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Home My WebLink AboutAgenda Packet - LB - 2009.04.21 URLINGAME PUBLIC LIBRARY '.1 BU fLINGAME Board of Trustees Agenda - -� a April 21, 2009—5.30pm 480 Primrose Road—Library Conference Room c L'�R SUGGESTED ACTION , CALL TO ORDER Ij! ROLL CALL Vy'. Library Board of Trustees Minutes for March 17, 2009 Appproval IV. CORRESPONDENCE AND INFORMATION Information A. March 2009 Statistics B. Recommend Changes to the Budget (Item VII. A&VIII. A) C. Current Budget Matrix April 1, 2009 D. Discussion/Potential Action Items FROM THE FLOOR (Public Comments) VIEPORTS A. City Librarian's Report Escoffier Information B. Foundation Report Information 'II. UNFINISHED BUSINESS �- A. Potential Friday Closure at Easton Discussion/Action VIII. NEW BUSINESS A. Two Options for Library Staffing Discussion/Action IX. ANNOUNCEMENTS X. ADJOURNMENT Adjourn Any writings or documents provided to a majority of the Library Board of Trustees regarding any item on this agenda will be made available for public inspection at the Reference Desk of the Burlingame Public Library, 480 Primrose Road, Burlingame, California BURL MAME Library Board of Trustees Minutes March 17, 2009 I. Call to Order President Brock called the meeting to order at 5:30pm. II. Roll Call Trustees Present: Nancy Brock, Deborah Griffith, Katie McCormack, (conference call) Pat Toft, Sandy Towle Staff Present: Al Escoffier, City Librarian Sidney Poland, Recorder III. Minutes of the February 17, 2009 Trustee Meeting The Trustees unanimously approved the February 17, 2009 minutes. M/S/C (Towle/Griffith) IV. Corresyondence and Attachments A. Tutor.com The Trustees reviewed the report from Tutor.com which shows a 59% increase in usage from Burlingame students. Statistics show that 11th graders are the most frequent users but younger students are beginning to �- use it more often. Math is the most popular subject area for students of all ` ages. The report noted comments from students expressing how grateful they were for tutorial help and the methods used by the tutors to help them reach the correct answers to their questions. B. Community survey The trustees noted that the results of the library survey, which was made available to the community both in written form and on-line, had many positive comments regarding-the collection, programs and staff. Responders to the survey placed special emphasis on the fact that staff was so willing and helpful in assisting library users with their individual needs. V. From the Floor - No one from the public attended. VI. Reports A. City Librarian's Report - Highlights 1. New Procedures -Beginning March 17th, patrons will no longer pick up their holds at the circulation desk. "Express Holds" are being implemented to promote more self-service. Patrons will pick up their own "holds" and check them out on the shelf check machines. The combination Reference and Circulation desk will be re-named to the "Main Information Desk". Cross training of Reference and Circulation staff is in progress. 48o Primrose Road•Burlingame-California 9401 -4083 Phone(650)558-7474'Fax(650)342-6295'www.bti4ingame.org/library . 2. Online Catalog Computers -Two additional online computers will be placed in the lobby to assist patrons with locating materials in the Peninsula Library System. Patrons will be able to use these computers to pay fines and fees. B. Foundation Report The Foundation approved funding of Library programming and collections for 2009 at its February meeting. Fund raising activities planned for this year are the Spring Book Sale (April), Author's Luncheon„(May), and a Garden Party Tour (August). The luncheon committee has mailed 300 Sponsorship letters to past donors of the Library requesting them to help underwrite the luncheon. Proceeds from the Author's Luncheon will be used to enhance the collection. VII. Unfinished Business A. Employee Achievement Awards Dinner The Trustees unanimously passed the motion of Trustee Griffith to continue the tradition of the Employee Achievement Awards Dinner but in an effort to reduce the cost, Trustees and their guests would pay for their individual dinners. M/S/C (Griffith/Toff). Staff and their guests would not be asked to pay for their dinners. President Brock will write a letter to the Foundation Board of Directors asking them to join the Trustees in their effort to reduce the cost of this special event. --N B. Wayne Willert Trust The Trustees unanimously passed a two part motion regarding the disbursement of the $ 240,000 received from the Willert Trust. 1) Trustee Griffith proposed a plan for the expenditures of the Willert Trust that would divide the $ 240,000 into increments of$ 80,000 over a three year period. The current remaining $ 160,000 would be placed in an interest bearing account entitled "Emergency or Endowment Fund". 2) Trustee Griffith proposed a second motion regarding the allocation of the $ 80,000 for the year 2009 which would disburse up to $ 35,000 for the physical changes of the "Main Information Desk" and the former Reference desk; remaining balance would be used to fund the collection and computer acquisitions. M/S/C (Griffith/Towle) C. Reference Desk The Trustees agreed to pursue the suggestion of Trustee Towle that the former Reference desk be converted into a stand up computer area. It is possible that 5 computers would fit on the desk. Library Board of Trustee Minutes March 17,2009 2 �-- VIII. New Business A. ALA Conference Attendance The Trustees unanimously agreed to authorize funding from their Education Fund in order that Amy Pelman and Al Escoffier can attend the American Library Conference in Chicago in July of 2009. M/S/C (Toft/Brock) B. Budget Status The Library budget has to be completed by March 27th. At their last meeting the City Council did not support a Sunday closure for the Library. City Manager, Jim Nantell, has now required that budget reductions reflect a 15% decrease in expenditures. C. Easton Branch Library The City Council requested that the City Librarian prepare a cost break down on all facets of the Easton Library operation, as well as use statistics such as daily and hourly circulation and attendance. IX. Adiournment The meeting was adjourned at 6:45pm. M/S/C (Griffith/Toft) The next meeting of the Library Trustees will be held on April 21, 2009 at 5:30pm in the Library Conference Room. 6eIRResectfully Submitted, d H. Escoffier City Librarian Library Board of Trustee Minutes March 17,2009 3 BURL NOAME MOVIE : - City Librarian's Report April 21, 2009 Library Budget Issues Budget reductions for the Library total 15% for the new fiscal year. Reductions are primarily in hourly staff: with more than 2/3 of the hourly staff to be laid off (11.5 FTE). Operating expenditures are reduced. At Council's direction, the Library will remain open on Sunday. (The mangers and I are reviewing this, as we may not have enough staff to keep the building open on Saturdays and Sundays.) At the City Manger's direction, the Easton Branch will close all day (3 hours) on Fridays, effective May 1St for an anticipated savings of$ 1,750 for the remaining 2 months of the fiscal year. On your agenda today is a proposal to recommend allocation of$ 80,000 in the print budget to pay for hourly staff in order to remain open on Saturdays and Sundays. Hourly staffing for Saturday equals 10 hourly shifts; Sundays are 8 hourly shifts. (Shifts are either 3 or 4 hours.) Collections then would be backfilled with donations from the Trustees Fund ($ 60,000) and the Foundation ($ 80,000), for a total of$ 140,000 (down from $ 185,000 for the current year). We will know more about the budget outcome after the May 5th Storm Drain Measure results. Newsletter Delivered The spring newsletter was delivered successfully to 8,000 households in Burlingame and Hillsborough. The response has been good, with community members sending generous donations to the Foundation, as well as the library volunteer pool increasing. Main Service Desk Plans for the implementation of the Main Service Desk have slipped to the end of April. The Trustees'recommendation that the Reference desk be used for a group of 5 Online Catalog computers will take longer to implement. This measure will free up 5 additional terminals for Internet use. Internet use is again very high. Express Holds Express Holds have been very successful. Library patrons are adapting to the self- serve option quickly. It appears to be saving staff time as intended. Garden Party Programs Staff has developed gardening and horticultural programs to tie in the John Ward's Garden tour in August. Representatives from Filoli and the San Mateo Master Gardeners will be on hand to discuss a number of garden issues. 48o Primrose Road•Burlingame•California 94010-4o83 Phone(650)558-7474'Fax(650)342-6295'www.burlingame.org/library Included will be: a) Fall Planting, San Mateo Master Gardeners, August 4th, 7 PM b) Filoli Gardens, Filoli Docent, August 10th, 2 PM c) Drought Tolerant Plants, San Mateo Master Gardeners, August 11, 7 PM d) Native Plants, San Mateo Master Gardeners, August 18, 7 PM All programs will be sponsored by the Foundation and held in the Lane Room. Upcoming Events • April 12-18: National Library Week; Watch for Special programs! • April 21: Museum Docent Lecture "Artistic Luxury: Faberge, Tiffany, Lalique", 7 PM • April 23-26: Spring Book Sale • April Exhibit: Michelle Bennett Photographs • May 1: Books and Cookies Book Club; a book talk program for 4th grade students and up, 4 PM • May 9: Foundation Author's Luncheon, Dominic's Poplar Creek, 11:30 AM • May 12: Museum Docent Lecture "Warhol Live", 7 PM ": May 17: Author Appearance: Jeanne Duprau, popular Children's author of series "City of Ember", 2 PM • May Exhibit: Maryam Refahi Graphics • June 15- July 31: Summer Reading Clubs begin _ Al Escoffier April 14, 2009 2 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF MARCH 2009 Burlingame Registered Borrowers Burlingame Hillsborough Other Total Adult Patrons 16,063 2,780 0 18,843 Juvenile Patrons 4,787 1,393 0 6,180 Non-PLS Patrons 0 0 1,795 1,795 Teachers 88 11 88 187 Temporary Patrons 73 2 0 75 Outreach Patrons 23 1 0 24 Staff 28 0 38 66 Total Registered Borrowers 21,062 4,187 1,921 27,170 Circulation Totals This month total Main 56,047 This month previous year 50,043 12.00% increase This month total Branch 6,780 This month previous year 6,466 4.86% increase This month Grand Total 62,827 This month previous year 56,509 11.18% increase Circulation Activit All Children's All AIV All Non-English Main 20,130 17,844 494 Easton 4,094 2,099 0 Total 24,224 19,943 494 Self Check Usage Total Items %of 1 st Time Check Outs Main 26,691 66% Branch 3,250 64% Online Renewals Total Items %of Total Renewals Main 11,177 71% Branch 1,290 75% Reference Activity Inter Library Loans Questions Lent 4,596 Reference 2,999 Borrowed 2,900 Children's 1,382 TOTAL 7,496 Lower Level 2,214 Branch 501 TOTAL 7,096 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF MARCH 2009 PAGE 2 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non-Fiction 249 111 3 Children's Non-Fiction 62 48 11 YA Non-Fiction 0 0 0 Adult Fiction 202 126 16 Children's Fiction 36 16 10 YA Fiction 12 7 0 DVD Fiction Adult 60 28 8 DVD Fiction JUV 81 21 9 DVD Fiction YA 0 0 0 DVD Non-Fiction Adult 0 0 0 DVD Non-Fiction JUV 0 0 0 DVD Non-Fiction YA 0 0 0 BCKD Adult 17 11 5 Children's BKCD 8 6 2 YA BKCD 7 6 1 CD Music Adult 52 51 0 CD Music JUV 0 0 0 CD Music YA 0 0 0 Totals 786 431 65 Fines and Fees Main $8,495.39 Branch* 511.10 Total $9,006.49 Main and Easton Deposits Trustee Special Fund Photocopies/SAM (Main) $1,352.45 Photocopies/SAM (Branch) 15.90 Total Branch and Main $1,368.35 Estimated User Traffic Main 37,092 Dail Average Main 1,197 Estimated User Traffic Branch 3,959 Daily Average Easton 152 Total User Traffic 40,051 Total Daily Average 1,349 Community Room Adult Number of Meetings Attendance Public Meetings 9 220 Staff Meetings 4 140 Adult Programs 3 90 City Meeting/PlanningMeeting/Planning Commission 1 30 Lincoln School 2nd and 3rd Grade Book Clubs 2 30 Totals 19 5,101 Conference Room Book Club Adult 1 15 Staff Meetings 3 14 Foundation Board, Author's Luncheon and 3 30 Donor Recognition Library Board of Trustees 1 7 Totals 8 66 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF MARCH 2009 PAGE 3 Children's and Young Adult Programs Attendance Main Pre-school Story Time 14 486 Toddler Story Time 8 524 Baby Story Time 1 45 Books and Cookies 1 4 Total Story Time 24 Total Story Time Attendance 1,059 Special Programs N/A Attendance N/A Total Special Program Attendance Class Visits (Elementary) 0 Preschool Outreach Visits 5 93 Total Class Visits 5 Total Class Visits Attendance 92 Easton Story Times&Special Programs Attendance Questions Easton Preschool 4 126 Reference 501 Toddler 4 166 Total Programs 8 292 Class Visits (elementary) 1 Attendance 25 Total Class Visits 1 Total 25 Attendance Easton Internet Usage User Sessions 1 631 Main Internet User Sessions Hour, Half Hour, & Express Children's Total 6,349 182 6,531 March 2009 Outreach Statistics Current Patrons 16 (Additions 1 -Subtractions 3) -1* Total Outreach Patrons 15 22 Deliveries Pick Ups Books 51 Paperbacks 12 Audio Books 21 Music CD's 12 DVD's 10 Magazines 8 Total Library Materials 114 * Mrs. Nugent died. She was a long time patron of the Burlingame Library. As an outreach patron, she received about 2,500 items. I Tiers 4, 5, 6/Alternate Reductions April 1, 2009 City Attorney Tier 6 On-going One-Time FTE Reductions Tier 4 Tier 5 Alternates Item Title Description g g co09.10 (Alternates) Impacts Impacts F PPT PTS Total 2008-091m act Recommend 1 Regular Salaries Salary 8 benefits savings between former 10,000 0.00 10,000 - attorney and new attorney 4,879 2 Part-Time Salaries Savings from part-time salaries 0.00 4,819 14,000 3 Professional and Special Services 0.00 4,879 14,000 SUBTOTAL - 10,000 0.00 0.00 0.00 0.00 10,000 4,879 City Clerk Tier 6 On-goingOne-Time FTE Reductions 2009.10 Tier 4 Tier 5 (A ternates Item Title Description ) Impacts Impacts F PPT PTS Total 2008.09Impact Recommend 4 Downgrade vacant Administrative Six months savings from downgrade of 20,000 0.00 10,000 20,000 20,000 Secretary to Office Assistant I classification. Administrative Secretary appointed City Clerk 5 City Clerk Salary reduction of City clerk position due to 8,526 0.00 8,526 - appointment at lower Salary Step due to current City Clerk retiring in December 2008. 20,000 SUBTOTAL 20,000 8,526 18,526 20,000 City Council Tier 6 On-goingOne-Time FTE Reductions Tier 4 Tier 5 Alternates Item Title Description2009-10 ) Impacts Impacts F PPT PTS Total 2008-09 Impact Recommend 2,875 6 Cut Travel,conferences and meetings by Cut Travel,conferences and meetings by 2,875 0.00 2,875 50% 50% 1,000 7 Cut Travel,conferences and meetings by Cut Travel,conferences and meetings by an 1,000 0.00 1,000 an additional 1000 for 1875% additional 1000 for a total of$1875 8 Reduce increased funding for This would cut$3,000 of additional funding 3,000 0.00 3,000 Commissioners dinner by$3,000 that was transferred from other budgets to 3,000 provide more funding for Commissioners dinner that was becoming hard to manage wih in budget. 1,250 g Cut Council Office Expenses by 50% Cut Council Office Expenses by 50% 1,250 0.00 1,250 1,250 1,000 70 Cut an another$1000 from Council Reduces the funding for the Commissioners 1,000 0.00 - special department expenses Dinner by another$1000 1,000 11 Cut an additional$1000 of Special Reduces the funding for the Commissioners 1,000 0.00 department expense Dinner by another$1000%. 2,000 12 Cut all of the Special department expense Eliminate all funding for special department 2,000 0.00 funding expense 13 Budget does not fund the tree lighting City needs to secure an additional$3000 to 0.00 Funds for ceremony.Direct costs for 2003 were $4000 to fully cover expenses. In addition Tree Lighting $9,000.City received$3,000 in we currently have parking enforcement staff are not sponsorships. Council and community adjust their schedules and therefore lose should be aware that the budget does not about$2600 in parking citations that would currently include funds to cover the gap. otherwise be collected. So to really cover budgeted the event's costs we would need to double from any one this year's donations. account 09-10 Budget Actions-April 14 accellerate tier 5 pmBudget Reductions 1 4/14/20092:03 PM 14Tiers 4, 5, 6/Alternate Reductions April 1, 2009 $ 1,250 $ 6,875 $ 4,000 SUBTOTAL 12,125 - 0.00 0.00 0.00 0.00 $ 1,250 $ 8,125 City Manager Tier 6 On-going One-Time FTE Reductions Tier 4 Tier 5 Alternates Item Title Description 2009-10 Impacts Impacts F PPT PTS Total 2008-09 Impact Recommend 15 Reduce intern funding by 66% Cut 66%of part time funds 20,000 0.00 10,000 20,000 20,000 16 Eliminate all part time funds in CM office Reduce part time funds to 0 10,000 0.00 5,000 5,000 5,000 17 Eliminate travel and conferences funding cut$600 from$2000 budget item 600 0.00 600 600 18 Eliminate any funding for dues and 1,020 0.00 - 1,020 membership 1,000 19 Reduce Office supplies by 25% Cut office supplies by from 3978 to 2978 1,000 0.00 1,000 $20,000 $6,600 $6,020 SUBTOTAL 32,620 - 0.00 0.00 0.00 0.00 10,000 26,600 Community Development Tier 4 Tier 5 Tier 6 Item Title Description On-going One-Time FTE Reductions 2009.10 Impacts Impacts F PPT PTS Total 2008-09 Impact Recommend 20 Partially fund Planning Division staff Upon creation of the"Building Inspections 72,000 0.00 72,000 72,000 salaries and benefits,including the Fund"by the Finance Department;fund 10% Community Development Director of the Community Director,10%of the position,from"Building Inspections Fund". Planning Manager,5%of the Senior Planner, 72,000 5%each of the two Associate Planners and 5%of the Administrative Secretary positions, including salary and benefits,from this fund. 100%of the positions are currently funded from the Planning Division's budget. 21 Eliminate"Overtime"payment to Planning In lieu of payment of overtime to personnel 8,600 0.00 9,847 Personnel for attendance at meetings attending the twice monthly Planning outside of the normal work day. Commission meetings,and other meetings 9,847 as needed,staffs work schedules could be adjusted to compensate for those times where work outside of normal business hours occurs. 22 Reduce Planning Division's"Office The Planning Division is utilizing somewhat 8,000 0.00 4,000 8,000 Expenses" less of this fund than anticipated. 8,000 Maintenance of the existing expenditure level will result in cost savings. 23 Reduce Planning Division's"Printing The Planning Division is utilizing somewhat 12,000 0.00 3,000 12,000 Charges" less of this fund than anticipated. 12,000 Maintenance of the existing expenditure level will result in cost savings. 09-10 Budget Actions-April 14 accellerate tier 5 pmBudget Reductions 2 4/14/20092,03 PM Tiers 4, 5, 6/Alternate Reductions April 1, 2009 24 Reduce Planning Division's"Special This fund is intended to be utilized for 7,000 0.00 7,000 7,000 Department Expsnse" software and hardware purchases,as need; and for maintenance of existing software. 7,000 $5,000 will be needed to cover the expense of ArcView software maintenance. 25 Reduce Planning Division's"Travel, This fund has not been used yet during FY 2,000 0.00 2,000 2,000 2,000 Conferences 8 Meetings" 08-09. Retention of$1,000 in this account will permit for limited training opporunities. 26 Eliminate"Commissioners Travel" This fund has not been used during FY 08- 2,000 0.00 2,000 2,000 2,000 09,and historically has been minimally used. 27 Eliminate"Commissioners Education" This fund has not been used during FY 08- 2,000 0.00 2,000 2,000 2,000 09,and historically has been minimally used. 28 Eliminate part-time Code Enforcement The Planning Division funds a part-time 28,000 0.25 0.25 28,000 position in the Planning Division. position(roughly 10 hours/week)to 28,000 investigate violations of the Zoning Ordinance. 29 Shift the cost for the Building Tech Currently,the Building Division employes two 87,516 1.01 1.00 87,516 position to the new Bldg enterprise fund. Building Permit Technicians that are responsible for issuance of all permits, collection of fees,recordkeeping,and other 87,516 public counter customer service operations of the Division. Adequate funding for both positions should be available in the newly created Building Enterprise fund for fiscal year 2009-2010. 95,992 30 Reduce staffing in Planning Division- Currently,the Building Division employes a 95,992 1.00 1.00 Eliminate one Planner Position Planning Manager,a Senior Planner,and two Assistant/Associate Planners. The Planning Division's workload has not significantly decreased in the past two fiscal years. 31 105,000 125,363 95,9q? SUBTOTAL 325,108 - 2.00 0.25 0.00 2.25 92,000 230,363 Department Heads Tier 4 Tier 5 Tier 6 Item Title Description On-going One-Time FTE Reductions 2009-10 (Alternates) Impacts Impacts F PPT PTS Total 2008-09 Impact Recommend 32 DH salary freeze for 1 year(no catchup) DH salary freeze estimated to be$55K for 1 55,000 0.00 55,000 55,000 year 33 Suspend professional development Suspend professional development 22,000 0.00 22,000 22,000 contribution to the DH for 1 year contribution to the DH for 1 year 34 Employee pickup 10%of medical Consider reduction of medical contribution by 12,000 0.00 12,000 12,000 contribution premium 10% $ 89,000 $ SUBTOTAL 67,000 22,000 0.00 0.00 0.00 0.00 89,000 Finance Department Tier 4 Tier 5 Tier 6 Item TitleDescription On-going One-Time FTE Reductions 2009-10 Impacts Impacts F PPT PTS Total 2008-09 Impact Recommend 09-10 Budget Actions-April 14 accellerate tier 5 pmBudget Reductions 3 4/14/20092:03 PM Tiers 4, 5, 6/Alternate Reductions April 1, 2009 35 Transfer of additional 15%of Finance A total of 25%of the Finance Director's 35,000 0.00 35,000 35,000 Director's Employee Costs to Waste Employee Costs will be charged to the 35,000 Management Fund for total of 25% Waste Management Fund. Currenity 10%is being charged. 36 Downgrade vacant Administrative Twelve months savings from downgrade of 20,000 0.00 10,000 20,000 Secretary to Office Assistant I classification. Administrative Secretary 20,000 appointed City Clerk 37 CaINET-2 Telephone Service Repricing Reviewed all telephone services and 20,292 0.00 10,000 20,292 renegotiated reduced telephone service 20,292 prices under new CaINET-2 Agreement. Savings total$20,292 annually. 38 Fiscal Agent Services for San Mateo REVENUE:City currently acts as fiscal 4,000 0.00 4,000 County/Silicon Valley Conventions and agent for CVB 4,000 Visitors Bureau 39 0.00 - $ 75,292 $ 4,000 $ SUBTOTAL 79,292 0.00 0.00 0.00 0.00 $ 55,000 $ 79,292 Fire and Disaster Preparedness Tier 4 Tier 5 Tier 6 Item Title Description On-going One-Time FTE Reductions 2009.10 Impacts Impacts F PPT PTS Total 2008-09Impact Recommend 40 Brown out Engine 35 or 36 for 300 days Eliminate an engine company whenever 729,000 0.00 116,724 729,000 there are 3 or more personnel on leave. We would reduce our overtime costs to maintain reduced level of in-service companies. This 2679150 461,850 would move from five engines and one truck company to minimum staffing of four engines and one truck company. 41 Brownout 2nd Engine for a total of 54 Eliminate an engine company whenever 133,164 0.00 days per year(Summer months) there are 3 or more personnel on leave. We would reduce our overtime costs to maintain 133,164 reduced level of in-service companies. This would move from five engines and one truck company to minimum staffing of four engines and one truck company. 42 Reduce operational expenses by 5% Decrease in operational spending. Reduce 21,954 0.00 21,954 21,954 21,954 training,travel,membership dues, maintenance expenses 43 Reclassifiy 1 Firefighter to Float Captain Promote one firefighter to Float Captain who 12,600 0.00 12,600 12,600 12,600 will cover long term disability leave for Captains. 44 Reduce work hours for Disaster Prep Cut Disaster Prep Coordinators hours by 4,000 0.00 4,000 4,000 4,000 Coordinator by 10%. 126 hrs to achieve 5%reduction 45 Reduce operational expenses by an Decrease in operational spending by a total 21,954 0.00 21,954 21,954 additional 5% of 10%. 46 0.00 $305,704 $483,804 $133,164 SUBTOTAL 922,672 0.00 0.00 0.00 0.00 155,278 789,508 09-10 Budget Actions-April 14 accellerate tier 5 pmBudget Reductions 4 4/14/20092:03 PM Tiers 4, 5, 6/Alternate Reductions April 1, 2009 Human Resources Tier 4 Tier 5 Tier 6 Item Title Description On-going One-Time FTE Reductions 2009-10 Impacts Impacts F PPT PTS Total 2008-09Impact Recommend 10,000 47 City-Wide Training 40%reduction in City-wide training budget 10,000 0.00 10,000 1,500 48 Other Expense Reduction in office supplies 1,500 0.00 1,500 1,500 2,000 49 Advertising&Legal Publications 40%reduction in recruitment advertising 2,000 0.00 2,000 2,000 50 Professional Services 13.5%reduction in consultants and outside 10,000 0.00 10,000 10,000 legal services 51 Personnel Examinations 33%reduction in budget for pre-employment 5,000 0.00 4,000 5,000 5,000 physicals,first aid workers comp, fingerprints,background checks 52 Travel,Conferences,Meetings 50%reduction in conference and meeting 1,500 0.00 1,000 1,500 1,500 budget 53 Permanent Salaries Vacancy in Human Resources Specialist for 30,000 0.00 30,000 - 5 months during 2008-09 10,000 54 City-Wide Training Additional 40%reduction in City-wide training 10,000 0.00 55 Professional Services 27%reduction in professional services 10,000 0.00 - 10,000 budget 56 Training and Safety 50%reduction in Du-All Safety services; 9,000 0.00 9,000 9,000 50%reduction in HR staff training 500 57 Dues and Subscriptions Eliminate professional association dues 500 0.00 500 500 58 Other Expense Reduction in office supplies 500 0.00 500 59 0.00 - $ 10,000 $ 30,000 $ 20,000 SUBTOTAL 60,000 30,000 0.00 0.00 0.00 0.00 $ 38,500 $ 40,0: Internal Services Allocations Tier 4 Tier 5 Tier 6 Item Title Description On-going One-Time FTE Reductions 2009-10 fAlfarn2fact Impacts Impacts F PPT PTS Total 2008.09 impact Recommend 60 Postpone contributions to PC Replacment Postpone all departmental contributions to 110,000 0.00 110,000 Fund for one fiscal year the PC Replacement Fund for FY09-10. 110,000 General Fund savings: $110,000,Other Funds savings: $16,000 61 New Janitorial Contract New Janitorial contract provides$54k 54,728 0.00 54,728 54,728 54,728 savings this year(Facilities) 62 Estimated savings in the Fleet budget Estimated savings in the Fleet budget 45,500 0.00 - TBD through negotiated purchases and through negotiated purchases and purchasing smaller vehicles purchasing smaller vehicles 63 Savings from Retrofiting of fuel dispensors Savings from Retrofiting of fuel dispensors 33,000 TBD project project 64 Delay purchase of a police motorcycle to Delay purchase of a police motorcycle to 29,000 TBD next year next year 09-10 Budget Actions-April 14 accellerate tier 5 pmBudget Reductions 5 4/14/20092:03 PM Tiers 4, 5, 6/Alternate Redu ..ins April 1, 2009 65 Delay purchase of a public works dump Delay purchase of a public works dump truck 75,000 TBD truck to next year to next year 66 Purchasing of a Fire Command vehicle Purchase of a smaller,less expensive Fire 15,000 15,000 15,000 Command vehicle will result in cost savings of$15,000 67 Reduce OT by 20%in facilities Reduce OT by 20%in facilities maintenance 2,800 2,800 2,800 TBD maintenance 68 Reduce parts&supplies and pump repair Reduce supplies and pump repair parts for 15,000 - TBD parts for facilities facilities 69 Reduce janitorial services by 25% Reduce janitorial services by 25% 37,728 0.00 37,728 37,728 TBD $ 95,256 $ 125,000 $ SUBTOTAL 110,256 307,500 0.00 0.00 0.00 0.00 $ 54,728 $ 220,256 Library Tier 4 Tier 5 Tier 6 Item Title Description On-going One-Time FTE Reductions 2009.10 Alternates Impacts Impacts F PPT PTS Total 2008-09 Impact Recommend 70 Close Main Library Friday Evenings Reduce public hours by 2 per week at Main 24,808 0.38 0.38 24,808 24,808 24,808 Library 71 Move toward Single Staffing service desks Single staff desks in evening;move toward 298,000 10.00 10.00 74,000 298,000 298,000 self service with roving staff 72 Combine Reference and Circulation desks PPT Librarians are reduced from 30 to 25 35,000 0.50 0.50 35,000 hours per week(reduced reference service) and two permanent part time library 35,000 assistants are reduced from 30 to 25 hours. 73 Close Easton Branch Fridays Would close Easton 3 hours on Friday,from 11,000 0.20 0.20 11,000 11,000 2 PM-5 PM 74 Cut Operating Budget:supplies, Eliminates all binding;limits supplies; 37,000 0.00 37,000 37,000 maintenance of equipment,etc.Reduce eliminates all training budget binding and backruns of magazines 75 Reduce PPT Cataloger,Librarian II;PPT All permanent part time will be reduced to 25 25,000 0.25 0.25 25,000 25,000 Library Assistant,from 30 hours to 25 hours to save jobs hours 10,000 76 Close extra days around Holiday closures Holiday closures would go from one day to 3- 11,000 0.20 0.20 10,000 4 days;limiting access to facilties/materials 77 Reduce Book/Print Budget by 60%or Print budget reduced to$80,000 from 98,000 0.00 - 98,000 $98,000. $185,000 78 0.00 - $ 24,808 $ 416,000 $ 98,000 SUBTOTAL 539,808 0.01' 0.75 10.78 11.53 $ 98,808 $ 440,808 Non-Departmental Tier 6 On-going One-Time FTE Reductions 2009-10 Tier 4 Tier 5 Alternates Item Title Description (Alternates) Impacts Impacts F PPT I PTS Total 2008-09 Impact Recommend 79 Cut Non Dept.Professional Services Reduce the professional services by$35,000 35,000 0.00 35,000 35,000 35,000 80 Reduce Community Group Funding by Cut 26,000 out of Community group funding 26,000 0.00 26,000 26,000 50% 81 0.001 - 09-10 Budget Actions-April 14 accellerate tier 5 pmBudget Reductions 6 4/14/20092:03 PM Tiers 4, 5, 6/Alternate Reductions April 1, 2009 $ 35,000 $ 26,000 $ SUBTOTAL 61,000 0.00 0.00 $ 35,0001 $ 61,000 Parks & Recreation Tier 6 On-going One-Time FTE Reductions Tier 4 Tier 5 Alternates Item Title Description Zoos-10 ) Impacts Impacts F PPT PTS Total 2008-09 Impact Recommend 82 Special Program Expenses Decreases in available funds for program t- 5,000 0.00 5,000 5,000 5,000 shirts&uniforms in preschool,youth, aquatics,sports 83 Uniforms&Equipment Decreases in available funds for program t- 4,000 0.00 4,000 4,000 shirts&uniforms in preschool,youth, aquatics,sports. Already purchased for 2008-09. 800 84 Office Expenses-Recreation Division Decrease in allocation for Recreation 800 0.00 800 800 Division's Office Su plies 7,000 85 Special Program Expenses Additional misc expenses 7,000 0.00 7,000 7,000 86 Part-Time Recreation Leaders Elimination of seasonal employees for senior 15,000 0.30 0.30 2,000 2,000 2,000 citizens and summer camp programs 3,000 87 Travel&Training Decrease in allocation for Recreation 3,000 0.00 3,000 Division's Travel&Training Budget 88 Part-time Salaries-Recreation Division Elimination of 500 hours of a Part-Time 10,000 0.25 0.25 10,000 10,000 Office Assistant I position for the Recreation Division 12,000 89 Part-time Salaries-Parks Division Elimination of the Part-Time Office Assistant 12,000 0.20 0.20 12,000 I position for the Parks Division 90,000 90 Regular Salaries-Parks Division Elimination of a Parks Maintenance Worker 90,000 1.00 1.00 90,000 position 91 Regular Salaries-Recreation Division Elimination of a Recreation Supervisor 130,000 1.00 1.00 130,000 130,000 position 1,000 92 Office Expenses-Parks Division Decrease in allocation for Parks Division's 1,000 0.00 1,000 Office Supplies 800 93 Office Expenses-Recreation Division Additional decrease of Recreation Division's 800 0.00 800 Office Supplies 94 Contractual Services Recreation Contract Instructors 15,000 0.00 - 95 Part-Time Seasonal-Parks Division Part-Time Arborist 12,000 0.00 0.00 - 96 Part-Time Seasonal-Parks Division Seasonal Maintenance Worker 8,000 0.30 0.30 8,000 fi t• 97 Regular Salaries-Parks Division Elimination of a 2nd Parks Maintenance 90,000 1.00 1.00 90,000 90,000 Worker 98 Eliminate 50%of Park&Recreation Reduces Director's position to 50%. 104,036 0.50 0.50 104,036 104,036 Director Position 99 Eliminate 40%of Park's Superintendent Reduces Park's Superintendent position to 55,120 0.40 0.40 55,120 55,120 Position 60% 70,000 100 Regular Salaries-Recreation Division Reduction of a Recreation Coordinator to a 1.00 -0.20 0.80 - $70 000 art-time Recreation Specialist 09-10 Budget Actions-April 14 accellerate tier 5 pmBudget Reductions 7 4/14/20092:03 PM Tiers 4, 5, 6/Alternate Reductions April 1, 2009 101 Regular Salaries-Parks Division 95,007 Tree Maintenance Worker 1.00 1.00 TBD 13,000 102 Contract tree work Reduce the amount of tree work performed 0.00 by outside contractor $ 14,800 $ 507,956 $ 83,000 SUBTOTAL 562,756 - 5.90 0.00 0.85 6.75 $ 14,800 $ 522,756 Police and Police Communications Tier 6 On-going One-Time FTE Reductions Tier 4 Tier 5 (Alternates) Item Title Description 2008-10 ) Im acts Impacts F PPT PTS Total 2008.09Impact Recommend 103 Eliminate support and involvement in our Eliminate Monetary Contribution 48,000 0.00 - 48,000 County Narcotics Task Force 10,500 104 Eliminate Contribution to School RPP Eliminate Monetary Support of having a 10,500 0.00 10,500 program Probation Officer P/T at BHS 8,000 105 Reduce Crime Lab Fees Reduce the amount of Evidence being 8,000 0.00 8,000 examined by the County Crime Lab 14,462 106 Reduction in PTT Police and related Scale back on existing P!r salaries currently 14,462 0.50 0.50 14,462 Salaries budgeted 5,681 107 Reduction of Jail/Prisoner Expenses Reduction of current expenses by 15% 5,681 0.00 5,681 11,800 108 Eliminate Programs Eliminate Hitech Conference,Cora,PCRC 11,800 0.00 11,800 (TIC)Contributions 109 - 110 Eliminate an Officer Position(reduce from Sworn Officer Position from Patrol,Traffic, 166,000 1.00 1.00 83,000 166,000 41 to 40). 2008-09 reduction is for two SRO or Detectives-In the previous round of months-May and June,2008. cuts we had to cut five police officers and 166,000 two years later the Council authorized the hiring of one of those five positions. This would reverse the reinstatement of this position four years ago. 34,755 111 Reduction of Police O/T by 15% Reduce existing Police OT Budget by 15% 34,755 0.00 34,755 166,000 112 Eliminate a 2nd Officer Position(reduce Maintain 2 vacant positions 166,000 1.00 1.00 166,000 from 40 to 39) ` 166,000 113 Eliminate a 3rd Officer Position(reduce Sworn Officer Position from Patrol,Traffic, 166,000 1.00 1.00 - from 39 to 38) SRO or Detectives 92,000 114 Eliminate a Records Clerk Position NOTE Employee was hired by another City 92,000 1.00 1.00 92,000 (reduce from 4 to 3) 115 Eliminate a Dispatcher Position(reduce Call Taker and Dispatcher duties;after 112,000 1.00 1.00 - 112,000 from 7 to 6) hours,weekend,holiday P/W's duties 24,201 116 Eliminate the promotion to a Sergeant Supervisor and Manager of a Patrol Team of 24,201 0.00 Position the Traffic Bureau would be eliminated 117 Eliminate Travel,Conferences and 1,082 0.00 1,082 1,082 Meetings from Communications Budget 09-10 Budget Actions-April 14 accellerate tier 5 pmBudget Reductions 8 4/14/20092:03 PM r Tiers 4, 5, 6/Alternate ReducLIons April 1, 2009 118 Eliminate Travel,Conferences and 3,247 0.00 3,247 3,247 Meetings from the Police Department Budget 119 0.00 - $ 166,000 $ 347,527 $ 350,201 SUBTOTAL 863,728 5.00 0.00 0.50 5.50 $ 83,000 $ 513,5' Public Works Tier 4 Tier 5 Tier 6 Item Title Description On-going One-Time FTE Reductions 2009-10 Impacts Impacts F PPT PTS Total 2008-09 Impact Recommend 120 North Burlingame Shuttle Transfer City share of North Burlingame 35,000 0.00 35,000 35,000 35,000 shuttle costs to Mills Peninsula Hospital and Sisters of Mercy 121 Full-Time Salaries Transfer 1/2 Corp Yard secretary salary to 44,012 0.50 0.50 22,006 44,012 44,012 Water&Sewer funds(Streets Division) 122 Delay digital imaging of'Engineering Delay digital imaging of'Engineering 20,000 0.00 20,000 - Records'to one more year Records'to one more year(Engineering 1,500 123 Reduce Conference and classes by 30% Reduce Conference and Travel(Engineering 1,500 0.00 1,500 Division) 124 Use one-time grant to fund in-house staff Use one-time grant to fund in-house staff to 35,000 0.00 35,000 - to design'Green Project design'Green Project'(Engineering Division) 10,000 125 Eliminate Engineering intern position Eliminate Engineering intern position 10,000 0.00 10,000 13,000 126 Reduce traffic signal maintenance by 20% Reduce traffic signal maintenance by 20% 13,000 0.00 13,000 127 Delay purchase of GBA Sign&Right of Delay purchase of GBA Sign&Right of Way 8,500 0.00 8,500 - Way module module 128 delay purchasing of cutoff saw delay purchasing of cutoff saw 4,500 0.00 4,500 - 110,000 129 Eliminate Burlingame Trolley Eliminate Burlingame Trolley(Engineering 110,000 0.00 110,000 Division) 104,000 130 Reduce engineering staff by 1.0 FTE Reduce engineering staff by 1.0 FTE 104,000 1.00 1.00 104,000 24,000 131 Replace GIS Coordinator with an 24,000 0.00 24,000 Assistant Engineer Position 132 Freeze or delay filling the currently vacant Freeze or delay the recruitment of currently 92,000 1.00 1.001 92,000 92,000 maintenance worker position vacant maintenance worker position 133 0.00 - 79,012 354,500 SUBTOTAL 419,012 82,500 2.5 2.5 125,006 433,512 Tier 4 Tier 5 Tier 6 On-going One-Time FTE Reductions 2008-09 2009-10 Alternates Reduction Summary Impacts Impacts F PPT PTS Total Reductions Recommend $ 952,122 $ 2,527,504 $ 804,377 $4,075,377 $460,526 15.4 1 1.0 1 12.1 28.5 $791,896 $3,479,626 Reduction Levels Totals Tier 4 $ 952,122 Tier 5 $ 2,527,504 Subtotal Reductions $ 3,479,626 Tier 6(Alternates) $ 804,377 Totals Reductions $ 4,284,003 09-10 Budget Actions-April 14 accellerate tier 5 pmBudget Reductions 9 4/14/20092:03 PM Library Board of Trustees Discussion/Potential Action Items April 21, 2009 VII. Unfinished Business A. Friday Easton Closure. The Trustees should review and discuss the current Friday Easton closure, effective May 1, 2009. PR regarding the closure was released by the City Librarian and appears on the library website. There is some concern about a permanent closure of Easton as it appears on the City's reduction list along with closing a Fire Station, dropping Pre-School education, etc. This would be reviewed by Council during the next fiscal year and would not happen immediately. VIII. New Business A. Review and recommend an Option for Library Budget Modification. The City Librarian is recommending that for the 2009-2010 fiscal year that either of the two options be considered: a. Option #1:The $ 80K in the book budget would be used to pay for hourly staff to keep the library open on Saturdays and Sundays. This would reduce the print budget to zero for the year. b. Option #2: Permanent staff would be used to staff Saturdays and Sundays. This would require "meet and confer" with the Union, as employee schedules would change dramatically. The Trustees may wish to weigh in on this important option. B. Review and recommend Collection Expenditure from Special Fund. In reducing the print budget to zero (should option #1 be adopted), the proposal is to use at least the $ 60K from the Duncan Trust, and perhaps more, to pay for library collections in the new year. The Burlingame Library Foundation has set aside $ 80K for library collections this year. This would bring the total to $ 140K, or $ 45K less than the current year. This would keep the collections budget operational for the next year. Revised 041509 April 17, 2009 TO: Library Board of Trustees FROM: Al Escoffier, City Librarian RE: Two Options for Library Service for fiscal 2009-2010 Library Budget Overview The library budget is scheduled to be reduced by 15% or $ 578,000, effective July 1, 2009. This will leave the library very short on staff to serve the public. Hourly staff is scheduled to be reduced to $ 180,000, a loss of over $ 400,000 or less 70% (11.5 FTE) forfiscal 2009-2010. Library circulation and traffic are up 12% so far this year; Easton's traffic is up 168% since it's reopening in 2004. Two Options for Public Service Hourly non-benefitted staff currently covers nights and weekends alongside permanent staff. Service is provided from 5 service points: Reference, Circulation, Children's, Lower Level Help Desk, and Easton Branch. May 4th the Library will eliminate one desk and combine Reference and Circulation. The Library will then have 4 public service desks instead of 5. The goal of the staff is to provide the very best library service we can, and stay open 7 days a week to serve our public. We feel the reduction of any further public service hours would hamper the public's access to collections and technology. Providing customer service weekends, requires the flexibility of hourly staff to work varied schedules. Option #1: Use $ 80,000 from Book Budget for Public Desk staffing for one year. Financial Impact: Budgeted Hourly: $ 180,000 (56% for shelvers/44% for desk staffl Add from book budget: $ 80,000 Total for hourly staff $ 260,000 Option #I uses the $ 80,000 budgeted for collections to pay for hourly public service staff. City general fund money would be replaced by gifts from the Trustees Special Fund and the Burlingame Library Foundation in the amount of$ 140,000. This would 1 mean that for one year, the library would rely primarily on donor funds for collections. This option would result in the following service impacts: L. Service Impacts: • Close Fridays at Easton Branch, effective May 1St • Merge Reference 8s Circulation Desks, effective May 4th • Increase focus on self-service: Self-Check, Express Holds, Online renewals • Longer lines for help at service desks • Story Times reduced from 7 per week to 6 per week • Adult, Teen, Children's programs reduced • No phone service on Sundays • Longer waits to get new materials to the shelves • Longer waits for books to go back to the shelves after circulation • Potentially sets a precedent for the City not to support collections • Afternoon restroom/toilet cleaning dropped • Fewer new books/media (51% reduction from 2005; 23% reduction from 2008) Option #2: Layoff 90% of hourly staff; use only benefitted staff 7 days a week Financial Impact: Budgeted hourly for 2009/2010 $ 180,000 The Manager asked staff to explore Option #2, which stretches the permanent staff to take over weekends from hourly staff. Regular visits to Pre-Schools; Outreach to the homebound; Interlibrary loan; and story times will be curtailed or dropped. In addition to the service impacts in Option #1, the following would result in Option #2: Service Impacts: • Close Lower Level Help Desk; No public help with media; non-fiction; Internet • Eliminate most current Easton staff(they are hourly); replace with benefitted staff from main library • Consolidate service points to 3: Main Desk (Reference/Circulation), Children's, Easton • Story Times reduced from 6 per week to 4 per week • No phone service on Saturdays or Sundays • Further reduce custodial: minimal vacuuming; staff to clean own office areas • No Community Room set-ups for meetings Options for Trustees to consider regarding service Rev/04/20/09 2