02-26-1998 Minutes
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The Salina Public Library Board of Trustees held the~ir monthly
meeting Thursday, February 26, 1998, at 4:00 p.m., in the Prescott
Room.
The following Board members were present: Joe Lock, Nancy
Chandler, Roger Struble, Janet Wilbur, and Tom Arpke. Others
present were Joe McKenzie, Cynthia Smull, and Lisa Bowman.
Janet Wilbur called the meeting to order. She asked. for
corrections to the January minutes. Corrections are on page 548,
paragraph 8, change total cost to $7,000 and cost to Library would
be $3500.
98-01 The minutes of the January 1998, meeting were approved
with corrections on motion made by Roger Struble and seconded by
Nancy Chandler. Motion passed. p.550, 2-26-98
PUBLIC COMMENTS:
None
STAFF INTRODUCTIONS: Joe introduced Lisa Bowman, Head
Children's who will give a presentation later in the meeting.
FRIENDS OF THE LIBRARY: The Friends are presently working on the
Friends Favorites mailing. The Coffee Gallery has closed. The
Friends have removed their book shelf from the premises.
of
DISCUSSION: Janet Wilbur and Jim Sullivan
Committee for 1998-99 Board officers.
are the Nominating
ACTION ITEMS: Joe McKenzie, Library Director, discussed the
sponsorship of the Smoky Hill River Storyteller's stage.
98-02 On motion made by Nancy Chandler and seconded by Joe Lock
it was RESOLVED THAT: The Library sponsor half of the Storyteller's
Stage, at the Smoky Hill River Festival in the amount of $3,500.00.
The money will be paid from the Fines and Miscellaneous Account.
Motion passed. p.550, 2-26-98
Joe presented and discussed material regarding t:he City's
Neighborhood Revitalization Program and it's continuation for
another five years.
98-03 On motion made by Roger Struble and seconded by Tom Arpke
it was RESOLVED THAT: The Salina Public Library participate in the
Neighborhood Revitalization Program. Motion passed. p550, 2-26-98
The Board discussed the CD Music Collection Policy.
98-04 On motion made by Roger Struble and seconded by Tom Arpke
it was RESOLVED THAT: The Board accept the CD Policy on first
reading. Motion Passed. p 550, 2-26-98
** See CD MUSIC CIRCULATING COLLECTION POLICY - page 55:2
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The Board discussed the Prescott Meeting Room policy.
Bowman presented reasons for updating the policy.
98-05 On motion made by Roger Struble and seconded by Nancy
Chandler it was RESOLVED THAT: The Board accepts the Prescott
Meeting Room changes on first reading. Motion Passed. p 551,
2-26-98
Lisa
** See PRESCOTT MEETING ROOM POLICY -Pages 553-557
FINANCIAL REPORT: The Fines and Miscellaneous Account Ìf~ now over
$100,000. This account is being moved to Sunflower Bank from
NationsBank because of legislative changes effective December 31,
1997, in where public funds can be invested.
Harbin is now paid in full for the renovation projec~t. Ritter
Tile still needs to raise the carpet on the stairway.
STATISTICAL REPORT: Jan commented that the stats are ahead of last
year. cÞildren's had a very busy month and February stats are
slightly ahead of last year at this time.
LIBRARIAN'S REPORT: Amber Hurn has started. She is our new part-
time Marketing Coordinator. We will have a booth at ANBUCS this
year. six staff will go to PLA March 11-13. Staff has been sent
to Computerland for new software training. voice mail is in place
and will be completed next month. Story time remains strong. The
Schilling School Program held in the Prescott Room was a success
with a hundred in attendance.
Joe attended Kansas Library Association Legislati VE~ Day. It
is not going well in the appropriations committee for libraries.
The Library is working on our Collection Agency Policy. Joe
asked for two Board members to help with this project.
Roger Struble and Nancy Chandler volunteered to sit on this
committee.
Joe discussed the curb cuts recommended by the city.
ADJOURNMENT: There being no further business to COme t)efore the
Board, the meeting was adjourned by Janet wilbur.
Roger Struble, Secretary
Date
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CD Music Circulating Collection Policies
It is recommended, in the interest of simplifying, that the Library
generally follow the circulating policies that have been established
. for cassettes and books on tape. The following is a list of those policies
and how the CD Music Collection will be circulated.
Loan Periods
Cassette Tapes/Books on Tape/CD Music:
Friends: 42 days
28 days
Limits:
CD Music: 6 items
Children's CD's: No Limit (This should be self limiting in most cases)
Reserves: yes Renewals: yes - 14 days
Fines: 10 cents per day
Replacement Costs: $21 ($15 average cost, plus $6 processing)
Classification/shelving: Dewey Decimal system
Collection Development Statement
CD-Music will be collected for the purpose of providing a circulating
collection of music for the community's recreation and cultural enrichment.
The core of the collection will be classical music from all periods and
special needs that have been traditionally requested, such as sound effects
and wedding music. In addition, the library will build a representative
collection of other musical genres, including but not limited to opera,
Showtunes, folk, jazz, gospel, Christian, country and rock. These additional
genres will be basic, not comprehensive. They will comprise a best of
the best approach, along with award winning or classic examples from
the genre. .
Collection Breakdown
Classical/Opera: 60%
Miscellaneous Special Needs: 10%
Musicals/Showtunes: 10%
JazzlNew Age/World Music: 10%
Other: 10%
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SALINA PUBLIC LIBRARY PRESCOTT MEETING ROOM POLICY
The Prescott Meeting Room is available at no charge to non-profit groups to help serve the
community's needs for educational, infonnational, and cultural enrichment. Meetings and programs
must be held during the normal operating hours of the library. These hours are:
Monday - Thursday 9:00AM - 9:00PM
Friday and Saturday 9:00AM - 6:00PM
Sunday 1 :OOPM - 6:00PM
All use of the Prescott Meeting Room is subject to the approval of the Library Director.
Library sponsored or co-sponsored meetings and programs take precedence over scheduling
meetings for other !,7fOUPS at all times.
No purely social functions or religious services are allowed in the Prescott Meeting Room.
Groups must have a minimum of 8 individuals attending the meeting in order to reserve and use
the Prescott Meeting Room. Smaller groups can reserve the small conference room. (Reservations for
this room can be made at the Adult Reference Desk.) Groups may not exceed the maximum occupancy
for the Prescott Meeting Room. Maximum occupancy is 75 individuals.
The Prescott Meeting Room is available on a first-come, first-served basis. Reservations must be
made in advance and can be made up to two months in advance. Groups can reserve the Prescott
Meeting Room for only one meeting per month. Same day scheduling will be done only at the
discretion ofthe Head of the Children's Department or the Library Director.
Meetings must not be of a nature that would interfere with the Honnal business of the library.
Music and noise must be kept at a reasonable level. Please do not attach anything to the walls, ceiling, or
floor. Solicitation of any persons outside of the Prescott Meeting Room is prohibited.
No tobacco products and no alcoholic products are allowed in the Prescott Meeting Room.
Refreshments such as coffee, tea, soft drinks, snack foods, sandwiches, and deserts may be served in the
Prescott Meeting Room. Groups must provide their own refreshments and serving containers/utensils,
and the group is fully responsible for cleanup. A $10.00 refundable deposit is required if refreshments
are going to be served. If the Prescott Meeting Room is left in an acceptable manner, deposits will be
refunded within the week following the meeting.
If needed, the Library can provide a movie screen, TV, VCR, slide projector, podium, and/or an
overhead projector. Staff may not be available to assist with the use of equipment. If your group needs
instructions on how to use the Library equipment, contact the Head of the Children's Department at least
a week before the date of the meeting. There is a $25.00 refundable deposit for the use of equipment.
As long as no equipment or pieces of equipment are missing or damaged, deposits will be refunded
within the week following the meeting. The use of non-library equipment must be approved by the
Head of the Children's Department or the Library Director in advance.
Publicity for a meeting held by a non-library group in the Prescott Meeting Room must not be
worded in a manner that would imply sponsorship or endorsement of the group's activities by the Salina
Public Library. Granting the use of the Prescott Meeting Room to a group does not imply Library
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approval or endorsement of the group, the meeting, or the ideas presented at the meeting. The name,
address, or telephone number of the Salina Public Library must not be used as the official address or
headquarters of an organization or group.
The Salina Public Library is not liable for injuries to individuals or for damages to or the loss of
personal or organizational property of groups using the Prescott Meeting Room.
After reading this document and completing the reservation form, a representative of the group
using the Prescott Meeting Room must sign a statement on the reservation form accepting responsibility
for the damage or loss of Library equipment and furnishings. The person who signs the statement is
responsible for the conduct of the group and is financially responsible for any damage or loss of Library
equipment and furnishings. .
Failure to abide by any of these rules or to cooperate with Salina Public Library staff may result
in loss of meeting room privileges.
Approved by the Salina Public Library Board
?????????????
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SALINA PUBLIC LIBRARY
PRESCOTT MEETING ROOM RESERVATION PROCEDURE
Reservations for the Prescott Meeting Room may be made in person at the Children's
Department, by calling the Chi!Øren's Department at (785) 825-0505, or by calling the Library
Switchboard at (785) 825-4624 and asking for the Children's Department. If you have questions about
the policies or use of the Prescott Meeting Room, contact the Head of the Children's Department or the
Library Director.
When making a reservation, please allow time for your group to set up at the beginning and to
clean up at the end of the meeting. Any furniture and/or equipment that a group has requested will be in
the Prescott Meeting Room by the time of the meeting. The group is responsible for setting up for the
meeting and cleaning up after the meeting. If the members of the group have physical limitations
which prohibit them from setting up furniture or equipment for the meeting, pleas{: note this fact
on the reservation form, and the Library will make arrangements to assist with set up.
After an applicant has read the policies for the use of the Prescott Meeting Room, the applicant
must complete a reservation form, sign the liability statement, and (if applicable) submit a check made
out to the Salina Public Library for any deposit required.
The Head of the Children's Department or the Library Director will review the application,
approve or reject it, and send a copy of the approved or rejected reservation fonn back to the applicant.
On the day of the meeting, a representative from the group should sign in at the Children's
Department desk when slhe arrives to set up for the meeting and sign out after the meeting has
concluded and the Prescott Meeting Room has been cleaned up.
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SALINA PUBLIC LIBRARY PRESCOTT MEETING ROOM
RESERVATION FORM
Date Requested Time Requested
When stating the time requested, please remember to allow time for your group to set up before
and clean up after your meeting.
Name of Group
Is your group:
--a non-profit group? . YES NO
If the answer to this questions is "no," the group may not use the Prescott Meeting Room, as per
the Prescott Meeting Room policy.
--smaller than 8 people? YES NO
--larger than 75 people? YES NO
--wanting to use the Prescott Meeting Room for a purely social function? YES NO
--wanting to use the Prescott Meeting Room for a religious service? YES NO
If the answer to any of these questions is "yes," the group may not use the Prescott Meeting
Room, as per the Prescott Meeting Room policy.
Contact Person
Street Address
City
Zip Code
State
Phone # (
)
Alternate Phone # (optional) (
)
# People Attending
# Tables Needed . # Chairs Needed
Tables available are 6 feet in length.
If, because of physical limitations, your group will require assistance with room set up, please
make an ~~X" on this line.
Equipment Needed (Circle any many as needed)
TV VCR Slide projector Movie screen
Podium Overhead projector
Staff may not be available to assist with the use of equipment. Contact the Head of the
Children's Department at least a week before the date of the meeting if your group needs instructions on
how to use the Library equipment. There is a $25.00 refundable deposit for the use of equipment. No
deposit is required if the group is using only tables and chairs.
'Viii your group require instruction on how to use any Library equipment? YES
NO
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If your group wishes to use non-Library equipment at your meeting, please list any equipment
that your group wants to bring in on the lines below.
The use of non-library equipment must be approved by the Head of the Children's Department or
the Library Director in advance. .
'Viii refreshments be served? YES NO
Is a coffee pot needed? YES NO
The coffeepot available is percolating coffeepot. Automatic drip coffee and instant coffee will
not work in it. The coffeepot will make between 18 and 55 cups.
No tobacco products or alcoholic products are allowed in the Prescott Meeting Room.
Refreshments such as coffee, tea, soft drinks, snack foods, sandwiches, and deserts may be served.
Groups must provide their own refreshments and serving containers/utensils. The group is fully
responsible for cleanup. A $10.00 refundable deposit is required if refreshments are going to be served.
Acceptance of Responsibility: Groups using the Prescott Meeting Room are responsible for the
condition of the room, equipment, and furnishings.
I have read the SALINA PUBLIC LffiRARY PRESCOTT :MEETING ROOM POLICY
pertaining to the use of the room, and I completely understand and accept full responsibility.
Total Deposit Collected (Circle one) $10.00 $25.00 $35.00
If a reservation for the Prescott Meeting Room is not approved, any deposit colle¡:ted will be
returned.
Signature
Date
Printed Name
Day of Meeting
Sign-In
Sign-Out
------------------------------------------------------------------------
DO NOT WRITE BELOW TIDS LINE-FOR LffiRARY USE ONLY
Use of Meeting Room
Approved
Denied
Use of Non-Library Equipment
Approved
Denied
Date Maintenance Notified
Set-Up Assistance Required
Amount of Deposit Collected
Date Deposit Returned