are using two theater posts and a cord that have been loaned to the library by the Bank of America on Chapin Avenue. We are very grateful for their generosity. Next, we are going to replace the carpet in front of the doors and the circulation desk,both because the carpet is worn and because there are holes where the electrical outlets were before we moved the desk back. The exit sign is scheduled to be installed some- time in the next few weeks. So. gradually, we are getting the problems solved and "settling in" with the new system. JOINT TRUSTEES MEETING: A small committee of the Peninsula Library System Board of Directors met on March 9th to discuss tentative plans and arrangements for a Joint Meeting of the Library Com- missions in San Mateo County. After considerable discussion, the committee wrote up some suggestions and asked everyone to return to their individual Boards for their ideas. The consensus of the group was that unless members of the Boards were involved in the planning, the meeting would not be very successful . I am enclosing the memo we sent to each of the Directors, and would like to discuss your reactions at the Board meeting. 1978-79 BUDGET: We have received all the forms and instructions for preparation of the Library's 1978-79 budget. The staff has already begun work on various phases of it and we are planning on having the forms completed for your April meeting. They are due in the City Manager's office by April 28. The format is exactly the same as last year, except we have been asked to include a memo which describes the impact of having our funding cut to 75% of 1977-78 levels. This is the wort possible effect of passage of the Jarvis/Gann Amend- ment. " I think we need to discuss this further at the March Board meeting. COPYING MACHINES: We have received, at our request, a proposal from Xerox to shift our existing Xerox machine to a lease/purchase agreement and to lease a second machine. This would result in considerable saving on the one machine and allow us to appreciably iTprove our service. We would store two of the Dennison Copiers (at the moment, I don't know where) and keep them to use for parts to keep the copying machine at the Branch running as long as possible. All three Dennison machines are in very bad shape and we can no longer get parts. I 'll review the proposal with you at the meeting. NON-RESIDENT USE: I 'm enclosing two summaries of non-resident use of the Burlingame Library. One is usage by Hillsborough and the City of San Mateo on a daily basis from last July through the end `.. of February. The other survey covers the two-week period from February 27, 1978 - +-larch 12, 1978 and includes all the libraries in P.L.S. Beginning in July, under new state legislation, we should be reimbursed (at a yet undetermined rate) for loans to non- residents. This will probably not include Hillsborough but will include all other non-resident loans. Librarian's Report March 21 , 1978 Page Two SCHOOLS: On April 18, Joan Riordan Leach and I will be meeting with Dr. James Black, M•rs. Lois Watson, and Mrs. Earlene Billing of the Burlingame Elementary School District. We will be discussing the cutbacks in the school library program, and the impact on the public library. Joy Molder gave a brief talk to the Department Heads at Burlingame High School on February 27. Due to illness, Al Escoffier and Joan Leach were unable to join her. The teachers were most cordial and receptive and we hope to have a chance to talk to the faculty as a whole at some future date. Mr. Wickliffe spoke to third, fourth and fifth grades at West Hillsborough School on February 7 and 14 about poetry. He read some excerpts and had the children read some of their own poetry during the second session. Some of them may read their poetry at the art and poetry festival in the Community Room, March 19. SPECIAL PROGRAMS AND ACTIVITIES: The ball is rolling for National Library Week activities , April 2 - 8, 1978. Posters and flyers are being made, and book marks will be available to publicize NLW activities. Two showings of the film "King Tut: The Boy King" will be presented on Tuesday, April 4, at 7:30 P.M. and Thursday, April 6, at 2:00 P.M. The film is based on the exhibit touring the United States and expected at the M. H. de Young Museum in September 1979. A puppet show will be featured Wednesday, April 4 at 4:00 P.M. The children will also be able to print their name with hieroglyph printing blocks. The activities are being sponsored by the Friends of the Burlingame Library. On April 13, Sue Reiterman will give a book talk along with Joy Molder, to the Burlingame Women's Club. Mr. Wickliffe is scheduled to talk to the Burlingame Writer's Club on March 23 about library research methods for writers. PERSONNEL: Dorothy Morris, Library Assistant 1I , will be leaving us on March 15, to accompany her husband to Southern California. She has served as our Interlibrary Loan clerk since July 1974. Dorothy has been an energetic worker and is perhaps the reason our ILL ser- vice is so efficient,and in my opinion, is the best in P.L.S. We shall miss her. Bill VanNiekerken, who has worked in the Circulation and Periodical departments , will be assuming Mrs. Morris' duties in the Reference Department. He will continue his duties in the Periodical Department. STAFF DEVELOPMENT: Staff members attended IMDI programs during February. Joan Riordan Leach completed the "Effective Written Communications" course. She found it especially useful . Barbara Rowe and Barbara Lazarus have recently attended two sessions on "Work Planning". The Cooperative Information Network Staff Exchange Program is again planned for this year. Lora Shank will spend a day at the Mental Health Library on March 13. Other staff members are scheduled later in the Spring at other libraries. This program allows librarians to see another library's collection and special resources first hand. The personal contact Librarian' s Report March 21 , 1978 Page Three �-' helps enormously in maintaining liaison with these libraries for future assistance with our more difficult reference questions. On March 14, Linda Hedges, Reference Librarian at Redwood City Public Library, will spend a day at our library. She will tour the library and spend some time in periodicals, young adult and reference. AUDIO 'lISUAL SERb'ICES: Burlingame Library is again participating in the Internal Revenue Service Program of assistance to taxpayers filing personal income tax forms. This program is being continued through our special request to IRS, as we felt it was particularly useful last year. We have available for circulation cassette tapes of step-by-step instructions for completing individual income tax returns. Information on the tapes has been submitted to the local n.-wspapers. Tax forms should be available soon. PENN' SULA LIBRARY SYSTEM: The P.L.S. contract with the University of California, Berkeley, has opened up inter- library loan service between Berkeley and the Peninsula Library System. The fees involved ($3.00 per transaction) are being carried by the system. We are pleased to be able to use Berkeley for our more esoteric items. In the past, we have been barred from ILL with U.C. Berkeley because we fell within the 50-mile radius of the University. it will still be necessary for us to try local and state sources first, but if a book is available at U.C. we will be able to request it. CHILDRE'i'S DEPARTMENT: Four Burlingame High School 's reading classes came for a tour. Information about applying for library cards, what services are available to them in the library, and brief book talks were involved. The first and fourth grades from McKinley School made their monthly visit and book talks were given to two enthusiastic groups of sixth graders at Crocker School . Our monthly special program was held on Wednesday, February 1:.. We presented two puppet plays, "Tops and Bottoms" , an English folk tale and a series cf vignettes about "George and Martha" , two friendly hippos. We will be performing these puppet plays for McKinley, 1,41ashington and St. Catherine's schools. From March 6 through 27, we will have our dragon-naming conte_t Posters with a photograph of our dragon, rules, and entry blanks have been sent to all :arlingame and Hillsborough schools. By the end of the month, our dragon will have a n The winner will receive a book about dragons, of course. STAFF PARTY: The staff party has been rescheduled for Sunday, April 9, 6-10 P.is. at the Burlingame Recreation Center. We hope all of you can make it. In closing this month's report, I feel I must share with yGa ='e deep sense of loss that the staff and I feel over the untimely death of Edith Cohent__ We feel we have lost not only a capable, experienced Trustee, but a very dear, ­«s-Jnal , friend. T0: Peninsula Library System Board of Directors DATE: March 9, 1978 The tentative agenda we drew up at our committee meeting to plan a Joint Trustees Meeting is as follows: Greeting and Introduction (possibly by Ben Hechinger, Chairman of the Burlingame Public Library Board) . 5 minutes. The National and State Scene (by Virginia Hughes or Wes Doak) . This would include information on California Governor's or State Conference, the White House Conference, C.L.S.A. , State Advisory Board, Town Meetings, CALTAC, etc. 10-15 minutes. The Local Scene or what P.L.S. has done and is doing. Impact of C.L.S.A. on P.L.S. (This could be by Jim Henson, Sam Chandler, or a Trustee from one of the Board who wasbriefed or knowledgeable) . 10-15 minutes. Brief introduction of two or three of the following topics which would be followed by Trustees breaking up in smaller groups of 5 to 7 people per group to discuss specific issues. Points made would be recorded and the groups would reconvene after one hour �.. or so and spokesman for each group would summarize their discussion. Possible points for discussion in smaller groups could be: I. Alternative Sources of Funding for Libraries A. Fees for service B. Grants C. Taxes other than property tares II. Reaching the Non-User A. Public Relations B. Increasing the visibility of libraries III. The importance or role of non-book materials in libraries A. Magazines B. Pamphlets C. Records, films , etc. IV. Community Rooms in the Library? A. Are they necessary? B. How should they be used? By whom? C. The role of the library in presenting "cultural " events ,S— for the community P.L.S. Board of Directors March 9, 1978 Page Two V. The Relationship of -the Library Board to Governing Bodies and to Friends Groups VI. How can P.L.S. improve or expand its services? Items one through six are only suggestions for discussion. Would you ask your boards at your next meeting and get their reactions and ideas? Another possibility to explore is to ask one member of your Board if they would be willing to serve on the Planning Committee for the meeting. If so, we'll plan on having another meeting the last week in March or the first week in April . Tentative meeting date has been set for May 13, 9:30 AM to 12:30 PM at the Burlingame Public Library. Trustees Meeting Committee Patti Bergsing Sam Chandler Rosalie Devlin Jim Henson Virginia Hughes SERVICE BY BURLINGAM E PUBLIC LChRARY TO HILLSBOROUGH AND SAN MATEO FROM JULY 1 , 1977 THROUGH FEBRUARY 28, 1978 TOTAL LIBRARY SERVICES HILLSBOROUGH % OF TOTAL SAN MATEO E / OF TOTAL 21 ,347 - Burlingame 1 Registered Borrowers 6,167 - P.L.S. 1 ,922 6,99% 2,011 ; 7.31% 27,514 + Total Circulation 238,907 I 21 ,955 9.19% j 27,032 11 .31% I.L.L. and I.L.R. ' Requests to other libraries 3,442 143 4.15% 192 5.57% Reserves. � 3,752 471 '----- 12.52% 822 � 21 .85% Reference Use 13,564** I 1 ,410 10.4%* 1 ,652 12.18.;* Overdue Notices 4,909 713 14.52% N/A N/A Other Services i Attendance to Story Hours, Class ( Visits, Programs , Service to. Teachers 147 32 21 .77% N/A N/A 1 and Classes, etc. -- Number of Students Reached 4,472 1 ,005 22.47% N/A ^� N/A f ** Requests/Inquiries Total * Based on Survey Averages ( P.L.S. ( VE'� USE OF BURLINGANiE PUBLIC LIBRARY -BY NOM-RESID(�PIT i30RR0, ERS February 27 through March 12, 1973 110. OF' E QU I P. , CASS!-I TES, N0. OF= ITEMS FTJJIIS /1121 PIZI dTS , ETC, TOTAL LIBRARY MATERIALS HOME LIBRARY _ -- -- BORROWED BORROI ED _ ----- —COF'�:01_lE:D _ 14 -0- 14 Daly City Menlo Park 41 -0- - 41 � Red,n,00d City � 59 -0- 59 San Bruno 149 -0- 149 i ' Sar. 11a teo public 1 ,924 10 1 ,934 San Mateo County 1 ,001 25 1 ,026 z I South San Francisca 56 -0- 56 TOTAL F.L.S. CIRC. 3,244 35 3,279 HILLSBOROUGH 1 ,755 8 1 ,763 TOTAL NON-RESIDENT CIRC. 4,999 43 5,042 1....___... _^ BURLINGAME r CIRICUI_ATION_^._...__._..._..._. 10,150 31 ................_._...__... r 10,231 .__..._ `till- -- TOTA . CIRCULATION 15,149 124 15,273 e f Tial v C'i ty Use------ ,09% of San Mateo Public Usc---_-----_12 .66% Tia LraI ;'. of 0-f i�crll o Park lIse--- --- 26% % o-f San Mateo Coun-,,y Use---------- 6.7% To Lalcfi ; . Use--- 33% R .33 o, South San F��� cisco � o r �,,,;� a� �.'.,r,.-__ _ � '�' �,� , 1, 11 .54% .. 1 i� SERVICE TO Duri the eighth mor th of the, contract to serve il'> ilsborou:Jh residents, w2 hav-_ gathered Lhe fol ic.-;ing usage statistics: ?e;Li-s-red Borro: ers - July February 28, 1978 1 ,591 - Ne,,r Hi 1 l sborough, Patrons 235 - Former Fez Cards 96 - ;orrner Property D.-iners 1 ,922 - Total Cards $1 ,835.75 - Total Refunds, July 1 - January 31 , 1978 (No refunds after 1/1/78) Circulation Statistics - Hillsborough - February 1 - 28, 1978 Main Li brace Branch Total Adult Book Circulation 2,182 241 Total Periodical Circulation ;Ad141t & Juvenile) 188 45 io`a' Juvenile Book Circulation 463 64 Total audio Visual Circulation, 65 0 8 350 Total Hillsborough Circulation: 3,248 - 11% of Total Library Circular ion ! 29,386) Reserves - February 1 - 28, 1978 �..w 497- Total Reserves from all patrons 69- Total Reserves from Hillsborough patrons - 141 Interlibrary Loan Requests - February 1 - 28, 1978 453- Total Outgoing Interlibrary Loan Requests 21- Total Requests from Hillsborough - 4.51 Overdues Sent - February 1 - 28, 1978 658- Total Overdues sent to all Patrons, - Vain Library 156- Total Overdues sent to Hillsborough Patrons - Main Library - 24° Us-, of Other Services - Children's Librarian visited Crocker School on two occasions to give book tales to two classes of 42 students. Reference Librarian spoke to 20 students at West Hillsborough School about poetry. a a a EXPENSES TO DATE DIRECTLY RELATED TO SERVING HILLSSOROUGH July 1 , 1977 - February 28, 1978 Refunds $1 ,835.75 Supplies 630.61 Borrowers cards, applications, reserve cards , bills, postage a Books (Added copies purchased July-February) 2,877.61 Personnel Reference Librarian 7,058.00 Children's Librarian 517.19 Assistant Librarian 43.53 Library Assistant III 723.20 Library Assistant I & II 1 ,42.2.20 `.. Reserves Clerk 455.77 Student Assistants 363.72 TOTAL $15,927.58 STATISTICS FOR FEBRUARY 1978 CIRCO -TION t AIN BRANCH Boos, iYdalt non-Fiction 10,014 -TSG Child Non-Fiction 1,232 533 Adult Fiction 8,085 2,252 Child Fiction 1,834 924 TOTAL BOOKS. . . .. . . . 21,165 . . . . . . . . .. . : . ... . . 4,795 Periodicals 1,320 666 Parmhlets 261 - Maps 2 _ C-mles - - Small Press 4 _ Subtotal.. . . . . . . . ...22,752. . . . . . . . . . . . . _ _ 5,1�>1 Phonograph Records 858 Slides 20 - Art Prins 42 - Cassettes 95 Fibs 62 Equipment Loaned 29 1 TOTAL CIRCULATION. .. . ... 23 . . . . . . . . . . .. .. . . 5,528 GRAND TO ikL CIRCULATION, BRANCH & rMN_ 29,386. (1977 Circ: 27,434 -6.6% Increase) Average Dailv Circ., Main: 97 . . Average Daily Circ. , Branch: 240 TrTAL DAILY CIRC. AVERAGE. ..... . . 1,214 TRAFFIC COUNT DISCGI'IN'*JED RWrL-E".10E STATISTICS: A/V USE TALLY: Refere;ice Requests Total: 1,668 ILL Activity Incoming: 320 Microfilm Use: 52 ILL Activity Outgoing: 490 A/V Eq=uipment Use: 2 _ �R *�'D TOTaL REF. ACTIVITY: 2,478 ILL Activity Total: 810 Total A/V Use: 54 REGISTRATIONS: ADULT CHILD TOTAL �•Tembership - 1/31/78 18,037 3,174 21,211 PLS PATRONS Additions - February 1978 407 33 440 TO DA': : 6,167 Zdithdrawals -February 1978 277 27 304_ Increase of: 46 TOTAL EGISTRATI_ONS - 2/28/78 18,167 3,180 21,3==7 ACCESSIO`:S & WITHDRAWALS OF BOOK STOCK: AS Or CAN- GR.=-3D TOTAL AS 1/31/78 ADDED CELLED OF 2/28/78 Adult Non-Fiction 128,747 364 153 128,958 - Child Non-Fiction 17,249 9 10 17,248 Y.A_ Non-Fiction 3,188 8 1 3,195 Adult Fiction 45,789 131 17 45,903 Child Fiction 13,488 100 119 13,469 Y.A. Fiction 2,635 15 - 2,650 211,096 627 300 21,4 Net Increase in Hook Stock: 327 Included in above figures: 55 gift books and 349 new books Pamphlets Added: 53 Maps Added: Pamo lets Discarded- 0 raps Discarded: 116 _TOTAL.. 17,020 TOTAL. . r= RECO ZI',GS: AS OF 1/31/78 ADDED DISCARDED AS OF 2/28/78 78's 501 0 0 S-0-7-- 334s 4,047 11 0 4,058 Cassettes 435 12 0 447 TOTALS: 4,983 23 DEPOSITED KITH CITY TREASURER: MAIN: $1,362.46- BRANCH: 1 17 S TOTAL: 1,487.97 l.i I r 'i r- DurcLsi;; r BUDGET EXPENDITURE LIBR:°Y FUD _ ACCOUNT 'NUMBER 03-750 MARCH 1978 THIS TO BUDGET 10!1TH DATE ALLOW. BALAN'C'E Salaries 11 O pica Expense 950.27 4,663.47 4,950 236.53 12 Special Dept. Expense -0- 1 ,275.99 3,410 2,134.01 12. 1 Books and Maps 5,592.75 44,495.22 65,375 20,879.78 12.2 Pe-riodicals 171 .49 4,615.06 6,8,1; 2,184.94 12. 3 Binding 30.00 1 ,084.64 2,750 1 ,665.36 12.4 Cjialoging 206.39 1 ,543.21 3,032 1,488.79 -12.5- Records & Cassettes 153.42 1,123.50 3,403. 2,281 .40 i3 S,. 11 Tools & Equip. -0- 99.83 300 200.17 16 Cc. -unications 201 .62 1 ,373.70 2,392 1 ,018.30 17 - U �ilities 1 ,3$5.x!3 10,538.53 ' 17,230 .- 6,741 .47 '9 la- .nt -of Bl: igs. &. Gds. 127.88 2,313.52 4,7C0 2,386.48 Nainv. of Equip. -0- 133.09 787 653.91 20. 1 Operations of Equip. -0- 125.75 250 124.25 21 Prof. & Special Svcs. -0- 2,400.00 2,400 -0 %2 Ot1her Contr. Svcs. -0- -. -0- -0- -0- 23 I,,surance & Surety Bonds -0- -0- 2,000 2,000.00 2r D,-,=S - Subscriptions -0- 359.75 430 70.25 . 25 T-rav e1 19.37 2.91 .71 500 208.29 23. 1 Cont. & Ntgs. - Librarian -0- 108.13 25O 141 .87 2 ,.% Conf. & M1tgs. - Personnel 22.50 252.50 350 97.50 2:5.3 Conf. & Mtgs. - Trustees -0- -0- -0- -G- 26 Training & Safety Program -0- 239.00 300 61 .00 29 Other Charges '-0- 41 .06 100 58.94 Capital Outlay -0- -0- -O- -0- '' 3EFORE SALARIES 8,871 . 12 77,077.76 121 ,761 44,683.24 TOT;71 AFTER, SALARIES