Library Advisory Board

Library Advisory Board - May 07 2026 Agenda Thursday, May 7, 2026 at 6:00 AM Main Library Community Room Page A. Meeting Open 1. Meeting Open & Attendance 2. Acceptance of Minutes, 4/2/26 MeetingLAB Minutes 040226 - DRAFT.pdf 2 B. Public Comment C. Proposed Policy Additions / Revisions 1. Library Confidentiality PolicyConfidentiality Policy Proposed 050726.pdf 4 2. Bed Bugs & Pests PolicyBed Bug and Pest Policy DRAFT.pdf 6 3. Library Card Policy (revision)Card Policy rev 050426 DRAFT.pdf 8 D. Old Business 1. Updates E. Next Meeting July 2, 2026 @ 6pm Page 1 of 10 Minutes - Library Advisory Board, 2 April 2026 Attendance Present: Nancy Breul, Ralph Cabana, Betsy Cummings, Marie Véronique Emonds, Colleen Jones-Turner, Emilio Rodriguez, Kevin Davis Excused: Patty Fortula-Kohn Meeting called to order at 6:04 pm Minutes The minutes from the 5 February 2026 meeting were read, after which the minutes were approved (motion by Colleen Jones-Turner; seconded by Ralph Cabana, all present voted to approve). Public comment I - none New Business There was no new business Old Business Budget submission Kevin Davis noted that the library budget for the coming year has been submitted and reviewed by the City Manager, with the next step being the City Council budget workshops on 7 April (general discussion) and 14 April (specific by department, including the library). Compared to last year, the budget requests an increase of $5000 in the book budget and $6000 for minor equipment, which will primarily be used to replace worn furniture. We had a discussion about the need for the book budget increase, and how ebooks in the digital library actually cost more than physical books. Facilities update Kevin Davis provided an update on the status of the Mahoney City Center Project. At the City Council meeting on 19 March 2026, a decision was made to revert to inclusion of the library in the plans for a new Mahoney City Center. However, subsequent discussion that Kevin Davis had with councilor West indicated that when she changed her support to include the library, it was with an understanding that the library should be squeezed into the existing Mahoney structure, with absolutely no desire on her part to support building an addition of any size to accommodate the library. Her expressed desire would be that there be as little impact to the building as possible. This presents multiple challenges, which were outlined by Kevin Davis and discussed by the Library Advisory Board members. The existing Mahoney space is not well suited for a functional library, and any attempt to fit the library into the existing structure would end up dispersing the library over multiple floors and many separate rooms. This presents challenges with staffing and supervision, safety and security, accessibility, collection organization, and operational efficiency. It is not simply a matter of square footage; a fractionated layout does not work well for a library space and forcing the library into a space that is maladapted to its use would negatively affect its patrons. Page 2 of 10 We also discussed the challenges surrounding getting a larger bond issue passed. Residents of South Portland are feeling the effects of the recent reevaluation, a school budget that continues to increase at a rate well above inflation (with an expected 6+% increase this year), and expenses due to aging infrastructure, like the Pearl Street Pump Station that must be replaced. In addition, any bond in 2027 would follow the city services bond for a new police and fire station that will be on the ballot in November. Next Meeting The next meeting of the Library Advisory Board is scheduled for 7 May 2026 at 6:00 pm. The meeting was adjourned at 7:36 pm. Respectfully submitted, Marie Véronique Emonds Library Advisory Board Secretary Page 3 of 10 3.​ Confidentiality Policy I.​ Policy Statement The South Portland Public Library is committed to protecting the privacy and confidentiality of its patrons. The Library recognizes that the freedom to read, seek information, and use library resources is essential to a democratic society and is strengthened when users may do so without fear of scrutiny or disclosure. This policy affirms the Library’s responsibility to safeguard personally identifiable 26 information about library users and their use of library resources, consistent with applicable laws, including Maine Revised Statutes Title 27 §121. II.​ Definition of Confidential Information Confidential information includes, but is not limited to: 7/ ●​ ●​ 5/ Records identifying a patron’s name, address, phone number, or email Library card registration information ●​ Circulation records (materials borrowed, requested, or returned) ●​ ●​ ●​ ra Holds, interlibrary loan requests, and electronic resource usage ft Computer and internet usage records Reference inquiries or information requests ●​ Any other information that links a patron to their use of library services or materials III.​ General Principles D se A.​ Protection of Records d Library records that identify a patron’s use of services or materials are confidential and will not be disclosed except as permitted by law. po B.​ Staff Responsibility Library staff are required to: ●​ Protect the confidentiality of all patron records Pr o ●​ Refrain from discussing patron use of the library with unauthorized individuals ●​ Access patron records only as necessary to perform their job duties C.​ Access by Patrons Patrons may access their own records upon providing appropriate identification. Possession of a library card or verified credentials may be considered consent to access associated records.​ Page 4 of 10  IV.​ Disclosure of Information A.​ Legal Requirements Confidential information may only be disclosed: ●​ Pursuant to a valid court order, subpoena, or other legal process ●​ As otherwise required by applicable law The Library Director (or designee) will review all such requests and consult legal counsel as necessary before releasing any records. B.​ Parental and Guardian Access 26 In accordance with Maine confidentiality law, library staff may not disclose 7/ a minor’s library records to a parent or guardian without the minor’s consent, except as permitted by law. 5/ However, presentation of a minor’s library card may be interpreted as consent to access the account. ra V.​ Electronic Resources and Third-Party Services ft The Library provides access to electronic resources, databases, and digital services that may be governed by third-party privacy policies. While the Library strives to partner with vendors who respect user privacy, it cannot guarantee the D confidentiality practices of external services. Patrons are encouraged to review privacy policies when using third-party platforms. se d VI.​ Data Retention and Security The Library will: po ●​ Retain patron data only as long as necessary for operational purposes ●​ Remove or anonymize records when no longer needed ●​ Implement reasonable safeguards to protect against unauthorized access Pr VII.​ Public Use of Shared Spaces o While the Library protects the confidentiality of records, it cannot guarantee privacy in public spaces. Patrons are encouraged to take appropriate precautions when using public computers or accessing personal information within the Library. VIII.​ Policy Review This policy will be reviewed periodically to ensure compliance with current laws, technologies, and best practices in library privacy. Page 5 of 10 9.XX Bed Bugs and Pests I. Policy Statement Bed bugs and other pests present an ongoing challenge for all public facilities. Because there is no guaranteed way to prevent pests from entering a public building, the South Portland Public Library will take all reasonable steps to reduce and manage this risk. This policy establishes procedures for preventing and responding to pest-related issues affecting library materials and facilities. II. Regulations A. Borrowing Restrictions Patrons experiencing a bed bug or other pest infestation in their residence must refrain from borrowing physical materials from the library until the issue is remediated. B. Suspension of Privileges If returned materials show evidence of bed bugs or other pests, borrowing privileges for physical items—and access to the library building—will be immediately suspended for the patron and others residing in the same household. Access to electronic resources and digital borrowing will remain available. C. Reporting and Handling Materials Patrons who discover evidence of pests (including live or dead bed bugs, eggs, nymphs, or related signs such as spotting) in library materials must: a. Inside the Library: Immediately bring the materials to the attention of a staff member. b. Outside the Library: Place the materials in a sealable plastic bag (clear, zip-top bags work best), tape the opening closed, and return the items directly to a staff member. Do not use book drops for these materials. D. Treatment of Materials a. Library Users: must not attempt to treat or clean library materials suspected of infestation. Any damage resulting from such attempts will be the patron’s responsibility. Proper treatment requires professional methods arranged by the library. Page 6 of 10  b. Library Staff: will isolate any materials showing evidence of pest presence or damage. Items will be treated or disposed of, as appropriate. E. Donations Donors must inspect materials for signs of pests before donation. The library reserves the right to discard any items showing evidence of past or present infestation. III. Violations and Reinstatement Patrons found in violation of this policy will be notified (in writing when possible) and suspended from affected privileges. Reinstatement requires proof that the residence has been professionally treated and cleared of pests by a licensed pest control provider. IV. Right of Appeal Patrons may appeal a suspension or reinstatement condition by submitting a written request to the South Portland Library Advisory Board within 10 business days of the decision. Appeals should be directed to the Chair of the Library Board. The Board’s decision is final. Page 7 of 10 3. Library Membership South Portland Public Library provides library cards at no cost to all residents, aged 5 years and above as well as to other members of the community as outlined below. All library transactions requiring access to a library users’ account requires the presentation of the library card for that account. The South Portland Public Library offers the following types of library cards/accounts: ● Adult Resident Cards: For South Portland residents aged 13 and above. ● Juvenile Resident Cards: For South Portland residents aged 5 through 12. (see section 3.2) Deleted: Application for a juvenile card requires the in-person signature of a parent or legal ● Adult Non-resident Cards: For adults ages 18 and above who do not reside guardian who will assume financial responsibility in South Portland for the juvenile’s library account. The signatory adult must already have - or apply for - a card of ● Juvenile Non-Resident Cards: For students enrolled in a public or private their own. school in South Portland. ● Provisional Cards: Provisional library cards may be issued when the library is awaiting the confirmation of residency status of a new cardholder or when users are living in South Portland on a temporary basis, without a permanent local address. Provisional library cards are limited to two items checked out at a time and only have access to local collections. Unless cancelled for any other reason, a South Portland Public Library card is valid for one year. Library accounts may be renewed – annually – for as long as the account is in good standing and the user maintains eligibility. Lost or damaged library cards may be replaced at a cost of $1.00. 3.1 Eligibility A South Portland citizen who has proper identification authenticating his/her South Portland residency is eligible for a library card, at no cost. As a member of Maine’s statewide Minerva consortium, South Portland Public Library recognizes the importance of being a “good neighbor” to our partner libraries. Consequently, we may deny the issuance of a library card to any applicant with billed items or excessive fines owed to any other Minerva library. 7 Page 8 of 10 Likewise, establishing a new library account may also be denied if an existing member of the household has a billed item on their existing South Portland Public Library account and/or unpaid fines and fees totaling more than $20.00. Proper identification for the issuing of a library card is: A valid, Maine state-issued photo identification showing current South Portland residency or (for applicants aged 13 to 18) a South Portland School Department- issued student photo ID. Or A state or federal issued photo identification in conjunction with any of the following, showing current South Portland residency and issued in the same name as the identification provided: ● A utility bill dated within the last 30 days ● A South Portland issued tax bill/tax receipt dated within the past three months ● Current lease, mortgage papers, or rent receipts that officially state the property address (that is, no handwritten receipts; documents must be an official communication, which shows the bank or realty company name) ● Current vehicle registration, in the name of the applicant, showing a current South Portland address 3.2 Juvenile Cards Application for a juvenile card requires the in-person signature of a parent or legal guardian who will assume financial responsibility for the juvenile’s library account. The signatory adult must already have - or apply for - a card of their own. Please note that state privacy laws prevent library staff from sharing account details with anyone other than the cardholder. This means that if your child has an individual card, we cannot disclose what materials they have borrowed. However, we consider the library card as the key to the account, which means that, if you present your child’s library card to us, this is considered the cardholder’s consent, and you may manage their account and conduct library transactions on their behalf. 8 Page 9 of 10 The full text of Maine’s Confidentiality of Library Records statute is printed in this Formatted: Font: Italic manual’s appendices. 3.3 Non-Resident Library Cards The library provides free library accounts to non-residents of South Portland who fall into the categories below. Applicants must provide the appropriate documentation for their given category, as well as the proper identification, as defined in the previous section. ● Non-resident employees of the City of South Portland and/or the South Portland School Department who have a valid City or school dept. issued identification. ● Non-resident South Portland taxpayers with a valid tax receipt for authentication (property holders, business proprietors, and/or boat owners). ● Non-resident students, faculty & staff of Southern Maine Community College (SMCC) with valid identification that authenticates current enrollment or employment. ● Non-resident students enrolled in a public or private school in South Portland. A signed note from a school administrator or current student identification is required. The library card is for this student's use only. ● Military service personnel stationed in South Portland, with current, valid, military identification. Non-Resident Fee for Library Service Non-resident visitors not meeting the criteria for a free card, as outlined above, may obtain a South Portland Public Library card at a cost of $52.00 for one year. This fee approximates the average annual resident taxpayer contribution toward library services. Nonresident library accounts are valid for use by other members of a household. As with all other library transactions, the library card must be presented at time of use. 9 Page 10 of 10