HomeMy WebLinkAboutAgenda Packet - LB - 2010.08.17 URLINGAME PUBLIC LIBRARY f BU(LINGAME 1
Board of Trustees Agenda - q _
August 17, 2010—5.30pm °e P
480 Primrose Road—Library Conference Room
SUGGESTED ACTION
I. CALL TO ORDER
II. ROLL CALL
III.
IV. Library Board of Trustee Minutes for July 20,2010 Approval
V. CORRESPONDENCE AND INFORMATION
A. Library Statistics for July 2010 Information
Information
VI. From The Floor (Public Comments)
VII. REPORTS
A. City Librarian's Report—Harding Information
B. Foundation Report Information
VIII. UNFINISHED BUSINESS
A. Review and Combine Trustee Accounts (Exhibit A) Discussion/Approval
B. Internet Policy (Exhibit B) Discussion/Approval
C. Lechich Endowment Fund (Exhibits C & D) Information/Discussion
D. Employee Achievement Awards Discussion
JW,Time Capsule Discussion
IX. NEW BUSINESS
A. Date Change for October Meeting Discussion/Action
B. September Meeting Guests (Amy Pelman—Library Staff) Information
(Michelle Fries —Silicon Valley Community Foundation)
C. Request for Funds for Manager Training (Exhibit E & F) Discussion/Action
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
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Library Board of Trustees Minutes
July 20, 2010
I. Call to Order
Trustee Griffith called the meeting to order at 5:30pm.
II. Roll Call
Trustees Present:, Deborah Griffith, Lisa Rosenthal, Pat Toft,
Sandy Towle
Trustee Absent: Betsy Corcoran, Katie McCormack
Staff Present: Pat Harding, City Librarian
Sidney Poland, Recorder
Members of the Public Jean Silveira,, Sonya Knudsen
III. New Trustee
Trustee Griffith welcomed Lisa Rosenthal to the Library Board of
Trustees.
IV. Presentation by Jean Silveira and Sonya Knudsen
\.. Jean Silveira and Sonya Knudsen presented a copy of their book
"Hillsborough California" to the Trustees. This work depicts a historical
overview of the City of Hillsborough and will be placed in the Library's
Centennial Time Capsule.
V. Trustees' Board Minutes June 15 2010
The minutes of the June 15, 2010 Trustees' meeting were unanimously
approved as written..M/S/C (Towle/Toft)
VI. Correspondence and Information
A. Library Statistics June 2010
Circulation totals at the Main were 58,504 which is an increase of
1.16%from the previous year of 57,835. Circulation totals at Easton
were 6,390 which is an increase of 1.03% from the previous year of
6,325.
48o Primrose Road•Burlingame•California 94010-4083
Phone(650)558-7474'Fax(650)342-6295www.burlingame.org/library
B. Financial Reports
The Trustees reviewed the financial,reports and suggested 'combining
some of the funds in the "Trustees Special Funds" and distributing the
assets to the book collection. Trustee Griffith requested that the
remaining assets in her mother's fund, the Dorothy Thigpen Fund, be re-
allocated to the book collection. Combing and redistributing the specific
funds currently held in the "Trustees Special Funds" will be placed on
the August agenda as an action item.
VII. From the Floor There were no comments from the public.
VIII. Reports
A. City Librarian's Report - Highlights
1. Easton Update - $ 44,000 has been donated to the Easton
Campaign. Teenage residents Mimi Lee and Stephanie Gardner will
hold a-bake sale Saturday, July 24th.
2. Personnel Update - On-call hourly Reference Librarians have
been scheduled to work the Reference desk while full time staff
beginning weeding the collection for the RFID project.
B. Foundation Report
The Foundation held a Summer Book Sale on the Library's front '1
porch July 11th and raised $ 1,300. The Escoffier Society event will
be held Friday August 27th to honor major donors to the Foundation.
IX. Unfinished Business
Time Capsule,
Trustee Corcoran wrote letters to the "Future Friends of the Library"
depicting various facets of daily life, events and experiences in
Burlingame and the world in the year of the Library's Centennial 2009.
Trustee Towle encouraged other members of the Trustees to write their
own letters.
The City Librarian willcontact City Manager, Jim Nantell, to request that
the presentation of the Time Capsule be placed on the Council Agenda
for-September 20, 2010.
'1
Library Board of Trustee Minutes July 20,2010 2
X. New Business
A. Nomination and Election of Officers
Trustee!Griffith was nominated and elected to serve as President of the
Library Board of Trustees for the term beginning June 30, 2010 through
June 30, 2011. M/S/C (Towle/Rosenthal) Trustee Towle was
nominated and elected to serve as Secretary of the Board of Trustees for
the term beginning June 30, 2010 through June 30, 2011.
M/S/C (Griffith/Rosenthal)
B. Burlingame Library Millennium Project
1. Project Plan - Pat Harding, City Librarian, discussed the
Millennium Project with the Trustees noting that various physical
issues of the building's design have to be resolved before the RFID
project and the Technology Center can be fully implemented. Pat
noted that Wayne Gehrke of Group Four has developed a plan for
the Millennium Project the cost of which is $ 30,000. Wayne Gehrke
reduced his fees by half to arrive at the $ 30,000 cost. . City
Manager, Jim-Nantell has requested that a formal written report be
presented to the City Council.
2. Request for Funds - Based upon the Council's approval, the
Trustees approved the City Librarian's request to earmark
$ 30,000 from the Willert Trust to cover the expenses of the
Millennium Project. M/S/C (Toft/Towle)
C. Lechich Trust Fund
The estate of Nancy Lechich provided for a sum of$ 50,000 to be
distributed to the Burlingame's Lions Club which the Lions Club is to
place in a trust fund for the purpose of providing children's reading
programs at the Burlingame Public Library. Dan Anderson of the
Lions Club,advised Pat Harding that the funds have been placed in an
endowment. The Library will receive the interest from this fund once
a year beginning June 2011.
There was some discussion that perhaps the interest from the
endowment could be allocated to the Library Foundation to be used
specifically for the book collection. Trustee.Towle expressed some
concern that monies given to the Library through a legal entity for a
specified purpose should be overseen and managed by Library
Trustees.
Library Board of Trustee Minutes July 20,2010 3
XI. Adjournifient
The Trustees thanked Pat Toft for her 6 years of service to the Library
Board of Trustees.
The meeting was adjourned at 7:00pm. M/S/C (Toft/Towle)
The next meeting of the Library Trustees will be held_August 17, 2010
at 5:30pm in the Library Conference Room.
Respectfully Submitted,
Pat Harding
City Librarian
Library Board of Trustee Minutes July 20,2010 4
Trustees Special Funds Report
As of 8/9/2010
8/9/2010 Page 1
8/9/2010
Account Balance
ASSETS
Cash and Bank Accounts
Centennial Fund -13,790.80
Copier Fund 41,753.57
Donations-Children(designated) 250.00
Donations-Misc 1,096.64—
Duncan-Collections 60,000.00
Education Fund 8,774.14
Farrell(Julia) Fund 7,539.8Y'
Interest 6,538.37
Jackson(Dorothea) Fund 2,573.85,-
Outreach
,573.85/Outreach Fund 50.00
Peltier Memorial Fund 1,270.00
Pine(Jane and David) Fund 500.0a—
Thigpen(Dorothy) Fund(designated) 1,000.00
Willert(Wayne)Fund 212,328.38
TOTAL Cash and Bank Accounts 329,884.04
TOTAL ASSETS 329,884.04
LIABILITIES 0.00
OVERALL TOTAL 329,884.04
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.
51 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 (Q.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 Uulia)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 Uane 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.
BUW.NGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JULY 2010
'PAGE 2
Collections Main Titles Volumes Main Titles Added Branch Volumes
Added
Adult Non-Fiction 337 238 3
Children's Non-Fiction 94 80 11
YA Non-Fiction 0 0 0
Adult Fiction 300 231 21
Children's Fiction 145 72 27
YA Fiction 57 37 5
DVD Fiction Adult 134 78 3
DVD Fiction JUV 55 21 4
DVD Fiction YA 0 0 0
DVD Non-Fiction Adult 37 32 0
DVD Non-Fiction JUV 0 0 0
DVD Non-Fiction YA 0 0 0
BCKD Adult 58 50 9
Children's BKCD 3 2 0
YA BKCD 1 1 1
CD Music Adult 56 55 0
CD Music JUV 14 14 0
CD Music YA 0 0 0
Totals 1,291 911 84
Fines and Fees Main
$6,875.99
Branch* 541.20
Total
Main and Easton Deposits
Trustee Special Fund Photocopies/SAM (Main)
$1,089.75
Photocopies/SAM Branch 24.15
Total Branch and Main
$1,113.90
Estimated User Traffic Main 36,002 -Daily Average Main 1,286
Estimated User Traffic 3,309 Daily Average Easton 175
Easton
Total User Traffic 39,311 Total Daily Average 1,461
Community Room Adult
Number of Attendance
Meetings
Public Meetings 6 230
Lincoln School Book Clubs 2 50
Library Meetings 2 35
Library Adult Programs 5 180
Total 15 495
Conference Room
Book Club Adult 1 15
Library Board of Trustees 1 9
Library Foundation 2 24
Library Staff Meetings 9 68
Total 13
BUR14NGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JULY 2010
PAGE 3
Children's and Young Adult Programs Attendance
Main
Pre-school Story Time 4 175
Toddler Story Time 9 472
Baby Story Time 1 42
Total Story Time 14 Total Story Time 689
Attendance
Special Programs Attendance
Paws for Tales 1 30
Teen Author Program at Blush 1 4
B-Tab meeting 1 7
Family Fun Nights 4 559
Total 7 Total Special Program 600
Attendance
Class Visits (Elementary) 3 161
Total Class Visits 3 Total Class Visits Attendance 161
Easton Story Times & Special Programs Attendance Questions
Easton
Preschool 4 121 518
Toddler 4 174
Total Programs 8 295
Class Visits (elementary) 1 Attendance 21
Total Class Visits 1 Total 207
Attendance
Easton Internet Usage 286
Main Internet User Sessions
Hour, Half Hour, &Express Children's Total
7,129 77 7,206
BURLINGAME PUBLIC LIBRARY STATISTICS FOR THE MONTH OF JULY 2010
PAG'.K 4
July Outreach Statistics 2010
Current 18
Add
Total Outreach Patrons 18
Deliveries 27
Pick Ups 2
Books 106
Paperbacks 16
Audio Books 22
Music CD's 0
DVD's 22
Magazines 10
Total Library Materials 176
BURLiN6 ME
City Librarian Report
August 12, 2010
Personnel News
Cathy Somerton, who has been with the library for 26 years, most recently working 15 hours a
week, has accepted the position of Children's Librarian. This 25 hour permanent part-time
position has been vacant since December 2009, when Kathy von Mayrhauser became acting
and later permanent Children's Services and Easton Branch-Manager. We are veryhappy to
have Cathy in a permanent position!
We have also hired Hiroko Ohmura, for a Library Aide position and are recruiting for another LA
in the Circulation Department. I The Circulation Department staff has taken on additional duties
as we've streamlined and shifted work.
Weeding
RFID tagging is scheduled to begin in November or December 201-0. In preparation for the
RFID tagging of the library's collection, librarians are in the process of evaluating and-weeding
print and.non-print material. Weeding of the collection will be done by the librarian who normally
selects the material in a specific subject area. Costs for RFID tags run between 19 cents for a
book to about$1 for a video cassette. Selectors met and have decided to implement the
weeding of the entire video and books on tape collection. The library no longer purchases
videos and books on tape. These collections have not been added to in at-least 4 years. Most
of the titles have circulated many times (200-400 times) and they are at the end of their lifespan.
Both of these formats have seen decreasing use over time as DVDs and CDs have replaced
them. We will be removing the videos and books on tape collection from the shelves the first
part of September. Signs on the shelves will direct patrons interested in purchasing these
materials to the October book sale. The Foundation plans to sell the videos and books on tape
collection during their October book sale with a special'display on the library's front porch on
Saturday, October 16.
Easton Update
Save the Easton Btanch Library Facebook page has 192 Friends! To date we"have raised over
$53,000. A"thermometer" measuring Easton contributions has been installed. A°Donation
Box" requesting donations to support Easton is now in-the front lobby at Easton.
1
-48o Primrose Road-Burlingame?California 94010-4o83
Phone(650)558-7474'Fax(650)342-6295'www.burlingame.org/library
Sidney and I met with Gretchen Cody on 7/9 to talk about starting a Neighborhood Block
solicitation -canvassing the neighborhoods with a block to block solicitation. Gretchen has
agreed to help head up the effort. She will be working to find some`other neighbors to work
with her-"Super Captains"who would be responsible for recruiting and encouraging a number
of neighborhood captains (or block captains) who will commit to cover their block, or more than
one block. We have developed a flyer and.donation envelope to be used in this campaign. The
Walk-a-Block for Easton campaign will start towards the end of August.
Two thirteen-year-old Easton supporters, Mimi Lee and Stephanie Gardner organized a bake
sale to help the Easton fundraising campaign. The bake sale held Saturday, July 24 in front of_
the Easton Branch was a very sweet success! Mimi and several of her friends: Emma Rosen,
Reiley Obedin, Will Gardner, and Joey Lee raised $700 selling baked goods. In addition we
received $514.25 in donations in our donation box. And.one patron gave us a check for$3,000.
The grand total raised was $4,214.25! Mimi and her friends will make the Easton check
presentation at the August 16th City Council meeting with Stephen Hamilton.
- We also had a family with 2 young children set up a lemonade stand on Sunday, July 18. The
Vancini Bruck Family sent$40 from the lemonade and cookie proceeds and another$1,000
from their family"to help keep this great resource alive in our community".
Summer Programs
Adult Programs Statistics for June,&July:
June 24—All About.Chocolate 7pm—53 '1
June 30—Solutions to Global Warming—a Culinary Perspective 7pm— 11
July.7— Love and Lore of Exotic Spices 7pm— 19
July 12 — San Francisco Baking Institute: Croissant Tasting 7 pm—70
July 22—Cupcake Decorating —70
July-31 —Home Wine Making - 16
Children's Statistics for,July:
Ref questions: 1707
Baby Story time: 1/42
Preschool story time: 4/175 ,
Toddler story time: 9/472
Total story times: 14/689
Class visits: 3/161
Special programs: Paws for Tales—30
Teen Author program at Blush—4
B-Tab meeting -7
Family Fun Nights 4/559
Total special programs for Children: 570
2
Summer Reading Program Statistics for Children:
Listener's Club
�... Main— 152
Easton —49
Elementary
Main—350
Easton — 105
Teens
Main— 106
Easton— 15
Summer Reading Program Statistics for Adults:
Registered:
Staff—Main 25; Branch 5
Patrons—Main 170; Branch 63
Total -266
This was an increase of 98 people over last summer's program or a 58.33% increase
Read 3 or more titles:
Staff—Main 22; Branch 5
Patrons— Main 104; Branch 40
Total 171
This was an 87.91% increase over 2009
Special final summer raffle—Step up to the Plate @ Your Library
We were given 40 tickets for a Giants baseball game on September 17. In August we will offer
a chance to win a 4-pack of tickets (10 winners in all) as part of a promotion — Step up to the
Plate@ Your Library. Patrons are encouraged to visit either the Main library or Easton.anytime
between August 2 and 31 to put one raffle ticket in for a chance to win. Winners will be chosen
and notified the morning of September 1St. Patrons can participate in the national contest on
their own. We have a flyer with the URL for the American Library Association website and a
display on the main level and at the Branch.
Upcoming Programs in August:Please see attached flyer
3
RARY EVENTS
tr mi"R
PUBLIC r
------------------------------
A
----------------------------a
� I
Burlingame Public A '
� I
Library t I Congratulations to our Summer
480 Primrose Rd. 1 t
Burlingame,CA 94010 Readers and Listeners!
650-558-7400
I
Hours: i I
Monday-Thursday
LOAM-9PM I
Friday&Saturday
LOAM-SPM r I
Sunday Thursday, August 2e, 2010 '
1 PM-5 PM ( j August 27`h,3:30-4:30 PM
7:00 m. Lane Communi Room s
� {7• , Community � Elementary School age children(accompanied by a
t I parent)are invited to come to the library and
Easton Branch Slide show and Lecture by museum docent Jim i practice reading with a dog from the Peninsula
Library Kohn. I Humane Society.Space is limited-call the
1800 Easton Dr. j Children's Desk to sign-up 650-558-7400 ext.3
Burlingame,CA � I
94010 ,I "" I
650-340-6180 Preschool and Toddler Story Time is on
Hours: Break during August*
,
Monday-Thursday + Story Times resume Sept.7th
2 PM-8 PM - .. _...... -'
SaturdayMWA
2 PM-5 PMCommvty Room *Just Baby and Me—Baby Story Time
LaneClosed Fridays and I Ages 0-18 months First Friday of the Month
* inttr€,t;t Sos:.s * Advom Init-met # th rd
Sundays , I August 6 &September 3 10:30 AM
i h grosoit Word Document gormatfing Tips I
Joh if,mt,nq Ondilne Lane Community Room.No older siblings please.
Events are free unless t i
f _I
otherwise noted. f to
, July 30'h,12 Noon-1 PM
t Internet Basics
,
, 7
Events may change. September 3rd,Noon-1 PM
Please call to confirm or f Advanced Internet
check our website: _
t October 1*%Noon 1 PM
www.burlingame.org/library i -t
Document Formatting Tips i
November 5th,Noon-1 PM
w. Job Hunting Online j
The Library will be closed i
i
Sunday Sept.5`h & I
i
Monday,Sept.6`h for Coming this Fall... I 5th
I g I Save the Date-September 25 ,2 PM
I Labor Day I One Book OCommunity Events featuring Michael
One y g >I Eoin Colfer,author of the Artemis Fowl
Chabon,author of The Amazing Adventures of I
Kavalier&Clay books will appear at the Burlingame Public
I Library. More details to follow...
---- ------------ ------
ALL PROGRAMS SPONSORED BY THE BURLINGAME LIBRARY FOUNDATION
Burlingame Public Library
Internet Use Policy
The Burlingame Public Library provides public access to the Internet in keeping with its role in providing
equal access to information and resources to meet the educational, informational, and recreational
needs of members of a free and democratic society. Users of the Internet should be aware that the
Internet is a global entity. The library has no control over the information on the Internet and cannot be
held accountable for its contents. Some Internet sites contain information that users may find to be
inaccurate, incomplete, outdated, controversial or offensive. All Internet users are expected to adhere
to the general rules of behavior in the library and to use library computer equipment in an appropriate
and responsible manner.
Staff Assistance
Librarians are available to assist you in finding the information you seek, however users are expected
to have basic computer skills. For those who wish to learn more about accessing the Internet, tutoring
is available by appointment. Staff cannot control the accuracy and validity of the information, the
availability of the links users would like to visit, or materials users may find offensive.
Filtered Access
The library provides filtered Internet access in the Children's Room in the main library and in the
children's area at the Easton Branch Library. Our librarians share parents' concern for safety on the
web. Parents are encouraged to explore the Internet with their children. Even with filters there is no
real control over the content of Internet sites. Children and parents should be aware that many sites
are funded through advertising. Other sites may be offensive, contain inappropriate material, or be
harassing.
User Responsibilities
With the freedom and privilege to access computer networks comes the responsibility to use them in an
appropriate manner. The library's workstations are in a public area. Because others may be
involuntarily exposed to what you view, the library asks that in consideration of others you
exercise judgment in what you view on these public workstations. If what you view causes
discomfort to others, staff may intervene. In addition the library has deemed the following to be
unacceptable uses of the Internet and all other electronic resources within the library. Violations may
result in disciplinary actions up to and including loss of library privileges.
1. Using resources for illegal or unauthorized purposes.
2. Moving, damaging or tampering with computer equipment in any way. It is illegal to physically
or electronically modify computer equipment, or tamper with hardware or software (California
Penal Code, Section 502 et. Seq.)
3. Attempting to modify or gain access to files, passwords, or data belonging to the library or
others.
4. Seeking unauthorized access to computer operating systems and/or altering software
components of a computer, database or network.
5. Making unauthorized copies of copyrighted or licensed software or data.
6. Violating the posted library behavior policies or procedures.
7. Violating another user's right to privacy.
8. Harassing staff or other users.
�-' 9. Failure to relinquish an Internet workstation upon request of staff.
User Guidelines
The library uses SAMTM software for time and print management. Patrons should have a library card
from a Peninsula Library System library to use the Internet. If patrons are unable to get a library card
they may get a Visitor Card at the Reference desk.
Time Limits
1. The Internet is available for 2 hour per person per day at the Main Library and 1 hour per person
per day in the Children's Room and at the Easton Branch.
2. LOGGING ON WITH ANYONE ELSE'S LIBRARY CARD OR ALLOWING OTHERS TO USE
YOUR LIBRARY CARD TO LOG ON TO THE INTERNET IS STRICTLY PROHIBITED.
User Limits
1. Not more than two persons are allowed at a terminal at one time.
Printing Charges
1. The first 3 pages per person per day are free.
2. There is a charge of 15 cents per page after the first 3 pages.
3. Patrons must have money on their SAMTm account to print more than 3 pages. Patrons can put
money on their SAMTm account at the Circulation Desk or at one of the APM machines on the
Main Level or the Lower Level. Money will stay in your SAMTM print account but THE LIBRARY
CANNOT PROVIDE REFUNDS FOR ANY REASON.
Burlingame Public Library
Statement on the Patriot Act
June 11, 2002
The USA Patriot Act (the Uniting and Strengthening America by Providing Appropriate
Tools Required to Intercept and Obstruct Terrorism Act of 2001). The Patriot Act
amended over 15 federal statutes, including the laws governing criminal procedure,
computer fraud and abuse, foreign intelligence, wiretapping, and immigration. These
amendments expanded the authority of the FBI and the law enforcement to gain access
to stored Internet and electronic communications. Libraries that provide access to the
Internet and e-mail service to patrons may be subject to a court order requiring the
library to allow the monitoring of electronic communications sent through library's
computers or network. Burlingame Public Library complies with court orders from law
enforcement agencies.
Inquiries regarding review of library files by a law enforcement officer or anyone else
should be referred to the City Librarian or his/her designate and/or to the City Attorney
for review before any access is allowed.
DAVIS, ADAMS, FREUDENBERG,
DAY & GALLI
John E."Jack" Davis Attorneys at Law
Richard D. Adams Six Hundred Northwest Fifth Street Sherry Watson,Office Manager
Benjamin E. Freudenberg Grants Pass, OR 97526-2024 Sharon J. Starke, Legal Assistant to
Gregory T. Day a 541-476-6627 Fax 541-476-7048 John E. [Jack] Davis
Matthew G. Galli E-mail:jackd@roguefirm.com
www.roguefirm.com
July 30, 2009
Burlingame Public Library Attn: Director
480 Primrose Road
Burlingame CA 94010-4010 .
Dear Director: Re: Estate of Nancy L. Lechich
Case No. 09-P-0102
I represent Kari O'Brien and Carol Wolfe who are the court appointed Personal Representatives of the
Nancy L. Lechich Estate. Please find enclosed a copy of the Limited Judgment admitting Nancy Lechich's
Will into probate and appointing Kari O'Brien and Carol Wolfe as the Co-Personal Representatives.
Also, enclosed is a copy of Pages I and 2 of Nancy Lechich's Will for your information. I would like
to direct your attention to Article IV, Section 2. Pursuant to this clause of the Will the sum of$50,000 will
be distributed to the Burlingame Lyons Club for the purpose of establishing a trust fund dedicated to the
furthering and benefitting of children's reading programs operated by the Burlingame Library. The Trust
Fund should be named "The George Paul and Nancy Lechich Memorial Trust". The Burlingame Lions
Club's address is 990 Burlingame Avenue, Burlingame, CA., 94010. _ A �z,<a,,--
Distribution from the Estate will not occur until the early part of 2010 due to the preparation of tax
returns. Once the distribution occurs it will be up to you to monitor the Burlingame Lions Club to make sure
they have established said Trust for the benefit of the Library and these programs.
If you have questions, please feel free to give me a call.
Very truly yours,
JOHN E. [J K] DAVIS
JED/sjs
Enc.
cc: Kari O'Brien& Carol Wolfe
cc: Burlingame Lions Club
1
2
3 IN THE CIRCUIT COURT OF THE STATE OF OREGON
FOR THE COUNTY OF JOSEPHINE
4 PROBATE DEPARTMENT
5 In the Matter of the Estate of- ) Case No. 09-P- t c Z
6 NANCY L. LECHICH, ) LIMITED JUDGMENT ADMITTING
Deceased. ) WILL TO PROBATE AND APPOINTING
7 ) PERSONAL REPRESENTATIVE
8 Upon the Petition of Carol Wolfe and Kari O'Brien for the probate of the Will of the
9 above-named Decedent, this Court find the allegations of the Petition to be true.
10 IT IS ORDERED AND ADJUDGED that:
11 1. The Will dated the 15`h day of April, 2005 and Codicil dated the 151h day of August,
12 2005, are the last Will and Codicil of the Decedent and the same is hereby admitted to probate.
13 2. Carol Wolfe and Kari O'Brien are appointed Co-Personal Representatives of the
14 Estate.
15 3. The Personal Representatives are not required to file a bond, and Letters shall be
16 issued to the Personal Representatives as provided by law.
17 DATED this day of April, 2009.
18 'THOMAS M.HULL
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19 CIRCUIT COURT JUDGE
N 20 SUBMITTED BY ATTORNEY FOR PETITIONER:
JOHN E. "JACK"DAVIS, OSB # 75091
¢N 21 Davis Adams Freudenberg Day & Galli
600 N W 5" Street, Grants ass O R
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"� 24 PETITIONERS:
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N 25 Kari O'Brien Carol Wolfe
L y0 5556 Lower River Road 740 Palisades Drive SE
26 Grants Pass OR 975626 Salem OR 97302
7� 541-476-2404 503-588-7075
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LIMITED JUDGMENT ADMITTING WILL TO PROBATE AND APPOINTING PERSONAL REPRESENTATIVE 1
WILL OF
NANCY LYNN LECHICH
I, NANCY LYNN LECHICH, a resident of San Mateo County, California,
declare that this is my will.
ARTICLE I
REVOCATION OF PRIOR WILLS
I revoke all wills and codicils ever made by me. My intention in creating
this new will is to follow the wishes stated in my will dated February 18, 1993,
which was executed contemporaneously with the will executed by my late husband,
GEORGE PAUL LECHICH.
ARTICLE H
FAMILY INFORMATION
I am the widow of GEORGE PAUL LECHICH, who died on April 24, 1993.
I have no children now living.
ARTICLE III
DEVISE OF TANGIBLE PERSONAL PROPERTY
I give my jewelry, personal apparel, household furniture, furnishings and
equipment, personal automobiles, books, pictures and other tangible articles of a
personal nature not otherwise specifically disposed of by this will or in any other
manner, or my interest in any of such property, to my executor, with the request, but
without imposing upon my executor a trust to do so, that my executor distribute the
property hereby given to my executor in accordance with my wishes as known to
my executor. Any tangible personal property not so distributed shall be sold and
distributed as a part of the residue of my estate.
ARTICLE IV
DISPOSITION OF RESIDUE
I give all of the residuce of my estate (after payment of all estate, death or
other succession taxes specified in Article VII of this will) as follows:
1. The first One Hundred Twenty Thousand ($120,000), in equal shares
to those of GEORGE PAUL, LECHICH's grandchildren and great grandchildren and
my grand nieces and grand nephews who are living at the time of my death.
2. The next One Hundred Thousand ($100,000), in equal shares, to the
SEQUOIA AUDUBON CHAPTER, NATIONAL AUDUBON SOCIETY (San
Mateo County, California), and the BURLINGAME LIONS CLUB for the purpose
of establishing a trust fund dedicated to the furthering and benefiting.of children's
reading programs operated by the Burlingame Library. The trust fund shall be /
named the "GEORGE PAUL AND NANCY LECHICH MEMORIAL TRUST", or
some similar name.
3. The remainder of my estate shall be distributed in equal shares to
those of GEORGE PAUL LECHICH's grandchildren and great grandchildren and
my grand nieces and grand nephews who are living at the time of my death. Should
one or more of the grandchildren, great grandchildren, grand nieces, and/or grand
nephews not survive me, I direct that share should be passed to the other surviving
beneficiaries.
4. Notwithstanding the foregoing, if any share of my estate would be so
distributable to a person who has not then attained the age of twenty-five (25) years,
that share shall instead be retained and administered by the Trustee in a separate
trust for the benefit of that person upon the terms set forth in Article V.
ARTICLE V
CREATION OF TRUST
The share of any beneficiary that is to be held in trust pursuant to Article IV
shall be held, administered and distributed by the Trustee in a separate trust for the
benefit of that beneficiary as follows:
2
March 12, 2009
TO: Honorable Mayor and City Council
FROM: Al Escoffier, City Librarian
RE: Use of Library Foundation and Library Trustee Funds
Overview
The Burlingame Public Library is fortunate to have a strong Board of Trustees, as
established by law in 1909 by the State of California. The Library also is fortunate to
have a Library Foundation established in 1994 as a private 501C3 non-profit
corporation, with the sole beneficiary being the Burlingame Public Library.
Board of Trustees
The Board of Trustees operates under the California Education Code. As such they
may hold real property and other funds and may distribute those funds or property for
the benefit of the Library. In our City, the funds are invested and monitored by the
Finance Department. The Library receives an update on the funds quarterly. The
Board reviews the funds quarterly.
The source of funds is mainly donations from the public, many for designated
purposes (e.g. Collections). Trustees hold these funds until requested by the City
Librarian for use in the operation of the Library. Some trusts have been received by
the Trustees: Thomas Z. Marshall Trust, $ 680,000 (used to fund the Easton remodel);
O.E.E. Anderson Trust, $ 20,000 (used to set up an education fund for library staffl.
The most recent trust gift was from the Wayne Willert Trust in the amount of
$ 240,000. The Trustees are currently reviewing how best to use these funds. A list of
funds donated to the Library from the Trustees is attached.
Library Foundation
Two Library board members created the Library Foundation, as a 501 C3 non-profit.
As a corporation, recognized by the State of California and the IRS, the Foundation
maintains financial records; professionally prepared tax returns are filed annually.
Donations are tax-deductible, according to IRS regulations.
The four goals of the Foundation are to support: collections, technology, services, and
the facilities. In 1994, the City Council approved the concept that Foundation funds
should supplement and not supplant city general funds.
The Foundation raises funds through book sales, mailers to the public, special events
such as the Author's Luncheon, etc.
The City Librarian develops a list of funding needs through an annual "White Paper"
which gives an overview to the Board of how potential gift funds might be used. The
Foundation then approves expenditures as they see fit, and the Library is able to
support collations, programs and services. A list of funds donated to the Library from
the Foundation for the last 3 years is attached.
Setting SMART
Performance Plans:
Managing Performance
For Results
a
TOPIC THE SMART PLANNING TOOL
V
Performance Planning Worksheet
For Review period from to
Ties To
GoaltStandard: Dept Goat
Action Plans:
Measurement:
Goal/Standard:
Action Plans:
Measurement:
(Make additional copies of the worksheet to cover all the performance plans developed.)
TOPIC • - PLANS
Setting Pertormance.Criteria
CHARACTERISTICS OF GOALS
S -
M -
A -
R -
T -
Ways To Measure Goals:
1 Quantifiable means
2 Feedback, survey
3 Test, inspection, audit
4 Documentation
5 Timeline
6 Work product or samples
7 Observation (when combined with feedback or documentation)
TOPIC SETTING SMART PERFORMANCE PLANS
Sample Performance Plans
Goal/Standard:
Provide service to internal customers that results in them reporting it meets their
needs for courtesy, responsiveness, accuracy, and timeliness on a consistent
basis, ongoing through 12/31/07.
Action Plans:
1) On all requests made to you, provide a reasonable time frame factoring in the
requestor's needs as to when you will get the request done and then meet the
commitment—ongoing.
2) Have a smile in your voice on all telephone interactions—ongoing.
3) When your internal customers come to you with problems, provide solutions to
them on what can be done to help. If a problem seems beyond what you can do
to help,then bring those issues forward to your manager for assistance—ongoing.
4) For the outputs you provide to your internal customers, i.e., copies, supplies
ordered, conference room set-ups, etc., produce near 100%accuracy in
these outputs and consistently meet the timeliness involved—ongoing.
Measurement:
• Manager observations of these service behaviors and ongoing feedback to you
about them.
• Feedback you receive and the manager receives from internal customers and
shared with each other.
• Feedback solicited,just prior to review time, from select internal customers on
these key behaviors defined in the goal.
Goal/Standard:
Lead the development and implementation of process improvements that will reduce
cycle time for month-end close activities with the general ledger by 25%by 12/1/07.
Action Plans:
1) Work with staff to document current processes for handling month-end close and
average time for doing them by 9/15/07.
2) Gathering input from staff, draft a plan for a streamlined process by 10/15/07.
3) Perform a test run of the process improvement for October's month-end closing
by 11/1/07.
4) Evaluate results and make necessary modifications to handle November's
month-end closing activities by 1211/07.
Measurement:
• The cycle time for month-end closes documented in the department monthly report.
• The documented process improvement plan.
TOPIC iPLANNING • •
Tips For Writing PerformancePlan.s
Useful Formats to Follow:
Goal/Standard
Action Plans
Measurement
8
TOPIC - PERFORMANCE FEEDBACK TOOL
Significant Events List
Note the constructive feedback messages (both positive and negative feedback) you
give related to the employee's job perfomance as they occur during the course of the
performance review period.
EMPLOYEE:
DATE EVENT
Request for funds from the Education Fund
I would like to request$2,000 for Management training for the five library managers—Pat Harding,
Barry Mills,Amy Gettle, Kathy vonMayrhauser, and Linda Santo. Managers will receive training in
Setting SMART Performance Plans: Managing Performance For Results(attached)and setting goals for
individual departments that tie into the Library department goals. Library managers will meet as a
group and then twice individually with Marty Brounstein,www.thepracticalsolutionsgroup.com using
the SMART Performance Plan as a tool for performance appraisals with their staff.
We have two new managers in the library, Kathy vonMayrhauser and Linda Santo. I'm particularly
interested in giving them the training and tools to manage well. By doing this as a group, it builds
effective managers and an effective management team.
The Human Resource Department is picking up some of the cost and I will take some of the cost out of
the library's budget. The total cost per manager is$880. I'm requesting$400 per manager from the
Trustees.