BOARD MEMBERS Elizabeth De Winter, President Don Hill, Vice President Megan Myers, Secretary Dr. Albert Acena Susan Monroe AGENDA LIBRARY BOARD OF TRUSTEES MEETING Monday, November 28, 2016 6:00 p.m. San Mateo Main Library, Cedar Room 55 West Third Avenue San Mateo, California 94402 OPENING Welcome & Pledge of Allegiance Elizabeth De Winter, Library Board President Roll Call -- Dena Gomez, Executive Assistant CONSENT CALENDAR All matters listed under the Consent Calendar are considered by the Board to be routine and will be enacted by one motion without discussion. If discussion is desired, that item may be removed and considered separately. 1. BOARD OF TRUSTEES MINUTES APPROVAL Approve the Library Board of Trustees meeting minutes of October 24, 2016. 2. FINANCIAL REPORT Approve the Financial Report for the month of October 2016. 3. GIFTS Accept gifts received by the San Mateo Public Library during the month of October 2016. PUBLIC COMMENT Persons wishing to comment on any item not appearing on the agenda may submit to the Executive Assistant a Request to Speak form. State law prevents the Board from taking action on any matter not on this agenda. Comments may be referred to staff for further review. COMMUNICATIONS 4. CITY COUNCIL S GOAL SETTING SESSION FEBRUARY 21, 2017 City Clerk Patrice Olds announced that the 2017 City Council Goal Setting Session will be held on Tuesday, February 21, 2017 at 6:00 p.m. in the Oak Room of the Main Library. OLD BUSINESS [None] NEW BUSINESS 5. OVERVIEW OF LIBRARY S e-book COLLECTION Eric Groth, Librarian II (Information Services Division) will present an overview of the Library s e-book collection.
6. OVERVIEW OF ANALYTICS ON DEMAND RESOURCE Supervising Librarian Rukshana Singh will present an overview of the Analytics on Demand, a new demographic data resource that will help the Library in the areas of service development and marketing. 7. 2017 CALENDAR OF HOLIDAYS AND OTHER LIBRARY CLOSURES City Librarian Ben Ocón will share the 2017 Calendar of holidays and other closures. 8. COLLABORATION COMMITTEE UPDATE Library Board members Elizabeth De Winter and Don Hill will share a report from the Collaboration Committee. 9. ELECTION OF LIBRARY BOARD SECRETARY. The Library Board will elect a Secretary to serve the remainder of the 2016-17 fiscal year in place of Board member Megan Myers who will vacate her seat. REPORTS 10. LIBRARY BOARD PRESIDENT 11. CITY LIBRARIAN 12. LIBRARY FOUNDATION REPRESENTATIVE ANNOUNCEMENTS 13. LIBRARY BOARD MEMBERS WILL SHARE UPDATES OF FUNCTIONS ATTENDED IN THEIR ROLE AS TRUSTEES AGENDA BUILDING 14. LIBRARY BOARD MEMBERS WILL PROPOSE AGENDA TOPICS FOR FUTURE BOARD MEETINGS ADJOURNMENT Agendas are posted on the City s website by the Friday preceding each Board Meeting. Any supplemental material distributed to members of the Board of Trustees after the posting of this agenda will be available for public review in the Library s Administrative office. In compliance with the Americans with Disabilities Act, those with disabilities requiring special accommodations to participate in this meeting may contact the Library Administrative Office at (650) 522-7802 or libraryboard@cityofsanmateo.org. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
CITY OF SAN MATEO LIBRARY BOARD OF TRUSTEES October 24, 2016 Meeting Minutes 1. CALL TO ORDER The meeting was called to order at 6:00 p.m. by Elizabeth De Winter, President. 2. PLEDGE OF ALLEGIANCE & ROLL CALL Ms. De Winter led those in attendance with the Pledge of Allegiance. Roll call was conducted and present were Library Board Members Elizabeth De Winter, Don Hill, Megan Myers, Susan Monroe, and Dr. Al Acena, City Librarian Ben Ocón, Management Analyst II Jan Busa, and Library Foundation Board Member Rod Linhares. Paul Vaughn, Librarian II, arrived after roll call was conducted. 3. CONSENT CALENDAR ADOPTION Motion to approve the consent calendar was made by Mr. Hill, seconded by Dr. Acena, and the motion passed 5-0. 4. COMMUNICATIONS Invitation to the City Council s annual reorganization meeting that will be held on Mon., December 5, 2016, 7:00 p.m. at City Hall. 5. NEW BUSINESS A. Demonstration on How to Register for a Library Program: Paul Vaughn, Librarian II (Adult-Teen/Information Services) demonstrated the Smoothbook software and how community members can register online to attend library programs that require advance registration. Registrants receive an automated email reminder 48 hours prior to the event. B. Annual Fee Schedule Revision for FY 2017-18: Jan Busa, Management Analyst II, presented a draft of the Library s proposed 2017-18 Fee Schedule. The Library will propose to the City Council a fee increase for meeting room rentals based on the October 2016 Consumer Price Index (CPI) of 3.1% to recoup the increased costs of administering the service. Overdue fines on children s and teen s library cards will be removed from the fee schedule in accordance with the Peninsula Library System Administrative Council s decision to eliminate these fees (7/1/16). The Library Board recommended that the draft be presented to the City Council for adoption. C. Suggestions from Library Patrons for the Next 10 Years: Mr. Ocón shared the compilation of suggestions that were submitted by community members during the 10 th Anniversary week ( What services should the Library offer in the next 10 years? ). The suggestions will be assessed by staff for possible service development. Mr. Ocón will share an update with the Library Board at a future meeting. D. Space Utilization Following Relocation of Parks & Recreation Dept. to City Hall: Ms. Busa shared the plan for the utilization of space in the Main Library following the relocation of the Parks & Recreation Dept. administrative staff to City Hall in 2017. The Project Read literacy program and the Library Foundation staff will be moved to improved office space on the 3 rd floor. The current office space occupied by the SMPLF staff will return to serving as Small Group Conference Rooms for public use.
San Mateo Public Library Board of Trustees Minutes of October 24, 2016 Page 2 of 2 5. REPORTS A. Library Board President: No report. B. City Librarian: Mr. Ocón shared highlights from his report including: The new materials handling system will be installed in early 2017. The Library launched two coding programs: Girls Who Code and the Coding Club. Three Library volunteers received the Citywide Volunteer Spotlight Award. C. Library Foundation (SMPLF) Representative: Rod Linhares discussed Foundation fundraising events including the Leadership Circle event held on October 14; the George Archer 9 th Annual Stroke of Genius Pro-Am Golf Tournament held earlier today; the Tuck and Patti concert on October 29; and the Author s Gala featuring author Dave Eggers on May 6, 2017. 6. ANNOUNCEMENTS Ms. Monroe shared that she attended the Library Foundation s Leadership Circle donor appreciation event on October 14 that featured Jennifer Devlin Herbert (FAIA), the architect for the Main Library, as the keynote speaker; and Ms. De Winter, Mr. Hill, and Dr. Acena shared that they attended the Library s annual Staff Development Day on October 10 to hear the keynote address by State Librarian Greg Lucas. Ms. Myers shared that she is moving out of the area and will serve through the end of the 2016 calendar year. 7. AGENDA BUILDING Future agenda topics were approved by the Library Board: Tour of the Library Enhancement of the Library s meeting room rental service Tour of the new self-check machines and new automated materials handling system (at the appropriate time following installation) ADJOURNMENT Ms. De Winter adjourned the meeting at 7:13 p.m. Next Meeting: The Library Board will next meet on November 28, 2016, 6:00 p.m. Cedar Room, Main Library Submitted by: Date: Megan Myers, Secretary
GIFTS LIST: October 2016 No gifts were received during the month of October.
SAN MATEO PUBLIC LIBRARY Calendar of Holidays in 2017 & Other Closed Dates Description Closure Date New Year s Holiday January 1, 2017 & Observance on Monday January 2, 2017 Martin Luther King Holiday January 16, 2017 Presidents Day Holiday February 20, 2017 Memorial Day Holiday May 29, 2017 Independence Day Holiday July 4, 2017 Labor Day Holiday September 4, 2017 Staff Development Day* October 9, 2017 Veterans Day Observance November 10, 2017 Day before Thanksgiving November 22, 2017 (close @ 5 p.m.) Thanksgiving Holiday November 23, 2017 Christmas Eve December 24, 2017 Christmas Holiday December 25, 2017 *Libraries will be closed for in-service training of Library employees.
City Librarian s Report November 2016 Student Success Initiative The Peninsula Library System has announced that member libraries will be able to take part in the Student Success Initiative, a special project of the Pacific Library Partnership to establish relationships with the County Office of Education to create library cards for students. The ultimate goal is to improve K-12 student s access to public libraries digital and physical collections and strengthen student learning opportunities. In 2013, President Obama created the ConnectED Initiative, with the goal to provide 99 percent of American students with access to next-generation broadband in their classrooms and libraries by 2018. As this goal became reality, the idea was expanded, and in April, 2015, the ConnectED Library Challenge called on libraries to work with mayors, school leaders, and school librarians to create and strengthen partnerships so that every child enrolled in school can receive a library card. The San Mateo Public Library is positioned to take part in this special initiative. More information will be forthcoming. Expansion of the Technology Lending Service Earlier this year (during National Library Week, Apr. 10-16), the San Mateo Public Library launched the Technology Lending Service that provided Chromebooks and MiFi units for loan to library patrons. At the 6- month milestone, the service has been so well received that the Library will soon expand the service making more of this technology available to community members without computer technology or Internet service in their home. Funding for this service was provided by the San Mateo Public Library Foundation. Charitable Giving at Library Each year, the San Mateo Public Library actively collaborates with select community organizations engaged in charitable giving projects during the holiday period. Food for Fines: During the months of November and December, all San Mateo libraries will participate in the effort to replenish the food banks at the Second Harvest Food Bank. The promotion will clear library fines in return for food donations that are donated. Giving Tree Toy Drive: The Library will also participate in the annual collection of toys in collaboration with the Samaritan House Holiday Toy Drive, a community program that distributes toys to children in our community. Community members can select an ornament with a child s age and gender; and then bring a new toy for that child. City Employees Charitable Giving: During the month of November, Library staff will join other City employees in the annual City employees charitable giving campaign with pledges and donations that help charities in our community. Calendar of Forthcoming Events Art Exhibit (1 st Flr. Gallery): Paintings by Rosine Abergel Ferber, 11/3-1/3. Art 3-D Exhibit (2 nd Flr. Display Case): Wooden Sculptures by Varoujan Mardirian, 11/26-12/31. Winter Holiday Card Exchange (thru Dec. 31), Main Library, 2 nd Floor. Coding Club, 12/3, Computer Lab, 1:00-2:30 pm [registration required] Anime Club, 12/6, 4:00-5:30 pm, Teen Lounge Children s Movie: Elf, 12/8, Main Library, 3:30 pm. Paws for Tales (Read-to-a-Dog), 12/12, Children s Book Bubble, 4:00-5:00 pm. Tween Holiday Crafts, 12/12, Main Library, Oak Room, 3:00-5:00 pm. Anime Club, 12/13, 4:00-5:30 pm, Teen Lounge Cultural Spotlight Program, 12/14, Las Posadas, Main Library, Oak Room, 6:00 pm. Cultural Spotlight Program, 12/18, Yalda: Celebration of the Winter Solstice, Main Library, 1:00-4:00 pm. Teen Advisory Group, 12/20, Teen Lounge, 4:00 5:00 pm. Library e-book Appointments, 1/18, Main Library, Computer Lab, 2:00-4:00 pm [registration required]