Davis County Library Board Meeting

Davis County Library Board Meeting

Davis County Library Headquarters

Staff Conference Room

133 S. Main Street, Farmington, Utah

April 19 2016, 8:07 a.m.

PRESENT:

Mary Lynne Morgan

Jil Craythorne

Claudette Eastman

Roger Woodward

Jim Smith, Commissioner

Chris Sanford, Director

Susan Smith, Chair, excused

WELCOME:

In the absence of the chair, Mary Lynne Morgan welcomed the Board and conducted the meeting.

MINUTES:

Commissioner Smith made a motion to approve the minutes of the Library Board meeting held March 15, 2016, with changes discussed. Mr. Woodward seconded the motion. The motion was unanimously carried.

POLICY CHANGES – PROPOSED:

#300 ACCESS TO ELECTRONIC INFORMATION, GUIDELINES FOR APPROPRIATE USE OF ELECTRONIC INFORMATION SOURCES, AND #301 INTERNET SAFETY POLICY FOR MINORS

-Mrs. Sanford told the Board that every three years we are required by the State of Utah to have the Board review and reapprove our Internet Access Policies in an open public meeting in order to receive State funding such as our CLEF grants each year. Mrs. Eastman moved that consistent with the requirements of, and with the express intention of complying with, Utah Code Annotated Sections 9-7-215 and 9-7-216, and Utah State Library Administrative Rule R223-2, the Davis County Library Board of Directors approve the proposed policy on “Access to Electronic Information,” and the accompanying “Guidelines for Appropriate Use of Electronic Information Sources”, and the “Internet Safety Policy for Minors,” effective immediately. She further moved that the Chair of the Library Board and the Library Director be authorized to sign and submit appropriate letters to the Utah State Library to certify the approval of the policy and guidelines in accordance with the sections of the Utah Code and the administrative rule cited above. Commissioner Smith seconded the motion. The motion passed unanimously.

-#305 INTERNET ACCESS THROUGH PERSONAL ELECTRONIC DEVICES

Commissioner Smith made a motion to re-adopt policy #305 Internet Access through Personal Electronic Devices as written. Mr. Woodward seconded the motion. The motion was unanimously carried.

CONTRACT RATIFICATIONS:

Mrs. Sanford told the Board that the following contracts were approved at a Commission Meeting since our last Board meeting:

-Agreement with State of Utah Library Division – CLEF (Community Library Enhancement Fund) Grant in the amount of $38,300. This grant will be used to enhance our electronic book collection and also to partially pay for the hosting fee as we move to our own Overdrive account. Mr. Woodward made a motion to ratify the agreement. Mrs. Eastman seconded the motion. The motion passed unanimously.

-Amendment with SirsiDynix to clarify the termination clause based on the County’s ability to fund the contract. Mrs. Craythorne made a motion to ratify the contract. Mr. Woodward seconded the motion. The motion passed unanimously.

-Agreement with SirsiDynix for the BLUECloud component to put our catalog on the Internet in the amount of $15,070. This is a multi-year agreement with a 2.9% annual price increase through 2019. Mr. Woodward made a motion to ratify the agreement. Mrs. Craythorne seconded the motion. The motion passed unanimously.

-Renewal of the Agreement with Creative Empire, LLC dba Mango Language for our foreign language database in the amount of $11,090. Mrs. Eastman made a motion to ratify the agreement. Mrs. Craythorne seconded the motion. The motion carried unanimously.

-Mrs. Sanford told the Board that in July 2015 there were over-voltage problems twice in one day at the new Kaysville Branch Library. This change order with Ascent Construction is for repair or replacement of various electrical and mechanical systems due to that power over-voltage prior to opening in the amount of $44,935.79. We are working with Kaysville City to see if they will offset the cost. Mr. Woodward made a motion to ratify the change order. Mrs. Craythorne seconded the motion. The motion passed unanimously.

CHILDREN’S SERVICES – UPDATE:

-The Summer Reading program kicks off on June 6, 2016. The theme this year is “Get Ready, Get Set…Read.

-The March Activity, Lost in Time at the Library, on March 11, 2016 went well.

-Babysitting Boot Camp will be in May.

PROGRAMMING – UPDATE:

-March 25, 2016 was the opening reception of the Davis County Photography Exhibit at 6:30 p.m. The Headquarters Library had storytelling and activities for children.

-Kenneth Oppel, author program, will be at the Headquarters auditorium on May 3, 2016.

TECHNOLOGY UPDATE:

-SirsiDynix has begun uploading our catalog records so they are searchable on the Internet.

-We will be installing new silent receipt printers at the Centerville, North and Headquarters libraries in the next few months.

-Taking fines on-line has been very successful. We are still waiting for machines that will take chip enable credit cards before we can take credit card payments in the libraries.

-Based on a patron suggestion, shortly before your items are due an email will read “Courtesy Reminder – Library Items Due Soon”, instead of “Pre-overdue notice”.

-We are in the process of redesigning our website with the patron in mind.

-The County is making a transition from Microsoft Office to Google Apps. Melanie Denhalter, a Reference Supervisor from the Central Branch, will be on the initial team. Ten more of the Library Staff will be on the second time and they will instruct the other staff.

RATIFICATION OF BILLS – JANUARY 2016, FEBRUARY 2016:

Commissioner Smith made a motion to ratify the bills paid in January 2016 in the amount of $496,765.33. Mrs. Eastman seconded the motion. The motion passed unanimously. Commissioner Smith made a motion to ratify the bills paid in February 2016 in the amount of $526,013.39. Mr. Woodward seconded the motion. The motion was unanimously carried.

ADJOURNMENT:

Mr. Woodward made a motion to adjourn at 8:55 a.m. Mrs. Eastman seconded the motion. The motion was unanimously carried.

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Janet Rigby Date approved

April 19, 2016