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MinutesMinutes of the Library Board Meeting Date: 11/1/2022 Time: 7 AM Location: Salina Public Library, Prescott Room Board Members Present Judy Nold - President Gerry Cox - Vice President David Greiser - Secretary Brendan Burke Susan Kelly Trent Davis, Mayor Board Members Absent Helen Gregg Lisa Mahler Library Staff Present Melanie Hedgespeth, Director Amy Adams, Assistant Director Sandy Wilcox - Recorder Stefanie Knopp, Head of Information Services Call to Order The meeting of the Salina Public Library Board was called to order at 7:00 a.m.by President Judy Nold. Public Comments None Consent Agenda Items: ●Minutes of the October 18, 2022 Library Board Meeting ●Financial Reports ○General Fund, Employee Benefit Fund, GF & EBF checks, Transactions by account ●Statistical Reports ➔Motion Motion made by: Brendan Burke A motion was made to approve the consent agenda. Second: Gerry Cox Motion passed unanimously. Discussion/Action Discussion - Director Report ●Melanie went over the statistical report with the Board. ●We will be participating in Giving Tuesday and holding a year end giving campaign. ●The Friends are doing a drive up book donation this coming weekend. They will also hold a small book sale Jan 14th ●We ordered bookshelves as part of our capital purchases this year. The order came in wrong so we are waiting for the correct order ●The carpets have been cleaned ●Clean Team has started doing the cleaning at the Library ●We have added Hirefix to use to conduct video interviews as a first step in the hiring process. ●We purchased a set of books for a kindergarten class at Heusner school. ●The onboarding process is going well ●The new sump pumps will be installed this week Discussion - Other ●The extended warranty has been purchased for the UTV. ●Melanie looked at if there was a need to change Summer hours. ●We continue to work on funding. We will apply for a matching Federal grant for the Youth Services remodel project. ●Melanie mentioned we will be paying longevity again this year ●Went over the Strategic plan draft with the Board. Staff met last friday and brainstormed ideas in specific action areas. Action Items ●GAAP Waiver ➔Motion Motion made by David Greiser WHEREAS the trustees of the Salina Public Library, has determined that the financial statements and financial reports for the year ended December 31st, 2022 to be prepared in conformity with the requirements of K.S.A. 75-1120a(a) are not relevant to the requirements of the cash basis and budget laws of this state and are of no significant value to the Trustees of Salina Public Library and WHEREAS there are no revenue bond ordinances or resolutions or other ordinances or resolutions of the municipality which require financial statements and financial reports to be prepared in conformity with. K.S.A. 75-1120a(a) for the year ended December 31st, 2022. NOW, THEREFORE BE IT RESOLVED, by the Trustees of Salina Public Library in regular meeting duly assembled this 15th day of November, 2022 that the trustees of the Salina Public Library waives the requirements if K.S.A. 75-2210a(a) as they apply to the Trustees of the Salina Public Library for the year ended December 31st, 2022. BE IT FURTHER RESOLVED that the library Board shall cause the financial statements and financial reports of the Salina Public Library to be prepared on the basis of cash receipts and disbursements as adjusted to show compliance with the cash basis and budget laws of this state. Second: Dr. Trent Davis Motion passed unanimously. ACTION ITEM ●Library Policy Manual EDI ➔Motion Motion made by David Greiser To approve adding the EDI policy to the Library manual as written. Second:Dr. Trent Davis Motion passed unanimously. ACTION ITEM ●Employee Policy manual - Time Records & Overtime ➔Motion Motion made by Susan Kelly To approve to move to a bi-weekly pay period Second:David Greiser Motion passed unanimously. Board Training - Salina Reads ●Stefanie Knopp Salina Reads Begins in Jan. The chosen book this year is Record of a Spaceborn Few. The companion title is How to be a Family, the author will be here March 2nd. Stefanie handed out the series of events that are planned to coordinate with the Salina Reads program. The kick off event will be held January 14th. Mad science out of Kansas City will be coming to hold programs for kids. Executive Session ➔Motion Motion made by Brendan Burke I move the Salina Public Library Board of Trustees recess into executive session with Melanie Hedgespeth for 15 minutes to discuss personnel matters pursuant to KSA 75-4319(b)(#). The open meeting will resume in this room at 8:10. Second:Dr. Trent Davis Motion passed unanimously. Motion made by Motion made by Brendan Burke to extend the executive session with board members for 5 minutes. Second:Dr. Trent Davis Motion passed unanimously. The board meeting resumed after the executive session at 8:15 AM. The Board resumed regular business. No action at this time. They would like to schedule a special meeting for December 6th to discuss Director evaluation and compensation. Other Business & Board Comments ●none Adjournment ➔Motion Motion made by: Brendan Burke to adjourn the meeting at 8:16 AM. Second:Gerry Cox Motion passed unanimously. Date: 12/6/2022 Time: 7 AM Location: Salina Public Library, Prescott Room Board Members Present Judy Nold - President Gerry Cox - Vice President Lisa Mahler - Treasurer David Greiser - Secretary Brendan Burke Susan Kelly Helen Gregg Trent Davis, Mayor Board Members Absent None Library Staff Present Melanie Hedgespeth, Director Call to Order The meeting of the Salina Public Library Board was called to order at 7:00 a.m.by President Judy Nold. Discussion/Action Discussion - Employee Policy Manual ●The Board discussed various elements of the time records policy as well as reviewed all information sent to Library staff regarding the change to a bi-weekly schedule. In November, staff were provided an email with explanations of the changes as well as how to prepare for the bi-weekly payroll schedule, utilizing Bamboo HR for time keeping and policy manual items to be reviewed and finalized by the board. Questions were asked about how staff clock in at computers as well as if anyone had requested a meeting regarding the 26 pay period change as noted in the email to all staff. No one had made requests to date. Action Items ●EMPLOYEE POLICY MANUAL ➔Motion Motion made by Brendan Burke To approve the changes and additions to the employee policy manual regarding time records, wage compensation and overtime compensation. Second:Dr. Trent Davis Motion passed unanimously. Executive Session ➔Motion Motion made by Brendan Burke I move the Salina Public Library Board of Trustees recess into executive session with the Director for 20 minutes to discuss personnel matters relating to non elected personnel pursuant to KSA 75-4319(b)(1). The open meeting will resume in this room at 7:30 AM. Second: Dr. Trent Davis The board meeting resumed after the executive session at 7:30 AM. Executive Session ➔Motion Motion made by Brendan Burke I move the Salina Public Library Board of Trustees recess into executive session with the Library Board only for 10 minutes to discuss personnel matters relating to non elected personnel pursuant to KSA 75-4319(b)(1).The open meeting will resume in this room at 7:40 AM. Second: Susan Kelly Motion passed unanimously. The board meeting resumed after the executive session at 7:40 AM. Action - from Executive Session ➔Motion Motion made by Brendan Burke To approve the 2023 4% cost of living increase for the Director’s salary. To approve the health insurance benefit, cell phone stipend benefit and 2022 bonus for the Director. Second: Dr. Trent Davis Motion passed unanimously. Adjournment ➔Motion Motion made by Brendan Burke I move to adjourn the meeting at 7:46 AM. Second:Helen Gregg Motion passed unanimously.