Library Board

MINUTES Tuesday, February 16, 2016 4:00pm at the Farmington Public Library Staff Conference Room FARMINGTON PUBLIC LIBRARY ADVISORY BOARD Members present: Karen Morrison, Dan Sheesley, Dick Gerding, Pat Noah, Mary Keller, Paula Nickerson, Dale Anderson Members absent: Dr. Carletta Thompson Staff Present: Jenny Lee Ryan, Mary Lee Smith, Karen McPheeters, Jeremy Jackson I. Call to Order - 4:00 pm Dick Gerding, Chair II. Amendments to and/or approval of the minutes of the previous meeting III. Old Business a. Review of statistics and monthly report to the City Manager b. Policy Review 1. Interlibrary Loan Policy A. Revision approved in June 2015 B. Due to recent process review, additional changes are being requested a. Goal is to use automated system more efficiently and more effectively to manage interlibrary loans b. Requested changes are highlighted in yellow c. Loan period 21 days -previously 14 - including the first week as time for patron to pick up i. 21 days from notification that ILL is ready ii. If they pick up on "day 14," only 7 days will remain on loan persio d. Clarification that ILL must be made on one's own valid library card e. New process -library will check out item on your behalf 1. Self check machines cannot be used to check out ILL materials n. Patrons will need to verify their identity and pick up materials at circulation desk, and pay $2 fee (defrays about half of the postage) f. When ILL item arrives, library checks it out to requestor, for 21 days  1.Requestor is notified by phone, email, snail mail 11. $2 fee is charged for all ILL to assist with costs incurred g. Suggestion to include the words "After notice has been given" in place of "After notice has been received h. Printed copy of policy is given to all patrons using ILL 1. Pre-due notice is sent - including information about penalty fee ii. Overdue notice is sent 1. Online request form is being revised i. Attempting to make email address mandatory when requesting an item J. Each lending library has a different set of rules for lending materials through Interlibrary Loans k. Discussion of requesting credit card number or deposit upfront to cover fees and penalties 1. Current library software and city finance processes will not accommodate this as of now 1. Farmington Public Library is responsible for paying fees to lending libraries whether or not the patron pays these penalties 1. The penalties will remain on the patron account until paid n. Any patron account that has more than $1 0 in bills is blocked from using their library card until the bill is paid m. Most lending libraries will allow time for transit time before charging penalties i. Most materials are sent back to lending library the same day it is returned by patron n. Motion to approve policy after changes (discussed during meeting) made by Karen, 1. Seconded by Dale 11. Approved unanimously by board members present 11. Acceptable Behavior A. Discussion of "harassment" and "disruption" regarding "campaigning" in the library B. Discussion of flat policy against all solicitation at the library a. To be balanced with free speech  b. Has been discussed previously regarding signing petitions at the library C. Policy is consistent with how other City properties are managed a. Library is not a polling site for upcoming municipal election D. Motion to approve Acceptable Behavior Policy as submitted made by Paula a. Seconded by Mary b. Approved unanimously by board members present m. Program Space Policy A. Dale Anderson is currently reviewing the policy and will be suggesting some more changes before the April 191h meeting IV. New Business a. Director's Report 1. Discussion of upcoming Municipal Election 11. Budget A. Library was instructed to submit a flat budget a. Will be asking for some increases in certain line items to offset previously unfunded necessities 1. To include some capital expenditures 11. Discussion with City Manager regarding 73% staff turnover due to city regulation limiting staff to 30 hours or less per week b. FPL has dropped to the 25 percentile for book purchasing c. Priority of library services has been established by recent survey of city services d. Library has also been asked to submit budget with 10% cut i. Most costs are fixed ii. Unfixed costs are less than 10% of budget e. Discussion of volunteer program i. Resources for regular volunteers is limited ii. Most volunteers want to assist with events f. Deadline to submit budget numbers is Wednesday, February 17th (tomorrow) i. Karen will be sending budget and statistics information to board members b. Discussion of how board members could better advocate for the library 1. Suggestion to submit budget to advisory board for approval prior to submitting to city  11. Discussion of forming a committee comprised of board members who are familiar with the needs of the library to assist with budget process A. Individuals interested on serving on a committee may email Dick Gerding and let him know at Dick.golaw@gmail.com 111. Invitation for board members to attend public budget hearings to advocate for the library IV. Request for summary of budget issues from Karen and Mary Lee A. Approximately a page of highlights v. Suggestion for advisory board member to write letter to the editor of Daily Times outlining issues faced by the library A. This may be helpful at a later time c. Advisory Board members whose terms are expiring in May 2016 1. Dick Gerding 11. Mary Keller 111. Pat Noah 1v. Dan Sheesley v. Dr. Thompson v1. Please contact Mayor if you are interested in serving another term V. Adjournment - 6:00 Next meeting April 19th, 2016 Title Date - 1-17-1~ Name Title Date