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Home My WebLink AboutBoard of Library Trustees 2018-12-11 AgendaAGENDA SAN RAFAEL LIBRARY BOARD OF TRUSTEES REGULAR MEETING, DECEMBER 11, 2018 DOWNTOWN SAN RAFAEL PUBLIC LIBRARY MEETING ROOM, 1100 E Street, SAN RAFAEL 6:00 PM MELANIE LEAVITT CANTARUTTI, BOARD CHAIR, PRESIDING APPROVAL OF AGENDA APPROVAL OF MINUTES OF MEETING OF NOVEMBER 13, 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 • Joshua Alperin, Supervising Librarian Pickleweed Branch CORRESPONDENCE 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 • Library Community Services Merger Update NEW BUSINESS • Board of Trustees Annual Report • Mall Project 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: 11/13/18 Time: 6:00 p.m. Chair, Presiding: Melanie Leavitt Cantarutti Members Present: Jaimi Cortes Josh Libresco Melanie Leavitt Cantarutti Scott Harrup (Alternate) Doug Van Gessel Robert Ross Others Present: Henry Bankhead, Interim Director Jim Schutz, City Manager APPROVAL OF AGENDA The agenda was unanimously approved on a motion by Libresco and a second by Harrup. APPROVAL OF MINUTES October minutes were unanimously approved on a motion by Cantarutti and a second by Libresco. PUBLIC COMMENT Susan Clark, local resident, spoke about the recent Libraries Lead the Way initiative and asked the question” What big ideas are coming with regards to the new library facilities process?’. DISCUSSION City Manager Jim Schutz explained the reasoning behind combining Library with Community Services to create efficiencies, increase collaboration on programs and services and capitalize on people, buildings and equipment as shared resources. Jim also explained that the communication process was intentional abou t informing the staff of the change before the Board as it was important that the staff hear the message from Jim directly. Several Board members expressed disagreement with the communication philosophy. The City Manager and Interim Library director fielded additional questions. The Board requested to be kept informed about the ongoing process. SRPL BOARD OF TRUSTEES MEETING SUMMARY Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin, Councilmember • Andrew Cuyugan McCullough, Councilmember CORRESPONDENCE None. REPORT FROM LIBRARY DIRECTOR Bankhead described the purpose of the new DVD drop and highlighted the participation of three library staff in the November 6th Demo Day, the presentation of the projects from the second round of Learning Labs. REPORT FROM LIBRARY SUPPORT GROUPS AND OTHER RELATED GROUPS Friends of the Library: Bankhead reported that the friends would be meeting the following day. SRPL Foundation: Bankhead recounted that the Foundation held their annual dinner on the 8th at 6 p.m. at the San Rafael Yacht Club, which was attended by Board member Libresco. Chris Noll of Noll & Tam architects spoke about several library projects and gave an overview of the options that have been identified in the current New Library Facilities Planning Project. Special Library Parcel Tax Committee: Bankhead reported that the committee had met on October 22nd and November 7th and would be meeting again on November 26th. OLD BUSINESS Bankhead presented and updated food policy with changed wording, substituting “permitted” for “encourage” and adding ”in designated areas”. The board approved the new food policy which reads: ”to enjoy library materials and services fully, the following are permitted in designated areas: Responsible consumption of individually packaged food and drinks; full meals and pungent foods should be consumed outside the library.: NEW BUSINESS Bankhead reported on the second round of community meetings and observed that in the aggregate attendance was up from the previous round with about 25 people attending each of the three meetings. He mentioned that at the Pickleweed meeting numerous people used the translation services. ADJOURNMENT Meeting adjourned at 7:25 p.m. Respectfully submitted by Henry Bankhead December 2018 TO: San Rafael Public Library Board of Trustees FR: Henry Bankhead, Interim Library Director RE: Monthly Report to the Board Facility Updates Circulation Shelves Removed! We have removed most of shelving in the staff area behind the circulation counter on the lower level of the Downtown Library. This area has been modified in an effort to streamline the workflow of returned materials. Building services assisted in removing shelving units to create an open floor plan. The removal of these shelves means that returned items go directly onto carts, which can then be shelved out in the library in the appropriate areas. This has eliminated a step of returned materials going onto to shelves, which then would have to be transferred onto carts for re- shelving. All staff that work in this area were encouraged to prototype solutions for what the end workflow is; we are now testing one solution (in Learning Labs style) and will make changes as needed. Next steps are to further evaluate the workspace, shift desk spaces as needed, purchase additional equipment to ensure safe ergonomic movement, and continue to iterate and evaluate both the work space and work flow. Library Personnel Updates The library made an official offer of a permanent, benefited Library Assistant I position at 53% to a highly qualified candidate. We hope that this person will be starting in the month of December 2018. Recent Library User Comments • (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) Excellent website making searches easy even for us who are older than the average bear (lol). Thanks for maintaining this modality to Monthly Librarian’s Report to the Library Board of Trustees, p. 2 literature, music and movies for us as San Rafael residents and the community at large. • (Bibliocommons user) There is no place that I can find in the FAQ that describes how holds work. Lots of info on how to freeze a hold but no basic info. • (Bibliocommons user) I've used Marin ebook process for years ... Now it is completely unhelpful ... Get a refund on this new service • (Bibliocommons user) There are two branches in the city of San Rafael, so please list the “San Rafael” location as “San Rafael -Downtown”, otherwise people can select it thinking it must be the Civic Center if they’re not aware of the downtown location. I’ve done it! • Excellent. thank you Library Activities Mall Pop-up The San Rafael Library and the Marin County Free Library have embarked on a new partnership to create a pop-up library space pilot at the Northgate mall. Working with Merlone Geier, the new mall owners, and with Sara Jones, County Librarian, the San Rafael Public Library has arranged to use an empty space in the mall during the month of December 2018. The purpose of the pop-up is to prototype the concept of a mall library space in North San Rafael as part of the greater New Libraries Facilities Planning Process. At the same time, we are also prototyping how a cooperative arrangement between the Marin County Free Library, the City of San Rafael and the Mall owners can capture the imagination of the community during the busy holiday season. Merlone Geier has agreed to provide the space at no cost for the month of December and Marin County Free Library has agreed to provide library materials from their distribution center as well as assisting with staffing the location. The Library project took possession of the space, a former Payless shoe store, on December 1st. Services we plan to provide include book and media checkouts, holds pickup, book drop, 3D printing and some programming. We plan to staff the location during peak mall hours in order to maximize our Monthly Librarian’s Report to the Library Board of Trustees, p. 3 impact. The library popup hours will be Monday through Thursday 12-8 and Friday through Sunday 12-5. We plan a soft opening with a ribbon cutting the week of December 10th. Depending upon the success of the prototype we may seek to extend the length of this pilot project. Library and Community Services Merger Library and Community Services staff are getting to know each other better by participating in informal tours of each other’s departments. Supervisors and managers from both organizations have spearheaded this effort to jumpstart the merger process by learning more about each other. We have also just concluded a survey of all of the staff from both departments. After analysis of the results we will engage staff in two sets of meetings to of all the managers from both departments and with all staff combined from both departments. Teen and YA Collection Merger We are combining our YA fiction – currently located in the children’s area, with the teen collection, currently located in the adult area. These collections are not typically separated in most libraries. For simplicity’s sake, and the increase efficiency, and in order to co-locate all “teen” materials, the library staff have decided to integrate these collections. (picture) Library Card Drive extended MOU with SRCS The City of San Rafael and the San Rafael City Schools have mutually agreed to extend their data sharing and privacy MOU until 2020. This MOU allows SRCS to share limited student data for the library to then use that data to provide library cards for SRCS students. The program provides library cards for all students from pre-k to grade 12 in all SRCS schools. As part of the program the library provides an opt out form for parents who do not wish their children to receive a library card. This is the second year of the program. In the first year San Rafael Public Library provided more than 5,000 library cards. December Library Director Activities • December 4 — Boards and Commissions Holiday Reception • December 5 — Department Directors Meeting • December 11— Library Board of Trustees Meeting • December 12 —City Holiday Luncheon • December 12— Friends of the Library Board Meeting • December 20 —MARINet Board Meeting LIBRARY BOARD OF TRUSTEES ANNUAL REPORT, 2018 MISSION: The Library Board of Trustees is an advisory board that meets monthly with responsibility to provide support for the Library Director, support the Library Foundation in its quest for a new library, serve as advocates for the Library to the City Council, and help increase the visibility of the Library in the community MEMBERSHIP: Melanie Leavitt Cantarutti, Jaimi Cortes, Josh Libresco, Robert Ross, Doug Van Gessel, Scott Harrup (Alternate) 2018 HIGHLIGHTS: • Discussion of Library-Community Services Integration • Approved Updated Food Policy allowing limited consumption of food in the library • Approved change in Library Card Application rules regarding proof of address • Participated in New Library Facility Planning Process – two members of the board helped interview architects Noll and Tam, and they, and the board have been active in supporting the ongoing process. • Approved new 3D printing Policy • Supported ongoing presence of the Library at the Downtown Farmer’s Market • 2019 GOALS: Continue to support the New Library Facility Planning Process • Remain informed about the Library-Community Services Integration Project