AGENDA Botetourt County Library Board of Trustees May 14, 2025 Botetourt County Administration Center 57 South Center Dr, Room 229 Daleville, VA 24083 12:00pm (Public Meeting) ALL speakers for public comment must be pre-registered at least 24 hours prior to the meeting start date/time. No exceptions. Sign up at tR/Ahsitaagw/tRamssiaites 12:00 PM Call to Order 1. Public comment period - registered 2. Blue Ridge branch update (Duval) 3. Incentive Fund request (Duval) 4. Summer Reading Challenge (Duval) 5. Policies: Confidentiality of Patron Records & Security Cameras (Phillips) 6. Director's update (Phillips) 7. Board comments BecO LIBRARIES Confidentiality of Patron Records Policy Botetourt County Library supports every patron's right to have his or her library records remain confidential. Patron records include records of user registration, circulation, participation in library-sponsored programs, library visits, computer use, information requests, and any other data that contain information linking the patron to specific materials, resources, or services used. The library will maintain patron records solely for the purpose of protecting library property and facilitating the transaction of normal business. The Code of Virginia S 2.2-3705.73 states that "information contained in Library records that can be used to identify (i) both (a) any library patron who has borrowed or accessed material or resources from a library and (b) the material or resources such patron borrowed or accessed or (ii) any library patron under 18 years of age"is excluded from the mandatory disclosure provisions oft the Virginia Freedom of Information Act (FOIA). It also states that for the purposes of clause (ii), access shall not be denied to the parent, including a noncustodial parent, or guardian of such library patron" under 18 years of age. Accordingly, no patron records will be released to any person, agency, or organization, except in response to a valid court order or subpoena presented to the Library Director or their designee. No records will be released until Botetourt County legal counsel determines that such court order or subpoena is in order and in full compliance with proper legal authority. The library reserves the right to require proof of identity to disclose a patron's own or minor child's account activity or other usage records. Nothing in this policy shall prevent authorized library personnel from using library records in the administration of their regular duties. BcO LIBRARIES Security Camera Policy Botetourt County Library strives to provide a safe and welcoming environment for everyone while protecting individual privacy rights. Security cameras are installed in public areas of the library in order to discourage criminal activity and violations of library policy and for evidentiary purposes. PRIVACY AND CONFIDENTIALITY Video recording cameras will be placed in both indoor and outdoor public spaces of library facilities. Cameras will not be installed in or be oriented sO as to have view of areas where individuals have a reasonable expectation of privacy, such as restrooms or private offices. The Code of Virginia S 2.2-3705.73 states that 'information contained in library records that can be used to identify (i) both (a) any library patron who has borrowed or accessed material or resources from a library and (b) the material or resources such patron oorrowed or accessed or (ii) any library patron under 18 years of age" is excluded from the mandatory disclosure provisions of the Virginia Freedom of Information Act (FOIA). It also states that for the purposes of clause (ii), access shall not be denied to the parent, including a noncustodial parent, or guardian of such library patron" under 18 years of age. Accordingly, no archived footage that contains patron records will be released to any person, agency, or organization, except in response to a valid court order or subpoena presented to the Library Director or their designee. No records will be released until Botetourt County legal counsel determines that such court order or subpoena is in order and in full compliance with proper legal authority. Audio recording is restricted under the Electronic Communications Privacy Act and will not be used. PUBLIC NOTICE Signs will be posted at all facility entrances to inform the public that security cameras are in use. Cameras will not be continuously monitored, SO the public and staff should take appropriate precautions for their safety and for the security of their personal property. The library is not responsible for loss of property or personal injury. DATA STORAGE AND ACCESS Recorded data is secured in a controlled area. Video recordings will typically be retained for a flexible period determined by the storage capacity of the equipment, typically no longer than 25 days. As new footage is recorded, the oldest footage will be automatically overwritten. Video footage and still images will not be retained indefinitely unless relevant to an active investigation. In situations involving banned patrons, the Library Director or their designee may share stored still images of said patrons with staff in the Botetourt County Library and, as appropriate, the Roanoke Valley Libraries consortium, for identification purposes only. Library personnel may monitor cameras in real time for purposes of safety and security, as part of their normal duties to monitor activity in public areas. Video footage and still images may be used by library staff to identify persons responsible for criminal activity on library property or other library policy violations. Any inquiry, process, order, or subpoena seeking video recordings or still images must be submitted to the Library Director or their designee and may require authorization by Botetourt County legal counsel prior to release. The Library Director or their designee may grant access to archived and real-time footage to law enforcement for timely assistance during the active investigation of an incident, including in emergency situations that present imminent danger of physical harm. Confidentiality and privacy issues prohibit the general public from viewing security footage. A patron who requests to inspect security camera footage pursuant to an alleged crime will be advised to file a report with law enforcement. DISCLAIMERS Botetourt County Library disclaims any liability for use of the video data in accordance with the terms of this policy, given that the library is a public facility and the security cameras shall be limited to those areas where patrons and/or staff have no reasonable expectation of privacy. Nothing in this policy shall prevent authorized library personnel from using video footage or still images in the administration of their regular duties.