080725 LIBRARY COMMISSION AGENDA PACKET

Page 4 of 5 • Non-Residents/Businesses: 0% general fund subsidy This meeting room rental model helps balance community access with the need to sustainably manage Library facilities and staff resources and aligns with practices used by other city libraries in the Bay Area. Revenue from the meeting room rental fee will help support the ongoing maintenance of the space, including aging equipment and technology needs. Priority booking will continue to be given to Library programs, Friends of the Pleasanton Library meetings and events, and City-sponsored uses, as outlined in the Library Meeting Room Rules (Attachment 5). Materials Recovery Policy and MFS: Implementation and Evaluation The Library will implement these updates using a phased approach. For the Materials Recovery Policy, patrons will continue to be provided a reasonable amount of time to locate lost items before any payment is required. Clear messaging will help ensure patrons understand that once a replacement fee is paid, the item becomes theirs to keep, and the payment is no longer eligible for a refund. This approach supports transparency and fairness while streamlining internal processes. The introduction of printing, photocopying and scanning fees in the MFS will be accompanied by patron communication and clear signage, with the credit card payment option made available through the Envisionware system, which will take a minimum of four months to implement due to the purchase of vending equipment and setting up credit card compliance systems. Staff will routinely assess the effectiveness of the fee implementation, using data and user feedback to inform future decision-making. For the Library Meeting Room fee inclusion in the MFS, staff will begin evaluating the service’s current subsidy level, usage patterns, and market rates. Using a phased rollout, the department will implement the new rental fees in alignment with the City Council-approved Cost Recovery Model for similar Recreation facilities. Staff will also track revenues and related expenses to monitor the impact of these changes. EQUITY AND SUSTAINABILITY The proposed updates to the Library’s Materials Recovery Policy and MFS maintain the foundational principles of equity and community benefit. This updated framework will continue to serve as a key tool for budgeting and resource allocation, helping ensure that the Library remains responsive to community expectations and is fiscally resilient. OUTREACH No outreach has been done in advance of this item. STRATEGIC PLAN ALIGNMENT This recommendation aligns with the ONE Pleasanton Strategic Plan Goal, Funding Our Future: Fiscal Sustainability. Support financial health and sound fiscal policies through cost recovery, increased revenue, and cost containment. Page 9 of 39