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Home My WebLink AboutAgenda Packet - LB - 2009.05.12 URLINGAME PUBLIC LIBRARY BURLING r 71, Board of Trustees Agenda - _ May 12, 2009—5.30pm �e P 480 Primrose Road—Library Conference Room SUGGESTED ACTION I. CALL TO ORDER II. ROLL CALL III. Library Board of Trustees Minutes for April 21, 2009 Appproval IV. CORRESPONDENCE AND INFORMATION Information A. April 2009 Statistics (Under Separate Cover) V. FROM THE FLOOR (Public Comments) VI. REPORTS A. City Librarian's Report—Escoffier Information B. Foundation Report Information VII. UNFINISHED BUSINESS e A. Informational Fact Sheet Discussion/Action ,,,B. Budget Discussion Discussion/Action C. Motion to Modify Library Budget Passed 4/21/09 vk;" Discussion/Action VIII. NEW BUSINESS �1 P4, c7r o"d� �-A. California State Library Statistics 2007-2008 Information/Discussion �B. Key Indicators of Service Information/Discussion X Close Extra Days Around the Scheduled Library Holidays Information/Action D. Resolution Regarding Branch Closure Information/Action 12-16 IX. ANNOUNCEMENTS l 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 i NOA 'IE Library Board of Trustees Minutes April 21, 2009 I. Call to Order Secretary McCormack called the meeting to order at 5:45pm. II. Roll Call Trustees Present: Deborah Griffith, Katie McCormack, Pat Toft, Sandy Towle Trustee Absent: Nancy Brock Staff Present: Al,Escoffier, City Librarian Sidney Poland, Recorder Library Foundation: Jim Cannon, Current Board Member Kris Cannon, Advisory Board Member III. Minutes'o€the March 17, 2009 Trustee Meetin The Trustees unanimously approved the March 17, 2009 minutes. M/S/C (Toft/Towle) IV. Correspondence and Attachments March 2009 statistics show a circulation increase at the main Library of 8.03% and a decrease of 1.58% for Easton Branch. Total increase for both facilities over March of 2008 is 6.91%. Increases in circulation are holding steady at approximately 12%. Circulation at Easton has tripled since 2004. V. From the Floor - Kris and Jim Cannon invited the Trustees to an informational meeting they are chairing regarding possible financial impacts for Easton and the Main Library if the Storm Drain Measure does not pass. The event will be held at the Easton Library at 7:OOpm Sunday, April 26th. VI. Reports A. City Librarian's Report - Highlights 1. Main Information Desk - May 4th is the "opening day" for the combined Reference and Circulation desk to begin operations. Patrons will be encouraged to use self-check in order to alleviate the issue of having to wait in line to check out materials. Staff will be available to assist patrons who are not familiar with using the self-check machines. 480 Primrose Road•Burlingame•California 94010-4083 Phone(650)558-7474-Fax(650)342-6295'www.burlingame.org/library 2. Library Trustee Position - Trustee Brock's current term ends on June 30, 2009; she is eligible to apply for a consecutive 3 year term. The City has noticed previous applicants regarding the available position on the Library Board of Trustees. B. Foundation Report The spring book sale opens on Thursday afternoon at 4:00pm and continues throughout the weekend until Sunday, April 26th at 4:00pm. Invitations to the annual Author's Luncheon featuring Author's Sandra Tsing Loh's "Mother On Fire" and Mike Robbins " Be Yourself' were mailed the end of March. The event will be held at Dominic's at Poplar Creek. VII. Unfinished Business A. Friday Closure at Easton Easton will be closed on Friday beginning May 1st and continuing into the next fiscal year. The Trustees expressed concern that due process regarding the Easton closure was not followed. B. Educational Process The Trustees discussed ways in which they could reach out to the public in an effort to better inform them on the subject of library usage i.e., circulation totals and activity, inter library loans, additions to the collection, children and adult programs, outreach ` services, reference activity and on-line services. C. Informational Fact Document The Trustees unanimously passed a motion requesting that the City Librarian prepare an educational fact sheet for the Trustees detailing information on library usage and trust funds, including any specific limitations on fund allocation. M/S/C (Toft/McCormack) VIII. New Business The Trustees reviewed two options presented by the City Librarian for modifying the Library budget. The Trustees unanimously passed the motion of Trustee Griffith which stated that in the event the City reduces the Library budget by 15%, the Trustees recommend for a period of one year that $ 80,000 be re-allocated from the book budget to retain hourly staff. M/S/C (Griffith/Toft) IX. Announcements Trustee McCormack will not be able to attend the Mayl9th Trustee meeting. The City Librarian noted that the final budget session will be held in the Lane Community Room at 7:00pm on Wednesday May 27th. Library Board of Trustee Minutes April 21,2009 2 X. Adjournment The meeting was adjourned at 7:30pm. M/S/C (McCormack/Griffith) The meeting of the Library Trustees will be held on May 19, 2009 in the Library Conference Room. Respectfully Submitted, 10 Alfred H. Escoffier City Librarian Library Board of Trustee Minutes April 21,2009 3 BURL NO-AM[ City Librarian Report May 12, 2009 Revised Proposed Budget Issues Change This week, Mary Asturias, Financial Services Manager for the City, clarified some major assumptions concerning the City budget. The budget will be based on: reductions using only Tiers #4 and #5 (not #6 8s #7), and an across the board salary freeze for staff. This information affects the library budget in two ways: a) funding for print materials remains in the budget at $ 183,732; b) funding for hourly staff is at the $ 343,808 level. The specific implications are: the book budget, formerly $ 80,000, is now back up to $ 183,732; the hourly staff budget was reduced to $ 343,808, instead of the previous figure of$ 180,000. This is a 56% reduction, instead of a 70% reduction. These figures could of course change during the budget process, but that is where we stand today. All told, this is an 11% reduction in the library budget, instead of a 15% reduction. Library Service Impacts Despite these changes for the good, there will be service impacts to our users at the 11% reduction: • Close Fridays at Easton Branch, effective May 1, 2009 • Merge Reference and Circulation Desks, effective May 4, 2009 • Focus on self service: Self-Checks, Express Holds, Online renewal • Longer lines at service desks due to single staffing • No phone service on Sundays • Story times reduced from 7 to 6 per week • Adult, Teen, Children's programs reduced • Longer waits for new materials • Fewer new titles At a proposed 15% reduction, the service impacts could include the entire list above plus: • Close Lower Level Help Desk; no help for the public with media, non-fiction, Internet; reduced security on Lower Level 0 Consolidate service points to 3: Main Desk, Children's Room, Easton • Eliminate hourly Easton staff and replace with benefitted staff from the main library • Story Times reduced from 6 per week to 4 per week • No phone service on Saturday or Sunday • Reduced custodial service: no toilet room cleaning afternoons 1 48o Primrose Road•Burlingame•California 94010-4083 Phone(650)558-7474'Fax(650) 342-6295'www.burlingame.org/library \1 . • No Community'room setups; no staff to set up Hopefully this level of reduction will not be necessary either now or in the future. With the Storm Drain Measure having passed as of May 6th, I would hope that no further reductions in library operations would be necessary. The budget study session for the City will take place on Wednesday, May 27, 6 PM, Lane Community Room. Balancing the Library Budget for May & June In an effort to return a portion of the library budget to the City to help balance the current year budget, the anticipated July layoffs have been moved up to May. Twenty- one of 26 hourly staff have been laid off in whole or in part effective May 1 lth. Service Reductions to Begin Immediately Due to the need to capture as much savings as possible, the Library will replace hourly staff with benefitted staff on public service desks. This comes at the same time we are moving to the joint "Main Service Desk" on May 4th, combining reference and circulation staff. An online catalog module of 5 computers will replace the old reference desk. This will be the hub for searching the online catalog. This will free up 5 more computers for Internet use in the Electronic Gallery. This service is about 2 weeks from implementation. Freeze on Materials purchase Effective April 30th, I directed a freeze on ordering new library materials. There is still a backlog of items to arrive from our vendor, and we will continue to receive best sellers and other popular items on our standing order plan from our wholesaler. Otherwise, we will be purchasing very little for the next 60 days. Annual Report from the Board Attached is the annual report outline as requested by the Board. Please review it and let staff know how you would like to proceed. Foundation Report The Foundation Book Sale made over $ 6,100.00 for the Foundation! Thanks go to Fiona Hamilton and her cadre volunteers for doing such a great job. Members of the Foundation formed a committee to preserve library services at both the main and branch libraries. Kris and Jim Cannon chair the group. 2 Upcoming Events: • May 1, Close Easton on Fridays • May 6, Storm Drain Measure Passes • May 7, Library Foundation Board, 5:30 PM • May 9, Foundation Book&Author Luncheon, 11:30 AM, Dominic's Poplar Creek • May 12, Library Board, 5:30 PM (new date) • May 13, Citizen's Academy, Lane Room, 6:30 PM • May 18, City Council, 7 PM • May 27, City Council Budget Study Session, 6 PM, Lane Room • June 1, Proposed Budget to City Council, Public Hearing, 7 PM 3 INFORMATIONAL FACT SHEET DRAFT Burlingame Public Library 2? 9 Centennial Year Highlights r Library Visits: 447,000 library users 12% increase year to date Library Check Outs: 637,000 12% increase year to date Children's Check Outs: 239,000 8% increase Easton Check Outs: 74,428 22% increase Registered Borrers: 27,661 75% of population Children's Programs: 477 programs 19,535 children participated Pre-School children: 306 programs 13,091 children participated Outreach to the Community Class visits to each of 10 schools, Pre-school, Nursery school visits, Outreach to the homebound, Teen programs, Tutor.com Dollars & Cents Expenditures Staff. $ 2,217,491 Operating: $ 1,009,107 Total $ 3,828,784 Revenues Mill State: $ 116,378 Fines & Fees: $ 109,832 N^ Hillsborough Library Service: $ 475,000 �/G�neral Fund: $ 3,127,574 ��` Library Volunteers 2008: 6,500 Volunteer hours To Volunteer. www.burlingame.org/library Private Donations Burlingame Library Foundation: $ 110,000 2008 funding to paint/ refurbish Children's Room Winter Wonderland, Author Events, Summer Story Times One time gift from 25 donors: Children's Centennial Mural Trustees Special Fund: $ 20,330 2008 collections and education; Includes donor-directed funds; Operates copier& other library services for profit Support Your Library Trustees Special Fund: Memorial & Commemorative gifts �1 Burlingame Library Foundation: Monetary Donations (501c3 non-profit corporation) n^� www.burlingamelibraryfoundation.org Donate books: To sell at our semi-annual book sales Mission Statement: The Burlingame Public Library is the cultural and learning center for the community, encouraging the joy of reading, the wisdom of diverse ideas, and the power of lifelong learning. Within and beyond its walls, the Library strives to preserve the past, serve the present and shape the future with opportunities to connect people and the world of information. Main Library, 480 Primrose Road, Burlingame, CA 94010 Monday-Thursday, 10 AM-8 PM;Friday & Saturday, 10 AM-5 PM; Sunday, 1 PM-5 PM Easton Branch Library, 1800 Easton Drive, Burlingame, CA 94010 Monday-Thursday, 2 PM-8 PM, Saturday, 2 PM-5 PM,Friday & Sunday, Closed Serving the City of Burlingame and the Town of Hillsborough Service population:36,801 - Visit us 24/7 at: www.burlingame.org/library Burlingame Library Foundation Avril 15.2009 Dear BLF Board Members, The Nominating Committee is vrovosing the following new members to serve on the Burlingame Library Foundation Board for terms beginning May 7,2009, and ending December 31.2010: Debbie Grewal - Debbie Grewal has lived in Burlingame for the vast 25 vears. raising a family and being an active member of the community . She has served on the Chamber of Commerce board and the Burlingame Library Foundation board,as well as being very involved in the vublic schools. She is a vast vresident of BIS PTA.and BCE. While serving for manv years on BCE, areas of focus in relationship to fundraising,were event planning, underwriting, and partners in education. She was also on the parent board for four years at Sacred Heart Prevratorv. Professionally,Debbie is a realtor with Alain Pinel Realtors in Burlingame. Prior to real estate she spent 20+years in the interior design.industry,working on both commercial and residential vroiects. She is able to successfully continue design work as it relates to real estate. Event planning has been another area of focus and involvement; both vrivately and in organizational fundraising. Jacqueline Cooke Haggarty Jacaueline Cooke Haggarty is a Burlingame native.having attended. McKinlev. Washington,BIS and BHS. She was very active in the community as a youth and resettled in Burlingame in 2006 with her husband,James. They have two daughters, Cora(3 vrs)and Mika(9 mos),each of whom freauent the citv`s libraries regularly. Jacquie is an attorney with Latham&Watkins in Menlo Park. In addition to a J.D., Jacquie holds a Masters in Public Policy from Harvard University and completed her undergraduate work at UC Berkelev. Jacquie has served on the Board of the Burlingame Mothers' Club (a 5O1(c)(7) organization consisting of local parents of children ages 0-5) since 2006. She currently serves as liaison between the Burlingame Mothers'Club(BMC)and the Burlingame Elementary School District,having conceived of and executed the BMC's first annual Burlingame School District Info Night event this past March. She looks forward to giving back and suvvorting the Burlingame libraries through service on the BLF Board. 480 Primrose Road • Burlingame • CA 94010 • Telephone (650) 344-5954 • Fax (650) 342-6295 www.BurlingameLibraryFoundation.org Pat Nicholson Pat Nicholson is currently a development consultant for nonprofit organizations; she has helped over a dozen local and non local organizations with grant writing,major gift programs, and marketing initiatives to advance their education,research,culture, or human service missions. Her most recent fulltime position was Associate Dean for External Relations at the Stanford"University School of Education.Prior to that, she held management positions at the University of San Francisco,the California Academy of -Sciences, and the SF Conservatory of Music. Pat has lived in Burlingame since 1992, where her(now grown) sons attended Franklin, BIS,and BHS. She is the District 12 coordinator of MoveOn.org, the progressive public policy advocacy group, and is actively involved in the UUSM(Unitarian Universalists of San Mateo)community. She is interested in serving on the Library Foundation Board because of her passion for reading(has been a member of the same book club for 12 years!) and because of her concern that all individuals and families have access to the information they need to thrive in our community and our society. Chris Schaefer Chris is a founding teacher of KIPP Bayview Academy, a tuition-free charter middle school in San Francisco dedicated to closing the achievement gap. Since it's creation in 2003,KIPP Bayview Academy's students have consistently outperformed students at neighboring schools and have earned prestigious scholarships to leadingprivate high schools throughout California. Across his teaching career Chris has taught social studies, science,language arts,and reading, and he was recently selected to participate in the national KIPP Teacher Leader Pathways program. Before becoming a teacher, Chris worked as an archaeologist, spending many summers leading surveys and excavations along the upper Klamath River in Oregon. Chris received his B.A. in Anthropology from Pomona College, an M.A. in Anthropology from the University of Washington,and an Ed.M. in Teaching and Curriculum from the Harvard Graduate School of Education. Chris has lived in Burlingame for the past four years with his family-wife Meaghan, son Ryan(5)and daughter Devon(1). Please cast your vote on the enclosed ballot and return it by April 30, 2009. Sincerely, Jack Hickethier, Susan May and Lisa Rosenthal Nominating Committee - i Annual Library Statistics Burlingame Public Library From California State Library Statistics, 2007-2008 Overview:The California State Library published statistical reports for all public libraries in the state each year. The statistics are as of the last fiscal year. In our case that would be July 2007-June 2008. The statistics are compiled by local library staff and submitted in the fall of each year. The Library also fills out a national statistical survey which is published with the national library statistics of the Public Library Association. Library Arrangement: Libraries are arranged by population served. Burlingame serves a population of between 25,000-50,000. This is "Group 6" in the survey, which contains 28 libraries. 181 libraries participate in the survey. Burlingame ranks: • 18th out of 181 for expenditure for materials per capita (Expenditure for all materials; excludes supplies, etc.) �. • 16th out of 181 for print materials available per capita (Total count of items available to the population served) • 19th out of 181 for population served by FTE staff(Total staff available to serve the population) • 14th out of 181 for circulation per capita (Total circulation per person: 17.5; national average about 6) • 24th out of 181 for programs offered per capita (Total programs offered per person) • 19th out of 181 for visits to the library per capita (Total number of visits to the library per person served) • 19th out of 181 for use of PC's in the library per capita (Total use of PC's in the library per person) BURLINGAME PUBLIC LIBRARY KEY INDICATORS OF 5ERVICE FY 2005-2006, FY 2006-2007, FY 2007-2008 BURLINGAME I PU13LIC LiBftARY WIMP-71 211 ESTASLI5t1ED: OCTOBER 19, 1909 I BUILDING j DEDICATED: JULY 4, 1931 RE-DEDICATED CENTENNIAL CNILDREN'S MURAL OCTOBER 4 CTT Or BURLINGAME LIBRARY ' FOUNDATION 1997 OCTOBER 19, 2008 c ORIGINAL 1927 LIBRARY1947 ' 11 :. r • I I T L S i LIBRARY MISSION STATEMENT THE BURLINGAME PUBLIC LIBRARY IS THE CULTURAL AND LEARNING CENTER FOR THE COMMUNITY, FOSTERING THE JOY OF READING, THE WONDER Of IDEAS. THE WISDOM Of DIVERSE OPINIONS AND THE POWER Or LIFELONG LEARNING. WITHIN AND BEYOND ITS WALLS, THE L16RARY STRIVES TO PRESERVE THE PAST, SERVE THE PRESENT AND 511APE THE FUTURE BY CONNECTING PEOPLE TO RESOURCES AND PROGRAMS TO FULFILL THEIR INFORMATIONAL, EDUCATIONAL, RECREATIONAL NEEDS. KEY SERVICE INDICATORS • Collect statistics monthly • Report statistics monthly for Board of Trustees, Staff measure workloads , self-service initiatives • Report statistics and key Indicators annually to the City and the n State Library POPULATION SERVED • City of Burlingame • 2/3 Town of Hillsborough • Total : 36,801 - Burlingame serves 2/3 of Hillsborough under a contract which is adjusted annually, based on the average per capita support of Peninsula Library System libraries. T 3 YEAR CIRCULATION TRENDS 700,000 600,000 5005000 -/- 400,000 00,000400,000 11 Media 3007000 ■ Childrens 2007000 1:1 Total 100,000 6% increase in 0 2005- 2006- 2007- 3 year period 2006 2007 2008 MONTHLY 5NAP5tlOT OF USE FOR OCTOBER 2008 MAIN LIBRARY CIRCULATION = 49, 649 »> UP 10% OVER PREVIOUS YEAR EASTON BRANCH LIBRARY CIRCULATION = 61P688 »> UP 14% OVER PREVIOUS YEAR PER CAPITA U5E OF THE LiDRARIE5 • CIRCULATION 17 items per capita- Increase of 13% 17 Items 2.5 Questions Checked Out Per adult Answered • REFERENCE up 2.5 questions per capita- Increase of 4% • CIRCULATION PER CHILD- 22 items per 22 ites checked Out per child capita PATRON REGISTRATION • 2005-2006 = 32, 000 • 2006-2007 = 36, 174 • 2007-2008 = 26,701 ** • 76°/a of population served • "following database purge EACH PERSON IN BURLINGAME AND llfLL5BOROUGfl CHECKS OUT... • 2005-2006 = 15.22 items • 2006-2007 = 17.27 items • 2007 -2008 = 17 . 50 items I USE or DATABASES & INTERNET 2005-2006 - 85YO00 • 2006-2007 = 130 , 065 1 •k • 2007-2008 = 140 , 352 w , 6 I I go ft"WO • HMeMeMwM�`` .war, z•r 1 iir � PROGRAm ATTENDANCE (ALL AGES ) 25,000-- 209000-," 15,000--- 109000--- 55000--- 5,00010,0005,000 Number of 0 Programs 2005-2006 2006-2007 2007-2008 2005-2006 = 3952006-2007 - 420 2007-2008 = 523 CHILDREN ' S PROGRAMS • Programs for Toddlers • Programs for School Age • Programs for Teens • Holiday programs • Poetry workshops - •- ' Summer Reading Clubs - • � Visits to nursery schools , � �- -- day care centers ,, VISITS TD CLASSROOMS • Visits made to 8 schools in Burlingame & Hillsborough • 2,500 students meet a librarian • Summer program CHILDREN ' 5 STORY TIMES • 477 programs - up 10% over last year • 19,646 children — up 10% over last year • 7 Story times per week • New Baby Story time J i r I VOLUME5 ADDED 16,000 14,000 12,000 10,000 8,000 6,000 4,000 2,000 0 2005-2006 2006-2007 2007-2008 EA5TON f3RANCtl GROWT11 809000-- 709000-- 60000--- 509000--/ 11111111• 11111111 409000-/ 309000 -- 209000--- 109000-11- o 1111111 1111 1999-2000 2007-2008 i I e RECENT AccoMPL15flMENT5 • Increased network bandwidth by 10X by installation of Fiber Optic cable • New databases : Heritage.com, Ancestry.com • Increased collection marketing, displays • Next Reads Newsletter • Teen Newsletter • Teen volunteer program • Expand outsourcing of cataloging & processing MORE AccoMPLI511MENT5 • CENTENNIAL KICKwOFr PROGRAM • WINTER WONDERLAND INTERGENERATIONAL EVENT • LIBRARY COLLECTION RE-ORGANIZATION • BRONZE LIONS: W15DOM & WONDER, GIFT OF DUNCAN TRUST • GIFT OF FUNDS FOR COLLECTION FROM DUNCAN TRUST ONE BOOK, ONE COMMUNITY "WNAT IS TNE W11AT" DAVE EGGER5 IN CONVERSATION WITt1 MICHAEL KRA5NY •Over 20 programs system wide *Focused on culture, politics, history of Sudan *Author made personal appearance at Performing Art Center GOALS FOR T1115 YEAR • Implement Strategic Plan • Announce new Mission Statement • Deal with budget realities • Expand outsourcing to non -fiction to save staff time • Celebrate Centennial year • Centennial Mural finished � J VOLUNTEER PROGRAMS • Outreach to shut-ins • In house volunteers • Book sale and special event volunteers Over 2,000 hours per year! BURLINGAME LIBRARY FOUNDATION • The 14 year old Foundation to supports and supplements library services • Raised $ 1 M for Branch Library • Pledges to raise $ 100 , 000 per year for programming & PR • Support collections y YOUR LIBRARY... INFORMATION sir , i EDUCATION r Y ENTERTAINMENT `•'• `•. a 480 WAD LIFELONG LEARNING 711 f _ tl Close Extra Days around Holidays, 2009-2010 Budget Reduction Item Holiday Current Closure Suggested Closure Independence Day Fri, July 3 & Sat, 4th Sun, July 5th Labor Day Sun, Sep 6 & Mon, 7th Sat, September 5th Columbus Day Mon, Oct 12th Sat, Oct 10; Sun, Oct 11 (Book Sale weekend-Confirmed) Thanksgiving Thu, Nov 26 & 27th Sat, Nov 28 8, Sun, Nov 29 Christmas Thu, Dec 24 & 25th Sat, Dec 26 & Sun, Dec 27 New Year's Thu, Dec 31 & Jan 1St Sat, Jan 2 & Sun, Jan 3 Martin Luther King Mon, Jan 18 Sat, Jan 16 & Sun, Jan 17 President's Day Mon, Feb 15 Sat, Feb 13 & Sun, Feb 14 Memorial Day Sun, May 30 & 31st Sat, May 29th