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Library Commission Minutes - June 17, 2004

SAN FRANCISCO PUBLIC LIBRARY COMMISSION (As approved amended September 2, 2004) Minutes of the regular meeting of Thursday, June 17, 2004. The San Francisco Public Library Commission held a regular meeting on Thursday, June 17, 2004, in the Koret Auditorium, Main Library. The meeting was called to order by Vice President Steiman at 4:08 pm. The following members were present: Chin, Bautista, Coulter, and Steiman. President Higueras joined the meeting and assumed the Chair at 4:13 pm. Commissioners Streets and Strobin were reported excused. Agenda Items: 1) Public Comment 2) Approval of the Minutes of May 20, 2004 3) Bond Program Manager's Report 7) Commending Retiring Library Staff 6) Tribute to the City Librarian 4) POE Update Report 5) Privacy Policy 8) City Librarian Search Process 9) Closed Session 10) Adjournment APPENDIX A -------------------------------------------------------------------------------- AGENDA ITEM #1 PUBLIC COMMENT Public comment on AGENDA ITEM #1 PUBLIC COMMENT An anonymous member of the public expressed their view that the selection process for city librarian was already tainted and like previous city librarians whoever was selected would be burdened by the undemocratic secretive process used to select them. Ms. Dalisay “Doli” Bocobo-Balunsat, 1st Filipino-American Librarian at San Francisco Public Library, invited Commissioners to attend June 19th Rizal Day festivities, and discussed her proposed donation of archival materials and historic photographs to the Library. Mr. Peter Warfield announced that he had been appointed to the Board of Supervisors’ library citizen’s advisory committee. -------------------------------------------------------------------------------- AGENDA ITEM #2 APPROVAL OF THE MINUTES OF MAY 20, 2004 Public comment on AGENDA ITEM #2 APPROVAL OF THE MINUTES OF MAY 20, 2004 Peter Warfield found the minutes improved, but lacked report of the effective date of the City Librarian’s resignation, and did not report details of his public comments. Commission discussion of AGENDA ITEM #2 APPROVAL OF THE MINUTES OF MAY 20, 2004 MOTION: Commissioner Chin, 2nd Commissioner Bautista for approval of the Minutes of the regular Commission meeting of May 20, 2004. Adopted by the following vote: AYE 5-0 (Bautista, Chin, Coulter, Higueras, and Steiman) -------------------------------------------------------------------------------- AGENDA ITEM #3 BOND PROGRAM MANAGER’S REPORT (Presented by Branch Library Improvement Program Manager Marilyn Thompson -This is a discussion item to allow the Branch Library Bond Program Manager to report on recent bond program related activities and make announcements.) Ms. Thompson noted there would be no informational presentation at the meeting and then presented the current budget and schedule of active projects, and community outreach update report (copies attached). The BLIP Manager then presented a construction activities report. Ms. Thompson concluded her reports with an overview of a proposed Western Addition Branch expansion site plan (copy attached). Public comment on AGENDA ITEM #3 BOND PROGRAM MANAGER’S REPORT Mr. Peter Warfield noted that the possibility of relocating branch libraries out of parks had been discussed a the joint Rec/Park and Library Commissions meeting and remarked that he had been unaware of the possibility that the Visitacion Valley Branch might be developed as a mixed use facility. Commission discussion of AGENDA ITEM #3 BOND PROGRAM MANAGER’S REPORT Vice President Steiman noted that the possibility that the Visitacion Valley Branch could be developed with a partner sharing the site had been a significant point of discussion and recurrent topic from the first instance that the Library considered purchasing the site. Vice President Steiman recalled that those discussions noted that the site was larger than was needed for the new branch as it had been proposed in the Prop. A (2000) and might need to be subdivided or developed in a partnership. In answer to questions by President Higueras and Vice President Steiman, the BLIP Manager explained that there were sufficient funds available in the Bond Program to fund the two small additions proposed for the Western Addition Branch that had not been included in the original bond proposal. In response to Commissioners’ questions, Ms. Thompson described the ongoing discussions with the Department of Recreation and Park concerning Library facilities on Park properties Ms. Thompson pointed out that at this point there were more concerns with Planning Department related issues. Vice President Steiman commented that she found the construction report clear and remarked that it would be most important to catch any alarming change order trends before they became a problem. President Higueras noted that the construction reports should meet the expectation that they keep the Commission aware of what was going on with each of the projects under construction President Higueras announced that he was reordering the taking of agenda items with Agenda Item #7 Commending Retiring Library Staff to be next; followed by Agenda Item #6 Tribute to the City Librarian; then Agenda Item #4, the POE Update Report; then Agenda Item #5 Privacy Policy, followed by the remaining items in original order. -------------------------------------------------------------------------------- AGENDA ITEM #7 COMMENDING RETIRING LIBRARY STAFF (taken up out of order) President Higueras lauded the contributions of retiring library staff: Carol Coon, Pat Hall, Marilyn Thieme, Margaret Wyatt, Emily Boyles, Judith Faria, and Nancy Wortman; and read the text of a proposed letter of appreciation. President Higueras noted that each of the retiring library staff members would receive a certificate in thanks and appreciation for their years of service to the San Francisco Public Library Public comment on AGENDA ITEM #7 COMMENDING RETIRING LIBRARY STAFF Mr. Peter Warfield called attention to the important public service provided by librarians and was sorry to see them go. Commission discussion of AGENDA ITEM #7 COMMENDING RETIRING LIBRARY STAFF MOTION: Commissioner Chin, 2nd Commissioner Bautista for approval of the letter and certificates honoring the retiring Library staff members. Adopted by the following vote: AYE 5-0 (Bautista, Chin, Coulter, Higueras, and Steiman) -------------------------------------------------------------------------------- AGENDA ITEM #6 TRIBUTE TO THE CITY LIBRARIAN (taken up out of order) President Higueras noted that this would be Ms. Hildreth’s last Commission meeting as City Librarian and read the text (copy attached) of a proposed resolution honoring and thanking her for her devoted service as City Librarian. Ms. Anna Damiani of Assemblyman Mark Leno’s Office presented a Joint California State Assembly and State Senate Resolution honoring Ms. Hildreth’s leadership for libraries throughout California authored by Assemblyman Leno and State Senate President Pro Tem John L. Burton. Ms. Hildreth expressed her appreciation of Assemblyman Leno’s leadership on behalf of California’s libraries and thanked the Commissioners for their resolution. Ms. Hildreth called attention to the great support that the Commissioners provided for the Library, her outstanding management team, the Library’s wonderful staff, and the great support that the people of San Francisco had proved to their libraries. Ms. Hildreth noted that despite a great deal of external negativity that the Library staff did the best job possible in providing services to its users. Public comment on AGENDA ITEM #6 TRIBUTE TO THE CITY LIBRARIAN Mr. Peter Warfield commented that he disagreed with some details of the proposed resolution honoring Ms. Hildreth and would have instead included others calling attention to her leadership against the USA PATRIOT Act and in opposition to mandatory filtering library computers. Commission discussion of AGENDA ITEM #6 TRIBUTE TO THE CITY LIBRARIAN Vice President Steiman said Ms. Hildreth was the most hardworking, effective City Librarian, who successfully overcame many obstacles thrown in her path, while always maintaining a positive outlook and calm demeanor. President Higueras noted that Ms. Hildreth had given her heart and soul to the Library and that he would greatly miss working with her for our libraries. Commissioners Coulter and Bautista offered their thanks and best wishes. Deputy City Librarian Paul Underwood noted that the resolution did not have enough room to report all of Ms. Hildreth’s many accomplishments and lauded her as the best leader he had worked with in 30 years of library service. Commissioner Chin called attention to Ms. Hildreth’s patience with negative comments and noted the great professional and personal respect that she enjoyed from the Library’s staff. MOTION: Vice President Steiman, 2nd Commissioner Chin for approval of the resolution honoring City Librarian Susan Hildreth for her dedicated leadership and service to the people of San Francisco. Adopted by the following vote: AYE 5-0 (Bautista, Chin, Coulter, Higueras, and Steiman) -------------------------------------------------------------------------------- AGENDA ITEM #4 POE UPDATE REPORT (taken out of order) (Deputy City Librarian Paul Underwood presented a detailed overview of the revised draft of the proposed Privacy Policy) Chief of the Main Library Kathy Lawhun presented an overview of progress on Post Occupancy Evaluation (POE) Report related Main Library improvements since her last report. Ms. Lawhun noted that Phase 1 POE renovations were virtually complete, the signage project ongoing, and that intensive staff planning was underway for the first Floor re-alignment that would follow the departure of Technical Services to 190-9th Street in the fall of this year. Deputy City Librarian Paul Underwood then updated the Commission concerning work at the Library’s Support Services Center at 190-9th Street. Ms. Lawhun then provided additional details concerning the re-design of the Main Library’s 1st Floor Borrowers Services areas. Public comment on AGENDA ITEM #4 POE UPDATE REPORT None offered. Commission discussion of AGENDA ITEM #4 POE UPDATE REPORT In response to Commissioners’ questions, Ms. Lawhun discussed plans for the areas on the 3rd Floor after the fiction collections were relocated to the 1st Floor and concerning improvements to the rest rooms. -------------------------------------------------------------------------------- AGENDA ITEM #5 PRIVACY POLICY Deputy City Librarian Paul Underwood presented the revised draft (copy attached) of the proposed Privacy Policy calling attention to the revisions, additions, and deletions suggested by the Deputy City Attorney and Commissioners and recommended approval of the proposed policy to safeguard the privacy of all library users and preserve confidentiality of information sought or received, and materials consulted, borrowed, or received. Public comment on AGENDA ITEM #5 PRIVACY POLICY Mr. Peter Warfield found there were serious problems with the proposed policy citing potential use of RFID on library cards and urged that it not be approved. Commission discussion of AGENDA ITEM #5 PRIVACY POLICY In response to a comment by Vice President Steiman noting that the Library could not be responsible for the privacy policies of other sites library users visited it was reported that no information tied to a user was revealed when library users linked to other sites from Library computers. At President Higueras’ suggestion item #13 regarding library cards was clarified to make clear RFID use on library cards was not envisioned. It was the consensus of the Commissioners that the revised Privacy Policy addressed their expressed concerns. The Deputy City Librarian reported that pending State legislation, SB 1834 (Bowen), further strengthened the privacy protections of library users and that the proposed policy fully conformed to the new standards. Commissioner Coulter thanked Mr. Underwood for his hard work in refining the policy. MOTION: Vice President Steiman, 2nd Commissioner Bautista for approval of the proposed Privacy Policy with revision of part #13 removing the qualifier on non-use of RFID on library cards. Adopted by the following vote: AYE 5-0 (Bautista, Chin, Coulter, Higueras, and Steiman) President Higueras called a brief recess at 5:53pm The Commission returned to session at 6:06pm -------------------------------------------------------------------------------- AGENDA ITEM #8 CITY LIBRARIAN SEARCH PROCESS Library Director of Human Resources Donna Marion described in detail the process used to consider, review, interview and recommend selection of a City pre-qualified executive search firm to review applicants, and recommend candidates for the Library Commission to consider as nominees to the Mayor for the position of City Librarian. Ms. Marion reported on the work of a library staff screening committee that had reviewed the applications by the three executive search firms and reported that the highest scoring firm to be the Hawkins Company. Public comment on AGENDA ITEM #8 CITY LIBRARIAN SEARCH PROCESS An anonymous member of the public found the process proposed aristocratic and undemocratic, suggesting that a secret committee would breed cynicism about the selection. Mr. Peter Warfield urged that the Commission control the search process, decried the lack of explanatory documents, questioned the composition of the library staff committee that screened the search firms, and recommended the search process be done in public so that members of the public like him could participate. Commission discussion of AGENDA ITEM #8 CITY LIBRARIAN SEARCH PROCESS President Higueras noted that the Commission was considering a process and that an important role of the executive search firm in the City Librarian Search process would be to help identify and bring out issues of concern and interests. Vice President Steiman recalled that the Commission had gone quite far along in developing a search in 2001 and that preparation for a search could be reused now. In response to a question by Commissioner Coulter, Ms. Marion confirmed that the Hawkins Company had significant professional experience and was well regarded nationally. The Library’s Director of Human Resources informed the Commissioners that the Hawkins Company had done several executive searches for other important librarian positions. The City Librarian noted that the Hawkins Company had also recently conducted successful executive searches for the City and in the Bay Area. MOTION: Commissioner Bautista, 2nd Commissioner Chin to authorize the Library’s Director of Human Resources to enter into negotiations for a contract with the Hawkins Company, a City pre-qualified executive search firm, concerning selection of the firm to conduct a search for candidates for City Librarian. Adopted by the following vote: AYE 5-0 (Bautista, Chin, Coulter, Higueras, and Steiman) -------------------------------------------------------------------------------- AGENDA ITEM #9 CLOSED SESSION Public comment on AGENDA ITEM #9 CLOSED SESSION PERSONNEL MATTER-PUBLIC EMPLOYEE APPOINTMENT- ACTING CITY LIBRARIAN An anonymous member of the public found the agenda item description confusing and recalled that they had filed many lawsuits against the Library concerning previous City Librarian selection processes. Mr. Peter Warfield wondered why selection of an Acting City Librarian needed to be done in a closed session and opined that any discussion of criteria and concerns should be in a public session. Public comment on AGENDA ITEM #9 CLOSED SESSION CONFERENCE WITH REAL PROPERTY NEGOTIATOR An anonymous member of the public noted their long-term interest in issues involving the Fuhrman Trust and commented on the strict requirements of the law concerning authorizing closed session discussions urging that appropriate rationale be provided. Mr. Peter Warfield commented that he was unclear what needed to be done in a closed session, questioned why City staff involved were not identified, and wanted to know exactly what would be accomplished. Commission discussion of AGENDA ITEM #9 CLOSED SESSION MOTION: Commissioner Bautista, 2nd Commissioner Chin that the Public Library Commission retire into closed session for the purpose of (i) PERSONNEL MATTER-PUBLIC EMPLOYEE APPOINTMENT- ACTING CITY LIBRARIAN pursuant to Government Code Section 54957 (b) and (ii) CONFERENCE WITH REAL PROPERTY NEGOTIATOR pursuant to Government Code section 54956.8: Property: Fuhrman Bequest Lands, 78.12 acres of desolate land outside Bakersfield in Kern County, CA, identified as Assessor's Parcel No. 093-031-03. Person Negotiating: Carl Watkins, Carolina Aquino, Arvin, CA 93203 Under negotiation: terms and conditions of playing field lease c. Discussion and possible action to nominate candidate(s) to Mayor d. Discussion and possible action to recommend approval of lease subject to approval of Recreation and Park Commission and conditional use permit from Kern County. Adopted by the following vote: AYE 5-0 (Bautista, Chin, Coulter, Higueras, and Steiman) The Public Library Commission retired into closed session at 7:09pm. The Public Library Commission returned to public session at 7:43pm. MOTION: by Commissioner Coulter, 2nd Commissioner Chin not to disclose whether any action was taken or report any of the discussions that occurred during the closed session. Adopted by the following vote: AYE 5-0 (Bautista, Chin, Coulter, Higueras, and Steiman) The Public Library Commission retired into closed session at 7:09pm. The Public Library Commission returned to public session at 7:43pm. MOTION: by Commissioner Coulter, 2nd Commissioner Chin not to disclose whether any action was taken or report any of the discussions that occurred during the closed session. Adopted by the following vote: AYE 5-0 (Bautista, Chin, Coulter, Higueras, and Steiman) -------------------------------------------------------------------------------- AGENDA ITEM # 10 ADJOURNMENT MOTION: by Commissioner Coulter, 2nd Commissioner Chin that the meeting be adjourned. Public comment on AGENDA ITEM # 10 ADJOURNMENT None offered. There being no further business before the Commission the meeting was adjourned at 7:45pm ACTION: AYE 4-0 (Bautista, Chin, Coulter, and Higueras) -------------------------------------------------------------------------------- Michael Housh, Commission Secretary 9/3/04 Please note: Amendments to these Minutes are in alternative typeface. Copies of Commission Minutes and handouts are available in the Office of the Commission Secretary, 100 Larkin Street, San Francisco, CA 94102 ATTACHMENTS: Branch Library Improvement Program (BLIP) Manager’s Report notes Branch Library Improvement Program Schedule 2/19/04 (PDF 151K) Branch Library Improvement Program Budget 6/17/04 (PDF 72K) Western Addition renovation update (PDF 108K) POE Update Report Revised Privacy Policy (PDF 125K) Resolution honoring the City Librarian Minutes of the Library Commission Meeting June 17, 2004 Appendix A The Public Comment Summary Statements included in these Minutes are authorized by San Francisco Administrative Code Section 67.16. These summary statements are provided by the speaker. Their contents are neither generated by, nor subject to approval or verification of accuracy by, the San Francisco Public Library Commission. The number of members of the public who spoke anonymously at this meeting. 1 -------------------------------------------------------------------------------- Explanatory documents: Copies of listed explanatory documents are available as follows: (1) from the Commission Secretary/Custodian of Records, Main Library, 6th Floor, (2) in the rear of the Koret Auditorium immediately before and during the meeting, and (3)to the extent possible, on the Library's Web site. Additional materials not listed as explanatory documents, if any, that are distributed to the Library Commissioners prior to or during the meeting in connection with any agenda item will be available to the public for inspection and copying in accordance with Government Code Section 54954.1 and Sunshine Ordinance §§ 67.9, 67.28(b) & 67.28(d).
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