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HomeMy WebLinkAboutAgenda Packet - LB - 2019.04.16� CITY rycl��i ius� I RPORATED � City of Burlingame Meeting Agenda - Final Library Board of Trustees BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Tuesday, April 16, 2019 5:30 PM Library Conference Room 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF MINUTES a. Library Board of Trustee Minutes for March 19, 2019 Attachments: Meeting Minutes 4. FROM THE FLOOR (PUBLIC COMMENTS) Members of the public may speak about any item not on the agenda. Members of the public wishing to suggest an item for a future Library Board of Trustee agenda may do so during the public comment period. The Ralph M. Brown Act (the State local agency open meeting law) prohibits the Library Board of Trustees from acting on any matter that is not on the agenda. 5. CORRESPONDENCE AND INFORMATION a. March 2019 Statistics Attachments: Library Programs March 2019, Circulation March 2019, 12 month Circulation March 2019 6. REPORTS a. City Librarian's Report Attachments: Report b. Foundation Report C. Speaker's Series d. Trustee Account Balance and Detailed Spending Re Attachments: Library Account e. Monthly Topic - Children's Department 7. UNFINISHED BUSINESS City of Burlingame Page 1 Printed on 6/5/2019 Library Board of Trustees Meeting Agenda - Final April 16, 2019 a. Lane Room Uaarade Reaort by D-Tech Interns b. Window Shade Quote Attachments: Quote 8. NEW BUSINESS a. Budget for Fiscal Year 2019-2020 Attachments: Proposed Budget b. Census Attachments: Census Summary 9. ANNOUNCEMENTS 10. ACTION ITEMS 11. ADJOURNMENT 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. City of Burlingame Page 2 Printed on 6/5/2019 K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED City of Burlingame Staff Report File Number: 19-0302 File Type: Discussion Item Version: 1 Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: Library Board of Trustee Minutes for March 19, 2019 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Status: Agenda Ready Agenda Number: a. City of Burlingame Page 1 Printed on 6/5/2019 Burlingame Library Board of Trustees Minutes March 19, 2019 Roll Call Trustees Present: Kerbey Altmann, Randi Murray, Mike Nagler, Lisa Rosenthal Trustee Absent: Andy Blanco Staff Present: Sidney Poland, Recorder Brad McCulley, City Librarian II. Conference Call - Silicon Valley Community Foundation The Trustees spoke with Andy Perkins - Director of Donor Engagement, Falah Madadha - Senior Investments Officer and Manuel J. Santamaria. They reviewed the historical performance of the Endowment Account since inception, and focused on 2018. Overall, the account has slightly underperformed the benchmark indices. Portfolio turnover of managers has remained low. The strategy including hedge funds and private equity is intended to reduce overall portfolio volatility. We agreed to have the same format - conference call for annual review in 2020. III. Amendment to the March Agenda The Trustees approved the motion to amend the agenda to add Trustee Appointments under New Business as a discussion item. M/S/C (Rosenthal/ Murray) IV. Library Board of Trustees Minutes The Trustees unanimously approved the minutes of the February 19, 2019 Trustee Board meeting. M/S/C (Rosenthal/Murray) V. From the Floor (Public Comments) There were not any representatives from the public who attended the Trustee meeting. VI. Statistics • The Trustees noted that since auto renewals have been included in the circulation count beginning in January, circulation statistics have shown an increase. • Items used in the library but not checked out are now being included in the circulation statistics. VII. Reports A. City Librarian's Report • Processing of passports has increased partially due to the addition of extra hours that have been made available to the public. • Edelweiss Training will begin as soon as all of our data is sorted and approved by the vendor. • Book to Action - Elaine Tai received a Book to Action grant in the amount of $ 1,200. The book selected for the library's community Book to Action program is March by John Lewis and Andrew Aydin. The purpose of the program is for the attendees to read, discuss and participate in civic activities in their community. B. Foundation Report The Foundation approved the budget request of the City Librarian in the amount of $ 136,670. C. Speaker's Series The committee is considering the possibility of having a series of jazz concerts and is currently in negotiations with a local organization. D. Trustee Account - Trustees reviewed the expenditures for the fiscal year 2018-2019. E. Draft Trustee Budget Request - 2019-2020 The Shade Store has provided an estimate of $28,000. Brad asked the Trustees to consider if the project should be completed at one time or in phases. VIII. Unfinished Business A. Fika Cafe - The Trustees approved the request of the City Librarian to allocate an additional $100.00 for the coupons that they are giving to the library staff to use at the cafe. B. Trustee Use of City E-Mail Trustees have received instructions on accessing their City E-Mail. IX. New Business A. New Building Security Issues Card readers have been installed for access to the Administrative, Children's and Reference areas, as well as Technical Services. Doorbells are going to be installed for use by delivery service personnel. B. Lane Room Upgrade Three interns from Design Tech High School in Redwood City will spend two weeks at the library developing and designing a plan for upgrading the Lane Room. C. Trustee Appointments Trustees Rosenthal and Blanco terms will be completed at the end of June 2019. Therefore, there will be two positions available for the Board of Trustees. Notices for the positions on the Library Board will be sent out on May 7tn. X. Announcements Trustee Murray will not be able to attend the April meeting. Trustee Nagler will not be able to attend the June meeting. 2 XI. Adjournment The Meeting was adjourned at 7:00pm. M/S/C) (Kerbey/Murray). The next meeting of the Library Board of Trustees will be held on April 19, 2019 in the Upper Level Meeting Room at 5:30pm. Respectfully Submitted Brad McCulley City Librarian City of Burlingame 3 K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED File Type: Discussion Item City of Burlingame Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: March 2019 Statistics Staff Report File Number: 19-0301 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Version: 1 Status: Agenda Ready Agenda Number: a. City of Burlingame Page 1 Printed on 6/5/2019 Library Programs March 2019 Adult Programs 29 432 programs patrons Children's, Teen, and Easton Programs E70 2,453 ograms patrons Highlights 4 part Mindfulness Series 114 patrons Repair Cafe 59 (see footnote for details) patrons Silly Seuss 214 patrons Holi 77 patrons Children's Book Tasting 20 patrons The Repair Cafe had 13 volunteers, including four new volunteers to do sewing and two new general fixers. Out of 45 attempted repairs, 41 items were fixed. Elaine Tai continued working on her Book to Action program, which included setting up a display in the library of large posters entitled Wherever there's a Fight. 12.400 12.200 12.000 11.800 11.600 11.400 BPL Circulation and Study Room Usage March 2019 - including Auto -Renewals & App Renewals —Main Circ — Easton Circ E-media Circ —Study Room Usage —Tech Lab Usage 1.200 Easto7pn longer hours during 1.000 Main renovation 400*4 t :1I 10.400 Main renovation E-media 5,252 0 Tech Lab / 420 ,Z::::Study Rooms 450 Easton 8,222 Main 59,212 Mar Mar Mar Mar Mar Mar 2014 2015 2016 2017 2018 2019 BPL Circulation and Study Room Usage - Trailing 12 Months March 2019 - including Auto -Renewals & App Renewals —Main Circ —Easton Circ — E-media Circ —Study Room Usage —Tech Lab Usage Tech Lab 1.300 E-media 1.200 1.100 Study Rooms Main 1.000 Easton 0.900 Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar 2018 2018 2018 2018 2018 2018 2018 2018 2018 2018 2019 2019 2019 K� CITY � �Ya 11 ysi�l II 2 �� 9 OgPORATED File Type: Discussion Item City of Burlingame Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: City Librarian's Report Staff Report File Number: 19-0303 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Version: 1 Status: Agenda Ready Agenda Number: a. City of Burlingame Page 1 Printed on 6/5/2019 City Librarian Report to Board of Trustees April 16th, 2019 BURL I NOAMI Personnel Updates: Comings and Goings o Welcome new on -call Librarian Jennifer Bousquet. Jennifer just received her degree and works part-time at Brisbane Public. Recruitments o Library Admin will be recruiting for 20-hour Volunteer Coordinator in April 2019 General Updates: o Monthly Topic — Childrens Department o Strategic Plan 2019/2020 - N/A o Passport Intake update - N/A o Policy - • Library Security Camera policy -- pending • Community Board Posting policy -- pending o Training - • Edelweiss training to commence May 3' o Significant Upcoming Events - • Aprill7th 6:30-8pm Book To Action: March! — "One Book One Community" event coming to the Fox Theater in RWC which coincides with a grant from Center for the Book. Elaine Tai will moderate. • April 27t' 2-3:30pm Poet Laureate of San Mateo County "Concert & Poetry" event o Facilities update - • New LED light bulbs will be installed soon to help save in energy costs ($130,000/year in PG&E bills) o Foundation report - • Speaker Series event June 7a' in coordination with "Jazz in the Ballroom" • New Foundation member Sarah Simpson welcomed o PLS/PLP — PLS voted to increase the consortium Overdrive budget from $400,000 to $458,000 for FYI 9/20 1 K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED File Type: Discussion Item City of Burlingame Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: Foundation Report Staff Report File Number: 19-0304 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Version: 1 Status: Agenda Ready Agenda Number: b. City of Burlingame Page 1 Printed on 6/5/2019 K� CITY � �Ya 11 ysi�l II 2 �� 9 OgPORATED File Type: Discussion Item City of Burlingame Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: Speaker's Series Staff Report File Number: 19-0305 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Version: 1 Status: Agenda Ready Agenda Number: c. City of Burlingame Page 1 Printed on 6/5/2019 K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED City of Burlingame Staff Report File Number: 19-0306 File Type: Discussion Item Version: 1 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Status: Agenda Ready Agenda Date: 4/16/2019 Agenda Number: d. To: Library Board of Trustees From: Title: Trustee Account Balance and Detailed Spending Report City of Burlingame Page 1 Printed on 6/5/2019 LIBRARY TRUSTEES ACCO"T DETAIL FISCAL 2018-2019 2/28/2019 .Account No Name 711/ 18 Balance 5320 Copier Fund $ 12.145.15 $ 5330 General Donations $ 1.398.42 $ 5340 Duncan Collections $ 50.522.54 5350 Education and Appreciation $ 2,413.82 5360 Farrel (Julial Book Fund $ 9.056.78 5390 Wiilert lWayne) Fund $ 5,777.47 Total $ 81,304.18 $ CITY OF 80RLINGAME OTHER LOCAL GRANTS & DONATIONS FISCAL YEAR 2018-19 AS OF FE13RUARY 2019 YTD YTD 2/28/2019 Revenue Expanses Balance Expense Detail 1.741.30 $ 1.384.28 $ 12,502.17 $1034.13 Copier and Lease expenses 200.00 $ 1,588.42 $ 1,683.92 $ 48,838.62 $1183.92 Sound fur Speaker Series- Gavin Janes $500.00 Edelweiss Collection Development $ 2,03L.78 $ 392.04 $200.00 Volunteer $5 Starucks gift cards $1831.78 Sixte's Brunch for Staff Appreciation $ 9,056.78 $ 5,777A7 $ - $4986.39 Shades for Reading Room $516,08 Gavin Janes Sound $275.00 Reto Rooter far Cafe 1.941.30 $ 10,877.45 $ 72,368.03 Updcted; 3/25/2019 (12128/19 Balance YTD- YTIY- Balance _ DEPT REV# EMP# DESCRIPTION 711120I11 Revenues e.pendR,ares 2/22/7019 I10RARY 39525 89525 Library Trustee Account 81,304.18 $ 1,94t10 10,877,45 72,368.03 K� CITY � �Ya 11 ysi�l II 2 �� 9 OgPORATED City of Burlingame Staff Report File Number: 19-0307 File Type: Discussion Item Version: 1 Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: Monthly Topic - Children's Department BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Status: Agenda Ready Agenda Number: e. City of Burlingame Page 1 Printed on 6/5/2019 K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED City of Burlingame Staff Report File Number: 19-0308 File Type: Discussion Item Version: 1 Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: Lane Room Upgrade Report by D-Tech Interns BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Status: Agenda Ready Agenda Number: a. City of Burlingame Page 1 Printed on 6/5/2019 K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED File Type: Discussion Item City of Burlingame Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: Window Shade Quote Staff Report File Number: 19-0309 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Version: 1 Status: Agenda Ready Agenda Number: b. City of Burlingame Page 1 Printed on 6/5/2019 Billing Address Bradley McCulley Burlingame Public library 480 Primrose Road Burlingame, CA 94010 USA 650-558-7401 m cculley(aplsinfo.org Shipping Address Bradley McCulley Burlingame Public library 480 Primrose Road Burlingame, CA 94010 USA 650-558-7401 mcculley[aplsi nfo.org 16 100% SATISFACTION GUARANTEE As a third generation family business our philosophy is simple - nothing is more important than our customer's satisfaction. We will do whatever is necessary to ensure you have the best experience and product possible_ Please know, all transaction information is encrypted through a secure socket layer (SSL) and we do not store any credit card information for the safest transaction possible. Product $260 Credits -$6,745.00 Shipping FREE Product Subtotal $20,235.00 Product Tax (9.000%) $1,821.20 Product Total $22,056.20 Installation Services $3,046.50 Installation Total $3,046.50 Your Total $25,102.70 This is just a preliminary quote. Once you and your Design Consultant finalize the order, you will receive an updated quote that will allow you to place your order right through this page. We do not store any credit card info for the safest processing. If you have any questions. please contact your Design Consultant or our main office at 800.754.1455 or design@theshadestore.cam. Thank you very much. K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED City of Burlingame Staff Report File Number: 19-0310 File Type: Discussion Item Version: 1 Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: Budget for Fiscal Year 2019-2020 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Status: Agenda Ready Agenda Number: a. City of Burlingame Page 1 Printed on 6/5/2019 CITY OF BURLINGAME, CA BUDGET YEAR 2019-20 FORM A: DEPARTMENT REQUEST - PART-TIME, OVERTIME, AND NON -PERSONNEL EXPENDITURES DEPARTMENT NAM Library FUND # 101 DEPARTMENT # 67500 FY18-19 Adopted FY19-20 Object # Object Description Budget Request $ Chg % Chg 011 011 PART-TIME SALARIES 546,729 546,729 0.00% 012 012 OVERTIME - - 0.00% 110 110 OFFICE EXPENSE 54,000 54,000 - 0.00% 119 119 CREDIT CARD FEES 1,500 1,700 200 13.33% New POS system Clover 122 122 PERIODICALS 22,000 22,000 - 0.00% 123 123 BINDING/MICROFILM 1,000 1,000 - 0.00% 124 124 CATALOGING EXPENSE 74,000 79,000 5,000 6.76% 125 125 NON -PRINT MEDIA 53,600 53,600 - 0.00% 129 129 BOOKS/PRINT MEDIA 223,000 223,000 0.00% 160 160 COMMUNICATIONS 9,400 9,400 - 0.00% 170 170 ELECTRIC & GAS UTILITIES 130,200 130,200 - 0.00% 175 175 DEPT WATER CONSUMPTION 12,000 12,000 - 0.00% 190 190 MAINTENANCE OF BUILDINGS AND GROUND 17,000 17,000 - 0.00% 200 200 EQUIPMENT MAINTENANCE 12,000 12,000 - 0.00% 209 209 ELECTRONIC RESOURCES 41,200 41,200 - 0.00% 220 220 CONTRACTUAL SERVICES 241,750 241,750 - 0.00% 235 235 COMPUTER MAINTENANCE 22,000 22,000 - 0.00% 240 240 DUES AND SUBSCRIPTIONS 2,000 2,000 - 0.00% 250 250 TRAVEL, CONFERENCES & MEETINGS 3,500 3,500 - 0.00% 251 251 DEPARTMENT HEAD CONFERENCE & MEETING 1,500 1,500 - 0.00% 252 252 STAFF CONFERENCE AND MEETINGS 5,000 5,000 - 0.00% 253 253 OUT OF STATE TRAVEL 2,500 2,500 - 0.00% 260 260 TRAINING AND SAFETY 3,000 3,000 - 0.00% TOTAL 1,478,879 1,484,079 5,200 0.35% Comments K� CITY � �Ya 11 ysiN' I I �c �� 9 OgPORATED File Type: Discussion Item City of Burlingame Agenda Date: 4/16/2019 To: Library Board of Trustees From: Title: Census Staff Report File Number: 19-0311 BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Version: 1 Status: Agenda Ready Agenda Number: b. City of Burlingame Page 1 Printed on 6/5/2019 • . CENSUS 2020 EV ONE COUNTS Key Messages and Supporting Talking Points December 2018 Background The next decennial census will occur in April 2020. The talking points below can be used to communicate key messages regarding Census 2020 efforts in San Mateo County. Key Messages and Supporting Talking Points 1. Every ten years, the federal government is required by the U.S. Constitution to count EVERY person residing in the United States through a national census. o This includes residents of all ages, regardless of citizenship or immigration status. o The census an actual Enumeration, not a sampling of the population. Ensuring an accurate count in the national Census is essential. o Political Representation: The Census data also determines the number of U.S. representatives each state sends to Congress and sets the district boundaries from the state down to local levels. o Federal Funding: Census data informs how the federal government will allocate $675 billion per year in funding to state and local governments based on the number of people living there. These funds go towards critical programs that support vulnerable populations. o Decision -making: Census responses provide the official statistics for the County and will be the main source of data for decisions made at the national, state, and local levels. Government, businesses, nonprofits, and foundations use Census data to allocate funding, define where services are delivered, and promote economic development. o Democracy: It is important for everyone to be counted in the Census to ensure all voices are heard and fairly represented. When census information is not accurate, it suppresses the voices of undercounted groups and regions, and undermines the basic political equality that is central to our democracy. Census 2020 is at high risk for an undercount. o Budget and Staffing: Despite declining self -response rates, the Census Bureau will be required to conduct the 2020 Census at a lower cost per household than in 2010. There will be fewer local offices, less field staff, less in -person and telephone follow-ups, and the primary strategy for data collection will be via internet. o Traditional Challenges: There have historically been challenges counting certain households and population groups. These include recent immigrants, people of color, households with limited English proficiency, households with low income, children under 5 years old, renters and those with unstable housing. ■ California has historically been the hardest -to -count state in the nation. Three out of 4 Californians belong to one or more groups that tend to be undercounted. ■ The County of San Mateo is home to many of these hard to count groups: 0 35% of residents are foreign born 0 47% speak a language other than English at home y aF spry �; ■r COUNTYOFSAN MATEO ` E " S " 5 CIFOPOFFICE OF COMMUNITY AFFAIRS 2 �� 2��� CENSUS 2020 EVE BONE COUNTS Key Messages and Supporting Talking Points December 2018 o New Challenges: In 2020, there will be additional new challenges. ■ Internet Response: For the first time, there is an expectation that most households will complete the Census survey online. This presents barriers for those with limited digital access/literacy or cybersecurity concerns. ■ Citizenship Question: One of the most significant changes to Census 2020 survey is the potential reinstatement of a citizenship question. This question is likely to discourage immigrants, who are facing a negative and uncertain climate, and their families from participating. ■ Distrust & Data Privacy: There is a widening distrust of government among diverse segments of the population (immigrant and nonimmigrant alike), raising concerns about how census data will be used and whether it will remain confidential. 4. An undercount in Census 2020 will negatively affect all residents in our county. o Funding: An incomplete count will hinder our County from getting it's fair and sufficient share of federal funds that support critical programs, including: ■ Medical assistance ■ Foster care and child care ■ School nutrition and Supplemental Nutrition Assistance Program ■ Section 8 and other housing assistance ■ Highway planning and construction For each individual not counted in Census 2020, it is estimated that California will lose $1,958 of federal funds per year for the following decade. o Decision -Making: An inaccurate count will also impact many other important decisions that affect our county. For example: ■ City governments use census data to decide where to provide utilities and build parks, schools, libraries, and other community buildings. ■ Businesses use census data to decide where to open facilities and what types of services/products to provide. ■ Developers use census data to build new homes and revitalize old neighborhoods. ■ Transportation planners use census data to decide on public transit routes. ■ Citizen organizations rely on census data to identify community needs, request and fund programs, monitor trends and assess program effectiveness. ■ Residents use census data to support community initiatives involving legislation, quality -of -life, and consumer advocacy. o Representation: Census data is used to draw boundaries for every level of government in CA down to the school districts. If segments of our county are not counted in 2020, their voices and needs will not be considered when making important policy, program, and budget decisions. OF t. COUNTYOFSAN MATEO ` E " 5 " 5 OFFICE OF COMMUNITY AFFAIRS 2029 1ppR. SpN MpTEO COUNTY CENSUS 2020 EVE BONE COUNTS Key Messages and Supporting Talking Points December 2018 S. The County of San Mateo is taking steps to ensure that ALL residents get counted in Census 2020. o Census Master Address File Update: The County, combined with cities, submitted over 30,000 address corrections and additions to the Census Bureau Master Address File, which will be used to send out information about Census 2020 and conduct follow up for households that don't respond. o Coordination with state and regional efforts: The County is working closely with the state officials and representatives from other local governments to ensure that Census 2020 outreach efforts in CA maximize resources and benefit our County. o Complete Count Committee: The County, in partnership with THRIVE Alliance of Nonprofits in San Mateo and the San Mateo County Economic Development Association, has formed a committee of private, nonprofit, and community leaders to guide the development and implementation of strategies to reduce undercount. o Community Engagement: The County will collaborate with trusted community organizations and institutions that can educate residents about Census 2020, motivate them to participate, and support them in completing the survey. o Communication Campaign: The County will develop and implement a campaign using media and community outreach to increase awareness and encourage participation in Census 2020. OF t. COUNTYOFSAN MATEO ` E " 5 " 5 OFFICE OF COMMUNITY AFFAIRS 2029 1ppR. SpN MpTEO COUNTY