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HomeMy WebLinkAboutBoard of Library Trustees 2018-10-09 AgendaAGENDA SAN RAFAEL LIBRARY BOARD OF TRUSTEES REGULAR MEETING, OCTOBER 9, 2018 DOWNTOWN SAN RAFAEL PUBLIC LIBRARY MEETING ROOM, 1100 E Street, SAN RAFAEL 6:00 PM MELANIE LEAVITT CANTARUTTI, BOARD CHAIR, PRESIDING APPROVAL OF AGENDA APPROVAL OF MINUTES OF MEETING OF AUGUST 14, 2018 AND SEPTEMBER 11, 2018 PUBLIC COMMENT This portion of the meeting is reserved for persons desiring to address the Board on all items, agendized or not. Presentations are generally limited to two minutes. STAFF PRESENTATION • Jamie Poirier, Library Circulation Supervisor CORRESPONDENCE REPORT FROM INTERIM LIBRARY DIRECTOR (Henry Bankhead) REPORTS FROM LIBRARY SUPPORT GROUPS • Friends of the Library (Henry Bankhead) • Library Foundation (Henry Bankhead) • Special Library Parcel Tax Committee (Henry Bankhead) OLD BUSINESS • Library Policy – Guidelines for Library Use - Amendment to allow limited eating. • Meeting Summary vs. Minutes • New Library Facilities Project timeline update NEW BUSINESS • Proposal to eliminate proof od address requirement to obtain a library card ADJOURNMENT American sign language interpreters and assistive listening devices may be requested by calling 415-485-3064 (voice) at least 72 hours in advance. Copies of documents are available in accessible formats upon request. To allow individuals with environmental illness or multiple chemical sensitivity to attend the meeting, individuals are requested to refrain from wearing scented products. MINUTES OF THE REGULAR MEETING OF THE SAN RAFAEL LIBRARY BOARD OF TRUSTEES TUESDAY, AUGUST 14, 2018 DOWNTOWN LIBRARY MEETING ROOM 6:00 P.M. MELANIE LEAVITT CANTARUTTI, CHAIR, PRESIDING MEMBERS PRESENT: MELANIE LEAVITT CANTARUTTI JAIMI CORTES JOSH LIBRESCO ROBERT ROSS MEMBERS ABSENT: DOUG VAN GESSEL, SCOTT HARRUP (ALTERNATE) OTHERS PRESENT: HENRY BANKHEAD, INTERIM DIRECTOR JILL HARRIS, YOUTH SERVICES SUPERVISOR CHRISTINE SORENSEN, LIBRARYASSISTANT II APPROVAL OF AGENDA The agenda was unanimously approved on a motion by Libresco and a second by Cantarutti. APPROVAL OF MINUTES July minutes were approved 4-0 on a motion by Libresco and a second by Cortes. PUBLIC COMMENT None. STAFF PRESENTATION Jill Harris provided a summary of the summer reading program statistics. Jill Harris and Christine Sorensen then explained the various virtual reality technology that the libraries are currently offering to the public. They are: The Oculus Rift, The Oculus-Go and the Vive. Several board members opted to try out the Epic Roller Coaster experience using the Vive. CORRESPONDENCE None. REPORT FROM LIBRARY DIRECTOR Interim Director Bankhead provided a brief account of a severe incident involving several patrons that required a police response that occurred recently in the library. Bankhead also briefly discussed the National Night Out event involving the San Rafael Police Department and the community and highlighted the participation of the Pickleweed library in this community event. Libresco suggested that the Friends call on high school students to help with set up and take down of the sale. Bankhead also reported that there was no new information about the library director position, and that there was a delay in the process due to the resignation of the HR director. REPORTS FROM LIBRARY SUPPORT GROUPS AND OTHER RELATED GROUPS Friends of the Library: The Friends of the Library are focused on preparing for their big summer book sale on August 25 on the library lawn SRPL Foundation: Foundation meeting for August was cancelled for lack of a quorum. Special Library Parcel Tax Committee: The Committee will be meeting on October 22nd. There is currently an opening on the committee due the resignation of one of the members. OLD BUSINESS None NEW BUSINESS New Library Facilities Project Update Bankhead reported that the second of three sets of outreach meetings to the community had been scheduled on the previous week - tentatively set for October 16, 18 and 20. A brief discussion ensued about the timeline for the project and the necessity of sustaining an ongoing outreach effort. The Board requested that Noll and Tam make more aggressive outreach efforts that include increasing attendance at public meetings as well as surveys and other forms of outreach. ADJOURNMENT Meeting adjourned at 7:48pm. Respectfully submitted by Henry Bankhead Gary O. Phillips, Mayor • John Gamblin, Vice Mayor • Maribeth Bushey, Councilmember • Kate Colin, Councilmember • Andrew Cuyugan McCullough, Councilmember Location: SRPL, Downtown Library Meeting Room Date: 9/11/18 Time: 6:00 p.m. Chair, Presiding: Melanie Leavitt Cantarutti Members Present: Doug Van Gessel Josh Libresco Melanie Leavitt Cantarutti Scott Harrup (Alternate) Members Absent: Jaimi Cortes Robert Ross Others Present: Henry Bankhead, Interim Director Jinder Banwait, Administrative Assistant Pamela Klein, Adult Services Supervisor APPROVAL OF AGENDA The agenda was unanimously approved on a motion by Cantarutti and a second by Libresco. APPROVAL OF MINUTES August minutes were not approved for lack of a quorum. Libresco pointed out an error in line six under “REPORT FROM LIBRARY DIRECTOR”. Added “upcoming book” after “the” and before “sale”. PUBLIC COMMENT None. STAFF PRESENTATION Pamela Klein provided information about Technology Infrastructure and Adult Services Programs marketing. She shared information about reconfiguring the reference desk by which it would become a shared service point desk combining circulation and reference functions side-by-side. She discussed Baker & Taylor pre- processing program progress. Pam also discussed outreach for the Summer Reading Program prizes and provided a summary about the number of participants. The number of participants may have increased due to the online signup application. She shared information and statistics about the various SRPL BOARD OF TRUSTEES MEETING SUMMARY Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin, Councilmember • Andrew Cuyugan McCullough, Councilmember programs Adult Services offers to the community and talked about upcoming events. CORRESPONDENCE None. REPORT FROM LIBRARY DIRECTOR Interim Director Bankhead shared his vision of combining our services in phases over time to where librarians and library assistants work side-by-side. This multifunctional collaboration will provide a richer experience for library patrons. Libresco asked whether the Circulation area space will still be necessary for processing material. Cantarutti asked about staff levels once operation becomes automated. Bankhead also shared a Nextdoor thread about pest abatement practice at the library. The perception of the initiator of the thread was that poison was being used to exterminate rats. We Care Pest Control representative confirmed no poison is used. Bankhead did not respond to the thread due to Nextdoor access restrictions. Libresco thought Bankhead should respond with facts. Bankhead shared information submitted to the City’s Friday Memo internal newsletter. A part-time regular hire employee, Betsy Boyle resigned. Outdoor parks trips, 3D printing, virtual reality, and emergency preparedness programs were also mentioned in the report. Bankhead discussed Noll & Tam’s upcoming visit to inspect the building, focusing on unknown issues such as sewage and sprinklers. This being a separate project from the new library facility project. REPORT FROM LIBRARY SUPPORT GROUPS AND OTHER RELATED GROUPS Friends of the Library: The recent book sale generated $2,300. The next book sale will be an antique books themed book sale. SRPL Foundation: Undecided on meeting date. Special Library Parcel Tax Committee: October 22nd. OLD BUSINESS None. NEW BUSINESS Interim Director Bankhead discussed Noll & Tam’s timeline going into March 2019. Bankhead shared concerns expressed in an email from board member Cortes who was absent from the meeting. Ideas were shared by all as to how to get people to attend meetings and complete the survey. Bankhead noted that it was the task of the library organization to raise attendance at the public meetings, Noll and Tam having been more narrowly tasked towards facilitating the meetings as reflected in Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin, Councilmember • Andrew Cuyugan McCullough, Councilmember their scope of work. Libresco thought the sample was the most important aspect of the survey. He thought it important to get a broader audience, including those who don’t regularly use library services. Bankhead shared the 4th quarter budget report. Overall underspent. Will increase training budget for FY20 so that we can continue focusing on being a learning organization. Libresco asked how much of the reserves are allocated for the new library facility. Only Kay Corlett Memorial Funds are designated, the rest have no restrictions. Bankhead opened the dialogue on changing the food policy so that certain foods are allowed in the building to enhance the user experience. Barbier Security Guard would enforce policy and No More Dirt would be held more accountable for existing cleaning responsibilities. Board agreed to continue discussion of the food policy. Action Items Owner(s) Deadline Details Google Docs Henry Bankhead ASAP Ideas on getting public input Food Policy All Next Meeting Ideas on updating Food Policy ADJOURNMENT Meeting adjourned at 7:07 p.m. Respectfully submitted by Henry Bankhead cc: October 2018 TO: San Rafael Public Library Board of Trustees FR: Henry Bankhead, Interim Library Director RE: Monthly Report to the Board Facility Updates New Children’s Room desk! The Children’s area downstairs at the downtown library has been updated with a new adjustable height desk. As part of the reconfiguration the computers where moved to the center of the room while the new desk was placed more in line with the flow of visitors entering the room. This allows for more flexible staffing of the desk and makes it easier for staff to come out from behind the desk to assist patrons. An additional benefit is that staff can stand up and work at the desk if they so desire. The large adjustable height desk was repurposed from the administration office making this room reconfiguration virtually cost-free! This reconfiguration is part of the library’s ongoing effort to move to a shared service point in the children’s room and at the reference desk upstairs. This is an effort to provide both circulation and reference services, side by side, at the same desk. As part of this ongoing effort we have provided self-check machines in the children’s and adult areas. The next step will be reconfiguring the adult reference desk. Library Personnel Updates The library has closed the recruitment for a permanent, benefited Library Assistant I position at 53% (20 hours/week.) We are currently reviewing a very large applicant pool and hope to interview candidates in the near future. Recent Library User Comments • (Bibliocommons user) Your new system is absolutely horrible! Too bad you replaced a perfectly good working system with one that is far inferior and so frustrating to try to use. And the San Rafael librarians' s lack of technical knowledge doesn't help. I Think it would be much better for the public if you focused more on providing better service and knowledge rather than on constructing a new building. Monthly Librarian’s Report to the Library Board of Trustees, p. 2 • The renewal process by phone is fantastic! So convenient!! • Renewing items checked out is going pretty well. I would wish renewing could be more than 2 times, however.... I’m not a fast reader. :( • Where is the home page? How do I log out? How do I get to the log in page so I can bookmark it on my Kindle? Why are you trying to be Facebook instead of a library catalog? • (Bibliocommons compliment) - great Library Activities All Staff Retreat On Friday, September 25th, the library held its annual all staff retreat at NatureBridge in the Marin headlands. Both libraries were closed for the day and 44 staff attended the event including all part-time and temporary staff who wished to participate. The entire day was planned by the library staff engagement groups and a cross departmental committee. The day started off with a lightning round of strategic planning. This was followed by a Table Talk exercise organized by the Trust group. Staff at assigned tables were presented with five categories of questions, both work and non-work related. The groups then discussed the questions and reported out to the entire room at the end. Then it was time for our special guest Quinn Gardner who presented an hour long talk on disaster planning including preparing a go-bag in case you must evacuate. Monthly Librarian’s Report to the Library Board of Trustees, p. 3 City manager Jim Schutz joined the team for lunch and participated in the first exercise of the afternoon. This exercise was called the Teach Back, brought to you by the Cross- Training Group. In this exercise staff lined up at a long table and alternately taught and learned a skill from the person sitting directly opposite them. Once a single exchange was completed one side of the table shifted down one seat to begin another round. Highlights were tennis, magic tricks, Persian tea, the backpack dance and more. The day concluded with an Open Mic exercise presented by communication group where any staff were invited to read poems, do Ignite slide shows, sing songs or perform in any way they desired. Communication group also presented a compelling skit on communication. To round out the day we took and all staff picture, hiked in the headlands and headed to a local public house for food and refreshment. 3D Printing Update Doodle3D – library staff have been experimenting with Doodle3D, an online program which allows users to easily create 3d shapes, convert them to .STL files and print them out on the 3D printer. This is significant because most of the content that we have been printing so far are models that other users have created and uploaded to the web. Now library users will be able to easily create their own files and experience the magic of the full cycle of 3d printing. The doodle plus website is easy to use because there is nothing to download and it’s available from any computer. The library is planning on integrating the use of this new tool into our future 3D printing trainings for the public. Next Round of New Library Facilities Planning Process Meetings October 16th, 18th and 20th mark the next round of community meetings where w e will be soliciting input from the public about New Library Facilities needs for the City of San Rafael. The meeting on Tuesday the 16th at 6 PM in the Terra Linda Community Center will focus on North San Rafael needs. The meeting on Thurs the 18th at 6 PM at the San Rafael Community Center on B Street will focus on Central San Rafael’s Monthly Librarian’s Report to the Library Board of Trustees, p. 4 needs, and the meeting on Saturday the 20th at 2 PM at the Al Boro Community Center will focus on the needs of East San Rafael. At each of the public meetings Noll and Tam will be presenting the collected feedback from the previous meetings as well as providing more detailed views of what the various options would look like. Posters have been placed at both community centers, in city hall and at both libraries as well as the civic center library. Messages have also gone out by social media, on the library website and on NextDoor. Also, bookmarks have been created and placed in key locations in the libraries as well as in hold books waiting for pick up. October Library Director Activities • October 1 — Measure D Committee Interviews • October 3 — City Department Directors Meeting • October 4 — Schools/Library Quarterly Meeting • October 10 — Friends of the Library Board Meeting • October 12 — Library Foundation Meeting • October 16 — Second New Libraries Facilities Planning Community Meeting - North San Rafael • October 18 — Second New Libraries Facilities Planning Community Meeting - Central San Rafael • October 20 — Second New Libraries Facilities Planning Community Meeting - East San Rafael • October 22 – Parcel Tax Committee Meeting • October 25 – Foundation Annual Dinner Meeting Upcoming Special Events SUNDOWN CINEMA October 10, 2018 @ 6:30 pm – 9:00 pm Starting October 10th from 6:30 – 9:00 pm (and every 2nd Wednesday of the month), join us for a monthly movie screening and discussion in the library meeting room. We’ll be watching a variety of fascinating films, enjoying snacks, and having a great discussion of the film each month. But first, we’d like you to cast your vote in the library or on San Rafael Public Library’s Facebook page to help select what October’s film should be. Update: The votes have been counted and we will be watching: Monthly Librarian’s Report to the Library Board of Trustees, p. 5 What We Do In The Shadows “Housemates Viago, Deacon, and Vladislav (Jemaine Clement, Taika Waititi, & Jonathan Brugh) are three vampires who are trying to get by in modern society; from paying rent and doing housework to trying to get invited into nightclubs. They are just like anyone else – except they’re immortal and must feast on human blood. When their 8000-year-old roommate Petyr, turns 20-something human hipster Nick, into a vampire, the guys must guide him through his newfound eternal life. Nominated for Best Horror Film at the Academy of Science Fiction, Fantasy & Horror Films. Nominated for Best Film in the Generation 14plus Competition at the Berlin International Film Festival. Winner of the People’s Choice Award in the Midnight Madness Program at the Toronto International Film Festival.” – Kanopy AUTUMN AERODYNAMICS WITH ANE CARLA ROVETTA October 13, 2018 @ 1:00 pm – 2:30 pm Seeds, leaves, feathers! The autumn wind stirs many a natural object with swirling ease. In this fun class, we will observe the different designs that nature employs to move items about. We will even make a natural toy that spins and flies through the clear blue sky. For children ages 7 and up. Space is limited; please register at the Children’s Desk. PROCESS ART: SPLATTER RESIST! October 20, 2018 @ 1:00 pm – 2:00 pmIn this process art activity, we’re combining two techniques: tape resist and splatter paint. Process art is a contemporary movement where the journey counts more than the outcome! Please wear clothes that are okay to get messy. This fun drop-in program is for families with kids of all ages; no registration required! LIBRARY BOARD OF TRUSTEES POLICY AMENDMENT PROPOSAL October 4, 2018 TITLE: PROPOSAL TO ELIMINATE PROOF OF ADDRESS REQUIREMENT TO OBTAIN A LIBRARY CARD SUBJECT: ALLOW LIBRARY CARDS TO BE ISSUED TO EVERYONE WITH ID REGARDLESS OF PROOF OF ADDRESS SUMMARY: Many libraries in California, especially those with large homeless and/or transient populations, have eliminated the requirement that to obtain a library card then proof of address must be shown. Examples of libraries that have eliminated this requirement include Oakland Public Library, Roseville Public Library, and Butte County Library System. In all these examples, the libraries do still require proof of ID to issue a libra ry card. According to our privacy policy, approved by the San Rafael Library Board of Trustees in June 2016, the reason for requiring proof of mailing address is because it is used for overdue and billing notices. However, after December 31, 2018, the San Rafael Libraries, as part of the MARINet consortium, will no longer be mailing any notices due to the high cost of printing and mailing, and the slow speed with which this communication reaches our patrons. In practice, the San Rafael Library currently requires proof of address to obtain a library card. However, if a current library card holder wishes to update their address, then no additional proof is required. This proposal would eliminate the need for new patrons to prove their address to staff and continue to update current accounts without proof. Our current library card registration form states: Photo identification and proof of address are required for all registrations. This proposal would update this statement to: Photo identification is required for all registrations. Additionally, the statement to current library privacy policy that Mailing addresses are used for overdue and billing notices would be removed. Page 2 of 2 FISCAL IMPACT: There is no fiscal impact from this report. RECOMMENDATION: Approve or Reject the proposal and/or provide feedback. ALTERNATIVE ACTION Any other action as determined by the Board Submitted by: Jamie Poirier Library Circulation Supervisor