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NOVEMBER 20211252 The meeting of the Salina Public Library Board of Trustees was held at 7:00 a.m. on November 16th, 2021, in the Prescott Room. The following Board members were present: David Greiser, Brendan Burke, Judy Nold, Susan Kelly, Gerry Cox, Melissa Hodges, and Danielle Brown. Others present were Melanie Hedgespeth, Amy Adams, and Sandy Wilcox. PUBLIC COMMENTS: None CONSENT AGENDA: a.Action Items i.Minutes of the October 19, 2021, library board meeting Ii.Library Policy Manual Minor Updates b.Informational Items i.Financial Reports ii.Statistical Reports 21-36 On a motion made by Brendan Burke and seconded by David Greiser, it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the consent agenda. Motion passed unanimously. Pg 1252. 11/16/2021. DISCUSSION/ACTION DIRECTORS REPORT Take and make kits are popular with youth and continue to be provided by Heather Mettlen in Youth Services. The Friends have also helped support youth Take and Makes. October 28th was a training day for staff. The day included strategic planning, security, nontraditional items, and youth services information. USD 306 is one of the first districts to use our school library card program. They have been great to work with. Some USD 306 students placed materials on hold, circulation staff gathered those, checked out the items, and placed them for pickup for USD 306 staff. Stats exceeded our 2020 circulation, showing an upward trend. Melanie met with CAPS, they will start up their Happy Bear program and Bullying Prevention program hopefully again soon. They might also use some of our meeting rooms. We have a virtual author visit scheduled for this Wednesday. We have received some proposals for the Youth Services remodel from Hutton. This would add space for a dedicated youth programs area, meeting rooms, and teen space. The Board viewed a video presentation of the envisioned space. The Estimated cost for the remodel without the addition is $2,000,000.00 The addition would be an additional 2,000,000.00 with furniture and additional expenses the total would come in around 5,300,000.00. At this point, we will begin a capital campaign to raise money to start the project. The board had some design suggestions. The digital sign has been installed. We are waiting for Bortec to complete their work so the electrical can be run. The capital plan was reviewed as well as the 2022 work plans. 1253 Materials - Stefanie Knopp, Head of Information Services Stefanie is unable to attend today so Melanie went over information on how we handle acquiring digital and physical materials. Overdrive is a digital platform where we select and purchase the materials, hoopla, and Kanopy have their own content. For physical materials, we will continue to weed and purchase new materials. GAAP WAIVER WHEREAS the trustees of the Salina Public Library, has determined that the financial statements and financial reports for the year ended December 31st, 2021 to be prepared in conformity with the requirements of K.S.A. 75-1120a(a) are not relevant to the requirements of the cash basis and budget laws of this state and are of no significant value to the Trustees of Salina Public Library and WHEREAS there are no revenue bond ordinances or resolutions or other ordinances or resolutions of the municipality which require financial statements and financial reports to be prepared in conformity with. K.S.A. 75-1120a(a) for the year ended December 31st, 2021. NOW, THEREFORE BE IT RESOLVED, by the Trustees of Salina Public Library in a regular meeting duly assembled this 16th day of November 2021 that the trustees of the Salina Public Library waive the requirements if K.S.A. 75-2210a(a) as they apply to the Trustees of the Salina Public Library for the year ended December 31st, 2021. BE IT FURTHER RESOLVED that the library Board shall cause the financial statements and financial reports of the Salina Public Library to be prepared on the basis of cash receipts and disbursements as adjusted to show compliance with the cash basis and budget laws of this state. 21-37 On a motion made by Brendan Burke and seconded by Gerry Cox it was RESOLVED THAT: The Board of Trustees of the Salina Public Library, in a regular meeting duly assembled this 16th day of November 2021, waives the requirements of K.S.A. 75-1120a(a) as they apply to the trustees of the Salina Public Library for the year ended December 31st, 2021. Motion passed Unanimously. Pg 1253, 11/16/21 Longevity Pay Discussion was held and the Board agreed with longevity pay for 2021 Work from home policy: Melanie discussed a new work from home policy with the board. This would work in some areas, but not all, as we provide in-person service. 1254 21-38 On a motion made by Judy Nold and seconded by Melissa Hodges it was RESOLVED THAT: The Board of Trustees of the Salina Public Library, approves the work from home policy with suggested wording added for overtime. Motion passed unanimously Pg. 1254 11/16/2021 BORROWING RESOLUTION AND AUTHORIZATION At a meeting of the Board of Directors(the "Governing Body") of The Salina Public Library, at which a quorum, if applicable, was present and voting, or by other duly authorized action in lieu of a meeting, the following resolutions were adopted: RESOLVED, that this Organization may enter into an agreement with Sunflower Bank NA (hereinafter called the “Bank”) from time to time, for treasury or cash management services, including, without limitation, the issuance of Credit Cards by the Bank to the Organization and its designated employees as, in the judgment of the Authorized Person (as hereinafter defined), this Organization may require, on such terms and conditions as the Bank and the Authorized Persons may agree. RESOLVED FURTHER, that any one of the following named persons of this Organization (any person being defined as the “Authorized Person”), Melanie Hedgespeth or Sandra Wilcox be and is hereby authorized, empowered and directed for and on behalf and in the name of this Organization, to execute and deliver to the Bank such agreements, documents, and forms related to or in connection with the establishment, use or operation of the Bank’s Credit Card product or service, as the Bank may require, and to execute and deliver from time to time renewals, increases, extensions or termination of such agreements, documents or forms, and each Authorized Person may act alone and without participation by any other Authorized Person. RESOLVED FURTHER, that any agreements, documents, and forms delivered to the Bank for or in the name of this Organization be and the same are hereby ratified, approved, and confirmed, and the actions of any such person in executing the same are hereby ratified, approved and confirmed. RESOLVED FURTHER, that the undersigned certifies that there are no limits to the undersigned’s power to adopt this authorization and to attest that the resolutions stated herein are accurate and that this Borrowing Resolution is in conformity with the provisions of the organizational instruments of this Organization. RESOLVED FURTHER, that this resolution shall continue in full force and effect until the Bank shall receive official notice in writing from this Organization of the revocation thereof by a resolution duly adopted by the Governing Body of this Organization, and that the certification of the Certifying Official of this Organization as to the signatures of the above-named persons shall be binding on this Organization. RESOLVED FURTHER, the total credit limit shall not at any one time exceed $75,000.00 1255 BORROWING RESOLUTION AND AUTHORIZATION CERTIFICATE I, the undersigned, (the “Certifying Official”) hereby certify that: - I am the duly elected and authorized President of the Organization and that I have the authority to make the certifications contained herein; - The foregoing is a complete and correct copy of The resolutions duly adopted and recorded as a part of the minutes of the November 2021 meeting and that they affirmatively appear in and as a part of said minutes - If applicable, there is no provision in the organizational document(s) of the Organization restricting the power of the Governing Body from passing said resolutions, and that the same are in conformity with the provisions of said organizational documents; and - The specimen signatures appearing above are the true signatures of the persons named herein. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Organization (if applicable) on this day, 21-39 On a motion made by Brendan Burke and seconded by David Greiser it was RESOLVED THAT: The Board of Trustees of the Salina Public Library, in a regular meeting duly assembled this 16th day of November 2021, approves the borrowing resolution and authorization certificate. Motion passed unanimously. Pg 1244, 11/16/21 EXECUTIVE SESSION: 21-40 On a motion made by Brendan Burke and seconded by Melissa Hodges it was RESOLVED THAT: The Board of Trustees of the Salina Public Library recess into executive session for twenty minutes based upon the need to discuss personnel matters of non-elected personnel pursuant to K.S.A. 75-4319(b)(1). The open meeting will resume in this room at 8:17 a.m. Motion passed unanimously Pg. 1255, 11/16/2021. Meeting resumed back into regular session at 8:17 a.m. 20-41 On a motion made by Brendan Burke and seconded by David Greiser it was RESOLVED THAT: The Board of Trustees of the Salina Public Library hold a special meeting of the board for November 30th, 2021 at 7:00 a.m. Motion passed unanimously Pg. 1255, 11/16/2021 NEW BUSINESS & BOARD COMMENTS: The Board Meeting adjourned at 8:20 a.m. Lisa Mahler Sandra Wilcox Secretary Recorder