Library Board Meeting Agenda Puyallup Library Board Room 324 S Meridian, Puyallup 98371 Monday, March 19, 2018 6:00 PM CALL TO ORDER PUBLIC COMMENTS 1. APPROVAL OF MINUTES 1.a 022618 Draft Board Minutes Draft Board Minutes 022618.pdf 2. LIBRARY DIRECTOR'S REPORT 2.a Board Report - February 2017 Board Report Feb 2018.pdf 2018 Action Plan.xlsx OLD BUSINESS Fines & Fees Policy Discussion 16.3 Authorization of Library Fines and Fees 2018 THIS ONE.pdf 16.4 Fines and Fees Schedule (2018 Review THIS ONE.pdf NEW BUSINESS FRIENDS OF THE LIBRARY REPORT LIBRARY FOUNDATION REPORT BOARD MEMBER COMMENTS NEXT REGULAR MEETING ADJOURNMENT The City Council Chambers is wheelchair accessible. Those needing assistance with hearing devices should contact the City Clerk's Office (253-841-5480) the Friday preceding the meeting. 1
Library Advisory Board Agenda Item Report Submitted by: Tulika Makharia Submitting Department: City Clerk's Office Meeting Date: 3/19/2018 Subject: 022618 Draft Board Minutes Presenter: Recommendation: Background: Council Direction: Fiscal Impacts: ATTACHMENTS Draft Board Minutes 022618.pdf 2
Library Board Minutes February 26, 2018 Library Advisory Board Meeting Minutes Puyallup Public Library February 26, 2018 at 6:15 p.m. (These minutes are not verbatim. The meeting was recorded, and copies of the recording are retained for a period of six years from the date of the meeting and are available upon request) Board Members Present: Chair Darice Hermann, Board members Jee Hamburg, Dee Dee Henry, Jason Norris, and Sharon Shaw Staff Present: Library Director Patty Ross and Administrative Clerk Tulika Makharia Public Comment Mr. Bud Metzger believed that citizens are unaware of the library s free museum pass program and that the program needs more publicity. He commented on the font size of the meeting room schedules, praised the new shelving in the Friends of the Library bookstore, and shared information about the use of stickers by the Jackson County Library. Library Director s Report Library Services Director Patty Ross briefed the board on a variety of library-related topics. She discussed the Puyallup Library s new mission statement, vision, organizational goals, and the staffled process to develop these management tools. She reported on the hiring of a new library assistant, provided an update on the security services RFP, and apprised of upcoming events and programs such as 1,000 Books before Kindergarten, Summer Reading 2018, Oculus Rift testing, partner sponsorship of Makerfest 2018, and training sessions for local businesses in partnership with the Puyallup-Sumner Chamber of Commerce. Ms. Ross also presented the 2017 Library Statistics Report of physical and e-materials circulation, database usage, door counts/visit numbers, and library program attendance. Old Business Library Fines and Fees Policy Discussion Ms. Ross stated that she would seek city management s advice regarding annual authorization of the Fines & Fees Policy by the Library Advisory Board. Ms. Shaw recommended adding language regarding lost library materials to the policy. 3
Library Board Minutes February 26, 2018 New Business Library Code of Conduct Policy Discussion Ms. Ross shared the current Library Code of Conduct policy with the board and solicited feedback to assist with the policy update. She clarified that the policy had not yet been approved by the city s legal department. Role of the Library Board Ms. Ross presented city code, PMC 9.15 and PMC 2.30, as well as state law, RCW 27.12.190, governing the Puyallup Public Library and the Puyallup Library Board. Friends of the Library Report Ms. Ross advised of the Friends of Library s contract with Better World Books, revenue from Amazon Smile and Paypal usage, and their search for a new President. Library Foundation Report Ms. Henry reported that the Foundation was meeting on a monthly basis, looking for new members, and formulating new mission and ideas for the group. She stated that they hoped to use their funds to assist the library in its children s area redesign. Board Member Comments Ms. Hermann shared her delight at being reelected to the board and looked forward to serving her new term. Adjourned 8:06 p.m. 4 2
Library Advisory Board Agenda Item Report Submitted by: Tulika Makharia Submitting Department: Library Meeting Date: 3/19/2018 Subject: Board Report - February 2017 Presenter: Patty Ross Recommendation: Background: None Council Direction: Fiscal Impacts: ATTACHMENTS Board Report Feb 2018.pdf 2018 Action Plan.xlsx 5
Library Board Report February 2018 Prepared by Patty Ayala Ross Building Issues: The city maintenance crew installed new shelving in the Friends bookstore. They are thrilled as are patrons who are browsing. Staff: We have finished nominating goals and crazy ideas. Those updates are in purple on the attached second page. Next, we will narrow the goals and begin to work on them. The staff will be learning how to manage projects together as a team. It s been an exciting process for all and engagement is high amongst the staff. I will be out on medical leave from March 26 April 7. I will return on Monday, April 9. Events/Projects and Meetings: March is the Pierce County Reads selection for 2018. March is a black and white graphic novel trilogy about the Civil Rights Movement, told through the perspective of civil rights leader and U.S. Congressman John Lewis. Here is a link to the exciting events around Pierce County READS including our local event, Civil Rights in Today s Popular Culture which will be here on April 4 at 6:30 pm. We are ramping up for PuliCon 2018! It will be held on Saturday, May 5, 10 am 5 pm. We received additional LTAC funding to really boost this year s event. It is held in conjunction with Free Comic Book day. Thank you to the Friends for their ongoing support of this program. We have signed two great authors for this year s Book Festival, scheduled for October 5 and 6 th. We will also be holding a local author fair and the Friday night reception. Stay tuned for an April announcement of the authors that will be visiting Puyallup. Megan and I sat down with Steve for a library mini retreat in early February. We discussed accomplishments from 2017 and priorities for 2018 from the city administration s viewpoint. I produced a work plan for the city council that I have attached to this report. We talked a lot about measuring success and making sure that we have benchmarks in place for the work we are doing. We will be holding our first public Virtual Reality program at the end of March. We can t wait to see how it goes. Stay tuned. Safety/Security: We have chosen Pierce County Security as our contracted agent for the security guard. The guard will begin on Monday, April 2. We are currently hammering out details of duties and how the guard will be incorporated into our operations. February Trespasses: One day (37) Seven days (3) 45 days (3) 6
Mission Statement: The Puyallup Public Library welcomes all to gather, learn, create and be inspired. Vision: 1. The PPL staff will be a customer oriented, highly trained, well supported, team. 2. PPL will be a customer focused organization. 3. Innovation will be central to our mission with the understanding that mistakes will be made. We are okay with that. 4. PPL will be deeply woven into the fabric of the community. Organizational Stretch Goals: In process. Ideas so far: Goes to vision statement 1: 1. Learn some basic Spanish 2. Attend webinars and other trainings 3. Work with Pierce County or another library system to tag on to their trainings 4. Budget ask: attend at least a day of ALA Midwinter Seattle 2019 5. ebook training; how to help customers? 6. Replace the upstairs reference desk 7. Training on E-reader platforms. Circulation for these have gone up in numbers! 8. Upstairs reference desk remodel (also part of building redesign) Goes to vision statement 2: 1. Copy machine downstairs 2. Improve guest pass system basket of passes? Internet only cards? 3. Improve printing process for patrons 4. Continue shelving parties /keeping the collection in order 5. Put picture books in exact alpha order 6. Improve marketing board or get a television to show off our events (mobile app capabilities?) 7. Think of ways to utilize the back curved wall 8. Update our maps/something fun and interactive 9. Continue to find ways to work with the homeless population; maybe have the city social worker at the library at times to help and offer solutions 10. Turn off SAM by having all print jobs go straight to the printer! (Completed; 3-15-2018) 11. MARC records for our products 12. Get our picture books in order. This is huge #2 goal. 13. Charging station 14. Meeting Rooms use equipment and new chairs 15. Game and DVD player lending 16. Easy way to get library cards to allow for easier E-checkouts (link to Libby) 7
Goes to vision statement 3: 1. Ted Talks curate 2. Podcasts curate Produce? 3. Interactive Librarian videos, Tech Help Videos, add Tech Help to website 4. Paint! Let s make this place a little brighter. (Part of 2019 building planning process.) 5. Drive up bookdrop/circulation window (Building planning process) 6. Community garden 7. Large, lawn type game pad (checkers/chess) 8. Coffee shop! Or cart (borders on crazy idea ) Goes to vision statement 4: 1. Continue to increase electronic resources collection 2. More outreach programming from librarians 3. Work with other city departments to cross market and partner (What s happening at the Pavillion? Already working with Parks and Police)Let s use our Good Reads page! We (staff) could post what we are reading weekly or monthly to get the community involved on sharing what they are reading! Active commenting on what is a good read is a fun idea. 4. Community art work; we will continue the children s bulletin board 5. Programs to reach out to community like Beth did with the Tribe 6. Tech Hour - monthly topic: how to use an ipad and the like Email newsletter 7. Email newsletter 8. More guest, geeky, teen, adult storytime opportunities Next steps: Vote on the top ideas Send to committee for project management Some goals are for administration to consider (new equipment, paint, etc) 8
Puyallup Public Library Work Plan 2018 Last updated 3/15/2018 Task Goal Known Steps Target Dates Catalog Clean Up Project; noncapital Institute security services; noncapital Plan City Book Festival Help patrons and staff find our materials with more accurate, up to date catalog records Increase safety for staff and public Present quality event Contract with third party Marcive Completion by March. Completed! 3/15/18 Issue RFP; choose succesful bid; integration Plan event; intense mrktig early Fall RFP issued in January; choose February; boots on the ground by March; April 2nd launch 3/15/2018 in process; authors signed; contracts executed Establish Program, "1,000 Books Before Kindergarten"; non-capital Implement LEAN Encourage families to read to their youngest children Simplify processes; align with city initiative Soft launch in Fall LEAN committee established; choose first process to work on in March Finish materials; marketing and online portal; launch in September Assess at least one internal process with LEAN and the LEAN committee by the end of the year Further development and marketing of electronic services Continue to assess and make adjustments: HR, policy review; staff training; collection management, ongoing programs, internal processes, customer service, etc Provide more online access materials for a commuting community; provide robust mobile app Waiting on mobile app launch; look towards more content acquistion Assess and implement operational changes as necessary Ongoing Ongoing always Ongoing--all year; launch commuter marketing campaign January, 2019; align with kiosk? Work done throughout 2018 Continue refresh of the Children's Area; capital project Lay groundwork for "teen zone"; capital project groundwork--full building assesment. How to best use the facility? How does it fit with overall city plans? Establish a new section for kids/families; install "Imagination Center" in rotunda Design a space for teens to help the community deal with teen behavior issues; utlize the building to its fullest potential per city manager meeting in Feb 2018 Waiting on designer; working with Foundation on funding Determine first year costs for design and community engagement process; RFQ? Investigate costs and finalize plans; begin paint in April; work with Foundation on Imagination Center funding throughout 2018 Investigate/background work in April/May; submit budget request in July? Update: ask for funds 2018; rfp for building assesment in 2019 9
Library Advisory Board Agenda Item Report Submitted by: Patty Ross Submitting Department: Library Meeting Date: 3/19/2018 Subject: Fines & Fees Policy Discussion Presenter: Patty Ross Recommendation: Background: Council Direction: Fiscal Impacts: ATTACHMENTS 16.3 Authorization of Library Fines and Fees 2018 THIS ONE.pdf 16.4 Fines and Fees Schedule (2018 Review THIS ONE.pdf 10
TITLE: AUTHORIZATION OF LIBRARY FINES AND FEES POLICY NUMBER: 16.3 EFFECTIVE: JANUARY, 2018 REVIEW DATE: DECEMBER, 2018 (ANNUALLY) AUTHORIZED BY: LIBRARY ADVISORY BOARD SUPERCEDES: OVERDUE LIBRARY MATERIALS AND FINES: REVISED October 2006, January 2009, November 2011, June 2013 Purpose: The Puyallup Public Library (hereafter referred to as PPL) is a tax-funded public entity. As such, PPL provides general library services free of charge. However, to offset some of the costs associated with operating a library, PPL reserves the right to charge reasonable fines and fees. The intent of this policy is to authorize particular library fines and fees. Scope: Applies to all PPL cardholders. Definitions: None. Policy: PPL reserves the right to charge the following fines and fees. Particular amounts are outlined in policy 16.4, Fines and Fees Schedule. Fines and associated fees for overdue, lost and damaged materials Collection agency fee when a library user is referred to a collection agency for non-payment of fines and/or fees Photocopying Printing at public access computers Non-resident, non-reciprocal card fees Interlibrary loan pass-through charges PPL may waive some fines or fees for library patrons who have experienced bankruptcy, theft, fire, hospitalization, domestic violence or other emergencies. Patrons may be asked to provide supporting documentation and appeals may require administrative review. PPL will actively pursue the return of library materials and payment of fines and fees, including the use of a collection agency and a collection agency referral fee. The PPL Library Director is authorized to enforce reasonable limits and fees. Date adopted: February 16, 1978 11
Date revised: October 30, 1995 Date revised: July 22, 2002 Date revised: March 23, 2004 Date revised: September 21, 2004 Date revised: November 16, 2010 Date revised: December, 2016 Date revised: March, 2018 Authorized by the City of Puyallup Library Advisory Board, March 19, 2018 President, Library Advisory Board Date 12
TITLE: FINES AND FEES SCHEDULE POLICY NUMBER: 16.4 EFFECTIVE: JANUARY, 2018 REVIEW DATE: DECEMBER, 2018 (Annually) AUTHORIZED BY: LIBRARY ADVISORY BOARD Purpose: The Puyallup Public Library (hereafter referred to as PPL) is a tax-funded public entity. As such, PPL provides general library services free of charge. However, to offset some of the costs associated with operating a library, PPL reserves the right to charge reasonable fines and fees. The intent of this policy is to authorize particular library fines and fees. Scope: Applies to all PPL cardholders PPL does charge the following fines and fees: 1. Nonresident, annual card fees: 2. Late fees: a. Family Fee $150 b. Individual Adult Fee (18-65) $100 a. Most items classified as adult items, following a 1 day grace period. b. Items classified as children s material c. Fiction DVD s (Movies and TV) d. Theme Boxes e. Museum Passes 3. Computer Print Outs 4. Collection Agency Referral Fee $0.15 per item per day to a maximum fine of $6.00 per item regardless of card used No overdue fines; items that are more than 60 days overdue will be considered lost. Damaged and lost fees applicable $1.00 per day to a maximum fine of $6.00 per item $1.00 per day to a maximum fine of $6.00 per item $5.00 per day with a maximum fine of $75.00 per item Black and white: $.10 per page (each side) once free print outs have all been utilized; Color: $.50 per page (each side) $10 13
5. Lost and Damaged Materials 6. Inter Library Loan Pass Through Fees Current Retail Price as determined by the library (price assigned upon order and maintained in the ILS system); Replacement copies will not be accepted. Price charged by lending library REVISED: December, 2017 REAUTHORIZED: March, 2018 CITATIONS: Puyallup Municipal Code, Section 9.15 Authorized by the City of Puyallup Library Advisory Board, March 19, 2018 President, Library Advisory Board Date 14