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04-08-2023 Meeting Agenda Packet LABPERSON COUNTY LIBRARY Advisory Board Meeting: Date: April 10th, 2023 Time: 3:00 p.m. Location: Person County Public Library 319 S. Main Street Roxboro, NC 27573 AGENGA- Annual Meeting I.Call to Order, roll call, and certification of quorum. II.ACTION ITEM: Approve agenda for April 10, 2023 Advisory Board meeting. III.ACTION ITEM: Approve minutes from the January 9, 2023 Advisory Board meeting. IV.Old Business: None V.New Business: ACTION ITEMS: Approve New Policies and Services a. 2.6.4 North Carolina History Room Policies b. Amend Current Policies in 4.0 and 5.0 to remove late fees for all materials just Person County Public Library. VI.Approve Replacement of Late Fee Revenue with Passport Service VII.Director’s Report a. Presentation of written report including statistics and monthly financial reports for quarter three of 2022/2033 fiscal year. VIII. Adjournment If you are unable to attend this meeting, please notify Library Director, Kayli Reyna at 336-330- 2297 or kreyna@personcountync.gov by Saturday April 8, 2023 PERSON COUNTY LIBRARY LIBRARY ADVISORY BOARD January 9th, 2023 Meeting Minutes, written by Kayli Reyna Held: January 9th, 2023 at 3:23 p.m. in the Person County Public Library, 319 S. Main Street Roxboro, NC 27573. AGENGA- Annual Meeting I.Call to Order, roll call, and certification of quorum. a. Board Members Present: Harvey, Gibson, McCoy, and Commissioner Puryear b. Absent: Powell, Bradsher c. Staff Present: Kayli Reyna d. Member of Public: Tabatha Bush II.ACTION ITEM: Approve agenda for January 9, 2023 Advisory Board meeting. a. No Discussion b. Motion to approve by: McCoy; Second by Gibson c. MOTION CARRIED: 4 Ayes; 0 Nays III.ACTION ITEM: Approve minutes from the July 11, 2022 and November 7, 2022 a. No Discussion b. Motion to approve by: Puryear; Second by McCoy c. MOTION CARRIED: 4 Ayes; 0 Nays IV.Old Business: None V.New Business: ACTION ITEMS: Go over Advisory Board bylaws, fill out current contact information and review 2023 Advisory Board meetings dates and times. a. Members of the Board discussed what actions to take when members are absent based on the Advisory Board Bylaws. b. Members of the Board discussed set times for the Advisory Board meetings. Based on the discussion, the meeting time and place was not changed. The Board did vote to correct on meeting date from October 19th to October 16th. c. Motion to approve by: McCoy; Second by Puryear d. MOTION CARRIED: 4 Ayes; 0 Nays VI.Director’s Report a. Presentation of written report including statistics and monthly financial reports for quarter two of 2022/2033 fiscal year. Reyna discussed current project and plans for the library. Reyna brought up the request to formally present going late fine free beginning in July 23. The Board will officially vote during April’s Meeting. VIII. Adjournment b. Motion to adjourn by: McCoy; Second by Gibson c. MOTION CARRIED: 4 Ayes; 0 Nays 2.6.4 NORTH CAROLINA HISTORY ROOM POLICIES Researchers interested in North Carolina history are invited to visit the North Carolina History Room and to make use of the historical materials in our reference collection. These manuscripts are valuable for historical and evidential purposes and some are irreplaceable. It is therefore essential that they be used with care. When a visitor fails to exercise good judgment, the library staff is authorized to take precautionary action, including the refusal to allow the researcher further use of the records. Rules and regulations regarding original material are set forth in Title 7, Subchapter 4M, of the North Carolina Adminis trative Code. Visitors to the North Carolina History Room should bring some standard form of identification (such as a driver's license). With proper identification and appointment, patrons will be allowed access by library staff on duty. LOCAL & STATE HISTORY: Almost anything concerning North Carolina and Person County, past or present, can be found in the Person County Public Library’s North Carolina History Room. The department’s two collections, North Carolina Reference and Genealogy/Local Reference, consist of: • Yearbooks • Maps (digitized) • Pamphlets • Newspapers • Census records • Indexes of vital records • Microfilm • Reference books & biographies • Periodicals • Magazines • Donated research (local, historical, and genealogical) BEFORE YOU ARRIVE FOR A RESEARCH VISIT: The North Carolina History Room at the Person County Public Library is open by appointment only during open Library hours Monday – Friday, 10:00 AM – 4:00 PM. Hours will change during holidays and in cases of Inclement weather. Visit our library webpage or social media on Facebook, Twitter, and/or Instagram, for updates. Other appointment times may be established on a case by case basis, but must occur during regular open hours and are not guaranteed and must be approved by the Reference Librarian and/or the Library Director at least two weeks in advance. ACCESS MATERIALS ONLINE Some of our unique materials have been digitized for research, teaching, and discovery. These materials can be found on: https://digital.ncdcr.gov/ TERMS OF USE: • Researchers may not under any circumstances remove non-circulating collection materials from the research room. Library staff will examine papers and other items researchers hold when researchers exit the research room. • Researchers must handle all library collections gently and carefully and keep loose documents in the order they are found. Researchers must abide by the specific guidelines, provided by library staff, on proper handling and safe positioning of loose documents and volumes. • No pens, bags, binders, or food and beverages (including water bottles) are permitted in the research room. Researchers wishing to bring loose notes into the research room should consult with desk staff. No more than 10 loose pages will be permitted. Users are encouraged to bring a legal pad or notebook to take notes. • Pencils, laptop computers, mobile devices on silent settings, and digital cameras with the flash turned off are allowed in the research room. Complimentary pencils and note paper are available in the research room. • Due to the small space, requests to use the North Carolina History Room must be submitted five business days prior to the date you are requesting . • The maximum number of people allowed within the NC History Room is four. If you are requesting the assistance of a librarian or library staff during your visit, the maximum number of users will be three. • Children under the age of sixteen must be accompanied by a registered adult. • All persons signing up to use the NC History Room must provide a photo ID to sign up and sign into the space. Photo ID will be taken by staff at check in and returned to the NC History Room user(s) at sign out. WHEN YOU ARRIVE: Check in for your research appointment 1. Enter through the Person County Public Library’s front doors and proceed to the front desk. 2. Check in for your appointment at the reception desk and provide your photo ID. 3. Staff will sign you in and remind you of the library’s policies and procedures. 4. Wash your hands with soap and water before entering the North Carolina History Room. Hand sanitizers may leave a residue on collection materials. Staff will direct you to the nearest restrooms. 5. Staff may also provide you with pencils and paper for taking notes upon request. 6. You may also check out a laptop or Chromebook at check in with your photo ID. 7. If checking out or using a library laptop or Chromebook, staff will also have you review the applicable policy and sign a user agreement form. 8. Library Staff will examine the condition of all items in the North Carolina history room before and after each researcher appointment. 9. Researchers will be charged for any and all damages made to collection materials during the duration of their appointment. 10. Your photo ID will be returned to you when you sign out at the end of your appointment. DURING YOUR VISIT: A researcher wishing to temporarily leave the research facility must inform library staff at the circulation desk and verify his or her registration at the circulation desk upon returning to the North Carolina History Room. COPYRIGHT All copies of special collections materials are for personal research use only. Every request for copies of materials held in the Person County Public Library constitutes an agreement that the researcher will not further reproduce, publish, broadcast, sell, or otherwise use the copied materials in excess of fair use without the agreement of the copyright owner. MAKING COPIES OF LIBRARY MATERIALS • Researchers using microfilm materials have the option of printing paper copies. Paper copies cost $0.20 per page. Staff members at the circulation desk are happy to assist with printing. • Fees for all copies must be paid at the time the copies are made and may not be billed. All fees must be paid in cash to the library staff at the front desk. We ask that all charges be paid in small bills ($20.00 bills) and under unless the fee exceeds $40.00 • With the assistance of staff, and within copyright compliance, copies of NC History Room materials may also be made at the cost of $0.20 per page. Staff may deny requests for copies if the material is too delicate or if making a copy of the material violates copyright. • You may also bring your camera or camera phone into the research room to take digital photos of materials. Flash photography is not permitted at any time. All NC History Room Users are expected to follow and comply with applicable copyright laws. MEMORIALS AND DONATIONS The Person County Public Library North Carolina History Room gladly accepts monetary donations and items of local historical significance. Checks may be made payable to the Friends of the Person County Public Library – North Carolina History Room. 4.4 CIRCULATION POLICY In order to protect patron privacy and prevent the misuse of a patron’s account, the library requires that a library card, or a digital copy of the barcode, be presented to the library staff each time a patron visits the library to use a computer or check out materials. If patron forgets their card, a patron may provide another form of photo identification. If a library card is lost or stolen the patron is responsible for notifying the library immediately. Unless a card has been declared lost or stolen, the library assumes that any person presenting the card has the permission of the cardholder to access the account. Patrons with accounts in good standing can access library services with their library card. Information regarding the patron account for all patrons over the age of 13 will not be given to any person except the cardholder.   4.4.1 Loan Rules, Fines, Fees, and Other Charges  Item Type Renewals    Loan Period  Fines Lost   & Damage  Fees  Lost &   Damage Fees  Books, Audiobooks, Magazines, and Music CDs  21 days  2 automatic renewals, except for items that have been requested by another patron.  $.20 per item per day Maximum fine per item is $5.00  Items returned with damage, reported lost, or 60 days overdue will be billed for the retail cost of the item plus a $2.00 non- refundable service fee.  Children’s Books, Audiobooks, Magazines, and CDs  21 days  2 automatic renewals, except for items that have been requested by another patron.  No charge  Items returned with damage, reported lost, or 60 days overdue will be billed for the retail cost of the item plus a $2.00 non- refundable service fee.  DVDs  7 days  2 automatic renewals, except for items that have been requested by another patron  $1.00 per item per day Maximum fine per item is $5.00  Items returned with damage, reported lost, or 30 days overdue will be billed for the cost of the item plus a $2.00 non-refundable service fee.  5.1 FINES & FEES FOR LIBRARY TECHNOLOGY 1. There will be a $1.00 per day late fee accessed for overdue devices with a maximum fine of $5.00. 2. Devices not returned within 7 days of the due date will be considered lost and the patron will be charged a replacement fee, as listed below, or the actual cost of replacement. a. Wi-Fi Hotspot Replacement fee: $80 b. Chromebook replacement fee: $350 c. Laptop Computer: $999 3. At the end of the loan period, the device will be remotely turned off and will no longer be usable. The library reserves the right to deny the use of library technology devices to any borrower who has lost, damaged, or returns equipment late. Borrowers agree to abide by the library’s policies and procedures. Borrower's must complete a User Agreement prior to each check out of any library technology The Department of State’s Passport Acceptance Program A U.S. passport is the key to international travel. The Department of State’s Passport Services Directorate issues passports to U.S. citizens and protects the integrity of the U.S. passport at home and around the world. This information packet provides an overview of the Directorate of Passport Services, the passport application process, and the duties and responsibilities of passport acceptance facilities. After reviewing this information packet, we hope you will have enough information to decide if you would like to join the Passport Acceptance Program as a designated passport acceptance facility. Your participation in the Passport Acceptance Program will not only bring revenue to your facility, but will provide an importan t service to those members in your community with plans to travel abroad. The mission of Passport Services is to issue secure travel documents while providing the highest level of customer service, professionalism, and integrity. This is accomplished through the regional passport agencies and network of approximately 7,300 public sector offices throughout the United States and its Territories designated to accept passport applications. These offices are referred as “passport acceptance facilities” and are a critical component of the Passport Acceptance Program. Did you know? • For Americans travelling outside the United States, the U.S. passport is the only singular document that serves as both identification and proof of U.S. citizenship and is recognized around the world. • By statute, the U.S. Secretary of State has the sole authority to grant and issue U.S. passports. Within the Department of State, the Bureau of Consular Affairs is responsible for serving Americans at home and abroad. The Directorate of Passport Services, within the Bureau, serves U.S. citizens by providing convenient passport application services while, at the same time, protecting the integrity of the U.S. passport as a premier citizenship and identity document. • During fiscal year 2015, approximately 7.9 million passport applications were accepted by passport acceptance facilities. This number accounts for more than 60% of all passports issued during that time. • The demand for passports is projected to be at 18 million issuances annually over the next 3 years. Program Benefits: What’s in it for me? Your facility benefits by: • Providing a vital service in your community to fellow Americans • Retaining the $35 acceptance fee for each passport application Passport Services provides you with: • Direct email and telephone support from your regional passport agency’s customer service staff • Forms and program-related materials and supplies • Passport Agent’s Reference Guide (PARG) • Web-based training and classroom training held at your regional passport agency or at selected locations in the region • Newsletters and updates from your regional passport agency • Invitations to participate in Passport Fairs and other outreach events • An open invitation to visit your regional passport agency Introductionto Passport Service the Passport Acceptance Program There are a total of 24 strategically located passport agencies throughout the United States, three high-volume passport centers, two printing facilities, and one Special Issuance Agency. Regional Passport Agencies: Passport Centers: • Hot Springs, AR • Atlanta, GA • Boston, MA • Buffalo, NY • Chicago, IL • Denver, CO • Norwalk, CT • El Paso, TX • Honolulu, HI • Houston, TX • Los Angeles, CA • Miami, FL • Minneapolis, MN • New Orleans, LA • New York, NY • San Diego, CA • San Francisco, CA • San Juan, PR • Seattle, WA • St. Albans, VT • Washington, DC • National Passport Center Portsmouth, NH • Charleston Passport Center Charleston, SC • Western Passport Center Tucson, AZ Passport Printing Facilities: • Tucson Printing Center • Arkansas Printing Center • Dallas, TX • Detroit, MI • Philadelphia, PA Special Issuance Agency - Washington, DC Passport Services is comprised of the regional passport agencies and centers, the headquarters office in Washington, DC, and two customer contact centers in Lansing, Michigan and Phoenix, Arizona, which make up the National Passport Information Center (NPIC). NPIC assists the public via phone or email by providing information about the passport process, or assisting with a customer’s in-process passport application. Also servicing U.S. citizens are approximately 7,300 conveniently located passport acceptance facilities nationwide. The vast majority of customers who apply for a passport do so in -person at a passport acceptance facility near where they live or work. It is through these facilities and their passport acceptance agents, that the Department of State is able to provide quality service to our customers efficiently and effectively. In addition to the passport acceptance facilities, customers traveling with within two weeks or less may apply in-person at one of our regional passport agencies or centers located strategically throughout the country. So How Does This All Work? The following is an overview of a typical first-time routine passport application’s process from start to finish. Some stages of the process may differ depending on workload, location, and other factors. 1. A customer comes into an acceptance facility to apply for a U.S. passport. The Acceptance Agent collects the completed Form DS-11, Application for a U.S. Passport, a 2”x2” passport photograph, certified U.S. birth certificate as evidence of U.S. citizenship, driver’s license as evidence of identity (with accompanying photocopy), and two checks for payment: one to the acceptance facility for accepting the applicatio n, and another made out to the U.S. Department of State for the passport fees. 2. The acceptance agent notates the application, returns the evidence of identity, and administers the passport oath. The applicant attests to the information on the application and then signs the application. The acceptance agent collects the passport fees, then signs and stamps the application. This is now a legally-binding document. 3. Each passport application is logged onto a transmittal form and temporarily stored in a secure location. At the end of the day, all applications are sent via traceable mail to a secure lockbox facility. (A bank provides lockbox services via a U.S. Treasury contract.) It is here that the passport fees are deposited, information from the applications is data-entered, and the applications and photograph are electronically scanned. 4. The applications are then shipped to regional the passport agencies. The application data and scanned photo images are sent electronically. Applications are batched together for efficient processing and photos are checked for quality. 5. Applications are then adjudicated by Passport Specialists. This is a detailed process where specialists review all the information on the application, evidence of citizenship and identity, and any other corresponding documents to determine if the applicant is eligible to receive a U.S. passport. If all of the requirements are met, the specialist will notate the documents submitted and stamp the application to show its approval. 6. The application data is then sent electronically to one of Passport Services’ two printing facilities located in Hot Springs, Arkansas and Tucson, Arizona. The printing facility will print, perform quality assurance checks, and mail out the applicant’s new passport book and/or passport card. The originating passport agency then receives an electronic confirmation, notifying that they may now send back the applicant’s original documents. 7. The originating passport agency will then return the applicant’s evidence of citizenship, and send the original application to Record Services in Washington, DC for permanent archival. As a Passport Acceptance Facility, your office will… • Initially complete a Certification of Program Compliance, then complete a Re - Certification annually and update pertinent information as needed • Ensure that all employees recommended as passport acceptance agents meet qualification requirements, receive advance approval from Passport Services, and fulfill training requirements before accepting applications • Make certain that acceptance agents are available for training as required by Passport Services. • Facilitate remediation, or discontinue an acceptance agent’s service if his/her performance raises questions of quality • Post/publicize days and hours of passport application acceptance • Accept applications from residents and non-residents of your community • Provide all available types of passport applications and related materials • Provide all service options: routine, expedited, and hand-carry, as appropriate • Follow all guidance outlined in the Passport Agent’s Reference Guide (PARG) • Ensure that all acceptance agents read periodic newsletters from the Regional Passport Agency and use the PARG and notices as their main references for questions • Only charge fees authorized by the U.S. Department of State • Ensure that enough trained acceptance agents are available during advertised hours and able to provide quality service. Still Interested in Becoming a Passport Acceptance Facility? First, make certain that your facility is eligible to be a Passport Acceptance Facility. Your facility must meet all of the following requirements: • Is a public sector entity (Federal, state, county, city, municipal office) • Is not managed or directly affiliated with a non-profit, religious, or commercial (private sector) entity Second, make certain that your facility has enough resources and accessibility to the public to take on this important commitment. We require that passport acceptance service is available during all hours of operation. Employees at your facility are eligible to accept passport applications if they meet all of the following requirements: • Are eighteen years of age or older • Are U.S. citizens or U.S. nationals • Are permanent full-time or part-time employees (not temporary, contractual, ad hoc, or volunteer) • Are not on parole or probation related to any Federal, State, or local felony or misdemeanor related to breach of trust or moral turpitude (i.e. embezzlement, document fraud, drug offense, or dishonesty carrying out a responsibility involving public trust) • Are not presently under indictment for any Federal, State, or local felony or misdemeanor related to breach of trust or moral turpitude • Are free of any Federal, State, or local felony convictions or misdemeanor convictions related to breach of trust or moral turpitude If your facility performs any duties dealing with birth records, such as birth certificates, or identity documents, such as driver’s licenses, the following additional condition must be met: • Facility personnel will not have access to or overlapping duties between passport acceptance functions and birth or identity document printing, amending or issuance functions, including performing duties on different days or hours. Director's Report Upcoming Meetings, Events, & Holiday Schedule: • Good Friday Holiday April 7-8th • FOL Meeting April 18th • Friends of the Library Book Sale April 27-29th • AniMay Play in May 23 • Tentative Renovation Completion (June, 23) • Summer Reading Program July 1st Library Updates: • The library has purchased new shelving for $24,000, new computer set-up for $2,100, new paper back shelves for $3,200, and a new magazine rack for $1,000. • The library staff was able to relocate all half-shelves to their new homes. • The library staff has moved collections around to improve flow of the library. • Once the new shelves are installed (TBD April) the library staff will finish moving the collections around. • The library applied for a State EZ Grant for $23,000 for a Teen Space in the Library. Notification date is June 6th. • Megan Koslofsky was let go from the library on February 21st for failing to maintain the ALA code of ethics and failure to follow established guidelines for all staff members. • The library has hired two new employees one for the open Full-time position and one for the part-time page position. Collin Stiglbauer and Daniel Welch started today, April 10th. • Winter Reading Program Concluded with a total of 100 Children and 20 Adults participating. • Summer Reading will begin in June. We hope to double those numbers. • The library has sent out sponsorship letters.