City of South Pasadena Page 1
CALL TO ORDER: Mayor Jon Primuth
ROLL CALL OF CITY COUNCIL: Mayor Jon Primuth
Mayor Pro Tem Evelyn G. Zneimer
Councilmember Jack Donovan
Councilmember Michael A. Cacciotti
Councilmember Janet Braun
ROLL CALL OF LIBRARY BOARD OF
TRUSTEES:
President Dean Serwin
Vice President Bianca Richards
Secretary Annie Chang Long
Trustee Kenneth Gross
Trustee Edward Pearson
CITY OF SOUTH PASADENA
SPECIAL JOINT MEETING OF THE CITY COUNCIL
AND THE LIBRARY BOARD OF TRUSTEES
AGENDA
WEDNESDAY, MAY 3, 2023, AT 6:00 P.M.
AMEDEE O. “DICK” RICHARDS JR. COUNCIL CHAMBERS
1424 MISSION STREET, SOUTH PASADENA, CA 91030
South Pasadena City Council Statement of Civility
As your elected governing board, we will treat each other, members of the public, and City employees with patience, civility, and courtesy as a model of the same behavior we wish to reflect in South Pasadena for the conduct of all City business and community participation. The decisions made tonight will be for the benefit of the South Pasadena community and not for personal gain.
NOTICE ON PUBLIC PARTICIPATION & ACCESSIBILITY
The South Pasadena City Council Meeting will be conducted in-person from the Amedee O. “Dick” Richards, Jr. Council Chambers, located at 1424 Mission Street, South Pasadena, CA 91030.
Public participation may be made as follows:
• In Person – Council Chambers, 1424 Mission Street, South Pasadena, CA 91030 • Live Broadcast via the City website –
http://www.spectrumstream.com/streaming/south_pasadena/live.cfm • Via Zoom – Webinar ID: 825 9999 2830
• Written Public Comment – written comment must be submitted by 12:00 p.m. the day of the meeting by emailing to [email protected]. • Via Phone – +1-669-900-6833 and entering the Zoom Meeting ID listed above.
Meeting may be viewed at:
1. Go to the Zoom website, https://zoom.us/join and enter the Zoom Meeting information; or
2. Click on the following unique Zoom meeting link:
https://us06web.zoom.us/j/82599992830 or
3. By calling: +1-669-900-6833 and entering the Zoom Meeting ID listed above; and viewing the meeting via http://www.spectrumstream.com/streaming/south_pasadena/live.cfm Special Joint Meeting Agenda May 3, 2023
PUBLIC COMMENT GUIDELINES
The City Council welcomes public input. Members of the public may comment on the agendized items only. Members of the public will have three minutes to address the City Council, however, the Mayor and City Council may adjust the time allotted, as needed.
Public Comments received in writing will not be read aloud at the meeting, but will be part of the meeting record. Written public comments will be uploaded to the City website for public viewing under Additional Documents. When submitting a public comment, please make sure to include the following:
1) Name (optional), and
2) Agenda item you are submitting public comment on.
3) Submit by no later than 12:00 p.m., on the day of the City Council meeting. Correspondence received after this time will be distributed the following business day.
PLEASE NOTE: The Mayor may exercise the Chair's discretion, subject to the approval of the majority of the City Council, to adjust public comment time limit to less than three minutes, as needed.
Pursuant to State law, the City Council may not discuss or take action on issues not on the meeting agenda, except that members of the City Council or staff may briefly respond to statements made or questions posed by persons exercising public testimony rights (Government Code Section 54954.2).
Staff may be asked to follow up on such items.
PUBLIC COMMENT
1. PUBLIC COMMENT
Public Comment will be limited to three minutes per speaker for the agendized items only.
2. RECEIVE AND FILE THE “LIBRARY STRATEGIC PLAN, 2023-2027” AND PROVIDE
DIRECTION REGARDING FACILITY IMPROVEMENTS
It is recommended that the City Council:
1. Receive and file the “Library Strategic Plan, 2023-2027”; and
2. Provide direction to staff regarding short-term and long-term facility improvements.
ADJOURNMENT
FOR YOUR INFORMATION
FUTURE CITY COUNCIL MEETINGS
PUBLIC ACCESS TO AGENDA DOCUMENTS AND BROADCASTING OF MEETINGS City Council meeting agenda packets, any agenda related documents, and additional documents are available online for public viewing on the City’s website:
www.southpasadenaca.gov/CityCouncilMeetings2022
ACTION/DISCUSSION
May 17, 2023 Regular City Council Meeting and Budget Workshop 7:00 P.M.
June 7, 2023 Regular City Council Meeting and Budget Workshop 7:00 P.M.
June 21, 2023 Regular City Council Meeting 7:00 P.M.
Special Joint Meeting Agenda May 03, 2023
ACCOMMODATIONS
The City of South Pasadena wishes to make all of its public meetings accessible to the public. If special assistance is needed to participate in this meeting, please contact the City Clerk's Division at (626) 403-7230 or [email protected]. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Notification at least 48 hours prior to the meeting will assist staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting (28 CFR 35.102-35.104 ADA Title II).
CERTIFICATION OF POSTING
I declare under penalty of perjury that I posted this notice of agenda for the meeting to be held on May 03 2023, on the bulletin board in the courtyard of City Hall located at 1414 Mission Street, South Pasadena, CA 91030, and on the City website as required by law, on the date listed below. 04/27/2023 /S/
Date Mark Perez, Deputy City Clerk
City Council
Agenda Report ITEM NO. __2_
DATE: May 3, 2023
FROM: Arminé Chaparyan, City Manager
PREPARED BY: Cathy Billings, Library Director
SUBJECT: Receive and File the “Library Strategic Plan, 2023-2027” and Provide Direction Regarding Facility Improvements
Recommendation
It is recommended that the City Council:
1. Receive and file the “Library Strategic Plan, 2023-2027”; and
2. Provide direction to staff regarding short-term and long-term facility improvements.
Executive Summary
On May 31, 2022, the South Pasadena Public Library engaged consulting firm BerryDunn to assist with the development of a five-year strategic plan for the Library.
The strategic planning process took place between June 2022 and January 2023, and engaged staff, the community, key interested parties, the Library Board of Trustees, the Friends of the South Pasadena Public Library, Inc. board members, and the specially created 13-member Community Advisory Committee. The Library Board of Trustees (Trustees) approved the “Library Strategic Plan, 2023-2027” (Strategic Plan) on February 9, 2023. The Plan outlines goals and tasks that will result in more efficient operations, an improved customer experience, and better technology for staff and patrons. The strategic planning process made clear that it is time to plan for the future of the Library facility to ensure that it can continue to serve South Pasadena residents in the decades to come.
Background
The Library has traditionally engaged in strategic planning every five years. The Library’s last strategic plan covered the period 2017-2022. Strategic planning is important for the Library, as it provides an opportunity to recalibrate programs and services based on the needs and concerns of the community, and ensures human and fiscal resources are allocated most effectively.
BerryDunn’s consultants led a four-phase process that included initial project planning, analysis of Library data, engagement, goal setting and visioning, and strategic plan development. Participation in the process was robust: Library staff participated in two four-hour workshops; the Library Board of Trustees engaged with the process at seven Au
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Library Strategic Plan Receive and File and Facility Discussion May 3, 2023
public meetings between July 2022 and February 2023; the consulting team met with the Friends of the South Pasadena Public Library, Inc. board; and a public meeting was held in the Library Community Room. In addition, a Community Advisory Committee was established, whose 13 members represented a cross section of community perspectives, including schools, social and service organizations, business interests, teen and adult library users, and City staff. Consultants conducted one-on-one interviews with a member of the South Pasadena Arts Council’s (SPARC) board, the president of the South Pasadena Chinese American Club, Community Services Department Director Sheila Pautsch, Lieutenant Shannon Robledo of the South Pasadena Police Department, and South Pasadena High School librarian Shelee Wilkerson. The community engaged in the process enthusiastically. 424 people completed a survey that provided a wealth of information about how people use the Library, what they like about it, and the improvements they would like to see in the future. Over 1,000 candid and thoughtful comments were collected via the survey. Key questions posed in the survey included:
• Are you a South Pasadena Public Library cardholder?
• How often do you visit our library?
• If you never use the library, why not?
• What are your reasons for visiting the Library?
• What do you usually do when you visit our library?
• What are the barriers to using library services for your household? • What would you like to see in our library in the future? • Are there any other services, amenities, or technologies you would like to see in our library in the future?
• Tell us what you like about the Library.
• Tell us what you would like to see improved at the Library. • What services do you seek at other libraries?
• What are the most important ways the Library can be an asset to you/your community?
The findings of the data analysis and engagement phases of the strategic planning process were shared with staff, the community, and the Community Advisory Committee at in-person sessions in early September 2022 (see Attachments 2 and 3:
BerryDunn Engagement Findings Presentation and Summary of Strategic Plan Survey Comments). These findings were the basis for the goal setting and visioning phase that staff and the Community Advisory Committee engaged in.
Analysis
The engagement findings revealed major themes, which the consultants categorized according to the frequency with which they were mentioned. “Tier 1” represents the most frequently mentioned themes, followed by “Tier 2” and “Tier 3” themes.
Tier 1
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Library Strategic Plan Receive and File and Facility Discussion May 3, 2023
• Address facility needs
• Prioritize safety
• Expand programs, events, hours
Tier 2
• Increase technology
• Grow collection
• COVID impacts
Tier 3
• Great location
• Barriers exist to accessing library services
The goals identified in the Strategic Plan are tied to these themes, and are divided into four categories: Operational, Facility, Technology, and Service.
Operational goals focus on staff retention and development, increasing collaboration and communication with other City departments, and reviewing Library policies and procedures through an Equity, Diversity, and Inclusion lens.
Facility goals are to address the need for critical repairs and improvements to the existing 41-year old building, and to plan for a vital and modern library facility that can serve the South Pasadena community into the future.
Technology goals include the conversion to RFID, which will increase workflow efficiencies and provide improved customer self-service options. Also addressed in this section are a number of product implementations that will benefit staff and the public, such as an Acquisitions Module for purchasing, tracking, and processing books and other items being added to the Library’s collection, and scanning and wireless printing for customers.
Service goals center on improving engagement with the community and providing the services and materials that best meet its needs.
Fiscal Impact
At this time, a full analysis of costs related to implementing the goals outlined in the Strategic Plan has not been completed. The Plan’s proposed implementation timeline spreads goals across four fiscal years. Many goals, and the tasks associated with them, will not require significant expenditures and can be addressed as part of each year’s budgeting cycle. Goals and tasks that will require a substantial amount of funding are:
• Implement a Radio Frequency Identification (RFID) system. City Council has previously discussed funding this project in Fiscal Year 2023-24 using 2 - 3
Library Strategic Plan Receive and File and Facility Discussion May 3, 2023
Coronavirus State and Local Fiscal Recovery Funds (SLFRF); the $160,000 project is included in the City’s Capital Improvement Plan. • Address critical infrastructure and safety-related improvements to the Library facility. Associated costs and funding sources—including the California State Library’s Building Forward Library Facilities Improvement Program—will be discussed at this Special Joint Meeting of the City Council and the Library Board of Trustees.
• Contract for professional services to prepare a master site plan that takes into account the Carlyle “story room” bequest, and incorporates a library facility/space needs study.
Key Performance Indicators and Strategic Plan
Library KPI’s for Fiscal Year 2022-23 included the completion of a five-year strategic plan. Developing a strategic plan for the library aligns with City Strategic Plan priority number 6, to “Enhance Customer Service through Innovation to More Effectively Respond to Community Priorities”.
Commission Review and Recommendation
The Library Board of Trustees engaged in, or contributed to, the strategic planning process at seven public meetings. The “Library Strategic Plan, 2023-2027” was approved by the Library Board of Trustees on February 9, 2023. The Trustees recommend that the City Council receive and file the Strategic Plan and discuss and provide direction regarding the future of the Library facility.
Attachments:
1. Library Strategic Plan, 2023-2027
2. BerryDunn Engagement Findings Presentation
3. Summary of Strategic Plan Survey Comments
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ATTACHMENT 1
Library Strategic Plan, 2023-2027
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THIS PAGE
INTENTIONALLY
LEFT BLANK
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www.southpasadenaca.gov/library
STRATEGIC
PLAN
2023–2027
City of South Pasadena Public Library
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Message from the Director
Our Mission
Roles of the Library
- Community Anchor
- Resource & Learning Hub
Our Goals
- Operational
- Facility
- Technology
- Service
Implementation Timeline
Our Process
Acknowledgments
03 05
06 07
14 19
21 1100 Oxley Street
South Pasadena, CA 91030
(626) 403-7330
www.southpasadenaca.gov/library
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 2
TABLE OF CONTENTS
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I City of
SOUTH
PASADENA
PUBLIC LIBRARY
We are proud to share the South Pasadena Public Library 2023– 2027 Strategic Plan, which has been many months in the making, and reflects the enthusiastic participation of the community, library staff, Library Board of Trustees, and the 13-member Community Advisory Committee.
That so many individuals chose to participate in the strategic planning process is a reflection of South Pasadena’s civic pride and shared community values. 424 people took the time to complete our survey and more than 1,000 written comments were
submitted. The candid and thoughtful input from both community members and staff are what make this plan a robust roadmap for the coming years.
The strategic planning process identified the library’s two key roles as being a community anchor and a resource and learning hub. We fulfill these roles by serving people from all walks of life and socioeconomic backgrounds and also by providing resources City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 3
MESSAGE FROM
THE DIRECTOR
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for literacy, lifelong learning, recreation, and professional development.
We are incredibly excited about the goals that were identified for the next five years. These goals, and the completion of the tasks related to them, will result in more efficient operations, an improved customer experience, and better technology for staff and patrons. We are also tasked with being thoughtful about our programs, and expanding and diversifying our collections. Perhaps most important of all, the strategic planning process made clear that it is time to plan for the future of our library facility so that it can continue to serve the public for decades to come.
The engagement survey affirmed that South Pasadenans value their library, and staff are grateful for the community’s support.
We look forward to taking the journey before us together.
Cathy Billings
Library Director
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 4
MESSAGE FROM
THE DIRECTOR
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The South Pasadena Public Library is a welcoming
environment where the evolving and diverse needs
of our users are met with physical and digital resources, outstanding service, and engaging programs for all.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 5
OUR MISSION
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COMMUNITY ANCHOR
The Library is a welcoming place for people of all ages, walks of life and socioeconomic backgrounds. People visit it to study, work, relax, and recharge. It is also a place where people learn about their community, connect with their neighbors, and expand their horizons. The Library is committed to being an inviting and inclusive community anchor.
RESOURCE & LEARNING HUB
The Library provides resources in a variety of formats to meet the information and learning needs of a diverse population.
It supports reading readiness, literacy, lifelong learning, recreation, and professional development with its collections, programs, and services. It serves as a community hub for people and ideas.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 6
ROLES OF
THE LIBRARY
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OPERATIONAL
• Increase, retain and develop staff.
• Grow collaboration and
communication with other
City departments.
• Explore the library’s evolving role
in serving customers needing
social services resources.
• Continue efforts to incorporate
Equity, Diversity, and Inclusion
principles.
FACILITY
• Address short-term and longterm critical and safety-related facility improvements.
• Ensure the City has a vital and
modern library facility that
meets the long-term needs
of the community.
TECHNOLOGY
• Increase workflow efficiencies
and customer self-service
options.
• Improve technology services
for the public.
• Ensure the Library is able to take
advantage of federal grant funds
for technology.
SERVICE
• Offer programs that meet the
needs of our community, that
are appropriate to a small public
library, and that complement
other programs happening
in the city.
• Expand and diversify collections
and resources for the
community.
• Improve communication
and outreach about Library
programs and services.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 7
OUR GOALS
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INCREASE, RETAIN AND DEVELOP STAFF.
1 Develop an ideal staffing plan for the library, that considers budgets, evolving needs, pending retirements, and succession planning. The plan should be developed in collaboration with the City Manager and Human Resources Division and be revisited each year as part of the City budget cycle.
OUTCOME Staffing needs and priorities are identified and the delivery of desired library services is aligned with staff resources. 2 Establish annual training and development goals and expectations for all department staff.
OUTCOME: Current and future staff are supported and developed to be prepared to respond to evolving library services and customer needs. 3 Provide quarterly update to staff on strategic planning goals and performance measures, and conduct an annual library staff survey.
OUTCOME: All staff are involved in strategic planning and the evolution and development of library programs and services.
GROW COLLABORATION AND COMMUNICATION
WITH OTHER CITY DEPARTMENTS.
1 Present the overview of the library’s new 2023 – 2027 Strategic Plan at a meeting of department heads.
OUTCOME: Other department heads understand the library’s plan and priorities, laying the groundwork for collaboration.
2 Hold regular meetings between library staff and staff from other departments, such as Community Services, Police, Public Works, and Community Development.
OUTCOME: Library staff understand the activities of other departments and how they relate to and/or complement library programs and services, and vice versa. Opportunities for collaboration and increased efficiency are identified and acted upon. Library expertise, such as digitization and information organization and retrieval, benefits other departments.
3 Provide an annual update to City Council on status of strategic planning goals and performance measures.
OUTCOME: City Council is informed about the library’s progress and has an opportunity to give feedback and make suggestions.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 8
OPERATIONAL GOALS, TASKS, & INTENDED OUTCOMES
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EXPLORE THE LIBRARY’S EVOLVING ROLE
IN SERVING CUSTOMERS NEEDING SOCIAL
SERVICES RESOURCES.
1. Continue to collaborate with other City departments and regional entities to increase social service support resources for library customers.
OUTCOME: The library is better able to respond to customers in need.
CONTINUE EFFORTS TO INCORPORATE EQUITY,
DIVERSITY, AND INCLUSION PRINCIPLES.
1. Review policies and procedures through an EDI lens.
OUTCOME: The library purposefully provides equitable services to a diverse community.
2. Continue EDI training and awareness activities for library staff.
OUTCOME: Staff are aware of Library’s commitment to EDI and incorporate EDI principles in their daily work.
3. Develop and present programs that present a diverse range of experiences.
OUTCOME: Library programs promote cultural connections and foster a more equitable society and a culture of empathy.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 9
OPERATIONAL GOALS, TASKS, & INTENDED OUTCOMES
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ADDRESS SHORT-TERM AND LONG-TERM
CRITICAL AND SAFETY-RELATED FACILITY
IMPROVEMENTS.
1 In consultation with Public Works, prepare an application for the California State Library Building Forward Library Infrastructure Program grant for critical and life-safety improvements.
OUTCOME: City applies for and secures funds to address library facility critical infrastructure and life-safety deficiencies, including inadequate restrooms, HVAC, security, and fire prevention systems, and electrical and lighting issues.
2 Collaborate with Public Works to develop priorities and a plan for completing funded projects.
OUTCOME: Staffing and consulting needs are defined, and the City’s Capital Improvement Plan (CIP) is updated to reflect the timing and cost of newly funded projects.
3 Implement plan for completing funded projects.
OUTCOME: Critical projects are completed, and any grant funds spent by June 30, 2026 deadline.
ENSURE THE CITY HAS A VITAL AND MODERN
LIBRARY FACILITY THAT MEETS THE LONG-TERM
NEEDS OF THE COMMUNITY.
1 Contract for professional services to prepare a master site plan to include a library space needs study, and taking into account the Carlyle story room bequest and input received during the engagement phase of the strategic planning process.
OUTCOME: A completed master site plan identifies constraints and opportunities and provides the information that the City Council needs to adopt a vision for the future of the library facility. 2 Identify “next steps” based on the City Council’s vision and the master site plan findings.
OUTCOME: Elected officials, City staff, the community, and partners like the Friends of the Library, have a basis for moving the vision forward.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027
FACILITY GOALS, TASKS, & INTENDED OUTCOMES
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10 INCREASE WORKFLOW EFFICIENCIES AND
CUSTOMER SELF-SERVICE OPTIONS.
1 Implement Radio Frequency Identification (RFID) collection security and maintenance system.
OUTCOME: The library has RFID capabilities, resulting in more efficient collection management and circulation functions and improved customer self-checkout.
IMPROVE TECHNOLOGY SERVICES FOR
THE PUBLIC.
1 Develop a five-year technology plan in collaboration with the City’s IT Department to guide technological upgrades and implementation of new technologies.
OUTCOME: The plan prioritizes technology projects to be implemented, such as wireless printing and scanning, and informs decisions about staffing and budgets.
ENSURE THE LIBRARY IS ABLE TO TAKE
ADVANTAGE OF FEDERAL GRANT FUNDS
FOR TECHNOLOGY.
1 Become Child Internet Protection Act (CIPA) compliant.
OUTCOME: With CIPA compliance, Library is eligible to receive federal Library Services and Technology Act (LSTA) grant funds.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027
TECHNOLOGY GOALS, TASKS, & INTENDED OUTCOMES
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11 OFFER PROGRAMS THAT MEET THE NEEDS
OF OUR COMMUNITY, THAT ARE APPROPRIATE
TO A SMALL PUBLIC LIBRARY, AND THAT
COMPLEMENT OTHER PROGRAMS HAPPENING
IN THE CITY.
1 Continue to hold team meetings to map out a comprehensive plan of programs and services.
OUTCOME: A calendar year’s program and service goals are outlined in advance and potential collaborations, grant opportunities, etc., are reviewed and deadlines met.
2 Regularly conduct patron satisfaction surveys or implement an ongoing survey to identify emerging community needs that may be met through library services.
OUTCOME: The library is informed about patron satisfaction with existing services and desires for new services.
3 Based on survey results and event debriefings, look for opportunities to reimagine programming.
OUTCOME: Programs are fresh, relevant, and well attended.
EXPAND AND DIVERSIFY COLLECTIONS
AND RESOURCES FOR THE COMMUNITY.
1 Library staff give a minimum of four presentations annually about library programs and services to community groups, organizations, and entities to lay a foundation for programming and service partnerships.
OUTCOME: Library and library staff foster strong relationships throughout the community and stay abreast of community needs. 2 Identify and pursue grant and alternative funding opportunities to support expanded and diversified library services and collections.
OUTCOME: The library has funding sources to add new services or enhance existing services
3 Implement a Library of Things program.
OUTCOME: Customers borrow items from the Library that they would otherwise have to purchase, supporting the sharing economy and the City’s sustainability objectives.
4 Conduct a diversity audit of the library’s collection, to identify gaps and areas for improvement.
OUTCOME: Library collections are improved and diversified, and staff are better equipped to make collection development and management decisions.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027
SERVICE GOALS, TASKS, & INTENDED OUTCOMES
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12 IMPROVE COMMUNICATION AND OUTREACH
ABOUT LIBRARY PROGRAMS AND SERVICES.
1 Explore the feasibility of a library-specific marketing plan, including branding and web presence.
OUTCOME: Library has a more cohesive and effective branding and outreach and communication strategy.
2 Develop a new Library brochure.
OUTCOME: Library has a compelling brochure that can be used for outreach to existing and potential customers.
3 Develop a library welcome packet to be distributed to new residents in collaboration with realtors and landlords.
OUTCOME: Library welcomes new residents to the community, adds new users, and increases their awareness of library programs and services.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027
SERVICE GOALS, TASKS, & INTENDED OUTCOMES
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13 FISCAL YEAR 2023
Fiscal Year is July 1–June 30
FISCAL YEAR 2024 FISCAL YEAR 2025 FISCAL YEAR 2026 FISCAL YEAR 2027 Increase, retain and develop staff.
OPERATIONAL GOALS
• Develop an ideal staffing plan for the library, that considers budgets, evolving needs, pending retirements, and succession planning.
• Establish annual training and development goals and expectations for all department staff.
• Provide quarterly update to staff on strategic planning goals and performance measures, and conduct an annual library staff survey.
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Grow collaboration and communication with other City departments. • Present the overview of the library’s new 2023–2027 Strategic Plan at a meeting of department heads.
• Hold regular meetings between library staff and staff from other departments, such as Community Services, Police, Public Works, and Community Development.
• Provide an annual update to City Council on status of strategic planning goals and performance measures.
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City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 14
IMPLEMENTATION TIMELINE
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FISCAL YEAR 2023 FISCAL YEAR 2024 FISCAL YEAR 2025 FISCAL YEAR 2026 FISCAL YEAR 2027 Explore the library’s evolving role in serving customers needing social services support resources.
OPERATIONAL GOALS
• Continue to collaborate with other City departments and regional entities to increase social service support resources for library customers. • • • • • • • • • • • • • • • • • •
Continue efforts to incorporate Equity, Diversity, and Inclusion principles. • Review policies and procedures through an EDI lens.
• Continue EDI training and awareness activities for library staff. • Develop and present programs that present a diverse range of experiences. •
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Address short-term and long-term critical and safety-related facility improvements
FACILITY GOALS
• In consultation with Public Works, prepare an application for the California State Library Building Forward Library Infrastructure Program grant for critical and life-safety improvements.
• Collaborate with Public Works to develop priorities and a plan for completing funded projects.
• Implement plan for completing funded projects.
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Fiscal Year is July 1–June 30
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 15
IMPLEMENTATION TIMELINE
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Ensure the City has a vital and modern library facility that meets the long-term needs of the community.
FACILITY GOALS
• Contract for professional services to prepare a master site plan to include a library space needs study, and taking into account the Carlyle story room bequest and input received during the engagement phase of the strategic planning process.
• Identify “next steps” based on the City Council’s vision and the master site plan findings.
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Increase workflow efficiencies and customer self-service options.
TECHNOLOGY GOALS
• Implement Radio Frequency Identification (RFID) collection security and maintenance system.
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Improve technology services for the public.
• Develop a five-year technology plan in collaboration with the City’s IT Department to guide technological upgrades and implementation of new technologies.
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Ensure the Library is able to take advantage of federal grant funds for technology. • Become Child Internet Protection Act (CIPA) compliant. • • • • FISCAL YEAR 2023 FISCAL YEAR 2024 FISCAL YEAR 2025 FISCAL YEAR 2026 FISCAL YEAR 2027 Fiscal Year is July 1–June 30
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 16
IMPLEMENTATION TIMELINE
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FISCAL YEAR 2023 FISCAL YEAR 2024 FISCAL YEAR 2025 FISCAL YEAR 2026 FISCAL YEAR 2027 Offer programs that meet the needs of our community, that are appropriate to a small public library, and that complement other programs happening in the city.
SERVICE GOALS
• Continue to hold team meetings to map out a comprehensive plan of programs and services.
• Regularly conduct patron satisfaction surveys or implement an ongoing survey to identify emerging community needs that may be met through library services.
• Based on survey results and event debriefings, look for opportunities to reimagine programming.
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Expand and diversify collections and resources for the community. • Library staff give a minimum of four presentations annually about library programs and services to community groups, organizations, and entities. • Identify and pursue grant and alternative funding opportunities to support expanded and diversified library services and collections. • Implement a Library of Things program.
• Conduct a diversity audit of the library’s collection, to identify gaps and areas for improvement.
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Fiscal Year is July 1–June 30
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 17
IMPLEMENTATION TIMELINE
2 - 23
Improve communication and outreach about Library programs and services.
SERVICE GOALS
• Explore the feasibility of a library-specific marketing plan, including branding and web presence.
• Develop a new library brochure.
• Develop a library welcome packet to be distributed to new residents in collaboration with realtors and landlords.
• •
• •
• • • •
FISCAL YEAR 2023 FISCAL YEAR 2024 FISCAL YEAR 2025 FISCAL YEAR 2026 FISCAL YEAR 2027 Fiscal Year is July 1–June 30
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 18
IMPLEMENTATION TIMELINE
2 - 24
The creation of this plan was inclusive and collaborative.
The strategic planning process undertaken by the City relied upon the dedicated efforts of the library staff and members of the public who worked to ensure that it reflected the vision of the community. This planning process ran from June 2022 through October 2022 and involved numerous community
and staff engagements.
From the outset of this strategic planning effort, we prioritized public input. We invited comments on the future of library services at physical and virtual forums. We set up a social networking platform called Social Pinpoint, which informed the public about the strategic planning process and provided a means for anyone to post online feedback, comments, questions, and ideas. We also provided invitations to participate in multiple languages.
We interviewed numerous community stakeholder organizations, groups, and individuals to listen to voices that may not otherwise have had the opportunity to provide input. We met with citywide leadership staff, the Library Board of Trustees, and the Friends of the Library. Also central to the process was the Library Planning City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 19
OUR PROCESS
2 - 25
Team, a group of library staff led by Cathy Billings, which met numerous times throughout this project to provide input and process findings.
Another core component of this effort was a Community Advisory Committee. The 13 members represented a cross section of community perspectives, including schools, social and service organizations, business interests, teen and adult library users, and city staff. The Committee participated in two work sessions that helped process findings from meetings, forums, and key informant interviews, as well as input from individuals and staff. From this analysis, the Committee helped the Project Team identify community needs and the prospective roles of the library.
Finally, all library staff were heavily involved in this process.
In addition to the Library Planning Team, two all-staff work sessions were held to gather input on their vision for library services and to prioritize recommended actions.
The result of this planning effort is a Strategic Plan that captures the community’s vision for library services, and staff’s recommendations for achieving that vision over the next five years.
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 20
OUR PROCESS
2 - 26
Library Board of Trustees
The Board of the Friends of the South
Pasadena Public Library, Inc.
Interviews
Brian Bright
Board Member, South Pasadena Arts Council
Yuki Cutcheon
President, South Pasadena Chinese American Club
Sheila Pautsch
Director, Community Services
City of South Pasadena
Shannon Robledo
Lieutenant, Police Department,
City of South Pasadena
Shelee Wilkerson
Librarian, South Pasadena High School
Community Advisory Committee
Tamara Binns
Shana Brewer
Carolyn Flemming
Christiane Gervais
Jose Govea
Sally Kilby
Ron Koertge
Grace Kung
Jessie Mobley
Asha Morgan-Joseph
John Peters
Nathan Rodak
Laurie Wheeler
City of South Pasadena LIBRARY STRATEGIC PLAN 2023–2027 21
ACKNOWLEDGMENTS
2 - 27
STRATEGIC
PLAN
2023–2027
City of South Pasadena Public Library
1100 Oxley Street
South Pasadena, CA 91030
(626) 403-7330
www.southpasadenaca.gov/library
2 - 28
ATTACHMENT 2
BerryDunn Engagement Findings Presentation
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1 All Staff Work Session: Engagement Findings
City of South Pasadena Public Library
Five-Year Strategic Plan
September 7, 2022
17 Analysis of Stakeholder Input
All individual stakeholder input and survey responses were compiled, analyzed, and coded by theme.
A response, idea, or comment had to be mentioned several times – not just once or twice in order to be listed as a theme.
Themes are identified as possible focus areas for your consideration.
Dd
Businesses
Residents
Patrons
Key Organizations
Staff
Stakeholders
1 17
2 - 31
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Engaging Users and Current Non-Users
Idea Wall
“WE NEED TO CREATE A
SYSTEMATIC APPROACH
TO RESPOND TO RAPID
CLIMATE CHANGE.”
20 Social Pinpoint Summary
0 20 40 60 80 100 120 140
13-17
18-29
30-39
40-49
50-59
60 or over
Your age group:
18 20
2 - 32
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Social Pinpoint Summary
0 50 100 150 200 250
Little or no high school
High school graduate
Vocational/technical school
Community college degree
Some college
College graduate
Graduate degree
Your educational level:
22 Social Pinpoint Summary
0 20 40 60 80 100 120 140 160
Once or more a week
Several times a month
Once a month
Several times a year
Once or twice a year
Never
How often do you visit our library?
21 22
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If you never use the library, why not?
“Though I love that they're outdoors,
toddler/preschool storytimes are
inconvenient. I also love that books are
brought outside for storytime!
Additionally, covid has lessened our use
of the library - unfortunately.”
“I am becoming apprehensive about the
conditions on the library grounds.
Smoking, vagrants, storing of personal
property and direct confrontation.”
Space constraints
Facility conditions: outdated
and concerns
Pandemic concerns
Commute too far
No longer have need due to
children out of home
24 Social Pinpoint Summary
0 50 100 150 200 250 300 350
It is close to my home
It is close to my work/school
It is accessible by transit
It has a good selection of books and other library materials It has computers
Friendly staff
It offers special programs or events
It has a meeting room
It has good WiFi
To shop in the Friend's Boookstore
Other
What are your reasons for visiting the library?
23 24
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Other reasons you visit the library.
“Close to the south pas farmers market
which we often visit, nice outdoor space,
great children's room.”
“A place to study and work without
pressure to buy anything.”
“Good children’s materials and
programming for my grandchildren.”
Kids programs
It’s quiet to be able to work
Pickup holds
Volunteer
Classes and programs
26 Social Pinpoint Summary
0 50 100 150 200 250 300 350
Browse for books and other materials
Check out books and other materials
Pick up holds
Use a library computer
Use the Library’s free WiFi
Attend a community meeting
Meet friends or other social activity
Bring a child to find books or attend programs
Attend a library program
Sit and read
Look for information and/or do research
Study
Work
Ask staff for help
Other (please specify)
What do you usually do when you visit our library?
25 26
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Other: What you usually do when you
visit South Pasadena Public Library.
Public bathroom
Vote
Donate/purchase books
Print/Electronics
Volunteer
Get out of heat
28 Social Pinpoint Summary
0 20 40 60 80 100 120 140 160
Driving/Walking/Commuting distance to Library
Lack of interest
Safety concerns
Lack of personal time
Cultural/Language barriers
Lack of awareness of library services
Not enough hours of library operation
Lacking technology to use library digital resources
Lack of parking
Other
What are the barriers to using library services for your household? 27 28
2 - 36
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Other barriers to library services.
"It would be nice if hours were extended
on Sundays.”
“The homeless camps on the library
grounds are concerning and getting
worse.”
“With young children, I only wish the
library was open earlier some days. Also,
I wish there was one day a week it was
open later to go after work or after my
kids go to sleep.”
Welcoming environment –
facility could use facelift
Covid-19
Concerns on sanitation of
patrons (homeless cited)
Lack of books or availability of
books
30 Social Pinpoint Summary
0 20 40 60 80 100 120 140
Daily
Once or more a week
Once a month
Several times a month
Several times a year
Never
How often do you use our website (https://www.southpasadenaca.gov/library)? 29 30
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Social Pinpoint Summary
0 50 100 150 200 250 300
Search for books and other materials that I can check out or place on hold Check and/or update my library account
Find information about hours and services
Conduct research and find information
Access the library’s digital resources (e.g., e-books, film streaming service) Find information about library events and programs
Link to library social media
Other
When you use the website, in which activities do you typically engage? 32 Other reasons to engage the website.
City information
Library board meeting notes
Sign up to volunteer
31 32
2 - 38
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Social Pinpoint Summary
0 50 100 150 200 250
Yes
No
Did you use our library's services while the building was closed due to COVID? 34 Social Pinpoint Summary
0 20 40 60 80 100 120 140 160 180 200
E-books/E-Audio Books
Streaming films
Digital resources for language learning, research, career… Assistance with schoolwork
Virtual library programs for children/teens
Virtual library programs for adults
Library Takeout service
Other
If yes, please check all the ways you used the library when the building was closed:
33 34
2 - 39
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Describe the other ways you used the
library while the building was closed.
Storytime outdoors
Take home kids activities
Search for contact related to
my research
Created zoom lessons for
preschool classes
36 Social Pinpoint Summary
0 50 100 150 200 250
More space for books, DVDs, books on CD, and music…
Comfortable seating areas
Places for individual study/work
Group study or workspace
Computer lab
Space for children’s story times and programs
Improved space for teens
Meeting rooms of various sizes
More parking
Outdoor programming/seating area
What would you like to see in our library in the future? 35 36
2 - 40
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Other services, amenities, or technologies
you would like to see in our library in the
future?
“Perhaps .. Movie nights”
“A better library layout to fit in more
books and DVDs. Everything is so
crammed in right now.”
“Continue expanding your community
services to include things like
tool/equipment loan, etc.”
“Transform buildings in Library Park to
South Pasadena Central, a conglomerate
of community services including the
library.”
More hours
Improved and updated facility
with better layout
Outdoor spaces
More events
More eBooks
Video game check out
Keep up with tech
38 Other services, amenities, or technologies
you would like to see in our library in the
future?
“Family bathrooms, library of things
(tools, toys, etc), more outdoor events.”
“The Petaluma library has a great but
small outdoor path/exhibit with little
successive signs that are pages from a
children's book with some activities and
also native plants and explanations.”
3D printing and easier printing
More DVDs
More STEM Programs
Keep it safe to visit
Meeting rooms
Library of things
Creator/Maker Spaces
37 38
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Social Pinpoint Summary
0 50 100 150 200 250 300 350 400
It provides materials for leisure reading and entertainment It supports job-seekers and workforce development
It provides programs and events for entertainment and education It is a center for creativity
It connects people with community resources
It is a community gathering place
It provides access to technology
It helps new immigrants learn about and navigate our community It supports entrepreneurs and business owners
It builds language and literacy skills
It helps prepare children for school
It supports formal education
It promotes the value of lifelong learning
It is a place for the community to discuss important topics It is a convenient place to work or study
What are the most important ways the library can be an asset to you/your community?
40 Social Pinpoint Summary
0 50 100 150 200 250
Library website
Flyers or printed calendar
Posters in community locations
Word-of-mouth
Internet search
Social media
Library staff member
Other
How do you find out about South Pasadena Public Library services and events? Select all that apply.
Library website
Flyers or printed calendar
Posters in community locations
Word-of-mouth
Internet search
Social media
Library staff member
Other
39 40
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Social Pinpoint Summary
0 50 100 150 200 250 300 350 400 450
Yes
No
Regardless of the extent that you use or do not use our library, do you think having a public library is a benefit to our community?
42 Social Pinpoint Summary
41 42
2 - 43
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What do you like about the library?
“Love the selection and variety of books
for a relatively small community. The
librarians are very helpful.”
“I love that it’s located within a mini park
and surrounded by trees.”
“For a small city, our library is special.”
Friendly staff + +
“Sense of Place”
Location, Location, Location
Diversity of collections
Easy to walk to library
Kids programs
44 Social Pinpoint Summary
43 44
2 - 44
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Please tell us what you would like to see
improved at the library.
“Parking is sometimes an issue. Increase
in homeless folks around the library is an
issue. Would like more programming:
speakers, authors, etc.”
“It needs a facelift - I would also like
the outdoor space to be improved
and safer since there are often people
sleeping on benches with all of their
belongings.”
Updated facility with better
space + +
More hours + +
Safety + +
Parking
Teen area
Larger children’s area
46 Please tell us what you would like to see
improved at the library.
“I think there could be more dynamic
programs like Collaborative programs
with student groups at the high school.
And maybe with Huntington hospital.”
Better bathrooms
More eBooks + +
Comfortable seats and spaces +
More areas for interacting
Updated website
Improved indoor and outdoor
lighting
More outdoor activities/spaces + +
Retain great employees
45 46
2 - 45
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16 47
Please tell us what you would like to see
improved at the library.
“It is difficult to check the books on the
bottom shelves for people over 70. A
rolling seat with brakes would be very
helpful. More up to date teaching aids.”
“The library seems old and dated. It is in
desperate need of a remodeling, even if
it's just fresh paint, better lighting, new
shelving, carpeting etc.”
More newer books
Video game check out
Less homeless + +
More children’s books
(including Spanish)
48 What services do you seek at other
libraries?
“Artistic/recreational activities such as
concerts, gallery exhibitions, author
talks.”
“I use LAPL for audio books (borrowed
thru Libby or Hoopla) because they have
such a big selection.”
“Photocopying, newspaper archive
searches, genealogy research, historic
city research, used bookstore.”
Streaming movies
Larger collections
Technology: Fax, scan, print (is
free); check out mobile hotspots
Technology
New books
Books not available at SPPL
Events
47 48
2 - 46
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17 49
What services do you seek at other
libraries?
“Because our library is small, I
sometimes need to go the LA or
Pasadena/Glendale systems to find what
I need.”
“Size and quantity/variety of book
selection, we're small and cozy - nothing
wrong with that. Maybe we can do a
partner event with Pasadena library or
something?”
Cleanliness and safety
Passport services
DVDs
Recycling programs
Group study rooms
50 Discovery Session Themes: Community Strengths
• Performing arts
• Movie filming
• Youth oriented
• Involved community
• Sense of giving back
• Parks
• Welcoming people
• Farmers market
• Diverse language
• Equity
• Women-owned
businesses
• Small coffee shops
• Sustainability
• Accessibility
• Small businesses
• Safety
• Hollywood History
• Educated community
• Economic diversity
• Good education
• Good transportation
• History exhibition
• Walkable
• Sense of small town
• Library activities
49 50
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Discovery Session Themes: Community Challenges
• High rent
• Landlord vs renter
issues
• Parking spaces
• Poor interdepartmental
communication
• Under-funded services
• High cost of living
• Homelessness
• Construction of
highway 710
• Lack of disaster
preparedness
• Not Sharing
information
• Not enough tax base
52 Discovery Session Themes: Library Challenges
• Program for adults
• Digital material
• Diverse collection
• Wi-Fi
• Technological upgrade
• Support for unhoused
population
• Limited payment options
• Passport services
• Computers
• Children programs
• Meeting hall
• Employee training
• Renovation
• Limited Library
programs
• Benefits for a part-time
employee
• Crisis preparation
• Interdepartmental
support
• Kids space
• Parking space
• School books
• Awareness
• Funds
• Bathrooms
• Furniture
• Job hunting services
51 52
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Discovery Session Themes: 1:1 Stakeholder Input
• Community activity
• Need more tax-base to
support community
services
• More audible books
• Interior design like
Starbucks for the
library (people come
and do work)
• Parent programs
• Outdoor Music events
• Safe community /
walkable
• More Language
programs for seniors
• Kids programs while
parents are
participating in
library programs
• Give support to kids
that are behind
• More bathrooms for
the library
• Coffee shop near the
library
• Room with outdoor
design in the library for
coffee or social events
• Job assistant
application
• Benefits for part-time
staff
54 Discovery: Written Input
• Services unhoused
people
• Under-funded services
• Summer reading
challenges
• Film night/festival
• Study group rooms
• Advertising board for
small businesses, and
library books,
• More chairs/sofa
• Security Cameras
• More shade
• Additional Bathrooms
• Wine tasting books
• French translated
CDs/books
• Travel Magazines
• Open mic night
53 54
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Tier 1 Themes – Most Frequent Input
Address Facility Needs
Prioritize Safety
Expand Programs, Events
and Hours
58 Tier 2 Themes – Frequent Input
Increase Technology
Grow Collection
Covid-19 Impacts
57 58
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Tier 3 Themes – Additional Input
Great Location
Barriers Exist to
Accessing Library
Services
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ATTACHMENT 3
Summary of Strategic Plan Survey Comments
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South Pasadena Public Library
Strategic Plan Survey - August 2022
Summary of Open-ended Comments
TOPICS MOST COMMONLY MENTIONED (BY QUESTION)
IF YOU NEVER USE THE LIBRARY, WHY NOT?
61 Responses
COVID – 7 mentions
HOMELESS – 6 mentions
INADEQUATE FACILITY – 3 mentions
PLEASE PROVIDE THE REASONS YOU VISIT THE LIBRARY.
76 responses
COLLECTIONS – 17 mentions
WORK/STUDY – 12 mentions
PLEASE SPECIFY WHAT YOU USUALLY DO WHEN YOU VISIT SOUTH PASADENA PUBLIC LIBRARY.
28 Responses
FRIENDS BOOKSTORE – 9 mentions
RESTROOMS – 3 mentions
PLEASE SPECIFY THE BARRIERS TO USING LIBRARY SERVICES.
51 Responses
HOMELESS/SAFETY – 13 mentions
COVID - 7
INADEQUATE FACILITY – 4 mentions
ARE THERE ANY OTHER SERVICES, AMENITIES, OR TECHNOLOGIES YOU WOULD LIKE TO SEE IN OUR LIBRARY IN THE FUTURE?
128 Responses
LIBRARY OF THINGS – 19 mentions
PROGRAMS – 17 mentions
FACILITY IMPROVEMENTS – 16 mentions
TECHNOLOGY – 11 mentions
MORE BOOKS – 8 mentions
HOMELESS (DO SOMETHING ABOUT) – 5 mentions
OUTDOOR PROGRAMS/SPACES – 5 mentions
MORE EBOOKS – 5 mentions
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PLEASE TELL US WHAT YOU LIKE ABOUT THE LIBRARY.
249 Responses
STAFF – 111 mentions
COLLECTIONS – 75 mentions
ENVIRONMENT – 49 (relaxing/quiet/peaceful/welcoming)
PLEASE TELL US WHAT YOU WOULD LIKE TO SEE IMPROVED AT THE LIBRARY. 181 Responses
FACILITY/FURNISHINGS – 70 mentions
COLLECTIONS – 41 mentions
HOMELESS – 26 mentions
PROGRAMS – 11
OUTDOOR SPACES – 10 mentions
HOURS – 9 mentions
WHAT SERVICES DO YOU SEEK AT OTHER LIBRARIES?
164 Responses
BOOKS/PHYSICAL COLLECTIONS - 72
EBOOKS/EAUDIOBOOKS – 24 mentions
PROGRAMS – 15 mentions
BETTER FACILITY (SPACE/LIGHT/FURNISHINGS) - 13
MEETING ROOMS – 7 mentions
ADDITIONAL COMMENTS.
100 Responses
APPRECIATION/GRATITUDE – 54 mentions
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