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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.