HomeMy WebLinkAboutAgenda Packet - LB - 2024.04.16CITY O
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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.