- Michlib-l - liblists.org

MLA Recommends the Closure of All Michigan Public Libraries
by Rachel Ash 14 Mar '20

14 Mar '20

Dear Members of the Michigan Library Community, The Michigan Library Association wants to commend the libraries and local officials who have made the very hard decision to close their doors to the public and at the same time, encourage others to take action. MLA is using our role as a leader and advocate of Michigan libraries to call on all public libraries in Michigan to close their doors until Sunday, April 5th. This is staying in line with Governor Whitmer's Executive Order 2020-5 to close all Michigan K-12 public schools from Monday, March 16 until Sunday, April 5. We are living in an unprecedented time of uncertainty as we face this worldwide pandemic, and public libraries must do their part to minimize the spread of COVID-19 and protect our citizens from exposure. We believe that school closures put an increased burden on public libraries as children and families turn to us for social, educational and even childcare needs. Increased dependence on our spaces and resources for children and families displaced by school closures will in all likelihood contribute to the continued spread of the coronavirus. This is a challenging time for us, the nation and the world as we respond to novel coronavirus and the uncertainty surrounding it. MLA will do our best to stay on top of this quickly evolving and fluid situation and to communicate with you regularly and fully as conditions change. Be safe, stay well. MLA Board of Directors and Staff [Web Icon resized] Rachel Ash Membership and Communications Director Michigan Library Association 3410 Belle Chase Way, Suite 100 Lansing, MI 48911 Phone: (517) 394-2774 ext. 225 milibraries.org rfash(a)milibraries.org<mailto:rfash@milibraries.org> Follow MLA on Facebook<https://www.facebook.com/MichiganLibraryAssociation> and Twitter<https://twitter.com/mlaoffice>!

1 0

The opening/closing of seed library
by Julia Baratta 14 Mar '20

14 Mar '20

Hello, Libraryland! We are opening our seed library today...Yay! Those libraries that have the seed libraries and have decided to close due to the health concerns, what will happen with the seeds? I realize that there is time but... Thank you for sharing! Julie -- Julia Baratta Branch Manager Lucille E. Dearth Union Township Library 195 N. Broadway St. Union City, MI 49094 517-741-5061 "I love the way libraries smell..." *That Wild Berries Should Grow* by Gloria Whelan

1 0

Library Boards and Emergency Decision Making Information
by Shannon White - Library of Michigan 14 Mar '20

14 Mar '20

Libraries interested in learning about library boards and emergency decision making may want to review the memo attached and text found below. We will be adding this information to our website as well. Shannon Shannon White Library Development Manager Library of Michigan, 702 W. Kalamazoo, Lansing, MI 48909 Whites29(a)michigan.gov<mailto:Whites29@michigan.gov> 517-335-1507 | www.mi.gov/libraryofmichigan<https://gcc01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.mi.gov…> Follow us: Facebook<https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.faceb…> | Twitter<https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Ftwitter.c…> | Instagram<https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.insta…> LIBRARY BOARDS AND EMERGENCY DECISION MAKING mARCH 13, 2020 Michigan's Open Meeting's Act, 1976 PA 267, (MCL 15.260 et.,seq.) governs the requirements and procedures of meetings of Public Bodies. Under the OMA, Michigan Public Libraries are considered public bodies which must comply with the act. Therefore, the Boards of Michigan Public Libraries must make all decisions and discussions relating to "public policy" (and since the library is a public entity, virtually all decisions affecting the library are "public policy"). Part of the Michigan Open Meeting's Act, OMA, sets out requirements concerning proper notice of public meetings to the public, as well as rules on the establishment of a quorum for decision making. Generally, compliance with these requirements is not difficult. However, when the unexpected occurs in the form of natural disasters, unusually severe weather, public health events, or other serious unexpected events, the necessity of a public meeting to make required decisions can be an added, and extremely challenging task. However, there is currently no provision that would permit Boards to make decisions without a quorum out of the public sphere. Without a public meeting, the ability of the library to manage in an emergency (including the ability to perhaps even pay bills or payroll) could be seriously impaired. Fortunately, Section 5 of the OMA permits public bodies to schedule "Emergency Meetings" in situations involving "severe and imminent threat to the health, safety, or welfare of the public." MCL 15.265. The OMA does not define "severe and imminent threat." Library Boards should consult their attorneys in order to confirm that their circumstances warrant an "emergency" meeting. The closest definition I could locate in Michigan law appears in the Michigan Public Health Code definition of "imminent danger" MCL 333.2251<http://legislature.mi.gov/doc.aspx?mcl-333-2251>: "a condition or practice exists that could reasonably be expected to cause death, disease, or serious physical harm immediately or before the imminence of the danger can be eliminated through enforcement procedures otherwise provided. MCL 333.2251(5)(b) The emergency option within the OMA states: "Nothing in this section bars a public body from meeting in emergency session in the event of a severe and imminent threat to the health, safety, or welfare of the public when 2/3 of the members serving on the body decide that delay would be detrimental to efforts to lessen or respond to the threat. However, if a public body holds an emergency public meeting that does not comply with the 18-hour posted notice requirement, it shall make paper copies of the public notice for the emergency meeting available to the public at that meeting. The notice shall include an explanation of the reasons that the public body cannot comply with the 18-hour posted notice requirement. The explanation shall be specific to the circumstances that necessitated the emergency public meeting, and the use of generalized explanations such as "an imminent threat to the health of the public" or "a danger to public welfare and safety" does not meet the explanation requirements of this subsection. If the public body directly or indirectly maintains an official internet presence that includes monthly or more frequent updates of public meeting agendas or minutes, it shall post the public notice of the emergency meeting and its explanation on its website in the manner described for an internet posting in subsection (4). Within 48 hours after the emergency public meeting, the public body shall send official correspondence to the board of county commissioners of the county in which the public body is principally located, informing the commission that an emergency public meeting with less than 18 hours' public notice has taken place. The correspondence shall also include the public notice of the meeting with explanation and shall be sent by either the United States postal service or electronic mail. Compliance with the notice requirements for emergency meetings in this subsection does not create, and shall not be construed to create, a legal basis or defense for failure to comply with other provisions of this act and does not relieve the public body from the duty to comply with any provision of this act." According to the language above, in order to comply with the emergency meeting requirements, a board must: * Have 2/3 of board members agree that an emergency meeting is necessary because the delay caused by the minimum 18-hour notice for a special meeting under the OMA would be detrimental "to efforts to lessen or respond to the threat." * If the Board forgoes the minimum 18-hour notice period, the board must create a public notice for the meeting and include an explanation of the reasons why the board cannot comply with the minimum 18 hour posted notice requirement. This explanation must be specific to the situation at hand that is causing the need for an emergency meeting and cannot rely on generalized language like "imminent threat to the public health & welfare," or "danger to the public health and safety." etc. * Paper copies of the notice described above must be made available at the emergency meeting for members of the public. * If the public body (the library) has an official internet presence (webpage, Facebook, etc.) it must post the notice, complete with explanation, on the official Internet site for the body, following the same requirements as listed in MCL 15.265(4). * Within 48 hours after the emergency public meeting, the public body shall send official correspondence to the board of county commissioners of the county in which the public body is principally located, via U.S. Mail, or e-mail, informing the commission that an emergency public meeting with less than 18 hours' public notice has taken place. The public notice of the meeting with explanation must be included. It can often be challenging for even the most dedicated board member to attend every board meeting. This may be especially true during unusual and serious circumstances. However, emergency meetings still require a quorum in order to make decisions. In instances where , because of the circumstances surrounding the need for a public meeting, the body cannot form a quorum in person, it may be possible for members to attend remotely, using Telephones, Facetime, Skype, Zoom, or the like. Currently, Michigan does not have any laws that would prohibit boards from attending meetings via remote means- and voting. It is generally considered improper and not good practice to form a quorum via remote attendance, and to permit remote attending members to vote. HOWEVER, given that Michigan currently has no statutory prohibitions on this practice, and if remote attendance is the only method in which a board can meet to handle necessary business during an emergency, the board could probably elect to do so. HOWEVER certain requirements must be complied with in order to ensure the transparency and public access mandated by the OMA: Libraries MUST * Make certain that members of the public attending the meeting can CLEARLY see and hear any member that is attending remotely. This means, if skyping, facetiming, etc., that monitors, and screens must face the public- with captioning turned on. If telephoning in, call must be on speaker and loud enough for pubic to hear and discern the words. * Ensure that board members attending remotely must clearly state their names and office (if any) EACH TIME BEFORE they speak. This is so members of the public clearly know who is speaking when. * All votes MUST be via ROLE-CALL, so the public knows who is voting which way. * Follow all the usual OMA requirements with respect to minutes, public comment, etc. Libraries SHOULD * Establish a written policy on remote access for emergency and non-emergency meetings. It is a good practice to include a process where members must notify the Board President and Director within 24 hours of the meeting of their intent to attend remotely (even better is a process where member must receive approval from the Board President). This permits the proper technology to be assembled in order to comply with the requirements above. It can also limit the number of remote attendees to those with a true need. * Keep the agenda of the emergency meeting to necessary business. This is not the meeting to determine new building plans, or to handle business that is not urgent in light of the emergency at hand. Use the emergency option only for emergency decisions. Resources: Open Meetings Act Handbook, Mi. Atty Gen office (does not address emergency meetings) https://www.michigan.gov/documents/ag/OMA_handbook_287134_7.pdf https://www.fosterswift.com/communications-New-Notice-Requirements-Added-Op… Michigan Municipal League https://www.mml.org/resources/publications/one_pagers/FS%20OMA%20Posting%20… (emergency meeting notice) https://www.mml.org/pdf/resources/publications/ebooks/HMO_by_chapter/Append… (see Q 40 on remote attendance to meetings). See Also McInerney, Mark "Open Meetings Act Update "Informal Meetings," "Remote Attendance"" (This is an article/opinion piece by an attorney at Clark Hill law firm. It is a good summation of the issue) https://www.clarkhill.com/alerts/open-meetings-act-update-informal-meetings… Clare Membiela Library Law Consultant Library of Michigan

1 0

KDL Pandemic Policy?
by Reed, Nyama 14 Mar '20

14 Mar '20

Can someone share the KDL Pandemic Policy? Have a wonderful day, Nyama Nyama Y. Reed (she / her / hers) Library Director N.Reed(a)WFBLibrary.org 414-755-6551 (direct line) Whitefish Bay Public Library 5420 North Marlborough Drive Whitefish Bay, WI 53217 414-964-4380 (main line) [1578493400719] Our Mission The Whitefish Bay Public Library, as a cornerstone of the community, is dedicated to connecting people of all ages, inspiring a love of learning and providing easy access to ideas, information and resources.

2 1

Homer Public Library Closure
by Trixie L. McMeeking 14 Mar '20

14 Mar '20

In accordance with Gov. Whitmer's plan of action to slow the spread of Covid-19 the Homer Public Library will be closed effective today, March 14 at noon until April 5th. We will be offering limited curbside service to our patrons during this time. Trixie L. McMeeking, Director Homer Public Library 141 W. Main St. Homer, MI 49245 517-568-3450 Fax 517-568-4021 hpl(a)wowway.biz homerpl.michlibrary.org

1 0

Remote Attendance and the Open Meetings Act
by Shannon White - Library of Michigan 14 Mar '20

14 Mar '20

Libraries interested in learning about remote attendance and the Open Meetings Act may want to review the attached memo. Please see the attached and below. We will be posting the information to our website as soon as possible as well, but under the circumstances we wanted you to have as much information as possible as quickly as we can provide it to the community. Shannon Shannon White Library Development Manager Library of Michigan, 702 W. Kalamazoo, Lansing, MI 48909 Whites29(a)michigan.gov<mailto:Whites29@michigan.gov> 517-335-1507 | www.mi.gov/libraryofmichigan<http://www.mi.gov/libraryofmichigan> Follow us: Facebook<https://www.facebook.com/libraryofmichigan/> | Twitter<https://twitter.com/LibraryofMich> | Instagram<https://www.instagram.com/libraryofmichigan/> REMOTE ATTENDANCE AND THE OPEN MEETINGS ACT MARCH 13, 2020 NOTE: There is nothing in the Open Meetings Act or Michigan law to indicate that members attending electronically can not vote. However, many municipal and library boards prohibit remote-attending members from voting. There have been several attempts in the Michigan Legislature to pass legislation regulating remote attendance in public meetings, but so far nothing has passed. If your library determines that remote attending members CAN vote, then the Open Meetings Act would require that any votes be conducted via ROLL CALL so that it is very clear to members of the public attending which members voted which way on each issue. The minutes should also be very clear on how each member (including the remote-attending member) voted. It is interesting to note that the Michigan Open Meetings Act Handbook<https://www.michigan.gov/documents/ag/OMA_handbook_287134_7.pdf> anticipates voting by members attending remotely. On page 20, under "Roll-Call Vote," the handbook states "if you have board members participating by teleconference, a roll call will permit the secretary to accurately record the entire vote." This text implies that voting by remote-attending members would be ok , as long as the appropriate measures are taken to ensure that members of the public are able to see/hear (as explained below), and any vote is held via Roll-Call method (as explained above). It is also a good idea to refrain from completing a quorum via remote access. It is becoming widely accepted (and even legislated in some states) that a quorum may not be established via participants attending remotely. However, in the event of an emergency or other unexpected circumstance, if a quorum cannot be formed except by remote access, then it may be permitted (all steps to ensure access and interaction by the public must be taken - see below). A library should confer with their attorney as to the appropriate circumstances when a quorum could be completed via remote access. It is also important that members attending remotely (either via phone or video) are visible and/or audible to members of the public attending the meeting. Remote attending members should be clearly heard and/or seen. It is also important to make sure that the remote attending members introduce themselves each time they speak so there is no confusion as to who is speaking. https://www.mml.org/pdf/resources/publications/ebooks/HMO_by_chapter/Append… (see Q 40 on remote attendance to meetings). See Also McInerney, Mark "Open Meetings Act Update "Informal Meetings," "Remote Attendance"" (This is an article/opinion piece by an attorney at Clark Hill law firm. It is a good summation of the issue) https://www.clarkhill.com/alerts/open-meetings-act-update-informal-meetings… SAMPLE POLICIES Library 1 "7.4 A Board member, after notifying the Library Director or Board Chairperson of a planned absence, may request in advance to attend the meeting electronically. Board members who participate in a meeting electronically will be marked present on the Board's attendance chart. 8.1 quorum for the transaction of (Library Name) business shall consist of five members of the Library Board. A Board member attending a meeting electronically shall not be counted for the quorum. 8.2 Adoption of all resolutions and business shall require a simple majority vote of a quorum of five or more members of the Library Board in attendance. A Board member attending a meeting electronically may participate in discussions regarding all items on the agenda, but shall be unable to vote" Library 2 "a. In the case of emergency, as provided by law, Board action may be taken by at least a quorum of the Board upon at least eighteen (18) hours (or longer if practicable) notice to the public. A board member may participate in such meetings by means of conference telephone or other means of remote communication by which all persons participating in the meeting can communicate with each other. Any action taken pursuant to such emergency meeting shall be subject to ratification or rejection at the next public meeting of the Board." Library 3 "Section 4. A Board member may participate virtually or via telephone as long as full participation in the meeting is possible and a quorum of the Board is physically present." Library 4 " 1. A Board member, after notifying the Library Director or Board President of a planned absence, may request in advance to attend the meeting electronically. Board members who participate in a meeting electronically (via skype or telephone) will be marked present in attendance with participation limited to discussion but not counted as part of a quorum." Clare Membiela Library Law Consultant Library of Michigan

1 0

Bridgeport public library closed
by Amber Hughey 14 Mar '20

14 Mar '20

1 0

Almost District Library to close
by Kay Hurd 14 Mar '20

14 Mar '20

In an effort to mitigate the spread of the Coronavirus the Almont District Library will be closing at 2 p.m. today March 14th, and will remain closed until further notice. We will be offer curbside pickup service during limited hours for patrons who have electronically requested materials. Kay E. Hurd Director Almost District Library 213 W. St. Clair P.O. Box 517 Almont, MI 48003-517 (810) 798-3100 khurd(a)adlmi.org

1 0

Coronaviris on Books
by Kristin.LaLonde＠midmichigan.org 14 Mar '20

14 Mar '20

Hello everyone, I was discussing the possibility of quarantining all returned books for 72 hours with another hospital librarian and they mentioned that their research shows the virus lives on inanimate objects for 9 days. Just thought I would pass it along. https://www.sciencedirect.com/science/article/pii/S0195670120300463?via%3Di… Kristin LaLonde, MLIS, AHIP Health Sciences Library Manager MidMichigan Health 4005 Orchard Drive Midland, Michigan 48670 Phone (Midland) (989) 839-3262 Phone (Gratiot) (989) 466-7047 kristin.lalonde(a)midmichigan.org Please note that this email message and any attachments may contain privileged and confidential information that is protected against use or disclosure under federal and state law. The information is intended only for the personal and confidential use of the intended recipient. If the reader of this message is not the intended recipient or the employee or agent responsible for delivering it to the intended recipient, you are hereby notified that you have received this information in error and that any review, dissemination, distribution, copying or action taken in reliance on the contents of this communication is strictly prohibited. If you have received this email in error, please advise by immediate reply.

6 5

Small and Rural Libraries Conference Announcement from the Library of Michigan
by Shannon White - Library of Michigan 14 Mar '20

14 Mar '20

In accordance with Gov. Gretchen Whitmer and the Michigan Department of Health and Human Services' recommendations designed to help prevent the spread of Coronavirus Disease 2019 (COVID-19)<https://www.michigan.gov/coronavirus/0,9753,7-406-98163-521463--,00.html>, we will be canceling/postponing the Loleta Fyan Small and Rural Libraries Conference scheduled for April 13-15, 2020 at Grand Traverse Resort in Acme, Michigan. The state is taking proactive steps to mitigate the spread of COVID-19 in Michigan. We appreciate your understanding and cooperation in reducing the coronavirus risk to Michigan residents. For current and up-to-date information regarding the Coronavirus visit http://www.Michigan.gov/Coronavirus or http://www.CDC.gov/Coronavirus. We understand that you will have additional questions concerning this announcement. The Library of Michigan is working to provide answers for you as quickly as possible. Additional communications will be provided to the Michigan library community in the coming days. Thank you for your patience and understanding. Shannon White Library Development Manager Library of Michigan, 702 W. Kalamazoo, Lansing, MI 48909 Whites29(a)michigan.gov<mailto:Whites29@michigan.gov> 517-335-1507 | www.mi.gov/libraryofmichigan<https://gcc01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.mi.gov…> Follow us: Facebook<https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.faceb…> | Twitter<https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Ftwitter.c…> | Instagram<https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.insta…>

1 0