ASRT Meeting Minutes
Topic: "Extra" Services for Patrons & the Demise of the DVD/CD

Attendees:

(There were 32 total in attendance but I only captured the following names.)

Shannon, Hoover
Melanie, Hoover
Shanae, Hoover
Deidre, Bessemer
Daniel, Vestavia
Jennifer, BPL
Cara, Center Point
Kenyata, BPL
Tara, Clay
Lora, Vestavia
S Lewis, Smithfield
Thomas, O’Neal
Pam Jessie
Megan, Powderly
Saundra Ross
Noelle, Five Pts West
Tywanna, BPL FPW
Weston, BPL
Tamika, BPL FPW
Adrian Moultrie
Fontaine, Book by Mail
Joanne Brasseal
Erika, Southside
Katie, Five Pts West
Laura, BPL
Lynn, West End
User name: Timilcir
Tamara, Irondale
Bridget, Homewood
MJones, Books By Mail

RECORDING LINK: 1hr, 15m

https://us06web.zoom.us/rec/share/Dl2fmcHyCrOmGk2afwjR-yLRkUNSofJQfs5CNyNh9RfrVLJVcyqaU5nvAf-vaPRf.Tlc4Tke1nXwdv02C

In the News: Quick mention to everyone to keep following the news, especially the news coming out of the Autuga-Prattville and Trussville areas. Those two library systems in particular are receiving lots of pushback from those wishing to ban books at the public libraries. In Prattville, if you've read the news, they have fired the library director and many staff members. As of 3/25/24, the news is that "Clean Up AL" is now "volunteering" to fill in for staff. In Trussville, the library board supported the librarians but did remove some books based on circulation. And, as many of you are aware, AL Public Library Service has pulled out of the ALA, sparking controversy. The upshot is that we all need to be aware of what is going on in the state and in our own libraries. Stay up-to-date on your policies and board actions. There is a statewide Facebook group called "Read Freely Alabama" that has posted news as it happens. There is also Read Freely Greater Birmingham, for a more focused view. You can also follow what the Birmingham Democratic Socialist of America have to say and follow them.

Quick Note: not everyone can jump on Facebook to use the JCPLA Adult Services Roundtable group - whether it is to read about what's going on or post questions/suggestions. Thanks to Reeshawna Caddell at Pinson, we now have an Adult Services group in our MS Outlook/Teams application.The aim is to create a platform where we can discuss things, ask questions, and hopefully, get responses the same day about anything from materials, patron records, etc. without using Facebook. Here is the invitation link if you'd like to join: https://outlook.office365.com/owa/adultserviceslibrarians@bham.lib.al.us/groupsubscription.ashx?action=join&source=MSExchange/LokiServer&guid=057f7fb9-8c8a-4cc0-b058-e81a596c9f05

Notary Duties: Homewood has 5 notaries. Center Point has one (they charge $5) and Bessemer has one (they charge depending on what is being notarized.) According to a statewide mandate, "State, county, and municipal employees are not permitted to charge a fee for performing notarial acts during their public service unless otherwise provided by law12." This may be something that some libraries need to revisit. You can view more about the law here: https://casetext.com/statute/code-of-alabama/title-36-public-officers-and-employees/chapter-20-notaries-public/article-4-employment-of-notaries-public/section-36-20-74-fees#:~:text=No%20fee%20may%20be%20charged,unless%20otherwise%20provided%20by%20law.

 

Pros and Cons of Notary Services:  

Pros: Great for patrons after hours and weekends when city hall or wherever might be closed. And it's a great community service to have. It is a happy day to notarize marriages and adoptions. It might also be a happy occasion to sign divorce papers!

Cons: There are initial start-up costs including training, documentation, insurance (this is a yearly thing), etc. Very detailed documents might require witnesses (Hoover does not provide witnesses, nor does Bessemer.) 

These are LEGAL DOCUMENTS, therefore, very important to get it right! The patron very often will come in having already signed documents or not bringing all of the documentation needed. Or they are unclear as to what needs to be notarized. It is up to the discretion of the notary agent as to whether documents will be notarized. Bessemer's Deidre has some things she will not notarize depending on what the document is. Quick Claim Deeds are something Bessemer nor Homewood will notarize. If another agency refuses to notarize, I would probably not notarize it either!

Hoover strives to keep notary appointments but walk ins are handled on a case-by-case basis. Sometimes patrons' banks won't provide notary services unless it is a part of a bank transaction. THE MORE INFORMATION YOU KNOW ABOUT THE DOCUMENT TO BE NOTARIZED, THE BETTER! Save your patrons time and a trip by asking questions.

Here is a link to the JCLC Intranet Shared Resources, listing which libraries have notaries and passport services: http://www.jclc.org/aboutjclc/faqs/librarieswho.aspx (Last updated 2/22)

Hoover document: Notary Checklist

 

More links to know for notaries or those considering adding this service:

State of Alabama Notary Public Handbook

https://www.sos.alabama.gov/sites/default/files/notaries-public/notaryPublicHandbook.pdf

How to Prepare for Your First Notarization 

https://www.youtube.com/watch?v=PfRyg2AsKm4 

Authenticating IDs for Notarization 

https://www.youtube.com/watch?v=OL2x6l1a5CI 

5 Most Common Types of Notarizations 

https://www.youtube.com/watch?v=tp32b1cNiU8 

How to Complete an Acknowledgement 

https://www.youtube.com/watch?v=F1cVNLc9IW0 

How to Certify a Copy of a Document 

https://www.youtube.com/watch?v=B3BeWoV-aQ8&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=33 

How to Notarize a Power of Attorney 

https://www.youtube.com/watch?v=u4apu0ffrDQ&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=2 

The Difference between Acknowledgments and Signature Witnessing 

https://www.youtube.com/watch?v=6-9ZULjA6iA 

How to Notarize Out of State Documents 

https://www.youtube.com/watch?v=Efa9kMt61dU 

Can I Notarize Documents in Other States or Countries? 

https://www.youtube.com/watch?v=8h89FceJipU&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=4 

How to Avoid Common Notary Certificate Mistakes 

https://www.youtube.com/watch?v=AXBR0ZHPnx8 

Notarizing on the Job: Don’s 

https://www.youtube.com/watch?v=VarknxKmrsM&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&start_radio=1&rv=VarknxKmrsM&t=8 

How to Recognize a Fraudulent ID 

https://www.youtube.com/watch?v=OJEI1EPZYoM 

The Importance of Requiring Personal Appearance 

https://www.youtube.com/watch?v=v2O6Lz-13Zs&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=28 

How to Notarize When a Signer Can’t Be Present 

https://www.youtube.com/watch?v=2c519np0VYI&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=34 

Completing High Risk Notarizations 

https://www.youtube.com/watch?v=tIhfX1Y-dfg&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=34 

3 Court Cases Every Notary Should Know - Workshop 

https://www.youtube.com/watch?v=Gb9IwCa0kos 

How to Fix a Bad Notary Seal Impression 

https://www.youtube.com/watch?v=ahcHsqRHO0Y&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=33 

 How to Avoid Disqualifying Interest 

https://www.youtube.com/watch?v=9IVhDaNj6Fk&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=20 

 How to Notarize for Family Members 

https://www.youtube.com/watch?v=vCdOHyrJLok&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=27 

Professor Closen’s Notary Best Practices 

https://www.youtube.com/watch?v=6mV93XyDF30&list=RDCMUCOI0KM2NGffRZ6yLjPNS5kg&index=10

Passport Services: 

Actually a money maker for the library. Hoover is still working on the details to engage our passport services office. As with notaries, there is a great deal of training and details that go into the process of offering passport services. 

Daniel Tackett has been doing it since 2016/17 (best to have questions go to Daniel! sorry!) 

The Good News: Vestavia Hills will likely clear about $60,000/year just from passport services. That includes a $35 execution fee and $15 for photos. VH has several registered passport agents, each serving an hour rotation on the schedule. They book 1-hour for each passport appointment - it may take less but it also might run long depending (on average 25-30 minutes per appt). The downtown library has also got a long running passport service office. 

The Bad News: staff time: do you dedicate staff? can you utilize part-timers? (not recommended) Daniel strongly suggests not dealing with walk ins. VH works with appointments only and are booked at least one month in advance. Central used to do appointments but that wasn't effective, so now they do walk ins only on a first come, first serve basis. Training is also time-consuming and can take more than a week per person. (Some training can just take a few hours but the initial outlay of training may take longer.) Note: Bessemer does not do passport photos! Patrons have to bring the passport photos with them.

YOU NEED STAFF MEMBERS THAT ARE DETAIL-ORIENTED!

It is very bad form to have library generated passports returned from the US Dept of State. VH in one year only had 9 returned (one of the best in JeffCo!)

Another consideration: Space considerations. Need space that is more private and quiet so that both staff and patron can get it right.

Lastly, once you invest time and space and staff to this, you can't really stop doing it. Think long and hard, weigh the pros and cons.

ALA's Running a passport service at your library.

US State Department, Become a passport agency.

Vestavia Hills webpage on passport services.

BPL webpage on their passport services.

Feel free to email daniel.tackett@vestavialibrary.org for specific questions not covered here.

Bessemer's webpage, scroll down to see how they do passports!

OTHER SERVICES:

Center Point has "subscription boxes" for those that sign up for it. It may include books, movies, and special surprises. It's just begun but should be great for a small library encouraging patron participation! These boxes are curated by staff members.

Operation Hope: City of Birmingham "America's Financial Wellbeing Coach HUD Certified Housing Counselors.These services are free to libraries and they will come to your facility to give financial literacy workshops, etc.

Bestsellers Clubs, who has them? 

Alabama Symphony Tickets are also available at several branches.

DEMISE OF THE DVD/CDs:

PLEASE NOTE: Books by Mail (Fontaine Alison at BPL) still utilizes books on CD and would like patrons to know if you are weeding your collections, please send her a list of those IN GOOD CONDITION that could be added to BPL's Books by Mail collection. DO NOT SEND anything unless Fontaine or her staff have looked over what you have on offer. Most often, they have cozy, inspirational books because that demographic wants that. Disabled patrons cannot always afford streaming services or are able to utilize e-digital services and that is what Books by Mail is all about. Her patrons also still like playaways.Your "list" for Fontaine might just be a screenshot from Sierra of what you are weeding. Be kind and contact her first - fontaine.alison@cobpl.org.

Most libraries are re-focusing their budgets, moving monies from books on CD and DVD/Blu-Ray to e-services or streaming services.Circulation is going down for DVDs and it is so costly for books on CD that these services have to be reconsidered.

After speaking with Samuel Rumore at SR, he told me that they are trying to focus on purchasing things not necessarily offered by streaming services, such as series. 

Shanae King at Hoover spoke about how things have changed over her 15 years of doing Movie/Series collection development. In the last 5 years, many-multiple-copies of popular movies circulations have declined. She has changed what she keeps and what she grows. Constant weeding is necessary so that the collection stays relevant and in good enough condition. Good core users of series are those that cannot afford streaming services. MidWest services does a good job of keeping up with trends and re-evaluating the way you package DVDs, etc. (Movie bundles,etc.)

Homewood has a wonderful core movie collection and they do specific things to keep people interested in their DVD collection by encouraging circulation.

LaunchPads are still very popular in the branches. Also good circulation for music CDs. They have a reward program that gives out free passes to local sites and events such as Barber Motorsports, etc. Use creative ideas to get your circulation stats up!

Keep in mind it might be worth it to invest in some CD players, DVD players to be checked out by patrons, perhaps in your "library of things" for those that might need them.

Center Point, opened since 2020, has no CD music collection at all, but DVDs are still circulating well.

Thank you for everyone that had the time to attend!!!