Meeting Minutes
Board Members Present: Mary Burchill, Jill Fincher, Terry Leibold, Craig Penzler, and Jeff Shmalberg
Staff Present: Bruce Flanders, Denise Berkley, Louise Hanson, Tricia Karlin, and Sherri Turner
Guests Present: Ellen Miller, Mary Michener (League of Women Voters), and Laura Parkinson (Youth in Local Government Representative)
Craig called the meeting to order at 4:32 p.m.
There were no public comments.
The minutes of the March 21, 2005 Library Board meeting were reviewed. Jeff moved to approve the minutes. Terry seconded the motion, which carried by voice vote.
The March staff meeting minutes were reviewed.
Financial and Statistical Report: Bruce reviewed the financial and statistical report. He outlined recent and upcoming capital improvement expenditures, as well as library Web site visits and increased circulation statistics.
Library Programs and Displays: Bruce reported that the library is the beneficiary of a local paleontologist who has offered to display a young triceratops skull and a tyrannosaurus rex leg bone for the summer. After the display period, the items will be sold on eBay with a portion of the proceeds to be donated to the library.
Street Repairs: The City recently repaired the parking lot sidewalk and crumbling curbs around the library. The repairs were done in a quick and professional manner before the summer traffic peak. Significant repairs to the neighboring streets are slated to begin soon. A rerouting of the Post Office drive through will affect traffic around the library during the very busy summer season.
Friends Spring 2005 Sale: Bruce reported that the Friends had a very successful spring sale reaching records sales level of $40,000. The success was attributed to the addition of tents to enlarge the space for the sale, as is normally done for the fall sales.
Information Network of Kansas Appointment: Governor Sebelius recently appointed Bruce to the Board of Directors of the Information Network of Kansas. Bruce felt that his appointment would provide additional library input to the developing portal.
Bruce also reported that he invited Christie Brandau, the new Kansas State Librarian, to tour the library and to meet with administrative staff.
Library Web Site Promotion: Tichenor Designs is creating graphic designs for use to promote the library’s Web site. Designs will be used for a color advertisement in the Lawrence Journal-World to be funded through the Library Foundation and the Friends.
Fees for Overdue, Lost or Damaged Materials: Bruce presented a proposed change to the Policy for Fees for Overdue, Lost or Damaged Materials. The policy includes a list of replacement costs for collection materials. Rather than including the list in the policy, it will instead refer to the list so that it may be updated as needed. Terry asked to review the policy to clarify its language. Jill moved to approve the amended policy as changed by Terry. Jeff seconded the motion, which passed unanimously.
Public Access Computer Printing Policy: Bruce presented an update to the Printing Policy to respond to the implementation of the print management software. The proposed change will eliminate the provision that allows the patron five printed pages at no charge and will instead charge patrons $.10 per printed page. Jeff moved to approve the amended policy. Terry seconded the motion, which passed unanimously.
Emergency Preparedness Plan: Bruce presented a change to the Emergency Preparedness Plan, which updates procedures involved with securing the cash register and reference desk drawers. Terry moved to approve the amended policy as presented. Jeff seconded the motion, which passed unanimously.
2004 Financial Audit: Denise Berkley presented the financial audit report and specifically discussed the auditors’ letter to management. Several recommendations were made by the auditors regarding the separation of tasks in the bookkeeping function. Since the bookkeeper position is a part time position, the recommendations would involve many duplications of effort by the staff. Denise reported that a dishonesty insurance policy is held by the Library. Terry asked for clarification about the specific limitations of this policy. Jill recommended that additional insurance bonding for the bookkeeping position be purchased.
The auditors recommended that an annual inventory of fixed assets be recorded. Denise is currently working on such a list. Another recommendation made was to separate the ability to use the signature stamps from the bookkeeping position. Bruce will hold the stamps until checks are signed.
Bruce reported that he is investigating an upgrade to the collection software, which could additional checks and balances in fine collections.
Election of Library Board Officers: Bruce presented the slate of officers for the May 2005-April 2006 term. The nominations were as follows:
Chair: Terry Leibold
Vice Chair: John Nalbandian
Secretary/Treasurer: Jill Fincher
Jeff moved to approve the slate of officers as presented. Jill seconded the motion, which passed unanimously. It was noted that Craig would remain the Chair of the New Directions Task Force.
Budget Committee: Bruce asked Terry and Jill to serve on the Budget Committee, which will meet prior to next month’s meeting.
Approval of Bills
Jeff moved to approve the bills in the amount of $72,849.30. Terry seconded the motion and it carried by voice vote.
The meeting adjourned at 5:45 p.m.
Respectfully submitted,
Jill Fincher
Approved _________________________________________________
Date
Secretary _________________________________________________
Jill Fincher
Chair _____________________________________________________
Craig Penzler
Director ___________________________________________________
Bruce Flanders