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HomeMy WebLinkAboutLAB 04 17 25 Attachment (1)BY-LAWS OF THE NEW HANOVER COUNTY PUBLIC LIBRARYADVISORY BOARD ARTICLE I-PURPOSE The purpose of the New Hanover County Pubtic Library Advisory Board shatl be: +.- ffi*.- ioners +.- +.- '.- 1 . To adopt poticies related to the operation of the tibrary; 2. To understand and promote the vision, mission and services of the public tibrary in the community; and 3. To provide recommendations to the Board of Commissioners retated to tibrary services. ARTICLE II-MEMBERSHIP SECTIONl. The Library Advisory Board shall becomposedof 12 residents of New Hanover County appointed by the Board of Commissioners of New Hanover county. They sha[[ serve a three year term with four members appointed each year. The same person may not serve more than two fu[[ consecutive terms. An appointment to fitt more than hatf of an u nexpired term shall be considered one term. Membersof the Library Advisory Board shall serve without compensation. Library employees and spouses of Library emptoyees are not eligibte to serve on the Library Advisory Board. SECTION 2. Three consecutive unexcused absences on the part of any appointee automaticalty constitutes resignation on the part of the appointee, from the Library Advisory Board, and constitutes automatic acceptance of such resignation of the appointee of the Board of County Commissioners. Excused absences are defined as absences caused by events beyond one's controI and are subject to approval by the Library Advisory Board. ARTICLE III-OFFICERS SECTION 1. The officers of the Advisory Board shatt be a Chair, a Vice-Chair, and a Secretary. Library Advisory Board By-Laws Amended 1011512020 SECTION 3. Non voting ex-officio members shatt be the Library Director, the President of the New Hanover county Friends of the Pubtic Library, and the President of the Library Foundation of New Hanover County. SECTION 2. Officers shatt be elected at the regular meeting of the Board in the month of September, and sha[[ serve a term of one year. SECTION 3. The Chair ofthe Board shatl preside at atl meetings and shatt have the usual powers of a presiding officer. SECTION 4. TheVice-Chairof the Boa rd shatt act as Chair in the a bsence or disa bitity of the chair. SECTION 5. The Secretary shatt cause a true and accurate account of a[[ proceedings, minutes and other records of the Board to be made, and to notify the Cterk of the Board of County Commissioners of any vacancies on the Advisory Board. The Library Director or designee sha[ act as a Recording Secretary for the Board and point of contact with the Cterk of the Board of County Commissioners regarding any vacancies on the Advisory Board white keeping the Secretary informed. ARTICLE IV-MEETINGS SECTION 1. The Advisory Board shall meet monthty at a regularty scheduted time as determined by the Board. Regu ta r meetings witl not be hetd in Juty and Decem ber. SECTION 2. Speciat meetings may be catted by the Chair or upon the written request of three members for the transaction of business stated in the catt for the meeting. Members shatt be notified at teast 48 hours priorto the meeting. SECTION 3. A quorum for the transaction of business shatt be a simpte majority of the Board members. SECTION 4. Regular meetings may be canceled by the Chair with the consent of the officers and the Library Director. Members a nd the clerk to the Board of Cou nty Commissioners shatt be notified of the cancetlation not less than seven days prior to the time set for the meeting if possibte. SECTION 5. Att meetings shatt be hetd in accordance with the Generat Statutes of North Carolina. ARTICLE V-COMMITTEES The Chair shalt appoint any committee deemed necessary. ARTICLE VI-ORDER OF BUSINESS 1 . Catt to Order 2. Pubtic Comment & Agenda Review 3. Approvat of minutes of previous meeting +-€offespoftdenec 5. Friend's Report 6. Library Foundation Report Amended 1011512020 ; Library Advisory Board By-Laws 7. Director's Report 8-.-@s 9. Otd Business 10. New Business 11. Adjournment ARTICLE VII.PARLIAM ENTARY AUTHORITY ROBERT'S RULES OF ORDER Newty Revised shatt govern the proceedings of the Board. ARTICLE VItI-AMENDMENTS SECTION 1. These bytaws may be amended at any regutar meeting by a two-thirds vote ofthe members present, provided the proposed amendment has been presented in writing at the previous meeting. For Reterence: S 153A-266. Powers and duties of trustees. lf a board of trustees is appointed, it shatt etect a chairman and may elect other otficers. The governing body may detegate to the board of trustees any of the fottowing powers: (1) To formutate and adopt programs, poticies, and regulations for the government of the tibrary; (2) To make recommendations to the governing body concerning the constructlon and improvement of buitdings and other structures for the tibrary system; (3) To supervise and care for the facitities of the tibrary system; (4) To appoint a chief tibrarian or director of tibrary services and, with his advice, to appoint other emptoyees of the library system. lf some other body or officiat is to appoint the chief tibrarian or director of tibrary services, to advise that body or official concerning that appointmenU (5) To estabtish, a schedute of fines and charges for late return of, faiture to return, damage to, and toss ot tibrary materiats, and to take other measures to protect and regutate the use of such materiats; (6) To participate in preparing the annuat budget of the tibrary system; (7) To extend the priviteges and use of the library system to nonresidents of the county or city estabtishing or supporting the system, on any terms or conditions the board may prescribe. (8) To otherwise advise the board of commissioners on Iibrary matters. The board of trustees shatt make an annuat report on the operations of the tibrary to the governing body of the county or city and shatt make an annual report to the Department of Natural and CutturalResources as required by G.S. 125-5. lf no board of trusteesis estabtished, the governing body shatl make the annuat report to the Department. (1953, c. 721 ; 1963, c.945; 1969, c. 488; 1971, c. 698, s.3; '1973, c.476, s. 84;c.822, s. 1; 2015-241, s. 14.30(s).) ITypc text]ITW€ textl fTypc tcxt] NEW HANOVER COUNTY PUBLIC LIBRARY POLICY REVIEW SPRING 2025 Backgrolrnd and recommended changes are btue. Th6 comp[6tg poticy is b6low in Dlrck italics with the areas forchange Ptease read att of the btue text -th6 btack is ther6 for rotoronc6 snd you do not hav6 to r6ad att ot it. Policies with Recommended Chang6s: > 3.3lntertibrary Loan > 3.4 Outreach > 4.1 Generat Reference >5.0 Programs >10.0 Partnerships, Cotlabor€tions and Program Support >11.0 VoLunteers >12.0 Measurements hlghtightod ln yettovr D 3.3 lntertibrary Loan Currcrt Version 3.3 lnterfibrary Loan A. Purpose: To provide materiats for library customers trom other libraries, and to provide other Abraries the same seruice for their patrons. B. New Hanover County Public Library supplements the resources of its own coltection through lnterlibrary Loan (lLL) and fo$ows the lnterlibrary Loan Code for the Unlted States established bythe American Library Association. 1) fhe library cloes not borrow material from other libruries it the requested item is owned by NHCPL ancl available for public use, unless it is a title housed in the North Carotina Room- This includes items that are checked out to other borrowers.2) The library does not lend items from its reference, DVD, and North Carolina Roorn collections, items pubtished in the last 12 months, or items in high demancl- The tibrary does not borrow DVDS.3) Staff will not process requests fo r patrons who are blocked frcm regular library loans. 4) Patrons must have an established borrowing history with NHCPL before lLLs may be requested. New borrowers are not eli4ible to request lLLs. 5) A patrcn may have a maximum of 2 ongoing interlibrary loan requests at a time. 6) All ILL requests will be evaluated as purchase requests to determine if the library should purchase a copy for its collection. 7) The library cannot guarantee if or when a requestwill be tilted. 8) Any charge from a loaning library will be passed on to the patron- 9) The lending period for each ILL is dependent upon the lending library. 10) Renewal requests must be made through the library intertibrary loan staff five business days in advance ofthe due date. Renewal requests may be denied by the lending library. 11) lt an ILL item is lost or damaged, the patrcn is responsible for the lull cost of the item, as determined by the lending library. O. Designated staff may authorize exceptions to the above policy. Recommended Version 3.3 lnterlibtary Loan lVAlAt d by NH( 's lncludr Recommendation: The current poticy does not attow the tibrary to borrow or loan DVDS. Weare recommending to remove that restriction. " Borrower " and " patron" are used through the originat document. The recommendation is to change both of those to "customer." 5) ALI ILL requests will be evaluated as purchase requests to determine it the library should purchase a copy for its collection.6) The library cannot guarantee if or when a request will be filled. 7) Any charye from a loaning library will be passed on to the customer. 8) fhe lending period tor each ILL is dependent upon the lending library.9) Renewal requests must be made through the library interlibrary loan staff live business days in advance ofthe due date. Renewal requests may be denied by the lending library. 10) lf an ILL item is lost or damaged, the customer is re sponsibLe for the lull cost ot the item, as determined by the lending library. D. Designated statf may authorize exceptions to lhe above policy. ) 3,4 Outreach Current Version: 3.4 Outreach A. Purpose: To provide public tibrary seNices throuEh an outreach staff to county residents who are homebound, institutionalized, in childcare or otherwbe unable to visit a library facility on a regular basis. B. To be eligible for this sevice, a customermust reslde in New Hanover Counly and meet one ot the following criteria:1) Be unable to get to a library facility on a regutar basis due to health issues or lack ot transportation;2) Be a caregiver to a person requiring continuous care; 3) Reside in a nursing home, rest home or assisted living center 4) Receive day care at a senior center; 5) Receive sevices at a rchabititation seNice facility; 6) Be an agency that serves the phys icatly or mentatly handicapped 7) Aftend a childcare facilv C. Adult outreach seNices are handled throuEh the circulation depaftment of the Main Library. Outreach services to children are handled through the Youth Services depaftment together with the "Growing Reaclers" st€ff. fhere are no overdue charges on materiat toaned through library outreach seruices and loans may be extended beyond the normal range. However, outreach customers are responsible for the replacement cost of tost or damaged items. Because of limited staft, the library may not be able to accommodate all requests for service. Recommended version: D. Fees Outreach custorners are res ponsible for ensuting that library materials are returned on time and in good condition. Outreach staff may charEe replacemenl fees ,or lost or damaged items on a case-by-case basls, as outlined in section 3.2 (Loans). Current Version 1.1 General Relerence A. Purpose: To provide guidelines on how the library will provide reference seryice to its customers in a fair and equitable manner. B. lntormation seNices provide resources and staffto assist library customers in tinding material ancl utilizing library seNices that support thetu personal, ousrness, educational, and recreational interests. C- The library will provide the tollowing reference seruices: 1) A professionally statted reference clesk cluring library hours of operation2) Ability b dnect questions ,n person, by telephone, e-mail, or mail with a. An immecliate response for simple relerence inquiies;b. A response within 24 hours to research, mail or e-marl requests,'c. / response to voice maitwithin 3 hours 3) A current collection ot authoritative reterence resources andassistance in their use.4) Special collections and assistance in consumer health, law, business, and local history and geneatogy. 5, Asslstance to custorners in the use ot public computers and library software applications. 6) lnstruction on use of Abrary resources 7) lnterlibrary loan fot materials not held by NHCPL8) Referrals to other libraries and local agencies D. The relerence staff will provide exemplary customer seMice by 1) Acknowledging the customer immediately2) Treating all customers with couftesy and respect3) Being approachable and proactive in otfering assistance4) Making the customer present their first ptiority. 5) Not bavingthe reference desk unattended tor more than 3 minutes.6) Providing readers'adyisolyassistance. 7) Developing reading ancl resource aids for library customers.8) Engaging in regular training oppoftunities. 9) AdherinEto AU Code of Ethics E. Priorities ol service 1) Customers present in the library. Customers are serye d on a first come, first seryed basis2) Telephone inquiries 3) Email, fax and mail reference. > 4.1 Generat Reference F5.o Programs Recommendation: This Programming Poticy is recommended for retirement. This poticy is more guidetines and procedure than policy. The Library Leadership Team atong with a number of tibrary staff who regutarly program are working on a more extensive "Programming Framework" document that provides a structured approach, expectations, and guidance for designing, detivering, improving, evatuating, and measuring programming. CurrentVerslon: 5.0 Pwrams A. Purpose: The New Hanover County Public Library offers a variety of programs that reftect county and library strategic objectives and shared values. Programs reflect the interests of our growinE and diverse population. B. Scope: Programs are planned to enhance the informational, recreational, or cultural opportunities ot participants and encourage an awareness of library seNices and resources. 1) Library prcgrams are offered free of chaqe unless otherwise stated. 2) Program attendance may be limited as needed based on a variety of factors, inctuding but not limited to room capacity or supply availability. 3) Whenever possible library programs are helcl in tibrary meeting space-4) Each library progam witt have a designated staff member in charEe. 5) Trained volunteers may be used to support tibrary programming under the supeNision of library staff. 6) Programs arc evaluated to inform future programming plans and decisions. Reports and statistics on programs arc collected and rcpofted to library administration. 7) Program budgets are sublect to review and approvat by the library director. 8) Authors and artists may setl materiats with prior coordination with library staft, but presenters may not otherwise use library programs for commercial purposes, including cottecting names of potential clients. 9) Programs cosponsored with other organizations must follow library policies and procedures. 10) Requests for tours and group visits to library facilities shoulcl be received at least one week in advance and are subject to staff availability. 11) Requests for community presentations or representation at a community event should be received at least tr4/o ,veeks ,n advance and are subject to staff availability and superuisory approval. 12) Requests by members of the public to partner or collaborate with the library or to ofier program support foltow the libraryb Partnerships, Collaboration, and Program Support Policy. (see Section 10.0 Partnerships, Collaboration, and Program Support.) 13) Objections regarding a program must follow the process for reconsideration (see Section 13.7 Reconsideration). D10.0 Partnerships, Coltaborations and Program Support Current Version Recommendation: The recommendation is to reptace this poticy with one calted "Partnerships and Other Retationships." The new poticy atigns the definitions of different types of partnersh ips with the tanguage in the Library Strategic Ptan. lt turther defines retationships that are not a type of partnership, but are integral to [ibrary services and operations. 10.0 PartneBhips, Colaaborations, dnd Program Support A. Purpose: ln order to provide an enhanced level of seruice to the community, the New Hanover County Public Library works with other New Hanover County departments, agencies, community organizations, businesses, and,ndlyduals to essist in meeting NHC and NHCPL missions and strategic plans, NHC Shared Values, and ro increase its vlsibility in the community. B. Scope: The New Hanover County Public Library may establish a variety of working relatiorchips (partnerships, collaboration, or program support) with any agency, organization, business, or individuatto provide programs, seNices, and resources consistent with the library's vision, mission, and strategic priorities. These relationships may be solicited by either pafty and must adhere to the foltowing: 1) Match the library's mission and roles in the community.2) Conform to library and county policies, procedures, and directives-3) Provide a benefit to both the library and the partner/sponsor through expanded seNices, new opportunities, increased recognition, or similar benefits. 4) Contain a statement of the purpose, respons,bilities, and expectations of the paftnership for both the library and the partner/sponsor. C- Partnerchip: A partnership B defined as participation in a long-term initiative that may rcquire funding from either or both partners and includes the fotlowinE considerctions: 1) Provides an ongoing relationship between the library and the proposed partner- 2) Enables the library to tulfill its mission and roles,n the community in new or expanded ways.3) Requires invotvement of library statf to successfully carry out the initiative. 4) Requires a written agreement to ctearly define initiative costs, expectationt responsibilitles, timeline, evaluation, recognition, and promotion. 5) Partnerships may require approval by the New Hanover County Library Advisory Boatd and the New Hanover County Board of Commissioners. D. Collaboretion: Collaboration is defined as pafticipation in a short-term initiative that includes the fo llow i n g c o n sid e ratio n s :1) Matches the libraryS mission and roles in the community but is not an expansion or new effott.2) ls a one-time or limitec! initiative.3) Requires only limited involvement of library staff .4) Requires no library tunding or requires only routinety approved library funding.5) Requires recognition of the initiative through regular library mechanisms. 6) Does not require an ertensive evaluation or report by library.7) Cottaborations are subject to approval by library administration with notice to the Library AdvBory Board and mustbe consistent with the policies and procedures estabtished by New Hanover County. E. Program Support: A program supporter is defined as an organization or individual who provides resources for use in a tibrary program or event. Program support may be soticited independent of any format partnership or collaboration, or may resultfrom that cooperation and includes the foltowing considerations:1) Specific guidelines for suppott will vary dependingon the event or program.2) ALI guidetines will contain clearly identified criteria for suppoft and a clear tist of what suppofters may expectto receive in retum. 3) Polici$ governing support that involve a significant financial contribution are covered under section 9.0 Gifrs, Fund Raising and Sponsorship. 4) The tibrary reserves the right to clecline offers of support which are not deemed to be aligned with the Library's mission and goals, the New Hanover County m,ssion statement and strategic plan, and the County's Shared Values.5) lnclivicluat staff members have the authority to solicit program support subject to approval by li b ra ry a d m i n istrati o n. Recommended versioD 10.0 Pdftnetships and othet Relationships A. Purpose: fhe New Hanover County Library may fotm partnerchips with non-protit organizations, government agencies, buslnesses, and other groups to enhance the progalns and services it otferc to the community- B. Scope: A partnership is characterized by a collaborative effort that involves exchanging services, utilizinE facilities, creating new se.yices or events, or engaging in othet transactions between the Library and another organization. Atthough the Library and its partners may have ditterent goals, those goals should Oe complementary rather than conflicting, with each partner conttibutingto the initiative. fhese partnerships aim to create new oppoftunities that advance the missions of both the Library and its pannerc while improving community qualiry of Utu. The Library will actively seek and respond to partnership oppottunities to reach new audiences and promote its services. A successtuL partnership wiLl leverage the strengths of each organization, enablingthem to eftectively serve shared or new constituencies that neither could reach alone. C. types of Pattnerships: The Library has the following partnership types: 1. Sustained Partnership -fhese pannerships are critical to the success of a system-wide program or initiative. There is close rnission allgnment tot each organization. The initiative ot progtam is developed with key input from each organlzation and generally includes a written MOU- The retationship between organizations is often multi-level and reaches branches or departments. This type of paftnership requires approval trom the Library Director. 2. Collaborutive Paftner Otganizations - These partnerships support a Library prcEIam area, branch, goal, or community need. Progtams may be developed and/ot delivered co\aborctively with partner orEanizations. This type ot paftnership requires apprcval from the Library Leadership Team. 3. Communicotive Partner - These partner organizations are notitied and communicated with, about relevant areas of focus. Reciprocai sharingot calendars and infomation to reach sharcd audiences. This type ot partnership does not require approval. D. Othet Relationships 1. Provider/Vendot - A pertormel content speciallst, s peaker, et cetera who delivers a compensated or free proErcm as part ot a specific event ot series of events not connected to a specific partnet organization-2. Outreach Customerc - Organizatiors or sltes recelving outreach programming frcm the Library that do not provide a program, service, or truining supporl in retun. 3. Sponsorships - see 9.0 G,fts, Fundraising and Sponsorships D1 1.0 Voluntoers Recommendation:The changes to the poticy are just cteaning up and ctarifying tanguage. lt atso changes the mission to reftect the Library's current mission statement. Current Poticy 11.0 Volunteers A. Purpose: New Hanover County Public Library is committed to creating libnry experiences that mattel NHCPLvolunteers contribute to the overatl librcry experience by suppofting operations, programs, and other library seruices as part of this mr'ssion. B. Volunteers may serve in a regular capacity as long-term volunteers, or they may be utiLized for short-term activities. 1 . Volunteers must have an application on record before starting seryice.2. Volunteers must be at least 14 years of age. 3. The library will contact volunteers when an opportunity opens.4. Acceptance ofyolunteers is based on the discretion of librcry staff and needs.5- The library cannot guarantee volunteer placement or hours.6. Alt votunteers will record their hours of work. 7- An appropriate badge wit identry yolunteers. 8. Volunteers while working at the tibrary wilL be treated with the same consideration as paid library statf.9. Volunteers are expected to follow all library and county policies while providing volunteer seryices. (See also.'Nefl/ Hanover County PetsanneL Policies and Procedures: 6. r5 Resp ectful Workplace Policy;6.17 Workptace Protection Policy; Ltbrary Canduct Palicy) 10- All library staff have the authorw to address volunteer concerns. 11. The library may choose to release a volunteer from seryice at its discretlon. Recommended Version A. Purpose: New Hanover County Public Library is committed to empowering curiosity to transform lives. NHCPL volunteers contribute to the overall library experience by suppoftinE operations, programs, and other library senr'ices as part o, this misslon. B. Volunteers perfom work that is beneficial to the library and its customers but does not reptace the duties ol paid staff. 1) All voLunteers must complete and submit an application and receive approval prior to beginning service.2) Volunteers must be at least 14 years ot age.3) fhe libraty will contact approved applicants when suitable volunteer opportunities are available-4) Volunteer selection and placement are at the discretion ot library statl and based on librcry needs.5) Volunteer service is not guaranteed, and the library cannot guarantee specitic placement or hours.6) All volunteers will record their hours of wo* as directed by staff.7) Volunteers must weat an otticial NHCPL votunteet identification badge while pertorming duties in pubtic areas. 8) While on duty, volunteerc will be treated with the same courtesy and respect as paid staff. 9) Volunteerc ate expected to conduct themselves in accotdance with all applicable library and county policies, including: o New Hanovu County Respecttul Workplace Policy (6.15) o Workplace Protection Policy (6.17) o NHCPL Library Conduct Policy 1O) All library staff have the authority to address and resolve volunteer-related concerns. 11) fhe furcry reserves the right to release a voLunteer trom seNice at any time, with or without cause. > 12.0 Measurements 12.0 Meesuraments A. Purpose: fo assist in the development and evaluation ot services and collections, and to meetthe requirements for grants and library appropriations. B. The New Hanover County Public Library will gather infotmation and statistics on the use of library resources and services to ensure their most effective use of library resources and to align library activities with the interests of the general public. ,, Statistics on l,Dra ry use will be collected monthly anc! provided to the library Advisory Board. 2) Annual statistics on library use will be compiled for the prior fiscalyeat Uuly-June) and submitted to the State Library of North Carclina by August 31. 3) Regutar suNeys on customer seryice will be conducted annually. 4) Statistics on library use will be provided to the BudgetOffice lor distribution to the County Cornmissioners according to the schedule adopted by the Budget Office. 5) An annual reportwill be provided to the public regarding library usage. 6) The library will utilize the appropriate and cost effective technology to enhance its record keeping.