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HomeMy WebLinkAboutAgenda Packet - LB - 2020.06.16City of Burlingame BURLINGAME Meeting Agenda - Final Library Board of Trustees Tuesday, June 16, 2020 5:30 PM BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 On March 17, 2020, the Governor issued Executive Order N-29-20 suspending certain provisions of the Ralph M. Brown Act in order to allow for local legislative bodies to conduct their meetings telephonically or by other electronic means. Pursuant to the Shelter -in -Place Order issued by the San Mateo County Health Officer on March 16, 2020 (which was then extended on March 31, 2020, April 29, 2020, and May 15, 2020) the statewide Shelter -in -Place Order issued by the Governor in Executive Order N-33-20 on March 19, 2020, and the CDC's social distancing guidelines which discourage large public gatherings, the Burlingame Public Library will not be open to the public for the June 16, 2020 Library Board of Trustees Meeting. Members of the public may view the meeting by logging into the Zoom meeting listed below. Members of the public may provide written comments by email to publiccomment@burlingame.org. Emailed comments should include the specific agenda item on which you are commenting, or note that your comment concerns an item that is not on the agenda. The length of the emailed comment should be commensurate with the three minutes customarily allowed for verbal comments, which is approximately 250-300 words. To ensure that your comment is received and read to the Library Board of Trustees for the appropriate agenda item, please submit your email no later than 5:00 p.m. on June 16, 2020. The City will make every effort to read emails received after the 5:00 p.m. deadline which are not read into the record will be provided to the Library Board of Trustees after the meeting. All votes are unanimous unless separately noted for the record. Online City of Burlingame Page 1 Printed on 611212020 Library Board of Trustees Meeting Agenda - Final June 16, 2020 1. CALL TO ORDER - 5:30 p.m. - Online To Join the Zoom Meeting (Note that the link below doesn't look like a hyperlink, but it is) https://us02web.zoom.us/j/86966336091? pwd=TXBHL3RWY2hUR1 NtRDNkam5hTEZndz09 Meeting ID: 869 6633 6091 Password: 572084 One tap mobile +16699006833„86966336091# US (San Jose) +13462487799„86966336091# US (Houston) Dial by your location +1 669 900 6833 US (San Jose) +1 346 248 7799 US (Houston) +1 253 215 8782 US (Tacoma) +1 301 715 8592 US (Germantown) +1 312 626 6799 US (Chicago) +1 929 436 2866 US (New York) Meeting ID: 869 6633 6091 Find your local number: https://us02web.zoom.us/u/k7ilikiwA 2. ROLL CALL 3. APPROVAL OF MINUTES a. ADDroval of the Library Board of Trustee Minutes for Mav 19. 2020 Attachments: Meeting Minutes 4. PUBLIC COMMENTS, NON -AGENDA Members of the public may speak about any item not on the agenda. Members of the public wishing to suggest an item for a future Library Board of Trustees' agenda may do so during the public comment period. The Ralph M. Brown Act (the State local agency open meeting law) prohibits the Library Board of Trustees from acting on any matter that is not on the agenda. 5. CORRESPONDENCE AND INFORMATION City of Burlingame Page 2 Printed on 611212020 Library Board of Trustees Meeting Agenda - Final June 16, 2020 a. May 2020 Statistics Attachments: Library Statistics Highlights May 2020 Adult Programs May 2020 Easton and Children's Statistics May 2020 6. REPORTS a. City Librarian's Report Attachments: Report b. Foundation Report 7. OLD BUSINESS a. Library Re -Opening Plan 8. NEW BUSINESS a. Black Lives Matter Statement of Support - Action Item Attachments: Statement b. Seven Member Board of Trustees - Discussion Item C. Nomination and Rotation of Trustee Officers from August 2020 to August 2021 - Discussion Item 9. ANNOUNCEMENTS 10. ACTION ITEMS 11. ADJOURNMENT Any writings or documents provided to a majority of the Library Board of Trustees will be made available for public inspection at the City of Burlingame's website: www.burlingame.org. City of Burlingame Page 3 Printed on 611212020 Burlingame Library Board of Trustees Mayl9, 2020 Minutes I. Roll Call Trustees Present: Kerbey Altmann, Mike Nagler, Randi Murray, Elisabeth Ostrow Trustee Absent: Danielle Garcia Staff Present: Brad McCulley, City Librarian Sidney Poland, Recorder Candidate for Library Trustee Will Glass II. Library Board of Trustees Minutes The Trustees unanimously approved the minutes of the April 21, 2020 Board of Trustees Meeting M/S/C (Murray/Nagler) III. April Statistics • There were 28 Children's, Teen and Easton virtual programs with an attendance of 1,359. Miss Jenny's story times and Lunch Brunch were especially well attended. • Brad noted that we need to develop a new strategy for reporting statistics since so much of how the library is communicating with our patrons is through social media and virtual programming. • Trustee Murray will consult with Patti Flynn regarding e-book statistics. IV. From the Floor (Public Comments) Will Glass, a candidate for the open Trustee position joined the Zoom meeting. V. Reports A. City Librarian's Report - Highlights 1. Staffing Hourly staff received a pay out of their vacation accrual due to required procedures of the Department of Labor regarding furloughed employees. Sick leave for hourly staff was removed from their records but will be reinstated when they return to work. 2. Higher Risk Workplace Libraries fall in the category of a high risk work place due to the high degree of usage by adults and children. Our library cannot open to the public until it reaches the Governor's stage 3 category. Libraries are now permitted to initiate Curbside Pickup. Our library is making plans to begin curbside pickup on May 26th. B. Foundation Report The Foundation was not able to hold their annual April book sale due to COVID-19. Members are looking for new ways of fundraising. Book donations are not being accepted at the present time. C. Library Priorities During Shelter In Place • Six task force groups were formed to provide guidelines to help staff effectively perform their library roles during the COVID-19 Shelter In Place. • Each task force is comprised of full time staff members. • Each task force oversees specific aspects of library functions and services. • The list of each task force follows. o Staff Wellness & Productivity o Customer Service & Patron Engagement o Communication o Operational Continuity o External Support o Re -Opening Planning D. Edelweiss Software Brad provided the Trustees with a shorter version of the Edelweiss Software report and noted that Edelweiss compares library collections to bookstore inventories. It also recommends what books should be on the shelf and which one should be removed. VI. Old Business A. Silicon Valley Foundation Update The Trustees will contact the Silicon Valley representatives to arrange a conference call to discuss the library's portfolio later this year. VII. New Business A. Library Re -Opening Plan Brad updated the Trustees on re -opening plans. • Currently approximately 6 to 7 staff members are working regular shifts daily; other staff members are working at home. • The library has entered Stage 2. Circulation is developing procedures for Curbside Pickup on May 26th. • Plans for the 3rd stage are being discussed. • When the library is permitted to open to the public, patrons will not be able to remain in the library to read newspapers or magazines. Masks and social distancing will be required. Brad noted that the HVAC is safe and will be turned on at all times. B. Cafe Fika There are no current plans to open the Cafe. Brad felt the earliest would be October or November. C. Burlingame Cares Card Distribution The City of Burlingame will begin distributing packets on May 17th to designated Burlingame residents. The packets include a $250.00 debit card for the purpose of providing financial assistance due to the consequences of COVID-19. D. Police Substation The Burlingame Police will be using the Teen Study Room for their temporary substation. Their previous substation was location at the Burlingame Recreation Department. VIII. Announcements A. Brad informed the Trustees that the Menlo Park City Council had an item on its agenda to approve the withdrawal of the Menlo Park Public Library from the Peninsula Library System. B. City Council will hold interviews on May 26th for the two open Trustee positions. IX. Action �tems - Welcome Plaque __ Comment [Psis: The Trustees unanimously approved the purchase of the Welcome Plaque made of precision tool bronze in the amount of $1,500 plus tax and shipping. M/S/C Murray/Altmann Note: The Welcome Plaque will be identical to the Welcome poster that is place in the front entrance of the library. A mockup will be provided. X. Adjournment The meeting was adjourned at 6:47pm. M/S/C (Altmann/Murray). The next meeting of the Library Board of Trustees will be held on June 16, 2020 at 5:30pm. Brad will provide the Trustees with the information for the Zoom meeting. Respectfully Submitted Brad McCulley City Librarian City of Burlingame LIBRARY STATISTICS HIGHLIGHTS (PANDEMIC EDITION) MAY 2020 E-MEDIA Overdrive ebooks 7,454 May 2019 = 4,952 checkouts checkouts RBDigital e-magazines 320 May 2019 = 164 checkouts checkouts 425 Kanopy movies uses ONLINE DATABASES 93 Mango Languages May 2019 = 59 sessions sessions Universal Class 155 May 2019 = 23 sessions sessions OTHER ACTIVITY Reference questions answered 120 of these were related to via telephone and Zoom 210 Burlingame CARES cards Main: 5,033 Main: 162 unique clients Wifi sessions at the library Easton: 140 Easton: 8 unique clients Library website visits 5,540 sessions 11,605 page views 23 posts These numbers do not include Instagram activity 1,450 likes Instagram stories Classic Reads ebooks 340 These ebooks are always available added to the BPL app ebooks and can be read right in the app Adult Services Stats May 2020 Program Date # Programs Attendance Sit N Stitch Tuesdays 4 12 English Learners Group Wednesdays 2 12 & Thursdays Our Lives, Our Voices: 5/7 1 18 Overcoming the Stigma of Mental Health Issues with Heart and Soul, Inc. Our Lives, Our Voices: 5/8 1 15 Overcoming the Stigma of Mental Health Issues with Heart and Soul, Inc. Ask a Doctor: Mental Health 5/11 1 11 during COVID-19 Burlingame Reads: The 5/12 2 14 Collected Schizophrenias (two times) Book Discussion week 1 Every Body is a Good Body 5/14 1 48 Burlingame Reads: The 5/19 2 13 Collected Schizophrenias (two times) Book Discussion week 2 Live Art & Journaling Workshop 5/26 1 35 Joys of Networking 5/27 1 24 Burlingame Reads: Virtual 5/28 1 29 Author Event w/ Esme Weijun Wang Total 15 227 CHILDREN'S AND EASTON MONTHLY STATISTICS May 2020 Date Programs Attendance Cost LITERACY LEARNING CLASSES Just For Me - Preschool Time for Us - Toddler Baby Bounce & Rhyme Easton Night Owls Easton Time For Us - Toddler TOTAL STORY TIMES 0 0 $0 CLASS VISITS vrescnooi uass visiis at acnoois vrescnooi Mass visiis at Liarary Elementary School Class Visits on Zoom tiemeniary -,)cnooi uass visiis at unrary 1 35 ivname,)cnooi uass visits at acnoois ivname,)cnooi uass visits at Liorary Easton Class Visits TOTAL CLASS VISITS 1 35 $0 SPECIAL PROGRAMS FOR CHILDREN Once upon a story writing 1 9 Mandarin Story Time (Virtual) 1 73 $80 Spanish Story Time 0 0 Baby Sign Language 1 2 Drag Queen Storytime first viewing 1 24 Homework Center 6 8 Lunch Bunch with Miss Jenny 5 261 Drag Queen Storytime YouTube views 2 68 Live Storytime with Miss Jenny Virtual 4 282 Miss Jenny Storytime YouTube views 4 53 Miss Jennifer Storytime YouTube views 5 151 Miss Kelly Storytime YouTube views 4 97 100 Words Contest 1 6 Easton TOTAL SPECIAL PROGRAMS FOR CHILDREN 35 1,034 $80 SPECIAL PROGRAMS FOR TEENS Homework Center 6 22 Teen Advisory Board 2 5 First Look Book Group 1 8 Teen ACT Virtual 1 13 Teen SAT Virtual 1 3 TOTAL SPECIAL PROGRAMS FOR TEENS 11 51 $0 TOTAL CHILDREN'S, TEEN, & EASTON PROGRAMS 47 1,120 $80 Children's Room Reference Questions Teen Room Reference Questions Easton Reference Questions Teacher Collections assembled Book Displays Easton People Counter City Librarian Report to Board of Trustees 16 June 2020 BULL i NGnMl Personnel Updates: Comings and Goings o N/A Recruitments o N/A Hourly Staff o Library was informed that Hourly Staff are not eligible to be brought out of furlough until all full-time staff are working in the building and based on staffing needs. The Wellness Committee continues to reach out to hourly staff about their wellbeing. General Updates: o Monthly Topic — Facilities/Furniture: Staff are working to bring the building and furniture in line with safety standards based on the Coronavirus and ease of contamination. Staff are finishing up with a Re - Opening Plan that involves altering both the facilities and furniture. • Library has been notified that the HVAC-CIP project has been postponed indefinitely saving the City approximately $900,000. It is not critical at this time but would have made our current HVAC more efficient with computerized vent control. • Staff areas and public desks are being fitted with Plexiglas sneeze guards and clear vinyl area dividers • Seating: preparing for an eventual re -opening with social distancing many seats will be taken out of commission. Because Library study carrels chairs have ancient cloth upholstery and they spread the virus more easily custodial staff have removed the seats to be recovered and will be returned when social distancing is no longer in effect. Other seating will either be stacked if possible or blocked with yellow caution tape. • Leather seating was recently reconditioned or replaced if needed. Some leather cushions were located with the Leather Specialist when the Shelter In Place order came. We have been in touch and will receive them when it is safe to do so. • The red colored arm chairs relocated from Upper Level Fiction to the Reading Room will need to be recovered at some future date. Because they are part leather part cloth they will be taken out of commission when we open to the public. • Public Works hired a contract employee who was able to repaint or touch up many of the needed areas of the Main. There are still "holidays" to be found but Facilities will not be able to resume painting until after the calendar year most likely. • Easton HVAC still needed but cost prohibitive. Wood furniture may need to be refinished in the next year or two. Floors may need to be re -sanded and varnished. • Fiscal considerations: These are 2016 numbers so mostly likely higher with current HVAC system. Yearly cost to maintain Main: $172,000. Easton: $18,000 • Facilities Grade: ■ Main: Overall grade: A- to A ■ Easton: Overall grade: B+ to A- o Strategic Plan 2019/2020 — given the current state of affairs staff will be reviewing the validity of the 5 current strategic goals in the new fiscal year. However, the Library's six priorities for maintaining services during the Shelter In Place will most likely continue through the calendar year. o Policy — • Library Security Camera policy -- pending CA review • Community Board Posting policy — pending CA review • Law Enforcement/ICE Records Requests policy — pending CA review o Significant Events — • "Burlingame Reads" Center for the Book grant project is just winding down. Elaine Tai received the grant and coordinated quite a bit of work with NAMI San Mateo County. NAMI went through some leadership changes which made the partnership rougher going until their new NAMI Outreach coordinator came on board. All of this had been planned in person and, of course, had to be negotiated for online. Very timely series and well received. ■ Heart and Soul's Our Lives Our Voices, 2 session— averaging 15 each ■ Mental health during COVID-19 w/ Resident psychiatrists from SMC —I I people ■ Book Discussions — 2 weeks with 2 sessions each --averaged 10 people for night sessions. Some local mental health professionals joined and had some interesting conversations, particularly in the very last discussion session. ■ Every Body is a Good Body w/ Virgie Tovar and Alex Locust was highest attended at 48 people, and they were amazing. We were able to stream this to FB Live. ■ Live Art & Journaling Workshop — 35 attendees -- Virtual exhibits and artist Q&As are also on our Art in the Library site. ■ Author Event w/ Esme Weijun Wang — wonderful program! 25 people, less than expected but many great comments including from PLS/PLP director Carol Frost. ■ NAMI San Mateo County on Peer and Family Perspectives, 25 people in attendance. o Facilities update — • See Monthly Topic above o Foundation report — • The board is still exploring different avenues of fundraising. Book selling is very limited until they can receive donations. Two Foundation online -book sellers come every Tuesday from 8am- 10am to gather and process materials. The Library continues to work with them for alternative ways to continue receiving and processing donations. One idea being discussed is a rented pod or shipping container to work out of in the Library parking lot. The Foundation Board has not met since February. o PLS/PLP (Peninsula Library System /Pacific Library Partnership) ■ PLS: most libraries have begun some form of Curbside Pick -Up and/or opened book drops. Menlo Park Library withdrawal from Peninsula Library System still unconfirmed. ■ PLP: The Governor continues to slash California Library Services Act funds making smaller/rural libraries even more vulnerable to service reductions. This is an unprecedented moment in our history. The pandemic, which has magnified and exposed our most deeply embedded failings and fault lines, is an ongoing challenge for each of us and a tragedy for too many. The recent horrifying deaths of George Floyd, Ahmaud Arbery, and Breonna Taylor and the protests in our streets have galvanized many of us to demand change and commit ourselves to effecting it. The Burlingame Library Board of Trustees stands with the African - American community in our country, a country divided by racial injustice, arrogance, and hatred. Though we condemn all expressions of racism and prejudice in America, today we must speak loudly that Black Lives Matter and attention to justice for Black Americans must be paid. Racism exists and we must all acknowledge that we can do better. The Library Trustees believe that we each have a duty to strive for a true and lasting transformation in our country. Even in the current climate of anger, anxiety, and fear, the Burlingame Public Library can help nurture such a transformation, serving as a cultural town hall where patrons discover and learn about viewpoints different than their own. We are the safe and welcoming home for new ideas and perspectives that can shine a light on an uncertain future. We dedicate ourselves to the cause of empathy, understanding, and solidarity, and join with those who share our commitment to a just society that stands firmly against racism and prejudice. We aim, in our words and actions, for a higher ground.