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HomeMy WebLinkAboutAgenda Packet - LB - 2017.06.20CITY O p ipQRATED , City of Burlingame Meeting Agenda - Final Library Board of Trustees BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Tuesday, June 20, 2017 5:30 PM Library Conference Room 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF MINUTES a. Library Board of Trustee Minutes for May 31, 2017 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 Board of Trustees agenda may do so during this public comment period. The Ralph M. Brown Act (the State local angency open meeting law) prohibits the Board of Trustees from acting on any matter that is not on the agenda 5. REPORTS a. City Librarian's Report - Refer to May Report b. Foundation Report 6. UNFINISHED BUSINESS a. Program Strategy for Adult Services Attachments: Paoletti Consulting - Acoustical Consulting Program Ross McDonald Co., Inc. Quote - Wooden Furniture b. Project Proposal: The Library t-shirts with mission statement Attachments: Project Proposal C. Update on Discipline of Two Teenagers from the Library 7. NEW BUSINESS City of Burlingame Page 1 Printed on 611612017 Library Board of Trustees Meeting Agenda - Final June 20, 2017 a. San Mateo Public Library's Programming Idea for Young Adults (21 years and over) Attachments: Programming Ideas b. Burlinaame Public Librarv: Bike Lock Policv Attachments: Bike Lock Policy C. Funding for Digitalization of Advance Star Project & ANNOUNCEMENTS 9. ACTION ITEMS 10. ADJOURNMENT Any writings or documents provided to a majority of the Library Board of Trustees regarding any item on this agenda wwill be made available for public inspection at the Reference Desk of the Burlingame Public Llbrary, 480 Primrose Road, Burlingame, California. City of Burlingame Page 2 Printed on 611612017 Burlingame Library Board of Trustee Minutes May 31, 2017 I. Call to Order President Altmann called the meeting to order at 5:30 p.m. II. Roll Call Trustees Present: Kerbey Altmann, Mike Nagler, Andy Blanco, Randi Murray, Lisa Rosenthal Staff Present: Brad McCulley, City Librarian, Sidney Poland, Recorder, Kathy Von Mayerhauser, Manager of Children's Department and Kim Day, Teen Librarian Note: The Trustees agreed to move Item VIII —Banning of Two Teenagers From the Library to the beginning of the meeting. VIII. New Business - President Altmann officially turned the meeting over to Brad McCulley, City Librarian, to facilitate the Trustees discussion regarding disciplinary action of the two Teenagers from the Library. The Teenagers will be referred to as Teen One and Teen Two. A. Reason for Disciplinary Action • Brad advised the Trustees that two teen-age boys were suspended from the Library due to the following actions (1) being involved with lighting a small fire on the front lawn and (2) getting on the tile roof from the public patio. • Letters were sent to parents and/or guardian of both boys stating the reason for their suspension from the Library and surrounding areas. The suspension is to be in effect until further notice from the Library. • Parents of Teen "One" met with Brad McCulley, Kathy Von Mayrhauser and Kim Day to discuss the suspension. The father of Teen One noted that his son took the meeting very seriously. B. Review of Unacceptable Behavior — Kim Day • Kim gave a detailed account of the May 4th incident and noted that behavior issues began last fall and have become increasingly worse. Teen One and Teen Two have been suspended for a day due to their disruptive behavior and were suspended for a week before this recent issue. • Kim oversees the Teen Room as part of her work day schedule and interacts with the teens on a personal level. One of her concerns is that the disruptive behavior of Teen One and Teen Two has resulted in other teens not coming to our Library. • Kim noted that Teens use the Library as their "second home" and every effort is made to provide a safe, fun, comfortable place for them to be. They are not allowed to impede on other's use of the Library. • In an ideal situation, the teen room should be an enclosed area. This would alleviate problems and complaints regarding the noise factor. • The Progressive Discipline Policy for Teens approved by the Library Board of Trustees at the April meeting is now in effect. • Kim felt that in the future the Library might consider a partnership with the Recreation Department to establish a homework center, and other programming, which would offer teens a more structured environment after school. Currently Belmont and other libraries offer this service to their teens. C. Trustee Concerns, Suggestions and Possible Consequences for Unacceptable Behavior • Brad offered a possible solution given to him by Jane Light that would permit the teens to use library services during their 6 month ban. Initially the teen should be banned for 6 months but allowed to come to the Library with a parent or guardian to use its services for school work. If after 3 months of acceptable behavior, the teen can be put on probation and allowed to use library services freely. Any unacceptable behavior during the probationary period would reinstate the 6 month ban. • The Trustees were concerned that (1) some students go elsewhere to study due to disruptive behavior of some teens; (2) library should be a place to learn not to "hang out"; and (3) teens need to understand rules and consequences of unacceptable behavior. • Trustees suggested that perhaps peer tutoring could be initiated to help students who have difficulties with their homework. D. Trustee Action The Trustees unanimously passed the following motion setting the time frame and conditions that Teen One and Teen Two will have to follow: • Teen One and Teen Two will be banned from the Burlingame Library, including the outside area and parking garage, for a 6 month period but will be granted usage of Library services for homework purposes if accompanied by a parent or guardian. Parent or guardian must remain with the teen at all times. Staff will notify police that Teen One or Teen Two are trespassing if either of them is seen without his parent or guardian in the library or the surrounding areas. • After 3 months of acceptable behavior, either Teen One or Teen Two can be placed on probation and permitted to use the Library freely with the condition that a contract with the Library be signed stating that they understand the reasons for being banned. • If at any time either Teen One or Teen Two exhibit any unacceptable behavior, the 6 month ban will be reinstated. E: Parent Comments The parent of Teen One agreed with the disciplinary action of the Trustees and noted that he was sorry his son was such a concern to staff. III. Library Board of Trustees minutes The Trustees unanimously approved the minutes for the March 21, and April 18, 2017. M/S/C (Nagler/Rosenthal). IV. Correspondence and Information A. Library Statistics April 2017 The Trustees reviewed the statistics and agreed that further discussion was necessary to determine what information they want the graphs to provide. B. Financial Reports Trustee Murray requested that closer to the end of the year, a meeting be scheduled with Paul Velaski, Chief Operating Officer and Chief Financial Officer of the Silicon Valley Community Foundation to meet with the Trustees regarding the Library's investments with the Foundation. V. From the Floor (public comments) Irving Agard — Trustee Candidate Mr. Anderson — Parent of Suspended Teen VI. Reports A. City Librarian's Report 1. New Employees - Vanessa Quan, (Technical Services Dept.), Carmen Olmedo (Circulation Dept.) and Sarah Tinkham (Circulation Dept.) have joined the Library staff as Library Assistants. These employees are scheduled for not more than 18 hours per week. The Healthy Working Family Act of 2014, amended in 2016, permitted hourly employees to be given one hour of paid sick leave for every 30 hours worked. The City Council agreed to include vacation time in the hourly employees wage package based on number of hours worked effective January of 2016. 2. Passport Update — The Library is considering the possibility of adding 1 extra hour per month for City Employees. Library employees would still be ineligible for this service. Our service is currently booked 2 months out partially due to the fact that 10 year passports to Canada and Mexico are expiring. 3. PLS E-Book Subcommittee — Brad noted that the e-book subcommittee is still researching options for an e-book platform that all PLS patrons will be able to access. Hoopla and Kanopy are still under consideration for "streaming" possibilities. Hoopla provides e-books, music, and movies but might not be cost effective. Kanopy provides art house movies which are not as popular as those available through Hoopla. VII. Unfinished Business A. Program Strategy for Development of Trustee Speaker Series Trustee Murray noted that Christine Funk of the Library Foundation has joined the sub -committee of Brad McCulley, Tommy McMahon, Randi Murray and Mike Nagler. The purpose/mission of the Trustee speaker series is to find speakers in a variety of fields such as art, current affairs, science and technology that will be of interest to all ages of the community. Ideas of how to begin developing the series were discussed. • Speakers would be well known i.e, Jackie Speier • Events would be free to the public — 5 events a year (tentative) • Goal is to have attendees in a range of 80-300. • Have some kind of ticket implementation to ascertain attendees for specific event. • Put together a budget. At some point include Foundation as it funds Library programs. • Research how to provide proper lighting, sound and seating. • Some speakers/authors would be paid. Others might request a donation to their favorite charity. • Library staff would be asked to research possible speakers that live in the Bay Area and help with marketing, posters etc. • Create new way to get volunteers involved in Library activities. Trustee Murray set the date of June 20th at 4:OOpm to meet and discuss the particulars of this project. IX. Adjournment Meeting was adjourned at 7:00 p.m. M/S/C (Rosenthal/Murray). The next meeting of the Library Board of Trustees will be held June 20, 2017 in the Library Conference Room at 5:30 p.m. Respectfully Submitted, Bradley McCulley City Librarian Burlingame Public Library Paoletti Consulting dpaoletti88@gmail.com 415-990-5229 23 May 2017 Bradley McCulley City Librarian mcculleygplsinfo. org 650-558-7401 Burlingame Main Public Library 480 Primrose Rd. Burlingame, CA 94010-4083 Subject: Acoustical Consulting Proposal Burlingame Public Library Burlingame, CA Dear Mr. McCulley, This document will present our proposal for acoustical consulting services related to excessive noise conditions at the Burlingame Main Public Library. PROJECT UNDERSTANDING We understand the Burlingame Main Public Library was built and opened in 1931 with a major reconstruction in 1997 and a more recent interior renovation. There is concern for excessive noise transmission vertically between floors via the openness of the interior space, especially when children and young adults are present i.e. after school. We have been asked to visit the site to observe the building in use and to make comments and recommendations that would help to reduce/minimize noise transmission in certain spaces. SCOPE OF WORK Based on our current understanding, we outline below the scope of work we anticipate for this project: Visit the site to look at the building structure and meet to discuss the issues (done); Observe and experience the noise issues that have been identified; Assess the cause and severity of the problems and provide potential solutions to meet owner/occupant expectations. Our work product will take the form of sketches and notes to indicate the noise problems and recommendations with supporting narrative where necessary to explain our recommendations. We would request as built drawings of the library, assuming they are available. The specific areas of concern (in order of priority) include: • Main Level Teen Area: Reduce the noise level in the Teen area and from the noise traveling to other areas of library • Lower Level Lane Community Room: Optimize the existing interior space to support live music events. This includes reducing excessive noise from the HVAC and air distribution system. • Main Level Library Reading Room: Provide conceptual recommendations for optimum room sound quality and loudspeaker options. • Main Level Children's Area: Reduce the noise level from the Children's Area from traveling to other other areas of the library If requested, we can follow-up with additional detailed or new recommendations. We can also be available to perform additional consulting work on the project during and after construction as requested, based on our initial findings and follow up discussions. At this time, no acoustical measurements of before or after conditions of acoustical environments are being proposed. CONSULTING FEE Our estimated technical consulting fee for the initial site visit, assessment, and recommendations described above is $ 2,500. There are no additional reimbursable expenses. We have allotted up to 10 hours of consulting work associated with the scope of work described above. All other additional consulting work, if required, can be discussed after our initial level of effort is completed. TERMS OF AGREEMENT Fees contained in this proposal are valid for thirty (30) days from the date of the proposal. Invoicing: Fees are invoiced monthly on the basis of the percentage of completion or level of effort for the given scope of work. Invoices are due and payable within 30 days of invoice date. Architectural Drawings and Documentation: Fees contained in this proposal are based on the assumption that project drawings and documentation as required will be provided in a timely fashion in order to complete our work. Additional Services: The scope of services for this project shall be limited to those expressly set forth herein, and shall have no other obligations or responsibilities except as agreed to in writing or as provided in this agreement. 2 If additional services or scope of work is required, including request for changes in previously approved work, additional compensation will be invoiced at the following standard hourly rates: Principal $250 Support staff as required $115-$200 Reimbursable Expenses: Reimbursable expenses, if approved, will be invoiced at cost, for project -related direct expenses including, but not limited to travel and lodging, printing, express mail delivery, etc. Automobile usage outside of the San Francisco Bay Area will be invoiced at the rate of $.55/mile. A nominal equipment use charge will be invoiced for measurement equipment and other materials required during the course of the testing process. Contract Termination: Should the project be suspended for more than three (3) months or abandoned or should our services be terminated prior to our completion of the approved scope of work, we shall be compensated for all services performed and reimbursable expenses expended up to the date of receipt of written termination notice. If the project is resumed after being suspended for more than three (3) months, our compensation shall be equitably adjusted. Extent of Agreement: This agreement will constitute the entire agreement of the parties concerning the project and supersedes all prior negotiations. This agreement may be modified only in writing, if agreed to by both parties. If you find this proposal agreeable, kindly signify your acceptance in the space provided below, and return a copy for our files. We are available to begin work on this project when formal authorization is received. Sincerely yours, Dennis Paoletti Principal FASA FAIA On behalf of the Burlingame Public Library System: Signature Date 3 Ross McDonald Co., Inc. LIBRARY FURNITURE & SHELVING SOLUTIONS 1154 Stealth Street _T= Livermore, CA 94551 ph. 925,455.1635 1 fax 925.373.1227 www.rossmcdonaid.com Brad McCulley City of Burlingame Library 480 Primrose Road Burlingame, CA 94010 QUOTATION Project No.: B17069 Quote No.: 1 Date: 5/10/2017 Phone No.: Fax No.: mcculley(cDplsinfo.orp Worden Library Furniture Quantity Description Unit Price Total 16 Pin -Fast shelving end uprights 24" x 54" - Red Oak stained to 280.00 4,480.00 match. 12 Concealed casters for pin -fast shelving units - W-48-MSB 180.00 2,160.00 Total Material Net: 6,640.00 Sales Tax: 8.75% 581.00 Freight and Installation: Quotation Total: 2,062.00 Terms L$9,283.00 Net 30 Bob Schmidt E-mail: rschmidt(a)rossmcdonaId. com ---—--—--—--—--—--—--—--—--—--—--—--—--—--—--—--—--—------ Quotation Accepted* Date *signed quotation will allow Ross McDonald Co. to proceed with order. B17069 Burlingame Rolling Shelving Units Page 1 of 1 Quote Furniture Burlingame Public Library May 3111, 2017 Project Proposal: Burlingame "The Library" t-shirts with mission statement Background Last summer the Library Board of Trustees provided the funding for "the Library' t-shirts for BPL staff. Library staff have worn the t-shirts throughout the year at various library events and programs. Many of our patrons have commented on the t-shirt design and have requested to purchase one for themselves. Objectives • Offer newer library staff, Library Board of Trustees and Library Foundation members a free t-shirt • Let staff who received a t-shirt last year purchase additional t-shirt(s) with new mission statement design • Sell the new style t-shirts to the general public at the Main Level Information Desk T-shirt design now with new mission statement on back side Scope • An ongoing project of selling these t-shirts to the public until demand subsides. • Sell the t-shirts for approx. $15 each or more • Money collected from selling t-shirts could go toward library programming and/or re -stocking t-shirt supply Timeframe Description of Work Start and End Dates Phase One Submit Design and Printing t-shirts to Customink Early June 2017 Phase Two Distribute t-shirts to staff Mid June 2017 Phase Three Start selling t-shirts to the public at Main Level desk Late June 2017 Project Budget Description Anticipated Costs One Purchase t-shirts for new staff & foundation $ 300 volunteers. Ladies sizes available— 25 Two Purchase t-shirts to be sold to public at $15 each. $ 700 Sell only standard adult t-shirt sizes: Small, Medium, Large & XL - 60 Total $ 1000 Burlingame Public Library May 3151, 2017 Project Proposal: Burlingame "The Library" t-shirts with mission statement Ladies' Size Chart Men's Size Chart 5 b" nor unm up acids n �.❑.r f 4 \ekl _ 36." r s l s M L XL height Ana 52" Ka 5'S" she 5'1m" EI¢abeth 55" weight aressxire: 11o6s 2 1306s 8 15oDa 'la 1806s 14 M L XL cheat 34" 36" 40.5" 43" waist 2T 29" 355" 38' ... .. garment measonvnenta limcnes) 5 M L 1R length 25 25 2T 28 wiJlh 17 19 21 23 ZKL 2 5 25 name: U&I height 5'7.5" weight 1301. chest: 32.5" waist: 27' Mal[ Ben Mari; SYg.S" 155 L. 1856s 22D L. 36.5" Cr 44' 32" 32" 36" 1 len9iM1 (sM1ou erseam a[ml6rbhIXmm em) wiMha M1 [9de m saes 1' het�.ru�:lei) garment mess —ents inches) Customink Name: Email: T-Shirt Size lee, �.. •' '! i �. • • i, Mateoan Public Library Description of Programming Concept As new and emerging trends occur in the library profession, it is important for the San Mateo Public Library to consider integrating such trends in order to increase usage and engage different demographics, specifically library patrons in their 20s and 30s. One such trend is the inclusion of alcoholic beverages as part of the complement of refreshments at library programs. Non-alcoholic beverages such as iced tea and coffee would also be available. Though alcohol would be available at these programs, it would not be the focus nor would it be explicitly advertised on the flyer. The library would strive to keep the focus on the topic at hand and while the subject matter may be alcohol -related, the purpose of the program is educational and serves the Library's goal of engaging community members that fall into the millennial generation. Controlled Registration Library patrons would rsvp to the event either online using the website Smoothbook (an online appointment site) or Eventbrite. Using this method will allow the Library to target those who range in age from 21 to 35. Publicity will explicitly delineate that the program is for those who are 21 and older. Registration of Attendees Attendees would need to check -in when they arrive to confirm they are on the registration list. No Sale of Alcoholic Beverages The event is free and open to those who are 21 and over. There would not be any sales of alcoholic beverages. Funding for this program would be provided by the Library Foundation. Servers of Alcohol Beverages Alcohol would only be served and poured by Library staff. Beer and wine will only be served in plastic cups. To control consumption, each attendee will receive 2 tickets that they can redeem for 2 alcoholic beverages. Each program would be staffed by 2-3 library staff who would monitor exits and control usage. LEAD/Alcohol Beverage Control (ABC) Training Library staff would complete the LEAD/Alcohol Beverage Control (ABC) training. Public Safety All requisites proposed by the City and City Police would be followed. Burlingame Public Library: Bike Lock Policy The Burlingame Public Library (BPL) provides bike locks in order to secure bicycles to our provided bike racks. This program offers patrons who have forgotten their bike locks an alternative to leaving their bikes unlocked. As noted in the Library's behavior policy, "Bringing large objects such as shopping carts, luggage, bicycles, etc. into the library" is not permitted. Disclaimer: By loaning bike locks BPL does not assume any responsibility for property if it is lost, stolen, or damaged. The borrower accepts all legal liability associated with the use of the lock & key. By borrowing the bike lock/key, the borrower agrees to pay for the lock/key if damaged, lost, or stolen. Overdue fines are $1.00 per day. Here's How it Works: •Bike locks are available for check-out from the Main Level Information desk •Bike locks are available to patrons with a valid PLS library card or alternatively a patron may leave a valid California ID card on file while the lock is in use. •Bike locks are available for use during the patron's library visit and must be returned by the end of the day. •Bike locks CANNOT be returned to the book drop and must be returned to the Information Desk •Overdue fines of $1.00 per day will accrue for each day the lock is overdue; if the lock is not returned the patron is responsible for the full replacement cost. Approved by the Burlingame Public Library District Board of Trustees, June 20th, 2017 I have read the above policy and understand that the Library does not assume any responsibility for property if it is lost, stolen, or damaged. Name: Signature: Date: