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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 i ADJOURNMENT: NEXT BOARD MEETING SCHEDULED FOR FEBRUARY 21 , 1978 i F I� i 3 r r 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 E 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. i 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 e 919 - Total Overdues sent to all Patrons - Main Library i 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. 4 j i3 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 I I f C I i 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: _,!z :z 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