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HomeMy WebLinkAboutAgenda Packet - LB - 2020.09.15City of Burlingame BURLINGAME Meeting Agenda - Final Library Board of Trustees Tuesday, September 15, 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 Governor's Executive Order N-33-20 issued 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 September 15, 2020 Library Board of Trustees Meeting. Members of the public may view the meeting by logging into the Zoom meeting listed below. Additionally, the meeting will be streamed live on YouTube and uploaded to the City's website after the meeting. 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 September 15, 2020. The City will make every effort to read emails received after that time, but cannot guarantee such emails will be read into the record. Any 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 911112020 Library Board of Trustees Meeting Agenda - Final September 15, 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) Meeting ID: 863 7492 9776 Passcode:777939 One tap mobile +16699006833„86374929776# US (San Jose) +12532158782„86374929776# US (Tacoma) Dial by your location +1 669 900 6833 US (San Jose) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 312 626 6799 US (Chicago) +1 929 436 2866 US (New York) +1 301 715 8592 US (Germantown) Meeting ID: 863 7492 9776 Find your local number: https://us02web.zoom.us/u/kcF5rRERgZ 2. ROLL CALL 3. 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. 4. APPROVAL OF MINUTES a. Approval of Library Board of Trustees Meeting Minutes for August 18, 2020 Attachments: Meeting Minutes 5. CORRESPONDENCE AND INFORMATION a. August 2020 Statistics Attachments: Adult Services Statistics for August 2020 Children's Monthly Statistics for August 2020 Updated Graphic Statistics City of Burlingame Page 2 Printed on 911112020 Library Board of Trustees Meeting Agenda - Final September 15, 2020 6. REPORTS a. City Librarian's Report Attachments: Report b. Racial Equity Plan Presentation - Megan Wong 7. OLD BUSINESS a. Trustee Racial Equity Plan Discussion 8. NEW BUSINESS 9. ANNOUNCEMENTS 10. ADJOURNMENT Any writings or documents provided to a majority of the Library Board of Trustees will be made available for public inspection on the City of Burlingame's website: www.burlingame.org. City of Burlingame Page 3 Printed on 911112020 Burlingame Library Board of Trustees August 18, 2020 Minutes Roll Call Trustees Present: Kristin Capkin, Danielle Garcia, Mike Nagler, Randi Murray, Elisabeth Ostrow Staff Present: Brad McCulley, City Librarian Sidney Poland, Recorder II. Library Board of Trustees Minutes The Trustees unanimously approved the minutes of the July 21, 2020 Board of Trustees Meeting. M/S/C Murray/Nagler III. Hi-ahliehts of Julv Statistics • Curbside Pickup Requests since the June meeting have increased to over 2,000. Cohort B is experimenting with having a walkup curbside pick-up on Tuesday and Thursday within a specific time frame. The advantage to patrons is that they are able to get their holds within one or two days rather than one week for the regular curbside pick-up on Monday, Wednesday, Friday and Saturday. • Children's programs continue to have a large following. In July, 38 programs were offered and the attendance was 2,052. • Seven teen programs were offered with an attendance of five. IV. From the Floor (Public Comments) No members from the public attended the meeting. V. Repo ts A. City Librarian's Report - Highlights • Our staff artist, Marian Refahi, is making new signage for the front lawn to clarify directions to curbside pick-up. • Staff is considering ways to expand curbside pickup times such as increasing hours to 5:00 pm during the week and having longer hours on Saturday for working patrons. • Most libraries in PLS are providing some form of curbside pick- up for their patrons. • The City Manager has stated that hourly staff may not return until the library has opened its doors to the public. B. Foundation Report The Foundation Board met on July 27th to discuss how to raise funds for the library since it is not yet possible to return to former book -selling procedures. • On-line book selling is continuing on a limited basis. • Donna Colson is working with the Foundation to try to find a landlord of an empty store that fronts on Burlingame Ave. or Broadway who will let the Foundation use it for bookselling at no cost. • The Foundation is currently working on preparing its annual report. • This year is the 25th anniversary of the Burlingame Library Foundation. VI. Old Business 7-Member Board of Trustees The Trustees decided to table this item until after they have met with the Equity Committee. VII. Trustee Racial Equity Plan Discussion Trustee Murray synthesized the Trustees' suggestions for inclusion in a Racial Equity Plan into one draft document, also incorporating the Equity Committee's initial comments. Brad reviewed the document and highlighted the action items in red, yellow and green to identify which responsibilities fall squarely withing the Trustees' mandate (green), which are questionable (yellow), and which fall outside Trustee purview (red). A. Equity Committee Invitation The Trustees are requesting that a member or members of the Equity Committee attend a Trustee meeting to inform the Trustees about their goals and priorities regarding racial equity, what steps they are planning to implement to foster racial equity in the library, and how the Trustees can best support and amplify these efforts. B. Overview of Trustee Responsibilities • Trustees can be advocates for the library to the City Council by keeping the Council informed of library services and expressing concerns by e-mail or in person at Council meetings regarding actions that could possibly affect the library adversely such as budget cuts. • Trustees oversee the library's endowment fund which is managed by the Silicon Valley Foundation (SVF) and approve requests to the SVF to allocate monies from our account made by the City Librarian to fund specific library needs. • Trustees approve library policies such as the Behavior Policy. 2 As part of a Trustee racial equity plan, the Trustees could take on a new responsibility of regularly meeting and working with the Equity committee, if the Equity committee is open to that collaboration. Trustees would also like to meet with a City Council member in advance of interviews for filling a vacant Trustee position to explain the current make-up of the Board and advocate for different types of diversity that may be desirable in a new Trustee. B. Incorporating Racial Equity Considerations into Meeting and Program Topics, Library Services • Trustees will reconsider monthly topics that are part of the Trustee meeting and continually focus on how diversity and racial equity considerations can be part of every discussion. • Trustees can interact with library staff to suggest and support programs and library services that encourage diverse audience through a variety of avenues such as introducing books for children and adults that focus on diversity and racial equity, children's story times, and social -media both in the library on the library website. D. Working with Schools • Research ways to support schools and vulnerable students during the pandemic. • Promote Tutor.com resource. Trustee Ostrow suggested sending a letter or email to parents that provides instructions on how to use Tutor.com. An instructional letter could be sent in both English and Spanish • Kathy Von Mayrhauser, Manager of the Children's Department, is in contact with elementary school librarians on a regular basis. • Brad reached out to Christopher Mount-Benites, Superintendent of Burlingame Schools, to offer additional "hot spots" if the district did not have a sufficient supply for all students. Currently, "hot spots" are available to all students, but Christopher will contact Brad if necessary. VIII. Action Items A. Brad will send the document Trustee Murray produced (with his color -coded suggestions) to the Equity Committee for suggestions and comments. B. Megan Wong will be invited to the Trustee September Board Meeting. IX. Announcement Brad has completed his power point project about Trustee responsibilities and will contact Elisabeth, Danielle and Kristen to select a time that will work for them. It was suggested that he include statistic charts in his presentation. 3 X. Adjournment The meeting was adjourned at 7:00pm. M/S/C (Murray/Nagler) The next meeting of the Library Board of Trustees will be held on September 15, 2020 at 5:30pm. The Trustees will be provided with the link to attend the Zoom meeting. Respectfully Submitted Brad McCulley City Librarian City of Burlingame 4 Adult Services Stats August 2020 Program Date # Programs Attendance Sit N Stitch Tuesdays 3 9 English Learners Group Wednesdays & Thursdays 8 32 Cooking with BPL 8/5 1 4 Mindfulness during Challenging Times 8/18 1 12 Cooking with BPL 8/19 1 3 Mindfulness during Challenging Times 8/20 1 10 Travel and Experience Journaling Workshop 8/24 1 46 (39 Zoom, 7 FB) Total 17 119 Kanopy Month Plays Cost per play Kanopy Kids and K Series (Great Books) Monthly Invoice $5/month for unlimited plays Aug 2020 412 $2 9 Kids and 15 Great Courses $944 436 total uses Pronunciator (new language learning service) 41 new registrations 49 Total Sessions* Spanish, Mandarin, Vietnamese Top 3 languages Tutor.com 3 total sessions (1 live tutoring session, 2 test prep) # of Reference questions answered = 250 (The phones have been very busy and we now log all of the calls, making a note of the content.) Date AUGUST 2020 CHILDREN'S STATISTICS STO RYTI M ES Just For Me - Preschool Time for Us - Toddler Baby Bounce & Rhyme Easton Night Owls Easton Time For Us - Toddler TOTAL STORY TIMES CLASS VISITS Preschool Class Visits at Schools Preschool Class Visits at Library Elementary School Class Visits on Zoom Elementary School Class Visits at Library Middle School Class Visits at Schools Middle School Class Visits at Library Easton Class Visits TOTAL CLASS VISITS ���IL1>!]i�Z�l:7e�i3�Z:Z�l:ll�a�l• Amy June Bates Author event Mandarin Story Time (Virtual) Spanish Story Time Baby Sign Language Miss Jenny Storytime YouTube views Miss Jennifer Storytime YouTube views Miss Kelly Storytime YouTube views STEAM bags Mock Newbery Easton TOTAL SPECIAL PROGRAMS FOR CHILDREN SPECIAL PROGRAMS FOR TEENS Homework Center Teen Advisory Board First Look Book Group Teen ACT Virtual Teen SAT Virtual TOTAL SPECIAL PROGRAMS FOR TEENS TOTAL CHILDREN'S & EASTON PROGRAMS Children's Room Reference Questions Teen Room Reference Questions Programs Attendance Cost 0 0 $0 0 0 $0 1 21 1 98 $80 1 15 4 51 5 16 5 35 1 95 1 3 19 334 $80 1 5 1 4 2 9 $0 0 0 $80 Easton Reference Questions Teacher Collections assembled Book Displays Easton People Counter I Since March 16th, we have: 3D printed 520 PPE (face shields and ear guards) for front-line workers Filled over 3700 Curbside Pickup Requests Provided access to over 500 online education courses Hosted over 86 virtual programs and presented 60 online storytimes Connected patrons with 19,226 Books, Audiobooks, DVDs, and CDs Streamed over1800 Provided feature films and documentaries access to over 44,000 eBooks and eAudiobooks, with over Registered over 400 new library patrons Registered 1140 people for the Summer Learning Challenge 1700 eBooks and eAudiobooks being borrowed by Burlingame Library patrons each week. City Librarian Report to Board of Trustees 15 September 2020 BURLiNGAMI Personnel Updates: Comings and Goings o N/A Recruitments o N/A Hourly Staff o Because of workload the Library has been given permission to rehire four Hourly Staff for help with CPU -- Diane Woo, Sharon Campbell, Leida Bocoba, and Juliet Martine. Other Hourly Staff are not eligible to be brought out of furlough until all full-time staff are working in the building and the Library is open to the public. F/T staff o N/A General Updates: o CPU Update — staff are continuing to find and experiment with efficiencies to increase appointment times and decrease number of days wait for an appointment so that holds do not expire before pick-ups. Currently we service approximately 75 holds per day with appointments booked one week out. The Library would like to reduce that to appointments 2 or 3 days at most. o Strategic Plan 2019/2020 — N/A o Equity Team Update — see presentation 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 — Future of Libraries 2020: Focus on Equity, Anti -racism, and Work in the New Normal. Wednesday & Thursday, October 7 & 8, 2020 9:OOam-1:OOpm for both days. Free for staff. Trustees may attend for a registration fee: $10. o Facilities update — • Facilities will be adding sneeze guard plexiglass all public desks getting ready for an eventual library opening in 2021(?) • Facilities is exploring a possible motion sensor light for the alcove at the edge of library property and Green Banker near Primrose and Chapin due to members of the public using it as a latrine. o Foundation report — • The board met July 27th and will begin meeting on a more regular basis. Book -selling members are very eager to return to the Library but of course that is not possible at this time with regards to book donations. Online book sales are still continuing in a reduced capacity. An idea of possibly finding an empty store front to work out of is being pursued. Another idea of using the Easton Branch is being explored as well. o PLS/PLP (Peninsula Library System /Pacific Library Partnership) ■ PLS: With the Governors new "Blueprint for a Safer Economy" Libraries can legally be open at 25% capacity. PLS as a consortium does not have plans to open Libraries at this time. ■ PLP : The State Library has decided to subsidize the entry fee for the PLP annual Future of Libraries event. It will be open to all CA public library employees.