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HomeMy WebLinkAboutMin - LB - 2011.08.12 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