Roswell Public Library Board of Trustees

ROSWELL PUBLIC LIBRARY BOARD OF TRUSTEES MEETING 4:00 p.m. September 26, 2013 Bondurant Room MEMBERS PRESENT: Marna Hunt, Patti Bristol, Linda Madrid, and Ed David MEMBERS ABSENT: Elizabeth Shamas, Judy Armstrong, and Magil Duran OTHERS PRESENT: Betty Long, Library Director, Barbara Patterson, City Attorney, Stacye Hunter, Assistant City Manager, and Kay Carrasco, Recording Secretary. CALL TO ORDER: Marna Hunt, President, called the meeting to order at 4:00 p.m. Members present were noted, proper quorum was met. MINUTES: President Hunt asked if there were any corrections or additions to the minutes of the previous meeting, there were none. Linda Madrid moved to approve the May 23, 2013 minutes as presented, Patti Bristol seconded, motion passed. DIRECTOR’S REPORT: Betty Long, Library Director, handed out the Library’s Annual Report (a tablet cover) to members of the board who were present. In addition, she reported on the activity of the facebook page such as featuring old photos of the Library in Throwback Thursday and trivia on Trivia Tuesday, as well as promoting Library events and general interest community events. The goal of the facebook page is to increase participation from the current 674 “likes” to 750 by the end of this fiscal year. REVISED MATERIALS SELECTION POLICY: From the policy review done by the Board at the May 23rd meeting, revisions to the Materials Selection Policy were proposed per the suggestions made by board members, to clarify the procedures on  weeding/discarding materials, and the language regarding donations. Ms. Bristol moved to approve the changes as proposed. Mr. David seconded and the motion passed. REVIEW OF POLICIES: Ms. Long presented the policies on Library Rules, Public Social Networking, Staff Social Networking, and the Electronic Sign, which had been issued to the board members for review. No changes were recommended for these policies. Minor changes were recommended for the Wireless Network Access, as our technological capabilities have changed. Ms. Bristol moved to accept the changes, Ms. Madrid seconded, and the motion passed. NOVEMBER AND DECEMBER BOARD MEETINGS: Ms. Bristol moved to suspend regular meetings for the months of November and December, unless an urgent matter necessitated a special called meeting. Ms. Madrid seconded, and the motion passed. PROPOSED GIFT FROM MRS. MARSHALL: Ms. Hunt reported that Mrs. Clarabell Marshall (widow of Dr. I.G. Marshall), has proposed to donate as a gift to the Library her collection of 140 dolls from all over the world, a collection she has been building for more than 80 years and which contains some very valuable items. She offered to have a custom 9-ft. long, 5-shelf, lighted and lockable glass- fronted display cabinet built to house them at no cost to the Library. Mrs. Marshall stipulated, however, that the entire collection must be kept intact, could never be sold, and could not ever leave Roswell. In the ensuing discussion, Ms. Hunt expressed that her main concern was the restrictions on never selling or dividing the collection. Other concerns discussed were whether the Library could accommodate a display that large; the safety of glass doors at floor level, particularly in the children’s area; and unknown costs of maintaining the collection, including appraisal costs and insurance. Ms. Patterson gave the legal opinion that a conditional gift could not be accepted, as the Board could not bind the City government (present or future) to such an agreement; even if the gift were willed to the Library, we could not be obligated to accept it if such conditions were stipulated.  Ms. Hunt went over the gift policy in the Board manual, which directs her to appoint a three person committee to review and study the proposal, to meet with Mrs. Marshall, and to bring a recommendation to the Board for its final decision. Ms. Hunt and Ms. Bristol volunteered to serve and Dr. Armstrong was appointed. ADJOURN- MENT: Meeting was adjourned by Ms. Hunt at 4:40 p.m. NEXT MEETING: October 24, 2013 at 4:00 p.m. Marna Hunt, President Kay Carrasco, Recording Secretary