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Board weighs keeping Adventure Pass waivers vs. shredding after each checkout
Summary
The board discussed two options for Adventure Pass waivers — annual re-signing or signing at each checkout with shredding — and asked Director Vanessa Taylir to investigate digital storage solutions due to limited physical space and liability concerns.
Library staff presented two possible changes to how the library retains signed Adventure Pass waivers and the board discussed liability and storage implications.
Library Director Vanessa Taylir said the library currently retains all signed waivers in binders and is nearing capacity. Staff presented two options: make waivers valid for one year so patrons re-sign annually, or require patrons to sign at each checkout and shred the waiver upon return. Board members raised concerns about liability if a waiver were shredded and a claim later arose and expressed interest in a digital retention option to avoid continuing to store binders.
The board asked Taylir to investigate digital storage solutions that would reduce physical space needs while preserving evidence in case of claims. No policy change was approved at the meeting; the discussion was advisory and staff will return with options and a recommendation.
Why it matters: Adventure Passes involve third-party sites and facilities; how waivers are retained affects customer service, privacy and legal evidence preservation. The board prioritized limiting physical storage needs while ensuring adequate documentation for potential liability matters.
Next steps: Director Taylir will research digital waiver-retention solutions and report back to the board.
