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Consent

Brentwood City Commission Agenda

Meeting Date:	03/23/2020
Resolution 2020-29 - Adopting Revisions to the John P. Holt Brentwood Library Policy Manual related to the Brentwood Room Collection Development
Submitted by:	Susan Earl, Library
Department:	Library

Information

Subject

Resolution 2020-29 - Adopting Revisions to the John P. Holt Brentwood Library Policy Manual Relative to the Brentwood Room Collection Development Statement

Background

Annually the Library Policy Manual revisions are submitted for City Commission approval. At the December 5, 2019 City Commission Informational Meeting revisions were presented; however, this portion of the Policy Manual needed to be reviewed with the input of the Brentwood Historic Commission. Representatives from the Brentwood Historic Commission and the Library Board have reviewed the policy and suggestions were given to be changed and approved by the Library Board on January 8, 2020. The Brentwood Historic Commission's regular monthly meeting followed on January 17, 2020, at which the policies were discussed and additional input given. The Library Board then approved the final recommended language on February 12, 2020. The Policy changes are shown in the attached redlined document. The following sections were modified:

4.(a) Mission and Overview of the Brentwood Room - The number of books was decreased due to the water damage and duplicate copies in other historical collections. The staff wishes to focus on Brentwood history and local authors.

4.(c) Clientele Served by the Collection - The staff has statistics that demonstrate the clientele who utilizes the room.

4.(d) Priorities and limitations of the Collection (1^st paragraph) - Specific terms were removed since they no longer reflect the collection or its focus.

4.(e) Present Identified Strengths - Several changes were made to this section due to water damage of certain materials, inconsistent sequence of volumes, and lack of use. In addition, many of the materials referenced are now more easily accessible in other ways.

For example:

Most newspapers and magazines are now online and available at any public workstation and at home via our webpages, so microform and periodicals are unnecessary.
Some of the genealogy collection can be integrated into the circulating collection where they can be found and used, like the adult reference collection. Most census and other online resources are available at any public workstation and at home via our webpages. However, Williamson County genealogy and census data will remain in the collection. Online resources and local Brentwood history will be highlighted.
The military collection would have increased use in the Library’s general collection since they covered more general history and more people would find them.

Another change was made to acknowledge that authors are moving into the City and should not be excluded simply for not living here for five years.

4.(g) Present Identified Weaknesses

Maintaining information about country music, theater and other performing arts and artists, audio-visual recordings of research value, and digital archives are unnecessary. They can be found in other resources online and in the general adult collection. Also, with other archival collections within 30 minutes in Nashville, such as the Country Music Hall of Fame, and the Nashville Public Library Special Collections (WSM radio), it would be duplication.
As for the audio-visual recordings of research value, staff is researching the best method to make them available online.
Digital archives can be retrieved online at any workstation and/or from home.

4.(j) Forms of Materials Collected - Removal of audio-visual materials and electronic records has been explained above in g. revisions.

4.(m) Deaccessioning Policy - Removal of “offering to return material to the donors or heirs” is not in sync with all other donations submitted to the Library. Language added includes an offer to transfer any items being removed to the Brentwood Historic Commission, giving that body the opportunity retain any materials they deem worthy.

Staff Recommendation

Staff recommends approval to adopt the revisions to the Brentwood Room Collection Development Policy at the John P. Holt Brentwood Library.

Previous Commission Action

On December 5, 2019, the City Commission recommended the Library Board and staff obtain the input of the Brentwood Historic Commission for recommendation of the Brentwood Room Collection Development policy.

Fiscal Impact

Attachments
Resolution 2020-29
Policy Manual
Signed Resolution