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HomeMy WebLinkAboutAgenda - 04-18-2023; 7-a - Library Services Task Force Report 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 18, 2023 Action Agenda Item No. 7-a SUBJECT: Library Services Task Force Report DEPARTMENT: County Manager ATTACHMENT(S): INFORMATION CONTACT: Library Services Task Force Presentation Bonnie Hammersley, County Manager, 919-245-2306 UNDER SEPARATE COVER Erin Sapienza, County Library Director, Full Report Available Electronically at: 919-245-2528 https://orangecountync.gov/DocumentCe Susan Brown, Chapel Hill Library nter/View/23714/Library-Services-Task- Director, 919-969-2034 Force-Final-Report PURPOSE: To receive the Final Report from the Library Services Task Force regarding issues related to library funding and interoperability. BACKGROUND: In April 2021, the Board of County Commissioners and the Chapel Hill Town Council jointly approved creation of a Library Services Task Force to study County funding for the Chapel Hill Public Library and examine the costs of expanding interoperability between library systems. The Dispute Settlement Center was hired to act as facilitator for the Task Force. Task Force Members are: • Tiffany Allen, Chair of the Chapel Hill Public Library Advisory Board • Karen Curtin, Chair of the Friends of Chapel Hill Public Library • Diane Kelly, Chair of the Orange County Friends of the Library • Nerys Levy, Chair of the Carrboro Friends of the Library • Jess Anderson, Chapel Hill Town Council Liaison • Amy Fowler, Orange County Commissioner Liaison Chapel Hill Public Library Director Susan Brown and Orange County Public Library Director Erin Sapienza served as staff support for the work of the Task Force. The Task Force worked from April 2022 through February 2023. Task Force members explored and discussed County funding for the Chapel Hill Public Library and expanding interoperability between library systems in depth. Members considered historical information, practices among other library systems across the state, future impacts and expenses of the Southern Branch Library in Carrboro, thoughtful/equitable/sustainable funding formulas, potential cost/benefit scenarios, and the current systems, services, data, and operations of both the Orange County Public Library and Chapel Hill Public Library. 2 Based on its work, the Task Force recommends that: 1) The County consider entering an MOU with the Town to fund library services based on a "Service Provider" model from FY 2024 — FY 2029. They recommend incremental increases be phased in over five years at a rate of$169,358/year with a final target amount calculated on (Total County funding for Orange County Library operating expenses) x (Percent of Orange County residents living with Town jurisdiction) = Annual County Funding to Town of Chapel Hill. 2) Orange County Public Library and Chapel Hill Public library do not pursue any formal efforts toward library system interoperability. Based on their analysis, the Task Force does not believe that expanded interoperability would result in cost savings or benefits to users. FINANCIAL IMPACT: The County appropriated $536,323 to the Town of Chapel Hill for operational costs of Chapel Hill Public Library in the Adopted FY2022-23 Orange County Budget. The Task Force recommends that the County consider increasing the appropriation by $169,358 per year between FY2023-24 — FY2028-29. SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to this item: • GOAL: ENABLE FULL CIVIC PARTICIPATION Ensure that Orange County residents are able to engage government through voting and volunteering by eliminating disparities in participation and barriers to participation. ENVIRONMENTAL IMPACT: There is no Orange County Environmental Responsibility Goal impact associated with this item. RECOMMENDATION(S): The Manager recommends that the Board receive the Task Force's Report, consider the recommendations regarding County funding for the Chapel Hill Public Library and interoperability between library systems, and direct staff to schedule additional Board consideration at a future meeting as part of budget discussions. CHAPEL HILL/ORANGE COUNTY LIBRARY FUNDING & INTEROPERABILITY Task Force Report & Recommendations Board of County Commissioners April 181 2023 BACKGROUND & MEETINGS FUNDING RECOMMENDATION INTEROPERABILITY RECOMMENDATION 5 BACKGROUND & MEETINGS • In April 2021, Commissioner Bedford petitioned to examine interoperability • In May 2021, Library Board petitioned Council to study county funding • In October 2021, Commission and Council jointly approved creation of task force • Eight meetings from Jan 2022 — Feb 2023, facilitated by Maggie Chotas • Agreed to work on issues of funding and interoperability separately by examining data, asking questions, gathering answers, seeking consensus 6 1 . Because the Town of Chapel Hill provides library services for the approximately 61,000 FUNDING County residents who live in Chapel Hill RATIONALE 2 . So that County residents who do not live in Chapel Hill can have a CHPL account without paying an out-of-jurisdiction fee 7 THOUGHTFUL - All aspects of library services should be considered and valued, not just circulation and cardholders. FUNDING EQUITABLE - Orange County should strive to FORMULA provide equal funding to all County residents, regardless of where they live within the County. INTERESTS SUSTAINABLE - Any formula should be calculated on an annual basis and be "future-proof" - should populations shift or library services change. 8 • A known percentage of County residents live "'ACCESS"" within the Town MODEL • The Town is the primary provider of library services (aka Service p Yp Y for those County residents Provider Model) • [Total County funding for Orange County Library operating expenses] x [Percent of Orange County residents living with Town jurisdiction] = Annual County Funding to Town of Chapel Hill 9 RECOMMENDATION • MOU using the "Access/Service Provider" model as the funding formula • Be in effect for at least six years ( FY 2024 - 2029) • Incorporate a phased approach that will incrementally increase funding 10 INTER • Yield operational cost savings OPERABILITY • Create benefit to library users INTERESTS • Equal burden/benefit to both systems 11 • No other NC county/municipal libraries are INTER 1-k interoperable OPERABILITY • Shared ILS would not yield cost savings INTERESTS • No identified benefit to library users for either system 12 RECOMMENDATION • Continue communication & collaboration • Discuss opportunities for complimentary services • Consider joint promotional campaign for library services • Consider periodic report to BOCC and Council about library services 13 QUESTIONS ?.