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02-23-1995 Minutes -460- The Salina Public Library Board of Trustees held their monthly meeting Thursday, February 23, 1995, at 4:00 p.m. in the Campbell Room. The following Board members were present: Joe Warner, Mary Jarvis, Roger Struble, Jim sullivan, Janet Wilbur, and Billie Winkler. Others present were Helen Heath, Carla Welsh, Bill Pierce, Joe McKenzie, and Cynthia Smull. Roger Struble called the meeting to order. The minutes of the January Board meeting were approved as printed. PUBLIC COMMENTS: None STAFF INTRODUCTIONS: Joe introduced Bill pierce to the Board. Bill has worked in the Reference Department for over two years. Bill is the video selector for the library. Joe also introduced Carla Welsh, Head of the Reference Department, to the Board. FRIENDS OF THE LIBRARY REPORT: Joe McKen2ie reported the Friends are working on a newsletter. The Friends are working 'on 'putting together the annual meeting of the Friends organization. Betsy Bergan from K- State will be on the program. The Friends are working toward a book sale at the end of September. CENTRAL KANSAS LIBRARY SYSTEMS REPORT: Helen Heath reported that the CKLS purchased a new vehicle. Jim Swan wants to setup an employee recognition for the CKLS and Great Bend Public Library employees. The health insurance carrier for the CKLS system increased insurance rates by 80% this year. Health insurance is in negotiation presently. The CKLS meeting was held yesterday in Osborne's new library. The next meeting will be in Great Bend on March 15. COMMITTEE REPORTS: A nominating committee of Janet wilbur and Mary Jarvis will nominate Board officers for 1995-96. Carla Welsh reported that the Evaluation Form committee met and made good progress in formulating a new evaluation form. The committee will meet next week. ACTION ITEMS: The Board discussed policy proposals and voted on them. 95-2 On motion made by Janet Wilbur and seconded by Jim Sullivan it was RESOLVED THAT: Policy proposals are approved on first reading. Motion passed. 2-23-95. Proposals CURRENT POLICY (j) FAX SERVICE The library's fax machine may be used to send or receive nonlibrary transmissions upon request by the public if trained staff are available to provide the service. Fees for sending are $4.00 for the first page and/or cover sheet and 50 cents for each additional page. The fee to receive nonlibrary materials is $1.00 up to 10 pages, then 10 cents a page. I" I -461- CHANGE - Fax service p. 16 Fees for sending are $3.00 for the first page and/or cover letter and 50 cents for each additional page. The fee to receive nonlibrary material is $1.00 for up to 10 pages and 10 cents for extra pages. NEW - SECURITY ALARMS When an alarm sounds on the library book security system, the staff will respond. They will ask the patron to step back to the desk and follow procedures to find the cause of the alarm. This may include desensitizing the material again, handing each item through the security gates individually and checking the patron's possessions, such as a backpack or purse. If the patron does not cooperate and leaves the building, the staff will call 911 and report a possible theft of library materials to the police. CURRENT POLICY - Page 14 Loan Periods Regular Renewals Most Books: Friends/Teachers Books, Cassette Tapes, & Prints Friends/Teachers Videos New/Bestsellers Wm. Allen White Books Reference Materials Art Prints Videos Cassette Tapes NEW -Circulating Magazines Limits: 2 28 days 42 days 7 days 14 days 14 days 3 days 28 days 3 days 28 days 14 days 14 days 7 days 14 days 14 days 3 days 14 days 3 days 14 days [.1M 3 days 3 days Add this new Policy to the Loan Periods Policy. CURRENT POLICY Annual Performance Review. Each department head is required to present to the Librarian annually, no later than May 1, a written performance evaluation of each full-time employee under his/her direction. Each performance report is to be signed by the employee, acknowledging that he or she has read the report. Report forms for performance evaluation will be provided by the Librarian. The Board will evaluate the performance of the Librarian annually in February. CHANGE - ANNUAL WORK PLAN (Page 21) Each Department Head and supervisor will work with their staffs to develop an individual annual work plan. ~~he plan would include general responsibilities, continuing education plans and individual goals for the coming year. This should -462- be reviewed on a quarterly basis and evaluated prior to the employee's employment anniversary date. From the work plan, the supervisor determines if the employee has earned a salary step increase. Employees may fail to earn their step increase once. Any future failures to complete their work plan satisfactorily may be grounds for dismissal. CURRENT POLICY (r) The library accepts reserve requests from the library patrons for materials that are not available. There is a limit of 10 (ten) items per patron at any time. If a patron is unable to check out the book or material when called, the patron's name will be moved to the bottom of the list, if the patron is still interested in reserving the material. CHANGE - Reserves (Page 18) Add: Reserve materials will be held at the desk for seven (7) days. If they are not picked up before that time, the materials will be shelved or held for the next patron. CURRENT POLICY Code of Conduct So that all patrons may enjoy full use of library facilities, library users are requested to observe the quiet which is necessary for reading and study. The following behaviors are to be avoided: boisterous activity or running; harassment of staff or patrons; abuse or misuse of library material or equipment; eating, drinking, or smoking in public use areas; any activity or conduct which violates the rights of staff or patrons. Staff members will call violations to the attention of patrons, and violations may result in the loss of library privileges. CHANGE (page 19) Change 2nd paragraph to read: Staff members will call violations to the attention of the patrons, and will give them a warning that if the behavior or violation occurs again, they may be asked to leave the library for the day. If the staff member asks the patron to leave because of a violation of the code of conduct and the patron refuses, the staff member should call the police. UPDATE: Personnel Chart (page 25) UPDATE: Salary Range Chart -463- CURRENT POLICY ( 1 ) Overdue, Lost or Damaged Materials; Fines and Reparations A charge of $.10 (ten cents) per day is made on each overdue material. The maximum fine on any book or item loaned, I~xcept films, is $5.00. The maximum fine on any book or item loaned in the children's department is $2.00. The cost of replacement is charged for lost books or other material; this payment is refundl~d if the lost item is returned in good condition. When a patron loses a book or other library material, the patron will pay a replacement cost for that material. The cost is determined by the average cost for that type of material and a proc'~ssing fee. Replacement prices will be reviewed annually through a check of book and material costs with Baker and Taylor. The replacement costs are as follows: Adult hardback books: Adult trade paperbacks: McNaughton paperbacks: videos Books on Tape: 21. 00 10.00 6.00 28.00 23.00 Music Cassettes: Art Prints: Children's hardback books Children's paperbacks: Record Bags $18.00 80.00 16.00 6.00 4.50 Art prints and records are checked out and returned in protective canvas bags; the charge for a lost print or record bag is the cost of replacement. CHANGE - Replacements Costs In the second paragraph, ADD: Consideration will be given to the - age/condition of the material in question. ADD: Children's Books on Tape 23.00/18.00 for bagged tapes Circulating Magazines: 10.00 CURRENT POLICY (b) Borrower's Card - Children's Department The following information is required to register for a borrower's card from the children's department: name of child, address, telephone number, age, grade and school, and name of parent or guardian and place of employment. A parent or guardian must be present to fill out the form for children under first grade. The children's librarian may issue permits to use and check materials from the adult department if appropriate materials are not found in the children's department. Transfers to the adult departmeni: are usually made when a child finishes 8th grade, although at any grade or age a child may transfer with the written consent of the pareni: or guardian. (c) Borrower's Card - Adult's Department: The following information is required to register for a borrower's card from the adult department: name, address¡. telephone -464- number, and driver's license number if the patron has a driver's license. If the registrant's name and address are personally known to a staff member, proof of name and address is not required. If the registrant's name, but not address, can be verified by identification or by staff, two books or other materials may be checked out and the borrower's card will be mailed to him or her. If the registrant's name cannot be verified by identification or by staff, the borrower's card will be mailed to him or her. No books or other material may be checked out until the card has been received by mail. Patients or clients of Saline County agencies providing short-term care or residency programs shall be issued cards upon verification referral by the agency. REMOVE: PARAGRAPHS 3 AND 4 OF SECTION (c) CHANGE: - Borrower's Card (page 13) Add: 1st paragraph: Two forms of ID are required to identify new patrons. One form needs to be a photo ID. The second, to verify, needs to have a current address, such as a piece of mail. In the Children's Department a parent or guardian may identify a child and then show both forms of ID, one of which needs to include the current address. The child needs to be present to be identified and to have the card issued to him or her. If the patron does not have a second form of ID with the current address, the library will supply a postcard, which the registrant can address to himself and which the library will put in the mail. When the patron receives the postcard, he can return to the library and get a library card. FINANCIAL/STATISTICAL REPORT: Joe reported that the health insurance will be over budget for 1995 because the rate increase was higher than expected and an additional eligible employee joined the group on the March 1, renewal date. Joe reported that the January 1995 stats are down from the January 1994 stats. Circ will be reissuing many library cards this year because of the three-year expiration date. The automated system has been in operation for three years this spring. The Library has a booth at the AMBUCS show this weekend at the Bi-center. Joe met with the City Manager this week about funding for the renovation project. The numbers have not changed. We are still on a 1996-97 time table. We need to estimate the 1996-99 budgets. We discussed an interlocal agreement for the repayment of $600,000.00. We would need a proposal in April for the City commission to consider during budget considerations. Joe Warner, Mayor and Board member, -465- said he felt we were moving closer to having an agreemeni: worked out to be presented to the City commission. The Board requested that Joe keep moving forward with the project. The Library will not participate in the River Festival by providing $1500.00 for puppeteers being brought in for the festival. The Library does want to participate in the festival. Suggestions on how to promote the library at the festival and in the community are welcome. LIBRARIAN'S REPORT: Joe suggested the Library Board might want to consider hiring an attorney specializing in personnel la~~ to look at our policy manual. Barbara Rupe of wichita and Dean Owens of Salina were suggested as possibilities. The Board would like a quotation from the attorneys about how much this project would cost. BOARD COMMENTS: Joe Warner said that as Mayor he was reappointing Mary Jarvis and Jim Sullivan to the Library Board for four more years. The appointments will be made at the next City commission meE~ting. ADJOURNMENT: There being no further business to come before the Board, the meeting was adjourned by President, Roger Struble. ('; / '-...--j'l n' ~ ;-(\¿¿ A L ( 1 C ( !--LLLt^--.-J Jan McMillen, Secretary I "-"""-j¡" (L/l C.~. ) ~) / 9 7' ~ Date "!