Loading...
HomeMy WebLinkAbout2011-11-01 Library Commission PacketKENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS NOVEMBER 1, 2011 7:00 P.M. AGENDA ITEM 1: CALL TO ORDER & ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY -- October 4, 2011 ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5: OLD BUSINESS 5 -a. Discussion -- Meeting Room Policy ITEM 6: NEW BUSINESS ITEM 7: REPORTS 7 -a. Director 7 -b. City Council Liaison ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION 8 -a. December 6, 2011 ITEM 9: COMMISSION COMMENTS /QUESTIONS ITEM 10: PERSONS NOT SCHEDULED TO BE HEARD ITEM 11: INFORMATION 11 -a. Friends of the Library Board Meeting Minutes -- October 11, 2011. ITEM 12: ADJOURNMENT PLEASE CONTACT US IF YOU WILL NOT BE ABLE TO ATTEND THE MEETING: COREY -- 283 -8231 OR, MARY JO -- 283 -4378 Item 3. KENAI LIBRARY COMMISSION KENAI COUNCIL CHAMBERS OCTOBER 4, 2011 7:00 P.M. CHAIR PRO TEMPORE BRYSON, PRESIDING MEETING SUMMARY ITEM 1: CALL TO ORDER & ROLL CALL Chair Pro Tempore Bryson called the meeting to order at approximately 7:01 p.m. Roll was confirmed as follows: Commissioners present: Commissioners absent: Staff /Council Liaison present: E. Bryson, C. Brenckle, K. Evans, K. East K. Glidden, R. Peters (excused) Library Director M. Joiner, Council Member R. Marquis A quorum was present. ITEM 2: AGENDA APPROVAL MOTION: Commissioner Brenckle MOVED to approve the agenda as presented and Commissioner East SECONDED the motion. There were no objections. SO ORDERED. ITEM 3: APPROVAL OF MEETING SUMMARY -- September 6, 2011 MOTION: Commissioner Brenckle MOVED to approve the meeting summary of September 6, 2011 and Commissioner East SECONDED the motion. There were no objections. SO ORDERED. ITEM 4: PERSONS SCHEDULED TO BE HEARD -- None. ITEM 5: OLD BUSINESS 5 -a. Discussion -- Meeting Room Policy Library Director Joiner reviewed her memorandum included in the packet and general discussion occurred. 5 -b. Discussion -- Capital Improvement Project List Joiner reported on the possibility of going to an RFID (Radio Frequency Identification) policy and general discussion occurred. MOTION: Commissioner East MOVED the Commission add RFID to the Capital Improvement List and Commissioner Evans SECONDED the motion. There were no objections. SO ORDERED. ITEM 6: NEW BUSINESS -- None. ITEM 7: REPORTS 7 -a. Director -- Joiner reviewed her monthly report. 7 -b. City Council Liaison -- Council Member Marquis sworn in the new Student Representative and noted the library budget items and janitorial contract were approved at the September 21 Council meeting. ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION 8 -a. November 1, 2011 No commissioners requested an excused absence for the November 1, 2011 meeting. ITEM 9: COMMISSION COMMENTS /QUESTIONS East reported on the good progress being made on the meeting room policy and her excitement about the OWL (Online with Libraries) project. Brenckle complimented Bryson on chairing the meeting. Evans reported her excitement regarding the RFID program. Bryson reported it was nice to be back and her excitement about library ideas. ITEM 10: PERSONS NOT SCHEDULED TO BE HEARD -- None. ITEM 11: INFORMATION 11 -a. 9 -21 -2011 City Council Action Agenda 11 -b. Friends of the Library Board Meeting Minutes -- September 13, 2011. ITEM 12: ADJOURNMENT MOTION: Commissioner Brenckle MOVED to adjourn and Commissioner East SECONDED the LIBRARY COMMISSION MEETING OCTOBER 4, 2011 PAGE 2 motion. There were no objections. SO ORDERED. There being no further business before the Commission, the meeting was adjourned at approximately 8:15 p.m. Meeting summary prepared and submitted by: Corene Hall, CMC, Deputy City Clerk LIBRARY COMMISSION MEETING OCTOBER 4, 2011 PAGE 3 The Library Commission encourages the widest use of library meeting rooms for community interactions 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. (htt.:/ /www.ala.o ala/oif /statements ols /othei olicies /guidelinesdevelopmentimplemen tation.cfm) 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 terns 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. The Kenai Community Library 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 physical challenges and are responsible for meeting ADA requirements. • Free Use of Library Meeting Roo 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 501 c3 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 of the City of Kenai, Kenai Peninsula Borough or the State of Alaska may use the meeting rooms free of charge for official business. 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. 1 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, and partner organizations in the OWL project, 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. Use during Library Flours 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. No admission fee, registration fee, donation or monetary solicitation may be sought from meeting attendees unless the library co- sponsors the program. Rooms shall not be used for personal or family purposes. 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 approved by the City Manager and 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, 2 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. At no time is it lawful to block access to or from the Kenai Police Department, Kenai Fire Department or the Kenai City Hall. 3 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 o to all Library rules and regulations. e Library. Perso s attending are subject d) Signs in Library meeting rooms indicate their maximum capacities. Meeting room users are responsible for ensuring that maximum capacities are not exceeded. e) Sponsoring individuals and organizations must obtain in advance any penults 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. 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 materials 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 communications 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. 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 incurred 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 appealof 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 purpose 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. s) Groups who use the library rooms may serve light refreshments. 2 Scheduling and Reserving Library Meeting Rooms for Public Use Kenai Community Library sponsored and co- sponsored programs take highest priority in scheduling. 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. Library meeting rooms may not be reserved more than two months in advance of the requested use date, except under circumstances which meet 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. 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 programs. 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. FRIENDS OF KENAI COMMUNITY LIBRARY TUESDAY, OCTOBER 11, 2011 MINUTES Item I la® Present: Nedra Evenson, Paul Turner Ph.D., Sal Mattero, Brendyn Shiflea, and M.J. Loveland Carrie Couey Absent: Anita Necessary, and Barb Christian Librarian: Mary Jo Joiner Call to Order: Sal called the meeting to order at 5:45 PM. Minutes: Paul moved approval of the minutes, and this was seconded by M. J. The motion passed unanimously. Approval of the Agenda: Paul moved approval of the agenda, and Nedra seconded the motion. The motion carried with no objections. Treasurers' Report: Brendyn indicated we had $5,200 of income. The gaming permit has been approved, and confirmation is pending. Some books were purchased for the library for $607.27. The checking account is $19,618.06, savings building fund $862.91, and gaming account $7,276.62. Librarian's Report: Hours were changed October 1 from 9 AM to 7 PM Monday through Thursday, 9 AM to 6 PM on Friday, and Sunday is 1 PM to 4 PM. New staff has joined the library. The library will be getting video conferencing equipment for such things as library programs, a book club, AVTEC courses, and other uses. Public use of the video conferencing is pending further study. Furniture continues to arrive. $15,000 of eBooks have been added, and Kindle allows checking out of books on ListenAlaskaPlus. A year ago there were 14 eBooks checked out, and there were 141 for September. Old Business: October Raffle — Carrie reviewed the ticket sales, budget, and dinner schedule. Nedra has talked to Paul Dale and Brenda Stoops for delivery of halibut. Conoco Phillips Kuparuk is providing the meat. Carrie will be placing another ad in the Clarion, Redoubt, and Dispatch. Adjournment: The meeting was adjourned at 6:35 PM, and the next meeting is November 8 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.