HomeMy WebLinkAboutAgenda Packet - LB - 1978.01.17 BURLINGAME LIBRARY BOARD
AGENDA
January 17, 1978, 4:30 P.M. ,
TRUSTEES PRESENT:
TRUSTEES ABSENT:
BILLS:
Warrants: $4,800.03
Special Fund: $314.49
DEMONSTRATION OF THE COMPUTERIZED COMMUNITY INFORMATION FILE
MINUTES OF THE MEETING OF DECEMBER 20, 1977
LIBRARIAN'S REPORT:
CORRESPONDENCE:
UNFINISHED BUSINESS:
Security System
Joint Trustees' Meeting
NEW BUSINESS:
Analysis of the Community
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ADJOURNMENT:
NEXT BOARD MEETING SCHEDULED FOR FEBRUARY 21 , 1978
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BURLINGAME PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
December 20, 1977
CALL TO ORDER:
The meeting of the Library Board of Trustees was called to order by Chairman Hechinger at 4:30
P. M. on December 20, 1977.
ROLL CALL:
Trustees Present: Trustee Hechinger, Trustee Lynes, Trustee DeMartini, Trustee Cohendet,
Trustee Phelan
Trustees Absent: None
TOUR OF REFERENCE DEPARTMENT:
The first order of business was a tour of th Werence and Audio Visual Department. Mr. Escoffier
gave a general introduction to the department; and introduced Warren Wickliffe, Lora Shank and
Sue Reiterman, who gave brief descriptions of their jobs and current projects. Dorothy Morris,
the interlibrary loan clerk, gave a brief demonstration of a teletype request to the Bibliographic
Center at San Mateo County Headquarters.
BILLS:
Warrants in the amount of $11,968.82 were approved for payment on a motion by Trustee Cohendet,
seconded by Trustee Lynes, and carried by those trustees present. Special Fund bills totaling
$8,657.88 were paid on a motion by Trustee DeMartini, seconded by Trustee Phelan.
MINUTES:
Minutes of the meeting of November 15, 1977 were approved and ordered filed.
LIBRARIAN'S REPORT:
Parkin : Trustee Cohendet expressed her concern again about the continuing problem of short-
term parking around the library. She stated that she felt members of the Board should attend
the next meeting of the Traffic, Safety, and Parking Commission if the long-term parking proposal
for Bellevue and Douglas Avenues was on the agenda. The City Librarian said she would keep them
informed and notify them about the time, place and agenda for the Commission's January meeting.
Maintenance: Discussion was held on the roof leaks and the leaks in the walls from the current
storms. Trustee DeMartini suggested that John Caldwell, the City's Building Inspector be con-
sulted about the situation. Mrs. Bergsing expressed fear of dry rot to one of the walls if the
leak could not be corrected soon. She stated she would contact Mr. Caldwell immediately for
his opinion.
Security System: Mrs. Bergsing stated that the new System had been installed and was functioning,
but there were a number of problems to be ironed out. Specifically she pointed out that it had
not been possible to install the screens as originally proposed, because the ramp and rug would
have covered two air vents. In addition, the locking gate could not be used because of the lack
of space between the front doors and the circulation desk. The formica on the screens came in
a lighter color than anticipated, and Mrs. Bergsing accepted full responsibility for not specify-
ing the color more clearly. However, she expressed some annoyance with the salesman for not ask-
ing for clearer instructions regarding the color. The screens will be recovered locally in the
darker color to match the library's decor. There may also be a need, eventually, to purchase
another activate/deactivate unit, and the system will require some kind of theater posts and
ropes to direct traffic. In summary, Trustee DeMartini suggested that the staff needed to work
with the system for several months to see where the problems arose, before permanent changes were
Library Board Minutes
December 20, 1977
Page Two
made and the engineer called back to adjust the system.
Mrs. Bergsing complimented Mrs. Molder on the excellent training she had organized and con-
ducted for the staff in the use of the system. Mrs. Molder explained to the Board the procedure
the staff is to use if a patron tries to exit without checking out a book. Trustee DeMartini
commented favorably on the approach and on the subdued tone of the buzzer. Mrs. Bergsing also
reported that, so far, public response had been favorable, but regretful that it was necessary.
Trustee DeMartini suggested that information on the system be available for the public, and Mrs.
Bergsing stated that some information had been duplicated and was available.
CORRESPONDENCE:
Chairman Hechinger was complimented on his letter to the P.L.S. Board of Directors and the Board
of Trustees of the other libraries in the System. He read two favorable replies from the Dir-
ector of the San Mateo County Library System, Mr. Buckley, and from the Menlo Park Board of
Trustees.
Mrs. Bergsing reported that the entire matter of fines, fees and loan periods would be discussed
at the P.L.S. Board meeting the next day and she would report on the outcome at the January meeting.
There was discussion on the possible format and the agenda for the proposed Joint Meeting of all
the Library Boards in the County. Mrs. Bergsing commented there were a number of issues of com-
mon concern for all the Boards beside the standardization of fines. She suggested that the fines
might be resolved by individual directors reporting back directly to their own Boards for action.
However, the new state legislation supporting cooperative library systems could mean additional
funds for Burlingame and the System as a whole. Also, if property tax reform is passed, this
could have considerable impact on cities' taxing capabilities and this in turn would affect libraries.
Trustee Cohendet suggested waiting for responses from more libraries before setting up a meeting
date. Chairman Hechinger requested that the minutes show that a meeting date would be set at the
January meeting.
NEW BUSINESS:
CALTAC: The City Librarian explained that CALTAC was the new Chapter in the California Library
Association representing Trustees and Commissioners. She pointed out the questionnaire that had
been completed and sent to the State Library regarding the duties and responsibilities of Trustees.
She said a summary of the results of the survey would be released sometime in January.
Service to Hillsborough: Trustee Lynes commented on the number of new borrowers from Hillsborough.
There was some discussion regarding the increased use of the Library by Hillsborough residents.
Availability of Burlingame Documents in Library: Trustee Lynes led a discussion on the availabil-
ity of reports, studies and other documents of current interest in the library for the public. For
example, originally the library had only one reference copy of the report on the Convention Center
and Trustee Lynes thought the library should have one or two additional copies to circulate. The
library's purpose is to serve the community and should be a source of information to the public in-
cluding important documents from City Hall. There was discussion about which reports, studies etc.
should be available at the library. All agreed that it probably would not be necessary to have
every report generated by the City, but only the important ones sitrring public discussion and
interest.
Trustee Lynes moved "that the library request of the City Manager that more than one copy of im-
portant public documents of major concern be issued to the library to allow for greater access to
the public." The motion was seconded by Trustee DeMartini and passed unanimously.
California Room: All the members of the Board commented favorably on the new Board table and locked
book cases. Trustee DeMartini requested that a letter be sent to the Friends of the Library thank-
ing them for the table. All agreed.
ADJOURNMENT:
The meeting was adjourned at 6:20 P.M. with the next Board meeting scheduled for Jan. 17, 1978, at
4:30 P.M.
Respectfully submitted, Patricia M. Bergsing, Clerk of the Board
LIBRARIAN'S REPORT
January 17, 1978
SECURITY SYSTEM
The library staff is still in a "shake-down" period with the new security system.
Some problems have become apparant during the first month of operation. First,
it appears that it is going to be necessary to move the circulation desk back a
foot or two, so that the screens can be moved further away from the exit door.
Now, when the alarm sounds, the patron is almost out the door before the staff
can respond. Moving the screens forward should also allow for clearer visibility
of the screens by patrons entering the library. It should also give us space to
install some kind of permanent traffic flow directors such as theater posts and
cords or decorative formica dividers. It is necessary to block traffic from exit-
ing without passing between the screens. Moving the desk is going to involve moving
electrical outlets behind the desk, and repairs to the rug to cover the holes which
will become visible in front of the desk. I have already checked with the City
Electrician and this will be possible, but somewhat noisy and time consuming. We
have not rushed into this solution because I want to be sure we have thought through
all the alternatives, first.
Some false alarms have been noted which are causing us some concern, but primarily
these seem to be caused by the staff not deactivating the book properly.
In general , the reaction of the public has been positive and supportive. We have
heard such comments as "Good, it's about time" , "This should save us money" , and
"Is it really necessary?" and "Do people really steal books?" Once it has been ex-
plained that indeed they do, we have not been aware of any further unhappiness or
resistance.
Several members of the staff have expressed concern regarding possible hazards
to their health working near the system. The company is providing us with test re-
sults certifying that the system is safe, and I 'm in the process of preparing a
brief explanation of how magnets and electromagnets work. We are hoping this will
help allay any fears they may have.
FINES AND FEES
The Peninsula Library System Board of Directors met on December 21st and discussed
the problem of uniform fines for about two hours or more. They agreed, in principle,
to recommend that all libraries charge 5� per day per book regardless of whether or
not it is an adult or juvenile title. However, some libraries expressed concern
about charging 5� for children's books (they charge 2� or 3� now) and they felt fur-
ther discussion was necessary. Time did not permit any discussion on establishing
similar loan periods or renewal policies , so further talks will be necessary. I
suggested earlier that maybe the Boards of Trustees could meet jointly and discuss
circulation policies. However, after the experience of the P.L.S. meeting , I would
like to express second thoughts about that procedure. If eight library directors '
are having difficulty resolving all the ramifications of the differences in lending
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Librarian' s Report
January 17, 1978
Page Two
policies, I 'm doubtful that a group of thirty to forty people can make much Pro-
gress either; a.t least, not until further groundwork is laid. It appears that
some of the stumbling blocks to uniformity are based on the technical limitations
of existing circulation systems , to say nothing of local tradition and expressed
fears about rising costs and shrinking budgets. Instead of meeting to discuss
fines, fees, loan policies etc. , I might suggest that the Trustees still consider
getting together later this spring, but with other items on the agenda.
On fines and fees , it's up to you to decide whether you want to wait and see if the
system can resolve its differences and make any creative or innovative suggestions,
or if you want to proceed or not to change any of Burlingame's policies.
PARKING
I talked with Tom Moore, the Traffic Engineer, about the Parking Study, and he didn 't
think any further action would be taken for several months. The plan has been re-
vised and changed in so many ways , that it is not a cohesive proposal anymore. Al-
so, everyone is waiting to see what effect all this new construction is going to
have on parking when the buildings are occupied.
MAINTENANCE
The City's Building Inspector, Mr. Caldwell , and a roofing company were both consulted
about leaks in the roof. It appears that we will have to repair the roof over the
main reading room and we are waiting for an estimate on the cost. Some of the other
wall leaks, I think we can repair with the help of the City's Public Works Depart-
ment.
PERSONNEL
The interviews for the Library Assistant II position have been completed by the Civil
Service Commission, and we have received the list of eligible candidates. Mrs. Thomas
and Mrs. Molder are starting to interview prospective employees this week.
AS part of the training available to the staff through Intergovernmental Management
Training Institute, the following Library Assitants attended a one-day workshop on
"Public Contact": Betty Hallock, Sue Ridgeway, Ginny Rollett, Pamela Stamnes , Bill
VanNickerken and Victoria Landauer.
The Page Salary Schedule has been revised upward since the first of the year to put
us more in line with the new minimum wage law. We have found that if we lag too
far behind the current rate for student labor, we aren't able to attract a sufficient
number of qualified student: assistants.
REFERENCE DEPARTMENT
Reference Survey: The third Non-Resident Use Survey will be held January 16-30 to
measure use of the library's reference collection by non-Burlingame residents. Users
will be asked their home city following each reference question during the survey
period. Badges will be worn and signs posted alerting the public to the survey.
Li"rarian's Report
January 17, 1978
Page Three
Audio Visual Services: Plans are being formed for an inventory of our record col-
lection. Richard Jones, a CETA employee, will assist in this project which will
allow us to not only determine possible losses in our collection, but also to check
the condition of all our current recordings.
The new media news bulletin board is now up in the Main Reading Room as a continu-
ing display. Current special television series and programs , film showings, and
other audio visual events are posted there to alert patrons to such programs avail-
able in the community and on television. We will also tie-in printed media as part
of this display.
Programming: The December 18th meeting of the Burlingame Poetry Conspiracy featured
a recital by sitarist, Richard Garneau, formerly of Burlingame. He presented a for-
mal raga after opening remarks about Indian music and tradition. Later, Bruce Hig-
gins, a Burlingame resident who has appeared in earlier programs, read translations
of Sanskrit poems. The attendance was quite good. The next program will take place
on January 15th.
Efforts to set up talks on poetry at the local schools are continuing. Mr. Wickliffe
is committed to February 7th and 14th at West Hillsborough School , and has tentative
dates scheduled in January at Burlingame High School . The month of March has been
designated "Children' s Art Month" and the Burlingame Civic Arts Council will have a
display of children's art work. Mr. Wickliffe plans to have some children from the
local schools read their poetry at the scheduled meeting on the 19th.
�-- BARC Business Workshop: Sue Reiterman, Joy Molder and Al Escoffier plan to attend
the Bay Area Reference Center' s presentation on business reference materials on Jan-
uary 12 and 13. The program, to be repeated both days , will give the librarians an
opportunity to get some business reference background. We plan to update and add
to our business collecions in reference in the next six months , and will be looking
for ideas at this workshop.
City Documents: The Reference Department is gathering a number of city documents
for perusal by interested citizens. We are receiving two copies of most major re-
ports (the Proposed Convention Center, for example) , and will keep one copy reference
and circulate the other as needed. We feel these documents are an important aspect
of our reference service and are pleased to be handling them.
Book Review Columns: Three columns appeared during December in the Boutique Villager
including one on gift suggestions for the holidays. Columns were also done on Christ-
mas Customs and library sdrvices planned for the new year.
EASTON DRIVE BRANCH
December was a delightful month at the Branch, according to Barbara Rowe, our Branch
Librarian. The children at Story Hours and the nursery school class were all look-
ing forward to Santa Claus. The regular Tuesday afternoon book chat group met at
Barbara' s home to eat delicious food, talk about good books and get better acquainted.
Many library patrons commented on how nice the Branch looked during the holidays ,
especially the clever bulletin board designed by one of the Branch student assis-
tants, Sarah Nicols.
Librarian's Report
January 17, 1978
Page Four k
�— COMMISSIONER' S DINNER
The annual Commissioner's Dinner has been scheduled for Friday evening , February
10th at Kee Joons.
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SERVICE TO HILLSBOROUGH
During the sixth month of the contract to service to Hillsborough residents vie have gathered
the following usage statistics. .
Registered Borrowers - July 1 - December 31 , 1977
1 ,567 - New Hillsborough Patrons
234 - Former Fee Cards
96 - Former Property Owners
1 ,897 - Total Cards
$1 ,835.75 - Total Refunds, July 1 - December 31 , 1977 (Dec. _ $4.00)
Circulation Statistics - Hillsborough - December 1- 31 , 1977
Main Li bran Branch Li arciry
Total Adult Boo; Circulation 1 ,876 136
Total Periodical Circulation (Adult & Juvenile) 99 34
Total Juvenile Eook Circulation 553 66
Total Record Circulation 42 . -
2,570 236
Total Hillsborough Circulation: 2806 - 10.5%of Total Library Circulation ( 26,450)
Reserves - December 1, 1977
395 - Total =rues from all patrons
42 - Total �;'aserves from Hi '; 'sborough patrons - 10.5%
Interlibrary- Loan Requests - December 1 - 31 , 1977
454 - Total Outgoing Interlibrary Loan Requests
22 - Total Requests from Hillsborough - 7%
Overdues Sent - December 1 - 31 , 1977
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919 - Total Overdues sent to all Patrons - Main Library
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130 - Total Overdues sent to Hillsborough Patrons - Main Library 14%
Use of Other Services - December 1 - 31 , 1977
7 - In-Library use of Audio-Visual equipment
Children's Librarian visited Crocker School (Hillsborough) giving a book talk to
one class of 25 students.
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EXPENSES TO DATE DIRECTLY RELATED TO SERVING HILLSBOROUGH
July 1 , 1977 - December 31 , 1977
Refunds $ 1 ,835.75
Supplies 466.71
Borrowers cards, applications
Books 1 ,495.96
(Added copies purchased June - Dec. )
Personnel - (July 1 - Dec. 31 )
Reference Librarians 5,575.00
769 questions answered @ average
cost of $5.00 per question
Children's Librarian 443.03
Assistant Librarian 25.65
Library Assistant III 664.70
Head of Circulation Department
Library Assistant I & II 1 ,035.04
Circulation Desk Assistants and
Interlibrary Loan Clerk
Reserves Clerk 315.12
Student Assistants 252.39
Searching and sending overdue notices
and typing new borrower cards
TOTAL $12,109.35
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STATISTICS FOR DECEMBER, 1977
CIRCULATION
MAIN BRANCH
Books, Adult Non-Fiction 9,383 958
Child Non-Fiction 998 388
Adult Fiction 7,201 1 ,946
Child Fiction 1 ,790 q49
TOTAL BOOKS. . . . . . • • 19,372 . . . . . . . . . . . . . . . . .3;891
Periodicals 1 ,159 520
Pamphlets 281 1
Maps 78 _
Games 0 _
Small Press 0
Subtotal. . . . . . . . . . . 20,890 . . . . . . . . . . . . . . . . .41412
Phonograph Records 833 -
Slides 118 -
Art Prints 36
Cassettes 64 -
Films 26 -
Equipment Loaned 71 -
TOTAL CIRCULATION. . . . . . 221038 �. . . . . . . . . . . .4,412
GRAND TOTAL CIP,CULATION, BRANCH & MAIN. . . . 26'450 circ:24,996 - 5% Increase
Average Daily Circ. , Main: 816
Average Daily Circ. , Branch: 176
TOTAL, DAILY CIRC. AVERAGE. . . . . . . . 992
-TRAFFIC: TRAFFIC COUNT DISCONTIMiED
REF EREr 17CE STATISTICS: A/V USE TALLY:
Reference Requests Total: 1 ,563 ILL Activity Incoming: 316 Microfilm Use: 0
ILL Activity Outgoing: 4S4 A/V Equipment Use: 58
AND TOTAL REF. ACTIVITY: 3,108 ILL Activity Total: 770 Total A/V Use: 58
REGISTRATIONS: ADULT CHILD TOTAL
Membership - 11/30/77 17,836 3,184 21 ,020 PLS PATRONS
Additions - Dec. 1977 312 13 325 TO DATE:6056
Withdrawals - Dec. 1977 228 24 252 Increase of: .28
TOTAL REGISTRATIONS - 12/31/77777,920 3,173 21 ,093
ACCESSIONS & INITHDRAWALS OF BOOK STOCK: AS OF CAN- GRAND TOTAL AS
11/30/77 ADDED CELLED OF 12/31/77
Adult Non-Fiction 128,006 400 89 128,317
Child Non-Fiction 17,137 98 38 17,197
Y.A. Non-Fiction 3,173 19 3 3,189
Adult Fiction 45,511 178 18 45,671
Child Fiction 13,388 44 37 13,395
Y.A. Fiction 2,615 13 2 2,626
209,829 752 187 210,394
Net Increase in Book Stock: 565
Included in above figures: 22 gift books and 445 new books
Pamphlets Added: 120 Maps Added: 17
Pamphlets Discarded: 144 Maps Discarded: 0
TOTAL•. . . . . . . . . . . . . . .16,759 TOTAL. . . 1 ,210
RECORDINGS: AS OF 11/30/7]- ADDED DISCARDED AS OF 17/31 /77
78's 501 0 0 501
33's 4,004 5 6 4,003
Cassettes 425 0 0 US
TOTALS: 4,930 5 6 4,929
DEPOSITED WITH CITY TREASURER: MAIN: 1 ,572.89
BRANCH: �----�1".�2�.
TOTAL:
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BUDGET EXPENDITURE
_TBRARY FUND ACCOUNT NUMBER 03-750
JANUARY 1978
THIS TO BUDGET
MONTH DATE ALLOW. BALANCE
Salaries
11 Office Expense 22.13 3,250.23 4,950 1 ,699.77
12 Special Dept. Expense 25.13 1 ,275.99 3,410 2,134.01
12.1 Books and Maps 1 ,224.55 30,628.43 65,375 34,746.57
12.2 Periodicals 862.85 4,435.28 6,800 2,364.72
12.3 Binding 211 .35 916.29 2,750 1 ,833.71
12.4 Cataloging 188.20 1 ,148.72 3,032 1 ,883.28
12.5 Records & Cassettes 93.02 775.95 3,405 2,629.05
13 Small Tools & Equip. 73.59 73.59 300 226.41
16 Communications 151 .60 1 ,051 .02 2,392 ; 1340.98
17 Utilities 1 ,332.59 7,738.14 17,280 9,541 .86
19 Maint. of Bll-jlgs. & Gds. 447.70 1 ,940.74 4,700 2,759.26
20 Plaint. 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 146.75 319.75 430 110.25
25 Travel 20.57 193.87 500 306.13
25.1 Conf. & i,itgs. - 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 -0- 187.00 300 113.00
29 Other Charges -0- 16.06 100 83.94
80 Capital Outlay -0- -0- -0- -0
TOTAL BEFORE SALARIES 4,800.03 56,948.03 121 ,761 64,812.97
TOTAL AFTER SALARIES
`,i3urlinSame `Public Librarb
480 PRIMROSE ROAD
BURLINGAME, CALIFORNIA 9.3010
atricia M. Bergsing (415) 33.3-7107
Librarian
December 27, 1977
Mrs. Mary Lang, President
Friends of the Library
Burlingame Public Library
480 Primrose Road
Burlingame, Calif. 94070
Dear Mrs. Lang:
The Board of Trustees would like to take this opportunity to
express its appreciation to you and all the members of the
Friends of the Library for the new conference table in the
California and Rare Book Room. It is a handsome addition to
the library and will be enjoyed by Trustees and patrons for
many years to come.
We would also like to thank you again for the new rug and
shutters, which have added so much to the redecoration of the
room.
The citizens of Burlingame and the patrons of the library are
very fortunate to have such a hard-working organization of
volunteers to provide hese "extra" features for everyone's
increased enjoyment of the library.
Sincerely Yours,
V� ��
Ben Hechinger, Chairman
Board of Trustees