Enoch Pratt Free Library Organizational Overview

Enoch Pratt Free Library Transition Document for the Office of the Mayor November 7, 2016

Organizational Overview

Background The Enoch Pratt Free Library, the nation's first free library system, opened its doors in 1886. The Library resulted from the generous gift of businessman Enoch Pratt, who envisioned a public library "for all, rich and poor without distinction of race or color." His belief continues to guide us today.

Today’s Pratt Library is more than a place to check out books. The Pratt is Baltimore’s “town square,” where people of all races, ethnicities, ages, and socio-economic circumstances gather to learn, communicate, and enjoy. Each year 1.7 million people visit Pratt libraries, which include Central Library, 21 library branches, two mobile library units, and six centers for technology training. Nearly 150,000 Baltimoreans participate in Pratt programs, at both in-library and outreach locations. In addition, the Pratt learned from a 2016 customer survey answered by more than 1,200 people across the City that in response to “How do you use the Pratt Library the most?” 22% of online respondents and 15% of print respondents said they use the Pratt mostly online. In FY16, the Pratt recorded more than 2.2 million user sessions on the Library website.

The Library has grown from a place where Baltimoreans check out books, access databases, and use technology to a place where customers can find free legal advice, pick up groceries ordered online, learn to cook healthy meals, and get free tax preparation. Pratt libraries are vibrant centers for learning and support; each day the Library's mission—to provide equal access to information, services and opportunities that empower, enrich, and enhance the quality of life for all—is brought to life across the City.

Budget/Funding Overview The Library’s FY 2017 budget is $35.3 million with nearly 47% of that support coming from State and Federal funding. State Support comes in the form of $6.1 million in Library Per Capita Aid and $10.1 million in funding for our role as the Maryland State Library Resource Center. Public funding provides the basic support needed to open our doors, paying for salaries, benefits, materials, and maintenance of our facilities. In an effort to supplement that funding , the Library Board seeks contributions from corporate, foundation, and individual donors. Private funding supports such efforts as the Summer Reading Program for students, Mother Goose Baby Steps for young children and their caregivers, the Community Youth Corps that offers service-learning opportunities to teens, and Writers LIVE! talks by nationally known authors. Without that private support, the Library could not provide the quality programs we currently provide.

Strategic Plan The Pratt Library’s Strategic Plan FY2017-2019 was developed from multiple sources and perspectives over the course of a year, beginning May 2015, and was approved by the Enoch Pratt Free Library Boards of Trustees and Directors on June 1, 2016. The Plan’s goals (see Appendix A) center on Dynamic Service, Collaboration and Community Partnership, and Technology. As part of the strategic planning process, the Library crafted a new vision – Enoch Pratt Free Library: The catalyst empowering people and communities.

Key Accomplishments

Reopened Branches On August 31, 2015, the first day of the school year for Baltimore City Public Schools, the Pratt’s Waverly Branch reopened after extensive renovation with a full complement of programming in place. The Canton Branch, known for its high population of young children, reopened February 12, 2016 after extensive renovation. These two branch openings mark the first time in ten years the Pratt Library has operated with all locations open at the same time.

Renovation of the Central Library/State Library Resource Center (SLRC) On June 29, 2016, led by Pratt Library CEO Carla Hayden, Lieutenant Governor Boyd Rutherford, Mayor Stephanie Rawlings-Blake, donors, board, architects, general contractor, and key staff, the renovation of the Central Library / State Library Resource Center was officially launched with a festive ground breaking ceremony in Central Hall. Twenty years in the making, and after two years of intense planning, fundraising, site preparation, materials inventory and preparation, and more than 100 staff members moving offsite or within the building, this $115 million project will transform the iconic Central Library into a 21st century library while maintaining its architectural splendor.

The Baltimore architectural firm of Ayers/Saint/Gross is managing the renovation of the historic Central Library that will be designed by Beyer Blinder Belle Architects of New York. The general contractor is Gilbane Contracting Company.

Organizational Assessment

Strengths  Trusted, experienced, and helpful library staff  22 facilities citywide in addition to 2 mobile service units  Unique historical and popular collection of over 2.7 million items, freely accessible and unparalleled in the state  Free public access to the internet and e-government  Computer literacy courses for the public  Quality programming for all age levels  Public/private partnerships and fundraising  Strong technology infrastructure

 Website  Civic meeting space  Cultural presence in the city

Weaknesses  Limited operating hours, especially evenings and Sundays  Aging and undersized buildings need improvements  Ratio of population to staff (three times greater than peers)  No or limited public and staff parking at facilities  Limited budget (operating and capital)

Opportunities  Better recruiting and use of volunteers  Expand public/private partnerships  Enhanced marketing and PR  Increased relevance to small businesses and economic health of the city  Closer working relationship with the city school system

Threats  Static operating budgets  Bookstores and alternative information suppliers, e.g. Google  Low literacy levels  Proliferation of mobile devices  Lower salaries for librarians than in surrounding jurisdictions (affects recruitment/retention)

Staffing The Pratt Library is emerging from a hiring freeze that resulted in many key roles being left unfilled. This had a significant impact on our ability to maintain services and severely limited our outreach. Over a seven-month period this year, 10-20% of positions were vacant, with 57 positions still open as of today. Additionally, the appointment of former Library CEO Carla Hayden to the Library of Congress has resulted in vacancies in the following critical leadership roles:

CEO Search Dr. Carla Hayden recently concluded more than twenty years of distinguished service as Chief Executive Officer of the Pratt Library. President Barack Obama appointed Dr. Hayden to serve as Librarian of Congress, opening up the CEO position for the first time since 1993. Interim CEO Gordon Krabbe currently oversees operations (See Apprendix C Organizational Chart), and a Library Board search committee is in place to select Dr. Hayden’s successor.

Public Relations Officer Pratt Library Public Relations Officer Roswell Encina resigned in August 2016. The Public Relations Officer works closely with the CEO to provide assistance in handling all aspects of library communications. This position staffs a sub-committee of the Library Board and provides media staff services to the Board as needed. This position is also responsible for making presentations to groups throughout Maryland and nationally to promote the work of the library, in addition to coordinating with community groups on speaking arrangements for the Library CEO.

Operations

Pending Decisions The Library is currently at work on an implementation proposal for Maryland House Bill 1401 (H.B. 1401, see Appendix B) in consultation with the Board, library staff, and members of the public. Upon completion, the proposal will be submitted to the City Council for review. Board of Estimates approval will also be needed for Library staff to implement extended hours and service.

Action Items H.B. 1401 mandates that the City match 25% of the funding provided by the state to extend library service hours ($750,000). The Mayor’s support in securing this funding is essential. We ask the Mayor to:

 Include the $750,000 City match in the FY18 City budget  Review, approve, and submit the Pratt Library implementation proposal to City Council  Ensure Board of Estimates approval of necessary Library staff to implement hours and service articulated in the Pratt Library’s H.B. 1401 proposal

Current Commitments The Library is involved in multiple partnerships with public and private organizations. Notable public agencies with which the Library has partnered include:

 Baltimore City Health Department. The Library’s relationship with the Health Department is one of mutual advocacy. The Health Department understands low literacy as a public health issue and therefore participates alongside the Pratt Library in the Early Literacy Coalition, a workgroup operating under the Baltimore Grade-Level Reading initiative. The Library, in turn, sits on the Health Department’s Fentanyl Task Force.  Baltimore City Public Schools. The Library partners with Baltimore City Schools through programs such as pre-k and kindergarten opt-in for First Card (a library card for young children), ninth grade library card registration, summer learning, and the Harry and Jeanette Weinberg Foundation’s Baltimore Library Project, a multi-year collaborative effort to design, build, equip, and staff new or renovated elementary/middle school libraries in high-poverty neighborhoods.  Mayor’s Office of Economic Development. Career and workforce development is the focus of many library services and a key priority in the Library’s Strategic Plan. Additional City support for the Library’s Job and Career Mobile Center would help the Library to supplement City priorities with City funds.

Board and Commission Membership

Boards of Trustees and Directors The Boards of Trustees and Directors meet in September, December, March, and June. At its annual meeting in September, the Board of Trustees elects its Chair, one Vice-Chair, and new members of both the Board of Trustees and Board of Directors. There may be up to 50 Trustees, who serve until death or resignation. Trustees must be residents of the City of Baltimore on the date of election to office and throughout their terms. The Board of Directors consists of up to 35 persons, each of whom must be a resident of Maryland on the date of election. Directors may serve a maximum of three successive three- year terms. A majority of the Directors must also be members of the Board of Trustees. The Board of Directors elects a Chair, up to two Vice-Chairs, a President, one or more Vice Presidents, a Treasurer and a Secretary, each of whom serves for a one-year term. The Boards of Trustees and Directors provides oversight of the affairs of the Library, appoints the Chief Executive Officer, elects its officers and performs the other duties specified in the By-Laws.

Appendix A: Strategic Plan (FY 2017-2019)

Core Ideology

Core Ideology describes an organization’s consistent identity that transcends all changes related to its relevant environment. Core ideology consists of two elements: Core Purpose – the organization’s reason for being – and Core Organizational Values – essential and enduring principles that guide the behavior of an organization.

Core Purpose/Mission: To provide equal access to information, services, and opportunities that empower, enrich, and enhance the quality of life for all.

For all rich and poor, without distinction of race or color. (Enoch Pratt, 1882)

Core Organizational Values:

. Excellent customer service . Intellectual freedom . Diversity . Responsible stewardship . Collaboration . High ethical standards . Individual initiative

Envisioned Future (10+ years)

The envisioned future conveys a concrete yet unrealized vision for the organization. It consists of a vision that serves as a focal point for effort, and a vivid description, which is a vibrant and engaging description of what it will be like to achieve the vision.

Vision:

Enoch Pratt Free Library: the catalyst empowering people and communities

Vivid Description of a Desired Future:

Building on its tradition as a center of aspiration, knowledge, inclusion, and trust, the Enoch Pratt Free Library is an agent of positive change. Through the synergy of staff and resources, the Pratt Library empowers communities to help people achieve their goals: education, personal growth, jobs, family centered activities, and the ability to explore, create and celebrate.

The Library is the center for civic discourse, problem solving, engagement, and personal aspiration where all are welcome and feel safe. Teachers and librarians are familiar allies in student achievement. Parents and caregivers come to the library with questions and find solutions to help the young people they care for. Seniors and new immigrants know they will get the help they need. Business owners, 6 government officials, and nonprofit leaders understand and value what the library can do for the people they serve.

The best information about life skills, books and reading, job training, educational goals, and personal interests is at the fingertips of a friendly and committed staff. Staff put skills into practice to create solutions and find answers for the public and for library colleagues. New media and new ways to present information and meet the needs of all customers are sought and implemented.

Library service is an ever evolving process of connecting customers - virtually and in person – to expertise, opportunities, and information. Programs that speak to the strongest needs are offered within the Pratt Library and in or through other organizations that are aligned with the Library’s mission. The Enoch Pratt Free Library is valued as a true community partner in helping people attain personal goals and practice lifelong learning.

Appendix B: Senate Bill 1107/House Bill 1401 (Extended Hours) BE IT ENACTED BY THE GENERAL ASSEMBLY OF MARYLAND

SECTION 1 . BE IT ENACTED BY THE GENERAL ASSEMBLY OF MARYLAND, That the Laws of Maryland read as follows: Article Education 23402. (a) (1) The Mayor and City Council of Baltimore shall be governed by the requirements and regulations pertaining to the Enoch Pratt Free Library of Baltimore City as provided in Chapter 181 of the Acts of 1882 and any other laws applicable to the operation of public libraries. (2) The powers and duties of the Board of Trustees of the Enoch Pratt Free Library are as provided in Chapter 181 of the Acts of 1882 and the Charter and the Articles of Incorporation of the Enoch Pratt Free Library and other laws applicable to the Board of Trustees of the Enoch Pratt Free Library. (3) EACH BRANCH A STATE GRANT SHALL BE MADE AVAILABLE TO FUND THE INCREASED OPERATING EXPENSES FOR THE BRANCHES OF THE ENOCH PRATT FREE LIBRARY SHALL THAT ARE REQUIRED TO BE OPEN TO THE PUBLIC7 DAYS A WEEK FROM9 A.M. TO9 P.M., EXCLUDING HOLIDAYS INCREASE THEIR OPERATING HOURS ABOVE THE HOURS IN EFFECT AS OF JANUARY1, 2016. (4) (I) AS PROVIDED IN THE STATE BUDGET, BEGINNING WITH FISCAL YEAR2018 FOR FISCAL YEAR2018 AND EACH FISCAL YEAR THEREAFTER THROUGH FISCAL YEAR2022 , THE STATE SHALL REMIT TO BALTIMORE CITY EACH YEAR AN AMOUNT EQUAL TO80% OF THE ADDITIONAL OPERATING EXPENSES RELATED TO GOVERNOR SHALL INCLUDE IN THE STATE OPERATING BUDGET$3,000,000 IN GENERAL FUNDS TO SUPPORT THE ADDITIONAL OPERATING EXPENSES FOR THE INCREASED HOURS OF OPERATION OF ALL THE BRANCHES OF THE ENOCH PRATT FREE LIBRARY THAT, IN THAT FISCAL YEAR, WILL BE SUBJECT TO INCREASED OPERATING HOURS AS PROVIDED IN PARAGRAPH(3) OF THIS SUBSECTION. (II) 1 . FOR FISCAL YEAR2018 AND EACH FISCAL YEAR THEREAFTER, IN ORDER TO ACCESS THE STATE GRANT, TO RECEIVE ANY STATE FUNDS UNDER SUBPARAGRAPH(I) OF THIS PARAGRAPH, BALTIMORE CITY SHALL BE RESPONSIBLE FOR PROVIDING FUNDING EACH YEAR FOR PROVIDE THE REMAINING20% OF A25% MATCH FOR EACH DOLLAR OF STATE FUNDS GRANTED TO SUPPORT THE ADDITIONAL OPERATING EXPENSES RELATED TO THE INCREASED HOURS OF OPERATION OF ALL THE BRANCHES OF THE ENOCH PRATT FREE LIBRARY THAT, IN THAT FISCAL YEAR, WILL BE SUBJECT TO INCREASED OPERATING HOURS AS PROVIDED IN PARAGRAPH(3) OF THIS SUBSECTION. 2 . BALTIMORE CITY MAY USE PUBLIC AND PRIVATE FUNDS TO SATISFY THE REQUIREMENTS OF SUBSUBPARAGRAPH1 OF THIS SUBPARAGRAPH. (III) 1 . IN CALCULATING THE ADDITIONAL OPERATING EXPENSES OF THE INCREASED HOURS OF OPERATION, THE BASELINE HOURS OF OPERATION OF ALL BRANCHES OF THE ENOCH PRATT FREE LIBRARY ARE THOSE HOURS OF OPERATION IN EFFECT AS OF JANUARY1, 2016. 2 . THE DEPARTMENT SHALL ESTABLISH A PROCESS TO DISTRIBUTE THE STATE GRANT TO BALTIMORE CITY OR THE ENOCH PRATT FREE LIBRARY FOR THE ADDITIONAL OPERATING EXPENSES RELATED TO THE INCREASED HOURS OF OPERATION.

SECTION 2 . AND BE IT FURTHER ENACTED,That the Enoch Pratt Free Library System and the State Department of Education shall: (1) conduct a needs assessment and make recommendations regarding which branches of the Enoch Pratt Free Library would benefit the most from increased operating hours, with branches in lowincome neighborhoods to be given priority consideration in any recommendations; and (2) on or before December 31, 2016, report their findings and recommendations, in accordance with 21246 of the State Government Article, to the Senate Budget and Taxation Committee and the House Appropriations Committee.

SECTION 3 . AND BE IT FURTHER ENACTED,That the remittance of State funds to Baltimore City for fiscal year 2018, as required under Section 1 of this Act, is contingent on the submission of the findings and

8 recommendations to the Senate Budget and Taxation Committee and the House Appropriations Committee, as required under Section 2 of this Act.

SECTION 2 . AND BE IT FURTHER ENACTED, That: (a) It is the intent of the General Assembly that the increased operating hours of the Enoch Pratt Free Library as provided in this Act shall be prioritized to the library branches that are located in poor and underserved communities. (b) On or before June 1, 2017, and on or before each June 1 through 2022, the Mayor and City Council of Baltimore City shall provide an annual report to the Department of Budget and Management and, in accordance with 21246 of the State Government Article, the Senate Budget and Taxation Committee and the House Appropriations Committee that includes: (1) a list of the branches of the Enoch Pratt Free Library in the next fiscal year that will be subject to increased operating hours above the operating schedule in place as of January 1, 2016; and (2) an explanation of the selection process for the branches of the Enoch Pratt Free Library that will be subject to increased operating hours in the next fiscal year.

SECTION 3 . AND BE IT FURTHER ENACTED, That, on or before December 31, 2020, the State Department of Education shall submit a report to the Department of Budget and Management and, in accordance with 21246 of the State Government Article, the Senate Budget and Taxation Committee and the House Appropriations Committee that: (1) includes an evaluation of the impact of the increased hours of operation of the branches of the Enoch Pratt Free Library; (2) discusses the appropriateness of continued increased State funding for increased hours of operation of branches of the Enoch Pratt Free Library above the hours of operation in effect as of January 1, 2016; and (3) includes recommendations for the future of continued increased State funding for the Enoch Pratt Free Library, including new technologies and changing neighborhood demographics and characteristics.

SECTION 2. 4 . AND BE IT FURTHER ENACTED, That this Act shall take effect October 1, 2016. Enacted under Article II, 17(c) of the Maryland Constitution, May 28, 2016.

Appendix C: Enoch Pratt Free Library Organizational Chart