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02-26-1998 Minutes -550- The Salina Public Library Board of Trustees held the~ir monthly meeting Thursday, February 26, 1998, at 4:00 p.m., in the Prescott Room. The following Board members were present: Joe Lock, Nancy Chandler, Roger Struble, Janet Wilbur, and Tom Arpke. Others present were Joe McKenzie, Cynthia Smull, and Lisa Bowman. Janet Wilbur called the meeting to order. She asked. for corrections to the January minutes. Corrections are on page 548, paragraph 8, change total cost to $7,000 and cost to Library would be $3500. 98-01 The minutes of the January 1998, meeting were approved with corrections on motion made by Roger Struble and seconded by Nancy Chandler. Motion passed. p.550, 2-26-98 PUBLIC COMMENTS: None STAFF INTRODUCTIONS: Joe introduced Lisa Bowman, Head Children's who will give a presentation later in the meeting. FRIENDS OF THE LIBRARY: The Friends are presently working on the Friends Favorites mailing. The Coffee Gallery has closed. The Friends have removed their book shelf from the premises. of DISCUSSION: Janet Wilbur and Jim Sullivan Committee for 1998-99 Board officers. are the Nominating ACTION ITEMS: Joe McKenzie, Library Director, discussed the sponsorship of the Smoky Hill River Storyteller's stage. 98-02 On motion made by Nancy Chandler and seconded by Joe Lock it was RESOLVED THAT: The Library sponsor half of the Storyteller's Stage, at the Smoky Hill River Festival in the amount of $3,500.00. The money will be paid from the Fines and Miscellaneous Account. Motion passed. p.550, 2-26-98 Joe presented and discussed material regarding t:he City's Neighborhood Revitalization Program and it's continuation for another five years. 98-03 On motion made by Roger Struble and seconded by Tom Arpke it was RESOLVED THAT: The Salina Public Library participate in the Neighborhood Revitalization Program. Motion passed. p550, 2-26-98 The Board discussed the CD Music Collection Policy. 98-04 On motion made by Roger Struble and seconded by Tom Arpke it was RESOLVED THAT: The Board accept the CD Policy on first reading. Motion Passed. p 550, 2-26-98 ** See CD MUSIC CIRCULATING COLLECTION POLICY - page 55:2 -551- The Board discussed the Prescott Meeting Room policy. Bowman presented reasons for updating the policy. 98-05 On motion made by Roger Struble and seconded by Nancy Chandler it was RESOLVED THAT: The Board accepts the Prescott Meeting Room changes on first reading. Motion Passed. p 551, 2-26-98 Lisa ** See PRESCOTT MEETING ROOM POLICY -Pages 553-557 FINANCIAL REPORT: The Fines and Miscellaneous Account Ìf~ now over $100,000. This account is being moved to Sunflower Bank from NationsBank because of legislative changes effective December 31, 1997, in where public funds can be invested. Harbin is now paid in full for the renovation projec~t. Ritter Tile still needs to raise the carpet on the stairway. STATISTICAL REPORT: Jan commented that the stats are ahead of last year. cÞildren's had a very busy month and February stats are slightly ahead of last year at this time. LIBRARIAN'S REPORT: Amber Hurn has started. She is our new part- time Marketing Coordinator. We will have a booth at ANBUCS this year. six staff will go to PLA March 11-13. Staff has been sent to Computerland for new software training. voice mail is in place and will be completed next month. Story time remains strong. The Schilling School Program held in the Prescott Room was a success with a hundred in attendance. Joe attended Kansas Library Association Legislati VE~ Day. It is not going well in the appropriations committee for libraries. The Library is working on our Collection Agency Policy. Joe asked for two Board members to help with this project. Roger Struble and Nancy Chandler volunteered to sit on this committee. Joe discussed the curb cuts recommended by the city. ADJOURNMENT: There being no further business to COme t)efore the Board, the meeting was adjourned by Janet wilbur. Roger Struble, Secretary Date -552- CD Music Circulating Collection Policies It is recommended, in the interest of simplifying, that the Library generally follow the circulating policies that have been established . for cassettes and books on tape. The following is a list of those policies and how the CD Music Collection will be circulated. Loan Periods Cassette Tapes/Books on Tape/CD Music: Friends: 42 days 28 days Limits: CD Music: 6 items Children's CD's: No Limit (This should be self limiting in most cases) Reserves: yes Renewals: yes - 14 days Fines: 10 cents per day Replacement Costs: $21 ($15 average cost, plus $6 processing) Classification/shelving: Dewey Decimal system Collection Development Statement CD-Music will be collected for the purpose of providing a circulating collection of music for the community's recreation and cultural enrichment. The core of the collection will be classical music from all periods and special needs that have been traditionally requested, such as sound effects and wedding music. In addition, the library will build a representative collection of other musical genres, including but not limited to opera, Showtunes, folk, jazz, gospel, Christian, country and rock. These additional genres will be basic, not comprehensive. They will comprise a best of the best approach, along with award winning or classic examples from the genre. . Collection Breakdown Classical/Opera: 60% Miscellaneous Special Needs: 10% Musicals/Showtunes: 10% JazzlNew Age/World Music: 10% Other: 10% -553- SALINA PUBLIC LIBRARY PRESCOTT MEETING ROOM POLICY The Prescott Meeting Room is available at no charge to non-profit groups to help serve the community's needs for educational, infonnational, and cultural enrichment. Meetings and programs must be held during the normal operating hours of the library. These hours are: Monday - Thursday 9:00AM - 9:00PM Friday and Saturday 9:00AM - 6:00PM Sunday 1 :OOPM - 6:00PM All use of the Prescott Meeting Room is subject to the approval of the Library Director. Library sponsored or co-sponsored meetings and programs take precedence over scheduling meetings for other !,7fOUPS at all times. No purely social functions or religious services are allowed in the Prescott Meeting Room. Groups must have a minimum of 8 individuals attending the meeting in order to reserve and use the Prescott Meeting Room. Smaller groups can reserve the small conference room. (Reservations for this room can be made at the Adult Reference Desk.) Groups may not exceed the maximum occupancy for the Prescott Meeting Room. Maximum occupancy is 75 individuals. The Prescott Meeting Room is available on a first-come, first-served basis. Reservations must be made in advance and can be made up to two months in advance. Groups can reserve the Prescott Meeting Room for only one meeting per month. Same day scheduling will be done only at the discretion ofthe Head of the Children's Department or the Library Director. Meetings must not be of a nature that would interfere with the Honnal business of the library. Music and noise must be kept at a reasonable level. Please do not attach anything to the walls, ceiling, or floor. Solicitation of any persons outside of the Prescott Meeting Room is prohibited. No tobacco products and no alcoholic products are allowed in the Prescott Meeting Room. Refreshments such as coffee, tea, soft drinks, snack foods, sandwiches, and deserts may be served in the Prescott Meeting Room. Groups must provide their own refreshments and serving containers/utensils, and the group is fully responsible for cleanup. A $10.00 refundable deposit is required if refreshments are going to be served. If the Prescott Meeting Room is left in an acceptable manner, deposits will be refunded within the week following the meeting. If needed, the Library can provide a movie screen, TV, VCR, slide projector, podium, and/or an overhead projector. Staff may not be available to assist with the use of equipment. If your group needs instructions on how to use the Library equipment, contact the Head of the Children's Department at least a week before the date of the meeting. There is a $25.00 refundable deposit for the use of equipment. As long as no equipment or pieces of equipment are missing or damaged, deposits will be refunded within the week following the meeting. The use of non-library equipment must be approved by the Head of the Children's Department or the Library Director in advance. Publicity for a meeting held by a non-library group in the Prescott Meeting Room must not be worded in a manner that would imply sponsorship or endorsement of the group's activities by the Salina Public Library. Granting the use of the Prescott Meeting Room to a group does not imply Library -554- approval or endorsement of the group, the meeting, or the ideas presented at the meeting. The name, address, or telephone number of the Salina Public Library must not be used as the official address or headquarters of an organization or group. The Salina Public Library is not liable for injuries to individuals or for damages to or the loss of personal or organizational property of groups using the Prescott Meeting Room. After reading this document and completing the reservation form, a representative of the group using the Prescott Meeting Room must sign a statement on the reservation form accepting responsibility for the damage or loss of Library equipment and furnishings. The person who signs the statement is responsible for the conduct of the group and is financially responsible for any damage or loss of Library equipment and furnishings. . Failure to abide by any of these rules or to cooperate with Salina Public Library staff may result in loss of meeting room privileges. Approved by the Salina Public Library Board ????????????? -555- SALINA PUBLIC LIBRARY PRESCOTT MEETING ROOM RESERVATION PROCEDURE Reservations for the Prescott Meeting Room may be made in person at the Children's Department, by calling the Chi!Øren's Department at (785) 825-0505, or by calling the Library Switchboard at (785) 825-4624 and asking for the Children's Department. If you have questions about the policies or use of the Prescott Meeting Room, contact the Head of the Children's Department or the Library Director. When making a reservation, please allow time for your group to set up at the beginning and to clean up at the end of the meeting. Any furniture and/or equipment that a group has requested will be in the Prescott Meeting Room by the time of the meeting. The group is responsible for setting up for the meeting and cleaning up after the meeting. If the members of the group have physical limitations which prohibit them from setting up furniture or equipment for the meeting, pleas{: note this fact on the reservation form, and the Library will make arrangements to assist with set up. After an applicant has read the policies for the use of the Prescott Meeting Room, the applicant must complete a reservation form, sign the liability statement, and (if applicable) submit a check made out to the Salina Public Library for any deposit required. The Head of the Children's Department or the Library Director will review the application, approve or reject it, and send a copy of the approved or rejected reservation fonn back to the applicant. On the day of the meeting, a representative from the group should sign in at the Children's Department desk when slhe arrives to set up for the meeting and sign out after the meeting has concluded and the Prescott Meeting Room has been cleaned up. -556- SALINA PUBLIC LIBRARY PRESCOTT MEETING ROOM RESERVATION FORM Date Requested Time Requested When stating the time requested, please remember to allow time for your group to set up before and clean up after your meeting. Name of Group Is your group: --a non-profit group? . YES NO If the answer to this questions is "no," the group may not use the Prescott Meeting Room, as per the Prescott Meeting Room policy. --smaller than 8 people? YES NO --larger than 75 people? YES NO --wanting to use the Prescott Meeting Room for a purely social function? YES NO --wanting to use the Prescott Meeting Room for a religious service? YES NO If the answer to any of these questions is "yes," the group may not use the Prescott Meeting Room, as per the Prescott Meeting Room policy. Contact Person Street Address City Zip Code State Phone # ( ) Alternate Phone # (optional) ( ) # People Attending # Tables Needed . # Chairs Needed Tables available are 6 feet in length. If, because of physical limitations, your group will require assistance with room set up, please make an ~~X" on this line. Equipment Needed (Circle any many as needed) TV VCR Slide projector Movie screen Podium Overhead projector Staff may not be available to assist with the use of equipment. Contact the Head of the Children's Department at least a week before the date of the meeting if your group needs instructions on how to use the Library equipment. There is a $25.00 refundable deposit for the use of equipment. No deposit is required if the group is using only tables and chairs. 'Viii your group require instruction on how to use any Library equipment? YES NO -557- If your group wishes to use non-Library equipment at your meeting, please list any equipment that your group wants to bring in on the lines below. The use of non-library equipment must be approved by the Head of the Children's Department or the Library Director in advance. . 'Viii refreshments be served? YES NO Is a coffee pot needed? YES NO The coffeepot available is percolating coffeepot. Automatic drip coffee and instant coffee will not work in it. The coffeepot will make between 18 and 55 cups. No tobacco products or alcoholic products are allowed in the Prescott Meeting Room. Refreshments such as coffee, tea, soft drinks, snack foods, sandwiches, and deserts may be served. Groups must provide their own refreshments and serving containers/utensils. The group is fully responsible for cleanup. A $10.00 refundable deposit is required if refreshments are going to be served. Acceptance of Responsibility: Groups using the Prescott Meeting Room are responsible for the condition of the room, equipment, and furnishings. I have read the SALINA PUBLIC LffiRARY PRESCOTT :MEETING ROOM POLICY pertaining to the use of the room, and I completely understand and accept full responsibility. Total Deposit Collected (Circle one) $10.00 $25.00 $35.00 If a reservation for the Prescott Meeting Room is not approved, any deposit colle¡:ted will be returned. Signature Date Printed Name Day of Meeting Sign-In Sign-Out ------------------------------------------------------------------------ DO NOT WRITE BELOW TIDS LINE-FOR LffiRARY USE ONLY Use of Meeting Room Approved Denied Use of Non-Library Equipment Approved Denied Date Maintenance Notified Set-Up Assistance Required Amount of Deposit Collected Date Deposit Returned