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Home My WebLink About2020.07.28 @6:00 e-packet AGENDA SOUTH SAN FRANCISCO PUBLIC LIBRARY BOARD OF TRUSTEES Tuesday, July 28, 2020 Teleconference Meeting Notice 6:00PM PEOPLE OF SOUTH SAN FRANCISCO Please note that due to the COVID-19 outbreak, theLibrary Board of Trustees Meetingwill be conductedby teleconference only pursuant to the provisions of the Governor’s ExecutiveOrder’s N-25- 20 andN-29-20issued on March 17, 2020 allowing for deviation of teleconference rules required by the Brown Act andpursuant to the order of the Health Officer of San Mateo County dated March 31, 2020. You are invited to offer your suggestions. In order that you may know our method of conducting Library business, wewillproceed as follows: The regular meetings of the Library Board of Trustees are held on the fourth Tuesday of each month at 6:00 P.M. The public may listen tothis meeting by dialing in using your phone: United States: +1 669 900 6833 (San Jose) 833 548 0282 (US Toll-free) 877 853 5257 (US Toll-free) 888 475 4499 (US Toll-free) 833 548 0276 (US Toll-free) Meeting ID: 821 2145 5615 Passcode:387331 Please note that dialing in will only allow you to listen in on the meeting. Remote Public Comment: For those wishing to address the Board of Trustees on any Agenda or non- Agendized item, please submit in writing in advance or during the meeting at the email address listed below. Please be sure to indicate the Agenda Item # you wish to address or the topic of your public commenton the subject line of your email. 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. COMMENTS ARE LIMITED TO THREE (3) MINUTES PER INDIVIDUAL COMMENT. Thank you for your cooperation. Email: [email protected] Electronic comments received by email will be monitored during the meeting and read into the record. We ask that you limit your electronic comments that they will comply with the 3 minute time limitation for public comments. 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 ROBERT TURNBERG Vice President MARY GIUSTI Secretary LIRU CHIN Member PAT FITZPATRICK 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. AGENDA SOUTH SAN FRANCISCO PUBLIC LIBRARY BOARD OF TRUSTEES Tuesday, July 28, 2020 Teleconference Meeting Notice(instructions on cover sheet) 6:00 PM I.CALL TO ORDER II.ATTENDANCE III.APPROVAL OF MINUTES:June 23,2020 LibraryBoard Meeting IV.PUBLIC COMMENTS (limited to 3 minutes per speaker) V.LIBRARY DIRECTOR’S REPORT 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)New Main Library and Parks & Recreation Community Center Update VIII.NEW BUSINESS a)COVID-19response andrecovery plans b)Fiscal Year 2020-2021 Budget Update c)Motion to Approve Changes to the Master Fee Schedule 2020-2021 (Attachment NB–1) IX.AGENDA BUILDING X.FEATURED ANNOUNCEMENTS. a)Normal walk-in Library services and programsare suspendedwhile County health orders in regards to the COVID-19 health emergency are in place. b)Curbsideservices(by appointment only)are available daily at our Main Library (840 W. Orange Avenue)and Grand Avenue Library (306 Walnut Avenue).For more information please call Main Library staff at (650) 829-3860or, Grand Avenue Library staff at (650) 877-8530. c)There's still time to finish your Census questionnaire! By filling out your Census 2020, you secure funding that shapes the resources in our community over the next decade. Remember to complete and submit the form.https://www.ssf.net/departments/city- manager/census-2020 d)Demons, Creatures and Monsters –Oh My! The Asian Art Museum will make a virtual presentation on mythical creatures, legendary beasts, terrifying monsters and more on th Thursday, August 6at 2:00 pm via Zoom. Registration is required. This program is made possible by the South San Francisco Friends of the Library. XI.GOOD AND WELFARE XII.ADJOURNMENT XIII.NEXT MEETING:Dateand Time:Tuesday,August 25,2020,6:00pm Place:TBD South San Francisco Public Library Board of Trustees Unapproved Minutes June 23, 2020Main Library Auditorium CALL TO ORDER The meeting was called to order at 6:00P.M. via Teleconference meeting (GoToMeeting). ATTENDANCE Library Trustees present:Diane Huddleston, Robert Turnberg,Mary Giusti, Liru Chin and Pat FitzPatrick. Library staff present: Valerie Sommer, Library Director; Adam Elsholz, Assistant Library Director;Brittany Austin, Acting Assistant Library Director;andElia Moreno, Administrative AssistantII.Guest: Kumkum Gupta. APPROVAL OF MINUTES Motion to approve the minutes fromtheMay 26, 2020meeting was made, seconded and approved. PUBLIC COMMENTS DIRECTOR’S REPORT The Board reviewed the Director’s Report.One correction was noted on page one: City Council provided the Library with $80,000for Technology learning programs, supplies and staffing. COMMUNICATIONS: a)Circulation, Reference Questions&LiteracyServicesStatistics (Attachment #1) b)Library Articles, Issues & Programs (Attachment #2) c)BoardAttendance Chart (Attachment #3) OLD BUSINESS New Main Library and Parks & Recreation Community Center Project Update City staff continues to meet virtually with SmithGroup Architects. Most recently discussed were furniture,fixtures and equipment. The full updateis tentatively scheduledto be presentedto City Council on August 12. A date for the groundbreaking has not yet been scheduled, although a late Fall date is a possibility.Approximately$185,000 has been fundraised throughthe Community Civic CampusCampaign, with another $1,000,000 donation received from a corporate donor. NEW BUSINESS Coronavirus, COVID-19, Response and RecoveryPlan Staff is currently focused on the launch of the curbside pickup service and continuing to provide mail delivery service to our more vulnerable patrons. Curbside pickup service has been very successful since its launch and is currently booked intoJuly. To welcome the next phase of our South San Francisco Public Library Board of TrusteesPage 2Unapproved Minutes –June 23, 2020 th , we will be bringing in limited staff, dailyto SSFPL libraries. recovery, beginning July 6 Library staff continues to plan ahead to the next phases of recovery, where more staff will be working on site and we will begin walk in services for patrons. Fiscal Year 2020-2021Budget Update City Council will be officially voting on the proposed budgetfor fiscal year 2020-2021at the th Wednesday, June 24 City Council meeting. The tentative Library payroll reductions comes to a total of $189,000. The tentativesupplies and services reductions comes to $142,000,which includesa reduction inbooks, DVDs, and downloadable items. City Council and City staff will revisit the budget in October once revenues begin to increase and City services will possibly be back to normal. Discussion on Social Equity and Inclusion Statement from SSFPL The Library Board of Trustees reviewedthe Social Equity and Inclusion Statement sent out from SSFPL. All board members agreed the statement was very well written. Discussion and Motion to Amend the Main Library Auditorium Use Policy The Library Board of Trustees reviewedthe Main Library Auditorium Use Policy.Suggested amendments involve requirements and procedures complying with public health orders from the San Mateo County Health Department. A motion to amendthe policy as presented was made, seconded and approved. Discussion and Motion to Amend the Grand Library Meeting Room Use Policy The Library Board of Trustees reviewed the Grand Library Meeting Room UsePolicy. Suggested amendments involve requirements and procedures complying with public health orders from the San Mateo County Health Department.A motion to amend the policy as presented was made, seconded and approved. Discussion and Motion to Amend the Community Learning CenterRoom Use Policy The Library Board of Trustees reviewed the Community Learning Center Room UsePolicy. Suggested amendments involve requirements and procedures complying with public health orders from the San Mateo County Health Department. A motion to amend the policy as presented was made, seconded and approved. AGENDA BUILDING New Community Civic Center Campus update; COVID-19response and recovery plans;Fiscal Year 2020-2021 Budget Update; Library Foundation Update. ANNOUNCEMENTS Normal walk-in Library services and programs are suspended while County health orders regardingCOVID-19 health emergency are in place. GOOD AND WELFARE The Library Boardwill miss Pat FitzPatrick and Robert Turnberg and thank them for their hard work and service to the Library. South San Francisco Public Library Board of TrusteesPage 3Unapproved Minutes –June 23, 2020 ADJOURNMENT There being no further business, the meeting was adjourned at 6:28P.M. Respectfully Submitted: Mary Giusti, LibraryBoard of Trustees Secretary Valerie Sommer, Library Director Attachment 1 Literacy Services Statistics June 2020 Community Learning Center K - 5 Youth - CLC Programs # calls# video # emails Homework Club - 3rd005 Homework Club - 4th1017 Homework Club - 5th 000 Youth Totals 1022 CLC Adult Programs# programs# Attended Computer Lab1224 00 00 00 CLC Programs Total 1224 Collaborations# Calls 00 00 00 00 00 Collaboration Total 00 Monthly Totals Attachment 1 Literacy Services Statistics June 2020 PROJECT READ # of # Calls# Video# Materials TOTAL Family Programs Programs Learning Wheels - SSF00000 Learning Wheels - San Bruno00000 Learning Wheels - Daly City00000 Learning Wheels - Colma 00000 Nutrition/Science Family For Literacy SSF 126101336 Family For Literacy San Bruno 00000 Total 126101336 # of # Calls# Video TOTAL Adult Programs Programs VITA 013013 VITA tax prep 710010 0000 0000 0000 Total 723023 #Volunteer Volunteer Statistics Detail VolunteersHours 2512 00 00 00 2512 Total TutorsLearners Tutoring 2526 Continuing 00 00 2526 TOTAL Active Monthly Totals Attachment 2 In South San Francisco, Everyone Counts! Census Program Report Date: July 15, 2020 By: Kathy Blandon Escobar, Census Program Manager Census Updates: National Self Response rate is: 62.1% California Self Response rate is 63.3% San Mateo County SelfResponse Rate is 73.1% South San Francisco Self Response Rate is 73.2% Community Outreach: The Grand Ave Library team includedCensus bookmarks into their 2,000 STEAM kits for children pickinguptheirlunch at the school district’s “grab and go” lunch sites. With the support of Councilwoman Karyl Matsumoto, and in collaboration with Kristy Camacho and Eddie Flores, we had a Mask Give Away/ Census event at the Spruce Elementary School. The event was anoutstanding success! Over 500 people attended in staggered times, ranging in ages from toddlers to seniors. The Census team encourage the 500+ residents to complete their Census and help spread the word. Community Ambassadors registered around 20families for the Census and shared additional information on the importance of being counted along with free Census swag items. Over the course of two and a half hours, Eddie and Kristy handed out 875 cloth masks and COVID-19 safety information to both English and Spanish speaking residents at no cost. Partnerships The team continuesreaching out to local organizations, businesses, faith-based groups, public and private schools, nonprofits, service clubs, and community groups, asking for their support to promote Census participation. Census Team We hired two Census Team leaders and they will be working 8-16 hours per week. Attachment 2 Grants (Updates, reports) We will complete the action plan and finish the Silicon Valley Community Foundation st grant byAugust 31. Training/ Meetings Attended grantees meetings and phone banking meetings Conducted check-in meetings with the Census team. Events Planning Census Car Caravan, scheduled for August 7, 2020 Attachment 3 PP PPP June'20 PPPPP May'20 PPPPP Apr'20 N/AN/AN/AN/AN/A Mar'20 PAPPP Feb'20 PPPAP Jan'20 N/AN/AN/AN/AN/A Dec'19 PPPPP Nov'19 PPPPP Oct'19 PPPPP Sep'19 PPPPP Aug'19 PPPPP July'19 PPPPP June'19 ATTENDANCESOUTH SAN FRANCISCO BOARD OF LIBRARY TRUSTEES June 2019 to June 2020 NAMELiru ChinPat FitzPatrickMary GiustiDiane HuddlestonRobert TurnbergA = AbsentP = Present Attachment NB-1 Master Fee Schedule Draft Changes for 2020/2021 CHANGES PRESENTED AT THELIBRARY BOARD OF TRUSTEES ONJULY 28, 2020 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. \[June 26,2002 R:63-02\] CD/DVDcases, replacement of lost or damaged$5.00(includes item cost andstaff time) Per Case 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 MaterialsAdult Borrowers Adult Materials, Books, audio, video, $0.25 daily; $8.00 maximum per item.(fine magazines, DVDs, etc.elimination under consideration) \[June 22, 2005 R:72-2005\] Children's Materials books, audio, video, $0.15 daily; $3.90maximum per item. magazines, DVDs etc.(fine elimination under consideration) \[June 11, 2003 R:48-02\] (only affects adult borrowers) Attachment NB-1 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 1year 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 1 month to process.\[June 13, 2007 R:57-2007\] 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; $10.00for 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 DrivesActual Cost of unit Field Trip FeeActual cost of transportation & admission. \[July 22, 2009; R: 73-2009\]