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HomeMy WebLinkAboutAgenda Packet - LB - 2010.03.16 URLINGAME PUBLIC LIBRARY BU(LINGAME 1 Board of Trustees Agenda - - a March 16, 2010—5.30pm °e, RP 480 Primrose Road—Library Conference Room c SUGGESTED ACTION I. CALL TO ORDER II. ROLL CALL III. Library Board of Trustee Minutes for February 23,2010 Approval IV. CORRESPONDENCE AND INFORMATION A. Library Statistics for February 2010 Information V. From The Floor (Public Comments) VI. FROM THE FLOOR (Public Comments) VII. REPORTS A. City Librarian's Report—Harding Information B. Foundation Report Information VIII. UNFINISHED BUSINESS e.. A. Budget Update/March 18th Budget Study Session Information/Discussion B. Staff Recognition Event Information/Discussion C. Ergonomics Update Information/Discussion D Co ab Updatei�:1 t - may'y Information/Discussion E. March 1st Meeting w/ City Council Discussion F. Time Capsule Update Information/Discussion IX. NEW BUSINESS A. Library Closure on Sundays Discussion B. Eureka Leadership Program—Request for Funds Discussion/Approval C. OPAC Stations Discussion/Approval D. Revised/Proposed Holiday Closures Discussion/Approval 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 M F BURUNOAMI : Library Board of Trustees Minutes February 23, 2010 I. Call to Order Trustee Griffith called the meeting to order at 5:30pm. II. Roll Call Trustees Present: Betsy Corcoran, Deborah Griffith, Sandy Towle Trustees Absent: Katie McCormack, Pat Toft Staff Present: Pat Harding, Sidney Poland, Recorder Foundation Member Susan May, President III. Trustees' Board Minutes January 19, 2010 The minutes of the January 19, 2010 Trustees' meeting were unanimously approved as written. M/S/C (Towle/Corcoran) IV. Correspondence and Information . Library Statistics January 2010 Circulation in January 2010 increased 8.32% over January 2009. January 2010 circulation at Easton decreased 13.26%from January 2009. Decreased circulation is a result of the 10% reduction of open. hours due to the closure of Easton on Fridays effective May 1, 2009. V. From the Floor No one from the public attended the meeting. VI. Reports A. City Librarian's Report - Highlights 1. Fiscal Year 2009-2010 Summary City wide budget cuts for this period amounted to $500,000. Specific to the Library, reductions were as follows: 1) $ 30,000 - book collection 2) $ 25,000 - retirement savings 3) $ 1,000 - equipment maintenance 4) $12,000 - professional and special services. 480 Primrose Road•Burlingame•California 94010-4083 Phone(650)558-7474'Fa. (650)342-6295'www.burlingame.org/library 2. Fiscal Year 2010-2011 Summary Update The budget deficit or 2010-2011 is now $2,900,000 which breaks down into 10% cuts for all departments. The total Library budget is $3,655,940._ Following are the cost reductions directed by the City Manager based on the exclusion of service hours by full time staf 1) closing the Main Library on Sunday - $42,000 2) closing Easton Branch - $70,100 3) discontinue staffing of Lower Level desk - $13,750 4) close the Library one day during the week - $42,000 3. Joint Meeting with City Council, Library Trustees and Foundation Executive Board Members The City Manager and the City Council have requested a meeting on March 1st at 6:00pm with the Library Trustees and Foundation Executive Board to discuss ways to help the residents understand the reasons for the reductions in Library services in light of the current economy. B. Foundation Report Susan May 1. Book and Author Luncheon The Foundation members agreed to designate proceeds from the '1 book and author's luncheon to the computer lab. The rationale being that there is a better chance of financial success when a specific project or cause is the focus of the event. Three hundred sponsorship letters will be sent out by 2/27/10. The ticket ,price for the event-is $65 but will increase to $75 after a-date determined by the luncheon committee. Jim and Kris Cannon are hosting an evening event for Advisory Board members to request their participation in sponsoring the event. Last year the members*of the Advisory gave $1,000 to sponsor the event. 2. Gift of Joan Lane to Foundation Susan May, Stephen Hamilton and Mary Herman will meet with Joan Lane on March 5th to ascertain her wishes on how to best use her gift in accordance with the Foundation's Planned Giving Program. The consensus of the board members is to use her gift as the beginning seed for an endowment fund. VII. Unfinished Business A. Staff Recognition Event Linda Santo set up a survey on Survey Monkey for the staff to express their comments on having the event at the Library vs. the hotel setting. Twenty-two staff members replied;35% favored the hotel event while 65% selected the Library venue; other 5.0%. All acknowledged the cost Library Board of Trustee Minutes February 23,2010 2 for the hotel event but suggested perhaps have a cocktail event instead of the dinner at the hotel. From the comments of those who replied, some noted that even though the event at the Library was a great success it took considerable staff time to put the party together and then get the library ready for Saturday.Trustee Griffith obtained a price per head of $35.00 from the company that catered the HIP Housing event; Jim Ensign quoted $30.00 per person for.a sit down dinner with the menu we had a year ago and $23.09 for a cocktail/appetizer event. The Trustees were receptive to Trustee Griffith suggestion to move the employee party to the second week in January to alleviate competing with other holiday events staff might want to attend.. Sidney will contact Jim Ensign,regardinga January event. B. Time Capsule Trustee Corcoran has compiled the list of over 100 authors and assortment of books provided by children and teens from Burlingame and Hillsborough which will be placed in the time capsule. Trustee Towle has found a person who might build the capsule once the size of the capsule has been determined. The Trustees also need to select the items for the capsule. C. Ergonomics - Joint Service Desk The joint service desk is now in the construction phase. Total cost of this project is $20,750. D. Computer Lab The computer lab will have,to coincide with the implementation of the RFID project. Staff is presently weeding the compact shelving area. VIII. ,Adjournment The meeting was adjourned at 7:00pm. M/S/C (Corcoran/Towle) The next meeting of the Library Trustees will be held March 16, 2010 at 5:30pm in the Library Conference Room._ . t Respectfully Submitted, Pat Harding Acting City Libr Library Board of Trustee Minutes February 23,2010 3 ,�• \ � �r 11 \ � � � y I 1 1 ' - 1 ' BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF FEBRUARY 2010 Burlingame Registered Borrowers Burlingame Hillsborough Other Total Adult Patrons 17,187 2,976 0 20,163 Juvenile Patrons 5,178 1,457 0 6,635 Non-PLS Patrons 0 0 1,958 1,958 Teachers 100 11 87 198 Temporary Patrons 82 2 3 87 Outreach Patrons 22 1 0 23 Staff 27 0 38 65 Total Registered Borrowers 22,596 4,447 2,086 29,129 Circulation Totals This month total Main 49,593 This month previous year 49,935 -0.68% This month total Branch 5,540 This month previous year 6,030 -8.13% This month Grand Total 55,133 This month previous year 55,965 -1.49% *Easton closed on Fridays as of May 1, 2009. All Children's All A/V All Non-English Main 17,575 15,985 584 Easton 3,307 1,615 0 Total 20,882 17,600 584 Self Check Usage Total Items %of 1 st Time Check Outs Main 27,613 78% Branch 2,802 69% Online Renewals Total Items % of Total Renewals Main 11,363 78% Branch 2,802 72% Reference Activity Inter Libra Loans Questions Lent 4,094 Reference 2,029 Borrowed 2,375 Children's 1,1222 TOTAL 6,469 Lower Level 1,368 Branch 390 TOTAL 4,909 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF FEBRUARY 2010 PAGE 2 Collections Main Titles Volumes Main Titles Added Branch Volumes Added Adult Non-Fiction 273 191 7 Children's Non-Fiction 57 51 2 YA Non-Fiction 0 0 0 Adult Fiction 282 205 33 Children's Fiction 179 91 32 YA Fiction 55 42 1 DVD Fiction Adult 85 55 10 DVD Fiction JUV 17 13 1 DVD Fiction YA 0 0 0 DVD Non-Fiction Adult 18 15 0 DVD Non-Fiction JUV 5 1 0 DVD Non-Fiction YA 0 0 0 BCKD Adult 14 9 5 Children's BKCD 4 4 0 YA BKCD 2 1 1 CD Music Adult 31 31 0 CD Music JUV 0 0 0 CD Music YA 0 0 0 Totals 1022 709 92 Fines and Fees Main $5,774.25 Branch* 439.15 Total $6,213.40 Main and Easton Deposits Trustee Special Fund Photocopies/SAM Main $1,019.20 Photocopies/SAM Branch 13.10 Total Branch and Main $1,032.30 Estimated User Traffic Main 30,910 Daily Average Main 1,189 Estimated User Traffic Easton* 899* Daily Average Easton 180* Total User Traffic Total Daily Average *People Counter worked 5 days only in February; therefore low traffic count. Community Room Adult Number of Meetings Attendance Public Meetings 3 135 Lincoln School Book Clubs 2 30 Library Adult Programs 2 60 Staff Events 3 65 City Event/Council—High Speed Rail/Budget Study Session 2 125 Total 12 315 Conference Room Book Club Adult 1 15 Library Board of Trustees 1 7 Library Foundation 4 20 Library Staff Meetings 9 36 Total 15 78 BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF FEBRUARY 2010 PAGE 3 Children's and Young Adult Programs Attendance Main Pre-school Story Time 4 228 Toddler Story Time 8 438 Baby Story Time 1 60 Total Story Time 13 Total Story Time Attendance 726 Special Programs Attendance Teen Crafts 1 14 SAT Prep 1 25 Total 2 Total Special Program 39 Attendance Class Visits (Elementary) N/A Preschool Outreach Visits N/A Total Class Visits Total Class Visits Attendance Easton Story Times & Special Programs Attendance Questions Easton Preschool 4 144 Reference 390 Toddler 4 231 Total Programs 8 375 Class Visits (elementary) N/A N/A Attendance Total Class Visits Total Attendance Easton Internet Usage 515 Main Internet User Sessions Hour, Half Hour, & Express Children's Total 6,382 87 6,469 February Outreach Statistics Current 14 Add 1 Total Outreach Patrons 15 Deliveries 22 Pick Ups 1 Books 77 Paperbacks 13 Audio Books 16 Music CD's 12 DVD's 8 Magazines 10 Total Library Materials 136 BURLIOTIOAME RW75ranan epoll March 11, 2010 Library, Budget Reductions Fiscal Year 2010/2011 ' The City Manager has identified a 2.9 million shortfall in the 2010/11 budget. As you know the library has been asked to identify cuts in our budget to equal a 10% reduction over last year. There are two focus groups scheduled on March 11 and March 16 and a public meeting on March 18. The City will also be meeting,{vith the Labor Groups. Meeting. Jim Nantell, Mayor Baylock, Councilpersons,Ann Keighran, Michael Brownrigg, Tent' Nagel and Jerry Deal met with Library Board of Trustees members Deborah Griffith, Betsy Corcoran, Pat Toft and Sandy Towle and Burfingame Library Foundation officers,Susan May, Jim Cannon, and Stephen Hamilton and librarian Pat Harding. Also in attendance were Sidney Poland and Pat Giomi. Ergonomic Task Force Update The new chairs, footrests and lighting have been installed. The monitor arms should be installed shortly. The desk should be ready to install within the next three weeks. Technology Center I met with Barry Mills, Phil Monaghan and Johnson Woo to discuss the infrastructure in the current compact shelving room. We discovered that there is conduit and six access points for electrical outlets. Data would need to be run through the ceiling or we could use wireless. I've asked Bob Schmidt about what our options are for the existing shelving. Someone may be interested in the shelving or we may be able to use in "R"—our storage area. Google Fiber for Communities' I attended a presentation by Michael Brownrigg and Terry Nagel on putting together an application for Google Fiber for Communities. This trial would make Internet access in Burlingame 100 times faster than most access today: About 40 people attended and brainstormed ideas that would make Burlingame successful in this competitive application. A Google Group was formed with the task of facilitating the development of a proposal from Burlingame for Google Ultra High Speed broadband initiative. Terry asked me to put together a list of ideas for what the library of the future will look like. This seems to fit well with our discussions of RFID and a Technology Center. I am working with staff to come up with ideas and I will bring it to the next Board meeting. 1 48o Primrose Road•Burlingame•California 940io-4o83 Phone(650)558-7474'Fax(650)342-6295'www.burlingame.org/library Programs Adult Programs. Amy Pelman presented two Tech Talk programs—You Can't Google this! On February 24th and again on February 26th Cartier&America a docent lecture was presented February 16th. Hamlet: Shakespeare comes to Burlingame was on March 7 and 110 people attended. Teen Programs. On February 19th, 14 teens made wallets at the Delightful Duct Tape program. The library hosted a free SAT/ACT combo Practice test on February 27 with a follow-' up workshop on March 3�. We had 25 teens participate in the program. Upcoming Events: March 11— Budget Study Session—6:30 pm March 24—Tech Talks: Technology for Booklovers 7— 8pm March 26—Tech Talks: Technology for Booklovers Noon— 1 pm March 26— Paws for Tales 2010 (0 Friday of the month) 3:30—4:30 March 27—Teen Program Ideas Meeting 2 —4pm April 11 —The 3 Little Pigs Puppet Art Show 2pm April 15—April 18 Burlingame Library Foundation Book Sale April 21 —Shanghai: Art of the City— Museum Docent Program 7pm April 24—SAT/ACT Combination Practice Test 10am —2pm April 28 —SAT/ACT Follow-up Workshop 6—7pm April 29— Bharati Mukherjee— Dan Stone Author Event 7pm May 1 — 13urlingame Library Foundation Author and Book Luncheon. Ashley Merryman, co-author with Po Bronson, of NurtureShock and beloved SF CHRON columnist Adair Lara whose new books is Naked Drunk and Writing 11:30-2 2 Poland, Sidney From: elizabeth corcoran [elizabethacorcoran@yahoo.com] �- Sent: Thursday, March 11, 2010 9:52 AM To: Katie McCormack Cc: Sandy Towle; Pat Toft; Deborah Griffith; Poland, Sidney; Harding, Patricia Subject: "Always on a Sunday' Dear Library Trustees, I've talked with a few friends in the community and many people are truly horrified at the notion of the Library closing on Sundays. Could we set aside some time at our next meeting to talk about ways that the Trustees can be involved in this issue? Specifically, here's one idea that I'd like to float: According to the budget numbers submitted by Pat, here are the big expenses (rounded) involved with the keeping the Library doors open for the same hours we currently have: Sundays: $43,000 Fridays: $42,000 Easton: $70,000 I wonder if it would be possible to pick a number -- maybe something like $50,000 -- and create a fundraising campaign around it that would be called something like "Always On A Sunday!" The pitch would be -- if we can raise a certain amount of money from the community, we will be able to keep the library's doors open. When the schools are raising money for BCE, they put up big pictures of thermometers illustrating how much money must still be raised to meet the goal. We might also consider, as trustees, offering to dip into the funds that we have access to and match whatever the community contributes to. So far, the 10% budget reduction that we've been requested to consider making amounts to $365K. If we can raise, through the community and trustee fund contributions, say, $100,000, turn to the foundation to support our supplies buying needs, and freeze hiring my back-of- the-envelop calculation is that we can meet that number. I realize there are many variables involved. Most significantly, the City Council has not guaranteed that $365K is the maximum cut that we'd have to sustain. But by initiating a fund raising campaign and using Trustee funds to match those contributions, we will establish an "emergency" way to tap some Trustee funds, without making a regular habit of this. My request at the moment: could we make this a discussion item for the next meeting? Thanks, Betsy 1 Request for Training Funds Infopeople, which is the training arm of the California State Library, is opening applications for the 2010 Eureka! Leadership Institute, which will be held September 29 — October 4 2010, at the Dolce Hayes Mansion in San Jose. The first two Eureka! Leadership Institutes, held in 2008 and 2009, have been judged by all involved —the participants, mentors, Institute facilitators, and sponsoring agencies —to be a resounding success. Thirty-two participants will be selected through a competitive application process. The cost of the training is $500. The best candidates for the application: • Are enthusiastic, energetic, optimistic, adventurous, and open-minded • Are young enough to take over from the current generation of leaders • Are old enough to have demonstrated some leadership potential • Are currently employed in a library in California • Are open to improvement The Institute is an intensive five-day residential event that will take place at the Dolce Hayes Mansion in San Jose. Subsequent to the Institute, the participants will participate in monthly webinars and two follow-up sessions held six months and one year after the Institute. An integral part of the Eureka! Leadership Program, and a requirement for those participating in the Institute, is the selection by the participant and the sponsoring library of a project that will engage the participant for up to a year after the Institute. The State Library is committed to providing small grants of up to $5,000 to support the projects. Amy, Linda and I have been brainstorming possible ideas, including incorporating aspects of the Technology Center. Linda Santo, one of our reference staff, attended the day long Eureka workshops and thought they were some of the best training she'd attended. I would like to request that the Library Board of Trustees fund this training for Amy Pelman. Amy is a Librarian II and has been working at the Burlingame Public Library for almost 3 % years. In her time at the library Amy has made a number of significant contributions to the Reference Department and the library as a whole including her outreach to teens in the high school and in the library with the SAT program, the Tech Talk programs, and her involvement in the programming in the Childrens Department. Amy is passionate about libraries and service to patrons. This shines through in a number of ways. She was appointed to the Young Adult Library Services Association Committee: Partnerships Advocating for Teens. She has been an active member of that committee, attending American Library Association conferences, executing a successful session and being appointed Chair of this committee through June 2010. She has received national attention for her blog: http://Iibrariantradingcards.com. I am confident that Amy will be successful in her application for the Eureka Leadership Program. OPAC Stations �- Request for Funds I would like to request funds for 2 stand-up OPAC stations. These stations would be positioned to the right of the front door as patrons entered and allow patrons to access the online catalogs immediately. Staff working at the front desk could see patrons and offer assistance as needed. These stand-up OPAC station would increase the self-service use of the catalog. The current OPACs are at the old reference desk. They are far from the entrance and not seen well by staff. The quote for both stations is $2,224.48. We have computer equipment that we can use at these stations so there will be no additional cost. I would like to suggest taking this out of the Willert Trust Fund. The funds were authorized up to $35,000 to revise the ergonomics of the Joint Service Desk. We have spent approximately $24,000. Burlingame Public Library Revised Holiday Closures 2009-2010 Holiday Closure Days Days Closed Independence Day Fri, July 3; Sat, July 4; Sun, July 5 3 days Labor Day Sun, Sep 6, Mon, Sep 7 2 days Columbus Day Mon, Oct 12 1 day Veteran's Day Wed, Nov 11 1 day Thanksgiving Wed, Nov 25, Close 5 PM Thu, Nov 26; Fri, Nov 27 2 days Christmas Thu, Dec 24; Fri, Dec 25, Sat, Dec 26, Sun, Dec 27 4 days New Years Thu, Dec 31; Fri, Jan 1; Sat, Jan 2; Sun, Jan 3 4 days �-- Martin Luther King, Jr. Sun, Jan 17; Mon, Jan 18 2 days President's Day Sun, Feb 14; Mon, Feb 15 2 days Sunday Closure Sun, Apr 4 1 day Memorial Day Sat, May 29; Sun, May 30; Mon, May 31 3 days Proposed Closures (not yet approved) Independence Day Sat, July 3; Sun, July 4; Mon, July 5 3 days Labor Day Sun, Sep 5; Mon, Sep 6 2 days Columbus Day Mon, Oct 11 1 day Veteran's Day Thurs, Nov 11th 1 day Thanksgiving Wed, Nov 24, Close 5 PM; Thurs 8v Fri 2 days Christmas Thur&; ' Dec 24; Sat, Dec 25; Sunday, Dec 26th 4 days New Year's ThuTs;De-_30;Fri, Dec 31; Sat, Jan 1; X,N� Sun, Jan 2nd 4 days