HomeMy WebLinkAboutBoard of Library Trustees 2024-06-25 Agenda Packet1
BOARD OF LIBRARY TRUSTEES
JUNE 25, 2024 AT 6:00PM
CITY HALL LARGE CONFERENCE ROOM
THIRD FLOOR
1400 5TH AVE, SAN RAFAEL, CALIFORNIA
This meeting will be held in person. The meeting is being streamed live via Zoom:
https://bit.ly/BLT-06-25-2024
Want to listen to the meeting over the phone?
Call: (669) 444-9171 and enter 843-8721-2167#
How to participate in the meeting:
• Provide comments in-person at the meeting. You are welcome to come to the meeting and
provide public comment in-person. Each speaker will have 3-minutes to provide public comment.
• Submit your comments by email by 4:00 p.m. the day of the meeting. Comments can be
submitted to jinder.banwait@cityofsanrafael.org.
AGENDA
CALL TO ORDER – 6:00PM
MINUTES
1. Approve regular meeting minutes of May 14, 2024
Recommended Action – Approve as submitted
OPEN TIME FOR PUBLIC EXPRESSION
The public is welcome to address the Library Board at this time on matters not on the agenda that
are within its jurisdiction. Comments may be no longer than 3 minutes and should be respectful to
the community.
SPECIAL PRESENTATIONS
2. Older Adult Outreach and Your Library 24/7 Program, presented by William Calhoun
OTHER AGENDA ITEMS
If necessary to assure completion of the following items, the Chairperson may establish time limits for
the presentations by individual speakers.
3. Operational Planning for Downtown Library Closure
STAFF LIAISON REPORT
4. Other brief program updates or reports on any meetings, conferences, and/or seminars attended
by staff.
COMMISSIONER REPORTS
5. Other brief reports on any meetings, conferences, and/or seminars attended by the Board
members.
ADJOURNMENT
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 online and in the city hall large conference room, third
2
floor, 1400 5th Avenue, San Rafael, California placed with other agenda-related materials on the table in
front of the location prior to the meeting. Sign Language interpreters may be requested by calling (415)
485-3066 (voice), emailing city.clerk@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. To request Spanish language interpretation, please submit an onli ne form
at https://www.cityofsanrafael.org/request-for-interpretation/.
Minutes subject to approval at the meeting of June 11, 2024
1
BOARD OF LIBRARY TRUSTEES
MINUTES
________________________________________________________________________
City Hall Large Conference Room, Third Floor
1400 5th Ave, San Rafael, CA
May 14, 2024 – 6:00 P.M.
Virtual Meeting Recording Link:
https://www.youtube.com/watch?v=gdmfBXyL5HI
CALL TO ORDER
Chair Vahdat called the meeting to order at 6:05 P.M.
Roll Call
Present:
Trustee Andow
Trustee Cortes
Trustee Kyle, arrived at 6:29 PM, during item 2, a.
Trustee Lee, arrived at 6:12 PM, during item 2, a.
Chair Vahdat
Absent:
None
Also Present:
Perla Maciel, Interim Supervising Librarian
Alejandra Barrios, Interim Supervising Librarian
Catherine Quffa, Library & Recreation Director
Jinder Banwait, Administrative Analyst
MINUTES
1. Approve Regular Meeting Minutes of February 13, 2024
Trustees provided comments.
The minutes of February 13, 2024 were approved as submitted.
Minutes subject to approval at the meeting of June 11, 2024
2
Trustee Cortes moved, and Trustee Andow seconded to approve the minutes of
the February 13, 2024 meeting.
Ayes: Trustees: Andow, Cortes, and Vahdat
Noes: Trustees: None
Absent: Trustees: Kyle, Lee
Abstain: Trustees: None
Minutes approved as submitted.
Chair Vahdat invited public comment; however, there was none.
OPEN TIME FOR PUBLIC EXPRESSION
Public Comment from the audience regarding items not listed on the agenda.
None
SPECIAL PRESENTATIONS
2. a. Reading Buddies Program
Staff report by Perla Maciel, Interim Supervising Librarian
Staff responded to questions from the Trustees.
Trustees provided comments.
Chair Vahdat invited public comment; however, there was none.
b. Summer Reading Program
Staff report by Alejandra Barrios, Interim Supervising Librarian
Staff responded to questions from the Trustees.
Trustees provided comments.
Chair Vahdat invited public comment; however, there was none.
c. Updated Designs for Downtown Library Renovation
Staff report by Catherine Quffa, Library & Recreation Director
Staff responded to questions from the Trustees.
Trustees provided comments.
Chair Vahdat invited public comment; however, there was none.
OTHER AGENDA ITEMS
3. None
Minutes subject to approval at the meeting of June 11, 2024
3
STAFF LIAISON REPORT
4. Other brief program updates or reports on any meetings, conferences, and/or
seminars attended by staff.
Presentation by Catherine Quffa, Library & Recreation Director
Staff responded to questions from the Trustees.
Trustees provided comments.
COMMISSIONER REPORTS
5. Other brief reports on any meetings, conferences, and/or seminars attended
by the Board members.
Trustees provided comments.
Chair Vahdat invited public comment for agenda item four and agenda item five;
however, there was none.
NEXT MEETING: June 11, 2024
ADJOURNMENT
The meeting was adjourned at 7:41 P.M.
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
June 25, 2024
Item #3
TITLE: OPERATIONAL PLANNING FOR DOWNTOWN LIBRARY CLOSURE
RECOMMENDATION:
That the Board of Trustees receive the report and provide comment.
BACKGROUND:
In 2021 and 2022, the City of San Rafael received a $1M Targeted Grant and a $2M
Building Forward Grant, respectively, from the California State Library for infrastructure
improvements to the Downtown Library. The goal of the Targeted grant is to improve
the design and user experience at the library, while the focus of the Building Forward
grant is to address life safety and critical infrastructure issues. While an important
project that will address some of the most critical needs of an aging building, it will not
address current deficiencies in library space.
In 2023, the City contracted with Noll & Tam Architects to develop architectural,
engineering, and interior design plans for the Downtown renovation project. Those plans
were presented to the Library Board of Trustees on July 11, 2023 and May 14, 2024.
The City is currently in the process of securing permits and bids for construction.
Construction is expected to begin mid-to-late September 2024 and to take six to eight
months. The Downtown Library will be closed to staff and the public during construction.
DISCUSSION:
With the planned closure of the main Downtown Library, staff have been exploring
options to continue library service in central San Rafael. Library staff worked with the
City Economic Development team to evaluate alternative downtown locations and
identified 1009 4th St, the home of the former Beauty Expo and located across from the
Bank of America (picture below), as the best option in terms of location, amount and
layout of space, and cost.
In June, the City entered into a lease agreement with the property owner of 1009 4th
Street to occupy the building for pop-up library operations starting in September 2024,
with an estimated opening date of September 16th.
Page 2 of 3
1009 4th Street Exterior:
Staff have been working with Facilities By Design, a space planner that specializes in
library move and temporary operation planning, to develop interior layout options for the
pop-up library space. While staff are still finalizing the details, the pop-up location will
include space for childrens, adults, programming, circulation, technical services, library
and administrative staff. The collection will focus on new and popular items as well as
holds pick-up. The pop-up library will also offer public wifi and chromebook access,
similar to what is currently offered at the Northgate branch. The proposed layout
(included as Attachment 1) focuses on mobile shelving and furniture, which will offer
significant flexibility once the library opens.
In addition to working on services, operations, and logistics of the downtown pop-up
location, staff have also been evaluating service levels at the Pickleweed and Northgate
branches. The smaller downtown location frees up staff capacity to temporarily expand
service at the other San Rafael Public Library locations.
Staff have developed the below hours of operation (Table 1) that can be supported by
existing staff levels during the Downtown closure. The days highlighted in pink have
been changed from the current hours.
Table 1: Temporary Hours During Downtown Library Renovation
M Tu We Th Fri Sa Su Total Hours
Downtown 10am-7pm 10am-7pm 10am-7pm 10am-5pm 10am-5pm 10am-5pm 10am-5pm 55
Pickleweed 10am-5pm 12pm-7pm 10am-5pm 10am-5pm 10am-5pm 10am-5pm Closed 42
Northgate Closed 10am-5pm 12pm-7pm 10am-5pm 10am-5pm 10am-5pm Closed 35
Page 3 of 3
This schedule increases service hours at all locations and also addressing operational
challenges with the existing schedule. Specifically, the current schedule does not allow
for any time when all staff are present, but the library is not open. As such, the library
cannot hold all staff meetings, trainings, etc. without closing the library and adjusting
staff schedules. By concentrating the library evening hours to Monday-Wednesday, that
allows for the library to hold meetings Thursday morning without impacting the public.
An additional consideration is that the Pickleweed Branch renovation is expected to
begin shortly after the Downtown Library reopens. This gives the City additional
opportunities to adjust hours. Staff are taking this opportunity to explore alternative
schedules that may be implemented long-term, based on impact to both staff and the
community.
Submitted by:
Catherine Quffa
Library & Recreation Director
Attachements:
1. Proposed Downtown Pop-Up Library Layout
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NEED TO ESTABLISH
ACCESS TO POWER
W/O USING PANELS
CIRCULATION
SAN RAFAEL LIBRARY | TEMP SPACE - LAYOUT 4 | SCALE: NTS | 6.14.2024
Item 3 – Attachment 1