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HomeMy WebLinkAboutLibrary Board Minutes 11.18.2003 MINUTES OF THE LAUREL PUBLIC LIBRARY BOARD OF TRUSTEES November 18, 2003 Attending Peggy Freund (presiding), Katherine Kucera, Bonnie Latham, Gail Brice, Clair Killebrew, and Peggy Arnold attended the meeting. Minutes The minutes of the October meeting were read and approved. Correspondence We received a request for input for the Growth Management Plan from Cal Cummins and we received some information on who owns the library from Brian Close. Circulation Traffic for October 2003 was 1,547 up 11% from October 2002. Circulation for October 2003 was 2,852 up 3% from October 2002. Old Business Peggy is still working on the Community Room Use Rules and Application. Peggy reported on the MLA retreat. The annual report is still in the process of being completed. The Holiday program presented by Bernice Mason will be November 24 at 7 p.m. New Business There will be a change in the bylaws to add a time for public input and to limit the time allowed and request that no names be mentioned. A motion was passed to always close the day before Thanksgiving at 2 p.m. and to close at noon on December 24 and December 31. Time to Address the Board No one addressed the board. Next Meeting The next meeting will be on December 9, 2003 at 6:30 p.m. n BroadValleys Federation Mail Server: parnold Page 1 of 3 Folders Compose Address Book Preferences Rules Lou Ilan dling Patriot Act Subpoenae 4-1 Reply I I i Reply All I I a Forward I I Delete I 1.4 Previous I I X Close I I■ Next I I® source I From: Cooper, Bob < bocooper @state.mt.us> I Add 1 To: wired- mt @bcr.org CC: Received: 11/12/03 04:25 pm Subject: Handling Patriot Act Subpoenae Attachments: Brian Close, the Bozeman Attorney who has been extremely helpful to Montana librarians at the MSL Fall Workshop and the ASLD /PLD gathering recently at Chico Hot Springs, has asked me to share the following information with you. This is ALA's response to Brian's inquiry as to how libraries may handle Patriot Act/FISA Subpoenae. Brian feels that the below is consistent with the draft procedure that Ms. Gonzales handed out at the ASLD /PLD retreat at Chico last month. Bob Cooper Statewide Technology Librarian Montana State Library PO BOX 201800 (1515 East 6th Avenue) HELENA MT 59620 -1800 Voice: 406 - 444 -5431 or 1- 800 - 338 -5087 (in Montana) Fax: 406 - 444 -5612 E -mail: bocooper@state.mt.us MSL Website: http: / /msl.state.mt.us [From Jonathon Kelley, ALA]: J 1�` The answer to your question is YES! Library staff can (and should) refer\ the request to the responsible officer of the institution (which should be 1 the director) who should then contact counsel. It is not a violation of the gag order, in part because such an order will be served on the institution / rather than an individual, and in part because the Patriot Act doesn't override the 6th Amendment right to counsel of those served with any court order. The counsel, however, would still be bound by the strictures of the gag order. Our suggested procedures for dealing with a FISA search warrant do not differ greatly from the procedures for other court orders. Our online resources include: http: // 207.12.146. 201: 1677/ w? Nh. EI .DCDDw.Sw59Mw.FCHEw.CabWzPwE.J 11/13/2003 BroadValleys Federation Mail Server: parnold Page 2 of 3 The Privacy Toolkit http / / www.ala.org/ Template .cfm ?Section =Privacy1 &T emplate = /ContentManagement /ContentDisplay.cfm &ContentlD = 40426. "Confidentiality and Coping with Law Enforcement Inquiries" http: / /www. ala. org/Template. cfm ?Section =Intel lectual_Freedom_Issues &Template =/ ContentManagement /ContentDisplay. cfm &C ontentID =21654 which contains the following information specifically about FISA requests: If the court order is a search warrant issued under the Foreign Intelligence Surveillance Act (FISA) (USA Patriot Act amendment): The recommendations for a regular search warrant still apply. However, a search warrant issued by a FISA court also contains a "gag order." That — means that no person or institution served with the warrant can disclose that the warrant has been served or that records have been produced pursuant to the warrant. The library and its staff must comply with this order. No information can b disclosed to any other party, including the patron whose records are the subject of the search warrant. The gag order does not change a library's right to legal representation n during the search. The library can still seek legal advice concerning the warrant and request that the library's legal counsel be present during the actual search and execution of the warrant. If the library does not have legal counsel and wishes legal advice, the library can still obtain assistance from Jenner & Block, the Freedom to Read Foundation's legal counsel. Simply call the Office for Intellectual Freedom (1- 800 -545 -2433, ext. 4223) and inform the staff that you need legal advice. OIF staff will assure that an attorney from Jenner & Block returns your call. You do not have to and should not inform OIF staff of the existence of the warrant. At www.ala.org /oif you'll find plenty of other documents related to the issue. I have forwarded your email to Deborah Caldwell -Stone our Deputy Director and specialist on the Patriot Act. If you have additional questions about how to respond to a FISA request, feel free to contact her. Note that she will be out of the office until Monday, October 27. I hope this is helpful, Brian! Jonathan jkjkjkjkjkjkjkjkjkjkjkjkjkjkjkjkjkjkjkjk Free People Read Freely . Jonathan Kelley http: // 207 201 1 677/ w? Nh. EI .DCDDw.Sw59Mw.FCHEw.CabWzPwE.J 11/13/2003 BroadValleys Federation Mail Server: parnold Page 3 of 3 Administrative Assistant Office for Intellectual Freedom American Library Association 50 E. Huron St. Chicago, IL 60611 (312) 280 -4226/ fax (312) 280 -4227 1 T Top 1 http: // 207.12.146. 201: 1677/ w? Nh. EI .DCDDw.Sw59Mw.FCHEw.CabWzPwE.J 11/13/2003 Lawyer for Libraries Presenter: Brian F. Close, J.D., LL.M from Bozeman, MT Topics discussed: Library Bill of Rights, censorship, Internet Use, meeting room use, Drafting Effective Policies, and Patron confidentiality and the status of the Patriot Act Bill of Rights Library users have the Right to Inquire. Censorship Have a collection development policy that includes selection criteria. The Laurel Public Library has a current policy. Libraries need a procedure and form to respond to censorship attempts. are considered agents of the state and are not to undermine the democratic process. 1 e:Nroyv 0< „1i P. , 7,t7e Aug, u , H � e,� > 1 Cw ) Internet Use C.I.P.A. says you have to filter images that are harmful to minors in order to receive Federal money for Internet Access. This does not include cable service or the phone service. Viewing child pornography is a state and Federal crime. Libraries need a procedure to handle this when it happens. Meeting rooms Can not limit access to certain groups, but may limit regular use to allow more groups to the room. Libraries are not babysitters. May limit time of use and must make it clear that the library is not sponsoring meetings because the meeting is on library property. Effective Policies Be consistent and if you can not then look at changing the policy. Train employees on policy to avoid `negligent supervision' lawsuits. Libraries need a written procedure to deal with obnoxious patrons and all procedures must have one level of appeal. Confidentiality and the Patriot Act All library records will be taken you have no right to council for as long as six months. Virtual Reference What it is: VR is reference accessed through your local library via the internet or email twenty four hours seven days a week. It is a work in progress. Only 600 libraries participate in this kind of service. Works best with broadband connections. Patrons are chatting in or messaging in real time to a real live person or librarian who is trained to c/‘ - t find information for you. Use asynchronous delivery using chat, Website pushing (librarian types the URL, clicks a button, the page is then displayed on the patron's ' browser), or co- browsing (a.k.a. escorting: librarian and patron navigate the web together remotely and view the same pages). A transcript of your dialog is then emailed to the patron for their record. Transcripts may be kept to analyze use of the service, for training and to see if the same inquiries are made often so that a quick list or frequently asked items may be readily available on a link or part of your web page. Things to consider Training of operators is very crucial and takes a lot of time. May be a cooperative effort for example where one library may dedicate staff for two hours a week at any location to provide service anywhere within the cooperative service area. Planning must be for the long term since it is very difficult to have a trial period when you have the public involved. Where MLA and the State Library are in the process of establishing VR in the state Accessing software and trying to get it for free to try amongst libraries. Setting up a committee with the Networking Task Force. Cal: Here is what I came up with. Let me know if anything in this is not clear. Also, if you wish to fine tune it or change anything let me know. I took the liberty to revise the intro stuff since Montana Engineering used the information that I gave. Thanks Revised 11/06/2003 LAUREL PUBLIC LIBRARY The following information is largely taken from the City's Draft Capital Improvements Plan prepared by Montana Engineering and Administration, January 2002. Background The Laurel Public Library serves numerous functions within the community of Laurel as is true with most small communities. Residents of Yellowstone County are allowed to use the Laurel Public Library as a courtesy, and residents of Carbon and Stillwater pay only a minimal fee. Besides the services one normally expects from a library, the Laurel Public Library offers patrons non - traditional services. Seven personal computer stations are made available to the public by the Library. Each station is equipped with internet access and common applications such as programs for word processing and spreadsheets. A printer is also networked to each station. A new library building was constructed in 1988 and is in generally good repair. The building has proved to be spacious enough for the Library's needs, but future shelf space in nearly at capacity. The building also has a community room that is available to the public for any non commercial public event according to policy established by the Library Board. The Library also subscribes to a periodical database and an auto repair database for its patrons that can be accessed at the Library itself or over the internet. Equipment Inventory The Library maintains a large collection of books, periodicals, videos, DVDs, and other informational materials. The department does not own and maintain any pieces of equipment worth over $5000 individually. Laurel Public Library Issues, Policies, and Strategies Issue 1: The parking lots for the public and employees were paved by the City of Laurel in 1988 during the construction of the library. The lots now have pot holes, cracks, and areas where there is dirt and no asphalt. The parking lot was not paved to its designed elevation because asphalt material and equipment that would bring the elevation up to its designed elevation was not available. This makes the curbs taller and more difficult for library patrons to maneuver. Policy 1: Establish and follow a repair and maintenance policy for all parking lots within the City of Laurel. Strategies: 1. Consider parking lot maintenance the same as street maintenance. 2. Patch pot holes and cracks. 3. Schedule repair of parking lots into the plan for repairing streets using street maintenance money. 4. Bring the elevation of the library parking lot up when repair is done. Issue 2: The building is showing some wear. Some of the sidewalks along the building are pulling away from the building and are in need of repair. The carpet is showing wear and the building could use new paint inside and out. The furniture is outdated. Policy 1: Ensure the safety of the public. Strategies: 1. Put repair into the Capital Improvement Plan. 2. Find public or private funding for repair or replacement. Issue 3: The Laurel Public Library is nearly at capacity for housing library materials, could use more storage, and the meeting room is not big enough for some public events. The shelving was moved from the old library and reassembled in the new library, which keeps the library from using space wisely. Some community leaders feel the library should be more central. No solution has been proposed to make the library more central. Policy 1: Plan for future expansion or relocation of the library. Strategies: 1. Reinforce the importance of a modern library within a community. 2. Investigate other needs within the community to co -op with other community needs. 3. Include library issues and services in any future surveys. 4. Partner with other community projects. 5. Keep in mind the potential of a newer building that has no debt. 6. Hire a consultant to prepare a space plan for the present facility. Issue 4: Many libraries are offering computer classes and setting up computer labs. Policy 1: Libraries help patrons to be information and computer literate. Strategies 1. Partner with other entities to fund and manage a computer lab. n 2. Use partnership to leverage for grants. Issue 5: New technology is available for patrons to check out their materials themselves but materials remain secure with the use of theft detection devices. Policy 1: Free up staff time for more information and specific service to the public. Strategies: 1. Study and savings that the purchase of self check out and theft detection systems may provide. 2. Purchase, finance or lease equipment with any savings. BY -LAWS FOR THE LAUREL PUBLIC LIBRARY BOARD OF TRUSTEES Adopted 4 -10 -2000 1. The purpose of the Laurel Public Library Board of Trustees is to determine and adopt policies for the Board and for the operation and care of the Laurel Public Library. Policies and by -laws will be consistent with Montana Law and will assure that Montana Public Library Standards are met. 2. Regular meetings will be held monthly at a regularly scheduled day and time. Meetings will be held at the Laurel Public Library or such other place as the Board may determine. A quorum will consist of 3 members. Special meetings may be held for specific purposes at any time at the call of the Chairman or Secretary or at the call of any two board members. All board members will be given advance notice of any special meetings. 3. Members or Trustees will be appointed to the Library Board as outlined in M.C.A. 22 -1 -308. Election of officers will be held in July of each year and officers will serve for one year. The officers of the Board shall be a Chairman, Vice - Chairman, and a Federation Advisory Board member. The Chairman may appoint board members to any standing or special committees to perform specific functions as needed. The Library Director will serve as Secretary to the Board. 4. Roberts Rules of Order shall govern in the parliamentary procedure of the Board. 5. The order of business at all regular meetings of the Board shall be as follows: Call to Order and Attendance Correspondence and announcements Reading and approval of minutes Report of the Library Director Committee Reports Old Business New Business Adjournment 6. The Library Director shall be the executive director of the policies adopted by the Laurel Public Library Board. Included in the Directors duties and responsibilities shall be the direction and supervision of all staff members in the performance of their duties, and the submission to the board of monthly and annual reports. The Director will make recommendations to the board concerning policies and procedures that will promote efficient and desirable service to library users and the community. 7. These by -laws may be amended at any regular meeting but may become effective only after a favorable vote at the following meeting. Peggy: I am working on the City's Growth Management Plan (GMP). Part of this is a Public Facilities and Infrastructure component. Would you look at the following "Public Library" section and let me know if you want to change something or that something needs to be added. The GMP is a generalized management tool, and you will not be specifically bound by anything in it. However, at the end of the data section, there is a section on Issues, Policies, and Strategies. This section is more enforceable in the future, and could help you. In it you can spell out specific issues that should be addressed by the City, what should be done to address such issues, and then what implementation strategies could be used to bring it to reality. I don't have this latter section for the Library, so I am hoping you have some that should be listed. I have listed some for the Airport here just as an example for you. I'd appreciate your input, and I won't have my feelings hurt if you tear it apart just so that you put it all together again as you would like(!). This whole GMP will eventually go to City Council for adoption via public hearing. Thanks. Cal Cumin PUBLIC LIBRARY The following information is largly taken from the City's Draft Capital Improvements Plan prepared by Montana Engineering and Administration, January 2002. Background The Laurel Public Library serves numerous functions within the community of Laurel as is true with most small communities.. Residents of Yellowstone County don't have to pay a user fee for the library's use, and non - residents pay only a minimal fee. Besides the services one normally expects from a library, the Laurel Library offers patrons non - traditional services. Six personal computer stations are made available to the public by the Library. Each station is equipped with internet access and common applications such as programs for word processing and spreadsheets. A new library building was constructed in 1988 and is in generally good repair. Other than the occasional need for additional storage, the building has proved to be spacious enough for the Library's needs. The building also has a community room that is available to the public for any non - profit event. The Library also subscribes to a periodical database for its patrons that can be accessed at the Library itself or over the internet. Equipment Inventory The Library maintains a large collection of books, periodicals, videos, and other informational materials. The department does not own and maintain any pieces of equipment worth over $5000 individually. Project Summary Repair Parking Lot & Sidewalks n the addition of self - checkout, two librarians would not be necessary at all times. This would allow the Library to offer extended hours without adding employee hours. Additionally, librarians would need less training with the use of an electronic checkout system. (EXAMPLE OF ISSUES, POLICIES, AND STRATEGIES) Municipal Airport: Issue -1: Land around the Airport needs to be zoned to complement airport operation — compatible land uses. Policy -1: Discourage non - compatible land uses around the Airport such as medium to high density housing, places of public and private assembly, and retail commerce unrelated to airport operations. Strategies: 1. Review the zoning for and around the Airport for compatibility and promotion of Airport uses, and change such zoning through established statutory requirements as necessary. 2. Review land subdivisions proposed in the Airport area for compatibility with Airport land uses. 3. Do not extend municipal services such as water and sewer service to uses not compatible with planned or existing Airport land uses. Issue -2: There has been no comprehensive approach to development of a business or business - development park environment at the Airport. Policy -1: Keep in mind the potential for business and industrial development at the Airport that can utilize Airport- related services and facilities. Strategies: 1. Support the funding of Airport industrial and business planning via planning grants and aid from the Beartooth RC &D, the State Department of Commerce, and the Big Sky Economic Development Authority. 2. Provide municipal water and sewer services to the Airport area in compliance with City standards and procedures. 3. Integrate Airport management with the Laurel Development Authority. Maintenance on the parking lot and sidewalks was the highest priority both for the Library Administration and on the priority matrix for the Library. The current parking lot was paved when the Library was first constructed. The parking lot now has numerous potholes and is in general disrepair. The degraded state of the parking lot creates puddles and icy patches in the winter. Additionally, the parking lot was originally not paved to its designed elevation making the curbs higher than normal. The taller curbs sometimes present difficulties to elderly and handicapped patrons. The sidewalks along the building and parking lot are also in need of general maintenance. Gate System The second highest priority for the Library Administration and the priority matrix is a retractable gate system to separate the community room from the main Library. Installing the gate system would allow the community room access to the restrooms but not the main Library. This would allow the community room to be used more frequently and require less supervision over that usage. Carpet & Paint Re- carpeting and painting the Library was the third highest priority. The Library was last carpeted approximately 12 years ago. The carpet is holding up well but will eventually wear out, and the replacement of the carpet should be anticipated and planned for. There will also be a good opportunity to repaint the Library after the old carpet is removed but before the new carpet is installed. This would minimize the clean up required by the paining crew and thus reduce costs. Computer Lab The fourth priority on the priority matrix was creating a computer lab in the community room of the Library. Providing a computer lab would allow the general public to computers for research and the interne. Additionally, adult education or continued education courses could be provided through the Library with the availability of the computer lab. Replace Shelving & Furniture The existing shelving was dismantled, moved from the old Library, and reassembled in the new Library. The shelving does not fit the space well, being too tall or too short, and may not comply with ADA regulations in some cases. The tables and chairs were also moved from the old Library and are outliving their usable life. Replacing the existing shelving and furniture ranked fifth on the priority matrix for the Library. Self - Checkout with Theft Detection The lowest priority was installing a self - checkout system in the Library. Self - checkout allows patrons to check out materials from the Library by simply scanning an identification card. With