HomeMy WebLinkAboutBoard of Library Trustees 2020-02-11 Agenda Packet
SAN RAFAEL PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
Tuesday, February 11, 2020
6:00 P.M.
Library Meeting Room
1100 E. Street, San Rafael, CA 94901
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of January 14, 2020
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
A. Staff Presentation on Mystery Maker Bags by Jill Harris, Supervising Librarian for
Downtown Library.
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. Allergy Awareness Signage
5. Review of Board of Trustees Draft Workplan for 2020
6. FY 2019/2020 Library Budget Mid-Year Status Report
BOARD REPORTS AND COMMENTS
7. 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
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
NEXT MEETING: March 10, 2020
FUTURE AGENDA TOPICS
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 transportation 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, individuals are requested to refrain
from wearing scented products.
Minutes are in draft form and are subject to approval by the Board at the next meeting February 11, 2020
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LIBRARY BOARD OF TRUSTEES
DRAFT MINUTES
_____________________________________________________________________________________________
San Rafael Library – 1100 E Street, San Rafael, CA
January 14, 2020 – 6:00 P.M.
CALL TO ORDER
Chair Libresco called the meeting to order at 6:00 P.M.
Roll Call
Board Members Present: Josh Libresco, Claudia Fromm, Beverly Rose, and Robert Ross
Board Members Absent: Jaimi Cortes and Catherine Sumser (Catherine has resigned)
Staff Present: Henry Bankhead, Assistant Library & Recreation Director/City
Librarian, Susan Andrade-Wax, Library & Recreation Director,
Jill Harris, Supervising Librarian, Miriam Wallen, Librarian II, and
Jinder Banwait, Senior Administrative Assistant
AGENDA AMENDMENTS
Item 4 - Allergy Awareness Signage
A motion was made by Board Member Fromm, seconded by Board Member Rose, to postpone
Item 4 - Allergy Awareness Signage, to the February 11, 2020 meeting. The motion was
approved unanimously.
MINUTES
1. Approve regular meeting minutes of November 12, 2019
Minutes are in draft form and are subject to approval by the Board at the next meeting February 11, 2020
2
Chair Libresco requested that the following be added to page 3, item 7, at the end of
paragraph 3:
“Chair Libresco noted that these same concerns about Ms. Andrade-Wax’s comments
related to the results of the City Council meeting were raised by Foundation Board
members at the November 8, 2019 meeting.”
A motion was made by Board Member Rose, seconded by Board Member Fromm, to
approve the minutes of the November 12, 2019 meeting. The motion was approved
unanimously.
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
Presentation - New Teen Area and Lobby Painting Projects
Ms. Wallen presented pictures of the recently painted lobby area. New updates include
self-checkout furniture, a bench, a bulletin board, and a help phone. Ms. Harris
presented pictures of the newly created teen area upstairs. New book shelving, tables,
and seating was added to the area. Ms. Wallen and Ms. Harris lead the Board Members
on a tour of the lobby and the teen area. No action required.
3. Public Comment from the audience regarding items not listed on the agenda
A member of the public asked if there were any updates about the new library project
and whether there was a timeline as to when the staff are going to the City Council. Ms.
Andrade-Wax replied that an update would be provided during agenda item 7, Staff
Reports and Comments.
MATTERS BEFORE THE BOARD
4. Allergy Awareness Signage - Postponed until February 11, 2020.
5. Review of Board of Trustees Meeting Schedule for 2020
Ms. Andrade-Wax presented the Board’s Meeting Calendar for 2020 and mentioned
there was only one (1) potential meeting conflict on March 10, 2020 with the Jewish
Holiday, “Purim”. The Board Members all agreed that March 10th would not present a
conflict with anyone’s schedule. A motion was made by Board Member Rose,
seconded by Board Member Ross, to approve the Meeting Calendar as presented and
to look at agenda items month by month to determine potential meeting cancellations.
The motion was approved unanimously.
Minutes are in draft form and are subject to approval by the Board at the next meeting February 11, 2020
3
BOARD REPORTS AND COMMENTS
6. Board Member Rose attended the Boards and Commissions Holiday event at Falkirk
and thought it was lovely. She said it was great to meet staff from other departments,
volunteers, and City officials.
STAFF REPORTS AND COMMENTS
8. Staff provided updates regarding the following meetings and events:
A. The Parcel Tax Committee finalized the FY18/19 Measure D report and presented it
along with a staff report to the City Council on December 16, 2019. The report is
available through the City Clerk’s webpage. The Committee is currently looking to fill
one (1) committee member vacancy.
B. The Friends of the San Rafael Public Library met on Wednesday, January 8th and
discussed future book sales. The Friends Book Store anniversary celebration will be
from May 5-9, 2020. There will be a Lawn Sale sometime in June. Now that
Recreation has combined with the Library, the Friends can possibly utilize one of the
community centers for their Rare and Special Books Sale. This will help the Friends
save on facility rental costs.
Board Member Ross recommended that the Library Board sponsor the Friends
events as an outreach opportunity.
Mr. Bankhead explained that Boards and Commissions members are welcome to
attend meetings of any other group and report back to the group.
C. The San Rafael Public Library Foundation met on Friday, January 10th. They
received some additional funding from a trust and are always looking to raise money
for the new library. The Foundation mails approximately 1,000 appeal letters
annually, which include library statistics, community pictures, and testimonials. They
received 50 donations in December totaling roughly $160,000. The Foundation
wants to focus on outreach and marketing as something ongoing moving forward
and are researching various options.
D. MARINet Board met twice since the last Library Board meeting in November. The
MARINet consortium include seven (7) public libraries, Dominican University, and
College of Marin. Therefore, the MARINet Board is looking to rewrite the Joint
Powers Agreement (JPA). The Board is also working on placing book drops in areas
of the county that are less accessible. One location is near Lucas Valley Road
between Los Gamos Dr. and Miller Creek Rd. The delivery contract with Sprint
Minutes are in draft form and are subject to approval by the Board at the next meeting February 11, 2020
4
Delivery Services will increase by 25% as part of the contract. Which will have an
impact on the overall consortium budget. The Board is also looking more into RFID
technology.
E. NorthNet North Bay Cooperative Library System has not met since the Library
Board’s last meeting.
F. The Zip Books program has received additional state funding. This program allows
users to order books and audiobooks that aren’t available in the consortium’s
collection and have them delivered directly to their residence.
The Northgate Mall would like to continue the lease agreement with the City and
County libraries. There may be an option to expand into a larger space in the future.
McMillan, one of the big five publishers, have instituted an embargo where they will
only sell one (1) eBook to a library during the first eight (8) weeks. Blackstone Audio
has also implemented such a policy. MARINet has not decided to join the nationwide
libraries boycott. The message from these companies is that they value libraries less
than the retails space. McMillan may change direction due to the libraries boycott but
having one (1) book available for the community is better than none.
Staff is working on a draft Request for Proposal (RFP) for a conceptual design of the
Albert Park option for the new library and community center. Having a conceptual
design will help the Library Foundation with fundraising. Ms. Andrade-Wax explained
that the staff will also be working on a potential reuse plan for the Carnegie Building
and are also looking at the two previous (2003 & 2017) Group 4 studies that were
completed on the Carnegie Building. The new conceptual design, the current library
location option report, and the reuse plan of the Carnegie Building will then be
presented to the City Council. Both sites will be considered by the City Council. No
decision is being made, but equal amounts of information will be presented so that
both sites can be reviewed and considered.
NEXT MEETING: February 11, 2020
FUTURE AGENDA TOPICS
Chair Libresco recommended having “New Library Update” as an ongoing standing item on all
future agendas. Ms. Andrade-Wax explained that the staff are developing a Work Plan for the
Board to review and consider which will help with setting the Board’s future meeting agen da
topics.
ADJOURNMENT
The meeting was adjourned at 7:36 P.M.
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
February 11, 2020
Item #4
TITLE: ALLERGY AWARENESS SIGNAGE
SUMMARY
On October 15, 2019, the Library Board of Trustees discussed the Guidelines for
Library Use https://srpubliclibrary.org/about/guidelines-for-library-use/ which allows the
limited consumption of food within the library. Concern was voiced that verbiage be
developed to make library patrons aware of the hazards of consuming peanuts and tree
nuts and related food products in the library children’s area.
Based on their feedback, staff developed some verbiage and presented i t to the Board of
Trustees at their November 12, 2019 meeting for their review and consideration. The
Trustees made suggestions as to where to post signage and making it available in both
English and Spanish. Staff notified the Board that they would be having the City Attorney’s
office review the recommendations for their review. Upon further review by the City
Attorney’s office, they are recommending that the signage should serve to raise
awareness rather than prohibit consumption of peanuts entirely.
RECOMMENDATION
That the Board accept the report and provide feedback.
Page 2 of 3
BACKGROUND
On October 15, 2019, the Library Board of Trustees discussed the Guidelines for
Library Use https://srpubliclibrary.org/about/guidelines-for-library-use/ which allows the
limited consumption of food within the library. A concern was voiced that verbiage be
developed to make library patrons aware of the hazards of consuming peanuts and tree
nuts and related food products in the library children’s area.
Based on their feedback, staff developed some verbiage and presented i t to the Board of
Trustees at their November 12, 2019 meeting for their review and consideration. The
Trustees made suggestions as to where to post signage and making it available in both
English and Spanish. Staff notified the Board that they would be having the City Attorney’s
office review the recommendations for their review.
DISCUSSION
The Board of Trustees has previously suggested that staff develop some signage that
would serve as a warning and raise awareness both for those who may inadvertently
consume or bring potentially allergenic substances into the library and for those who may
be subject to food allergies.
Draft verbiage was developed and shared with the City Attorney’s Office for their review
and guidance. Upon their review, the City Attorney’s office is recommending that the
signage should serve to raise awareness rather than prohibit consumption of peanuts
entirely.
As a result, staff has developed the draft sign below, for the Board’s review and
consideration:
Page 3 of 3
FISCAL IMPACT
None
ALTERNATIVE ACTION
Any other action as determined by the Board.
Submitted by:
Henry Bankhead
Assistant Library and Recreation Director / City Librarian
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
February 11, 2020
Item #5
TITLE: REVIEW OF LIBRARY BOARD OF TRUSTEES WORK PLAN FOR
2020
SUMMARY
The Library Board of Trustees has requested the opportunity to discuss and provide
input on short-term and long-term objectives for the San Rafael Library. As a result,
staff has drafted a one-year work plan designed to inform the community of the Board of
Trustees “shared vision” and to provide staff with feedback regarding the Library’s
facilities, programs and services, policies, and allocation of resources.
RECOMMENDATION:
That the Board of Trustees review the draft work plan and provide input.
Page 2 of 2
BACKGROUND:
The Library Board of Trustees has requested the opportunity to discuss and provi de
input on short-term and long-term objectives for the San Rafael Library. As a result,
staff has drafted a one-year work plan designed to inform the community of the Board of
Trustees “shared vision” and to provide staff with future agenda items regarding the
Library’s facilities, programs and services, policies, and allocation of resources.
At this time, City staff is seeking the Board of Trustees assistance in refining or
amending the draft work plan. The Work Plan will help to facilitate and generate agenda
items that will be scheduled for future Library Board of Trustees meetings.
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:
Henry Bankhead
Assistant Library & Recreation Director / City Librarian
Attachment:
1. Library Board of Trustees Draft Work Plan for 2020
Library Board of Trustees
Workplan – 2020
ATTACHMENT 1
Possible topics: MARINet, Holds Limit, Library Planning Process (Review of Conceptual Design & Re-Use Plan), Car-
accessible Book drop
Meeting Date Agenda Items Presentations
January 14 • Allergy Awareness Signage
• Review of Board of Trustees Meeting Schedule 2020
February 12
• Allergy Awareness Signage
• Review of Library Budget FY 2019/20, 2nd Quarter
• Review of the Library Board of Trustees Workplan 2020
Rare and Special Sale, Mystery
Maker Bag
March 10 • Review of Teen Space Use Policies – Guidelines for Library Use Census update
April 14 • Conceptual Design RFQ Poetry
May 12 • Review of Library Budget FY 2019/2020, 3rd Quarter Summer Reading Preview
June 9 • Review of Proposed Library Budget 2020/21 Library Card Drive, San Pedro
Reading Buddies
July 14 • Book Industry Standards and Communications (BISAC) Exhibits/ Art Walks
August 11 • Review of Library Budget FY 2019/2020, 4th Quarter 1000 Books Before Kinder
September 8 • Rental Collection Summer Reading Wrap Up
October 13 •
November 10 • Review of Library Budget FY 2020/2021, 1st Quarter
December 8
• Selection of Commission Chair, Vice Chair and Committee
Assignments (didn’t we plan to do in April?)
• Review of Board of Trustees Meeting Schedule 2021
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
February 11, 2020
Item #6
TITLE: FY 2019/2020 LIBRARY BUDGET MID-YEAR STATUS REPORT
SUMMARY
Annually, the Library Board of Trustees reviews the library’s budget expenditures and
revenue on a quarterly basis.
RECOMMENDATION:
It is recommended that the Board review the FY 2019/2020 Library Budget Mid-Year
Status Report and provide comment.
Page 2 of 2
BACKGROUND:
Quarterly, the Board of Trustees reviews the library budget and provides feedback. The
Library budget is comprised of the Parcel Tax Budget, The General Fund Budget and
the contributions from the Friends of the Library.
This report provides a mid-year update on the General Fund and Parcel Tax
expenditures for the first half of FY 2019/2020. As of December 31, 2019, the General
Fund expenditures ended at 46% of budget and Parcel Tax expenditures ended at 49%
of budget.
Expenditure Highlights
• General Fund expenditures:
1. Contract Services expenditures are significantly high as the Library
experienced an increase in MARINet costs and the total amount of the
MARINet costs for the year has been paid during the first quarter.
2. Digital Branch Resources is significantly high as part of the MARINet costs,
paid in full, is paid out of the Digital Resources account. Additional funds in
this budget category are available in the Parcel Tax Fund.
• Parcel Tax expenditures:
1. Extra-hire costs are high as the library has several open positions which have
been backfilled using temporary staffing. It is also high as, contrary to past
practice, Measure D is being expended before the General Fund.
2. Periodical expenditures are significantly high as these are paid on an annual
basis as a lump sum in full, usually in November. Additional funds in this
budget category are available in the General Fund.
• The General Fund provides 74% of the Library’s operational budget.
• Revenue received from the Parcel Tax measure provides 25% of the Library’s
operational budget.
• The Friends of the Library provide 1% of the Library’s op erational budget.
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:
Henry Bankhead
Assistant Library & Recreation Director / City Librarian
Attachment:
1. FY 2019/2020 – 2nd Quarter Library Budget Spreadsheet
AS OF: 1/27/2020
GF Budget GF YTD Q2 GF % Total Spent PT Budget PT YTD Q2 PT % Total Spent Total Total YTD Q2 % Total Spent
Total for Revenue (estimated)38005.00 1082648.00 1120653.00
Regular Hire Salaries & Benefits 2462723.45 988494.39 40.14%753370.15 347409.90 46.11%3216093.60 1335904.29 41.54%
Extra Hire 80324.74 38179.42 47.53%115636.00 99161.47 85.75%195960.74 137340.89 70.09%
Personnel Services 2543048.19 1026673.81 40.37%869006.15 446571.37 51.39%3412054.34 1473245.18 43.18%
Bldg.Maint.Contracts 39493.00 25378.12 64.26%- - - 39493.00 25378.12 64.26%
Maint.Bldg.Improv.20000.00 2648.22 13.24%- - - 20000.00 2648.22 13.24%
Maintenance & Repair;Equp & Machine 1000.00 0.00 0.00%- - - 1000.00 0.00 0.00%
Utilities-Gas & Electricity 44245.00 25881.98 58.50%- - - 44245.00 25881.98 58.50%
County Administrative Fee - - - 28342.00 19375.50 68.36%28342.00 19375.50 68.36%
Contract Services (MARINet, security, etc.)305134.00 304134.00 99.67%- - - 305134.00 304134.00 99.67%
Internal Service Charges (IT, phone, ins)234322.87 117161.41 50.00%- - - 234322.87 117161.41 50.00%
Programming Supplies - - - 15,000 3971.13 26.47%15000.00 3971.13 26.47%
Office Supplies 34308.00 15419.26 44.94%- - - 34308.00 15419.26 44.94%
Books 60736.00 392.86 0.65%137983.00 50979.49 36.95%198719.00 51372.35 25.85%
Periodicals 7000.00 4162.40 59.46%6250.00 6250.00 100.00%13250.00 10412.40 78.58%
Digital Branch Resources 3000.00 3000.00 100.00%56343.00 20873.19 37.05%59343.00 23873.19 40.23%
Audio/Video Materials 27000.00 9346.38 34.62%- - - 27000.00 9346.38 34.62%
Technology Supplies & Materials - - - 6000.00 201.59 3.36%6000.00 201.59 3.36%
Travel & Conference 8640.00 3297.89 38.17%- - - 8640.00 3297.89 38.17%
Training & Instruction 4000.00 0.00 0.00%5000.00 3498.67 69.97%9000.00 3498.67 38.87%
Professional Dues & Subscriptions 1545.00 365.00 23.62%- - - 1545.00 365.00 23.62%
Credit Card Fees 600.00 124.77 20.80%- - - 600.00 124.77 20.80%
Unbudgeted items - - - - - - - - -
Non-Personnel Services 791023.87 511312.29 64.64%254918.00 105149.57 41.25%1045941.87 616461.86 58.94%
Total 3334072.06 1537986.10 46.13%1123924.15 551720.94 49.09%4457996.21 2089707.04 46.88%
Other Budget Sources Budget Sources Annual % of Total
Friends of the Library (books, programs)35,165.00 General Fund $3,334,072.06 74.20%
TOTAL 35,165.00 Parcel Tax $1,123,924.15 25.01%
Other $35,165.00 1%
Special Funds TOTAL $4,493,161.21 100.00%
Estimated 214 Fund Balance 31,592.54
Copy Fund 11,759.39
Donations Fund 106,238.19 Budget Sources + Special Funds:$7,474,708.16
Kay Corlett Memorial Fund 485,943.44
Kenneth Edlin Memorial Fund 415,013.10
Robert and Lorraine Joses Memorial Fund 1,374,231.10
MC Parcel Tax Capital Set-Aside Balance 353,335.00
MD Parcel Tax Fund Balance as of 6/30/19 203,137.27
Donation for New Building 300.00 NOTE: GF Cont. Services, $277,229 YTD Expenditures, $26,905 Barbier Security Encumbrances
Immigration Services Grant -3.08 NOTE: Revenue - Expenses + Prior Year Fund Balance = Current Fund Balance
TOTAL 2,981,546.95 NOTE: MD appropriations are only an estimated budget, actuals are provided at the end of the fiscal year.
San Rafael Public Library Budget - Fiscal Year 19/20
Budget and Expenditures
ATTACHMENT 1