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HomeMy WebLinkAboutBoard of Library Trustees 2019-01-08 AgendaAGENDA SAN RAFAEL LIBRARY BOARD OF TRUSTEES REGULAR MEETING, JANUARY 8, 2019 NORTHGATE MALL POPUP LIBRARY WORKROOM (FORMER PAYLESS SHOES LOCATION) 6:00 PM MELANIE LEAVITT CANTARUTTI, BOARD CHAIR, PRESIDING APPROVAL OF AGENDA APPROVAL OF MINUTES OF MEETING OF DECEMBER 11, 2018 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 • Pop-up Tour 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 • Board of Trustees Annual Report • Mall Project update • New Library Facility Planning Process update NEW BUSINESS • Correspondence as a regular item in the agenda 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: 12/11/18 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 Ross. APPROVAL OF MINUTES The November minutes were unanimously approved on a motion by Cantarutti and a second by Libresco. PUBLIC COMMENT None. STAFF PRESENTATION Bankhead shared information about the Pop-up Library at Northgate Mall, a collaboration between Marin County Free Library and the San Rafael Public Library. Bankhead talked about the excitement amongst staff and the community, how the “library services are being delivered to where the people are.” Bankhead also talked about the various services and programs at the Pop-up Library, book drop, reservations, VR, 3D printing, sandbox, DVDs, books, Playaways, internet, WiFi, and storytimes. Bankhead also discussed the concept of shared service points. Libresco recommended having a short two question survey for community input. Cortes recommended ideas for outreach, one being bookmarks for mall food court visitors. SRPL BOARD OF TRUSTEES MEETING SUMMARY Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin, Councilmember • Andrew Cuyugan McCullough, Councilmember Poirier shared a short presentation about how some of the ideas gathered from library tours are being implemented in the circulation area. The changes are mostly logistical, removing shelving, utilizing book trucks, converted and moved A/V drop to the City Hall side entrance, dedicated media drop on E St. side, and addition of drop near the driveway exit. CORRESPONDENCE None. Cortes would like Bankhead to inquire what “correspondence” is and whether it is required in City minutes. REPORT FROM LIBRARY DIRECTOR Bankhead shared the news of hiring a new Library Assistant I, Aisha N. Rodriguez Ruiz. Aisha is also bilingual in Spanish. Bankhead also discussed the progress Management Partners has made. The next step is reviewing the results from the recent survey. Bankhead shared that staff from the library and community services have begun reaching out and visit the various departments to learn and build new relationships. Board agreed that a FY Annual Report makes more sense than a calendar year report. Board members discussed the purpose of the Board and their mission. Board members also discussed attending City Council Meetings to bring more awareness to the accomplishments of the Board. Cortes talked about reaching out and engaging the community. REPORT FROM LIBRARY SUPPORT GROUPS AND OTHER RELATED GROUPS Friends of the Library: Bankhead: Friends cancelled December meeting and have funded a program that they initially thought they would be unable to fund. Friends also anticipate an increase in online sales. SRPL Foundation: Bankhead: Annual letter went out. Special Library Parcel Tax Committee: Bankhead: Finished report that will be on the City Council Agenda for December 17th. The Committee would like to see the budget ratio compared to the larger overall City General Fund Budget, in light of how that would look after the merger. OLD BUSINESS None. NEW BUSINESS None. Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin, Councilmember • Andrew Cuyugan McCullough, Councilmember Action Items Owner(s) Deadline Details Correspondence Henry Bankhead Next Meeting Ask about the purpose of correspondence in City minutes. New Library Facilities Planning Process Henry Bankhead Next Meeting Add standing item. ADJOURNMENT Meeting adjourned at 7:04 p.m. Respectfully submitted by Henry Bankhead cc: January 2019 TO: San Rafael Public Library Board of Trustees FR: Henry Bankhead, Interim Library Director RE: Monthly Report to the Board Facility Updates Upstairs Shelves Removed! In an effort to prepare the upstairs desk for our shared service point project we have removed the book case that was adjacent to the side of the upstairs desk. The materials that were formerly on this bookcase have been moved to other bookcases more towards the center of the room. This service point will be undergoing some ongoing upgrades that are focused on making this a convenient place to provide the full range of services that the library has to offer in one convenient location. Library Personnel Updates Internal Recruitment for Senior Library Assistant Position was posted. This is a para- professional position that has the widest latitude in job function with regards to helping patrons at the public service desk. The recruitment is open to existing employees only and will be open for one week. Interviews are scheduled for January 14th. Monthly Library Report to the Library Board of Trustees, p. 2 The Mall Popup! The Mall popup continues to be popular with patrons. On a regular basis the mall location is filled with people, particularily in the late afternoon and evening hours. We are installing a kiosk mounted tablet to collect user feedback. The partneship with the Marin County Free Library is proceeding very productively, with the county providing Monthly Library Report to the Library Board of Trustees, p. 3 the books and other materials and the city the some of the technology and staffing. We plan to extend the trial period into January to continue to test this concept and to record data and feedback on how the project is working. The two Oculus Rift headsets have been extrememly popular at the mall, as has been the 3D printer and the virtual sandbox (Provided by XR Marin). Mall patrons with children have been finding the space very welcoming as there is a lot of opportunity to explore and engage in a captivating experience. We also have a lot of kid- sized chairs, picture books and board books placed low on the shelves that provide easy access for childrens and families. A widescreen TV is in place to display the streaming services that the library provides, Hoopla and Kanopy. We are planning to institute a regular storytime at the Mall location in th enear future. Monthly Library Report to the Library Board of Trustees, p. 4 Tapyness As part of the mall popup the library has started to gather user feedback in a simple and direct way using Tapyness – an app that allows users to rate their experience on convenient touch screen. We currently have one iPad in place in the front of our mall location to gather user feedback. The application allows for several different simple questions to be asked. The user data is available via email daily. We plan to explore the use of this technology and look at deploying it in other locations to provide a more accessible way for the public to rate our services. Monthly Library Report to the Library Board of Trustees, p. 5 Tapyness Graphs from 12/17/18 and 1/3/19 Monthly Library Report to the Library Board of Trustees, p. 6 Shared Service Point Update Library staff are working diligently toward implementing the shared service point model at the downtown library. Currently Library Assistants from Circulation, Technical Services, and Pickleweed are shadowing and cross-training at the upstairs and children's room service desks. Staff are also cross-training between downtown and Pickleweed. Librarians are learning tasks that have traditionally been done only by Circulation staff, and Library Assistants are getting oriented to the work flow of the desks traditionally staffed by Librarians. We are all learning a lot with the lovely bonus of getting to work side-by-side with co-workers we haven't worked with directly before. The promotional recruitment for the Senior Library Assistant will offer us more flexibility in terms of where and what staff can do from a job classification standpoint. Within the shared service point model, patrons will be able to accomplish all their library business with a minimal amount of redirection. When more staff know how to do more things, we can serve the public more efficiently and effectively. This new and greater flexibility increases our capacity to delight and inspire the community, and ultimately fulfill our mission and vision as an organization. Recent Library User Comments • (Bibliocommons user) Excellent website making searches easy even for us who are older than the average bear (lol). Thanks for maintaining this modality to literature, music and movies for us as San Rafael residents and the community at large. • (Bibliocommons user) Love it! It's easy to search and reserve the books, cds and dvds that I want. Like being able to place holds on things that aren't in my library. • (Bibliocommons user) The Marin Library system is the best...it eclipses all the other reasons to love Marin! On line ordering, renewing, status...etc. So easy, so convenient! Many thanks! • Thank you for a great renewal process. It would be very helpful if we could renew items more than twice as long as there is no 'request' for the item....this is especially helpful around holiday times! • (Mall user) This is the best thing the Mall has ever done! • (About Mall library from NextDoor) I am delighted! It's a long trek from TL to the Civic Center. A mall library would be an asset. I was the teacher librarian at TLHS in the '90s, and I know how difficult it was for our students to access the Civic Center library for research. The county explored the option of opening a Monthly Library Report to the Library Board of Trustees, p. 7 mini-branch at TLHS, but it really wasn't feasible. A branch west of 101 would be so useful, especially to the high schoolers who do not drive. • Thank you for being such a wonderful partner in our Mary Silveira Book clubs. We have made so many kids readers, and we are so thankful for you. Happy New Year!" - Thank you note received by children's room staff from a teacher at Mary E. Silveira Elementary School. The day after receiving this note, Jill Harris ran into this teacher again, and had a great conversation about our streaming media services (Hoopla and Kanopy) and interactive book collections (Bookflix and Tumblebooks) which she is very excited about and plans to use in her classroom. • (Bibliocommons user) Good 2019 Library Team! I've mentioned this before and know it may be a priority. It would be terrific if our "borrowing history" could be sorted by Author. Has any progress been made? • (Bibliocommons user) The search and reserve functions work very well. I am grateful to be able to reserve or renew books this way. • (Marin IJ Letter to the Editor Dec. 29) As a former librarian at San Rafael Public Library who also served on the Vision in Action Committee for North San Rafael, I was intrigued to read about the pop-up library at the Northgate mall. Then I went to see for myself and, boy, was I impressed. Working together, the San Rafael and Marin County libraries have packed a whole lot into an attractive space. It was great to see two teenage boys using virtual reality as well as people browsing the DVDs and books. I would love to see this continued. It would be a very convenient location in North San Rafael for library users to pick up items on hold and return materials, as well as browse. Kudos to all involved! — Kay Noguchi, Terra Linda Library and Community Services Merger- update Library and Community Services will be meeting together for a day long workshop on February 7th, 2019. This workshop will be facilitated by Management Partners and will include Managers and Supervisors for ½ of the day and all staff of both departments for ½ of the day. Both departments are working together on a reciprocal series of opportunities to learn about each other. We have mutually decided to explore creating several working groups to address intersections of both departments. Topics include: Services to Older Adults, Services to Children, Teens, Programming, Facilities Maintenance and Technology. Monthly Library Report to the Library Board of Trustees, p. 8 Teen Advisory Board Teen Advisory Board or TAB, is a place where teens can share their opinions and directly improve the library’s teen programs, services and collections. TAB meets the fourth Tuesday of every month. Teens must be in grades 7-12 to participate. Pizza will be provided and participating in TAB counts as community service hours! One of the latest TAB gatherings was followed by a teen-led program to create holiday cards for hospitalized kids (pictured here). Library Card Drive update Building upon the update MOU between the City of San Rafael and the San Rafael City Schools we have moved forward with the next round of library card distributions. We have made the library cards for the students who don’t have them, and we are awaiting the upload of these records into the MARINet database. December Library Director Activities • January 8 — Library Board of Trustees Meeting • January 9 — Department Directors Meeting • January 9 — Friends Board Meeting • January 17 — MARINet Board Meeting • January 23 — Department Directors Meeting • January 25-27 —ALA Mid-Winter Meeting