HomeMy WebLinkAboutBoard of Library Trustees 2021-10-12 Agenda Packet
SAN RAFAEL PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
Tuesday, October 12, 2021
6:00 P.M.
Virtual via Zoom
CORONAVIRUS (COVID-19) ADVISORY NOTICE
In response to Executive Order N-29-20, the City of San Rafael will no longer offer an in-
person meeting location for the public to attend. This meeting will be streamed through a
Live Zoom Video Webinar at: https://tinyurl.com/BLT-10-12-2021
The City is not responsible for any interrupted service.
Want to listen to the meeting and comment in real-time over the phone?
Call: (346) 248-7799 and enter 840-9391-4426#
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of September 14, 2021
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
• Presentation, Memory Lab
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. Review Proposed Library Operational Schedule
5. Review of the Library Board Of Trustees Work Plan for 2022
Library Board of Trustees Agenda Page 2 of 2
BOARD REPORTS AND COMMENTS
6. Other brief reports on any meetings, conferences, and/or seminars attended by Board
members.
STAFF REPORTS AND COMMENTS
7. Other brief program updates or reports on any meetings, conferences, and/or seminars
attended by staff:
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. New Library Building Update
G. City Librarian Update
NEXT MEETING: November 9, 2021
FUTURE AGENDA TOPICS
• Review of Library Budget FY 2021/2022, 1st Quarter
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 Ga te
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.
Minutes subject to approval at the meeting of October 12, 2021
1
BOARD OF LIBRARY TRUSTEES
MINUTES
_____________________________________________________________________________________________
San Rafael Library – 1100 E Street, San Rafael, CA
September 14, 2021 – 6:00 P.M.
Virtual Meeting Recording Link:
https://www.youtube.com/watch?v=Uu1EamzY1R4
CALL TO ORDER
Chair Cortes called the meeting to order at 6:02 P.M.
Roll Call
Present: Chair Cortes
Trustee Duque Hughes
Trustee Han
Trustee Lentini
Trustee Vahdat
Absent: None
Also Present: Susan Andrade-Wax, Library & Recreation Director
Henry Bankhead, Assistant Library & Recreation Director/City Librarian
Jinder Banwait, Administrative Analyst
Jill Tokutomi, Supervising Librarian
AGENDA AMENDMENTS
None.
MINUTES
1. Approve Regular Meeting Minutes of August 10, 2021
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
The minutes of August 10, 2021 were approved as submitted.
Trustee Han moved, and Trustee Vahdat seconded to approve the minutes of the
August 10, 2021 meeting.
Minutes subject to approval at the meeting of October 12, 2021
2
Ayes: Trustees: Duque Hughes, Han, Lentini, Vahdat, & Cortes
Noes: Trustees: None
Absent: Trustees: None
Abstain: Trustees: None
Minutes approved as submitted.
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
Webstars Drop-in Tech Support and 3D Printing – Jill Tokutomi, Supervising Librarian
Staff responded to questions from the Trustees.
Trustees provided comments
Chair Cortes invited public comment.
Speaker(s): Sunny
Presenter(s) responded to public comment.
Chair Cortes closed public comment.
3. Public Comment from the audience regarding items not listed on the agenda
Chair Cortes invited public comment.
Speaker(s): Sunny, Lori
In response to Sunny’s comments, Mr. Bankhead stated he would follow up with
their concerns.
In response to Lori’s comments, Ms. Andrade-Wax explained that the minutes are
prepared according to the City Clerk’s standards and that the corresponding videos
are posted online.
Chair Cortes closed public comment.
*Ms. Andrade-Wax joined the meeting at 6:26 PM during this agenda item.
MATTERS BEFORE THE BOARD
4. FY 2020-2021 4th Quarter Annual Revenue and Expenditure Budget Report
Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian,
Staff responded to questions from the Trustees.
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
*Mr. Bankhead pointed out a mistake on the agenda, item 4 should have noted 4th
quarter, not 3rd quarter.
5. Update on Universal Borrowing
Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian,
Minutes subject to approval at the meeting of October 12, 2021
3
Staff responded to questions from the Trustees.
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
BOARD REPORTS AND COMMENTS
6. Other brief reports on any meetings, conferences, and/or seminars attended by
Board members.
Trustee Vahdat moderated an event on climate change and recognized the library’s role
in combating climate change through the shared resources libraries provide to the
public. Specifically, books, which can be a drain on resources. Trustee Vahdat shared
his appreciation for library staff.
STAFF REPORTS AND COMMENTS
7. Other brief program updates or reports on any meetings, conferences, and/or
seminars attended by staff
Presentation by Henry Bankhead, Assistant Library and Recreation Director/City
Librarian and Susan Andrade-Wax, Library & Recreation Director
Staff responded to questions from the Trustees.
Trustees provided comments.
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. New Library Building Update
G. City Librarian Update
Chair Cortes requested that the Library Board Work Plan be on the October meeting
agenda.
Chair Cortes requested that the efforts of the library’s work on diversity, equality, &
inclusiveness be an agenda item for a future meeting.
Chair Cortes requested that all future Library & Recreation Department Friday Memos be
emailed to the Library Board.
NEXT MEETING: October 12, 2021
FUTURE AGENDA TOPICS
Realignment of library open hours to public use patterns and needs.
Minutes subject to approval at the meeting of October 12, 2021
4
ADJOURNMENT
The meeting was adjourned at 7:27 P.M.
Page 1 of 6
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
October 12, 2021
Item #4
TITLE: REVIEW PROPOSED LIBRARY OPERATION AL SCHEDULE
SUMMARY:
In anticipation of the library returning to full staffing, Library staff has developed a new proposed
operational schedule that increase consistency between locations and aligns with the public’s
needs and use patterns.
RECOMMENDATION:
That the Board of Trustees review the proposed Library Operation Schedule and provide
feedback.
BACKGROUND:
In March 2021, City staff was given direction to proceed with the recruitment to fill five of the
eight vacant permanent library positions. By mid-June 2021, the San Rafael Public Library had
filled five of the eight permanent positions and re-opened the libraries to in-person services
provided on a modified operational schedule as noted below.
San Rafael Public Library Current (Pandemic) Schedule (As of June 2021)
Downtown Hours Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total
10 to 4 10 to 4 10 to 4 12 to 6 10 to 4 10 to 4 36
Pickleweed Hours Sunday Monday Tuesday Wednesday Thursday Friday Saturday
10 to 4 12 to 6 12 to 6 10 to 4 24
Mall Hours
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 to 5 1 to 5 1 to 5 12
72
After receiving additional approval to fill the last three (3) permanent library positions in July
2021, staff felt that it would be prudent to analyze data on library usage and compare it with
industry standards before re-instituting the former pre-Pandemic operation schedule.
Page 2 of 6
San Rafael Public Library Pre-Pandemic Schedule (February 2020)
Downtown Hours Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total 1 to 5 1 to 8 10 to 8 10 to 8 10 to 8 10 to 5 10 to 5 55
Pickleweed Hours Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 to 8 1 to 8 11 to 8 11 to 5 11 to 5 35
Mall Hours
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 to 5 1 to 8 1 to 8 1 to 8 1 to 5 1 to 5 33
123
DISCUSSION
Sunday Hours
Reviewing the data pre-Covid in 2019, participation on Sundays was consistently higher than
other days of the week. Therefore, bringing back Sundays makes sense, as the data supports it,
even though Sundays are challenge to staff, creating seven days a week operation and
schedule.
Page 3 of 6
Downtown Library: July 1, 2019 – January 31, 2020
In comparing the door count data as displayed in the heatmap above, the four-hour periods on
Sunday’s rank among the busiest times compared to the other days of the week. If we compare
the libraries in Marin County as well as the other eight (8) bay area counties, a significant
portion, pre-pandemic, have traditionally been open on Sundays. Most of those libraries that
are open on Sundays are predominately the County’s Main Library and not all or some of their
library branches. However, during the pandemic, all libraries in the bay area curtailed Sunday
hours. Staff is recommending re-instituting Sunday hours, and thus going back to a seven-
days-a-week operation which will address the needs and expectations of the community.
Opening Earlier
Limited data suggests that an additional morning hour and one less evening hour would better
fit the needs of our community. The heat-map data for the Downtown Library from September 1,
2019 to January 31, 2020, indicates a distinct trend towards the earlier hours of the day. It
appears that the first hour is almost one and ½ times greater than subsequent hours with usage
tapering off after 7:00 p.m.
Downtown Library: September 1, 2019 - January 31, 2020
The heatmap indicates that the opening hour is busier when compared with subsequent hours.
This may indicate that customers are “stacking up” before the 10:00 a.m. opening, which
Page 4 of 6
creates an artificially large count in the initial hour of opening. As a result, opening at 9:00 a.m.
could be a better fit for the needs of the community if the assumptions are correct. Additionally,
Marin County Free Library has shifted their operational schedules at their Novato and Fairfax
libraries from 10:00 a.m. - 9:00 p.m. to 9:00 a.m. – 8:00 p.m. Anecdotally, it was thought by
Marin County Free Library that this schedule better served customers. Informal reporting
indicates that their customers, especially older adults, are supportive of the change.
Pickleweed Library
Currently, the Pickleweed Branch Library is open Tuesday through Friday, whereas pre-
Pandemic the Pickleweed Branch Library was closed on Mondays and open Tuesday through
Saturday. A survey of patrons whose home library is the Pickleweed Branch Library indicated
that patrons value having the library open on Saturdays slightly more than on Mondays.
After reviewing the data, staff realized that the pre-COVID operational schedule was slightly
misaligned with public demand. The Library’s ability to be responsive is evident as it re-invents
program and services, and it makes sense at this time to recommend modifying the operation
schedule to support the customer service goals outlined below.
Goals:
1. To better align operational hours to public demand.
2. To better expand services at the most heavily used locations, the Downtown
library and at the Pickleweed library to support the social and educational needs
of the Canal community.
3. To align hours with Marin County Free Library, which have recently changed in
response to public demand, opening at 9:00 a.m. at their most heavily used
libraries.
Page 5 of 6
PROPOSED OPERATIONAL SCHEDULE
Downtown Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total 10 to 5 9 to 7 9 to 7 9 to 7 9 to 7 10 to 5 10 to 5 61
Pickleweed Sunday Monday Tuesday Wednesday Thursday Friday Saturday 9 to 5 9 to 5 11 to 7 10 to 5 10 to 5 38
Mall
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
11 to 5 11 to 5 11 to 5 11 to 5 24
123
Goals Met:
✓ Goal 1: To better align operational hours to public demand.
✓ Goal 2: To better expand services at the most heavily used location, the
Downtown library and at the Pickleweed library to support the social and
educational needs of the Canal community.
✓ Goal 3: To align hours with Marin County Free Library, which have recently
changed in response to public demand, opening at 9:00 a.m. at their most heavily
used libraries.
The proposed schedule aligns the library’s operational hours most closely with public demand
and the with the most heavily used Marin County Free Library locations, as well as shifts more
hours to the City’s most popular library locations which are the Downtown and Pickleweed
libraries.
The proposed schedule adds six (6) hours of operation to the Downtown Library and three (3)
hours to the Pickleweed Branch Library. It is expected that the patrons will greatly appreciate
being able to access the Downtown Library earlier on most weekday mornings and for a longer
period on Sundays, as well as the addition of morning hours at the Pickleweed Branch Library.
The earlier morning hours at Pickleweed will benefit families with pre-school age children as the
library would be able to conduct family programming events, including storytime in the morning.
As the Northgate Mall is in transition due to store closures during the pandemic, it makes sense
to concentrate the library’s operational schedule with the busiest periods, Wednesdays through
Saturdays.
CONCLUSION
As part of this process, staff will be working with the Human Resources Department staff to
notify and discuss any potential staffing impacts which may include but is not limited to noticing
the labor organization, SEIU local 1021.
Staff recommends that they implement the proposed operational schedule as a six-month pilot
program which will provide sufficient time for staff to collect data and assess customer
satisfaction. Once completed, staff will share its finding with the Board of Trustees.
FISCAL IMPACT:
Since the number of operational hours is maintained at 123 hours, t here is no financial
impact associated with the review of this item.
Page 6 of 6
ALTERNATIVE ACTION
Any other action as determined by the Board.
Submitted by:
Henry Bankhead
Assistant Library & Recreation Director / City Librarian
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
October 12, 2021
Item #5
TITLE: REVIEW OF PROPOSED LIBRARY BOARD OF TRUSTEES
WORK PLAN FOR 2022
SUMMARY
In the previous year, the Library Board of Trustees had requested the opportunity to
discuss and provide input on short-term and long-term objectives for the San Rafael
Library. These objectives are provided in the form of a workplan that helps the Board
and staff anticipate and balance items to be discussed on the agenda of each monthly
meeting. Staff has drafted a proposed one-year work plan for 2022 designed to inform
the community of the Board of Trustees “shared vision” and to provide the board with
ongoing feedback regarding the Library’s facilities, programs and services, policies, and
allocation of resources during the continuing pandemic situation.
RECOMMENDATION:
That the Board of Trustees review the draft work plan and provide input.
Page 2 of 2
BACKGROUND:
In September 2021, the Library Board of Trustees had requested the opportunity to
discuss and provide input on short-term and long-term objectives for the San Rafael
Library. Staff has drafted a new one-year work plan for 2022 designed to inform the
community of the Board of Trustees “shared vision” and to provide the board with
ongoing feedback regarding the Library’s facilities, programs and services, policies, and
allocation of resources during the continuing pandemic situation.
At this time, City staff is seeking the Board of Trustees assistance in refining or
amending the draft work plan. The Work Plan will help to facilitate and generate agenda
items that will be scheduled for future Library Board of Trustees meetings.
FISCAL IMPACT:
There is no financial impact associated with the review of this item.
ALTERNATIVE ACTION
Any other action as determined by the Board.
Submitted by:
Henry Bankhead
Assistant Library & Recreation Director / City Librarian
Attachment:
1. Library Board of Trustees Draft Work Plan for 2022
Library Board of Trustees
Workplan – 2022
Possible topics: MARINet, Holds Limit, Car-Accessible Book Drop, 3D Printing, Virtual Reality Programming ,Open Forum with
Invitees from other Boards & Commissions
Meeting Date Agenda Items Presentations
January 11 • RFID tagging Update Spotlight on New Staff
February 8 • Review of Library Budget FY 2020/21, 2nd Quarter
Zip Books
March 8 • Mobile shelving Virtual Programming Recap
April 12 • National Library Week Book a Librarian
May 10 • Library Book Bike All Things Apple
June 14 • Review of Library Budget FY 2020/21, 3rd Quarter Summer Reading
July 12 • Automated Materials Handling Overview Culinary Literacy
August 9 • Services to Spanish Speaking Families
September 13 • Review of Library Budget FY 2020/21, 4th Quarter Books Beyond Borders
October 11 • Little Free Libraries
• Cultivating Racial Equity Program Report
November 8 • Review of Library Budget FY 2021/2022, 1st Quarter Senior Outreach update
December 13
• Selection of Commission Chair, Vice Chair and Committee
Assignments
• Review of Board of Trustees Meeting Schedule 2022
Staff Training Overview
ATTACHMENT 1