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Minutes 11 19 2020 LABMinutes 11 19 2020 LAB Page 1 Library Advisory Board November 19, 2020 Assembly: The Library Advisory Board met in Regular Session on Thursday, at 2:00 p.m. via WebEx. Board Members Baish, Mary Alice PRESENT Brewington, Jan PRESENT Chadurjian, Denise EXCUSED Conlon, Dennis PRESENT Damutz, Amy PRESENT Dodd, Scott PRESENT Guenther, Joy PRESENT Maurer, Kevin EXCUSED Miles, Linda PRESENT Montwieler, Katherine PRESENT Smith, Ida PRESENT Zimmer, Ronna PRESENT Staff Members & Board Reps. Tom Brimberry (FOL Rep), Paige Owens (Library Director), Yvette Mays (Admin), Margaret Miles (Librarian) Welcome Chair Jan Brewington convened the meeting at 2:02 p.m. Public Comment No members of the public present Agenda Review Agenda accepted. Approval of previous minutes The minutes from the last board meeting on October 15, 2020 were sent to the board prior to the meeting for review. Motion: Ronna Zimmer MOVED, SECONDED by Dennis Conlon, to accept the minutes of the 10/15/2020 meeting as written. Upon vote, the MOTION WAS CARRIED UNANIMOUSLY. Correspondence None. Friends of the Library Tom Brimberry presented the following report. • The Friends recently held a virtual meeting. • Current projects are on hold due to Covid. • Membership is low. 75% of members did not renew because this is usually done at the book sales. We are trying to connect with new members through social media. • The new slate of officers is: Barbara Honchell Past President Minutes 11 19 2020 LAB Page 2 Katherine Sartarelli President Margie Hickman 1st Vice-President Tom Brimberry 2nd Vice-President Summer Nettleman Treasurer Nancy Broughton Membership Secretary Emily McNamara Recording Secretary Sarah Mueth Communication / Social Media Secretary Library Foundation Ronna Zimmer reported that the board just meet today. The Foundation gave $67,000 last year to Pine Valley. Past donations are $15,000 per year. Reviewing to see if donation levels should be increased. Instead of the annual fundraising letter, the board opted to send out a special News@NHCPL email blast to all subscribers. The focus remains on children’s programming. Bookmarks are also being printed and will be distributed at all checkouts. Director’s Report Paige Owens presented the following report: Health and Safety • No new staff occurrences of COVID-19 • Handling patrons resistant to masks continues to be a challenge Operations • Elections went smoothly with a few staff volunteering as poll workers. Northeast & Main were polling sites. • Current service level expected to remain for the foreseeable future Facilities • NHC Parks has made small landscaping improvements and grass seeding at Pine Valley. New pine straw & shrubs. • New outdoor furniture arrived at Pine Valley and is being set up now. • New sidewalk poured from chessboard patio along the back of the library to the children’s patio. This was paid for with funds from the Library Foundation. Staff • Hiring for 3 professionals and 1 paraprofessional positions at Main Library. One position will be a Social Worker to work with the downtown communities on serving their needs. A second social worker position will be a program manager working with interns. • Moving forward with hire of Library Assistant at Main Library Budget • NHC budget kickoff was today, 11/19/20. Budgets due January22 Library Director goals FY20-21 • Community survey—Opportunity for board members to participate in state survey. Our local survey is postponed. Will send out the link to the survey once it becomes available. All library boards are asked to participate. • Main Library basement clean-up--continues • Social work internship partnership—On track with Main Library hiring • Fine relief program—Plan to resubmit a budget request to eliminate fines on children’s materials Minutes 11 19 2020 LAB Page 3 • LSTA grant application for community deposit collections—change in plans. We will be applying for production equipment for online programming for children. • Pine Valley landscape—underway as described • Policy review—Leigh Thomas is leading a work group • Contract with new public printing vendor by end of FY SPRING 2021—will be included in county RFP for new printing vendor Committee Reports None. New Business Material Acquisitions Margaret Miles, Systems Services Librarian, joined the meeting to explain the process of selecting and acquiring library materials. Selections are based on: • Review Sources: National sources, journals, book reviews. • Both of our major suppliers of books include book reviews with the titles. • Look for positive reviews • Reputation of author and/or publisher • Consider local interest • Solicit input of library users – Suggestion for Purchase online form • Look to represent the whole community with a wide spectrum of topics / interests • For established authors we look at previous interest to determine the number of copies needed Pricing for the average downloadable eBook is generally $65 – 85.00 per item. This is 4 times more than a print copy. Interest in digital collections has boomed, especially during lockdown. Q: Scott Dodd asked if there are types of books that would not be purchased. A: Very seldom are self-published books added. Difficult to the get qualified reviews. The exception would be for local authors and/or local interest. Also seldom purchase if the book is out of print or unable to purchase as new. Q: Joy Guenther asked if we would ever purchase a used book. A: If it was something of strong interest we might. If we do not purchase the book, we can still fill the request through (ILL) Inter Library Loan. Margaret explained that shelf space is also an issue. As we get new titles in there is a certain amount of maintenance that has to be done. We call this process “weeding”. Just like your garden, weeding is important to keep the garden healthy and thriving. Q: Joy Guenther asked if there was special consideration for local authors. A: It is determined by interest. Q: Mary Alice Baish asked if there are different collections per library Minutes 11 19 2020 LAB Page 4 A: We like to think of ourselves as one library in four different buildings. Because we are a county large in population and small in area, many patrons use multiple branches. We also have couriers who move books from branch to branch all day. We may choose a “home base” of a book based on user interest in that book type. We also have “floating” books. The home location of these books change to where it was last checked in. Ideal for things that only have one or two copies. Old Business Committee Assignments Jan Brewington did not receive any additional requests for changes. Review of LAB By-Laws The By-Laws change proposals are as follows: • Paige Owens proposed to omit the word “his” from the last sentence in Article III, Section 5. • Scott Dodd submitted his written proposal to consider rewording Article I to the following: Proposed Article I- Purpose revision: "The purpose of the New Hanover County Public Library Advisory Board shall be: 1. To develop necessary policies for the efficient and responsive operation of the County's public library system. 2. to make recommendations to the County Manager and County Commissioners concerning the operating and capital needs of the library. 3. to actively promote the library's service program 4. to work for the continued improvement of library services offered by the County. 5. to advise and counsel the Library Director regarding the responsibility of the physical plants and equipment, for the employment and direction of the staff, for the library service to the public, and for the operation of the libraries under the financial conditions set forth in the library budget." Chair Jan Brewington asked if the board is allowed to make changes to the by-laws. Paige Owens said that we are allowed to. Once changed, we submit a copy to the NHC Clerk of County Commissioners. It does not require County Commissioners approval. Motion: Dennis Conlon MOVED, SECONDED by Ronna Zimmer, to accept the proposed changes to the By-Laws as written. Upon vote, the MOTION WAS CARRIED UNANIMOUSLY. Adjournment Chair Jan Brewington adjourned the meeting at 3:04 p.m. Please note that the above minutes are not a verbatim record of the Library Advisory Board meeting.