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HomeMy WebLinkAboutAgenda Packet - LB - 2021.09.21• City of Burlingame BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME BURLINGAME, CA 94010 Meeting Agenda - Final Library Board of Trustees Tuesday, September 21, 2021 5:30 PM Library Conference Room 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 meetings telephonically or by other means. Pursuant to the Governor's Executive Order N-29-20, the Library Conference Room will not be open to the public for the September 21, 2021 Library Board of Trustees Meeting. Members of the public may view the meeting by logging into the Zoom 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 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 21, 2021. 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. 1. CALL TO ORDER - 5:30 p.m. - Online To access the meeting by computer: Go to www.zoom.us/join Meeting ID: 858 0924 2046 Passcode:983027 To access the meeting by phone: Dial 1-669-900-6833 Meeting ID: 858 0924 2046 Passcode:983027 2. ROLL CALL City of Burlingame Page 1 Printed on 911712021 Library Board of Trustees Meeting Agenda - Final September 21, 2021 3. PUBLIC COMMENTS Members of the public may speak about any item not on the agenda. Members of the public may suggest an item for a future Library Board of Trustees' agenda during the public comment period. The Ralph M. Brown Act (the State local agency open meeting law) prohibits Trustees from acting on any matter that is not on the agenda. 4. APPROVAL OF MINUTES a. Approval of Library Board of Trustee Meeting Minutes for August 17, 2021 Attachments: Meeting Minutes 5. CORRESPONDENCE AND INFORMATION a. August Statistics Attachments: Children's and Teen August 2021 Statistics Adult Services August 2021 Statistics 6. REPORTS a. Monthly Report - Equity Committee Attachments: Equity Team Goals August 2021 - March 2022 Racial Equity Plan b. City Librarian's Report Attachments: Report C. Foundation Report 7. OLD BUSINESS a. Rotation of Officers from September 21, 2021 to September 2022 b. Main and Easton Library Update C. Staff Appreciation Event 8. NEW BUSINESS a. AB 361 Attachments: AB 361 City of Burlingame Page 2 Printed on 911712021 Library Board of Trustees Meeting Agenda - Final September 21, 2021 b. Updated Goals for 2021/2022 Attachments: C. Children's Table 9 e Library Goals acements Live Play Burlingame Magazine Personal Photography and Filming Policy in Burlingame Libraries Attachments: Policy 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 at the City of Burlingame's website: www.burlingame.org City of Burlingame Page 3 Printed on 911712021 Burlingame Library Board of Trustees August 17, 2021 Minutes I. Roll Call Trustees Present: Kris Cannon, Mike Nagler, Elisabeth Ostrow Trustee Absent: Danielle Garcia, Kristin Capkin Staff Present: Brad McCulley, City Librarian Sidney Poland, Recorder II. Library Board of Trustees Minutes The Trustees unanimously approved the minutes of the July 20, 2021 Trustee Meeting. M/S/C (Nagler/Cannon) III. Correspondence and Information A. Statistics Miss Kelly and Miss Jenny story times continue to have a large following. There were 696 attendees for the 24 July story times. Children's Dept. is planning some outdoor programs on the lawn at City Hall. Adult programs had an attendance of 106 for 15 programs. PLS is considering hosting adult virtual events with other libraries in the hopes of having a larger audience. IV. Reports A. City Librarian's Report • Mittal Shah has been hired as the full time IT Library Assistant for Technical Services. • Staff Development Day has been scheduled for October 1 lth and will be held at the Library and Washington Park. • Governor's Budget - The City has hired consultants to write a grant for the funds in AB128 that provide funds of over $500 million for infrastructure, broadband connectivity and popular library programs. The library is in need of an upgrade to its boiler/chiller facility and both the staff and public elevators. • Peninsula Library System\Pacific Library Partnership - Kathy Von Mayrhauser, Manager of the Children's Department will be the PLS Children's' Committee Chair for 21/22. B. Foundation Report • Staff Appreciation Event The Staff Appreciation Event was discussed. V. From The Floor No one from the public attended. VI. Old Business A. Rotation of Officers From September 2021 to September 2022 Trustee Garcia and Trustee Capkin, who are the Trustees in line to be President and Vice President of the Board of Trustees, were not in attendance so this issue was tabled until the September meeting. B. Main and Easton Update Current hours for the Main are 10:00-6:00 Monday through Friday and 12:00 to 4:00 on Saturday with a Sunday closure. These hours will remain in effect at least until January 2022. Easton hours are Tuesday, Thursday and Saturday 2:00-5:00. Future increase in hours depends on the hourly budget. C. Monthly Topics • The Monthly Topic schedule was approved by the Trustees. In September the Equity Team will present "Equity Diversity Inclusion". • The month of November is currently does not have a specific topic. Brad asked the Trustees to think about a library related topic that they would like to know more about. VII. New Business The New Commissioners Handbook was updated in June of 2019. The Handbook gives detailed information on how the City of Burlingame is administered as well as the role of Commissions and Boards. VIII. Adiournment The meeting was adjourned at 7:OOPM M/S/C (Nagler/Ostrow). The next meeting of the Library Board of Trustees will be September 21 st at 5:30PM. It will be an in person meeting outside on the public terrace. Masks will be required. Respectfully Submitted Brad McCulley City Librarian Burlingame Public Library Children's and Teen Monthly Statistics Aug-21 Children's Desk Reference Questions 893 Easton Branch Reference Questions 168 Programs Attendance Cost STORYTIMES Live Storytime with Miss Jenny Virtual Miss Jenny Storytime IGTV views Miss Jenny Storytime YouTube views Miss Jennifer Storytime IGTV views Miss Jennifer Storytime YouTube views Miss Kelly Storytime IGTV views Miss Kelly Storytime YouTube views TOTAL STORYTIMES 0 0 CLASS VISITS Preschool Class Visits at Schools Preschool Class Visits at Library Virtual Elementary School Class Visits on Zoom Elementary School Class Visits at Library Middle School Class Visits at Schools Middle School Class Visits at Library TOTAL CLASS VISITS 0 0 SPECIAL PROGRAMS FOR CHILDREN Baby Sign Language 1 22 Music Together 1 16 Food and Fiction 1 10 SLC Scavenger Hunt 1 27 SLC Bingo 1 151 Summer Learning Finishers -- children 1 293 In Library Back to School Scavenger Hunt 1 32 TOTAL SPECIAL PROGRAMS FOR CHILDREN 7 551 SPECIAL PROGRAMS FOR TEENS Summer Learning Finishers -- teen 1 61 First Look Book Group 1 7 TOTAL SPECIAL PROGRAMS FOR TEENS 2 68 TOTAL CHILDREN'S & TEEN PROGRAMS Adult Services Stats August 2021 Program Date # Programs Attendance Sit N Stitch Tuesdays 4 8 English Learners Group Wednesdays & Thursdays 6 26 Sterling Court Outreach 8/18 1 14 Booked on Crime Mystery Book Club 8/19 1 5 Total 12 53 Kanopy Month Plays Cost per play Kanopy Kids and K Series (Great Books) Monthly Invoice $5/month for unlimited plays August 358 $2 4 KIDS and $801 2021 13 Great Courses 375 total plays Pronunciator (Language Learning) New registrations Sessions Top 3 languages 5 28 English, Japanese, Afrikaans Tutor.com Discontinued Goals August 2021— November 2021 • Recruit and onboard new Equity Team members • Help lift off BPL BIPOC Affinity Group • Update Racial Equity Plan timeline and prioritize action items • Develop and send out passive training on a bi-monthly basis o Equity 101: Did you know? Did hear? Did you read? ■ September -October • Unconscious bias in baseball calls, David • White professors and tenure (538 article), Jenny Goals November 2021— March 2022 • Address Racial Equity Plan action items (based on timeline) • Continue holding in -person staff training (1619 Project and UNC Library 21-day equity challenge) • Evaluate staff "readiness" survey and develop new training based on staff "readiness" levels • Review the library's Collection Development policy from an equity perspective Racial Equity Plan (Living document) PROBLEM STATEMENT: How do we craft our plan when our "community" is difficult to define? We serve the community of Burlingame but also the larger community of San Mateo County (because we belong to the Peninsula Library System consortium). The County community looks a lot different in terms of race than the City of Burlingame. We also have the added challenge of scope. If we expand our scope to include the larger County community, are we then treading into another library's territory? Perhaps we can collaborate, and this may mean doing our work at a consortium level. The pandemic has also laid bare many equity issues and has also coincided with the amplification of injustices in our communities. The Racial Equity Action Plan will guide us in examining the following "Desired Results" in order to support staff, best serve the public, and increase the overall well-being of the Burlingame community during the COVID library closure. Organization wide desired result (change in the community): Everybody in the City of Burlingame feels safe and welcome. 1. Workplan specific Community Indicator desired result (change in the community) #1: BPL is committed to Outcomes and Actions creating/developing/fostering Timeline a culture that Accountability values and advances racial equity. Performance Measure 71 Progress BPL as a workplace fosters shared understandings and goals of report 1. % of employees who equity work. believe advancing 3-6 months A. Equity Team A. Clear definitions of racial equity is a A. Develop Equity Training Framework equity and expectations priority of BPL (by for staff work group and by 1. DONE. Implement readiness survey for ALL library staff and race) —Question for stakeholders employee Survey 2. Assess results of readiness survey and offer ongoing equity 2019 training based on assessment 3. Establish baseline understanding of equity work and goals for 2. % of employees who all library staff and stakeholders agree with equity Team est'd B. BPL Management B. Net growth of library's statement and how it B• Prioritize and Institutionalize Equity Work 2018 internal Equity Team relates to all levels of members rises library work, 1. DONE Create an Equity Team 6-12 including their own 2• DONE Successive planning for different team equity members months to form core team for CREI Year 2 I1. Workplan specific desired result (change in the community) #1: BPL is committed to creating/developing/fostering a culture that values and advances racial equity. Indicator I OutcomesOFF-Community IL 3. BIPOC in 3. Develop a "Library Equity Statement" and share with the report management positions library community 4. Incorporate into onboarding procedures 4. Retention of BIPOC 5. Include racial equity as core competency in job descriptions 6. Establish clear racial equity expectations for hiring managers 7. Create processes to measure employees' accountability to racial equity in their roles and responsibilities 8. Provide space for uncomfortable conversations and prioritize BIPOC voices C. Managers/City Librarian for C. Permanent staff represent the diversity of the community auditing Equity 1. Increase promotional opportunities for all staff, including hourly Team for proposal staff a. Allow professional development opportunities for hourly staff b. Reexamine current recruitment practices 2. Examine job requirements that inhibit racial equity 3. Examine job descriptions and levels 2. Workplan specific desired result #2: BPL provides programs and services that are responsive and reflective of community needs, especially underserved populations Participation by San Mateo I BPL is responsive and reflective of community needs —with an eye County residents in programs to global needs -- and conversations. and services Racial Equity Action Plan— Page 2 Commented [WM1 ]: Begin discussion of new LA position 2. Workplan specific desired result #2: BPL provides programs and services that are responsive and reflective of community needs, especially underserved populations Indicator OutcomesCommunity A. Address programming and service needs of historically Evaluation A. Adult Services, A. report underserved communities by end of Childrens Services, • Increase of San Mateo Increase in trust from San 1. Design services to assist those who need them the most. 2020 Tech Services, County residents using Mateo County residents Use data to determine levels of needs (e.g. internet Circulation BPL programs/services. access, technology access, schedule concerns) Services • Positive survey feedback 2. Evaluate and intentionally plan programming featuring from cultural BPL seen as a community BIPOC voices, with the lens of intersectionality. stakeholders partner for organizations • Amount of "own voices" serving and/or celebrating underrepresented populations programs run and led by community members. Equitable shifts in economic B. Revise budget model using the racial equity tool and make B. • Use tool to assess who is benefits changes to budget model as necessary to ensure equity in Revise by B. Library helped, hurt, or left out budgeting for library collection, programs, and services. Spring Management of any decision and 1. Transparency and training for staff around budgeting 2021, to Team, City fundin source stability. g y. 2. Allocated funds should be as close toequitable as implement Leadership • Set standards, e.g. 10% possible when looking at who is served. FY 21-22 of collection budget for world languages A. Library policies have scored high in equity, as rated by the toolkit scorecard B. Amount of equity - based BPL policies that have been accepted into the larger library community C. Survey of patrons reveals that they are aware of the library's commitment to equity and BIPOC patrons, in particular, feel safe and welcomed in the library A. Create a racial equity toolkit that can be applied to decision making B. Revise and reevaluate internal and external policies and procedures regularly to demonstrate racial equity, e.g. Collection Development Policy C. Share revised policies and procedures with the larger community a. Trustees will continue to advocate for the Equity Team and will regularly report to the City Council and the Foundation about the Racial Equity Plan D. Study whether BIPOC patrons feel welcomed, safe, and appreciated in our library a. Review CCTV policy (people of color, particularly black community has a history of being surveilled). b. Fund an equity audit E. Create timeline for Action Items during COVID Closure F. Remove "Living in Burlingame is a special privilege" painting and return to Historical Society G. Begin plan for adding Black, Indigenous, Latin-x, Asian children to the mural in the Children's Room. Racial Equity Action Plan— Page 4 B. BPL Management/Library Trustees C. City Librarian D. Library Trustees E. Megan F. City Librarian G. City Librarian been applied to decisions. B. Amount of policies that have been reviewed for equity C. Amount of BPL policies that have been shared with the larger library community D. Amount of improvements being made, per equity auditor's suggestions City Librarian Report to Board of Trustees September 21, 2021 BURL i NGAM Personnel Updates: o Staff: CalPERS retirees are finding it increasingly difficult to work for the City of Burlingame. This, along with other factors, may set back additional hours at Easton and possibly Main. o Part-time Budget: Staff continues to do a good job making up for lack of extra on -call help but Div Mgrs are not sure returning to Sunday or evening hours is feasible at this time. General Updates: o Covid/CPU Update — • AB 361 (please see attached) • New hours addition are o Committees — • N/A o Policy — • Photography and Filming Policy (see attached) o Significant Events — • From Professional Development Day Committee — Oct 11 • United Against Hate events coming soon o Facilities update — • HVAC contract bids are in but not chosen yet o PLS/PLP (Peninsula Library System / Pacific Library Partnership) • We have posted a GoFundMe for the Greenville Public Library that burned down in the Dixie fire. 1 CA AB 361 The CA Legislature has taken action to extend the COVID-19 exceptions to the Brown Act's teleconference requirements: Governor Newsom issued Executive Order N-08-21, which among other things rescinded his prior Executive Order N-29-20 and set a date of October 1, 2021 for public agencies to transition back to public meetings held in full compliance with the Brown Act. But as the Delta variant has surged in California, the legislature has taken action to extend the COVID-19 exceptions to the Brown Act's teleconference requirements, subject to some additional safeguards. AB 361 provides that, if the state of emergency remains active for more than 30 days, a local agency must make the following findings by majority vote every 30 days to continue using the bill's exemption to the Brown Act teleconferencing rules. • The legislative body has reconsidered the circumstances of the emergency; and • Either of the following circumstances exist: The state of emergency continues to directly impact the ability of members to meet safely in person, or State or local officials continue to impose or recommend social distancing measures. This will mean that local agencies will have to put an item on the agenda of a Brown Act meeting once every thirty days to make findings regarding the circumstances of the emergency and vote to continue using the law's exemptions consistent with Executive Order N-29-20. The bill contains an urgency clause which will make the bill effective upon signing. The bill will sunset as of January 1, 2024. Updated Library Goals for F/Y 2021-2022 • Awareness: Residents have more awareness of existing programs and services. • Safety: Maintain Branch and Main as safe spaces for the community. • Equity: Maintain work on Library Racial Equity Plan • Staff: Rebuilding trust, community, and hope among staff. • Experiences: Create a positive interaction in every facet of Library use. Monthly Focus Topics for Board of Trustees WHEN WHAT PRESENTER September Equity Diversity Inclusion Equity Team October Adult Svcs Update Tommy McMahon November Foundation President(s) TBA December Teen Services Update Jenny Miner January Circulation Update Geralyn O'Brien February SVCF Investment Update SVCF March Children's Svcs Update Kathy Von Mayrhauser April Update Goals/Priorities City Librarian May Library Budget City Librarian June Facilities/Furniture City Librarian / Johnson Woo — Facilities Manager July Technical Services Update Megan Wong August Professional Development Update Professional Dev Committee Personal Photography and Filming Policy in the Burlingame Libraries Individuals visiting the Burlingame Public Libraries are welcome to take a small number of photographs or short -duration film video clips for personal, non-commercial use without advance permission, except where photography or filiming is in violation of this Policy, or where signs are posted prohibiting photography or filming. All such activities must be performed in a way that does not disturb Library users or staff, or conflict with any other Library Policy. Further, this Policy only applies to short duration photography and/or filming for personal use. All other categories of photography and filming still require the express permission the City Librarian and City Manager (or their designees). Photography and filming shall comply with the following: • Photography of the contents of books, magazines or other library materials may only be done when it does not violate any applicable laws or infringe upon any applicable copyrights. This Policy in no way creates a right to film or photograph copyrighted material that would be in violation of any local, state or federal law. • The use of high intensity lights, the rearranging or furniture and the blocking of traffic paths in the building is not permitted without the express permission of the City Librarian. • As noted above, this Policy only applies to short duration, use photography and/or filming. All other categories of photography or filming require the express authorization of the City Librarian and the City Manager. • Any requests outside of the scope of this Policy should be referred to the City Librarian or their designee. Please note that the following actions are expressly prohibited under this Policy: Use of flash, tripods, or other equipment that might cause a distraction or obstruction to Library users or staff; blocking stairwells or exits, or otherwise impeding traffic; moving or climbing on Library furniture or equipment. Taking close-up photographs or filming a Library patron of any age or recording their voice without their express consent. Filming or photography or minors without the express consent of their parent or guardian. Approved by City Librarian, Board of Trustees, City Attorney September xx, 2021