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Home My WebLink AboutBoard of Library Trustees 2023-03-14 Agenda Packet SAN RAFAEL PUBLIC LIBRARY BOARD OF TRUSTEES AGENDA Tuesday, March 14, 2023 6:00 P.M. Participate In-Person: San Rafael City Hall Third Floor Conference Room 1400 Fifth Avenue, San Rafael, CA 94901 Or Participate Via Zoom: https://bit.ly/BLT-03-14-2023 Want to listen to the meeting and comment in real-time over the phone? Call: (669) 444-9171 and enter 856-4870-7337# CALL TO ORDER • Roll Call AGENDA AMENDMENTS MINUTES 1. Approve regular meeting minutes of January 10, 2023 2. Approve regular meeting minutes of February 14, 2023 MEETING OPEN TO THE PUBLIC 3. Public Comment from the audience regarding items not listed on the agenda. Speakers are encouraged to limit comments to 3 minutes. 4. Introductions/Awards/Recognitions/Presentations • Staff Presentation: Cohesive Display Plan by Basia Jędruszczak 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. 5. Review of Increased Demand for OverDrive Digital Content Library Board of Trustees Agenda Page 2 of 2 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. NEXT MEETING: April 11, 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 March 14, 2023 1 BOARD OF LIBRARY TRUSTEES MINUTES ________________________________________________________ San Rafael Library – 1100 E Street, San Rafael, CA January 10, 2023 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=mP07Z4uv3zc CALL TO ORDER Chair Lentini called the meeting to order at 6:02 P.M. Roll Call Present: Trustee Andow Trustee Cortes Trustee Duque Hughes Chair Lentini Trustee Vahdat Absent: None Also Present: Jinder Banwait, Administrative Analyst Jill Tokutomi, Interim Assistant Library & Recreation Director/City Librarian Catherine Quffa, Library & Recreation Director AGENDA AMENDMENTS None MINUTES 1. Approve Regular Meeting Minutes of December 13, 2022 Trustees provided comments. The minutes of December 13, 2022 were approved as submitted. Minutes subject to approval at the meeting of March 14, 2023 2 Trustee Vahdat moved, and Trustee Andow seconded to approve the minutes of the December 13, 2022 meeting. Ayes: Trustees: Andow, Cortes, Duque Hughes, Vahdat, and Lentini Noes: Trustees: None Absent: Trustees: None Abstain: Trustees: None Minutes approved as submitted. Chair Lentini 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 Jill Tokutomi, Interim Assistant Library & Recreation Director/City Librarian and Catherine Quffa, Library & Recreation Director – Assistant Director Transition Staff responded to questions from the Trustees. Trustees provided comments. Chair Lentini invited public comment; however, there was none. MATTERS BEFORE THE BOARD 4. Review of Board of Trustees Meeting Schedule 2023/Hybrid Meetings Presentation by Jill Tokutomi, Interim Assistant Library & Recreation Director/City Librarian and Catherine Quffa, Library & Recreation Director 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. They accepted the schedule as proposed with the cancellation of the August and December meetings. Trustee Vahdat indicated that he will miss the September 12, 2023 meeting. Trustee Duque Hughes indicated that she will miss the April 11, 2023 meeting. Minutes subject to approval at the meeting of March 14, 2023 3 Trustee Vahdat moved, and Trustee Duque Hughes seconded to accept the schedule as proposed with the cancellation of the August and December meetings. Ayes: Trustees: Andow, Duque Hughes, Vahdat, and Lentini Noes: Trustees: None Absent: Trustees: None Abstain: Trustees: Cortes The proposed schedule accepted as presented. Chair Lentini invited public comment; however, there was none. 5. Review of Board of Trustees Workplan 2023 Presentation by Jill Tokutomi, Interim Assistant Library & Recreation Director/City Librarian and Catherine Quffa, Library & Recreation Director Staff responded to questions from the Trustees. Trustees provided comments. Trustee Vahdat suggested a topic, an update on which grants the library is currently seeking/available. Trustee Duque Hughes suggested a topic, an update on library statistics and how the Library Board of Trustees can get involved in library outreach. Chair Lentini 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. STAFF REPORTS AND COMMENTS 7. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff Presentation by Jill Tokutomi, Interim Assistant Library & Recreation Director/City Librarian and Catherine Quffa, Library & Recreation Director Staff responded to questions from the Trustees. Trustees provided comments. Chair Lentini invited public comment; however, there was none. NEXT MEETING: February 14, 2023 Minutes subject to approval at the meeting of March 14, 2023 4 FUTURE AGENDA TOPICS • None (Workplan 2023) ADJOURNMENT The meeting was adjourned at 6:58 P.M. Minutes subject to approval at the meeting of March 14, 2023 1 BOARD OF LIBRARY TRUSTEES MINUTES ________________________________________________________ San Rafael Library – 1100 E Street, San Rafael, CA February 14, 2023 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=STMllaJaefI CALL TO ORDER Chair Lentini called the meeting to order at 6:03 P.M. Roll Call Present: Trustee Andow Trustee Cortes Trustee Duque Hughes Chair Lentini Absent: Trustee Vahdat Also Present: Jinder Banwait, Administrative Analyst Basia Jędruszczak, Interim Supervising Librarian Jill Tokutomi, Interim Assistant Library & Recreation Director/City Librarian Catherine Quffa, Library & Recreation Director AGENDA AMENDMENTS None MINUTES 1. Approve Regular Meeting Minutes of January 10, 2023 Trustees provided comments. The minutes of January 10, 2023 were approved as submitted. Trustee Andow moved, and Trustee Duque Hughes seconded to approve the minutes of the January 10, 2023 meeting. Minutes subject to approval at the meeting of March 14, 2023 2 Ayes: Trustees: Andow, Cortes, Duque Hughes, and Lentini Noes: Trustees: None Absent: Trustees: Trustee Vahdat Abstain: Trustees: None Minutes approved as submitted. (January 10, 2023 minutes will be approved during the March 14, 2023 meeting as this meeting was cancelled due to technical difficulties) Chair Lentini 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 Basia Jędruszczak – Cohesive Display Plan (presentation not completed as this meeting was cancelled due to technical difficulties) NEXT MEETING: March 14, 2023 ADJOURNMENT The meeting was adjourned at 6:22 P.M. (February 14, 2023 meeting officially cancelled as soon as staff were made aware that the City’s website was down and that at least one person wanting to attend was unable to do so, and that there may be others) LIBRARY BOARD OF TRUSTEES AGENDA REPORT March 14, 2023 Item #5 TITLE: REVIEW OF INCREASED DEMAND FOR OVERDRIVE DIGITAL CONTENT RECOMMENDATION: That the Board of Trustees review the report and provide comment. BACKGROUND: OverDrive is a vendor that sells eBooks, eAudiobooks and eMagazines to libraries for digital check-out. MARINet shares one catalog of OverDrive materials which patrons access via the Libby application on their devices or through our online catalog; patrons can read or listen to content in Libby, in a web browser, or send eBooks to a Kindle eReader. OverDrive offers several lending models for items, but the most common is the one copy/ one user model that functions similarly to our physical collections. Each item circulates to one patron at a time and patrons can place holds on items that are not currently available. DISCUSSION: The MARINet consortium has been tracking OverDrive check-outs since FY13 and there has been an 622% increase in circulation between FY13 and CY22 (the data presented was for Fiscal Years 2013-2021, and Calendar Year 2022). The largest increase in circulation from one year to the next was FY19 to FY20, which saw an increase of 53.7%. The significant increase from FY19 to FY20 is in context of the COVID-19 pandemic and associated impacts to in-person library services. However, annual circulation continues to increase despite our return to full in -person services with expanded hours. The overall increase in circulation from FY19 to CY22 was 84.5%. In CY22, MARINet OverDrive items circulated 685,998 times; based on San Rafael’s percentage share in the consortium (16.69%) we can attribute approximately 114,493 to San Rafael residents. Attachment 1 provides further detail on both CY22 and historic OverDrive circulation. In FY22 physical items owned by San Rafael circulated 261,092 times. Counter to the trends we are seeing in OverDrive, circulation of physical materials has decreased by 13% since FY19. The below table shows the comparison of OverDrive and physical circulation for San Rafael from FY19 to FY22/CY22. Page 2 of 3 Table 1: Circulation of OverDrive and Physical Items by Fiscal Year Year OverDrive Physical Items FY19 62,005 302,268 FY20 95,363 234,781 FY21 107,490 181,786 FY22 114,493 (actually CY) 261,092 Overall Change FY19- FY22 52,488 item increase 41,176 item decrease Funding for our shared OverDrive collection comes in 2 streams; the MARINet Board of Directors approves a percentage out of our annual MARINet budget, and member libraries can supplement the collection with funding from their individual budgets. In CY22, MARINet devoted 14% of the consortium budget to OverDrive content, and together member libraries doubled that amount with individual contributions. Member libraries are not obligated to contribute additional funds to this collection as per shared agreements, but it is understood as a necessary means to meet the demand for OverDrive content. In FY22, San Rafael spent approximately $26,500 on OverDrive materials in addition to the funding allocated through our annual payment to MARINet . That compares to the approximately $208,000 that was spent on materials for physical circulation (books, periodicals, and A/V items). In addition to our shared OverDrive collection, San Rafael also provides access to Hoopla which offers eBooks, eAudiobooks and streaming media, and Kanopy which offers streaming media, along with other digital databases and eResources. Given the growing demand for eBooks, eAudiobooks and eMagazines, we are considering increasing our supplemental contribution to the shared OverDrive collection in FY24 and decreasing spending in other categories such as physical collections. We are also weighing the pros and cons of devoting funds to alternative eBook platforms, such as the Palace Project which is a collaboration between the California State Library and the non-profit Lyrasis. FISCAL IMPACT: There is no financial impact associated with the review of this item. Submitted by: Jill Tokutomi Interim Assistant Library & Recreation Director / City Librarian Attachment: Page 3 of 3 1. OverDrive Circ Data FY22 ATTACHMENT 1 OVERDRIVE CIRC DATA CY22 PHYSICAL ITEM CIRC DATA CY23