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HomeMy WebLinkAboutBoard of Library Trustees 2019-07-09 Minutes 1 LIBRARY BOARD OF TRUSTEES MINUTES _____________________________________________________________________________________________ San Rafael Library – 1100 E Street, San Rafael, CA July 9, 2019 – 6:00 P.M. CALL TO ORDER Chair Libresco called the meeting to order at 6:00 P.M. Roll Call Commissioners Present: Josh Libresco, Jaimi Cortes, Claudia Fromm, Beverly Rose, Robert Ross and Catherine Sumser (arrived at 6:07 P.M.) Commissioners Absent: None Staff Present: Henry Bankhead, Interim Library Director, Susan Andrade-Wax, Community Services Director and Jinder Banwait, Senior Administrative Assistant AGENDA AMENDMENTS None MINUTES 1. Approve regular meeting minutes of June 11, 2019 A motion was made my Trustee Rose, seconded by Trustee Cortes, to approve the minutes of the June 11, 2019 meeting. The motion was approved unanimously. 2 MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations Ms. Andrade-Wax provided the Trustees information about the City’s new Board and Commissions Meetings format. She explained that since the Board and Commissions are City Council appointed and as such, fall under the Brown Act and Robert’s Rules of Order. In addition, all Board and Commission packets going forward will be similar in format and layout which should make it easier for the public to comprehend and understand City meeting protocols and procedures. She also mentioned, that when the Board of Trustees is voting on an “action” item on the agenda, a roll call will be conducted, and the Trustees responses will be recorded/documented. Based on a conversation with the City Attorney’s office, it was recommended that staff email the individual Trustees to ask them whether they wanted to include and observe the Pledge of Allegiance as part of their meeting’s proceedings. Ms. Andrade-Wax explained that observing the Pledge of Allegiance is not a requirement but is available as an option. Chair Libresco asked why the Board couldn’t have a discussion, Ms. Andrade-Wax replied that the Board of Trustees couldn’t discuss it tonight because it isn’t on the meeting’s agenda, but staff can place it on the next agenda if the Board agreed. All Board Members agreed. Ms. Andrade-Wax also provided information about “quorum” and mentioned that quorum is dependent on a board, commission or committee size. She explained that if there is no quorum, the meeting cannot be held and as a result is cancelled. For example, the Library Board of Trustees membership is five members, so three members must be present to meet quorum. In addition, the alternate member can vote in the absence of a regular, voting member. Ms. Andrade-Wax explained that a serial meeting can often occur when Board members email or send information to each other, privately discussing Board matters, and that it is a violation of the Brown Act. Ms. Andrade-Wax provided information about public comments during “Meeting Open to The Public”. She mentioned that two items are included in this portion of the meeting agenda; introductions, awards and presentations, and public comment. Introductions and awards are self -explanatory, presentations could be on a topic that is not necessarily under the Board’s purview but of interest to the Board. Some examples may include a presentation from the Marin County Library, Friends of the Library Book Sale Announcement, Recognition of Volunteers, etc. During public comments, the public can comment on items that are not on the meeting’s agenda. Public comments 3 are often limited to two to three minutes and the Board does not discuss nor take any action because of the public’s comments. However, the Chair may ask a clarifying question to be sure that the comments are interpreted and reflected accurately in the minutes. Ms. Andrade-Wax explained the “Matters Before the Commission” section of the meeting. This is where agenda items that includes actionable or informational agenda items appear. If the agenda item requires the Boards review and consideration, then a roll call will be conducted. If the item is just informational, the recommendation is usuall y that the “Board accepts the report and provide feedback”. In addition, while the agenda item is being presented and discussed, the public is also invited to provide their feedback and ask questions. As part of the agenda packet, staff will prepare written reports for all items included in this section and it will be posted as part of the meeting notification process. Meeting packets will be emailed to the Board of Trustees, but members of the public will be able to access the agenda packets on the City’s website. Chair Libresco asked whether an item not requiring a staff report can be added to the agenda, if it is urgent. Ms. Andrade-Wax replied, that most areas that fall under the Board of Trustees purview are not of an urgent nature, however if there was an emergency, then staff would consult with the City Clerk’s office on how best to address it. Trustee Rose said that Mr. Bankhead in the past had emailed Board Members asking for agenda items. Ms. Andrade-Wax replied, as we go through this process, the Board will become agenda driven. Future agendas items will be discussed during prior meeting and if there is consensus, the items will be added to a future meeting agenda. Vice Chair Cortes wanted clarification whether after an agenda has been created, additional items of an urgent nature can be added. Andrade -Wax reiterated that most areas that fall under the Board of Trustees purview are not of an urgent nature, however if there was an emergency, then staff would consult with the City Clerk’s office on how best to address it. Chair Libresco explained that the Board Members do not want to be constrained to what would be on an agenda a month in advance. Ms. Andrade-Wax replied that it is prudent to have consensus from the entire Board at a meeting on whether an item is placed on the agenda and should not be discussed outside of the meeting. Vice Chair Cortes asked whether we can verify this by asking the City Clerk. Ms. Andrade-Wax replied that she would ask the City Attorney. 4 Chair Libresco shared with the group that he, the City Clerk, Mr. Bankhead, Ms. Andrade-Wax, and Vice Chair Cortes met the week before about these changes and discussed their differences. Chair Libresco expressed to Ms. Andrade-Wax and Mr. Bankhead that the Board does not need the proposed requirements and the excessive formality. He added that the Board is very entrepreneurial/progressive and wants to follow the law but does not want excessive bureaucracy. Vice Chair Cortes was concerned whether the Board would continue receiving Mr. Bankhead’s Library Reports about staff and other important information. Ms. Andrade-Wax reassured Vice Chair Cortes and the Board that she and Mr. Bankhead would ensure the Board receives as much pertinent information as possible. However, explained that some information in the past may not have been appropriate to share, specifically personnel and operational matters. Vice Chair Cortes asked whether the Board will still receive budget reports. Ms. Andrade-Wax replied that the Board will still receive budget reports as in the past. Trustee Ross asked whether the Board Members can meet in a closed or executive session. Ms. Andrade-Wax replied that only certain boards such as the City Council can conduct a closed session to discuss confidential issue such as a personnel or litigation matter. Ms. Andrade-Wax expressed that the changes that have been shared are a lot to consume and that she understands the Board’s frustration. She also apologized for not having all the answers and assured the Board that she would get clarity from the appropriate City officials. Ms. Andrade-Wax stated that the Boards Reports and Comments section of the agenda is when Board Members can report or provide comments about meetings they have attended. Examples include any updates they may have received, correspondence, committee reports, schedule of upcoming events/activities, etc. Lastly, Ms. Andrade-Wax explained that if there are no upcoming items on the agenda, staff would recommend canceling the meeting. The cancellation would be posted and announced as soon as possible so that the public may also be informed. Chair Libresco said there were always “standing items” on the agenda in the past. Ms. Andrade-Wax stated that some of those items could be incorporated under Board or Staff comments, but that all “actionable” items must be included in the regular part of the agenda and accompanied by a staff report. Chair Libresco replied that if required, he can prepare a staff report with a paragraph or two in about five minutes. Chair Libresco said he has great respect for Ms. Andrade-Wax for her efforts in changing the format of the Board meetings but expressed that the Board Members are all volunteers and do not serve City officials but serve the public. He explained that the Board wants to follow the law, help the public, but do not want to be told what to do. 5 Vice Chair Cortes added that she agrees with Chair Libresco, that she and the Board Members enjoy what they do, appreciate the staff, like to hea r what is happening at the Library, but want flexibility. Ms. Andrade-Wax assured Board Members that though the changes are legally required, she and the staff would try to be as flexible as possible. 3. Public Comment from the audience regarding items not listed on the agenda None MATTERS BEFORE THE COMMISSION Chair Libresco asked Board Members if they would like to move the San Rafael Public Library Facilities Planning Study Subcommittee Report up so that members of the public that are present do not have to wait. Chair Libresco asked to move, Trustee Rose seconded, all Board Members were in favor. BOARD REPORTS AND COMMENTS Chair Libresco attended a recent subcommittee meeting and provided a report. He explained that there are two reports, one from Noll & Tam about possible locations and another about the results from the recent New Library Survey. Over 1,050 surveys were completed, mostly online. The results will be shared once City Council has seen the final reports. Vice Chair Cortes asked when the reports will go to City Council. Ms. Andrade-Wax shared that the draft reports are being finalized and stated that the item may go to City Council in August, but most likely in September. Chair Libresco asked how the public can find out when the dates are set. Ms. Andrade-Wax replied, the City Council’s website. Vice Chair Cortes asked whether a study session is informational only. Ms. Andrade-Wax explained that the study sessions are informational only and that it allows for the City Council to discuss the topic and get public input without taking action on the same night. Mr. Bankhead said he would email the respective meeting dates to all those who attended the Library Facilities planning meetings. Trustee Rose asked about staff morale regarding the merger, the Digital Services and Open Government Survey, and staff safety in case of an emergency. Mr. Bankhead shared that staff recently attended an active shooter training. There is also a Citywide effort through the City’s Emergency Planning Manager’s office on preparing for power outages. Mr. Bankhead also said that during fire season, face masks are available for staff and the building is sealed off near entrances to prevent 6 smoke/ash from entering. Earthquake supplies are stored in the building as well. Mr. Bankhead added that all City workers are mandatory emergency workers and are required to assist during a natural disaster. Chair Libresco asked to invite a representative from the Department of Digital Services and Open Government. Mr. Bankhead explained that the City’s IT Department is now known as Digital Services and Open Government. They will continue to provide digital services for staff, but now will also include community outreach and information delivery as part of their purview. They are also analyzing how the City’s website serves the public and are constantly making improvements. Chair Libresco said he would like to learn more about the digital services that are provided by the library and asked if this item can be added to the agenda in the future. Ms. Andrade-Wax shared that the merger of the Library and Community Services Departments is official as of July 1, 2019. She explained that the organizational chart has not been finalized. Ms. Andrade-Wax shared information about staff’s involvement throughout the merger process. There were meetings where staff from both departments participated and shared ideas and concerns. Surveys were also made available to staff. Mr. Bankhead explained that Management Partners Consultants conducted the survey and the results were shared with staff. Trustee Ross asked when the last time the Library’s website was updated. He shared a concern from others that it was not user-friendly, especially on a mobile device. Mr. Bankhead replied that the website is managed by a 3rd party vendor who is an expert. He continued to explain that the website is very user-friendly as it has features such as live chat and is fully functional on a mobile device. Mr. Bankhead added that the City has emulated the library’s website, which uses WordPress, to redesign the City’s website. Trustee Rose asked whether the Library is involved in any way with the Mill Valley Film Festival. Ms. Andrade-Wax replied that the Community Services Department currently assists in facilitating the event. Mr. Bankhead added that the Library’s Kanopy Streaming Service is a great example of how the Library is promoting and is involved in the independent film scene. Kanopy is available online anytime to all Library patrons. Andrade-Wax also added that the City is involved in marketing the Mill Valley Film Festival. She also said that as the departments are integrated, there will be a higher emphasize on arts and culture. Vice Chair Cortes left at 7:31 P.M. 7 STAFF COMMENTS Mr. Bankhead reported on a letter that he received from San Rafael Heritage. The letter was signed by Cynthia Landecker. The letter expresses concerns about the preservation and future of the Carnegie Building. There is an interest to be inclu ded in the decision-making process of the use of the building if it doesn’t become the new library location. Trustee Ross appreciated the letter and recognized the organization’s advocacy. Chair Libresco added that others have shown great interest in also preserving the tree on the lawn. Mr. Bankhead invited the Board Members to the upcoming Volunteer Appreciation Party on July 15 from 10:00 A.M.-12:00 P.M. Mr. Andrade-Wax shared information about the Movie in the Park Program where the community is invited to enjoy movies for free under the stars at local parks. She also shared information about 2nd Friday Art Walk where the community can enjoy galleries, open studios, art exhibits, live music, and refreshments while strolling in Downtown San Rafael. Libresco asked about the library newsletter. Ms. Andrade-Wax explained that as the departments integrate, marketing programs and services will become more collaborative, efficient, and effective. Trustee Sumser left at 7:36 P.M. MATTERS BEFORE THE COMMISSION 4. Discussion of Library Daily Fines Ms. Andrade-Wax provided a short summary about Library Fines. She explained that the County and the City Libraries have been moving toward eliminating fines. The City is in the process of updating their Master Fee Schedule. This would be a great opportunity to update the Library’s fines policy. Mr. Bankhead added that replacement charges would not be eliminated and there would continue to be consequences for not returning library material. We want to be consistent with what the County is doing since they are fifty percent of our consortium. Chair Libresco said we should add library fines to the next agenda. Trustee Ross suggested incentivizing people, where people are rewarded for positive behavior. Bankhead agreed and shared some ideas. 8 NEXT MEETING: AUGUST 13, 2019 ADJOURNMENT The meeting was adjourned 7:46 P.M.