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05-23-2005 Minutes .~ . -750- The regular monthly meeting of the Salina Public Library Board of Trustees was held at 7:00 a.m. on Monday May 23, 2005 in the Tech Center Meeting Room. The following Board members were present: Betsy Scholten, Lynne Ryan, Janice Ostrom, Debbie Divine, Sheldon Lilak, David Hawksworth, and Harris Rayl. Others present were Joe McKenzie, Sandy Wilcox, and Kristi Hansen. Betsy Scholten called the meeting to order and asked for any changes or additions to the April 25, 2005 Board minutes. Janice Ostrom asked about having the time going into and out of Executive Session added. 05-23 On a motion made by David Hawksworth and seconded by Janice Ostrom it was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the April 25, 2005 Board minutes as printed. Motion passed. P750. OS/23/05. PUBLIC COMMENTS: Joe McKenzie reported on a comment card from the Alzheimer's Association, who used the library facilities for one of their programs, on just how busy the Library is. . FRIENDS OF THE LIBRARY REPORT: Joe McKenzie reported that the Friends held a reception on May 17th, 2005 to celebrate their 20th anniversary. Sheldon Lilak also reported that the Friends made presentation of several scholarships at the Central High School Awards Program. The Friends sold books at the Waiting Wives Author program and will also sell books at the BTK Author program. ORIENTATION: SUMMER READING PROGRAM Kristi Hansen reported that the Summer Reading Program would begin on Wednesday May 25th, 2005. The theme for this year is Dragons, Dreams and Daring Deeds. The staff will begin putting up decorations today. Kristi explained the program, reading goals and prizes. The end of program parties will be July 28th and 29th. Youth Services has eighty-eight (88) teen volunteers signed up to help with summer programming. Youth Services is also adding a Story Time for children five years and older during the summer. Every Friday at 2:00 p.m. they will have popcorn and a movie. Project Energy is contributing $500.00 towards the Summer Reading Program in exchange for some promotion for their project. Youth Services will also be taking books to Central during the Extended School schedule for grade school children to check out, partnering with Schilling School and their reading club and making day care visits once a month. ACTION ITEM: Board meeting time and date Betsy Scholten asked for discussion regarding times and days that are best for the Board Members. . -751- 05-24 On a motion made by Sheldon Lilak and seconded by Debbie Divine it was RESOLVED THAT: The Board of Trustees of the Salina Public Library hold their monthly meetings on the 4th Tuesday of the month at 7:00 a.m. for the 2005-2006 year. Motion passed. P751. OS/23/05. ACTION ITEM: Coffee Shop Lease Joe McKenzie reported that he and Jason Ingermanson have looked over the Lease agreement and Jason has signed. The Board would agree to lease space and provide the plumbing and electrical work to be done at site. The improvements should cost approximately $7000.00. The lease would begin July 1,2005 for a one-year agreement. The Coffee Shop could open on that date if improvements needed have been made. The Library would,also provide some tables and chairs for the area. The Board discussed the staffing, hours of operation and counter layout. Debbie Divine also stated that the Library should promote the Coffee Shop through our newsletters and brochures. Joe has also done some research with other libraries and many of them are looking towards offering or already do offer a service such as this. 05-25 On a motion made by Sheldon Lilak and seconded by Janice Ostrom it was RESOLVED THAT: The Board of Trustees of the Salina Public Library grant the lease to Paradise Coffee. Motion passed. P751. OS/23/05. ACTION ITEM: Travel Policy - 1 sl reading Joe McKenzie discussed the travel policy as written and the reasons for development. Discussion was held on including wording on the Library's liability if an employee chooses to use his or her own vehicle. The Board would also like to change the policy to state that the Library will pay the IRS rate for mileage if the employee uses his or her own vehicle whether by choice or necessity. Discussion was also held on what time to include as work time. The Board directed Joe to make the revisions to the policy and bring back to next month's meeting. Joe also gave the Board a draft of a policy on disposal of Library equipment and furniture. Some discussion followed and the Board will bring comments to the next meeting. DISCUSSION: Budget 2006 Joe McKenize stated that he is getting started on the 2006 Budget and would like to meet with the Board President and Treasurer to discuss. He also handed out a sheet on the Mill Levy and it's tax effect. Joe will also create scenarios for 1,2 & 3% salary increases for next year. FINANCIAL REPORT: Joe went over the financial statement, reported that the budget is over on projected amounts for Interest Income. He also reported that Sandy Wilcox would be working with Varney & Associates to convert our grant and -. . -752 other funds to Quick Books. Harris Rayl asked about adding a column to the Financial Report that shows the Amount YTD to be spent of the budget. Sandy said she would ask Fundbalance if they could add that to the report. The Percentages at the right side of the report do show the percent of the current budget spent to date. STATISTICAL REPORT: The adult and child borrower numbers are not correct. Internet usage continues to be high. The Digital Design Studio usage is up. The Reference numbers will look different due to the separation of Reference and Internet use. The Reference Dept. will be keeping stats. They are also developing brochures about database usage. . LIBRARIAN'S REPORT: Joe McKenzie reported that he, Janice Ostrom, a department head and one other staff person will be conducting position reviews to be completed within 2 to 3 weeks. Bret Wallace and other staff have been working with Community Access Television to look at the possibility of having a weekly Library show. Bret Wallace would coordinate and Jason Coyne would be the producer. A Library Ambassadors team is also being developed. Joe is conducting the last interview for the CLASS Coordinator today and hopes to make a job offer sometime this week. Joe asked the Board's opinion on changing the short term parking time limit from fifteen minutes to thirty minutes. The Board suggested that Joe speak to staff and see if they have had any comments from patrons and then they will leave the decision up to him. BOARD COMMENTS: After more discussion about the Board meeting time and date 05-26 On a motion made by Sheldon Lilak and seconded by Harris Rayl it was RESOLVED THAT: The Board of Trustees of the Salina Public Library change the monthly meeting to the third Thursday of each month at 7:00 a.m. Motion passed. P752. OS/23/05. ADJOURNMENT: There being no further business to come before the Board, the meeting was adjourned. 05-27 On a motion made by David Hawksworth and seconded by Lynne Ryan it was RESOLVED THAT: The Board of Trustees of the Salina Public Library adjourns the May 23, 2005, meeting. Motion passed. P. 752. OS/23/05. . ma7 .:< (, / ;2005- Date