HomeMy WebLinkAboutAgenda Packet - LB - 2009.11.17 URLINGAME PUBLIC LIBRARY IBURLINGAME
Board of Trustees Agenda -
November 17, 2009—5.30pm oe P
480 Primrose Road—Library Conference Room
SUGGESTED ACTION
I. CALL TO ORDER
II. ROLL
LL CALL
III. Library Board of Trustees Minutes for October 20, 2009 Approval
IV. CORRESPONDENCE AND INFORMATION Information
A. Library Statistics October 2009
V. FROM THE FLOOR (Public Comments)
VI. REPORTS
A. City Librarian's Report-Escoffier Information
B. Foundation Report - Donor Opportunities Information
VII. UNFINISHED BUSINESS
A. Employee Achievement Awards -Corcoran/Towle Information/Discussion
�- B. Holiday Potluck/City Librarian's Event (Draft Budget*) Information/Discussion
C. City Librarian Recruitment `t`�rr,� �r c, 11 Information/Discussion
D. Per Capita Support: City VL&v,,y(_emA a Information/Discussion
E. Per Capita Support: Libraries(� y.�R u,�{- Information/Discussion
F. Time Capsule Information/Discussion
VIII. NEW BUSINESS
A. Selection of Trustee &Alternate to Serve on Recruitment Panel Discussion/Action
For City Librarian
B. Library Trustees Role in the Community 6`vrcQ Information/Discussion
C. Trustees' Financials (4 sections) ���— Information/Discussion
D. Conceptual Overview of Computer Lab
Information/Approval
IX. ANNOUNCEMENTS
X. ADJOURNMENT A rn
*Items will be handed out at the meeting.
An writings or documents provided to a majority of the Libra Board of
Y g P 1 tY Library
Trustees regarding any item on this agenda will be made available for
public inspection at the Reference Desk of the Burlingame Public Library,
9 Primrose Road, Burlingame, California
BURL MAME
1 ;
Library Board of Trustees Minutes
October 20, 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
Pat Harding, Library Service Manager
Sidney Poland, Recorder
III. Trustees' Board Minutes September 15, 2009
The minutes of the September 15, 2009 Trustees' meeting were
unanimously approved as written. M/S/C (Toft/Griffith)
IV. Correspondence and Information
A. Library Statistics September, 2009
Circulation for September at the main library was 52,855 representing a
6.11% increase over September 2008 circulation of 49,810. Easton's
September circulation of 6,440 showed a decrease of-13.64% from
September's 2008 total of 7,457. This decrease in circulation coincides
with the 10% reduction in open hours on Fridays effective May 1, 2009.
B. Per Capita Hillsborough Support
The 2003 Hillsborough Library Services Contract with the Cities of
Burlingame and San Mateo continues to be in effect. The current
formula is based on the average per capita support of all PLS libraries
as of June 30th 2009. Presently, San Mateo Public Library does not
meet the average of PLS Libraries so its per capita cost is $54.80.
Burlingame's per capita cost is $101.42, so the average per capita for
PLS Libraries ($67.13) is used. Hillsborough's 2009 payment to the City
of Burlingame for library services is $499,000.
The Trustees requested that the City Librarian prepare documentation
giving per capita cost of other services provided to Burlingame residents
such as police and fire, as well as a list of libraries with similar per
capital costs.
48o Primrose Road•Burlingame•California 94010-4083
Phone(650)558-7474'Fax(650)342-6295'www.burlingame.org/library
V. From the Floor
No one from the public attended the meeting.
VI. Reports
A. City Librarian's Report - Highlights
1. 40th Public Relations Award -The American Library
Association gave the Burlingame Library our 40th Best of Show
award in July for "Adult and Family Reading Materials/One Book
Materials" in Recognition of Outstanding Efforts in the Area of
Library Public Relations.
2. Staff Recognition Dinner - At the request of the City
Librarian, the Trustees and the Foundation Board Members
agreed to have a Holiday Pot Luck Dinner on Friday December 4th
at 5:00 at the main library. This will significantly reduce the
cost of the event for the Foundation and the Trustees.
Employee Achievement Awards will be given at the event and
entertainment will be provided by Vicki and Manuel.
3: Retirement of City Librarian
Al Escoffier, the City Librarian, announced his retirement after 40
years of service to the Burlingame Library effective December
18th. Challenges faced during this time included 1989
Earthquake, the 1995 move to Temporary Quarters while the --�
main library was under construction, 1997 new Main Library
complete, 2003 flood and 2004 reconstruction of Easton branch.
In 1994 the Trustees and the City Librarian established the
Library Foundation to help fund library services.
B. Foundation Report
1. Book Sale -The October book sale grossed $5,820.31.
Since the Foundation is placing the more valuable books on
Alibris, dealers are not finding the bargains they have enjoyed in
the past. Therefore, book sale profits have decreased but sales on
Alibris have increased.
2. Event Planning-The committee for the "Children's Tea"
has set a tentative date of December 4, 2010 for this event.
Presently, the committee is looking for a venue; Easton might be a
possibility. This event would be considered a fund raiser and the
ticket price would depend on the venue.
Library Board of Trustee Minutes October 20,2009 2
VII. Unfinished Business
�. A. Centennial Wrap-Up
The Centennial was a great success. Estimated attendance for the
event is 500 attendees. The City Librarian has sent thank you notes to
U. S. Congresswoman Jackie Speier, Assemblyman Jerry Hill,
Burlingame Mayor Ann Keighran and Leland Yee's representative Dan
Lieberman.
B. Employee Achievement Awards
Nomination forms for the Employee Achievement Awards were placed in
employees boxes the first week of October. Applications are due
November 6th.
C. Holiday Potluck December 4th
The City Librarian has requested that his retirement event be combined
with the holiday potluck. Staff has formed a committee to work on this
event. Foundation Board members and Library Trustees have
volunteered to help make this a memorable occasion. Trustee Towle
requested that a budget for the event be prepared for the Trustees to
review at the November 17th meeting.
VIII. New Business
A. City Librarian Recruitment
Recruitment for the new City Librarian will be statewide.
B. Recruitment Time Line
The City Manager will appoint an Acting City Librarian. Statewide
recruitment will begin in' December with a final selection appointed by
early March.
C. December Board Meeting Cancellation
The Trustees approved the motion to cancel the December meeting of
the Library Board of Trustees due to lack of official business.
M/S/C (Griffith/Toft)
D. Trustee Responsibilities
The City Librarian noted that he was preparing a list of financial
information and responsibilities for the Trustee. He will also give the
Trustees a chronological list of responsibilities that require board
action. Trustee McCormack requested that Al Escoffier give the
Trustees a performance assessment and advise them if there are ways
that they can better serve the community.
Library Board of Trustee Minutes October 20,2009 3
IX. Adiournment
The meeting was adjourned at 6:30pm. M/S/C (Corcoran/Griffith).
The next meeting of the Library Trustees will be held November 17th at
5:30pm in the Library Conference Room.
Respectfully Submitted,
. Gam-� tel'
Alfre/d Escoffier
City Librarian
Library Board of Trustee Minutes October 20,2009 q
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2009
Burlingame Registered Borrowers
Burlingame Hillsborough Other Total
Adult Patrons 16,842 2,919 0 19,761
Juvenile Patrons 5,068 1,437 0 6,505
Non-PLS Patrons 0 0 1,904 1,904
Teachers 96 11 88 195
Temporary Patrons 79 2 3 84
Outreach Patrons 23 1 0 24
Staff 28 0 38 66
Total Registered Borrowers 22,136 4,370 2,033 28,539
Circulation Totals
This month total Main 53,368 This month previous year 49,649 7.49% increase
This month total Branch 6,084 This month previous year 6,688 -9.03%decrease*
This month Grand Total 59,452 This month previous year 56,337 5.53% increase
*Easton closed on Fridays as of May 1, 2009.
All Children's All AIV All Non-English
Main 18,651 17,314 666
Easton 3,796 1,676 0
Total 22,447 18,990 666
Self Check Usage
Total Items %of 1 st Time Check Outs
Main 29,607 77%
�- Branch 3,077 69%
Online Renewals
Total Items %of Total Renewals
Main 11,449 75%
Branch 1,173 69%
Reference Activity Inter Libra Loans
Questions Lent 4,051
Reference 2,190 Borrowed 2,962
Children's 1,121 TOTAL 7,013
Lower Level 1,539
Branch 565
TOTAL 5,415
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2009
PAGE 2
Collections Main Titles Volumes Main Titles Added Branch Volumes Added
Adult Non-Fiction 329 211 20
Children's Non-Fiction 57 47 6
YA Non-Fiction 0 0 0
Adult Fiction 379 278 37
Children's Fiction 276 152 73
YA Fiction 132 121 8
DVD Fiction Adult 63 47 3
DVD Fiction JUV 37 0 0
DVD Fiction YA 0 0 0
DVD Non-Fiction Adult 20 18 0
DVD Non-Fiction JUV 20 0 0
DVD Non-Fiction YA 0 0 0
BCKD Adult 16 12 3
Children's BKCD 4 4 0
YA BKCD 5 4 1
CD Music Adult 48 45 0
CD Music JUV 1 1 0
CD Music YA 0 0 0
Totals 1,387 940 151
Fines and Fees Main $7,045.88
Branch* $ 673.35
Total $7,719.23
Main and Easton Deposits
Trustee Special Fund Photocopies/SAM Main $1,267.35
Photocopies/SAM Branch 33.60
Total Branch and Main $1,719.23
Estimated User Traffic Main 35,041 __Raq Average Main 1,168
Estimated User Traffic Easton 3,687 Daily Average Easton 176
Total User Traffic 38,728 Total Daily Avera a 1,344
Community Room Adult
Number of Meetings Attendance
Public Meetings 4 200
Lincoln School Book Clubs 1 28
Library Adult Programs 6 250
City Meetings 1 30
Staff Meetings 3 55
Book Sale 4 400
Library Centennial October 18,2009 1 500
Totals 17 1,408
Conference Room
Book Club Adult 1 15
Library Board of Trustees 1 7
Library Foundation 4 40
Library Meetings 7 45
/ Totals 13 107
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF OCTOBER 2009
PAGE 3
Children's and Young Adult Programs Attendance
Main
Pre-school Story Time 7 203
Toddler Story Time 9 495
Baby Story Time 1 22
Total Story Time 17 Total Story Time Attendance 720
Special Programs Attendance
Book and Cookies 2 58
Halloween Story Time 1 50
Total Special Program 600
Attendance
Class Visits (Elementary)
Preschool Outreach Visits 1 28
Total Class Visits 1 Total Class Visits Attendance 28
Easton Story Times &Special Programs Attendance Questions Easton
Preschool 4 156 Reference 565
Toddler 5 247
Total Programs 9 403
Class Visits elements N/A 2 Attendance 57
Total Class Visits 2 Total 57
Attendance
Easton Internet Usage 482
Main Internet User Sessions
Hour, Half Hour, & Express Children's Total
7,399 79 7,478
October Outreach Statistics
Add 0
Lost 1
Total Outreach Patrons 15
29
Deliveries 2
Pick Ups
Books 115
Paperbacks 12
Audio Books 30
Music CD's 18
DVD's 12
Magazines 17
Total Library Materials 204
BURL 10 NOAME
rt
November 17, 2009
Library Centennial a Great Success!
With the help of the Foundation Board members, Trustees and staff, the Library had a
festive Centennial event on October 18, 2009. Thank you to everyone who made it a
great success!
Library Personnel Changes
City Librarian Al Escoffier will be retiring December 18th. Sue Reiterman, Manager of
Children's Services will also be retiring after 32 years, effective December 30th. Mary
Beth James-Thibodeaux, Reference librarian, has also announced her retirement
effective late December.
The library managers developed a succession plan for acting staff to maintain library
services. The plan is pending approv@l by the City Manager.
A statewide recruitment is underway for City Librarian; the application period will be
open through December 11th.
�-' Foundation Orientation
A Foundation orientation of the library operation was held on October 19th for the
Foundation's newest board members, Kitty Mullooly and Audrey Bojack. Items covered
included governance, policies and overall library issues.
Foundation Programs
"Tech Talks" will continue through December with: Tips for organizing your computer
files for Mac or Windows, November 25, 3:30 PM; Smart Phones, December 23, 7 PM.
A new Teen Book Club will begin in Saturday, November 28th.
All programs are sponsored by the Library Foundation.
PLS Closure Discussion
PLS libraries will be experiencing several major closures over the holidays for
renovation:
• Foster City, Closed until January 4t
• South San Francisco, Closed from Thanksgiving through April
• Redwood City, Closed month of December
1
48o Primrose Road•Burlingame•California 94010-4083
Phone.(650)558-7474'Fax(650)342-6295'www.burlingame.org/library
In addition, a number of libraries will have longer closures than usual over the
December holidays.
Burlingame Holiday Closures
Due to budget constraints, Burlingame Public Library will have the following holiday
closures. The Library will be closed 8 days in December.
• Thanksgiving Holiday: Closed Wednesday, November 25th, 5 PM; Closed
Thursday and Friday, November 26 & 27th, Reopen Saturday, November 28th.
• Christmas Holiday: Closed Thursday, December 23rd- Sunday, December 27th,
Re-opening Monday, December 28th.
• New Year's Holiday: Closed Thursday, December 31St- Sunday, January 3rd,
Re-opening Monday, January 4th.
Upcoming Events:
• 11 November, Veteran's Day, Closed
• 12 November, Foundation'Board Meeting, 5:30 PM
• 17 November, Library Board of Trustees Meeting, 5:30 PM
• 4 December, Holiday Potluck Dinner,,,5.P?Q'
2
Library Trustee Description
Revised November 10,2009
Library Mission: The Burlingame Public Library is the cultural and learning center for
the community, encouraging the joy and wonder 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.
Trustee Information: Members of the Library Board of Trustees are appointed by the City
Council for a three-year term.The Board is advisory, as defined in the California
Education Code. The ideal Board candidate is a registered voter and lives in Burlingame
or Hillsborough. Regular library board meetings are held on the 3rd Tuesday of the
month, at 5:30 PM. Special Board meetings may be called as needed.
Trustee Responsibilities: Advise the City Librarian on library services, establish policy,
provide citizen input on library operations, and participate in long range planning.
Trustee Duties: Attend Board meetings; Become informed about all phases of library
operations; Serve on board and staff committees; Lend expertise and leadership to the
Board for the good of the library; Actively participate in board workshops and activities;
Participate in fund raising activities.
Qualifications: A sense of the library's importance to the intellectual, economic and
social life of the community; An appreciation of the library and a desire to provide the
best possible service for the community; Sensitivity to the political environment; Belief
in the importance of access to materials and information for lifelong learning.
Other Opportunities: Trustees may be active in library trustee activities at the local, state
and national level. The California Library Association and the American Library
Association offer educational programs for Trustees. CALTAC is the Trustees and
Commissioners arm of the California Library Association which offers educational
opportunities of interest to Trustees.
Time Commitment: In addition to monthly meetings of approximately 1.5 hours, there
are occasional opportunities to attend informative luncheons and workshops on library
issues several Saturdays per year. Trustees support and attend Library Foundation events.
Current Issues of the Board:
• Help provide excellent library services with diminishing resources
• Support library services in a rapidly changing technology environment
• Provide guidance with Hillsborough Library Services Contract
• Encourage and support the Library Foundation and other library support groups
• Provide support for library policies: collections, building, behavior
• Help to maintain and enhance library services and collections
Foundation Donor Opportunities for 2010
November 12,2009
1) Library Print Collections;$60,000. It is anticipated that the Library's print budget will be
further reduced for the 2010-2011 fiscal year.This donor gift will help supplement the
general fund budget for books and other print materials.
2) Media;Children,Adults, Teens:$25,000. One of the most popular components of the
library collections are the media purchases: DVDs,Books on CD,Language learning,feature
films,independent films,independent learning.
3) Library Programs:$15,000. Foundation support allows the library to offer individual and
series programs for all ages.The Foundation pays for the speakers,public relations and
other materials for programs. Programs are linked to the collections. Sample programs for
adults: Fine Arts Museum Docent lectures,individual Author programs. Tech Talks.
Children's programs include holiday programs: puppet shows and music programs. Six
Family Fun Nights are a highlight of the summer reading programs and a great donor
opportunity.
4) Children's and Teen Summer Reading Clubs:$10,000. The library sponsors 3 summer
�- reading programs for children: Read to Me (for pre-readers);School age; Teen. Each
program has a theme and accompanying programs. Children's librarians promote the clubs
by visiting most elementary classrooms in Burlingame and Hillsborough in May of each
year. Summer reading keeps children reading at grade level; educators indicate that
children who read throughout the year do better on standardized achievement tests.
5) High School Student Enrichment Print materials:$3,000. BPL librarians obtain the
summer reading lists from the middle and high schools in Burlingame and Hillsborough.
Foundation funds are used to purchase and circulate multiple copies of materials for
summer reading.This is an excellent partnership with the schools and a great help for busy
teens and their families.
6) Lower Level Computer Lab:$30,000.As reliance on older runs of periodicals diminishes,
the library has little use for bound magazines.A plan is in place to reduce the collection
further and keep only those which have historical value and shelve it elsewhere in the
building.The storage area could then be re-purposed as a computer lab.The project would
include: removal of the shelving,installing tables and chairs, and adding wireless laptops to
use in the space. Millbrae Library is a good example of an effective computer lab.This would
be an excellent donor opportunity and a long term community asset for those seeking
computer access,as well as computer classes and"Tech Talks"on how to better use
changing technologies.
California Public Libraries
�— Expenditures Per Capita,FY2007-2008
Note on Per Capita Support:Burlingame ranked 15th in per capita support for the 181 public libraries
in the state at the end of June 2008. Below is a list of the top 25 libraries and their support at that time.
It is important to note that the expenditures reported include all donations to the libraries CFriends,
Foundations,etc).Libraries with very active fundraising will rank higher as a result.
Library Per Capita Support Rank in State
Pasadena $ 80.69 25
San Marino $ 80.97 24
Benicia $ 82.73 23
Palos Verde District $ 84.80 22
Redwood City $ 85.66 21
Marin County $ 87.04 20
San Francisco $ 88.29 19
Carlsbad $ 90.32 18
Cerritos $ 96.20 17
Coronado $ 96.85 16
Burlingame $ 102.07 15
Monterey $ 102.29 14
Palo Alto $ 108.98 13
Santa Monica $ 112.85 12
El Segundo $ 120.00 11
Mill Valley $ 131.01 10
Berkeley $ 134.69 9
Belvedere-Tiburon $ 144.68 8
Rancho Mirage $ 153.11 7
St.Helena $ 173.84 6
Alpine County $ 217.73 5
Commerce $ 233.98 4
Beverly Hills $ 235.74 3
Irwindale $ 249.51 2
Carmel $ 257.29 1
Per Capita Support by Major City Departments
Department Total Per Capita Cost(based on 28,158)
City Hall (Manager, HR, Attorney) $ 2,151,401 $ 55.10
Planning 933,625 $ 33.15
Police $ 8,232,805 $ 292.37
Fire $ 9,494,785 $ 337.19
Public Works(Engineering/Streets only) $ 3,533,379 $ 125.48*
Recreation, Parks $ 5,385,929 $ 191.27**
Library /�� /h�Il, ) $ 3,406,417 $ 93.62***
*Public Works (Water, etc.) under Enterprise Funds; not in this budget amount
**Budget lists a joint Park, Recreation Department; Recreation only would be$ 112.41
***Service area for the library includes 2/3 of population of Hillsborough, for total of 36,382
C��-
Burlingame Library Board of Trustees
Annual Calendar
January
1) Library Board Meeting, 3rd Tuesday; 5:30 PM
2) Library Board Agenda. January agenda to include: Quarterly Financials
(Revolving, Trustees Fund, Foundation expenditures, Duncan Trust); Review
PLA (Public Library Association attendance) for March for Pat and Barry; to be
paid from Trustees Education Fund as a reimbursement.
3) Request to Foundation. City Librarian requests funds from Foundation for the
Calendar Year; Trustees to review and approve request prior.
4) Foundation Board Meeting. Foundation Board meeting, 2nd Thursday, 5:30
PM. This is the Foundation's annual meeting where new board members are
seated and officers are elected. New board members and new officers are elected
by mail in December and seated in January. Typically there is a reception
including the seated Foundation Board members, the outgoing members and
the Foundation Advisory Board members. Foundation board members leaving
the Board may be invited to join the Advisory Board.
5) Foundation Board Orientation. Orientation for new Foundation Board
members is given by City Librarian as soon after appointment as possible. One
hour overview and tour; meet key staff.
6) City Council. City Council Goal Session is usually held the last Saturday of the
month. This public meeting is where Council goals are developed. Library Goals
are typically reviewed by the Trustees before being submitted by the City
Librarian to the City Manager for the Council. Goals are for the upcoming fiscal
(July 1-June 30) year budget (2010-2011).
7) Holiday. Martin Luther King Holiday Closed. (In 2010 this will include the
Sunday preceding for a 2 day closure.)
8) CALTAC. (California Association of Trustees and Commissioners), a part of the
California Library Association, typically has a regional meeting on issues of
interest to Trustees and commissioners, in January or early February. Trustees
would benefit from attendance.
February
9) Library Board Meeting, 3rd Tuesday, 5:30 PM
10)Library Board Agenda: Review need to use Willert Trust for collection
expenditures
11)Holiday. President's Day Holiday Closed. (In 2010, this will include the Sunday
preceding for a 2 day closure.)
1
12)Foundation. Foundation first quarter payment should be received by
Foundation Treasurer and deposited in Revolving account so that collections
and programs may be paid for by library's accounts payable staff.
13)Council Budget Study Session (usually late in the month). This public
meeting is to give direction on the budget preparation to staff. Staff begins
budget process. Open public meeting.
14)Foundation Board, 2nd Thursday, 5:30 PM
March
15)Library Board Meeting, 3rd Tuesday, 5:30 PM
16)Library Board Agenda: Review Library Budget submittal; Review and approve
any ALA conference attendance for June conference.
17)Budget. Staff will complete budget by the end of the month.
18)Foundation Board Meeting, 2nd Thursday, 5:30 PM
19)Commissioner's Dinner(if held) usually the end of the month
April
20)Library Board Meeting, 3rd Tuesday, 5:30 PM
21)Library Board Agenda: Review Quarterly financials
22)Library Spring Book Sale
23)Sunday Closure (Easter Day, April 4)
24)Foundation Board, 2nd Thursday, 5:30 PM
May
25)Library Board Meeting, 3rd Tuesday, 5:30 PM
26)Library Board Agenda: Holiday Closure Schedule: City Librarian develops
recommended new holiday schedule for the coming year (current one expires in
May); to be reviewed and approved by Board.
27)Board Member Term Expiration. Discussion of Board member retention
28)Foundation Fundraiser: Foundation Author Luncheon held in early May
29)Foundation Board, 2nd Thursday, 5:30 PM
30)Trustee Recruitment. Open Trustee recruitment. Two expired terms
anticipated June 2010. Seated Trustees who wish to re-apply will need to do so
in writing with the City Manager's office.
31)Trustee Candidate Orientation. Before the Council interviews, the City
Librarian will offer Trustee Candidates a brief one hour orientation to the
library covering Trustee responsibilities, library governance and budget issues.
32)Budget Study Session. City Council holds an open public budget study
session during the month. Trustees may wish to attend to keep informed about
budget issues.
33)Holiday. Memorial Day Holiday Closed. (In 2010, Library closed Saturday,
Sunday, and Monday for a 3 day closure.)
2
June
34)Library Board Meeting, 3rd Tuesday, 5:30 PM
35)Library Board Agenda: Nomination of Officers for new year; Review Budget;
Review summer reading programs
36)Final Budget Approval. City Council will review and approve a final budget in
early June.
37)Trustee Candidates. Will be interviewed by the full Council and appointments
made at a regular City Council meeting.
38)Term Expirations. Trustees Toft and McCormack terms expire. Former
Trustees should serve until new Trustees are appointed and seated.
Ju ly
39)Library Board Meeting, 3rd Tuesday, 5:30 PM
40)Library Board Agenda: Election of officers for new year
41)Holiday, 4th of July
August
42)Library Board Meeting, 3rd Tuesday, 5:30 PM
43)Library Board Agenda: Review library program accomplishments; Review
financials; Review updates for Burlingame on State Statistical Reports (either
August or September); Set per capita support rates for Hillsborough Library
Services contract. Rates are based on "expenditure" figure for each library in
Peninsula Library system divided by state certified population served.
September
44)Library Board Meeting, 3rd Tuesday, 5:30 PM
45)Library Board Agenda:Board will appoint 2 Trustees to serve as task force for
Employee Achievement Awards; Board will appoint one Trustee to work on
holiday dinner with one or more members of the Foundation Board. Employee
Achievement Award Handbook gives guidelines and background.
46)Foundation Fall Book Sale
47)Holiday, Labor Day (usually 2 days)
October
48)Library Board Meeting, 3rd Tuesday, 5:30 PM
49)Library Board Agenda: Discuss Employee Achievement award progress;
Discuss employee dinner/potluck status. Employee achievement awards are
generally given at the dinner.
50)Holiday, Columbus Day
3
November
51)Library Board Meeting, 3rd Tuesday, 5:30 PM
52)Library Board Agenda: Board to complete Employee Achievement awards;
Board to decide whether to have a December Board meeting.
53)Holiday, Thanksgiving (usually Thursday and Friday)
December
54)Library Board Meeting:Typically canceled in lieu of a social event with staff
55)Holiday, Christmas
56)Holiday, New Year's
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Trustee Financial Information
1) Library Revolving Fund with Balance Sheet
2) Trustees Special Fund with Balance Sheet
3) Roger and Jean Hunt Duncan Fund, Silicon Valley Community Foundation
4) Burlingame Library Foundation, 5010
5) Burlingame Library Tapestries
Library Revolving Fund
Notes on the Use of Designated and Undesignated Funds
November 10,2009rev.
1) Amazon.com:Funds in this account are from the public's use of the Amazon.com via the
library website portal.Funds are undesignated.
2) Children's Reading Club:Funds are designated for use for the children's reading clubs.
3) Circulation Desk Sales:Funds for Circulation Desk sales include: headphones,memory
sticks,etc.The intent of this fund to supply library users with necessary equipment.
4) Foundation Support:Foundation funds are deposited to this account quarterly for use by
the library.The use of the funds is requested by the City Librarian and approved by the
Foundation Board,usually in January of each year.There is a specific use of the funds.A
separate accounting of Foundation expenditures by the Library is maintained by library
administration and shared quarterly with the Trustees.
5) Friends of the Library:This is the remainder of funds from the former Friends of the
Library.The Funds are undesignated.
6) Gifts to Staff:These funds are for staff recognition. In the past,staff have been given a
$ 10.00 gift certificate to Books,Inc. Funds are replenished to this fund from the Trustees
Special Fund.
7) Manini(David)Fund:Memorial Fund. Designated for children's materials and programs.
8) Silicon Valley Community Foundation Grant.Remainder of funds from the 2007
reorganization of the main library.Funds may be used for physical changes to the main
library.
9) Staff Recognition:Funds are authorized by the Trustees and used for staff recognition
events,gifts, retirements,etc.
10)Stone Memorial Lecture:Funds are donated annually for the Dan Stone Memorial Lecture
by the Stone family.The funds are received by the family with 2-3 separate checks.The
Stone family works with the children's staff on this event. Funds are designated.
11) Volunteer Program:Funds are authorized by the Trustees and used for volunteer
recognition and other volunteer activities to promote volunteerism at the library.
Revolving Account Funds Report
(Includes unrealized gains)
As of 11/10/2009
11/10/2009 Page 1
11/10/2009
Account Balance
ASSETS
Cash and Bank Accounts
Amazon.com 137.76
Children's Reading Club (designated) 785.79
Circ Desk Sales -1,152.17
Donations-Miscellaneous 1,085.10
Foundation Support 23,250.92
Friends of the Library 529.20
Gifts to Staff 200.00
Large Print Books 12.43
Manini (David) Fund 1,813.00
Silicon Valley Community Foundation Gran 2,873.68
Staff Recognition -93.30
Stone Mem. Lecture Fund (dsgn.) -247.45
Volunteer Program (designated) 697.11
TOTAL Cash and Bank Accounts 29,892.07
TOTAL ASSETS 29,892.07
LIABILITIES 0.00
OVERALL TOTAL 29,892.07
Trustees Special Fund
�-- Notes on the Use of Designated and Undesignated Funds
November 10,2009 rev.
1) Centennial Fund:Fund was created to purchase holiday ornaments which are sold to the
public.When the ornaments are all sold there should be a profit of about$ 16K.Since not all
ornaments are sold,there is a temporary negative balance in this account.
2) Copier Fund:This fund is used for care,maintenance and support of the library copy
machines.Lease agreements and purchase agreements for all copiers,both public and staff,
are taken from this fund. Profits from the coin-op copiers are deposited into this fund. Paper
and other maintenance is taken from this fund.
3) Donations-Designated;Children's. May be used for children's materials or programs only.
4) Donations-Miscellaneous:Funds have been donated by a variety of donors.There is no
designation for their use. May be used for collections and services as needed.
5) Duncan Trust Funds-Collections:This is the Duncan Trust Fund request from the Silicon
Valley Community Foundation.These funds are designated to be used for collections only.
6) Education (O.E.E.Anderson)Fund:This fund was authorized by the Board of Trustees for
the purpose of paying for continuing education opportunities for staff: California Library
Association,American Library Association,Public Library Association meetings and
conferences are a typical use of this fund.The fund was made possible by the O.E.E.
Anderson Trust.When this fund is depleted the Board may wish to transfer funds to
maintain the availability of funds for staff education.Use of the funds is as follows: are funds
requested by the staff member; request reviewed by the City Librarian; requests are
approved by the Board of Trustees.
7) Farrell(Julia)Fund:This donor fund consists of interest from a trust fund in the name of
Julia Farrell.The fund was created in memory of Mrs. Farrell by her husband about 20 years
ago. Checks arrive twice a year and are deposited to this fund.Funds are undesignated. In
the past funds have been used for print materials and have had a book plate in the book.
8) Interest:The City posts interest on our funds on deposit once a year in June.These funds
are undesignated.
9) Jackson (Dorothea)Fund:Memorial Fund for Mrs.Jackson.Funds are undesignated.
10)Peltier Memorial Fund:Memorial Fund in memory of Mrs. Peltier. Funds are undesignated.
11)Pine(Jane and David) Fund: One time donation.Funds are undesignated.
12)Thigpen (Dorothy)Fund:One time donation, Memorial Fund in memory of Ms.Thigpen.
Funds are designated for use for databases.
13)Willert(Wayne)Fund:This trust gift was undesignated by the donor. In 2008,the Board of
Trustees authorized use of the fund over a 3 year period:with$ 80K each year for
collections. In the first year (2009-2010) funds were authorized up to$ 35,000 to alter and
revise the ergonomics of the Joint Service Desk. If additional funds are needed for the desk,
the Board would need to authorize the additional expense.
Trustees Special Funds Report
As of 11/10/2009
11/10/2009 Page 1
11/10/2009
Account Balance
ASSETS
Cash and Bank Accounts
Centennial Fund -13,733.88
Copier Fund 36,391.37
Donations-Children (designated) 250.00
Donations-Misc 1,770.94
Duncan-Collections 60,000.00
Education Fund 12,970.53
Farrell (Julia) Fund 7,288.51
Interest 5,362.94
Jackson (Dorothea) Fund 2,624.85
Outreach Fund 50.00
Peltier Memorial Fund 1,270.00
Pine(Jane and David) Fund 1,000.00
Thigpen (Dorothy) Fund (designated) 1,000.00
Willert(Wayne) Fund 238,760.20
TOTAL Cash and Bank Accounts 355,005.46
TOTAL ASSETS 355,005.46
LIABILITIES 0.00
OVERALL TOTAL 355,005.46
MEMORANDUM
Burlingame Public Library
Trustees Special Fund
Trustees Special Fund Definition. Monetary gifts, as well as real estate or other
investment vehicles may be held by the Burlingame Library Trustees Fund under
California Education Code, Section 2730lff, which establishes Municipal Libraries in
the State of California. Precedent for Trustee fiscal responsibility goes back to the days
when libraries were established and funded by Trustees, as Burlingame Library was in
1909.
One of the reasons for establishing this ability to hold funds, was so that donated
funds would go directly to support library services and not for general municipal use.
Use of Funds. Gifts of money and property are held for the benefit of the Library and
disbursed as needed. Most modern public libraries are run by their municipality
which establishes and controls personnel systems and operating budgets. The Special
Fund is maintained for the purpose of collecting gift or other funds to provide
supplemental funding for library programs and services. The City Finance Department
holds and manages the funds. The Trustees receive a quarterly accounting of the
funds. Annual interest is posted in June of each year.
Use of the funds is recommended by the City Librarian and subject to the approval of
the Trustees. Expenditures are made as part of the cycle of the library's Accounts
Payable.
1) Revolving Fund. The revolving fund is used for gifts which are given to the
library and are waiting to be used. Grants and other donations are deposited
here. An example would be a gift of$ 1,000 given to honor library pages. This
gift was accepted and held until expended for its stated purpose.
2) Entrepreneurial Fund. The Trustees own/lease/ manage the library copy
machines. They make the capital purchase (or lease) of the machines and
receive the profits. Profits are held until the machines need maintenance or
replacement. Other entrepreneurial initiatives include: holiday ornaments, tote
bags, etc.
3) Typical Revenues. Typical revenues to this fund include: copy machine
income; entrepreneurial income; gifts from organizations; gifts from individuals
which are designated for a specific purpose; gifts from trust accounts which
have been given to the library and are held until used.
4) Typical Expenditures. Typical expenditures to this fund include: designated
gifts of books, media, etc.; expenditures for staff continuing education such as
the recently created Trustees Education Fund which supplements the funds the
city provides for staff education.
1
Recent Wayne Willert Trust Gift
The recent gift from the Wayne Willert Trust was established before the formation of
the Library Foundation which came about through a personal contact with the City
Librarian in 1993. Had the Foundation been in place, Mr. Willert would likely have
chosen the Foundation for his gift, as it would have been somewhat easier for tax
purposes. The funds reside in the Trustees Fund and earn interest. The Trustees will
decide how the funds will be used. During 2009, the trustees decided to use the funds
over a 3 year period for collections. In addition, during the first year the funds would
help support the physical changes to be made to the Joint Service Desk.
Alfred Escoffier
City Librarian
October 23, 2009
2
Page 1 of 1
SILICON community
VALLEY foundation
DonorConnect Home FUND SUMMARY l
Fund Summary
Forms and Information Roger and Jean Hunt Duncan Fund (1012)
Calendar of Events Current Gift and Grant Information as of October 27,2009
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 0.00
Paid
Recommendations in 0.00
Process
Recommendation(s) $0.00(0)
Pending
Investment Activity $168,467.57 $-344,302.98
Support Fees&Other $-3,467.94 $-5,613.28
Expenses
Balance Available for $422,210.02
Grants
Current Fund Balance $977.794.14 as of 10/26/2009
Select a range 07/01/2009-09/30/2009
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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.
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MEMORANDUM
Burlingame Library Foundation
501C3 Foundation
Purpose of the Library Foundation
In 1994, a two Trustees and the City Librarian worked to establish a Foundation that
could raise large sums of money for a new main library. The Trustees and the Friends
of the Library provided $ 10,000 in seed money to begin the organizational work.
The Trustees were well aware that if the Library were to be furnished in a unique
fashion, the money would need to come from private donor funds. The Arts and Crafts
furnishings in the main library were a gift from the Foundation because they would
not have been possible with public funds.
The Foundation is a non-profit 501C3 private corporation. With this designation, it
makes it relatively easy for potential donors to receive tax credit for donations to the
betterment of the Library. The sole purpose of the Foundation is to raise funds for the
Burlingame Public Library.
Public Library foundations serve the important function of providing for collections
and services which not otherwise is possible through public general fund budgets.
Three of the 7 municipal public libraries in San Mateo County have foundations and
those are the 3 most successful and well funded libraries.
Over time, the Library Foundation may be able to create an endowment, as many east
coast libraries have done, which can help sustain services into the uncertain future.
As endowments grow, funds for collections can be set aside with the knowledge that
they will supported in the future. While staffing is generally not a mission of the
Foundation, due to the uncertainties of donations, the Library will continue to rely on
the Foundation for ongoing support of collections, services, programs.
Planned Giving
The Library Foundation is forming policies regarding planned giving for prospective
donors. The purpose of this initiative is to provide an easy avenue for citizens to leave
a portion of their estate to benefit the library through the Library Foundation. The
Foundation will begin to market their planned giving program during 2010.
Partnership in Support of the Library
Good community library support requires a unique partnership of Library staff, the
Municipality, the Board of Trustees and the Library Foundation. All four entities help
keep the library strong and viable. The mutual goodwill of all four groups is essential
for an effective whole.
1
Foundation Administration
The Library Foundation is administered by the Foundation Board. The Board elects
their own officers, including a Treasurer. Both federal and state tax returns are filed
by the Board.
The Foundation pays the Library on a quarterly basis for their pledge of funds. This
money is placed in the Revolving Fund and paid out as needed. An accounting of
expenditures is prepared by Library Administration and shared both with the
Foundation Board and the Board of Trustees.
Alfred Escoffier
City Librarian
October 23, 2009
2
Memorandum
Burlingame Public Library Tapestries
Definition
The Library Trustees own 4 early tapestries that hang in the main library lobby and
reference room. The tapestries have been authenticated by Butterfields and were
appraised for value. In 1995, the tapestries were cleaned, relined and re-hung in the
new main library.
Provenance
The tapestries were a gift during the 1960's to the Board of Trustees. The two French
tapestries were given October 3, 1960, according to a letter from the then-City
Librarian, George Paul Lechich. The large Flemish tapestry over the front door was a
gift to the Trustees in January 1966.
In 1994, thanks to a gift from the Friends of the Library, and a group of volunteers,
the tapestries were cleaned and restored and relined. In preparation for completion of
the reconstruction of the main library, the tapestries were placed in an art storage
facility, Attowe Fine Art, Oakland, California. The building architects designed the
lobby space of the building to accommodate the three largest tapestries. The architects
also used their design of the space for the tapestries to help with noise control in the
�- very tall lobby space.
Appraisal
June 16, 1994, Mr. Kenneth Winslow of the Butterfield and Butterfield, fine art
auctioneers and appraisers, San Francisco, was engaged to appraise the 4 tapestries.
At that time the appraisals were as follows:
Flemish Baroque Historical Tapestry $ 30,000- $ 50,000
Pair of Aubusson Tapestry Entre Fenetres $ 15,000-$ 25,000
French Gothic Style Tapestry $ 4,000-$ 6,000
Alfred H. Escoffier
City Librarian
July 27, 2009
fl
Proposed Lower Level Computer Lab: $30,000
Computer Lab Concept
As reliance on older back runs of periodicals diminishes,the library has little use for many of the
older bound magazines shelved on the Lower Level.A plan is being discussed which reduces the
collection further to a mainly historical and pictorial collection and to house them elsewhere in the
building.The compact shelving storage area could then be re-purposed as a computer lab.This idea
was planned for in the 1997 building for a time when we envisioned that the storage of older
materials might give way to technology.This would make for a space that many people could use.
The Library could offer word processing classes,tech talks,and provide more access to the Internet.
This would also be an excellent place for technology and computer classes.
Implementation of the Project
The concept of the Computer Lab is being floated at this time as staff look at options for using the
building differently.The project would include: removal of the shelving,installing tables and chairs,
and adding wireless laptops or desktops to use in the space.We have an existing service desk just
outside the door.
For a look at libraries with similar set-ups,Millbrae Library is a good example of an effective
computer lab for the public.
Trustee and Foundation Support
To implement this project,staff would need both Trustee and Foundation support. If the Trustees
feel this is a valid project to pursue,at least in concept,then staff could explore costs and a timeline
and bring this back to the Board for review.
As for the Foundation,this could be an excellent donor opportunity. Funds could be raised for this
project and the room named for the Foundation.
This could be an excellent long term community asset for those seeking computer access in the
community,as well as learning new ways to better use changing technologies.
i