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Library Report - DiscussionLibrary Report Support Your Library -Support Your Community Tax funding covers a portion of our expenses but as we embark on more projects to serve our community,we depend upon generous individuals and businesses within Saline County. www.salinapublic.library.org/give Allyson Walker -Head of Fundraising &Development giving@salinapublic.org 785-833-9211 Snowfall of Support Campaign Campaign Kicks off Nov.13 Reindeer Games in Youth Services Nov.18 1-4pm Holiday Sweater Contest Nov.18-Dec.3,voting Dec.4-6 Giving Tuesday Nov.28 Dine &Donate @ Gambinos,Nov.28 4-9pm Library Calendar of Events https://calendar.salinapubliclibrary.org/ ●Family Fun Storytime ●Paint with Spheros ●Saturday Storytime ●Letters to Santa ●Cookies in the North Pole ●Youth Coding ●Minecraft ●The Teens’Kitchen ●Stitch &Craft Collective ●Sip &Solve:Trivia Night ●History of Photography ●Genealogy Club ●Tech One-on-One’s ●Book Discussions ●Author Talks Gallery 708 -2024 Artist Exhibits ●Central High School ●Brett McAtee ●Bill Brassea ●Douglas Hoeseli ●Meghan Hessman Staff Book Discussion Opportunity Rebecca Rose put together a staff book discussion group that met October 21st.Several months ago Rebecca asked if any staff would like to join a discussion on the book “Shut Your Monkey:How to Control Your Inner Critic and Get More Done”. 6 staff members joined to have a great discussion and all that they learned reading this book. Staff Training Staff Training -November 10th ●Strategic Plans:2023 accomplishments,2024 planning ●Employee Benefits ●Interlibrary Loan ●Winter Weather Procedures Review ●Ryan Dowd -Homeless Core Training Discussion ●Giving Tuesday/Annual Campaign ●Staff Anniversary Recognition EMPAC Virtual Training -Being a Team Player -November 17th @ 9 AM Kansas Library Association (KLA)Conference 2023 Allyson Ronning,Head of Circulation,presented on non-traditional items on Friday,November 3rd. Stefanie Knopp,Head of Information Services,attended KLA. Melanie was part of a 5 member Director’s group questions and answer time on Wednesday,November 1st. Melanie received a $200 mini grant to attend KLA event November 1-3. Melanie &Stefanie attended the Overdrive /Sunflower eLibrary meeting regarding future changes. Other Events Capital Campaign Committee October 25th &November 29th:6:30-730 p.m.(Allyson W.,Amy,Melanie,Katie, Amanda L.) The Mentor Monitor Program as a Supplement to Security and Resource to Staff:Emilio,Melanie &Amy reviewed a webinar regarding this. “Mentor monitors are a resource to support staff members and help keep the peace in a busy library.Ideally, they are members of the community who are able to relate well to others to help provide guidance and mentorship—especially to teen/tween patrons.Through relationship building,the mentor monitor is able to act as a counselor,guide,teacher,advisor,and confidant to positively influence and reinforce good behavior and decision-making.In this webinar,participants will learn about the benefits of mentor monitors from staff of the Cuyahoga County Public Library in Ohio,where the mentor monitor program has been in place for more than a decade.” Youth Programming Adventures in Bookland is a new book club for kids 3rd-5th grade.This is our 2nd meeting and this month we read a book from the Ranger in Time series.This is a historical fiction set on the Oregon Trail.We talked about the Oregon Trail and what life was like,the dangers and discussed how we thought we might pack our wagons. We then talked about what kinds of foods the pioneers ate on the trail and did some taste tasting.We tried Hardtack crackers,beef jerky,Hasty Pudding,some beans, cornbread and apple pie.After filling our bellies we hit the trail by playing the Old School Oregon Trail game.The kids loved this game and working together.They thought the 2 bit graphics were funny and couldn’t believe this was how video games looked back in “Ms Heather’s day”. -Heather Mettlen,Youth Services Program Coordinator Teentober-Week 3 (Technology)Breakout Room:For Teentober we offered a Teen Class of a Breakout Edu Room.They did really well and broke out in 30 minutes! As well as the ever popular Stay ‘n’Play was offered. -Kristi Snow,Techn Programs Coordinator Hanna and Kristi took the Spheros on the road over to The City Teen Center to have some fun teaching about the Spheros,doing some fun activities with them and talking about what the library has to offer for the middle schoolers (ages 11-14).The middle schoolers had a BLAST!-Kristi Snow,Tech Programs Coordinator For Teentober the wildly popular and highly requested Murder Mystery was back again!The teens donned their Roaring ‘20s outfits and worked in pairs to solve the mystery.In the end,they had so much fun getting to know each other that they decided to pile together! -Adriana Alvarez,Youth Services Programs Coordinator Adult Programming Approximately 40 members of the Salina community participated in a professional development entitled Managing Conflict:How to Ditch The Drama,led by Dr.Lee Stuart from the University of Kansas School of Professional Studies. -Stefanie Knopp,Head of Information Services Patron Communication -from Rosetta Stone The Rosetta Stone platform offered through the library will be upgraded.With the change in platform,your user profile will be reset,and you will need to re-register to the program using the same website and log in method as before. Please record your last activity (instructions below)prior to the last few weeks of November.You will be able to navigate back to your last activity once you have re-registered for a new license. Where did I leave off? You will find your Unit at the top left (in this case UNIT 1).Below that will be your Lesson (in this case Lesson 2).Your Activity will be just below the Lesson number. Once you have registered for a new account,here is where you can access all the content and navigate back to your original activity.Click on Explore All Content: From here you can navigate to all the available content. If you click “See all”,you will see the full contents of all Levels.Each Level has 4 Units. Patron/Community Feedback I had to call one of our Patrons,Judy A.this morning to check whether she had a book or not.Her mother is homebound,so Judy comes into the library and checks out large print books for her.She was extremely thankful that we offer a large variety of large print books and that we carry a wonderful selection of audio books.She thanked us several times for all the resources that the library provides. -provided by Linda Williams,Circulation Clerk Patron purchase suggestions completed to date 2023:384 State Library of Kansas https://kslib.info/ State Librarian -Ray Walling Advisory Board Kansas Library Catalog Kansas Notable Books Kansas Library eCard Talking Books CKLS (Central Kansas Library System) https://ckls.org/ Executive Board Board Packets Bylaws &System Plan Kansas Regional Library Systems Building &Grounds Updates ●Retrofit Campbell room to LED lights ●Annual Fire Extinguisher Inspection has been completed by Air &Fire Systems ●Annual Fire Alarm Inspection to be completed this month by Wilson Electric ●Shutting down and winterizing the sprinkler system ●Sidewalk sweeper for snow removal ●Finalizing requirements for new elevator to be installed;equipment has been delivered -Jeremy Magee,Facilities &Maintenance Coordinator KDHE The Kansas Department of Health and Environment Bureau of Environmental Remediation has some documents for public viewing for the month of November.The public notice will show the availability of some select documents available at the Salina Public Library for viewing during the comment period (November 1-30,2023). Library Positions All positions are filled. Strategic Plan Quick Summary -current strategic plan work Area 2022 Data 2023 GOAL 2023 to Date (Oct.31) Circulation 476,906 500,000 416,546 Building Traffic 139,480 150,000 134,370 Questions Answered 76,481 80,000 73,724 Event Attendance 16,270 18,000 21,119 Focus Area 1:Increase Public Awareness Goal 1 -Raise visibility of library services,both new and existing. ✅Action 1:Implement year long marketing plan that highlights services,materials and keystone programs. ✅Action 2:Focus on summer reading.Increase total items read to 15,000. -staff pick:prizes/incentives changes -youth are receiving prizes rather than certificates;increased prizes at the summer kickoff -staff pick:speaking with local community groups -Match Madness hundreds of flyers for summer were handed out;DCF presentation;Bridge House presentation and more ✅Action 3:Design a detailed giving and fundraising schedule with detailed procedures. Goal 2 -Increase public knowledge of the library mission &core values. ✅Action 1:Provide opportunities for community members to learn about the library. ✅Action 2:Make the mission and core values prominent within the library building.(Katie Z./Amy) ✅Action 3:Implement Advisory Boards. Capital Campaign Advisory Board -September -Allyson W. Focus Area 2:Champion Literacy and Lifelong Learning Goal 1 -Support agencies that promote literacy and lifelong learning. ✅Action 1:Donate materials throughout 2023. Goal 2 -Support learning for Saline County students. ✅Action 1:Continue to see growth in the school library card program. ✅Action 2:Provide students and school staff support with programs and expertise ✅Action 3:Provide monthly emails to key connections within the school library card program. Goal 3 -Develop engaging programs for children and adults across a wide range of topics and interests. ✅Action 4:Expand the Salina Reads event. ✅Action 6:Review the feasibility of an adult high school completion program. Focus Area 3:Foster Community Connections Goal 1 -Bring relevant services offered by other organizations into the Library. ✅Action 1:Connect with other libraries in our community. ✅Action 2:Connect with other businesses in our community. Goal 2 -Connect with new groups,businesses &organizations ✅Action 1:Implement summer reading partnerships within the community. ✅Action 2:Review our volunteer opportunities and recruit within our community. Focus Area 4:Engage Our Team Goal 1 -Support our staff who are valued and recognized by the community for their diverse skills,expertise and exceptional customer service ✅Action 1:Plan for a group of staff to attend and develop at the Kansas Librarian Association conference. ✅Action 2:Plan a development/training day for the leadership team. ✅Action 3 -Item 1 -RFID Access:Explore new tools and systems that support staff workload. -staff pick:smart lock McKenzie -RFID Access ✅Action 3 -Item 2 -Roving Strategy:Explore new tools and systems that support staff workload. Goal 2 -Attract and retain well-qualified,professional staff who actively support the library mission,our community and fellow staff members. ✅Action 1:Continued review of library positions,benefits and wages ✅Action 2:Fully implement the performance based system. ✅Action 3:Train staff on Salina community resources.(presentations at staff training events) ✅Action 4:Provide training to learn more about homelessness,crisis situations &other specific public service situations. ✅Action 5:Implement hiring tools.(recorded video interviews)*HireFlix ✅Action 6:Provide workplace training.Reality-Based Workplace -Cy Wakeman -On Demand Virtual Training Feedback ✔(January -April):Strategic Plan -Statistical Goals,Staff Training Cy Wakeman ✔(May -August):Decisions,Library Services ⬜(September -December):End of Year Review *will be done November/December Focus Area 5:Sustain and Implement Desired Services for Our Community Goal 1 -Continue developing a collection of high-quality,community driven materials &resources. ✅Action 1:Review nontraditional items in depth ✅Action 2:Explore new digital or physical materials or resources. Goal 2 -Provide library services into the community in new ways and settings. ✅Action 4:Plan for our local history collection.Review the local history room as well as work to find ways to provide Our collection to the community through digital access.Ongoing throughout 2023 Goal 3 -Review library policies and procedures to improve services to patrons. ✅Action 2:Review public desk assistance included standard resources and roving strategies. -roving strategies plan and training in process ✅Action 4:Review our automated communications. Feedback ✔(January -April):Salina Reads,National Library Week -What do you love about your Library? ✔(May -August):Storytime ✔(September -December):Adult Programming Focus Area 6:Provide Well-Maintained,Comfortable,Accessible Community Spaces Goal 1 -Remodel Youth Services ✅Action1:Donations Plan -4 scheduled donor requests per year ✅Action 2:Grants Ongoing throughout 2023 ✅Action 3:Fundraisers Goal 2 -Provide a visually pleasing environment. ✅Action 1:Review landscaping and consider sustainable improvements. ✅Action 2:Review building areas for improvement. ✅Action 3:Library Space -first impressions &welcoming spaces Goal 3 -Protect the public’s investment in the Library.Upgrade areas for public and staff. ✅Action 1:Update intercom system.-capital project -in process ✅Action 2:Update phone system.-capital project -in process ✅Action 3:Create a comprehensive annual maintenance plan. ✅Action 5:RFID access.-capital project ✅Action 6:Shelving -capital project.-ongoing through 2023 Strategic Capital Plan ✅McKenzie Center Door ✅Dock Door Repair ✅Elevator Repair -east ✅Intercom System ✅Phone System ✅RFID Access ✅Mobile Shelving -ongoing throughout 2023 ✅Little Library Replacement -Sunset ✅Furniture -Campbell room table &chairs ✅Security Gates -installed ✅Youth Services Remodel -fundraising in process Elevator Upgrade &Code Requirements Update-November 2023 HVAC Controls Systems Module Marketing Social Media Calendar Winter Calendars have arrived.We received 2500 calendars,these will be distributed throughout the library and taken to about 80 businesses around Salina and the surrounding area.Lisa,our library assistant,helps with calendar delivery. Campaign Collaborating with Allyson W.to create the End-of-Year Snowfall of Support Campaign.We will utilize mail,email, social media,digital signage,print signage,digital advertising,and radio advertising. Fundraising &Development October Fundraising Report Month of October 2023 #of Donations $Amt of Donations %of Total $Amt Total 9 $5,170.00 100.00% New Donors 6 $5,120.00 99.03% Repeat Donors 3 $50 0.97% Online Donations 1 $10.00 0.19% Cash/Check Donations 8 $5,160.00 99.81% #Communications/Contacts Made 12 Patron Behavior Policy PATRON-003:RULES OF BEHAVIOR Because the Salina Public Library is for everyone,the following rules of behavior have been established to ensure: ●All Library patrons may use and enjoy the Library’s services,materials and facilities without unreasonable interference and disturbance from others. ●All Library patrons enjoy safe and secure library facilities. ●The Library’s materials and property is protected from theft and damage. ●All Library employees have a safe and secure workplace. The following are not permissible on library property or at library events. ●Bringing alcohol or illegal substances into the Library or on Library grounds.Persons under the influence of alcohol or illegal substances will be required to leave. ●Smoking,vaping,e-cigarettes,chewing,rolling cigarettes or using any form of tobacco. ●Vandalism of library property or equipment. ●Any weapons such as explosives,look-alike weapons or any other objects that can reasonably be considered as weapons or do not follow applicable laws. ●Theft,including deliberately removing library materials from the building without checking them out. ●Selling,soliciting or using illegal drugs. ●Harassment (physical,sexual,verbal or stalking). ●Creating disruptive noises such as loud talking,screaming,yelling or banging. ●Fighting or challenge to a fight,running,pushing,shoving or throwing anything. ●Engaging in sexual conduct or lewd acts. ●Indecent exposure. ●Creating,viewing,sharing or distributing pornography. ●Assault (threat of harm)or battery (actual harm). ●Illegally downloading or copying copyrighted material. ●Being in the Library before or after normal operating hours without permission of Library staff. ●Loitering or sleeping in the Library. ●Lying down in restrooms or any floor or furniture. ●Sitting on the floor in library areas that can impede traffic or due to health and safety concerns.The Library wants to allow patrons to easily access materials,emergency exits and avoid tripping hazards. ●Exceptions are made for children in play areas or appropriate events. ●Using public restrooms or Library facilities for personal grooming,bathing,shaving,shampooing or doing laundry. ●Failing to wear a shirt,pants and/or shoes. ●Using electronic devices at a noise level that interferes with others’use of the library. ●Talking or talking on cell phones loud enough to disturb others. ●Bringing animals,other than service animals on Library property. ●Leaving packages,backpacks,luggage or any personal items unattended.Those items are subject to immediate review. ●Leaving messes,garbage or spills that interfere with Library use. ●Using wheeled devices on Library property or grounds except in designated areas including the use of skateboards, rollerblades,roller skates,bicycles,motorized or non-motorized scooters,shopping carts,etc.(ADA assistive devices are allowed.) ●Engaging in any activity that is in violation of federal,state,local or other applicable laws. ●Failing to comply with requests or direction from Library staff or security. ●Participating in any behavior which prevents others from using the Library peacefully. ●Neglecting to provide proper supervision of children or any adult requiring supervision. ●Occupying library spaces to conduct business at the Library in ways that imply Library endorsement. ●Using someone else’s Library card to obtain Library services improperly. No conduct is permitted that may reasonably be expected to create a disturbance or otherwise interfere with the safe use and enjoyment of the Library by users or staff. No conduct is permitted that may reasonably be expected to endanger the health and safety of Library users or staff. Library staff are not responsible for caregiving duties such as bathroom assistance,providing food,phones,health care or supervision of youth. Library staff are not responsible for personal belongings brought in the Library.The Library is not responsible for any loss of users’personal belongings.Personal belongings may not obstruct walkways or interfere with the use of shared spaces. LIBRARY STAFF &SECURITY HAVE THE RIGHT TO: ●Check bags,briefcases,backpacks,etc. ●Require photo ID when applying for a Library card or for use of the Internet as a guest ●Request that an individual return to the checkout desk if the security gates sound an alarm ●Restrict the length of time an individual may use Library equipment ●Make decisions that are in the best interests of the Library ●Require individuals violating Library policies to leave POTENTIAL CONSEQUENCES Library staff and security will follow appropriate procedures when dealing with patrons who do not follow rules of behavior.This may include removal from the Library for the day,for an extended time period or calling the police.If police are called,charges may be filed.Consequences must be communicated to and approved by the Director or Assistant Director. Staff Spotlight Sarah Weis Department:Information Services Job Title:Information Services Assistant How many years have you worked at the Library?4.5 years What is your favorite part of your job at the Library?Helping patrons and fellow staff find the information they need. What materials do you enjoy checking out from the Library?I check out a variety of fiction and non-fiction books,depending on what has piqued my interest.The DVDs are also frequent flyers on my account,as well as the occasional audiobook. What do you enjoy most about the community we serve?Having lived in a major metropolitan area for 15 years,I am impressed by the variety of “things”to do.For example,the Salina arts scene and the revitalized downtown.Being from Kansas,I enjoy the laid back,yet down-to-business demeanor of our patrons and staff. Are you a member or a part of any organizations/groups in the Salina area?Kansas Association of Teachers of English (KATE);Teachers Unions of North Ottawa County (NOCTA),Kansas (KNEA),and National (NEA);Kansas State University Alumni Association What is one thing you think everyone should know about the Library?The staff is here to serve!We are here to help, so don’t hesitate to ask! Darla Phelps Department:Circulation Job Title:Circulation Lead Clerk How many years have you worked at the Library?1 year on November 14th,2023 What is your favorite part of your job at the Library?Working with the patrons and the whole atmosphere of the library. What materials do you enjoy checking out from the Library?Mystery,Fiction,some Fantasy…I like book series where the story continues to develop. What do you enjoy most about the community we serve?That patrons get to know you and they will chat when you see them somewhere other than the library. Are you a member or a part of any organizations/groups in the Salina area?Gideons Auxiliary What is one thing you think everyone should know about the Library?That we are very welcoming and we look forward to serving the community.We have something here for everyone! DISCUSSION/ACTION ITEMS City of Salina Neighborhood Revitalization Plan -Dustin Herrs,Community &Development Services *file provided BOARD MEETING -MOTIONS MOTION -Board member provides a motion. “I move to …..” SECOND -The Board President asks if anyone seconds the motion. If so,the Board member states “I second the motion.” If the motion is not seconded it is not considered by the Board. DISCUSSION -If the motion is seconded,the Board President restates the motion and asks members to discuss the motion. VOTE -After discussion is complete,the Board President restates the motion then asks for affirmative votes,then negative votes. If the vote is not unanimous,votes are recorded by individual members in the minutes. RESULT -The Board President announces the result of the vote and any instruction ACTION OPTIONS 1.To approve the renewal of the City’s Neighborhood Revitalization Plan tax rebate program. 2.To approve the renewal of the City’s Neighborhood Revitalization Plan tax rebate program with specific changes. 3.To postpone consideration of the renewal of the City’s Neighborhood Revitalization Plan tax rebate program until further information requested can be discussed in a future board meeting. 4.To deny the action. End of Year Staff Feedback 2023 -end of year staff feedback Individual Questions ●This past year,what opportunities have you taken to learn and grow? ●Do you have the materials and equipment you need to do your work well?* ●Are you having any conflicts or friction with supervisors,co-workers or patrons?How can we help?* ●What situation did you find the most stressful this year?What did you learn?* ●Why do you choose to work at the Library? Supervisor Questions ●In the past year,has your supervisor had meetings with you regarding your work at the Library?Explain.* ●Is your supervisor available for questions,assistance and clarifications?Explain.* ●In the past year,have you received recognition or praise for doing good work?What did you do well?* ●How does your supervisor support you? ●In what ways could any staff member help support all supervisors,directors and staff in every department? Departmental Questions ●Is there room for growth within your department?Explain.* ●What is the best part about working in your department? Library Questions ●What should the library continue to do? ●What should the library stop doing?* ●Who is doing remarkable,committed work at the Library?Explain. ●What do you think should be the number one priority for ALL staff in the library? ●What do you think the Library’s greatest challenge is right now? ●Who is an exceptional leader on our staff &why? *=confidential (any response can be confidential if the staff person would like it to be so) Board Discussion/Action as needed Employee Policy Manual Explanation The supervisors have fully reviewed the policy manual as well as we had a human resources person from Johnson County also review the manual. ●The file is provided with updates. Request for clarification -p.37 @ 10/17/2023 board meeting After one year in the supervisory position they are moved to the Director &Department Heads &Managers PTO schedule.After 1 year in the position they are moved to that vacation time level. Recommendation To review the items within the Employee Policy Manual and approve as acceptable. BOARD MEETING -MOTIONS MOTION -Board member provides a motion. “I move to …..” SECOND -The Board President asks if anyone seconds the motion. If so,the Board member states “I second the motion.” If the motion is not seconded it is not considered by the Board. DISCUSSION -If the motion is seconded,the Board President restates the motion and asks members to discuss the motion. VOTE -After discussion is complete,the Board President restates the motion then asks for affirmative votes,then negative votes. If the vote is not unanimous,votes are recorded by individual members in the minutes. RESULT -The Board President announces the result of the vote and any instruction ACTION OPTIONS 1.To approve the employee policy manual updates as presented. 2.To approve the employee policy manual updates with specific changes. 3.To postpone consideration of the employee policy manual updates until further information requested can be discussed in a future board meeting. 4.To deny the action. Public Feedback Opportunities for public feedback. ●Complete community surveys available throughout the year on our website and within the building. https://salinapubliclibrary.org/ ●Attend a Library Board meeting and use the opportunity to talk to the Board during the public comment section. ○Register ahead of time by contacting the Director or simply come to the meeting. ●Contact library staff via email or phone. ○https://salinapubliclibrary.org/about-us/staff/ ○785-825-4624 ●Come in to the library and talk with library staff for assistance and questions answered. ●Email the library board.splboard@salinapublic.org ●Contact the Director. director@salinapublic.org 785-833-9201 ●Join the Teen Advisory Board. ●Suggest a title online through your library account or directly to a staff member. ●Suggest programs. https://salinapubliclibrary.org/programs-services/propose-a-program/ ●Events &presentations.Talk with library staff as they are out in our community. Most Recent Survey: Board Discussion/Action as needed Local History Photos -Stefanie Knopp,Head of Information Services The Library is working on a digital archive project of Salina historic information that is at the Library.(A grant was received from the Kansas Historical Society to purchase a scanner.)As part of this project,there is a request to purchase 13 framed photos of Salina’s local history.The library will scan photos that we have as part of our collection and then submit them to the printer.The photos will be an enhancement to our Local History Room. individual cost total cost (13 pint)with discount high resolution prints from Salina Blueprints $24.75 $321.75 $289.58 Framing Options both quotes are based on framing for 13 prints based on: 1.25-1.5 inch frames (solid wood) 3 inch white mat conservation glass Hobby Lobby price per unit Hobby Lobby Totals Framing Matters per unit $195.51 $1,368.57 $407.50 $2,852.50 $144.52 $867.12 $330.78 $1,653.90 $2,235.69 $429.25 $429.25 $4,935.65 total *a lower estimate is available for particle board frames $2933.28 $3,454.92 with discount Staff recommendation for frames is Framing Matters. BOARD MEETING -MOTIONS MOTION -Board member provides a motion. “I move to …..” SECOND -The Board President asks if anyone seconds the motion. If so,the Board member states “I second the motion.” If the motion is not seconded it is not considered by the Board. DISCUSSION -If the motion is seconded,the Board President restates the motion and asks members to discuss the motion. VOTE -After discussion is complete,the Board President restates the motion then asks for affirmative votes,then negative votes. If the vote is not unanimous,votes are recorded by individual members in the minutes. RESULT -The Board President announces the result of the vote and any instruction ACTION OPTIONS -Local History Photos 1.To approve the purchase of local history photos and framing purchase from ____________. 2.To approve the purchase of local history photos with specific changes. 3.To postpone consideration of the purchase until further information requested can be discussed in a future board meeting. 4.To deny the action. Board Emails splboard@salinapublic.org Options to review for the board email account. 1.A member manually forwards each email to all board members.(current action) 2.A google group could be created for the Library Board where each board member can provide their email address.Once given,the personal email address will be tied to the google group email and a copy of each email sent to the group will be delivered to that address. Things to note: 1.The email given out to the public will need to be updated. ○splboard@salinapublic.org has to be changed -the new email address is then a group email address;or the current email account has to be deleted then recreated as a group email address The problems with automatic forwarding to the group could pose a security risk. 3.To create a list of board members on the website and list individual emails for each person. Emails would be sent to individual board members rather than a group.(City of Salina does this.) Examples -Manhattan Public Library,Topeka Public Library Emails could be individual personal emails or specific individual board emails created by SPL. 4.To create a contact form,that collects the patron information and requests to the board.This data then could land in a spreadsheet,which is then viewable by all board members.When the form is filled out and submitted,a link to the spreadsheet data would be sent to all board members. We would need to know what fields are required that the board would like on the form. Board Discussion/Action as needed ●Discuss options available. ●Does there need to be a written procedure in place regarding email,responses from an individual board member &open meeting requirements? Responses ○Board members must abide by open meeting requirements (KOMA)in email. ○Personal emails are shown if a response is made. Some guidance the City provides ○If a board member is contacted,it is important to make a clear distinction between the Library Board position/decision and an individual opinion. ○If a board member is unable to answer a question,direct it to the appropriate person. ○Legal issues should be handled by an attorney hired by the board. ■Active or potential legal issues should never be discussed by board members or staff members with the media,parties to a legal issue,or the general public without approval from the attorney. ●How does the board plan to notify the Director of items that need to be addressed by staff or added to the board meeting agenda? ●Other items as board members request discussion/decision. BOARD MEETING -MOTIONS MOTION -Board member provides a motion. “I move to …..” SECOND -The Board President asks if anyone seconds the motion. If so,the Board member states “I second the motion.” If the motion is not seconded it is not considered by the Board. DISCUSSION -If the motion is seconded,the Board President restates the motion and asks members to discuss the motion. VOTE -After discussion is complete,the Board President restates the motion then asks for affirmative votes,then negative votes. If the vote is not unanimous,votes are recorded by individual members in the minutes. RESULT -The Board President announces the result of the vote and any instruction ACTION OPTIONS -Board Email 1.To approve the board email option #________. 2.To approve the board email option #______with specific changes. 3.To postpone consideration of the board email until further information requested can be discussed in a future board meeting. 4.To deny the action. Board Meetings &Files ●The City of Salina hosts all board meeting files. The direct link to the Library’s current information: http://weblink.salina.org/WebLink/Browse.aspx?id=176906&dbid=0&repo=Salina ●Community members can subscribe to board meeting updates for any board on the city website. ●All boards and commissions can be seen and applied for through the City of Salina. ●Board meetings are the third Tuesday of the month.The August meeting is the budget approval meeting and that date is dependent upon statute requirements regarding the mill levy and revenue neutral rate.At the July board meeting it is announced and provided to the city when the August board meeting will take place.The date is also posted on our website. ●The Mayor appoints the library board members with the concurrence of the City Commission. ●The board agenda is distributed to the subscribers of the meeting update list on the City website. ●The board agenda is posted on our library bulletin board. ●The board meeting agenda is sent to the Salina Journal monthly. ●The board meeting files are sent to all staff,board members and the Saline County representative monthly. ●The board information is listed on our website (https://salinapubliclibrary.org/about-us/)which includes our meetings,links to board meeting files,public comment policy,board members and board email. ○An additional link with the same information was also added.10/18/23 https://salinapubliclibrary.org/about-us/library-board/ ●Patrons can ask for staff to print board meeting files or provide the link to those files. ●The board meeting is listed on our Library calendar. Information added 10/18/23 The north doors of the library are opened by 6:45 a.m.prior to the board meeting.Board meetings are held in the Prescott Room unless noted otherwise on the board agenda. Current board meeting files are available at the City of Salina's website. http://weblink.salina.org/WebLink/Browse.aspx?id=176906&dbid=0&repo=Salina Community members can subscribe to board meeting file updates at the City of Salina's Website. *Review Hutchinson PL:website Manhattan PL:website &community bulletin board;list of full dates on bulletin board for the year Emporia PL:noted in newsletter/e-newsletter;image with board meeting date/time on Facebook Andover PL:bulletin board Topeka PL:website Augusta PL:website,community bulletin board agenda,city’s website Lawrence PL:website City of Salina: “The system for providing board meeting information is pretty universal across all the citizen boards and commissions. The liaisons send me their packets and agendas to put into Laserfiche,which I do.Once the information is archived,I then send out an email notification through the City’s website with the details of the meeting and a link to the documents.Each board has its own email list to sign up for notifications.Facebook posts are handled by Dave Hawksworth and James Curtis in Computer Technology.” “Some liaisons reach out to their members directly too (perhaps all of them do,but only a few liaisons copy me in on the emails to their members as well)letting them know the meeting dates and asking ahead for attendance to figure out if they will have quorum ahead of time.-Nikki Goding,City Clerk Board Discussion/Action as needed ●Board meetings &files currently provided and if the board would like any changes. BOARD MEETING -MOTIONS MOTION -Board member provides a motion. “I move to …..” SECOND -The Board President asks if anyone seconds the motion. If so,the Board member states “I second the motion.” If the motion is not seconded it is not considered by the Board. DISCUSSION -If the motion is seconded,the Board President restates the motion and asks members to discuss the motion. VOTE -After discussion is complete,the Board President restates the motion then asks for affirmative votes,then negative votes. If the vote is not unanimous,votes are recorded by individual members in the minutes. RESULT -The Board President announces the result of the vote and any instruction ACTION OPTIONS -Board Meetings &Files 1.To approve the board meetings &file information as presented. 2.To approve the board meetings &file information with specific changes. 3.To postpone consideration of the board meetings &file information until further information requested can be discussed in a future board meeting. 4.To deny the action. Grant Received /Book Drop Purchase Explanation Members of Leadership Salina and staff at SPL have discussed an additional north end library book drop location for quite some time.The goal was to reduce barriers to those patrons with reduced access to transportation and help prevent some of the late fees they may incur because they could not return their items on time.As part of Leadership Salina,Katie Zey and her team pursued a solution to these problems by applying for a grant through Greater Salina Community Foundation.After putting together some demographic and statistical information,a grant of $2,000 was approved towards the purchase of a bookdrop.OCCK generously agreed to allow SPL to place this book drop at the N.Ninth St.and Hamilton Ave.location,which is on a main street,but still a highly residential area. OCCK also offered to lay the concrete slab needed for the book drop to sit on,costing approximately $1,500.SPL would cover the remainder of the cost detailed below: Cement Slab -OCCK is covering Outdoor Book Drop -$4200.00 Rolling Cart -$1200.00 Shipping Estimate -$435.00 Logo Decal -$105.00 Total -$5,940 Leadership Salina Grant:$2,000 FINAL COST ESTIMATE:$3,940 Recommendation Utilize the grant and resources provided by Leadership Salina and OCCK to move forward with purchasing an additional bookdrop. BOARD MEETING -MOTIONS MOTION -Board member provides a motion. “I move to …..” SECOND -The Board President asks if anyone seconds the motion. If so,the Board member states “I second the motion.” If the motion is not seconded it is not considered by the Board. DISCUSSION -If the motion is seconded,the Board President restates the motion and asks members to discuss the motion. VOTE -After discussion is complete,the Board President restates the motion then asks for affirmative votes,then negative votes. If the vote is not unanimous,votes are recorded by individual members in the minutes. RESULT -The Board President announces the result of the vote and any instruction ACTION OPTIONS -Grant /Book Drop 1.To accept the grant from Leadership Salina and purchase the book drop to be placed at the bus stop located at N.9th St.&Hamilton Ave. 2.To approve the purchase of the book drop to be placed N.9th St.&Hamilton Ave and accept the grant with specific changes. 3.To postpone consideration of the book drop and grant until further information requested can be discussed in a future board meeting. 4.To deny the action. Sunflower MOU -Agreement **Files are to be provided to all members,but have not been received yet.We will provide those if they are available prior to the Board meeting otherwise it will be added to the December board agenda. Explanation In order for SPL to be a part of the Sunflower Consortium we must sign 3 files prior to the end of 2023. The consortium is beneficial to all Salina Public Library patrons.It allows patrons access to consortium content thus access to a much larger collection. SPL 05-418 Overdrive budget:$47,000 The checkouts by SPL patrons as of August 2023 this year and who purchased those items our patrons checked out. Bought by COUNTA of Bought by Adv -Andover Public Library 599 Adv -Arkansas City Public Library 227 Adv -Atchison Library 33 Adv -Basehor Community Library 28 Adv -Bonner Springs City Library 289 Adv -Bradford Memorial Library 260 Adv -Central Kansas Library System 529 Adv -Derby Public Library 5482 Adv -Dodge City Public Library 216 Adv -Goodland Public Library 242 Adv -Hays Public Library 661 Adv -Kingman Public Library 96 Adv -Leavenworth Public Library 21 Adv -Linwood Community Library 2 Adv -Manhattan Public Library 2332 Adv -Mulvane Public Library 702 Adv -Newton Public Library 798 Adv -North Central Kansas Libraries System 22 Adv -Northwest Kansas Library System 47 Adv -Oakley Public Library 94 Adv -Pioneer Memorial Library 172 Adv -Pratt Public Library 256 Adv -Salina Public Library 8314 Cons.17701 Grand Total 39123 BOARD MEETING -MOTIONS MOTION -Board member provides a motion. “I move to …..” SECOND -The Board President asks if anyone seconds the motion. If so,the Board member states “I second the motion.” If the motion is not seconded it is not considered by the Board. DISCUSSION -If the motion is seconded,the Board President restates the motion and asks members to discuss the motion. VOTE -After discussion is complete,the Board President restates the motion then asks for affirmative votes,then negative votes. If the vote is not unanimous,votes are recorded by individual members in the minutes. RESULT -The Board President announces the result of the vote and any instruction ACTION OPTIONS 1.To approve _______________________. 2.To approve _______________________with specific changes. 3.To postpone consideration of the agreements,until further information requested can be discussed in a future board meeting. 4.To deny the action. Longevity Benefit -Employee Policy Manual In November,the board reviews the longevity pay/benefit for staff. COMPENSATION-008:LONGEVITY PAY/BENEFIT Longevity pay may be provided by the Library annually,provided sufficient funds are available.This is not guaranteed each year. Budget is considered and the Director works with the Library Board to make this decision annually preferably in November,but the decision may need to be made in December.Longevity pay is only provided to staff in good standing,which means they have not had written reprimands,performance improvement forms,suspension(s)or terminated from service.This is not provided as an additional separation from service or retirement benefit.The longevity benefit of time off nor longevity pay will be paid out for any reason upon separation from service. Longevity Pay for Full Time Service After 5 years up to 10 years $300 After 10 years up to 15 years $600 After 15 years up to 20 years $900 After 20 years up to 25 years $1200 After 25 years $1500 Service must be continuous,full-time service,without breaks.Longevity pay is provided for anyone who has reached eligible years of service during the year.Longevity pay,if provided,is paid out in December. Longevity Benefit for Full Time Service After 10 years 8 hours of paid time off This paid leave benefit is like a floating holiday and may not be carried over to the next year.Staff who have reached 10 years of continuous full time service the previous year will be granted the longevity benefit.Longevity benefit is provided on January 1. The time off longevity benefit is available January 1st and must be used by December 31st of the upcoming year.Time off must be scheduled with the Department Head or Manager and taken when it does not adversely affect Library services.Department Heads or Managers are required to track this time off and the time off must be recorded on attendance documentation. Longevity Benefit for Part Time Service After 10 years 4 hours of paid time off This paid leave benefit is like a floating holiday and may not be carried over to the next year.Staff who have reached 10 years of continuous part time service the previous year will be granted the longevity benefit.Longevity benefit is provided on January 1. The time off longevity benefit is available January 1st and must be used by December 31st of the upcoming year.Time off must be scheduled with the Department Head or Manager and taken when it does not adversely affect Library services.Department Heads or Managers are required to track this time off and the time off must be recorded on attendance documentation. BOARD MEETING -MOTIONS MOTION -Board member provides a motion. “I move to …..” SECOND -The Board President asks if anyone seconds the motion. If so,the Board member states “I second the motion.” If the motion is not seconded it is not considered by the Board. DISCUSSION -If the motion is seconded,the Board President restates the motion and asks members to discuss the motion. VOTE -After discussion is complete,the Board President restates the motion then asks for affirmative votes,then negative votes. If the vote is not unanimous,votes are recorded by individual members in the minutes. RESULT -The Board President announces the result of the vote and any instruction ACTION OPTIONS -Longevity Benefit 1.To approve the longevity benefit for 2023. 2.To approve the longevity benefit for 2023 with specific changes. 3.To postpone consideration of the longevity benefit for 2023.until further information requested can be discussed in a future board meeting. 4.To deny the action. GAAP Waiver K.S.A.75-1120a(a)requires municipalities to use generally accepted accounting principles (GAAP)in the preparation of their financial statements and reports. GAAP is an acronym meaning "generally accepted accounting principles."A GAAP Waiver is a resolution passed by the library board excluding library accountants from following K.S.A. 75-1120a(c)(1)requirement that all government organizations use Generally Accepted Accounting Principles (GAAP).The reason libraries do not use GAAP is because libraries use cash basis accounting and GAAP does not handle the requirements of the cash basis law well.The library board passes this resolution each year and the resolution is then kept on file in the library. To waive the GAAP requirement,the governing body must pass a resolution.A mere motion is not sufficient.The resolution must: ●Be adopted each year.This is a matter to be decided each fiscal year. ●Clearly identify the fiscal year to be waived. ●Contain wording substantially similar to that specified in K.S.A.75-1120a(c)(1). My recommendation is to approve the GAAP WAIVER. BOARD MEETING -MOTIONS MOTION -Board member provides a motion. “I move to …..” SECOND -The Board President asks if anyone seconds the motion. If so,the Board member states “I second the motion.” If the motion is not seconded it is not considered by the Board. DISCUSSION -If the motion is seconded,the Board President restates the motion and asks members to discuss the motion. VOTE -After discussion is complete,the Board President restates the motion then asks for affirmative votes,then negative votes. If the vote is not unanimous,votes are recorded by individual members in the minutes. RESULT -The Board President announces the result of the vote and any instruction ACTION OPTIONS -RESOLUTION GAAP WAIVER 1.)To approve the GAAP Waiver with the resolution. WHEREAS the Trustees of the Salina Public Library has determined that the financial statements and financial reports for the year ended December 31st,2023 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,2023. NOW,THEREFORE BE IT RESOLVED,by the Trustees of Salina Public Library in regular meeting duly assembled this 15th day of November,2023 that the trustees of Salina Public Library Library waives the requirements of K.S.A. 75-1120a(a)as they apply to the Trustees of Salina Public Library for the year ended December 31st,2023. BE IT FURTHER RESOLVED that the library board shall cause the financial statements and financial reports of the Salina Public Library 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. 2.)To approve the GAAP Waiver with specific changes to the resolution. 3.)To postpone consideration of the GAAP Waiver until further information requested can be discussed in a future board meeting. 4.)To deny the action.