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HomeMy WebLinkAboutAgenda Packet - LB - 2023.01.17CITY O p ipQRATED , 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