Event box

Santa Rosa Library Advisory Board


Sonoma County Library

Wednesday, July 26, 2017

7:00 pm

Rincon Valley Library – Forum Room

6959 Montecito Blvd.

Santa Rosa, CA 95409


In attendance: Library Advisory Board: Nancy Persons, Cynthia Denenholz, Diane Reyes, Ex-Officio Members: David Ebright, Library Commissioner, Linda Garcia, Library Commissioner Tracy Gray, Interim Library Director, Jennifer Duran, Rincon Valley Branch Manager, Kate Keaton, Northwest Branch Manager, Phil Hoeft, Central Branch Supervising Librarian; Absent: Barbara Fisher, Marlen Chavez, Frank Morabito; Ex-Officio Members: City of Santa Rosa Councilmember



Chair Nancy Persons called the meeting to order at 7:01 pm.


  1. APPROVAL OF MINUTES OF May 31, 2017

Postponed until September 27 meeting due to lack of quorum. 



An opportunity for members of the public to address the Library Advisory and Friends’ Boards; times are limited to 3 minutes and may be changed at the Library Advisory Board’s discretion.

No public appearances.



The members had the pleasure of meeting both Phil Hoeft who is the Supervising Librarian at Central Library and Lara Mayelian who is the new Teen Services Librarian at Rincon Valley.  Phil is taking on lead work for Tracy Gray while she is Interim Library Director. 


    1. Look at upcoming new job positions in SCL


The members reviewed and asked questions on “Proposed New Positions” and “Total Additional Positions”, two documents that were included in the April 3, 2017 Library Commission meeting agenda packet.  The Operations Management Team has looked at some positions and created a packet for the Library Commission review for the Library Commission meeting on August 7.  In theory, all of the proposed positions have been approved by the Library Commission into the 2017-18 budget cycle.  The Chief Operations Officer recruitment is postponed until a new Library Director is in place.  A Human Resources Generalist recruitment is underway.  The Adult Services Coordinator will concentrate on specific age groups of adults and primary responsibilities will include outreach, events, programs, services, and circulation.    


  1. Look at items of priority e.g. teen services

The members considered 6.1 and 6.2 to be similar in scope. No further discussion on 6.2.



Reports and updates on library governance, management, programs, services and support group activities as well as City Council matters. All items are for discussion only.

  1. Friends of the Santa Rosa Library Report


No report.


  1. Youth Members’ Report


No report.


  1. Library Commissioners’ Report


David Ebright and Linda Garcia shared that the Library Commission is making decisions driven by the 5 Priorities in the Strategic Plan: The Customer Experience, Education and Discovery, Innovation, Community Engagement, and Financial Sustainability.  Subcommittees are focusing on OPEB/Retirement and Measure Y Oversight. (The Measure Y Oversight Committee members have been nominated, and approval is expected at the August 7th Commission meeting.) Two commissioners recently resigned; there is a new commissioner representing Cotati, but no replacement has yet been named for the vacant Healdsburg position. The annual Chocolate & Cinema fundraiser for the Sonoma County Public Library Foundation (SCPLF) is set for August 3 and will feature “Raiders of the Lost Ark”. The fundraiser on June 10 featuring author Fredrik Backman author of “A Man Called Ove” raised over $2,000.  The SCPLF is committed to raising funds for a permanent Roseland Library.  Updates on plans for the Roseland Community include low income housing, Boys & Girls Club, and a temporary location for the Roseland Community Library when plans move forward to tear down the current store front location. 


  1. Library Director’s Report


Tracy Gray shares she is busy moving many plans forward. Her recent work includes the staff recruitment plan, learning more about OPEB, reviewing facility projects including Northwest Library’s renovation, Rohnert Park headquarters, and space planning for Central Library once other SCL departments transition from Central to Rohnert Park headquarters.  Tracy Gray attended a variety of local meetings including with Northnet Library, Sonoma County Historical Records Society, Los Cien, SCPLF, Friends and Library Advisory Board groups.  Another goal she is working on is returning to the Strategic Plan to organize priorities. 


        7.5 Feedback to Branch Managers’ Reports (see reports below). 


The members are enjoying and encourage more “impact stories” as recorded in the Central Santa Rosa Library report.     


Central Santa Rosa Library July LAB report


Librarian Simone Yingst will be will begin her new Adult Librarian role on July 24, 2017.  Simone started work at SCL in 2014, working as a Library Aide at the Petaluma Library.  She has worked as an Extra Help Library Associate throughout the system, and has recently been filling in as a long term Extra Help Library Associate in Interlibrary loan.


Central Branch Manager Tracy Gray was appointed to Interim Library Director.  There will be an internal recruitment for an Interim Central Branch Manager.


Central is participating for the third year in a row, “Lunch at the Library”, partnering with Redwood Empire Food Bank, which brings together the Library’s longstanding summer reading tradition with a lunchtime meal, in an effort to combat summer learning loss and summer hunger.  Children’s Librarian Kim Dargeou is spearheading the efforts and incorporating physical activities such as hoola hooping, hopscotch, and outdoor bowling in conjunction with lunch.


Some of the summer reading events for kids and teens include all of the regular storytimes, computer coding for kids, birdhouse making, paper circuits (illuminated paper creations with working circuits made with conductive copper wire tape), musical telling of a classic opera story, and ukulele.


Adult Librarian Vandy Tompkins has initiated a system-wide “Lawyers in the Library” program where local attorneys offer a free 20 minute session on legal information and referral.


Impact Stories:


From Adult/Teen Library Rachel Icaza, “I had a wonderful interaction with a Deaf/Blind man! He had a Deaf companion with him and a Seeing Eye service dog. It was my first opportunity to use tactile American Sign Language. I helped them pay a fee on the DMV website and we also had a lovely chat about mutual friends (as we say in ASL, Deaf World Small). The gentleman assisting the Deaf/Blind man said that they had come from Communique Interpreting agency and that CQ told them that the library has Purple Video Relay Service so they could contact the DMV. I love that the greater community knows how we can help special needs patrons. It was awesome!”


From Library Associate Rebecca Patrascu, “A woman came in asking for help finding articles about her partner that had been published in the Press Democrat in the 40's and 50's. She wanted to surprise him for his 86th birthday. She was rushed and a little flustered, and said she had no computer know-how and her partner was waiting in the car (!). Fortunately the desk was quiet at that moment, and I was able to locate and print the articles quickly using our Newspaper database. We hit the jackpot, finding a picture of her guy winning a greased pig contest at the fair when he was 14 and many mentions of his high-jumping and basketball prowess from Analy. She was thrilled.


A few days later I received a thank-you note from her in the mail that said, "Thank you so much for all her help and thank the Library for hiring people like you. You are #1 all the way. I could never have accomplished this surprise for Sal's birthday without you. Thank you a million times over."


She also came in last week and showed me the scrapbook she'd made for him using the articles. She said he cried with joy when he saw the picture and printouts.”


Northwest Regional Library July LAB Report


Summer reading kicked off once again. Our theme this year is “Build a Better World” and there have been conversations with children about how that would look.  The children’s program continues to draw the most participants but the adult program gains in popularity every year. The teen program always draws a very loyal crowd too.


Other activities this period include a “Coffee with the Director” program. Tracy Gray came and had a pretty lively discussion with 4-5 Northwest patrons who really appreciated the opportunity to share. Staff also met with one of our HOST (Homeless Outreach Services Team) outreach people. Phillip Tapia came to meet with staff and update us on changes in their services. He also brought with him a counselor from Sober Sonoma and a counselor from Salvation Army. It was great to have this chance to talk to these counselors and hear about new services and be reminded of their other services. We also had a chance to ask questions. 


Our staffing grew just a bit in May and we anticipate adding another position in July. In May, we added a 25 hour library specialist with the plan to increase her hours to 40 hours a week which began in the middle of July. Rocío Linares had been our library aide and is now our full-time specialist. Our new library aide, Robert, has also been settling in very well. He has also been helping out with some coverage at the Roseland Library on Saturdays to allow staff to get a lunch break.


We will soon be hiring a full-time librarian which will help with our extended hours. With the hiring of this position, we look forward to extending some of our services including more outreach to the junior high and high schools in our service area.


Tracy, Kiyo, Dave Tichava and I met with the architect and designers at the end of June. Preliminary sketches for the refresh were presented. The architect will be finalizing the plans and the designers will start planning their part as well.


The Northwest Library is planning to do several music programs in September as well as the Energy Independence Workshop to introduce DIY kits to do energy and water upgrades to save energy. Another upcoming program is the One-on-One Job Seeker Assistance. This program will help with resume writing, interview skills, LinkedIn and job hunting. People can meet with experienced Human Resources & Recruiting professionals from Job Tango for one on one job seeker assistance.  This program will allow for drop-in help. We are looking forward to this variety of programs that we can offer this fall.


Rincon Valley Library July LAB report


“Build a Better World” is our 2017 summer reading theme and reminders to all that we have a summer reading incentive program for all ages: Early Childhood (0-5 years), School Age (kindergarten-6th grade), Teen (7th-12th grade), and Adult (ageless or 18 years +). 


The Adult Summer Reading program is still so very new to our patrons.  This marks our three year anniversary hosting an annual summer reading program for all adults.  It is not too late to get started.  The program runs from June 5-August 26.  To all new signups we encourage them to look back to June 5 and help catch up because we have some great prizes for our participants.  This year we have seed packets, seeded bookmarks, note pads, and foldaway shopping totes for take home prizes for adults.  Other prizes include raffle tickets for chance to win an annual Sonoma County Parks Pass membership or renewal, and multiple chances to win gift cards to Montgomery Village.   That is just the adult-side of summer reading.  All children and teens earn multiple prizes for participating in their own summer reading programs.  The teens earn chances to win a Chromebook. 


Looking ahead at Rincon Valley Library to August and September, we have fun programs to look forward to so mark your calendars accordingly: 


For children: Mindful Minis (August 14 and September 11); Zumba (August 7); Hour of Code (August 12); LEGO Club (August 17); Taiko Drums (September 2); and Family Yoga (September 8).  Story time will be on hiatus in August returning on September 6.


For children and teens: Youth Chess (every Wednesday at 3:00 p.m.); CoderDojo (September 18); Free Math Tutoring (Friday afternoons in August).


For teens: ACT Test Prep (September 23 and 30). 


For adults: Traveling Gardener (August 12); Master Gardeners (August 26 and September 23); Gentle Stretch (September 12); Introduction to the Bee Keeping (September 16); Classical Guitar musical program (September 16); Meditation and stress reduction (September 19); and technology training class on Google Drive (September 25).  


Lawyers in the Library is a program providing free legal information and referrals with local attorneys.  This is a new program and is being offered once per month around Sonoma County Library.  Rincon Valley Library will host this program on Monday, August 21 from 5:30-7:30pm.  Sign up is in person and 30 minutes before the program starts for a 20 minute legal consultation.      


We have trainings coming up that many of our staff will participate in.  One is a training on Customer Service.  The second training is Mental Health First Aid--this internationally curated training will help staff gain empathy and confidence in working with customers who may be living with some of the most common diagnoses.    


 Rincon Valley Library staff still receive a huge amount of buzz from the community on how happy Monday reopening has made them. 


Roseland Community Library July LAB report


Our new Roseland staff is now in place and becoming comfortable with library policies and procedures. All have a very strong customer service approach and the community is responding very well. As staff settles in, we are able to evaluate our staffing and services.


Roseland will be receiving a workstation computer from the IT Department. During Tuesdays, when all staff are in-house, staff will utilize the workstation computer to complete projects off desk and further their professional training.


As the staff becomes further familiar with the collection, they are making purchasing suggestions for new materials and collection development. They are also taking into account the types of materials that patrons ask for on a regular basis, therefore taking into consideration patron needs.

Programs include our summer reading programs for children, teens and adults. Attendance has grown for children’s events, for example, Dan Chan Magic Man had 118 and Jungle James had 76 people in attendance.


Roseland has also offered two Hour of Code programs and several Lego programs. The attendance at the bilingual story times has been very good and, quite often, older children stay for the Read to a Dog program. Saturday mornings at the Roseland Library are definitely a family event.


Looking ahead, Roseland Library will be hosting the Try It Truck sponsored by the Bay Area Discovery Museum. The Bay Area Discovery Museum’s Try It Truck is an engineering lab-on-wheels that travels directly to schools and learning environments in the Bay Area to provide hands-on early engineering experiences to children in kindergarten through fifth grade. They will be visiting the Roseland Community Library on Saturday, August 5th at 11:30. And, to celebrate Hispanic Heritage Month, the library will host Tezkatlipoka Aztec Dance and Drum on Saturday, September 16th at 12 noon.


The Roseland Library will also participate in the Roseland Village Binational Health Fair on the first Saturday of October. This is a great event with lots of community groups participating and it is wonderful to have the library presence as well.


7.6.City Council Liaison Report


No report. Nancy Persons will follow up with Jack Tibbetts, who she understands is the designated liaison No report.



An opportunity for Members to present brief, factual information about their library, respond to public comments, place items on the next agenda, or request information from the Library Commissioners, Director or Branch Managers.



A review of follow-up responsibilities for members and staff.

  1. ADJOURNMENT—Next meeting: Wednesday, September 27, 2017 at the Roseland Community Library.
Wednesday, July 26, 2017
7:00pm - 8:00pm
Time Zone:
Pacific Time - US & Canada (change)
Rincon Valley Library
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