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HomeMy WebLinkAboutAgenda Packet - LB - 1978.02.21 BURLINGAME LIBRARY BOARD AGENDA February 21 , 1978, 4:30 P.M. at Easton Branch Library TRUSTEES PRESENT: TRUSTEES ABSENT: Trustee Cohendet, business trip BILLS: Warrants: $11 ,258.61 Special Fund: $342.42 MINUTES OF THE MEETING OF JANUARY 17, 1978: LIBRARIAN'S REPORT: CORRESPONDENCE: UNFINISHED BUSINESS: None NEW BUSINESS: Request from Mayor Harrison for free copying service for medical records of Burlingame Senior Citizens ADJOURNMENT: NEXT BOARD MEETING SCHEDULED FOR MARCH 21 , 1978. . c BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES January 17, 1978 CALL TO ORDER: The meeting of the Library Board of Trustees was called to order by Chairman Hechinger at 4:30 P.M. on January 17, 1978. ROLL CALL: Trustees Present: Trustee Hechinger, Trustee Lynes, Trustee DeMartini, Trustee Cohendet Trustees Absent: Trustee Phelan (excused by the Board due to a family emergency) BILLS: Warrants in the amount of $4,800.03 were approved for payment on a motion by Trustee Cohendet, seconded by Trustee DeMartini, and carried by those trustees present. Special Fund bilss totaling $314.49 were paid on a motion by Trustee DeMartini, seconded by Trustee Cohendet. DEMONSTRATION OF THE CUMPUTERIZED COMMUNITY INFORMATION FILE by Sue Reiterman. MINUTES: Minutes of the meeting of December 20, 1977 were approved and ordered filed. LIBRARIAN'S REPORT: Fees & Fines: Mrs. Bergsing elaborated on her report on the P.L.S. Board of Directors meeting on fines and fees. She stated that the San Mateo County Librarian agreed in principle to the S� fine, but felt because of restricted revenue that the County Library would not be able to reduce fines. The Menlo Park librarian was not present at the meeting and since she represents the other library in the system charging 10¢ per day for overdue adult books, her point of view was missed. Chairman Hechinger commented that the meeting had not resolved the question, but he still felt that standardization would be a good idea. Trustee Cohendet inquired if Mrs. Elaine White, the patron who had raised the issue, had been informed about the steps the Board was taking. Mrs. Bergsing said that she had been notified. Trustee Lynes suggested that a questionnaire or a survey form be written and sent out to each of the libraries asking what fines and fees, loan periods, and renewals etc. they preferred. Mrs. Bergsing said she would relay that request to the System Coordinater. The matter wag tabled tem- poratily until more information could be gathered. The P.L.S. Board intends to continue discussing the problem, the City Librarian reported, so she will report further at a later date. Joint Meeting of all Trustees: The Chairman of the P.L.S. Board, Mr. Chandler from Daly City, is very anxious to have a meeting of all the Trustees covering a broad range of matters, Mrs. Bergsing stated. However, there are a number of issues to be decided before that can take place. Trustee Lynes suggested a committee to set up an agenda, before holding a gneeral meeting. After discussion about possible topics for the agenda, Mrs. Bergsing stated she would inform the P.L.S. Board about Burlingame's interests and concerns regarding such a meeting. Security System: Discussion was held on moving the screens further away from the front door and moving the circulation desk back. Trustee DeMartini asked if another activate/deactivate unit would be necessary. Mrs. Bergsing replied that it might be, but it was still too early to tell. It is also possible to recess the unit or units into the desk and that would be another consideration. Mrs. Bergsing informed the Board that Mrs. Molder and she were meeting with the circulation desk assistants later in the week to hear what problems they were experiencing with the system, and if they had any suggestions regarding the need for added units, change of location etc. At that time, she expressed hope that she could allay fears from the staff regarding the safety of the system. Library Board Minutes January 17, 1978 Page Two Mrs. Molder informed the Board that there had been very few complaints from the public, but some apprehension from the staff. Parking: There was discussion about the increased difficulty of finding short-term parking around the library. Everyone agreed that it was a growing problem, and the City Librarian said she would keep them informed'on any actions the Traffic, Safety had Parking Commission or the City Council were considering. Maintenance: Chairman Hechinger inquired about the leaks from the recent storms. Mrs. Bergsing reported that she was waiting for an estimate on the cost of roof repairs from the roofing company. However, the company was literally swamped with work because of the heavy rains, and some delay was likely. City Documents: At the monthly meeting of City Department Heads, the City Librarian reported that she had requested at least two copies of all important city documents be sent to the library for circulation to the public. This suggestion received a positive response from the Departments repre- sented. We hope this will solve the problem and make it possible to give more complete and up to date information to the citizens of Burlingame. CORRESPONDENCE: None NEW BUSINESS: Analysis of the Community: As part of an overall plan to give better service to all residents of Burlingame, the City Librarian explained that the Library staff will be working on an analysis of the community and on developing a "community profile". She pointed out that the City is changing and the library needs to keep pace with those changes. We need to have clear goals and objectives, and decide whether we wish to continue all the services we are presently offering or substitute new ones. As an example, Mrs. Bergsing pointed out the growing number of "senior citizens" and the declining number of school children. Another example is the service we are offering to the business community, and what we could offer if we discover a greater need or change our priorities. Trustee Lynes stated that a suggestion box might be used for the purpose of obtaining public views on library services. Chairman Hehcinger suggested that the local newspaper might publish a ques- tionnaire. Everyone agreed that both options had possibilities depending on how they were handled. Mrs. Bergsing mentioned that realigning or changing our services might lead to changes in the physi- cal location of various departments in the building, but she would report more on that at a later date. ADJOURNMENT: The meeting was adjourned at 5:50 P.M. and the Board agreed to hold the next Board meeting at the Easton Branch on February 21, 1978, at 4:30 P.M. Respectfully submitted, Patricia M. Bergsing ✓ Clerk of the Board PMB:jo LIBRARIAN'S REPORT February 21 , 1978 �. SECURITY SYSTEM The staff is becoming more accustomed to the Security System, and the majority of the public seem to be adjusting with few complaints or problems. In the past month, we have asked several people to return to the desk who were walking out with books. We had the circulation desk moved back and the electrical outlets moved. The next step is the return of the Gaylord-Magnavox engineer to move the screens forward. We will then have to plan some kind of traffic control screens or theater posts and cords to direct people in and out the correct doors. We are also looking into a small sign by the front door that will light when activated, showing "Please return to desk" , and emit a sound. The engineer arrives Friday, February 17, so I will report more on this at the meeting. JARVIS-GANN INITIATIVE I am enclosing a report to the City Council by the City's Finance Director, stating the possible impact of this initiative on the City of Burlingame. I think it has grave implications not only for the entire City but for the library in particular , as a non-property related service. STORM DAMAGE In the recent storm, the big pine tree in front of the library lost many of its big limbs. This happened partly because the drought had caused the limbs to become very `.- brittle. Six tiles on the roof of the Children's Room were broken, but that is all the damage the building sustained. We were very lucky. Since then, the Park Depart- ment has trimmed the tree radically, and Mr. Hoffman, the Park Director, thinks it will be fine. It will look a little sparse for awhile, however. ROOF LEAKS, FOUNDATION REPAIR The roof continues to leak in the same spots, plus a couple of new ones in the same Reading Room and Children's Room areas. We are still awaiting estimates for repair costs, though the roofing company has been out again to check for any storm damage. All the roofing companies are literally swamped, so I guess we will just have to wait. None of the roof leaks appear to be causing any structural damage to the building (yet) or any harm to the books. However, we may eventually have a problem with dry rot if we don't get these leaks corrected. Unfortunately, last week we discovered that the cement around the base of the new Reference Room addition seems to have settled and it has opened a crack between the foundation and the wall . Mr. Calwell and Mr. Kirkup were consulted, and the Public Works Department is going to attempt to seal the crack with a waterproof sealer. If this works, it is a relatively minor repair, if not, we may have to remove and redo all the cement arount the base of the building. If that becomes necessary, it will have to be a capital improvement request in next year's budget. PARKING �,__ Nothing further to report except continued complaints from the public. Librarian's Report February 21 , 1978 Page Two BRANCH BOOK BOX After a series of problems regarding the outside book box we installed at the Branch a few years ago, we have decided to go back to the return slot in the front door. We are investigating the possibility of relocating the book drop somewhere near the back entrance of the Main Library for the added convenience of patrons here. GOALS AND OBJECTIVES The staff is beginning to work on a detailed analysis of the Community and a critical study of our current practices and procedures. I am enclosing for your information parts of some recent comments and guidelines that I developed for the Library depart- ment heads. I would appreciate any reactions you may have to this approach. FINES AND FEES The Peninsula Library System Board of Directors did not discuss this matter any further at their January Board meeting, and they do not meet in February until the 23rd. How- ever, I did receive a call from the South San Francisco City Librarian, Dr. Robert Alvarez, stating that his Board would like very much to participate in any Joint Meeting of all the Commissions in the County. PERSONNEL Many hours were spent interviewing candidates for our Library Assistant II position from the Eligibility List during January. Mrs. Pat Thomas, Head of Technical Services, `-- Mrs. Dorothy Ezquerro, Technical Services Department, and Mrs. Joy Molder, Assistant City Librarian, concurred that our best candidate was Ms. Deanna Draper. Ms. Draper accepted our offer of employment and will begin work this month. Deanna comes to us from San Francisco State University Technical Services Department with high recommenda- tions. She was educated at College of San Mateo and lives in San Bruno. Mrs. Sidney Poland has also been appointed effective February 7 to work as a part-time Library Assistant I on the Circulation Desk. Mrs. Poland also comes highly recommended. We welcome both women to our staff. STAFF DEVELOPMENT AND TRAINING Mrs. Joan Riordan Leach, Children's Librarian, is currently participating in the IMDI training series being sponsored by the City of Burlingame entitled Effective Written Communications. " Mrs. Leach reports that the first session was very useful and she looks forward to the second session which is to be held Friday, February 10. Mrs. Helen Ward, Ms. Lora Shank, Mr. Warren Wickliffe, and Mrs. Joan Leach have signed up to participate in the Cooperative Information Network Staff Exchange. These ex- changes have proven useful in getting to know other people in the library field and to observe other methods of operation. SCHOOLS Joy Molder, Joan Riordan Leach, and Al Escoffier will be presenting a brief talk at the Burlingame High School Department Head meeting on February 27 at 2:30 PM. This talk is in response to Mr. DeMartini ' s suggestion that we contact the Department Heads at B.H.S. and advise them of our services and availability of services to Hillsborough. We hope to repeat this program at a later date for the entire faculty. Librarian's Report February 21 , 1978 Page Three SCHOOLS - Continued I have recently sent a letter to Dr. James Black asking if we could meet and discuss the current cutbacks in the Burlingame elementary school program. These may have an impact on our children's program at both libraries. I ' ll report more after we meet. Mr. Wickliffe spoke to two Burlingame High School classes 'on writing poetry on January 10. Mr. Wickliffe also plans talks on poetry at West Hillsborough School on February 7 and 14. Class visits and book talks were the order of the day during the month of January for the Children's Department. The regular monthly visits on McKinley and St. Catherine's continued and St. Paul 's Nursery School made their annual trek to the library. All seventh grade English classes at Crocker were contacted to tell them about the library and to give book talks. During February, book talks and information sessions have been scheduled for the sixth grade classes at Crocker School . The school-age program this month was films -- "The Fur Coast Club" and "Baggies" . Both were well done and amusing. EASTON BRANCH LIBRARIAN'S REPORT Nineteen seventy-seven might have gone out like a mouse, but seventy-eight has roared in �..- like the "Silver Streak"! Circulation has been brisk and we have hosted and provided special services for a lively assortment of groups. On the 9th and 11th, we had two Cub Scout Dens who were given a brief talk on the library, an orientation tour, and application procedures. Fifty-four nursery school children from Presbyterian came for a story hour on the 11th and 13th. The Peninsula Early Learning Center brought two of their groups on the 17th and 31st. Our own Story Hour sessions commenced again on the 10th. We have added 4 to 6 children to our core group making our average attendance around 16 this month. REFERENCE DEPARTMENT REPORT The non-resident use survey was held January 16 through 28. Total non-resident use by telephone and in person was about 40% of our total workload. Of this amount, 11 .2% were Hillsborough residents and 12% San Mateo residents. County users were approximately 13%. The Peninsula Library System has provided signs for our photocopy machines and rubber stamps to mark our photocopy requests in compliance with the new Copyright Law (Title 17, �.. U.S. Code). Librarian's Report February 21 , 1978 Page Four REFERENCE DEPARTMENT REPORT - Continued An explanatory sign has been posted near each photocopy machine as well . There are also fliers with information concerning copyright at all public service desks. In addition, a new policy has been adopted in A/V prohibiting patron audio taping in the library. This was done for two reasons: 1 ) most such taping is not in compliance with the new Copyright Law, and 2) patron taping requires a great deal of staff prepara- tion and supervision. FRIENDS OF THE LIBRARY The Friends are planning a field trip to the Oakland Museum on Tuesday, February 28. The public is invited. Further details are in the Friends Newsletter which I am en- closing in case you did not receive your copy. 4 February 14 , 1978 .. T0: Charles Schwalm City . Manager FROI4: David Millican Finance Director SUBJECT: Jarvis/Gann Initiative I cannot predict the impact of the Jarvis/Gann initiative on the finances of the City of Burlingame . Too much depends on the actions of the State legislature after the initiative passes. Regardless of the pure financial consequences of the Act, I am convinced that this initiative will emasculate local government. Control of local services will pass from locally elected officers to the State legislature . As I said, the impact of the initiative is uncertain. I will give you my best guesses as to possible results under . . .three sets of assumptions. I will also explain why i think the initiative will sound the death knell for local control . The text of the initiative introduces my comments. "That Article XIII A- is added to the Constitution to read: Section 1. (a) The maximum amount' uf any ad valorem tax on real property shall not exceed one percent (lo) of the full cash value of such property. The one percent (10) tax to be collected by the counties and apportioned according to lata to the districts within the counties . (b) The limitation provided for in subdivision (a) shall not apply to ad valorem taxes or special assessments to pay the interest and• redemption charges on any indebtedness approved by the voters prior to the time this section becomes effective. Section 2 . (a) The full cash value means the ,County Assessor' s valuation of real property as shown on the 1975-76 tax bill under ' full cash value ,' or thereafter, the appraised value of real property when purchased, newly constructed, or a change in ownership has occurred after the 1975 assessment. All real property not already assessed up to the 1975-76 tax levels may be reassessed to reflect that valuation. (b) The fair market value base may reflect from year to year the inflationary rate not to exceed two percent (2^) for any given year or reduction as shown in the consumer price ; index or comparable data for the area under taxing jurisdiction . Section 3. From and after the effective date of this article , any changes in State taxes enacted for the purpose of increasing revenucs collected pursuant thereto whether by increased rates or changes in methods of computation must be imposed Charles Schwalm February 14 , 1978 t. 2 .� "by an Act passed by not less than two,-thirds of all members elected to each of the two houses of the Legislature , except �.. that no new ad valorem taxes on real property, or sales or transaction taxes on the sales of real property may be imposed. Section 4. Cities, Counties and special districts , by a.`two-thirds vote of the qualified electors of such district, may impose special taxes on such district , except ad valorem taxes on real property or a transaction tax or sales tax on the sale of real property within such City, County or special district. Section 5. This article shall take effect *for the tax year beginning on July 1 following the passage of this Amendment, except Section 3 which shall become effective upon the passage of this article. Section 6. If any section, part, clause, or phrase hereof is for any reason held to be invalid or unconstitutional, the remaining sections shall not be affected but will remain in full force and effect. " These facts are useful in gauging the impact of the initiative : 1. The maximum tax rate for all local agencies will equal $4 . 00/$100 A. V. . At present, San Mateo County tax rates are $8 to $9 per $100 A.V. excluding rates levied for voted bond indebtedness . The legislature will specify how the reduced levies will be distributed within the county. 2. Assessed valuation will be fixed at the amount shown on the 1975-76 tax bill. This averages 290 less than the assessed valuation on the 1977-78 tax bill in San Mateo County. (170 less in Burlingame . ) 3. Sections 3 and *4 prohibit new or increased State and local taxes unless approved by two-thirds of the legislature or two-thirds of local registered voters. Any new taxes on property value are prohibited. If the initiative passes , I estimate that property tax collections in San Mateo County in 1978-79. will. be only about 4.00 of the amount collected in 1977-78. This is a loss of $155 , 000 , 000 to local agencies including the County. If no replacement revenues are received, total local budgets will be cut 290 from 1977-78 levels. Inflation will .force an even greater decrease in government services. The tables below show the impact of this 111a'ssive reduction if the legislature does not provide replacement revenues . The first table shows what would happen if the legisl.aturc cut each agcncy ' s` property tax by a percentage equal to the Charles Schwalm February 14 , 1978 3 percentage reduction in property tar, collected in the county between fiscal 1978 and fiscal 1979 . (Note: All estimates have been derived from incomplete data and should not be considered to be extremely accurate . However, the magnitude of the numbers and the proportionate impact are, in 'my opinion, reasonable . ) Reduction Reduction Estimated As A As A Total Budget ' Property Percent of Percent of Agency 1977-78 Tax Reduction Budget 77--78 Prop. Tax chools $200 , 000 , 000 87 , 000 , 000 44% ' 620 ounty 180 , 000 , 000 40 , 000 , 000 220 62% ities 120, 000 , 000 19 , 000 , 000 160 62% pecial Districts 30, 000 , 000 91000 , 000 300 62% otal $530 ,.000, 000 155, 000 , 000 29% 620 ity of Burlingame excluding utilities , apital projects , onr's) $ 7, 600, 000 1 , 300 , 000 17% 62P6 f the legislature decided that no agency should have to reduce its budget ore than any other agency, the following table would apply : Reduction Reduction Estimated As A As A Total Budget Property P.orcent of Percent of Agency 1977-78 Tax Reduction Budget 77-78 Prop. Tax chools $200 , 000 , 000 60 , 000 , 000 30% 43% ounty 180 , 000 , 000 55 , 000 , 000 300 85% ities $12.0 , 000 , 000 30 , 000 , 000 25% 100% pecial Districts 30 , 000 , 000 10 , 000 , 000 30% 67% otal $530 , 000 , 000 155 , 000 , OOQ 290 62% ity of Burlingame $ 7, 600 , 000 2.,.000, 000 260 10011, The tables above indicate that the Jarvis/Gann initiative could result in drastic cuts in local government services . The cuts would be alleviated if the State used its $2 , 000 , 000 , 000 surplus to implement a local revenue sharing program. however, even if the State gave the entire surplus to local agencies , it makes up only 25o of the estimated -$8 ; 000 , 000 , 000 revenue loss caused by the Jarvis/Gann initiative . Additional revenue sharing will force the State to cut its own programs to Charles Schwalm February 14 , 1978 -- 4 - free money for local government services. Whether the State will do this and what form any revenue sharing program will take are subjects of tremendous concern. Proponents of Jarvis/Gann claim that this initiative will have little impact on any agency but the State . Ttaey believe that the Serrano decision makes any property tax support of schools unconstitutional. With school districts excluded from property tax financing, there is enough property tax for cities , the county and special districts to continue with only minor cutbacks . To support schools the State would have to muster a two-thirds legislative majority to pass school revenue taxes or would have' to cut its own programs to share revenue with the schools. Whatever happens , the amendment turns over school financing and property taxes to the State legislature . Control depends on funding, and control would move from school boards and local elected officials to the State legislature N•:hich.. holds the purse strings . If_ property taxes are not used to support schools , then we may face only moderate cutbacks at the City . level. Control over our schools and property taxes .Will go to the State, and we will see either a new tax to support schools or significant cuts in State services . To engage in a little fiction , I think that passage of the Jarvis/Gann amendment will result in this kind of scene : Immediately after passage', the Governor will convene an emergency legislative session. Plans will be introduced to use existing surpluses and to pass new taxes . ...Cuts in State services will only be considered asa- last "resort. The opening of the new school year will result in tremendous pressure for an early solution. The complexity of the issue will force the legislature to pass interim measures which provide funding at near prd-initiative levels until a revenue sharing bill is produced. Local governments , . especially schools , will face tremendous uncertainty. Many agencies will lay Gaff workers until they know how much revenue they can expect. Controversy will rage over whether to use reserves to continue operations or to save the cash as insurance against an uncertain future . Agencies may work against one another to increase the amount allocated to them by the legislature. A compromise bill will emerge from the legislature. It may contain elements using surplus , increasing taxes and making spending cuts . Any significant revenue sharing relief will `, come at a high- price. Proponents of regional government, social reform, and income redistribution will attach strings to }property tax allocations and revenue sharing ftilids . Local officials will become administrators of State policy. The Charles Schwalm February 14, 1978 5 distance between local citizens and those with power over local services will increase dramatically . I think this impact of the initiative may be more destructive than any financial penalties which it imposes. The Jarvis/Gann initiative may result in budget cuts from 0 to 25% of the City ' s budget. Taxes replacing the full amount taken by the Jarvis/Gann initiative may be passed, or no new taxes will pass. Government services may or may not be slashed to ridiculously low levels . The result depends on the action of the State legislature if thQ initiative passes . The only certain thing is that control over property taxes will pass from local governments to the legislature . That legislature is the same one which has consistently failed to produce a property tax relief bill . I have little confidence in the ability of the State government to administer local services without creating a huge , unresponsive bureaucracy . The State ' s solution to resource allocation under. the Gann amendment will resemble the apparatus created to administer ' Medi Cal and I-SediCare . The City can continue operations without cuts temporarily by consuming cash reserves which have been set aside for various projects. Approximately $950 , 000 could be obtained from the Bayside Park, Broadway Overpass , and Sewer Outfall funds. Another $1 , 000 , 000 could come from funds designated for police station expansion. Careful scrutiny of other funds may provide another $500 , 000 for operations . The remaining $3, 500 , 000 in cash must provide working capital and insurance reserves, is restricted and cannot be used for general operations , or has been designated for prtijects in progress . The amount of cash freed by cancelling capital projects could support normal operations for one year. However, unless legislative response is rapid and encouraging, the City should act to balance revenues and expenditures . After priorities are set, non-essential programs should be terminated. Decisions to continue o6erations which will end when reserves run out must consider_ benefits lost by dropping capital projects with long term benefits . Jarvis/Gann could destroy local government. I thin); this price for tax reform is too high . But I think that the message is clear. Even if the amendment is defeated, the City should reduce its dependence on property tax and should aggressively attack the problem of increasing productivity in service delivery. Charles P. Schwalm February 19, 1978 -- 6 You and the Council face difficult decisions in the next year. T hope you won ' t, bc forced to surrender control over this City ' s government. Miff:b g GOALS AND OBJECTIVES L After nine months as Director of the Library, I feel a gro,rting need for all of us to have a clearer sense of direction so that are can plan more effectively and efficiently for the upcoming years. I an a firm believer that the best process for establishing go: is and oujectives is to n;:ve total staff participation, Library Board and City Government participation, and as much input as possible from the COill.— ini ty. llo�;2ver, these are also lung-thy and tine-consuimung procedures and I believe .ie need to begin so ie.here -- now. lith iilat in mind , I would like to share sore or myideas With you . First, I do believe the small to medium-Sized public 1 i brary lias several roles to fulfill and I am not suggesting that we'do a,,gay ',qi th any of Lhem. Specifically, I refer to our traditional role as part of the educational str;►ctuce, our need Lo provide information, and also our traditional role in p} r;viding recreational materials , �•I,hi ch , depending on your point of v-i e.>1 may or m:1y not, include our obligation to provide and promote "cultural materials" and activities . In the new "Mission Statement for Public Libraries" prepared by A.L.A. 's Public Library Association, some of the following statements provide a great deal of food for thought. "Libraries in general are the agency to which American society has assigned the primary responsibility to identify, select, organize, retrieve, disseminate, and make totally accessible the record of human thought. " - Regarding the specific role of the public library in responding to the needs of society it states, "For the user with specialized information needs , the public library must continue to act as a point of entry into the national network, of libraries and information resources. For individuals or groups in their other life roles, the public library must continue to act as a popularizer, malting the human record accessible, alerting people to it, and stimulating its use. The Mission Statement contains some challenging new definitions of commonly used terms: Community means not only a narrow geographic service support area but also the wider area--regional , state, national , and international --to which every local library must be connected. Community n;eans also not only the narrow group of educated people, often middle class , who are the traditional library users , but literally everyone, rich and poor, educated and illiterate, majority and minority, young and old, healthy and handicapped, eager and apathetic. Cultural--The cultural role of the public library has shifted from the 19t11- century view of the public library as an agency of acculturization , of Americanization, of standardization of life style and values , to an agency which recognizes cultural and ethnic differences and encourages pride in one's own and appreciation of different cultural heritages. Information now includes not only the sum total of recorded human expe.rience-- factual , imaginative, scientific, and humanistic--but also the unre-- corded experience which is available only from human resources to which library users may be referred. Reference is shifting from the process of answering questions by using printing sources to ansviering questions as ,-tell from locally created files of community-based information, by referring inquiries to human resources, and by searching ccmputerized data bases . Selection now carries a stronger connotation since the voluminous current record demands hard decisions about erasure as well as preservation of materials. It goes on to describe a new information agency that should be invented to some of the fol 1 o',J ng services : 1 . Provide access to the human records of the past--factual , ieagin _tive scientific and humanistic--partly through its mvi collections and partly through an effective worldwide network. 2. Organize this human record on all intellectual levels in many packag:!s , print and non-print. 3. Conduct a vigorous program for dissemination, dramatizing the relevance of the record of past and present human experience to resolving today K problems. 4. Develop in cooperation with other information agencies and libraries , a responsive policy for acquiring , preserving and erasing portions of humankind's voluminous current record. 5. Package and present the human record to allow easy access for people previously excluded by lack of education, lack of language facility, ethnic and cultural backgrounds, age, physical or mental handicaps and apathy. It concludes that libraries collectively must be this agency. In su.rmary, the thrust of this document is to revise the standards of the past and start with the needs of communities and individuals rather than the needs of the institution. This is a doctrine I wholeheartedly support and forms the basis for my own philosophy of library service. This is a rather long introduction to some of the courses of action I t1ould like to suggest. essential First, because it is/in my opinion to clearly understand the community we are serving, I would like to begin at once to set up a staff task force to study Burlingame and Hillsborough. I h;1d intended to do this kind of analysis myself, but it has become apparent that time will not allow. This study I think can be started by tho Reference Department providing us with some background materials on how to conduct such an analysis--maybe Al would be willing to take this on. Next, I believe there are some definite kinds of information that we need. Obviously, we need all the demographic information on Burlingame that we can possibly gather-- population--number and characteristics ; education levels ; living facilities--how many homes, apartments , condos; schools, businesses, growth projection, etc. Next, we need to know about the organized and unorganized groups that exist in t-he Cominquni ty. Next, we need to i:now about agencies , and corporate bodies including City goverrullent, social agencies , etc. Eventually, we need to know what services these groups. and agencies are providing, what are their goals and plans and treat information needs do they have that we can help them achieve. If we can collect and analyze all this data, I think vie- can come up with a true assessment for future library planning in Burlingame". Simultaneously with the above analysis , I think we can begin to ta!:e a hard look at what we are currently doing here in the library. The goal of this study ;;ill be to simplify and streamline our operations, both to be able to justify costs and to improve the efficiency and effectiveness of our operations . Wle have already begun this process in the Technical Services Department, Periodicals , and to a certain extent, in the Childrens ' Room. Ile need to continue these studies , eventually look at all departments, and whenever possible implement so;,,o changes. The more vie knout about the clientele we are trying to serve, the easier, more obvious and more relevant those changes can be. In conjunction viith this and the analysis of the coTmunity, vie must try and implement some procedures to measure and evaluate our services. This brings me to a brief discussion of goals and objectives. I like the definitions of these terms used by Esta Lee Albright. Goal- A statement of a desired condition. (Broad, general , unmeasurable) Objective- A statement of a desired result. (Specific; not a process; measurable; time-related; goal-realated) Task- An activity (process) carried out to achieve a desired result. (Objective) I also like a definition of library purpose that I read recently: "A library exists as an interface between a particular user population and the universe of bibliographic resources ( in the very broadest sense) . The objective of the public library is to maximize the exposure of users to resources, and to minimize the effort required to access needed — materials and. to supply such materials as quickly as possible. " This purpose might be achieved, I think, by defining goals and objectives by function rather than organization. By this, I mean, that instead of considering goals and objectives by Reference, Circulation, etc. , that we consider defining thc-an by five main functions or programs such as: �-- I. Programs to provide physical facilities. A. Provision of building area. B. Provision of user furnishings. C. Maintenance of facilities. II. Programs to promote library use. A. Personal assistance for material identification and location and for conveying information. B. Provide personal communication at the iniative of the library with mombers of the population being served . C. Provide publications, adver ,iscments and exhibits. III. Programs to provide access to r,aLeri al s within pit; library. A. Selection of materials. B. Acquisition of materials. `- C. Classification and cataloging of materials . D. Processing of materials. E. Control of materials -- location and use. F. Facilitation of material use. G. Maintenance and weeding of materials. IV. Programs to provide access to materials in other libraries. A. Provide aids to locate materials in other libraries. B. Facilitate access to documents in other libraries. V. Planning, Administration and Support A. Planning and Administration B. Support The foregoing breakdown in not original , but I thought it provided a starting i ,) int for discussion and a somewhat different approach from the more traditional org:;niza- t.ional structure. I 'm wondering if we could relate specific coals and objectives to -''this kind of plan. What 'problems do you see with it? Have we forgotten areas of concern? I I'd like your input on this as soon as possible. We will be discussing it at the next department head meeting on February 14th. ;•'.y idea is to try and decide on a framework on which we can begin to develop our goals, and then as we gather our community input, come up with specific objectives to achieve the goals for a one- year and a five-year plan. Some of my own -goals for the library are as follows: 1. Comprehensive analysis of the community. 2. Comprehensive analysis of the library's internal operations. 3. Establish clear, well-defined goals and objectives. 4. A concentrated public relations program to increase coTmunity awareness of library services. 5. Physical reorganization of the services and d� N(-.=rtm-2r.ts of the Main Library to improve communication and work flo:r. 6. Strengthen current information resources and Liles particl..larly in relation to Burlingame. This includes staff awareness of current issues! 7. A structured, well-developed staff develo-PT9nt program parti- cularly eiphasizing the importance of Library Assistants to the entire library operation. Specific need nor themi to under- stand library's program, services and goals, so they can b involved and relate to goal =4 avid "6 above. 8. Developing a comprehensive materials selection policy relevant to the community needs after completing survey and establishing goals. 9. Continue to explore cooperative selection, storage and retention procedures with system and networ' libraries. 10. Beginning a long-range in-depth review of our bcok collection, hcw -it is used, etc. with the purpose of radical weeding in so:ae arias, as vtell as replacing, updating, and purchasing multiple copies or micro- filming in other areas. These are not all listed in priority order. Obviously, some things can't i:appen until others are accomplished. Also, I think some things can be going on concur- rently. As I said earlier, we'll be discussing this proposal at our next department head meeting, but I would also like to hear from each of you individually either in person or in writing. 01 "That's .thc gie.t ah wart I a:2nt to Scor. Nncv yet me borne z tati.s.t.i cs to base U ou." II SERVICE TO HILLSBOROUGH During the 7th month of the contract to service to Hillsborough residents vie have gathered the following usage statistics. Registered Borrowers. - July 1 - January 31 , 1978 1 ,805 - New Hillsborough Patrons 235 - Former Fee Cards 96 - Former Property Owners 2,139 - Total Cards $1 ,835.75 - Total Refunds , July 1 - January 31 , 1978 (No refunds after 1/1/78) Circulation Statistics - Hillsborough - January 1 - 31 , 1978 Main Library Branch Library Total Adult Book Circulation 2,333 139 Total Periodical Circulation (Adult & Juvenile) 242 30 Total Juvenile Book Circulation 620 73 Total Record Circulation 72 - 3,267 242 Total Hillsborough Circulation: 3,509 - 10.6% of Total Library Circulation (32,871 ) Reserves - `� 556- Total Reserves from all patrons 85- Total Reserves from Hillsborough patrons - 15% Interlibrary Loan Requests - January 1 - 31 , 1978 424- Total Outgoing Interlibrary Loan Requests 11 - Total Requests from Hillsborough - 2.5% Overdues Sent - January 1 - 31 , 1978 637 - Total Overdues sent to all Patrons - Main Library 181 - Total Overdues sent to Hillsborough Patrons - Main Library - 28% Use of Other Services - January 1 - 31 , 1978 8 - In-library use of audio-visual equipment Children's Librarian visited Crocker School and gave book talks to three classes totaling 65 children. EXPENSES TO DATE DIRECTLY RELATED TO SERVING HILLSBOROUGH July 1 , 1977 - January 31 , 1978 Refunds $ 1 ,835.75 Supplies 466.71 (Borrowers cards, applications Books 1 ,843.86 (Added copies purchased June - January) Personnel (July 1 - January 31 ) Reference Librarians 6,545.00 963 questions answered @ average cost of $5.00 per question Children's Librarian 500.15 Assistant Librarian 34.59 Library Assistant III 703.70 Head of Circulation Department Library Assistant I & II 1 ,232.79 Circulation Desk Assistants and Interlibrary Loan Clerk Reserves Clerk 388.56 Student Assistants 311 .52 Searching and sending overdue notices and typing new borrower cards TOTAL $13,862.63 STATISTICS FOR JANUARY 1978 CIRCULATION MAIN BRANCH Books, Adult Non-Fiction 11,605 1,134 Child Non-Fiction 1,365 557 Adult Fiction 8,815 2,486 Child Fiction 1,957 942 TOTAL BOOKS. . . . . . . 23,742 . . . . . . . . . . . . . . . . . . .5,119 Periodicals 1,494 Pamphlets 374 675' 21 11 Maps • Games - Small Press 11 Subtotal. . . .. . . . . . . . 25,642. . . .. . . . . . .. . . . . . . .5,805 Phonograph-Records 1,078 112 Slides - _ Art Prints 40 _ Cassettes 130 _ Films 57 _ Equipment Loaned 7 - TOTA_L CIRCULATION. . . . . . . 26,954. . . . . . . . . . . . , .5,917 GRAND TOTAL CIRCULATION, BRANCH & P2AII�L. -32,871-----, ( 1977Circ: • 31,880 3% Increase) Average Daily Circ. , Main: Q98� Average Daily Circ. , Branch: 237 TOTAL DAILY C'RC k ERAGE. . .1,235 -TRAFFIC: TRAFFIC CO' NT DISCGNTINUED R=.FEREi CE STAT==:'IVS: '� '" A/V USE TALLY: Reference Requests Total: 2,037 ILL Activity Incoming: 335 Microfilm Use: 1 ILL Activity Outgoing: 424 A/V Equipment Use: 89 '-CRAND TOTAL REF. ACTIVITY: 2,696, ILL Activity Total: 759 Total A/V Use: 90 REGISTRATIONS: ADULT CHILD TOTAL Membership - 12/31/77 17,920 3,173 21,093 PLS PATRONS Additions - January 1978, 500 41 541 TO DATE: 6,121 Withdrawals - January 1978 383 40 423 Increase of: 65 TOTAL REGISTRATIONS - 1/31/78 18,037 3,174 21,211 ACCESSIONS & :7ITHDRAWALS OF BOOK STOCK: AS OF CAN- GRAND TOTAL AS 12/31/77 ADDED CELLED OF 1/31/78 Adult Non-Fiction 128,487 48"1 227 128,747 Child Non-Fiction 17,197 91 39 17,249 Y.A. Non-Fiction 3,189 13 14 3,188 Adult Fiction 45,671 166 48 45,789 Child Fiction 13,395 119 26 13,488 X.A. Fiction 2,626 10 1 2,635 210,565 886 355 211.,096 Net Increase in Book Stock: 531 Included in above figures: 107 gift books and 467 new books Pamphlets Added: 208 Maps Added: 31 Pamphlets Discarded: 0 Maps Discarded: 3 TOTAL. . .16,967 TOTAL. . . 1,238 RECORDINGS: AS OF 12/31/77 ADDED DISCARDED AS OF 1/31/78 78's 501 0 0 501 33's 4,003 44 0 4,047 Cassettes 425. 10 0 435 TOTALS: 4,929 54 0 4,983 DEPOSITED WITH CITY TREASURER: MAIN: $1,524.80 BRANCH: 134.63 SAL $1,559.4 3._. L,11 T Ur DUKL1iiUh1IC BUDGET EXPENDITURE LIBRARY FUNDACC_0UNT NUMBER 03-750 FEBRUARY 1978 - T1jIS AUG. TO BUDGET MONTH ENC. DATE ALLOW. BALANCE Salaries 11 Office Expense 452.97 3,703.20 4,950 1 ,246.80 12 Special Dept. Expense -0- 1 ,275.99 3,410 2,134.01 12.1 Books and maps 8,274.04 38,902.47 65,375 26,472.53 12.2 Periodicals 8.29 4,443.57 6,800 2,356.43 12.3 Binding 138.35 1 ,054.64 2,750 1 ,695.36 12.4 Cataloging 188.10 1 ,336.82 3,032 1 ,695.18 12.5 Records & Cassettes 194.23 970.18 3,405 2 ,434.82 13 Small Tools & Equip. 26.24 99.83 300 200.17 16 Communications 121 .06 1 ,172.08 2,392 1 ,219.92 17 Utilities 1 ,414.96 9,153.10 17,280 8,126.90 19 Maint. of Bldgs. & Gds. 244.90 2,185.64 4,700 2,514.36 2 t•laint. 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- 22 Other Contr. Svcs. -0- -0- -0- -0- 23 Insurance & Surety Bonds -0- -0- 2,000 2,000.00 24 Dues & Subscriptions 40.00 359.75 430 70.25 25 Travel 78.47 272.34 500 227.66 25. 1 Conf. & Mtgs. - Librarian -0- 108.13 250 141 .87 25.2 Conf. & Mtgs. - Personnel -0- 230.00 350 120.00 25.3 Conf. & Mtgs. - Trustees -0- -0- -0- -0- 26 Training & Safety Program 52.00 239.00 300 61 .00 29 Other Charges 25.00 41 .06 100 58.94 Capital Outlay -0- TOTAL BEFORE SALARIES 11 ,258.61 68,206.64 121 ,761 53,554.36 TOTAL AFTER SALARIES