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HomeMy WebLinkAboutBoard of Library Trustees 2026-01-13 Agenda Packet1 BOARD OF LIBRARY TRUSTEES JANUARY 13, 2026 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-01-13-2026 Want to listen to the meeting over the phone? Call: (669) 444-9171 and enter 840-3355-9928# 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 October 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. Review Guidelines for Library and Recreation Facility Use Recommendation: Approve policy 4. Selection of Board Chair, Vice Chair, And Albert Park Library & Community Center Community Stakeholder Committee Representative Recommendation: Select a new Chair and Vice Chair and recommend representative for the Albert Park Library & Community Center Community Stakeholder Committee 5. Review the 2026 Board of Trustees Meeting Schedule Recommendation: Review the meeting schedule for 2026 and revise as necessary 6. Review of 2026 Board of Trustees Workplan 2 Recommendation: Review and provide input STAFF LIAISON REPORT 7. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff. COMMISSIONER REPORTS 8. 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 format s upon request. To request Spanish language interpretation, please submit an online form at https://www.cityofsanrafael.org/request-for- interpretation/. ATTACHMENT 1 Minutes subject to approval at the meeting of January 13, 2026 1 BOARD OF LIBRARY TRUSTEES MINUTES ________________________________________________________________________ City Hall Large Conference Room, Third Floor 1400 5th Ave, San Rafael, CA October 14, 2025 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=Lu4hyQm_GZ0 CALL TO ORDER Vice-Chair Kyle called the meeting to order at 6:01 P.M. Roll Call Present: Trustee Cortes Trustee Vahdat Vice-Chair Kyle Absent: Trustee Lee Chair Andow Also Present: Daniel Avalos, Assistant Library & Recreation Director Jinder Banwait, Administrative Analyst Shani Boyd, Supervising Librarian Catherine Quffa, Library & Recreation Director MINUTES 1. Approve Regular Meeting Minutes of September 9, 2025 Trustees provided comments. The minutes of September 9, 2025 were approved as submitted. Minutes subject to approval at the meeting of January 13, 2026 2 Trustee Cortes moved, and Trustee Vahdat seconded to approve the minutes of the September 9, 2025 meeting. Ayes: Trustees: Cortes, Vahdat, and Kyle Noes: Trustees: None Absent: Trustees: Lee and Andow Abstain: Trustees: None Minutes approved as submitted. Vice-Chair Kyle 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. September Love Your Library Campaign by Shani Boyd Staff responded to questions from the Trustees. Trustees provided comments. Vice-Chair Kyle invited public comment; however, there was none. 3. Pickleweed Library Service Plan During Closure by Daniel Avalos Staff responded to questions from the Trustees. Trustees provided comments. Vice-Chair Kyle invited public comment; however, there was none. OTHER AGENDA ITEMS 4. Update to Collection Development Policy by Daniel Avalos Trustees provided comments. The Collection Development Policy was approved as submitted. Trustee Vahdat moved, and Trustee Cortes seconded to approve the Collection Development Policy. Ayes: Trustees: Cortes, Vahdat, and Kyle Noes: Trustees: None Absent: Trustees: Lee and Andow Abstain: Trustees: None Policy approved as submitted. Minutes subject to approval at the meeting of January 13, 2026 3 Vice-Chair Kyle 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. Vice-Chair Kyle invited public comment for agenda item five and agenda item six; however, there was none. NEXT MEETING: November 18, 2025 ADJOURNMENT The meeting was adjourned at 6:53 P.M. BOARD OF LIBRARY TRUSTEES AGENDA REPORT January 13, 2026 Item #3 TITLE: REVIEW OF GUIDELINES FOR LIBRARY AND RECREATION FACILITY USE RECOMMENDATION: That the Board approve the Guidelines for Library and Recreation Facility Use 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 includes 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 comprehensive update of the Guidelines for Library and Recreation Facility Use, formerly known as the Library Use Guidelines. This update is intended to create a concise, streamlined set of guidelines that can be used consistently across all Library and Recreation facilities. The revised policy reflects staff input and supports a unified approach to facility use across the department. A draft of the updated Guidelines for Library and Recreation Facility Use was reviewed at the department’s leadership team meeting in October 2025 and includes feedback gathered from staff throughout the process. The draft was also reviewed by the City Attorney’s Office to ensure legal consistency and compliance. DISCUSSION: The updated Guidelines for Library and Recreation Facility Use significantly expand and update the former Guidelines for Library Use to serve all Library and Recreation facilities. Changes include updated section organization, clearer behavioral expectations, new categories addressing safety and sanitation, and strengthened guidance for staff and patrons. The revised policy provides a more comprehensive, consistent framework for department-wide facility use. Key updates include: Formatting & Organization • Updated title to reflect department-wide applicability. Page 2 of 2 • Added clearer structure with new sections (Purpose, Guidelines, Prohibited Conduct categories, Consequences, Appeals, Reasonable Accommodations). • Improved clarity through reorganized headings, subsections, and consistent formatting. Scope & Applicability • Expands policy to cover all Library and Recreation facilities, including community centers, pools, sports fields, and other sites. • Acknowledges facility-specific rules where applicable. Encouraged Behaviors • Broadens encouraged activities to include recreation programming and use of departmental resources. Prohibited Conduct Updates • Adds and clarifies rules related to safety and security, including harassment, inappropriate sexual behavior, and disruptive conduct. • Expands guidance on items that interfere with access, safety, or operations, including size limits and unsanitary or hazardous items. • Adds specific expectations on facility use such as furniture misuse, unplugging City equipment, restroom misuse, and unsanitary behaviors. • Clarifies rules regarding food consumption, appropriate attire, and odors. • Updates guidance on supervision of children and vulnerable adults and clarifies service animal definitions. • Expands commercial, solicitation, and petitioning restrictions to all facilities. Consequences & Enforcement • Clarifies range of enforcement actions, including warnings, removal, suspensions of up to one year, and permanent restrictions. • Updates language regarding trespassing and potential law enforcement involvement. Appeals & Accommodations • Aligns appeals process with department leadership structure. • Adds Recreation contact information and links to the City’s Reasonable Accommodation Request Form. FISCAL IMPACT: There is no fiscal impact associated with these policy updates Submitted by: Daniel Avalos Assistant Library & Recreation Director Attachment 1 – Guidelines for Library and Recreation Facility Use Guidelines for Library and Recreation Facility Use Purpose The purpose of the Guidelines for Library and Community Center Use is to ensure that everyone can enjoy a safe, welcoming, and supportive environment at San Rafael Library and Recreation facilities. In alignment with our goal to enrich our community through discovery, learning, and play, these guidelines promote an atmosphere conducive to reading, study, exploration, and the appropriate use of the facilities, resources and services. Guidelines To maximize your experience and fully utilize our resources and services, we encourage all patrons to: • Explore our extensive library collections through reading, listening, and viewing • Engage actively in recreation activities, study, learning, and information-seeking activities • Connect with our knowledgeable and friendly staff who are ready to assist you • Take advantage of both our physical collections and comprehensive digital resources • Participate in our diverse library & recreation programs designed to serve our community Prohibited Conduct The following behaviors are prohibited on City of San Rafael Library & Recreation Department facilities to ensure a safe, welcoming environment for all patrons, staff, and volunteers. In addition to the rules below, some Library and Recreation Department facilities offer specialized programs that require speciflc rules (e.g. Terra Linda Pool, Community Gardens, Sports Fields, etc.). Violations of facility speciflc rules or the general guidelines below may result in warnings, removal from the premises, or suspension of privileges: 1. Safety and Security a. Behaving in any manner prohibited by federal, state, or local law b. Use of loud, abusive, threatening, harassing, or insulting language, noises, or behaviors ATTACHMENT 1 c. Engaging in any sexual behavior, including advances, suggestive comments, or physical contact of a sexual nature d. Public displays of affection that disrupt the environment e. Use of the fa cilities while under the infiuence of alcohol or non-prescribed drugs f. Bringing weapons of any kind onto the facilities 2. Access and Pathways a. Blocking or impeding access to entrances, exits, or walkways with bicycles, strollers, power cords, furniture, or other items b. Bringing inappropriate items including bicycles, shopping carts, large trash bags, bedrolls, and strollers without children. c. Bringing items that interfere with operations, create safety hazards, deny space to other patrons, block aisles or building access, are unsanitary or foul-smelling, or exceed 16" x 18" x 24" (size of a standard carry-on suitcase), singly or collectively (excludes medical or childcare items). d. Leaving personal belongings or animals unattended on the facilities 3. Facility Use and Conduct a. Lying on fioors or sleeping (except during approved events) b. Failing to wear appropriate attire (shirt/top, pants/skirt/dress, and shoes required) c. Unplugging City equipment to utilize an electrical outlet d. Inappropriate use or rearrangement of furniture or equipment, including disregarding posted guidelines or staff instructions regarding their use e. Inappropriate use of restrooms and water fountains, including laundering and bathing f. Exuding offensive or pervasive odors (including body odor or fragrances) that interfere with others' comfortable use of the facilities g. Actions that create an unsanitary environment, such as clipping nails, wiping bodily fiuids on hands, clothing, or furniture and equipment, or engaging in other unhygienic behaviors h. Consuming food and beverages outside of designated areas, or consuming full meals or aromatic foods anywhere inside the library or community centers (except during approved events) 4. Service and Account Policies a. Fraudulent use of another person's library card or recreation division account b. Leaving children under eight years of age unattended without the supervision of a caregiver aged 15 or older c. Leaving vulnerable adults who require supervision unattended d. Entering with animals other than service animals as deflned by federal and state law 5. Commercial and Solicitation Activities a. Selling or soliciting services or merchandise without prior written permission from the Library and Recreation Director or their designee b. Petitioning, conducting surveys, leafieting, or soliciting funds on the premises Consequences of Non-Compliance Individuals who violate the City’s Municipal Code, these Guidelines, and/or other established policies may be subject to one or more of the following actions: • A warning from Library & Recreation staff and an opportunity to correct the behavior • Immediate removal from the premises • Suspension of access to Library & Recreation speciflc services, facilities, and/or programs for a deflned period of up to one year. • Permanent restriction of access to speciflc services, facilities, and/or programs Refusal to leave the library or recreation facilities when instructed to do so may constitute trespassing. Illegal activity, as well as any willful or repeated violations of these Guidelines or other posted regulations (such as computer use rules, park rules, etc.), may result in removal from the facility and/or suspension of privileges. Where permitted under federal, state, or local law, such violations may also lead to arrest. Appeals Process Individuals who believe a suspension has been imposed unfairly or in error may submit a written appeal to the City Manager's office (City Hall, Room 203). Appeal letters must include the appellant's name, contact information (mailing address, email, and telephone number), and reason for appeal. Upon receipt, the City Manager will obtain a report from the Library and Recreation Director or their designee and may schedule a meeting with the appellant. The City Manager will issue a written decision within 30 calendar days of flling. This decision is flnal, and the suspension remains in effect during the appeals process. Reasonable Accommodations Individuals requiring reasonable accommodation according to these guidelines due to a disability or health condition may contact library staff at (415) 485-3319, or recreation staff at (415) 485-3333. Individuals requesting a reasonable accommodation may use the City’s form available here: https://www.cityofsanrafael.org/documents/reasonable- accommodation-request-form/. BOARD OF LIBRARY TRUSTEES AGENDA REPORT January 13, 2026 Item #4 TITLE: SELECTION OF BOARD CHAIR, VICE CHAIR, AND ALBERT PARK LIBRARY & COMMUNITY CENTER COMMUNITY STAKEHOLDER COMMITTEE MEMBER RECOMMENDATION: That the Board select a new Chair and Vice Chairperson for the period January – December 2026. Additionally, staff recommend the Board assign a representative to the Albert Park Library & Community Center Community Stakeholder Committee, a newly formed group intended to guide the development of the new Albert Park library and community center. DISCUSSION Chair and Vice Chair The role of the Chair is to facilitate meetings per the posted agendas, ensure that the public and Trustees are provided appropriate time to comment, and maintain decorum throughout the meeting. The role of the Vice Chair is to perform the above duties in the absence of the Chair. As defined in The San Rafael Board, Commission, Committee Rules & Procedures, the election shall be by majority vote; the term of service shall be 1 year, beginning in January. The appointments of the respective Chair and Vice-Chair offices are to be rotated among the Board members based on tenure. In the case of identical term limits, tenure shall be determined by alphabetical order of last name. The Rules and Procedures also note that in the event the current Chair or Vice-Chair has served less than one year, the Board may choose to re-elect them for an additional term. Additionally, if there is limited tenure among the other Commissioners, then a Commissioner may be appointed as an officer more than once in the number of years there are members. Albert Park Library & Community Center Community Stakeholder Committee In November 2024, San Rafael voters passed Measure P; a citizen’s initiative to fund a new main library and community center at Albert Park. The project will operate under a comprehensive governance framework, with the Measure P Subcommittee (comprising Vice Mayor Maribeth Bushey and Councilmember Eli Hill) serving as the primary Council subcommittee. The Subcommittee will review major deliverables, participate in Page 2 of 2 consultant selection processes, approve change orders, and ensure compliance with voter-mandated Measure P requirements. In addition to the Subcommittee, supporting governance will include a Project Steering Committee and a Technical Advisory Committee. The Project Steering Committee will be led out of the City Manager’s Office and include department representatives from Library & Recreation and Public Works. This committee will provide overall strategic direction and ensure the project aligns with the organization's mission and objectives. The Technical Advisory Committee will be a cross-departmental team, including sustainability, emergency management, digital, and community and economic development, that will provide technical and programmatic guidance throughout the project phases. As part of the project approach, a Community Stakeholder Committee will be established to provide input on programming, use, and design of the facility. This seven - member committee will include representatives from: • Board of Library Trustees • Friends of the San Rafael Public Library • Goldenaires Senior Citizens Organization • Park and Recreation Commission • San Rafael Chamber of Commerce • San Rafael Public Library Foundation • San Rafael City Schools The Committee will meet a minimum of four times during the design phase to review the initial program plan, community engagement results, and conceptual and schematic design concepts before they are presented to the Measure P Subcommittee, Board of Library Trustees, Park & Recreation Commission, Planning Commission, and City Council. Submitted by: Daniel Avalos Assistant Library & Recreation Director BOARD OF LIBRARY TRUSTEES AGENDA REPORT January 13, 2026 Item #5 TITLE: REVIEW OF THE 2026 BOARD OF TRUSTEES MEETING SCHEDULE RECOMMENDATION: That the Board review, revise as necessary, and adopt a meeting schedule for 2026. DISCUSSION: The Library Board of Trustees currently meets on the second Tuesday of each month at 6:00 p.m. Annually, the Board of Trustees reviews its meeting schedule to consider canceling or re-scheduling meetings due to holidays or other conflicts. Proposed Board of Trustees Meeting Schedule January 13, 2026 February 10, 2026 March 10, 2026 April 14, 2026 May 12, 2026 June 9, 2026 August 11, 2026 September 8, 2026 October 13, 2026 November 10, 2026 In 2025, the Board cancelled the July and December meetings. Cancelling a summer meeting and the December meeting is a common practice amongst other City Boards and Commissions to avoid conflicts during the summer and winter holidays. Staff recommend that the Board continue this practice in 2026. Submitted by: Daniel Avalos Assistant Library & Recreation Director BOARD OF LIBRARY TRUSTEES AGENDA REPORT January 13, 2026 Item # 6 TITLE: REVIEW OF PROPOSED LIBRARY BOARD OF TRUSTEES WORKPLAN FOR 2026 RECOMMENDATION: That the Board of Trustees review the drafted workplan and provide input. BACKGROUND: Since 2020, staff have been drafting work plans to outline the short -term and long-term goals for the San Rafael Public Library, giving the Library Board of Trustees the opportunity to discuss and provide input on these goals. The work plan helps the Board and staff anticipate and balance agenda items for each monthly meeting. DISCUSSION: Staff have drafted a proposed one-year work plan for 2026, aimed at informing the community and providing the Board with ongoing feedback about the Library’s facilities, programs, services, and policies. The work plan is designed to be flexible, allowing for adjustments as needs emerge throughout the year, and o ffers staff and the Board the opportunity to discuss topics of greatest interest and importance. Staff are requesting the Board's input to refine and provide feedback on the draft workplan for 2025. This work plan will help shape and direct the agenda items for the upcoming Library Board of Trustees meetings. FISCAL IMPACT: There is no fiscal impact associated with the review of this item. Submitted by: Daniel Avalos Assistant Library & Recreation Director Attachment: 1. Proposed Board of Library Trustees 2026 Workplan Board of Library Trustees Workplan – 2026 Meeting Date Agenda Items January 13 • Guideline for Library and Recreation Facility Use • Selection of Board Chair and Vice Chair • Review of 2026 Board of Trustees Meeting Schedule • Review of Board of Trustees Work Plan 2026 February 10 • FY25 California State Library Data • Meet the Team: Adult Services • Indie Lens Launch March 10 • Library Policy Review – Vulnerable Adults • Academic Support at the Library April 14 • Meet the Team: Children’s Services • Every Story Counts Survey Results May 12 • Lunch at the Library Program • Summer Reading Plan for 2026 June 9 • Pickleweed Site Visit July • DARK August 11 • Library Policy Review – Programming Policy • Program Room Guidelines September 8 • Meet the Team: Teen Services • Library Grants October 13 • Library Services in North San Rafael • Meet the Team: Branch Services November 10 • FY26 California State Library Data • Selection of Commission Chair, Vice Chair and Committee Assignments • Review of Board of Trustees Meeting Schedule 2027 December • DARK ATTACHMENT 1 Board of Library Trustees Workplan – 2026 Additional topics: Measure P Updates (likely combined with Park & Recreation Commission)