MINUTES
POLICIES AND PERSONNEL COMMITTEE
ELISHA D. SMITH PUBLIC LIBRARY BOARD OF TRUSTEES
March 23, 2023
Called to order at 12:10pm
Present: VanderHeyden, Stojanovic and Witt
Also Present: Director Kopetsky and Business Manager Dreyer
Public Comment/Communication
None
Consent Business
A motion was made by Witt, seconded by Stojanovic to approve the minutes of the Policies and Personnel Committee of August 8, 2022. Motion carried unanimously.
Services and Facilities Policy
SERVICES AND FACILITIES POLICIESY
A. LIBRARY HOURS
B. DIGITAL SERVICES
C. ADULT SERVICES
D. SERVICES FOR TEENS
E. CHILDREN’S SERVICES
F. SERVICES FOR PARENTS
G. SERVICES FOR TEACHERS & DAY CARE PROVIDERS
H. MEETING ROOMS
I. DISPLAYS & NOTICES
J. PARKING
A. LIBRARY HOURS
1. WINTER (Saturday after Labor Day through the Friday before Memorial Day)
8:30 AM – 8:30 PM Monday through Thursday
8:30 AM - 6:00 PM Friday
8:30 AM – 4:30 PM Saturday
1:00 PM – 5:00 PM Sunday
2. SUMMER (Saturday before Memorial Day through the day after Labor Day)
8:30 AM – 8:30 PM -- Monday through Thursday
8:30 AM - 6:00 PM – Friday
9:00 AM – 1:00 PM -- Saturday
CLOSED – Sunday
3. HOLIDAY HOURS
Staff Training* Closed
New Year's Day ** Closed
Easter Closed
Memorial Day Weekend (Sun/Mon) Closed
July 4 ** Closed
Labor Day Weekend (Sun/Mon) Closed
Thanksgiving Closed
Christmas Eve Closed
Christmas Day ** Closed
* Date/times will be announced.
** Library will be closed on the day of legal observance.
Necessary closings or changes in hours due to emergencies or other reasons as authorized by the Library Board of Trustees will be publicized to minimize patron's inconvenience. Library Trustees may authorize additional holiday closings on an ad hoc basis. These hours are subject to change as needed.
B. The library offers these DIGITAL SERVICES. Unless noted, these services are free.
1. Public computers for office applications and internet access.
2. Wireless internet access throughout the library.
3. Blue Jay computers for Menasha Joint School District students and teachers.
4. A library website.
5. Participation in social media websites and services.
6. Participation in Winnefox Area Library Services (WALS) for shared circulation services, a library catalog, online reserves, online renewal, and electronic library notices.
7. Self-service photocopying. There is a charge for this service.
8. FAX service, both sending and receiving. There is a charge for this service.
9. Wireless/mobile printing. There is a charge for this service.
10. Document scanning.
C. The library offers these services for ADULTS:
1. Materials for loan in many formats: hardbound, paperbacks, large prints, magazines, audiobooks, compact discs, videos, and digital materials for download.
2. Current magazines and newspapers for library use.
3. Digital databases accessible from anywhere with a library card, such as Badgerlink, and those accessible from within the library, such as Ancestry.
4. Special collections, including tax forms, reference materials, materials in international languages, and local history materials.
5. Home delivery of library materials to homebound patrons residing within the limits of the library’s service area.
6. Computer classes in scheduled groups or one-on-one, both in English and Spanish.
7. Public Notary service.
8. Cultural programs and displays. These will be community-building, educational, and recreational events intended for all age groups.
9. Bulletin boards and pamphlets advertising library and community events and services. (see Displays and notices below.)
10. The library provides patrons with information:
a. By telephone: 920.967-3690.
b. By email: reference@menashalibrary.org
c. In person.
11. Reference staff will help patrons find whatever they need inside the library.
12. A small study room in the Reference Area for use by one or two patrons and three lower-level meeting rooms for use by groups.
D. The library offers these services for TEENS:
1. Teen-specific materials for loan in many formats: hardbound, paperbacks, large prints, magazines, audiobooks, and digital materials for download.
2. Current teen-specific magazines for library use.
3. A teen area for gathering, studying, and reading.
4. Blue Jay computers.
5. Teen programs.
6. A librarian designated for service to teenagers.
7. Reference staff will help patrons find whatever they need inside the library.
E. The library offers these services for CHILDREN:
1. Age-specific materials for loan in many formats: hardbound, paperbacks, large prints, magazines, audiobooks, compact discs, videos, puppets, games, and digital materials for download.
2. Current magazines for library use.
3. Story times, parties, field trips, and class tours.
4. A summer reading program with reading incentives and programs.
5. Fall and winter reading programs.
6. Library staff will help children find whatever they need inside the library.
7. Lists of recommended reads.
F. The library provides services specifically for PARENTS:
1. Lists of books of recommended reads.
2. 1000 Books before Kindergarten Program, providing incentives for reading aloud to preschoolers.
3. Programs intended for families.
4. Theme-centered packs with books and games.
5. Happy Birthday Baby Club, sending birthday cards and certificates for free books to children from birth to age 5.
G. The library provides services specifically for TEACHERS and DAY CARE PROVIDERS:
1. Special teacher’s cards for any teacher or student teacher, caregivers at day cares or preschools, members of a city department or community organization that serves children, and home-schooling parents. These cards allow check out for 4 weeks at any library in the Winnefox Library System. They do not accrue fines for late materials, but lost or damaged materials will be billed. Materials may be renewed once.
2. Book packs upon request on a curriculum subject for teachers in a public or private school in Menasha.
3. Automatic deliveries of book packs by Menasha Joint School District (MJSD) van to MJSD teachers.
4. Book Club Express kits for teachers of 3rd through 6th Grade to facilitate class discussion of one title.
5. Kinder Kits for preschoolers.
6. Author Adventure kits featuring books by and materials about popular children’s book authors
7. Library staff visits to MJSD schools.
8. Cooperative programs with MJSD schools.
9. Blue Jay computers.
H. The library provides MEETING ROOMS.
1. The library provides meeting rooms for community use as a free public service.
a. Meeting rooms are booked on a “first come, first served” basis. The library reserves some dates for library use will prioritize meeting spaces for library programs. Library patrons may use the library’s website to check for availability and to reserve a room or they may call the library at 920.967.3690.
b. Donations to the library for use of its meeting rooms are accepted but not required.
c. There are four meeting rooms available:
1) The Company E Room for 30 to 150 people.
2) The Activity Room for 15 to 40 people.
3) The Gegan Room (boardroom) for 14 or fewer people.
4) Two Study Rooms on the main floor for up to 4 or fewer people each.
d. Parking in the library lot is allowed for 3 hours at a time. Violators will be ticketed. Unlimited day-time street parking is available.
2. Allowed meeting room uses: examples (not inclusive)
a. Events, programs and activities organized, sponsored or conducted by the library.
b. Club events (veterans, youth, sports, service, etc.).
c. Meetings (businesses, not-for-profits, unions, associations, political parties, etc.). Not-for-profit organizations may collect dues, fees, or other appropriate charges.
d. Classes offered by not-for-profit educational institutions, local municipalities, counties, or their subdivisions (class fees permitted).
e. Home-school classes, meetings, events, etc. (class and event fees permitted).
f. Religious organizations (meetings, clubs, events, services, etc.).
g. Political meetings, candidate forums, legislator “listening sessions,” etc.
h. Events closed to the general public (if otherwise compliant with meeting room policies). Library employees have an absolute right to enter any meeting room at any time to einsure library policies are being followed.
i. Legal negotiations, proceedings, conflict resolutions, depositions, etc.
j. Recitals (piano, voice, etc.).
k. Tutoring or test proctoring (fee or free) by the library or non-profit organizations.
l. Individuals (or formal or informal groups) for purposes of studying, researching, planning, etc.
m. Fundraising events for not-for-profit organizations.
3. Serving of Alcohol in Library – Alcohol may be served as part of a library sponsored program provided the following steps are followed:
a. Permission must be obtained from the library director to serve alcohol on library premises.
b. Appropriate permissions and licenses must be acquired through the city clerk’s office.
c. A licensed bartender must be present to serve any alcoholic beverages.
d. Library staff are responsible obtaining appropriate permissions and licenses for library hosted events.
Private events hosted by individuals or organizations will be prohibited from serving or consuming alcohol on library premises.
4. Prohibited uses
a. Commercial events (where products, services or memberships are advertised, solicited, or sold) including educational classes or seminars, which charge a fee. (Library sponsored performers may sell merchandize related to their performance).
b. Gambling, in any form.
c. Serving/consumption/use of alcohol, tobacco or drugs.
d. Purely social events, including personal and family birthday parties, receptions, showers, etc.
e. Any event that is disruptive of normal library operations or services.
f. Any illegal activity.
5. Meeting room users agree to abide by these regulations:
a. Meeting room reservations will be confirmed when an application is received approved by the library office during normal business hours.
b. Groups or individuals using a meeting room shall not publicize their event in any way that implies that it is sponsored, co-sponsored, endorsed, or approved by the library, unless permission to do so has been given in advance by the library director or designee in writing.
c. Groups or individuals using a meeting room shall be responsible, jointly and severally, for reasonable care of the room and its furnishings and equipment and shall pay for any damage caused or inflicted by an organization, its members, affiliated persons, guests, invitees, etc. Nothing shall be taped, hung, tacked, etc. to any walls, windows, doors, furniture, etc. (except for surfaces provided for such purposes) without prior permission. Nothing associated with or advertising a meeting or event shall be placed in the library’s entrance, hallways, or main floor that impedes patrons’ access to the library or its services.
d. The library cannot accept calls or relay messages to persons attending meetings except in emergencies.
e. It is the responsibility of meeting participants to supervise children accompanying them. Leaving children under the age of 8 unattended in the building is not permitted.
f. Meeting rooms are available during normal library open hours. Meetings may be scheduled before or after open hours by special arrangement. Meetings and activities should be ended in time for cleanup and to permit all persons, equipment and supplies to leave the room (and library if after normal hours) by the end of the reserved time.
g. Meeting rooms are booked on a January-December year. Reservations are accepted beginning the first regular business day in the September before the meeting calendar year can be booked no more than 90 days in advance.
h. Regular monthly meetings are permitted, but regular daily or weekly meetings are not permitted. More frequent room uses may be permitted on a temporary, ad hoc basis. Outside organizations may book library meeting rooms no more than 12 times per year, exceptions are made for City of Menasha departments and local schools may use the rooms more frequently.
i. If necessary, the library reserves the right to transfer individuals or a group to another meeting room in the library.
j. If necessary, the library reserves the right to control parking by meeting room users, or to deny use to groups for which parking may interfere with use of the library by other users. Parking in the library lot is allowed for 3 hours at a time. Violators will be ticketed. Unlimited day-time street parking is available.
k. If an event is cancelled, the meeting room user shall contact library staff within 48 hours of the meeting time except for weather emergencies. The library reserves the right to charge a $10 set-up fee for failure to comply with this regulation. Three no call / no shows may result in the library no longer taking reservations from the group or organization.
l. Meeting rooms and/or kitchenette shall be left in an orderly condition. If library staff must provide more than reasonable cleanup, a fee of $25 (or more based on actual costs) will be charged. Any fee charged must be paid in full before the group may reserve or use a meeting room again.
m. Fire exit doors or pathways shall not be blocked in any way.
n. Refreshments may be served in all meeting rooms. Anyone serving food is responsible for cleaning up the room and for not leaving food behind.
o. The library shall not be responsible for any material used in or left in a meeting room, nor for the loss or damage of personal property.
p. As a courtesy, the library will try to set up the meeting room in a manner convenient to the group using it. If, for any reason, library staff cannot set up the room, the group using the room shall be responsible for any set up or take down that it requires.
q. The library director has the authority to issue reasonable meeting room rules and to revoke permission for use of meeting rooms if policies and rules are not followed, and has authority to interpret minor variations from this policy. Any person or group may appeal the Library Director’s decision to the library board Library Board of Trustees.
6. Meeting room users may request equipment for use during their meeting or event. These are available upon request: A list of available meeting room equipment can be found on the room booking page on the library website. The library may charge fees for set-up and use of specialized equipment. These fees will be clearly noted on the room booking page.
a. Television (with cable access)
b. VCR player with a TV or projector
c. DVD player with a TV or projector
d. Opaque projector
e. Document camera
f. Transparency projector
g. LCD projector use with a laptop
h. Carousel slide projector
i. Projection screen
j. Easels (up to 5 of them)
k. Telephone/phone line
l. Cabled or wireless internet access
m. Sound system with various microphone options
n. Lectern
o. Laptop remote with pointer
p. Coffee urns
q. Nursing mother’s room (must be arranged when booking room)
r. A Baby Grand Steinway piano
(a) The piano will be available for use by responsible individuals and groups through prior arrangement with library administration.
(b) The piano will not be used as a regular practice instrument, i.e., use by individuals will be permitted on an occasional basis.
(c) When more than one person wishes to use the piano, time restrictions may be imposed.
I. DISPLAYS AND NOTICES.
1. Display cases and areas will promote educational, cultural, intellectual, or charitable activities consistent with the library’s collection and services, promoting the use of the library.
2. Display space may be granted to groups outside the library on an invitational basis, in which case the library neither endorses nor advocates for any viewpoints or opinions expressed. The library reserves the right to arrange exhibits and to make the final decision regarding content and physical presentation of all exhibits and displays. The library shall not consider for display any material deemed harmful to minors or which creates an intimidating environment.
3. Any individual or group placing items on display are required to sign a waiver releasing the library from liability for loss or damage to the items.
4. Exhibits and displays shall not involve the sale, advertisement, solicitation, or promotion of commercial products.
a. This provision does not exclude sponsored exhibits, approved art exhibits, exhibits primarily informational in content, or exhibits containing advertising involving a variety of beneficiaries. The library director shall determine whether exhibits qualify under this policy.
b. The library director is authorized to make exceptions for sale of art display items where a portion of the proceeds is donated to the library or for sale of items displayed by program performers.
J. The library provides free PARKING.
1. Parking in the library's lot to the west of the building is provided for library employees, library patrons, persons attending meetings or programs in the library, and others on legitimate library business. No other persons are authorized to park their vehicles in the lot.
2. Parking in the library lot is allowed for 3 hours at a time between 8:00 am and 5:00 pm. It is prohibited from 2:00 am. until 6:00 a.m. It is posted as such. Exceptions include library employees, persons stopping briefly to deposit library materials in the night deposit slot, or others specifically authorized by the library.
3. Violators of the above will be ticketed the first day and then notified of library parking policies by placing a letter on their vehicles stating that their vehicles will be towed at owner's expense on the second day. The Library Director or staff member in charge will authorize towing.
Motion made by VanderHeyden, seconded by Witt to approve the Facilities Policy as presented and edited. Motion carried unanimously.
Adjournment
Meeting adjourned at 12:54pm
Respectfully submitted,
Kathy Dreyer
