Library Advisory Board Meetings

SUFFOLK PUBLIC LIBRARY BOARD MEETING MINUTES April 8, 2014 Board Members Present: Others Present: Mrs. Judith Stone, Chairperson Mr. Clint S. Rudy, Library Director Mrs. Sue Nichols, Vice-Chairperson Ms. Sarah Townsend, Outreach Ms. Barbara Banze (arrived 2:12PM) Services Manager Mr. Sean Bilby Mr. Solomon Ashby, Asst. City Mrs. Nancy Creekmore Attorney Mr. Lee Cross Mrs. Pam Hill Mrs. Ernestine Langston  The meeting was called to order at 2:06PM by Chairperson Mrs. Judith Stone.  Introductions of Board Members and guests were conducted.  The minutes of the January 14, 2014 meeting were accepted as presented. Mrs. Nichols made the motion to approve, and Mrs. Langston seconded the motion. It was approved unanimously by a vote of 7-0.  Mr. Solomon Ashby, the Assistant City Attorney, gave a presentation to aide in City Council’s objective to make sure all boards know their roles and responsibilities primarily in terms of FOIA and the Conflict of Interest Act when acting as a public body. Mr. Ashby emphasized that meetings are open to the public and that technology can inadvertently create public records through email if replying all to 3 or more board members.  Entire Board viewed video about the FOIA and Conflict of Interest Act and signed FOIA forms.  The SPL Marketing and Communications Coordinator has been working on re-branding the library and has created a new logo. The logo was presented to the Board. The next step is to overhaul the library website. The new logo will be officially unveiled to the City Council on 4/16/2014 at 7PM along with the new library cards. Previous card owners will be given a free replacement card.  During National Library Week SPL will be hosting Pop-Up Libraries around Suffolk to bring library services to the community.  SPL was named a Libraries Transforming Communities Cohort by the American Library Association and the Harwood Institute. SPL will be one of 10 libraries nationally receiving the grant and participating in this 18 month initiative.  The “Chuckatuck Lift” was completed. Chuckatuck has a new manager and the next step is to have the outside repainted.  The RFP and contract will be awarded for the new Downtown Library in August of 2014 with the $2 million being released to begin the process July 1st, 2014.  Mrs. Langston reported that the Literacy Council had met the previous week and stuffed envelopes to send out to businesses soliciting donations. The Tutor Coordinator is focusing on non-reader parents and is hoping to start a program soon. Lisa Cross will continue as President.  Mr. Rudy reported that the Health and Human Relations Standing Committee discussed the Affordable Care Act. Also noted that the Summer Youth Employment Program, a youth career building program, will continue this year with hopefully 3 participants in the library.  Mr. Bilby made a motion to approve the corrected by laws. Mrs. Nichols seconded the motion, and the changes were approved by a unanimous vote of 8-0.  The new Circulation, Privacy and Confidentiality, and Technology Use Policies were presented. Mrs. Hill moved to approve the Circulation Policy. The motion was seconded by Mrs. Creekmore and approved by a unanimous vote of 8-0. The Privacy and Confidentiality and Technology Use Policies were tabled until the next meeting.  The next meeting will be July 8th, 2014 at 2:00PM in the meeting room of the Suffolk Public Library’s Morgan Memorial Library.  The meeting was adjourned at 3:10PM.