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<br />Item #9 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />September 16, 2025 <br />Library and Recreation <br /> <br />TITLE: ADOPT A RESOLUTION TO REVISE THE LIBRARY’S MATERIALS RECOVERY <br />POLICY <br /> <br />SUMMARY <br />Staff recommends that City Council adopt a resolution (Attachment 1) revising the Library <br />Materials Recovery Policy (Attachment 2) to eliminate the provision that allows refunds of <br />replacement fees if lost materials are returned within 90 days. Staff evaluation has shown that <br />the administrative effort required for each materials replacement refund significantly outweighs <br />the public benefit. Approval of this change would bring the City in line with many surrounding <br />libraries. This change removes a resource-intensive process that provides minimal community <br />benefit and ensures more sustainable use of City resources. <br /> <br />RECOMMENDATION <br />Adopt a resolution to revise the Library’s Materials Recovery Policy. <br /> <br />BACKGROUND <br />Under the current Materials Recovery Policy, members may receive a refund of the <br />replacement cost (minus a processing fee) if a lost item is returned in good condition within 90 <br />days of payment, with the exception of LINK+ items (LINK+ is a collaborative system that <br />allows Pleasanton Public Library members to borrow materials from other participating public <br />and university libraries in California). Refunds are issued in the form of a check mailed to the <br />address on file or arranged for pickup from a public counter. <br /> <br />Before collecting a materials replacement fee, staff provide several steps of assistance to help <br />patrons locate materials that may appear lost. These steps include assisting patrons in <br />confirming whether the item is still on the shelf or may have been missed during check-in, <br />providing additional renewals to allow more time to search, and delaying billing to give patrons <br />an opportunity to locate the item before fees are assessed. <br /> <br />Staff evaluation has shown that the administrative effort required for each materials <br />replacement refund significantly outweighs the public benefit. The refund process can cost <br />hundreds of dollars in City staff time, for items typically valued at $6–$35. Processing a single <br />lost item refund requires the following steps: <br />• Tracking and verifying receipts when payments are processed <br />• Researching payments when a refund request is made <br />• Completing a patron refund form for each item <br />• Preparing a Direct Payment Claim (DPC) form <br />• Entering details into the City’s financial system <br />• Routing requests through multi-level City approvals <br />Page 92 of 264