HomeMy WebLinkAbout2023.04.25 @6:00 e-packet
AGENDA
SOUTH SAN FRANCISCO PUBLIC LIBRARY BOARD OF TRUSTEES
Tuesday, April 25, 2023
Main Library Auditorium
840 West Orange Avenue
6:00 PM
PEOPLE OF SOUTH SAN FRANCISCO
You are invited to offer your suggestions. In order that you may know our method of conducting Library
business, we proceed as follows:
The regular meetings of the Library Board of Trustees are held on the fourth Tuesday of each month at
6:00 PM in the Main Library, Auditorium, 840 West Orange Avenue, South San Francisco, California.
Public Comment: For those wishing to address the Board of Trustees on any Agenda or non-Agendized item,
please complete a Speaker Card available from the Main Library and submit it to the Library's Administrative
Assistant. Please be sure to indicate the Agenda Item # you wish to address or the topic of your public comment.
California law prevents the Board of Trustees from taking action on any item not on the Agenda (except in
emergency circumstances). Your question or problem may be referred to staff for investigation or action (or
both) where appropriate or the matter may be placed on a future Agenda for more comprehensive action or a
report. When your name is called, please state your name and address (optional) for the Minutes. COMMENTS
ARE LIMITED TO THREE (3) MINUTES PER SPEAKER. Thank you for your cooperation.
The Library Board President will read successively the items of business appearing on the Agenda. As
she completes reading an item, it will be ready for Board discussion or action.
MARY GIUSTI
President
LIRU CHIN
Vice President
CLAIRE RAMSEY
Secretary
HECTOR CAMACHO
Member
DIANE HUDDLESTON
Member
In accordance with California Government Code Section 54957.5, any writing or document that is a public record, relates to an open session agenda
item, and is distributed less than 72 hours prior to a regular meeting will be made available for public inspection at the City Clerk's Office in City
Hall. If, however, the document or writing is not distributed until the regular meeting to which it relates, then the document or writing will be made
available to the public at the location of the meeting, as listed on this agenda. The address of City Hall is 400 Grand Avenue, South San Francisco,
California 94080.
Call (10 + days prior to event) to request sign language or other accommodation.
Please refrain from wearing scented products to programs.
AGENDA
SOUTH SAN FRANCISCO PUBLIC LIBRARY BOARD OF TRUSTEES
Tuesday, April 25, 2023
Main Library Auditorium
840 West Orange Avenue
6:00 PM
I. CALL TO ORDER
II. ATTENDANCE
III. APPROVAL OF MINUTES: February 28, 2023 Library Board Meeting
IV. PUBLIC COMMENTS (limited to 3 minutes per speaker)
V.
VI. COMMUNICATIONS
a) Circulation, Reference Questions & Literacy Services Statistics (Attachment #1)
b) Library Articles, Issues & Programs (Attachment #2)
c) Board Attendance Chart (Attachment #3)
VII. OLD BUSINESS
a) Library | Parks and Recreation Center Update
b) Library/Parks and Recreation Joint LPR Strategic Plan Update
VIII. NEW BUSINESS
a) Fiscal Year 23-24 Library Department budget requests (Attachment NB-A)
b) Discussion and Changes for 2023-24
(Attachment NB-B)
c) Plans for Library Closure and Move
IX. AGENDA BUILDING for May 23, 2023 meeting
a) Plans for Library Closure and Move update
b) Review of Boards and Commissions meeting attendance procedures
c) New Staff introductions
X. FEATURED ANNOUNCEMENTS
a) Support the South San Francisco Public Library Friends of the Library during their Pop-Up Book
Sale Friday, May 5th through Sunday, May 7th during Library operating hours in the
Makerspace. Purchase the standard size plastic shopping bag for $5 and you fill the bag with
books, hard cover and paperback, to take home for some great reading!
b) The South San Francisco Public Library Book Club meets virtually via Zoom on the third Tuesday
of each month at 6:00 PM. The May book club selection is Crying in H Mart by Michelle Zauner.
Please email [email protected] for the Zoom link.
c) In honor of AAPI and Mental Health Awareness month, join author and artist Kenneth Tan for a
th
class in meditative drawing on Saturday, May 20 at 3:00 PM in the Main Library.
thth
d) Holiday closure: All library facilities will be closed Sunday, May 28 and Monday, May 29 in
observance of Memorial Day.
XI. GOOD AND WELFARE
XII. ADJOURNMENT
XIII. NEXT MEETING: Date and Time: Tuesday, May 23, 2023 6:00 pm
Place: Main Library Auditorium
840 West Orange Avenue
South San Francisco, CA 94080
South San Francisco Public Library Board of Trustees
Meeting Minutes
February 28, 2023 Main Library Auditorium
CALL TO ORDER
The meeting was called to order at 6:00 P.M. via Teleconference meeting (Zoom).
ATTENDANCE
Library Trustees present: Hector Camacho, Liru Chin, Mary Giusti, Diane Huddleston and Claire
Ramsey. Library Staff present: Valerie Sommer, Library Director; Adam Elsholz, Assistant
Library Director; and Elia Moreno, Administrative Assistant II. Guests: Kumkum Gupta.
APPROVAL OF MINUTES
Motion to approve the minutes as presented from the January 24, 2022, meeting was made by
Library Board Member, Diane Huddleston, and seconded by Liru Chin, Vice President. All
members in attendance were in favor.
PUBLIC COMMENTS
COMMUNICATIONS:
a) Circulation, Reference Questions & Literacy Services Statistics (Attachment #1)
b) Library Articles, Issues & Programs (Attachment #2)
c) Board Attendance Chart (Attachment #3)
OLD BUSINESS
New Main Library and Parks & Recreation Community Center Project Update
Construction of the Community Civic Campus is moving along quickly. Grand opening continues
to be scheduled for early September. All equipment, furniture, etc are on order and are expected
to be delivered on time. The Main Library will be closing mid to late June to begin moving. Book
shelving will be installed by mid-July. Tri Counties Bank has pledged to donate $25,000 to the
South San Francisco Public Library Foundation.
Library Strategic Plan Update
A joint, Library and Parks and Recreation, strategic plan is being planned to maximize use of the
new building. An RFP will be budgeted for this fiscal year, but funding will not be used until the
2023- 2024 fiscal year. Staff hopes to cover topics that will help plan and provide programming to
the community involving wellness, literacy, education, fitness, exploration, enrichment,
technology and more.
South San Francisco Public Library Board of TrusteesPage 2MeetingMinutes February 28, 2023
NEW BUSINESS
Pending Staffing Requests Update for New Main Library
Library Director, Valerie Sommer, updated the Library Board of Trustees on the pending staffing
requests for the New Main Library. Library was approved to start recruitments for the following
hourly positions during the mid-year budget approvals: Library Assistant II, Library Clerk and
Office Specialist. Full-time positions were not approved for the mid-year budget and will be
presented for 2023- 2024 fiscal year budget.
Recommendations to City Council to Name Third Floor Adult Library in the New Library as the
Jackie Speier Commons
Jackie Speier was a South San Francisco resident and has continued to support City programs
throughout the years. As local Congresswoman, one of her last initiatives in 2022 was securing
$1.5 million dollars in federal funding to support the new Library | Parks and Recreation Center.
In recognition of her service, the Library of Trustees recommends naming the library wing, on the
third floor of the new building, in her honor. Exact wording for this naming is TBD.
AGENDA BUILDING
New Community Civic Center Campus Update; Fiscal Year 2023 2024 Budget
ANNOUNCEMENTS
-dyed socks
th
, 3:00 PM at the Main Library. Supplies are
limited; please bring your own pair of white socks to ensure fit.
enough it seems that we find evidence of this every year in the library. Help us catch them in the
th
act! Join us on Wednesday, March 15 at 4:00 PM in the Library Makerspace to design, build and
decorate a leprechaun trap. All materials will be provided.
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Explore and learn about the natural habitat of Sign Hill on Saturday, March 18, 10:00 AM.
Experience a nature walk provided by Parks and Recreation and enjoy stories and a drawing
activity provided by the Library.
GOOD AND WELFARE
ADJOURNMENT
There being no further business, the meeting was adjourned at 6:32 P.M.
Respectfully Submitted:
Claire Ramsey, Library Board of Trustees Secretary
Valerie Sommer, Library Director
1A
ATTACHMENT
112
2234
12.5
Volunteers
Total Volunteers Program
# of ADULT Vol# of total hrs (adult)# of MINOR Vol# of total hrs (minor)Total # VolunteersTotal Vol Hours
3012
23.565.5
# hours
7622
45456610
177250
# hours
# Attended
Age 12-18
Literacy Services
7655
14276474
995995
Monthly Statistics - February
# Attended
# programs
Age 6-11
Youth Totals
Collaboration Total
CLC Programs Total
Community Learning Center
CLC Adult Programs
Youth - CLC Programs Attendance
Homework ClubTeen Work Exp ProgramAdult ClassesCreative CenterTutoring Collaborations ReferalsBay Ed FundWider CircleFamilias Tomando Accion
1A
00
39176440
116
# of
276
Attendees
ATTACHMENT
44000
15
23
> 5
# Children
30
38153120
0-5
107
# Children
0
6320103320
#
146
Adults
0
5319124429
157
# of BookMaterials
000002
#
2
Online
341030
#
11
in person
341032
Literacy Services
13
# of
Monthly Statistics - February
Programs
Total
PROJECT READ
Family Programs
Learning Wheels - SSF Learning Wheels - San BrunoLearning Wheels - ColmaLearning Wheels - Daly CityMy First Years SSFMy First Years Virtual - SSF/SB/DC
6127
67
1A
Total Registrants
Actual Ages 4 -12
ATTACHMENT
Target Audience Juv (6-11)YA (12-18)YA (12-18)YA (12-18)YA (12-18)Adult (19+)Adult (19+)Adult (19+)Adult (19+)Adult (19+)Juv (6-11)Adult (19+)Adult (19+)Adult (19+)General (all ages)
Type of Program LiteracyLiteracyLiteracyLiteracyLiteracyDigital/LiteracyDigital/LiteracyDigital/LiteracyDigital/LiteracyDigital LiteracyChildrens ServicesCollaborationDigital Literacy/
CollaborationPassiveDigital/Literacy/Collaboration
Staff Host Mary Ann CordovaMary Ann CordovaMary Ann CordovaMary Ann CordovaMary Ann CordovaXochitl CervantesXochitl CervantesXochitl CervantesXochitl CervantesXochitl CervantesXochitl
CervantesXochitl CervantesXochitl CervantesXochitl CervantesXochitl Cervantes
6127525
36424942446664
995
attendance)
# of Participants (total
Program TypeIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person,
OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, Onsite
1113344674121
1810
Days
FebruaryFebruaryFebruaryFebruaryFebruaryFebruaryFebruaryFebruaryFebruaryFebruaryFebruaryFebruaryFebruaryFebruaryFebruary
Date/Time
Content Title Homework Club programTeen Internship OrientationTeen Internship OrientationTeen Internship OrientationTeen Internship ProgramBasic English Lab 2Basic Computer ClassBasic
English Lab 1CitizenshipComputer TutoringCreative CenterBay Ed FundWider CircleOpen Computer LabFamilias Tomando Accion
1B
ATTACHMENT
112
122234
Volunteers
Total Volunteers Program
# of ADULT Vol# of total hrs (adult)# of MINOR Vol# of total hrs (minor)Total # VolunteersTotal Vol Hours
1454
29.510.5
1076
# hours
Total
7628
656555
119181
# hours
# Attended
Age 12-18
Literacy Services
Monthly Statistics - March
57
1426581371
10111011
# Attended
# programs
Age 6-11
Youth Totals
Collaboration Total
CLC Programs Total
Community Learning Center
CLC Adult Programs
Youth - CLC Programs Attendance
Homework ClubTeen Work Exp ProgramAdult ClassesCreative CenterTutoring Collaborations ReferalsBay Ed FundWider CircleFamilias Tomando Accion
1B
00
11165981
179
# of
346
Attendees
005000
ATTACHMENT
5
> 5
# Children
520
952840
0-5
170
# Children
690
843141
#
171
Adults
60
123040
107
195
# of BookMaterials
000000
#
0
Online
431034
#
15
in person
Literacy Services
431034
Monthly Statistics - March
15
# of
Programs
Total
PROJECT READ
Family Programs
Learning Wheels - SSF Learning Wheels - San BrunoLearning Wheels - ColmaLearning Wheels - Daly CityMy First Years SSFMy First Years Virtual - SSF/SB/DC
1B
85
673937462611
Total Registrants
ATTACHMENT
Target Audience Juv (6-11)YA (12-18)Adult (19+)Adult (19+)Adult (19+)Adult (19+)Adult (19+)Adult (19+)Adult (19+)Juv (6-11)Adult (19+)
Type of Program LiteracyLiteracyDigital \\LiteracyDigital \\LiteracyDigital \\LiteracyDigital \\LiteracyDigital LiteracyCollaborativeCollaborativeChildren ServicesLab
Staff Host Mary Ann CordovaMary Ann CordovaXochitl CervantesXochitl CervantesXochitl CervantesXochitl CervantesXochitl CervantesXochitl CervantesXochitl CervantesXochitl CervantesXochitl
Cervantes
73
6535242238581355
1011
attendance)
# of Participants (total
Program TypeIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person, OnsiteIn-Person,
Onsite
343472153
1818
Days
MarchMarchMarchMarchMarchMarchMarchMarchMarch
March March
Date/Time
Content Title Homework Club programTeen Internship ProgramBasic Computer ClassEnglish Lab 1English Lab 2CitizenshipTutoring: TechnologyBay Ed FundWider CircleCreative CenterOpen Computer
Lab
CCCCC
Mar'23
3
PPPPP
Feb'23
ATTACHMENT
PPPPP
Jan'23
CCCCC
Dec'22
PPPPA
Nov'22
PAPPP
Oct'22
PPPPP
Sep'22
PPPPP
Aug'22
APPPP
July'22
APPAP
June'22
PPPPA
May'22
PPPPP
Apr'22
PPPPP
Mar'22
ATTENDANCESOUTH SAN FRANCISCO BOARD OF LIBRARY TRUSTEES
March 2022 to March 2023
NAMEHector CamachoLiru ChinMary GiustiDiane HuddlestonClaire RamseyA = AbsentP = PresentC = Cancelled
A
2/23/2023
Funding Source
-
G/FG/FG/FG/FG/FG/FG/FG/F
NB
Department:
ATTACHMENT
Justification/Purpose
Per a special request, purchased on one-time basis in fy 22-23; request to renew in 23-24, ongoingPer a special request, purchased on one-time basis in fy 22-23; request to renew in
23-24, ongoingThis amount is the remaining funds reduced in fiscal year 20-21 due to COVIDIncrease in JPA costs for PLS network, book delivery, etc.Staff business cards and envelopes
need to be updated with new address and stepstools are needed for LPR to assist in accessing collectionsPerformers, supplies for activities, books for Learning Wheels to distribute,
and promotional itemsFurniture is over 20 years old and no longer functionalLibrary cards, for public, will need to be replaced to show LPr address/phone, etc
Limited
(YR ends)
Limited
One time/ Ongoing/
OngoingOngoingOngoingOngoingOne-timeOne-timeOne-timeOne-time
Description of Item/Service
Access to science periodicalsAccess to digital science periodicals and WSJBooks and A/V materialsPLS Cost IncreasesAddress change on cards/stationaryLPR Grand OpeningCLC lobby & computer
lab furnitureLibrary Cards
$2,700
$18,567
5,500.004,000.00
18,108.0011,712.0010,000.0020,000.00
ВЉͲЎБА͵ЉЉ
Cost
υ
-------
Object Description
Books & Print MaterialsDigital SuppliesBooks & Print MaterialsPLS/PLAN IncreasesOperating SuppliesLPR Grand OpeningMaintenance and Operating EquipmentOperating Supplies
Object
50225019502250045021506150515021
Program
1521015230152101511015110151101543015110
Fund
100100100100100100100100
Type
Cźƭĭğƌ ĻğƩ ЋЉЋЌΏЋЍ .ǒķŭĻƷ wĻƨǒĻƭƷ Ώ {ǒƦƦƌźĻƭ ğƓķ {ĻƩǝźĭĻƭ
ƚƷğƌ .ǒķŭĻƷ ƩĻƨǒĻƭƷ
ExpenseExpenseExpenseExpenseExpenseExpenseExpenseExpense
A
-
NB
Justification/Purpose
ATTACHMENT
With public service points expanding to three floors in the new Library, plus a standalone tech center, Librarian skills in reference, tech-teaching , programming, reader's advisory,
cataloging, and providing engaging and accessible lifelong reading, literacy, and learning opportunities is of premium value.With public service points expanding to three floors in
the new Library, plus a standalone tech center, the f/t Library Assistant II is a "lead" for expanded and new service points, Discovery Center programs, general operations, and supervision
of hourly staff and volunteers.Patron Services Manager - This position used to exist and was given up during a reorganization necessary to accommodate position cuts during the recession.
This position will allow the necessary coordination and supervision needed to staff 3 floors of public services areas including the Discovery Center.If the f/t Library Assistant II
is not funded, hourly staff will be needed to provide similar services to keep the Library's 7-day schedule , including evenings, operations running and service desks staffed.If the
f/t Librarian II position is not funded, hourly staff is requested to "backfill" f/t Librarians on the service desks in order to free them up to provide and expand special programming
and services to our community (recruitment of p/t hourly Librarians is difficult)Restore public services lost in previous cuts to add back Wednesday evenings and Thursday mornings
and longern Sundays to better align open hours with the new facility and provide a schedule that is a more consistent customer focused schedule.
Date:
75,706.5197,845.8290,847.82
163,440.71 126,459.42 213,751.88
768,052.16
-----
(a) + (b)
Total S & B cost
$ $ $
$
$ $ $
(b)
5,860.11 7,573.82 7,032.14
-----
69,557.8353,819.1790,969.48
234,812.54
Total
benefits
$
0.74090.74090.74090.08390.08390.0839
Benefit rate
Choose Department
Category
Department:
FT - Non Public SafetyFT - Non Public SafetyFT - Non Public SafetyHourly or PT RegularHourly or PT RegularHourly or PT Regular
(a)
93,882.8872,640.2669,846.4090,272.0083,815.68
122,782.40533,239.62
Total
Salary
-----$
208020802080208020802496
2080)
Hours (F/T
#N/A#N/A#N/A#N/A#N/A
45.1434.9259.0333.5843.4033.58
23/24 Hourly rate
4.00%4.00%
Hourly rate
increase % per
MOU for 23/24
Rate 43.443.4
#N/A#N/A#N/A#N/A#N/A
33.5859.0333.5833.58
22/23 Hourly
Step
Step 3Step 3Step 3Step 3Step 3Step 3
X225X670X225
A240A215
M235
Job Code
Position Title
Librarian IILibrary Assistant IILibrary Program ManagerLibrary Assistant II - HourlyLibrarian II - HourlyLibrary Assistant II - Hourly
(A)
Object
400140014001400240024002
Program
152301521015110152101523015210
Fund
Fiscal Year 2023-24 Budget Request - PayrollAdd PositionPayroll Cost Increase
100100100100100100
ATTACHMENT NB-B
S taff R eport
DATE:April 25, 2023
TO:LibraryBoard of Trustees
FROM:Valerie Sommer, Library Director
SUBJECT:Motion to Approve Library Department Master Fee Changes for Fiscal Year
2023-2024
RECOMMENDATION:
It is recommended thatthe Library Board of Trustees approve a Motion to change the
Master Fee Schedule for 2023-2024 and submit the changes to City
Council for consideration.
BACKGROUND:
The City of South San Francisco last conducted a formal fee study in2016. An interim update was
scheduled for 2020; however, due to the COVID-19 pandemic this study was put on hold. The
purpose of a cost of services study is to evaluate and determine the full cost (direct and indirect) of
providing a variety of city services. The Matrix Consulting Group analyzed the cost-of-service
relationships that exist betweenfees for service activities in City service areas, including the
Library Department. True cost components considered includedirectFiscal Year 2023 budgeted
salaries, benefits and allowable expenditures as well as departmental, clerical, and Citywide
support, and, in the LibraryAs staffing and materials costs have risen, it
is reasonable to consider increases in fines and fees.
Fines and fee changes from Matrix Consulting Group are attached to this staff report. Several
recommended changes arecosts set by the Peninsula Libraries Automated Network and cannot be
changed withoutlibrary systemwide approval. After careful consideration, Library staff
recommends threechangesbe approved by Library Board, with two increases and one fee
decrease. The recommended decrease is in lowering thecostforcolor printouts to $.35. The
current $.50per color copy chargeisthe highest in the Peninsula Library System and is not
justified by actual cost of paper and ink.It is also a significant barrier to patrons needing color
copies.
Werecommend increasesin the Interlibrary Loan (ILL) fees, currently set at $3.00 per item for
SSF residentsand $5.00 for nonresidents. We receive approximately 15 such requests per year;
increasingthe fee to thefee studys finding of $22 for both would be a 340%increasefor residents
and 214%increase for nonresidents. Thesuggestionis an increaseof133%to $7.00 for residents
and anincrease of 80% to $9.00 for nonresidents. Although ILL requests require a greater degree
ofstaff-handlingthan in-library system requests, it makes sense to keep these feesreasonablylow.
In many cases, ILLservice is acost-effectivemethod of obtainingmaterials not held by local
libraries; were we to purchase these requestedmaterials, our purchase cost and staff processing
cost wouldbe higher thanour internal processes and procedures for ILL requests and handling.
We also recommend increasing the costto replace broken CD, DVD, etc. packagingby $.50 to
Staff Report
ATTACHMENT NB-B
Subject:Motion to Approve theLibrary Departments Master Fee Schedule Changes for Fiscal
Year 2023-2024
Date:April 25, 2023
Page:2
$2.50 per replacement item. Thefee is infrequently applied; these items are heavily used; they
wear out and break over timeand it is difficult to assign blame.As supplies costs have increased,
applyinga reasonable $2.50replacement fee, rather than increasingto $3.00per feestudys
recommendation is preferable.
FUNDING:
Thiswill have minimalimpact on overallfines and fees revenue inFiscal Year2023-2024.
CONCLUSION:
Oncethe Library Boardof Trustees reviews suggested Master Fee Changes for Fiscal Year2023-
2024 and approves a Motion to accept the changes, the Boardsrecommendationwill be
forwarded to City Council for their reviewand approval as partof the CitysFiscal Year 2023-
2024 budget.
By: _________________________
Valerie Sommer
Library Director
Attachments
SSF LibraryRecommended Fee Chart for Fiscal Year 2023-2024
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