The URL can be used to link to this page

Home My WebLink AboutBoard of Library Trustees 2020-12-08 Agenda Packet SAN RAFAEL PUBLIC LIBRARY BOARD OF TRUSTEES AGENDA Tuesday, December 8, 2020 6:00 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-2020-12-8 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 91615793243# CALL TO ORDER • Roll Call AGENDA AMENDMENTS MINUTES 1. Approve regular meeting minutes of October 13, 2020 MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations Introduction and Swearing-in of New Board Member Eric Han by Lindsay Lara, City Clerk Presentation on Mall Library Improvements by Supervising Librarian Jill Tokutomi 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. Library Board of Trustees Agenda Page 2 of 2 4. Selection of Commission Chair, Vice Chair and Committee Assignments 5. Review of Board of Trustees Meeting Schedule 2021 BOARD REPORTS AND COMMENTS 6. Other brief reports on any meetings, conferences, and/or seminars attended by Board members. STAFF REPORTS AND COMMENTS 7. 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: January 12, 2020 FUTURE AGENDA TOPICS • RFID Project Update 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 December 8, 2020 1 BOARD OF LIBRARY TRUSTEES MINUTES _____________________________________________________________________________________________ San Rafael Library – 1100 E Street, San Rafael, CA October 13, 2020 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=qgrQvWySppg CALL TO ORDER Acting Chair Ross called the meeting to order at 6:00 P.M. Roll Call Present: Acting Chair Ross Trustee Cortes Trustee Duque Hughes Trustee Lentini Absent: Trustee Fromm Also Present: Susan Andrade-Wax, Library & Recreation Director Henry Bankhead, Assistant Library & Recreation Director/City Librarian Jinder Banwait, Administrative Analyst Jill Harris, Supervising Librarian Jamie Poirier, Supervising Librarian AGENDA AMENDMENTS None. MINUTES 1. Approve Regular Meeting Minutes of September 8, 2020 The minutes of September 8, 2020 were approved as submitted. Trustee Cortes moved, and Trustee Lentini seconded to approve the minutes of the September 8, 2020 meeting. Ayes: Trustees: Cortes, Duque Hughes, Lentini, & Ross Noes: Trustees: None Minutes subject to approval at the meeting of December 8, 2020 2 Absent: Trustees: Fromm Abstain: Trustees: None Minutes approved as submitted MEETING OPEN TO THE PUBLIC 2. Introductions/Awards/Recognitions/Presentations A. Presentation on Personalized Reading Picks by Supervising Librarian Jill Harris Jill Harris, Supervising Librarian, presented the staff report. Staff responded to questions from the Trustees. Acting Chair Ross invited public comment; however, there was none. Trustees provided comments. 3. Public Comment from the audience regarding items not listed on the agenda None. MATTERS BEFORE THE BOARD 4. Review of Appointment for Library and Community Center Working Group – Mr. Bankhead & Ms. Andrade-Wax Henry Bankhead, Assistant Library and Recreation Director/City Librarian, presented the staff report. Staff responded to questions from the Trustees. Acting Chair Ross invited public comment; however, there was none. Trustees provided comments. Acting Chair Ross moved, and Trustee Lentini seconded to appoint Trustee Cortes and Trustee Lentini to the Library and Community Center Working Group with Trustee Duque Hughes as the alternate. Ayes: Trustees: Cortes, Duque Hughes, Lentini, & Ross Noes: Trustees: None Absent: Trustees: Fromm Abstain: Trustees: None Trustee Cortes and Trustee Lentini appointed with Trustee Duque Hughes as the alternate. Minutes subject to approval at the meeting of December 8, 2020 3 5. Review of Proposed Collection and Development Policy and Gift and Donation Policy – Ms. Poirier Jamie Poirier, Supervising Librarian, presented the staff report. Staff responded to questions from the Trustees. Acting Chair Ross invited public comment; however, there was none. Trustees provided comments. BOARD REPORTS AND COMMENTS 6. Trustee Cortes shared information about a free leadership opportunity for anyone who lives or works in Marin. Leadership for Equity and Opportunity. https://www.marinpromisepartnership.org/posts/register-now-leadership-for-equity-and- opportunity/ Trustee Cortes shared concerns about the recent resignation of Chair Libresco. STAFF REPORTS AND COMMENTS 7. Staff provided updates regarding the following meetings and events: A. Measure D Parcel Tax Committee Has not met. B. Friends of the San Rafael Public Library Had a great book sale that generated between $500-$1,000. They will meet on October 14, 2020. C. San Rafael Public Library Foundation Cancelled October meeting. D. MARINet Board Discussing RFID during the meeting on October 14, 2020. E. NorthNet Board Has not met. F. New Library Building Update Release of the RFP (Request for Proposal) for a conceptual design of the Albert Park option. G. City Librarian Update Public computing at Pickleweed. Continue curbside at Downtown. Browsing collection at the Northgate Mall in partnership with the County Library. Minutes subject to approval at the meeting of December 8, 2020 4 All actions dependent on the COVID-19 situation. NEXT MEETING: December 8, 2020 Acting Chair Ross moved, and Trustee Cortes seconded to cancel the November meeting as the meeting date fell on a City furlough day. Ayes: Trustees: Cortes, Duque Hughes, Lentini, & Ross Noes: Trustees: None Absent: Trustees: Fromm Abstain: Trustees: None November meeting cancelled. FUTURE AGENDA TOPICS Meeting schedule for 2021. Election for Chair and Vice Chair. Quarterly budget report. ADJOURNMENT The meeting was adjourned at 7:19 P.M. LIBRARY BOARD OF TRUSTEES AGENDA REPORT December 8, 2020 Item #4 TITLE: SELECTION OF BOARD CHAIR AND VICE CHAIR, AND BOARD ASSIGNMENTS SUMMARY Annually, the Library Board of Trustees selects a Chair and Vice Chairperson to facilitate meetings. The Commission also reviews any board appointments and makes changes if needed. RECOMMENDATION: It is recommended that the Library Board of Trustees select a new Chair and Vice Chairperson and review board assignments for the period January – December 2021. Page 2 of 2 BACKGROUND Annually, the Library Board of Trustees meets in regular session and selects a chairperson and vice chairperson. The election shall be by majority vote of the Board, to be held preferably in December of each year. The term of service for these offices shall be one year, beginning in January of each year. The intent is that the appointments of the respective Chair and Vice- Chair offices be rotated among the Board members so that everyone gets an opportunity to serve. With the establishment of two (2) four-year term limits for all Commissions and Boards, generally a Board member would not serve as Chair more than once in seven consecutive years. Additionally, the Library Board of Trustees was asked in 2020 to select two members to represent the Board on the New Library Conceptual Design RFP Working Group. If the designated members are unable to fulfill their commitment, the Board may be asked to appoint new members. FISCAL IMPACT: None ALTERNATIVE ACTION Any other action as determined by the Board. Submitted by: Henry Bankhead Assistant Library & Recreation Director / City Librarian LIBRARY BOARD OF TRUSTEES AGENDA REPORT December 8, 2020 Item #5 TITLE: REVIEW OF THE BOARD OF TRUSTEES MEETING SCHEDULE FOR 2021 SUMMARY Annually, the Library Board of Trustees reviews its annual meeting schedule to consider canceling or re-scheduling meetings due to holidays or other conflicts. RECOMMENDATION: It is recommended that the Board review its meeting schedule for 2021 and revise as necessary. Page 2 of 2 BACKGROUND: The Library Board of Trustees currently meets on the second Tuesday of each month at 6:00 p.m. Annually, the Board of Trustees reviews its annual meeting schedule to consider canceling or re-scheduling meetings due to holidays or other conflicts. Meetings that could potentially conflict with a City Council meeting on the same date need to be either cancelled or re-scheduled. Board of Trustees Meeting Schedule January 12, 2021 February 9, 2021 March 9, 2021 April 13, 2021 May 11, 2021 June 8, 2021 July 13, 2021 August 10, 2021 September 14, 2021 October 12, 2021 November 9, 2021 December 14, 2021 FISCAL IMPACT: None ALTERNATIVE ACTION Any other action as determined by the Board. Submitted by: Henry Bankhead Assistant Library & Recreation Director / City Librarian