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HomeMy WebLinkAbout08-06-2025 Library Board Packet LIBRARY BOARD Library—Community Room, 3939 Central Ave NE Wednesday, August 06, 2025 5:30 PM AGENDA ATTENDANCE INFORMATION FOR THE PUBLIC Members of the public who wish to attend may do so in-person, or by using Microsoft Teams Meeting at ID 254 921 776 562 0, Passcode QP35BK9R. For questions, please contact Administration at 763-706-3610. Auxiliary aids or other accommodations for individuals with disabilities are available upon request when the request is made at least 72 hours in advance. Please contact Administration at 763-706-3610 to make arrangements. CALL TO ORDER 1. Approve the Agenda 2. Review/Approve Library Board Minutes from June 4, 2025 3. Review 2025 Operating Budget COMMUNITY FORUM: The Community Forum is an opportunity to address the Library Board about items not scheduled for a public hearing. All speakers must provide their name and connection to Columbia Heights. Speakers should complete a form for Staff and introduce themselves when called on. Virtual speakers should send their information to the moderator via chat and turn on their camera when called. Comments are limited to five minutes. Disrespectful language is not allowed. The Board may ask questions or refer items for follow-up but typically does not take action during the forum. OLD BUSINESS 4. 2026 Budget Update 5. Parking Lot Update NEW BUSINESS 6. Staffing Update 7. Great North Star Read Together (September 20) 8. Policy Review and Revision (Behavior, Bulletin Boards, Distribution of Free Publications) MOTION: To approve and adopt the revised _____________ Policy. 9. Uncollectable Debt Write-Off Procedure DIRECTOR'S UPDATE 10. May/June Board Report 11. Board Books ADJOURNMENT 1 COLUMBIA HEIGHTS PUBLIC LIBRARY 3939 Central Ave NE, Columbia Heights, MN 55421 BOARD OF TRUSTEES: MEETING MINUTES Wednesday, June 4, 2025 Drafted 6/5/2025 ATTENDANCE INFORMATION FOR THE PUBLIC Members of the public who wished to attend could do so in-person, or via Microsoft Teams at columbiaheightsmn.gov/join-a-meeting and entering Meeting ID 271 987 908 772 and passcode T2uo3T8N at the scheduled meeting time. For questions, please call the library at 763-706-3690. The meeting was called to order in the Library Community Room by Melanie Magidow at 5:30pm. Members present: Melanie Magidow; Olga Herrera; Theresa Strike; Amina Maameri. Members remotely present: Amáda Márquez Simula (City Council Liaison). Members absent: Chris Polley. Others present: Renee Dougherty (Library Director); Nick Olberding (Board Secretary); Sara Ion (City Clerk). Public present: N/A. 1. An Agenda was approved as is. 2. The Minutes from the May 7, 2025, Library Board Meeting were moved and approved. 3. Review of 2025 Operating Budget: 41.37% of the year and 38.93% of the budget expended. a. Garage, Labor Burden (44050): No funds budgeted, but spent $187 on back-up generator maintenance; we will add small balance to this line for the next budget year. Community Forum: Opportunity for public input. No correspondence and no public in attendance. The CHPL website now has a contact form to submit questions or concerns: https://chplmn.org/board 4. Speaking at Board and Commission Guidelines and Form: City Clerk, Sara Ion, gave an overview of the new Community Forum form which public attendees are expected to fill out before speaking in the Community Forum portion of Library Board and other Commission meetings. Also discussed was ensuring fairness to public speakers by being consistent with the 5-minute time limits, as well as how to effectively deal with situations that become disorderly by calling a short recess (by any member who feels uncomfortable in a given situation), or in extreme situations, calling a vote to recess to a later date. If members feel unsafe, law enforcement may be called in. Old Business: 5. Proposed 2026 Budget Update: Renee wanted to allow Board members an opportunity to make recommendations for the 2026 proposed budget which needs to be submitted to the City later this month. She explained changes in funding levels of various line items over the last several years relating to e-book (42183) pricing from Anoka County Library (now charged for actual usage rather than a predictive model); a small increase to minor equipment (42010) to cover replacement computer peripherals; an increase in 2025 for end user devices (42011) to replace staff computers, a lull in 2026, and then an anticipated increase again in 2027 to replace public workstations; an increase for downloadable video (42190) to cover Kanopy streaming costs; fluctuations in expert & professional services (43050) which covers services from Anoka County Library, Unique Management (collection agency), and payments to teachers/presenters of our programs/events; an increase to telephone (43210) for anticipated cost for the upgraded phone system the City is planning to implement. All in all, the changes mean a projected 1.79% increase in budget over 2025. Melanie mentioned that at the federal level funding for the budget of the Institute of Museum and Library Services will be nonexistent if the current federal funding bill is passed; this could affect services related to inter-library loans in the future. New Business: 6. Summer Programming Overview: Provided with our summer events calendar the Board reviewed our seasonal program offerings and were pleased by the diversity of them—including a Mongolian circus, Siama’s traditional African music session, henna workshop, Somali traveling museum, and Rangoli sand painting. Also, there were happy we are hosting an intro to Dungeons & Dragons session, a pair of tours of the Lomianki Park public gardens, 2 Item 2. and an introduction to the UMN Mapping Prejudice Project to help residents purge Columbia Heights of the racial covenants on properties. The Board noticed less of the events require registration and Renee explained that previously registration was needed to help track attendance required for grant-funded programs, but with the loss of the 21st Century Community Learning Centers grant, we do not need to be as stringent. Now registration requirements are mostly used when the instructor requests an attendance cap, or if there’s a limited amount of supplies available. 7. Community Art & Info Fair (June 18, 4-7pm): Renee asked the Board members if anyone was willing to help table at this year’s annual Community Art & Info Fair at Huset Park; she is hoping to switch up our representation at each public event because we might be able to reach more and varied people from the community. Amina said she could be there for the first half and Theresa would be able to help for the second half of the event. Director’s Update: 8. April Board Report: Provided as an FYI. a. MN Attorney General’s Clean Slate Program expressed their gratitude for hosting their clinic. b. The new parking lot is ready; native plantings will be arriving later in the fall. c. Several student field trips came through the library, kids were fascinated by the trip books take through the automated materials handler (AMH) and back out to the shelves. d. Amina and Olga asked if there was anything more they could do as Board members to help the Library in its mission. Renee mentioned volunteer opportunities like volunteering to represent us at community events like the Community Art & Info Fair (and other various events throughout the year like HeightsNEXT Pride Fest in the fall); additionally advocating for and promoting the library through meetings/members of other community groups (e.g. Kiwanis, SACA, Athletic Boosters), online social media, and word of mouth. 9. Board Books: a. Melanie: Detective Aunty Uzma Jalaluddin; Stories of Hope & Spirit: Folktales from Eastern Europe Dan Keding b. Chris: The Children of Men P.D. James; Children of Men Alfonso Cuarón (streaming on Kanopy) c. Amina: Other Words for Home Jasmine Warga d. Renee: Slow Horses Mick Herron e. Amáda: The Twilight Zone Rod Serling (TV Show/Various books) f. Theresa: Poetry of Zen Sam Hamill/J.P. Seaton g. Nick: Antimatter Blues Edward Ashton; Atomfall (Playstation 5) Rebellion Developments (available via ACL) h. Olga: Learning to Lead: Undocumented Students Mobilizing Education Jennifer R. Nájera There being no further business, the meeting was adjourned at 6:23 pm. Respectfully submitted, Nicholas P. Olberding Recording Secretary, CHPL Board of Trustees 3 Item 2. Fund 240 - LIBRARY 2025 YTD ACTIVITY FOR AMENDED BALANCE MONTH ENCUMBERED UNENCUMBERED % BDGT ACCOUNT DESCRIPTION BUDGET 07/31/2025 07/31/2025 YEAR-TO-DATE BALANCE USED 41010 REGULAR EMPLOYEES 493,700.00 286,751.17 39,934.47 0.00 206,948.83 58.08 41011 PART-TIME EMPLOYEES 148,700.00 59,388.47 8,016.74 0.00 89,311.53 39.94 41020 OVERTIME-REGULAR 700.00 437.07 0.00 0.00 262.93 62.44 41050 ACCRUED LEAVE ADJUSTMENT 0.00 2,182.80 0.00 0.00 -2,182.80 41070 INTERDEPARTMENTAL LABOR SERV 500.00 0.00 0.00 0.00 500.00 0.00 41210 P.E.R.A. CONTRIBUTION 47,400.00 26,784.73 3,569.34 0.00 20,615.27 56.51 41220 F.I.C.A. CONTRIBUTION 49,200.00 26,339.51 3,641.10 0.00 22,860.49 53.54 41300 INSURANCE 83,500.00 49,812.00 7,116.00 0.00 33,688.00 59.66 41510 WORKERS COMP INSURANCE PREM 2,500.00 1,295.34 171.79 0.00 1,204.66 51.81 41810 COLA ALLOWANCE 31,900.00 0.00 0.00 0.00 31,900.00 0.00 42000 OFFICE SUPPLIES 1,500.00 794.23 0.00 0.00 705.77 52.95 42010 MINOR EQUIPMENT 100.00 150.00 0.00 0.00 -50.00 150.00 42011 END USER DEVICES 13,300.00 59.99 0.00 0.00 13,240.01 0.45 42030 PRINTING & PRINTED FORMS 1,000.00 531.00 0.00 0.00 469.00 53.10 42170 PROGRAM SUPPLIES 1,000.00 414.49 0.00 0.00 585.51 41.45 42171 GENERAL SUPPLIES 7,000.00 3,592.09 856.71 0.00 3,407.91 51.32 42175 FOOD SUPPLIES 100.00 139.69 0.00 0.00 -39.69 139.69 42180 BOOKS 52,000.00 21,008.51 3,416.16 0.00 30,991.49 40.40 42181 PERIODICALS, MAG, NEWSPAPERS 8,000.00 4,743.51 0.00 0.00 3,256.49 59.29 42183 E-BOOKS 16,300.00 7,894.21 7,894.21 0.00 8,405.79 48.43 42185 COMPACT DISCS 1,000.00 0.00 0.00 0.00 1,000.00 0.00 42187 BOOK/CD SET 1,500.00 0.00 0.00 0.00 1,500.00 0.00 42189 DVD 6,700.00 2,182.95 7.49 0.00 4,517.05 32.58 42190 DOWNLOADABLE VIDEO 3,000.00 1,068.00 1,068.00 0.00 1,932.00 35.60 42990 COMM. PURCHASED FOR RESALE 200.00 0.00 0.00 0.00 200.00 0.00 43050 EXPERT & PROFESSIONAL SERV. 11,300.00 4,522.65 0.00 620.00 6,157.35 45.51 43105 TRAINING & EDUCATION ACTIVITIES 800.00 275.00 250.00 0.00 525.00 34.38 43210 TELEPHONE 1,200.00 111.74 0.00 571.78 516.48 56.96 43220 POSTAGE 300.00 21.78 0.00 0.00 278.22 7.26 43250 OTHER TELECOMMUNICATIONS 2,800.00 1,492.31 189.95 0.00 1,307.69 53.30 43310 LOCAL TRAVEL EXPENSE 500.00 0.00 0.00 0.00 500.00 0.00 43600 PROP & LIAB INSURANCE 13,500.00 6,750.00 0.00 0.00 6,750.00 50.00 43800 UTILITY SERVICES 7,500.00 4,805.10 1,683.42 0.00 2,694.90 64.07 43810 ELECTRIC 39,600.00 20,283.98 4,276.87 0.00 19,316.02 51.22 43830 GAS 11,800.00 7,087.69 256.82 0.00 4,712.31 60.07 44000 REPAIR & MAINT. SERVICES 20,000.00 17,948.84 0.00 800.00 1,251.16 93.74 44010 BUILDING MAINT:INTERNAL SVCS 46,400.00 23,200.02 0.00 0.00 23,199.98 50.00 44020 BLDG MAINT CONTRACTUAL SERVICES 30,700.00 20,137.68 0.00 7,476.20 3,086.12 89.95 44030 SOFTWARE & SOFTWARE SUBSCRIPTIONS 24,600.00 7,830.34 0.00 11,722.62 5,047.04 79.48 44040 INFORMATION SYS:INTERNAL SVC 90,900.00 45,450.00 0.00 0.00 45,450.00 50.00 44050 GARAGE, LABOR BURD. 0.00 294.19 0.00 0.00 -294.19 44330 SUBSCRIPTION, MEMBERSHIP 800.00 0.00 0.00 0.00 800.00 0.00 44375 VOLUNTEER RECOGNITION 200.00 0.00 0.00 0.00 200.00 0.00 45180 OTHER EQUIPMENT 0.00 745.02 0.00 0.00 -745.02 47100 OPER. TRANSFER OUT - LABOR 19,300.00 9,649.98 0.00 0.00 9,650.02 50.00 TOTAL EXPENDITURES: 1,293,000.00 666,176.08 82,349.07 21,190.60 605,633.32 53.16 EXPENDITURE REPORT FOR CITY OF COLUMBIA HEIGHTS PERIOD ENDING 07/31/2025 Fiscal Year Completed: 58.08% 4 Item 3. Toolkit for Planning Your Event Purpose of the Event On September 20th 11:00-1:00 PM we’re inviting residents of Minnesota to gather at specific libraries to show support for all libraries. This is a non-political event celebrating libraries and all they do for the community. Categories of Information ● Funding ● Planning ● Volunteers ● Equipment ● Location Considerations ● Logistics for your Location ● Parking Considerations ● Security Considerations ● Safety Considerations ● Finding Attendees and Promoting Your Event ● During and After Your Event Funding This event is designed to be no or low cost. If you need funding for anything, consider asking your Friends group or local businesses or service clubs. Planning ● Who is the lead person for the event? Who is the back-up person(s)? ● Will you recruit volunteers to assist with the event? Possible duties could include: ○ People to write letters to the editor or write op eds for local media ○ People to be interviewed about the event ○ Photographers for the day of ○ Media escorts for day of ○ Set up crew if needed ○ Ushers to direct people on the day 5 Item 7. ○ Tear Down/Clean up crew ● Exchange cell phone numbers with key players ● Start encouraging people to Save the Date! ● Solicit partners that will help promote event: service clubs like Rotary, Kiwanis, Lions; City Council; County Commissioners, local businesses (bookstore or similar?); scout troops; churches; Chamber of Commerce; ● Create an itinerary of the day, noting when volunteers should arrive, when VIPs and media should arrive, schedule time at the start of the event for a short welcome speech and when VIPs share remarks (if any). If multiple VIPs are in attendance, work with leadership on the appropriate order of speeches and tell VIPs ahead of time when they will be giving remarks and how much time they are allotted. Volunteers Know your library’s volunteer policy. Does policy require all volunteers to go through orientation or can you have new volunteers for a one-off event? Equipment Depending on your event, you may not need much equipment but you may want to consider the following: ● Microphone and speakers for and VIPs that attend (elected officials, local authors, literacy advocates in your community, your library director) ● Extra seating ● Hand sanitizer ● Masks ● Extra waste baskets and trash bags ● Directional signage for event location, restrooms, water fountains ● Clicker or tally sheet to record attendees ● Cell phone, tablet, or camera to capture photos of the event ● Signage announcing your library’s photo policy ● Extra books ● Tent if the location is outdoors Location Considerations ● It can be at the local library or at another location in town where groups assemble for whatever events. Town square, park, school, fairgrounds, or other gathering spot. All are possibilities. ● Make your venue choice based on your best estimate of attendance. ● Is the venue accessible to people who use mobility devices? ● Is there handicapped parking or an area that can be reserved for handicapped parking? ● If the local group home, senior living or other congregate living sites want to bring a bus, where will the buses drop off, park, and pick up? ● Is there an easy to reach alternate site in case of bad weather? 6 Item 7. ● If there are speeches, is there a platform or other area where the speakers can stand? Do you need amplification equipment? ● Is there a noise ordinance for the area? ● If the location is external, do you need insurance? Is this something your organizational insurance will cover? If not, can you obtain insurance? If not, consider an alternate location. Logistics for your location Once you have chosen your location, whether it is outside or inside your organization, you will need to be sure you have all the pieces in place Do you need a permit from the local government? ● What does the permit allow or prohibit? Read it carefully and ask questions of the permit issuer if there is any doubt. ● Are signs permitted? Restrictions on locations, size, number, mounted on sticks or not… ● What about sidewalk chalk? Or other ‘art work’ created at the event? ● Do you need outdoor portable toilets and/or hand wash stations? ● Food? Invite food trucks or other local outlets. Will there be seating? If not, advise attendees to bring appropriate seating (blankets, camp chairs, etc). Make sure signage is clearly visible so attendees know where to go. Parking considerations ● Is there adequate parking near the venue? ● Do you need to include instructions on where to park in your announcements? ● Will you need parking attendants? ● Encourage use of local transportation, carpooling, walking, or other appropriate methods. Security Considerations ● What does your permit say–do you need to hire law enforcement or security? How many? ● Will volunteer marshalls be allowed? ● Have you notified city government and law enforcement about the event? Safety Considerations ● Check the weather forecast before the event and day of and encourage participants to be prepared with water and clothing appropriate for the weather. ● This event is not political but that doesn’t mean you shouldn’t be prepared. Organizers should keep their heads on a swivel and have a plan to act through deescalation or calling for help. ● Communicate “if you see something, say something to staff/volunteers and attendees” and have a plan of action. 7 Item 7. ● What is your library policy for situations? Does your area have a crisis response team? Know policy on trespasses and asking folks to leave and make sure staff working that day know it too. Finding Attendees and Promoting Your Event Invite the Community ● Invite all the local VIPs ● Mayor, City Council, County Commissioners, township officials ● Local authors and illustrators ● The local ‘Princesses’--Princess Kay, Pork Queen, whatever and whoever your community celebrates. Encourage them to wear their regalia for a photo opportunity. ● Fire Department & Police Dept | County Sheriff ● State and federal representatives ● Library Board ● Friends of the Library ● Consider other city or county departments ● Invite the media–newspaper, radio, TV, online sources ○ Be sure they know the purpose of the event ○ Be sure they know the VIPs that have accepted ○ Set up interviews/photo ops ○ Offer them an escort to find the VIPs or regular attendees for interviews and photo ops ‘Old School’ Ways to Promote your Event ● Posters for local bulletin boards, businesses, schools, ● Postcards ● Bookmarks ● Can you do an e-mail blast? ● Presentations at local service clubs, scout troops, churches, and other groups ● Add to any community calendars Social Media ● Use hashtags # and # ● Facebook Posts/Facebook Event with or without RSVPs ● Instagram ● TikTok ● Local websites/networks (Nextdoor or similar) ● Downloadable graphics for all of these to post on library and individual social media (See here) Press Kit ● Press Release ● Op-Eds for you to customize ○ V1-OP-ED Draft Sep 20.docx 8 Item 7. ○ V2 Op-Ed_ School Libraries Sep 20.docx ○ V3 Op Ed What if Sep 20 ● Letters to the Editor for you to customize*DRAFT Sept 20 Letters to the Editor.docx ● Graphics to download ● TV, Radio, public access ● Print media During and After the Event Day of ● Brief any/all hosts, greeters, volunteers about their event duties and timelines. ● Ensure all volunteers and staff know the plan for parking, accessibility, foul weather plans. ● Ensure walkways and roadways are clear to help maintain a safe environment. ● Wear your library garb and encourage others to wear theirs. ● Have multiple people as designated photographers/videographers. ● Determine photo op and interview opportunities with any presenters and VIPs. ● Find an area VIPs and media can use as a staging area for equipment or other needs. This could be a spare meeting room if you have one or a reserved table (picnic or folding if outside) or a corner of the library. ● Consider having a welcome speech introduced by a member of your staff. VIPs will likely want to say a few words so plan time for that at the start of the event. ● Confirm details with media attendees. ● Thank you announcement at the end of the event. After the Event ● Have a designated clean up crew to pick up trash and return the venue to its original state or better. ● Have a central location for people to upload their pictures/videos. (Could this be on the event website? ● Follow-up with the media. ● Thank you to those who attended, volunteers, sponsors and VIPs. ● Send photos to media and cooperating groups. 9 Item 7. BEHAVIOR POLICY PURPOSE: To define and describe acceptable behavior in the library. GUIDELINES: The library has the right to maintain its facility in a clean, pleasant and safe manner. Every individual has the right to use the library undisturbed and every library employee has the right to work without undue interference. All library users and employees should be free of any threat of harm, invasion of property, or gross indignity. To guarantee these rights for all persons, the following rules of conduct apply to behavior on the premises of all library property. Since it is impractical to address every behavioral situation that may occur in the library, Staff has the responsibility to make decisions that are in the best interest of the library. A person may enter the library during business hours for the purpose of transacting library business. Library users are expected to conduct themselves appropriately and with respect for others when using library facilities and resources. Young children or unattended individuals for whose safety the staff has a reasonable basis to be concerned, must at all times, be accompanied and supervised by an adult. Columbia Heights Public Library sStaff is not responsible for the care, safety, or supervision of vulnerable individuals. See also the library policy on unattended children. 1. No person shall cause a nuisance within the library or on its grounds. Causing a nuisance as defined in Minnesota Statute 561.01 as is anything that is: a. Harmful to the health of a person, or b. Offensive to the senses of a person, or c. An obstruction to the free and unrestricted use and enjoyment of the library property by other persons. 2. Examples of unacceptable behaviors that will not be permitted, include but are not limited to: a. Carrying dangerous weapons a.b. Using audio devices including cell phones that cause a disturbance for disturb others, c. Use of Tobaccotobacco or cannabis (smoking, vaping, chewing) d. Use of alcoholor alcohol b.e. Use of recreational drugs or controlled substancesuse c.f. Running, roller-skating, skateboarding, rollerblading or similar inappropriate activities, g. Horseplay or fighting. h. Offensive body odor, including excessive scent, which unreasonably interferes with another patron’s or staff member’s ability to tuse the library and its services i. Sleeping d.j. Violating federal, state or local laws e.k. Willfully annoying, harassing, or threatening another person i. Conveying threats or any kind of physical force or harm ii. Using obscene, abusive or racially- charged language iii. Engaging in sexual conduct iv. Stalking, staring, or invading personal space Formatted: Top: 0.69", Bottom: 0.75" 10 Item 8. v. Solicitation of funds, panhandling, gambling, selling, advertising, or petitioning for contributions or support. vi. Failure to wear appropriate clothing, including shirt and shoes. 3. No person shall intentionally steal, vandalize, or damage the real and personal property of other library users, the library or library grounds. 4. Library furniture or equipment may not be moved without the permission of the library staff. Furniture and equipment may be used only for their intended purpose. All persons shall, after a reasonable length of time and/or when requested by the library staff, yield machines, conference or meeting rooms, meeting rooms, or library materials to others. 5. Persons using library Internet computer workstations and wireless access points must follow the Library’s Internet Use Policy. If individuals adhere to the Internet Use Policy, they may connect headsets and USB flash drives to library computers. No other devices may be attached to either the library’s or the city’s network. 6. Covered beverages are allowed in the Library but fFood is not allowed. in the library. Covered beverages are allowed in the Library. Food may be consumed outsideat the outdoor picnic tables, in the lobby or in the community meeting room. 7. All animals are prohibited from entering library facilities, with the exception of service animals as defined by the Americans with Disabilities Act and the Minnesota Human Rights Act, service animal trainees and animals featured in programs sponsored by Columbia Heights Public Library. The Library reserves the right to search bags, briefcases, etc., upon probable cause in instances when staff has objective facts and a person of ordinary care and prudence has reason for honest and strong suspicion that a crime has been committed. Anyone violating these rules is first warned by a library staff member at the time of the offense. If the conduct continues, the offender will be ordered to leave the premises. Patrons who engage in threatening, abusive, or willfully malicious behavior or other serious infractions of the rules will be expelled from the building and grounds without warning. Staff members may call for law enforcement assistance as the situation merits. FAILURE TO COMPLY: 1. Failure to observe these rules may lead to revocation of Library privileges, including the right to visit the building and grounds. 2. Persons ordered from the premises who do not comply may be subject to legal actions, which could include arrest and prosecution for trespassing. 3. Anyone wishing to appeal their loss of library privileges may submit an appeal in writing to the Library Director. Revised: 5/8/2007; 8/8/2007; 5/2/2018; 2/5/2020; xx/xx/2025 Formatted: Highlight 11 Item 8. Distribution of Free Publications and Community Postings BULLETIN BOARD USAGE (condense and merge two previously separate policies) PURPOSE: To define the purpose of the Library’s bulletin boards and what can be posted. In order to provide the public with information to enhance community understanding and awareness, the Library may display and distribute free publications about Library services and programs and those from other government entities. GUIDELINES: The Columbia Heights Public Library seeks to make information available on a variety of issues and topics but has limited space available for materials that are not part of the organized collection. The Columbia Heights Public Library’s primary reason for having bulletin boards is to provide a means of advertising informing visitors and promoting library programs and services and programs. Material posted on public bulletin boards must have a general community interest. Space is given to nonprofit organizations on a first-come, first-served basis and items not related to a specific, dated event will be regularly removed to make space for as many groups as possible. Materials larger than 8.5 x 11 inches will be posted if space is available. All posting and placement of materials in distribution areas shall be done by Library staff. Materials left for posting or distribution without authorization from the Library will be discarded. The Library assumes no responsibility for the preservation or protection of materials posted or distributed. Materials will be not be returned. The following have been approvedhave priority for posting as space allows: 1. City of Columbia Heights City notices, job openingspostings, and official documents 2. Programs sponsored by the City of Columbia Heights, Anoka County, Independent School District 13, or orState state of Minnesotaor federal government agencies 3. Independent School district 13 notices and programs 4. Neighborhood organization programs 5.3. Civic and neighborhood organization notices and programs located within the City of Columbia Heights (e.g. HeightsNext, Jaycees, Lions, local cChurches or religious groups, 4-H, Girl Scouts Scouting groups) The following may not will not be posted or distributed at the Library: 1. College or university catalogs 2. Sales fliers 3. Lost and found notices 4. Religious tracts 5. Petitions 12 Item 8. 6. Solicitations for monetary donations 7. Political material Material related to political parties, candidates or issues 7.8. Other items, which after review by the Library Director, are determined to be not in keeping with the character of the library. Adopted: 9/7/1999 Revised: 7/1/2003; 5/17/2007; 8/8/2007; 2/5/2020, xx/xx/2025 (Policy on Distribution of Brochures Free Newspapers, Newsletters and Other Handouts: Revised: 1/9/1996; 9/7/1999; 6/3/2003; 5/21/2007; 8/8/2007; 10/07/2020) 13 Item 8. DISTRIBUTION OF BROCHURES, FREE NEWSPAPERS, NEWSLETTERS AND OTHER HANDOUTS PURPOSE: In order to provide the public with handouts to enhance community understanding and awareness, the Library may display and distribute free publications about Library services and programs and those from other government entities such as the City of Columbia Heights, Anoka County, and state and federal governments. GUIDELINES: The Columbia Heights Public Library seeks to make information available on a variety of issues and topics. The library has limited space available for materials that are not part of the organized collection. The Columbia Heights Public Library will not accept for distribution, nor provide the space for multiple copies of brochures, newspapers, newsletters, advertising supplements or similar publications intended for free distribution to the public. Decisions about handouts will be made by the Director. Materials left for free distribution without approval from the Library will be discarded. A single copy of brochure/poster advertising an educational, cultural or civic event may be posted on the public bulletin board providing that it meets the library’s established requirements for content. If multiple copies of items are received by the Columbia Heights Public Library, extra copies will be recycled. Revised: 1/9/1996; 9/7/1999; 6/3/2003; 5/21/2007; 8/8/2007; 10/07/2020 Eliminate this policy and include any relevant content here with the policy previously titled “Bulletin Board Usage” under a new heading: “Distribution of Free Publications and Community Postings.” 14 Item 8. PAGE _____ LIBRARY PROCEDURE JOB TITLE: LIBRARY ASSOCIATE JOB DESCRIPTION WORKSHEET TASK: UNCOLLECTABLE DEBT WRITE OFF MATERIALS/REPORT(S) REQUIRED: WORKFLOWS REPORTS: WAIVE SELECTED BILLS REPORT; REMOVE USERS REPORT SUBMITTED TO: DUE DATE: AUTOMATED, MONTHLY DESCRIPTION OF TASK: Automatically remove Columbia Heights Library patron bills older than six years, which are no longer collectable, per Minnesota statute 541.053: Limitation of actions based on consumer debt. Automatically remove expired user accounts that were previously not removed due to unpaid bills. Columbia Heights bills 72 months or older are purged on the 1st day of each month with the Waive Selected Bills report in Workflows. Bills are purged with the payment code, WRITE-OFF. A second Workflows report, Remove Bills with User Selections, runs on the 2nd day of each month to remove any bills not removed by the Waive Selected Bills report. Bills requiring the additional report may, for example, include bills for items that no longer have Item IDs. Workflows’ Remove Users report runs automatically on the 5th day of each month. Expired patron accounts with bills removed on the first or second of the month are removed. Accounts without bills are automatically removed four years after their expiration; this report ensures expired accounts that are newly bill-free are also removed. Data from each report can be viewed in Workflows COHTSD in the Reports tab using the Finished Reports Wizard. Click the Fixed Format Manager icon with the lightning bolt and envelope. Find the Waive Selected Bills in the list of reports and click View. Save the spreadsheet for each month’s Waive Selected Bills report in Library-DocumentsDeposit Current YearPatron Debt Write Off. Do the same for the Remove Bills with User Selections report. Reports for Remove Users do not need to be saved. Reports are managed by Anoka County Library’s Systems Administrator, Jason Smalley, Jason.smalley@anokacountymn.gov. Requests to modify reports should be sent to Jason, or Anoka County Library’s System Administrator. (7/29/2025) 15 Item 9. Columbia Heights Public Library Library Board Report – May 2025 BUILDING TECHNOLOGY COLLECTION • New books were selected from reviews in the January issues of Booklist, Kirkus Reviews and School Library Journal . Juvenile requests and replacements included Where the Red Fern Grows, the I Survived…series, and The War that Saved My Life. • Weeding was completed in adult nonfiction 636-699. • Adult displays highlighted Asian American, Native Hawaiian, and Pacific Islander Heritage month. Endcap displays featured books with floral covers, mental health awareness, Star Wars, Kentucky Derby, birding and graphic novels. Juvenile displays also highlighted AANAPI month, as well as birding and gardening. • The display case was created by the Friends of the Library and featured fishing, including MN fishing regulations in English, Somali, and Spanish. PROGRAMS AND SELF-DIRECTED ACTIVITIES DATE INTENDED AUDIENCE ATTENDANCE Adult Basic Education (ABE) tour 5/1 Adult 18 Daycare Storytime 5/2 Children (0-5) 15 Painting Magical Botanicals 5/3 Children (6-11) 26 Job Fair for Teens 5/5 Young Adult 55 English Language Conversation Circle 5/5 Adult 7 EL Conversation Circle 5/7 Adult 6 Urban Birding Spring Bird Walk at Kordiak Park 5/7 Adult 12 Immaculate Conception School 1st Grade visit 5/8 Children (6-11) 14 EL Conversation Circle 5/12 Adult 9 Columbia Academy Special Ed Field Trip 5/14 Young Adult 22 EL Conversation Circle 5/14 Adult 5 LinoCut Stamp Workshop 5/14 Adult 8 Active Agers Book Club: The Art Forger 5/16 Adult 6 EL Conversation Circle 5/19 Adult 7 Adult Book Club: The Eighty Dollar Champion 5/21 Adult 14 EL Conversation Circle 5/21 Adult 5 ABE Level 2 tour 5/21 Adult 16 Eliza to Valley View 5/21 Children (0-5) 40 Eliza to Valley View 5/21 Children (6-11) 321 Valley View 1st Grade field trip 5/22 Children (6-11) 104 EL Conversation Circle 5/28 Adult 4 Eliza to ECFE 5/29 Children (0-5) 16 STAFF Elizabeth Ripley, Adult Services Librarian: • Met with the Friends of the Library. • Worked with ABE teacher Laura to plan class tours to ensure efficiency and effectiveness. • Met with HeightsNext representative Connie to strategize promotion of the film screening of Plastic People in June. • Provided tech assistance to a patron. • Made deliveries to two At-Home patrons. 16 Item 10. Columbia Heights Public Library 2. Library Board Monthly Update – May 2025 Eliza Pope, Youth Services Librarian: • Contracted with EHolt Art to teach Magical Botanicals, which used watercolors on black paper. • Cancelled the DIY Teen: Phone Charms class due to lack of registrations. • Hosted a group of Special Education students from Columbia Academy for a field trip featuring a behind the scenes tour and a ‘Who’s That Book Character’ game. • Hosted four 1st grade classes from Valley View Elementary for a field trip featuring stories, scavenger hunts, tours and games. • Hosted a 1st grade class from Immaculate Conception School for a yearend visit and story; the 2nd grade class cancelled due to rain. • Visited Valley View Elementary to promote summer reading with Pre-K, Kindergarten, 2nd, 4th and 5th grade classes, and the Reach program. Energy was very high, and kids were full of questions. • Visited an infant Early Childhood and Family Education class to present a sample storytime and tell families about summer activities at the library. • Prepared a final batch of bulks loans for 1st-4th grade classes at Immaculate Conception School and the Mini-Adventures program at the CHPS Family Center. Renee Dougherty, Library Director: • Participated in weekly meetings of city division heads and the Library Board. • Attended an update with MN State Library Services and library directors throughout the state. • Attended a retirement party for Judy Soule, System Administration Supervisor, at Anoka County Libraries • Participated in strategic planning with the city Council and department heads. • Checked in with ACL Director Colleen Haubner and had a budget consultation with Finance Director Joe Kloiber. MISCELLANEOUS • Anoka County Law Librarian John Murphy held office hours on May 22. • Staff tracked reference transactions during a survey week, May 5-10. • Staff day topics included updates and info on cybersecurity, emotional intelligence, social wellness and volunteering, cultivating mushrooms on discarded books, and the summer reading program. • Seven adult volunteers donated 24.75 hours this month. 17 Item 10. Columbia Heights Public Library Library Board Report – June 2025 BUILDING • Exterior windows were washed. • Community room air conditioning was repaired due to rodent damage to exterior wiring. TECHNOLOGY • IT staff adjusted print management software to prevent kids from “going around” it. Evading Comprise prevents computers from connecting to the printer, from shutting down at five minutes before closing, and from staff monitoring and oversight. COLLECTION • New books were selected from reviews in the January and February issues of Booklist, Kirkus Reviews and School Library Journal. • Weeding was completed in adult fiction D-F and nonfiction 700-749. • Adult endcap displays highlighted baseball, MN outdoor activities, Juneteenth, song writing and music history. The main display featured reading during Pride month. • The display case celebrated mycology, the study of fungi, with an exhibit of blue and pink oyster mushrooms cultivated on discarded books. PROGRAMS AND SELF-DIRECTED ACTIVITIES DATE INTENDED AUDIENCE ATTENDANCE Family Storytime 6/2 Children (0-5) 35 English Language Conversation Circle 6/2 Adult 5 YSL Visit to Highland Elementary (6 classes) 6/3 Children (6-11) 530 YSL Visit to Valley View 2nd Grades (2 classes) 6/4 Children (6-11) 86 Adult Basic Education Field Trip 6/4 Adult 13 EL Conversation Circle 6/4 Adult 4 Daycare Storytime 6/6 Children (0-5) 16 EL Conversation Circle 6/7 Adult 1 Family Storytime 6/9 Children (0-5) 40 EL Conversation Circle 6/9 Adult 6 Blooming Sunshine Tour (offsite) 6/10 Young Adult 9 Evening Storytime 6/10 Children (0-5) 4 Engage Community Songwriting Workshop 6/11 Adult 0 EL Conversation Circles 6/11 Adult 6 Plastic People Documentary 6/12 Adult 14 EL Conversation Circle 6/14 Adult 2 Family Storytime 6/16 Children (0-5) 51 EL Conversation Circle 6/16 Adult 5 Tinker Time: Botanical Bandanas 6/17 Children (6-11) 48 Mystery Book Club 6/17 Adult 6 Book Club 6/18 Adult 8 EL Conversation Circle 6/18 Adult 5 Circus Manduhai 6/21 Children (6-11) 55 EL Conversation Circle 6/21 Adult 4 18 Item 10. Columbia Heights Public Library 2. Library Board Monthly Update – June 2025 Family Storytime 6/23 Children (0-5) 47 EL Conversation Circle 6/23 Adult 7 DIY Teen: Perler Beads 6/24 Young Adult/Teen 6 EL Conversation Circle 6/25 Adult 3 Mapping Prejudice 6/25 Adult MN Birds with 4-H 6/26 Children (6-11) 6 EL Conversation Circle 6/28 Adult 2 Family Storytime 6/30 Children (0-5) 40 EL Conversation Circle 6/30 Adult 7 STAFF Elizabeth Ripley, Adult Services Librarian: • Coordinated a tour of the Blooming Sunshine Garden with HeightsNext. • Partnered with HeightsNext for a viewing and discussion of the documentary, Plastic People. • Facilitated the Mystery Book Club’s discussion of Lightning Strike by William Kent Krueger. • Welcomed adult learners from the adult Basic Education Center for a library tour, library card sign-ups, and a chance to find and borrow materials. • Met Jordan Abhold from Neighborhood HealthSource to discuss future partnership possibilities, including public naloxone training programs. • Met with the Friends of the Library. • Met with Connie Buesgens to finalize plans for Plastic People screening. • Sought a quote and completed an order for additional bookends that match existing shelving. • Made deliveries to four At-Home patrons. Eliza Pope, Youth Services Librarian: • Visited Highland and Valley View Elementary schools to promote the summer reading program. • Promoted library services at the city’s Art and Information Fair at Huset Park on June 18. • Welcomed Circus Manduhai on Saturday, June 21. Renee Dougherty, Library Director: • Met with the Director, Assistant Director and Accountant for Anoka County Libraries to discuss how the county bills CHPL for services. • Participated in an informational call with book vendor Ingram with the youth services librarian and library associate responsible for ordering collection materials. • Participated in a training webinar for the 2025-2028 MN DNR State Park Pass grant program. • Facilitated the Book Club’s discussion of The Wishing Game. • Met with Page Karen Yaeger for her annual performance review. • Made a presentation with the Recreation Director at the joint City Council/School Board meeting. 19 Item 10. Columbia Heights Public Library 3. Library Board Monthly Update – June 2025 MISCELLANEOUS • Summer Reading began for youth and adults, with unique prizes for each cohort. All earn a free book for reading five hours and raffle tickets for reaching subsequent benchmarks. Drawings will award tickets for Twins baseball games, the MN State Fair, and Sea Life aquarium for youth and Twins games for adults. • Anoka County Law Librarian John Murphy held office hours on June 18. • Six adult volunteers donated 30 hours to the library: pulling holds, shelf-reading in the stacks, conducting the Conversation Circle, assisting with technology questions, and organizing the library collection. 20 Item 10.