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November 2008PIERSON LIBRARY MINUTES OF BOARD OF TRUSTEES’ MEETING November 12, 2008 Present: Robert Dilts, Michele O’Brien, Lisa Perrault, Nora von Stange, Lee Ann Podruch, Kip Roberson. The meeting was called to order at 4:04 p.m. Secretary’s Report Lisa Perrault moved to approve the minutes of the October 8, 2008 Trustees’ meeting and LeeAnn Podruch seconded the motion. The minutes were approved by vote of the Trustees. Treasurer’s Report Lisa Perrault presented Treasurer’s reports for the periods ending September 30, 2008. She reported that the Trustees’ finances are in line with budgetary expectations and that there are no financial concerns at this time. Librarian’s Report/Old Business Kip Roberson gave an update on the professional cleaning project, noting that the carpets are finished and the upholstery and hard wood floors are awaiting completion. It was noted that the job is taking much longer than expected to finish and if a contract is entered with Northland next year, the terms should include a more expeditious timetable. The elevator is still awaiting repair, and it may be another several weeks until it is operational. This item is an expense for the Town. Kip circulated the 2008 Public Library Report for the Library, and reported that the Library will meet the 1986 and 1998 State standards. The Trustees reviewed and discussed the report. Kip will assure that all necessary documents are on file with the Department of Labor. The budget was discussed extensively, and the Trustees voiced support of each of the increases requested. Kip will draft a transmittal letter setting forth the reasons and justifications for the increases, noting statistics on use, economic trends effecting public library use, and reciting the Trustees wholehearted support after careful review of the entire budget. Kip discussed the redrafted privacy policy for the policy manual. He has also redrafted the opt-out form, which provides that materials cannot be picked up on behalf of another person. He also noted that materials cannot be checked out without a Library card and identification. Lisa Perrault made a motion to include the following statement in the Pierson Library Policy, and Michele O’Brien seconded the motion: Vermont’s Act Relating to the Confidentiality of Library Patron Records (22 V.S.A. §§ 171-173) provides that a library’s patron registration records and patron transaction records shall remain confidential unless authorized by other provisions of law. Under the Act, the library’s officers, employees, and volunteers are permitted access to these records for the sole purpose of conducting library business and otherwise shall not disclose these records except with written permission of the patron; to a custodial parent/guardian of a minor 15 years of age or younger; or in response to a judicial order or warrant. To further maintain patron privacy and confidentiality, the library regularly purges and/or shreds information concerning library resource use, material circulation history and patron sign-up logs once they are no longer needed for library administrative purposes. Statistical data regarding patron registration, circulation, and use of library services may be disclosed so long as no personally identifiable information is contained therein. Additionally, the library requires that contracts, licenses, and offsite computer service agreements provide for patron privacy and confidentiality. The Pierson Library realizes, that under certain circumstances, patrons may wish to waive some rights to privacy and confidentiality by allowing a spouse, family member, parent, or other individual to receive information about his/her library account (e.g. holds or ILL notification via telephone). If a patron wishes to allow informational telephone calls about his/her library activity or account information, the library patron must complete the Pierson Library Patron Privacy & Confidentiality Opt-Out Form, which will be kept on file at the Library. The motion was unanimously approved. New Business The Trustees discussed the Patron Request for Reconsideration of Library Material, specifically, the DVD "Pretty Baby." Prior to the meeting, all Trustees reviewed the Patron Request, viewed the DVD, and read reviews and articles about the movie. After extensive discussion, Lee Ann Podruch made the following motion, which was seconded by Michele O’Brien: "After careful consideration of the requirements for reconsideration of the DVD "Pretty Baby," and upon application of the relevant considerations set forth in the Pierson Library Policy and the ALA Freedom to Read (view) Statement, the request to remove the DVD Pretty Baby from the Library collection is denied." The Trustees voted unanimously to pass the motion. Kip Roberson will draft a letter to the patron who made the request for reconsideration to notify the patron of the decision. November is the month that we recognize the contributions of the Library volunteers. Kip will circulate a list of potential gifts for the volunteers. The Library’s Annual Report is due January 1, 2008. Kip Roberson and Nora von Stange will undertake the drafting. The Trustees discussed the various ways that the Library supports the adult book group. The meeting adjourned at 5:30 p.m. Respectfully submitted, Nora von Stange
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