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Minutes - October 17, 2023Minutes of the Library Board Meeting Date:10/17/2023 Time:7:00 AM Location:Salina Public Library,Prescott Room Board Members Present Brendan Burke -President Gerry Cox -Secretary Helen Gregg -Treasurer Crystal Stuart Gloria Woods Judy Nold Mike Hoppock,Mayor Board Members Absent Lisa Mahler -Vice President Library Staff Present Melanie Hedgespeth,Director Amy Adams,Assistant Director Sandy Wilcox -Recorder Mark Messenger,Head of Processing Allyson Walker,Head of Fundraising and Development Stefanie Knopp,Head of Information Services Katie Zey,Head of Marketing CALL TO ORDER The meeting of the Salina Public Library Board was called to order at 7:00 a.m.by President Brendan Burke. PUBLIC COMMENTS ●Ruther Ascher,Salina,Kansas,made comments to the board about board training and individual board member duties to make the best decisions possible. ●Sydney Soderberg,Salina,Kansas,made comments to the board about the removal of the Sandzen collection,insurance,restoration and sharing information with the public. During public comment time for Sydney Soderberg:Brenden Burke told Ms Soderberg that her five for public comment had ended but she had more she wanted to say so Brenden put it to the Board for a vote to extend her comments. ➔Motion Motion made by:Mayor Mike Hoppock To extend Ms.Soderberg’s public comment time allotment Second:Gerry Cox Motion passed unanimously. CONSENT AGENDA Board members are asked if there are any items they would like removed from the consent agenda. The Board President will ask for a motion to adopt the consent agenda for all or remaining items. a.Action Items -Approval i.Minutes of the library board meeting -September 19,2023 ii.Minor Policy Manual Updates b.Informational Items i.Financial reports General Fund,Employee Benefit Fund,GF &EBF Checks,Transactions by Account ii.Statistical reports ➔Motion Motion made by:Helen Gregg to approve consent agenda as presented Second:Judy Nold Motion passed unanimously. .BOARD TRAINING ●Mark Messenger,Head of Processing spoke to the Board about the duties of the processing department. ●Allyson Walker,Head of Fundraising spoke to the Board about our Giving Tuesday/End of year challenge Snowfall of support fundraiser. The kick off will be Nov.12 and it will run through Dec.31.Our goal is set at $5000. .DISCUSSION /ACTION ●Director Report ○Stats -Melanie reviewed statistics with the Board ○Elevator-still waiting on parts.KONE stated it may be repaired earlier than expected.Possibly by mid November. ○Security Gates-The new gates will be installed at the end of October. ○Lights -We are replacing lights with LED bulbs ○Manager’s Training-Attorney Larry Michaels gave a presentation on employment law. ○After school snacks -We received a grant for approx $300 to purchase snacks ○Van-The transit van is being repaired ○Boiler Pump repaired ○Ductwork has been added to fix the study room air flow ○The motor has been repaired for the air handling unit and is now being balanced. ○We have applied for the Digital Equity grant to support the hotspot lending program and youth robotics ○Events -book discussion groups,staff at pumpkin pazoola,presented to Salina South educators, gallery 708 continues,staff training continues with EMPAC,Officer Morland presented to staff about active shooter response.We will have a pumpkin decorating contest. ○We have been awarded a grant by the Kansas State Historical Records board to purchase a photograph scanner ●Overdrive ○NWKLS hosted a zoom meeting for all libraries to discuss the consortium.They have been administering the consortium at no cost and are now requesting $50 per library. ○They will provide a contract to all libraries ●End of year staff feedback ○Questions are asked of staff at the end of year.Any suggestions can be provided at the November meeting. Action Items ●Employee Policy Manual ○The supervisor group did a policy manual review and the suggested changes were presented to the Board.Crystal Stuart suggested making the leave section a bit clearer. ➔Motion Motion made by:Judy Nold to table a vote on the changes to the Employee Policy Manual until next month. Second:Helen Gregg Motion passed unanimously. EXECUTIVE SESSION None OTHER BUSINESS &BOARD COMMENTS The Director evaluation is in process and will be available for review in the November meeting. Judy Nold asked what the Board would like done with emails that are received at the Board email address.Mayor Hoppock suggested that all the Board Members should receive those emails. Mayor Mike Hoppock spoke about the decision made on selling the artwork and he said that the Board made the decision they thought would be best for the library with the information given to them.He explained that no deception was intended and he does try to support the arts in the community.He suggested that Board members need to receive more direct communication from the public;he welcomed the public to call or email with any comments or concerns they may have.He explained that the petition was provided after the sale of the paintings.He also voiced concern with the library statement that the Board decided to go ahead with the sale of the paintings representing all those in the Board without giving options to the Board to go to a vote.He said there should have been more Board discussion about options available once it was known that a citizen had offered to pay our penalty at the auction house if the library withdrew the collection.He said decisions representing the Board should be made at the Board level.He also apologized to the public present. Brenden Burke stated that the Board made a decision in June to sell the paintings.He explained that the board put out the information to the public as required by law.He also suggested that the library might look at if we should provide minutes or agendas elsewhere than the city website.He explained that the paintings went to the auction house July 17.He said the public is welcome to come to board meetings and listen and express concerns.Mayor Mike Hoppock stated that he still wished there would have been a special meeting called to discuss options available concerning the sale of the collection. ADJOURNMENT ➔Motion Motion made by:Helen Gregg to adjourn the meeting at 8:18 a.m. Second:Mayor Mike Hoppock Motion passed unanimously.