So, um, I'm going to we do have a quorum so I'm going to call.
The regular meeting of the Seattle public library board of trustees to order.
Welcome everyone, um.
We do have an agenda.
Are there any changes to the agenda as we have it?
Can I get a motion to approve it? Move approval?
2nd, all right all in favor.
Hi. Hi. Great.
And then we are currently accepting public comment via email.
The address published on the agenda. Was there any public comment Amy?
There is no public comment this month. Okay.
Thank you and then we have also our consent agenda with 2 items the minutes from the December library board meeting and then also the November.
2022 finance report.
Okay, 2nd.
Great all in favor say, aye, raise your hands.
Perfect, thank you so much consent agenda approved.
Off to you, Tom apartment. Great. Thank you. Um.
Just to let folks know, I, we had some other things we were trying to bring in here for some system reports around planning and it's just our syncing up of finalizing our foresight planning and strategic planning.
Um, that will actually come to, you.
Next month in February, February will be a.
We'll take its full 90 minutes at least. So I'm giving everybody a fair warning and we also have a couple of system reports from some of our teams as well.
So, just a, an expectation of that, we may also have an executive session, hopefully a brief 1, but we may need that as well. So, just giving folks a heads up for February.
It'll be the full full meeting onto my.
Tom, excuse me, before you go, are we still on for a.
Retreat on the 10th we are yes.
Okay, great, thank you. Thank you for that reminder, Jay. So, I will, uh, see everyone on the 10th and, um, some items, you know, from our, our, uh, coordinating and, um, working with our for site strategic planning and I'll bring up there just.
So the board has some context before they go into the meeting on the 20.
3rd or 4th, whatever day that is there in February. So we'll make sure we have a few moments to talk about that then to.
All right, following up on the chief librarians report again, mentioning the strategic planning, um.
Process that consultant territory is their name has been selected and we have had the 1st meetings with them. Uh, they actually came to our.
1 of our wrap up meetings today with the foresight team from Houston so they're trying to immerse themselves. Hey, Ron, they are territories trying to immerse themselves in the foresight. Um.
Document at this point, we have some final editing that's going to occur on that document but right now it's about 110 pages. So you all will certainly have some light reading, but I think very interesting reading in front of you.
I'm still actually going through a lot of the details. There's some really interesting pieces in the appendices articles, et cetera that I think you'll find interesting. So more to come on our strategic planning process. I think we have a great.
have a great
From really looking forward to working with them. They not only bring obviously experience from the Northwest being in the Portland area.
But I think their process, which also includes.
Artists and illustrators to actually capture workshops and interviews and these processes, I think will also lend an interesting narrative, um, to the strategic plan as well, a visual narrative.
Uh, so to speak.
So, I'm looking forward to working with them.
We also, just as a reminder, I do want to point out a staff who.
Work through the holidays, obviously dealing with the snow and ice and everything else. Um, that was.
Happening during that time, it seems like we've had 2 years of that around the holiday weeks. Um.
But we were open much of that. We did have to close on the 23rd for ice. I think anyone who was anywhere in this region, found it quite interesting. Just trying to move from your house to the car, let alone trying to take a vehicle out.
So, we did close that day to make sure that we didn't have any other issues or have staff endangered but big kudos to the teams who were in the buildings and open all the other days. And for all the teams. teams
Did the work in prepping buildings? Parking lot sidewalks. That's a huge effort.
Often by a very small crew that does that early in the mornings and then our public services team.
Actually continues to put out the icer, um, during the course of the day to make sure patrons can safely get up steps and down sidewalks. So, as always a great effort on everyone's part, um, good coordination with the city. Really appreciated.
The mayor's office and emerging emergency management role in making sure that everyone was staying in sync. Um.
That was very much appreciated this time. So.
Looking looking ahead. Hopefully we don't have any other ones, but we still have February in front of us. And, of course, that's 1 of our months that it can't get a little dicey around here. So we'll, we'll.
We'll see what happens all the weather hasn't been too bad. Not 80 degrees as in Florida Jay, but, uh, not as bad as it could be. So we will see what happens.
Also wanted to point out Carmen was with me on this, we did have a facilitated discussion with our friends and our foundation.
Presidents and board CPS board presidents as well as.
Key staff from each organization to really work on our, uh, partnership agreement.
With all 3 of us really a foundational document about how we work together and what the roles are of each organization in supporting the library and each other.
That was about a I'm sorry, Carmen I mean, so many long meetings too. I think it was about a 90 minute maybe 2 hour session that day.
I thought it was really a lot of good things surface that we, uh, hopefully that can take care of in the document but also, then take care of through practice and.
And procedures, and just working through this, it is a living document. It's not intended to be.
Something that we can't change over time, but I think we really got to some.
Some good points in common. I don't know if you wanted to bring anything to the table on this 1.
Nothing specific, I was just a little bit relieved that and I don't know why I would have been nervous about this, but I was slightly nervous about any potential tension between the organizations.
I feel like it was, but it was a really open and productive conversation. So, I feel like it and it was helpful.
Also constructive in the sense of adding some, um.
So that whatever agreement, what the agreement we do come up with will be will work for all of us. And it won't just be from the library's perspective. Only from the Foundation's perspective. Only.
I think everyone was able to get their their fears and their hopes.
Out on the table, so, um, and without holding back.
So that was good without.
Going into specifics, can you just identify a couple of the issues that.
We'll be discussed, or will be embedded in the document.
Sure, I think the the, the key is the.
The role setting of each organization, um, especially from the friends, friends and foundation side of things.
In the sense of the foundation really being the fundraising arm of the library.
Making it very clear there and also making it very clear that the friends are really that grassroots, both advocacy and awareness.
That programmatic work in the community, or they work with the books.
Title 1 schools, a number of other programmatic elements, and a really, really defining those roles clearly for folks.
So that we have less confusion with our patrons and their donors and their members when it comes to the money aspects.
But also in what each is accomplishing, and making sure that, you know, each organization is touting those accomplishments library included.
About the work that's being done in our behalf, um, and also making sure that as we've been doing in the last couple years, we're really staying in sync as organizations. There's a reason we have a communications and marketing team meeting.
That is very frequent with them to make sure we stay in alignment the advocacy group, which many of you have participated on, or been involved with at various times joint advocacy.
Is another great example of that work over the last couple of years and we want to continue that because that's where we stay in alignment. So, this is really a foundational document that.
Sets those roles are working together has already worked.
Mostly in that direction, it's really just formalizing that.
We also need to have a formal operating agreement or memorandum of understanding with the friends we haven't had 1 in a long time, if ever, that would be considered a full document.
They, we've had a draft of that so we'll be working on that after this agreement. Hopefully is, um.
Put to bed, and then we also have to review the foundations.
And they have an operating agreement that many of you were involved with, um, several years ago. That also is a time for review, but we're well past the review.
And if we're going to be good active partners, we need to dig into that. We're coming up this year as we sort through this.
Great, thank you. Um, can I ask real quickly? Do we do we actually have a time frame for when we're open to have something formally that we need to.
I'm I'm hoping sometime in by March, the March meeting, um, is what I'm shooting for, um.
We probably have a couple more drafts back and forth. Um.
To clean up and a couple of meetings, just to clean it up but I, I'm hoping March.
It's been a long and complicated process so let's see. Whining process and inclusion.
Yeah, I noticed on the news that there's quite a bit of turnover and some surprising turnover on city council.
Uh, in terms of our advocacy committee.
Yes are you the designated person? Terrific. Okay.
Yeah, and we actually, um.
Uh, I'll bring some, um, some elements to the retreat on, um.
On the 10th as well on that just so that the board knows the work that's being done.
Um, with the advocacy group in yasmine and tally have been there as well, um, at various times, so can lend a lot of detail to it as well. So we'll have a little bit of that discussion on the 10th. So, the greater board is in.
In the loop yeah, I just to quickly note. I had Carmen, and I had talked about me briefing you Jay and Ron. Um, about that and I apologize. I have not done that.
Um, so that you all know, uh, Carmen and Tom and Amy are apprised. I have I have to go in for some unexpected surgery tomorrow so I, um, I'm a little bit behind on that stuff. I'll catch up when I get back. Um.
And probably going to miss the retreat. Um, but I am actually, hopefully, I'll be at the February board meeting so just so everyone's aware. Good. Good. Yes, my my piece on the 10th won't.
yasmine will still want to have that time with you all as well. This will be a very much a 30,000 foot view, and she most certainly can provide some of the other details to it. Um, but I do want, you know, just a general understanding what we have in front of. of
Obviously, a complicated year coming up.
Great, and let's see here, let me pull this back up just an item to note.
I know this has been something that probably Jan Ron have heard over the years a couple of times our inter library loan service, which allows patrons to borrow from all over the country.
A long time service prior to the pandemic, we were charging a 5 dollar fee for requests.
We suspended that fee in 2020, due to the pandemic, and now we're making this a permanent change and will not reinstate that fee.
So this by eliminating this, we're, we're trying to make this more accessible to patrons regardless of their income. of their income
Most certainly, it's increased the number of what we call inter library loans.
And, you know, we hope that by having this type of access, anyone can get a book that they need regardless.
Of what their means are we know that was a barrier for some. And in some cases, it may have been a barrier for many more than we knew. So we are excited that that.
Fee has been eliminated and then our library alone is 1 of those things I used and probably many of you have used in your lifetime with libraries,
getting something that you just can't find anywhere especially things sometimes that are out print.
Or just hard to find so very excited about this.
Tom, do you have any numbers on the usage of request? No, but I'll get you some for 1 of our next little metrics that you see that come up in the board report. So I'll have Amy note that and we'll get that out to, you.
And then, uh, just another note real quick, the, uh, twice a year, the public library directors meet around the state. Um.
And we are actually hosting it here in Seattle next week. So, but or February down is next week, it's already that time February. 2nd and 3rd here at the central library.
So we're looking forward to seeing our colleagues again in person. Last time we met in Spokane in September, I was the 1st time in.
2 years that we had all met, it's very interesting because then, and even now there's been some changes with directors across the state. So there's about probably 10 to 12 new directors.
Within the last year, so it's a great time to meet with colleagues. See, what's going on in the rest of the state also plan some in a long term agendas around, um.
Some of our interests around legislative advocacy, et cetera and any of the other items that you can imagine go on in a public library. So, very looking forward to that. We're also very excited to put this out there too much.
You probably make a few folks nervous. But we're excited to bring out our kind of hybrid approach to this. Um, our, I.
T, team has come up with a new hybrid technology that allow us to have people attend it from across the state who can't come to Seattle but we've got some.
Technology that should hopefully make this better. This will be a trial run of integrating some complicated aspects of this. So thankful to our team in events as well as I T, who are going to help pull this off next week.
Do you know offhand how many libraries there are in the state?
Offhand, uh, no, I can't get your number on that, but I know I've got.
38 of them coming here, directors along with.
Probably another 10 or 12 that will be online. So that just represents those public library directors. They have a lot of libraries. I can't remember the number off the top of my head. At this time. We have a lot in Washington. We're fortunate state that way.
And let's see the other 1, um, just a note, because you'll probably see him here from time to time. Some of you have seen Darth Nielsen.
He was our interim assistant director of public services. His position has been made per minute. So welcome, uh, dark to the team as a permanent assistant director of public services.
Um, he obviously did this stamp for, um, well, over 20 months as an interim.
Darcy had come to us from and spent a lot of time there with outreach their mobile mobile outreach. I should say.
And obviously their regions as well. So he's got a lot of experience in libraries, glad to have him on board, but you'll see him more here. So wanted you at least to know the name as we move forward.
And just on the partnership thing, as I had mentioned, I just came from our exceeding meetings in the community. I just came from a meeting with Gordon, Henry, he's the CEO of the United way of team county.
Um, and I've been trying to have chats regularly. It's just good from a perspective of seeing how others are dying, but also our partnerships with them as, you know, we run the tax help out of Central and through some of our branches or the United Way program.
And a few other items as well so always looking for how we might work together in the future.
And Gordon most certainly as a former board member, um.
Has has a bond place for libraries and it's hard. So always appreciate his thoughts as well as, as a community member.
I also had a chance to meet with, uh, I'm sorry, I'm drawing a blank on the name of Maria Eaton over at Gloria. I apologize.
I got, I'll get it right eventually, Gloria over at YMCA and talked about some partnership possibilities there and what they had been experiencing during the pandemic and post pandemic, right across the street and both.
She, and I have not been able to really have a chance to meet her.
So, we have some partnership ideas already in the Hopper, and we're exploring those and working through those as we speak. So more to come on that, as we move through the 1st quarter of the year here.
And that is basically it, I do want to draw your attention to the reports this month. Um.
Some very interesting infographics along with the normal metrics that I think you will find interesting, but also wanted to point out our facility maintenance and janitorial, custodial accomplishments in 2022.
that really shows the type of work, the number of issues and items that they're dealing with on a regular basis. on a regular basis
So, please do take a look at that.
Also,
there's a report there on the new automated material handling system that's being put in at our maintenance and operations center also known as the mock that's down in Georgetown as you can see in the pictures
that installations gone along pretty well.
Big space, we hope to have kind of a little grand opening type of event, at least for staff to attend and we'll make sure that if we can pull that off with all the other things that have to be done that we'll invite the board as well.
So, you can see the space. I know many of you have not seen the maintenance and operations center.
But this is a key facility, and all of us carrying out our work and most certainly is new in that.
Now, all of the central sorting will be done out of this facility.
So this is finally the modular system that we've been talking about for. Yes, it is. Okay.
And it is, as you might imagine, and I do want to compliment the entire organization in this.
Because when you do 1, that is this big, and you look at the change management aspects of this, it takes every division in this organization. And many many of the people in this organization to pull this off.
Really Andrew harvest and his team and, um.
Uh, leads a lot of this effort, but when you look at this leadership across the system, you know, staff, testing out equipment, these new, um.
Loaders that can allow you to in a branch and move things around all of these totes. The system staff have been testing all this out. They've been providing this input.
It's been a really, I think, a really good process as to how we build change management in the organization. So.
Very complicated. We know that it will be a project that isn't over. Just when that thing opens, there'll be other iterations and adjustments we have to make as we learn more, but this system is.
Considerably faster than the old system, um, in the neighborhood in, in some cases, the 4 to 5 times faster, depending on what you're doing with it. So that should create some efficiencies. Um.
As we move through time as we get to learn it and know it a little bit better.
Tom, I just wanted to join you in, um.
Come ending the facilities team.
Um, I, I really appreciated reading this report, especially in light of the recent news reports about Colorado libraries, being contaminated by drug paraphernalia.
Um, so I just wanted to underscore that, you know, I recognize and I'm sure my fellow board members recognize the importance of this team at the library, particularly now. So just wanted to say that.
Also, uh, the new materials handling system, I love the photos of the staff kind of.
Bringing in front of the new equipment, the new van having been through the move of the, you know,
from the old central library to the temporary central library and then to the house building I've lived through an iteration.
I won't say it's the equivalent to what this team has been doing, but an, an iteration of major changes in operations and at least from my experience, the library staff.
Did an incredible job of coming together from across the system to to make these massive changes and I'm sure the same is true here. So, again, just commending the staff for their work.
Thank you for that as Jay pointed out it's been a long time getting there just from the standpoint of the decision piece.
Most certainly that was 1 of the 1st decisions I made was, let's get it done because it's 17 years old, and it's scaring me that it's going to die.
And most certainly, when I looked at what our core facilities crew had to do to keep that thing running along with our automated material handling specialists who are working with that equipment every day.
Uh, chewing gum, keeping it together at times so, yes, I'm very happy that we'll have a a modern system that will hopefully last is, uh, for quite some time.
The other thing to note is, our green lake library will be closing at the end of the month, just a heads up for everyone in case, you know, someone in the area, or that might not tell you about it. Um.
We will be clearing it out. Staff will be out of it within 2 weeks. After we close we have some more out processing. Obviously, as you can imagine to get the building cleared for construction.
Construction will start roughly March ish time frame. It is.
At least a year, we are saying in 2023 as we know construction can be delayed for a lot of reasons. So we are saying, sometime in 2023 it is roughly a year's worth of construction.
So, just to kind of put that in folks as folks mind as well as. in folks as folks mind as well as
As long once it's complete, as long as it took to load out, it will likely take the load in. So it takes a little bit of time, even after substantial completion to get back in the building. But we will give you updates on that.
Um, as we move through it, so that you're aware of where we're at, in the process.
And Tom, does that include the book drop as well? Um, no, I don't know on this. 1, Darth. Are you still online or are you online today?
Trying to see it Darth is here he might not be in today.
We'll get you an answer on that. 1. I don't see Doris here but we are also redirecting holds into other libraries as people want them. Um, I don't think the book drop stays.
I think there might be an issue there because of all the other structural issues, but I cannot recall. So we'll find out for sure.
Okay, I just thought I'd ask because, I mean, I do use that branch sometimes, but it is it's 1 of those things where it's outside the building, but it is very close.
Well, we're, we're excited about this. It's going to be the interiors are going to be.
Completely different, as far as some functionality for some of the backroom operations that need to occur some.
Uh, nicer spaces for patrons, restrooms remodels as well in some areas. Um, and an elevator that.
Is not as weird as the 1.
That we have now, so it'll actually have a real lobby. It'll have a real vascularity so you can actually walk in newer restrooms downstairs, just an overall clean up. I'm excited about it. I think it's gonna be a.
Pretty starting to walk into afterwards so, and Tom, I just wanted to make a comment thanking you and acknowledging encouraging you on these partnership meetings. I mean, not only to introduce yourself, but.
As we've talked about the, the, the strategic planning, the leveraging of services, it may be critical given limited resources.
And also, from the advocacy point of view, having all these people on our team, if you will in turn the city and.
Shareholders taxpayers, it's critically important, so I'm really thrilled. You're going out there and doing it and hopefully you're finding those useful and meaningful.
I am, I think it, you know, just when you're even having the back and forth of, you know, a CEO or director, those, those and themselves are beneficial. But I think right now everyone is looking after the pandemic.
How do we operate? We're already operating differently significantly differently. Our space needs our different.
You know, we look at, let's use downtown. What is it going to develop to? It has to something has to change right? We're about 40 occupancy of what we normally have in the central library. So.
That's pretty much the same for everywhere. Downtown. Um, how is that going? How do we work together with other agencies within the city to maybe do some things here at the central library that we haven't thought of before? Because that's going to actually.
Create a single place for people to come into. There's so much people are talking about now.
That would never have been on the table, you know, Pre pandemic. So it.
Both is daunting because we have some big challenges ahead as a city, but it is exciting to be able to talk to folks who are also thinking that we have to have some significant change and what's going to really drive this city.
Moving forward and what's going to be relevant to the residents of the city.
Well, that ends my report, I've taken up a little more than I want to, but great conversations. So thank you.
Any other questions or comments for Tom all right. Um, our next agenda item, uh, we don't have any old business. We do have a few new business items.
The 1st 1 is the board resolution on the naloxone.
Use and hopefully everyone had a chance to.
Review that in their board packet, I'll give a little intro and I see Rick is here. So maybe he can explain a little more where some of the language came from, but that this is coming about because after.
Um, Tom briefed board members on kind of what was going on behind the scenes with, with library staff, having access.
Um, I think the brand name.
To help people going through if they're in the library building, going through potential overdose situations, what the procedure for that is, what is the.
You know, basically, how is that all going to work? Um.
And I heard from at least 1 or 2 other board members that it might be worth.
The board saying something about it um.
And giving given staff and library employees, our support.
Um, so that being said.
Tom Rick. Thanks for the set up, Carmen. I'll turn it over to Rick and I wanted to.
Think Rick for his work and again, this is not something that is done just by Rick. I mean, it took a lot of folks putting all of this together, but.
Um, I handed this 1 to him to coordinate to get going and we were able to do it, um, pretty quickly, considering the complexities around it. So appreciate his efforts to move this forward. And, of course, it took a lot with.
Um, our facilities folks, our HR team, and, of course, our public services team who are going to and security teams, who will be the most likely.
Folks to administer out in the field. So, Rick, I'll turn it over to you for the resolution.
Sure, so thank you. Prominent Tom appreciate that stage setting. So I'll draw your attention to 2 items in your board packet. The 1st is a resolution that I drafted.
It has been reviewed by the chief librarian, select members of the board of trustees and by attorneys from the city Attorney's office,
the resolution express supports by the Seattle public library board of trustees for the chief librarian authorizing staff volunteers.
To administer naloxone for drug overdoses and I'd say that there's also an accompanying memo that memo is meant to sort of capture where we stand as a library system in terms of the decision itself and then steps taken to implement that decision and just to sort
of recap that very quickly in late 2022. thousand and twenty two
The chief librarian decided to allow staff volunteers to administer naloxone, which is the generic name for 2 overdose victims on library property.
And so, as part of that, we did a lot of fact, finding as a library system to understand state law practices and other entities practices across the city departments.
We drafted guidance for staffs. They have a clear instruction as to what to do should they encounter this sort of situation? We've conducted 2 very large scale in person trainings of staff more than 30 participants per class.
And if since added an online training program as well so now, staff members can take that training remotely. If they want to participate in the 1st training sessions.
And we've additionally purchased and deployed sent across the system. So, every branch, and every floor in the central library now has the medication available for their use.
And so, as Tom said, this has really been a team effort a variety of of individuals and work teams across the system have really contributed to making this a reality such that.
Now, at this point in time we have people who have volunteered, they've received training. They have access to the medication, the medication remains under library control and so we.
Fills library system that there is the opportunity. Should someone have a drug overdose that a volunteer might be available?
No guarantees and that's something we try to be very clear with the public about that, because we're relying upon staff volunteers.
Uh, there's no guarantee that someone will be there to administer the medication. However, our instruction to every staff member, should they encounter someone who's had an overdose is that their 1st action is to call 901 and to rely upon the expertise of the Seattle fire department.
So, putting that memo aside the resolution, that's before you goes into some detail about how we've arrived at this point. at this point
And then tries to make 3 key points in terms of the resolution itself. The 1st is, you're officially affirming your support for the chief librarian's decision.
Secondly, that you agree that library staff who are volunteering Lee, administering this medication they're doing so within the course.
And scope of their employment, which is important, in terms of providing them legal protections, and the defense of the city in the library system, should they need it? And then lastly, asking for the chief library and.
Slide regular progress reports, such that you could understand the impacts of this program on the library system.
So those are the 3 key points that we try to make in this resolution and hopefully it meets the intent of board members in terms of providing support for the chief librarian and his decision.
Can I ask a question? I don't know necessarily. That's Rick, but.
So, if there are going to be something posted in each of the library branches, so, let's say an instant happens.
And, you know, assistance is being administered people know. So, people say, well.
Turn on, you broke up a little on my part Ron. Did you hear more Rick? I'm sorry yes.
So the question was 1 of, are we going to post anything to essentially say that the medication is available inside the library system? So we have not done that at this point. And I think it comes back to the idea that we can't guarantee.
That'll actually be a volunteer available, because it really does rely on some staff member who has taken the training who's on a shift at that specific location who's willing to go ahead and provide the medication.
And while we've had a good number of staff members volunteer to do, so, there is no guarantee that, that there's going to be someone available at any given facility who's willing to do.
So, and in fact, we've had a question from staff members about what, if I take the training does this mean I have to provide the medication and, of course, our answers.
Now, we, you know, if you have an interest, if you feel comfortable, if you feel safe in doing.
So, but I think Ron, we would be concerned about trying about making it seem as, if it is a guarantee that the medication is available at that facility at that time, given the constraints we're working within.
So somebody may have received the training.
And maybe there's a situation where they don't even want it even with the training. They don't want to deal with it. That's up to them. Yeah, I will, I will remind folks that this is and, you know, having a person who's rendered 1st date and a number of ways.
This is rendering 1st aid. It is.
Messy at times difficult complex with things that are going on around you 901 on the phone other interactions with the patron may be coming out of it.
Our training details that right and that's an important piece. And so sometimes people say, well, it's not for me.
And that's okay and maybe later they'll say, yeah, it is. For me, you never know how people are going to react in those moments.
Trained or untrained, so we, we are relying on people to make the best decision in the moment with that training of of what they can do.
Yeah, 1, I just want I'm pleased that you put in the language about the state good severity, good Samaritan law, and obviously glad that the law department has looked at this, um,
1 thing that's occurring to me. Is that do we have or will we have kind of a regular schedule of training so that or is it really just going to be whenever somebody wants a refresh.
They can go to the online training, just cause I know like having done CPR training.
You know, it's been long enough that I would not feel comfortable administering CPR today. I would want to refresh her before I did it.
Okay, so the training right now, we took what was a live version of that training, and we've adapted it to a virtual learning environment.
So, there is a city program that we utilize that essentially allows someone regardless of the location to essentially go back in see, that training again, reinforce what they learned or if they're a new employee or it didn't participate in the classes in the 1st, time,
learn it for the 1st time and it actually, it's very thorough. It's been.
Well, done by the person who's in charge of training for the library system, in terms of making sure people are taking away the right sort of key points from the lesson itself. So, I think it is a, it is a good.
Training experience for someone who has no exposure to this, or is a refresher for someone who previously had an in person clause.
I want to think Rick and Tom and the team for putting all this together and formalizing it and drafting the resolution and providing, uh, as much protection and support we can to the staff. And as such, I would move that.
We approve the resolution.
For a 2nd 3rd.
Secondary jasmine is there any discussion or further further discussion on the motion?
Looks like, we're ready to vote all in favor say, aye, aye approving this resolution. I.
Great thanks again, Rick and Tom. Um.
And he just gets at what we were, we were trying to say.
I don't want to extend this any longer, but in light of recent events, such as the football game, just 3 weeks ago, what's the status of the automatic of something defibrillator.
In terms of facility and training throughout our system, it's probably something that would be worth our understanding because it's obviously important. We do not have a in any building.
So, it is an important piece to know. Um.
Again, as as some of this was looked at over time now does that mean that? It's not something. We shouldn't look at again. No, we should look at it again for. Sure.
As I've tried to look at other city buildings as I've been in and to see if they have them.
It does those are made public for anyone to use again. It does not have to be staffed that uses.
It could be any member of the public who could use an, to make sure that.
They can provide that 1st day. They're, we're also looking as an organization and what are some of those other 1st, aid elements.
We are not mandated to have CPR or CPR trained individuals within the organization. I have worked in some cities and counties where that is a requirement.
But we are not as a city, but we are looking at some of those other 1st aid elements. Hr is working with our joint labor management committee.
And having some of those discussions for future work, I think what came out of this training the staff wanted to know more about 1st day.
Because once you hear some of the things you have to do, people have to make a decision where they, where they they sit in this. So we will look at in the future as well.
Um, in this process, we did a couple of things to clean up our 1st date.
We, we also have a contract with cintas.
Now, to make sure that we have consistent 1st, state packets packages or units across the entire system. So everybody knows what they look like.
Everybody should know where they're at in their branch are on their floor. That is a big key to having some consistency. If we're going to provide training and 1st date in general.
The other 1 I want to know just for the record as Rick was talking about the training that that training was developed by our HR training team. Not the city the platform that it sits on is the cities.
Just so everyone knows that our our team actually worked to create that product.
Great Thank you.
Right. Thanks everyone, um, moving on to the next item.
And I believe it's an update Tom, we don't need to vote on anything yet the rules of conduct review process.
Correct. I'll ask Alex to come in to let, you know, where we're at with this. It's been a, as she will also admit a long time in coming, but we're trying to.
Do it the right way? It's 1 of the things that I asked Alex to do as she was taking this on is to really use.
A racial equity toolkit process in this to make sure that we're really engaging community. So she'll talk more about the entire process. But I believe we're now, um, getting ready to launch this. And it's very happy to see is at that point.
Good afternoon, and thank you so much for having me here and providing the update. So it's just a little background. We wanted to share that with the direction of the board. Uh, back in 2019.
we actually convened across divisional task force to really look at our rules of conducts and exclusion guidelines, especially with the length and age,
particularly for youth and that. youth and that
Team had been really convening, um, prior to pandemic closure to really work on couple with task.
1 is related with the input from staff on what they think of our rules of conduct and whether we should really have any changes.
And then the other component is really working with the community members and partners to get their input and engagement with them. So that we can really understand the, the.
Rules of conduct impact on our patrons.
Um, so, you know, again, we worked on the staff input, um, and then, of course pandemic happen and we paused the work for about good 2 years and, um, in 2022 we actually have reconvene the task force team.
Um, we had most of the members come back and work with us and 1 of the priority for us is definitely. for us is definitely
Really engaging with the community partners and be able to really hear from them in terms of how we would be helping us to review our rules of conduct.
And we have decided to work with a consultant, so we have hired racial equity action lab real.
They're really, really great in terms of their work experience with, like, for example, lived experience coalitions where their clientele is a lot of homeless and insecurity house patrons.
They've also worked with variety of intersections of racial and social equity aspect of.
And we're really pleased to have them, and they'll be helping us through really developing very thorough and inclusive community engagement as well, as really working through the racial equity toolkits that the city has,
which really incorporates a community input and impact on our policy changes. So, we'll be working with them and with their help, we actually have identified about 8 community partners.
Community members who will be joining our task force this year and really work through in terms of setting our outcomes related with our ratio and social equity aspect of our rules of conduct as well as
developing, um, the way that we reach out to our communities and getting their input, so, um, our work and we have provided the timelines here.
Um, uh, actually tomorrow we're bringing these community.
Members to do onboarding.
So that we can kind of provide a context in terms of what we are going to be focusing on related with our rules of conduct and then with them,
we're going to be developing our racial equity outcomes related with our rules of conduct.
And then really develop the community engagement process and do the outreach to make sure that we're really going around and connecting with them to get solicit their input in terms of what that.
Impacts of rules of conduct will be.
And then sometime in June, we're really hoping to get old gather all these input, including community input as well, as our staff input, and be able to really UN analyze these information.
And that's gonna really help us shape up.
What will be the updates to our rules of conduct and our plan also is to go back to the community members to share with them them and reflect.
On their input, in terms of the changes that is going to be, um, you know, that we're gonna be wanting to bring forward as a recommendation to the board.
And our hope is that by October of this year that we can actually bring those sets of, um, recommendation related with any changes, and be able to get your input and approval.
Um, so that we can work through the implementation plan that is really going to help us in terms of our.
Have trainings, and and making it really simple yet distinct in terms of some of the rules of contact that we need to have, uh,
versus some of them that we may not necessarily to have because they would be an outdated or we have changes and our service level, so those are the highlights, um,
in terms of our work so far in 2022 as well as our plan for 2023. our plan for two thousand and twenty three
Any questions well, just to comment that I really appreciate this is this is really very difficult stuff.
And it arose from some public controversy.
Which is at least 5 years old now, and it's not only what's written down, but how it's implemented and.
I appreciate how difficult it is, but I think the process.
Is as important almost as the end, because we need buy in and we need context and people need to understand how decisions are made and we have to be transparent about it. So.
It seems it's been an awfully long time, as you said, it started in 2019. that's when it was formally acknowledged that we had to do it. That's 4 years ago. So thank you for doing that. And I look forward to hearing about the results.
Thank you. Yes, Alex. Can you share the names of the 8 community partners? I don't have the names. I will definitely know that.
By tomorrow will have the onboarding in the afternoon. Just briefly we have 3 members from the lift experience coalitions.
Um, who have gone through, like, insecurity, housed experience. We also have 2 youth.
Uh, from people from bypass community, that will be joining us we also have an NDA patron that will be joining us as well.
Um, I believe 1 or 2 from community, um, as well. So, we're trying to really bring diverse background as well as experience within our task force.
So I can definitely share the names of our members.
Task Force, current members of staff as well as our community members next time. Well, definitely. Sorry. I actually misunderstood.
I thought they were, uh, organizations that had a representative on, but now I understand I, I don't need to know their names. So my apologies.
Yeah, we, I think we really, you know, we, we did a training with this group called real, um, for racial equity tool kits for our senior management and leadership team last year.
I think Alex, um, really recognize the value that they brought in bringing these folks together this lived experience component as we had some of our discussions around how to apply racial equity toolkits.
And I think it's such a huge piece.
To be able to actually hear that in the moment with our team that's also contemplating all this. So, 1 of them, most complicated things you'll do in libraries, because it's both customer service customer expectation.
Staff expectations around safety. Welcome the environment.
You throw all that into the hopper um.
To try to come out with something that's going to see people be successful in the space.
And that's challenging, it's complicated and I think.
The 1 thing I want to make sure that we do in this, too, is that, you know, the rules of conduct probably need to have a pretty regular review pandemic aside we all know, things like that could.
But for the most part, we should have a pretty regular review of those to make sure that they're really still working for the library, which is an important piece because we're trying to manage that experience for everyone.
Um, but it's working for people who are trying to use the space and that is really what this gets to. What are those things that are barriers.
To use, and we know that some of the structural racism that is involved evolved over time in organizations still brings a lot to bear in these discussions. So we need to hear it.
We need to see where it exists and we need to work to make that better.
I also want to, you know, give kudos to our members. I know that I don't have their names listed here, but since 2019 they are really committed to participate and make changes.
And I really appreciate that as well. As I think, since 2019 as we were addressing our rules of conduct, both security and public service staff also made incremental changes. service staff also made incremental changes
That may not be really reflective of our current rules of conduct,
but so they really heard the input from the communities input from the boards and really made those incremental changes to be more inclusive and welcoming space with a customer service focus.
So, I think definitely, uh, coming out of this session, whether we make a big change or small changes definitely. What we are also hearing is that, you know, there's that consistent.
Training that needs to be provided so that we're really consistent in terms of how we apply with the rules of conduct on all 27 locations and with our library currently with. So many new folks coming in.
I think it would be really a good reminder in terms of how we really utilize rules of conduct to keep our spaces safe. So, um, definitely lots of work. And I think all of our members are very committed to completing.
completing
That to and be able to really deliver that to the board for your review and approval.
Thanks, Alex with any other questions or comments.
Okay, thank you. Um, next item under new business do you mean update and looks like and is already coming on? So.
Whenever you're ready, and I was just I see, there's a video button. I'm sitting here in the union office. Let me see if I can give you a little shot here we go. Okay. Hello?
Oh, nice to see everyone.
So you'll have noticed that we didn't have a union report for you the last couple of months. That's not because we weren't out there busy working with the library, doing a lot of work over here.
It's because we're trying to be mindful of your time and come to you only when we have something that we can report that we think you might be interested in. So, today to ensure that we don't go too long.
I'm going to give you a little update on a few things that are active topics of conversation and a little glimpse on some things that we may not have touched on in a while. So, 4 topics for you the 1st.
1 safety and security, we've talked about this many times as, you know, we're continuing to see a number of really serious incidents happening around the library system as, you know, those incidents are difficult for all staff.
Because we work very hard to keep everybody safe in our buildings, lots and lots of training of practices around that. Those instances as ever are more challenging for staff members who have visibly marginalized identities.
So, staff who are not male staff who are people of color.
Staff who are visible religious minorities, experience, both aggression based on how certain members of the population view them and aggression based on their role in maintaining a safe environment in the library.
So that's a topic that we are continuing to work with library administration on. We also I didn't mention, have made a lot of progress on our staff support team, which is a collaborative effort that I think you've heard about previously from library administration.
So I just want to call that out as work.
We are engaged in, we really appreciate the library for being such a supportive partner in figuring out how we support staff before during and after those difficult events in our buildings.
The 2nd topic, nothing as I'm sure you know, we are continuing on this fast campaign as best. We can to fill vacancies in the library as we expand ours.
We're still trying to keep our staffing levels up and we appreciate we see as a union VC and recognize the work that the library institutionally is doing and our members in hiring to try to.
Get that done as quickly as possible we're still thin. I think, you know, that we're still often sending staff across the city, because we have a vacancy or vacancy a whole someone 1 sick call might cause us to send a staff member from the north end of the South.
And, and that's very, very difficult. Because as a staff member, you're trying to plan, you're trying to make up, make those connections with the community and maintain those and.
That level of not exactly. Chaos. But change is very, very difficult for us to deal with. And we get really close to having to close a lot of the time.
So, just want to be really clear with you that we are doing everything we can and we appreciate the efforts of the library there a new bit of information for you. You may be aware of the central library, that in order to bounce back through the pandemic.
And expand hours in the branches, we've shifted some librarian position specifically from central in the spiral and.
Mostly 2 branches.
And we also shifted, we had 3 world language librarians at Central 1, for Spanish, uh, 1 for Russian, Slavic languages and 1 for Chinese.
These were 2 of them senior librarian positions where that language component and being able to do programming and provide all level of labor and services at any time in that language were really key to their roles.
We are down to 1, Spanish language, senior librarian. Right now. And so I just want to let, you know, that those other 2 vacancies, which have been shifted to meet other priorities within the, within the organization.
Are coming to our attention from staff at the central library quite a bit. We see patrons who really miss programming in Russian and in Chinese, and having a librarian who they could come through for Reader's advisory and those languages.
And although we do have language pay.
Now, there's a real difference between having any staff member who's able to translate something or provide a welcoming environment to customer service in that language and having a librarian who who can provide full service, including.
Pending in collection development and everything in that language. So that's an ongoing conversation that we are having the library about how we that need and it's something we hear a lot from our members at Central and in the branches. Actually.
And then, in the spiral, having moved some libraries out to the branches to meet needs over there to keep our buildings open, we're finding now that the spiral of the central library is open during all open hours.
Which is great. A lot of our patrons are coming back to this viral to seek the deeper level of reference service and our deeper collection and all of the subject specialty knowledge that our libraries at Central provide.
People are coming back in greater numbers to access that and we are very, very thin as we try to meet those needs. So we have a very capable staff.
We have a high level of technical knowledge,
a high level of dedication to this service and we are meeting people as fully as we possibly can but there are delays and service right now that we are working with the library to try to figure out how to address because the number of libraries available is reduced.
So, our members that central asked me to just lay that out for you, because we're very aware of that impact and we want to maintain a high level of service that we have worked. So hard to build.
Next up, this is item 3 out of 4 language pay. We've had a great conversation at our last labor management leadership meeting about language pay. This is something that our members are very interested in. We want to understand.
Who is getting language pay our staff members who are getting a premium to be able to provide those on the spot.
Interpretation services to explain something about a borrower account to a patron. In another language. We want to really talk through how we are determining, which staff members are able to get that premium.
How we are allocating those resources across the system based on an equity analysis, and how all of that fits in with the language access plan. So, that's an ongoing conversation that our members are very interested in.
And it does tie into that reduction in dedicated language libraries. That I talked about a moment ago, so.
That's an ongoing topic and then, lastly, this is an internal union matter, but race and social justice, I just want to let, you know,
that as hard as we connect with the library to sort of push matters and be a supportive preference presence around race and social justice in the library as an, as an institution, we are looking to our own house as well.
So on the union side, we're currently in the middle of another project to really review how we engage with our membership.
To create welcoming and supportive spaces for people wherever they come from and that has evolved revising the ground rules for our meetings talking a little bit more about how we.
Prioritize who has a voice 1st in different topics of conversation. And our goal here is not only to make the union as supportive equitable and welcoming as possible.
But to bring back anything we might learn to the library in case. We have any insights there that we think might be useful in that broader context.
So that's my update for you today.
Just a little 1 Thank you. Very good. Yes. Thanks, Dan.
Much appreciated, um.
Next up library foundation, and in front of library updates.
I did want to say the outset, we do have set board liaisons.
To both Taleo has agreed to serve as a foundation liaison and yasmine has agreed to serve as the friend's liaison, although I will be covering the February meeting. And I believe.
We did not have a board member at the January meeting. So Tom has both of those updates for us, but for future that's going to be the plan.
Right. Would you like me to start with either? 1?
Either 1, whatever. Yeah, I'll start with the friends meeting on January. They welcome to new board members have 3 more board members in process right now.
So, they've closed the open position kind of announcement that they had for board members and believe they have a full roster.
The year end physical inventory for them is complete. They would approximately 5,000 used books at the friend shop 2000 at their Georgetown event location, and 500 at the booth and the lander street vintage mall.
The transport then went into executive session um.
Where they reviewed and passed the 2023 budget.
So, it's quick update there and let me bring up a foundation they met on January 11th.
This was their annual meeting. Uh, so, John, the CEO of the foundation reflected on their 2022 highlights.
They mentioned that.
Under my leadership, she feels there is a stronger partnership between and the.
And that is progressing for it in a positive way.
Um, participated in for site project, collaborate, collaborated with and.
In fundraising, an advocacy efforts, prepare for and needs for other potential, comprehensive campaign items that might come forward out of our planning.
And also joined the urban library council the library is a member of that organization is on year 2 of having rejoined that group.
Both John and grace Nord off attended the ULC form in Washington. In November. Grace is actually on the board of, um.
The urban library council now as well. So, Seattle has a very positive place in urban libraries as we speak.
Also, preliminary 2022 fundraising results, they provided all of this in great detail, but they raise 4.1Million against a goal of 2.9Million. So a very, very big year. Um, the team is to be commended.
It is not easy yet right now they're to get money. 2022 is no different, so very proud of their efforts. Um, and the results obviously. is no different so very proud of their efforts um and the results obviously
With the inclusion of other estate gifts, and in kind of giving the total moves from 4.1 to 4.79. so also had some unexpected estates come in as well.
Board member renewals were unanimously approved, um, board member departures were noted and members acknowledged. Some of those folks are moving to the Ameritas board.
The 2023 officers were were unanimously approved who still? Gonzalez will be president. Sarah Stanley as vice president. Tyler Mickey as treasurer. John Eric as secretary.
The 2022 Board survey results were presented responses and feedback, help shape the board and staff work plans for the coming year.
Committee goals and work plans will be shared at the March meeting.
And the survey survey identified 3 areas of focus, increase, utilization of member skills and talents.
Deep in connections between peers and board leadership and shift board, meeting agenda is to increase engagement and participation of all members.
And that concludes the report. It was, it was a busy year and a productive year for the foundation.
Great any questions or comments.
Updates all right. Thanks, Tom.
And then, I believe our last item of new business is updates from library board members. Does anyone have any thing to share or any updates?
I've got 1 item which yeah, I was approached by a.
Uh, to do a program.
And it it would be centered around my memoir.
So, it it would essentially be a fundraising event for.
Library foundation was looking at a partnering with with museum.
Joel, Tom, the new director has been in conversation with grace. Um.
My rose to be there and just read some stuff. I believe Tom has been roped into being on the program in some role. Um, and.
Again, the hope is to to expand, uh, out the diversity of the donor base of the foundation to reach into the.
Api community and so I believe, uh.
Early May is when they're targeting the 7 person and, um.
Very early part of me, I can't remember the date, but I think it's within the 1st.
7 to 10 days. So, anyway, that should be fine.
That sounds great. All right. Um, if that is it for updates? Uh, we don't have an executive session today.
So, I believe we've gotten through our our agenda.
I will see you are most of you in a couple weeks for retreat?
And then following that on the 23rd for our next library board meeting.
And just a real quick note note. ron's event will be May 7th.
Brian walks from the foundation, just sent that text to me. So thanks, Brian.
May 7th, and you'll be making sure and actually Amy and the foundation, I'll make sure, you know, those dates.
All right, well, if that is all, um, we will adjourn, thank you all and we'll see you in a couple of weeks.
Thank you. Bye everyone. Bye. Bye.