Library Board

Keene Memorial Library Board Meeting Municipal Building-2nd Floor in the Large Conference Room Please Enter from the West Side 400 E. Military, Fremont, NE 6:30 P.M. October 17, 2022 AGENDA Call to Order/Notice of Meeting 1. Roll Call 2. Motion to adopt current agenda for October 17, 2022 regular meeting 3. Dispense with and approve September 19, 2022 minutes (attachment) 4. Unfinished Business a. Policy Manual review including Request for Reconsideration (attachment) b. Board meetings scheduled times and dates for the rest of 2022 5. New Business 6. Reports a. Library Director’s Report i. Month in Review ii. Expansion Project Update iii. Library Board Accreditation b. Friends of the Library Report c. Finance-Library Expenditures Report (attachment) 7. Adjournment Next Regular Board Meeting TBD – Municipal Building 2nd Floor, Large Conference Room. Please take note of the different location. Agenda posted online at www.fremontne.gov/library and emailed to Library Board members on October 11, 2022. This meeting is preceded by publicized notice in the Fremont Tribune and the agenda is displayed in the Administration East Office at Keene Memorial Library, 925 North Broad Street. A Copy of the Open Meetings Act is posted at the entrance of the meeting room. The Library Board reserves the right to go into Executive Session at any time. The Library Board reserves the right to adjust the order of items on this agenda. 1  Keene Memorial Library Board Meeting Municipal Building-2nd Floor in the Large Conference Room 400 E. Military, Fremont, NE 6:30 P.M. September 19, 2022 Minutes Held at the Municipal Building – 2nd Floor Large Conference Room and Board President Linda McClain called the meeting to order at 6:33 pm. Roll Call The following members were present: Linda McClain, Becky Pence, Amanda Moenning and LeAnn Rathke. Ryan Fiala arrived at 6:41. Also present were: Laura England-Biggs, Library Director, City Administrator Jody Sanders; City Council Liaison Sally Ganem. Senior Office Associate Tracy Parr will be recording the meeting minutes, Notice of Meeting and Agenda The meeting was preceded by publicized notice in the Fremont Tribune and the agenda is posted in the Administration Office at Keene Memorial Library, 1030 North Broad Street, online at www.fremontne.gov and distributed by email. A copy of the Open Meetings Act is posted continually for public inspection and is located near the entrance of the meeting room. Agenda Motion to adopt current agenda for September 19, 2022 regular meeting. Board Member Pence moved, seconded by Board Member Moenning, to adopt the agenda for September 19, 2022 Library Board Meeting. Ayes: Moenning, McClain, Rathke and Pence. Motion carried 4-0. Reading of Minutes Board Member Rathke moved to dispense with and approve the July 18, 2022 board minutes, seconded by Board Member Pence. Ayes: Moenning, McClain, Rathke and Pence. Motion carried 4-0. Board Member Pence moved to dispense with and approve the August 15, 2022 board minutes, seconded by Board Member Rathke. Ayes: Moenning, McClain, Rathke and Pence. Motion carried 4-0. New Business Meeting Schedule for the rest of 2022 Director England-Biggs addressed the board and mentioned that both the meeting in November and December fall the week of major holidays. She asked how the board would feel about possibly skipping the November and December meetings since the board is only required to meet once a quarter. Board Member McClain suggested only skipping December and that we could revisit and make a final decision at the October or November meeting. No action taken. 2 Reports Library Director’s Report Month in Review Director England-Biggs mentioned that both her and Tracy attended a finish meeting with the Architects (SPT) and selected colors, fabrics, carpet, tile etc. for the new library. She went to Creative Districts meetings to discuss the project and the progress towards the initial application. She’s been working on elections for NLA, trying to find candidates to run for President Elect and Secretary. Removal of cameras at the library took place and they will be reused in part at the City Auditorium. The library move to the Auditorium happened August 22 & 23, with setup continuing until September 3. Move to the storage areas happened on September 6 & 7. She met with Jeff Kappeler from the Historical to give him Historical Society documents that were found in the library conference room while packing. There was a planning session with co-presenters on First Amendment Audits presentation that is coming up at Nebraska Library Association Annual Conference on October 6. There were meetings with City/DU department heads, City Administrator Jody Sanders, Mayor Spellerberg and Linda McClain. She was part of a presentation to the FACF Board to update them on the expansion project. There was a soft opening of the library at the City Auditorium Tuesday September 13 at 3pm with no computer lab or printing for the public. Computers were restored and available by 11am on Monday September 19 for the official opening. She appeared on the radio with the Mayor to promote our temporary location. The library is prepared to start Ready for Kindergarten at the Metro campus next door by borrowing their projector and using our laptop. She mentioned in finishing that there was an enthusiastic response to opening back up this morning. There were 13 people waiting to get in when we opened, lots of folks needing help wayfinding but excited to be back in the library. No action taken Expansion Project Update Director England-Biggs mentioned that MCL, our contractor for the expansion took possession last Wednesday and that temporary fencing has been put up. The library is working on getting a banner to put on the fencing and based on a conversation with Jennifer Dam the banner can be up to 32’ and facing the street. Groundbreaking Ceremony will be next Tuesday September 27th. No action taken. Library Accreditation Update Director England-Biggs informed the Board that more hours are needed. She may need to email links to things for Board Members to read or watch and report back that they have done so. The possibility of attending NAM (Nonprofit Association of the Midlands) events/webinars may help. The deadline to get hours in is December 31. No action taken. Friends of the Library Report Denise Kay, Friends of the Library President mentioned that Dave’s Drive in Liquor had another record month in August with $1,285 taken in. This is the most that has been collected in a one- month period. She also mentioned that the temporary location for the library will have a Book Nook cart. No action taken. 3 Finance Director England-Biggs stated that less money would be spent on books and periodicals in 2023. Board Member Rathke asked about Other Contractual Service encumbrances and Director England-Biggs mentioned that the amount was more due to movers for the expansion. Board Member Rathke also asked about Other Commodities and it was explained that it was higher due to moving supplies like boxes, bubble wrap, tape etc. Another reason for being over in Other Commodities is due to spending for Grant purchases and the Grant funding received does not show up on this report. Director England-Biggs also addressed that Rents is higher due to the storage rental while we are in the temporary location. No action taken. With no further business, motion to adjourn was made at 7:30 pm with Board Member Pence making the motion and Board Member Fiala seconding. Ayes: Moenning, McClain, Rathke, Pence and Fiala. Motion carried 5 -0. Next Regular Board Meeting will be held October 17, 2022 at 6:30 pm –Municipal Building 2nd Floor, Large Conference Room. Prepared by Tracy Parr, Senior Office Associate Signed by Amanda Moenning, Library Board Secretary 4 KEENE MEMORIAL LIBRARY Policy Manual October 2022 5  6.4.2. Patrons are responsible for notifying the library immediately upon change of address, change of telephone number, or loss of library card. 6.4.3. Patrons must present their library card or a valid photo I.D. each time library material is borrowed. 6.4.4. The cost to issue a replacement card is $1. 6.5. Circulation Policies 6.5.1. All materials may be used within the library, free of charge. 6.5.2. Materials may be borrowed only with a library card in good standing. 6.5.3. Fees in excess of $10 will block borrowing privileges for patrons until a portion or the entirety of the fees have been paid. 6.5.4. Loan Limits: A library card holder may have up to 20 items checked out at any time. Exceptions are listed below: 10 item limit per New or recent items card 5 item limit per Books on CD Deleted: CDs/ card 5 item limit per Playaways card 5 item limit per DVDs card 5 item limit per Interlibrary Loan Items card Electronic Devices 1 of each device per (Verizon Jetpack, Kindle e- household reader) 6.5.5. Length of Loans: Loan Periods/Renewals Material Type Loan Period Renewals* Adult Books 21 days Three Young Adult Books 21 days Three Children’s Books 21 days Three Adult Books on CD 21 days Three Commented [BL1]: Deleted reference to Adult and Children’s Music Cds Young Adult Books on CD 21 days Three Deleted: Adult Music CDs… ... 17 6 6.8.1. When the library’s computer system sends a final notice for overdue, lost, or damaged material(s), it will list the replacement cost for each item and any associated fees. Initially, it will search the item record for the original cost of the item. If the system is unable to locate this information, it will automatically assign the cost. 6.8.2. Many series or sets of DVDs are sold as a unit. Loss of any part of these series or sets will result in a charge for the whole unit. 6.8.3. If a patron pays for the lost material and later returns the material, a portion of the cost of the material will be refunded to them, provided the item is returned to the front desk accompanied by a receipt, no more than three months have passed, and the item is determined by staff to be in good condition. The processing fee will not be refunded. 6.8.4. Lost items returned in the drive-through book drop are not eligible for a refund. 6.8.5. The library will accept cash, checks or credit cards for lost materials. 6.8.6. Charges for damaged items will be assessed on a case-by-case basis. Charges for damaged materials shall be as follows: Material Charge Single CD for Audiobook $10.00 Artwork for Media $1.00 DVD, Audiobook, or Playaway $5.00 Deleted: CD Case Periodical $5.00 Missing Barcode $1.00 Missing/damaged case, cord $25.00 or charger (hotspot/e-reader) Damaged Jetpack/e-reader Cost of replacement 6.8.7. A non-refundable $6 processing fee will be assessed to each item that is lost. 20 7  6.8.8. The library discourages the use of replacement-in-kind when an item has been lost or damaged. 7. PATRON SUGGESTIONS AND CONCERNS Patrons are vital partners in the provision of excellent library services. Patrons have the opportunity to offer suggestions or express concerns about services, procedures, and policies in a manner that will ensure that these concerns can be fully and effectively addressed by the library staff and/or board. Library Deleted: There is a suggestion box available at the library for all comments and suggestions. In addition, l staff members will explain services, procedures and policies to inquiring patrons. Patrons having suggestions or concerns about these procedures and policies will be asked by staff members to register their comments in accordance with adopted procedures. All suggestions or concerns will be delivered by library staff members to the Library Director, and as appropriate from the Director to the Library Board who may then provide to City Council. To ensure the effective operations of the library, patrons may express their suggestions and concerns in the above manner, but will not be allowed to exhibit disruptive or abusive behavior to staff members or the public, or be destructive of library property. Patrons exhibiting such behavior will be informed that their concerns will be addressed only through adopted procedures. Failure to desist will result in a warning to patrons that they will be denied service and will have to leave the library if their behavior persists. Further disruption or abuse will result in denial of service and removal or ejection from the library. If this subsequent action fails, library staff will contact the police department for resolution of the conflict. 8. COMPUTER AND INTERNET POLICY 8.1. General Information: Public Internet and computer access is available at the library without charge. Many online databases and information sites may be accessed through the Internet. In addition, the library provides software for word processing, database research, and children's educational and recreational games. 8.1.1. Library staff members are available to assist users with logging on to computers and to troubleshoot basic computer problems 21 8  privileges may result. * Second infraction may result in loss of library privileges for a week. *Third infraction may result in loss of library privileges for four weeks. * Fourth infraction, and every infraction thereafter, may result in loss of library privileges for six months. Behavior leading to police involvement may lead to more severe penalties. Loss of library privileges includes not being allowed on the premises. Penalties are left to the discretion of the Library Director depending on the circumstances. 8.9.2. Police will be notified of any illegal activity found on the computers, such as child pornography. 8.10. Copyright Individual users are responsible for observing all laws including copyright and damage to equipment and software. Patrons may not violate licensing agreements and copyright laws (17 U.S.C §101 et. seq. (2020)). 9. INTERLIBRARY LOAN The Keene Memorial Library subscribes to the Nebraska Interlibrary Loan Code and the National Interlibrary Loan Code and bases its policies on the codes. 9.1. General Information Interlibrary loan (ILL) service is provided through the cooperation of individual library statewide and nationwide, the Nebraska Library Commission, the Three Rivers Library System, and OCLC (Online Computer Library Center). Whenever possible, the library reciprocally borrows and loans materials with other libraries. The library must have lead time of one week to 10 days to borrow an item on interlibrary loan. The library will respond to interlibrary loan requests as soon as possible, striving for a 24-hour turnaround time except during holidays and staff vacation periods. 9.2. Lending and Borrowing Materials 9.2.1. From its own collection, the library lends print materials, Playaways, DVDs, and books on CD. On occasion, microfilm Deleted: and music CDs 26 9  competent jurisdiction after a showing of good cause by the law enforcement agency or person seeking the records.” The Library Director and/or his/her designee will seek legal counsel from the city attorney’s office in the event of such request for the release of library records and will respond to the request according to the advice of counsel. 14.1.6. The Library Director shall resist the issuance or enforcement of any such process, order or subpoena without approval from City of Fremont Legal Counsel. Moreover, any cost incurred by the library in any search through patron records, even under court order, shall be chargeable to the agency demanding such search. 14.1.7. When a library staff member contacts a patron via telephone regarding overdue materials or materials requested by an individual, the staff member will not leave specific item information with a third party or on an answering machine/voice mail. Specific item information will be shared only with the person requesting the material. 14.1.8. Parent or guardian access to confidential information of a minor cardholder is restricted to information related to the payment of fees for lost or damaged materials. 14.1.9. Interlibrary loan lending and borrowing records will be retained until items have been counted for statistical purposes and/or as long as the record is active. 14.1.10. The Library Board will be notified of all requests for confidential information identifying use of the library. 15. COLLECTION DEVELOPMENT POLICIES The Keene Memorial Library supports a policy of full access to library materials as follows: All materials in the collection may be used by anyone regardless of age. Keene Memorial Library recognizes the pluralistic nature of this community and the varied backgrounds and needs of all citizens, regardless of race, creed, or political persuasion. In a democratic society, patrons should feel free to explore any and all ideas in order to decide which are meaningful to them. Therefore, the library, within the limits of selection standards, chooses representative material espousing all points of view in all fields, including 37 10 political, social, and religious. The Keene Memorial Library believes that censorship is an individual matter and declares that while anyone is free to reject for oneself materials which do not meet with the individual’s approval, one cannot exercise this right of censorship to restrict the freedom of others. The Keene Memorial Library supports the right of each family to decide which items are appropriate for use by its children. Responsibility for a child’s use of the library materials lies with his or her parent or guardian. The Library Bill of Rights will be the foundation of the Collection Development process. 15.1. Selection Policy 15.1.1. General Criteria for selecting library materials include: (an item need not meet all of the criteria to be acceptable) * Public demand, interest or need * Contemporary significance, popular interest or permanent value * Attention of critics or reviewers * Prominence, authority, and/or competence of author or creator * Timeliness of material * Relation to the existing collection * Statement of challenging, original or alternative point of view * Authenticity of historical, regional, or social setting * Local or regional significance 15.2. Selection of Materials 15.2.1. “Selection” refers to the process that determines which materials are added to the collection or retained in the collection. 15.2.2. The ultimate responsibility for the selection of materials rests with the Library Director. The responsibility for selection is shared by the professional library staff. 15.2.3. The library will maintain access to a collection of up-to-date selection tools to aid staff in the decision-making process, such as reviewing services and catalogs of recommended purchases. Examples of these resources are: professional 38 11  journals, collection development tools, and supporting electronic resources. 15.2.4. The library will always strive to balance general demand with those of special group interests, and to actively work to present both sides of controversial subject matter in a balanced and fair manner. The addition of material to the library does not constitute or imply agreement with or approval of its content, but assures that a variety of differing points of view are represented. 15.2.5. Public demand is a valid factor in materials selection. However, we also consider the interests of the few patrons as well as the many. Patrons may request materials not found in the library collection. These requests will be considered for purchase and addition to the collection. Interlibrary loan services (see section 11) may be utilized to obtain requested materials if they are not purchased. 15.2.6. Library staff is not able to purchase materials through telephone solicitation nor will they accept preview boxes from vendors. 15.2.7. Duplicate titles may be purchased for those deemed historically significant and/or as popular demand indicates. 15.3. Weeding Library materials are continuously assessed for their condition, accuracy, currency, and use within the context of the total Library Collection. Items may be withdrawn from the collection for any of these reasons. This continuous evaluation of materials is necessary to maintain a collection that is useful and relevant to the library's patrons, as well as maintaining a collection size that fits within the current area available for housing materials. 15.4. Challenges to Library Materials Individuals who are concerned about the appropriateness of library resources may make informal complaints in public and to library staff members. Patrons finding certain materials objectionable to the community may request that they be reconsidered by using the “Request for Reconsideration” form as described below. “Request for 39 12  Reconsideration” forms will be returned to the Library Director. The following steps will be used when an individual feels that further action is necessary to address concerns about a library resource. For the duration of this process, the material in question will remain in circulation in the library collection. 15.4.1. A concerned patron who is dissatisfied with earlier informal discussions will be offered a packet of materials that includes the library's mission statement, selection policy, reconsideration form, and the Library Bill of Rights. 15.4.2. Patrons are required to complete and submit a reconsideration form to the library director. 15.4.3. The director, with appropriate professional staff, will review the reconsideration form and the material in question, to consider whether its selection follows the criteria stated in the collection policy. 15.4.4. Within 15 business days, the director will make a decision and send a letter to the concerned person who requested the reconsideration, stating the reasons for the decision. 15.4.5. If the individual is not satisfied with the decision, a written appeal may be submitted within 10 business days to the Board of Trustees. 15.4.6. If the board plans to address the appeal at their board meeting, the individual will be notified of when and where the meeting will be held. 15.4.7. The Board of Trustees reserves the right to limit the length of public comments. 15.4.8. The decision of the board is final. 15.5. Copies of the ALA Freedom to Read Statement, the ALA Freedom to View Statement, the ALA Code of Ethics, and the ALA Library Bill of Rights are included in Appendix A. 16. GIFTS, MEMORIALS AND DONATIONS Gifts of books and other materials may be made directly to the library. The library does not accept materials that are not outright gifts and reserves the 40 13  right to assign any of its materials wherever the need is greatest. Materials will be considered for addition to the library collection using the same principles of materials selection applied to items purchased for the library collection. (See section 15.) All gifts of books and materials must be in useable physical condition. Due to limitations of space, money, and staff, the library reserves the right to accept or discard, at its discretion, any materials donated. Gift materials not utilized for the library collection will be disposed of through sales and recycling as deemed appropriate by the Library Director. Unrestricted gifts of money, lands, or property will be gratefully accepted by the City of Fremont. Gifts, memorials, or bequests with specific restrictions attached will be reviewed by the Legal Counsel for the City of Fremont before acceptance or rejection. The library does not provide appraisals of gifts or potential gifts. 17. EMERGENCY AND SAFETY 17.1. Medical Emergency 17.1.1. If serious, call 911 or use the emergency fob if you cannot get to the phone. Calm the person and call for assistance. 17.1.2. Do not move the victim unless circumstances become life threatening. Administer basic first aid if possible. 17.1.3. Get the person’s name, address and phone number. Call the person’s home if necessary. 17.1.4. Submit an Incident Report to the Library Director as soon as possible afterwards. Forms are located on the library’s S Drive. 17.2. Fire 17.2.1. Call 911 to report the fire. 17.2.2. Alert all building occupants by voice and/or alarm system of the situation to start evacuation procedures. Thoroughly check the bathrooms, study rooms, book stacks, meeting rooms, etc. 17.2.3. DO NOT use the elevator. 17.2.4. Staff will assist disabled patrons by helping them out of the building. If getting them out of the building is not possible, 41 14  NLFS001 Auditors Trial Balance Accounting Period: 12/2022 Fund(s): 001 - General Fund Report Generated on Oct 10, 2022 8:45:20 AM Page 1 Fund: 001 - General Fund Account Account Description FYTD through Original Budget Encumbered Budget Balance Prior Year Prior Two Years 9/30/2022 Actual Actual 001-2031-419.20-12 Communications 1,220.65 2,500.00 1,379.35 (100.00) 2,400.00 2,400.00 001-2031-419.20-65 Service Agreements 24,748.71 25,000.00 251.29 28,026.79 21,525.39 001-2031-419.20-99 Other Contractual Service 747.50 (747.50) 001-2031-419.30-55 Software 2,485.72 5,550.00 3,064.28 5,486.10 4,885.56 001-2031-419.30-56 Parts/Mach & Equipment 1,888.51 14,000.00 12,111.49 718.66 474.41 001-2031-455.10-10 Salaries/Wages 583,441.95 584,963.00 1,521.05 463,993.58 468,654.57 001-2031-455.10-14 Health Insurance 90,009.17 95,522.00 5,512.83 110,909.22 94,250.09 001-2031-455.10-15 Overtime Wages 1,308.32 1,750.00 441.68 207.10 1,087.97 001-2031-455.10-22 FICA/Medicare 43,216.78 43,786.00 569.22 33,851.10 34,569.52 001-2031-455.10-23 Pension 19,764.46 20,537.00 772.54 15,991.38 17,792.41 001-2031-455.20-11 Postage & Printing 1,600.00 5,550.00 3,200.00 750.00 1,600.00 2,400.00 001-2031-455.20-13 Training & Travel 7,134.79 12,000.00 441.00 4,424.21 3,016.24 4,607.17 001-2031-455.20-33 Legal Advertising 61.13 100.00 38.87 50.13 271.18 001-2031-455.20-41 Utility Services 40,264.00 52,000.00 11,736.00 41,991.45 38,211.98 001-2031-455.20-60 Repairs & Maintenance 4,391.48 10,000.00 130.00 5,478.52 3,787.96 14,381.82 001-2031-455.20-65 Service Agreements 21,451.42 31,500.00 13,728.00 (3,679.42) 22,735.27 13,063.98 001-2031-455.20-70 Rents 4,099.28 800.00 298.00 (3,597.28) 590.28 591.09 001-2031-455.20-93 Dues & Subscriptions 17,037.25 18,000.00 962.75 17,049.27 29,458.36 001-2031-455.20-95 Hire Equip/Equip Rental 1,200.00 (1,200.00) 001-2031-455.20-98 Taylor collection 259.06 500.00 240.94 469.19 001-2031-455.20-99 Other Contractual Service 57,978.72 44,000.00 31,444.20 (45,422.92) 21,436.26 26,825.53 001-2031-455.30-31 Office Supplies 2,770.59 10,000.00 7,229.41 3,011.77 2,971.65 001-2031-455.30-35 Printing 670.27 500.00 (170.27) 767.42 001-2031-455.30-41 Food Supplies 114.28 4,000.00 3,885.72 345.20 597.35 001-2031-455.30-44 Fuel/Oil/Grease 78.21 250.00 171.79 33.96 38.98 001-2031-455.30-49 Bldg/Structural Materials 3,913.95 10,000.00 50.00 6,036.05 6,241.12 14,516.59 001-2031-455.30-51 Books & Periodicals 116,350.86 135,000.00 10,577.33 8,071.81 139,526.82 149,083.37 001-2031-455.30-63 MV Fuel Parts 693.73 (693.73) 37.17 7.99 001-2031-455.30-76 Signs 1,000.00 1,000.00 001-2031-455.30-79 Other Commodities 15,280.95 10,000.00 152.99 (5,433.94) 4,382.96 14,443.25 001-2031-455.40-13 Bldg/Improve Acquisition 181,666.30 4,253,229.00 277,278.81 3,794,283.89 197,315.00 32,617.50 Server Name: frmt-cog.aspgov.com User Name: 1,244,648.04 5,392,037.00 340,120.62 3,807,268.34 1,125,971.40 989,727.71 15