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Home My WebLink AboutBoard of Library Trustees 2019-06-11 AgendaAGENDA SAN RAFAEL LIBRARY BOARD OF TRUSTEES REGULAR MEETING, JUNE 11, 2019 DOWNTOWN LIBRARY MEETING ROOM 6:00 PM APPROVAL OF AGENDA APPROVAL OF MINUTES OF MEETING OF MAY 14, 2019 PRESENTATION • Library Staff 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. 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/Susan Andrade-Wax) NEW BUSINESS OLD BUSINESS • Update on Lobby Improvements • New Library Facility Planning Process Update • New Library Facility Survey Update 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: SRPL, Downtown Library Meeting Room Date: 05/14/19 Time: 6:00 p.m. Chair, Presiding: Josh Libresco Members Present: Jamie Cortes, Claudia Fromm, Josh Libresco, Beverly Rose, Robert Ross, Kate Sumser Members Absent: None Others Present: Susan Andrade-Wax, Community Services Director Henry Bankhead, Interim Library Director Jinder Banwait, Administrative Assistant Miriam Wallen, Librarian II APPROVAL OF AGENDA The agenda was unanimously approved on a motion by Libresco and a second by Ross and Fromm. All were in favor. APPROVAL OF MINUTES The April minutes were unanimously approved on a motion by Libresco and a second by Rose and Cortes. All were in favor. INTRODUCTIONS None PRESENTATION Wallen presented on a library service, Memory Lab. Funded by the Randy Coleman Family Memorial Fund, the program allows patrons to scan and preserve documents, pictures, films, etc. in high resolution. The equipment will also be used internally to scan library and local history items. PUBLIC COMMENT None. CORRESPONDENCE None. SRPL BOARD OF TRUSTEES MEETING SUMMARY Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin, Councilmember • Andrew Cuyugan McCullough, Councilmember REPORT FROM LIBRARY SUPPORT GROUPS AND OTHER RELATED GROUPS Friends of the Library: No further Friends requests will be submitted in this FY. The Friends met with City officials to discuss parking issues near the Friends Book Store. They were satisfied with the proposed solutions. The Summer Lawn Sale will be held on Saturday, June 22nd. Merger discussions amongst the Friends are ongoing, specifically, the potential of having book sales at the community center. The Board members all suggested that the Friends recruit youth volunteers to help with logistics during book sales. SRPL Foundation: The Foundation has raised approximately $400,000 for a new library and have approved funding associated with the New Library Survey. The next annual meeting is scheduled on Thursday, October 10th at the Marin Yacht Club. The funds that the Foundation have raised are specifically for a new library and cannot be utilized for the Mall Pop-Up Library. Special Library Parcel Tax Committee: The Parcel Tax Committee has met with the City Manager, Mayor, and other officials to discuss how the City’s general fund portion of the library’s budget is calculated in comparison to the overall City budget. In particular, how the Measure D Parcel Tax is augmented by the City’s general fund. No decision has been made as the current City Finance Director is out on leave. The Measure D CPI adjustment Staff Report is going to the City Council in June. REPORT FROM LIBRARY DIRECTOR Bankhead shared information about a patron who was ripping covers off of books. The patron was discovered and banned for damaging library property. Bankhead also mentioned that he was impressed with how successful the Dia celebration event was this year. OLD BUSINESS Bankhead explained that though there has been a group of staff working on lobby improvements, esthetics, and wayfinding, in the interim, a staff person has been assigned to assist patrons as they enter the building. Bankhead also shared his thoughts about how he would like to see staff look for patrons to assist rather than waiting for patrons to seek the staff. Andrade-Wax explained that there were two main purposes for changing the lobby, single point service and additional holds space. Though some issues were resolved, other issues have arisen. All Board Members agreed that there needed to be better signage, seating, esthetics, and improvement of the holds wall. Bankhead shared the slides presented to the community by Noll & Tam Architects. Various location options for the new library were discussed along with square footage per capita. Libresco provided an update on the status of the New Library Survey. Libresco said he and his team will analyze the results and provide a report as soon as they are able. The report, along with Noll & Tam’s findings, will then go Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin, Councilmember • Andrew Cuyugan McCullough, Councilmember to the Finance Sub-Committee, City Manager, and then to the City Council. City Council will decide where to go next. Bankhead provided an update on the Mall Pop-Up Library. A lease has been signed to extend the Pop-Up Library until the end of April 2020. A MOU has also been finalized between the City and County. XR Marin has partnered with the library and will offer volunteers to assist with virtual and augment reality services. NEW BUSINESS None. Action Items Owner(s) Deadline Details Improve Lobby Henry Bankhead Next Meeting seating, esthetics, signage, wayfinding ADJOURNMENT Meeting adjourned at 7:20 p.m. Respectfully submitted by Henry Bankhead cc: June 2019 TO: San Rafael Public Library Board of Trustees FR: Henry Bankhead, Interim Library Director RE: Monthly Report to the Board Summer Reading Blast Off Summer Reading 2019 "A Universe of Stories" started this past Saturday with a blast-off party on the library lawn. From 1-4pm library patrons were invited to drop in and sign up for summer reading, then stay for fun space and technology-themed activities. NASA Ambassador Ron Rosano led a quiz show in the library meeting room. The Hamilton Wireless Association taught Morse code to fascinated kids and spread the word about our joint Ham Radio Club (starting this July.) Library staff and volunteers were also out in numbers teaching kids to build mini catapults and paper helicopters; judging our space-themed coloring contest; chasing down the ever- popular inflatable planets; and distributing free delicious popcorn donated by Marin Ace. It was a wonderful day with at least 80 patrons participating. If you missed the party, don't worry! Summer reading lasts until August 31s t and you can sign up online at https://srpubliclibrary.beanstack.org or drop by the library for more information. Everyone is encouraged to join in, read outside their comfort zone, and wi n prizes! Monthly Library Report to the Library Board of Trustees, p. 2 Recent Library User Comments • (Bibliocommons user) On my 1st visit to the library one week ago, the reference desk clerk was patient in explaining to me how to navigate my way through a number of sections in the library. I was very appreciative of her help and felt welcomed at San Rafael library. • What will happen to the beautiful historical current Library on E St. This is my major concern! San Rafael needs to keep this building because It is a historic landmark. Not destroy it—the sad & tragic situation that leveled the historic City Hall should not happen to the library building as well. The character of the current building on E St. should be preserved and protected. If the city wants to create a bigger, modern mega library at a new location then fine but Keep the historic E St library branch where it is. The very unfortunate situation that resulted In the loss of the old city hall which is now an ugly eyesore on 4th street should not be allowed to become the destiny of the beautiful library. • Please keep the current library branch of the popup library at Northgate Mall i n Terra Linda! • Why not put the library in the Northgate Mall? Plenty of space - think the old Sears building, plenty of parking and easy to get to. • I wanted to add the comment that I would love to see expansion of the canal library. It is always busy and pressed for space. It is much loved and used by the community. • I completed the survey but want to make sure that an additional survey(s) is(are) sent regarding the new library's services and ability to meet community needs (whatever those may be). My concern is that additional space (compared to the 5th and E branch) and computers be available for K-12 students to do research and homework. Low-income students generally don't have the same access to computers and resources at home, compared to high-income level families. And in Marin County, the difference is greater than in most other California counties. Low-income students are at a distinct educational disadvantage, and libraries can help with that. • Thanks for listening. Monthly Library Report to the Library Board of Trustees, p. 3 New Staff Desks Library Many of the Library staff will be getting new ergonomic, adjustable height desks as part of a move to declutter our work spaces and to consolidate all staff in the staff areas on the lower floor. These adjustable desks will complement our existing adjustable height desks in the former literacy office, in the technical services space and in the admin office. As part of this project the library staff will be working together to create a more enjoyable workspace which is more open and less cluttered. Margaret and Aisha: Code for America Summit Library staff members Margaret Stawowy and Aisha Rodriguez attended the recent Code for America Summit in Oakland as part of the City of San Rafael contingent. For the past three years the City has been sending a cohort of staff from all departments to this conference. “The three-day event is an opportunity for public servants, advocates, entrepreneurs, technologists, and volunteers to get together in one room and tackle some of government’s biggest challenges in the digital age.” Monthly Library Report to the Library Board of Trustees, p. 4 NBCLS Meeting San Rafael Public library, as well as all the other public libraries in Marin County, is a former member of the North Bay Cooperative Library System (NBCLS). This defunct library system still has unfunded liabilities for retirees. Each year the North Bay Cooperative Library System (NBCLS) pays CalPERS its unfunded liability. In the past, this has been done on a monthly basis. CalPERS’ newly adopted 15-year amortization period (previously 30-year amortization) has resulted in a 134% increase from FY 2018/19. The FY 2019/20 Unfunded Liability cost is $75,222, as compared to $32,165. The funds remaining to the former consortium will be exhausted this year and former participants will be liable to cover the ongoing costs. The board of the former consortium is meeting on June 7th, 2019 to discuss our approach to holding all former members accountable. San Rafael Library’s ongoing yearly obligation is estimated to be between $7,500 and $8,500 per year depending on the cost sharing formula that is adopted. FUND BALANCE Personnel Updates: Gina Vaziri, Senor Library Assistant, will be leaving the City of San Rafael to take a job at the Belvedere-Tiburon Library, which is also a member of our MARINet consortium. Changes in Agenda, Minutes and Report Formats for City Boards and Commissions To establish consistency across all City Boards and Commissions as well as to ensure that we establish best practices to remain in accordance with the Brown Act we will be adjusting the format of the Library Board of Trustees Agenda, Minutes and Staff Reports Monthly Library Report to the Library Board of Trustees, p. 5 in the coming months. Staff will meet with the Chair and Vice-chair of the Board to familiarize them with the new format and ensure a smooth transition. Library wins Employee Team of the Quarter for Northgate Pop-up Hooray! The Library won the Team of the Quarter award for the first quarter of 2019 for the Northgate Popup Library. Team members included San Rafael Public Library staff; especially Jamie Poirier, Jill Harris, Joan Peck, Minh Nguyen, Alejandra Barrios, Josh Alperin, Pam Klein, Marilyn Boatright, Jill Tokutomi, and Peter Warden. The Team also included Economic Vitality Manager Danielle O’Leary, Marin County Librarian Sara Jones, Deputy County Librarian Bonny White, as well as John McCleod, Alejandro Palacios and Solomon Smith from XRMarin. Thanks also to May Mar from Merlone- Geier Partners. June Meetings • June 6 – Director - Mid manager Quarterly Meeting • June 7 – NBCLS Board Meeting • June 11 — Board of Trustees Meeting • June 12 — Friends Board Meeting • June 13 — CS/Library Manager’s Meeting • June X — MARINet Board Meeting • June 27 — Library All Staff Meeting