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HomeMy WebLinkAboutAgenda Packet - LB - 2020.01.21• City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME F BURLINGAME, CA 94010 I Meeting Agenda - Final Library Board of Trustees Tuesday, January 21, 2020 5:30 PM Library Conference Room 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF MINUTES a. Approval of Library Board of Trustee Minutes for December 17, 2019 Attachments: Meeting Minutes 4. FROM THE FLOOOR (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 Trustees agenda may do so during this 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. December Statistics Attachments: December 2019 Graph for Study Room Usage December 2019 Graph Trailing 12 Months December 2019 Library Programs 6. REPORTS a. City Librarian's Report Attachments: Report b. Speaker's Series C. Foundation Report d. Special Topic - Teen Librarian - Jenny Miner 7. OLD BUSINESS City of Burlingame Page 1 Printed on 111712020 Library Board of Trustees Meeting Agenda - Final January 21, 2020 a. Staff Appreciation Event b. Welcome Plaque C. Procedure for Hourly Development Reimbursement Attachments: Plan 8. NEW BUSINESS a. City Tuition Reimbursement Program Attachments: Plan b. Library Director Priorities for 2020 Attachments: 2020 Priorities 9. ANNOUNCEMENTS 10. ACTION ITEMS a. Possible Banning of Patron from the Library 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 111712020 Burlingame Library Board of Trustees December 17, 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 Geralyn O'Brien, Circulation Manager II. Library Board of Trustees Minutes The Trustees unanimously approved the minutes of the November 19, 2019 Trustee Meeting. M/S/C (Murray/Altmann) III. November Statistics Highlights Both adult and children's programs were well attended in November. Adult services had 41 programs with 586 attendees; children's teen and Easton had 33 programs with a total attendance of 2,204. • Adult Services held an event entitled "United Against Hate" which was a community potluck. Members of the community were encouraged to bring a food item from their culture. It was a great success with an attendance of 119. • Children's held an event entitled "Frozen Crafts". There were 165 attendees. 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 • The library has received a donation from the Lax family in honor of their mother, Rhoda Laks, who was a regular patron of the library for 70 years. A portion of this donation will be directed towards maintaining the quality of the Reading Room. • During the holiday season, the Tech Lab will not have as many volunteers to help with projects. Patrons may continue to use the equipment during open lab hours but it will be self-service. The Lower Level desk staff will oversee the room and check patrons who have signed up to use the equipment. B. Speaker's Series • On January 26th, Kim Saget, Director of the Smithsonian's National Portrait Gallery will be the final guest for the first year of the Speaker's Series. Ms. Saget will be accompanied by Hugo Crosthwaite. • VIP tickets will go on sale Monday January 6th at 10:00 a.m. for $95.00; General Admission tickets will be on sale beginning Monday, January 13th at 10:00 a.m. for 35.00. C. Foundation Report The Foundation members had a plaque made which recognizes former and current members who have served and those who will serve in the future as President. The plaque will be placed in the Library. D. Finalization of Special Topic List for 2020 In January, Jenny Miner Teen Librarian will present the Trustees with an overview of the teen program. E. Special Topic - Geralyn O'Brien, Circulation Manager Geralyn gave the Trustees a detailed presentation on the duties of the Circulation Staff and how it is managed. Here are some of the highlights. • Circulation Depart is comprised of 3 full time employees and 20 hourly employees. Hourly employees are divided into two categories Library Assistant and Library Aides. • Library Aides check in and shelve the books in the appropriate section. Library Aides have to perform physical duties such as pushing books carts to their designated area. • Library Assistants check in books and have some desk shifts where they interact directly with patrons. Some Library Assistants cross train with Lower Level staff on the lower level desk • Customer Service is a priority of the Circulation Staff. • AMH - Automated Material Handling system located in the Circulation work room checks in and is programmed to sort returned library books into specific bins. • The circulation work room is the center of activity as far as what happens to the books. Every day 35 to 50 bins of our books are delivered to the circulation workroom from other libraries in the PLS system to be checked in. In this delivery, there are usually 100-200 holds that patrons have requested that have to be sorted and placed on the hold shelf. • Geralyn interacts with the other library department managers to develop procedures to help make the library work smoothly. Geralyn also meets with Circulation managers from other libraries in the PLS system to discuss problems and work out procedures that affect all libraries in PLS. VI. Old Business - Staff Appreciation Event • Staff Appreciation event will be held on Sunday February 9th at Sixtos Cantina at 10:00. • Save the date e-mail will be sent to library staff and Foundation members. • Invitation will be sent to all parties in January. VII. New Business A. Welcome Plaque - Mike Nagler Mike initiated the idea of having a colorful metal plague at the entrance to the library that resembles the "Welcome All Sizes, All Colors, All Cultures, All Sexes, All Beliefs, All Religions, All Types, All People, Safe Here" poster that was created by Maryam Refahi, our staff artist. Brad will get an estimate for the cost. B. Employment Engagement Survey The City requested that all City employees participate in this survey. Responses were guaranteed to be confidential. The purpose of the survey was to identify areas that need improvement and then actually work to make the improvements become a reality. Two -thirds of all employees participated. VIII. Action Items A. Procedure for Hourly Professional Development Reimbursement The Trustees discussed the implementation of initiating a professional development reimbursement for part time non -benefited staff. The Trustees felt that Brad and the managers should determine which members of the staff should receive the reimbursement. The Trustees requested that Brad provide specific details of how the reimbursement program would be managed. at the January meeting. B. Library Holiday Schedule The Trustees approved the 2020 Library Holiday schedule. M/S/C (Altmann/Murray) IX. Adjournment The Meeting was adjourned at 7:OOpm. M/S/C (Altmann/Murray) The next meeting of the Library Board of Trustees will be held on January 21, 2020 in the Upper Level Meeting Room at 5:30pm. Respectfully Submitted Brad McCulley City Librarian City of Burlingame BPL Circulation and Study Room Usage December 2019 - including Auto -Renewals & App Renewals -Main Circ -Easton Circ -E-media Circ -Study Room Usage -Tech Lab Usage 2.000 E-media 1.800 5,409 1.600 1.400 Main 59.086 Tech Lab 364 1.200 Easton 7,786 1.000 Study Rooms 371 0.800 0.600 Dec Dec Dec Dec Dec Dec 2014 2015 2016 2017 2018 2019 BPL Circulation and Study Room Usage - Trailing 12 Months December 2019 - including Auto -Renewals & App Renewals -Main Circ -Easton Circ -E-media Circ -Study Room Usage -Tech Lab Usage 1.300 Main Easton 1.200 E-media Tech Lab 1.100 Study Room usage 1.000 (in minutes) 0.900 Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 2019 2019 2019 2019 2019 2019 2019 2019 2019 2019 2019 2019 Library Programs December 2019 Adult Programs 42 178 programs patrons Children's, Teen, and Easton Programs 31 2,327 programs patrons Highlights Mini Succulent Wreath Craft Program (for adults) This program was very popular. We had 2 sessions, and the waitlist was full 29 for both sessions. The number of attendees was limited because of the patrons supplies needed, but interest was high and patrons left happy. The Arsenal Student Art Show: 63 Tomorrow is Today's Dream patrons Gingerbread Crafts 102 patrons Visit with Santa 279 patrons Holiday Puppet Show 277 patrons 325 Noon Year Party patrons City Librarian Report to Board of Trustees 21 January 2020 BURL NOAMI Personnel Updates: Comings and Goings o N/A 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 — Teen Librarian o Strategic Plan 2019/2020 — managers will be reviewing the validity of the 5 current goals in the new year. o Passport Intake update — Passport intake was reduced for Thurs during the holidays but has picked up to levels as experienced before the November. o Policy — • Library Security Camera policy -- pending • Community Board Posting policy — pending • Law Enforcement/ICE Records Requests policy — pending o The Lab update — The Lab experienced some difficulties over the holidays with staff of volunteers so Jeff Mikulik has implemented a training program for all Lower Level staff to be able to use 3-D printers and other Lab technology o Training — • Staff attended Census training on January 14' as partial fulfillment of Library's role in Census promotion and assistance. o Significant Upcoming Events — • Staff Appreciation event at Sixtos February 9th o Facilities update — • Public Works has hired a part-time employee to paint/touch-up parts of the building o Foundation report — 1 • Tickets are still available (at the time this report was written) for the Speaker Series event with the Director of the National Portrait Gallery. o PLS/PLP — • The local colleges have completed their separation from the PLS catalog. They are now working within the Statewide catalog for all colleges and universities. PLS patrons will still be able to request books from the colleges but it will be an in -person request similar to placing an Inter Library Loan request. PLS will begin advertising this shortly. Library Board of Trustee Hourly -Staff Professional Development Reimbursement Program Goal One — promote Librarianship as a profession to hourly employees, both Librarian and Library Paraprofessional (Library Assistant) and provide a more diverse workforce. Goal Two — prepare staff for promotion and provide potential inside track to obtain fulltime employment. Goal Three — slow the hemorrhaging of hourly staff by providing incentives for staff to remain employed with the City of Burlingame. Goal Four— create resource of well -trained 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 with attendance fees and/or travel costs. Some potential recommendations: • Fiscal year calendar (July1— June 30) opportunity for hourly staff who have worked at the Library for minimum one year and not be employed full-time by any other library or organization. • Have been recommendation by a manager and agree to a presentation to Managers, staff, and/or Trustees. • After the conference or event staff may submit a reimbursement for airline tickets, entrance fees, and hotel costs up to but not to exceed $600 hourly per employee. • $2,400 will be budgeted each fiscal year for this program and will be funded on a first come first serve basis. • The City Librarian will make monthly reports on requests and staff interest including a form resembling Human Resources Tuition Reimbursement Form. Draft January 2020 btm 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 City Librarian Priorities for the upcoming year 2020 ❖ Census 2020. ➢ The Census is our federally mandated count of every person living in the United States whether documented or undocumented. It is used for states to have their fair say in government and their fair share of government resources. ➢ What it will ask: ■ Number of people living in the household ■ Residence owned or rented ■ Phone number ■ For each person in the household: name, sex, age/DOB, race ➢ Is it safe? Is it confidential? Yes, federal law gives it one of the strongest confidentiality guarantees in the federal government with a fine of up $250,000 per offence ➢ This year the Census will be online (they are hoping for 80%), by phone, and lastly by paper. If they do hear from you by any of these means they will send an enumerator to your house. ➢ What's at stake? The State of California is very concerned about our count this year. These things could very well be affected by an inaccurate count: ■ Highway/transportation funding ■ Childcare programs ■ Education funding ■ Healthcare funding ■ Nutrition assistance programs ■ Business forecasting ■ Emergency prep ■ Congressional seats and redistricting ➢ One last thought. For each person NOT counted San Mateo County could lose up to $10,000 in federal funding. Multiply that thousands possibly.... and then for the whole state of California. ❖ Staff Training. ➢ Because of the current cost of living, housing shortage, demise of the middle class, and lack of many social services, the Library will continue to see an increase in patrons experiencing mental illnesses and homelessness which can leave staff feeling at loss for how to deal with issues affectively. To that end we will be providing staff with training for major experiences dealing with difficult patrons and/or situations. ❖ Equity: within our workforce and for the public. ➢ The Library started a Racial Equity Committee last year to look issues within our organization, both Library and to some extent within the City of Burlingame as a workforce. This is why you will notice more new programs and policies geared toward more equitable hiring practices, tuition reimbursement, professional development, as well as, looking at institutional and individual biases both implicit and overt.