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Minutes 11_21_2023Minutes of the Library Board Meeting Date:11/21/2023 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 Lisa Mahler -Vice President Board Members Absent Mike Hoppock,Mayor Library Staff Present Melanie Hedgespeth,Director Amy Adams,Assistant Director Stefanie Knopp-Head of Information Services Katie Zey -Marketing Sandy Wilcox -Recorder 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 encourages the board to continue to make it easier for citizens to know what is going on at the library. ●Sydney Soderberg expressed concern about the sale of the paintings and stated the library should help with expenses to renovate the area where a painting will be displayed in Salina in the future. 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 -October 17,2023 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:Gerry Cox Motion passed unanimously. .BOARD TRAINING ●Salina Reads -Stefanie Knopp gave the Board copies of the book chosen for Salina Reads 2024 and explained some of the activities being planned.Kick-off will be Sat.,Feb.3rd. ●Future Training requests-Melanie asked if they have any specific ideas for Board Training.Requests were made for training on the Mill Levy/RNR and KOMA.They requested training to continue. .DISCUSSION /ACTION ●Director Report ○Stats -Melanie reviewed statistics with the Board. ○The West elevator communication device has now been installed.There will be a monthly fee associated with that. ○Work has started on the upgrade of the East elevator. ○The library received the last tax appropriations for the year. ○The library was awarded two Saline County Digital Equity Grants to fund the purchase of 25 more hot spots and to start up a youth robotics club. ○Melanie read a statement regarding the Friends clarifying that any individual signature does not represent the Friends organization on the petition. ○We are finalizing the 2024 strategic plan. ○Melanie spoke to the Board about a patron who is not allowed on library property.The Board suggested having a timeline for review of debarments. Action Items ●City of Salina Neighborhood Revitalization Plan-Dustin Herrs,City of Salina Community &Development Services,explained to the board the Neighborhood Revitalization Program. ➔Motion Motion made by:Lisa Mahler To approve the renewal of the City’s Neighborhood Revitalized Program including the extension Second:Gerry Cox Motion passed unanimously. ●End-of-year Staff Feedback -Melanie explained how the end-of-year feedback from staff is conducted. ●Employee Policy Manual Annual Review -Lisa Mahler suggested on page 11 to add “dispute”after the crossed-out grievance.She also discussed the credit card use policy and suggested the library director assess whether the per diem rate was adequate.Judy Nold discussed a portion of the drug and alcohol policy as far as transporting a staff person to screening and would like library staff to check with insurance. ➔Motion Motion made by:Helen Gregg To:approve the employee policy manual including the wording change on page 11. Second:Crystal Stuart Motion passed unanimously. ●Public Feedback -Melanie reviewed the ways we receive public feedback.Brendan Burke suggested that the methods of public feedback list be added to the library’s website. ●Local History Photos -Stefanie Knopp explained plans to feature local photographs in the Campbell Room and reviewed the bids to frame these photos. ➔Motion Motion made by:Crystal Stuart To:approved the purchase of local history photos and framing from Framing Matters. Second:Lisa Mahler Motion passed unanimously. ●Board Emails -Melanie discussed several options for handling Board emails received.The Board discussed all options and Brendan Burke proposed that three library staff check the email and forward that to the entire board as well as a formal procedure be put in place. ➔Motion Motion made by:Gerry Cox To:have library staff forward any Board emails that are not spam to all Board members and develop a formal procedure. Second:Helen Gregg Motion passed unanimously. ●Board Meeting files Melanie explained to the Board that library Board meeting files are sent to the City,also where the meeting agendas are sent.The Board discussed in addition to review possibilities with Salina 311 and add a link to the current files on the library website. ➔Motion Motion made by:Crystal Stuart To approve the board meetings &file information as well as add a link on the home page of the library website that directly goes to the current board meeting files. Second:Helen Gregg Motion passed unanimously. ●Grant Received /Book Drop Purchase -Katie Zey informed the Board of a project she undertook with Leadership Salina that is focused on adding a book drop location in North Salina.OCCK has offered to install a concrete pad at a bus stop.The Leadership Salina team received a $2000 grant from Greater Salina Community Foundation towards the project. ➔Motion Motion made by:Lisa Mahler To Accept the grant and purchase a book drop to be placed at the North 9th Street bus stop. Second:Gerry Cox Motion passed unanimously. ●Sunflower MOU agreement -Melanie explained that there have been no further meetings on the agreement. ●Longevity Benefit -Melanie explained the longevity benefit. ➔Motion Motion made by:Helen Gregg To:Approve longevity benefit for qualifying staff for 2023 Second:Judy Nold Motion passed unanimously. ●GAAP Waiver Motion made by :Helen Gregg 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 17th day of November,2023 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,2023. 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:Judy Nold Motion passed unanimously. EXECUTIVE SESSION ➔Motion Motion made by Brendan Burke I move the Salina Public Library Board of Trustees recess into executive session 10 minutes to discuss personnel matters pursuant to KSA 75-4319(b)(1).The open meeting will resume in this room at 8:37. Second:Judy Nold Motion passed unanimously The board meeting resumed after the executive session at 8:37 AM. ➔Motion Motion made by Helen Gregg I move the Salina Public Library Board of Trustees hold a special meeting on December 5th at 7:00 a.m.to go over the Directors review and take any action necessary. Second:Judy Nold Motion passed unanimously OTHER BUSINESS &BOARD COMMENTS None ADJOURNMENT ➔Motion Motion made by:Gerry Cox to adjourn the meeting at 8:41 a.m. Second:Helen Gregg Motion passed unanimously.