VINELAND PUBLIC LIBRARY
BOARD OF TRUSTEES- RETREAT
April 7, 2011

A Board of Trustees of the Vineland Public Library retreat was held on Thursday, April 7, 2011 at Larry II Restaurant, N. Main Road, Vineland, NJ.

Board of Trustees President Joanne Gittone officially called the meeting to order at 4:00 p.m. Notice of this meeting had been sent to the Office of the City Clerk, The Daily Journal, The Press, Channel 9 and was posted in the library in accordance with Sunshine Laws. Trustees present were Victor Druziako, Joanne Gittone, Whelma B. Irby, Rosa Mendez, Shirley Santos, Michael Sarnoff and Christine Schneider. Trustees not attending were Ross Stanger and Deborah Wallace-Long. Also present was Library Director Gloria Urban.

DISCUSSION OF LIBRARY POLICIES

A. VINELAND PUBLIC LIBRARY
DISTRIBUTION OF FREE MATERIALS/COMMUNITY INFORMATION POLICY

Handouts and Bulletin Boards
Rationale: It is the policy of the library, as part of its information mission, to provide access to free materials/community information through the distribution of free handouts or the public posting of flyers, notices and posters. Such materials are limited to those of an educational, cultural, civic, intellectual, recreational or charitable nature.

To give access to as much community information as possible, most material is displayed for one month only. When space is limited, preference is given to Vineland organizations.

Handouts and posters should be submitted to the Community Relations Coordinator for approval. Materials from for-profit groups, companies, organizations or individuals may not be accepted. Acceptance for distribution or posting of materials by the library does not necessarily indicate the library's endorsement of the issues or events promoted by these materials.

Clarification requested: When a for-profit organization holds an educational/cultural/ civic/ intellectual/ recreational/charitable event, may this be posted for the public?

Examples: A for profit art studio in Millville announces an open house or artist reception; A doctor’s group holds a health workshop; A Vineland downtown business holds a coffeehouse or musical event on their premises; A financial institution holds a tax seminar; A travel agency or AAA announces a bus trip to see a broadway show.

Petitioning or Distribution of Literature in Library
In library: It is the Library's policy that petitioning, soliciting, distribution of literature or leaflets, canvassing, or similar types of appeals by members of the public are not allowed in the library. Exceptions may be made with the approval of the Director for specific library-related, City or County projects.

New: It is the library’s policy that petitioning, soliciting, distribution of literature or leaflets, canvassing, or similar types of appeals by members of the public are not allowed on library property. Exceptions may be made with the approval of the Director for specific library-related, City or County projects.

"Further, upon approval by the Board of Trustees, exceptions may also be made for apolitical, not-for-profit events and projects that seek to benefit the public health, welfare and/or safety. Such events and projects must be consistent with Library policies."

On library grounds: Groups or individuals who wish to petition, solicit, canvas, or distribute literature to the public on library parking lots, sidewalks, or other grounds surrounding the library building may do so if they do not impede access by the public to the building, make excessive noise, or otherwise interfere with use of the library. New: delete this paragraph

(Reasoning: Patrons complain when they are approached by people in the parking lot who are handing out literature. People that are begging or panhandling could argue their actions are permitted. We also don't want flyers placed on cars - they end up all over.)

Adopted by the VPL Board of Trustees 8/19/96; Reviewed by VPL Board of Trustees 1/26/06

Ms. Urban suggested a second bulletin board across from the rest rooms to post community information. The current bulletin board would be for posting library and city information. Trustees approved this suggestion. They suggested a limit of one month for all postings and a disclaimer on the community bulletin board. Postings will be on a first come/first served basis. Dr. Sarnoff expressed concern that this will take a great deal of library staff time to monitor. Trustees would like to revisit this in six months.

Trustees fully agreed with the recommendation to not allow petitioning or distribution of literature on library grounds.

B. Vineland Public Library Children’s Department -- Computer Workstation Rules

1. These computers are for children ages 12 and younger. Exceptions can be made only by the librarian or student assistant on duty.

2. If there are people waiting to use the computer:

a. Set the timer for 15 minutes if you are playing games.
(New: You are allowed 15 minutes if you are playing games.)

b. Do not set the timer if you are doing homework.
(New: Your time will not be limited if you are doing homework, except in cases where the computers are extremely busy and all users need to do homework.)

3. Ask for assistance before printing. Each printed page costs 15 cents.

4. Examples of unacceptable use of the computers include but are not limited to the following:

a. Disruptive behavior
b. Bothering other users
c. Viewing pornography
d. Playing excessively violent games
e. Viewing music videos
f. Listening to music
g. Downloading software
h. Destruction of equipment
i. Violating computer system security
j. Visiting social networking sites
k. Chatting or IMing

5. If an inappropriate site pops up on your computer, see the librarian or student assistant on duty immediately.

6. If you are signed onto a computer and you get up, you have lost your turn on the computer. Check with a staff member first if you must get up for an emergency (such as using the restroom). Do not leave any of your belongings unattended at the computers.

Approved by the Vineland Public Library Board of Trustees, April 24, 2003

After a short discussion, all Trustees agreed.

C. Vineland Public Library Internet Policy

The Vineland Public Library offers Internet access as part of its mission to provide access to a wide range of information and ideas.

The Internet allows users to connect to networks of resources outside of the library. However, the Internet is currently an unregulated medium. It offers access to a wealth of material that is personally, professionally and culturally enriching to individuals of all ages, but it also enables access to some material that may be inaccurate, offensive and/or illegal. The Library does not monitor and has no control over the information on the Internet and cannot be held responsible for its content.

To assist users in their exploration of the Internet, staff librarians will recommend resources that are informative and age appropriate. This will include identifying appropriate sites for children exploring the Internet. However, the library upholds and affirms the right and responsibility of parents to determine and monitor their children's use of all library materials and resources. Library users, whether children or adults, are the final selectors in using the Internet and are responsible for their individual choices and decisions. The library endorses the American Library Association Library Bill of Rights.

The Vineland Public Library's computers may not be used for purposes contrary to state or federal laws, or in ways that interfere with or disrupt other users, service or equipment. Activities which are not allowed include, but are not limited to, unauthorized access to any network or computer system; causing degradation of system performance; damaging computer equipment or software; violation of copyright laws; and display of graphic pornography which is inappropriate for an open public environment. Such display could be considered sexual harassment. The library does not offer email accounts [or] server space for web pages [or access to chat groups. Computer use for the purposes of reference, research and the word processing of assignments and resumes will be given priority.

Bolded above should be deleted since that statement is no longer true

Insert instead: “The library does not offer server space for email accounts or web pages, but patrons may establish and use web-based email accounts.”

Failure to use the Internet computers appropriately may result in loss of computer privileges and criminal prosecution.

The library disclaims any liability or responsibility arising from access to or use of information obtained through its electronic information systems, or any consequences thereof.

Approved by the Vineland Public Library Board of Trustees
Revised Dec. 17, 1999 and April 26, 2001

After a short discussion, all Trustees agreed.

D. Adults in the Children’s Department – Proposed new policy

The Children’s Department on the second floor of the library is dedicated to resources and services for children from birth through sixth grade. Parents and caregivers are invited to accompany their children to the Children’s Department to participate actively in reading, programs and the selection and use of library materials. The use of the facility and resources is reserved for children and their families.

For the safety of all children:

• Children younger than nine years old must be accompanied by an adult in all areas of the library.
• Adults (18 years and older) who are not accompanied by children are to use the Children’s Department only for the purpose of retrieving materials for checkout or research. Adults unaccompanied by children who are not using Children’s Department materials may be asked to relocate to other parts of the library.

Exceptions to this rule may be requested and considered on an individual basis.

After a short discussion, all Trustees agreed.

E. Vineland Public Library
Unattended Children Policy

DEFINITION
A vulnerable child is an unattended child of any age whose safety or well-being would be endangered if he/she were sent out of the building. Examples of endangerment include the child being too young to be on his/her own, the child being left alone in an unsafe area, being left alone in the dark, or being left alone outside the facility after business hours.

Responsibility B Staff Member
1) 2) An unattended child found frightened or crying should be comforted by the staff and reunited with parent or care-giver. Explain to the parent or care-giver that you were concerned about the child=s safety.

3) If parent or care-giver is not immediately available, the staff should take the child to the Children=s Librarian or the Person-in-Charge.

Responsibility B Children=s Librarian or PERSON-IN-CHARGE
4) If parent or care-giver is not in the building, try to obtain the parent=s name and phone number from the child.

5) Call the parent or care-giver, inform him/her of the library=s concern for the child=s safety and request that the parent or care-giver pickup the child within 15 minutes.

6) If parent cannot be reached within 15 minutes or if care-giver doesn=t respond within 15 minutes, call the local non-emergency number: 696-1212

**** AT CLOSING ****
Addition: We will follow the same procedures for vulnerable adults, such as elderly or developmentally disabled patrons, who are left alone at closing.
Responsibility B Staff Member
1) Identify an unattended child early enough so that you can encourage him/her to call parent or care-giver, or offer to call for the child.

2) Notify Person-in-Charge that vulnerable child is waiting to be picked up.

Responsibility B PERSON-IN-CHARGE
3) If parent or care-giver cannot be reached with first phone call, try again in a few minutes, but meanwhile, call the local non-emergency number: 696-1212

4) TWO staff members, one of whom may be the security guard, will remain with the child until the parent or care-giver or the police arrive. Explain library policy and hours to parent or care-giver when he/she arrives and give him/her parent letter.

5) Under no circumstances will library staff transport or take the child away from the building.

6) Complete Incident Report Form and forward to appropriate officials as listed on the form.

Adopted by Board of Trustees B March 18, 1999
Reviewed and approved October 24, 2002

Trustees agreed.

New policy to replace “temporary” policy approved in March, 2004

F. Vineland Public Library Food Policy

Food & beverages are permitted in most areas of the library, with the following exceptions:

1. Food & beverages and food & beverage containers are NOT permitted near any library computer.
2. No food or food containers are permitted in the Silent Study Room, but beverages are permitted.
3. Foods with strong odors must not be consumed in the library. You will be asked to dispose of such foods outside.
4. Patrons consuming food and beverages in the library are responsible for cleaning up after themselves and disposing of their own food/beverage containers.

All food or beverage spills must be reported to staff immediately.

Ms. Urban told Trustees the policy was adopted on a temporary basis but never permanently approved. There was a short discussion on the policy. Trustees agreed with the policy.

G. Suspension of Certain Library Privileges for Excess Overdues – new proposed policy

A patron’s card will be BLOCKED by Vineland Public Library if they owe $2 or more to any CLUES library. In order to use the Internet computers, check out items, place reserves or order items through ILL, a patron’s balance owed must be no more than $1.99

Rationale:
At present, patrons’ CLUES cards are BLOCKED if they owe $15 or more. There is no time limit, so a patron can carry a balance indefinitely and continue to have full borrowing privileges, including ILL. We could take in more revenue if we were less liberal and blocked patrons’ cards when they owed significantly less than $15.
Comments:
• The SAM system currently prevents patrons who owe more than $1.99 from accessing the Internet computers, so imposing this limit for generally BLOCKING their cards simplifies our system.
• When we were letting patrons check out laptops, we insisted that they not owe any money on their CLUES card. The Head of Circ at that time told me that a large number of patrons paid off balances that they had carried for years in order to check out a laptop.
• When we place ILL orders, we already have to check the status of a patron’s CLUES card, so this would not be extra work.
• After Susan adjusted the CLUES “policies,” CLUES would automatically block the placing of holds and the checking out of materials on their cards if patrons owed over $1.99, so the practical implementation of such a new policy would not be a problem.

After a short discussion, Trustees approved of this policy.

H. Policy of Vineland Public Library relative to
Discovery of Evidence of Child Pornography on [iBooks,
or other] (delete this part) Computer Equipment

In the event that evidence of child pornography is discovered on [Library laptop computers (“iBooks”), or any other] (Delete the prior phrase) Library computer equipment, the computer shall immediately be pulled from general [circulation] [use] (replace “circulation’ with “use”), and information regarding its prior users preserved. No steps shall be taken to remove any offending material from the computer (cleaning of history trails, etc…..). The Library shall, as soon as possible, then forward notice to the County Prosecutor’s office of the discovery, and preserve any evidence (the iBook or other hardware, and prior user information) for inspection by the County Prosecutor’s office. A copy of any such notice shall also be forwarded to the City’s Legal Department.

Any questions as to this policy should be forwarded to the City’s Legal Department.

Approved by Vineland Public Library Board of Trustees
May 22, 2003

Reviewed by Vineland Public Library Board of Trustees
July 24, 2003

Ms. Urban explained this is just a cleanup of the policy. Trustees agreed.

On a motion made by Ms. Irby, seconded by Ms. Santos, Trustees approved library policies B through H as presented. Ms. Urban call the roll: YEAS: Trustee Druziako, Trustee Irby, Secretary Mendez, Trustee Santos, Trustee Sarnoff, Treasurer Schneider and President Gittone.

ITEMS THAT WILL BE ON THE AGENDA FOR THE NEXT MEETING
By-Law Change
Ms. Gittone verified all Trustees received a copy of the proposed change to the by-laws which will be voted on at the next Board meeting.

Audit
Mr. Steve Testa will be at the next Trustees meeting to give an audit report.

EXECUTIVE SESSION
On a motion made by Mrs. Schneider, seconded by Ms. Irby, Trustees agreed to go into Executive session for a personnel issue. Ms. Gittone read the Executive session notice pursuant to N.J.S.A. 10:4-12(b) (8). Ms. Urban call the roll: YEAS: Trustee Druziako, Trustee Irby, Secretary Mendez, Trustee Santos, Trustee Sarnoff, Treasurer Schneider and President Gittone.

On a motion made by Mr. Druziako, seconded by Dr. Sarnoff, Trustees agreed to come out of executive session. Ms. Urban call the roll: YEAS: Trustee Druziako, Trustee Irby, Secretary Mendez, Trustee Santos, Trustee Sarnoff, Treasurer Schneider and President Gittone.

FINANCIAL DISCLOSURE FORMS
Trustees received a copy of the annual Financial Disclosure forms which must be submitted to the City of Vineland Clerk by April 13, 2011.

CASINO NIGHT
Trustees received a flyer for the Foundation Casino Night to be held on Friday, April 29, 2011 from 7:00 – 11:00 p.m. Admission is $40 and includes entertainment, gambling, food and soft drinks.

PUBLIC COMMENT
No members of the public were present.

ADJOURNMENT
The meeting adjourned at 6:20 p.m.

Respectfully submitted,
From a tape recording of the meeting

Anita Lupcho, Library Administrative Clerk