HomeMy WebLinkAboutAgenda Packet - LB - 2014.11.25 :�►URLINGAME PUBLIC LIBRARY BU(LINGI ME 1
Board of Trustees Agenda
November 25, 2014—5.•30pm oe P
480 Primrose Road—Lane Community Room <• 6R
SUGGESTED ACTION
I. CALL TO ORDER
II. ROLL CALL
III. Library Board of Trustee Minutes for October 21,2014 Approval
IV. Correspondence and Information Information
A. Library Statistics October 2014
V From The Floor (Public Comments)
VI. REPORTS
A. City Librarian's Report—Harding Information/Discussion
B. Foundation Report Information/Discussion
VII. UNFINISHED BUSINESS
A. Our Library, Our Future Information/Discussion
B. Annual Employee Event
C. Donor Wall ;k"
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D. Trustees Attend Foundation Meeting
E. Request For Funds From Duncan Fund
VIII. NEW BUSINESS J�
Introduction of Tobi Sondgroth—New SVCF Philanthropy Advisor Information/Discussion
for the Duncan Fund.
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 i NOAME
Library Board of Trustee Minutes
October 21, 2014
I. Call to Order
Trustee Corcoran called the meeting to order at 5:40PM.
Il. Roll Call
Trustees Present: Kerbey Altmann, Betsy Corcoran, Debra Donaldson,
Mike Nagler, and Lisa Rosenthal
Staff Present: Pat Harding, City Librarian
Sidney Poland, Recorder
Guest Elaine Orr- Director, Investments
Silicon Valley Community Foundation
Public Guest: Marilyn Myerson- Retired Librarian from Maryland
who is now a resident of Burlingame.
III. Library Board of Trustee Minutes
The September 16, 2014 Board of Trustees minutes were unanimously
approved. M/S/C (Altmann/Rosenthal
IV. Correspondence and Information
A. Statistics
The Trustees reviewed the September statistics and made some observations
and suggestions.
• As expected closing the Fiction and Mystery sections contributed to a
downturn in circulation. Circulation will most likely show a decrease in
November and December when construction begins on the lower and
main levels.
• The Gate Count graph from July 2013 to September 2014 for the main
library indicates a downward trend in patron usage.
• Even though circulation in general is down, children's program
attendance has increased. Over 1,000 parents and children attended
Family Fun Nights. Summer reading club had the largest participants
ever with 1,108 readers completing the session.
• Books on hold before fees were suspended totaled approximately 300.
When hold fees were waived, books on hold totaled approximately 400.
• Upon completion of construction, behind the scene tours should be
offered to the public.
• Conduct patron survey after renovation. Decide purpose of survey before
implementation.
V. From The Floor (Public Comments)
Marilyn Myerson expressed her delight that hold fees were discontinued. She
found that in visiting other libraries in the country , hold fees were not charged.
48o Primrose Road Burlingame-California 940io-4083
Phone(650)558-7474•Fax(650)342-6295•www.burlingame.org/library
VI. Reports
A. City Librarian's Report - Highlights
1. Information
• Klara Kim, the new 25 hour children's librarian, started her new
assignment on October 7th.
• The City Librarian and-members of the Reference and Children's staff
will attend the California Library Association annual meeting from
November 7th to November 9th. Maryam Refari, our staff artist, will be
accepting a PR award on Friday for her design of the Homework Help
coupon.
• Technical Services staff is in the process of re-cataloging music CDs
from the ANSCR classification system to a more user friendly
classification.
B. Foundation Report
The OLOF campaign chair will present a check in the amount of$500,000
to the City Council on December 1, 2014. This check represents half of the
one million dollars that the Foundation has committed to raise.
VII. Unfinished Business
A. Elaine Orr- Director of Investments Silicon Valley Community
Foundation - The Duncan Fund
Ms. Orr provided the Trustees with an overview of the governance and
investment philosophy of the endowment pool. She addressed the
performance of the endowment pool, and specific questions raised related to
Burlingame Public Library's financial statement.
• The Rodger and Jean Hunt Duncan Fund was original established in
1985 with the Peninsula Community Foundation. In July of 2006 the
Peninsula Community Foundation and the Silicon Community
Foundation merged to become the Silicon Valley Community
Foundation.
• The Duncans donated to the Endowment Fund to benefit the '
Burlingame Library. The funds have been categorized as "rainy day"
fund resources and disbursements have not been taken annually.
• The Endowment Fund has a 5% yearly payout. All participants in the
pool, including the Burlingame Public Library, experience the same
payout and portfolio performance. The principal is to remain irr the
endowment pool, hence the "restricted balance" amount appears on
the statements.
• In the event that markets severely decline, and Burlingame Public
Library's endowment balances fall below its high water mark, the
annual payout would be reduced on a scaled basis from the original
5% payout level.
L 2
B. Construction Update
1. Upper Level
• Mystery and Fiction collections will be opened to the public
October 23rd.
• The new meeting room is in the process of having the electrical
and data equipment installed. The room cannot be completed until
the store front door is installed Which is scheduled for the end of
November. The Foundation Book Sale group will occupy the space
until their new book storage area is complete.
• The Conference Room will be painted and re-carpeted by October
24fh.
2. Lower Level
• Lower Level was closed to public aid staff on October 14th.
Currently carpeting is being removed.
• Lane Room will be closed November 2, 3, and 4 for,re-carpeting
and washing of the wall paper. New chairs will arrive the middle
of November. After this work is completed, the room will be
available for programs and meeting.
3. Parking Lot
The parking lot that runs from Bellevue along the side of the ramp needs
to be upgraded to meet new ADA regulations.
C. Our Library Our Future
Trustee Corcoran commented that cost overruns'should be expected in any
construction project and encouraged the Trustees to take this opportunity
to acknowledge the hard work of the Foundation members and give them a
vote of confidence by covering cost overruns. The Trustee unanimously
approved the motion of Trustee Rosenthal to allocate $100,000 from the
Duncan Fund in support of the campaign and the great job the members
are doing in their fund raising efforts. M/S/C (Rosenthal/Donaldson).
D. Annual Employee Event
Trustee Nagler has met with Francesca of Sixtos to make arrangements for
this event. "
• Event will be held January 25th at Sixtos from 10:00am-1:OOpm.
• Menu will be the same as last year
• Maryam will create the invitation; Invitations will be sent out
December 1St.
• Sidney will send out "Save the Date" e-mail.
VIII. New Business
A. Donor Wall
Paul Jamtgaard of Group 4 met with members of the Capital Campaign
Committee and some of the Trustees to review the designs. The wood plaque
wall design had the most favorable comments but the cost Was a concern.
Pat requested that Paul refine the wood design and find a way to reduce the
cost.
.. 3
B. Cost of Donor Wall
The Trustees felt that the Donor Wall should not be financed with Capital
Campaign Funds and agreed to allocate funds to underwrite the cost but
expressed concern about the initial cost estimate. Therefore, the Trustees
passed the motion of Trustee Rosenthal that they are ready to allocate
additional funds from the Duncan Fund for the Donor Wall upon receiving
more detailed information regarding cost of the project and the design plan.
M/S/C (Rosenthal/Nagler)
IX. Announcements
Trustee Nagler suggested that the Trustees take turns attending the Foundation
Meetings if not every time at least two or three times a year. This will be an
agenda item for the November meeting.
X. Adjournment
The meeting was adjourned at 7:OOPM. The next meeting of the Library Board
of Trustees will be held November 18, 2014, in the Library Conference Room at
5:30PM. M/S/C (Donaldson/Nagler)
Res ectfully Submitted,
Patricia Harding
City Librarian
- 4
ResvisedBURLINGAME PUBLIC LIBRARY STATISTICS
Month: October 2014
Burlingame Registered
-]
Borrowers Burlingame Hillsborough Other Total
Adult Patrons 16,616 2,638 0 19,254
Juvenile Patrons 5,971 1,405 1E 0 7,376
Others 195 13 1,702 1,910
22,782 4,056 1 E 1,702 IF 28,540
Circulation Total Circulation Previous Year Percent Change
Main 43,529 54,170 -19.64
Easton 7,419 7,794 -4.81%
Total 50,948 61,964 -17.78%
E-Content/Total Downloads or Sessions E-Content/Total Downloads or Sessions
Overdrive: a-books 1,153- - audio a books 446 Safari: 125 readable df
Enki-e-books 26
Fli ster Online Magazines (magazine checkouts 189
On-Line Resources
Databases 1,342
BPL Website 118,597
Discover and Go downloadable museum asses reservations made 34
Self Check Usage Total Items Percent of Initial Check Outs
Main 20,984 78%
Branch 3,053 65%
Total 24,037
Online Renewals Total Items I Percent of Total Renewals
Main 12,157 77%
Branch 1,711 64%
Total 13,868
Gate Count Monthly I I Average per day
Main 29,493 983
Branch 4,403 169
Total 33,896 1,152
Internet Usage Total User Sessions
Main Adult 3,872
Main Childrens' 12
� Branch � 395
Grand Total 4,279
Page 1
ResvisedBURLINGAME PUBLIC LIBRARY STATISTICS
Month: October 2014
[Total Items Added to Collection (Main & Branch) IF
1,034
Total Number Outreach Materials Delivered 14
Community Room Usage Number of Meetings Attendance
City Meetings- Env. Council 1 12
Staff Meetings- 3 58
Public Meetings 3 115
Total Meetings 7 185
Adult Programs
Library Ed. Programs (Great Books, Computer Drop-In, 4 88
Phase II Career
De Young Museum Docent Program - Houghton Hall __11 29
Burlingame Historical Society - Loma Prieta 1-1 35
Total Adult Programs 6 64
October Foundation Book Sale 4 350
Conference Room
Staff Meetings 2 15
Study Room
Users 10 Patrons 23
Children's and Young Adult Programs--Main
Number Attendance
Story Times
Preschool 4 1 149
Toddler 10 580
Baby Story Times 5 395
Total Story Times 19 1.124
Class Visits - Elementary 2 52
Special Programs for Children
Kids Get Crafty 3 186
Le os at the Library 1 31
Parent Child Book Club 1 25
Mandarin Story Time 1 86
Maker Print Makin (Finger Knitting) 1 17
Halloween Puppet Show 1 123
Book Buddies 5 136
Total Special Programs 13 1 604
Special Programs for Teens
ACT 1 45
Page 2
ResvisedBURLINGAME PUBLIC LIBRARY STATISTICS
Month: October 2014
Teen Advisory Board 1 12
BHS Book CAFE 1 6
Total Special Programs for Teens 3 63
c
Easton Story Times & Special Programs
Number Attendance
Story Times
Preschool Story Times 5 148
Toddler Story Times 5 325
Total 10 473
Class Visits 5 128
Special Programs
Easton 10 Year Anniversary Open House 100
Esther Ehrlich (Author) 5
Total Attendance for Special Programs 105
Page 3
BPL Main Circulation Page 1 of I
BPL Main Circulation ft Barry Mills-
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City Librarian Report to Trustees
�. November 25, 2014
Personnel—A number of staff attended the California Library Association annual
meeting— November 7— November 9. Maryam received a PR award for her design of
the Homework Help coupon.
Employee Appreciation—Staff and Foundation have been sent a
Save the Date—January 25, 2015.
Burlingame Of Thrones
Staff participated in the city staff-wide costume contest and won
for their wonderful "Burlingame of Thrones". Lisa Goldman, the I
City Manager, will be treating the winners to a lunch.
PLP Innovation Grant—Tommy McMahon won a PLP Innovation and Technology
Opportunity Grant, Tap, Swipe, Discover, in the amount of$7,216. The grants were
evaluated by a panel of three Library Directors from outside of PLP and our grant
received a qualifying score. Tap, Swipe, Discover project will implement four touch-
screen computers throughout the Library. The terminal on the upper level will highlight
�-' a reader's advisory website with book lists and reviews. The main level terminal will be
used to highlight a different subscription database each month. The lower level terminal
will be used to display schedules for the new tech lab and study rooms. This project
marries traditional library services with a digital delivery method.
Follow us on Instagram -The Burlingame Library has firmly established its presence on
a variety of social media outlets, primarily through
thriving Facebook and Instagram accounts. The
BPL Facebook page has over 630 Likes and more
Y-°°°M°ten than 1200 check-ins. The Instagram account has
s'^4�»'r' J •"a p YLl.r.ry1
gained over 350 followers in just about 5 months
and was recently highlighted by New York Public
Library. A BPL social media team has been
• _MOM established for the purpose of promoting library
events, materials, and the various creative efforts
' of our staff. To stay up to date on all of the
.-- library's happenings, make sure you follow our
accounts.
ot
Sam
1
Millennium Project—The renovation project remains on schedule. The current
schedule is to complete the Lower Level mid-December and begin construction on the
Main Level. We reopened the Upper Level October 22. The fiction and mystery
collection are now available to the public. The new Meeting Room will not be
completed until the end of November. We are waiting on the new storefront door and
ceiling lights which should be delivered by the end of November. Furniture for the room
will arrive in two to three months. The Foundation book selling will be able to move
into the Meeting Room after the door and carpet are installed while their new space is
being built. As of October 14 the Lower Level is closed for two to three months. DVDs
and Books on CDs have been moved to the Main Level. The Lane Community Room has
been re-carpeted and the walls have been washed. There are also new chairs for the
Room. The Lane Room remains open and access is through the Bellevue Ave door. The
HVAC on the Lower Level is not hooked up because of the construction dust. This makes
the Lane Room stuffy and warm. We are not booking any additional meetings at this
time. We have moved most of the Children's programs to the Children's Room.
Homework Buddies— Book Buddies is going away and we are starting a Homework
Buddies in February. There has been a drop in attendance in the Book Buddy program,
partly because kids and teens have difficulty meeting on a specific day. Homework
Buddies expands the concept of Book Buddies and pairs teen and elementary or middle
school students for homework help on any topic and at a time that works well for them.
Programs at the Library- Upcoming Dates:
The Library will close Wednesday, November 26 at SPM, and Thursday and Friday
November 27 and 28 for Thanksgiving.
Adult Events
December 9— Great Books Discussion Group— 10:30 AM-12:30 PM (2nd Tuesday of the
month
Teen Events
November 20—Teen Book Cafe at BHS
November 21—Teen Advisory Board
Kids' Events
Just Baby and Me
Ages 0 - 18 mo. Preschool Story Times
Every Friday 10:30 AM Ages 3_ 5 years old Toddler Story Times
Tuesdays 10:30 AM
2
Ages 18 mo - 3 years old Bedtime Story Time—
�„� Wednesdays 10:30 AM Easton
Thursdays 10:30 AM Ages 2 - 5 years old
Wednesdays 7:00 PM
Toddler Story Time—
Easton
Ages 18 mo - 3 years old
Thursdays 11:30 AM
December 4— Legos @ Your Library—4-5:30
December 6 - Mandarin-English Story Time — 11 AM
December 7— Children's Holiday Tea at Easton — 10 AM - Noon
December 9 - Parent Child Book Group 6-7:30 PM (meets the second Tuesday of every
month) for grades 3-5
December 10—Winter Crafts— 3:30-5
December 13 — Drop, Drag, & Click— Learn how to program drum beats using a
computer. You Can Make It @ Your Library- 11 AM
December 17— Holiday Sing-Along at Easton Library featuring "Your Song My Song" —7
PM
December 19—Teen Advisory Board —3:30-4:30
December 20— Holiday Puppet Show Puppylocks— 11 AM & 1 PM
3
D U R LIN 6'A M E
October 22,2014
Michelle Fries
'Silicon Valley Community Foundation
2440 West El Camino Real,Suite 300
Mountain View,California 94040
Dear Michelle,
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 for the capital campaign to support the
Burlingame Library's renovation project. The campaign,which we are calling,Our Library,Our Future,will support the
Library's most important initiative in the past 20 years and builds on the library's century-long commitment to learning
and literacy in our community. The campaign's goal is to raise$3.5 million,of which$2.5 million is already committed
by the City of Burlingame. The Burlingame City Council has charged the Burlingame Library Foundation and the Library
Board of Trustees with raising the remaining$1 Million. In November 2013 the Library Board of Trustees requested
$100,000 to launch the campaign. The capital campaign has raised$700,000 as of October 22,2014. The Library Board
of Trustees is requesting an additional$100,000 from the Duncan Trust for the campaign.
,s,_,,'he plans include: A dedicated Technology Learning Lab with 21 additional computers with high speed bandwidth,an
overhead projector,a screen and video conferencing capability,an expanded teen area with 8 computers, lounge
seating,group study tables and a dedicated study room that seats 6,three additional group study rooms with built in
technology,a large meeting room with an overhead projector,screen, and video conferencing capabilities,a cafe, a
Foundation book store and an automated check-in system.
The renovation project began Qp August 11, 2014 and is expected to take 9 months. The project is being done in three
phases,one floor at a time, in order to keep the library open and minimize disruption to the public and staff. The first
phase,the upper level, is almost complete. The upper level has been reconfigured and constructed and is now open to
the public and the new meeting room on the upper level will be complete in approximately four weeks. The lower level
is currently closed to the public as construction has begun on the second phase of the project.
At their October 21, 2014 meeting,the Library Board of Trustees approved the request to the Silicon Community
Foundation to allocate an additional $100,000 to the capital campaign from the Duncan Trust.
If you.need further documentation, please let me know.
Thanks for your assistance.
Pat Harding
City Librarian
48o Primrose Road•Burlingame-California 94010-4o83
Phone(650)558-7474'Fax(650)342-6295'www.burlingame.org/libranj
Poland, Sidney
From: Harding, Patricia
`.. Sent: Monday, November 10, 2014 4:57 PM
To: Poland, Sidney
Subject: FW: Greetings from SVCF
PcL& cia/ha.rdl vuo-
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ha,rdznopl Q:org,
650-558-7401
From: Tobi Sondgroth Becerra [mailto:TSBecerra@siliconvalleycf.org]
Sent: Friday, October 31, 2014 10:11 AM
To: Harding, Patricia
Subject: Greetings from SVCF
Hello Ms. Harding,
Greetings from Silicon Valley Community Foundation. I hope you are well, and gearing up for the busy holiday season.
I am honored to introduce myself as your new Philanthropy Advisor; you may have seen my name on your most recent
fund statement. Please see my short bio, which may be of interest to you. As your philanthropy advisor, I am here to help
you advance your philanthropic goals and support your mission for giving. I would love to meet with you and hear about
your philanthropy. Please let me know if you are available to meet sometime.
In the meantime, here are some updates from the Foundation:
On Wednesday November 12, 3:00 to 4:00 p.m.we will hold our Investment Briefing at SVCF headquarters in
Mountain View. The presentation includes a discussion on our investment performance and updates about our investment
strategy with Bert Feuss, SVCF Vice President of Investments and Mike Miller, Managing Director of Colonial Consulting.
The Holiday Train, presented in conjunction with Silicon Valley Community Foundation and Caltrain, spreads joy and the
community spirit of giving throughout the Bay Area. The dazzling show train, with more than 70,000 glittering lights, visits
nine stations between San Francisco and San Jose on December 6 and 7, 2014. This free family event facilitates the
collection of over 2,000 toys for local children who might otherwise have been forgotten at this time of year. The toys are
distributed after the event by The Salvation Army and Toys for Tots.
Family Giving Tree works with more than 300 social service agencies and schools around the Bay Area. Among the folks
they work with are homeless shelters, community centers, rehabilitation houses, schools and various nonprofit
organizations. Each year, these organizations help Family Giving Tree fulfill the needs of people in low-income
neighborhoods. We have 50 wish cards to be fulfilled this year. These wish cards detail holiday wishes from children and
adults who would go without anything during the holidays if not for the generous donations coordinated by Family Giving
Tree. If you're interested in receiving the name of a person in need and helping fulfill their wish, or would like to join us for
a day of volunteering to sort, organize, and wrap gifts at the Family Giving Tree warehouse, please contact Sean Fisher at
sfisher@siliconvalleycf.org. Unwrapped gifts are due to SVCF no later than December 8, and the volunteer day is
scheduled for Sunday, December 14 from 9:00 to 11:00 a.m.and we hope to get up to 50 people there to represent
SVCF.
1
Looking into 2015, the Foundation is holding our second annual day of giving —SVGives. Last year, over$8 million was
raised for over 600 local nonprofits. On May 5, 2015, we hope to exceed those numbers through both donor sponsorships
and individual donations.
Lastly, as December approaches, please don't hesitate to contact me if you need any assistance with year-end gifts or
IN-1 grants. I can be reached by phone at 650.450.54096 or by email at tsbecerra(d-)siliconvalleycf.org.
Thank you for your contribution to the community. I am really looking forward to connecting with you, and am here to
serve your philanthropic needs.
Warmly,
Tobi
Tobi S. Becerra
Philanthropy Advisor
����
SILICON VALLEY
community foundation`
Silicon Valley Community Foundation
Main:650.450.5400 Direct:650.450.5496 tsbecerra Ca�_siliconvalleycf.org
siliconvallevcf.orci twitter I facebook
SVCF's donors awarded$197 M to local charities in 2013 Learn more in our Year in Review.
2
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Home»About Us„ Staff» Tobi Sondgroth Becerra
Tobi Sondgroth Becerra
Philanthropy Advisor
As a philanthropy advisor,Tobi helps provide an experience of joyful giving to each donor by supporting their philanthropic
goals and deepening their engagement with SVCF.Tobi helps manage unique donor engagement events, as well as the
Donor Circle for the Arts.
Tobi has over a decade of experience in nonprofits, ranging from the development and implementation of aesthetic
education programs in K-12 schools, managing a professional modern dance company,and higher education
administration. She has a bachelor of fine arts degree in theatre and dance from Chapman University,a certificate in
dance from Alvin Ailey American Dance Center, and a certificate in nonprofit management from SUNY Purchase.
Additionally,Tobi is a yoga teacher and yoga teacher trainer.
A bay area native,Tobi, her husband, son and two dogs live in Santa Clara.
NATI[l\Al. COMM-4d III Comptiallos MA1 Nadanal
2440 West EI Camino Real,Suite f or Mountain View,CA 94040 tel:Statement
I Site faz:650 450.5401 p srAvruxrK- Standards for US Community Fa dali l .
info(ojsiliconvallevcf.om PIIVaCV Policy Disclosure Statement Site Mao
Copyright 2014 Silicon Valley Community Foundation.
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