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HomeMy WebLinkAboutBoard of Library Trustees 2022-01-11 Agenda Packet
SAN RAFAEL PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
Tuesday, January 11, 2022
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-01-11-2022
The City is not responsible for any interrupted service.
Want to listen to the meeting and comment in real-time over the phone? Call:
(253) 215-8782 and enter 858-5649-0636#
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of November 9, 2021
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
• Reimagining Adult Outreach – Katie Port, Supervising Librarian
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 of Proposed Collection and Development Policy and Gift and Donation Policy
BOARD REPORTS AND COMMENTS
5. Other brief reports on any meetings, conferences, and/or seminars attended by Board
members.
Library Board of Trustees Agenda Page 2 of 2
STAFF REPORTS AND COMMENTS
6. Other brief program updates or reports on any meetings, conferences, and/or seminars
attended by staff:
NEXT MEETING: February 8, 2022
FUTURE AGENDA TOPICS
• RFID Tagging Update
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 transport ation 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, indivi duals are requested to refrain
from wearing scented products.
Minutes subject to approval at the meeting of TBD
1
BOARD OF LIBRARY TRUSTEES
MINUTES
_____________________________________________________________________________________________
San Rafael Library – 1100 E Street, San Rafael, CA
November 9, 2021 – 6:00 P.M.
Virtual Meeting Recording Link:
https://www.youtube.com/watch?v=-5njdygEE4o
CALL TO ORDER
Chair Cortes called the meeting to order at 6:00 P.M.
Roll Call
Present: Chair Cortes
Trustee Duque Hughes (entered meeting immediately after roll call)
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
1. Henry Bankhead, Assistant Library & Recreation Director/City Librarian identified a
mistake on the Agenda under Future Agenda Topics, “Review of Library Budget FY
2020/21, 2nd Quarter” should have been “Review of Library Budget FY 2021/22, 2nd
Quarter”.
2. Chair Cortes identified a mistake on the Agenda under Matters Before the Boards of
Trustees, “Selection of Commission Chair and Vice Chair” should have been
“Selection of Board Chair and Vice Chair”.
3. Chair Cortes informed everyone she needed to leave at 6:30 PM. Trustee Duque
Hughes volunteered to be the Acting Chair during Chair Cortes’ absence. Chair Cortes
left the meeting at 6:30 PM after Agenda Item 2 was presented.
Minutes subject to approval at the meeting of TBD
2
4. Chair Cortes recommended moving Agenda Items that require d a vote to the top of the
Agenda, the actual order of the Agenda was:
1. Approve regular meeting minutes of October 12, 2021
2. Selection of Commission Chair and Vice Chair
3. Review of Board of Trustees Meeting Schedule 2022
4. Introduction/Awards/Recognitions/Presentations, Presentation: ESL Conversation
Club, Supervising Librarian Jill Tokutomi
5. Public Comment from the audience regarding items not listed on the agenda.
Speakers are encouraged to limit comments to 3 minutes.
6. FY 2021-2022 1st Quarter Annual Revenue and Expenditure Budget Report
7. Other brief reports on any meetings, conferences, and/or seminars attended by
Board members.
8. 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
MINUTES
1. Approve Regular Meeting Minutes of October 12, 2021
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
The minutes of October 12, 2021 were approved as submitted.
Trustee Vahdat moved, and Trustee Duque Hughes seconded to approve the minutes
of the October 12, 2021 meeting.
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
Minutes subject to approval at the meeting of TBD
3
ESL Conversation Club – Supervising Librarian Jill Tokutomi
Staff responded to questions from the Trustees.
Chair Duque Hughes invited public comment; however, there was none.
Trustees provided comments.
3. Public Comment from the audience regarding items not listed on the agenda
Chair Duque Hughes invited public comment.
Speaker(s): Sunny
In response to Sunny’s comments, Ms. Andrade-Wax explained that all City
meetings along with the agenda and agenda packets will show when “City of San
Rafael Public Meetings” is searched online.
Chair Duque Hughes closed public comment.
MATTERS BEFORE THE BOARD
4. FY 2021- 2022 1st Quarter Annual Revenue and Expenditure Budget Report
Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian,
Staff responded to questions from the Trustees.
Trustees provided comments
Chair Duque Hughes invited public comment.
Speaker(s): Sunny
Chair Duque Hughes closed public comment.
5. Selection of Commission Chair and Vice Chair
Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian,
Staff responded to questions from the Trustees.
Chair Duque Hughes invited public comment; however, there was none.
Trustees provided comments.
Trustees nominated Trustee Duque Hughes to be the Chair.
Chair Cortes moved, and Trustee Han seconded to elect Trustee Duque Hughes as the
new Chair.
Ayes: Trustees: Duque Hughes, Han, Lentini, Vahdat, & Cortes
Noes: Trustees: None
Absent: Trustees: None
Abstain: Trustees: None
Trustee Duque Hughes was selected as the new Chair.
Trustees nominated Trustee Lentini to be the Vice Chair.
Trustee Cortes moved, and Chair Duque Hughes seconded to elect Trustee Lentini as
the new Vice Chair.
Minutes subject to approval at the meeting of TBD
4
Ayes: Trustees: Duque Hughes, Han, Lentini, Vahdat, & Cortes
Noes: Trustees: None
Absent: Trustees: None
Abstain: Trustees: None
Trustee Lentini was selected as the new Vice Chair.
6. Review of Board of Trustees Meeting Schedule 2022
Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian,
Staff responded to questions from the Trustees.
Chair Duque Hughes invited public comment; however, there was none.
Trustees provided comments.
Trustee Vahdat identified November 8, 2022 as a potential conflict due to elections
taking place on that date. November 15, 2022 was proposed and accepted.
Trustee Lentini moved, and Trustee Han seconded to accept the schedule with the
specified change from November 8, 2022 to November 15, 2022.
Ayes: Trustees: Duque Hughes, Han, Lentini, Vahdat, & Cortes
Noes: Trustees: None
Absent: Trustees: None
Abstain: Trustees: None
The scheduled was accepted with the change specified.
BOARD REPORTS AND COMMENTS
7. Other brief reports on any meetings, conferences, and/or seminars attended by
Board members.
Chair Duque Hughes attended the Gartner Reimagine HR Conference.
STAFF REPORTS AND COMMENTS
8. 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
Minutes subject to approval at the meeting of TBD
5
C. San Rafael Public Library Foundation
D. MARINet Board
E. NorthNet Board
F. New Library Building Update
G. City Librarian Update
NEXT MEETING: January 11, 2022
FUTURE AGENDA TOPICS
• RFID Tagging Update
• Review of Library Budget FY 2021/22, 2nd Quarter
• Mobile Shelving
• National Library Week
ADJOURNMENT
The meeting was adjourned at 7:19 P.M.
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
January 11, 2022
Item #4
TITLE: REVIEW OF THE PROPOSED COLLECTION DEVELOPMENT POLICY
AND THE GIFT AND DONATION POLICY
SUMMARY
Libraries across the United States adopt collection development policies to guide
purchases, additions, deletions, and changes to the materials offered. These policies
are written locally, considering industry best practices while allowing for community
focused needs to be called out specifically. The creation of a gift and donation policy,
separate from a collection development policy, provides guidance for both staff and the
public on what the procedure is for accepting gifts (monetary) and donations (physical
materials). Gifts were topics formerly part of the collection development policy but
should be treated as a separate policy. A draft of an updated policy, along with a staff
report, was provided to the Library Board in October 2020. This report covers updates
that were incorporated into the final proposed policies.
RECOMMENDATION:
That the Board accept the report and provide comment.
BACKGROUND:
A collection development policy guides what types of materials (books, DVDs, etc.) the
library collects, along with the criteria used to add or remove materials, how challenges
to the collection (i.e. a dispute over whether an item is appropriate for the public to
access) are handled, and other material related to the collection. Updates to the
collection development policy have been written to simplify and streamline the
information provided. A few changes were warranted to include name and title changes
due to the library’s merger with Recreation. Additionally, the updated collection
development policy suggests an annual review to respond to changing community
needs in a timely fashion. The San Rafael Public Library’s current policy was adopted in
2013 and has passed expiration on the review period (five years) it set forth.
The creation of a gift and donation policy provides guidance for both staff and public on
what the procedure is for accepting gifts and donations. Gifts and donations may be
strictly monetary or may relate to programs and other services the library provides, and
for this reason should be considered separately from the collection development policy.
Page 2 of 3
A draft of an updated policy, along with a staff report, was provided to the Library Board
in October 2020. Suggestions made by the Board were adopted into the Collection
Development Policy draft, which was then reviewed by the City’s Finance Director. Both
drafts have since been further reviewed and finalized by Library staff.
DISCUSSION:
Collection Development Policy
A simplified, easy to understand collection development policy that provides guidance to
both staff and the public needs to be updated regularly. In addition to being four years
past due for review, the current collection development policy warranted a deep revision
to simplify the language used, remove details related to internal processes and
procedures, and update language related to the library’s merger with Recreation.
In simplifying the language used in the current policy, and removing detailed information
related to internal practices, the proposed policy now contains eight (8) sections not
including appendixes. The current policy, written in 2013, contained 13 sections. Some
of those sections had further subsections. The proposed policy also reduces the pages
from seven to three. Some of the reduction in language is meant to not burden the
public with information on specific library procedures (for example what happens when
a book is lost and paid for by a member of the public.) Such detail is extraneous to the
policy itself, being strictly procedural, and has been removed in the updated policy. The
goal of updating the collection development policy is to clearly state how and what
materials the library actively curates in easy-to-understand language.
Additional changes to the collection development policy include updating the library’s
mission, along with changes to the department name (Library & Recreation), staff titles,
and other changes related to the library’s expansion. Since 2013, the library has added
another location (Northgate Mall Library) and has made additional internal changes that
should be reflected in the policy. Suggestions from the Board that were adopted since
Fall 2020 into this policy include a paragraph about diversity and representation, as well
as expanded information related to forma ts including eResources like eBooks and
eAudiobooks.
Gift & Donation Policy
The creation of a gift policy provides guidance for both staff and public on what the
procedure is for accepting gifts (monetary) and donations (physical materials). Gifts and
donations were topics formerly part of the collection development policy but should be
treated as separate policies. Gifts and donations are not always related to physical
materials, but could concern a new library building, programs and events, or other
services the library provides. Prior to updating the collection development policy, the
only information provided to the public about gifts and donations was included in the
Page 3 of 3
collection development policy. Staff feel that gifts and donations require a separate
policy for this topic.
The goal of a gift and donation policy is to inform the public of how contributes made
directly to the library are handled. Staff also need to reserve the right to say “no” to a gift
or donation if it does not fit in the direction the library is headed and/or contains
unreasonable conditions on its use. Gifts or donations that come with conditions need to
be carefully reviewed, and the City Librarian needs to ensure that the best interests of
the Library and City are kept in mind. Outlining how all extraneous contributions are
handled is in the best interest of both the public and staff.
Both the collection development and the gifts policies support the services that staff
provide to the public. Clear, simple language in both policies ensures full understanding
of how materials are curated in the library, along with how additional contributions are
managed. The former Collection Development Policy as well as the proposed Collection
Development Policy and Gift and Donation Policy are presented to the Library Board as
informational items and will be reviewed by the City Attorney and Finance Director prior
to implementation.
No major edits have been made to the Gift and Donation Policy since Fall 2020; this
policy has also been reviewed and approved by the City’s Finance Director.
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:
Jamie Poirier
Supervising Librarian, Collection & Circulation
Attachments:
1. Current Collection Development Policy (2013)
2. Proposed Collection Development Policy (2022)
3. Proposed Gift and Donation Policy (2022)
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COLLECTION DEVELOPMENT POLICY
INTRODUCTION
The mission of the San Rafael Public Library is “Sharing Resources, Promoting
Literacy.” Patrons are provided library resources in order to enrich their lives with
knowledge, information and enjoyment. The Library provides a diverse selection
of print and non-print materials, as well as digital resources to meet the
educational, informational, and recreational needs of its clientele.
The San Rafael Public Library’s Pickleweed and Downtown facilities serve a
clientele that represents all ages and possesses a wide range of interests and
tastes, educational and career attainments, economic backgrounds, and
technological sophistication. This policy is intended to inform the Library’s
clientele, as well as the community at large, of the guidelines used for the
development and maintenance of the materials collection offered by the San
Rafael Public Library.
THE LIBRARY’S COLLECTIONS
The Library provides print collections in the form of circulating fiction and
nonfiction books, large-print books, reference books, and periodicals; non-print
collections composed of media and microforms; and an electronic-resource
collection in the form of databases, e-books, music and video downloads.
Circulating materials are available for transfer between San Rafael’s branches
and member libraries in the MARINet and Link+ consortiums. Collections are
developed in two major areas: for adults and children, with holdings in both
English and Spanish.
The adult collection. This collection represents the largest and most diverse
portion of the Library’s holdings. It is selected to reflect the wide spectrum of
educational, informational, and recreational interests of the teen age and adult
community.
The children’s collection. Materials in this collection are selected in a variety of
formats for children from infancy through middle-school. Materials are chosen to
reflect the wide range of interests, and cognitive and reading abilities, within this
age group and to instill a love of reading and learning. Materials are also chosen
to support homework and school-projects.
Breadth and depth of coverage. The San Rafael Public Library collects a wide
range of general-interest materials. These materials are generally of a non-
specialist nature. The Library offers materials meant to supplement professional
or academic endeavors, but owing to budgetary and space constraints, the
Library is unable to maintain a collection of academic, specialized, or
professional titles.
Languages. The majority of the Library's collections are in English. The library
also offers Spanish language materials for adults and children at both branches.
The library also has a small collection of Vietnamese language titles. Each
language collection varies in breadth and depth depending on public needs. The
ATTACHMENT 1
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language collections will continue to diversify and evolve to reflect the changing
needs and interests of the community.
In the media collection, there are a significant number of motion pictures on DVD
in languages other than English, as well as English-language DVDs subtitled or
dubbed in other languages.
Special collections. The Library maintains special collections for which the
development and management differ somewhat from the general collections. The
special collections are for in-house use. These collections include a California
History collection- books of regional, state, and local historical importance, a
collection of local history notebooks- which include historical information about
San Rafael and Marin County, and a government documents collection (a
selection of official city, district, county, and state publications.)
ALLOCATION OF COLLECTIONS
The Downtown library possesses the most comprehensive collections, including
a separate Teen collection, an extensive Children’s collection, Large Print books
for adults, a media collection, Spanish language books for adults and children,
and a language learning collection.
The Pickleweed Library collects print and media materials for children in English
and Spanish. There is a large collection of print and media materials in Spanish
for adults and a smaller collection of popular materials in English.
ALLOCATION OF RESPONSIBILITY FOR
COLLECTION DEVELOPMENT AND MANAGEMENT
The Director of Libraries has ultimate authority over, and responsibility for, the
selection of library materials. The operational responsibility for collection
development and management is delegated to the librarians who supervise
Pickleweed Library and the Downtown Adult and Children’s Services
departments. Librarians are assigned responsibility for selecting
materials. Selection responsibilities are allotted according to subject, format, and
age level.
PRINCIPLES OF AND CRITERIA FOR
SELECTING LIBRARY MATERIALS FOR THE COLLECTION
The principles of, and criteria for, selecting materials for the San Rafael Public
Library’s collection are guided by recognized standards of the library profession
and conditioned by the Library’s size, clientele, and budget. The staff who select
library materials apply standards commonly found in the profession, with the goal
of building and maintaining a collection that serves the educational, informational,
and recreational pursuits of the community of library users.
Broadly stated, the principles of selection require that all areas of knowledge be
represented in the collection; that the content of works considered for acquisition
be evaluated objectively and dispassionately; that works not be selected or
rejected solely on the basis of their creators’ origins, backgrounds, or views; and
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that a wide range of viewpoints on issues susceptible to debate be represented
in the collection. Selectors’ decisions are informed and guided by the principles
enumerated in the American Library Association’s Library Bill of Rights and
The Freedom to Read (see Appendix B).
Criteria for selection encompass a number of factors. For any given work, these
factors may include considerations of:
• The demand for, and popularity of, previous works by a particular author or
artist
• The literary reputation, authority, popularity, and significance of a particular
author or artist
• The quality, authority, and level of specialization of the work as evaluated by
reviews in professional, trade, and popular periodicals
• The work’s pertinence, both in terms of general suitability to the breadth and
depth of the collection and in terms of the Library’s clientele and their particular
interests, pursuits, and needs
• Concerning the teen and children’s collections, the work’s age-level suitability
• The work’s style, clarity, and presentation
• The work’s presence in, or absence from, the collections of libraries similar to
the San Rafael Public Library.
• The work’s perceived potential to be put to use — to be checked out or
consulted —with reasonable frequency
• The work’s physical qualities — its ability to endure multiple uses over an
extended period of time
• Price
• Format
• Availability: generally the library is limited to selecting works that are currently in
print and available through customary domestic trade suppliers
Evaluations of works by local authors are governed by these same criteria.
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REPLACEMENT
Replacement involves the acquisition of materials previously held. Primary
responsibility for replacement decisions lies with the librarian selecting materials
in an item’s subject area. Criteria for the replacement of material include:
• Missing Materials
Materials missing in inventory will be withdrawn from the catalog.
Replacement is dependent upon the material’s meeting the current
selection criteria, availability, and value compared with purchasing newer
titles.
• Materials Lost and Paid
Materials which have been lost by patrons and paid for are withdrawn from
the catalog. Replacement is dependent upon the material’s meeting the
current selection criteria, availability, and value compared with purchasing
newer titles.
• Materials Long Overdue
Materials that were never returned and not paid for are withdrawn from the
catalog. Replacement is dependent upon the material’s meeting the
current selection criteria, availability, and value compared with purchasing
newer titles.
• Physical Condition
Materials deselected because of poor condition will be replaced if they
meet the selection criteria, if they are available, and if budget permits. If a
replacement copy is not available for an item still needed in the collection,
every effort will be made to preserve the item.
• Later Editions
Replacement by later edition depends on the subject matter, length of time
between editions, circulation, or extent of revision.
(See Library’s Lost and Damaged Items Policy for further information)
CUSTOMER SUGGESTIONS
FOR PURCHASE OF LIBRARY MATERIALS
The San Rafael Public Library welcomes input from the San Rafael community
concerning the collection. A suggestion for purchase procedure enables patrons
to request that a particular item or subject be purchased by the library. All
suggestions for purchase are evaluated using the same selection criteria as for
other materials and are not automatically added to the collection. The
“Suggestion for Purchase” card is available at library reference desks in both
libraries, or the patron may click here to suggest a purchase online
https://marinet.lib.ca.us/patroninfo~S3?/0/redirect=https://marinet.lib.ca.us:443/ac
quire~S3
Patrons whose suggestions are honored and who include contact information are
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informed of the Library’s decision.
Review or solicitation copies submitted for consideration as potential acquisitions
are accepted under the same terms as those for donated items
(See Donations for the Collection, section, page 7)
CUSTOMER REQUESTS FOR REMOVAL OR RECONSIDERATION OF
LIBRARY MATERIALS
Customers wishing to recommend the removal or re-assignment of a specific
item in the Library collection may submit a "Request for Removal or
Reconsideration of Library Materials" form.
Such recommendations are forwarded to the Library Director, who evaluates the
recommendation and decides upon the action to be taken. The factors
influencing this evaluation may include, but are not limited to, reviews and
criticism relating to the work; the work’s presence in, or absence from, the
collections of libraries similar to the San Rafael Public Library; the treatment and
characterization of the work by similar libraries; and the principles set forth in the
American Library Association’s Library Bill of Rights and The Freedom to Read
(see Appendix B). The evaluation and resulting decision are reviewed, and must
be approved, by the Library Director, who has the final authority. The patron is
then informed, in writing, of the Library’s decision.
CRITERIA FOR WITHDRAWING
LIBRARY MATERIALS FROM THE COLLECTION
The Library’s collections are regularly evaluated to ensure that the materials they
contain remain current and in good condition, and that they continue to reflect the
interests and needs of the Library’s clientele. Reviews, bibliographies, statistical
tools — such as circulation reports, collection turnover rates, and customer
surveys — and periodic visual inspections of the collections themselves help
selectors determine how and to what extent individual items and categories of
works are being used and which materials are candidates for withdrawal, repair,
or replacement.
Library materials are withdrawn based on the following criteria:
• The information the item contains is obsolete or inaccurate
• The number of copies owned of a particular title is more than required
• The item is not used or seriously underused- underuse is determined by the
librarian who buys in the item’s purchase area based on their subject
knowledge and familiarity with the circulation patterns of the collection.
• The item is damaged or in poor condition
Withdrawn materials may be given to the Friends of the San Rafael Public
Library to be sold, donated to other libraries or non-profit organizations, or
recycled by either the Library or the Friends of the San Rafael Public Library. The
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library maintains a “free” shelf for withdrawn magazines in the Downtown Library
lobby.
RESOURCE SHARING WITH OTHER LIBRARIES
San Rafael Public Library provides patrons with access to a wide range of print
materials and media available outside of its two library locations. These items
are available through our partnerships with MARINet, a local library consortium,
LINK+, a consortium of California and Nevada libraries, and OCLC, a worldwide
consortium of libraries.
Resource sharing with other libraries: MARINet In 1991, San Rafael Public
Library was one of the original signers of a joint powers agreement establishing
MARINet (Marin Automated Resources and Information Network), a consortium
of public and academic libraries that enables members to share resources and
use information technology to fulfill their mission of serving the public. San Rafael
Public Library shares a catalog with local libraries that allows patrons to view and
request materials from both public and academic libraries, and gives them
access to shared electronic resources.
Resource sharing with other libraries: LINK+ In order to expand the range of
accessible materials beyond the holdings of the San Rafael Public Library, in
2012 the Library joined Link+, a consortium of public and academic libraries in
California and Nevada whose members loan one another available items from
their collections. San Rafael Public Library customers may establish Link+
accounts and borrow, free of charge, a wide range of books from participating
libraries.
Resource sharing with other libraries: WorldCat San Rafael Public Library
provides its patrons with access to printed material and media not available
through MARINet or LINK+ through WorldCat, an online catalog of library
holdings produced cooperatively by the non-profit organization - OCLC (Online
Computer Library Center) and libraries throughout the world.
INTELLECTUAL FREEDOM AND ACCESS TO LIBRARY MATERIALS
The Library is committed to the principles of intellectual freedom. Its
administration and staff support each customer’s fundamental right of access to
all expressions of knowledge, creativity, and intellectual activity and recognize an
obligation to provide as wide a range of materials as possible. In practice,
customers make individual choices regarding which materials they use and
borrow. By the same token, parents and legal guardians retain responsibility to
oversee their children’s use and borrowing of library materials. The Library
neither denies nor abridges access to materials because of a person’s age.
The Library supports, and has adopted, the principles of intellectual freedom and
access to materials that are enumerated in the American Library Association’s
Library Bill of Rights and The Freedom to Read (see Appendix B.)
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DONATIONS FOR THE COLLECTION
The Library accepts donations of books and media materials in good condition,
reserving the right to reject a donated item for any reason. All donations are
subject to the following provisions:
• A donated item becomes the property of the San Rafael Public Library
• The Library is under no obligation to add a donated item to the collection or to
notify the donor of the disposition of that item.
• A donated item may be reviewed for possible addition to the Library’s collection,
based on condition and customary selection criteria.
• Items not added to the collection are given to the Friends of the San Rafael
Public Library for their book sales, proceeds of which benefit the Library. Once
transferred to the Friends, items become their property.
• The Library accepts donations of no more than four banker’s boxes or eight
grocery bags of books or audiovisual items, which should be taken directly to
Friends Books, located at 1016 C Street, San Rafael, between 10 a.m. and 4
p.m. Tuesdays through Saturdays. Larger donations are accepted by
appointment- please call 453-1443.
• The Library encourages donations of magazines that are less than two years
old at the Downtown branch 1100 E Street, San Rafael. Up to four bags of
magazines may be donated during hours that the branch is open. For hours and
information call 485-3321.
• Donation-receipt forms are available upon request at the time of donation and
are completed by donors. Values are assigned by donors, not by library or
bookstore staff. Donations to the library may be eligible for tax donations; check
with your tax advisor.
Monetary donations in support of the Library’s collections are welcome and may
be made to the Friends of the San Rafael Public Library. The Library reserves
the right to accept or decline conditions placed upon such donations.
Review or solicitation copies submitted for consideration as potential acquisitions
are accepted under the same terms as those for donated items.
REVIEW OF THIS POLICY
This collection development policy will be reviewed not less than once every five
years.
APPENDIX A: Request for Removal or Reconsideration of Library Material
APPENDIX B: Library Bill of Rights, Freedom to Read Statement
APPENDIX C: Lost and Damaged Items Policy
Approved by Library Board of Trustees February 12, 2013
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SAN RAFAEL PUBLIC LIBRARY
COLLECTION AND DEVELOPMENT POLICY
INTRODUCTION
The collection development policy upholds the City of San Rafael Public Library (Library) mission to
engage, empower, and enrich our community through innovation, imagination, and inspiration.
This policy directs Library staff in the maintenance and development of collections. The policy also
defines collection development practices, and provides continuity to selection, purchasing, and
retention decisions. Additionally, the policy provides a vehicle for the continuous evaluation of the
Library’s collection as a whole.
As part of strategic planning, the Collection Development Policy will be reviewed annually to ensure it is
a living document that addresses up to date collection concerns. Ultimate responsibility for collection
development rests with the Library & Recreation Assistant Director (City Librarian). The City Librarian
delegates the authority for selection to the Collection Development Supervising Librarian, who may
designate additional professional staff to assist in the selection of materials.
The Library consists of one large library in the center of San Rafael, the Downtown Library, and two
smaller branches, the Pickleweed Library in the Canal neighborhood, and Northgate Library in the north
San Rafael area.
Representation: The Library is committed to recognizing diverse voices (authors/illustrators/creators of
color, LGBTQ, disabled, etc.) and is working continually to address equity and inclusion in our practices
and collections. Library materials need to reflect the community served, as well as that of communities
around us and different than our own.
Library Collections: Library collections consist of popular titles as well as materials to support the
interests of the communities they serve. Branch collections vary in size and scope depending on
community needs and space limitations. The collections support the interests and needs of people of all
ages, starting with early literacy and including children, teens, and adults. The Downtown location has
an additional local history collection called the California Collection, curated of local historical interest,
non-circulating materials that are made available by appointment for research purposes.
Formats: The Library purchases materials in both digital and hard copy/physical formats. These
materials have separate considerations for inclusion in the Library’s collection.
• eResources / Digital Resources
• The Library, as a member of MARINet, has access to eBooks, eAudiobooks, online
learning tools, newspapers, and more through the consortium website. The Library
assists with selecting these various resources, along with other member libraries
• Digital resources that the Library selects independently from MARINet are subject to the
same general selection criteria as other materials. Platforms and individual titles should
follow these selection criteria, while also beings sensitive to the representation,
languages, and accessibility needs by Library users
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• The Library’s customer base includes a segment that may be exclusively virtual. Digital
resources extend the reach of the Library because they are available remotely, 24/7.
The eBook landscape is an area of rapid growth and development, and the San Rafael
Public Library is moving toward an eResource collection that is as diverse and
encompassing as the print collection - cost permitting. Additional selection criteria for
digital resources include accessibility and compatibility; for example, universality of
format and compatibility with current digital platforms and popular customer devices
• Physical items
o The Library prefers to purchase physical books in hardback or library binding format;
however, purchases of paperback copies are made when there is a high demand for a
particular title
o Other media (including audio/visual items like DVDs, Blu-ray discs, CDs, as well as other
formats) may be added to the collection depending on demand. Electronic devices (like
hotspots, Chromebooks, Playaways, etc.) may be added to the collection as a trial with
usage evaluated to determine continuation of various collections
o The range of materials available to patrons is not limited to the holdings of the San
Rafael Public Library, but extend to items available in other MARINet libraries, as well as
through the LinkPlus system
Languages: Most of the Library's collections are in English. The Library also offers Spanish language
materials for adults and children. The Library may also collect materials in other languages as needed.
Language learning resources are available in many languages. Access to materials in languages other
than English and Spanish may be available from other MARINet and LinkPlus libraries. Language
collections continue to diversify and evolve to reflect the changing needs and interests of the
community.
Selection Criteria: The following criteria are used to evaluate and select items for the collection. An
item need not meet all of these criteria to be selected.
• Current and anticipated needs and interests of the public
• Evaluations in review media
• Accuracy and timeliness of content
• Author’s, artist’s, or publisher’s qualifications and/or reputation
• Contribution to diversity or breadth of collections
• Presentation of unique or controversial points of view
• Receipt of or nominations for major awards or prizes
• Physical quality of material
• Budgetary and space constraints
Deselection and Replacements: Deselection of material from the circulating collections is a vital part
of successful collection maintenance. Continuous evaluation is necessary, and materials are regularly
removed to maintain a current, accurate, and appealing collection and to facilitate its ease of use.
Library materials are discarded for one or more of the following reasons:
• Subject matter is no longer timely, accurate, or relevant
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• Damage or poor condition
• Space limitations/duplicate resources
• Insufficient use
• Materials in the format are no longer collected
Replacement of materials withdrawn is not automatic. The decision to replace is influenced by:
• Availability of copies in the system
• Popular interest
• Adequacy of coverage in the subject area
• Significance in subject area
• Cost
Books that are out of print will not be replaced. The Library does not purchase used books.
Deselected items may be offered to other libraries, public agencies, non-profits, or disposed of through
recycling. Discarded items will not be held for or given to individuals.
Intellectual Freedom: The Library respects the freedom of information for its users and adheres to the
principles expressed in the American Library Association’s Library Bill of Rights, the Freedom to Read,
and the Freedom to View statements. The Library’s goal is to offer a diversity of ideas and opinions
including those which may be unorthodox or controversial. The Library opposes any attempts by
individuals or groups to censor items in its collection. Responsibility for the reading choices of minor’s
rests with their parents or legal guardians. Selection of adult material will not be restricted by the
possibility that these items may come into the possession of children nor does the Library use any
system of coding, rating or labeling to identify or segregate materials for purposes of censorship.
Challenges regarding Library materials are handled in accordance with the Library’s Requests for
Reconsideration Procedure (see appendix A.)
See Appendix A: Reconsideration of Materials
See Appendix B: Request for Removal or Reconsideration of Library Material Form
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Appendix A: Reconsideration of Materials Procedure
1) Any individual expressing an objection to or a concern about library materials will receive respectful
attention from the staff member first approached. The staff member will offer the individual:
a) To speak with the Assistant Director of Library and Recreation / City Librarian (“City
Librarian”) about their concerns
and/or
b) To fill out a “Request for Reconsideration” form which is available in the Library and can be
found on the Library’s website
2) A copy of the form and the material in question will be sent to the City Librarian
3) A form letter shall be sent to the patron acknowledging receipt of the Request for Reconsideration
within five business days of receipt by the City Librarian
4) A team of library staff, headed by the Collection Development Supervising Librarian, will convene
and consider the request, evaluating the material based on circulation, awards and reviews, etc. This
group will recommend a decision about the work to the City Librarian
5) The Supervising Librarian overseeing collections will write a response letter to the patron and submit
it to the City Librarian for review
6) A letter of determination in response to the Request for Reconsideration shall be provided to the
patron within 30 days of submission, during which time the material in question shall remain in the
active collection
7) A copy of all Requests for Reconsideration, and associated correspondence, shall be retained in
Library by the City Librarian following the City’s record retention policy.
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Appendix B: Request for Removal or Reconsideration of Library Material Form
Name__________________________________________________ Date_________________
Street_______________________________________________________________________
City__________________________________ Zip________________ State _____________
Email: ___________________________________________ Phone_____________________
Organization you are representing (if applicable):_____________________________________
Type of material on which you are commenting:
o Audio/video (DVD, CD, etc.)
o Book
o Magazine or journal
o Newspaper
o Digital resource / eBook, etc.
o Other (specify): _________________
______________________________
Title:_______________________________________ Author:__________________________
Publisher/Producer (if known):_____________________ Publication Date (if known):_________
Use other side of form, if necessary, to complete the following questions:
1. Please state the reason(s) for your concern. Please be specific and give page numbers if
applicable.
2. Do you have suggestions for resources, materials, or programs that the library could provide
as additional information on this topic?
STAFF USE ONLY
Received by: Date:
SAN RAFAEL PUBLIC LIBRARY
GIFT AND DONATION POLICY
The San Rafael Public Library encourages and welcomes gifts, donations, and bequests (hereinafter
“Gifts”) to the Library. Such gifts may include time, money, art, equipment, or services rendered free or
below cost, among other valuable commodities. Gifts may be given to the San Rafael Public Library
(“Library”) or to any of the nonprofit support groups that raise funds for Library programs and services.
Gifts given to the Library shall supplement existing funds appropriated for use by the Library, and shall
not supplant funds appropriated for Library salaries or maintenance or operations of the Library. The
Library does not accept conditional Gifts without a prior written agreement. The Library & Recreation
Assistant Director (City Librarian) can assist donors in designing Gifts that match donors’ interests and
objectives with those of the Library.
Monetary gifts to the Library
The City Librarian is authorized to accept Gifts that support the Library’s program and mission. When a
Gift is accepted, the City Librarian may elect to use such Gift within the framework of the Library’s
operations. The City Librarian may accept or refuse any Gift. In order to inspire exceptional Gift giving
at levels that enable the Library to attain its goals, Gifts exceeding $5,000 may result in a recognition
plaque or marker in a designated room or area of a Library building. The Library reserves the right to
maintain, replace, relocate or remove any donor recognition plaque or other form of donor recognition
at its discretion.
Material donations for the collection
The Library accepts donations of non-cash Gifts in conformance with other City policies and
procedures, including donations of books and media materials in good condition. The Library reserves
the right to reject any donated item for any reason. All donations are subject to the following provisions:
• A donated item becomes the property of the San Rafael Public Library (Library).
• The Library is under no obligation to add a donated item to the collection, nor to notify the donor
of the disposition of that item. A donated item may be reviewed for possible addition to the
Library’s collection, based on condition and customary selection criteria.
• Items not added to the collection are given to the Friends of the San Rafael Library for
their book sales, proceeds of which benefit the Library. Once transferred to the Friends, items
become their property. Small quantities of donated items (up to one bag or box) are accepted at
library facilities, but it is recommended that donations be taken directly to Friends Books, 1016
C St, San Rafael, CA 94901 or arranged by contacting (415) 453-1443.
• Donations to the library may be eligible for tax donations; check with your tax advisor.
• Review or solicitation copies submitted for consideration as potential acquisitions are accepted
under the same terms as those for donated items.
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