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