An Operational Review

Comments 14

• CO1
  – The general public is unaware of all the programs, services, and special events that SCLS has to offer.
• CO2
  – SCLS has currently partnered with several schools to implement the use of the Student Access Card program.
• CO3
  – SCLS lacks the necessary data collection mechanisms to measure the effectiveness and attendance of programs and services offered specific to individual libraries.
• CO4
  – The visibility of the Dixon Library and the Vallejo Springstowne Library is inadequate for foot and street traffic.
• CO5
  – The City of Vacaville is planning changes to parking in downtown Vacaville, potentially decreasing the spaces used by Vacaville Town Square Library patrons in the immediate vicinity of the library.
• CO6
  - The SCLS Facilities Master Plan, nine site visits, and interviews revealed a variety of maintenance, compliance, and safety issues. a. Five locations have HVAC operating issues warranting replacement. (Springstowne, Vacaville Town Square, Vacaville Cultural Center, Dixon, and John F. Kennedy) b. Two locations have ADA compliance issues including non-compliant public restrooms (Dixon), a broken elevator, and entrances impeding accessibility (John F. Kennedy). c. Three locations have water intrusion problems, [e.g., leaks in roof and dampness]. (Dixon, Rio Vista, and Vacaville Cultural Center) d. Four locations have miscellaneous maintenance issues such as: electrical system and internet connectivity (Springstowne); air filtration in the building (Dixon); broken lights (Fairfield Cordelia); and poor parking lot lighting (Suisun City).
• CO7
  - Updated Registry of Public Agencies forms for the Dixon Public Library District and Vacaville Unified School District/Library District have not been recorded with the Secretary of State and the County Clerk per Government Code section 53051.
• CO8
  SCLS would benefit from creating an improved communication system, so all branches are working in unison, operating with the same information, and understanding of goals, mission, and vision.
• CO9
  All branches need enhanced marketing using internal and external communications. Library patronage would likely increase if the county residents were aware of all the resources the SCLS has to offer. Additionally, the community would have benefitted from broader marketing of the supportive services put in place in response to COVID-19.
• CO10
  If there was one upside to the pandemic, SCLS experienced an increase in digital circulation after years of trying. With such a vast array of online programs and services available for all ages, SCLS should look to find ways, such as an Outreach Team, to inform Solano County residents of all that the County libraries have to offer.
• CO11
  Due to another Covid surge in January 2022, SCLS issued a statement on its website homepage stating: "For the health and safety of library users and staff, all indoor programs/classes/trainings have been temporarily suspended at all branch locations through February 15, 2022. Indoor programming will resume February 16, 2022." However, in- person visits were allowed at this time, which was not clearly communicated on the website, causing some confusion. 1 Appropriate Stakeholders – include SCLS, Solano County Board of Supervisors, building owners, governing boards & commissions, municipalities, Library Special Districts, and Unified School Districts.
• CO12
  Small libraries like Rio Vista, Springstowne, and Dixon have done a remarkable job of keeping up with services within their space limitations.
• CO13
  Early in our review, the SCLS website information about governance, especially for those branches with their own Special District status (Dixon and Vacaville) was difficult to find and not transparent. It was difficult to find minutes, budgets, and MOU information quickly on any website. In the case of Dixon, the minutes posted were very sparse and did not contain sufficient supporting documentation. However, during the course of the Civil Grand Jury's review, SCLS began updating this information. We anticipate that SCLS will maintain the accuracy of the information in the governance sections of their website moving forward.
• CO14
  Name Date Date 8/29/79 '79 county, No State. 7/24/86 Dixon Unified 3/20/06 '86 state, No county. School District '06 state, reporting a name change (most current form). Not reported to Library District the county. No like forms were submitted to both governmental agencies. Dixon Public New legal name as of 3/20/06. Library District There is inconsistency in filing with the County and State. No like forms 8/21/08 6/7/67 Vacaville Unified 1/22/19 10/2/70 were submitted to both governmental agencies. The county 2019 form 3/13/73 School District lists four members that are no longer serving and three hold other Library District positions. The 1986 form is the most current on file with the state. 10/4/85 7/31/86 V. FINDINGS AND RECOMMENDATIONS FINDING 1 – The general public is unaware of all the programs, services, and special events that SCLS has to offer. RECOMMENDATION 1 – SCLS create an Outreach and Marketing Team/Crew consisting of representatives from each library branch. FINDING 2 – SCLS has currently partnered with several schools to implement the use of the Student Access Card program. RECOMMENDATION 2 – SCLS expand the Student Access Card program to all schools in the county. FINDING 3 – SCLS lacks the necessary data collection mechanisms to measure the effectiveness and attendance of programs and services offered specific to individual libraries. RECOMMENDATION 3 – SCLS refine data collection mechanisms to measure the effectiveness of current programs and patronage at the branch level. FINDING 4 – The visibility of the Dixon Library and the Vallejo Springstowne Library is inadequate for foot and street traffic. RECOMMENDATION 4 – SCLS increases the visibility of the Dixon and Springstowne Library locations with external signage. FINDING 5 – The City of Vacaville is planning changes to parking in downtown Vacaville, potentially decreasing the spaces used by Vacaville Town Square Library patrons in the immediate vicinity of the library. RECOMMENDATION 5 – SCLS works with the City of Vacaville and other stakeholders to ensure sufficient, safe, and dedicated parking spaces for library patrons in the immediate vicinity of the library. FINDING 6 - The SCLS Facilities Master Plan, nine site visits, and interviews revealed a variety of maintenance, compliance, and safety issues. a. Five locations have HVAC operating issues warranting replacement. (Springstowne, Vacaville Town Square, Vacaville Cultural Center, Dixon, and John F. Kennedy) b. Two locations have ADA compliance issues including non-compliant public restrooms (Dixon), a broken elevator, and entrances impeding accessibility (John F. Kennedy). c. Three locations have water intrusion problems, [e.g., leaks in roof and dampness]. (Dixon, Rio Vista, and Vacaville Cultural Center) d. Four locations have miscellaneous maintenance issues such as: electrical system and internet connectivity (Springstowne); air filtration in the building (Dixon); broken lights (Fairfield Cordelia); and poor parking lot lighting (Suisun City). RECOMMENDATION 6 – SCLS leadership coordinate with appropriate library stakeholders 1 to address maintenance, compliance, and safety issues. This includes obtaining funding and establishing a timeline for completion. FINDING 7 - Updated Registry of Public Agencies forms for the Dixon Public Library District and Vacaville Unified School District/Library District have not been recorded with the Secretary of State and the County Clerk per Government Code section 53051. RECOMMENDATION 7 – The governing boards of the two special districts comply with Government Code requirements for timely and accurate reporting of changes.