HomeMy WebLinkAboutBoard of Library Trustees 2021-03-09 Agenda Packet
SAN RAFAEL PUBLIC LIBRARY
BOARD OF TRUSTEES
AGENDA
Tuesday, March 9, 2021
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/4jhttpkd
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 93919997079#
CALL TO ORDER
• Roll Call
AGENDA AMENDMENTS
MINUTES
1. Approve regular meeting minutes of February 9, 2021
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
• Bilingual Promotion and Outreach Presentation - Supervising Librarian Jill Tokutomi
and Senior Library Assistant Mireya Renteria
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. Re-creating Library Public Computing: the Hybrid Solution
5. Dewey-free Classification: Book Industry Standards and Classification (BISAC), and
Beyond
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: April 13, 2021
FUTURE AGENDA TOPICS
• Ranganathan and the 5 laws of Library Science
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 March 9, 2021
1
BOARD OF LIBRARY TRUSTEES
MINUTES
_____________________________________________________________________________________________
San Rafael Library – 1100 E Street, San Rafael, CA
February 09, 2021 – 6:00 P.M.
Virtual Meeting Recording Link:
https://www.youtube.com/watch?v=5rlx2NLmRRE
CALL TO ORDER
Chair Cortes called the meeting to order at 6:01 P.M.
Roll Call
Present: Chair Cortes
Trustee Duque Hughes
Trustee Han
Trustee Lentini
Trustee Ross
Absent: None
Trustee Duque Hughes entered the meeting at 6:04 PM
Trustee Ross entered meeting at 6:05 PM
Also Present: Susan Andrade-Wax, Library & Recreation Director
Henry Bankhead, Assistant Library & Recreation Director/City Librarian
Jinder Banwait, Administrative Analyst
Jaimi Poirier, Supervising Librarian
AGENDA AMENDMENTS
None.
MINUTES
1. Approve Regular Meeting Minutes of January 12, 2021
The minutes of January 12, 2021 were approved as submitted.
Trustee Han moved, and Trustee Lentini seconded to approve the minutes of the
January 12, 2021 meeting.
Minutes subject to approval at the meeting of March 9, 2021
2
Ayes: Trustees: Duque Hughes, Han, Lentini, & Cortes
Noes: Trustees: None
Absent: Trustees: Ross
Abstain: Trustees: None
Minutes approved as submitted.
MEETING OPEN TO THE PUBLIC
2. Introductions/Awards/Recognitions/Presentations
Presentation by Supervising Librarian Jamie Poirier on Marin County Emergency Rental
Assistance for COVID 19
Jaimi Poirier, Supervising Librarian, presented the staff report.
Staff responded to questions from the Trustees.
Chair Cortes 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 FY 2020-2021 Second Quarter Library Budget Report
Presentation by Henry Bankhead, Assistant Library and Recreation Director/City
Librarian
Staff responded to questions from the Trustees.
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
5. Review of Proposed Library Board of Trustees Workplan for 2021
Presentation by Henry Bankhead, Assistant Library and Recreation Director/City
Librarian
Staff responded to questions from the Trustees.
Chair Cortes invited public comment; however, there was none.
Trustees provided comments.
Trustee Ross moved, and Trustee Lentini seconded to approve the Workplan with an
agreement that it stay flexible and with changes and the addition of the following items:
• Add, Incentivizing Returns
• Add, Retrospective, Lessons Learned, Operational Changes due to the
Pandemic
Minutes subject to approval at the meeting of March 9, 2021
3
• Add, Investment of Donated Funds
• Change, move up item “Spanish Speaking Families”
Ayes: Trustees: Duque Hughes, Han, Lentini, Ross, & Cortes
Noes: Trustees: None
Absent: Trustees: None
Abstain: Trustees: None
Workplan 2021 approved with recommended additions and the ability for flexibility.
Chair Cortes recommended that going forward, it would be helpful if links are added to
the packet about agenda topics so that the Library Board can be more informed and
prepared for the meetings.
BOARD REPORTS AND COMMENTS
6. None
STAFF REPORTS AND COMMENTS
7. Staff provided updates regarding the following meetings and events:
Presentation by Henry Bankhead, Assistant Library and Recreation Director/City
Librarian and Susan Andrade-Wax, Library & Recreation Director
Staff responded to questions from the Trustees.
Trustees provided comments.
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: March 9, 2021
FUTURE AGENDA TOPICS
Master Fee Schedule Update
ADJOURNMENT
The meeting was adjourned at 7:30 P.M.
Page 1 of 3
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
March 9, 2021
Item #4
TITLE: RE-CREATING LIBRARY PUBLIC COMPUTING: THE HYBRID
SOLUTION
SUMMARY
More than a year ago, with the advent of our Managed Service Provider, Xantrion, the
Library had started planning for a new public computing infrastructure that is almost
ready to be deployed. This entails replacing the former virtual desktop environment with
Chromebooks, a few dedicated mini personal computer workstations and a Raspberry
Pi computer for the library catalog computers, known as Online Public Access
computers or OPACs.
RECOMMENDATION:
That the Board of Trustees receive the report and provide feedback.
BACKGROUND:
In the early part of the century, with the advent of the internet, public libraries were
some of the first places the public could freely access the Internet. Over the years, a
host of software solutions were developed to manage access to the computers and to
allow the public to make reservations. These software solutions were referred to as time
management solutions and often worked together with print management solutions th at
shared printer queues and allowed public libraries to provide self-service, pay-for-print
solutions for the public. With the advent of mobile devices – phones, tablets and
laptops, as well as the pervasiveness of free wi -fi, the use of wired public library
computers has steadily declined.
DISCUSSION:
The San Rafael library had been using a virtual desktop infrastructure (VDI) for public
computing. This means that each workstation ran remotely on the server. This provided
some efficiencies and between sessions, the user’s personal information was erased to
maintain privacy. This system proved very challenging to update recently. In addition,
the library was using an additional time management system on top of the VDI system,
called Envisionware, that was both outdated and not well suited to the virtual
environment. Thus, there were constantly problems that required staff to intercede, to
find work-arounds and to constantly fix workstations which were malfunctioning. The
competing layers of VDI and time management software often made it very challenging
to diagnose computer issues.
Page 2 of 3
Before the COVID, it was decided, working with Digital Service and Open Government
Department and the City’s Managed Service Provider, Xantrion that instead of
maintaining the costly VDI system, we could deploy a hybrid solution to provide public
access computers that were more customer friendly and easier to maintain. The recent
closure due to the pandemic has provided a perfect opportunity to re-imagine public
computing. In addition, we have had time to try the hybrid solution with the hopes that it
will be ready by the time the library re-opens for public computing.
The hybrid solution has three main components as described below:
Chromebooks
The library will provide Chromebooks as wired work stations with attached keyboard,
mouse and monitor and printing capability for users who need to browse the internet
and print. Additional Chromebooks will also be provided for use in the library as in-
house checkouts and for any programs or classes that require connectivity especially in
the Pickleweed computer lab. Chromebooks are especially useful for students whose
virtual classroom environment is built around the Google cloud. Time management for
Chromebook will be accomplished by regulating the length of checkout of the device.
Wireless printing is not currently available at any of our library locations. Users that want
to print will need to use a wired computer. We are exploring the possibilities for
providing wireless printing.
Mini-computers
Several minicomputers will be deployed at the downtown and Pickleweed locations to
provide additional productivity software and a traditional desktop environment for those
users who need more than a Chromebook. These PCs will utilize a cloud based open
source time management system called Libki to authenticate users with the library
database. We will also use Deepfreeze, a software solution that erases personal
information between sessions. Due to the COVID pandemic and cessation of public
computing, it is anticipated that the library can eventually re-open with a more limited
number of public computers.
Raspberry-Pi
For those computers that are only used to look up books in the library, the OPACs, we
are planning to deploy include several Raspberry Pi computers at each location. These
computers are cost effective , have a tiny footprint and cost about $60 per unit . Working
with Digital Services, library staff has led the project to configure and deploy these
devices.
FISCAL IMPACT:
The components for the new hybrid solution are less expensive to maintain for the City
than the previous system. Based on analysis from Digital Services, the projected cost
for keeping VDI system would have been as follows:
Page 3 of 3
Item Cost
VMWare Maintenance Renewal $ 4,000
Downtown Server Warranty Renewal $ 600
Pickleweed Server Replacement $ 8,000
Total $ 12,600
Digital Service, Library and Xantrion are currently working together to complete the
deployment of the new system and to recoup the savings to be applied to the lower
costs of the hybrid solution
Submitted by:
Henry Bankhead
Assistant Library & Recreation Director / City Librarian
Page 1 of 3
LIBRARY BOARD OF TRUSTEES
AGENDA REPORT
March 9, 2021
Item #5
TITLE: DEWEY-FREE CLASSIFICATION: BOOK INDUSTRY STANDARDS
AND CLASSIFICATION (BISAC), AND BEYOND
SUMMARY
Beginning in the late 1990s, there has been a growing trend among public libraries to
adopt a more bookstore-style approach to public services. A major component of this
transition is discontinuing use of Dewey in favor of more user-friendly systems. A
significant number of library systems have improved public service and staff efficiency
by adopting an alternate organizational scheme.
RECOMMENDATION:
That the Board of Trustees receive the report and provide feedback.
BACKGROUND:
Alternatives to Dewey include Book Industry Standards and Communications BISAC
(subject headings commonly used in book stores), Metis, Natural Language, as well as
“Dewey-lite,” (Parrott, 2014) and other hybrid approaches. There are several notable
examples of public libraries who have successfully made the switch. Maricopa County
Library District reported a six-fold increase in non-fiction circulation after adopting a
BISAC-based system in 2007.
In 2008, Rangeview Library District, also known as “Anythink”, successfully converted to
a system based on BISAC subject headings branded as “Wordthink” (Robles, 2016).
Darien, CT and King County, WA library systems have implemented hybrid systems that
incorporate glades and/or “marketplace” style classification methods. Local examples
include the current glading system for picture books at the San Rafael Libraries and the
Marin County Free Libraries. Glades are commonly requested picture book categories,
such as vehicles, dinosaurs, or princesses. A portion of our picture book collection is
organized into these glades rather than strictly by author. This aligns with how young
children actually look for and ask for books (i.e. “I want a truck book”).
DISCUSSION:
The decision to use either modified versions of Dewey or alternatives is based on several
factors. Library patrons find Dewey to be highly intimidating; both difficult to use and
understand. Alternatives or hybrid approaches are designed to be more user -friendly and
Page 2 of 3
intuitive. There is a growing sentiment in librarianship that Dewey is outdated and better
suited for academic environments.
There are many examples of books about the same subject being separated and placed
in completely different Dewey ranges. For example, books about trains can be found in
both the 300s and the 600s. This is especially difficult for children and in practice we
have found it to be a deterrent to use of our non -fiction books among youth. School
libraries (in California in particular) lack the staffing, resources, and support to teach
students how to use Dewey as they were once able to. This leads to great difficulty
locating books needed for homework assignments and personal learning. One of the
Library’s service goals is to empower patrons of all ages to feel at ease using the
collections and to foster self-sufficiency.
Dewey is also heavily biased in several ways that are problematic. There is growing
acknowledgement and criticism of the ways that Dewey centers Western cultures, while
marginalizing all other continents and cultures. It is also exceedingly biased against all
religions and philosophies that are not Christian, and contains instances of sexism,
racism, homophobia, and marginalization of gender non-conforming people.
An example of this is the 200 range of Dewey which covers world religions and spiritual
belief systems. Western views of the world are privileged in Dewey with all numbers 200
to 289 focusing on Christianity. Non-western religions are not even mentioned until 294
(White, 2018). The 400s, dedicated to world languages, is similarly problematic.
Western languages (Germanic, Romance, Greek and Latin) have 7 -8 classifications
dedicated to each language, covering 400 -489, leaving all other world languages
(Indigenous, African, and many Asiatic languages, to name just a few) the range 490 -
499. “Western European languages have highly specific classifications, while the
majority of non-white and non-western European languages are all lumped together,
even if they span an entire continent (see 496: African languages)” (Behre, 2020).
Alternatives to Dewey present an opportunity to adopt a system that is representative of
contemporary values and our organization’s commitment to equity, diversity, and
inclusion.
There are already instances where staff have made modifications to Dewey for ease of
use, as well as explored non-traditional organization schemes. Among other
modifications, in the children’s collection staff have limited the number of decimal places
in call numbers, as the traditional long call numbers used in Dewey are intimidating to
children.
Books have also been grouped on commonly accessed topics in the non-fiction
collection in a way that is more intuitive, whereas with traditional Dewey they would
have been separated and difficult to gather. For example, books on indigenous tribes
and nations in the Americas are regularly sought for school reports. Staff modified
traditional Dewey classification to group books about a particular tribe together in
alphabetical order, whereas before they were scattered through the non -fiction
collection based on traditional Dewey subject headings.
Page 3 of 3
As mentioned, adopting an alternative classification system such as BISAC , is
responsive to the ways people seek information now. By prioritizing browsing, the
Library’s collections will be more user-friendly. This will lead to greater self-sufficiency
on the part of our patrons, which allows staff to focus on other service improvements
and community enrichment programs.
Submitted by:
Jill Harris
Supervising Librarian
Reference List
Behre, J. (2020, June 29). The racist problem with library Subject Classifications.
Retrieved March 05, 2021, from https://hacklibraryschool.com/2020/06/29/the -
racist-problem-with-library-subject-classifications/
Parrott, K. (2014, September 18-20). Dewey-Lite: A Solution to the Nonfiction
Problem [Conference presentation]. ALSC 2014 Institute, Oakland, CA, United
States. http://www.ala.org/alsc/sites/ala.org.alsc/files/content/NI14Handouts/Dewey-
Lite_Handout1.pdf
Robles, Y. (2016, May 05). Rangeview library district Wins national Award for boosting
"Word Think". Retrieved March 05, 2021,
from https://www.denverpost.com/2010/11/20/rangeview-library-district-wins-national-
award-for-boosting-word-think/
White, H. (2018, July 23). Decolonizing the Way Libraries Organize. Retrieved March
05, 2021, from http://library.ifla.org/