HomeMy WebLinkAboutAgenda Packet - LB - 2023.01.17CITY O
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City of Burlingame
Meeting Agenda - Final
Library Board of Trustees
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
Tuesday, January 17, 2023 5:30 PM Library Conference Room
1. CALL TO ORDER
2. ROLL CALL
3. APPROVAL OF MINUTES
a. Approval of Library Board of Trustee Meeting Minutes for the November 15, 2022 Meeting
Attachments: Meeting Minutes
4. FROM THE FLOOR (PUBLIC COMMENTS)
Members of the public may speak about any item not on the agenda. Members of the public wishing to
suggest an item for a future Library Board of Trustee agenda may do so during the public comment period.
The Ralph M. Brown Act (the State local agency open meeting law) prohibits the Library Board of Trustees
from acting on any matter that is not on the agenda.
5. CORRESPONDENCE AND INFORMATION
a. November and December Statistics
Attachments: November 2022 - Children's, Teen, and Easton Statistics
December 2022 - Children's, Teen, and Easton Statistics
November 2022 - Adult Services Statistics
December 2022 - Adult Services Statistics
6. REPORTS
a. City Librarian's Report
Attachments: Staff Report
b. Foundation Report
7. OLD BUSINESS
a. Duncan Trust
Attachments: Duncan Trust Explained
City of Burlingame Page 1 Printed on 111312023
Library Board of Trustees Meeting Agenda - Final January 17, 2023
b. Library Tuition Assistance Program Application
Attachments: SVCF Scholarship Program
C. Staff and Foundation Appreciation Event
8. NEW BUSINESS
a. Library Holiday Closure Schedule
Attachments: 2023 Holidav Closure Schedule
9. ACTION ITEMS
a. Meet and Greet Dates for 2023
10. FUTURE AGENDA ITEMS
11. ANNOUNCEMENTS
12. ADJOURNMENT
Any writings or documents provided to a majority of the Traffic, Safety and Parking
Commission regarding any item on this agenda will be made available for public inspection at
the Engineering Counter at City Hall located at 501 Primrose Road during normal business
hours.
City of Burlingame Page 2 Printed on 111312023
Burlingame Library
Board of Trustee Minutes
November 15, 2022
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 Trustee Minutes
The Trustees unanimously approved the October 18, 2022 Board of Trustee
Minutes. M/S/C (Nagler/Garcia).
III. Correspondence and Information
The Trustees reviewed the monthly statistics for Adult and Children's
Programs. Winter Reading will begin in the Children's Department December 1,
2022 to January 14, 2023.
IV. Public Comments
There were not any members of the public who attended the meeting.
V. Reports
A. City Librarian's Report — Bay Area Mutual Aid Network
Brad, the City Librarian, advised the Trustees that the Bay Aea Mutual Aid
Network is an agency that provides big box facilities for libraries that
contain emergency equipment. There is one located in San Francisco at
Turk and Laguna and another in the East Bay.
B. Foundation Report
• Brad, the City Librarian, presented his request for library needs to the
Foundation in the amount of $158,000,000. Approval of this amount
is scheduled for the January 2023 meeting.
• The Foundation event "Mortified" had an attendance of 100 guests.
The event raised approximately $13,000.
VI. Old Business
A. Strategic Plan
• Managers are in the process of reviewing the plan specifically the goals
and making them easier for staff to understand and implement.
• Some managers felt the wording sounded fluffy and want to make the
plan more specific.
• After the managers have made their changes, the staff will be given the
opportunity to review the plan. If staff wants to add to the document or
make changes, a staff committee will be created.
B. Presentation by Mario De Andri Director of SVCF"s Scholarship Fund and
Trustee Discussion.
Mario De Andrea presented a power point to the Trustees that provided
the requirements to become associated with their scholarship fund and
details of fund management. Highlights of the Trustees' review of the
presentation follow.
• Expenses: $50,00 to establish fund, $10,000 Annual Awarding, $2,500
Minimum Annual Fee
• Trustees have to form a committee to prepare application forms,
review applications and possibly interview applicants.
• Minutes are required from all meetings and interviews for SVCF to
assure transparency of the process.
• The Trustees felt that the time required for the committee to complete
these tasks was not clearly explained.
• Amount of donation and number of donations to be awarded was
discussed.
• The City Attorney, Michael Guina, has met with Brad, the City
Librarian to discuss the matter of whether the funds held by the SVCF
belong to the Trustees or are the funds considered City money.
The Trustees requested that the scholarship fund be placed on the agenda
for the next meeting and suggested that the City Attorney be invited to the
December meeting if he has sufficient information on the subject of the
scholarship.
C. "ALA Read These Banned Books" (Approval)
Trustee Nagler noted that Teen Librarian, Jennie Miner, was interested in
developing a program on banned library books and using "Read These
Banned Books" as a resource. The cost of the book is $13.00.
The Trustees unanimously passed a motion to fund up to $750 for the
Purchase of "Read These Banned Books". M/S/C (Nagler/Ostrow)
VII. New Business
A. Discussion of Brown Act Sessions
• Trustee Cannon acknowledged the City's effort to train the
City commissioners on the Brown Act regulations that oversee the
procedures commissioners use to conduct their meetings.
• Each City commissioner should receive a Commissioner's
Handbook.
• Brad, the City Librarian, will resend the handbook to each Trustee.
B. Staff and Foundation Appreciation Event
• The Trustees discussed hosting a mixing and mingling event for the
Foundation to express their appreciation for all the efforts made by
the members to raise donations to fund the needs of the library not
funded by the City or the Trustees.
• The Foundation should be consulted with regard to date and time.
Staff would be invited to be a part of the event as many staff are not
acquainted with Foundation members.
C. Pitch Your Idea Grant (Approval)
The Trustees agreed to table this item until the December meeting.
VIII. Future Agenda Items
IX. Announcements
On November 30, 2022, Roger Krakow will give a presentation on his role
in World War II as a B-17 Flying Fortress navigator on active duty in World
War II. He will be joined by Starlifter pilot Colonel James Eustis.
X. The meeting ended at 7:1OPM. The next meeting of Library Trustees will
be December 20, 2022 in the Upper Level Meeting Room.
Children's and Teen Monthly Statistics
Nov-22
Children's Desk Reference Questions
642
Easton Branch Reference Questions
353
Programs
Attendance
STORYTIMES
Easton Storytime indoors/in person
4
93
Thursday Outdoor Storytime
3
152
Friday Outdoor Storytime
2
143
November TOTAL STORYTIMES
9
388
TOTAL STORYTIMES FOR FISCAL YEAR
54
3,369
CLASS VISITS
Preschool Class Visits at Schools
Preschool Class Visits at Library
Elementary School Class Visits at Easton
2
61
Elementary School Class Visits at Main
3
80
Middle School Class Visits at Schools
Middle School Class Visits at Library
November TOTAL CLASS VISITS
5
141
TOTAL CLASS VISITS FOR FISCAL YEAR
22
628
SPECIAL PROGRAMS FOR CHILDREN
BPL Music Party via Zoom
1
12
Graphic Novel Program for 2nd/3rd grade
1
10
Stuffed Animal Sleepover Storytime
1
56
Native American Peopleologie workshop
1
20
Mandarin Harvest ST in front of City Hall
1
56
Homework Center
8
59
United Against Hate Storytime in front of City Hall
1
18
STEM Saturday -- Octopus Bots
1
23
Bingo Bubbles Books in front of City Hall
1
73
Baby Sign Language in person in Lane Room
1
41
Food and Fiction for Tweens -- Stef Soto book
1
13
November TOTAL SPECIAL PROGRAMS FOR CHILDREN
18
381
CHILDREN'S Running Total for fiscal year
76
5,274
SPECIAL PROGRAMS FOR TEENS
Teen Toastmasters
3
45
Youth Poet Laureate Workshop
1
5
Teen Advisory Board
1
9
Homework Center -- Teens tutoring
8
40
UAH Just Mercy and Poetry Event
1
19
November TOTAL SPECIAL PROGRAMS FOR TEENS
14
118
TEEN Running Total for fiscal year
61
587
Running Total ALL Children's & Teen for Fiscal Year
222
9,858
Special Notes
Children's and Teen Monthly Statistics
Dec-22
Children's Desk Reference Questions
598
Easton Branch Reference Questions
235
Programs
Attendance
STORYTIMES
Easton Storytime indoors/in person
2
34
Thursday Outdoor Storytime
2
89
Friday Outdoor Storytime
3
164
Baby Storytime
1
24
MONTH TOTAL STORYTIMES
8
311
TOTAL STORYTIMES FOR FISCAL YEAR
65
3,766
CLASS VISITS
Preschool Class Visits at Schools
Preschool Class Visits at Library
Virtual Elementary School Class Visits on Zoom
Elementary School Class Visits at Easton Library
2
67
Middle School Class Visits at Schools
Middle School Class Visits at Library
TOTAL CLASS VISITS
2
67
TOTAL CLASS VISITS FOR FISCAL YEAR
24
695
SPECIAL PROGRAMS FOR CHILDREN
Graphic Novels for 2nd/3rd
1
14
BPL Music Party Zoom
1
19
Hanukkah Concert in Children's Room
1
67
Winter Scavenger Hunt at Main
1
375
Winter Scavenger Hunt at Easton
1
75
Baby Sign Language in person
1
35
Food and Fiction for Tweens -- Winterfrost book
1
12
Marshmallow People crafts in person
1
64
Fratello Marionettes Jack & The Beanstalk
1
126
MONTH TOTAL SPECIAL PROGRAMS FOR CHILDREN
9
787
CHILDREN'S Running Total for fiscal year
85
6,061
SPECIAL PROGRAMS FOR TEENS
Teen Toastmasters
2
35
Teen Advisory Board
1
13
BHS Winter Reading Outreach to School
1
31
Teen Gingerbread House Crafts
1
15
Youth Poet Laureate
1
3
MONTH TOTAL SPECIAL PROGRAMS FOR TEENS
6
97
TEEN Running Total for fiscal year
67
684
Running Total ALL Children's & Teen for Fiscal Year
250
11,206
Special Notes
Adult Services Stats
November 2022
Program
Date
# Programs
Attendance
Sit N Stitch
Tuesdays
4
15
English Learners Group
Wed & Thurs
7
31
Computer Drop -In
Mon, Thu, Sat
12
12
Stanford Blood Drive
11/2
1
35
Honoring the Dead: Afterlife
beliefs and Burial Rites
11/8
1
5
Sterling Court Senior
Outreach
11/16
1
13
Booked on Crime
Film Discussion
11/17
1
5
Ramses II Art Docent Lecture
11/29
1
21
The Flying Fortress and The
Starlifter: Memories from
Wartime Veterans
11/30
1
140
Total
29
277
2022-2023
July
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
June
total
Programs
21
19
16
17
29
Attendance
216
133
217
211
277
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
Kanopy
Month
Plays
Cost per play
Kanopy Kids and K Series (Great Books)
$5/month for unlimited plays
Monthly Invoice
Nov
2022
215
$2
5 KIDS and
8 Great Courses
$495
228 total plays
Pronunciator (Laneuaee Learnine)
New registrations
Total registered users
Sessions
Top 3 languages
3
183
5
Burmese, Chinese, Arabic
Ancestry.com
Sessions Searches run
31 630
Universal Class
Sessions
Lessons viewed
New registrations
Videos watched
Student
submissions
Adult Services Stats
November 2022
0 0 1 0 0
*No explanation for there being no activity
Adult Services Stats
December 2022
Program
Date
# Programs
Attendance
Sit N Stitch
Tuesdays
2
9
English Learners Group
Wed & Thurs
3
12
Computer Drop -In
Mon, Thu, Sat
8
8
Not So Tiny Hoop Embroidery
12/3
1
9
Reducing Stress Through
Meditation
12/6
1
17
Winter Sound Healing
12/8
1
1 23
Total
16
1 78
2022-2023
July
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
June
total
Programs
21
19
16
17
29
16
Attendance
216
133
217
211
277
78
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
Kanopy
Month
Plays
Cost per play
Kanopy Kids and K Series (Great Books)
Monthly Invoice
$5/month for unlimited plays
Dec
314
$2
4 KIDS and
$703
2022
11 Great Courses
329 total plays
Pronunciator (Language Learni
New registrations ITotal registered users I Sessions I Top 3 languages
5 1185 110 1 Spanish, Portugese
Ancestry.com
Sessions Searches run
32 545
Universal Class
Sessions
Lessons viewed
New registrations
Videos watched
Student
submissions
0
0
0
0
0
*no activity
City Librarian Report to Board of Trustees
17 January 2023
BURL i NGAM
Personnel Updates:
o Jeannine Culligan --Accounts Admin Assist. retired Dec 30. We wish her all the best in her new
duties as full-time grandmother.
o Main Staff: Congratulations, Olma O'Neill has been hired as the Library's new
o Ray DeLara's tenure as acting -Tech Svcs manager ended Dec 31. We will begin an internal
recruitment for this position once Human Resources gives the ok with regards to an updated
Job Description.
o Easton Staff: N/A
o Part-time Budget:
General Updates:
o Art Update: The Buffano Owl should be arriving on January 30— refurbished and with a lovely
base specially made for her. Look for many owl related events, fundraisers, and programs in
the future.
o Covid Update: N/A
o Committees:
o Policy:
o Facilities update —
1. HVAC Upgrade project is mostly done. The contractors continue to work on
synchronizing the system but seem to have it under control for the most part.
2. Facilities has contracted with a new custodial service. The new custodians are in their
break-in period and working out the kinks.
o PLSiPLP (Peninsula Library System / Pacific Library Partnership)
PLS Council meetings will alternate in -person and online meetings beginning 2023
o Upcoming BPL EVENTS: https://www.burlingame.org/library/events2/upcomingevents.php
State Library News: https://us13.campaign-
archive.com/?e=e1521 deff7&u=dacfa367c242711 b7d6f73ca7&id=f963a3bae2
BURLIf1GAMf
To: Library Board of Trustee
From: Brad McCulley, City Librarian
Subject: Library Board of Trustee Relationship with the Duncan Fund Trust and
a Historical Clarification
SUMMARY
The purpose of this document is to provide a historical context of how this Trust came to be and,
more importantly, how the City Attorney has clarified this Board's role and fiduciary duties.
Neither the City Attorney nor the City of Burlingame are claiming control of the Trust, or its
earnings earmarked for the Burlingame Library. However, it has been decided that these funds,
provided to the Library by the Silicon Valley Community Foundation at the request of the Board
of Trustee amount to a grant and only the City Council of the City Burlingame may approve or
reject these types of "donations." Moving forward funds granted to the Board of Trustees must
therefore be presented in a staff report to City Council for approval.
BACKGROUND
Beginning in 2016/2017 the Board of Trustees have been interested in supplementing the cost
of tuition for struggling employees studying for an MLIS, para-library certificate, and/or those
working toward an Associate or Bachelor degree with funds from the Duncan Trust. However,
the topic of "fiscal control" was considered repeatedly as to whether these were considered
City funds or outside the fiduciary bounds of City Council or City Manager. Also, as the only
commission with a Trust at its disposal this has always placed the Library and Board in an
uncertain standing with City oversight. The following documents show a progression from the
declaration of Jean Duncan's will and testament, the formation of a Estate Committee, the
eventual souring of the relationship between the Committee and the Library Board, the offer of
sale of the property at 404 Primrose to the City of Burlingame, and finally the purchase of the
property and development of the Trust investment (approximately $550,000) at what is now
the Silicon Valley Community Foundation with dividends to be used "for the maximum benefit
of the Burlingame Public Library" as stated in the Duncan will.
The highlighted documents are the most germane to this process however for a full and
accurate picture all evidence provided should be read in this order.
Exhibit A -- The will of Mrs. Thyra I. Duncan 22 Sep 1980
ARTICLE V (Excerpt)
I give and devise my real property commonly known as 404 Primrose Road, Burlingame,
California, together with any insurance thereon, to Crocker National Bank (now Wells Fargo), a
national banking association, in trust for the uses and purposes of The San Mateo Foundation
(now Silicon Valley Community Foundation) , a charitable community trust created by the
Resolution and Declaration of Trust creating 'the San Mateo Foundation', a certified copy of
which has been recorded in Volume 4997 of Official Records of San Mateo County, California at
pages 403-410 The said fund shall be kept separate and shall retain its Identity and be known as
The Roger E And Jean Hunt Duncan Charitable Fund It is my desire that the income from the
said fund is to be used for the benefit of the Burlingame Public Library, Burlingame, California I
direct that the Trustee administer the said real property in accordance with the directions of
George Paul Lechich, or if he shall at any time not be living, the directions of my nephew,
Walton B Houston, if' he shall be living, and the Trustee shall have no liability for following such
directions I request, that the Distribution Committee of The San Mateo Foundation consult with
George Paul Lechich' or If he not be living, my nephew Walter B Houston, to assure that the
income from the said real property be used for the maximum benefit of the Burlingame Public
Library. I direct that the said real property shall not be sold and that it be properly maintained. I
further direct if the Burlingame Public Library desires to use any space in the said building for
library purposes, it may do so.
• Exhibit B -- April 7, 1982 Peninsula Community Foundation Committee (known
hereafter as Estate Committee) report on Duncan House rental funds.
• Exhibit C -- April 13, 1982 Estate Committee defines City's responsibility — these funds
should be supplemental not supplant library budget.
• Exhibit D -- Aug 24, 1982 Estate Committee stipulations clarification.
• Exhibit E -- Jan 9, 1986 Library Lease disagreements with Estate Committee
• Exhibit F -- Trustee Minutes March 18, 1986 — Al Horn attorney for Duncan Trust
attended to explain the Duncan will and the funds donated to the Library.
• Exhibit G -- May 21, 1986 -- Staff Report to Council from City Attorney requesting
direction for changes to Duncan Property lease agreement between Estate Committee
and City of Burlingame.
• Exhibit H -- July 7, 1986 -- Staff Report and Reso Execution of Agreement -- basically
amending building use (also giving City the option of purchasing the property for $500k)
• Exhibit I -- -October 28, 1986 Petition of Testamentary Trustee for Approval of
Compromise for Duncan Trust -- This basically states that the Estate Committee and the
City cannot come to agreement and the City will most likely exercise its right to buy the
property (going against the deceased wishes) and that a Charitable Fund should be
created with generated income to be used for benefit of the Library (fulfilling the
deceased wishes).
• Exhibit J -- November 3, 1986 letter to City Attorney
• Exhibit K -- Nov 1990 — City Manager requests/received authorization to purchase
Duncan Property — Reso 153-90 accepts Grant Deed
• Exhibit L -- Nov 1986 Bergsing Trust Summary
• Exhibit M -- December 20, 1990 Council Resolution Purchase Duncan Property
• Exhibit N -- December 5, 1990 Letter to PCF from Dennis Argyres Advising
Purchase of Duncan Property Approved
• Exhibit O -- Duncan House News Article 1994
Burlin ame LibraryBoard of Trustees
g
Donor Involved Scholarships
Silicon Valley Community Foundation
sv• ' SILICON
VALLEY
COMMUNITY
FOUNDATION
January 13, 2023
Donor Involved Scholarships
$50,000
Funds to Establish
SV• , F
$10,000
Annual Awarding
$2,500
Minimum Annual Fee
Establishing an SVCF Scholarship
Establishing Program
• Deadline December 151" for 2023-24
• Establishing Program Parameters
• Fund Advisors (2)
• Fureement
Compliance
• April -June
• Applicant Reporting
• Committee Reporting
• Recommendations and Enrollment Verification
• Must be approved by SVCF before students
are notified
Scholarship Application Cycle
• December - May
• Goal: Communicate decisions to scholars by the May 1st
Enrollment Confirmation Deadline
Award Disbursements
• July -August
• Recommended Award Amounts based on FT/FY
• $2,500 for two-year
• $5,000 for four-year
• Award Checks Issued to Colleges
• Award Displacement
SV F
0 3
Donor Involved Services
DescriptionService ...
Establish eligibility and selection criteria and selection process X X
Design, create and manage online application X
Design and create rating form and interview questions (if applicable) X
Identify and conduct outreach to potential selection committee members X
Publicize scholarship in community and to targeted populations X
Field scholarship inquiries
K4
Receive and process applications (screen for eligibility and completeness, X
prepare for committee review)
Convene and manage the selection committee X
Review and evaluate applicants
X
SV , F 4
Donor Involved Services
Coordinate interviews (if applicable)
Recommend scholarship recipients
Review, approve and process recommendations
Notify awarded and declined applicants
X
a
X
Announce scholarships and contact schools, donors and committees X
Verify student enrollment for each scholarship recipient
Process scholarship payments for recipients
Provide ongoing support to recipients
Work with financial aid offices to ensure funds are used appropriately
X
SV• ,,F 5
Scholarship Compliance
Applicant Reporting
• File of All Completed Scholarship
Applications for each approved/awarded
student
• File of All Completed Scholarship
Applications for each declined student
• File of All Applicants' rating form for each
committee member who reviewed the
application or other evaluation
document(s)
SV, �F
Committee Reporting
• Minutes from the advisory selection
committee, if applicable
• Roster of scholarship selection committee
members (minimum of 3 people)
• Application or other forms used to consider
candidates (e.g., nomination or
recommendation forms)
• Rating or other evaluation forms (e.g.,
rankings)
Recommendations and
Enrollment Verification
• Student Information Form for each
awarded student:
• Proof of enrollment for each awarded
student
6
2023
Burlingame Public Library
Holiday Schedule - DRAFT
Date
Day
Holiday
Days closed
MOu
Jan 1 and 2
Sun, Mon
New Year's Day
2
1
Jan 15 and 16
Sun, Mon
Martin Luther King Jr. Day
2
1
Feb 19 and 20
Sun, Mon
Presidents Day
2
1
April 9
Sunday
Spring Holiday
1
May 28 and 29
Sun, Mon
Memorial Day
2
1
July 4
Tuesday
Independence Day
1
1
September 3 and 4
Sun, Mon
Labor Day
2
1
October 8 and 9
Sun, Mon
Indigenous Peoples Day
2
1
October 31
Tuesday
Halloween
Close 6 pm
November 10
Fri
Veterans Day
1
1
November 22
Wednesday
Thanksgiving Eve
Close 6pm
Nov 23 and 24
Thurs, Fri
Thanksgiving & Day After
2
2
Dec 22
Friday
Christmas Eve (observed)
Close 6pm
1/2
Dec 23, 24
Sat, Sun
2
Dec 25
Monday
Christmas
1
1
Dec 29
Friday
New Year's Eve (observed)
Close 6pm
1/2
Dec 30, 31
Sat, Sun
2
YEAR 2024
YEAR 2024
YEAR 2024
YEAR 2024
YEAR 2024
Jan 1
I Mon
New Year's Day (observed)
1
I 1