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HomeMy WebLinkAboutBoard of Library Trustees 2025-10-14 Agenda Packet1 BOARD OF LIBRARY TRUSTEES OCTOBER 14, 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-10-14-2025 Want to listen to the meeting over the phone? Call: (669) 444-9171 and enter 833-6023-6262# 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 September 9, 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. September Love Your Library Campaign by Shani Boyd 3. Pickleweed Library Service Plan During Closure by Daniel Avalos OTHER AGENDA ITEMS If necessary to assure completion of the following items, the Chairperson may establish time limits for the presentations by individual speakers. 4. Update to Collection Development Policy Recommended Action: Approve Policy STAFF LIAISON REPORT 5. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff. COMMISSIONER REPORTS 6. Other brief reports on any meetings, conferences, and/or seminars attended by the Board members. 2 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 October 14, 2025 1 BOARD OF LIBRARY TRUSTEES MINUTES ________________________________________________________________________ City Hall Large Conference Room, Third Floor 1400 5th Ave, San Rafael, CA September 9, 2025 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=cnpWn11FIPw CALL TO ORDER Chair Andow called the meeting to order at 6:02 P.M. Roll Call Present: Trustee Cortes Trustee Kyle Trustee Lee Chair Andow Absent: Trustee Vahdat Also Present: Daniel Avalos, Assistant Library & Recreation Director Jinder Banwait, Administrative Analyst Shani Boyd, Supervising Librarian MINUTES 1. Approve Regular Meeting Minutes of May 13, 2025 Trustees provided comments. The minutes of May 13, 2025 were approved as submitted. Trustee Kyle moved, and Trustee Cortes seconded to approve the minutes of the May 13, 2025 meeting. Ayes: Trustees: Cortes, Kyle, Lee, and Andow Minutes subject to approval at the meeting of October 14, 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. Introduction of Shani Boyd, Supervising Librarian Staff responded to questions from the Trustees. Trustees provided comments. 3. Love Your Library by Daniel Avalos Staff responded to questions from the Trustees. Trustees provided comments. Chair Andow invited public comment; however, there was none. OTHER AGENDA ITEMS 4. Update to Child Safety Policy and Computer and Internet Access Policy by Daniel Avalos Trustees provided comments. The Child Safety Policy and the Computer and Internet Access Policy were both approved as submitted. Trustee Cortes moved, and Trustee Lee seconded to approve the Child Safety Policy and the Computer and Internet Access Policy. Ayes: Trustees: Cortes, Kyle, Lee, and Andow Noes: Trustees: None Absent: Trustees: Vahdat Abstain: Trustees: None Policies approved as submitted. Minutes subject to approval at the meeting of October 14, 2025 3 Chair Andow invited public comment; however, there was none. STAFF LIAISON REPORT 5. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff. Presentation by Daniel Avalos Staff responded to questions from the Trustees. Trustees provided comments. COMMISSIONER REPORTS 6. 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 five and agenda item six; however, there was none. NEXT MEETING: October 14, 2025 ADJOURNMENT The meeting was adjourned at 7:00 P.M. LIBRARY BOARD OF TRUSTEES AGENDA REPORT October 14, 2025 Item #4 TITLE: APPROVAL OF UPDATED COLLECTION DEVELOPMENT POLICY RECOMMENDATION: That the Board approve the updated Collection Development Policy. BACKGROUND: The San Rafael Public Library (SRPL) has undertaken a comprehensive review of its public- facing policies to ensure they remain clear, current, and aligned with the Library’s mission to serve the community effectively. The update process included staff input, comparison with policies from MARINet member libraries, and revisions based on practical enforcement experience. As part of the Library’s ongoing policy review process, staff conducted a review and update of the Collection Development Policy (last reviewed in 2022) to ensure compliance with the California Freedom to Read Act (AB 1825). This legislation requires all public library jurisdictions that receive state funding to establish, adopt, and maintain a written and publicly accessible collection development policy by January 1, 2026. In accordance with the Act, the adopted policy will be submitted to the State Librarian. A draft of the updated Collection Development Policy was reviewed by a Library Programs Consultant from the California State Library, who confirmed that the draft meets the requirements of the California Freedom to Read Act. The policy was also reviewed by the City Attorney’s Office for legal compliance. DISCUSSION: The updated Collection Development Policy incorporates language from AB 1825, emphasizing community inclusion and the prevention of censorship, and provides a clear procedure for patrons submitting a title for reconsideration, along with clear guidance for staff on the review process. Key updates include: • Clarifies that final authority for the Library collection rests with Library management. • Adds direct links to state and national resources on intellectual freedom. • Specifies that replacement of lost or damaged materials is not guaranteed. • Clarifies guidelines for deselecting (weeding) materials. Page 2 of 2 • Establishes a process for managing gifts and donations. • Establishes guidelines for material submissions by local authors or self-published creators. • Updates the Request for Reconsideration process to require submissions only from City of San Rafael residents, sets limits on the number of requests per year and allow a single title to be reconsidered only once every two years, and expands the form to include additional questions detailing specific concerns and suggested alternative materials. • Provides clear guidelines for both staff and patrons regarding collection development and review processes. FISCAL IMPACT: There is no fiscal impact associated with these policy updates Submitted by: Daniel Avalos Assistant Library & Recreation Director Attachment 1 – Collection Development Policy SAN RAFAEL PUBLIC LIBRARY COLLECTION DEVELOPMENT POLICY Mission Statement The public library serves as a center for voluntary inquiry and the dissemination of information and ideas. The collection development policy upholds the San Rafael Public Library’s mission of enriching our community through discovery, learning and play. Purpose This policy directs Library staff in the maintenance and development of collections. The policy also defines collection development practices, and provides continuity in 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 from time to time to ensure it is a living document that addresses up to date collection concerns. The Library’s collection meets the broad and diverse interests of the community and respects both the Library’s professional autonomy and the unique needs of San Rafael and its neighborhoods. The collection affirms and upholds the public right to intellectual freedom and access to a full range of information and ideas. The Library is committed to recognizing diverse voices (authors/illustrators/creators of color, LGBTQIA+, disabled, etc.) and works continually to address equity and inclusion in our practices and 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 Downtown Library has a special local history collection called the California Collection- the collection is non-circulating and made available by appointment for research purposes. Objectives of the Collection ATTACHMENT 1 Responsibility for Selection The final authority for the Library collection rests with the Library management. Implementation of collection development policy and management of the collection is assigned to Library staff. All staff members and the general public are encouraged to recommend resources for consideration. Intellectual Freedom The public library serves as a center for voluntary inquiry and the dissemination of information and ideas, providing the community with free and open access to knowledge and differing perspectives. The Library acknowledges the right of the public to receive access to a broad range of social, political, aesthetic, moral, and ideological experiences through its collections. The Library endorses the principles of the Freedom to Read and Freedom to View Statements, the Library Bill of Rights and related documents adopted by the American Library Association (ALA): • Freedom to Read • Library Bill of Rights • Diversity of Collection Development • Access to Libraries for Minors • Freedom to View • Labeling and Rating Systems • Evaluating Library Collections • Challenged Resources While anyone is free to select or reject materials for themselves or their own minor children, the freedom of others to read or inquire will not be restricted. Formats The Library purchases many types of materials including: • Books • Magazines and newspapers • Audiobooks • DVDs • eBooks • Electronic databases • Digital media Selection Criteria Library materials are provided for the interest, information, and enlightenment of all people, and the collection as a whole is curated to present diverse points of view. The following criteria are used to evaluate and select items for the collection. An item need not meet all 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 Replacements Materials that have been lost or damaged may be replaced using the same criteria as for selection. Other factors considered when deciding on replacements include the number of copies the Library system owns, the availability of newer materials on the subject, existence of adequate coverage of a field, demand for a specific title, and obsolescence of the format or media type. Replacement of materials that have been lost or damaged is not guaranteed. Deselection and Collection Maintenance 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. An item may be deselected for several reasons, including: • Subject matter is no longer timely, accurate, or relevant • Damage or poor condition • Space limitations/duplicate resources • Insufficient use • Materials in the format are no longer collected Deselected items may be offered to other libraries, public agencies, non-profits, or disposed of through recycling. Deselected items will not be held for or given to individuals. Languages The Library collects recreational and informational materials primarily in English and Spanish for adults and juveniles to meet the needs of a diverse population, primarily focusing on languages that are actively used and can be purchased, cataloged, and accessed accordingly. The Library may choose to prioritize acquiring materials in languages for which there is a higher demand or unrepresented groups. Gifts and Donations The San Rafael Public Library accepts gifts for the Library’s collection that fall within needed subject categories, as determined by collection development librarians and library staff. Donated materials must meet the same selection criteria as purchased materials and are subject to the following limitations: • The Library retains unconditional ownership of donated materials. • The Library makes the final decision on the use, distribution or other disposition of the items. • The Library reserves the right to decide the conditions of display, housing and access to the materials. Donated titles are subject to library policies regarding deselecting due to condition, lack of use, or space constraints. Local Authors and Self-Publishing Local Authors Authors who live within the boundaries of Marin County may donate one copy of their book to be considered for inclusion in the collection. These donations will be given consideration for addition based on selection criteria used for other resources, but no guarantee is made they will be included. Self-Publishing San Rafael Public Library does not purchase unsolicited materials. The Library accepts donated copies of self-published books by authors who live within the boundaries of Marin County but does not guarantee inclusion in the collection. Requests for Reconsideration San Rafael Public Library welcomes feedback from City of San Rafael residents about library resources and residents have the right to express their concerns about library materials. The Request for Reconsideration of Library Material process is the means by which those concerns can be addressed. City of San Rafael residents who have a concern about library material may bring that concern to their local library staff and complete the “Request for Reconsideration” form at any San Rafael Public Library location and on the Library’s website. Requesters must reside in the City of San Rafael to have their request considered. Only one request per requester will be considered at a time. Items remain in circulation during the reconsideration process. Procedure: 1) Any individual expressing 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 Library and Recreation Director 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 Request for Reconsideration form and the material in question will be sent to the Assistant Library and Recreation Director. 3) A written response shall be sent to the requester acknowledging receipt of the Request for Reconsideration within ten business days of receipt by the Assistant Library and Recreation Director. a) If a Request for Reconsideration is deemed to be unclear or incomplete, it will be returned to the requestor, who will have the opportunity to provide additional information. 4) A team of library staff, headed by the Supervising Librarian, will convene and consider the request, evaluating the material based on relevant factors such as circulation, awards and reviews, etc. This group will recommend a decision about the work to the Assistant Library and Recreation Director. 5) The Supervising Librarian overseeing collections will write a response letter to the patron and submit it to the Assistant Library and Recreation Director for review. 6) A letter of determination in response to the Request for Reconsideration shall be provided to the requester within 30 business days of submission, during which time the material in question shall remain active in the collection. 7) Once a title has been considered, it will not be reviewed again for a period of two (2) years. A copy of all Requests for Reconsideration, and associated correspondence, shall be retained in Library by the Assistant Library and Recreation Director, following the City’s record retention policy. See Appendix A: Request for Reconsideration of Library Material Form Date: Adopted (MONTH) (DAY), 2025 Appendix A: Request Reconsideration of Library Material Form Your Name__________________________________________________ Date_________________ Street_______________________________________________________________________ City__________________________________ Zip________________ State _____________ Email: ___________________________________________ Phone_____________________ Organization you are representing (if applicable):_____________________________________ Type of material you would like to be reconsidered: 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. Did you read/listen to/view the work in its entirety? If not, what parts did you read/listen to/view? 3. Have you read any professional reviews of the work? If so, please list the names of critics and sources of reviews. 4. What do you think are the main ideas of the work or what was the author’s/artist’s purpose in creating this work? 5. Do you have suggestions for resources, materials, or programs that the library could provide as additional information on this topic? STAFF U SE ONLY Received by: Date: