LIBRARY BOARD OF TRUSTEES

LIBRARY BOARD OF TRUSTEES MEETING MINUTES - FINAL Thursday, October 1, 2015, 6:30 PM 625 NE 4th Avenue I. CALL TO ORDER II. ROLL CALL Present: Chair Carolee Dewars, Secretary Michael Buzan and Laura Felter Excused: Vice Chair Julie Anne Hill and Jennifer Colbert Also present were City Council Liaison Bonnie Carter, Library Director David Zavortink, Assistant Library Director Linda Swenton, Library Support Assistant Diane Skinner, Guests: City Administrator Pete Capell, citizens Jacinta Cox, Mariah Thomson-Cox, Ashleigh Cox and Camryn Cox. III. EXPENDITURES APPROVAL A. The approval of the expenditures for August 2015 The expenditures were approved. IV. APPROVAL OF MINUTES A. The approval of the minutes of September 3, 2015 The minutes were approved. V. COMMITTEE & LIBRARY AFFILIATE REPORTS A. Advocacy Nothing reported. B. Policy Nothing reported. C. SSGS First Friday is this coming Friday, Oct. 2. D. FFCL The Friends & Foundation have moved $100,000 to an account with the city so they will hopefully get a better return on their funds. There was no October meeting but instead will meet in November. They are working on an end of the year appeal letter. Page 1 VI. COMMUNICATIONS RECEIVED There were no communications received. VII. PUBLIC COMMENT ON AGENDA ITEMS Jacinta Cox and her daughters asked the Board to consider extending computer usage time, especially for students who need to do homework. There was discussion and the guests were thanked for their helpful input. VIII. NON-AGENDA ITEMS A. Trustees Nothing reported B. Staff Nothing reported. IX. LIBRARY DIRECTOR'S REPORT A. October statistics The September statistics were noted in the handout. X. ACTION ITEMS A. LIBRARY DIRECTOR POSITION & OPTIONS DETAILS: Pete Capell will discuss the process he is going through for the library after David's departure. RECOMMENDED ACTION: None Pete has begun the discussion with Fort Vancouver Regional Library about running the library. He will need to get their feedback and some feedback from David about the advantages and disadvantages of FVRL taking over. He is exploring all options and nothing is locked in at this time. He will hopefully have an answer by mid November. If it is positive there will be discussions with the Council and the Library Board, a citizen vote and much more, making it a long process. If this is not persued then the search for a new Library Director will be started. In the meantime Linda Swenton was appointed Interim Director. B. 2015-2016 BUDGET UPDATE RECOMMENDED ACTION: Discuss the budget changes and outlook. A revised 2016 budget has been received and it has eliminated the decision packages. The library's packages included strategic planning money and money for self-check replacements. A 50% decrease in the materials budget has been recommended. Pete explained that a fair amount of corrections were needed because of the increases in state retirement input, health care increases, and some unanticipated expenses. The budget will be presented to the Council on Monday. Page 2  C. BORROWER'S POLICY: BORROWER'S LIMITS: DVD CHECKOUTS DETAILS: This was discussed at the September meeting. The Policy Committee recommends the change to a 3-week checkout for all DVDs with one renewal. Discuss number checked out at one time. RECOMMENDED ACTION: Adopt the updated policy to be implemented as soon as possible. The Board approved the change to a 3 week check out for DVDs. The other points in the policy will go back to the policy committee for further discussion. D. BORROWER'S POLICY DETAILS: Discuss the Policy Committee's proposed changes to the Borrower's Policy. Substantive changes pertain to the issuance of temporary cards, the circulation rules and limits for entertainment DVDs, the referral of overdue accounts to collections, and the practice of requiring children to be able to write their names in order to get a library card. RECOMMENDED ACTION: Adopt the policy or refer back to the Policy Committee for reworking. This item will be moved to the November meeting. E. POLICY ON RECIPROCAL BORROWING AND NON-RESIDENT USE FEES DETAILS: The Policy Committee discussed how to best handle the non-resident portion of the policy. The committee recommends one of two solutions. Either limit the area for non-residents or use a technological method to keep licensed resources out of reach. RECOMMENDED ACTION: Discuss the options and refer back to the committee if necessary. This item will be moved to the November meeting. F. PUBLIC COMPUTER AND INTERNET ACCEPTABLE USE POLICY DRAFT REWRITE DETAILS: The Policy Committee took a look at a very preliminary draft of the revision and condensation of this policy. A cleaned up version 2 of this rough draft is offered for discussion on if it meets the purpose, adequately covers the topic and is short enough. RECOMMENDED ACTION: Let the Policy Committee know if this is the direction the policy should take. The Board needs to think about the time issue on the computers and there is a lot to the issue to think about. The Board decided to look at SAM at the next meeting. G. BOARD OF TRUSTEES VACANCY DETAILS: Mike's 2nd term ends in December. RECOMMENDED ACTION: Determine players and set dates for the process. Carolee will email Linda with details. XI. PUBLIC COMMENT ON NON-AGENDA ITEMS There was no public comment. XII. NEXT MEETING A. Date: Nov. 5, 2015 Page 3  B. Topics: XIII. ADJOURNMENT NOTE: The Camas Public Library welcomes and encourages the participation of all of its citizens in the public meeting process. A special effort will be made to ensure that a person with special needs has the opportunity to participate. For more information, please call 360.834.4692 BOARD OF TRUSTEES 2015 GOALS *Board Retreat for Strategic Planning *Review and Revise Trustee Task List *Educate Trustees on Library Staff and Operations Page 4