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09-27-2004 Minutes - 724- The regular monthly meeting of the Salina Public Library Board of Trustees was held at 7:00 a.m. on Monday, September 27,2004, in the Prescott Room. The following Board members were present, Monte Shadwick, Sheldon Lilak, David Hawksworth, Janice Ostrom, Lynne Ryan, and Betsy Scholten. Others present were Dave Clouston of the Salina Journal, Dianna Waite, Nancy Reese, Joe McKenzie and Cynthia Smull. Lynne Ryan called the meeting to order. Lynne asked if there were any changes or addition to the July 26 and August 9th minutes. Add an "a" on page 772 under DISCUSSION: Acceptable Internet Use Policy for Staff in the last sentence between is proposal. 04-31 On a motion made by Janice Ostrom and seconded by David Hawksworth it was RESOL VED THAT: The Board of Trustees of the Salina Public Library approves the minutes of the July Board meeting, the August Public Hearing as printed and approves the August Board minutes with small correction as they are printed. Motion passed. P. 724. 9/27/04 PUBLIC COMMENTS: None FRIENDS OF THE LIBRARY REPORT: The Friends have been very active. The books left over from the booksale have been cleared out. The Friends have approved funding for two new bookcases. They will be used at Salina Child Care and Martin Luther King Day Care Center outreach program by the Youth Services Department. One smaller bookcase was funded for the Kansas Room as well as funds for the Tech Center. The Friends are also purchasing plastic bags with the Friends name on them to give to patrons to carry their library materials home. The Friends Favorites newsletter has been sent. ORIENTATION: TECH CENTER SHIFTING PLANS: Dianna Waite and Nancy Reese talked to the Board about the process of shifting books for the construction project. Nancy summarized the plan of where and when to move the books. Dianna explained the plan to physically move the books. DISCUSSION: TECH CENTER: The Tech Center is making excellent progress. The north side is getting ready for sheetrock. The area around the basement on the south is being back filled. As an add on to the construction the architect is proposing to put additional new carpet down that was not in the contract because present carpet patterns are not available and more carpet is needed than first thought for the north area. Option one is to just cover the area needed for a cost of $3750.00. Option two is to run the new carpet throughout the circulation area to provide continuity in the color scheme and provide less worn carpet for the entrance area at a cost of $6675.00. The Board discussed the proposal. - 725- 04-32 On a motion made by Sheldon Lilak and seconded by Monte Shadwick it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves option number two in the amount of $6675.00. Motion passed.P. 725.9/27/04 ACTION ITEM: GAAP WAIVER: The Board discussed the GAAP Waiiver. This waiver is an annual resolution to continue the cash basis accounting practice of the library. 04-33 On a motion made by Monte Shadwick and seconded by Betsy Scholten 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, 2004~, in accordance with the provisions of Senate Bill 531 ofthe 1982 Legislature (K.S.A. 75-1120a). These are GAAP-prescribed financial statements. Motion passed. P.725. 9/27/04 ACTION ITEM: POLICY READING: The Board discussed the staff's personal use of library computers. 04-34 On a motion made by Monte Shadwick and seconded by David Hawksworth it was RESOLVED THAT: The Board of Trustees of the Salina PubJlic Library approves on first reading the Staff Use of Library Computers Policy. Motion passed.P725. 9/27/04. Salina Public Library Staff Acceptable Computer Use Policy Purpose: The purpose for the Salina Public Library's acceptable use policy is to insure responsible use of computer networks and outline the parameters for use of the Internet, equipment and software. Employees at the Salina Public Library (SPL) should have no expectation of privacy while using SPL equipment. SPL will not engage in real time surveillance of Internet usage, however SPL reserves the right to monitor and or review usage if there is suspicion that a breach of policy has occurred. Acceptable uses: Work Related purposes. Personal use of library computers is allowed during working hours, but is considered to be done on personal time, with the guideline being not to exceed the amount of an employee's break time. For example, if an employee uses 10 minutes for personal e-mail, that is considered 10 minutes of break time from work. Personal use should not incur a cost to the library, interfere with the duties of the employee or their colleagues and does not include unacceptable content. - 726- Personal uses include: . Sending and receiving personal e-mail. . Participating in non-work related list serves or use net groups. . Accessing the Internet for personal research. . Using instant messaging. . Personalizing desktop (see: Unacceptable Use Policy) as long as you have your own logon. . Online games. . Burning data to a blank CD provided you bring your own blank or purchase one from the library and copyright standards are observed. Computers on public desks are to be used primarily for work related purposes. Non-work related lookups at the reference desk may be done if they meet the following criteria: 1. All patrons have been served and work related tasks have been completed. 2. The lookup will build knowledge and skills that may later be used to help patrons. 3. Content is suitable for public viewing and conveys a professional public Image. Employees may use computers in staff areas and offices during breaks and off duty times as long as the use meets the above guidelines for acceptable use or has been cleared through the Director. Employees may use any library equipment that is available to the public, but when doing so must abide by the same policies and procedures as the public. One exception is that employees pay only 3 cents rather than 10 cents for black and white copies, computer prints or prints from the microform reader printers. Unacceptable uses: . Viewing, accessing or transmitting material that is offensive, illegal or inappropriate material by local community standards, disparaging of others such that it might create a hostile work environment based on race, sex, national origin, sexual orientation, age, disability, religion or political beliefs. . Forwarding chain mail messages . Personal commercial purposes . Disseminating confidential library records . Library staff may limit use of computer equipment, which has been purchased from grant funds, according to the terms or intent of the grant agreement. . Users will not make any attempt to gain unauthorized access to restricted files or networks, or to damage or modify computer equipment or software. . Downloading: 1. Material that is offensive, illegal or inappropriate by local community standards. 2. Copyright material without consent of copyright holder. - 727- 3. Any software that contains Spyware or Trojans (example: Screensavers) Read fine print and lor terms and conditions. 4. Games that require installation on local computer. 5. Active wallpaper from the Internet. Only bitmap andjpeg extensions allowed (.bmp, .jpeg, .jpg). Non-work related chat rooms. . Tech Support: Tech staff will provide tech assistance to staff working on personal computer projects in the same manner that they assist the public with getting started or trouble-shooting. Consequences: Responsibility for the use ofthe computer and other library equipment that does not comply with this policy lies with the employee so using it and said employee must compensate the Salina Public Library for any direct loss and reasonable foreseeable consequential losses suffered by the library by reason of the breach of policy. The Salina Public Library will review any alleged breach of this Acceptable Use Policy on an individual basis. The employee shall be given an opportunity to be heard in relation to the alleged breach and if it is admitted or clearly established to the satisfaction of the library, the breach shall be dealt with according to the discipline policy described in the Employee Policy Manual. Employee agreement: I have read and understand the Acceptable use policy of The Salina Public Library. FINANCIAL REPORT: The library recently received a tax appropriations check from the Saline County Treasurer that put us over budget on income for the year. We are on target with our spending for the year. We still have the capital transfer in the budget. Our balance in the capital and building fund accounts will be about $633,000.00 after Medina's current payment is made. STATISTICAL REPORT: Stats for August are not exact because of our system update. The Teen Shindig went well. Most were summer volunteers. - 728- LIBRARIAN'S REPORT: Joe McKenzie summarized the Youth Services Department Teen out reach program. Youth Services Department eliminated the Thursday afternoon story time. The outreach team consists of two people. Ambassador teams are going out in the community tomorrow. We will be posting the ILL position in house. Presently we have a part-time temp doing the ILL job and this is not enough to get the job done. The in-house;: person will work full-time until Linda is back to work and then the in-house person would go back to their original position. The Administrative Assistant position has received 17 applications. October 11 is the deadline for submitting an application. In the new Tech Center there will be timed software installed on the e-mail centers. Community Learning is short on grant money this year. They are hoping to move under a larger umbrella. They have been located in the Denning law office since May 2003. This semester they have 350 enrolled in classes. Joe asked the Board to think about the library sponsoring this program. Their fees collected are about $25,000 to $30,000 a year. The library sponsors Reading Rainbow, a PBS Children's program. ADJOURNMENT: There being no further business to come before the Board, the meeting was adjourned. 04-35 On a motion made by Betsy Scholten and seconded by Sheldon Lilak it was RESOLVED THAT: The Board of Trustees of the Salina Public Liibrary adjourns the September 27,2004 meeting. Motion passed.P.728.9/27/04. Secretary, Betsy Scholten Date