The URL can be used to link to this page

Home My WebLink AboutBoard of Library Trustees 2023-01-10 Agenda Packet SAN RAFAEL PUBLIC LIBRARY BOARD OF TRUSTEES AGENDA Tuesday, January 10, 2023 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://bit.ly/BLT-01-10-2023 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) 444-9171 and enter 885-2339-3740# CALL TO ORDER • Roll Call AGENDA AMENDMENTS MINUTES 1. Approve regular meeting minutes of December 13, 2022 MEETING OPEN TO THE PUBLIC 2. Public Comment from the audience regarding items not listed on the agenda. Speakers are encouraged to limit comments to 3 minutes. 3. Introductions/Awards/Recognitions/Presentations • Assistant Director transition, presented by Catherine Quffa and Jill Tokutomi 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 Board of Trustees Meeting Schedule 2023 5. Review of Board of Trustees Workplan 2023 BOARD REPORTS AND COMMENTS Library Board of Trustees Agenda Page 2 of 2 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. NEXT MEETING: February 14, 2023 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 January 10, 2023 1 BOARD OF LIBRARY TRUSTEES MINUTES ________________________________________________________ San Rafael Library – 1100 E Street, San Rafael, CA December 13, 2022 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=DM4743xxhEk CALL TO ORDER Chair Duque Hughes called the meeting to order at 6:04 P.M. Roll Call Present: Trustee Andow Trustee Cortes Chair Duque Hughes Trustee Lentini Trustee Vahdat Absent: None Also Present: Henry Bankhead, Assistant Library & Recreation Director/City Librarian Jinder Banwait, Administrative Analyst Daniel Cottrell, Supervising Librarian Catherine Quffa, Library & Recreation Director AGENDA AMENDMENTS None MINUTES 1. Approve Regular Meeting Minutes of October 11, 2022 (November 2022 meeting was cancelled due to lack of quorum) Trustees provided comments. The minutes of October 11, 2022 were approved as submitted. Trustee Andow moved, and Trustee Cortes seconded to approve the minutes of the October 11, 2022 meeting. Minutes subject to approval at the meeting of January 10, 2023 2 Ayes: Trustees: Andow, Cortes, and Duque Hughes Noes: Trustees: None Absent: Trustees: None Abstain: Trustees: Lentini & Vahdat Minutes approved as submitted. Chair Duque Hughes invited public comment; however, there was none. MEETING OPEN TO THE PUBLIC 2. Public Comment from the audience regarding items not listed on the agenda None 3. Introductions/Awards/Recognitions/Presentations Presentation by Daniel Cottrell – Library All Staff Day Staff responded to questions from the Trustees. Trustees provided comments. Chair Duque Hughes invited public comment; however, there was none. MATTERS BEFORE THE BOARD 4. Review of Board of Trustees Meeting Schedule 2023 Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian Staff responded to questions from the Trustees. Trustees provided comments. The Board of Trustees agreed to continue having the meetings on the second Tuesday of each month at 6 P.M., keep the January 10, 2023 scheduled meeting, and discuss any date changes/cancellations for 2023 at the January 10, 2023 meeting. Trustee Lentini moved, and Trustee Vahdat seconded to meet on January 10, 2023 and discuss schedule changes at that meeting . Ayes: Trustees: Andow, Cortes, Lentini, Vahdat, and Duque Hughes Noes: Trustees: None Absent: Trustees: None Abstain: Trustees: None January 10, 2023 meeting scheduled, changes to be discussed at that meeting. Chair Duque Hughes invited public comment; however, there was none. Minutes subject to approval at the meeting of January 10, 2023 3 5. Selection of Chair and Vice Chair Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian Staff responded to questions from the Trustees. Trustees provided comments. The Board of Trustees agreed to select Trustee Lentini as Chair and Trustee Vahdat as the Vice Chair. Trustee Duque Hughes moved, and Trustee Cortes seconded the selection of Trustee Lentini as the Chair and Trustee Vahdat as the Vice Chair. Ayes: Trustees: Andow, Cortes, Lentini, Vahdat, and Duque Hughes Noes: Trustees: None Absent: Trustees: None Abstain: Trustees: None Trustee Lentini selected as the Chair and Trustee Vahdat selected as the Vice Chair. Chair Duque Hughes invited public comment; however, there was none. BOARD REPORTS AND COMMENTS 6. Other brief reports on any meetings, conferences, and/or seminars attended by Board members. Trustee Cortes inquired whether the City of San Rafael will give Land Acknowledgements at meetings and recommended adding this topic as a future agenda item. Ms. Quffa stated that staff would consult with the City Clerk. STAFF REPORTS AND COMMENTS 7. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff Presentation by Henry Bankhead, Assistant Library & Recreation Director/City Librarian and Catherine Quffa, Library & Recreation Director Staff responded to questions from the Trustees. Trustees provided comments. Chair Duque Hughes invited public comment; however, there was none. NEXT MEETING: January 10, 2023 FUTURE AGENDA TOPICS Minutes subject to approval at the meeting of January 10, 2023 4 • Review of Board of Trustees Meeting Schedule 2023 ADJOURNMENT The meeting was adjourned at 7:09 P.M. LIBRARY BOARD OF TRUSTEES AGENDA REPORT January 10, 2023 Item #4 TITLE: REVIEW OF THE BOARD OF TRUSTEES MEETING SCHEDULE FOR 2023 RECOMMENDATION: It is recommended that the Board review its meeting schedule for 202 3 and revise as necessary. BACKGROUND: During the December Library Board of Trustees meeting, Trustees discussed the 2023 schedule. Trustees recommended that the item be continued to the January 2023 meeting, when the City would have more clarity on the guidelines around returning to an in-person/hybrid format for Board and Commission meetings. 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. DISCUSSION: Proposed Board of Trustees Meeting Schedule January 10, 2023 February 14, 2023 March 7, 2023 April 11, 2023 May 9, 2023 June 13, 2023 July 11, 2023 September 12, 2023 October 10, 2023 November 14, 2023 Page 2 of 2 In 2022, the Board cancelled the August meeting . The Board had also been considering cancelling the December meeting, however the November meeting where this was to have been discussed did not take place for lack of a quorum . Cancelling the August and December meetings is a common practice amongst other City Boards and Commissions to avoid conflicts during the summer and winter holidays. The Board may wish to consider doing the same in 2023. FISCAL IMPACT: None ALTERNATIVE ACTION Any other action as determined by the Board. Submitted by: Jill Tokutomi Interim Assistant Library & Recreation Director / City Librarian LIBRARY BOARD OF TRUSTEES AGENDA REPORT January 10, 2023 Item #5 TITLE: REVIEW OF PROPOSED LIBRARY BOARD OF TRUSTEES WORK PLAN FOR 2023 RECOMMENDATION: That the Board of Trustees review the draft work plan and provide input. BACKGROUND: Starting in 2020, the Library Board of Trustees requested the opportunity to discuss and provide input on short-term and long-term objectives for the San Rafael Public Library. These objectives are provided in the form of a work plan that helps the Board and staff anticipate and balance items to be discussed on the agenda of each monthly meeting. The 2020 plan was drafted in February 2020, and further revised in August 2020 in light of the 2020 Covid-19 pandemic. Staff drafted subsequent work plans in 2021 and 2022 that were presented to the Board. DISCUSSION: Staff drafted a proposed one-year work plan for 2023 designed to inform the community of our shared vision, and to provide the Board with ongoing feedback regarding the Library’s facilities, programs and services, policies, and allocation of resources. At this time, City staff is seeking the Board of Trustees assistance in refining or amending the draft work plan for 2023. 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: Page 2 of 2 Jill Tokutomi Interim Assistant Library & Recreation Director / City Librarian Attachment: 1. Library Board of Trustees Draft Work Plan for 2023 Library Board of Trustees Workplan – 2023 Possible topics: 3D Printing, Virtual Reality Programming, Accessible Computing, Services to Spanish Speaking Patrons, Communication to patrons, Open Forum with Invitees from other Boards & Commissions Meeting Date Agenda Items Presentations January 10 •Review of Board of Trustees Meeting Schedule 2023 •Proposed Workplan 2023 Leadership Transition February 14 •Update on MARINet Changes Cohesive visuals and branding March 14 •Review of updated open hours Collection HQ April 11 •Downtown Library Renovation Project Outreach to older adults May 9 •TBD Leadership Transition June 13 •Summer at the Library Collections TBD July 11 •Automated Materials Handling Overview Summer outreach to schools August 8 •DARK September 12 •BISAC Classification System Programming/Promo TBD October 10 •Pickleweed Branch Renovation Project Collections TBD November 14 •Selection of Commission Chair, Vice Chair and Committee Assignments •Review of Board of Trustees Meeting Schedule 2024 Outreach TBD December 12 •DARK ATTACHMENT 1