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HomeMy WebLinkAboutBoard of Library Trustees 2019-03-12 AgendaAGENDA SAN RAFAEL LIBRARY BOARD OF TRUSTEES REGULAR MEETING, MARCH 12, 2019 DOWNTOWN LIBRARY MEETING ROOM 6:00 PM APPROVAL OF AGENDA APPROVAL OF MINUTES OF MEETING OF JANUARY 8, 2019 PUBLIC COMMENT This portion of the meeting is reserved for persons desiring to address the Board on all items, agendized or not. Presentations are generally limited to two minutes. PRESENTATION • Northgate Mall Pop-up YouTube Video REPORT FROM INTERIM LIBRARY DIRECTOR (Henry Bankhead) REPORTS FROM LIBRARY SUPPORT GROUPS • Friends of the Library (Henry Bankhead) • Library Foundation (Henry Bankhead) • Special Library Parcel Tax Committee (Henry Bankhead) OLD BUSINESS • Mall Project update • New Library Facility Planning Process update NEW BUSINESS • Library - Community Services merger update (Susan Andrade-Wax & Henry Bankhead) ADJOURNMENT American sign language interpreters and assistive listening devices may be requested by calling 415-485-3064 (voice) at least 72 hours in advance. Copies of documents are available in accessible formats upon request. To allow individuals with environmental illness or multiple chemical sensitivity to attend the meeting, individuals are requested to refrain from wearing scented products. Gary O. Phillips, Mayor • John Gamblin, Vice Mayor • Maribeth Bushey, Councilmember • Kate Colin, Councilmember • Andrew Cuyugan McCullough, Councilmember Location: NORTHGATE MALL POPUP LIBRARY Date: 1/8/19 Time: 6:00 p.m. Chair, Presiding: Melanie Leavitt Cantarutti Members Present: Doug Van Gessel Jaimi Cortes Josh Libresco Melanie Leavitt Cantarutti Robert Ross Members Absent: Scott Harrup (Alternate) Others Present: Henry Bankhead, Interim Director Jamie Poirier, Circulation Supervisor Jinder Banwait, Administrative Assistant APPROVAL OF AGENDA The agenda was unanimously approved on a motion by Cantarutti and a second by Libresco. Bankhead announced that Scott Harrup had resigned from the board. APPROVAL OF MINUTES The December minutes were unanimously approved on a motion by Cantarutti and a second by Libresco. Libresco commented that he appreciated the former practice of the minutes being sent out right after the meeting for corrections. Bankhead replied that this would no longer occur because it was not standard practice and that to avoid and perceived violations of the Brown Act, we should really be having the discussion regarding minute corrections in a public forum, i.e. at the meeting, rather than by email. PUBLIC COMMENT None. STAFF PRESENTATION Bankhead gave the Board a tour of the Northgate Popup library facility including the virtual sandbox, virtual reality equipment, 3D printer, face-out shelves and workroom. SRPL BOARD OF TRUSTEES MEETING SUMMARY Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin, Councilmember • Andrew Cuyugan McCullough, Councilmember None. Cortes would like Bankhead to inquire what “correspondence” is and whether it is required in City minutes. REPORT FROM LIBRARY DIRECTOR Bankhead discussed the mall project, how it was conceived and how it is operating. Libresco had numerous suggestions for improving the Tapyness survey that is being deployed on the iPad at the mall. Cortes suggested creating a Spanish language version. REPORT FROM LIBRARY SUPPORT GROUPS AND OTHER RELATED GROUPS Friends of the Library: Bankhead: Friends cancelled December meeting. SRPL Foundation: Bankhead: Foundation cancelled December meeting. Special Library Parcel Tax Committee: Have not met since last Trustees meeting. OLD BUSINESS Board of Trustees Annual Report - Bankhead reiterated the plan for all boards and commissions to submit an annual report. Cortes and Van Gessel mentioned that a tie in to the strategic plan for the library would be useful for this report. Bankhead will send out report draft and strategic plan to solicit feedback from individual board members. Mall Project update – Bankhead provided the Mall update as part of his tour of the Northgate popup. New Library Facility Planning Process update – Bankhead reported that costing info from Noll and Tam would not be available till later in February. Noll and Tam have not started the survey as they are waiting on costing info. Bankhead surveyed the board as to whether the survey should happen before the last set of community meetings or before. The board were unanimous in thinking the survey should happen first. Cortes and Libresco expressed continued frustration that the process was taking so long and were very concerned that opportunities were being lost by the delayed process. Bankhead responded that the more extended process had been vetted by the City and by direction coming out of the Council Retreat. Board members continued to express concern about the slowness of the work progress in the New Library Facilities Planning Process. NEW BUSINESS Correspondence – Bankhead reported that, per the elected city clerk, correspondence is not a required part of the regular agenda. Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin, Councilmember • Andrew Cuyugan McCullough, Councilmember Action Items Owner(s) Deadline Details Send out Annual Report Draft and strategic plan Henry Bankhead Next Meeting ADJOURNMENT Meeting adjourned at 7:23 p.m. Respectfully submitted by Henry Bankhead cc: March 2019 TO: San Rafael Public Library Board of Trustees FR: Henry Bankhead, Interim Library Director RE: Monthly Report to the Board Laurel Dell Class Visit by Serena Makofsky Where can I find the movie Moana? How about Elephant and Piggie books? First-grade students from Laurel Dell discovered the answers to these questions and much more at a special library night-time open house for their class and families on March 5th at the Downtown Library Children’s Room. Every year, the first-grade young scholars and their families visit the library for a bilingual tour of the children's room. For this year's event, there were 60 people in attendance! The fun started with a warm bienvenidos over pizza and veggies. Then, the parents and caregivers attended a brilliant plática by Senior Library Assistant Alejandra Barrios, focusing on strategies for building early literacy in Spanish and English as well as tips for navigating the collection. Meanwhile, the children enjoyed a bilingual storytime by substitute bilingual librarian, Serena Makofsky, on the theme of magic, prompting them to reflect on the magical Monthly Library Report to the Library Board of Trustees, p. 2 treasures to be found in the library. The students then moved to the library stacks for a scavenger hunt that had them rushing to locate their favorite materials including, yes, Elephant and Piggie. Thanks to Librarian Jill Tokutomi for designing this clever juego and to Library Assistant Aisha Rodriguez for her leadership and crowd management. Thanks to Supervising Children's Librarian Jill Harris for organizing the family night with Laurel Dell teacher Vanessa Nuñez. The enthusiasm of parents and children was evident in their numerous questions about books in Spanish and recounting of favorite titles and characters. Felicidades to the team that put together this stellar event. Here's to building future ravenous readers! Facility Updates & Shared Service Point Update Shared service point has arrived! At the beginning of February, we combined our circulation desk with the upstairs reference desk to offer all the services the library provides in one location. Similar models have been widely adopted in libraries, including at local libraries like Novato and Corte Madera. As part of shared service, we have expanded our holds area in the lobby to provide better access to holds. This means that we have closed the large service desk and we are moving holds to bookshelves mounted in front of where the desk used to be. This has allowed us to remove the existing wooden bookshelves which were blocking access to the back of the lobby. Patrons who need personal help from a staff member can now be directed to one of two staffed desks in the building, either in the children’s room or upstairs. A staff member is available at peak times at a touch down station in the lobby to assist patrons Monthly Library Report to the Library Board of Trustees, p. 3 Library Personnel Updates: The internal promotional recruitment for Senior Library Assistant has concluded. Five candidates have been selected for promotion. Congratulations to Jennifer Kiefer, Minh Nguyen, Joan Peck, Christine Sorensen and Gina Vaziri. The Mall Popup Extended! The Mall popup continues to be popular with patrons. We have extended the popup through the end of March 2019. The Mall library continues to be a great success. We have started a Storytime Program on Wednesdays Afternoons that has been attracting a regular crowds of children and caregivers. XRMarin, the partner who is providing the Virtual Reality equipment, has produced a short two minite film about th emall popup. This film will be shown at the Marin County Board of Supervisors meeting this coming Tuesday, February 12th. Beatty Committee by Jill Harris Over the past year I have been serving on the California Library Association's 2019 John and Patricia Beatty Award Committee. The Beatty, "honors the author of a distinguished book for children or young adults that best promotes an awareness of California and its people." Along with six other librarians from all over the state, I Monthly Library Report to the Library Board of Trustees, p. 4 contacted publishers for submissions, and read and evaluated about 55 books published in 2018 that had something to do with California. On Saturday February 2nd we convened at the San Luis Obispo Library for a day of discussion to select the winner, as well as runner-up titles for the annual Eureka! list. I am very excited about the book and author we chose to honor. The winner will be announced in May and honored at the 2019 CLA Annual Conference. Participating on this committee has given me the opportunity to network with librarians from around the state, working in both urban, suburban, and rural locations, bringing us together to learn from each other and challenge ourselves to consider new viewpoints. I have grown as a librarian through this process and will bring my new knowledge and experience to the San Rafael Public Library team. For more information about the Beatty Award and to view past winners and Eureka! reading lists, visit https://www.cla-net.org/page/113 Photo 2, L to R: Allison Tran, Mission Viejo Library; Kate Hug, Oakland Public Library; Ayana Gaines, Camarillo Public Library; Me! Sherry Wade, Kern County Library; Charity Anderson, Sonoma County Library. (Not pictured - Roxanna Garcia, Riverside County Library, attended via video chat.) Monthly Library Report to the Library Board of Trustees, p. 5 New Newspaper Area William Calhoun and Marlene Austin recently worked together to redo the way newspapers are displayed in the Carnegie wing of the library. The newspapers were moved from a spinner rack and shelves in one corner of the room over to the other side of the room at the end of the magazine racks. This creates a less congested display for newspapers. It also addresses some concerns that were raised when browsers of the papers in their former location were inadvertently standing quite close to patrons seated at the adjacent desk Recent Library User Comments • The Best Library in Marin. You always have everything I want and you have the best nicest customer service. • (Bibliocommons user) I find searching for a book very easy and love being able to request a book online and pick it up at my local branch. THANK YOU • (Bibliocommons user) I love this library. I had the name of a book that was recommended to me, I searched for it on-line and found that the library has two copies, and so I put a hold on one copy and will pick it up in a day or two. Yea! Also, I know when I got to the library the staff will be really friendly and helpful. You all are the best! • (Bibliocommons user) Well-designed, very convenient and easy to use. • (Bibliocommons user) good idea not to mail notices. But I do imagine many will protest . . . to be expected. • (Bibliocommons user) y'all doin' good, thank you :3 • (Bibliocommons user) I LOVE getting all library notices online. It saves so much paper and trips to the library. Keep up the good work. Monthly Library Report to the Library Board of Trustees, p. 6 Library and Community Services Merger- update Library and Community Services met for a day long workshop on February 7th, 2019. This workshop was facilitated by Management Partners. For the morning portion all staff worked together on getting to know each other. We discussed what both departments do, did a post-it note exercise about what each department wanted to know about the other department, what concerns staff had about the merger and what staff were excited about. We then discussed potential collaborations that could happen between the two departments. The afternoon session included managers and supervisors from both departments. We talked about a shared mission statement and a shared vison statement for both department and identified factors for success in the new combined department. Next steps are for management partners to document all the input that was shared at the workshop and then to use that information to inform the next workshop with both departments on March 8th. Deaccessioned Library Materials Appreciated by Veterans The Library received a handmade thank you card from the Veteran’s Hospital for the Popular, Blues, Soundtrack, and World music CDs that we discarded. When library materials are damaged or when they are no longer in demand our practice is to deaccession (weed/get rid of) the materials. Are books are sent to the Internet Archive in Richmond, CA. In this instance we were able to donate CDs to the Veteran’s Hospital. Here is the handmade thank-you card that they sent us. Monthly Library Report to the Library Board of Trustees, p. 7 March Library Director Activities • March 6 — Department Directors Meeting • March 8 — 2nd Community Services/Library Workshop Day • March 11— Parcel Tax Committee Meeting • March 12 — Board of Trustees Meeting • March 13 — Friends Board Meeting • March 21 — MARINet Board Meeting • March 27 – Library Staff Meeting