LIBRARY BOARD OF TRUSTEES

LIBRARY BOARD OF TRUSTEES MEETING MINUTES - FINAL Thursday, November 5, 2015, 6:30 PM 625 NE 4th Avenue I. CALL TO ORDER II. ROLL CALL Present: Chair Carolee Dewars, Secretary Michael Buzan and Vice Chair Julie Anne Hill Excused: Laura Felter and Jennifer Colbert Also present were Interim Director Linda Swenton, City Administrator Pete Capell, Library Support Assistant Diane Skinner and Guest Brenda Cameron from Fort Vancouver Regional Library District. III. EXPENDITURES APPROVAL A. The approval of the expenditures for September 2015 The expenditures were approved. IV. APPROVAL OF MINUTES A. The approval of the minutes of October 1, 2015 The minutes were approved. V. COMMITTEE & LIBRARY AFFILIATE REPORTS A. Advocacy Nothing reported. B. Policy The policy committee report will be covered under Action Items. C. SSGS The Second Story Gallery Society met to choose the artists for the upcoming year. They have reviewed the applications and decisions will be coming. The First Friday reception is tomorrow featuring Camas High School art students, some poetry reading and pies. D. FFCL There was no official meeting in October. The next meeting is November 10 at 4 pm and on the agenda will be election of officers and the year end appeal letter. Page 1 VI. COMMUNICATIONS RECEIVED There were no communications received. VII. PUBLIC COMMENT ON AGENDA ITEMS There was no public comment at this time. VIII. NON-AGENDA ITEMS A. Trustees Nothing reported. B. Staff Nothing reported. IX. INTERIM LIBRARY DIRECTOR'S REPORT A. October and November statistics Linda will have the October and November statistics at the December meeting. X. ACTION ITEMS A. HOLIDAY CLOSURES DETAILS: Should the library close at 6 pm instead of 8 pm on 11/25; at 2 pm instead of 6 pm on 12/24; all day on 12/26; and at 2 pm instead of 6 pm on 12/31? RECOMMENDED ACTION: Discuss and approve closures. Linda presented the dates and times for additional library closures during the holidays. The additional holiday closures were approved. B. BOARD OF TRUSTEES VACANCY DETAILS: Mike Buzan's second consecutive term ends in December 2015. Mayor Scott Higgins and City Administrator Pete Capell are determining how to proceed with filling the vacancy. Mike Buzan's last meeting will be December 3. Mayor Higgins and Pete Capell are working on filling the position. The city will advertise the position, accept applications and set up interviews and have invited the Board to be involved with interviews. As soon as there is a list of candidates Pete will notify the library. C. PROPOSED LIBRARY FEE SCHEDULE FOR 2016 DETAILS: The Finance Department is revising the fee schedule for 2016. Rates are being revised to reflect an approximate 3% increase. RECOMMENDED ACTION: Discuss and approve the proposed fees. Linda made the suggestion of staying consistent with FVRL, using the same non-resident annual fee rate of $115 and the same default price for DVD replacement, which is $40. A processing fee will be looked into. The city council will vote on the fee schedule in December but can bring it back with the amendment for a vote. The proposed fee schedule was approved with the amendment of the DVD fee. Page 2  D. PUBLIC COMPUTER AND INTERNET ACCEPTABLE USE POLICY DETAILS: The Policy Committee has proposed increasing the amount of time that users can have on the public internet computers. Brenda Cameron, the Library Systems Coordinator for the Fort Vancouver Regional Library District, will share information about the Smart Access Manager system that is currently being used by the Camas Public Library in conjunction with the Fort Vancouver Regional Library District to manage the public computer time and printing. RECOMMENDED ACTION: Discuss the Policy Committee's recommendations and determine next steps. Brenda Cameron, from FVRL, explained the SAM software that is used to monitor internet usage. The Board discussed changing session and daily time limits on the patron computers. These changes can be made by our IT Department with Brenda's help. This policy will go back to the policy committee for review. E. 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 policy was approved as presented. F. COMMENTS FROM PETE: Pete explained to the Board his inquiry into joining the Fort Vancouver Regional Library system. He wants to look at it at a higher level before bringing it to the council and a vote of the people. Pete encouraged the Board to email him if they have any comments or questions. XI. PUBLIC COMMENT ON NON-AGENDA ITEMS XII. NEXT MEETING A. Date: January 7, 2016 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 3