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HomeMy WebLinkAboutAgenda Packet - LB - 2013.10.15 URLINGAME PUBLIC LIBRARY f BURLINGAME 1 Board of Trustees Agenda October 15, 2013—5.30pm G61 c SRP 480 Primrose Road-Library Conference Room SUGGESTED ACTION I. CALL TO ORDER II. ROLL CALL III. Library Board of Trustees Minutes for September 17,2013 Approval IV. CORRESPONDENCE AND INFORMATION Information A. Library Statistics September 2013 B. Library Trustees Account as of June 30, 2013 V. From The Floor(Public Comments) VI. REPORTS A. City Librarian's Report—Harding Information/Discussion B. Foundation Report VII. UNFINISHED BUSINESS A. Our Library Our Future—Trustee Support Discussion/Approval �.. Grant Request Information Information Roger and Jean Hunt Duncan Grant History Information Sample of Letter to Request Funds from Duncan Trust Information Silicon Valley Financial Report for Duncan Trust Information B. Written Warning to Disruptive Patrons Discussion/Approval C. Update Newcomer Welcome Letter, Information/Approval VIII. NEW BUSINESS A. Request Funding for America the Beautiful Children's Series 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 BURL NGAME t Library Board of Trustees Minutes September 17, 2013 I. Call to Order President Rosenthal called the meeting to order at 5:30pm. i II. Roll Call a Trustees Present: Betsy Corcoran, Deborah Donaldson, Deborah Griffith, Lisa Rosenthal, Sandy Towle Staff Present: Pat Harding, City Librarian {` Sidney Poland, Recorder l 1 III. Library Board of Trustees Minutes July 16, 2013 The Trustees approved the minutes of the July 16, 2013 meeting. (The August meeting was cancelled.) M/S/C Corcoran/Towle IV. Correspondence and Information A. Statistics Circulation statistics continue to increase at both the main library and Easton. August circulation at the main increased 6.58%; Easton increased 2.8% from August of 2012: The addition of two new full time librarians in the Children's Department has made it possible to hold the extremely popular Baby Story Time program every Friday morning at10:30. B. Financial Reports 1. Julia M. Ferrell Memorial Fund-The current annual distribution from this fund to the Burlingame Library for 2013 is$236.39. The distribution amount remains steady in the approximate range of$200. 2. Roger and Jean Hunt Duncan Fund-This fund is managed by the Silicon Valley 5 Community Foundation. Under the terms of the Duncan Fund,the Burlingame Library is permitted to use only the.interest gained from the investment not the principal. In the past,the library has made use of the interest to fund capital projects. In order to receive the funds,a formal grant has to be written explaining,the need for the funds and justifying the amount requested. 3 Library Trustee Account- Pat Harding advised the Trustees that the City has allocated interest for the fiscal years 2011-2012 and 2012-2013 in the amount of $2,108.00 to the Trustees'account. The Trustees have the option to deposit the interest into any of the individual accounts. After discussion, the Trustees approved the motion of Trustee Griffith to deposit the interest in the amount of $2,108 into their Staff Appreciation Fund. M/S/C (Griffith/Corcoran) ti 4Bo Primrose Road Burlingame California 94010-4o83 Phone(65o)558-7474':Fax(650)342-6295'www.burlingame.org/libranj i i r f �... V. Presentation by Kathy Von Mayrhauser of the Children's Department Kathy Von Mayrhauser, Manager of the Children's Department; gave an overview of the departments programs and activities. The Foundation funds most of the children's. programs. • Children's staff is continually updating 150 book lists for children's and teens and putting them on the library website. • Summer Reading hit an all-time high- 1,095 children and teens Completed the Summer reading program. - • Upcoming programs on a regular basis include 6 story times each week, Baby Story Time every Friday morning, You Can Make It At Your Library the second Saturday of the month, and Book Buddies every Wednesday for 8 weekA new craft program willbe introduced on Thursday October 10th from 3:30-5:0 • Circulation in the Children's Department for fiscal year 20.11-2013 is 374,554. This is the highest Children's circulation since library statistics have been tracked. • 4th annual Kindergarten Library Drive-225 children signed up for cards. • Teen Program-SAT Prep Tests and follow up of results. • January is poetry-month for elementary school children. Betsy suggested having a" poetry slam"for the high school_crowd. VI. From the Floor No one from the public attended. VII. Reports A. City Librarian's Report-Highlights 1. Personnel - Guadalupe Madrigal is the new Library Assistant in the Circulation Department. Jan Laurie, Library Assistant in Technical Services and Children's Department is'retiring after 40 years of service. 2. Boopsie Mobile App.-All of the libraries in the Peninsula Library System now have their own application on Amazon and Android store. .3. Living History Project-Brad McCulley has completed the grant requirements for his Living History Project. The project took a year in Ithe making and was funded by 2 grants-The California State Library Eureka Project and the Pacific Library Partnership Innovation Grant. Two touch screens one located by the front door and one near the elevator on the lower level are available for patrons to listen and view the historical profiles of local residents. B. Foundation Report The Capital Campaign- Our Library, Our Future has received a pledge of$10,000. Janice Scattini and Wendy Upchurch will co-chair the Children's Holiday Tea on December 8, 2013. VII. Unfinished Business A. Minutes from the Hearing of Robert Greggans The Trustees passed the motion of Trustee Griffith to approve the minutes from the Hearing of Robert Greggans held July 3, 2013 to suspend his library privileges for a period of one year from the date of the Hearing for violating Library rules and exhibiting inappropriate behavior. M/S/C (Griffith/Corcoran) B. Our Library, Our Future Update The next meeting of the Capital Campaign will be held on September 30th at 5:30PM. The members are discussing the particulars of when to take the campaign public.' The Trustees inquired as to when the campaign committee will decide to accept contributions noting that most people prefer to make their charitable contributions before the end of the year. C. Written Warning For Disruptive Patrons Pat Harding has submitted a draft warning letter to Kathleen Kane for review and_ approval. Library Board of Trustee Minutes September 17,2013 2 D. Staff Appreciation Dinner The owners of Alana's have been approached on the possibility of having the staff event at their new restaurant. They will be able to give us �definite answer after the restaurant has opened which is tentatively scheduled for the end of October. VIII. New Business A. Holiday Schedule 12/31/13-1/1/2015 The Trustees reviewed the Holiday Schedule and noted that the 22 days scheduled was the same as in 2012-2013. The Trustees approved the Holiday Schedule. M/S/C (Griffith/Corcoran) B. Liaison with City Council Members The Trustees will re-instate the practice of each Trustee pairing up with a Council Member for the purpose of keeping them informed of Library issues. However, they decided to postpone the process until after the City Council election. C. Goals for July 2013 -June 2014-Lisa Rosenthal 1. Mary Hunt requested a new"Welcome Letter"from the Library to send out to Newcomers in Burlingame. Lisa will update the Library information. 2. President Rosenthal noted that she felt the main focus for this time period is the Capital Campaign-Our Library Our Future. 3. The Trustees discussed their role in support of the capital campaign and decided to determine the amount of a financial contribution that they will request from the Duncan Trust at the October 15th meeting. VIII. Adiournment The meeting was adjourned at 7:20PM. The next meeting.of the Library Board of Trustees will be held October 15, 2013, in the Library Conference Room. M/S/C (Corcoran/Towle) Resvectfully Submitted, Patricia Harding City.Librarian i I i Library Board of Trustee Minutes September 17,2013 3 t BURLINGAME PUBLIC LIBRARY STATISTICS Month: September Year: 2013 Burlingame Registered Burlingame -Hillsborough Other Total Borrowers \.. Adult Patrons 15,885 2,563 F— 011 18,448 Juvenile Patrons 5,522 IF 1—,3-16-1 F 011 6,838 Others 197 1 F —1-2 I F 1,616 1 1,825 Total Registered 21,604 31891 1,616 27,111 Borrowers Circulation Total Circulation I Previous Year IF Percent Change Main 53,614 53,246 0.69% Branch 7,440 7,331 F-- 1.49% Total T 61,054 60,577 0.79% Self Check Usage Total Items Percent of Initial Check Outs Main F 27,734 81% Branch 3,459 F 66% Total 31493 Online Renewals Total Items Percent of Total Renewals Main 16,298 1 F 7779% Branch F 1,768 r 7679/6 Total Gate Count I Monthly Average per day Main 28,504 1,018 Branch 4,037 169 Total =71 F 32,541 1,187 Internet Usage Total User Sessions Main Adult 4,755 Main Childrens' 84 Branch 444 Grand Total 5,283 11 E-Content/Total Downloads;:or Sessions E-Content/,Total Downloads or Sessions Overdrive: a-books 911 audio books 211 Safari: 142 readable pdf Discover &Go downloadable museum asses 27 reservations made Databases: 1,637 BPL Website: 4,626 Total Items Added to Collection(Main&Branch) 807 Total Number Outreach MaterialsDelivered 13 BURLINGAME PUBLIC LIBRARY STATISTICS Month: September Year: 2013 Community Room Usage Number of Meetings Attendance City Meetings- Council Candidate Briefing/Network f 2 55 Neighborhood Staff Meetings 1 20 Public Meetings F 5 114 Library Educational Programs (Computer Drop-In, CET) 6 42 Great Books Adult Programs Career Development 1 50 Totals 15 281 F Conference Room Book Club Adult 2 30 Library Staff Meetings 20 159 Foundation Meetings 4 38 Trustee Meeting 1 7 City Meeting- Neighborhood Network 1 2 16 Total 29 250 Study Room Users 24 Patrons 68 Children's and Young Adult Programs--Main Number Attendance Story Times Preschool 4 186 Toddler 8 436 Baby Story Times 4 220 Total Story Times 16 842 Elementary Class Visits at the Library 2 IF- Special S ecial Programs - Maker Program Olmc, Maya) 1 36 Burlingame High School Book Cafe 1 42 Total 2 78 BURLINGAME PUBLIC LIBRARY STATISTICS Month: September Year: 2013 i Easton Story Times &Special Programs IF �. Number; Attendance Story Times i Preschool Story Times 4 150 Toddler Story Times 4 142 Total 8 292 Class Visits 0 Special Pro rams 0 BPL Main Circulation Page I of I BPL Main Circulation Bally Will$ File Edit View Insert Format Data Tools Help Last edit was 54 minutes agc Comments Share G` � Click the area of the chart you want to edit Copy chart Advanced edit.. Publish chart Save image Delete chart Chain BPL Main Circ by Month 2010 vs.2011 vs.2012 vs.2013 80,000 E 2010 2011 2012 02013 60,000 40,000 E 20,000 t' 0 January March May July September November February April June August October December Sheet1 Chartl htt )docs.google.com/spreadsheet/ccc?key=OAs89CLDbgu9HdM �OdZMnIIUUhpTm9IV3VWemhlYmc&usp=drive web... 10/' �13 Easton Circulation Page 1 of 1 Easton Circulation Bar"Wis File Edit View Insert Format Data Tools Help Last edit was 49 minutes ago Comments Share C# / Click the area of the chart you want to edit Copy chart Advanced edit.. Publish chart Save image Delete chart Chart Easton Branch Circ by Month 2010 vs 2011 vs.2012 10,000 02010 0 2011 ` 2012 2013 7,500 5,000 2,500 0 January March May July September November February April June August October December Sheet1 Chart1 htt )docs.google.com/spreadsheet/ccc?key=OAs89CLDbgu9HdGm )BzOGdBWTJRNmOtaTFHal8wdXc&usp=drive web... 10/ ,13 II 1 Library Trustees Account June 30, 2013 (unaudited) I i Account No. Description Balance 5310 Undesignated Donations $1,207.22 5320 Copier Fund $17,386.33 5330 Donations-Childrens D $176.29 5340 Duncan Collections $60,000.00 5350 Education Fund $8,559.76 5360 Farrel (Julia) Fund $8,008.12 5370 Staff Appreciation ** $2,777.70 5380 Volunteer Recognition $2,273.09 5390 Willert (Wayne) Fund $50,003.28 5392 Millenium Project $887.58 Total $151,279.37 ** Staff Appreciation includes interest. City Librarian Report to Trustees October 15, 2013 Personnel—We celebrated the end of the summer with an all-staff party Friday, September 27 from 5—7pm at the library. Bibliocommons—Bibiocommons is overlay software that adds to the library catalog. It provides social media functions that allow booklists, book reviews and connections to other users. All of the PLS libraries launched this product on October 7`n. It will require patrons to register the first time they use it. Library staff have been trained and we will have staff or volunteers with laptops set up in the foyer of Main Library and one over at Easton to help patrons register and activate their Bibliocommons' accounts. Staff have also written instructions for patrons to use. Zinio-We have started a subscription to ZINIO, which offers digital popular magazines. ZINIO offers complete digital editions of your favorite magazines, anytime/anywhere-on your smartphone,tablet or computer. There are over 50 titles to choose from, including titles like Cosmopolitan, Food Network Magazine, Martha Stewart Magazine, Mental Floss, National Geographic, Newsweek,Smithsonian, US Weekly and many more! Check out as many magazines as you want-there are never any holds or due dates. Once you download the title, it stays on your device until you delete it. Check it out! On the Library's homepage there is a menu link on the left side ZIN1O eMagazines. This takes you to the instructions/info page http:Hwww.burlingame.org/index.aspx?page=3384. Give it a try. Wheels on the Children's book shelves—We had wheels installed on all of the picture book and A/V shelving in the Children's Room last week. Having these shelves on wheels will make having a large program in the Children's Room so much easier, comfortable and fun. We will be able to move all of the shelving out of the room for our bigger children's programs and the upcoming Children's Holiday Tea on December 8`n Programs at the Library-Upcoming Dates: Adult Events October 14 Library Closed for Columbus Day October 15 Introduction to Photo Management 5-6 PM October 22 Job Search Review 10 AM —12 PM October 22 Chuck and Cynthia Arella present- Ethel Crocker and A.P. Giannini. The Burlingame Library and the Burlingame Historical Society will also be celebrating their partnership in the Burlingame Living History Project with digital story screenings. 7PM November 12 Great Books Discussion Group 10:30 AM —12:30 PM 1 i I I November 19 Introduction to tablet devices 5-6 PM Drop-in Computer Lab every Monday 3—5 PM Teen Events October 18 Teen Zombie Party 7—8:30 PM October 26 SAT Practice Test 11AM —3PM November 5 Essay Writing Workshop 5—6PM November 7 SAT Follow-Up Score Giveback Session 6:30-7:30 PM Kids' Events Story Times— Tuesdays 10:30AM Preschool Wednesdays 10:30AM Toddler& 7PM Bedtime Storytime at Easton Thursdays 10:30AM Toddler & 11:30AM Toddler Storytime at Easton Fridays 10:30AM Just Baby and Me Storytime October 10 Kids Get Crafty @ the Library 3—3:30PM October 12 Second Saturday Maker—Recycled Pop Top Bracelets October 17 Kids Get Crafty @ the Library 3—3:30PM October 24 Kids Get Crafty @ the Library 3—3:30PM October 28 The Great Pumpkin Caper—Magical Moonshine Puppets 7 PM October 31 Kids Get Crafty @ the Library 3—3:30PM November 7 Kids Get Crafty @ the Library 3—3:30PM October 2—November 30 Book Buddies is held over the course of 8 weeks on Wednesdays from 4:30-5:15 PM in the Lane Community Room. z September 13, 2013 Enclosed you will find a copy of the Behavior Policy for the Burlingame Public Library. Please review this document. On Tuesday, September 3, 2013 you were in the Electronic Gallery in the library at computer station #1. You were observed talking loudly and swearing. I asked you to lower your voice as you were disturbing other patrons. I also told you that you could not use offensive language in the library. You then began swearing at me in a very loud aggressive tone. You continued swearing at me when I told you that if you didn't stop your behavior I would call the police. These actions constitute aviolation of our Library's Behavior Policy which states the following activities are not permitted: "Disturbing others: cell phone, loud talking ..." and "Verbally or physically threatening or harassing other patrons and library staff, including using offensive language". The Library is a resource for all members of the community and its purpose is to provide information services, programs and educational, informational, and recreational materials to the public. Behaviors which disrupt this service are grounds for immediate action by Library staff which may include requesting persons to leave the Library, calling the police, and/or exclusion from using the Library. Further violation of the above provision or any other portion of the behavior policy attached may warrant exclusion from the library for an extended period of time to be determined. I seek your cooperation on this matter. Thank you. Sincerely, Pat Harding City Librarian I I i i f, Duncan Trust • Quarterly statements for the Trust are available online.A sample statement is attached. The statement indicates available monies for grants. • Grants should be requested at least 60 days prior to need; inmost cases requests take 90 days, as the requests go to the Silivon Valley Community Foundation Distribution Committee. Requests are made in writing to SVCF. • Grants are proposed by the City Librarian and approved by the Library Board of Trustees before submittal. r • Grants are held in the Library Revolving Fund until expended V • The Board of Trustees approves the payables at their regular monthly meetings. • More detailed information on the Trust, its history, etc., may be found in the Duncan Trust Fund binder. I i 1 C I t I -Roger and Jean Hunt Duncan Fund Grant History Year Grant 1991 60,000—Admin and Reference offices, furniture for A/V materials, and collections 1992 32,900—Collections, CD Rom products, computer equipment and software, two outside book and A/V return boxes, computers for on-line catalog and circulation 1994 10,000—funds for start-up of Burlingame Library Foundation 1995 7,000—additional funds for start-up of Foundation 1998 20,000—upgrade Internet services for Library 2000 8,000— Project Read 2001 8,000— Project Read 2002 0 2003 0 2004 150,000— Easton 2005 36,100— Easton 2006 0 2007 35,000—Supportfor Main Library reorganization project I C Vera Bennett Peninsula Community Foundation 1700 South El Camino Real San Mateo, CA 94402 Dear Vera, RE: Request for Funds from the Roger and Jean Hunt Duncan Trust I am writing to request funds from the Roger and Jean Hunt Duncan Trust to close out our Easton Branch renovation project. As you will remember,we requested the bulk of the funds at the beginning of the project. We are now asking for$ 36,100.00 to complete the payments on the project. The$ 1.24 million dollar project was financed 90%with funds donated by the community,including the Marshall Trust,the Duncan Trust,the Burlingame Library Foundation,and the Library Board of Trustees and individual donors. Because of the nature of the original building,we were forced to do an asbestos study, and asbestos removal. We were also required to completely rebuild the west wall due to dry rot. This made the project more expensive than we had originally budgeted. However, other items did come in under budget so the overage was approximately 11%. The good news is that the Easton Branch is flourishing. The circulation of materials is up 74%in the new building and the traffic in the building is up 119%,and all of our children's programs are completely full. So it truly is a success story. At their meeting of January 11,2005,the Library Board of Trustees approved the request to the Peninsula Community Foundation to allocate $ 36,100.00 from the Duncan Trust. If you need further documentation,please let me know. Many thanks for your assistance. Sincerely, Alfred H. Escoffier City Librarian !I Statement Period ` January 1,2013 through June 30,2013 (+),}`SILICONVALLEY "'� -'wl'lomrlikyPOLIllrleai.iun- Fund Name/Number Roger and Jean Hunt Duncan Fund(1012) SVCF Main Contact: Michelle Fries Philanthropy Advisor 650.450.5504 mdfties@siliconvaUeycf.org Thank you for the privilege of working together. Your philanthropy advisor-listed above—is here to help you make the most of our partnership. As you review your statement and make plans for your fund,always let us know what we can do. For all of the good that you do in our community and out world,thank youl Fund Activity Statement Period Y-T-D Beginning Balance $1,243,453.50 $1,243,453.50 Investment Activity Endowment Pool 63,660.26 63,660.26 Support Fees (3,189.92) (3,189.92) Ending Balance $1,303,923.84 $1,303,923.84 Fund Assets Investment Pools Endowment Pool 1,303,923.84 Total Fund Assets $1,303,923.84 Restricted Balance _ Permanently/Temporadly Restricted Assets 555,584.12 Total Restricted Balance $555,584.12 Balance Available for Grants $494,984.46 f f i } Statement Period i SILICON VA L LEY January 1,2013 through June 30,2013 C.sm)Ittunity(oiindatioti Fund Name/Number Roger and Jean Hunt Duncan Fund(1012) Investment Performance 3 Month Y-T-D One Year Three Year Five Year Fund Returns 5.12% 5.12% 12.25% 11.47% 5.13% This Fund's Benchmarks -0.20% 5.40% 12,60% 12.10% 4.80% About Your Fund Statement GIFTS: Contributions/donations made to your fund. GAINS OR(LOSSES)ON GIFTED ASSET: Difference in the value of property when donated and the value when liquidated. INTERFUND GIFTS: Transfers to your fund from another fund at Silicon Valley Community Foundation. OTHER ADDITIONS: Deposits to your fund that do not represent a gift,ie.partnership income,dividends/interest earned on gifted securities, other assets received in exchange for goods or services. INVESTMENT RETURNS: Reflects the total return in the investment pool,net of investment management fees. GRANTS AUTHORIZED: Reflects all grants to qualified organizations that have been recommended by the donor and approved by Silicon Valley Community Foundation. If the grant is scheduled for payment on a future date,it will also appear in the Restricted Assets section as Grants Payable,reducing the balance available for granting. INTERFUND GRANTS: Transfers from your fund to another fuad at Silicon Valley Community Foundation. SUPPORT FEES: An allocation to the community foundation's operating fund to enable on-going work with donors and the nonprofit community. Fees are computed and paid on a monthly basis(1/12)per the stated fee rate schedule. OTHER EXPENSES: Administrative expenses paid from your fund,ie.legal,consulting and credit card processing fees. TARGET%: Allocation to each investment pool. The Fund is rebalanced monthly back to this target allocation. ASSETS TO BE INVESTED: Assets that have yet to be invested,but wM be at the beginning of the following month. ILLIQUID ASSETS: Donated property that has not been sold. RECEIVABLES: Assets in the form of obligations due from others. SECURrI`IES BEING LIQUIDATED: Gifted securities pending sale or settlement ACCOUNTS PAYABLE: Expenses that have been approved,but are scheduled for payment on a future date. GRANTS PAYABLE: Grants that have been approved,but are scheduled for payment on a future date. RESTRICTED ASSETS: Assets that may not be used for granting purposes. Investment Information Fund returns are net of investment fees and expenses.Periods greater than one year are annualized. Benchmark returns are specific to the investment pools offered by the community foundation and are not applicable to funds with assets outside these pools.Comparison to the benchmark may not be appropriate if the fund's investment pool allocation changed during the performance period.Additional information on investments,performance and benchmarks are provided quarterly four weeks after quarter-end.Investment allocations among the community foundation's investment pools can be changed once per year upon a significant change in charitable goals and time horizon for depleting the fund.For more information,please contact your philanthropy manager. Asset Allocation LONG-TERM GROWTH: 25%fixed income,27%domestic equity,18%foreign equity,10%private equity/real assets,20%hedged equity,absolute return and commodities. Benchmark: 75%S&P 500 Stock Index/25%Barclays Capital U.S.Aggregate Bond Index SOCIAL IMPACT:30%fixed income,45%domestic equity and 25%foreign equity.Benchmark:70%S&P 500 Stock Index/30%Barclays Capital U.S.Aggregate Bond Index. BALANCED:52%fixed income,24%domestic equity,149/6 foreign equity and 109/6 alternative investments in absolute return and real asset fund of funds.Benchmark:50%S&P 500 Stock Index/509/6 Barclays Capital U.S.Aggregate Bond Index. SHORT-TERM:80%short and intermediate term bonds,10%TIPS(inflation protection)and 10%global bonds.Benchmark:Barclays Capital U.S.1- 3 Year Credit Bond Index CAPITAL PRESERVATION.100%institutional money market mutual funds&bank CDs.Benchmark:U.S.T-Bills.