HomeMy WebLinkAboutAgenda Packet - LB - 2009.09.15 :'►URLINGAME PUBLIC LIBRARY IBURLINGAME 1
Board of Trustees Agenda - _
September 15, 2009—5.30pm G19 c Lie SRP
480 Primrose Road—Library Conference Room
SUGGESTED ACTION
I. CALL TO ORDER
II. ROLL CALL
III. Library Board of Trustees Minutes for August 25,2009 Approval
IV. CORRESPONDENCE AND INFORMATION Information
A. Library Statistics August 2009
V. FROM THE FLOOR (Public Comments)
VI. REPORTS
A. City Librarian's Report—Escoffier Information
B. Foundation Report Information
VIII. UNFINISHED BUSINESS
A. Library Centennial October 18th Status Information/Discussion
B. New Service Model (Defined) Information/Discussion
IX. NEW BUSINESS
A. Employee Achievement Awards Dinner Information/Discussion
B. Quarterly Financials Information/Discussion
X. ANNOUNCEMENTS
XI. 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
o.ter-
BURL
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Library Board of Trustees Minutes
August 25, 2009
I. Call to Order
President McCormack called the meeting to order at 5:30pm.
II. Roll Call
Trustees Present: Betsy Corcoran, Deborah Griffith,
Katie McCormack, Pat Toft, Sandy Towle
Staff Present: Al Escoffier, City Librarian
Sidney Poland, Recorder
Former Trustee: Nancy Brock
III. Trustees' Board Minutes July 21, 2009
The minutes of the July 21, 2009 Trustees' meeting were unanimously
approved as written. M/S/C (Corcoran/Griffith)
IV. Correspondence and Information
A. Library Statistics July 21, 2009
Circulation for July at the main library was 58,795 representing a
1.26% increase over July 2008 circulation of 58,062. Easton's June
circulation of 6,336 showed an 8.74% decrease from June's 2008 total
of 6,943. This decrease in circulation coincides with the 10%
reduction in open hours on Fridays effective May 1, 2009.
V. From the Floor
Former Trustee Nancy Brock expressed to the Trustees and the City
Librarian her gratitude for the opportunity to have served as a Library
Trustee for the past four years. Nancy will be moving to Southern
California.
VI. Reports
A. City Librarian's Report - Highlights
1. Summer Reading- The summer reading programs concluded
the end of July with a total of 779 children and teens completing
the required reading. Pre-school children, toddlers and baby
story times had 802 children participate in the summer program.
48o Primrose Road Burlingame•California 940ro-4o83
Phone(6.50)558-7474•Fax(650)342-6295•www.burlingame.org/library
Self help adult programs in the specific areas of"Resume Writing"
and "How to Prepare For a Successful Interview" were attended by
45 people. Amy Pelman of the Library staff introduced a new
series entitled "Tech Talks" for individuals who needed help with
the basics of how to interact with the Internet. Each session was
attended by approximately 30 people many of whom have
requested more informational sessions in this area.
2. Joint Service Desk Status
An ergonomics specialist has reviewed the Circulation desk and
check-in procedures and will submit her findings at the end of
August. Wayne Gehrke and David Sturges of Group 4
Architecture will meet to discuss physical changes in the
temporary Joint Service Desk.
B. Foundation Report Al Escoffier
The "Flower Garden Show" held on August 13th in the garden of
John Ward was well attended by the public. Donations made by
guests totaled $5,000.
VIII. Unfinished Business
The Trustees reviewed the rewrite of the Library Administrative
Highlights and Program Accomplishments for 2008-2009 and noted that
the City Librarian had successfully captured the changes they had
requested at the last meeting.
IX. New Business
The Trustees discussed the Library Survey which was conducted in
February 2009.
X. Announcements
A. Systems Advisory Board
The format of this Board has been changed. There will be a regional
representative rather than one from each jurisdiction.
B. Library Centennial Sunday October 18th
A final Centennial Celebration for the public will be held on Sunday,
October 18th from.Noon to 3:00pm. The purpose of this event is to
re-dedicate Library Services for the next 100 years. There will be an
antique car show, entertainment, and refreshments. Guests will be
encouraged to dress in costume.
Library Board of Trustee Minutes August 25,2009 2
C. Employee Achievement Awards Dinner F4
President McCormack requested that the Employee Awards Dinner to
be held December 6th at the Doubletree Hotel be agenized for the
September meeting. Trustees Corcoran and Towle volunteered to read
nominations made'by staff and select the 3 recipients of the
achievement awards for the year 2009.
D. Time Capsule
The Trustees discussed the possibility of putting together a time capsule
in honor of the Library's Centennial.
XI. Adjournment
The meeting was adjourned at 6:30pm. M/S/C-(McCormack/Griffith).
The next meeting of the Library Trustees will be held September 15th at
5:30pm in the Library Conference Room.
Respectfully Submitted,
Al red H. Esco ler
City Librarian
Library Board of Trustee Minutes August 25,2009 3
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF August 2009
Burlingame Registered Borrowers
Burlingame Hillsborough Other Total
Adult Patrons 16,638 2,876 0 19,514
Juvenile Patrons 4,965 1,434 0 6,399
Non-PLS Patrons 0 0 1,886 1,886
Teachers 92 11 88 191
Temporary Patrons 76 2 1 79
Outreach Patrons 24 1 0 25
Staff 28 0 38 66
Total Registered Borrowers 21,823 4,324 2,013 28,160
Circulation Totals
This month total Main 56,367 This month previous year 50,942 10.65% increase
This month total Branch 5,664 This month previous year 6,018 -5.88%decrease
This month Grand Total 62,031 This month previous year 56,960 8.90% increase
*Easton closed on Fridays as of May 1, 2009.
All Children's All AIV All Non-English
Main 18,909 19,021 511
Easton 3,014 1,927 0
Total 21,923 20,948 511
Self Check Usage
Total Items % of 1 st Time Check Outs
Main 31,388 77%
Branch 2,537 61%
Online Renewals
Total Items % of Total Renewals
Main 12,055 76%
Branch 1,066 68%
Reference Activity Inter Libra Loans
Questions Lent 4,190
Reference 2,091 Borrowed 2,563
Children's 1,114 TOTAL 6,753
Lower Level 1,519
Branch 543
TOTAL 5,267
BUR:LINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF August 2009
PAGE 2
Collections Main Titles Volumes Main Titles Added Branch Volumes Added
Adult Non-Fiction 251 179 9
Children's Non-Fiction 4 0 0
YA Non-Fiction 0 0 0
Adult Fiction 100 51 18
Children's Fiction 37 15 2
YA Fiction 38 32 0
DVD Fiction Adult 6 3 0
DVD Fiction JUV 8 3 1
DVD Fiction YA 0 0 0
DVD Non-Fiction Adult 1 1 0
DVD Non-Fiction JUV 0 0 0
DVD Non-Fiction YA 0 0 0
BCKD Adult 18 12 6
Children's BKCD 8 8 0
YA BKCD 2 2 0
CD Music Adult 0 0 0
CD Music JUV 0 0 0
CD Music YA 0 0 0
Totals 473 306 36
Fines and Fees Main $8,090.35
Branch* 378.26
Total $8,468.61
Main and Easton Deposits
Trustee Special Fund Photocopies/SAM Main $1,328.70
Photocopies/SAM Branch 16.35
Total Branch and Main $1,345.05
Estimated User Traffic Main 37,080 Daily Average Main 1,196
Estimated User Traffic Easton 3.040 Daily Average Easton 138
Total User Traffic 37,083 Total Daily Average 1,334
Community Room Adult
Number of Meetings Attendance
Public Meetings 3 75
Staff Meeting—PLS Info Service 1 15
Library Adult Programs 6 134
Driver's Education Recreation Department 4 120
Totals 14 344
Conference Room
Book Club Adult 1 15
One Book One Community 1 15
Library Board of Trustees 1 8
Totals 4 38
EU^LINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF August 2009
PAGE 3
Children's and Young Adult Programs
Main —There were not any story times in August.
Pre-school Story Time
Toddler Story Time
Baby Story Time 1 22
22
Total Story Time 1 Total Story Time Attendance
Attendance
Total Special Program
Attendance
Class Visits (Elementary)
Preschool Outreach Visits 1 57
Total Class Visits 1 Total Class Visits Attendance 57
There wer not any story times or class visits in August.
Easton Story Times & Special Programs Attendance Questions Easton
Preschool Reference 543
Toddler
Total Programs
Class Visits (elementary) N/A Attendance
Total Class Visits Total
Attendance
Easton Internet Usage 480
Main Internet User Sessions
Hour, Half Hour, & Express Children's Total
8,174 129 8,303
August Outreach Statistics
Add 1
Lost 1
Total Outreach Patrons 17
Deliveries 34
Pick Ups 2
Books 83
Paperbacks 6
Audio Books 20
Music CD's 16
DVD's 9
Magazines 11
Total Library Materials 145
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NO 'IfBURLiEFFINWWOMW I PRO WN
City Librarian Report To Board of Trustees
September 15, 2009
Statistics Up 10% (Again!)
Circulation statistics continue to increase year over year, with another 10% increase
combined for both facilities posted for August 2009 over the previous August. Online
renewals are at an all time high of 75% of all renewals. The very good news is that self-
checks are up to 78%, the highest ever. This speaks well to the emphasis staff has put
on educating the public to use of self-check.
Story Hour Dropped
As reported during the reductions for last fiscal year, due to lack of staffing, the
Library dropped Saturday Story Time. This Story Time has a fairly light attendance
(about 35-40) compared to the heavier attendance (100+) of the other weekly Story
Times. The public has been alerted. This will leave the library with 6 story t:r_-!es per
week, 4 at the main library and 2 at the Easton Branch (one before opening on
Thursdays).
Centennial Wrap-Up
Our final Centennial event will be held on Sunday, October 18th, Noon-3 PM. The
event will include:
a. Re-Dedication of the Library by the Mayor and Council
b. Keynote speaker: To be determined
c. - Vintage Car show
d. Refreshments: It's Its, Lemonade
e. Balloon art for kids
f. Barbershop Quartet
g. Steel Drum music
h. Photo booth
All costs for the program are underwritten by the Burlingame Library Foundation.
We will need the President of the Board or her designate to accept the proclamation
declaring the re-dedication of the Library and to say a few words.
Service Model Status
We met with architects from Group 4 and have engaged them to develop a conceptual
plan for a temporary service desk. This design will incorporate issues of ergonomics,
sight-lines and general service issues. Cost of the work will be between 18-24 hours,
with the total not to exceed $ 5,000. The plan is for the project to be underwritten by
the Trustees Special Fund. An overview of the phased plan is attached.
1
48o Primrose Road Burlingame•California 94010-4o83
Phone(650)558-7474-Fax(6501342-6295-www.burlingame.org/library
Library Foundation News
Kitty Mullooly, 16 year member of the Town Council of Hillsborough,joined the
Foundation Board at the September meeting. Audrey Bojack, Burlingame attorney also
joined the Board. Due to professional responsibilities, Jack Hickethier, has found it
necessary to resign from the Board. Brian Blythe has also resigned from the Board,
but will remain on the Advisory Board and continue to do the Foundation Income
taxes. Brian's CPA firm prepares the tax return and then donates an equal amount to
the Foundation in the form of a cash gift each year.
The "Virtual Donor Wall" developed by the Foundation to honor donors is still in
process, but expected to commence in the coming weeks on the monitor in the main
library lobby.
Foundation Planned Giving
Working with two Burlingame attorneys, Foundation president Stephen Hamilton is
developing a Planned Giving Committee. The group has drafted a procedure and policy
for individuals to leave money/property to the Library Foundation for the benefit of the
Library. This long term goal will reap rewards in future years. I am very pleased to see
this in place.
One Book, One Community
This year's event featuring Chitra Banerjee Divakaruni, author of"Mistress of Spices"
will be held on Thursday, October 1St at the San Mateo Performing Arts Center. Event
Chair, Linda Santo, from the Burlingame staff will be in charge of volunteers for the
evening. Sound will be provided by the sound staff that does the Peninsula Speaker
Series.—
Ergonomics for Staff
Ana Recinos, from Return to Work services has been working with staff on individual
ergonomic issues and public service issues for the public desk. As you know, we have
had a large number of carpel tunnel and other worker's comp injuries and are trying
to make staff comfortable and safe in their work environment. We are looking at
ergonomic devices to assist in the process. Work has begun on the desk remodel
concept. Meetings are being held jointly with the Circulation and Reference.
Adult Programs
Adult programs on job searching and the wrap up of the summer gardening series
were very successful. The last "Tech Talk" featured selling on eBay. We are evaluating
what type of programs draw the most attendees to better target our audience. The
current series of CPA presentations on budgeting, the sandwich generation and other
financial issues should do well.
Potential Holiday Tree Lighting at the Library
The concept of holding the city's annual tree lighting at the Library surfaced at the last
City Council meeting. We are unclear as to whether the Library has enough power for
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the event. The City Facilities Department will be investigating. It is unlikely that this
will happen this year, but may be planned for the 2010 holidays.
Employee Achievement Awards and Dinner
The Employee Achievement Awards task force, Sandy Towle and Betsy Corcoran will ,
begin their work after the employees make their nominations. The forms for the
nominations will be reviewed at the meeting. Traditionally 3 awards are given. The
Dinner will be held this year on Sunday, December 6, 2009 at the Doubletree Hotel.
This is the first year we will be asking the Board members to pay for themselves and
their guests to help defray the cost of the event.
We will be asking the City Council and City Manager to join us in this festive
Centennial Employee Dinner.
Alfred Escoffier
City Librarian
Upcoming Events:
• 15 September, Library Board Meeting, 5:30 PM
• 1 October, "One Book, One Community" SAMPAC, 7 PM
• 8-11 October, Foundation Book Sale
• 13 October, Library Foundation Board Meeting, 5:30 PM
• 18 October, Library Centennial, Noon-3 PM—___ f„ Gu
• 3 November, Election Day
• 11 November, Veteran's Day, Closed
• 17 November, Library Board Meeting, 5:30 PM
• 25-27 November, Thanksgiving Holiday, Closed Wednesday @ 5 PM, Closed all
day Thursday and Friday, re-open 10 AM on Saturday
• 6 December, Employee Recognition Dinner, 6 PM, Doubletree Hotel
3
Burlingame Public Library
,New Service Model
September 11, 2009
Phase I- Circulation and Reference Service Combine
The initial phase of the Library's new service model includes planning and
implementation of the Joint Service Desk, which combines the reference and
circulation services. Initial work on this concept began last fall with our strategic
planning team. The team also completed a new library mission statement.
This phase reduces the staffing of both reference and circulation functions by 50% in
response to reductions in the personnel budget.
Status: Staff from both divisions are now meeting together regularly to work on service
issues. Staff is reviewing ergonomic issues of the desk. The City hired an ergonomic
expert to review the service desk for improvements. The necessary changes will be
reviewed with the staff and implemented as quickly as possible to provide for staff
comfort and safety.
Phase H-Increase in Self Service Options to the Public
Phase II was developed to provide more self service options for the public. This phase
includes: a) the installation of a 4+h self service check out machine; b) implementation
of the self service "Express Holds."
Status: Staff continues to educate the public about the use of self service options. Staff
will be reviewing other self service options that might be offered to improve service.
Phase III-RFID Technology (Radio Frequency Identification)
RFID technology will move the library further into improving self service and less staff
intervention in operations. Stacks of books and even entire carts of books can be
checked out/in at one time with RFID. RFID is a capital expense that should pay for
itself in fewer worker injuries and the ability to do more work with fewer staff.
RFID will require special hardware and software to implement. Main floor services will
need to be re-arranged to take full-advantage of the savings RFID has to offer.
Status: RFID has been budgeted for the library capital projects budget this year in a
phased 4 year plan. This is a multi-year project which will be done in conjunction
with other PLS libraries. We could begin the first phase of this plan as early as spring
2010.
1
Phase IV—Re-Engineering of the Main Floor
This re-engineering phase will look to a further reduction in size of the service desk,
and more reliance on technology to save money. This phase will also develop a
"Marketplace" at the front of the lobby to draw users into the library. Self service
workstations will be featured at the front of the building. This phase will require
professional planning and development, as well as funding.
Status: Staff met with Wayne Gehrke, Group 4 Architecture and Planning, to discuss
some of the global issues with;respect to a re-working of the main floor of the library.
A number of ideas and suggestions were offered to get us started on brainstorming
ideas for this phase. Funds have been set aside by the Trustees to support the initial
design. Additional funds will be needed to complete the project.
2
Date: October , 2009
To: All Staff Members
From: The Library Board of Trustees
Subject: Employee Achievement Awards - 2009
.......................................................................................................
The Library Board of Trustees appreciates the importance of individual efforts to the
success of the Burlingame Library. We know that although all of you do your jobs well,
many of you give of your time and energy over and above your basic job descriptions. Our
patrons appreciate these efforts as evidenced by their many comments about the library's
caring and efficient staff. We would like you to know that we acknowledge your efforts and
abilities.
In 1989 the Library Board of Trustees established the "Employee Achievement Award", as
a way to say "thank you." The staff members to be honored each year are selected by the
Library Board from nominations received from the staff. Each employee is eligible to
receive an award: full-time, part-time administrators aides and pages. Each person is
_ important to make the system work, whether you work with the public or you provide
valuable back-up support.
We encourage each of you to submit nominations for co-workers for this year's awards. Please
provide all of the information requested and return it to the mailboxes of by Thursday
November . You may also send your nominations by
e-mail to
To win an award, an employee does not have to meet all of the criteria, but you should select
those that best apply and provide specific examples of your nominee's actions so that informed
selections can be made.
Thank you all for the good jobs that you do. We look forward to having the opportunity to
recognize your special efforts. The annual Employee Dinner, honoring all Library
employees, will be held December 6, 2009 at the Doubletree Hotel. Invitations will be
placed in employees' mailboxes at a later date.
Sincerely,
Katie McCormack
President
Library Board of Trustees
Library Board of Trustees
Employee Achievement Award Nomination Form
Name of Nominee:
Job Title:
Job Description: (Please provide sufficient detail for Board Information):
Describe why this nominee should be considered for the "Library Board of
Trustees Employee Achievement Award" with respect to the criteria listed
below:
.(you may attach additional sheets if necessary)
Criteria for selection: (Nominee need not meet all criteria)
1. Maintains a positive working relationship with others
2. Expresses creativity on the job
3. Demonstrates leadership qualities
4. Acts as a model for others
5. Displays commitment to library service (above and beyond)
6. Possesses special qualities -
Submitted by:
Page 1 of 1
sit ICON community
VALLEY foundation
oonorconnect Home FUND SUMMARY a
Fund Summary
Forms and Information Roger and Jean Hunt Duncan Fund (1012)
Calendar of Events Current Gift and Grant Information as of September 11,2009
Contact Us Year-To-Date- Last Year-2008 Cumulative
2009 (since 1/1/2003)
Sign Off Contributions $0.00 0.00 n/a
Non-Gifts $0.00 $0.00 n/a
Grants Paid $0.00 $60,000.00 $281,100.00
Grants Approved,Not Yet 0
Paid .00
Recommendations in 0.00
Process
Recommendation(s) $0.00(0)
Pending
Investment Activity $111,151.86 $-344,302.98
Support Fees&Other $-3,073.76 $-5,613.28
Expenses
Balance Available for $365.288.49
Grants
Current Fund Balance $920,872.61 as of 09/10/2009
Select a range 04/01/2009-06/30/2009
,i View fund statement*
Fund Statement ') Email fund statement to
---
Get Statement
When reviewing your fund balance, please note the following:
1.All gift and grant transactions through the previous business day are reflected in the
current balance of your fund.
2. Investment activity for your fund is updated once per month.The community
foundation posts investment activity from the preceding month during the third week of each
month,after we receive this information from our managers.To determine when the last
investment activity was posted to your fund,you may click on the amount in the Investment
Activity line of your fund summary and review the entries under Gains and Losses or
Interest and Dividends.
3. Support fees for the preceding month are posted by the second week of the following
month. One-twelfth of the annual support fee is assessed based on the fund s average
daily balance of the previous month. Fees are assessed before investment earnings are
allocated.To view the date when the last fees were posted to your fund,click on the amount
in Support Fees and Other Expenses.
*Adobe Acrobat is needed to view fund statements.
2440 West EI Camino Real,Suite 300 ■Mountain View,California 94040-1498 1 tel:650.450.5400 1 fax:650.450.5401 1 info:lsiliconvalleycf.ora
I Privacy policy
https://www.edonorcentral.com/fund—history.asp 9/11/2009
2009 Burlingame Library Foundation Budget to Date 11-Sep-09
Budget Item Budgeted Balance
COLLECTIONS
Print Collections- Adults 60,000.00 45,690.00
Print Collections- Children 20,000.00 1,836.11
HS Enrichment 3,000.00 3,000.00
Media Collection-Adults 10,000.00 936.01
Media Collection- Children 4,000.00 146.13
97,000.00 51,608.25
PROGRAMS: CHILDREN &ADULTS
Adult Programs 10,000.00 5,640.85
Children Programs 3,000.00 -2,672.72
13,000.00 2,968.13
Grand Total 110,000.00 54,576.38
Amount spent to date 55,423.62
Revolving Account Funds Report
(Includes unrealized gains)
As of 9/11/2009
9/11/2009 Page 1
9/11/2009
Account Balance
ASSETS
Cash and Bank Accounts
Amazon.com 137.76
Children's Reading Club(designated) 785.79
Circ Desk Sales -1,152.17
Davenport(Elizabeth) Fund 140.00
Foundation Support 20,576.38
Friends of the Library 1,089.20
Gifts to Staff 200.00
Land's End 112.96
Large Print Books 12.43
Manini (David) Fund 1,813.00
Moose(Gladys) Fund 100.00
Postcard Sales 389.22
Programming 192.92
Silicon Valley Community Foundation Gran 2,873.68
Staff Education-LSTA 1,092.00
Staff Recognition -93.30
Stone Mem. Lecture Fund (dsgn.) -247.45
Volunteer Program (designated) 697.11
Writers Club 150.00
TOTAL Cash and Bank Accounts 28,869.53
TOTAL ASSETS 28,869.53
LIABILITIES 0.00
OVERALL TOTAL 28,869.53
Trustees Special Funds Report
As of 9/11/2009
9/11/2009 Page 1
9/11/2009
Account Balance
ASSETS _
Cash and Bank Accounts
Centennial Fund -13,798.88
Copier Fund 34,504.98
Donations-Children(designated) 250.00
Donations-Misc 1,634.06
Duncan-Collections 60,000.00
Education Fund 12,879.93
Farrell (Julia) Fund 7,288.51
Interest 5,677.33
Jackson (Dorothea) Fund 2,624.85
Outreach Fund 50.00
Peltier Memorial Fund 1,270.00
Pine(Jane and David) Fund 1,000.00
Schmidt(Mary Jane) Fund 65.00
Schroeder(Alice) Fund 71.88
Thigpen (Dorothy) Fund (designated) 1,000.00
Willert(Wayne) Fund 238,760.20
TOTAL Cash and Bank Accounts 353,277.86
TOTAL ASSETS 353,277.86
LIABILITIES 0.00
OVERALL TOTAL 353,277.86