LIBRARY BOARD

Members and Meeting Minutes

Members

DISTRICT 1   Pepper Pehrson
801-281-8890   Email

DISTRICT 2   Drew Pearson
801-243-1095   Email

DISTRICT 3   Bobbi Henry
801-916-0534   Email

DISTRICT 4   Brent Gardner
801-381-7407   Email

DISTRICT 5  Vicki Matsumori
801-261-2883   Email

AT LARGE   Traci Black
801-243-6251   Email

AT LARGE    Nick Skene
801-652-7256   Email

DISTRICT MAP

Board of Trustees Regular Session Wednesday, February 21, 2018

Present: Traci Black, Brent Gardner, Drew Pearson, Pepper Pehrson, Nick Skene

Excused: Bobbi Henry, Vicki Matsumori

Others: Kim Fong; Library Director, Traci Sutherland; Library Staff

  1. Call to Order:   President Black called the meeting to order at 6:30 p.m.
  1. Approval of Minutes

2.1 January 2018

The minutes of the January 2018 meeting were approved as written on a motion made by Pepper Pehrson, seconded by Drew Pearson.  Voting was unanimous in favor.

  1. Public Comment

None

  1. Financial Report

Currently, there is money that has been moved from the reserves into the Building account.  These funds are for use, if needed, to repair the heating units.  If the funds are not used, the money will go back into the reserves.

Director Fong noted that a large amount of money was recently spent in the Children’s accounts.  She told Board members that the staff member responsible for purchasing children’s items had retired in October, so there is a new staff member over purchasing.  There was also money moved into a children’s programming account to pay for a 5 year film license.  This license ensures that the Library can continue to show movies at our family movie events.

The financial reports were received and filed on a motion made by Drew Pearson, seconded by Brent Gardner.  Voting was unanimous in favor.

  1. Board Reports

President Black reported on the recent Friends of the Library meeting she had attended.  There are new officers on the Friends Board.  The president, Mildred Horton, has finished her term, and Debbie Baldridge will now serve as President.  Former Board member, Lois Holt, will serve as the new Vice-President.

President Black told Board members that the Friends had decided to extend Friends membership benefits to all Library volunteers.  The Library is also still looking for volunteers to help with the Kid’s Café after school program.

  1. Director’s Report

Director Fong presented an update on the budget for the 2018-19 financial year.  The Library’s budget request was submitted to Mayor Camp for his review on February 13.

After the review, Director Fong will meet with him to discuss the budget sometime in March.  Director Fong reported that she has also updated the City Council on the budget request.  The Mayor spoke of the services offered by the Library and the need for increased funding in his State of the City address in February.  He also congratulated the Library on the Star Rating received from Library Journal.

Director Fong discussed some new programs offered by the Library or in discussion to be offered soon.

-Rosetta Stone: The Library is offering the Rosetta Stone language program online for no cost to patrons beginning March 1.

-Homebound Service: Homebound Patrons can have books selected by a staff member and mailed to them. Return postage is included with the books.

-Self-Directed Training: Staff members can now use 2 hours monthly during their shift for self-directed training on the topic of their choice (though it must be related to their job at the Library).

-Storytime Kits: The Library is going to offer storytime kits to daycare providers.  Each kit will contain several books on a theme and links to Storytube videos, rhymes and songs.

-Curbside delivery service: Director Fong is currently talking to Boise Library about their curbside delivery service to see if it is a program that could be implemented here.

-Heritage Center: Staff members are considering having a book drop-off/pick up location at the Heritage Center.

  1. Old Business

7.1 Budget Process

Previously discussed in conjunction with Director’s Report.

  1. New Business

8.1 AV Circulation Limits

Currently, patrons can check out a maximum of 10 AV items (DVDs, Books on CD, music CDs) per card.  Director Fong proposed that the limit be increased to 20 items per card.  Board members asked about the costs that may be associated with the increase.

Brent Gardner made a motion that the AV circulation limit be increased to 20 items per card, seconded by Pepper Pehrson.  Voting was unanimous in favor.

  1. Adjournment

President Black said she would accept a motion to adjourn.  Pepper Pehrson made a motion to adjourn, seconded by Brent Gardner.  Voting was unanimous in favor, and the meeting was adjourned at 7:25 p.m.

Board of Trustees Regular Session Wednesday, March 21, 2018

Present: Traci Black, Brent Gardner, Bobbi Henry, Vicki Matsumori, Drew Pearson, Pepper Pehrson, Nick Skene

Excused:

Others: Kim Fong, Library Director; Traci Sutherland, Library Staff

1. Call to Order: President Black called the meeting to order at 6:30 p.m.

2. Approval of Minutes
2.1 February 2018
The minutes of the February 2018 meeting were approved as written on a motion made by Brent Gardner, seconded by Pepper Pehrson. Voting was unanimous in favor.

3. Public Comment
None

4. Financial Report
The financial year is 66% lapsed. Spending is on track. The biggest expense to the Library recently was the purchase of the Rosetta Stone language program. It was an expense that was budgeted and planned for, not unexpected.

Pepper Pehrson made a motion to receive and file the financial report, seconded by Vicki Matsumori. Voting was unanimous in favor.

5. Board Reports
Director Fong reported on the new Rosetta Stone language program. It has been available to patrons for about three weeks, and there are 50 people registered so far.

Traci Black reported on the Teen Lock-In party. The event was a Glow in the Dark theme. Staff usually plan on 40-60 teens attending the events. There were 145 kids at this event, many more than they had been planning for. President Black commended the staff and the teen advisory board on their quick thinking to accommodate that many attendees. Staff members are discussing how to best prepare for a crowd that large at the next event.

6. Director’s Report
Director Fong discussed with Board members the Murray City Employee Compensation Report. Murray City commissioned an outside company to come in and compare all of the full-time positions in the City to similar positions in other cities and municipalities similar in size to Murray. This review found that there are many positions in Murray City that are compensated less than similar positions in other cities. The Mayor would like to bring City positions more into line with the other cities in the report. It will cost the Library approximately $50,000 to adjust pay ranges. Some employees will see a 20-28% increase over the next year, although the increases will take place over a series of steps, rather than all at once.
The City Council will discuss and most likely vote on this action at the May meeting.

7. Old Business
7.1 Budget Process Update
The City Finance Director has expressed some concern about the state of the Library’s reserve funds. It was suggested that the Library ask for one large tax increase (as previously discussed) and then consider a 5% increase yearly after that to keep up with inflation. This is not something that needs to be voted on today, just a discussion item.
The Board discussed the budget process. Mayor Camp will be giving the City Council his budget address at the April meeting. The Council will have their final vote on the budget in May, and the new financial year will begin in July. The Truth in Taxation hearing concerning the tax increase will be held in August.

8. New Business
None

9. Adjournment
President Black said she would accept a motion to adjourn. Pepper Pehrson so moved, seconded by Vicki Matsumori. Voting was unanimous in favor, and the meeting was adjourned at 7:30 p.m

LIBRARY POLICIES

Call 801 264.2585 for clarifications

Code of Conduct

Patrons shall be engaged in activities associated with the use of a public library while in the building.

Patrons not engaged in reading, studying, using Library materials/the computers/wireless system or attending events may be asked to leave the building.
The following behavior is not permitted:

Any illegal activity.

Soliciting.

Blocking access to entrances and exits, inside or outside the library.

Use of wheeled devices, except for wheelchairs, walkers, medically necessary scooters and strollers inside or outside the library.

Loud talking, other noises or actions that distract and interrupt other patrons or staff.

Using audible devices without headphones or with headphones set at a volume that disturbs others.

Using communication devices in a manner that disturbs others.

Running, pushing, shoving, physical threats, horseplay or other acts of violence.

Misuse or abuse of furniture, equipment, materials or other library property.

Littering inside or outside the library.

Failure to follow library policies regarding public access to the Internet.

The library is a smoke-free and drug-free environment; smoking, tobacco products, e-cigarettes, alcohol and drugs are prohibited.

Patrons shall not be under the influence of alcohol or drugs while in the library.

Only service animals are permitted.

Individuals with a service animal must maintain control of the animal at all times.

Food and drink is allowed in the library if practiced “within reason” as determined by library staff.

Patrons should not leave personal items unattended. The library cannot be responsible for lost or stolen items.

The library reserves the right to respond to any and all conduct not expressly set forth herein, but which is deemed by library staff to interfere with the use of the library by other patrons or library staff.

Patrons will be warned once and required to leave the premises if the unacceptable behavior continues.

Repeat misconduct for minor offenses or the commission of severe offenses (even if a single isolated event) may result in individuals being immediately trespassed from the library for a specified period of time determined by library staff, or in extremely severe and extraordinary circumstances, permanently.

Trespass procedures are outlined below.

Adopted by the Murray Library Board of Trustees – June 21, 2006; Revised June, 15, 2017.

Internet and Computer Use

Services

The Library provides computers, network access, wireless access and software applications to help fulfill this mission. The Library maintains an Internet web site for remote access to library resources.

Access

The Library upholds and affirms the right of each individual adult to access to constitutionally protected material. The Library abides by all local, State, and Federal laws or regulations concerning Internet access by adults and minors. The Library uses an Internet technology protection measure that strives to protect against access to visual depictions that are of child pornography, that are harmful to minors, or are obscene. The Library may impose time limits to facilitate equitable access to computers.

Terms & Conditions

The Library is not responsible for any damages to personal property or for information obtained on the Internet. The Library Director, or a designee, may also determine other reasonable restrictions in specific cases which may not be addressed by this policy, until the Library Board of Trustees has had the opportunity to review the need for such restrictions. This policy was adopted by the Murray Library Board of Trustees at their regular meeting of June 16, 2004, amended on October 18, 2006, and reviewed and approved on May 23, 2007 and June 23, 2010, and amended and approved on May 15, 2013. This policy is effective July 1, 2004 and will be reviewed at least every three years. Parental permission policy for minors is effective January 1, 2007. This policy will be posted in a conspicuous place within the library and will be published on the library web site.

Definitions

“Adult” is an individual 18 years of age or older.

“Minor” is an individual younger than 18 years of age.

“Technology Protection Measure” is a technology that blocks or filters Internet access to visual depictions.

“Child Pornography” is defined in Section  76-5b-103

“Harmful to Minors” is defined in Section 76-10-1201

“Obscene” is defined in 20 U.S.C. Sec. 9101

Procedures

Individuals who request access to the Internet may be required to provide proof of age to library staff.

To use the computers, minors must have a parent or guardian’s approval.

The wireless network uses an Internet technology protection measure and is available to all.

The Library Director or a designee may, in accordance with the law, disable a technology protection measure to permit an adult to access constitutionally protected material.

Individuals accessing the Internet must follow all local, State, and Federal laws regarding acceptable behavior.

Visual depiction of sexual material may create an intimidating, hostile, or offensive work environment which is prohibited by the Murray City Anti-Harassment Policy.

To provide assistance and to monitor appropriate use, access is in an area observable by the staff and removed from the Children’s Services area.

Complaints about this policy or its enforcement should be submitted in writing to the Library Director, who will respond within 30 days. The decision of the director may be appealed to the Board of Trustees in writing within 30 days. The Library Board or the Murray City Attorney will respond to the appeal within 30 days.

Reviewed and approved by the Murray Library Board of Trustees – March 16, 2016

Library Cards, Loan Periods, Fines

Goal The intent of this policy is to set rules which provide fair and equal access to books and other library materials. The Library Board of Trustees delegates to the staff the authority to establish procedures and implement technology which supports this goal.

Library Cards Adults eighteen years of age or older with photo identification and proof of current address are eligible. Minors under eighteen years of age must have the approval of their parent/legal guardian in the library at the time card is issued. Adults are responsible for all charges to their account and their children’s account. A valid library card or photo identification which confirms the account must be presented at checkout. The library offers free borrowing privileges to all Utah residents. Visitors from out-of-state may be eligible for a temporary card ($5.00 fee), with which they may have 10 items checked out. This includes a maximum of 3 DVD’s 3 Music CDs, and 3 CD Books. Lost or stolen cards and changes in residence, email address, or telephone number should be reported as soon as possible to ensure prompt and accurate notification.

Checkout Periods

Books, CD Books, and Music Checkout for 28 Days.
20 CD Books and 20 CD Music Discs at a time.

Movies and Tablets Checkout for 7 Days.
20 Movies and 1 Tablet at a time.

Hot Ticket Movies Checkout for 4 Days and Hot Ticket Books Checkout for 14 Days.
1 Hot Ticket Movie and 1 Hot Ticket Book at a time

Fines

Book, CD Book, and Music Overdue Fines are $.15 per day.

Movie and Tablet Overdue Fines are $.50 per day.

Children under 18 years of age may check out DVDs with parent’s/legal guardian’s permission.  Library materials may be renewed twice unless a hold is pending.  “Hot Ticket” items may not be renewed or placed on hold.  Patrons may have 50 items checked out at a time.  New patrons will have a one month probationary period in which they may have 10 items checked out.  The maximum fine is $5.00 per item. Borrowing privileges are suspended when fines exceed ten dollars ($10.00).

While every effort is made to notify patrons of overdue items, patrons are responsible for the return of items, regardless of overdue notification by the library. Patrons who fail to return materials or disregard overdue or billing notices will be referred to a collection agency, at which time a ten dollar ($10.00) recovery cost fee will be assessed.

Other costs may include $1.00 to replace a library card and paying the list price to replace a lost book or movie.

Materials Selection

The library is happy to purchase items for patrons that are popular and/or published within the last 3 years. This includes Books, DVDs, CDs, Audiobooks, eBooks, eAudiobooks and Tablets. You may request a maximum of 20 items per year. A hold will be placed on any item you request. You will be notified if your request is not available or cannot be purchased. We cannot order textbooks or school books.

INTER LIBRARY LOAN REQUESTS

In the event that the library cannot purchase your book, and it is not available through the Salt Lake City Library or the Salt Lake County Library, you may submit a request to borrow it from another library. Patrons will be notified once their book arrives and is available for pickup. Books are held under the patron’s name for pick up at the Service Desk. Books should be returned by their due date to the Murray Library for shipment back to the loaning library. ILL Items may not be renewed.

MATERIALS SELECTION

Goal
The Murray Library selects materials which promote the joy of reading, viewing, and listening. The library collections are designed to give our patrons materials they will enjoy. In selecting materials to reflect the diversity of the needs and interests of our patrons, it should be recognized that some materials may seem inappropriate or insignificant to some readers or viewers while being appropriate or significant to others. The library does not necessarily endorse or agree with the opinions expressed by the materials in the collection. The Library Board of Trustees delegates the authority to make selection decisions to the library staff and adopts a budget which actively promotes a collection that responds to community needs.

Scope
As a popular materials library we make selections based on anticipated and actual demand. The collection is not designed to be all inclusive or comprehensive. Patron interest will be determined by comparative statistical use reports.
Patron requests are given a very high priority in our selection process. The community defines our collection through their requests, suggestions, and use. Requests may be limited by available funds.

Retention
Due to limited capacity, titles must earn space on our shelves or they are removed to make room for newer and/or more popular materials. Materials are retained as long as they have a demonstrated value based on use reports. Materials deleted from our collection are donated to our Friends of the Library for possible sale in their used book sale.

Gifts
The Murray Library welcomes and accepts donations without conditions from the donor. Donated materials may be added to the collection, given to our Friends group for resale, or discarded.

Reconsiderations

The Library has a process established by the Library Board of Trustees to review and respond to a patron’s request to reconsider materials in the collection. REQUEST FOR RECONSIDERATION.

Approved by the Murray Library Board February 15, 2017.

Room Use

The library offers meeting rooms where the community can gather to share information, discuss ideas, and present programs. The library welcomes and invites groups to use the rooms which are available without charge, by reservation regardless of the group’s beliefs or affiliations. Use of library meeting rooms does not constitute endorsement by the Library or its Board of Trustees of the ideas or opinions expressed by the participants or sponsors.

Room Types

Rooms #1 and #2 are available for use by 1 to 6 individuals.

Room #3 is available for use by 2 to 14 individuals.

The Auditorium is available for use by 4 to 135 individuals. Seating capacity is 58.

Requests for Reservations

Access priority is given to use by the Murray Library and the Murray City Corporation.

All meetings must be open to the public unless closed by a public body in accordance with the Utah Open and Public Meetings Act.

The Library reserves the right to cancel or postpone previously scheduled reservations for library or city use with advance prior notice.

Individuals requesting the room must have a valid Murray Library card. This individual is responsible for the appropriate use of the room and must be in attendance.

Individuals requesting the room 3 or the auditorium must be 18 years of age.

If a patron does not show up within 15 minutes of the reservation time, the reservation may be canceled and the room will be made available to other patrons.

Rooms are available Monday through Thursday from 10:15 a.m. until 8:30 p.m. and Friday and Saturday from 10:15 a.m. until 5:30 p.m.

Reservations for the auditorium and room 3 may be requested three months in advance of the scheduled date. Permission may be granted to established Murray civic organizations to annually schedule reservations for the auditorium for monthly meetings for the period of their membership year.

Online reservation requests are encouraged.

Requests may also be made in person or by phone at 801 264-2580.

Online acceptance of terms and conditions is considered a valid agreement.

Terms and Conditions

Damage to Library property as the result of room misuse will be charged to the individual who reserved the room.

Room use cannot interfere with library services. The library reserves the right to enforce fire codes and its code of conduct.

Meetings held for commercial purposes are prohibited, including sales, marketing, or solicitation of names for future sales and business referrals.

Commercial institutions may utilize the rooms for non-profit purposes. No admission fees may be solicited or collected and the sale of products or services is not permitted.

Due to limited parking, Auditorium meeting participants are restricted to the 28 parking spaces along the east side of the lot.

Only commercially prepared food is allowed in the Auditorium. The Salt Lake County Health Department prohibits the serving of home made food or drink.

Nothing can be affixed to library property. Signage is available to indicate the location, time, and a brief description of Auditorium events.

Set up and clean up, including returning furniture to its original location, is the responsibility of the reserving group.

The Library is not responsible for any meeting participant’s property or personal belongings.

All rooms must be vacated no later than 30 minutes before library closing hours.

Activities involving firearms, live ammunition, or hazardous substances are not permitted.

This does not apply to the legal possession of firearms.

Groups are responsible for complying with the Americans with Disabilities Act and for providing requested accommodations.

Failure to follow these terms and conditions may result in loss of room use privileges.

Appeal of staff decisions may be referred to the Library Director first and finally to the Library Board.

Adopted by the Murray Library Board of Trustees May 20, 2015

Trespass Procedure

After Library staff determines that a person has engaged in severe or repeated misconduct and staff has determined that the individual involved should be trespassed from the Library, the following procedures will be followed:

1. Staff will issue, or cause to be issued by police or other apparent authority, a trespass notice to the individual involved, notifying the individual that they are trespassed from the Library and the Library’s property. The notice shall indicate the reasons for the trespass, and the effective time period of trespass. It will also notify the individual of the process for appealing the trespass. The individual’s Library card shall be deactivated for the same length of time as the trespass.

2. The staff member issuing the trespass notice will inform staff on the Staff Page, placing pertinent information on the “Trespassed” spreadsheet.

3. Staff will forward a copy of the trespass notice and a written description of the incident to the Library Director.

4. After consultation with Library staff, if the Library Director (“Director”) agrees with the reasons for the trespass, the Director need take no further action. If, after consultation with staff, the Director deems it appropriate to rescind or modify the terms of the trespass, the Director shall notify in writing the affected individual and Library staff about the decision to modify or rescind the trespass, including the reasons for the modification or rescission.

5. Within ten (10) days from the date of being issued the trespass notice, the affected individual may make a written request for the Director to review the trespass notice. Upon such a request, the Director will review and may reconsider the decision of trespass. If information submitted by the affected individual warrants modification, the Director may shorten or terminate the trespass. The Director shall provide a written determination to the individual within ten (10) days of receiving the request for review. The Director may consult with the City Attorney’s Office before issuing a response to the affected individual. An affected individual must request the Director’s review and determination before proceeding with the appeal process outlined here. (Insert link to Appeal Process)

6. Until such time as the trespass has been reviewed and/or modified by the Director, or reversed or modified on appeal, the affected individual may not use the Library.

TRESPASS APPEAL PROCESS

1. The aggrieved individual must first submit a written request to the Library Director asking for an official review of the trespass. The Library Director’s determination may be appealed as follows:

2. Appeals shall be heard by an independent hearing officer. A list of five (5) hearing officers shall be appointed by the Library Board. For each appeal, the Board shall assign one (1) hearing officer from the list to handle the specific appeal.
a. Hearing officers may not be employees of the City or members of the Library Board. Hearing officers may be removed from and new hearing officers added to the list at any time for any reason by the Library Board, unless that hearing officer is currently in the process of hearing an appeal. There is no set term for service as a hearing officer. Hearing officers shall serve without compensation.
b. The Library Board reserves the right to establish rules for the appointment and assignment of hearing officers as it deems appropriate.

3. In order to appeal the Director’s determination, the aggrieved individual must file a written notice of appeal within ten (10) days after they receive the Director’s determination. The notice of appeal shall be filed with the Director, who shall forward the notice of appeal to the Library Board as soon as practicable, but in no case any later than five (5) business days of receipt.

4. The Library Board shall assign a hearing officer to hear the appeal within fifteen (15) days of receipt of the notice of appeal from the Director.

5. The hearing officer shall schedule and hear an appeal within thirty (30) days after being assigned. The aggrieved individual shall be notified of the hearing at least ten (10) days before the hearing.

6. At the hearing, the aggrieved individual may be represented by counsel, may present testimony and evidence, and may call and examine witnesses and cross-examine witnesses of the other party. The hearing officer shall conduct the hearing as they deem necessary, provided that the hearing officer shall allow each side a fair opportunity to present their arguments. The hearing shall be held at the Library or at Murray City Hall, as determined to be in the best interest of the parties, in the sole discretion of the hearing officer.

7. Within ten (10) days after the hearing, the hearing officer shall issue a written decision stating the reasons therefore, and cause the decision to be sent or delivered to the aggrieved individual and to the Library. The hearing officer shall have the authority to affirm, reverse or to make any modifications to the Director’s decision that the hearing officer deems appropriate under the circumstances.

8. The decision of the hearing officer shall be final.

9. If a trespass is for a period of less than the total time required for the normal appeal process to take place, the aggrieved individual may request an expedited review in the notice of appeal. The above process shall be expedited such that a hearing officer can be assigned, a hearing scheduled and held by the hearing officer, and a decision made as soon as is reasonably practicable under the circumstances.

Adopted by the Murray Library Board of Trustees – June 21, 2006; Revised June, 15, 2017.

Unattended Children

Murray Library welcomes and encourages children to visit the Library, use library resources and services and attend library programs. Staff members are available to help and support children; however, the Library is not able to provide child care or be responsible for unattended children.

Unattended children are children of any age who are apparently unaccompanied by a parent, guardian or responsible caregiver. Children who are unable or unwilling to care for themselves may not be left alone in the Library and must have adequate supervision while in the Library. The Library is not responsible if children leave Library property unattended.
Parents are responsible for the safety, behavior and supervision of children at all times while in the Library and on library property, whether the parent is in the library or not. Children are expected to respect library property and adhere to the Library Code of Conduct. Disruptive children, attended or unattended, may be asked to leave the library after one warning.

Library staff will attempt to contact a parent if an unattended child’s behavior is disruptive, the child is in a potentially harmful situation or the child is left alone at closing time. If parents are not available or are unresponsive, the police will be contacted.

Adopted by the Murray Library Board of Trustees June 17, 2015