Minutes of the regular meeting of Tuesday, August 6, 2002 (As approved amended September 3, 2002) The San Francisco Public Library Commission held its regular meeting on Tuesday, August 6, 2002 in the Koret Auditorium, Main Library. President Higueras called the meeting to order at 4: 07PM. The following members were noted present: Commissioners Bautista, Coulter, Higueras, Streets, and Strobin. Commissioners Chin and Steiman were reported excused attendance. AGENDA ITEM #1 CITY LIBRARIAN’S REPORT City Librarian Susan Hildreth informed the Commissioners that the Library’s 2000/01 Annual Report, prepared jointly with the Friends and Foundation, was now available. Ms. Hildreth lauded the hard work of Library Community Affairs Chief Marcia Schneider and her staff in preparing the report. The City Librarian then informed the Commissioners concerning recent Library statistics citing increases in circulation from 5.4 million to 6.3 million items. Additionally, the City Librarian informed the Commission that both the daily gate counts at the Main Library and the use of reserves throughout the Library system had dramatically increased during the past year. Ms. Hildreth next reported to the Commissioners concerning a Friends and Foundation allocation of $125,000 for additional artwork for the new Ocean View Branch Library. Ms. Hildreth noted that three proposals for the artwork would be on view at the Branch from August 2-22 and that a selection, based on community input, would be made at an August 26th community meeting. The city Librarian then informed the Commissioners concerning the details of the plans to replace a damaged retaining wall while preserving a much-loved tree at the Presidio Branch Library. Ms. Hildreth the provided the commission with a update on upcoming exhibits at the Library. Public comment on AGENDA ITEM #1 CITY LIBRARIAN’S REPORT An anonymous member of the public regretted lack of availability of a written report on the Library statistics and questioned the sources of the funds used to pay for the new art work at the Ocean View Branch Library, noting that it was not a Prop. A (Branch Library Bond 2000) project. Mr. Peter Warfield echoed the request for a written report on the Library statistics, expressing disappointment that they were not available in advance, and commented that he was surprised that the Annual Report was not noted in the meeting agenda. Mr. Warfield also expressed puzzlement that the report was a combined report by the Library and its Friends and Foundation, that he believed to be separate organizations. Please note: Copies of Commission Minutes and handouts are available in the Office of the Commission Secretary, 100 Larkin Street, San Francisco, CA 94102 Commission comment on AGENDA ITEM #1 CITY LIBRARIAN’S REPORT In response to questions by President Higueras, Ms. Hildreth discussed the reasons staff had identified for the large increases in uses of reserves and why the surplus funds remaining from the Ocean View Branch Library Capital Campaign had been allocated, as the community had wished, for additional public art. Ms. Hildreth also noted that other surplus Ocean View Branch Capital Campaign funds had been used for additional equipment for the branch as well as computer training. Commissioner Coulter pointed out that increased use of the Library reflected both recent economic difficulties as well as the post 9/11 mood of the public. Commissioner Coulter praised the dedicated hard work of Library Community Affairs Chief Marcia Schneider and Friends and Foundation Executive Director Martín Gómez in producing the very useful joint 2000/01 Annual Report. Commissioner Coulter also called attention to the hundreds of programs, exhibits and civic activities held at the library each year, noting their important contribution to the betterment of the community. In answer to additional questions by President Higueras, Ms. Hildreth reported that there was increased interest among library professionals in seeking positions with the San Francisco Public Library. Ms. Hildreth then informed Commissioner Streets concerning the public art approval process used by the Arts Commission to create artwork for the branch libraries. Commissioner Streets requested that a report on the Library statistics be provided. -------------------------------------------------------------------------------- AGENDA ITEM #2 ILS AUTHORIZATION TO NEGOTIATE The City Librarian outlined in some detail the extensive process staff had employed to consider and review the potential options to replace the Library’s current online systems. Deputy City Librarian Paul Underwood then reported on the work provided by Library consultant Diane Mayo, Library Automation and Technical Services Chief Vivian Pisano, and Deputy City Attorney Chris Hiyashi in preparing the request for proposals (RFP) documents outlining the library’s needs in a new ILS (integrated Library System). Mr. Underwood then took the Commissioners through a step by step review of how the RFP (Request for Proposals) process was conducted since going out on January 2nd until proposals were received on March 15th, and then evaluated and scored by staff. The Deputy City Librarian reported that Innovative Interfaces, the Library administrations recommended choice was both the high total point scoring proposal as well as the highest ranking in each category choice and was within the $1.8 million budget proposed for the new system. Mr. Underwood noted that recommendation for a separate proposal for the Library for the Blind and Print Disabled to be awarded to Keystone Library System was made in understanding that they and Innovative Interfaces would collaborate in developing the Library’s new online system. The Deputy City Librarian noted that migration to the new system would begin at the end of 2002 and was expected to be completed by mid-2003. Library Consultant Diane Mayo outlined the very central role that library staff had played in developing the request for proposals (RFP) for the new system as well as the extensive staff involvement in evaluation of the proposals received in response to the RFP. Ms. Mayo noted that the demonstration scripts for the proposing vendors were based on staff proposals. Additionally, Ms. Mayo reported other library staff had participated in a series of demonstrations of the proposed systems and staff made site visits to other libraries using systems proposed by the vendors to gather information about them. Deputy City Librarian Paul Underwood then outlined the work of the Business Review Panel, composed of senior library staff and a representative from the Department of Information and Technology Services (DTIS), that had evaluated the potential business longevity of the vendors, and taken a longer term view of where the Library might want to go with such systems in the future. Mr. Underwood further noted that the Business Review Panel also evaluated potential to meet customer service needs and conducted a structured cost evaluation of each of the proposals. The Deputy City Librarian reported that throughout this process multiple sources of input were sought; including independent input from members of the public and various panels composed of library staff. He noted that the scoring for each of these reviews was not added up until the process was completed so that previous scoring would not influence later reviews. Mr. Underwood commented that Innovative Interfaces was the winner on every level, except lowest cost. Library Automation and Technical Services Chief Vivian Pisano then presented an overview of the work of the various staff panels, calling attention to the 8 topical panels and the 55 staff review committees. Ms. Pisano noted that representatives from DTIS and the Purchasers Office participated to provide specific expertise related to specialized aspects of the various proposals. Ms. Pisano additionally pointed out that there were extensive StaffNet postings on proposal information and emailed comments were solicited from Library staff. Public comment on AGENDA ITEM #2 ILS AUTHORIZATION TO NEGOTIATE An anonymous member of the public expressed appreciation at the attention devoted to this purchase in contrast to some in the past, but found the report lacking in sufficient detail and leaving many important questions unanswered. This person suggested that the result resembled a black box test leaving no way to really evaluate the weak or strong points that lead to the conclusions reached. Mr. Peter Warfield pointed to his long interest in issues related to the library’s online systems and expressed concern with lack of specific information about how the results were achieved. Mr. Warfield suggested that Commission acceptance of this proposal constituted a granting blank check approval of a new system without any guarantee that the Library Commission would address the matter again. Mr. Warfield further observed that the public was not as involved in making this choice and suggested that the Library had failed to meet the legal requirements. A second anonymous member of the public expressed concern with different systems for the Library for the Blind and the regular systems noting that many individuals who come to the Main Library and the branches while not classified as disabled have difficulty in using a mouse. Commission comment on AGENDA ITEM #2 ILS AUTHORIZATION TO NEGOTIATE In response to questions by Commissioner Coulter, the City Librarian outlined in some detail how the public input into the evaluation of the proposed systems was gathered. The City Librarian also called attention to the issues raised and constraints the City Attorney had mandated for the process used to gather public input into the review process. Ms. Hildreth also noted members of the public who had participated in the review process included: representatives from the Council for Neighborhood Libraries; the Friends and Foundation; college students;, and general library users. She suggested that those participating had provided a good cross section of Library users. The City Librarian further reported that there was opportunity for members of the public to offer comments through the Library’s website. In response to additional question by Commissioner Coulter concerning the participation by blind and printer disabled users in the process the Ms. Pisano and Ms. Mayo discussed in some detail how specific input was gathered to make sure that the new systems addressed the special needs of disabled library users. In particular, Ms. Mayo noted that most requests submitted by blind or print disabled users was in written form and was generally handled by Library staff. Ms. Mayo noted that the system proposals included a capacity to be read by enlargers and that in most of these situations it would be staff that would use the interface. In response to Commissioner Coulter’s question about how well disabled users might like the new system, the City Librarian noted that access staff would be very actively involved in making sure that the new system functioned well for the disabled. Ms. Mayo pointed out that there were only two options, the existing system that would not continue to be available or the proposed new one. In response to a question by Commissioner Coulter, the City Librarian and Deputy City Attorney Chris Hiyashi confirmed that it had been a fair process conducted in consultation with her office and that the Library had fulfilled all requirements in processing this matter. In answer to a query by President Higueras, the City Librarian noted that the scoring sheets were available and could be accessed through the Library Commission Office. In response to additional questions by President Higueras, Ms. Hildreth informed the Commissioners concerning Innovative Interface’s standing in the industry and regarding how well the proposed new system could address the very diverse and challenging needs of the multicultural communities which the Library serves. In response to a question by Commissioner Bautista concerning library staff members who had participated in the evaluation process, the Deputy City Librarian provided an overview of the professional expertise and diverse, ethnically, and gender balanced representation from all parts of the Library’s staff that participated in the ILS needs assessment and review of the proposals process. The City Librarian noted that with the exception of the Business Review Panel, line staff had done all of the reviews. In response to a question by President Higueras, Deputy City Attorney Chris Hiyashi noted that while not required, the Commission could include a final review and authorization by the Library Commission before the negotiated contract was signed. In response to questions by Commission Streets, George Nichols, Library Finance Director discussed the financial breakdown of contract costs as well as discussed the Library’s evaluation of the financial health of the companies proposing the new system. In answer to additional questions by Commissioner Streets, Mr. Nichols discussed how the Library proposed to address the ongoing maintenance costs of the new system. In response to a query by Commissioner Bautista, Mr. Nichols reported that the costs were included in the Library’s Budget. The City Librarian commented that no increase in system maintenance costs was expected from the migration to the new system. Responding to other questions by Commissioner Bautista, Ms. Hildreth discussed further details of what the Library would get through the proposed contract and outlined the hardware, software and staff training included. The City Librarian noted that migrating to this new system much will be a much less complex task than that which the Library had experienced in moving to the current online system. Deputy City Librarian Paul Underwood noted that the request for proposal specifications had been designed specifically to increase ease of use and reduce the Library backhouse staff workload. MOTION: by Commissioner Coulter, seconded by Commissioner Streets to authorize the City Librarian to enter into negotiations with the highest ranked proposers, Innovative Interfaces and Keystone Library Automation System for a new ILS (Integrated Library System) and to bring the negotiated contract to the Commission for its review. ACTION: AYE 5-0 (Bautista, Coulter, Higueras, Streets, and Strobin) Copies of Public Comment Summary Statements as authorized by San Francisco Administrative Code Section 67.16 can be found in Appendix A. These summary statements are provided by the speaker and their contents are neither generated by, nor subject to approval or verification of accuracy by, the San Francisco Public Library Commission Number of members of the public who spoke anonymously at this meeting:: 2 -------------------------------------------------------------------------------- AGENDA ITEM #3 APPROVAL OF THE JUNE 4, 2002 MINUTES Public comment on AGENDA ITEM #3 APPROVAL OF THE JUNE 4, 2002 MINUTES An anonymous member of the public pointed out that Commissioner Coulter’s arrival at the meeting was not noted, as it should be in the Minutes. This anonymous member of the public remarked that they had they had not literally meant it when they said that they did not have an infinite capacity to sue the Library, that their lawsuits were multiplying, and that these minutes were an issue as they were two months late, had not been posted within 10 days as required. This individual found that a City Attorney’s letter of explanation of the Commission Secretary’s illness was an insufficient response. This person commented that as this was a legally mandated function it should not be left to happenstance. Mr. Ed Regan reported that his reported comments had been accurately reflected. Mr. Peter Warfield commented that he had experienced difficulty in getting information from the Commission office and that some back up should be provided when staff was unavailable. Mr. Warfield found that these minutes were not accurate citing the absence on page 5 of comments he had made related to money for books and public funding for books. Commission comment on AGENDA ITEM #3 APPROVAL OF THE JUNE 4, 2002 MINUTES President Higueras apologized for the delay in making the draft Minutes available but noted that they were a report of what occurred at the Library Commission not a transcription of its meetings. Commissioner Bautista suggested that members of the public who wanted a more detailed report of their comments could submit written public comment statements for attachment to the Minutes. Commissioner Coulter requested that his presence from beginning of the meeting be noted in the approved Minutes MOTION: by Commissioner Bautista, seconded by Commissioner Coulter for approval of the Minutes of June 4, 2002 as corrected. ACTION: AYE 5-0 (Aye-Bautista, Coulter, Higueras, Streets, and Strobin) Copies of Public Comment Summary Statements as authorized by San Francisco Administrative Code Section 67.16 can be found in Appendix A. These summary statements are provided by the speaker and their contents are neither generated by, nor subject to approval or verification of accuracy by, the San Francisco Public Library Commission. -------------------------------------------------------------------------------- AGENDA ITEM #4 APPROVAL OF THE JUNE 4, 2002 MINUTES Public comment on AGENDA ITEM #4 APPROVAL OF THE JULY 2, 2002 MINUTES An anonymous member of the public took note of the Commission President’s apology for the lateness of the Minutes. This individual additionally remarked that they made use of written public comment summaries but that these related only to their comments and that comments of others should be accurately reported in the minutes. This person commented that while a transcription was not expected getting a sense of what occurred was; citing remarks on page 6 attributed to Commissioner Coulter which this person felt did not reflect what had been said and thus would not inform a future reader about what the issues were about or explain Commissioner Coulter’s vote against the proposal under discussion. Mr. Ed Regan commented that his remarks were accurately reported. Mr. Peter Warfield observed that the Commission’s Minutes carried a weight that citizens comments did not and that therefore it was important that the Commission Minutes accurately reflect public comment. Mr. Warfield cited a number of his comments as not accurately reported related inventory refreshment, objections to purging of the records of items inactive for two years, the need to consider repurchase of missing books, and his concerns that expenditures for books receive appropriate Prop. E (Library Preservation Fund 2000) funding. Commission comment on AGENDA ITEM #4 APPROVAL OF THE JULY 2, 2002 MINUTES Commissioner Coulter suggested that his page 6 remarks be expanded to include mention that he had been contacted by some Glen Park neighborhood residents with concerns with the proposed project, but that at the time had not yet had a chance to meet with them, and had therefore suggested a delay in approval of the project until their concerns could be heard. MOTION: by Commissioner Bautista, seconded by Commissioner Strobin for approval of the Minutes of July 2, 2002 as amended. ACTION: AYE 5-0 (Aye-Bautista, Coulter, Higueras, Streets, and Strobin) -------------------------------------------------------------------------------- AGENDA ITEM #5 FRIENDS AND FOUNDATION REPORT Martín Gómez, Executive Director of the Friends & Foundation, called the Commissioners’ attention to the Friends & Foundation’s Great Annual Book Sale, this year occurring on September 8-12 at Fort Mason. Mr. Gómez noted that this book sale was the largest west of the Mississippi and was a major revenue source for the Friends & Foundation support for library programs. Mr. Gómez noted that they expected to process more that 4,500 boxes of books during the sale as well as make books available to community organizations at no cost. Public comment on AGENDA ITEM #5 FRIENDS AND FOUNDATION REPORT An anonymous member of the public called attention to the fact that the Annual Report made available by Library was a joint document with the Annual report of the Friends & Foundation, and commented that this would be perceived differently by different people. This person remarked that while they had often wondered who would bell the proverbial cat of the unfortunate relationship between these two organizations that they were gratified that in this report the cat had belled itself. Commission comment on AGENDA ITEM #5 FRIENDS AND FOUNDATION REPORT President Higueras thanked Mr. Gómez and noted that the Commissioners looked forward to the success of the Annual Book Sale. -------------------------------------------------------------------------------- AGENDA ITEM #6 LABOR UNION REPORT None offered. -------------------------------------------------------------------------------- AGENDA ITEM #7 NEW BUSINESS President Higueras proposed that the Commission calendar a discussion of the city contracting process to gain a better understanding of what was involved as well as what was required. Commissioner Streets suggested that this would better enable the Commissioners to understand the city/library process and find ways to improve how the Library delivered services. Public comment on AGENDA ITEM #7 NEW BUSINESS None offered. -------------------------------------------------------------------------------- AGENDA ITEM #8 PUBLIC COMMENT An anonymous member of the public suggested that Commission Coulter’s question regarding the legality of the ILS process had not been answered. This individual then called attention to the proposal that all Californians join in reading The Grapes of Wrath, expressing a hope that this would not be seen as an opportunity to seek a grant, and observing that this book addressed their concerns with the social problem they identified as the verandah factor creating obstacles to full participation in our society. This person then cited two famous oft quoted passages from the novel, and recited the one featured in the famed film version of the book, noting we are all Tom Joad. Mr. Ed Regan suggested that Library public service hours be expanded from 6AM until Midnight seven days per week. Mr. Regan additionally suggested looking into having so many McNaighton books in the library’s collections, suggesting that many were unneeded fiction duplicates that could be removed to make room for non-fiction books. A 2nd anonymous member of the public commented that they wished to speak anonymously because they had been misquoted in the past and raised concern with the planned removal of dumb terminals, noting that they were the only access to the catalog for many people. This 2nd Anonymous member of the public further remarked that as the card catalog no longer was available, the only alternative would be to ask a librarian for assistance, noting that this was not a satisfactory situation and therefore a source of great concern. Mr. Peter Warfield thanks the Commissioners who had asked questions regarding the Integrated Library System (ILS) proposal and suggested that public comments about it had not been heard. Mr. Warfield found that the public process offered excluded effective public participation and left many questions unanswered. He noted that he had participated in a June 10th public review session but that many issues had not been addressed, nor had the RFP process allowed for public scoring of the proposed systems. -------------------------------------------------------------------------------- AGENDA ITEM #9 ADJOURNMENT MOTION: by Commissioner Coulter, seconded by Commissioner Bautista that the meeting be adjourned in memory of the late Dorothy Terhar, a retired Librarian, and the late sculptor George Ricky. Public comemnt on AGENDA ITEM #9 ADJOURNMENT Mr. Peter Warfield called attention to the recent passing of retired San Francisco librarian Dorothy Terhar, and the late George Ricky, an internationally famed sculptor and creator of the "Tilting Ls" sculpture displayed outside the Larkin Street entry of the Main Library ACTION: AYE 4-0 (Bautista, Coulter, Steiman, and Strobin) The meeting was adjourned at 7:37PM. Please note: These are draft minutes subject to revision by the Library Commission. Copies of Commission Minutes and handouts are available in the Office of the Commission Secretary, 100 Larkin Street, San Francisco, CA 94102 Copies of Public Comment Summary Statements as authorized by San Francisco Administrative Code Section 67.16 can be found in Appendix A. These summary statements are provided by the speaker and 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. 2 Michael Housh, Commission Secretary 9/4/02 -------------------------------------------------------------------------------- Minutes of the regular Commission Meeting of August 6, 2002 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. 2 Public Comment (PDF) available for viewing in pdf format.