HomeMy WebLinkAboutAgenda Packet - LB - 2019.12.17CITY O
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ipQRATED ,
City of Burlingame
Meeting Agenda - Final
Library Board of Trustees
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Tuesday, December 17, 2019 5:30 PM Library Conference Room
1. CALL TO ORDER
2. ROLL CALL
3. APPROVAL OF MINUTES
a. Approval of the Library Board of Trustee Meeting Minutes November 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 Council agenda may do so during the public comment period. The Ralph M.
Brown Act (the State local agency opening meeting law) prohibits the Library Board of Trustees from acting
on any matter that is not on the agenda.
5. CORRESPONDENCE AND INFORMATION
a. November Statistics
Attachments: November Statistics
6. REPORTS
a. Citv Librarian's Report
Attachments: Report
b. Speaker's Series
C. Foundation Report
d. Finalize Special Topic List for 2020
Attachments: Monthly Topics
e. Special Topic - Circulation
7. OLD BUSINESS
City of Burlingame Page 1 Printed on 1211312019
Library Board of Trustees Meeting Agenda - Final December 17, 2019
a. Staff Appreciation Event
8. NEW BUSINESS
a. Welcome Plaque (Mike Nagler)
b. Employee Engagement Survey
Attachments: Survey Report
9. ANNOUNCEMENTS
10. ACTION ITEMS
a. Procedure for Hourly Professional Development Reimbursement
Attachments: Procedure for Hourly Professional Development Reimbursement
b. Holiday Schedule for 2020 (Draft)
Attachments: Schedule
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 1211312019
Burlingame Library
Board of Trustees November 19, 2019 Minutes
Roll Call
Trustees Present: Kerbey Altmann, Danielle Garcia, Randi
Murray, Mike Nagler, Elizabeth Ostrow,
Staff Present: Brad McCulley, City Librarian
Sidney Poland, Recorder
II. Library Board of Trustees Minutes
The Trustees unanimously approved the minutes of the October15,
Trustee Meeting. M/S/C (Murray/Altmann)
III. October Statistics Highlights
• October 2014 is the year of the library renovation which caused a
decline in circulation statistics. It also is the baseline being used
for the graphs. Therefore, current comparisons with the baseline
figures of 2014 cause circulation to appear that it is increasing
substantially.
• Staff is considering ways to track in house use of library materials
that are not checked out. The state library report does not count
"in house" use as circulation.
• E-media statistics appear to be leveling out. Brad will check with
Cynthia Rider who orders fiction e- media from PLS for some input
on the matter.
• Study Rooms usage is very low. The general pattern seems to be
during week days that the rooms are usually vacant Monday
through Friday until around 3:00pm when school is out. Staff has
discussed advertising meeting room space to local business.
Trustee Ostrow suggested "Project Read" might need additional
space for tutoring.
IV. From the Floor (Public Comments)
There were not any representatives from the public who attended the
Trustee meeting.
V. Reports
A. City Librarian's Report - Highlights
1. CLA - California Library Association in Pasadena October 24-26.
Brad, Elaine and Ray attended the conference.
• Brad attended a session on the state Mental Health Initiative
which he noted is a "work in progress". The Idea is to work
with Trustees to create a policy around mental issues in the
library and develop procedures/policies to address the
behavioral issues that occur due to mental disabilities.
• Elaine and Ray attended the Meet and Greet session hosted by
the Cultural Racial Equity Inclusion Initiative for all libraries
accepted to participate in the Initiative. Our library has
received a $5,000 grant from CREI.
2. Teen Librarian - Jenny Miner has accepted the position of
Teen Librarian.
3. Library Racial Equity
• Suggestions made by some of the Trustees to facilitate
recruitment of people of color were to develop an intern
program within the library and job swapping.
• Trustee Nagler requested that the Trustees be updated on
steps taken to promote racial equity in the library.
4. United Against Hate
The City of Burlingame and the Burlingame Library are holding
a community potluck and candlelight vigil on the evening of
November 21st in support of United Against Hate.
B. Speaker's Series
• Susan Orlean discussed her New York Times best seller
"The Library Book". Ms. Orlean is a wonderful story teller
and the crowd enjoyed her immensely.
• On January 26th, Kim Sajet, Director of the Smithsonian's
National Portrait Gallery will be the final guest for the first
year of the Speaker's Series. Ms. Sajet will be accompanied
by Hugo Crosthwaite.
C. Review of Special Topic List for 2020
The Trustees requested the following changes and additions to the
Special Topic List.
• Change Strategic Plan to be a one-time topic.
• Add Circulation, Professional Development,
Facilities/Furniture, Library Budget, and staff wish list.
• February is the Trustees' annual meeting with the Silicon
Valley Foundation.
• Remove Web/Social Meeting/Marketing
VI. Old Business
A. Crisis Intervention BHRS (Behavior Health Recovery Services)
• Staff Training is scheduled for December 5th. Full Time
staff is required to attend. Hourly staff is encouraged to
attend and will be paid.
• Brad provided staff with 10 De -Escalation Tips to review.
• De -Escalation Tips on how to respond to unacceptable and
aggressive behavior in a non-threating manner will be
discussed.
E
B. Reading Room Carrels - Bob Schmidt Estimate
The Trustees approved the motion to fund the modification of 5
carrels located in the Reading Room down from 38" wide to
approximately 30" wide in the amount of $2,375.00. M/S/C
(Murray/ Ostrow)
C. Lane Room Reservation Grant
The Smart Family Trust has awarded the library with a grant in
the amount of $100,000 for the Lane Room renovation.
VII. New Business
A. Trustee City E-Mails
Elisabeth Ostrow and Danielle Garcia have been provided with
City e-mails.
B. Library Holiday Schedule for 2020
The holiday schedule was tabled until the December 17, 2019
Trustee meeting.
C. Staff Appreciation Event
Sidney will contact Francesca Tashjian of Sixtos to request the
date of February 9, 2020 for the Staff Appreciation Event.
VIII. Action Item
A. Hourly Professional Development Reimbursement
Brad will prepare a plan with specific details to present to the
Trustees on the subject of professional development
reimbursement for hourly staff for the December Trustee meeting.
IX. Adjournment
The Meeting was adjourned at 7:00pm. M/S/C (Murray/Altmann). The
next meeting of the Library Board of Trustees will be held on December
17, 2019 in the Upper Level Meeting Room at 5:30pm.
Respectfully Submitted
Brad McCulley
City Librarian
City of Burlingame
12.000
11.800
11.600
11.400
11.200
11.000
1111F.1111j
BPL Circulation and Study Room Usage
November 2019 - including Auto -Renewals & App Renewals
-Main Circ Easton Circ -E-media Circ Study Room Usage -Tech Lab Usage
E-media
4,876
Tech Lab
366
Main
56,027
Easton
00000 7,775
Study
Rooms
355
Nov Nov Nov Nov Nov Nov
2014 2015 2016 2017 2018 2019
City Librarian Report to Board of Trustees
17 December 2019
BURL NOAMI
Personnel Updates:
Comings and Goings
o Please welcome Rex Aquino, part-time Custodian to help fill in gaps with other custodial staff.
Recruitments
o Children's Dept will be recruiting for a Children's Librarian to replace Jenny Miner. Recruitment will begin in
Feb or March.
o Circulation is recruiting for new Library Aides.
General Updates:
o Monthly Topic — Circulation
o Strategic Plan 2019/2020 —managers will be reviewing the validity of the 5 current goals in the new
year.
o Passport Intake update — N/A
o Policy —
• Library Security Camera policy -- pending
• Community Board Posting policy — pending
• Law Enforcement/ICE Records Requests policy — pending
o Tech Lab update: "The Lab" Create, tinker, and play at the Lab! — N/A
o Training —
• Training was held with Life Moves, Burlingame Police Critical Response Team, and San Mateo County's
Behavioral Health Unit. Overall it was helpful training but we will make this type of training a priority for
2020.
o Significant Upcoming Events —
• Nov 2Pt Unite Against Hate potluck was very well received and well attended with approx. 150
attendees and much food. It will most likely become an annual event.
o Facilities update —
• We have three recurring leaks in the areas of the Childrens desk and the Anson Burlingame bust.
Nothing to be overly concerned with at this time. Facilities is maintaining a watch.
o Foundation report —
• The Laks Family recently donated a large sum in their mother's name, Rhoda Laks, a longtime
patron who has used our Library for the last 70 years. A portion of this donation will be
earmarked for upkeep in the Reading Room.
o PLS/PLP —
• Burlingame is looking for a quote for new self -checks at Main and Easton. Full replacement will
be in the $52,000 range not including group discount.
Monthly Focus Topics for Board of Trustees
September
Equity Committee
October
Adult Svcs
November
Strategic Plan
December
Teen
January
Circulation
February
SVCF Investment Update
March
Childrens
April
Technical Services
May
Library Budget
June
Facilities/Furniture
July
Goals/Priorities
August
Professional Development
Integral Talent Systems Survey Report
10/1/19, 6:35 PM
YOUR VOICE n_ o
Survey: 2019 City of Burlingame
IF Participants %
Total F— 183 65.59%
The chances of leaving my job voluntarily during the next year are:
Participants
%
Extremely Low
72
39.34%
Low
46 25.14%
Average
28
15.30%
Above Average
19
10.38%
Very High
6
3.28%
Prefer not to state
9
4.92%
If telecommuting (working away from my work site) were offered and appropriate for my
position, I would take that option:
L Participants %
Never E 10 5.46%
Infrequently 14 �� 7.65%
One or more days per week 64 34.97%
Not applicable -
Telecommuting is not possible 74 40.44%
for my position given the
,nature of my work.
Not Sure 13 7.10%
If alternative work schedules were offered and appropriate for my position, I would be interested
in:
Participants %
Keeping my current schedule 30 16.39%
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Integral Talent Systems Survey Report
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I have an alternate work 30 16.39%
schedule
80 hours in 9 days F 28 15.30%
40 hours in 4 days
37
20.22%
Other alternative schedules
13
7.10%
F of applicable- Alternative
work schedule is not possible
for my position given the
20
10.93%
,nature of my work.
Not Sure
17
9.29%
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Integral Talent Systems Survey Report
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Reading Your Scores
Eff/Sat - Effectiveness/Satisfaction ratings show the average ratings of
respondents included in this report on how positively they feel about the
item being rated.
Imp - Importance ratings show the average rating by the respondents
included in this report of how important the item being rated is to them.
Effectiveness/Satisfaction/Importance
Engagement 1
% Favorable _
72.06%
Eff/Sat
3.98
Imp
4.32
Fit
77.03%
4.05
1 4.50
Alignment
71.29%
1 3.91
4.31
Team 1
65.29%
3.75
1 4.50
Valuing
65.65%
3.75
1 4.51
Growth
66.28%
F 3.80
4.45
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Integral Talent Systems Survey Report
10/1/19, 6:35 PM
- 1-2 - Unfavorable (Strongly Disagree; Disagree)
3 - Neutral (Neither Disagree nor Agree)
4-5 - Favorable (Agree; Strongly Agree)
Effectiveness - Top 5
30.1 am proud to work for the City. ■
3% 11 %
19.1 care about the results that the
■
City achieves.
3% 11 %
14.1 enjoy the work that I do.
■
3% 12%
38.My manager treats me with
_
respect.
10% 10%
23.My manager is approachable.
_
11% 10%
27. 1 understand the most important
-
goals for my department.
7% 10%
Eff/Sat I m p
M
4.33
4.49
86%
4.30
4.34
86%
4.30
4.64
85%
4.21
4.73
80%
4.16
4.67
79%
4.16
4.36
83%
Effectiveness - Bottom 5
Eff/Sat
Imp
33. The City has a culture of
3.05
4.16
recognition for good performance.
33%
26%
41 %
4.In general, communication within
3.30
4.31
the City is open.
24%
26%
50%
11.1 believe employees are treated
3.47
4.55
fairly within the City.
22%
22%
56%
3.1 have confidence in the direction
3.51
4.28
that the City is taking.
17%
27%
56%
5.1 feel valued and appreciated.
1W
3.54
4.59
23%
18%
59%
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Integral Talent Systems Survey Report 10/1/19, 6:35 PM
Favorable - Top 5 Eff/Sat Imp
19.1 care about the results that the
■
4.30
4.34
City achieves.
3% 11 %
86%
30.1 am proud to work for the City.
M
4.33
4.49
3% 11 %
86%
14.1 enjoy the work that I do.
■
4.30
4.64
3% 12%
85%
27. 1 understand the most important
-
4.16
4.36
goals for my department.
7% 10%
83%
21.1 am committed to the City's
■
4.14
4.22
mission and values.
3% 15%
82%
Favorable - Bottom 5
Eff/Sat
Imp
33. The City has a culture of
3.05
4.16
recognition for good performance.
33%
26% 41 %
4.In general, communication within
3.30
4.31
the City is open.
24%
26% 50%
3.1 have confidence in the direction
3.51
4.28
that the City is taking.
17%
27% 56%
11.1 believe employees are treated
3.47
4.55
fairly within the City.
22%
22% 56%
5.1 feel valued and appreciated.
3.54
4.59
23%
18% 59%
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Integral Talent Systems Survey Report
10/1/19, 6:35 PM
Importance - Top 5
38.My manager treats me with
_
respect.
10% 10%
80%
23.My manager is approachable.
_
11 % 10%
79%
29.1 trust the team members I work
_
with.
10% 20%
70%
14.1 enjoy the work that I do.
■
3% 12%
85%
22.My manager selects competent
_
people for our team.
14% 17%
69%
Importance - Bottom 5
7. 1 would refer the City to a friend -
as a good place to work. 16% 20%
9.1 believe in the City's purpose. -
7% 27%
33. The City has a culture of
recognition for good performance.
33%
21.1 am committed to the City's
■
mission and values.
3% 15%
25.1 feel driven to do what it takes to
-
help the City succeed.
7% 18%
64%
66%
26% 41%
82%
75%
Eff/Sat I m p
4.21 4.73
4.16 4.67
4.30 4.64
3.75 4.63
Eff/Sat I m p
3.77 4.02
3.85 4.09
3.05 4.16
4.14 4.22
4.01 4.27
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Favorability Results
Highly Favorable
19.1 care about the results that the
■
City achieves.
3% 11 %
30.1 am proud to work for the City.
■
3% 11 %
14.1 enjoy the work that I do.
E
3% 12%
27. 1 understand the most important
=
goals for my department.
7% 10%
21.1 am committed to the City's
■
mission and values.
3% 15%
38.My manager treats me with
_
respect.
10% 10%
2.The type of work that I do takes
_
advantage of my personal
9% 12%
strengths.
23.My manager is approachable.
_
11% 10%
25.1 feel driven to do what it takes to
=
help the City succeed.
7% 18%
36.1 can see how my work directly
-
contributes to the City's results.
5% 20%
8.1 have clearly defined goals for my
_
job.
10% 15%
Favorable
26.1 have the resources I need to do _
an effective job.
10% 16%
18.My manager supports my
_
professional growth and
11 % 16%
development.
24.My manager is aware of my
-
career goals.
8% 19%
10.My department coordinates
_
effectively with other groups to
13% 16%
achieve goals.
-,]
85%
83%
82%
Eff/Sat I m p
4.33 4.49
4.30 4.64
4.14 4.22
4.21 4.73
80%
4.01 4.45
79%
CiI�:1r7
79%
4.01 4.27
75%
4.11 4.35
75%
[c�I:��cic3
75%
3.93 4.54
74%
4.01 4.58
73%
73%
71%
3.99 4.40
3.85 4.29
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Integral Talent Systems Survey Report
10/1/19, 6:35 PM
29.1 trust the team members I work
4.00
4.65
with.
10%
20%
70%
20.Working here fits my lifestyle
3.91
4.59
needs.
9%
22%
69%
22.My manager selects competent
3.75
4.63
people for our team.
14%
17%
69%
35.My manager keeps me informed
3.85
4.51
about organizational changes that
15%
16%
69%
impact me.
31. My working conditions support
3.79
4.36
the results I am expected to
13%
19%
68%
achieve.
16.My manager fosters genuine and
3.83
4.62
trusting relationships on the team.
16%
17%
67%
15.1 have confidence in our senior
3.70
4.54
leadership team.
21 %
12%
67%
28.My manager gathers my input
3.70
4.48
when making decisions that affect
17%
17%
66%
me.
9.1 believe in the City's purpose.
3.85
4.09
7%
27%
66%
37.My manager recognizes me in a
3.76
4.46
manner that I personally value.
16%
19%
65%
13.1 feel motivated to "go the extra
3.79
4.44
mile".
15%
20%
65%
1. On most days, I feel energized
M3.77
4.38
when I am at work.
11 %
24%
65%
Moderate
7. 1 would refer the City to a friend
3.77
4.02
as a good place to work.
16%
20%
64%
17.My manager promotes an
3.78
4.60
environment where I feel free to
15%
21 %
64%
express my opinion.
34. 1 feel that I will have a long
3.87
4.32
career at the City.
11 %
25%
64%
32.My manager provides me with
3.71
4.38
regular feedback to help me
14%
23%
63%
improve my performance.
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Integral Talent Systems Survey Report
10/1/19, 6:35 PM
12.The City provides me with tools 1
3.65
4.44
need to help me advance my
16%
22%
62%
career.
6.The City has a culture where I can
3.64
4.43
learn new skills and grow.
14%
25%
61 %
5.1 feel valued and appreciated.
3.54
4.59
23%
18%
59%
3.1 have confidence in the direction
3.51
4.28
that the City is taking.
17%
27%
56%
11.1 believe employees are treated
3.47
4.55
fairly within the City.
22%
22%
56%
Unfavorable
4.In general, communication within
3.30
4.31
the City is open.
24%
26%
50%
33. The City has a culture of
3.05
4.16
recognition for good performance.
33%
26%
41 %
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Integral Talent Systems Survey Report 10/1/19, 6:35 PM
Engagement Eff/Sat Imp
19.1 care about the results that the
■
4.30
4.34
City achieves.
3% 11 %
86%
30.1 am proud to work for the City.
M
4.33
4.49
3% 11 %
86%
25.1 feel driven to do what it takes to
-
4.01
4.27
help the City succeed.
7% 18%
75%
1. On most days, I feel energized
M3.77
4.38
when I am at work.
11 % 24%
65%
13.1 feel motivated to "go the extra
3.79
4.44
mile".
15% 20%
65%
7. 1 would refer the City to a friend
3.77
4.02
as a good place to work.
16% 20%
64%
34. 1 feel that I will have a long
M
MRWMW3.87
4.32
career at the City.
11 % 25%
64%
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Fit
14.1 enjoy the work that I do.
■
3% 12%
27he type of work that I do takes
_
advantage of my personal
9% 12%
strengths.
8.1 have clearly defined goals for my
_
job.
10% 15%
20.Working here fits my lifestyle
_
needs.
9% 22%
Eff/Sat I m p
4.30 4.64
85%
4.01 4.45
79%
3.96 4.33
75%
3.91 4.59
69%
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Integral Talent Systems Survey Report 10/1/19, 6:35 PM
Alignment Eff/Sat Imp
27. 1 understand the most important
-
4.16
4.36
goals for my department.
7% 10%
83%
21.1 am committed to the City's
■
4.14
4.22
mission and values.
3% 15%
82%
36.1 can see how my work directly
M4.11
4.35
contributes to the City's results.
5% 20%
75%
15.1 have confidence in our senior
3.70
4.54
leadership team.
21 % 12%
67%
9.1 believe in the City's purpose.
M3.85
4.09
7% 27%
66%
3.1 have confidence in the direction
3.51
4.28
that the City is taking.
17% 27%
56%
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Team
10.My department coordinates _
effectively with other groups to
13%
16%
achieve goals.
29.1 trust the team members I work
_
with.
10%
20%
22.My manager selects competent
_
people for our team.
14%
17%
16.My manager fosters genuine and
-
trusting relationships on the team.
16%
17%
4.In general, communication within
the City is open.
24%
Eff/Sat I m p
3.85 4.29
71%
4.00
4.65
70%
3.75
4.63
69%
3.83
4.62
67%
3.30
4.31
6% 50%
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Valuing
38.My manager treats me with
_
respect.
10% 10%
23.My manager is approachable.
_
11% 10%
26.1 have the resources I need to do
_
an effective job.
10% 16%
35.My manager keeps me informed
-
about organizational changes that
15% 16%
impact me.
31. My working conditions support
_
the results I am expected to
13% 19%
achieve.
28.My manager gathers my input
-
when making decisions that affect
17% 17%
me.
37.My manager recognizes me in a
-
manner that I personally value.
16% 19%
17.My manager promotes an
-
environment where I feel free to
15% 21 %
express my opinion.
5.1 feel valued and appreciated.
23% 18%
11.1 believe employees are treated -
fairly within the City. 22%
33. The City has a culture of -
recognition for good performance. 33%
E:11TA
79%
74%
RFIR
68%
66%
65%
64%
59%
22% 56%
1
26% 41 %
Eff/Sat I m p
4.21 4.73
4.16 4.67
3.85 4.51
3.79 4.36
3.70 4.48
3.76 4.46
3.78 4.60
3.54 4.59
3.47 4.55
3.05 4.16
https://surveys.itsinc.net/sb/reports/reportmain.cfm?RequestTim...EN=48558528&jsessionid=87D795C16365E06DEOED079BE9944220.cfusion Page 14 of 15
Integral Talent Systems Survey Report
10/1/19, 6:35 PM
Growth
18.My manager supports my
_
professional growth and
11 % 16%
development.
24.My manager is aware of my
'
career goals.
8% 19%
32.My manager provides me with
_
regular feedback to help me
14% 23%
improve my performance.
12.The City provides me with tools I
-
need to help me advance my
16% 22%
career.
6.The City has a culture where I can
_
learn new skills and grow.
14% 25%
Eff/Sat I m p
4.01 4.58
73%
3.99 4.40
73%
3.71 4.38
63%
62%
61%
3.65 4.44
3.64 4.43
https://surveys.itsinc.net/sb/reports/reportmain.cfm?RequestTim...EN=48558528&jsessionid=87D795C16365E06DEOED079BE9944220.cfusion Page 15 of 15
Part-time Staff Professional Development Reimbursement Grant
Goal One — promote Librarianship as a profession to hourly employees, both Librarian and Library
Paraprofessional and provide a more diverse workforce
Goal Two — provide potential inside track to obtain fulltime employment
Goal Three — slow the hemorrhaging of hourly staff by providing incentives that can potentially
positively affect their career
Goal Four— create resource of vetted employees to give Library departments more staffing flexibility
and confidence when hiring for a vacant position
Concept: Provide reimbursement grant for hourly staff to attend professional development events
such as conferences and training events for attendance fees and/or travel costs. Some potential
recommendations:
• Every other year when CLA is located in Northern California area
• Reimburse hotel, flight, CLA entrance (approximate fees hotel/$600, Flight/$380, CLA
pass/$250 — Total/$1250)
• If staff member is able to share room with F/T staff consider reimbursing meals (per diem)
• Staff enrolled in Library school OR staff member the managers would like to recommend to the
Trustees (example: Olma O'Neil — not enrolled but very interested so could be an opportunity
to convince someone)
• Up to 5 hourly staff members attend PLP Future of Libraries (usually $30 entrance fee)
• Max yearly budget $3000.
Draft 12/12/19 btm
Library Holiday Schedule 2020
Date Day Observed Hours
January 1 Wednesday New Year's Day Closed
January 19 Sunday t T Closed
January 20 Monday M.L.King Jr. Day Closed
February 16
Sunday
Closed
February 17
Monday
Presidents Day
Closed
April 12
Sunday
Spring Holiday
Closed
May 24
Sunday
Closed
May 25
Monday
Memorial Day
Closed
July 3
Friday
Independence Day Observed
Closed
July 4
Saturday
* $
Closed
September 6
Sunday
Labor Day
Closed
September 7
Monday
Labor Day
Closed
October 12
Monday
Indigenous Peoples Day
Closed
October 31
Thursday
Halloween
Close 5pm
November 11
Wednesday
Veterans Day
Closed
November 25
Wednesday
Thanksgiving Eve
Close 5pm
November 26
Thursday
Thanksgiving Day
Closed
November 27
Friday
Black Friday
Closed
December 24
Thursday
Christmas Eve
Closed
December 25
Friday
Christmas Day
Closed
December 31 Thursday New Year's Eve Closed
January 1, 2021 Friday New Year's Day Closed