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HomeMy WebLinkAbout2017.03.28 @6:00 e-packet AGENDA SOUTH SAN FRANCISCO PUBLIC LIBRARY BOARD OF TRUSTEES Tuesday, March28,2017 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 PMin 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 noton 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. DIANE HUDDLESTON President CISCA HANSEN Vice President VALERIE LAMBERTSON Secretary PAT FITZPATRICK Member ROBERT TURNBERG Member In accordance with California Government Code Section 54957.5, any writing or document that is a public record, relates to anopen 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, March28, 2017 Main Library Auditorium 840 West Orange Avenue 6:00 PM I.CALL TO ORDER II.ATTENDANCE III.PLEDGE OF ALLEGIANCE IV.APPROVAL OF MINUTES:February 28, 2017Library Board Meeting V.PUBLIC COMMENTS (limited to 3 minutes per speaker) VI.LIBRARY DIRECTOR’S REPORT VII.COMMUNICATIONS a)Reference Questions, Circulation & Reference Statistics (Attachment #1) b)Library Articles, Issues & Programs(Attachment #2) c)Library Website (screenshot) (Attachment #3) d)Board Attendance Chart (Attachment #4) VIII.OLD BUSINESS a)Library Openings and Recruitments Updates b)New Main Library/Community Center Planning Update(OB –1) IX.NEW BUSINESS a)Monthly Literacy Program Statistics Chart(NB –1) b)Proposed Budget Narrative 2017 –2019 (NB –2) X.AGENDA BUILDING XI.FEATURED ANNOUNCEMENTS a)The Main Library will be hosting an all-day Hackathon! Experiment and learn about technology st with Hack the Future all day, on Saturday, April 1in the Main Library auditorium. b)Financial Literacy Month is April! Join the South San Francisco Public Library for a series of programsincluding a presentation by H&R Block, Start2Save by Project Read and a Kids Money Smart story time. th c)National Library Week begins April 9and will close with an all-day Library Open House on th April 15.Programs will be happening all week. d)Celebrate el Dia de LosNiñoswith a special, bilingual magic show from ChiquyBoom the th clown! Join the fun at the Grand Avenue Library on Saturday, April 29beginning at 11:00 AM. XII.GOOD AND WELFARE XIII.ADJOURNMENT XIV.NEXT MEETING:Dateand Time:Tuesday, April25, 2017, 6:00pm Place:Main Library Auditorium South San Francisco Public Library Board of Trustees Unapproved Minutes February 28, 2017Main Library CALL TO ORDER The meeting was called to order at 6:00P.M. on the main floor of the Main Library; the elevator was out-of-order. ATTENDANCE Library Trustees present:Diane Huddleston, Cisca Hansen, Valerie Lambertson, Pat FitzPatrick andRobert Turnberg.Library staff present: Valerie Sommer,Library Director; Adam Elsholz, Assistant Library Director andElia Moreno, Administrative AssistantI. Guest: Kumkum Gupta. APPROVAL OF MINUTES A motion to approve the minutes of the regular January 24, 2017meeting was made and seconded. A vote was taken and the minuteswere approvedas presented. PUBLIC COMMENTS Kumkum Gupta thanked Library Director Valerie Sommer for herpresentationof theLibrary Departmentupdateto City Council. She is very impressed with all the different programs available to patrons.Kumkum also suggested there be a “Lawyer in the Library” presentation that surrounds the topic ofimmigration.In addition, Mrs. Guptaexpressed appreciationthat high school volunteers are active and involved in the library’s technologysessions and services. DIRECTOR’S REPORT The Boardreviewed the Director’s Report.The event programming spreadsheet is very helpful to all board members. Corrections on programswere noted and will be corrected.The title of the recurring program schedule will change from “Recurring Storytime Schedule” to “Recurring Schedule”and include the weekly English Conversation Class at Grand Library. COMMUNICATIONS: a)Reference Questions, Circulation & Reference Statistics (Attachment #1) b)Library Articles, Issues & Programs (Attachment #2) c)Library Website, copy (Attachment #3) d)Board Attendance Chart (Attachment #4) OLD BUSINESS Library Openings and Recruitments South San Francisco Public Library Board of TrusteesPage 2Unapproved Minutes –February 28, 2017 Anna Taloma and Anissa Malady continue as ActingLibraryProgramManagers, while the 2 Library Manager positions remain open. Oral Board Interviewsare scheduled for March 1, 2017. nd The mid-year budget approved at the February 22City Council meeting includes Library staffingrequestsof apermanentincrease of hours for2 Library Assistants,as well asa position reclassification from Library Assistant II to a Librarian I. Adam did a great job hiring a handful of bilingualhourlyLibrary Assistants for Grand Avenue Library. New Main Library / Community Center Planning Update Measure W meetings now occur biweekly. Thesearch for a design team will commence this summer. There has been conversation about hiringa“master designer”who can coordinate a sense of cohesion and compatibility in the overall civic community center facilities.The City Manager’s Office and the Economic and Community Development Department are overseeing environmental impact studies, including traffic/transportation, noise and geology/soils of the properties. NEW BUSINESS Motion to Approve Changes to the Master Fee Schedule 2017 –2018 An updated Master Fee Schedule was given to the Library Board during the meeting. The changes indicated recommendations from a City fee study, including theremoval of supplies and charges set by the Friends of the Library and the removal charges for digital and print copies of History Room photographs. The research and obituary fees are currently still being assessed by the City Attorneyand may be removed; Library Board pre-approved any changes identified by the City Attorney.A motion to approve the revised 2017 –2018 Master Fee Schedule was made, seconded and approved. Reference Questions Sampling Presented by Nicole Cuadra Library Manager Nicole Cuadra presenteda new method to collect Reference statistics. The proposed method would changefrom the use of daily“hash mark” recordings of reference transactions, to a newtracking form which will be used on a quarterly basis and used to estimate a full year of reference transactions. This is an allowable methodfor collecting reference statistics for the California State Library’s annualstatistical report, and it is thought this method helpsstaff be more mindful of recording these transactions when promoted during a specific timeframe. Starting July 1, reference statistics will be included in the Library Board packet on a quarterly basis. AGENDA BUILDING Draft Budget Narrative; Guidelines for Grand Ave. Library Meeting Room;Guidelines for Main Library Auditorium Use;New Main Library/ Community Center Planning Update; Library Openings and Recruitments. ANNOUNCEMENTS The Asian Art Museum will be making a presentation on Saturday, March 4 at 2:00 PM. South San Francisco Public Library Board of TrusteesPage 3Unapproved Minutes –February 28, 2017 The African American Storytelling with Kirk Waller had an attendance of 45 –50 people. March is scanning month.In order to help contribute to the Historical Society and to the Library’scollective archives,both libraries will be hosting scan-a-thons on March 11at Main and March 25 at Grand.A slideshow of the collected photos will be presented at the Plymire - Schwarz Open Housefrom 11 –2 onSaturday, May 20. We are also asking for photos of SpruceElementary School for a slide show presentation at the 100-Year Anniversary Event at Spruce, scheduled from 10 –1 on Saturday, April 22. GOOD AND WELFARE The Library Board of Trustees commends Valerie and Adam for an excellent presentation made at the City Council Meeting on Wednesday, February 8. ADJOURNMENT There being no further business, the meeting was adjourned at 6:37P.M. Respectfully Submitted: Valerie Lambertson, LibraryBoard of Trustees Secretary Valerie Sommer, Library Director Attachment 2 Master Fee Schedule 2017/2018 CHANGES APPROVED BY THE LIBRARY BOARD OF TRUSTEES ONFEBRUARY 28, 2017 LIBRARY DEPARTMENT Damaged and Missing Materials(See also Lost, Replacement Charges) Unless noted otherwise, all fees became effective on July 1, 1993 AV Materials (contents or item damage)Actual cost of each item, plus a processing fee. \[June26,2002 R:63-02\] CD/DVDcases, replacement of lost or damaged Per Case $1.62each \[June 22, 2005 R:72-2005\] Liner notes, cover sleeves$2.00 each Missing book, DVD, etc. from set Proratedcost of set, plus processing fee Missing, CD – from audio bookProrated cost of set, plus processing fee \[June 9, 2004 R:53-2004\] vendors that offer replacement Books Actual cost of each item, plus a processing fee. EquipmentActual cost of each item, plus a processing fee. Fines for Overdue Materials – Adult Borrowers Adult Materials, Books, audio, video, $0.25 daily; $8.00 maximum per item. \[June 22, 2005 R:72-2005\] magazines, DVDs, etc. Children's Materials –books, audio, video, $0.15 daily; $3.90maximum per item. \[June 11, 2003 R:48-02\] magazines, DVDs etc. (only affects adult borrowers) Attachment 2 Lost, Replacement Charges Books, AV, equipment, etc.Actual cost for each item, plus a processing fee. Note: Rare/Out-of-Print materials – charges may reflect current value, whichever is higher amount. \[June 9, 2004 R:53-2004\] Magazines --See processing fee belowActual item cost, plus a processing fee. Processing Fee (Peninsula Library Automated Network policy) applies to all materials. Catalogued materials$5.00 each Generic materials$2.00 each Refunds for lost and paid Library materials will be made within 90 days of payment, and only for items not more than 1 year overdue. Lost and paid audiovisual pieces/partsare not refundable. Refunds will be made for items paid for at a South San Francisco Public Library. An SSF payment receipt must accompany refund requests. The processing fee is non-refundable. Refunds are processed through the Finance Department and mailed to the patron. Refunds can takeup to 1month to process.\[June 13, 2007R:57-2007\] Miscellaneous Charges Past due patron accounts referred to a$10.00 per referral \[June 28, 2000; R:77-00\] collection agency PayPal Convenience Fee (for processing $0.50 per transaction online financial transactions for fee-based services such as Interlibrary Loan requests and obituary searches) Black & White Computer Printouts$0.15 per sheet \[June 9, 2004; R: 53-2004\] Color Computer Printouts$0.50 per sheet \[June 9, 2004; R: 53-2004\] History Book –SSF$5.00 each. \[June 22, 2005 R:72-2005\] Postcards --SSF, 3.5" x 11", black & white$0.50 each. –b&w; $1.00 –color \[June 22, 2005 R:72-2005\] or color. Microfilm Copies$0.25 each \[July 14, 1999; R: 101-99\] Photocopy$0.20 per page \[June 11, 2003, R: 48-2003\] Postcard, IDPrice set by United States Postal Service Out of County Reserve/Interlibrary Loan$3.00 for SSF residents; $5.00 for non- residents collected at the time the reserve is placed.\[June 13, 2007; R: 57-2007\] Returned Check, Insufficient FundsSee Finance DepartmentSection in Master Fee Schedule USB Drives Actual Cost of unit Field Trip FeeActual cost of transportation & admission. \[July 22, 2009; R: 73-2009\] Attachment 3 Attachment 4 Attachment OB - 1 P.O. Box 711 (City Hall, 400 City of South San Francisco Grand Avenue) South San Francisco, CA Legislation Details (With Text) File #:Name: 17-280 Type:Status: Staff ReportAgenda Ready - Administrative Business File created:In control: 3/8/2017Measure W Subcommittee On agenda:Final action: 3/15/2017 Title: Report regarding Measure W Community Civic Campus delivery option recommendation. (Marian Lee, Assistant City Manager and Dolores Montenegro, Kitchell Program Manager) Sponsors: Indexes: Code sections: Attachments: 1. Project Delivery Approach March 2017 DateVer.Action ByActionResult ReportregardingMeasureWCommunityCivicCampusdeliveryoptionrecommendation. RECOMMENDATION It is recommended that the Measure W Subcommittee review the information in this report. There are no actions for consideration at this time. This is an information item only. BACKGROUND/DISCUSSION SinceJanuary2017,KitchellhasbeenworkingwiththeCity’sMeasureWCommunityCivicCenter internalworkingteamcomprisedofdepartmentdirectorsandkeystaffinevaluatingvariousoptionsfor projectdelivery.Determiningthebestdeliveryoptionisanimportantdecisionwhenembarkingonany large scale/complex construction program/project. Inalldeliveryoptions,therearethreepartiesinvolved:theowner(CityofSouthSanFrancisco), designer(tobeselected),andbuilder/contractor(tobeselected).Itisimportanttochooseadelivery methodthatbestmeetstheuniqueneedsofeachownerandtheirproject(s).Thedeliveryoptions considered include: Design-Bid-Build (DBB) Construction Manager at Risk (CMAR) Design-Build (DB) Insummary,DBBiswidelyusedforprojectswhereanownerwantsgreatercontrolovertheentire process.TheDBBprocessismostcommonlyusedprocurementmethodbypublicentities,becauseit generatesmaximumcompetitionamongstcontractors.CMARisusedwhenthereisaneedforearly involvementbythebuilderandearlyknowledgeofprojectcosts.CMARcanalsoresultinfaster deliveryofaproject.DB,alsoknownasintegratedprojectdelivery,isusedwhenanownerwantsthe advantageofworkingwithdesignersandcontractorasasingleentity.DBrequiresconstruction guaranteeatthedesignstageandtheownerisabletodirectperformancerequirementsand specifications for the project(s). BasedoninputfromtheworkinggroupandexperiencebyKitchell,therecommendeddeliveryoption fortheLibraryandRecreationfacilityisDBB.Forthisbuilding,theCitywouldobtainamasterarchitect City of South San FranciscoPage 1 of 2Printed on 3/10/2017 powered by Legistar™ Attachment OB - 1 File #:17-280,Version:1 firsttoprepare100%designunderCitydirection.ThentheCitywouldprocureacontractortobuildthe facilitythroughacompetitivebiddingprocess.ThekeyreasonsforselectingtheDBBmethodis becausethismethodprovidestheCitywiththegreatestcontrolovertheentiredesignprocessthatcan maximize community input and discussion. ForthePoliceandFirestations,thebestdeliveryoptionisDB.Forthesebuildings,theCitywould ultimatelyobtainonedesignandbuildteamtobothprepare100%designandconstructtheproject. ProcuringtheDBteamwouldincludeprequalifyingDBteamsthenselectingtheDBteamwiththebest value.TheDBcontractmustrequireanenforceablecommitmentforhiringaskilledandtrained workforce.ThekeyreasonforselectingtheDBmethodistomaximizebuildingperformancewhile knowingtheprojectcostandscheduleupfrontandtransferringtheriskbetweenthedesignerandthe builderfromtheCitytotheDBteam.Asapre-cursortoissuingaDBpackageforthePoliceandFire stations,wewouldfirstobtainamasterarchitecttoprepareapproximately15%designunderCity direction.ThiswillallowtheCitytosetthe“bones”ofthebuildingbeforeprocuringaDBteamto completethedesignto100%andbuild.Pleasenote,ifafter15%design,theCitydoesnotwantto pursueDB,thearchitectcanfinishthedesignandtheCitycancompletetheprojectusingthe traditional DBB approach. Thepowerpointpresentationattachedidentifiesthedeliveryoptionsreviewedandthe recommendation.DoloresMontenegrofromKitchellwillpresenttheattachedmaterialsatthe Subcommittee meeting. Next steps related to procuring the master architect are as follows: Prepare Draft RFQ/P for Architectural Service - April/May 2017 Issue RFQ/P - June/July 2017 Select Architectural Team - October 2017 Begin Design - November 2017 FUNDING There is no funding impact. This is an information item. CONCLUSION ItisrecommendedthattheMeasureWSubcommitteereviewtheinformationinthisreport.Questionsand feedback from the Subcommittee is being requested by staff. Attachment: Powerpoint Presentation Project Delivery Recommendation City of South San FranciscoPage 2 of 2Printed on 3/10/2017 powered by Legistar™ Attachment NB - 1 COMMUNITY LEARNING CENTER- February 2017 Pre KK - 56th - 12thTTL Youth Progs CLC Program# of Programs# Attended# of Programs# Attended# of Programs# Attended Creative Center1240 HWC181,071 Start Now`714# of Programs# Attended Total 00371,12500371,125 Adult Programs CLC Program# of Programs# Attended Computer Class411 Computer Lab725 Spanish Language Lit812 Total 1948 Collaborations# of Programs# Attended SSF Adult Ed - ESL310 SSF Citizenship476 Police Academy484 Total 11170 Internal Fac Use# of Programs# Attended TOTAL ADULT PROGRAMS # of Programs# Attended Total 0030218 Volunteers # of ADULT Volunteers5TOTAL Volunteer # of total hours44.812 # of MINOR Volunteers7TOTAL Volunteer Hours # of total hours86.7131.5 Other # Ref Quest. PROJECT READ LW, Nut., & Sci# of Programs# Adults# Chldrn 0 -5# Chldrn > 5 TOTAL # TOTAL Youth Progs SSF7937795265 San Bruno4655329147 # of Programs# Attended Colma LW/Nut/ Sci391324214454 Daly City0Special Program Total 1416713115645400 SPECIAL PROGRAM 0 OTHER PROGRAMS # of Programs# Adults# Children 0 - 5# Children > 5TOTAL #TOTAL ADULT PROGRAMS FWB 0 VITA 87979 # of Programs# Attended Book Club 133982 Total 9820082Special Program SPECIAL PROGRAM 000 -- Description: FWB Vol. -- Volunteer hours: 0 TutorsLearners TOTAL Volunteer Hrs. Continuing 59132435 + 144 VITA=579 New 11 Drop (use - sign) -2-2 TOTAL Active 58131 # attended# attendedReference ? PR/CLC TTL OTHER INFO Orntns/Trngs 004 Waitlisted 5 Rec'd Materials -- Description: Project Read Volunteer Statistics -- Volunteer Hours 579 # Ref Quest.5 --Description: Project Read Volunteer Statistics Detail GED at Jefferson Adult School Daly CityDaytime15volunteer hours Evening0volunteer hours Total15 Tutoring Program (Non GED) 3 hrs./week avg x 4 wk/ month x __ 35420volunteer hours TOTAL VOLUNTEER HRS (instructional):435 Other:New Tutor Training hours0volunteer hours VITA144 TOTAL VOLUNTEER HRS Combined:579volunteer hours Description: VITA HoursWeds 4 sessions at 16 vol hrs=64Sat. 4 sessions at 20 vol hrs=80 vol hrs total=144 hr144 hrs. Attachment NB- 2 LIBRARY Mission Statement:South San Francisco Public Library is actively committed to providing access to the best possible combination of library materials and services to meet the informational, educational, and recreational needs of our multicultural community in a professionalmanner with a human touch. The Department supports its mission to the City through: Instruction, assistance and access to informational, recreational and educational resources via the library’sprint, audio visual, electronic and local history collections Customer service-oriented and patron-centeredprograms and services Partnerships with local businesses, agencies, schools and residents, working together to meet the needs of our community Promotion of literacy and lifelong learning through educational programs, classes, reference services and collections Promotion of school success, youth development and the joy of reading through programs and services for children of all ages Accomplishment Highlights in Fiscal Year 2016-17: MakerSpace and Technology Learning Centerswere establishedineachlibrary facility. Attachment NB- 2 Educational technology eventsincluded Coding for Kids, Hack the Future and visits to local schools to support their STEM initiatives. A new health technology collection featuring FitBits and other devices has been popular. The number of social media followers on Facebook, Instagram, and Twitter grew to 3,123, an increase of approximately 20%for the year. Zinio magazines and Ancestry.com were added to the digital resource collection. Staff projects holding 1,379 programs with 35,019 attendees. Highlights include Comic Arts Fest, Asian Pacific American Heritage Month Tea programs, a historical film screening, and multi-lingualstorytimes. Emphasized the “A” in STEAM by offering a variety of arts programs, such as Textile Tuesdays for adults and “make and take” craft programs for children. Children’s Services and Learning Wheels made regular visits to local schools and provided Pop-up Story times at parks, businesses, and community events. Foreign language collection expanded to include Chinese, Japanese, Tagalog and Portuguese, for both adults and children; children’s story times increased to nine programs per week, including sessions in Chinese, Japanese, Portuguese and Spanish. A special collection for children and families on learning styles and interpersonal skills was established. Grand Avenue Library celebrated 100 years of service on August 15, 2016 and reopened after a major renovation on October 15, 2016. Staff is actively planning the New Main Library and Community Center. The Library continued a partnership with the Bay Area STEM Ecosystem, with a goal of “collective impact through cross-sector collaboration that results in equity and access to STEM.” The Library & Second Harvest Food Bankpartnered in offering the Food for Fines program, collecting over 5,250 pounds of food for needy families during the holiday season. The Library continued to support development of youth by providing summer opportunitiesto 16 interns. Partnering with South San Francisco Unified School District (SSFUSD) and County of San Mateo, the Library served278 children at Big Lift Inspiring Summers, a five-week camp to help Kindergartner and first grade students improve their reading skills. The Main Library was an Early Voting Center for the November 2016 election, with 2,685 votes cast on site; library staff hosted “Get Out the Vote”booths in the libraries, in front of City Hall, at the City Birthday Event and at the Farmers’ Market. Objectives for Fiscal Years 2017-18 and 2018-19: Staff will continue to plan the New Main Library and Community Center in collaboration with City staff.The timeline for 2017-18 includes selection of a design professional. Attachment NB- 2 Staff will continue to offer lectures, arts and craft programs, and food and drink tastings especially focused on our local culture. A digital literacy curriculum to teach adults and children the basics of using computers and the internet will be expanded. Invest in digital media collections, including acquiring a subscription to a streaming video platform for movies and television. Expand summer outreachand school-yearefforts focusing on registering people for library cards, while gathering input on services and collections. Continue developingcollections and programs to enhanceopportunities for cultural enrichment, including expanding offerings in Spanish, Tagalog, Chinese, Japanese and Portuguese languages. A staff training curriculum will be instituted to boost capacity for technology and science-related instruction, utilizing “digital badges” to recognize the development of new skills. Continue to offer a wide variety of professional development opportunities via the LEAP intranet site. Utilize the City’s new website to provide extensive information on library services, collections and programs, including local history. Expand social media presence to include a book review blog, a technology services blog and a Facebook page for the Grand Ave. Branch Library. Focus on developing partnerships that support the library’s efforts in STEM education, workforce development, literacy, and issues surrounding diversity and immigration. Continue to participate in the Bay Area STEM Ecosystem, who will host a summer series of interactive educational events at the Community Learning Center, featuring organizations such as CuriOdyssey and California Academy of Sciences. Expand the Big Lift Inspiring Summer program to three local schools in partnership with South San Francisco Unified School and County of San Mateo. Continue to work with civic groups and leaders to promote local history, including the development of a local history walk. Build our partnership with the SSFUSD Adult Education program to expand Project Read’s reach by 20% in South San Francisco and to offer additional English as a Second Language (ESL) and Citizenship classes.