Minutes February 21, 2023Minutes of the Library Board Meeting
Date: 02/21/2023
Time: 7 AM
Location: Salina Public Library, Prescott Room
Board Members Present
Gerry Cox - Vice President
Lisa Mahler - Treasurer
David Greiser - Secretary
Susan Kelly
Mike Hoppock, Mayor
Helen Gregg
Brendan Burke
Board Members Absent
Judy Nold - President
Library Staff Present
Melanie Hedgespeth, Director
Mark Messenger - Head of Processing
Stefanie Knopp - Head of Information Services
Emilio Rivas - Head of security
Sandy Wilcox - Recorder
Call to Order
The meeting of the Salina Public Library Board was called to order at 7:00 a.m.by the Vice President Gerry Cox.
Public Comments
None
Consent Agenda
Items:
a. Action Items - Approval
i. Minutes of the library board meeting - January 17, 2023
ii. Minor Policy Manual Updates - FMLA
b. Informational Items
i. Financial reports
General Fund, Employee Benefit Fund, GF & EBF Checks, Transactions by Account
ii. Statistical reports
➔Motion
Motion made by: David Greiser
A motion to approve the consent agenda as presented
Second: Susan Kelly
Motion passed unanimously.
BOARD TRAINING
Interlibrary Loan: Mark Messenger - Head of Processing
Mark spoke to the Board about interlibrary loan. We have information on our website explaining ILL. We provide this
service to patrons that can’t find what they need here in our library as well as provide our items to patrons of other
libraries. You can have six active requests at one time. The check out period is two weeks. Alethea will use the
Kansas Library resource called Share it to find the item. If she can’t find it there she will go to OCLC to try to find it.
There is no charge to our patrons for this service.
Kansas regional library systems & Kansas Library Standards - Melanie
Melanie provided links in the packet to these items. Melanie went over information on the Kansas regional library
systems and statistics. There are 7 regional library systems in the state. She also went over the Kansas Library
Standards.
Discussion/Action
Discussion - Director Report
●We added physical items checked in to the statistics report. Our circulation has gone up slightly. Security
incidents have gone up over last year.
●KPERS will be increasing in 2024.
●Sacred Heart volunteers did some volunteer work for us this last month.
●Melanie went over the Hutton remodeling bid and the increase with the Board as well as possible options.
●The Friends agreed to provide $10,000 of funding this year which is key for our summer programming.
Action Items
●Policy Manual Updates: Employee Policy Manual -benefits
Update the wording for benefits:
Benefits are provided, in full, to all 40-hour-per-week, full-time employees.
Those that are classified as full-time, regularly working under 40 hours per week, receive a proportionate amount of
the benefit. Benefits include, but are not limited to health insurance, unpaid vacation time, voluntary early
retirement, local memberships, paid time off, sick leave, holidays, compassionate leave, longevity pay and longevity
years of service.
➔Motion
Motion made by: Helen Greg
To approve the changes to the employee policy manual as presented to allow for proportional benefits and years of
service specifics for full-time positions less than 40 hours per week.
Second: David Greiser
Motion passed unanimously.
●CIPA
➔Motion
To document that the Kansas Internet Children’s Protection Act has been reviewed by the Salina Public Library
Board.
Motion made by: Brendan Burke
To document that the Kansas Internet Children’s Protection Act has been reviewed by the Salina Public Library Board.
Second: Susan Kelly
Motion passed unanimously.
●EAP - new provider
➔Motion
Motion made by: Susan Kelly
To approve changing to EMPAC as our EAP (Employee Assistance Provider).
Second: David Greiser
Motion passed unanimously.
●Capital Projects
Capital Projects -Door Locks, Phone System, Speakers - Melanie reviewed quotes on these projects. We need a
system that can integrate with our phone system so anyone can make announcements if needed. The speakers
would cost around $10,000. The phone system would cost approx $767.00 per month and would connect to the
speaker system and has mobile capabilities so staff can receive calls on their own phone via an app. After 60 months
the monthly fee would drop down. Service, repairs and installed equipment are included in the monthly fee. The
door lock system would allow access via RFID card which allows much more flexibility with access. $950 monthly fee
for the new lock system for 60 mos. Service, repairs and installed equipment is included in that monthly fee.
➔Motion
Motion made by: Mike Hoppock
To approve the purchases and contracts for the speaker system, phone system and RFID door access.
Second: Brendan Burke
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 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 8:17 AM.
Second: Mike Hoppock
The board meeting resumed after the executive session at 8:17 AM.
Other Business & Board Comments
Adjournment
➔Motion
Motion made by: David Greiser
to adjourn the meeting at 8:18 AM.
Second: Susan Kelly
Motion passed unanimously.