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HomeMy WebLinkAboutAgenda Packet - LB - 2024.04.16CITY O p ipQRATED , City of Burlingame Meeting Agenda - Final Library Board of Trustees BURLINGAME CITY HALL 501 PRIMROSE ROAD BURLINGAME, CA 94010 Tuesday, April 16, 2024 5:30 PM Library Conference Room 1. CALL TO ORDER 2. ROLL CALL 3 PUBLIC COMMENT 4. APPROVAL OF MINUTES a. March 19, 2024 Attachments: Minutes - March 19, 2024 5. CORRESPONDENCE AND INFORMATION a. Program Statistics for March 2024 Attachments: Program Statistics for March 2024 6. REPORTS a. Monthly Report - Technical Services b. City Librarian's Report Attachments: City Librarian's Report - April 2024 Data Retention Policy Law Enforcement Request Quick Guide CA Public Records Act C. Foundation Report 7. UNFINISHED BUSINESS a. AMH Update b. Lane Room Upgrade City of Burlingame Page 1 Printed on 411112024 Library Board of Trustees Meeting Agenda - Final April 16, 2024 C. Library Quote Plaques 8. NEW BUSINESS a. Outreach Discussion b. Adult Literacv Classes C. City Council Topics d. Library Trustee Service Years 9. FUTURE AGENDA ITEMS 10. ANNOUNCEMENTS 11. ADJOURNMENT Any writings or documents provided to a majority of the Traffic, Safety and Parking Commission regarding any item on this agenda will be made available for public inspection at the Engineering Counter at City Hall located at 501 Primrose Road during normal business hours. City of Burlingame Page 2 Printed on 411112024 Burlingame Library Board of Trustee Minutes March 19, 2024 I. Roll Call Trustees: Jill Goldsmith, Mark Lucchesi, Elisabeth Ostrow Kris Cannon, Danielle Garcia Staff Present: Brad McCulley, City Librarian Sidney Poland, Recorder Sarah Tinkham, On -call Children's Librarian II. Agenda Items Approved by Trustees A. Approval of February 20, 2024, Minutes III. Library Board of Trustee Minutes The Trustees approved the February 20, 2024 Board of Trustee Minutes. M/S/C (Ostrow/Goldsmith) IV. Public Comment No one from the public attended the meeting. V. Correspondence and Information Attendance in both children's and adult programs continues to increase. Patti Flynn is going to add year to date circulation figures to the monthly statistical information. VI. Reports A. Monthly Report — Equity Team • The members of the Library Equity Team are Ray DeLara, Geralyn O'Brien, Olma O'Neill, Tommy McMahon, and Sarah Tinkham. Brad McCulley, City Librarian, Maria Saguisag-Sid, HR Director, Olma O'Neill, Library Administration, attended the San Mateo County's Foundational Equity Training in February. It is a required training for all County employees. • This year United Against Hate will coincide with the International Day of Peace. The dates for United Against Hate are September 21st to the 29th. B. City Librarian's Report • The Admin. Department is planning to have the entire library carpet cleaned on Saturday May 25th. Since the library is closed May 26th, and May 27th is the Memorial Day Holiday, the carpet should have ample time to dry. • Brad, the City Librarian, turned in the library's fiscal year budget to the City Manager and Finance Team on March 21, 2024 for approval. C. Foundation Report • The book sale is open to the public from April 18th to April 21st. • The Foundation is planning to have a Trivia event as a fund Raiser in April. VII. Old Business A. AMH • Lyngsoe will demo the old AMH the week of March 18th. • The goal is to have the new AMH up and running by the end of April. B. Lane Room Upgrade There is not any current information on the upgrade except that the Foundation is forming a committee to work on the project. C. Library Quote Plaques • The committee has written guidelines for the project. • The committee has estimated that 8 rocks with quotes on them placed all around the library would be the most effective. D. Meet and Greet The Trustees will host the next Meet and Greet gathering for staff on April 17th. Trustee Garcia will be the hostess. VIII. New Business There was not any New Business. IX. Future Agenda Items A. Event at Victoria Park B. Adult Literacy Classes at the Library C. Trustee Term Limits X. Announcements At the conclusion of the meeting Trustee Lucchesi asked if there were any Trustees whose 3 year term would be completed in June or July. Trustee Cannon thought that her term might end in July of 2024. XI. Adjournment The meeting closed at 7:OOPM. The next meeting of the Library Trustees will be held Apri116th at 5:30PM in the Library Conference Room. Burlingame Public Library Programs March 2024 Adult 39 228 Programs programs patrons 2023-2024 July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June I total Programs 1 21 30 35 29 31 16 36 36 39 Attendance 1 270 153 405 149 343 100 251 345 228 2022-2023 (Previous Year) July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June total Programs 21 19 16 17 29 16 27 33 28 23 31 29 289 Attendance 216 133 217 211 277 78 116 1 184 100 336 219 1 132 2,219 Children's, Teen, 63 1,854 and Easton Programs programs patrons 2023-2024 July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June total Programs 27 27 65 76 55 33 47 54 63 Attendance 2,101 3,324 2,029 3,611 1,845 1 2,054 1,325 1 2,112 1,854 2022-2023 (Previous Year) July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June total Programs 33 17 46 71 49 25 40 54 51 67 128 82 663 Attendance 2,270 753 1,198 1 2,997 1,114 1,262 1,484 1 1,849 1,448 3,097 3,732 4,059 25,263 March Program Highlights Laurie King Author Event 34 Best-selling author Laurie R. King discussed her long -running Mary Russell & Sherlock Holmes series, which she has been writing for the past 30 years, starting with The Beekeeper's Apprentice. patrons Learn 3-D Printing in 30 Minutes or Less 13 Jason started a new drop -in program about 3-D printing, giving patrons a chance to learn how to 3-D print something without needing to set up an appointment. patrons Puppet Art Bunny Boot Camp 136 patrons What a month for Storytime! 992 Nearly 1,000 patrons attended Storytime at Main and Easton in March. patrons 2024 2023 Circulation of Main Library items 49,271 51,375 Circulation of Easton Branch items 6,609 6,372 E-media checkouts (Overdrive, Hoopla, Kanopy) 10,760 6,575 Total Circulation 66,640 64,322 City Librarian Report to Board of Trustees 17 April 2024 BURL i NGAMI Personnel Updates: o Childrens Dept --Teen Librarian will begin work April 22. o Circulation has two new additions to the aides crew -- Sahra Eroglu & Cassie Jenson �Y 00 Sahra General Updates: o Local Author Collection: staff are streamlining the process for local authors to add books to the collection that are searchable. o Policies: see attached 1. Data Retention Policy 2. Law Enforcement Request Quick Guide 3. CA Public Records Act Facilities update: The elevators have been very unreliable lately and broken down 4 times within a 2-week period — once with a patron stuck inside for approximately 45 min. One elevator has water intrusion in the well and will require special pump operation. Long term prognosis does not look positive for the Public Works Dept replacement timeline. PLS/PLP (Peninsula Library System / Pacific Library Partnership) o PLS/PLAN has a new IT Director. o Upcoming Library EVENTS o State Library News Desk 1 I , ■ DATA RETENTION POLICY PLS has established systemwide practices for data retention; the IT department follows the established practices unless instructed by a jurisdiction to bypass the systemwide standard or unless required by law to retain specific data. PATRON RECORD INFORMATION When fines accrue on a user's account, the Library does maintain records of items that have been borrowed but returned after the due date or are still outstanding on the user's record. When overdue materials are returned and all associated fines are paid, the information associated with the library card number is deleted. In addition, PLS has a regular schedule for purging patron data: Yearly Purge: Uncollectible accounts: The integrated library system database is purged of uncollectible accounts that are seven years old. The task is scheduled for October or after the due date of the California State Library Statistical Report, whichever date is later. • Expired accounts of three or more years: If any patron account has expired for three or more years, the account will be purged, which typically happens in November or December. • Stored history of financial information: Stored financial information in the patron record, such as paid fines and fees, is purged annually, typically in November or December. Quarterly Purge: • Patron data on an item record: Purge of data will be performed between the first and third of the month, every three months, except January (due to the holidays). ONLINE SEARCHING OF DATABASE FOR MATERIALS (BOOKS, ETC.) The Library does not maintain a history of what a library user has previously checked out once books and materials have been returned on time. If a patron opts in for reading history using the classic catalog, PLS will collect and keep reading history until the patrons selects to disable the feature. If a patron uses the BiblioCommons search and discovery layer, they will be subject to the terms and data retention of BiblioCommons. To use the many additional features of BiblioCommons, such as commenting, rating, tagging, creating public booklists, and one -click holds, a user would need to create an account, in which case user information is encrypted and stored on BiblioCommons servers. Users of the discovery layer interface are advised to read the description of the services carefully, to be aware of the extent to which information that is user generated and/or shared will be stored. I , ■ NETWORK The Peninsula Library System includes over fifty servers and is part of the Corporation for Education Network Initiatives in California (CENIC), which operates the California Research and Education Network (CalREN). This shared high-speed network backbone has its own privacy policies. As such, the PLS policy must remain consistent with the policies of CENIC, which can be found here. PLS does not retain any information regarding the Internet sites being visited or other identifying data which passes through the Firewall. WIRELESS NETWORK The PLS public wireless network is open with the only restriction of peer -to -peer. PLS does not collect information regarding web searches or length of time connected to the wireless network. MAC addresses are saved on the wireless access points for thirty days to allow for the collection of unique connections and number of session for statistics. PUBLIC COMPUTERS USE, RESERVATIONS AND PRINTING PLS uses a third -party software for public computer reservation, time, and print management. To use a public computer, a patron must register and log in using their library barcode. If they choose to not use their library card or do not have one, a temporary pass will be provided. Computer session time is collected for seven days for statistical purposes. Barcodes are associated with the session matching the session time in order to gather statistics regarding number of sessions, length of sessions, and total sessions. Each Wednesday the barcode that is attached to the session is deleted through an automated process, therefore keeping the usage statistical data while disassociating it from the patron information. The library also subscribes to a third -party security software, which deletes all search activity and computer usage once a patron logs off. Print jobs requested by patrons are deleted nightly. RFID PLS uses Radio Frequency Identification (RFID) technology on books and other material. The only data recorded on RFID tags are the item barcodes and a security toggle, which can be activated or de -activated by having the item checked out or in. No patron data is saved. Adopted December 6, 2018 Law Enforcement Records Requests ❖ REQUESTS FOR PATRON RECORDS, COMPUTER, INTERNET ACTIVITY AND OTHER REQUESTS: Procedures for library Directors, Managers, or staff ➢ IF NO COURT ORDER OR SUBPOENA IS PRESENTED — DIRECTIONS FOR LIBRARY DIRECTOR OR DESIGNEE 1. Staff should refer all requests to the City Librarian [ext 7401 or cell 415-424-9676] or available Manager. 2. The City Librarian or designee should offer the law enforcement officer a copy of the California law that protects library patron records, Calif. Govt. Code §6254, 6267 3. Stand by. If there is a good case, it should not take long for law enforcement officers to get a court order. 4. Inform City Manager and City Attorney as appropriate. ➢ IF A COURT ORDER OR SUBPOENA IS PRESENT --DIRECTIONS FOR LIBRARY DIRECTOR OR DESIGNEE Step one: City Librarian Role 1. Identify the agent -in -charge. Ask for identification and call that organization to verify. ■ San Francisco Headquarters FBI number is (415) 553-7400 (24hrs.) Local Bay Area offices are listed at http://sanfrancisco.fbi.gov/sfcontact.htm. 2. Tell agent -in -charge who is in charge at the library's end. ■ If the request is for local records (such as paper Internet sign-ups) or patron observations, it is the Library Director or designee. ■ If the request is for PLS/PLAN data (even if the target patron is a local patron), the PLS Director or designee is in charge. 3. Ask for a copy of the search warrant and its affidavit. 4. Ask for a brief delay to assemble the appropriate personnel. If possible, escort the law enforcement officers to a private area. They may not grant it. 5. Photograph & Text/Scan the warrant to the appropriate library personnel and City Attorney so they can review it as soon as possible. At minimum call City Attorney and read warrant. 6. Next, remind staff of their roles. ■ Stay out of the way ■ Staff have right to decline interview or have lawyer present ■ Staff are required to disclose records locations ** Caution on "CONSENT" If the library is asked for consent to search items beyond the scope of the warrant, decline. This includes all staff. STEP TWO: THE ATTORNEY ROLE 1. The Attorney will ask to speak to the agent -in -charge or lead government attorney handling the matter (by phone if necessary). 2. The Attorney will make sure the warrant is signed by a judge or magistrate. 3. The Attorney may ask for a delay long enough for the library to litigate the warrant's validity. 4. The Attorney will examine the warrant to see if it is narrowly tailored. If not, the attorney may be able to negotiate a narrowing of terms. Note the exact premises to be searched, exactly what is to be seized, who issued the warrant, and any time limits for executing the warrant. Make sure the search conducted does not exceed the terms of the document. 5. Delegate someone (other than the principal library team members) to take notes of the search. If law enforcement agents split into groups, additional staff may be needed to monitor each group. ■ Be courteous, cooperative and quiet. Note down what questions were asked, such as where certain items can be found. Agents sometimes number the rooms that they enter. Record the numbering scheme. Record an inventory of the type and location of all evidence seized. Your inventory will make more sense to you later than the inventory that the law enforcement officers give you. Try to observe the agents' conduct, the places searched, and the time involved in each part of the search. 6. If law enforcement goes beyond the scope of the warrant, the attorney may ask them to desist. No one should grant consent to go beyond the scope of the warrant. ■ Take notes or even photos/videos if this occurs. 7. The attorney will request backup copies of all documents (photocopies) and computer disks that are seized. Ask if you may keep the originals and turn over the photocopies 8. The attorney will get an inventory of any items that are seized. Do not sign anything verifying the contents or accuracy. STEP THREE: FOLLOW-UP ACTIONS FOR THE LIBRARY DIRECTOR OR DESIGNEE 1. Keep track of expenses. 2. Double check to see if a gag order has been included with the court order. 3. Apprise governing authority. Although it is unlikely that there will be time to apprise the governing authority before or during the search, be sure to brief them as soon as possible. They may be called by the press. 4. Draft "talking points" if the press calls. Stick to talking points. If you are bound by a gag order, talk to the attorney to help draft an appropriate "no comment" statement. DESCRIPTIONS OF REQUEST TYPES COURT ORDERS: SUBPOENAS Staff should never turn over records to an official with a subpoena, unless the Library Director (or PLS Director if PLS/PLAN data is involved) has approved the request. An attorney should be consulted. Unlike search warrants, subpoenas are not immediately executable, allowing time for consultation. The bottom line is that the Library Director/PLS Director should consult with an attorney to determine the subpoena's validity and whether the library should challenge it. COURT ORDERS: INTERCEPTS (WIRETAPS) Unlike search warrants which look for past information, intercepts trap "real-time" or future content, i.e., what your patrons will use your Internet terminals for. It is the most invasive of the orders, and the most difficult for law enforcement to get. COURT ORDERS: SEARCH WARRANTS A search warrant is a court order issued by a judicial officer —a judge or magistrate. It could be federal, state or local. Under the PATRIOT Act, national search warrants (also known as "single jurisdiction search warrants") REQUESTS TO PRESERVE EVIDENCE The library may be asked to preserve evidence, pending a court order. This could be by the FBI or a local law enforcement agency. A telephone, letter or faxed request is valid; the library should then request a confirmation letter for its own protection. NO WARRANT SEARCHES AND SEIZURES If law enforcement refuses to get a court order, and appears ready to use force, get out of the way. Agents may claim exigent circumstances, plain view, search incident to a lawful arrest, or an emergency authority, authorized in some statutes. VOLUNTARY DISCLOSURES BY THE LIBRARY TO LAW ENFORCEMENT A library that has a reasonable belief that there is an emergency situation involving immediate danger of death or serious physical injury may, under provisions in the Patriot Act, "invite" investigations by federal law enforcement. COURT ORDERS: SECTION 215 ORDERS (ALSO KNOWN AS FISA) The Patriot Act, Section 215, also amends the Foreign Intelligence Surveillance Act to permit seizure of "any tangible things" relevant to foreign intelligence and international terrorism investigations, including both electronic records and computer servers containing those records, as well as traditional hard copy records. Gag orders: Libraries that receive these orders are not permitted to disclose to any other person (other than those persons necessary to produce the tangible things, such as the library's attorney) that the FBI has sought or obtained tangible things under this section. Public Records Act Confidentiality: According to California State Law (Government code section 6267) a library is obliged to assure confidentiality of records relating to registration and circulation. Although we often refer to this as "patron privacy", the scope is limited to records kept by the library and not to larger issues of personal privacy. Registration records are the patron library card records. Circulation records are the lists of library materials checked out on a patron's library card. Confidentiality is about data. Confidentiality relates to the possession of personally identifiable information, including such library -created records as circulation records, computer sign-up sheets, meeting room registrations, web sites visited, or reserve notices. Laws Around Privacy: There are no federal laws guaranteeing library patron privacy. Except for Kentucky and Hawaii all of the states have some form of privacy protection for library patrons. California has some of the nation's strongest protection for library patron records and privacy. California Government Code sections 6250 through 6270 ensure "the right of individuals to privacy ..." This section is considered the "California Public Records Act." Sections 6254 (j) and 6267 (a), (b), and (c) refer specifically to registration and circulation records. Registration records are the patron library card records and circulation records are the items checked out on patron library cards.