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HomeMy WebLinkAboutAgenda Packet - LB - 2022.08.16CITY v 0 ticow � � rPORATED Tuesday, August 16, 2022 City of Burlingame Meeting Agenda - Final Library Board of Trustees 5:30 PM BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 On September 16, 2021, Governor Newsom signed into law AB 361 which allows a local agency to meet remotely when: 1. The local agency holds a meeting during a declared state of emergency 2. State or local health officials have imposed or recommended measures to promote social distancing 3. Legislative bodies declare the need to meet remotely due to present imminent risks to the health or safety of attendees On July 5, 2022, the City Council adopted Resolution Number 087-2022 stating that the City Council and Commissions will continue to meet remotely for at least thirty days for the following reasons: 1. There is still a declared state of emergency 2. The State recommends that individuals in public spaces maintain social distancing and wear masks 3. The City can't maintain social distancing requirements for the public, staff, COuncilmembers, and Commissioners in their meeting spaces Members of the public may view the meeting by logging into the Zoom meeting listed below. Members of the public may provide written comments by email to publiccomment@burlingame.org The length of the emailed comment should be commensurate with the three minutes customarily allowed for verbal comments, which is approximately 250-300 words. To ensure that your comment is received and read to the Library Board of Trustees for the appropriate agenda item, please submit your email no later than 5:00 p.m. on August 16, 2022. The City will make every effort to read emails received after that time but cannot guarantee such emails will be read into the record. Any emails received after the 5:00 p.m. deadline which are not read into the record, will be provided to the Library Board of Trustees after the meeting. Online City of Burlingame Page 1 Printed on 8/12/2022 Library Board of Trustees Meeting Agenda - Final August 16, 2022 1. CALL TO ORDER - 5:30 p.m. - Online To access the meeting by computer: Go to www.zoom.us/join Meeting ID: 816 3596 3226 Passcode:403653 To access the meeting by phone: Dial 1-669-900-6833 Meeting ID: 816 3596 3226 Passcode:403653 2. ROLL CALL 3. PUBLIC COMMENTS Members of the public may speak about any item not on the agenda. Members of the public may suggest an item for a future Library Board of Trustees' agenda during the public comment period. The Ralph M. Brown Act (the State local agency open meeting law) prohibits Trustees from acting on any matter that is not on the agenda. 4. PRESENTATION Update from Silicon Valley Community Foundation Representative Sheryl Platon 5. APPROVAL OF MINUTES Approval of Library Board of Trustees' Meeting Minutes for July 19, 2022 Meeting Attachments: Meeting Minutes 6. CORRESPONDENCE AND INFORMATION July Statistics Attachments: 7. REPORTS 8. NEW BUSINESS Adult Services Statistics July 2022 Children's and Teens Monthly Statistics Monthly Topic - Annual Staff Development Day Attachments: August Monthly City of Burlingame Page 2 Printed on 811212022 Library Board of Trustees Meeting Agenda - Final August 16, 2022 Silicon Valley Community Foundation Roger and Jean Hunt Duncan Fund Attachments: Questions Trustee Professional Development/Tuition Reimbursement Program Attachments: Trustee Professional Development (draft) Tuition Reimbursement Program Request Funding for Meet and Greet Events 9. ANNOUNCEMENTS 10. ADJOURNMENT Any writings or documents provided to a majority of the Library Board of Trustees will be made available for public inspection at the City of Burlingame's website: www.burlingame.org. City of Burlingame Page 3 Printed on 811212022 Burlingame Library Board of Trustees' Minutes July 19, 2022 I. Roll Call Trustees Present: Kris Cannon, Danielle Garcia. Mark Lucchesi, Mike Nagler, Elisabeth Ostrow Staff Present: Brad McCulley, City Librarian Sidney Poland, Recorder II. Library Board of Trustees Minutes. The Trustees unanimously approved the minutes of the June 21, 2022 Trustee meeting. M/S/C (Nagler/Ostrow) III. June Statistics • Children's staff held 158 programs with an attendance of 5,322. Children's story times that are being held outside on the lawn of City Hall are drawing over 100 children with their parents or caretakers. • Adult Services held 17 programs with an attendance of 150. • Next month statistics will include Circulation figures from Main and Easton and the addition of a "Year to Date" figure for all programs and attendance. IV. Reports A. City Librarian's Report — Highlights 1. Art Design — Artist, Barbara Burke, who has created the bronze ribbon art design that will eventually hang in the stairwell, has invited the Trustees to visit her studio. Her Address will be provided to Trustees. 2. Progressive Discipline Guidelines • This document is not a policy and does not have to be approved by Trustees. • These guidelines were specifically written for middle school and teens who were consistently exhibiting unruly behavior in the library. • The guidelines apply to any person in the library who does not adhere to proper library behavior. • The guidelines are enforced by any adult staff person who is present at the time 1 B. Foundation Report The Foundation does not meet in July. Sara Simpson has interviewed three qualified organizations that have the skills to remediate the Benny Bufano Owl and is in the process of obtaining quotes. V. Old Business A. AMH • Brad, the City Librarian, and Jason, Acting Technical Services Manger met with a representative from Lyngsoe regarding the purchase of a new AMH and decided to purchase their product. • Cost of the AMH is approximately $150,000 which is half the cost of our current AMH. • Lyngsoe will remove our current AMH and recycle it. • Purchase date for the AMH is June of 2024 and is estimated to take 8 months from start to finish for installation. B. Date for Next Meet and Greet with BPL Staff Trustees Cannon and Ostrow presented suggestions for The next meet and greet with staff. Trustee Garcia will send out a google doc to determine the best date for all Trustees. Trustee Ostrow will do the invitations and Brad, the City Librarian, will send them out. C. Recognition for National Charity League Mural Painters Brad, the City Librarian, advised the Trustees that his e- mail to the artist has been sent. D. Poet Laureate Discussion 1. The possibility of a City Poet Laureate was discussed by the Trustees. 2. The Trustees confirmed their support of the National Youth Poet Laureate Program by unanimously passing the motion of Trustee Nagler to fund the initial fee of $2,500. M/S/C (Nagler/Garcia) 3. Trustee Nagler suggested that Eva Chen, Poet in Residence, and Jenny Miner be invited to the August meeting and perhaps Eva could open the meeting by reciting one of her poems. E. Banner for Banned Book Month in September Maryam will create graphics for two vinyl banners with a saying referring to banned books. ►i VI. New Business A. Monthly Topics —Library Priorities • The library is working on succession planning as some employees are retiring in the near future. • The Technical Services Manager position has still not been filled. Jason Yap is currently serving as Acting Manager of Technical Services. B. Silicon Valley Community Foundation • Brad, the City Librarian, had a meeting with the representative, who manages the Roger and Jean Hunt Duncan Fund for the library. • Brad, the City Librarian, was advised that the Duncan Trust is the Silicon Valley Community Foundation's only fund that does not pay out a divided and inquired as to whether the Burlingame Library would agree to have a yearly dividend. • The standard dividend is 5% of the balance available for grants. • The Trustees requested that Brad ask the representative to attend the next meeting as they have many questions regarding changing the process of distributing funds. • Brad, the City Librarian, will set up a google doc. for the Trustees to post their questions. C. Fund Education for Staff Trustee Nagler noted that he felt the Trustees should encourage and provide funds for staff who want to work towards obtaining their MLIS. VII. Action Items • The City Librarian, will follow up on his correspondence that was Sent to the National Charity League Skyline Chapter. • The City Librarian will ask Jenny Miner and Eva Chen to attend the August meeting. • Trustee Garcia will set up a google doc. to determine a date for the next Trustee Meet and Greet Event. • The City Librarian will find out if the representative from the SVCF can attend the August meeting and will set up a google doc. for the Trustees to post their questions. 3 VIII. Agenda Building Agenda items for the next meeting are listed below. • Recognition for mural painters. • Banner for Banned Book Month • Silicon Valley Community Foundation • Fund Education for Staff • Request Funding for Meet and Greet Events IX. Adjournment The meeting was adjourned at 7:10PM M/S/C (Nagler/Garcia) The next Zoom meeting of the Library Trustees will be held on August 16, 2022 at 5:30. Respectfully Submitted Brad McCulley City Librarian Burlingame Public Library 4 Adult Services Stats July 2022 Program Date # Programs Attendance Sit N Stitch Tuesdays 3 15 English Learners Group Wednesdays 8 & Thursdays 39 "Chinatown Rising" Virtual 7/7 1 Screening & Community 39 Discussion Social Emotional Learning for 7/9 1 Parents & Teens - Let's talk 6 About Rest Explore Sound Healing 7/12 1 17 Genghis Khan: Hero or Tyrant 7/12 1 Presented by the Asian Art 0 Museum Stanford Blood Drive 7/13 1 36 Library Bike Outreach at 7/14 1 28 Farmer's Market Sterling Court Outreach 7/20 1 11 Booked on Crime 7/21 1 6 Social Emotional Learning for 7/23 1 Parents & Teens: Let's Talk 10 About Emotions Reducing Anxiety Through 7/26 1 9 Meditation Total 21 216 2022-2023 July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June total Programs 21 Attendance 216 2021-2022 (Previous Year) July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June total Programs 15 12 14 13 15 12 13 19 23 22 15 18 191 Attendance 106 53 122 58 100 61 66 155 185 128 134 260 1428 Adult Services Stats July 2022 Kanopy Month Plays Cost per play Kanopy Kids and K Series (Great Books) Monthly Invoice $5/month for unlimited plays July 351 $2 4 KIDS and $762 2022 8 Great Courses 363 total plays Pronunciator (Language Learni New registrations ITotal registered users I Sessions I Top 3 languages 4 1163 17 1 Spanish, Japanese, English Ancestry.com Sessions Searches run 65 2699 Universal Class Sessions Lessons viewed New registrations Videos watched Student submissions 9 56 1 45 74 Children's and Teen Monthly Statistics 2022 J U LY Children's Desk Reference Questions 1,090 Easton Branch Reference Questions 355 Programs Attendance STORYTIMES Easton Storytime indoors/in person 4 101 Thursday Outdoor Storytime 4 424 Friday Outdoor Storytime 5 452 TOTAL STORYTIMES 13 977 CLASS VISITS Preschool Class Visits at Schools Preschool Class Visits at Library Virtual Elementary School Class Visits on Zoom Elementary School Class Visits at Library Middle School Class Visits at Schools Middle School Class Visits at Library TOTAL CLASS VISITS 0 0 SPECIAL PROGRAMS FOR CHILDREN D-Tech Robotics July 7 1 17 D-Tech Robotics July 14 1 17 D-Tech Robotics July 22 1 18 Baby Sign Language In person/outdoors 1 36 Food & Fiction for Tweens in person 1 15 Family Fun Night July 5 Village Rhythms 1 133 Family Fun Night July 12 Steve Chaney 1 210 Family Fun Night July 19 Bri Crabtree 1 283 Family Fun Night July 26 Puppet Art Theater 1 230 Storywalk Guestbook 1 19 Tiny Art program & display 1 48 Summer Scavenger Hunt 1 97 Books, Bingo, Bubbles in person 1 73 TOTAL SPECIAL PROGRAMS FOR CHILDREN 13 1,196 SPECIAL PROGRAMS FOR TEENS Teen Tuesday Lunch July 12 1 11 Teen Tuesday Succulents July 19 1 11 Teen Tuesday Dessert is served July 26 1 14 Toastmasters for teens 4 61 TOTAL SPECIAL PROGRAMS FOR TEENS 7 97 TOTAL CHILDREN'S & TEEN PROGRAMS _ Fiscal Year to Date Statistics 33 2,270 August Monthly Topic - Annual Staff Professional Development Day Oct 11t", 2022 (Columbus Day) The committee consists of a member from each department, plus a representative from the hourly staff. This team develops the theme, the training, and works with the City Librarian on budgeting for this process. 1. Jason Yap -- Adult Svcs 2. Mittal Shah —Technical Svcs 3. Sidney Poland -- Admin 4. Patti Flynn-- Easton/ Children's 5. Geralyn Obrien — Circulation 6. Patrick Gin -- Hourly Staff • We have met twice to discuss how to plan for the Staff Development Day. • We have secured a speaker, Karin Peabody, from Dynamic Teaming. She is scheduled to speak to the staff from gam to 11:30 or 12. • "Staff Swag" will be Library t-shirts, design and color TBD. • We are still considering: o Food o Activities o Overall Theme -- which we will get a feel for once we meet with the speaker, Karin. o Jason is working on a survey to poll the staff if they can attend this day as many other libraries hold their PDD this same date, this will help us plan and budget. SVCF Duncan Trust Questions Pertaining To Annual Distributions 1. Is an annual distribution required by SVCF? If not, why would we want to change our current model? 1. If SVCT is now requiring an annual distribution and did not do so previously, can we be compelled to accept it? (Can they change the terms of our relationship with them?) 2. These funds are meant to give us some flexibility (e.g. some years we have unforeseen expenses in the library) - what structure can they recommend to preserve this flexibility? 2. If it is required, why? Answer for #1 and #2 Designated funds are set up for scheduled disbursements to a nonprofit. Because the administrative functions for these type of funds is minimal, SVCF is able to charge nominal fees to administer the fund. Benefits in scheduling regular disbursements: • Ensures the fund remains active. It is not uncommon that when these type of funds aren't scheduled, the funds go inactive for years due to staff transitions/organizational changes. • Helps for budget planning — the organization can plan for an estimated amount on an annual basis 3. If we agree to take an annual distribution, does that preclude us from requesting additional funds? If we move forward with this we receive one payment per year 4. Is the annual distribution a set amount or a set percentage of gains? Of the total amount held in trust? the annul, distribution is usually around 5% of the trust's fund balance. Our current fund balance is $1,973,493. 5% is roughly $98,000. The annual distribution can be whatever the Board decides it to be 5. Are there any tax implications involved in distributions? In the trust in general? Are there reporting requirements to the IRS and does SVCT do them? These disbursements are issued as grants. Please connect with a tax professional to discuss if there are any implications. * The Library and City receive grants all the time and to my knowledge, we do not pay taxes 6. Can we take distributions of varying amounts throughout the fiscal year as part of the 5% distribution? No 7. Can the distributions be transferred by Silicon Valley to bank account set-up by Library Trustees? ACH payments are available. Instructions have been provided on how to register Burlingame Public Library 8. Who at Silicon Valley do we contact during the year about questions we might have about transfers? Cheryl Platon is our current acct manager and someone is always designated in this role. 9. Are there any restrictions as to what the funds can be used for? i hat is a query for this Board and sometimes the City Attorney. Professional Development discussion is a good example. Trustee Professional Development / Tuition Reimbursement Discussion Questions: 1. Funding limits: a. Per person? b. Per semester? c. Total for the program? d. If there are more people asking for the assistance than there are funds, what is the selection process? Or is it first come first serve? 2. Employment status matter to the Board? (Part-time, Full-time) 3. Tuition assistance or Tuition reimbursement? Basically front loading the funds or refunding later. Something to consider would be Tuition Assistance for a portion of the costs from Trustees and a portion refunded by the City after the grades are confirmed. 4. Employment time limits: How long with the Library before they are eligible? One year for the City. Or how long they remain with the Library post class or degree? 5. Library related degrees only? Or are all eligible? 6. Is there a certain GPA or standard enrolled students must maintain? "C" or better? 7. Books and class fees, or just the tuition? The Library will pay for books and then own them at the end of the semester. Sometimes other staff are able to use these books. 8. (see question 1) ** Something to note: The City's Tuition Reimbursement Policy (attached) requires staff to report any other grant or assistance so that tuition isn't "paid for twice" ADMINISTRATIVE PROCEDURES CITY OF BURLINGAME CATEGORY: Personnel November 30, 2009 4.13.1 Revised December 18, 2019 SUBJECT: Tuition Reimbursement PURPOSE: To support educational efforts that will broaden the knowledge of employees in their fields and/or support professional growth toward a higher level position within the City. ELIGIBILITY: Regular, full-time, part-time, and casual employees are eligible to participate in the tuition reimbursement program. Regular part-time employees are eligible to participate on a pro-rata basis based on the average full time equivalent (FTE) hours worked. Casual employees who have completed one year of service with the City are eligible to participate on a pro-rata basis based on FTE hours worked. Employees shall be eligible for reimbursement for the costs of tuition, registration fees, books, lab fees, and other required fees upon the enrollment and successful completion of course work. The department head must approve all course work in advance of enrollment. Eligible employees may receive reimbursement not to exceed three thousand five hundred dollars ($3,500) per fiscal year, provided that the course work is job -related or is part of a curriculum leading to a job -related degree that requires attendance at an accredited college or university, or a professional certificate program sponsored by a professional learning organization. General education courses towards an Associate or Bachelors degree shall be considered job -related. Reimbursement shall not include workshops, seminars, or training that does not lead to the completion of an academic program. These types of education are generally covered through departmental training budgets. In order to be eligible for reimbursement, a grade of "C" or higher must be earned for each course. Any eligible course for which no letter grade is given must be completed with a "pass" or "credit" score for each course. For employees receiving monetary assistance such as scholarships, grants, VA benefits, etc., the reimbursement will be offset proportionately, so education expenses are reimbursed only once/from one source. Employees are not eligible for more than 100% reimbursement for the same educational expenses Proof of enrollment and successful completion of courses will be required for reimbursement either in the form of semester report cards, official college transcripts, or completion certificates from a professional learning organization. All courses reimbursed under this program must be taken on the employee's own time. If a class is only available during the employee's normal work hours, the employee may request time off, subject to the approval of the department head. When there is a conflict between classes and the employee's job responsibilities, the job responsibility must come first. SUBJECT: Tuition Reimbursement Program 4.13.1 APPLICATION PROCESS: 1. Prior to enrollment, the employee must submit an Application for Advanced Authorization to the department head, including a description of the course and how such course may advance the employee's career with the City and/or its relevance to the employee's current job. The department head, in consultation with Human Resources, will make a determination to approve or deny the request. 2. The application form must be approved and signed by the department head and submitted to the Human Resources department prior to the start of class(s). Proof of class registration and an itemized bill from the institution must accompany the application. It is the sole responsibility of the employee to submit the application, class registration, and itemized bill to the Human Resources department by the deadline. Upon receipt, the Human Resources department will determine whether the employee and the course work meet program eligibility requirements and send notification of the determination to the employee and department head. 3. Within thirty (30) days of the completion of approved course(s), the following documents must be submitted to the Human Resources department: a. Request for Educational Expense Reimbursement Form b. Official copy of the grade report (or similar official evidence of completion of the course); c. Receipt verifying that the tuition for the course(s) has been paid in full; and d. Copy of the approved Application for Advanced Authorization form. 4. Tuition reimbursement will be issued for approved courses within thirty (30) days of receipt of the above documents. An employee receiving reimbursement under this program must agree to remain in City employment for one (1) year following the reimbursement check date. A requirement for continued service with the City after course(s) are completed is an assurance that the City will benefit from employee participation in this program. If an employee leaves the City's employment voluntarily before the service requirement is completed, the employee will be required to reimburse the City for the proportional amount of the reimbursement that was received by the employee. The service requirement is not an assurance of continued employment by the City. PROGRAM FUNDING: This program is contingent upon annual budgetary appropriation of funds. In the event of budget reductions or shortfalls, the program is subject to reduction or suspension at any time at the discretion of the City Manager. MEMORANDUA OF UNDERSTANDING: This Administrative Procedure 4.13 may be superseded by employee Memoranda of Understanding in those areas where a conflict exists. 82� 4�=� Lisa K. Goldman City Manager SUBJECT: Tuition Reimbursement Program 4.13.1 M Tuition Reimbursement Program Application for Advanced Authorization RWLOYEE NAME: DEPARTMENT: JOB TITLE: SCHOOL INSTITUTION (Name and Address): PHONE: FALL WINTER SPRMG SUMMER TITLE OF DEGREE PROGRAM DATE(S) OF ATTENDANCE: TITLE OF CLASSES: TYPE OF DEGREE PROGRAM ❑ Associate's ❑ Bachelor's ❑ Masters ❑ OTHER: (Describe): TUFPION ❑ REGISTRATION FEES $ TOTAL AMOUNT REQUESTED $ ❑ OTHERFEES $ $ ❑ TEXTBOOKS $ Description on how taking these classes will benefit the City of Burlingame: A. Have you applied for financial aid from any other source? p YES NO B. Have you been approved for and/or received financial aid from any other source? p YES p NO C. If yes to A or B, describe in detail the source(s) and amount(s). Attach additional pages if necessary. p YES p NO EMPLOYEE SIGNATURE DATE DEPARTMENT HEAD APPROVAL: DATE HUMAN RESOURCES DEPARTMENT APPROVAL: DATE SUBJECT: Tuition Reimbursement Program 4.13.1 Tuition Reimbursement Program Request For Educational Expense Reimbursement Payment EMPLOYEE NAME: DEPARTMENT: JOB TITLE: SCHOOL MSTITUTION (Name and Address): PHONE FALL WINTER SPRING El SUMMER DATES) OF ATTENDANCE' TITLE OF DEGREE PROGRAM: TYPE OF DEGREE PROGRAM ❑ Associate's ❑ Bachelors ❑ Master's ❑ OTHER: (Describe): TITLE(S)OF COURSE(S) GRADE TUITION REGISTRATION FEES TEXTBOOKS TOTAL AMOUNTREQUESTED EMPLOYEE SIGNATURE: DATE: DEPARTMENT HEAD APPROVAL: DATE: HUMAN RESOURCES DEPARTMENT APPROVAL: DATE: Return to: Human Resources Department 501 Primrose Road Burlingame, CA 94010