HomeMy WebLinkAboutBoard of Library Trustees 2020-08-11 Agenda Packet
SAN RAFAEL PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
Tuesday, August 11, 2020
4:30 P.M.
Virtual via Zoom
CORONAVIRUS (COVID-19) ADVISORY NOTICE
In response to Executive Order N-29-20, the City of San Rafael will no longer offer an in-
person meeting location for the public to attend. This meeting will be streamed through a
Live Zoom Video Webinar at: https://tinyurl.com/BLT-2020-08-11
The City is not responsible for any interrupted service.
Want to listen to the meeting and comment in real-time over the phone? Call:
(669) 900-9128 and enter 869-1656-8941#
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of July 14, 2020
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
A. Introduction of new Board Member (alternate) Cheryl Lentini.
B. Presentation on Racial and Social Equity, Supervising Librarian Jill Harris
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. Review of Draft Teen Space Safety Policy
Library Board of Trustees Agenda Page 2 of 2
5. Review of FY 2019-2020 Fourth Quarter Library Budget Report
6. Review of 2020 Revised Library Board of Trustees Workplan
BOARD REPORTS AND COMMENTS
7. Other brief reports on any meetings, conferences, and/or seminars attended by Board
members.
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: September 8, 2020
FUTURE AGENDA TOPICS
*see workplan
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 subject to approval at the meeting of August 11, 2020
1
BOARD OF LIBRARY TRUSTEES
MINUTES
_____________________________________________________________________________________________
San Rafael Library – 1100 E Street, San Rafael, CA
July 14, 2020 – 6:00 P.M.
Virtual Meeting Recording Link:
https://www.youtube.com/watch?v=Ot7nW5gzLuQ&feature=emb_logo
CALL TO ORDER
Chair Libresco called the meeting to order at 6:00 P.M.
Roll Call
Present: Chair Libresco
Trustee Cortes
Trustee Duque Hughes
Trustee Fromm
Trustee Robert Ross
Absent: None
Also Present: Susan Andrade-Wax, Library & Recreation Director
Henry Bankhead, Assistant Library & Recreation Director/City Librarian
Jinder Banwait, Administrative Analyst
Jill Harris, Supervising Librarian
AGENDA AMENDMENTS
None.
MINUTES
1. Approve Regular Meeting Minutes of February 11, 2020
The minutes of February 11, 2020 were approved as submitted.
Trustee Ross moved, and Trustee Cortes seconded to approve the minutes of the
February 11, 2020 meeting.
Ayes: Trustees: Cortes, Duque Hughes, Fromm, Ross & Libresco
Noes: Trustees: None.
Absent: Trustees: None.
Minutes subject to approval at the meeting of August 11, 2020
2
Minutes approved as submitted.
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
A. Introductions of new Board Member Adriana Duque Hughes
Trustees introduced themselves and welcomed Trustee Adriana Duque Hughes to
the Board of Library Trustees.
B. Library Curbside Service – Ms. Harris
Supervising Librarian Jill Harris presented the staff presentation.
Staff responded to questions from the Trustees.
Chair Libresco invited public comment; however, there was none.
Trustees provided comments.
Chair Libresco provided feedback and suggested posting the video from the
presentation on the library’s Facebook account.
3. Public Comment from the audience regarding items not listed on the agenda
None
MATTERS BEFORE THE BOARD
4. Library’s COVID 19 Response and Service Modifications – Mr. Bankhead
Henry Bankhead, Assistant Library and Recreation Director, presented the staff report.
Staff responded to questions from the Trustees.
Chair Libresco invited public comment; however, there was none.
Trustees provided comments.
Trustee Cortes provided feedback and suggested offering 3D printing as part of
curbside services.
Chair Libresco provided feedback and suggested reaching out to the homeless
population about services the library and the City is currently offering.
5. FY 2020/21 Library Budget Update – Mr. Bankhead
Henry Bankhead, Assistant Library and Recreation Director, presented the staff report.
Staff responded to questions from the Trustees.
Chair Libresco invited public comment; however, there was none.
Trustees provided comments.
Minutes subject to approval at the meeting of August 11, 2020
3
Board Member Ross left the meeting at approximately 7:30 P.M.
Chair Libresco provided feedback and suggested offering as many programs as
possible for children as they are currently out of school.
BOARD REPORTS AND COMMENTS
6. None
STAFF REPORTS AND COMMENTS
7. Staff provided updates regarding the following meetings and events:
A. Measure D Parcel Tax Committee
No update.
B. Friends of the San Rafael Public Library
No update.
C. San Rafael Public Library Foundation
The San Rafael Public Library Foundation met twice and are planning their annual
fundraising event.
D. MARINet Board
The MARINet Board has been working together with the Marin County Health Office
to deploy the library curbside services. Mr. Bankhead is now a Vice-Chair of the
MARINet Board.
E. NorthNet Board
The NorthNet Board, official State Library Consortium, has been working with a local
San Rafael consultant on their response to the COVID 19 situati on.
F. New Library Building Update
The City decided to move forward with a Request for Proposal (RFP) for a new
library conceptual plan and staff are working on the RFP. The 2003 and 2017 library
study reports were requested to be placed online.
G. City Librarian Update
Mr. Bankhead explained that the City and the Police Chief issued an official
statement about racial justice and the library developed a booklist for the community
specifically for racial justice.
NEXT MEETING: August 11, 2020
Minutes subject to approval at the meeting of August 11, 2020
4
FUTURE AGENDA TOPICS
• Racial Justice
ADJOURNMENT
The meeting was adjourned at 7:50 P.M.
Page 1 of 2
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
August 11, 2020
Item #4
TITLE: REVIEW OF DRAFT LIBRARY TEEN SPACE SAFETY POLICY
SUMMARY
As part of the best practices involving teen spaces, public libraries limit the use of the
space to teens or tutors or parents working with those teens. The collection housed in
the teen space is available to all patrons regardless of age , but only teens and those
working with them are usually permitted to sit in the designated teen area.
RECOMMENDATION:
That the Board of Trustees review the draft Library Teen Space Safety Policy and provide
feedback.
BACKGROUND:
The Library recently opened a new Teen Space on the second floor of the downtown
library early in January 2020. This was a group effort, involving multiple staff as well as
the Teen Advisory Board (TAB) that redesigned a space to house the newly merged
Teen and Young Adult (YA) collections into one collection. Previously the YA collection
for 6-8 grades had been in the children’s area while the teen collection for 9 -12 grades
had been in the adult area. The new Teen space also offers one enclosed location that
gives the teens a sense of ownership of the space, in a well-defined and area that is
accessible to staff oversight.
DISCUSSION:
As part of the best practices involving teen spaces, many public libraries limit the use of
the space to teens, in 6th through 12th grades, or tutors or parents working with those
teens. Enforcement of this policy is sometimes cumbersome at first, as adult patrons
need to be educated about why they cannot use a seemingly empty space. However,
the benefit of this approach is to make the Teen area an inviting space just for teens.
Allowing adults to inhabit the space prevents the space from being a fully teen-friendly
space. The collection housed in the teen space remains available to all patrons
regardless of age. This means that anyone can go into the space to browse the
collection. However, only teens and those working with them are permitted to sit and
occupy the designated teen area.
Page 2 of 2
Currently, City staff is seeking the Board of Trustees assistance in refining or amending
the Teen Space Safety Policy.
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. Draft Teen Space Safety Policy
Teen Space Safety Policy
The San Rafael Public Library is committed to providing an inviting and safe space for
teenage patrons to access Library services. Teens are welcomed and celebrated in the
San Rafael Public Library. The Teen Space was designated and designed with their
unique needs and safety in mind.
Access to the Teen Space
1.1 The Teen Space at the San Rafael Public Library is for junior high and high school
students in 6th - 12th grades.
1.2 The Library recognizes that some families homeschool their children. Homesch ool
students that are in 6th - 12th grades, are welcome to utilize the space and collection.
1.3 While patrons of all ages are welcome to browse and check out materials from the
Teen Collection, the use of the space and furniture for recreation and studying is
reserved for patrons in 6th -12th grades.
1.4 Tutors may utilize the space if they are working with a student in 6 th -12th grades.
1.5 The Library reserves the right to utilize the Teen Room for scheduled teen programs
and events.
Behavior Guidelines
Teens are expected to respect the overall Library environment and may not engage in
activities or communications that disrupt other Library users or staff. All other Library
policies apply to the Teen Space. The library reserves the right to restrict the use of the
library by teens who, in the judgment of the library st aff, are infringing upon the rights of
other library users by inappropriate behavior.
ATTACHMENT 1
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
August 11, 2020
Item #5
TITLE: REVIEW OF FY 2019-2020 FOURTH QUARTER LIBRARY
BUDGET REPORT
SUMMARY:
Quarterly, the Library Board of Trustees reviews the library’s budget expenditures for the
fiscal year.
RECOMMENDATION:
It is recommended that the Board receive the Library budget for FY 2019/20 4th quarter.
BACKGROUND:
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 year-to-date figures on the General Fund and Parcel Tax funding
spending for the fourth quarter of 2019/2020. As of this report, 100% of the fiscal year
has elapsed. The City’s Finance Department has not officially closed FY2019/20,
therefore this report provides estimates that will be very close to the final numbers. The
overall activity was 80.61% expended. This is due to multiple personnel vacancies and
the spending moratorium that began in March 2020 with the COVID -19 Pandemic.
General Fund expenditures ended at 80.67% of budget and Parcel Tax expenditures
ended at 80.42% of budget.
Revenue Highlights
• The General Fund provides approximately 74% of the Library’s total operations
budget. The revenue was estimated to be $38,005, but the actual was $27,114.02,
71.34% of the projected amount. This is due to the elimination of library fines during
the COVID-19 shutdown.
• The Parcel Tax revenue provides approximately 25% of the Library’s total operations
budget. The revenue was estimated to be $1,082,648, but the actual was
$1,073,804.27, 99.18% of the projected amount. This is in part due cumulative
Senior Exemptions over the life of the Parcel Tax Measure.
• The Friends of the Library provide approximately 1% of the Library’s total operations
budget. The expected total was $35,165, but the actual was $28,399, 80.76% of the
total budgeted. This is mainly due to the elimination of Friend’s-sponsored programs
Page 2 of 3
since the beginning of the COVID-19 Pandemic.
Expenditure Highlights
General Fund expenditures:
1. Extra Hire expenditures are slightly higher due to personnel vacancies and
leave.
2. Utilities-Gas & Electricity expenditures are slightly higher due to increasing
energy costs.
3. The spending freeze that began in March 2020 resulted in underspending of
the following lines:
a. Building Maintenance Contracts
b. Maintenance Building Improvement
c. Maintenance & Repair; Equipment & Machine
d. Office Supplies
e. Books
f. Periodicals
g. Audio/Video Materials
h. Travel & Conference
4. Professional Dues & Subscriptions is underspent due to change in policy of
staff obtaining certain memberships.
5. Credit Card Fees is underspent to a decrease in transaction volume.
Parcel Tax expenditures:
1. County Administration Fee is underspent as the Finance Department
anticipated an increase in cost for this service.
2. The spending freeze that began in March 2020 resulted in underspending of
the following lines:
a. Programming Supplies
b. Books
c. Periodicals
d. Digital Branch Resources (also the elimination of Kanopy)
e. Technology Supplies & Materials
3. Training & Instruction expenditure are significantly higher due to the spending
freeze in the General Fund toward the end of Q3. The Q3 Training &
Instruction expenditures (personnel related) were expected to come out of the
General Fund, but due to the spending moratorium, Parcel Tax funds were
utilized.
FISCAL IMPACT:
None
ALTERNATIVE ACTION:
Any other action as determined by the Board.
Submitted by:
Page 3 of 3
Henry Bankhead
Assisant Library & Recreation Director / City Librarian
Attachment:
1. FY 2019-2020 Q4 Library Budget Spreadsheet (ESTIMATED)
AS OF: 7/30/2020
GF Budget GF YTD Q4 GF % Total Spent PT Budget PT YTD Q4 PT % Total Spent Total Total YTD Q4 % Total Spent
Total for Revenue (actual)27,114.02 1,073,804.27 1,100,918.29
Regular Hire Salaries & Benefits 2,462,723.45 1,913,863.00 77.71%753,370.15 623,539.72 82.77%3,216,093.60 2,537,402.72 78.90%
Extra Hire 80,324.74 89,682.91 111.65%115,636.00 111,817.98 96.70%195,960.74 201,500.89 102.83%
Personnel Services 2,543,048.19 2,003,545.91 78.79%869,006.15 735,357.70 84.62%3,412,054.34 2,738,903.61 80.27%
Bldg.Maint.Contracts 39,493.00 31,907.89 80.79%0.00 0.00 - 39,493.00 31,907.89 80.79%
Maint.Bldg.Improv.20,000.00 13,093.58 65.47%0.00 0.00 - 20,000.00 13,093.58 65.47%
Maintenance & Repair;Equp & Machine 1,000.00 763.31 76.33%0.00 0.00 - 1,000.00 763.31 76.33%
Utilities-Gas & Electricity 44,245.00 50,866.66 114.97%0.00 0.00 - 44,245.00 50,866.66 114.97%
County Administrative Fee 0.00 0.00 - 28,342.00 25,834.00 91.15%28,342.00 25,834.00 91.15%
Contract Services (MARINet, security, etc.)305,134.00 300,955.98 98.63%0.00 0.00 - 305,134.00 300,955.98 98.63%
Internal Service Charges (IT, phone, ins)234,322.87 234,322.87 100.00%0.00 0.00 - 234,322.87 234,322.87 100.00%
Programming Supplies 0.00 0.00 - 15,000.00 6,306.34 42.04%15,000.00 6,306.34 42.04%
Office Supplies 34,308.00 20,729.25 60.42%0.00 0.00 - 34,308.00 20,729.25 60.42%
Books 60,736.00 392.86 0.65%137,983.00 81,400.91 58.99%198,719.00 81,793.77 41.16%
Periodicals 7,000.00 4,099.25 58.56%6,250.00 6,250.00 100.00%13,250.00 10,349.25 78.11%
Digital Branch Resources 3,000.00 3,000.00 100.00%56,343.00 38,815.26 68.89%59,343.00 41,815.26 70.46%
Audio/Video Materials 27,000.00 18,783.10 69.57%0.00 0.00 - 27,000.00 18,783.10 69.57%
Technology Supplies & Materials 0.00 0.00 - 6,000.00 1,447.62 24.13%6,000.00 1,447.62 24.13%
Travel & Conference 8,640.00 6,028.99 69.78%0.00 0.00 - 8,640.00 6,028.99 69.78%
Training & Instruction 4,000.00 0.00 0.00%5,000.00 8,455.72 169.11%9,000.00 8,455.72 93.95%
Professional Dues & Subscriptions 1,545.00 780.00 50.49%0.00 0.00 - 1,545.00 780.00 50.49%
Credit Card Fees 600.00 255.03 42.51%0.00 0.00 - 600.00 255.03 42.51%
Unbudgeted items 0.00 0.00 - 0.00 0.00 - 0.00 0.00 -
Non-Personnel Services 791,023.87 685,978.77 86.72%254,918.00 168,509.85 66.10%1,045,941.87 854,488.62 81.70%
Total 3,334,072.06 2,689,524.68 80.67%1,123,924.15 903,867.55 80.42%4,457,996.21 3,593,392.23 80.61%
Other Budget Source s (actual)Budget Sources Annual % of Total
Friends of the Library (books, programs)28,399.00 General Fund $3,334,072.06 74.32%
TOTAL 28,399.00 Parcel Tax $1,123,924.15 25.05%
Other $28,399.00 0.63%
Special Funds (estimates)TOTAL $4,486,395.21 100.00%
Estimated 214 Fund Balance 20,431.99
Copy Fund 5,794.40
Donations Fund 110,953.06 Budget Sources + Special Funds:$7,646,770.35
Kay Corlett Memorial Fund 490,629.91
Kenneth Edlin Memorial Fund 418,847.48
Robert and Lorraine Joses Memorial Fund 1,387,012.39
MC Parcel Tax Capital Set-Aside Balance 353,335.00
MD Parcel Tax Fund Balance as of 6/30/20 373,073.99
Donation for New Building 300.00 NOTE: Finance will close FY20 toward the end of August 2020 once auditing has completed, therefore, the
Immigration Services Grant -3.08 data in this report is estimated.
TOTAL 3,160,375.14 NOTE: Revenue - Expenses + Prior Year Fund Balance = Current Fund Balance
San Rafael Public Library Budget - Fiscal Year 19/20
Budget and Expenditures
ATTACHMENT 1
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
August 11, 2020
Item #6
TITLE: REVIEW OF REVISED LIBRARY BOARD OF TRUSTEES WORK
PLAN FOR 2020
SUMMARY
In February 2020 the Library Board of Trustees had requested the opportunity to
discuss and provide input on short-term and long-term objectives for the San Rafael
Library. As a result of the Covid-19 Shelter-in-Place (SIP), the workplan has been
revised. Staff has drafted a revised 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 during the current pandemic situation.
RECOMMENDATION:
That the Board of Trustees review the draft work plan and provide input.
Page 2 of 2
BACKGROUND:
In February 2020 the Library Board of Trustees had requested the opportunity to
discuss and provide input on short-term and long-term objectives for the San Rafael
Library. As a result of the Covid-19 Shelter-in-Place (SIP), the workplan has been
revised. Staff has drafted a revised 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 during the current pandemic situation.
At this time, City staff is seeking the Board of Trustees assistance in refining or
amending the revised 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 Revised Draft Work Plan for 2020
Library Board of Trustees
Revised Workplan – 2020
Possible topics: MARINet, Holds Limit, Library Planning Process (Review of Conceptual Design & Re-Use Plan), Car-accessible
Book drop, Fees/Fines, Cooperative Behavior Incentivization, Open Forum with Invitees from other Boards & Commissions,
Presentation by the City’s Emergency Management Project Manager on General Disaster Planning
Meeting Date Agenda Items Presentations
January 14 • Allergy Awareness Signage
• Review of Board of Trustees Meeting Schedule 2020
New Teen Area and Lobby
Painting Projects
February 12
• Allergy Awareness Signage
• Review of Library Budget FY 2019/20, 2nd Quarter
• Review of the Library Board of Trustees Workplan 2020
Mystery Maker Bags
March 10 •
April 14 •
May 12 •
June 9 •
July 14 • Library COVID19 Response and Service Modifications
• Library Budget Update Curbside Pickup
August 11
• Review of Library Budget FY 2019/2020, 4th Quarter
• Review of Teen Space Use Policies – Guidelines for Library Use
• Review of the Library Board of Trustees Workplan 2020
Racial Equity
September 8 • Budget Presentation from Finance Manager
• Conceptual Design RFQ update
October 13 • Review of City Master Fee Study Recommendations (Library)
• Book Industry Standards and Communications (BISAC) Census update
November 10 • Review of Library Budget FY 2020/2021, 1st Quarter Senior Outreach update
December 8
• Selection of Commission Chair, Vice Chair and Committee
Assignments
• Review of Board of Trustees Meeting Schedule 2021
ATTACHMENT 1