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02-27-1997 Minutes -522- The regular monthly meeting of the Salina Public Library Board was held at 4:00 p.m. Thursday,-February 27,1997, in the Campbell Room. The following Board members were present: Evelyn Maxwell, Nancy Chandler, Jim Sullivan, Janet wilbur and Billie Winkler. Others present were: Joe McKenzie and cynthia Smull. The minutes of the January 1997, meeting was approved with the addition of Art's last name and position in the Library. PUBLIC COMMENTS: None STAFF INTRODUCTIONS: None FRIENDS OF THE LIBRARY REPORT: Nancy Chandler reported the "No Ball - Ball" is a success with a final deadline of April I, 1997. Committees have been appointed. There was discussion of having the Friends Annual Meeting the same time as the Children's Grand opening. DISCUSSION: Renovation Project: the lower level. A presentation of several options was made to the Board, for the funding pay-back schedule concerning the money the City is lending the Library, to help pay for the renovation project. 97-01 On a motion made by Billie Winkler and seconded by Evelyn Maxwell and Nancy Chandler it was RESOLVED THAT: The Board moves to pay back the money borrowed from the City for the Renovation Project in three (3) years. Motion passed. 2-27-97, page 522. Joe talked about the progress in Magazine Covers: Joe passed around magazine covers showing partial nudity that a patron questioned being displayed on the Reference Department magazine shelves. The Board recommended that if the staff feels a magazine cover might be a problem they need to visit with Joe about it. Prescott Meeting Room: Next month the Board will discuss the rules governing the use of the room for the library and the public. Policy Proposals: The Board discussed proposed policy changes. 97-02 On motion made by Nancy Chandler and seconded by Janet' Wilbur it was RESOLVED THAT: The Board moves to accept on first reading the proposed policy changes listed below. Motion passed, 2-27-97, page 522. Policy Proposals 1. Job Descriptions: Delete current paragraphs describing the following positions Library Director, Children's Librarian, Circulation Librarian, Community Services Librarian, Kansas Specialist, Collection Management Librarian, Head of Reference. Replace with actual current job descriptions in the appendix. -523- 2. sick Leave: Page 24 of Personnel Policy Handbook. After the statement sick Leave may not be used until earned - add: When employees exhaust all sick leave and become ill, vacations and personal leave must be used before taking leave without pay. sick Leave is not time that can be made up. 3. Unattended Children in the Library: Children age ten (10) and under are required to be under the supervision of a parent or adult caretaker while at the library. If a child aged ten (10) and under is left alone and unattended at the library, the parents or the Salina Police Department may be called and the situation explained for their attention. 4. Donation of Materials: The Library will accept donations of materials for the collection with these stipulations: If there are time and space for staff to consider materials. Material will not be returned to the donor if is not added to the collection. Donor relinquishes any say in how the materials are used. The Library will not attempt to assign a value to material for donor. All donated materials will be subject to the same selection cri teria as purchased materials before they are addled to the collection. Currency of information is not an issue in accepting donations to Kansas Collection. Duplication may not be an issue in accepting donations to the Kansas Collection or the Children's Collection. 5. Add to Page 20 (q) Short Term Loan of Non-Circulating Library Materials. Make this the 3rd paragraph: A $20.00 cash deposit is required to borrow a yearbook from the Kansas Department. The book must be returned on the same day it is borrowed. When it is returned, the deposit will be refunded. 6. Staff Use of Photocopier: Staff is permitted to use the staff photocopier to make copies for personal use only, at the current cost of paper and maintenance. Payment should be made in the box provided for payment. Copies for family, organizations or clubs are not permitted. copies for professional use are free. 7. Staff Use of Fax Machine: Staff uses of the fax machine for personal use is free for local calls. For outgoing long distance faxing, a log will be kept and the business office will inform staff of the cost when the bill arrives. 8. Staff Circulation: Staff has the option of patron codes - staff, regular patron, or Friehd, with a purchased membership. There are DQ fines for staff overdue materials. Staff is expected to not abuse this privilege and to return materials in a reasonable time frame. If a reserve is placed on material that a st:aff member has overdue, the staff member will be notified by the Head of Circulation. The material must be returned within 48 hours. If -524- -. the material is not returned in that time period, the staff card will be changed to a regular patron code and fines will be charged. At the time of separation from employment, employee staff cards will be changed to a regular patron card. Any fines incurred on materials checked out at that time or in the future will be charged at the regular patron fine rates from the date due. 9. Orientation Period: Delete last sentence: At the end of the six-month orientation period, the supervisor may recommend a small salary increase. Add: Full-time employees are eligible for a step increase at the end of three (3) months and six (6) months with the recommendation of their supervisor. Part-time employees are eligible for a step increase at the end of their six (6) month orientation period with the recommendation of their supl9rvisor. 10. Add to (e) Presentation of Borrower's Card: A borrower's card should be shown any time materials are checked out. If the borrower has forgotten the borrower's card, the circulation assistant may look up the borrower's card on the computer. The patron must show a form of photo I.D. It will be emphasized to the patron that the borrower's card should be presented. Children who have forgotten their card and do not have a photo ID will need to have materials checked out on the card of their parent or guardian. staff may offer to hold materials until the child returns to the library with a library card. Nominating Committee: Jim Sullivan selected Nancy Chandler, and Janet Wilbur to be on the Nominating Committee for new Officers for the coming 97-98 Board year. FINANCIAL REPORT: Joe presented information on the current library financial report. The stats are currently down a li t:tle. The Grand Opening of the Children's Department is being planned and financing for the opening can be taken from the Fines and Miscellaneous Account. Joe discussed the new signage for the Children's Department book stacks and other areas with the Board. No decision was made. More options will be considered. A decision needs to be made soon because completion of the lower level is targeted for the middle of May. LIBRARIAN'S REPORT: Joe reported on the parking problE~m and the roof leaks that have developed since the beginning of the renovation project. The current warranty on the roof is for ten years. Some of the recent leaks in the roof were caused by construction openings left because of the renovation project. The question was asked about whether the roof will need to be resurfaced after the renovation project is complete. -525- BOARD COMMENTS: Billie Winkler commented that someone mentioned to her that library videos were not new enough releases. The Board thanks Evelyn Maxwell, Mayor for serving on the Library Board this past year. ADJOURNMENT: There being no further business to come before the Board, the meeting was adjourned. 97-03 On motion made by Evelyn Maxwell and seconded by Janet wilbur it was RESOLVED THAT: The Board adjourns. Motion passed, page 525, 2-27-97. ") " lJt11Þ1:!t/g!.kv Sec~tary, Janet wilbur '-j71dÆLiu /z¡ J tÇ 'Ý :7 Date ./