HomeMy WebLinkAboutBoard of Library Trustees 2025-03-11 Agenda Packet1
BOARD OF LIBRARY TRUSTEES
MARCH 11, 2025 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-03-11-2025
Want to listen to the meeting over the phone?
Call: (669) 444-9171 and enter 848-0467-0287#
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 2-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 January 14, 2025
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 2 minutes and should be respectful to
the community.
SPECIAL PRESENTATIONS
2. N/A
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. Introduction to Library Policy Review Process
Recommended Action: Receive and Comment
4. Update on Library Organizational Structure
Recommended Action: Receive and Comment
STAFF LIAISON REPORT
5. Other brief program updates or reports on any meetings, conferences, and/or seminars attended
by staff.
COMMISSIONER REPORTS
2
6. 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
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 March 11, 2025
1
BOARD OF LIBRARY TRUSTEES
MINUTES
________________________________________________________________________
City Hall Large Conference Room, Third Floor
1400 5th Ave, San Rafael, CA
January 14, 2025 – 6:00 P.M.
Virtual Meeting Recording Link:
https://www.youtube.com/watch?v=Q7XDItxdgnE
CALL TO ORDER
Chair Andow called the meeting to order at 6:01 P.M.
Roll Call
Present:
Trustee Cortes
Trustee Kyle
Trustee Lee
Chair Andow
Absent:
Trustee Vahdat
Also Present:
Daniel Avalos, Assistant Library & Recreation Director/City Librarian
Jinder Banwait, Administrative Analyst
Catherine Quffa, Library & Recreation Director
MINUTES
1. Approve Regular Meeting Minutes of November 12, 2024
Trustees provided comments.
The minutes of November 12, 2024 were approved as submitted.
Trustee Lee moved, and Trustee Cortes seconded to approve the minutes of the
November 12, 2024 meeting.
Ayes: Trustees: Cortes, Kyle, Lee, and Andow
Minutes subject to approval at the meeting of March 11, 2025
2
Noes: Trustees: None
Absent: Trustees: Vahdat
Abstain: Trustees: None
Minutes approved as submitted.
Chair Andow 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. Staff Presentation - Student MyCard Program by Daniel Avalos, Assistant
Library & Recreation Director/City Librarian
Staff responded to questions from the Trustees.
Trustees provided comments.
Chair Andow invited public comment; however, there was none.
OTHER AGENDA ITEMS
3. Review of 2025 Board of Trustees Workplan
Staff responded to questions from the Trustees.
Trustees provided comments.
Chair Andow invited public comment; however, there was none.
STAFF LIAISON REPORT
4. Other brief program updates or reports on any meetings, conferences, and/or
seminars attended by staff.
Presentation by Daniel Avalos, Assistant Library & Recreation Director/City Librarian
and Catherine Quffa, Library & Recreation Director
Staff responded to questions from the Trustees.
Trustees provided comments.
COMMISSIONER REPORTS
Minutes subject to approval at the meeting of March 11, 2025
3
5. Other brief reports on any meetings, conferences, and/or seminars attended
by the Board members.
Trustees provided comments.
Chair Andow invited public comment for agenda item four and agenda item five;
however, there was none.
NEXT MEETING: February 11, 2025
ADJOURNMENT
The meeting was adjourned at 7:02 P.M.
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
March 11, 2025
Item #3
TITLE: INTRODUCTION TO LIBRARY POLICY REVIEW PROCESS
RECOMMENDATION:
That the Board receive the report and provide comment.
BACKGROUND:
The Library is conducting a comprehensive review of existing public-facing policies to
ensure they remain clear, relevant, and aligned with our goal to serve our communities
effectively. As community needs evolve, this process helps us refine language, ensure
legal compliance, and maintain consistency across library services. Clear policies
improve the user experience by making patron rights and responsibilities easier to
navigate while also providing staff with guidance for fair and consistent decision -making.
DISCUSSION:
Staff have developed a three-stage process to review and update the Library policies.
This structured review process ensures policies remain up to date, utilizes staff and
Library Board member expertise, builds ownership over the policies that staff are
responsible for enforcing, and effectively supports the organization's goals.
Staff Review
The policy review process started in November 2024. All permanent, part-time, and
temporary staff were encouraged to review the Library’s public-facing policies, listed
below, and provide input to ensure they aligned with best practices and operational
needs. Each policy document was structured to track changes and comments, allowing
staff to monitor progress and engage with feedback from colleagues. Staff were
encouraged to reference policies from other organizations that had proven effective in
similar settings.
Guidelines for Library Use
Child Safety Policy
Lost and Damaged Items Policy
Privacy Policy
Computer and Internet Access Policy
Web Commenting and Posting Policy
Community Information Posting Policy
Group Visit Guidelines
Gift and Donation Policy
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Updating Policies
We will review staff input and comments, making appropriate edits to refine the policies.
Updated versions will then be shared with Library supervisors for further review and
sent to the City Attorney, as necessary, for legal and structural assessment. This
collaborative approach ensures policies remain relevant, practical, and legally sound.
Board Review
As policies are updated, they will be presented to the Library Board of Trustees for
review and comment. Once reviewed by the Library Board, the updated policies will be
adopted and implemented. Policies will be translated to Spanish. Staff will receive
necessary training on the new policies to facilitate smooth implementation and
compliance.
Submitted by:
Daniel Avalos
Assistant Library & Recreation Director
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
March 11, 2025
Item # 4
TITLE: UPDATE TO LIBRARY ORGANIZATIONAL STRUCTURE
RECOMMENDATION:
That the Board of Trustees review the updates to the library organizational structure and
provide comments.
BACKGROUND:
Over the past five years, the Library has undergone several significant changes, including
restructuring efforts and a merger with the Community Services Department. While these
changes have allowed the Library to explore new approaches, there are opportunities to
enhance the current organizational structure to better meet the needs of either the staff
or the community. The Library also currently has a number of staff vacancies, which
provides a unique opportunity to make significant structural changes to improve
operations, to better support staff, and to improve service to the community.
During the February 2024 Library Board meeting, staff presented a proposal for Jane
Light, Library Consultant and former Library Director for San Jose and Redwood City
Public Libraries, to conduct an assessment of library operations. A primary output of that
work was to identify opportunities to improve the existing staffing structure. A graphic of
the most recent organizational structure is provided in Attachment 1.
Through observation, meetings with staff, reviewing other agency structures, and formal
interviews conducted by Jane Light, staff identified opportunities to strengthen the
organizational structure.
Staff identified current challenges and developed the following goals to guide the
development of an updated organizational structure:
- Support staff in delivering high-quality library programs and services that are
responsive to the specific needs and interests of our community, particularly
recognizing the value of expertise in adult, children, and teen services .
- Provide clarity on staff roles, responsibilities, and expectations.
- Provide opportunities for staff growth, advancement, and specialization.
- Ensure that managers have the capacity to tackle higher-level strategy,
operational, and programming work; and that staff have sufficient supervisory
support.
Page 2 of 3
- Ensure adequate and well-trained staff for all operations and service areas, while
still encouraging flexibility and collaboration.
- Create a structure that is scalable and can adjust to future library facility changes.
In February 2025, a proposed organizational structure was presented to library staff, and
the changes to the library staff structure were approved by City Council with the mid -year
budget.
DISCUSSION:
The new Library structure is organized into two key areas: Public Services and Support
Services, designed to provide greater clarity in staff roles and responsibilities. While
staff will generally be assigned to one area, these divisions are not rigid, allowing for
flexibility based on classification, interests, and operational needs. The updated
organizational chart and a summary of the Public and Support Services roles can be
found in Attachment 1.
Public Services, overseen by a Supervising Librarian, will focus on public -facing library
services, with an emphasis on strategy, responsive programs, and ensuring staff have
the necessary policies, training, and support to serve the community effectively. Within
Public Services, staff will be dedicated to three primary areas —Adult and Teen,
Children’s, and Branches—reflecting staff feedback on the importance of these focus
areas for better community service.
Each area will have a new Senior Librarian position responsible for scheduling, training,
and direct supervision. The Senior Librarian is a new classification that is designed to
provide increase support and guidance to frontline staff, while also offering more
opportunities for advancement.
Support Services, led by a Library Services Supervisor, will manage “back of house”
operations, including circulation, technical services, and facilities. The Library Services
Supervisor classification is a new role that will focus on optimizing library operations
through clear procedures and consistent training. Support Services includes a large
number of parttime and temporary staff, who will benefit from a more robust procedure
and training program.
Additionally, a new full-time Marketing Coordinator position will be introduced, which will
be shared between the Library and Recreation divisions.
The updated structure aims to support staff in their articulated desire to focus on
program areas; provides clear roles, expectations, and opportunities for growth; and
ensures that managers can focus on strategy and operations while staff receive the
supervision they need. By maintaining well-trained, flexible teams across all service
areas, the structure balances operational efficiency with collaboration. Additionally, it is
designed to be scalable, allowing the library to adapt to future facility changes
seamlessly.
Page 3 of 3
Submitted by:
Daniel Avalos
Assistant Library & Recreation Director
Attachment:
1. Former and Updated Structure
Former Organization Chart
New Library Organization Chart
Functional Area Responsibilities