Library Commission Minutes - July 17, 2003

SAN FRANCISCO PUBLIC LIBRARY COMMISSION Minutes of the regular meeting of Thursday, July 17 2003 (as approved 8/21/03). The San Francisco Public Library Commission held a regular meeting on Thursday, July 17, 2003 in the Koret Auditorium, Main Library. President Higueras called the meeting to order at 4:12 PM. The following members were noted present: Commissioners Bautista, Chin, Coulter and Higueras. Commissioners Steiman, and Streets, and Strobin were excused. President Higueras reported that, as the Commission would lose its quorum, he was reordering the agenda taking general Public Comment first, the ILS Implementation Update, then discussion of the Strategic Plan. Other Items would be taken in order if there were sufficient time or if not would be continued to a future meeting. Agenda Items: 6. Public Comment (taken up first) 4. ILS Implementation Update (taken up second) 5. Strategic Plan Presentation (taken up third) 7. ADJOURNMENT APPENDIX A -------------------------------------------------------------------------------- AGENDA ITEM #6 PUBLIC COMMENT (taken up first) An anonymous member of the public expressed appreciation for the Commission providing opportunity for public comment and commented on what this person viewed as differing interpretations of the requirements of Prop. E (Library Preservation Fund). Mr. Ed Regan recommended that libraries be open from 6AM until Midnight, seven days per week, every day of the year, that comfortable chairs and tables for reading while standing be provided in all branches, and disagreed with comments recommending that community rooms be eliminated from any planned expansion of branches. Mr. Peter Warfield expressed disappointment that there was no report on the status of the Library's Budget, noting that the Board of Supervisors had made changes, and commented on President Higueras sending a letter to the Supervisors concerning use of Prop. E funds without discussing it at the Commission. Commission discussion of AGENDA ITEM #6 PUBLIC COMMENT President Higueras noted that it was within his prerogative as Commission President to inform members of the Board of Supervisors of his views regarding how they proposed to address matters effecting the Library and noted that any member of the Commission was free to express their views regarding his comments, request a discussion at the Commission, or offer their own views. -------------------------------------------------------------------------------- AGENDA ITEM #4 ILS IMPLEMENTATION UPDATE (taken up second) The City Librarian provided an informational memo (copy attached) and introduced Library Chief of Technical Services Vivian Pisano, who provided the Commissioners with a detailed background discussion and overview of the many complex sequenced steps involved in the migration to the new ILS system. Ms. Pisano outlined the hard work contributed by the staff Millennium Task Force and described the timeline for progression of processes involved in transitioning to the more intuitive and responsive online system being installed during the end of August. Ms. Pisano recommended Commission approval for a planned closure of the Library over a day and one half schedule deemed necessary by staff based on a similar process recently undertaken by the San Jose Public Library and given the complexity of transitioning the Library's many and complex online services. Ms. Hildreth called attention to Ms. Pisano and the staff teams’ careful and skillful planning to make the transition as seamless and smooth as possible. Public comment on AGENDA ITEM #4 ILS IMPLEMENTATION UPDATE An anonymous member of the public noted that an explanatory document was provided but not listed and suggested that the proposed closure was mis-timed coming after a weekend. Mr. Ed Regan, while noting opposition to closure found that if necessary, it should be done. Mr. Peter Warfield expressed hope for improvement in the Library's online systems, noting increasing problems with the current system, and wondered if an alternative such as opening libraries for browsers could be considered instead of closing. Mr. Warfield also wondered if there were a backup plan should major problems develop with the transition. Commission discussion of AGENDA ITEM #4 ILS IMPLEMENTATION UPDATE In response to questions by President Higueras, Paul Underwood, Deputy City Librarian, discussed in some detail the process whereby staff, the library consultant, and Innovative had collaborated to carefully craft a process that prepared for unanticipated problems and provided sufficient time for staff to conduct the transfer of systems. Ms. Pisano reported that the planned closures would begin at 6pm on Monday August 25th, continue through Tuesday, August 26, and conclude with planned reopening at 1pm on August 27, 2003. In response to a query by President Higueras, it was noted that Innovative was committed to taking whatever steps were needed in the event of unforeseen problems to have the system up and running for the public within the time period allowed. Ms. Hildreth discussed aspects of the catch up with the unavoidable backlog of check-in that would be a critical final step prior to opening the new online system to library users. Commissioner Bautista noted that as it was the staff and expert professional judgment that this was the necessary process to migrate to the new system, she fully supported it. In response to a question by Commissioner Coulter regarding having libraries open for browsing only, Mr. Underwood noted that a closure would be the best way to quickly transition to the new system and avoid user frustration. Ms. Hildreth noted that this proposal was carefully considered as the most efficient and effective way to manage the transition. MOTION: Commissioner Bautista, seconded by Commissioner Chin that the plan for migration to the new ILS system and authorization for a Systemwide closure at 6PM on a weekday followed by an all day closure the next day and a morning closure the following day, (opening at 1PM) as proposed be approved. ACTION 4-0 AYE (Bautista, Chin, Coulter, and Higueras) -------------------------------------------------------------------------------- AGENDA ITEM #5 STRATEGIC PLAN PRESENTATION (taken up third) City Librarian Susan Hildreth introduced library consultant Gail McPartland, who noting the time constraints as the Commission was about to lose it quorum, provided a brief overview of the strategic planning process to date. It was reported that there would be public hearing on the proposed plan on August 21st. Public comment on AGENDA ITEM #5 STRATEGIC PLAN PRESENTATION An anonymous member of the public found the proposed plan too vague and in a nutshell did not provide a framework to guide decision making. Mr. Peter Warfield also found it too general in parts and very specific to the point of shaping policy in others. Mr. Warfield noted concerns about sections on the collection, the catalog worked, and addressing matters of common concerns. Mr. Ed Regan expressed concern that the plan did not provide for expanded public service hours and that he would like it if it did so. Commission discussion of AGENDA ITEM # STRATEGIC PLAN PRESENTATION President Higueras noted that, given the time available, this was simply a first presentation of a proposal and there would be many other opportunities for additional discussion and comment. Commissioner Coulter noted that there would be significant changes from input from the City Librarian’s Advisory Committee (CLAC) and the Community Advisory Committee. Commissioner Chin recommended that the Mission and Values Statement be earlier in the document and that sections under goals and objectives be reordered as Services, Collections, Technology and Facilities. Commissioner Chin noted that the plan should be frank and honest, noting that she did not think it possible that the Library could meet all of the needs identified. President Higueras noting the hour concluded the discussion with the note that it would continue. -------------------------------------------------------------------------------- AGENDA ITEM #7 ADJOURNMENT MOTION: Commissioner Bautista, seconded by Commissioner Coulter that the meeting be adjourned. 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. Public comment on AGENDA ITEM #7 ADJOURNMENT None offered ACTION: AYE 4-0 (Bautista, Chin, Coulter, and Higueras) The meeting was adjourned at 5:00PM. Michael Housh, Commission Secretary 7/23/03 (as approved 8/21/03) Please note: Minutes subject to change 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 -------------------------------------------------------------------------------- Minutes of the regular Commission Meeting of July 17, 2003 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 Public comment available for viewing in pdf format.
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