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04-26-2001 Minutes -664- The Salina Public Library Board of Trustees held their monthly meeting Thursday April 26, 2001, at 4:00 p.m. in the Prescott Room. The following Board members were present: Kristin Seaton, Sheldon Lilak, Nancy Chandler, Janice Ostrom, Betsy Scholten, and Tom Arpke. Others present were Joe McKenzie and Cynthia Smull. Tom Arpke called the meeting to order. Tom asked if there were any changes or corrections to the minutes of the March 22, 2001 Board meeting. The Board expressed none. 01-14 On a motion made by Nancy Chandler and seconded by Janice Ostrom it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the March 22, 2001 minutes as printed. Motion Passed. P. 664. 4/26/01. PUBLIC COMMENTS: None ST AFF INTRODUCTIONS: None FRIENDS OF THE LIBRARY: The Friends are having a booksale in the Prescott Room on May 5th and 6th. The "Friends Favorites" publication is in the mail. The Friends are sponsoring the teen volunteers t-shirts again this year. The teen volunteers will help with the summer reading program. They are also sponsoring two drivers for the history channel "Great Race" this year. The Friends will also try to provide 1000 green balloons with Salina Public Library printed on them for the "Great Race". DISCUSSION ITEMS: Employee Assistant Program Policy: The Library Board discussed the EAP policy. 01-15 On a motion made by Janice Ostrom and seconded by Nancy Chandler it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves on first reading the Employee Assistant Program policy as amended. Motion passed. P. 664. 4/26/01. (Amended policy printed below) EMPLOYEE ASSIST ANT PROGRAM The Salina Public Library provides an Employee Assistance Program for all employees and their immediate family members. This is to assist employees who may experience personal or emotional difficulties, which may affect job performance. The Library has contracted with the Consortium's Support Line to provide this benefit and service. The Consortium works locally with the Central Kansas Mental Health Center. -665- Employees are encouraged to utilize the Support Line. In addition, supervisors may utilize the resources of the EAP and Support Line as an ¡Integral part of the intervention program when personal problems are suspected of causing poor job performance. The Salina Public Library acknowledges that use of the EAP does not in any way alter management's responsibility or authority as an employer. Participation in the EAP will not in any way jeopardize future employment or career advancement; participation will not, however, protect the employee from disciplinary action or substandard job performance or rule infractions. The Salina Public Library recognizes and encourages employees to use the EAP on a voluntary basis. The Salina Public Library therefore agrees to help promote the EAP for employees and immediate family members who seeli: assistance with personal and emotional difficulties. The Library will provide orientation about the EAP for all employees. Employees will sign a statement of understanding of the program after they have received orientation. EAP CONFIDENTIALITY STATEMENT The Salina Public Library recognizes that the success of the EAP will be enhanced by protecting the confidentiality of those employees utilizing th«~ program. The "SupportLine" will not reveal the name of the employee, who self-refers to the EAP. Information supplied to the Salina Public Library on employees referred to the EAP, by a supervisor, will be limited to the following: acknowledgment of failed or kept appointments and acknowledgment of treatment compliance. Additional information, including specific diagnosis or treatment, will not be released unless the employee signs a release specifying the information to be released and to whom. All information, regarding an employee's participation in the EAP, is part of the clinical record maintained by "SupportLine" and is subject to all stah~ and federal confidentiality laws governing such medicai records. All referrals, for face-to-face counseling, will be directed to Central Kansas Mental Health Center for assessment and determination of the most appropriate level of care. These referrals would include coordination of the time, date, therapist and location according to the caller's convenience. A face-to-face contact with a therapist will be assured within specific time frames, according to the level of urgency. The Salina Public Library has provided one prepaid session per household per calendar year under this policy. All expenses incurred beyond this initial session, voluntary or mandatory, will be the responsibility of the employee. -666- MANDATORY REFERRAL Mandatory referrals may be made to the EAP by supervisors of Salina Public Library. A mandatory referral shall be the result of a documented problem or problems related to poor job performance on the part of the employee. Mandatory referrals should not be a first step when a problem with job performance or behavior is identified. Supervisors should meet with the «::mployee, about the problem and possible solutions, and document the performance or behavior problem and discussion. If a mandatory referral is made by a supervisor the referral form shall be completed by the supervisor signed by the employee and the form forwarded to the Library Director, who is the EAP coordinator of the Salina Public Library. The EAP Coordinator of the Salina Public Library will contact the EAP counselor to alert them to the required contact. The employee will have 48 hours after signing the referral form to contact the EAP counselor by calling the 1-800-number and setting up a face-to-face meeting. The EAP counselor will confirm contact from the employee by notifying the EAP coordinator of the Library. Failure to contact the EAP counselor within 48 hours, without just cause, may be grounds for disciplinary action, including termination. DISCUSSION ITEMS: Re-Classification update: We have held three meetings on the re-classification project. Lynne Ryan, Nancy Jo Leachman, and Connie Hocking are serving on the committee. We are leaning toward what the City Of Salina has - pay grades and steps - with 3% jumps between steps and 5% between grades. We will look at this again at the next Board meeting. ACTION ITEM: Cafeteria Plan Renewal: Joe presented a review of the .cafeteria plan. Basically, we are making a restatement of the present plan. 01-16 On a motion made by Sheldon Lilak and seconded by Kristin Seaton it was RESOLVED THAT: The Board of Trustees ofthe Salina Public Library approves as written the cafeteria plan with the condition that we look into the terms for consideration to add medical reimbursement to the plan. Motion passed. P 666. 04/26/01. FINANCIAL REPORT: The Children's Department spending is up on books. A recent order of 869 books is not reflected in the financial report for March. The light and heat line item is doing okay. ST A TIS TICAL REPORT: In March 1,563 items were processed. That is above average. There is about the same traffic on the web site. Internet users for March were 1,742, which is about average. Some of the digital archive material is cataloged and can be accessed on the Web site now. Sheldon Lilak asked if he could sit down with someone and go over the format of the financial report. -667- LIBRARIAN'S REPORT: Joe reported an open house for the Born to Read Program was Saturday along with two "lap sit" programs for babies. Twenty-two babies were signed up for library cards. There was a request for more programming for that age group. The first meeting of the Young Adult Advisory Board was held with 8 teen and 5 staff and 8 pizzas. They had a one hour twenty minute discussion. They will have another meeting next month. The Children's Department is interviewing the teen volunteers (57) for the summer reading program right now. Cheryl Wing, our computer trainer is still out with a recurrence on April 5, 2001, of her back injury, which occurred on December 18, 2000. She is on Leave of Absence without pay at present. Janice Ostrom asked if a temporary computer trainer could be hired. Joe said it was a possibility. Jim and Kate Lehrer will be here Saturday for the writer's workshop and in the evening at 7:30 p.m. in Sam's Chapel at Kansas Wesleyan University. The programs are expected to be a success. We are looking into what can be done about getting pricing on all of our library materials so we can integrate our SIRSI software with the collection agency. We do not have an answer from SIRSI about what can be done. Sheldon Lilak asked about the standing on patron complaints and requests to put filters on adult Internet computers. Joe answered that their had been another call on Wednesday morning from a different patron on the issue. This person said they would be at the Board meeting but did not come. Reference is developing an acceptable use policy for the adult Internet computers. It will include references to State statutes governing obscenity. BOARD COMMENTS: The Board welcomes Mayor Kristin Seaton back to the Board for this upcoming year. Joe announced that Cheryl Mason is the new Board member, who will start in May. 01-17 On a motion made by Janice Ostrom and seconded by Sheldon Lilak it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves adjournment into executive session for 20 minutes at 5:10 p.m. to discuss the Librarian's evaluation. Motion Passed. P 667. 4/26/01. 01-18 On a motion made by Sheldon Lilak and seconded by Nancy Chandler it was RESOLVED THAT: The Board closes the executive session at 5:20 p.m. Motion passed. P 667.4/26/01. -668- 01-19 On a motion made by Sheldon Lilak and seconded by Betsy Scholten it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves Joe to review his librarian's evaluation and then review the evaluation with the evaluation committee, and defer to the next Board meeting for salary determination. Motion passed. P 668. 4/26/01. The Board has determined that there will be an executive session at the May 24,2001 meeting. 01-20 On a motion made by Nancy Chandler and seconded by Sheldon Lilak it was RESOLVED THAT: The Board of Trustees adjourns. Motion passed. P 668. 4/26/01. /1 . ({2 ~/YU-('Æ~ .åv:nvv Sec tary - Jamce Ostrom 1J? a:;z- -r: ;2.c') 0 / Date