HomeMy WebLinkAboutBoard of Library Trustees 2019-10-15 Agenda
SAN RAFAEL PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
Tuesday, October 15, 2019
6:00 P.M.
City Manager’s Conference Room,
1400 5th Ave. San Rafael, CA 94901
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of September 10, 2019
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
A. Presentation by Josh Libresco of the Survey for the San Rafael Public Library Downtown
Locations Survey
3. Public Comment from the audience regarding items not listed on the agenda. Speakers are
encouraged to limit comments to 3 minutes.
MATTERS BEFORE THE BOARD OF TRUSTEES
If necessary to assure completion of the following items, the Chairperson may establish time limits
for the presentations by individual speakers.
4. Discussion of Guidelines for Library Use
BOARD REPORTS AND COMMENTS
5. Other brief reports on any meetings, conferences, and/or seminars attended by Board
members.
STAFF COMMENTS
6.
A. Measure D Parcel Tax Committee
B. Friends of the San Rafael Public Library
C. San Rafael Public Library Foundation
D. MARINet Board
E. NorthNet Board
F. City Librarian Update
Library Board of Trustees Agenda Page 2 of 2
NEXT MEETING: November 12, 2019
FUTURE AGENDA TOPICS
ADJOURNMENT
Notice
Any records relating to an agenda item, received by a majority or more of the Board less than 72 hours before the
meeting shall be available for inspection in the Library, 1100 E Street. Sign Language interpreters and assistive listening
devices may be requested by calling (415) 485-3066 (voice), emailing Lindsay.lara@cityofsanrafael.org or using the
California Telecommunications Relay Service by dialing “711”, at least 72 hours in advance of the meeting. Copies of
documents are available in accessible formats upon request. Public transportation is available through Golden Gate
Transit, Line 22 or 23. Paratransit is available by calling Whistlestop. Wheels at (415) 454-0964. To allow individuals with
environmental illness or multiple chemical sensitivity to attend the meeting/hearing, individuals are requested to refrain
from wearing scented products.
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LIBRARY BOARD OF TRUSTEES
DRAFT MINUTES
_____________________________________________________________________________________________
San Rafael Library – 1100 E Street, San Rafael, CA
September 10, 2019 – 6:00 P.M.
CALL TO ORDER
Chair Libresco called the meeting to order at 6:00 P.M.
Roll Call
Board Members Present: Josh Libresco, Jaimi Cortes, Claudia Fromm, Beverly Rose,
Robert Ross, and Catherine Sumser
Board Members Absent: None
Staff Present: Henry Bankhead, Assistant Library & Recreation Director/City
Librarian, Susan Andrade-Wax, Library & Recreation Director,
Jinder Banwait, Senior Administrative Assistant, Jill Tokutomi,
Librarian II, and Luz Rodriguez, Substitute Library Page
AGENDA AMENDMENTS
None
MINUTES
1. Approve regular meeting minutes of August 13, 2019
Chair Libresco requested the following changes:
1. Change the word “judgment” to “judgement”.
2. In the previous meeting, the City Attorney mentioned that there are two
options that the Board Members have if they are dissatisfied with the
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performance of Library staff. The minutes only show one option, what is the
other option?
3. Remove the petty/silly dialogue at the start of the last meeting under “Agenda
Amendments”.
4. Change “Matters Before the Commission” to “Matters Before the Board”.
Chair Cortes requested the following change:
1. Change how a statement was transcribed in the previous meeting, from “She
continued and said there has never been an issue, but this new process has
been an issue. Board Member Cortes expressed that everyone is making a
big deal out of things, that the City Clerk is attending our meetings and now
the City Attorney” to “She continued and said that there has never been an
issue, but this new process has been an issue including that the City Clerk is
attending our meetings and now the City Attorney”.
A motion was made by Board Member Cortes, seconded by Board Member Rose, to
approve the minutes of the August 13, 2019 meeting. The motion was approved
unanimously.
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
Ms. Tokutomi and Ms. Rodriguez presented information about the library’s Teen
Advisory Board (TAB). The program is designed to engage with students from grades
7th to 12th to gain input on how the library can improve services to better serve this
demographic. TAB’s focus is on inclusiveness and hearing the needs and wants of the
community. TAB provides leadership opportunities for teens as well as the chance to
give back to the community. TAB organizes events such as the CAIR (Council on
American-Islamic Relations) workshops to address bullying, events targeted to provide
help and resources for LGBTQ+ teens, and other programs such as the origami club,
face painting, game night, button making, 3D printing, and much more. TAB allows
teens to take ownership and help the library implement ideas they themselves have
planned and developed.
3. Public Comment from the audience regarding items not listed on the agenda
A member of the public asked when the New Library Facilities Report will be presented
to the City Council. Ms. Andrade-Wax replied, October 7, 2019 at 7 p.m. in the City
Council Chambers.
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MATTERS BEFORE THE BOARD
4. Mr. Bankhead presented information about elimination of library fines. He explained that
the Marin County Free Library, the largest member of the MARINet Consortium has
already eliminated fines and that this is now a national trend. Mr. Bankhead clarified that
the library users who fail to return items would still be responsible to pay
replacement/processing fees. He shared that the youth fines that were eliminated in
2015 had no negative impact, that in fact it benefited the community by increasing
morale, enthusiasm for the use of the library, and removed barriers that pre vented
access to resources. Mr. Bankhead said that the fines revenue has been decreasing in
the last few years and that it was slightly less than $20,000 for fiscal year 18/19. He
explained that the amount of time and resources required to collect the fines and issue
refunds outweighs revenue collected. He also said that collecting fines places the library
in an adversarial relationship and reduces access. Mr. Bankhead explained that
eliminating fines would bring consistency across the consortium, which will also remove
any confusion among users.
Board members accepted the report, however, would like to do their due diligence and
requested additional data detailing the actual cost of collecting fines/fees before
providing feedback. Ms. Andrade-Wax replied that the City is currently reviewing the
Master Fee Schedule and has hired a consultant to conduct a comprehensive fee study.
The results will be shared with the Board.
Board Member Ross made a motion to request additional information about the cost of
collecting fines/fees and its effect on staff before the Board can recommend eliminating
the fines. Board Member Sumser seconded the motion.
AYES: Board Members: Libresco, Fromm, Rose, Ross, and Sumser
NOES: Board Members: Cortes
ABSENT: Board Members: None
The motion passed.
5. Mr. Bankhead presented information on the department merger. He said that both
departments met on August 28th where the new department mission, tagline, vision and
values were presented as well as a snapshot of the organizational chart. A question and
answer session concluded the meeting. The name of the department is Library and
Recreation, where Library includes Library & Arts (Falkirk House) and Recreation
includes Recreation & Childcare. The department became official on July 1, 2019. The
newly formed department plan will be presented to City Council for acceptance and
approval on September 16th along with the newly created position of Assistant Library &
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Recreation Director. Mr. Bankhead’s new title is Assistant Library & Recreation
Director/City Librarian.
Ms. Andrade-Wax shared some results from the staff survey (taken before merger
process began):
1. 98% of staff felt they understood what is expected of them in their job
2. 88% feel they have the support and resources they need to comp lete their job
3. 87% feel that teamwork within the departments is good
4. 87% feel that department-wide communication is good
5. 85% feel that morale is good
Ms. Andrade-Wax shared some of the concerns staff had (taken before merger process
began):
1. How will my role change? Example, librarian today, pool lifeguard tomorrow? No,
but there will be more opportunities for collaboration and professional growth.
2. Does the funding change? Example, does the library start charging for
programing like recreation does? No, the philosophy stays the same.
3. Is the change going to be inclusive? Yes, staff from both departments have been
involved throughout the process and guided by a professional consulting firm.
4. Marketing, will we be able to enhance our marketing efforts and comb ine
resources? Yes, already happening. Example, the Recreation Activities Guide
already includes information about library programs and services.
5. Sharing facilities? Yes, Recreation has a lot of facilities and vehicles that the
library can now use at no charge.
Ms. Andrade-Wax explained that financially, the library funds (come from the City’s
General Fund and the Measure D Parcel Tax) will remain separate from the Community
Services funds (100% cost recovery, only partial funds come from the City’s General
Fund). The new department will offer complimentary programs and not competing
programs. For example, if someone is interested in art lectures, they can attend a
sampling program at the library, and if they would like to take classes, they can enroll in
fee-based classes at the community center.
The Board Members accepted the report as presented.
BOARD REPORTS AND COMMENTS
Board Member Ross asked whether there is funding available for Board Members to
attend conferences and training events. Mr. Bankhead replied, no. Ms. Andrade -Wax
explained that the Board Members can benefit from attending other City Boards &
Commissions meetings as liaisons and by attending conferences and training
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opportunities that may help Board Members do their job even better. She said she
would look at the budget to see if there are any funds available.
STAFF COMMENTS
Mr. Bankhead shared updates about Library groups and other relevant information with
the Board Members.
A. The Parcel Tax Committee hasn’t met, and the next meeting is scheduled for
October 1st, 2019.
B. The Friends of the San Rafael Public Library did not meet in August and will be
meeting on September 11th, 2019.
C. The Library Foundation did not meet in August. Their annual dinner is coming up on
October 10th. All Board Members are invited to attend. Invitations will be going out.
Jane Light, pervious San Jose Library Director will be speaking at the event about
libraries of the future.
D. MARINet Board will be meeting in the upcoming week.
E. NorthNet Board has not met, but the sub-committee did meet on August 29th, 2019
to discuss the unfunded retiree liability for the previous organization, North Bay
Cooperative Library System. The discussions are ongoing as to what the
commitment is to the former members in terms of healthcare and what current
members can afford.
F. Lynda.com and Kanopy services will be discontinued at the end of September. The
users have been notified of this change. An alternate service, Hoopla, is available to
replace Kanopy and staff are currently researching an alternative to Lynda.com.
G. New furniture was placed in the lobby as part of the lobby improvement project.
Additional ADA compliant furniture will be purchased along with a new bench. New
paint and a digital display will be installed as well.
H. Jill Tokutomi’s, Librarian II, presentation was selected to be presented at the All
Things YA event in Corona, CA. The presentation focused on serving LGBTQ+
youth at the library.
I. The camera door counter at the E St. entrance was replaced as it was not accurately
counting users. It was replaced at no charge through the library’s existing service
contract.
J. The Friends of the Library Buck a Book sale will be on Saturday, September 14th,
2019.
K. A flyer with events and programming information at the Falkirk House was provided
to all Board Members.
L. City staff were given an opportunity to attend an hour-long training covering
emergency preparedness, PG&E shutoff preparedness, and their role as a disaster
worker. A brochure with information was provided to all Board Members.
M. Ms. Andrade-Wax explained that going forward, the minutes for the Library Board of
Trustless should be brief-summary/action only minutes instead of verbatim minutes.
Capture the thought process of the group, not the individual.
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N. Mr. Bankhead shared that he reviews books for the Library Journal. A summary of
this was included in the recent City Friday Memo. The Friday Memo goes to all City
staff and Boards & Commissions.
NEXT MEETING: Board Member Fromm shared that she will be unable to attend or only
attend partial of the October 8, 2019 meeting. Ms. Andrade -Wax explained that at some point
in the future, the Board will be provided a yearly calendar of meetings and agendas so that the
Board can decide to reschedule or cancel meetings due to conflicts. She explained that if there
is no item on the tentative agenda, the meeting will be cancelled.
Board Member Sumser left at 7:40 p.m.
The remaining Board Members agreed not to meet on Octob er 8th. Ms. Andrade-Wax
informed the Board Members that she would notify them if the meeting was re-scheduled to
October 15th.
ADJOURNMENT
The meeting was adjourned at 7:48 P.M.
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
October 15, 2019
Item #4
TITLE: DISCUSSION OF GUIDELINES FOR LIBRARY USE
SUMMARY:
On November 13, 2018 the Library Board of trustees approved an amendment in the
Guidelines for Library Use https://srpubliclibrary.org/about/guidelines-for-library-use/
allowing the limited consumption of food within the library. Since this chang e was
implemented a little less than a year ago there have been no reported issues regarding
food consumption at any locations of the San Rafael Public Libraries.
RECOMMENDATION:
That the Board accept the report and provide comment.
BACKGROUND
Best practices in public libraries throughout the San Francisco Bay Area allow limited
consumption of food items within public libraries. Before the recent change was made in
November 2018, the Guidelines for Library Use for the San Rafael Public Library stated:
The following behaviors are prohibited on Library property to ensure everyone can enjoy
the library, and may result in warnings, expulsions, or suspension of library privileges:
Eating inside the library, except as approved for specific events.
The Library Board approved removing this section from the prohibited behaviors section
and instead added the following verbiage in the allowed behaviors section under the pre-
existing heading:
To enjoy library materials and services fully, the following are encouraged:
Responsible consumption of individually packaged food and drinks in designated
areas; full meals and pungent foods should be consumed outside the library.
Page 2 of 2
DISCUSSION
Before the change to allow limited consumption of food was made, there were at least 12
documented incidents involving food consumption between 2013 and 2017. Anecdotal
evidence also suggested that illicit consumption of food had always been an ongoing
issue in the downtown library prior to when the change was made to allow limited
consumption of food.
Since the changes to the policy were made, no significant issues regarding food
consumption have occurred. In addition, the library staff and building security no longer
are required to enforce a policy the directly affects patron’s ability to enjoy the library
facility in a reasonable way, thus allowing library staff to focus on providing customer
service and building security to focus on safety.
Designated areas for food consumption in the Downtown Library are the non-Carnegie
area of the library and the downstairs children’s section.
ALTERNATIVE ACTION:
Any other action as determined by the Board.
Submitted by:
Henry Bankhead
Assistant Library and Recreation Director / City Librarian
Attachment:
1. Guidelines for Library Use
GUIDELINES FOR LIBRARY USE
Welcome to your public library! Our mission is to engage, empower, and
enrich our community through innovation, imagination, and inspiration.
The San Rafael Public Library seeks to provide its users with a safe and
pleasant library experience in an atmosphere conducive to study, reading, and
appropriate use of materials and services. To ensure that all persons may
enjoy the benefits of the library, individuals visiting or using the library’s
facilities or services must comply with the following Guidelines for Library Use:
To enjoy library materials and services fully, the following are encouraged:
• Read, listen, and view to your heart’s content
• Study and learn
• Ask library staff for help
• Use the library’s physical and digital collections
• Participate in library programs
• Responsible consumption of individually packaged food and drinks in
designated areas; full meals and pungent foods should be consumed outside
the library
The following behaviors are prohibited on Library property in order to ensure
everyone can enjoy the library, and may result in warnings, expulsions, or
suspension of library privileges:
Disruptive or unsafe behavior including any conduct that is incompatible with
the library’s proper use and/or interferes with the comfortable use of the library
by others or with the functioning of library staff or volunteers, including but not
limited to:
• Use of loud, abusive, threatening, harassing, or insulting language or noises
or behaviors
• Use of the library while under the influence of alcohol or non-prescribed drugs
ATTACHMENT 1
• Bringing weapons of any kind onto library property
• Blocking or impeding access to library entrances, exits, or walkways with
bicycles, strollers, power cords, tables, chairs, etc.
• Entering library with animals other than service animals authorized by law
• Entering library with items inappropriate to library use, including but not limited
to bicycles, shopping carts, large trash bags, bedrolls, and strollers without
children
• Bringing into the library containers or packages which singly or collectively
exceed 16” x 18” x 24”
• Leaving personal belongings or animals unattended on Library property
• Sleeping
• Lying on the floor inside the library, except as approved for specific events
• Failing to wear shirt/top, pants/skirt, and shoes
• Inappropriate use of restrooms, including laundering and bathing.
• Fraudulent use of another’s library card and/or account for any purpose
• Leaving children under the age of eight unattended on library property
• Exuding offensive, pervasive odors, including fragrances caused by perfume
or other scented products, which constitute a nuisance to other patrons, staff,
or volunteers so as to interfere with their comfortable use of the library or with
the functioning of library staff or volunteers
• Selling, or soliciting services or merchandise, except for library-related
purposes or events and with prior written permission from the Library Director
• Petitioning for signatures, conducting surveys or investigations, leafleting, or
soliciting for funds inside the library
• Behaving in any other manner prohibited by federal, state, or local law
Persons who violate these Guidelines may receive a warning from the library
staff and/or an opportunity to cease the violation or leave the library. Refusal
to leave the library after being instructed to do so is trespassing. Illegal
activity, as well as any willful or repeated violations of these Guidelines or
other posted library regulations (e.g. computer use rules), may result in
removal from the facility and/or suspension of library privileges. In addition,
where authorized by Federal, State or local law, violations of these Guidelines
may also result in arrest.
If a person is suspended and believes the suspension has been imposed
unfairly or in error, he or she may appeal the suspension by submitting a
written appeal letter to the City Manager’s office in City Hall Room 203. The
appeal letter shall state the name, mailing and/or email address, and
telephone number of the person appealing and the reason for the
appeal. Upon receipt of the appeal, the City Manager shall obtain a report
from the Library Director and may, but shall not be required to, schedule a
meeting with the person appealing. The City Manager shall issue a written
decision on the appeal within 30 calendar days after the filing of the
appeal. The City Manager’s decision shall be final. Pending an appeal
discussion, the suspension remains in effect.
Library users who wish to request a reasonable accommodation of these
guidelines because of a disability or health problem may contact library staff at
(415) 485-3319.
Approved by the Library Board of Trustees November 13, 2018