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10-22-1998 Minutes -578- The Salina Public Library Board of Trustees held their monthly meeting Thursday, October 22, 1998, at 4:00 p.m., in the Prescott Room. The following Board members were present: Peter Brungardt, Jack Howard, Joe Lock, Nancy Chandler, Janice Ostrom, Jim Sullivan, Betsy Scholten, and Tom Arpke. Others present were Joe McKenzie, Kristi Hansen, Dianna Waite, and Cynthia Smull. 98-30 On motion made by Jack Howard and seconded by Tom Arpke it was RESOLVED THAT: The September 1998 minutes are accepted as printed. Motion passed. P.578, 10-22-98 PUBLIC COMMENTS: None STAFF INTRODUCTIONS: Joe McKenzie introduced Kristi Hansen who is acting Head of Children's while Lisa Bowman, Head of Children's Department is on vacation. Dianna Waite, Head of Circulation was introduced as well. FRIENDS OF THE LIBRARY REPORT: Joe McKenzie reported the Friends met this last week. The Friends Board has reorganized into seven committees. Each committee will handle an aspect of the Friends organization. They are working on the "Friends Favorites" newsletter for this year. If you have a book review you would like to submit please give it to Linda Grieve. The Friends are having a booksale in the Prescott Room on October 31, 1998. The audio tour is now ready to be used in the library. The Friends purchased hand held cassette players for the project. The Friends are also sponsoring the prizes for the Fall Reading Program. ACTION ITEMS: The Library Card Policy for Children's was discussed before the vote on second reading was taken. A suggestion was made to alert the parents of 14 to 18 year old card holders by sending them a postcard letting them know that their child has an adult library card and that they are financially responsible for the materials the child checks out. 98-31 On motion made by Joe Lock and seconded by Jim Sullivan it was RESOLVED THAT: The Library Card Policy for Children's is accepted with an additional amendment. -579- AMENDMENT: Adult Department Library Cards for Juveniles between the ages of 14 and 18. Any juvenile between the ages of 14 and 18 may recelve a library card from the adult department as long as that juvenile: 1. Presents a photo I.D. and their current address and 2. provides the name of the parent, stepparent, legal guardian, or foster parent who will be financially responsible for the material checked out on the card. Failure of the juvenile to inform the responsible adult of the possession of the library card does not exempt that adult for responsibility for the materials on the card. Juveniles between the ages of 14 and 18 who name a foster parent as the financially responsibility adult will be issued library cards that expire 6 months from the day of issuance. Statements 6 & 7 in the above section "Additionally: For Library Cards ..." pertain to all library cards. Motion: Passed on second reading, P 579, 10-22-98 FIRST READING POLICY CHANGES: The Board discussed changing the number 5 for a quorum for meeting of the Library Board to the term "majority." 98-32 On motion made by Jack Howard and seconded by Jim Sullivan it was RESOLVED THAT: The Board changes the wording in Article VI. Section 5: to: The majority of the Board shall constitute a quorum. Motion passed. P 579, 10-22-98. -580- The Board discussed deleting old Use of the Library by Community Groups. 98-33 On motion made by Tom Arpke and seconded by Joe Lock it was RESOLVED THAT: The Use of the Library by Community Groups be deleted from the Library Policy. Motion passed. P 580, 10- 22-98. The Board discussed changes to the Return of Library Materials Policy. 98-34 On motion made by Joe Lock and seconded by Janice Ostrom it was RESOLVED THAT: The policy be changed to read: Materials may be returned at the library or through the remote bookdrops located in the community. Art reproductions, Circulating magazines and Archival materials, because of their size or nature, should be returned to the Adult Circulation desk and not through the remote bookdrops. Motion passed. P 580, 10-22-98. The Board discussed the changes to update the Staff Development Policy. 98-35 On motion made by Jim Sullivan and seconded by Joe Lock it was RESOLVED THAT: The Board up date the Staff Development Policy as follows. STAFF DEVELOPMENT POLICY The Library encourages an atmosphere of support of employees' continuing education and development. Staff annual work plans, in fact, require on-going continuing education in order to satisfactorily complete an annual evaluation and qualify for a salary step increase. Staff is encouraged to attend professional association meetings, continuing education seminars and workshops, technology training seminars, etc. A notebook of up-coming workshops is on file in the business office. Time with pay, including travel time, shall be approved by the Department Heads, supervisors and/or the -581- Director. Forms to request attendance at conferences, seminars, etc. are available in each department. Guidelines for Attendance: One professional seminar or workshop is required for all professionals, Department Heads and supervisory staff each year. If nothing relevant seems to be available, flexibility on the time frame for attendance can be discussed in order to insure that staff find and attend relevant training and education. Advance planning is recommended. Library staff should file an application with their supervisor. A record of attendance at meetings, conferences and other C.E. seminars will be kept in t~e business office. Staff should estimate expenses. The Library will try to approve requests for conferences and workshops within the following guidelines and subject to the library staff development budget. These are not given as guarantees, but rather as general guidelines: 1. Library Tech 2/support Staff: $200.00 and 2 days 2. Library Tech 3 and 4: $400.00 and 3 days 1. Library Tech 5/Tech 6 Librarian l/Administrative Asst. $600.00 and 5 days 4. Librarian 2: $800.00 and 7 days 5. Librarian 3: $1000.00 and 8 days 6. Librarian 5: $1200.00 and 10 days Staff may also apply to attend C.E. opportunities at their own expense, on shared expenses and on their time or a combination of their time and library time. Staff development funds for part-time and Library Tech 1 staff will be determined on an as needed basis by the Library Director based on the relevance of the training for the position, the needs of the library and available funding. Motion passed. P. 581, 10-22-98. -582- "- \ \ The Board discussed the policy of Children Left j~lone at Closing Time. 98-36 On motion made by Tom Arpke and seconded by Jim Sullivan it was RESOLVED THAT: The accept the revised policy for Children Left Alone at Closing Time with the deletion of #4. Motion passed. P. 581, 10-22-98. New Policy: 1. Staff should try to be aware of children who are left alone at closing time and use their best judgement in helping children at all times. Weather, time of year, proximity to other people and vulnerability of the child may all require that staff stay and help the children locate a ride home. Staff may offer children the option of waiting at the library and calling for a ride or walking them to the fire station to call and wait. 2 A minimum of 2 staff should wait with children. 3. Ask the child to is to pick him/her up Help the child make a again soon. Reassure provide information about when and who from the library. Get a phone number. call for a ride home. If no answer, try the child that someone will be coming. 4. If you can reach no one on the phone and no one comes to pick the child up after 20 minutes, you should call the Salina Police Department at 825-0571 and explain the situation. An option, depending on the situation; is to walk the child to the fire station across the street to continue calling. You do not need to stay with the child at the fire station. 5. Please call the Library Director at home and inform him of the incident if you have to wait and make calls. The following day write up notes on an incident form. 6. Under no circumstances, should you drive the child home. -583- The annual GAAP Waiver was presented to the Board for discussion. 98-37 On motion made by Jack Howard and seconded by Joe Lock it was RESOLVED THAT: The governing body of the Salina Public Library, hereby requests a waiver from the following components of generally accepted accounting principles for the fiscal year ending December 31, 1998, in accordance with the provisions of Senate Bill 531 of the 1982 Legislature (K.S.A. 75-1120a). These are GAAP prescribed financial statements. Motion Passed. P. 583, 10-22-98. DISCUSSION ITEMS: Joe presented Statistical Data that compares this library with others. Joe presented information about the uses and costs of installing a Public Address System in the Library. The cost would be $4030.00 and MidWest Security would install the system. 98-38 On motion made by Tom Arpke and seconded by Betsy Scholten it was RESOLVED THAT: The Salina Public Library installs a public address system. Motion passed. P.583, 10- 22-98. The Board discussed upgrading the fire alarm system. Joe presented the financial information about the project. The cost will be approximately $27,000.00. 98-39 On motion made by Tom Arpke and seconded by Jim Sullivan it was RESOLVED THAT: The Library upgrade the fire alarm system to code working with Simplex and DRCL Electric. Motion passed. P 583, 10-22-98. FINANCIAL/SATISTICAL REPORTS: The Board looked over the reports. -584- LIBRARIAN'S REPORT: The Sandzen painting is boxed and ready to take to Denver. We are waiting for the insurance papers so it can be insured while being transported. There is a League of Women Voters meeting in the Prescott Room tonight. The Friends Booksale will be on October 31, 1998. The staff in- service day will be held on November 11, 1998, Veterans Day when the Library is closed to the public. BOARD COMMENTS: Joe Lock noted that Amber Dennett had moved from a part-time employee to a regular part-time employee working 30 hours a week. He also noted an increase in Library media exposure. Joe McKenzie verified that Amber now worked 30 hours a week at the Library and that she no longer worked at the YWCA. ADJOURNMENT: the Board, There being no further business to come before _. 98-40 On a motion made by Jack Howard and seconded by Tom Arpke it was RESOLVED THAT: the meeting be adjourned. Motion passed. P 584, 10-22-98. !f7r2-<¡-iV Date