Public Library Board February 16

Presentation

The Boone County Public Library’s (BCPL) IT director gave a presentation on the BCPL’s proposed Artificial Intelligence (AI) policy. Some of the items covered were various tools such as ChatGPT, image and video creation, etc. The proposed policy was drafted to align with BCPL’s mission statement and the privacy of its patrons. The policy covers permitted use, content creation and staff review to verify facts and check for things like copyright infringement. The policy also stresses transparency when utilizing AI through the BCPL system and protection of documents that may be considered confidential or internal such as Human Resource reports or financial statements. The proposal also included an annual training for staff as well as training for new hires. This was a first reading.

Ex-Officio Board Member Chet Hand (Hand) asked if library staff understand what is confidential data and internal data. He suggested a data classification policy should be drafted for the Board’s review; Board member Dave Rich (Rich) concurred. 

Further discussion on the policy confirmed that the policy itself should be reviewed at least quarterly (Rich thinks it should be reviewed monthly because the features of these specific tools are updated very quickly, sometimes even more frequently than monthly). The IT Director advised the Board that there is an AI panel reviewing tools more frequently. Rich also brought up the fact that many of these tools have a cost attached to them. How will these be made available to low-income patrons? One suggestion was that BCPL may be able to work with a non-profit that works with libraries to help with this issue. 

The data collection policy, which is still in the works, will include how to handle AI in the BCPL collections. Board Chair Jackson requested this subject be tabled for more feedback by the Board. It was decided that the Board members would provide their feedback to Executive Director Carrie Herrmann (CH) by March 6. The issue will then be discussed at the March 16 Board meeting. 

Public Comment

Mr. Joe Berkshire attended again and raised his previous issue that he’d still like to see the 3 Ps: prayer, pledge and podium. No comment by the Board. He also expressed his concern that the library board is only one of two boards that can set tax rates yet are unelected officials. He also commended Rich for taking opposing views and not being just a “rubber stamp” board member. He also expressed his displeasure for the brevity of the Board’s meeting minutes. He indicated he has seen more detailed information provided by the Republicans.

Executive Director’s Report

Five BCPL staff attended Frankfort’s legislation day and met with various members of the state legislature including senators Gex Williams and Steve Rawlings as well as representatives TJ Roberts, Kim Banta, and Steve Doan. The staff requested the legislature continue funding the Dolly Parton Imagination Library and adult education (such as the BCPL’s GED program) at current levels. All board members appeared agreeable to this.

CH is still working with the Ky Attorney General on the e-materials issue and still believes it’s a violation of state consumer protection laws.

An early childhood fair is scheduled for March 7, the 20th such event.

One of the Chapin branch’s part-time employees resigned, but they have already interviewed a replacement and that individual will start training Tuesday.

CH advised she is meeting with the Boone County Parks Department and the Extension Office between late February and the March meeting so should have an update on the Hebron land use issue at the March 16 meeting.

CH has two possible recruits for the Business Director spot that has been open for some time, but although both are highly qualified candidates, neither can start until May or July. 

There’s also an issue with the outreach department that delivers materials to private rooms in senior living centers and also to private homes. It has been the practice that staff leave these materials outside the door of private homes, but they’re getting complaints that some of the people can’t get the materials because of a disability, etc. Therefore, the policy needs updating. Board Member Myers suggested BCPL try to obtain a partnership with a community nonprofit like home healthcare. Hand confirmed this is not actually a formal policy but just a practice and suggested making this a formal policy even though CH claims she runs everything by the BCPL’s legal counsel. Concerns were also raised about insurance issues if it’s proposed that library staff actually enter residences. 

Rich requested an item be added to next month’s agenda regarding oversight because he feels the Board is failing in their duty. He provided examples of oversight failures such as the relationship with Truist which was problematic and the Lord Abbott junk bonds, as well as the Florence City Council’s audit

issues.  There was some disagreement as to whether the Florence City Council issue fell under the Board’s oversight responsibilities. Board member Reisz agrees oversight should be addressed but should be tabled for a future meeting. Further discussion raised the issue that the Board should first determine what issues the Board believes it rightly oversees. It also needs to be determined if the Board is following the Kentucky Department of Library Archives (KDLA) rules. The item was moved to the March agenda. 

Treasurer’s Report

There was no treasurer’s report as the accountant had not completed it at the time of the meeting. It will be provided to the Board next week. The accountant is preparing a Request for Proposal (RFP) for a new auditor as it’s been six years since the last RFP and it’s been library policy to cycle these.

The accountant is also working with CH on a banking relationship to replace Truist. The accountant and CH are meeting with Fifth Third Bank and should have their proposal by the next meeting. Stockyards Bank hasn’t returned calls yet. They are also going to try to meet with Republic Bank. 

Business

The updated investment policy was presented for the Board’s review. CH included the statute to ensure the policy matches the state statute as far as authorized investments. CH and the accountant reviewed the statute and discovered the BCPL is supposed to get audited financials and registration documents from all investment entities, which hasn’t been done. Also, the BCPL should be receiving documents from the banks on their internal controls and CH will start requesting these. 

A problem arose in the discussion as to the requirement for an investment officer, because apparently there is none. Board member Myers asked for clarification as to the duties of an investment officer and who can be designated; maybe if the BCPL had had one, they’d have caught the Lord Abbott junk bond issue. The facilities director is to check with other libraries as to who their investment officer is; e.g. library staff? board member? someone else? Should an investment committee be formed? This issue will be under review again at the March meeting as well as the selection of an investment officer.

The employee exit survey was provided for the Board’s review. Currently it’s being used when a large exodus occurs from one area/department. Board Member Deborah Dutton-Lambert (DDL) requested that the surveys be provided to each employee who leaves the library. The Board also indicated they would like to see a summary of these exit surveys on an annual basis. 

There was also a strategic discussion regarding the current and projected use of physical space across all BCPL branch locations. Overall, it appears it’s mainly more space: space for study rooms at Scheben and Florence; additional space for GED testing rooms at the main branch. Also, CH is working on determining what outdoor spaces are needed to entice the public to spend more time on library property, such as picnic tables. CH also recommended more space at the main branch for staff and storage. There will be further review of space recommendations along with a review of the Archive & History ad hoc committee’s previous recommendations on separate housing for the Archive & History section. Further discussion was tabled until the May meeting.

Rich asked for an update on clearing out stale items from the BCPL collections at all branches. CH indicated that software development will help in the decision making but that won’t be ready until the end of this fiscal year. In the meantime, staff is weeding out stale items as they go. Rich again expressed concern about proper oversight on this issue, as there are around 1,000 stale items and it’s not going fast enough. Board Chair Jackson recommended letting the staff continue as they are and come back to the Board with recommendations on how to accomplish this on a timelier basis.

There was initial discussion regarding development, priorities and timeline for the fiscal year 2027 budget process. This developed into about a 45-minute discussion, as Rich stated his belief that what CH has is not a budget but a spreadsheet. A budget should contain four items: deliverables, physical assumptions, financials and calendarization. Rich continued to argue the budget presented was not a true budget, although other Board members disagreed. Finally the Board moved on, with no clear resolution on Rich’s contention, to a closed executive session per KRS 61.610(1)(f) to discuss a personnel matter. 

The meeting ended for non-members of the Board at 6:45pm.