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MinutesMinutes of the Library Board Meeting Date January 16,2024 Time 7 AM Location Salina Public Library,Prescott Room Board Members Present Bill Longbine,Mayor Brendan Burke,President Lisa Mahler,Vice President Gerry Cox,Secretary Crystal Stuart Judy Nold Gloria Woods Board Members Absent Helen Gregg,Treasurer Library Staff Present Melanie Hedgespeth,Director Amy Adams,Assistant Director,Recorder Stefanie Knopp,Head of Information Services Call to Order The meeting of the Salina Public Library Board was called to order at 7 a.m.by Brendan Burke Public Comments None Consent Agenda ●Minutes of the Library Board Meeting -December 19,2023 ●Minor Policy Manual Updates -None ●Financial Reports General Fund,Employee Benefit Fund,GF &EBF Checks,Transactions by Account ●Statistical Reports Consent Agenda Motion To approve the consent agenda with removal of statistical reports. Motion made by Judy Nold Motion seconded by Lisa Mahler Vote Motion passed unanimously. The board discussed the library’s statistical reports.Gloria Woods asked questions about the value calculator, Freading numbers,and technology statistics.Melanie clarified how numbers were measured.Brendan Burke noted that almost all statistics went up in 2023. Board Training Training Stefanie Knopp,Head of Information Service provided board training to the Library Board on Collection Development. Discussion The board asked several clarifying questions on the library’s collection policy which were answered by Stefanie Knopp and Melanie Hedgespeth. Discussion -Library Report Library Report Library Director,Melanie Hedgespeth provided the library report to the Library Board. Discussion ●Melanie highlighted the cost to use CleanTeam janitorial services monthly on budget - CleanTeam,we use outside vendors for janitorial ●A heat exchanger went out and the bill for repairs will be $3500. ●Library usage statistics for 2023 went up;The year 2019 is used as a comparison for normal use.The library has 36,000 cardholders and Wifi use was high in December. ●The library is still waiting on a state inspection to complete the elevator repair. ●Work has begun on the 2024 library plan with staff teams forming to tackle specific objectives. ●Planning and preparation is complete for Salina Reads 2024 which will start in February. ●Because the library board received an email from a patron,Melanie explained the reasons for requiring patrons to have a photo on their account for safety and security.The board discussed the policy and recommended that it stay in place. ●Melanie continues to look into the official city newspaper requirements as they apply to libraries. ●The proceeds from the Sandzen auction have been moved to a CD.Judy Nold asked clarifying questions on the CD. ●Board email procedures are in place. ●A capital transfer of $185,000 was completed. ●Staff have access to de-escalation training through Niche Academy. ●A crisis management plan has been completed. ●Melanie highlighted the maintenance line and the utility line in the 2023 budget.She also explained that the library is looking at interlibrary loan postage costs. ●Library staff are working on city,state and CKLS end-of-year reports. ●Melanie shared the board orientation packet with bylaws. ●Melanie is working on clarifying 2024 funding with CKLS.CKLS plans to reduce processing funding to SPL by $10,000 each year moving forward. ●Gloria Woods asked about the board training requirement through CKLS.Other board members shared feedback on the training.Melanie explained that board training by SPL can also be counted toward the requirement. Discussion/Action Item Employee Policy Manual -Staff Development-003 -Travel Discussion Melanie Hedgespeth explained updates to the travel policy.Crystal Stuart asked for clarity on the wording to make sure it stated that reimbursement will occur up to the General Service Administration rate. Action Motion To postpone action on the Employee Policy Manual Staff Development policy to see revised language at the February meeting. Motion made by Brendan Burke Motion seconded by Gerry Cox Vote Motion passed unanimously. Item Reinstatement of Library Privileges Policy Discussion Brendan Burke explained background of reviewing policy to new member Bill Longbine.Melanie Hedgespeth explained additional changes to the policy. The board discussed how to provide notification if contact information was missing or invalid.Crystal Stuart suggested adding email address as a contact option in the policy. Action Motion To approve the updates to the library policy manual with the addition of email address as a contact option. Motion made by Lisa Mahler Motion seconded by Gerry Cox Vote Motion passed unanimously. Item Mobile Shelving Main Level -NonFiction Discussion Melanie explained the request. Action Motion To approve the purchase of the shelving as presented. Motion made by Crystal Stuart Motion seconded by Lisa Mahler Vote Motion passed unanimously. Executive Session None Other Business &Board Comments Other Business None Board Comments Brendan Burke welcomed Bill Longbine to the board. Adjournment Adjournment Motion To adjourn the Library board meeting. Motion made by Gerry Cox Motion seconded by Lisa Mahler Vote Motion passed unanimously.