Neenah Public Library Board of Trustees Meeting

Transcription

1 Neenah Public Library Board of Trustees Meeting Wednesday, February 21, 2018 at 4:00 p.m., Carpenter Conference Room 240 E. Wisconsin Avenue, Neenah, Wisconsin 1. Call to order 2. Public questions & comments 3. Library board consideration of public questions & comments 4. Minutes: a. Nominating Committee meeting January 9, Action item b. Library Board meeting January 17, Action item 5. Library statistical reports 6-8 Information item 6. Bills for consideration Handout Action item 7. Director s report 9 Information item 8. Business for consideration 9+ a. Monthly financial reports/end-of-year reports from Finance Information item b. Quarterly financial reports from finance companies Information item c. Department of Public Instruction Library Annual Report Action item d. New Library Board member Information item e. Records Retention Schedule Action item f. CIP budgets Action item g. Trust Fund expenditure request Action item h. Library director s goals Action item i. Policy revision Patron accounts Discussion/Action j. OWLSNET and WALS Information item k. Director s performance evaluation Information item l. Summer Food Service Program Information item m. Summer event on Wisconsin Avenue Discussion item 9. Reports: Winnebago County representative Neenah City Council representative Neenah Joint School District representative 10. Announcements and future agenda items 1

2 11. Next regularly scheduled meeting time and date: Wednesday, March 21, 2018 at 4:00 p.m. 12. Adjournment Inspiring ideas Enriching lives Creating community Celebrating literacy Everyone is welcome to participate in library programs, events, and activities, attend library board meetings, and utilize library services and resources. If accommodations are needed, please contact the library administrative office by phone at or by at or contact the City s ADA Coordinator by phone at or by at attorney@ci.neenah.wi.us. Notifying us at least 48 hours in advance will allow us time to address your request. Thank you. 2

3 Neenah Public Library Board of Trustees Nominating Committee Minutes January 9, 2018 Call to Order The Neenah Public Library Nominating Committee meeting was called to order at 4:01 p.m. in the Aylward Conference Room. Members present: Randy Fieldhack, Carol Codner. Public questions & comments None. Minutes The committee was charged with recommending individuals for three Library Board positions: President, Vice-President, and Chair of the Finance and Personnel Committee. Potential nominees were discussed. A slate of officers will be presented by the Committee at the January 17, 2018 Library Board meeting. Adjournment The meeting adjourned at 4:07 p.m. Respectfully submitted, Randy Fieldhack 3

4 Neenah Public Library Board of Trustees Meeting Minutes January 17, 2018 Call to order The Neenah Public Library Board of Trustees met on Wednesday, January 17, 2018 at 4:00 p.m., in the Carpenter Conference Room. Members present: Randy Fieldhack (president), Carol Codner (chair, Finance & Personnel Committee), Beth Irish, Merry Whipple, Jan Sarnecki (vice president). Also present: Gretchen Raab, director, Nancy Baird, circulation manager, Katrina Collins, youth services manager. With Fieldhack in the chair, on motion of Fieldhack, seconded by Irish, the Board unanimously approved to invoke Article 4, Section 4 of its bylaws, in accordance with Wis. Stats (1)(e), and called the meeting to order at 4:02 p.m. with a five-person quorum. Public questions & comments None. Minutes On motion of Sarnecki, seconded by Codner, the Board unanimously approved the minutes of the library board meeting of December 20, Statistical Reports Circulation for physical materials held steady for the year; with the inclusion of electronic materials, circulation was up 1%. Reference questions and programming statistics continue to increase. Bills for Consideration On motion of Sarnecki, seconded by Whipple, the Board unanimously approved payment of the remaining 2017 and January 2018 bills. Director s report Raab added that she will be on a joint system committee that will begin discussions regarding the desirability and possibility of merging the automation system of WALS (Winnefox Automated Library Services) and Outagamie-Waupaca Library System s OWLSNET. The automation systems are the computer systems libraries use as a catalog, a patron database, and for checking items in and out. Department Reports Circulation Services: Baird reported that Julie Krause, the Circulation Services Assistant Librarian and Volunteer Coordinator, has resigned. Help for the Homeless Drive will be February 18-March 11. Youth Services: Wulff reported that Martha Moore, Assistant Librarian is retiring after 27 years. The Winter Read-to-Me Challenge will be the month of February. Read 100 books to receive a free book statistics for the monthly legal clinics offered at Neenah, Menasha, and Oshkosh libraries were distributed. Election of 2018 officers 4

5 On behalf of the Nominating Committee, Codner presented the slate of officers for 2018: Sarnecki for President, Codner Vice President, and Rickman Chair of Finance & Personnel. Fieldhack asked for any nominations from the floor. None were presented. On motion of Whipple, seconded by Irish, the Board unanimously approved the slate officers. Sarnecki chaired the remainder of the meeting as President. Presidential appointment of Finance & Personnel Committee member Sarnecki will ask Erickson to serve as the fourth member of the Finance & Personnel Committee. Monthly Financial Reports Preliminary reports show that library has an end-of-year balance of approximately $35,000. The director is looking into line items that were over-budget. Policy Revision: Personnel On motion of Fieldhack, seconded by Whipple, the Board approved the revised Personnel policy. Policy Revision: Patron accounts The policy revision for patron accounts was deferred to next month s Board meeting. Summer Food Service Program On motion of Fieldhack, seconded by Irish, the Board approved staff to actively pursue library involvement and sponsorship in this DPI program. Director s Performance Evaluation The Finance & Personnel Committee will schedule the director s review at the February Library Board meeting. The director s 2018 goals will be discussed at the February meeting. Adjournment On motion of Whipple, seconded by Fieldhack, the Library Board adjourned at 4:52 p.m. Next regularly scheduled meeting Wednesday, February 21, 2018 at 4:00 p.m. Respectfully submitted, Gretchen Raab, Director 5

6 CIRCULATION Jan 2018 Jan 2017 % CHANGE YTD 2018 YTD 2017 % CHANGE Books Adult 14,038 13,707 2% 14,038 13,707 2% Teen 1,521 1,725-12% 1,521 1,725-12% Youth 20,564 19,295 7% 20,564 19,295 7% Audio Books Adult 1,280 1,349-5% 1,280 1,349-5% Teen % % Youth % % DVDs Adult 20,034 20,864-4% 20,034 20,864-4% Teen 1,100 1,395-21% 1,100 1,395-21% Youth 4,762 5,268-10% 4,762 5,268-10% Music CDs Adult 2,910 3,049-5% 2,910 3,049-5% Teen 0 0 #DIV/0! 0 #DIV/0! Youth % % Digital Books Adult % % Teen % % Youth % % Magazines Adult 2,012 2,175-7% 2,012 2,175-7% Teen % % Youth % % Other (games, kits) Adult % % Teen % % Youth % % Physical Materials Subtotal 70,576 70, % 70,576 70, % Electronic Circulation Audiobooks 2,295 1,630 41% 2,295 1,630 41% ebooks 3,717 3,174 17% 3,717 3,174 17% Video % % Electronic Materials Subtotal 6,019 4,818 25% 6,019 4,818 25% TOTAL CIRCULATION 76,595 75, % 76,595 75, % WEBSITE & COMPUTER USAGE WiFi distinct clients* 3,216 2,719 18% 3,216 2,719 18% Pharos usage 2,073 1,926 8% 2,073 1,926 8% Internet usage/number of hours 1,461 1,421 3% 1,461 1,421 3% Website sessions 14,437 N/A #VALUE! 14,437 N/A #VALUE! *daily average of 249 WiFi users 6

7 QUESTIONS ANSWERED JAN 2018 JAN 2017 % CHANGE YTD 2018 YTD 2017 % CHANGE Adult Dept. Reference 3,306 3,273 1% 3,306 3,273 1% Directional/Rule/Policy 2,026 1,324 53% 2,026 1,324 53% Circulation Dept. Reference % % Directional/Rule/Policy 4,058 3,437 18% 4,058 3,437 18% Youth Dept. Reference 1,043 1,151-9% 1,043 1,151-9% Directional/Rule/Policy % % REFERENCE TOTAL 5,121 4, % 5,121 4, % MISCELLANEOUS Book Club-to-Go Kits % % Bookshuttle Bags % % Customer Count 24,522 23,483 4% 24,522 23,483 4% SelfCheck % of Checkout 51% 53% -4% 51% 53% -4% Teacher Packs % % Volunteer Hours Worked % % Fines & Misc. Fees $1,826 $1,115 64% $1,826 $1,115 64% Copier/Printer Fees $1,391 $840 66% $1,391 $840 66% Lost/Damaged Fees $363 $237 53% $363 $237 53% Sale of Property $0 $0 #DIV/0! $0 $0 #DIV/0! Coffee Sales $174 $131 33% $174 $131 33% Snacks & beverages $170 $125 36% $170 $125 36% Collection Agency Fees $115 $86 34% $115 $86 34% Winnebago Co. Major Facility $0 $0 #DIV/0! $0 $0 #DIV/0! Winnebago Co. Operations $0 $0 #DIV/0! $0 $0 #DIV/0! Other counties $0 $0 #DIV/0! $0 $0 #DIV/0! TOTAL $4,039 $2, % $4,039 $2, % 7

8 PROGRAMS JAN 2018 JAN 2017 % CHANGE YTD 2018 YTD 2017 % CHANGE Programs given Adult (Ages 19+) % % Young Adult (Ages 12-18) % % Youth (ages 0-11) % % TOTAL % % Program attendance Adult (Ages 19+) 1, % 1, % Young Adult (Ages 12-18) % % Youth (ages 0-11) 1,874 1,361 38% 1,874 1,361 38% TOTAL 3,039 2, % 3,039 2, % Program Topic/Title/Presentation Date Attendees Adult Tuesday Night Movie LEGO Ninjago Movie 1/2/ Kneenah Knits 1/3/ Chess 1/4/ Fitness Friday 1/5/ Story Catchers 1/6/ Monday Matinee Dunkirk 1/8/ Short Story Night 1/9/ Tech Talk Tuesday Guide to Online Resources 1/9/ Mindfulness Workshop 1/10/ Genealogy Program UW-Oshkosh Area Research Center 1/13/ H TinkerCAD 1/13/ Memory Cafe Lawn Games 1/15/ Outreach: Emerald Ridge MLK Day 1/15/ Tuesday Night Movie My Little Pony: The Movie 1/16/ Outreach: Parkridge Music through the Decades 1/16/ Kneenah Knits 1/17/ History Program History of the Police Department 1/18/ Ukulele group class 1/18/ Fitness Friday 1/19/ Eagle Days Preserving Our Watersheds 1/20/ Eagle Days Sturgeon Success Story 1/20/ Eagle Days Invaders Lurking in Our Waterways 1/20/ MMBK When Breath before Air 1/22/ Outreach: Mercy House Origins of Favorite Words & Phrases 1/23/ Alzheimer's & Dementia 1/23/ Ukulele group class 1/25/ Genealogy Program What is at the Wisconsin Historical Society Libra 1/27/ Absolute Wellness Oxidative Stress 1/30/ Xavier Middle School 3D Printer Demo 1/31/ Welcome to Medicare 1/31/ Ukulele open jam weekly 36 TOTAL 1,006 Young Adult Library Visit Shattuck Middle School CDS 1/3/ Library Program Finals Study Night 1/7/ Library Program Finals Study Night 1/8/ Outreach Lakeside Packaging 1/8/ Library Visit NHS CDS 1/12/ TOTAL 159 Youth Library Program Legos in the Library 1/7/ Outreach YMCA 1/9/ Library Program Footloose Fridays 1/12/ Library Program Pooches & Pages 1/13/ Library Program Talk & Touch Playtime 1/15/ Outreach Lake Edge Preschool 1/17/ Outreach A Child's Imagination 1/17/ Outreach Headstart 1/18/ Library Program Early Dismissal Movie 1/19/ Library Program Eagle Days 1/20/ Library Program Legos in the Library 1/21/ Library Program No School Free Day 1/22/ Library Visit Homeschool Friends 1/24/ Outreach Tullar Elementary 1/25/ Library Program Girlfriends Read 1/25/ Outreach Tullar Elementary 1/26/ Library Program Stuffed Animal Sleepover 1/29/ Outreach A Child's Imagination 1/31/ Outreach Stepping Stones 1/31/ Storytimes Various 1,228 TOTAL

9 Reports & Recommendations 7. Director s report a. Meetings/Events Weekly: Monday morning briefings Weekly: Library department heads Weekly: Assistant director February 19: Staff In-service. Includes presentation on Adverse Childhood Experiences*; lunch provided by the Friends of the Neenah Public Library; Fire drill - NMFR; First aid training Gold Cross; Emergency/Active shooter training Neenah PD) *(Childhood experiences, both positive and negative, have a tremendous, lifelong impact on our health and quality of life. The greater the number of adverse experiences in childhood, the greater the risk for long-term consequences. Those consequences can include lifelong health issues, risky behavior, and mental health concerns. The research in this area is referred to as Adverse Childhood Experiences (ACEs). Our in-service program will help us understand ACEs and their effects, and how we, as library employees, can make a difference in the lives of children and have a positive impact on our community.) February 20: Library Legislative Day in Madison Donations of note b. Report from Circulation Services c. Report from Youth Services d. Report from Adult Services and Technical Services 8. Business for consideration a. Monthly financial reports and end-of-year from Finance department (handouts at meeting) Information item. b. Quarterly Financial Reports from finance companies (handouts at meeting) Information item. c. Department of Public Instruction Annual Report (handouts at meeting) The annual report has been completed. The Board now formally approves the report and the Trust Fund statement. The report is then submitted to the State. Recommendation: Approve the annual report and accept the statement concerning public library system effectiveness: Did provide effective leadership and adequately meet the needs of the library. d. New Board member: George Scherck George Scherck has agreed to be the new Winnebago County representative on the Library Board and will be sworn in at the County Board meeting on February 13. Information item. e. New Records Retention Schedule Wisconsin law requires all public agencies keep records and make them available to members of the public upon request. The previous library retention schedule came out about 10 years ago and the Library Board adopted it at that time. A new schedule has been 9

10 released by the State of Wisconsin and is included in the mailed packets. Copies of the schedule will also be available at the Board meeting. Recommendation: Adopt the new records retention schedule. f. CIP budgets The CIP budget process has started. Budget requests are due to Finance Department on March 9. Council workshop to discuss the requests will be held on Monday, April 23. Council adoption of the CIP will be on Wednesday, May 2. There are two CIP budgets CIP equipment and CIP facilities. Both budget requests will be available at the meeting. Recommendation: Approve the CIP Budgets. g. Trust Fund request Because this request closely ties in with the CIP budget requests, the director is including it at this time. Staff are interested in contracting for the services of an architectural firm/design professional to assess library spaces, i.e., shelving, seating areas, etc. and make recommendations to address some concerns, e.g., noise, meeting room space, quiet study space, programming space, etc. Ideally, this would be done prior to a number of upcoming projects (new carpet installation, new signage) and prior to any additional purchases of furniture and rearrangement of furniture and shelving. Because much has changed in the past 18 years, this project would provide an opportunity for a refresh/renewal of the facility and a plan for the future. The full process would include meeting(s) between the designer and key stakeholders, understanding how materials and people move through the building, a conversation about what does and doesn t work in the current layout, plans/goals for the future, suggestions for improving the layout to meet the needs of the community and library programming and services, etc. The director has requested estimates on the cost from two firms. Recommendation: Approve the use of Trust Funds (Building Account) for the service of an architectural firm/commercial designer to create a plan for current and future library layout at a cost not to exceed $16,000. h. Goals The director s goals for 2018 are included. Recommendation: Approve the director s goals for i. Policy revision: Patron accounts draft (included draft revision; current policy in yellow) Discussion item/possible approval item. j. OWLSNET and WALS Outagamie County Library System (OWLS) and Winnefox Automated Library System (WALS) are considering the possibility of merging the two Integrated Library Systems (ILS), the system that includes our online catalog, circulation system, and cataloging/acquisition system. The director will serve on the committee tasked with exploring the possible ILS merger as the representative for Winnebago County libraries. (Note: This is not a merging of the two library systems; rather it is a discussion of the possibility of merging the two catalog/circulation/ils systems.) Information item. k. Director s performance evaluation 10

11 The City s annual performance evaluation has started. The Library s Finance & Personnel committee meets with the director annually to discuss previous year s performance. The F&PC plan to meet with the director to conduct the review the second week in March. Information item. (The F&PC will schedule the meeting in early March for the second week in March.) l. Summer Food Service Program The director is meeting with NJSD s Food and Nutrition Services Director Jill Cascarano to explore partnering with the School District on summer food service program. Information item. m. Wisconsin Avenue event August 4 A car show has been planned for downtown Neenah on Saturday, August 4. The show will take up much of Wisconsin Avenue. The director has spoken with Traffic Engineer James Merten about options for that afternoon. Because access to parking will be limited, and drive-up access to the bookdrop may not be possible, the library could close for a portion of the afternoon. Alternatively (and preferably), the library would remain open and staff would set up a canopy in the City lot across the street on Doty (formerly the Masonic Temple and attorneys lot) to accept returns. Discussion item. Reports: Winnebago County representative Neenah City Council representative Neenah Joint School District representative 9. Announcements and future agenda items. 10. Next regularly scheduled meeting: March 21, 2018, 4:00 p.m. in the Carpenter Conference Room. 11. Adjournment. 11

12 Library Director goals for 2018 Implement new hours. Plan for staffing adjustments, if needed. (Hours differ from previous years beginning in January and again in June.) Research options for cash registers at circulation services desk and adult services desk to improve accuracy and provide a better method for report preparation. Research to be completed in time for possible inclusion in the 2019 budget request. Pending approval of funding: Coordinate a design assessment to better utilize various library spaces and to address current issues and future needs. Work with NJSD to implement a summer lunch program at the Library. Coordinate new signage design and installation. To be completed by the end of Continue to review Library Board policies and suggest revisions as needed. (This is an ongoing project.) 12

13 PATRON ACCOUNTS REVISION DRAFT A Library account (library card) is a valuable asset, providing access to books, magazines, movies, music, and other materials, as well as to services and resources in the Library and remotely. A Library account is also a responsibility: Account holders are financially responsible for items checked out on their account. Accounts are free and available to any Wisconsin resident. Proof of residency is required. A patron may have only one account within the Winnefox Library System. Prospective patrons without current identification or a permanent address may be issued a temporary account. Children under 16 years of age must have a parent or guardian signature when applying for a Library account. Patrons are responsible for notifying the Library of account changes, such as change of address or name change. Patrons are responsible for notifying the Library when a Library card is lost, misplaced, or stolen. A replacement fee may apply. Periodically, Library accounts will expire. Account renewal requires address confirmation. Cards need not be presented at checkout. In lieu of a card, another form of ID or verification of account may be requested at checkout. LIBRARY USE BY CHILDREN Library use by minors is the responsibility of the parent or guardian. Parents or legal guardians are best suited to judge which materials should be checked out by their children who are under the age of 16. If specifically asked to do so by a parent or legal guardian, and if the child is under 16 years of age, the Library will restrict a child s ability to check out materials or to use the public Internet workstations. Parents may independently access minor children s Library account through the Library s online catalog using the child s account number. The Library follows the motion picture industry s standard (MPAA) for R-rated films by restricting R-rated film checkout to those aged 17 and older. Parents are advised that the Library s collection includes materials, such as unrated films, that may be unsuitable for their children. Parents are also advised that children using the selfcheckout machines are not supervised and could potentially check out materials that may be unsuitable. Parents and caregivers are encouraged to participate in a child s selection and use of Library materials. Parents or guardians may give permission for their children under age 17 to check out R-rated films. Parents are financially responsible for materials checked out on a minor child s account. Library staff can assist parents in the selection of materials for their children. TEACHER ACCOUNTS Teacher accounts are available for educators, including home-schooling parents, student teachers, daycare teachers, and teachers in public, private, and parochial schools. Teacher accounts are for curriculum-related materials only. Teachers must use their personal account for personal check-outs. Teachers should consult with staff regarding materials available for checkout, circulation periods, renewals, etc. Teachers will be charged for lost, unreturned, or damaged items. 13

14 HOMEBOUND ACCOUNTS Delivery service is available to the homebound or those living in a residential facility within the City of Neenah. Checkouts may be for extended periods of time. Homebound patrons and residential facilities will be charged for lost, unreturned, or damaged items. WHAT CAN BE CHECKED OUT The Library s collection includes a wide variety of books, movies, music, and magazines, along with non-traditional items such as puzzles, kits, knitting needles, cake pans, ukuleles, Rokus, WiFi hotspots, air quality monitors, etc. Some Library materials and equipment are intended for in-library use only. RETURNING MATERIALS The Library s bookdrop is available for returns 24 hours a day, every day. Items returned before the Library opens will be checked in using the last open date. LENDING PERIODS The Library sets checkout periods based on factors such as demand or collection size. High demand items may have a shorter loan period with no renewals. ITEM RENEWALS Many items may be renewed twice. Renewals can be done in-person, by phone, or online. Some items may not be renewable because of demand (waiting list/hold list) or limited collection size. ITEM LIMITS Patrons with valid accounts in good standing may have up to 100 items checked out at a time. Some collections have other limits on the number of items that can be checked out. ITEM HOLDS Patrons may place holds on up to 50 items. Patrons who wish to exceed the 50-item hold limit should contact Library staff. Patrons will be notified when an item is available for pickup. INTERLIBRARY LOANS Materials not available in the Winnefox Library System may be available from other libraries in the United States. Staff at the Adult Services desk will help patrons find and request items from other libraries. Wait times may be longer and checkout periods may be shorter for items borrowed through interlibrary loan. Fines for overdue items accrue at a higher rate. Replacement costs for unreturned, lost, or damaged items borrowed through interlibrary loan are based on the lending institution s policy and may be higher. PUBLIC INTERNET STATIONS A Library account from within the Winnefox Library System is needed to use the public Internet computers. Visitors who do not have an account may request a guest pass for the day. OVERDRIVE A Neenah Public Library account in good standing is required to access online resources, such as Overdrive. FINES AND OVERDUE ITEMS The Library and the Winnefox Library System have established loan periods for materials. Patrons are responsible for returning materials on time and in good condition. Fines are charged for items returned after the due date. Patrons are notified of overdue items via , phone, mail, and for those who have registered, via text messaging. Fines accrue for most items at.10 per day for adult items up to a maximum of $5.00 and.05 per day for children s items up to a maximum of $3.00. Interlibrary loan items, reference materials, and equipment have higher fees and 14

15 maximums. Library accounts will be suspended when fines or fees reach $10.00 and until the charges are resolved or below $ DAMAGED, LOST ITEMS, AND UNRETURNED ITEMS Fees are charged for repairing or replacing damaged, lost, and unreturned items. If an item is damaged beyond repair or is lost or not returned, the patron will be charged the cost of replacing the item. The original list price will be charged whenever possible. When the original price is not known, the replacement fee is determined by the Winnefox Library System default price. If the item is found and returned within six months after paying for the item, the patron will receive a refund, minus a service fee. A patron may choose to replace an item with a new, exact copy. A processing fee may be assessed. Refunds are not given when the damaged or lost item has been replaced by the patron. Accounts will be suspended when fees and/or charges total $ When charges are resolved or drop below $10.00, the account will be re-activated. Library staff may waive fees and fines for extenuating circumstances. CLAIMS RETURNED If a patron claims an item has been returned, Library staff will search for the item. If the item is not found in the Library, the patron will be billed for the cost of the item. COLLECTION AGENCY The Library has contracted with a collection agency for accounts with long overdue or lost item charges of $25.00 or more. An additional fee of $15.00 is added to the account when referral to a collection agency is necessary. Items in good condition may be returned to the Library during the collection process and may reduce the amount billed to the patron. The Library has designated Unique Management Services, Inc. (UMS), as an agent of the Library for the collection of Library materials and fines and fees. UMS is required to observe the confidentiality of library records, Wisconsin Statute The Library may choose a different collection agency at any time. LOSS OF PRIVILEGES/BLOCKED STATUS/BARRED STATUS Library supervisors may limit the checkout of materials to customers who abuse library privileges or who don t treat items responsibly. Supervisors may suspend or restrict privileges to individuals and/or facilities when such use may jeopardize the health and cleanliness of library facilities, collections, and users. Borrowing privileges will be restored when the patron can verify that the situation has been remedied. The Library reserves the right to withdraw borrowing privileges from any patron who has provided false registration information, who does not follow the Library s code of conduct, who engages in illegal activities on Library property, who consistently fails to return borrowed materials, or who accumulates excessive fines. AMNESTY AND ALTERNATIVE PAYMENTS The Library periodically holds fine amnesties (overdue fine forgiveness) and Food-for-Fines promotions. Payment arrangements may be possible. Patrons should contact the Circulation Services Supervisor for more information. 15

16 CONFIDENTIALITY OF LIBRARY RECORDS The Library protects the privacy of Library records and the confidentiality of Library use as specified by law. The Library supports the principle of freedom of inquiry for Library customers and protects against unwarranted invasion of Library users personal privacy. All records of individuals who borrow or use the Library s collections, resources, or services are considered Library records. The Library distinguishes between formal requests for customer use records based on a desire to uncover substantive information; and informal requests, by family members only, based on a desire to perform simple housekeeping tasks for other family members. Patrons may pick up holds and pay fines and fees on a family member s card. Except for the exceptions listed below, no one may have access to the Library record of another Library patron. Exceptions 1. Persons acting within the scope of their duties in the administration of the Library 2. Persons authorized by the patron to inspect his/her records. 3. By court order. 4. Custodial parents or guardians of children under the age of 16. No personal information (name, age, address, telephone number, address, caregiver/parent name, etc.) about a Library patron will be released without a court order to any party except for employees acting within the scope of their duties in the administration of the Library. This scope includes staff investigations of alleged criminal behavior by patrons while at the Library or while on Library property, as well as staff exchanging information with local authorities or other libraries in an effort to enforce appropriate behavior in the Library The following Wisconsin Statutes apply: Wisconsin Statute 43.30(5)(a) (a) Upon the request of a law enforcement officer who is investigating criminal conduct alleged to have occurred at a library supported in whole or in part by public funds, the library shall disclose to the law enforcement officer all records pertinent to the alleged criminal conduct that were produced by a surveillance device under the control of the library. Wisconsin Statute 43.30(5)(b) (b) If a library requests the assistance of a law enforcement officer, and the director of the library determines that records produced by a surveillance device under the control of the library may assist the law enforcement officer to render the requested assistance, the library may disclose the records to the law enforcement officer. LIBRARY THEFT The following Wisconsin Statute applies to theft of library materials: Wisconsin Statute Theft of library material. Whoever intentionally takes or conceals library materials without the consent of library staff with intent to deprive the library of possession of the material may be found guilty of theft. If the value of library materials does not exceed $2,500, the charge is a Class A misdemeanor. If the value of library materials exceeds $2,500, the charge is a Class H felony. 16

17 Customer Privileges & Responsibilities CURRENT POLICIES Checkout privileges The library director, or his/her designee, shall develop reasonable rules for checking out library materials in accordance with the best interests of the greatest number of library users, qualified by the staff s ability to control loss and/or inordinate usage by a single customer or group of customers Checkout limits possible The director, or his/her designee, is authorized to limit checkout of library materials to a customer who abuses his or her library privileges, such as checking out unreasonable numbers of similar materials or not treating library materials responsibly. The customer has the right to appeal this limit to the library board at any regular meeting / Library use by children The library affirms that parents or legal guardians are best suited to judge which materials are checked out by their children under age 16. If specifically asked to do so by a parent or legal guardian, and if the child is under age 16, the library will restrict a child s ability to check out library materials or to use the public Internet workstations / / The library shall honor the motion picture industry s standard for R-rated films by restricting R-rated film checkout to those aged 17 and older. Parents are advised that the library may contain library materials, including unrated films, in the adult collection that may be unsuitable for their children. Parents or guardians may give permission for their children under age 17 to check out R-rated films / / / Fines and fees Fine rates and fees shall be determined by the library board / Damaged materials When staff are certain that the customer who last borrowed an item damaged it or caused it to be damaged, the customer will be charged a reasonable amount, to be determined by the library director, or his or her designee, for the damage. When an item is damaged beyond repair or reasonable use by others, the damage charge will be the price of the item / / Default prices Default prices (the price charged a customer for a lost or damaged-beyond-repair item when the original price is not known) are determined by Winnefox Automated Library Services, in accordance with current costs for replacing the lost or damaged material. The actual original list price will be charged whenever possible / Lost materials All lost library materials must either be paid for or replaced by the borrower or, if a minor, by the borrower s parent or legal guardian. For items that are paid for, the charge shall be the first of the following that applies: 1. The actual price listed in the computer. 2. The current retail price. 3. The default price listed in the computer. When a formerly lost item is returned to the library within six months of payment, the customer will be entitled to a refund of the amount paid less the current service charge. Either the customer must present the receipt for the item or staff must find a copy of the receipt in the library receipt book. A copy of the receipt must be submitted as an invoice and will be paid using normal payment procedures. 17

18 For items that are replaced, the replacement must be substantially of the same value as the lost item and usually will be a duplicate of the lost item. A processing fee will be assessed. When special circumstances warrant, the library director, or his or her designee, may waive payment of the lost item, the service charge, and/or the processing fee / / / Unreturned materials The library director shall develop reasonable rules for the return of library materials. In some cases, these rules will be dictated by Winnefox Automated Library Services policies. If a customer does not return checked out library materials in accordance with those rules, the following steps may be taken: A letter from either the library or the city attorney may be sent to the customer (or to the customer's parent or guardian if under age 18) giving the customer a set date to return or pay for the overdue materials The library may sue the customer in order to recover the unreturned items (plus costs) or to receive payment for them (plus costs), or may ask the city attorney to issue a municipal summons for theft of library materials under Wisconsin Statutes The library may use a collection agency to collect long overdue fines and library materials; the library may add a collection fee charge to each customer s account who owes $25 or more The Neenah Public Library Board of Trustees designates Unique Management Services, Inc. (UMS), as an agent of the library for the collection of library materials and fines and fees. The Library Board requires UMS to observe the Wisconsin confidentiality of library records statute Claims returned If a claims returned is not found in the library after checking for it over a twelve week period of time, then the director, or his or her designee, has the authority to assess the customer the cost of the item and to try to recover that cost (or the item) under the Unreturned Materials Policy / Records of library users Introduction The library protects the privacy of library records and the confidentiality of customer library use as required by law. The library supports the principle of freedom of inquiry for library customers. It has adopted this policy to protect against the unwarranted invasion of library users personal privacy. Definition of library record Any record of any individual who borrows or uses the library s documents or other materials, resources, or services. Independent access The library recognizes that a parent has access to minor children s library cards. Using any computer with Internet access, the parent can search for items currently checked out to, on hold for, or overdue by their children through the library s website using the child s library card number. 18

19 Scope The library distinguishes between formal requests for customer use records based on a desire to uncover substantive information; and informal requests, by family members only, based on a desire to perform simple housekeeping tasks for other family members, such as: renewing an item, picking up an item on hold, checking out an item, paying off fines and fees, canceling a hold, searching for a lost item, etc. This policy applies only to uncovering substantive information. Policy Except for the exceptions listed below, no one may have access to the library record of another library user. Exceptions Fines & Fees 1. Persons acting within the scope of their duties in the administration of the library. 2. Persons authorized by the user to inspect his/her records. 3. By court order. 4. Custodial parents or guardians of children under the age of 16. Personal information No personal information (name, age, address, telephone number, address, caregiver/parent name, etc.) about a library user shall be released without a court order to any party except for employees acting within the scope of their duties in the administration of the library. This scope includes staff investigations of alleged criminal behavior by customers at the library or on library property as well as staff exchanging information with local authorities or other libraries in an effort to enforce appropriate behavior in the library Fine Rate Adult materials $.10/day $5.00 Maximum Fine E-Readers $5.00/day $ Reference materials $1.00/day $10.00 Interlibrary loan materials $1.00/day $30.00 Youth materials $.05/day $3.00 Amount owed at which checkout & internet privileges are suspended Batteries for PlayAways Collection fee for accounts $25 $15.00 Computer diskettes Computer printer B&W Computer printer Color Copy machine Copy machine/printer Staff B&W Copy machine/printer Staff Inkjet Up to $2.00/battery $1.00/disk $.10/page $.25/page $.10/page $.05/page $.10/page $

20 Copy machine/printer Staff Color Ear buds/ear phones Fax machine Copies sent Fax machine Copies received Fax machine Staff Feminine products Flash drives Kitchenette clean-up fee Long distance telephone calls Staff only Lost library card Age 15 and under Lost library card Age 16 and over Meeting Room clean-up fee Microform copy machine $.25/page Up to $2.00/pair $2.00/fax $.10/page $.10/page $.25/each $2.00-$3.00 above library cost $25.00 minimum per problem $.10/minute $.50/card $.1.00/card $25.00 minimum per problem $.25/page / / / / / / / / / / / / / / / / / / / / / /