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HomeMy WebLinkAboutAgenda Packet - LB - 2011.09.20 URLINGAME PUBLIC LIBRARY I B(I'LINGi ME Board of Trustees Agenda q _ September 20, 2011—5.30pm -Revised �e P 480 Primrose Road—Library Conference Room SUGGESTED ACTION I. CALL TO ORDER II. ROLL CALL III. Library Board of Trustee Minutes for August 12,2011 Approval IV. CORRESPONDENCE AND INFORMATION Information A. Library Statistics for August 2011 V. From The Floor (Public Comments) VI. REPORTS A. City Librarian's Report—Harding Information/Discussion B. Foundation Report VII. UNFINISHED BUSINESS A. Millennium Update Information/Discussion B. Visit to Internet Archives—Sandy Towle Information/Discussion VIII.. NEW BUSINESS A. Discussion/Approval IX. ANNOUNCEMENTS X. 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 BURUMOAME Library Board of Trustees Minutes August 16, 2011 I. ,Call to Order President Towle called the meeting to order at 5:30pm. II. Roll Call Trustees Present: Betsy Corcoran, Deborah Griffith, Katie McCormack, Lisa Rosenthal, (by phone) Sandy Towle Staff Present: Pat Harding, City Librarian Sidney Poland, Recorder III. Trustee Board Minutes 24 20.11 The August 16, 2011 minutes were approved as written. M/S/C (Rosenthal/McCormack) �. IV. Correspondence and Information A. Library Statistics 1. Easton Branch/Main For the month of August,Easton circulation increased 19.88%; the main library decreased -0.90%. Pat Harding informed the Trustees that other libraries in Sar,Mateo County are experiencing slight down turns in circulation. a) Daly City circulation down 11%; Atherton 6%; Brisbane 11%. b) Foster City was closed the previous fiscal year so circulation statistical comparisons would not be accurate. c) East Palo Alto increased their circulation statistics by 11%. d) Trustee McCormack suggested that a graphic chart be designed to show the circulation data in a less dramatic way. 48o Primrose Road Burlingame California 94010-4083 Phone(650)558-7474-Fax(650)342-6295www.bu4ingame.org/library S V. From the Floor (Public Comments) ,..\ No one from the public attended. VI. Reports A. City Librarian's Report - Highlights 1. RFID -Tagging of the materials has been completed at the Main and Easton. Workstations have been installed and staff is using RFID to check in materials. Installation of the self checks machines scheduled for September has now been changed to mid- November. _ 2. Patron Pin Numbers - Once all facets of the new system are complete, patrons will be asked to input their pin numbers at the self-check-stations. Staff will be present at the self check stations to assist patrons. 3.' Millennium Update - Library, managers sent Group 4 a schematic drawing or the Automated Materials Handling System, as well as the number of periodicals, newspaper subscriptions and retention which will give them a better idea of the actual square footage needed for placement of these items. Staff visited two San Mateo Country Libraries that already have their material handling system to get a feel for work flow and space needs. B. Summary of Millennium Project Trustee Corcoran/Pat Harding Trustee Corcoran, as a member of the Millennium Project Team, gave a brief summary of her concerns regarding the design for the project. 1. The initial 3 designs presented at the first project meeting on July 13th by Group 4 illustrated major changes in the library foot print that were more elaborate than the actual-physical changes needed 'to implement this project. 2. Traffic flow needs to be addressed more thoroughly and a cost analysis should be provided. 3. Pat Harding met with her staff to review the 3 designs and came up with a simpler plan that incorporated some pf the design features presented by Group 4 while still maintaining the integrity of the current floor plans. 4. Wayne Gehrke of. Group 4 is currently working on a new design plan that is based on the ideas and recommendations of Pat Harding and her staff. 5. Pat Harding advised the Trustees that she has communicated her concern about cost factors to Group 4 and is confident Wayne Gehrke will design a project that addresses the issues expressed by staff and the Millennium Project Team. Library Board of Trustee Minutes August 16,2011 2 6. Jim Nantell, City Manager, is supportive of the Tech Lab and the materials handling system. C. Foundation Report 1. Escoffier Society Event - This event will be held September 16th from 5:30 - 7;00pm.. The format is to have stations set up throughout the building with current technology equipment. Trustees and Foundation members will be asked to man the stations. 2. Children's Tea - The tea will be held on December 4th. The committee has decided to have 2 seatings. Times have not yet been determined. 3. Book and Author Luncheon - The Board has decided to have the Book and Author Luncheon to be its signature event. This year the event will be-held-on Saturday, May 4th at the Peninsula Golf and Country Club. VII. Unfinished Business Patron Survey , A. Survey Questions The Trustees discussed ideas for a patron survey and what information ' should be gained from the survey. 1. Type of Questions - There should be a mix of questions regarding services, products and changes in use. Questions should be tailored to obtain responses about current library services. Future library services, programs etc that patrons might suggest may not be possible due to staff and budget restraints. 2. Staff Input - Pat Harding requested that her managers and staff have input on the subject-matter before the survey content is finalized. 3. Survey Time Line - The survey project will be placed on the agenda after input has been received from library staff. VIII. New Business Lane Community Room Updated Application and Policies 1. Discussion of Lane Room Usage a. The Trustees reviewed the application and policies of the Lane Community Room. President Towle suggested that perhaps in the future, usage of the Lane Room should be broadened to include "for profit" entities. b. Pat Harding advised the Trustees that the Lane Room is scheduled almost every day with Library programs for all ages and community non-profit groups. Library Board of Trustee Minutes August 16,2011 3 c. Trustee Corcoran noted that upon completion, the usage policy for the Technology Lab could possibly be written to include the private sector. 2. Motion to Approve Lane Room Usage Trustee Corcoran made a motion to approve the revised language describing the use of the Lane Community Room subject to typographical changes that were discussed during the review. The motion was passed by 4 "Ayes" to one "No" vote. (President Towle voted "No") M/S/C (Corcoran/McCormack) IX. Adjournment _ The meeting was adjourned at 7:1Opm M/S/C (McCormack/Corcoran) The next meeting of the Library Trustees is September 20, 2011 in the Library Conference Room at 5:30pm. Respectfully Submitted, Patricia 14erding City Librarian Library Board of Trustee Minutes August 16,2011 _ 4 BURLINGAME PUBLIC LIBRARY STATISTICS Month: August Year: 2011 I 19ugst a Re let d Burlinome Hillsborough Other . Borrowers Adult Patrons 18,962 3,140 0 22,102 Juvenile Patrons F1 7,473 Others 200 8F 2,299 2,507 TOW Reg tore l 25,061 4,7221'11, 2,299► 3;,082E Bor�rowerir Circulatimu Total Cit solatiozr ° mviol t Yea* farcent Change Main 55,836 55,984 -0.26% Branch 7,039 5,641 24.78 Total 62*875 61,625I E 2:03% Self Cl�ec& lTsage Total Items Per+ rtt of Initial CheckOuts Main 31,195 78% Branch 3,263 63% Total Online RenewalsT Tatal lteatns Percent of Total Renewals Main 12,508 . 77% Branch 1,422 759/6 Total 13,930 tate Cott MgrnhlY Averagew dap Main 361-04-6]F- 1,163 Branch 4,358 162 Total 48,404 1,325 Internet Usage Total User sessions Main Adult 8,864 Main Children's 8 Branch 579 Grand Total 9451 E-C"tent/Total-Do load of Bestions B-Ce tt+ tt eta,Da ads car dons Overdrive a-book-89/audio a-books 70 Freegal Music users 67/songs downloaded 535 Databases: 2,001 BPL Website 14,922 Safari 145 11 Total Items Addad te►Cc�geeton(ffiain Es Bra�hj l 21 Total Number ChatreachMateriak DlMvered 20 BURLINGAME PUBLIC LIBRARY STATISTICS Month: August Year: 2011 Community Room Usage Number of Meetings Attendance Public Meetings 3 60 Library Meetings 1 15 Library Adult Programs 6 151 City Meetings 2 135 Total 12 361 Conference Room Book Club Adult =711 1 15 Foundation Meeting 411 20 Library Trustees 1 7 Library Staff Meeting 7 35 One Book One Community 1 10 Public Meeting (Neighborhood Network/Env. Council) 3 24 Total 17 111 Study Room Usage ---T#—Of uses 28 # of'patrons 70 Children's and Young Adult Programa--Main Number Attendance Story Times Preschool O Story Time Break for the Summer Toddler O Same Baby Story Time 1 40 Class Visits O Teen Class Visits 0 Preschool Class Visits 0 Summer time Break School Outreach Total Class Visits IF Special Program Emotional Intelligence Parenting Workshop 20 Teen College Admissions Program 36 Step Up to the Plate Raffle 186 Total Special Programs 242 BURLINGAME PUBLIC LIBRARY STATISTICS Month: August Year: 2011 Easton Story Times &Special Programs Number Attendance Story Times O Story Time Break Class Visits (elementary) 0 August Break Special Programs IF-- Step Up to the Plate Raffle 175 I of 1 BPL Main Circ by Month 2009 vs. 2010 vs. 2011 August 2011: 55,836 60,000 2009 2010 45,000 2011 30,000 15,000 0 January March May July September November February April June August October December https:Hdocs.google.com/spreadsheet/ccc?kev=OAs89CLDb2u9HdHV GNOdZMnI l UUhi)Tm9IV3 V WemhlYmc&authkev=CO ... 9/12/2011 P( 1 of 1 Easton Branch Circ by Month 2009 vs. 2010 vs 2011 August' 8,000 2011: 7,039 . 2 ® 2 6,000 ' 2 4,000 2,000 0 January March May July September November February April June August October December https://docs.google.com/spreadsheet/ccc?key=OAs89CLDbgu9I IdGw4X3BzOGdB WTJRNmOtaTFHal8wdXc&authl,,ey=CPy45... 9/12/2011 BURUMOAME City Librarian Report September 20,.2011 Staff News-Jackie Buhr, our Library Assistant in Administration and Circulation has retired asof September 8, 2011. Jackie started working at the library as a Page in 1996 and has been working in Administration since 2000. Jeannine Culligan will work part-time in Administration. Raina Tuakoi will be changing positions from Library Aide to Library Assistant. Raina will be working in the Circulation Department as an hourly Library Assistant assisting patron at the circulation desk. Raina has been working at Redwood City Main Library since 2005 and currently works in their Computer Lab assisting patrons. She has also worked on RFID tag conversion. Raina will be attending library school in the spring of 2012. We have done a recruitment for two library. pages/aides. One will fill the vacancy left by Raina after her promotion and the other position will fill the vacancy left by Meghan Dobiles at Easton. Meghan will be attending LIC Davis this fall. Eileen Deasy,a junior at St. Ignatius School, has been hired to work at Easton. She will be working nine hours a week. We hada very fun "End of Summer"staff party organized by Linda Santo and Amy Gettle. We hada Mexican food theme with wonderful enchiladas from Alana's and a wonderful assortment of potluck items. We all enjoyed the beautiful weather on the patio and after dinner Amy Pelman directed the crafts project and staff made colorful magnets. RFID—Amy, Barry, Linda and I took a field trip to Foster City and San Carlos libraries to see their Automated Materials Handling System. We wanted to get a better sense of how much space is needed for the machine, book trucks, staffing and workflow. During the visit we saw the RFID self-check in operation. The system is in a hybrid mode because it needs to accommodate both the barcode on the non-tagged items from other PLS libraries and the RFID tags. The hybrid system means that patrons need to check out items one at a time. Once all libraries are tagged we will be able to have the full capabilities of RFID self-check—checking out multiple items at a time. We have decided to postpone our go live date until most or all of PLS items are tagged (except for the Community Colleges which will not be tagging)and we are able to offer our patrons and staff full RFID self-check rather than the hybrid., This will save staff from training patrons on one way of using the new system and then retraining them a couple of months later. I believe it is better customer service to have a fully functioning system for our patrons. We were originally set for RFID self-check installation the week of September 19th. We have re-scheduled installation for November 16 at the main and November 17 at Easton. OPEN Source—In the last 2 weeks several BPL staff attended Open Source workshops to explore the critical needs of an Integrated Library System (ILS) or automated system. We currently use III for our ILS or automated system. III was installed in 2004 and there are many functions that PLS staff has wanted that are not available through III. We have been discussing moving to an Open Source system for several years and are reexamining this with the latest version of Evergreen,which is available at the King County Library. Evergreen is the only Open Source system that is currently capable of handling a consortium of our size. PLS Administrative Council will meet and vote on whether to move forward with this project in December 2011. Internet Archive—Internet Archive is now in possession of our bound periodical collection and will be scanning and digitizing the collection.They boxed up and moved approximately 6,700 volumes to their Richmond warehouse. They will be scanned and r - 1 48o Primrose Road Burlingame-California 94010-4o83 Phone(650)558-7474'Fax(650)342-6295•www.burlingame.org/li digitized and made available through their site: http:Hopenlibrary.org. Sidney Poland, Lisa Rosenthal,and Sandy Towle from the Library Board of Trustees and I took a field trip Friday,August 26t"to Internet Archive in SF. It is a fascinating place, in an old Christian Scientist Church at 300 Folsom at Clement. IA has an open lunch and staff meeting on Fridays and we heard about the many projects they are working on including a 9/11 project htto://archive.org/911. We were also given a tour of the former sanctuary and the "peeps"-statues of staff who have worked at IA for 3 years or more see attached photo. Foundation—The Library Foundation and Library staff are busy planning an Escoffier Event for September-16, 2011. It will be a behind-the-scenes tour of the library and will feature hors d 'oeuvres from local restaurants. ,The Foundation is also busy at work planning the 2M annual Children's Holiday Tea. Last year's event was a sell- out so we will have 2 Beatings this year, 10am-12 and 2pm-4pm. The Tea will take place on December 41"at the Easton Library. We have 2 fabulous authors, Bob Barner and LeUeyn Pham,thanks to Lisa's great contacts and work. Get Reading Program—Amy Pelman is starting a new book talking program at BHS conceived in partnership with Liza Wardell,the BHS librarian. Beginning in September she will be making monthly visits to the BHS school library and bringing along books from the Burlingame Public Library's stock of new teen literature. She-will be selecting and book talking titles to interested students.She will be able to check out books to student right,away using a library laptop; New Online Services— Mango-Learn.a foreign language online and Universal Class with over 500 online continuing education courses. Upcoming Dates: Sept 16 Escoffier Society Open House—5:30-7pm ^� Sept 21 Hillsborough, California—local author and photographer Sonya Knudsen will talk about her book. Sept'22 Introduction to MS Word 6:30-8:30pm Sept 30 Meet the Author Gennifer Choldenko Families are invited to read together and discuss the book Al Capone Does My Shirts—3:30pm Oct 6 Understanding College Financial Aid-7pm Oct 12 Career Support Group—1:30-2:30pm Oct,13 One Book One Community at the Fox Theater in Redwood City. This year's book is Packing for Mars by Mary Roach.