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HomeMy WebLinkAboutLibrary Board Minutes 12.14.2004 MINUTES OF THE LAUREL PUBLIC LIBRARY BOARD OF TRUSTEES Dec 14, 2004 Attending Peggy Freund (presiding), Katherine Kucera, Bonnie Latham, Gail Brice, Clara Killebrew, and Peggy Arnold attended the meeting. Minutes The minutes of the November 9, 2004 meeting were read and approved. Correspondence We received the budget worksheets and budget schedule. Circulation Traffic for November 2004 was 1,531 up 11% from November 2003. Circulation for November 2004 was 3,139 up 15% from November 2003. Old Business The Library Board accepted the revisions to the Collection Management Policy. The signed policy will be mailed to the State Library for approval. The guitar lesson schedule has been set for January and February. We discussed what changes to make concerning the Internet Use Policy. New Business We will work on the budget at the next meeting. We will try to get on the Jan. 25 workshop to present the annual report. The manager of the Montana Shared Catalog will visit the library on January 4. A claim is being filed with our insurance company by an individual who fell when returning books to the book drop on a Friday in October. Time to Address the Board No one addressed the board. Next Meeting The next meeting will be on January 4, 2005 at 6:30 p.m. Date Reviewed: December 21, 2004 COLLECTION MANAGEMENT POLICY OUTLINE EVALUATION Name of Library /City: Laurel Public Library Category Meets Comments Criteria A. Introduction 1. Mission Statement Yes 2. Purpose of the Policy Yes 3. Community & User Groups Yes 4. Patron Needs & Services Yes 5. Collection Description Yes 6. Cooperative Collection Management & Yes ILL ,B. General Priorities, Limitations 1. Chronological Coverage Yes 2. Formats Yes 3. Multiple Copies Yes 4. Languages Yes 5. Funding Considerations Yes What is $ amount of materials budget? 6. Responsibilities & Selection Procedures Yes 7. Gifts Policy Yes 8. Collection Maintenance Yes /"\9. Complaints & Censorship Yes Category Meets Comments Criteria C. Subject Areas Collected ^1. Subjects Yes 2. Present Collection Levels Yes 3. Future Acquisitions Levels Yes Mav find more specific goals helpful. 4. Special Collections Yes 5. Other Considerations Yes Yes Policy signed December 14, 2004; review next D. Policy Implementation, Evaluation, & year, then every three years. Next review in Revision 2005. Reviewed By Darlene Staffeldt Date Reviewed December 21, 2004 policy Is Approved YES Policy Needs To Be Revised Policy Needs To Be Re- Submitted With Evaluation Comments Included Other Comments: Good job, Peggy! REMINDER: Collection Management Policy's must be reviewed and updated (with the current board chair /legal authority's and director /librarian's signatures) at least once every three years and resubmitted in its entirety to the Montana State Library. n l 1 LAUREL PUBLIC LIBRARY COLLECTION MANAGEMENT POLICY A. INTRODUCTION 1. Mission Statement The Laurel Public Library mission is to serve all of the people in its service area by providing free, open and equal access to materials and information on a broad array of topics. Resources are to be made available to promote personal growth and lifelong learning. Popular materials are available to meet cultural and recreational needs. 2. Purpose of the Policy The Purpose of the policy is to provide a flexible tool to guide the development of the library collection. This policy will be used as a planning tool for the Library Board and staff to maintain a marketable selection of relevant and useable materials. The policy will provide accountability to the public, board, and staff and may be used for planning. 3. Community and User Groups Defined The Laurel Public Library serves a community of 6,255 who reside within the city limits of Laurel and residents of Stillwater County and Carbon County who pay a fee for Nonresident Library Cards. Yellowstone County and Billings residents use the library as a courtesy and pay no fee. The various groups using the library include retirees, adults, young adults, students, preschoolers, ,...recreational readers, genealogists, job seekers, and hobbyists. The population of Laurel (according to the 2000 Census) is predominantly white, the median age is 38.4, over 85% have high school educations and 52.2 % are females. 4. Patrons Needs and Services The majority of library users are looking for recreation and entertainment which can be provided by maintaining a collection of general fiction and nonfiction, popular works, biographies, videos, and books on tape. Some special needs are met by maintaining a collection of Large Print books, Reference items, and by holding a collection of Parenting Books placed in the library by the Laurel Schools. Interlibrary loan and electronic databases are provided to library users with other needs. 5. Brief General Statement Describing the Collection The majority of the 18,000 plus items in the current collection are in English and are fiction books for adults, young adults, and children. We maintain a general collection of non - fiction books for Children and adults. Periodicals, books on cassette, videos, DVD's, CD's, and Large Print books are also part of the collection. 6. Cooperative Collection Management and Interlibrary Loan The Laurel Public Library uses Interlibrary Loan to borrow materials from other libraries to provide access to materials that we cannot furnish directly to our patrons. Interlibrary Loan is not to be used to avoid purchase of materials that should be added to our collection. Borrowed materials can be specialized reference works, older fiction, literary works, course related materials, or from areas of ^ special interest. The Laurel Public Library is a member of the Montana Shared Catalog and will lend materials to other libraries. However, patrons of this library have priority in the use of the materials. B. GENERAL PRIORITIES, LIMITATIONS AND POLICIES 1. Chronological coverage The age of fiction material may be a determining factor of what is maintained in the collection. However, demand and use of the material must also be considered and may be tracked through the use of reports generated from our circulation system. Nonfiction material is kept in the collection as long as it has reliable or historical information. Some nonfiction material will be retained until suitable replacements become available. 2. Formats No format will be excluded as long as demand for the format is established and the format is relevant and affordable. 3. Multiple copies Purchase of more than one copy is determined by demand and the need for a circulating and or reference copy. The same title may be purchased in more than one format. 4. Languages The collection is primarily in English. 5. Funding Considerations The Laurel Public Library material budget is funded by the City of Laurel general fund. Donations, ,- memorials, book sales, fund raisers, trust funds, and grants are also used to add materials to the collection. 6. Collection Responsibilities and Selection Procedures The selection of materials is the responsibility of the Library Director with the assistance of the staff. The Laurel Public Library recognizes that diverse viewpoints exist within the community. The Library is guided by the Library Bill of Rights and the Freedom to Read Statement. The Library recognizes the need to serve the diverse informational needs of the community. The Library will maintain general materials for reference and self- study. The Library will not maintain materials for formal courses of study or specific curriculums. Criteria used to select material are: - materials will meet high standards of quality in content, expression, and format - patron demand and requests for popular materials - appropriate to the Library's policies - current usefulness and accuracy - cost versus use - regional interest - reviews by vendors and professional recommendations 7. Gifts Policy The Laurel Public Library welcomes donations and gifts that are to be used to improve the collection and to improve the Library. Books and other materials will be accepted on the condition that the Library ^ Director has the authority to make whatever disposition he or she decides including adding to the collection, discarding, forwarding to other libraries, and giving to organizations for book sales. The • .--Library will not accept materials which are not outright gifts. The Library Director or Staff may refuse any materials due to age or condition. The Library uses the same criteria for adding gift materials to its collection as it does for the selection of other materials. The Library accepts monetary donations for purchase of library materials and for other library purposes. The Library Director or staff will not appraise the value of any materials donated to the library. GIFT MATERIALS The Laurel Public Library welcomes gifts to be used for the benefit of the library. It is the library's policy to accept gifts with the understanding that the Director and /or appropriate staff use their discretion as to the disposition of these materials. Once donated, items become the property of the Laurel Public Library and may be added to the collection, discarded, forwarded to other libraries, or given to organizations for book sales. It is the responsibility of the donor to deliver donated items to the library. The library will not appraise any donated materials. The library will not accept the following: Reader's Digest condensed books, textbooks, encyclopedia sets, hard backs with copyright older than three years, paperbacks with copyright older than five years, and magazine issues over one year. Please fill out the bottom portion of this form, as it will be the only acknowledgement of your gift. 'Thank you for thinking of your public library. Please fill in the number of items donated: books DVDs videocassettes audiocassettes compact disks other: Received from: Please print Received by: Date LPL Staff 8. Collection Maintenance Materials no longer useful to the collection may be removed from the collection. The result is a functional and attractive collection containing valid information. The process of removing materials no longer useful to the collection is a continuous process and should be done regularly with certain criteria in mind. The process of removing materials is also called weeding or ^ deselecting. The Library Director with the help of library staff will complete weeding of one fourth of the collection every six months so that the entire collection is weeded every two years. The • ,.-following criteria will be used to weed (1) worn or damaged items, (2) items no longer accurate, (3) items no longer in demand unless deemed as valuable historically or as classical literature, (4) items that no longer meet customers' informational or recreational needs, (5) items no longer useful or current, (6) and items that no longer meet collection management policy criteria. Worn or damaged items may be repaired or replaced if it is determined that the item should be retained in the collection. NOTE: the collection will also be weeded as we rebar code before we 'go live' with the Montana Shared Catalog. 9. Complaints and Challenges The Board of Trustees recognizes the right of residents of the City of Laurel to question materials in the Library collection. Residents wishing to file a complaint about an item in the collection may do so by making a written request. The form will be given to the person making the request along with a copy of this policy, the Library Bill of Rights and the Freedom to Read Statement. A committee will be appointed by the Library Board to review the request. A recommendation will be made by the committee and a response will be issued as soon as possible and may be appealed to the Board of Trustees by the resident making the complaint. The State Library will be notified of all Requests for Reconsideration. REQUEST FOR RECONSIDERATION OF LIBRARY MATERIALS Please provide the following information to the best of your ability: ^Date Title Author What brought this material to your attention? How much of the material have you read? What are your objections to this material or subject matter (please be as specific as possible)? Have you read any reviews of this title or material? (Please help us by indicating as completely as possible the sources for these reviews or commentary.) Can you suggest titles of materials which might be added to the collection which address the same or similar issues? Your Name Address Phone Signature ^Date Materials selected for inclusion in the library collection, including donations, are based on the Laurel Public Library Collection Management Policy, as approved by the Board of Trustees. The library adheres to the principles of the American Library Association Library Bill of Rights and the Freedom to Read Statement. A committee will be appointed by the Library Board to review the request. A recommendation will be made by the committee and a response will be issued by the Library Board of Trustees as soon as possible and may be appealed to the Board of Trustees. The Montana State Library will be notified of all Requests for Reconsideration. NOTE: a more reliable assessment will be performed after we learn how to get that information through the Montana Shared Catalog C. SUBJECT AREAS COLLECTED 1. Subjects 2. Present Collection levels 3. Future Acquisition levels and actions Adult Fiction basic weed and continue to add popular items Science Fiction basic weed and add new authors Large Print basic recently weeded no action needed Books on tape basic weed and continue to add popular items Videos basic weed, update, add titles for young adults ,-.Young Adult basic weed and update Junior Fiction basic replace worn items and update Easy Readers basic add more, need more shelves Software minimal add more Genealogical minimal work with the local guild to increase 000 -090 minimal to basic recently weeded, needs newer titles 100 -190 minimal to basic recently weeded, needs newer titles 200 -290 minimal to basic recently weeded, needs newer titles 300 -390 basic recently weeded, needs newer titles 400 -490 minimal to basic update 400's & 430's 500 -590 basic weed & update 500's 600 -690 basic weed and update 620's, cookbooks need updating 700 -790 basic update 780's 800 -890 minimal to basic update 810's 900 -990 basic add 980's, 970's recently weeded, update 970's J000 -090 basic add to 60's J100 -190 basic update 130's J200 -290 basic none J300 -390 basic none J400 -490 minimal increase 470's & 480's J500 -590 basic update 580's J600 -690 basic increase 670's ,.. basic increase 720's &760's J800 -890 basic update 810's, weed and update 820's —J900 -990 basic increase 980's & 990's Adult Bio basic weed and add more popular titles Junior Bio basic recently weeded, need newer titles, update some Adult reference basic needs major weeding, updating, allow to circulate Junior reference basic needs major weeding, updating, allow to circulate 4. Special collections The Laurel School District placed many materials and shelving in our library for the Parent's Resource Center. The Center includes videos, books on tape, pamphlets, and books for parents and families to use. Topics range from help with homework to help with specific learning and social problems. We have aviation materials that were donated to the Library by the Civil Air Patrol from the Beartooth Composite Squadron Aerospace Education Program. 5. Other considerations The staff at the Laurel Public Library is in the process of re- bar - coding and adding records to the Montana Shared Catalog. We will be able to use our records to assess the collection according to item usage and age when we are able get reports from the system. We will start circulating more of our reference items as they get entered into the Montana Shared Catalog. Our videos, books on cassette, CD's, and DVD's will be added to the catalog and we no ,...longer own any vinyl records. D. POLICY IMPLEMENTATION, EVALUATION, AND REVISION The Library Director will implement this policy when it is adopted by the Trustees of the Laurel Public Library at an official Library Board meeting. This Collection Management Policy will be reviewed and updated within one year after we have more experience as a member of the Montana Shared Catalog and then every three years after that but no later than July of 2008. Any part of this policy may be revised by the Library Board of Trustees at any time at an official board meeting. ice_ , -- -00 •_ = ao C -4: oard of rustees II ate Library Director Date December 28, 2004 Peggy, I looked at the lighting in the library and have noticed that the lighting has a great deal of glare at and around the center island where most of the staff work is done. There are OSHA and other industry standards that mandate the reduction of glare in the workplace. The easiest fixes are as follows. 1. Install "Soft White" bulbs to aid in glare reduction. 2. Reinstall the globes over the bulbs to reduce glare. (Hopefully, they are an opaque white) 3. Replace these four fixtures with newer fluorescent fixtures with light diffusers. Hopefully this will resolve your glare issues. I would also recommend a light or two at the center of the island area. Please feel free to ask for any assistance that I can render. Best Regards, Ai\juks„4 Mike Taylor