Loading...
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 1-% . BURL 1006AME 0 WIN 011 a 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 a ��5 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 P C4 ' Phone: 41-476-6627; Fax 541.-476-7048ON t';' _.., O 2� 5 ✓u ' E-Mail;jacicd�a roguefirm.com r W 23 CU "� 24 PETITIONERS: x 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 g �z CU c co o� �C,[il 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.