New Berlin Library Board Meeting Minutes July 26, 2023

In attendance:

George Anderson, President

Donna Wells, Treasurer

Jill Robinson, Trustee

Alan Fairbrother, Trustee

Also in attendance:

Michelle Priola, Director

Absent:

Darla Smith, Vice-President

Angelica Schmidt, Secretary

Abigail Magrath

George Anderson calls the meeting to order at 6:07pm.

Most current bills are reviewed by board members and initialed for approval.

Jill Robinson made a motion to pay June and July bills, seconded by George Anderson.  Motion carries 4-0.

Donna wells makes a motion to approve the minutes from May’s meeting, seconded by Alan Fairbrother.  Motion carries 4-0.

Treasurer’s Report

Donna Wells hands out the Profit and Loss sheet for January through JUly 2023 and the Balance Sheet as of July 2023.

Donna Wells reviews expenses and income.  No questions from Board.

Director’s Report

Michelle reviews with the Board that the Freewill Rummage Fundraiser raised $513.

The Art Forum has offered to pay for a Dulcimer player at the Christmas Party. The dates that I am considering are Dec 9 or 16th. George is reaching out through his contacts for a Duo and Eileen Rose has been contacted.

Ed and Loretta Caputo have donated a lot of new Christmas items. I would like to hold a second rummage for these items. Depending on the date that is chosen for the Christmas Party, mid-November through mid-December.

The Art Forum has donated $500 for the art series that will begin on July 31/ It takes place July 31-August 17, Mon-Thurs, 10-noon. The dates were chosen in response to the village only offering their Summer Park Program for 8-12-year-old children.

43 children have registered for the Summer Reading Program so far this summer. Walmart donated scooter grand prize.

Reception had 22 people (come and go) plus Bill, Renee, George, and myself.

No update from village regarding exterior painting of building.

Perkins yard signs are placed. We ordered 10 but were given 14. Ad is in paper and Evening Sun. All acts have confirmed appearances. A “no show, no pay” clause has been added to performance contract

We have been notified that out insurance policy, which renews in September, will be increased by 14%. Gates Cole was asked to explore other options and found that all policies have increased 10-20%. They stated that the policy we have is in line with that and that there was not a different policy with “as good” coverage. George had me explore increasing our deductible but even increasing it from $1000-$5000 had minimal savings that did not offset the premium increase.

Motion made by Donna Wells to repeal existing Meeting Room and Patron Code of Conduct policies, seconded by George Anderson.  Motion carries 4-0.

Motion made by Donna Wells to instate new Meeting Room and Patron Code of Conduct policies, seconded by George Anderson.  Motion carries 4-0.

New Berlin Library

Meeting Room Policy

Last Updated Date

July 26, 2023

Introduction 

As a public institution dedicated to free expression and free access to ideas presenting all points of view concerning the problems and issues of our times, the meetings rooms in the New Berlin Library (NBL) are available on equal terms for the lawful activities of all community groups, regardless of their beliefs or affiliations. All meetings must comply with the New Berlin Library Code of Conduct. Violations of this policy or the Code of Conduct may lead to immediate termination of the meeting and/or loss of future meeting room privileges. Appeals may be made within 5 days to the Library Director who may, at their discretion, bring the matter to the Board of Trustees if a resolution cannot be reached. The use of the meeting room is based on availability.

Available Meeting Rooms/Spaces

  • Community Room (36-person Limit)
  • Old Kitchen (10-person Limit)
  • NY Room (10-person Limit)

Availability/Eligibility:

Library community meeting rooms may be available for programs conducted or sponsored by NBL and are also available for use by others for educational, cultural, recreational or civic purposes.

  • Programs of the New Berlin Library and all library-sponsored programming receive first priority of meeting rooms.
  • Meeting rooms/spaces are available to organizations on a first come, first served basis based on receipt of request via telephone (607-847-8564) or email (nb.michelle@4cls.org). 
  • The organization booking the room is responsible for supplying an interpreter if one is requested.   
  • Sponsor organizations are responsible for enforcing existing safety regulations, Meeting Room Policies and the NBL Patron Code of Conduct. 


Meeting Room/Space Policies

  1. Exits and entrances must be kept free of obstruction.
  2. Meetings should not disrupt ordinary library activities.
  3. At the start of each meeting, the sponsor organization should identify emergency exits for attendees.
  4. Illegal activities—including the use of alcohol or illegal and/or recreational drugs or the possession of weapons of any kind—are prohibited on Library property.
  5. Smoking, vaping, and the use of smokeless tobacco are prohibited on Library property, both inside and outside of the building.
  6. Organizations MAY NOT charge an entry fee to attendees.
  7. No group or individual may solicit for donations within the library except the New Berlin Library.
  8. The meeting rooms are not completely soundproof. Please do not speak or use electronic devices at a volume that disturbs other patrons.
  9. Drinks in closed containers such as covered cups, cans or water bottles are allowed unless noted. Light refreshments (i.e. cake, pizza, fruit or veggie tray) may be served in Community Room and Old Kitchen but not the NY Room.
  10. Organizations are responsible for setup, clean up and leaving the room in standard configuration when they are done with the space.  Any group not leaving the room in a reasonably clean and orderly condition will be notified that a second offense will result in the loss of future meeting room privileges. 
  11. Use of the meeting rooms does not reflect the library’s endorsement of any particular program, position, or purpose of any person or organization. To that end, Meeting room users may not create public announcements, fliers or other materials implying that the library has endorsed any meeting room use, unless all parties have made a formal collaboration agreement in writing in advance. 
  12. Promotional materials should clearly indicate the name and contact information of the sponsor organizations and any organizations affiliated with the program. 
  13. Please do not put up any signage in the meeting room windows or on doors except for directional purposes. 
  14. Library meeting rooms may NOT be used for commercial purposes, solicitation of business, or non-NBL fundraising.
  15. Any third parties presenting on behalf of the sponsor organization must be aware of the New Berlin Library Meeting Room Policy, Code of Conduct, and safety regulations.

Scheduling

  • All meetings must be scheduled during normal operating hours. Exceptions are made for Library related meetings and programs. 
  • There is no fee for reserving and using NBL Meeting Rooms. Setup, cleanup, and restoring the room to standard configuration are the responsibility of the individual/group reserving the space. Time to accomplish these tasks must be included in the hours requested. 
  • Meetings must be completed and the room must be vacated 15 minutes before library closing time.
  • Reoccurring scheduling, such as monthly meetings, can be accommodated.

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Liability:

The representatives of the Group, who are authorized to make such an agreement, must agree to the terms of use. The Group agrees to indemnify and hold the New Berlin Library, Library Board of Trustees, employee and/or agent thereof free and harmless from any and all loss(es), penalty(ies), damage(s), settlement(s), cost(s), charge(s), professional fee(s) or other expense(s) or liability(ies) of every kind arising from or relating to any and all claim(s), lien(s), demand(s), obligation(s), action(s), proceedings or causes of action of any kind in connection with, or arising directly or indirectly from the usage of the room including negligent error(s) and/or omission(s) and/or act(s) by the Group, including Group’s employees and licensees or invitees.

New Berlin Library

Patron Code of Conduct

Last Updated Date

July 26, 2023

In order to ensure that the New Berlin Library remains a safe and welcoming space for all patrons and staff, the Board of Trustees has adopted the following rules and regulations:

  1. Patrons will respect the rights of other patrons and Library staff at all times. They may not interfere with staff or with the performance of their duties and will comply with lawful direction given by them.
  2. Disruptive and/or abusive behavior is prohibited. This includes:
    • Harassment
    • Sexual harassment
    • The use of abusive, obscene, discriminatory, hateful, or threatening language
    • Nudity of any kind, including bare feet and/or bare chests
  3. Illegal activities—including the use of alcohol or illegal and/or recreational drugs or the possession of weapons of any kind—are prohibited on Library property.
  4. Smoking, vaping, and the use of smokeless tobacco are prohibited on Library property, both inside and outside of the building.
  5. Solicitation of any kind is prohibited on Library property.
  6. Select areas of the Library have been designated as Quiet Zones. While they are in a Quiet Zone, patrons will:
    • Silence all electronic devices, including phones and computers
    • Use headphones when watching or listening to media
    • Limit conversation, including phone calls
       
  7. Sleeping, bathing, and washing clothes are prohibited on Library property, as is the use skateboards roller skates, and athletic equipment, unless approved by Library staff. Bicycles and other wheeled devices must be left outside the building and may not block doorways or walkways.
  8. Animals are prohibited in the building except those specifically designated as service animals.
  9. Parents, guardians, or caregivers are responsible for the safety, behavior and supervision of their children as specified in the Library’s Unattended Children’s Policy.
  10. Adult patrons shall not use any Youth Services or Young Adult space or participate in any age-based programs unless such patron is a parent, legal guardian, caregiver, educator or relative of a participating age-appropriate child or has received permission from Library staff.
     
  11. Patrons will not deface or damage Library property, including Library materials/collections, furnishings, walls, equipment, and computers. Additionally, patrons will not rearrange or disarrange library furnishings or materials and will not place their feet on the furniture or walls.
     
  12. Food and beverages can be consumed in designated areas only. Water bottles with lids are allowed other than when using the public computers. 
     
  13. Personal photography and/or videography is allowed but must not infringe on the privacy rights of other patrons (including minors) or interfere with the ability of Library staff to perform their duties. Projects that have the potential to violate these criteria require prior approval by the Library Director.

Enforcement: Any patron who violates these rules and regulations may be required to leave the library premises and be denied the privilege of access to the library. The Library Administrative Staff, whose authority shall prevail in all cases, shall administer and enforce the above code in a fair and reasonable manner. The Library Administration is authorized to modify and/or adapt the code to special circumstances. Violations of the code that do not constitute an immediate and apparent threat to the safety of others, their property, or the property of the library will result in disciplinary action, including, but not limited to, verbal warning, temporary expulsion from the library, suspension of the right to use or participate in some or all of the library’s services for a period of time, or permanent expulsion from the library. The disciplinary action chosen will be determined by the severity of the offense and whether it is an isolated or recurring event. Violations of the code that constitute an immediate or apparent threat to the safety of others, their property, or the property of the library will result in immediate expulsion from the library and possible additional measures. In any instance of a code violation, police may be called if there is not compliance or if the staff feels threatened in any way or feels unable to handle the situation.

Appeal Process: A patron whose privileges have been denied may have the decision reviewed by the New Berlin Library Board of Trustees for additional consideration.

General discussion regarding upcoming library Art, Perkins, Halloween and Christmas programs.

George Anderson makes a motion to close the library meeting at 6:27pm, seconded by Alan Fairbrother.  Motion carries 4-0.

Posted on by Michelle Priola