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HomeMy WebLinkAbout2011-09-06 Library Commission PacketKENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS SEPTEMBER 6, 2011 7:00 P.M. AGENDA ITEM 1: CALL TO ORDER & ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY -- June 7, 2011 ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5: OLD BUSINESS a. Discussion -- Meeting Room Policy b. Discussion -- Technology Plan ITEM 6: NEW BUSINESS a. Discussion -- Library Hours b. Discussion -- Capital Improvement List ITEM 7: REPORTS a. Director b. City Council Liaison ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION a. October 4, 2011 ITEM 9: COMMISSION COMMENTS /QUESTIONS ITEM 10: PERSONS NOT SCHEDULED TO BE HEARD ITEM 11: INFORMATION a. Friends of the Library Board Meeting Minutes -- July 12, 2011. b. Children's Books News Item dated August 2, 2011. c. PNLA 2011 Conference Report d. Procedures for Study and Conference Rooms ITEM 12: ADJOURNMENT PLEASE CONTACT US IF YOU WILL NOT BE ABLE TO ATTENb THE MEETING: COREY -- 283 -8231 OR, MARY JO -- 283 -4378 Reran 3 KENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS JUNE 7, 2011 7:00 P.M. AGENDA ITEM 1: CALL TO ORDER & ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY -- May 3, 2011 ITEM 4: PERSONS SCHEDULED TO BE HEARD a. Mary White -- Children's Librarian ITEM 5: OLD BUSINESS a. Discussion -- Grand Opening Celebration ITEM 6: NEW BUSINESS ITEM 7: REPORTS a. Director b. City Council Liaison ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION a. July 5, 2011 ITEM 9: COMMISSION COMMENTS /QUESTIONS ITEM 10: PERSONS NOT SCHEDULED TO BE HEARD ITEM 11: INFORMATION a. Kenai City Council Action Agenda Items from May 4 and 18, 2011. b. May 10, 2011 . Friends of the Kenai Community Library Board Meeting Minutes. c. Revised 2011 Goals and Objectives d. 4/23/2011 City of Kenai Comprehensive Strategic Planning Session Findings ITEM 12: ADJOURNMENT ITEM 1: KENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS JUNE 7, 2011 7:00 P.M. CHAIR ROBERT PETERS, PRESIDING MEETING SUMMARY CALL TO ORDER & ROLL CALL Chair Peters called the meeting to order at approx confirmed as follows: Commissioners present: Commissioners absent: Staff /Council Liaison present: A quorum was present. ITEM 2: MOTION: ately 7:00 p.m. Roll was E. Bryson, C. Brenckle, K. Glidden, J. Bookey, R. Peters, K. East K. Evans Library Director M. Joiner, Libr Mayor P. Porter AGENDA APPROVAL Aide M. White, Commissioner Bryson MOVED to approve the agenda as presented and Commissioner Brenckle SECONDED the motion. There were no objections. SO ORDERED. ITEM 3: MOTION: APPROVAL OF MEETING SUMMARY -- May 3, 2011 Commissioner Bryson MOVED to approve the meeting summary of May 3, 2011 and Commissioner Brenckle SECONDED the motion. There were no objections. SO ORDERED. ITEM 4: 4 -a. PERSONS SCHEDULED TO BE HEARD Mary White -- Children's Librarian White gave an overview of the programs she covered including Head Start visits, book clubs and tours. ITEM 5: 5 -a. Library D ITEM 6: OLD BUSINESS Discussion -- Grand Opening Celebration ector Joiner reviewed plans for the celebration scheduled for July 9, 2011. NEW BUSINESS ITEM 7: REPORTS 7 -a. Director -- Joiner noted the following: • Construction was progressing and the Library would close from June 27 through July 9 for moving. • There would be two new staff positions and those positions would be advertised. • The Library would be seeking a new janitorial service. • She would be out of town from July 14 - 22, 2011. 7 -b. City Council Liaison -- Mayor Porter noted the budget had been passed, the City Clerk was retiring, and the June 8, 2011 Comprehensive Planning meeting for businesses. ITEM 8: 8 -a. MOTION: NEXT MEETING ATTENDANCE NOTIFICATION July 5, 2011 Commissioner Bryson MOVED to request cancelling the July meeting and Commissioner Brenckle SECONDED the motion. There were no objections. SO ORDERED. ITEM 9: COMMISSION COMMENTS /QUESTIONS Peters -- Inquired about the results of the work session on commissions and committees. Mayor Porter noted membership and meeting schedules would not change, but absentee regulations would become stricter. All Commissioners expressed their excitement about the Grand Opening and wished the City good luck at the All- America City competition. ITEM 10: PERSONS NOT SCHEDULED TO BE HEARD -- None ITEM 11: INFORMATION 11 -a. 11 -b. 11 -c. 11 -d. Kenai City Council Action Agenda Items from May 4 and 18, 2011. May 10, 2011 Friends of the Kenai Community Library Board Meeting Minutes. Revised 2011 Goals and Objectives 4/23/2011 City of Kenai Comprehensive Strategic Planning Session Findings ITEM 12: ADJOURNMENT LIBRARY COMMISSION MEETING JUNE 7, 2011 PAGE 2 MOTION: Commissioner East MOVED to adjourn and Commissioner Glidden SECONDED the motion. There were no objections. SO ORDERED. There being no further business before the Co approximately 8:00 p.m. Meeting summary prepared and submitted by: Corene Hall, CMC, Deputy City Clerk miss on, the meeting was adjourned at LIBRARY COMMISSION MEETING JUNE 7, 2011 PAGE 3 Item 5a. Public Use of Library Meeting Rooms In keeping with the Library's mission to offer a welcoming place for community interactions, Kenai Community Library meeting rooms are available for use by community groups for informational, educational or cultural meetings and programs. Public use of meeting rooms is subject to availability and compliance with the teMws of this policy. Public meetings and events held in the Library are not sponsored by the Kenai Community Library, unless agreement to such sponsorship, or co- sponsorship, has been provided in writing by the Library Director or designee prior to scheduling of the meeting room. Publicity for public events in Library facilities must not imply sponsorship by, or` affiliation with, the Library. At no time is it lawful to block access to or from the Kcnai Police Department, Kenai Fire Department or the Kenai City Hall. KCL may impose such other reasonable conditions in addition to those specified herein as deemed necessary. Groups authorized to use library rooms must not discriminate against persons in regard to race, age, color, national origin, gender or challenges and are responsible for meeting ADA requirements. Availability and Use of' Lib rary Meeting Rooms Meeting rooms and other Library facilities can be made available for use by the public only when not being used for Library- sponsored meetings or programs. Although the Library will make every effort to avoid scheduling Library events which conflict with previously scheduled public uses of the meeting room, in the event that such conflicts arise, the Library use will supersede the public use USE DURING LIBRARY HOURS The Library Board encourages the widest use of library meeting rooms by government agencies and nonprofit community groups as long as this use does not interfere with the normal functions of the library and is in compliance with American Library Association (ALA) guidelines regarding access to library facilities: ...meeting areas are made available, on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission to use KCL facilities and /or grounds, whether rented or provided at no charge does not constitute an endorsement or sponsorship of any group, individual, organization or event. (http: //w w w. ala.or, /alai o if/statementspol s /othcrpoli ci es /gui del inesdevelopmentimp lem en tation.cfm) 1 All meetings shall be open to the public and signed accordingly. Rooms may be used for educational, cultural, informational /civic activities and may include public lectures, panel discussions, workshops and other similar functions. Programs involving the sale, advertising, promotion of commercial products or services, or programs sponsored by a business firm, regardless of purpose, are prohibited during library hours of operation. The library meeting rooms may be reserved for after hour use with a fee. No admission fee, registration fee, donation or monetary solicitation may be sought from meeting attendees unless the library co- sponsors the prograi Rooms shall not be used for personal or family purposes. Free Use of Library Meeting Rooms. Library meeting rooms are available for use, free of charge, to groups or individuals meeting all the following criteria: a) The group or organization sponsoring the event must be a 501c3 non - profit group and /or an individual or group that is community based and indisputably not commercial in nature. Units of government and appointed or elected officials may use the meeting rooms free of charge. Determination of whether a group or individual meets these criteria rests with the Library Director or designee. b) The event or meeting for which the room is being used must be educational, cultural, intellectual, charitable and /or community related, and indisputably not commercial in nature. c) Meetings/events/programs must be open to all persons who wish to attend, within the maximum allowed capacity of the space. d) With the exception of Library, sponsored, or co- sponsored events, no fees or donations may be solicited or collected for admission to, or participation in, any such program, meeting or event, nor may any sales be conducted, or any business conducted which is entrepreneurial in nature or intended to realize profit for the sponsoring individual, group, or organization at a later date. Depending on the nature of the event, a cleaning and /or key deposit may be required. EQUIPMENT AND MEDIA List equipment available charge / no charge Internet access and PC use. 2 Rental of Library Meeting Rooms: Individuals or organizations not able to meet the criteria for free use of Library meeting rooms may be eligible to rent Library meeting rooms for a fee, subject to a determination that the proposed use is appropriate to the space, and not disruptive to regular Library functions. Final determination regarding eligibility to rent Library meeting rooms rests with the Library Director or designee. Meeting room rental fees will be charged in accordance with the fee schedule adopted by the Kenai City Council. In addition, a cleaning and/or key deposit may be required. Rental of other Library Facilities: At the discretion of the Library Director, Library spaces other than meeting rooms may be rented by individuals and organizations for special events to be held at hours when the Library is closed. Such requests will be considered by the Library Director on a case -by -case basis, subject to proof of insurance and other conditions appropriate to the intended use Rental fees for such use will be assessed using the Fee Schedule approved by the City Manager and adopted by the Kenai City Council, based on the nature of the proposed use, the amount of space required, numbers of attendees, and actual costs to the Library of providing staffing to open, close, and monitor such rental use In addition, a cleaning deposit or fee may be required. Scheduling and Reserving Library Meeting Rooms for Public Use Kenai Community Library sponsored and co- sponsored progra scheduling. Library meeting rooms may not be reserved use date, except under circumstances which take highest priority in ore than two months in advance of the requested eet the following extended reservation criteria: a) meetings, events or organizations sponsored by the Kenai Community Library and /or affiliated KCL support groups (such as the ;Friends of the Library); or b) a series of no more than 12 regularly recurring meetings per year (for example, 12 monthly meetings; 4 quarterly meetings, or 2 semi - annual meetings); or c) a special series of no more than 3 meetings or programs, the specific nature of which requires that the sponsoring individual /group /organization be able to schedule and advertise dates well in advance of the event (for example, a program series which requires significant advance publicity, and /or significant lead time for scheduling and /or contracting with a presenter /performer). To insure or promote the accessibility of Library meeting rooms to a wide variety of community groups, the Library reserves the right to limit repeat or extended reservation meeting room use by any single organization. Determination of such limitation will be at the discretion of the Library Director or designee. 3 All reservations will be made on a first -come, first -served basis. Meeting room agreements must be fully executed and rental fees, if applicable, fully paid, before a reservation is considered confirmed. Reservations must be requested by the individual, group, or organization at the appropriate time. The Library will not automatically schedule, reschedule, or carry forward reservations on behalf of meeting room users. The Library is not able to guarantee that a particular time slot will continue to be available to any organization. Groups that have qualified to make extended reservations for up to 12 meetings per year must re- execute rental agreements at least once annually. Extended reservations for the next year will be accepted, for groups which qualify, after November 30th of the current year. Whenever possible, meeting room reservations should be made at least one week in advance of the requested use date. Meeting room agreements must be signed, and fees and deposits, if any, must be paid in full, no later than 3 days in advance of the requested use date. For meeting room events that occur when the Library is closed, key(s) must be picked up during Library hours and returned promptly according to the instructions provided by staff. The Library reserves the right to reschedule confirmed meeting room reservations to accommodate Library- sponsored meetings or program. However, every effort will be made to avoid such conflicts and /or to offer alternative options when they arise. If an individual /organization fails to show for a reserved time slot, after 30 minutes the Library may cancel the reservation and allow another use of the room. If an individual /organization twice fails to utilize a meeting room reservation, without notifying the Library of the cancellation at three days prior to the scheduled use, or if the Rules of Conduct for Meeting Room Use are not observed, the Library may cancel or decline to schedule any future reservations for that individual /organization. Such cancellation will be made at the determination of the Library Director of designee. Rules of Conduct for Meeting Room Use Library meeting room users must agree to abide by the following Rules of Conduct. a) Publicity for meetings and events to be held in the Library must not state or imply that the program is sponsored, co- sponsored, approved, or endorsed by the Kenai Community Library, unless prior permission to do so has been given in writing. b) Meeting room users are responsible for scheduling and confirming reservations according to policy stated above. The Library will not automatically schedule, reschedule, or carry forward reservations on behalf of meeting room users. c) Meetings and programs shall not disrupt the use of the Library. Persons attending are subject to all Library rules and regulations. d) Signs in Library meeting rooms indicate their maximum capacities. Meeting room users are 4 responsible for ensuring that maximum capacities are not exceeded. e) Sponsoring individuals and organizations must obtain in advance any permits that may be required for the scheduled events, from appropriate city, county, or other agencies. The Library may request copies of such permits as verification that the activities to be conducted in the meeting room are permissible. f) Groups of high school age or younger must be supervised by at least one responsible adult. Groups larger than 20 must have sufficient adult supervisors to maintain a ratio of at least one adult per 20 children or teens. g) Light refreshments are permitted in meeting rooms, but alcoholic beverages are not allowed in or on Library property unless prior written authorization has been obtained, from the Library Director. Smoking is never allowed in Library facilities or within 20 feet of any entrance or air intake. h) Individuals and organizations using Library facilities are responsible for room set -up and take down. Furnishings and equipment must be replaced in the locations in which they were found, or placed according to specific instructions provided by staff" i) Meeting rooms and other Library spaces must be left in their, original condition, neat, clean, and undamaged. Excessive amounts of garbage (beyond the capacity of trash receptacles provided in the meeting room) must be removed by the room user. Users must pay the cost to clean or repair any Library equipment, furniture, facility, or grounds they damage. j) The Library is not responsible for raterials or equipment brought to or left in the facility or on the grounds by users. The Library is not able to provide storage space for materials or equipment between meetings. k) The Library is not responsible for connecting or troubleshooting computers, electronic, or communication equipment brought to the Library by room users. The Library cannot guarantee that equipment provided in the meeting room, or available for checkout and use in the meeting room, will be compatible with equipment owned or provided by room users. 1) Upon departure, meeting rooms must be secured and keys returned according to the instructions provided by Library staff. In the event that a room user loses a key, such loss must be reported to the Library immediately. If re- keying is required due to loss of a meeting room key, users may be required to pay the cost of re- keying. m) Sponsoring individuals and organizations agree to and shall indemnify, defend and hold harmless the Kenai Community Library and its appointed officials, boards, committees, agents and employees (collectively, the "Library ") against all suits, actions, demands, damages, and expenses of any nature which may be brought or made against the Library or which the Library may pay, sustain, or incur by reason of the use of Library facilities by sponsoring individuals or organizations. 5 n) Authorization to use Library facilities may be revoked by the Library Director or designee upon violation of any policy, rule or procedure. Persons or organizations refused Library use for meetings shall be informed of the right to appeal in writing to the Kenai Library Commission. o) In the event a suit, action, arbitration or other proceeding of any nature whatsoever, including without limitation any proceeding under the U. S. Bankruptcy Code, is instituted, or the services of an attorney are retained, to interpret or enforce any provision of this Policy or with respect to any dispute relating to this Policy, the prevailing party shall be entitled to recover from the losing party its attorneys', paralegals', accountants', and other experts' fees and all other fees, costs, and expenses actually incun•ed and reasonably necessary in connection therewith. In the event of suit action, arbitration, or other proceeding, the amount thereof shall be determined by the judge or arbitrator, shall include fees and expenses incurred on any appeal of review, and shall be in addition to all other amounts provided by law. p) Except for Friends of the Library events, events that have as their primary the sale or marketing of goods or services are prohibited. Ancillary selling or marketing -such as selling recordings at the end of a concert, or books at the end of a reading- is permitted. The Library reserves the right to limit selling or marketing activities. q) Political campaigning on library property will not be allowed, though rooms may be used for general political purposes including information sharing, organizational meetings, or community forums. r) Posting of signs or any attachment to walls is prohibited. All promotional materials to be posted must be approved by the Director. The library will make arrangements for after hours security /library staff, the additional cost must be paid by the user. Groups who use the library rooms may serve light refreshments. The library will consider requests to allow alcohol only for events when the library is closed to the general public. Cash bars, the sale of drink tickets, and self - service bars are strictly prohibited. The library does not permit BYOB (bring your own beverage) functions. A group that wants to provide alcoholic beverages at an event must select from a list of bartender service providers approved by the library. Alcohol service /consumption must be in compliance with State and Federal Laws...(Krista insert pertinent information here)... 6 'village with a Past, Ci y with a Future 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 MEMO: TO: Mary Jo Joiner, Library Director CC: Rick Koch, City Manager FROM: Krista S. Stearns, City Attorney DATE: December 28, 2010 SUBJECT: Draft Meeting Room Use Policy tillll 1992 This follows up on our meeting regarding the draft reservation and use policy for the new rooms constructed through the library expansion. The policy considered by the Library Commission is a working draft. And, it applies only to the larger, multi - purpose rooms in the new wing of the Library. It does not attempt to address any use issues for group study rooms. I have reviewed the policy and have some questions. After our conversation, my expectation is that you want to take these questions back to the Commission for further discussion so that the Commission and Library staff can better define the Library's expectations and concerns. I hope that my questions will provoke thoughtful discussion from the Commission and help the Commission Members better identify its priorities and any pitfalls in the draft policy that might have been overlooked in its advisory capacity to City administration. 1. Does the Commission intend to limit free use only to those groups that have received that status from the IRS and to government entities? Or is the Commission's intent more broad, wanting to provide free use of the rooms by organizations that have a charitable or community purpose, so long as the event is held by an entity that is not - for - profit? Understandably, the City cannot provide universal free use of the meeting rooms due to the cost of administering the rooms. However, my concern is that the wording in the draft policy that limits free use of the meeting rooms only to 501(c)(3) non - profit groups and government organizations may be more limiting and more restrictive than the Commission expects. Examples of such non- 501(c)(3) groups would include the Draft Library Meeting Rooms Policy Page 1 of 4 L:library.mtg.room.policy 122710 Chamber of Commerce (501(c)(6)) or a post of past or present members of the Armed Forces of the United States (501(c)(19)). Likewise, civic leagues or organizations not organized for profit, but operated exclusively for the promotion of social welfare are not a 501(c)(3) organizations. The Commission may want to further consider its goals in providing free use of the rooms. Does it want to provide free use only to those groups that have received 501(c)(3) status from the IRS (which status helps the City assure that the use of the room would be non- commercial or charitable)? Or, does the Commission think that the City should provide free use of the rooms to any organization, whether or not it has received 501(c)(3) status, so long as the group is charitable and the use meets other criteria such as educational uses? Or, perhaps, the free use to organizations other than 501(c)(3) organizations may depend upon the type of use and event, or upon Library sponsorship only? 2. Could the Commission provide some examples of names of groups and types of functions that it sees would qualify for its intended free use of the meeting rooms? This exercise might help the Commission better identify its concerns and intent in light of my discussion above. It may also help me as I edit the document to determine if more explanation should be provided to describe certain permissible uses of the rooms, whether or not for a fee. For example, it's unclear if an "informational /civic" activity would differ from an "educational" activity? Or what might the Commission view as a purely "personal" use? Would a home - school group meeting with their children in a meeting room to provide a group play period be purely personal? Would that be an educational use? In creating a list, the Commission might think about the difference between the type of use that a user will make of the room versus the status of the group (and whether they are religious, or can use the room for free, etcetera). The Commission might create a list of examples of "OK" and "not OK" uses. It could create a different list of groups that could use the rooms for free. This could help me in my drafting to describe different groups and uses which concepts are tossed together in this draft. Of course, some restrictions may not be legally permissible; but, a little free thinking of the Commission can be tamed through legal review. There is always a tension in any policy of getting too detailed and too descriptive, and leaving some room for interpretation and flexibility for unforeseen scenarios. I know from our conversation that the Commission Members have already faced that tricky balancing exercise in many ways as it arrived at this present draft policy. I am not suggesting that strict definitions are necessary or even desirable, but sometimes, descriptions can be helpful. Draft Library Meeting Rooms Policy Page 2 of 4 L:library.mtg.room.policy 122710 3. The policy states that elected officials may use the meeting rooms free of charge. Is this limited to use by elected officials for official purposes? Or, could an elected official reserve the room free of charge to hold a ski waxing clinic for his or her junior nordic ski team or for his or her private business professional organization (e.g., a bar association, union group, or professional club)? 4. Is the prohibition on donations or fees for attending too restrictive? I was curious to get more information from the Commission about its thoughts on the prohibition on of admission fees, registration fees, donations, or monetary solicitation begin sought from meeting attendees unless the City co- sponsors the program. As worded, this could prohibit the use of the rooms for certain athletic events, such as bib pick -up or registration for a race or walk event (like the MS walk). In those cases, persons may not be charged to go to the room for bib pickup, for example, but their participation in the event may involve registration fees and /or solicitation. It might prevent an organization from holding a thank -you party for volunteers and participants involved in a prior fund - raising event. This could prevent a materials fee for a fly -tying or bead workshop. Is this result intended? Is the intention simply to assure that admission to the room is not conditioned upon payment at the door? 5. What are the Commission's considerations regarding the consumption of alcohol in the rooms? This may have already been decided, but I wanted to make sure I had a clear understanding. My sense is that the Library staffs preference is not to allow the use of alcohol at present. This makes particular sense if the meeting rooms will be available for use only during regular business hours. These are hours where families and children are often on the premises and that use of alcohol may be impractical to monitor effectively. Also, the City Code has certain restrictions of consumption of alcohol on City property. If alcohol is allowed, I would suggest requiring any group to provide a certificate of insurance, a party plan (designated drivers, TAMS cards, etc....), and, perhaps, waivers and releases. Or, has the Commission considered limiting any alcohol use to events sponsored by the City? Are there definite things the Commission would like to see, or not see, if alcohol is permitted? For instance, regardless of the status of the group and if the group would otherwise be permitted to use the rooms for free, would the Commission recommend the assessment of an additional fee for the right to use alcohol at an event? Next, I wanted to give the Commission Members a heads up that I recommend that the final policy be re- formatted substantially. After I receive additional direction and input from the Library Commission and Library staff, I expect to edit the document to better Draft Library Meeting Rooms Policy Page 3 of 4 L: library.mtg.room.po [icy 122710 organize the information and reduce repetition. For example, the draft includes multiple references to a cleaning and /or key deposit and several references about how to handle publicity for meetings. There are some terms toward the end of the policy that are more contractual rather than a policy. I envision that some of those terms would instead be included in an application for use signed by the organization, although this is probably an evolving concept. Simply setting out the terns in the policy would not bind the organization without something demonstrating their agreement. This is especially true with indemnification and hold harmless agreements. Finally, please understand that these types of changes are an entirely normal part of the editing process; but, when a new draft looks very different from the prior draft, it can be jarring to those who first worked on the document. Sometimes a little "heads up" reduces that sense. Draft Library Meeting Rooms Policy Page 4 of 4 L:I ibrary.mtg.room.policy 122710 'MEETING ROOMS An interpretation of the LIBRARY BILL OF RIGHTS Many libraries provide meeting rooms for individuals and groups as part ofa program of service. Article VI of the Library Bill 07Rights states that such facilities should be made available to the public served by the given library "on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use." Libraries maintaining meeting room .facilities should develop and publish policy statements governing use. These statements can properly de.fine time, plaee, or man.n.er of use; sucfl. qualifications should not pertain to the content of a meeting or to the beliefs or affiliation.s of the sponsors. These statements should be made available in any commonly used language within the ro/azouoityucrvcd. If meeting rooms in libraries suppoited by public funds are made available to the general public for000'lihrary spnsnoedcvm(s.thnlibrary not exclude any group based on the su6td rnatter to be di.scussed or hased .m. the ideas that the group advocates. For example, if a i.ihra.ry allows charities and sports clubs to discuss their activities in library meeting rooms, then the library should not exclude partisan political or religious groups from discussing their actives in the same facilities. If a library opens its meeting rooms to a wide, variety of civic organizations, then the library may not deny access to a religious organization. Libraries may wish to post permanent notice near the meeting room stating that the library does not advocate or endorse the viewpoints of nieeting or meeting rooin users. Written inclusive rather Lbuuexclusive terms. For ex l,upalicy�duo1!belihrm/y`staoilidesuznoymo`'0auzgaojza�ouowogagcdiu od�/uuduoul,cultural, xotulieotuu|oz charitable actives" ioun inclusive statement of the limited uses k/ which the facilities may beput. This defined limitation would permit religious groups to uoodztbuci|ihtobecoo*utbeyeugu&e in intel.leetuai activities. but would exelu.de most commercial uses of the facility. A publicly supported library may limit use of its meeting rooms to strictly "librarprelated" activities, provided that the limitation is clearly circumscribed and is viewpoint neutral. Written policies may include limitations oo frequency you*,vodwhct6erozuotooectiuQubeld in library meeting rooms must be open to the public. state and local laws permit private as well as public sessions of meetings in library, libraries may choose to offer both options. The same standard should bx applicable toall. If meetings are open to the public, libraries should inciude in their meeting room policy statement a section that addresses admission fees, If admission fees are permitted, libraries shall seek to make it possible that these fees do not limit access to individuals who may be unable to pay. but who wtsh to attend the meeting. Artiele V of the IJibrarv Bill Yf Rights states that `^u person's right to use a library should not be denied or abridged because of origin, age, buukgrooud,nrviovvs." iuiucnooiw1eo|pvitb/\rdcieVtoreotcictiodiz*cOyunoeos to library meeting rooms based on an individual's or group's ability to pay for that access. Adopted July 2, 1991, by the ALA Council. [ISBN 8389-7550-XJ Technology Plan for Kenai Community Library, Program Years 2011 -2014 Technology Plan for Kenai Community Library Kenai, Alaska July 2011 — June 2014 Mission Statement for the Kenai Community Library: atm Sb. The mission of the Kenai Community Library is to provide a comfortable and friendly environment in which the public may: a. Have a reasonable expectation that they will leave the building with what they came for; b. Relax and read current materials; c. Receive knowledgeable assistance and answers to questions; d. Pursue opportunities for lifelong learning; e. Find professionally selected materials in all formats for personal enjoyment; fi Enjoy programs or performances; g. Have access to technological resources. In support of this mission, the library provides individualized assistance, community outreach, professional expertise, and current technologies for, equal access to facilities, quality services, and materials in a variety of formats. Current technology status: Kenai Community Library has just completed a construction project. As this is being written we offer the public 14 public access computers and the ability to check -out and use 15 laptop computers on our wireless network. There are two black and white networked printers (one serves all public computers); one laptop for staff use, 4 receipt printer, one multifunction color laser network printer /scanner /copier for staff use and one color laser printer for staff use Additional equipment includes a marquee display, 5 mp3 players for circulation, a fax machine for staff use and 4 kill -o -meter units for public checkout. The Lions Club has made available equipment that allows those with low vision to read items. All computers have the USB ports enabled for patrons to use their memory sticks or cameras. All computers have Internet access via DSL and the local area network (although 2 children's computer and 2 workstation computers do not offer that service in public access mode). The Ethernet local area network consists of DSL modem and router, and 1 switch. The Library offers a wireless Internet connection with one access point that covers the entire building. The Library has 3 servers — including a domain server which maintains staff backups, a content/web site server that handles updates for security and operating systems and a Symphony server for the Integrated Library System from SirsiDynix. Symphony, the Library's online catalog is available to patrons via the Internet where they can search for or renew library materials as well as update their records or contact the library. Technology Plan for Kenai Community Library, Program Years 2011 -2014 Technology Goals and Objectives 2011 -2012 Goal 141: To explore funding to purchase components that will enhance the use of the automated library systems for both users and staff. Objective: Enhance the user experience in using the online catalog and circulation system. Activity: Install self- checkout stations. Activity: Purchase a SIP2 license so that users may more easily and reliably access our ListenAlaska Plus collection of downloadable material. Activity: Explore options for a virtual network. Goal #2: To promote new services and enable the public to use the Internet effectively Objective: Offer resources to patrons for Internet search and site evaluation strategies. Activity: Identify effective online tutorials, recruit knowledgeable volunteer trainers in the community. Activity: Design online tutorials for computer construction, including YouTube video. Activity Continue to aid and instruct citizens in the use of online application materials for example Alaska pfd and IRS forms. Activity: Install hardware that is associated with the OWL project. Activity: Engage staff in more technology training. Activity: Explore the possibility of lending eBooks. 2012- 2014 Goal #1: To provide Internet access commensurate with the needs of our community Objective: Offer library patrons convenient access to high speed Internet access. Activity Evaluate patron usage of Internet and upgrade Internet public access workstation as needed. Activity Fund additional equipment and broader bandwidth if viable within budget projections. Activity Implement videoconferencing capability in conjunction with the OWL project. Goal #2: To encourage competent and responsible public use of the Internet Objective: Offer patrons strategies for skillful searching and evaluation of Internet resources through free community training. Activity: Identify effective online tutorials, recruit knowledgeable volunteer trainers in the community, schedule informational and training sessions for staff and public Goal #3: To provide sustainable levels of Internet access for our community Objective: To balance needs for technological and material resources of our library within current and foreseeable levels of funding. Activity: Evaluate data to determine if more computers are needed for public Internet access and if funding additional equipment and lines is viable within budget projections. Investigate alternative technologies that could be more cost effective and determine if new equipment or Technology Plan for Kenai Community Library, Program Years 2011 -2014 modifications would be required including changing to a virtual network. Purchase and install additional Internet public access workstation if funding additional equipment and lines is viable within budget projections. Goal #4: To improve the electronic infrastructure — both hardware and software Objective: To continue to evaluate hardware and software requirements and new products. Activity: Budget for updating hardware and software. Activity: Create a schedule for replacement and updating. Activity: Create a technology disaster plan. Needs Assessment of Telecommunications Services, Hardware, software and Other Services (see attached Budget Inventory Analysis forms) Professional Development Strategy/ Staff Training needs and Plans The Kenai Community Library Director is proficient in Internet searching and is responsible for initial training of library staff and volunteers. All staff will be required to complete' online web tutorials assigned by Director. Additional training may be available through local Internet provider. Director will contact and set up instructional time with additional community trainers (teachers, volunteers and avid hobbyists) as needed. Director will seek any training and support available, including online classes; state library association conferences and other available workshops. Staff and volunteers will share information learned with community members through workshops and free training offered on a regular basis. Sufficient Budget (see attached Budget Inventory Analysis forms) Funds for Internet access services at a basic level (one public, one staff station) are committed from the operating budget annually. Funds for system upgrades, and new equipment, or additional Internet access stations will come from fundraisers and grants as available. The proposed library annual budgets for the years covered in the plan will include funding for the undiscounted amount of services funded by the Schools and Libraries Program of the Universal Service Fund. Plan Evaluation Library will: 1) keep a log of all computer activity to determine; total up hours of use; 2) solicit comments from users via online survey; 3) track number of participants in Internet training sessions; and 4) collect comments on evaluation forms; 5). tally number of patron III requests and number of reference questions answered by Internet. Data will be compared to previous year's statistics. Library Board will re- evaluate the technology plan will each year; including evaluating data to determine if demand for public Internet access has substantially increased. Librarian will investigate alternative technologies that could be more cost effective and determine if new equipment or modifications would required, and if funding additional equipment and lines is viable within budget projections. If level of use warrants, board will seek funds to purchase additional Internet stations. Technology Plan for Kenai Community Library, Program Years 2011 -2014 Internet Use Policy. (see attached) Library Director Date Mail completed plan to: Public Library Technology Plan Certifying Committee Alaska State Library P.O. Box 110571 Juneau, AK 99811 -0571 the of KEN \ALASKA "Vi lave with a Past, 210 Fidelgo Avenue, Kenai, miasKa 99611 -7794 Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 GQ. MEMO: TO: Library Commission FROM: Mary Jo Joiner DATE: 24 August 2011 SUBJECT: Library hours The library staff has been discussing scheduling, which has been difficult this summer due to staff changes and staff on annualleave. In the course of the discussion, we found ourselves talking about our hours of operation and how to more efficiently schedule the staff to cover all shifts. That brought us to talking about the hours we are open and how busy we are at various times. The general conclusion, which is borne out by data collected over six months, is that the library is underutilized in the evenings and much more popular in the mornings and daytime. Fridays, Saturdays and Sundays have less traffic in general than do Monday — Thursday for the same hours that we are open. We would like to discuss the possibility of changing our hours to: Monday — Thursday 9 am — 7 pin Friday 9am — 6 pm Saturday 9 am — 5 pm Sundays (Labor Day to Memorial Day) 1 pm — 4 pm These hours represent an increase in overall hours that we would be open to the public. We would be better able to cover shifts with the staff that we have. We generally see more people anxiously waiting for us to open than we see in that last hour that we are open. Sundays are simply not that busy, even during the winter. FRIENDS OF KENAI COMMUNITY LIBRARY TUESDAY, JULY 12, 2011 MINUTES nem tk. Present: Nedra Evenson, Paul Turner Ph.D., Sal Mattero, Barb Christian, Brendyn Shiflea, and M.J. Loveland Absent: Sandy Lewis, Anita Necessary, and Carrie Couey Librarian: Mary Jo Joiner Call to Order: Sal called the meeting to order at 5:50 PM. Minutes: Paul moved approval of the minutes, and this was seconded by M. J. The motion passed unanimously. Approval of the Agenda: M.J. moved approval of the agenda, and Nedra seconded the motion. The motion carried with no objections. Treasurers' Report: Brendyn indicated we gave $40,000 check to the City of Kenai that was to go for furnishings and furniture. The FNBA checking is $22,161.03, savings building fund $862.37, and the gaming account $2,196.35. Librarian's Report: Mary Jo described the grand opening of the Library on Saturday. Seven alphabet letters were sold. The delivery of all the library furniture has been delayed in part. Two new part time employees have started work. Old Business: Tax Filing — We received an extension for our taxes, and the taxes were filed. Book Sale — M.J. reported the income from the book sale was $5,858.15, and some memberships were sold. About 13,000 books were sold, and about that many were passed to the book seller. Kari and Vicki have retired from leading the book sale, and a thank you note will be written to each of them. Barb and Sandy will take on sorting the books this next year. A chairperson is needed for next year's book sale. Kari and Vicki have put a manual together for the book sale, and M.J. will polish it. M.J. will continue to help with the book sale in concert with her work schedule on the Slope. Thank you ad — Sandy has put together the thank you advertisement. The Clarion donation wi cover the cost of the advertisement. Alphabet Letters and Fireplace Tiles — A few more letters sold on the Grand Opening. The price has been raised to $125. Sal and Mary Jo discussed means of advertising these. Paul moved the Friends continue to sell the Letters and Tiles, and Nedra seconded the motion. It passed unanimously. Minutes of the Friends July 12, 2011 Page 2 October Raffle — October 28 and 29 are the dates for the dinner and raffle. The contract with the Kenai Senior Citizens Center was signed. Kenai Catering will do the food. Tickets have been ordered and will be distributed in the near future. Musicians have been scheduled for Saturday the 29`x'. Snug Harbor will provide the halibut, and Conoco Phillips is providing the meat. The Back Door will provide the bar service. New Business: Approval of Wave Wallpaper — The cost of installation has been approved by email vote by the Friends. There were no objections. New Membership Stamp — Barb requested a return address stamp for the Friends. She will order one. Adjournment: The meeting was adjourned at 6:30 PM, and the next meeting is August 9 at 5:45 at the Library. Note: A copy of these minutes has been emailed to the Library Commission and Ryan Marquis. Respectfully Submitted, Paul E. Turner, Ph.D. Secretary Close Window Children's Books Finally Receive Exemption from CPSIA Testing Requirements On Monday, three years after the August 2008 enactment of the Consumer Product Safety Improvement Act, publishers of ink -on -paper books and other printed materials suddenly received news they'd been hoping for from the outset. Both the House and Senate passed an amendment to CPSIA that exempts "ordinary" children's books, along with a few other classes of products (e.g., all - terrain vehicles and motorcycles), from the law's testing provisions. "It's awesome news," said Gary Jones, assistant v -p for environmental, health and safety affairs at the Printing Industries of America. "We still have to comply with the lead limits and the tracking labels, but not the most onerous part, which is the testing and subsequently the certification requirements. While the legislation does not specifically exclude us from certification, if we don't have to test, we should not have to certify." "We knew there was a good deal of work going on behind the scenes in the House Subcommittee on Commerce, Manufacturing and Trade," said Allan Adler, the Association of American Publishers' v -p for legal and government affairs. "But we were surprised at how fast it happened. They were working on revisions [of a previous amendment] that would bring both parties together, but we thought it would be well after the Labor Day break." The publishing and printing industries had long argued that books have never presented a threat of high lead levels and therefore should be exempted from the law's testing provisions. Most books previously had been included under a stay of enforcement on testing, but this bill exempts most books from the requirements entirely. Novelty books, book -plus titles and some others will still need to test for lead. There may also need to be some additional regulatory clarification on what constitutes an "ordinary book," but the bill broadly defines the term as including books printed on paper or board using process inks "and bound and finished using conventional methods." This would include books with spiral bindings and laminates, which had not been covered under the stay of enforcement, according to Adler. The new amendment also removes the requirement for testing products manufactured prior to the enactment of the law, including books produced before 1986, which also were not included under the stay of enforcement. This, along with the exemption for ordinary books, alleviates the concerns of libraries. "It's fantastic," said Jessica McGilvray, the American Library Association's assistant director, office of government relations. "The bill contains everything we needed. Libraries are completely in the clear." Ilb. Through a suspension of rules, the bipartisan bill, H.R. 2715, was introduced and put to a vote in the House in a single day, passing by an unexpectedly large margin of 421 -2. Introduced by Reps. Mary Mack Bono (R- Calif.) and G.K. Butterfield (D- N.C.), it followed the introduction of a previous bill, the Enhancing CPSC Authority and Discretion Act(ECADA) of 2011 earlier this year. The latter did not address publishers' concerns directly, however, although it was considered beneficial to libraries. The Senate voted on the House bill late Monday. It now goes to President Obama for signature. Due to the bipartisan vote and previous signals that the CPSC would be willing to exclude books, book industry observers agree that the chances of it becoming law seem positive. Publishers of children's books that still need to be tested by third -party labs look forward to the CPSC's publication of the rules for such testing. The requirement currently is under a stay of enforcement until January 1, 2012, to give the CPSC more time to iron out the details. Earlier this week, the CPSC published the phthalate- testing rules; these apply to products with soft plastic components, such as rubber ducks or bath books, which are not allowed to contain more than .1% phthalates (a plastic- softening agent) under the law. The proposed legislation does offer some potential relief for novelty and other publishers who need to test for lead. "It doesn't eliminate third -party testing directly, but it allows the CPSC some flexibility to reduce the burden and cost associated with testing," Jones said. In addition to containing a provision directing the CPSC generally to look at ways to reduce the burden, it also makes a significant change that allows representative sampling, rather than statistically significant random sampling. This would be less complicated and require fewer samples to be tested. Monday's legislation follows a series of CPSC rulings since the law's enactment that have partially addressed publishers' concerns, as well as several proposed bills in Congress, some of which seemed promising, that ultimately disappeared. Click here for our timeline of significant CPSIA milestones over the last three years. TheMIk. Pacific Northwest Library Association Conference MI l Summary Report Pre - conference: Create the Unexpected: Out of the Box Programming to Promote Your Library This workshop focused on programs at the Vancouver Public Library in British Columbia which include one where they put up a boxing ring in the library for a demo on boxing. Pre - conference: Unlock your Reluctant Readers: Why Weird Works A teiiific roundup of titles for children and young adults that are out of the ordinary. Videos that Stick: Creating Community Online A session conducted by a librarian from Boise State University on how to create instructional videos for the library. Lending eReaders: "How, What and Where to from Here" The West Vancouver Public Library is loaning eReaders. This session covered everything from a roundup of devices to circulation rules and training for staff. Navigating Life after 50 in the Library A panel of librarians who participated in an IMLS (Institute of Museum and Library Services) funding grant program called Transforming Life after 50 shared ideas on programming and services for adults over 50. The Past is a Secondary World A librarian and author of young adult historical fiction presented a session on historical fiction and its relationship to fantasy, dystopian literature and other popular young adult reads. Multi Media Marketing with New and Traditional Media The Timberland Regional Library talked about how they marketed their "One Book" program through the use of unconventional advertising channels. Disaster Planning for Your Library The staff of the Butte - Silver Bow Public Library talked about the DPlan and how much it helped when they did have a disastrous flood at the library. IDENTIFICATION: One member of a group must agree to be responsible for the use of the room, and must check in at the front desk. Staff will hold the responsible person's photo ID (or library card if the individual does not have a driver's license or state ID card) while the group is using the room, and will inspect the room for damage and make sure it is locked before return- ing the ID or library card. Personal items other than a photo ID or li- brary card will not be accepted as security. The person signing for this room is responsible for seeing that it is used in accordance with the fol- lowing rules, and for any damage that might be done to the room or its furnishings. ® Capacity is not to exceed 6 persons in the study rooms and 14 in the conference room. ® No food is allowed. Bottled water only. ® Room is to remain unlocked while in use. • Furniture is not to be removed from nor added to the room. ® Noise levels should not be audible outside the room. • No materials may be affixed to walls or other surfaces. • Users must notify the front desk when finished. Rooms must be vacated 15 minutes prior to closing. Violation of any of the above rules is grounds for the entire group's forfeiture of use of the rooms. KENAI COMMUNITY LIBRARY 163 MAIN STREET LOOP KENAI, AK 99611 907 - 283 -4378 HOURS: FAX 907 -283 -2266 MONDAY— THURSDAY FRIDAY— SATURDAY 10 AM -8 PM 10 AM -5 PM OPEN SUNDAYS AFTER LABOR DAY AND UNTIL MEMORIAL DAY. 12 PM– 5 PM KENAI COMMUNITY LIBRARY GROUP STUDY AND CONFERENCE ROOMS GENERAL GUIDELINES: The group study rooms and joint conference are available for use only when the library is open. Rooms are kept locked when not in use. Lights in the rooms must be on while the room is in use, and rules for use of the rooms must be followed. Rules are posted in each room. Maximum capacity of the rooms is no more than 6 individuals in the study rooms and 14 in the conference room and may not be exceeded without permission of library staff. Group Study Rooms are available on a first -come, first -served basis for a two -hour period with an option for another two hours if no other groups need a room. Study groups should ask library staff if they wish to use the rooms for longer than two hours. The Conference Room may be booked in advance for not more than two meetings a month by any one group and may only be booked for the current calendar year. The conference room may be unavailable when it is in use by staff. Vta USE OF GROUP STUDY ROOMS BY INDIVIDUALS: Rooms are intended primar- ily for the use of small groups. Individuals wishing a quiet study should use the individual study nooks. If the study nooks will not meet the needs of the indi- vidual, s /he may use a group study room with the understanding that they may be bumped in favor of a group that needs the room. Individuals taking proctored examinations may also use the rooms. The library's designated proctor will book rooms for this purpose. Pa- trons taking proctored ex- ams are not required to leave ID at the front desk. Proctored exams will nor- mally be conducted in the booth near the circulation desk. Completion of a meeting room application is not re- quired for use of these rooms. GROUP STUDY ROOMS • Capacity is not to exceed 6 persons. • Rooms are available for a two -hour period with an option for another two hours if no other groups need a room. Please contact library staff for addi- tional time. • No food is allowed. Bottled water only. • Room is to remain unlocked while in use. • Furniture is not to be removed from nor added to the room. • Noise levels should not be audible out- side the room. • No sitting or standing on windowsills. • No materials may be affixed to walls or other surfaces. • Users must notify library's front desk when finished. • Individuals may be "bumped" in favor of a group that needs the room. • You are responsible for leaving the room as you found it. • Rooms must be vacated 15 minutes prior to closing. • No sitting or standing on windowsills. Violation of any of the above rules is grounds for the entire group's forfeiture of the use of the room. Thank you for taking care of your library! JOINT CONFERENCE ROOM • Capacity is not to exceed 14 persons. • Rooms are available for a two -hour period with an option for another two hours if no other groups need a room. Please contact library staff for additional time. • No food is allowed. Bottled water only. • Room is to remain unlocked while in use. • Furniture is not to be removed from nor added to the room. • Noise levels should not be audible outside the room. • No materials may be affixed to walls or oche- surfaces. • Users must notify library's front desk when finished. • The conference room is not available for indi- vidual use and is generally only available for groups greater than 6 persons who cannot be accommodated in the study rooms. • You are responsible for leaving the room as you found it. • Commercial use of the room is not allowed. • Use of the room can be booked in advance during the calendar year for not more than two meetings a month by any group. • Advance notice must be given for use of the flat panel display. • The conference room must be vacated 15 min- utes prior to closing. Violation of any of the above rules is grounds for the entire group's forfeiture of the use of the room. Thank you for taking care of your library!